BID NO: SCMU5-21/22-0045
BID REQUEST PROPOSALS FOR THE APPOINTMENT OF SERVICE PROVIDER TO
DEVELOP AND IMPLEMENT AN ELECTRONIC DOCUMENT MANAGEMENT SYSTEM
FOR A PERIOD OF THREE YEARS
BIDDER:
CSD REGISTRATION:
CLOSING DATE: 10 August 2021
CLOSING TIME: 11:00 AM
SUPPLY CHAIN MANAGEMENT
EASTERN CAPE DEPARTMENT OF PUBLIC WORKS & INFRASTRUTURE
QHASANA BUILDING
PRIVATE BAG X 0022
BHISHO
SCM SPECIFIC ENQUIRIES:
Enquires: Mr Zamuxolo Billie
Tel No: 040 602 4563
Cell No: 082 885 3425 during office hours
Email Address: Zamuxolo.Billie@ecdpw.gov.za.
TECHNICAL /PROJECT SPECIFIC ENQUIRIES
Enquires: Mr Ndumiso Ntabeni
Tell no: 040 602 4652
Cell No: 071 609 4843 during office hours
Email Address: ndumiso.ntabeni@ecdpw.gov.za
Fraud, Complaints & Tender Abuse Hotline
0800 701 701 (toll free number)
BID NOTICE
SCMU5-21/22-0045
BID REQUEST PROPOSALS FOR THE APPOINTMENT OF SERVICE PROVIDER TO
DEVELOP AND IMPLEMENT AN ELECTRONIC DOCUMENT MANAGEMENT SYSTEM
FOR A PERIOD OF THREE YEARS
Tender documents are downloadable for free of charge from National Treasury’s eTender
Portal: (http://www.etenders.gov.za/content/advertised-tenders) or from the Department of
Public Works and Infrastructure website (www.ecdpw.gov.za/tenders) from 25 June 2021.
Due to COVID 19 documents will not be available at departmental offices.
Completed bid documents in a sealed envelope endorsed with the relevant bid number, bid
description and the closing date, must be deposited in the bid box not later than 11h00 on
the 10 August 2021.
A NON COMPULSURY BRIEFING WILL BE HELD ON MICROSOFT TEAMS ON THE 6 JULY 2021
AS PER THE DETAILS BELOW
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Physical Address of Bid Box: Department of Public Works, Qhasana Building, Ground floor,
Bhisho
Bidders must ensure that bids submitted via courier services are deposited by the courier
service in the Departmental bid box prior to the closing date and that it is not delivered to
Departmental officials. The Department will not accept responsibility if bids received by
officials are not timely deposited in the Bid Box
A. BID EVALUATION
This bid will be evaluated in Three (3) phases as follows:
A. Phase One: Compliance, responsiveness to the bid rules and conditions, thereafter
B. Phase Two: Bidders passing stage one above will thereafter be evaluated on functionality
C. Phase Three: Bidders passing all stages above will thereafter be evaluated on PPPFA
FUNCTIONALITY EVALUATION
A minimum total score of 60% must be scored for functionality to qualify for further valuation. At
least 20% on each of the Functionality criteria must contribute towards the 60 points. The
applicable functionality criteria are as follows:
SCMU5-21/22-0045 Page 2 of 83
Functionality criteria
Maximum % Score
COMPANY’S PROFILE AND EXPERIENCE
15
QUALIFICATIONS AND EXPERIENCE OF KEY STAFF
60
LOCAL ECONOMIC DEVELOPMENT IN THE EASTERN
CAPE
25
MAXIMUM POSSIBLE SCORE FOR FUNCTIONALITY
100
B. BIDDERS SHALL TAKE NOTE OF THE FOLLOWING BID CONDITIONS:
1. The minimum specifications, functionality and other bid conditions and rules are detailed in
the bid document.
2. If a bidder / prime managing partner in a case of a joint venture or consortium is not from
the Eastern Cape Province, such bidders / prime managing partners are required to subcontract a minimum of 30% to a service Provider(s) within the borders of the Eastern Cape,
who is an EME or QSE.
3. In the event of a subcontractor (including 30% condition in number 2 above) or joint
ventures or consortiums a signed agreement by all parties must be submitted with the bid.
Also see notes to the “Authority to Sign”. Failure to submit a compliant agreement with the
bid will automatically eliminate the bid for further consideration.
4. Proof of address must be provided on a municipal account, electricity account or any other
equivalent account’s document for local bidder if points for locality are claimed for the
location of the offices of the bidder and sub-contracted service provider. In the absence of
the above, a sworn affidavit must be provided by a Commissioner of oath, not in the
employment of the bidder. Failure to comply will lead non-scoring for locality.
5. The bid will be valid for a period of 120 days after the closing date.
6. Other minimum specifications, local content, bid evaluation criteria, special conditions,
functionality and other bid conditions and rules are detailed in the bid document.
C. TENDER SUBMISSIONS:
Bids must be submitted in sealed envelopes clearly marked “SCMU5-21/22-0045 BID
REQUEST PROPOSALS FOR THE APPOINTMENT OF SERVICE PROVIDER TO
DEVELOP AND IMPLEMENT AN ELECTRONIC DOCUMENT MANAGEMENT SYSTEM
FOR A PERIOD OF THREE YEARS
D. ENQUIRIES WITH REGARD TO THIS ADVERT MAY BE DIRECTED TO:
SCM SPECIFIC ENQUIRIES:
Enquires: Mr Zamuxolo Billie
Tel No: 040 602 4563
Cell No: 082 885 3425 during office hours
Email Address: Zamuxolo.Billie@ecdpw.gov.za.
TECHNICAL /PROJECT SPECIFIC ENQUIRIES
Enquires: Mr Ndumiso Ntabeni
Tell no: 040 602 4652
Cell No: 071 609 4843 during office hours
Email Address: ndumiso.ntabeni@ecdpw.gov.za
Fraud, Complaints & Tender Abuse Hotline
0800 701 701 (toll free number)
SCMU5-21/22-0045 Page 3 of 83
SBD 1
PART A
INVITATION TO BID
YOU ARE HEREBY INVITED TO BID FOR REQUIREMENTS OF THE DEPARTMENT OF PUBLIC WORKS
BID NUMBER:
DESCRIPTION
SCMU5-21/22-0045
10 August 2021
CLOSING DATE:
CLOSING TIME: 11h00
BID REQUEST PROPOSALS FOR THE APPOINTMENT OF SERVICE PROVIDER TO DEVELOP AND IMPLEMENT
AN ELECTRONIC DOCUMENT MANAGEMENT SYSTEM FOR A PERIOD OF THREE YEARS
BID RESPONSE DOCUMENTS MAY BE DEPOSITED IN THE BID BOX SITUATED AT
TENDER BOX, GROUND FLOOR, QHASANA BUILDING, INDEPENDENCE AVENUE, BHISHO
BIDDING PROCEDURE ENQUIRIES MAY BE DIRECTED TO
TECHNICAL ENQUIRIES MAY BE DIRECTED TO:
CONTACT PERSON
Mr Zamuxolo Billie
TELEPHONE NUMBER
040 602 4563/ 082 885 3425
CONTACT PERSON
TELEPHONE
NUMBER
FACSIMILE NUMBER
E-MAIL ADDRESS
SUPPLIER INFORMATION
Mr Ndumiso Ntabeni
040 602 4652/ 071 609 4843
FACSIMILE NUMBER
Zamuxolo.Billie@ecdpw.gov.za.
E-MAIL ADDRESS
Ndumiso.ntabeni@ecdpw.gov.za
NAME OF BIDDER
POSTAL ADDRESS
STREET ADDRESS
TELEPHONE NUMBER
CODE
NUMBER
CODE
NUMBER
CELLPHONE NUMBER
FACSIMILE NUMBER
E-MAIL ADDRESS
VAT
REGISTRATION
NUMBER
SUPPLIER COMPLIANCE
STATUS
B-BBEE STATUS LEVEL
VERIFICATION
CERTIFICATE
TAX
COMPLIANCE
SYSTEM PIN:
TICK APPLICABLE BOX]
Yes
CENTRAL
SUPPLIER
OR
DATABASE
No:
MAAA
B-BBEE STATUS LEVEL SWORN
AFFIDAVIT
[TICK APPLICABLE
BOX]
No
Yes
No
[A B-BBEE STATUS LEVEL VERIFICATION CERTIFICATE/ SWORN AFFIDAVIT (FOR EMES & QSEs) MUST BE
SUBMITTED IN ORDER TO QUALIFY FOR PREFERENCE POINTS FOR B-BBEE]
ARE YOU THE
Yes
No
ACCREDITED
ARE YOU A FOREIGN BASED
REPRESENTATIVE IN
Yes
No
SUPPLIER FOR THE GOODS
[IF YES, ANSWER THE
SOUTH AFRICA FOR THE
/SERVICES /WORKS OFFERED?
QUESTIONNAIRE
GOODS /SERVICES
[IF YES ENCLOSE PROOF]
BELOW]
/WORKS OFFERED?
QUESTIONNAIRE TO BIDDING FOREIGN SUPPLIERS
IS THE ENTITY A RESIDENT OF THE REPUBLIC OF SOUTH AFRICA (RSA)?
YES
DOES THE ENTITY HAVE A BRANCH IN THE RSA?
DOES THE ENTITY HAVE A PERMANENT ESTABLISHMENT IN THE RSA?
YES
YES
NO
NO
NO
DOES THE ENTITY HAVE ANY SOURCE OF INCOME IN THE RSA?
YES
NO
IS THE ENTITY LIABLE IN THE RSA FOR ANY FORM OF TAXATION?
YES
NO
SCMU5-21/22-0045 Page 4 of 83
IF THE ANSWER IS “NO” TO ALL OF THE ABOVE, THEN IT IS NOT A REQUIREMENT TO REGISTER FOR A TAX COMPLIANCE STATUS
SYSTEM PIN CODE FROM THE SOUTH AFRICAN REVENUE SERVICE (SARS) AND IF NOT REGISTER AS PER 2.3 BELOW.
PART B
TERMS AND CONDITIONS FOR BIDDING
1. BID SUBMISSION:
1.1. BIDS MUST BE DELIVERED BY THE STIPULATED TIME TO THE CORRECT ADDRESS. LATE BIDS WILL NOT BE ACCEPTED FOR
CONSIDERATION.
1.2. ALL BIDS MUST BE SUBMITTED ON THE OFFICIAL FORMS PROVIDED–(NOT TO BE RE-TYPED) OR IN THE MANNER
PRESCRIBED IN THE BID DOCUMENT.
1.3. THIS BID IS SUBJECT TO THE PREFERENTIAL PROCUREMENT POLICY FRAMEWORK ACT, 2000 AND THE PREFERENTIAL
PROCUREMENT REGULATIONS, 2017, THE GENERAL CONDITIONS OF CONTRACT (GCC) AND, IF APPLICABLE, ANY OTHER
SPECIAL CONDITIONS OF CONTRACT.
1.4. THE SUCCESSFUL BIDDER WILL BE REQUIRED TO FILL IN AND SIGN A WRITTEN CONTRACT FORM (SBD7).
2. TAX COMPLIANCE REQUIREMENTS
2.1 BIDDERS MUST ENSURE COMPLIANCE WITH THEIR TAX OBLIGATIONS.
2.2 BIDDERS ARE REQUIRED TO SUBMIT THEIR UNIQUE PERSONAL IDENTIFICATION NUMBER (PIN) ISSUED BY SARS TO ENABLE
THE ORGAN OF STATE TO VERIFY THE TAXPAYER’S PROFILE AND TAX STATUS.
2.3 APPLICATION FOR TAX COMPLIANCE STATUS (TCS) PIN MAY BE MADE VIA E-FILING THROUGH THE SARS WEBSITE
WWW.SARS.GOV.ZA.
2.4 BIDDERS MAY ALSO SUBMIT A PRINTED TCS CERTIFICATE TOGETHER WITH THE BID.
2.5 IN BIDS WHERE CONSORTIA / JOINT VENTURES / SUB-CONTRACTORS ARE INVOLVED, EACH PARTY MUST SUBMIT A
SEPARATE TCS CERTIFICATE / PIN / CSD NUMBER.
2.6 WHERE NO TCS IS AVAILABLE BUT THE BIDDER IS REGISTERED ON THE CENTRAL SUPPLIER DATABASE (CSD), A CSD NUMBER
MUST BE PROVIDED.
2.7 NO BIDS WILL BE CONSIDERED FROM PERSONS IN THE SERVICE OF THE STATE, COMPANIES WITH DIRECTORS WHO ARE
PERSONS IN THE SERVICE OF THE STATE, OR CLOSE CORPORATIONS WITH MEMBERS PERSONS IN THE SERVICE OF THE
STATE.”
For ease of reference, Bidders shall enter their Price in the space provided below:
NO. SERVICE
GRAND TOTAL
GRAND TOTAL
REQUIRED
(amount in figures)
(amount in words)
1.
A service
………………………………………………………………………………...
provider for the
Development
…………………………………………………………………………………
and
…………………………………………………………………………………
implementation
R……………………...
of an electronic
…………………………………………………………………………………
(Carried over from
document
(Carried over from Pricing Schedule page)
Pricing Schedule)
management
system for
three years as
per the
specification.
(1)
If the Bid Sum (amount in words) differ from the Bid Sum (amount in figures), the Bid Sum (amount in
words) will govern.
SIGNATURE OF BIDDER:
……………………………………………
CAPACITY UNDER WHICH THIS BID IS SIGNED:
……………………………………………
(Proof of authority must be submitted e.g. company resolution)
DATE:
SCMU5-21/22-0045 Page 5 of 83
……………………………….…………...
SPECIAL CONDITIONS OF BID
1.
INTERPRETATION
The word “Bidder” in these conditions shall mean and include any firm of Contractors
(include joint ventures) or any company or body incorporated or unincorporated.
The word “Department” in these conditions shall mean the EASTERN CAPE
DEPARTMENT OF PUBLIC WORKS.
2.
EXTENT OF BID
This contract is for the BID REQUEST PROPOSALS FOR THE APPOINTMENT OF
SERVICE PROVIDER TO DEVELOP AND IMPLEMENT AN ELECTRONIC
DOCUMENT MANAGEMENT SYSTEM FOR A PERIOD OF THREE YEARS
3.
CONTRACT TO BE BINDING
The formal acceptance of this Bid by the Department will constitute a contract binding
on both parties, and the Department may require sureties to its satisfaction from the
contractor, for the due fulfilment of this contract.
4.
MODE OF BID
All Bids shall be completed and signed: All forms, annexures, addendums and
specifications shall be signed and returned with the Bid document as a whole. The
lowest or any bid will not necessarily be accepted.
The Department wishes to deal on a prime contractual basis with the successful
Bidder being responsible and accountable for all aspects of the entire solution or
service offered.
5.
QUALITY
Should the specifications and / or descriptions not address any aspects of quality as
specified, this should be clarified with the Department prior to the submission of a Bid.
6.
INSURANCE CLAIMS, ETC.
The Department shall not be liable in any manner in respect of any claims, damages,
accidents and injuries to persons, property or rights or any other courses of civil or
criminal action that may arise from the carrying out of this contract.
The contractor shall insure his / her / their personnel and any plant, machinery or
other mechanical or electronic equipment involved in the fulfilment of this contract and
shall indemnify The Department against all risks or claims which may arise.
7.
PERIOD OF VALIDITY FOR BIDS AND WITHDRAWAL OF BID AFTER CLOSING
DATE
All Bids must remain valid for a period of 120 days from the closing date as stipulated
in the bid document.
8.
8.1
PENALTY PROVISION
Should the successful Bidder:
[a]
Withdraw the Bid during the afore-mentioned period of validity; or
[b]
Advise the Department of his / her / their inability to fulfil the contract; or
[c]
Fail or refuse to fulfil the contract; or
[d]
Fail or refuse to sign the agreement or provide any surety if required to do so;
Then, the Bidder will be held responsible for and is obligated to pay to the
Department:
[a]
All expenses incurred by the Department to advertise for or invite and
deliberate upon new Bids, should this be necessary.
SCMU5-21/22-0045 Page 6 of 83
[b]
The difference between the original accepted Bid price (inclusive of
escalation) and:
[i]
[ii]
A less favourable (for the Department) Bid price (inclusive of
escalation) accepted as an alternative by the Department from the Bids
originally submitted; or
A new Bid price (inclusive of escalation).
8.2
Should the successful Bidder fail to deliver; provisions of the General Conditions of
Contract will apply.
8.3
Disputes between the Department and a bidder (if any) will be dealt with in the form of
litigation.
9.
BRAND NAMES
Wherever a brand name is specified in this bid/quotation document (i.e. in the
specifications, pricing schedule or bill of quantities or anywhere in this document), the
department’s requirement is not limited to the specified brand name, but requires an
item similar/equivalent or better than specified.
10.
VALUE ADDED TAX
In calculating the cost of the supply and delivery of services and / or material, the
supplier will issue a “Tax Invoice” for all services rendered and / or materials supplied,
which will reflect the exclusive cost of such services, goods or materials with the
relevant Value Added Tax being added to the total.
11.
CONTRACTUAL PRICE ADJUSTMENTS
The rates tendered must be fixed for the first twelve months after commencement of
the contract. The prices must be guaranteed for the 1st year, 2nd year, 3rd year and
extended period, prices will be adjusted by the prevailing CPI + year on year
12.
AUTHORITY TO SIGN BID DOCUMENTS
1. In the case of a Bid being submitted on behalf of a company, close corporation or
partnership, evidence must be submitted to the Department at the time of submission
of the Bid that the Bid has been signed by persons properly authorised thereto by
resolution of the directors or under the articles of the entity. Furthermore, in the case of
a joint venture or consortium at least one directors/ members of each party to the joint
venture or consortium must give consent to give authorisation for signatory to this bid.
2. In the event that a resolution to sign is not completed by all directors/ members of the
enterprise, the signature of any one of the directors or members to this bid will bind all
the directors/ members of the enterprise and will therefore render the bid valid.
3. No authority to sign is required from a company or close corporation or partnership
which has only one director or member.
4. In the event that a non-member/ non-director to the enterprise sign this declaration, and
no authority is granted, it will automatically invalidate the bid.
5. If the document is signed by one of the directors, Resolution to sign is not required to
be completed
13.
CONTRACT PERIOD
a) The expected contract period is thirty-six (36 months) from the contract start date as
would be agreed.
b) The Department reserves the right to consider the extension of the contract or portions
thereof, in consultation with the successful bidder for a further period, without going to
an open bidding process.
c) The Department of Public Works may accept or reject any bid offer and may cancel
the bid process or reject all bid offers at any time before the formation of a contract.
d) The Department of Public Works also reserves the right to accept the bid as a whole
or a part of the bid, or any item or part of any item.
SCMU5-21/22-0045 Page 7 of 83
e) The Department shall not accept or incur any liability to a supplier for such
cancellation or rejection or acceptance, but will give written reasons for such action
upon receiving a written request to do so.
14.
DELIVERY PERIODS
Delivery periods, where indicated must be adhered to. Notwithstanding the
termination date of the assignment the bidder will be required to submit progress
reports to the Department the contract, form and frequency and dates thereof to be
stipulated and agreed upon by the parties upon the awarding of the Bid.
15.
DISPUTES OR LIABILITIES
In the event that disputes/ liabilities cannot be resolved by internal systems, the
disputes will be settled by litigation.
This paragraph replaces paragraph 29 in the General Conditions of Contract.
16.
16.1
CLOSING DATE / SUBMITTING OF BIDS
Bids must be submitted in sealed envelopes clearly marked: SCMU5-21/22-0045: BID
REQUEST PROPOSALS FOR THE APPOINTMENT OF SERVICE PROVIDER TO
DEVELOP AND IMPLEMENT AN ELECTRONIC DOCUMENT MANAGEMENT
SYSTEM FOR A PERIOD OF THREE YEARS
Completed bid documents in a sealed envelope endorsed with the relevant bid
number, bid description and the closing, must be deposited in the bid box,
Department of Public Works, Qhasana Building, Ground floor, Bhisho not later than
11h00 on 10 August 2021.
Bidders must ensure that bids submitted via courier services are deposited by the
courier service in the Departmental bid box prior to the closing date and that it is not
delivered to Departmental officials. The Department will not accept responsibility if
bids received by officials are not timely deposited in the Bid Box.
17.
NEGOTIATION WITH THE IDENTIFIED PREFERRED BIDDER
17.1
The Bid will be awarded to the bidder who scores the highest PPPFA points:
17.1.1 However, should an offer not be market related, the Department reserves the
right to negotiate with bidders in accordance with the PPPFA Regulation 6 sub
regulation 9(a) & (b).
18.
PAYMENT FOR SERVICES RENDERED
Awarded companies will have to provide copies of timesheets prior to payment taking
place by the Department.
19.
AWARD OF BIDDERS NOT SCORING THE HIGHEST POINTS
19.1 A contract may be awarded to a tenderer that did not score the highest points
subject to a risk assessment.
20.
LATE BIDS
Bids received after the closing date and time, at the address indicated in the bid
documents, will not be accepted for consideration and where practicable, be
returned unopened to the Bidder(s).
21.
COMMUNICATION
21.1 A nominated official of the bidder(s) can make enquiries in writing, to the
specified persons, as indicated on this document via email. Bidder(s) must
reduce all telephonic enquiries to writing and send to the above-mentioned
email addresses.
SCMU5-21/22-0045 Page 8 of 83
21.2 The delegated office of Department of Public Works may communicate with
Bidder(s) where clarity is sought in the bid proposal.
21.3 Any communication to an official or a person acting in an advisory capacity for
the Department of Public Works in respect of the bid between the closing date
and the award of the bid by the Bidder(s) is discouraged.
21.4 Whilst all due care has been taken in connection with the preparation of this bid,
Department of Public Works makes no representations or warranties that the
content of the bid or any information communicated to or provided to Bidder(s)
during the bidding process is, or will be, accurate, current or complete. The
Department of Public Works, and its employees and advisors will not be liable
with respect to any information communicated which may not accurate, current
or complete.
21.5 If Bidder(s) finds or reasonably believes it has found any discrepancy,
ambiguity, error or inconsistency in this bid or any other information provided by
the Department of Public Works (other than minor clerical matters), the
Bidder(s) must promptly notify the Department of Public Works in writing of such
discrepancy, ambiguity, error or inconsistency in order to afford the Department
of Public Works an opportunity to consider what corrective action is necessary
(if any).
21.6 Any actual discrepancy, ambiguity, error or inconsistency in the bid or any other
information provided by the Department of Public Works will, if possible, be
corrected and provided to all Bidder(s) without attribution to the Bidder(s) who
provided the written notice.
21.7 All persons (including Bidder(s)) obtaining or receiving the bid and any other
information in connection with the Bid or the Tendering process must keep the
contents of the Bid and other such information confidential, and not disclose or
use the information except as required for the purpose of developing a proposal
in response to this Bid.
22. CONDITIONS WITHDRAWN FROM THE GENERAL CONDITIONS OF CONTRACT
Spare parts (paragraph 14)
23. SUPPLIER DUE DILIGENCE
The Department of Public Works reserves the right to conduct supplier due diligence
prior to final award or at any time during the contract period or visits/In loco
Inspection (if applicable).
24. PREPARATION COSTS
The Bidder will bear all its costs in preparing, submitting and presenting any response
or Tender to this bid and all other costs incurred by it throughout the bid process.
Furthermore, no statement in this bid will be construed as placing the Department of
Public Works, its employees or agents under any obligation whatsoever, including in
respect of costs, expenses or losses incurred by the bidder(s) in the preparation of
their response to this bid.
25. INDEMNITY
If a bidder breaches the conditions of this bid and, as a result of that breach, the
Department of Public Works incurs costs or damages (including, without limitation,
the cost of any investigations, procedural impairment, repetition of all or part of the
bid process and/or enforcement of intellectual property rights or confidentiality
obligations), then the bidder indemnifies and holds the Department of Public Works
harmless from any and all such costs which Department of Public Works may incur
and for any damages or losses the Department of Public Works may suffer.
26. PRECEDENCE
This document will prevail over any information provided during any briefing session
whether oral or written, unless such written information provided, expressly amends
this document by reference.
SCMU5-21/22-0045 Page 9 of 83
27. LIMITATION OF LIABILITY
A bidder participates in this bid process entirely at its own risk and cost. The
Department of Public Works shall not be liable to compensate a bidder on any
grounds whatsoever for any costs incurred or any damages suffered as a result of the
Bidder’s participation in this Bid process.
28. TAX COMPLIANCE
No tender shall be awarded to a bidder who is not tax compliant
29. REGISTRATION AS A VAT-VENDOR
29.1 Non-VAT vendors do not have to include VAT in their bid prices, however
29.2 Non-VAT vendors who submit bids for contracts that would, if successful, take
their annual turnover above the threshold of R1 million must include VAT in the
prices quoted and must therefore immediately upon award of the contract,
register with the South African Revenue Service (SARS) as VAT vendors.
29.3 The award of contract would be (for Non-VAT vendors who included VAT in
their prices) conditional pending the successful bidder submitting proof of
registration as VAT vendor with SARS within 21 days of award.
30. GOVERNING LAW
South African law governs this bid and the bid response process. The bidder agrees
to submit to the exclusive jurisdiction of the South African courts in any dispute of any
kind that may arise out of or in connection with the subject matter of this bid, the bid
itself and all processes associated with the bid.
31. GENERAL BID RULES
a) The bid document shall be completed and signed
b) The Department of Public Works Supply Chain Management Policy will apply.
c) The Department of Public Works does not bind itself to accept the lowest bid or
any other bid and reserves the right to accept the whole or part of the bid.
d) The Department of Public Works may accept or reject any bid offer and may cancel
the bid process or reject all bid offers at any time before the formation of a contract.
e) The Department shall not accept or incur any liability to a supplier for such
cancellation or rejection or acceptance, but will give written reasons for such action
upon receiving a written request to do so.
f) Bids which are late, incomplete, unsigned or submitted by facsimile or
electronically, will not be accepted
g) Bidders are not allowed to recruit or shall not attempt to recruit an employee of the
Department for purposes of preparation of the bid or for the duration of the
execution of this contract or any part thereof
32. BBBEE
32.1 For bidders to qualify for BBBBEE points, the bidders are required to be
submit with the bid:
(a) A valid original or valid certified copy of the bidder’s BBBEE certificate or
(b) A valid original or valid certified copy of the bidder’s “Sworn Affidavit” as
prescribed by the B-BBEE Codes of Good Practice.
(c) Failure to submit any of the above (a or b) will result in zero points scored
for B-BBEE status level.
32.2 SDB.6.1 should be properly completed and signed. Failure to do so, will result
in the non-awarding of points
32.3 Further, failure to complete section 7: SUB-CONTRACTING as per the SBD
6.1, will automatically results in the non-awarding of points for BBBEE Should
the bidder intend to sub-contract more than 25%, it is compulsory to submit a
valid certified BBBEE certificate for all propose sub-contractors. Failure will
SCMU5-21/22-0045 Page 10 of 83
automatically result in no points awarded for BBBEE, irrespective if the main
bidder submitted an original or certified copy of its BBBEE certificate.
32.4 If the date of the company’s “Date of latest financial year - end” per Annexure
A: Company Details” does not correspond to the bidders submitted “Sworn
Affidavit”, the bidder will not receive any points for BBBBEE
33. CONTINGENCIES
33.1 A provisional amount has been provided in this tender document for contingencies.
Utilizing contingencies must be approved in advance by the Department and the
rates of the relevant contractor as per the tender document will apply, unless
otherwise approved, in writing by the delegated authority.
34. CONTRACT VARIATIONS, EXPANSIONS, AMENDMENTS OR MODIFICATIONS
34.1 Should a need arise to vary or expand or amend or modify contract quantities for
any goods or services, after a valid contract has been concluded and or after the
contract has already commenced, the Department reserves the right to approach
the contracted service provider to reduce or increase the contracted quantities.
34.2 Should the Department implement this right, no escalation in contracted unit
prices will be allowed in the first year of the contract (see bid rules on price
escalation). Contracted prices will be reduced or increased pro-rata in
accordance with the price as structured initially in the bid pricing structure at the
closing date of the bid. Price escalations after year 1 of the contract (if applicable)
will be in accordance with the bid rules.
34.3 All variations, expansions, amendments or modifications in the terms of the
contract or contract quantities shall be made by written amendment and must be
signed by the Department and the contracted party concerned.
35. OTHER CONDITIONS OF BID
35.1 The bidder must be registered on the Central Supplier Database (CSD) prior
the award
35.2 All bidders’ tax matters must be in order prior award. Bidders’ tax matters will
be verified through CSD.
35.3 The Department will contract with the successful bidder by signing a formal
contract.
35.4 Valid registration as a VAT Vendor within 21 days upon receipt of appointment
letter
35.5 The successful tenderer will be required to establish and maintain at its own
cost an offsite office in the Province of the Eastern Cape within 100km radius
from Bisho within one month of issuing the appointment letter.
35.6 The successful tenderer will be required within one month after receipt of the
letter appointment, to submit the names, CV’s and qualifications of the following
non-key personnel:
Non- Key
Personnel
Information or
Records
Managers/
Training
Practitioners /
Facilitators
SCMU5-21/22-0045 Page 11 of 83
Number of
Resources
2
Qualification
Experience
Minimum qualification:
A three-year Degree
(NQF level 7) or
National Diploma (NQF
Level 6) in Library and
or Information Systems
/ Management/ Science
or Business IT or
related fields.
A minimum of 5
years’ relevant
experience
Junior Business
Analyst
1
Change
Champions
5
35.7
Minimum qualification:
NQF level 6 tertiary
qualification in
Information Systems /
Management/ Science
or Business IT or
Computer studies or
related field
Minimum qualification:
A three-year National
Diploma (NQF Level 6)
in an ICT related fields
(Computer Science,
Information Systems,
Technology and
Engineering)
A minimum of 3
years’ relevant
experience
A minimum of 3
years’ relevant
experience
The Department accepts that a consultant resource might be offered in the
proposal of more than one bidder.
35.8 The form SBD 1 should be properly completed and signed
35.9 Annexure A - Company Details
SCMU5-21/22-0045 Page 12 of 83
TERMS OF REFERENCE/ SPECIFICATION
Eastern Cape Provincial Government
Public Works & Infrastructure
BID NUMBER: SCMU5-21/22-0045
PROJECT DESCRIPTION
BID REQUEST PROPOSALS FOR THE APPOINTMENT OF SERVICE PROVIDER TO
DEVELOP AND IMPLEMENT AN ELECTRONIC DOCUMENT MANAGEMENT SYSTEM
FOR A PERIOD OF THREE YEARS
SCMU5-21/22-0045 Page 13 of 83
1. INTRODUCTION
1. The National Archives and Records Service Act, 43 of 1996 require public and private
institutions to comply with legislation that governs the operations of proper records
management. Records management, being defined as a process of ensuring proper
creation, maintenance, use and disposal of records to achieve efficient, transparent
and accountable governance.
2. Sound record keeping and records management practices are key elements of good
governance in that they are evidence of official business and transactions undertaken
by any institution. Records are created while officials undertake their business. They
have an on-going use as a means of operational continuity, legal evidence of
transactions performed, accountability and disaster recovery. They also form the
memory of the institution that created them and by extension; they are part of society’s
memory and the broader cultural heritage.
3. A body’s ability to function efficiently and give account of its actions could be negatively
affected if sound record keeping and records management practices are not applied.
Records enshrine the accountability of governmental bodies to the government and to
the citizens. To this end, it is imperative that each governmental body should take
responsibility to ensure that the office’s records management practices are aligned with
the broader principles of good governance and legislation that governs it.
4. A Records Management System, if properly implemented, should achieve, amongst
others, the following
a) Ease of locating information. Records that are correctly filed and stored are easily
accessible, and this facilitates efficiency of operations, reduced turnaround times
for locating information, transparency, accountability and democracy;
b) Efficiency and economy by eliminating unnecessary duplication of records and thus
unnecessary huge storage spaces;
c) A retention and disposal programme that ensures maintaining only those records
that are required for functional purposes and disposing or archiving those that are
no longer actively used;
d) Orderly and efficient tracking of the flow of documentation through various
processes until they are records; and
e) Implementation of controls to ensure that only authorized persons have access to
the information, thereby preventing records from being stolen, used for malicious
purposes and / or damaged. This ensures the protection of privacy and
confidentiality, and prevents the inappropriate disclosure of information that could
harm the organization or infringe the privacy rights of individuals.
The Department requires a Records and Information Management System that will be in
compliance with the Provincial Archives and Records Service of South Africa Act (Act No. 7 of
2003). The proposed Records Management System will be for the management of all
departmental records and documents, which the department creates and receives. It is
envisaged that this system will be able to address many weaknesses within the current system,
which have been raised by the Office of the Auditor General as findings and audit queries.
It is expected that the prospective service provider will provide training and skills transfer to the
departmental specific users that will be responsible for the Record Management function
SCMU5-21/22-0045 Page 14 of 83
throughout the duration of the project and will eventually leave a sustainable hybrid records
management solution for the ECDPWI to use in the future
2. Scope of Work
The project will be rolled out in a phased approach subject to the department’s prioritized
pain points. Each phase will be divided into milestones with deliverable-based product signoff and payment. The overall project duration is 36 months and estimated duration of phase
one is twelve (12) months.
Phase 1
1. Project Governance
Define project management and governance arrangements including planning,
regular communicating with stakeholders to ensure that the progress, benefits and
deliverables of the project are widely known, accepted and signed off, issues and
bottlenecks are resolved and risks are managed. (This applies to all phases of the
project and should be reflected in all of them).
2. Implementation plan
Development of an implementation plan for a phased approach to provision of the
required solution including its rollout plan and the GAP analysis/ User
Requirements report on the department including license cost or any data clean
up required and / or any customization.
3. System Development
a. Proposed solution to cater for full functionality of the requirements of the
electronic document and records management system for the department.
The hybrid system:
i. must have the capability to integrate with a paper-based repository;
ii. should have a reference able case-based records management
capability
iii. must be compliant to the relevant acts and standards governing
electronic transactions e.g. NARS, POPI, and International Standard
Organization
iv. must have a scanning capability that has an embedded Optical
Character Recognition intelligent capability to locate structured and
unstructured content within the data stores
b. The Hybrid ERDMS system must support the allocation of all forms of access
and security controls to digital records, folders and other file plan entities,
including
i. Predefined user access groups (incl. a discrete list of named users)
ii. One or more individual usernames and ad hoc list of user names, and
iii. Security categories
iv. The ability to allow any combination of access and security controls to
be allocated to digital records, folders and paper referenced records
c. The ERDMS must have a team workspace for document collaboration (e.g.
team sites)
i. have the capability to ensure that every folder is allocated to a record
category within the record classification scheme
ii. not limit the number of folders that can be allocated to a record
category or defined within the entire system
iii. have a capability to generate sequential numeric or alphanumeric
reference for a folder as defined by the approved file plan of the
SCMU5-21/22-0045 Page 15 of 83
department
iv. prevent destruction or deletion of folders, records and associated
metadata at all times, except when authorized to do so by the systems
administrator have integration capabilities for both hardware and
internal existing systems (E.g. printers, scanners, etc.)
v. The ERDMS must securely share documents, segregate/ separate
access control for public and confidential disclosure and:
1. Allow authorized 3rd parties to collaborate and submit source
documents online through a secure e-file portal and apply an
advanced electronic signature for authorization of such
submissions
2. Receive manual records from external parties, scan and index
them into associated document repositories
3. Detailed Requirements
Service providers who pass functionality stage may be invited to do an hour presentation on
the user-friendly interface of their software at their own cost to the Evaluation Committee or
Departmental Technical team. The bidders will use their own equipment that include
computers, notebooks, LCD projectors and internet connection for their presentations.
The EDMS should reflect the File Plan, in order that documents can be readily accessed. Case
files would also be included in the EDMS
1. Technical Environment
Comply
Not comply
2. Development / provision of suitable ERDMS Comply
application
Not comply
The application must have different technical
environments for Development, Training and Live
system.
Substantiate:
The proposed software application must be provided to
the Department of Public Works & Infrastructure. The
application must be installed on a server where it will be
available to the Department over either their LAN or via
the Internet through VPNC.
Substantiate
3. Customization & Configuration
The application must be configured and customized to
meet Departmental requirements and the reporting
requirements. As a minimum, the requirements specified
in the Tender document.
Substantiate
SCMU5-21/22-0045 Page 16 of 83
Comply
Not comply
4. Data loading
Comply
Not comply
The service provider will be for the start-up phase
responsible for the loading of current data onto the new
System after Data migration.
Substantiate
5. User Training and change management
Comply
Not comply
The service provider is required to provide full training to
the users and must be able to provide the following levels
of training:
 Administration/Technical training
 User training
 Management training
 Train the trainer approach
 Follow-up training
This training will be done at the training facilities of the
Department and must include the disciplines of
effectiveness and efficiency. Full training materials must
be supplied to the users. The training will be on-going for
the period of the contract, including new and relocated
personnel.
Substantiate
6. Escrow agreement
Comply
Not comply
Comply
Not comply
Source code at the end of the contract or project will
remain the property of the department.
Substantiate
7. User friendly
The software must be extremely user friendly and must
address Records management processes in a simple and
uncomplicated manner. A wide range of users within the
Department, some of which do not have Records
Management qualifications and experience, will use the
application. The application must therefore be easy to
use for all users. Of importance is that the system must
also provide interactive help, logistical support within the
software for the users.
Substantiate
SCMU5-21/22-0045 Page 17 of 83
8. Integration with other proprietary system:
Comply
Not comply
Comply
Not comply
Comply
Not comply
Comply
Not comply
Comply
Not comply
The EDMS will need to be integrated with other systems
currently utilised by the department for improved
efficiency and to limit the human error. The integration will
further consolidate information and help produce reports
faster. The systems identified for integration are: Logica,
ECIP and the departments might add others.
Substantiate
9. Web Enabled
The application must be 100% web enabled to allow
authorized users to access it (with the necessary
username and password) through vpnc. No software
except for the web browser should be loaded on the user
computer to access the application.
Substantiate
10. Access to Functionality
The application must include the functionality to allow the
System administrator to set each user group access to
specific functionality.
Substantiate
11. Access to Information
The application must have the capability to allow users
belonging to a specific user group to only see specific
information and not others. Thus, users belonging to
Amathole region must only see plans that are in Amathole
while users in Chris Hani will only see their records.
Substantiate
12. Audit Log
A full real time audit log of all access to the application
and changes to any information and data must be
maintained and be available.
Substantiate
SCMU5-21/22-0045 Page 18 of 83
13. Inbox / My Workspace
Comply
Not comply
Comply
Not comply
Comply
Not comply
Comply
Not comply
17. Compliant to relevant Acts and Government Comply
bodies
Not comply
The application should have an Inbox / My Workspace
screen which is specific for each user who logs into the
application. This screen should show all items (tasks,
requests, etc.) that have been assigned to the specific
user.
Substantiate
14. Reports
The application should allow the user to specify the time
frame (start date and end date) which they require the
reports for and also chose the format the output must be
in (PDF, excel, etc.). Management must also have the
flexibility of choosing which reports they want to be
automated, set frequency and also format into which they
require the report.
Substantiate
15. File plan
The application must support the allocation of all forms of
access and security controls to digital records, folders
and other file plan entities, including the ability to allow
any combination of access and security controls to be
allocated to digital records, folders and paper referenced
records
Substantiate
16. Paper-based integration
The application must have the capability to integrate with
paper-based repositories in all locations.
Substantiate
The application must be compliant to the relevant acts
and standards governing electronic transactions e.g.
NARS, POPI, National Archives and Records
Administration and International Standard Organization. *
Certification from any would be an added advantage.
Substantiate
SCMU5-21/22-0045 Page 19 of 83
18. Optical Character Recognition intelligent
Comply
Not comply
Comply
Not comply
Comply
Not comply
Comply
Not comply
Comply
Not comply
Comply
Not comply
The application must have a scanning capability that has
an embedded Optical Character Recognition intelligent
capability to locate structured and unstructured content
within the data stores
Substantiate
19. License Management
The Application if license based must be 100 concurrent
licenses which includes regional offices.
Substantiate
20. System Architecture
The Application Architecture must be built such that it
caters for satellite offices that have poor network
connectivity. E.g. Offline version or server replicas on
each region with updates on main servers on predefined
intervals.
Substantiate
21. Electronic signatures
The Application Architecture Must Enable electronic
signatures to be associated with any content item such
as workflow activity or lifecycle change.
Substantiate
22. Active Directory
The Application must link with Active Directory for easy
management of passwords and compliance with the ICT
security processes and policies
Substantiate
23. Digital Shredding
The Application must ensure that information cannot be
retrieved even with forensic methods that analyse
residual magnetism on disks.
Substantiate
SCMU5-21/22-0045 Page 20 of 83
24. Repository encryption
Comply
Not comply
Comply
Not comply
Comply
Not comply
Comply
Not comply
Comply
Not comply
Comply
Not comply
The Application must Prevent intruders from reading
content even if they obtain unauthorized access to
repository files
Substantiate
25. Transportation
The Application must be able to track incoming and
outgoing documents including mail. This includes transfer
requests and movement of files between Head office and
regional offices as well as confirmation of receipt of these
correspondence at the other end of the cycle.
Substantiate
26. Integrator Viewer
The Application must allow CAD files, micro station files,
or any other electronic files, to be attached to the
document entries and this enables them to be viewed
from within the system.
Substantiate
27. Document Collaboration
The Application must allow author of a document to grant
read access to all users outside of a specific region while
granting "check-in/out" control to others who are working
on updating the document.
Substantiate
28. Version Control
The Application must allow for full version control of
documents with the ability to store drafts all the way to
final sign off
Substantiate
29. Tracking
The Application must allow documentation and data to
be uniquely identified and traceable to origin and issue
status.
Substantiate
SCMU5-21/22-0045 Page 21 of 83
30. Performance
Comply
Not comply
Comply
Not comply
Comply
Not comply
Comply
Not comply
Comply
Not comply
Comply
Not comply
The Application should be designed with high availability
as a core principle with redundancy and eliminate single
point of failure
Substantiate
31. Search
The Application should be fully searchable by document
name and metadata (author, year, file number etc.)
Substantiate
32. Retention and disposal
The Application should be aligned to the departmental
Guidelines as detailed in the file plan and procedure
manual.
Substantiate
33. Document /Drawings register
The Application should have a continuous update to
reflect document changes with, time, document revised,
new documents created and documents become
superseded.
Substantiate
34. Email Management
The Application should have provision to attach/load
emails on the system.
Substantiate
35. Archiving
The Application should have document archiving
features and function. Users should be able to access old
files in the event of network outages and any changes
made during this period to be reflected when the network
access returns.
Substantiate
SCMU5-21/22-0045 Page 22 of 83
36. Distribution
Comply
Not comply
Comply
Not comply
Comply
Not comply
Comply
Not comply
Comply
Not comply
The Application should Have a distribution matrix for New
and revised documents.
Substantiate
37. Document Templates
The Application should have an ability for uploading and
changing templates for all users of the system.
Substantiate
38. Browser Compatibility
The Application should be accessible on different
browsers Firefox, internet explorer, Google Chrome, and
compatible with mobile devices (Android, Windows,
Apple).
Substantiate
39. Clarifications on the proposal
DPWI may request written clarification or further
information regarding any aspect of this proposal. The
bidders must supply the requested information in writing
within twenty-four (24) hours after the request has been
made, otherwise the proposal may be disqualified.
Substantiate
40. Browser Capability
The Application needs to be adaptive and responsive so
that it can be accessed by different devices with different
operating systems and irrespective of screen resolutions.
Substantiate
Phase 2: Specification for storage facilities and Implementation of other modules
Provide specifications, designs including equipment required to run legislative and best
practice standards compliant document storage facilities (both in-site and off-site) for the
department and assist the department in the processes of setting up those storage facilities.
The provision of such equipment and warehouse is excluded from the scope of this project.
The specification should make recommendations in relation to but not limited to
 Equipment like filing cabinets and storage equipment to cater for different
sizes of documents, different document types and media shelf layout;
needs for new equipment that will support the objectives of this project.
SCMU5-21/22-0045 Page 23 of 83


