Appointment of a professional service provider to assist with the review and optimisation of the organisational structure, priority positions, funding model and related policies for vaal orange catchment management

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Returnable Documents: 6.1.3 Bidders CSD (Central Supplier Database) Report / Number, 6.1.4 Joint Venture Agreement, if applicable,

• SBD 1 (Annexure 1),
• SBD 4 (Annexure 3),
• SBD 6.1 (Annexure 4), Note: If a bidder is a Consortium, Joint Venture or Prime Contractor with Subcontractor(s), (Valid tax clearance, certificate(s), A tax compliance status PIN and SBD 4) must be submitted for each Consortium / JV member or, PRICING SCHEDULE

The Vaal-Orange Catchment Management Agency (VOCMA) needs to be satisfied, in all respects, that the service

provider selected has the necessary resources and abilities to deliver the required services. All submissions will

be regarded in a fair manner in terms of evaluation criteria and process.

The evaluation will be in accordance with Vaal-Orange Catchment Management Agency (VOCMA) SCM Policy,

and the Preferential Procurement Regulations 2022 issued in terms of the Preferential Procurement Policy

Framework Act (Act No. ), whereby the 80/20 preference point system will be applied to evaluate the

received proposals. A total of 80 points will be allocated on price and 20 points on specific goals, using SBD 6.1

to claim the points.

17.1. The RFQ will be evaluated in two (03) stages as follows:

STAGE 1: Pre-Qualification Criteria: Mandatory Requirements

STAGE 2: Returnable Administrative documents

STAGE 3: Price and Specific Goals

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17.2. Stage 1: Pre-Qualification Criteria: Mandatory Requirements

No Criteria Yes No

1 The Team Lead must comprise of a qualified HR Practioner.

Attach valid certified copy of proof of Qualification

Minimum qualification of team leader is Masters in

Organisational development, MBA or MBL will be an

added advantage

Attach valid certified copy of proof of registration with

SABPP (South African Board for People Practices)

CV of team leader with experience of equal or more than

5 years in organisational (Attach CV of team leader)

Minimum Qualifications (National Diploma in HR, post graduate

qualification in HRM will be an added adv) and experience in HR or

organizational design (more than 3 years) of the proposed team

(Attach CVs and certified qualifications)

2 Reference letters from companies as evidence of similar/related work

successfully conducted.

NB: The Reference Letter(s) must not be older than 5 years must be

on the letterhead of the previously serviced client and should reflect

at least name of the organization, team leaders name, title of the

related work conducted, year conducted and completed, contactable

reference name and contact details and signed by the appropriate

delegate. The Reference Letter must indicate the quality of the

service rendered. VOCMA will contact the references to confirm the

information in the reference letters. Three (3) valid letters attached

3 Company track record: Company Profile minimum of 3 years and

above

17.3. Stage 2: Returnable Administrative documents

Prospective service providers must comply with the requirements and submit all required document(s)

indicated hereunder with the bid documents at the closing date and time of bid.

Returnable administrative documents

Administrative Compliance Yes No

6.1.1 Company Registration Documents (CIPC)

Bidders must declare that neither the company nor its directors are

6.1.2 listed on the National Treasury Database of Restricted Suppliers or

Register of Tender Defaulters.

6.1.3 Bidders CSD (Central Supplier Database) Report / Number

6.1.4 Joint Venture Agreement, if applicable

Valid B-BBEE Certificate (issued by a SANAS accredited

6.1.5 entity) or duly completed and commissioned B-BBEE Affidavit (for

EME’s and QSE’s). For joint venture submissions a combined BBBEE

certificate/affidavit must be attached.

6.1.6 The following SBD Forms must be fully completed and signed:

• SBD 1 (Annexure 1)

6.1.7

• SBD 3.3 (Annexure 2)

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• SBD 4 (Annexure 3)
• SBD 6.1 (Annexure 4)

Annexure 5 - General conditions of Purchase [fully signed on the last

6.1.8

page and initial on each page]

Tax Pin issued by SARS (Tax Clearence Certificate)

6.1.9

If Joint venture, tax Pin for each member.

Annexure 6 - POPI Consent forms consent to process (use) personal

information (Informed Consent Notice) as per Promotion of Access to

Information Act , as amended, (PAIA) and the

6.1.10

Protection of Personal Information Act (POPIA)

NB: Should the company be a Joint Venture (JV) both parties must

consent and sign this consent form.

Letter of appointment of duly authorized person to sign bid. Proof of

such authority must be submitted with the bid.

6.1.11 If by an individual, must be signed by that individual or by someone on

his behalf duly authorised thereto and proof of such authority must be

produced.

Bidders will not be disqualified at this stage should the returnable administrative documents not be attached;

however, should the bidder be recommended all the documents be required prior to the award.

Note: If a bidder is a Consortium, Joint Venture or Prime Contractor with Subcontractor(s), (Valid tax clearance

certificate(s), A tax compliance status PIN and SBD 4) must be submitted for each Consortium / JV member or

prime contractor and subcontractors.

17.4. Financial Proposal

Financial proposals will be compared based on their total amount inclusive of VAT and all other related costs.

Bidders are required to submit financial proposals as per the table below on a company letterhead clearly marked

Financial Proposal.

No. Activity / Deliverable Qty Estimated Unit Cost Amount

(R) (r)

1 Project inception, mobilisation and kick-off meeting

2 Review of legislative, regulatory and governance

framework. Review of VOCMA strategic documents,

mandate and functions

3 Review of existing organisational structure and

organogram

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4 Review of current job profiles and functional

responsibilities

6 Functional/workflow analysis across all business units

7 Workload and capacity analysis

8 Span-of-control and reporting-line analysis

9 Duplication, gaps and role-overlap analysis

10 Benchmarking against comparable CMAs/public entities

11 Stakeholder/management consultations and interviews

12 Development of proposed optimised organisational

structure

13 Development of alternative organisational structure

scenarios

14 Organisational structure cost modelling

15 Job evaluation/grade alignment assessment

16 Development/review of job descriptions

17 Development of competency requirements

18 Development of final organograms

19 Development of implementation/transition plan

20 Executive/management validation workshop

21 Policy and Governance Framework Review

22 Final report and presentation to EXCO/Board

Subtotal

Professional fee subtotal

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23 Workshop/consultation logistics

Subtotal excluding VAT

VAT @ 15% 15%

Total including VAT

Pricing schedule is compulsory and failure to complete same in prescribed above and without alterations may result

in disqualification of the bid during the financial evaluation process.

Only firm prices will be accepted. Non-firm prices (including prices subject to rates of exchange variations) will not be

considered. Bidders are requested to provide a clear agreement regarding joint venture / consortia. The percentage

involvement of each company in the joint venture agreement should be indicated in the agreement.

NB: Bidders who are registered for VAT who submit bids without VAT will be disqualified

All bidders are required to complete the VAT declaration below: This information is necessary for compliance and

evaluation processes. Failure to declare VAT status or to provide a valid VAT number (if registered) may lead to

disqualification or non-evaluation of your submission.

Question Response

Are you a VAT – registered vendor Yes No

Vat Registration Number (if applicable) ______________________

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Annexure 6

Promotion of Access to Information Act , as amended, (PAIA) and the Protection of Personal Information

Act (POPIA)

Consent to process (use) personal information

(Informed Consent Notice)

The Protection of Personal Information Act (“POPIA”) aims to give effect to the constitutional right to privacy,

whilst balancing this against competing rights and interests, particularly the right of access to information. POPIA sets

out conditions for the lawful processing of personal information and seeks to regulate every step of the processing of

personal information, from how personal information must be handled when it is collected until the time it is destroyed.

The Vaal-Orange Catchment Management Agency (VOCMA) will at all times endeavour to implement processes and

systems, and day-to-day activities to protect our employee’s, client’s and supplier’s (“Data Subject”) personal

information.

The Service Provider shall be required to perform, at a minimum, the following tasks:

4.1. Diagnostic Assessment and Current State Analysis

• Review the CMA’s legislative mandate, strategic plan, Annual Performance Plan (APP), and operational plans;
• Analyse the current organisational structure, including job roles, reporting lines, spans of control, and grading

levels;

• Assess alignment between structure, functions, workflows, and service delivery requirements;
• Evaluate organisational capacity, capability gaps, duplication, and inefficiencies;
• Review current establishment, funded vs unfunded posts, and vacancy profile; and
• Produce a Current State Diagnostic Assessment Report.

4.2. Organisational Design Principles and Future-State Model

• Develop organisational design principles aligned to the CMA’s mandate, strategy, and public sector best

practice;

• Propose alternative structural models (where applicable) with clear rationale and implications;
• Design a recommended future-state organisational structure, including:

o Functional groupings and directorates;

o Reporting lines and governance layers;

o Strategic, operational, and support functions; and

o Appropriate spans of control and delegation levels.

4.3. Identification of Priority and Strategic Positions

• Identify critical and priority positions required to deliver the CMA’s strategic objectives;
• Distinguish between short-term, medium-term, and long-term priority posts;
• Define the roles, responsibilities, and competencies for priority positions;
• Assess current incumbency and capacity against priority requirements; and
• Develop a phased staffing and filling strategy aligned to affordability.

4.4 Job Evaluation, Role Alignment and Establishment Review

• Review and align job descriptions to the proposed structure;
• Ensure clarity of roles, accountability, and elimination of overlaps;
• Support job evaluation and grading alignment (where required), in line with applicable frameworks;
• Develop a revised organisational establishment for approval.

4.5 Funding and Affordability Model for the Structure

• Analyse current and projected revenue streams, including transfers, water use charges, and own revenue;
• Develop a detailed funding and affordability model for the proposed organisational structure;
• Assess cost implications of the revised structure (personnel and non-personnel costs);
• Propose funding scenarios and phased implementation options;
• Ensure compliance with PFMA, Treasury Regulations, and sustainability requirements; and
• Produce a Structure Funding and Affordability Report.

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4.6 Policy and Governance Framework Review

• Identify all policies, procedures, delegations, and governance instruments impacted by the revised structure,

including but not limited to:

o Delegation of Authority Framework;

o Human Resources and Organisational Development policies;

o Performance Management policies;

o Governance and committee charters;

o Financial management and control policies.

o Review, update, or develop required policies to align with the approved structure;

o Ensure consistency with legislation, regulations, and good governance practices.

4.7 Stakeholder Engagement and Consultation

• Develop and implement a consultation and engagement plan;
• Engage the Board, Executive Management, Senior Management, organised labour (where applicable), and

key stakeholders;

• Facilitate validation workshops and feedback sessions;
• Incorporate inputs into the final recommended structure and policies.

4.8 Implementation Roadmap and Change Readiness

• Develop a detailed implementation roadmap for the approved structure;
• Define transition arrangements, risks, and mitigation measures;
• Develop an implementation sequencing and prioritisation plan;
• Support management with approval processes and implementation readiness.

5. Deliverables

The Service Provider shall deliver, at a minimum:

• Current State Diagnostic Assessment Report;
• Organisational Design Principles and Options Paper;
• Recommended Organisational Structure and Establishment;
• Priority and Strategic Positions Framework;
• Updated Job Profiles (where applicable);
• Funding and Affordability Model and Report;
• Policy and Governance Review Matrix;
• Draft and final revised policies and governance instruments;
• Implementation Roadmap and Transition Plan;
• Final Consolidated Report.

The Protection of Personal Information Act, , (“POPIA”) regulates and controls the processing, including the

collection, use, and transfer of a person’s personal information. In terms of POPIA, the VOCMA (Responsible Party)

has a legal duty to collect, use, transfer and destroy (process) another’s (Data Subject) personal information (Personal

Information) in a lawful, legitimate and responsible manner and in accordance with the provisions outlined in the eight

processing conditions of POPIA.

All processing of a Data Subject’s Personal Information must be done with the Data Subject’s permission, i.e. the Data

Subject has to consent to the processing of its Personal Information. In order to comply with POPIA, VOCMA as the

Responsible Party, requires your, the Data Subject’s, permission to process the Data subject’s Personal Information.

This Informed Consent Notice is applicable to all VOCMA employees, clients and suppliers – both current and new.

In order to give effect to your commercial relationship with the VOCMA as an employee, client or supplier VOCMA

needs to process your Personal Information which Personal Information will be used for a number of legitimate

purposes, including, inter-alia;

• Compliance with governing laws, corporate governance codes, and applicable policies.
• Entering into a contract.
• Where required by law, to disclose your information.
• To communicate with you and attend to your enquiries and requests.
• When necessary or required, to provide you with information about VOCMA.
• In order to compile statistics and other analytical information.
• Performing internal processes, such as to make payments.
• To mitigate risk to VOCMA and eliminate fraud occurrences.

You, the Data Subject, agrees that VOCMA may use all the Personal Information which you, the Data Subject, provides

to VOCMA which VOCMA requires to give effect to your commercial relationship with the VOCMA.

VOCMA in turn undertakes that it will only use your, the Data Subject’s, Personal Information for the aforementioned

purposes and for no other purposes, unless with your, the Data Subject’s, prior permission.

3. Withholding consent or withholding personal information

Should you, the Data Subject, refuse to provide VOCMA with your Personal Information which is required by VOCMA

for the purposes indicated above, and the required consent to process the aforementioned Personal Information then

VOCMA will be unable to engage with you, the Data Subject, or enter into any agreement or relationship with you, the

Data Subject. However, the Data Subject is required to provide the information voluntarily and understands that same

is mandatory as described above.

