Tender Document for the Construction of Sanitation Facilities at Buffalo Nek High School in Eastern Cape Province Under the Sanitation 60 Programme

NB: Together with the duly authorised representative of the tenderer, the above-

mentioned key personnel MUST attend the compulsory kick-off meeting and

thereafter, the key personnel MUST be fully available at construction phase.

Work load and Capacity

Current project under construction and locality of projects.

Low risk Medium risk High risk

Company has projects Company has projects Company has projects

currently or and all are currently or and behind currently or and behind

not behind of by 10 % or less on the by 11 % or more on the

programme. The total approved programme. approved programme.

number of projects The total number of The total number of

including the work to be projects including the projects including the

awarded will not be work to be awarded will work to be awarded will

exceeding its CIDB not be exceeding its not be exceeding its

grading upper limit CIDB grading upper limit CIDB grading upper limit

Reliability

Completed at least three projects with each project having a value of at least

R 3 600 000 and above, completed (Practical Completion) within 30% of the

approved contract period (including approved E.O.Ts) in the past three (3) years. At

least two projects must be in the Eastern Cape.

Low risk Medium risk High risk

Completed at least Completed at least two Completed at least two

three projects within projects in between 11% projects in above 20% of

10% of the approved and 20 % of the the approved contract

contract period approved contract period period

Experience and reputation

At least three contactable references from three on 3 similar sanitation and building

projects completed (Final Completion) in the past 3 years. Each project having a

value of at least R3 600 000 and above

Low risk Medium risk High risk

Company has 3 good Company has at least 2 Company has at least 1

rating on 3 projects fair rating and 1 good good rating and 2 fair

rating from on 3 projects rating from on 3 projects

Price Offered

Price offered does not pose risk to completion of the project and is market related.

It will not detrimentally affect the scope, quality, time of completion of the works as

identified in the Scope of Work. The BEC may or may not interview the bidder should

it deem it necessary based on the objective risk assessment.

An offer that is considered to be significantly low compared to the market-related

price/cost norm will be considered a high risk.

Acceptable risk Medium risk High risk

If price is within 10 % If price is between 10 % If price is more than 20 %

above or below of market and 20 % below market below the market value

value value

Bidders may be requested to supply additional information regarding their prices in

form of rate build-ups for materials costs, source and cost of plant, labour and

management costs and preliminaries and general costs.

Construction Implementation Plan (Brief report)

A construction implementation plan must be developed to address the following “

Human resource deployment (Contracts manager/ OHS officer/Skilled

labour/unskilled labour etc) and number to be employed, and their role and

responsibilities on the project.

Materials procurement plan (Which materials will procure, How, where and

when will the materials be procured to support the construction programme.

What plant and equipment will be used and how will they be sourced and

where?

How will quality control and assurance be managed.

Detailed Construction programme

Cash flow projections to support the detailed construction programme.

. A plan that does not cover all the areas and is less detailed will be considered a

high risk. Contractor may be called in to present the plan and they must be

accompanied by the key staff indicated above on item 1.

Low risk Medium risk High risk

A sound plan that covers A sound plan that covers A sound plan that covers

all of the above key 4 of the above key areas less than 4 of the above

areas and is based on well and is based on key areas well and is

known information known information based on known

information

Legend

Colour Points

Risk Assessment Results

For a bidder to pass the Risk Assessment and considered for award they must

obtain a minimum of 14 points as per the following table:

Bidders who obtain below 14 on their Risk Assessment as per the table below

WILL NOT be considered for award:

Risk Area NOT ACCEPTABLE RISK

A 3 3 3 3 3 2 2 3 2 3 2 3 2 3 2 1

B 2 3 3 3 3 2 2 2 2 3 2 2 2 1 1 1

C 2 2 3 2 3 2 2 2 2 1 2 1 1 1 1 1

D 2 2 2 2 1 2 2 2 2 1 1 1 1 1 1 1

E 2 2 1 1 1 2 2 1 1 1 1 1 1 1 1 1

F 2 1 1 1 1 2 1 1 1 1 1 1 1 1 1 1

13 13 13 12 12 12 11 11 10 10 9 9 8 8 7 6

Where the bidder price is considered for award but is rated High on the Price

Offered, the bidder will be alerted of this commercial risk and requested to

confirm his offer in writing.

The BEC may interview the bidder should it deem it necessary.

As part of overall risk assessment, the Bidders give The Mvula Trust the right

to request for enquiries from previous and/or current employers about

bidder’s performance.

A bidder will not be considered if ;

(i) It has performed poorly (completed projects by more than 25 % of the

approved contract period)

(ii) The project was in penalties and resulted in negative final account

(iii) Bidder has failed to sign final account

(iv) Bidder has been non-responsive on attending to defects (including latent

defects) or

(v) Bidder was terminated on one project or more projects on previous or current

project implemented by The Mvula Trust or other Implementing Agents on the

ECDoE, LDoE, SAFE and ASIDI programmes on behalf of the Department of

Basic Education.

Other information and documentation that may be requested as part of

evaluation process but need not to be submitted with the tender.

OHS documentation

1.1 Organogram stating all appointments on site

Sec16.1 CEO

Sec 16.1 designated official (signed)

Cr 8.1 Construction manager (signed)(competency and cv attached.)

Cr 8.5 Construction health and safety officer registered with

SACPCMP(signed)(competency and cv attached.)

Cr 9.1 Incident investigator (signed qualification attached)

Risk Assessor (signed and qualification attached)

Fall protection plan developer (signed and qualification attached)

GSR3 First aider (qualification attached)

1.2 Documentation

SHE plan according to scope of works

Method statements according to scope of work

SWP HIRA according to scope of work

Fall protection plan

Emergency preparedness procedures

All relevant inspection registers according to scope of work.

The Mvula Trust does not bind itself to accepting the lowest tender. Risk

assessment will be considered in the awarding of tenders.

C.3.12 Insurance The Employer will not take out any insurance.

provided

by the

Employer

C.3.13 Acceptanc Accept the tender offer; if in the opinion of the employer, it does not present any risk

e of and only if the tenderer:

Tender

Offer • is not under restrictions, or has principals who are under restrictions,

preventing participating in the employer’s procurement;

can, as necessary and in relation to the proposed contract, demonstrate

that he or she possesses the professional and technical qualifications,

professional and technical competence, financial resources, equipment

and other physical facilities, managerial capability, reliability,

experience and reputation, expertise and the personnel, to perform the

contract;

has the legal capacity to enter into the contract;

is not; insolvent, in receivership, under Business Rescue as provided

for in chapter 6 of the Companies Act No. 2008, bankrupt or being wound

up, has his/her affairs administered by a court or a judicial officer, has

suspended his/her business activities or is subject to legal proceedings

in respect of any of the foregoing;

complies with the legal requirements, if any, stated in the tender data;

and

is able, in the opinion of the employer, to perform the contract free of

conflicts of interest.

Add the following:

A Tender Offer will only be accepted on condition that such acceptance

is not prohibited in terms of the Public Finance Management Act.

C.3.17 Provide One signed copy of contract shall be provided by the Employer (per cluster) to the

Copies of successful Tenderers. For record purposes the contractors should buy a copy of the

the contract for use as reference during contract administration.

Contract

Part T2: Returnable Documents

T2.1 List of returnable documents

Returnable documents

T2.1.A: Central Supplier Database Registration Report. (If not registered on day of tender closure,

tenderer will be disqualified)

T2.1.B: CIDB registration print out (Registration will be verified online and if not valid on day of

evaluation and award, tenderer will be disqualified)

T2.1.C: Certificate of Good Standing with Workman Compensation Commissioner (COIDA/FEM).

(Registration will be verified online and if not valid on day of evaluation and award, tenderer will be

disqualified).

T2.1.D: Completed Projects

T2.2 List of returnable schedules

Returnable schedules that will be used to determine responsiveness:

T2.2.A: Record of Addenda to Tender Documents

T2.2.B: Compulsory Questionnaire

T2.2.C: Authority of JVs ( if applicable)

T2.2.D: Resolution for signatory

T2.2.E: Subcontracting Arrangements

T2.2.F: Compulsory briefing meeting Certificate. No briefing meeting will be held.

T2.2.G: Additional Particulars Concerning Tenders.

T2.2.H: Preference schedule: Specific goal (CSD, CIPC, etc. documents to be used when

scoring for specific goals).

SBD 1: Invitation to bid

SBD 2: Valid Tax Compliance Status Pin. (Validity will be verified online- during supply chain

management processes)

SBD 4: Bidder’s Declaration. (bidder will be disqualified if this disclosure is found not to be true and

not complete in every respect)

SBD 6.1: PREFERENCE POINTS CLAIM FORM IN TERMS OF THE PREFERENTIAL

PROCUREMENT REGULATIONS 2022 (failure to complete will result in tenderer awarded 0 for

specific goals)

C1.1 Form of Offer and Acceptance (must be completed for this cluster - Failure to complete and

sign will result into disqualification.

T2.3 OBJECTIVE RISK ASSESSMENT CRITERIA

T2.3.1 - Technical qualifications & Technical Competence

T2.3.2 – Workload Company Capacity (Refer to T2.1.E)

T2.3.3 - Reliability

T2.3.4 - Experience and Reputation

T2.3.5 – Price offered

T2.3.6 – Construction Implementation Plan

Returnable schedules that will be incorporated into the contract:

Part C1.1 : Form of Offer and Acceptance

Part C1.2 : Agreements, Conditions of Contract and Contract Variables, (which includes this

agreement)

Part C1.3 : Form of Guarantee

Part C2 : Pricing data (Pricing instruction and Bill of Quantities)

Part C3 : Scope of work

Part C4 : Site information and drawings and documents or parts thereof, which may be incorporated

by reference into the above listed Parts.

Insurances and Securities

Waiver of lien

Appointment letter (conditional) and acceptance letter by the contractor

Supplementary documents as requested in the appointment letter

T2.1. A: Central Supplier Database (CSD) Registration

Report. (Please attach recently printed proof of

registration here, should not be older than 30 days)

If not registered on day of tender closure, tenderer will be disqualified. If the CSD report

submitted is older than 30 days the bidder will be given 48 hrs to submit a report that is not

older than 30 days, failure to submit the report as requested, then the bidder will not be

considered further.

T2.1. B: Copy of CIDB print-out

(Please attach proof of registration here)

Tenderer to attach CIDB print-out. (Registration will be verified online and if not valid on day

of evaluation and award, tenderer will be disqualified).

T2.1. C: Certificate of Good Standing with Workman’s

Compensation Commissioner. (COIDA/FEM) (Please

attach proof of registration here)

Tenderer to attach Certificate of Good Standing with Workman’s Compensation

Commissioner. (Registration will be verified online and if not valid on day of evaluation and

award, tenderer will be disqualified).

T2.1. D – Completed Projects

The bidder must complete the table below and submit at least three letters of award and three completion certificates (Practical/Final

Completion Certificates)

Provide details of completed projects

Name of Project Client Client Contact Person & Contact No.

Tenderer’s signature Date

T2.1. E – Current Projects

The bidder must complete the table below and list of all construction projects that are currently in progress and/or which have not taken Works

Completion. Failure to declare all current projects that the company is appointed on will result in the bidder being disqualified.

Provide details of current projects

Locality of

Value of Duration of Current Progress Client Contact

Project Contractual

Name of Project project Client Project (%) at time of Person &

(nearest Completion date

submission of Contact No.

town)

Tender

TMT reserves the right to request other Employers to provide the information on current projects being undertaken by the company.

Signed on behalf of the

Tenderer Date

T2.2. A - Record of Addenda to tender documents

We confirm that the following communications received from The Mvula Trust before the submission of this

tender offer, amending the tender documents, have been taken into account in this tender offer: Addenda to be

attached with tender documents is compulsory.

Date Title or Details

10.

Attach additional pages if more space is required.

Date

Signed

Name Position

Enterprise

name

T2.2. B - Compulsory Enterprise Questionnaire

The following particulars must be furnished. In the case of a joint venture, separate enterprise questionnaires in

respect of each partner must be completed and submitted.

Section 1: Name of enterprise: . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. . . . . . . .

Section 2: VAT registration number, if any: . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

Section 3: CIDB registration number, if any: . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. .

Section 4: Particulars of sole proprietors and partners in partnerships

Name* Identity number* Personal income tax number*

Complete only if sole proprietor or partnership and attach separate page if more than 3 partners

Section 5: Particulars of companies and close corporations

Company registration number . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. .

Close corporation number . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. .

Tax reference number . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. .

Section 6: Record in the service of the state

Indicate by marking the relevant boxes with a cross, if any sole proprietor, partner in a partnership or director,

manager, principal shareholder or stakeholder in a company or close corporation is currently or has been within the

last 12 months in the service of any of the following:

 a member of any municipal council  an employee of any provincial department, national or

 a member of any provincial legislature provincial public entity or constitutional institution

 a member of the National Assembly or the within the meaning of the Public Finance

National Council of Province Management Act, 1999 (Act )

 a member of the board of directors of any  a member of an accounting authority of any national

municipal entity or provincial public entity

 an official of any municipality or municipal entity  an employee of Parliament or a provincial legislature

If any of the above boxes are marked, disclose the following:

Name of sole proprietor, Name of institution, public office, board or Status of service

partner, director, manager, organ of state and position held (tick appropriate column)

principal shareholder or Current Within last

stakeholder 12 months

insert separate page if necessary

Section 7: Record of spouses, children and parents in the service of the state

Indicate by marking the relevant boxes with a cross, if any spouse, child or parent of a sole proprietor, partner in a

partnership or director, manager, principal shareholder or stakeholder in a company or close corporation is currently

or has been within the last 12 months been in the service of any of the following:

 a member of any municipal council  an employee of any provincial department, national or

 a member of any provincial legislature provincial public entity or constitutional institution

 a member of the National Assembly or the within the meaning of the Public Finance Management

National Council of Province Act, 1999 (Act )

 a member of the board of directors of any  a member of an accounting authority of any national or

municipal entity provincial public entity

 an official of any municipality or municipal  an employee of Parliament or a provincial legislature

entity

Name of spouse, child or Name of institution, public office, board or Status of service

parent organ of state and position held (tick appropriate

column)

Current Within last

12 months

insert separate page if necessary

The undersigned, who warrants that he / she is duly authorised to do so on behalf of the enterprise:

authorizes The Mvula Trust to obtain a tax clearance certificate from the South African Revenue Services that

my / our tax matters are in order;

ii) confirms that the neither the name of the enterprise or the name of any partner, manager, director or other

person, who wholly or partly exercises, or may exercise, control over the enterprise appears on the Register of

Tender Defaulters established in terms of the Prevention and Combating of Corrupt Activities Act of 2004;

iii) confirms that no partner, member, director or other person, who wholly or partly exercises, or may exercise,

control over the enterprise appears, has within the last five years been convicted of fraud or corruption;

iv) confirms that I / we are not associated, linked or involved with any other tendering entities submitting tender

offers and have no other relationship with any of the tenderers or those responsible for compiling the scope of

work that could cause or be interpreted as a conflict of interest; and

iv) confirms that the contents of this questionnaire are within my personal knowledge and are to the best of my belief

both true and correct.

Date

Signed

Name Position

Enterprise

name

T 2.2. C - Certificate of Authority for Joint Ventures

This Returnable Schedule is to be completed by joint ventures. (COMPULSORY FOR COMPLETION IF

APPLICABLE))

We, the undersigned, are submitting this tender offer in Joint Venture and hereby authorise

Mr/Ms . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . , authorised signatory of the company . . . . . . . . . .

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . , acting in the capacity of lead

partner, to sign all documents in connection with the tender offer and any contract resulting from it on our

behalf.

NAME OF FIRM ADDRESS DULY AUTHORISED

SIGNATORY

Lead partner

Signature. . . . . . . . . . . . .

Name ........

Designation

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

Signature. . . . . . . . . . . . .

Name ........

............................... Designation

Signature. . . . . . . . . . . . .

Name ........

............................... Designation

Signature. . . . . . . . . . . . .

Name ........

Designation

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

T2.2.D: RESOLUTION FOR SIGNATORY

Project title:

A: CERTIFICATE OF AUTHORITY FOR SIGNATORY (COMPULSORY FOR COMPLETION)

Signatory for companies shall confirm their authority hereto by attaching a duly signed and dated copy of the relevant resolution of the

board of directors to this form on the company letter head.

An example is given below:

“By resolution of the board of directors passed at a meeting held on

Mr/Ms , whose signature appears below, has been duly authorised to

sign all documents in connection with the tender for Contract No. TENDER NO. TMT-ECDOE-25/26-SAN60-CL31

and any Contract which may arise there from on behalf of (Block Capitals)

SIGNED ON BEHALF OF THE COMPANY:

IN HIS/HER CAPACITY AS:

DATE:

SIGNATURE OF SIGNATORY:

WITNESSES: