Supply of dignity packs for outreach programs – government RFQ in gauteng

GOOD/SERVICES (Sanitary pads, Soap, Toothpaste, Body Spray, etc) (Outreach Programs)

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Nb: IT is of utmost importance that the time set for the official

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Returnable Documents: RFQ NR: COJ0200-25/26 PLEASE USE THIS CHECKLIST TO VERIFY WHETHER ALL COMPULSORY DOCUMENTS HAVE BEEN ATTACHED TO YOUR QUOTATION. Item Details 1 Certified Copy of Company Registration Document 2 Rates & Taxes Invoice for Company OR Certified Copy of Lease Agreement OR Affidavit from the Lessor Certified by the Commissioner of Oath / SAPS 3 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 4 Declaration on State of Municipal Account (Attached) 5 MD1 6.1: Preference points claim form in terms of the preferential procurement regulations 2022, Form J (Attached) 6 MBD 4: Declaration of Interest (Attached) 7 MBD 8: Declaration of Tenderer Past SCM Practices, Form F 8 Conditions of Quotation, Form A 9 MBD 9: Certificate of Independent Bid Determination. (Attached) 10 Statement of Authorisation, Form D 11 Form of Quotation and Form of Acceptance, Form C 12 Certified Copy of B-BBEE certificate or Sworn Affidavit. 13 Article of Agreement in terms of the Occupational Health and Initials Item Details Safety Act, Form I 14 Original Tax Clearance Certificate or SARS One-Time Pin Code 15 Catering Suppliers to submit a Health Certificate (Certified Copy to be attached) (IF REQUIRED) 16 Training Suppliers to be accredited with SETA (Certified Copy to be attached) (IF REQUIRED) 17 Construction/Building Maintenance to submit CIDB Registration (Certified Copy to be attached) (IF REQUIRED) 18 Has the Quotation been signed? 19 Have all price alterations been signed for? 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 register on City’s Supplier Database, Central Supplier Database (CSD), and E-Vendor Portal. The City will only deal with the registered and accredited suppliers on CSD and E-VENDOR Portal. 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 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. 21 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. 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 Initials 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 PLEASE NOTE THAT NO PRICE CHANGES WILL BE ALLOWED AFTER THE CLOSING DATE AND TIME OF THE QUOTATION. 29 FALSE DECLARATION ON MUNICIPAL BIDDING DOCUMENTS FORM (MBD) MAY LEAD TO AUTOMATIC DISQUALIFICATION. 30 NB! RECOMMENDED BIDDER WILL BE SUBJECTED TO VETTING PROCESS 31 ALL PAGES MUST BE INITIALED

Supplier name: _________________________________________________________ supplier number: _________________________________________________________ email address: _________________________________________________________ contact person: _________________________________________________________ SARS pin code: ______________________________________________________ central supplier database number: _____________________________________ coj database number _____________________________________

Suppliers must be registered on the Central Supplier Database (CSD) and COJ E-Vendor Portal. Must provide valid tax clearance (SARS PIN or certificate). Must not be in service of the state or have conflicts of interest. Must have clean supply chain history (no fraud convictions, no listing on tender defaulters register, no overdue municipal accounts). Must comply with Occupational Health and Safety Act. B-BBEE certification required.

Coj: department of social development

Request for the appointment of a service provider for the supply and

Delivery of packaged dignity packs for the displaced persons programme

1. Strategic thrust

 Active and engaged citizenry

 Sustainable service delivery

2. Objective

The objective of the request is to appoint a suitable service provider for the supply and delivery of

packaged hygiene packs for the displaced person’s programmes. The procurement will be a onceoff procurement.

Homelessness is a Mayoral priority and has also been elevated as key performance indicator on the

corporate scorecard of the City. It also forms part of the key focus areas for the City as part of work

being undertaken through the Presidential Working Groups. Since the inception of the programme for

Homeless persons, one of the key areas of intervention is through personal hygiene and care of

homeless persons. This programme aims at improving the personal hygiene of street homeless

persons whilst they are still on the streets and whilst admitted in homeless shelters. Improved

personal hygiene will address the stigma associated with street homeless persons because of their

personal appearance and it will also assist with opportunities of registration in skills development

programmes because of their improved personal appearance.Improved skills development will also

improve the employability of homeless persons.

The proposed procurement will be a once off procurement, and the delivery is 3 Kotze Street Shelter.

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The following outlines the scope of work for the supply and delivery of packaged hygiene

packs for the programme on Homelessness. The procurement is once-off and the delivery

point for the packaged dignity packs is number 3 Kotze Street Shelter.

4.1. Required items

Packaged Dignity Packs for the programme for Homeless Persons

Item description quantity

Facecloths Adult Size Standard Facecloth/Washcloth (30 cm x 1000

30 cm)

Adult Size Toothbrush Standard Manual Toothbrushes 1000

Shampoo/ Conditioner 30ml sachet 1000

Toothpaste 50ml 50 ml 1000

Sanitary Pads Disposable standard sanitary pads 500

Roll on 40ml 40 ml 1000

Vaseline Petroleum Jelly 100 ml 1000

100ml

Hygiene Bath Soap 150ml 150 ml 1000

Twin Blade Disposable Super- Max Twin Blade Disposable 1000

Shavers Razors

Hair Clippers Standard hair clippers 50

Nail Cutters Standard nail clippers 50

Successful bidder must supply, package, deliver and offload the dignity/hygiene packs at 03 Kotze

Street shelter

Initials

“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

ii. Registration Number ...................................................................................

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.

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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

Vendor portal. Please ensure that the bid

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

B-BBEE Details: of Lease Agreement OR Affidavit from the Lessor

Certified by the Commissioner of Oath / SAPS

4 Declaration on State of Municipal Account (Attached)

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

procurement regulations 2022, Form J (Attached)

6 MBD 4: Declaration of Interest (Attached)

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

8 Conditions of Quotation, Form A

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

10 Statement of Authorisation, Form D

11 Form of Quotation and Form of Acceptance, Form C

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

13 Article of Agreement in terms of the Occupational Health and

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Item Details

Safety Act, Form I

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

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

be attached) (IF REQUIRED)

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

attached) (IF REQUIRED)

17 Construction/Building Maintenance to submit CIDB Registration

(Certified Copy to be attached) (IF REQUIRED)

18 Has the Quotation been signed?

19 Have all price alterations been signed for?

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 Te

SMMEs (An EME or QSE). 5

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

homeless persons. This programme aims at improving the personal hygiene of street homeless

persons whilst they are still on the streets and whilst admitted in homeless shelters. Improved

personal hygiene will address the stigma associated with street homeless persons because of their

personal appearance and it will also assist with opportunities of registration in skills development

programmes because of their improved personal appearance.Improved skills development will also

improve the employability of homeless persons.

The proposed procurement will be a once off procurement, and the delivery is 3 Kotze Street Shelter.

packs for the programme on Homelessness. The procurement is once-off and the delivery

point for the packaged dignity packs is number 3 Kotze Street Shelter.

4.1. Required items

Facecloths Adult Size Standard Facecloth/Washcloth (30 cm x 1000

30 cm)

Adult Size Toothbrush Standard Manual Toothbrushes 1000

Shampoo/ Conditioner 30ml sachet 1000

Toothpaste 50ml 50 ml 1000

Sanitary Pads Disposable standard sanitary pads 500

Roll on 40ml 40 ml 1000

Vaseline Petroleum Jelly 100 ml 1000

100ml

Hygiene Bath Soap 150ml 150 ml 1000

Twin Blade Disposable Super- Max Twin Blade Disposable 1000

Hair Clippers Standard hair clippers 50

Nail Cutters Standard nail clippers 50

Successful bidder must supply, package, deliver and offload the dignity/hygiene packs at 03 Kotze

10 Nail Cutters Standard nail clippers 50

11 Hair Clippers Standard hair clippers 50

15 Conditioner 30 ml sachet 1000

16 Sanitary Pads Disposable standard 500

sanitary pads

17 Roll on 40ml 1000

18 Vaseline Petroleum Jelly 100ml 1000

19 Hair Clippers Standard hair clippers 50

20 Hygiene Bath Soap 150ml 1000

21 Twin Blade Disposable Shavers 1000

22 Nail Cutters Standard nail clippers 50

Sub total(excl. VAT) r

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

9 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

6 MBD 4: Declaration of Interest (Attached)

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

Preferential Goals Allocated

Points

Enterprises located within the City of Johannesburg Metropolitan 5

Municipality.

Business owned by 51% or more - Black People 10

SMMEs (An EME or QSE). 5

Initials

I herewith confirm that i have read and understood the abovementioned

Conditions.

Signature__________________________________

Name________________________________________

Initials

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.

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Form b

RFQ nr: COJ0200-25/26

DESCRIPTION: Procurement of Dignity Packs - Good and Transport (Sanitary pads,

Soap, Toothpaste, Body Spray, etc.) (Outreach Programs)

Proposals will be evaluated in terms of the Preferential Procurement Policy Framework Act No.2000

using the 80:20 points system of the revised Preferential Procurement Regulations 2017.Proposals

will initially be evaluated in terms of price competitiveness and then in respect of the Preferential

Procurement Policy Framework Act using the 80:20 points system. Further evaluation will be based

on the bidder’s level of B-BBEE contribution based on table below.

6. Information

For any enquiries kindly contact the following official:

Author: Kebonye Senna

Designation: Sub Unit Head

Email Address: [email protected]

Contact Number:068 276 7574

Initials

Form c

RFQ nr: COJ0200-25/26

Form b: form of quotation and form of acceptance

Will the quoted price remain firm for a period of 30 days? (YES/NO)

If not: State the validity period _____________________

Is/Are the price/s quoted subject to the 2,5% settlement discount (YES/NO) __________

Is/Are the tender price firm until completion of order/work? (YES/NO)

If not:

(a) Submit the cost factors which will be taken into account in the event of price

increase/decrease, as well as the compilation of the tender price/s, i.e. cost

price, transport cost, margin of profit, etc (clause of the Specification and

Additional Conditions of Tender, Form A, refers)

% Index figure and base date (eg. Seifsa table e1 june

Material

Labour

Transport

Profit

Other

Total 100

NB. If prices are variable due to fluctuation in the exchange rate, the acceptance of any

order will be subject to forward cover taken out by yourselves.

Signature of tenderer:.........................................

Initials

FORM OF QUOTATION AND FORM OF ACCEPTANCE (contd)

Group Head: SSCM City

of Johannesburg

Sir/Mam,

I/We the undersigned, having examined the specification, hereby offer to supply and deliver

the items in accordance therewith, at the following price:

Item Description Quantity Unit Total

Price(Excl. Price(Excl.

VAT) VAT)

1 Facecloths Adult Size Standard 1000

Facecloth/Washcloth (30 cm x 30

cm)

2 Conditioner 30 ml sachet 1000

3 Adult Size Toothbrush 1000

Standard Manual

Toothbrushes

4 Shampoo 30ml sachet 1000

5 Vaseline Petroleum Jelly 100ml 1000

6 Sanitary Pads Disposable standard 500

sanitary pads

7 Roll on 40ml 1000

8 Hygiene Bath Soap 150ml 1000

9 Twin Blade Disposable Shavers 1000

Super- Max Twin Blade

Disposable Razors

10 Nail Cutters Standard nail clippers 50

11 Hair Clippers Standard hair clippers 50

Initials

Item Description Quantity Unit Total

Price(Excl. Price(Excl.

VAT) VAT)

12 Facecloths Adult Size Standard 1000

Facecloth/Washcloth (30 cm x 30

cm)

13 Shampoo 30ml sachet 1000

14 Adult Size Toothbrush 1000

Standard Manual

Toothbrushes

15 Conditioner 30 ml sachet 1000

16 Sanitary Pads Disposable standard 500

sanitary pads

17 Roll on 40ml 1000

18 Vaseline Petroleum Jelly 100ml 1000

19 Hair Clippers Standard hair clippers 50

20 Hygiene Bath Soap 150ml 1000

21 Twin Blade Disposable Shavers 1000

Super- Max Twin Blade

Disposable Razors

22 Nail Cutters Standard nail clippers 50

Sub total(excl. VAT) r

VAT total r

Total r

Initials

Is the Company VAT Registered? (YES/NO): ________________

VAT Number: _________________________________________

Vendor number _______________________________

Vendor signature: ____________________________

Date: ___________________________________________

Initials

FORM OF QUOTATION AND FORM OF ACCEPTANCE (contd)

Signature of person/s authorised to sign quotations:

Name ID number capacity signature

Dated this __________ day of ____________________20.

Registered name of tendering company/supplier: - (in block letters)

.________________________________________________________________________

Company registration number: ________________________________________

Address: ___________________________________________

Telephone number: _________________________________

Fax number:

As witnesses:

1__________________________________ ____________________________________

(Name & surname in block

Letters)

2__________________________________ ____________________________________

(Name & surname in block

Letters)

Initials

Form d

Statement of authorisation

If the tenderer is a company or firm, state on what authority the

Undersigned has the authorization to sign the tender documents, for

Example: company’s resolution or procuration or statutes of

Partnership, etc.

I/We the undersigned is/are authorized to enter into this contract on behalf of

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

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

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

...

.......... by authority of ........................................................................................................

dated ..................................... a certified copy of which may be attached to this tender.