Tender for the Supply and Delivery of a Network Digital Photocopier with a Maintenance Contract

REQUEST FOR QUOTATION

KCDM/QUOTE/05/2017

QUOTATION FOR THE ARCHITECTURAL SERVICES FOR THE DESIGN OF NEW OFFICES AT MTHUNZINI IN MLALAZI LOCAL MUNICIPALITY

Closing date & time: Tuesday, 31 January2017at11h00

Compulsory site meeting: Wednesday, 25 January 2017 at 10h00

Documents to be addressed to the Municipal Manager and deposited in Council’s quote box situated at the foyer of the offices of the uKing Cetshwayo District Municipality, Corner of Kruger Rand and Barbados Bay Road, CBD, Richards Bay

SERVICE PROVIDER’S DETAILS

Name of Service Provider:
Central supplier database number
CSD unique security code
Contact Person:
E-mail Address:
Telephone Number: / ( )Code
Fax Number: / ( )Code
Physical Address:
Postal Address:

NOTE:

The Service Provider shall be deemed to have satisfied himself/herself/themselves as to all the conditions and circumstances affecting this tender, including the physical aspects of working areas, and by the submission of a tender, will confirm acceptance of the conditions and circumstances applicable to any subsequent contract.

KING CETSHWAYO DISTRICT MUNICIPALITY

REQUEST FOR QUOTATION

KCDM/QUOTE/05/2017

QUOTATION FOR THE ARCHITECTURAL SERVICES FOR THE DESIGN OF NEW OFFICES AT MTHUNZINI IN MLALAZI LOCAL MUNICIPALITY

The King Cetshwayo District Municipality (KCDM) invites quotations from contractors who are registered with SACAP and has a registered Professional Architect within their company and has previously done a similar work, to quote on the architectural services for the design of new offices at Mthunzini in Mlalazi Local Municipality. Interested parties must collect Quotation documents from the SCM unit at Suite No. 8, at the King Cetshwayo District Municipal Offices, Corner of Kruger Rand and Barbados Bay Road, CBD, Richards Bay - tel. (035) 799 2500. Alternatively download the document from

A Compulsory meeting will be held on Wednesday,25 January 2017at 10h00 inthe Technical Boardroom at theKing Cetshwayo District Municipal Offices, Corner of Kruger Rand and Barbados Bay Road, CBD

Any quotation submitted by a person(s) who isin the service of the stateor if that person(s) is not a natural person, of which any director, manager, principal shareholder or stakeholder is a person in the service of the stateor who is an advisor or consultant contracted with the Municipality shall not be considered in terms of regulation 44 of the Municipal Supply Chain Regulations.National Treasury has introduced the Central Supplier data Base (CSD), where all suppliers are required to register. . For more information Please contact Mr. S.A. Xulu on (035) 799 2529 or visit the CSD website at Only CSD registered service providers will be considered.

This quotation will be evaluated on a 80/20 preferential points system. Should you wish to claim any preference points please ensure that you submit an original or a certified copy of your companies’ B-BBEE Status level verification certificates with the quotation document.

Completed Quotations in sealed envelopes, clearly identifiable and marked “Request for Quotation KCDM/QUOTE/05/2017” must be deposited in Council’s Quotation box situated in the foyer of the King Cetshwayo District Municipal Offices, Corner of Kruger Rand and Barbados Bay Road, CBD, Richards Bay on or before 11H00Tuesday, 31 January 2017 when quotations will be opened in public. Quotations received after the due date and time will not be considered.

It will be the service provider’s responsibility to check the document on receipt for completeness and to notify the employer of any discrepancies or omissions.

It is the service provider’s responsibility to provide all the data and information requested completely and in the form required. Failure to do so may be regarded by the employer as a non-responsive Quotation. Quotations may only be submitted on documentation supplied by the Municipality.

All communication between the employer and the service provider shall be in a form that can be read, copied and recorded. All writing shall be in the English Language. The employer shall not take any responsibility for non-receipt of communications from a service provider.

Enquiries relating to this Quotation must be directed to Mr T. Jele

Tel (035) 799 2500

Service providers who do not hear from the King Cetshwayo District Municipality within

56working days of the closing date of the Quotation should consider their Quotation as unsuccessful.

Please note that no Quotations will be accepted by fax or by e-mail.

MUNICIPAL MANAGER

KING CETSHWAYO DISTRICT MUNICIPALITY

PRIVATE BAG X1025

RICHARDS BAY

3900

ENCLOSURE

1.FORMS OF QUOTATION & SPECIFICATIONSSECTION A

FORM OF SPECIFICATIONS
FORM OF QUOTATION
FORM OF OFFER & ACCEPTANCE

2.PREFERENTIAL PROCUREMENTSECTION B

PRICE PREFERENCE IN POINTS

(TO BE INCLUDED SHOULD PREFERENCE POINTS BE CLAIMED)

3.CONDITIONS OF QUOTATIONSECTION C

4.CONDITIONS OF CONTRACTSECTION D

NATIONAL TREASURY GENERAL CONDITIONS OF CONTRACT

5.FORMS TO BE COMPLETEDSECTION E

PRE- EVALUATION DOCUMETS:

TAX CLEARANCE CERTIFICATE
SERVICE PROVIDER’S PAST SUPPLY CHAIN MANAGEMENT PRACTICES
PROOF OF REGISTRATION WITH SACAP
PROOF OF REGISTERED PROFESSIONAL ARCHITECT
DECLARATION OF INTEREST
INDEPENDENT BID DETERMINATION
BBB-EE CERTIFICATE
REFERENCE LETTERS FROM SIMILAR JOBS (MINIMUM OF TWO)

POST- EVALUATION DOCUMENTS

WORKMEN’S COMPENSATION
MUNICIPAL ACCOUNT
CIPRO CERTIFICATE

NB:

All forms must be completed; failing to do this will invalidate your Quotation.

If any of the forms, or portion of any form is not relevant, please indicate it on the form by marking it “N/A”



SECTION A

Page 01 of 06

FORM OF QUOTE AND SPECIFICATIONS

QUOTATION FOR THE ARCHITECTURAL SERVICES FOR THE DESIGN OF NEW OFFICES AT MTHUNZINI IN MLALAZI LOCAL MUNICIPALITY

GENERAL

The scope of work entails services of an architectural consultant with proven experience in layouts and designs of office space for large organizations (in particular public sector organizations) to render the following services:

Layout and design of offices for the King Cetchwayo District Municipality’s Supply Chain Management Department in Mtunzini
Advice on suitable models, specifications required and costing.
Site inspections and supervision to assess constr
uction quality and final handover.

The purpose of this enquiry is to obtain rates from suitable contractors to construct this work. The quantities are re-measurable at completion of the works.

SPECIFICATIONS

Quotations are hereby invited fromSACAP registered service providers with a registered Professional Architect for Architectural Service for the design of new offices at Mthunzini in Mlalazi Local Municipality.

DETAILED SCOPE OF WORK

The King Cetshwayo District Municipality’s Supply Water Use Efficiency Department wants to make use of municipal premises in Mtunzini (Mthini Wter Treatment Works) to setup new offices. The premises are located along the coastline and provide a picturesque view of the Indian Ocean. The design and layout will have to take this as well as the staff complement that is moving into these new offices into account. The design must have full service amenities and should result in a practical office environment complying with current standards and the right corporate image for a district municipality.

It is expected that in order to complete the above scope the activities on the Bill of Quantities will have to be conducted.

REQUIREMENTS

The service provider must be registered with the SACAP and submit with this document the paperwork as proof;
The service provider must also have a registered Professional Architect within their company.
The service provider will have to produce references to at least a minimum of two projects of similar nature.

NB: Note that only certified copies of certificates will be accepted.

SECTION A

Page 02 of 06

BILLS OF QUANTITIES:

Contract No: KCDM / QUOTE / 05/ 2017
ARCHITECTURAL SERVICES FOR THE DESIGN OF NEW OFFICES AT MTHUNZINI IN MLALAZI LOCAL MUNICIPALITY
ITEM NO. / PAYMENT / DESCRIPTION / UNIT / QTY / RATE / AMOUNT
R / c
SECTION 1 : PRELIMINARY AND GENERAL
FIXED-CHARGE ITEMS
1.1 / Contractual Requirements / Sum
1.2 / Facilities required by Contractor / Sum
1.3 / General responsibilities and other fixed charge obligations / Sum
1.4 / Removal of Site establishment on completion / Sum
TOTAL CARRIED FORWARD TO SUMMARY

SECTION A

Page 03 of 06

Visit and assessthe site
Review client’s needs
Agree on layout strategy and staff complement
Receive inputs from client on aesthetics and corporate identity
Present a model with sketches and designs

/ Sum / 1
2.1.2 / Concept development and presentation

Prepare and present layout
Agree on changes in design and layout
Advise client on most suitable options/ alternatives (i.e. movable offices)
Advise client on costing and cost implications of all alternatives

/ Sum / 1
2.1.3 / Site inspections (2 contact sessions) / Sum / 1
2.1.4 / Supervision and assistance with the final handover / Sum / 1
2.1.5 / Travel / Sum / 1
2.2 / SURVEYING / Sum / 1
2.2.1 / Make provision for appoint a professional surveyor to peg the area and do all surveying necessities. / PC Sum / 1 / 30 000
TOTAL CARRIED FORWARD TO SUMMARY

