Office cleaning services contract (5 years) – darvill www – kwazulu-natal tender

Compulsory briefing session: Date 22 September 2026, Time 11H00, Venue 569 New England Road extension, Hayfields. Only bidders who have purchased the bid documents can attend. Bidders must bring their bid documents to the meeting for signing purposes.

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Mandatory requirements: Complete and sign SBD4 – Bidders disclosure; POPI Act Declaration; valid letter of good standing for COID (Workman's Compensation); valid Bargaining Council Contract Cleaning Industry (BCCCI) registration certificate; Black Owned Cooperative (submit CIPC Document); located within Msunduzi Municipality (submit CIPC Document or CSD Report).

No eligibility criteria specified

Supply Chain Management Office,

SMS: 30916 Attention: Supply Chain Management

Fax: 0867 261 681 Email: [email protected]

Post: PO Box 10512, Centurion, 0046

Stop theft / fraud / dishonesty / bribery /blackmail /

intimidation, and remain anonymous.

Tender submitted by:

Company Name:

Address:

CSD Registration Co Reg.

No: No:

Telephone Number: Email :

Contact Person :

BSC 678 Item 7.4 Page | 1 SCM 055 Ver 022

Tender NO. 2025/013(a)

Darvill www office cleaning services

21. Sbd 6.1 Preference points claim form in terms of the

Preferential procurement regulations 2022 ................................... 25

22. Declaration regarding contract participation goals ............... 29

23. Declaration tenderer’s health and safety ...................................... 31

24. Record of addenda to tender documents.......................................... 33

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Tender NO. 2025/013(a)

Darvill www office cleaning services contract for five (5) years

25. Official briefing session/site inspection certificate .................... 34

26. Checklist of returnable schedules and documents .................... 35

27. Terms of reference scope of work ...................................................... 37

28. PRICE ADJUSTMENTS (ANNUAL ESCALATION) ..... Error! Bookmark not defined.

29. PRICING SCHEDULE SERVICES .............................. Error! Bookmark not defined.

Price proposals to be submitted in South African Rand including VAT where applicable, as detailed in SBD 3.1. 80/20 preference point system applies for requirements up to R50,000,000.

Payment Terms: payment certificate by the Service Provider– by 25th of each month, or the nearest previous

working day. The submission from the Service Provider shall include the signature of the CPG Partner

indicating agreement with the measurements and rates applicable to the work undertaken by the CPG Partner

b) Payment to the Service Provider – on the last day of the follow

Black Owned Cooperative Yes Submit CIPC Document

Located within Msunduzi Municipality Yes Submit CIPC Document or CSD Report BSC 678 Item 7.4 Page | 13 SCM 055 Ver 022 TENDER NO. 2025/013(A) DARVILL WWW OFFICE CLEANING SERVICES CONTRACT FOR FIVE (5) YEARS 12.3. Stage 2: – Evaluation of Functionality The purpose of application of qualification criteria is to determine the functionality of each proposal by assessing the quality thereof. Below is a detailed breakdown of the scoring criteria Bidders from the second stage who have achieved 70 points or more will be eligible to submit to be evaluated on Price and Specific Goals.  Experience of Contract Manager – weighting 60%  Cleaning Site Supervisor – weighting 40% FUNCTIONALITY CRITERIA (100) Functionality criteria Description of requirements Maximu m Tenderers Experience Experience of a Tenderer in managing Cleaning Services: Experience in managing cleaning services contracts equal or above the value of One Million per year.  1 Project – 40 points  2 Project – 60 points Provide the following to be scored:  3 Projects – 80 points  Provide signed proof from the  ≥4 Projects – 100 points organisation where such cleaning 100 contracts were carried out and satisfactorily completed (Reference letters) Cleaning Site Supervisor Experience of a supervisor in projects of a similar nature: Experience in supervising cleaning services contracts.  3 Years – 30 points  4 Years – 50 points  5 Years – 80 points Relevant experience in projects of a similar nature. ≥ 6 Years – 100 points (provide a CV with references) 100 TOTAL POINTS 100 MINIMUM QUALIFYING POINTS 70 Failure to score a single point in any of the criteria listed above will deem the bid to be non-responsive and the bidder will be disqualified BSC 678 Item 7.4 Page | 14 SCM 055 Ver 022 TENDER NO. 2025/013(A) DARVILL WWW OFFICE CLEANING SERVICES CONTRACT FOR FIVE (5) YEARS 12.4 Third Stage: Price and Preference 12.4.1. Subsequent to the evaluation of essential minimum criteria and functional criteria, the third stage of evaluation of the bids will be in respect of price and preferential procurement only. 12.4.2. Price proposals should be submitted in South African Rand including Value Added Tax (VAT) where applicable 12.4.3. The bidder shall provide the price proposal as detailed in SBD 3.1 12.4.4. In compliance with the Preferential Procurement Regulations 2022, the following preference point systems are applicable to invitations to tender, is the 80/20 system for requirements with a Rand value of up to R50 000 000 (all applicable taxes included); 12.4.5. Points for this bid shall be awarded for: Price; and (80 Points) Preference Goals as defined in SBD 6.1 (20 Points) The Preference Goals that have been identified for this bid is stipulated in SBD 6.1 Description 80/20 Evidence to be provided HDI 51% owned by Youth 10 ID Document Valid BBBEE HDI 51% owned by women 10 affidavit Total points for preferential goals 20 12.4.6. Failure on the part of a bidder 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 12.4.7. UUW reserves the right to require of a bidder, either before a bid is adjudicated or at any time subsequently, to substantiate any claim in regard to preferences, in any manner required by UUW. 12.4.8. UUW reserves the right to conduct negotiations with the qualifying bidder/s regarding any terms and conditions, including price(s), of a proposed contract where applicable 12.4.9. UUW reserves the right not to accept the lowest financial offer or any offer 12.4.10 UUW reserves the right to award the contract in whole or in part. BSC 678 Item 7.4 Page | 15 SCM 055 Ver 022 TENDER NO. 2025/013(A) DARVILL WWW OFFICE CLEANING SERVICES CONTRACT FOR FIVE (5) YEARS

CONFIDENTIAL INFORMATION 13.1. Bidders agree to keep information provided pursuant to this Bid confidential (“Confidential Information”) 13.2. All Confidential Information provided (including all copies thereof) remains the property of UUW 13.3. By receiving this Bid each Bidder and each of its Members agree to maintain its submission in response to this Bid as confidential from third parties other than the UUW and its officials, officers and advisors who are required to review the same for the purpose of this procurement. 13.4. The Confidential Information provided by UUW may be made available to a Bidder’s Relevant Entity, members, employees and professional advisors who are directly involved in the appraisal of such information (who must be made aware of the obligation of confidentiality). 13.5. Bidder’s Relevant Entity, members, employees and professional advisors shall not be entitled to, either in whole or in part; copy, reproduce, distribute or otherwise make available to any other party the Confidential Information without the prior written consent of UUW. 13.6. The Confidential Information may not be used for any other purpose than that for which it is intended. 13.7. Bidders, Relevant Entities, members, employees and professional advisors may be required to sign confidentiality agreements.

INTELLECTUAL PROPERTY All materials and data which are submitted by Bidders shall become the sole property of UUW, with the exception of copyrighted material, trade secrets or other proprietary information clearly identified as such by Bidders.

Points Allocation: 90 points

B-BBEE Details: nd deposited

Pietermaritzburg. in tender box before closing time.

3201 Late tenders will not be accepted.

Bidding procedure enquiries may be technical enquiries may be directed

Directed to to:

Contact Person: Lungelo Madlala Contact Person: Phumelele Ngcobo

Telephone Telephone

033 341 1209

Number: Number: 033 341 1490

E-Mail Address: [email protected] E-Mail Address: [email protected]

Supplier Information

Company Name:

Postal Address:

Street Address:

Contact Numbers: E - Mail Address

Company

VAT. Number

Registration No.

Supplier

Compliance TCS Pin CSD MAAA

Status (TCS)

B-BBEE Status [TICK APPLICABLE BOX] B-BBEE Status [TICK APPLICABLE BOX]

Level Verification Level

Certificate Yes No Yes No

[A b-bbee status level verification certificate/ sworn affidavit (for emes &

QSEs) MUST BE SUBMITTED IN ORDER TO QUALIFY FOR PREFERENCE POINTS FOR B-BBEE]

Are you a

ARE YOU THE ACCREDITED Yes FOREIGN BASED Yes

REPRESENTATIVE IN SOUTH AFRICA No SUPPLIER FOR No

FOR THE GOODS /SERVICES /WORKS [If Yes enclose GOODS /SERVICES [If Yes, answer the questionnaire

OFFERED? proof] /WORKS below]

Offered?

Questionnaire to bidding foreign suppliers

Is the entity a resident of the republic of south africa (RSA)? yes NO

Does the entity have a branch in the RSA? yes NO

Does the entity have a permanent establishment in the RSA? yes NO

Does the entity have any source of income in the RSA? yes NO

Is the entity liable in the RSA for any form of taxation? Yes NO

If the answer is “NO” to all of the above, then IT is not a requirement to register for a tax

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Tender NO. 2025/013(a)

Darvill www office cleaning services contract for five (5) years

Compliance status system pin code from the south african revenue service (SARS)

Table of

HDI Requirement: 51%

Contract Participation Goals (CPG): Tenderers must achieve at least 35% CPG including minimum 25% from uMngeni-uThukela Water area of operation participation and 10% for Local participation. CPG applies to bids above R5,000,000 excluding VAT. CPG partners sourced from UUW's SCM Enterprise Development Database. Objectives include meaningful economic participation, local economic development, skills transfer, and creation of sustainable black enterprises. CPG amount based on contract award value excluding VAT, CPA and contingencies. Monitoring and reporting requirements apply.

Tender Closing date: 8 October 2026 Tender Closing Time 12H00

Submission Address 310 Burger Street, Pietermaritzburg, 3201

Tip-Offs Anonymous Hotline: Appeals/Objections

Report unethical conduct at uMngeni-uThukela Water on: Persons aggrieved by tender award decisions

taken by uMngeni-uThukela Water, may lodge

SCAM ALERT!!! UUW employees the CE, CFO, EXCO and SCM officials an appeal within 7 business days of the date

will never contact any bidder requesting funds to influence of the intention to award notice

bids/quotations outcome this is illegal and constitutes corruption and

fraud. UUW shall only consider written

Free call number: 0800 864 463 appeals/objections clearly stating reasons for

email: [email protected] appeal directed to:

Mobile application: Vuvuzela Hotline app

Website: https://www.thehotline.co.za/report The Supply Chain Management Office,

SMS: 30916 Attention: Supply Chain Management

Fax: 0867 261 681 Email: [email protected]

Post: PO Box 10512, Centurion, 0046

(i) CPG Partner/s are to be sourced from uMngeni-uThukela Water’s database of Service Providers

specifically earmarked for CPG purposes. This is for the 25% worth of work

(ii) 10% will come from the database sourced in the project footprint also referred to as Local participation

b) Sub-contracting of the CPG Partner/s at the same rate / price that the tenderer would have offered to uMngeni-

uThukela Water whilst making profit margins consistent to the profit margins that the main Service Provider

would have made under normal trading processes.

c) Value of the work to be sub contracted shall be at least 35% (minimum of 25% shall be from uMngeni-

uThukela Water area of operation participation and 10% for Local participation) of the total contract value

excluding VAT, CPA and Contingencies.

d) CPA is payable to the CPG Partner/s as per the indices stipulated in the contract document.

e) The work allocated to the CPG Partner shall be performed by the CPG Partner directly and may not be

allocated or sub-contracted out to other contractors/consultants/service providers.

f) The main Service Provider shall not substitute or remove any CPG Partner/s without the written approval of

uMngeni-uThukela Water.

g) The working capital arrangements between the main Service Provider and the CPG Partner/s must be agreed

upon between the two parties prior to commencement of works to ensure that the CPG Partner does not have

cash flow challenges during contract implementation.

h) Before the commencement of work, the main contractor shall furnish the CPG Partner/s shall be furnished with

the letter of appointment providing the details of the their scope and a subcontracting agreement must be

place.

10.6. Invoicing and Payment

a) That he/she is notified of the purpose and reason for the collection and processing of such

information in so far as it relates to the tendering and evaluation process,

b) That he/she consents and authorizes the uMngeni-uThukela Water to undertake the

collection, processing, and further processing of the bidder ’s personal information and any

information supplied to uMngeni-uThukela Water, for the purposes of evaluating the tender

document.

Bidders shall be deemed by their submission of a proposal to agree to indemnify UUW and hold it harmless

from any claim or liability and defend any action brought or legal step against UUW for its refusal to disclose

materials marked confidential, trade secret or other proprietary information to any person seeking access

thereto.

16. Governing laws and rules

16.1. The primary enabling legislation for this Bid is the PFMA,

16.2. This Bid is issued by UUW in terms of the SCM prescripts read with the PFMA, as the formal step of the

procurement process.

16.3. Procurement will be carried out following prescribed legislation, which includes the Constitution, the PFMA

the Preferential Procurement Policy Framework Act, Number and its regulations.

16.4. Bidder’s Responsibilities

16.4.1. If a Bidder identifies any ambiguities, errors or inconsistency between the various documents that

form part of this Bid, the Bidders should notify UUW and UUW will provide clarification as to the

intended position.

16.4.2. To the extent that any inconsistency exists between the terms of the General Conditions of

Contract and any other provision in the Bid, but such inconsistency is not identified by any Bidder

and/or clarified by UUW prior to submission of the Bidder’s Proposal, the terms of the General

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Conditions of Contract shall prevail.

16.5. Contact Policy

16.5.1. Bidders and their constituent Members, as well as their agents and advisors and related parties may

not contact the employees, advisors of UUW or any other UUW official(s) who may be associated with

this solicitation (other than the Bid contact persons as listed), without the prior written approval of UUW

save in the case of pre-existing commercial relationships, in which case contact may be maintained only with

respect thereto and, in making such permitted contact, no party may make reference to this solicitation or

procurement.

16.5.2. This no-contact policy does not apply to any information deemed to be in the public domain, or which is

readily available from public bodies within the Republic of South Africa where such information is not Project

specific and is not under the control of UUW.

16.5.3. Bidders, Members, their agents, advisors and related parties may not contact the employees, advisors

of UUW or any of UUW official(s) engaged in the Bid, with a view to offering, whether directly or indirectly,

any one or more of them an employment opportunity with the Bidder or any Member thereof.

16.6. Corruption

16.6.1. UUW is committed to ethical and clean business practice and will not tolerate any impropriety in any respect

and in particular with regard to the Bid.

16.6.2. If any Bidder, Member or their employees, shareholders, representatives, advisors or agents make or offers

to make any gift or other gratuity to any public official or employee of UUW, relevant authority, or consultant

to UUW for the Bid either directly or through an intermediary, UUW reserves the right to terminate its

relationship, without prejudice to any of Government’s rights, with that Bidder or responsible party or entity.

16.6.3. UUW and each Bidder must give an undertaking that everything possible would be done to avoid

irregularities, bribery and corruption. UUW reserves the right to appoint an independent probity auditor to

monitor in this regard the procurement process and the activities during the contract period.

16.7. No partnership, No offer

16.7.1. This Bid, initially is not an offer to enter into contractual relations but merely a solicitation of proposals

to select a Successful Bidder and to conclude negotiations with such Successful Bidder. Thereafter the

Successful Bidder together with UUW shall enter into a Service Level Agreement.

16.8. Independent Submission

16.8.1. By responding to this Bid document each Bidder and its constituent Members certifies that:

16.8.1.1. its proposal has been submitted independently, without consultation, communication, or

agreement for restricting competition, with any other Bidder or to any other competitor or

potential competitor.

16.8.1.2. unless otherwise required by law, the relevant proposal has not been knowingly disclosed by it

and will not knowingly be disclosed by it prior to opening, directly or indirectly to any other Bidder,

member of another Bidder or to any competitor or potential competitor; and

16.8.1.3. no attempt has been made or will be made by it to induce any other person or firm to submit

a proposal for the purpose of restricting competition.

16.8.2. The attention of each Bidder and their constituent Members is also drawn to Section 4(1) (b) (iii) of the

Competition Act Number , which prohibits ‘collusive tendering’.

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16.8.3. Any material failure on the part of a Bidder to comply with the Mandatory Requirements listed in this Bid, to

the extent that same are not waived by UUW, may result in a proposal being treated as non-compliant. Non-

compliant responses may be rejected without being further evaluated.

16.9. Grounds for Disqualification

16.9.1. The following events, in addition to any other events contained in this Bid Document, constitute (without

being exhaustive) grounds upon which a Bidder (or if appropriate in UUW determination, any Member

thereof) may be disqualified at any stage of the Project procurement process:

16.9.1.1. an infringement of the confidentiality undertaking by any Bidder, Member or any director, officer,

agent, trustee or advisor of the Bidder and/or Member.

16.9.1.2. past, present, or future participation by any Bidder, Member or any director, officer, agent,

trustee or advisor of the Bidder and/or Member in any activity which may constitute

corruption, bribery or impropriety, during the procurement process, or any other government

procurement process.

16.9.1.3. an infringement by any Bidder, Member or any director, officer, agent, trustee or advisor of the

Bidder and/or Member of any one or more of the provisions of Contact Policy, Independent

Submission, or Corruption or any portion of such section(s).

16.9.1.4. Any Bidder and/or their constituent Member(s) that engages or communicates with any of the

officials, agents or advisors to the Bid on any matter concerning the Bid at any time during the

procurement process, without due authority of the UUW, shall be disqualified from further

participation in the procurement process.

16.9.1.5. Bidders are required to submit correct and true information. Failure to provide correct and

true information constitutes a ground for disqualification.

16.9.1.6. Any change in composition, control or structure of a Bidder or any one or more of its

Members from that set out in their response to the RFP, without the prior written consent

for UUW constitutes a ground for disqualification.

16.10. Undertaking by Bidders

16.10.1 By signing a submission in response to this Bid Document, each Bidder signatory warrants that save as

disclosed in writing to UUW , the response to this Bid Document and the information supplied by it (and its

constituent members) remains true and warrants further that, save for any disclosures in writing to UUW,

each Member of the Bidder has:

16.10.1.1. not passed a resolution nor is the subject of an order by the court for the company's winding-

up.

16.10.1.2. not been convicted of a criminal offence relating to the conduct of its business or

profession.

16.10.1.3. not committed an act of grave misconduct in the course of its business or profession.

16.10.1.4. fulfilled obligations relating to the payment of taxes under the laws of the Republic of South

Africa.

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16.10.1.5. not made any misrepresentation in providing any of the information required in relation to the

above; and

16.10.1.6. not had any of their directors and/or shareholders listed on the Register of Tender Defaulters

in terms of the Prevention and Combating of Corrupt Activities Act Number , as

a person prohibited from doing business with the public sector.

17. Incorrect or misleading information

UUW may disqualify any Bidder and/or revoke any decision in respect of the selection of a Successful Bidder or the

announcement of the successful conclusion of negotiations with the Successful Bidder if such decision was based on

incorrect information which the Bidder or its constituent members, advisors and/or agents provided in response to

this Bid.

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18. Authority to sign

Bid No: ______________________________________

Description: __________________________________________________________________________

Name of Close Corporation / Company / Partnership / Trust /Sole proprietor or sole trader:

Name: _________________________________________________________________

Registration Number: ___________________________________________RESOLUTION OF THE

DIRECTORS OF THE COMPANY etc. RESOLVED that _____________________________, in his/her

capacity as___________________________________ is authorized to make applications on behalf of the

Close Corporation / Company / Partnership / Trust /Sole proprietor or sole trader for:

Any documentation relating to the business (which is not necessarily a change of ownership). The nominated

person will also have access to webpage for the business. Signature(s) for Close Corporation / Company /

Partnership / Trust/ Sole proprietor or sole trader. (Sole member to sign this resolution)

Signature of members:

Name Signature Date

Nb: failure to complete, sign and date the resolution as outlined above will result

In the tenderer rendered incomplete and may be disqualified/ alterntatively the

Tenderer may attach a signed company resolution on a company letterhead

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19. Sbd 4 - bidder’s disclosure

20. Purpose of the form

1.1 Any person (natural or juristic) may make an offer or offers in terms of this invitation to

bid. In line with the principles of transparency, accountability, impartiality, and ethics

as enshrined in the Constitution of the Republic of South Africa, 1996 (Constitution),

and further expressed in the various applicable legislation, it is required for the bidder

to make this declaration in respect of the details required hereunder.

1.2 If a person is listed in the Register for Tender Defaulters and/or the List of Restricted

Suppliers, that person will automatically be disqualified from the bid process.

2. Declaration on employment by organ of state

2.1 Is the bidder, or any of the directors / trustees / shareholders / members / partners of

the bidder employed by an organ of state, as defined in section 239 of the Constitution?

Yes/no

2.2 If YES, furnish particulars of the names, individual identity numbers, in the table below:

Full Name Identity Number Name of organ of state

2.3 Do you, or any person connected with the bidder, have a relationship with any person

who is employed by the procuring institution? YES/NO

2.3.1 If so, furnish particulars:

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

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

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

1. the power, by one person or a group of persons holding the majority of the equity of

an enterprise, alternatively, the person/s having the deciding vote or power to influence

or to direct the course and decisions of the enterprise.

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2.4 Does the bidder or any of its directors/trustees/shareholders members/partners or any

person having a controlling interest in the enterprise have any interest in any other

related enterprise, whether or not they are bidding for this contract?

Yes/no

2.4.1 If so, indicate all companies registered in the CSD in the table below:

Supplier registration number Status (active/inactive/deleted)

(Maaa)

Failure to disclose all CSD-registered active companies linked to all Directors will

lead to disqualification.

3 general declaration

I, ............................................................................................., the undersigned, in

submitting the accompanying bid, do hereby make the following statements that I certify

to be true and complete in every respect:

3.1 I have read and I understand the contents of this disclosure.

3.2 I understand that the accompanying bid will be disqualified if this disclosure is found to

be false.

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

consultation, communication, agreement or arrangement with any competitor.

3.4 In addition, there have been no consultations, communications, agreements or

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

including methods, factors or formulas used to calculate prices, market allocation, the

intention or decision to submit or not to submit the bid, bidding with the intention not to

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

bid invitation relates.

3.5 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.

3.6 There have been no consultations, communications, agreements or arrangements made

by the bidder with any official of the procuring institution in relation to this procurement

process prior to and during the bidding process except to provide clarification on the bid

submitted where so required by the institution; and the bidder was not involved in the

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drafting of the specifications or terms of reference for this bid.

3.7 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, 1998 (Act No.

) and or may be referred to law enforcement agencies for criminal

investigation and or may be restricted from conducting business with the state for a

period not exceeding 10 years in terms of the Prevention and Combating of Corrupt

Activities Act, 2004 (Act No. ) or any other applicable legislation.

I certify that the above is correct.

I accept that the procuring institution may reject the bid or take

Appropriate action against me if this declaration is false.

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

Signature Date

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

Designation Name of bidder

Disclaimer:

‘’Please insert a similar table/schedule as indicated in section 2.4.1 If the

Space provided is insufficient or alternatively, put a line through and state

As per csd report”

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20. Popia consent

POPIA consent by the Bidder

1. uMngeni-uThukela Water undertakes to process the personal information of the Bidder and

any related information supplied only in accordance with the conditions of lawful processing

as set out in terms of POPIA and only to the extent that it is necessary to evaluate the tender

document and within the framework of the Procurement process.

2. The bidder acknowledges that the collection of personal information is only for the

evaluations process of the tender document.

3. The bidder irrevocably and unconditionally agrees-

a) That he/she is notified of the purpose and reason for the collection and processing of such

information in so far as it relates to the tendering and evaluation process,

b) That he/she consents and authorizes the uMngeni-uThukela Water to undertake the

collection, processing, and further processing of the bidder ’s personal information and any

information supplied to uMngeni-uThukela Water, for the purposes of evaluating the tender

document.

4. The bidder gives and authorises this consent unconditionally for uMngeni-uThukela Water to

lawfully process their personal information solely to evaluate the tender document

Thus, Done and Signed at On This Day of 20____

The Director / CEO Name and Surname.

Witnesses _______________________

(Signature)

Witnesses _______________________

(Signature)

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21. Sbd 6.1 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);

1.2 To be completed by the organ of state

a) The applicable preference point system for this tender is the 80/20 preference point

system.

b) The 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

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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−Pmin

Ps= 80(1− ) or Ps= 90(1− Pt−Pmin )

Pmin Pmin

Where

Ps = Points scored for price of tender under consideration

Pt = Price of tender under consideration

Pmin = Price of lowest acceptable tender

3.2. 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−Pmax

Ps= 80(1+ ) or Ps= 90(1+ Pt−Pmax )

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:

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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.

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

(Note to organs of state: The 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.)

(To be (To be completed by the

completed by tenderer)

the organ of

state)

Number of Number of points claimed

The specific goals allocated points in points (80/20 system)

terms of this tender

allocated

[select where applicable to this bid]

(80/20 system)

51% owned by Youth 10

51% owned by Women 10

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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 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 in

paragraphs 1.4 and 4.2, the contractor may be required to furnish 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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22. DECLARATION REGARDING CONTRACT PARTICIPATION GOALS- Not applicable

Mandatory Requirement For tenders where the CPG target is applicable, those that do not offer a minimum

CPG participation of 35% (including a minimum 25% for enterprises from uMngeni-uThukela Water area

of operation participation and 10% for Local participation of the value of goods, services and Works paid

to one or more enterprises (CPG Partner/s)) according to the requirements mentioned above, will be

deemed ineligible.

I, the undersigned, in submitting the accompanying bid:

(Bid Number and Description)

in response to the invitation for the bid made by: UMNGENI-UTHUKELA WATER, do hereby make the

following declaration and certify the statements contained herein 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 Declaration and the fully completed bid document

accompanying this declaration;

2. I understand and declare that the accompanying bid will, and must, be disqualified if this

Declaration is found not to be true and complete in every respect;

3. I understand and declare that in the event that this bid is successful, I will be required to, and shall,

fully implement the commitments that are submitted with this bid, in particular regarding the

Bidder’s contract participation goals and commitments towards the allocation of certain portion of

the contract to small and emerging entities. Failure to implement such commitments as outlined

in the bid document (in particular, as detailed in the bill of quantities) and or failure to provide the

relevant information within the prescribed period as determined in the Letter of Intention to Award

the Bid, shall automatically disqualify this bid from further consideration and the Employer has the

right to, and must, then award the bid to the next highest ranked bidder; and as a result I or the

bidder or any of its directors shall have no recourse against uMngeni-uThukela Water.

4. I am authorized by the bidder to sign this Declaration, and to submit the accompanying bid, on

behalf of the bidder;

5. 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;

6. I am aware that, and do consent to, the disqualification of my or the bidder’s future bids with

uMngeni-uThukela Water in the event that the commitments made herein are not fulfilled and that

such non-fulfillment amounts to abuse of uMngeni-uThukela Water’s supply chain policies and

procedures and/or empowerment objectives which must be penalized, over and above the

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contractual sanctions as agreed to in line with the contract signed with uMngeni-uThukela Water,

with a sanction of restricting me and or my company (the bidder) and or any of its directors from

conducting business with uMngeni-uThukela Water for a period not exceeding ten (10) years.

7. I consent that should my company (the Bidder) deviate from the commitments and the spirit of the

CPG objectives as agreed to, shall amount to a repudiation of the contractual arrangement

between the two parties ( uMngeni-uThukela Water and the Bidder); and uMngeni-uThukela

Water shall have the right to terminate the contract with immediate effect and without giving my

company (the Bidder) prior notice to remedy the breach.

Full Names & Surname Signature Date

(Duly authorized)

Position Name of Bidder

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1. Glossary of terms ......................................................................................... 5

2. Bid submission ................................................................................................... 6

3. Bidders’ due diligence ................................................................................... 6

4. Compulsory briefing session ..................................................................... 6

5. Bid documents ................................................................................................... 7

6. Submission of proposals ............................................................................. 7

7. Bid contact person/s ..................................................................................... 8

8. Bid validity period ........................................................................................... 8

9. General bid requirements ........................................................................... 8

10. Contract participation goals ................................................................. 10

11. Insurance ......................................................................................................... 12

12. Qualification and evaluation .................................................................. 13

13. Confidential information .......................................................................... 16

14. Intellectual property ............................................................................... 16

15. Indemnity ........................................................................................................... 16

16. Governing laws and rules ........................................................................ 16

17. Incorrect or misleading information .................................................. 19

18. Authority to sign .......................................................................................... 20

19. Sbd 4 - bidder’s disclosure ........................................................................ 21

2.1 UUW provides the information which is contained in or sent with this Bid or which is made available in

connection with any further enquiries or in subsequent Briefing Notes, in good faith.

2.2 This document (which expression shall include all other information, written or oral, made available during the

procurement process) is being made available by the UUW to potential Bidders on the condition that it is used

solely for this procurement process and for no other purpose. UUW is not obliged to accept any response to

this Bid.

2.3 Bidders will be deemed to have satisfied themselves as to the authority of the UUW and to be fully acquainted

with the laws of South Africa (including without limitation all statutes and regulations on a national, provincial

and municipal level).

2.4 Each Bidder to whom this Bid Document (and other related documents) is made available must make his,

her or its own independent assessment of the Bid.

2.5 While reasonable care has been taken in preparing this Bid Document and other related documents, it does

not purport to be comprehensive or to have been verified by the UUW, its officials, employees, advisors

or any other person. The UUW, its officials, employees or any of its advisors do not accept any liability or

responsibility for the adequacy, accuracy or completeness of any of the information or opinions stated in this

2.6 No representation or warranty, express or implied, is or will be given by the UUW, or any of its officers,

employees, servants, agents or advisors with respect to the information or opinions contained in this Bid

howsoever arising is hereby expressly disclaimed.

2.7 UUW reserves the right to amend, modify or withdraw this Bid, or to amend, modify or terminate any of the

procedures or requirements of the Bid at any time and from time to time, without prior notice and without

liability to compensate or reimburse any Bidder.

2.8 If any Bidder or Bidder, its employees, advisors or agents make or offer to make any gift to any public official

or employee of the UUW, consultant to the UUW, either directly or through an intermediary then, such Bidder

or Bidder will be disqualified forthwith from participating in the procurement process.

3. Bidders’ due diligence

3.1. Upon receipt of proposals from Bidders, UUW will assume that the Bidder has sufficiently familiarized

themselves with the content of the Bid Documents, its volumes, schedules and related annexures.

one or more of the Bidders and/or Member(s) whether in breach of the provisions of this Bid or other

applicable legal requirements, then UUW shall have the right to recover from the said Bidder and/or Member(s)

whose conduct has tainted the process any other damages or costs to UUW flowing from such termination.

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11.1 Public Liability Insurance

Minimum Cover is: R10 000 000 (Ten million Rand)

Period of cover: For the period of performance

11.2 Professional Indemnity Insurance

Minimum Cover is: R5 000 000 (Five million Rand)

Period of cover: For the period of performance

to review the same for the purpose of this procurement.

13.4. The Confidential Information provided by UUW may be made available to a Bidder’s Relevant Entity, members,

employees and professional advisors who are directly involved in the appraisal of such information (who must

be made aware of the obligation of confidentiality).

13.5. Bidder’s Relevant Entity, members, employees and professional advisors shall not be entitled to, either in whole

or in part; copy, reproduce, distribute or otherwise make available to any other party the Confidential Information

without the prior written consent of UUW.

13.6. The Confidential Information may not be used for any other purpose than that for which it is intended.

13.7. Bidders, Relevant Entities, members, employees and professional advisors may be required to sign

confidentiality agreements.

from any claim or liability and defend any action brought or legal step against UUW for its refusal to disclose

materials marked confidential, trade secret or other proprietary information to any person seeking access

thereto.

16.8. Independent Submission

16.8.1. By responding to this Bid document each Bidder and its constituent Members certifies that:

16.8.1.1. its proposal has been submitted independently, without consultation, communication, or

agreement for restricting competition, with any other Bidder or to any other competitor or

potential competitor.

16.8.1.2. unless otherwise required by law, the relevant proposal has not been knowingly disclosed by it

and will not knowingly be disclosed by it prior to opening, directly or indirectly to any other Bidder,

member of another Bidder or to any competitor or potential competitor; and

16.8.1.3. no attempt has been made or will be made by it to induce any other person or firm to submit

a proposal for the purpose of restricting competition.

16.8.2. The attention of each Bidder and their constituent Members is also drawn to Section 4(1) (b) (iii) of the

Competition Act Number , which prohibits ‘collusive tendering’.

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16.8.3. Any material failure on the part of a Bidder to comply with the Mandatory Requirements listed in this Bid, to

the extent that same are not waived by UUW, may result in a proposal being treated as non-compliant. Non-

compliant responses may be rejected without being further evaluated.

16.9. Grounds for Disqualification

16.9.1. The following events, in addition to any other events contained in this Bid Document, constitute (without

being exhaustive) grounds upon which a Bidder (or if appropriate in UUW determination, any Member

thereof) may be disqualified at any stage of the Project procurement process:

16.9.1.1. an infringement of the confidentiality undertaking by any Bidder, Member or any director, officer,

agent, trustee or advisor of the Bidder and/or Member.

16.9.1.2. past, present, or future participation by any Bidder, Member or any director, officer, agent,

trustee or advisor of the Bidder and/or Member in any activity which may constitute

corruption, bribery or impropriety, during the procurement process, or any other government

procurement process.

16.9.1.3. an infringement by any Bidder, Member or any director, officer, agent, trustee or advisor of the

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 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 in

paragraphs 1.4 and 4.2, the contractor may be required to furnish 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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company (the Bidder) prior notice to remedy the breach.

Bid validity period: 120 calendar days from closing date. Extensions may be requested in writing. Bidders must submit original plus one electronic copy on USB. Proposals must be in English. Signing requirements for single entities and consortia/joint ventures, including authorisation resolutions and consortium agreements.

12. Qualification and evaluation .................................................................. 13
13. Sbd 6.1 Preference points claim form in terms of the
14. Qualification and evaluation

12.1. Evaluation Approach

UUW has adopted a three (3) stage approach in evaluating bids, being

Stage 1: Mandatory Requirements.

Stage 2: Evaluation of functionality and technical responsiveness

Stage 3: Price and Preference goals

12.2. Stage 1: Mandatory Requirements

12.3. Stage 2: – Evaluation of Functionality

The purpose of application of qualification criteria is to determine the functionality of each proposal by assessing the

quality thereof. Below is a detailed breakdown of the scoring criteria

Bidders from the second stage who have achieved 70 points or more will be eligible to submit to be evaluated on

Price and Specific Goals.

Functionality criteria (100)

Functionality criteria Description of requirements Maximu

equal or above the value of One Million per year.  1 Project – 40 points

 2 Project – 60 points

Provide the following to be scored:  3 Projects – 80 points

 Provide signed proof from the  ≥4 Projects – 100 points

contracts.  3 Years – 30 points

 4 Years – 50 points

 5 Years – 80 points Relevant experience in projects of a similar nature.

≥ 6 Years – 100 points (prov

bsequent to the evaluation of essential minimum criteria and functional criteria, the third stage of evaluation