independent development trust · sacpcmp, acpm, pmsa, apmsa, pmi and/or as pr qs, pr arch, pr eng....
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Procurement of Professional Service Provider Entity within the Built Environment to provide Technical Support Service for Social Infrastructure Portfolio/Programme Management at Identified Offices of the Independent Development Trust (IDT)
TENDER NO: IDT-PFM01-2016 Page 1 of 63
Independent Development Trust
INVITATION TO TENDER
Tender Document for:
PROCUREMENT OF PROFESSIONAL SERVICE PROVIDER ENTITY
WITHIN THE BUILT ENVIRONMENT TO PROVIDE TECHNICAL SUPPORT
SERVICE FOR SOCIAL INFRASTRUCTURE PORTFOLIO/PROGRAMME
MANAGEMENT AT IDENTIFIED OFFICES OF THE INDEPENDENT
DEVELOPMENT TRUST (IDT)
TENDER NO: IDT- PFM01-2016
Issued by:
Independent Development Trust
Glenwood Office Park
Cnr Oberon & Oberon Streets
Faerie Glen
0043
Enquiries:
Telephone: 012 845 2186
Email: [email protected]
Fax: 086 618 4692
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Table of Contents
INVITATION TO TENDER ........................................................................................................................................................ 1
Part T1: TENDER DATA ....................................................................................................................................... 3
T1.1 Tender Notice and Invitation to Tender ............................................................................ 4
T1.2 Tender Evaluation ............................................................................................................ 6
T1.3 Functionality/Technical Evaluation ................................................................................... 8
T1.4 Preference Point System ................................................................................................ 11
T1.5 Special Conditions of the Tender ................................................................................... 13
T1.6 Standard Conditions Of Tender ..................................................................................... 15
Part T2: TERMS OF REFERENCE (TOR) ..................................................................................................................... 16
T2.1 OBJECTIVE ................................................................................................................... 17 T2.2 BACKGROUND ............................................................................................................. 17 T2.3 SCOPE OF SERVICES ................................................................................................. 17 T2.4 GENERAL CONDITIONS OF APPOINTMENT AND CONTRACTING, COMMENCEMENT,
DURATION ................................................................................................................ 21 T2.5 COSTING PROPOSAL ................................................................................................. 22 T2.6 TRANSFER OF SKILLS ................................................................................................. 22 T2.7 GENERAL ..................................................................................................................... 22 T2.8 DISCLAIMER .................................................................................................................. 23
Part T3: RETURNABLE DOCUMENTS ......................................................................................................................... 24
T3.1 List of Returnable Documents ..................................................................................................... 25
T3.2 Returnable Schedule ................................................................................................................... 26 T3.2.1 BIDDER CONTACT DETAILS .................................................................................... 27 T3.2.2 PREFERENCE POINTS CLAIM FORM IN TERMS OF THE PREFERENTIAL PROCUREMENT
REGULATIONS 2011 (SBD 6.1) ............................................................................... 28 T3.2.3 DECLARATION OF INTEREST (SBD 4) ................................................................... 35 T3.2.4 DECLARATION OF BIDDER’S PAST SUPPLY CHAIN MANAGEMENT PRACTICES (SDB 8)
................................................................................................................................... 37 T3.2.5 COPY OF A LETTER OF GOODSTANDING WITH COMPANSATION FOR OCCUPATIONAL
AND INJURIES DISEASE ACT (COIDA) REGISTRATION CERTIFICATE ............. 39 T3.2.6 FIRM’S COPY OF REGISTRATION OF INCORPORATION OR COMPANY REGISTRATION
DOCUMENTS AND ID COPIES OF DIRECTORS/MEMBERS/OWNERS............... 40 T3.2.7 TAX CLEARANCE CERTIFICATE ............................................................................. 41 T3.2.8 CERTIFICATE OF INDEPENDENT BID DETERMINATION (SBD 9) ....................... 42 T3.2.9 NOTARISED JOINT VENTURE AGREMMENT (IF APPLICABLE) ......................... 46 T3.2.10 NOTARISED CONSORTIUM AGREMMENT (IF APPLICABLE) ............................. 47 T3.2.11 CERTIFIED COPY OF THE PROFESSIONAL REGISTRATION OF THE KEY PERSONNEL/s
................................................................................................................................... 48 T3.2.12 Owner’s Professional Registration ............................................................................ 49 T3.2.13 B-BBEE CERTIFICATE ............................................................................................ 50 T3.2.14 CURRIVULUM VITAE OF THE DESIGNATED PROFESSIONAL/s ....................... 51 T3.2.15 CERTIFIED COPY OF THE PROFESSIONAL QUALIFICATION OF THE KEY PERSONNEL/s
................................................................................................................................... 52 T3.2.16 CERTIFIED COPY OF THE ADDITIONAL PROFESSIONAL REGISTRATION OF THE KEY/S
PERSONNEL/s .......................................................................................................... 53 T3.2.17 PROGRAMME/PORTFOLIO MANAGEMENT PROPOSAL IN THE PUBLIC SECTOR 54 T3.2.18 FINACIAL OFFER ..................................................................................................... 55
ANNEXURES ........................................................................................................................................................................ 56
Annexure A: IDT’s Standard Conditions of Tender ............................................................................. 57
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Part T1: TENDER DATA
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TENDER NO: IDT-PFM01-2016 Page 4 of 63
T1.1 Tender Notice and Invitation to Tender
TENDER NO: IDT-PFM01-2016
A CALL FOR BUILT ENVIRONMENT PROFESSIONAL TECHNICAL SUPPORT
SERVICE FOR SOCIAL INFRASTRUCTURE PORTFOLIO/PROGRAMME
MANAGEMENT AT IDENTIFIED OFFICES OF THE INDEPENDENT DEVELOPMENT
TRUST (IDT)
Independent Development Trust calls professional services provider (PSP) entities operating in the built
environment area, to submit proposal for provision of Social Infrastructure Portfolio/Programme Management
Services to be utilised at identified offices of the IDT for a period of nine (9) to twelve 12 months.
Only professional services provider entity, who is able to avail on a full - time bases for a nine (9) to 12
months period a seasoned key personnel/s, professionally registered with at least one of the following
accreditation: SACPCMP, ACPM, PMSA, APMSA, PMI and/or Pr CM) or/and PrEng, Pr QS, Pr Arch; will be
consider. Original certified copy of the key personnel/s professional registration with the relevant professional
body will be required.
Only tenderers who have exceeded the minimum functionality and technical threshold of 70% will be
evaluated on an 90/10 (Price / B-BBEE) preferential procurement basis in terms of the Treasury Regulations
of 2011, where functionality will be evaluated as follows:
FUNCTIONALITY CRITERIA POINTS ALLOCATION
Qualifications of the proposed/designated professional 30 Points
Additional professional registration from the built environment fields 10 Points
Nature and extent of technical experience of the proposed / designated professional
in social infrastructure portfolio / programmes / projects management 20 Points
Management experience of the proposed/designated professional 20 Points
Programme/Portfolio Management Proposal in the Public sector 20 Points
Total Functionality 100 Points
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Preference points will be given to tenderers that submit an original or an original certified copy of a B-BBEE
certificate issued by a SANAS approved verification agency or an auditor registered with Independent
Regulatory Board for Auditors (IRBA).
There will be no briefing session; however, service providers are encouraged to submit their queries
in writing in relation to the tender terms of reference or related technical matters to: Ms Yeline Ferrer,
Tel No 012 845 2186 and e-mail: [email protected]
Tender documents will be available in the IDT website free of charge from Monday, 5 September 2016. The
website address is www.idt.org.za
The Physical Address for delivery of Tender documents is:
Independent Development Trust
Glenwood Office Park
Cnr Oberon & Sprite Streets
Faerie Glen
Pretoria
0043
The closing time for receipt of Tender is 26 September 2016 at 12:00.
Telegraphic, telephonic, telex, facsimile, e-mail and late Tender WILL NOT be accepted. Tender must only
be submitted on original documentation.
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T1.2 Tender Evaluation
Tender evaluation will be done as per the phases below:
1.2.1 Phase 1: Eligibility of Tenderers.
Phase 1 entail the process of ensuring compliance of the responsive tenderers. Tenderers shall submit
all mandatory returnable documents to qualify for Phase two of the evaluation. Failure to submit any
of the mandatory returnable documents will lead to disqualification.
Table 1 lists the mandatory returnable documents that shall be submitted by all tenderers to be
considered eligible for this tender.
Table 1 lists the mandatory returnable documents
1.2.2 Phase 2: Evaluation on Functionality/Technical Requirements
Phase 2 entails the process of evaluation of functionality/technical requirements, wherein only
tenderers who meet the threshold of 70% of total functionality points will qualify to be considered
for evaluation under phase 3. Refer to section T1.3 for more details related to
Functionality/Technical requirements.
