management and maintenance of the coega nursery€¦ · (b) if the cdc selects a bidder, the cdc...

Contract No

CDC/534/13

23 August 2013

Request for Proposal

MANAGEMENT AND MAINTENANCE OF THE COEGA NURSERY

DOCUMENT INFORMATION SHEET

Title of Report : MANAGEMENT AND MAINTENANCE OF THE COEGA NURSERY

Type of Report : Request for Proposal

Report Number : CDC/534/13

Prepared by : Johann Brink

Typed by : Andrea von Holdt

Functional Area : Operations BU

Date of Issue : 23 August 2013

Copyright

All rights reserved. No part of this document may be reproduced or distributed in

any form or by any means, electronic, mechanical, photocopying or recording

or otherwise, or stored in a database or retrieval system, without the prior

written permission of the Coega Development Corporation (Pty) Ltd. ©

SUBMITTED BY

Project Manager Safety, Health and Environment

Coega Development Corporation

PO Box 6009

PORT ELIZABETH;

6000

Tel: 041-403-0400; Fax: 041-403-0401

PREPARED FOR:

SERVICE PROVIDERS TO MANAGE

AND MAINTAIN A HOLDING NURSERY

FOR THE COEGA IDZ

Coega Development Corporation Coega IDZ and Port Operations Business Unit Zone Development and Operations

This document, and the information or advice which it contains, is provided by Quality Management solely for the

use by the Coega Development Corporation (Pty) Ltd and for reliance by its Executive Management and the Board

in performance of the CDC’s duties.

DOCUMENT CONTROL SHEET

PROJECT NAME : MANAGEMENT AND MAINTENANCE OF THE COEGA NURSERY

DOCUMENT TITLE : REQUEST FOR PROPOSAL: MANAGEMENT AND MAINTENANCE OF THE

COEGA NURSERY

DOCUMENT No. : CDC/534/13

SIGNING OF THE ORIGINAL DOCUMENT

We, the undersigned, accept this document as a stable work product to be placed under formal change

control as described by the Change Control Procedure document.

ORIGINAL

Prepared by Reviewed by Approved by

Date:

19 August 2013

Name:

Johann Brink

Name:

Viwe Biyana

Name:

Themba Koza

Signature:

Signature: Signature:

Revision 1 Prepared by Reviewed by Approved by

Date:

Name:

Name:

Name:

Signature:

Signature:

Signature:


Ops_20130XXX i Rev. 0 19/08/2013

TABLE OF CONTENTS

1 INTRODUCTION ................................................................................................................... 1

2 TERMS OF REFERENCE ......................................................................................................... 1

2.1 PROJECT OVERVIEW ........................................................................................................................................ 2

2.2 LOCATION OF NURSERY ................................................................................................................................... 2

2.3 SCOPE OF WORK .............................................................................................................................................. 3

3 RESPONSIVENESS ASSESSMENT FOR CONTRACTORS ........................................................ 3

3.1 MANDATORY REQUIREMENTS ......................................................................................................................... 3

3.2 QUANTITATIVE ASSESSMENT ........................................................................................................................... 4

4 INSTRUCTIONS TO BIDDERS ............................................................................................... 4

4.1 TERMS AND CONDITIONS ................................................................................................................................. 4

5 DISQUALIFICATION ............................................................................................................. 5

6 COPYRIGHT .......................................................................................................................... 5

7 CONFIDENTIALITY AND MEDIA PROTOCOL ........................................................................ 5

8 ANNEXURES ......................................................................................................................... 6

Annexure A – SMME/EME and LEP target form

Annexure B – Compulsory declaration of Interest form

Annexure C – Supplier information sheet

Annexure D – Completed and signed form of offer/pricing schedule

Annexure E – Tender offer evaluation and scoring


Ops_20130XXX 1/6 Rev. 0 19/08/2013

1 INTRODUCTION

As part of its drive to mitigate impacts on the environment and in adhering to the conditions listed in

the Record of Decision for the change in land use of the Coega IDZ, before clearing any land for

construction within the IDZ, the Coega Development Corporation (Pty) Ltd (CDC) conducts search

and rescue to remove all plants that are considered to be ‘Species of Special Concern’. These

plants are held in the CDC’s nursery to be used for rehabilitating disturbed areas or for landscaping

in the IDZ. The CDC’s nursery is currently on a farm outside of the Coega IDZ; however, the CDC

intends to relocate the nursery into the IDZ.

The CDC invites suitably qualified and experienced service providers to respond to this Request for

Proposal to manage and maintain the CDC’s existing nursery, to relocate the nursery into the IDZ,

when required, to conduct landscaping within the IDZ, where required, and to rehabilitate areas

within the IDZ using plants from the nursery. This will be a two year contract with the option for a

further year’s renewal, based on performance.

A mandatory tender briefing will be held on 12 September 2013 at 10h00 at the Coega

Business Centre (CDC Office), Corner Alcyon Road and Zibuko Street, Zone 1, Coega IDZ,

Port Elizabeth. RFP documents can be downloaded from the CDC website www.coega.com

One original of the completed bid document shall be placed in a sealed envelope clearly

marked: “CDC/534/13 – REQUEST FOR PROPOSALS: MANAGEMENT AND MAINTENANCE

OF THE COEGA NURSERY”.

Proposals must be submitted at the reception desk of the Coega Development Corporation

(address given below), by no later than 12h00 on 4 October 2013. No telephonic or any other

form of communication with any other CDC member of staff, other than the named

individual below, relating to this request for proposal will be permitted. All enquiries

regarding this RFP must be in writing only, and must be directed to:

Andile Ntloko, Supply Chain Manager; e-mail: [email protected].

The CDC reserves the right not to accept the lowest proposal in part or in whole or any proposal.

The contract will commence upon final signature of the Service Level Agreement with the selected

Respondent.

2 TERMS OF REFERENCE


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2.1 Project Overview

The Coega Industrial Development Zone (IDZ), situated near Port Elizabeth within the Nelson

Mandela Bay Municipality of the Eastern Cape Province, is South Africa’s premier

development location for new industrial investments. The Coega IDZ covers an area of

approximately 11 000 hectares of which approximately 8 690 ha is available for development

focused around industry clusters.

