Frequently Asked Questions (FAQ’s) & Step by Step-Guide Engagement Mandate RT 46 Department of...
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Transcript of Frequently Asked Questions (FAQ’s) & Step by Step-Guide Engagement Mandate RT 46 Department of...
Frequently Asked Questions (FAQ’s)&
Step by Step-Guide
Engagement Mandate
RT 46 Department of Transport Fleet Management TenderMOVING FORWARD
Your readiness to the new RT46 contract is a priority to
us and this short guide will help you understand how
best to complete the “Engagement Mandate” form.
Please remember that as of the 1 of April 2014, the new
RT46 contract will be implemented with changes to
processes. As a user you must have an understanding of
the new requirements and processes for you to benefit
from the services available to you.
Context
RT46
An Engagement Mandate is when a nominated person or persons are authorised by a
business/Government entity to engage and or transact on behalf of that entity with
another entity.
Since the new RT46 contract has commenced, it is therefore required that an
“Engagement Mandate Form” be completed by all end user departments. This will be
enable services or transactions to be managed effectively and efficiently.
Question
RT46
What is an Engagement Mandate?
The management processes related to the RT46 contract have now changed and new
processes are being implemented. With the new RT 46 contract, Transit Solutions
(Pty) Ltd is the primary contractor and the State User Departments must provide new
mandates to Transit Solutions (Pty) Ltd indicating which services need to be provided
to each user department.
In addition, all staff that we will be taking instructions from on the account, need to
be disclosed to Transit Solutions (Pty) Ltd in order to ensure we execute the service
requirements on mutually understood terms to meet the specific needs of each State
user department.
Question
RT46
Why do you need to complete this form?
Due to the nature of the processes involved with the new RT46 contract, FICA
requirements are a necessity for overall compliance purposes. These requirements
have been limited to the provision of certified ID copies of all staff that we will be
taking instructions from during the course of delivering the required services.
This will ensure transparency and legitimacy for Transit Solutions to act on instructions
from the various State user departments.
Question
RT 46
Why do you need to provide certified ID copies of the people we will be taking instructions from?
In the absence of completing the Engagement Mandate, Transit Solutions will have no
formal instruction from your user department to participate in the new RT46 - 2014
contract and we will revert to the General Terms of Reference in the Tender.
Consequently, you run the risk of not receiving the services you require and/or the
terms of reference is left to interpretation and will remain unclear.
We therefore urge you to please complete the form and return to:
Question
RT46
What will happen if the form is not completed and returned before 1 April 2014?
In order to ensure that you have access to all services made available courtesy of the
new RT46 contract; please send your completed form by not later than the
11 April 2014This will ensure that our interactions are facilitated efficiently.
Question
RT46
When must the Engagement Mandate form with all FICA documents be sent?
Once you have completed the form, kindly sign and scan the document and forward
the same to [email protected]
You can retain the original documents and inform the relevant Transit Account
Executive that it is ready for collection. Transit Account Executives will collect the
original documents from you.
Questions
RT 46
What to do with the Engagement Mandate once it is completed?
ERT46/001
Government RT 46 - 2014 Engagement Mandate Customer: Date: Primary Contact Person: Transit Rep: Telephone Number:
Standard Bank Rep:
Fax Number: Client Code: eMail Address: Cellular Number: Primary Address: Participant Details:
Y/N Name Departmental Break-Out
Province
List Regions, Divisions, Cost Centers, etc. On Page 5National Department SAPS Other (Specify)
Note: We require a certified copy of the representative stated's ID to be attached to this schedule
Secondary Contact Persons:
Responsibility Name Phone Mobile Fax eMail
Note: We require a certified copy of the representative stated's ID to be attached to this schedule
Address and Location of
Secondary Contact Persons (if
different) RT 46 Services Required:
*Indicate the fleet management services you require from Transit / Standard Bank
Y/N
Estimated Number of Vehicles Comment
Fuel Cards - Fuel, Oil and Till - Fuel Only (SAPS) -Toll Only VIT - eFuel - eFuel eAssy - Gap Cards
*Note that in future the Fuel,Oil and Toll Cards will be used as the Gap Cards. Gap Cards
will only be able to transact at the approved Gap Sites.
Managed Maintenance - Managed Maintenance - Accident Repairs - Vehicle license Renewal Comments:
Initial:…………… Page 1
RT 46
Engagement Mandate Form Page 1
Please enter primary contact person that
Transit Solutions will be dealing with and take
instructions from in the execution of the RT 46
- 2014 contract. The nomination of secondary
contact persons is also provided for. Kindly
complete the details as requested and provide
certified ID copies of the relevant persons.
In addition, you are required to elect the
specific services you require Transit Solutions
to provide to your user department in terms of
the RT 46 contract. Kindly select the
appropriate box by marking the same and
provide additional information if necessary.
ERT46/001
Government RT 46 - 2014 Engagement MandateManaged Maintenance Services Mandate: Type Of Service, Policies and Restrictions Comments / DetailsApproximate Number of Vehicles to be Serviced
Number of Government Garages in Service
Vehicle Replacement Policy / Maintenance Restrictions Mechanical Service Intervals Accessories and Hydraulics Service Requirements Accessory Fitent Restrictions - Vehicle Radios - Airconditioners - Protective Gear (bull-bars etc) - Gearlocks - Branding and Signage Accident Repairs - Self Insured YES NO Other: - Insurance Company - Special Conditions - Instructions to Inspecctors Car Wash Payable via Fleet Card YES NO
Reestrictions:
Valet Services Payable via Fleet Card YES NO
Reestrictions:
Drive Train Unit Policy / Restrictions Engine Overhaul Policy/Restrictions Towe In Services - Office Hours - After Hours Tyres: - Tyre Replacement Policy - Wheel Alignment Intervals / Fitments Exhaust Systems - Standard / Stainless Steel Batteries - Replacement Policy - Warranty Period Preference Glass Work Replacement Restrictions - Windscreens - Head and Tail Lights - Side Windows and Other Glass Vehicle Inspections General Exclusions/Restrictions Preferential Dealers, Workshop, Merchants List Preferential Motor Dealerships List Preferential Workshops List Preferential Merchants List Preferential BBBEE Work Distribution Limits of Authority Transit / Standard Bank Limits Of Approval
Escallations Of Authority If The Transit / Standard Bank Limit Is Exceeded
Responsibility Name Phone Mobile Fax eMail
Note: We require a certified copy of the representative stated's ID to be attached to this schedule
Address and Location of Contact Persons
Initial:…………… Page 2
RT 46
Engagement Mandate Form Page 2
This page needs to be completed by all State user
departments making use of the Managed Maintenance
service. The RT 46 - 2014 contract provides for an extensive
service and the terms of reference is extremely broad.
Should you wish to restrict the application of the service to
your specific user requirements, kindly complete this section
as requested and provide certified ID copies of relevant
persons ID documents. In addition, the levels of authority
between the Managed Maintenance Call Center, transport
managers and Management need to be declared together
with the contact detail of your relevant staff.
Please ensure that you supply us with the mandate amounts/limits above which your officials must approve.
ERT46/001
Government RT 46 - 2014 Engagement MandateManaged Maintenance Services Mandate: Type Of Service, Policies and Restrictions Comments / DetailsApproximate Number of Vehicles to be Serviced
Number of Government Garages in Service
Vehicle Replacement Policy / Maintenance Restrictions Mechanical Service Intervals Accessories and Hydraulics Service Requirements Accessory Fitent Restrictions - Vehicle Radios - Airconditioners - Protective Gear (bull-bars etc) - Gearlocks - Branding and Signage Accident Repairs - Self Insured YES NO Other: - Insurance Company - Special Conditions - Instructions to Inspecctors Car Wash Payable via Fleet Card YES NO
Reestrictions:
Valet Services Payable via Fleet Card YES NO
Reestrictions:
Drive Train Unit Policy / Restrictions Engine Overhaul Policy/Restrictions Towe In Services - Office Hours - After Hours Tyres: - Tyre Replacement Policy - Wheel Alignment Intervals / Fitments Exhaust Systems - Standard / Stainless Steel Batteries - Replacement Policy - Warranty Period Preference Glass Work Replacement Restrictions - Windscreens - Head and Tail Lights - Side Windows and Other Glass Vehicle Inspections General Exclusions/Restrictions Preferential Dealers, Workshop, Merchants List Preferential Motor Dealerships List Preferential Workshops List Preferential Merchants List Preferential BBBEE Work Distribution Limits of Authority Transit / Standard Bank Limits Of Approval
Escallations Of Authority If The Transit / Standard Bank Limit Is Exceeded
Responsibility Name Phone Mobile Fax eMail
Note: We require a certified copy of the representative stated's ID to be attached to this schedule
Address and Location of Contact Persons
Initial:…………… Page 2
RT 46
Engagement Mandate Form Page 2 continued
Please ensure that you supply us with the mandate amounts/limits above which your officials must approve.
Please also ensure that you supply us with the name and contact information for the officials that must approve amounts exceeding maximum limits. Please add the details here..
RT 46
Engagement Mandate Page 3
ERT46/001
Government RT 46 - 2014 Engagement MandateOn-Site Service Requirements:
Y/N Comments / DetailsOn-Site Managed Maintenance Call Center
On-Site Bank Administration Required
Monthly Management Meetings
Weekly Management Meetings Government Garage Maintenance Transactions
Card Readers for Internal Fuel Bowsers
Kindly provide as much information as possible on page 3,4 and 5
Vendor Payment Offices:
Contact Person Phone Mobile Fax eMail
Payment Offices Details:
Note: We require a certified copy of the representative stated's ID to be attached to this schedule
Account Holder Bank Branch # Account #
Bank Account Details:
Daily Weekly Monthly Other (Specify)
Payment / Settlement Instructions:
Date Specific? Are you registeres as a VAT vendor? Y/N VAT Number:
Payment by EFT or debit order? EFT Y/N Debit Order Y/N
Authority To Deliver Services I declare that the services required by the Province/Department/National Accounts in term of the Contract RT 46 2014, are the
services set out in this document, and undertake to inform Transit Solutions of any changes to the services required.
Service Delivery Reqiured Sign Sign
In Terms Of RT 46 - 2014 Name Name
Designation DesignationNote: We require a certified copy of the representative stated's ID to be attached to this schedule
Initial:…………… Page 3
This page requires the details of your payment
offices so we can direct the billing. In addition,
your preferential payment terms need to be
indicated. Please ensure this page is duly
signed by the appropriate authority in your
structure and a certified ID copy of the
relevant persons ID documents are also
provided.
ERT46/001
Government RT 46 - 2014 Engagement Mandate
* If your account is paid at regional or divisional level, kindly indicate the payment office responsible for the account
Regions and Departments
Client Code Billing Code DepartmentNumber of Vehicles Payment Office
Contact Person Phone Mobile Fax eMail
Note: We require a certified copy of the representative stated's ID to be attached to this schedule Initial:…………… Page 4
RT 46
Engagement Mandate Page 4
This page needs to be completed if you have cost centers on the account that operate at different locations and/or you have staff in the regions that will be providing Transit Solutions with operational instructions during the course of execution of the contract.
RT 46
Engagement Mandate Page 5
ERT46
/001
Government RT 46 - 2014 Engagement Mandate NOTES and Additional Information
Initial:……………Page
5
This page provides space for any additional considerations on the account. User
departments are encouraged to complete or attach any information they deem
necessary for Transit Solutions to consider in the delivery of the services required.