The evaluation of functionally/technical requirements will be done base on the quality of the key
personnel/s assigned for provision of the professional services required on this tender.
In the event were a responsive professional services provider entity (tenderer) avail more than
one key personnel, the evaluation under functionality/technical requirement of such entity will be
made for each key personnel proposed for this tender.
Item Description
1. Original Tax Clearance Certificate
2. COIDA or Letter from Department of Labour
3. CIPC Documents
4. Original Certified ID Copies of the Directors or Members
5. In case of a joint venture, notarized Joint Venture Agreement
6. In case of a Consortium, notarized Consortium Agreement
7. Key personnel Professional Registration with the following accreditor:
SACPCMP, ACPM, PMSA, APMSA, PMI and/or as Pr QS, Pr Arch, Pr Eng.
8. Professional Registration from the built environment of at least one of the
owners of the company.
9. SBD 4: Declaration of Interest
10. SBD 6.1: Preference Points Claim Form in Terms of the Preferential
Procurement Regulations 2011
11. SBD 8: Declaration of Bidder’s Past Supply Chain Management Practices
12. SBD 9: Certificate of Independent Bid Determination
13. Signed Financial Offer
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1.2.3 Phase 3: Evaluation on the 90/10 Preference Points system
Phase 3 entails the process of evaluation on price and B-BBEE based on the 90/10 Preference
Points system as stipulated by the Preferential Procurement Policy Framework Act (PPPFA).
Refer to section T1.4 for more details related to Preferential Points system.
The 90/10 scorecard was formulated as follows, in accordance with the PPPFMA:
VARIABLES TOTAL
POINTS
CRITERIA DESCRIPTION
OF CRITERIA
POINTS
EMPOWERMENT POINTS
B-BBEE
10 B-BBEE contributor level 1 10
B-BBEE contributor level 2 9
B-BBEE contributor level 3 8
B-BBEE contributor level 4 5
B-BBEE contributor level 5 4
B-BBEE contributor level 6 3
B-BBEE contributor level 7 2
B-BBEE contributor level 8 1
Non-Complaint 0
FINANCIAL OFFER / PRICE (DISCOUNTS):
FINANCIAL
OFFER /
PRICE
90 Formula = 2, option 1, A = (1-
{(p-pm)/pm})
Formula used to
calculate
financial
offer/points
pm = The comparative price
offer of the mean / average
qualifying tenderer
P = the comparative offer of the
tender under consideration
100
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T1.3 Functionality/Technical Evaluation
The following functionality/ technical criteria will be considered for the evaluation of the tenderers under
phase 2. Table 2, table 3, table 4 and table 5 describe how the points will be allocated. Only tenderers
who score 70% and above of the total points under functionality will be considered for further evaluation
under stage 3.
1.3.1 Evaluation sub-criteria: Qualifications of proposed resources
Points are allocated for professional qualifications of allocated key personnel. For each key personnel
allocated to the project, the bidders shall submit the following: Curriculum Vitae together with certified
proof of qualifications and professional registration (as per returnable schedule T3.2)
Evaluation points will be awarded in terms of table 2:
Qualifying staff Highest Qualification Points Awarded
Proposed /
designated
professional (Key
Personnel)
Masters’ degree and above in the required built
environment discipline (NQF 8) 30
Bachelors’ degree or honours in the required built
environment discipline (NQF 7) 21
National Diploma in the required built environment
discipline (NQF 6) 15
Total possible Points for Qualifications 30
Table 2: Evaluation sub-criteria: Qualifications of proposed resources
1.3.2 Evaluation sub-criteria: Additional registration/accreditation (from the built environment)
of proposed resources
Points are allocated for additional professional registration of allocated key personnel at least in one of
the following fields: Engineer, Quantity Surveyor or Architect i.e. PrEng, PrQS or PrArch. To qualify for
the points, for each key personnel allocated to the project, the bidders shall submit certified copy of the
relevant professional registration (as per returnable schedule T3.2)
Evaluation points will be awarded in terms of table 3:
Qualifying staff Additional professional registration Points Awarded
Proposed /
designated
professional
(Key Personnel)
Professional registration in any of the applicable built
environment fields 10
Non additional professional registration 0
Total possible Points for Qualifications 10
Table 3: Evaluation sub-criteria: Additional professional registration of proposed resources
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1.3.3 Evaluation sub-criteria: Technical experience of proposed resources
Points are allocated for relevant experience of the allocated key personnel. For each key personnel
allocated, the bidders shall submit the Curriculum Vitae indicating professional experiences and the
contact details of previous clients and/or previous employer as reference.
Evaluation points will be awarded in terms of the following table:
Proposed Resource Experience Points Awarded
Proposed / designated
professional
More than 15 years in the built environment, with
particular experience in the required discipline/field 20
Between 10 and 14 years in the built environment, with
particular experience in the required discipline/field 15
Between 5 and 9 years in the built environment, with
particular experience in the required discipline/field 10
Less than 5 years in the built environment, with
particular experience in the required discipline/field 6
Total possible Points for Experience 20
Table 4: Evaluation sub-criteria: Experience of Key Personnel
1.3.4 Table 3: Evaluation sub-criteria: management experience (Designated professional)
Points are allocated for relevant project management experiences of the allocated key personnel. For
each key personnel allocated, the bidders shall submit the Curriculum Vitae indicating professional
experiences and the contact details of previous clients and/or previous employer as reference.
Evaluation points will be awarded in terms of the following table:
Sub Criteria Poor Fair Good Very Good
Proposed /
designated
professional
Professional has
less than 5 years
of management
experience
Professional has
5 to 9 years of
management
experience
Professional has
between 10 and 14
years of
management
experience
Professional has
more than 15
years of
management
experience
Points
Awarded 6 10 15 20
Total possible points for relevant experience of proposed source 20
Table 5: Evaluation sub-criteria: Experience of Key Personnel on Programme/Project Management
1.3.5 Table 3: Evaluation sub-criteria: Programme/Portfolio Management proposal in the public
sector.
Points are allocated for relevant Programme/Portfolio Management proposal in the public sector. Each
bidder shall submit proposals on how to manage programmes/portfolios within the public sector
environment.
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Evaluation points will be awarded in terms of the following table:
Sub Criteria Poor Fair Good Very Good
Programme/Port
folio
Management
proposal
Proposal not
relevant to the
public sector
environment
Proposal not
align to all public
sector
regulations and
standards
Proposal align to all
public sector
regulations and
standards
Proposal align to all
public sector
regulations and
standards and
including innovative
approach
Points Awarded 6 10 15 20
Total possible points for relevant experience of proposed source 20
Table 6: Evaluation sub-criteria: Programme/Portfolio Management proposal
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T1.4 Preference Point System
1.4.1 The formula below will be used to calculate the preference procurement points for
price:
90/10
min
min190
P
PPtPs
Where
Ps = Points scored for comparative price of bid under consideration
Pt = Comparative price of bid or offer under consideration
Pmin = Comparative price of lowest acceptable bid
1.4.2 Depending on the on the bidder’s level of Broad-Based Black Economic Empowerment (B-BBEE)
contribution, a maximum of 10 points may be allocated to a bidder. The points scored by a bidder for
Broad-Based Black Economic Empowerment contribution must be added to the preference
procurement points allocated for price. In terms of Regulation 5 (2) and 6 (2) of the Preferential
Procurement Regulations, preference points must be awarded to a bidder for attaining the B-BBEE
status level of contribution in accordance with the table below:
B-BBEE Status Level of Contribution and Points
B-BBEE Satus Level of Contribution
Number of points (90/10 system)
1 10
2 9
3 8
4 5
5 4
6 3
7 2
8 1
Non-compliant contributor 0
1.4.3 Bidders who qualify as Exempted Micro Enterprises (EMEs) in terms of the B-BBEE Act must submit
a certificate issued by an Accounting Officer as contemplated in the CCA or a Verification Agency
accredited by South African National Accreditation System (SANAS) or a Registered Auditor.
Registered auditors do not need to meet the prerequisite for Independent Regulatory Board for
Auditors’ (IRBA’s) approval for the purpose of conducting verification and issuing EMEs with B-BBEE
Status Level Certificates.
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1.4.4 Bidders other than EMEs must submit their original and valid B-BBEE status level verification
certificate or a certified copy thereof, substantiating their B-BBEE rating issued by a Registered
Auditor approved by IRBA or a Verification Agency accredited by SANAS.
1.4.5 A trust, consortium or joint venture, will qualify for points for their B-BBEE status level as a legal
entity, provided that the joint venture submits their consolidated B-BBEE status level certificate.
1.4.6 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.
