BID NOTICE AND INVITATION TO BID – MBD1
( www.bvm.gov.za
)
The Breede Valley Municipalities invites tenders for the following: Quotation Ref No 000050 PROFESSIONAL
SERVICES FOR THE ICT DISASTER MANAGEMENT SOLUTION
Service providers who have successfully completed works of similar nature, are requested to submit quotations for the works stated above. Technical enquiries relating to this quotation shall be addressed to Ms Zimasa Tyala at 023-348 2910 or ztyala@bvm.gov.za.
Quotation documents, in properly sealed envelopes and clearly marked on the outside with the corresponding bid number and description, must timeously be placed in the tender box at Breede Valley Municipality, Supply Chain Management Unit,
Stofberg House, 23 Baring Street, Worcester, by not later than 11h00 on Wednesday, 27 May 2015. Telephonic, telegraphic, telex, facsimile, electronic or e-mailed, bids will not be accepted. If the bid is late, it will not be accepted for consideration.
The Employer does not bind itself to accept the lowest or any tender and reserves the right to accept any tender or any part thereof, which may result in the acceptance of more than one tender, which ever the case may be. The Employer shall apply the Municipal Supply Chain Management Policy as adopted in terms of Section 111 of the Municipal Financial Management
Act, 2003 (Act No 56 of 2003) and relevant regulations. All eligible bids received shall be evaluated in terms of the
Employer’s Supply Chain Management Policy and the Preferential Procurement Framework Act. The 80/20 preference point system shall be applicable. No bids will be considered from persons in the service of the state.

SCOPE OF WORKS
1. INTRODUCTION
The Breede Valley Municipality invites suitably qualified service providers to provide professional services to assist with the procurement and implementation process of a disaster recovery (DR) site solution.
Only service providers who meet the following requirements/ conditions, as eligibility criteria may participate in this tender:
 Institutions with strong knowledge of the operations of Local Government, and
 Have previously assisted municipalities with projects of similar nature.
2. PROJECT DESCRIPTION
The aim of the project is to assess the current state of the Breede Valley Municipality sites, propose to the Executive
Management an Information and Communication Technology (ICT) Disaster Management Solution that will meet the requirements of the Municipality.
The project manager must assist the Municipality with the compiling of specifications, drafting the tender document, entertaining a compulsory site meeting, evaluating the tender. It is required that the implementation phase be project managed till implementation is complete.
3. PROJECT DELIVERABLES
A completed Supply Chain Management (SCM) process and successful implementation of the ICT Disaster Management
Solution a) Assess identified sites and propose to the Executive Management an ICT Disaster Management (DR) solution, including a suitable site that will meet the requirements of the Municipality b) Assist the Municipality with the SCM process by compiling the specifications, draft the tender document, entertain a compulsory site meeting, and evaluate the tender replies c) It is also required that the implementation phase be project managed till completion of implementation and sign off
3.1 The role of the successful service provider will be to assess, formulate and submit a draft proposal on:
a) Municipality’s identified ICT Disaster Management sites
b) Tender document for the ICT Disaster Management Solution
c) Project management plan for the implementation
d) Manage and supervise the implementation till completion.
4. PAYMENT BREAKDOWN
a) 70% of the fees will be paid on points (a), (b) and (c) of 3.1 above
b) 30% of the fees will be paid on delivery and sign-off point (d) of 3.1 above
5. PRICING
(a) A breakdown of all the four components as described in 3.1 above
6. PROJECT TIMEFRAME
(a) The project points a, b and c of 3.1 need to be completed by 12 June 2015 and the appointed tenderer for the implementation of the ICT disaster management solution should start as soon after 1 July 2015.

7. REQUIRED COMPETENCIES
(a) Extensive understanding of business continuity and disaster recovery.
(b) Extensive experience in best practices in the VM (Virtual Machine) environment.
8. PREQUALIFICATION
(a) Respondents will be pre-evaluated on the criteria as set out under (f).
(b) Bidders that score less than 60 out of 70 points for the functionality criteria will be regarded as submitting a nonresponsive tender and will not be evaluated on price and preference points.
(c) Unclear or incomplete information provided will result in no points being allocated.
(d) The Bid Evaluation Committee reserves the right to request any documentation required to perform a meaningful pre-evaluation.
(e) Bidders must therefore ensure that all information is provided in detail.
(f) The following criteria will be used to calculate points for the functionality of tenders and bidders should ensure that they submit all information in order to be pre-evaluated on the criteria mentioned below:
A CRITERIA MAXIMUM POINTS BIDDER SCORE
Similar Experience 30
Relevant References
Site Staff
10
30
Total functionality criterion is further divided as follows and points will be awarded as indicated below:
Criterion 1: Similar Experience
(a) A maximum of 30 points will be awarded at the sole discretion of the Municipality’s Bid Evaluation Committee based on the information provided and will be split as follows:
Maximum points
5
Bidder Score Description
0 up to 2 years relevant experience.
More than 2 years up to 4 years relevant experience.
More than 4 years up to 6 years relevant experience.
More than 6 years relevant experience
Total
10
15
30 a.
In order to claim points for the above bidders must submit the following information as well as documentary proof: b.
Information of how long the business is in existence supported by Company or Business registration documents c.
Detailed list of information containing: i.
Names of previous clients ii.
Description of work performed and when it was performed iii.
Duration of previous contracts
(b) Points will only be awarded for relevant experience.

Criterion 2: References
(a) A maximum of 10 points will be awarded at the sole discretion of the Municipality’s Bid Evaluation Committee based on the information provided and will be split as follows: a.
In order to claim points, bidders must also submit with the tender document details of at least three contactable references from businesses to which the required services have been provided to. b.
These references should not be older than three (3) years. c.
If the references are unable to provide information on past performances or relevant experience, no point will be awarded for that particular reference. d.
Points will be awarded by contacting 3 references who will answer 5 questions. 1 point will be awarded for every ‘’yes’’ answer.
NB: Relevant experience is defined as the accumulation of knowledge or skill that results from direct participation in relevant/similar events or activities and/or as determined by the Breede Valley Municipality.
(a) Respondents should provide the name and contact details of at least two references to which the required service or relevant experience has been or is being provided:
Reference Name Telephone number E-mail address
1.
2.
3.
Criterion 3: Site Staff
(a)
A maximum of 30 points will be awarded at the sole discretion of the Municipality’s Bid Evaluation Committee based on the information provided and will be split as follows:
Description Maximum points
15
Bidder Score
Contract Manager
 person that will be in charge of the project at the Breede Valley
Municipality
Technician/Engineer
 person who will assist the contract manager with the project at the Breede
Valley Municipality
15
Total
(b)
Points will only be awarded once for each staff/personnel allocated to this job, no multiple scoring per person, meaning one person one score
(c)
In order to claim points for the above, bidders must submit detailed Curriculum Vitae of each key personnel to be allocated for this Tender. Only relevant experience in the Curriculum Vitae will count towards the scoring.
Please note: The staff allocated to this Tender must be on-site and used in this Tender. If the person is unavailable he/she must be replaced with someone of equal or better value and experience and proof as per CV submitted.

Relevant experience is defined as the accumulation of knowledge or skill that results from direct participation in relevant similar events or activities and/or as determined by the Breede Valley Municipality.
9. PRICING SCHEDULE
A detailed pricing schedule of all the four components as described in 3.1 above

NB:
Please complete and sign all the pages where required, failure to do so will invalidate your quote /
Voltooi asseblief al die bladsye en plaas u handtekening waar nodig daarop, versuim hiervan sal u kwotasie ongeldig maak.
B-BBEE STATUS LEVEL OF CONTRIBUTOR
1
NUMBER OF POINTS
20
4
5
2
3
18
16
12
8
6
7
8
NON-COMPLIANT CONTRIBUTOR
6
4
2
0
Hiermee bevestig ek ......................................dat my munisipale rekening no................................op datum is.
I.,............................................hereby declare that my municipal account number ..............................is not in arrears.

DECLARATION IN TERMS OF CLAUSE 112(1) OF THE MUNICIPAL FINANCE MANAGEMENT ACT,
NO. 56 OF 2003. (Section 3)
The Bidder shall duly complete undermentioned. An authorized person shall duly undersign in this regard. Failure to duly complete this statement shall subject the quote to rejection.
CERTIFICATE in terms of SECTION 112(1) of the MUNICIPAL FINANCE MANAGEMENT ACT 2003 (Act No. 56 of 2003) and in terms of CLAUSES 44 and 45 of the MUNICIPAL SUPPLY CHAIN MANAGEMENT POLICY
I, the undersigned, warrants that I am duly authorised to act on behalf of the enterprise mentioned below and do hereby certify that, to the best of my personal knowledge, neither the enterprise nor any of its owners, directors, members or partners has— i) ii) failed to pay any municipal rates and taxes or municipal service charges; been in arrears with any municipal accounts with any municipality or municipal entity in the Republic of South Africa, for a period longer than 3 (three) months; iii) iv) v) vi) vii) been convicted of fraud or corruption during the past 5 (five) years; abused the supply chain management system of the Municipality or has committed any improper conduct in relation to this system; failed, during the past 5 (five) years, to perform satisfactory on a previous contract with the Municipality or any other organ of state after written notice was given to the enterprise that performance was unsatisfactory; wilfully neglected, reneged on or failed to comply with any government, municipal or other public sector contract during the past 5 (five) years; been listed with the Register of Tender Defaulters in terms of section 29 of the Prevention and Combating of Corrupt Activities viii) ix) x) xi)
Act 2004 (Act no. 12 of 2004); been listed on National Treasury’s database as a person or enterprise prohibited from doing business with the public sector; any tax matters that is not cleared by the South African Revenue Services; been in the service of the state for the past 12 (twelve) months or is in the service of the state; or been or is an advisor or consultant contracted with the Municipality.
Further to the above I, the undersigned, herewith disclose the particulars of any kinship (parent, brother, sister or child) with a person that is in the service of the state (see footnote 1 ), or has been in the service of the state in the previous twelve months of any of its owners, directors, members or partners:
Full Name of that person:
Kinship/Relationship
Identity Number of that person(s):
Particulars of Employer:
Capacity in which that person is in the service of the state:
I acknowledge that any misrepresentation in respect of this certificate may be regarded as a reason to cancel the listing or bid as accredited prospective provider and any contract arising out of this information supplied.
Duly authorised to sign on behalf of ________________________________________________________
(insert name of enterprise 2 )
1 MSCM Regulations: “in the service of the state” means to be –
(a) a member of any municipal council; any provincial legislature; or the national Assembly or the national Council of provinces;
(b) a member of the board of directors of any municipal entity;
(c) an official of any municipality or municipal entity;
(d) an employee of 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);
(e) a member of the accounting authority of any national or provincial public entity; or
(f) an employee of Parliament or a provincial legislature.

Print name in full: _______________________________ Signature : ____________________________
Identity number: _______________________________
2 Where the enterprise is a joint venture, each party to the joint venture must sign a declaration in terms of the Municipal Finance Management Act.

REQUEST FOR WRITTEN QUOTATION
REF NR:
000050
PROFESSIONAL SERVICES FOR THE ICT DISASTER MANAGEMENT SOLUTION
TO: FAXED TO NO.:
In terms of paragraph 16 and 17 of the Municipal Supply Chain Management Policy, you are hereby invited to quote for the goods and or services as contained in the attached request to quote form and, in addition to the general conditions of contract, as per the following special conditions:
CONDITIONS OF QUOTE:
1.
Quotes may be submitted, in a sealed envelope with the relevant reference number on the front, at the Offices of the Supply Chain Management
Unit, Stofberg Huis, 23 Baring Street, Worcester or faxed to the 086-fax number as indicated in the request to quote form attached;
2.
Quotes MUST be submitted before the closing date and time as indicated in the request to quote form attached;
3.
Quotes MUST be completed and submitted on the attached request to quote form;
4.
Quotes MUST be for the product or service as specified. If alternate products is quoted for it MUST be of the same quality and equivalent to the product specified. Full details of alternate products MUST be supplied. Non-compliance to this condition will invalidate your quote;
5.
Delivery charges MUST be specified, where applicable. If not specified it will be regarded as included in the quoted amount;
6.
Amount(s) quoted MUST remain valid for at least thirty (30) days from the specified closing date;
7.
Amount(s) quoted MUST be firm and must be inclusive of VAT;
8.
Calculation errors will be corrected, tariffs will be regarded as correct where the bid is based on quantities;
9.
A firm delivery period MUST be indicated;
10.
Quotes MUST be duly signed by an authorised person;
11.
An original and valid Tax Clearance Certificate MUST be submitted and No tender may be awarded to any person whose tax matters have not been declared by the South African Revenue Service to be in order.
12.
A certificate stating that neither the enterprise or its Director(s) or Member(s) or Owners’ municipal account(s) are in arrears for longer than three
(3) months;
13.
The municipality may accept the whole or a part of the bid (offer) where the bid request comprise of more than one item;
14.
The municipality does not bind itself to accept the lowest or any bid;
15.
Quotes received will be evaluated in terms of the 80/20 preference point system as prescribed in the Preferential Procurement Policy Framework
Act, 2000 (Act no 5 of 2000); Amended by Government Gazette 8 June 2011 (no 34350)
16.
The successful provider will be the provider scoring the highest points;
17.
The acceptance of the quote and the subsequent issuing of an official order constitute a legal binding document and may not be cancelled;
18.
Goods or Services may only be provided after and according to the issued official order;
19.
Payment will only be made after the goods is delivered and or service is rendered, to the satisfaction of the Municipality, as per official order; and
20.
Payment will only be made within thirty (30) days of receipt of monthly statement and the relevant VAT invoice containing the official order number and the municipalities’ VAT number.
Failure to comply with any of these conditions may invalidate your quote.
Yours sincerely
J. M. Boonzaaier
Head: Supply Chain Management
SKAKEL ASSEBLIEF AS ONDUIDELIK OF AS KORREKTE AANTAL BLADSYE NIE ONTVANG IS NIE
PLEASE PHONE IF THE CORRECT NUMBER OF PAGES HAVE NOT BEEN RECEIVED, OR IF IT IS ILLEGIBLE

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2
MBD 9
CERTIFICATE OF INDEPENDENT BID DETERMINATION
This Municipal Bidding Document (MBD) must form part of all bids¹ invited.
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 Municipal Supply Regulation 38 (1) prescribes that a supply chain management policy must provide measures for the combating of abuse of the supply chain management system, and must enable the accounting officer, among others, to: a. take all reasonable steps to prevent such abuse; b. reject the bid of any bidder if that bidder or any of its directors has abused the supply chain management system of the municipality or municipal entity or has committed any improper conduct in relation to such system; and
4
5 c. cancel a contract awarded to a person if the person committed any corrupt or fraudulent act during the bidding process or the execution of the contract.
This MBD serves as a certificate of declaration that would be used by institutions to ensure that, when bids are considered, reasonable steps are taken to prevent any form of bid-rigging.
In order to give effect to the above, the attached Certificate of Bid Determination (MBD 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.

MBD 9
CERTIFICATE OF INDEPENDENT BID DETERMINATION
I, the undersigned, in submitting the accompanying bid:
PROFESSIONAL SERVICES FOR THE ICT DISASTER MANAGEMENT SOLUTION
________________________________________________________________
(Bid Number and Description) in response to the invitation for the bid made by:
______________________________________________________________________________
(Name of Municipality / Municipal Entity) 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,
(c) abilities or experience; and provides the same goods and services as the bidder and/or is in the same line of business as the bidder
6.
The bidder has arrived at the accompanying bid independently from, and without consultation, communication, agreement or arrangement with any competitor. However communication between partners in a joint venture or consortium³ will not be construed as collusive bidding.

7.
In particular, without limiting the generality of paragraphs 6 above, there has been no consultation, communication, agreement or arrangement with any competitor regarding:
(a) prices;
(b) geographical area where product or service will be rendered (market allocation)
(c) methods, factors or formulas used to calculate prices;
(d) the intention or decision to submit or not to submit, a bid;
(e) the submission of a bid which does not meet the specifications and conditions of the bid; or
(f) bidding with the intention not to win the bid.
8.
In addition, there have been no consultations, communications, agreements or arrangements with any competitor regarding the quality, quantity, specifications and conditions or delivery particulars of the products or services to which this bid invitation relates.
9.
The terms of the accompanying bid have not been, and will not be, disclosed by the bidder, directly or indirectly, to any competitor, prior to the date and time of the official bid opening or of the awarding of the contract.
³ Joint venture or Consortium means an association of persons for the purpose of combining their expertise, property, capital, efforts, skill and knowledge in an activity for the execution of a contract.
10.
I am aware that, in addition and without prejudice to any other remedy provided to combat any restrictive practices related to bids and contracts, bids that are suspicious will be reported to the Competition Commission for investigation and possible imposition of administrative penalties in terms of section 59 of the Competition Act No
89 of 1998 and or may be reported to the National Prosecuting Authority (NPA) for criminal investigation and or may be restricted from conducting business with the public sector for a period not exceeding ten (10) years in terms of the Prevention and Combating of Corrupt Activities Act No 12 of 2004 or any other applicable legislation.
………………………………………………… …………………………………
Date Signature
………………………………………………….
Position
…………………………………
Name of Bidder