4. Use, storage, retention and destruction of personal information

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Your, the Data Subject’s, Personal Information may be processed on individual computers and stored electronically in

a centralised data base, which, for operational reasons, will be accessible to all within VOCMA on a need to know and

business basis, save that where appropriate, some of your, the Data Subject’s, Personal Information may be retained

in hard copy. All Personal Information which you, the Data Subject, provide to VOCMA will be held and/or stored

securely. In this regard VOCMA undertakes to conduct regular audits regarding the safety and the security of your, the

Data Subject’s, Personal Information. Once your, the Data Subject’s, Personal Information is no longer required due

to the fact that the purpose for which the Personal Information was held has come to an end and expired, such Personal

Information will be safely and securely archived as per the requirements of any law applicable in South Africa. VOCMA

thereafter will ensure that such Personal Information is permanently destroyed.

5. Disclosure and cross border transfer

VOCMA may from time to time have to disclose your, the Data Subject’s, Personal Information to other parties but

such disclosure will always be subject to an agreement which will be concluded between VOCMA and the party to

whom it is disclosing your, the Data Subject’s, Personal Information to, which contractually obliges the recipient of your

Personal Information to comply with strict confidentiality and data security conditions.

Where Personal Information and related data is transferred to a country outside the borders of South Africa, your, the

Data Subject’s, Personal Information will only be transferred to those countries which have similar data privacy laws

in place or where the recipient of the Personal Information is bound contractually to a no lesser set of obligations than

those imposed by POPIA.

6. Objections and complaints

You, the Data Subject, are encouraged to make immediate contact with the VOCMA Information Officer at any time if

you are not comfortable or satisfied with the manner in which VOCMA is processing your, the Data Subject’s, Personal

Information. On receipt of your, the Data Subject’s, objection VOCMA will place a hold on any further processing until

the cause of the objection has been resolved. If you, the Data Subject, are not satisfied with such process, you, the

Data Subject, has the right to lodge a complaint with the Information Regulator. Furthermore, you the Data Subject,

have the right to request VOCMA to destroy all records of your personal information.

7. Quality and responsibility of personal information

POPIA requires that all your, the Data Subject’s, Personal Information and related details, as supplied by you, the Data

Subject, are complete, accurate and up-to-date. Whilst VOCMA will always use its best endeavours to ensure that

your, the Data Subject’s, Personal Information is reliable, it is your, the Data Subject’s, responsibility to provide

accurate and truthful information and further to advise VOCMA of any changes to your, the Data Subject’s, Personal

Information, as and when these may occur.

8. Data subject’s right to access personal information

You, the Data Subject has the right at any time to ask VOCMA to provide you, the Data Subject, with details of the

Personal Information which VOCMA holds on your, the Data Subject’s, behalf; and/or the purpose for which it has

been used provided that such request is made using the VOCMA PAIA process.

9. Vocma’s right to amend

VOCMA reserves the right to amend this Informed Consent Notice from time to time. You, the Data Subject are

requested to please check with VOCMA periodically to inform yourself, the Data Subject, of any changes.

10. Successors in title

The rights and obligations of the parties under this Informed Consent Notice will be binding on, and will be of benefit

to, each of the parties’ successors in title and/or assigns where applicable, i.e. in the case of a sale or transfer of

business by the Data Subject to another.

11. Declaration and informed consent

I, the Data Subject, confirm that my, the Data Subject’s, Personal Information, provided is accurate, up-to-date, not

misleading and is complete in all respects, save where same may change and then in such an event, I, the Data

Subject, undertake to advise VOCMA or its Operator(s)(1) of these changes. I, the Data Subject, in providing the

required Personal Information to VOCMA and/or to its Operator, consent and give VOCMA permission to process and

further process (where necessary and strictly directly related to the initial processing) my, the Data Subject’s, Personal

Information as and where required and acknowledge that I, the Data Subject, understand the purposes for which the

Personal Information is required and for which it will be used. Furthermore, should any of the Personal Information

which has been provided by myself concern or pertain to a legal entity whom I represent, I confirm that I have the

necessary authority to act on behalf of such legal entity, Data Subject, and that I have the right to provide the Personal

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Information and/or the required consent to use said Personal Information, on behalf of the aforementioned legal entity.

Furthermore, should any of the Personal Information belong to any of my dependants and/or beneficiaries who are

underage (2), I in my capacity as their legal guardian and competent person give VOCMA the appropriate permission

to process their Personal Information for the purposes for which these details were given. Furthermore, I hereby

consent to being contacted by VOCMA, electronically or otherwise, in order to fulfil the commercial relationship

between myself, the Data Subject and VOCMA.

12. Vocma information officer

VOCMA Information Officer

Ms. Lerato Morake

Chief Executive Officer

[email protected]

051 405 9000

(1) “Operator” means a natural person or a juristic person who processes your, a Data Subject’s, Personal

Information on behalf of VOCMA in terms of a contract or mandate, without coming under the direct authority

of VOCMA; VOCMA will, in order to pursue and protect its legitimate interests and in many cases to protect

you, the Data Subject, will under a written contract ask Operators to process certain categories of your, the

Data Subject’s, Personal Information on its behalf including without detracting from the generality thereof,

advertising agencies, research companies, PR agencies, Relevant Industry Associations, Payroll service

providers, Core Benefits Providers, Medical Aid/Cover providers, Retirement Funding Providers, Auditors,

Legal Practitioners, and Government and Provincial Departments.

Consent declaration

The Data Subject, by signing this document, hereby consents to the use of the Data Subject’s personal information

submitted to VOCMA and confirms that:

• the information is supplied voluntarily, without undue influence from any party and not under any duress; and
• the information which is supplied is mandatory for the purposes of entering into a commercial agreement and

that without such information, VOCMA may not enter into the agreement with the Data Subject.

The Data Subject acknowledges that the Data Subject is aware of the following rights with regard to such personal

information which is submitted to VOCMA. The right to:

• access the information at any reasonable time for purposes of rectification thereof;
• object to the processing of the information in which case the commercial agreement may be terminated; and
• lodge a complaint to the Information Regulator.

Thus signed on this _______ day of _________________________ 20 ___ in the presence of the undersigned

witnesses:

I, _______________________________ (full names of Data Subject),

ID Number _______________________, on behalf of ________________________ (state legal entity if applicable),

Company Registration Number ________________________,

hereby Give My Consent. ____________________________ Signature (Data Subject)

Full Name: ________________________

Witness (1): _____________________

Full Name: ________________________

Witness (2): _____________________

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Full Name: _______________________

2 “underage” means a child (natural person) under the age of 18 years who is not legally competent, without the

assistance of a competent person, to take any action or decision in respect of any matter concerning him-or herself;

VOCMA will from time to time have to process Personal Information of a child who may belong to you, a Data Subject,

for amongst other reasons employment and benefit related purposes, which use will require the competent person’s

consent.

Annexure 5

Government procurement:

General conditions of contract

The purpose of this document is to:

(i) Draw special attention to certain general conditions applicable to government bids, contracts

and orders; and

(ii) To ensure that clients be familiar with regard to the rights and obligations of all parties

involved in doing business with government.

