Stellenbosch Municipality Tenders & RFQ's

Submission method: sealed envelope, clearly marked with the tender number and description, deposited in the tender box at the stellenbosch municipality town house complex (main building between town hall and municipal library), plein street, stellenbosch. The tender box is accessible 24 hours a day. Bids must be submitted on the official tender document issued by the municipality; re-typed or online submissions are not accepted. Late, electronic, telephonic or faxed tenders will not be considered. Bids must be valid for 180 days after closing. Returnable forms (all must be completed and signed): - certificate of clarification/virtual meeting attendance: confirms attendance at the compulsory virtual meeting; must be signed by both the tenderer and a municipality agent. - Authority to sign a bid: authorises the signatory; for companies/ccs, a certified copy of the board/members resolution must be attached. - Mbd 4 (declaration of interest): discloses any connection to state employees or the municipality. - Mbd 5 (declaration for procurement above r10 million): required because the contract value exceeds r10 million; includes a questionnaire on financial statements. - Mbd 6.1 (Preference points claim): claims b-bbee and locality points; attach a valid b-bbee certificate or original sworn affidavit. - Mbd 8 (declaration of past supply chain practices): declares any previous SCM irregularities. - Mbd 9 (certificate of independent bid determination): certifies NO collusion or price disclosure. - Mbd 10 (certificate of payment of municipal services): declares municipal account numbers for all members/directors; used for locality points. - OHSA form: confirms occupational health and safety compliance; a valid letter of good standing from the compensation commissioner must be attached. - Form of indemnity: signed indemnity. - Pricing schedule: completed and signed. - Form of offer: completed and signed (if applicable). - Declaration by tenderer: completed and signed. - Schedule of plant and equipment, schedule of subcontractors, schedule of work experience (current and completed contracts): completed as required. - For joint ventures: certificate of authority for joint ventures and a copy of the joint venture agreement showing percentage contribution. Disqualification risks: - failure to attend the compulsory virtual clarification meeting. - Submission after the closing time. - Incomplete or unsigned returnable forms. - Bids not on the official tender document. - Bids not in a sealed envelope marked with the tender number. - Bidders who are persons in the service of the state.

Submission method: sealed envelope, clearly marked with the tender number and title, deposited in the tender box at stellenbosch municipality, town house complex (main building between town hall and municipal library), plein street, stellenbosch. The tender box is accessible 24 hours a day. Bids must be submitted on the official tender document issued by the municipality; re-typed or online submissions are not accepted. Bids must be valid for 180 days after closing. Late, electronic, telephonic or faxed tenders will not be considered. Bids not accompanied by a complete set of tender documents will not be considered. Returnable forms (all must be completed, signed and attached): - certificate of clarification/virtual meeting attendance: confirms attendance at any clarification or virtual meeting. - Authority to sign a bid: authorises the signatory; for companies/ccs, a certified copy of the board/members resolution must be attached. - Mbd 4 (declaration of interest): discloses any connection between the bidder and state employees or the municipality. - Mbd 6.1 (Preference points claim): claims b-bbee and locality points; attach a sanas-accredited b-bbee certificate or original sworn affidavit (for emes/qses). - Mbd 8 (declaration of past SCM practices): declares any past supply chain management irregularities. - Mbd 9 (certificate of independent bid determination): certifies the bid price was set independently, with NO collusion. - Mbd 10 (certificate of payment of municipal accounts): declares municipal account numbers of all members, partners, directors, etc.; Used for locality scoring. - OHSA form: occupational health and safety declaration; attach a valid letter of good standing from the compensation commissioner. - Form of indemnity: indemnifies the municipality against claims. - Pricing schedule: completed and signed. - Declaration by tenderer: final declaration of compliance. Disqualification risks: - any mandatory form omitted or unsigned. - Submission in an unsealed envelope or without the tender number. - Submission after the closing time. - Bids from persons in the service of the state.

Submission method: sealed tender box at stellenbosch municipality, town house complex (main building between town hall and municipal library), plein street, stellenbosch. Tender box accessible 24 hours. Two-envelope procedure: - envelope 1 (technical proposal): contains part a and b of the bid document, including all returnable schedules and any additional pages. Mark envelope "envelope 1: technical proposal" with the department's address, bid number, project title, and bidder's name and contact address. - Envelope 2 (financial proposal): contains part c, including all returnable schedules and the memory stick with the bidder's pricing model. Mark envelope "envelope 2: financial proposal" with the same identification details. - Place both envelopes separately into the tender box. Bids not following this procedure will not be considered. Returnable forms (all must be completed, signed, and submitted): - certificate of clarification/virtual meeting attendance: confirms attendance at the compulsory meeting. - Authority to sign a bid: authorises the signatory; for companies/ccs, attach a certified copy of the resolution. - Mbd 4 (declaration of interest): discloses any connection to state employees. - Mbd 5 (declaration for procurement above r10 million): required for contracts above r10 million. - Mbd 6.1 (Preference points claim): claims b-bbee points; attach b-bbee certificate or sworn affidavit. - Mbd 8 (declaration of past supply chain practices): declares past SCM practices. - Mbd 9 (certificate of independent bid determination): certifies NO collusion. - Mbd 10 (certificate of payment of municipal accounts): declares municipal account numbers; used for locality points. - OHSA form: occupational health and safety declaration; attach valid letter of good standing from the compensation commissioner. - Form of indemnity: indemnifies the municipality. - Pricing schedule: completed and signed. - Form of offer: completed and signed (if applicable). - Declaration by tenderer: completed and signed. Disqualification risks: - late, electronic, telephonic, or faxed tenders. - Bids not on the official tender document. - Bids not in a sealed envelope marked with the tender number. - Bids not following the two-envelope procedure. - Missing or unsigned returnable forms. - Failure to attend the compulsory clarification meeting.

Bids must be submitted on the official tender document issued by stellenbosch municipality, in a sealed envelope clearly marked with the tender number and description, deposited in the tender box at the town house complex, plein street, stellenbosch, before the closing time. The tender box is accessible 24 hours a day. Late, electronic, telephonic or faxed tenders will not be considered. Tenders not accompanied by a complete tender document will not be considered. Bids must remain valid for 180 days after closing. Returnable documents (all must be completed and signed): - certificate of clarification/virtual meeting attendance (signed by both tenderer and municipality agent). - Authority to sign a bid (with certified copy of resolution for companies/ccs, partnership resolution, or consortium authorisation). - Mbd 4 (declaration of interest). - Mbd 6.1 (Preference points claim) with b-bbee certificate (sanas accredited) or original sworn affidavit for emes/qses. - Mbd 8 (declaration of past supply chain practices). - Mbd 9 (certificate of independent bid determination). - Mbd 10 (certificate of payment of municipal accounts) with identity numbers, residential addresses and municipal account numbers of all members/partners/directors. - OHSA (occupational health and safety) form with valid letter of good standing from the compensation commissioner. - Form of indemnity. - Pricing schedule. - Declaration by tenderer. - Certificate of authority for joint ventures (if applicable) with a copy of the joint venture agreement showing percentage contribution.

Returnable documents: please ensure that the following forms have been duly completed and signed and that all documents as requested, are attached to the tender document: certificate of clarification/virtual meeting attendance - is the form duly completed and yes NO signed by both tenderer and agent of the stellenbosch municipality? Authority to sign a bid - is the form duly completed and is a certified copy of the resolution yes NO attached? Mbd 4 (declaration of interest) - is the form duly completed and signed? Yes NO mbd 5 - is the form duly completed and signed? Yes NO mbd 6.1 (Preference points claim form for purchases/services) - is the form duly completed and signed? Is a copy of the b-bbee certificate issued by a verification agency accredited by sanas or the original sworn affidavit attached? Yes NO (nb! BBBEE certificates can be verified with the verification agency but a sworn affidavit must be an original and not a copy to be eligible for BBBEE points) mbd 8 (declaration of past supply chain practices) - is the form duly completed and signed? Yes NO mbd 9 (certificate of independent bid determination) - is the form duly completed and signed? Yes NO mbd 10 (certificate of payment of municipal accounts) - is the form duly completed and signed? Are the identity numbers, residential addresses and municipal account numbers of all members, partners, directors, etc. Provided on the form as requested? (Nb! Municipal accounts will be verified and used as basis for preference yes NO points scoring in terms of the stellenbosch preferential procurement policy. The business address, lease agreement or sworn affadavit will be the basis for awarding points for locality) OHSA (occupational health and safety) - is the form duly completed and signed? Yes NO is a valid letter of good standing from the compensation commissioner attached? Form of indemnity - is the form duly completed and signed? Yes NO pricing schedule - is the form duly completed and signed? Yes NO form of offer- is the form duly completed and signed? (If applicable) yes NO declaration by tenderer - is the form duly completed and signed? Yes NO reference NO: b/sm 114/26 of 122 confirmation of clarification meeting attendance, clarification/virtual meeting certificate i / we*, the undersigned, certify that i / we* have examined the site for the works and its surroundings for which i / we* AM / are* submitting this tender and have, as far as practicable possible, familiarized myself / ourselves* with all information, risks, contingencies and other circumstances which may influence or affect my / our* tender. Name & surname capacity name of firm address telephone NO e-mail signature nb: please note that NO latecomers will be allowed. For all compulsory briefing sessions/site meetings/clarification meetings, bids received from interested bidders that did not attend the meeting or arrived later than predetermined date and time, will be disqualified reference NO: b/sm 114/26 of 122 authority to sign a bid, authority to sign a bid, sole proprietor (single owner business) and natural person 1.1. I, , the undersigned, hereby confirm that i AM the sole owner of the business trading as . Or 1.2. I, , the undersigned, hereby confirm that i AM submitting this tender in my capacity as natural person. Signature: date: print name: witness 1: witness 2, companies and/or close corporations 2.1. If a bidder is a company, a certified copy of the resolution by the board of directors, duly signed, authorising the person who signs this bid to do so, as well as to sign any contract resulting from this bid and any other documents and correspondence in connection with this bid and/or contract on behalf of the company must be submitted with this bid, that is, before the closing time and date of the bid 2.2. In the case of a close corporation (cc) submitting a bid, a resolution by its members, authorizing a member or other official of the corporation to sign the documents on their behalf, shall be included with the bid. Particulars of resolution by board of directors of the company/members of the cc date resolution was taken resolution signed by (name and surname) capacity name and surname of delegated authorised signatory capacity specimen signature full name and surname of all director(s) / member (s), 10. Is a copy of the resolution attached? Yes NO signed on behalf of date: company / cc: print name: witness 1: witness 2: reference NO: b/sm 114/26 of 122 authority to sign a bid, partnership we, the undersigned partners in the business trading as hereby authorize mr/ms to sign this bid as well as any contract resulting from the bid and any other documents and correspondence in connection with this bid and /or contract for and on behalf of the abovementioned partnership. The following particulars in respect of every partner must be furnished and signed by every partner: full name of partner signature signed on behalf of date: partnership: print name: witness 1: witness 2, consortium we, the undersigned consortium partners, hereby authorize (name of entity) to act as lead consortium partner and further authorize mr./Ms. To sign this offer as well as any contract resulting from this tender and any other documents and correspondence in connection with this tender and / or contract for and on behalf of the consortium. The following particulars in respect of each consortium member must be provided and signed by each member: % full name of consortium member role of consortium member signature participation signed on behalf of date: partnership: print name: witness 1: witness 2: reference NO: b/sm 114/26 of 122 authority for jv, certificate of authority for joint ventures this returnable schedule is to be completed by joint ventures we, the undersigned, are submitting this tender offer in joint venture and hereby authorize mr./Ms. Authorized signatory of the company/close corporation/partnership (name) , acting in the capacity of lead partner, to sign all documents in connection with the tender offer and any contract resulting from IT on our behalf. (I) name of firm (lead partner) address tel. NO. signature designation (ii) name of firm address tel. NO. signature designation (iii) name of firm address: tel. NO. signature designation (iv) name of firm address tel. NO. signature designation note: a copy of the joint venture agreement showing clearly the percentage contribution of each partner to the joint venture, shall be appended to this schedule. Reference NO: b/sm 114/26 of 122 CIDB, standard conditions of tender (CIDB) f.1 General f.1.1 Actions f.1.1.1 The employer and each tenderer submitting a tender offer shall comply with these conditions of tender. In their dealings with each other, they shall discharge their duties and obligations as set out in f.2 And f.3, Timeously and with integrity, and behave equitably, honestly and transparently, comply with all legal obligations and not engage in anticompetitive practices. F.1.1.2 The employer and the tenderer and all their agents and employees involved in the tender process shall avoid conflicts of interest and where a conflict of interest is perceived or known, declare any such conflict of interest, indicating the nature of such conflict. Tenderers shall declare any potential conflict of interest in their tender submissions. Employees, agents and advisors of the employer shall declare any conflict of interest to whoever is responsible for overseeing the procurement process at the start of any deliberations relating to the procurement process or as soon as they become aware of such conflict, and abstain from any decisions where such conflict exists or recuse themselves from the procurement process, as appropriate. Note, a conflict of interest may arise due to a conflict of roles, which might provide an incentive for improper acts in some circumstances. A conflict of interest can create an appearance of impropriety that can undermine confidence in the ability of that person to act properly in his or her position even if NO improper acts result., Conflicts of interest in respect of those engaged in the procurement process include direct, indirect or family interests in the tender or outcome of the procurement process and any personal bias, inclination, obligation, allegiance or loyalty, which would in any way, affect any decisions taken. F.1.1.3 The employer shall not seek and a tenderer shall not submit a tender without having a firm intention and the capacity to proceed with the contract. F.1.2 Tender documents the documents issued by the employer for the purpose of a tender offer are listed in the tender data. F.1.3 Interpretation f.1.3.1 The tender data and additional requirements contained in the tender schedules that are included in the returnable documents are deemed to be part of these conditions of tender. F.1.3.2 These conditions of tender, the tender data and tender schedules, w h i c h a r e only required for tender evaluation purposes, shall not form part of any contract arising from the invitation to tender. F.1.3.3 For the purposes of these conditions of tender, the following definitions apply, conflict of interest means any situation in which, someone in a position of trust has competing professional or personal interests which make IT difficult to fulfil his or her duties impartially; ii) an individual or organisation is in a position to exploit a professional or official capacity in some way for their personal or corporate benefit; or iii) incompatibility or contradictory interests exist between an employee and the organisation which employs that employee., Comparative offer means the price after the factors of a non-firm price and all unconditional discounts IT can be utilised to have been taken into consideration; reference NO: b/sm 114/26 of 122 CIDB, corrupt practice means the offering, giving, receiving or soliciting of anything of value to influence the action of the employer or his staff or agents in the tender process;, fraudulent practice means the misrepresentation of the facts in order to influence the tender process or the award of a contract arising from a tender offer to the detriment of the employer, including collusive practices intended to establish prices at artificial levels;, organization means a company, firm, enterprise, association or other legal entity, whether incorporated or not, or a public body;, functionality means the measurement according to the predetermined norms of a service or commodity designed to be practical and useful, working or operating, taking into account quality, reliability, viability and durability of a service and technical capacity and ability of a tenderer. F.1.4 Communication and employer’s agent each communication between the employer and a tenderer shall be to or from the employer's agent only, and in a form that can be readily read, copied and recorded. Communications shall be in the english language. The employer shall not take any responsibility for non- receipt of communications from or by a tenderer. The name and contact details of the employer’s agent are stated in the tender data. F.1.5 Cancellation and re-invitation of tenders f1.5.1 An organ of state may, prior to the award of the tender, cancel a tender if- (a) due to changed circumstances, there is NO longer a need for the services, works or goods requested; or (b) funds are NO longer available to cover the total envisaged expenditure; or (c) NO acceptable tenders are received. F1.5.2 The decision to cancel a tender must be published in the CIDB website and in the government tender bulletin for the media in which the original tender invitation was advertised. F.1.6 Procurement procedures f.1.6.1 General unless otherwise stated in the tender data, a contract will, subject to f.3.13, Be concluded with the tenderer who in terms of f.3.11 Is the highest ranked or the tenderer scoring the highest number of tender evaluation points, as relevant, based on the tender submissions that are received at the closing time for tenders. F.1.6.2 Competitive negotiation procedure f.1.6.2.1 Where the tender data require that the competitive negotiation procedure is to be followed, tenderers shall submit tender offers in response to the proposed contract in the first round of submissions. Notwithstanding the requirements of f.3.4, The employer shall announce only the names of the tenderers who make a submission. The requirements of f.3.8 Relating to the material deviations or qualifications which affect the competitive position of tenderers shall not apply. F.1.6.2.2 All responsive tenderers, or not less than three responsive tenderers that are highest ranked in terms of the evaluation method and evaluation criteria stated in the tender data, shall be invited in each round to enter into competitive negotiations, based on the principle of equal treatment and keeping confidential the proposed solutions and associated information. Notwithstanding the provisions of f.2.17, The employer may request that tenders be clarified, specified and fine-tuned in order to improve a tenderer’s competitive position provided that such clarification, specification, fine-tuning or additional information does not alter any fundamental aspects of the offers or impose reference NO: b/sm 114/26 of 122 CIDB substantial new requirements which restrict or distort competition or have a discriminatory effect. F.1.6.2.3 At the conclusion of each round of negotiations, tenderers shall be invited by the employer to make a fresh tender offer, based on the same evaluation criteria, with or without adjusted weightings. Tenderers shall be advised when they are to submit their best and final offer. F.1.6.2.4 The contract shall be awarded in accordance with the provisions of f.3.11 And f.3.13 After tenderers have been requested to submit their best and final offer. F.1.6.3 Proposal procedure using the two stage-system f.1.6.3.1 Option 1 tenderers shall in the first stage submit technical proposals and, if required, cost parameters around which a contract may be negotiated. The employer shall evaluate each responsive submission in terms of the method of evaluation stated in the tender data, and in the second stage negotiate a contract with the tenderer scoring the highest number of evaluation points and award the contract in terms of these conditions of tender. F.1.6.3.2 Option 2 f.1.6.3.2.1 Tenderers shall submit in the first stage only technical proposals. The employer shall invite all responsive tenderers to submit tender offers in the second stage, following the issuing of procurement documents. F.1.6.3.2.2 The employer shall evaluate tenders received during the second stage in terms of the method of evaluation stated in the tender data, and award the contract in terms of these conditions of tender. F.2 Tenderer’s obligations f.2.1 Eligibility f.2.1.1 Submit a tender offer only if the tenderer satisfies the criteria stated in the tender data and the tenderer, or any of his principals, is not under any restriction to do business with employer. F.2.1.2 Notify the employer of any proposed material change in the capabilities or formation of the tendering entity (or both) or any other criteria which formed part of the qualifying requirements used by the employer as the basis in a prior process to invite the tenderer to submit a tender offer and obtain the employer’s written approval to do so prior to the closing time for tenders. F.2.2 Cost of tendering f2.2.1 Accept that, unless otherwise stated in the tender data, the employer will not compensate the tenderer 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 complies with requirements. F2.2.2 The cost of the tender documents charged by the employer shall be limited to the actual cost incurred by the employer for printing the documents. Employers must attempt to make available the tender documents on its website so as not to incur any costs pertaining to the printing of the tender documents. F.2.3 Check documents check the tender documents on receipt for completeness and notify the employer of any discrepancy or omission. F.2.4 Confidentiality and copyright of documents treat as confidential all matters arising in connection with the tender. 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. Reference NO: b/sm 114/26 of 122 CIDB f.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. F.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. F.2.7 Clarification meeting attend, where required, a clarification meeting at which tenderers may familiarize themselves with aspects of the proposed work, services or supply and raise questions. Details of the meeting(s) are stated in the tender data. F.2.8 Seek clarification request clarification of the tender documents, if necessary, by notifying the employer at least five working days before the closing time stated in the tender data. F.2.9 Insurance be aware that the extent of insurance to be provided by the employer (if any) might not be for the full cover required in terms of the conditions of contract identified in the contract data. The tenderer is advised to seek qualified advice regarding insurance. F.2.10 Pricing the tender offer f.2.10.1 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 tenderer, such duties, taxes and levies being those applicable 14 days before the closing time stated in the tender data. F2.10.2 Show VAT payable by the employer separately as an addition to the tendered total of the prices. F.2.10.3 Provide rates and prices that are fixed for the duration of the contract and not subject to adjustment except as provided for in the conditions of contract identified in the contract data. F.2.10.4 State the rates and prices in rand unless instructed otherwise in the tender data. The conditions of contract identified in the contract data may provide for part payment in other currencies. F.2.11 Alterations to documents do 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 tenderer. All signatories to the tender offer shall initial all such alterations. F.2.12 Alternative tender offers f.2.12.1 Unless otherwise stated in the tender data, submit alternative tender offers only if a main tender offer, strictly in accordance with all the requirements of the tender documents, is also submitted as well as a schedule that compares the requirements of the tender documents with the alternative requirements that are proposed. F.2.12.2 Accept that an alternative tender offer may be based only on the criteria stated in the tender data or criteria otherwise acceptable to the employer. F.2.12.3 An alternative tender offer may only be considered in the event that the main tender offer is the winning tender. F.2.13 Submitting a tender offer reference NO: b/sm 114/26 of 122 CIDB f.2.13.1 Submit one tender offer only, either as a single tendering entity or as a member in a joint venture to provide the whole of the works, services or supply identified in the contract data and described in the scope of works, unless stated otherwise in the tender data. F.2.13.2 Return all returnable documents to the employer after completing them in their entirety, either electronically (if they were issued in electronic format) or by writing legibly in non- erasable ink. F.2.13.3 Submit the parts of the tender offer communicated on paper as an original plus the number of copies stated in the tender data, with an english translation of any documentation in a language other than english, and the parts communicated electronically in the same format as they were issued by the employer. F.2.13.4 Sign the original and all copies of the tender offer where required in terms of the tender data. The employer will hold all authorized signatories liable on behalf of the tenderer. Signatories for tenderers 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 tender offer. F.2.13.5 Seal the original and each copy of the tender offer as separate packages marking the packages as "original" and "copy". Each package shall state on the outside the employer's address and identification details stated in the tender data, as well as the tenderer's name and contact address. F.2.13.6 Where a two-envelope system is required in terms of the tender data, place and seal the returnable documents listed in the tender data in an envelope marked “financial proposal” and place the remaining returnable documents in an envelope marked “technical proposal”. Each envelope shall state on the outside the employer’s address and identification details stated in the tender data, as well as the tenderer's name and contact address. F.2.13.7 Seal the original tender offer and copy packages together in an outer package that states on the outside only the employer's address and identification details as stated in the tender data. F.2.13.8 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. F.2.13.9 Accept that tender offers submitted by facsimile or e-mail will be rejected by the employer, unless stated otherwise in the tender data. F.2.14 Information and data to be completed in all respects accept that tender offers, which do not provide all the data or information requested completely and in the form required, may be regarded by the employer as non-responsive. F.2.15 Closing time f.2.15.1 Ensure that the employer receives the tender offer at the address specified in the tender data not later than the closing time stated in the tender data. Accept that proof of posting shall not be accepted as proof of delivery. F.2.15.2 Accept that, if the employer extends the closing time stated in the tender data for any reason, the requirements of these conditions of tender apply equally to the extended deadline. F.2.16 Tender offer validity f.2.16.1 Hold the tender offer(s) valid for acceptance by the employer at any time during the validity period stated in the tender data after the closing time stated in the tender data. F.2.16.2 If requested by the employer, consider extending the validity period stated in the tender data for an agreed additional period with or without any conditions attached to such extension. Reference NO: b/sm 114/26 of 122 CIDB f.2.16.3 Accept that a tender submission that has been submitted to the employer may only be withdrawn or substituted by giving the employer’s agent written notice before the closing time for tenders that a tender is to be withdrawn or substituted. F.2.16.4 Where a tender submission is to be substituted, submit a substitute tender in accordance with the requirements of f.2.13 With the packages clearly marked as “substitute”. F.2.17 Clarification of tender offer after submission provide clarification of a tender offer in response to a request to do so from the employer during the evaluation of tender offers. This may include providing a breakdown of rates or prices and correction of arithmetical errors by the adjustment of certain rates or item prices (or both). NO change in the competitive position of tenderers or substance of the tender offer is sought, offered, or permitted. Note: sub-clause f.2.17 Does not preclude the negotiation of the final terms of the contract with a preferred tenderer following a competitive selection process, should the employer elect to do so. F.2.18 Provide other material f.2.18.1 Provide, on request by the employer, any other material that has a bearing on the tender offer, the tenderer’s commercial position (including notarized joint venture agreements), preferencing arrangements, or samples of materials, considered necessary by the employer for the purpose of a full and fair risk assessment. Should the tenderer not provide the material, or a satisfactory reason as to why IT cannot be provided, by the time for submission stated in the employer’s request, the employer may regard the tender offer as non-responsive. F.2.18.2 Dispose of samples of materials provided for evaluation by the employer, where required. F.2.19 Inspections, tests and analysis provide access during working hours to premises for inspections, tests and analysis as provided for in the tender data. F.2.20 Submit securities, bonds and policies if requested, submit for the employer’s acceptance before formation of the contract, all securities, bonds, guarantees, policies and certificates of insurance required in terms of the conditions of contract identified in the contract data. F.2.21 Check final draft check the final draft of the contract provided by the employer within the time available for the employer to issue the contract. F.2.22 Return of other tender documents if so instructed by the employer, return all retained tender documents within 28 days after the expiry of the validity period stated in the tender data. F.2.23 Certificates include in the tender submission or provide the employer with any certificates as stated in the tender data. F.3 The employer’s undertakings f.3.1 Respond to requests from the tenderer f.3.1.1 Unless otherwise stated in the tender data, respond to a request for clarification received up to five working days before the tender closing time stated in the tender data and notify all tenderers who drew procurement documents. F.3.1.2 Consider any request to make a material change in the capabilities or formation of the tendering entity (or both) or any other criteria which formed part of the qualifying reference NO: b/sm 114/26 of 122 CIDB requirements used to prequalify a tenderer to submit a tender offer in terms of a previous procurement process and deny any such request if as a consequence, an individual firm, or a joint venture as a whole, or any individual member of the joint venture fails to meet any of the collective or individual qualifying requirements;, the new partners to a joint venture were not prequalified in the first instance, either as individual firms or as another joint venture; or, in the opinion of the employer, acceptance of the material change would compromise the outcome of the prequalification process. F.3.2 Issue addenda if necessary, issue addenda that may amend or amplify the tender documents to each tenderer during the period from the date that tender documents are available until three days before the tender closing time stated in the tender data. If, as a result a tenderer applies for an extension to the closing time stated in the tender data, the employer may grant such extension and, shall then notify all tenderers who drew documents. F.3.3 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 tenderer concerned. F.3.4 Opening of tender submissions f.3.4.1 Unless the two-envelope system is to be followed, open valid tender submissions in the presence of tenderers’ agents who choose to attend at the time and place stated in the tender data. Tender submissions for which acceptable reasons for withdrawal have been submitted will not be opened. F.3.4.2 Announce at the meeting held immediately after the opening of tender submissions, at a venue indicated in the tender data, the name of each tenderer whose tender offer is opened and, where applicable, the total of his prices, number of points claimed for its b- bbee status level and time for completion for the main tender offer only. F.3.4.3 Make available the record outlined in f.3.4.2 To all interested persons upon request. F.3.5 Two-envelope system f.3.5.1 Where stated in the tender data that a two-envelope system is to be followed, open only the technical proposal of valid tenders in the presence of tenderers’ agents who choose to attend at the time and place stated in the tender data and announce the name of each tenderer whose technical proposal is opened. F.3.5.2 Evaluate functionality of the technical proposals offered by tenderers, then advise tenderers who remain in contention for the award of the contract of the time and place when the financial proposals will be opened. Open only the financial proposals of tenderers, who score in the functionality evaluation more than the minimum number of points for functionality stated in the tender data, and announce the score obtained for the technical proposals and the total price and any points claimed on b-bbee status level. Return unopened financial proposals to tenderers whose technical proposals failed to achieve the minimum number of points for functionality. F.3.6 Non-disclosure not disclose to tenderers, 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 tenderer. F.3.7 Grounds for rejection and disqualification reference NO: b/sm 114/26 of 122 CIDB determine whether there has been any effort by a tenderer to influence the processing of tender offers and instantly disqualify a tenderer (and his tender offer) if IT is established that he engaged in corrupt or fraudulent practices. F.3.8 Test for responsiveness f.3.8.1 Determine, after opening and before detailed evaluation, whether each tender offer properly received, complies with the requirements of these conditions of tender,, has been properly and fully completed and signed, and, is responsive to the other requirements of the tender documents. F.3.8.2 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, detrimentally affect the scope, quality, or performance of the works, services or supply identified in the scope of work,, significantly change the employer's or the tenderer's risks and responsibilities under the contract, or, affect the competitive position of other tenderers presenting responsive tenders, if IT were to be rectified. 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. F.3.9 Arithmetical errors, omissions and discrepancies f.3.9.1 Check the highest ranked tender or tenderer with the highest number of tender evaluation points after the evaluation of tender offers in accordance with f.3.11 For, the gross misplacement of the decimal point in any unit rate;, omissions made in completing the pricing schedule or bills of quantities; or

Submission channel: sealed envelope, clearly endorsed with the tender number and description, deposited in the tender box at stellenbosch municipality, town house complex (main building between town hall and municipal library), plein street, stellenbosch. The tender box is accessible 24 hours a day. Format: bids must be submitted on the official tender document issued by stellenbosch municipality; re-typed or online submissions are not accepted. Late, electronic, telephonic or faxed tenders will not be considered. Validity: bids must remain valid for 180 days after the closing date. Returnable forms (all must be completed, signed and attached): - certificate of clarification attendance: confirms attendance at the compulsory clarification meeting, signed by both the tenderer and a municipality agent. - Authority to sign a bid: for companies/ccs, a certified copy of the board/members resolution authorising the signatory must be attached. - Mbd 4 (declaration of interest): discloses any connection between the bidder's directors/shareholders and the state or the municipality. - Mbd 6.1 (Preference points claim form): claims b-bbee and locality points; a sanas-accredited b-bbee certificate or original sworn affidavit must be attached. - Mbd 8 (declaration of bidder's past supply chain management practices): declares any previous SCM transgressions. - Mbd 9 (certificate of independent bid determination): certifies the bid price was set independently, with NO collusion. - Mbd 10 (certificate of payment of municipal accounts): declares all municipal account numbers in the stellenbosch area for which the bidder or its principals are responsible; municipal accounts will be verified and used for locality points. - OHSA (occupational health and safety) form: must be completed and signed, with a valid letter of good standing from the compensation commissioner attached. - Form of indemnity: must be completed and signed. - Pricing schedule: must be completed and signed. - Declaration by tenderer: must be completed and signed. Disqualification risks: - failure to attend the compulsory clarification meeting. - Any returnable form left unsigned or omitted. - Bids not accompanied by the complete tender document. - Bids not in a sealed envelope clearly marked with the tender number, or deposited after the closing time.

Submission method: sealed envelope, deposited in the tender box at stellenbosch municipality, town house complex (main building between town hall and municipal library), plein street, stellenbosch. The tender box is accessible 24 hours a day. Envelope must be clearly marked with the tender number and description: "b/sm 14/27: provide services for the impoundment, control, care, veterinary treatment and euthanasia of animals within the stellenbosch municipal area for the period ending 30 june 2029." Bids must be submitted on the official tender document issued by stellenbosch municipality; bids not accompanied by the completed tender document will not be considered. Late, electronic, telephonic or faxed bids will not be considered. Bids must remain valid for 180 days after the closing date. Returnable forms (all must be completed and signed): - certificate of clarification/virtual meeting attendance: certifies attendance at the compulsory clarification meeting. - Authority to sign a bid: authorises the signatory; for companies/ccs, a certified copy of the resolution must be attached. - Mbd 4 (declaration of interest): discloses any connection to state employees or the municipality. - Mbd 6.1 (Preference points claim form): claims b-bbee and locality points; attach b-bbee certificate or original sworn affidavit. - Mbd 8 (declaration of past SCM practices): declares any past supply chain management irregularities. - Mbd 9 (certificate of independent bid determination): certifies the bid price was set independently. - Mbd 10 (certificate of payment of municipal accounts): declares municipal account numbers for all members/directors; used for locality scoring. - OHSA form: confirms occupational health and safety compliance; attach a valid letter of good standing from the compensation commissioner. - Form of indemnity: indemnifies the municipality. - Pricing schedule: completed and signed. - Form of offer (if applicable): completed and signed. - Declaration by tenderer: completed and signed. Disqualification risks: - failure to attend the compulsory clarification meeting. - Any returnable form left unsigned or omitted. - Bids not in a sealed envelope or not deposited before closing time. - Bids not on the official tender document.

Submission method: sealed envelope, clearly marked with the tender number and description, deposited in the tender box at the town house complex (main building between town hall and municipal library), plein street, stellenbosch. The tender box is accessible 24 hours a day. Bids must be submitted on the official tender document issued by stellenbosch municipality; bids not accompanied by a complete tender document will not be considered. Late, electronic, telephonic or faxed tenders will not be accepted. Bids must remain valid for 180 days after closing. Returnable documents (all must be completed and signed): - certificate of clarification/virtual meeting attendance: confirms attendance at the compulsory virtual meeting. - Authority to sign a bid: authorises the signatory; for companies/ccs, a certified copy of the resolution must be attached. - Mbd 4 (declaration of interest): discloses any connection to state employees or the municipality. - Mbd 6.1 (Preference points claim): claims b-bbee and locality points; attach a valid b-bbee certificate or original sworn affidavit (for emes/qses). - Mbd 8 (declaration of past supply chain management practices): declares any prior restrictions or irregularities. - Mbd 9 (certificate of independent bid determination): certifies NO collusion or price disclosure. - Mbd 10 (certificate of payment of municipal accounts): declares all municipal account numbers in the stellenbosch area; municipal accounts will be verified and used for preference scoring. - OHSA form: completed and signed, with a valid letter of good standing from the compensation commissioner. - Form of indemnity: completed and signed. - Pricing schedule: completed and signed. - Form of offer: completed and signed (if applicable). - Declaration by tenderer: completed and signed. Disqualification risks: - failure to attend the compulsory virtual clarification meeting. - Any required form omitted or unsigned. - Submission after the closing time, in the wrong format, or not in the sealed envelope with the correct marking.