Appointment of a debt collection agency for a period of three (3) years

{"name":"Mr. MATHEKGA","email":null,"phone":"015 633 4561","department":"F Lebowakgomo, on or before closing date and time. The","address":null}

Returnable Documents: re to do so will result in disqualification), will result in disqualification), i. Copy of the entity/company registration certificate must be submitted, ii. Certified copies of IDs for all Director(s) must be attached, iii. Tax compliance pin/ CSD number must be completed in, bidder/s. OR in case of a lease agreement, a signed, lease agreement by both parties must be attached., NB: Failure to adhere to the above-mentioned requirements will results to disqualification

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

T26

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

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:

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

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.)

Number of points allocated Number of points

claimed (80/20 system) The specific goals allocated (80/20 system)

points in terms of this tender

(To be completed

by the tenderer)

100% Black Person owned as per 04

Csd

People or Businesses residing with

Lepelle- Nkumpi Local Municipality

04 as per proof of residence

Woman for 100% Woman owned

Company as per CSD 04

People with disability for 100%

disability owned company as per CSD 04

Youth (18 to 35 years)

for 100% Youth owned company as 04

per CSD

T27

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Declaration with regard to company/firm

4.2 Name of company/firm

4.3 Company registration number

4.4 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]

4.5. I, the undersigned, who is duly authorized to do so on behalf of the company/firm, certify that the points

claimed, based on the specific goals of this bid, qualifies the company/firm for the preference(s) shown and I

acknowledge that:

a) The information furnished is true and accurate;

b) The preference points claimed are in accordance with the general conditions as indicated in

paragraph 1 of this form;

c) In the event of a contract being awarded as a result of points claimed as shown in the paragraph 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;

d) 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, in addition to any other remedy it may have:

i. disqualify the person from the bidding processes;

ii. recover costs, losses or damages it has incurred or suffered as a result of that person’s

conduct;

iii. cancel the contract and claim any damages which it has suffered as a result of having to

make

less favorable arrangements due to such cancellation;

iv. recommend that the bidder or contractor, its shareholders and directors, or only the

shareholders and directors who acted in a fraudulent manner, be restricted from obtaining

business from any organ of state for a period not exceeding 10 years after the audi alteram

partem rule has been applied; and

v. forward the matter for criminal prosecution, if deemed necessary.

T28

Witnesses

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

1. ............................................ Signature(s) of bidders(s)

Date: .........................................

2. ...........................................

Address .........................................

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

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

T29

Annexure “e”

Mbd 7.1

Contract form - purchase of goods/services

This form must be filled in duplicate by both the successful bidder (part 1) and the purchaser

(Part 2). Both forms must be signed in the original so that the successful bidder and the

Purchaser would be in possession of originally signed contracts for their respective records.

Part 1 (to be filled in by the bidder)

1. I hereby undertake to supply all or any of the goods and/or services described in the attached bidding documents to

(name of institution) ........................................................ in accordance with the requirements and specifications stipulated

in bid number ............................. at the price/s quoted. My offer/s remain binding upon me and open for acceptance by

the purchaser during the validity period indicated and calculated from the closing time of bid.

2. The following documents shall be deemed to form and be read and construed as part of this agreement:

(i) Bidding documents, viz

• Invitation to bid;
• Proof of Tax Compliance Status;
• Pricing schedule(s);
• Technical Specification(s);
• Preference claim form for Preferential Procurement in terms of the Preferential Procurement

Regulations;

• Declaration of interest;
• Declaration of bidder’s past SCM practices;
• Certificate of Independent Bid Determination;
• Special Conditions of Contract;

(ii) General Conditions of Contract; and

(iii) Other (specify)

3. I confirm that I have satisfied myself as to the correctness and validity of my bid; that the price(s) and rate(s) quoted

cover all the goods and/or works specified in the bidding documents; that the price(s) and rate(s) cover all my obligations

and I accept that any mistakes regarding price(s) and rate(s) and calculations will be at my own risk.

4. I accept full responsibility for the proper execution and fulfilment of all obligations and conditions devolving on me under

this agreement as the principal liable for the due fulfillment of this contract.

5. I declare that I have no participation in any collusive practices with any bidder or any other person regarding this or any

other bid.

6. I confirm that I am duly authorised to sign this contract.

Name (print) .................................................

Witnesses

Capacity .................................................

1 ......................

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

2. ........................ Name of firm .................................................

Date ................................................ Date: .........................

T30

The successful bidder will be required to fill in and sign a written contract form (mbd7).

Bid response documents may be deposited in the bid box

Situated at unit 170 ba, civic centre

Lepelle-nkumpi local municipality

Unit 170 ba, civic centre

Lebowakgomo

0737

Supplier information

Name of bidder

Postal address

Street address

Numbe

Telephone number code r

Cellphone number

Numbe

Facsimile number code r

E-mail address

VAT registration number

TAX COMPLIANCE STATUS TCS PIN: OR CSD No:

Are you a

Foreign based are you the accredited

Supplier for

Representative in south

Yes No THE GOODS Yes No AFRICA FOR THE GOODS

/Services /services offered?

[If yes enclose proof] offered? [If yes, answer part b:3 ]

Total number of items

Offered total bid price r

Signature of bidder

.................................... Date

Capacity under which this bid

Is signed

Bidding procedure enquiries may be directed to: technical information may be directed to:

Lepelle Nkumpi Local

DEPARTMENT Municipality CONTACT PERSON Mathekga Daniel

Mavhungu E TELEPHONE

Contact person number 015 633 4561

015 633 4616/4531/4538 facsimile

Telephone number number (015) 633 6896

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FACSIMILE NUMBER (015) 633 6896 E-MAIL ADDRESS daniel.mathekga@lepelle-

nkumpi.gov.za

elelwani.mavhungu@lepelle

E-MAIL ADDRESS - nkumpi.gov.za

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Part b

Terms and conditions for bidding

1. Bid submission:

1.1. Bids must be delivered by the stipulated time to the correct address. Late bids will not be

Accepted for consideration.

1.2. All bids must be submitted on the official forms provided (not to be re-typed) or online

1.3. This bid is subject to the preferential procurement policy framework act and the

Preferential procurement regulations the general conditions of contract (gcc) and, if

Applicable, any other special conditions of contract.

2. Tax compliance requirements

2.1 Bidders must ensure compliance with their tax obligations.

2.2 Bidders are required to submit their unique personal identification number (pin) issued by SARS

To enable the organ of state to view the taxpayer’s profile and tax status.

2.3 Application for the tax compliance status (tcs) certificate or pin may also be made via e-filing. In

Order to use this provision, taxpayers will need to register with SARS as e-filers through the

Website www.SARS.GOV.ZA.

2.4 Foreign suppliers must complete the pre-award questionnaire in part b:3.

2.5 Bidders may also submit a printed tcs certificate together with the bid.

2.6 In bids where consortia / joint ventures / sub-contractors are involved, each party must

Submit a separate tcs certificate / pin / csd number.

2.7 Where NO tcs is available but the bidder is registered on the central supplier database (csd),

A csd number must be provided.

3. Questionnaire to bidding foreign suppliers

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

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

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

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

3.5. 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

Compliance status system pin code from the south african revenue service (SARS) and if not

Register as per 2.3 Above.

Nb: failure to provide any of the above particulars may render the bid invalid.

NO bids will be considered from persons in the service of the state.

Signature of bidder: ...................................................

Capacity under which this bid is signed: ...................................................

Date: ...................................................

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Form “B”

Bid specification

1. Scope of work and terms of reference

Lepelle-Nkumpi Local Municipality wishes to appoint a Debt Collection Agency on an as and when required

basis, for a period of 36 months with effect from date of acceptance. The Municipality will require the successful

bidders to provide the following services:

a) Tracing of all handed-over debtors (Residential, business and Farms).

b) Locate debtors and information needed to succeed in recoveries.

c) Obtain outstanding information from debtors where possible.

d) Setting up and maintain debtor’s files.

e) Reporting on a monthly basis on the status of the various debtors handed over for collection, as well as the

successful collection of the capital amount in arrears.

f) Provision of a service which is expedient, economical and feasible backed by experience, resources and

appropriate technology.

g) Negotiate and manage repayments plans.

h) Conduct a recovery services by collecting and revering all outstanding monies by means of telephonic, as

well as written communication.

i) Submit all relevant enquiries and requests obtained from defaulters with respect to the debts outstanding.

j) Submit year-end reports regarding the status quo of debtors.

k) Collection of arrear un-metered service and sundry charges from active and in-active rate payers as identified

by Lepelle-Nkumpi Local Municipality.

.

Arrear un-metered and sundry service charges will be service charges outstanding for a period in excess

of 90 days from the due date, or such alternative period / date the municipality may determine.

The collection of arrear metered, un-metered and sundry charges will entail:

i. Hand-over of specific accounts, within debt collection criteria, to bidder reflecting all relevant account holder

details, account balance and service breakdown.

ii. Agents to assist account holders with resolving of hand-over account enquiries in terms of Lepelle-Nkumpi’s

Debt and Credit Control Policy.

iii. Identification of indigent debtors through the normal debt collection processes and acquiring of required

application details in terms of the approved Indigent Policy.

iv. Evaluation, acceptance and capturing of payment arrangements on the Solar Financial System.

v. Collection of arrear payments due to the municipality; including interest, legal penalties, Value Added Tax

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and any other arrear amount reflected on the rate payer’s handed-over account.

vi. Submission in electronic format of updated account holders’ personal contacts or related details.

vii. Submission of detailed monthly progress reports in respect of individual debtors accounts.

2. Extent of collection process:

The collection process will consist of a PRE-LEGAL, LEGAL and ADMINISTRATIVE processes.

Lepelle-Nkumpi Municipality administration will identify accounts to be handed over to the appointed collection

agent only after certain internal debt control procedures have been effected. These procedures will include, but

not limited to:

• Issue of reminder notices;

• Issue of demand letters;

• Issue of final notices; or

• Any internal collection strategy and or incentive implemented collectively by Lepelle-Nkumpi

Municipality.

Lepelle-Nkumpi Local Municipality shall timeously issue formal instructions to the appointed debt collection

agent to collect such amounts owing to it. These instructions will include both active and in-active accounts.

In-active accounts refer to accounts where the owner of the property, tenant or contractor vacated the

premises or sold the property and where no active services are levied whilst an arrear amount remained

payable.

PRE-LEGAL process will entail the following:

i. Lepelle-Nkumpi Local Municipality shall from time to time; and in its discretion instruct the collection agent to

collect any debt by delivering to the collection agent, electronically or any other form reasonably acceptable,

details of debt and debtor details as reflected on the municipality’s financial system to enable the collection

agent to collect such debt.

ii. In the event that current debtor information is incorrect or insufficient, the collection agent is to make use of

any legal tracing method or access any relevant external data source to obtain correct debtor details. These

details are to be submitted to the municipality in order to update the debtors’ records.

iii. The collection agent shall issue reasonable pro-active reminders including personal contacts, demand for

payment and opportunity for re-dress in respect of all accounts handed over for collection.

iv. The collection agent shall allow sufficient time period for the account holder to respond to reminders and /

or personal contacts.

v. The collection agent shall record actions taken on Solar Financial System (subject to agreement with

municipality on the level of access to the system).

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LEGAL PROCESS will entail the following:

i. The collection agent shall, in the absence of sufficient response and / or proactive actions from account

holder, institute all necessary legal actions up to and including the granting of a warrant of execution.

ii. Issue summonses to defaulting account holders.

iii. Obtain default judgment against and black listing of defaulting account holders in terms of the municipality’s

approved CREDIT CONTROL POLICY.

iv. Obtain emolument attachments and movable asset attachment orders.

v. Obtain court order for attachment and sale in execution of immovable assets.

vi. Prior written approval from Chief Financial Officer deal with the following legal proceedings:

• Blacklisting;

• Attachment of movable assets;

• Sale in execution of immovable assets;

• Defended matters

vii. Handling of all legal matters arising from handed-over accounts.

viii. Defended matters must in ALL instances be handed over to Chief Financial

Officer for verification and allocation to the appointed external legal panel. The matter will therefore totally be

withdrawn from the collection agent.

ADMINISTRATIVE PROCESS will entail the following:

i. Formal reversal of uncollectable debt accounts with detailed steps taken in the

collection process and reasons why debts are deemed uncollectable.

ii. Recording and tracking of account enquiries and or disputes.

iii. Submission, in electronic format, of updated account holder details.

iv. Submission of information regarding prospective indigent beneficiaries.

v. Submission of formal arrangement documentation.

vi. Detailed reporting functions in respect of all related collection matters.

3. Commissionable collections

Commissionable collections will be considered only if the total or adjusted handed over amount on date of

hand-over is paid to the municipality and receipted in the financial system.

Commissionable collections will include:

i. Un-metered and sundry service charges, interest, penalties, fines, legal costs, statutory taxes and other debits

raised on the rate payers account which are reflected as arrears on date of hand over.

ii. Amounts collected in terms of Formal Debt Repayment Agreement as prescribed by the municipality will only

be commissionable if receipted; and if the conditions of agreement are adhered to for the duration of the

agreement.

iii. Amounts receipted in terms of court order and or judgment.

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iv. Amounts receipted in terms of proceeds from “Sale in Execution” of movable or immovable assets.

But will exclude:

i. Any amounts collected by the collection agent in excess of the amount actually handed over or adjusted

handed over amount even if such excess amount was collected as a result of error on the part of the municipality

or collection agent.

ii. Adjusted portion of handed-over account due to administrative, billing or account enquiry error.

iii. Accounts withdrawn from the handed-over process.

iv. Clearance debt in terms of Section 118 of Systems act (Act ) applied for before or after hand-over

for collection.

v. Amounts identified by the collection agent, to have been received by the municipality less than 90 days prior

to identification but not yet allocated to the rate payers account.

vi. Amounts identified by the collection agent as have been received by the municipality and deposited into the

council’s bank account more than 90 days prior to identification, but not yet allocated to the rate payer’s account

but where sufficient information is reflected on bank statement to effectively allocate payment to levy payer

account.

Commissionable collections will specifically EXCLUDE any amount of capital debt, legal costs, other costs

and interest written off and / or adjusted by the municipality as an incentive, administrative error or specific

circumstance as approved by the municipality in terms of delegated authority.

Additional Charges to accounts: No additional charges or commission, other than those charges legally

raised against an account by the municipality, may be raised or collected from consumers, account holders or

rate payers by an agent of the municipality.

4. Collection of payment

All payments are to be effected by debtors through the available payment methods which include electronic

payments via financial institutions, debit orders, Telkom, Easypay or cash at the municipal pay points.

All debt handed over will be on a “No collection, no pay” commission basis. The bidder should reflect the debt

commission percentage inclusive of VAT. The price of the bid will be established by the percentage or rate

tendered.

The project is commission based, therefore if there is no collection made by the service provider, no payment will

be made by Lepelle-Nkumpi Local Municipality.

5. Withdrawal of instructions

Lepelle-Nkumpi Local Municipality Instructions

Lepelle-Nkumpi Local Municipality may at any time instruct the collection agent to cease proceedings against

any particular debtor and withdraw any such instruction in respect of the collection of amount owing by any

debtor.

The municipality will not be required to submit reasons to the collection agent for withdrawal of the instruction.

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Defended Matters

In the event of the debtor indicating that the matter will be defended, the collection agent shall report such fact

to the Chief Financial Officer and shall not proceed with the prosecution of such action.

Unsuccessful collections

After a period of six (6) months from date of collection instruction being issued, the collection agent is to return

the instruction and all relevant documentation to the municipality, if the debt is not paid in full or if no satisfactory

arrangement has been concluded with debtor to pay outstanding debt.

The municipality shall be entitled to call for reasons from the collection agent as to why no collection of debt

was achieved and the collection agent shall be obliged to furnish such reasons.

General

The collection agent shall refrain from having any contact or dealings with accountholder as from the date the

withdrawal instruction is issued by the municipality; or the defended matter is handed over to the municipality

or if file is handed over due to unsuccessful collection.

The agent will have no claim against any collections or payments made after the date of withdrawal of hand-

over instruction.

Lepelle-Nkumpi Local Municipality will not be held liable for the payment of ANY costs incurred by the

collection agent up to the time of withdrawal of the instruction.

6. Software link

The appointed collection agent shall provide a suitable electronic link between the municipality’s financial

system and the computer system operated by the collection agent, to enable the municipality to transmit

instructions to the collection agent electronically.

The collection agent will ensure that their software is compatible, in all aspects, with the municipal financial

system. All costs associated with the establishing and maintaining of remote site facility will be for the collection

agent.

The Computer link will further be utilized:

a. To verify balances outstanding on any account in respect of which a handed-over instruction has been

issued.

b. To ascertain whether or not payments has been made by account holders.

c. To verify current debtors’ personal details.

d. To ascertain whether the debtor has made any settlement arrangements with the municipality.

e. To record hand-over actions taken.

f. To record debt repayment arrangements entered into with account holders.

g. To obtain such relevant account information as may be required in order to address account disputes and or

enquiries.

7. Area of service

The municipality reserves the right to appoint any bidder for any service delivery area within the area of

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jurisdiction of Lepelle-Nkumpi Local Municipality. The bidder must further accept the fact that it may not be

appointed for a specific area(s) it offered to service in terms of this document.

8. Conduct of collection agents

The information supplied by the municipality or obtained by the collection agent shall not be used by the

collection agent for any other purpose other than for the collection of the outstanding debt. The collection agent

shall ensure that the municipality is not prejudiced or projected in an unfavourable manner and shall at all times

act within the ambit of the law, the municipality’s Debt and Credit Control Policy and maintain acceptable

customer care standards.

9. Professional membership

As a professional service provider, bidders should be registered with:

• The Association of Debt Recovery Agents (ADRA) and / or

• The Law Society and Council for Debt Collectors Act No.114, of 1998.

Proof of such registration must accompany the tender document.

10. Extent of contract

The municipality cannot guarantee the extent of the supply, or the volume of work to be carried out, as this

tender comprises both assignment of specific tasks and ad-hoc allocations. Bidders must note that demand

variations in the required services will dictate the volume and frequency of the work required.

Should the agent fail to perform to the satisfaction of Council, and in terms of the Agency Agreement, the

services of the said agent will be terminated at the discretion of the municipality. If terminated, all relevant

documentation is to be handed back to the administration of the municipality and NO claims will be made

against the municipality in respect of outstanding arrangement, commissions, fees and / or costs.

11. Conflict of interest

Bidders are required to confirm that to the best of their knowledge, the acceptance of their bid would not be in

conflict with any interest, or with any other party. Bidders are required to disclose any interest whatsoever in

multiple tender submissions and relationships to councilors and / or officials of Lepelle-Nkumpi Local

Municipality. Bidder’s failure to disclose such information will lead to rejection.

12. Termination.

The contract will terminate on completion of contract period or upon written notification by the municipality due

to non-performance of contractor.

NO commission or fees will be payable in respect of any collection made or payment received after the

termination date of contract, irrespective of the type or reason for collection, including arrangement instalments.

The collection agent shall hand over all relevant material, progress reports and files in respect of unresolved

matters on termination date.

13. Process and capability proposal

Bidders are required to submit full details on the following collection processes and capabilities:

(a) Access to external debtor data information with clear distinction between Government, Provincial, Municipal

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and Private Sector data basis.

(b) Proposed methodology to be applied in respect of Pre-Legal and Legal Process.

(c) Legal capabilities

(d) Anticipated time-frames in respect of all collection processes.

(e) Call Centre capabilities

(f) Availability of bidder enquiry staff within the jurisdiction area of Lepelle-Nkumpi Local Municipality.

(g) Network and Computer systems to be deployed.

(h) Previous experience in debt collection matters.

(i) Capacity, skills and experience.

(j) Detailed proposal on Composition of team specifically allocated towards this bid with relevant qualifications

and experience in debt collection.

-14Form “c”

basis, for a period of 36 months with effect from date of acceptance. The Municipality will require the successful

bidders to provide the following services:

a) Tracing of all handed-over debtors (Residential, business and Farms).

b) Locate debtors and information needed to succeed in recoveries.

c) Obtain outstanding information from debtors where possible.

d) Setting up and maintain debtor’s files.

e) Reporting on a monthly basis on the status of the various debtors handed over for collection, as well as the

successful collection of the capital amount in arrears.

f) Provision of a service which is expedient, economical and feasible backed by experience, resources and

appropriate technology.

g) Negotiate and manage repayments plans.

h) Conduct a recovery services by collecting and revering all outstanding monies by means of telephonic, as

well as written communication.

i) Submit all relevant enquiries and requests obtained from defaulters with respect to the debts outstanding.

j) Submit year-end reports regarding the status quo of debtors.

k) Collection of arrear un-metered service and sundry charges from active and in-active rate payers as identified

by Lepelle-Nkumpi Local Municipality.

.

(a) Access to external debtor data information with clear distinction between Government, Provincial, Municipal

-13-

and Private Sector data basis.

(b) Proposed methodology to be applied in respect of Pre-Legal and Legal Process.

(c) Legal capabilities

(d) Anticipated time-frames in respect of all collection processes.

(e) Call Centre capabilities

(f) Availability of bidder enquiry staff within the jurisdiction area of Lepelle-Nkumpi Local Municipality.

(g) Network and Computer systems to be deployed.

(h) Previous experience in debt collection matters.

(i) Capacity, skills and experience.

(j) Detailed proposal on Composition of team specifically allocated towards this bid with relevant qualifications

and experience in debt collection.

-14Form “c”

Pricing schedule

Total commission including VAT %

15% VAT will only be applicable to registered VAT vendors

-15Form “d”

Bidders’ previous Experience (company) - Company has at least executed

four (4) or more debt collection

Bidders are expected to demonstrate that they have previous 30 projects in the past.

experience in delivering similar service.

-Company has executed three

(Bidders are to provide signed appointment and reference (3) debt collection projects in the 20 letters on the letterhead of the institution) past.

-Company has executed two (2)

debt collection projects in the 10

past

where in all the legal processes of the debt collection function

5 are performed (i.e. company profile with organisational

structure, including qualifications of key personnel, etc.)

Profile of key staff -The company have 5 or more 30

debt collectors with experience

(The abridged CV and attach proof of qualification with a of more than 5 years

minimum of diploma in finance /accounting/legal field or -The company have 3-4 debt

collectors with experience of business management or higher). 20

more than 5 years

-The company have 1-2 debt

collectors with experience of 10

more than 5 years

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Financial standing / Ability rating to execute the project A - C 10

Attach Bidder’s stamped bank(financial)rating letter

D 07

F 05

Total 100

The bidder is expected to score a minimum of 70 points to be evaluated further

3. Price and Preference Point system (Special goals) – Phase three

Total commission including VAT %

15% VAT will only be applicable to registered VAT vendors

-15Form “d”

Responsiveness and evaluation

The following evaluation process and criteria will be used to evaluate all bids submitted:

All bids received shall be evaluated in terms of Supply Chain Management Regulations, Lepelle – Nkumpi

Local Municipality Supply Chain Management Policy, The Preferential Procurement Policy Framework Act,

and other applicable legislation.

The evaluation criteria consist of the following three (03)

phases:

Phase 1 – Administration compliance

Phase 2- Functionality

Phase 3- Price and special goals points

Bids in administrative compliance must meet the requirements of each phase in order to qualify for

further evaluation

Bids in functionality phase must meet minimum points of 70 to qualify for further evaluation and below 70

points bidders will be disqualified.

1. Administrative Compliance – Phase one

Responsiveness criteria

1. The bid must be properly received in a sealed envelope clearly indicating the description of the

service and the bid number for which the bid is submitted. The municipality will not take any

responsibility of the lost documents due to poor packaging.

2. The bid must be deposited in the relevant bid box as indicated on the notice of the bid on or

before the closing date and time of the bid.

3. The following MBD forms 1, 3.3, 4,5, 6.1, 8, and 9 must be completed in full. In case of a joint

venture, MBD forms should be completed by an authorized JV representative. (Failure to do so

will result in disqualification)

i. MBD 1 – Invitation to bid

ii. MBD 3.3- Pricing schedule (Professional services)

iii. MBD 4 – Declaration of interest

iv. MBD 5 – Declaration for procurement above R10 million (vat included)

v. MBD 6.1 – Preference points claim form

vi. MBD 8 – Declaration of bidder’s past supply chain management practices

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vii. MBD 9 – Certificate of independent bid determination

4. All pages must be initialized or signed. (failure to do so will result in disqualification)

5. Alterations must be signed or initialized. (failure to do so will result in disqualification)

6. The use of tippex will automatically disqualify your bid

7. The bid document and attached annexure must be completed in indelible ink. (failure to do so

will result in disqualification)

8. The bidder must attach following with the tender:

i. Copy of the entity/company registration certificate must be submitted

with the bid, if applicable.

ii. Certified copies of IDs for all Director(s) must be attached

(Certification not older than 3 months before the closing date)

iii. Tax compliance pin/ CSD number must be completed in

MBD form 1.

iv. Authority for signatory – attach resolution in case of

more than one director

v. Bidder/s (Company and director/partner or sole

propriety) must attach proof of municipal rates on

municipality letterhead which are not older than 90 days.

If the statement of municipal rates is not in the name of

the bidder an affidavit from SAPS must be attached. OR

Letter of traditional authority not older than 90 days for

bidder/s. OR in case of a lease agreement, a signed

lease agreement by both parties must be attached.

NB: Failure to adhere to the above-mentioned requirements will results to disqualification

-17-

2. Functionality – Phase two

The bidders who complied administratively are considered for further evaluation on ability to execute the

project.

The assessment of functionality will be done in terms of the evaluation criteria and minimum threshold as

specified. Bidders are notified that a minimum of 70 points should be achieved in order to be evaluated further,

a bid will be disqualified if it fails to meet the minimum threshold for functionality.

Functionality Scorecard

Evaluation Criteria Activity Description Points

In – house Debt Collection software - Proof of software license (25) 25

Bidders are expected to provide proof of having an in-house - No Proof of software license (0)

software or system for debt collection process that is currently

in use highlighting how it deals with the activity description.

Bidders are expected to demonstrate the capability of their

software to interface with the municipality’s Solar Financial

Management System.

Bidders’ previous Experience (company) - Company has at least executed

four (4) or more debt collection

Bidders are expected to demonstrate that they have previous 30 projects in the past.

experience in delivering similar service.

-Company has executed three

(Bidders are to provide signed appointment and reference (3) debt collection projects in the 20 letters on the letterhead of the institution) past.

-Company has executed two (2)

debt collection projects in the 10

past

In house legal division

Bidders are required to provide proof of in-house legal division,

where in all the legal processes of the debt collection function

5 are performed (i.e. company profile with organisational

structure, including qualifications of key personnel, etc.)

Profile of key staff -The company have 5 or more 30

debt collectors with experience

(The abridged CV and attach proof of qualification with a of more than 5 years

minimum of diploma in finance /accounting/legal field or -The company have 3-4 debt

collectors with experience of business management or higher). 20

more than 5 years

-The company have 1-2 debt

collectors with experience of 10

more than 5 years

-18-

Financial standing / Ability rating to execute the project A - C 10

Attach Bidder’s stamped bank(financial)rating letter

D 07

F 05

Total 100

The bidder is expected to score a minimum of 70 points to be evaluated further

3. Price and Preference Point system (Special goals) – Phase three

All bids received shall be evaluated in terms of the Supply Chain Management Regulations, Lepelle-Nkumpi

Municipality Supply Chain Management Policy, the Preferential Procurement Policy Framework Act, amended

PPR 2022 and other applicable legislations.

Evaluation on price and preference point system

Evaluation Criteria Points

1. Price 80

2. Preference point (Special goals) 20

3. Total 100

Special goals are awarded as per the following table:

Number of points

allocated

The specific goals allocated points in terms of this tender

Special goals: 20 points

(Percentage %) Black Person owned as per CSD

People or Businesses residing within Lepelle-Nkumpi Local 04

Municipality as per proof of residence

(Percentage %) owned by black people who are women as per CSD

(Percentage %) owned by black people who are disabled as per CSD

(Percentage %) owned by black people who are youth as per CSD

The Council reserves the right to accept all, some, or none of the bids submitted – either wholly or in part – and

it is not obliged to accept the lowest bid.

By submitting this bid, bidders authorize the Council or its delegate(s) to carry out any investigation deemed

necessary to verify the correctness of the statements and documents submitted and that such documents

reasonably reflect the ability of the Bidder to provide the goods and services required by the Council.

-19-

Annexure A

Mbd 3.3

Pricing schedule (professional services)

Name of Bidder:......................................................Bid Number: ..............................................

Closing Time: ...................................... Closing Date ................................................

Offer to be valid for ............DAYS From the closing date of bid.

Item description bid price in RSA

NO currency**(all

Applicable taxes

Included)

1. The accompanying information must be used for the formulation

of proposals.

2. Bidders are required to indicate a ceiling price based on the total

estimated time for completion of all phases and including all

expenses inclusive of all applicable taxes for the project. R..........................

3. Persons who will be involved in the project and

Rates applicable (certified invoices must be

Rendered in terms hereof)

4. Person and position hourly rate daily rate

------------------------------------------------------------------------ R------------------------------ -----------------

------------------------------------------------------------------------ R------------------------------ -----------------

------------------------------------------------------------------------ R------------------------------ -----------------

------------------------------------------------------------------------- R------------------------------ -----------------

-------------------------------------------------------------------------- R------------------------------ -----------------

5. Phases according to which the project will be

Completed, cost per phase and man-days to be

Spent

----------------------------------------------- R------------------ ------- days

------------------------------------------------------------------------------- R------------------------------ ------ days

------------------------------------------------------------------------------- R------------------------------ ------- days

------------------------------------------------------------------------------- R------------------------------ ------- days

5.1 Travel expenses (specify, for example rate/km and total km, class

of air travel, etc.). Only actual costs are recoverable. Proof of the

expenses incurred must accompany certified invoices.

Description of expense to be incurred rate quantity amount

--------------------------------------------------------------------------------................... ................. R....................

--------------------------------------------------------------------------------................... ................. R....................

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------------------------------------------------------------------------------................... ................. R....................

--------------------------------------------------------------------------------................... ................. R....................

**“all applicable taxes” includes value-added taxes, pay as you earn, income tax, unemployment insurance fund contributions

and skills development levies.

5.2 Other expenses, for example accommodation (specify, eg. Three

star hotel, bed and breakfast, telephone cost, reproduction cost,

etc.). On basis of these particulars, certified invoices will be checked

for correctness. Proof of the expenses must accompany invoices.

Description of expense to be incurred rate quantity amount

---------------------------------------------------------------------------------- ................... ................. R....................

---------------------------------------------------------------------------------- ................... ................. R....................

---------------------------------------------------------------------------------- ................... ................. R....................

--------------------------------------------------------------------------------- ................... ................. R....................

Total: r..........................................

6. Period required for commencement with project after

Acceptance of bid .........................................................................

7.Estimated man-days for completion of project .........................................................................

8.Are the rates quoted firm for the full period of contract? ...................................................*YES/ NO.

9. If not firm for the full period, provide details of the basis on which

adjustments will be applied for, for example consumer price index......................................................

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

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

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

*Delete if not applicable

-21-

Annexure “b” mbd 4

Declaration of interest

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

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

an offer or offers in terms of this invitation to bid. In view of possible allegations of favouritism, should the

resulting bid, or part thereof, be awarded to persons connected with or related to persons in service of the

state, it is required that the bidder or their authorised representative declare their position in relation to the

evaluating/adjudicating authority.

3 In order to give effect to the above, the following questionnaire must be completed and submitted with

the bid.

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

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

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

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

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

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

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

numbers and state employee numbers must be indicated in paragraph 4 below.

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

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

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

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

(a) a member of –

(i) any municipal council;

(ii) any provincial legislature; or

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

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

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

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

institution within the meaning of the Public Finance Management Act, 1999 (Act No.);

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

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

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

the company or business and exercises control over the company.

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

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

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

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

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

3.10.1 If yes, furnish particulars.

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

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

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

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

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

3.11.1 If yes, furnish particulars

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

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

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

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

3.12.1 If yes, furnish particulars.

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

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

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

trustees, managers, principle shareholders or stakeholders

in service of the state? YES / NO

3.13.1 If yes, furnish particulars.

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

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

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

principle shareholders, or stakeholders of this company

have any interest in any other related companies or

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

3.14.1 If yes, furnish particulars:

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

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

-23-

1. Full details of directors / trustees / members / shareholders.

Full Name Identity Number State Employee Number

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

Signature Date

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

Capacity Name of Bidder

-24-

Annexure “c”

Mbd5: declaration for procurement above r10 million (VAT included)

For all procurement expected to exceed R10 million (VAT included), bidders must complete the

following questionnaire:

1. Are you by law required to prepare annual financial statements for auditing? YES/NO

If yes, submit audited annual financial statements for the past three years or

since the date of establishment if established during the past three years.

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

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

2. Do you have any outstanding undisputed commitments for Municipal services

towards a municipality or any other service provider in respect of which payment is

overdue for more than 30 days? YES / NO

2.1 If no, this serves to certify that the bidder has no undisputed commitments for

municipal services towards a municipality or other service provider in respect of

which payment is overdue for more than 30 days.

2.2 If yes, provider particulars.

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

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

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

3. Has any contract been awarded to you by an organ of state during the past five

years, including particulars of any material non-compliance or dispute

concerning the execution of such contract?

Yes / NO

3.1 If yes, furnish particulars

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

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

4. Will any portion of goods or services be sourced from outside the Republic, and, if

so, what portion and whether any portion of payment from the municipality /

municipal entity is expected to be transferred out of the Republic?

Yes / NO

4.1 If yes, furnish the particulars

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

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

Signature: .................................................................. Date: ..............................

T24

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Annexure “d”

Mbd 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 The applicable preference point system for this tender is the 80/20 preference point system.

a) The 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.

T25

-26-

1.6 The organ of state reserves the right to require of a tenderer, either before a tender is

adjudicated or at any time subsequently, to substantiate any claim in regard to preferences, in any

manner required by the organ of state.

2. Definitions

(a) “tender” means a written offer in the form determined by an organ of state in response to an

invitation to provide goods or services through price quotations, competitive tendering process or any

other method envisaged in legislation;

(b) “price” means an amount of money tendered for goods or services, and includes all applicable

taxes less all unconditional discounts;

(c) “rand value” means the total estimated value of a contract in Rand, calculated at the time of bid

invitation, and includes all applicable taxes;

(d) “tender for income-generating contracts” means a written offer in the form determined by an

organ of state in response to an invitation for the origination of income-generating contracts through any

method envisaged in legislation that will result in a legal agreement between the organ of state and a third

party that produces revenue for the organ of state, and includes, but is not limited to, leasing and disposal

of assets and concession contracts, excluding direct sales and disposal of assets through public auctions;

and

(e) “the Act” means the Preferential Procurement Policy Framework Act, 2000 (Act No. ).

3. Formulae for procurement of goods and services

3.1 Points awarded for price

3.1.1 The 80/20 preference point systems

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

i. Copy of the entity/company registration certificate must be submitted

with the bid, if applicable.

ii. Certified copies of IDs for all Director(s) must be attached

(Certification not older than 3 months before the closing date)

iii. Tax compliance pin/ CSD number must be completed in

MBD form 1.

iv. Authority for signatory – attach resolution in case of

more than one director

v. Bidder/s (Company and director/partner or sole

propriety) must attach proof of municipal rates on

municipality letterhead which are not older than 90 days.

Mbd 3.3

Pricing schedule (professional services)

Name of Bidder:......................................................Bid Number: ..............................................

Closing Time: ...................................... Closing Date ................................................

Rates applicable (certified invoices must be

Rendered in terms hereof)

8.Are the rates quoted firm for the full period of contract? ...................................................*YES/ NO.

TAX COMPLIANCE STATUS TCS PIN: OR CSD No

Tax compliance requirements

Tax compliance status (tcs) certificate or pin may also be made via e-filing

Tax compliance status system pin code from the south african revenue service (SARS) and if not

Tax compliance pin/ CSD number must be completed in

Tax Compliance Status

TCS PIN: OR CSD No

Csd number

Csd number must be provided

CSD number must be completed in

Central Supplier Database

Central supplier database (csd),

Csd number : .............................................................

Form “a” bid notice and invitation to bid (mbd 1)

Form “c” pricing schedule

Annexure “a” pricing schedule – professional services

Annexure “b” declaration of interest (mbd 4)

Included) (mbd 5)

Annexure “d” preferential procurement regulation form (mbd 6.1)

Annexure “e” contract form - purchase of goods/services (mbd 7.1)

Annexure “f” declaration of bidder’s past supply chain management

Practices (mbd 8)

Annexure “g” certificate of independent bid determination (mbd 9)

structure, including qualifications of key personnel, etc.)

(The abridged CV and attach proof of qualification with a of more than 5 years

VAT registration number

will result in disqualification)

i. Copy of the entity/company registration certificate must be submitted

ii. Certified copies of IDs for all Director(s) must be attached

iii. Tax compliance pin/ CSD number must be completed in

Points Allocation: 20 points

B-BBEE Details: 0 points to be evaluated further

3. Price and Preference Point system (Special goals) – Phase three

All bids received shall be evaluated in terms of the Supply Chain Management Regulations, Lepelle-Nkumpi

Municipality Supply Chain Management Policy, the Preferential Procurement Policy Framework Act, amended

PPR 2022 and other applicable legislations.

Evaluation on price and preference point system

Evaluation Criteria Points

1. Price 80
2. Preference point (Special goals) 20
3. Total 100

Special goals are awarded as per the following table:

Number of points

allocated

The specific goals allocated points in terms of this tender

Special goals: 20 points

(Percentage %) Black Person owned as per CSD

People or Businesses residing within Lepelle-Nkumpi Local 04

Municipality as per proof of residence

(Percentage %) owned by black people who are women as per CSD

(Percentage %) owned by black people who are disabled as per CSD

(Percentage %) owned by black people who are youth as per CSD

The Council reserves the right to accept all, some, or none of the bids submitted – either wholly or in part – and

it is not obliged to accept the lowest bid.

By submitting this bid, bidders authorize the Council or its delegate(s) to carry out any investigation deemed

necessary to verify the correctness of the statements and documents submitted and that such documents

reasonably reflect the ability of the Bidder to provide the goods and services required by the Council.

-19-

Annexure A

Mbd 3.3

Pricing schedule (professional services)

Name of Bidder:......................................................Bid Number: ..............................................

Closing Time: ...................................... Closing Date ........................

payments via financial institutions, debit orders, Telkom, Easypay or cash at the municipal pay points.

All debt handed over will be on a “No collection, no pay” commission basis. The bidder should reflect the debt

commission percentage inclusive of VAT. The price of the bid will be established by the percentage or rate

tendered.

since the date of establishment if established during the past three years.

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

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

Form “a” bid notice and invitation to bid (mbd 1)

Form “b” bid specification

Form “c” pricing schedule

Form “d” responsiveness and evaluation criteria

Annexure “a” pricing schedule – professional services

(Mbd 3.3)

Annexure “b” declaration of interest (mbd 4)

Annexure “c” declaration for procurement above r10 million (VAT

Included) (mbd 5)

Annexure “d” preferential procurement regulation form (mbd 6.1)

Annexure “e” contract form - purchase of goods/services (mbd 7.1)

Annexure “f” declaration of bidder’s past supply chain management

Practices (mbd 8)

Annexure “g” certificate of independent bid determination (mbd 9)

Annexure “h” general undertakings by the bidder

Annexure “i” general conditions of the contract (gcc)

Annexure “j” special conditions of contract (if any)

-3-

i. Formal reversal of uncollectable debt accounts with detailed steps taken in the

collection process and reasons why debts are deemed uncollectable.

ii. Recording and tracking of account enquiries and or disputes.

iii. Submission, in electronic format, of updated account holder details.

iv. Submission of information regarding prospective indigent beneficiaries.

v. Submission of formal arrangement documentation.

vi. Detailed reporting functions in respect of all related collection matters.

a. To verify balances outstanding on any account in respect of which a handed-over instruction has been

issued.

b. To ascertain whether or not payments has been made by account holders.

c. To verify current debtors’ personal details.

d. To ascertain whether the debtor has made any settlement arrangements with the municipality.

e. To record hand-over actions taken.

f. To record debt repayment arrangements entered into with account holders.

g. To obtain such relevant account information as may be required in order to address account disputes and or

enquiries.

termination date of contract, irrespective of the type or reason for collection, including arrangement instalments.

matters on termination date.

before the closing date and time of the bid.

3. The following MBD forms 1, 3.3, 4,5, 6.1, 8, and 9 must be completed in full. In case of a joint

venture, MBD forms should be completed by an authorized JV representative. (Failure to do so

will result in disqualification)

i. MBD 1 – Invitation to bid

ii. MBD 3.3- Pricing schedule (Professional services)

iii. MBD 4 – Declaration of interest

iv. MBD 5 – Declaration for procurement above R10 million (vat included)

v. MBD 6.1 – Preference points claim form

vi. MBD 8 – Declaration of bidder’s past supply chain management practices

-16-

vii. MBD 9 – Certificate of independent bid determination

4. All pages must be initialized or signed. (failure to do so will result in disqualification)
5. Alterations must be signed or initialized. (failure to do so will result in disqualification)

--------------------------------------------------------------------------------................... ................. R....................

--------------------------------------------------------------------------------................... ................. R....................

-20-

------------------------------------------------------------------------------................... ................. R....................

--------------------------------------------------------------------------------................... ................. R....................

**“all applicable taxes” includes value-added taxes, pay as you earn, income tax, unemployment insurance fund contributions

and skills development levies.

5.2 Other expenses, for example accommodation (specify, eg. Three

star hotel, bed and breakfast, telephone cost, reproduction cost,

etc.). On basis of these particulars, certified invoices will be checked

for correctness. Proof of the expenses must accompany invoices.

towards a municipality or any other service provider in respect of which payment is

overdue for more than 30 days? YES / NO

2.1 If no, this serves to certify that the bidder has no undisputed commitments for

municipal services towards a municipality or other service provider in respect of

which payment is overdue for more than 30 days.

2.2 If yes, provider particulars.

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

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

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

years, including particulars of any material non-compliance or dispute

concerning the execution of such contract?

4.2 Name of company/firm

4.3 Company registration number

4.4 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]

4.5. I, the undersigned, who is duly authorized to do so on behalf of the company/firm, certify that the points

claimed, based on the specific goals of this bid, qualifies the company/firm for the preference(s) shown and I

acknowledge that:

a) The information furnished is true and accurate;

b) The preference points claimed are in accordance with the general conditions as indicated in

paragraph 1 of this form;

c) In the event of a contract being awarded as a result of points claimed as shown in the paragraph 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;

d) 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, in addition to any other remedy it may have:

i. disqualify the person from the bidding processes;

ii. recover costs, losses or damages it has incurred or suffered as a result of that person’s

conduct;

iii. cancel the contract and claim any damages which it has suffered as a result of having to

make

less favorable arrangements due to such cancellation;

iv. recommend that the bidder or contractor, its shareholders and directors, or only the

shareholders and directors who acted in a fraudulent manner, be restricted from obtaining

business from any organ of state for a period not exceeding 10 years after the audi alteram

partem rule has been applied; and

v. forward the matter for criminal prosecution, if deemed necessary.

T28

(i) Bidding documents, viz

• Invitation to bid;
• Proof of Tax Compliance Status;
• Pricing schedule(s);
• Technical Specification(s);
• Preference claim form for Preferential Procurement in terms of the Preferential Procurement

Regulations;

• Declaration of interest;
• Declaration of bidder’s past SCM practices;
• Certificate of Independent Bid Determination;
• Special Conditions of Contract;

(ii) General Conditions of Contract; and

(iii) Other (specify)

3. I confirm that I have satisfied myself as to the correctness and validity of my bid; that the price(s) and rate(s) quoted

cover all the goods and/or works specified in the bidding documents; that the price(s) and rate(s) cover all my obligations

and I accept that any mistakes regarding price(s) and rate(s) and calculations will be at my own risk.