TENDER DOCUMENT

TENDER NO / R/09/16-17
TENDER DESCRIPTION / SUPPLY, DELIVERY AND OFF-LOADING OF HERBICIDES.
CLOSING DATE / 19 MAY 2017 / CLOSING TIME / 12:00
POSTAL ADDRESS:
Eden District Municipality
Attention: Supply Chain Management Unit
PO Box 12
George, 6530 / TO BE DEPOSITED IN:
The bid box at the entrance of the Municipal Offices
Eden District Municipality
54 York Street
George
6529
Clearly mark the Bid envelope with the bid number and title of bid on the face of the envelope
Any tenders couriered to be deposited in the Municipality's Bid Box, any bids sent to the wrong recipient other than being deposited in the Bid Box will not be considered
ATTENTION:
FINANCIAL DIRECTORATE
SUPPLY CHAIN MANAGEMENT UNIT
EDEN DISTRICT MUNICIPALITY
GEORGE / A bid posted or couriered (at sender’s risk) to the Municipality, PO Box 12, George, 6530, in good time so as to reach the Municipality before the above-mentioned closing date and clearly indicated attention supply chain management unit, may be accepted on condition that it is placed in the correct Bid box before the closing time, it being understood that the Council disclaims any responsibility for seeing that such bids are in fact lodged in the bid box.
SUMMARY FOR TENDER OPENING PURPOSES
NAME OF TENDERER: ......
CENTRAL SUPPLIER DATABASE NO: ......
TOTAL BIDDING PRICE (INCLUDING VAT)
Total Bidding Price (Including VAT) / R
PREFERENCE CLAIMED FOR:
B-BBEE Status Level of Contributor:
Preference Points Claimed:
B-BBEE certificates submitted with the quotation document MUST be VALID ORIGINAL B-BBEE CERTIFICATES or VALID CERTIFIED COPIES OF B-BBEE CERTIFICATES
VALIDITY PERIOD:
AVAILABLE FOR 90 DAYS AFTER THE BID CLOSURE
CONTACT DETAILS FOR:
Bidding procedures and documents / Bid Scope and technical specifications
Ms Bukelwa Ndzinde
Tel: (044) 803 1338
E-mail: / Ms Bernadene Prinsloo
Tel: (044) 803 1506
E-mail:
CHECKLIST OF DOCUMENTS TO BE PROVIDED TO A BIDDER

Please ensure that the following forms have been completed and signed and all documents, as requested, are attached to the tender document

Description of document / Document number / Tick with a “X” the applicable document / PAGES
Bid Conditions & Information / □ / 3 - 4
Invitation to bid & Details of the bidder / MBD 1 / □ / 5 - 7
Advert / 8 - 9
Terms Of Reference / 10 - 13
Tax clearance certificate / MBD 2. / □ / 14
Current Municipal Certificate / Lease Agreement / □ / 15
Pricing schedule – firm prices (purchases) / MBD 3.1 / □ / 16
Form of Offer & Acceptance / □ / 17 - 18
Declaration of Interest / MBD 4 / □ / 19 - 21
Preference points claim form for preference points for Broad-Based Black Economic Empowerment (B-BBEE) Status Level of Contribution. / MBD 6.1 / □ / 22 - 27
Formal contracts for services / MBD 7.1 / □ / 28 - 29
Declaration of bidder’s past supply chain management practices / MBD 8 / □ / 30
Certificate of independent bid determination / MBD 9: / □ / 31 - 33
Authority of Signatory / □ / 34
General Conditions of contract & Bid Requirements / □ / 35 - 41
Annexure A : Past Experience & Required documentation / □ / 42 - 43

Please sign on Completion.

......

NAME OF THE BIDDER SIGNATURE DATE

BID CONDITIONS AND INFORMATION

1 Agreement

The successful bidder will be expected to sign the Contract Form (Part 1) of this bid document within 30 days of the date of notification by the Eden District Municipality that his/her bid has been accepted.

2Completion of Bid Documents

(a)The original bid document must be completed fully in black ink and signed by the authorised signatory to validate the proposal. All the pages must be initialled by the authorised signatory. Failure to do so may result in the invalidation of the bid.

(b)Bid documents may not be retyped or altered in any way.

3Alteration or Qualification of Bid

No unauthorised alteration of this set of bid documents will be allowed. Any unauthorised alteration will disqualify the proposal automatically. Any ambiguity has to be cleared with contact person for the bid before the closure date.

4Authorised Signatory

(a)A copy of the recorded Resolution taken by the Board of Directors, members, partners or trustees authorising the representative to submit this bid on the bidder’s behalf must be attached to the Bid Document on submission of same.

