In the case of a COMPANY submitting a tender, include a copy of a resolution by its board of directors authorizing a director or other officer of the company to sign the documents on behalf of the company. In the case of a CLOSED CORPORATION submitting a tender, include a copy of a resolution by its members authorizing a member or other officer of the corporation to sign the documents on behalf of each member.
Vryburg Deeds Registry
King Williams Town Deeds Registry
Description Unit Price Quantity Lease Period/
Frequency
Total Cost (Unit Price X Quantity
Mpumalanga Deeds Registry
Limpopo Deeds Registry
DECLARATION OF INTEREST
Any legal person, including persons employed by the state¹, or persons having a kinship with persons employed by the state, including a blood relationship, may make an offer or offers in terms
- Position occupied in the Company (director, trustee, shareholder², member)
- Registration number of company, enterprise, close corporation, partnership agreement or trust
- Are you or any person connected with the bidder YES / NO presently employed by the state?
- If so, furnish the following particulars
- If you are presently employed by the state, did you obtain YES / NO the appropriate authority to undertake remunerative
- Did you or your spouse, or any of the company’s directors / YES / NO trustees / shareholders / members or their spouses conduct
- If so, furnish particulars
- Do you, or any person connected with the bidder, have YES / NO any relationship (family, friend, other) with a person
- If so, furnish particulars
- Are you, or any person connected with the bidder, YES/NO aware of any relationship (family, friend, other) between
- If so, furnish particulars
- Do you or any of the directors / trustees / shareholders / members YES/NO of the company have any interest in any other related companies
- If so, furnish particulars
Note: Failure to provide proof of such authorization where applicable may result in disqualification of the bid. I AGREE THAT THE STATE MAY REJECT THE OFFER OR TAKE ACTION AGAINST ME IF THIS STATEMENT IS PROVEN TO BE FALSE.
I ACCEPT THAT THE STATE MAY REJECT THE BID OR ACT AGAINST ME SHOULD THIS DECLARATION PROVE TO BE FALSE
PREFERENCE POINTS CLAIM FORM IN TERMS OF THE PREFERENTIAL
- GENERAL CONDITIONS
- BBEE STATUS LEVEL OF CONTRIBUTOR 20 Total points for Price and BBEE must not
- POINTS AWARDED FOR PRICE
- POINTS AWARDED FOR B-BBEE STATUS LEVEL OF CONTRIBUTOR
- BBEE Status Level of Contributor
- BID DECLARATION
- B-BBEE STATUS LEVEL OF CONTRIBUTOR CLAIMED IN TERMS OF PARAGRAPHS 1.4 AND 4.1
- SUB-CONTRACTING
- DECLARATION WITH REGARD TO COMPANY/FIRM
It contains general information and serves as a claim form for preference points for Broad-Based Black Economic Empowerment (B-BBEE) Status Contribution Level. -BBEE CONTRIBUTOR STATUS LEVEL 20 Total points for Price and B-BBEE not required Total points for Price and B-BBEE no. Pursuant to Regulation 6 (2) of the Preferential Procurement Regulation, preference points must be awarded to a bidder for achieving the B-BBEE contribution status level in accordance with the following table:.
-BBEE STATUS LEVEL OF CONTRIBUTOR RISK IN TERMS OF PARAGRAPH 1.4 AND 4.1 PARAGRAPH 1.4 AND 4.1. 6.1 B-BSEB status level of contributor:. Marks claimed in respect of paragraph 6.1 must be in accordance with the table reflected in paragraph 4.1 and must be substantiated by relevant evidence of B-BSEB status level of contributor. If the B-BSEB status level of contributor has been claimed or obtained on a fraudulent basis or any of the contract conditions have not been met, the buyer may, in addition to any other remedy he may have –. a) disqualifies the person from the bidding process;.
The restricted suppliers database is now on the National Treasury website (www.treasury.gov.za) and can be accessed by clicking on its link at the bottom of the website. The register of tender defaulters can be accessed on the National Treasury website (www.treasury.gov.za) by clicking on the link at the bottom of the website.
CERTIFICATION
CERTIFICATE OF INDEPENDENT BID DETERMINATION
I understand that the accompanying bid will be disqualified if this certificate is found not to be true and complete in all respects. I am authorized by the bidder to sign this certificate and submit the accompanying bid on behalf of the bidder. Any 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.
For the purposes of this acknowledgment and the attached offer, I understand that the word "competitor" includes any individual or organization, other than the offeror, whether or not affiliated with the offeror, who: a) has been invited to submit an offer in response to invitation to tender; The Offeror has arrived at the attached offer independently and without consultation, communication, agreement or arrangement with any competitor. Furthermore, there have been no consultations, communications, agreements or arrangements with any competitor regarding the quality, quantity, specifications and terms or details of supply of the products or services covered by this invitation to tender.
The terms of the accompanying offer have not been disclosed and will not be disclosed by the offeror, directly or indirectly, to any competitor prior to the date and time of the official opening of the bid or the award of the contract. I am aware that, in addition to and without prejudice to any other means provided to combat any restrictive practices in relation to offers and contracts, offers that are suspicious will be reported to the Competition Commission for investigation and possible imposition of administrative penalties in terms of Article 59 of the Competition Law no. 89 of 1998 and may either 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 Law on Prevention and Combating Corrupt Activities No. 12 of 2004 or any other legislation in force.
1 INTRODUCTION
The objective of the bid is to appoint a Service Provider for leasing, support and maintenance of a total of 60 scanners in the following Deeds Registry
The day-to-day scanning process is currently implemented in all the Deeds Registries whereby all deeds and documents are scanned in electronic .tif (Tagged
The bidder is going to lease, support and maintain the scanners for the period of 36 months. Support and maintenance will also include servicing of the scanners and
Minimum technical specification for paper scanner
QUANTITIES
Service support
Standard Services Required Frequency
MANDATORY REQUIREMENTS
Bidders must comply with the requirements and submit all required document(s) indicated hereunder with the bid documents at the closing date
Bidders are required to be registered on the Central Supplier Database (CSD) and the Department of Agriculture, Land Reform and Rural Development shall verify the
Bidder must meet all the technical requirements specified below
Manufacturer’s accreditation certificate or letter proving that the bidder has received training to install and maintain the equipment. The Department reserves the right to
Repair and replacement plan for the duration of the project
Device Specification Evidence (Brochure/Catalogue)
The Bidder must be either an Exempted Micro Enterprise (EME) or Qualifying Small Business Enterprise (QSE)
The evaluation criteria for the assessment of proposals will include Technical Compliance, Functionality, Presentation and testing, Price and Preferential points
First Stage Technical Compliance Normal Scanner
Compliant with Specification
Remarks (Based on
32 and 64 bit) Throughput scanning
- Second Stage Evaluation Criteria on Functionality
Bidders must submit, as part of their bid documents, supporting documentation for all functional requirements as indicated below. The Bid Evaluation Committee (BEC) responsible for scoring the respective bids will evaluate and score all bids based on their submissions and the information provided. The value scored for each criterion is multiplied by the specified weighting for that criterion to obtain the points scored for each criterion.
These points will be added and expressed as a fraction of the best possible score for all criteria. Functionality will be evaluated based on the supporting documentation provided by the bidders in accordance with the below functionality criteria and values. At the first stage, bids will be evaluated on functionality, at the second stage will be the presentation and testing of technical compliance, while at the third stage, evaluation will be done in accordance with 80/20 preference points system as detailed below.
The evaluation of the functionality will be evaluated individually by members of the offer evaluation committee in accordance with the below functionality criteria and values. TERMS FOR TRAINING OF A SERVICE PROVIDER FOR LEASING, SUPPORT AND MAINTENANCE OF 60 SCANNERS FOR THE DEEDS: PRETORIA, JOHANNESBURG, PIETERMARITZBURG, BLOEMFONTEIN, NELSPRUITBERLY, KING WILLIAM, KING WILLIAM, KING WILLIAM. OD IN 36 MONTHS.
WEIGHTS AND VALUES FOR THE FUNCTIONALITY EVALUATION CRITERIA 1 = Poor 2 = Fair 3 = Good 4 = Very Good 5 = Excellent
EVALUATION CRITERIA
GUIDELINES FOR CRITERIA APPLICATION WEIGHT 1. ABILITY AND
CAPABILITY
NB: The content of the reference letters/testimonials must indicate the type of services rendered, period
Company Experience and clear credentials of the firm in this service
METHODOLOGY Broad proposed methodologies in line with the scanner equipment maintenance. Detailed Work plan with clear
Scoring Criterion
1 Poor
2 Fair
3 Good
Very Good 5
Excellent Experience of
Above 5 years’
- Third Stage - Evaluation on Presentation and Testing
- Fourth Stage - Evaluation in terms of 80/20 Preference Points System
- Calculating of points for B-BBEE status level of contribution
- BBEE Status Level of Contributor Number of Points (80/20 system)
- Bidders are required to complete the preference claim form (SBD 6.1), and submit their original and valid B-BBEE status level verification certificate or a certified copy
- Only bidders who have completed and signed the declaration part of the preference claim form and who have submitted a B-BBEE Verification Certificate from a
- Failure on the part of the bidder to comply with paragraphs 7.6 and 7.7 above will be deemed that preference points for B-BBEE status level of contribution are not
- The Department of Rural Development and Land Reform may, before a bid is adjudicated or at any time, require a bidder to substantiate claims it has made with
- The points scored will be rounded off to the nearest 2 decimals
- In the event that two or more bids have scored equal total points, the contract will be awarded to the bidder scoring the highest number of preference points for B-BBEE
- However, when functionality is part of the evaluation process and two or more bidders have scored equal points including equal preference points for B-BBEE, the
- Should two or more bids be equal in all respects, the award shall be decided by the drawing of lots
- A contract may, on reasonable and justifiable grounds, be awarded to a bid that did not score the highest number of points
The bids that do not achieve a minimum of 70 points out of 100 points for functionality will be disqualified. IRBA) or an affidavit confirming annual turnover and level of black ownership in the case of an EME and QSE along with the bid will be considered for preference points. A trust, consortium or joint venture (including unincorporated consortia and joint ventures) must submit a consolidated B-BSEB status level verification certificate for each separate tender.
TERMS AND CONDITIONS
- Appointment will be subject to the Service Provider’s express acceptance of the standard bidding documents inclusive of the Government Procurement General
- No material or information derived from the provision of the services under this project may be used for any purpose other than those of the Department except
- Copyright in respect of all documents and electronic data, prepared or developed for the purpose of the project by the Service Provider, shall be vested in the DALRRD
- In the case of appointment the Service Provider will enter into a Service Level Agreement with the Department. This Specification and Terms and Conditions will
- The Service Providers should be available to commence with the project within thirty (30) days upon appointment
- The Department reserves the right to award or not to award this contract
- The Department reserves the right to terminate the contract should the performance of the Service Provider be unsatisfactory
- It is the responsibility of prospective bidders to ensure that their bid documents are submitted before the closing time and date of the bid. Bids received after closing
- Although adequate thought has been given in the drafting of this document, errors such as typos may occur which the Department will not be responsible for
- Any change of information provided in the bid document that may affect delivery of services should be brought to the Department attention as soon as possible. Failure
- Service Providers presenting information intentionally incorrect or fraudulent will be disqualified; and
- Service Providers who have been declared insolvent and wish to do business with the Department must have been rehabilitated and provide the necessary proof
- The Service Provider team members named in the proposal should be retained for the duration of the project. Any replacement of team members must first be
TERMS FOR TRAINING OF A SERVICE PROVIDER FOR LEASING, SUPPORT AND MAINTENANCE OF 60 SCANNERS FOR THE DEEDS: PRETORIA, JOHANNESBURG, PIETERMARITZBURG, BLOEMFONTEIN, NELSPRUITBERLY, KING WILLIAM, KING WILLIAM, KING WILLIAM. OD IN 36 MONTHS. IRBA) or a sworn statement confirming annual turnover and level of black ownership in case of an EME and QSE along with the bid will be considered for preference points.
Payment in respect of services rendered will be made monthly, subject to the submission of detailed report and invoices, subject to verification by the Registrar of
Postal Address: Physical Address
- No briefing session will be conducted; however, enquiries can be directed to the below officials
- CONTACT PERSONS
- All enquiries regarding the bid may be directed to the following
GOVERNMENT PROCUREMENT
GENERAL CONDITIONS OF CONTRACT July 2010
NOTES
Definitions 2. Application
Use of contract documents and information; inspection
Performance security 8. Inspections, tests and analysis
Delivery and documents 11. Insurance
Transportation 13. Incidental services
Warranty 16. Payment
Contract amendments 19. Assignment
Subcontracts
Delays in the supplier’s performance 22. Penalties
Termination for default
Dumping and countervailing duties 25. Force Majeure
Termination for insolvency 27. Settlement of disputes
Taxes and duties
National Industrial Participation Programme (NIPP) 34. Prohibition of restrictive practices
4General Conditions of Contract
1.12 "Force Majeure" means an event beyond the Supplier's control and which is not the fault or negligence of the Supplier and is not foreseeable. 1.13 "Fraudulent Practice" means misrepresentation to influence a tendering process or the performance of a contract to the detriment of a tenderer, and includes collusive practices between tenderers (before or after submission of a bid) to fix bid prices at artificially non-competitive levels and to deprive the bidder of the benefits of free and open competition. 1.15 "Goods" means any equipment, machinery and/or other materials which the supplier is required to supply to the buyer under the contract.
1.16 “Imported content” means that part of the bid price represented by the cost of components, parts or materials which have been or will be imported (whether by the supplier or its subcontractors) and which costs include the costs abroad, plus freight - and other direct import costs such as landing costs, dock fees, import duty, sales tax or other similar tax or levy at the South African place of entry as well as transport and handling costs to the factory in the Republic where the supplies covered by the bid will be manufactured . 1.17 “Local content” means that part of the bid price which is not included in the imported content, provided local manufacturing does take place. 1.18 "Manufacturing" means the production of products in a factory using labour, materials, components and machinery and includes other related value adding activities.
1.19 "Order" means an official written order issued for the supply of goods or works or the rendering of a service. 1.24 “Services” means those functional services ancillary to the supply of the goods, such as transport and any other incidental services, such as installation, commissioning, provision of technical assistance, training, catering, gardening, security, maintenance and the like.
6obligations of the supplier covered under the contract
- Use of contract
- Performance security
- Inspections, tests and
- Delivery and documents
- Incidental services
- Contract amendments
- Delays in the supplier’s
- Termination for default
- Anti-dumping and countervailing
- Force Majeure
- Termination for insolvency
- Settlement of Disputes
- Limitation of liability
- Governing language
- Applicable law
- Taxes and duties
- National Industrial
Such rejected stocks will be held at the expense and risk of the supplier, who will promptly remove them at its own expense upon call-off and immediately replace them with stocks that do meet the requirements of the contract. If the supplier does not deliver the replacement supplies immediately, the buyer may, without giving the supplier any further opportunity to replace the refused supplies, purchase the necessary supplies at the supplier's expense. The details of shipment and/or other documents to be provided by the supplier are specified in SCC.
The supplier further warrants that all goods supplied under this contract will be free from any defect arising from design, material or workmanship (except when the design and/or material is required by the buyer's specifications) or from any act or omission of the supplier, which may develop under normal use of the delivered goods in the conditions prevailing in the country of final destination. Such notice, in the original bid or later, shall not relieve the supplier of any liability or obligation under the contract. As soon as practicable after receiving the supplier's notice, the buyer will evaluate the situation and the supplier may, at its discretion, extend the supplier's time for performance, with or without the imposition of penalties, in which case the extension will be ratified by the parties by amendment will be of contract.
If the supplier does not respond within the specified fourteen (14) days, the buyer may consider the intended penalty as unopposed and may impose it on the supplier. Unless otherwise ordered by the buyer in writing, the supplier shall continue to perform its obligations under the contract to the extent reasonably practicable and shall seek all reasonable alternative means of performance not prevented by the force majeure event.
