Off-site storage & records management services – umlalazi municipality tender (kwazulu-natal)

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Returnable Documents: Central Supplier Database (CSD)

Companies must be registered with the National Archives and Records Services of South Africa (NARSSA). Bidders must submit all compulsory returnable documents, including valid tax clearance, CSD registration, rates clearance, workmen's compensation, NARSSA compliance certificate, fumigation certificate, fire compliance certificate, PSIRA certificate, insurance, and fire detection certificate. For tenders above R10 million, audited financial statements and MBD5 declaration are required. Bidders must not have outstanding municipal rates or service charges for more than 3 months and must have satisfactory past performance.

Tender closing functionality

Number date and

Time

Time

Three Year Contract - Provision of Off- KZN ULM 31 August 2026

• Experience of bidder = 30

Site Storage Facility and Management of 07/26/27 at 11 KV

• Key personnel = 30

Records for UMlalazi Municipality Challenor

• Proof of plant and

Street, Eshowe equipment = 20

at 12h00

ELIGIBILITY TO TENDER: Companies registered with National Archives and Records Services

of South Africa (NARSSA) to submit tenders.

is scrutinizing the acceptance thereof.

2.9. Competence of key personnel and quality

2.9.1. To carry out and complete work the Service Provider shall employ only such person as

are careful competent and efficient in their various professions.

2.9.2. All key personnel presented by the tenderer during bidding stage for evaluation purposes

must be maintained or remain unchanged for the duration of the contract “ no substitution

without municipity’s written approval will be allowed’’

2.9.3. Appointed bidder will be required to maintain all quality presented during bidding process

which has significantly influenced decision making in awarding of this tender, this shall

be part of the service level agreement.

2.10. Location and geographical size of the municipality

The administrative center of uMlalazi Local Municipality (KZN284) (Eshowe) is situated

along the north eastern coast of Kwa Zulu Natal, 140km north east of Durban. UMlalazi

municipality is located within King Cetshwayo District. Geographically, the municipal area

covers 2 217km2 and consist of 28 electoral wards with dominance of rural wards, and there

are 14 tribal authority areas of which AmaKhosi are custodians thereof on behalf of the

3.10.4 No records/documentation may be removed from any storage folder/device or to be

destroyed without the explicit permission of the Senior Manager: Corporate Services.

3.11 Staff

3.11.1 The response must include CVs of key personnel who are being put forward to work on the

contract. The CVs included must indicate their role in this project, their skills, experience and

expertise in terms of the above section.

3.11 Equipment and machinery

3.11.1 The Contractor must have the ability to meet the requirements to provide offsite document

storage (the storage warehouse, the storage equipment, stationery used, fire prevention and

detection system, security and vehicles used to transport the records must be detailed in the

proposal.

3.12. Monitoring, reporting, requirements and perfomancen

3.20.8.2 The company must use qualified and experienced personnel to perform the required

services.

3.20.8.3 It is a requirement of this contract that qualified and experienced personnel may perform

work. Should it be proven that un-qualified personnel are being utilized to perform the

work, the Service Provider’s contract may be terminated.

3.20.8.4 Notwithstanding the above, Un-qualified personnel may assist the qualified personnel in

the repair process.

“Three year contract - provision of off-site storage facility

AND MANAGEMENT OF RECORDS FOR UMLALAZI MUNICIPALITY” must

reach the Municipal Manager, uMlalazi Municipality, by hand and placed in the Tender Box

at the SCM offices, KV Challenor road (industrial Area), by no later than 12:00 pm on the

date as per advert where they will be opened in public. NB: Late tenders, telegraphic or

facsimile tenders will not be considered.

2.3 Completion of tender document

2.3.1 Tender document must duly completed in very manner and all required returnable

documentation must be furnished as specified in this bid.

2.3.2 Fraudulent practice will result to disqualification of the bid and any further

corrective actions that may be required.

2.3.3 Forms in this tender document must be completed and signed.

2.3.4 All pages allocated signing spaces must be signed.

2.3.5 Tenderers will make provision for all machinery, labour, material, equipment and all

non-incidentals needed for the execution and completion of the project in accordance

with the tender documents.

2.4 Authority for signing

3.6 Storage, collection and delivery capabilties

3.6.1 The storage premises must be capable of storing various types of media.

3.6.2 The storage premises must have a secure, climate-controlled Data Storage Vault.

3.6.3 The vault must be fireproof, dust-free humidity and climate-controlled environment.

3.6.4 The vault where digital media is stored must have an independent alarm system that will be

activated in the event of an intrusion.

3.6.5 All vehicles used to transport digital storage must be temperature controlled and always

tracked.

3.6.6 All containers, packets and or boxes utilized for storage must be uniquely barcoded.

3.6.7 The racking and shelving of coated metal must be lifted above the floor.

3.7 Disaster prevention

3.7.1 All parts of storage facility must have adequate fire detection system that is connected to a

central monitoring panel.

3.7.2 The storage facility must have alarm to indicate abnormal conditions and problems to take

corrective action and to bring the facility back to normal conditions.

3.7.3 The storage facility must have adequate automatic fire suppression systems.

3.7.4 The storage facility must have portable fire extinguishers.

3.7.5 The staff based at the storage facility must be fully trained in the use of the portable

extinguishers.

3.7.6 Only Carbon dioxide (CO2) extinguishers should be used.

3.7.7 The vault where digital media is stored must have Halon or Carbon Dioxide gas fire

prevention cylinders.

3.7.8 The vault where digital media is stored must have SABS approved door, ceiling, concrete

walls and floor.

3.8 General security

3.8.1 The storage facility must have 24 hours monitored security.

3.8.2 The storage facility must be monitored by CCTV cameras.

3.8.3 The storage facility must have authorized access to the facility.

3.8.4 The storage facility premises must have secured/functional loading and off-loading

equipment and must be tested regularly.

3.8.5 All Municipal records and media that is conveyed on a vehicle for transit purposes to the

storage facility must be properly secured and enclosed to ensure that the archival material is

protected from the elements of rain, wind, etc and such vehicle should also be fitted with a

CO2 fire extinguisher.

3.9 Policy procedures & physical care of documents

3.9.1 The service provider must comply with the Municipality’s policy and procedures regarding

1 Response to requests Time of request 48 Hours

2 Delivery of goods From receipt of order 5 Days

3.14.7 Attended all contract administration meeting scheduled by municipality at service providers

costs and must be attended by senior level delegates as indicated in the meeting invitation.

3.14.8 Adhere to all health and safety requirements in accordance with OHSA.

3.14.9 To maintain good standing with South African Revenue Service (tax matters) and Central

Supplier Data base (CSD), Compensation for Occupational injuries and Diseases Act (COID)

for the duration of the contract.

3.14.10 The Service Provider shall immediately give notice of any circumstances preventing them

from completing their obligations in terms of the contract.

3.14.11 Invite responsible Municipal official for inspection and certifying work done prior leaving

site or during progress of work as per agreed quality management in the contract.

3.15 Monitoring, reporting and performance management

3.15.1 This Contract will be monitored on regular basis and performance/ progress report will

be required to be submitted as a supporting documents to service provider’s invoice

where required by municipality.

3.15.2 The Municipality reserves the right to introduce or put in place additional performance

measures as and when required, as deemed necessary during contract administration.

3.16 Inspections and testing requirements that may apply.

(i) Service provider’s premises

(ii) Quality of materials used and any other quality control tests in relation to the supplies/

services

(iii) Workmanship and compliance with specification of services/goods procured.

(iv) Project stages/ mile stones as set out in the contract document.

3.17 Monitoring , performance and reporting requirements includes but not limited to:

(i) Measuring of performance against set performance indicators or specifications of

goods/services.

(ii) Submit, written reports on the project progress report or any supporting documents

of service performed/ work done as per the requirements of the contract.

(iii) Presentation of progress/performance reports during the contract.

3.18 Format of communication

(i) All requests for formal approval from the Employer, or any other body, shall be

submitted in writing in hardcopy format. Ad-hoc communication between the

Premises Inspection As and when required Service provider’s premises

3.20.7 Other contractual documentation

N/a

3.20.8 Minimum expertise/ staff/ competencies/resources required.

3.20.8.1 The Service Provider must have the following minimum resources to effectively provide

Description current amount

Estimated

Quantity

Once off collection and recording of Lump Sum

municipal records from current external

storage facility

Monthly storage rental of records Per month

Collection of Municipal records for

storage as and when required Per Trip

Data entry as and when required

Per Box

Location handling of records as and Per Box

when required

Retrieval – Handling fee, Delivery, Per Box

Collection fee of documents, and

Return handling fee

Retrieval – Handling fee, Scan to email Per Box

fee and Return handling fee

Destruction handling and Destruction Per Box

certificate(as and when required)

Disposal report (as and when required) Per Box

Supply and delivery of empty boxes Per box

with lids

Digitization of records (as and when

required) Per Page

Total cost (excl. VAT

VAT 15%

Total cost (incl. VAT)

Carry total to Form of Offer

6 form of offer

Tender 07/26/27

The Municipal Manager

uMlalazi Municipality

P O Box 37

Eshowe

3815

Sir,

I/We __________________________________________________ do hereby tender for the

Three year contract - provision of off-site storage facility and

MANAGEMENT OF RECORDS FOR UMLALAZI MUNICIPALITY as per specifications and

scope of work in the tender document for an amount of:-

Total carried from pricing schedule, in figures (Exclusive of VAT) R ____________________

15% VAT (if vat registered) R _______________________

Total carried from pricing schedule, in figures (Inclusive of VAT) R ____________________

Total amount in words:

The above fees include all required information or resources to complete the tender as per the

specifications.

Until such time that a formal agreement is compiled and accepted, these tenders will be in conjunction

with your acceptance or the persons acting on your behalf and will be a binding contract between

both parties.

Upon the terms set out in the conditions of tender, I/We hereby acknowledge that:-

Contents ............................................................................................................................................................. 2

1. Notice ......................................................................................................................................................... 3
2. Instructions and conditions of tender ............................................................................. 8
3. Scope of work and specifications of this tender ....................................................... 15
4. Pricing and payment related instructions/conditions ......................................... 25

5 pricing schedule ............................................................................................................................ 29

6 form of offer ................................................................................................................................ 30

7. Form of acceptance ...................................................................................................................... 32
8. Returnable and schedule documents .............................................................................. 33

A. Proof of purchase of tender document........................................................................... 34

B. Tax clearance certificate requirements ...................................................................... 35

Documents of all directors ................................................................................................... 36

D. Proof of central supplier database registration .................................................... 37

E. Rates and municipal services clearance certificate ............................................. 38

F. Workmen’s compensation ......................................................................................................... 39

G. Audited annual financial statements statemets ..................................................... 40

4.1 Pricing Instructions

4.1.1 The service provider shall be paid a fixed monthly rental subject to an annual escalation

equivalent to consumer Price Index (CPIX) but not exceeding 10%.

4.1.2 Should the tendered rates/ price exceeds the prescribed rates by applicable regulatory body,

the lowest acceptable offer may be negotiated based prescribed fees guidelines. (if

applicable).

4.1.3 The price must be unconditional.

4.1.4 Tenderers to submit tender prices in accordance with the description, requirements and

sections as indicated in the tender documents.

4.1.5 The Municipality reserves the right to negotiate a reasonable price with the lowest

acceptable bid prior final recommendation is made.

4.1.6 The offer was accepted as a whole, therefore partly delivered order to the municipality

means the service remains the property of the supplier until complete order is delivered

4.1.7 The order that is partly delivered to the municipality remain the property of the supplier

until complete order is delivered.

4.1.8 No part payments will be accepted, failure to complete delivery nullifies the whole contract.

4.1.9 Invoice will only be accepted once complete order has been delivered, and the municipality

accept no ownership, responsibility, security, what so ever for materials/product/

equipment/service etc., that was delivered to the municipality until the delivery is complete.

4.1.10 The tenderer must make provision for all machinery labour, material, equipment and all

non-incidentals needed for the execution and implementation of the contract in accordance

of the tender document.

4.1.11 The Pricing Strategy is a re-measurement Contract, meaning scheduled quantities are just

estimates or worst case scenario, the actual work will be measured for payments.

4.2 Criteria For Issuing of Purchase Order

4.2.1 Purchase order will be issued by municipality as and when the service is required.

4.2.2 The municipality will generate and issue works order based on accepted unit prices

as per price scheduled incorporated in the form of offer.

4.2.3 Amount of materials/ product/ service to be delivered per financial year will be

determined by the municipality from time to time guided by availability of budget

and need.

4.2.4 The municipality will raise works orders as in when required during period of this

contract.

4.2.5 No work to be performed without an official purchase order or written instruction

from Municipality.

4.2.6 The works order will indicate material type, quantity and amount of work to be

provided on each occasion.

4.3 Payment conditions

4.3.1 Payment Instruction

4.3.1.1 Payment will not be made for work or services performed that fall outside the ambit of the

contract and approved Contract Price, all variation orders must be approved in writing by a

person authorized to do so.

4.3.1.2 Payment will be made by the municipality to the Service Provider upon delivery of service,

which payment will be made via electronic transfer of funds to the Contractor’s financial

institution subject receipt of a valid tax invoice accompanied with relevant supporting

documents specified in this contract.

4.3.1.3 Where applicable progress payment claims shall be submitted in the same format,

accompanied by an original tax invoice.

4.3.1.4 The Service Provider is obliged to submit the invoice together with a signed monthly reports,

travel log books, job card or municipal time sheet (whichever is applicable) and job card/time

sheet must be properly filled and reflect worked hours / quantity of work done, site name etc.

scope of work in the tender document for an amount of:-

Total carried from pricing schedule, in figures (Exclusive of VAT) R ____________________

15% VAT (if vat registered) R _______________________

Total carried from pricing schedule, in figures (Inclusive of VAT) R ____________________

Valid tax clearance certificate (original) valid as at date of tender closing Compulsory

Central supplier database registration

Central Supplier Database (CSD)

Joint Venture Agreement in this bid

Joint Venture Agreement and Power of Attorney in case of Joint Ventures

Power of Attorney in case of Joint Ventures

Proof of plant and

Site Storage Facility and Management of 07/26/27 at 11 KV

• Key personnel = 30

Records for UMlalazi Municipality Challenor

• Proof of plant and

P. Declaration of interest ........................................................................................................... 58

Q. Declaration of bidder’s past supply chain management practices ............... 62

R. Certificate of independent bid determination ............................................................ 64

must include an acceptable Joint Venture Agreement in this bid.

B-BBEE Minimum Level: 1

B-BBEE Details: NO. Categories Weight 80|20

1. Ownership Goals:

• BBBEE Level 1 100% 10
• BBBEE Level 2 60% 6
• BBBEE Level 3 & Below 20% 2

2. Reconstruction & Development Programme Goals:

• Enterprise Located within uMlalazi Municipality 100% 4
• Enterprise Located within District Municipality 50% 2
• Enterprise Located within the Province 25% 1

3. SMME Development (EME and QSE):

• an EME or QSE which is at least 100% owned by black people 100% 4
• an EME or QSE which is at least 51% owned by black people 50% 2
• an EME or QSE which is at 25% - 50% owned by black people 25% 1

4. Combination of other goals:

• an EME or QSE that is 100% owned by : Black (Youth , Women , 100% 2

Disabled People ,Military Veterans), residing within uMlalazi

Municipality

100% 20

Registration on the Councils Database is preferred prior to the submission and closing of the tender.

It is the responsibility of the Tenderer to ensure that the Data Base registration documents are received

by the Supply Chain Management Office. Further information in this regard can be obtained from the

Supply Chain Management Unit on 035 – 473 3300 ext. 3445. Tenderers are requested to register on

Central Supplier Database (CSD)

Tender documents are available on E-Tenders Portal at no cost. The purchased tender documents

must be collected at the Municipal offices Financial Services Revenue Section, Hutchinson

Street, Eshowe on Monday to Fridays from 08:30 to 14:30. Tender Documents will be available

from 03 August 2026 up to 28 August 2026 at a non-refundable cost of R1000.00. EFT payments

will be accepted and must be made on or before 16:00 pm on the last day of purchasing tender

document. Payment may be deposited to uMlalazi Municipality as per the following banking details;

First National Bank; Account Number

Regulations 2022 ............................................................................................................................. 47

O. Supporting documents for preferential procurement for goals points .... 56

P. Declaration of interest ........................................................................................................... 58

Q. Declaration of bidder’s past supply chain management practices ............... 62

R. Certificate of independent bid determination ............................................................ 64

S. Declaration for procurement above r10 million (all applicable taxes

Included) ............................................................................................................................................ 66

T. Agreement in terms of section 37(2) of the occupational health and

SAFETY ACT No ................................................................................................................ 68

U. Record of addenda to tender documents ...................................................................... 71

V. Certicicate of authority sign documents ..................................................................... 72

W. Amendments or qualifications by tenderer ................................................................ 73

9. Functionality .................................................................................................................................. 74

9.1 Experience of the bidder as per projects submitted .............................................. 76

9.2 Experience of bidder................................................................................................................. 77

9.3 Project leader ............................................................................................................................. 78

MBD5 Declaration for procurement above R10 Million (All applicable taxes Compulsory, S.

included) If Applicable

Agreement in terms of section 37(2) of the occupational health and safety act no 85 For contractT.

of 1993. purposes

become subject to an appeal process. As such, in terms of Section 62 of the Municipal

Systems Act , a period of fourteen (14) days will be set aside to allow for the

submission of appeals against the award / process of making the award to a particular bidder

by any interested party. Except in scenarios where the decision of a duly appointed appeal

panel sets aside the appointment of the successful bidder as the service provider for this

contract, the appointment will then be confirmed by the municipality in writing.

2.16. General terms and conditions of this bid

2.16.1. Awarding of contract will be subject to the Service Provider’s acceptance of offer

in writing.

2.16.2. Project personnel requirements will be confirmed during project initiation and shall

remain unchanged for the duration of the project, unless prior written consent has

been granted by the Municipality.

2.16.3. All secretarial services such as arranging meetings, setting of agenda’s and minute

taking shall be the responsibility of the Service Provider.

2.16.4. No material or information derived from the provision of the services under the

contract may be used for any other purposes except for those of the uMlalazi Local

3.3.12 Digitalisation of records.

3.4 Expected deliverables

3.4.1 To provide from the outset clear labelling procedure to be followed by the Municipality for

each type of record that is needed to be archived.

3.4.2 To provide boxes for storage of records and to collect boxes of records from municipal

buildings/sites and relevant premises and deliver to the storage premises within 24 hours of

receipt of the request.

3.4.3 To undertake/cater for movement of records from the storage facility to municipal

Departments/Units or to sites by the Municipality within 24 hours of receipt of the request.

3.4.4 To provide for the collection and storage from the outgoing service provider of existing

records in excess of ±3000 boxes. The quantity of records changes on a monthly basis.

3.4.5 To provide for the retrieval of documentation to the Municipality within 8 office hours to

the records department of the municipality unless an emergency retrieval is requested within

1 to 4 hours.

3.4.6 To provide for the indexing and cataloguing of records/data to ensure easily access and

retrieval of documentation.

3.4.7 To provide on monthly basis update documentation to the Records/Archives Officer on all

archived material housed in the offsite storage facility.

3.4.8 To provide on a quarterly basis a monitoring management report and advising the

municipality on any aspects that could compromise the integrity of the archiving.

3.5 Requirements of the storage facility

3.5.1 The Storage Facility is to be located in the area that is close to arterial roads for ease of

access.

3.5.2 The storage facility must be in such a way that records are protected from perils like: fire,

directly sunlight, dust, theft, water, pests, extreme temperature & humidity

3.5.3 The storage facility is to be sufficiently ventilated ensuring that the humidity is between

45% & 50% and temperature is between 18C & 20C for paper records. Humidity for

electronic records should be between 30% & 40% and temperatures between 8C & 12C.

3.5.4 As far as possible, the walls, floors and roof should be constructed of non-flammable

materials, like brick and cement. The doors windows should be equipped with burglar

proofing. Both windows and doors should be constructed in such a manner that blocks non

unauthorized persons may gain access to the records to cause damage to records. Electrical

installation should be installed in such a way as to prevent electrical faults from causing fire.

3.5.5 The Storage Facility is to be a stand-alone building in a non-flood prone area.

3.5.6 Racking and shelving to be constructed from non-flammable materials to provide additional

protection to the records.

3.5.7 The storage facility should have reliable infrastructure i.e. telephone network/computer

network.

3.5.8 The storage facility must be fumigated at regular intervals (at least annually) as required per

(i) “Closing time” means the date and hour specified in the bidding documents for the receipt

of bids.

(ii) “Contract” means the written agreement entered into between the purchaser and the

supplier, as recorded in the contract form signed by the parties, including all attachments

and appendices thereto and all documents incorporated by reference therein.

(iii) “Contract price” means the price payable to the supplier under the contract for the full

and proper performance of his contractual obligations.

(iv) “Corrupt practice” means the offering, giving, receiving, or soliciting of anything of

value to influence the action of a public official in the procurement process or in contract

execution.

(v) "Countervailing duties" are imposed in cases where an enterprise abroad is subsidized by

its government and encouraged to market its products internationally.

(vi) “Country of origin” means the place where the goods were mined, grown or produced or

from which the services are supplied. Goods are produced when, through manufacturing,

processing or substantial and major assembly of components, a commercially recognized

new product results that is substantially different in basic characteristics or in purpose or

utility from its components.

(vii) “Day” means calendar day.

(viii) “Delivery” means delivery in compliance of the conditions of the contract or order.

(ix) “Delivery ex stock” means immediate delivery directly from stock actually on hand.

(x) “Delivery into consignees store or to his site” means delivered and unloaded in the

specified store or depot or on the specified site in compliance with the conditions of the

contract or order, the supplier bearing all risks and charges involved until the supplies are

so delivered and a valid receipt is obtained.

(xi) "Dumping" occurs when a private enterprise abroad market its goods on own initiative in

the RSA at lower prices than that of the country of origin and which have the potential to

harm the local industries in the RSA.

(xii) ”Force majeure” means an event beyond the control of the supplier and not involving the

supplier’s fault or negligence and not foreseeable, events may include, but is not restricted

to, acts of the purchaser in its sovereign capacity, wars or revolutions, fires, floods,

epidemics, quarantine restrictions and freight embargoes.

(xiii) “Fraudulent practice” means a misrepresentation of facts in order to influence a

procurement process or the execution of a contract to the detriment of any bidder, and

includes collusive practice among bidders (prior to or after bid submission) designed to

establish bid prices at artificial non-competitive levels and to deprive the bidder of the

benefits of free and open competition.

(xiv) “GCC” means the General Conditions of Contract.

(xv) “Goods” means all of the equipment, machinery, and/or other materials that the supplier is

required to supply to the purchaser under the contract.

(xvi) “Manufacture” means the production of products in a factory using labour, materials,

components and machinery and includes other related value-adding activities.

(xvii) “Order” means an official written order issued for the supply of goods or works or the

rendering of a service.

(xviii) “Project site,” where applicable, means the place indicated in bidding documents.

(xix) “Municipality/Council/Client” means uMlalazi Municipality which is the purchaser of

goods or services.

(xx) “Purchaser” means the organization purchasing the goods/ services.

(xxi) “Supplier” means the appointed service provider to supply goods/provide services to

municipality.

(xxii) “Republic” means the Republic of South Africa.

(xxiii) “SCC” means the Special Conditions of Contract.

(xxiv) “Services” means those functional services ancillary to the supply of the goods, such

as transportation and any other incidental services, such as installation, commissioning,

provision of technical assistance, training, catering, gardening, security, maintenance and

other such obligations of the supplier covered under the contract.

(xxv) “Written” or “in writing” means handwritten in ink or any form of electronic or

mechanical writing.

(xxvi) Certified copy’ means true and accurate representation of original by an authorized

person (Not a copy of a certified copy).

(xxvii) “Returnable documents” refers to listed documents to be submitted together with the

bid document including forms to be completed by the bidder.

(xxviii) “Returnable Schedule documents” refers to forms or parts of the bid document within

the returnable documents that require to be completed by bidder or stated input from the

bidder.

and remain in force unless replacement submission is made and accepted by the municipality.

2.5 Acceptance of tenders

2.5.1. The Bidder or a competent authorised representative of the Service Provider who

submitted the tender has attended the compulsory briefing meeting (if applicable to this

tender).

2.5.2. The tender offer is signed by a person authorised to sign on behalf of the Bidder.

2.5.3. A Bidder who submitted a tender as a Joint Venture if accepted in the bid document,

must include an acceptable Joint Venture Agreement in this bid.

2.5.4. Acceptance of the tender will not guarantee that the programme, methods and other

details will be approved. Municipality may consider reviewing such prior entering into

a contract agreement.

2.5.5. The Municipality does not bind itself to accept the lowest or any other bid and reserves

the right to accept the whole part of the bid.

2.5.6. The uMlalazi Municipality will not be held responsible for any cost incurred for

submitting this tender.

2.5.7. Failure to comply with the foregoing instructions may lead to the tender not being

considered.

2.5.8. When the bid is accepted, the successful tenderer will be informed and the contract

negotiated indicating the financial implications and terms of service will be entered into.

2.5.9. In terms of Section 38 of the Supply Chain Management Policy the Municipality

reserves the right to reject any Bid:

(i) If any municipal rates and tariffs or municipal service charges owed by that Company

owner or any of its directors to the municipality or municipal entity or to any other

municipality or municipal entity are in arrears for more than 3 (three) months.

(ii) Who in last 5 (five) years has failed to perform satisfactory on a previous contract

with the municipality or municipal entity or any other organization of state after

written notice was given to that Service Provider that performance was unsatisfactory.

2.5.10. Late tenders, electronic mailed and computer edited or altered tenders will NOT be

accepted.

2.5.11. Corrupt practices of any kind such as canvassing in gift of Municipality is strictly

prohibited and will lead to disqualification of the bid.

2.5.12. Registration on the Councils Database shall be mandatory to the successful bidder.

2.16.5. Use of contract documents and information;

2.16.5.1. The service provider shall not, without the municipality’s prior written consent,

disclose the contract, or any provision thereof, or any specification, plan, drawing,

pattern, sample, or information furnished by or on behalf of the purchaser in

connection therewith, to any person other than a person employed by the supplier

in the performance of the contract. Disclosure to any such employed person shall

be made in confidence and shall extend only so far as may be necessary for purposes

of such performance.

2.16.5.2. The service provider shall not, without the municipality’s prior written consent,

make use of any document or information mentioned in 2.16.5.1 above, except for

purposes of performing the contract.

2.16.5.3. Any document, other than the contract itself mentioned in 2.16.5.1 above shall

remain the property of the service provider and shall be returned (all copies) to the

municipality on completion of the service provider’s performance under the

contract if so required by the municipality.

2.16.5.4. The service provider shall permit the municipality to inspect the service provider’s

records relating to the performance of the supplier and to have them audited by

auditors appointed by the municipality, if so required by the municipality.

2.17. Contractagreement/service level agreement

2.17.1. The successful Service Provider may sign a Service Level Agreement linked to

requirements of the panel if municipality deemed necessary.

2.17.2. Project of Service specific Contract/ Service Level Agreement shall be signed with

the Municipality read together with terms of this bid document.

2.17.3. The concluded contract agreement shall include termination for default, settlement and

dispute resolution for this contract and any other imperative conditions of the services

to ensure effective delivery of goods/services.

2.17.4. The terms and conditions of this bid document shall form part of contractual

document and may be used as evidence in any dispute, read together with service

level agreement or in the event of no contract/service level agreement signed.

2.17.5. Draft contract or service level agreement is included in this document for tendering

purposes.

3.9.2 The employees engaged by the Service Provider must be required to sign a confidentiality

agreement.

3.9.3 The service provider must provide ongoing employee education and awareness regarding

the protection of records in the care of the company.

3.9.4 The service provider needs to be aware of and comply with the National Archives and

3.10 Confidentiality of information

3.10.1 All documents received and created during the score of this service provider appointment is

subjected to the Provincial Archives and Records Services of Kwa-Zulu Natal Act (Act No

and all other legislation established under the framework of the Republic of South

3.12.1 The performance of the Contractor will measure monthly and quarterly.

3.13 Project site

3.13.1 uMlalazi Municipal Offices (Eshowe, Gingindlovu and Mthunzini)

3.14 Obligations and responsibilities of the service provider

3.14.1 Provide, perform and complete the quality services in a proper, efficient and prompt manner

and in accordance with the project specifications and contract requirement in terms of the

agreement.

3.14.2 To maintain for the duration of the contract all quality presented during bidding process that

has materially influenced decision making in awarding of this tender which shall form part of

annexures on the contract agreement.

3.14.3 The supplier shall not assign, in whole or in part, its obligations to perform under the contract,

except with the purchaser’s prior written consent.

3.14.4 The supplier shall notify the purchaser in writing of all subcontracts awarded under this

contracts if not already specified in the bid. Such notification, in the original bid or later, shall

not relieve the supplier from any liability or obligation under the contract.

3.14.5 The service to adhere to prescribed response time.

3.14.6 To deliver delivery goods/commencement of services as per set time frames below as may be

finally agreed on the contract/ service level agreement;

format (e-mail).

(ii) All plans and contract documents submitted for approval shall be in hardcopy

format.

3.19 Contract administration meetings

(i) To be able to manage the contract, the Employer and Service Provider will have

various meetings, to proactively and jointly manage and minimise adverse risks during

execution of the contract. The attendees shall have the necessary delegated authority

to make decisions in respect of matters discussed at such meetings.

(ii) Regular meetings of a general nature and special meeting may be convened and

chaired by the municipality or municipality’s agent, number of meetings per month

will be determined by Municipality as needed.

(iii) All meetings shall be recorded using minutes or a register prepared and circulated by

the person who convened the meeting. Such minutes or register shall not be used for

the purpose of confirming actions or instructions under the contract as these shall be

done separately by the person identified in the conditions of contract to carry out such

actions or instructions.

3.20 Other contract administration conditions

3.20.1 Patent rights

3.20.1.1 The service provider shall indemnify the municipality against all third-party claims of

infringement of patent, trademark, or industrial design rights arising during rendering of

service or from use of the goods or any part thereof by the municipality.

3.20.2 Insurance

3.20.2.1 The goods/ services supplied under the contract shall be fully insured against loss or damage

incidental to manufacture or acquisition, transportation, storage and delivery as per the

contract.

3.20.3 Performance security

3.20.3.1 Within thirty (30) days of receipt of the notification of contract award, the successful bidder

shall furnish to the municipality the performance security of the amount of 10% of the

contract value.

3.20.3.2 The proceeds of the performance security shall be payable to the municipality as

compensation for any loss resulting from the supplier’s failure to complete his obligations

under the contract and shall be administered as set out in the contract.

3.20.4 Warranty and guarantee

3.20.4.1 The supplier warrants that the goods supplied under the contract are new, unused. The

supplier further warrants that all goods supplied under this contract shall have no defect,

arising from design, materials, or workmanship.

3.20.5 Inspections, tests and analyses

3.20.5.1 All pre-bidding testing will be for the account of the bidder.

3.20.5.2 If it is a bid condition that supplies/services to be produced or services to be rendered should

at any stage during production or execution or on completion be subject to inspection, the

work site, premises of the bidder or contractor shall be open, at all reasonable hours, for

inspection by a representative of the municipality or an person/organization acting on behalf

of the municipality.

3.20.6 Inspections and testing applicable to this provision of goods or services:

4.3.1.5 Valid tax invoice must be submitted on the last day of each month and payment shall be made

in 30 days after date of invoice.

4.3.1.6 In the event that the Municipality is not satisfied with the performance of the Service Provider,

the Municipality shall give written notice to this effect to the Service Provider providing

sufficient detail and a reasonable time frame to enable the Service Provider to rectify such

performance.

4.3.1.7 The municipality is not obliged to pay for incomplete delivered services. In the event of the

entire amount or a portion of the invoice being disputed by the Municipality, the entire invoice

amount shall be withheld, until the dispute is resolved. The undisputed portion may be paid

on municipality’s discretion subjected to nature and conditions of services and submission of

the revised invoice amount as such payment may render the contract irregular.

4.3.1.8 Invoice will be only be certified for payment once complete goods/services have been

delivered /rendered, and the municipality accepts no ownership, responsibility, security for

materials/product/ equipment/services whatsoever, until the goods/services are delivered

/rendered.

4.4 Penalties

If the service provider fails to perform any or all services within the period(s) specified

in the contract, the Municipality shall, without prejudice to its other remedies under the

contract, deduct from the Price of due service, a penalty of 10% of the overall current

invoice amount for the delayed goods/ services/work. The Municipality may also

consider applying termination clause of the contract should non-compliance with

delivery timeframes constitutes gross breach of this contract.

4.4.1 If at any time during performance of the contract, the supplier or its subcontractor(s)

should encounter conditions impeding timely delivery of the goods and performance of

services, the supplier shall promptly notify the purchaser in writing of the fact of the

delay, its likely duration and its cause(s). As soon as practicable after receipt of the

supplier’s notice, the purchaser shall evaluate the situation and may at his discretion

extend the supplier’s time for performance, with or without the imposition of penalties,

in which case the extension shall be ratified by the parties by amendment of contract.

4.4.2 Failure to deliver the goods or service within the period(s) specified in the contract is as

a result of an event of force majeure, the service provider must report in writing with

evidence required and Municipality shall assess the submission on its discretion.

4.4.3 Notwithstanding the provisions of penalties and termination Clause, the supplier shall

not be liable for forfeiture of its performance security, damages, or termination for

default if and to the extent that his delay in performance or other failure to perform his

obligations under the contract is the result of an event of force majeure.

5 pricing schedule

Preferential Procurement Points claim from in terms of the preferential procurement Compulsory N.

Supporting documents for preferential procurement for goals points (refer to MBD Further O.

6.1) table 1 evaluation

2.7. Evaluation method

2.7.4. Functionality (as per criteria on item 9 in this bid document) if it is applicable to this

2.9. Competence of key personnel and quality

2.9.2. All key personnel presented by the tenderer during bidding stage for evaluation purposes

2.9.3. Appointed bidder will be required to maintain all quality presented during bidding process

9. Functionality .................................................................................................................................. 74

Tender description tender closing functionality

This tender will be evaluated based on returnable documents, functionality and price where 80/20 point

system as per stipulated specific goals of this tender in terms of Preferential Procurement Regulations,

Specific Goals

N. Preference points claim form in terms of the preferential procurement

O. Supporting documents for preferential procurement for goals points .... 56