ANNEXURE “B.2”
REQUEST FOR FORMAL WRITTEN PRICE QUOTATION FORM
Procurement from R30 000, 00 up to a transaction value of R200 000, 00 (including Vat)
(For publication on Ekurhuleni Metropolitan Municipality Website and Notice Board)
1. NAME AND ADDRESS OF SUPPLIER / QUOTATION NUMBER / KEQ.CP.03.36FULL NAME
/ PROCUREMENT FORM WILL BE OBTAINABLE FROM THE SUPPLY CHAIN MANAGEMENT UNIT, CENTRAL PROCUREMENT OFFICE, NO: 5 JUNCTION RD DRIEHOEK, GERMISTON.
QUOTATIONS MUST BE DEPOSITED IN BID BOX NUMBER…21…. BEFORE…15H00 @ CENTRAL PROCUREMENT OFFICE, NO: 5 JUCTION RD, DRIEHOEK.
ADDRESS
ID NUMBER (SOLE PROPRIETOR) COMPANY OR CC NUMBER
2. REGISTRATION NUMBER (PTY) LTD
DATE OF ADVERTISEMENT / 29 MARCH 2016
3. TAX REFERENCE NUMBER
4. VAT REGISTRATION NUMBER (IF ANY)
5. CONTACT PERSON
6. ALTERNATIVE CONTACT PERSON
7. TELEPHONE NUMBER
8. CELL PHONE NUMBER
9. FAX NUMBER
SECTION 1
CLOSING DATE: 12 APRIL 2016 CLOSING TIME: 15H00
Quotations are hereby invited for the following:
Appointment of a town planning consultant for the consolidation of Temong township properties and registration of such consolidation at the chief surveyor general office, Tembisa CCA.
REF: EK
1. All quotations received will be evaluated on the 80/20 point scoring basis. The 80 points will be for Price and 20 points are for Broad Based Black Economic Empowerment (BBBEE) for attaining the BBBEE Status level contribution in accordance with the table below:
· MBD 4: Declaration of interest
· MBD 6.1: B-BBEE Status level of Contribution.
· MBD 6.3: Promotion of SMME
· MBD 8: Declaration of bidders past supply management practices
· MBD 9: Certificate of Independent bid determination
If the MBD forms are not completed & submitted, your quotation will be rejected.
· No quotation will be considered from persons in the service of the state (MBD4).
· As from the 7 December 2011, all Service providers/contractors other than EMEs must submit valid, certified copies of their BEE certificate from an accredited BEE verification agency with their bid submission. Failure to submit will lead to forfeiture (loss) of the preference points.
· In the instance of Exempted Micro Enterprise (EME) (turn over less than R 10m) a letter from a professional, registered accountant/ auditor in order to qualify for preference points.
· Electronic (e-mailed or faxed) quotations are not accepted.
· Failure to submit a BEE certificate will lead to forfeiture (loss) of the preference points. In the instance of Exempted Micro Enterprise (EME) (turn over less than R 10m) a letter from a professional, registered accountant/auditor in order to qualify for preference points.
2. A COMPULSORY BRIEFING SESSION IS AT BOARDROOM IN KEMPTON PARK, 10 MAGARETH AVENUE, MARKHAM BUILDING AT 9H00 ON THE 05TH APRIL 2016.
EMM contact person: MTHETHELELI DUBAZANE TEL NO: 011 999 2921
SECTION 2
1. The Lowest or any bid will not necessarily be accepted and the EMM reserves the right not to consider any bid not suitably endorsed or comprehensively completed as well as the right to accept a bid in whole or part.
2. Brand names MUST be specified in MBD 3.1” attached hereto (Price Schedule document).
3. Where deliveries are quoted “ex-stock” the period of delivery must not exceed Five (5) maximum working days after receipt of order. If this condition is not adhered to, the order could be cancelled.
4. Quotations are to be completed in accordance with the conditions as set out in the quotation document and must be sealed and externally endorsed with the quotation number and place in the quotation box indicated above.
5. Payments will be made thirty (30) days after receipt of invoice by Council.
6. Quotations received after the closing date and time will not be considered.
7. Samples of the required items or goods are available for your perusal (when applicable.)
8. Should the above-mentioned conditions not be adhered to, the quotation will be considered invalid.
9. Quotation to be valid for 60 days.
DECLARATION
I, the undersigned hereby confirm that the information herein is a true reflection of the facts presented, and the person signing this document on behalf of the bidder duly authorised to do so. Should this not be the fact, stipulations regarding this as contained in the EMM’s Policy applies. I accept that the EMM may act against me in terms of paragraph 23 of the general conditions of contract should this declaration prove to be false.
Signing of the quotation in the appropriate space, as well as the initialling of each page and any amendments by the bidder mandatory.
______
MR K NGEMA SIGNATURE OF BIDDER
CITY MANAGER
EKURHULENI METROPOLITAN MUNICIPALITY
VERY IMPORTANT NOTICE ON DISQUALIFICATIONS:
A bid not complying with the peremptory requirements stated hereunder will be regarded as not being an “Acceptable bid”, and as such will be rejected.
“Acceptable bid” means any bid which, in all respects, complies with the conditions of bid and specifications as set out in the bid documents, including conditions as specified in the Preferential Procurement Policy Framework Act (Act 5 of 2000) and related legislation as published in Government Gazette number 22549, dated 10 August 2001, in terms of which provision is made for this policy.
1. If a VALID ORIGINAL TAX clearance certificate or copy thereof (or in the case of a joint venture, of all the partners in the joint venture) has not been submitted with the bid document on closing date of the bid.
2. If any pages have been removed from the bid document, and have therefore not been submitted, or a copy of the original bid document has been submitted.
3. Failure to complete the schedule of quantities as required, i.e only lump sums provided.
4. Scratching out, writing over or painting out rates and or totals without initialling next to the amended rates or information, affecting the evaluation of the bid.
5. The use of correction fluid (i.e. tippex) or any erasable ink, e.g. pencil.
6. Non-attendance of mandatory/compulsory:
- Site inspections or;
- Information/Clarification meetings
7. The Bid has not been properly signed by a party having the authority to do so, according to the example of “Authority for Signatory”
8. If the MBD forms are not completed & submitted, your quotation will be rejected.
9. No quotation will be considered from persons in the service of the state (MBD4).
10. The bidder attempts to influence, or has in fact influenced the evaluation and/or awarding of the contract
11. The bid has been submitted either in the wrong bid box or after the relevant closing date and time
12. Failure to provide a valid certificate from the Department of Labour, or a declaration (Specific goals – “Equity ownership”) by a designated employer that it complies with the Employment Equity Act 55 of 1998.
13. If any municipal rates and taxes or municipal service charges owed by the bidder or any of its directors to the municipality, or to any other municipality or municipal entity, are in arrears for more than three months.
14. If any bidder who during the last five years has failed to perform satisfactorily on a previous
contract with the municipality, municipal entity or any other organ of state after written notice was given to that bidder that performance was unsatisfactory.
15. The accounting officer must ensure that irrespective of the procurement process followed, no award may be given to a person –
(a) who is in the service of the state, or;
(b) if that person is not a natural person, of which any director, manager, principal shareholder or stakeholder, is a person in the service of the state; or; who is an advisor or consultant contracted with the municipality in respect of contract that would cause a conflict of interest.
16. Not attaching or submitting of required documentations.
17. Price schedule on the advert must be completed even if you submit/attach a separate quotation to the document.
18. Price schedule to be completed in full ie: Rates; unit prices; sub-totals; vat if applicable and totals
OCCUPATIONAL HEALTH AND SAFETY INFORMATION FOR QUOTATIONS
THE CONTRACTOR SHALL/MUST SUBMIT THE FOLLOWING TO THE MANAGER OH&S TO OBTAIN A CERTIFICATE OF COMPLIANCE FROM OH&S EKHURHULENI METROPOLITAN MUNICIPALITY BEFORE ANY WORK MAY COMMENCE, only where applicable.
1. Proof of Registration with the Compensation Commissioner.
2. Letter of “Good Standing” with Compensation Commissioner.
3. Certified copy of first aid certificate.
4. Physical address where contract is taking place (on Company letterhead).
5. Detailed description of intended work (on Company letterhead).
6. List of all Personal Protective Equipment issued to employees (company letterhead).
7. List of ALL employees on site (on company letterhead).
8. Detailed Health and Safety Plan (on company letterhead).
9. Comprehensive Risk Assessment (Qualification and Contact details of Risk Assessor).
10. Public Liability and Commercial Insurance Certificate.
11. All related statutory appointments.
12. Certificates of relevant Training.
The above list represents the minimum content of a safety file In terms of the Construction Regulations (GNR 1010 of 18 July 2003).
OHS Act 85 of 1993.
Ø Contact details: Thibe Ramushu
Occupational Health and Safety Officer
Kempton Park CCC
Kempton Park Civic Centre, Room A218
Tel: 011999 8533
Fax: 011999 8796
Cell: 082069 1905
NAME OF BIDDERS:......