1.4.7 A person will not be awarded points for B-BBEE status level if it is indicated in the bid documents that
such a bidder intends sub-contracting more than 25% of the value of the contract to any other
enterprise that does not qualify for at least the points that such a bidder qualifies for, unless the
intended sub-contractor is an EME that has the capability and ability to execute the sub-contract.
1.4.8 A person awarded a contract may not sub-contract more than 25% of the value of the contract to
another enterprise that does not have an equal or higher B-BBEE status level than the person
concerned, unless the contract is sub-contracted to an EME that has the capability and ability to
execute the sub-contract.
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T1.5 Special Conditions of the Tender
1.5.1 This section outlines basic requirements that must be met. Failure to comply with these
requirements or part thereof will result in your proposal being excluded from the evaluation
process.
1.5.1.1 The IDT reserves the right to amend, modify or withdraw this this tender if deemed
necessary.
1.5.1.2 Short-listed companies might be invited to present and discuss details of their proposals.
1.5.1.3 The successful tender will be required to fill in an IDT “Supplier Questionnaire Consultants”.
1.5.1.4 Neither the IDT nor any of their respective directors, officers, employees, agents,
representatives or advisors will assume any obligation for any costs or expenses incurred by
any party in or associated with preparing or submitting a Bid in response to this tender.
1.5.1.5 No entity may be involved, whether directly or indirectly, in more than one Bid in response to
this tender. A failure to comply with this requirement will result in disqualification of the
relevant entity.
1.5.1.6 The IDT and its advisors may rely on a Bid as being accurate and comprehensive in relation
to the information and proposals provided therein by the Bidders.
1.5.1.7 All Bids submitted to the IDT will become the property of the IDT and will as such not be
returned to the Bidder unless if received after the closing date and time. The IDT will make all
reasonable efforts to maintain Bids in confidence. Proprietary information should be identified
as such in each Bid.
1.5.1.8 Evaluation of tenders will be carried out by a Bid Evaluation Committee (BEC). The
Evaluator(s) will, if necessary, contact Tenderers to seek clarification of any aspect of the
tender.
1.5.1.9 Tenderers should identify any work they are currently carrying out or competing for which
could cause a conflict of interest, and indicate how such a conflict would be avoided.
1.5.1.10 This document is released for the sole purpose of responding to this tender and must
be considered confidential. In addition, the use, reproduction or disclosure of the
requirements, specifications or other material in this tender is strictly prohibited.
1.5.1.11 All Bids must be formulated and submitted in accordance with the requirements of
this tender
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1.5.2 The successful service provider may be required to sign confidentiality agreements with the
IDT.
1.5.3 Service providers who are blacklisted by any statutory body will, under no
circumstances, be considered for the Bid.
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T1.6 Standard Conditions Of Tender
IDT’s Standard Conditions of Tender applies for this bid (Annexure A).
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Part T2: TERMS OF REFERENCE (TOR)
FOR PROCUREMENT OF PROFESSIONAL SERVICE PROVIDER ENTITY WITHIN THE BUILT
ENVIRONMENT TO PROVIDE TECHNICAL SUPPORT SERVICE FOR SOCIAL
INFRASTRUCTURE PORTFOLIO/PROGRAMME MANAGEMENT AT IDENTIFIED OFFICES OF
THE INDEPENDENT DEVELOPMENT TRUST (IDT)
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PROVISION OF PROGRAMMES / PORTFOLIO MANAGEMENT
SERVICES AT IDENTIFIED OFFICES OF THE INDEPENDENT
DEVELOPMENT TRUST (IDT)
T2.1 OBJECTIVE
The objective of this tender is to invite and appoint suitable professional services entity/entities
that can designate one to two Professional Service Provider/s (PSP) from the Built Environment to
provide a Portfolio/Programme Management service to the Independent Development Trust (IDT)
identified offices. Depending on the quality of the allocated PSP/s, the required PSP/s may be
obtained from one or two different entities.
T2.2 BACKGROUND
IDT is a Schedule 2 Public Entity governed by applicable legislative frameworks and a Deed of
Trust. The organization is accountable to Parliament through the Minister of Public Works who is
the Executive Authority.
The mandate of the IDT is to support and add value to the development agenda of government as
indicated in the mission statement; “The IDT manages and delivers integrated quality social
infrastructure programmes on behalf of government on time, cost effectively and through a people
centered approach”. In pursuit of this mandate, the IDT primarily operates as a strategic partner in
the management, integration and implementation of certain government development
programmes.
The IDT has representation in all provinces and is organized on the basis of regional offices.
These offices have the authority to go out on tender for goods and services, do an evaluation of
proposals received and make recommendations to the national office (in Pretoria) for final
approval and appointment.
Additional information with regards to the structure and functional activities of IDT can be obtained
from IDT website (www.idt.org.za).
T2.3 SCOPE OF SERVICES
The designated professional/s shall provide infrastructure portfolio/programme management
services to the identified offices of the IDT.
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The portfolio/programme management shall perform services related to the social infrastructure
delivery management activities required for the successful completion of the social infrastructure
programmes implemented on behalf of government departments.
The designated professional/s would need to be seconded to the IDT on a full time basis, report to
an IDT specified management member and may be required to manage personnel working on the
allocated portfolio.
The designated professional/s will perform work in the following areas:
KEY PERFORMANCE
AREAS
KEY RESPONSIBILITIES
Regional programmes
portfolio management
Drive regional programme delivery including:
o Regional programmes planning,
o Regional programmes implementation
o Regional programmes support,
o Regional programmes monitoring and reporting,
o Regional programmes performance management,
Manage and undertake client relations management with respect to
regional programme delivery.
Direct the building and regular review of regional portfolio
Direct the formalisation of portfolio reporting and resource allocation
Champion the establishment of regional operations intelligence (practice
and research-based knowledge) for purposes of planning, regional
positioning, impact reporting, benchmarking, performance improvement,
etc.
Drive quarterly and ad-hoc reporting on regional operations performance
Manage the formulation of appropriate portfolio-based performance
indicators to inform regional planning, targeting, impact assessment and
reporting
Ensure annual confirmation of programmes allocation to regional programme
managers and publishing of the same to the IDT community.
Regional programmes
delivery professional
and technical support
Lead the provisioning of professional and technical support to regional
programmes, including:
o Programme planning,
o Programme implementation support
Programme closure
Lead programme management improvement and innovation initiatives in
order to attain process and cost efficiencies.
Coordinate programme management related research and lead
mainstreaming of the research results.
Lead innovation in programme delivery mechanisms for delivery speed,
quality, cost efficiency and impact.
Operations performance
information
management
Lead the implementation of regional operations performance information
management
Support the formulation/adaptation of organisation-wide and spearhead
the regional implementation/application of operations performance
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KEY PERFORMANCE
AREAS
KEY RESPONSIBILITIES
information management practices, processes and procedures.
Undertake regional monitoring and evaluation of the effectiveness of
operations performance information management practices, processes
and procedures.
Lead the process of automating regional operations performance information
management tools, processes and procedures.
Regional programme
management systems
and process
improvement
Ensure that programme management best practises are followed in the
implementation of programmes
Undertake continuous assessment and improvement of efficiency and
effectiveness of programme management processes and systems utilised
by the region
Identify, adopt and mainstream new technologies aimed at improving
regional programmes delivery
Lead the establishment and utilisation of operations programme
management and reporting systems
Lead the development and implementation of operations reporting
frameworks, approaches and tools.
Facilitate consolidated regional programmes reporting
Support the formulation of specifications for programme management
systems development and improvement initiatives.
Support the periodic reviewing of the policies, frameworks, procedures,
and systems to ensure that they support the organisational goals.
Empowerment and
facilitation coordination Lead the formulation of a regional framework for sustainable emerging
contractors and designated groups empowerment.
Drive the establishment and management of a focused regional contractor
development programme i.e. the approved Contractor Development
Programme.
Build requisite regional capacity for effective and efficient emerging
contractor and designated groups empowerment.
Ensure the provision for emerging contractors and designated groups
empowerment in regional programmes to attain regional empowerment
targets i.e. BBBEE, women and youth spend, job creation and skills
development targets.
Identify and lead the establishment and management of partnerships in
support of emerging contractors and designated groups empowerment to
mobilise resources and leverage impact.
Lead the planning for, tracking of, and reporting on empowerment of
designated groups (emerging, women and youth service providers
especially contractors).
Champion the development and institutionalization of systems to report on
the regional performance with respect to empowerment targets.
Lead the formulation and implementation a regional Community
Facilitation Strategy/Framework, systems, procedures, approaches and
tools.
Champion annual internal allocation of financial resources to programmes
and initiatives aimed at community facilitation and empowerment of
emerging contractors and designated groups.
