A suitable service provider for once-off supply, delivery and off loading of agricultural organic inputs

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Returnable Documents: RFQ NR: COJ0115-25/26 PLEASE USE THIS CHECKLIST TO VERIFY WHETHER ALL COMPULSORY DOCUMENTS HAVE BEEN ATTACHED TO YOUR QUOTATION. No Details , Certified Copy of Company Registration Document Rates & Taxes Invoice for Company OR Certified Copy of Lease Agreement, OR Affidavit from the Lessor Certified by the Commissioner of Oath / SAPS Rates and Taxes Invoice for All the Directors of the Company OR Certified, Copy of Lease Agreement OR Affidavit from the Lessor Certified by the Commissioner of Oath / SAPS, Declaration on State of Municipal Account (Attached), MBD 4: Declaration of Interest (Attached) MD1 6.1: Preference points claim form in terms of the preferential, procurement regulations 2022, Form J (Attached), MBD 8: Declaration of Tenderer Past SCM Practices, Form F, MBD 9: Certificate of Independent Bid Determination. (Attached), Conditions of Quotation, Form A, Form of Quotation and Form of Acceptance, Form C, Statement of Authorisation, Form D Article of Agreement in terms of the Occupational Health and Safety Act,, Certified Copy of B-BBEE certificate or Sworn Affidavit., Original Tax Clearance Certificate or SARS One-Time Pin Code Training Suppliers to be accredited with SETA (Certified Copy to be, attached) (IF REQUIRED) Catering Suppliers to submit a Health Certificate (Certified Copy to be, attached) (IF REQUIRED) Construction/Building Maintenance to submit CIDB Registration, (Certified Copy to be attached) (IF REQUIRED), Have all price alterations been signed for?, Has the Quotation been signed? SIGNATURE__________________________________ NAME________________________________________ Initials FORM A CONDITIONS OF QUOTATION: 1 Quotation documents must be completed in black ink. 2 The lowest price or any quotation will not necessarily be accepted, and the City of Johannesburg reserves the right to accept the whole or any portion of a quotation. 3 Quotations are to remain open for acceptance for a period of thirty (30) days effective from the date on which they are lodged and shall be accepted at any time within the said period of thirty (30) days. 4 Tenderers are requested to furnish the full registered name of the tendering company/supplier on the Form of Quotation and Form of Acceptance, Form B. 5 Tenderers are also required to sign each page of the Form of Quotation and Form of Acceptance, Form B, in the space provided at the bottom of each page. 6 In the event of a mistake having been made on the price schedule it shall be crossed out in ink and be accompanied by an initial at each and every price alteration. Corrections in terms of price may not be made by means of a correction fluid such as Tipp- Ex or a similar product. If correction fluid has been used on any specific item price, such item will not be considered. No correction fluid may be used in a Bill of Quantities where prices are calculated to arrive at a total amount. If correction fluid has been used, the quotation as a whole will not be considered. The Municipality will reject the quotation if corrections are not made in accordance with the above., NO PRICE INCREASES WILL BE CONSIDERED. 8 If items are not quoted for, a line must be drawn through the space in pen. 9 All goods or services purchased will be subject to CoJ SCM Policy and Procedures. A copy of said conditions is available on the CoJ website. 10 All purchases will be made through an official purchase order form. Therefore, no goods must be delivered or services rendered before an official purchase order has been forwarded to and accepted by the successful bidder. 11 To participate in the City’s Quotation process for the procurement of goods and/or services, vendors are advised to get accredited and registered on the City’s Supplier Database. Supplier registration forms are available from the Supply Chain Management Unit and on the CoJ website. The City will only deal with the registered and accredited suppliers on its Database. 12 All prices must be quoted in South African currency (SA rand) 13 All prices quoted must be exclusive of Value Added Tax (VAT). Suppliers who are not registered for VAT will be treated as Non - VAT Vendors. 