Supply and delivery of smart scanner devices for mbombela local municipality

and closing date”, and submitted in the tender box

Procurement Policy. An 80/20 preference point system will apply, where 80 points are allocated for price and 20

points for specific goals.

Po Box 45; Mbombela; 1200

NB: The results of this bid will be published on the City’s official website in accordance with

Section 75(1)(g) of the Municipal Finance Management Act (MFMA) and SCM Regulations,

Section 23(c).

include: a Valid Tax Compliance Status (TCS) Pin, Certified copy of a valid B-BBEE certificate or sworn

affidavit, current municipal rates and taxes statement from the relevant local authority, or proof of residence

from a tribal authority (where applicable), or a lease agreement accompanied by the lessor’s up-to-date

municipal rates and taxes statement for both the business and all active directors, including joint venture or

consortium members, full Central Supplier Database (CSD) registration report (summary reports will not be

accepted), certified copy of company registration certificate and certified copies of the directors' identification

documents. The completed bid document and all supporting documents must be placed in a sealed envelope

clearly marked with “the bid number, full project description and closing date”, and submitted in the tender box

at Mbombela Civic Centre, 1 Nel Street, Mbombela.

Bids must be submitted before 11:00 on the closing date. Late submissions will not be accepted. Bids received

via telegram, facsimile, or email will not be considered. Bids received by telegram, fax or e-mail will not be

considered. Late bids shall not be accepted or considered.

Supply and delivery of smart scanner devices for city of mbombela

All information submitted by prospective bidders will be used solely for tender evaluation

reserves the right to cancel the tender process at any stage should it be deemed necessary.

of bid contained in the bid document. Evaluation will be conducted on the basis of an 80/20

preference point system, where 80 points will be allocated for price and 20 points for specific

8. In bids where Consortia / Joint a) This will not be applicable to functionality and B- If the tendering entity / YES

An 80/20 preference point system will apply, where 80 points are allocated for price and 20 points for specific

preference point system, where 80 points will be allocated fo

and serves as a claim form for preference points for specific goals.

1.1 The following preference point systems are applicable to invitations to tender

the 80/20 system for requirements with a Rand value of up to R50 000 000 (all

the 90/10 system for requirements with a Rand value above R50 000 000 (all

a) The applicable preference point system for this tender is the 80/20 preference point

1.3 Points for this tender (even in the case of a tender for income-generating contracts)

(b) Specific Goals.

The maximum points for this tender are allocated as follows

Specific goals 20

Total points for Price and SPECIFIC GOALS 100

this tender to claim points for specific goals with the tender, will be interpreted to mean

that preference points for specific goals are not claimed.

preferences, in any manner required by the organ of state.

Preference Points Claim Form in terms of the

In order to qualify for preference points for b-bbee]

14. Functionality / Quality for evaluation a) Functionality test refers to evaluation of bidders on Has the bidder met the N/A

bidders has the capabilities to execute the contract functionality in order to

evaluation on price and limited to: track record and experience on similar

Preferential Procurement Regulations 2022 (Purchases)............................ 23 – 27

Contract Form – Rendering of services..................................................... 28 – 29

Declaration of Bidder’s Past Supply Chain Management Practices ......................30 – 31

Certificate of independent bid determination...........................................................32 – 34

Authority to sign a bid ..............................................................................35 – 36

Certificate of authority for joint ventures .......................................................37

The successful bidder shall be required to deliver the devices within one seven (7) calendar

days from the date of appointment and acceptance of the contract. Failure to deliver the

devices within the stipulated timeframe may result in the termination of the contract. In such

an event, the City shall not be liable for any costs, expenses, or losses incurred by the bidder

in preparation for or execution of the project.

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exceeding 10 years (see section 28

of this Act).

11. Copy of Public Liability insurance. a) Public liability insurance may vary from one project If applicable, is the N/A

insurance from a

registered financial

institution?

12. Recent audited / independently a) Applicable to private companies that are not Has the bidder furnished N/A

reviewed financial statements for managed by its owners, if: MBD 5 as mandatory for

three consecutive years. all projects estimated to

NB: if a company provides any - It compiles its financial statement internally and be in excess of R10

financial statements in terms of its public interest score is less than 100. million?

section 29 of the Companies Act, - It has its financial statements compiled Has the bidder attached

such statements must comply with the relevant AFS as independently and its public interest score is

the provision of the Act. required by law and is it between 100 and 349.

aligned with his/her - the public interest score is 350 points or more,

declaration on MBD 5?

is required for an audit to be conducted.

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 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: ...............................................................