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KEY PERFORMANCE
AREAS
KEY RESPONSIBILITIES
Programme
management regional
expertise improvement
Drive continuous learning in order to build and maintain regional expertise
for:
Programme management
Internal operations improvement
Construction sector improvement
Strategic positioning within the construction sector
Identify and lead the establishment and management of partnerships that
enhance the regional competency in programme management and
construction
Champion regional programme management and construction sector-related
knowledge packaging, storage, and support organisation-wide knowledge
sharing and utilisation.
Business development
support Support regional programme business development initiatives
Support the Regional Head (RGM) in developing and
presenting proposals for business development and bidding
purposes
Support the development and the implementation of the
business development strategy for national business growth.
Ensure customer satisfaction in programme delivery in order to retain current
clients and attract new business
Financial management
and governance
Develop and manage regional operations budget and institute effective
control measures.
Manage the application of requisite resources to achieve regional
operations goals.
Support the development of revenue generation strategies.
Cultivate an appropriate culture and awareness around financial matters
within the regional operations.
Compile regional operations and support compilation of the overall
regional performance reports in accordance with the organization’s
governance protocol.
Lead regional operations risk management, and support regional statutory
compliance and other governance matters.
Regional operations
leadership and
management
Drive the alignment of the regional operations mandate with
corporate goals.
Direct performance contracting processes at regional operations
and individual level.
Establish regional performance accountability structures/platforms
and systems.
Ensure achievement of regional operations planned goals and
targets.
Manage high priority performance threats and pursue optimisation
of opportunities relating to attainment of goals.
Lead the development of Concepts/Terms of Reference for, and
manage outsourced initiatives to ensure value for money and achievement
of desired results.
Support the process of crafting the regional strategic focus.
Support the integrated business delivery approach at regional and
national.
Support the development of and manage the regional business
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KEY PERFORMANCE
AREAS
KEY RESPONSIBILITIES
plan.
Direct the operational planning process for the regional operations.
Create operational competitive advantages around the following
(among other) in relation to the regional operations:
Competence;
Capacity;
Business processes and systems;
Retention of key skills;
Training and development;
Innovation;
People management.
Establish effective balance between in-house and outsourced
capacity for regional operations functions.
Build requisite capacity to effectively coordinate regional
programmes.
Identify, build and maintain relationships with regional and relevant
national key stakeholders.
Develop close working relationships with IDT programme/portfolio
staff and other key stakeholders to establish a shared vision for adaptive
corporate learning and continuous operational improvements.
Undertake reporting on performance of regional portfolio.
T2.4 GENERAL CONDITIONS OF APPOINTMENT AND CONTRACTING,
COMMENCEMENT, DURATION
1.1 The professional services entity will be appointed for a period of nine (9) to twelve (12) months
which may be extended by no more than six (6) months. Service providers are to note that
once appointed, they will be expected to commence the work within two (2) weeks of
appointment.
1.2 Responsibilities will be allocated to the seconded professional according to organizational
needs and other relevant considerations. The following also applies:
1.2.1 IDT expects to be invoiced on a monthly basis based on an agreed upon fixed monthly
fee. Disbursements are to be recovered at cost based on the Department of Transport
rates.
1.2.2 IDT expects the successful service provider to enter into a service level agreement which
will be signed off by the parties upon appointment.
1.2.3 The successful service provider shall enter into a performance contract/agreement which
will clearly identify performance targets mutually agreed to.
1.2.4 The IDT will determine the primary location and work station of the seconded professional.
Should the identified location be different from the indicated office base of the successful
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tenderer, the IDT shall make at its costs, appropriate economic and decent
accommodation arrangements.
1.2.5 The IDT will determine the office base of the seconded official. Should such base not be
the same as the professional’s existing work base, the IDT will make arrangements at its
cost for accommodation and related facilities at the allocated office base.
T2.5 COSTING PROPOSAL
1.3 Costing of the proposal should indicate the fixed monthly cost including VAT for the seconded
professional which figure shall be used as a basis for the evaluation of price.
1.4 Disbursements – where billable by the seconding firm will be paid for approved actual costs
incurred based on Public Works rates. It is the intention of the IDT to directly carry
disbursements associated with the seconded professional unless it is not practical to do so in
which case the seconding firm may pay and recover for disbursements monthly.
1.5 Quoted fees per month should be inclusive of VAT where applicable and take into account a
20 days working month.
T2.6 TRANSFER OF SKILLS
1.6 The successful tenderer will be expected to assist in building the capacity of supervised
personnel.
T2.7 GENERAL
1.7 Potential Service Providers are required to submit their proposals no later than the date
specified in the tender data. Any tender documents received after closing date and time will
not be considered.
1.8 No late Tenders/proposals, copies, e-mailed or faxed copies of the tender/proposal documents
will be considered.
1.9 If you do not hear from us within 90 days after closing date, please accept that your proposal
was unsuccessful.
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T2.8 DISCLAIMER
1.10 The IDT reserves the right not to appoint a service provider and is also not obliged to
provide reasons for the rejection of any proposal.
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Part T3: RETURNABLE DOCUMENTS
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T3.1 List of Returnable Documents
The tenderer must complete the following returnable schedules and documents:
Document
ID DOCUMENTS TO BE ATTACHED/COMPLETED
MANDATORY /
OPTIONAL
T3.2.1 Bidders Contact Details Mandatory
T3.2.2 Preference points claim form in terms of the Preferential
Procurement Regulations 2011 (SBD 6.1) Mandatory
T3.2.3 Declaration of interest (SBD 4) Mandatory
T3.2.4 Declaration of bidder’s past supply chain management practices
(SBD 8) Mandatory
T3.2.5 Letter of good standing from the Department of Labour
(compensation for injuries and diseases) Mandatory
T3.2.6 Company registration certificate (CIPC Certificate) and certified copy
of directors/members/owners IDs Mandatory
T3.2.7 Original valid Tax Clearance Certificate Mandatory
T3.2.8 Certificate of Independent Bid Determination (SBD 9) Mandatory
T3.2.9 In case of a joint venture, notarized Joint Venture Agreement Mandatory
T3.2.10 In case of a Consortium, Consortium Agreement Mandatory
T3.2.11
Key personnel Professional Registration with the following
accreditor: SACPCMP, ACPM, PMSA, APMSA, PMI and/or as Pr
QS, Pr Arch, Pr Eng.
Mandatory
T3.2.12 Certified copy of professional registration related to the build
environment of at least one of the owner of the entity Mandatory
T3.2.13 Original or Original certified copy of Broad – Based Black Economic
Empowerment certificate
Optional
T3.2.14 Curriculum Vitae Optional
T3.2.15 Certified copies of professional qualification of the proposed key/s
personnel Optional
T3.2.16
Certified copies of additional professional registration with in the
built environment such us Engineer, Quantity Surveyor or Architect
i.e. PrEng, PrQS or PrArch
Optional
T3.2.17 Programme/Portfolio Management proposal in the public sector Optional
T3.2.18 Financial Offer Compulsory
The optional returnable documents listed above, will be used for the evaluation purpose under
functionality/technical criterial and preferential points system (90/10). Failure to submit the optional
returnable documents, bidders will lose points on evaluation stages 2 and 3.
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T3.2 Returnable Schedule
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T3.2.1 BIDDER CONTACT DETAILS
All bidders must furnish the following particulars and include it in their submission
Name of bidder:
Trading Name
VAT registration number
Tax Clearance Certificate
submitted YES / NO
Postal address:
Street address:
Contact Person
Telephone number: Code
Number
Cellular number:
Facsimile number: Code Number
e-Mail address:
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T3.2.2 PREFERENCE POINTS CLAIM FORM IN TERMS OF THE PREFERENTIAL
PROCUREMENT REGULATIONS 2011 (SBD 6.1)
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.
1. GENERAL CONDITIONS
1.1 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).
1.2 The value of this bid is estimated to exceed R1 000 000 (all applicable taxes included) and
therefore the 90/10 system shall be applicable.
1.3 Preference points for this bid shall be awarded for:
(a) Price; and
(b) B-BBEE Status Level of Contribution.
1.3.1 The maximum points for this bid are allocated as follows:
POINTS
1.3.1.1 PRICE 80
1.3.1.2 B-BBEE STATUS LEVEL OF CONTRIBUTION 20
Total points for Price and B-BBEE must not exceed 100
1.4 Failure on the part of a bidder to fill in and/or to sign this form and 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 an Accounting Officer as contemplated in the Close Corporation Act (CCA) together
with the bid, will be interpreted to mean that preference points for B-BBEE status level of
contribution are not claimed.
1.5. The 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
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required by the purchaser.
