INVITATION TO REGISTER ON THE PROSPECTIVE PROVIDERS’ DATABASE
Reference number: INSETA PPD 2012
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INVITATION TO REGISTER
YOU ARE HEREBY INVITED TO REGISTER ON THE INSETA PROSPECTIVE SERVICE PROVIDERS’ DATABASERef. no.: INSETA PPD 2012
DESCRIPTION: Invitation to register on the INSETA Prospective Service Providers’ Database
The successful application will be registered on the Inseta Prospective Service providers’ database
APPLICATION DOCUMENTS MUST BE HANDED IN AT RECEPTION SITUATED AT:
INSETA Head Office
Attention: Ms Nonhlanhla Nkabinde,
Supply Chain Management,
Oakhurst Building (North Wing, Ground floor),
11 St. Andrews Road, Parktown, Johannesburg.
No faxed or e-mailed applications will be accepted
Applicants should ensure that applications are delivered to the correct address.
______
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r Applications can be delivered between 08h30 and 16h30, Mondays to Fridays (working days)
r Applications must be submitted on the official forms (not to be re-typed).
Applications will be subject to the following:
r General Conditions of Contract (GCC) and, if applicable, any other Special Conditions of Contract. Applicants to initial each page of the GCC
r the Preferential Procurement Policy Framework Act
r the Preferential Policy Regulations, 2011
Proposals submitted that do not comply with the following may not be considered for evaluation:
§ Applications not in the format prescribed.
§ Applications without some or all of the required documents.
THE FOLLOWING PARTICULARS MUST BE FURNISHED
(FAILURE TO DO SO MAY RESULT IN YOUR APPLICATION BEING DISQUALIFIED)NAME OF APPLICANT ORGANISATION ......
POSTAL ADDRESS ......
STREET ADDRESS ......
TELEPHONE NUMBER CODE……………NUMBER......
CELLPHONE NUMBER ......
FACSIMILE NUMBER CODE ...... NUMBER......
E-MAIL ADDRESS ......
VAT REGISTRATION ......
CHECKLIST FOR THE APPLICANT [TICK APPLICABLE BOX]:
HAS AN ORIGINAL AND VALID TAX CLEARANCE CERTIFICATE BEEN ATTACHED? (SBD 2) YES/NO
HAS A B-BBEE STATUS LEVEL VERIFICATION CERTIFICATE BEEN SUBMITTED? (SBD 6.1) YES/NO
IF YES, WHO WAS THE CERTIFICATE ISSUED BY?
AN ACCOUNTING OFFICER AS CONTEMPLATED IN THE CLOSE CORPORATION ACT (CCA) YES/NO
A VERIFICATION AGENCY ACCREDITED BY THE SOUITH AFRICAN NATIONAL
ACCREDITATION SYSTEM (SANAS); YES/NO
OR
A REGISTERED AUDITOR YES/NO
(A B-BBEE STATUS LEVEL VERIFICATION CERTIFICATE MUST BE SUBMITTED IN ORDER TO QUALIFY FOR PREFERENCE POINTS FOR B-BBEE)
ARE YOU THE ACCREDITED REPRESENTATIVE
IN SOUTH AFRICA FOR THE GOODS/SERVICES/WORKS OFFERED? YES/NO
[IF YES ENCLOSE PROOF]
SIGNATURE OF APPLICANT ......
DATE ......
CAPACITY UNDER WHICH THIS APPLICATION IS SIGNED......
TOTAL NUMBER OF ITEMS OFFERED ......
ANY ENQUIRIES REGARDING THE APPLICATION PROCEDURE AND TECHNICAL INFORMATION MAY BE DIRECTED TO:
Department: Supply Chain Management
Contact Person: Nonhlanhla Nkabinde
E-mail address:
SPECIAL CONDITIONS OF APPLICATIONS
1. GENERAL
Proper Applications for the services specified must be submitted. All providers are to take note of the implications of contravening the Prevention and Combating of Corrupt Activities Act, Act No 12 of 2004 and any other Act applicable.
2. CONDITIONS OF SUPPLIER REGISTRATION
Preference will be given to service providers who have been rated and have submitted their bonafide and valid BBBEE certificates.
3. ADDITIONAL INFORMATION REQUIREMENTS
During evaluation of the supplier applications, additional information may be requested in writing from Applicants. Replies to such request must be submitted, within fourteen (14) working days or as otherwise indicated. Failure to comply, will lead to your application being disregarded.
4. SUBMISSION DETAILS
An original document should be handed delivered to:
Ms Nonhlanhla Nkabinde
Supply Chain Management
INSETA
Oakhurst Building,
North Wing, Ground floor,
11 St. Andrews Road,
Parktown,
Johannesburg.