14 All prices submitted must be firm. "Firm" prices are deemed to be fixed prices, which are only subject to the following statutory changes, namely VAT and any levy related to customs and excise. 15 All prices and details must be legible/readable to ensure the quotation will be considered for adjudication. Initials 16 Prices quoted must be all inclusive of delivery charges and goods must be delivered to the address indicated on the quotation page. 17 The successful company must provide labor for off-loading/delivering. 18 Quantities are given in good faith and without commitment to the City of Johannesburg. The City reserves the right to increase or reduce the quantity to be in line with the set threshold for quotations prescribed in the SCM Policy. 19 The CoJ will conduct business with an entity which complies with the Codes of Good Practice on BBBEE as published from time to time by the Minister of Trade and Industry 20 Quotations must be deposited into the quotation box at the location indicated on the cover page. THE CITY OF JOHANNESBURG DOES NOT TAKE RESPONSABILITY FOR ANY QUOTATIONS DEPOSITED IN THE WRONG BOX. 21 FORWARD EXCHANGE RATE COVER In the event of price/prices being based on the exchange rate, the successful tenderer/s will be required to obtain exchange rate cover in order to protect the Municipality against exchange rate variations. Proof must be provided that forward Exchange Rate cover has been taken out within 14 days after an order has been placed. If proof that cover was taken out within 14 days after the order has been placed, is not submitted to the City of Joburg, with the invoice, the contract price adjustment will not be accepted and the contract may be cancelled. 22 EXECUTION OF ORDERS Tenderers are reminded that orders placed against accepted quotations are to be executed in strict accordance with the accepted specification and within the quoted delivery period. In this regard, the attention of tenderers is drawn in particular to Clause 20 of the Municipality’s General Conditions Applicable to the Consideration of Written Quotations (Supply chain Management Policy), which is available on request and/or also available on the Municipality’s website, www.joburg.org.za, OCCUPATIONAL HEALTH AND SAFETY The successful tenderer will be required to comply with the requirements of the Occupational Health and Safety Act and regulations., COPYRIGHT/PATENT RIGHTS Copyright in any document produced, and the patent rights or ownership in any plant, machinery, thing, system or process designed, by a consultant/trainer in the course of the consultancy service is vested in the Municipality., SUPPLIER REGISTRATION Prospective tenderers are required to register as suppliers/service providers on the City of Johannesburg supplier database prior to quoting. The tenderer is required to record the vendor number in the space provided on the cover page of this quotation document. 26 The municipality reserves the right, to cancel and re-issue the quotation. Initials 27 A valid Tax Clearance Certificate or the SARS Pin of the Company should be submitted with this quotation document. In cases where the tenderer has not submitted a Tax Clearance Certificate/SARS Pin, the Municipality reserves the right to at any time after the closure of the tender, but before the award of the tender, request from the tenderer to provide the valid Tax Clearance Certificate or a SARS Pin within seven (07) days from date of notification. Bidders should note, that in accordance with legislation, no contract may be awarded to a/an person/entity who/which has failed to submit a Valid Tax Clearance Certificate issued by the South African Revenue Service (SARS), certifying that the taxes of that person/entity are in order, or that suitable arrangements have been made with SARS/SARS pin to enable the City of Johannesburg to verify that the Company is tax compliant. Each party to a consortium/joint venture should submit a separate tax clearance certificate or SARS Pins. 28 Quotations must be enclosed in separate sealed envelopes, bearing the RFQ Number, closing time and due date. 29 PLEASE NOTE THAT NO PRICE CHANGES WILL BE ALLOWED AFTER THE CLOSING DATE AND TIME OF THE QUOTATION. 30 FALSE DECLARATION ON MUNICIPAL BIDDING DOCUMENTS FORM (MBD) MAY LEAD TO AUTOMATIC DISQUALIFICATION. 31 NB! RECOMMENDED BIDDER WILL BE SUBJECTED TO VETTING PROCESS 32 ALL PAGES MUST BE INITIALED

