PRETORIA, JOHANNESBURG AND MPUMALANGA FOR THE PERIOD OF 24 MONTHS.

In the event that the COMPANY submits an offer, include a copy of the resolution of its board of directors authorizing a director or other officer of the company to sign documents on behalf of the company. In the event that the bid is submitted by a COVERED COMPANY, please include a copy of the resolution of its members authorizing a member or other officer of the company to sign the documents on behalf of each member.

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

Are you, or any person connected with the bidder, YES/NO aware of any relationship (family, friend, other) between

Do you or any of the directors / trustees / shareholders / members YES/NO of the company have any interest in any other related companies

Note: Failure to submit proof of such authorization, where applicable, may result in the disqualification of the bid. I AGREE THAT THE STATE MAY DEFEND THE BID OR ACT AGAINST ME IF THIS STATEMENT REMAINS 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

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:. -THE LEVEL OF BBEE STATUS OF THE ALLEGED CONTRIBUTION AT ALL IN PARAGRAPHS 1.4 AND 4.1 PARAGRAPHS 1.4 AND 4.1. 6.1 Contributor's B-BBEE status level:.

CERTIFICATION

CERTIFICATE OF INDEPENDENT BID DETERMINATION

THE APPOINTMENT OF A SERVICE PROVIDER TO PROVIDE STORAGE FACILITIES FOR THE MICROFILM ROLLS FOR THE ACT REGISTRIES, PRETORIA, JOHANNESBURG AND MPUMALANGA FOR THE PERIOD OF 24 MONTHS. following the invitation to bid of:. I am authorized by the bidder to sign this Certificate and make the corresponding bid on behalf of the bidder. Each person whose signature appears on the accompanying bid is authorized by the bidder to establish the terms and conditions and sign the bid on behalf of the bidder;.

For the purposes of this Certificate and the associated bid, I understand that the word "competitor" includes any person or organization, other than the bidder, whether affiliated with the bidder or not, that:. a) has been requested to make a bid in response to this invitation to bid;. In addition, there have been no consultations, communications, agreements or arrangements with any competitor regarding the quality, quantity, specifications and terms or delivery details of the products or services subject to this invitation to tender. The terms of the accompanying offer 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 opening of the offer or the award of the contract.

TERMS OF REFERENCE FOR THE APPOINTMENT OF A SERVICE PROVIDER FOR THE PROVISION OF MICROFILM ROLL STORAGE FACILITIES FOR THE RECORDING OF ACTS.

TERMS OF REFERENCE FOR THE APPOINTMENT OF A SERVICE PROVIDER TO PROVIDE STORAGE FACILITIES FOR THE MICROFILM ROLLS FOR THE DEEDS REGISTRY

The Department of Rural Development and Land Reform: Deeds Registry Pretoria, Johannesburg and Mpumalanga, seeks to appoint a service provider to provide storage

SCOPE OF WORK

Microfilms rolls must be collected at the current service provider’s premises

Metro file

The following are the minimum requirements for storage of microfilm rolls that should be adhered to but not limited to as per SANS 10141:2011

Air-conditioning system

TERMS OF REFERENCE FOR THE APPOINTMENT OF A SERVICE PROVIDER FOR THE PROVISION OF MICROFILM ROLL STORAGE SPACE FOR PRETORIO.

TERMS OF REFERENCE FOR THE APPOINTMENT OF A SERVICE PROVIDER TO PROVIDE STORAGE FACILITIES FOR THE MICROFILM ROLLS FOR THE PRETORIA,

FIRE PROTECTION
HUMIDITY
TEMPERATURE
MONITORING CONDITION
CLEANING OF THE FACILITY
DELIVERABLES

The service provider must provide the Deeds Registries with a report on the quality of the films every three months
Testing of microfilm rolls must be done quarterly by the qualified person (sample of 40 rolls for Pretoria, 30 rolls for Johannesburg and 10 rolls for Mpumalanga Deeds

