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BID DOCUMENT

Dr. KENNETH KAUNDA DISTRICT MUNICIPLAITY ECONOMIC AGENCY (SOC) LTD

TENDER NO: KKDMEA02:02/17

PROVISION OF ACCOUNTING SERVICES FOR A PERIOD OF

ONE (1) YEARS

BIDDER’S DETAIL

NAME OF COMPANY:

CONTACT PERSON:

TELEPHONE NUMBER:

FAX NUMBER:

ADDRESS:

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Date of Issuance:

09 February 2017

Issuing Office:

Dr. KKDM Economic Agency (SOC) Ltd

51 Leask Street

Westend Building

Klerskdorp

(018) 462 6586 (t)

(018) 462 5061 (f)

Closing Date:

08 March 2017

Contact Person

Ms TP Chofu

Tel: 018 462 6586

and or

Mr. M. Daffue

084 200 0189

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This document consists of the following sections:

A. Invitation to Tender

B. Conditions of Tender and Contract

C. Returnable Documents

D. Specifications

E. Payment Schedule

F. Offer and Acceptance Form

For a Tender to be responsive:

The following documents must be attached to the tender document:

a. An original valid TAX CLEARANCE CERTIFICATE issued by the SOUTH AFRICAN REVENUE

SERVICES must be attached to the tender document

b. Copy of proof of payment of municipal account

c. All returnable schedules and forms must be duly completed by the bidder

Non-responsive tenders will not be considered

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A. INVITATION TOTENDER

Tenders are hereby invited from interested bidders that have necessary expertise and experience in the field of

FINANCE AND ACCOUNTINGon the submission of proposal for PROVISION OF ACCOUNTING SERVICES

FOR A PERIOD OF ONE YEAR.

Tender documents are available at a non-refundable deposit of R0.00

Sealed tenders duly endorsed ‘TENDER NO: KKDMEA02:02/17 PROVISION OF ACCOUNTING SERVICES

FOR A PERIOD OF ONE (1) YEARand the name and address of the tender: must be deposited in the tender

box at the reception of Dr. KKDM Economic Agency, 02 Chris Hanie Road; Disaster Risk Management

Centre Building, Klerksdorp on or before 12h:00 on the 08th of March 2017.

Proposals will be evaluated using a two stage assessment process; the first assessment shall be

FUNCTIONALITY, assessed on 100 points basis. The second stage shall be 80/20 point system, where 80

points will be awarded for Price and 20 points awarded for participation by HDI, Women, Disabled and Locals.

No tenders will be accepted after the closing time and date. No tenders per facsimile or e-mail will be accepted.

The Dr Kenneth Kaunda District Municipality Economic Agency reserves the right not to accept any tender and

to re-advertise if so wishes.

Enquiries regarding the project should be directed to Ms. TP Chofu at telephone number (018) 462 6586 / 063

044 6709 and or Mr M. Daffue on 082 200 0189

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B. BID SPECIFICATIONS

1. BACKGROUND

1.1 THE ROLE OF THE AGENCY IN PREPARING THE FINANCIAL STATEMENTS

Dr. Kenneth Kaunda District Municipality Economic Agency is an entity of Dr Kenneth Kaunda District

Municipality. The entity is required to maintain adequate accounting records and is responsible for the

content and integrity of the financial statements and related financial information developed. The

financial statements developed by the Agency need to fairly present the state of affairs of the municipal

entity as at the reporting end and the results of its operations and cash flows for the reporting period.

The Agency is ultimately responsible for the system of internal financial control established and place

considerable importance on maintaining a strong control environment. To enable the Agency to meet

these responsibilities, the Board sets standards for internal control aimed at reducing the risk of error

or deficit in a cost effective manner. The standards include the proper delegation of responsibilities

within a clearly defined framework, effective accounting procedures and adequate segregation of duties

to ensure an acceptable level of risk. These controls are monitored throughout the municipal entity and

all employees are required to maintain the highest ethical standards in ensuring the municipal entity’s

business is conducted in a manner that in all reasonable circumstances is above reproach.

The focus of risk management in the municipal entity is on identifying, assessing, managing and

monitoring all known forms of risk across the municipal entity. While operating risk cannot be fully

eliminated, the municipal entity should endeavors to minimize it by ensuring that appropriate

infrastructure, controls, systems and ethical behavior are applied and managed within predetermined

procedures and constraints. The system of internal control need to provide reasonable assurance that

the financial records may be relied on for the preparation of the financial statements.

The Agency has to review the municipal entity’s cash flow forecast for each financial year and in the

light of this review and the current financial position, the Agency must be satisfied that it has or has

access to adequate resources to continue in operational existence for the foreseeable future.

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The Agency is wholly dependent on the Dr. Kenneth Kaunda District Municipality for continues funding

of operations. The financial statements are prepared on the basis that the Agency is a going concern

and that the Dr. Kenneth Kaunda District Municipality has neither the intention nor the need to liquidate

or curtail materially the scale of the Agency.