SECTION A

Page 04 of 06

Contract No: KCDM / KCDM / QUOTE / 05/ 2017

ARCHITECTURAL SERVICES FOR THE DESIGN OF NEW OFFICES AT MTHUNZINI IN MLALAZI LOCAL MUNICIPALITY

SECTION / DESCRIPTION / AMOUNT
(Excl.VAT)
R / C
SUMMARY OF SECTIONS
1 / SECTION 1 : PRELIMINARY AND GENERAL
2 / SECTION 2: ARCHITECTURAL SERVICES
SUBTOTAL
SUBTOTAL
14%VAT
TOTAL CARRIED FORWARD TO QUOTATION FORM

SECTION A

Page 05 of 06

FORM OF QUOTATION

TOTAL:

R : ______(Excl. VAT)

R : ______(VAT)

R : ______(Incl. VAT)

Amount in words (Excluding VAT): ______

______

______(Excl. VAT

Amount in words (Including VAT): ______

______

______(Incl. VAT)

Period of time for completion (in weeks):

NAME: ______SIGNATURE: ______

DATE: ______

SECTION A

Page 06 of 06

FORM OF OFFER

QUOTATION: KCDM /QUOTE/05/2017

NOTE: THE FORM OF OFFER MUST BE COMPLETED CORRECTLY, SIGNED AND WITNESSED. FAILURE TO COMPLY WILL MEAN THAT NO OFFER HAS BEEN MADE AND THE QUOTATIONWILL NOT BE FURTHER EVALUATED.

ACCEPTANCE

By signing this part of this form of offer and acceptance, the Municipality identified belowaccepts the Service providers offer. In consideration thereof, the Municipality shall pay the contractor the amount due. Acceptance of the Service providers offer shall form an agreement between the Municipality and the Service provider upon the terms and conditions contained in this contract that is the subject of this agreement.

The terms of the contract, are contained in section “D” of this document (NT Conditions of contract) as well as any special conditions (if any)

The Service provider shall within two weeks after receiving a completed copy of this agreement, including the schedule of deviations (if any), contact the Municipality to arrange the delivery of any bonds, guarantees, proof of insurance and any other documentation to be provided in terms of this document. Failure to fulfill any of these obligations in accordance with those terms shall constitute a repudiation of this agreement.

Notwithstanding anything contained herein, this agreement comes into effect on the date when the Service provider receives one fully completedoriginal copy of this document, including the schedule of deviations (if any). Unless the Service provider (now contractor) within five working days of the date of such receipt notifies the Municipality in writing of any reason why he cannot accept the contents of this agreement, this agreement shall constitute a binding contract between the parties.

Signed at …………………………………………….

For the King Cetshwayo District Municipality

Signature ...... Date ......

Name ...... Capacity ......

Witness:......

Name Signature Date

And

For the Contractor/ Service provider

Signature ...... Date ......

Name ...... Capacity ......

Witness: ......

Name Signature Date

SECTION B

Page 1 of 6

MBD 6.1

PREFERENCE POINTS CLAIM FORM IN TERMS OF THE PREFERENTIAL PROCUREMENT REGULATIONS 2011

This preference form must form part of all bids invited. It contains general information and serves as a claim form for preference points for Broad-Based Black Economic Empowerment (B-BBEE) Status Level of Contribution

NB:BEFORE COMPLETING THIS FORM, BIDDERS MUST STUDY THE GENERAL CONDITIONS, DEFINITIONS AND DIRECTIVES APPLICABLE IN RESPECT OF B-BBEE, AS PRESCRIBED IN THE PREFERENTIAL PROCUREMENT REGULATIONS, 2011.

GENERAL CONDITIONS
The following preference point systems are applicable to all bids:

-the 80/20 system for requirements with a Rand value of up to R1 000 000 (all applicable taxes included); and

-the 90/10 system for requirements with a Rand value above R1 000 000 (all applicable taxes included).

1.2The value of this bid is estimated not to exceed R1 000 000 (all applicable taxes included) and therefore the 80/20 preference point system shall be applicable.

1.3Preference points for this bid shall be awarded for:

(a)Price; and

(b)B-BBEE Status Level of Contribution.

