Ntabankulu Local Municipality

NTABANKULU LOCAL MUNICIPALITY BID DOCUMENT

BID NO: NLM/ES/PPS/2017/2018-2019

BID DESCRIPTION: PROVISION OF PRINTING SERVICES FOR A PERIOD OF TWENTY FOUR (24 ) MONTHS.

CLOSING DATE AND TIME: 12H00, 02 NOVEMBER 2017

ISSUED BY: NTABANKULU LOCAL MUNICIPALITY NO 85 MAIN STREET NTABANKULU 5130 TEL : (039) 258 0056

ENQUIRIES SHALL BE DIRECTED TO: Mrs. S. Kepe: [email protected] /Telephone no: 039 258 0314/ Miss. V. Sifika at 0760917143.

NAME OF BIDDER: ……………………………………………………………………………………………………………..

BID AMOUNT (IF APPLICABLE): …………………………………………………………..

THIS BID IS SUBJECT TO THE PREFERENTIAL PROCUREMENT POLICY FRAMEWORK ACT AND THE PREFERENTIAL PROCUREMENT REGULATIONS, 2011, THE GENERAL CONDITIONS OF CONTRACT (GCC) AND, IF APPLICABLE, ANY OTHER SPECIAL CONDITIONS OF CONTRACT

1 BID NO: NLM/ES/PPS/2017/2018-2019 Prohibitions on awards to persons in the service of the state is applicable (as defined in section 44 of the Local Government: Municipal Finance Management Act, 2003; Municipal Supply Chain Management Regulations)

SERVICE PROVIDER CONTACT AND BUSINESS DETAILS:

THE FOLLOWING PARTICULARS MUST BE FURNISHED. A FAILURE TO DO SO WILL RESULT IN YOUR BID BEING DISQUALIFIED. THE PARTICULARS FURNISHED BELOW WILL BE USED FOR COMMUNICATION WITHOUT FURTHER CONFIRMATION OF THE CORRECTNESS. NAME OF BIDDER

POSTAL ADDRESS

PHYSICAL/STREET ADDRESS

CONTACT PERSON in full (professional status) TELEPHONE NUMBER CODE: NO. CELLPHONE NUMBER FAX NUMBER CODE: NO. EMAIL ADDRESS VAT REGISTRATION NO.

DETAILS OF BIDDING ENTITY’S BANK ACCOUNT (COMPULSORY)

DESCRIPTION OF BANK DETAILS APPLICABLE TO BANK DETAIL BIDDER’S HEAD OFFICE Name of bank Branch name Branch code Name of Account Holder Account number Type of Account

Signature of Bidder: ______2 BID NO: NLM/ES/PPS/2017/2018-2019 Date: ____/______20______

IT IS COMPULSORY TO COMPLETE THE MANDATORY INFORMATION REQUIRED BELOW:

1. HAS B-BBEE STATUS LEVEL VERIFICATION CERTIFICATE BEEN SUBMITTED? YES NO 1. (MBDAS AN 6.1) ORIGINAL AND VALID TAX CLEARANCE CERTIFICATE BEEN SUBMITTED? YES NO (MBD 2) 1.1 IF YES, WHO ISSUED THE CERTIFICATE? (TICK ONE OF THE OPTIONS BELOW)

1.1.1 AN ACCOUNTING OFFICER AS CONTEMPLATED IN THE CLOSE CORPORATION ACT (CCA)

1.1.2 A VERIFICATION AGENCY ACCREDITED BY THE SOUTH AFRICAN ACCREDITATION SYSTEM (SANAS); OR

1.1.3 A REGISTERED AUDITOR

NOTE: A B-BBEE STATUS LEVEL VERIFICATION CERTIFICATE MUST BE SUBMITTED IN ORDER TO QUALIFY FOR PREFERENCE POINTS FOR B-BBEE

2. DID YOU ATTEND THE COMPULSORY BRIEFING SESSION OR SITE MEETING, IF YES NO APPLICABLE YES NO 3. HAS AN AUTHORISED SIGNATORY BEEN APPOINTED (if so, attach letter)

4. HAVE YOU COMPLETED THE SUPPLIER DATABASE FORM YES NO

SIGNATURE OF BIDDER ______

DATE: ______

CAPACITY UNDER WHICH THIS BID IS SIGNED ______

3 BID NO: NLM/ES/PPS/2017/2018-2019 INDEX

NO. DESCRIPTION FORM PAGE NUMBER NUMBERS 1 Bid notice and invitation to bid MDB 1 5-7 2 Tax Clearance Certificate Requirements MDB 2 8

3 Pricing Schedule – Firm Prices (Purchases) MBD3.1 9 4 Declaration of Interest MBD 4 10-12 5 Preference Points Claim Form MBD 6.1 13-18 6 Declaration Certificate for Local Production and Content for Designated MBD 6.2 19-23 Sectors 7 Contract Form – Purchase of Goods/Works MBD7.1 24-25

8 Declaration of Bidder’s Past Supply Chain Management Practices MBD 8 26-27

9 Certificate of Independent Bid Determination MBD 9 28-30 10 General Conditions of Contract 31-53

11 Special conditions of contract and specifications of the required motor vehicle 54-55

12 Supplier database form

4 BID NO: NLM/ES/PPS/2017/2018-2019 MBD 1

BID NOTICE AND INVITATION TO BID

BID NOTICE AND INVITATION TO BID NTABANKULU LOCAL MUNICIPALITY

PROVISION OF PRINTING SERVICES FOR A PERIOD OF TWENTY FOUR (24 ) MONTHS.

Ntabankulu Local Municipality is calling upon competent and experienced Service Providers with a proven track record to bid for provision of printing services for a period of twenty four (24) months.

Bid documents may be obtained from the Ntabankulu Local Municipality offices at ERF 85, Main Street, Ntabankulu, 5130, during office hours 08H00 to 16H30 (Monday to Thursday), and 08H00 to 15H30 on Fridays . Bid documents will be available immediately after the briefing session. A non-refundable cash payment of R319.80 or bank guaranteed cheque made out in favour of Ntabankulu Local Municipality is required upon collection of the tender document.

A compulsory briefing meeting has been scheduled for 24th October 2017 at 12H00 in the Ntabankulu Municipal Main Boardroom.

Bids are to be completed in accordance with the conditions attached to the Bid document and must be sealed and endorsed with the relevant bid number and must be deposited in the official bid box clearly marked “.” in the main entrance of the Ntabankulu Municipality at ERF 85, Main Street, Ntabankulu, 5130 not later than 12h00 on 02nd November 2017, at which time bids will be opened in public. Bids shall be valid for a period of 90 days after the closing date of the submission of bids. Under no circumstances will late tenders be accepted.

Service providers are requested to attach these requirements for their bids on the pages indicated in the document:  Valid Tax SARS compliance pin  Proof of company registration  Certified ID copies for the entity owners  Project team with their full CVs  Valid original or certified copy of BBBEE Verification Certificate to claim Preferential points  Three traceable references  Proof of municipal rates clearance or a signed lease agreement by both parties or confirmation that there is no billing where the entity is based

 A trust, consortium or joint venture must submit a consolidated B-BBEE status level verification certificate for every separate bid and a joint venture agreement.

 All prospective service providers are required to apply on Central Supplier Database in order to do business with all organs of the State in the Republic of South Africa at https://secured.csd.gov.za. Non registration will be regarded as non-responsive and be disqualified from the bid. Failure to submit the mandatory document will deem the tender non responsive and it will not be evaluated further.

5 BID NO: NLM/ES/PPS/2017/2018-2019 Functionality will be evaluated based on capacity, and experience and bidders who do not have a minimum functionally assessment of 70% will be considered non-responsive and not evaluated further.

Area of evaluation Points allocated Value Maximum Possible Score Capacity 20 points 1-5 100

Experience 30 points 1-5 150 Total 50 points 250 Where: 1 = Poor, 2 = Acceptable, 3 = Good, 4 = Very Good and 5 = Excellent

The primary criterion in selection will be cost and BBBEE status level of contribution. 80/20 Preference Points System will be used as per NTABANKULU LOCAL MUNICIPALITY Supply Chain Management policy. 80 points shall be for Financial Offer and 20 points for the BBBEE level contributor which will be evaluated as follows:

B-BBEE STATUS LEVEL CONTRIBUTOR NUMBER OF POINTS 1 20 2 18 3 14 4 12 5 8 6 6 7 4 8 2 Non compliant 0

NTABANKULU LOCAL MUNICIPALITY reserves the right not to accept the lowest tender or any tender. Late, incomplete, telegraphic, or facsimile tenders will not be considered. The Council is not bound to accept the lowest or any proposal and reserves the right to accept the whole or part of the proposal any tender or to furnish reasons for its decisions. Further enquiries should be directed to V. Sifika at 0760917143 or Ms. S. Buso at [email protected] or 039 258 0314 during office hours i.e. between 08h00 and 16h30.

Issued by: S. Matiwane – Acting Municipal Manager

TAX CLEARANCE CERTFICATE REQUIREMENTS

It is a condition of bid that the taxes of the successful bidder must be in order, or that satisfactory arrangements have been made with South African Revenue Service (SARS) to meet the bidder’s tax obligations.

1. In order to meet this requirement, bidders are required to complete in full form TCC 001 “Application for a Tax Clearance Certificate” and submit it to any SARS branch office nationally. The “Tax Clearance Certificate” requirements are also applicable to foreign bidders / individuals who wish to submit bids.

2. SARS will then furnish the bidder with a Tax Clearance Certificate that will be valid for a period of 1 (one) year from the date of approval.

3. The original Tax Clearance Certificate must be submitted together with the bid. Failure to submit the original and valid Tax Clearance Certificate will result in the invalidation of the bid. Certified copies of the Tax Clearance Certificate will not be acceptable.

4. In bids where Consortia / Joint Ventures / Sub-contractors are involved, each party must submit a separate Tax Clearance Certificate.

5. Copies of the TCC 001 “Application for a Tax Clearance Certificate” form are available from any SARS branch office nationally or on the website www.sars.gov.za.

6. Applications for the Tax Clearance Certificates may also be made via eFiling. In order to use this provision, taxpayers will need to register with SARS as eFilers through the website www.sars.gov.za.

7 BID NO: NLM/ES/PPS/2017/2018-2019 MBD 3.1

PRICING SCHEDULE – FIRM PRICES (PURCHASES)

NOTE: ONLY FIRM PRICES WILL BE ACCEPTED. NON-FIRM PRICES (INCLUDING PRICES SUBJECT TO RATES OF EXCHANGE VARIATIONS) WILL NOT BE CONSIDERED

IN CASES WHERE DIFFERENT DELIVERY POINTS INFLUENCE THE PRICING, A SEPARATE PRICING SCHEDULE MUST BE SUBMITTED FOR EACH DELIVERY POINT

Name of Bidder…………………………………… Bid Number…………………...

Closing Time ……………. ….. Closing Date ………………………..

OFFER TO BE VALID FOR………DAYS FROM THE CLOSING DATE OF BID. ______

ITEM NUMBER QUANTITY DESCRIPTION BID PRICE IN RSA CURRENCY

**(ALL APPLICABLE TAXES INCLUDED)

- Required by: ………………………………….

- At: ………………………………….

…………………………………

- Brand and Model ………………………………….

- Country of Origin ………………………………….

- Does the offer comply with the specification(s)? *YES/NO

- If not to specification, indicate deviation(s) ………………………………….

- Period required for delivery ………………………………….

*Delivery: Firm/Not firm

- Delivery basis …………………………………….

Note: All delivery costs must be included in the bid price, for delivery at the prescribed destination.

** “all applicable taxes” includes value- added tax, pay as you earn, income tax, unemployment insurance fund con tributions and skills development levies.

*Delete if not applicable

MBD 4 8 BID NO: NLM/ES/PPS/2017/2018-2019 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 instit ution within the meaning of the Public Finance Management Act, 1999 (Act No.1 of 1999); (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.………………………...……………………………………..

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.

9 BID NO: NLM/ES/PPS/2017/2018-2019 ………………………………………………………………………………

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: ……………………………………………………………………………..

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

Full Name Identity Number State Employee Number

CERTIFICATION

I, (NAME) ______THE UNDERSIGNED CERTIFY THAT THE INFORMATION FURNISHED IN PARAGRAPHS 2 and 3 ABOVE IS CORRECT. I ACCEPT THAT THE STATE MAY REJECT THE BID OR ACT AGAINST ME SHOULD THIS DECLARATION PROVE TO BE FALSE.

______Signature Date 10 BID NO: NLM/ES/PPS/2017/2018-2019 ______Position Name of bidder

NTABANKULU LOCAL MUNICIPALITY PREFERENCE POINTS CLAIM FORM IN TERMS OF THE PREFERENTIAL PROCUREMENT REGULATIONS 2011

This preference form must form part of all bids invited. It contains general information and serves as a claim form for preference points for Broad-Based Black Economic Empowerment (B-BBEE) Status Level of Contribution

NB: BEFORE COMPLETING THIS FORM, BIDDERS MUST STUDY THE GENERAL CONDITIONS, DEFINITIONS AND DIRECTIVES APPLICABLE IN RESPECT OF B-BBEE, AS PRESCRIBED IN THE PREFERENTIAL PROCUREMENT REGULATIONS, 2011 AS WELL AS THE APPLICABLE PROVISIONS OF THE SUPPLY CHAIN MANAGEMENT POLICY OF THE MUNICIPALITY. ______

1. GENERAL CONDITIONS

1.1 The following preference point systems are applicable to all bids:

- the 80/20 system for requirements with a Rand value of up to R1 000 000 (all applicable taxes included); and

- the 90/10 system for requirements with a Rand value above R1 000 000 (all applicable taxes included).

1.2 The value of this bid is estimated to less than R1 000 000 (all applicable taxes included) and, therefore, the 80/20 system shall be applicable.

1.3 Preference points for this bid shall be awarded for:

(a) Price; and (b) B-BBEE Status Level of Contribution.

1.3.1 The maximum points for this bid are allocated as follows:

POINTS 1.3.1.1 PRICE 80 1.3.1.2 B-BBEE STATUS LEVEL OF CONTRIBUTION 20 Total points for Price and B-BBEE must not exceed 100

1.4 Failure on the part of a bidder to fill in and/or to sign this form and submit a B-BBEE Verification Certificate from a Verification Agency accredited by the South African Accreditation System (SANAS) or a Registered Auditor approved by the Independent Regulatory Board of Auditors (IRBA) or an Accounting Officer as contemplated in the Close Corporation Act (CCA) together with the bid, will be interpreted to mean that preference points for B-BBEE status level of contribution are not claimed.

1.5 The purchaser, being the Municipality of Ntabankulu or any agency, body or the like established by it, reserves the right to require of a bidder, either before a bid is adjudicated or at any time subsequently, to substantiate any claim in regard to preferences, in any manner required by the purchaser.

2. DEFINITIONS

2..1 “all applicable taxes” includes value-added tax, pay as you earn, income tax, unemployment insurance fund contributions and skills development levies;

12 BID NO: NLM/ES/PPS/2017/2018-2019 2.2 “B-BBEE” means broad-based black economic empowerment as defined in section 1 of the Broad -Based Black Economic Empowerment Act;

2.3 “B-BBEE status level of contributor” means the B-BBEE status received by a measured entity based on its overall performance using the relevant scorecard contained in the Codes of Good Practice on Black Economic Empowerment, issued in terms of section 9(1) of the Broad-Based Black Economic Empowerment Act;

2.4 “bid” means a written offer in a prescribed or stipulated form in response to an invitation by an organ of state for the provision of services, works or goods, through price quotations, advertised competitive bidding processes or proposals;

2.5 “Broad-Based Black Economic Empowerment Act” means the Broad-Based Black Economic Empowerment Act, 2003 (Act No. 53 of 2003);

2.6 “comparative price” means the price after the factors of a non-firm price and all unconditional discounts that can be utilized have been taken into consideration;

2.7 “consortium or joint venture” means an association of persons for the purpose of combining their expertise, property, capital, efforts, skill and knowledge in an activity for the execution of a contract;

2.8 “contract” means the agreement that results from the acceptance of a bid by an organ of state;

2.9 “EME” means any enterprise with an annual total revenue of R5 million or less;

2.10 “Firm price” means the price that is only subject to adjustments in accordance with the actual increase or decrease resulting from the change, imposition, or abolition of customs or excise duty and any other duty, levy, or tax, which, in terms of the law or regulation, is binding on the contractor and demonstrably has an influence on the price of any supplies, or the rendering costs of any service, for the execution of the contract;

2.11 “functionality” means the measurement according to predetermined norms, as set out in the bid documents, of a service or commodity that is designed to be practical and useful, working or operating, taking into account, among other factors, the quality, reliability, viability and durability of a service and the technical capacity and ability of a bidder;

2.12 “non-firm prices” means all prices other than “firm” prices;

2.13 “person” includes a juristic person;

2.14 “rand value” means the total estimated value of a contract in South African currency, calculated at the time of bid invitations, and includes all applicable taxes and excise duties; 2.15 “sub-contract” means the primary contractor’s assigning, leasing, making out work to, or employing, another person to support such primary contractor in the execution of part of a project in terms of the contract;

2.16 “total revenue” bears the same meaning assigned to this expression in the Codes of Good Practice on Black Economic Empowerment, issued in terms of section 9(1) of the Broad-Based Black Economic Empowerment Act and promulgated in the Government Gazette on 9 February 2007;

2.17 “trust” means the arrangement through which the property of one person is made over or bequeathed to a trustee to administer such property for the benefit of another person; and

2.18 “trustee” means any person, including the founder of a trust, to whom property is bequeathed in order for such property to be administered for the benefit of another person.

3. ADJUDICATION USING A POINT SYSTEM

3.1 The bidder obtaining the highest number of total points will be awarded the contract.

13 BID NO: NLM/ES/PPS/2017/2018-2019 3.2 Preference points shall be calculated after prices have been brought to a comparative basis taking into account all factors of non-firm prices and all unconditional discounts.

3.3 Points scored must be rounded off to the nearest 2 decimal places.

3.4 In the event that two or more bids have scored equal total points, the successful bid must be the one scoring the highest number of preference points for B-BBEE.

3.5 However, when functionality is part of the evaluation process and two or more bids have scored equal points including equal preference points for B-BBEE, the successful bid will be the one scoring the highest score for functionality.

3.6 Should two or more bids be equal in all respects, the award shall be decided by the drawing of lots.

4. POINTS AWARDED FOR PRICE

4.1 THE 80/20 OR 90/10 PREFERENCE POINT SYSTEMS

A maximum of 80 or 90 points is allocated for price on the following basis:

80/20 or 90/10  Pt  P min   Pt  P min  Ps  801   or Ps  901    P min   P min 

Ps = Points scored for comparative price of bid under consideration Pt = Comparative price of bid under consideration Pmin = Comparative price of lowest acceptable bid

5. Points awarded for B-BBEE Status Level of Contribution

5.1 In terms of Regulation 5 (2) and 6 (2) of the Preferential Procurement Regulations, preference points must be awarded to a bidder for attaining the B-BBEE status level of contribution in accordance with the table below:

B-BBEE Status Level of Contributor Number of points Number of points (90/10 system) (80/20 system) 1 10 20 2 9 18 3 6 14 4 5 12 5 4 8 6 3 6 7 2 4 8 1 2 Non-compliant contributor 0 0

5.2 Bidders who qualify as EME’s in terms of the B-BBEE Act must submit a certificate issued by an Accounting Officer as contemplated in the Closed Corporation Act or a Verification Agency accredited by SANAS or a

14 BID NO: NLM/ES/PPS/2017/2018-2019 Registered Auditor. Registered auditors do not need to meet the prerequisite for IRBA’s approval for the purpose of conducting verification and issuing EME’s with B-BBEE Status Level Certificates.

5.3 Bidders other than EME’s must submit their original and valid B-BBEE status level verification certificate or a certified copy thereof, substantiating their B-BBEE rating issued by a Registered Auditor approved by IRBA or a Verification Agency accredited by SANAS.

5.4 A trust, consortium or joint venture, will qualify for points for their B-BBEE status level as a legal entity, provided that the entity submits its B-BBEE status level certificate.

5.5 A trust, consortium or joint venture will qualify for points for its B-BBEE status level as an unincorporated entity, provided that the entity submits its consolidated B-BBEE scorecard as if they were a group structure and that such a consolidated B-BBEE scorecard is prepared for every separate bid.

5.6 Tertiary institutions and public entities will be required to submit their B-BBEE status level certificates in terms of the specialized scorecard contained in the B-BBEE Codes of Good Practice.

5.7 A person will not be awarded points for B-BBEE status level if it is indicated in the bid documents that such a bidder intends sub-contracting more than 25% of the value of the contract to any other enterprise that does not qualify for at least the points that such a bidder qualifies for, unless the intended sub-contractor is an EME that has the capability and ability to execute the sub-contract.

5.8 A person awarded a contract may not sub-contract more than 25% of the value of the contract to any other enterprise that does not have an equal or higher B-BBEE status level than the person concerned, unless the contract is sub-contracted to an EME that has the capability and ability to execute the sub-contract.

6. BID DECLARATION

6.1 Bidders who claim points in respect of B-BBEE Status Level of Contribution must complete the following:

7 B-BBEE STATUS LEVEL OF CONTRIBUTION CLAIMED IN TERMS OF PARAGRAPHS 1.3.1.2 AND 5.1.

7.1 B-BBEE Status Level of Contribution: ______= ______(maximum of 10 or 20 points).

(Points claimed in respect of paragraph 7.1 must be in accordance with the table reflected in paragraph 5.1 and must be substantiated by means of a B-BBEE certificate issued by a Verification Agency accredited by SANAS or a Registered Auditor approved by IRBA or an Accounting Officer as contemplated in the CCA).

8 SUB-CONTRACTING

8.1 Will any portion of the contract be sub-contracted? YES/ NO (delete which is not applicable)

8.1.1 If yes, indicate:

(i) what percentage of the contract will be subcontracted? ______%. (ii) the name of the sub-contractor? ______. (iii) the B-BBEE status level of the sub-contractor? ______. (iv) whether the sub-contractor is an EME? YES / NO (delete which is not applicable)

9 DECLARATION WITH REGARD TO COMPANY/FIRM

9.1 Name of company/firm : ______9.2 VAT registration number : ______

15 BID NO: NLM/ES/PPS/2017/2018-2019 9.3 Company registration number ______

9.4 TYPE OF COMPANY/ FIRM

 Partnership/Joint Venture / Consortium  One person business/sole propriety  Close corporation  Company  (Pty) Limited (TICK APPLICABLE BOX)

9.5 DESCRIBE PRINCIPAL BUSINESS ACTIVITIES ______

9.6 COMPANY CLASSIFICATION

 Manufacturer  Supplier  Other service providers, e.g. transporter, etc. (TICK APPLICABLE BOX)

9.7 TOTAL NUMBER OF YEARS THE COMPANY HAS BEEN IN BUSINESS? ______

9.8 I/we, the undersigned, who is/are duly authorized to do so on behalf of the company/firm, certify that the points claimed, based on the B-BBE status level of contribution indicated in paragraph 7 of the foregoing certificate, qualifies the company/ firm for the preference(s) shown and I/we acknowledge that:

(i) The information furnished is true and correct;

(ii) The preference points claimed are in accordance with the General Conditions as indicated in paragraph 1 of this form.

(iii) In the event of a contract being awarded as a result of points claimed as shown in paragraph 7, the contractor may be required to furnish documentary proof to the satisfaction of the purchaser that the claims are correct;

(iv) If the B-BBEE status level of contribution has been claimed or obtained on a fraudulent basis or any of the conditions of contract have not been fulfilled, the purchaser, being the NTABANKULU LOCAL MUNICIPALITY, may, in addition to any other remedy it may have - (a) disqualify the person from the bidding process; (b) recover costs, losses or damages it has incurred or suffered as a result of that person’s conduct; (c) cancel the contract and claim any damages which it has suffered as a result of having to make less favourable arrangements due to such cancellation; (d) restrict the bidder or contractor, its shareholders and directors, or only the shareholders and directors who acted on a fraudulent basis, from obtaining business from any organ of state for a period not exceeding 10 years, after the audi alteram partem (hear the other side) rule has been applied; and (e) forward the matter for criminal prosecution.

16 BID NO: NLM/ES/PPS/2017/2018-2019 WITNESSES:

1. ______

2. ______SIGNATURE(S) OF BIDDER DATE: ____/______20___

ADDRESS: ______

MBD 6.2

DECLARATION CERTIFICATE FOR LOCAL PRODUCTION AND CONTENT FOR DESIGNATED SECTORS

This Municipal Bidding Document (MBD) must form part of all bids invited. It contains general information and serves as a declaration form for local content (local production and local content are used interchangeably). Before completing this declaration, bidders must study the General Conditions, Definitions, Directives applicable in respect of Local Content as prescribed in the Preferential Procurement Regulations, 2011 and the South African Bureau of Standards (SABS) approved technical specification number SATS 1286:2011 (Edition 1) and the Guidance on the Calculation of Local Content together with the Local Content Declaration Templates [Annex C (Local Content Declaration: Summary Schedule), D (Imported Content Declaration: Supporting Schedule to Annex C) and E (Local Content Declaration: Supporting Schedule to Annex C)].

1. General Conditions

1.1. Preferential Procurement Regulations, 2011 (Regulation 9) makes provision for the promotion of local production and content.

1.2. Regulation 9.(1) prescribes that in the case of designated sectors, where in the award of bids local production and content is of critical importance, such bids must be advertised with the specific bidding condition that only locally produced goods, services or works or locally manufactured goods, with a stipulated minimum threshold for local production and content will be considered.

1.3. Where necessary, for bids referred to in paragraph 1.2 above, a two stage bidding process may be followed, where the first stage involves a minimum threshold for local production and content and the second stage price and B-BBEE.

1.4. A person awarded a contract in relation to a designated sector, may not sub-contract in such a manner that the local production and content of the overall value of the contract is reduced to below the stipulated minimum threshold.

1.5. The local content (LC) expressed as a percentage of the bid price must be calculated in accordance with the SABS approved technical specification number SATS 1286: 2011 as follows:

LC = [1- x / y] *100

Where x is the imported content in Rand y is the bid price in Rand excluding value added tax (VAT) 17 BID NO: NLM/ES/PPS/2017/2018-2019 Prices referred to in the determination of x must be converted to Rand (ZAR) by using the exchange rate published by the South African Reserve Bank (SARB) at 12:00 on the date of advertisement of the bid as required in paragraph 4.1 below.

The SABS approved technical specification number SATS 1286:2011 is accessible on http://www.thedti.gov.za/industrial development/ip.jsp at no cost. 1.6. A bid may be disqualified if –

(a) this Declaration Certificate and the Annex C (Local Content Declaration: Summary Schedule) are not submitted as part of the bid documentation; and

(b) the bidder fails to declare that the Local Content Declaration Templates (Annex C, D and E) have been audited and certified as correct.

2. Definitions

2.1. “bid” includes written price quotations, advertised competitive bids or proposals;

2.2. “bid price” price offered by the bidder, excluding value added tax (VAT);

2.3. “contract” means the agreement that results from the acceptance of a bid by an organ of state;

2.4. “designated sector” means a sector, sub-sector or industry that has been designated by the Department of Trade and Industry in line with national development and industrial policies for local production, where only locally produced services, works or goods or locally manufactured goods meet the stipulated minimum threshold for local production and content;

2.5. “ duly sign”means a Declaration Certificate for Local Content that has been signed by the Chief Financial Officer or other legally responsible person nominated in writing by the Chief Executive, or senior member / person with management responsibility(close corporation, partnership or individual).

2.6. “imported content” means that portion of the bid price represented by the cost of components, parts or materials which have been or are still to be imported (whether by the supplier or its subcontractors) and which costs are inclusive of the costs abroad (this includes labour and intellectual property costs), plus freight and other direct importation costs, such as landing costs, dock duties, import duty, sales duty or other similar tax or duty at the South African port of entry;

2.7. “local content” means that portion of the bid price which is not included in the imported content, provided that local manufacture does take place;

2.8. “stipulated minimum threshold” means that portion of local production and content as determined by the Department of Trade and Industry; and 2.9. “sub-contract” means the primary contractor’s assigning, leasing, making out work to, or employing another person to support such primary contractor in the execution of part of a project in terms of the contract. 3. The stipulated minimum threshold(s) for local production and content (refer to Annex A of SATS 1286:2011) for this bid is/are as follows:

Description of services, works or goods Stipulated minimum threshold

______%

4. Does any portion of the services, works or goods offered have any imported content?

18 BID NO: NLM/ES/PPS/2017/2018-2019 (Tick applicable box)

YES NO

4.1 If yes, the rate(s) of exchange to be used in this bid to calculate the local content as prescribed in paragraph 1.5 of the general conditions must be the rate(s) published by the SARB for the specific currency at 12:00 on the date of advertisement of the bid.

The relevant rates of exchange information is accessible on www.reservebank.co.za.

Indicate the rate(s) of exchange against the appropriate currency in the table below (refer to Annex A of SATS 1286:2011):

Currency Rates of exchange US Dollar Pound Sterling Euro Yen Other

NB: Bidders must submit proof of the SARB rate (s) of exchange used.

5. Were the Local Content Declaration Templates (Annex C, D and E) audited and certified as correct? (Tick applicable box)

YES NO

5.1. If yes, provide the following particulars: (a) Full name of auditor: ……………………………………………………… (b) Practice number: ……………………………………………………………………….. (c) Telephone and cell number: ………………………………………………………………. (d) Email address: ………………………………………………………………………..

(Documentary proof regarding the declaration will, when required, be submitted to the satisfaction of the Accounting Officer / Accounting Authority)

6. Where, after the award of a bid, challenges are experienced in meeting the stipulated minimum threshold for local content the DTI must be informed accordingly in order for the DTI to verify and in consultation with the Accounting Officer / Accounting Authority provide directives in this regard.

LOCAL CONTENT DECLARATION (REFER TO ANNEX B OF SATS 1286:2011)

LOCAL CONTENT DECLARATION BY CHIEF FINANCIAL OFFICER OR OTHER LEGALLY RESPONSIBLE PERSON NOMINATED IN WRITING BY THE CHIEF EXECUTIVE OR SENIOR MEMBER/PERSON WITH MANAGEMENT RESPONSIBILITY (CLOSE CORPORATION, PARTNERSHIP OR INDIVIDUAL) 19 BID NO: NLM/ES/PPS/2017/2018-2019 IN RESPECT OF BID NO......

ISSUED BY: (Procurement Authority / Name of Municipality / Municipal Entity): ......

NB 1 The obligation to complete, duly sign and submit this declaration cannot be transferred to an external authorized representative, auditor or any other third party acting on behalf of the bidder.

2 Guidance on the Calculation of Local Content together with Local Content Declaration Templates (Annex C, D and E) is accessible on http://www.thedti.gov.za/industrial development/ip.jsp. Bidders should first complete Declaration D. After completing Declaration D, bidders should complete Declaration E and then consolidate the information on Declaration C. Declaration C should be submitted with the bid documentation at the closing date and time of the bid in order to substantiate the declaration made in paragraph (c) below. Declarations D and E should be kept by the bidders for verification purposes for a period of at least 5 years. The successful bidder is required to continuously update Declarations C, D and E with the actual values for the duration of the contract.

I, the undersigned, ……………………………...... (full names), do hereby declare, in my capacity as ……………………………………… ……….. of ...... (name of bidder entity), the following:

(a) The facts contained herein are within my own personal knowledge.

(b) I have satisfied myself that (i) the goods/services/works to be delivered in terms of the above-specified bid comply with the minimum local content requirements as specified in the bid, and as measured in terms of SATS 1286:2011; and (ii) the declaration templates have been audited and certified to be correct.

(c)The local content percentages (%) indicated below has been calculated using the formula given in clause 3 of SATS 1286:2011, the rates of exchange indicated in paragraph 4.1 above and the information contained in Declaration D and E which has been consolidated in Declaration C;

Bid price, excluding VAT (y) R Imported content (x), as calculated in terms of SATS 1286:2011 R Stipulated minimum threshold for local content (paragraph 3 above) Local content %, as calculated in terms of SATS 1286:2011

If the bid is for more than one product, the local content percentages for each product contained in Declaration C shall be used instead of the table above. The local content percentages for each product has been calculated using the formula given in clause 3 of SATS 1286:2011, the rates of exchange indicated in paragraph 4.1 above and the information contained in Declaration D and E.

(d) I accept that the Procurement Authority / Municipality /Municipal Entity has the right to request that the local content be verified in terms of the requirements of SATS 1286:2011.

(e) I understand that the awarding of the bid is dependent on the accuracy of the information furnished in this application. I also understand that the submission of incorrect data, or data that are not verifiable as described in SATS 1286:2011, may result in the Procurement Authority / Municipal / Municipal Entity imposing any or all of the remedies as provided for in Regulation 13 of the Preferential Procurement Regulations, 2011 promulgated under the Preferential Policy Framework Act (PPPFA), 2000 (Act No. 5 of 2000).

20 BID NO: NLM/ES/PPS/2017/2018-2019 SIGNATURE: DATE: ______

WITNESS No. 1 DATE: ______

WITNESS No. 2 DATE: ______

CONTRACT FORM - PURCHASE OF GOODS/WORKS

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 works described in the attached bidding documents to NTABANKULU MUNICIPALITY in accordance with the requirements and specifications stipulated in bid number BID NO: NLM/ES/PPS/2017/2018-2019 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; - Tax clearance certificate; - Pricing schedule(s); - Technical Specification(s); - Preference claims for Broad Based Black Economic Empowerment Status Level of Contribution in terms of the Preferential Procurement Regulations 2011; - 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 ………………………………………….

22 BID NO: NLM/ES/PPS/2017/2018-2019 PART 2 (TO BE FILLED IN BY THE PURCHASER)

1. I……………………………………………….. in my capacity as…………………………………………………...….. accept your bid under reference number BID NO: NLM/ES/PPS/2017/2018-2019 at dated…………………………………… for the supply of goods/works indicated hereunder and/or further specified in the annexure(s).

2. An official order indicating delivery instructions is forthcoming.

3. I undertake to make payment for the goods/works delivered in accordance with the terms and conditions of the contract, within 30 (thirty) days after receipt of an invoice accompanied by the delivery note.

PRICE (ALL MINIMUM THRESHOLD B-BBEE STATUS APPLICABLE DELIVERY FOR LOCAL ITEM LEVEL OF TAXES BRAND PERIOD PRODUCTION AND NO. CONTRIBUTION INCLUDED) CONTENT (if applicable)

4. I confirm that I am duly authorized to sign this contract.

SIGNED AT ………………………………………ON……………………………….. WITNESSES

NAME (PRINT) ……………………………………. 1. ……………………….

SIGNATURE ……………………………………. 2. ……………………….

OFFICIAL STAMP DATE ……………………….

CONTRACT FORM - RENDERING OF SERVICES

THIS FORM MUST BE FILLED IN DUPLICATE BY BOTH THE SERVICE PROVIDER (PART 1) AND THE PURCHASER (PART 2). BOTH FORMS MUST BE SIGNED IN THE ORIGINAL SO THAT THE SERVICE PROVIDER AND THE PURCHASER WOULD BE IN POSSESSION OF ORIGINALLY SIGNED CONTRACTS FOR THEIR RESPECTIVE RECORDS.

PART 1 (TO BE FILLED IN BY THE SERVICE PROVIDER)

7. I hereby undertake to render services described in the attached bidding documents to (name of the institution) ……………………………………. in accordance with the requirements and task directives / proposals specifications stipulated in Bid Number NLM/ES/PPS/2017/2018-2019 at 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 date of the bid.

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

(iv) Bidding documents, viz - Invitation to bid - Tax clearance certificate - Pricing schedule(s) - Filled in task directive/proposal - Preference claims in terms of the Preferential Procurement Regulations 2001 - Declaration of interest - Special Conditions of Contract; (v) General Conditions of Contract; and (vi) Other (specify)

9. 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 services 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.

10. 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.

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

NAME (PRINT) ……………………………. WITNESSES CAPACITY ……………………………. 1 ……. SIGNATURE ……………………………. ……………………………. NAME OF FIRM ……………………………. 2 ………. DATE ……………………………. ………………………….

MBD 7.2

24 BID NO: NLM/ES/PPS/2017/2018-2019 CONTRACT FORM - RENDERING OF SERVICES

PART 2 (TO BE FILLED IN BY THE PURCHASER)

4. I………………………………………………………... in my capacity

as……………………...……………………………….. accept your bid under reference number

NLM/ES/PPS/2017/2018-2019 dated………………………for the rendering of services indicated

hereunder and/or further specified in the annexure(s).

5. An official order indicating service delivery instructions is forthcoming.

6. I undertake to make payment for the services rendered in accordance with the terms and conditions of the contract, within 30 (thirty) days after receipt of an invoice.

DESCRIPTION OF COMPLETION PREF POINTS CLAIMED PREF POINTS PRICE (VAT INCL) SERVICE DATE FOR HDIs CLAIMED FOR RDP GOALS

SIGNED AT ……………………………………… ON ………………………………..

NAME (PRINT) ………………………………………….

SIGNATURE …………………………………………

OFFICIAL STAMP WITNESSES

1 …. …………………………….

2 ….. …………………………….

DECLARATION OF BIDDER’S PAST SUPPLY CHAIN MANAGEMENT PRACTICES

1 This Municipal Bidding Document must form part of all bids invited.

2 It serves as a declaration to be used by municipalities and municipal entities in ensuring that when goods and services are being procured, all reasonable steps are taken to combat the abuse of the supply chain management system.

3 The bid of any bidder may be rejected if that bidder, or any of its directors have:

a. abused the municipality’s / municipal entity’s supply chain management system or committed any improper conduct in relation to such system; b. been convicted for fraud or corruption during the past five years; c. willfully neglected, reneged on or failed to comply with any government, municipal or other public sector contract during the past five years; or d. been listed in the Register for Tender Defaulters in terms of section 29 of the Prevention and Combating of Corrupt Activities Act (No 12 of 2004).

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

Item Question Yes No 4.1 Is the bidder or any of its directors listed on the National Treasury’s Database Yes No of Restricted Suppliers as companies or persons prohibited from doing business with the public sector? (Companies or persons who are listed on this Database were informed in writing of this restriction by the Accounting Officer/Authority of the institution that imposed the restriction after the audi alteram partem rule was applied). The Database of Restricted Suppliers now resides on the National Treasury’s website(www.treasury.gov.za) and can be accessed by clicking on its link at the bottom of the home page. 4.1.1 If so, furnish particulars:

4.2 Is the bidder or any of its directors listed on the Register for Tender Yes No Defaulters in terms of section 29 of the Prevention and Combating of Corrupt Activities Act (No 12 of 2004)? The Register for Tender Defaulters can be accessed on the National Treasury’s website (www.treasury.gov.za) by clicking on its link at the bottom of the home page.

26 BID NO: NLM/ES/PPS/2017/2018-2019 4.2.1 If so, furnish particulars:

4.3 Was the bidder or any of its directors convicted by a court of law (including a Yes No court of law outside the Republic of South Africa) for fraud or corruption during the past five years?

4.3.1 If so, furnish particulars:

Item Question Yes No 4.4 Does the bidder or any of its directors owe any municipal rates and taxes or Yes No municipal charges to the municipality / municipal entity, or to any other municipality / municipal entity, that is in arrears for more than three months? 4.4.1 If so, furnish particulars:

4.5 Was any contract between the bidder and the municipality / municipal entity Yes No or any other organ of state terminated during the past five years on account of failure to perform on or comply with the contract?

4.7.1 If so, furnish particulars:

CERTIFICATION

I, THE UNDERSIGNED (FULL NAME) …………..……………………………..…… CERTIFY THAT THE INFORMATION FURNISHED ON THIS DEECLARATION FORM TRUE AND CORRECT. I ACCEPT THAT, IN ADDITION TO CANCELLATION OF A CONTRACT, ACTION MAY BE TAKEN AGAINST ME SHOULD THIS DECLARATI ON PROVE TO BE FALSE.

………………………………………... ………………………….. Signature Date

………………………………………. ………………………….. Position Name of Bidder

27 BID NO: NLM/ES/PPS/2017/2018-2019 MBD 9 CERTIFICATE OF INDEPENDENT BID DETERMINATION

1 This Municipal Bidding Document (MBD) must form part of all bids¹ invited.

2 Section 4 (1) (b) (iii) of the Competition Act No. 89 of 1998, as amended, prohibits an agreement between, or concerted practice by, firms, or a decision by an association of firms, if it is between parties in a horizontal relationship and if it involves collusive bidding (or bid rigging).² Collusive bidding is a pe se prohibition meaning that it cannot be justified under any grounds.

3 Municipal Supply Regulation 38 (1) prescribes that a supply chain management policy must provide measures for the combating of abuse of the supply chain management system, and must enable the accounting officer, among others, to:

a. take all reasonable steps to prevent such abuse;

b. reject the bid of any bidder if that bidder or any of its directors has abused the supply chain management system of the municipality or municipal entity or has committed any improper conduct in relation to such system; and

c. cancel a contract awarded to a person if the person committed any corrupt or fraudulent act during the bidding process or the execution of the contract.

4 This MBD serves as a certificate of declaration that would be used by institutions to ensure that, when bids are considered, reasonable steps are taken to prevent any form of bid-rigging. 5 In order to give effect to the above, the attached Certificate of Bid Determination (MBD 9) must be completed and submitted with the bid:

¹ Includes price quotations, advertised competitive bids, limited bids and proposals.

² Bid rigging (or collusive bidding) occurs when businesses, that would otherwise be expected to compete, secretly conspire to raise prices or lower the quality of goods and / or services for purchasers who wish to acquire goods and / or services through a bidding process. Bid rigging is, therefore, an agreement between competitors not to compete.

CERTIFICATE OF INDEPENDENT BID DETERMINATION

I, the undersigned, in submitting the accompanying bid: ______(Bid Number and Description) in response to the invitation for the bid made by: ______(Name of Municipality / Municipal Entity) do hereby make the following statements that I certify to be true and complete in every respect: I certify, on behalf of:______that: (Name of Bidder) 1. I have read and I understand the contents of this Certificate; 2. I understand that the accompanying bid will be disqualified if this Certificate is found not to be true and complete in every respect; 3. I am authorized by the bidder to sign this Certificate, and to submit the accompanying bid, on behalf of the bidder; 4. Each person whose signature appears on the accompanying bid has been authorized by the bidder to determine the terms of, and to sign, the bid, on behalf of the bidder; 5. For the purposes of this Certificate and the accompanying bid, I understand that the word “competitor” shall include any individual or organization, other than the bidder, whether or not affiliated with the bidder, who: (a) has been requested to submit a bid in response to this bid invitation; (b) could potentially submit a bid in response to this bid invitation, based on their qualifications, abilities or experience; and (c) provides the same goods and services as the bidder and/or is in the same line of business as the bidder 6. The bidder has arrived at the accompanying bid independently from, and without consultation, communication, agreement or arrangement with any competitor. However communication between partners in a joint venture or consortium³ will not be construed as collusive bidding. 7. In particular, without limiting the generality of paragraphs 6 above, there has been no consultation, communication, agreement or arrangement with any competitor regarding: (a) prices; (b) geographical area where product or service will be rendered (market allocation) (c) methods, factors or formulas used to calculate prices; (d) the intention or decision to submit or not to submit, a bid;

29 BID NO: NLM/ES/PPS/2017/2018-2019 (e) the submission of a bid which does not meet the specifications and conditions of the bid; or (f) bidding with the intention not to win the bid. 8. In addition, there have been no consultations, communications, agreements or arrangements with any competitor regarding the quality, quantity, specifications and conditions or delivery particulars of the products or services to which this bid invitation relates. 9. The terms of the accompanying bid have not been, and will not be, disclosed by the bidder, directly or indirectly, to any competitor, prior to the date and time of the official bid opening or of the awarding of the contract. ³ Joint venture or Consortium means an association of persons for the purpose of combining their expertise, property, capital, efforts, skill and knowledge in an activity for the execution of a contract.

10. I am aware that, in addition and without prejudice to any other remedy provided to combat any restrictive practices related to bids and contracts, bids that are suspicious will be reported to the Competition Commission for investigation and possible imposition of administrative penalties in terms of section 59 of the Competition Act No 89 of 1998 and or may be reported to the National Prosecuting Authority (NPA) for criminal investigation and or may be restricted from conducting business with the public sector for a period not exceeding ten (10) years in terms of the Prevention and Combating of Corrupt Activities Act No 12 of 2004 or any other applicable legislation.

………………………………………………… ………………………………… Signature Date

…………………………………………………. ………………………………… Position Name of Bidder

30 BID NO: NLM/ES/PPS/2017/2018-2019 NTABANKULU LOCAL MUNICIPALITY

GENERAL CONTRACT CONDITIONS

The purpose of this document is to:

(i) Draw special attention to certain general conditions applicable to municipal bids, contracts and orders;

(ii) To ensure that prospective tenderers or bidders are familiar with the rights and obligations of all parties involved in doing business with the municipality;

(iii) To set out the conditions applicable to all tenders or bids submitted to the municipality in response to an invitation to submit a tender, bid or quotation, as may be applicable: In this document words in the singular also mean in the plural and vice versa and words in the masculine also mean the feminine and neuter. . Any specification issued by the municipality for the supply of goods or services is subject to the relevant terms and conditions contained herein. . These General Conditions of Contract will form part of all bid documents. . Special Conditions of Contract (SCC) relevant to a specific bid, will be compiled separately for every bid (if (applicable) and will supplement the General Conditions of Contract. Whenever there is a conflict, the provisions in the SCC shall prevail.

A. CONDITIONS APPLYING TO ALL SPECIFICATIONS

All specifications for goods and services to be procured by the municipality shall, except where otherwise stated in any specific specification, be subject to the following requirements and conditions:

1. Functionality Where functionality is utilized as an evaluation criterion, no tender will be regarded as an acceptable tender if it fails to achieve the minimum stipulated qualifying score for functionality and only tenders that have achieved this score will be evaluated further in terms of the preference point systems referred to below.

2. 80/20 Preference Point System 2.1 The under-mentioned preference points evaluation system for the acquisition of services, works or goods up to a Rand value of R1 000 000 (all applicable taxes included) will be applied with regard to the evaluation of tenders falling within this threshold amount:

31 BID NO: NLM/ES/PPS/2017/2018-2019 (i) the following formula will be used to calculate the points for price in respect of tenders (including price quotations) with a Rand value equal to, or above R 30 000 and up to a Rand value of R1 000 000 (all applicable taxes included): Pt – Pmin ( 1- Pmin ) Ps = 80 Where Ps = Points scored for comparative price of tender or offer under consideration; Pt = Comparative price of tender or offer under consideration; and Pmin = Comparative price of lowest acceptable tender or offer. (ii) subject to subparagraph (iii), points must be awarded to a tenderer for attaining the B-BBEE status level of contributor in accordance with the following table:

B-BBEE Status Level of Contributor Number of Points 1 20 2 18 3 14 4 12 5 8 6 6 7 4 8 2 Non-compliant contributor 0

(iii) a maximum of 20 points may be allocated under subparagraph (ii); (iv) the points scored by a tenderer in respect of B-BBEE contribution contemplated in subparagraph (ii) must be added to the points scored for price as calculated in accordance with subparagraph (i). 2.2 In the event of all tenders received exceeding the estimated Rand value of R1 000 000, the tender invitation will be cancelled, provided that, if one or more of the acceptable tenders received are within the aforesaid threshold of R1 000 000, all tenders received will be evaluated in accordance with this preference point system. 2.2 The B-BBEE status level attained by a tenderer will be used to determine the number of points contemplated in subparagraph 2.1 (ii) above.

3. 90/10 Preference Point System

3.1 The under-mentioned preference points evaluation system for the acquisition of services, works or goods with a Rand value above R1 000 000 (all applicable taxes included) will be applied with regard to the evaluation of tenders above this threshold amount:

32 BID NO: NLM/ES/PPS/2017/2018-2019 (i) the following formula will be used to calculate the points for price in respect of tenders with a Rand value above R1 000 000 (all applicable taxes included): Pt – Pmin Ps = 90 ( 1- Pmin )

Where Ps = Points scored for comparative price of tender or offer under consideration; Pt = Comparative price of tender or offer under consideration; and Pmin = Comparative price of lowest acceptable tender or offer.

(ii) subject to subparagraph (iii), points must be awarded to a tenderer for attaining the B-BBEE status level of contributor in accordance with the following table:

B-BBEE Status Level of Contributor Number of Points

1 10 2 9 3 6 4 5 5 4 6 3 7 2 8 1 Non-compliant contributor 0

(iii) a maximum of 10 points may be allocated under subparagraph (ii); (iv) the points scored by a tenderer in respect of the level of B-BBEE contribution contemplated in subparagraph (ii) must be added to the points scored for price as calculated in accordance with subparagraph (i). 3.2 In the event of all tenders received being equal to, or below R1 000 000, the invitation to tender will be withdrawn and all tenders received shall be regarded as having been cancelled provided that, If one or more of the acceptable tenders received are above the prescribed threshold of R 1 000 000, all tenders received will be evaluated in accordance with this preference point system. 3.3 The B-BBEE status level attained by a tenderer must be used to determine the number of points contemplated in subparagraph 3.1 (ii) above.

4. Local Production

4.1 Where, in the case of tenders in designated sectors, local production and content is of critical importance, it shall be a specific condition of tender that only locally produced goods, services or

33 BID NO: NLM/ES/PPS/2017/2018-2019 works or locally manufactured goods, with a stipulated minimum threshold for local production and content, will be considered. 4.2 The exchange rate to be used for the calculation of local content or local production referred to in subparagraph 1 will be the exchange rate published by the South African Reserve Bank at 12:00 on the date, one week (7 calendar days) prior to the closing date of the invited bid; 4.3 Only the South African Bureau of Standards (SABS) approved technical specification number SATS 1286:201x will be used to calculate local content in accordance with the following formula: LC X X 100 = 1 - y Where x imported content y bid price excluding value added tax (VAT)

and the prices referred to in the determination of x will be converted to Rand (ZAR) by using the exchange rate published by the South African Reserve Bank at 12:00 on the date, one week (7 calendar days) prior to the closing date of the bid; 4.4 Form MBD 6.2 (Declaration Certificate for Local Content) duly completed and signed must be submitted with the bid documentation; 4.4 The municipality reserves the right to verify the accuracy of the rates of exchange quoted by a bidder in paragraph 4.1 of the aforesaid Certificate. 4.5 The accounting officer of the municipality reserves the right to include a specific bidding condition that only locally produced goods, services or works or locally manufactured goods with a stipulated minimum threshold for local production and content, will be considered on condition that any such prescript and threshold(s) are in accordance with the specific directives issued for this purpose by the National Treasury in consultation with the Department of Trade and Industry and, in such event, the requirements referred to in subparagraphs 4.2 to 4.4 above must be complied with by a tenderer. 4.6 A two- stage tendering process may be followed for tenders referred to in subparagraphs 4.1 and 4.5 and, in such event, the first stage will involve functionality and minimum threshold for local production and content and the second stage price and B-BBEE with the possibility of price negotiations only with the short listed tenderers.

5. B-BBEE status level certificates and scorecards

5.1 Those tenderers who qualify as Exempted Micro Enterprises (EME’s) in terms of the Broad-Based Black Economic Empowerment Act, must submit, together with their tender, a certificate to this effect issued by a registered auditor, accounting officer (as contemplated in section 60(4) of the Close Corporations Act, 1984 (Act No. 69 of 1984)) or an accredited verification agency provided that a certificate issued by an Accounting Officer of a closed corporation must be on his letterhead which

34 BID NO: NLM/ES/PPS/2017/2018-2019 should also contain his practice number and contact number clearly specified on the face of such certificate. 5.2 Tenderers other than Exempted Micro-Enterprises (EME’s) must submit, with their tender, their original and valid B-BBEE Status Level Verification Certificate or a certified copy thereof, in support of their B-BBEE rating. 5.3 A trust, consortium or joint venture will qualify for points for its B-BBEE status level as a legal entity, provided its submits its B-BBEE Status Level Verification Certificate with its tender. 5.4 A trust, consortium or joint venture will qualify for points for its B-BBEE status level as an unincorporated entity, provided that it submits its consolidated B-BBEE scorecard as if were a group structure and, provided further, that such a consolidated B-BBEE scorecard is prepared for every separate tender.

6. Sub-contracting

6.1 A tenderer will not be awarded points for B-BBEE status level if it is indicated in the tender documents that such tenderer intends sub-contracting more than 25% of the value of the contract to any other enterprise that does not qualify for at least the points that he/she/it qualifies for, unless the intended sub-contractor is an exempted micro enterprise that has the capability and ability to execute the sub- contract. 6.2 A person awarded a contract will not sub-contract more than 25% of the value of the contract to any other enterprise that does not have an equal or higher B-BBEE status level than the person concerned, unless the contract is sub-contracted to an exempted micro enterprise that has the capability and ability to execute the relevant sub-contract. 6.3 A person awarded a contract in relation to a designated sector, may not sub-contract in such a manner that the local production and content of the overall value of the contract is reduced to below the stipulated minimum threshold.

7. Specific goals

7.1 Where a bidder is required to attain a specified specific goal or goals other than contracting with historically disadvantaged persons and implementing Reconstruction and Development Programmes in order to qualify for the award of a contract, such bidder must provide the required information to enable the bid evaluation committee to determine whether or not such specific goal or goals will be attained by the bidder concerned in the event of him/her or it being awarded the relevant contract.

8. Miscellaneous conditions

35 BID NO: NLM/ES/PPS/2017/2018-2019 8.1 Only tenderers who have completed and signed the declaration part of any tender documentation will be considered when tenders are evaluated. 8.2 When comparative prices must be calculated, any discounts which have been offered unconditionally will be taken into account. 8.3 A discount which has been offered conditionally will, despite not being taken into account for evaluation purposes, be implemented when payment to a tenderer in respect of an accepted tender is effected. 8.3 Bid evaluation points scored will be rounded off to the nearest 2 decimal places. 8.4 Equal point scoring: (i) In the event that two or more tenders score equal total points, the successsful tender will be the one scoring the highest number of preference points for B-BBEE; (ii) However, when functionality is part of the evaluation process and two or more tenders have scored equal points including equal preference points for B-BBEE, the successful tender will be the one scoring the highest score for functionality; (iii) Should two or more tenders be equal in all respects, the award shall be decided by the drawing of lots in accordance with the applicable regulations of the municipality.

9. Cancelling a tender

9.1 The accounting officer may, prior to the award of a tender, by notice in the media in which the original tender was advertised, cancel such tender if, due to changed circumstances, there is no longer a need for the services, works or goods requested or if funds are no longer available to cover the total envisaged expenditure or if no acceptable tenders are received.

10. Declarations

A tenderer must -

(a) declare that the information provided in a tender document is true and correct; (b) declare that the signatory to a tender document is duly authorized; and (c) undertake to submit documentary proof regarding any tendering issue when required to the satisfaction of the municipality.

11. Remedies

11.1 A tenderer who submits a tender acknowledges thereby that:

36 BID NO: NLM/ES/PPS/2017/2018-2019 (a) The municipality will, upon detecting that the B-BBEE status level of contribution has been claimed or obtained by a tenderer on a fraudulent basis or any of the conditions of a contract awarded to such tenderer or contractor have not been fulfilled, act against such tenderer or person awarded the ensuing contract. (b) The municipality may, in addition to any other remedy it may have against the person contemplated in subparagraph (a)- (i) disqualify the person concerned from participating in any future tender process with the municipality; (ii) recover all costs, losses or damages it has incurred or suffered as a result of that person's conduct;

(iii) cancel the relevant contract and claim any damages which it has suffered as a result of having to make less favourable arrangements due to such cancellation; (c) The municipality may restrict a tenderer or contractor, its shareholders and directors, or only the shareholders and directors, as the case may be, who acted on a fraudulent basis in connection with a tender, from obtaining business from the municipality for a period not exceeding 10 years, provided that, before exercising this right, the municipality shall give the persons or parties concerned an opportunity to make representations and be heard in defence of such contemplated action; and (d) The municipality may refer any fraudulent action on the part of a tenderer or contractor or any party aforesaid to the South African Police Services with a view to criminal prosecution. (e) Where a tenderer or contractor is restricted in terms of subparagraph (c), the accounting officer will forward the relevant details to National Treasury for inclusion in the Central Database of Restricted Suppliers. (f) The municipality will check the National Treasury’s database prior to awarding any contract to ensure that no recommended bidder, or any of its directors, is listed as a person prohibited from doing business with the public sector; (g) The municipality will reject any bid from a bidder - (i) if any municipal rates and taxes or municipal service charges owed by that bidder or any of its directors to the municipality, or to any other municipality or municipal entity, are in arrears for more than three months; or (ii) who during the last five years has failed to perform satisfactorily on a previous contract with the municipality or any other organ of state after written notice was given to that bidder that performance was unsatisfactory; (e) The municipality will reject a recommendation for the award of a contract if the recommended bidder, or any of its directors, committed a corrupt or fraudulent act in competing for the particular contract; (f) The municipality will cancel a contract awarded to a person if - (i) such person committed any corrupt or fraudulent act during the bidding process or the execution of the contract; or (ii) an official or other role player committed any corrupt or fraudulent act during the bidding process or the execution of the contract that benefited that person; and (g) The municipality will reject the bid of any bidder if that bidder or any of its directors -

37 BID NO: NLM/ES/PPS/2017/2018-2019 (i) has abused the supply chain management system of the municipality or has committed any improper conduct in relation to such system; (ii) has been convicted for fraud or corruption during the past five years;

(ii) has willfully neglected, reneged on or failed to comply with any government, municipal or other public sector contract during the past five years; (iii) has been listed in the Register for Tender Defaulters in terms of section 29 of the Prevention and Combating of Corrupt Activities Act (No 12 of 2004); and (iv) who, in terms of any applicable law, is required to be possession of a current licence, registration certificate or authority to submit a bid in response to a bid invitation by the municipality. (h) The municipality will reject a bid from any bidder who failed to attend a compulsory site meeting or briefing session relative to a particular invitation to bid.

B. GENERAL CONDITIONS OF CONTRACT

TABLE OF CLAUSES

1. Definitions 2. Application 3. General 4. Standards 5. Use of contract documents and information; inspection 6. Patent rights 7. Performance security 8. Inspections, tests and analysis 9. Packing 10. Delivery and documents 11. Insurance 12. Transportation 13. Incidental services 14. Spare parts 15. Warranty 16. Payment 17. Prices 18. Contract amendments 19. Assignment 20. Subcontracts 21. Delays in the supplier’s performance

38 BID NO: NLM/ES/PPS/2017/2018-2019 22. Penalties 23. Termination for default 24. Dumping and countervailing duties 25. Force Majeure 26. Termination for insolvency 27. Settlement of disputes 28. Limitation of liability 29. Governing language 30. Applicable law 31. Notices 32. Taxes and duties 33. National Industrial Participation Programme (NIPP) 34. Prohibition of restrictive practices

1. Definitions

1. The following terms shall be interpreted as indicated: 1.1 “Closing time” means the date and hour specified in the bidding documents for the receipt of bids. 1.2 “Contract” means the written agreement entered into between the purchaser and the supplier, as recorded in the contract form (form of Offer and Acceptance) signed by the parties, including all attachments and appendices thereto and all documents incorporated by reference therein. 1.3 “Contract price” means the price payable to the supplier under the contract for the full and proper performance of his contractual obligations. It is the amount stipulated in the form of offer by the bidder. 1.4 “Corrupt practice” means the offering, giving, receiving, or soliciting of any thing of value to influence the action of a public official in the procurement process or in contract execution. 1.5 "Countervailing duties" are imposed in cases where an enterprise abroad is subsidized by its government and encouraged to market its products internationally. 1.6 “Country of origin” means the place where the goods were mined, grown or produced or from which the services are supplied. Goods are produced when, through manufacturing, processing or substantial and major assembly of components, a commercially recognized new product results that is substantially different in basic characteristics or in purpose or utility from its components. 1.7 “Day” means calendar day. 1.8 “Delivery” means delivery in compliance of the conditions of the contract or order. 1.9 “Delivery ex stock” means immediate delivery directly from stock actually on hand. 1.10 “Delivery into consignee’s store or to his site” means delivered and unloaded in the specified store or depot or on the specified site in compliance with the conditions of the contract or order, the supplier bearing all risks and charges involved until the supplies are so delivered and a valid receipt is obtained.

39 BID NO: NLM/ES/PPS/2017/2018-2019 1.11 "Dumping" occurs when a private enterprise abroad markets its goods on own initiative in the RSA at lower prices than that of the country of origin and which have the potential to harm the local industries in the RSA. 1.12 ”Force majeure” means an event beyond the control of the supplier and not involving the supplier’s fault or negligence and not foreseeable. Such events may include, but is not restricted to, acts of the purchaser in its sovereign capacity, wars or revolutions, fires, floods, epidemics, quarantine restrictions and freight embargoes. 1.13 “Fraudulent practice” means a misrepresentation of facts in order to influence a procurement process or the execution of a contract to the detriment of any bidder, and includes collusive practice among bidders (prior to or after bid submission) designed to establish bid prices at artificial non-competitive levels and to deprive the bidder of the benefits of free and open competition. 1.14 “GCC” means the General Conditions of Contract. 1.15 “Goods” means all of the equipment, machinery and/or other materials that the supplier is required to supply to the purchaser under the contract. 1.16 “Imported content” means that portion of the bidding price represented by the cost of components, parts or materials which have been or are still to be imported (whether by the supplier or his subcontractors) and which costs are inclusive of the costs abroad, plus freight and other direct importation costs such as landing costs, dock dues, import duty, sales duty or other similar tax or duty at the South African place of entry as well as transportation and handling charges to the factory in the Republic where the supplies covered by the bid will be manufactured. 1.17 “Local content” means that portion of the bidding price which is not included in the imported content provided that local manufacture does take place. 1.18 “Manufacture” means the production of products in a factory using labour, materials, components and machinery and includes other related value-adding activities. 1.19 “Order” means an official written order issued for the supply of goods or works or the rendering of a service. 1.20 “Project site,” where applicable, means the place indicated in bidding documents. 1.21 “Purchaser” means the Elundini Municipality or any other agency or body on whose behalf it has been authorized to procure goods and services and includes the accounting officer of this municipality or his nominee.

1.22 “Republic” means the Republic of South Africa. 1.23 “SCC” means the Special Conditions of Contract. 1.24 “Services” means those functional services ancillary to the supply of the goods, such as transportation and any other incidental services, such as installation, commissioning, provision of technical assistance, training, catering, gardening, security, maintenance and other such obligations of the supplier covered under the contract. 1.25 “State” includes the municipality; 1.26 “Written” or “in writing” means handwritten in ink or any form of electronic or mechanical writing.

40 BID NO: NLM/ES/PPS/2017/2018-2019 2. Application 2.1 These general conditions are applicable to all bids, contracts and orders including bids for functional and professional services, sales, hiring, letting and the granting or acquiring of rights, but excluding immovable property, unless otherwise indicated in the bidding documents. 2.2 Where applicable, special conditions of contract are also laid down to cover specific supplies, services or works. 2.3 Where such special conditions of contract are in conflict with these general conditions, the special conditions shall apply.

3. General 3.1 Unless otherwise indicated in the bidding documents, the purchaser shall not be liable for any expense incurred in the preparation and submission of a bid. Where applicable, a non-refundable fee for documents may be charged. 3.2 With certain exceptions, invitations to bid are only published in the local press or accessed electronically or in hard copy form from the municipality upon payment of any prescribed fee.

4. Standards 4.1 The goods supplied shall conform to the standards mentioned in the bidding documents and specifications.

5. Use of contract documents and information and also inspection. 5.1 The supplier shall not, without the purchaser’s prior written consent, disclose the contract, or any provision thereof, or any specification, plan, drawing, pattern, sample, or information furnished by or on behalf of the purchaser in connection therewith, to any person other than a person employed by the supplier in the performance of the contract. Disclosure to any such employed person shall be made in confidence and shall extend only insofar as may be necessary for purposes of such performance. 5.2 The supplier shall not, without the purchaser’s prior written consent, make use of any document or information mentioned in GCC clause 5.1 except for purposes of performing the contract. 5.3 Any document, other than the contract itself mentioned in GCC clause 5.1 shall remain the property of the purchaser and shall be returned (all copies) to the purchaser on completion of the supplier’s performance under the contract if so required by the purchaser. 5.4 The supplier shall permit the purchaser to inspect the supplier’s records relating to the performance of the supplier and to have them audited by auditors appointed by the purchaser, if so required by the purchaser.

6. Patent rights 6.1 The supplier shall indemnify the purchaser against all third-party claims of infringement of patent, trademark, or industrial design rights arising from use of the goods or any part thereof by the purchaser.

41 BID NO: NLM/ES/PPS/2017/2018-2019 7. Performance security 7.1 Within thirty (30) days of receipt of the notification of contract award, the successful bidder shall furnish to the purchaser the performance security of the amount specified in SCC. 7.2 The proceeds of the performance security shall be payable to the purchaser as compensation for any loss resulting from the supplier’s failure to complete his obligations under the contract. 7.3 The performance security shall be denominated in the currency of the contract or in a freely convertible currency acceptable to the purchaser and shall be in one of the following forms: (a) a bank guarantee or an irrevocable letter of credit issued by a reputable bank located in the purchaser’s country or abroad, acceptable to the purchaser, in the form provided in the bidding documents or another form acceptable to the purchaser; or (b) a cashier’s or certified cheque 7.4 The performance security will be discharged by the purchaser and returned to the supplier not later than thirty (30) days following the date of completion of the supplier’s performance obligations under the contract, including any warranty obligations, unless otherwise specified in SCC.

8. Inspections, tests and analyses 8.1 All pre-bidding testing will be for the account of the bidder. 8.2 If it is a bid condition that supplies to be produced or services to be rendered should, at any stage during production or execution or on completion, be subject to inspection, the premises of the bidder or contractor shall be open, at all reasonable hours, for inspection by a representative of the municipality or an organization acting on behalf of the municipality. 8.3 If there are no inspection requirements indicated in the bidding documents and no mention is made in the contract, but during the contract period it is decided that inspections shall be carried out, the purchaser shall itself make the necessary arrangements, including payment arrangements with the testing authority concerned. 8.4 If the inspections, tests and analyses referred to in clauses 8.2 and 8.3 show the supplies to be in accordance with the contract requirements, the cost of the inspections, tests and analyses shall be defrayed by the purchaser. 8.5 Where the supplies or services referred to in clauses 8.2 and 8.3 do not comply with the contract requirements, irrespective of whether such supplies or services are accepted or not, the cost in connection with these inspections, tests or analyses shall be defrayed by the supplier. 8.6 Supplies and services which are referred to in clauses 8.2 and 8.3 and which do not comply with the contract requirements may be rejected. 8.7 Any contract supplies may, on or after delivery, be inspected, tested or analyzed and may be rejected if found not to comply with the requirements of the contract. Such rejected supplies shall be held at the cost and risk of the supplier who shall, when called upon, remove them immediately at his own cost and forthwith substitute them with supplies which do comply with the requirements of the contract. Failing such removal, the rejected supplies shall be returned at the suppliers cost and risk. Should the supplier fail to provide the

42 BID NO: NLM/ES/PPS/2017/2018-2019 substitute supplies forthwith, the purchaser may, without giving the supplier further opportunity to substitute the rejected supplies, purchase such supplies as may be necessary at the expense of the supplier.

8.8 The provisions of clauses 8.4 to 8.7 shall not prejudice the right of the purchaser to cancel the contract on account of a breach of the conditions thereof or to act in terms of Clause 23 of GCC.

9. Packing 9.1 The supplier shall provide such packing of the goods as is required to prevent their damage or deterioration during transit to their final destination, as indicated in the contract. The packing shall be sufficient to withstand, without limitation, rough handling during transit and exposure to extreme temperatures, salt and precipitation during transit, and open storage. Packing, case size and weights shall take into consideration, where appropriate, the remoteness of the goods’ final destination and the absence of heavy handling facilities at all points in transit. 9.2 The packing, marking, and documentation within and outside the packages shall comply strictly with such special requirements as shall be expressly provided for in the contract, including additional requirements, if any, specified in SCC, and in any subsequent instructions ordered by the purchaser.

10. Delivery and documents 10.1 Delivery of the goods shall be made by the supplier in accordance with the terms specified in the contract. The details of shipping and/or other documents to be furnished by the supplier are specified in SCC. 10.2 Documents to be submitted by the supplier are specified in SCC.

11. Insurance 11.1 The goods supplied under the contract shall be fully insured in a freely convertible currency against loss or damage incidental to manufacture or acquisition, transportation, storage and delivery in the manner specified in the SCC.

12. Transportation 12.1 Should a price other than an all-inclusive delivered price be required, this shall be specified in the SCC.

13. Incidental services 13.1 The supplier may be required to provide any or all of the following services, including additional services, if any, specified in SCC: (a) performance or supervision of on-site assembly and/or commissioning of the supplied goods; (b) furnishing of tools required for assembly and/or maintenance of the supplied goods; (c) furnishing of a detailed operations and maintenance manual for each appropriate unit of the supplied goods;

43 BID NO: NLM/ES/PPS/2017/2018-2019 (d) performance or supervision or maintenance and/or repair of the supplied goods, for a period of time agreed by the parties, provided that this service shall not relieve the supplier of any warranty obligations under this contract; and (e) training of the purchaser’s personnel, at the supplier’s plant and/or on-site, in assembly, start-up, operation, maintenance, and/or repair of the supplied goods. 13.2 Prices charged by the supplier for incidental services, if not included in the contract price for the goods, shall be agreed upon in advance by the parties and shall not exceed the prevailing rates charged to other parties by the supplier for similar services.

14. Spare parts 14.1 As specified in SCC, the supplier may be required to provide any or all of the following materials, notifications, and information pertaining to spare parts manufactured or distributed by the supplier: (a) such spare parts as the purchaser may elect to purchase from the supplier, provided that this election shall not relieve the supplier of any warranty obligations under the contract; and (b) in the event of termination of production of the spare parts: (i) Advance notification to the purchaser of the pending termination, in sufficient time to permit the purchaser to procure needed requirements; and (ii) following such termination, furnishing at no cost to the purchaser, the blueprints, drawings, and specifications of the spare parts, if requested.

15. Warranty 15.1 The supplier warrants that the goods supplied under the contract are new, unused, of the most recent or current models, and that they incorporate all recent improvements in design and materials unless provided otherwise in the contract. The supplier further warrants that all goods supplied under this contract shall have no defect, arising from design, materials, or workmanship (except when the design and/or material is required by the purchaser’s specifications) or from any act or omission of the supplier, that may develop under normal use of the supplied goods in the conditions prevailing in the country of final destination. 15.2 This warranty shall remain valid for twelve (12) months after the goods, or any portion thereof as the case may be, have been delivered to and accepted at the final destination indicated in the contract, or for eighteen (18) months after the date of shipment from the port or place of loading in the source country, whichever period concludes earlier, unless specified otherwise in SCC. 15.3 The purchaser shall promptly notify the supplier in writing of any claims arising under this warranty. 15.4 Upon receipt of such notice, the supplier shall, within the period specified in SCC and with all reasonable speed, repair or replace the defective goods or parts thereof, without costs to the purchaser. 15.5 If the supplier, having been notified, fails to remedy the defect(s) within the period specified in SCC, the purchaser may proceed to take such remedial action as may be necessary, at the supplier’s risk and expense and without prejudice to any other rights which the purchaser may have against the supplier under the contract.

44 BID NO: NLM/ES/PPS/2017/2018-2019 16. Payment 16.1 The method and conditions of payment to be made to the supplier under this contract shall be specified in SCC. 16.2 The supplier shall furnish the purchaser with an invoice accompanied by a copy of the delivery note and upon fulfillment of other obligations stipulated in the contract. 16.3 Payments shall be made promptly by the purchaser, but in no case later than thirty (30) days after submission of an acceptable invoice or claim by the supplier. 16.4 Payment will be made in Rand unless otherwise stipulated in SCC.

17. Prices 17.1 Prices charged by the supplier for goods delivered and services performed under the contract shall not vary from the prices quoted by the supplier in his bid, with the exception of any price adjustments authorized in SCC or in the purchaser’s request for bid validity extension, as the case may be.

18. Contract amendments 18.1 No variation in or modification of the terms of the contract shall be made except by written amendment signed by the parties concerned.

19. Assignment 19.1 The supplier shall not assign, in whole or in part, its obligations to perform under the contract, except with the purchaser’s prior written consent.

20. Subcontracts 20.1 The supplier shall notify the purchaser in writing of all subcontracts awarded under this contracts if not already specified in the bid. Such notification, in the original bid or later, shall not relieve the supplier from any liability or obligation under the contract.

21. Delays in the supplier’s performance 21.1 Delivery of the goods and performance of services shall be made by the supplier in accordance with the time schedule prescribed by the purchaser in the contract. 21.2 If at any time during performance of the contract, the supplier or its subcontractor(s) should encounter conditions impeding timely delivery of the goods and performance of services, the supplier shall promptly notify the purchaser in writing of the fact of the delay, its likely duration and its cause(s). As soon as practicable after receipt of the supplier’s notice, the purchaser shall evaluate the situation and may at his discretion extend the supplier’s time for performance, with or without the imposition of penalties, in which case the extension shall be ratified by the parties by amendment of contract.

45 BID NO: NLM/ES/PPS/2017/2018-2019 21.3 No provision in a contract shall be deemed to prohibit the obtaining of supplies or services from a national department, provincial department, or a local authority. 21.4 The right is reserved to procure outside of the contract small quantities or to have minor essential services executed if an emergency arises, the supplier’s point of supply is not situated at or near the place where the supplies are required, or the supplier’s services are not readily available. 21.5 Except as provided under GCC Clause 25, a delay by the supplier in the performance of its delivery obligations shall render the supplier liable to the imposition of penalties, pursuant to GCC Clause 22, unless an extension of time is agreed upon pursuant to GCC Clause 21.2 without the application of penalties 21.6 Upon any delay beyond the delivery period in the case of a supplies contract, the purchaser shall, without canceling the contract, be entitled to purchase supplies of a similar quality and up to the same quantity in substitution of the goods not supplied in conformity with the contract and to return any goods delivered later at the supplier’s expense and risk, or to cancel the contract and buy such goods as may be required to complete the contract and without prejudice to his other rights, be entitled to claim damages from the supplier.

22. Penalties 22.1 Subject to GCC Clause 25, if the supplier fails to deliver any or all of the goods or to perform the services within the period(s) specified in the contract, the purchaser shall, without prejudice to its other remedies under the contract, deduct from the contract price, as a penalty, a sum calculated on the delivered price of the delayed goods or unperformed services using the current prime interest rate calculated for each day of the delay until actual delivery or performance. The purchaser may also consider termination of the contract pursuant to GCC Clause 23.

23. Termination for default 23.1 The purchaser, without prejudice to any other remedy for breach of contract, by written notice of default sent to the supplier, may terminate this contract in whole or in part: (a) if the supplier fails to deliver any or all of the goods within the period(s) specified in the contract, or within any extension thereof granted by the purchaser pursuant to GCC Clause 21.2; (b) if the supplier fails to perform any other obligation(s) under the contract; or (c) if the supplier, in the judgment of the purchaser, has engaged in corrupt or fraudulent practices in competing for or in executing the contract. 23.2 In the event the purchaser terminates the contract in whole or in part, the purchaser may procure, upon such terms and in such manner as it deems appropriate, goods, works or services similar to those undelivered, and the supplier shall be liable to the purchaser for any excess costs for such similar goods, works or services. However, the supplier shall continue performance of the contract to the extent not terminated. 23.3 Where the purchaser terminates the contract in whole or in part, the purchaser may decide to impose a restriction penalty on the supplier by prohibiting such supplier from doing business with the public sector for a period not exceeding 10 years.

46 BID NO: NLM/ES/PPS/2017/2018-2019 23.4 If a purchaser intends imposing a restriction on a supplier or any person associated with the supplier, the supplier will be allowed a time period of not more than fourteen (14) days to provide reasons why the envisaged restriction should not be imposed. Should the supplier fail to respond within the stipulated fourteen (14) days the purchaser may regard the intended penalty as not objected against and may impose it on the supplier. 23.5 Any restriction imposed on any person by the Accounting Officer will, at the discretion of the Accounting Officer, also be applicable to any other enterprise or any partner, manager, director or other person who wholly or partly exercises or exercised or may exercise control over the enterprise of the first-mentioned person, and with which enterprise or person the first-mentioned person, is or was in the opinion of the Accounting Officer / Authority actively associated. 23.6 If a restriction is imposed, the purchaser must, within five (5) working days of such imposition, furnish the National Treasury, with the following information: (i) the name and address of the supplier and / or person restricted by the purchaser; (ii) the date of commencement of the restriction; (iii) the period of restriction; and (iv) the reasons for the restriction. These details will be loaded in the National Treasury’s central database of suppliers or persons prohibited from doing business with the public sector. 23.7 If a court of law convicts a person of an offence as contemplated in sections 12 or 13 of the Prevention and Combating of Corrupt Activities Act, No. 12 of 2004, the court may also rule that such person’s name be endorsed on the Register for Tender Defaulters. When a person’s name has been endorsed on the Register, the person will be prohibited from doing business with the public sector for a period not less than five years and not more than 10 years. The National Treasury is empowered to determine the period of restriction and each case will be dealt with on its own merits. According to section 32 of the Act the Register must be open to the public. The Register can be perused on the National Treasury website.

24. Anti-dumping and countervailing duties and rights 24.1 When, after the date of bid, provisional payments are required, or anti-dumping or countervailing duties are imposed, or the amount of a provisional payment or anti-dumping or countervailing right is increased in respect of any dumped or subsidized import, the State is not liable for any amount so required or imposed, or for the amount of any such increase.

When, after the said date, such a provisional payment is no longer required or any such anti-dumping or countervailing right is abolished, or where the amount of such provisional payment or any such right is reduced, any such favourable difference shall on demand be paid forthwith by the contractor to the State or the State may deduct such amounts from moneys (if any) which may otherwise be due to the contractor in regard to supplies or services which he delivered or rendered, or is to deliver or render in terms of the contract or any other contract or any other amount which may be due to him

47 BID NO: NLM/ES/PPS/2017/2018-2019 25. Force Majeure 25.1 Notwithstanding the provisions of GCC Clauses 22 and 23, the supplier shall not be liable for forfeiture of its performance security, damages, or termination for default if and to the extent that his delay in performance or other failure to perform his obligations under the contract is the result of an event of force majeure. 25.2 If a force majeure situation arises, the supplier shall promptly notify the purchaser in writing of such condition and the cause thereof. Unless otherwise directed by the purchaser in writing, the supplier shall continue to perform its obligations under the contract as far as is reasonably practical, and shall seek all reasonable alternative means for performance not prevented by the force majeure event.

26. Termination for insolvency 26.1 The purchaser may, at any time, terminate the contract by giving written notice to the supplier if the supplier becomes bankrupt or otherwise insolvent. In this event, termination will be without compensation to the supplier, provided that such termination will not prejudice or affect any right of action or remedy which has accrued or will accrue thereafter to the purchaser.

27. Settlement of Disputes 27.1 If any dispute or difference of any kind whatsoever arises between the purchaser and the supplier in connection with or arising out of the contract, the parties shall make every effort to resolve amicably such dispute or difference by mutual consultation. 27.2 If, after thirty (30) days, the parties have failed to resolve their dispute or difference by such mutual consultation, then either the purchaser or the supplier may give notice to the other party of his intention to commence with mediation. No mediation in respect of this matter may be commenced unless such notice is given to the other party. 27.3 Should it not be possible to settle a dispute by means of mediation, it may be settled in a South African court of law. 27.4 Mediation proceedings shall be conducted in accordance with the rules of procedure specified in the SCC. 27.5 Notwithstanding any reference to mediation and/or court proceedings herein: (a) the parties shall continue to perform their respective obligations under the contract unless they otherwise agree; and (b) the purchaser shall pay the supplier any monies due the supplier.

28. Limitation of liability 28.1 Except in cases of criminal negligence or willful misconduct, and in the case of infringement pursuant to Clause 6; (a) the supplier shall not be liable to the purchaser, whether in contract, tort, or otherwise, for any indirect or consequential loss or damage, loss of use, loss of production, or loss of profits or interest

48 BID NO: NLM/ES/PPS/2017/2018-2019 costs, provided that this exclusion shall not apply to any obligation of the supplier to pay penalties and/or damages to the purchaser; and (b) the aggregate liability of the supplier to the purchaser, whether under the contract, in tort or otherwise, shall not exceed the total contract price, provided that this limitation shall not apply to the cost of repairing or replacing defective equipment.

29. Governing language 29.1 The contract shall be written in English. All correspondence and other documents pertaining to the contract that is exchanged by the parties shall also be written in English.

30. Applicable law 30.1 The contract shall be interpreted in accordance with South African laws, unless otherwise specified in SCC.

31. Notices 31.1 Every written acceptance of a bid shall be posted to the supplier concerned by registered or certified mail and any other notice to him shall be posted by ordinary mail to the address furnished in his bid or to the address notified later by him in writing and such posting shall be deemed to be proper service of such notice. 31.2 The time mentioned in the contract documents for performing any act after such aforesaid notice has been given, shall be reckoned from the date of posting of such notice.

32. Taxes and duties 32.1 A foreign supplier shall be entirely responsible for all taxes, stamp duties, license fees, and other such levies imposed outside the purchaser’s country. 32.2 A local supplier shall be entirely responsible for all taxes, duties, license fees, etc., incurred until delivery of the contracted goods to the purchaser. 32.3 No contract shall be concluded with any bidder whose tax matters are not in order. Prior to the award of a bid, the municipality must be in possession of a tax clearance certificate, submitted by the bidder. This certificate must be an original issued by the South African Revenue Services.

33. National Industrial Participation (NIP) Programme 33.1 The NIP Programme administered by the Department of Trade and Industry shall be applicable to all contracts that are subject to the NIP obligation.

34. Prohibition of Restrictive practices 34.1 In terms of section 4 (1) (b) (iii) of the Competition Act No. 89 of 1998, as amended, an agreement between, or concerted practice by, firms, or a decision by an association of firms, is prohibited if it is between parties in a horizontal relationship and if a bidder (s) is / are or a contractor(s) was / were involved in collusive bidding (or bid rigging).

49 BID NO: NLM/ES/PPS/2017/2018-2019 34.2 If a bidder(s) or contractor(s), based on reasonable grounds or evidence obtained by the purchaser, has / have engaged in the restrictive practice referred to above, the purchaser may refer the matter to the Competition Commission for investigation and possible imposition of administrative penalties as contemplated in the Competition Act No. 89 of 1998. 34.3 If a bidder(s) or contractor(s), has / have been found guilty by the Competition Commission of the restrictive practice referred to above, the purchaser may, in addition and without prejudice to any other remedy provided for, invalidate the bid(s) for such item(s) offered, and / or terminate the contract in whole or part, and / or restrict the bidder(s) or contractor(s) from conducting business with the public sector for a period not exceeding ten (10) years and / or claim damages from the bidder(s) or contractor(s) concerned.

50 BID NO: NLM/ES/PPS/2017/2018-2019 SPECIAL CONDITIONS OF CONTRACT AND SPECIFICATION 1. Vehicle log book 2. Customer care complaint book 3. Business Licensing voucher book 4. Attendance register books 5. Proof of residence books 6. Hall Receipt book 7. Inspection books 8. Pound voucher 9. Cemetery vouchers 10. Cemetery register 11. Checklist landfill site 12. Council attendance register 13. Council resolution booklet 14. Register to requested stock 15. A 4 Newsletter ( gloss paper/matt) 16. Diaries ( A 4, A 5) 17. Desk calendars 18. Wall calendars (A1 , A3) 19. Annual reports( gloss/normal paper) 20. IDP Budget ( gloss/normal paper) 21. SDBIP ( gloss/normal paper) 22. A 5 Printing of Programmes (Special paper printed both sides) 23. A4 posters (Gloss stick to the board) 24. A3 posters (Gloss stick to the board) 25. A3 posters (Mate paper) 26. A1 poster(Gloss stick to the board) 27. A2 poster(Gloss stick to the board) 28. 3m X 1m Banner 29. 5m X 1.5m Banner 30. A 4 folded printed both sides (Gloss papper) 31. Policies (Pocket size) 32. Institutional calendar (A 4) 33. Housing needs register list (A 4) 34. Manual receipt book 35. Name tags (magnetic stick) 36. Section 56 summons books 37. Section 341 ticket book 38. Traffic Officers pocket book 39. Section 56 summons control register

51 BID NO: NLM/ES/PPS/2017/2018-2019 PAYMENT OF THE SERVICE PROVIDER

The supplier will be paid 30 days after submission of the invoice to the municipality offices.

1. THE QUOTE AND ESCALATION

A lump sum quote is to be provided with detailed cost breakdown and suppliers must ensure that all their costs are covered in the quote. No additional costs will be provided for. The lump sum quoted on this bid shall include all costs and disbursements and these must not be quoted separately. No price escalation will be applicable. Service providers are expected to submit quotations based on the following three options: a) Payment made in full in 30 days after the submission of the invoice to the municipality; b) Lease to buy based on a three months period from the date of delivery; and c) Lease to buy based on a six months period from the date of delivery.

2. GENERAL

Please bear in mind that the above Bidding does not represent an appointment and this Municipality will not be held responsible for any cost incurred in preparing such a proposal. An appointment is therefore not guaranteed. The Municipality reserves the right not to accept any proposal.

52 BID NO: NLM/ES/PPS/2017/2018-2019 SUPPLY CHAIN UNIT SUPPLIER DATABASE REGISTRATION FORM

Name of firm/company/supplier: ______

Applicant name: ______

Contact person: ______

Tel. no: ______

For office use only

Received on: DD ______MM ______YY ______

Received by (print full name)

______

Signature: ______

Date of registration on the database: DD ______MM ______YY ______

Supplier database registration code: ______

Registered by (print full name)

______

Signature: ______

53 BID NO: NLM/ES/PPS/2017/2018-2019 Terms of Reference for Registration onto Supply Chain Suppliers Register

1) TERMS OF REFERENCE

1.1) Supply Chain Department Suppliers Registration Policy The Supply Chain Unit has implemented a Supplier Register to ensure that they have sufficient appropriately qualified suppliers to provide the municipality with goods and services as and when required.

1.2) Supplier(s) Registration onto the Suppliers Register Suppliers that wish to register onto the Suppliers Register should complete the following:

 This Application Form Application for Registration as a Supplier of General Goods and Services onto the Suppliers Register)  Annexure 1 - (Commodity Categories)  Annexure 2 - Suppliers Maintenance and Banking details  Returnable Documents (Refer to 10.7 of this document)  Suppliers must complete a separate application form for each branch if the Firm has more than one branch office.

1.2.1) What does it mean to be registered on the Supplier Register? Suppliers that have been registered onto the Suppliers Register may have the opportunity to bid or quote on the Ntabankulu Local Municipality’s acquisition requirements. Registration onto the Suppliers Register does not guarantee business opportunities as all acquisition will be subject to the Supply Chain Management (SCM) policy of Supply Chain Unit.

1.2.2) Registration Period onto the Suppliers Register Registration of suppliers onto the Suppliers Register will be valid for a period of 5 years from date of acceptance onto suppliers register. Supply Chain Unit will issue an instruction on the re-application for the registration process. The municipality reserves the right to accept or reject any application.

1.3) Maintenance of the Suppliers Register The municipality will update suppliers’ information on an ongoing basis. Suppliers that have registered onto the Suppliers Register should ensure that they furnish the municipality with any change to the status of the information initially provided, as and when the information changes. It is the supplier’s responsibility to ensure that the information reflected on the Suppliers Register is correct and up to date at all times. Suppliers must ensure that they furnish the Department with any updates to or change of information pertaining to banking details as and when the change occurs.

1.4) Supplier Performance Monitoring Suppliers that have registered onto the Suppliers Register will be continuously monitored for their performance on work awarded to them by Supply Chain Unit. This continuous monitoring process will form the basis to evaluate Supplier performance which will have an impact on future work opportunities with the municipality.

1.5) Confidentiality All information provided by suppliers for registration purposes will remain confidential and will only be of use by Supply Chain Unit unless otherwise required by law.

1.6) Where to obtain Application forms

1.6.1) Availability of Application Forms Application Forms can be requested from the Supply Chain Unit.

No faxed or e-mailed applications will be accepted. Only original and signed copies of application will be accepted. Suppliers may not alter the Application Form in any way.

54 BID NO: NLM/ES/PPS/2017/2018-2019 1.6.2) Application form submissions The applications forms for registration onto the Suppliers Register will be processed at Supply Chain Unit. Suppliers should therefore ensure that they submit their Application Forms to the address below:

Postal and Hand Delivery Address Ntabankulu Local Municipality Erf 85 Main Street Ntabankulu 5130

1.6.3) Support at Supply Chain Unit Any queries regarding registration can be directed to:

Helpdesk: 039 – 258 0056 E-mail address: [email protected]

1.7) Criteria for Registration Suppliers that do not meet the responsive criteria may not qualify to be registered onto the Supplier Register until full registration requirements are met.

The Responsive Criteria for suppliers to be registered onto the Supplier Register is stated below:

Responsive Criteria for Suppliers for General Goods and Services: . Supplier should have a valid Physical Business Address . Supplier should have a valid Postal Address . Supplier should have a valid Telephone/Cellular Number . Supplier should submit a Business Profile together with the Application Form . Supplier should provide the Supply Chain Unit with valid Banking details o Personal banking details will not be acceptable except in the case where the supplier is a Sole Trader . Supplier should submit an Original valid Tax Clearance Certificate o Personal Tax Clearance Certificates will not be acceptable except in the case where the supplier is a Sole Trader

2) IMPORTANT GUIDELINES

2.1) General Ensure that all applicable sections in the Application Form are completed as incomplete Application Forms will not be processed for registration onto the Supplier Register. Verification of information provided by suppliers may be checked against third party sources such as SARS, CIPRO (etc) Default Receiver of Contracts: The contact person that will receive notifications from the Supply Chain Unit. Default Receiver of Bids: The contact person indicated will receive notification of Bids via e-mail or sms (please select the preferred option)

55 BID NO: NLM/ES/PPS/2017/2018-2019 2.2) Important fields to complete

2.2.1) Contact Person Please indicate one (1) individual that the Supply Chain Unit should contact pertaining to Bids and/or Contracts.

2.2.2) Type of Firm Please ensure the appropriate documentary proof pertaining to your type of Firm is attached and submitted together with the Application Form.

Please view below for the required documentary proof:

I. Partnership: Certified copy of Partnership Agreement II. Sole Proprietor: Certified copy of valid South African Identity Document III. Public Company registered in terms of the SA Companies Act: Certified copy of Certificate of Incorporation of companies (CM1) IV. Close Corporation registered in terms of the Closed Corporation Act: Certified copy of Founding Statement CK1 or amended Founding Statement (CK2) for CC’s V. Private Company registered in terms of the SA Companies Act: Certified copy of Certificate of Incorporation of companies (CM1) VI. Trust: Certified copy of Trust deed or other founding document VII. Other: Please provide appropriate documentary proof

2.2.3) Shareholder/Owner Information Please complete all information for every shareholder/Owner listed on the form who has equity ownership in the firm.

Should the space provided in this section not be enough for the required information, please ensure that you make a copy of this section, complete it and submit it together with the Application Form.

2.2.4) Preference Point Information Preference points must be claimed under Preferential Procurement Policy Framework Act, No 5 of 2000

HDI Historically Disadvantaged Individual (HDI) means a South African citizen - i) who, due to the apartheid policy that had been in place, had no franchise in national elections, prior to the introduction of the Constitution of the Republic of South Africa, 1983 (Act No 110 of 1983) or the Constitution of the Republic of South Africa, 1993 (Act No 200 of 1993) ('the Interim Constitution"); and/or ii) who is a female; and/or iii) who has a disability: Provided that a person who obtained South African citizenship on or after the coming to effect of the Interim Constitution, is deemed not to be an HDI. Disability In respect of a person, a permanent impairment of a physical, intellectual, or sensory function which results in restricted, or lack of, ability to perform an activity in the manner, or within the range, considered normal for a human being; % Owned The shareholding percentage owned as declared in the Firm’s registration documents % Voting The voting percentage of individuals in the Firm Date of Ownership The Date of Ownership in the Firm Ensure that a Medical Certificate is attached and submitted together with the Application Form for all individuals claiming disability.

No preference points will be awarded to public companies and tertiary institutions.

2.2.5) Commodity Categories Suppliers should not tick (√) items or services which they cannot provide.

2.2.6) Suppliers Maintenance: Banking Information Details

56 BID NO: NLM/ES/PPS/2017/2018-2019 Annexure 3 (Suppliers Maintenance and Banking details). Please ensure that details furnished in this form are correct and that this Form is stamped by the Firm’s bank. This information will be used by the Department should it need to make payments to your Firm.

Ensure that this document (Annexure 3) is submitted together with the Application Form.

Suppliers should ensure that they furnish the Supply Chain Unit with any updates to or change of information pertaining to banking details as and when the change occurs.

2.2.7) Details of person(s) authorized to act on behalf of the Firm This section requires that suppliers provide details pertaining to the individual that the Firm authorized to submit and sign the application form on their behalf.

Should the Firm authorize more than one individual to submit and sign the Application Form on their behalf, please ensure that you make a copy of this section, complete it and submit it together with the Application Form.

2.2.8) Declaration/Commissioner of Oaths This section serves as a confirmation that the information provided is true and correct and must be signed accordingly.

2.2.9) Supplier banking details

BANKING DETAILS: Name of the Bank: Branch Code: Branch Name: Account Type: Account Number:

NB.Please attach original bank statement, original letter from bank confirming the account details or cancelled cheque BANK STAMP

57 BID NO: NLM/ES/PPS/2017/2018-2019 FIRM’S BASE DATA: (Compulsory)

1.1 Name of firm: 1.2 Trading as: 1.3 Holding company name:

1.4 Firm registration number: (Insert CC number, Companies Act number, etc.)

Close corporation registered in terms of the Close Corporation Act, 1984 (Act no 69 of 1984) Public Company [(Pty) Limited] registered in terms of the SA Companies Act, 1973 (Act no 61 of 1973) including Companies incorporated under Art 21 TYPE OF FIRM (tick applicable box and 1.5 Sole proprietor provide documentary proof): Partnership Private Company registered in terms of the SA companies Act, 1973 (Act no 61 of 1973) including Companies incorporated under Art 53 (b) Trust Other: (Specify)

1.6 Telephone number: 1.7 Fax number: (COMPULSORY)

1.8 Business physical address:

1.9 Postal address: Postcode

Indicate the province where the above firm/branch is located: 1.10 Eastern Cape Free State Gauteng KwaZulu-Natal Limpopo Mpumalanga North West Northern Cape Western Cape

1.11 Date of establishment of firm: 1.12 VAT registration number: 1.13 Firm website address:

Tax clearance certificate number: Tax certificate expiry date: 1.14 Tax certificate approved date:

1. CONTACT PERSON DETAILS: (complete for at least two persons – preferably management) (compulsory)

CONTACT PERSON 1 CONTACT PERSON 2 2.1 Contact name: 2.2 Job title:

58 BID NO: NLM/ES/PPS/2017/2018-2019 2.3 Receiver of contracts: Yes No Yes No 2.4 Receiver of bids: Yes No Yes No 2.5 Telephone number: 2.6 Fax number: (COMPULSORY) 2.7 Cellular number: 2.8 E-mail address:

59 BID NO: NLM/ES/PPS/2017/2018-2019

2. REFERENCES (List 5 contracts/projects, in which your firm has been engaged for the last 2 years. Not applicable to new suppliers)

Completed / Client telephone Expected Contract description Location Client Contract amount number completion date

3. PROVINCES WHERE GOODS/SERVICE CAN BE PROVIDED: (compulsory – refer to page 6 for provinces)

4. COMMODITY CATEGORIES: (compulsory – refer to page 12. If not available on list, include separate sheet with your commodities. Maximum should be 5)

60 BID NO: NLM/ES/PPS/2017/2018-2019 5. DETAILS OF PERSON(S) AUTHORISED TO ACT ON BEHALF ON THE FIRM (mandatory)

RESOLUTION OF OWNERS/DIRECTORS/MEMBERS/PARTNERS

RESOLUTION of a meeting of the Board of *Directors/Members/Partners/Owners of:

______

______(Legally correct full name and registration number of the enterprise, if applicable)

Held at ______(Place)

On ______(Date)

RESOLVED that:

1. The firm submits an application to Ntabankulu Local Municipality for registration on the Supply Chain Supplier Register.

2. *Mr/Mrs/Ms: ______

in *his/her capacity as: ______(position in the enterprise)

and who will sign as follows: ______

be, and is hereby, authorised to sign any documents and/or correspondence in connection with and relating to the Application Form as well as to sign any contract, and any and all documentation on behalf of the firm.

Name Capacity Signature

Note: ENTERPRISE STAMP (where available)

1. * Delete which is not applicable

2. NB. This resolution must be signed by all the directors/members/partners and owners of the bidding enterprise

3. Should the number of directors/ members/partners and owners exceed the space available above, additional names and signatures must be supplied on a separate page

61 BID NO: NLM/ES/PPS/2017/2018-2019 7. DOCUMENTS TO BE SUBMITTED (certified copies are acceptable) (compulsory)

General: Yes No N/A 7.1 Documentary proof of firm’s registration 7.2 VAT Registration Certificate 7.3 Tax Clearance Certificate (original and valid) 7.4 Medical Certificate (for disability status) 7.5 Accreditation Certificate (where applicable) 7.6 Business profile 7.7 Commodity categories (Annexure 2) 7.8 Supplier maintenance: Banking information details (Annexure 3) 7.9 Wireman's licences 7.10 Shuttle services: Public driver's permit 7.11 Certified BBB-EE Certificate 7.12 Certified ID Copy 7.13 Proof of registration with CSD 7.14 Fax numbers

62 BID NO: NLM/ES/PPS/2017/2018-2019 8. SUPPLIER ACCREDITATION CRITERIA FORM (SACF)

Part 4: PLEASE SELECT YOUR CORE BUSINESS OF OPERATION ( M A N D A T O R Y F I E L D ) * * (Mark with X in applicable fields)

Mechanical Engineers - Ref Electrical services - Ref 5.1 Architects - Ref 5.7.1 5.7.7 Building and plumbing Quantity surveyors - Ref 5.7.2 Project managers - Ref 5.7.8 services - Ref 5.2 Structural/Civil engineers - Goods supplies - Ref 5.3 Home builders - Ref 5.7.9 Ref 5.7.3 Security services - Ref 5.4 Land surveyors - Ref 5.7.4 Accommodation - Ref 5.8 South African Town and Catering - Ref 5.9 Cleaning services - Ref 5.5 Regional Planners - Ref 5.7.5 Electrical engineers - Ref Legal services - Ref 5.6 5.7.6

Part 5: THE FOLLOWING MANDATORY DOCUMENTATION MUST BE SUBMITTED FOR THE ABOVE CORE BUSINESS OF OPERATION FAILURE TO WHICH THE APPLICATION WILL NOT BE PROCESSED:

5.1 ELECTRICAL SERVICES Y/N Electrical Contract Association (ECA) certification number and attach copy. 1 Optional Electrical Contract Bodies (ECB) certification number and attach copy. 2 Mandatory Construction Industry Development Board (CIDB) certification number and 3 attach copy. Mandatory 5.2 BUILDING AND PLUMBING SERVICES Construction Industry Development Board (CIDB) certification number and 1 attach copy. Mandatory 5.3 GOODS SUPPLIES

5.4 SECURITY SERVICES

1 Security Officers Board (SOB) certification and attach copy. Mandatory

2 PSIRA Certificate and attach copy. Mandatory

5.5 CLEANING SERVICES National Contract Cleaning Association certification and attach copy. 1 Mandatory 5.6 LEGAL SERVICES Member of any provincial law society in South Africa – registration number 1 and attach copy. Must be admitted and in good standing with the society. MANDATORY 5.7 PROFESSIONAL SERVICES

5.7.1 ARCHITECTS Registration with the South African Institute of Architects (SAIA) 1 Registration with the regulating body, the SAC for architect profession 2 (SACAP)

5.7.2 QUANTITY SURVEYORS Registration with the South African of Council Quantity Surveyors 1 Registration as a member of South African Quantity Surveyors' Association 2 (Act QS of 1970)

63 BID NO: NLM/ES/PPS/2017/2018-2019 5.7.3 STRUCTURAL ENGINEERS/CIVIL ENGINEERS South African Association of Consulting Engineers (SAACE) 1

5.7.4 LAND SURVEYORS Registration with the South African Council for Professional and Technical 1 Surveyor

5.7.5 SOUTH AFRICAN TOWN AND REGIONAL PLANNERS South African Council of Town and Regional Planners 1

5.7.6 ELECTRICAL ENGINEERS Registration with the South African Engineering Council (SAEC) 1

5.7.7 MECHANICAL ENGINEERS Registration with the South African Engineering Council (SAEC) 1

5.7.8 PROJECT MANAGERS Registration with South African Council for Project and Construction Profession (SACPCMP) in terms of the Project and Construction 1 Management Act 2000 (Act No. 48 of 2000)

5.7.9 HOME BUILDERS Registration with NHBRC in terms of the Housing Consumer Protection 1 Act, 1998, (Act No. 95 of 1998) Construction Industry Development Board (CIDB) certification number 2 and attach copy. Mandatory 5.8 ACCOMMODATION

1 South African Tourism Grading Council Registration with the Local Municipality for certification of acceptability 2 of premises for food 5.9 CATERING Registration with the Local Municipality for certification of acceptability 1 of premises for food

64 BID NO: NLM/ES/PPS/2017/2018-2019 9. Duly authorised to sign on behalf of: ______(Name of firm)

The undersigned who warrants that he/she is duly authorised to do so on behalf of the firm, confirms that the contents of the application are within my personal knowledge and are to the best of my belief both true and correct.

Signature Full name Capacity Date

10.COMMISSIONER OF OATHS:

Signed and sworn to before me at ______(Place) on this the ______day of ______by the deponent, who has acknowledged that he/she knows and understands the contents of this Affidavit, that it is true and correct to the best of his/her knowledge and that he/she has no objection to taking the prescribed oath, and that the prescribed oath will be binding on his/her conscience. Commissioner of Oaths ______Name: ______

Signature ______

Note: All pages of this Affidavit must be initiated by both the deponent and the Commissioner of Oaths.

65 BID NO: NLM/ES/PPS/2017/2018-2019 Supply Chain Department Maximum of Five Commodities to be selected CODE DESCRIPTION CODE DESCRIPTION 0007 Accommodation 0128 Meters - Water 0001 Accounting & Bookkeeping 0103 Minor Roads - Urban 0008 Accounting Services 0063 Minor Structures 0002 Accounting Systems Software 0011 Mobile Phones 0077 Acoustics & Sound proofing 0141 Oil 0004 Advertising 0029 Cleaning materials 0005 Agricultural Services & Equip 0139 Other: please provide details 0006 Air Conditioner Repairs 0129 Other: please provide details 0209 Alterations, restorations & red 0102 Other: please provide details 0003 Architects 0104 Other: please provide details 0013 Architectural Maintenance 0105 Overhead high voltage transmission 0015 Auditing Services 0118 Paint Suppliers 0020 Auto electrical 0123 Panel Beating 0031 Bagged Cement 0078 Parts 0210 Basic quantity surveying service 0189 Pavement Design - Road maintenance 0017 Batteries 0188 Pavement Design - Roads 0202 Boots 0062 Photocopiers 0132 Bridges 0010 Planning Policy & Legal 0088 Building evacuation systems 0041 Plumbing Contractors 0085 Building reticulation 0022 Plumbing Supplies 0208 Building Works 0024 Power installations 0125 Cables & Overhead Conductors 0038 Precast Concrete kerbs, paving 0167 Carpets 0163 Precast reinforced Concrete ma 0072 Catchment Management 0175 Pre-stressed Concrete Structures 0030 Catering Services 0193 Printers 0067 Catodic Protection 0098 Property Development Economics 0035 Chlorine 0194 Provision of legal services 0211 Civil engineering works 0019 Public Address Systems 0028 Clay Products 0018 Public Housing & In-site Upgrades 0094 Closed circuit TV and Radio In 0070 Public Relations & Graphics 0200 Clothing 0069 Recreational & Sporting Facility 0050 Community Facilitation & Parti 0191 Refuse containers, skips and b 0143 Community Facilitation & Parti 0059 Reinforced Concrete Structures 0074 Compressed Air, Gas and Vacuum 0195 Related IT 0037 Compressed oxygen 0196 Repair and supply of Tyres 0180 Computers, Laptops, Printers 0086 Repairs of communication device 0046 Concrete Pipes 0045 Road Maintenance/Rehabilitations 0047 Courier Services 0044 Road Signs 0075 Cranes & Hoists 0134 Sectional Title 0166 Curtains/Blinds 0197 Security installations 0112 Decorative & Festive Lighting 0052 Social Economic Planning & Res 0153 Demography 0187 Software and software development 0107 Engineering survey 0092 Software developers 0108 Engineering - Traffic 0061 Software suppliers 0109 Environmental Law 0154 Spatial Analysis 0158 Environment Auditing 0068 Specialised air conditioning 0053 Environment Management Systems 0199 Specialised refrigeration 0091 Medium & High Voltage Switchgear 0133 Stadia & High Mast Floodlights 0185 Medium & Low Voltage Reticulat 0149 Stadia & High Mast Floodlights 0142 Medium & Low Voltage Reticulat 0016 Standby Generator installation 0162 Medium & Low Voltage Reticulat 0043 Stationery suppliers 0160 Medium & Low Voltage Technical 0064 Storm water Maintenance System 0156 Medium Voltage Circuit Breaker 0204 Strategic Planning 0157 Metallurgical/Corrosion Engineering 0186 Street Lighting Maintenance & 0159 Meters - Electric 0090 Street Name signs 0161 Environmental Policy 0051 Streetlight Poles 0039 Fax machines 0169 Streetlights Fittings/Floodlight 0009 Fertiliser 0182 Structural Steel Structures 0087 Fire Detection and alarm system 0181 Subsurface Structures including 0079 Fire Protection Engineering 0056 Supply of Bitumen & Emulsions 0071 Flood Hydraulic studies 0076 Supply of hot bituminous asphalt 0084 Floodlighting installation 0082 Supply of materials 0097 Flow Gauges 0110 Supply of new vehicles 0174 Foundations - major structures 0111 Supply of plants 0173 Foundations - minor structures 0095 Supply of Refuse Bags 0023 Fuel 0206 System analysis and design 0073 General Air Conditioning & Mec 0066 Tables, Chairs, cabinets etc 0122 General Electrical Spares/Prod 0048 Telemetry systems 0176 General hardware & supplies 0114 Telephone & Communication install 0083 General lighting and earthing 0205 Telephone systems 0021 General mechanical work 0120 Timber Structures 0172 Geological studies and investi 0121 Traffic Management 0201 Hard Hats 0140 Traffic Operations 0034 Herbicides 0136 Traffic Signs 0216 Heritage/Historical design 0026 Traffic Survey / Data Collection 0115 High & Medium Voltage Network 0027 Transport Economics 0124 High Voltage Circuit Breakers 0164 Transport Modelling 0099 High Voltage Substation - plan 0025 Transportation Planning 0117 High Voltage Technical & Safety 0179 Transportation Policy 0106 High, Medium & Low Voltage Net 0198 Urban design 0126 High-Mast Lights 0170 Urban Spatial Economics 0177 Hire Plant & Equipment 0190 Urban Traffic Control 0215 Horticultural design 0096 Valuation service provider 0100 HV Cable - Planning, Design & 0089 Vehicle Hire 0116 HV Overhead Head Transmission 0040 Water Retaining Structures 0065 Hydraulic Engineering (Pipes N 0213 Industrial Building works 0165 Installation of Fencing 0183 Insurance service providers 0049 Integrated Development Planning 0192 Laminating machine 0171 Land Information Systems 0184 Land Survey 0054 Land Use Management Systems 0060 Land Use Transport Planning 0214 Landscape Design 0058 Layout Planning 0080 Lifts 0168 Light Fittings 0093 Lightning Protection Systems 0033 Lime for soil stabilisation 0036 Liquefied Gas (LPG) 0131 Load Control Equipment 0014 Low Cost Housing

Note: Should a commodity not be listed, please indicate the commodity on the page. 1