In this document words in the singular also mean in the plural and vice versa and words in the

masculine also mean in the feminine and neuter.

 The General Conditions of Contract will form part of all bid documents and may not

be amended.

 Special Conditions of Contract (SCC) relevant to a specific bid, should be compiled separately

for every bid (if (applicable) and will supplement the General Conditions of Contract.

Whenever

there is a conflict, the provisions in the SCC shall prevail.

Table of clauses

1. Definitions

2. Application

3. General

4. Standards

5. Use of contract documents and information; inspection

6. Patent rights

7. Performance security

8. Inspections, tests and analysis

9. Packing

10. Delivery and documents

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11. Insurance

12. Transportation

13. Incidental services

14. Spare parts

The Service Provider shall apply recognised organisational design and OD methodologies, adapted to the South

African public sector environment. The methodology must be evidence-based, participatory, and compliant with labour

relations and governance requirements.

7. Duration of the Assignment

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The assignment is expected to be completed within a period of 4 months from commencement date, subject to

refinement by the CMA.

8. Roles and Responsibilities

8.1 Service Provider

• Provide professional OD and organisational design services;
• Assign a suitably qualified project lead and technical specialists;
• Ensure quality assurance of all deliverables; and
• Maintain confidentiality and ethical conduct.

8.2 Catchment Management Agency

• Provide access to relevant documentation and stakeholders;
• Appoint a Project Sponsor and internal liaison team;
• Facilitate consultation and decision-making processes; and
• Review and approve deliverables.

9. Governance and Reporting

• The Service Provider shall report to the designated CMA Project Sponsor;
• Regular progress reports shall be submitted as agreed;
• A steering committee may be established to oversee the assignment.

10. Skills and Experience Requirements

The Service Provider must demonstrate:

• Proven experience in organisational design and restructuring within the public sector;
• Experience in developing funding and affordability models;
• Knowledge of PFMA, Treasury Regulations, labour legislation, and governance frameworks;
• Strong facilitation, analytical, and stakeholder engagement capabilities.

11. Terms of Reference (Summary)

The Terms of Reference for this assignment are to:

• Conduct a comprehensive organisational structure review;
• Design a fit-for-purpose and affordable organisational structure;
• Identify priority and strategic positions;
• Develop a sustainable funding model;
• Review and update affected policies and governance instruments; and
• Support organisational approval and implementation readiness.

12. Alignment to DWS Staff Transfer and Institutional Transition

• Explicitly align the organisational structure review to the phased transfer of staff from the Department of Water

and Sanitation (DWS);

• Assess implications of transferred functions, posts, and competencies on the revised structure;
• Ensure harmonisation of roles, reporting lines, grading, and conditions of service where applicable;
• Support integration of transferred staff into the future-state operating model; and

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• Mitigate organisational and labour-related risks arising from the transition.

14. Key Success Factors

• Strategic alignment between mandate, structure, and funding;
• Affordability and sustainability of the approved structure;
• Buy-in from leadership, management, and labour;
• Clear prioritisation of critical and strategic posts; and
• Practical implementation readiness.

15. Compliance and Governance Requirements

The Service Provider must ensure compliance with:

• National Water Act, 1998;
• Public Finance Management Act, 1999;
• Treasury Regulations and applicable Practice Notes;
• Labour Relations Act and Basic Conditions of Employment Act;
• Public Service Regulations (where applicable);
• AGSA expectations and good governance principles.

16. Reporting Schedule and Milestones (Indicative)

• Inception Report: Within 2 weeks of appointment

• Diagnostic Assessment Report: 3 weeks to 6 weeks

• Draft Organisational Design and Priority Posts: Month 2

• Draft Funding and Affordability Model: Month 2–3

• Draft Policy Review and Updates: Month 3

• Final Consolidated Report and Implementation Roadmap: Month 4

• Current State Diagnostic Assessment Report;

• Organisational Design Principles and Options Paper;

• Recommended Organisational Structure and Establishment;

• Priority and Strategic Positions Framework;

• Updated Job Profiles (where applicable);

• Funding and Affordability Model and Report;

• Policy and Governance Review Matrix;

• Draft and final revised policies and governance instruments;

• Implementation Roadmap and Transition Plan;

• Final Consolidated Report.

6. Methodology

structure. This review will include the identification of priority positions to drive strategy execution, the

development of a sustainable funding model for the approved structure, and the review and/or development of

all policies, procedures, and governance instruments affected by the revised structure.

Part a: bid advertisement

Vaal-Orange Catchment Management Agency (VOCMA) hereby invites suitably qualified and experienced

service providers to submit proposals for the review and optimisation of the organisational structure, priority

positions, funding model and related policies for Vaal-Orange Catchment Management Agency (VOCMA)

• Proven experience in organisational design and restructuring within the public sector;
• Experience in developing funding and affordability models;
• Knowledge of PFMA, Treasury Regulations, labour legislation, and governance frameworks;
• Strong facilitation, analytical, and stakeholder engagement capabilities.

11. Terms of Reference (Summary)

5 years in organisational (Attach CV of team leader)

Minimum Qualifications (National Diploma in HR, post graduate

qualification in HRM will be an added adv) and experience in HR or

organizational design (more than 3 years) of the proposed team

(Attach CVs and certified qualifications)

successfully conducted.

NB: The Reference Letter(s) must not be older than 5 years must be

on the letterhead of the previously serviced client and should reflect

at least name of the organization, team leaders name, title of the

related work conducted, year conducted and completed, contactable

reference name and contact details and signed by the appropriate

delegate. The Reference Letter must indicate the quality of the

service rendered. VOCMA will contact the references to confirm the

information in the reference letters. Three (3) valid letters attached

3 Company track record: Company Profile minimum of 3 years and

above

17.3. Stage 2: Returnable Administrative documents

Prospective service providers must comply with the requirements and submit all required document(s)

indicated hereunder with the bid documents at the closing date and time of bid.

(Professional Services)

Name of bidder: ..........................................................................................BID NO.: vo 013-2026/2027

Closing time 11:00 closing date: 14 september 2026

Offer to be valid for 120 days from the closing date of bid. 14 september 2026

Item description bid price in RSA currency

NO **(all applicable taxes included)

1. The accompanying information must be used for the formulation of proposals.

2. Bidders are required to indicate a ceiling price based on the total estimated time for completion of all phases

and including all expenses inclusive of all applicable taxes for the project.

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

3. Persons who will be involved in the project and rates applicable (certified

Invoices must be rendered in terms hereof)

4. Person and position hourly rate daily rate

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5.PHASES According to which the project will be completed, cost per phase and man-days

To be spent

----------------------------------------------------------- R------------------------------ ------------ days

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5.1 Travel expenses (specify, for example rate/km and total km, class of airtravel, etc). Only actual costs are

recoverable. Proof of the expenses incurred must accompany certified invoices.

Description of expense to be incurred rate quantity amount

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Total: r.............................................

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** ”all applicable taxes” includes value- added tax, pay as you earn, income tax, unemployment insurance fund

contributions and skills development levies.

5.2 Other expenses, for example accommodation (specify, eg. Three-star hotel, bed and breakfast, telephone cost,

reproduction cost, etc.). On basis of these particulars, certified invoices will be checked for correctness.

Proof of the expenses must accompany invoices.

Description of expense to be incurred rate quantity amount

------------------------------------------------------------------- ................... ................. R...............

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------------------------------------------------------------------- ................... ................. R...............

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Total: r.............................................

6.Period required for commencement with project after acceptance of bid .........................................................

7. Estimated man-days for completion of project.........................................................

8. Are the rates quoted firm for the full period of contract? *YES/NO

9. If not firm for the full period, provide details of the basis on which adjustments will be applied for, for example

consumer price index.....................................

....................................

....................................

....................................

*[Delete if not applicable]

Any enquiries regarding bidding procedures may be directed to the –

For Technical enquiries: Mr. Neo Smouse

Contact person: [email protected]

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Contract form - rendering of services sbd 7.2

This form must be filled in duplicate by both the service provider (part 1) and the

Purchaser (part 2). Both forms must be signed in the original so that the service

Provider and the purchaser would be in possession of originally signed contracts for

Their respective records.

Part 1 (to be filled in by the service provider)

1. I hereby undertake to render services described in the attached bidding documents to Vaal-Orange

Catchment Management Agency (VOCMA) in accordance with the requirements and task directives /

proposals specifications stipulated in Bid Number VO 013-2026/2027at the price/s quoted. My offer/s remain

binding upon me and open for acceptance by the Purchaser during the validity period indicated and calculated

from the closing date of the bid .

2. The following documents shall be deemed to form and be read and construed as part of this agreement:

(i) Bidding documents, viz

• Invitation to bid;
• Proof of tax compliance status;
• Pricing schedule(s);
• Filled in task directive/proposal;
• Preference claim form for Preferential Procurement in terms of the Preferential Procurement

Regulations;

• Bidder’s Disclosure form;
• Special Conditions of Contract;

(ii) General Conditions of Contract; and

(iii) Other (specify)

3. I confirm that I have satisfied myself as to the correctness and validity of my bid; that the price(s) and rate(s)

quoted cover all the services specified in the bidding documents; that the price(s) and rate(s) cover all my

obligations and I accept that any mistakes regarding price(s) and rate(s) and calculations will be at my own

risk.

4. I accept full responsibility for the proper execution and fulfilment of all obligations and conditions devolving on

me under this agreement as the principal liable for the due fulfillment of this contract.

5. I declare that I have no participation in any collusive practices with any bidder or any other person regarding

this or any other bid.

6. I confirm that I am duly authorised to sign this contract.

Name (print) ..................................

Witnesses

Capacity ..................................

1 ........................................ Signature ..................................

Name of firm .................................. 2 ........................................

Date .................................. Date:................................

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1. Background and Context

Vaal-Orange Catchment Management Agency (CMA) is required, in terms of the National Water Act, 1998 (Act

No. ), the Public Finance Management Act, 1999 (PFMA), and applicable public sector governance

frameworks, to maintain an organisational structure that is fit-for-purpose, financially sustainable, and aligned

to its strategic mandate.

In light of evolving strategic priorities, expanded functions, resource constraints, and institutional maturity

requirements, the VOCMA intends to appoint a suitably qualified Organisational Development (OD) and

Institutional Design Service Provider to conduct a comprehensive review and optimisation of its organisational

structure. This review will include the identification of priority positions to drive strategy execution, the

development of a sustainable funding model for the approved structure, and the review and/or development of

all policies, procedures, and governance instruments affected by the revised structure.

Part a: bid advertisement

Vaal-Orange Catchment Management Agency (VOCMA) hereby invites suitably qualified and experienced

service providers to submit proposals for the review and optimisation of the organisational structure, priority

positions, funding model and related policies for Vaal-Orange Catchment Management Agency (VOCMA)

2. Purpose of the Assignment

The purpose of this assignment is to ensure that the VOCMA has an optimal organisational structure that:

• Enables effective delivery of the CMA’s statutory mandate;

• Supports strategic objectives and performance outcomes;

• Is financially sustainable and affordable within current and projected funding envelopes;

• Clarifies roles, accountabilities, and reporting lines; and

• Is supported by aligned policies, procedures, and governance frameworks.

3. Objectives

The objectives of the assignment are to:

• Review and assess the current organisational structure against the CMA’s mandate, strategy, and operating

model;

• Design a revised organisational structure that is efficient, scalable, and future-fit;
• Identify and prioritise critical and strategic positions required to drive organisational performance;
• Develop a sustainable funding and affordability model for the proposed structure;
• Review, develop, or update all policies and procedures impacted by the revised structure; and
• Support organisational approval and implementation readiness.

A detailed Scope of Work and Terms of Reference is available as part of the bid documentation.

4. Contract Duration

The contract period is anticipated to be 4 months, covering pre-transfer, transfer, and post-transfer phases.

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5. Submission of Proposals

Bid documents must be submitted:

• In a sealed envelope clearly marked: “Bid: Review and optimization of organizational structure”;
• On or before: 11h00 on 14 September 2026;
• At: e-Tenders.

Late submissions will not be accepted.

3. Persons who will be involved in the project and rates applicable (certified

Invoices must be rendered in terms hereof)

8. Are the rates quoted firm for the full period of contract? *YES/NO

(i) Bidding documents, viz

• Invitation to bid;
• Proof of tax compliance status;
• Pricing schedule(s);
• Filled in task directive/proposal;
• Preference claim form for Preferential Procurement in terms of the Preferential Procurement

Regulations;

• Bidder’s Disclosure form;
• Special Conditions of Contract;

(ii) General Conditions of Contract; and

(iii) Other (specify)

3. I confirm that I have satisfied myself as to the correctness and validity of my bid; that the price(s) and rate(s)

quoted cover all the services specified in the bidding documents; that the price(s) and rate(s) cover all my

obligations and I accept that any mistakes regarding price(s) and rate(s) and calculations will be at my own

risk.

in disqualification of the bid during the financial evaluation process.

Only firm prices will be accepted. Non-firm prices (including prices subject to rates of exchange variations) will not be

considered. Bidders are requested to provide a clear agreement regarding joint venture / consortia. The percentage

involvement of each company in the joint venture agreement should be indicated in the agreement.

NB: Bidders who are registered for VAT who submit bids without VAT will be disqualified

All bidders are required to complete the VAT declaration below: This information is necessary for compliance and

evaluation processes. Failure to declare VAT status or to provide a valid VAT number (if registered) may lead to

disqualification or non-evaluation of your submission.