1.2 PREPARATION OF THE FINANCIAL STATEMENTS

The financial statements have to be prepared in accordance with Standards of Generally

Recognized Accounting Practice (GRAP) including any interpretations, guidelines and directives

issued by the Accounting Standards Board. The financial statements are based upon

appropriate accounting policies consistently applied and supported by reasonable and prudent

judgment and estimates.

1.3 EXTERNAL AUDIT

Each and every year the external auditors are engaged to express an independent opinion on

the financial statements and they need to be given unrestricted access to all financial records

and related data.

Although the board is primarily responsible for the financial affairs of the Agency, they are

supported by the Agency’s internal auditors. The external auditors are responsible for

independently reviewing and reporting on the Agency’s financials.

2. SPECIFICATIONS

The following are key services to be provided by the service provider to the Agency, the Agency

might time to time request the service provider to provide additional work not reflected in the

works below, in that case the services provider will produce a quotation for approval by the

Agency:

2.1 MONTHLY WORK

2.1.1 MONTHLY RECONCILIATIONS

Prepare monthly reconciliations and ensure that:

1. The revenue received by the Agency is reconciled on a monthly basis

2. All accounts of the Agency are reconciled each month

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2.1.2 MONTHLY FINANCIAL STATEMENT BUDGET

Prepare monthly financial statements reflecting actual against budget on the following:

1. Revenue

2. Borrowings

3. Expenditures

4. The amount of any allocation received

5. Material variance

2.2 BI-MONTHLY WORK

The following are services to be provided on a bi-monthly basis:

1. VAT returns

2.3 MID YEAR FINANCIAL REPORT

Preparation of mid-year financial report including but not limited to the following:

1. Statement of Financial Position

2. Statement of Financial Performance

3. Statement of Changes in Net Assets

4. Cash Flow Statement

5. Accounting Policies

6. Notes to the Financial Statements

2.4 ANNUAL FINANCIAL REPORT

Preparation of full year financial report. The report is prepared for evaluation by the external

auditors. The report will include but not limited to the following:

1. Statement of Financial Position

2. Statement of Financial Performance

3. Statement of Changes in Net Assets

4. Cash Flow Statement

5. Accounting Policies

6. Notes to the Financial Statements

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C. CONDTIONS OF TENDER AND CONTRACT

1. GENERAL

1.1 ACTIONS

The employer and each person/organization submitting a tender shall comply with these

conditions. In their dealings with each other, they shall discharge their duties and obligations,

timeously and with integrity and transparency.

1.2 INTERPRETATION

The additional information and requirements as contained in returnable documents and schedules are

deemed to be part of these conditions. A tender not duly completed withal the required documents

attached will be considered as non-responsive and will be rejected.

1.3 COMMUNICATION

Each communication shall be to or from the contact person only, and in a format that can be

read, copied and recorded. The employer shall not take any responsibility for non-receipt of

communications from or by a bidder.

The contact person is:

Name: Ms T.P Chofu

Telephone Number: 018 462 6586 / 063 044 6700

Email: thandi@kkdmea.co.za

and / or

Name: Mr. M. Daffue

Telephone Number: 084 200 0189

Email: mdaffue@kaundadistrict.gov.za

1.4 THE EMPLOYER’S RIGHT TO ACCEPT OR REJECT ANY TENDER OR ANY PART OF A

TENDER

1.4.1. The employer may accept or reject

o Any part/section of the tender

o The tender in total

o Any variation or deviation from the original tender specifications

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o Alternative tender offer, and

o May cancel the tender process and reject all tender offers at any time before the formation

of a contract

The employer shall not accept or incur any liability to a person/organization for such

cancellation and rejection, but will give reasons for such action upon written request to do so.

1.5 DURATION OF CONTRACT

The contract will be valid for a period of one (1) years from the date of signing of the acceptance

part of the form or Offer and Acceptance.

1.6 EXTENSION OF THE CONTRACT

The contract can be extended with twelve (12) months subject to written mutual agreement by

both parties. All other conditions will remain the same.

1.7 PAYMENTS

The employer will pay the bidder within 30 calendar days after the date of an invoice. The bidder

will ensure that the employer has received the invoice within (7) days of the date of the invoice.

1.8 PRICING

The prices tendered will reflect the rates charged by the bidder and they will be fixed for a period

of 12 months. At the beginning of each new financial year of the one year contract the bidder

and the employer will agree in writing on new rates, which increment will inflation be rated.

1.9 DEVIATION FROM CONTRACT

The employer will in writing notify the bidder of any material deviation from the contract. If the

bidder fails to agree to the employer on any material deviation within twenty four (24) hours after

receipt of written notice, the employer can put measures in place to rectify the deviation and

recover the cost incurred by the employer from the bidder.