PROPOSAL REQUIREMENTS

Bidders are specifically encouraged to ensure that the contents of these terms of references are brought to the attention of professional and technical staff, employed
Company Profile
Detailed experience relevant to the requirements of the project
Detailed methodology/ work plan of the project with clear timelines for each task to be completed
A contingency plan that stipulates actions to be taken if any activity detailed in the Project plan is hampered
Attachments as per annexure A requirements on the grey shaded area

MANDATORY REQUIREMENTS

Reference conditions for appointing a service provider for providing space for storage microfilms for praetor, storage of microfilms for pretoria registers, Johannesburg and MPUMALANGA for 24 months on 1 March 2021 humidity so that you can maintain them constantly and within the prescribed limits. Failure to comply with the terms and conditions set forth herein will result in bid disqualification.

Bidders must comply with the requirements and submit all the required documents listed below along with the tender documents on the day and at the time of closing of bids.

Bidders must comply with the requirements and submit all required document(s) indicated hereunder with the bid documents at the closing date and time of bid. This

Bidders are required to be registered on the Central Supplier Database and the Department of Rural Development and Land Reform shall verify the bidder’s tax
Annexure A (Compulsory questionnaire) must be fully completed. Non-compliance will result in disqualification
The bidder must submit proof of comprehensive Insurance cover they have or quotation from a reputable insurance company. The cover should be of the minimum value of
Failure to attend the compulsory briefing session will disqualify bidder’s proposal
BID EVALUATION PROCESS

It is therefore a condition of this offer that the bidder's tax affairs are in order at any time from the closing date of the offer. The value scored for each criterion is multiplied by the specified weighting for that criterion to obtain the points scored for each criterion. These marks are added up and expressed as a fraction of the best possible score for all criteria.

The functionality is assessed based on the supporting documentation provided by the bidders in accordance with the functionality criteria and values below. In the first phase, bids are assessed for functionality, while in the second phase, the site inspection and third phase evaluation are carried out in accordance with the 80/20 preferred point system as defined below. The evaluation of the functionality will be individually evaluated by members of the Bid Evaluation Committee in accordance with the functionality criteria and values below.

The appropriate values that will be used in scoring each criterion range from: 1 is poor, 3 is good, and 5 is excellent.

EVALUATION CRITERIA

GUIDELINES FOR CRITERIA APPLICATION WEIGHT 1.ABILITY AND

CAPABILITIES

Evaluation of information as set out in annexure A

Company experience: experience of the firm in this service

NB: Proof should include both value and duration of the projects as well as contactable reference. Letter not

METHODOLOGY

Detailed broad methodologies covering the proposed scope of work, including task descriptions and how those tasks will be performed on a day-to-day basis; a proposed work schedule/worksheet/work plan with clear milestones and time frames for each task to be completed. 3 Good = Proposed scope of work, work schedule/worksheet/work plan with clear milestones and time frames. 5 Excellent = anything above the rating of Good (3), including a contingency plan with clear turnaround times for how unforeseen challenges will be resolved.

All Service Providers who will score less than sixty (60) out of hundred (100) points for functionality, will not be considered further and will be regarded as submitting a non-
Second Stage –Site Inspection
A Compulsory site inspection will be done on the facility of all those bidders who
and above on the first step of evaluation. Noncompliance with the requirements set out in Annexure A, could lead to disqualification

Only bids that were compliant during the site inspection will be evaluated further in accordance with the 80/20 preference points system
Calculating of points for B-BBEE status level of contribution
BBEE Status Level of Contributor Number of Points

Points earned by a bidder in relation to the level of B-BBEE contribution will be added to the points earned for the award. The appointment of the successful Bidder is subject to the execution of a Service Level Agreement (SLA) between DALRRD and the successful Bidder that governs all rights and obligations in relation to the services requested. The SLA shall be prepared by DALRRD to include such terms and conditions as are normally contained in agreements of this nature, together with any other terms and conditions required by DALRRD (whether arising from the specifications of the successful tenderer's proposal or otherwise). .

The successful bidders must commit to disclosing information related to the contract only within the scope of the SLA and only to the parties specified in the SLA, both during the contract period and thereafter. Accept no responsibility/liability for any bills/expenses incurred by the Service Provider that have not been agreed upon by the contracting parties. Accept no responsibility/liability for any damage suffered by the Service Provider or staff for the duration of the project.

The DALRRD will enter into a Service Level Agreement upon the appointment of the suitable Service Provider.

Pretoria

CONTACT PERSON

Nelspruit Mr. CJ Mojela

Compulsory Information Session
Is the storage facility a vault designed specifically to store microfilm?
Is the facility equipped with an automated fire suppression system (not water or powder)?
Please provide us with the specifications of your systems. (Refer to Question 2-3 above)
Is the facility fitted with an air-conditioning system that can keep the temperature in the facility constant in the range 15-
Is the facility fitted with an air-conditioning system that can keep the humidity in the facility constant in the range 20-40
Will fluctuations in temperature exceed 5 % in a 24 hour period?
Please provide us with the specifications of your systems and also indicate how you will monitor the
Do you have storage facility at the site of each Deeds Registry.(Pretoria, Johannesburg and Nelspruit)

The storage facility in which the microfilm rolls are to be stored must comply with the following requirements (Please indicate below if your facility complies. Is the facility equipped with an air conditioning system that can keep the temperature in the facility constant in the range of 15- keep the temperature in the facility constant in the range of 15- 20 degrees Celsius Is the facility equipped with an air conditioning system that can keep the humidity in the facility constant in the range 20-40, keep the humidity in the facility constant in the range 20-40 per cent.

Please provide us with the specifications of your systems and also indicate how you will monitor the systems and also indicate how you will monitor the temperature and humidity (see question 5-7 above). Do you have storage facilities at the location of each register of deeds. (Pretoria, Johannesburg and Nelspruit) Registration. (Pretoria, Johannesburg and Nelspruit) 10.

If the response is not how will your institution render the service

Is the vault kept clean free from dust and any chemical and hazardous gasses which may be harmful to the microfilms?
Does the facility have an independent circulating system to keep the air free from pollutants and dust and to prevent
Indicate how question 11 and 12 will be achieved
Please indicate what security measure you have in place
Is the vault raised/ higher than the surrounding area?
Please provide specifics with reference to question 16 18. Indicate what process you will follow to test the quality

Is the vault kept clean and free of dust and any chemical and hazardous gases that may be harmful to the microfilms. Does the facility have an independent circulation system to keep the air free of pollutants and dust and to prevent the air from being kept clean of pollutants and dust and to prevent unfiltered air from entering. The testing of rollers shall be in accordance with the guidelines set out by the South African National Standards.

Provide specifications of question 19 and 20

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

5 RSA

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

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.

As specified in SCC, the supplier may be required to provide any or all of the following materials, notices and information relating to parts manufactured or distributed by the supplier:. a) such parts as the buyer may elect to purchase from the supplier, provided that this election does not relieve the supplier of any warranty obligations under the contract; and. b) in the event of cessation of production of the parts:. i) Advance notice to the buyer of the pending termination, in sufficient time to enable the buyer to obtain necessary requirements; and. ii) after such termination, providing the blueprints, drawings and specifications of the parts, at no cost to the buyer, if requested. 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 possible after receipt of Supplier's notice, Buyer shall evaluate the situation and may, in its sole discretion, extend Supplier's time for performance, with or without the imposition of penalties, in which case the extension by the parties shall be confirmed by an amendment. of agreement.

13may be due to him

Termination for insolvency
Settlement of Disputes
Limitation of liability
Governing language
Applicable law
Taxes and duties
National Industrial

All correspondence and other documents relating to the contract exchanged by the parties must also be written in English. Prior to awarding a tender, the department must be in possession of a tax clearance certificate submitted by the tenderer. 89 of 1998, as amended, an agreement between or concerted practice between undertakings or a decision taken by an association of undertakings is prohibited if it is between parties in a horizontal relationship and if a tenderer(s) is or a contractor(s) ) was/were involved in secret bidding (or bid-rigging).