Provision, implementation and maintenance of a comprehensive cemetery management software system

Department: community services

Cemetery management software system

Appointment of service provider for the provision,

Implementation and maintenance of a comprehensive

Cemetery management software system for a period of

36 months.

Tender number: cs 004/2026

Bid submitted by:

Name of bidding entity : ..............................................................................

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

Contact number : ..............................................................................

Contact person : ..............................................................................

Tendered offer : ..............................................................................

Issued by:

Dihlabeng Local Municipality

9 Muller Street

P.O. Box 551

Bethlehem

9700

Validity period: ninety (90) days.

Closing date : 06 july2026 at 12h00

(i)

Appointment of service provider for the provision,

Implementation and maintenance of a comprehensive cemetery

Management software system for a period of 36 months.

Tender number: cs 004/2026

Summary for tender opening purposes:

Name of tenderer :

Address :

_________________________________________________________________

Telephone number :

Fax number :

E-mail address :

CLOSING DATE : 06 July 2026

Signed by authorised representative of the TENDERER: _____________________________

Date: _____________________________

• Should any discrepancy occur between this figure and that stated in the Form of Offer and Acceptance, the latter shall take

precedence and shall apply.

(ii)

Important information

Please read carefully before completing the document

1. Notice to all tenderers.

2. General Conditions of Contract.

3. Standards applied in this document.

4. Scope of Works.

1. Notice to all tenderers

This is an original document:

1. It may not be re-typed or altered in any way.

2. It must be completed in black ink (non-erasable) – in an eligible handwriting. Mistakes are to be corrected

by crossing a line through and writing the correct information above the corrected item. Tenderer to sign

next to the correction. The use of erasing fluid or strips is not allowed and may lead to disqualification.

3. It may not be taken apart.

4. It is not available in electronic format except PDF as published on official Municipal website eTender

Portal.

5. Bidders are required to attach returnable documents to the relative pages (where requested) and

encouraged to use file fasteners and binding tape or any other similar method to ensure there are no loose

pages. Any other form of presentation (loose pages or separate documents) will not be accepted.

2. Standards applicable to this document

The following documents will form part of the contract and is available from the South African Bureau of

Standards (SABS), as applicable:

1. PPPFA / PPR Preferential Procurement Policy Framework Act And The Preferential

Procurement Regulations, 2022

2. GCC The General Conditions of Contract

3. SANS 10845-2 Formatting and compilation of procurement documentation.

4. SANS 10845-3 Standard conditions of tender

5. This Document, as presented.

(iii)

Contents

Cover page pages

Bid Summary for Tender Opening Purposes i ()

Important Information ii ()

Contents iii ()

The tender

Section description pages

Part t1 tendering procedures

T 1.1 Tender Notice and Invitation to Tender 7

T 1.2 Tender Data 8 – 11

T 1.3 Bid Evaluation Criteria 12 – 17

Part t2 returnable documents 18 - 48

(See List of Documents)

The contract

Section description pages

PART C1 AGREEMENT and CONTRACT DATA

C 1.1 Form of Offer 51

C 1.2 Form of Acceptance 53

C 1.3 Schedule of Deviations 55

C 1.4 Contract Data 57 - 74

Part c2 pricing data

C 2.1 Pricing Instructions 75

C 2.2 Pricing Schedule 76

Part c3 scope of work

C 3.1 Description of Works 77 - 80

(iv)

Part t1: tendering procedures

Section description page

T 1.1 Tender Notice and Invitation to Tender 7

T 1.2 Tender Data 8

T 1.3 Bid Evaluation Criteria 12

Part t2: returnable documents

Section description page

T 2 Returnable Documents 18

(v)

Part t1 tendering procedures

T 1.1 Tender notice and invitation to tender ............................................... T1.1

T 1.2 Tender data ....................................................................................................... T1.2

T 1.3 Bid evaluation criteria ................................................................................. T1.3

Bid NO. CS004/2026

Appointment of service provider for the provision, implementation and maintenance of

A comprehensive cemetery management software system for a period of 36 months

Dihlabeng Municipality hereby invite bids for Appointment of a Service Provider who will assist the Municipality with the provision,

implementation and maintenance of a comprehensive cemetery management software system for a period of 36 months

Compulsory Evaluation and

Bid Name Bid No. CIDB briefing session Adjudication Closing Enquiries

Grading Criteria and Date

Preference Points

Appointment of service CS 004/2026 N/A N/A Bids will be evaluated 06 July Thoko Vanqa

provider for the on: 2026

Tel: 058 023 provision,

• Stage 1:Pre-evaluation

0671 implementation and

• Stage 2: Functionality

vanqathoko@gm maintenance of a

• Stage 3: Financial

ail.com comprehensive cemetery Offer and Preference

management software Evaluation (80/20

system for a period of 36 Scoring Points)

months.

