preferred supplier database registration 2010 - w& · pdf fileapplication form for...

W&RSETA Standard Supplier Database Registration Documents

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APPLICATION FORM FOR REGISTRATION ON THE W&RSE TA SUPPLIER D ATABASE

COVER SHEET

Province (Only one province may be indicated per submission) Name of Province:

Company / Entity Details Organisation Registered Name / Name of individual

Organisation Trading name:

Main Contact Details Name and Surname:

Telephone Number:

Cellular Phone Number:

Fax Number:

e-mail address:

Sales Contact Details Name and Surname:

Telephone Number:

Cellular Phone Number:

Fax Number:

e-mail address:


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SUPPLIER DATABASE SUBMISION

In order to comply with the requirements of the Public Finance Management Act of 1999 (PFMA) and to ensure compliance with the Preferential Procurement Policy Framework Act of 2000 (PPPFA) and its regulations, the W&RSETA invites prospective service providers to be added to their Supplier Database. It is envisaged, that this database will contribute to efficient administration and compliance with the PFMA. The purpose of this database is to give all prospective suppliers an equal opportunity to submit quotations to the W&RSETA. Procurement of all goods and services are centralised and managed by the Supply Chain Management (SCM) Division based at our head office in Centurion. W&RSETA Head Office and Regional Office details:

Head Office Eastern Cape Mpumalanga 224 Witch-Hazel Avenue Kings Entertainment Centre 202 Parkmed Centre Highveld Techno Park No. 1 Aquarium Road 64 Mandela Street Centurion Beach Front, East London Emalahleni Tel : 012 676 9000 Tel : 043 722 3010 Tel : 031 690 1214

Gauteng Province (North) Western Cape Free State Ground Floor, Block B Old Warehouse Building Ground Floor, Justitia Building 1267 Pretorius Street Black River Park, Fir Road 133 St Andrew Street Hatfield Office Park, Hatfield Observatory Bloemfontein Tel : 012 430 4930 Tel : 021 442 6700 Tel : 051 447 8443

Gauteng Province (South) Kwa-Zulu Natal Building 18 Office 102B, 1st Floor Woodlands Office Park Clifton Place Western Service Road 19 Hurst Grove, Durban Woodmead Tel : 031 333 8800

N.B: The Supplier Database registration schedule for 2010/2011 1st Submission 2rd Submission

Submission date 07 June 2010 25 October 2010 Closing date 30 September 2010 31 March 2011 All submission are to reach the W&RSETA Head Office before closure of business on the stipulated closing date . W&RSETA official hours are between 8:00 am and 17:00 pm


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REQUIRED DOCUMENTATION AND EVALUATION CRITERIA:

No Description Special Instruction 1 Instructions for completion To be completed in full 2 Products and services Select applicable services that can be

supplied or rendered 3 Vendor Information Form To be completed in full 4 Declaration of interest To be completed in full 5 Tax clearance requirements Valid original tax clearance certificate must be

submitted. where partnerships, Consortia / Joint Ventures / Sub-contractors are involved each party must submit a separate Tax Clearance Certificate.

6 Preference point claim form To be completed in full 7 General conditions of contract Each page must be initialled 8 Company profile and shareholding

certificate Attached to registration document

9 Individual/partners/shareholders/members ID copies

Attached to registration document

10 For Consultancy/professional Services: Updated copies of CV’s


11 Updated Registration with the relevant applicable professional bodies/ certification


12 Banking details, copy of last 3 month bank statement, proof of business physical address and copy of ID document


13 Price list (all product and services listed) Attached to registration document § Failure to comply with all of the above criteria and completion of the forms as required, as well

as submission of supporting documentation will result in the application being disqualified.

§ Kindly note, for each service selected a list of three (3) contactable references and the value of past three services rendered must be submitted. Please use the following format:

Product / Service Type

Name or organisation that services were rendered

Contact Person

Contact Numbers Value of Service

§ Service Providers will only have an opportunity to apply for registration of a maximum of 5 commodity categories.

§ Company profiles, leaflets and brochures are also welcomed.