The employer can deduct any money owed by the bidder to the employer from any payment due

to the bidder within two (2) hours of receiving of notices.

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1.10 CANCELLATION OF CONTRACT

If the Bidder;

Does not rectify any breach in contract within seven calendar days after receiving a written notice

from the employer to this effect, or

The bidder received more than two notices of breach of contract in the same calendar month.

1.11 TRAINING

- Provide training to the Finance and Accounts officer to take full responsibility of the

Accounting Service and

- Provide proof of training provided

1.10.1 AT CANCELLATION OF CONTRACT

The bidder will remove all his property from site in the 24 hour notice period. The employer will

have the right to recover any financial loss incurred due to the cancellation of the contract form

the service provider.

Within thirty (30) days after notice of cancellation the bidder must submit his final account. The

employer will have the right to deduct any money owed by the bidder to the employer from the

payment due to the bidder. The employer will pay the bidder within thirty (30) days after receipt

of final account.

2. BIDDER’S OBLIGATIONS

2.1 ELIGIBILITY

Submit a tender only if the bidder or any of his principals, is not under any restriction to do

business with employer.

2.2 COST OF TENDERING

Accept that the employer will not compensate the bidder for any costs incurred in the preparation

and submission of a tender offer, including the costs of any testing necessary to demonstrate

that aspects of the offer satisfy requirements.

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2.3 CHECK DOCUMENTS

Check the tender documents on receipt for completeness and notify the employer of any

discrepancy or omission.

2.4 CONFIDENTIALITY AND COPYRIGHTS OF DOCUMENTS

Treat as confidential all matters arising in connection with the tender. The Bidder is allowed to

use and copy the documents issued by the employer only for the purpose of preparing and

submitting a tender offer in response to the invitation.

2.5 REFERENCE DOCUMENTS

Obtain, as necessary for submitting a tender offer, copies of the latest versions of standards,

specifications, conditions of contract and other publications, which are not attached but which

are incorporated into the tender documents by reference.

2.6 ACKNOWLEDGE ADDENDA

Acknowledge receipt of addenda to the tender documents, which the employer may issue, and

if necessary apply for an extension to the closing time stated in the tender data in order to take

the addenda into account.

2.7 PRICING THE QUOTATION

2.7.1 Include in the rates, prices, and the tendered total of the prices (if any) all duties, taxes (except Value Added Tax (VAT)), and other levies payable by the successful bidder.

2.7.2 Show VAT payable by the employer separately as an addition to the tendered total o the

prices. 2.7.3 Provide rates and prices that are fixed for the duration of twelve (12) months. 2.7.4 State the rates and prices in Rand. 2.8 ALTERATIONS TO DOCUMENTS

Not make any alterations or additions to the tender documents, except to comply with instructions issued by the employer, or necessary to correct errors made by the bidder. All signatories to the tender offer shall initial all such alterations. Erasures and the use of masking fluid are prohibited.

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2.9 SUBMITTING A TENDER OFFER The Bidder shall: 2.9.1 Submit a tender offer to provide the whole of the works, services or supply identified in the

contract data and described in the scope of works. 2.9.2 Complete all the returnable schedules and attached the required documentation to this

document 2.9.3 Sign the original and all copies of the tender offer where required. The employer will hold all

authorized signatories liable on behalf of the bidder. Signatories for bidders proposing to contract as joint ventures shall state which of the signatories is the lead partner whom the employer shall hold liable for the purpose of the offer.

2.9.4 Accept that the employer will not assume any responsibility for the misplacement or premature

opening of the tender offer if the outer package is not sealed and marked as stated. 2.10 INFORMATION AND DATA TO BE COMPLETED IN ALL RESPECTS

Tender offers, which do not provide all the data or information requested completely and in the form required, will be regarded by the employer as non-responsive and will be rejected by the employer.

2.11 TENDER OFFER VALIDITY

The tender offer(s) will be valid for acceptance by the employer for period of three calendar months after the closing date.

3. THE EMPLOYER’S UNDERTAKINGS

3.1 RETURN LATE TENDER OFFERS

Return tender offers received after the closing time stated in the Tender Data, unopened, (unless it is necessary to open a tender submission to obtain a forwarding address), to the bidder concerned.

3.2 OPENING OF TENDER SUBMISSIONS

3.2.1 Tenders will be opened at the submission venue immediately after closing time. 3.2.2 The employer shall make available the names of companies that submitted and tendered to all

interested persons upon request.

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3.3 NON-DISCLOSURE Not disclose to bidders, or to any other person not officially concerned with such processes, information relating to the evaluation and comparison of tender offers the final evaluation price and recommendations for the award of a contract, until after the award of the contract to the successful bidder.

3.4 GROUNDS FOR REJECTION AND DISQUALIFICATION Determine whether there has been any effort by a bidder to influence the processing of tender offers and instantly disqualify a bidder (and his tender offer) if it is established that he engaged in corrupt or fraudulent practices.

