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

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.

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.

2.2.4 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

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.

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

Goods/service intend to supply prior making delivery

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.

not be able to reach municipal premises where materials are to be off-loaded.

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.

7.5 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

arrangements have been made with South African Revenue Services (SARS) to meet the bidder’s tax

obligations.

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.

original and valid Tax Clearance Certificate will result in the invalidation of the bid. Certified

copies of the Tax Clearance will not be acceptable.

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

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.

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

form for preference points for specific goals.

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

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

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

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

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,

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 %

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

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

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