The scopes of work to the service provider will be the following:

3.1. Supply, deliver and offload certified organic soil conditioners and plant protectors.

3.2. Supply, deliver and offload organic soil conditioners and organic pesticides, properly packed

and labelled with directions on how to apply them.

3.3. Organic inputs products must have both manufacturing and expiring dates.

4. Deliverables

The Service Provider should:

4.1. Ensure that there is sufficient staff to offload and pack agricultural production inputs during

delivery.

4.2. Ensure that agricultural inputs are of high quality, approved by appropriate body for

quality assurance e.g. SABS (South African Bureau of Standard) where specified.

4.3. Ensure that agricultural inputs are manufactured by certified manufacturer of organic

inputs.

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N.B: the bidders may offer the specified products in smaller packages to the unit

of product provided the sum total ads up to the sum total of the specified

quantities.

No. Item Description Unit Quantity

1. Planting Fertilizer Certified organic SANS 25 kg 60

(2:3:2) or any

other relevant SANS.

2. Vita Veg(6:3:4) or Certified organic SANS 25 kg 60

equivalent or any

other relevant SANS.

3. Vita Nitro (8:1:1) Certified organic SANS 25 kg 60

or equivalent or any

other relevant SANS.

4. Coco peat Substrate peat -moss 250L 20

/Hygromix

5 Compost Organic compost 30dm3 1000

6. Organic pesticide For aphids, codling 1 litres 50

moth, ball worm

7. Organic Pesticide For mites and fleas 1 litres 50

8. Organic Pesticide For beetle, white flies 1 litres 50

and mite

9. LAN Limestone ammonia 50KG 100

nutrients 28% nitrogen

10. Insecticide: For leaf miner, fall 1litre 15

Delegate armyworm

11. Insecticide: For Fall armyworm and 1litre 15

Coragen leaf miner,

12 Insecticide: Belt For ants and termites 1litre 15

13 Pesticide- For cut worm 5kg 20

Cutworm bait

14 Pesticide – For Various insects 1litre 15

steward

6. Disqualification criteria

The following will invalidate the bid offer and render it non-responsive:

a) Failure to fully complete and sign the pricing schedule and form of bid

b) Failure to attach a letter confirming errors or alteration in the pricing schedule and/or

form of bid.

c) Failure to submit organic production certification from organic product manufactory.

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10. Special conditions of the contract

a) Only firm prices will be considered.

a) Bidders must provide proof of relevant SANS conformance where applicable, as

specified in these specifications.

b) The preferred bidder/bidders will be required to provide samples of the specified

products.

c) All organic inputs must have traceable registration number on the samples.

d) L registration number must appear on the packaging of all pesticides samples, as

proof that the pesticide offered is registered in South Africa.

e) The City reserves the right to award the bid in part or in full.

11. Conditions of award

Notwithstanding the bidder’s proposal being recommended for award, an award shall

not be made to a supplier whose:

a) A supplier whose tax matters are not in order, as confirmed in terms of the National

Treasury`s Centralized Supplier Database (CSD) and the SARS;

b) Municipal Rates and Taxes of the bidder and that of its Directors is in arrears for more

than 90 days and there are no arrangements made with the relevant Municipality;

c) Director and Principal members are in the Service of the State as defined in

Regulation1, of the Municipality Supply Chain Management Regulations;

d) Name of the bidder or that of its directors appears on the National Treasury`s

database of Restricted Suppliers.

e) Submitted samples do not meet the specifications.

f) Submitted samples of organic inputs do not reflect the registration number

issued by a recognized organic farming bodies such as SAOSO, PGS, Ecocert,

AFRISCO, etc.

g) Submitted samples for pesticides do not reflect the registration number issued by a

recognized organic farming bodies

“competitor” shall include any individual or organization, other than the bidder, whether

or not affiliated with the bidder, who:

(a) has been requested to submit a bid in response to this bid invitation;

(b) could potentially submit a bid in response to this bid invitation, based on

their qualifications, abilities or experience; and

(c) provides the same goods and services as the bidder and/or is in the same

line of business as the bidder

a) Failure to fully complete and sign the pricing schedule and form of bid

b) Failure to attach a letter confirming errors or alteration in the pricing schedule and/or

form of bid.

c) Failure to submit organic production certification from organic product manufactory.

iii. Municipality where business is situated

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iv. Municipal account number for rates ............................................................

v. Municipal account number for water and electricity ........................................

vi. Names of all directors, their ID numbers and municipal account number.

1. ..........................................................................................................

2. ..........................................................................................................

3. .........................................................................................................

4. .........................................................................................................

5. .........................................................................................................

6. .........................................................................................................

7. .........................................................................................................

valid Tax Clearance Certificate or the SARS Pin of the Company should be submitted

valid Tax Clearance Certificate or a SARS Pin within seven (07) days

Valid Tax Clearance Certificate issued by the South African Revenue Service (SARS),

Central supplier database number: _____________________________________

Central supplier database

Central Supplier Database maintains a database of organisations, institutions and individuals

a) Failure to fully complete and sign the pricing schedule and form of bid

b) Failure to attach a letter confirming errors or alteration in the pricing schedule and/or

Treasury`s Centralized Supplier Database (CSD) and the SARS;

Points Allocation: 3 points

B-BBEE Details: SAPS

4. Declaration on State of Municipal Account (Attached)

5. MBD 4: Declaration of Interest (Attached)

MD1 6.1: Preference points claim form in terms of the preferential

6.

procurement regulations 2022, Form J (Attached)

7. MBD 8: Declaration of Tenderer Past SCM Practices, Form F

8. MBD 9: Certificate of Independent Bid Determination. (Attached)

9. Conditions of Quotation, Form A

10. Form of Quotation and Form of Acceptance, Form C

11. Statement of Authorisation, Form D

Article of Agreement in terms of the Occupational Health and Safety Act,

12.