• Stage 4: Risk Analysis

Bid documents will be available from 12:00 on 04 June 2026, upon payment of a non-refundable document fee of R1000,00 per

document set, at the Dihlabeng Local Municipality, 9 Muller Street, Bethlehem, 9700. Please note that tender document can also be

accessed/download for free on E-Tender Portal. Bids are to be completed in accordance with the conditions and bid rules contained

in the bid documents and must be sealed together with supporting documents and externally endorsed WITH THE CONTRACT

NUMBER AND DESCRIPTION and placed in tender box, on the Ground Floor, Dihlabeng Local Municipality, 9 Muller Street,

Bethlehem, 9700 not later than 12:00 on or before the date stipulated above.

Requirements:

1. Certificate of authority for signatory (where applicable).

2. Company registration document (CK).

3. Certified Copy of ID Document/Passport of Directors.

4. Valid company SARS tax clearance certificate/ or tax number

5. Proof of CSD Registration Report which is valid/compliant from the date of the availability of tender document.

6. Proof of payment (municipal account/statement) of municipal services, which is not more than ninety (90) days in

arrears. If the services are paid by the lessee, a copy of municipal account/statement and a valid Lease Agreement

(indicating a municipal account payer and the validity period of the contract) must be attached.

7. Joint Venture Agreement and Power of Attorney, in case of Joint Venture.

8. The document must be completely filled in Blank ink & corrections are countersigned.

9. A rate/amount is to be entered against all items in the schedule of fees/Bill of Quantities, an item against which

no rate/amount is entered will lead to immediate disqualification due to unfair price advantage.

10. Bidder must submit project programme and projections for the implementation of the project.

11. Tender documents must be submitted as one (1) original, and one (1) scanned copy (PDF) of the original

completed in a flash drive with all exhibits and forms required included in the returnable schedule. Sealed Bids

should clearly indicate: APPOINTMENT OF SERVICE PROVIDER FOR THE PROVISION,

Implementation and maintenance of a comprehensive cemetery management

Software system (cs 004/2026)

___________________

M ntheli

Municipal manager

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T1.2 Tender data

The Tender Data shall be read with the Standard Conditions of Tender in order to expand on the Tenderer’s

obligations and the Employer’s undertakings in administering the tender process in respect of the project under

construction.

The Tender Data hereafter shall have precedence in the interpretation of any ambiguity or inconsistency

between it and the Standard Conditions of Tender.

Each item of data given below is cross-referenced to the clause in the standard conditions of tender to which it

mainly applies.

Clause Data

Number

The Tender Data shall have precedence in the interpretation of any ambiguity or inconsistencies.

Each item of data given below is cross-referenced to the clause in SANS 10845-3 to which it mainly

applies.

3.1 The Employer is: Dihlabeng Local Municipality

The tender documents issued by the Employer comprises of:

The tender

Part T1 Tendering Procedures

Part T1.1 Tender Notice and Invitation to Tender

Part T1.2 Tender Data

Part T1.3 Bid Evaluation Criteria

Part T2 Returnable Documents

Part T2.1 List of Returnable Documents

Part T2.2 Returnable Schedules to be completed by the Contractor

Part T2.3 Returnable Schedules II

The contract

Part C1 Agreement and Contract Data

C1.1 Form of Offer and Acceptance

C1.2 Contract Data

Part C2 Pricing Data

C2.1 Pricing Assumptions

C2.2 Bill of Quantities and Information Sheets

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3.2 Part C3 Scope of Works

C3.1 Scope of Works

3.4 None

3.5 The language for communications is English.

3.6 The competitive negotiation procedure shall not be applied.

4.6 Bidders are encouraged to visit the Municipality’s website and eTender Portal regularly prior to

the closing date particularly in relation to this tender to ensure that all addenda / erratum that

may be issued are adhered to.

Failure to apply instructions contained in addenda may render a tenderer’s offer non-

responsive.

4.7 There will be no compulsory clarification meeting for this tender and tenderers are encouraged to

provide their contact details including the name of tenderer, contact number and email address to the

contact details provided under INVITATION TO BID – ADVERTISEMENT for any addenda / erratum

that may be communicated or issued by the Client. It is the responsibility of the Tenderer to ensure

that the contact details are provided to the Employer.