Yes No Yes No [A B-BBEE STATUS LEVEL VERIFICATION CERTIFICATE/ SWORN AFFIDAVIT (FOR EMES & QSEs) MUST BE SUBMITTED IN ORDER TO QUALIFY FOR PREFERENCE POINTS FOR B-BBEE] ARE YOU THE ACCREDITED ARE YOU A FOREIGN BASED REPRESENTATIVE IN Yes No Yes No SUPPLIER FOR THE GOODS SOUTH AFRICA FOR /SERVICES /WORKS OFFERED? THE GOODS /SERVICES [IF YES ENCLOSE PROOF] [IF YES, ANSWER PART B:3 ] /WORKS OFFERED? QUESTIONNAIRE TO BIDDING FOREIGN SUPPLIERS IS THE ENTITY A RESIDENT OF THE REPUBLIC OF SOUTH AFRICA (RSA)? YES NO DOES THE ENTITY HAVE A BRANCH IN THE RSA? YES NO DOES THE ENTITY HAVE A PERMANENT ESTABLISHMENT IN THE RSA? YES NO DOES THE ENTITY HAVE ANY SOURCE OF INCOME IN THE RSA? YES NO IS THE ENTITY LIABLE IN THE RSA FOR ANY FORM OF TAXATION? YES NO IF THE ANSWER IS “NO” TO ALL OF THE ABOVE, THEN IT IS NOT A REQUIREMENT TO REGISTER FOR A TAX COMPLIANCE STATUS SYSTEM PIN CODE FROM THE SOUTH AFRICAN REVENUE SERVICE (SARS) AND IF NOT REGISTER AS PER 2.3 BELOW. PART B TERMS AND CONDITIONS FOR BIDDING

Bid submission: 1.1. Bids must be delivered by the stipulated time to the correct address. Late bids will not be accepted for consideration. 1.2. All bids must be submitted on the official forms provided–(not to be re-typed) or in the manner prescribed in the bid document. 1.3. This bid is subject to the preferential procurement policy framework act, 2000 and the preferential procurement regulations, 2017, the general conditions of contract (gcc) and, if applicable, any other special conditions of contract. 1.4. The successful bidder will be required to fill in and sign a written contract form (sbd7).

TAX COMPLIANCE REQUIREMENTS 2.1 BIDDERS MUST ENSURE COMPLIANCE WITH THEIR TAX OBLIGATIONS. 2.2 BIDDERS ARE REQUIRED TO SUBMIT THEIR UNIQUE PERSONAL IDENTIFICATION NUMBER (PIN) ISSUED BY SARS TO ENABLE THE ORGAN OF STATE TO VERIFY THE TAXPAYER’S PROFILE AND TAX STATUS. 2.3 APPLICATION FOR TAX COMPLIANCE STATUS (TCS) PIN MAY BE MADE VIA E-FILING THROUGH THE SARS WEBSITE WWW.SARS.GOV.ZA. 2.4 BIDDERS MAY ALSO SUBMIT A PRINTED TCS CERTIFICATE TOGETHER WITH THE BID. 2.5 IN BIDS WHERE CONSORTIA / JOINT VENTURES / SUB-CONTRACTORS ARE INVOLVED, EACH PARTY MUST SUBMIT A SEPARATE TCS CERTIFICATE / PIN / CSD NUMBER. 2.6 WHERE NO TCS IS AVAILABLE BUT THE BIDDER IS REGISTERED ON THE CENTRAL SUPPLIER DATABASE (CSD), A CSD NUMBER MUST BE PROVIDED. 2.7 NO BIDS WILL BE CONSIDERED FROM PERSONS IN THE SERVICE OF THE STATE, COMPANIES WITH DIRECTORS WHO ARE PERSONS IN THE SERVICE OF THE STATE, OR CLOSE CORPORATIONS WITH MEMBERS PERSONS IN THE SERVICE OF THE STATE.” NB: FAILURE TO PROVIDE / OR COMPLY WITH ANY OF THE ABOVE PARTICULARS MAY RENDER THE BID INVALID. SIGNATURE OF BIDDER: ................................................... CAPACITY UNDER WHICH THIS BID IS SIGNED: ................................................... (Proof of authority must be submitted e.g. company resolution) DATE: ................................................... SBD 4 BIDDER’S DISCLOSURE

PURPOSE OF THE FORM Any person (natural or juristic) may make an offer or offers in terms of this invitation to bid. In line with the principles of transparency, accountability, impartiality, and ethics as enshrined in the Constitution of the Republic of South Africa and further expressed in various pieces of legislation, it is required for the bidder to make this declaration in respect of the details required hereunder. Where a person/s are listed in the Register for Tender Defaulters and / or the List of Restricted Suppliers, that person will automatically be disqualified from the bid process.

Bidder’s declaration 2.1 Is the bidder, or any of its directors / trustees / shareholders / members / partners or any person having a controlling interest1 in the enterprise, employed by the state? YES/NO 2.1.1 If so, furnish particulars of the names, individual identity numbers, and, if applicable, state employee numbers of sole proprietor/ directors / trustees / shareholders / members/ partners or any person having a controlling interest in the enterprise, in table below. Full Name Identity Number Name of State institution 1 the power, by one person or a group of persons holding the majority of the equity of an enterprise, alternatively, the person/s having the deciding vote or power to influence or to direct the course and decisions of the enterprise. 2.2 Do you, or any person connected with the bidder, have a relationship with any person who is employed by the procuring institution? YES/NO 2.2.1 If so, furnish particulars: .......................................................................................................... .......................................................................................................... 2.3 Does the bidder or any of its directors / trustees / shareholders / members / partners or any person having a controlling interest in the enterprise have any interest in any other related enterprise whether or not they are bidding for this contract? YES/NO 2.3.1 If so, furnish particulars: ......................................................................................................... .........................................................................................................

B-BBEE Minimum Level: 1

Points Allocation: 3 points

B-BBEE Details: DDRESS)

e-Tenders Portal

Bidding procedure enquiries may be directed to technical enquiries may be directed to:

CONTACT PERSON Supply Chain Management CONTACT PERSON Neo Smouse

Telephone number telephone number

Facsimile number facsimile number

E-MAIL ADDRESS [email protected] E-MAIL ADDRESS [email protected]

Supplier information

Name of bidder

Postal address

Street address

Telephone number code number

Cellphone number

Facsimile number code number

E-mail address

VAT registration

Number

Supplier compliance tax compliance central

Status system pin: supplier

Or

Database

No: MAAA

B-bbee status level tick applicable box] b-bbee status level sworn [tick applicable box]

Verification affidavit

Certificate

Yes No Yes No

[A B-BBEE STATUS LEVEL VERIFICATION CERTIFICATE/ SWORN AFFIDAVIT (FOR EMES & QSEs) MUST BE SUBMITTED IN ORDER TO QUALIFY

For preference points for b-bbee]

Are you the

Accredited

Are you a foreign based

REPRESENTATIVE IN Yes No Yes No

Supplier for the goods

South africa for /services /works offered?

The goods /services [if yes enclose proof] [if yes, answer part b:3 ]

/Works offered?

Questionnaire to bidding foreign suppliers

Is the entity a resident of the republic of south africa (RSA)? yes NO

Does the entity have a branch in the RSA? yes NO

Does the entity have a permanent establishment in the RSA? yes NO

Does the entity have any source of income in the RSA? yes NO

Is the entity liable in the RSA for any form of taxation? Yes NO

If the answer is “NO” to all of the above, then IT is not a requirement to register for a tax compliance status system

Pin code from the south african revenue service (SARS) and if not register as per 2.3 Below.

Part b

Terms and conditions for bidding

1. Bid submission:

1.1. Bids must be delivered by the st

combining their expertise, property, capital, efforts, skill and knowledge in an

activity for the execution of a contract.

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3.5 There have been no consultations, communications, agreements, or arrangements made by the bidder with

any official of the procuring institution in relation to this procurement process prior to and during the bidding

process except to provide clarification on the bid submitted where so required by the institution; and the bidder

was not involved in the drafting of the specifications or terms of reference for this bid.

3.6 I am aware that, in addition and without prejudice to any other remedy provided to combat any restrictive

practices related to bids and contracts, bids that are suspicious will be reported to the Competition Commission

for investigation and possible imposition of administrative penalties in terms of section 59 of the Competition

Act No and or may be reported to the National Prosecuting Authority (NPA) for criminal investigation

and or may be restricted from conducting business with the public sector for a period not exceeding ten (10)

years in terms of the Prevention and Combating of Corrupt Activities Act No or any other applicable

legislation.

I CERTIFY THAT THE INFORMATION FURNISHED IN PARAGRAPHS 1, 2 and 3 ABOVE IS CORRECT.

• The Service Provider shall report to the designated CMA Project Sponsor;
• Regular progress reports shall be submitted as agreed;
• A steering committee may be established to oversee the assignment.

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Your, the Data Subject’s, Personal Information may be processed on individual computers and stored electronically in

a centralised data base, which, for operational reasons, will be accessible to all within VOCMA on a need to know and

business basis, save that where appropriate, some of your, the Data Subject’s, Personal Information may be retained

in hard copy. All Personal Information which you, the Data Subject, provide to VOCMA will be held and/or stored

securely. In this regard VOCMA undertakes to conduct regular audits regarding the safety and the security of your, the

Data Subject’s, Personal Information. Once your, the Data Subject’s, Personal Information is no longer required due

to the fact that the purpose for which the Personal Information was held has come to an end and expired, such Personal

16. Payment

17. Prices

18. Contract amendments

19. Assignment

20. Subcontracts

21. Delays in the supplier’s performance

22. Penalties

23. Termination for default

24. Dumping and countervailing duties

25. Force Majeure

26. Termination for insolvency

27. Settlement of disputes

28. Limitation of liability

29. Governing language

30. Applicable law

31. Notices

32. Taxes and duties

33. National Industrial Participation Programme (NIPP)

34. Prohibition of restrictive practices

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General Conditions of Contract

1. Definitions 1. The following terms shall be interpreted as indicated:

1.1 “Closing time” means the date and hour specified in the bidding documents for the receipt of bids.

1.2 “Contract” means the written agreement entered into between the purchaser and the supplier, as recorded in

the contract form signed by the parties, including all attachments and appendices thereto and all documents

incorporated by reference therein.

1.3 “Contract price” means the price payable to the supplier under the contract for the full and proper performance

of his contractual obligations.

1.4 “Corrupt practice” means the offering, giving, receiving, or soliciting of anything of value to influence the action

of a public official in the procurement process or in contract execution.

1.5 "Countervailing duties" are imposed in cases where an enterprise abroad is subsidized by its government and

encouraged to market its products internationally.

1.6 “Country of origin” means the place where the goods were mined, grown or produced or from which the

services are supplied. Goods are produced when, through manufacturing, processing or substantial and major

assembly of components, a commercially recognized new product results that is substantially different in basic

characteristics or in purpose or utility from its components.

1.7 “Day” means calendar day.

1.8 “Delivery” means delivery in compliance of the conditions of the contract or order.

1.9 “Delivery ex stock” means immediate delivery directly from stock actually on hand.

1.10 “Delivery into consignees’ store or to his site” means delivered and unloaded in the specified store or depot or

on the specified site in compliance with the conditions of the contract or order, the supplier bearing all risks

and charges involved until the supplies are so delivered and a valid receipt is obtained.

1.11 "Dumping" occurs when a private enterprise abroad market its goods on own initiative in the RSA at lower

prices than that of the country of origin and which have the potential to harm the local industries in the RSA.

1.12 ” Force majeure” means an event beyond the control of the supplier and not involving the supplier’s fault or

negligence and not foreseeable. Such events may include, but is not restricted to, acts of the purchaser in its

sovereign capacity, wars or revolutions, fires, floods, epidemics, quarantine restrictions and freight embargoes.

1.13 “Fraudulent practice” means a misrepresentation of facts in order to influence a procurement process or the

execution of a contract to the detriment of any bidder and includes collusive practice among bidders prior to

or after bid submission) designed to establish bid prices at artificial non-competitive levels and to deprive the

bidder of the benefits of free and open competition.

1.14 “GCC” means the General Conditions of Contract.

1.15 “Goods” means all of the equipment, machinery, and/or other materials that the supplier is required to supply

to the purchaser under the contract.

1.16 “Imported content” means that portion of the bidding price represented by the cost of components, parts or

materials which have been or are still to be imported (whether by the supplier or his subcontractors) and which

costs are inclusive of the costs abroad, plus freight and other direct importation costs such as landing costs,

dock dues, import duty, sales duty or other similar tax or duty at the South African place of entry as well as

transportation and handling charges to the factory in the Republic where the supplies covered by the bid will

be manufactured.

1.17 “Local content” means that portion of the bidding price which is not included in the imported content provided

that local manufacture does take place.

1.18 “Manufacture” means the production of products in a factory using labour, materials, components and

machinery and includes other related value-adding activities.

1.19 “Order” means an official written order issued for the supply of goods or works or the rendering of a service.

1.20 “Project site,” where applicable, means the place indicated in bidding documents.

1.21 “Purchaser” means the organization purchasing the goods.

1.22 “Republic” means the Republic of South Africa.

1.23 “SCC” means the Special Conditions of Contract.

1.24 “Services” means those functional services ancillaries to the supply of the goods, such as transportation and

any other incidental services, such as installation, commissioning, provision of technical assistance, training,

catering, gardening, security, maintenance and other such obligations of the supplier covered under the

contract.

1.25 “Written” or “in writing” means handwritten in ink or any form of electronic or mechanical writing.

2. Application.

2.1 These general conditions are applicable to all bids, contracts and orders including bids for functional and

professional services, sales, hiring, letting and the granting or acquiring of rights, but excluding immovable

property, unless otherwise indicated in the bidding documents.

2.2 Where applicable, special conditions of contract are also laid down to cover specific supplies, services or

works.

2.3 Where such special conditions of contract are in conflict with these general conditions, the special conditions

shall apply.

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4.3. Name of company/firm...............................................................................

4.4. Company registration number: .....................................................................

4.5. Type of company/ firm

 Partnership/Joint Venture / Consortium

 One-person business/sole propriety

 Close corporation

 Public Company

 Personal Liability Company

 (Pty) Limited

 Non-Profit Company

 State Owned Company

[Tick applicable box]

4.6. I, the undersigned, who is duly authorised to do so on behalf of the company/firm, certify that the points

claimed, based on the specific goals as advised in the tender, qualifies the company/ firm for the

preference(s) shown and I acknowledge that:

i) The information furnished is true and correct;

ii) The preference points claimed are in accordance with the General Conditions as indicated in paragraph

1 of this form;

iii) In the event of a contract being awarded as a result of points claimed as shown in paragraphs 1.4 and

4.2, the contractor may be required to furnish documentary proof to the satisfaction of the organ of state

that the claims are correct;

iv) If the specific goals have been claimed or obtained on a fraudulent basis or any of the conditions of

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contract have not been fulfilled, the organ of state may, in addition to any other remedy it may have –

(a) disqualify the person from the tendering process;

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

conduct;

(c) cancel the contract and claim any damages which it has suffered as a result of having

to make less favourable arrangements due to such cancellation;

(d) recommend that the tenderer or contractor, its shareholders and directors, or only the

shareholders and directors who acted on a fraudulent basis, be restricted from

obtaining business from any organ of state for a period not exceeding 10 years, after

the audi alteram partem (hear the other side) rule has been applied; and

(e) forward the matter for criminal prosecution, if deemed necessary.

...............................................................

Signature(s) of tenderer(s)

Surname and name: ................................................................

Date: ...............................................................

Address: ...............................................................

...............................................................

...............................................................

...............................................................

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Sbd 3.3

Pricing schedule

(Professional Services)

Name of bidder: ..........................................................................................BID NO.: vo 013-2026/2027

Closing time 11:00 closing date: 14 september 2026

Offer to be valid for 120 days from the closing date of bid. 14 september 2026

------------------------------------------------------------ .................. ................ R...............

------------------------------------------------------------ ................... ................. R...............

------------------------------------------------------------ ................... ................. R...............

------------------------------------------------------------ ................... ................. R...............

Total: r.............................................

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** ”all applicable taxes” includes value- added tax, pay as you earn, income tax, unemployment insurance fund

contributions and skills development levies.

5.2 Other expenses, for example accommodation (specify, eg. Three-star hotel, bed and breakfast, telephone cost,

reproduction cost, etc.). On basis of these particulars, certified invoices will be checked for correctness.

8.1 Service Provider

• Provide professional OD and organisational design services;
• Assign a suitably qualified project lead and technical specialists;
• Ensure quality assurance of all deliverables; and
• Maintain confidentiality and ethical conduct.

8.2 Catchment Management Agency

• Provide access to relevant documentation and stakeholders;
• Appoint a Project Sponsor and internal liaison team;
• Facilitate consultation and decision-making processes; and
• Review and approve deliverables.

1. Definitions 1. The following terms shall be interpreted as indicated:

1.1 “Closing time” means the date and hour specified in the bidding documents for the receipt of bids.

1.2 “Contract” means the written agreement entered into between the purchaser and the supplier, as recorded in

the contract form signed by the parties, including all attachments and appendices thereto and all documents

incorporated by reference therein.

1.3 “Contract price” means the price payable to the supplier under the contract for the full and proper performance

of his contractual obligations.

1.4 “Corrupt practice” means the offering, giving, receiving, or soliciting of anything of value to influence the action

of a public official in the procurement process or in contract execution.

1.5 "Countervailing duties" are imposed in cases where an enterprise abroad is subsidized by its government and

encouraged to market its products internationally.

1.6 “Country of origin” means the place where the goods were mined, grown or produced or from which the

services are supplied. Goods are produced when, through manufacturing, processing or substantial and major

assembly of components, a commercially recognized new product results that is substantially different in basic

characteristics or in purpose or utility from its components.

1.7 “Day” means calendar day.

1.8 “Delivery” means delivery in compliance of the conditions of the contract or order.

1.9 “Delivery ex stock” means immediate delivery directly from stock actually on hand.

1.10 “Delivery into consignees’ store or to his site” means delivered and unloaded in the specified store or depot or

on the specified site in compliance with the conditions of the contract or order, the supplier bearing all risks

and charges involved until the supplies are so delivered and a valid receipt is obtained.

1.11 "Dumping" occurs when a private enterprise abroad market its goods on own initiative in the RSA at lower

prices than that of the country of origin and which have the potential to harm the local industries in the RSA.

1.12 ” Force majeure” means an event beyond the control of the supplier and not involving the supplier’s fault or

negligence and not foreseeable. Such events may include, but is not restricted to, acts of the purchaser in its

sovereign capacity, wars or revolutions, fires, floods, epidemics, quarantine restrictions and freight embargoes.

1.13 “Fraudulent practice” means a misrepresentation of facts in order to influence a procurement process or the

execution of a contract to the detriment of any bidder and includes collusive practice among bidders prior to

or after bid submission) designed to establish bid prices at artificial non-competitive levels and to deprive the

bidder of the benefits of free and open competition.

1.14 “GCC” means the General Conditions of Contract.

1.15 “Goods” means all of the equipment, machinery, and/or other materials that the supplier is required to supply

to the purchaser under the contract.

1.16 “Imported content” means that portion of the bidding price represented by the cost of components, parts or

materials which have been or are still to be imported (whether by the supplier or his subcontractors) and which

costs are inclusive of the costs abroad, plus freight and other direct importation costs such as landing costs,

dock dues, import duty, sales duty or other similar tax or duty at the South African place of entry as well as

transportation and handling charges to the factory in the Republic where the supplies covered by the bid will

be manufactured.

1.17 “Local content” means that portion of the bidding price which is not included in the imported content provided

that local manufacture does take place.

1.18 “Manufacture” means the production of products in a factory using labour, materials, components and

machinery and includes other related value-adding activities.

1.19 “Order” means an official written order issued for the supply of goods or works or the rendering of a service.

1.20 “Project site,” where applicable, means the place indicated in bidding documents.

1.21 “Purchaser” means the organization purchasing the goods.

1.22 “Republic” means the Republic of South Africa.

1.23 “SCC” means the Special Conditions of Contract.

1.24 “Services” means those functional services ancillaries to the supply of the goods, such as transportation and

any other incidental services, such as installation, commissioning, provision of technical assistance, training,

catering, gardening, security, maintenance and other such obligations of the supplier covered under the

contract.

1.25 “Written” or “in writing” means handwritten in ink or any form of electronic or mechanical writing.