(b) A bid shall be eligible for consideration only if it bears the signature of the bidder or of some person duly and lawfully authorised to sign it for and on behalf of the bidder.

5Submission of Bid

(a)The bid must be put in a sealed envelope, or envelopes when the two-envelope system is specified, clearly marked with the bid number, title as well as closing date and time and placed in the Tender Box at the Eden District Municipality by not later than 12h00 on 19 May 2017.

(b)Faxed, e-mailed and late bids will not be accepted. Bids may be delivered by hand, by courier, or posted at the bidder’s risk and must be received by the deadline specified above, irrespective of how they are sent or delivered.

6Opening, Recording and Publications of Bids Received.

  • Bids will be opened in public immediately after the bid closure date, or at such
  • time as specified in the bid documents. If requested by any bidder present,
  • names of the bidders, and if practical the total amount of each bid and of any alternative bids will be read out

aloud.

  • Bids received in time recorded and entered in a register which is open for public inspection.

7Tax Clearance Certificate

  1. A valid original Tax Clearance Certificate must accompany the bid documents.

The onus is on the bidder to ensure that the Eden District Municipality has an original Tax Clearance Certificate on record and obtain confirmation from the Supply Chain Management Unit of the Eden District Municipality.

  1. Bids not supported by a valid original Tax Clearance Certificate, as an attachment to the bid documents will be invalidated.
  2. In bids where consortia/joint ventures/sub-contractors are involved, each party must submit a separate valid original Tax Clearance Certificate.

8Evaluation of Bids

Bids will be evaluated in terms of their responsiveness to the bid specifications and requirementsas well as such additional criteria as set out in the bid documents.

9Acceptance or Rejection of a Bids

The Eden District Municipality reserves the right to withdraw any invitation to submit a bid and/or to re-advertise or to reject any bid or to accept a part of it. The Eden District Municipality does not bind itself to accepting the lowest bid.

10Registration on Accredited Supplier Database

It is expected of all prospective service providers who are not yet registered on the Central Supplier Database to register online ( and verify their company information at Eden District Municipality Database Department. The Eden District Municipality reserves the right not to award proposals to prospective suppliers who are not registered on the CSD (Central Supplier Database).

11Site / Information Meetings

No site meeting

12Stamp and Other Duties

The successful bidder will be liable for all duties and costs on legal documents resulting in the .

establishment of a contract and for the surety and retentions.

13Language of Contract

The contract documents will be compiled in English and the English versions of all referred documents

will be taken as applicable.

14 Procurement Policy

Bids will be awarded in accordance with the Preferential Procurement Regulations, 2001 pertaining to

the Preferential Procurement Policy Framework Act, No 5 of 2000.

15Expenses Incurred in Preparation of Bid

The Eden District Municipality shall not be liable for any expenses incurred in the preparation and submission of the bid.

16Wrong Information Furnished

Where a contract has been awarded on the strength of the information furnished by the bidder which, after the conclusion of the relevant agreement, is proved to have been incorrect, the Eden District Municipality may, in addition to any other legal remedy it may have, recover from the contractor all costs, losses or damages incurred or sustained by the Municipality as a result of the award of the contract.

17Validity Period

Bids shall remain valid for 90 days after the bid closure date.

18General and Special Conditions of Contract

The General Conditions of Contract as well as any Special Conditions of Contract that may form part of

this set of bid documents will be applicable to this bid in addition to the conditions of bid.

19Municipal Rates, Taxes and Charges

The bidder to provide their municipal account of rates and taxes of both the Bidding entity and its directors’ in its Bid Document submission. Any bidder which is or whose directors are in arrear with their municipal rates and taxes due to any Municipality within South Africa for more than three months and have not made an arrangement for settlement of or same before the bid closure date will be disqualified.

20Contact with Municipality after Bid Closure Date

Bidders shall not contact the Eden District Municipality on any matter relating to their bid from the time of the opening of the bid to the time the contract is awarded. If a bidder wishes to bring additional information to the notice of the Eden District Municipality, it should do so in writing to the Eden District Municipality. Any effort by the firm to influence the Eden District Municipality in the bid evaluation, bid comparison or contract award decisions may result in the rejection of the bid.

1

MBD 1

INVITATION TO BID

YOU ARE HEREBY INVITED TO BID FOR REQUIREMENTS OF THE (EDEN DISTRICT MUNICIPALITY)

BID NO / R/09/16-17 / DESCRIPTION / SUPPLY, DELIVERY AND OFF-LOADING OF HERBICIDES.
CLOSING DATE / 19 MAY2017 / CLOSING TIME / 12:00

The successful bidder will be required to fill in and sign a written Contract Form (MBD 7.1).

BID DOCUMENTS MAY BE POSTED TO:

BOX SITUATED AT (STREET ADDRESS)

Eden District Municipality

Supply Chain Management

(Ground Floor)

54 York Street

GEORGE

Bidders should ensure that bids are delivered timeously to the correct address. If the bid is late, it will not be accepted for consideration.

The bid box is open from 7:30 till 16:00, five (5) days a week

ALL BIDS MUST BE SUBMITTED ON THE OFFICIAL FORMS – (NOT TO BE RE-TYPED)

THIS BID IS SUBJECT TO THE PREFERENTIAL PROCUREMENT POLICY FRAMEWORK ACT AND THE PREFERENTIAL PROCUREMENT REGULATIONS, 2011, THE GENERAL CONDITIONS OF CONTRACT (GCC) AND, IF APPLICABLE, ANY OTHER SPECIAL CONDITIONS OF CONTRACT

NB: NO BIDS WILL BE CONSIDERED FROM PERSONS IN THE SERVICE OF THE STATE (as defined in Regulation 1 of the Local Government: Municipal Supply Chain Management Regulations)

DETAILS OF BIDDER

NAME OF BIDDER: ……………………………………………………………………………………………………..…

POSTAL ADDRESS: ………………………………………………………………………………………………………

STREET ADDRESS: ………………………………………………………………………………………………………

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

TELEPHONE NUMBERCODE……………NUMBER………………………………………………………………….

CELLPHONE NUMBER: ………………………………………………………………………………….…………..

FACSIMILE NUMBER: CODE: ……………NUMBER………………………………………..………………………

E-MAIL ADDRESS: ……………………………………………………………………………………………………...

VAT REGISTRATION NUMBER …………………………………………………………………………………………

HAS AN ORIGINAL AND VALID TAX CLEARANCE CERTIFICATE BEEN ATTACHED? (MBD 2) YESNO

HAS A B-BBEE STATUS LEVEL VERIFICATION CERTIFICATE BEEN SUBMITTED? (MBD 6.1) YES NO

IF YES, WHO WAS THE CERTIFICATE ISSUED BY?

IF YES, WHO WAS THE CERTIFICATE ISSUED BY?

AN ACCOUNTING OFFICER AS CONTEMPLATED IN THE CLOSE CORPORATION ACT (CCA) 

A VERIFICATION AGENCY ACCREDITED BY THE SOUITH AFRICAN NATIONAL ACCREDITATION SYSTEM (SANAS) 

A REGISTERED AUDITOR 

A SWORN AFFIDAVIT 

(Tick applicable box) 

(A B-BBEE STATUS LEVEL VERIFICATION CERTIFICATE MUST BE SUBMITTED IN ORDER TO QUALIFY FOR PREFERENCE POINTS FOR B-BBEE)

ARE YOU THE ACCREDITED REPRESENTATIVE

IN SOUTH AFRICA FOR THE GOODS/SERVICES/WORKS OFFERED?

YES/NO (IF YES ENCLOSE PROOF)

SIGNATURE OF BIDDER ………………………………………………………………………………………………

DATE……………………………………………………………………………………………………………….….....

CAPACITY UNDER WHICH THIS BID IS SIGNED……………………………………………………………………………………………………….….…

ANY ENQUIRIES REGARDING THE BIDDING PROCEDURE MAY BE DIRECTED TO:

Municipality / Municipal Entity : Eden District Municipality

Department : Financial Services

Section : Supply Chain Management Unit

Contact Person : Bukelwa Ndzinde

Tel : 044 803 1338

E-mail :

ANY ENQUIRIES REGARDING TECHNICAL INFORMATION MAY BE DIRECTED TO:

Contact Person : Bernadene Prinsloo

Department : Roads Services

Section : Roads department

Tel: : 044803 1506

E-mail :

Tender Document Eden District Municipality 1

EDEN DISTRIKSMUNISIPALITEIT / EDEN DISTRICT MUNICIPALITY
FORMELE TENDERS / FORMAL TENDERS
DRIE JAAR TENDERS / THREE YEAR TENDERS
Aansteling van ‘n paneel van diensverskaffers vir ‘n tydperk van drie jaar vir die volgende dienste: / Appointment of a panel of service providers for a period of three years for the following:
  • R/08/16-17: Verskaffing van skanskorfklip vir afhaal by verskaffer
  • R/11/16-17: Verskaffing en aflewering van betonklippe (Gebreekte Aggregaat)
  • R/15/16-17: Verskaffing en aflewering van voorafgemengde beton
  • R/18/16-17: Verskaffing en aflewering van gesifte bousand
/
  • R/08/16-17: Supply of gabion rock ex bin at supply centres
  • R/11/16-17: Supply and delivery of concrete stones (crushed aggregate)
  • R/15/16-17: Supply and delivery of pre-mix concrete
  • R/18/16-17: Supply of sieved building sand

Tenders word hiermee aangevra vir die voorsiening en aflewering van die volgende goedere en dienste vir die Eden Distriksmunisipaliteit vir die periode van drie jaar. / Tenders are hereby invited for the supply and delivery of the following goods and services to the Eden District Municipality for the period of three years.
  • R/07/16-17: Verskaffing van Laboratorium toetsdienste
  • R/09/16-17: Verskaffing, aflewering en aflaai van onkruiddoders
  • R/10/16-17: Verskaffing, aflewering en aflaai van omheiningsmateriaal
  • R/12/16-17: Verskaffing en aflewering van voertuigbatterye
  • R/13/16-17: Verskaffing en aflewering van geotekstiel materiaal
  • R/14/16-17: Verskaffing en aflewering van Beton Stormwater Pype
  • R/16/16-17: Verskaffing, aflewering en aflaai van grondverskuiwing slytasie onderdele
  • R/17/16-17: Verskaffing en aflewering van gloeilampe en onderdele
  • R/19/16-17: Verskaffing, aflewering en aflaai van houtpale vir die ondersteuning van verkeerstekens
  • R/20/16-17: Verskaffing, aflewering en aflaai van gewapende staal
/
  • R/07/16-17: Rendering of laboratory test services
  • R/09/16-17: Supply, delivery and off-loading of herbicides
  • R/10/16-17: Supply, delivery and off-loading of fencing material
  • R/12/16-17: Supply, delivery and off-loading of vehicle batteries
  • R/13/16-17: Supply and delivery of geotextiles
  • R/14/16-17: Supply and delivery of concrete storm water pipes
  • R/16/16-17: Supply, delivery and off-loading of earthmoving wear parts
  • R/17/16-17: Supply and delivery of bulbs and accessories
  • R/19/16-17: Supply, delivery and off-loading of timbers polesfor the support of road traffic signs
  • R/20/16-17: Supply, delivery and off –loading of reinforcing steel

Enige navrae in verband met bodprosedure vir die volgende R/08/16-17; R/11/16-17; R/14/16-17; R/17/16-17; R/20/16-17 kan gerig word ann me Sandisa Gologolo gedurende kantoorure kan gerig word ( Maandae tot Vrydae 8:00-16:00 ) Tel: ( 044 ) 803 1313 ; Faks: 086 215 5506 ;E-pos: .
Enige navrae in verband met bodprosedure vir die volgende tenders R/09/16-17; R/12/16-17; R/15/16-17; R/18/16-17 kan gerig word ann me Bukelwa Ndzinde gedurende kantoorure kan gerig word ( Maandae tot Vrydae 8:00-16:00 ) Tel: ( 044 ) 803 1338 ; Faks: 086 215 5504 ;E-pos:
Enige navrae in verband met bodprosedure vir die volgende tenders R/07/16-17; R/10/16-17; R/13/16-17;R/16/16-17;R19/16-17 kan gerig word ann Mnr Nathan Juries gedurende kantoorure kan gerig word (Maandae tot Vrydae 8:00-16:00 ) Tel: ( 044 ) 803 1310 ; Faks: 086 215 5503 ;E-pos:
Let asseblief daarop dat vir enige navrae in verband met tegniese inligting, verwys asseblief na die tenderdokument vir 'n kontakpersoon.
Tender dokumente sal beskikbaar wees vanaf Dinsdag 02 Mei 2017. / Any enquires regarding bidding procedures for the following tenders R/08/16-17; R/11/16-17; R/14/16-17; R/17/16-17; R/20/16-17 may be directed to Ms Sandisa Gologolo during office hours (Mondays to Fridays 08:00 – 16:00) Tel: (044) 803 1313; Fax: 086 215 5506; E-mail: .
Any enquires regarding bidding procedures for the following tenders R/09/16-17; R/12/16-17; R/15/16-17; R/18/16-17 may be directed to Ms Bukelwa Ndzinde during office hours (Mondays to Fridays 08:00 – 16:00) Tel: (044) 803 1338; Fax: 086 215 5504; E-mail:
Any enquires regarding bidding procedures for the following tenders
R/07/16-17; R/10/16-17; R/13/16-17;R/16/16-17; R/19/16-17 may be directed to Mr Nathan Juries during office hours (Mondays to Fridays 08:00 – 16:00) Tel: (044) 803 1310; Fax: 086 215 5503; E-mail:
Please note that for any enquiries regarding technical information please refer to the tender document for a contact person.
Tender documents will be available as from Tuesday 02 May 2017.
Tenders sal geëvalueer en toegeken word in terme van die Wet op die Raamwerk vir Voorkeur Verkrygingbeleid (Wet 5 van 2000) Regulasie 2011 asook Eden Distriksmunisipaliteit se Voorsieningskanaal Bestuursbeleid, waar 80 punte ten opsigte van die pryse en 20 punte ten opsigte van BBBEE, toegeken sal word. / Tenders will be evaluated and adjudicated in terms of the Preferential Procurement Policy Framework Act (Act 5 of 2000) Regulations 2011 and the Eden District Municipality Supply Chain Management Policy, where 80 points will be allocated in respect of price and 20 points in respect of BBBEE.
Dit sal van diensverskaffers verwag word om op die Sentraal Verskaffers Databasis (CSD) te registreer. / It will be required from service providers to register on the Central Supplier Database (CSD).
Tenders in verseëlde koeverte, duidelik gemerk “DRIE JAAR TENDERS MET DIE NAAM EN NOMMER VAN DIE TENDER DAAROP.” moet in die tenderbus van die Eden Distriksmunisipaliteit, Yorkstraat 54, George geplaas word, nie later as 12:00 op Vrydag 19 Mei 2019 wanneer dit in die openbaar by die Distriksmunisipaliteit se kantoor by bogenoemde adres oopgemaak sal word.
Laat tenders, tenders per faks of e-pos en tenders per pos sal nie aanvaar word nie.
Tenders kan slegs in die tenderdokument voorsien ingevul word.
Verwagte indienings metodes, adressering, aflewering, opening en evaluering geskied soos in die tender dokument uiteengesit.
Belangrike kennisgewing: ‘n Oorspronklike belasting uitklaringsertifkaat en gesertifiseerde afskrifte van die direkteure en eienaars se identiteitsdokumente moet ingesluit wees by dokumente. / Tenders in sealed envelopes, clearly marked “THREE YEAR TENDERS WITH THE NAME AND NUMBER OF THE TENDER.”must be placed in the tender box of the Eden District Municipality, 54York Street, George, not later than 12:00 on Friday 19 May 2019, when it will be opened in public at the District Municipality’s office at the abovementioned address.
Late tenders, tenders per facsimile or e-mail and tenders per post will not be accepted.
Tenders may only be submitted on the tender document that is issued.
Requirements for sealing, addressing, delivery, opening and assessment of tenders are stated in the tender document.
Important note: A Valid original Tax Certificate and certified copies of directors and owners identity documents must be submitted with the documentation.
Tender dokumente is verkrygbaar teen `n nie-terugbetaalbare deposito van R80.00 elk by die Voorsieningskanaalbestuur Eenheid op die Grond Vloer, Yorkstraat 54, George of is gratis verkrygbaar op Eden Distriksmunisipaliteit se webwerf by . / Tender documents are obtainable at a non-refundable deposit of R80.00 each from the Supply Chain Management Unit, Ground Floor, 54 York Street, George or are obtainable free of charge on Eden District Municipality’s website at .
Alle pryse moet BTW insluit. / VAT must be included in all prices.
Die Raad behou die reg voor om enige tender of gedeelte daarvan te aanvaar en om by prysverhoging van enige van die kommoditeite, sy aankope van daardie kommoditeite van die besondere tenderaar, te heroorweeg en om die tydperk van die toekening van die tender vas stel / The Council reserves the right to accept any tender or part thereof, and with the increase in price of any of the commodities, its purchases of those commodities from the specific tenderer will be considered and to determine the period of tenders to be awarded.
Tenders sal nie oorweeg word, indien die voorvereistes nie nagekom word nie. / Tenders will not be considered should the prerequisites not be met.
MG Stratu
Munisipale Bestuurder
Eden Distriksmunisipaliteit
Yorkstraat 54
Posbus 12
GEORGE
6530
Kennisgewing: 23/2017 / MG Stratu
Municipal Manager
Eden District Municipality
54 York Street
P O Box 12
GEORGE
6530
Notice no: 23/2017
EDEN COMMUNICATIONS


EDEN DISTRICT MUNICIPALITY