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INSTRUCTIONS FOR COMPLETION (Please read carefully) § All the forms should be completed either electronically (but Signature should be in the original)

or by hand (legibly and with a black pen).

§ Please clearly mark envelopes with the title “2010/2011Supplier Database Registration”, addressed to "The Executive Manager SCM” at: W&RSETA House, 224 Witch - Hazel Avenue, Highveld Technopark, Centurion, 0046

§ The front cover of the submission must clearly state the specific province for which the registration is applicable to.

§ The service/s for which the organisation would like to be registered must be marked by putting a cross (x) in the “applicable” column in the list of services hereunder.

§ The next Supplier Database publication will only occur in the Government Tender Bulletin.

Queries

§ All queries must be in writing and addressed to the Executive Manager SCM at [email protected] or Faxed to 086 506 7017 with the subject heading: PSD 2010/2011.

§ No telephonic queries will be responded to.

PRODUCTS AND SERVICES LIST

Code Product / Service Special Requirement Applicable COM001 Advertising and advertising related

services Portfolio of services and clients

COM002 Corporate Clothing Portfolio of services and clients COM003 Corporate Gifts (including promotional

items) Portfolio of services and clients

COM004 Framing Portfolio of services and clients COM005 Design and layout of publications Portfolio of services and clients COM006 Editorial Services Portfolio of services and clients COM007 Event Management Portfolio of services and clients COM008 Media Services Portfolio of services and clients COM009 Multimedia and related products and


COM010 Printing Portfolio of services and clients COM011 Sound and Lighting control Portfolio of services and clients COM012 Web Design and Update Portfolio of services and clients COM013 CopyWriting Portfolio of services and clients COM014 Translation services Portfolio of services and clients COM015 Media Monitoring Portfolio of services and clients COM017 DVD Production Portfolio of services and clients COM018 Filming and production related services Portfolio of services and clients COM019 Communication and public relations


COM020 Branding and corporate identity Portfolio of services and clients COM021 Photographic services Portfolio of services and clients


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Code Product / Service Special Requirement Applicable ETD001 Management Development Training Accreditation with an ETQA ETD002 Office Admin Training Accreditation with an ETQA ETD003 Assessor Training Accreditation with an ETQA ETD004 Moderator Training Accreditation with an ETQA ETD005 SDF Training Accreditation with an ETQA ETD006 Mentoring Training Accreditation with an ETQA ETD007 SCM Training Accreditation with an ETQA ETD008 First Aid Training Accreditation with an ETQA ETD009 MS Office Training Accreditation with an ETQA ETD010 Policy Development Training Accreditation with an ETQA ETD011 Soft Skills Training Accreditation with an ETQA ETD012 Performance Management Training Accreditation with an ETQA ETD013 Workplace Forum Training Accreditation with an ETQA ETD014 Customer Service Training Accreditation with an ETQA ETD015 Project Management Training Accreditation with an ETQA ETD016 Managing of ETD intervention Training Accreditation with an ETQA ETD017 Qualification Development Training Accreditation with an ETQA ETD018 General Training Accreditation with an ETQA ETQ001 Assessment Competence in the relevant unit standard/s

and registration with ETDPSETA

ETQ002 Certification partners Prior experience in SAQA regulated certification processes

ETQ003 Learning material evaluators Accreditation with an ETQA ETQ004 Moderation (organisation) Competence in the relevant unit standard ETQ005 Moderation (individual) Competence in the relevant unit standard ETQ006 Monitoring and evaluation of programmes Competence in the relevant unit standard ETQ007 Verification* Competence in the relevant unit standard ;

Prior experience

FIN001 Long Term and Short term insurance services Portfolio of clients

FIN002 Travel Related Services • Flights • Car Hire • Accommodation • Venue Hire • Visa applications