The construction activities within the Coega IDZ result in the clearing of large tracts of land,

and ultimately the loss of large amounts of vegetation. The natural vegetation within the

Coega IDZ consists mainly of a mixture of Mesic Succulent Thicket and Bontveld, both of

which are limited in distribution. Any loss of these habitats is of concern, in part because they

contain numerous plant Species of Special Concern (SSC).

Appendix A of this RFP lists the SSC that need to be rescued during a Search & Rescue

procedure in the IDZ. Contractors appointed for site development in the IDZ will be

responsible for appointing a service provider to conduct the Search & Rescue of the SSC and

any other plants that are deemed to be important. These plants will be taken (by the

contractor’s service provider) to identified sites within the IDZ, that will be landscaped or

rehabilitated. The landscaping and rehabilitation will be done by the appointed nursery

manager through this contract CDC/534/13. If the plants will be used at a later stage by the

investor, they will be taken directly to the Coega nursery for safekeeping and care by the

appointed nursery manager. The nursery manager will therefore be responsible for taking

care of the plants whilst in the nursery and for the rehabilitation and landscaping of identified

areas in the IDZ, using the plants from the nursery or plants that have been searched and

rescued by contractors’ service providers.

2.2 Location of Nursery

The CDC currently rents a portion of land outside the Coega IDZ on which the nursery has been

established. All plants from search & rescue operations are taken to the nursery for transplanting,

holding and then used for landscaping, when and where required. Plant species searched and

rescued are not for commercial purposes.

The CDC has identified a suitable location in Zone 9 of the Coega IDZ, for the establishment of a

nursery. The relocation of the nursery into the IDZ is required in order to have more effective

control of the nursery, its assets and the plant species. The location in Zone 9 of the IDZ has

borehole water however, there is no electricity. The CDC will provide two 20ft containers for the

storage and safe-keeping of relevant equipment. The CDC will provide the following equipment: 5

wheel barrows; 1 weed-eater; forks, picks, spades and fan-rakes. The CDC will provide wood

chips, topsoil, a ±150m2 shade cloth structure and an irrigation system.


Ops_20130XXX 3/6 Rev. 0 19/08/2013

2.3 Scope of Work

In summary, the scope of work for the maintenance and management of the Coega Nursery

is as follows:

Management

Administration relevant to managing a nursery

Supervise / coordinate labour relevant to contract CDC 534/13

Maintenance

The footprint of the relocated nursery

Shade cloth structure

Irrigation system

Plant & Tree species

Other

When requested / required by the CDC –

a) Identify areas in the IDZ that require rehabilitation and landscaping, and conduct such

rehabilitation and landscaping using rescued plants from the IDZ;

b) Manage the relocation of plant species from the CDC nursery, to identified sites

within the IDZ, for landscaping and rehabilitation;

c) The once-off relocation of approximately 150 000 plants (not currently bagged) and

1500 bagged trees from the CDC’s existing nursery into the new nursery in the IDZ;

d) Monthly management progress report on the operation of the nursery, including a

monthly financial forecast and a CDC asset register;

3 RESPONSIVENESS ASSESSMENT FOR CONTRACTORS

The following criteria will be used in assessing the responsiveness of tenders:

3.1 Mandatory Requirements

NO. DESCRIPTION YES NO

(1) Original and valid SARS Tax Clearance Certificate

(2) Signed Attendance Register for attending mandatory Briefing

Meeting

(3) Completed and signed Declaration of Interest Register

(4) Completed and signed form of offer/pricing schedule

(5) Letter of Good standing from the Workmen’s Compensation


Ops_20130XXX 4/6 Rev. 0 19/08/2013

Failure to submit and complete all mandatory information will result in submissions being deemed null and void and shall be considered “non-responsive” and therefore not considered.

Additional information

3.2 Quantitative Assessment

For evaluation and scoring of tender offers on price and empowerment objectives refer to the

Annexure attached: Tender Offer Evaluation and Scoring.

The following adjudication scores for this contract will be applied during evaluation:-

Maximum points for Price: 90 points

Maximum points for BBBEE: 10 points

Maximum total: 100 points

4 INSTRUCTIONS TO BIDDERS

4.1 Terms and Conditions

(a) All submissions must be received by the CDC no later than 12h00 on 4 October

2013. Any proposal received after the closing time will not be considered. The CDC

reserves, under exceptional circumstances, the right to extend the closing date. All

proposals and all subsequent information received from Respondents will become the

property of the CDC and will not be returned.

(b) If the CDC selects a Bidder, the CDC reserves the right to negotiate the content of the

Proposal, the scope of services, including financial terms.

(c) The CDC reserves the right not to accept any proposal. If the CDC does not accept

any proposal it will declare the Proposal call process to be closed, to proceed on a

Commissioner or FEM

(6)

A documented nursery maintenance and management plan based

on the CDC provided scope of work need to reflect on the work

Organization programme, Resource plan, and the Methodology for

executing the works

(7) Provide a list of relevant nursery project references of previous

nursery management and maintenance experience

(8) Signed Letter of Intent to enter into Joint Venture (where

applicable)

(9) Authority of lead JV partner to sign documents (where applicable)

NO. DESCRIPTION YES NO

(1) BBBEE certificate from SANAS accredited Verification Agency


Ops_20130XXX 5/6 Rev. 0 19/08/2013

completely different basis, or not to proceed with the Contract.

(d) Submission of a proposal by a Respondent, and all the subsequent opening and

adjudication process, does not represent a commitment on the part of the CDC to

proceed further with that or with any Bidder.

(e) The CDC will not accept any responsibility for costs incurred by Bidders in preparing

and submitting proposals.

(f) The CDC reserves the right:

(i) Not to appoint some or all in the event it deems proposals not appropriate;

(ii) Appoint more than one entity in the event that it deems it appropriate; and

(iii) To engage in processes to validate all claims made in the Proposal.

(g) The respondent shall comply fully with the Requirements of this proposal but may

propose modifications and/or alternatives, which enhance the process from either a

technical, financial or programme/schedule perspective. Any particular experience and

expertise that a respondent offers which will enhance the process will be given due

consideration in the evaluation of the proposal.

