Independent Development Trust · Skills and Experience of Key Projects Resources = 45 points,...

Bid No: IDTNW-PROFPANEL2016-18 of 59

Independent Development Trust

EOI NO.: IDTNW-PROFPANEL2016-18

EXPRESSIONS OF INTEREST

FOR PROFESSIONAL SERVICES IN VARIOUS BUILT EVIRONMENT DISCIPLINES

CLOSING DATE: 27th SEPTEMBER 2016 @ 10H00am

Issued by: Independent Development Trust – North West 4059 Joule Street Industrial site Mafikeng 2745

Enquiries: Name: Mojaki Tinyane Telephone: 018 389 3000 Email: [email protected]

Name of Bidder:……………………………………………………………………………………………

Professional Discipline (Tick the appropriate box)

Construction Project Managers □ Quantity Surveying □ Architectural □ Civil Engineering □ Structural Engineering □ Electrical Engineering □

Mechanical Engineering □ Occupational Health and Safety Consultants □

mailto:[email protected]


Contents

Number Heading Page No.

Part T1: Tendering procedures 03

T1.1 Tender notice and invitation to tender 04

T1.2 Tender data 07

Part T2: Returnable documents

T2.1 List of returnable schedules and documents 12

Part C2: Pricing data

C2.1 Pricing instructions 55

Part C3: Scope of work 56


Part T1: Tendering procedures


TENDER NOTICE AND INVITATION TO SUBMIT EXPRESSION OF INTEREST

EOI: IDTNW-PROFPANEL2016-18

INVITATION FOR THE PROCUREMENT OF PROFESSIONAL SERVICE

PROVIDERS PANEL (BUILT ENVIRONMENT) FOR IDT INFRASTRUCTURE PROGRAMMES FOR 2016/2017 AND 2017/2018 FINANCIAL YEARS

The Independent Development Trust is a Schedule 2 Major Public Entity governed by its deed of Trust, the Public Finance Management ACT (Act No. 1 of 1999), as amended by Act of No. 29 0f 1999 (PFMA), and other relevant legislative framework. The IDT is mandated to support government in development programmes implementation across the three spheres of government. Its primary focus is on social infrastructure programme delivery management. The Independent Development Trust in the North West Province hereby invites bids from suitably qualified and experienced Professional Service Providers to form a Pre-Approved Panel of Service Providers for North West Infrastructure Programmes within the Province. The following Disciplines are invited;

Construction Project Managers,

Quantity Surveying,

Architectural,

Civil & Structural Engineering,

Electrical & Mechanical Engineering,

Occupational Health and Safety Consultants. Only consultants who are professionally registered with relevant statutory and professional bodies are eligible to submit expressions of interest. Proof of registration with such bodies must be appended to the bids/proposals. Entities with multi disciplines must submit individual bids per discipline. Stage 1 – Submission of Mandatory Returnables Statutory Returnable Documents

Tenderers who fail to disclose information as per the returnable schedules will be disqualified; and

All submissions must be accompanied by the following: i. Originally Certified copies of Identity Documents of Members/Directors/Shareholders

of the company (No copy of a copy) ii. Copies of company registration documents (Company Director/s must be

professionally registered) iii. Original Valid Tax clearance certificate issued by SARS or Tax Compliance letter with

a unique PIN interms of Electronic Tax Compliance Status (TCS) system from SARS iv. Professional Indemnity Insurance (Minimum Value of R3 million & may be adjusted if

appointed) v. Originally Certified copies of Professional Registration with Regulatory Councils

Documents of Company Directors/ Members/ Shareholders (50% ownership) vi. Duly signed and Completed SBD 4, 6.1, 8 & 9 Forms vii. Certified Letter of good standing from the Department of Labour (COIDA -

Compensation for Occupational Injuries and Disease Act)


Stage 2 – Functionality Evaluation FUNCTIONALITY: - Experience on Construction Projects = 35 points, Qualifications, Skills and Experience of Key Projects Resources = 45 points, Locality of firm’s office/s = 20 points. Total Points = 100

Experience on Construction Project References

CV’s and Originally Certified Copies of Qualifications for Key Staff

Three (3) contactable references for completed similar scale projects

Proof of locality of firm’s offices must be attached

Company profile with a Project list of current and previous projects

All returnable documents listed in the check list should be attached in the document

Only tenderers who will obtain a 70% minimum functionality threshold will be considered capable to be in the panel. Proposals will be valid for a period of 90 Days. Bid documents will be available from the IDT website at www.idt.org.za free of charge from Monday, 29 August 2016. Once appointed on projects, the base town for re-imbursement of disbursement will be Mafikeng or the nearest town closer to the project.

Completed written proposals sealed in an envelope marked EOI: IDTNW-PANEL 2016-18 – (Preferred Disciple) must be placed in the marked IDT North West Regional Office, Tender Box situated at Reception, 4059 Joule Street, Industrial Site, Mahikeng, no later than 10H00am on the 27th September 2016. Please note that Tender Boxes are only accessible during office hours. There will be no briefing session, however, service providers are encouraged to submit their queries in writing to the following emails addresses: Administration enquiries can be addressed to Ms. Permy Kgokong at (018) 389 3000 [email protected] Technical Enquiries must be addressed to Mr. Mojaki Tinyane at (018) 389 3000 [email protected] NB: No late/faxed/e-mailed submissions will be accepted or considered and there will be no public opening of documents.

http://www.idt.org.za/




CONTACT DETAILS

All bidders must furnish the following particulars and include it in their submission

Name of bidder:

Trading Name

VAT registration number

Tax Clearance Certificate submitted YES / NO

Postal address:

Street address:

Contact Person

Telephone number: Code Number

Cellular number:

Facsimile number: Code Number

e-Mail address:

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T1.2 Tender Data (including special conditions of Tender)

The conditions of tender are the Standard Conditions of Tender as contained in Annex F of the CIDB Standard for Uniformity in Construction Procurement (January 2009) as published in Government Gazette No 31823, Board Notice 12 of 2009 of 30 January 2009. (See www.cidb.org.za). The Standard Conditions of Tender make several references to the Tender Data for details that apply Specifically to this tender. The Tender Data shall have precedence in the interpretation of any ambiguity or Inconsistency between it and the Standard Conditions of Tender. Each item of data given below is cross-referenced to the clause in the Standard Conditions of Tender to which it mainly applies.

Clause number

Tender Data

F.1.1 The employer is Independent Development Trust

F.1.2 The Tender Documents issued by the Employer comprise the following documents: PART 1 - THE TENDER Part T1: Tendering procedures

T1.1 - Tender notice and invitation to tender T1.2 - Tender data Part T2: Returnable documents

T2.1 - List of returnable documents T2.2 - Returnable schedules Part C2: Pricing data

C2.1 - Pricing instructions Part C3: Scope of work

C3 - Scope of work

F.1.4 The employer is : IDT

Contact person: Permy Kgokong Address: 4059 Joule Street Industrial Site Mafikeng 2745 Tel: 018 389 3000 Email: [email protected] Contact person: Mojaki Tinyane Address: 4059 Joule Street Industrial Site Mafikeng 2745 Tel: 018 389 3000 Email: [email protected]



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F.2.1 Tender offers will only be accepted if the bidder has:

a) Original Valid Tax clearance certificate issued by SARS or Tax Compliance letter with a unique PIN interms of Electronic Tax Compliance Status (TCS) system from SARS

b) completed the declaration of interest and there are no conflicts of interest which may: c) impact on the tenderer’s ability to perform the contract in the best interests of the employer or d) potentially compromise the tender process and e) persons in the employ of the state are not permitted to submit tenders or participate in the contract; f) None of its directors/shareholders listed on the Register of Tender Defaulters in terms of the Prevention

and Combating of Corrupt Activities Act of 2004 as a person prohibited from doing business with the public sector;

g) Submitted proof of company registration from CPIC h) Submitted proof of cover for professional indemnity from a recognised insurer/ broker. i) Submitted certified copies of current registration with the relevant professional Bodies. j) Submission of Completed IDT Supplier Questionnaire k) Not used of correctional fluids or a lead pencil

F.2.7 There will be NO compulsory site briefing session. Date: N/A Time: N/A Venue: N/A

F.2.12 Alternative offers are not applicable.

F.2.13.3 Parts of each tender offer communicated on paper shall be submitted as an original and one copy.

F.2.13.5 F.2.15.1

The employer’s details and address for delivery of tender offers and identification details that are to be shown on each tender offer package are: Location of tender box: Independent Development Trust Mafikeng office Physical address: IDT NW 4059 Joule Street, Industrial Site Mafikeng 2745 Identification details:

Bid reference number: IDTNW-PROFPANEL2016-18 Title of Tender IDTNW-PROFPANEL2016-18 EXPRESSION OF INTEREST FOR PROFESSIONAL SERVICES IN VARIOUS DISCIPLINES. Closing date: 27th September 2016 Closing time of the tender: 10:00

F.2.13.6 F.3.5

A two-envelope procedure is not required.

F.2.13.9 Telephonic, telegraphic, telex, facsimile, e-mailed and late tender offers WILL NOT be accepted.

F.2.15 The closing time for submission of tender documents is as stated in the Tender Notice and Invitation to Tender.

F.2.16 The tender offer validity period is 90 days.

F.3.4 Tenders will not be opened in public

F.3.18 The number of paper copies of the signed contract to be provided by the employer is one.

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F.3.11.5 FUNCTIONALITY/TECHNICAL EVALUATION

Minimum points to be scored for Functionality is 70% of the total Points

Table 1: Evaluation sub-criteria: Qualifications of proposed resources

Qualifying staff Highest Qualification Points Awarded

Staff No.1

Masters’ degree in the required built

environment discipline 5

Bachelors’ degree in the required built


National Diploma in the required built


Maximum Points 5

Staff No. 2







Maximum Points 5

Staff No. 3







Maximum Points 5

Total possible Points

for Qualifications 15

Table 2: Evaluation sub-criteria: Professional registration status of proposed

resources

Proposed Resource Professional Registration Status Points Awarded

Registered

Professionals

Professional (Quantity Surveyor; Architect or

Engineer, etc.) 5

Professional Technologist (Architectural or

Engineer, etc.) 4

Maximum Points 5

Total possible Points for Professional Registration 15

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Table 3: Evaluation sub-criteria: Experience of proposed resources

Proposed Resource Experience Points Awarded

Staff No. 1

More than 10 years in the built environment,

with particular experience in the required

discipline

5

At least 7 years in the built environment, with

particular experience in the required

discipline

4



discipline

3

Less than 5 years in the built environment,


discipline

1

Maximum Points 5

Staff No. 2



discipline

5



discipline

4



discipline

3



discipline

1

Maximum Points 5

Staff No. 3



discipline

5



discipline

4



discipline

3



discipline

1

Maximum Points 5

Total possible Points for Experience 15

Total for qualification, professional registration and experience of

proposed resources 45

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Table 4: Evaluation sub-criteria: Location of service provider

Office Location Points

Awarded

Head office based in Province 20

Branch/operational office based in Province 15

Office based in any province surrounding 10

No office in any province surrounding 5

Total possible points for Location of service provider 20

Table 5: Evaluation sub-criteria: Tenderer’s Experience (Entity)

Sub Criteria Poor Fair Good Very Good

Company

Experience

Tenderer has

executed and

completed less

than 5 projects

involving building

works in the past

10 years and

supported by

contactable

references

Tenderer has

executed and

completed at

least 5 projects

involving

building works in

the past 10

years and

supported by

contactable

references

Tenderer has

executed and

completed at

least 7 projects

involving building

works in the past

10 years and

supported by

contactable

references

Tender has

executed and

completed more

than 10 project

involving building

works in the past

10 years and

supported by

contactable

references

Points

Awarded 5 10 25 35

Total possible points for relevant experience of service provider 35

Part T2: Returnable documents

The tenderer must complete the following returnable schedules and documents:

MANDATORY DOCUMENTS ATTACHED/COMPLETED

YES/NO

T2.1 Preference points claim form in terms of the Preferential Procurement Regulations 2011 (SBD 6.1)

T2.2 Authority to sign the bid

T2.3 Declaration of interest

T2.4 Declaration of bidder’s past supply chain management practices

T2.5 Record of Addenda to bid document

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T2.6 Certified Letter of good standing from the Department of Labour (compensation for injuries and diseases) COIDA

T2.7 Company registration certificate

T2.8 Certified Owner’s professional registration document

T2.9 Professional indemnity cover

T2.10 Original valid Tax Clearance Certificate

T2.11 Certificate of Independent Bid Determination

NON-MANDATORY DOCUMENTS ATTACHED/COMPLETED

T2.12 Broad – Based Black Economic Empowerment certificate (Certified with original stamp)

T2.13 Experience and qualification key personnel assigned to the work

T2.14 Firm’s experience on similar projects/services

T2.15 References on experience on similar projects

Additional

T2.16 Preferred Discipline (One discipline per document)

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T2.1 PREFERENCE POINTS CLAIM FORM IN TERMS OF THE PREFERENTIAL PROCUREMENT REGULATIONS 2011 (SBD 6.1)

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.

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2. DEFINITIONS 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

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of part of a project in terms of the contract;

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 80/20 OR 90/10 PREFERENCE POINT SYSTEMS A maximum of 80 or 90 points is allocated for price on the following basis: 80/20 or 90/10

min

min180

P

PPtPs or

min

min190

P

PPtPs

Where Ps = Points scored for comparative price of bid under consideration Pt = Comparative price of bid under consideration Pmin = Comparative price of lowest acceptable bid

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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:

B-BBEE Status Level of Contributor

Number of points

(90/10 system)

Number of points

(80/20 system)

1 10 20

2 9 18

3 8 16

4 5 12

5 4 8

6 3 6

7 2 4

8 1 2

Non-compliant contributor

0 0

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

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documents that such a bidder intends sub-contracting more than 25% of the value of the contract to any other enterprise that does not qualify for at least the points that such 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: …………. = ……………(maximum of 10 or 20 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 sub-contractor’s information:

Name and address of Subcontractor % of Work

B-BBEE Level

EME (yes/no)

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9 DECLARATION WITH REGARD TO COMPANY/FIRM 9.1 Name of company/firm: ...................................................................................

9.2 VAT registration number : ..................................................................................

9.3 Company registration number ……………………………………………………………

9.3a CIDB registration number, if any: . . . . . . . . . . :

9.4 TYPE OF COMPANY/ FIRM [TICK APPLICABLE BOX]

Partnership/Consortium

One person business/sole propriety

Close corporation

Company

(Pty) Limited [TICK APPLICABLE BOX] 9.5 DESCRIBE PRINCIPAL BUSINESS ACTIVITIES ………….. ................................................................................ …………………….…

.................................................................................................................................

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

.................................................................................................................................

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

.................................................................................................................................

9.6 COMPANY CLASSIFICATION [TICK APPLICABLE BOX]

Manufacturer

Supplier

Professional service provider

Other service providers, e.g. transporter, etc. 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. (iii) 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;

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(iv) 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 result 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 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:

1. ……………………………………… SIGNATURE(S) OF BIDDER(S)

…………………………………… 2. ………………………………………

DATE:……………………………….. ADDRESS:………………………… ….……………………………………. ………………………………………..

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T2.2 AUTHORITY TO SIGN A BID Fill in the relevant portion applicable to the type of organisation A. COMPANIES If a Bidder is a company, a certified copy of the resolution by the board of directors, personally signed by the chairperson of the board, authorising the person who signs this bid to do so, as well as to sign any contract resulting from this bid and any other documents and correspondence in connection with this bid and/or contract on behalf of the company must be submitted with this bid, that is before the closing time and date of the bid AUTHORITY BY BOARD OF DIRECTORS By resolution passed by the Board of Directors On…..........................20......,……………….. Mr/Mrs....................................................................................................... (whose signature appears below) has been duly authorised to sign all documents in connection with this bid on behalf of (Name of Company) ………………………………………................................................................. IN HIS/HER CAPACITY AS: …….................................................................................. SIGNED ON BEHALF OF COMPANY: ........................................................................ (PRINT NAME) SIGNATURE OF SIGNATORY: ................................................... DATE: …….......... WITNESSES: ..................................................

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B.SOLE PROPRIETOR (ONE - PERSON BUSINESS) I, the undersigned.............................................................................. hereby confirm that I am the sole owner of the business trading as ..................................................................................................................................... SIGNATURE OF SIGNATORY: ................................................... DATE: …….......... WITNESSES: ..................................................

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C. PARTNERSHIP The following particulars in respect of every partner must be furnished and signed by every partner: We, the partners in the business trading as........................................................................... hereby authorise ................................................................................................................... to sign this bid as well as any contract resulting from the bid and any other documents and correspondence in connection with this bid and /or contract on behalf of Full name of partner Residential address Signature Date

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D. CLOSE CORPORATION In the case of a close corporation submitting a bid, a certified copy of the Founding Statement of such corporation shall be included with the bid, together with the resolution by its members authorising a member or other official of the corporation to sign the documents on their behalf. By resolution of members at a meeting on ................................. 20........... at ……………………………..……......... Mr/Ms..................................................................................., whose signature appears below, has been authorised to sign all documents in connection with this bid on behalf of (Name of Close Corporation) ……………………………………………………………................................. .................................................................................................. SIGNED ON BEHALF OF CLOSE CORPORATION: ……………………………………………… (PRINT NAME) IN HIS/HER CAPACITY AS ............................................................. DATE: ................ SIGNATURE OF SIGNATORY:......................................................... WITNESSES:.........................................................

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E. CO-OPERATIVE A certified copy of the Constitution of the co-operative must be included with the bid, together

with the resolution by its members authoring a member or other official of the co-operative to

sign the bid documents on their behalf.

By resolution of members at a meeting on ...............................……... 20....... at ………….…….…............... Mr/Ms..................................................................................., whose signature appears below,

has been authorised to sign all documents in connection with this bid on behalf of (Name of

co-

operative)................................................................………………………………………………

SIGNATURE OF AUTHORISED REPRESENTATIVE/SIGNATORY: ................................................................................................. IN HIS/HER CAPACITY AS:................................................................……………………………

DATE: .................................………….. SIGNED ON BEHALF OF CO-OPERATIVE:.................................................... NAME IN BLOCK LETTERS:……………………………………………………………………….. WITNESSES: .........................................................

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Returnable Supporting Documents REGISTRATION CERTIFICATE / AGREEMENT / ID DOCUMENT IMPORTANT NOTE TO BIDDER: The relevant supporting documents to the organisation tendering i.e. Registration Certificates for Companies, Close Corporations and Partnerships, or Agreements and Powers of Attorney for Joint Ventures, or ID documents for Sole Proprietors, all as referred to in the foregoing forms and in T2.1, must be inserted here

INSERT HERE

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T2.3 DECLARATION OF INTEREST

1. Any legal person, including persons employed by Independent Development Trust, or persons who act on behalf of Independent Development Trust or persons having a kinship with persons employed by Independent Development Trust, including a blood relationship, may make an offer or offers in terms of this bid invitation. In view of the possible allegations of favouritism, should the resulting bid, or part thereof, be awarded to persons employed by Independent Development Trust, or to persons who act on behalf of Independent Development Trust, or to persons connected with or related to them, it is required that the bidder or his/her/their authorized representative shall declare his/her/their position vis-á-vis the evaluating authority and/or take an oath declaring his/her/their interest, where

1.1 the bidder is employed by Independent Development Trust or acts on behalf of Independent Development Trust; and/or 1.2 the legal person on whose behalf the bid document is signed, has a relationship with a person/persons who are involved with the evaluation of the bid(s), or where it is known that such a relationship exists between the person or persons for whom or on whose behalf the declarant acts and persons who are involved with the evaluation of the bid IN ORDER TO GIVE EFFECT TO THE ABOVE, THE FOLLOWING QUESTIONNAIRE SHALL BE COMPLETED AND SUBMITTED WITH THE BID: 2. Are you or any person connected with the bid employed by Independent

Development Trust? YES / NO

2.1 If “YES”, state particulars…................................................................................

…..………………………………………………………………………………………..... 3. Do you or any person connected with the bid, have a relationship (family, friend,

other) with a person employed by Independent Development Trust, concerned with any Bid Committee or Supply Chain Management Unit, and who may be involved with the evaluation or adjudication of this bid. YES / NO

3.1 If “YES”, state particulars.................................................................................... ...………………………………………………………………………………………........ 4. Are you or any person connected with the bid aware of any relationship (family,

friend, other) between another bidder and any person employed by Independent Development Trust, concerned with any Committee or Supply Chain Management Unit, who may be involved with the evaluation or adjudication of this bid? YES / NO

4.1 If “YES”, state particulars.................................................................................... ………………………………………………………………………………………………

27

…............................................... ............................................................. SIGNATURE OF DECLARANT BID NUMBER

........................................................ …………................................................... POSITION OF DECLARANT NAME OF BIDDER .................................................. DATE

28

T2.4 DECLARATION OF BIDDER’S PAST SUPPLY CHAIN MANAGEMENT PRACTICES (To be completed by Bidder.)

1 This Section must form part of all bids invited. 2 It serves as a declaration to be used by Independent Development Trust 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 Independent Development Trust ’s supply chain management system; b. committed fraud or any other improper conduct in relation to such system; or c. failed 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/Independent Development Trust’s database as

companies or persons prohibited from doing business with the

public sector?

Yes

No

4.1.1 If so, furnish particulars:………………………………………………………….......

…………………………………………………………………………………………..

…………………………………………………………………………………………..

4.2 Is the bidder or any of its directors listed on the Register for Bid Defaulters in terms of section 29 of the Prevention and Combating of Corrupt Activities Act (No 12 of 2004)?

Yes

No

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 outside of the Republic of South Africa) for fraud or corruption during the past five years?

Yes

No


…………………………………………………………………………………………..

…………………………………………………………………………………………..

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

29


…………………………………………………………………………………………..

…………………………………………………………………………………………..

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 Date

…………………………………………

Position

……………………………………………………………………………………………… Name of Bidder

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T2.5 RECORD OF ADDENDA TO BID DOCUMENTS I / We confirm that the following communications amending the bid documents that I / we received from Independent Development Trust or his representative before the closing date for submission of bids have been taken into account in this bid.

ADDENDUM No.

DATE TITLE OR DETAILS

SIGNATURE: ………………………………………………….. DATE: ………………….. (of person authorized to sign on behalf of the Bidder )

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T2.6 COPY OF A LETTER OF GOODSTANDING WITH COMPANSATION FOR OCCUPATIONAL AND INJURIES DISEASE ACT (COIDA) REGISTRATION CERTIFICATE

Attached hereto is my / our certified copy of LETTER OF GOODSTANDING with the Compensation for Occupational Injuries and Diseases, e.g. letter of good standing. My / our failure to submit the certificate with your tender offer will lead to the conclusion that your entity/ company is not registered with COIDA, and therefore, the bid will be disqualified.

32

T2.7 FIRM’S COPY OF REGISTRATION OF INCORPORATION OR COMPANY REGISTRATION DOCUMENTS

Attached hereto is my / our copies of company registration of incorporation or company registration documents. My failure to submit the copy with my / our tender document will lead to the conclusion that I am / we are not registered as claimed and our bid will be disqualified

33

T2.8 OWNER’S COPY OF PROFESSIONAL REGISTRATION CERTIFICATE

Attached hereto is my / our original certified copies of professional registration. My failure to submit the copy with my / our tender document will lead to the conclusion that I am / we are not professionally registered, and as such, the bid will be disqualified

34

T2.9 COPY OF PROFESSIONAL INDEMNITY INSURANCE DOCUMENTS

Attached hereto is my / our original certified copies of professional indemnity insurance documents. My failure to submit the copy with my / our tender document will lead to the conclusion that I am / we are do not have professional indemnity cover, and as such, our bid will be disqualified

(Professional Indemnity to be supplied on award)

35

T2.10 TAX CLEARANCE CERTIFICATE

IMPORTANT NOTES: 1. The following is an abstract from the Preferential Procurement Regulations 2001

promulgated with the Preferential Policy Framework Act No 5 of 2000:

"Tax clearance certificate

16. No contract may be awarded to a person who has failed to submit an original Tax Clearance Certificate from the South African Revenue Service (“SARS”) certifying the taxes of that person to be in order or that suitable arrangement have been made with SARS."

2. The ST 5.1 form: Application for Tax Clearance Certificate (in respect of tenders), must

be completed by the tenderer in every detail and submitted to the Receiver of Revenue where the tenderer is registered for income tax purposes. The Receiver of Revenue will then furnish the tenderer with a Tax Clearance Certificate that will be valid for 6 months from date of issue, unless otherwise indicated on the certificate issued by SARS. This Tax Clearance Certificate must be submitted in the original as an integral part of the tender.

Each party to a Consortium / Joint Venture / Sub-contractors must complete a separate Tax Clearance Certificate.

Failure to submit an original valid Tax Clearance Certificate will inevitably invalidate the tender.

3. An example of the Application for Tax Clearance Certificate which Tenderers may use

to apply for the Tax Clearance Certificate is included hereafter and is available at any Receiver's Office.

36

T2.10 TAX CLEARANCE CERITFICATE

[Valid original Tax Clearance Certificate obtained from SARS to be inserted here]

37

T2.11 CERTIFICATE OF INDEPENDENT BID DETERMINATION (SBD 9)

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:

38

CERTIFICATE OF INDEPENDENT BID DETERMINATION (SBD 9)

I, the undersigned, in submitting the accompanying bid:

BID No.: EOI: IDTNW-PANEL 2016-18 for the INCLUSION IN A PANEL OF PROFESSIONAL SERVICE PROVDER FOR IDT, NORTH WEST REGION

(Bid Number and Description)

In response to the invitation for the bid made by:

THE INDEPENDENT DEVELOPMENT TRUST – NORTH WEST

(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 consortium will not be construed as collusive bidding.

39

7. In particular, without limiting the generality of paragraphs 6 above, there has been 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.

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 the Prevention and Combating of Corrupt Activities Act No 12 of 2004 or any other applicable legislation.

11. 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.

SIGNATURE: IDENTITY NUMBER: (of person authorised to sign on behalf of the Tenderer) DATE:

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.

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.

40

NON – MANDATORY RETURNABLE QUALITY EVALUATION DOCUMENTS

41

T2.12 B-BBEE CERTIFICATE

Attached hereto is my / our original or original certified copy of my / our B-BBEE Certificate issued by a verification agency accredited by SANAS. My failure to submit the certificate with my / our tender document will lead to the conclusion that I am / we do not wish to claim preference points in terms of my / our B-BBEE status.


T.13 QUALITY EVALUATION SCHEDULE: KEY PERSONNEL ASSIGNED TO THE WORK

Insert in the table below the key personnel and their proposed function

KEY PERSONNEL SCHEDULE

No. Key Person Name Proposed Function

1.

2.

3.

4.

5.


T2.13A: EXPERIENCE OF PROJECT TEAM AND DELIVERABLES

T2.14B: PROJECT TEAM CVS

The experience of each key person, relevant to the scope of work, will be evaluated from three different points of view:

1) General experience (total duration of professional activity), in the specific sector, field, subject, etc. which is directly linked to the scope of work;

2) Qualifications in the relevant field or sector; and

3) Professional registration with a professional body in the specific sector, field, subject, etc which is directly linked to the scope of work.

A CV of each key person of not more than 3 pages should be attached to this schedule.

Each CV should be structured under the following headings:

1 Personal particulars

- name

- date and place of birth

- place (s) of tertiary education and dates associated therewith

- professional awards

2 Qualifications (degrees, diplomas, certificates, grades of membership of professional societies and professional registrations)

3 Name of current employer and position in enterprise

4 Overview of post graduate / diploma experience (year, organization and position)

5 Outline of recent assignments / experience that has a bearing on the scope of work

The scoring of the experience of key staff will be as follows as detailed in Table 1 to 3 above. The undersigned, who warrants that he / she is duly authorised to do so on behalf of the enterprise, confirms that the contents of this schedule are within my personal knowledge and are to the best of my belief both true and correct.

Signed Date

Name

Position

Tenderer

(CVs, certified copies of qualifications and professional registration of the above personnel to be attached here).


T2.14A: QUALITY EVALUATION SCHEDULE: CURRENT FIRM’S EXPERIENCE ON CONSTRUCTION PROJECTS

T2.14 B: QUALITY EVALUATION SCHEDULE: FIRM’S PREVIOUS EXPERIENCE ON CONSTRUCTION PROJECTS

COMPANY NAME, CONTACT PERSON AND TELEPHONE NUMBER

DESCRIPTION OF APPOINTMENTS

CONTRACT VALUE (inclusive of VAT)

DURATION OF CONTRACT

COMPANY NAME, CONTACT PERSON AND TELEPHONE NUMBER

DESCRIPTION OF APPOINTMENTS

CONTRACT VALUE (inclusive

of VAT)

DURATION OF CONTRACT


T2.15 EVALUATION SCHEDULE: EXPERIENCE ON CONSTRUCTION PROJECTS REFERENCES

The Tenderer shall provide details of his performance on each of the previous projects listed in the “Relevant Experience” returnable schedule. “Client Reference Scorecards” will be completed by each of the respective Clients for the projects listed in the “Relevant Experience” returnable schedule.

REPORT ON BIDDER’S COMPETENCE & PERFORMANCE ON A SIMILAR PROJECT FOR TENDER

RECOMMENDATION PURPOSES

The following are to be completed by the Client and is to be supported in each case accompanied by Signed

Appointment Letter; (ii) Signed and Stamped Reference (in the form issued to the tenderer)

PROJECT A:

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

Type Of project e.g. new school, clinic, repairs and renovation e.t.c: …………………………..…..…………………

………………………………………………………………………………………..

Client: . .................................................................................................................................

Contract Amount: ................................................................................................................

Contract Duration: ...............................................................................................................

Actual Contract Duration:………………………………………………………………………….

RATE SERVICE PROVIDER ON THEIR OVERALL PERFORMANCE

DESCRIPTION SCORE TICK APPROPRIATE SCORING

Very Good 5

Good 4

Satisfactory 3

Poor 2

Not Acceptable 1

Any other remarks considered necessary to assist in evaluation of the Service Provider?

...................................................................................................................................................................

...................................................................................................................................................................

Client’s contact person: ..................................................................................................... ....................

Telephone: ........................................................................................................................... ...................

I hereby declare that to the best of my knowledge, information completed above is true and correct and I

understand that I will be held responsible for any misrepresentation.

Client Signature: .......................................... Date: ..............................................

STAMP








PROJECT B:

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


………………………………………………………………………………………..

Client: . .................................................................................................................................

Contract Amount: ................................................................................................................





Very Good 5

Good 4

Satisfactory 3

Poor 2

Not Acceptable 1


...................................................................................................................................................................

...................................................................................................................................................................


Telephone: ........................................................................................................................... ...................




STAMP








PROJECT C:

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


………………………………………………………………………………………..

Client: . .................................................................................................................................

Contract Amount: ................................................................................................................





Very Good 5

Good 4

Satisfactory 3

Poor 2

Not Acceptable 1


...................................................................................................................................................................

...................................................................................................................................................................


Telephone: ........................................................................................................................... ...................




STAMP


T2.15 EVALUATION SCHEDULE: EXPERIENCE ON SIMILAR PROJECTS REFERENCES






PROJECT D:

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


………………………………………………………………………………………..

Client: . .................................................................................................................................

Contract Amount: ................................................................................................................





Very Good 5

Good 4

Satisfactory 3

Poor 2

Not Acceptable 1


...................................................................................................................................................................

...................................................................................................................................................................


Telephone: ........................................................................................................................... ...................




STAMP








PROJECT E:

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


………………………………………………………………………………………..

Client: . .................................................................................................................................

Contract Amount: ................................................................................................................





Very Good 5

Good 4

Satisfactory 3

Poor 2

Not Acceptable 1


...................................................................................................................................................................

...................................................................................................................................................................


Telephone: ........................................................................................................................... ...................




STAMP








PROJECT F:

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


………………………………………………………………………………………..

Client: . .................................................................................................................................

Contract Amount: ................................................................................................................





Very Good 5

Good 4

Satisfactory 3

Poor 2

Not Acceptable 1


...................................................................................................................................................................

...................................................................................................................................................................


Telephone: ........................................................................................................................... ...................




STAMP








PROJECT G:

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


………………………………………………………………………………………..

Client: . .................................................................................................................................

Contract Amount: ................................................................................................................





Very Good 5

Good 4

Satisfactory 3

Poor 2

Not Acceptable 1


...................................................................................................................................................................

...................................................................................................................................................................


Telephone: ........................................................................................................................... ...................




STAMP


T2.16 AMENDMENTS, QUALIFICATIONS AND ALTERNATIVES

(This is not an invitation for amendments, deviations or alternatives but should the Bidder desire to make any departures from the provisions of this contract he shall set out his proposals clearly hereunder. Independent Development Trust will not consider any amendment, alternative offers or discounts unless forms (a), (b) and (c) have been completed to the satisfaction of the Employer). I / We herewith propose the amendments, alternatives and discounts as set out in the tables below: (a) AMENDMENTS

PAGE, CLAUSE OR ITEM NO.

PROPOSED AMENDMENT

[Notes:(1) Proposals for amendments to the General and Special Conditions of Contract are not

acceptable, and will be ignored; (2) The Bidder must give full details of all the financial implications of the amendments

and qualifications in a covering letter attached to his tender failing which the bidder shall be deemed to be unqualified and conform exactly with the requirements of this EXPRESSION OF INTEREST.

(b) ALTERNATIVES

PROPOSED ALTERNATIVE

DESCRIPTION OF ALTERNATIVE

[Notes: (1) Individual alternative items that do not justify an alternative tender, and an alternative offer for time for completion should be listed here. (2)In the case of a major alternative to any part of the work, a separate Bill of Quantities, programme, etc., and a detailed statement setting out the salient features of the proposed alternatives must accompany the tender. (3)Alternative tenders involving technical modifications to the design of the works and methods of construction shall be treated separately from the main tender offer.]


(c) DISCOUNTS

ITEM ON WHICH DISCOUNT IS OFFERED

DESCRIPTION OF DISCOUNT OFFERED

[Note: The Bidder must give full details of the discounts offered in a covering letter attached to his tender, failing which, the offer for a discount may have to be disregarded.] SIGNATURE:..............................................………….....……..DATE:............................


T2.17 Preferred Discipline Service providers are to mark the discipline they are applying for below. (Note: Tick only one discipline per document. Ticking more than one will disqualify your proposal)

DISCIPLINE

PLEASE TICK [x] ONLY 1

Quantity Surveying Services

Architectural Services

Civil Engineering Services

Structural Engineers Services

Electrical Engineers Services

Mechanical Engineers Services

Health and Safety and Environment Services


C2: PRICING DATA C2.1 Pricing Instructions

There are no prices at this stage, service providers will be requested to price when there is specific project to be done.

Although government gazetted rates will apply, pricing may be a factor in determining the suitability of the proposal regarding the services to be provided.


C3: TERMS OF REFERENCE PROVISION OF PROFESSIONAL SERVICES

PROVISION OF PROFESSIONAL SERVICES FOR THE INDEPENDENT

DEVELOPMENT TRUST (IDT - NW)

1. OBJECTIVE The objective of this tender is to invite and appoint suitable Professional Service Providers that can provide and maintain a professional service to the Independent Development Trust (IDT), North West Office. 2. BACKGROUND

IDT is a Schedule 2 Public Entity governed by applicable legislative frameworks and a Deed of Trust. The organization is accountable to Parliament through the Minister of Public Works who is the Executive Authority. The mandate of the IDT is to support and add value to the development agenda of government as indicated in the mission statement; “The IDT, together with strategic partners, will enable poor communities to access resources, recognize and unlock their own potential and continuously improve their quality of life”. In pursuit of this mandate, the IDT primarily operates as a strategic partner in the management, integration and implementation of certain government development programmes. The IDT has representation in all provinces and is organized on the basis of regional offices. These offices have the authority to go out on tender for goods and services, do an evaluation of proposals received and make recommendations to the national office (in Pretoria) for final approval and appointment. Copy of IDT’s last Annual Report is available on request. Additional information with regards to the structure and functional activities of IDT can be obtained from IDT website (www.idt.org.za). 3. SCOPE OF SERVICES

The consultants shall provide “NORMAL” professional services as detailed in the Government Gazette of each discipline, where applicable and any other services related to the scope of work in the built environment which may reasonably be required for the successful completion of an infrastructure delivery programme. The scope of work includes programmes from all government departments, with the exclusion of the Department of Health, Department of Justice and Correctional Services. Type of buildings could be new or renovations on both conventional and alternative technology. All consultants appointed on alternative construction technologies will be given training on these methods before commencing with their work. Consultants will be appointed for stages 1 – 6, and will be expected to perform all activities and submit all deliverables as described in the Government Gazette for each discipline, unless otherwise instructed in writing to exclude some. All services will be on a call-off basis as and when required.

http://www.idt.org.za/


NOTES TO TENDERERS

This section outlines basic requirements that must be met. Failure to comply with these requirements or part thereof will result in your proposal being excluded from the evaluation process.

This expression of interest (EOI) does not constitute an offer or recommendation to enter into such transaction

The IDT reserves the right to amend, modify or withdraw this EOI if deemed necessary.

Short-listed companies might be invited to present and discuss details of their

proposals. Tenderers will be required to fill in an IDT “Supplier Questionnaire Consultants” once

they make it to the panel (IDT will provide).

Neither the IDT nor any of their respective directors, officers, employees, agents, representatives or advisors will assume any obligation for any costs or expenses incurred by any party in or associated with preparing or submitting a Bid in response to the expression of interest.

No entity may be involved, whether directly or indirectly, in more than one Bid in response to this EOI. A failure to comply with this requirement will result in disqualification of the relevant entity

The IDT and its advisors may rely on a Bid as being accurate and comprehensive in relation to the information and proposals provided therein by the Bidders.

All Bids submitted to the IDT will become the property of the IDT and will as such not be returned to the Bidder unless if received after the closing date and time. The IDT will make all reasonable efforts to maintain Bids in confidence. Proprietary information should be identified as such in each Bid

Evaluation of tenders will be carried out by a Tender Evaluation Committee (TEC). The

Evaluator(s) will, if necessary, contact Tenderers to seek clarification of any aspect of the tender.

The validity period of the panel of consultant is twenty four (24) months from date of

establishment. Tenderers should identify any work they are currently carrying out or competing for

which could cause a conflict of interest, and indicate how such a conflict would be avoided.

This document is confidential and should not be distributed to any non-bidding party without the proper authorization of the IDT.

This document is released for the sole purpose of responding to this EOI and must be considered confidential. In addition, the use, reproduction or disclosure


of the requirements, specifications or other material in this EOI is strictly prohibited.

All Bids must be formulated and submitted in accordance with the requirements of this EOI.

The service provider will be required to sign confidentiality agreements with the IDT.

Please note that Tender Offer is synonymous to Expression of Interest in this document Service providers who are blacklisted by any statutory body will, under no

circumstances, be considered for any of the projects

4. APPOINTMENT, COMMENCEMENT AND DURATION

The Professional service Provider will be appointed for the duration of the project, which incorporates any necessary project related extensions. Service Providers are to note that once appointed, they will be expected to commence the work at possibly very short notices. This is due to the urgent nature of the projects. Failure to adhere to this may result in the service provider being removed from the project. Work will be allocated according to availability of budget and geographical considerations.

5. INFORMATION TO BE SUBMITTED To facilitate the needs of the BEC in the evaluation process, all proposals must reflect the following information. .

Organisation chart for your firm. This should show all your resources to be utilized for the

project

Identify the office that will be responsible for managing the contract. Also state which office shall be responsible for the administration of the contract, if different from the above.

Organisation chart for the office responsible for managing the contract.

Details of previous experience of providing professional services to the public sector. IDT

is seeking a service provider that is fully familiar with the operating environment and regulatory issues faced by public entities.

IDT will want to take up references from at least three of your current clients of which at

least one should be from the public sector. All service providers are to ensure that the reference documents supplied are completely filled in and are accompanied by a valid company stamp of the referee. Please provide the name of the client, his/her position, contact telephone numbers, description of work performed and dates of engagement. This information may be used by IDT to verify the authenticity of information provided.

Please ensure that these references are contactable and are also able to provide IDT with

the required information.


Details of the probable team that will be tasked with this assignment. Information should include:

Name of Employee;

Job Title;

Short CV reflecting relevant qualifications, other professional qualifications, date that they joined your firm and current and previous work experience. (not more than 3 pages and neatly typed)

IDT expects to be invoiced on a monthly basis provided that service level targets have been achieved during the affected period. Tenderers should note that the IDT expects rates to be in line with the applicable government gazette for the service category, unless a discount has been given.

IDT expects the successful service provider to enter into a contract/agreement which will clearly identify performance targets mutually agreed to.

The tenderer should confirm that they are able to meet performance targets normally

associated with the profession and set out the processes that they have in place to ensure that they are achieved.

Quality is a key concern to IDT. Tenderers should set out the arrangements within their firm

for ensuring that quality exists throughout the process of performing all functions. All mandatory documents must be supplied with the bid and failure to submit any will

result in the disqualification of the bid. FAILURE TO SUPPLY ALL OR ANY PART OF THE REQUESTED INFORMATION WILL RESULT IN A PROPOSAL BEING EXCLUDED FROM THE EVALUATION PROCESS

6. TRANSFER OF SKILLS

The tenderer should demonstrate how it intends assisting in building the capacity of the local community and how it will transfer skills to such persons. 7. GENERAL Potential Service Providers are required to submit their proposals no later than the date

specified in the tender data. Any tender documents received after closing date and time will not be considered.

No late Tenders/proposals, copies, e-mailed or faxed copies of the tender/proposal documents will be considered.

If you do not hear from us within 90 days after closing date, please accept that your proposal was unsuccessful.

8. DISCLAIMER

The IDT reserves the right not to appoint a service provider and is also not obliged to provide reasons for the rejection of any proposal.

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