Appointment of a service provider for the provision of vetting contract for a period of 36 months in the eastern cape region

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Returnable Documents: Returnable Documents means all the documents, Sections and Annexures, as listed in the tables below. There are three types of returnable documents as indicated below, and Respondents are urged to ensure that these documents are returned with the quotation based on the consequences of non- submission as indicated below: 15.1. Mandatory Returnable Documents Failure to provide Mandatory Returnable Documents at the Closing Date and time of this RFQ will result in a Respondent’s disqualification. Respondents are therefore urged to ensure that all documents are returned with their Quotations. 8 | P a g e SECTION 3

Eligible bidders must be tax compliant (submit SARS TCS PIN or CSD number), registered on the National Treasury Central Supplier Database (CSD) unless they are foreign suppliers with no local registered entity, not be employed by the state or have directors/members who are state employees, and must not have attempted to canvass PRASA officials. They must also have at least five years’ experience in vetting services, comply with the POPI Act, and be able to provide the required vetting checks (criminal, academic, financial, citizenship, driver’s licence, professional association, business interest, employment history) with a turnaround of 5‑7 days per report.

In the eastern cape region

No.

Price Schedule and Pricing and delivery form (Section 4) must be

completed in full

a) accordance with this price schedule and not utilize a different format.

Respondents are required to complete the attached Pricing Schedule Section 8

schedule and not utilize a different format. Deviation from this pricing schedule could result in a bid

being declared non-responsive.

7 Please note that should you have offered a discounted price(s), PRASA will only consider such

price discount(s) in the final evaluation stage on an unconditional basis.

Valid Tax Clearance Certificate (must be valid on closing date of

Tax compliance central supplier

Tax compliance status

Tax compliance requirements

Tax compliance status (tcs) pin may be made via e-filing through the SARS website

Tcs pin is available but the bidder is registered on the central supplier database (csd), a csd

Csd number

Central supplier database (csd), a csd

Central supplier database

Central Supplier Database (CSD) which

(www.etenders.gov.za), on CIDB website for construction related RFQ’s. (Where applicable).

in a Respondent’s disqualification. Respondents are therefore urged to ensure that all documents are

Bidders are to comply with the following requirements and failure to comply may lead to disqualification.

Deviation from this pricing schedule will result in a bid being declared

a Quotation in response to it. Please note that PRASA reserves the right to

2. Tax compliance requirements

2.3 Application for tax compliance status (tcs) pin may be made via e-filing through the SARS website

Tcs certificate / pin / csd number.

2.6 Where NO tcs pin is available but the bidder is registered on the central supplier database (csd), a csd

N IT is not a requirement to register for a tax compliance status

Points Allocation: 80 points

B-BBEE Details: reement signed by all parties. (If applicable)

g) Completion and submission of ALL RFQ documentation (includes

ALL declarations, ALL Standard Bidding Documents (SBD) and

must be duly completed and signed

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Stage 1C: Documents required for Scoring - The following Non-Mandatory Documents used for

purposes of scoring a bid. If not submitted by the closing date and time of this bid will not result in a

Respondent’s disqualification. However, Bidders will receive a score of zero for the applicable evaluation

criterion.:

No. Description of requirement

a) Audited Annual financial/ B-BBEE Certificate/Affidavit

b) CIPC Documents / B-BBEE certificate / Affidavit

2.1 Stage 2- Price and Specific Goals

The following formula, shall be used to allocate scores to the interested bidders:

The maximum points for this tender are allocated as follows:

Details points

Price 80

Specific goals 20

Total points for price 100

And specific goals

Formulae for procurement of goods and services

Points awarded for price

The 80/20 preference point systems

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

80/20

PS = 80 (1 − Pt−Pmin)

Pmin

Were

Ps = Points scored for price of tender under consideration

Pt = Price of tender under consideration

Pmin = Price of lowest acceptable tender

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Points awarded for specific goals

3.1. 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:

Table 1: Specific goals for the tender and p

acceptance or rejection by PRASA’s Legal Counsel, prior to consideration for an award of business.

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10 national treasury’s central supplier database

Respondents are required to self-register on National Treasury’s Central Supplier Database (CSD) which

has been established to centrally administer supplier information for all organs of state and facilitate the

verification of certain key supplier information. PRASA is required to ensure that price quotations are

invited and accepted from prospective bidders listed on the CSD. Business may not be awarded to a

respondent who has failed to register on the CSD. Only foreign suppliers with no local registered entity

need not register on the CSD. The CSD can be accessed at https://secure.csd.gov.za/.

terms of section 59 of the Competition Act No and or may be reported to the National

Prosecuting Authority (NPA) for criminal investigation and or may be restricted from conducting

business with the public sector for a period not exceeding ten (10) years in terms of the Prevention

and Combating of Corrupt Activities Act No or any other applicable legislation.

I CERTIFY THAT THE INFORMATION FURNISHED IN PARAGRAPHS 1, 2 and 3 ABOVE IS

Without prejudice to any other rights of PRASA under these conditions, the Supplier warrants that the

items are in accordance with PRASA’s requirements and fit for the purpose for which they are intended,

and will remain free from defects for a period of one year (unless another period is stated in the Order)

from acceptance of the items by PRASA.

The Supplier indemnifies PRASA against all actions, suits, claims, demands, costs, charges and

expenses arising in connection therewith arising from the negligence, infringement of intellectual or legal

rights or breach of statutory duty of the Supplier, his subcontractors, agents or servants, or from the

Supplier’s defective design, materials or workmanship.

The Supplier indemnifies PRASA against claims, proceedings, compensation and costs payable arising

out of infringement by the Supplier of the rights of others, except an infringement which arose out of the

use by the Supplier of things provided by PRASA.

Assignment and sub-contracting

The successful Respondent awarded the contract may only enter a subcontracting arrangement with

PRASA’s prior approval. The contract will be concluded between the successful Respondent and

PRASA, therefore, the successful Respondent and not the sub-contractor will be held liable for

performance in terms of its contractual obligations.

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Governing law

The order/contract is governed by the law of the Republic of South Africa, and the parties hereby submit

to the non-exclusive jurisdiction of the South African courts.

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Section 6 sbd4

Bidder’s disclosure

1. Purpose of the form

Any person (natural or juristic) may make an offer or offers in terms of this invitation to bid. In line

with the principles of transparency, accountability, impartiality, and ethics as enshrined in the

Constitution of the Republic of South Africa and further expressed in various pieces of legislation,

it is required for the bidder to make this declaration in respect of the details required hereunder.

Where a person/s are listed in the Register for Tender Defaulters and / or the List of Restricted

Suppliers, that person will automatically be disqualified from the bid process.

2. Bidder’s declaration

2.1 Is the bidder, or any of its directors / trustees / shareholders / members / partners or any person

having a controlling interest1 in the enterprise,

employed by the state? YES/NO

2.1.1 If so, furnish particulars of the names, individual identity numbers, and, if applicable, state

employee numbers of sole proprietor/ directors / trustees / shareholders / members/ partners or any

person having a controlling interest in the enterprise, in table below.

Full Name Identity Number Name of State

institution

2.2 Do you, or any person connected with the bidder, have a relationship with any person who is

employed by the procuring institution? YES/NO

2.2.1 If so, furnish particulars:

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

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

1 the power, by one person or a group of persons holding the majority of the equity of an enterprise,

alternatively, the person/s having the deciding vote or power to influence or to direct the course and decisions

of the enterprise.

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2.3 Does the bidder or any of its directors / trustees / shareholders / members / partners or any person

having a controlling interest in the enterprise have any interest in any other related enterprise

whether or not they are bidding for this contract? YES/NO

2.3.1 If so, furnish particulars:

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

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

expenses arising in connection therewith arising from the negligence, infringement of intellectual or legal

rights or breach of statutory duty of the Supplier, his subcontractors, agents or servants, or from the

Supplier’s defective design, materials or workmanship.

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 because 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.

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(b) recover costs, losses or damages it has incurred or suffered because of that

person’s conduct.

(c) cancel the contract and claim any damages which it has suffered because

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

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

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

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Section 7 specification

Vetting contract for Eastern Cape for a period of 3years. The service provider is

expected to provide the following services:

• Criminal Record Checks with SAPS (South African Police Services)
• Academic Qualification verification including Matric
• Financial Credit check with ITC report (if required)
• Citizenship ID verification (with department of home affairs)
• Driver's license verification, with RTMC / eNaTIS
• Professional Association Membership verification including PSIRA, if required
• Check with CICP (Companies and intellectual Property Commission) Business Interest

of the candidate/s

• Employment history

Bidders are to comply with the following requirements and failure to comply may lead to disqualification.

Stage 1A – Mandatory Requirements

If you do not submit/meet the following mandatory documents/requirements, you will be automatically

disqualified.

Only bidders who comply with stage 1A will be evaluated further.

Description of requirement

No.

Price Schedule and Pricing and delivery form (Section 4) must be

completed in full

To facilitate like-for like comparison bidders must submit pricing strictly in

a) accordance with this price schedule and not utilize a different format.

Deviation from this pricing schedule will result in a bid being declared

non-responsive.

Submission of registration with PSIRA

b)

Bidders to fill and sign the Submission register at reception at SCM

c) Offices on submission of tender documents

Stage 1B –Other Mandatory Requirements

If you do not submit the following basic compliance documents and should an award, be made, these

basic compliance documents must be made available within seven (7) days of request from PRASA,

failing to which the award will be recalled.

No. Description of requirement

a) Company Registration documents

b) Copies of Directors ID documents

c) Valid Tax Clearance Certificate (must be valid on closing date of

submission of the proposal) and SARS Issued pin

d) CSD supplier registration number

e) Proof of Bank Account (i.e., cancelled cheque or letter issued by

the bank

f) Joint Venture / Consortium agreement / Trust Deed/ Confirmation

in writing of their intention to enter into a JV or consortium

agreement signed by all parties. (If applicable)

g) Completion and submission of ALL RFQ documentation (includes

ALL declarations, ALL Standard Bidding Documents (SBD) and

must be duly completed and signed

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Stage 1C: Documents required for Scoring - The following Non-Mandatory Documents used for

purposes of scoring a bid. If not submitted by the closing date and time of this bid will not result in a

Respondent’s disqualification. However, Bidders will receive a score of zero for the applicable evaluation

criterion.:

No. Description of requirement

a) Audited Annual financial/ B-BBEE Certificate/Affidavit

b) CIPC Documents / B-BBEE certificate / Affidavit

2.1 Stage 2- Price and Specific Goals

The following formula, shall be used to allocate scores to the interested bidders:

The maximum points for this tender are allocated as follows:

Details points

Price 80

Specific goals 20

Total points for price 100

And specific goals

Formulae for procurement of goods and services

Points awarded for price

The 80/20 preference point systems

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

PS = 80 (1 − Pt−Pmin)

Pmin

Were

Ps = Points scored for price of tender under consideration

Pt = Price of tender under consideration

Pmin = Price of lowest acceptable tender

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Points awarded for specific goals

3.1. 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:

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

Note to tenderers: The tenderer must indicate how they claim points for each preference

point system.)

Acceptable Number of points Number of points

Evidence claimed (80/20 allocated

system)

The specific goals allocated (80/20 system)

points in terms of this tender (To be completed

(To be completed by the tenderer)

by the organ of

state)

EME 51% Black Owned Audited Annual 10

financial/ B-BBEE

Certificate/Affidavit

51% Black Owned (CIPC documents/ 10

BBBEE Certificate

/Affidavit)

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Section 4

Pricing and delivery schedule

Respondents are required to complete the attached Pricing Schedule Section 8

1 Prices must be quoted in South African Rand, inclusive of all applicable taxes.

2 Price offered is firm and clearly indicates the basis thereof.

3 Pricing Bill of Quantity is completed in line with schedule if applicable.

4 Cost breakdown must be indicated.

5 Price escalation basis and formula must be indicated.

6 To facilitate like-for like comparison bidders must submit pricing strictly in accordance with this price

schedule and not utilize a different format. Deviation from this pricing schedule could result in a bid

being declared non-responsive.

7 Please note that should you have offered a discounted price(s), PRASA will only consider such

price discount(s) in the final evaluation stage on an unconditional basis.

8 Respondents are to note that if price offered by the highest scoring bidder is not market related,

PRASA may not award the contract to the Respondent. PRASA may:

9 negotiate a market-related price with the Respondent scoring the highest points.

10 if that Respondent does not agree to a market-related price, negotiate a market-related price with the

Respondent scoring the second highest points.

11 if the Respondent scoring the second highest points does not agree to a market-related price,

negotiate a market-related price with the Respondent scoring the third highest points.

12 If a market-related price is not agreed with the Respondent scoring the third highest points, PRASA

must cancel the RFQ.

I / We ______________________________________________________________ (Insert Name of

Bidding Entity) of

_____________________________________________________________________ code

(Full address) conducting business under the style or title of:

_________________________________________ represented by:

________________________________________________________________ in my capacity as:

____________________________________________________________________ being duly

authorised, hereby offer to undertake and complete the above-mentioned work/services at the prices

quoted in the bills of quantities / schedule of quantities or, where these do not form part of the contract,

at a lumpsum, of R

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_________________________________________________________________ (amount in

numbers);

(amount in words) Incl. VAT.

DELIVERY PERIOD: Suppliers are requested to offer their earliest delivery period possible.

Delivery will be affected within ............. working days from date of order. (To be completed by Service

provider)

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Section 5

PRASA general conditions of purchase

General

PRASA and the Supplier enter into an order/contract on these conditions to supply the items

(goods/services/works) as described in the order/contract.

Conditions

These conditions form the basis of the contract between PRASA and the Supplier. Notwithstanding

anything to the contrary in any document issued or sent by the Supplier, these conditions apply except

as expressly agreed in writing by PRASA.

No servant or agent of PRASA has authority to vary these conditions orally. These general conditions

of purchase are subject to such special conditions as may be prescribed in writing by PRASA in the

order/contract.

Price and payment

The price or rates for the items stated in the order/contract may include an amount for price adjustment,

which is calculated in accordance with the formula stated in the order/contract.

The Supplier may be paid in one currency other than South African Rand. Only one exchange rate is

used to convert from this currency to South African Rand. Payment to the Supplier in this currency other

than South African Rand, does not exceed the amounts stated in the order/contract. PRASA pays for

the item within 30 days of receipt of the Suppliers correct tax invoice.

Delivery and documents

The Supplier’s obligation is to deliver the items on or before the date stated in the order/contract. Late

deliveries or late completion of the items may be subject to a penalty if this is imposed in the

order/contract. No payment is made if the Supplier does not provide the item as stated in order/contract.

Where items are to be delivered the Supplier:

Clearly marks the outside of each consignment or package with the Supplier’s name and full details of

the destination in accordance with the order and includes a packing note stating the contents thereof; On

dispatch of each consignment, sends to PRASA at the address for delivery of the items, an advice note

specifying the means of transport, weight, number of volume as appropriate and the point and date of

dispatch; Sends to PRASA a detailed priced invoice as soon as is reasonably practical after dispatch of

the items, and states on all communications in respect of the order the order number and code number

(if any).

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Containers / packing material

Unless otherwise stated in the order/contract, no payment is made for containers or packing materials or

return to the Supplier.

Title and risk

Without prejudice to rights of rejection under these conditions, title to and risk in the items passes to

PRASA when accepted by PRASA.

Rejection

If the Supplier fails to comply with his obligations under the order/contract, PRASA may reject any part

of the items by giving written notice to the Supplier specifying the reason for rejection and whether and

within what period replacement of items or re-work are required.

In the case of items delivered, PRASA may return the rejected items to the Supplier at the Supplier’s risk

and expense. Any money paid to the Supplier in respect of the items not replaced within the time

required, together with the costs of returning rejected items to the Supplier and obtaining replacement

items from a third party, are paid by the Supplier to PRASA.

In the case of service, the Supplier corrects non-conformances as indicated by PRASA.

Pt−Pmin

Ps= 80(1− )

Pmin

Were

Ps = Points scored for price of tender under consideration

Pt = Price of tender under consideration

Pmin = Price of lowest acceptable tender

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

Generating procurement

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3.3.1. Points awarded for price

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

Pt−Pmax

Ps= 80(1+ )

Pmax

Where

Ps = Points scored for price of tender under consideration

Pt = Price of tender under consideration

Pmax = Price of highest acceptable tender

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.

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

(Note to organs of state: Where 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.)

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Acceptable Evidence Number of points Number of points

claimed (80/20 allocated

The specific goals system)

(80/20 system) allocated points in (To be completed

terms of this tender (To be completed by the tenderer)

by the organ of

state)

EME 51% Black Owned Audited Annual financial/ B- 10

BBEE Certificate/Affidavit

51% Black Owned (CIPC documents/ BBBEE 10

Certificate /Affidavit)

Declaration with regard to company/firm

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 because 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.

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(b) recover costs, losses or damages it has incurred or suffered because of that

person’s conduct.

(c) cancel the contract and claim any damages which it has suffered because

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

Specification/scope of work ...............................................................

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

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

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Section 7 specification

Vetting contract for Eastern Cape for a period of 3years. The service provider is

expected to provide the following services:

• Criminal Record Checks with SAPS (South African Police Services)
• Academic Qualification verification including Matric
• Financial Credit check with ITC report (if required)
• Citizenship ID verification (with department of home affairs)
• Driver's license verification, with RTMC / eNaTIS
• Professional Association Membership verification including PSIRA, if required
• Check with CICP (Companies and intellectual Property Commission) Business Interest

of the candidate/s

• Employment history

Deliverables from Service Provider:

• Clear and concluded reports per candidate
• Turnaround time of 5 to 7days for the service provider to produce completed report
• The service provider must be reputable and must have a minimum of 5 years’

experience in the industry.

• Service provider must comply with POPI Act

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Section 8 pricing schedule

Item description unit of quantity unit total

NO. measure price amount

R c r c

1. Vetting of one Employee Each 1

Total

VAT 15%

Grand total

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