Provision of Consultancy Services and Electrification of 300 Units(houses) at Garden View Village Ward 2 – Turnkey Project

Tender Summary:

02/21/ 22

2021-06-10 10:00

2021-06-24 10:00

Ba-Phalaborwa Local Municipality

Ba-Phalaborwa Local Municipality Tenders

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Name Provision of Consultancy services and electrification of 300 units(houses) at Garden view Village ward 2 – Turnkey project
Description
Provision of Consultancy services and electrification of 300 units(houses) at Garden view Village  ward 2 – Turnkey project
Organ of State Ba-Phalaborwa Local Municipality
Province National
Tender No 02/21/ 22
Tender Type RFP
Tender Status Published
Opening Date 10/06/2021 07:00
Closing Date 24/06/2021 10:00
Publishing Date 10/06/2021 10:00
Contact Name Mr CJ Lourens
Contact No 015 780 6317
Contact Email Lourensc@ba-phalaborwa.gov.za
Compulsory Briefing Session Yes
Compulsory Briefing Date 10/06/2021 10:00
Online Briefing Session Link
Notes
Activity Hall, CNR Mandela Drive & Sealene Street, Phalaborwa, 1390
Successful Bidder
Unsuccessful Bidders
Points Claimed
Directors' Names
Attachments
Tender Document-02-21-22.pdf

{TENDER_DOCUMENTS_TEXT_START}BA-PHALABORWA LOCAL MUNICIPALITY CONTRACT No: 02/21/22 BA-PHALABORWA LOCAL MUNICIPALITY REQUESTS FOR APPOINTMENT OF ELECTRICAL ENGINEERING CONTRACTOR FOR THE DESIGN PHASE TO COMMISSIONING PHASE (TURN-KEY CONTRACT) OF THE ELECTRIFICATION OF 300 HOUSEHOLDS AT GARDEN VIEW VILLAGE (TURNKEY) CIDB class grading 4EP or Higher ISSUED BY: PREPARED BY: Supply Chain Management Unit Mr W Selepe Private Bag X 01020 Phalaborwa 1390 Tel: 015 780 6263 Technical Services Department Mr CJ Lourens Private Bag X 01020 Phalaborwa 1390 Tel: 015 780 6308 Fax: 015 781 0726 selepew@ba-phalaborwa.gov.za NAME OF BIDDER Fax: 013 781 0726 lourensc@ba-phalaborwa.gov.za BID AMOUNT TEL NUMBER FAX NUMBER 2) TENDER DOCUMENT VERY IMPORTANT NOTICE ON DISQUALIFICATIONS: BY SUBMITTING THE BID, THE BIDDER UNDERTAKES TO ABIDE BY THE TERMS AND CONDITIONS OF THIS TENDER INCLUDING BUT NOT LIMITED TO THE RULES OUTLINED BELOW A bid not complying with the requirements stated hereunder will be regarded as not being an “Acceptable bid”, and as such will be rejected. “Acceptable bid” means any bid which, in all respects, complies with the conditions of bid and specifications as set out in the bid documents, including conditions as specified in the Preferential Procurement Policy Framework Act (Act 5 of 2000) and related legislation and regulations, in terms of which provision is made for this policy. In this document and other documents referred to but not attached, the following words are synonymous with each other. a. CLIENT, EMPLOYER, MUNICIPALITY BA-PHALABORWA b. BID, TENDER AND VARIATIONS THEREOF c. JOINT VENTURE / CONSORTIUM d. TENDERER, BIDDER, CONTRACTOR TENDER DOCUMENT LOCAL MUNICIPALITY, 3) FULL DESCRIPTION OF THE TENDER BA-PHALABORWA LOCAL MUNICIPALITY would like to appoint a competent service provider registered on the national Central Supplier Database, for the ELECTRIFICATION OF 300 HOUSEHOLDS AT GARDEN VIEW VILLAGE (TURNKEY) 1. RULES FOR BIDDING BY SUBMITTING THE BID, THE BIDDER UNDERTAKES TO ABIDE BY THE TERMS AND CONDITIONS OF THIS TENDER INCLUDING BUT NOT LIMITED TO THE FOLLOWING RULES: 2.1 The bidding entity shall be the same entity that will execute the bid. Any bid found to be fronting for another entity or entities shall be disqualified immediately. 2.2 All Bidders submitting bids as part of a consortium or joint venture must submit separate central supplier database reports per each company. 2.3 The municipality reserves the right to return late bid submission unopened. 2.4 Bidders may not contact the municipality on any matter pertaining to their bid from the time when the bids are submitted to the time the contract is awarded. Any effort by a bidder to influence bid evaluation, bid comparisons or bid award decisions in any manner, may result in rejection of the bid concerned. 2.5 The Bid document must be properly signed by a party having the authority to do so, according to the example of “Authority or Signatory” 2.6 Bidders will be disqualified if Municipal rates and taxes or municipal service charges owed by the bidder or any of its directors to the municipality or municipal entity, are in arrears for more than three (03) months. 