4.8 Request for clarifications must be forwarded to the Employer at least 7 days before the closing time.

4.10 Tenderers are required to state the rates and currencies in Rand.

4.12 An alternative tender offer will only be considered if the main tender offer, strictly in accordance with all

the requirements of the tender is also submitted.

If the tenderer wishes to submit an alternative tender offer, the only criteria permitted for such alternative

tender offer is that it demonstrably satisfies the Employer's standards and requirements, the details of

which may be obtained from the Employer.

Calculations, drawings and all other pertinent technical information and characteristics as well as

modified or proposed Pricing Data must be submitted with the alternative tender offer to enable the

Employer to evaluate the efficacy of the alternative and its principal elements, to take a view on the

degree to which the alternative and to evaluate the acceptability of the pricing proposals. Calculations

must be set out in a clear and logical sequence and must clearly reflect all assumptions. Pricing Data

must reflect all assumptions in the development of the pricing proposal.

Acceptance of an alternative tender offer will mean acceptance in principle of the offer. It will be an

obligation of the contract for the tenderer, in the event that the alternative is accepted, to accept full

responsibility and liability that the alternative offer complies in all respects with the Employer's standards

and requirements.

The modified Tender Data must include an amount equal to 5% of the amount tendered for the

alternative offer to cover the Employer's costs of confirming the acceptability of the works before it is

implemented.

4.13.1 Parts of each tender offer communicated on paper shall be submitted as an original, no copies are

required.

The signed print-out shall be taken as the valid submission.

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The Employer’s address for delivery of tender offers and identification details to be shown on each

tender offer package are:

4.13

Location of tender box: Dihlabeng Local Municipality

4.15

Physical address: 9 Muller Street, BETHLEHEM 9700

Identification details: APPOINTMENT OF SERVICE PROVIDER FOR THE PROVISION,

Implementation and maintenance of a comprehensive cemetery management

Software system for a period of 36 months.

Tender number: cs 004/2026

Tenders can be submitted 24 hours a day from Monday to Friday at the Employer’s address.

It is in the tenderer’s responsibility to ensure that the delivery of the tender offer is deposited in the

correct tender box located at the Employer’s offices.

4.13.4 The tenderer is required to submit all certificates as listed in the Schedule of Tender Compliance.

4.13.5 Place and seal the printed and completed tender document in an envelope clearly marked “TENDER”

and bearing the Employer’s name, the contract number and description, the tenderer’s postal address

and contact telephone numbers.

4.13.5 A two-envelope procedure will not be followed.

4.13.6 Telephonic, telegraphic, telex, facsimile or e-mailed tender offers will not be accepted.

4.15 The closing time for submission of tender offer is as stated in the Tender Notice and Invitation to Tender.

4.16.1 The tender offer validity period is 90 days.

4.16.2 Where a tenderer, at any time after the opening of his tender offer but prior to entering into a contract

based on his tender offer:

a) withdraws his tender;

b) gives notice of his inability to execute the contract in terms of his/her tender; or

c) fails to comply with a request made in terms of 4.17, 4.18 or 5.9,

such tenderer shall be barred from tendering on any of the Employer’s future tenders for a period to

be determined by the Employer, but not less than six (6) months, from the date of tender closure. The

Employer may fully or partly exempt a tenderer from the provisions of this condition if he is of the

opinion that the circumstances justify the exemption.

4.18 Any additional information requested under this clause must be provided within 5 (five) working days

of date of request.

4.20 If applicable, the tenderer is required to submit with his/her tender a letter of intent from an approved

insurer undertaking to provide the Performance Bond to the format included in Part C1.8 of this

procurement document.

The employer shall respond to clarifications received up to 3 days before tender closing time.

5.1

The employer shall issue addenda until 3 working days before tender closing time.5.2

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5.4

All bid responses must be submitted before the Bid Closing date and time as stipulated on the tender

invitation.

5.7 In the event of disqualification, the Employer may, at its sole discretion, impose a specified period during

which tender offers will not be accepted from the offending tenderer and report same to National

Treasury

5.9 Arithmetical errors, omissions, discrepancies and imbalanced unit rates

Check responsive tenders for discrepancies between amounts in words and amounts in figures. Where

there is a discrepancy between the amounts in figures and the amount in words, the amount appearing

in the summary to the Pricing Schedule shall govern. Check responsive tender offers for:

a) the gross misplacement of the decimal point in any unit rate;

b) omissions made in completing the pricing schedule or bills of quantities;

or

c) arithmetic errors in:

i) line item totals resulting from the product of a unit rate and a quantity in bills of quantities

or schedules of prices; or

ii) the summation of the prices.

d) imbalanced unit rates.

