Frequently Asked Questions — Disaster Risk Assessment & Disaster Management Plan Upgrade (Level 1 to 3) – Stellenbosch Tender, Western Cape

Question 1

What are the submission requirements for this tender (Ref: )?

Accepted Answer

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 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 Yes No Pricing Schedule - Is the form duly completed and signed? Declaration by Tenderer - Is the form duly completed and signed? Yes No Reference No: B/SM 11/27 of 69 Confirmation of Clarification Meeting Attendance, CLARIFICATION VIRTUAL MEETING CERTIFICATE Virtual meetings declaration: I / We*, the undersigned, certify that I / we* have familiarized ourselves with the requirements of this tender as discussed at the virtual meeting for which I / we* am / are* submitting this Tender and have, as far as practicable, 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 virtual teams’ meetings, bidders who fail to provide their contact details 48 hours prior to the virtual teams meeting, will be regarded as non-compliant Reference No: B/SM 11/27 of 69 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: OR, 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 11/27 of 69 Authority to Sign a Bid OR, 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 above-mentioned 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: OR, CONSORTIUM We, the undersigned consortium partners, hereby authorize (Name of entity) to act as lead cons…

Question 2

How will bids be evaluated?

Accepted Answer

3.9. YES NO state and who may be involved with the evaluation and or adjudication of this bid? 3.10. persons in the service of the state who may be involved with the evaluation and or YES NO The preferential points system applied is as follows:80/20 in terms of the approved policy. Total points for Price, B-BBEE and locality 100 This preference form must form part of all bids invited. It contains general information and serves as a claim form for preference points for Broad-Based Black Economic Empowerment (B-BBEE) Status Level of Contribution and any other applicable preference 1.1 The following preference point systems are applicable to all bids the 80/20 system for requirements with a Rand value of up to R50 000 000 (all applicable the 90/10 system for requirements with a Rand value above R50 000 000 (all applicable and therefore the 80/20 preference point system shall be applicable; or 1.3 Points for this bid shall be awarded for 1.4 The maximum points for this bid are allocated as follows Total points for Price, BBBEE and Locality (must 100 with the bid, will be interpreted to mean that preference points for B-BBEE status level of to mean that preference points for Locality are not claimed. without cancelling the contract, be entitled to purchase supplies of a similar quality and up to the

Question 3

What are the technical specifications?

Accepted Answer

Supply Chain Management Unit Stellenbosch Municipality, DISASTER MANAGEMENT PO Box 17, Stellenbosch, 7599 Tel. Number: 021 808 8878 1. TENDER NOTICE & INVITATION TO TENDER BID NOTICE STELLENBOSCH MUNICIPALITY HEREBY INVITES YOU TO TENDER FOR B/SM 11/27: APPOINTMENT OF A PROFESSIONAL SERVICE

Question 4

What financial requirements apply to bidders?

Accepted Answer

Payment Terms: 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 P

Question 5

What compliance and legal requirements must bidders meet?

Accepted Answer

SWORN [TICK APPLICABLE BOX] No AFFIDAVIT 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 FOREIGN ACCREDITED BASED REPRESENTATIVE SUPPLIER FOR IN SOUTH AFRICA THE GOODS FOR THE GOODS Yes No /SERVICES Yes No /SERVICES /WORKS [IF YES ENCLOSE PROOF] /WORKS [IF YES, ANSWER PART B:3 ] OFFERED? OFFERED? TOTAL NUMBER OF 4. TOTAL BID ITEMS OFFERED PRICE R SIGNATURE OF BIDDER .................................... 6. DATE NAME AND SURNAME OF RESPONSIBLE PERSON CAPACITY UNDER WHICH THIS BID IS SIGNED BIDDING PROCEDURE ENQUIRIES MAY BE DIRECTED TO: TECHNICAL INFORMATION MAY BE DIRECTED TO: DEPARTMENT Supply Chain Management CONTACT PERSON Fiona Kruywagen CONTACT PERSON Zenazi Nobavu TELEPHONE NUMBER 021 808 8878 TELEPHONE NUMBER 021 808 8121 E-MAIL ADDRESS Fiona.Kruywagen@stellenbosch.gov.za E-MAIL ADDRESS Zenazi.Nobavu@stellebosch.go.za 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 SUBMITTED ONLINE 1.3. THIS BID IS SUBJECT TO THE PREFERENTIAL PROCUREMENT POLICY FRAMEWORK ACT AND THE PREFERENTIAL PROCUREMENT REGULATIONS, 16 January 2023, THE STELLENBOSCH SUPPLY CHAIN MANAGEMENT POLICY, THE GENERAL CONDITIONS OF CONTRACT (GCC, JBCC, FIDIC, CIDB ORNEC) AND, IF APPLICABLE, ANY OTHER SPECIAL CONDITIONS OF CONTRACT. 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 VIEW THE TAXPAYER’S PROFILE AND TAX STATUS. 2.3 APPLICATION FOR THE TAX COMPLIANCE STATUS (TCS) CERTIFICATE OR PIN MAY ALSO BE MADE VIA E-FILING. IN ORDER TO USE THIS PROVISION, TAXPAYERS WILL NEED TO REGISTER WITH SARS AS E-FILERS THROUGH THE WEBSITE WWW.SARS.GOV.ZA. 2.4 FOREIGN SUPPLIERS MUST COMPLETE THE PRE-AWARD QUESTIONNAIRE IN PART B:3. 2.5 BIDDERS MAY ALSO SUBMIT A PRINTED TCS CERTIFICATE TOGETHER WITH THE BID. 2.6 IN BIDS WHERE CONSORTIA / JOINT VENTURES / SUB-CONTRACTORS ARE INVOLVED, EACH PARTY MUST SUBMIT A SEPARATE TCS CERTIFICATE / PIN / CSD NUMBER. 2.7 WHERE NO TCS IS AVAILABLE BUT THE BIDDER IS REGISTERED ON THE CENTRAL SUPPLIER DATABASE (CSD), A CSD NUMBER MUST BE PROVIDED. QUESTIONNAIRE TO BIDDING FOREIGN SUPPLIERS 3.1. IS THE ENTITY A RESIDENT OF THE REPUBLIC OF SOUTH AFRICA (RSA)? YES NO 3.2. DOES THE ENTITY HAVE A BRANCH IN THE RSA? YES NO 3.3. DOES THE ENTITY HAVE A PERMANENT ESTABLISHMENT IN THE RSA? YES NO 3.4. DOES THE ENTITY HAVE ANY SOURCE OF INCOME IN THE RSA? YES NO 3.5. 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 ABOVE. NB: FAILURE TO PROVIDE ANY OF THE ABOVE PARTICULARS MAY RENDER THE BID INVALID. NO BIDS WILL BE CONSIDERED FROM PERSONS IN THE SERVICE OF THE STATE. SIGNATURE OF BIDDER: ................................................... CAPACITY UNDER WHICH THIS BID IS SIGNED: .......................................... NAME AND SURNAME DATE ............................................. ......................................... CONTENTS PAGE NUMBER TENDER NOTICE & INVITATION TO TENDER ........................................................................... 2 TENDER KENNISGEWING ............................................................................................................................. 4 PART A – ADMINISTRATIVE REQUIREMENTS IN TERMS OF THE SUPPLY CHAIN MANAGEMENT POLICY ............................................................................................................ 10 CHECKLIST ................................................................................................................................ 11 CLARIFICATION VIRTUAL MEETING CERTIFICATE ............................................................... 12 AUTHORITY TO SIGN A BID ...................................................................................................... 13 CERTIFICATE OF AUTHORITY FOR JOINT VENTURES ......................................................... 15 GENERAL CONDITIONS OF CONTRACT – GOVERNMENT PROCUREMENT ...................... 16 GENERAL CONDITIONS OF TENDER ...................................................................................... 25 MBD 4 – DECLARATION OF INTEREST ................................................................................... 27 MBD6.1 – PREFERENCE POINTS CLAIM FORM IN TERMS OF THE PREFERENTIAL PROCUREMENT REGULATIONS 2022 – PURCHASES/SERVICES 80/20 ...................................................................................................…

Question 6

What are the important dates and deadlines for this tender?

Accepted Answer

{"closingDate":"23 November 2026","closingTime":"12h00","briefingSession":"{\"date\":null,\"time\":null,\"venue\":\"tend the compulsory information session will be\",\"is_compulsory\":true}"}

Question 7

Who should be contacted for queries about this tender?

Accepted Answer

{"name":null,"email":"Fiona.Kruywagen@stellenbosch.gov.za","phone":"021 808 8878","department":"Stellenbosch Municipality, DISASTER MANAGEMENT","address":"must ensure to download the App and give Fiona Kruywagen at"}

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