(h) The respondent shall treat as confidential all documentation. If an outside party should

request information, the respondent shall report the request in writing to the CDC.

(i) When doing Service, only original equipment manufacturing parts to be used to

ensure the machines are 100% secure and safe to use.

5 DISQUALIFICATION

The following criteria will be used to determine whether a Bidder shall be disqualified:

(a) Bidder that sought to influence the adjudication process;

(b) Collusion among bidders;

(c) Misrepresentation of information;

(d) Any service provider or its principals (or both) who have engaged in corrupt and fraudulent

practices, not only with the CDC but anywhere else;

(e) Tendered price unrealistically low and posing commercial risks to the client.

6 COPYRIGHT

Copyright of this Document is vested in the CDC. It cannot be copied, in whole or in part, in any

form or in any format without the prior written consent of the CDC.

7 CONFIDENTIALITY AND MEDIA PROTOCOL


Ops_20130XXX 6/6 Rev. 0 19/08/2013

Any information relating to the submissions, through the process or otherwise shall be treated in

strict confidence. The CDC reserves the right to announce the names of Bidders to the media.

In submitting a response, a Bidder that it shall not be entitled to any information disclose by another

applicant to the CDC, which the CDC has determined to be of a confidential nature.

The content and details of the evaluation of submissions will remain confidential to the CDC.

8 ANNEXURES

Annexure A – List of Red DATA species

Annexure B – SMME/EME and LEP target form

Annexure C – Compulsory declaration of Interest form

Annexure D – Supplier information sheet

Annexure E – Completed and signed form of offer/pricing schedule


Rev.0.19/08/2013

ANNEXURE A

List of Red Data Plants (Species of Special concern) to be rescued in the IDZ

1

Acrolophia micrantha (Lindl.) Schltr. & H.

Bol. 46 Duvalia caespitosa (Mass.) Haw.

2 Aloe africana Mill. 47 Erica cerinthoides L. var. cerinthoides

3 Aloe ferox Mill. 48 Erica glumiflora Klotzsch ex Benth.

4 Aloe humilis (L.) Mill. 49 Eulophia tuberculata H. Bol.

5 Aloe lineata (Ait.) Haw. var. lineata 50 Euphorbia bupleurifolia Jacq.

6 Aloe maculata All. 51 Euphorbia globosa (Haw.) Sims

7 Aloe pluridens Haw. 52 Euphorbia meloformis Ait.

8 Aloe striata Haw. 53 Fockea edulis (Thunb.) K. Schum.

9 Apodolirion macowanii Bak. 54 Freesia corymbosa (Burm. F.)

10 Aristea anceps Eckl. ex Klatt 55

Gladiolus maculatus Sweet subsp. meridionalis

(G.J. Lewis) Oberm.

11 Aristea cognata N.E. Br. ex Weim. 56 Gladiolus permeabilis Delarche

12

Aristea pusilla (Thunb.) Ker-Gawl. subsp.

pusilla 57

Glottiphyllum depressum (Haw.) N.E.Br.

(=Glottiphyllum haagei Tischer)

13 Asclepias crispa Berg. 58 Haemanthus albiflos Jacq.

14 Asclepias fruticosa L. 59 Haemanthus coccineus L.

15 Astephanus marginatus Decne. 60 Haemanthus humilis Jacq. subsp. humilis

16 Babiana patersoniae L. Bol. 61 Haworthia cooperi Bak.

17 Bergeranthus addoensis L. Bol. 62 Haworthia translucens Haw.

18 Bergeranthus longisepalus L. Bol. 63 Huernia sp.

19 Bergeranthus scapiger (Haw.) N.E. Br. 64 Kniphofia citrina Bak.

20 Bonatea speciosa (L.f.) Willd. 65 Lampranthus hollandii (L. Bol.) L. Bol.

21

Boophone disticha (L. f.) Herb. (formerly

Boophane disticha) 66

Lampranthus productus (Haw.) N.E.Br. var.

productus

22 Brachystelma sp. 67 Lampranthus spectabilis (Haw.) N.E. Br.

23 Brunsvigia gregaria R.A. Dyer 68 Micranthus alopecuroides (L.) Rothm.

24 Carpobrotus sp 69 Microloma tenuifolium K. Schum.

25 Ceropegia ampliata E. Mey. 70 Orbea pulchella (Mass.) Leach

26 Ceropegia carnosa E. Mey. 71 Orthopterum coegana L. Bol.

27 Ceropegia dubia R.A. Dyer 72 Pachypodium bispinosum (L. f.) A. DC.

28 Chasmanthe aethiopica (L.) N.E. Br. 73 Pachypodium succulentum (L. f.) Sweet

29

Chondropetalum microcarpum (Kunth)

Pillans 74 Platythyra haeckeliana (Berger) N.E. Br.

30

Crassula perfoliata L. var coccinea (Sweet)

Rowley 75

Rhombophylum rhomboideum (Salm-Dyck)

Schwant.

31 Crassula pyramidalis Thunb. 76 Ruschia cymbifolia (Haw.) L. Bol.

32 Cynanchum gerrardii (Harv.) Liede 77 Ruschia congesta (Salm-Dyck) L. Bol.

33 Cynanchum natalitium Schltr. 78 Sarcostemma viminale (L.) R. Br.

34

Cynanchum obtusifolium L. f. var.

obtusifolium 79 Satyrium membranaceum Swartz

35 Cyrtanthus clavatus (L'Her.) R.A. Dyer 80 Scadoxus puniceus (L.) Friis & Nordal

36 Cyrtanthus spiralis Burch. Ex Ker-Gawl. 81 Secamone alpini Schultes


Rev.0.19/08/2013

37

Delosperma ecklonis (Salm-Dyck) Schwant.

var. ecklonis 82 Secamone filiformis (L. f.) J.H. Ross

38

Delosperma lehmannii (Eckl. & Zeyh.)

Schwant. 83 Sideroxylon inerme L.