2. DEFINITIONS
2..1 “all applicable taxes” includes value-added tax, pay as you earn, income tax, unemployment
insurance fund contributions and skills development levies;
2.2 “B-BBEE” means broad-based black economic empowerment as defined in section 1 of the Broad
-Based Black Economic Empowerment Act;
2.3 “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 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;
2.4 “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;
2.5 “Broad-Based Black Economic Empowerment Act” means the Broad-Based Black Economic
Empowerment Act, 2003 (Act No. 53 of 2003);
2.6 “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;
2.7 “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;
2.8 “contract” means the agreement that results from the acceptance of a bid by an organ of state;
2.9 “EME” means any enterprise with an annual total revenue of R5 million or less.
2.10 “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;
2.11 “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;
2.12 “non-firm prices” means all prices other than “firm” prices;
2.13 “person” includes a juristic person;
2.14 “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;
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2.15 “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;
2.16 “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;
2.17 “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
2.18 “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.
3. ADJUDICATION USING A POINT SYSTEM
3.1 The bidder obtaining the highest number of total points will be awarded the contract.
3.2 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;.
3.3 Points scored must be rounded off to the nearest 2 decimal places.
3.4 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.
3.5 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.
3.6 Should two or more bids be equal in all respects, the award shall be decided by the
drawing of lots.
4. POINTS AWARDED FOR PRICE
4.1 THE 80/20 OR 90/10 PREFERENCE POINT SYSTEMS
A maximum of 80 or 90 points is allocated for price on the following basis:
80/20 or 90/10
min
min180
P
PPtPs or
min
min190
P
PPtPs
Where
Ps = Points scored for comparative price of bid under consideration
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Pt = Comparative price of bid under consideration
Pmin = Comparative price of lowest acceptable bid
5. Points awarded for B-BBEE Status Level of Contribution
5.1 In terms of Regulation 5 (2) and 6 (2) of the Preferential Procurement Regulations, preference
points must be awarded to a bidder for attaining the B-BBEE status level of contribution in
accordance with the table below:
B-BBEE Status Level of
Contributor
Number of points
(90/10 system)
Number of points
(80/20 system)
1 10 20
2 9 18
3 8 16
4 5 12
5 4 8
6 3 6
7 2 4
8 1 2
Non-compliant contributor 0 0
5.2 Bidders who qualify as EMEs in terms of the B-BBEE Act must submit a certificate issued by an
Accounting Officer as contemplated in the CCA or a Verification Agency accredited by SANAS or a
Registered Auditor. Registered auditors do not need to meet the prerequisite for IRBA’s approval
for the purpose of conducting verification and issuing EMEs with B-BBEE Status Level Certificates.
5.3 Bidders other than EMEs must submit their original and valid B-BBEE status level verification
certificate or a certified copy thereof, substantiating their B-BBEE rating issued by a Registered
Auditor approved by IRBA or a Verification Agency accredited by SANAS.
5.4 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.
5.5 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.
5.6 Tertiary institutions and public entities will be required to submit their B-BBEE status level certificates
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in terms of the specialized scorecard contained in the B-BBEE Codes of Good Practice.
5.7 A person will not be awarded points for B-BBEE status level if it is indicated in the bid documents that
such a bidder intends sub-contracting more than 25% of the value of the contract to any other
enterprise that does not qualify for at least the points that such a bidder qualifies for, unless the
intended sub-contractor is an EME that has the capability and ability to execute the sub-contract.
5.8 A person awarded a contract may not sub-contract more than 25% of the value of the contract to
any other enterprise that does not have an equal or higher B-BBEE status level than the person
concerned, unless the contract is sub-contracted to an EME that has the capability and ability to
execute the sub-contract.
6. BID DECLARATION
6.1 Bidders who claim points in respect of B-BBEE Status Level of Contribution must complete the
following:
7. B-BBEE STATUS LEVEL OF CONTRIBUTION CLAIMED IN TERMS OF PARAGRAPHS 1.3.1.2
AND 5.1
7.1 B-BBEE Status Level of Contribution: …………. = ……………(maximum of 10 or 20 points)
(Points claimed in respect of paragraph 7.1 must be in accordance with the table reflected in
paragraph 5.1 and must be substantiated by means of a B-BBEE certificate issued by a
Verification Agency accredited by SANAS or a Registered Auditor approved by IRBA or an
Accounting Officer as contemplated in the CCA).
8 SUB-CONTRACTING
8.1 Will any portion of the contract be sub-contracted? YES / NO (delete which is not applicable)
8.1.1 If yes, indicate:
(i) what percentage of the contract will be subcontracted?
............……………….…%
(ii) the sub-contractor’s information:
Name and address of Subcontractor % of Work B-BBEE Level EME (yes/no)
9 DECLARATION WITH REGARD TO COMPANY/FIRM
9.1 Name of company/firm: ..............................................................................................
9.2 VAT registration number : .............................................................................................
9.3 Company registration number ………………………………………………………………….
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9.3a CIDB registration number, if any: . . . . . . . . . . :
9.4 TYPE OF COMPANY/ FIRM
Partnership/Joint Venture / Consortium
One person business/sole propriety
Close corporation
Company
(Pty) Limited
[TICK APPLICABLE BOX]
9.5 DESCRIBE PRINCIPAL BUSINESS ACTIVITIES
………….. ................................................................................................ …………………….…
……………… .............................................................................................................................
…………….. ..............................................................................................................................
9.6 COMPANY CLASSIFICATION
Manufacturer
Supplier
Professional service provider
Other service providers, e.g. transporter, etc.
[TICK APPLICABLE BOX]
9.7 Total number of years the company/firm has been in business? ………………………
9.8 I/we, the undersigned, who is / are duly authorised to do so on behalf of the company/firm,
certify that the points claimed, based on the B-BBE status level of contribution indicated in
paragraph 7 of the foregoing certificate, qualifies the company/ firm for the preference(s)
shown and I / we acknowledge that:
(i) The information furnished is true and correct;
(ii) The preference points claimed are in accordance with the General Conditions as
indicated in paragraph 1 of this form.
(iii) In the event of a contract being awarded as a result of points claimed as shown
in paragraph 7, the contractor may be required to furnish documentary proof to
the satisfaction of the purchaser that the claims are correct;
(iv) If the B-BBEE status level of contribution has been claimed or obtained on a
fraudulent basis or any of the conditions of contract have not been fulfilled, the
purchaser may, in addition to any other remedy it may have –
(a) disqualify the person from the bidding process;
(b) recover costs, losses or damages it has incurred or suffered as a result
of that person’s conduct;
(c) cancel the contract and claim any damages which it has suffered as a
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result of having to make less favourable arrangements due to such
cancellation;
(d) restrict the bidder or contractor, its shareholders and directors, or only the
shareholders and directors who acted on a fraudulent basis, from
obtaining business from any organ of state for a period not exceeding
10 years, after the audi alteram partem (hear the other side) rule has
been applied; and
(e) forward the matter for criminal prosecution
WITNESSES:
1. ……………………………………… SIGNATURE(S) OF BIDDER(S)
……………………………………
2. ………………………………………
DATE:………………………………..
ADDRESS:…………………………..
….………………………………
……………………………………….
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T3.2.3 DECLARATION OF INTEREST (SBD 4)
1. Any legal person, including persons employed by Independent Development Trust, or persons who act
on behalf of Independent Development Trust or persons having a kinship with persons employed by
Independent Development Trust, including a blood relationship, may make an offer or offers in terms of
this bid invitation. In view of the possible allegations of favouritism, should the resulting bid, or part
thereof, be awarded to persons employed by Independent Development Trust, or to persons who act
on behalf of Independent Development Trust, or to persons connected with or related to them, it is
required that the bidder or his/her/their authorized representative shall declare his/her/their position vis-
á-vis the evaluating authority and/or take an oath declaring his/her/their interest, where
1.1 the bidder is employed by Independent Development Trust or acts on behalf of Independent
Development Trust;
and/or
1.2 the legal person on whose behalf the bid document is signed, has a relationship with a
person/persons who are involved with the evaluation of the bid(s), or where it is known that such a
relationship exists between the person or persons for whom or on whose behalf the declarant acts
and persons who are involved with the evaluation of the bid
IN ORDER TO GIVE EFFECT TO THE ABOVE, THE FOLLOWING QUESTIONNAIRE SHALL BE
COMPLETED AND SUBMITTED WITH THE BID:
2. Are you or any person connected with the bid employed by Independent Development Trust?
YES / NO
2.1 If “YES”, state particulars…................................................................................
…..……………………………………………………………………………………….....
3. Do you or any person connected with the bid, have a relationship (family, friend, other) with a person
employed by Independent Development Trust, concerned with any Bid Committee or Supply Chain
Management Unit, and who may be involved with the evaluation or adjudication of this bid. YES / NO
3.1 If “YES”, state particulars....................................................................................
...………………………………………………………………………………………........
4. Are you or any person connected with the bid aware of any relationship (family, friend, other) between
another bidder and any person employed by Independent Development Trust, concerned with any
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Committee or Supply Chain Management Unit, who may be involved with the evaluation or adjudication
of this bid? YES / NO
4.1 If “YES”, state particulars....................................................................................
………………………………………………………………………………………………
…............................................... ..................................
SIGNATURE OF DECLARANT BID NUMBER: DATE
........................................................ ...................................................
POSITION OF DECLARANT NAME OF BIDDER
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T3.2.4 DECLARATION OF BIDDER’S PAST SUPPLY CHAIN MANAGEMENT
PRACTICES (SDB 8)
(To be completed by Bidder.)
1 The bid of any bidder may be disregarded if that bidder, or any of its directors have-
a. abused Independent Development Trust ’s supply chain management system;
b. committed fraud or any other improper conduct in relation to such system; or
c. failed to perform on any previous contract.
2 The following questionnaire must be completed and submitted with the bid.
Item Question Yes No
1 Is the bidder or any of its directors listed on the National
Treasury/Independent Development Trust’s database as companies or
persons prohibited from doing business with the public sector?
Yes
No
1.1 If so, furnish particulars:………………………………………………………….......
…………………………………………………………………………………………..
…………………………………………………………………………………………..
2 Is the bidder or any of its directors listed on the Register for Bid Defaulters in
terms of section 29 of the Prevention and Combating of Corrupt Activities Act
(No 12 of 2004)?
Yes
No
2.1 If so, furnish particulars:……………………………………………………………...
…………………………………………………………………………………………..
…………………………………………………………………………………………..
3 Was the bidder or any of its directors convicted by a court of law (including a
court outside of the Republic of South Africa) for fraud or corruption during the
past five years?
Yes
No
3.1 If so, furnish particulars:……………………………………………………………...
…………………………………………………………………………………………..
…………………………………………………………………………………………..
4 Was any contract between the bidder and any organ of state terminated
during the past five years on account of failure to perform on or comply with
the contract?
Yes
No
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4.1 If so, furnish particulars:……………………………………………………………...
…………………………………………………………………………………………..
…………………………………………………………………………………………..
CERTIFICATION
I, THE UNDERSIGNED
(FULL NAME)………………………………………………………
CERTIFY THAT THE INFORMATION FURNISHED ON THIS DECLARATION FORM IS TRUE AND
CORRECT. I ACCEPT THAT, IN ADDITION TO CANCELLATION OF A CONTRACT, ACTION MAY
BE TAKEN AGAINST ME SHOULD THIS DECLARATION PROVE TO BE FALSE.
………………………………………... …………………………..
Signature Date
…………………………………………
Position
………………………………………………………………………………………………
Name of Bidder
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T3.2.5 COPY OF A LETTER OF GOODSTANDING WITH COMPANSATION FOR
OCCUPATIONAL AND INJURIES DISEASE ACT (COIDA) REGISTRATION
CERTIFICATE
Attached hereto is my / our certified copy of LETTER of good standing with the Compensation for
Occupational Injuries and Diseases, e.g. letter of good standing. My / our failure to submit the
certificate with your tender offer will lead to the conclusion that your entity/ company is not
registered with COIDA, and therefore, the bid will be disqualified.
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T3.2.6 FIRM’S COPY OF REGISTRATION OF INCORPORATION OR COMPANY
REGISTRATION DOCUMENTS AND ID COPIES OF DIRECTORS/MEMBERS/OWNERS
Attached hereto is my / our original certified copies of company registration of incorporation or
company registration documents. My failure to submit the copy with my / our tender document will
lead to the conclusion that I am / we are not registered as claimed and our bid will be disqualified
Certified ID copies of directors in the case of a company, members in the case of a close
corporation or partnership or owners in the case of a sole trader must be attached.
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T3.2.7 TAX CLEARANCE CERTIFICATE
[Valid original Tax Clearance Certificate obtained from SARS to be inserted here]
IMPORTANT NOTES:
1. The following is an abstract from the Preferential Procurement Regulations 2001 promulgated with
the Preferential Policy Framework Act No 5 of 2000:
"Tax clearance certificate
16. No contract may be awarded to a person who has failed to submit an original Tax Clearance
Certificate from the South African Revenue Service (“SARS”) certifying the taxes of that person to be
in order or that suitable arrangement have been made with SARS."
2. The ST 5.1 form: Application for Tax Clearance Certificate (in respect of tenders), must be
completed by the tenderer in every detail and submitted to the Receiver of Revenue where the
tenderer is registered for income tax purposes. The Receiver of Revenue will then furnish the
tenderer with a Tax Clearance Certificate that will be valid for 6 months from date of issue,
unless otherwise indicated on the certificate issued by SARS. This Tax Clearance Certificate
must be submitted in the original as an integral part of the tender.
Each party to a Consortium / Joint Venture / Sub-contractors must complete a separate Tax
Clearance Certificate.
Failure to submit an original valid Tax Clearance Certificate will inevitably invalidate the
tender.
3. An example of the Application for Tax Clearance Certificate which Tenderers may use to apply for
the Tax Clearance Certificate is included hereafter and is available at any Receiver's Office.
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T3.2.8 CERTIFICATE OF INDEPENDENT BID DETERMINATION (SBD 9)
1 This Standard Bidding Document (SBD) must form part of all bids¹ invited.
2 Section 4 (1) (b) (iii) of the Competition Act No. 89 of 1998, as amended, prohibits an agreement
between, or concerted practice by, firms, or a decision by an association of firms, if it is between
parties in a horizontal relationship and if it involves collusive bidding (or bid rigging).² Collusive
bidding is a pe se prohibition meaning that it cannot be justified under any grounds.
3 Treasury Regulation 16A9 prescribes that accounting officers and accounting authorities must take
all reasonable steps to prevent abuse of the supply chain management system and authorizes
accounting officers and accounting authorities to:
a. disregard the bid of any bidder if that bidder, or any of its directors have abused the
institution’s supply chain management system and or committed fraud or any other
improper conduct in relation to such system.
b. cancel a contract awarded to a supplier of goods and services if the supplier committed
any corrupt or fraudulent act during the bidding process or the execution of that contract.
4 This SBD serves as a certificate of declaration that would be used by institutions to ensure that,
when bids are considered, reasonable steps are taken to prevent any form of bid-rigging.
5 In order to give effect to the above, the attached Certificate of Bid Determination (SBD 9) must be
completed and submitted with the bid:
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CERTIFICATE OF INDEPENDENT BID DETERMINATION (SBD 9)
I, the undersigned, in submitting the accompanying bid:
TENDER NO: IDT-PFM01-2016
A CALL FOR BUILT ENVIRONMENT PROFESSIONAL TECHNICAL SUPPORT
SERVICE FOR SOCIAL INFRASTRUCTURE PORTFOLIO/PROGRAMME
MANAGEMENT AT IDENTIFIED OFFICES OF THE INDEPENDENT DEVELOPMENT
TRUST (IDT)
(Bid Number and Description)
In response to the invitation for the bid made by:
THE INDEPENDENT DEVELOPMENT TRUST
(Name of Institution)
do hereby make the following statements that I certify to be true and complete in every respect:
I certify, on behalf of: that:
(Name of Bidder)
1. I have read and I understand the contents of this Certificate;
2. I understand that the accompanying bid will be disqualified if this Certificate is found not to be true
and complete in every respect;
3. I am authorized by the bidder to sign this Certificate, and to submit the accompanying bid, on behalf
of the bidder;
4. Each person whose signature appears on the accompanying bid has been authorized by the bidder
to determine the terms of, and to sign the bid, on behalf of the bidder;
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5. For the purposes of this Certificate and the accompanying bid, I understand that the word
“competitor” shall include any individual or organization, other than the bidder, whether or not
affiliated with the bidder, who:
(a) has been requested to submit a bid in response to this bid invitation;
(b) could potentially submit a bid in response to this bid invitation, based on their qualifications,
abilities or experience; and
(c) provides the same goods and services as the bidder and/or is in the same line of business as
the bidder
6. The bidder has arrived at the accompanying bid independently from, and without consultation,
communication, agreement or arrangement with any competitor. However communication between
partners in a joint venture or consortium will not be construed as collusive bidding.
7. In particular, without limiting the generality of paragraphs 6 above, there has been regarding:
(a) prices;
(b) geographical area where product or service will be rendered (market allocation)
(c) methods, factors or formulas used to calculate prices;
(d) the intention or decision to submit or not to submit, a bid;
(e) the submission of a bid which does not meet the specifications and conditions of the bid; or
(f) bidding with the intention not to win the bid.
8. In addition, there have been no consultations, communications, agreements or arrangements with
any competitor regarding the quality, quantity, specifications and conditions or delivery particulars of
the products or services to which this bid invitation relates.
9. The terms of the accompanying bid have not been, and will not be, disclosed by the bidder, directly
or indirectly, to any competitor, prior to the date and time of the official bid opening or of the awarding
of the contract.
10. I am aware that, in addition and without prejudice to any other remedy provided to combat any
restrictive practices related to bids and contracts, bids that are suspicious will be reported to the
Competition Commission for investigation and possible imposition of administrative penalties in
terms of section 59 of the Competition Act No 89 of 1998 and or may be reported to the National
Prosecuting Authority (NPA) for criminal investigation and or may be restricted from conducting
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business with the public sector for a period not exceeding ten (10) years in terms of the Prevention
and Combating of Corrupt Activities Act No 12 of 2004 or any other applicable legislation.
11. Joint venture or Consortium 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.
SIGNATURE: IDENTITY NUMBER:
(of person authorised to sign on behalf of the Tenderer) DATE:
¹ Includes price quotations, advertised competitive bids, limited bids and proposals.
² Bid rigging (or collusive bidding) occurs when businesses, that would otherwise be expected to compete, secretly conspire to raise prices or
lower the quality of goods and / or services for purchasers who wish to acquire goods and / or services through a bidding process. Bid rigging
is, therefore, an agreement between competitors not to compete.
³ Joint venture or Consortium 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.
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T3.2.9 NOTARISED JOINT VENTURE AGREMMENT (IF APPLICABLE)
Attached hereto is our notarized joint venture agreement. Our failure to submit the signed
notarized joint venture agreement with your tender offer will lead to the conclusion that the
tenderer is not a joint venture. In the event that the tenderer is a joint venture, the non-
submission of the agreement will lead to disqualification
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T3.2.10 NOTARISED CONSORTIUM AGREMMENT (IF APPLICABLE)
Attached hereto is our notarised consortium agreement. Our failure to submit the signed
notarised consortium agreement with your tender offer will lead to the conclusion that the
tenderer is not a consortium. In the event that the tenderer is a consortium agreement, the
non-submission of the agreement will lead to disqualification
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T3.2.11 CERTIFIED COPY OF THE PROFESSIONAL REGISTRATION OF THE KEY
PERSONNEL/s
Attached hereto is the certified copy of the professional registration with one of the following
accreditors: SACPCMP, ACPM, PMSA, APMSA, PMI and/or as Pr QS, Pr Arch, Pr Eng. Failure to
submit the certified copy of the professional registration of the key personnel with one of the
accreditor listed above, will lead to disqualification of the tender
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T3.2.12 Owner’s Professional Registration
Attached hereto is the certified copy of my / our professional registration related to the built
environment. My / our failure to submit the professional registration of at least one of the owner of my
/ our entity with this tender document will lead to the disqualification of this tender.
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T3.2.13 B-BBEE CERTIFICATE
Attached hereto is my / our original or original certified copy of my / our B-BBEE Certificate issued by
a verification agency accredited by SANAS. My failure to submit the certificate with my / our tender
document will lead to the conclusion that I am / we do not wish to claim preference points in terms of
my / our B-BBEE status.
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T3.2.14 CURRIVULUM VITAE OF THE DESIGNATED PROFESSIONAL/s
Attached hereto is the curriculum vitae of the key personnel/s Failure to submit the curriculum vitae
will lead to reduced scoring under functionality/technical evaluation
The experience of the key person, relevant to the scope of work, will be evaluated from three different
points of view:
1) General experience (total duration of professional activity), in the specific sector, field, subject, etc.
which is directly linked to the scope of work;
2) Qualifications in the relevant field or sector; and
3) Professional registration with a professional body in the specific sector, field, subject, etc which is
directly linked to the scope of work.
A CV of each key person of not more than 3 pages should be attached to this schedule.
The CV should be structured under the following headings:
1 Personal particulars
- name
- date and place of birth
- place (s) of tertiary education and dates associated therewith
- professional awards
2 Qualifications (degrees, diplomas, certificates, grades of membership of professional societies and
professional registrations)
3 Name of current employer and position in enterprise
4 Overview of post graduate / diploma experience (year, organization and position)
5 Outline of recent assignments / experience that has a bearing on the scope of work
.
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T3.2.15 CERTIFIED COPY OF THE PROFESSIONAL QUALIFICATION OF THE KEY
PERSONNEL/s
Attached hereto is the certified copy of the professional qualification of the key personnel/s
Failure to submit the certified copy of the professional qualification will lead to reduced
scoring under functionality/technical evaluation.
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T3.2.16 CERTIFIED COPY OF THE ADDITIONAL PROFESSIONAL REGISTRATION OF
THE KEY/S PERSONNEL/s
Attached hereto is the certified copy of the professional registration with at least one of the bodies
within the built environment such us Engineer, Quantity Surveyor or Architect i.e. PrEng, PrQS or
PrArch ). Failure to submit the certified copy of the additional professional registration of the key
personnel/s will lead to reduced scoring under functionality/technical evaluation.
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T3.2.17 PROGRAMME/PORTFOLIO MANAGEMENT PROPOSAL IN THE PUBLIC SECTOR
Attached hereto is the Programme/Portfolio Management proposal in the public sector.
Failure to submit the Programme/Portfolio Management proposal in the public sector will
lead to reduced scoring under functionality/technical evaluation.
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T3.2.18 FINACIAL OFFER
Bidders are required to provide Financial Offer as per table below based on the detailed scope of work
specified under section 3.3 below. Failure to submit the detailed financial offer for the life circle of the project
will lead to disqualification.
Resource Information Key Person 1 Key Person 2 (If Applicable)
Full Name
Qualification and Registration
Monthly Fee (Vat Inclusive)
Annually Fee (Vat Inclusive)
Total Cost
Signed Date
Name Position
Tenderer
Company
Registration
Number
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ANNEXURES
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Annexure A: IDT’s Standard Conditions of Tender
INDEPENDENT DEVELOPMENT TRUST STANDARD CONDITIONS
OF TENDER
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SEPTEMBER 2015
1 General Actions
1. The Independent Development Trust, Independent Development
Trust's Representative and each tenderer submitting a tender shall act as stated in these Conditions of Tender and in a manner which is fair, equitable, transparent, competitive and cost-effective. The Conditions of Tender and the Tender Data shall not form part of any contract arising from this invitation to tender.
Communication 2. Each communication between the Independent Development
Trust and a tenderer shall be to or from Independent Development Trust's Representative only, and in a form that can be read, copied and recorded. Communication shall be in the English language. The Independent Development Trust takes no responsibility for non-receipt of communications from or by a tenderer.
Independent Development Trust's rights to accept or reject any tender
3. The Independent Development Trust may accept or reject any variation, deviation, tender, or alternative tender, and may cancel the tender process and reject all tenders at any time prior to the formation of a contract. The Independent Development Trust or Independent Development Trust's Representative will not accept or incur any liability to a tenderer for such cancellation and rejection, but will give reasons for the action. The Independent Development Trust reserves the right to accept the whole of any part of any tender.
4. After the cancellation of the tender process or the rejection of all
tenders the Independent Development Trust may abandon the proposed work and services, have it performed in any other manner, or re-issue a similar invitation to tender at any time.
2 Tenderer's obligations The tenderer shall comply with the following obligations when
submitting a tender and shall: Eligibility 1 Submit a tender only if the tenderer complies with the criteria stated in
the Evaluation Criteria. Cost of tendering 2 Accept that the Independent Development Trust will not compensate
the tenderer for any costs incurred in the preparation and submission of a tender.
Check documents 3 Check the tender documents on receipt, including pages within them,
and notify the Independent Development Trust's Representative of any discrepancy or omissions.
Copyright of documents
4 Use and copy the documents provided by the Independent Development Trust only for the purpose of preparing and submitting a tender in response to this invitation.
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Standardised specifications and other publications
5 Obtain, as necessary for submitting a tender, copies of the latest revision of standardised specifications and other publications, which are not attached but which are incorporated into the tender documents by reference.
Acknowledge receipt
6 Preferably complete the Receipt of invitation to submit a tender form attached to the Invitation and return it within five days of receipt of the invitation.
7 Acknowledge receipt of Addenda to the tender documents, which
Independent Development Trust's Representative may issue, and if necessary apply for an extension to the deadline for tender submission, in order to take the Addenda into account.
Site visit and / or clarification meeting
8 Attend a site visit and/or clarification meeting at which tenderers may familiarise themselves with the proposed work, services or supply, location, etc. Details of the meeting are stated in the Tender Advert.
Seek clarification 9 Request clarification of the tender documents, if necessary, by
notifying Independent Development Trust's Representative earlier than the closing time for clarification of queries.
Pricing the tender 10 Include in the rates, prices, and the tendered total of the prices (if any)
all duties, taxes (except VAT), and other levies payable by the successful tenderer. Such duties, taxes and levies are those applicable 14 days prior to the deadline for tender submission.
11 Show Value Added Tax (VAT) payable by Independent Development
Trust separately as an addition to the tendered total of the prices. 12 Provide rates and prices that are fixed for the duration of the contract
and not subject to adjustment except as provided for in the conditions of contract.
13 State the rates and Prices in South African Rand unless instructed
otherwise as an additional condition in the Tender Data. The selected conditions of contract may provide for part payment in other currencies.
Alterations to documents
14 Not make any alterations or additions to the tender documents, except to comply with instructions issued by the Independent Development Trust's Representative or if necessary to correct errors made by the tenderer. All such alterations shall be initialled by all signatories to the tender. Corrections may not be made using correction fluid, correction tape or the like.
Alternative tenders 15 Submit alternative tenders only if a main tender, strictly in accordance
with all the requirements of the tender documents is also submitted. The alternative tender is submitted with the main tender together with a schedule that compares the requirements of the tender documents with the alternative requirements the tenderer proposes.
16 Accept that an alternative tender may be based only on the criteria
stated in the Tender Data and as acceptable to Independent Development Trust.
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Submitting a tender
17 Submit a tender for providing the whole of the works, services or supply identified in the Terms of Reference unless stated otherwise as an additional condition.
19 Submit the tender as an original plus and provide an English
translation for documentation submitted in a language other than English. Tenders may not be written in pencil but must be completed in ink.
20 Sign the original and all copies of the tender where indicated.
Independent Development Trust will hold the signatory duly authorised and liable on behalf of the tenderer.
21 Accept that Independent Development Trust will not assume any
responsibility for the misplacement or premature opening of the tender if the outer package is not sealed and marked as stated.
Note:
Independent Development Trust prefers not to receive tenders by post, and takes no responsibility for delays in the postal system or in transit within or between Independent Development Trust offices.
Where tenders are sent per fax, Independent Development Trust takes no responsibility for difficulties in transmission caused by line or equipment faults.
Where tenders are sent via courier, Independent Development Trust takes no responsibility for tenders delivered to any other site than the tender office.
Independent Development Trust employees are not permitted to deposit a tender into the Independent Development Trust tender box on behalf of a tenderer.
Closing time 22 Ensure that Independent Development Trust has received the tender
at the address and in the tender box or fax specified in the Tender Advert no later than the deadline for tender submission. Proof of posting will not be taken by Independent Development Trust as proof of delivery. Independent Development Trust will not accept a tender submitted telephonically, E-mail or by telegraph unless stated otherwise in the Tender Data.
23 Accept that, if Independent Development Trust extends the deadline
for tender submission for any reason, the requirements of these Conditions of Tender apply equally to the extended deadline.
Tender validity 24 Hold the tender(s) valid for acceptance by Independent Development
Trust at any time within the validity period after the deadline for tender submission.
25 Extend the validity period for a specified additional period if
Independent Development Trust requests the tenderer to extend it. A tenderer agreeing to the request will not be required or permitted to modify a tender, except to the extent Independent Development Trust may allow for the effects of inflation over the additional period.
Clarification of tender after
26 Provide clarification of a tender in response to a request to do so from
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submission Independent Development Trust's Representative during the evaluation of tenders. This may include providing a breakdown of rates or Prices. No change in the total of the Prices or substance of the tender is sought, offered, or permitted except as required by Independent Development Trust's Representative to confirm the correction of arithmetical errors discovered in the evaluation of tenders. The total of the Prices stated by the tenderer as corrected by Independent Development Trust's Representative with the concurrence of the tenderer, shall be binding upon the tenderer
Submit bonds, policies etc.
27 If instructed by Independent Development Trust's Representative (before the formation of a contract), submit for Independent Development Trust's acceptance, the bonds, guarantees, policies and certificates of insurance required to be provided by the successful tenderer in terms of the conditions of contract.
28 Undertake to check the final draft of the contract provided by
Independent Development Trust's Representative, and sign the contract all within the time required by these Conditions of Tender. The Independent Development Trust to sign and issue the contract.
Fulfil BEE requirements
29 Comply with Independent Development Trust’s requirements regarding B-BBEE, Youth-owned, Disabled-owned and Black Women-owned Suppliers.
3 Independent Development Trust's undertakings Independent Development Trust, and Independent Development
Trust's Representative, shall: Respond to clarification
1 Respond to a request for clarification received earlier than the closing time for clarification of queries. The response is notified to all tenderers.
Issue Addenda 2 If necessary, issue to each tenderer from time to time during the
period from the date of the Invitation until the closing time for clarification of queries, Addenda that may amend, amplify, or add to the tender documents. If a tenderer applies for an extension to the deadline for tender submission, in order to take Addenda into account in preparing a tender, Independent Development Trust may grant such an extension and Independent Development Trust's Representative shall notify the extension to all tenderers.
Return late tenders
3 Tenders will be deemed late if they are not in the designated tender box at the date and time stipulated as the deadline for tender submission.
Tender opening 4 Open the tenders in the presence of the tenderers’ representatives
who choose to attend at the time and place stated in the Tender Data. Tenders for which an acceptable notice of withdrawal has been submitted will not be opened.
Non-disclosure 5 Not disclose to tenderers, or to any other person not officially
concerned with such processes, information relating to the evaluation
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and comparison of tenders and recommendations for the award of a contract.
Grounds for rejection
6 Consider rejecting a tender if there is any effort by a tenderer to influence the processing of tenders or contract award.
Disqualification 7 Instantly disqualify a tenderer (and his tender) if it is established that
the tenderer offered an inducement to any person with a view to influencing the placing of a contract arising from this invitation to tender.
Test for responsiveness
8 Determine before detailed evaluation, whether each tender properly received
meets the requirements of these Conditions of Tender,
has been properly signed, and
Is responsive to the requirements of the tender documents. 9 Judge a responsive tender as one which conforms to all the terms,
conditions, and specifications of the tender documents without material deviation or qualification. A material deviation or qualification is one which, in Independent Development Trust's opinion would
detrimentally affect the scope, quality, or performance of the works, services or supply identified in the Contract Data,
change Independent Development Trust's or the tenderer's risks and responsibilities under the contract, or
affect the competitive position of other tenderers presenting responsive tenders, if it were to be rectified.
Non-responsive tenders
10 Reject a non-responsive tender, and not allow it to be subsequently made responsive by correction or withdrawal of the non-conforming deviation or reservation.
Arithmetical errors 11 Check responsive tenders for arithmetical errors, correcting them as
follows:
Where there is a discrepancy between the amounts in figures and in words, the amount in words shall govern.
If a bill of quantities applies and there is a discrepancy between the rate and the line item total, resulting from multiplying the rate by the quantity, the rate as quoted shall govern. Where there is an obviously gross misplacement of the decimal point in the rate, the line item total as quoted shall govern, and the rate will be corrected.
Where there is an error in the total of the Prices, either as a result of other corrections required by this checking process or in the tenderer's addition of prices, the total of the Prices, if any, will be corrected.
12 Reject a tender if the tenderer does not accept the corrected total of
the Prices (if any). Evaluating the tender
13 Evaluate responsive tenders in accordance with the procedure stated in the Evaluation Criteria. The evaluated tender price will be disclosed only to the relevant Independent Development Trust tender committee and will not be disclosed to tenderers or any other person.
Clarification of a tender
14 Obtain from a tenderer clarification of any matter in the tender which
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may not be clear or could give rise to ambiguity in a contract arising from this tender if the matter were not to be clarified.
Acceptance of tender
15 Notify the Independent Development Trust's acceptance to the successful tenderer before the expiry of the validity period, or agreed additional period. Providing the notice of acceptance does not contain any qualifying statements, it will constitute the formation of a contract between Independent Development Trust and the successful tenderer.
Notice to unsuccessful tenderers
16 After the successful tenderer has acknowledged Independent Development Trust’s notice of acceptance, unsuccessful tenderers must consider their tenders unsuccessful if not contacted one month after date of tender closure.
Prepare contract documents
17 Revise the contract documents issued by Independent Development Trust as part of the tender documents to take account of
Addenda issued during the tender period,
inclusion of some of the tender returnables, and
Other revisions agreed between Independent Development Trust and the successful tenderer, before the issue of the Independent Development Trust's notice of acceptance (of the tender).
Issue final contract
18 Issue the final contract documents to the successful tenderer for acceptance within one week of the date of Independent Development Trust's notice of acceptance.
Sign Contract 19 Arrange for authorised signatories of both parties to complete and
sign the original contract. If either party requires the signatories to initial every page of the contract documents, the signatories for the other party comply with the request.
Provide copies of the contracts
20 Provide to the successful tenderer one of copy of the contract of the date of Independent Development Trust's acceptance of the tender.