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Fax Cover Sheet 1 AMATHOLE DISTRICT MUNICIPALITY TERMS OF REFERENCE It is the intention of the Amathole District Municipality to enter into a formal contract with a service provider that will carry out the services described hereunder. These Terms of Reference and the service provider’s proposal will form the basis of the contract. SECTION 1: DETAILS Province Eastern Cape Municipality Amathole District Municipality Project Name Erection of 2 concrete foundations for tombstones of Makhanda and Chief Maqoma for Amathole District Municipality Project SECTION 2: PROJECT DESCRIPTION & BACKGROUND INFORMATION ADM has a heritage project known as Conservation of Heritage Sites which intends to develop the grave of Makhanda kaNxele and Chief Maqoma. The project consists of one (1) km road access, signage, interpretation boards and actual site rehabilitation. Through the project a number of heritage sites have been rehabilitated. For 2012/2013 financial year 2 grave sites of Makhanda kaNxele and Chief Maqoma have been identified. It is worth highlighting that, Makhanda kaNxele is said to have drowned in Robben Island escaping from the prison and whilst Chief Maqoma died at Robben Island after being banished by the colonial government during the wars of land dispossession. Subsequently, the Ciskei President, Dr Lennox Sebe facilitated exhumation and repatriation of his human remains to former Ciskei where he was ultimately reburied, near to a monument called Ntaba kaNdoda. Makhanda kaNxele was never buried but now it is the time to return his spirit back home to rest in peace forever. Unfortunately, the state of Chief Maqoma’s grave is dilapidating as it can hardly be identified and is gradually becoming invisible. Furthermore, two of our four major heritage routes, namely Makhanda is named after Makhanda kaNxele and Maqoma Heritage Route is named after Chief Maqoma, and hence the need to restore these heritage sites in the form of their graves. 2 Lastly, all the other sites have been developed, with the exception of these two. SECTION 3: PROJECT PURPOSE / OBJECTIVES The project is for the erection of concrete foundation for two tombstones of the grave sites of Makhanda kaNxele and Chief Maqoma. In order to deliver the project purpose, the appointed supplier will have to provide the following heritage site conservation as detailed in Section 4 and 5. SECTION 4 : DETAILED SCOPE OF WORK The grave sites of Makhanda kaNxele in Tshabo Village in Berlin and Chief Maqoma in Ntaba ka Ndoda which are to be refurbished as per the details below lie within the Amathole Heritage Routes. Tender submissions are requested for the following: 1. A solid foundation to be erected at the grave site erected for Makhanda kaNxele at his home at Tshabho Village in Berlin. 2. Solid foundation to be built at the gravesite of Chief Maqoma in preparation for the tombstone erection in Ntaba kaNdoda. 3. The foundations should have measurement 3m x 4 m (width) and 1,5m length) to accommodate the tombstones to be erected. 4. The outside perimeter of the foundation must be in face brick. 5. The material to be used should be weather resistant. 6. The successful service provider to make arrangements with the project manager for delivery of building material. SECTION 5: TIME FRAMES This project must be achieved and completed within 2 weeks from date of appointment. 3 SECTION 6: REPORTING The appointed service provider will report to the Project Manager and to the existing Project Steering Committee. SECTION 7: PAYMENT MILESTONES The service provider will be paid the 50% on material delivered at the sites for erection of both foundations of the Tombstones. The remainder 50% of the payment will be made on completion and handover of work detailed in Section 4 in a satisfactory manner. NB: Proposals are to clearly detail the methodology in line with the Scope of work, timeframes and costing in accordance with the requirements listed in Section 4. SECTION 8: CRITERIA FOR EVALUATION OF PROPOSALS PRE-QUALIFICATION REQUIREMENTS CRITERIA WEIGHTING 1. Experience 60 3. Methodology 40 GRAND TOTAL 100 POINT SCORING PRE-QUALIFICATION ASSESSMENT – POINTS SCORING Functional Category & Description Points Allocation Experience Total = 60 Similar projects successfully conducted in: Erection of tombstone Foundations 40 (10 points per project to a maximum of 4 projects) Heritage grave site 20 (10 points per project to a maximum of 2 projects) Methodology Total = 40 4 No compliance with ToR 0 Partial compliance with ToR or 20 Full compliance with ToR: 40 - Methodology clearly detailing how the work will be undertaken in line with the Scope of Work/Requirements - Timeframes aligned to each activity - Costing aligned to each area activity Bidders should take note of the above technical (quality) evaluation criteria. [a] All the necessary documentation must be submitted for the Evaluation Panel to make an informed evaluation. Evaluation of the Technical (Quality) Requirements will be based on the information provided by the bidder. [i] Experience - The experience annexure must be completed. Only list projects of a similar nature undertaken. [ii] Methodology – The bidder must clearly demonstrate how the contract will be managed, detailing a work plan with timeframes and clearly explaining how the works will be implemented. [b] A minimum total score of 60 out of 100 points must be obtained in order for the bid to proceed to the Financial Evaluation. 5 MBD 1 INVITATION TO BID YOU ARE HEREBY INVITED TO BID FOR THE ERECTION OF 2 CONCRETE FOUNDATIONS FOR TOMBSTONES OF MAKHANDA AND CHIEF MAQOMA FOR AMATHOLE DISTRICT MUNICIPALITY PROJECT TO THE REQUIREMENTS OF THE AMATHOLE DISTRICT MUNICIPALITY BID NUMBER: 8/2/255/2012-2013 CLOSING DATE: 25 March 2013 CLOSING TIME: 11h00 DESCRIPTION: Erection of 2 concrete foundations for tombstones of Makhanda and Chief Maqoma for Amathole District Municipality Project - The successful bidder will be required to fill in and sign a written Contract Form (MBD 7). - Bid documents must be deposited in the bid box situated at 40 Cambridge Street East London - Bidders should ensure that bids are delivered timeously to the correct address. If the bid is late, it will not be accepted for consideration. - The bid box is generally open 24 hours a day, 7 days a week. - All bids must be submitted on the official forms – (not to be re-typed) - 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 (SCC) - NB: No bids will be considered from Persons in the Service of the State (as defined in Regulation 1 of the Local Government: Municipal Supply Chain Management Regulations). THE FOLLOWING PARTICULARS MUST BE FURNISHED (FAILURE TO DO SO MAY RESULT IN YOUR BID BEING DISQUALIFIED) Name Of Bidder Postal Address Street Address Telephone Number Code: Number: Cellphone Number Facsimile Number Code: Number: E-mail Address Vat Registration Number Has an original tax clearance certificate been submitted YES / NO (MBD 2)? Has a B-BBEE Status Level Verification Certificate been YES / NO submitted? (MBD 6.1) 6 If Yes, Who was the certificate issued by? □ -An Accounting Officer as Contemplated in the Close Corporation Act (CCA) □ -A verification Agency Accredited by the South African National Accreditation System (SANAS) □ -A registered Auditor (Tick applicable box) (A B-BBEE Status Level Verification Certificate must be submitted in order to qualify for Preference Points for B-BBEE) Are you the accredited representative in South Africa for YES / NO the good/Services offered by you (IF YES ENCLOSE PROOF) SIGNATURE OF BIDDER DATE CAPACITY UNDER WHICH THIS BID IS SIGNED TOTAL BID PRICE TOTAL NUMBER OF ITEMS OFFERED ANY ENQUIRIES REGARDING THE BIDDING PROCEDURE MAY BE DIRECTED TO: Amathole District Municipality Budget and Treasury Office: Supply Chain Management (SCM) Unit Contact Person: Manager: SCM Tel No.: 043 701 4196 Fax No.: 043 722 3501 ANY ENQUIRIES REGARDING TECHNICAL INFORMATION MAY BE DIRECTED TO: Contact Person: Ms N Dlungwana Tel No.: 043 7014148 Fax No.: 0866420713 7 MBD 2 TAX CLEARANCE 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 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. 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. 8 9 10 1A JOINT VENTURE REQUIREMENTS DEFINITION:- “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. Should a group of companies/firms and/or interested parties wish to enter into a joint venture/consortium agreement the following minimum requirements must be met:- 1.
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