Applications should be submitted in a sealed envelope, marked with:
r Reference number: INSETA PPD 2012
r The name and address of the bidder
5. CLARIFICATIONS
Any clarification required by an applicant regarding the meaning or interpretation of the Prospective provider application document, or any other aspect concerning the applications, is to be requested in writing (facsimile or e-mail) from Nonhlanhla Nkabinde at . The reference number should be mentioned in all correspondence. Telephonic requests for clarification will not be accepted.
6. FORMAT OF APPLICATION DOCUMENT
Applicants must complete all the necessary application documents and undertakings required in this application document. Applicants are advised that their proposal should be concise, written in plain English and simply presented.
Applicants are to set out their proposal in the following format:
6.1 Part 1: Supplier information required
Requirements
r In the establishment of a provider list, the information below must be completed in full and signed;
r A company provide must accompany the registration form but will not be accepted as substitute for the application form – all fields on application form MUST be completed by applicant
r INSETA reserves to right to accept or reject any application as set out in paragraph 7 of this application document
r Suppliers will be notified whether their application was accepted or not by means of written confirmation by email
r Supplier must comply with all the registration-criteria for registration to be finalised failure to do so may result in the application being declined
6.1.1 Nature of the organisation for example public company, private company, close corporation, partnership, sole trader.6.1.2 Appropriate registration numbers (current registration documents to be attached)
6.1.3 Name(s) of owner(s)/principle(s) or partner(s) of organisation.
6.1.4 Annual turnover of organisation/individual.
6.1.5 Equity profile of the organisation
6.1.6 Total number of employees
6.1.7 Total number of years in business
6.1.8 List of products/services offered, i.e. business activity linked to requirement categories of the Organisation. / (a)
(b)
(c)
(d)
(e)
6.1.9 Main Contact person:
Name:
Position in Company:
Contact Number:
Fax Number:
Email Address:
6.1.10 Sales Contact person
Name:
Position in Company:
Contact Number:
Fax Number:
Email Address:
6.1.11 Bank details (kindly attach proof in one of the following formats – copy of a cancelled cheque or stamped letter from the bank confirming the details)
Bank Account Name:
Name of Bank:
Branch Code:
Branch Name:
Account Number:
Type of Account (Cheque, Savings, Transmission)
6.1.12 Business References for Previous Projects
(a) Name of the Client
Assignment performed
Name of Client’s Contact Person
Client’s Contact Details
(b) Name of the Client
Assignment performed
Name of Client’s Contact Person
Client’s Contact Details
(c) Name of the Client
Assignment performed
Name of Client’s Contact Person
Client’s Contact Details
6.2 Part 2: SARS Tax Clearance Certificate
An Original valid SARS Tax Clearance Certificate of the Service provider must be submitted with the Application. In case of a consortium/ joint venture, or where sub-Service providers are utilised, an original valid SARS Tax Clearance Certificate for each consortium/ joint venture member and/or sub-contractor (individual) must be submitted.
6.3 Part 3: Declaration of Interest
Each party to the application must complete and submit the Declaration of Interest. Where there is no declaration, the application will not be considered.
6.4 Part 4: Declaration of Applicants past supply chain management practices
Each party to the Application must complete and submit the Declaration of past supply chain management practices
6.5 Part 5: Preference Points Claim Form in terms of the Preferential Procurement Regulations2011 (Purchases)
Applicants must complete and submit the Preference Points Claim Form (Purchases).
For a consortium or joint venture:
r A trust, consortium or joint venture, will qualify for points for their B-BBEE status level as a legal entity,
provided that the entity submits their B-BBEE status level certificate.
r A trust, consortium or joint venture will qualify for points for their B-BBEE status level as an unincorporated
entity, provided that the entity submits their consolidated B-BBEE scorecard as if they were a group
structure and that such a consolidated B-BBEE scorecard is prepared for every separate bid.
An original/certified valid copy of the Applicants’ B-BBEE Certificate to be attached to this application.
6.6 Part 6 Declaration Certificate for Local Production and content for Designated Sectors
Applicants must complete and submit the Declaration Certificate for Local Production and content for Designated Sectors.
6.7 Part 7: Organisational Profile
Applicants are to include a four page value/service/product offering proposition.
6.8 Part 8: Team details
In this section Applicants must provide a 2 page CV with details of the team members named in the previous part.
6.9 Part 9: Experience in this field
Applicants should provide at least the following information.
r Details of contracts for similar work within the last 2 years.
r Contact details of a maximum of 3 organisations for which work was done.
7. REASONS FOR REJECTION
7.1 INSETA shall reject an application for registering on the Prospective Provider Database if the supplier has committed a proven corrupt or fraudulent act in competing for the particular contract.
