website development - online auctions for sheriffs...1 request for bids website development - online...
TRANSCRIPT
1
REQUEST FOR BIDS
Website development - Online auctions for sheriffs
Contract number : SABFS0003/2020
Issue Date : Friday 24 July 2020
Compulsory briefing : NO
2
SBD 1
INVITATION TO BID
YOU ARE HEREBY INVITED TO BID FOR REQUIREMENTS OF THE SABFS
BID NUMBER: SABFS0003/2020 CLOSING DATE: FRIDAY 21 AUGUST 2020 TIME: 12:00 PM
DESCRIPTION: WEBSITE DEVELOPMENT – ONLINE AUCTIONS FOR SHERIFFS
The successful bidder will be required to fill in and sign a written SABFS Contract.
BID DOCUMENT MUST BE DELIVERED TO THE FOLLOWING TEMPORARY RESIDENTIAL ADDRESS AS PER THE CURRENT SABFS WORK ARRANGEMENT DUE TO COVID-19.
South African Board for Sheriffs Attention: Mr. Andrew Simon
C/O 167 Athens Road Table View 7441 Contact number (for delivery only) – 061 784 9455
No faxed bids will be accepted
Bidders should ensure that bids are delivered timeously to the correct address. If the bid is late, it will not be accepted for consideration.
_________________________________________________________________________________________________
______________________________________________________________________________________________
□ Bids can be delivered between 08h30 and 16h00, Mondays to Fridays, prior to the closing date and between 08h30 and
12h00 on the closing date.
□ All bids must be submitted on the official forms (not to be re-typed).
3
This bid is subject to the following:
□ General Conditions of Contract (GCC) and, if applicable, any other Special Conditions of Contract.
□ the Preferential Procurement Policy Framework Act
□ the Preferential Policy Regulations, 2011
□ Bids submitted that do not comply with the following may not be considered for evaluation:
■ A bid that is not in the format prescribed.
■ A bid without some or all of the required documents.
■ Pricing schedules not in the required format.
■ Bids without the required number of copies.
NO. DETAILS TICK BY BIDDER
1 Part 1: Completed and signed the invitation to bid document
2 Part 2: Submitted an original and valid tax clearance certificate (Bidders are required to submit
Tax Clearance Certificate for joint ventures, Consortiums and sub-contractors)
3 Part 3: Completed and signed the declaration of interest document
4 Part 4: Completed and signed the Declaration of bidders past Supply Chain Management Practices document
5 Part 5: Completed and signed the Preference Points Claim form in terms of the Preferential
Procurement Regulations 2011
6 Part 6: Submitted the Technical approach
7 Part 7: Submitted the Details of your team/ personnel
8 Part 8: Submitted Experience in the field document
9 Part 9: Completed and signed the Certificate of Independent Bid Determination
10 Submitted an original/ certified copy of a valid BBBEE Certificate
11 Part 11:Submitted the General Conditions of Contract (initial each page)
13 Five reference letters from contactable references indicating details of experience in similar
work.
14 Submitted one soft copy and one original bid document
4
THE FOLLOWING PARTICULARS MUST BE FURNISHED
(FAILURE TO DO SO MAY RESULT IN YOUR BID BEING DISQUALIFIED)
NAME OF BIDDER .....................................................................................................................
POSTAL ADDRESS .....................................................................................................................
STREET ADDRESS .....................................................................................................................
TELEPHONE NUMBER CODE .................. NUMBER .......................................................................
CELLPHONE NUMBER .....................................................................................................................
FACSIMILE NUMBER CODE .................. NUMBER .......................................................................
E-MAIL ADDRESS .....................................................................................................................
VAT REGISTRATION .....................................................................................................................
CHECKLIST FOR THE BIDDER [TICK APPLICABLE BOX]:
HAS AN ORIGINAL AND VALID TAX CLEARANCE CERTIFICATE BEEN ATTACHED? (SBD 2) YES/NO HAS A B-
BBEE STATUS LEVEL VERIFICATION CERTIFICATE BEEN SUBMITTED? (SBD 6.1) YES/NO
IF YES, WHO WAS THE CERTIFICATE ISSUED BY?
AN AFFIDAVIT(PRESCRIBED FORM) SIGNED BY A COMMISSIONER OF OATHS YES/NO
A VERIFICATION AGENCY ACCREDITED BY THE SOUITH AFRICAN NATIONAL
ACCREDITATION SYSTEM (SANAS); YES/NO
OR
A REGISTERED AUDITOR YES/NO
(A B-BBEE STATUS LEVEL VERIFICATION CERTIFICATE MUST BE SUBMITTED IN ORDER TO QUALIFY FOR
PREFERENCE POINTS FOR B-BBEE)
ARE YOU THE ACCREDITED REPRESENTATIVE? IN SOUTH AFRICA FOR THE GOODS/SERVICES/WORKS OFFERED? YES/NO
[IF YES ENCLOSE PROOF]
SIGNATURE OF BIDDER ....................................................................................................
DATE ....................................................................................................
CAPACITY UNDER WHICH THIS BID IS SIGNED .....................................................................................................
TOTAL BID PRICE ................................................. TOTAL NUMBER OF ITEMS OFFERED ...................................
ANY ENQUIRIES REGARDING THE BIDDING PROCEDURE AND TECHNICAL INFORMATION MAY BE DIRECTED TO:
Department: Finance
Contact Person: Mr. Thabo Lebepe
E-mail address: [email protected]
5
SPECIAL CONDITIONS OF BID AND CONTRACT
1. GENERAL
1.1 Proper bids for the services specified must be submitted. All providers are to take note of the implications
of contravening the Prevention and Combating of Corrupt Activities Act, Act No 12 of 2004 and any other Act
applicable.
2. GENERAL CONDITIONS OF CONTRACT
2.1 The General Conditions of Contract must be accepted. The general conditions applicable to government
entity bids, contracts and order are attached herein as Annexure A as they will apply to this bidding process.
3. ADDITIONAL INFORMATION REQUIREMENTS
3.1 During evaluation of the bids, additional information may be requested in writing from bidders. Replies
to such request must be submitted, within 5 (five) working days or as otherwise indicated. Failure to comply,
may lead to your bid being disregarded.
4. CONFIDENTIALITY
4.1 The bid and all information in connection therewith shall be held in strict confidence by bidders and usage
of such information shall be limited to the preparation of the bid. Bidders shall undertake to limit the number
of copies of this document.
4.2 All bidders are bound by a confidentially agreement preventing the unauthorised disclosure of any
information regarding the SABFS or of its activities to any other organisation or individual. The bidders may
not disclose any information, documentation or products to other clients without written approval of the
accounting authority or the delegate.
5. INTELLECTUAL PROPERTY, INVENTIONS AND COPYRIGHT
5.1 Copyright of all documentation relating to this contract belongs to the SABFS. The successful bidder
may not disclose any information, documentation or products to other clients without the written approval of
the accounting authority or the delegate.
5.2 All the intellectual property rights arising from the execution of this Agreement shall vest in SABFS who
shall be entitled to cede and assign such to the Department of Justice and Constitutional Development and
the Service provider undertakes to honor such intellectual property rights and all future rights by keeping the
know-how and all published and unpublished material confidential.
5.3 In the event that the service provider would like to use information or data generated by the service, the
prior written permission must be obtained from SABFS.
5.4 SABFS shall own all materials produced by the Service provider during the course of this contract, or as
part of the service including without limitation, deliverables, computer programmes (source code and object
code), programming aids and tools, documentation, reports, data, designs, concepts and other information
whether capable of being copyrighted or not ("IP”) which IP SABFS shall be entitled to freely cede and assign
to the Department of Justice and Constitutional Development.
5.5 The Service provider assigns all IP rights in respect of all materials referred to in clause 5.4 to SABFS
or the Department of Justice and Constitutional Development, as SABFS directs. No other document needs
to be executed to give effect to this session, assignment or transfer.
5.6 The Service provider hereby irrevocably cedes, assigns and transfers to SABFS or the Department of
6
Justice and Constitutional Development, as SABFS directs, all rights, title and interest in and to all IP (which
includes, but is not limited to methodologies and products) connected with or applicable to the Services.
5.7 The Service provider acknowledges and agrees that:
5.7.1 Each provision of clause 5 is separate, severally and separately enforceable from any other provisions
of this agreement.
5.7.2 The invalidity or non-enforceability of any one or more provision hereof, shall not prejudice or effect
the enforceability and validity of the remaining provisions of this agreement; and
5.7.3 This contract contains various stipulatio alteri in favour of the Department of Justice and Constitutional
Development, which rights shall continue in effect after termination of this Agreement, and which rights can
be exercised and enforced at any time by the Department of Justice and Constitutional Development.
5.8 This clause 5 shall survive termination of this agreement.
6 PAYMENTS
6.1 SABFS will pay the Service provider the Fee as set out in the final contract. No additional amounts will
be payable by SABFS to the Service provider without prior written agreement thereof.
6.2 The Service provider shall from time to time during the currency of the contract invoice SABFS for the
services rendered. No payment will be made to the Service provider unless an invoice complying with section
20 VAT Act No 89 of 1991(as amended) has been submitted to the SABFS.
6.3 Payment shall be made into the bidder’s bank account normally 30 days after receipt of an acceptable,
valid invoice. (Banking details must be submitted as soon as this bid is awarded).
6.4 The Service provider shall be responsible for accounting to the appropriate authorities for its Income
Tax, VAT or other moneys required to be paid in terms of applicable law.
7. NON-COMPLIANCE WITH DELIVERY TERMS
7.1 As soon as it becomes known to the Service provider that he will not be able to deliver the goods/services
within the delivery period and/or against the bid price and/or as specified, the SABFS must be given
immediate written notice to this effect. The SABFS serves the right to implement remedies as provided for in
the GCC.
8. WARRANTS
8.1 The Service provider warrants that it is able to conclude this Agreement to the satisfaction of the SABFS.
8.2 Although the Service provider will be entitled to provide services to persons other than SABFS, the
Service provider shall not without the prior written consent of SABFS, be involved in any manner whatsoever,
directly or indirectly, in any business or venture which competes or conflicts with the obligations of the Service
provider to provide the Services. 9. PARTIES NOT AFFECTED BY WAIVER OR BREACHES
9.1 The waiver (whether express or implied) by any Party of any breach of the terms or conditions of this
contract by the other Party shall not prejudice any remedy of the waiving party in respect of any continuing
or other breach of the terms and conditions hereof.
7
9.2 No favour, delay, relaxation or indulgence on the part of any Party in exercising any power or right
conferred on such Party in terms of this contract shall operate as a waiver of such power or right nor shall
any single or partial exercise of any such power or right under this agreement.
10. RETENTION
10.1 On termination of this agreement, the Service provider shall on demand hand over all documentation,
information, software, etc., relating to the provision of services as per this bid without the right of retention,
to the SABFS.
10.2 No agreement to amend or vary a contract or order or the conditions, stipulations or provisions thereof
shall be valid and of any force and effect unless such agreement to amend or vary is entered into in writing
and signed by the contracting parties. Any waiver of the requirement that the agreement to amend or vary
shall be in writing, shall also be in writing.
11. SUBMITTING BIDS
11.1 Submit a soft copy by making use of WeTransfer, with the email address [email protected]
and 1 original tender proposal in a sealed envelope addressed to:
C/O 167 Athens Road Table View 7441 Contact number (for delivery only) – 061 784 9455
NB: Bidders are to indicate on the cover of the document that it is an original and not a copy
Bids should be submitted in a sealed envelope, marked with:
□ Bid number: SABFS0003/2020
□ Closing date and time: Friday 21 August 2020 □ The name and address of the bidder
Documents submitted on time by bidders shall not be returned.
12. LATE BIDS
12.1 Bids received late shall not be considered. A bid will be considered late if it arrived only one second
after 12:00 or any time thereafter. Bids arriving late will not be considered under any circumstances. Bids
received late shall be returned unopened to the bidder. Bidders are therefore strongly advised to ensure that
bids be dispatched allowing enough time for any unforeseen events that may delay the delivery of the bid.
8
13. CLARIFICATIONS
13.1 Any clarification required by a bidder regarding the meaning or interpretation of the Terms of
Reference, or any other aspect concerning the bid, is to be requested in writing (e-mail) from Mr. Thabo W.
Lebepe [email protected] by the 14 August 2020 at 12H00.The bid number should be mentioned
in all correspondence. Telephonic requests for clarification will not be accepted. If appropriate, the
clarifying information will be made available to all bidders by e-mail only.
14. FORMAT OF BIDS
14.1 Bidders must complete all the necessary bid documents and undertakings required in this bid
document. Bidders are advised that their proposal should be concise, written in plain English and simply
presented.
14.2 Bidders are to set out their proposal in the following format:
Part 1: Invitation to Bid
Part 2: SARS Tax Clearance Certificate(s)
Part 3: Declaration of interest
Part 4: Declaration of bidders past supply chain management practices
Part 5: Preference Points Claim Form in terms of the Preferential Procurement Regulations 2011 Part 6:
Technical approach
Part 7: Team details including curricula vitae for all team members (limited to 2 pages per CV)(if applicable)
Part 8: Experience in this field
Part 9: Certificate of Independent Bid Determination
Part 10: Pricing Schedule.
Part 1: Invitation to Bid
Bidders must complete and submit the “Invitation to Bid” document.
Part 2: SARS Tax Clearance Certificate
Original valid SARS Tax Clearance Certificate of the Service provider must be submitted with the bid. In
case of a consortium/ joint venture, or where sub-Service providers are utilised, an original valid SARS Tax
Clearance Certificate for each consortium/ joint venture member and/or sub-contractor (individual) must
be submitted.
Part 3: Declaration of Interest
Each party to the bid must complete and submit the Declaration of Interest.
Part 4: Declaration of bidders past supply chain management practices
Each party to the bid must complete and submit the Declaration of past supply chain management practices
Part 5: Preference Points Claim Form in terms of the Preferential Procurement Regulations 2011
Bidders must complete and submit the Preference Points Claim Form. 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
9
□ 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.
Part 6: Technical approach
Bidder must at least:
6.1 Describe, in detail, exactly how they propose to carry out the activities to achieve the outcomes identified
in the terms of reference. They should identify any possible problems that might hinder delivery and indicate
how they will avoid or overcome such problems.
6.2 Describe how the work will be carried out to achieve the deliverables as set out in Terms OF Reference.
6.3 Indicate the number of hours required to complete each task and the number of hours to be provided by
each team member. The bidder must be able to work within strict timelines and have the capacity to do so.
6.4 Provide information on any additional value-added services for consideration by SABFS, and which will
form part of the overall proposed solution. Please note that the additional value ads must be priced separately
in the space provided for in the pricing schedule.
6.5 Bidders are to present such information in a matrix. The following is provided merely as guidance.
Bidders are free to elaborate as they see fit.
6.6 Provide a work plan of activities. In addition to providing details of the estimated number of workdays for
each activity, bidders are to supply a detailed timetable that identifies when certain activities will be
undertaken and over what period they will be spread. The timing of activities, the time needed to complete
them, and the order in which they will be undertaken must be explained and justified.
6.7 Please note that part 6 should be no longer than 20 single sided A4 pages in Arial 11 (font size).
Outcome/output Activity
Team
member(s)
involved (name
and position)
Person days for
each team
member
Total person days
10
Part 7: Team details
7.1 In this section the Web developer should be able to detail all persons to be working with him/her on
the project and indicate their positions and expertise.
7.2 For each team member there must be:
□ A comprehensive curriculum vitae (relevant to this bid and limited to two pages) confirming suitability
to a position on this contract.
Part 8: Experience in this field
8.1 It is essential that the Web developer displays relevant experience in the field. Bidders should provide
information demonstrating their experience as set out in Terms of Reference.
Part 9: Certificate of Independent Bid Determination
Bidders must complete and submit the “Invitation to Bid” document.
Part 10: Pricing Schedule
Any budget amount that may be indicated in this document shall be deemed to be a guide only and bidders
are expected to submit a costing that is fair and reasonable.
All costs related to this assignment are to be allowed for in the pricing schedule and in the formats
prescribed. The proposed totals for fees will be included in the contract as the maximum amounts to be
spent on these items.
Fees
□ The budgeted days/hours and applicable rates of all team members as per the pricing schedule.
Note 1: No handling fee on disbursements will be considered
VAT
□ Value Added Tax must be included and shown separately on all costed in/priced items/services.
15. PRESENTATIONS
15.1 SABFS reserves the right to invite bidders for presentations before the award of the bid. Only bidders
who have met the minimum functionality criteria will be invited to presentations.
16. NEGOTIATION
16.1SABFS has the right to enter into negotiations with a prospective service provider regarding any terms
and conditions, including price(s), of a proposed contract.
16.2 SABFS shall not be obliged to accept the lowest of any quotation, offer or proposal.
16.3 SABFS issues this bid invitation in good faith; however, it reserves the right to:
□ Cancel or delay the selection process at any time, without explanation,
□ Not to select any of the respondents to this bid invitation, without explanation, □ Exclude certain services, without explanation.
11
16.4. All bidders will be informed whether they have been successful or not. A contract will only be deemed
to be concluded when reduced to writing in a contract form signed by the designated responsible person
of both parties. The designated responsible person of SABFS is the Chief Executive Officer or her written
authorised delegate.
17. REASONS FOR REJECTION
17.1 SABFS shall reject a proposal for the award of a contract if the recommended bidder has committed
a proven corrupt or fraudulent act in competing for the particular contract.
17.2 SABFS may disregard the bid of any bidder if that bidder, or any of its directors:
• Have abused the Supply Chain Management systems of SABFS.
• Have committed proven fraud or any other improper conduct in relation to such systems.
• Have failed to perform on any previous contract and the proof exists.
17.3 Such actions shall be communicated to the National Treasury.
18. TERMS OF REFERENCE (TOR)
18.1 Purpose
This tender is issued for the purpose of acquiring the services of a Web developer to assist the SABFS
and the sheriffs profession in developing and managing an online platform for auctions in line with our
needs and requirements as more fully set out in 18.3.
18.2 Background to SABFS
The South African Board for Sheriffs ("SABFS”) is a statutory regulatory body established in term of the
Sheriffs Act 90 of 1986. The SABFS’ objectives are the maintenance of the esteem, the enhancement of
the status and the improvement of the standard of training of and functions performed by sheriffs.
The core objectives of the SABFS are to:
• Liaise with the Sheriffs and relevant Stakeholders;
• To monitor the conduct of Sheriffs;
• Promote the Sheriffs Profession;
• To set standards for the Sheriffs Profession; and
• To provide overall Policy directives.
18.2.1 SABFS’s purpose The core business of the South African Board for Sheriffs is:
• To transform the sheriffs’ profession, the SA Board for Sheriffs and its staff and to bring it in line
with constitutional imperatives.
• To review legislation and all other relevant legislation, among others the Sheriffs Act 90 of 1986,
and if necessary, lobby for reform in a manner which protects the interests of the sheriffs’
profession and all stakeholders. • To communicate effectively with all stakeholders and sheriffs.
• To discipline sheriffs. To monitor the conduct of sheriffs.
• To promote professionalism.
• To set standards for training of persons who are/or intend participating in the sheriffs’ profession.
• To set up the necessary training programmes.
• To formulate policy directives.
12
• To ensure effective management of the Board and its office.
18.2.2. SABFS’s values
• Accountability
We will ensure that the members and officials of the Board carry out their responsibilities
conscientiously and with integrity.
• Integrity
We will uphold the ethical and moral principles embodied in the Codes and Principles of the
Board and the Constitution of South Africa with honesty, fairness, and consistency.
• Professionalism
We are committed to serve our stakeholders with courtesy, to the best of our abilities and with
dedication to the highest standards of excellence.
• Transparency
We will ensure that all our practices are open to internal and external scrutiny.
• Efficiency
We are committed to managing the resources of the Board efficiently and effectively and will take
steps to eliminate wasteful and fruitless expenditure.
• Respect
We respect and value the views of all our stakeholders and will treat everyone with dignity and
consideration.
• Equity
We are committed to employment equity in the recruitment of staff and opposed to all forms of
unfair discrimination in our relationships with all stakeholders and the public
18.2.3 SABFS vision
• We are a Board that is transparent and responsive to the needs of sheriff’s profession
• We will promote a professional sheriffs service that is respectful and efficient to deliver justice to
all with integrity and accountability.
• We will be accountable in terms of legislative mandate and strive to entrench the human rights
culture envisaged by the Constitution
18.2.4 MISSION
• We will provide professional and credible service to all our clients and other stakeholders.
• We will develop skilled, knowledgeable, and motivated staff
• We will develop a unified and committed Board with focused leadership
• We will conduct all activities and execute our mandate in a manner that is accountable to the
public and to government
• We will enhance the image and goodwill of the sheriffs’ profession
18.3 SCOPE OF WORK
18.3.1 The South African Sheriffs Auction (SAFA) website should present a visual look and have
functionalities that are enhanced to provide an excellent experience to users.
a) The website must be sectioned per each of the country’s nine (9) provinces and should offer
usability by approximately 250 sheriffs.
b) Incorporate functionalities to guarantee the latest information on sub-sections to display
(news, resources, publication/guidance, stories, and events).
c) Ensure a consistent visual language on the site by using fixed styles in templates ensuring
consistency in fonts, formatting, icons, images, layout techniques.
13
d) Standard page elements including header, footer, tabs, persistent navigation, contact us,
email, and page print options should be included in the new templates.
e) Develop a user manual and deliver a webinar for the support staff and system administrators
to perform the content upload, system maintenance, and administration.
f) Ability to integrate with management systems with standard integration (Restful/SOAP)
g) Support and maintenance: Administrative and technical support, quality control for 5 years.
h) Source code handover: Full source code including all developed libraries shall be handed
over to the SABFS.
i) Provide brief training/induction to Sheriffs/administrators before they utilise the platform.
18.3.2 Deliverables clause
18.3.2.1 The bidder should include three service options with pricing schedules in their submission;
a) Full ownership – where the SABFS becomes the sole owner and each sheriff as
administrators of the platform.
I. Five-year maintenance and support contract
II. Secure regular information backups and system health checks
b) Licensing Agreement – (billing per sheriff) where the service provider is the owner and
administrator of the platform;
i. Fully managed service with agreed service levels and performance metrics
ii. SLA with guaranteed Availability & Uptime
iii. Solution maintenance and support
iv. Secure regular information backups and system health checks
c) Hybrid – where the SABFS is the owner of the website and the service provider
performing all administrations on each sheriff’s behalf based on Flexible and competitive
OPEX model - Per User / Administrator.
I. Fully managed service with agreed service levels and performance metrics
II. SLA with guaranteed Availability & Uptime
III. Solution maintenance and support
IV. Secure regular information backups and system health checks
18.3.2.2 Once a company is selected, the contract may be amended with a time and materials to
capture new specific developments on the site upon request by the SABFS.
18.4 Security
a) Provide end-to-end protection of personal information for both bidders and
sheriffs/administrators from hackers.
b) The system, must identify and prevent potential fake bidders and provide a quick alert to
the sheriffs/auctioneers
c) Provide for secure Information sharing between sheriffs, other organisations or links with
other platforms for advertisement purposes and exposure.
d) Establish unique passwords to registered bidders and links to participate in the auction.
e) Allow sheriffs to upload information relevant to their auctions and amend any or such
information accordingly without interfering with other users’ information.
f) Sales data must be protected and stored safely and allow for printing by the relevant
sheriff in compliance with the CPA.
g) Provide daily auditable information backup for each auction and allow the relevant
sheriffs/administrator to download any such information as they may be required to.
14
18.5 Functionalities to be included on templates must guarantee the following in with respect
of sections 18.3.1 & 18.3.2;
18.5.1 Features for sheriffs/operators
a) Manage auctions and bids
b) Approve or decline auctions, edit the description, place lots in categories or make them
featured on the website, track when / who has placed a bid, delete bids
c) Manage users
d) Delete or block misbehaved bidders, verify users
e) Export data and build reports on auctions activity such as sales information
f) Automatic invoice processing and generation
g) Filters (search the lots by category, etc.)
h) Rating system
i) Category management and tagging
j) Sending email notifications to bidders
k) Accessible through multiple devices like desktops, laptops, smartphones, etc.
18.5.2 Features for buyers
a) Simple and user friendly
b) Set the base price
c) Search for sheriffs and filter them based on your specifications
d) Track purchase history
e) Bid in real-time
f) Dashboard to post requirements and view bid results
g) Auction watch list that allows to view details about the bids and their status
h) Rate sheriffs’ auctions
i) Wish list feature that allows to track and monitor the status of the items you are
interested in but not ready to bid on yet
j) Accessible through multiple devices like desktops, laptops, smartphones, etc.
18.6 WORK PLAN
The work setting for the assignment will include different aspects:
18.6.1 Timing and duration of the assignment
a) The duration of the contract will be 5 years and the expected starting date of 21 September
2020.
b) The development of the website should be ready in three-month time starting from the date
of signing the contract.
c) All training/induction of Sheriffs/Administrators on the usability of the platform will start from
the fourth month within the existing contract.
18.6.2 Briefing/debriefing arrangements
a) A first meeting/online conference call shall be scheduled for the SABFS team to brief the
firm on the background information to develop each of the requested deliverables.
18.6.3 Reporting relationships and identification of responsibility for assessment of the
services/outputs
a) The company will work in close consultation and under the supervision of an appointed
specialist. They will follow up on the design process answering questions related to the
documents.
b) An appointed specialist in consultation with the SABFS management team will assess the
services and outputs of the firm.
15
18.6.4 Support provided
a) The SABFS will keep an open consultation door to the appointed company for any matter
on the project.
18.7 Deliverables (Technical Approach Part 6 of bid document)
In part 6 of the bid document, the bidder has to show in detail how they propose to carry out the above deliverables, in accordance with the guidelines set out in that part.
18.8 Team Details (See Part 7 of bid document)
18.8.1 The web developer should be in a position to detail all persons to be working with him/her on
the project and indicate their positions and expertise.
18.9 Experience in the field (see Part 8 of bid document)
The Vendor should demonstrate and provide examples of previous experience in the performance of
similar services as follows:
18.9.1 Be a reputable firm with at least 7 years of prior experience in developing and designing
visually appealing and navigation friendly web sites;
18.9.2 Engraved experience in using different Content Management Systems (CMS),
18.9.3 Have a broad knowledge of current web development technologies and design tools in the
field, and new software and other web programming languages and programs including the
use of HTML, XHTML, CSS, XML, XSLT, Macromedia Flash, Java;
18.9.4 Have excellent knowledge of recent trends in graphic design, web sites, including online video
publishing, and social media networking;
18.9.5 Demonstrate the ability to create an innovative and visually appealing design;
18.9.6 Key professional staff qualifications and competence needed for the assignment: Lead
developer: The lead developer is responsible for the overall development process and assures
that all code contributed is in line with coding standards. The lead developer has extensive
experience (at least four years) in programming and CMS development, including versioning.
18.9.7 The lead developer is an expert in the below scripting and coding languages and standards:
PHP, AJAX, JavaScript, HTML (including version 5), CSS (including version 3). The lead
developer is an expert in the use and configuration of the below applications: Word Press
CMS, MySQL Database, Apache web server, Experience with other related applications is an
advantage.
18.9.8 The lead developer is an expert in the use and configuration of the below products and
techniques: Search engine optimization, Google Webmaster tools, Google developer tools,
Mobile device adaptation.
18.9.9 Junior developer: The junior developer supports the lead developer with the overall
development process. The junior developer has at least two years of work experience in
programming and CMS development
18.9.10 Graphic designer: The vendor will have a team of graphic designers with prior experience in
designing websites with a solid portfolio of at least 5 years of experience.
18.9.11 Attach five reference letters from contactable references.
18.10 Pricing Schedule (see Part 10 of bid document)
18.10.1 For the purpose of this bid, 80/20 points system will be applicable in line with PPPFA as
amended. The Web developer must structure the website’s pricing in line with the scope of
work. The price quote must be shown as a percentage and a provision for VAT must also be
16
shown. The Web developer must show commissions to be earned.
19 EVALUATION PROCESS
19.1.1 COMPLIANCE WITH MINIMUM REQUIREMENTS
19.1.1.1 All bids duly lodged will be examined to determine compliance with bidding requirements and
conditions. Bids with obvious deviations from the requirements/conditions, will be eliminated from further
adjudication.
19.1.2 PRICE, FUNCTIONALITY AND PREFERENCE POINTS
19.1.2.1 All remaining bids will be evaluated as follows:
19.1.2.2 The functionality calculation will be done based on the defined criteria and weighting thereof.
Presentations may be held with the bidders ranked 1st, 2nd and 3rd at the discretion of the evaluation
committee. If presentations are held, the functionality score will be adjusted whereby 80 percent is for
proposal evaluation and 20 percent is for presentation score. If a bidder fails to score a minimum of 70%
out of 100% for functionality, his bid will be disregarded from further consideration.
19.1.2.3 The second part will then be done on the 90/10 split whereby (90) points will be awarded for
price and 10 points will be awarded for B-BBEE Status Level Contribution.
19.1.3 ELIMINATION OF PROPOSALS ON GROUNDS OF FUNCTIONALITY
19.1.3.1 Bids that score less than 70% of the 100% available for functionality will be eliminated from
further consideration. Points will therefore not be awarded for their cost proposals or for B-BBEE Status
Level of Contribution
19.1.3.2 The percentage scored for functionality should be calculated as follows:
19.1.3.3 Each panel member shall award values for each individual criterion on a score sheet. The
value scored for each criterion shall be multiplied with the specified weighting for the relevant criterion
to obtain the marks scored for the various criteria. These marks should be added to obtain the total score.
The following formula should then be used to convert the total score to a percentage for functionality:
Ps = —XAp Ms
where
Ps = percentage scored for functionality by bid/proposal under consideration
So = total score of bid/proposal under consideration Ms = maximum possible
score Ap = percentage allocated for functionality
The percentages of each panel member shall be added together and divided by the number of panel
members to establish the average percentage obtained by each individual bidder for functionality.
After calculation of the percentage for functionality, the prices of all bids that obtained the minimum score
for functionality should be taken into consideration.
17
19.1.4 AWARDING OF POINTS FOR PREFERENCES/GOALS
19.1.4.1 Points for B-BBEE Status Level of Contribution will be awarded according to the table indicated
in the preference points claim form(s).
19.1.5 COMBINING PRICE AND PREFERENCE MARKS
19.1.5.1 The B-BBEE Status Level of Contribution points for each bid will now be added to the price points
for that bid
19.1.5.2 The Evaluation Committee may recommend that the contract be awarded to the bidder obtaining
the highest aggregate points as determined by 1.5.1 or to a lower scoring bid based on firm, verifiable and
justifiable grounds.
19.1.6 PRESENTATIONS
19.1.6.1 The SABFS may decide to have compulsory presentations made by the bidders ranked first, to
third once the functionality score has been calculated.
19.1.6.2 Presentations shall only affect the points awarded for functionality. If SABFS wishes to use
presentations to discriminate between bidders, the evaluation criteria to be affected shall be determined in
advance and due allowance made in the points scheme.
19.1.6.3 If the date of the presentation meeting is not indicated in the bid document, at least three days’
notice will be given to bidders required to attend a presentation. Bidders should diarise 29 August 2016 as
a possible date for presentations.
19.1.6.4 Presentations will be made to the full Evaluation Committee.
19.1.6.5 Points determined by the presentation will be awarded to each bidder by each member of the
Evaluation Committee and then an average calculated.
19.2. ADJUDICATION OF BID
19.2.1 The Adjudication Committee will consider the recommendations and make the final award. The
successful bidder will usually be the service provider scoring the highest number of points or it may be a
lower scoring bid based on firm, verifiable and justifiable grounds or no award at all.
18
EVALUATION CRITERIA
The criteria and weights referred to in paragraph/s 1 above, are as follows:
FUNCTIONALITY EVALUATION MAXIMUM TO BE
AWARDED
1. Functionality Proposal Evaluation Weightings
□ Proposed Technical approach of the Bidder (requirements
in Part 6) 60
□ Suitability of the proposed Bidder (requirements in
Part 7) 10
□ Experience of the Bidder (requirements in Part 8) 10
% Subtotal for functionality before presentation (maximum) 80
2. Functionality Presentation Evaluation Weightings
□ Proposed Technical approach of the Bidder (requirements
in Part 6) 10
□ Suitability of the proposed Bidder (requirements in Part 7)
5
□ Experience of the Bidder (requirements in Part 8) 5
% Subtotal for functionality for presentation (maximum) 20
TOTAL 100
SABFS reserve the rights to call for functionality presentations. If no presentations are held,
the functionality calculation in 1 will be adjusted to equal 100%.
PRICE AND PREFERENCE POINTS MAXIMUM TO BE
AWARDED
3. Price
□ Relative competitiveness of proposed price 90
4. B-BBEE Status Level of Contribution 10
TOTAL FOR PRICE AND PREFERENCE 100
20.
20.1
19
TAX CLEARANCE CERTIFICATE REQUIREMENTS
It is a condition of the bid that the taxes of the successful bidder must be in order, or that satisfactory arrangements have been made with South African Revenue Service (SARS) to meet the bidder’s tax obligations.
1 In order to meet this requirement bidders are required to complete in full the attached form TCC 001 “Application for a Tax Clearance Certificate” and submit it to any SARS branch office nationally. The Tax Clearance Certificate Requirements are also applicable to foreign bidders / individuals who wish to submit bids.
2 SARS will then furnish the bidder with a Tax Clearance Certificate that will be valid for a period of 1 (one) year from the date of approval.
3 The original Tax Clearance Certificate must be submitted together with the bid. Failure to submit the original and valid Tax Clearance Certificate will result in the invalidation of the bid. Certified copies of the Tax Clearance Certificate will not be acceptable.
4 In bids where Consortia / Joint Ventures / Sub-contractors are involved; each party must submit a separate Tax Clearance Certificate.
5 Copies of the TCC 001 “Application for a Tax Clearance Certificate” form are available from any SARS branch office nationally or on the website www.sars.gov.za.
6 Applications for the Tax Clearance Certificates may also be made via eFiling. In order to use this provision, taxpayers will need to register with SARS as eFilers through the website www.sars.gov.za.
20
21
Particulars of tender (If aopticaoie)
Tender number
Estimated Tender amount R
Expected duration of
the tender
Particulars of the 3 largest contracts previously awarded
Date started Date finalised Principal Contact person Telephone number Amount
Audit
Are you currently aware of any Audit investigation against you/the company? YES NO If ‘YES' provide details
Appointment of representative/agent (Power of Attorney)
1 rhe undersiqned confirm that I require a Tax Clearance Certificate In respect of Tenders or Goodstanding
1 hereby authorise and instruct to apply to and receive from
SARS the applicable Tax Clearance Certificate on my/our behalf
Signature of representative/agent Date Name of
representative/
agent
Declaration
I declare that the information furnished in this application as well as any supporting documents is true and correct in every respect.
Signature* of appticant/Puhlir Officer Date
Name of applicant/ Public Officer
Notes:
1. It is a serious offence to make a false declaration.
Z. Section 75 of the Income Tax Act. 1962, states Any person who
(a) fails or neglects to furnish, file or submit any return or document as and when required by or under this Act; or
(b) without just cause shown by him. refuses or neglects to-
(I) furnish, produce or make available any information, documents or things;
(ft) reply to or answer truly and fully, any questions put to him
As and when required m terms of this Act... shall be guilty of an offence ...
3 SARS will, under no circumstances, issue a Tax Clearance Certificate unless this form is completed in full.
4. Your Tax Clearance Certificate will only be issued on presentation of your South African Identity Document or Passport (Foreigners only) as applicable.
Pig* 2 of 2
yeo»(s)
22
South African Revenue Service Suid-Afrikaanse Inkomstediens
Uphikc Iweamali Ezmgenayo eNingizimu Afnka Tirelomatfotlo ya Afrika-Borwa
Tax Clearance Certificate Number 0064/1/2005/0001088683
Tax Clearance Certificate-Tender
Identity Number/ Passport Number
Company Registration Number
Income Tax Reference Number vAT/Diesel Registration Number
PAYE Registration Number
SDL Registration Number
UIF Registration Number
It is hereby confirmed that, on the basis of the information at my disposal, the above-mentioned taxpayer has not contravened the provisions of Income Tax Act (1962), Value Added Tax Act (1991) Employees Tax (PAYE as contained within the IncomeTax Act 1962), Skills Development Levies Act (1999) or Unemployment Insurance Contnbutions Act (2002). as at date of this certificate.
This Certificate is Valid for a period of 1 (One) Year from the date of approval
Verification of this certificate can be done at any SARS Revenue office nationwide.
Photo copies of this certificate are not valid
SARS reserves the nghi to withdraw this certificate at any time should it prevail that any taxes, levies or duties are due and outstanding by the abovementioned taxpayer dunng the one year period for which the certificate is valid
This certificate Is issued free aj charge hy SARS
Enquiries 0860 12 12 18
Approved Date Trading Name SARS
200a 10 DB
Legal Name SARS
Expiry Date
2006*10-09
23
DECLARATION OF INTEREST
1. Any legal person, including persons employed by the state, or persons having a kinship with persons
employed by the state, including a blood relationship, may make an offer or offers in terms of this invitation to
bid(includes an advertised competitive bid, a limited bid, a proposal or written price quotation).In view of
possible allegations of favouritism, should the resulting bid, or part thereof, be awarded to persons employed
by the state, or to persons connected with or related to them, it is required that the bidder or his/her authorized
representatives declare his/her position in relation to the evaluating/adjudicating authority where- the bidder is
employed by the state; and/or
- the legal person on whose behalf the bidding document is signed, has a relationship with persons/ a person who are/is involved in the evaluation and or adjudication of the bid(s), or where it is known that such a relationship exists between the person or persons for or on whose behalf the declarant acts and persons who are involved with the evaluation and or adjudication of the bid.
2. In order to give effect to the above, the following questionnaire must be completed and submitted with the bid.
2.1 Full Name of bidder or his or her representatives: ........................................................
2.2 Identity Number: ............................................................................................................
2.3 Position occupied in the Company (director, trustee, shareholder, member):
2.4 Registration number of company, enterprise, close corporation, partnership agreement or trust:
2.5 Tax Reference Number: ...............................................................................
2.6 VAT Registration Number: .......................................................................................
2.6.1 The names of all directors/trustees/shareholders/members, their individually identity numbers, tax reference numbers and, if applicable, employee/PERSAL number must be indicated in paragraph 3 below.
1“state means-
(a) any national or provincial department, national or provincial public entity or constitutional within the
meaning of the Public Finance Management Act,1999(Act No.1 of 1999);
(b) any municipality or municipal entity;
(c) provincial legislature;
(d) national Assembly or the national Council of provinces; or
(e) Parliament
2“shareholder ‘’means a person who owns shares in the company and is actively involved in the management of the enterprise or
business and exercises control over the enterprise.
2.7 Are you or any person connected with the bidder presently employed by the state? YES/NO 2.7.1 If so, furnish the following particulars:
Name of person /director /trustees /shareholder /member: ................................................................ Name of state institution at which you or the person connected to the bidder is employed: ...............................................................
Position occupied in the state institution: ............................................................... Any other particulars:
2.7.2 If you are presently employed by the state, did you obtain YES/NO the appropriate authority to undertake remunerative work outside
24
employment in the public sector?
2.7.2.1 If yes, did you attach proof of such authority to the bid YES/NO
document?
(Note: Failure to submit proof of such authority, where applicable, may result in the disqualification of the bid.)
2.7.2.2 If no, furnish reasons for non-submission of such proof:
2.8 Did you or your spouse, or any of the company’s directors/ YES/NO trustees/ shareholders / members or their spouse conduct business with the state in the previous twelve months?
2.8.1 If so, furnish particulars:
2.9 Do you, or any person connected with the bidder, have YES/NO any relationship (family, friend, other) with a person employed by the state and who may be involved with the evaluation and or adjudication of this bid?
2.9.1 If so, furnish particulars:
2.10 Are you, or any person connected with the bidder, YES/NO aware of any relationship (family, friend, other) between any other bidder and any person employed by the state who may be involved with the evaluation and or adjudication of this bid?
2.10.1If so, furnish particulars:
2.11 Do you or any of the directors / trustees / shareholders / members YES/NO of the company have any interest in any other related companies whether or not they are bidding for this contract?
2.11.1 If so, furnish particulars:
25
4 DECLARATION
I, THE UNDERSIGNED (NAME) ....................................................................... CERTIFY THAT THE INFORMATION FURNISHED IN PARAGRAPH 2 and 3 ABOVE IS CORRECT. I ACCEPT THAT THE STATE MAY REJECT THE BID OR ACT AGAINST ME SHOULD THIS DECLARATION PROVES TO BE FALSE.
Signature
Name of bidder
3 Full details of directors /trustees / members /shareholders.
Full Name Identity Number Personal Income Tax Reference Number
State Employee Number/ Persal Number
Date
Position
26
DECLARATION OF BIDDER’S PAST SUPPLY CHAIN MANAGEMENT PRACTICES
1 This Standard Bidding Document must form part of all bids invited.
2 It serves as a declaration to be used by Institutions in ensuring that when goods and services are being procured, all reasonable steps are taken to combat the abuse of the supply chain management system.
3 The bid of any bidder may be disregarded if that bidder, or any of its directors have-
a. abused the institution supply chain management system b. committed fraud or any other improper conduct in relation to such system; or c. failure to perform on any previous contract.
4 In order to give effect to the above, the following questionnaire must be completed and submitted with the bid.
Item Question Yes No
4.1 Is the bidder or any of its directors listed on the National Treasury’s Database of Restricted Suppliers as companies or persons prohibited from doing business with the public sector?
(Companies or persons who are listed on this Database were informed in
Writing of this restriction by the Accounting Officer/Authority of the institution that imposed the restriction after the audi alteram partem rule
was applied).
Yes □
No □
The Database of Restricted Suppliers now resides on the National Treasury’s website(www.treasury.gov.za) and can be accessed by clicking on its link at the
bottom of the home page.
4.1.1 If so, furnish particulars:
4.2 Is the bidder or any of its directors listed on the Register for Tender Defaulters in terms of section 29 of the Prevention and Combating of Corrupt Activities Act (No 12 of 2004)?
Yes □
No □
The Register for Tender Defaulters can be accessed on the National Treasury’s website (www.treasury.gov.za) by clicking on its link at the
bottom of the home page.
4.2.1 If so, furnish particulars:
4.3 Was the bidder or any of its directors convicted by a court of law (including a court of law outside the Republic of South Africa) for fraud or corruption during the past five years?
Yes □
No □
4.3.1 If so, furnish particulars:
4.4 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 □
4.4.1 If so, furnish particulars:
27
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
Name of Bidder
Date
Position
28
PREFERENCE POINTS CLAIM FORM IN TERMS OF THE PREFERENTIAL
PROCUREMENT REGULATIONS 2011
This preference form must form part of all bids invited. It contains general information and serves as a claim form for preference points for Broad-Based Black Economic Empowerment (B-BBEE) Status Level of Contribution
NB: BEFORE COMPLETING THIS FORM, BIDDERS MUST STUDY THE GENERAL CONDITIONS, DEFINITIONS AND DIRECTIVES APPLICABLE IN RESPECT OF B- BBEE, AS PRESCRIBED IN THE PREFERENTIAL PROCUREMENT REGULATIONS, 2011.
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 90
1.3.1.2 B-BBEE STATUS LEVEL OF CONTRIBUTION 10
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 required by the purchaser.
2. DEFINITIONS
29
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;
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;
30
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 90/10 PREFERENCE POINT SYSTEMS
A maximum of 90 points is allocated for price on the following basis:
90/10
Ps = 90
Pt - P min 1 -' . V P min
31
Points scored for comparative price of bid under
consideration Comparative price of bid under
consideration Comparative price of lowest acceptable bid
Where
Ps
Pt
Pmin
32
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:
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 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
B-BBEE Status Level of Contributor
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
33
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: 1 = 10 (maximum 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 name of the sub-contractor? ................................................................................................
(iii) the B-BBEE status level of the sub-contractor? ...................................................................
(iv) whether the sub-contractor is an EME? YES / NO (delete which is not applicable)
9 DECLARATION WITH REGARD TO COMPANY/FIRM
9.1 Name of company/firm : .........................
9.2 VAT registration number : .........................
9.3 Company registration number
9.4 TYPE OF COMPANY/ FIRM □ Partnership/Joint Venture / Consortium
□ One person business/sole propriety
□ Close corporation
34
□ 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.
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;
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 results
of that person’s conduct; (c) 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;
(d) restrict the bidder or contractor, its shareholders and directors, or only
35
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:
SIGNATURE(S) OF BIDDER(S)
1.
2. DATE: .......
ADDRESS:
36
CERTIFICATE OF INDEPENDENT BID DETERMINATION
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:
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.
CERTIFICATE OF INDEPENDENT BID DETERMINATION I, the undersigned, in submitting the accompanying bid:
37
(Bid Number and Description)
in response to the invitation for the bid made by:
(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;
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 consortium3 will not
be construed as collusive bidding.
7. In particular, without limiting the generality of paragraphs 6 above, there has been no
38
consultation, communication, agreement or arrangement with any competitor 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. 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.
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 business with the public sector for a period not
exceeding ten (10) years in terms of
39
the Prevention and Combating of Corrupt Activities Act No 12 of 2004 or any other
applicable legislation.
Signature
Name of Bidder
SBD 6.2
DECLARATION CERTIFICATE FOR LOCAL PRODUCTION AND CONTENT FOR DESIGNATED SECTORS
This Standard Bidding Document (SBD) must form part of all bids invited. It contains general
information and serves as a declaration form for local content (local production and local content
are used interchangeably).
Before completing this declaration, bidders must study the General Conditions, Definitions,
Directives applicable in respect of Local Content as prescribed in the Preferential Procurement
Regulations, 2011, the South African Bureau of Standards (SABS) approved technical
specification number SATS 1286:2011 (Edition 1) and the Guidance on the Calculation of Local
Content together with the Local Content Declaration Templates [Annex C (Local Content
Declaration: Summary Schedule), D (Imported Content Declaration: Supporting Schedule to
Annex C) and E (Local Content Declaration: Supporting Schedule to Annex C)].
1. General Conditions
Date
Position
40
1.1. Preferential Procurement Regulations, 2011 (Regulation 9) makes provision for the
promotion of local production and content.
1.2. Regulation 9.(1) prescribes that in the case of designated sectors, where in the award of
bids local production and content is of critical importance, such bids must be advertised with
the specific bidding condition that only locally produced goods, services or works or locally
manufactured goods, with a stipulated minimum threshold for local production and content
will be considered.
1.3. Where necessary, for bids referred to in paragraph 1.2 above, a two stage bidding process
may be followed, where the first stage involves a minimum threshold for local production and
content and the second stage price and B-BBEE.
1.4. A person awarded a contract in relation to a designated sector, may not sub-contract in such
a manner that the local production and content of the overall value of the contract is reduced
to below the stipulated minimum threshold.
1.5. The local content (LC) expressed as a percentage of the bid price must be calculated in
accordance with the SABS approved technical specification number SATS 1286: 2011 as
follows:
LC = [1 - x / y] * 100
Where
x is the imported content in Rand
y is the bid bid price in Rand excluding value added tax (VAT)
Prices referred to in the determination of x must be converted to Rand (ZAR) by using the
exchange rate published by South African Reserve Bank (SARB) at 12:00 on the date of
advertisement of the bid as indicated in paragraph 4.1 below.