Portfolio of services and clients

HRO001 Job Evaluation Consultants Portfolio of services and clients HRO002 Labour Evaluation Consultants Portfolio of services and clients HRO003 Organisational Development Specialists Portfolio of services and clients HRO004 Recruitment and Placement Portfolio of services and clients HRO005 Credit Record checking Portfolio of services and clients HRO006 Business process specialists Portfolio of services and clients HRO007 Payroll Outsourcing Portfolio of services and clients HRO008 Response Handling Portfolio of services and clients HRO009 Employee Assistance Program services Portfolio of services and clients HRO010 Debt Counseling Services Portfolio of services and clients CAT001 Catering for less than 5 people with less

than 24 hours notice Catering for various dietary requirements(e.g. Halaal, vegetarian, vegan & kosher )

CAT002 Catering for more than 5 people Catering for various dietary requirements (e.g. Halaal, vegetarian, vegan and kosher)

OPS002 Crockery & appliances

N/A

OPS003 Document Archives / Corporate Offsite Electronic storage facilities (e.g. scanned


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Code Product / Service Special Requirement Applicable Storage facilities documents)

OPS004 Flowers and flower delivery services Portfolio of services and clients OPS005 Office Deco Services Portfolio of services and clients

OPS006 Office Furniture Portfolio of services and clients OPS007 Office Maintenance Portfolio of services and clients OPS008 Security Services

• Alarm systems • Access Control Systems • CCTV Systems • Arm Response

Registration with the relevant national body

OPS009 Electrical Services Portfolio of services and clients Registration with the relevant national body

OPS010 Maintenance contract for existing water purifying dispensers

N/A

OPS011 Pest Control Services Portfolio of services and clients

OPS012 Recording Services N/A OPS013 Transcription Services N/A OPS014 Renovations and Restoration services Portfolio of services and clients

OPS015 Driver (Casual & Part time) Portfolio of services and clients OPS016 Messenger or Delivery Services Portfolio of services and clients OPS017 Courier Services

• National • International

Portfolio of services and clients

OPS018 Fire Systems Portfolio of services and clients Registration with the relevant national body

QUA001 Development of learning material Experience and expertise in the development of learning material

RES001 Research Services N/A RES002 Economic Research Knowledge and experience of conducting

projects in Sector Skills Planning, Labour Market Analysis and Skills Forecasting

RES003 Social Research Knowledge and experience of conducting research projects in Skills Devevelopment arena minimum 3 yeaers experience

RES004 Sector Specific Research Knowledge and experience of conducting projects in the W&RSector, minimum 2 years experience

RES005 Impact Evaluation Knowledge and experience in development, execution and reporting of impact evaluations minimum number of impact evaluations 3.

RES006 Research Project Management Submit proof of have experience in managing research projects

RES007 Career Guides Knowledge and Experince in developing Career guides for various audiences using various forms of media

RES008 ISO 9001:2008 auditing Registered SABS ISO 9001:2008 auditors SCM001 Dispute resolution experts Portfolio of services and clients SCM002 General Legal services SETA knowledge, minimum 3 years

experience in public sector legal services, labour law expertise

SCM003 Litigation SETA knowledge, minimum 3 years experience in public sector legal services, labour law expertise

SCM004 Conciliation, mitigation and arbitration SETA knowledge, minimum 3 years experience in public sector legal services,


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Code Product / Service Special Requirement Applicable

labour law expertise SCM005 Contract drafting SETA knowledge, minimum 3 years

experience in public sector legal services, labour law expertise

SCM006 Stationery (including photocopy paper; excluding computer consumables)

N/A

SCM007 Groceries (including cleaning products) Delivery to the relevant W&RSETA offices SCM008 Computer Consumables (including toners,

printer cartridges ,drum kits etc) N/A

SME015 Mentors for small businesses Experience and expertise in mentorship and small business development

ITS001 IT Hardware / Software maintenance and repair

N/A

ITS002 IT Hardware distributors (PC's, Notebooks, Printer, servers, backup devices)

N/A

ITS003 IT Software: Microsoft software packages: software (Office, Visio, Project, etc) , licenses

N/A

ITS004 Software packages (Commercial Of The Shelve Software, antivirus)

N/A

ITS005 Network cabling (IT, data and voice) N/A ITS006 UPS vendors and maintenance N/A ITS007 Data Backup Services N/A ITS008 Telephony (including fax related service*s) N/A

ITS009 Software development N/A STR001 Strategic Planning Portfolio of services and clients STR002 Teambuilding Portfolio of services and clients

CONSULTANCY/PROFESSIONAL SERVICES

Code Description Special Requirement Select

CON001 Independent Skills Development Facilitator Proof of experience and contactable references

CON002 Monitoring of implementation of learning programmes

Proof of experience and contactable references

CON003 Verification of learners on learning programmes


CON004 Quality Assurance of learning programmes Proof of experience and contactable references

CON005 Project Management Proof of experience and contactable references

CON006 External Moderation of learning Programmes

Competence in the specific unit standard

CON007 Monitoring, verification and Quality assurance of learning programmes



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3. VENDOR INFORMATION FORM

Please complete this document accurately as the information contained herein is required for the following purposes:

• To support W&RSETA in the implementation of a system of preferences as required by the Preferential Procurement Policy Framework Act (No 5 of 2000).

• Failure to complete the form in full may result in the supplier not being considered for the awarding of any orders or contracts by the W&RSETA.

PLEASE COMPLETE ALL PAGES. ORGANISATIONAL DETAIL Organisation Registered Name Organisation Trading Name Postal Address

Physical Address Telephone no E-mail address Fax number Company registration number Company practice number Company professional number Tax clearance certificate number VAT registration number Participation Capacity (please tick one) Consultancy Supplier Consortium Partner Joint Venture

Partner

Other (please specify) Type of Organisation (please tick one) Sole Trader Partnership Close Corporation (Pty) Ltd Ltd S(21) company Public entity Organisational Classification Detail Principal Business activities

Business Sector

Number of years the organisation has been in business

Total number of employees


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The financial manager/ external auditor/ CEO/Accounting Officer (whichever is relevant to your type of business) needs to confirm the following:

The business/entity is: (Please indicate on each of these. Failure to do so may invalidate your Supplier Database registration)

Yes No

A going concern In a sound financial condition Have the financial and operational capacity to fulfill the contract requirements

Full Names: ___________________________________________________ Signature: _____________________________________________________ Capacity: ______________________________________________________


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4. DECLARATION OF INTEREST 1. Any legal person, including persons employed by the principal, or persons having a

kinship with persons employed by the principal, including a blood relationship, may make an offer or offers in terms of this invitation to Supplier Database registration. In view of possible allegations of favouritism, should the resulting Supplier Database registration, or part thereof, be awarded to persons employed by the principal, or to persons connected with or related to them, it is required that the Supplier or his/her authorised representative declare his/her position in relation to the evaluating/adjudicating authority and/or take an oath declaring his/her interest, where:

r the Supplier is employed by the principal; and/or r the Supplier is a board member r the legal person on whose behalf the Supplier Database registrationding document is

signed, has a relationship with persons/a person who are/is involved in the evaluation and or adjudication of the Supplier Database registration(s), or where it is known that such a relationship exists between the person or persons for or on whose behalf the declarant acts and persons who are involved with the evaluation and or adjudication of the Supplier Database registration.

2. In order to give effect to the above, the following questionnaire must be completed and

submitted with the Supplier Database registration. 2.1 Are you or any person connected with the Supplier,

employed by the principal? Yes No

2.1.2 If so, state particulars:

2.2 Do you, or any person connected with the Supplier, have any relationship (family, friend, other) with a person employed by the principal and who may be involved with the evaluation and or adjudication of this Supplier Database registration?

Yes No

2.2.1 If so, state particulars

2.3 Are you, or any person connected with the Supplier, aware of any relationship (family, friend, other) between the Supplier and any person employed by the principal who may be involved with the evaluation and or adjudication of this Supplier Database registration?