7.2 If the required documents are not completed, signed and submitted together with this application, namely:
· Completed and signed supplier particulars on page 4 of this document
· Part 1 – supplier information completed in full
· Part 2 – submission of an original and valid tax clearance certificate
· Part 3 – Completed and signed Declaration of Interest form
· Part 4 – Completed and signed Declaration of Applicant’s supply chain Management practices
· Part 5 – Completed and signed preference points claim form
· Part 6- Completed and signed Declaration Certificate for Local Production and content for Designated Sectors.
7.3 INSETA may disregard the Applications of any bidder if that bidder, or any of its directors:
· Have abused the Supply Chain Management systems of INSETA.
· Have committed proven fraud or any other improper conduct in relation to such systems.
· Have failed to perform on any previous contract and the proof exists.
· Such actions shall be communicated to the National Treasury.
8. LIST OF SERVICES REQUIRED
LIST OF SERVICES / APPLICANT TO TICK THEIR SERVICES· Photography Services
· Corporate Gifts, branding and clothing
· Computer Consumables (hardware and software)
· Stationery Supplies (office)
· Office Equipment Supplies
· Office Furniture
· Maintenance and Repair Services
· Design, Layout and Printing Services
· Branding Materials
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9. EVALUATION PROCESS
9.1 COMPLIANCE WITH MINIMUM REQUIREMENTS
9.1.1 All Applications duly lodged will be examined to determine compliance with bidding requirements and conditions. Applications with obvious deviations from the requirements/conditions will be eliminated from further adjudication.
The evaluation criteria, is as follows:
CRITERIA / Signature by Applicant / Signature by INSETAr An original copy of the application submitted
r Supplier information typed on the company letterhead (bullet 6.1- part 1 )
r Copy of current Registration document submitted
r Original and Valid tax clearance certificate submitted (bullet 6.2 – part 2)
r Declaration of interest form signed (bullet 6.3 – part 3) (template on page 15)
r Declaration of past supply chain management practices form signed (bullet 6.4 – part 4)(template on page 19)
r Preference Points Claim Form in terms of the Preferential Procurement Regulations2011 (Purchases) form signed (bullet 6.5 – part 5) (template of page 21)
r Declaration Certificate for Local Production and content for Designated Sectors. Part 6
r Original/Certified and Valid B-BBEE Certificate submitted
r four page value/service/product offering proposition submitted (bullet 6.7 – part 7)
r Team details (bullet 6.8 – part 8)
r Experience in the field (bullet 6.9 - part 9)
N.B Applications without one (1) of the above mentioned requirements will not be considered
TAX CLEARANCE REQUIREMENTS
IT IS A CONDITION OF BIDDING THAT
1. The taxes of the successful bidder must be in order, or that satisfactory arrangements have been made with the Receiver of Revenue to meet his/her tax obligations.
2. The attached form “Application for Tax Clearance Certificate (in respect of Applications)”, must be completed in all respects and submitted to the Receiver of Revenue where the bidder is registered for tax purposes. The Receiver of Revenue will then furnish the bidder with a Tax Clearance Certificate that will be valid for a period of six (6) months from date of issue. This Tax Clearance Certificate must be submitted in the original together with the Applications. Failure to submit the original and valid Tax Clearance Certificate may invalidate the Applications.
3. In Applications where Consortia/Joint Ventures/Sub-Service providers are involved, each party must submit a separate Tax Clearance Certificate. Copies of the Application for Tax Clearance Certificates are available at any Receiver’s office.
APPLICATION FOR TAX CLEARANCE CERTIFICATE(IN RESPECT OF APPLICATIONS)DECLARATION OF INTEREST
1. Any legal person, including persons employed by the state¹, or persons having a kinship with persons employed by the state, including a blood relationship, may make an offer or offers in terms of this invitation to bid (includes an advertised competitive bid, a limited bid, a proposal or written price quotation). In view of possible allegations of favouritism, should the resulting bid, or part thereof, be awarded to persons employed by the state, or to persons connected with or related to them, it is required that the bidder or his/her authorised representative declare his/her position in relation to the evaluating/adjudicating authority where-
- the bidder is employed by the state; and/or
- the legal person on whose behalf the bidding document is signed, has a relationship with persons/a person who are/is involved in the evaluation and or adjudication of the bid(s), or where it is known that such a relationship exists between the person or persons for or on whose behalf the declarant acts and persons who are involved with the evaluation and or adjudication of the bid.
2. In order to give effect to the above, the following questionnaire must be completed and submitted with the bid.
2.1 Full Name of bidder or his or her representative: ………………………………………………………