Service Provider for Translation of HR Policies

3.1. Pre-translation

i. Receive the actual policy documents in English from the municipality;

ii. Review documents for clarity, completeness and clarity; and

iii. Clarify any ambiguities or uncertainties with the municipality.

3.2. Translation

i. Translate policy documents from English to isiXhosa;

ii. Ensure accuracy, precision and cultural relevance;

iii. Use specialized translation software and tools respectively; and

iv. Adhere to established translation standards e.g. ISO 17100.

3.3. Quality Assurance

i. Review translated documents for:

a. Grammar, punctuation and spelling

b. Consistency in terminology and formatting

c. Accuracy and completeness

ii. Conduct a thorough proofread of all draft documents.

3.4. Editing and Revision

i. Edit translated documents for:

a. Clarity, readability and fluency;

b. Compliance with style guides as provided; and

c. Address any revisions that may arise whilst and or during the translation

before printing.

3.5. Finalisation

i. Deliver translated documents in the following format:-

a. Word

b. PDF

c. Printed booklet

ii. Provide a certificate of translation accuracy.

3.6. Post-Delivery Support

i. Address any queries or concerns raised by the municipality on the final product;

ii. Provide additional support for any subsequent revisions or update.

3.7. Deliverables

i. Translated policy documents in isiXhosa;

ii. Translated memory in the format of a disc/memory stick (both word and pdf format);

iii. Combined booklet inclusive of all translated policies;

iv. 200 copies of printed booklets;

3.8. Timeframe

i. Notwithstanding the date of appointment, the expected turnaround time to complete

the project is expected to be three (3) months.

3.9. Assumptions and Dependencies

i. To provide clear, complete and final documents in isiXhosa;

ii. Clarify any ambiguities or uncertainties promptly; and

iii. Provide access to all necessary reference material.

3.10. Acceptance Criteria

ii. Approval and sign-off by the municipality.

4. Style Guide

The following is the outlining of the expected specific preferences and requirements for tone

formatting and branding in the translated content. This will ensure the consistency across all

translated materials and aligns with the municipality’s brand identity.

4.1. Language and Terminology

i. The policies are to expressed in IsiXhosa.

a. The main objective of the document is to communicate the context of each

policy in a manner that can be understood by those are semi-literate;

b. The documents are to be informative and directive as per related laws

4.2. Tone and Voice

i. Reliable

ii. Intelligent; and

iii. Successful

4.3. Formatting and Layout

i. Styles and Headings:

ii. Font type: Arial

iii. Font size: 11

case of an

Abbreviation.

v. Bold: use bold to emphasise items or in headings.

vi. Contrast and text colour: black font against a white background.

vii. Alignment: Use left alignment

Do not use justified text

viii. Line Spacing 1.5 spacing between lines.

1-line space always be left between paragraphs.

footer in Number 3)

Abbreviated name of the municipality; name of the policy.

xi. Writing Style: avoid using abbreviations which have not been considered

in the abbreviations page.

page.

document.

4.4. Branding and Visual Identity

i. The branding and visual identity to be utilized includes only the municipality’s

registered LOGO as seen below:_

a. Size and composition

1. Height: Absolute @ 5.35 cm

2. Width: Absolute @ 5.77 cm

3. Scale: Height @ 83% and

Width @ 90%

4.5. Grammar and Punctuation

meaning and intent of the content.

EVALUATION CRITERIA

Evaluation criteria of the bid;

The bids will be evaluated in two stages, namely:

• Stage 1- Functionality

• Stage 2- Price and Specific Goals

Only Bidders who score 70 or more on stage 1 would be evaluated further and therefore

eligible for the award.

ITEM Weight

STAGE 1 OF EVALUATION – FUNCTIONALITY 100

• Previous Experience 30

• Capacity and Expertise 40

• Methodology 30

STAGE 2 OF EVALUATION – PRICE & PREFERENTIAL POINTS 100

Specific Goals 20

Price 80

Previous Company Experience Weight

Note: The scoring in this section is not cumulative

2 Traceable Appointment Letters for Translating Services more than two 30

years each, in a Public or Private Sector

and reference letters

1 Traceable Appointment Letters for Translating Services for more than 15

18 months, in a Public or Private Sector

and reference letters

Zero Traceable Appointment Letters for Translating Services records for 00

more than 12 Months each,

Methodology 30

Detailed methodology with the following:-

1. Scope of work (10)

2. Risk Management (10)

3. Quality Management (5)

4. Time frames (5)

5. Communication

Capacity and Expertise to Undertake the Project Weighting 40

Maximum Weighting 40

Key Personnel:-

other equivalent qualification (attach certified ID

copies and all qualifications not older than 3

months);

• ISO Certified; and

• At least 5 years’ experience in the Translation

field; (Attach cv)

1. SUBMISSION OF BIDS

date as specified on the advert: “SERVICE PROVIDER FOR TRANSLATION OF HR

POLICIES”

For any queries regarding this tender, please contact Ms N. Mshweshwe for project related queries; on (039)

2510 230 or; Supply Chain Management contact for SCM related queries at telephone number 039-2510 230

Mr. Z. Khala during office hours.

MBD 4

DECLARATION OF INTEREST

1. No bid will be accepted from persons in the service of the state1.

2. Any person, having a kinship with persons in the service of the state, including a blood

relationship, may make an offer or offers in terms of this invitation to bid. In view of possible

allegations of favouritism, should the resulting bid, or part thereof, be awarded to persons

their authorised representative declare their position in relation to the evaluating/adjudicating

authority.

submitted with the bid.

3.1 Full Name of bidder or his or her representative:.....................................................

3.2 Identity Number: ..............................................................................................

3.3 Position occupied in the Company (director, trustee, hareholder2):.............................

3.4 Company Registration Number: .........................................................................

3.5 Tax Reference Number:....................................................................................

3.6 VAT Registration Number: ..............................................................................

3.7 The names of all directors / trustees / shareholders members, their individual identity

3.8 Are you presently in the service of the state? YES / NO

3.8.1 If yes, furnish particulars. .........................................................................

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

1MSCM Regulations: “in the service of the state” means to be –

(a) a member of –

(i) any municipal council;

(ii) any provincial legislature; or

(iii) the national Assembly or the national Council of provinces;

(b) a member of the board of directors of any municipal entity;

(c) an official of any municipality or municipal entity;

(d) an employee of any national or provincial department, national or provincial public entity or

constitutional institution within the meaning of the Public Finance Management Act, 1999 (Act

No.);

(e) a member of the accounting authority of any national or provincial public entity; or

(f) an employee of Parliament or a provincial legislature.

2 Shareholder” means a person who owns shares in the company and is actively involved in the

management of the company or business and exercises control over the company.

3.9 Have you been in the service of the state for the past twelve months? .........YES / NO

3.9.1 If yes, furnish particulars...........................................................................

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

3.10 Do you have any relationship (family, friend, other) with persons

in the service of the state and who may be involved with

the evaluation and or adjudication of this bid? ................................................. YES / NO

3.10.1 If yes, furnish particulars.

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

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

3.11 Are you, aware of any relationship (family, friend, other) between

any other bidder and any persons in the service of the state who

may be involved with the evaluation and or adjudication of this bid? YES / NO

3.11.1 If yes, furnish particulars

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

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

3.12 Are any of the company’s directors, trustees, managers,

principle shareholders or stakeholders in service of the state? YES / NO

3.12.1 If yes, furnish particulars.

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

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

3.13 Are any spouse, child or parent of the company’s directors

trustees, managers, principle shareholders or stakeholders

in service of the state? YES / NO

3.13.1 If yes, furnish particulars.

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

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

3.14 Do you or any of the directors, trustees, managers,

principle shareholders, or stakeholders of this company

have any interest in any other related companies or

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

3.14.1 If yes, furnish particulars:

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

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

4. FULL DETAILS OF DIRECTORS / TRUSTEES / MEMBERS /

SHAREHOLDERS.

Full Name Identity Number State Employee

Number

CERTIFICATION

I, THE UNDERSIGNED (FULL NAMES)

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

..

CERTIFY THAT THE INFORMATION FURNISHED ON THIS DECLARATION FORM IS

CORRECT.

I ACCEPT THAT THE MUNICIPALITY MAY ACT AGAINST ME SHOULD THIS

DECLARATION PROVE TO BE FALSE.

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

Signature Date

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

Capacity Name of Bidder

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MBD 6.1

PREFERENCE POINTS CLAIM FORM IN TERMS OF THE PREFERENTIAL

PROCUREMENT REGULATIONS 2022

and serves as a claim form for preference points for specific goals.

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

SPECIFIC GOALS

100 Total points for Price and SPECIFIC GOALS

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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

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. ).

3. FORMULAE FOR PROCUREMENT OF GOODS AND SERVICES

3.1. POINTS AWARDED FOR PRICE

3.1.1 THE 80/20 OR 90/10 PREFERENCE POINT SYSTEMS

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

80/20 or 90/10

Pt−P Pt−P min

Ps = 80 (1 − ) or Ps = 90 (1 − )

min P min

P min

Where

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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3.2. FORMULAE FOR DISPOSAL OR LEASING OF STATE ASSETS AND INCOME

GENERATING PROCUREMENT

3.2.1. 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−P Pt−P max

Ps = 80 (1 + ) or Ps = 90 (1 + )

max Pmax

P max

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

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

(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,

the 90/10 and 80/20 preference point system.

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

below.

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

preference point system.)

Number of Number of Number of

points Number of points points

allocated points claimed claimed

(80/20

(90/10 allocated (90/10The specific goals system) system) system) (80/20 system)allocated points in (To be (To be

terms of this tender (To be (To be completed completed

completed completed by by the by the

by the organ the organ of tenderer) tenderer) of state) state)

South African 1.5 3

Black 1.5 3

Women 1.75 3.5

Youth 1.75 3.5

Leaving with disability 1.75 3.5

Military Veterans 1.75 3.5

Total Points Allocated 10 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

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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 as a result of points claimed as shown

documentary proof to the satisfaction of the organ of state that the claims are

correct;

iv) If the specific goals have been claimed or obtained on a fraudulent basis or any

of the conditions of contract have not been fulfilled, the organ of state may, in

addition to any other remedy it may have –

(a) disqualify the person from the tendering process;

(b) recover costs, losses or damages it has incurred or suffered as a

result of that person’s conduct;

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

as a result of having to make less favourable arrangements due

to such cancellation;

(d) recommend that the tenderer or contractor, its shareholders and

directors, or only the shareholders and directors who acted on a

fraudulent basis, be restricted from obtaining business from any

organ of state for a period not exceeding 10 years, after the audi

alteram partem (hear the other side) rule has been applied; and

(e) forward the matter for criminal prosecution, if deemed necessary.

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

SIGNATURE(S) OF TENDERER(S)

SURNAME AND NAME: ................................................................

DATE: ...............................................................

ADDRESS: ...............................................................

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

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

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

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DECLARATION OF BIDDER’S PAST SUPPLY CHAIN MANAGEMENT

PRACTICES

2 It serves as a declaration to be used by municipalities and municipal entities in ensuring

that when goods and services are being procured, all reasonable steps are taken to combat

the abuse of the supply chain management system.

3 The bid of any bidder may be rejected if that bidder, or any of its directors have:

a. abused the municipality’s / municipal entity’s supply chain management system or

committed any improper conduct in relation to such system;

b. been convicted for fraud or corruption during the past five years;

c. willfully neglected, reneged on or failed to comply with any government, municipal

or other public sector contract during the past five years; or

d. been listed in the Register for Tender Defaulters in terms of section 29 of the

Prevention and Combating of Corrupt Activities Act (No ).

and submitted with the bid.

Item Question Yes No

4.1 Is the bidder or any of its directors listed on the National Treasury’s Database of Restricted Suppliers as companies or persons Yes No

prohibited from doing business with the public sector?

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

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

restriction after the audi alteram partem rule was applied).

The Database of Restricted Suppliers now resides on the National Treasury’s

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

bottom of the home page.

4.1.1 If so, furnish particulars:

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4.2 Is the bidder or any of its directors listed on the Register for Tender Defaulters in terms of section 29 of Yes No

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

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

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

4.2.1 If so, furnish particulars:

4.3 Was the bidder or any of its directors convicted by a court of law (including a court of law outside the Yes No

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

4.3.1 If so, furnish particulars:

Item Question Yes No

4.4 Does the bidder or any of its directors owe any municipal rates and taxes or municipal charges Yes No

to the municipality / municipal entity, or to any other municipality / municipal entity, that is in

arrears for more than three months?

4.4.1 If so, furnish particulars:

4.5 Was any contract between the bidder and the municipality / municipal entity or any other organ Yes No

of state terminated during the past five years on account of failure to perform on or comply

with the contract?

4.7.1 If so, furnish particulars:

CERTIFICATION

I, THE UNDERSIGNED (FULL NAMES) .....................................................

CERTIFY THAT THE INFORMATION FURNISHED ON THIS

DECLARATION FORM TRUE AND CORRECT.I ACCEPT THAT, IN ADDITION TO CANCELLATION OF A

CONTRACT, ACTION MAY BE TAKEN AGAINST ME SHOULD THIS DECLARATION PROVE TO BE FALSE.

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

Signature Date

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

Position Name of Bidder

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MBD 9

CERTIFICATE OF INDEPENDENT BID DETERMINATION

2 Section 4 (1) (b) (iii) of the Competition Act No. , as amended, prohibits

an agreement between, or concerted practice by, firms, or a decision by an

association of firms, if it is between parties in a horizontal relationship and if it

involves collusive bidding (or bid rigging).2 Collusive bidding is a pe se prohibition

meaning that it cannot be justified under any grounds.

3 Municipal Supply Regulation 38 (1) prescribes that a supply chain management

a. take all reasonable steps to prevent such abuse;

b. reject the bid of any bidder if that bidder or any of its directors has abused the

supply chain management system of the municipality or municipal entity or

has committed any improper conduct in relation to such system; and

c. cancel a contract awarded to a person if the person committed any corrupt or

fraudulent act during the bidding process or the execution of the contract.

4 This MBD serves as a certificate of declaration that would be used by institutions to

ensure that, when bids are considered, reasonable steps are taken to prevent any

form of bid-rigging.

5 In order to give effect to the above, the attached Certificate of Bid Determination

1 Includes price quotations, advertised competitive bids, limited bids and proposals.

2 Bid rigging (or collusive bidding) occurs when businesses, that would otherwise be expected to compete, secretly conspire to raise prices or

lower the quality of goods and / or services for purchasers who wish to acquire goods and / or services through a bidding process. Bid rigging

is, therefore, an agreement between competitors not to compete.

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CERTIFICATE OF INDEPENDENT BID DETERMINATION

I, the undersigned, in submitting the accompanying bid:

(Bid Number and Description)

in response to the invitation for the bid made by:

(Name of Municipality / Municipal Entity)

do hereby make the following statements that I certify to be true and complete in every

respect:

I certify, on behalf of: that:

(Name of Bidder)

1. I have read and I understand the contents of this Certificate;

2. I understand that the accompanying bid will be disqualified if this Certificate is found not to

be true and complete in every respect;

3. I am authorized by the bidder to sign this Certificate, and to submit the accompanying bid,

on behalf of the bidder;

4. Each person whose signature appears on the accompanying bid has been authorized by the

bidder to determine the terms of, and to sign, the bid, on behalf of the bidder;

5. For the purposes of this Certificate and the accompanying bid, I understand that the word

“competitor” shall include any individual or organization, other than the bidder, whether or

not affiliated with the bidder, who:

(a) has been requested to submit a bid in response to this bid invitation;

(b) could potentially submit a bid in response to this bid invitation, based on their

qualifications, abilities or experience; and

(c) provides the same goods and services as the bidder and/or is in the same line

of business as the bidder

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MBD 9

6. The bidder has arrived at the accompanying bid independently from, and without

consultation, communication, agreement or arrangement with any competitor. However,

communication between partners in a joint venture or consortium3 will not be construed as

collusive bidding.

7. In particular, without limiting the generality of paragraphs 6 above, there has been no

consultation, communication, agreement or arrangement with any competitor regarding:

(a) prices;

(b) geographical area where product or service will be rendered (market

allocation)

(c) methods, factors or formulas used to calculate prices;

(d) the intention or decision to submit or not to submit, a bid;

(e) the submission of a bid which does not meet the specifications and conditions

of the bid; or

(f) bidding with the intention not to win the bid.

8. In addition, there have been no consultations, communications, agreements or

arrangements with any competitor regarding the quality, quantity, specifications and

conditions or delivery particulars of the products or services to which this bid invitation

relates.

9. The terms of the accompanying bid have not been, and will not be, disclosed by the bidder,

directly or indirectly, to any competitor, prior to the date and time of the official bid opening

or of the awarding of the contract.

3 Joint venture or Consortium means an association of persons for the purpose of combining their expertise, property, capital, efforts, skill

and knowledge in an activity for the execution of a contract.

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MBD 9

10. I am aware that, in addition and without prejudice to any other remedy provided to combat

any restrictive practices related to bids and contracts, bids that are suspicious will be

reported to the Competition Commission for investigation and possible imposition of

administrative penalties in 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.

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

Signature Date

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

Position Name of Bidder

Js9141w 4

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