TENDER DOCUMENT
CONTENTS
DOCUMENT NO OF
REFERENCE DOCUMENT TITLE PAGES
FORM -A NOTICE TO TENDERERS 1
FORM-B DECLARATION OF GOOD STANDING REGARDING TAX 1
FORM-B/1 SUPPLIER CONSENT FORM 1
FORM-C TENDER FORM 3
FORM-D SITE INSPECTION / PRE-TENDER BRIEFING SESSION 1
FORM-E STATEMENT OF WORKS SUCCESSFULLY CARRIED
OUT BY TENDERER 1
FORM-F CERTIFICATE OF TENDERING ENTITY DETAILS 4
FORM-G DECLARATION OF INTERESTS 3
FORM-H SECURITY SCREENING FORM 1
FORM-I SBD9 CERTIFICATE OF INDEPENDENT BID DETERMINATION……..4
FORM- A
NOTICE TO TENDERERS
Tender number: / HO/SCM/316/09/2015Tenders invited for: / REQUEST FOR PROPOSALS FOR THE APPOINTMENT OF A PANEL OF SERVICE PROVIDERS FOR PROBITY ADVISOR AND AUDIT SERVICES FOR THE REVIEW OF THE TENDER PROCESS.
1. With effect from 16 September 2015– 21 September 2015 the tender documents may be collected at:
Address: PRASA House, Ground floor,
1040 Burnett Street
Hatfield
Pretoria
Office hours: Mondays to Friday 09:00 to 15:30
Where copies can also be obtained on payment of an amount of R 1000.00 per set which is not refundable. (No Cash or Cheques will be accepted).
2. A compulsory tender briefing meeting with representatives of the Employer will take place at on the 22 September 2015 at Prasa House, 1040 Burnett street, Hatfield, Pretoria starting at 14H00 hrs. No tender documents will be sold at the tender briefing meeting.
· Tenderers must arrange own transport and parking.
· Tenders must bring the original tender documents at the briefing session
· Tenderers failing to attend the compulsory tender briefing session will be disqualified.
· PRASA reserves the right to only allow tenderers in possession of a valid tender document at the briefing.
· A maximum of two representatives per company will be allowed to attend the briefing.
· Tender documents are only available during the period stipulated in item no. 1 above
Tender No: HO/SCM/316/09/2015
Description:
REQUEST FOR PROPOSALS FOR THE APPOINTMENT OF A PANEL OF SERVICE PROVIDERS FOR PROBITY ADVISOR AND AUDIT SERVICES FOR THE REVIEW OF THE TENDER PROCESS.
I/We declare that I/We have read the above-mentioned notice and that it is understood by me/us.
Signed at ______on this _____ (day) of ______(month) 20__.
WITNESSES : TENDERER :
......
FORM-B
DECLARATION OF GOOD STANDING REGARDING TAX
CURRENT TENDER DETAILSRequest number: / HO/SCM/316/09/2015
Request for: / REQUEST FOR PROPOSALS FOR THE APPOINTMENT OF A PANEL OF SERVICE PROVIDERS FOR PROBITY ADVISOR AND AUDIT SERVICES FOR THE REVIEW OF THE TENDER PROCESS.
It is a further condition of tender that :
1. / The taxes of any Tenderer must be in order or suitable arrangements to the satisfaction of the SARevenue Service have been made in this regard.
1.1 / The required valid Tax Clearance certificate or proof of submission to SARS to be attached in respect of all tenders, the omission of which may render any such tender invalid.
1.1.1 / Any Company, Close Corporation or each Partner to a Partnership, Member of an Association, Party to a Consortium, Partner of a Joint Venture, Sub-contractor etc. to submit separate valid Tax Clearance certificate.
1.2 / In the event that the documentation has not been attached, PRASA in addition to any other remedy it may have, shall have the right to –
1.2.1 / disqualify the tenderer/bidder who did not adhere to the requirement; and/or
1.2.2 / request the tenderer/bidder to submit the documentation, provided that this shall not unfairly disadvantage other bidders.
SUPPLIER CONSENT FORM FORM-B/1
To: The SOUTH AFRICAN REVENUE SERVICES (SARS)
I, ______being the DIRECTOR/ MEMBER of ______(Supplier) duly authorized in terms of board resolution dated…… hereby grant PRASA/its authorized delegate working within scope of his/her employment permission to verify with your offices, the authenticity/validity of the tax clearance certificate attached, submitted by my company for purpose of participating in the tender.
TAX No: ______
.
I am aware that neither the South African Revenue Services nor Passenger Rail Agency of South African accepts any direct or indirect responsibility for any loss or damage that may arise as a result of this consent.
Address:
Signed: ______
Date: ______
FORM-C
TO BE INCLUDED IN THE FINANCIAL ENVELOPE
TENDER FORM
CURRENT TENDER DETAILSRequest number: / HO/SCM/316/09/2015
Request for: / REQUEST FOR PROPOSALS FOR THE APPOINTMENT OF A PANEL OF SERVICE PROVIDERS FOR PROBITY ADVISOR AND AUDIT SERVICES FOR THE REVIEW OF THE TENDER PROCESS.
I / We ______
(Insert Name of Tendering Entity)
of ______
______
(Full address)
conducting business under the style or title of:
______
represented by:
______
in my capacity as:
______
being duly authorised thereto by a Resolution of the Board of Directors / Certificate of Partners, Members or Participants, as the case may be, dated ______, a certified copy of which is annexed hereto, hereby offer to undertake and complete the above-mentioned work (hereinafter called “the WORKS”) at the prices quoted in the bills of quantities / schedule of quantities or, where these do not form part of the contract, at a lumpsum, in accordance with the terms set forth in the accompanying letter(s) reference ______and dated ______(if any) and the documents listed in the accompanying schedule of tender documents for the sum of R ______
______(amount in words).
N.B. (i) In the event of any discrepancy, the amount in words will take precedence over the amount in figures.
(ii) Where items in the priced bills of quantities submitted with the tender for the WORKS other than architectural building work are incorrectly extended arithmetically, the unit rate will be treated as decisive.
(iii) In tenders for architectural building work the total amount will be treated as decisive. If amounts for individual items cannot be reconciled with the total amount, the amounts for individual items shall be adjusted to the satisfaction of the PRASA to conform to the total amount.
I / We accept that unless the PRASA should otherwise decide and so inform me / us in the notice of acceptance, this tender (and, if any, its covering letter and any subsequent exchange of correspondence together with the PRASA acceptance thereof) shall constitute a binding contract between the PRASA and me / us. Should the PRASA decide that a formal contract should be signed and so inform me / us in the notice of acceptance, this tender (and, if any, its covering letter and any subsequent exchange of correspondence) together with the PRASA notice of acceptance, shall constitute a binding contract between the PRASA and me / us until the formal contract is signed.
I / We undertake to produce acceptable documentary proof of the necessary coverage for Workmen’s Compensation, Securities and Insurance within 30 (thirty) working days of notification of awarding of the contract, and to sign a formal contract if called upon by the PRASA to do so within 7 (seven) working days of notification by the PRASA that the contract documents are ready for signature, failing which I / we accept that the PRASA may, in its sole discretion, withhold any payments due for work done until such time as these formalities have been completed.
I / We undertake to complete the whole of the WORKS within ______
(in words) from the date of notification to me / us of acceptance of the tender, subject to completion in stages if and as laid down in the project specification and to such extensions of time as may be granted. Failing completion of the WORKS or any stage of the WORKS within the period(s) stipulated or by such extended date(s) as may be allowed by the PRASA I / we shall pay to the PRASA in terms of the Conventional Penalties Act 15 of 1962, the penalty for which provision is made in the project specification. The ordering of any alterations, extras, additions or omissions shall not in any way prejudice the PRASA claim for such penalty.
Application for relief from the obligation to pay a penalty will be considered by the PRASA, but shall be granted only if I / we can prove to the reasonable satisfaction of the PRASA that the penalty is out of proportion to the prejudice suffered by the PRASA by reason of the act or omission in respect of which the penalty was stipulated.
I / We declare that this tender holds good until ______
(a minimum period of 180 days from closing date is required).
I / We further agree that if, after I / we have been notified of the acceptance of my / our tender, I / we fail to enter into a formal contract if called upon to do so, or fail to furnish satisfactory security for the due and proper completion of the WORKS, the PRASA may, without prejudice to any other legal remedy which it may have, recover from me / us any expense to which it may have been put in calling for tenders afresh and / or having to accept any less favourable tender.
I / We undertake, in the event of my / our tender being accepted, to deposit with the PRASA as security for the due and proper completion of the WORKS, a Performance Bond issued by a South African registered Bank to the value of ten (10) per cent of the contract price (VAT inclusive).
I/ We declare that, being a company / partnership / close corporation / joint venture, I / we have duly completed the annexe hereto and certified it as correct.
The several documents involved are to be taken as complementary to each other. In the event of any conflict between the content of any of the documents listed in the schedule of tender documents (other than the project specification) and the project specification, the latter shall prevail. In the event of any conflict between the letter that accompanies the tender or other relevant correspondence and the contents of the documents listed in the schedule of tender documents (including the project specification) such letter or correspondence shall prevail.
THUS DONE and SIGNED at ______on this ______day of ______
DULY AUTHORISED SIGNATORY(IES) WITNESSES
1. ______1. ______
2. ______2. ______
3. ______3. ______
FORM-D
SITE INSPECTION CERTIFICATE / PRE-TENDER BRIEFING
Request number: / HO/SCM/316/09/2015Request for: / REQUEST FOR PROPOSALS FOR THE APPOINTMENT OF A PANEL OF SERVICE PROVIDERS FOR PROBITY ADVISOR AND AUDIT SERVICES FOR THE REVIEW OF THE TENDER PROCESS.
Attendance
This is to certify that ______has / have today attended the site inspection / tender briefing session to which this enquiry relates.
THUS DONE and SIGNED at ______on this ______day of ______
______
for / on behalf of PRASA Designation
Acknowledgement
This is to certify that the Tenderer has / have acquainted himself / themselves with the Contract, Project Specification / Special Conditions, Specifications and / or Bills of Quantities / Schedule of Quantities / Schedule of Prices, together with the drawings enumerated therein, as laid down by the PRASA for the carrying out of the proposed WORKS to which the enquiry relates
THUS DONE and SIGNED at ______
on this ______day of ______
DULY AUTHORISED SIGNATORY(IES) WITNESSES
1. ______1. ______
2. ______2. ______
3. ______3. ______
FORM-E
STATEMENT OF WORKS SUCCESSFULLY CARRIED OUT BY TENDERER
CURRENT TENDER DETAILS
Request number: / HO/SCM/316/09/2015Request for: / REQUEST FOR PROPOSALS FOR THE APPOINTMENT OF A PANEL OF SERVICE PROVIDERS FOR PROBITY ADVISOR AND AUDIT SERVICES FOR THE REVIEW OF THE TENDER PROCESS.
Tenderers must state particulars of the works successfully carried out /
CLIENT / TEL. NUMBER / NATURE OF WORKS / VALUE OF WORKS FOR WHICH TENDERER WAS DIRECTLY RESPONSIBLE / CONTRACT/ PROJECT PERIOD
If the space provided above is insufficient for all the information, Tenderer should furnish the information separately.
FORM-F
PREAMBLE TO CERTIFICATE OF TENDERING ENTITY DETAILS
Tenderers must disclose hereunder all the details of the entity on whose behalf the tender is submitted. Failure to furnish all or correct information may prejudice the tenderer.Please Complete if already registered on the Prasa System
Vendor Number
For which Prasa Division
Preamble:
PRASA continues to support the objectives espoused in the Broad-Based Black Economic Empowerment Codes of Good Practice whenever possible. The idea, therefore, is to promote black owned businesses without attracting undue costs or overloading the Supply Chain Management division’s administrative capabilities. Our commitment is aimed at giving more black owned enterprises an opportunity to participate meaningfully in Prasa’s core business areas.
Prasa in return expects the same kind of commitment to B-BEEE from all current and potential business partners in order to realise these objectives.
PRASA will evaluate B-BBEE in accordance with the Preferential Procurement Policy Framework Act and its Regulations and where a specific project B-BBEE Scorecard has been issued for a specific tender the Scorecard shall be used to evaluate B-BBEE. Bidders/Tenders will submit B-BBEE certificates issued by one of the SANAS accredited verification agencies or IRBA registered Auditors.
Joint Ventures / Consortiums:
In order to tender for Prasa projects as a joint venture / consortiums the following rules of engagement must be observed at all times without exception:
- The joint venture / consortium must already be in place when submitting your bid.
2. The tender submission must have a covering letter signed by both parties indicating that indeed the tender is for a joint venture / consortium. The contents of the letter are amongst other things to include – name of the joint venture / consortium; percentage work split and bank account details of the joint venture / consortium.
Prasa will NOT recognise the joint venture / consortium in an event where any of the above conditions have not been adhered to.
Joint Venture / Consortium:
In an event where suppliers are tendering as a joint venture / consortium the submission must also have a covering letter signed by the lead member. The following table must be part of that letter.
Tender DescriptionMember Name / Percentage Work Split / Black Equity Shareholding / B-BBE Procurement Recognition Level
1. COMPANY DETAILS:
Registered Name
Registration Number
Income Tax Registration Number
Vat Registration Number
COID Number
PSIRA (For Security Services)
CIDB Grading (For Construction)
Annual Turnover
Bank Rating
B-BBEE Recognition Level
Banking Details (Cheque Account) / Bank:
Account No.:
Branch:
Branch Code:
Main Products and/or Services
2. CONTACT DETAILS
Contact Person
Designation
Telephone
Fax
Mobile
Physical Address: / Postal Address:
3. EQUITY OWNERSHIP
(Attach formal letter from company Auditors or Secretary certifying information provided from 3.1 and/or 3.2 to be true and correct. This information must be reflected accordingly in the letter).
3.1 Individual Shareholders (Please attach a separate list if the space provided is not enough)
Names & Surname / Race / Share Ownership Percentage
AND / OR