Yes No

2.3.1 If so, state particulars

I, The undersigned (Name) Hereby certify that the information furnished in paragraph 2.1 to 2.3.1 above is correct. I accept that the W&RSETA may act against me in terms of Paragraph 23 of the General Conditions of Contracts should this declaration prove to be false.. Signature and Capacity Date


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6. PREFERENCE POINTS CLAIM FORM IN TERMS OF THE PREFERENTIAL PROCUREMENT REGULATIONS 2001

GENERAL CONDITIONS AND DEFINITIONS 80/20 RULE: Estimated Value Less Than R 500 000 Per Incident

NB: BEFORE COMPLETING RELEVANT CLAIM FORMS, SUPPLIERS MUST

CAREFULLY STUDY THE GENERAL CONDITIONS AND DEFINITIONS

1. GENERAL CONDITIONS 1.1 The preference point system is applicable to all Supplier Database registrations.

1.2 Failure on the part of a supplier to complete and sign a claim form may be interpreted to mean that preference points are

not claimed.

1.3 W&RSETA reserves the right to require of a supplier, that he/she should substantiate any claim, in any manner required by

W&RSETA. 2. GENERAL DEFINITIONS

The defined works and expressions commencing with capital letters, shall have the meanings hereby assigned to them unless such meanings are inconsistent with the context of a particular tender or contract:

2.1 “Act” means the Preferential Procurement Framework Act, 2000 (Act No 5 of 2000) 2.2 “Agent” means a person mandated by another person (“the principal”) to do business for an on behalf of, or to represent in

a business transaction, the principal, and thereby acquire rights for the principal against W&RSETA and incur obligations binding the principal in favour of W&RSETA.

2.3 “Comparative price” means the price after the factors of a non-firm price and all unconditional discounts that can be

utilised have been taken into consideration. 2.4 “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.

2.5 “Contract” means the agreement that results from the acceptance of a tender by W&RSETA. 2.6 “Disability” means, in respect of a person, a permanent impairment of a physical intellectual, or sensory function, which

results in restricted, or lack of, ability to perform an activity in the manner, or within the range, considered normal for a human being.

2.7 “Firm price” is 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 other duty, levy, or tax which, in terms of a 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.

2.8 “Historically Disadvantaged Individual (HDI)” means a South African citizen – 2.8.1 who has no franchise in national elections prior to the introduction of the Constitution of the Republic of South Africa, 1983

(Act No 110 of 1983) or the Constitution of the Republic of South Africa, 1993 (Act No 200 of 1993)(“the Interim Constitution”) and/or

2.8.2 who is a female; and/or 2.8.3 who has a disability.

Provided that a person who obtained South African citizenship on or after the coming to effect of the Interim Constitution, is deemed not to be an HDI.

2.9 “Management” in relation to an enterprise or business, means an activity inclusive of control and performed on a daily

basis, by any person who is a principal executive officer of the company, by whatever name the person may be designated.


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2.10 “Non firm prices” means all prices other than “firm” prices. 2.11 “Person” includes reference to a juristic person.

2.12 “Rand value” means the total estimated value of a contract in Rand denomination which is calculated at the time of tender

invitations and includes all applicable taxes and excise duties. 2.13 “Small, Medium and Micro Enterprises (SMME’s)” bears the same meaning assigned to this expression in the National

Small Business Act, 1996 (Act No 102 of 1996). 2.14 “Sub-contracting” means the primary contractor’s assigning or leasing or 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. 2.15 “Tender” means a written offer or Supplier Database registration in a prescribed or stipulated form in response to an

invitation by an organ of state for the provision of services or goods. 2.16 “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.

2.17 “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.

PREFEREN CE POINTS CLAIM FORM

EQUITY OWNERSHIP BY HISTORICALLY DISADVANTAGED INDIVIDUALS

1. In terms of regulation 13 of the preferential procurement regulations pertaining to the Preferential Procurement Policy

Framework Act, 2000 (Act No 5 of 2000) the preference points system must include preference points of equity ownership by historically disadvantaged individuals as defined by the Act.