Notify shortlisted tenderers of all errors, omissions or imbalanced rates that are identified in their tender

offers.

Where the tenderer elects to confirm the errors, omissions or re-balancing of imbalanced rates the

tender offer shall be corrected as follows:

a) If bills of quantities or pricing schedules apply and there is an error in the line item total resulting from

the product of the unit rate and the quantity, the unit rate shall govern, and the line item total shall be

corrected. Where there is an obviously gross misplacement of the decimal point in the unit rate, the

line item total as quoted and the unit rate shall be corrected.

b) Where there is an error in the total of the prices either as a result of other corrections required by this

checking process or in the tenderer’s addition of prices, the total of the prices shall be corrected.

c) Where the unit rates are imbalanced adjust such rates by increasing or decreasing them and selected

others while retaining the total of the prices derived after any other corrections made under (a) and

(b) above.

Where there is an omission of a line item, no correction is possible, and the offer may be declared

non-responsive.

Declare as non-responsive and reject any offer from a tenderer who elects not to accept the corrections

proposed and subject the tenderer to the sanction under 4.16.2.

The tenderer is required to submit balanced unit rates for rate only items in the pricing schedule. The

rates submitted for these items will be taken into account in the evaluation of tenders.

5.17 The number of paper copies of the signed contract to be provided by the employer is One.

5.19 All communications shall be in writing.

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Appointment of service provider for the provision, implementation and

Maintenance of a comprehensive cemetery management software system for a

Period of 36 months

Tender number: cs 004/2026

Part t 1.3 - Bid evaluation criteria

The procedure for the evaluation of responsive bids is as per Preferential Procurement Policy Framework Act, Act

and Regulations of 2022.

Acceptable bids will be evaluated in Four (4) stages, namely:

a) Stage 1 – Pre-Evaluation

b) Stage 2 – Functionality

c) Stage 3 – Financial Offer and Preference

d) Stage 4 – Risk Analysis

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Stage 1: pre-evaluation

The following submissions are the requirements for evaluating each bid for responsiveness. The Bidder who fails to

submit the following will be disqualified immediately:

1. Certificate of authority for signatory (where applicable).

2. Company registration document (CK).

3. Certified Copy of ID Document/Passport of Directors.

4. Valid company SARS tax clearance certificate/ or tax number

5. Proof of CSD Registration Report which is valid/compliant from the date of the availability of tender

document.

6. Proof of payment (municipal account/statement) of municipal services, which is not more than ninety

(90) days in arrears. If the services are paid by the lessee, a copy of municipal account/statement and

a valid Lease Agreement (indicating a municipal account payer and the validity period of the contract)

must be attached.

7. Joint Venture Agreement and Power of Attorney, in case of Joint Venture.

8. The document must be completely filled in Blank ink & corrections are countersigned.

9. A rate/amount is to be entered against all items in the schedule of fees/Bill of Quantities, an item

against which no rate/amount is entered will lead to immediate disqualification due to unfair price

advantage.

10. Bidder must submit project programme and projections for the implementation of the project.

11. Tender documents must be submitted as one (1) original, and one (1) scanned copy (PDF) of the

original completed in a flash drive with all exhibits and forms required included in the returnable

schedule. Sealed Bids should clearly indicate: APPOINTMENT OF SERVICE PROVIDER FOR THE

Provision, implementation and maintenance of a comprehensive cemetery

Management software system (cs 004/2026)

Only tenders that meet all the requirements in terms of compliance and completeness of the submitted tender per

the above set of mandatory requirements (Stage 1) progress to Stage 2 for further evaluation per the below set

of functionality evaluation criteria.

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Stage 2: functionality

The following criteria will be applied for functionality to assess all the bidders who complied with minimum requirements:

The functionality points will only be used to pre-qualify the bids before consideration for preferences and price points. It

must be noted that bids that score less than 70% (70 Points out of 100) of the maximum points allocated for functionality

will automatically be disqualified.

Criteria Remarks Max

Points

1. Project Team

Project Manager (20)

Project Manager with degree/diploma in Project Management Attach CV

Professional (PMP)/Projects in Controlled Environment (PRINCE2) and

certification: 2 – 5 years’ experience = 10 points certified

Project Manager with PMP/PRINCE2 (or equivalent) and 5+ years copies of

Information and Communication Technology (ICT) project qualification

experience = 20 points s

Technical Lead / Solution Architect (20)

Information Technology (IT) degree/diploma with 2-5 experience in Attach CV 10

system design/architecture experience and

Information Technology (IT) degree/diploma with 6 - 10 years’ certified 15

system design/architecture experience copies of

Information Technology (IT) degree/diploma with 10 or more years qualification 20

and Certified Enterprise Architect (The Open Group Architecture s

Framework (TOGAF or equivalent) with 5+ years’ experience in

system design/architecture experience

Development Lead (10)

Degree/Diploma in IT/Computer Science with 2-5 years’ system Attach CV 5

development experience and

Degree/Diploma in IT/Computer Science with 6-10 years’ system certified 7

development experience copies of

Degree/Diploma in IT/Computer Science with 10 or more years’ in qualification 10

system development experience s

2. Relevant Experience (25)

At least 2 completed ICT project of similar scale Attach 5

appointmen At least 3 completed ICT projects of similar scale, including one 15

t letters and municipal system

completion At least 3 completed ICT projects of similar scale, including two 20

certificates municipal system

At least 4 or more completed ICT projects of similar scale, including 25

two or more municipal system, successfully delivered with strong

references

3. Project Methodology & Approach (15)

No method statement submitted Attach 0

methodolog Migration Methodology Documents (must be attached ) 4

y and

Workflow Automation Document (must be attached ) 4

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Data ownership guarantee and the format in which the workflow 4

organization can export in case contract is terminated (e.g. CSV, documents

SOL, GeoJSON)

Comprehensive Methodology using best practices CPMBOK/ 3

PRINCES2/AGILE): strong government, stakeholder engagement,

risk and quality assurance

4. Spatial Visualization & Public Access (10)

GIS accuracy (is the system a static overlay or dynamic GIS with Attach 5

individual polygon and does it support real time GPS “walk to grave“ operational

(functionality on mobile devices - attached) plan

Accessibility is the public search interface WCAG 2,1 complaint for 5

users e.g. visual impairment does it require APP download or is it

web portal? ( attached )

Bidders MAY be required to do a presentation on the above

Maximum Points 100

NB. Only bidders who score 70 out of 100 (70%) in respect of “Functionality” will be evaluated further and therefore

eligible for award, and bidders score less than 70 points will be considered non-responsive

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Stage 3: financial offer and preference evaluation

Each Bid will be evaluated in terms of price and preference in accordance with the Preferential Procurement

Regulations 2022 (Government Gazette No. 40553 dated 20 January 2022).

Points awarded for price

A maximum of 80 or 90 points is allocated for price on the following basis:

80/20 or 90/10

or

Where:

Ps = Points scored for price of tender under consideration

Pt = Price of tender under consideration

Pmin = Price of highest acceptable tender

Points awarded for specific goals

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:

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 the 90/10 and 80/20

preference point system.

Table 1: Specific goals for the tender and points claimed are indicated per the table below. (Note to

organs of state: Where either the 90/10 or 80/20 preference point system is applicable, corresponding

points must also be indicated as such. Note to tenderers: The tenderer must indicate how they claim

points for each preference point system.)

Number of points Number of point

Number of points Allocated Number of points allocated claimed (90/10 claimed 80/20

(90/10 system) (To be (80/20 system)A system) (To be system (To be

completed by the organ of (To be completed by the completed by the completed by

state) organ of state) tenderer) tenderer)

Within the boundaries of 4

Free State

Within the boundaries of 6

Dihlabeng municipality

Historically Disadvantaged 10

Individual

Total 20

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Stage 4: risk analysis

In addition to the evaluation of Responsiveness, Functionality and Financial Offer, a risk analysis will

be performed on the bidders having the highest ranking/number of points to ascertain if any of the

following, as relevant, present an unacceptable commercial risk to the employer in terms of:

1. The bid of any bidder may be disregarded if that bidder, or any of its directors have –

(a) Abused the institution’s supply chain management system;

(b) Committed fraud or any other improper conduct in relation to such system;

(c) Failed to perform on any previous contract.

2. The bidder or any of its directors listed on the National Treasury’s Database of Restricted

Suppliers as companies or persons prohibited from doing business with the public sector?

Companies or persons who are listed on this Database were informed in writing of this restriction

by the Accounting Officer/Authority of the institution that imposed the restriction after the audi

alteram partem rule was applied.