3.5. TESTS FOR RESPONSIVENESS

3.5.1 The employer will determine, after opening and before detailed evaluation, whether each tender offer properly received: a) Complies with the requirements of these Conditions of Tender, b) Has been properly and fully completed and signed, and c) Is responsive to the other requirements of the tender documents.

3.5.2 A responsive tender is one that 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 the Employer’s opinion, would: a) Detrimentally affect the scope, quality, or performance of the works, services or supply

identified in the Scope of Work, b) Change the Employer’s or the bidder’s risks and responsibilities under the contract, or c) Affect the competitive position of other bidders presenting responsive tenders, if it were to

be rectified. 3.5.3 The employer will reject a non-responsive tender offer, and not allow it to be subsequently

made responsive by correction or withdrawal of the non-conforming deviation or reservation. 3.5.4 Only bidders who have suitable qualifications and relevant experience based on projects

completed are eligible to submit tenders (or personnel in full time employed) 3.6 ARITHMETICAL ERRORS 3.6.1 Check responsive tender offers for arithmetical errors, correcting them in the following manner:

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

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b) If bills of quantities (or schedule of quantities or schedule of rates) apply and there is an error in the line item total resulting from the product of the unit rate and the quantity, the line item total shall govern and the rate shall be corrected. Where there is an obviously gross misplacement of the decimal point in the unit rate, the line item total as quoted shall govern, and the unit rate shall be corrected.

c) 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 bidder’s addition of prices, the total of the prices shall govern and the bidder will be asked to revise selected item prices (and their rates if bills of quantities apply) to achieve the tendered total of the prices.

3.6.2 Consider the rejection of a tender offer if the bidder does not correct or accept the correction of

his arithmetical errors.

3.7 EVALUATION OF TENDER OFFERS 3.7.1 GENERAL 3.7.1.1 The following preference point system is applicable to this bid: 3.7.1.2 Functionality shall be assessed as a first stage for the evaluation of the tender, and the

points for functionality shall be evaluated based on compliance with tender specifications, staff work experience, business previous work experience, HR and physical resources and approach in detail.

3.7.1.3 The threshold for the evaluation of functionality is 60, any bidder receiving points less

than the threshold shall be qualified. Successful tenders shall qualify for a second stage evaluation for price and preference points.

3.7.1.4 The value of this bid is estimated not to exceed R500, 000 and therefore the 80/20

system shall be applicable. 3.7.1.5 Preference points for this bid shall be awarded for:

a) Price, and b) Specific contract participation goals, as specified in the attached forms.

3.7.2 PRICE

𝐏𝐬 = 80[1 −(𝑝𝑡 − 𝑃𝑚𝑖𝑛

𝑃𝑚𝑖𝑛]

Where: Ps = points scored for price of bid under consideration Pt = Rand value of bid under consideration

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Pmin = Rand value of lowest acceptable bid 3.7.2.1 In terms of Regulation 13 (2) preference points for HDI’s are calculated on their percentage shareholding in a business, provided that they are actively involved in and exercise control over the enterprise. The following formula is prescribed in Regulation 13 (15) (c):

NEP = NOP X 𝐸𝑃

100

Where: NEP = Points awarded for equity ownership by an HDI NOP = The maximum number of points awarded for equity ownership by an HDI

in that specific category EP= The percentage of equity ownership by an HDI within the enterprise or

business, determined in accordance with the definition of HDI’s 3.7.4 The points for this bid are allocated as follows: POINTS 3.7.3.1. STAGE 1: FUNCTIONALITY

The following points are allocated for functionality:

Compliance with tender specifications: 10 Staff work experience: 30 Business Previous Work Experience: 30 HR and Physical Resources: 15 Approach in Detail: 15

Threshold: 60

Total points for functionality 100

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3.7.3.2 STAGE 2: PRICE AND PREFERENCE POINTS PRICE 80 SPECIFIC CONTRACT PARTICIPATION GOALS 20

- Historically Disadvantaged Individuals: (8) (who had no franchise in national elections before the 1983 and 1993 Constitutions)

- Who is a female (4) - Who has a disability (2) - Whose business is located with the district (6)

(based on water and electricity account or lease contract)

Total points for Price, HDI’s and other RDP goals must not exceed 100

3.8 GENERAL DEFINITIONS

3.8.1 “Acceptable bid” means any bid which, in all respects, complies with the specifications and

conditions of bid as set out in the bid document.

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

institution for the provision of goods, works or services.

3.8.3 “Comparative price” means the price after the factors of a non-firm price and all

unconditionaldiscounts that can be utilized have been taken into consideration.

3.8.4 “Consortium or joint venture” means an association of persons for the purpose of combining

theirexpertise, property, capital, efforts, skills and knowledge in an activity for the execution of a

contract.

3.8.5 “Contract” means the agreement that results from the acceptance of a bid by an institution.

3.8.6 “Specific contract participation goals” means the goals as stipulated in the Preferential

ProcurementRegulations 2001.

3.8.6.1 In addition to above-mentioned goals, the Regulations [12.(1)] also make provision

for institutions togive particular consideration to procuring locally manufactured

products.

3.8.7 “Control” means the possession and exercise of legal authority and power to manage the

assets,Good will and daily operations of a business and the active and continuous exercise of

appropriate managerial authority and power in determining the policies and directing the

operations of the business.

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3.8.8 “Disability” means, in respect of a person, a permanent impairment of a physical, intellectual,

orsensory function, which results in restricted, or lack of, ability to perform an activity in the

manner, orwithin the range, considered normal for a human being.

3.8.9 “Equity Ownership” means the percentage ownership and control, exercised by individuals

within anenterprise.

3.8.10 “Historically Disadvantaged Individual (HDI)” means a South African citizen

who, due to the apartheid policy that had been in place, had no franchise in national elections

prior to the introduction of the Constitution of the Republic of South Africa, 1983 (Act No 110 of

1983) or the Constitution of the Republic of South Africa, 1993, (Act No 200 of 1993) “the interim

Constitution); and/orwho is female; and/orwho has a disability: provided that a person who

obtained South African citizenship on or after the coming to effect of the Interim Constitution, is

deemed not to be a HDI.

3.8.11 “Management” means an activity inclusive of control and performed on a daily basis, by any

person who is a principal executive officer of the company, by whatever name that person may

be designated, and whether or not that person is a Director.

3.8.12 “Owned” means having all the customary elements of ownership, including the right of decision-

making and sharing all the risksand profits commensurate with the degree of ownership interests

as demonstrated by an examination of the substance, rather than the form of ownership

arrangements.

3.8.13 “Person” includes reference to a juristic person.

3.8.14 “Rand value” means the total estimated value of a contract in Rand denomination that is

calculated at the time of bid invitations and includes all applicable taxes and excise duties.

3.8.15 “Small, Medium and Micro Enterprises (SMMEs)” bears the same meaning assigned to this

expression in the National SmallBusiness Act, 1996 (No 102 of 1996).

3.8.16 “Sub-contracting” means the primary contractor’s assigning or leasing or making out work to,

or employing another person tosupport such primary contractor in the execution of part of a

project in terms of the contract.

3.8.17 “Trust” means the arrangement through which the property of one person is made over or

bequeathed to a trustee toadminister such property for the benefit of another person.

3.8.18 “Trustee” means any person, including the founder of a trust, to whom property is bequeathed

in order for such property to beadministered for the benefit of another person.

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3.9 ESTABLISHMENT OF HDI EQUITY OWNERSHIP IN AN ENTERPRISE

3.9.1 Equity ownership shall be equated to the percentage of an enterprise which is owned by

individuals classified as HDI’s, or in the case of a company, the percentage shares that are

owned by individuals classified as HDIs, who are actively involved in the management and daily

business operations of the enterprise and exercise control over the enterprise, commensurate

with their degree of ownership.

3.9.2 Where individuals are not actively involved in the management and daily business operations

and do not exercise control over the enterprise commensurate with their degree of ownership,

equity ownership may not claimed.

3.9.3 Equity claims for a trust will only be allowed in respect of those persons who are both trustees

and beneficiaries and who are actively involved in the management of trust.

3.9.4 Documentation to substantiate the validity of the credentials of the trustees contemplated above

must be submitted.

3.9.5 Listed companies and tertiary institutions do not qualify for HDI preference points.

3.9.6 A consortium or joint venture may, based on the percentage of the contract value managed or

executed by their HDI-members, be entitled to preference points in respect of an HDI.

3.9.7 A person awarded a contract as a result of preference for contracting with, or providing equity

ownership to an HDI, may not subcontract more than 25% of the value of the contract to a person

who is not an HDI or does not qualify for the same number more preference of equity ownership.

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D. RETURNABLE DOCUMENTS, SCHEDULES & FORMS

DOCUMENTT D1: General Information DOCUMENT D2: Certificate of Authority DOCUMENTS D3: Qualifications/ CV of the Project team (Staff work experience) DOCUMENT D4: Previous experience on similar projects (Business

previous work experience) DOCUMENT D5: Tax clearance requirements DOCUMENT D6: Business municipal account or signed lease agreement DOCUMENT D7: Declaration of interest DOCUMENT D8: Declaration with regard to DHI equity DOCUMENT D9: Declaration to bidders’ past SCM practices DOCUMENT D10: Pricing instruction and schedule DOCUMENT D11: Form of offer and acceptance DOCUMENT D12: Project proposal

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D.1 GENERAL INFORMATION

1. Name of tendering entity:

_____________________________________________________________

2. Contact details

Address : ___________________________________________________ __________________________________________________ Tel no : __________________________________________________ Fax no : ___________________________________________________ 3. Legal entity: Mark with an X.

Sole proprietor

Partnership

Close corporation

Company (Pty) Ltd

Joint venture

In the case of a Joint venture, provide details on the joint venture members:

Joint venture member Type of entity (as defined above)

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D.2 CERTIFICATE OF AUTHORITY

(Insert letter of authority here)

A letter to authorize a specific person to sign all documents in connection with the tender and contract

In the case of a:

i. Company, the letter must be signed by the chairperson of the Board of Directors

ii. Close corporation by all of the key members upon whom rests the direction of affairs of close

corporation as a whole

iii. Partnership, by all of the key members upon whom rests the direction of affairs of the

partnership as a whole

iv. Joint venture by the legally authorized signatories of all the partners in the joint venture

v. Sole proprietor, by the sole owner

If the authority to sign is not attached to the tender document at submission, the tender will be

considered as non-responsive and will be rejected by the employer.

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D.3 QUALIFICATIONS / CV OF THE PROJECT TEAM

(Insert CV’S of the project team)

D.4 PREVIOUS EXPERIENCE ON SIMILAR PROJECTS]

(Insert here a list of 5 of the previous work done on similar projects with references. Points shall be allocated on verifiable reference only)

No Project Name of client Contact person Contact details

1

2

3

4

5

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D.5 TAX CLEARANCE CERTIFICATE REQUIREMENT

It is a condition of bid that the taxes of the successful bidder must be in order, or that satisfactory

arrangements have been made with South African Revenue Service (SARS) to meet the bidder’s tax

obligations.

1. In order to meet this requirement bidders are required to complete in full the attached form

TCC 001 “Application for a Tax Clearance Certificate” and submit it to any SARS branch office

nationally. The Tax Clearance Certificate Requirements are also applicable to foreign bidders /

individual who wish to submit bids.

2. SARS will then furnish the bidder with a Tax Clearance Certificate that will be valid for a period

of 1 (one) year from the date of approval.

3. The original Tax Clearance Certificate must be submitted together with the bid. Failure to

submit the original and valid Tax Clearance Certificate will result in the invalidation of the bid.

Certified copies of the Tax clearance Certificate will not be acceptable.

4. In bids where Consortia / Joint Venture / Sub-contractors are involved, each party must submit

a separate Tax Clearance Certificate.

5. Copies of the TCC 001 “Application for a Tax Clearance Certificate” form are available from

any SARS broach office nationally or on the website www.sars.gov.za.

6. Applications for the Tax Clearance Certificated may also be made via e-Filing. In order to use

this provision, taxpayers will need to register with SARS as e-Filers through the website

www.sars.gov.za.

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D.6 BUSINESS MUNICIPAL ACCOUNT OR LEASE AGREEMENT

(Insert here proof of payment of municipal account; in case the bidder is / does not have

municipal account, a business lease agreement can be attached)

Notes:

1. Sections 28(1) of Local Government: Municipal Finance Act, 2003, Municipal supply Chain

Management Regulation requires that a recommended bidder’s municipal rated and taxes and

municipal service charges are not in arrears.

2. Insert here a copy of proof of payment of last municipal account for local enterprise

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D.7 DECLARATION OF INTEREST

Declaration of Interest: no bid will be accepted from persons in the service of the state. In view of possible allegations of favoritism, should the resulting bid, or part thereof, be awarded to persons connected with or related or persons in the service of the state, it is required that the bidder or their authorized representative declare their position in relation to the evaluating/adjudicating authority and/or take an oath declaring his/her interest.

Full name

Identity number

Company Registration number

Tax reference number

Are you presently in the service of the state YES NO

If so, furnish particulars:

Have you been in the service of the state for the past twelve months YES NO

If so, furnish particulars:

Do you, have any relationship (family, friend, other) with persons in the service of the state and who may be involved with the evaluation and or adjudication of a bid?

YES NO

If so, furnish particulars:

Are you, aware of any relationship (family, friend, other) between a bidder and any persons in the service of the state who may be involved with evaluation and or adjudications of a bid?

YES NO

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If so, furnish particulars:

Are any of the company’s directors, managers, principle shareholders or stakeholders in service of the state?

YES NO

If so, furnish particulars:

Is any spouse, child or parent of the company’s directors, manages, principle shareholders in service of the state?

YES NO

If so, furnish particulars:

MSCM Regulations: “in the service of the state” means to be

a) A member of-

1. Any municipal council:

2. Any provincial legislature: or

3. The national Assembly or the national Council or provinces:

b) A member of the board of directors of any municipal entity;

c) An official of any municipality or municipal entity;

d) An employee of any national or provincial department, national or

provincial public entity or constitutional institution with the meaning

of the Public Finance Management Act, 1999 (Act No.1 of 1999);

e) A member of the accounting authority of any national or

provincial public entity;

f) An employee of Parliament of provincial legislature.

I, the undersigned (name)………………………………………………………………………………………

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Certify that the information furnished in D.7 above is correct. I accept that the principle may act against me in terms of the general conditions of contract should this declaration prove to be false. …………………………………………… …………………………………………….. Signature Date …………………………………………….. ………………………………………………. Position Name of bidder

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D8. DECLARATION WITH REGARDS TO HDI EQUITY

1. HDI STATUS

Name Date/Position

Occupied in

Enterprise

ID Number Date RSA

Citizenship

HDI Status % of Business

/enterprise owned

No Franchise

prior to elections

Women Disabled

* Indicates YES or NO

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2. CONSORTIUM / JOINT VENTURE

In the event that preference points are claimed for HDI members by consortia / joint ventures, the

following information must be furnished in order to be entitled to the points claimed in respect of

HDI member:

Name of HDI member (to be consistent

with paragraph 9.8)

Percentage (%) of the contract value managed

or executed by the HDI member

3. I/we, the undersigned, who warrants that he/she is duly authorized to do so on behalf of the

firm certify that points claimed, based on the equity ownership, qualifies the firm for the

preference(s)shown and I / we acknowledge that:

1) The information furnished is true and correct.

2) The Equity ownership claimed is in accordance with the General Conditions as

3) Indicted in paragraph 1 of this form.

4) In the event of a contractor may being awarded as a result of points claimed as shown in

5) Paragraph 8, the contractor may be required to furnish documentary proof to the

6) Satisfaction of the purchaser that the claims are correct.

7) If the claims are found to be incorrect, the purchaser may, in addition to any other

8) Remedy it may have

a) Recover costs, losses or damages it has incurred or suffered as a result of that person’s

conduct;

b) Cancel the contract and claim any damages which it has suffered a result of having to

make less favorable arrangement due to such cancellation;

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c) Impose a financial penalty more severe than the theoretical financial preference associated

with the claim which was made in the bid and

………………………………………………………………………

.

Signature(s) of bidder(s)

Witnesses:

1. ……………………………………………………………

2. …………………………………………………………….

Date: …………………………………………………..……..

Address: ………………………………………………………………………………………………..........

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

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

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D.9 DECLARATION OF BIDDER’S PAST SUPPLY CHAIN MANAGEMENT PRACTICES

This Standard Bidding Document must form part of all bids invited. It serves as a declaration to be

used by institutions in ensuring that when goods and services are being procured, all reasonable

steps are taken to combat the abuse of the supply chain management system.

The bidof any bidder may be disregarded if that bidder or any of its directors have-

a) Abused the institution’s supply chain management system;

b) Committed fraud or any other improper conduct in relation to such system

c) Or failed to perform on any previous contract.

In order to give effect to the above, 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’s

database as companies or persons prohibited from doing business

with the public sector? (Companies or persons who are listed in this

database were informed in writing of this restriction by the National

Treasury after the Audi alterampartem rule was applied).

1.1 If so, furnish particulars:

2 Is the bidder or any of its directors listed on the Register for Tender

Defaulters in terms of section 29 of the Prevention and Combating of

Corrupt Activities Act (No 12 of 2004). To access this Register enter

the National Treasury’s website, www.treasury.gov.za, click on the

icon “Register for Tender Defaulters” or submit your written request

for a hard copy of the Register to facsimile number (021) 326-5445.

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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?

3.1 If so, furnish particulars:

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 contract

4.1 If so, furnish particulars

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CERTIFICATION

I, the undersigned (full name)

………………………………………………………………………………………………………………………

Certify that the information furnished on this declaration form is true and correct.

I accept that, in addition to cancellation of a contract, action may be taken against me should this

declaration prove to be false.

………………………………………………….. ……………………………….

Signature Date

…………………………………………………. …………………………………

Position Name of Bidder

D.10 PRICING

1. PRICING INSTRUCTIONS

1. The amounts to be inserted in the Pricing Schedule shall be the full inclusive amounts to the

Employer for the work described under the various payment items. Such amounts shall cover all

the costs and expenses that may be required for the professional services described, and shall

cover the costs of all general risks, profits, taxes (but excluding value-added tax), liabilities ,

insurance and obligations set forth or implied in the Bid document.

2. The pricing schedule is activity based. Interim payments will only be for a completed activity as

described in the payment schedule.

3. Rates and prices must be stated in Rand figures and not in words. Where a payment item is included

in another item, a rate of R 0.00 for this item must be stated.

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4. The rates provided will be fixed for the duration of the contract.

2. PRICING SCHEDULE

DESCRIPTION AMOUNT

1

MONTHLY WORK

R.......................................

2

BI MONTHLY WORK

R.......................................