2.7 All pages of the Bid document must be fully initialized and or signed by Company Director or any authorised personnel. 2.8 If at any time during the project implementation phase the contractor’s rates or prices are found to be abnormal, irregular and or not market related among other things, the Engineer may after written approval from the Municipality revise them to a practical or market related rate. The amount on the form of offer will be considered as the final cost of works. TENDER DOCUMENT 4) 2.10 Bidders will be disqualified if: 2.10.1 Any bidders who during the last five years has failed to perform satisfactorily on a previous contract with the municipality, municipal entity or any other organ of state after a reasonable written notice was given to that bidder that performance was unsatisfactory or appears on the register / database of defaulters. 2.10.2 They are bankrupt or being wound up, are having their affairs administered by the courts, 2.10.3 Have entered into an arrangement with creditors, have suspended business activities, are the subject of proceedings concerning those matters, or are in any analogous situation arising from a similar procedure provided for in national legislation or regulations; 2.10.4 Are guilty of misrepresentation in supplying the information required in the document as a condition of participation in the procurement procedure or fail to supply this information; 2.11 The accounting officer must ensure that irrespective of the procurement process followed, no award may be given to a person – 2.11.1 Who is in the service of the state, or; 2.11.2 If that person is not a natural person, of which any director, manager, principal shareholder or stakeholder, is a person in the service of the state; or; 2.11.3 Who is an advisor or consultant contracted with the municipality in respect of contract that would cause a conflict of interest? 2.12 Bid offers will be rejected if the bidder or any of his/ her directors is listed on the Register of Bid Defaulters in terms of the Prevention and Combating of Corrupt Activities Act of 2004 as a person prohibited from doing business with the public sector and all bids would be subjected to vetting. TENDER DOCUMENT 5) 2.13 Failure by the bidder to disclose with the bid submission any form of conflict of interest including disclosure on a person(s) who is in the service of the state or any immediate blood relative in the service of the state will lead to disqualification. 2.14 Bids received by courier services will be considered provided they arrive on time before the due date. Late bids shall neither be accepted nor considered. 2.15 Bidders are advised to fully index and attach a table of contents for their attachments. 2.16 The municipality will accept bid documents delivered via courier companies and by post. 2.17 Tender documents must be submitted in a sealed envelope clearly marked with the project name and number. 2.18 Fully completed and signed tender documents must be deposited into the tender box located at BA-PHALABORWA Local municipality at the entrance of the main building. 2.19 The Municipality is strictly not obliged to appoint the lowest or cheapest bidder. 2.20 All rates or prices must be inclusive of Covid19 Legislative Protocols, Prospective Bidders must strictly adhere to all Covid19 Legislative Regulations when appointed to implement the project. 2.21 For all Technical Inquiries Bidders must in writing contact Mr. C.J Lourens email: lourensc@ba-phalaborwa.gov.za seven (7) calendar days before the due date. Written responses will be posted five (5) calendar days before the due date on the Municipal Website. TENDER DOCUMENT 6) THE ELECTRIFICATION OF 300 HOUSEHOLDS AT GARDEN VIEW VILLAGE (ON A TURNKEY) CONTENTS PART T1: BIDDING PROCEDURES T1.1 Notice and Invitation to Bid T1.2 Bid Data PART T2: RETURNABLE DOCUMENTS T2.1 Returnable Schedules required for Bid Evaluation Purposes T2.2 Other Documents required for Bid Evaluation Purposes T2.3 Returnable Schedules that will be incorporated in the Contract THE CONTRACT PART C1: PRICING DATA C1.1 Pricing Instructions C1.2 Pricing Structure PART C2: AGREEMENT AND CONTRACT DATA C2.1 Form of Offer and Acceptance TENDER DOCUMENT 7) T. 1 BA-PHALABORWA LOCAL MUNICIPALITY T1.1 Bid Notice and Invitation to Bid Bidders are hereby invited to bid for the following projects: No. Project Number