The Database of Restricted Suppliers is available on the National Treasury’s website

(www.treasury.gov.za) and can be accessed by clicking on its link at the bottom of the home

page.

3. Is the bidder or any of its directors listed on the Register for Tender Defaulters in terms of section

29 of the Prevention and Combating of Corrupt Activities Act (No )?

The Register for Tender Defaulters can be accessed on the National Treasury’s website

(www.treasury.gov.za) by clicking on its link at the bottom of the home page.

4. Was the bidder or any of its directors convicted by a court of law (including a court outside of the

Republic of South Africa) for fraud or corruption during the past five years?

5. Was any contract between the bidder and any organ of state terminated during the past five

years on account of failure to perform on or comply with the contract?

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Appointment of service provider for the provision, implementation

And maintenance of a comprehensive cemetery management

Software system for a period of 36 months

Tender number: cs 004/2026

Part t2: returnable documents

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Part t2: returnable documents

1. Failure to fully complete the compulsory returnable documents shall render such a tender offer

nonresponsive.

2. Tenderers shall note that their signatures appended to each returnable form represents a declaration

that they vouch for the accuracy and correctness of the information provided, including the

information provided by candidates proposed for the specified key positions.

3. Notwithstanding any check or audit conducted by or on behalf of the Employer, the information provided

in the returnable documents is accepted in good faith and as justification for entering into a contract with

a tenderer. If subsequently any information is found to be incorrect such discovery shall be taken

as willful misrepresentation by that tenderer to induce the contract. In such event the Employer

has the discretionary right under contract condition 9.2 to terminate the contract.

The Tenderer must complete the following returnable Schedules:

Returnable Schedules required for Tender evaluation purposes

Compulsory tender documents

Form a certificate of attendance at clarification meeting (not applicable)

Form b record of addenda to tender documents

Form c proposed amendments, qualifications and alternatives

Form d preference points claim form in terms of the preferential procurement

Regulations 2022

Form e compulsory declaration

Form f enterprise questionnaire

Form g mbd 2: tax clearance certificate

Form h mbd 4: declaration of interest

Form i declaration for procurement above r10 million (all applicable taxes

Included)

Form j declaration of bidder’s past supply chain management practices

Form k mbd 9 certificate of independent tender

Form l declaration of tenderer’s litigation history

Form m authority of signatory

Form n schedule of specialist sub-contractors

Form o proof of good standing with compensation commissioner

Form p schedule of current commitments

Form q professional indemnity (not applicable)

Form r the contract

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Form a: certificate of attendance at clarification meeting

(Not applicable)

Notes to Tenderer:

1. Unless the attendee’s name, details and signature also appear on the attendance register this Certificate

of Attendance shall not be accepted and the tenderer’s offer shall be deemed non- responsive.

This is to certify that I, ............................................................................................................................................

representative of (tenderer)

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

of (address)

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

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

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

telephone number .................................................................................................................................

fax number ............................................................................................................................................

e-mail ....................................................................................................................................................

attended the clarification meeting on (date) ..........................................................................................

NB: There will be no compulsory clarification meeting for this tender and tenderers are encouraged to provide

their contact details including the name of tenderer, contact number and email address to the contact details

provided under INVITATION TO BID – ADVERTISEMENT for any addenda / erratum that may be

communicated or issued by the Client.

Signature of Representative:

Signature of Project Manager:

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Form b: record of addenda to tender documents

We confirm that the following communications received from the Employer before the submission of this tender

offer, amending the tender documents, have been taken into account in this tender offer:

Date Title or Details

Attach additional pages if more space is required.

Signed: .................................................... Date: ...............................................

Name: ..................................................... Position: ...........................................

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Form c: proposed amendments, qualifications and

Alternatives

The Tenderer should record any deviations or qualifications he may wish to make to the tender documents in

this Returnable Schedule. Alternatively, a tenderer may state such deviations and qualifications in a covering

letter to his tender and reference such letter in this schedule.

The Tenderer’s attention is drawn to clause 5.8 of SANS 10845-3 regarding the employer’s handling of material

deviations and qualifications.

(a) AMENDMENTS

Page, Clause or Item No Proposed Amendment

Note: (1) Amendments to the General and Special Conditions of Contract are not acceptable.

(2) The Tenderer must give full details of all the financial implications of the amendments

and qualifications in a covering letter attached to his tender.

This is not an invitation for alternatives but should the Tenderer desire to make any departures for the provisions

of this contract he shall set out his proposals clearly hereunder.

(b) ALTERNATIVES

Proposed Alternative Description of Alternative

Note: (1) Individual alternative items that do not justify an alternative tender, and an alternative offer for time for

completion should be listed here.

(2) In the case of a major alternative to any part of the work, a separate Bill of Quantities,

programme, etc.

and a detailed statement setting out the salient features of the proposed alternatives must

accompany the tender.

(3) Alternative tenders involving technical modifications to the design of the works and methods of

construction shall be treated separately from the main tender offer.

Signed: .................................................... Date: ...............................................

Name: ..................................................... Position: ...........................................

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Form d: preference points claim form in terms of the

Preferential procurement regulations 2022

This preference form must form part of all tenders invited. It contains general information and serves as a claim

form for preference points for specific goals.

Nb: before completing this form, tenderers must study the general conditions,

Definitions and directives applicable in respect of the tender and preferential

Procurement regulations, 2022

1. General conditions

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 applicable taxes

included); and

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

included).

1.2 To be completed by the organ of state

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

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

for:

(a) Price; and

(b) Specific Goals.

1.4 To be completed by the organ of state:

The maximum points for this tender are allocated as follows:

Points

Price 80

Specific goals 20

Total points for Price and SPECIFIC GOALS 100

1.5 Failure on the part of a tenderer to submit proof or documentation required in terms of 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.

1.6 The organ of state reserves the right to require of a tenderer, either before a tender is adjudicated or at

any time subsequently, to substantiate any claim in regard to preferences, in any manner required by

the organ of state.

2. Definitions

(a) “tender” means a written offer in the form determined by an organ of state in response to an invitation

to provide goods or services through price quotations, competitive tendering process or any other

method envisaged in legislation;

(b) “price” means an amount of money tendered for goods or services, and includes all applicable taxes

less all unconditional discounts;

(c) “rand value” means the total estimated value of a contract in Rand, calculated at the time of bid invitation,

and includes all applicable taxes;

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(d) “tender for income-generating contracts” means a written offer in the form determined by an organ of

state in response to an invitation for the origination of income-generating contracts through any method

envisaged in legislation that will result in a legal agreement between the organ of state and a third party

that produces revenue for the organ of state, and includes, but is not limited to, leasing and disposal of

assets and concession contracts, excluding direct sales and disposal of assets through public auctions;

and (e) “the Act” means the Preferential Procurement Policy Framework Act, 2000 (Act No. ).

3. Formulae for procurement of goods and services

3.1. Points awarded for price

3.1.1 The 80/20 or 90/10 preference point systems

A maximum of 80 or 90 points is allocated for price on the following basis:

80/20 or 90/10

or

Where

Ps = Points scored for price of tender under consideration

Pt = Price of tender under consideration

Pmin = Price of lowest acceptable tender

4. Points awarded for specific goals

4.1. 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:

4.2. 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 the 90/10 and 80/20

preference point system.

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Table 1: Specific goals for the tender and points claimed are indicated per the table below.

(Note to organs of state: Where either the 90/10 or 80/20 preference point system is applicable,

corresponding points must also be indicated as such.

Note to tenderers: The tenderer must indicate how they claim points for each preference point system.)

Number of points Number of Number of

allocated Number of points points claimed points claimed

(90/10 system) allocated (90/10 system) (80/20 system)

A (To be completed by (80/20 system) (To be (To be

the organ of (To be completed by completed by completed by

state) the organ of state) the tenderer)

the tenderer)

Within the boundaries of 4

Free State

Within the boundaries of 6

Dihlabeng municipality

Historically Disadvantaged 10

Individual

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Form e: compulsory declaration

Declaration with regard to company/firm

3.1. Name of company/firm.........................................................................................................

3.2. Company registration number: ...................................................................................................

3.3. 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]

3.4. 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.

Witnesses .............................................. Signature(s) of bidders(s)

1. ............................................ Date: .........................................

Address .........................................

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

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Form f: enterprise questionnaire

The following particulars must be furnished. In the case of a joint venture, separate enterprise questionnaires in

respect of each partner must be completed and submitted.