Form I

13. Certified Copy of B-BBEE certificate or Sworn Affidavit.

14. Original Tax Clearance Certificate or SARS One-Time Pin Code

Training Suppliers to be accredited with SETA (Certified Copy to be

15.

attached) (IF REQUIRED)

Catering Suppliers to submit a Health Certificate (Certified Copy to be

16.

attached) (IF REQUIRED)

Construction/Building Maintenance to submit CIDB Registration

17.

(Certified Copy to be attached) (IF REQUIRED)

18. Have all price alterations been signed for?

19. Has the Quotation been signed?

Signature__________________________________

Name________________________________________

Initials

Form a

Conditions of quotation:

1 Quotation documents must be completed in black ink.

2 The lowest price or any quotation will not necessarily be accepted, and the City of

Johannesburg reserves the right to accept the whole or any portion of a quotation.

3 Quotations are to remain open for acceptance for a period of thirty (30) days effective

from the date on which they are lodged and shall be accepted at any time within the said

period of thirty (30) days.

4 Tenderers are requested to furnish the full registered name of the tendering

company/supplier on the Form of

10. Article of Agreement in terms of the Occupational Health and Safety act, 1993, Form I

11. MD1 6.1: Preference points claim form in terms of the preferential procurement

regulations 2022, Form J

N.B: Tenderers are reminded that all forms are to be signed or the

a) Only firm prices will be considered.

a) Bidders must provide proof of relevant SANS conformance where applicable, as

specified in these specifications.

b) The preferred bidder/bidders will be required to provide samples of the specified

products.

c) All organic inputs must have traceable registration number on the samples.

d) L registration number must appear on the packaging of all pesticides samples, as

proof that the pesticide offered is registered in South Africa.

e) The City reserves the right to award the bid in part or in full.

Notwithstanding the bidder’s proposal being recommended for award, an award shall

not be made to a supplier whose:

a) A supplier whose tax matters are not in order, as confirmed in terms of the National

Treasury`s Centralized Supplier Database (CSD) and the SARS;

b) Municipal Rates and Taxes of the bidder and that of its Directors is in arrears for more

than 90 days and there are no arrangements made with the relevant Municipality;

c) Director and Principal members are in the Service of the State as defined in

Regulation1, of the Municipality Supply Chain Management Regulations;

d) Name of the bidder or that of its directors appears on the National Treasury`s

database of Restricted Suppliers.

e) Submitted samples do not meet the specifications.

f) Submitted samples of organic inputs do not reflect the registration number

issued by a recognized organic farming bodies such as SAOSO, PGS, Ecocert,

Article of agreement in terms of the occupational safety act, 1993

AND WHEREAS the Occupational Health and Safety act, 1993 (Act , hereinafter

referred to as the “ACT”), imposes certain powers and duties upon the EMPLOYER.

6. MBD 4: Declaration of Interest, Form E

7. MBD 8: Declaration of Tenderer’s past Supply Chain Management Practices, Form F

8. MBD 9: Certificate of Independent Bid Determination, Annexure G

4. Declaration on State of Municipal Account (Attached)

5. MBD 4: Declaration of Interest (Attached)

MD1 6.1: Preference points claim form in terms of the preferential

6.

procurement regulations 2022, Form J (Attached)

7. MBD 8: Declaration of Tenderer Past SCM Practices, Form F

8. MBD 9: Certificate of Independent Bid Determination. (Attached)

Mbd9: certificate of independent bid determination

1 This Municipal Bidding Document (MBD) must form part of all bids1 invited.

2 Section 4 (1) (b) (iii) of the Competition Act No. , as amended, prohibits an

agreement between, or concerted practice by, firms, or a decision by an association of

firms, if it is between parties in a horizontal relationship and if it involves collusive

bidding (or bid rigging).2 Collusive bidding is a pe se prohibition meaning that it cannot

be justified under any grounds.

3 Municipal Supply Regulation 38 (1) prescribes that a supply chain management

policy must provide measures for the combating of abuse of the supply chain

management system, and must enable the accounting officer, among others, to:

a. take all reasonable steps to prevent such abuse;

b. reject the bid of any bidder if that bidder or any of its directors has abused the

supply chain management system of the municipality or municipal entity or has

committed any improper conduct in relation to such system; and

c. cancel a contract awarded to a person if the person committed any corrupt or

fraudulent act during the bidding process or the execution of the contract.

arrangements and procedures.