Project Description. Compulsory Closing Date. Briefing CIDB Grade Date & Venue 1 02/21/22 Electrification of 300 households at Garden View. Turnkey 24/06/2021 at 4EP or 10/06/2021 Activity Hall 10h00 10H00 Higher The employer is BA-PHALABORWA Local Municipality represented by the Municipal Manager. Bid documents will be obtainable from BA-PHALABORWA Local Municipal offices from 10 June 2021 (Mon-Fri from 08:00-14:30) from the cashiers; at a non-refundable deposit of R1000.00 payable in cash or bank guaranteed cheque. Bid documents can also be downloaded from municipal website or online service (www.etenders.gov.za) at no cost. Completed and signed tender documents must be sealed in an envelope and marked with the relevant project number and project description and be deposited in the tender box at BA-PHALABORWA Local Municipality Offices in Phalaborwa before the closing date and time. The municipality shall adjudicate and award tenders in accordance with the Preferential Procurement Policy Framework Act. 5/2000 and revised procurement regulation April 2017 on points for functionality and 80/20 points system where 80 points are for the price and 20 points are for B-BBEE (according to the said legislation). Details of Functionality are in the bid document. Bids will remain valid for 90(ninety) days. The lowest and any tender will not necessarily be accepted and the Municipality reserves the right not to consider any tender not fully completed. Bidders are required to initial each page of the tender document and sign where necessary. For enquiries contact: Supply Chain Management Technical Services Ms MI Moakamela MUNICIPAL MANAGER, PRIVATE BAG X 01020 Phalaborwa 1390 : : Mr W Selepe – 015 780 6362 Mr CJ Lourens- 015 780 6308 8) 1.2 BID DATA The Standard Conditions of Bid makes several references to the bid data for details that apply specifically to this bid. The bid data shall have precedence in the interpretation of any ambiguity or inconsistency between it and the standard conditions of bid. Clause number F.1.1 ACTIONS Data The Employer is: The Municipal Manager BA-PHALABORWA LOCAL MUNICIPALITY Cnr Nelson Mandela Drive and Selati Street Phalaborwa 1390 F.1.4 COMMUNICATION The Employer's Agent is: AND EMPLOYER’S AGENT Name: CJ Lourens Tel: 015 780 6308 F.2.1 ELIGIBILITY F.2.12 Companies that fit all the requirements of this bid as specified. No alternative bid is to be accepted! ALTERNATIVE TENDER OFFERS F.2.13.2 The whole original bid document, as issued by the Municipality, shall be Submitted. No copies will be accepted. SUBMITTING A TENDER OFFER F.2.14 CLOSING DATE & TIME F.2.15 TENDER OFFER VALIDITY Bids may only be submitted on the Bid documentation issued by the municipality DATE: 24/06/2021 TIME : 10H00 It is the responsibility of the tenderer to ensure that their tender is complete and reaches the correct address by the designated deadline. Late, faxed or e-mailed tenders will not be considered. 1. The employer will have up to 90 days (working days) validity period from the closing date within which to consider submitted bids. 2. The successful bidder will have up to 14 days to respond to the service offer. 9) Data Clause number F.1.10 CERTIFICATES AND ATTACHMENTS The bidder is required to attach the following Valid documents to the tender Document: a) The recent up-to-date central supplier data (CSD) registration report detailing all compliance requirements; [Last verified between the advert date and the closing date]; b) The Master registration number or Tax compliance status pin (or valid copy of tax clearance certificate). c) Copy of the statement of municipal rates and taxes for the company or of its directors (not in arrears for more than three (3) months before the closing date), if renting a lease agreement and owner’s proof of municipal rates must be submitted (not in arrears for more than three (3) months before the closing d) Letter of Good Standing issued by the Department of Labour in respect to the Compensation for Occupational Injuries and Diseases Act 130 of 1993 (as amended). e) CIDB Grading of 4EP or Higher, joint venture must submit consolidated CIDB f) Occupational Health and Safety letter issued by the Department of Labour Republic of South Africa in respect to the Electrical Installation Regulation Registration 6(4) g) Professional `Indemnity Insurance for the Design