Re-advertisement Three-year contract – Supply of hot mix asphalt ad hoc

Returnable Documents:

1.1 The Municipality seeks to appoint a credible supplier on a three-year contract to provide the service of supply, delivery and offloading of hot mix asphalt for roads maintenance. 1.2 The contract period shall be thirty-six (36) months, read together with the other relevant clauses in the service level agreement. 2. SCOPE OF WORK AND SPECIFICATIONS. Hot Mix Asphalt – The hot mix asphalt must be supplied within 100Km radius from Eshowe town to avoid cooling of the product. HOT MIX SPECIFICATIONS FEATURES: PRODUCT: Medium mix asphalt 2.2. Measurement of service 2.2.1 The municipality will generate and issue works order based on accepted unit prices as per price scheduled incorporated in the form of offer. 2.2.2 Amount of materials to be delivered per financial year will be determined by the municipality from time to time based on the available budget and need. 2.2.3 The municipality will raise works orders as in when required during period of this contract 2.2.4 The works order will indicate material type, quantity and amount of work to be provided at that particular point in time. 3. OBLIGATIONS OF SUPPLIER 3.1. To supply a material from a reputable manufacturer/supplier holding a valid operating license of asphalt mix plant 3.2. To maintain all qualities presented during bidding process which significantly influenced decision making in awarding this tender (disclosed manufacture shall not be changed/substituted without municipality’s written consent) 3.2 Ensure that supplier’s tax matters are in order for duration of the contract 3.3. Supplier must be in good standing central supplier data base for the duration of the contract 4. DELIVERY ADDRESS The delivery to be made at Municipality’s workshops at the following two address: (i) KV Challenor road (industrial Area) Eshowe and; (ii) Valley Drive Mthunzini Sub burb 5. DUTIES OF THE SUPPLIER The duties of the Supplier are as follows:- 5.1 The supplier agrees to deliver asphalt product in terms of this contract. 5.2 Deliveries must be made during normal working hours on Monday to Friday. The delivery hours are from 08h00 to 14h00. 5.3 It is the duty of the supplier to off-load and pack material as per instruction from the municipality 6. DELIVERY CONDITIONS 6.1 Goods/service must be supplied from a reputable supplier with a traceable references 6.2 The successful bidder will be required to disclose brand name and specifications of the Goods/service intend to supply prior making delivery 6.3 Successful bidder will be required to obtain written approval from the municipality prior delivering the intended commodities. 6.4 Municipality reserves a right to reject unacceptable standard of Goods/service 6.5 The complete order is to be delivered to uMlalazi Municipality within five (5) days from date of order 6.6 Incorrect quantities, quality or other related discrepancies should be corrected and delivered within two (2) working days 6.7 All costs incurred as a result of incorrect supply should be replaced at the Supplier’s cost. 6.8 Weigh bridge tickets are mandatory where bulk products are measured in mass 6.9 Delivery must be made in 10m3 tipper truck to allow offloading space, bigger/ long trucks will not be able to reach municipal premises where materials are to be off-loaded. 6.10 Delivery note must be signed at the time of delivery by municipal official from the end user department in the presence of SCM official where needed. 6.11 The order that is partly delivered to the municipality remain the property of the supplier until complete order is delivered. 6.12 No part payments will be accepted, failure to complete delivery nullifies the whole contract. 6.13 Invoice will be only be accepted once complete order has been delivered, and the municipality accept no ownership, responsibility, security, what so ever for Goods/service that was delivered to the municipality until the delivery is complete. 7. OBLIGATIONS / RESPONSIBILITIES AND DUTIES OF THE SUPPLIER 7.1 To supply a material from a reputable supplier holding a valid operating license of asphalt mix plant. 7.2 To maintain all qualities presented during bidding process which significantly influenced decision making in awarding this tender (disclosed manufacture shall not be changed/substituted without municipality’s written consent). 7.3 Ensure that supplier’s tax matters are in order for duration of the contract. 7.4 Supplier must be in good standing central supplier data base for the duration of the contract. 7.5 It is the duty of the supplier to off-load and pack material as per instruction from the municipality. 4. FORM OF OFFER TENDER KZN ULM 26/25/26 The Municipal Manager uMlalazi Municipality P O Box 37 ESHOWE 3815 Sir, I/We __________________________________________________ do hereby tender for the three-year contract – supply of hot mix asphalt ad hoc as per specifications, scope of work and contract agreement incorporated in the tender document for an amount of:- NB: Quantity of each supply will be subject to municipal request on each occasion Item Item Description Unit of Unit price No measure 1 Hot Mix – Medium mix asphalt/ Fine mix asphalt ( excluding Ton delivery) SUB-TOTAL VAT (15%) ONLY VAT VENDOR TOTAL Amount in words for Total of Hot mix: THE CONDITIONS OF TENDER I/WE READ AND ACCEPT Signature (of person authorized to sign the tender): Signature :( of person authorized to sign the tender):......................................................... Name: (of signatory in capitals):.................................................................................... Capacity: (of Signatory):.......................................................................................... Name of Tenderer: (organisation):.............................................................................. Address: ............................................................................................................... Telephone number: ...................................... Fax number: .......................................... Witness Signature: ................................................................................................ Name: (in capitals):...................................................................... Date:.................. [Failure of a Tender’s to sign this form will invalidate the tender] 5. FORM OF ACCEPTANCE Contract No: KZN ULM 26/25/26 By signing this part of the Form of Offer and Acceptance, the Employer identified below accepts the Tenderers Offer. In consideration thereof, the Employer shall pay the Contractor the amount due in accordance with the Conditions of Contract identified in the Contract data. Acceptance of the Tender’s Offer shall form an agreement between the Employer and the Tenderer upon the terms and conditions contained in this Agreement and in the Contract that is the subject of this Agreement. Signature : ________________________ DATE: ___________________ Name (in capitals) : MR NN SHANDU Capacity : MUNICIPAL MANAGER Name of Employer : uMLALAZI MUNICIPALITY Address : P.O BOX 37 ESHOWE 3815 Witness Signature : ______________________________________________ Name (in capitals) : ______________________________________________ Date : ______________________________________________ 6. FORMS TO BE COMPLETED BY THE TENDERER COMPULSORY DOCUMENTATION A. PROOF OF PURCHASE OF TENDER DOCUMENT ATTACH RECIEPT TO THIS PAGE SIGNED ON BEHALF OF TENDERER : ................................................................... B. CERTIFICATE OF ATTENDANCE OF COMPULSORY BRIEFING SESSION PROJECT NAME: THREE YEARS CONTRACT - SUPPLY OF HOT MIX ASPHALT AD HOC (Please print) It is hereby CERTIFIED that I, ........................................................................ (name) in my capacity as........................................................................and a duly authorized representative of.............................................................................. (the TENDERER) of (address)...................................................................................................... in the company of..............................................................................(the Municipality) attended the official briefing session on ................................................................(date) for and on behalf of the above-named Tenderer. I hereby further DECLARE that I am satisfied with the description of the Works and the explanations given by the above-named Engineer or Municipal official. Particulars of person(s) attending the meeting: Name: ....................................................... Signature: .................................................... Capacity: ...................................................... Name: ........................................................ Signature: ...................................................... Capacity: ........................................................ Attendance of the above person(s) at the meeting is confirmed by the Employer's representative, namely: Name: ................................................. Signature: ............................................ Capacity: ....................................................Date and Time: .................................. Municipality Date Stamp C. TAX CLEARANCE CERTIFICATE REQUIREMENTS 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 Services (SARS) to meet the bidder’s tax obligations. 1. In order to meet this requirement, bidders are required to complete in full, the attached form TCC 001. 'Application for 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. 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. The original Tax Clearance Certificate must be submitted together with bid. Failure to submit the original and valid Tax Clearance Certificate will result in the invalidation of the bid. Certified copies of the Tax Clearance will not be acceptable. 4. In bids where Consortia/Joint Ventures/ Sub-Contractors are involved, each party must submit a separate Tax Clearance Certificate. 5. Copies of the TCC 001 “Application for a Tax Clearance Certificate” forms are available from any SARS branch office nationally or on the website www.sars.gov.za 6. Applications for the Tax Clearance Certificate may also be made via eFiling. In order to use this provision, taxpayers will need to register with SARS as eFilers through the website www.sars.gov.za SIGNED ON BEHALF OF TENDERER: ................................................................... D COMPANY / CC / PARTNERSHIP / JV / SP REGISTRATION CERTIFICATES & ID DOCUMENTS OF ALL DIRECTORS [NOTE: Registration Certificates for Companies, Close Corporations and Partnerships, or JV Agreements and Powers of Attorney for Joint Ventures, or ID documents for Sole Proprietors must be attached here. Tenderers must include certified ID copies of all directors, members and partners] In addition to the above, the tenderer must insert here certified copy of identity documents of all directors ATTACH PROOF TO THIS PAGE SIGNED ON BEHALF OF TENDERER: .................................................................. E PROOF OF CENTRAL SUPPLIER DATABASE REGISTRATION NOTE: attach full summary of CSD report ATTACH PROOF TO THIS PAGE SIGNED ON BEHALF OF TENDERER: .................................................................. F. RATES AND MUNICIPAL SERVICES CLEARANCE CERTIFICATE In terms of Clause 38 of the Supply Chain Management Policy the uMlalazi Municipality reserves the right to reject any tender if any municipal rates and tariffs or municipal service charges owed by that tenderer or any of its directors to the municipality or to any other municipality or municipal entity are in arrears for more than 3 (three) months. Tenderers are required to submit proof of payment of municipal rates and tariffs for the municipality in which the business is situated/ located. This serves to confirm that my company’s municipal rates and taxes are paid up to date and the following is attached: 1. An copy of the most recent municipal statement not older than 3 months, indicating the status of payment of all municipal accounts and taxes, electricity, water, refuse, rates and levies, from the Municipality in which jurisdiction it’s business is situated or; 2. In the case where the tenderer does not own property/is a tenant for the purpose of its business establishment, the tenderer to provide copy of lease agreement and a recent statement from its landlord certifying that all the tenants payments in respect of all municipal accounts and taxes i.e. electricity, water, refuse, rates and levies are paid up to date or; 3. In a case where the Service Provider cannot supply any of the above. The person would have to obtain a Rate Clearance Certificate from the Municipality that the person resides in. Service Provider would need a certified copy of the ID of all Directors and a certified copy of the company’s CK Tendering, to obtain a certificate ; or 4. Tenders who are not registered with any municipality for the payment of rates and services due to their location may submit proof of residence / business address certified by a Municipal Councillor, but only if the residence is the same address as the business address; and Attach proof to this page in terms of the above SIGNED ON BEHALF OF TENDERER: .................................................................. MBD 6.1 G. 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 (delete whichever is not applicable for this tender). a) The applicable preference point system for this tender is the 90/10 preference point system. b) The applicable preference point system for this tender is the 80/20 preference point system. c) Either the 90/10 or 80/20 preference point system will be applicable in this tender. The lowest/ highest acceptable tender will be used to determine the accurate system once tenders are received. 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; (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. ). FORMULAE FOR PROCUREMENT OF GOODS AND SERVICES 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 Pt−Pmin Pt−Pmin Ps= 80(1− ) or Ps= 90(1− ) Pmin Pmin Where Ps = Points scored for price of tender under consideration Pt = Price of tender under consideration Pmin = Price of lowest acceptable tender 3.1. FORMULAE FOR DISPOSAL OR LEASING OF STATE ASSETS AND INCOME GENERATING PROCUREMENT POINTS AWARDED FOR PRICE A maximum of 80 or 90 points is allocated for price on the following basis: 80/20 or 90/10 Pt−Pmax Pt−Pmax Ps= 80(1+ ) or Ps= 90(1+ ) Pmax 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. The specific goals will be applied in in terms of section 2(1)(a)(i) of the municipal supply chain policy to advance targeted groups as follows: • Youth • Women • People living with disabilities • Local businesses & SMME’s 5.2.1 SUMMARY TABLE FOR CALCULATION OF PRERERENTIAL POINTS FOR SPECIFIC GOALS <R50 >R50 Million Million NO. Categories Weight 80|20 90|10 1 Ownership Goals 50% 10 5 2 Empowerment Goals 20% 4 2 3 Reconstruction & Development Programme Goals 20% 4 2 4 Other Goals (Specify) 10% 2 1 100% 20 10 5.2.2 SPECIFIC GOAL NO.1-OWNERSHIP CATEGORY # Specific Goal(s) Weight 80|20 PP 90|10 PP Verification Ownership Categories : 1 EME and QSE 1. an EME or QSE which is at least 100% 100% 10 5 Sworn Affidavit - QSE/EME General owned by black people; 2. an EME or QSE which is at least 51% 60% 6 3 Sworn Affidavit - QSE/EME General owned by black people; 3. an EME or QSE which is at 25% - 50% 20% 2 1 Sworn Affidavit - QSE/EME General owned by black people; 2 Broad Based Black Economic Empowerment : BBBEE Level 1 100% 10 5 BBBEE Certificate BBBEE Level 2 60% 6 3 BBBEE Certificate BBBEE Level 3 & Below 20% 2 1 BBBEE Certificate 3 Ownership % a) Women Ownership(*Must be South African) ownership - 100% : Black ( Youth , Women , 100% 10 5 ID Copies : Directors |Co. Registration | Disabled People ,Military Veterans) CSD | Shareholders Certificate ownership - > 51% : Black ( Youth , Women , 80% 8 4 ID Copies : Directors |Co. Registration | Disabled People ,Military Veterans) CSD | Shareholders Certificate ownership - 25% - 50% : Black ( Youth , 40% 4 2 ID Copies : Directors |Co. Registration | Women , Disabled People ,Military Veterans) CSD | Shareholders Certificate ownership - 100% : White ( Youth , Women , 20% 2 1 ID Copies : Directors |Co. Registration | Disabled People ,Military Veterans) CSD | Shareholders Certificate b) Men Ownership(*Must be South African) Men ownership - 100% : Black ( Youth , Men , 80% 8 4 ID Copies : Directors |Co. Registration | Disabled People ,Military Veterans) CSD | Shareholders Certificate Men ownership - > 51% : Black ( Youth , Men , 40% 4 2 ID Copies : Directors |Co. Registration | Disabled People ,Military Veterans) CSD | Shareholders Certificate Men ownership - 25% - 50% : Black ( Youth , 20% 2 1 ID Copies : Directors |Co. Registration | Men , Disabled People ,Military Veterans) CSD | Shareholders Certificate 4 Youth Development : (Below 35 Years ) Youth ownership - 100% : Black 100% 10 5 ID Copies : Directors |Co. Registration | CSD | Shareholders Certificate Youth ownership - > 51% : Black 80% 8 4 ID Copies : Directors |Co. Registration | CSD | Shareholders Certificate Youth ownership - 25% - 50% : Black 40% 4 2 ID Copies : Directors |Co. Registration | CSD | Shareholders Certificate Youth ownership - 100% : White 20% 2 1 ID Copies : Directors |Co. Registration | CSD | Shareholders Certificate 5.2.3 SPECIFIC GOAL NO.2 –EMPOWERMENT CATEGORY # Specific Goal(s) Weight 80|20 90|10 Verification Sub-Contracting : 1 EME and QSE 1. an EME or QSE which is at least 100% owned 100% 4 2 Sworn Affidavit - QSE/EME General by black people; 2. an EME or QSE which is at least 51% owned 50% 2 1 Sworn Affidavit - QSE/EME General by black people; 3. an EME or QSE which is at 25% - 50% owned 25% 1 0,5 Sworn Affidavit - QSE/EME General by black people; 2 Local Economic Development Sub-Contracting (10%-30%) and 40 % where it is technically possible and subject to pre-approval. 1. Enterprise 100% owned by Youth 100% 4 2 ID Copies : Directors |Co. Registration | CSD | Shareholders Certificate 1. Enterprise 100% owned by Disabled People 100% 4 2 ID Copies : Directors |Co. Registration | CSD | Shareholders Certificate 1. Enterprise 100% owned by Women 100% 4 2 ID Copies : Directors |Co. Registration | CSD | Shareholders Certificate 2. Enterprise owned by Black People with CIDB 100% 4 2 ID Copies : Directors |Co. Registration | Grading 4 or Less CSD | Shareholders Certificate 3. Enterprise 100% owned by Military Veteran 100% 4 2 ID Copies : Directors |Co. Registration | CSD | Shareholders Certificate 3. Enterprise owned by Black Men with at least 50% 2 1 ID Copies : Directors |Co. Registration | 51% CSD | Shareholders Certificate 5.2.4 SPECIFIC GOAL NO 3- RDP CATEGORY # Specific Goal(s) Weight 80|20 PP 90|10 PP Verification Reconstruction and Development : 1 Promotion of Local Business(s) 1. Enterprise Located within the uMlalazi 100% 4 2 Utilities : Directors or Co.| Affidavit | Existing Local Municipality Lease Agreement /councilor or Induna letters 2. Enterprise Located within the King 50% 2 1 Utilities : Directors or Co.| Affidavit | Existing Cetshwayo District Municipality Lease Agreement 2. Enterprise Located within the Province 25% 1 0,5 Utilities : Directors or Co.| Affidavit | Existing Lease Agreement 2 SMME Development (EME and QSE) 1. an EME or QSE which is at least 100% 100% 4 2 Sworn Affidavit - QSE/EME General owned by black people; 2. an EME or QSE which is at least 51% 50% 2 1 Sworn Affidavit - QSE/EME General owned by black people; 3. an EME or QSE which is at 25% - 50% 25% 1 0,5 Sworn Affidavit - QSE/EME General owned by black people; 3. Job Creation and Community upliftment 1.Community upliftment project (e.g. 100% 4 2 Bidder to propose housing , schools ,infra donations etc.) equal to at least 0.5% of project Value 4 2. Creation of Jobs /Labour intensive 100% 4 2 Bidder to propose activities SPECIFIC GOAL NO 4 – OTHER GOALS # Specific Goal(s) Weight 80|20 90|10 Verification PP PP Other Categories : 1 Combination of any other goals User departments may combine any specific 100% 2 1 --Relevant Verification Documentation-- goals under categories 1,2 and 3 above in a manner that will help evaluate and apply preference points to the tender 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 Number of Number of points Number of points points claimed claimed (80/20 points allocated (90/10 system) system) allocated The specific goals allocated points in (90/10 system) (To be completed (To be completed (80/20 system) terms of this tender (To be by the tenderer) by the tenderer) (To be completed completed by by the organ of the organ of state) state) N/A N/A Ownership Goals: # 1 10 • an EME or QSE which is at least 100% owned by black people • an EME or QSE which is at least 51% owned by black people • an EME or QSE which is at 25% - 50% owned by black people Reconstruction & Development 4 Programme (RDP) Goals: Promotion of Local Business # 1 • Enterprise Located within uMlalazi Municipality • Enterprise Located within District Municipality • Enterprise Located within the Province Reconstruction & Development 4 Programme (RDP) Goals:SMME Development (EME and QSE) #2 • an EME or QSE which is at least 100% owned by black people • an EME or QSE which is at least 51% owned by black people • an EME or QSE which is at 25% - 50% owned by black people Other Goals: Combination of other 2 goals: #1 • an EME or QSE that is 100% owned by : Black ( Youth , Women , Disabled People ,Military Veterans), residing within uMlalazi Municipality TOTAL 20 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

No specific requirements found B-BBEE Minimum Level: 1