(c) The CONTRACTOR hereby accepts sole liability for such due compliance with the

relevant duties, obligations, prohibitions, arrangements and procedure, if any, imposed

by the ACT and Regulations and the EMPLOYER expressly absolves the EMPLOYER

from itself being obliged to comply with any of the aforesaid duties, obligations,

prohibitions, arrangements and procedure as the case may be.

(d) The CONTRACTOR agrees that any duly authorised officials of the EMPLOYER

shall be entitled, although not obliged, to take such steps as may be necessary to

ensure that the CONTRACTOR has complied with the undertakings as more fully set

out in paragraphs (a) and (b) above, which steps may include, but shall not be

limited to, the right to inspect any appropriate site or premises occupied by the

Validity of RFQ: 30 days

Office use only:

Price/s to be VAT exclusive

RFQ’S above R30 000,00 to a maximum of R750 000,00 VAT Inclusive will be

evaluated on the basis of the 80:20-point system as stipulated in the Preferential

Procurement Policy Framework Act (Act No. ), Preferential Procurement

Regulations, 2022 and SCM practice note: 02/2023 and 01/2024

Points will be allocated as follows:

Points for price: 80

Preferential Goals (Max of 20): 20

Allocated Points

Preferential Goals

(80/20 system)

Business owned by 51% or

more Black Youth

Business owned by 51% or

more – Black People

Enterprise located within the

City of Johannesburg 10

Metropolitan Municipality

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I herewith confirm that i have read and understood the abovementioned

Conditions.

Signature__________________________________

Name________________________________________

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Central supplier database

The Central Supplier Database maintains a database of organisations, institutions and individuals

who can provide goods and services to government. The CSD will serve as the single source of

key supplier information for organs of state from 01 April 2016 providing consolidated, accurate,

up-to-date, complete and verified supplier information to procuring organs of state.

Prospective suppliers interested in pursuing opportunities within the South African government are

encouraged to self-register on the Central Supplier Database. This self-registration application

represents an expression of interest from the supplier to conduct business with the South African

government. Once submitted, your details will be assessed for inclusion on the Central Supplier

Database.

NB: Suppliers are still required to register on the City of Johannesburg Supplier

Database or keep up- to- date their registration profiles on the City of Johannesburg

Supplier Database.

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Form b

RFQ nr: COJ0115-25/26

Description: a suitable service provider for a once-off supply,

Delivery and off loading of agricultural organic inputs.

1. Objectives

The service provider should:

Ensure that it supplies organic soil conditioners, plant protectors are of high quality which are

approved and certified as organic products in South Africa by recognised organic farming bodies

such as SAOSO, PGS, Ecocert, AFRISCO, etc.

Ensure that it supplies greenhouse plastics and nets for shade net-houses which are of quality

NB : All organic inputs must have traceable registration number

: All pesticides must have L registration number

Pt−Pmin

Ps= 80(1− )

Pmin

Where

Ps = Points scored for price of tender under consideration

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Pt = Price of tender under consideration

Pmin = Price of lowest acceptable tender

6.2. Formulae for disposal or leasing of state assets and income

Generating procurement

6.2.1. Points awarded for price

A maximum of 80 points is allocated for price on the following basis:

Pt−Pmax

Ps= 80(1+ )

Pmax

Where

Ps = Points scored for price of tender under consideration

Pt = Price of tender under consideration

Pmax = Price of highest acceptable tender

7. Points awarded for specific goals

7.1. In terms of Regulation 4(2); 5(2); 6(2) and 7(2) of the Preferential Procurement

Regulations, preference points must be awarded for specific goals stated in the

tender. For the purposes of this tender the tenderer will be allocated points based on

the goals stated in table 1 below as may be supported by proof/ documentation stated

in the conditions of this tender:

7.2. In cases where organs of state intend to use Regulation 3(2) of the Regulations, which

states that, if it is unclear whether the 80/20 or 90/10 preference point system applies,

an organ of state must, in the tender documents, stipulate in the case of—

(a) an invitation for tender for income-generating contracts, that either the 80/20

or 90/10 preference point system will apply and that the highest acceptable

tender will be used to determine the applicable preference point system; or

(b) any other invitation for tender, that either the 80/20 or 90/10 preference point

system will apply and that the lowest acceptable tender will be used to

determine the applicable preference point system,

then the organ of state must indicate the points allocated for specific goals for both

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