Banking and cash management services for emakhazeni local municipality — 60 months

Bidding procedure enquiries (SCM)

• Contact: Sibusiso Gwebu
• Department: Finance (Supply Chain Management)
• Email: [email protected]
• Telephone: 013 253 7601
• Fax: 013 253 1889

Technical enquiries

• Contact: Busisiwe Mtshweni
• Email: [email protected]
• Telephone: 013 253 7655
• Fax: 013 253 1889

Municipality

• Telephone: 013 253 7600
• Fax: 013 253 1696

Submission address

Tender Box, Ground Floor

Emakhazeni Local Municipality

25 Scheepers Street

Belfast

1100

Mpumalanga

Submission method

• Sealed envelope, externally endorsed with the project number (ELM 26-27/10/05) and the project description.
• Deposit in the Tender Box, Ground Floor, Emakhazeni Local Municipality, 25 Scheepers Street, Belfast, Mpumalanga, 1100.
• Completed in black ink only; no tippex, erasable ink or pencil; alterations must be initialled.
• Late, faxed, emailed, telegraphic or telephonic bids are rejected.
• Bids remain valid for 90 days from the closing date; a submitted bid cannot be withdrawn or substituted.

Document fee

• R1 000.00 non-refundable, payable in cash at the municipality's offices (weekdays 07:45–12:30 and 13:00–15:00) or by EFT to FNB, account 62028195510, branch 270351, with the project number and company name as reference.
• The document may also be downloaded free of charge from the municipality's website or the eTenders portal.

Returnable documents (all compulsory; incomplete or unsigned forms render the bid unresponsive)

• Form A: Compulsory Enterprise Questionnaire; Form A2 and a signed consortium/JV resolution where bidding jointly.
• Form B: Record of Addenda.
• Form C: Authority for Signatory — authorises the named person to bind the bidder.
• Form D: Declaration of Interest.
• Form E: Declaration of Past Supply Chain Management Practices.
• Form F: Declaration of Good Standing Regarding Tax.
• Form G: Declaration of Procurement above R10 million (VAT included).
• Form H: Declaration of Tenderer's Litigation History.
• Form I: Certificate of Independent Bid Determination.
• Form J: Declaration of Municipal Account.
• Form K: Preference Schedule.
• Form L: Financial References, Bidder's Credit Rating and Bank Details.
• Form M: Proposed Key Personnel.
• Form N: Schedule of Proposed Sub-Consultants.
• Form O: Schedule of Previous Experience.
• Form P: Schedule of Current Commitments.
• Form Q: Tenderer's Project Structure.
• Form R: Form of Indemnity.
• MBD 1 (Invitation to Bid) cover page and, on award, MBD 7 (written contract form).

Automatic disqualification

• Any returnable schedule not completed or not signed.
• Company registration certificate not submitted (both parties plus the JV agreement for joint ventures).
• Tax compliance status PIN or CSD number not supplied.
• Pages removed from the tender document, or the document altered, retyped or tampered with.
• Schedule of quantities not fully priced.
• Bid not signed by a person authorised under Form C, or no authority submitted.
• Bid received after the closing time.

Evaluation stages

1. Administrative/compliance screening — mandatory documents and completed returnable forms.
2. Functionality evaluation out of 100 points.
3. Minimum qualifying score: 70/100 for functionality; bidders below this are not evaluated further.
4. Price and preference points under the 80/20 system (Preferential Procurement Policy Framework Act).

Functionality criteria (100 points)

• Proposal for satellite offices at Belfast, Machadodorp, Dullstroom and Waterval Boven to reduce cash held on site: 20 points (very good 20 — daily collection at the bank's risk; good 15 — twice weekly; poor 10 — weekly).
• National long-term credit rating of the banking institution: 20 points (very good 20 — AA+/AA and higher; good 15 — AA/AA-; poor 10 — AA/A+ and lower).
• Innovative products offered: 20 points (very good 20 — more advanced and efficient solutions than specified; good 15 — broadly equivalent; poor 10 — fewer solutions).
• Current municipal clientele (metros and municipalities with a budget of R500 million or more): 20 points (very good 20 — more than 30 as primary banker; good 15 — 20 to 30; poor 10 — fewer than 20).
• Local Economic Development and social investment in the Emakhazeni municipal area: 20 points (very good 20 — committed investment programme for the contract term; good 15 — once-off project; poor 10 — no investment).

Other evaluation notes

• Bidders must substantiate each functionality claim with detailed written evidence.
• Pricing schedules must be fully costed; an incomplete schedule may be rejected as non-responsive.
• Quantities in the pricing schedule are estimates based on history and are for evaluation only; the contract is awarded on unit tariffs and invoices are based on those tariffs and actual quantities.
• The municipality may require written proof of financial, labour and resource capacity, and may appoint auditors to investigate a bidder's finances.

Scope

• Appointment of a financial institution to render banking and cash management services to Emakhazeni Local Municipality for a period of 60 months.

Service requirements

• Satellite offices or service points at Belfast, Machadodorp, Dullstroom and Waterval Boven to reduce cash held on municipal premises.
• Collection of cash from all satellite offices at the bank's own risk, with deposit into the municipality's primary bank account; frequency of collection is scored (daily, twice weekly or weekly).
• Banking technology and products at least equivalent to the services specified, with more advanced solutions scoring higher.
• Demonstrated capacity through existing municipal clientele, particularly metros and municipalities with budgets of R500 million or more.
• A local economic development and social investment programme for the Emakhazeni community over the contract term.
• A national long-term credit rating supporting the institution's financial standing.

Contract basis

• Services are priced on unit tariffs in the pricing schedule; actual volumes are invoiced at those tariffs.

Pricing

• Bidders must complete the pricing schedule (bill of quantities) in full, in black ink, showing total bid price excluding VAT and including VAT.
• Quantities are estimates for evaluation only; the contract is concluded on unit tariffs and invoices are based on actual quantities.
• Prices must be firm for the 90-day validity period and may not be linked to exchange rates.

Document fee

• R1 000.00 non-refundable, payable in cash or by EFT to FNB, account 62028195510, branch 270351.

Financial standing

• Form L requires financial references, the bidder's credit rating and bank details.
• The municipality may request written evidence of adequate financial, labour and resources capacity, and may commission a chartered accountant or auditor to investigate the bidder's financial position; the bidder must assist.
• The municipality may alter quantities based on the rates supplied.

No bid security, performance guarantee or retention percentage is stated in the document.

Registration and tax

• Central Supplier Database (CSD) registration is mandatory; the CSD number must be supplied.
• A valid SARS tax compliance status PIN (or printed TCS certificate) must be submitted; joint ventures, consortia and subcontractors must each provide a separate PIN, TCS certificate or CSD number.
• Company or close corporation registration documents (CK1/CK2) must be attached; joint ventures must attach both entities' registrations and the signed joint venture agreement.

Eligibility

• No bid will be considered from a person in the service of the state — including municipal councillors, provincial and national legislators, board members of municipal entities, municipal officials, and employees of national or provincial departments, public entities, Parliament or a provincial legislature.
• Bidders whose municipal rates and taxes or service charges, or those of their directors, are more than three months in arrears with any municipality are disqualified.
• Bidders who failed to perform satisfactorily on a previous contract with the municipality or any organ of state in the last five years, after written notice, are disqualified.
• A municipal clearance certificate confirming no arrears must be provided; bidders in non-rated areas must supply a letter confirming this.

B-bbee

• A B-BBEE status level verification certificate or a sworn affidavit (for EMEs and QSEs) must be submitted to claim preference points for specific goals under the 80/20 system.

Forms and declarations

• Form C (Authority for Signatory) must authorise the signatory; the bid must be signed in the presence of witnesses.
• Form D (Declaration of Interest) must be fully completed; a false declaration disqualifies the bid.
• Form I (Certificate of Independent Bid Determination) certifies the price was set independently.
• Form G applies to procurement above R10 million (VAT included).

Penalties

• A fraudulent preference claim or failure to meet claimed specific goals may lead to cancellation of the contract and recovery of losses, a financial penalty of twice the theoretical preference claimed, and exclusion of the firm, its shareholders and directors from municipal business for five years.