Request for Quotations (Rfq)

SPECIAL INVESTIGATING UNIT

REQUEST FOR QUOTATIONS (RFQ)

You are hereby invited to submit Quotation for the requirements of the Special Investigating Unit(“SIU)

RFQ number: SCM-MPH/19.05.2017 Closing date: 2 June 2017 COMPULSORY BRIEFING 29 May 2017 at 12:00 SESSION Closing time: 14:00

RFQ validity period: 30 days (commencing from the RFQ Closing Date)

RFQ Description: Appointment of a service provider for the provision of cleaning and hygiene services in the Durban office for nine (9) months period

RFQ responses may be posted at or Hand Delivered at: Postnet Suit 271 Unit 3 & 4, Bishop’s Court Private Bag X844 Cnr Warrior & Delamore, Silverton Hillcrest, 0127 3160 COMPULSORY BRIEFING SESSION WILL BE ON THE 29 May 2017 at 12:00

CONDITIONS OF THIS RFQ

 Quotations must be submitted in the company letterhead.  Quatations should be mailed or hand delivered to our offices placed in an envelope

1 | P a g e clearly marked with RFQ Number and submitted to the above-mentioned address  All service providers must submit their B-BBEE Verification Certificates for Verification Agencies accredited by the South African Accreditation System (SANAS) or a Registered Auditor approved by the Independent Regulatory Board of Directors (IRBA) OR AN Accounting Officer as contemplated in the Close Corporation Act (CCA) in order to claim preference points.  Evaluation criteria: 80/20 Preference Points System as presented in the preferential procurement regulations of 2017; for this purpose SDB 6.1 should be scrutinized; completed and submitted together other forms and your quotations.  All copyright and intellectual property herein vests with the SIU  Late and incomplete submissions will not be accepted.

 Any bidder who has reasons to believe that the RFQ specification is based on a specific brand must inform SIU before RFQ closing date.

MANDATORY REQUIREMENTS

 Attendance of compulsory briefing session

SPECIAL CONDITIONS OF THIS RFQ

 Accepted RFQ’s will be communicated by way of an official purchase order. Accordingly no goods; services or works must be prepared or delivered before an official purchase order is received by the respondent.  All prices quoted must be firm and be inclusive of Value Added Tax( VAT)  The lowest or any offer will not necessarily be accepted and Special Investigating Unit( SIU) reserves the right to accept any offer either in writing or in part.  The offer shall remain bidding and open for acceptance by the SIU during the validity period indicated and calculated from the closing time and date of this RFQ.

REASONS FOR DISQUALIFICATION

2 | P a g e Service providers will be disqualified for failure to attach the following:

1. A valid Tax Clearance Certificate on the closing date and time 2. Failure to complete attached SBD forms 3. Submitted information that is fraudulent; factually untrue or inaccurate for example membership that do not exist; B-BBEE credentials; experience etc. 4. Failure to attend compulsory briefing session 5. Failing to comply with mandatory requirements as stipulated in the RFQ document (if applicable) 6. Service providers who made false declarations on the Standard Bidding Documents or misrepresented facts and or; 7. Service providers who are listed on the National Treasury’s Database of restricted suppliers and defaulters 8. Failure to quote in line with the specification 9. Failure to comply with the Mandatory requirements

I hereby accept the above-mentioned conditions

This RFQ is subject to the general conditions of the RFQ, National Treasury’s general conditions of contract (GCC) and, if applicable, any other special conditions of contract (SCC).

NAME OF BIDDER …………………………………… SIGNATURE …………………………

CAPACITY………………………………………………. DATE ………………………………….

3 | P a g e TERMS OF REFERENCE FOR THE PROVISION OF CLEANING AND HYGIENE SERVICES FOR THE DURBAN OFFICE

Appointment of a service provider for the provision Request for Quotation of cleaning and hygiene services in the Durban office for nine (9) months period

RFP Number: SCM-MPH/17.05.2017

Compulsory Briefing Session 29 May 2017 at 12:00

Closing Date and Time: 02 June 2017 at 14:00

1. Purpose

The Special Investigating Unit seeks to appoint a service provider to render standard cleaning services in the Durban office for nine (9) months period.

2. Background

The SIU is an independent statutory body established by proclamation R.118 of 31 July 2001, issued in terms of the Special Investigating Units and Special Tribunals Act No. 74 of 1996 as amended (“the SIU Act”). The purpose of the SIU is to investigate serious malpractices, maladministration and corruption in connection with the administration of State Institutions, state assets and public money as well as any conduct, which may seriously harm the interest of the public. Furthermore, the purpose of the SIU is to institute and conduct civil proceedings in any court of law or a Special Tribunal in its own name or on behalf of State Institutions.

The SIU Durban office is situated in Block 3, Bishops Court, Cnr Warrior and Old Main Road, Hillcrest, KwaZulu Natal. The total space occupied is 2 070 square meters.

3. Scope of Work

4 | P a g e The following are the areas that need to be serviced:

2 070 square meter of office space that includes the following:

 Offices

 Open plan areas,

 Storerooms,

 Board Room,

 Conference Room,

 Six (6) kitchens,

 Thirteen (13) bathrooms,

 Canteen,

 Outdoor areas, and

 Reception area.

4. Expected Deliverables

Appointed service provider will be expected to make available the following resources to render service in terms of the terms of reference

 3 X Cleaners

 Cleaning uniform, equipment and consumables

 Toiletries and hygiene services

5. Working hours

Cleaners will be expected to work from 07:00 to 16:00 from Monday to Friday with one-hour lunch. Cleaners are to take their tea times and lunch times alternatively (ie – at least one cleaner to be on duty at all times).

5 | P a g e 6. Specific Services to be provided

6.1 Cleaning of the entire office space a. Contents, surfaces and partitions to be dusted b. Cleaning of main reception area to be completed before 07:30 am (before members and visitors arrive) c. Outdoor areas, tables and benches to be cleaned daily by 08:00 am d. Remove dirty spots on wooden or metal doors e. Polish door-knobs f. Keep glass doors clean g. Polish wooden furniture – such polish should not be greasy, and should not come off on anything it comes into contact with after it has been polished h. Cleaning of counters i. Treat upholstered or leather-covered parts of furniture with an approved agent j. Wipe and dust opened shelves with a damp cloth k. Vacuum of carpets l. Vacuum those parts of furniture covered with fabric m. Remove spots and fingerprints on walls, paintwork, electric switches, etc n. Dust wooden panels and partitions o. Damp-wash tiles

6.2 Cleaning of thirteen (13) bathrooms a. All bathrooms to be cleaned at least twice daily b. Toilet paper, hand towels, hand wash, sanitary spray, etc to be checked daily and replenished as required c. All rubbish-bins should be emptied and washed with an approved disinfectant d. The service provider is to provide the sanitary bins in the ladies’ toilets e. Clean toilet pans, seats, covers, urinals, basins and tap with an approved disinfectant f. Clean and polish all metal surfaces g. Approved agents should be put in basins and urinals to prevent clogging h. Clean and polish all mirrors i. Remove dirty spots on the wall tiles j. Wash and mop

6.3 Emptying of refuse bins a. Empty all dust bins twice daily b. Wash the dust bins once weekly c. Rubbish should be taken to the collection point

6 | P a g e 7. Cleaning Uniforms and Equipment

The following items must be provided by service provider. Please indicate. No Item Description Yes No N/A 7.1 3 x staff uniforms X 7.2 3 x vacuum cleaners X 7.3 3 x mopping trolley’s X 7.4 3 x wet signs X 7.5 3 x brooms X 7.6 3 x brushes X 7.7 3 x mops X 7.8 3 x window kit X 7.9 3 x feather duster (small X and long to reach the ceiling 7.10 3 x cleaning buckets for X bathroom 7.11 3 x toilet brushes X 7.12 Cloth rolls as required X 7.13 Handy andy as required X 7.14 Bleach as required X 7.15 Tile cleaner/polish as X required 7.16 Furniture polish as required X 7.17 Window cleaner as required X

8. Toiletries and hygiene requirements

Hygiene services to be provided monthly and all equipment to be serviced on a monthly basis (unless otherwise stated).

No Item Description Yes No N/A 8.1 13 x automatic hand soap X dispensers 8.2 25 litre liquid hand soap X 8.3 13 x automatic hand towel X dispensers 8.4 3 x bales of hand towels (6 per X bale) 8.5 13 x hand towel bins X 8.6 13 x automated air freshener X units 8.7 13 x air freshener refills X 8.8 17 x toilet paper dispensers X (holds 2 x rolls in each) 8.9 5 x bales of 1 ply toilet paper X (48 rolls per bale) 8.10 12 x urinal sanitisers X 8.11 9 x sanitary bins (to be serviced X

7 | P a g e weekly) 8.12 17 x toilet seat sanitary spray X dispensers 8.13 17 x toilet seat sanitary spray X refills

9. Contract Period

Contract period will be for nine (9) months.

10. Mandatory Requirements

NO DESCRIPTION YES NO 10.1 Company Profile 10.2 Project Plan 10.3 Compliance with the Department of Labour under Sectoral Determination 1: Contract Cleaning Sector Wages. 10.4 Letter of Good Standing 10.5 Public Liability Insurance 10.6 Detailed Cost Breakdown of the Price Schedule and Labour Including VAT. (Total hours and cost per hour) 10.7 Concise CV’s of the cleaners to be assigned to this work 10.8 Minimum of five years (5) experience 10.9 Completed and signed SBD Forms

11. Evaluation Criteria a The evaluation criteria for the assessment of the proposals will be based on both functionality and financial aspects of the proposal. b Service Providers will be evaluated on functionality. The bidders that score points which exceed the minimum threshold provided on functionality will further be evaluated on price and on Broad Based Black Economic Empowerment Status Level Certificates provided in terms of the Preferential Procurement Policy Framework, Act 5 of 2000 and Regulations of 2017. c The Bid documents will be evaluated individually on score sheet, by a representative

8 | P a g e evaluation panel according to the evaluation criteria indicated in the Terms of Reference. All bidders who score less than 70 out of 100 points for functionality will not be considered further. Service Providers will be shortlisted and may possibly be invited to do a presentation on their proposals at their own cost. d Bidders are required to submit original and valid B-BBEE status level Verification to substantiate their B-BBEE rating claims. e Bidders who do not submit their B-BBEE status level verification certificates or are non- compliant contributors to B-BBEE will not qualify for preference points for B-BBEE. f The Bidders doing the presentation will be evaluated individually by the evaluation panel on the score sheet, using the same evaluation criteria. g This price quotation is expected not to exceed R500 000 and therefore the 80/20 Broad Based Black Economic Empowerment (B-BBEE) Status level contributor shall be applicable.

The table below depicts the B-BBEE status level of contribution: (20)

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

The following criteria will be used in particular as the criteria for appointment, apart from those laid down in the Preferential Procurement Regulations, 2017, pertaining to the Preferential Procurement Policy Framework Act 5 of 2000:

12. Functionality Evaluation

9 | P a g e DESCRIPTION GUIDELINES FOR CRITERIA WEIGHT VALUE SCORE OF CRITERIA APPLICATION Proven Experience, knowledge and technical 30 experience and expertise, including track record of expertise of the undertaking work of this nature with service provider, contactable reference letters. and reference  0 -1 year experience = 0 letter  1-2 years’ experience and 1-2 reference letters = 10

 3-5 years’ experience and 3-5 reference letters = 20

 5 and more years’ experience and 5 and more reference letters = 30 Trade 40 Certificate,  Workmen Compensation Fund Qualifications Certificate = 10 and CV’s  Unemployment Insurance Fund Certificate= 10  Compliance with the Department of Labour under Sectoral Determination 1: Contract Cleaning Sector, South Africa Wages = 10  Minimum of Grade 12 or equivalent ABET Certificate = 5  Concise CV’s of employees to be assigned to this work = 5 Company Profile 20 and Project Plan  Company Profile =10  Detailed Project Plan =10 Local Office Service providers must attach proof of 10 address address to claim points  Upper Highway = 10  Within KwaZulu Natal province (Outside Upper Highway) = 5  None Kwa-zulu Natal Province= 3

10 | P a g e TOTAL 100

70 MINIMUM FUNCTIONALITY SCORE

13. TERMS AND CONDITIONS OF THE BID a Awarding of the quotation will be subject to the Service Provider’s express acceptance of the SIU Supply Chain Management general contract conditions. b The bidder should not qualify the bid with his/her own conditions. c Any qualification to the terms and conditions of this quotation will result in disqualifications. d SIU will sign a Service Level Agreement upon appointment of the suitable Service Provider. This terms of reference will also form part of the service level agreement. e. The service provider must ensure that the cleaner requested is at work on time to commence with the cleaning. f The SIU reserves the right to conduct tests and analyses on the cleaning and equipment’s provided by the bidder to ascertain the quality and compliance to SABS. g No equipment, utensils or agents that may damage the buildings, fittings, persons shall be used. The SIU has the right to reject such. h All equipment and cleaning materials must be provided by the service provider. i Should the service provider not comply with any of the conditions contained in this terms of reference during the contract period the SIU may cancel the contract j The service provider will be held liable and pay for any loss/damage suffered by the SIU as a result of the service provider’s own negligence/intent which originated at the site.

A 14. CONTACT DETAILS

SCM Enquiries:

Mr Mpho Pitse Tel: 012-843-0074

11 | P a g e [email protected]

Ms Jeanie Baloyi Tel: 012 – 843-8844 [email protected]

Technical Enquiries:

Mrs Thash Chetty

Cell: (031) 761 6655

Email: [email protected]

Any request for clarification must be submitted by e-mail to the contact person.

15. Delivery Address:

Proposals should be put in an envelope clearly marked “Provision of Cleaning Service in Durban office” and deposited in the SIU Durban Office Reception to the following address:

Unit 3 & 4, Bishop’s Court Cnr Warrior & Delamore, Hillcrest, 3160

12 | P a g e Annexure A 1. Detailed Cost Breakdown of the Price Schedule and Labour Costs including vat. (Total hours and cost per hour)

PRICE BREAKDOWN CLEANER Basic payment per cleaner R Overtime x R UIF R Levy Workmen compensation R Staff Uniform R Total cost R

2. Cleaning Uniform and Equipment’s

No Item Description Per Day Per Week Per Month 2.1 3 x vacuum cleaners R R R 2.2 3 x mopping trolley’s R R R 2.3 3 x wet signs R R R 2.4 3 x brooms R R R 2.5 3 x brushes R R R 2.6 3 x mops R R R 2.7 3 x window kit R R R 2.8 3 x feather duster (small R R R and long to reach the ceiling 2.9 3 x cleaning buckets for R R R bathroom 2.10 3 x toilet brushes R R R 2.11 Cloth rolls as required R R R 2.12 Handy andy as required R R R 2.13 Bleach as required R R R

13 | P a g e 2.14 Tile cleaner/polish as R R R required 2.15 Furniture polish as required R R R 2.16 Window cleaner as required R R R TOTAL R R R

3. Toiletries and hygiene requirements

No Item Description Per Day Per Week Per Month 3.1 13 x automatic hand R R R soap dispensers 3.2 25 litre liquid hand soap R R R 3.3 13 x automatic hand R R R towel dispensers 3.4 3 x bales of hand towels R R R (6 per bale) 3.5 13 x hand towel bins R R R 3.6 13 x automated air R R R freshener units 3.7 13 x air freshener refills R R R 3.8 17 x toilet paper R R R dispensers (holds 2 x rolls in each) 3.9 5 x bales of 1 ply toilet R R R paper (48 rolls per bale) 3.10 12 x urinal sanitisers R R R 3.11 9 x sanitary bins (to be R R R serviced weekly) 3.12 17 x toilet seat sanitary R R R spray dispensers 3.13 17 x toilet seat sanitary R R R spray refills

TOTAL R R R

14 | P a g e 15 | P a g e Preferential Procurement Claim form SBD 6.1 PREFERENCE POINTS CLAIM FORM IN TERMS OF THE PREFERENTIAL PROCUREMENT REGULATIONS 2017

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: Prior to 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, 2017. 1 General conditions 1.1 The following preference point systems are applicable to all Bids: 1.1.1 the 80/20 system for requirements with a Rand value of up to R50 000 000 (all applicable taxes included); and 1.2 The value of this RFQ is estimated not to exceed R500 000 (all applicable taxes included) and therefore the 80/20 preference points 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 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 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

16 | P a g e 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; 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 utilised 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 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

17 | P a g e 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. 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 two (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 must 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.

18 | P a g e 4. Points awarded for price 4.1 The 80/20 preference point systems A maximum of 80 points is allocated for price on the following basis:

Where 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 Number of points contributor (80/20 system) 1 20 2 18 3 14 4 12 5 8 6 6 7 4 8 2 Non-compliant contributor 0

5.2 Bidders who qualify as EMEs in terms of the B-BBEE Act must submit a certificate issued by an Accounting Officer as contemplated in the CCA or a Verification Agency accredited by SANAS or a Registered Auditor. Registered auditors do not need to meet the prerequisite for IRBA’s approval for the purpose of conducting verification and issuing EMEs with B-BBEE Status Level Certificates. 5.3 Bidders other than EMEs must submit their original and valid B-BBEE status level verification certificate or a certified copy thereof, substantiating their B-BBEE rating

19 | P a g e 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 their B-BBEE status level certificate.

5.5 A trust, consortium or joint venture will qualify for points for their B-BBEE status level as an unincorporated entity, provided that the entity submits their 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 specialised 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 (Refer to paragraph 8 below).

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 (Refer to paragraph 8 below).

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 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).

20 | P a g e 8 Sub-contracting (Refer to paragraphs 5.7 and 5.8 above)

8.1 Will any portion of the contract be sub-contracted? YES / NO (delete which is not applicable) 8.1.1 If yes, indicate:

8.1.1.1 What percentage of the contract will be subcontracted? ______% 8.1.1.2 The name of the sub-contractor? ______8.1.1.3 The B-BBEE status level of the subcontractor? ______8.1.1.4 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 ______

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

21 | P a g e 9.6 Company classification  Manufacturer  Supplier  Professional service provider  Other service providers, e.g. transporter.

[TICK APPLICABLE BOX] 9.7 Total number of years the company/firm has been in business? …………………………

9.8 I/we, the undersigned, who is / are duly authorised to do so on behalf of the company/firm, certify that the points claimed, based on the B-BBEE 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: 9.8.1 The information furnished is true and correct; 9.8.2 The preference points claimed are in accordance with the General Conditions as indicated in paragraph 1 of this form. 9.8.3 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;

9.8.4 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 may, in addition to any other remedy it may have – 9.8.4.1 Disqualify the person from the bidding process; 9.8.4.2 Recover costs, losses or damages it has incurred or suffered as a result of that person’s conduct; 9.8.4.3 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; 9.8.4.4 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 ten (10) years, after the audi alteram partem (hear the other side) rule has been applied; and forward the matter for criminal prosecution.

22 | P a g e Witnesses:

1. ______

Signature(s) of bidder(s)

2 ______

Date: ______

Address:

______

23 | P a g e Tax clearance requirements SBD 2 1 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. 2 In order to meet this requirement bidders are required to complete in full the attached 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. 3 SARS shall then furnish the bidder with a tax clearance certificate that shall be valid for a period of one (1) year from the date of approval. 4 The original tax clearance certificate must be submitted together with the Bid. Failure to submit the original and valid tax clearance certificate shall result in the invalidation of the Bid. Certified copies of the tax clearance certificate shall not be acceptable. 5 In Bids where Consortia / Joint Ventures / subcontractors are involved, each party must submit a separate tax clearance certificate. 6 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. 7 Applications for the tax clearance certificates may also be made via eFiling. In order to use this provision, taxpayers shall need to register with SARS as eFilers through the website www.sars.gov.za.

24 | P a g e TAX CLEARANCE

Application for a Tax Clearance Certificate

Particulars applicant

Particulars of representative (Public Officer/Trustee/Partner)

25 | P a g e PAGE 1 OF 2 Particulars of tender (If applicable)

Appointment of representative/agent (Power of Attorney)

26 | P a g e Declaration

Notes: 1 It is a serious offence to make a false declaration. 2. Section 75 of the Income Tax Act, 1962, states: Any person who 1 (a) fails or neglects to furnish, file or submit any return or document as and when required by or under this Act; or 2 (b) without just cause shown by him, refuses or neglects to 3 (i) furnish, produce or make available any information, documents or things; 4 (ii) reply to or answer truly and fully, any questions put to him ... As and when required in terms of this Act ... shall be guilty of an offence ...

3. SARS shall, under no circumstances, issue a Tax Clearance Certificate unless this form is completed in full. 4. Your Tax Clearance Certificate shall only be issued on presentation of your South African Identity Document or Passport (Foreigners only) as applicable.

27 | P a g e Declaration of Interest SBD 4 1 Declaration of interest 1.1 Any legal person, including persons employed by the state¹, or persons having a kinship with persons employed by the state, including a blood relationship, may make an offer or offers in terms of this invitation to bid (includes a price quotation, advertised competitive bid, limited bid or proposal). In view of possible allegations of favouritism, should the resulting bid, or part thereof, be awarded to persons employed by the state, or to persons connected with or related to them, it is required that the bidder or his/her authorised representative declare his/her position in relation to the evaluating/adjudicating authority where: 1.1.1 The bidder is employed by the state; and/or 1.1.2 the legal person on whose behalf the bidding document is signed, has a relationship with persons/a person who are/is involved in the evaluation and/or adjudication of the bid(s), or where it is known that such a relationship exists between the person or persons for or on whose behalf the declarant acts and persons who are involved with the evaluation and/or adjudication of the bid.

2 In order to give effect to the above, the following questionnaire must be completed and submitted with the Bid. 2.1 Full name of bidder or his or her representative: ______2.2 Identity number: ______2.3 Position occupied in the company (director, trustee, shareholder) ______2.4 Company registration number ______2.5 Tax reference number ______2.6 VAT registration number ______2.6.1 The names of all directors / trustees / shareholders / members, their ndividual identity numbers, tax reference numbers and, if applicable, employee / persal numbers must be indicated in paragraph 3 below. “State” means: (a) any national or provincial department, national or provincial public entity or constitutional institution within the meaning of the Public Finance Management Act, 1999 (Act No. 1 of 1999); (b) any municipality or municipal entity; (c) provincial legislature; (d) national Assembly or the national Council of provinces; or (e) Parliament.

28 | P a g e ²”Shareholder” means a person who owns shares in the company and is actively involved in the management of the enterprise or business and exercises control over the enterprise.

2.7 Are you or any person connected with the bidder YES / NO presently employed by the state?

2.7.1 If so, furnish the following particulars:

Name of person / director / trustee / shareholder/ member: ______

Name of state institution at which you or the person connected to the bidder is employed: ______

Position occupied in the state institution: ______

Any other particulars: ______

______

2.7.2 If you are presently employed by the state, did you obtain YES /NO the appropriate authority to undertake remunerative work outside employment in the public sector?

2.7.2.1 If yes, did you attached proof of such authority to the Bid YES / NO document? (NOTE Failure to submit proof of such authority, where applicable, may result in the disqualification of the bid.)

2.7.2.2 If not, furnish reasons for non-submission of such proof: ______

2.8 Did you or your spouse, or any of the company’s directors / YES / NO Trustees / shareholders / members or their spouses conduct

29 | P a g e business with the state in the previous twelve months? 2.8.1 If so, furnish other particulars: ______

2.9 Do you, or any person connected with the bidder, have YES / NO any relationship (family, friend, other) with a person employed by the state and who may be involved with the evaluation and or adjudication of this bid?

2.9.1 If so, furnish other particulars: ______

2.10 Are you, or any person connected with the bidder, YES/NO aware of any relationship (family, friend, other) between any other bidder and any person employed by the state who may be involved with the evaluation and/or adjudication of this Bid?

2.10.1 If so, furnish other particulars: ______

2.11 Do you or any of the directors / trustees / shareholders / members YES/NO of the company have any interest in any other related companies whether or not they are bidding for this contract?

2.11.1 If so, furnish other particulars:

30 | P a g e ______

3. Full details of directors / trustees / members / shareholders State employee Personal tax Full name Identity number number / Persal reference number number

31 | P a g e 4. Declaration

I, the undersigned (name) ______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 in terms of paragraph 23 of the GCC should this declaration prove to be false.

______Signature Date

______Position Name of bidder May 2011

32 | P a g e Declaration Of Bidders Past Supply Chain Practices SBD 8

DECLARATION OF BIDDER’S PAST SUPPLY CHAIN MANAGEMENT PRACTICES

1 This Standard Bidding Document must form part of all Bids invited. 2 It serves as a declaration to be used by institutions 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 disregarded if that bidder, or any of its directors have: 3.1 abused the institution’s supply chain management system; 3.2 committed fraud or any other improper conduct in relation to such system; or 3.2.1 Failed to perform on any previous contract.

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

Yes No Item Question 4.1 Is the bidder or any of its directors listed on the National Treasury’s database as companies or persons prohibited from doing business with Yes No the public sector? (Companies or persons who are listed on this database were informed in writing of this restriction by the National Treasury after the audi alteram partem rule was applied). 4.1.1 If so, furnish particulars:

4.2 Is the bidder or any of its directors listed on the Register for Tender Defaulters in terms of section 29 of the Prevention and Combating of Corrupt Activities Act (No 12 of 2004)? Yes No To access this Register enter the National Treasury’s website, www.treasury.gov.za, click on the icon “Register for Tender Defaulters” or submit your written request for a hard copy of the Register to facsimile number (012) 3265445.

33 | P a g e Yes No Item Question 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 outside of the RSA) for fraud or corruption during the past five years? 4.3.1 If so, furnish particulars:

4.4 Was any contract between the bidder and any organ of State terminated during Yes No the past five years on account of failure to perform on or comply with the contract? 4.4.1 If so, furnish particulars:

CERTIFICATION

I, the undersigned (full name) ______Certify that the information furnished on this declaration form is true and correct.

I accept that, in addition to cancellation of a contract, action may be taken against me should this declaration prove to be false.

______Position Name of bidder

34 | P a g e 35 | P a g e CERTIFICATE OF INDEPENDENT BID DETERMINATION SBD 9 This Standard Bidding Document (SBD) must form part of all Bids1 invited. 1. 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. 2. Treasury Regulation 16A9 prescribes that accounting officers and accounting authorities must take all reasonable steps to prevent abuse of the supply chain management system and authorises accounting officers and accounting authorities to: 2.1 disregard the bid of any bidder if that bidder or any of its directors have abused the institution’s supply chain management system and/or committed fraud or any other improper conduct in relation to such system. 2.2 cancel a contract awarded to a supplier of goods and services if the supplier committed any corrupt or fraudulent act during the bidding process or the execution of that contract. 3. This SBD 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. 4. In order to give effect to the above, the attached Certificate of Bid Determination (SBD 9) must be completed and submitted with the bid:

I, the undersigned, in submitting the accompanying bid:

______(Bid number and description)

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.

36 | P a g e in response to the invitation for the bid made by:

______(Name of institution) 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: 5.1 have been requested to submit a bid in response to this bid invitation; 5.2 could potentially submit a bid in response to this bid invitation, based on their qualifications, abilities or experience; and 5.3 provide 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

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.

37 | P a g e regarding: 7.1 prices; 7.2 geographical area where product or service will be rendered (market allocation) 7.3 methods, factors or formulas used to calculate prices; 7.4 the intention or decision to submit or not to submit, a bid; 7.5 the submission of a bid which does not meet the specifications and conditions of the bid; or 7.6 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. 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.

______Position Name of bidder

38 | P a g e 39 | P a g e