Equity Ownership Points allocated

1.1 Preference points for equity ownership by historically disadvantaged individuals who, due to the apartheid policy that had

been in place had no franchise in national elections prior to the introduction of the Constitution of the RSA, 1983 (Act 110 of 1983) or the Constitution of the RSA, 1993 (Act 200 of 1993) (“the Interim Constitution”) and/or

1.2 who is a female; and/or 1.3 who is a person with a disability 2. The equity ownership contemplated above must be equated to the percentage of an enterprise or business owned by

individuals or, in respect of a company, the percentage of a company’s shares that are owned by individuals, who are actively involved in the management of the enterprise or business and exercise control over the enterprise, commensurate with their degree of ownership at the closing date of the tender.

2.1 Where an organisation is classified as a non-governmental organisation (NGO), the ownership criterion is replaced by the

percentage of HDI directors on the Board of Directors of the NGO, irrespective of whether they are executive or non-executive directors.

3. In the event that the percentage of ownership contemplated above changes after the closing date of the tender, the

SUPPLIER must notify W&RSETA and such tender will not be eligible for any preference points. 4. Preference points should not be claimed in respect of individuals who are not actively involved in the management

of an enterprise or business and who do not exercise control over an enterprise or business commensurate with their degree of ownership.

5. All claims made for equity ownership by an HDI will be considered according to the following criteria: 5.1 Equity within private companies will be based on the percentage of equity ownership.

5.2 Preference points will not be awarded to public companies and tertiary institutions. 5.3 The following formula will be applied to calculate the number of points for equity ownership by an HDI:


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NEP= NOP X EP 100

Where NEP = Points awarded for equity ownership by an HDI. NOP = The maximum number of points awarded for equity ownership by an HDI in the specific category. EP = The percentage of equity ownership by an HDI within the enterprise of business.

6. Equity claims for a Trust will only be allowed in respect of those persons who are both trustees and beneficiaries and who are actively involved in the management of the Trust.

7. Documentation to substantiate the validity of the credentials of the trustees contemplated above must be submitted.

7.1 Documentation to substantiate the validity of the credentials of the board of directors who are actively involved in the

management of the NGO as contemplated in 2.1 above must be submitted. 8. A Consortium or Joint Venture may, based on the percentage of the contract value managed or executed by their HDI

members, be entitled to equity ownership in respect of an HDI. 9. The points scored for equity ownership will be added to the points scored for price and functionality.

10. A person awarded a contract as a result of preference for contracting with, or providing equity ownership to an HDI, may

not subcontract more than 25% of the value of the contract to a person who is not an HDI or does not qualify for such preference.


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DECLARATION WITH REGARD TO EQUITY OWNERSHIP:

NAME POSITION OCCUPIED IN ENTERPRISE

IDENTITY NUMBER Date RSA or TBVC citizen-ship obtained

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1. HOW MANY PERMANENT STAFF MEMBERS ARE EMPLOYED BY THE SUPPLIER?

…………………………………………… .. 2. I/we, the undersigned, who warrants that he/she is duly authorised to do so on behalf of

the firm certify that points claimed, based on owners/shareholders who are actively involved in the day to day management of the enterprise equity ownership, qualifies the firm for the points shown and I/we acknowledge that:

2.1 The information furnished is true and correct. 2.2 The Equity Ownership claimed is in accordance with the conditions. 2.3 A person awarded a contract as a result of preference for contracting with, or providing

equity ownership to an HDI, may not subcontract more than 25% of the value of the contract to a person who is not an HDI or does not qualify for such preferences.

2.4 In the event of a contract being awarded as a result of points claimed, the contractor may

be required to furnish documentary proof to the satisfaction of W&RSETA that the claims are correct.

2.5 If the claims are found to be incorrect, W&RSETA may, in addition to any other remedy it

may have 2.5.1 Recover all costs, losses or damages it has incurred or suffered as a result of that

person’s conduct; 2.5.2 Cancel the contract and claim any damages which it has suffered as a result of having to

make less favourable arrangements due to such cancellation. WITNESSES: 1. ……………………………………… . 2. ……………………………………… . DATE: ……………………………… .

7. GENERAL CONDITIONS OF CONTRACT (Continued on following page)

…………………………………………. SIGNATURE(S) OF SUPPLIER(S)


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