Security measures that are or should be put in place, in those in-site and
off-site storage facilities;
Staffing requirements for efficient operating a new record centre, and
recommend a cost-effective manner of staffing the Records Centre. The
necessary recommendations will be included in an assessment report.
Phase 3 Full roll-out, skills transfer, Support and Maintenance
a. In consultation with department, develop and implement change management
including training, skills transfer to users, including personnel, Departmental
Service providers and organizational structures to ensure institutionalization of
the system
b. Provide technical and maintenance support of the EDRMS during
implementation.
Phase 4 Support and Maintenance
a. Provide technical and maintenance support of the ERDMS for a period of one year within
the 3 years of the contract, with an option to extend for another year.
4. QUALIFICATION AND EXPERINCE OF THE SERVICE PROVIDER
The contract envisaged under this will only be awarded to an experienced service provider
or consortium that has demonstrated the relevant knowledge and experience in the
Enterprise Content Management solutions. In this regard only service providers meeting
the minimum functionality shall be considered for the next stage of this tender.
Given the responsible nature of the work envisaged under this multi-faceted contract, the
DPW reserves the right to award the tender to any bidder of choice, resource available and
relevant experience.
The lowest service provider may therefore not necessarily be accepted.
5. DOCUMENTS TO BE SUBMITTED BY RESPECTIVE SERVICE PROVIDERS AS
PART OF THE PROPOSAL
The following must be submitted:





Proof of residential address in the form of a municipality account or signed affidavit or
any other accounts letter.
A Company profile. DPW&I reserve the right to do the visit to inspect the office /
warehouse / factory if required.
A detailed Project proposal outline the proposal methodology or how the scope of work
will be carried in the detailed project implementation and change management plan
CV’s of key personnel project team members outline individual experience and valid
certified certificates of qualification (s).
Proof of residential address if points for locality are claimed for the location of the
service provider(s)’ key staff/ resources per the proposal to the satisfaction of the
Department. Alternatively, a sworn affidavit must be provided by a Commissioner of
oath, not in the employment of the bidder, indicating locality of the resource.
SCMU5-21/22-0045 Page 24 of 83

1.
Employment letters as evidence will be submitted before signing of a contract once an
offer is made to a service provided
All key personnel resources put forward in a tender must be available for the duration
of the contract. Changes in resources during the contract period will only be allowed
should a resource leave the employment of the bidder or due to any other reason
outside the control of the bidder. Each request for a change in resource(s) will be
assessed on its own merits and is subject to the approval of the Department.
Substituted resources must be equivalent or higher than the initial resource and must
be approved in writing by the Departmental Program Manager before deployment to
the Department
CONDITIONS
The Department reserves the right not to award this bid.
The Bid awarded will be conditional and subject to successful negotiations and
signing of a written contract, failing which the Department reserves the right to
withdraw the bid and award same to the next successful bidder without the need to
repeat the tender process.
Under no circumstances will negotiation with any bidders constitute an award or
promise / undertaking to award the contract.
The appointed service provider will have to pass all relevant security clearances
All bidders are to complete the summary pricing schedule detailed below. A detailed
pricing schedule may further be attached to provide supporting information to this
pricing schedule
2.
PREAMBLE TO THE PRICING SCHEDULE
Payment shall only be for the activities listed in the Scope of Work as described
above and categorized in the pricing schedule that will be submitted with the
proposal;
The Bidder is required to enter the total value of services and equipment required
All prices and sums of money quoted in the Pricing Schedule shall be in South African
rands and whole cents. Fractions of a cent shall be discarded.
The Pricing Schedule forms part of the BID documents and must be read in
conjunction with all the other documents comprising the BID documents.
The Service Provider will be paid on a deliverable acceptance basis.
3.
NOTES:
1. Penalties
Penalties for delays in the supply and delivery of the system as required herein will be
applied as per section 22.1 of the General Conditions of Contract.
2. Travel and Disbursements
No allowance will be allowed for travel and disbursement costs for on-site
administrative staff. Bidders are expected to source such staff from the local regions
in which they reside.
4.
REPORTING AND MANAGEMENT
The Project Leader of the service provider will report directly to the DPWI Project Leader
but will liaise closely with Sub-programme heads and respond accordingly to requests.
5.
CONTRACT DURATION
a. The duration of the contract will be a period of 3 Years (36 Months from the signing
of the contract)
SCMU5-21/22-0045 Page 25 of 83
b. The Department reserves the right to consider the extension of the contract or
portions thereof, in consultation with the successful bidder for a further period, not
exceeding the initial contract period, without going to an open bidding process.
c. If the extension clause is utilized by the Department, the bid price will be escalated in
accordance with the CPIX Index, Table P0141, Table A, CPI for services. The
relevant baseline will be the Statistical release P0141 at the closing date of this bid.
6.
TRANSFER OF SKILLS
Transfer of skills in the form of handholding, in-service training, workshops etc. to
Departmental officials in line with clause (i) of the TOR.
7.
REPORTS
a. Progress reports
b. Steering Committee Reports with minutes and attendance registers
c. Ad Hoc Reports
d. Close Out Report
8.
PAYMENT FOR SERVICES RENDERED

The service provider will be paid on satisfactory performance and delivery of the following
milestones:
Item
No
Description
2.
PHASE 1
Overall Project Management Plan including details of implementation, time
frames, governance structures, mechanisms for monitoring and control etc.
Implementation plan for the Hybrid Records Management Solution.
3.
Developed Hybrid electronic document and records management system.
4.
6.
Implemented Hybrid Records Management plan and solution (some
Modules)
Provide specifications, designs including equipment required to run
legislative and best practice standards compliant document storage facilities
(both in-site and off-site) for the department and assist the department in the
processes of setting up those storage facilities
PHASE 2
Implemented Hybrid Records Management plan and solution ( All Modules)
7.
PHASE 3
Approved training, skills transfer and change management programme
8.
Facilitated training, skills transfer and change management sessions
9.
Project Close-out report and deliverables hand-over
10.
PHASE 4
1-year Support and maintenance
1.
5.
DELIVERY ADDRESS
Bid documents to be placed in the Tender box at the Department of Public Works and
Infrastructure, Qhasana Building, Independence Avenue, Bhisho, Eastern Cape and should
be placed on or before the closing date.
SCMU5-21/22-0045 Page 26 of 83
BID REQUEST PROPOSALS FOR THE APPOINTMENT OF SERVICE PROVIDER TO DEVELOP
AND IMPLEMENT AN ELECTRONIC DOCUMENT MANAGEMENT SYSTEM FOR A PERIOD OF
THREE YEARS
BID EVALUATION CRITERIA
This bid will be evaluated in Three (3) phases as follows:
D. Phase One: Compliance, responsiveness to the bid rules and conditions, thereafter
E. Phase Two: Bidders passing stage one above will thereafter be evaluated on functionality
F. Phase Three: Bidders passing all stages above will thereafter be evaluated on PPPFA
A. PHASE ONE: ADMINISTRATIVE COMPLIANCE
The purpose of this evaluation phase is to determine which bid responses are responsive
to the minimum bid specifications and the minimum bid requirements. Bid proposals that
do not meet the minimum bid specifications and or minimum bid requirements will be
regarded as “non-responsive” and will not be considered for further evaluation. Bidders’
proposals must meet the following minimum requirements and the required supporting
documents (as required below) must be submitted with the completed bid document in a
sealed envelope in the bid box at the closing date and time. Failure to comply will
automatically eliminate the bid for further consideration:
1) Bids must be submitted on the original documents and bids which are late, incomplete,
unsigned or submitted by facsimile or electronically, will not be accepted.
2) The following Declarations must be duly completed and signed: (SBD4, SBD 8 and SBD 9).
3) The form SBD 1: Part A should be completed and Part B must be properly completed and
signed.
4) Bidder’s proposals that do not meet the specifications will be eliminated.
5) The following Annexures must be completed:
(a) Annexure D - Resolution to Sign (if applicable)
(b) Annexure E – Details of Tenderers nearest Office
6) SBD 3.3- Pricing Schedule- Non - Firm Prices – must be completed.
7) If the Bid Sum (amount in words) as per the SBD.1 differs from the SBD 3.3, it will
automatically invalidate the offer submitted.
8) If the Bid Sum (amount in words) is not completed, the bid will be eliminated
9) Bidders must be a legal entity. In the event of a subcontractor or joint ventures or
consortiums a signed agreement by all parties must be submitted with the bid. Also see
notes to the “Authority to Sign”. Failure to submit a compliant agreement with the bid will
automatically eliminate the bid for further consideration.
10) The estimated annual turnover of a bidder, if a bidder successful in this bid, will take the
successful bidder’s annual turnover above the threshold of R1 million. Therefore, all bidders
must include VAT in the prices tendered.
11) A testimonial/ reference list of a minimum of two similar projects where a hybrid records
management system has been implemented successful by the bidder in South Africa within
the Public / Private Sector in the past three to five years must be submitted.
12) Submit a detailed proposal(s) as per paragraph 5 of the other conditions of bid
13) Submit a detailed proposal(s) covering at least the following:
o Proposed Governance Structures and processes to ensure success of the project
o Mechanisms for monitoring and controlling the project deliverables;
o Management of non-conformance to project timeframes and quality requirements;
o Risk and Contingency Plan to avoid unforeseen circumstances
o Project management, pricing schedule and governance arrangements including
planning, regular communicating with stakeholders to ensure that the progress,
benefits and deliverables of the project are widely known, accepted and signed
off, issues and bottlenecks are resolved and risks are managed
SCMU5-20/21-0139
Page 27 of 83
o
Indicating a comparison of three (3) EDRMS solutions as outlined under the scope of
work above and a cost-benefit analysis and total cost of operation in relation to the one
quoted in the proposal chosen
o Indicating a detailed proposal indicating, a credible and documented training
programme, which has been, used previously including the skills transfer and change
management mechanisms that will be put in place as stated in the scope of work above
The detailed proposal must indicate a proposed approach and methodology, which
must show how the bidder will go about achieving the objectives of the Department
with regards to the scope of work as outlined above
A. PHASE TWO: EVALUATION ON FUNCTIONALITY
(a) Functionality evaluation requirements
In this phase bids are evaluated to determine if compliance to the functionality requirements is adhered
to. Points will be scored out of 100 points and will be determined as follows:
1. Experience of bidder
The service provider proposing the hybrid ERDMS must have a minimum of 5 years referenced
track record of successfully implementing a minimum of two similar type and size projects of
developing a hybrid or electronic document and / or records management and / Enterprise
Content Management solutions within the Public / Private Sector in the past 5 years. A detailed
company profile and a contactable customer reference list / testimonial must be provided,
detailing similar works/service, which they have satisfactorily completed in the past. The
information must include a description of the works / activities performed, the contract value,
name of employer, duration of the project, start and end month and year, contact person, office
telephone number and email address. (An additional schedule may be attached for more projects
performed).
Please Note: It is the responsibility of the bidder to ensure that all contact details of references
provided are correct. Bidders are further advised to nominate references that are in a position to
respond to queries relating to their experience and performance, as non-responsive references
may result non-awarding of points for experience.
2. The ability of the Project Team of the bidder as per the key staff.
a) The bidder must attach a schedule of its key staff and staffing structure and their respective
CVs, valid certified copies of their qualifications by Commissioner of oath and proof of
residential address or affidavit indicating their locality.
b) CV’s of key resource/ team member must be submitted, clearly indicating skills, knowledge,
experience and qualifications as per the Process and Methodology of Functionality
Evaluation criteria below.
c) The Bidder must clearly indicate which position will each team member occupy. Failure to
do so, the department will allocate the resources to a position based on the CV submitted.
d) Proof of Qualifications and professional registrations (where applicable) must be submitted
with the bid for each key resource. Failure to submit proof of qualifications and or
registrations (where applicable) for a resource, will be deemed that the resource(s) do(es)
not have such qualifications and or professional registrations.
e) Foreign qualifications will only be recognized if it was validated by SAQA.
f) Scoring will be based on the individual resources’ CV and the individual CV-scores will then
be added to a Total score.
g) Qualifications of Individual CV’s will be scored in fractions of 50% (meets the minimum
qualification requirements only), and 100% (has more and or higher than the minimum
SCMU5-20/21-0139
Page 28 of 83
relevant qualifications prescribed) of the maximum points allocated based upon the
assessment of the evaluators.
h) Experience of Individual CV’s will be scored in fractions of 0%, 50%, 75% and 100% of the
maximum points allocated based upon the assessment of the evaluators.
3. Location of bidder, sub-contractor(s) and staff / resources
In the interest of radical economic transformation, a prospective service provider must demonstrate
how it will, through this project, contribute towards the departmental objectives of sourcing
goods and services from local suppliers/ manufacturers / contractors including development
and empowerment of emerging SMMEs and designated groups (youth, women and people
with disabilities). Prospective service providers must note that the department targets to spend
50% of its goods & services and capital budget for this purpose.



Proof of residential address must be submitted with the bid on a municipal account,
electricity account or any other equivalent account’s document for local bidder / prime
managing partner if points for locality are claimed for the location of the offices of the
bidder/ prime managing partner. In the absence of the above, a sworn affidavit must be
provided by a Commissioner of oath, not in the employment of the bidder.
Proof of residential address must be submitted with the bid on a municipal account,
electricity account or any other equivalent account’s document for suppliers/
manufacturers / emerging SMME or contractor (s)/ from which services will be
sourced if points for their locality are claimed. In the absence of the above, a sworn
affidavit must be provided by a Commissioner of oath, not in the employment of the
bidder
Proof of residential address must be submitted with the bid if points for locality are claimed
for the location of the service provider(s)’ staff/ resources per the proposal to the
satisfaction of the Department. Alternatively, a sworn affidavit must be provided by a
Commissioner of oath, not in the employment of the bidder, indicating locality of the
resource Employment letters as evidence will be submitted before signing of a contract
once an offer is made to a service provided
Failure of a prospective service provider to submit the above-mentioned documents with the bid
as proof will be deemed as an intention not to adhere to the local economic transformation
requirements of the department and no points will be awarded for the economic development in
the Eastern Cape Province.
1.
Service Providers must score a minimum of 60 points out of the 100 points 100 on the
functionality evaluation in order to proceed to the next phase. Bidders that achieve less than 60%
on functionality will be disqualified for further evaluation.
(b) Process and Methodology of Functionality evaluation
1. Functionality shall be scored independently by not less than three evaluators as follows for each
of the criteria shown in the table above
2. The functionality criteria and maximum score in respect of each of the criteria are as follows:
Functionality criteria
Maximum Points Score
A. COMPANY’S PROFILE AND EXPERIENCE
15
B. QUALIFICATIONS AND EXPERIENCE OF KEY STAFF
60
C. LOCAL ECONOMIC DEVELOPMENT IN THE EASTERN CAPE
25
SCMU5-20/21-0139
Page 29 of 83
MAXIMUM POSSIBLE SCORE FOR FUNCTIONALITY
100
3. For further evaluation, the minimum number of evaluation points to be scored for Functionality is
60 points.
4. At least 20% on each of the Functionality criteria must contribute towards the 60 points.
5. Only those bidders who achieved at least the minimum number of functionality evaluation points
will be eligible to have their tenders further evaluated.
6. Functionality shall be scored in accordance with the following:
A. COMPANY’S PROFILE AND EXPERIENCE (MAXIMUM 15 POINTS)
SCMU5-20/21-0139
Page 30 of 83
No
Criteria
Measure
Weight
Maximum
Score
Service provider has The service provider has at least two
successfully
relevant projects covering a span of
0
implementing a
less than 3 years evident from the
minimum of two
testimonials/ references
similar type and size The service provider has at least two
projects of
relevant projects covering a span from
5
developing a hybrid
3 years up to 4 years evident from the
or electronic
testimonials/ references
document and / or
The service provider has at least two
records management relevant projects covering a span
solution / Enterprise
exceeding 4 years up to 5 years
10
Content
evident from the testimonials/
Management
references
solutions within the
The service provider has at least two
15
Public / Private
relevant projects covering a span
Sector in the past 5
exceeding 5 years evident from the
years. A company
testimonials/ references
profile and a
contactable
customer reference
list / testimonial must
be provided,
detailing similar
1
works/service, which
they have
satisfactorily
completed in the
past. The
information shall
must include a
description of the
works / activities
performed, the
contract value, name
of employer, duration
of the project, start
and end dates
(month and year),
contact person,
office telephone
number and email
address. (An
additional schedule
may be attached for
more project
performed).
Maximum score
15
i) Failure to submit at least two testimonials / reference list of two similar projects, will result in nonscoring of the above criteria.
ii) In case of joint ventures/consortiums, the experience will be calculated on a 50/50 basis based on
consolidated experience of the joint venture/consortium
SCMU5-20/21-0139
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B. QUALIFICATIONS AND EXPERIENCE OF KEY STAFF
1. QUALIFICATIONS AND PROFESSIONAL REGISTRATION (WHERE APPLICABLE):
a) All resources offered must meet the minimum qualifications and professional registrations
(where applicable). In the event that any resource does not meet the minimum requirements,
that resource will be scored 0
b) Calculations will be based on the individual CV’s and qualifications of resources and the
individual CV-scores will then be added to a Total score.
c) Individual CV’s will be scored in fractions of 0% 50% and 100% of the maximum points, which
maybe scored per CV based upon the assessment of the evaluator and calculated as shown in
the table below:
Qualification
Poor – 0% x weight
Any member/resource of the proposed project team does not have
minimum qualification and or professional/ accredited registration
(where applicable)
Satisfactory
(score 50% x weight)
Good
(score 100% x weight)
A member/resource of the proposed project team meets the minimum
qualification requirements only
A member/resource of the proposed project team has more and or higher
than the minimum relevant qualifications prescribed.
2. RELEVANT WORKING EXPERIENCE OF INDIVIDUAL RESOURCES
Fractions of 0%, 50%, 75% and 100% of the maximum points allocated based upon the
assessment of the evaluator and calculated as shown in the following table:
Poor CV
A member/ resource of the proposed project team has less than 25%
of the required experience
Satisfactory
A member/resource of the proposed project team has between 26%
and 49% % of the required experience
Good
A member/resource of the proposed project team has between 50%
and 74% % of the required experience
A member/resource of the proposed project team has between 75%
and 99%
Very good
A member/resource of the proposed project team has 100% or more
than the required experience
SCMU5-20/21-0139
Page 32 of 83
Score (weight) per resource
(score 0% x weight)
(score 25% x weight)
(score 50% x weight)
(score 75% x weight)
(score 100% x weight)
RESOURCE
Project Leader
Information or
Records
Managers/
Training
Practitioners /
Facilitators
Senior
Business
Analyst/Syste
m Analyst
PROFFESSIONAL
REGISTRATION
Number of
Resource
s
A
1
Yes
Current active
accreditation/
registration as a
Project
Management
Professional. Or
active
Certification in
PRINCE 2
No
No
Qualification
B
Minimum qualification:
A three-year Degree
(NQF level 7) or
National Diploma (NQF
Level 6) and PMP or
Prince 2 Professional
Registration = (2.5pts)
An NQF level 8 and
above or Advanced
certification in Project,
Programme or Portfolio
Management or other
Project Management
Disciplines will be an
advantage (+2.5pts =
5pts)
Minimum qualification:
A three-year Degree
(NQF level 7) or
National Diploma (NQF
Level 6) in Library and
or Information Systems
/ Management/
Science or Business IT
or related fields.
(2.5pts)
1
1
An NQF level 8 and
above or certification in
Records Management
and / or Archiving and/
or Knowledge
Management will be an
advantage (+2.5pts =
5pts)
Minimum qualification:
NQF level 6 / 7 tertiary
qualification in
Information Systems /
Management/ Science
or Business IT or
Computer studies or
related field (2.5pts)
NQF 8 and above and /
or certification and/ or
registration in Business
/ Systems Analysis
field will be an
SCMU5-20/21-0139
Page 33 of 83
Professional
experience
C
A minimum of 5
years’ relevant
experience
 no experience
=0;
 1-1.5yrs = 2pt;
 1.6 -3yrs=3pt
 3.1 - 4.5yrs =4pt
 5 & / or plus yrs.
= 5pts
A minimum of 5
years’ relevant
experience
 no experience
=0;
 1-1.5yrs = 2pt;
 1.6 -3yrs=3pt
 3.1 - 4.5yrs =4pt
 5 & / or plus yrs.
= 5pts
Minimum of 5
years’ relevant
experience (ICT
systems)
 no experience
=0;
 1-1.5yrs = 2pt;
 1.6 -3yrs=3pt
 3.1 - 4.5yrs =4pt
Senior ICT
Architecture
Senior
Developer
No
No
1
1
advantage (+2.5pts =
5pts)
 5 & / or plus yrs.
= 5pts
Minimum qualification:
A three-year Degree
(NQF level 7) or
National Diploma (NQF
Level 6) in Computer
Science / Information
Technology/ Software
Engineering and or
Information Systems /
Management/ Science
or Business IT or
related fields. (2.5pts)
5-10 years’
relevant
experience in the
ICT field, including
IT Governance,
systems
development,
implementation
and maintenance /
enhancements of
solutions
operational
responsibility in a
corporate /public
An NQF level 8 and
above or advanced
certification in
Computer science,
information technology,
software engineering or
related field with
extensive knowledge of
computer systems,
operating systems,
system
security measures will
be an added
advantage (+2.5pts =
5pts)
Minimum qualification:
A three-year Degree
(NQF level 7) or
National Diploma (NQF
Level 6) in an ICT
related fields
(Computer Science,
Information Systems,
Technology and
Engineering) (2.5pts)
NQF level 7and above
and /or additional
certification in systems
development will be an
advantage (+2.5pts =
5pts)
SCMU5-20/21-0139
Page 34 of 83
sector
organisation.
 no experience
=0;
 5-6 yrs. = 2pts
 6+- 7yrs=3pts
 7+ - 8 yrs.= 4
pts
 8+ - 10+ = 5pts
Experience: 5-7
years’ experience
in the ICT field,
including IT
Governance,
systems
development,
implementation
and maintenance /
enhancements of
solutions
operational
responsibility in a
corporate/
public sector
organisation
 no experience
=0;
 5-6yrs. =2pts
 6+ -7 yrs. = 3pts
 7+ - 8 yrs.=4pts
 8+ - 10+=5pts
Junior
Developer
No
1
Minimum qualification:
A three-year National
Diploma (NQF Level 6)
in an ICT related fields
(Computer Science,
Information Systems,
Technology and
Engineering) (2.5pts)
NQF level 7and above
and /or additional
certification in systems
development will be an
advantage (+2.5pts =
5pts)
Tester
No
1
Minimum qualification:
A three-year National
Diploma (NQF Level 6)
in an ICT related fields
(Computer Science,
Information Systems,
Technology and
Engineering) (2.5pts)
NQF level 7and above
and /or additional
certification in systems
development will be an
advantage (+2.5pts =
5pts)
Functional
support
No
1
Minimum qualification:
A three-year National
Diploma (NQF Level 6)
in an ICT related fields
(Computer Science,
Information Systems,
Technology and
Engineering) (2.5 pts)
NQF level 7and above
and /or additional
database management
and web platforms
certifications will be an
advantage (+2.5pts =
5pts)
Trainer
SCMU5-20/21-0139
No
1
Page 35 of 83
Minimum qualification:
A three-year National
Diploma (NQF Level 6)
in an ICT related fields
(Computer Science,
A minimum of 3
years’ relevant
experience
 (no experience
=0;
7m – 1yr = 2pts
 1yr1m – 1yr 5m
= 3pts
 1y6m – 2y 4m =
4pts
 2y5m – 3yr + =
5pts
A minimum of 3
years’ relevant
experience
 (no experience
=0;
 7m – 1yr = 2pts
 1yr1m – 1yr 5m
= 3pts
 1y6m – 2y 4m =
4pts
 2y5m – 3yr + =
5pts
A minimum of 3
years’ relevant
experience
 (no experience
=0;
 7m – 1yr = 2pts
 1yr1m – 1yr 5m
= 3pts
 1y6m – 2y 4m =
4pts
 2y5m – 3yr + =
5pts
A minimum of 5
years’ relevant
experience
 no experience
=0;
Information Systems,
Technology and
Engineering) or
Education related
studies (2.5 pts)




1-1.5yrs = 2pt;
1.6 -3yrs=3pt)
3.1 - 4.5yrs =4pt
5 & / or plus yrs.
= 5pts
NQF level 7and above
and /or additional
database management
and web platforms
certifications will be an
advantage (+2.5pts =
5pts)
Change
Champions
No
1
Minimum qualification:
A three-year National
Diploma (NQF Level 6)
in an ICT related fields
(Computer Science,
Information Systems,
Technology and
Engineering) (2.5 pts)
NQF level 7and above
and /or additional
database management
and web platforms
certifications will be an
advantage (+2.5pts =
5pts)
Total
A minimum of 3
years’ relevant
experience
 no experience
=0;
 7m – 1yr = 2pts
 1yr1m – 1yr 5m
= 3pts
 1y6m – 2y 4m =
4pts
 2y5m – 3yr + =
5pts
10
CONDITIONS FOR CV’, QUALIFICATIONS AND PROFESSIONAL REGISTRATION
CV’s of each resource/ team member must be submitted, clearly indicating skills, knowledge, experience and
qualifications |Proof of Qualifications and professional registrations must be submitted with the bid
|Qualifications which will qualify for recognition must fall into the following categories and maybe verified (if
deemed necessary) at SAQA |Foreign qualifications will only be recognized if it was validated by SAQA. Proof
must be submitted with the bid.
NOF’s Description
1
Diplomas
2
Bachelor's degree
3
Honours degree
4
Master's degree
5
Doctor's degree
FINAL CALCULATION: EXPERIENCE OF KEY STAFF
SCMU5-20/21-0139
Page 36 of 83
RESOURC
E
NUMBER
RESOURCE
PROFFESSIONA
L
REGISTRATION
1
Project Leader
Yes
2
Information or
Records
Managers/
Training
Practitioners /
Facilitators
Senior
Business
Analyst/Syste
m Analyst
Senior ICT
Architecture
Senior
Developer
Junior
Developer
No
3
4
5
6
7
8
Tester
Functional
support
9
10
Trainer
Change
Champions
Total
Number
of
Resource
s
Points for
qualificatio
n per
individual
CV
A
B
5
Points for
profession
al
experience
per
individual
CV
C
5
5
5
10
5
5
10
1
Maximu
m points
for Total
CV's
A x (B+C)
10
1
No
1
No
1
5
5
10
No
1
5
5
10
No
1
5
5
10
No
1
5
5
10
No
1
5
5
10
No
1
5
5
10
No
1
5
5
10
10
100
QUALIFICATIONS AND EXPERIENCE OF KEY STAFF
Total Average Points Score for Proposal under Evaluation /100*60 Points
C.LOCAL ECONOMIC DEVELOPMENT IN THE EASTERN CAPE
Criteria
No
1
Location of the Offices of
the Bidder
Proof of address must be
submitted with the bid on
a municipal account,
SCMU5-20/21-0139
Measure
No Branch/ Head Office in the Eastern
Cape
Head office outside the Province, with a
local branch Inside the Eastern Cape
Province
Page 37 of 83
Weight
0
5
Maximum
Score
electricity account or any
other equivalent
account’s document for
local bidder / prime
managing partner if
points for locality are
claimed for the location
of the offices of the
bidder/ prime managing
partner. In the absence
of the above, a sworn
affidavit must be
provided by a
Commissioner of oath,
not in the employment of
the bidder.
Head Office of a Prime Managing
Partner inside the Eastern Cape
Province and other partners outside the
Province
7.5
Head Office inside the Eastern Cape
10
Location of suppliers/ None in the EC
manufacturers / emerging 30% - 49% in the EC
SMME or contractor (s)
from which services will
be sourced
2
Proof of address must be
submitted with the bid on
a municipal account,
electricity account or any
other
equivalent
account’s document for 
suppliers/
manufacturers
/
emerging SMME or
contractor (s)/ from
which services will be
sourced if points for their
locality are claimed. In the
absence of the above, a
sworn affidavit must be
provided
by
a
Commissioner of oath,
not in the employment of
the bidder
Permanent residency of
the resources to
appointed by the bidder
for this bid
3
Proof of residential
address must be
submitted with the bid if
points for locality are
claimed for the location
of the service
provider(s)’ staff/
SCMU5-20/21-0139
50% and more in the EC. If Head
Office of the bidder/ prime managing
partner is inside the Eastern Cape
and therefore, does not need to subcontract.
0
5
10
50% and less of staff members
appointed by the bidder for this bid
currently reside in the Eastern Cape
Province
2.5
More than 50% of staff members
appointed by the bidder for this bid
currently reside in the Eastern Cape
Province
5
Page 38 of 83
resources per the
proposal to the
satisfaction of the
Department.
Alternatively, a sworn
affidavit must be
provided by a
Commissioner of oath,
not in the employment of
the bidder, indicating
locality of the resource
Employment letters as
evidence will be
submitted before signing
of a contract once an
offer is made to a service
provided
Maximum score
25
The following must be completed and supporting documents in support as per the bid rules
on functionality:
Address of Bidders Head Office
Address of Bidders office in the Eastern
Cape (If applicable)
B. PHASE THREE: EVALUATION ON PPPFA/ BBBEE 2017
THE PREFERENTIAL PROCUREMENT POLICY FRAMEWORK ACT WILL BE APPLIED
AND 80/20 BBBEE POINTS SYSTEM WILL BE APPLICABLE
POINTS FOR PRICE
MAXIMUM POINTS FOR BBBEE
TOTAL POINTS
SCMU5-20/21-0139
-
Page 39 of 83
80 POINTS
20 POINTS
100 POINTS
PRICING INSTRUCTIONS
For the purposes of this Pricing Schedule, the following words shall have the meanings hereby
assigned to them.

Estimated hours / month: The monthly estimated number of hours per category of work per
month.

Rate per hour: The payment per hour per category of work at which the Service Provider
tenders to do the work.

Disbursement: An amount allowed for the execution of the functions to performed by the
Service Provider, as described in the scope of works.

Provisional Sum: An amount allocated for the supply of an item that is not yet defined in
enough detail for tenderers to accurately price
The quantities set out in the Pricing Schedule are approximate quantities only. The quantities of work
finally accepted and certified for payment of the Services and not the estimated quantities (hours /
number of users) given in the Pricing Schedule will be used to determine payments to the Service
Provider. The validity of the Contract shall in no way be affected by differences between the
quantities in the Pricing Schedule and the actual quantities finally certified for payment. Work shall be
valued at the rates, sums and prices tendered.
The rates, amounts and sums submitted by the tenderer shall include full compensation for all
overheads, profits, incidentals, mandatory taxes (other than Value Added Tax), for executing the work
activities, data capturing, all liaison required, project management, insurances, for all risk, obligations
and responsibilities, complete as specified in the Conditions of Contract and Scope of Work.
Value Added Tax (VAT) shall be excluded from the tendered rates, sums and prices. Provision has
been made at the end of the Pricing Schedule for the addition of VAT.
The tenderer shall fill in a rate or a lump sum against each item where provision is made for it even
where no quantities are given. An item against which no rate or sum is entered or where a word or
phrase such as “included” or “provided elsewhere” is entered will be accepted as a rate of nil (R 0,00)
having been entered against such items and covered by the other prices or rates in the Pricing
Schedule. Any work executed to which such a payment item applies, shall be measured under the
appropriate items in the Pricing Schedule and valued at a rate of nil (R 0,00). The rate of nil (R 0, 00)
shall be valid irrespective of any change in the quantities during the execution of the Contract.
Tendered rates which are stated in the Pricing schedule shall be subject to adjustment for the annual
escalation by CPI+1 year on year as provided for below:
i The rates tendered must be fixed for the first twelve months after commencement of the
contract.
ii Tendered rates will be adjusted according the actual annual CPI % increase
iii The percentage escalation for year 2 and year 3 is estimated at 4 %.
Disbursements shall include only such amounts, for the work, supplies or services, as the Employer
shall have instructed. For each Disbursement, the Employer may instruct plant, materials or services
to be procured by the Service Provider in accordance with the Employer’s policies and effect payment
to the Service Provider such amounts included in the Contract Price for the actual amounts paid (or
due to be paid) by the Service Provider. The payment of disbursements will normally only be done on
proof of payment, work done or expenses deemed to have been incurred by the claimant. The
SCMU5-20/21-0139
Page 40 of 83
Service Provider shall produce all quotations, invoices, vouchers, accounts or receipts in
substantiation of any claim under a disbursement.
The rates and lump sums filled in by the tenderer in the Pricing Schedule shall be final and binding
with regard to submitting the tender.
Arithmetical errors shall be corrected through consultation with the bidder, but the final amount
submitted in the Form of Offer will take precedence and will not be amended. Rates submitted may
be adjusted to arrive at the figure submitted in the form of offer. In such an event the tenderer will be
notified, but failing agreement between the parties, the decision of the Employer shall be final and
binding. When applicable, adjustment of the offered total of prices will take place prior to the signing
of the Contract. Tenderers are urged to ensure the correctness of their tendered rates and lump
sums, the extensions thereof and summation of the offered total of prices.
A tender may be deemed non-responsive if the unit rates or lump sums for some of the items in the
Pricing Schedule are, in the opinion of the Employer, unreasonable or out of proportion, and if the
tenderer fails, after having been notified in writing by the Employer to adjust the unit rates or lump
sums for such items, to make such adjustments, or provide a satisfactory explanation as to why the
rates are seemingly unreasonable or out of proportion.
All rates and sums in the Pricing Schedule shall be in South African Rand and whole cents.
SCMU5-20/21-0139
Page 41 of 83
SBD 3.3
PRICING SCHEDULE
NON – FIRM PRICES
Name of bidder …………………………………
Closing Time 11H00
Bid number: SCMU5-21/22-0045
Closing date: 10 August 2021
OFFER TO BE VALID FOR 120 DAYS FROM THE CLOSING DATE OF BID.
BID REQUEST FOR PROPOSALS FOR DEVELOPMENT AND IMPLEMENTATION AN
ELECTRONIC DOCUMENT MANAGEMENT SYSTEM FOR A PERIOD OF THREE YEARS
Applicable rates
DPSA rates for Consultants for the financial year 2021/2022
Item
Description
No
PHASE 1
1.
Overall Project Management Plan including details of
implementation, time frames, governance structures,
mechanisms for monitoring and control etc.
2.
Implementation plan for the Hybrid Records
Management Solution.
3.
Development of
Hybrid electronic document and records management
system.
4.
Implemented Hybrid Records Management plan and
solution (some Modules)
SUB- TOTAL FOR PHASE 1
BID PRICE IN
RSA CURRENCY
*R ………………
*R ………………
*R ………………
*R ………………
*R …………….….
PHASE 2
Implemented Hybrid Records Management plan and
solution ( All Modules)
*R …….………...
6.
Provide specifications, designs including equipment
required to run legislative and best practice standards
compliant document storage facilities (both in-site and
off-site) for the department and assist the department in
the processes of setting up those storage facilities
R ……………..….
7.
Approved training, skills transfer and change
management programme
SUB- TOTAL FOR PHASE 2
*R ………….…...
PHASE 3
8.
Facilitated training, skills transfer and change
management sessions
R ……………..….
9.
Project Close-out report and deliverables hand-over
*R ……………….
SUB- TOTAL FOR PHASE 3
*R …………...….
PHASE 4
10. 1-year Support and maintenance
*R ………….…….
SUB- TOTAL FOR PHASE 4
*R ………….…….
5.
SCMU5-20/21-0139
Page 42 of 83
11.
12.
13.
14.
15.
16.
Allow for Travel and Disbursements
*R ………….
*R ………….
Sub-Total
*R1, 892, 663.23
Contingencies fees
*R ………….
Sub-Total
*R ………….
Add Vat at 15%
*R ………….
Total bid price
Some Deliverables might overlap on other phases.
NOTICE TO BIDDERS
Applicable rates
DPSA rates for Consultants for the financial year 2020/2021
**” all applicable taxes” includes value- added tax, pay as you earn, income tax, unemployment
insurance fund contributions and skills development levies.
.
Bidders are required to indicate a ceiling price based on the total estimated time for completion of all phases and including all
expenses inclusive of all applicable taxes for the project.
Please note:
Applicable DPSA TARIFFS: Module B, Option B 1 All overheads, B 1.1, Mark-up
SCMU5-20/21-0139
Page 43 of 83
SBD 6.1
PREFERENCE POINTS CLAIM FORM IN TERMS OF THE PREFERENTIAL PROCUREMENT
REGULATIONS 2017
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:
1.
1.1
BEFORE COMPLETING THIS FORM, BIDDERS MUST STUDY THE GENERAL
CONDITIONS, DEFINITIONS AND DIRECTIVES APPLICABLE IN RESPECT OF BBBEE, AS PRESCRIBED IN THE PREFERENTIAL PROCUREMENT REGULATIONS,
2017.
GENERAL CONDITIONS
The following preference point systems are applicable to all bids:
1.2
1.3
1.4
-
the 80/20 system for requirements with a Rand value of up to R50 000 000 (all applicable
taxes included); and
-
the 90/10 system for requirements with a Rand value above R50 000 000 (all applicable
taxes included).
The total value of this bid is estimated to up to R50 000 000 (all applicable taxes included)
and therefore the 90/10 preference point system shall be applicable
Points for this bid shall be awarded for:
(a)
Price; and
(b)
B-BBEE Status Level of Contributor.
The maximum points for this bid are allocated as follows:
POINTS
PRICE
80
B-BBEE STATUS LEVEL OF CONTRIBUTOR
20
Total points for Price and B-BBEE must not exceed
100
1.5
Failure on the part of a bidder to submit proof of B-BBEE Status level of contributor together
with the bid, will be interpreted to mean that preference points for B-BBEE status level of
contribution are not claimed.
1.6
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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Page 44 of 83
2.
DEFINITIONS
(a)
“B-BBEE” means broad-based black economic empowerment as defined in section 1
of the Broad-Based Black Economic Empowerment Act;
(b)
“B-BBEE status level of contributor” means the B-BBEE status of an entity in terms
of a code of good practice on black economic empowerment, issued in terms of section
9(1) of the Broad-Based Black Economic Empowerment Act;
(c)
“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 goods or services, through price quotations,
advertised competitive bidding processes or proposals;
(d)
“Broad-Based Black Economic Empowerment Act” means the Broad-Based Black
Economic Empowerment Act, 2003 (Act No. 53 of 2003);
(e)
“EME” means an Exempted Micro Enterprise in terms of a code of good practice on
black economic empowerment issued in terms of section 9 (1) of the Broad-Based Black
Economic Empowerment Act;
(f)
“functionality” means the ability of a tenderer to provide goods or services in
accordance with specifications as set out in the tender documents.
(g)
“prices” includes all applicable taxes less all unconditional discounts;
(h)
“proof of B-BBEE status level of contributor” means:
1) B-BBEE Status level certificate issued by an authorized body or person;
2) A sworn affidavit as prescribed by the B-BBEE Codes of Good Practice;
3) Any other requirement prescribed in terms of the B-BBEE Act;
(i)
“QSE” means a qualifying small business enterprise in terms of a code of good practice
on black economic empowerment issued in terms of section 9 (1) of the Broad-Based
Black Economic Empowerment Act;
(j)
“rand value” means the total estimated value of a contract in Rand, calculated at the
time of bid invitation, and includes all applicable taxes;
3.
POINTS AWARDED FOR PRICE
3.1
THE 80/20 PREFERENCE POINT SYSTEMS
A maximum of 80 points is allocated for price on the following basis:
80/20
Pt  P min 

Ps  801 

P min 

Where
Ps
=
Points scored for price of bid under consideration
Pt
=
Price of bid under consideration
Pmin =
SCMU5-20/21-0139
Price of lowest acceptable bid
Page 45 of 83
4.
4.1
5.
5.1
6.
6.1
POINTS AWARDED FOR B-BBEE STATUS LEVEL OF CONTRIBUTOR
In terms of Regulation 6 (2) and 7 (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
Number of points
(80/20 system)
(90/10 system)
1
20
10
2
18
9
3
14
6
4
12
5
5
8
4
6
6
3
7
4
2
8
2
1
Non-compliant contributor
0
0
BID DECLARATION
Bidders who claim points in respect of B-BBEE Status Level of Contribution must complete
the following:
B-BBEE STATUS LEVEL OF CONTRIBUTOR CLAIMED IN TERMS OF PARAGRAPHS 1.4
AND 4.1
B-BBEE Status Level of Contributor:
=
……… (maximum of 10 points)
(Points claimed in respect of paragraph 7.1 must be in accordance with the table reflected in
paragraph 4.1 and must be substantiated by relevant proof of B-BBEE status level of
contributor.
7.
SUB-CONTRACTING
7.1
Will any portion of the contract be sub-contracted?
7.1.1
(Tick applicable box)
YES
NO
If yes, indicate:
i)
What percentage of the contract will be subcontracted............………?…………%
ii) The name of the sub-contractor………………………………………………………..
iii) The B-BBEE status level of the sub-contractor......................................…………..
iv) Whether the sub-contractor is an EME or QSE
(Tick applicable box)
YES
NO
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v) Specify, by ticking the appropriate box, if subcontracting with an enterprise in terms of
Preferential Procurement Regulations,2017:
Designated Group: An EME or QSE which is at last 51%
owned by:
Black people
Black people who are youth
Black people who are women
Black people with disabilities
Black people living in rural or underdeveloped areas or townships
Cooperative owned by black people
Black people who are military veterans
OR
Any EME
Any QSE
8.
EME
√
QSE
√
DECLARATION WITH REGARD TO COMPANY/FIRM
8.1
Name of company/firm:………………………………………………………………….
8.2
VAT registration number:…………………………….…………………………………
8.3
Company registration number:…………………………….…………………………….
8.4
TYPE OF COMPANY/ FIRM

Partnership/Joint Venture / Consortium

One-person business/sole propriety

Close corporation

Company

(Pty) Limited
[TICK APPLICABLE BOX]
8.5
DESCRIBE PRINCIPAL BUSINESS ACTIVITIES
…………………………………………………………………………………………………………
…………………………………………………………………………………………………………
…………………………………………………………………………………………………………
…………………………………………………………………………………………..
8.6
COMPANY CLASSIFICATION

Manufacturer

Supplier

Professional service provider

Other service providers, e.g. transporter, etc.
[TICK APPLICABLE BOX]
8.7
Total number of years the company/firm has been in business:……………………
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Page 47 of 83
8.8
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 contributor indicated in
paragraphs 1.4 and 6.1 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
paragraphs 1.4 and 6.1, the contractor may be required to furnish documentary proof to
the satisfaction of the purchaser that the claims are correct;
iv) If the B-BBEE status level of contributor 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)
recommend that the bidder or contractor, its shareholders and directors,
or only the shareholders and directors who acted on a fraudulent basis, be
restricted by the National Treasury 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.
……………………………………..
2.
…………………………………….
……………………………………….
SIGNATURE(S) OF BIDDERS(S)
DATE:
…………………………………..
ADDRESS
…………………………………..
…………………………………..
…………………………………..
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SBD 4
DECLARATION OF INTEREST
1.
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 of this
invitation to bid (includes an advertised competitive bid, a limited bid, a proposal or written bid). In view of
possible allegations of favouritism, should the resulting bid, or part thereof, be awarded to persons
employed by the state, or to persons connected with or related to them, it is required that the bidder or
his/her authorised representative declare his/her position in relation to the evaluating/adjudicating
authority where-
the bidder is employed by the state; and/or
-
the legal person on whose behalf the bidding document is signed, has a relationship with persons/a
person who are/is involved in the evaluation and or adjudication of the bid(s), or where it is known
that such a relationship exists between the person or persons for or on whose behalf the declarant
acts and persons who are involved with the evaluation and or adjudication of the bid.
2.
In order to give effect to the above, the following questionnaire must be completed and submitted
with the bid.
2.1
Full Name of bidder or his or her representative: ………………………………………………….
2.2
Identity Number:……………………………………………………………………………………...
2.3
Position occupied in the Company (director, trustee, shareholder², member):
………………………………………………………………………………………………………….
2.4
Registration number of company, enterprise, close corporation, partnership agreement or trust:
……………………………………………………………..………….……………………………….
2.5
Tax Reference Number: ………………………………………………………………………………
2.6
VAT Registration Number: ………………………………………………………………………....
2.6.1
The names of all directors / trustees / shareholders / members, their individual identity numbers, tax
reference numbers and, if applicable, employee / PERSAL numbers must be indicated in paragraph 3
below.
¹“State” means –
(a) any national or provincial department, national or provincial public entity or constitutional institution
within the meaning of the Public Finance Management Act, 1999 (Act No. 1 of 1999);
(b) any municipality or municipal entity;
(c) provincial legislature;
(d) national Assembly or the national Council of provinces; or
(e) Parliament.
²”Shareholder” means a person who owns shares in the company and is actively involved in the management of the
enterprise or business and exercises control over the enterprise.
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2.7
Are you or any person connected with the bidder
YES / NO
presently employed by the state?
2.7.1
If so, furnish the following particulars:
Name of person / director / trustee / shareholder/ member:
……....………………………………
Name of state institution at which you or the person connected to the bidder is employed :
……….. ………………………………………
Position occupied in the state institution:
Any other particulars:
………………………………………………………………
………………………………………
………………………………………………………………
………………………………………………………………
2.7.2
If you are presently employed by the state, did you obtain
YES / NO
the appropriate authority to undertake remunerative
work outside employment in the public sector?
2.7.2.1 If yes, did you attach proof of such authority to the bid
YES / NO
document?
(Note: Failure to submit proof of such authority, where
applicable, may result in the disqualification of the bid.
2.7.2.2 If no, furnish reasons for non-submission of such proof:
…………………………………………………………………….
…………………………………………………………………….
…………………………………………………………………….
2.8 Did you or your spouse, or any of the company’s directors /
YES / NO
trustees / shareholders / members or their spouses conduct
business with the state in the previous twelve months?
2.8.1
If so, furnish particulars:
…………………………………………………………………..
…………………………………………………………………..
…………………………………………………………………...
2.9 Do you, or any person connected with the bidder, have
any relationship (family, friend, other) with a person
employed by the state and who may be involved with
the evaluation and or adjudication of this bid?
2.9.1 If so, furnish particulars.
……………………………………………………………...
SCMU5-21/22-0045 Page
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YES / NO
…………………………………………………………..….
………………………………………………………………
2.10 Are you, or any person connected with the bidder,
aware of any relationship (family, friend, other) between
any other bidder and any person employed by the state
who may be involved with the evaluation and or adjudication
of this bid?
YES/NO
2.10.1 If so, furnish particulars.
………………………………………………………………
………………………………………………………………
………………………………………………………………
2.11
Do you or any of the directors / trustees / shareholders / members
of the company have any interest in any other related companies
whether or not they are bidding for this contract?
YES/NO
2.11.1
If so, furnish particulars:
…………………………………………………………………………….
…………………………………………………………………………….
…………………………………………………………………………….
3
Full details of directors / trustees / members / shareholders.
Full Name
SCMU5-21/22-0045 Page
Identity
Number
51 of 83
Personal Income
Tax Reference
Number
State Employee
Number / Persal
Number
4
DECLARATION
I, THE UNDERSIGNED (NAME)………………………………………………………………
CERTIFY THAT THE INFORMATION FURNISHED IN PARAGRAPHS 2 and 3 ABOVE IS
CORRECT.
I ACCEPT THAT THE STATE MAY REJECT THE BID OR ACT AGAINST ME SHOULD
THIS DECLARATION PROVE TO BE FALSE.
…………………………………..
Signature
Date
………………………………….
Position
SCMU5-21/22-0045 Page
..……………………………………………
………………………………………………
Name of bidder
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SBD 8
DECLARATION OF BIDDER’S PAST SUPPLY CHAIN MANAGEMENT PRACTICES
1
This Standard Bidding Document must form part of all bids invited.
2
It serves as a declaration to be used by institutions in ensuring that when goods and
services are being procured, all reasonable steps are taken to combat the abuse of
the supply chain management system.
3
The bid of any bidder may be disregarded if that bidder, or any of its directors havea. abused the institution’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’s
database as companies or persons prohibited from doing business with
the public sector?
(Companies or persons who are listed on this database were
informed in writing of this restriction by the National Treasury after
the audi alteram partem rule was applied).
4.1.1 If so, furnish particulars:
Yes
No
4.2
Is the bidder or any of its directors listed on the Register for Tender
Defaulters in terms of section 29 of the Prevention and Combating of
Corrupt Activities Act (No 12 of 2004)?
To access this Register enter the National Treasury’s website,
www.treasury.gov.za, click on the icon “Register for Tender
Defaulters” or submit your written request for a hard copy of the
Register to facsimile number (012) 3265445.
4.2.1 If so, furnish particulars:
Yes
No
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?
4.3.1 If so, furnish particulars:
Yes
No
4.4
Yes
No
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?
4.4.1 If so, furnish particulars:
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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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SBD 9
CERTIFICATE OF INDEPENDENT BID DETERMINATION
1
This Standard Bidding Document (SBD) must form part of all bids¹ invited.
2
Section 4 (1) (b) (iii) of the Competition Act No. 89 of 1998, as amended, prohibits an
agreement between, or concerted practice by, firms, or a decision by an association of
firms, if it is between parties in a horizontal relationship and if it involves collusive bidding
(or bid rigging).² Collusive bidding is a pe se prohibition meaning that it cannot be justified
under any grounds.
3
Treasury Regulation 16A9 prescribes that accounting officers and accounting authorities
must take all reasonable steps to prevent abuse of the supply chain management system
and authorizes accounting officers and accounting authorities to:
4
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.
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 bidrigging.
5
In order to give effect to the above, the attached Certificate of Bid Determination (SBD 9)
must be completed and submitted with the bid:
¹ Includes price quotations, advertised competitive bids, limited bids and proposals.
² Bid rigging (or collusive bidding) occurs when businesses, that would otherwise be
expected to compete, secretly conspire to raise prices or lower the quality of goods and /
or services for purchasers who wish to acquire goods and / or services through a bidding
process. Bid rigging is, therefore, an agreement between competitors not to compete.
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SBD 9
CERTIFICATE OF INDEPENDENT BID DETERMINATION
I, the undersigned, in submitting the accompanying bid:
____________________________________________________________________
(Bid Number and Description)
in response to the invitation for the bid made by:
___________________________________________________________________
(Name of Institution)
do hereby make the following statements that I certify to be true and complete in every respect:
I certify, on behalf of __________________________________________that:
(Name of Bidder)
1. I have read and I understand the contents of this Certificate;
2. I understand that the accompanying bid will be disqualified if this Certificate is found not
to be true and complete in every respect;
3. I am authorized by the bidder to sign this Certificate, and to submit the accompanying bid,
on behalf of the bidder;
4. Each person whose signature appears on the accompanying bid has been authorized by
the bidder to determine the terms of, and to sign the bid, on behalf of the bidder;
5. For the purposes of this Certificate and the accompanying bid, I understand that the word
“competitor” shall include any individual or organization, other than the bidder, whether or
not affiliated with the bidder, who:
(a)
has been requested to submit a bid in response to this bid invitation;
(b)
could potentially submit a bid in response to this bid invitation, based on
their qualifications, abilities or experience; and
(c)
provides the same goods and services as the bidder and/or is in the same
line of business as the bidder
6. The bidder has arrived at the accompanying bid independently from, and without
consultation, communication, agreement or arrangement with any competitor. However
SCMU5-21/22-0045 Page
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communication between partners in a joint venture or consortium³ will not be construed as
collusive bidding.
7.
In particular, without limiting the generality of paragraphs 6 above, there has been no
consultation, communication, agreement or arrangement with any competitor regarding:
(a)
prices;
(b) geographical area where product or service will be rendered (market
allocation)
(c)
methods, factors or formulas used to calculate prices;
(d)
the intention or decision to submit or not to submit, a bid;
(e)
the submission of a bid which does not meet the specifications and
conditions of the bid; or
(f)
bidding with the intention not to win the bid.
8. In addition, there have been no consultations, communications, agreements or
arrangements with any competitor regarding the quality, quantity, specifications and
conditions or delivery particulars of the products or services to which this bid invitation
relates.
9. The terms of the accompanying bid have not been, and will not be, disclosed by the bidder,
directly or indirectly, to any competitor, prior to the date and time of the official bid opening
or of the awarding of the contract.
³ Joint venture or Consortium means an association of persons for the purpose of combining
their expertise, property, capital, efforts, skill and knowledge in an activity for the execution of a
contract.
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SBD 9
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.
…………………………………………
Signature
Date
………………………………………….
Position
SCMU5-21/22-0045 Page
…………………………………
…………………………………
Name of Bidder
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ANNEXURE A
COMPANY DETAILS
The following company details schedule must be completed to ensure that the prerequisite
requirements to bidding are met.
Registered Company Name: ..........................................................................................
.......................................................................................................................................
Company Registration Number: .....................................................................................
VAT Number (if applicable): ...........................................................................................
Date of last Financial year-end: Year ……………… Month …………... Day …………….
Bank Name and Branch: ................................................................................................
Bank Account Number: ..................................................................................................
Professional Registration Details (if applicable) .............................................................
.......................................................................................................................................
.......................................................................................................................................
.......................................................................................................................................
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ANNEXURE B
COMPANY COMPOSITION
GENERAL
All information must be filled in spaces provided. If additional space is required, additional sheets
may be attached. The onus is on the bidder to fill in all the information.
The full company composition is required including HDI and Non-HDI status. The ownership must
accumulate to 100%.
IDENTITY
CITIZENSHI
DISADVANTAGE
DISABILIT
NUMBER
P
D INDIVIDUALS
Y
STATUS (Y/N)
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FEMALE
OF
OWNE
RSHIP
VOTING %
NAME
DATE
% OWNED
HISTORICALLY
ANNEXURE C
DECLARATION (VALIDITY OF INFORMATION PROVIDED)
I……………………………………………………………….declare that the information provided is
true and correct, the signature to the bid document is duly authorised and documentary proof
regarding any bidding issue will, when required, be submitted to the satisfaction of the EASTERN
CAPE DEPARTMENT OF PUBLIC WORKS.
………………………………………………………………………………………………………..
SIGNATURE OF DECLARER
DATE
………………………………………………………………………………………………………..
POSITION OF DECLARER
NAME OF COMPANY OF BIDDER
Should the bidder have, in the opinion of the DPW, acted fraudulently illegally, in bad faith or in
any improper manner, misrepresented itself with regard to the bid, then the DPW may, in its sole
discretion:
*
Ignore any bids without advising the bidder thereof
*
Cancel the contract without prejudice to any legal rights the DPW may have
Should the bidder disregard this or conduct affairs in a way that transgresses from good
business practices, this could seriously impair future business relations between the DPW
and such bidder.
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ANNEXURE D
RESOLUTION FOR SIGNATORY
(See also “Special Conditions of Bid”)
Signatory for companies shall confirm their authority hereto by attaching a duly signed and
dated copy of the relevant resolution of the board of directors to this form.
An example is given below:
“By resolution of the board of directors passed at a meeting held on
Mr/Ms
, whose signature appears below, has been duly authorised to
sign all documents in connection with the tender for
Bid Number: SCMU5-20/21-0045
and any Contract which may arise there from on behalf of (Block Capitals)
SIGNED ON BEHALF OF THE COMPANY:
IN HIS/HER CAPACITY AS:
DATE:
SIGNATURE OF SIGNATORY:
WITNESSES:
1.
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SIGNATURE:
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ANNEXURE E
DETAILS OF TENDERERS NEAREST OFFICE TO DEPARTMENT OF PUBLIC WORKS
EASTERN CAPE
1.
Physical address of tenderer:
1
Telephone No of nearest office: _____________________________
3
Time period for which such office has been used by tenderer: ____________________
SIGNATURE OF (ON BEHALF OF) TENDERER
NAME IN CAPITALS
In the presence of:
1.
2.
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ANNEXURE F
SCHEDULE OF PROPOSED SUB-CONTRACTORS
BID REQUEST FOR PROPOSALS FOR DEVELOPMENT AND
IMPLEMENTATION OF AN ELECTRONIC DOCUMENT
MANAGEMENT SYSTEM FOR A PERIOD OF THREE YEARS
SCMU5-21/22-0045
Project Title:
Contract Number
We notify you that it is our intention to employ the following Service Providers for work in this contract.
If we are awarded a contract we agree that this motivation does not change the requirement for us to
submit the names of proposed Subcontractors in accordance with the requirements in the contract for
such appointments. If there are no such requirements in the contract, then your written acceptance of
this list shall be binding between us.
Name and
BBBEE –
Nature and
Previous
Estimated R-value of Subaddress of
level of
extend of
experience sub-contract works
contracting %
proposed
Service
Work
with Subbased on RSubcontractor
Provider
contractor
Value of total
(s)
(Proof must
Bid price
be submitted
with the bid)
1
R ……………….….
_____ %
R ……………….….
_____ %
R ……………….….
_____ %
R ……………….….
_____ %
R ……………….….
_____ %
2
3
4
5
TOTAL R- VALUE AND PERCENTAGE OF WORK OF SUBCONTRACTORS
R ………………….….
Signed _________________________________________
(Signature of bidder)
_______ %
Date ________________
Name _________________________________________ Position ______________
(Name of authorised signature)
(Position of authorised signature)
Name of Bidder
___________________________________________________________
This schedule will be read and apply in conjunction with the provisions of SBD 6.1, paragraph
5.7 and 5.8. In the event that the total sub-contracting exceeds 25% of the bid sum, a valid
original or valid certified copy of the BBBEE certificate/ sworn affidavit – B-BBEE exempted
micro enterprise must be submitted for each proposed sub-contractor with the bid. Failure to
comply will result in the non-awarding off BBBEE points.
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ANNEXURE H
SWORN AFFIDAVIT – B-BBEE QUALIFYING SMALL ENTERPRISE - GENERAL
I, the undersigned,
Full name & Surname
Identity number
Hereby declare under oath as follows:
1. The contents of this statement are to the best of my knowledge a true reflection of the
facts.
2. I am a Member / Director / Owner of the following enterprise and am duly authorised to
act on its behalf:
Enterprise Name:
Trading Name (If
Applicable):
Registration Number:
Enterprise Physical
Address:
Type of Entity (CC, (Pty)
Ltd, Sole Prop etc.):
Nature of Business:
Definition of “Black
People”
Definition of “Black
Designated Groups”
SCMU5-21/22-0045 Page
As per the Broad-Based Black Economic Empowerment Act 53 of 2003
as Amended by Act No 46 of 2013 “Black People” is a generic term which
means Africans, Coloureds and Indians –
(a) Who are citizens of the Republic of South Africa by birth or
descent; or
(b) Who became citizens of the Republic of South Africa by
naturalizationi. before 27 April 1994; or
ii. on or after 27 April 1994 and who would have been
entitled to acquire citizenship by naturalization prior to that
date
“Black Designated Groups means:
(a) Unemployed black people not attending and not required by the
law to attend an educational institution and not awaiting admission
to an educational institution;
(b) Black people who are youth as defined in the National Youth
Commission Act of 1996;
(c) Black people who are persons with disabilities as defined in the
Code of Good Practice on employment of people with disabilities
issued under the Employment Equity Act;
(d) Black people living in rural and under developed arears;
(e) Black military veterans who qualifies to be called a military veteran
in terms of the Military Veterans Act 18 of 2011;”
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3.
I hereby declare under Oath that:
• The Enterprise is ______________% Black Owned as per Amended Code Series 100 of
the Amended Codes of Good Practice issued under section 9 (1) of B-BBEE Act No 53
of 2003 as Amended by Act No 46 of 2013,
• The Enterprise is ______________% Black Female Owned as per Amended Code
Series 100 of the Amended Codes of Good Practice issued under section 9 (1) of BBBEE Act No 53 of 2003 as Amended by Act No 46 of 2013,
• The Enterprise is ______________% Black Designated Group Owned as per Amended
Code Series 100 of the Amended Codes of Good Practice issued under section 9 (1) of
B-BBEE Act No 53 of 2003 as Amended by Act No 46 of 2013,
• Black Designated Group Owned % Breakdown as per the definition stated above;





Black Youth % = ______________%
Black Disabled % = ______________%
Black Unemployed % = ______________%
Black People living in Rural areas % = ______________%
Black Military Veterans % = ______________%
• Based on the Financial Statements/Management Accounts and other information
available on the latest financial year-end of _________________, the annual Total
Revenue was between R10,000,000.00 (Ten Million Rands) and R50,000,000.00 (Fifty
Million Rands),
• Please confirm on the table below the B-BBEE level contributor, by ticking the
applicable box.
100% Black Owned
Level One (135% B-BBEE procurement recognition level)
At Least 51% black owned
Level Two (125% B-BBEE procurement recognition level)
4.
I know and understand the contents of this affidavit and I have no objection to take the
prescribed oath and consider the oath binding on my conscience and on the owners of
the enterprise which I represent in this matter.
5.
The sworn affidavit will be valid for a period of 12 months from the date signed by
commissioner.
Deponent Signature: ______________
Date: ______________
Commissioner of Oaths
Signature & stamp
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ANNEXURE I
SWORN AFFIDAVIT – B-BBEE EXEMPTED MICRO ENTERPRISE - GENERAL
I, the undersigned,
Full name & Surname
Identity number
Hereby declare under oath as follows:
1. The contents of this statement are to the best of my knowledge a true reflection of the
facts.
2. I am a Member / Director / Owner of the following enterprise and am duly authorised to
act on its behalf:
Enterprise Name:
Trading Name (If
Applicable):
Registration Number:
Enterprise Physical
Address:
Type of Entity (CC, (Pty)
Ltd, Sole Prop etc.):
Nature of Business:
Definition of “Black
People”
Definition of “Black
Designated Groups”
SCMU5-21/22-0045 Page
As per the Broad-Based Black Economic Empowerment Act 53 of 2003 as
Amended by Act No 46 of 2013 “Black People” is a generic term which
means Africans, Coloureds and Indians –
(a) Who are citizens of the Republic of South Africa by birth or descent;
or
(b) Who became citizens of the Republic of South Africa by
naturalizationi. Before 27 April 1994; or
ii. On or after 27 April 1994 and who would have been entitled
to acquire citizenship by naturalization prior to that date
“Black Designated Groups means:
(a) Unemployed black people not attending and not required by the law
to attend an educational institution and not awaiting admission to
an educational institution;
(b) Black people who are youth as defined in the National Youth
Commission Act of 1996;
(c) Black people who are persons with disabilities as defined in the
Code of Good Practice on employment of people with disabilities
issued under the Employment Equity Act;
(d) Black people living in rural and under developed arears;
(e) Black military veterans who qualifies to be called a military veteran
in terms of the Military Veterans Act 18 of 2011;”
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3.
I hereby declare under Oath that:
• The Enterprise is ______________% Black Owned as per Amended Code Series 100 of
the Amended Codes of Good Practice issued under section 9 (1) of B-BBEE Act No 53
of 2003 as Amended by Act No 46 of 2013,
• The Enterprise is ______________% Black Female Owned as per Amended Code
Series 100 of the Amended Codes of Good Practice issued under section 9 (1) of BBBEE Act No 53 of 2003 as Amended by Act No 46 of 2013,
• The Enterprise is ______________% Black Designated Group Owned as per Amended
Code Series 100 of the Amended Codes of Good Practice issued under section 9 (1) of
B-BBEE Act No 53 of 2003 as Amended by Act No 46 of 2013,
• Black Designated Group Owned % Breakdown as per the definition stated above;





Black Youth % = ______________%
Black Disabled % = ______________%
Black Unemployed % = ______________%
Black People living in Rural areas % = ______________%
Black Military Veterans % = ______________%
• Based on the Financial Statements/Management Accounts and other information
available on the latest financial year-end of _________________, the annual Total
Revenue was R10,000,000.00 (Ten Million Rands) or less
• Please confirm on the table below the B-BBEE level contributor, by ticking the
applicable box.
100% Black Owned
Level One (135% B-BBEE procurement recognition level)
At Least 51% black owned
Level Two (125% B-BBEE procurement recognition level)
Less than 51% Black
Owned
Level Four (100% B-BBEE procurement recognition level)
6.
I know and understand the contents of this affidavit and I have no objection to take the
prescribed oath and consider the oath binding on my conscience and on the owners of
the enterprise which I represent in this matter.
7.
The sworn affidavit will be valid for a period of 12 months from the date signed by
commissioner.
Deponent Signature: ______________
Date: ______________
Commissioner of Oaths
Signature & stamp
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ANNEXURE K
TESTIMONIAL TEMPLATE
This format is provided as a guideline for the compilation of the testimonials only. Bidders may
use their own formats. (Use format as outlined in the evaluation criteria i.e. A company profile and
a contactable customer reference list / testimonial must be provided by the bidder, detailing similar
works/service, which they have satisfactorily completed in the past. The information shall include
a description of the works / activities performed, the contract value, name of employer, duration
of the project, start and end dates (months and year), contact person, office telephone number
and email address. (An additional schedule may be attached for more project performed).
Testimonial for (name of bidder) _______________________________________
For bid number
___________________________________________________
To be completed by client on behalf of the bidder
1. Client name ______________________________________________________
2. Project description (completed contract) ________________________________
________________________________________________
________________________________________________
________________________________________________
3. Contract start date _______________________________________________
4. Contract end date
________________________________________________
5. Contract duration
________________________________________________
6. Contract amount
__________________________________________________
7. Client contact number _____________________________________________
8. Client physical address ____________________________________________
____________________________________________
____________________________________________
____________________________________________
9. Client e-mail address ______________________________________________
10. Performance of the Client (Bidder) ____________________________________
____________________________________________
____________________________________________
____________________________________________
____________________________________________
____________________________________________
11. Client signature __________________________________________________
12. Date of testimonial _________________________________________________
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ANNEXURE L
CV TEMPLATE
A complete curriculum vitae confirming suitability for the position. A format is provided as a
guideline for the compilation of the CVs. Please refer to the evaluation approach to be used to
judge quality to ensure that the relevant information is included in the CV.
Proposed role in the project:
(Refer to Scope of Work)
1.
Family name
2.
First name:
3.
Date of birth:
4.
Nationality
5.
Education
Institution
(Date from - Date to)
Degree(s) or Diploma(s) obtained
6.
Membership of
professional
bodies(if any)
7.
Other skills (e.g.
computer literacy,
etc.)
8.
Present position:
9.
Present
Organisation:
(Name of Company/
Employer)
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10.
Years within the
organisation:
11.
Key qualifications
(relevant to the
project)
12.
Professional
experience
Date
(From – To) (mm/yy)
Organisation
Client
Location
Position
Description of duties
Date
(From – To) (mm/yy)
Organisation
Client
Location
Position
Description of duties
13.
Other relevant
information (e.g.
Publications,
language
proficiency)
I hereby confirm that all information contained herein is correct, and I also confirm my
availability for this contract.
Signed: …………………………………..
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Date: ………………………
For the Bidders Supplier
NAME OF BIDDER’S SUPPLIER: _____________________________________
I hereby confirm that I have familiarised myself with the item(s)* /description(s) /specification(s).
I also confirm that payment arrangement between the two enterprises has been agreed upon.
The abovementioned can be confirmed and inspected at my company at the following address:
Details of Bidder’s supplier:
POSTAL ADDRESS
……………………………………………………………………………….
……………………………………………………………………………….
STREET ADDRESS ……………………………………………………………………………….
……………………………………………………………………………….
……………………………………………………………………………….
TELEPHONE NUMBER ……………………………………………………………
CELLPHONE NUMBER: ……………………………………………………………
FACSIMILE NUMBER: ……………………………………………………………
E-MAIL ADDRESS …………………………………………………………….
I hereby declare that I am duly authorised in my capacity as _________________________ to
issue this certificate, and that the agreement between the parties involved does not constitute
fronting.
Signed on ________________________20_ _ at _________________________________
(Date)
(Place)
____________________________
Signature (Bidder’s Supplier)
__________________________
Signature (Bidder)
_______________________________
Name in Print
___________________________
Name in Print
_______________________
ID Number
_____________________________
ID Number
*NB: If more than one supplier is involved, the bidder must submit separate forms,
completed by each of his/her suppliers. This page must be signed by both parties.
Failure to comply will automatically invalidate the offer submitted
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GENERAL CONDITIONS OF CONTRACT
A.
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
12.
13.
14.
15.
16.
17.
18.
19.
20.
21.
22.
23.
24.
25.
26.
27.
28.
29.
30.
31.
32.
TABLE OF CLAUSES
Definitions
Application
General
Standards
Use of contract documents and information; inspection
Patent rights
Performance security
Inspections, tests and analysis
Packing
Delivery and documents
Insurance
Transportation
Incidental services
Spare parts
Warranty
Payment
Prices
Contract amendments
Assignment
Subcontracts
Delays in the provider’s performance
Penalties
Termination for defaults
Dumping and countervailing duties
Force Majeure
Termination for insolvency
Settlement of disputes
Limitation of liability
Governing language
Applicable law
Notices
Taxes and duties
GENERAL CONDITIONS OF CONTRACT
1.
1.1
Definitions
The following terms shall be interpreted as indicated:
“Closing time” means the date and hour specified in the bidding documents for the
receipt of bids.
1.2
“Contract” means the written agreement entered into between the purchaser and the
provider, as recorded in the contract form signed by the parties, including all attachments
and appendices thereto and all documents incorporated by reference therein.
1.3
“Contract price” means the price payable to the provider under the contract for the full
and proper performance of his contractual obligations.
1.4
“Corrupt practice” means the offering, giving, receiving, or soliciting of any thing of the
value to influence the action of a public official in the procurement process or in contract
execution.
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1.5
“Countervailing duties” are imposed in cases where an enterprise abroad is subsidized
by its government and encouraged to market its products internationally.
1.6
“Country of origin” means the place where the goods were mined, grown or produced
or from which the services are supplied. Goods are produced when, through
manufacturing, processing or substantial and major assembly of components, a
commercially recognized new product results that is substantially different in basic
characteristics or in purpose or utility from its components.
1.7
“Day” means calendar day.
1.8
“Delivery” means delivery in compliance of the conditions of the contract or order.
1.9
“Delivery ex stock” means immediate delivery directly from stock actually on hand.
1.10
“Delivery into consignees store or to his site” means delivered and unloaded in the
specified store or depot or on the specified site in compliance with the conditions of the
contract or order, the provider bearing all risks and charges involved until the supplies are
so delivered and a valid receipt is obtained.
1.11
“Dumping” occurs when a private enterprise abroad market its goods on own initiative in
the RSA at lower prices than that of the country of origin and which have the potential to
harm the local industries in the RSA.
1.12
“Force majeure” means an event beyond the control of the provider and not involving the
provider’s fault or negligence and not foreseeable. Such events may include, but is not
restricted to, acts of the purchaser in its sovereign capacity, wars or revolutions, fires,
floods, epidemics, quarantine restrictions and freight embargoes.
1.13
“Fraudulent practice” means a misrepresentation of facts in order to influence a
procurement process or the execution of a contract to the detriment of any bidder, and
includes collusive practice among bidders (prior to or after bid submission) designed to
establish bid prices at artificial non-competitive levels and to deprive the bidder of the
benefits of free and open competition.
1.14
“GCC” means the General Conditions of Contract.
1.15
“Goods” means all of the equipment, machinery, and/or other materials that the provider
is required to supply to the purchaser under the contract.
1.16
“Imported content” means that portion of the bidding price represented by the cost of
components, parts or materials which have been or are still to be imported (whether by
the provider or his subcontractors) and which costs are inclusive of the costs abroad, plus
freight and other direct importation costs such as land costs, dock dues, import duty, sales
duty or other similar tax or duty at the South African place of entry as well as transportation
and handling charges to the factory in the Republic where the supplies covered by the bid
will be manufactured.
1.17
“Local content” means that portion of the bidding price which is not included in the
imported content provided that local manufacture does take place.
1.18
“Manufacture” means the production of products in a factory using labour, materials,
components and machinery and includes other related value-adding activities.
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1.19
“Order” means an official written order issued for the supply of goods or works or the
rendering of a service.
1.20
“Project site,” where applicable, means the place indicated in bidding documents.
1.21
“Purchaser” means the organization purchasing the goods.
1.22
“Republic” means the Republic of South Africa.
1.23
“SCC” means the Special Conditions of Contract.
1.24
“Services” means those functional services ancillary to the supply of the goods, such as
transportation and any other incidental services, such as installation, commissioning,
provision of technical assistance, training, catering, gardening, security, maintenance and
other such obligations of the provider covered under the contract.
1.25
“Written” or “in writing” means hand-written in ink or any form of electronic or
mechanical writing.
2.
2.1
Application
These general conditions are applicable to all bids, contracts and orders including bids
for functional and professional services (excluding professional services related to the
building and construction industry), sales, hiring, letting and the granting or acquiring of
rights, but excluding immovable property, unless otherwise in the bidding documents.
2.2
Where applicable, special conditions of contract are also laid down to cover specific
supplies, services or works.
2.3
Where such special conditions of contract are in conflict with these general conditions,
the special conditions shall apply.
General
3.
3.1
Unless otherwise indicated in the bidding documents, the purchaser shall not be liable
for any expense incurred in the preparation and submission of a bid. Where applicable
a non-refundable fee for documents may be charged.
3.2
Invitations to bid are usually published in locally distributed news media and in the
institution’s website.
4.
Standards
4.1
The goods supplied shall conform to the standards mentioned in the bidding documents
and specifications.
5.
Use of contract documents and information; inspection
5.1
The provider shall not, without the purchaser’s prior written consent, disclose the contract,
or any provision thereof, or any specification, plan, drawing, pattern, sample, or
information furnished by or on behalf of the purchaser in connection therewith, to any
person other than a person employed by the provider in the performance of the contract.
Disclosure to any such employed person shall be made in confidence and shall extend
only so far as may be necessary for purposes of such performance.
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5.2
The provider shall not, without the purchaser’s prior written consent, make use of any
document or information mentioned in GCC clause 5.1 except for purposes of performing
the contract.
5.3
Any document, other than the contract itself mentioned in GCC clause 5.1 shall remain
the property of the purchaser and shall be returned (all copies) to the purchaser on
completion of the provider’s performance under the contract if so required by the
purchaser.
5.4
The provider shall permit the purchaser to inspect the provider’s records relating to the
performance of the provider and to have them audited by auditors appointed by the
purchaser, if so required by the purchaser.
6.
Patent rights
6.1
The provider shall indemnify the purchaser against all third-party claims of infringement
of patent, trademark, or industrial design rights arising from use of goods or any part
thereof by the purchaser.
6.2
When a provider developed documentation/projects for the department or PROVINCIAL
entity, the intellectual, copy and patent rights or ownership or such documents or projects
will vest in the department or PROVINCIAL entity.
7.
Performance security
7.1
Within thirty (30) days of receipt of the notification of contract award, the success bidder
shall furnish to the purchaser the performance security of the amount specified in SCC.
7.2
The proceeds of the performance security shall be payable to the purchaser as
compensation for any loss resulting from the provider’s failure to complete his obligations
under the contract.
7.3
The performance security shall be denominated in the currency of the contract, or in a
freely convertible currency acceptable to the purchaser and shall be in one of the following
forms:
(a)
a bank guarantee or an irrevocable letter of credit issued by a reputable bank
located in the purchaser’s country or abroad, acceptable to the purchaser, in the
form provided in the bidding documents or another form acceptable to the
purchaser; or
(b)
a cashier’s or certified cheque.
7.4
The performance security will be discharged by the purchaser and returned to the provider
not later than thirty (30) days following the date of completion of the provider’s
performance obligations under the contract, including any warranty obligations, unless
otherwise specified.
8.
Inspections, tests and analyses
8.1
All pre-bidding testing will be for the account of the bidder.
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8.2
If it is a bid condition that supplies to be produced or services to be rendered should at
any stage during production or execution or on completion be subject to inspection, the
premises of the bidder or contractor shall be open, at all reasonable hours, for inspection
by a representative of the purchaser or an organization acting on behalf of the purchaser.
8.3
If there are no inspection requirements indicated in the bidding documents and no mention
is made in the contract, but during the contract period it is decided that inspections shall
be carried out, the purchaser shall itself make the necessary arrangements, including
payment arrangements with the testing authority concerned.
8.4
If the inspections, tests and analyses referred to in clause 8.2 & 8.3 show the supplies to
be in accordance with the contract requirements, the cost of the inspections, tests and
analyses shall be defrayed by the purchaser.
8.5
Where the supplies or services referred to in clauses 8.2 and 8.3 do not comply with the
contract requirements, irrespective of whether such supplies or services are accepted or
not, the cost in connection with these inspections, tests or analyses shall be defrayed by
the provider.
8.6
Supplies and services which are referred to in clauses 8.2 and 8.3 and which do not
comply with the contract requirements may be rejected.
8.7
Any contract supplies may on or after delivery be inspected, tested or analysed and may
be rejected if found not to comply with the requirements of the contract. Such rejected
supplies shall be held at the cost and risk of the provider who shall, when called upon,
remove them immediately at his own cost and forthwith substitute them with supplies
which do not comply with the requirements of the contract. Failing such removal the
rejected supplies shall be returned at the providers cost and risk. Should the provider fail
to provide the substitute supplies forthwith, the purchaser may, without giving the provider
further opportunity to substitute the rejected supplies, purchase such supplies as may be
necessary at the expense of the provider.
8.8
The provisions of clauses 8.4 to 8.7 shall not prejudice the right of the purchaser to cancel
the contract on account of a breach of the conditions thereof, or to act in terms of Clause
23 of GCC.
9.
Packaging
9.1
The provider shall provide such packaging of the goods as is required to prevent their
damage or deterioration during transit to their final destination, as indicated in the contract.
The packaging shall be sufficient to withstand, without limitation, rough handling during
transit and exposure to extreme temperatures, salt and precipitation during transit, and
open storage. Packaging, case size and weights shall take into consideration, where
appropriate, the remoteness of the good’s final destination and the absence of heavy
handling facilities at all points in transit.
9.2
The packaging, marking and documentation within and outside the packages shall comply
strictly with such special requirements as shall be expressly provided for in the contract,
including additional requirements, if any, and in any subsequent instructions ordered by
the purchaser.
10.
Delivery and documents
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10.1
Delivery of the goods and arrangements for shipping and clearance obligations, shall be
made by the provider in accordance with the terms specified in the contract.
11.
Insurance
11.1
The goods supplied under the contract shall be fully insured in a freely convertible currency
against loss or damage incidental to manufacture or acquisition, transportation, storage
and delivery in the manner specified.
12.
Transportation
12.1
Should a price other than an all-inclusive delivered price be required, this shall be
specified.
13.
Incidental services
13.1
The provider may be required to provide any or all of the following services, including
additional services, if any:
(a)
performance or supervision of on-site assembly and/or commissioning of the
supplied goods;
(b)
furnishing of tools required for assembly and/or maintenance of the supplied
goods;
(c)
furnishing of a detailed operations and maintenance manual for each appropriate
unit of the supplied goods;
(d)
performance or supervision or maintenance and/or repair of the supplied goods,
for a period of time agreed by the parties, provided that this service shall not relieve
the provider of any warranty obligations under this contract; and
(e)
training of the purchaser’s personnel, at the provider’s plant and/or on-site, in
assembly, start-up, operation, maintenance, and/or repair of the supplied goods.
13.2
Prices charged by the provider for incidental services, if not included in the contract price
for the goods, shall be agreed upon in advance by the parties and shall not exceed the
prevailing rates charged to other parties by the provider for similar services.
14.
Spare parts
14.1
As specified, the provider may be required to provide any or all of the following materials,
notifications, and information pertaining to spare parts manufactured or distributed by the
provider:
1)
such spare parts as the purchaser may elect to purchase from the provider, provided that
this election shall not relieve the provider of any warranty obligations under the contract,
and
2)
in the event of termination of production of the spare parts:
a) Advance notification to the purchaser of the pending termination, in sufficient time to
permit the purchaser to procure needed requirements; and
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b) Following such termination, furnishing at no cost to the purchaser, the blueprints,
drawings, and specifications of the spare parts, if requested.
15.
Warranty
15.1
The provider warrants that the goods supplied under the contract are new, unused, of the
most recent or current models, and that they incorporate all recent improvements in design
and materials unless provided otherwise in the contract. The provider further warrants
that all goods supplied under this contract shall have no defect, arising from design,
materials, or workmanship (except when the design and/or material is required by the
purchaser’s specifications) or from any act or omission of the provider, that may develop
under normal use of the supplied goods in the conditions prevailing in the country of final
destination.
15.2
This warranty shall remain valid for twelve (12) months after the goods, or any portion
thereof as the case may be, have been delivered to and accepted at the final destination
indicated in the contract, or for eighteen (18) months after the date of shipment from the
port or place of loading in the source country, whichever period concludes earlier, unless
specified otherwise.
15.3
The purchaser shall promptly notify the provider in writing of any claims arising under this
warranty.
15.4
Upon receipt of such notice, the provider shall, within the period specified and with all
reasonable speed, repair or replace the defective goods or parts thereof, without costs to
the purchaser.
15.5
If the provider, having been notified, fails to remedy the defect(s) within the period
specified, the purchaser may proceed to take such remedial action as may be necessary,
at the provider’s risk and expense and without prejudice to any other rights which the
purchaser may have against the provider under the contract.
16.
Payment
16.1
The method and conditions of payment to be made to the provider under this contract shall
be specified
16.2
The provider shall furnish the purchaser with an invoice accompanied by a copy of the
delivery note and upon fulfilment of other obligations stipulated in the contract.
16.3
Payments shall be made promptly by the purchaser, but in no case later than thirty (30)
days after submission of an invoice or claim by the provider.
16.4
Payment will be made in Rand unless otherwise stipulated.
17.
17.1
Prices
Prices charged by the provider for goods delivered and services performed under the
contract shall not vary from the prices quoted by the provider in his bid, with the exception
of any price adjustments authorized or in the purchaser’s request for bid validity extension,
as the case may be.
18.
Increase/decrease of quantities
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18.1
In cases where the estimated value of the envisaged changes in purchase does not
exceed 15% of the total value of the original contract, the contractor may be instructed to
deliver the revised quantities. The contractor may be approached to reduce the unit price,
and such offers may be accepted provided that there is no escalation in price.
19.
19.1
Contract amendments
No variation in or modification of the terms of the contract shall be made except by written
amendment signed by the parties concerned.
20.
20.1
Assignment
The provider shall not assign, in whole or in part, its obligations to perform under the
contract, except with the purchaser’s prior written consent.
21.
21.1
Subcontracts
The provider shall notify the purchaser in writing of all subcontracts awarded under this
contracts if not already specified in the bid. Such notification, in the original bid or later,
shall not relieve the provider from any liability or obligation under the contract.
22.
22.1
Delays in the provider’s performance
Delivery of the goods and performance of services shall be made by the provider in
accordance with the time schedule prescribed by the purchaser in the contract.
22.2
If at any time during performance of the contract, the provider or its subcontractor(s)
should encounter conditions impeding timely delivery of the goods and performance of
services, the provider shall promptly notify the purchaser in writing of the fact of the delay,
its likely duration and its cause(s). As soon as practicable after receipt of the provider’s
notice, the purchaser shall evaluate the situation and may at his discretion extend the
provider’s time for performance, with or without the imposition of penalties, in which case
the extension shall be ratified by the parties by amendment of contract.
22.3
The right is reserved to procure outside of the contract small quantities or to have minor
essential services executed if any emergency arises, the provider’s point of supply is not
situated at or near the place where the supplies are required, or the provider’s services
are not readily available.
22.4
Except as provided under GCC Clause 25, a delay by the provider in the performance of
its delivery obligations shall render the provider liable to the imposition of penalties,
pursuant to GCC Clause 22, unless an extension of time is agreed upon pursuant to GCC
Clause 21.2 without the application of penalties.
22.4
Upon any delay beyond the delivery period in the case of a supplies contract, the
purchaser shall, without canceling the contract, be entitled to purchase supplies of a
similar quality and up to the same quantity in substitution of the goods not supplied in
conformity with the contract and to return any goods delivered later at the provider’s
expense and risk, or to cancel the contract and buy such goods as may be required to
complete the contract and without prejudice to his other rights, be entitled to claim
damages from the provider.
23.
23.1
Penalties
Subject to GCC Clause 25, if the provider fails to deliver any or all of the goods or to
perform the services within the period(s) specified in the contract, the purchaser shall,
without prejudice to its other remedies under the contract, deduct from the contract price,
as a penalty, a sum calculated on the delivered price of the delayed good or unperformed
services using the current prime interest rate calculated for each day of the delay until
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actual delivery or performance. The purchaser may also consider termination of the
contract pursuant to GCC Clause 23.
24.
24.1
Termination For Default
The purchaser, without prejudice to any other remedy for breach of contract, by written
notice of default sent to the provider, may terminate this contract in whole or in part:
(a) if the provider fails to deliver any or all of the goods within the period(s) specified in
the contract, or within any extension thereof granted by the purchaser pursuant to
GCC Clause 21.2;
(b) if the provider fails to perform any other obligation(s) under the contract; or
(c) if the provider, in the judgement of the purchaser, has engaged in corrupt or fraudulent
practices in competing for or in executing the contract.
24.2
In the event the purchaser terminates the contract in whole or in part, the purchaser may
procure, upon such terms and in such manner as it deems appropriate, goods, works or
services similar to those undelivered, and the provider shall be liable to the purchaser for
any excess costs for such similar goods, works or services. However, the provider shall
continue performance of the contract to the extent not terminated.
25.
25.1
Anti-Dumping And Counter-Vailing Duties And Rights
When, after the date of bid, provisional payments are required, or anti-dumping or
countervailing duties are imposed, or the amount of a provisional payment or anti-dumping
or countervailing right is increased in respect of any dumped or subsidized import, the
State is not liable for any amount so required or imposed, or for the amount of any such
increase. When, after the said date, such a provisional payment is no longer required or
any such anti-dumping or countervailing right is abolished, or where the amount of such
provisional payment or any such right is reduced, any such favourable difference shall on
demand be paid forthwith by the provider to the purchaser or the purchaser may deduct
such amounts from moneys (if any) which may otherwise be due to the provider in regard
to supplies or services which he delivered or rendered, or is to deliver or render in terms
of the contract or any other contract or any other amount which may be due to him.
26.
26.1
Force Majeure
Notwithstanding the provisions of GCC Clauses 22 and 23, the provider shall not be liable
for forteiture of its performance security, damages, or termination for default if and to the
extent that hi delay in performance or other failure to perform his obligations under the
contract is the result of an event of force majeure.
26.2
If a force majeure situation arises, the provider shall promptly notify the purchaser in
writing of such condition and the cause thereof. Unless otherwise directed by the
purchaser in writing, the provider shall continue to perform its obligations under the
contract as far as is reasonably practical, and shall seek all reasonable alternative means
for performance not prevented by the force majeure event.
27.
27.1
Termination For Insolvency
The purchaser may at any time terminate the contract by giving written notice to the
provider if the provider becomes bankrupt or otherwise insolvent. In this event,
termination will be without compensation to the provider, provided that such termination
will not prejudice or affect any right of action or remedy which has accrued or will accrue
thereafter to the purchaser,
28.
Settlement Of Disputes
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28.1
If any dispute or difference of any kind whatsoever arises between the purchaser and the
provider in connection with or arising out of the contract, the parties shall make every
effort to resolve amicably such dispute or difference by mutual consultation.
28.2
If, after thirty (30) days, the parties have failed to resolve their dispute or difference by
such mutual consultation, then either the purchaser or the provider may give notice to the
other party of his intention to commence with mediation. No mediation in respect of this
matter may be commenced unless such notice is given to the other party.
28.3
Should it not be possible to settle a dispute by means of mediation, it may be settled in a
South African court of law.
28.4
Notwithstanding any reference to mediation and / or court proceedings herein,
29.
29.1
(a)
the parties shall continue to perform their respective obligations under the contract
unless they otherwise agree; and
(b)
the purchaser shall pay the provider any monies due to the provider for goods
delivered and / or services rendered according to the prescripts of the contract.
Limitation Of Liability
Except in cases of criminal negligence or wilful misconduct, and in the case of
infringement pursuant to Clause 6;
(a) the provider shall not be liable to the purchaser, whether in contract, tort, or otherwise,
for any indirect or consequential loss or damage, loss of use, loss of production, or
loss of profits or interest costs, provided that this exclusion shall not apply to any
obligation of the provider to pay penalties and / or damages to the purchaser; and
(b) the aggregate liability of the provider to the purchaser, whether under the contract, in
tort or otherwise, shall not exceed the total contract price, provided that this limitation
shall not apply to the cost of repairing or replacing defective equipment.
30.
30.1
Governing Language
The contract shall be written in English. All correspondence and other documents
pertaining to the contract that is exchanged by the parties shall also be written in
English.
31.
31.1
Applicable Law
The contract shall be interpreted in accordance with South African laws, unless
otherwise specified.
32.
32.1
Notices
Every written acceptance of a bid shall be posted to the provider concerned by
registered or certified mail and any other notice to him shall be posted by ordinary mail
to the address furnished in his bid or to the address notified later by him in writing and
such posting shall be deemed to be proper service of such notice.
32.2
The time mentioned in the contract documents for performing any act after such aforesaid
notice has been given, shall be reckoned from the date of posting of such notice.
33.
33.1
TAXES AND DUTIES
A foreign provider shall be entirely responsible for all taxes, stamp duties, license fees,
and other such levies imposed outside the purchaser’s country.
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33.2
A local provider shall be entirely responsible for all taxes, duties, license fees, etc, incurred
until delivery of the contracted goods to the purchaser.
33.3
No contract shall be concluded with any bidder whose tax matters are not in order. Prior
to the award of a bid SARS must have certified that the tax matters of the preferred
bidder are in order.
34.
34.1
Transfer Of Contracts
The contractor shall not abandon, transfer, assign or sublet a contract or part thereof
without the written permission of the purchaser.
35.
35.1
Amendment Of Contracts
No agreement to amend or vary a contract or order or the conditions, stipulations or
provisions thereof shall be valid and of any force unless such agreement to amend or
vary is entered into in writing and signed by the contracting parties. Any waiver of the
requirement that the agreement to amend or vary shall be in writing, shall also be in
writing.
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