39 Delosperma litorale (Kensit) L. Bol. 84 Stapelia grandiflora Mass.

40 Delosperma pruinosum (Thunb.) J. Ingram 85 Stenoglottis fimbriata Lindl.

41 Dietes grandiflora N.E. Br. 86 Strumaria gemmata Ker-Gawl

42 Drosanthemum ambiguum L. Bol. 87 Trichodiadema bulbosum (Haw.) Schwant.

43 Drosanthemum brevifolium (Ait.) Schwant. 88

Tritonia lineata (Salisb.) Ker-Gawl. var.

parvifolia

44 Drosanthemum hispidum (L.) Schwant. 89 Veltheimia bracteata Harv. ex Bak.

45

Drosanthemum parvifolium (Haw.)

Schwant.


Rev.0.19/08/2013

ANNEXURE B

SMME/EME AND LEP TARGET FORM The Tenderer is encouraged to target works that can be performed by local enterprises as prime

contractors, subcontractors or suppliers. This target must be based on the value of work to be

performed. The Local Enterprise Participation goal must be calculated in relation to every entity

involved in the project. Management staff from other areas for the duration of the project will not

qualify as local. Material and plant sourced from local suppliers or agencies will qualify as local. A

supplier that has been established locally by a Tenderer solely for the purpose of servicing the

project will not qualify. Local is defined as the Eastern Cape Province.

The Tenderer is also encouraged to target a minimum of 35% SMME/EME participation of the

tender value excluding escalation, contingency and VAT. This percentage may include work that is

already packaged in the tender but the Tenderer may identify other works that can be executed

using SMME’s/EME’s.

CONTRACT NUMBER :

CONTRACT DESCRIPTION :

PROJECT MANAGER :

TENDERER/S NAME :

I / We tender the following targets of:

Local Enterprise Participation (LEP)

Exempted Micro Enterprises (EME’s) / SMME’s Participation

Participator % Goal Tendered

Estimated RAND Value (R)

Participator % Goal Tendered

Estimated RAND Value (R)

Prime Contractor SMME Packages in Tender

Subcontractor/s Own EME/SMME subcontractors

Plant Supplier

Other (Specify)

Material Suppliers

Other (………..........)

Other (………………)

Overall % LEP Goal Overall %

EME/SMME Goal


Rev.0.19/08/2013

Please attach the BBBEE Verification Certificates from an accredited Verification Agency of all the

companies that would be participating in this project. Failure to provide this information may lead

to your company/JV being granted a zero score on empowerment. I / We undertake to promptly

respond to points of clarification regarding my / our Goals, failing which I / we understand that my /

our Tender may forfeit points on the grounds of being incomplete.

Duly authorised to sign on behalf of :

Name

:

Signature :

Date :


Rev.0.19/08/2013

ANNEXURE C

FORM A3: COMPULSORY DECLARATION OF INTEREST FORM

The following particulars must be furnished. In the case of a joint venture, a separate declaration of interest form

in respect of each party to the joint venture must be completed and submitted.

Section 1: Name of enterprise: . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

Section 2: VAT registration number, if any: . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

Section 3: CIDB registration number, if any: . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

Section 4: Particulars of sole proprietors and partners in partnerships

* Complete only if sole proprietor or partnership and attach separate page if more than 3 partners

Name* Identity number* Personal income tax number*

Section 5: Particulars of companies and close corporations

Company registration number . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

Close corporation number . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

Tax reference number . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

Section 6: Record of association with CDC member of Staff/Board

If any sole proprietor, partner in a partnership or director, manager, shareholder or stakeholder in a company or close

corporation has an association with a CDC member of staff or member of Board, a relative of a CDC member of staff or

member of Board please provide information below: An Association is defined as: a business or personal relationship

between a group of people or organizations joined together for a purpose.

Name of sole proprietor,

partner, director, manager,

principal shareholder or

stakeholder

Name of the CDC member of staff or

Board

Type of relationship

(tick appropriate column)

Family Friend

*insert separate page if necessary


Rev.0.19/08/2013

FORM A3: COMPULSORY DECLARATION OF INTEREST FORM (continued)

The undersigned, who warrants that he / she is duly authorised to do so on behalf of the enterprise:

i. confirms that the neither the name of the enterprise or the name of any partner, manager, director or other

person, who wholly or partly exercises, or may exercise, control over the enterprise appears on the Register

of Tender Defaulters established in terms of the Prevention and Combating of Corrupt Activities Act of 2004;

ii. confirms that no partner, member, director or other person, who wholly or partly exercises, or may exercise,

control over the enterprise, has within the last five years been convicted of fraud or corruption;

iii. confirms that I / we are not associated, linked or involved with any other tendering entities submitting tender

offers and have no other relationship with any of the tenderers or those responsible for compiling the scope

of work that could cause or be interpreted as a conflict of interest; and

iv. confirms that the contents of this questionnaire are within my personal knowledge and are to the best of my

belief both true and correct.

Signed

Date

Name

Position

Company Name


Rev.0.19/08/2013

ANNEXURE D

SUPPLIER INFORMATION SHEET Name of Organization:………………………………………………………………………………..

Address: ………………………………………………………………………………………………..

………………………………………………………………………………………………………...

………………………………………………………………………………………………………...

Names of Directors / Partners:………………………1.…………………………………………………..

2…………………………………………………………..3……………………………………………………

4……………………………………………………………5…..…………………………………………….

Bank Details

Bankers:………………………..………………………………………………………………………….

Branch Name:………………………………………………………………………………………………...

Branch Code:…………………………………………………………………………………………………

Account No:…………………………………………………………………………………………………..

Accounts Contact Person:

Name: ……………………………………………………………………………………………………..

Telephone No: ……………………………………………………………………………………………

Email Address: ………………………………………………………………………………..…………

I ……………………………………in my capacity as …………… (Director / Accountant / Manager)

of ……………………………………………..……………………..declare that all the information given

above is true and correct.

…………………………………….. ………………………………………..

Signed Witness

Company Stamp Bank Stamp (if no cancelled cheque provided)


Rev.0.19/08/2013

ANNEXURE E PRICING SCHEDULE: CDC/534/13

ITEM NO

PRICING ITEM – PROVIDE

FOR

QUANTITY

CALCULATION

COST PER

MONTH

NOTES

1. Relevant consulting

2. Relevant transport

3. Infrastructure maintenance

4. Labour

5. Bounce Back / Bone Meal

6. Bagging / re-bagging

7.

Two chemical toilets on site at the nursery and the necessary cleaning thereof

8. Administration

9.

Zone labour agreement compliance where applicable

10.

Relevant SHE bill of quantities’

12 VAT 14 %

TOTAL

NAME OF SERVICE PROVIDER: ___________________________ SIGNATURE: ___________________________ DATE: ___________________________

NAME OF AUTHORISED SIGNATORY ___________________________ SIGNATURE: ___________________________DATE: ___________________________

ANNEXURE F

23 August 2013

EVALUATION AND SCORING OF

TENDER OFFERS ON

EMPOWERMENT OBJECTIVES AND

PRICE

Work Instruction No

TGP 07: 2013 REV 07

We, the undersigned, accept this document as a stable work product to be placed under formal

change control as described by the Procedure CDC-OP-PRO-002-08 Procedure for Management of

Controlled Documents.

This document, and the information or advice which it contains, is provided by the Safety, Health and Environment Business Unit solely for use by the Coega Development Corporation (Pty) Ltd and for reliance by its Executive Management and the Board in the performance of

that Business Unit’s duties.

CDC-OP-FOM-080-12 i 17/01/2013

Prepared by Reviewed by Approved by

Date:

Name: Luvuyo Matya

Name: Andile Ntloko

Name: Bongeka Jojo

Signature: Signature: Signature:

Coega Development Corporation Coega IDZ and Port Procurement Zone Development and Operations

CDC-OP-FOM-080-12 ii 17/01/2013

TABLE OF CONTENTS

1 ACRONYMS ........................................................................................................................... 1

2 INTRODUCTION ................................................................................................................... 1

3 APPLICABLE DOCUMENTATION ........................................................................................... 1

4 DEFINITIONS AND INTERPRETATIONS ............................................................................... 2

5 TENDER ADJUDICATION POINTS ........................................................................................ 5

5.1 POINTS AWARDED FOR EMPOWERMENT OBJECTIVES ...................................................................................... 5

5.2 LOCAL ENTERPRISE PARTICIPATION (LEP TARGET) ........................................................................................ 7

6 DETERMINATION OF RESPONSIVENESS OF BIDDERS ........................................................ 7

6.1 MANDATORY REQUIREMENTS ......................................................................................................................... 7

6.2 ADDITIONAL INFORMATION REQUIRED ............................................................................................................ 8

7 THE QUANTITATIVE ASSESSMENT ....................................................................................... 8

7.1 POINTS AWARDED FOR TENDER PRICE (SP) ..................................................................................................... 8

7.2 EMPOWERMENT SCORING, SE.......................................................................................................................... 9

7.3 TOTAL TENDER ADJUDICATION POINTS ........................................................................................................... 9

8 GUIDELINES WHEN FUNCTIONALITY IS INCLUDED AS A CRITERION IN THE

EVALUATION OF BIDS ................................................................................................................ 9

9 DISQUALIFIERS DURING EVALUATION STAGE ................................................................... 9

10 DOCUMENTATION TO BE SUBMITTED IN SUPPORT OF TENDER .......................................10

11 VALIDITY OF PREFERENTIAL REGISTRATION AFFIDAVIT ................................................10

12 PROOF OF CONTRACTUAL ARRANGEMENT ........................................................................11

13 OUTSOURCING OF WORKS ................................................................................................11

14 COMPLIANCE WITH LEGISLATION ....................................................................................12

15 SUBSTITUTION OF PREFERENTIAL GROUP DURING CONTRACT PERIOD ........................12

16 RECORDING AND REPORTING BY THE CONTRACTOR .......................................................12


CDC-OP-FOM-080-12 Page 1 of 13 17/01/2013

1 ACRONYMS

ABE = Affirmable Business Enterprise

ABVA = Association of BEE Verification Agencies

BBBEE = Broad-based Black Economic Empowerment

BEE = Black Economic Empowerment

EME = Exempted Micro Enterprises

CDC = Coega Development Corporation (Pty) Ltd

CIDB = Construction Industry Development Board

LEP = Local Enterprise Participation

PPPFA = Preferential Procurement Policy Framework Act

SMME = Small, Medium and Micro Enterprises

WEO = Women Equity Ownership

2 INTRODUCTION

This Specification, TGP 07:2013: Tender Offer Evaluation and Scoring shall form the basis for

determining how this tender will be evaluated and scored more particularly with respect to

achievement of Empowerment Objectives and the Tendered Price.

This Specification was developed and adopted by the Coega Development Corporation Pty Ltd

(CDC) to ensure that Broad Based Black Economic Empowerment (B-BBEE) is meaningfully

progressed and that individuals with B-BBEE status, specifically from the Eastern Cape, participate

meaningfully during the execution of contracts awarded by the CDC for the development of the

Coega IDZ and on projects that the CDC implements on behalf of other entities.

3 APPLICABLE DOCUMENTATION

This Specification is to be read together with following applicable documents:

(a) Preferential Procurement Policy Framework Act (PPPFA);

(b) Broad-based Black Economic Empowerment Act (B-BBEE);

(c) CDC’s Procurement Policy & Procedures;

(d) Construction Industry Development Board’s (CIDB’s) Code of Conduct; and

(e) Public Finance Management Act (PFMA).


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4 DEFINITIONS AND INTERPRETATIONS

(a) Affiliated Business: A business entity which has control of or the power to control another

business entity, albeit indirectly, e.g. where a third person has control of or has the power to

control both entities. Indicators of control shall, without limitation, include interlocking

management or ownership, identity of interests among family members, shared facilities and

equipment, or common use of employees.

(b) Accredited Verification Agencies: Enterprises that have been accredited by SANAS and

ABVA on behalf of the DTI to provide an independent opinion on the broad-based economic

empowerment status of enterprises.

(c) Assignment Value: The total Rand value of the money charged to the CDC by a Service

Provider for services rendered to the CDC following a duly authorised appointment to do so

by the CDC.

(d) Black people: refers to African, Coloureds, Chinese and Indian who are citizens of RSA by

birth and are citizens of RSA by naturalisation before 1994.

(e) Black Economic Empowerment: is defined as an integrated and coherent socio-economic

process that directly contributes to the economic transformation of South Africa and brings

about significant increases in the number of black people who manage, own and control the

country’s economy, as well as significant decrease in income inequalities.

(f) Broad Based Black Economic Empowerment: means the economic empowerment of all

black people including black women, workers, youth, people with disabilities and people

living in rural areas, through diverse but integrated socio economic strategies, as defined in

the Act.

(g) Codes of Good Practice: refers to BEE Codes of Good Practice including all the

statements as issued under section 9 of Act 53 of 2003

(h) Contract: A legally binding agreement between the CDC and the Service Provider for the

latter to provide goods and/or services to the former. A contract would be legally binding

only if it has been signed by people who have the delegated authority to do so.

(i) Contractor: Any person, body, or legal entity who has a contract with the CDC for

performing a construction related contract. A Tenderer whose tender has been accepted

becomes a Contractor.


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(j) Control: The possession and exercise of legal authority and power to manage the assets,

goodwill and daily operations of a business and the active and continuous exercise of

appropriate managerial authority and power in determining the policies and directing the

operations of the business.

(k) Employment Intensive Construction: Forms of construction utilising methods and

technologies which realise an increase in the number of employment opportunities

generated over plant based or traditional forms of construction.

(l) Executive Director: A partner in a partnership, a sole proprietor, a director of a company

established in terms of the Companies Act, 1973 (Act 61 of 1973) or a member of a close

corporation registered in terms of the Close Corporation Act, who, jointly and severally with

his other partners, co-directors or co-members, as the case may be, bears the risk of the

business and takes responsibility for the management and liabilities of the partnership,

company, or close corporation on a day to day basis.

(m) Firm: A business entity providing professional services in which at least two thirds of the

Principals are Registered Professionals-in-training.

(n) Joint Venture: An association of firms, companies or businesses for which purpose they

combine their expertise, efforts, skills and knowledge to execute the Contract.

(o) Local Enterprise Participation: A firm, company, business with a permanent office and

infrastructure in the Eastern Cape Province that participates meaningfully in the Performance

of the Works.

(p) Office: A firm which is under the full-time control and operation of a resident Registered

Professional.

(q) Owned: Having all the customary incidents of ownership, including the right of disposition,

and sharing the risks and profits commensurate with the degree of ownership interest as

demonstrated by an examination of the substance, rather than the form of the ownership

arrangements.

(r) Ownership Goal: The percentage of the Tendered Price, as awarded, which represents the

sum of the Rand value of HDI people’s equity in the Performance of the Works.

(s) Preferential Group: Individuals, firms or companies with BEE status and who are targeted

for empowerment.


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(t) Preferential Participation Programme: A programme indicating the means, resources and

methodology by which a Contractor would undertake to engage preferential groups in the

due fulfilment of the Contract.

(u) Prime Contractor: A contractor who contracts with the CDC as the principal or main

contractor or as a joint venture partner to such contractors, to provide goods, services or

works.

(v) Professional Service: The provision on a fiduciary basis of labour and knowledge-based

expertise which is applied with skill, care and diligence in accordance with the provision of

the Professional Service Contract.

(w) Service Provider: Any person or body corporate that is under contract to the CDC for

providing a Professional Service.

(x) Registered Principal: A person within an Office who is professionally registered by the

relevant statutory council, and who is a director, partner, member, profit sharing associate,

shareholder or other category of persons who participates meaningfully in the ownership,

benefits and risks of the Office and is engaged full time in the operation of the Office.

(y) Registered Professional: A full-time employee of an Office, other than a Principal, who is

professionally registered by the relevant statutory council.

(z) Registered Professional-in-training: A full-time employee, other than a Principal, who is

registered by the relevant statutory council as a professional-in-training, has obtained the

necessary tertiary qualifications to register as a professional and is serving an in-house

training period prior to applying to register as a professional.

(aa) Senior Manager: An individual who is responsible for planning, organising, leading and

controlling operations within an organisation and who reports to the Executive Director.

(bb) Services: The provision of labour and/or work carried out by hand or with the assistance of

equipment and plant including the input as necessary of knowledge based expertise.

(cc) Small, Medium and Micro Enterprises: There are two types namely Exempted Small &

Micro Enterprise (ESME’s) and Qualifying Small Enterprise (QSE):

(i) Exempted Small & Micro Enterprises (ESME’s) are defined by the Codes, as

companies with an annual total turnover of R5 million or less.

(ii) Qualifying Small Enterprises (QSE) are defined by the Codes, as companies with an

annual total turnover of between R5 million and R35 million.


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(dd) Sub-contractor: A contractor who contracts with the Prime Contractor to provide works as

part of the total services required by the CDC for that Contract.

(ee) Supplier: A firm that owns, operates or maintains stores, warehouses or other

establishments in which materials or supplies are bought, kept in stock and regularly sold to

the public in the usual course of business; and engages as its principal business, and in its

own name, in the purchase and sale of goods.

(ff) Tender: The offer of prospective suppliers of goods and/or services, submitted in a tender

document which is issued to the public at large.

(gg) Women Equity Ownership (WEO): The collective ownership percentage of full-time

Executive Directors within an enterprise who are women.

5 TENDER ADJUDICATION POINTS

5.1 Points Awarded for Empowerment Objectives

The points system for Service Providers (and Contractors) will be structured in the following

way (greyed-out column not applicable for CDC/534/13):

SCORING CRITERIA

WEIGHTING FOR 80:20

WEIGHTING FOR 90:10

COMMENTS

Price 80 90

Empowerment Objective

20 10 B-BBEE Certificate is required

Total points 100 100

The 80:20 weighting (greyed-out column) applies for contracts less than R1 million (VAT

Incl.) whereas the 90:10 weighting applies for all contracts in excess of R1 million (VAT

Incl.). The 90:10 weighting shall be used for CDC/534/13.

The allocation of tender adjudication points for Contracts shall be as follows:

Area of Adjudication Maximum Points Maximum Points

Tendered Price (SP) 80 90

Empowerment Objectives (SE) 20 10

Total Points (S) 100 100


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In addition to price evaluation, CDC will evaluate contractors, service providers and

professionals based on their B-BBEE status achieved in accordance with the DTI Codes of

Good Practice and companies must submit B-BBEE Verification Certificates from accredited

verification agency or IRBA registered Auditors in order to be eligible for empowerment

points. Exempted Small & Micro Enterprises (ESME’s) enjoy a deemed BEE recognition of

Level 4 contributor and those, which are 50% or more owned by black people are promoted

to a Level 3 contributor. Sufficient evidence of qualification as an Exempted Small Micro-

Enterprises (ESME’s) is a letter from the enterprise’s Accounting Officer confirming that the

turnover is less than R5m or a verification certificate from Independent Regulatory Board for

Auditors (IRBA) or SANAS registered Verification Agency.

Note:

� 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.

� 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 tender.

Empowerment points shall be awarded to a tenderer for attaining the B-BBEE status level of

contributor in accordance with the table below. Greyed-out column not applicable for

CDC/534/13.

CONTRIBUTION LEVEL WEIGHTING FOR

80:20 WEIGHTING FOR

90:10

Level One 20 10

Level Two 18 9

Level Three 16 8

Level Four 12 5

Level Five 8 4

Level Six 6 3

Level Seven 4 2

Level Eight 2 1


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CONTRIBUTION LEVEL WEIGHTING FOR

80:20 WEIGHTING FOR

90:10

Non-Compliant Contributor 0 0

5.2 Local Enterprise Participation (LEP Target)

The LEP target is the value of work done by local enterprises, whether as prime contractor,

sub-contractor or supplier, determined as follows:

The value sourced at local level is the value of resources based in the local area or

produced in the local area

The LEP target must be calculated in relation to every entity involved in the project.

Management staff commuting from other areas for the duration of the project will not qualify

as local. Plant and equipment brought in from other areas will not qualify as local. Materials

and plant sourced via local suppliers or agencies will qualify as local. A supplier that has

been established locally by a Tenderer solely for the purpose of servicing the project will not

qualify as a local Supplier.

The LEP threshold for CDC contracts is 30%.

The threshold may be increased by the BU up to 50% if scope exists for further local

participation.

5.3 SMME / EME Involvement

There should be a minimum participation of 35% SMME’s / EME’s participation of tender

value, excluding VAT, escalation, etc. Each project from every Business Unit must achieve a

minimum of 35% SMME participation.

6 DETERMINATION OF RESPONSIVENESS OF BIDDERS

In deciding on the responsiveness or pre-qualifiers due cognisance must be taken to the fact that

some should always be included in the tender documents and some would depend upon the nature

of the contract and therefore might not always be required. The following responsiveness criteria or

pre-qualifiers will be used in this bid and are subdivided into mandatory and non-mandatory:

6.1 Mandatory Requirements


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6

.

2 Additional information required

7 THE QUANTITATIVE ASSESSMENT

It is considered that there might be a need for an iterative process between the Stage 1 and Stage

2 in that other things befit Stage 1 might only be apparent in Stage 2. This should be construed as

progressive elaboration of assessment and should be allowed to take place when a need to do so

arises.

7.1 Points Awarded for Tender Price (SP)

The lowest acceptable tendered price should be determined and will be used to calculate the

score for price. A maximum of 80 or 90 points will be allocated to the Tendered Price on the

following basis:

Where: SP = Score obtained by the Tenderer for Price;

Smax = Maximum score that could be obtained for this Contract;

Plowest = Lowest acceptable tender price;

Ptendered = Tendered price being considered.

NO. DESCRIPTION

(1) Valid original Tax Clearance Certificate;

(2) Signed Attendance Register for attending mandatory Briefing Meeting;

(3) Completed and signed Declaration of Interest Register;

(4) Completed and signed form of offer/pricing schedule;

(5) Letter of Good standing from the Workmen’s Compensation Commissioner or FEM

(6)

A documented nursery maintenance and management plan based on the CDC

provided scope of work need to reflect on the work Organization programme,

Resource plan, and the Methodology for executing the works

(7) Provide a list of relevant nursery project references of previous nursery

management and maintenance experience

(8) Signed Letter of Intent to enter into Joint Venture ;( where applicable).

(9) Authority of lead JV partner to sign documents (where applicable).

NO. DESCRIPTION

(1) BBBEE Certificate

)(max tenderedlowestP PPSS =


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7.2 Empowerment Scoring, SE

(a) Obtain Broad-based Black Economic Empowerment (B-BBEE) certificate which must

be submitted with tender. Entities issuing the certificates should be registered with

SANAS or IRBA.

(b) In case of JV or Consortium submissions a Consolidated B-BBEE Scorecard must be

submitted and it must be prepared for every separate tender.

7.3 Total Tender Adjudication Points

The total tender adjudication points (S), is given by:

S = SP + SE (Not to Exceed 100 Points)

8 GUIDELINES WHEN FUNCTIONALITY IS INCLUDED AS A CRITERION IN THE

EVALUATION OF BIDS

Functionality – means the measurement according to predetermined norms of a service or

commodity designed to be practical and useful, working or operating, taking into account quality,

reliability, viability and durability of a service or commodity.

The evaluation of bids must be conducted in the following two stages:

(a) Firstly, the assessment of functionality must be done in terms of the evaluation criteria and

the minimum threshold to be determined. A bid must be disqualified if it fails to meet the

minimum threshold for functionality as per the bid invitation.

(b) Thereafter, only the qualifying bids are evaluated in terms of the 80/20 or 90/10 preference

points systems, where the 80 or 90 points must be used for price only and the 20 or 10 points

are used for empowerment scoring and/or for achieving the prescribed RDP Goals.

9 DISQUALIFIERS DURING EVALUATION STAGE

The following disqualifiers will be used:

(a) Bidder that sought to influence the adjudication process;

(b) Collusion among bidders;

(c) Misrepresentation of information;

(d) Any service provider or its principals (or both) who have engaged in corrupt and fraudulent

practices, not only with the CDC but anywhere else;

(e) Bidder who has a pending liquidation, in receivership, bankrupt/insolvent (actually and

commercially)

(f) Tendered price unrealistically low and posing commercial risks to the client;


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(g) Poor past performance (the focus is on gross poor performance and a clear trend of poor

performance needs to be established).

10 DOCUMENTATION TO BE SUBMITTED IN SUPPORT OF TENDER

(a) The CDC shall require all potential Consultants, SP’s and CONTR’s to submit at tender

stage, a valid certified copy of a Verification Certificate. The Verification Certificate which

indicates the entity’s BEE status must be issued by SANAS Accredited Verification Agency

or IRBA registered Auditors. Similarly, small entities i.e. Exempted Small Micro Enterprises

(ESME’s) will have to submit Exemption Certificates issued by an Accredited Verification

Agency or IRBA registered Auditor’s certificate or similar certificate issued by Accounting

Officers.

(b) The common legislative requirements that are specified by the CDC are CIDB Grading and

valid original Tax Clearance Certificate (TCC).

(c) Tenderers shall submit the Draft Joint Venture Agreement when required to do so.

(d) Tenderers shall deliver to the Employer a works programme clearly specifying the

participation of targeted enterprises per activity.

(e) Failure by the Tenderer to complete and deliver the information schedules in the form and

within the time specified as agreed by the CDC or its agents/officers, etc., may render the

tender non-responsive and lead to its rejection.

11 VALIDITY OF PREFERENTIAL REGISTRATION AFFIDAVIT

(a) Should a Tenderer either claim or engage an enterprise whose actual black equity and/or

staff composition differs from the actual black equity and/or staff composition for which

credits have been claimed whether incorrectly and/or fraudulently on any tender, such

Tenderer shall immediately be disqualified.

(b) Any Contract awarded on account of false information furnished by the Tenderer in order to

secure preference may be cancelled at the sole discretion of the CDC without prejudice to

any other remedies the CDC may have.

(c) Should the Tenderer be found to have acted fraudulently and/or dishonestly, he/she will be

disqualified from all future tenders for a minimum period of thirty six (36) months, or as

otherwise decided by the CDC.


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(d) It is primarily the responsibility of the Tenderer to understand the relevant criteria, definitions

and interpretations associated with a specific preference group before claiming credits for

the engagement of such preference group.

12 PROOF OF CONTRACTUAL ARRANGEMENT

12.1 The Contractor shall submit to the CDC a list of sub-contractors to perform works, services

or supply of goods entered into between the Prime Contractor or Joint Venture at Prime

Contract Level and the sub-contracted preference groups. The CDC may deny the

Contractor credits towards the attainment of his preference group participation percentage in

the absence of a written sub-contract and/or the failure by the Contractor to submit a copy

thereof to the CDC.

12.2 A Joint Venture or Consortium shall submit to the CDC a certified copy of the Joint Venture /

Consortium Agreement, if the Joint Venture/Consortium involves preference groups for

which participation credits are applied. The Contractor shall not impose upon preference

groups unfair conditions of contract. Preference participation credits claimed may be denied

if such contracts contain:

(a) A right of set-off, session and assignment as well as surety in favour of the employing

contractor;

(b) Authoritarian rights given to the employing contractor with no recourse to independent

adjudication in the event of a dispute arising;

(c) Payment procedures based on a pay-when-paid system;

(d) Unreasonable retention percentages and periods of retention after completion;

(e) Conditions which are more onerous than those which exist in the Contract with the

CDC.

12.3 Groups for which preference credits are applied for shall participate meaningfully during the

Performance of the Works and shall be responsible for clearly defined portions of the works

to be performed or services to be provided with its own work force and using its own

resources or resources hired by it independent of the employing contractor or non-

preference partners in a joint venture.

13 OUTSOURCING OF WORKS

13.1 The Prime Contractor/Service Provider shall execute works in accordance with tender

commitment and may not outsource works without due approval of the CDC Project

Manager.


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13.2 An entity must not be awarded points for B-BBEE status level if it is indicated in the tender

documents that such a tenderer 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

tenderer qualifies for, unless the intended sub-contractor is an exempted micro enterprise

that has the capacity and ability to execute the sub-contract.

13.3 An entity 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 exempted micro

enterprise that has the capacity and ability to execute the sub-contract.

14 COMPLIANCE WITH LEGISLATION

Submissions from entities which do not meet the specified legislative requirements or proof of

suitable arrangements being made with the relevant authorities at the time of tendering will be

rendered non-responsive by the CDC. The common legislative requirements that are specified by

the CDC are CIDB Grading and valid original Tax Clearance Certificate (TCC).

In cases of Joint Ventures or Consortia, all the JV partners must have valid original TCC by the

time they make a submission. If one of the JV partners has not submitted a valid original TCC, the

entire JV or Consortium shall be regarded as being non-responsive. Sub-contractors must also

comply with Tax Clearance Certificate (TCC) requirements.

15 SUBSTITUTION OF PREFERENTIAL GROUP DURING CONTRACT PERIOD

15.1 Conditions during the Performance of the Works may necessitate terminating the

participation of a Preferential Group. This termination must, however, be authorised by the

designated CDC Project Manager. Key indicators for such justification include, but are not

limited to the following:

(a) Continuous poor productivity and progress by the Preferential Group;

(b) Continuous non-conformance to quality standards by the Preferential Group

15.2 Each case shall be investigated and a formal written report prepared by the Procurement

Office in consultation with the Project Manager (PM).

16 RECORDING AND REPORTING BY THE CONTRACTOR

The CDC Project Manager shall monitor and ensure that SMME and LEP commitments are

achieved during the duration of the contract, the contractor shall report on monthly basis the


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achievements thereof to the consultants and CDC Project Manager. The CDC Project Manager

shall take all necessary actions during the Performance of the Works to bring to the attention of the

Contractor when progress in the attainment of the tendered goal percentage(s) is lacking.

Supply Chain Manager Andile Ntloko …………………………………………….. …………………………………………………... Signature Supply Chain Manager Date of approval