Engineer’s Company.. h) Installation Electrician Certificate/ Three phase Wireman’s License or Master Electrician License i) Proof of registration with Engineering Council of South Africa (ECSA) for Design Engineer j) Joint venture/consortium agreements (if applicable); k) Submit the above documents for each company if bidding as a joint venture; F.1.11 N.B Failure to attach the above mentioned documents will disqualify the bidder from further evaluation The time and location for opening of the bid offers Immediately after the closing time 10H00 on the closing date 24/06/2021 TENDER DOCUMENT 10) OPENING OF BID SUBMISSIONS F.1.12 BA-PHALABORWA LOCAL MUNICIPALITY CNR Nelson Mandela and Selati Street Phalaborwa 1390 Any bid received after the deadline for submission of bids prescribed, will be rejected and/or returned unopened to the Bidder. A two-envelope procedure will not be followed. Location: TWO-ENVELOPE SYSTEM F.1.12.1 a) Where there is a discrepancy between the amounts in figures and in words, the amount in figures shall govern. ARITHMETICAL ERRORS b) If bills of quantities (or schedule of quantities or schedule of rates) apply and there is an error in the line item total resulting from the product of the unit rate and the quantity, the rate shall govern and the line item total shall be corrected. c) Where there is an error in the total of the prices either as a result of corrections required by this checking process or in the tenderer’s addition of prices, the total of the prices shall be adjusted to reflect the arithmetically correct summation of corrected line item totals. Consider the rejection of a tender offer if the tenderer does not accept the correction of the arithmetical errors in the manner described above. F.1.13 EVALUATION OF BID OFFERS The preference procedure for evaluation of responsive bid offers shall be the 80/20 point preference system. - where 80 points will be allocated in respect of price - 20 points will be allocated towards targeted goals F.1.13.1 PROJECT DURATION F.1.14 ACCEPTANCE OF BID OFFER F.1.15 PROVIDE COPIES OF THE CONTRACTS - Note: All bids will be evaluated for compliance and functionality before the evaluation on 80/20 point system The project duration of this contract is seven (7) months after approval of contractual documents, accepting of contract and signing a Service Level Agreement with the Municipal Manager. Bids containing any one or more of the errors or omissions, or bids not having complied with any one of the required bid conditions as detailed in this bid document, shall not be considered and shall automatically be rejected. The number of paper copies of the signed contract to be provided by Municipality is one. 11) ADDITIONAL CONDITIONS APPLICABLE TO THIS BID The additional conditions of bid are: 1 The Employer may also request that the bidder provide written evidence on the adequacy of financial, labour and other resources for carrying out the contract. 2 The Employer reserves the right to appoint a firm of chartered accountants and auditors and/or execute any other financial investigations on the financial resources of any bidder. The bidder shall provide all reasonable assistance in such investigations. 3 The bidder shall be required to complete the Form of Offer and Acceptance (C1.1) and Bills of Quantity. 4 The bid document shall be submitted as a whole and shall not be submitted in parts. 5 List of returnable documents (PART T2) must be completed in full. (i.e.: A bidder’s company profile will not be used by the BPLM to complete PART T2 on behalf of the bidder) NB: If PART T2 is not completed in full by the bidder, the offer will be rejected. Bid Data in detail F.1 Standard Conditions of the Bid F.1.1 Actions The employer and each tenderer submitting a tender offer shall comply with these conditions of tender. In their dealings with each other, they shall discharge their duties and obligations as set out in F.2 and F.3, timeously and with integrity, and behave equitably, honestly with openness and transparency. F.1.2 Tender Documents The documents issued by the employer for the purpose of a tender offer are listed in the tender data. F.1.3 Interpretation F.1.3.1. the tender data and additional requirements contained in the tender schedules that are included in the returnable documents are deemed to be part of these conditions of tender. F.1.3.2. these