1.4The maximum points for this bid are allocated as follows:

POINTS
PRICE / 80
B-BBEE STATUS LEVEL OF CONTRIBUTION / 20
Total points for Price and B-BBEE must not exceed / 100

1.5Failure on the part of a bidder to submit a B-BBEE Verification Certificate from a Verification Agency accredited by the South African Accreditation System (SANAS), or a Registered Auditor approved by the Independent Regulatory Board of Auditors (IRBA) or a sworn affidavit confirming annual turnover and level of black ownership in case of an EME and QSE together with the bid, will be interpreted to mean that preference points for B-BBEE status level of contribution are not claimed.

1.6The purchaser reserves the right to require of a bidder, either before a bid is adjudicated or at any time subsequently, to substantiate any claim in regard to preferences, in any manner required by the purchaser.

DEFINITIONS

(a)“all applicable taxes” includes value-added tax, pay as you earn, income tax, unemployment insurance fund contributions and skills development levies;

(b)“B-BBEE” means broad-based black economic empowerment as defined in section 1 of the Broad-Based Black Economic Empowerment Act;

(c)“B-BBEE status level of contributor” means the B-BBEE status received by a measured entity based on its overall performance using the relevant scorecard

SECTION B

Page 2 of 6

contained in the Codes of Good Practice on Black Economic Empowerment, issued in terms of section 9(1) of the Broad-Based Black Economic Empowerment Act;

(d)“bid” means a written offer in a prescribed or stipulated form in response to an invitation by an organ of state for the provision of services, works or goods, through price quotations, advertised competitive bidding processes or proposals;

(e)“Broad-Based Black Economic Empowerment Act” means the Broad-Based Black Economic Empowerment Act, 2003 (Act No. 53 of 2003) as amended by Act No 46 of 2013;

(f)“comparative price” means the price after the factors of a non-firm price and all unconditional discounts that can be utilized have been taken into consideration;

(g)“consortium or joint venture” means an association of persons for the purpose of combining their expertise, property, capital, efforts, skill and knowledge in an activity for the execution of a contract;

(h)“contract” means the agreement that results from the acceptance of a bid by an organ of state;

(i)“EME” means an Exempted Micro Enterprise as defines by Codes of Good Practice issued in terms of section 9 (1) of the Broad-Based Black Economic Empowerment Act, 2003 (Act No. 53 of 2003);

(j)“Firm price” means the price that is only subject to adjustments in accordance with the actual increase or decrease resulting from the change, imposition, or abolition of customs or excise duty and any other duty, levy, or tax, which, in terms of the law or regulation, is binding on the contractor and demonstrably has an influence on the price of any supplies, or the rendering costs of any service, for the execution of the contract;

(k)“functionality” means the measurement according to predetermined norms, as set out in the bid documents, of a service or commodity that is designed to be practical and useful, working or operating, taking into account, among other factors, the quality, reliability, viability and durability of a service and the technical capacity and ability of a bidder;

(l)“non-firm prices” means all prices other than “firm” prices;

(m)“person” includes a juristic person;

(n)“QSE” means a Qualifying Small Enterprise as defines by Codes of Good Practice issued in terms of section 9 (1) of the Broad-Based Black Economic Empowerment Act, 2003 ( Act No. 53 of 2003);

(o)“rand value” means the total estimated value of a contract in South African currency, calculated at the time of bid invitations, and includes all applicable taxes and excise duties;

(p)“sub-contract” means the primary contractor’s assigning, leasing, making out work to, or employing, another person to support such primary contractor in the execution of part of a project in terms of the contract;

(q)“total revenue” bears the same meaning assigned to this expression in the Codes of Good Practice on Black Economic Empowerment, issued in terms of section 9(1) of the Broad-Based Black Economic Empowerment Act and promulgated in the Government Gazette on 9 February 2007;

(r)“trust” means the arrangement through which the property of one person is made over or bequeathed to a trustee to administer such property for the benefit of another person; and

(s)“trustee” means any person, including the founder of a trust, to whom property is bequeathed in order for such property to be administered for the benefit of another person.

SECTION B

Page 3 of 6

ADJUDICATION USING A POINT SYSTEM
The bidder obtaining the highest number of total points will be awarded the contract.
Preference points shall be calculated after prices have been brought to a comparative basis taking into account all factors of non-firm prices and all unconditional discounts;.
Points scored must be rounded off to the nearest 2 decimal places.
In the event that two or more bids have scored equal total points, the successful bid must be the one scoring the highest number of preference points for B-BBEE.
However, when functionality is part of the evaluation process and two or more bids have scored equal points including equal preference points for B-BBEE, the successful bid must be the one scoring the highest score for functionality.
Should two or more bids be equal in all respects, the award shall be decided by the drawing of lots.
POINTS AWARDED FOR PRICE
THE 80/20 OR 90/10 PREFERENCE POINT SYSTEMS

A maximum of 80 or 90 points is allocated for price on the following basis:

80/20or90/10