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

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

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

Mbd 7.1

2022;

• Declaration of interest;
• Declaration of bidder’s past SCM practices;
• Certificate of Independent Bid Determination;
• 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 goods and/or works 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.

Po Box 45; Mbombela; 1200

NB: The results of this bid will be published on the City’s official website in accordance with

Section 75(1)(g) of the Municipal Finance Management Act (MFMA) and SCM Regulations,

Section 23(c).

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considered:

• A valid Tax Compliance Status (TCS) Pin.
• Proof of company registration.
• Certified copies of the Business Director(s)’ identity documents.
• A full Central Supplier Database (CSD) registration report not older than 30 days from

the closing date. Summary reports will not be accepted.

4.2. Municipal rates and taxes requirements

• The bidder must submit a valid and current municipal rates and taxes statement from

the relevant local authority, or proof of residence from a recognised tribal authority

(where applicable), or a valid lease agreement accompanied by the lessor’s up-to-date

municipal rates and taxes statement for the business premises.

• Bidders must ensure that the physical address details reflected on the Central Supplier

Database (CSD) correspond with those on the company registration certificate.

• The Municipality reserves the right to verify municipal rates and taxes information linked

to both CSD and company registration details.

• It remains the responsibility of bidders to ensure that municipal accounts are fully

compliant and not in arrears.

4.3. Director(s) municipal compliance

• The bidder must submit valid and current municipal rates and taxes statements for all

director(s), including consortium or joint venture partners or proof of residence from a

recognised tribal authority (where applicable), or lease agreements accompanied by

up-to-date municipal rates and taxes statements.

• The Municipality may verify, using directors’ identity numbers, whether any municipal

rates and taxes are outstanding.

• It is the responsibility of bidders to ensure that all directors are fully compliant with

municipal rates and taxes obligations.

4.4. General note

• For all key personnel whose CV is submitted, certified copies of qualifications and

certified copies of identity documents must be submitted with the bid.

• Certified copies must not be older than three (3) months to be considered valid.
• Copies of certified copies will not be accepted; only certified copies of original

documents will be recognised.

• Failure to comply with the above requirements will result in immediate disqualification.

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section 14 of the Companies Act registration document in

b) A Certificate issued by CIPRO in line with section 2 line with the applicable

of the Close Corporation Act legislation?

NB: The registration of Close Corporations (CCs) was

replaced by introduction of the New Companies Act which

came to effect in April 2011. CCs to be recognized as valid

registration certificate will be up to 2010.

2. Company Profile a) A Company Profile is a professional introduction of Has the bidder attached N/A

your Business that aims to inform Clients about its a company profile and its

purpose, vision, trustworthiness, products and experience is relevant to

services, and experience of your Company. It is add value on this

basically a “CV for your Business/Company” project?

3. Certification of documents to be a) The certification of documents must be done by a Has the bidder certified YES

submitted together with the tender commissioner of oath as prescribed in the Justices all documents to be

document. of the Peace and Commissioners of Oaths Act 16 certified as per special

of 1963 and its Regulations. conditions of bid?

I.e. ID Copies of business owners, b) Acceptable certified copies are copies originally Check validity on the

qualifications, Licenses and certified from any police station, post office, date, check if the

certificates, accreditation by Lawyers or notary public (who are members of a commissioner of oaths

professional bodies, proof of recognised professional body), Actuaries or stamp is compliant as

ownership document, appointment accountants (who are members of a recognised per example copied from

letters, completion certificates, etc. professional body), Members of the judiciary, the Regulations.

inconsistent declaration

may lead to immediate

disqualification.

13. Recent annual financial statement a) Applicable to private companies with a public Has the bidders N/A

(AFS) for three consecutive years interest score of less than 100. furnished MBD 5 as

(unaudited AFS). b) If, with respect to a particular company, every mandatory?

NB: if a company provides any Has the bidder attached person who is a holder of, or has a beneficial

financial statements in terms of the relevant AFS as interest in, any securities issued by that company is

section 29 of the Companies Act, required by law in line also a director of the company, that company is

such statements must comply with with his/her declaration exempt from the requirements in this section to

the provision of the Act. on MBD 5?

have its annual financial statements audited or

independently reviewed.

NB: An independent review will suffice if the company has

opted to have its financial statement audited or is required

by its Memorandum of Incorporation (MOI) to do so.

14. Functionality / Quality for evaluation a) Functionality test refers to evaluation of bidders on Has the bidder met the N/A

of complex projects various aspects of the contract to establish if the minimum threshold on

bidders has the capabilities to execute the contract functionality in order to

qualify for further or not. The various aspect may include but not

evaluation on price and limited to: track record and experience on similar

B-BBEE? projects, human resource and their individual

experience, financial capabilities, relevant

scored in line with the

technology, etc. evaluation criteria set on

NB: Functionality will not be compulsory for all projects but the tender document?

for complex projects. Functionality criteria will vary from All portfolio of evidence

one project to another. attached and certified as

stated on the bid

document?

15. The Compensation for Occupation a) The COIDA provides for compensation for If applicable, is the N/A

Injuries and Diseases Act 130 of disablement caused by occupational injuries or COIDA certification /

1993 (COIDA) diseases sustained or contracted by employees in letter of good standing

attached, valid and the course of their employment, or for death

reflects the nature of resulting from such injuries or diseases, hence

work in line with the bidders are expected to attach COIDA certificates

scope of works? in line with their specialize area aligned to the

type/nature of business.

Invitation to Bid.............................................................................. 3 – 5

Special Conditions........................................................................ .... 6 – 8

Checklist / Notes ............................................................................. 9 – 17

Specifications and pricing schedule .................................................... 18

Pricing Schedule – Firm Prices........................................................... 19

Declaration of interest......................................................................... 20 – 22

include: a Valid Tax Compliance Status (TCS) Pin, Certified copy of a valid B-BBEE certificate or sworn affidavit,

current municipal rates and taxes statement from the relevant local authority, or proof of residence from a tribal

authority (where applicable), or a lease agreement accompanied by the lessor’s up-to-date municipal rates and

taxes statement for both the business and all active directors, including joint venture or consortium members, full

Central Supplier Database (CSD) registration report (summary reports will not be accepted), certified copy of

company registration certificate and certified copies of the directors' identification documents. The completed bid

document and all supporting documents must be placed in a sealed envelope clearly marked with “the bid number,

full project description and closing date”, and submitted in the tender box at Mbombela Civic Centre, 1 Nel Street,

by the bidder (including its business entity or directors) to any municipality or municipal entity

are in arrears for more than three (3) months. Failure to submit valid and up-to-date proof of

municipal rates and taxes will also render the bid non-responsive.

for additional payment in respect thereof will be entertained.

All prices and rates quoted shall be inclusive of Value-Added Tax (VAT). VAT shall be reflected

as a separate lump sum in the tender summary, and the total amount inclusive of VAT shall

be carried forward to the Form of Tender.

involved, each party must submit JV/Consortium, have the

separate required returnable parties involved attached

documents. all individual required

documents as per

special condition of bid?

9. Latest municipal rates and taxes a) If the business is operated and its director(s) are Has the bidder attached YES

certificates from relevant local residing within a municipal area, bidders are latest municipal rates

authority for the business and all expected to attach latest municipal rate and taxes and taxes from relevant

business directors certificates for the business and ALL its directors. local authority for the

OR b) If the business is operated and its director(s) are company / business and

residing within a tribal authority. Bidders are all company directors /

owners?

Lease agreement with the Lessor’s individual lease agreement with lessor’s latest authority or latest

latest municipal rates and taxes municipal rates and taxes for a facility is within a municipal rates and

certificates from relevant local Municipal boundary and if the business is renting taxes certificate?

authority. office / business facility, the bidders are required to Is the account not in

NB: All accounts owing any attach lease agreement for the business with areas for more than 90

municipality for more than 90 days lessor’s latest municipal rates and taxes for a days (3 months)?

will be disqualified as prescribed on facility within a municipal boundary. If the facility

the MSCM Regulations. leased is in a rural area, lease agreement will be

accompanied with the lessor’s proof of residential

from a tribal authority.

NB: Domicilium citandi at executandi: Domicilium citandi et

executandi is a Latin legal term meaning the address

nominated by a bidder in a legal contract where legal notices

may be sent.

ensure that all physical addresses reflected either on the

company registration document and CSD are not owing any

municipal rates and taxes for more than three months

including the Lessor’s municipal account in case of lease.

Mbd 3.1

Pricing schedule – firm prices

(Purchases)

Note: only firm prices will be accepted, non-firm prices (including

Prices subject to rates of exchange variations) will not be

agreement:

(i) Bidding documents, viz

• Invitation to bid;
• Tax clearance certificate;
• Pricing schedule(s);
• Technical Specification(s);
• Preference claims for Broad Based Black Economic Empowerment Status

4.4 Does the bidder or any of its directors owe any municipal rates and taxes or Yes No

municipal charges to the municipality / municipal entity, or to any other

municipality / municipal entity, that is in arrears for more than three months?

4.4.1 If so, furnish particulars: