Frequently Asked Questions — Panel of 6 Building Maintenance Contractors – 3-Year Tender (Eastern Cape)

Question 1

What are the submission requirements for this tender (Ref: )?

Accepted Answer

• The appointed service provider to have access to internet as basis of communication (email) and a phone. • The appointed Service Provider will furnish the Municipality with an invoice upon measuring and certification of work done by the municipality on all works orders assigned to the appointed services provider. • The tenderer must not submit a tender without having a firm intention and the capacity to proceed with contract. • Each communication between the client and a tenderer shall be to or from the assigned employer’s employee, and in a form that can be readily read, copied and recorded. Communications shall be in the English language. The employer shall not take any responsibility for non-receipt of communications from or by a tenderer unless it can be proved beyond reasonable doubts that the failure for the sent document to reach the tenderer was on the side of the client. • All works executed during this contract must comply with SANS 10400 and Republic of South Africa Public Works: Construction Works Specifications; 2.1 July 2014. • The Joint Building Contracts Committee Edition 6.2 – May 2018 will be used for this contract. • All assigned works to the appointed service provider to be done in compliance with Occupational Health and Safety Act. • All security of site material will be the responsibility of contractor until completion of assigned works. • A bidder to ensure that he/she has a valid letter of good standing Compensation for Occupational Injuries and Diseases Act (COIDA) on submission and the successful bidder must ensure that the valid letter of good standing COIDA is always available for the entire contract period. • All completed works to be subjected to a liability period as will be stated on a particular assigned work. • The project will have two classifications as follows: Class 1 [Four service providers are still required in this Class hence there is a re-advert for additional] CIDB GRADING 2- 4 - Four service providers will be appointed. Class 2 [Two service providers required on this Class have already been appointed] CIDB GRADING 5 AND ABOVE - Two service providers will be appointed. Bidders should further note: These additional companies are an addition to two contractors already forming part of this panel, that the period will be align to the end date of these two already existing contractors and lastly that the rates negotiation with the shortlisted contractors will entail benchmarking/alignment with the rates already agreed upon for uniformity purposes. CRITERIA FOR EVALUATION OF PROPOSALS PRE-QUALIFICATION REQUIREMENTS NO. CRITERIA WEIGHTING 1. Experience 40 2. Expertise 40 3. Methodology 20 GRAND TOTAL 100 FUNCTIONALITY ASSESSMENT – POINTS SCORING Functionality Category & Description Points Allocation Experience Total = 40 Experience on building works construction projects that were successfully conducted, each project at a minimum value of R650 000.00 (10 points per project with a maximum of 4 projects, with each project scoring 5 points) (A full set of stamped appointment letters/ purchase orders with matching stamped reference letters for each project is required to claim points and no partial award of points will be allocated for partial submissions). Expertise Total = 40 1. Project Manager with a Minimum Qualification of National Diploma: Building/Quantity Surveying/Architecture/ Construction Management with below years’ experience in the building construction. Attach CV and Valid certified certificates to claim points. • 10 years and above = 10 points. • 7 – 9 years = 5 points. • 4 – 6 years = 3 points. AND 2. Project Team: Bidder must have following artisans coupled with minimum of Four (4) years working experience in the building construction. 1. Painting = 4 Points 2. Bricklaying = 4 Points 3. Plumbing = 4 Points 4. Carpentry = 4 Points 5. Electrician = 4 Points NB: Attached cv and valid certified Trade Test certificate to claim points. 3. PLANT/EQUIPMENT Bidder must own/lease Boom Lift with working minimum height of 12m: • Owner must attach valid Lift and Elevator Certification from an accredited Testing, Inspection, and Certification provider and proof of ownership from Boom Lift supplier/dealer. = 10 Points OR • Lessee must attach Lease Agreement entered with Owner of a Boom Lift accompanied by a valid Lift and Elevator Certification from an accredited Testing, Inspection, and Certification company = 5 Points Methodology Total = 20 A detailed proposal clearly highlighting how assigned tasks/work will be executed as per the trades/items on this contract. • Time Management Strategy on assigned work (also indicate possible maximum preparatory time to be taken to start assigned works) = 5 Points • Quality Assurance Plan = 5 Points • Quality Control Plan = 5 Points • OHS Precaution Plan/Measures = 5 Points TOTAL 100 Bidders should take note of the above Pre-qualification criteria. [a] All the necessary documentation must be submitted for the Evaluation Panel to ma…

Question 2

How will bids be evaluated?

Accepted Answer

Bidders must be registered on the Central Supplier Database (CSD) and provide a CSD number or SARS TCS PIN. Bidders must hold a CIDB grading of 2 GB or higher. Bidders must submit a valid tax clearance (TCS certificate or PIN). Bidders must complete and submit all mandatory forms: MBD 1 (Invitation to Bid), MBD 2 (Tax clearance), MBD 3.1/3.2 (Pricing schedules), MBD 4 (Declaration of Interest), MBD 5 (Declaration for procurement above R10 million, if applicable), MBD 6.1 (Preference points claim), MBD 7.1/7.2 (Contract forms), MBD 8 (Past SCM practices), MBD 9 (Independent bid determination), and Annexures A to H. Bidders must submit a municipal rates statement (not older than three months) showing no arrears exceeding three months for the bidder and each director; if operating from leased premises, a valid lease agreement; if not liable for rates, a confirmation from the municipality's Finance Department. Bidders must submit a joint venture agreement if applicable, and each JV partner must submit all relevant documents. Bidders must not be persons in the service of the state. Bidders must declare any interests in MBD 4. Bidders must submit audited financial statements for the past three years if the offer exceeds R10 million (VAT included) or if holding CIDB grading 6 or higher. Bidders must not be in arrears with municipal rates and taxes; the municipality may disqualify bidders whose members or shareholders owe rates. Bidders must not have been previously awarded on the existing panel for this re-advert.

Question 3

What are the technical specifications?

Accepted Answer

This Section covers a general set of prerequisites that have been identified for supply chain management by the King Sabata Dalindyebo Municipality. All Bidders must submit the information requested below. Pro- forma data sheets can be found in the Annexure. Bidders will not be considered should the prerequisites not be met. Criteria a) Proof of company registration and/or any other form of legal standing must be submitted by all bidders and the company composition form must be completed. See Annexure “D”. b) The Declaration of Interest form must be completed. c) The bid document must be completed in all respects in black ink. d) Bids must be submitted on original bid documents. e) Bid documents must remain intact and no portion may be detached. Joint Ventures f) A joint venture that is awarded a contract with King Sabata Dalindyebo Municipality must be registered as a separate company with the Registrar of Businesses. g) The joint venture must be registered with South African Revenue Services. h) A separate bank account must be in place for the joint venture. i) A joint venture must submit a joint venture B-BBEE Verification Certificate (if accredited) Clauses (g) and (h) will only be applicable after the awarding of the contract to the successful bidder. C. GENERAL CONDITIONS OF BID 1. INTERPRETATION The word “Bidder” in these conditions shall mean and include any firm of Contractors or any company or body incorporated or unincorporated. The word “Municipality” in these conditions shall mean the King Sabata Dalindyebo Municipality. 2. EXTENT OF BID PANEL OF SIX (06) CONTRACTORS FOR BUILDING MAINTENANCE, ALTERATIONS, EXTENSIONS AND NEW BUILDING STRUCTURES FOR A PERIOD OF THREE (03) YEARS, AS AND WHEN REQUIRED. (FOUR (04) ADDITIONAL) (RE-ADVERT) 3. CONTRACT TO BE BINDING The formal acceptance of this Bid by the Municipality will constitute a contract binding on both parties, and the Municipality may require sureties to its satisfaction from the contractor, for the due fulfilment of this contract. 4. MODE OF BID All Bids shall be completed and signed: All forms, annexures, addendums and specifications shall be signed and returned with the Bid document as a whole. The lowest or any Bid will not necessarily be accepted. The Municipality wishes to deal on a prime contractual basis with the successful Bidder being responsible and accountable for all aspects of the entire solution or service offered. 5. QUALITY Should the specifications and / or descriptions not address any aspects of quality as specified, this should be clarified with the Municipality prior to the submission of a Bid. 6. INSURANCE CLAIMS, ETC. The Council and Municipality shall not be liable in any manner in respect of any claims, damages, accidents and injuries to persons, property or rights or any other courses of civil or criminal action that may arise from the carrying out of this contract. The contractor shall insure his / her / their personnel and any plant, machinery or other mechanical or electronic equipment involved in the fulfilment of this contract and shall indemnify the Council and the Municipality against all risks or claims which may arise. It will be required from the successful Bidder to submit proof of insurance or any other valid form of indemnification to Council for scrutiny. Failure to do so within 14 (fourteen) days of acceptance of this Bid will be deemed to be a material breach of this contract and will render the contract null and void. 7. SIGNING OF DOCUMENTS Bidders are required to return the complete set of documents duly signed. 8. PERIOD OF VALIDITY FOR BIDS AND WITHDRAWAL OF BID AFTER CLOSING DATE All Bids must remain valid for a period of 90 (ninety) days from the closing date as stipulated in the Bid document. 8.1 PENALTY PROVISION Should the successful Bidder: [a] Withdraw the Bid during the afore-mentioned period of validity; or [b] Advise the Municipality of his / her / their inability to fulfil the contract; or [c] Fail or refuse to fulfil the contract; or [d] Fail or refuse to sign the agreement or provide any surety if required to do so; Then, the Bidder will be held responsible for and is obligated to pay to the Municipality: [a] All expenses incurred by the Municipality to advertise for or invite and deliberate upon new Bids, should this be necessary. [b] The difference between the original accepted Bid price (inclusive of escalation) and: [i] A less favourable (for the Municipality) Bid price (inclusive of escalation) accepted as an alternative by the Municipality from the Bids originally submitted; or [ii] A new Bid price (inclusive of escalation). 9. VALUE ADDED TAX In calculating the cost of the supply and delivery of services and / or material, the supplier will issue a “Tax Invoice” for all services rendered and / or materials supplied, which will reflect the exclusive cost of such services, goods or materials with the relevant Value Added Tax being added to the total. VAT must be included in the …

Question 4

What compliance and legal requirements must bidders meet?

Accepted Answer

CIDB grading/category: 5 AN Minimum functionality/qualifying score: 70 CIDB GRADING 5 AN TAX COMPLIANCE STATUS TCS PIN: OR CSD No TAX COMPLIANCE REQUIREMENTS TAX COMPLIANCE STATUS (TCS) CERTIFICATE OR PIN MAY ALSO BE MADE VIA E TAX COMPLIANCE STATUS SYSTEM PIN CODE FROM THE SOUTH AFRICAN REVENUE SERVICE (SARS) AND IF NOT TCS PIN: OR CSD No CSD NUMBER CSD NUMBER MUST BE PROVIDED CENTRAL SUPPLIER DATABASE (CSD), Central Supplier Database registration will result in a tender being disqualified Central Supplier Database report) appointment letters/ purchase orders with matching proof of ownership from Boom Lift supplier/dealer • A bidder to ensure that he/she has a valid letter of good standing Compensation for Occupational Injuries and Diseases Act (COIDA) on submission and the successful bidder must ensure that the valid letter of good standing COIDA is always available for the entire contract period. CIDB GRADING 2- 4 CIDB GRADING 5 AND ABOVE PRE-QUALIFICATION REQUIREMENTS 2. TAX COMPLIANCE REQUIREMENTS 2.3 APPLICATION FOR THE TAX COMPLIANCE STATUS (TCS) CERTIFICATE OR PIN MAY ALSO BE MADE VIA E 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. VAT REGISTRATION NUMBER B-BBEE Minimum Level: 6 B-BBEE Details: R A PERIOD OF THREE (03) YEARS, AS AND WHEN REQUIRED. (FOUR (04) DESCRIPTION ADDITIONAL) (RE-ADVERT) THE SUCCESSFUL BIDDER WILL BE REQUIRED TO FILL IN AND SIGN A WRITTEN CONTRACT FORM (MBD7) or SIGN SLA BID RESPONSE DOCUMENTS MAY BE DEPOSITED IN THE BID BOX SITUATED AT KSD LOCAL MUNICIPALITY MUNITATA BUILDING CORNER OWEN & GENERAL SABELO VICTOR GQAWETHA STREET MTHATHA 5099 SUPPLIER INFORMATION NAME OF BIDDER POSTAL ADDRESS STREET ADDRESS TELEPHONE NUMBER CODE NUMBER CELLPHONE NUMBER FACSIMILE NUMBER CODE NUMBER E-MAIL ADDRESS VAT REGISTRATION NUMBER TAX COMPLIANCE STATUS TCS PIN: OR CSD No: B-BBEEB-BBEE STATUS LEVEL Yes STATUS LEVEL YesVERIFICATION CERTIFICATE SWORN [TICK APPLICABLE BOX] No AFFIDAVIT 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 FOREIGN BASED ARE YOU THE ACCREDITED SUPPLIER FOR REPRESENTATIVE IN SOUTH THE GOODS Yes No AFRICA FOR THE GOODS Yes No /SERVICES /SERVICES /WORKS OFFERED? /WORKS [IF YES, ANSWER PART [IF YES ENCLOSE PROOF] OFFERED? 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: DEPARTMENT SCM DEPARTMENT Technical Services CONTACT PERSON Ms N. Pilani CONTACT PERSON Mr L. Mbozani E-MAIL ADDRESS pilanin@ksd.gov.za E-MAIL ADDRESS mbozanil@ksd.gov.za 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-TYP

Question 5

What are the important dates and deadlines for this tender?

Accepted Answer

{"closingDate":"03 NOVEMBER 2026","closingTime":"12H00","briefingSession":"{\"date\":null,\"time\":\"12H00\",\"venue\":null,\"is_compulsory\":false}"}

Question 6

Who should be contacted for queries about this tender?

Accepted Answer

{"name":"Ms N. Pilani CONTACT PERSON","email":"pilanin@ksd.gov.za","phone":null,"department":"ATA BUILDING","address":"PALITY"}

Panel of 6 building maintenance contractors – 3-Year tender (eastern cape)

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