3 MID YEAR FINANCIAL REPORT

R……………………………

4 ANNUAL FINANCIAL REPORT

R……………………………

5 PRESENTING IN STRATEGIC MEETINGS (AUDIT

COMMITTEE & BOARD MEETINGS)

R.........................................

TOTAL

R……………………………

14%

R.......................................

TOTAL

R.......................................

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D.11 FORM OF OFFER AND ACCEPTANCE

The employer, identified in the acceptance signature block, has solicited offers to enter into a contract

for the procurement of:

TENDER NO: 01:02/17 PROVISION OF ACCOUNTNG SERVICES FOR A PERIOD OF ONE (1)

YEAR

The bidder, identified in the offer signature block, has examined the documents listed in the bid data

and addenda thereto as listed in the returnable schedules, and by submitting this offer has accepted

the conditions of bid.

By the representative of the bidder, deemed to be duly authorized, signing this part of this form of offer

and acceptance, the bidder offers to perform all of the obligations and liabilities of the consultant under

the contract including compliance with all its terms and conditions according to their true intent and

meaning for an amount to be determined in accordance with the conditions of contract identified in the

contract data.

THE OFFERED TOTAL OF THE PRICES INCLUSIVE OF VALUE ADDED TAX IS

......................................……….………………………………………………………………………...Rand

(in words);

R ……………………………..…..(in figures)

This offer may be accepted by the employer by signing the acceptance part of this form of offer and

acceptance and returning one copy of this document to the bidder before the end of the period of validity

stated in the tender data, whereupon the bidder becomes the party named as the consultant in the

conditions of contract identified in the contract data.

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Signature ……………………………….…………………………………

Name ………………………………………………………………....

Capacity ………………………………………………………………...

for the bidder: …………………………………………………………………….

(Name and address of organization)

……………………………………………………………………...

……………………………………………………………………..

Witness: ……………………………. ………………………………………………..

Signature Name

Date: ………………………………..

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1. SCHEDULE OF DEVIATIONS

1 Subject Details

______________________________________________________________________

2 Subject Details

______________________________________________________________________

3 Subject Details

______________________________________________________________________

4 Subject Details ______________________________________________________________________ Bythe duly authorized representatives signing this agreement, the employer and the bidder agree to and accept the foregoing schedule of deviations as the only deviations from and amendments to the documents listed in the bid data and addenda thereto as listed in the bid schedules, as well as any confirmation, clarification or changes to the terms of the offer agreed by the bidder and the employer during this process of offer and acceptance. It is expressly agreed that no other matter whether in writing, oral communication or implied during the period between the issue of the bid documents and the receipt by the bidder of a completed signed copy of this Agreement shall have any meaning or effect in the contract between the parties arising from this agreement. For the Employer: Signature …………………………………………………………………… Name Capacity For the Bidder: Signature ……………………………….………………………………… Name ………………………………………………………………... Capacity ………………………………………………………………...

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2. ACCEPTANCE

By signing this part of this form of offer and acceptance, the employer identified below accepts the

bidder’s offer. In consideration thereof, the employer shall pay the consultant the amount due in

accordance with the conditions of contract identified in the contract data. Acceptance of the bidder’s

offer shall form an agreement between the employer and the bidder upon the terms and conditions

contained in this agreement and in the contract that is the subject of this agreement.

Deviations from and amendments to the documents listed in the bid data and any addenda thereto as

listed in the bid schedules as well as any changes to the terms of the offer agreed by the bidder and

the employer during this process of offer and acceptance, are contained in the schedule of deviations

attached to and forming part of this agreement. No amendments to or deviations from said documents

are valid unless contained in this schedule.

The bidder shall within two weeks after receiving a completed copy of this agreement, including the

schedule of deviations (if any), contact the employer agent (whose details are given in the contract

data) to arrange the delivery of any bonds, guarantees, proof of insurance and any other documentation

to be provided in terms of the conditions of contract identified in the contract data. Failure to fulfill any

of these obligations in accordance with those terms shall constitute a repudiation of this agreement.

Notwithstanding anything contained herein, this agreement comes into effect two working days after

the submission by the employer of one fully completed original copy of this document including the

schedule of deviations to the bidder. Unless the bidder (now consultant) within seven working days of

the date of such submission notifies the employer in writing of any reason why he cannot accept the

contents of this agreement, this agreement shall constitute a binding contract between the parties.

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For the Bidder

Signature ……………………………………………………………………

Name …………………………………………………………………….

Capacity ……………………………………………………………………..

For the Employer

Dr. Kenneth Kaunda District Municipality Economic Agency

Witness:…………………………………… Signature:…………………………………..

Name

Date:……………………………………….

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D.12 PROJECT PROPOSAL

Include in this space a project proposal detailing the following

1. Project approach and methodology

2. Project plan and duration

3. Project team and governance structure

4. Infrastructure and resources