SBD 6.2
The SABS approved technical specification number SATS 1286:2011 is accessible
on http:/www.thedti.gov.za/industrial development/ip.jsp at no cost.
1.6 A bid may be disqualified if -
(a) this Declaration Certificate and the Annex C (Local Content Declaration: Summary
Schedule) are not submitted as part of the bid documentation; and
(b) the bidder fails to declare that the Local Content Declaration Templates (Annex C, D
and E) have been audited and certified as correct.
2. Definitions
41
2.1. “bid” includes written price quotations, advertised competitive bids or proposals;
2.2. “bid price” price offered by the bidder, excluding value added tax (VAT);
2.3. “contract” means the agreement that results from the acceptance of a bid by an organ of
state;
2.4. “designated sector” means a sector, sub-sector or industry that has been designated by
the Department of Trade and Industry in line with national development and industrial
policies for local production, where only locally produced services, works or goods or locally
manufactured goods meet the stipulated minimum threshold for local production and
content;
2.5. “duly sign” means a Declaration Certificate for Local Content that has been signed by the
Chief Financial Officer or other legally responsible person nominated in writing by the Chief
Executive, or senior member / person with management responsibility(close corporation,
partnership or individual).
2.6. “imported content” means that portion of the bid price represented by the cost of
components, parts or materials which have been or are still to be imported (whether by the
supplier or its subcontractors) and which costs are inclusive of the costs abroad (this
includes labour or intellectual property costs), plus freight and other direct importation
costs, such as landing costs, dock duties, import duty, sales duty or other similar tax or
duty at the South African port of entry;
2.7. “local content” means that portion of the bid price which is not included in the imported
content, provided that local manufacture does take place;
2.8. “stipulated minimum threshold” means that portion of local production and content as
determined by the Department of Trade and Industry; and
2.9. “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.
3. The stipulated minimum threshold(s) for local production and content (refer to
Annex A of SATS 1286:2011) for this bid is/are as follows:
4. Does any portion of the services, works or goods offered
have any imported content?
Description of services, works or goods
SBD 6.2
Stipulated minimum threshold
42
4.1 If yes, the rate(s) of exchange to be used in this bid to calculate the local content as
prescribed in paragraph 1.5 of the general conditions must be the rate(s) published by
SARB for the specific currency at 12:00 on the date of advertisement of the bid.
The relevant rates of exchange information is accessible on www.reservebank.co.za.
Indicate the rate(s) of exchange against the appropriate currency in the table below (refer to
Annex A of SATS 1286:2011):
NB: Bidders must submit proof of the SARB rate (s) of exchange used.
5. Were the Local Content Declaration Templates (Annex C, D and E) audited and
certified as correct?
(Tick applicable box)
5.1. If yes, provide the following particulars:
(a) Full name of auditor: ............
(b) Practice number: .............................
(c) Telephone and cell number:
(d) Email address: .............................................................................................................
(Documentary proof regarding the declaration will, when required, be submitted to the satisfaction of the Accounting Officer / Accounting Authority)
SBD 6.2
6. Where, after the award of a bid, challenges are experienced in meeting the stipulated
minimum threshold for local content the dti must be informed accordingly in order for the dti
to verify and in consultation with the AO/AA provide directives in this regard.
LOCAL CONTENT DECLARATION (REFER TO ANNEX B OF SATS 1286:2011)
LOCAL CONTENT DECLARATION BY CHIEF FINANCIAL OFFICER OR OTHER LEGALLY
RESPONSIBLE PERSON NOMINATED IN WRITING BY THE CHIEF EXECUTIVE OR SENIOR
(Tick applicable box)
YES □ NO 1=1
Currency Rates of exchange US Dollar
Pound Sterling
Euro
Yen
Other
YES = NO
43
MEMBER/PERSON WITH MANAGEMENT RESPONSIBILITY (CLOSE CORPORATION,
PARTNERSHIP OR INDIVIDUAL)
IN RESPECT OF BID NO .........................................................................................
ISSUED BY: (Procurement Authority / Name of Institution):
NB
1 The obligation to complete, duly sign and submit this declaration cannot be transferred to an
external authorized representative, auditor or any other third party acting on behalf of the bidder.
2 Guidance on the Calculation of Local Content together with Local Content Declaration
Templates (Annex C, D and E) is accessible on http://www.thdti.gov.za/industrial
development/ip.jsp. Bidders should first complete Declaration D. After completing Declaration D,
bidders should complete Declaration E and then consolidate the information on Declaration C.
Declaration C should be submitted with the bid documentation at the closing date and time
of the bid in order to substantiate the declaration made in paragraph (c) below. Declarations
D and E should be kept by the bidders for verification purposes for a period of at least 5 years.
The successful bidder is required to continuously update Declarations C, D and E with the actual
values for the duration of the contract.
I, the undersigned, .......................................................................................................... (full
names),
do hereby declare, in my capacity as ..........................................................................
of ..................................................................................................................... (name of bidder
entity), the following:
(a) The facts contained herein are within my own personal knowledge.
(b) I have satisfied myself that:
(i) the goods/services/works to be delivered in terms of the above-specified bid comply
with the minimum local content requirements as specified in the bid, and as
measured in terms of SATS 1286:2011; and
(ii) the declaration templates have been audited and certified to be correct.
(c) The local content percentage (%) indicated below has been calculated using the formula
given in clause 3 of SATS 1286:2011, the rates of exchange indicated in paragraph 4.1 above
and the information contained in Declaration D and E which has been consolidated in Declaration
C:
If the bid is for more than one product, the local content percentages for each product
contained in Declaration C shall be used instead of the table above.
The local content percentages for each product has been calculated using the formula
given in clause 3 of SATS 1286:2011, the rates of exchange indicated in paragraph 4.1
Bid price, excluding VAT (y) R
Imported content (x), as calculated in terms of SATS 1286:2011 R
Stipulated minimum threshold for local content (paragraph 3 above)
Local content %, as calculated in terms of SATS 1286:2011
44
above and the information contained in Declaration D and E.
(d) I accept that the Procurement Authority / Institution has the right to request that the local
content be verified in terms of the requirements of SATS 1286:2011.
(e) I understand that the awarding of the bid is dependent on the accuracy of the information
furnished in this application. I also understand that the submission of incorrect data, or data
that are not verifiable as described in SATS 1286:2011, may result in the Procurement
Authority / Institution imposing any or all of the remedies as provided for in Regulation 13 of
the Preferential Procurement Regulations, 2011 promulgated under the Preferential Policy
Framework Act (PPPFA), 2000 (Act No. 5 of 2000).
RICING SCHEDULE (Professional Services)
NAME OF BIDDER:
SIGNATURE: DATE:
WITNESS No. 1 DATE:
WITNESS No. 2 DATE:
PARA NO: DESCRIPTION CURRENCY
BID PRICE IN RSA
Price quote as a percentage % Rate %
BID
DESCRIPTION: