INDEX
PARA.
NO.
FORM “A” –
FORM “B” –
PAGE NO. DESCRIPTION
5
FORM OF TENDER AND DECLARATION
7
GENERAL UNDERTAKINGS BY THE TENDERER
FORM “C” –
10
GENERAL TENDER CONDITIONS
FORM “D” –
12
TENDER SPECIFICATION :
12
INTRODUCTION
13
QUALIFICATION OF MUNICIPAL VALUER AND / OR ASSISTANT
13
SERVICES REQUIRED :
13
DETERMINATION OF VALUATIONS
1
2
MUNICIPAL VALUER
3
3.1
3.2
13
RATES POLICY / COMMUNITY PARTICIPATION / VALUATION ENQU
SPECIALISED PROPERTY REGISTER
3.3
14
SERVICES COMPLIANCE
4
15
DEFINITIONS
5
6
17
17
PROMOTION OF ACCESS TO INFORMATION ACT, ACT 2 OF 2000
CONFIDENTIALITY
7
17
PENALTIES, DEFAULTS AND RETENTION :
7.1
17
DEFAULTS
7.2
18
PENALTIES
7.3
19
RETENTION
8
19
INSURANCE
9
19
VALUATION SUMMARY
10
20
SUPPLEMENTARY VALUATIONS
11
20
OBJECTIONS
12
20
APPEALS
13
20
DATA COLLECTION AND DATA COLLECTION SYSTEMS :
13.1
21
RESIDENTIAL ERVEN AND BUILDINGS
13.2
21
SECTIONAL TITLE RESIDENTIAL SCHEMES
13.3
21
INCOME PRODUCING PROPERTIES
13.4
21
SPECIALISED PROPERTIES
13.5
22
PROPERTIES USED FOR AGRICULTURAL PURPOSES
13.6
22
AGRICULTURAL SMALL HOLDINGS
13.7
22
VACANT LAND
13.8
22
MINING LAND
13.9
22
REGISTERED LEASES
13.10
22
PUBLIC INFRASTRUCTURE
13.11
22
GENERAL
1
14
23
INFORMATION AND SERVICES TO BE PROVIDED BY
THE MUNICIPALITY AND/OR TENDERER :
14.1
23
GENERAL VALUATION
14.2
25
SUPPLEMENTARY VALUATIONS
15
25
PRINTING AND BINDING OF ROLLS
16
25
VALUATION SYSTEM :
16.1
MUNICIPALITY
16.2
25
COMPATABILITY WITH VALUATION SYSTEM OF THE
25
COMPATABILITY WITH MUNICIPAL GIS SYSTEM
16.3
25
COMPATABILITY WITH MUNICIPAL BILLING SYSTEM
16.4
25
AUDIT TRIAL
16.5
25
SECURITIES
16.6
25
STORAGE OF PROPERTY DATA
16.7
26
STORAGE OF VALUATION DATA
16.8
26
RECORDING OF OBJECTIONS AND APPEALS
16.9
26
STORAGE OF RELEVANT AND HISTORICAL DATA
16.10
27
EXTRACTING OF INFORMATION
16.11
27
DATA FROM DEEDS OFFICE
17
27
DATA :
17.1
27
DATA BACKUP AND DISASTER RECOVERY PLAN
17.2
29
DATA TRANSFER
17.3
29
DATA - GENERAL
18
29
PUBLIC PARTICIPATION AND AWARENESS
19
29
GEOGRAPHIC INFORMATION SYSTEM (GIS)
19.1
30
GENERAL DESCRIPTION OF SERVICE
19.2
30
GIS DATA STANDARDS
19.3
19.4
19.5
31
32
32
ACCURACY
PROCEDURE FOR FARM CAPTURING
CURVILINEAR BOUNDARIES (rivers, roads, cliff edge
SPECIFICATION :
etc)
19.6
32
SERVITUDES (area, lines and points)
19.7
32
DELIVERABLES
19.8
33
SPECIFICATIONS OF AERIAL PHOTOGRAPHY
REQUIRED FOR DATA COLLECTION
20
34
KEY TASK FUNCTIONS / METHOD OF PAYMENT :
20.1
35
MINIMUM REQUIREMENTS PER STAGE
20.1.1
35
STAGE 1 – DOCUMENTATION / DATA COLLECTION
20.1.2
35
STAGE 2 – DATA COLLECTION / DATA COLLECTION
20.1.3
35
STAGE 3 – VALUATION DATA
20.1.4
35
STAGE 4 – VALUATION PROCESS AND DRAFT
20.1.5
36
STAGE 5 – CORRECTIONS TO VALUATIONS
(EXISTING)
(NEW)
VALUATIONS
2
20.1.6
36
20.1.7
36
DELIVERY CERTIFICATE
20.1.8
36
21
36
STAGE 6 – SUBMISSION OF DRAFT VALUATION
STAGE 7 – OBJECTION PROCESS AND FINAL
STAGE 8 – VALUTION APPEALS BOARD HEARINGS
SCHEDULE OF FEES
22
36
TENDER EVALUATION
23
37
PREFERENCE POINTS CLAIM :
23.1
37
GENERAL CONDITIONS
23.2
37
ESTABLISHMENT OF HDI EQUITY OWNERSHIP IN AN
23.3
37
ADJUDICATION USING A POINT SYSTEM
23.4
37
POINTS AWARDED FOR PRICE
ENTERPRISE
23.5
38
POINTS AWARDED FOR HISTORICALLY
DISADVANTAGED INDIVIDUALS (HDI’S)
23.6
38
TENDER DECLARATION
23.7
38
EQUITY OWNERSHIP CLAIM
23.8
39
FAILURE TO COMPLETE
23.9
39
SUBSTANTIATION OF PREFERENCE CLAIMS
SCHEDULE 1
40
AFFIDAVIT, NOMINATION AND DECLARATION OF
PRINCIPAL ASSISTANT MUNICIPAL VALUER
SCHEDULE 2
44
AFFIDAVIT, NOMINATION AND DECLARATION OF
ASSISTANT MUNICIPAL VALUER
SCHEDULE 3
48
DETERMINATION OF FEES
SCHEDULE 4
50
DATA BACK UP AND DISASTER RECOVERY PLAN
SCHEDULE 5
50
COMPUTER SYSTEM
SCHEDULE 6
50
HUMAN RESOURCES
SCHEDULE 7
51
PROJECT WORK PLAN
SCHEDULE 8
51
PROOF OF INSURANCE COMPLIANCE
SCHEDULE 9
51
TAX CLEARANCE CERTIFICATE
SCHEDULE 10
51
PROMOTION OF ACCESS TO INFORMATION ACT, ACT 2
OF 2000
SCHEDULE 11
51
PROOF OF REGISTRATION CERTIFICATES OF
NOMINATED PERSONS
SCHEDULE 12
52
COPIES OF DULY AUTHORISED RESOLUTIONS WHERE
THE TENDERER IS NOT A NATURAL PERSON
SCHEDULE 13
52
STATEMENT OF ADDITIONAL SERVICES THAT
TENDERER WILL PROVIDE
SCHEDULE 14
53
DECLARATION OF INTEREST
SCHEDULE 15
SCHEDULE 16
55
58
DECLARATION WITH REGARD TO EQUITY
DECLARATION FOR PROCUREMENT
3
FORM “A”
FORM OF TENDER AND DECLARATION
TENDER NO ( Insert Tender No)
TENDER FOR THE COMPILATION OF A GENERAL VALUATION ROLL FOR THE ( Insert the
name of the municipality) MUNICIPAL AREA (Municipal no.) IN COMPLIANCE WITH THE LOCAL
GOVERNMENT: MUNICIPAL PROPERTY RATES ACT, 2004 (ACT NO. 6 OF 2004) FOR THE
FINANCIAL YEAR COMMENCING ( Insert effective date/ date of implementation).
DECLARATION:
To:
The Municipal Manager
( Insert name of the )Municipality
Sir
I/We, the undersigned:
a)
b)
c)
d)
d)
f)
g)
Tender to supply and delivery to the (Insert name of the municipality) Municipality all of the
services described both in this and the other forms and schedules to this tender.
Agree that we will be bound by the specifications, prices, terms, conditions and proposals
stipulated in the schedules attached to this tender document, regarding delivery and
execution.
Further agree to be bound by the conditions, set out in this form A and Forms B, C and D,
attached hereto, should this tender be accepted.
Confirm that this tender may only be accepted by the (Insert name of the municipality)
Municipality by way of a duly authorized Letter of Acceptance.
Declare that we are fully acquainted with the schedules and the contents thereof and that
we have signed the schedules, attached hereto
Declare that, each page of the tender document and amendments thereto will be initialed
by the relevant authorized person in order for the document to constitute a proper contract
between the (Insert name of the municipality) Municipality and the undersigned, on
acceptance of the tender by the (Insert name of the municipality) Municipality.
Declare that I have no participation in any collusive practices with any tenderer or any
other person regarding this tender.
Signed at ………………………………. on this …………. day of ………………………… 2006
(Check date)
Signature of Tenderer …………………………………………..
Name of Tender ………………………………………………………………………………………………
As Witnesses:
1.
Signature ……………………………… Name in full ……………………………………………...
I.D. No …………………………………
2.
Signature …………………………….. Name in full ………………………………………………
I.D. No ………………………………..
4
Domicilium address:
…………………………………………………………………….
…………………………………………………………………….
…………………………………………………………………....
……………………………………………………………………
Where the Tenderer is a Company, Corporation or Firm a duly authorized resolution must
accompany the tender.
PLEASE NOTE:
▪
Each page of the tender document and schedules thereto must be initialed by the relevant
authorized person in order for the document to constitute a proper contract between the
Municipality and the Tenderer.
▪
On acceptance of the tender by the Municipality, the forms and schedules attached hereto
shall be deemed to be the Conditions of Contract between the parties.
▪
Failure to complete all blank spaces in the forms and to attend to the other details
mentioned therein may render the tender liable to rejection.
DETAILS OF TENDERER
1
FULL NAMES
2
COMPANY/ENTERPRISE
REGISTRATION NO. OR ID NO.
3
POSTAL ADDRESS
4
PHYSICAL ADDRESS
5
TELEPHONE NO.
6
CELL NO. OF CONTACT PERSON
7
FAX NO.
8
E-MAIL ADDRESS
9
CONTACT PERSON
10 VAT REGISTRATION NO.
5
FORM “B”
GENERAL UNDERTAKINGS BY THE TENDERER
DEFINITIONS:
“Act”
Municipal Valuer or
Assistant Municipal Valuer”
means the Local Government: Municipal Property Rates Act, 2004
(Act No. 6 of 2004) and any regulations made in terms of section 83
thereof;
means a valuer as defined in terms of section 39 (2) of the Act and
Tenderer’s nominated person/s;
“Good Standing”
means that the Tenderer and/or nominated person shall not be in
any way lawfully indebted to the Municipality, and/or that such
indebtedness shall not be older than thirty (30) days and/or that the
Tenderer and/or nominated person has concluded an agreement or
compromise to settle the indebtedness and is not in breach of such
agreement or compromise;
“Final Delivery Certificate”
means the document issued by the Municipality confirming that all
known errors and defects have been rectified and that the services
and valuations have been rendered in compliance with the Act
together with all other terms and conditions of this tender;
“Municipality”
shall mean the Insert name of municipality) Municipality
“Section”
means a section of the Local Government: Municipal Property
Rates Act, 2004 (Act No. 6 of 2004) and any regulations made in
terms of Section 83;
“Substitute Nominated
Person”
means the person nominated to substitute the Municipal Valuer;
“Tender”
shall include: the form of tender and declaration, general tender
conditions, tender specifications, all schedules and proposals
completed and submitted by Tenderer as the basis of services to be
rendered and any further agreement entered into by the Tenderer in
terms of the Municipality’s General Conditions of Contract and all
other schedules thereto;
“Tenderer”
means the Tenderer whose tender has been duly accepted by the
Municipality.
“Closing Date”
shall be14h00 hrs on the [ insert date];
Validity Period”
The tender shall be valid from the closing date of the tender to the
commencement date
“Adjudication process”
The period from which the Municipality opens and proceeds to
complete the adjudication process resulting in the decision to award
the tender. This period shall not exceed 21 business days from date
of submission.
6
“Letter of Acceptance”
The letter sent by the Municipality to the successful Tenderer
notifying the Tenderer of the Award and calling on the Tenderer to
accept the Award within 7 business days of the date of Notice,
subject to there being no lawful objections lodged during the
Statutory Objection Period (10 business days from date of Award
Notification).
The Municipality must ensure that any conditions noted in the Letter
of Acceptance that are additional to the terms of the Tender are of
such a nature that they do not prejudice any unsuccessful tenderer/s
and in turn create potential grounds for objections
“Confirmation by the
Tenderer”
The letter of reply by the successful tenderer confirming acceptance
of the Municipality’s Letter of Acceptance
“Notification to Unsuccessful
Tenderers”
Upon receipt by the Municipality of Confirmation by the Tenderer,
the Municipality shall, within 2 business days, notify those tenderers
that they have been unsuccesful
“Commencement Date”
This date shall be 10 business days from the date of Notification to
Unsuccesful Tenderers
“Contract Agreement”
Within 30 business days from the Date of Commencement, the
Municipality and the successful Tenderer shall conclude all
agreements necessary for the successful completion of the Tender.
The time taken to broker the Contract Agreements shall form part of
the Tenderer’s contract price and shall form part of the tenderer’s
project establishment cost.
The Contract Agreement shall include, but not be limited to the
following:
1.
2.
3.
4.
5.
6.
General Conditions of Contract
Schedule of project objectives and deliverables
Project programme and time lines
Project cash flow
Quality management plan
The tender specification
INTERPRETATION:
▪
In this agreement, clause headings are for convenience and shall not be used in its
interpretation, unless the context clearly indicates a contrary intention;
▪
An expression, which denotes:
Any gender, includes the other gender;
A natural person, includes a juristic person and vice versa;
This singular, includes the plural and vice versa;
▪
Any reference to any statute, regulation or other legislation or official municipal or national
policy shall be a reference to that statute, regulation or other legislation or official municipal
or national policy as at the Date of Commencement and as amended or re-enacted from
time to time;
7
▪
When any number of days is prescribed, such shall be reckoned exclusively of the first and
inclusively of the last day, unless the last day falls on a day which is not a business day, in
which case the last day shall be the next succeeding day which is a business day;
▪
Where any term is defined within a particular clause, other than the interpretation clause,
that term shall bear the meaning ascribed to it in that clause wherever it is used in this
agreement.
I/We hereby tender
to supply all or any of the requirements or to render all or any of the services described in
the attached forms, schedules and/or annexures to the Municipality on the terms and
conditions and in accordance with the specifications and proposals stipulated in the tender
documents (and which shall be taken as part of and incorporated into, this tender) and at
the prices and on the terms regarding time for delivery and/or execution inserted therein.
I/We agree further that:
the tender herein shall remain binding upon me/us and open for acceptance by the
Municipality during the validity period indicated and calculated from the closing date of the
tender;
this tender and its acceptance shall be subject to the terms and conditions contained in the
forms, schedules and/or annexures attached hereto with which I am/we are fully
acquainted.
Notwithstanding anything to the contrary in the forms, schedules and/or annexure attached hereto:
if I/we withdraw my/our tender after having signed the Letter of Acceptance, or fail to fulfil
the contract when called upon to do so, the Municipality may, without prejudice to its other
rights, agree to the withdrawal of my/our tender or cancel the contract that may have been
entered into between me/us and the Municipality;
in such event I/we will then pay to the Municipality any additional expense incurred by the
Municipality for having either to accept any less favourable tender or, if fresh tenders have
to be invited, the additional expenditure incurred by the invitation of fresh tenders and by
the subsequent acceptance of any less favourable tender;
the Municipality shall also have the right in these circumstances, to recover such additional
expenditure by set-off against monies which may be due or become due to me/us under
this or any other tender or contract or against any guarantee or deposit that may have
been furnished by me/us or on my/our behalf for the due fulfilment of this or any other
tender or contract;
pending the ascertainment of the amount of such additional expenditure the Municipality
may retain such monies, guarantee or deposit as security for any loss the Municipality may
sustain, as determined hereunder, by reason of my/our default.
If my/our tender is accepted that acceptance may be communicated to me/us by letter or facsimile
and that proof of delivery of such acceptance to SA Post Office or the production of a document
confirming that a fax has been sent, shall be treated as delivery to me/us.
The laws of the Republic of South Africa shall govern the contract created by the acceptance of
this tender.
I/We have satisfied myself/ourselves as to the correctness and validity of this tender, that the
price(s) and rate(s) quoted cover all the work/item(s) specified in the tender documents and that
the price(s) and rates(s) cover all my/our obligations under a resulting contract and that I/we
accept that any mistakes regarding price(s) and calculations will be at my/our risk.
8
I/We accept full responsibility for the proper execution and fulfillment of all obligations and
conditions defaulting on me/us under this agreement as the principal(s) liable for the due
fulfillment of this contract.
Notwithstanding the amount or cause of action involved I/we hereby consent to the jurisdiction of
the Magistrate’s Court for the district of the Municipality in respect of any action whatever arising
from this contract.
9
FORM “C”
GENERAL TENDER CONDITIONS
1.
All Tenderers are hereby advised that in the event that the tender is accepted by the
Municipality all conditions and stipulations set out in this tender and in all forms, schedules
and/or annexures hereto, will be the contract between the Tenderer and the Municipality.
2.
Tenderers are required to acquaint themselves and to comply in their tender with the
procurement policy documents of the Municipality;
3.
Tender documents and responses thereto are only in English.
4.
Failure on the part of the Tenderer to sign this tender for and thus to acknowledge and
accept the conditions in writing or to complete the attached forms, questionnaires and
specifications and proposals in all respects, may in the sole discretion of the Municipality
invalidate the tender.
5.
If any of the conditions on this tender form are in conflict with any special conditions,
stipulations or provisions incorporated in the tender, such special conditions, stipulations or
provisions shall apply.
6.
Tender prices must be completed in terms of Schedule 3 of the tender document.
7.
Tenders must be submitted in sealed envelopes.
8.
The tender number and “Compilation of Valuation Roll” must appear on the front of the
sealed envelope in which the tender is submitted.
9.
All Tenderers are advised that it is an express condition of tender that the taxes of the
successful tenderer must be in order, or that satisfactory arrangements have been made
with South African Revenue Services (SARS) to meet the tenderer’s tax obligations.
In order to meet this requirement tenderers are advised to complete TCC 001 “Application
for Tax Clearance Certificate” and submit it to any SARS branch office nationally. The Tax
Clearance Certificate requirements are also applicable to foreign tenderers who wish to
submit tenders.
SARS will then furnish the tenderer with a valid Tax Clearance Certificate
The original Tax Clearance Certificate must be attached as Schedule 9. Failure to submit
the original and valid tax certificate may result in the invalidation of the tender. Certified
copies of the tax certificates will not be acceptable. In tenders where Consortia/Joint
Ventures are involved, each party must submit a separate Tax Clearance Certificate.
Copies of the TCC 001 “Application Tax Clearance Certificate” form are available from any
SARS branch office nationally and are also available on the website www.sars.gov.za
Applications for the Tax Clearance Certificates may also be made via eFiling. In order to
use this provision tax payers will need to register with SARS as eFilers through the website
www.sars.gov.za
10
10.
Tenderers and nominated person(s) (including its trustees, members or directors as the
case must be) shall be in good standing in respect of any levy, rates, fine, service charge or
the like due to the Municipality. In the event of the Tenderer and/or nominated person not
being in good standing and that the Tenderer and/or nominated person is indebted to the
Municipality, as contemplated in this clause which arises after the Date of Commencement
and before final payment has been made to the Tenderer, the Tenderer hereby consents to
the Municipality deducting from the amount of the tender awarded such amounts as may be
lawfully owing to the Municipality.
11.
The Municipality shall not be obliged to accept the lowest or any tender. Tenderers will be
fully evaluated in terms of their experience, human resources, IT resources, data protection
and recovery policy and the valuation system utilized by them. In this regard Tenderers will
have to obtain a minimum rating of 50% before the relevant tender committee of the
Municipality considers the tender. Whilst price is a consideration, it will not form part of the
initial evaluation/qualifying process.
It is important that all Valuers forming part of the Tenderer’s response to this Tender have
the necessary experience, qualifications and technical ability to carry out the requirements
of this tender submit tenders in regard hereto. The Municipality will consider all prices and
submissions made by the Tenderers. Should the Municipality during its consideration of the
tenders require that a specific price and/or submission be reconsidered, it reserves the right
to do so, subject to the Municipality requesting all Tenderers to submit such a request or
revision of the Tender Proposal.
The Municipality shall not be obliged to accept the Tenderer that has obtained the maximum
number of points in terms of FORM D of the Tender.
12.
The Tenderer undertakes that it will make itself and its members, officials, employees and
agents aware of the appropriate regulations and by-laws of the Municipality that might have
implications on the Tenderer’s activities in terms hereof.
13.
Neither the Municipality nor any official in the Municipality will be held responsible for loss of
a potential opportunity to tender due to the failure of the Tenderer complying with any of the
requirements of this tender.
14.
The covering letter or other matter submitted with the official tender document may explain,
amplify or illustrate, but not replace any part of the official tender document or the
information furnished therein.
15.
All data supplied by the Municipality will be received by the Tenderer at his risk. It
will be the responsibility of the Tenderer to check and verify the accuracy of data
supplied by the Municipality. The Municipality shall not be held responsible for any
inaccurate or incomplete data provided by them and the effect that such data may
have on the valuations.
16.
The Municipality reserves the right to accept any tender or part thereof.
17.
The Tenderer or his/her representative shall attend the compulsory tender briefing as
indicated in the tender advert.
11
FORM “D”
TENDER SPECIFICIATION
TENDER NO ( Insert tender number )
COMPILATION OF THE VALUATION ROLL FOR THE ……( Insert name of the relevant
municipality ) ……………….AREA ( Insert number ) IN COMPLIANCE WITH THE LOCAL
GOVERNMENT: MUNICIPAL PROPERTY RATES ACT, 2004 (ACT NO. 6 OF 2004) FOR THE
FINANCIAL YEAR COMMENCING ON ( Insert year of implementation )
DEFINITIONS
Date of Valuation:
shall mean 2 July 20….;
Date of Draft Submission:
shall mean the date upon which the Municipality requires the
Tenderer to submit data relevant to the valuation roll to enable the
Municipality to use such data in the preparation of their rates policy
and tariffs;
Date of Final Submission:
shall mean the date upon which the valuations to be undertaken by
the Tenderer are to be handed to the Municipality by the Tenderer.
Specialized Properties:
Specialized Properties are all properties other than residential
dwellings, agricultural farming units, typical income producing
properties and may include the following:
Regional Shopping Centres
Hotels
Conference Centres
Quarries
Private Hospitals
Provincial and/or State buildings
Airports, Harbours and Stations
Major factories
State and Tribal Trust Land
Public Service Infrastructure
Data and Information:
includes valuations, calculations, photographs, spreadsheets, data
bases, files, maps analysis and systems, whether electronic or hard
copy, photographs, field sheets, aerial photographs and/or satellite
imagery and/or copies thereof, GIS data, including cadastral and
other spatial data, deeds records, sale and rental records and/or any
other information that is obtained and used in the fulfilment of this
tender.
Data Ownership:
all data obtained, collected and/or utilized in the compilation and
maintenance of the valuation roll and supplementary valuation rolls
belongs to the Municipality;
Data Transfer:
all data utilized and/or collected by Tenderer including that of the
data captures, will be transferred by the Tenderer to the Municipality
on a minimum of a monthly basis and in a format mutually agreed
upon. Wherever possible all data should be collected and transferred
in a recognized and agreed upon electronic format;
12
Historically Disadvantage
Individuals (HDI’s):
Means a South African Citizen who:
(a) due to the apartheid policy that had been in place had no
franchise in National Elections prior to the introduction of the
constitution of the Republic of South Africa.
(b) who is a female and/or
(c) who has a disability;
provided that person who obtained South African citizenship on or
after the coming into effect of the interim constitution is deemed not
to be a HDI.
1.
INTRODUCTION
The ( insert municipality ) Municipality is calling for tenders from experienced and suitably
qualified service providers to provide valuations of all the properties within the boundaries
of this municipal jurisdiction. The municipal area includes, but may not be limited to, the
following areas within its area of jurisdiction:
▪
[ List the various towns and townships within the municipal area ]
The preparation of the Municipal Register of Properties and the General Valuation Roll
forms the base upon which a Municipality’s income from rates is derived. The Municipality
could therefore be prejudiced if the professional services provided are inadequate. There
is also a significant customer service focus associated with the valuation process that
impacts on the Municipality’s image.
The Tenderer must ensure that no conflict of interest occurs during the valuation process
and if any potential conflict arises, the Tenderer must advise the municipality accordingly.
The Municipality will provide the Tenderer with certain data as detailed in paragraph 14
hereof.
Any further data or information required in order to fulfill the requirements of the Act and
the specific requirements of the Municipality shall be for the sole account and responsibility
of the Tenderer.
2.
QUALIFICATION OF MUNICIPAL VALUER AND/OR ASSISTANT MUNICIPAL VALUER
The Tenderer must nominate a person to be designated as a Municipal Valuer and other
Assistant Municipal Valuers, who will report to the Municipal Valuer, by completing
Schedules 1 and 2.
The Municipality reserves the right to:Fully investigate the qualifications, experience and performance of the Tenderer’s
nominated person/s in terms of Schedules 1 and 2 hereof by reference to:





working experience in Municipal Valuations for Rating Purposes
experience in general valuation practice other than for Municipal Rating Purposes
previous experience as an expert witness to Valuation Appeal Board hearings;
previous experience as an expert witness to arbitration and supreme court cases;
references from the SA Council for the Property Valuers Profession and any
professional body that the nominated person/s is associated with and the Municipality
reserves the right to interview the nominated person/s.
13
The Tenderer’s nominated person/s if appointed by the Municipality as Municipal Valuer
may not cede or assign his appointment to any other valuer unless such cession and/or
assignment has been approved in writing by the Municipality. Should such person/s for
any reason whatsoever no longer be associated or employed by Tenderer, the Municipality
reserves the right to cancel this agreement and hold the Tenderer and/or appointed
Municipal Valuer liable for any damages it may suffer as a result thereof.
The Municipality shall not be obliged to approve any request for cession and/or
assignment.
The nominated and designated Municipal Valuer will be responsible for the full compliance
of the functions and duties of the valuer/s as set out in the Act as well as fulfilling all the
requirements of this tender.
The Municipal Valuer and/or other Assistant Municipal Valuers will be required upon
appointment, to comply in terms of Section 43(1)(c) with the Code of Conduct set out in
Schedule 2 of the Municipal Systems Act 2000 (Act No. 32 of 2000).
3.
SERVICES REQUIRED
Unless otherwise specified in this document, the Tenderer’s nominated person/s will be
required to comply fully with the provisions of the Act.
3.1
DATE OF VALUATION
The Tenderer will be required to undertake valuations of properties as stipulated in
this tender document for the purpose of the compilation of a Valuation Roll which is
to be effective from [ insert date ]
3.2
RATES POLICY
3.3
/ COMMUNITY PARTICIPATION / VALUATION ENQUIRIES / SPECIALISED
PROPERTY REGISTER
In addition to determining the valuations the Tenderer’s nominated person/s will be
required to assist the Municipality in: -
The preparation of the Rates Policy in terms of the Act in regard to valuation
matters.
-
Community Participation and Public Awareness relating to the valuation and
objection process.
-
Making recommendations in respect of exemptions, reductions or rebates in
terms of Section 15 and the reviews thereof.
-
Attending to Valuation Enquiries in respect of the properties to be valued by the
tenderer on behalf of the Municipality.
[ NOTE: Municipality to specify above the extent to which they will require, or wish
to omit, any specific services in terms of the act, or over and above those specified
in the Act
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5.
PROMOTION OF ACCESS TO INFORMATION ACT, ACT 2 OF 2000
In terms of the Promotion of Access to Information Act, Act 2 of 2000, the Municipality is
obliged and compelled to provide certain information to the general public.
The Tenderer as part of his function in collecting data on behalf of the Municipality is
required to comply with the provisions of the Promotion of Access to Information Act, Act 2
of 2000 and compile a manual as required in terms of Section 51 of the Promotion of
Access to Information Act, Act 2 of 2000 and such manual is to be attached under
Schedule 10 hereof.
The Tenderer will not be required to provide information obtained in terms of Section (42)
of the Act that is of a confidential nature, unless required to do so in terms of Section (44)
of the said Act. Reference to these Sections shall be incorporated in the manual submitted
in terms of the Promotion of Access to Information Act, Act 2 of 2000. Confidential
information is to be considered as information specific to a property and unique thereto
where such information is not available to the general public. Examples are: rentals, details
of leases, purchase and sale of member’s interest in a close corporation, sale of shares in
a company owning property, turnover clauses etc.
The Tenderer will however be required to supply any information that is of a general nature
appearing in the valuation rolls and available to the public in a format prescribed by the
Municipality and against payment if so required.
6.
CONFIDENTIALITY
In the process of collecting data and information in terms of section 42 of the Act, the
Tenderer will have access to sensitive and confidential information. All data accessed,
obtained or collected by the Tenderer and/or data collectors must at all times be kept
confidential and not be disclosed. The Tenderer are to comply in full with the provisions of
Section 44 of the Act.
In addition, data may not be used for personal gain by the Tenderer or the Tenderer’s
business, any employee, sub-contractor or any agent of the Tenderer or any other person,
body or organization receiving the information or data through the Tenderer, or any of their
employees or agents.
Failure to observe these conditions will constitute a breach of contract, which could result
in termination of this contract.
7.
DEFAULTS, PENALTIES AND RETENTION
7.1
DEFAULTS
It is a specific condition of this tender that the Tenderer is required to perform his
task to acceptable standards and shall be obliged to meet the deadlines
determined by the Municipality.
In the event of the Tenderer not conforming to the standards required by the
Municipality as contained in the tender document, the Tenderer shall be given 30
days written notice to remedy such default failing which, the Municipality will be
entitled to cancel this appointment without further notice.
Default of this contract shall include but not be limited to
▪
▪
▪
▪
▪
Non compliance to submission dates
Breach of confidentiality and/or conflict of interest;
Inadequate valuation performance in terms of the Act.
Inadequate valuation results measured against monitoring;
Non-compliance with the Act and any other conditions referred to in this tender.
15
▪ Dishonesty
▪ Corruption
In the case of dishonesty or corruption the Municipality may terminate this
appointment on immediate proof of conviction being made available to the
Municipality.
In all of the other events, the Municipality will give the Tenderer 15 days notice to
remedy such default, failing which the Municipality may cancel this tender without
further notice or advice.
The Municipality shall in either situation of inadequate valuation performance being
suspected by the Municipality and/or inadequate valuation results arising from
internal monitoring, provincial monitoring or national monitoring, have the right to
appoint an independent registered professional Valuer or associate Valuer of not
less than ten years registration to act as an adjudicator on behalf of the Municipality
to investigate their suspicion. Such person shall consider the merits of the
allegations made by the Municipality.
The Tenderer shall be obliged to provide all documentation required by such
adjudicator as well as attend all sessions of inquiry and interviews with the said
adjudicator. The adjudicator shall, in his findings and deliberations declare whether
in his opinion the inadequate performance by the tenderer is in serious default or
not. The findings of the adjudicator will be handed to the Municipality, the
nominated person and Tenderer. The Municipality shall consider the findings of the
adjudicator and shall thereafter take the necessary steps against the Tenderer.
The nominated person and/or Tenderer shall have the right to reply in full to any
questions, allegations or statements made by the adjudicator. The findings of the
adjudicator shall be final and binding on both the Tenderer and nominated person.
Should the Municipality suffer any losses as a result of the default of Tenderer
and/or the nominated person/s, the Municipality shall further be entitled to recover
all costs or damages, resulting from such default as well as the cost of reappointing alternative valuers and other financial losses suffered by the
Municipality, as a result of the default of Tenderer and/or the nominated person/s.
7.2
PENALTIES
The Municipality shall in addition to any of its other rights to claim damages from
the Tenderer, be entitled to enforce the following penalties:
R4000.00 per day until Completion.
Any delay by the Tenderer of more than 2 months beyond completion as specified
in the Contract Agreement shall entitle the Municipality to consider claiming
damages for the postponement of the implementation of the Valuation Roll.
Should it be apparent to the Municipality that after the Tenderer has been advised
in writing by the Municipality that the Tenderer is in default in complying with a
deadline and that the Tenderer has failed to rectify such default within the amended
time limit set by the Municipality then in such event the Municipality shall be entitled
to cancel the contract and appoint a substitute Tenderer. In such event, the
Tenderer will supply the Municipality with all data collected in his possession and
the Municipality reserves the right to offset any payment due to Tenderer against
the cost of appointing another person to fulfil the requirements of this tender. If the
cause of delay is due to the Municipality not supplying the Tenderer with agreed
data, or other delays caused by the Municipality themselves, then in such event,
the Municipality shall not be entitled to enforce this clause.
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7.3
RETENTION
The Municipality shall retain an amount equal to 10% of all payments to be made to
the Tenderer. Retention shall not apply to the following items appearing in
Schedule 3 (the Pricing Schedule):
7.3.1 Such retention shall be paid over to Tenderer within 21 days of the
Final Delivery Certificate having been issued by the Municipality in terms of the
definition hereof. The Municipality may elect to release part of any retention monies
earlier by agreement with the Tenderer.
8.
INSURANCE
The tenderer shall submit proof of Professional Indemnity Insurance for a minimum value
of R1,000,000.00 and Public Liability Insurance for a minimum value of R500,000.00
relating to the nominated person in terms of Schedule 8 hereof.
9.
PROPERTIES TO BE VALUED
The Tenderer shall undertake valuations of all properties within the [ municipality ]
Municipal Area in terms of the Act.
For purposes of pricing this Tender, the following is an approximation of the total number
of properties within the Municipality:
[ the following minimum information to be supplied ]
Item (ref
Schedule 3)
Description
Estimated
No of
Cadastral
Entries
Newly Incorporated Areas:
4.1
Farms & Smallholdings
4.2
Ingonyama Trust Board Land
4.3
National; Provincial & Municipal Public Service Infrastructure
Residential
4.4
Single Residential
4.5
Sectional Title Residential (no of Units)
4.6
General Residential (incl Rented Flats; boarding houses & hostels)
4.7
RDP Housing
4.8
VACANT Residential Land
Commercial/Industrial
4.9
Agricultural Zoned Properties (previously Rated)
4.10
General Business Properties
4.11
Industrial Properties
4.12
Sectional Title Shops/offices/industrial (No of Units)
4.13
VACANT Commercial /Industrial Land
4.14
4.15
4.16
4.17
4.18
4.19
4.2
4.21
4.22
Specialised Properties
Abbattoirs
Airports
Casinos
Civic Centre
Clinics
Creches
Eco-tourism based Wildlife Reserves
Golf Courses/Estates
Grain Co-ops
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4.23
4.24
4.25
4.26
4.27
4.28
4.29
4.3
4.31
4.32
4.33
4.34
4.35
4.36
4.37
4.38
4.39
4.4
4.41
4.42
Grain Depots
Heavy Manufacturing/Engineering
Hospitals (Private & State)
Hotels, Resorts & Conference Centres
Lawcourts
Libraries
Military Bases
Mines
Old Age / Retirement Homes
Petrol Filling Stations
Places of Worship
Police Stations
Post Offices
Power Stations
Prisons
Quarries
Racetracks
Schools (Private & State)
Shopping Centres
4.43
Stations & Shunting Yards
4.44
Substations
4.45
4.46
VACANT Other Land
Sports Facilities including Stadiums
Other Uses not described above
Property Master File
4.47
Approved Unregistered Erven (Township Register not for valuation)
The Tenderer shall provide the Municipality with documented proof of the total number of
properties valued and the Municipality reserve the right to check, audit and verify such
properties.
10.
SUPPLEMENTARY VALUATIONS:
Supplementary Valuations will be compiled by the Tenderer in terms of Section 78 of the
Act and awarded subject to the discretion of the Municipality.
For the purposes of this tender, the Tenderer is required to provide a fee estimate of the
cost to prepare the Supplementary Roll for the ……………………. periods following the
Date of Valuation.
11.
OBJECTIONS
The Tenderer will be required to carry out the process in compliance with Sections 51, 52
and 53 of the Act. The cost of responding to Objections, and furnishing reasons upon
request in terms of the Act is reflected in Schedule 3.
12.
APPEALS
The Tenderer may be required to give evidence at hearings of the Valuation Appeal Board.
The cost of preparation for, and attending the hearings is reflected in Schedule 3.
13.
DATA COLLECTION AND DATA COLLECTION SYSTEMS
The Tenderer will be fully responsible for obtaining all data necessary for the Tenderer’s
nominated person to undertake valuations and to compile the data required by the
Municipal Valuer to compile the Municipal Register of Properties consisting of Part A and
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Part B as provided for in Section 23 of the Act. The data collected by Tenderer must be
capable of being checked, audited, verified and monitored.
The Municipality may establish whether the standard of data collection is accurate and in
accordance with generally accepted standards of data required to undertake valuations as
recommended by either The South African Institute of Valuers and/or any other recognized
South African authority on Valuations
If the findings of the Municipality indicate that the standard of data collection is not in
accordance with the above standards, the Municipality will give the Tenderer 30 days
written notice to rectify such default, failing which the Municipality shall be entitled to
cancel this tender without further notice. The Tenderer will be given the opportunity within
this time to explain to the Municipality the differences between the findings of the
Municipality relating to data randomly checked by them and data supplied to them by the
Tenderer. All data collected by Tenderer in no matter what format is the property of the
Municipality.
Notwithstanding Section 45(2)(a) of the Act, whereby inspections are optional the Tenderer
will be required to adhere to the following minimum data collection requirements:In all cases the following Base Data is required:
- Parcel ID
- Title Deed description (or Scheme Description for S Title Property)
- Extent of Property Parcel (or size of S Title Unit)
- Date of purchase (where available)
- Purchase price (where available)
- Name of owner (including part owners)
- Street address (where available) or other type of physical identification
- Zoning (Permitted Use)
- Existing Use (Category)
In addition to the above data the following minimum data is required in respect of the
properties to be valued:13.1
RESIDENTIAL ERVEN AND BUILDINGS
Inherent (Physical) attributes
Approximate Age of buildings
Construction Description & number of storeys
Accommodation Description
Type & Quality of Finishes
Building Footprint (m2)
Condition of Improvements
Security Level
Special features i.e. swimming pool, walling
Local Attributes
Service Levels (Electr; Water; Sewerage; telephone)
Road Standard & Access
General Factors
Aspect/View;; Proximity to business centre/amenities; slope
13.2
SECTIONAL TITLE RESIDENTIAL SCHEMES (Tenderer’s data system to make
provision for data to be collected by Municipality)
Age
19
Adverse & Positive features
Condition of section
Condition of scheme
Developable Land reserved for future extension to scheme
Erf no (cross reference)
Exclusive use area
Floor level
Name of scheme
No of storeys in the scheme
Unit No and Door No
Unit type i.e. simplex, duplex. Etc
View
13.3
INCOME PRODUCING PROPERTIES
Condition
Description of units i.e. 12 x 1 bedroom flats, 6 x ground floor shops
Expense ratio to gross income
Rentable or usable area
Gross building area
Other income factors e.g. car bays
Quality of building rating
Rentals actual and/or estimates provided by agents, tenants, landlords etc
Sales capitalization rates and other information obtained from agents, brokers,
purchasers etc.
Surplus developable land
Turnover contribution if available
Capitalization rate applied
13.4
SPECIALISED PROPERTIES
Data relating to specific type of property e.g. number of beds in hospital etc.
Schedule reflecting description and use of buildings
Size of all buildings
13.5
PROPERTIES USED FOR AGRICULTURAL PURPOSES
Analysis of land use e.g. irrigation, dry land, grazing, homestead land etc
Description of all buildings including use, condition and functionality
Schedule of estimated building sizes
Investigation of land claims, land tenure etc.
13.6
AGRICULTURAL SMALL HOLDINGS
Where agricultural smallholdings are used as a farming unit paragraph 13.5 will
apply.
Where agricultural smallholdings are used for other purposes paragraph 13.1, 13.3
or 13.4 will apply.
13.7
VACANT LAND
Adverse features
Positive features
Topography/slope
Soil conditions
Services
View
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13.8
MINING LAND
All data relating to the freehold including inter alia offices, hostels, dwellings etc.
Buildings must be measured and fully described.
Mining equipment and/or machinery i.e. shafts, headgear etc are excluded.
Where mining land is held under separate mining title all details of the activities
relating to the title must be stated in full including inter alia:- size and description of
buildings and improvements that are not deemed to be plant or equipment.
13.9
REGISTERED LEASES
Salient features of the lease.
13.10 PUBLIC INFRASTRUCTURE
Description, size, use and relevant data.
13.11 GENERAL
Sales are to be comprehensively inspected and analysed during the compilation
and maintenance phase of this tender.
Such analysis is to be fully documented and made available for internal and
external monitoring purposes.
In the case of properties other than agricultural farming units, where aerial
photography and/or satellite imagery is not being used a digitized site plan must be
submitted.
Records relating to rentals, vacancies, expense ratios, capitalization rates,
construction costs and any other data that will have a bearing on the influence of
market value are to be documented, recorded and analysed during the duration of
this tender.
Sales and comparable sales of each property are to be provided in the market
reports per property sector.
If the Municipality’s valuation field sheets are used, they are to be verified and
checked against actual buildings erected on the property and the data collected
must reflect an “as is” situation found on the site. Categories of properties as well
as multiple purpose properties are to be reflected.
Actual use and town planning zonings are to be reflected. This includes illegal
uses.
All data collected will be internally monitored, verified and checked by the
Municipality on an ongoing basis.
Tenderers must satisfy themselves in regard to the number of entries both
registered and unregistered forming part of the existing Municipal records and
reflected under paragraph 9 hereof. The valuation roll must be fully compatible with
the billing system of the Municipality. Other data must be capable of being adapted
to other systems of the Municipality.
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14.
INFORMATION TO BE PROVIDED BY THE MUNICIPALITY
14.1
GENERAL VALUATION
Upon appointment the following is to be provided to the Tenderer by the
Municipality:
plans
ITEM
FUNCTION
RESPONSIBLE
2
Valuation roll
3
Valuation
records
4
Building plans
The present valuation roll in respect of the subject municipality
which was compiled in terms of Ordinance 25 of 1974 and the
fixed date of valuation is
(Insert fixed date of this roll)
The valuation field sheets contains sketches of floor plans,
building size, age of buildings, type of buildings, building costs
and depreciation applied..
Building plans are available for scrutiny but may not be copied
and plans may not be removed from the office of the Building
Inspectorate.
5
Copies of all offers received
to purchase and/or lease
Municipal properties
Copies of all sales/rental
agreements relating to
properties sold by the
Municipality whether
registered or not
Copies of all consent use
applications received,
approved or declined
Municipality will provide copies of offers received one year
prior to fixed date of valuation.
Copies of all township
applications, rezonings,
consolidations, notarial ties
submitted to the Municipality
Copies of all approvals
and/or
rejections by the Municipality
of the above
Copies of all policy decisions
relating to immovable
property within the
Municipality
LUMS
Municipality will provide copies for the period between
appointment date and certification of valuation roll.
field
sheets/
ncement date
6
7
80
9
10
11
clearance
Municipality will provide copies of agreements concluded
one year prior to fixed date of valuation.
Municipality will provide copies for the period between
appointment date and certification of valuation roll.
Municipality will provide copies for the period between
appointment date and certification of valuation roll.
Municipality will provide.
Municipality will provide LUMS information depending
on what the Council has approved on the date on which
the Municipal Valuer is appointed.
Municipality will provide copies for the period between
appointment date and certification of valuation roll.
12
Monthly
certificates
13
Occupation Certificates
where available
Municipality will provide copies for the period between
appointment date and date of final submission.
14
15
Public Service Infrastructure
Report of properties affected
by environmental restraints
or
subjected to onerous
environmental impact
assessment requirements
Municipality will provide available information.
Municipality will provide where available.
22
Reports on properties that
are
adversely
affected
by
adverse
soil conditions or prohibition
on development i.e. land
subject to dolomite etc.
Town planning scheme
Municipality will provide where available.
18
With each approval of
subdivision, consolidation
and/or
Township
Proclamation
or opening of a Township
register:
- Copy of Declaration
Certificate
Cert 28(1)
- Amendment scheme
Agreement
Municipality will provide
19
20.
Sectional Title Schemes
Office accommodation
Municipality will provide all sectional title plans.
The service provider and the municipality must engage
in negotiations regarding office space.
16
17
Municipality will provide town planning scheme
14.2 SUPPLEMENTARY VALUATIONS
The valuation system used by the Municipal Valuer must be able to assist in the production
of supplementary valuation rolls. The tenderer shall prepare (specify number)
supplementary rolls per annum.
15.
PRINTING AND BINDING OF ROLLS
The Municipality shall be responsible for the printing and binding of (specify number
required) valuation rolls. The General Valuation roll shall be made available to the
Municipality in electronic format.
16.
VALUATION SYSTEM
Tenderer shall satisfy the Municipality that its valuation system will be capable of not only
producing valuation rolls, but also storing historic data necessary in terms of the Promotion
of Access to Information Act, Act 2 of 2000. The minimum requirements of the Valuation
System must be as follows:-
16.1
COMPATABILITY WITH VALUATION SYSTEM OF THE MUNICIPALITY
If a computer assisted mass valuation techniques is used by the Tenderer, the
Computer Assisted Mass Valuation System must be compatible with the valuation
system.
16.2
COMPATABILITY WITH MUNICIPAL GIS SYSTEM
The valuation system must be compatible with the GIS system utilized by
the Municipality as well as other management systems that are affected by the
valuation process.
23
16.3
COMPATABILITY WITH MUNICIPAL BILLING SYSTEM
The valuation system must be compatible with the billing system of the Municipality
and shall be integrated with the billing system prior to the final delivery certificate
being issued.
16.4
AUDIT TRIAL
The valuation system must have an audit trail and the system must be able to verify
all data that has an influence on values.
16.5
SECURITIES
It must have adequate securities and control to ensure that critical valuation data
cannot be manipulated or corrupted.
16.6
STORAGE OF PROPERTY DATA
The valuation system must be able to store data and changes relating to property
data and shall include
Land use
Zonings
Size
Sub divisions
Consolidations
Excisions
Notarial ties
Current and previous owners
Date of sale and transfer
Sales price
Title deed numbers
Servitudes
Caveats
Type of sale i.e. vacant or improved.
16.7
STORAGE OF VALUATION DATA
The valuation system must be able to:
Store all current and future valuations
Store historical changes to valuations
Produce monthly maintenance reports for auditing and checking purposes.
16.8
RECORDING OF OBJECTIONS AND APPEALS
The valuation system must be capable of recording objections and appeals as
prescribed by the Draft Regulations gazetted October 2005.
16.9
STORAGE OF RELEVANT AND HISTORICAL DATA
24
The valuation system must also be capable of storing all relevant property data.
This information may include but is not limited to the following:
Building plan data where used in the valuation process.
Site plans
Aerial photographs
GIS data
Valuation field sheet data
Other pertinent data of a historic basis.
Digital Photos
The above data must be capable of being linked to each erf in a way that a full
history of all data from date of appointment in terms of this tender, pertaining to that
erf can be extracted by reference to that erf.
16.10
REPORTING FUNCTIONALITY
The valuation system must be capable of extracting the following information:
Properties which are subject to multiple uses
Rebates
Reductions
Exemptions
Specific owner categories e.g. State properties
Category of properties e.g. suburbs, zonings and area of properties
Vacant properties
Other information required for statistical purposes
16.11 DATA FROM DEEDS OFFICE
The valuation system must be capable of downloading data directly from the deeds
offices as well as recording and linking properties from various databases with the
property key number of the Surveyor General. The maintenance of this information
is required from date of submission of the certified roll.
17.
DATA
17.1 DATA BACK UP AND DISASTER RECOVERY PLAN
All data collected by the Tenderer is the property of the Municipality.
Tenderer will be required at all times to fully protect such data against theft, data
corruption, data espionage and data loss.
The maintenance and protection of data on behalf of the Municipality is critical and
vital.
Tenderer will ensure that all data protected and backed up is capable of being
restored and reinstalled into the valuation system of both the municipality and
Tenderer in less than seven working days from date of data disaster.
Where Tenderer utilizes data collection methods such as aerial photographs,
electronic measurements, GIS etc such data will also have to be fully protected and
capable of restoration in the event of a data disaster. All such data will be made
available to municipality in a format specified by municipality.
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The Municipality reserves the right to appoint either its own officials to assess the
data protection and disaster recovery procedure or appoint independent specialists
to evaluate and consider the merits and adequacy of the plan as set out under
Schedule 4 hereof.
Tenderer will comply with the following minimum requirements for data protection
and data recovery:
▪
document in electronic PDF format stored on magnetic based media.
▪
Tenderer shall enforce all other static documents – formats are set as read only
and set the relative permissions on GIS and all third party data.
▪
All data stored on any magnetic based media shall be hosted by an operating
system capable of setting security permissions down to the individual file level.
▪
Tenderer will ensure that all scanned documents attributes stored on magnetic
based media are filled in accurately and to the requirements requested by the
Municipality.
▪
Tenderer will ensure that all servers hosting the documents referred to in this
paragraph and schedule be protected and accessed at server level by the
Tenderer’s appointed network administrator/s only.
▪
Tenderer will ensure strong password protection at the administrator level on
the servers referred to in this section.
▪
Tenderer will ensure that data which is available to the public and not of a
confidential nature is in ‘read only format’ and the original data or documents
cannot be altered in any form whatsoever, whilst hosted on the Tenderer’s
infrastructure or appointed third party service providers infrastructure.
▪
Tenderer will ensure that all metadata stored in custom designed relational
database systems, cannot be altered once entered into the database and must
be protected by the maximum levels of protection recommended by the
manufacturers and as set out in this schedule.
▪
Tenderer may make use of approved ‘open source’ software products available
on the market, to build proprietary systems, provided prior approval is obtained
from the Municipality in writing.
▪
All data output from a relational database system will be provided and made
available in an approved format to the Municipality.
▪
Tenderer will ensure that all data is backed up on a daily basis and verified.
▪
Tenderer will ensure that 2 sets of media be created and used for backup
purposes each set will be used and alternated on a separate weekly basis.
▪
Tenderer will create a fortnightly backup independent of the weekly backups, to
be stored off site from the next business day when the back up is completed.
▪
Tenderer will ensure that a monthly backup be enforced on the last business
day of the month, this backup set will be removed the next business day and
stored off site in a secure facility.
▪
Tenderer will ensure that this backup cycle be enforced for the duration of the
tender.
26
▪
Tenderer will adhere to and implement the backup software vendors ‘best
practice’ specifications.
▪
Tenderer will adhere to and comply with the backup hardware manufacturers
specifications.
▪
Tenderer will ensure that all backup hardware is serviced regularly; service
intervals shall not exceed a period of 120 days between intervals.
The Municipality may review and amend this requirement at any time to keep pace
with changes in technology and equipment. Should the Municipality require that a
revised basis of back up be implemented that is substantially different from that
contained herein, they will consider a contribution towards the cost of Tenderer,
implementing such changes.
The Municipality reserves the right to authorize and appoint a third party consultant,
to check and monitor the data protection methods of Tenderer during the duration of
this tender.
Tenderer shall ensure that the data protection policy implemented by Tenderer is
within the specifications and requirements of the Municipality for the full period of this
tender.
Should a data protection policy not be annexed to this tender the minimum data
collection specifications will apply to the tenderer.
17.3 DATA - GENERAL
Tenderer will ensure that he fully acquaints himself with the amount of data to be
stored and what data needs to be protected to the satisfaction of the Municipality or
its duly appointed consultant and that the Tenderer has an adequate Computer
System to fully comply with paragraph 17.1 to 17.2 as well as any other computer
requirements of the Municipality.
18.
PUBLIC PARTICIPATION AND AWARENESS:
Tenderer will be required to attend meetings in regard to public awareness relating to the
valuation process. Tenderer will also be required to handle all valuation enquiries in
respect of properties valued by the Tenderer, particularly during the objection period. The
costs are set out in Schedule 3 hereof.
(The municipality should specify their requirements in terms of this aspect of the contract)
19.
GEOGRAPHIC INFORMATION SYSTEM (GIS) SPECIFICATION
The following are the minimum requirements and specifications of such a GIS:
19.1
GENERAL DESCRIPTION OF SERVICE
The Tenderer will employ a GIS in a supportive role to:
▪
▪
▪
▪
Identify and describe the cadastral boundaries of each property within the
municipal area;
Guide Valuation Inspectorate to the sites to be inspected;
Balance the properties of the municipal area with the entries registered in
the Deeds Office as well as the Surveyor-General;
Display geo-referenced aerial photographs of the area so as to provide the
Valuer with a clear picture of the subject properties;
27
▪
19.2
Maintain and update the cadastral data during the maintenance period so
as reflect the properties contained in the valuation roll at all times.
GIS DATA STANDARDS
The objective is to clean and capture, where necessary, the cadastral data in order
to produce a base cadastral layer of all approved cadastral properties as well as a
registered layer of all of those properties that have ownership registration. This
dataset will serve as the base for Insert name of municipality)’s Valuation Roll as
well as for the maintenance of the Land Use Management System.









photography, especially in farm areas.
All coordinate geometry for the farm data will be captured in the Clarke
1880 coordinate system initially as the majority of the farm data is in
Clarke 1880. The final data set will be converted to WGS84.
Survey beacons forming boundaries of each property must be captured
with a data field PER BEACON describing accuracy. (eg : on LO system
or local system or calculated etc)
All servitudes are to be captured and provided as a separate data layer.
In cases where centre line is depicted, the contractor must capture the
outer boundaries of the extent of the servitude.
The unique 21 digit key used by the SGO must be created per land
parcel and populated into the database,
“Snapping” utilities/functions must be used to capture features as
specified and to provide cartographic connectivity.
Visual checks must be done against compilation plans from the SGO for
completeness of data capture.
Automated checks must also be done for data completeness, polygon
closure, attribute validity, connectivity to assure the completeness and
usability of the data captured.
Finally, the ownership data must be acquired for all properties and
linked to the cadastral data in order to create the registered layer.
Mismatches must be thoroughly investigated in the SGO/Deeds Office
and resolved. Ownership data is to be held in a Microsoft Access
Database.
19.2.1 ATTRIBUTES
The following attributes for the cadastral data are required to be captured :
BEACON (Print) :
Beacon_No CHAR (14)
LO system
CHAR (10)
Unique number assigned to each beacon in
the form of SR No./A (eg 123/1985/A)
Eg. WGS, LO 31, Local, calculated
PROPERTY / LAND PARCEL (polygon):
SG_Code
CHAR (21)
Code must be determined using the region
code, erf/grant number and portion numbers.
Farm Name CHAR (30)
Name of the Parent Farm and number. Eg.
& Number
Riverside 12635
Portion
INTEGER
Number
SG area as CHAR (20)
per diagram
Where property is a subdivision, the portion
number must be captured.
Area on the source document + unit Eg. 10
perches
28
Metric area
Diagram no
Registration
Division
Land Usage
User
Department
Type
of
usage
LONG
INTEGRER
CHAR (15)
Area in square metres eg. 3654.
CHAR (3)
Diagram or General Plan Number Eg.
SG125/2000 or SV15F33
Registration division of farm. Eg 0FT, 0GS
CHAR (50)
CHAR (50)
Eg. Sate Land
Eg. DWAF
CHAR (50)
Eg. Dam / forestry
SERVITUDE (point/line/polygon) :
Servitude_Type CHAR (30)
Servitude_Width SINGLE
Diagram No
CHAR (15)
19.3
Type of servitude (EPTL, ROW, S&D etc)
Full width of servitude
Diagram or General Plan Number
ACCURACY
An accuracy of 0.3m is to be achieved for coordinate. If errors of more than 0.3m
are found these are to be investigated by a professional land surveyor and reported
on.
Areas are to be based on the average length of a side multiplied by twice the
coordinate accuracy, eg. (Polygon Area)-(Diagram Area)<2x (0.3m) x square root
of (Diagram Area).
19.4
PROCEDURE FOR FARM CAPTURING
FARM BOUNDARIES AND GENERAL PLAN BOUNDARIES
The original farm boundary coordinates must takes preference over subdivisions,
servitudes, leases etc and all straight lines must remain straight. If the difference is
more than 0.30m from the straight line it must be queried. By using the list of farms
in the Registration Division, the Tenderer is to work from the highest farm number
down to the lowest, inputting all coordinates, in the following order, from diagrams
and General Plans : LO CO-ORDINATES
The most recent survey must be used to input any coordinate. (There can be an
allowable difference of 0.30m between surveys of the same beacon and the
difference from a straight line of a beacon i.e. If the distance is greater than 0.30m
from a straight line the beacon remains in its coordinated place but the line is
extended to the straight line. Any difference greater than 0.30m must be queried
and checked by a Professional Land Surveyor.)
LOCAL COORDINATES (not on LO, usually has no constants)
The coordinates must be entered therefore the polygon will not fall in the correct
area. It is usually swung by 180º (can be 90º) and above the Equator. Tenderer to
select the polygon, rotate it by the required amount, move it near its proper place
and then using a Helmert transformation (using 3 or more known LO points) to put
into position.
SIDES AND ANGLES
29
These are to be input by using polars.
19.5
CURVILINEAR BOUNDARIES (rivers, roads, cliff edge etc)
By using the scanned image of the diagram Tenderer to digitise rivers. If newer
surveys coordinate the points along the river, these must be added to the
continuous map. If this is not stated the middle of the river is taken as the
boundary.
19.6
SERVITUDES (areas, lines and points)
All servitudes are to be indicated. If a servitude is shown topographically and a
note appears on the diagram this must be shown as well. If a diagram gives the
width of a servitude the full extent must be shown on the continuous map.
19.7
DELIVERABLES
The following deliverables must be provided to the Municipality by the Tenderer:
(a)
(b)
19.8
All source data provided to and obtained by the Tenderer.
“Approved” and “Registered” cadastral data layers in ArcView Shapefiles
with point and polygon topology. Data must be in Geographic coordinates
on the Hartebeeshoek ’94 datum (WGS84 ellipsoid). Data must be 100%
clean and free of overshoots, undershoots and duplication. This includes
both the point and line coverages.
SPECIFICATIONS OF AERIAL PHOTOGRAPHY REQUIRED FOR DATA
COLLECTION ( The municipality must ensure that it requires this imagery:
refer to the correspondence identifying the status of the base data.)
The following minimum specifications for aerial photography will apply:
DESCRIPTION
Colour
Scale of negatives
Off-nadir angle
Digital format
Projection
Datum
SPECIFICATION FOR BOTH URBAN AND RURAL
Full colour
1:12 000
0º - 15º
Tiff or Mr. Sid with the applicable world file (*.tifw or *.sidw)
Transverse Mercator 29º East
WGS84
Accuracy
Resolution
Ground control
Ortho rectification
Mosaicing
Geo-referencing
Collection method
Application
<= 1m
<= 0,35m
Yes
Yes
Yes
Yes
Aerial photography
Suitable for capturing footprints of buildings and structures as
well as broad land uses
<1%
Cloud cover
20.
KEY TASK FUNCTIONS / PAYMENT SCHEDULE (Schedule 3)
30
Tenderer will be required to follow the stages set out below and adhere to the deadlines as
indicated. The Municipality will pay tenderer on a progress basis measured against
performance of each stage.
31
32
GUIDELINES OF WHAT IS REQUIRED IN EACH STAGE:
The tenderer should provide a brief description of each of the entries on the Gant chart to
illustrate his understanding of the process.
21.
SCHEDULE OF FEES
Schedule 3 must be completed by the Tenderer and will be read as the Tenderer’s fee
proposal in terms of this tender.
22.
TENDERER EVALUATION
Tenderer will first be evaluated on the following points scoring criteria and thereafter be
subjected to a further evaluation:
DESCRIPTION
Experience
Conveyancer
Municipal valuations
Land surveyor
Human Resources
% WEIGHT
EXAMPLE:
SCORE OUT OF 100
EXAMPLE:
RATING %
1. Business
arrangements:
Joint Ventures,
Sub Contractors,
Employed
Core competencies
Land surveyor
IT specialist
Professional Valuers
Local employment
opportunities
Skills transfer to
Munics
IT Resources
Hardware
Software
Data Protection and
Recovery
Work programme
Valuation System
Applicability
User friendly attributes
Interface with existing
systems
Total
100
-
33
22.1
TENDER RATING
For Tenderers to be considered for the next phase of evaluation, a minimum rating
of 50% under this paragraph must be achieved where after the Municipality will
refer the tenders after this evaluation process. It should be noted that the
Municipality will not be obliged to appoint the Tenderer obtaining the highest points
in terms hereof.
23.
PREFERANCE POINTS CLAIM
23.1
GENERAL CONDITIONS
The value of this tender is estimated to exceed R1million and therefore the 90/10 system for
procurement of goods shall be applicable. The points for this tender will be allocated as
follows:
Price
Historically Disadvantage individual:
Who had no franchise in the National Elections
before the 1983 and 1993 constitution
Who is a female
Who has a disability
90 points
TOTAL
23.2
5 points
3 points
2 points
100 POINTS
ESTABLISHMENT OF HDI EQUITY OWNERSHIP IN AN ENTERPRISE
Equity ownership shall be equated to the percentage of an enterprise which is
owned by individuals classified as HDI’s, or in the case of a company, the
percentage shares that are owned by individuals classified as HDI’s, who are
actively involved in the management and daily business operations of the
enterprise and exercise control over the enterprise, commensurate with their
degree of ownership.
Where individuals are not actively involved in the management and daily business
operations and do not exercise control over the enterprise commensurate with their
degree of ownership, equity ownership may not be claimed
23.3
ADJUDICATION USING A POINT SYSTEM
The tender obtaining the highest number of points will be awarded the contract.
Preference points shall be calculated after prices have been brought to a
comparative basis. Points scored will be rounded off to 2 decimal places. In the
event of equal points scored, the tender will be awarded to the Tenderer scoring
the highest number of points for specific goals.
23.4
POINTS AWARDED FOR PRICE
A maximum of 90 points will be allocated for price on the following basis:
PS = 90
(1 + (PL – PT))
( PT )
34
PS =
PT =
PL =
23.5
Points scored for price of tender under consideration
Rand value for price tendered
Rand value of lowest acceptable tender
POINTS AWARDED FOR HISTORICALLY DISADVANTAGED INDIVIDUALS
(HDI’S)
Preference points for HDI’s will be calculated on their percentage shareholding in a
business, provided that they are actively involved in and exercise control over the
enterprise and on the following basis:
Nep = Nop x
Ep
100
Nep = Points awarded for equity ownership by HDI
Nop = The maximum number of points awarded for equity ownership by HDI’s in
that specific category
Ep = The percentage of equity ownership by HDI’s within the enterprise or
business, determined in accordance with the definition of HDI’s.
Equity claims for a trust will only be allowed in respect of those persons who are
both trustees and beneficiaries and who are actively involved in the management of
the trust.
Documentation to substantiate the validity of the credentials of the trustees
contemplated above must be submitted.
A consortium or joint venture may, based on the percentage of the contract value
managed or executed by their HDI-members, be entitled to preference points in
respect of an HDI.
A person awarded a contract as a result of preference for contracting with, or
providing equity ownership to an HDI, may not subcontract more than 25% of the
value of the contract to a person who is not an HDI or does not qualify for the same
number or more preference for equity ownership.
23.6
TENDER DECLARATION
Tenderers who claim points in respect of equity ownership must complete the
Declaration with regard to equity.
23.7
EQUITY OWNERSHIP CLAIM
In terms of the above paragraph points will be calculated from information furnished
in the declaration with regard to equity as per Schedule 15
Ownership
Percentage owned
Points claimed
Equity ownership by persons who
Had no franchise in the national
Elections
%
______________
Equity ownership by women
%
______________
Equity ownership by disabled persons*
%
______________
*If points are claimed for disabled persons, indicate the nature of impairment
35
23.8
FAILURE TO COMPLETE
Failure on a part of a Tenderer to fill in and/or to sign this form may be interpreted
to mean that preference points are not claimed.
23.9
SUBSTANTIATION OF PREFERENCE CLAIMS
The Municipality reserves the right to require of a Tenderer other before
adjudicated or at any time thereafter, to substantiate any claim in regard to
preferences, in any manner determine by the Municipality.
36
SCHEDULE 1
AFFIDAVIT, NOMINATION AND DECLARATION OF MUNICIPAL VALUER
FULL NAMES
I.D. NUMBER
PROFESSIONAL QUALIFICATIONS
PROFESSIONAL REGISTRATION NO
(Attach certified copy of certificate)
Have you ever been disqualified as a valuer? If yes, full details and reasons to be supplied.
………………………………………………………………………………………………………………….
………………………………………………………………………………………………………………….
Have you been summoned to appear at any disciplinary hearing of either the South African
Institute of Valuers and/or South African Council for the Property Valuers Profession or other
recognized professional bodies relating to the valuation profession? If yes, full details including
date of hearing, presiding officer and outcome.
…………………………………………………………………………………………………………………
………………………………………………………………………………………………………………...
WORK EXPERIENCE: MUNICIPAL VALUATIONS:
NAME OF
MUNICIPALITY
PERIOD OF
VALUATION
ROLL
NO. OF
PROPERTIES ON
ROLL
REFERENCE
CONTACT
NUMBER
37
List properties included in any of the valuation rolls compiled by you of a special nature/requiring
specific skills, i.e. airport, mines, quarries. etc.
DESCRIPTION OF
PROPERTY
TYPE OF PROPERTY
METHOD OF
VALUATION
MUNICIPALITY
Have you compiled any valuation rolls utilizing GIS and/or Aerial Photography? If yes, provide full
details:
NAME OF
MUNICIPALITY
DATE OF VALUATION
ROLL
CONTACT PERSON
PHONE NO
38
Have you had any experience in reconciling cadastre data with deeds data and thereafter with the
municipal valuation roll? If yes, provide full details.
NAME OF
MUNICIPALITY
DATE OF VALUATION
CONTACT PERSON
PHONE NO
ROLL
VALUATION BOARD HEARING EXPERIENCE
Have you appeared in front of any valuation boards in terms of previous legislation?
If yes:
NAME OF
MUNICIPALITY
NAME OF
CHAIRPERSON
NAME OF
SECRETARY
DATE OF HEARING
VALUATION APPEAL BOARD HEARINGS
Have you appeared in front of a Valuation Appeal Board in terms of previous legislation or the
Act?
If yes:
Name of
municipality
No of
appeals
No. of appeals upheld by the Board
What was the % reduction
awarded by the board compa
the valuations compiled by
you?
39
I the undersigned _________________________________________________
do hereby make oath and say that :
The questionnaire has been completed by me in full.
I have not withheld any information in regards the completion of this questionnaire and that all
information supplied by me is true and correct.
I do further declare that I have read all the tender requirements including all schedules, forms and
other information set out and confirm that I have fully acquainted myself with the terms and
conditions thereof and fully understand the content and implication of all such conditions.
I further undertake by my signature hereof (if I am not the Tenderer) to bind myself jointly and
severally with Tenderer to fulfil all obligations and requirements of this tender.
Signed by me at ___________________
this ______ day of __________________ 200___
_________________________________
SIGNATURE: MUNICIPAL VALUER
JUSTICE OF PEACE/COMMISSIONER OF OATHS
I hereby certify that the deponent has acknowledged
that he/she knows and understands the contents of this
affidavit and that it was signed and sworn to before me
at _____________________ on the _______ day of ______________________ 200___
________________________________
Justice of Peace/Commissioner of Oaths
TO BE STAMPED BY
JUSTICE OF PEACE/COMMISSIONER OF OATHS
40
SCHEDULE 2
AFFIDAVIT, NOMINATION AND DECLARATION OF ASSISTANT MUNICIPAL VALUER
In the case of nomination for assistant municipal valuer a minimum of two persons must be
nominated. This is necessary to provide for succession in the event of one of the nominated
assistant municipal valuers not being able to perform his duties as a result of accident, death, ill
health or insolvency..
FULL NAMES
I.D. NUMBER
PROFESSIONAL QUALIFICATIONS
PROFESSIONAL REGISTRATION NO
(Attach certified copy of certificate)
Have you ever been disqualified as a valuer? If yes, full details and reasons to be supplied.
………………………………………………………………………………………………………………….
………………………………………………………………………………………………………………….
Have you been summoned to appear at any disciplinary hearing of either the South African
Institute of Valuers and/or South African Council for the Property Valuers Profession or other
recognized professional bodies relating to the valuation profession? If yes, full details including
date of hearing, presiding officer and outcome.
…………………………………………………………………………………………………………………
………………………………………………………………………………………………………………...
WORK EXPERIENCE IN COMPILING MASS MUNICIPAL VALUATIONS:
NAME OF
MUNICIPALITY
PERIOD OF
VALUATION
ROLL
NO. OF
PROPERTIES ON
ROLL
REFERENCE
CONTACT
NUMBER
41
List properties included in any of the valuation rolls compiled by you of a special nature/requiring
specific skills, i.e. airport, mines, quarries. etc.
DESCRIPTION OF
PROPERTY
TYPE OF PROPERTY
METHOD OF
VALUATION
MUNICIPALITY
Have you compiled any valuation rolls utilizing GIS and/or Aerial Photography? If yes, provide full
details
NAME OF
MUNICIPALITY
DATE OF VALUATION
ROLL
CONTACT PERSON
PHONE NO
42
Have you had any experience in reconciling cadastre data with deeds data and thereafter with the
municipal valuation roll? If yes, provide full details.
NAME OF
MUNICIPALITY
DATE OF VALUATION
CONTACT PERSON
PHONE NO
ROLL
VALUATION BOARD HEARING EXPERIENCE
Have you appeared in front of any valuation boards in terms of previous legislation?
If yes:
NAME OF
MUNICIPALITY
NAME OF
CHAIRPERSON
YEAR OF HEARING
VALUATION APPEAL BOARD HEARINGS
Have you appeared in front of a Valuation Appeal Board in terms of previous legislation or the
Act?
If yes:
NAME OF
NAME OF
MUNICIPALITY
CHAIRPERSON
DATE OF
HEARING
No of
appeals
No. of
appeals
upheld
by the
board
What was the % reduc
awarded by the
board compared to
the valuations compil
you?
I the undersigned _________________________________________________
do hereby make oath and say that :
43
The questionnaire has been completed by me in full.
I have not withheld any information in regards the completion of this questionnaire and that all
information supplied by me is true and correct.
I do further declare that I have read all the tender requirements including all schedules, forms and
other information set out and confirm that I have fully acquainted myself with the terms and
conditions thereof and fully understand the content and implication of all such conditions.
I further undertake by my signature hereof (if I am not the Tenderer) to bind myself jointly and
severally with Tenderer to fulfil all obligations and requirements of this tender.
Signed by me at ___________________
this ______ day of __________________ 200___
________________________________________
SIGNATURE:ASSISTANT MUNICIPAL VALUER
JUSTICE OF PEACE/COMMISSIONER OF OATHS
I hereby certify that the deponent has acknowledged
that he/she knows and understands the contents of this
affidavit and that it was signed and sworn to before me
at _____________________ on the _______ day of ______________________ 200___
________________________________
Justice of Peace/Commissioner of Oaths
TO BE STAMPED BY
JUSTICE OF PEACE/COMMISSIONER OF OATHS
44
SCHEDULE 3
DETERMINATION OF FEES
The following schedule of fees will be the basis of the tender
Tenderers are not permitted to change the basis upon which they have been asked to tender.
Any variation from the column “How to Tender” will invalidate this tender.
Ite
m
Description
TOTAL TENDER PRICE (Items 1 to
1
How to
Bid
inclusive)
Fixed
Amount
Project Office Overheads (Total - if applicable)
Fixed Amount
1.2
Project Office Establishment Cost (as applicable):
Fixed Amount
1.3
Project Office Tenant Installation Costs
Fixed Amount
1.4
Project Office IT Infrastructure Cost
Fixed Amount
1.5
Draft & Finalise Project Contract; programme and project cashflow
Fixed Amount
1.6
Finalise Sub-Contract Agreements
Fixed Amount
Establish Registered Layer
Fixed Amount
2.2
Digitised Imagery (Aerial/Satellite)
Fixed Amount
Project Methodology & Valuations
3.1
Residential Contract Sales Review, Market & Methodology Reports
Fixed Amount
3.2
Non-Residential Contract Sales Review, Market & Methodology Reports
Fixed Amount
4
Price Evaluation will be
based on the Total
Tender Price. The rates
per cadastral entry
quoted below are for
purposes of adjusting the
Total Tender Price on a
pro rata basis should the
number of properties
valued vary from those
quoted in this Tender OR
should more valuations
be required as a result of
Multiple Purpose Rates
Tariifs being levied
Base Data
2.1
3
Comment
Project Office & Project Establishment
1.1
2
R
amount
(incl
VAT)
Property Valuations
Newly Incorporated Areas:
4.1
Farms & Smallholdings
Rate per entry
4.2
Ingonyama Trust Board Land
Rate per entry
4.3
National; Provincial & Municipal Public Service Infrastructure
Fixed Amount
Residential
4.4
Single Residential
Rate per entry
4.5
Sectional Title Residential (no of Units)
Rate per entry
4.6
General Residential (incl Rented Flats; boarding houses & hostels)
Rate per entry
4.7
RDP Housing
Rate per entry
4.8
VACANT Residential Land
Rate per entry
Commercial/Industrial
4.9
4.1
0
4.1
1
4.1
2
Agricultural Zoned Properties (previously Rated)
Rate per entry
General Business Properties
Rate per entry
Industrial Properties
Rate per entry
Sectional Title Shops/offices/industrial (No of Units)
Rate per entry
45
4.1
3
4.14
4.15
4.16
4.17
4.18
4.19
4.2
4.21
4.22
4.23
4.24
4.25
4.26
4.27
4.28
4.29
4.3
4.31
4.32
4.33
4.34
4.35
4.36
4.37
4.38
4.39
4.4
4.41
4.42
VACANT Commercial /Industrial Land
Rate per entry
Specialised Properties
Abbattoirs
Airports
Casinos
Civic Centre
Clinics
Creches
Eco-tourism based Wildlife Reserves
Golf Courses/Estates
Grain Co-ops
Grain Depots
Heavy Manufacturing/Engineering
Hospitals (Private & State)
Hotels, Resorts & Conference Centres
Lawcourts
Libraries
Military Bases
Mines
Old Age / Retirement Homes
Petrol Filling Stations
Places of Worship
Police Stations
Post Offices
Power Stations
Prisons
Quarries
Racetracks
Schools (Private & State)
Shopping Centres
Rate per entry
Rate per entry
Rate per entry
Rate per entry
Rate per entry
Rate per entry
Rate per entry
Rate per entry
Rate per entry
Rate per entry
Rate per entry
Rate per entry
Rate per entry
Rate per entry
Rate per entry
Rate per entry
Rate per entry
Rate per entry
Rate per entry
Rate per entry
Rate per entry
Rate per entry
Rate per entry
Rate per entry
Rate per entry
Rate per entry
Rate per entry
Rate per entry
Sports Facilities including Stadiums
Rate per entry
4.43
Stations & Shunting Yards
Rate per entry
4.44
Substations
Rate per entry
4.45
4.46
VACANT Other Land
Rate per entry
Other Uses not described above
Rate per entry
Property Master File
4.47
Approved Unregistered Erven (Township Register not for valuation)
Rate per entry
5
6
7
Communication Plan & Public Awareness
Fixed Amount
Assistance with Rates Policy (Hourly Rate)
Hourly Rate
If the Municipality
resolves to manage its
own Communication
programme then this
Item is NIL
Objections
7.1
Response to Objections (Rate per response)
Rate per entry
7.2
Furnish Reasons ito Sec 53 of the Act
Rate per entry
8
Appeals
8.1
Preparation for Appeals
Hourly Rate
8.2
Attendance on Appeals
Hourly Rate
9
Supplementary Valuations
9.1
Supplementary Valuation Year 1 (from Date of Valuation to Effective Date)
Fixed Amount
9.2
Supplementary Valuation Year 2 (first Financial Year)
Fee per month
9.3
Supplementary Valuation Year 3 (second Financial Year)
Fee per month
9.4
Supplementary Valuation Year 4 (third Financial year)
Fee per month
9.5
Supplementary Valuation Year 5 (fourth Financial Year)
Fee per month
46
10
State the basis
of fees incl
VAT
Valuations/Consultations other than for Rating
Valuation Purposes
SCHEDULE 4
DATA BACK UP AND DISASTER RECOVERY PLAN
The minimum level of data protection and recovery plan will be as set out under paragraph 17 of
Form D.
In the event of Tenderer not wishing to conform to such standards Tenderer shall attach and
marked as Schedule 4, a complete proposal in this regard.
Municipality shall not be obliged to accept such proposal of Tenderer and the Municipality
reserves the right to refer the proposal of Tenderer for evaluation by a recognised expert in the
field of data back up and recovery.
SCHEDULE 5
COMPUTER SYSTEM
Tenderer to attach a detailed inventory of the current computer equipment owned by him as well
as future computer needs necessary to comply with this tender. Tenderer shall appoint a
specialist to assist him to meet the computer and IT requirements to comply with this tender.
Where the Tenderer elects to employ a specialist organisation to assist him in regards to the
computer requirements a proposal by such specialist must be attached hereto and shall be
marked Schedule 5. Proposal must be attached to the tender.
The Municipality reserves the right to appoint a duly qualified computer expert to check, verify and
confirm that the computer equipment, system and other IT resources of the Tenderer, will
adequately manage and cope with the requirements of this tender for the full duration of the tender
SCHEDULE 6
HUMAN RESOURCES
Tenderer and/or nominated person/s to complete the following and must also attach hereto which
shall be marked Schedule 6, a human resources organogram of Tenderer and nominated
person/s.
NAME OF
PERSON
EXPERIENCE
YEARS OF
EXPERIENCE
FULL TIME OR PART
TIME ON PROJECT
PROFESSIONAL
QUALIFICATIONS
47
SCHEDULE 7
PROJECT WORK PLAN
Tenderer to attach as Schedule 7 a comprehensive work plan in accordance with deadline dates
mentioned in para 20 reflecting:Work definition
Work flow
Timelines
Deadlines
Note the above schedule will together with the Key Task Functions under paragraph 20 of Form D
become the basis upon which the Municipality will monitor the Tenderer’s progress and the
Municipality shall be entitled to take action against Tenderer if the above time limits and project
plan are not adhered to. The Municipality reserves the right to review the time frames indicated by
the Tenderer and enforce such time frames or deadlines as provided under paragraph 7 of Form
D.
Tenderer to include hereunder a work flow diagram or chart illustrating his understanding of the
entire valuation process necessary to compile the valuations referred to in this tender.
SCHEDULE 8
PROOF OF INSURANCE COMPLIANCE
Attached as Schedule 8 proof in terms of paragraph 8 of Form D.
SCHEDULE 9
TAX CLEARANCE CERTIFICATE
Tenderer must attach as Schedule 9 an original or certified copy of a current Tax Clearance
Certificate as per paragraph 9 of Form C.
SCHEDULE 10
PROMOTION OF ACCESS TO INFORMATION ACT, ACT 2 OF 2000
Tenderer must attach as Schedule 10 an original or certified copy of the manual submitted in
terms of the above Act.
SCHEDULE 11
PROOF OF REGISTRATION CERTIFICATES OF NOMINATED PERSONS
48
Tenderer must attach as Schedule 11 an original or certified copy of the nominated person’s
registration with The South African Council for the Property Valuers Profession.
SCHEDULE 12
COPIES OF DULY AUTHORISED RESOLUTIONS WHERE THE TENDERER
IS NOT A NATURAL PERSON
Tenderer must attach as Schedule 12 certified copies of resolutions authorising tenderer to sign
tender document.
SCHEDULE 13
STATEMENT OF ADDITIONAL SERVICES THAT TENDERER WILL PROVIDE
Tenderer should attach as Schedule 13 any item and/or additional service that will be included in
the tender.
However, Tenderer may not vary any of the terms and conditions of this tender. If so, such
variation will invalidate the tender.
The purpose of this schedule is to draw to the attention of the Municipality any services that
tenderer will provide at his cost that have not been provided for in the Tender document and that
will be of benefit to the Municipality.
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SCHEDULE 14
DECLARATION OF INTEREST
1.
No tender will be accepted from persons in the service of the state.
2.
Any person, having a kinship with persons in the service of the state, including a blood
relationship, may make an offer or offers in terms of this invitation to tender. In view of possible
allegations of favouritism, should the resulting tender, or part thereof, be awarded to persons
connected with or related to persons in service of the state, it is required that the tenderer or their
authorised representative declare their position in relation to the evaluating/adjudicating authority
and/or take an oath declaring his/her interest.
3.
In order to give effect to the above, the following questionnaire must be completed and submitted
with the tender.
3.1
Full Name:
__________________________________________________________
3.2
Identity Number:
__________________________________________________________
3.3
Company Registration Number:
3.4
Tax Reference Number:
3.5
VAT Registration Number: ___________________________________________________
3.6
Are you presently in the service of the state
3.6.1
If so, furnish particulars.
_____________________________________________
___________________________________________________
YES/NO
____________________________________________________________________________
____________________________________________________________________________
3.7
Have you been in the service of the state for the past
twelve months?
3.7.1
If so, furnish particulars
YES/NO
____________________________________________________________________________
____________________________________________________________________________
3.8
3.8.1
Do you, have any relationship (family, friend, other) with
persons in the service of the state and who may be involved
with the evaluation and or adjudication of this tender?
YES/NO
If so, furnish particulars
____________________________________________________________________________
____________________________________________________________________________
3.9
Are you, aware of any relationship (family, friend, other)
between a tenderer and any persons in the service of the
state who may be involved with the evaluation and or
adjudication of this tender?
YES/NO
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3.9.1
If so, furnish particulars
____________________________________________________________________________
____________________________________________________________________________
3.10
Are any of the company’s directors, managers, principle
shareholders or stakeholders in service of the state?
3.10.1
If so, furnish particulars
YES/NO
____________________________________________________________________________
____________________________________________________________________________
3.11
Are any spouse, child or parent of the company’s directors,
managers, principle shareholders or stakeholders in service of
the state?
3.11.1
If so, furnish particulars
YES/NO
____________________________________________________________________________
____________________________________________________________________________
CERTIFICATION
I, the undersigned (name) ______________________________________________________________
Certify that the information furnished on this declaration form is correct. I accept that the Municipality may
act against me should this declaration prove to be false.
Signature
Position
Date
Name of Tenderer
 MSCM Regulations: “in the service of the state” means to be –
a member of –
any municipal council;
any provincial legislature; or
the national Assembly or the national Council of provinces;
a member of the board of directors of any municipal entity;
an official of any municipality or municipal entity;
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);
a member of the accounting authority of any national or provincial public entity; or
an employee of Parliament or a provincial legislature.
51
SCHEDULE 15
DECLARATION WITH REGARD TO EQUITY
1.1
Name of Tender:
_____________________________________________________________
1.2
VAT registration number:
1.3
Company registration number: _______________________________________________________
1.4
TYPE OF FIRM
_______________________________________________________
Partnership
One person business/sole trader
Close corporation
Company
(Pty) Limited
(TICK APPLICABLE BOX)
1.5
DESCRIBE PRINCIPAL BUSINESS ACTIVITIES
________________________________________________________________________________
________________________________________________________________________________
________________________________________________________________________________
1.6
COMPANY CLASSIFICATION
Manufacturer
Supplier
Professional service provider
Other service providers, e.g. transporter, etc.
(TICK APPLICABLE BOX)
1.7
MUNICIPAL INFORMATION
Municipality where business is situated: __________________________________________
Registered Account No: _______________________________________________________
Stand No.
1.8
___________________________________________________________________
TOTAL NUMBER OF YEARS THE FIRM HAS BEEN IN BUSINESS?
______________________
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1.9
List all Shareholders by Name, Position, Identity Number, Citizenship, HDI status and ownership, as
relevant. Information to be used to calculate the points claimed in paragraph 23 of Form D.
*HDI Status
No
franchise
prior to
elections
Disabled
ID Number
Women
Date/Position
occupied in
Enterprise
Date RSA
Citizenship
obtained
Name
% of
business/
enterprise
owned
*Indicate YES or NO
1.10 CONSORTIUM / JOINT VENTURE
In the event that preference points are claimed for HDI members by consortia / joint ventures, the following
information must be furnished in order to be entitled to the points claimed in respect of the HDI member:
Name of HDI member (to be consistent with
paragraph 1.9)
Percentage (%) of the contract value managed or
executed by the HDI member
I/we, the undersigned, who warrants that he/she is duly authorized to do so on behalf of the firm certify that points
claimed, based on the equity ownership, indicated in paragraph 1.9 of this Schedule, qualifies the firm for the
preference(s) shown and I/we acknowledge that:
i)
The information furnished is true and correct.
ii)
The Equity ownership claimed is in accordance with the General Conditions as indicated in paragraph 23.7
of Form D.
iii)
In the event of a contract being awarded as a result of points claimed as shown in paragraph 8, the
contractor may be required to furnish documentary proof to the satisfaction of the seller that the claims are
correct.
iv)
If the claims are found to be incorrect, the seller may, in addition to any other remedy it may have-
53
(a)
Recover costs, losses or damages it has incurred or suffered as a result of that person’s conduct;
(b)
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.
Witnesses:
1.
_________________________________
2.
_________________________________
______________________________
SIGNATURE OF TENDERER
Date:
______________________________
Address: _____________________________
_____________________________
54
SCHEDULE 16
DECLARATION FOR PROCUREMENT
The following must be completed where the tender exceeds R10million (VAT included).
1.
Are you by law required to prepare annual financial statements for auditing?
1.1.
2.
YES/NO
If YES, attach audited annual financial statements for the past three years or since
the date of establishment, if established during the past three years.
Do you have any outstanding undisputed commitment for Municipal services towards the
Municipality or any other service provider in respect of which payment is overdue for more
than 30 days?
YES/NO
2.1
If NO, this serves to certify that the Tenderer has no outstanding undisputed
commitment for Municipal services towards the Municipality or any other service
provider in respect of which payment is overdue for more than 30 days.
2.2
If YES, provide particulars.
________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
3.
Has any contract/tender been awarded to you by an organ of state during the past five
years where any material, non-compliance or dispute concerning the execution of such
contract/tender occurred?
YES/NO
3.1
If YES, furnish particulars.
________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
4.
Will any portion of goods or services be sourced from outside the Republic of South Africa,
and if so what portion or is it expected that any portion of payment from the Municipality
will be transferred out of the Republic?
YES/NO
4.1
If YES, furnish particulars.
________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
55
I the under signed certified that the information provided on this schedule is correct and accept
that the Municipality may act against me should this declaration proves to be false.
____________________________________
SIGNATURE
______________________________________
DATE
_______________________________
NAME OF TENDERER
56
NOTAS
Gaan paragraaf nommers waar dit in die ooreenkoms voorkom as
gevolg van die verandering van paragraaf nommers
Kyk vir land claim beneficiaries en plase wat gebruik word vir jag van
wild en ekotoerisme
10% Retention will be paid upon handover of valuation roll and not
upon finalization of appeals.
Schedule 3 – item 2.6 – To be reconsidered
Heilie’s requirements (Declaration of interest with reference to equity)
57
58