Frequently Asked Questions — Company Secretariat Services – 3 Year Contract – Eastern Cape Government Tender

Question 1

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

Accepted Answer

Returnable Documents: ➢ C1.1 Form of offer and acceptance, o SBD 4 Declaration of Interest, o SBD 6.1 Preference points claim form, o SBD 8 Declaration of Bidder’s Past Supply Chain Management, o SBD 9 Certificate of Independent Bid Determination, o T2.2e Pricing Schedule, o T2.2j CIPC Company Registration Certificate, o T2.2n Municipal account registered in the name of the tenderer; or A valid lease, points in the SBD 6.1 is being rented out to the tenderer at no cost., o T2.2o Valid Tax Clearance Certificate (must be valid on closing date of submission of the, o T2.2p CSD report / CSD reference number

Question 2

How will bids be evaluated?

Accepted Answer

Pre-qualification: proof of registration with recognised professional body, CIPC company registration, directors' IDs, valid BBBEE certificate (SANAS accredited or sworn affidavit), valid tax clearance certificate and SARS PIN, CSD report/reference number, municipal account or lease agreement for locality points, 4 verifiable project references. Disqualification if: tax matters not in order with SARS after 7 working' cure period, listed on Tender Defaulters register, municipal arrears >3 months, abusive supply chain practices, previous contract failure, incomplete Compulsory Enterprise Questionnaire, JV without consolidated B-BBEE certificate.

Question 3

What are the technical specifications?

Accepted Answer

1. General Amazwi South African Museum of Literature (AMAZWI MUSEUM) is a schedule 3A public entity, established in terms of the Cultural Institutions Act, Act No. , under the control of a Council appointed by the Minister of Sport, Arts and Culture. As a public entity, AMAZWI MUSEUM is also governed by the Public Finance Management Act, Act (as amended by Act ), and it is listed as Schedule 3 Part A: Public Entities AMAZWI MUSEUM intends to appoint one tenderer (the highest ranked tenderer (“the winner”). Suppliers, once appointed and subject to operational requirements, will be invited to deliver the goods or services on a “winnertakes-all” basis, whereby the order will always be offered and, if accepted, allocated to the highest ranked tenderer (“the winner”). The contract period shall be for a period of THREE YEARS from the commencement date of the contract. TRADE NAMES OR PROPRIETARY PRODUCTS Bid specifications may not make any reference to any trademark, name, patent, design, type, specific origin or producer, unless there is no other sufficiently precise or intelligible way of describing the characteristics of the work, in which case such reference must be accompanied by the words “or equivalent”. ORDERS ALLOCATION PROCEDURES Procedures for the allocation of Orders: AMAZWI MUSEUM reserves the right to plan, allocate and effect individual Orders at its sole discretion and as described in this document and subject to availability of funding. AMAZWI MUSEUM will only order those quantities of work items which it requires for execution in an Order from time to time. AMAZWI MUSEUM reserves the right not to order any quantities at all depending on circumstances and subject to operational requirements. The procedures for the allocation of Orders are given below. These procedures include the development of Order contract documents and applying the tendered rates to allocate the Order to the highest ranked supplier. The procedures are summarised under the steps below: Step 1: AMAZWI MUSEUM must authorise the need for the order through management controls relevant to the department using the contract. Step 2: AMAZWI MUSEUM must determine, and approve, the scope of the order and the value of the order. Step 3: AMAZWI MUSEUM must do any designs (if applicable) required for the order. This step could involve designs done inhouse by AMAZWI MUSEUM, or design may be outsourced to third party designers. Step 4: Orders must be formally allocated and authorised in accordance with the procurement processes and the contract conditions. Step 5: Upon the approval of the order, AMAZWI MUSEUM must commence the execution of the order. The purpose of this specification is to provide guidance in terms of the minimum compliance requirements that shall be guaranteed and adhered to for the provision of the company secretariat services in line with the legislative framework, professional standards and best practices. The preferred service provider is a company with experience and sound knowledge of the PFMA as amended and Treasury Regulations in relation to Public Entities, the Cultural Institutions Act (Act No. ) and other applicable legislation. The preferred service provider should have practical experience in the rendering of company secretariat services. • To be accountable to the AMAZWI MUSEUM’S Council for the fulfillment of its functions. • To apprise the Council members in terms of any laws relevant to or affecting public entities that the AMAZWI MUSEUM must comply with. • To ensure that the Council and Sub-committee charters and terms of reference are kept up to date. • To ensure that the proceedings of Council and Sub-committee meetings are properly recorded, and minutes of the meetings are properly recorded and are timely circulated to Council members. • Compilation and circulation of Council and Sub-committee packs in preparation for all meetings. • In consultation with the Chairperson and Director, prepare meetings agendas. • Record minutes during meetings and compile action list items. • Ensure that Council resolutions are accurately recorded and develop a Resolution Register. • Circulating meeting resolutions and action lists and following up on completion of action items. • Ensure that all meetings have a quorum. • Ensure that members declare their interest. • Oversee overall company-wide legislative compliance requirements (PFMA, King IV, etc.) and reports on compliance /non-compliance to the Council and Stakeholders as required. To act as a compliance officer. • Manage compliance with the PFMA, Council and Sub-committee Charters in relation to meetings and documentation. • Provide input on amendments to organizational policies and procedures. • Advise Council members of new industry developments. • Render any other statutory services as may be requested by Council members and the Director of the AMAZWI MUSEUM. • To provide legal opinions to the Council upon request. • To provide legal services to the Council, this…

Question 4

What compliance and legal requirements must bidders meet?

Accepted Answer

[A B-BBEE STATUS LEVEL VERIFICATION CERTIFICATE/ SWORN AFFIDAVIT (FOR EMES & QSEs) MUST BE SUBMITTED IN ORDER TO SCORE POINTS FOR B-BBEE] 2.1 ARE YOU THE 2.2 ARE YOU A FOREIGN Yes No ACCREDITED BASED SUPPLIER REPRESENTATIVE Yes No FOR THE GOODS IN SOUTH AFRICA [IF YES, ANSWER THE /SERVICES /WORKS FOR THE GOODS QUESTIONNAIRE OFFERED? /SERVICES /WORKS [IF YES ENCLOSE PROOF] 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 COMPLIANCE STATUS SYSTEM PIN CODE FROM THE SOUTH AFRICAN REVENUE SERVICE (SARS) AND IF NOT REGISTER AS PER 2.3 BELOW. PART B: TERMS AND CONDITIONS FOR BIDDING BID SUBMISSION: 1.1. RFQ DOCUMENTS WILL BE AVAILABLE FROM E-TENDER PORTAL (http://.etenders.gov.za). 1.2. BIDS MUST BE SUBMITTED IN THE TENDER BOX AT AMAZWI SOUTH AFRICA MUSEUM OF LITERATURE, 25A WORCESTER STREET, MAKHANDA ON THE 27 October 2026 NOT LATER THAN 11:00 AM. TELEPHONIC, FACSIMILE, ELECTRONIC AND LATE TENDERS WILL NOT BE ACCEPTED. 1.3. BID DOCUMENTS ARE FREE OF CHARGE. 1.4. ALL BIDS MUST BE SUBMITTED ON THE OFFICIAL FORMS PROVIDED – (NOT TO BE RE-TYPED) OR IN THE MANNER PRESCRIBED IN THE BID DOCUMENT. 1.5. THE SUCCESSFUL BIDDER WILL BE REQUIRED TO FILL IN AND SIGN A WRITTEN CONTRACT FORM (FORM OF OFFER AND ACCEPTANCE). 1.6. THIS BID IS SUBJECT TO THE PREFERENTIAL PROCUREMENT POLICY FRAMEWORK ACT, 2000 AND THE PREFERENTIAL PROCUREMENT REGULATIONS, 2022, THE GENERAL CONDITIONS OF CONTRACT (GCC) AND, IF APPLICABLE, ANY OTHER SPECIAL CONDITIONS OF CONTRACT. 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 VERIFY THE TAXPAYER’S PROFILE AND TAX STATUS. 2.3 APPLICATION FOR TAX COMPLIANCE STATUS (TCS) PIN MAY BE MADE VIA E-FILING THROUGH THE SARS WEBSITE WWW.SARS.GOV.ZA. 2.4 BIDDERS MAY ALSO SUBMIT A PRINTED TCS CERTIFICATE TOGETHER WITH THE BID. 2.5 IN BIDS WHERE CONSORTIA / JOINT VENTURES / SUB-CONTRACTORS ARE INVOLVED; EACH PARTY MUST SUBMIT A SEPARATE TCS CERTIFICATE / PIN / CSD NUMBER. 2.6 WHERE NO TCS PIN IS AVAILABLE BUT THE BIDDER IS REGISTERED ON THE CENTRAL SUPPLIER DATABASE (CSD), A CSD NUMBER MUST BE PROVIDED. 2.7 NO BIDS WILL BE CONSIDERED FROM PERSONS IN THE SERVICE OF THE STATE, COMPANIES WITH DIRECTORS WHO ARE PERSONS IN THE SERVICE OF THE STATE, OR CLOSE CORPORATIONS WITH MEMBERS PERSONS IN THE SERVICE OF THE STATE.” T1.2: TENDER DATA Number The conditions of tender are the General Conditions Of Contract (GCC) And, If Applicable, any other Special Conditions Of Contract. C.1.1 The employer is: Amazwi South African Museum of Literature C.1.2 The tender documents issued by the employer comprise: THE TENDER (Volume 1) Part 1: Tendering Procedures T1.1 Tender notice T1.1a Notice and Invitation to tender T1.1b SBD1 Part A, Invitation to bid T1.2 Tender data Part 2: Agreement and Contract Data C1.1 Form of offer and acceptance C1.1b Standard conditions of tender C1.2 Contract data Part 3: Returnable Schedules/Documents Only Respondents who satisfy the following Pre-Qualification Criteria will be considered for next stage of the evaluation: T2.1 List of returnable schedules / documents T2.2 Returnable schedules / documents: T.1.1b SBD 1 T2.2a Resolution for signatory T2.2b Resolution of board of directors to enter into consortia or joint ventures T2.2c Schedule of proposed subcontractors SBD 3 Pricing and Delivery Schedule SBD 4 Declaration of interest SBD 6.1 Preference points claim form SBD 7.2 Contract Form - Rendering of Services SDB 8 Declaration of bidder's past supply chain management practices SDB 9 Certificate of independent bid determination T2.2e Pricing Schedule T2.2f Proof of registration with a recognised professional body T2.2g List of successful projects T2.2h Proof of 4 successful projects references T2.2i Project Execution Plan (PEP) / Delivery Programme T2.2j CIPC company registration certificate T2.2k Copies of Directors’ ID documents Valid BBBEE Certificate from a SANAS accredited rating agency (Original or Certified) or affidavit signed by T2.2l the Commissioner of Oath T2.2m Letter from the doctor for People with Disabilities Municipal account registered in the name of the tenderer; or A valid lease agreement; or An affidavit from T2.2n the property owner that the address used to claim points in the SBD 6.1 is being rented out to the tenderer at no cost. Valid Tax Clearance Certificate (must be valid on closing date of submission of the proposal) and SARS T2.2o Issued Pin T2.2p CSD report / CSD reference number T2.2q Reco…

Question 5

What are the important dates and deadlines for this tender?

Accepted Answer

{"closingDate":"06 October 2026","briefingSession":"{\"date\":null,\"time\":\"2h\",\"venue\":null,\"is_compulsory\":false}"}

Question 6

Who should be contacted for queries about this tender?

Accepted Answer

{"name":"Ms L Majavu","email":"scm@amazwi.museum","phone":null,"department":"Supply Chain Management","address":"icipal account registered in the name of the tenderer; or A valid lease"}

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