Section 1: Name of enterprise:

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

Section 2: VAT registration number, if any:

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

Section 3: Particulars of sole proprietors and partners in partnerships

Name Identity number Personal Income tax number*

• Complete only if sole proprietor or partnership and attach separate page if more than 3 partners

Section 4: Particulars of companies and close corporations

Company registration number

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

Close corporation number

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

Tax reference number

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

Section 5: Record in the service of the state

Indicate by marking the relevant boxes with a cross, if any sole proprietor, partner in a partnership or director,

manager, principal shareholder or stakeholder in a company or close corporation is currently or has been within

the last 12 months in the service of any of the following:

A employee of any provincial department,

national or provincial public entry or

A member of any municipal council constitutional institution within the meaning

of the Public finance Management Act,

1999 (Act )

A member of an accounting authority of any

A member of any provincial legislation

national or provincial public entity

A member of the National Assembly or the A employee of Parliament or a provincial

National Council of Province legislature

A member of the board of directors of any An official of any municipality or municipal

municipal entity entity

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If any of the above boxes are marked, disclose the following:

Name of sole proprietor, Name of institution, Status of service

partner, director, manager, public office, board or Within last

principal shareholder or organ of state and Current 12 months

stakeholder position held

Section 6: Records of spouses, children and parents in the service of the state

Indicate by making the relevant boxes with a cross, if any spouses, child or parent of a sole proprietor, partner

in a partnership or director, manager, principal shareholder or stakeholder in a company or close corporation

Status of service (tick

appropriate column) Name of institution, public office, Name of spouse, child or

board or organ of state and

parent position held Current Within last 12

months

is currently or has been within the last 12 months been in the service of any of the following:

An employee of any provincial department, national

or provincial public entity or constitutional institution

A member of any municipal council

within the meaning of the Public Finance

Management act, 1999 (act )

A member of an accounting authority of any

A member of any provincial legislature

national or provincial public entity

A member of the National Assembly or An employee of Parliament or a provincial

the National Council of Province. legislature

A member of the board of directors of any

A official of any municipality or municipal entity

municipal entity

• insert separate page if necessary

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The undersigned, who warrants that he/she is duly authorized to do so on behalf of the enterprise:

i) authorizes the Employer to obtain a tax clearance certificate from the South African Revenue Services

that my / our tax matters are in order;

ii) confirms that the neither the name of the enterprise or the name of any partner, manager, director or

other person, who wholly or partly exercises, or may exercise, control over the enterprise appears on

the Register of Tender Defaulters established in terms of the Prevention and Combating of Corrupt

Activities Act of 2004.

iii) confirms that no partner, member, director or other person, who wholly or partly exercises, or may

exercise, control over the enterprise appears, has within the last five years been convicted of frauds

or corruption;

iv) confirms that I / we are not associated, linked or involved with any other tendering entities submitting

tender offers and have no other relationship with any of the tenderers or those responsible for

compiling the scope of work that cold cause or be interpreted as a conflict of interest; and

v) confirms that the contents of this questionnaire are within my personal knowledge and are to the

best of my belief both true and correct.

Signature: _____________________________________ Date: _______________________________

Name: ________________________________________ Position: _____________________________

Enterprise: _______________________________________________________________

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Form g: mbd 2: tax clearance certificate

It is a condition of bid that the taxes of the successful bidder must be in order, or that satisfactory

arrangements have been made with South African Revenue Service (SARS) to meet the bidder’s tax

obligations.

1. In order to meet this requirement bidders are required to complete in full form TCC001 “Application for a

Tax Clearance Certificate” and submit it to any SARS branch office nationally. The Tax Clearance

Certificate Requirements are also applicable to foreign bidders / individuals who wish to submit bids. Form

TCC001 is available from any SARS branch office nationally or on the website www.sars.gov.za.

2. SARS will then furnish the bidder with a Tax Clearance Certificate that will be valid for a period of 1 (one)

year from the date of approval.

3. Valid Tax Clearance reference number and tax compliance status pin must be submitted together

with the bid. Failure to submit Tax Clearance reference number and tax compliance status pin will

result in the invalidation of the bid.

4. In bids where Consortia / Joint Ventures / Sub-contractors are involved, each party must submit a separate

Tax Clearance Certificate.

5. Applications for the Tax Clearance Certificates may also be made via e-Filing. In order to use this provision,

taxpayers will need to register with SARS as eFilers through the website www.sars.gov.za.

6. Exemption to the provision of a Tax Clearance Certificate will be granted provided that:

a) The bidder is registered on the vendor database of the municipality and a valid tax clearance certificate

was submitted together with the application for registration

b) If the closing date of the price quotation or bid falls within the expiry date of the tax clearance certificate

that is in the mun

T 1.3 Bid Evaluation Criteria 12 – 17