Independent Development Trust · SACPCMP, ACPM, PMSA, APMSA, PMI and/or as Pr QS, Pr Arch, Pr Eng....

Procurement of Professional Service Provider Entity within the Built Environment to provide Technical Support Service for Social Infrastructure Portfolio/Programme Management at Identified Offices of the Independent Development Trust (IDT)

TENDER NO: IDT-PFM01-2016 of 63

Independent Development Trust

INVITATION TO TENDER

Tender Document for:

PROCUREMENT OF PROFESSIONAL SERVICE PROVIDER ENTITY

WITHIN THE BUILT ENVIRONMENT TO PROVIDE TECHNICAL SUPPORT

SERVICE FOR SOCIAL INFRASTRUCTURE PORTFOLIO/PROGRAMME

MANAGEMENT AT IDENTIFIED OFFICES OF THE INDEPENDENT

DEVELOPMENT TRUST (IDT)

TENDER NO: IDT- PFM01-2016

Issued by:


Glenwood Office Park

Cnr Oberon & Oberon Streets

Faerie Glen

0043

Enquiries:

Telephone: 012 845 2186

Email: [email protected]

Fax: 086 618 4692

mailto:[email protected]



Table of Contents

INVITATION TO TENDER ........................................................................................................................................................ 1

Part T1: TENDER DATA ....................................................................................................................................... 3

T1.1 Tender Notice and Invitation to Tender ............................................................................ 4

T1.2 Tender Evaluation ............................................................................................................ 6

T1.3 Functionality/Technical Evaluation ................................................................................... 8

T1.4 Preference Point System ................................................................................................ 11

T1.5 Special Conditions of the Tender ................................................................................... 13

T1.6 Standard Conditions Of Tender ..................................................................................... 15

Part T2: TERMS OF REFERENCE (TOR) ..................................................................................................................... 16

T2.1 OBJECTIVE ................................................................................................................... 17 T2.2 BACKGROUND ............................................................................................................. 17 T2.3 SCOPE OF SERVICES ................................................................................................. 17 T2.4 GENERAL CONDITIONS OF APPOINTMENT AND CONTRACTING, COMMENCEMENT,

DURATION ................................................................................................................ 21 T2.5 COSTING PROPOSAL ................................................................................................. 22 T2.6 TRANSFER OF SKILLS ................................................................................................. 22 T2.7 GENERAL ..................................................................................................................... 22 T2.8 DISCLAIMER .................................................................................................................. 23

Part T3: RETURNABLE DOCUMENTS ......................................................................................................................... 24

T3.1 List of Returnable Documents ..................................................................................................... 25

T3.2 Returnable Schedule ................................................................................................................... 26 T3.2.1 BIDDER CONTACT DETAILS .................................................................................... 27 T3.2.2 PREFERENCE POINTS CLAIM FORM IN TERMS OF THE PREFERENTIAL PROCUREMENT

REGULATIONS 2011 (SBD 6.1) ............................................................................... 28 T3.2.3 DECLARATION OF INTEREST (SBD 4) ................................................................... 35 T3.2.4 DECLARATION OF BIDDER’S PAST SUPPLY CHAIN MANAGEMENT PRACTICES (SDB 8)

................................................................................................................................... 37 T3.2.5 COPY OF A LETTER OF GOODSTANDING WITH COMPANSATION FOR OCCUPATIONAL

AND INJURIES DISEASE ACT (COIDA) REGISTRATION CERTIFICATE ............. 39 T3.2.6 FIRM’S COPY OF REGISTRATION OF INCORPORATION OR COMPANY REGISTRATION

DOCUMENTS AND ID COPIES OF DIRECTORS/MEMBERS/OWNERS............... 40 T3.2.7 TAX CLEARANCE CERTIFICATE ............................................................................. 41 T3.2.8 CERTIFICATE OF INDEPENDENT BID DETERMINATION (SBD 9) ....................... 42 T3.2.9 NOTARISED JOINT VENTURE AGREMMENT (IF APPLICABLE) ......................... 46 T3.2.10 NOTARISED CONSORTIUM AGREMMENT (IF APPLICABLE) ............................. 47 T3.2.11 CERTIFIED COPY OF THE PROFESSIONAL REGISTRATION OF THE KEY PERSONNEL/s

................................................................................................................................... 48 T3.2.12 Owner’s Professional Registration ............................................................................ 49 T3.2.13 B-BBEE CERTIFICATE ............................................................................................ 50 T3.2.14 CURRIVULUM VITAE OF THE DESIGNATED PROFESSIONAL/s ....................... 51 T3.2.15 CERTIFIED COPY OF THE PROFESSIONAL QUALIFICATION OF THE KEY PERSONNEL/s

................................................................................................................................... 52 T3.2.16 CERTIFIED COPY OF THE ADDITIONAL PROFESSIONAL REGISTRATION OF THE KEY/S

PERSONNEL/s .......................................................................................................... 53 T3.2.17 PROGRAMME/PORTFOLIO MANAGEMENT PROPOSAL IN THE PUBLIC SECTOR 54 T3.2.18 FINACIAL OFFER ..................................................................................................... 55

ANNEXURES ........................................................................................................................................................................ 56

Annexure A: IDT’s Standard Conditions of Tender ............................................................................. 57



Part T1: TENDER DATA



T1.1 Tender Notice and Invitation to Tender

TENDER NO: IDT-PFM01-2016

A CALL FOR BUILT ENVIRONMENT PROFESSIONAL TECHNICAL SUPPORT


MANAGEMENT AT IDENTIFIED OFFICES OF THE INDEPENDENT DEVELOPMENT

TRUST (IDT)

Independent Development Trust calls professional services provider (PSP) entities operating in the built

environment area, to submit proposal for provision of Social Infrastructure Portfolio/Programme Management

Services to be utilised at identified offices of the IDT for a period of nine (9) to twelve 12 months.

Only professional services provider entity, who is able to avail on a full - time bases for a nine (9) to 12

months period a seasoned key personnel/s, professionally registered with at least one of the following

accreditation: SACPCMP, ACPM, PMSA, APMSA, PMI and/or Pr CM) or/and PrEng, Pr QS, Pr Arch; will be

consider. Original certified copy of the key personnel/s professional registration with the relevant professional

body will be required.

Only tenderers who have exceeded the minimum functionality and technical threshold of 70% will be

evaluated on an 90/10 (Price / B-BBEE) preferential procurement basis in terms of the Treasury Regulations

of 2011, where functionality will be evaluated as follows:

FUNCTIONALITY CRITERIA POINTS ALLOCATION

Qualifications of the proposed/designated professional 30 Points

Additional professional registration from the built environment fields 10 Points

Nature and extent of technical experience of the proposed / designated professional

in social infrastructure portfolio / programmes / projects management 20 Points

Management experience of the proposed/designated professional 20 Points

Programme/Portfolio Management Proposal in the Public sector 20 Points

Total Functionality 100 Points



Preference points will be given to tenderers that submit an original or an original certified copy of a B-BBEE

certificate issued by a SANAS approved verification agency or an auditor registered with Independent

Regulatory Board for Auditors (IRBA).

There will be no briefing session; however, service providers are encouraged to submit their queries

in writing in relation to the tender terms of reference or related technical matters to: Ms Yeline Ferrer,

Tel No 012 845 2186 and e-mail: [email protected]

Tender documents will be available in the IDT website free of charge from Monday, 5 September 2016. The

website address is www.idt.org.za

The Physical Address for delivery of Tender documents is:


Glenwood Office Park

Cnr Oberon & Sprite Streets

Faerie Glen

Pretoria

0043

The closing time for receipt of Tender is 26 September 2016 at 12:00.

Telegraphic, telephonic, telex, facsimile, e-mail and late Tender WILL NOT be accepted. Tender must only

be submitted on original documentation.

mailto:[email protected]

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



T1.2 Tender Evaluation

Tender evaluation will be done as per the phases below:

1.2.1 Phase 1: Eligibility of Tenderers.

Phase 1 entail the process of ensuring compliance of the responsive tenderers. Tenderers shall submit

all mandatory returnable documents to qualify for Phase two of the evaluation. Failure to submit any

of the mandatory returnable documents will lead to disqualification.

Table 1 lists the mandatory returnable documents that shall be submitted by all tenderers to be

considered eligible for this tender.

Table 1 lists the mandatory returnable documents

1.2.2 Phase 2: Evaluation on Functionality/Technical Requirements

Phase 2 entails the process of evaluation of functionality/technical requirements, wherein only

tenderers who meet the threshold of 70% of total functionality points will qualify to be considered

for evaluation under phase 3. Refer to section T1.3 for more details related to

Functionality/Technical requirements.

The evaluation of functionally/technical requirements will be done base on the quality of the key

personnel/s assigned for provision of the professional services required on this tender.

In the event were a responsive professional services provider entity (tenderer) avail more than

one key personnel, the evaluation under functionality/technical requirement of such entity will be

made for each key personnel proposed for this tender.

Item Description

1. Original Tax Clearance Certificate

2. COIDA or Letter from Department of Labour

3. CIPC Documents

4. Original Certified ID Copies of the Directors or Members

5. In case of a joint venture, notarized Joint Venture Agreement

6. In case of a Consortium, notarized Consortium Agreement

7. Key personnel Professional Registration with the following accreditor:

SACPCMP, ACPM, PMSA, APMSA, PMI and/or as Pr QS, Pr Arch, Pr Eng.

8. Professional Registration from the built environment of at least one of the

owners of the company.

9. SBD 4: Declaration of Interest

10. SBD 6.1: Preference Points Claim Form in Terms of the Preferential

Procurement Regulations 2011

11. SBD 8: Declaration of Bidder’s Past Supply Chain Management Practices

12. SBD 9: Certificate of Independent Bid Determination

13. Signed Financial Offer



1.2.3 Phase 3: Evaluation on the 90/10 Preference Points system

Phase 3 entails the process of evaluation on price and B-BBEE based on the 90/10 Preference

Points system as stipulated by the Preferential Procurement Policy Framework Act (PPPFA).

Refer to section T1.4 for more details related to Preferential Points system.

The 90/10 scorecard was formulated as follows, in accordance with the PPPFMA:

VARIABLES TOTAL

POINTS

CRITERIA DESCRIPTION

OF CRITERIA

POINTS

EMPOWERMENT POINTS

B-BBEE

10 B-BBEE contributor level 1 10

B-BBEE contributor level 2 9







Non-Complaint 0

FINANCIAL OFFER / PRICE (DISCOUNTS):

FINANCIAL

OFFER /

PRICE

90 Formula = 2, option 1, A = (1-

{(p-pm)/pm})

Formula used to

calculate

financial

offer/points

pm = The comparative price

offer of the mean / average

qualifying tenderer

P = the comparative offer of the

tender under consideration

100



T1.3 Functionality/Technical Evaluation

The following functionality/ technical criteria will be considered for the evaluation of the tenderers under

phase 2. Table 2, table 3, table 4 and table 5 describe how the points will be allocated. Only tenderers

who score 70% and above of the total points under functionality will be considered for further evaluation

under stage 3.

1.3.1 Evaluation sub-criteria: Qualifications of proposed resources

Points are allocated for professional qualifications of allocated key personnel. For each key personnel

allocated to the project, the bidders shall submit the following: Curriculum Vitae together with certified

proof of qualifications and professional registration (as per returnable schedule T3.2)

Evaluation points will be awarded in terms of table 2:

Qualifying staff Highest Qualification Points Awarded

Proposed /

designated

professional (Key

Personnel)

Masters’ degree and above in the required built

environment discipline (NQF 8) 30

Bachelors’ degree or honours in the required built

environment discipline (NQF 7) 21

National Diploma in the required built environment

discipline (NQF 6) 15

Total possible Points for Qualifications 30

Table 2: Evaluation sub-criteria: Qualifications of proposed resources

1.3.2 Evaluation sub-criteria: Additional registration/accreditation (from the built environment)

of proposed resources

Points are allocated for additional professional registration of allocated key personnel at least in one of

the following fields: Engineer, Quantity Surveyor or Architect i.e. PrEng, PrQS or PrArch. To qualify for

the points, for each key personnel allocated to the project, the bidders shall submit certified copy of the

relevant professional registration (as per returnable schedule T3.2)

Evaluation points will be awarded in terms of table 3:

Qualifying staff Additional professional registration Points Awarded

Proposed /

designated

professional

(Key Personnel)

Professional registration in any of the applicable built

environment fields 10

Non additional professional registration 0

Total possible Points for Qualifications 10

Table 3: Evaluation sub-criteria: Additional professional registration of proposed resources



1.3.3 Evaluation sub-criteria: Technical experience of proposed resources

Points are allocated for relevant experience of the allocated key personnel. For each key personnel

allocated, the bidders shall submit the Curriculum Vitae indicating professional experiences and the

contact details of previous clients and/or previous employer as reference.

Evaluation points will be awarded in terms of the following table:

Proposed Resource Experience Points Awarded

Proposed / designated

professional

More than 15 years in the built environment, with

particular experience in the required discipline/field 20

Between 10 and 14 years in the built environment, with


Between 5 and 9 years in the built environment, with


Less than 5 years in the built environment, with


Total possible Points for Experience 20

Table 4: Evaluation sub-criteria: Experience of Key Personnel

1.3.4 Table 3: Evaluation sub-criteria: management experience (Designated professional)

Points are allocated for relevant project management experiences of the allocated key personnel. For

each key personnel allocated, the bidders shall submit the Curriculum Vitae indicating professional

experiences and the contact details of previous clients and/or previous employer as reference.


Sub Criteria Poor Fair Good Very Good

Proposed /

designated

professional

Professional has

less than 5 years

of management

experience

Professional has

5 to 9 years of

management

experience

Professional has

between 10 and 14

years of

management

experience

Professional has

more than 15

years of

management

experience

Points

Awarded 6 10 15 20

Total possible points for relevant experience of proposed source 20

Table 5: Evaluation sub-criteria: Experience of Key Personnel on Programme/Project Management

1.3.5 Table 3: Evaluation sub-criteria: Programme/Portfolio Management proposal in the public

sector.

Points are allocated for relevant Programme/Portfolio Management proposal in the public sector. Each

bidder shall submit proposals on how to manage programmes/portfolios within the public sector

environment.




Sub Criteria Poor Fair Good Very Good

Programme/Port

folio

Management

proposal

Proposal not

relevant to the

public sector

environment

Proposal not

align to all public

sector

regulations and

standards

Proposal align to all

public sector

regulations and

standards

Proposal align to all

public sector

regulations and

standards and

including innovative

approach

Points Awarded 6 10 15 20

Total possible points for relevant experience of proposed source 20

Table 6: Evaluation sub-criteria: Programme/Portfolio Management proposal



T1.4 Preference Point System

1.4.1 The formula below will be used to calculate the preference procurement points for

price:

90/10

min

min190

P

PPtPs

Where

Ps = Points scored for comparative price of bid under consideration

Pt = Comparative price of bid or offer under consideration

Pmin = Comparative price of lowest acceptable bid

1.4.2 Depending on the on the bidder’s level of Broad-Based Black Economic Empowerment (B-BBEE)

contribution, a maximum of 10 points may be allocated to a bidder. The points scored by a bidder for

Broad-Based Black Economic Empowerment contribution must be added to the preference

procurement points allocated for price. In terms of Regulation 5 (2) and 6 (2) of the Preferential

Procurement Regulations, preference points must be awarded to a bidder for attaining the B-BBEE

status level of contribution in accordance with the table below:

B-BBEE Status Level of Contribution and Points

B-BBEE Satus Level of Contribution

Number of points (90/10 system)

1 10

2 9

3 8

4 5

5 4

6 3

7 2

8 1

Non-compliant contributor 0

1.4.3 Bidders who qualify as Exempted Micro Enterprises (EMEs) in terms of the B-BBEE Act must submit

a certificate issued by an Accounting Officer as contemplated in the CCA or a Verification Agency

accredited by South African National Accreditation System (SANAS) or a Registered Auditor.

Registered auditors do not need to meet the prerequisite for Independent Regulatory Board for

Auditors’ (IRBA’s) approval for the purpose of conducting verification and issuing EMEs with B-BBEE

Status Level Certificates.

http://www.google.co.za/url?sa=t&rct=j&q=&esrc=s&frm=1&source=web&cd=1&cad=rja&uact=8&sqi=2&ved=0CBwQFjAAahUKEwis3bKn14zHAhWCOhQKHcqXCS8&url=http%3A%2F%2Fwww.paab.co.za%2F&ei=Yj-_VaykHoL1UMqvpvgC&usg=AFQjCNHqH0R3T3AXKGVPw4cFS3a5E9eJ7g&bvm=bv.99261572,d.bGQ

http://www.google.co.za/url?sa=t&rct=j&q=&esrc=s&frm=1&source=web&cd=1&cad=rja&uact=8&sqi=2&ved=0CBwQFjAAahUKEwis3bKn14zHAhWCOhQKHcqXCS8&url=http%3A%2F%2Fwww.paab.co.za%2F&ei=Yj-_VaykHoL1UMqvpvgC&usg=AFQjCNHqH0R3T3AXKGVPw4cFS3a5E9eJ7g&bvm=bv.99261572,d.bGQ



1.4.4 Bidders other than EMEs must submit their original and valid B-BBEE status level verification

certificate or a certified copy thereof, substantiating their B-BBEE rating issued by a Registered

Auditor approved by IRBA or a Verification Agency accredited by SANAS.

1.4.5 A trust, consortium or joint venture, will qualify for points for their B-BBEE status level as a legal

entity, provided that the joint venture submits their consolidated B-BBEE status level certificate.

1.4.6 A trust, consortium or joint venture will qualify for points for their B-BBEE status level as an

unincorporated entity, provided that the entity submits their consolidated B-BBEE scorecard as if they

were a group structure and that such a consolidated B-BBEE scorecard is prepared for every

separate bid.

1.4.7 A person will not be awarded points for B-BBEE status level if it is indicated in the bid documents that

such a bidder intends sub-contracting more than 25% of the value of the contract to any other

enterprise that does not qualify for at least the points that such a bidder qualifies for, unless the

intended sub-contractor is an EME that has the capability and ability to execute the sub-contract.

1.4.8 A person awarded a contract may not sub-contract more than 25% of the value of the contract to

another enterprise that does not have an equal or higher B-BBEE status level than the person

concerned, unless the contract is sub-contracted to an EME that has the capability and ability to

execute the sub-contract.



T1.5 Special Conditions of the Tender

1.5.1 This section outlines basic requirements that must be met. Failure to comply with these

requirements or part thereof will result in your proposal being excluded from the evaluation

process.

1.5.1.1 The IDT reserves the right to amend, modify or withdraw this this tender if deemed

necessary.

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

1.5.1.3 The successful tender will be required to fill in an IDT “Supplier Questionnaire Consultants”.

1.5.1.4 Neither the IDT nor any of their respective directors, officers, employees, agents,

representatives or advisors will assume any obligation for any costs or expenses incurred by

any party in or associated with preparing or submitting a Bid in response to this tender.

1.5.1.5 No entity may be involved, whether directly or indirectly, in more than one Bid in response to

this tender. A failure to comply with this requirement will result in disqualification of the

relevant entity.

1.5.1.6 The IDT and its advisors may rely on a Bid as being accurate and comprehensive in relation

to the information and proposals provided therein by the Bidders.

1.5.1.7 All Bids submitted to the IDT will become the property of the IDT and will as such not be

returned to the Bidder unless if received after the closing date and time. The IDT will make all

reasonable efforts to maintain Bids in confidence. Proprietary information should be identified

as such in each Bid.

1.5.1.8 Evaluation of tenders will be carried out by a Bid Evaluation Committee (BEC). The

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

tender.

1.5.1.9 Tenderers should identify any work they are currently carrying out or competing for which

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

1.5.1.10 This document is released for the sole purpose of responding to this tender and must

be considered confidential. In addition, the use, reproduction or disclosure of the

requirements, specifications or other material in this tender is strictly prohibited.

1.5.1.11 All Bids must be formulated and submitted in accordance with the requirements of

this tender



1.5.2 The successful service provider may be required to sign confidentiality agreements with the

IDT.

1.5.3 Service providers who are blacklisted by any statutory body will, under no

circumstances, be considered for the Bid.



T1.6 Standard Conditions Of Tender

IDT’s Standard Conditions of Tender applies for this bid (Annexure A).



Part T2: TERMS OF REFERENCE (TOR)

FOR PROCUREMENT OF PROFESSIONAL SERVICE PROVIDER ENTITY WITHIN THE BUILT

ENVIRONMENT TO PROVIDE TECHNICAL SUPPORT SERVICE FOR SOCIAL

INFRASTRUCTURE PORTFOLIO/PROGRAMME MANAGEMENT AT IDENTIFIED OFFICES OF

THE INDEPENDENT DEVELOPMENT TRUST (IDT)


17

PROVISION OF PROGRAMMES / PORTFOLIO MANAGEMENT

SERVICES AT IDENTIFIED OFFICES OF THE INDEPENDENT

DEVELOPMENT TRUST (IDT)

T2.1 OBJECTIVE

The objective of this tender is to invite and appoint suitable professional services entity/entities

that can designate one to two Professional Service Provider/s (PSP) from the Built Environment to

provide a Portfolio/Programme Management service to the Independent Development Trust (IDT)

identified offices. Depending on the quality of the allocated PSP/s, the required PSP/s may be

obtained from one or two different entities.

T2.2 BACKGROUND

IDT is a Schedule 2 Public Entity governed by applicable legislative frameworks and a Deed of

Trust. The organization is accountable to Parliament through the Minister of Public Works who is

the Executive Authority.

The mandate of the IDT is to support and add value to the development agenda of government as

indicated in the mission statement; “The IDT manages and delivers integrated quality social

infrastructure programmes on behalf of government on time, cost effectively and through a people

centered approach”. In pursuit of this mandate, the IDT primarily operates as a strategic partner in

the management, integration and implementation of certain government development

programmes.

The IDT has representation in all provinces and is organized on the basis of regional offices.

These offices have the authority to go out on tender for goods and services, do an evaluation of

proposals received and make recommendations to the national office (in Pretoria) for final

approval and appointment.

Additional information with regards to the structure and functional activities of IDT can be obtained

from IDT website (www.idt.org.za).

T2.3 SCOPE OF SERVICES

The designated professional/s shall provide infrastructure portfolio/programme management

services to the identified offices of the IDT.


18

The portfolio/programme management shall perform services related to the social infrastructure

delivery management activities required for the successful completion of the social infrastructure

programmes implemented on behalf of government departments.

The designated professional/s would need to be seconded to the IDT on a full time basis, report to

an IDT specified management member and may be required to manage personnel working on the

allocated portfolio.

The designated professional/s will perform work in the following areas:

KEY PERFORMANCE

AREAS

KEY RESPONSIBILITIES

Regional programmes

portfolio management

Drive regional programme delivery including:

o Regional programmes planning,

o Regional programmes implementation

o Regional programmes support,

o Regional programmes monitoring and reporting,

o Regional programmes performance management,

Manage and undertake client relations management with respect to

regional programme delivery.

Direct the building and regular review of regional portfolio

Direct the formalisation of portfolio reporting and resource allocation

Champion the establishment of regional operations intelligence (practice

and research-based knowledge) for purposes of planning, regional

positioning, impact reporting, benchmarking, performance improvement,

etc.

Drive quarterly and ad-hoc reporting on regional operations performance

Manage the formulation of appropriate portfolio-based performance

indicators to inform regional planning, targeting, impact assessment and

reporting

Ensure annual confirmation of programmes allocation to regional programme

managers and publishing of the same to the IDT community.

Regional programmes

delivery professional

and technical support

Lead the provisioning of professional and technical support to regional

programmes, including:

o Programme planning,

o Programme implementation support

Programme closure

Lead programme management improvement and innovation initiatives in

order to attain process and cost efficiencies.

Coordinate programme management related research and lead

mainstreaming of the research results.

Lead innovation in programme delivery mechanisms for delivery speed,

quality, cost efficiency and impact.

Operations performance

information

management

Lead the implementation of regional operations performance information

management

Support the formulation/adaptation of organisation-wide and spearhead

the regional implementation/application of operations performance


19

KEY PERFORMANCE

AREAS


information management practices, processes and procedures.

Undertake regional monitoring and evaluation of the effectiveness of

operations performance information management practices, processes

and procedures.

Lead the process of automating regional operations performance information

management tools, processes and procedures.

Regional programme

management systems

and process

improvement

Ensure that programme management best practises are followed in the

implementation of programmes

Undertake continuous assessment and improvement of efficiency and

effectiveness of programme management processes and systems utilised

by the region

Identify, adopt and mainstream new technologies aimed at improving

regional programmes delivery

Lead the establishment and utilisation of operations programme

management and reporting systems

Lead the development and implementation of operations reporting

frameworks, approaches and tools.

Facilitate consolidated regional programmes reporting

Support the formulation of specifications for programme management

systems development and improvement initiatives.

Support the periodic reviewing of the policies, frameworks, procedures,

and systems to ensure that they support the organisational goals.

Empowerment and

facilitation coordination Lead the formulation of a regional framework for sustainable emerging

contractors and designated groups empowerment.

Drive the establishment and management of a focused regional contractor

development programme i.e. the approved Contractor Development

Programme.

Build requisite regional capacity for effective and efficient emerging

contractor and designated groups empowerment.

Ensure the provision for emerging contractors and designated groups

empowerment in regional programmes to attain regional empowerment

targets i.e. BBBEE, women and youth spend, job creation and skills

development targets.

Identify and lead the establishment and management of partnerships in

support of emerging contractors and designated groups empowerment to

mobilise resources and leverage impact.

Lead the planning for, tracking of, and reporting on empowerment of

designated groups (emerging, women and youth service providers

especially contractors).

Champion the development and institutionalization of systems to report on

the regional performance with respect to empowerment targets.

Lead the formulation and implementation a regional Community

Facilitation Strategy/Framework, systems, procedures, approaches and

tools.

Champion annual internal allocation of financial resources to programmes

and initiatives aimed at community facilitation and empowerment of

emerging contractors and designated groups.


20

KEY PERFORMANCE

AREAS


Programme

management regional

expertise improvement

Drive continuous learning in order to build and maintain regional expertise

for:

Programme management

Internal operations improvement

Construction sector improvement

Strategic positioning within the construction sector

Identify and lead the establishment and management of partnerships that

enhance the regional competency in programme management and

construction

Champion regional programme management and construction sector-related

knowledge packaging, storage, and support organisation-wide knowledge

sharing and utilisation.

Business development

support Support regional programme business development initiatives

Support the Regional Head (RGM) in developing and

presenting proposals for business development and bidding

purposes

Support the development and the implementation of the

business development strategy for national business growth.

Ensure customer satisfaction in programme delivery in order to retain current

clients and attract new business

Financial management

and governance

Develop and manage regional operations budget and institute effective

control measures.

Manage the application of requisite resources to achieve regional

operations goals.

Support the development of revenue generation strategies.

Cultivate an appropriate culture and awareness around financial matters

within the regional operations.

Compile regional operations and support compilation of the overall

regional performance reports in accordance with the organization’s

governance protocol.

Lead regional operations risk management, and support regional statutory

compliance and other governance matters.

Regional operations

leadership and

management

Drive the alignment of the regional operations mandate with

corporate goals.

Direct performance contracting processes at regional operations

and individual level.

Establish regional performance accountability structures/platforms

and systems.

Ensure achievement of regional operations planned goals and

targets.

Manage high priority performance threats and pursue optimisation

of opportunities relating to attainment of goals.

Lead the development of Concepts/Terms of Reference for, and

manage outsourced initiatives to ensure value for money and achievement

of desired results.

Support the process of crafting the regional strategic focus.

Support the integrated business delivery approach at regional and

national.

Support the development of and manage the regional business


21

KEY PERFORMANCE

AREAS


plan.

Direct the operational planning process for the regional operations.

Create operational competitive advantages around the following

(among other) in relation to the regional operations:

Competence;

Capacity;

Business processes and systems;

Retention of key skills;

Training and development;

Innovation;

People management.

Establish effective balance between in-house and outsourced

capacity for regional operations functions.

Build requisite capacity to effectively coordinate regional

programmes.

Identify, build and maintain relationships with regional and relevant

national key stakeholders.

Develop close working relationships with IDT programme/portfolio

staff and other key stakeholders to establish a shared vision for adaptive

corporate learning and continuous operational improvements.

Undertake reporting on performance of regional portfolio.

T2.4 GENERAL CONDITIONS OF APPOINTMENT AND CONTRACTING,

COMMENCEMENT, DURATION

1.1 The professional services entity will be appointed for a period of nine (9) to twelve (12) months

which may be extended by no more than six (6) months. Service providers are to note that

once appointed, they will be expected to commence the work within two (2) weeks of

appointment.

1.2 Responsibilities will be allocated to the seconded professional according to organizational

needs and other relevant considerations. The following also applies:

1.2.1 IDT expects to be invoiced on a monthly basis based on an agreed upon fixed monthly

fee. Disbursements are to be recovered at cost based on the Department of Transport

rates.

1.2.2 IDT expects the successful service provider to enter into a service level agreement which

will be signed off by the parties upon appointment.

1.2.3 The successful service provider shall enter into a performance contract/agreement which

will clearly identify performance targets mutually agreed to.

1.2.4 The IDT will determine the primary location and work station of the seconded professional.

Should the identified location be different from the indicated office base of the successful


22

tenderer, the IDT shall make at its costs, appropriate economic and decent

accommodation arrangements.

1.2.5 The IDT will determine the office base of the seconded official. Should such base not be

the same as the professional’s existing work base, the IDT will make arrangements at its

cost for accommodation and related facilities at the allocated office base.

T2.5 COSTING PROPOSAL

1.3 Costing of the proposal should indicate the fixed monthly cost including VAT for the seconded

professional which figure shall be used as a basis for the evaluation of price.

1.4 Disbursements – where billable by the seconding firm will be paid for approved actual costs

incurred based on Public Works rates. It is the intention of the IDT to directly carry

disbursements associated with the seconded professional unless it is not practical to do so in

which case the seconding firm may pay and recover for disbursements monthly.

1.5 Quoted fees per month should be inclusive of VAT where applicable and take into account a

20 days working month.

T2.6 TRANSFER OF SKILLS

1.6 The successful tenderer will be expected to assist in building the capacity of supervised

personnel.

T2.7 GENERAL

1.7 Potential Service Providers are required to submit their proposals no later than the date

specified in the tender data. Any tender documents received after closing date and time will

not be considered.

1.8 No late Tenders/proposals, copies, e-mailed or faxed copies of the tender/proposal documents

will be considered.

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

was unsuccessful.


23

T2.8 DISCLAIMER

1.10 The IDT reserves the right not to appoint a service provider and is also not obliged to

provide reasons for the rejection of any proposal.


24

Part T3: RETURNABLE DOCUMENTS


Tender No: IDT-PFM01 2016 of 63

T3.1 List of Returnable Documents

The tenderer must complete the following returnable schedules and documents:

Document

ID DOCUMENTS TO BE ATTACHED/COMPLETED

MANDATORY /

OPTIONAL

T3.2.1 Bidders Contact Details Mandatory

T3.2.2 Preference points claim form in terms of the Preferential

Procurement Regulations 2011 (SBD 6.1) Mandatory

T3.2.3 Declaration of interest (SBD 4) Mandatory

T3.2.4 Declaration of bidder’s past supply chain management practices

(SBD 8) Mandatory

T3.2.5 Letter of good standing from the Department of Labour

(compensation for injuries and diseases) Mandatory

T3.2.6 Company registration certificate (CIPC Certificate) and certified copy

of directors/members/owners IDs Mandatory

T3.2.7 Original valid Tax Clearance Certificate Mandatory

T3.2.8 Certificate of Independent Bid Determination (SBD 9) Mandatory

T3.2.9 In case of a joint venture, notarized Joint Venture Agreement Mandatory

T3.2.10 In case of a Consortium, Consortium Agreement Mandatory

T3.2.11

Key personnel Professional Registration with the following

accreditor: SACPCMP, ACPM, PMSA, APMSA, PMI and/or as Pr

QS, Pr Arch, Pr Eng.

Mandatory

T3.2.12 Certified copy of professional registration related to the build

environment of at least one of the owner of the entity Mandatory

T3.2.13 Original or Original certified copy of Broad – Based Black Economic

Empowerment certificate

Optional

T3.2.14 Curriculum Vitae Optional

T3.2.15 Certified copies of professional qualification of the proposed key/s

personnel Optional

T3.2.16

Certified copies of additional professional registration with in the

built environment such us Engineer, Quantity Surveyor or Architect

i.e. PrEng, PrQS or PrArch

Optional

T3.2.17 Programme/Portfolio Management proposal in the public sector Optional

T3.2.18 Financial Offer Compulsory

The optional returnable documents listed above, will be used for the evaluation purpose under

functionality/technical criterial and preferential points system (90/10). Failure to submit the optional

returnable documents, bidders will lose points on evaluation stages 2 and 3.



T3.2 Returnable Schedule



T3.2.1 BIDDER CONTACT DETAILS

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

Name of bidder:

Trading Name

VAT registration number

Tax Clearance Certificate

submitted YES / NO

Postal address:

Street address:

Contact Person

Telephone number: Code

Number

Cellular number:

Facsimile number: Code Number

e-Mail address:



T3.2.2 PREFERENCE POINTS CLAIM FORM IN TERMS OF THE PREFERENTIAL

PROCUREMENT REGULATIONS 2011 (SBD 6.1)

This preference form must form part of all bids invited. It contains general information and serves as a

claim form for preference points for Broad-Based Black Economic Empowerment (B-BBEE) Status Level of

Contribution

NB: BEFORE COMPLETING THIS FORM, BIDDERS MUST STUDY THE GENERAL

CONDITIONS, DEFINITIONS AND DIRECTIVES APPLICABLE IN RESPECT OF B-BBEE, AS

PRESCRIBED IN THE PREFERENTIAL PROCUREMENT REGULATIONS, 2011.

1. GENERAL CONDITIONS

1.1 The following preference point systems are applicable to all bids:

- the 80/20 system for requirements with a Rand value of up to R1 000 000 (all applicable

taxes included); and

- the 90/10 system for requirements with a Rand value above R1 000 000 (all applicable

taxes included).

1.2 The value of this bid is estimated to exceed R1 000 000 (all applicable taxes included) and

therefore the 90/10 system shall be applicable.

1.3 Preference points for this bid shall be awarded for:

(a) Price; and

(b) B-BBEE Status Level of Contribution.

1.3.1 The maximum points for this bid are allocated as follows:

POINTS

1.3.1.1 PRICE 80

1.3.1.2 B-BBEE STATUS LEVEL OF CONTRIBUTION 20

Total points for Price and B-BBEE must not exceed 100

1.4 Failure on the part of a bidder to fill in and/or to sign this form and submit a B-BBEE Verification

Certificate from a Verification Agency accredited by the South African Accreditation System

(SANAS) or a Registered Auditor approved by the Independent Regulatory Board of Auditors

(IRBA) or an Accounting Officer as contemplated in the Close Corporation Act (CCA) together

with the bid, will be interpreted to mean that preference points for B-BBEE status level of

contribution are not claimed.

1.5. The purchaser reserves the right to require of a bidder, either before a bid is adjudicated or at

any time subsequently, to substantiate any claim in regard to preferences, in any manner



required by the purchaser.

2. DEFINITIONS

2..1 “all applicable taxes” includes value-added tax, pay as you earn, income tax, unemployment

insurance fund contributions and skills development levies;

2.2 “B-BBEE” means broad-based black economic empowerment as defined in section 1 of the Broad

-Based Black Economic Empowerment Act;

2.3 “B-BBEE status level of contributor” means the B-BBEE status received by a measured entity

based on its overall performance using the relevant scorecard contained in the Codes of Good

Practice on Black Economic Empowerment, issued in terms of section 9(1) of the Broad-Based

Black Economic Empowerment Act;

2.4 “bid” means a written offer in a prescribed or stipulated form in response to an invitation by an

organ of state for the provision of services, works or goods, through price quotations, advertised

competitive bidding processes or proposals;

2.5 “Broad-Based Black Economic Empowerment Act” means the Broad-Based Black Economic

Empowerment Act, 2003 (Act No. 53 of 2003);

2.6 “comparative price” means the price after the factors of a non-firm price and all unconditional

discounts that can be utilized have been taken into consideration;

2.7 “consortium or joint venture” means an association of persons for the purpose of combining

their expertise, property, capital, efforts, skill and knowledge in an activity for the execution of a

contract;

2.8 “contract” means the agreement that results from the acceptance of a bid by an organ of state;

2.9 “EME” means any enterprise with an annual total revenue of R5 million or less.

2.10 “Firm price” means the price that is only subject to adjustments in accordance with the actual

increase or decrease resulting from the change, imposition, or abolition of customs or excise duty

and any other duty, levy, or tax, which, in terms of the law or regulation, is binding on the contractor

and demonstrably has an influence on the price of any supplies, or the rendering costs of any

service, for the execution of the contract;

2.11 “functionality” means the measurement according to predetermined norms, as set out in the bid

documents, of a service or commodity that is designed to be practical and useful, working or

operating, taking into account, among other factors, the quality, reliability, viability and durability of

a

service and the technical capacity and ability of a bidder;

2.12 “non-firm prices” means all prices other than “firm” prices;

2.13 “person” includes a juristic person;

2.14 “rand value” means the total estimated value of a contract in South African currency, calculated at

the time of bid invitations, and includes all applicable taxes and excise duties;



2.15 “sub-contract” means the primary contractor’s assigning, leasing, making out work to, or

employing, another person to support such primary contractor in the execution of part of a project in terms

of the contract;

2.16 “total revenue” bears the same meaning assigned to this expression in the Codes of Good

Practice on Black Economic Empowerment, issued in terms of section 9(1) of the Broad-Based

Black Economic Empowerment Act and promulgated in the Government Gazette on 9 February

2007;

2.17 “trust” means the arrangement through which the property of one person is made over or

bequeathed to a trustee to administer such property for the benefit of another person; and

2.18 “trustee” means any person, including the founder of a trust, to whom property is bequeathed in

order for such property to be administered for the benefit of another person.

3. ADJUDICATION USING A POINT SYSTEM

3.1 The bidder obtaining the highest number of total points will be awarded the contract.

3.2 Preference points shall be calculated after prices have been brought to a comparative basis

taking into account all factors of non-firm prices and all unconditional discounts;.

3.3 Points scored must be rounded off to the nearest 2 decimal places.

3.4 In the event that two or more bids have scored equal total points, the successful bid

must be the one scoring the highest number of preference points for B-BBEE.

3.5 However, when functionality is part of the evaluation process and two or more bids have

scored equal points including equal preference points for B-BBEE, the successful bid must be

the one scoring the highest score for functionality.

3.6 Should two or more bids be equal in all respects, the award shall be decided by the

drawing of lots.

4. POINTS AWARDED FOR PRICE

4.1 THE 80/20 OR 90/10 PREFERENCE POINT SYSTEMS

A maximum of 80 or 90 points is allocated for price on the following basis:

80/20 or 90/10

min

min180

P

PPtPs or

min

min190

P

PPtPs

Where

Ps = Points scored for comparative price of bid under consideration



Pt = Comparative price of bid under consideration

Pmin = Comparative price of lowest acceptable bid

5. Points awarded for B-BBEE Status Level of Contribution

5.1 In terms of Regulation 5 (2) and 6 (2) of the Preferential Procurement Regulations, preference

points must be awarded to a bidder for attaining the B-BBEE status level of contribution in

accordance with the table below:

B-BBEE Status Level of

Contributor

Number of points

(90/10 system)

Number of points

(80/20 system)

1 10 20

2 9 18

3 8 16

4 5 12

5 4 8

6 3 6

7 2 4

8 1 2

Non-compliant contributor 0 0

5.2 Bidders who qualify as EMEs in terms of the B-BBEE Act must submit a certificate issued by an

Accounting Officer as contemplated in the CCA or a Verification Agency accredited by SANAS or a

Registered Auditor. Registered auditors do not need to meet the prerequisite for IRBA’s approval

for the purpose of conducting verification and issuing EMEs with B-BBEE Status Level Certificates.

5.3 Bidders other than EMEs must submit their original and valid B-BBEE status level verification

certificate or a certified copy thereof, substantiating their B-BBEE rating issued by a Registered

Auditor approved by IRBA or a Verification Agency accredited by SANAS.

5.4 A trust, consortium or joint venture, will qualify for points for their B-BBEE status level as a legal

entity, provided that the entity submits their B-BBEE status level certificate.

5.5 A trust, consortium or joint venture will qualify for points for their B-BBEE status level as an

unincorporated entity, provided that the entity submits their consolidated B-BBEE scorecard as if

they were a group structure and that such a consolidated B-BBEE scorecard is prepared for every

separate bid.

5.6 Tertiary institutions and public entities will be required to submit their B-BBEE status level certificates



in terms of the specialized scorecard contained in the B-BBEE Codes of Good Practice.

5.7 A person will not be awarded points for B-BBEE status level if it is indicated in the bid documents that

such a bidder intends sub-contracting more than 25% of the value of the contract to any other

enterprise that does not qualify for at least the points that such a bidder qualifies for, unless the

intended sub-contractor is an EME that has the capability and ability to execute the sub-contract.

5.8 A person awarded a contract may not sub-contract more than 25% of the value of the contract to

any other enterprise that does not have an equal or higher B-BBEE status level than the person

concerned, unless the contract is sub-contracted to an EME that has the capability and ability to

execute the sub-contract.

6. BID DECLARATION

6.1 Bidders who claim points in respect of B-BBEE Status Level of Contribution must complete the

following:

7. B-BBEE STATUS LEVEL OF CONTRIBUTION CLAIMED IN TERMS OF PARAGRAPHS 1.3.1.2

AND 5.1

7.1 B-BBEE Status Level of Contribution: …………. = ……………(maximum of 10 or 20 points)

(Points claimed in respect of paragraph 7.1 must be in accordance with the table reflected in

paragraph 5.1 and must be substantiated by means of a B-BBEE certificate issued by a

Verification Agency accredited by SANAS or a Registered Auditor approved by IRBA or an

Accounting Officer as contemplated in the CCA).

8 SUB-CONTRACTING

8.1 Will any portion of the contract be sub-contracted? YES / NO (delete which is not applicable)

8.1.1 If yes, indicate:

(i) what percentage of the contract will be subcontracted?

............……………….…%

(ii) the sub-contractor’s information:

Name and address of Subcontractor % of Work B-BBEE Level EME (yes/no)

9 DECLARATION WITH REGARD TO COMPANY/FIRM

9.1 Name of company/firm: ..............................................................................................

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

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



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

9.4 TYPE OF COMPANY/ FIRM

Partnership/Joint Venture / Consortium

One person business/sole propriety

Close corporation

Company

(Pty) Limited

[TICK APPLICABLE BOX]

9.5 DESCRIBE PRINCIPAL BUSINESS ACTIVITIES

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

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

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

9.6 COMPANY CLASSIFICATION

Manufacturer

Supplier

Professional service provider

Other service providers, e.g. transporter, etc.

[TICK APPLICABLE BOX]

9.7 Total number of years the company/firm has been in business? ………………………

9.8 I/we, the undersigned, who is / are duly authorised to do so on behalf of the company/firm,

certify that the points claimed, based on the B-BBE status level of contribution indicated in

paragraph 7 of the foregoing certificate, qualifies the company/ firm for the preference(s)

shown and I / we acknowledge that:

(i) The information furnished is true and correct;

(ii) The preference points claimed are in accordance with the General Conditions as

indicated in paragraph 1 of this form.

(iii) In the event of a contract being awarded as a result of points claimed as shown

in paragraph 7, the contractor may be required to furnish documentary proof to

the satisfaction of the purchaser that the claims are correct;

(iv) If the B-BBEE status level of contribution has been claimed or obtained on a

fraudulent basis or any of the conditions of contract have not been fulfilled, the

purchaser may, in addition to any other remedy it may have –

(a) disqualify the person from the bidding process;

(b) recover costs, losses or damages it has incurred or suffered as a result

of that person’s conduct;

(c) cancel the contract and claim any damages which it has suffered as a



result of having to make less favourable arrangements due to such

cancellation;

(d) restrict the bidder or contractor, its shareholders and directors, or only the

shareholders and directors who acted on a fraudulent basis, from

obtaining business from any organ of state for a period not exceeding

10 years, after the audi alteram partem (hear the other side) rule has

been applied; and

(e) forward the matter for criminal prosecution

WITNESSES:

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

……………………………………

2. ………………………………………

DATE:………………………………..

ADDRESS:…………………………..

….………………………………

……………………………………….



T3.2.3 DECLARATION OF INTEREST (SBD 4)

1. Any legal person, including persons employed by Independent Development Trust, or persons who act

on behalf of Independent Development Trust or persons having a kinship with persons employed by

Independent Development Trust, including a blood relationship, may make an offer or offers in terms of

this bid invitation. In view of the possible allegations of favouritism, should the resulting bid, or part

thereof, be awarded to persons employed by Independent Development Trust, or to persons who act

on behalf of Independent Development Trust, or to persons connected with or related to them, it is

required that the bidder or his/her/their authorized representative shall declare his/her/their position vis-

á-vis the evaluating authority and/or take an oath declaring his/her/their interest, where

1.1 the bidder is employed by Independent Development Trust or acts on behalf of Independent

Development Trust;

and/or

1.2 the legal person on whose behalf the bid document is signed, has a relationship with a

person/persons who are involved with the evaluation of the bid(s), or where it is known that such a

relationship exists between the person or persons for whom or on whose behalf the declarant acts

and persons who are involved with the evaluation of the bid

IN ORDER TO GIVE EFFECT TO THE ABOVE, THE FOLLOWING QUESTIONNAIRE SHALL BE

COMPLETED AND SUBMITTED WITH THE BID:

2. Are you or any person connected with the bid employed by Independent Development Trust?

YES / NO

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

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

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

employed by Independent Development Trust, concerned with any Bid Committee or Supply Chain

Management Unit, and who may be involved with the evaluation or adjudication of this bid. YES / NO

3.1 If “YES”, state particulars....................................................................................

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

4. Are you or any person connected with the bid aware of any relationship (family, friend, other) between

another bidder and any person employed by Independent Development Trust, concerned with any



Committee or Supply Chain Management Unit, who may be involved with the evaluation or adjudication

of this bid? YES / NO

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

………………………………………………………………………………………………

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

SIGNATURE OF DECLARANT BID NUMBER: DATE

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

POSITION OF DECLARANT NAME OF BIDDER



T3.2.4 DECLARATION OF BIDDER’S PAST SUPPLY CHAIN MANAGEMENT

PRACTICES (SDB 8)

(To be completed by Bidder.)

1 The bid of any bidder may be disregarded if that bidder, or any of its directors have-

a. abused Independent Development Trust ’s supply chain management system;

b. committed fraud or any other improper conduct in relation to such system; or

c. failed to perform on any previous contract.

2 The following questionnaire must be completed and submitted with the bid.

Item Question Yes No

1 Is the bidder or any of its directors listed on the National

Treasury/Independent Development Trust’s database as companies or

persons prohibited from doing business with the public sector?

Yes

No

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

…………………………………………………………………………………………..

…………………………………………………………………………………………..

2 Is the bidder or any of its directors listed on the Register for Bid Defaulters in

terms of section 29 of the Prevention and Combating of Corrupt Activities Act

(No 12 of 2004)?

Yes

No

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

…………………………………………………………………………………………..

…………………………………………………………………………………………..

3 Was the bidder or any of its directors convicted by a court of law (including a

court outside of the Republic of South Africa) for fraud or corruption during the

past five years?

Yes

No


…………………………………………………………………………………………..

…………………………………………………………………………………………..

4 Was any contract between the bidder and any organ of state terminated

during the past five years on account of failure to perform on or comply with

the contract?

Yes

No




…………………………………………………………………………………………..

…………………………………………………………………………………………..

CERTIFICATION

I, THE UNDERSIGNED

(FULL NAME)………………………………………………………

CERTIFY THAT THE INFORMATION FURNISHED ON THIS DECLARATION FORM IS TRUE AND

CORRECT. I ACCEPT THAT, IN ADDITION TO CANCELLATION OF A CONTRACT, ACTION MAY

BE TAKEN AGAINST ME SHOULD THIS DECLARATION PROVE TO BE FALSE.

………………………………………... …………………………..

Signature Date

…………………………………………

Position

………………………………………………………………………………………………

Name of Bidder



T3.2.5 COPY OF A LETTER OF GOODSTANDING WITH COMPANSATION FOR

OCCUPATIONAL AND INJURIES DISEASE ACT (COIDA) REGISTRATION

CERTIFICATE

Attached hereto is my / our certified copy of LETTER of good standing with the Compensation for

Occupational Injuries and Diseases, e.g. letter of good standing. My / our failure to submit the

certificate with your tender offer will lead to the conclusion that your entity/ company is not

registered with COIDA, and therefore, the bid will be disqualified.



T3.2.6 FIRM’S COPY OF REGISTRATION OF INCORPORATION OR COMPANY

REGISTRATION DOCUMENTS AND ID COPIES OF DIRECTORS/MEMBERS/OWNERS

Attached hereto is my / our original certified copies of company registration of incorporation or

company registration documents. My failure to submit the copy with my / our tender document will

lead to the conclusion that I am / we are not registered as claimed and our bid will be disqualified

Certified ID copies of directors in the case of a company, members in the case of a close

corporation or partnership or owners in the case of a sole trader must be attached.



T3.2.7 TAX CLEARANCE CERTIFICATE

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

IMPORTANT NOTES:

1. The following is an abstract from the Preferential Procurement Regulations 2001 promulgated with

the Preferential Policy Framework Act No 5 of 2000:

"Tax clearance certificate

16. No contract may be awarded to a person who has failed to submit an original Tax Clearance

Certificate from the South African Revenue Service (“SARS”) certifying the taxes of that person to be

in order or that suitable arrangement have been made with SARS."

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

completed by the tenderer in every detail and submitted to the Receiver of Revenue where the

tenderer is registered for income tax purposes. The Receiver of Revenue will then furnish the

tenderer with a Tax Clearance Certificate that will be valid for 6 months from date of issue,

unless otherwise indicated on the certificate issued by SARS. This Tax Clearance Certificate

must be submitted in the original as an integral part of the tender.

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

Clearance Certificate.

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

tender.

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

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



T3.2.8 CERTIFICATE OF INDEPENDENT BID DETERMINATION (SBD 9)

1 This Standard Bidding Document (SBD) must form part of all bids¹ invited.

2 Section 4 (1) (b) (iii) of the Competition Act No. 89 of 1998, as amended, prohibits an agreement

between, or concerted practice by, firms, or a decision by an association of firms, if it is between

parties in a horizontal relationship and if it involves collusive bidding (or bid rigging).² Collusive

bidding is a pe se prohibition meaning that it cannot be justified under any grounds.

3 Treasury Regulation 16A9 prescribes that accounting officers and accounting authorities must take

all reasonable steps to prevent abuse of the supply chain management system and authorizes

accounting officers and accounting authorities to:

a. disregard the bid of any bidder if that bidder, or any of its directors have abused the

institution’s supply chain management system and or committed fraud or any other

improper conduct in relation to such system.

b. cancel a contract awarded to a supplier of goods and services if the supplier committed

any corrupt or fraudulent act during the bidding process or the execution of that contract.

4 This SBD serves as a certificate of declaration that would be used by institutions to ensure that,

when bids are considered, reasonable steps are taken to prevent any form of bid-rigging.

5 In order to give effect to the above, the attached Certificate of Bid Determination (SBD 9) must be

completed and submitted with the bid:



CERTIFICATE OF INDEPENDENT BID DETERMINATION (SBD 9)

I, the undersigned, in submitting the accompanying bid:

TENDER NO: IDT-PFM01-2016

A CALL FOR BUILT ENVIRONMENT PROFESSIONAL TECHNICAL SUPPORT


MANAGEMENT AT IDENTIFIED OFFICES OF THE INDEPENDENT DEVELOPMENT

TRUST (IDT)

(Bid Number and Description)

In response to the invitation for the bid made by:

THE INDEPENDENT DEVELOPMENT TRUST

(Name of Institution)

do hereby make the following statements that I certify to be true and complete in every respect:

I certify, on behalf of: that:

(Name of Bidder)

1. I have read and I understand the contents of this Certificate;

2. I understand that the accompanying bid will be disqualified if this Certificate is found not to be true

and complete in every respect;

3. I am authorized by the bidder to sign this Certificate, and to submit the accompanying bid, on behalf

of the bidder;

4. Each person whose signature appears on the accompanying bid has been authorized by the bidder

to determine the terms of, and to sign the bid, on behalf of the bidder;



5. For the purposes of this Certificate and the accompanying bid, I understand that the word

“competitor” shall include any individual or organization, other than the bidder, whether or not

affiliated with the bidder, who:

(a) has been requested to submit a bid in response to this bid invitation;

(b) could potentially submit a bid in response to this bid invitation, based on their qualifications,

abilities or experience; and

(c) provides the same goods and services as the bidder and/or is in the same line of business as

the bidder

6. The bidder has arrived at the accompanying bid independently from, and without consultation,

communication, agreement or arrangement with any competitor. However communication between

partners in a joint venture or consortium will not be construed as collusive bidding.

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

(a) prices;

(b) geographical area where product or service will be rendered (market allocation)

(c) methods, factors or formulas used to calculate prices;

(d) the intention or decision to submit or not to submit, a bid;

(e) the submission of a bid which does not meet the specifications and conditions of the bid; or

(f) bidding with the intention not to win the bid.

8. In addition, there have been no consultations, communications, agreements or arrangements with

any competitor regarding the quality, quantity, specifications and conditions or delivery particulars of

the products or services to which this bid invitation relates.

9. The terms of the accompanying bid have not been, and will not be, disclosed by the bidder, directly

or indirectly, to any competitor, prior to the date and time of the official bid opening or of the awarding

of the contract.

10. I am aware that, in addition and without prejudice to any other remedy provided to combat any

restrictive practices related to bids and contracts, bids that are suspicious will be reported to the

Competition Commission for investigation and possible imposition of administrative penalties in

terms of section 59 of the Competition Act No 89 of 1998 and or may be reported to the National

Prosecuting Authority (NPA) for criminal investigation and or may be restricted from conducting



business with the public sector for a period not exceeding ten (10) years in terms of the Prevention

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

11. Joint venture or Consortium means an association of persons for the purpose of combining their

expertise, property, capital, efforts, skill and knowledge in an activity for the execution of a contract.

SIGNATURE: IDENTITY NUMBER:

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

¹ Includes price quotations, advertised competitive bids, limited bids and proposals.

² Bid rigging (or collusive bidding) occurs when businesses, that would otherwise be expected to compete, secretly conspire to raise prices or

lower the quality of goods and / or services for purchasers who wish to acquire goods and / or services through a bidding process. Bid rigging

is, therefore, an agreement between competitors not to compete.

³ Joint venture or Consortium means an association of persons for the purpose of combining their expertise, property, capital, efforts, skill and

knowledge in an activity for the execution of a contract.



T3.2.9 NOTARISED JOINT VENTURE AGREMMENT (IF APPLICABLE)

Attached hereto is our notarized joint venture agreement. Our failure to submit the signed

notarized joint venture agreement with your tender offer will lead to the conclusion that the

tenderer is not a joint venture. In the event that the tenderer is a joint venture, the non-

submission of the agreement will lead to disqualification



T3.2.10 NOTARISED CONSORTIUM AGREMMENT (IF APPLICABLE)

Attached hereto is our notarised consortium agreement. Our failure to submit the signed

notarised consortium agreement with your tender offer will lead to the conclusion that the

tenderer is not a consortium. In the event that the tenderer is a consortium agreement, the

non-submission of the agreement will lead to disqualification



T3.2.11 CERTIFIED COPY OF THE PROFESSIONAL REGISTRATION OF THE KEY

PERSONNEL/s

Attached hereto is the certified copy of the professional registration with one of the following

accreditors: SACPCMP, ACPM, PMSA, APMSA, PMI and/or as Pr QS, Pr Arch, Pr Eng. Failure to

submit the certified copy of the professional registration of the key personnel with one of the

accreditor listed above, will lead to disqualification of the tender



T3.2.12 Owner’s Professional Registration

Attached hereto is the certified copy of my / our professional registration related to the built

environment. My / our failure to submit the professional registration of at least one of the owner of my

/ our entity with this tender document will lead to the disqualification of this tender.



T3.2.13 B-BBEE CERTIFICATE

Attached hereto is my / our original or original certified copy of my / our B-BBEE Certificate issued by

a verification agency accredited by SANAS. My failure to submit the certificate with my / our tender

document will lead to the conclusion that I am / we do not wish to claim preference points in terms of

my / our B-BBEE status.



T3.2.14 CURRIVULUM VITAE OF THE DESIGNATED PROFESSIONAL/s

Attached hereto is the curriculum vitae of the key personnel/s Failure to submit the curriculum vitae

will lead to reduced scoring under functionality/technical evaluation

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

points of view:

1) General experience (total duration of professional activity), in the specific sector, field, subject, etc.

which is directly linked to the scope of work;

2) Qualifications in the relevant field or sector; and

3) Professional registration with a professional body in the specific sector, field, subject, etc which is

directly linked to the scope of work.

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

The CV should be structured under the following headings:

1 Personal particulars

- name

- date and place of birth

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

- professional awards

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

professional registrations)

3 Name of current employer and position in enterprise

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

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

.



T3.2.15 CERTIFIED COPY OF THE PROFESSIONAL QUALIFICATION OF THE KEY

PERSONNEL/s

Attached hereto is the certified copy of the professional qualification of the key personnel/s

Failure to submit the certified copy of the professional qualification will lead to reduced

scoring under functionality/technical evaluation.



T3.2.16 CERTIFIED COPY OF THE ADDITIONAL PROFESSIONAL REGISTRATION OF

THE KEY/S PERSONNEL/s

Attached hereto is the certified copy of the professional registration with at least one of the bodies

within the built environment such us Engineer, Quantity Surveyor or Architect i.e. PrEng, PrQS or

PrArch ). Failure to submit the certified copy of the additional professional registration of the key

personnel/s will lead to reduced scoring under functionality/technical evaluation.



T3.2.17 PROGRAMME/PORTFOLIO MANAGEMENT PROPOSAL IN THE PUBLIC SECTOR

Attached hereto is the Programme/Portfolio Management proposal in the public sector.

Failure to submit the Programme/Portfolio Management proposal in the public sector will

lead to reduced scoring under functionality/technical evaluation.



T3.2.18 FINACIAL OFFER

Bidders are required to provide Financial Offer as per table below based on the detailed scope of work

specified under section 3.3 below. Failure to submit the detailed financial offer for the life circle of the project

will lead to disqualification.

Resource Information Key Person 1 Key Person 2 (If Applicable)

Full Name

Qualification and Registration

Monthly Fee (Vat Inclusive)

Annually Fee (Vat Inclusive)

Total Cost

Signed Date

Name Position

Tenderer

Company

Registration

Number



ANNEXURES



Annexure A: IDT’s Standard Conditions of Tender

INDEPENDENT DEVELOPMENT TRUST STANDARD CONDITIONS

OF TENDER



SEPTEMBER 2015

1 General Actions

1. The Independent Development Trust, Independent Development

Trust's Representative and each tenderer submitting a tender shall act as stated in these Conditions of Tender and in a manner which is fair, equitable, transparent, competitive and cost-effective. The Conditions of Tender and the Tender Data shall not form part of any contract arising from this invitation to tender.

Communication 2. Each communication between the Independent Development

Trust and a tenderer shall be to or from Independent Development Trust's Representative only, and in a form that can be read, copied and recorded. Communication shall be in the English language. The Independent Development Trust takes no responsibility for non-receipt of communications from or by a tenderer.

Independent Development Trust's rights to accept or reject any tender

3. The Independent Development Trust may accept or reject any variation, deviation, tender, or alternative tender, and may cancel the tender process and reject all tenders at any time prior to the formation of a contract. The Independent Development Trust or Independent Development Trust's Representative will not accept or incur any liability to a tenderer for such cancellation and rejection, but will give reasons for the action. The Independent Development Trust reserves the right to accept the whole of any part of any tender.

4. After the cancellation of the tender process or the rejection of all

tenders the Independent Development Trust may abandon the proposed work and services, have it performed in any other manner, or re-issue a similar invitation to tender at any time.

2 Tenderer's obligations The tenderer shall comply with the following obligations when

submitting a tender and shall: Eligibility 1 Submit a tender only if the tenderer complies with the criteria stated in

the Evaluation Criteria. Cost of tendering 2 Accept that the Independent Development Trust will not compensate

the tenderer for any costs incurred in the preparation and submission of a tender.

Check documents 3 Check the tender documents on receipt, including pages within them,

and notify the Independent Development Trust's Representative of any discrepancy or omissions.

Copyright of documents

4 Use and copy the documents provided by the Independent Development Trust only for the purpose of preparing and submitting a tender in response to this invitation.



Standardised specifications and other publications

5 Obtain, as necessary for submitting a tender, copies of the latest revision of standardised specifications and other publications, which are not attached but which are incorporated into the tender documents by reference.

Acknowledge receipt

6 Preferably complete the Receipt of invitation to submit a tender form attached to the Invitation and return it within five days of receipt of the invitation.

7 Acknowledge receipt of Addenda to the tender documents, which

Independent Development Trust's Representative may issue, and if necessary apply for an extension to the deadline for tender submission, in order to take the Addenda into account.

Site visit and / or clarification meeting

8 Attend a site visit and/or clarification meeting at which tenderers may familiarise themselves with the proposed work, services or supply, location, etc. Details of the meeting are stated in the Tender Advert.

Seek clarification 9 Request clarification of the tender documents, if necessary, by

notifying Independent Development Trust's Representative earlier than the closing time for clarification of queries.

Pricing the tender 10 Include in the rates, prices, and the tendered total of the prices (if any)

all duties, taxes (except VAT), and other levies payable by the successful tenderer. Such duties, taxes and levies are those applicable 14 days prior to the deadline for tender submission.

11 Show Value Added Tax (VAT) payable by Independent Development

Trust separately as an addition to the tendered total of the prices. 12 Provide rates and prices that are fixed for the duration of the contract

and not subject to adjustment except as provided for in the conditions of contract.

13 State the rates and Prices in South African Rand unless instructed

otherwise as an additional condition in the Tender Data. The selected conditions of contract may provide for part payment in other currencies.

Alterations to documents

14 Not make any alterations or additions to the tender documents, except to comply with instructions issued by the Independent Development Trust's Representative or if necessary to correct errors made by the tenderer. All such alterations shall be initialled by all signatories to the tender. Corrections may not be made using correction fluid, correction tape or the like.

Alternative tenders 15 Submit alternative tenders only if a main tender, strictly in accordance

with all the requirements of the tender documents is also submitted. The alternative tender is submitted with the main tender together with a schedule that compares the requirements of the tender documents with the alternative requirements the tenderer proposes.

16 Accept that an alternative tender may be based only on the criteria

stated in the Tender Data and as acceptable to Independent Development Trust.



Submitting a tender

17 Submit a tender for providing the whole of the works, services or supply identified in the Terms of Reference unless stated otherwise as an additional condition.

19 Submit the tender as an original plus and provide an English

translation for documentation submitted in a language other than English. Tenders may not be written in pencil but must be completed in ink.

20 Sign the original and all copies of the tender where indicated.

Independent Development Trust will hold the signatory duly authorised and liable on behalf of the tenderer.

21 Accept that Independent Development Trust will not assume any

responsibility for the misplacement or premature opening of the tender if the outer package is not sealed and marked as stated.

Note:

Independent Development Trust prefers not to receive tenders by post, and takes no responsibility for delays in the postal system or in transit within or between Independent Development Trust offices.

Where tenders are sent per fax, Independent Development Trust takes no responsibility for difficulties in transmission caused by line or equipment faults.

Where tenders are sent via courier, Independent Development Trust takes no responsibility for tenders delivered to any other site than the tender office.

Independent Development Trust employees are not permitted to deposit a tender into the Independent Development Trust tender box on behalf of a tenderer.

Closing time 22 Ensure that Independent Development Trust has received the tender

at the address and in the tender box or fax specified in the Tender Advert no later than the deadline for tender submission. Proof of posting will not be taken by Independent Development Trust as proof of delivery. Independent Development Trust will not accept a tender submitted telephonically, E-mail or by telegraph unless stated otherwise in the Tender Data.

23 Accept that, if Independent Development Trust extends the deadline

for tender submission for any reason, the requirements of these Conditions of Tender apply equally to the extended deadline.

Tender validity 24 Hold the tender(s) valid for acceptance by Independent Development

Trust at any time within the validity period after the deadline for tender submission.

25 Extend the validity period for a specified additional period if

Independent Development Trust requests the tenderer to extend it. A tenderer agreeing to the request will not be required or permitted to modify a tender, except to the extent Independent Development Trust may allow for the effects of inflation over the additional period.

Clarification of tender after

26 Provide clarification of a tender in response to a request to do so from



submission Independent Development Trust's Representative during the evaluation of tenders. This may include providing a breakdown of rates or Prices. No change in the total of the Prices or substance of the tender is sought, offered, or permitted except as required by Independent Development Trust's Representative to confirm the correction of arithmetical errors discovered in the evaluation of tenders. The total of the Prices stated by the tenderer as corrected by Independent Development Trust's Representative with the concurrence of the tenderer, shall be binding upon the tenderer

Submit bonds, policies etc.

27 If instructed by Independent Development Trust's Representative (before the formation of a contract), submit for Independent Development Trust's acceptance, the bonds, guarantees, policies and certificates of insurance required to be provided by the successful tenderer in terms of the conditions of contract.

28 Undertake to check the final draft of the contract provided by

Independent Development Trust's Representative, and sign the contract all within the time required by these Conditions of Tender. The Independent Development Trust to sign and issue the contract.

Fulfil BEE requirements

29 Comply with Independent Development Trust’s requirements regarding B-BBEE, Youth-owned, Disabled-owned and Black Women-owned Suppliers.

3 Independent Development Trust's undertakings Independent Development Trust, and Independent Development

Trust's Representative, shall: Respond to clarification

1 Respond to a request for clarification received earlier than the closing time for clarification of queries. The response is notified to all tenderers.

Issue Addenda 2 If necessary, issue to each tenderer from time to time during the

period from the date of the Invitation until the closing time for clarification of queries, Addenda that may amend, amplify, or add to the tender documents. If a tenderer applies for an extension to the deadline for tender submission, in order to take Addenda into account in preparing a tender, Independent Development Trust may grant such an extension and Independent Development Trust's Representative shall notify the extension to all tenderers.

Return late tenders

3 Tenders will be deemed late if they are not in the designated tender box at the date and time stipulated as the deadline for tender submission.

Tender opening 4 Open the tenders in the presence of the tenderers’ representatives

who choose to attend at the time and place stated in the Tender Data. Tenders for which an acceptable notice of withdrawal has been submitted will not be opened.

Non-disclosure 5 Not disclose to tenderers, or to any other person not officially

concerned with such processes, information relating to the evaluation



and comparison of tenders and recommendations for the award of a contract.

Grounds for rejection

6 Consider rejecting a tender if there is any effort by a tenderer to influence the processing of tenders or contract award.

Disqualification 7 Instantly disqualify a tenderer (and his tender) if it is established that

the tenderer offered an inducement to any person with a view to influencing the placing of a contract arising from this invitation to tender.

Test for responsiveness

8 Determine before detailed evaluation, whether each tender properly received

meets the requirements of these Conditions of Tender,

has been properly signed, and

Is responsive to the requirements of the tender documents. 9 Judge a responsive tender as one which conforms to all the terms,

conditions, and specifications of the tender documents without material deviation or qualification. A material deviation or qualification is one which, in Independent Development Trust's opinion would

detrimentally affect the scope, quality, or performance of the works, services or supply identified in the Contract Data,

change Independent Development Trust's or the tenderer's risks and responsibilities under the contract, or

affect the competitive position of other tenderers presenting responsive tenders, if it were to be rectified.

Non-responsive tenders

10 Reject a non-responsive tender, and not allow it to be subsequently made responsive by correction or withdrawal of the non-conforming deviation or reservation.

Arithmetical errors 11 Check responsive tenders for arithmetical errors, correcting them as

follows:

Where there is a discrepancy between the amounts in figures and in words, the amount in words shall govern.

If a bill of quantities applies and there is a discrepancy between the rate and the line item total, resulting from multiplying the rate by the quantity, the rate as quoted shall govern. Where there is an obviously gross misplacement of the decimal point in the rate, the line item total as quoted shall govern, and the rate will be corrected.

Where there is an error in the total of the Prices, either as a result of other corrections required by this checking process or in the tenderer's addition of prices, the total of the Prices, if any, will be corrected.

12 Reject a tender if the tenderer does not accept the corrected total of

the Prices (if any). Evaluating the tender

13 Evaluate responsive tenders in accordance with the procedure stated in the Evaluation Criteria. The evaluated tender price will be disclosed only to the relevant Independent Development Trust tender committee and will not be disclosed to tenderers or any other person.

Clarification of a tender

14 Obtain from a tenderer clarification of any matter in the tender which



may not be clear or could give rise to ambiguity in a contract arising from this tender if the matter were not to be clarified.

Acceptance of tender

15 Notify the Independent Development Trust's acceptance to the successful tenderer before the expiry of the validity period, or agreed additional period. Providing the notice of acceptance does not contain any qualifying statements, it will constitute the formation of a contract between Independent Development Trust and the successful tenderer.

Notice to unsuccessful tenderers

16 After the successful tenderer has acknowledged Independent Development Trust’s notice of acceptance, unsuccessful tenderers must consider their tenders unsuccessful if not contacted one month after date of tender closure.

Prepare contract documents

17 Revise the contract documents issued by Independent Development Trust as part of the tender documents to take account of

Addenda issued during the tender period,

inclusion of some of the tender returnables, and

Other revisions agreed between Independent Development Trust and the successful tenderer, before the issue of the Independent Development Trust's notice of acceptance (of the tender).

Issue final contract

18 Issue the final contract documents to the successful tenderer for acceptance within one week of the date of Independent Development Trust's notice of acceptance.

Sign Contract 19 Arrange for authorised signatories of both parties to complete and

sign the original contract. If either party requires the signatories to initial every page of the contract documents, the signatories for the other party comply with the request.

Provide copies of the contracts

20 Provide to the successful tenderer one of copy of the contract of the date of Independent Development Trust's acceptance of the tender.

Independent Development Trust · SACPCMP, ACPM, PMSA, APMSA, PMI and/or as Pr QS, Pr Arch, Pr Eng....

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