FORM “E”
CITY PLANNING DEPARTMENT
Operations Division
Project for Appointment of Consultants:
Consolidation of Temong Township properties and registration of such consolidations at the Chief Surveyor General Office, Tembisa Customer Care Area (CCA)
REQUEST FOR QUOTATION
EKURHULENI METROPOLITAN MUNICIPALITY (EMM)
CITY PLANNING DEPARTMENT (OPERATIONS DIVISION) CORPORATE OFFICE, KEMPTON PARK
QUOTATION NUMBER:_KEQ.CP.03.36______
APPOINTMENT OF TOWN PLANNING CONSULTANTS FOR THE CONSOLIDATION OF TEMONG TOWNSHIP PROPERTIES AND REGISTRATION OF SUCH CONSOLIDATIONS AT THE CHIEF SURVEYOR GENERAL OFFICE, TEMBISA CUSTOMER CARE AREA (CCA)
1. PROJECT TITLE
CONSOLIDATION OF PROPERTIES WITHIN TEMONG TOWNSHIP
2. PURPOSE
2.1 To consolidate properties where structures/ buildings straddles two/more properties as per the information provided in the investigation report.
2.2 To submit newly consolidated erven at the chief surveyor general offices for consideration.
3. BACKGROUND
The residents of Temong Township brought to the Department of City Planning (the department) attention that they are receiving double statements for rates and taxes and that their properties are rated differently in the statements received. The department then appointed the consultant to do thorough investigation of the issues raised by the residents pertaining to Temong Township.
The investigations done for Temong Township revealed that there are four hundred and twenty-six (426) portions that require to be consolidated, which will result in two hundred and thirteen (213) consolidated erven. This emanates from the fact that there are houses within the subject township that were constructed over two or more properties resulting in many problems including double billing, double valuation etc. Therefore, it has been resolved that consolidation needs to be done where straddling of structures has occurred, in order to resolve the above mentioned issues. The consolidation will further assist in fast-tracking the process of opening the township register, and ensuring the transfer of the newly registered properties (Upgrading of Land Tenure Right) to the relevant owners.
It should be noted that the Temong Township is still registered under the ownership of the Ekurhuleni Metropolitan Municipality, thus relevant signed documentation, consenting the consultant to do the consolidation should be collected from the relevant Departments.
4. SCOPE OF WORK
The key deliverables in this project are:-
4.1 Phase 1: Composition and submission of the consolidation applications
· Obtain necessary documentation and information that will enable the process as envisaged in 2.1 and 2.2 above (including but not limited to, investigation report envisaged above, Township Title Deed, Company Resolution, the Special Power of Attorney from the municipality, etc.)
· To consult with the relevant Town Planners of the area in order to understand the necessary legislative requirements regarding the submission of consolidation applications.
· To compose all necessary documents and follow all required steps for the purpose of submission of the consolidation applications in terms of relevant legislation.
· To submit the consolidation applications to the relevant Ekurhuleni Metropolitan Municipality CCA for consideration.
· To furnish the project manager with copies of submitted applications together with proof of submission within 5 days post submission of the application.
· To obtain the resolution of the submitted consolidation applications from the relevant CCA.
· To furnish the project manager with copies of the resolution.
4.2 Phase 2: Registration of the properties at the Chief Surveyor General Offices
· Submit required relevant documentation to the Chief Surveyor General Offices for the registration of properties (SG diagrams).
· To furnish the project manager with copies of the endorsed Consolidated Title Diagram/ Surveyor General diagram.
NB: To do all required processes to enable the completion of 4.1 and 4.2 as envisaged above.
5 REPORTING
REPORTING AND TIME FRAMESPHASE / ACTIVITY / DURATION/ TIME FRAMES / ESTIMATED NUMBER OF MEETINGS / COPIES OF REPORTS
Phase 1 / Compilation and submission of applications together with its all relevant addendums / One (1) month from date of appointment / Minimum of one (1) meeting with the Township Regularization team / One (1) hard copy
Submission of the resolution on the application to the project manager / Three (3) months from appointment / Minimum of one (1) meeting with the Township Regularization team / One (1) hard copy
Phase 2 / Close Out Report with all relevant addendums / Four (4) months from date of appointment / Minimum of two (2) meetings for reporting / Three (3) hard copies and a CD or USB containing information for all phases
6 SPECIFICATIONS
5
6
6.1 Site Details
· Locality : Ekurhuleni Metropolitan Municipality (Tembisa CCA)
· Zoning : Predominantly residential
· Land Use : Various, formal and informal
· Land Owner : Ekurhuleni Metropolitan Municipality, except where alienation has occurred.
6.2 Requirements
· The Consultant shall obtain all relevant Council Resolutions and decisions relating to the consolidation of the properties in Temong Township.