conditions of tender, the tender data and tender schedules which are only required for tender evaluation purposes, shall not form part of any contract arising from the invitation to tender. F.1.3.3 For the purposes of these conditions for the calling of expressions of interest, the following definitions apply: a) Comparative offer means the tenderer’s financial offer after the factors of non-firm prices, all unconditional discounts and any other tendered parameters that will affect the value of the financial offer have been taken into consideration b) Corrupt practice means the offering, giving, receiving or soliciting of anything of value to influence the action of the employer or his staff or agents in the tender process; and TENDER DOCUMENT 12) c) Fraudulent practice means the misrepresentation of the facts in order to influence the tender process or the award of a contract arising from a tender offer to the detriment of the employer, including collusive practices intended to establish prices at artificial levels. F.1.4 Communication and employer’s agent Each communication between the employer and a tenderer shall be to or from the employer’s agent only, and in a form that can be read, copied and recorded. Writing shall be in the English language. The employer shall not take any responsibility for non-receipt of communications from or by a tenderer. The name and contact details of the employer’s agent are stated in the tender data. F.1.5 The employer’s right to accept or reject any tender offer F.1.5.1 The employer may accept or reject any variation, deviation, tender offer, or alternative tender offer, and may cancel the tender process and reject all tender offers at any time before the formation of a contract. The employer shall not accept or incur any liability to a tenderer for such cancellation and rejection, but will give written reasons for such action upon written request to do so. F.1.5.2 The employer may not, subsequent to the cancellation or abandonment of a tender process or the rejection of all responsive tender offers re-issue a tender covering substantially the same scope of work within a period of three months. F.2 Tenderer’s obligations F.2.1 Eligibility Submit a tender offer only if the tenderer satisfies the criteria stated in the tender data and the tenderer, or any of his/ her principals, is not under any restriction to do business with the employer. F.2.2 Cost of tendering Accept that the employer will not compensate the tenderer for any costs incurred in the preparation and submission of a tender offer, including the costs of any testing necessary to demonstrate that aspects of the offer to satisfy requirements. It is a term of this bid that the employer is indemnified from any liability arising or accruing from expenses or damages or losses incurred by the bidder including in the event the employer opts to cancel or discontinue the bidding process of this tender. F.2.3 Check documents Check the tender documents on receipt for completeness and notify the employer of any discrepancy or omission. F.2.4 Confidentiality and copyright of documents Treat as confidential all matters arising in connection with the tender. Use and copy the documents issued by the employer only for the purpose of preparing and submitting a tender offer in response to the invitation. The distribution of the tender documents is for the sole purpose of obtaining offers. The distribution does not grant permission or licence to use the documents for any other purpose. Tenderers are required to treat the details of all documents supplied in connection with the tender process as private and confidential. All responses to this invitation to tender will be treated in confidence and no information contained therein will be communicated to any third party without the written permission of the tenderer except in so far as is specifically required for the consideration and evaluation of the response or as may be required under law. 13) F.2.5 Reference documents Obtain, as necessary for submitting a tender offer, copies of the latest versions of standards, specifications, conditions of contract and other publications, which are not attached but which are incorporated into the tender documents by reference. F.2.6 Acknowledge addenda Acknowledge receipt of addenda to the tender documents, which the employer may issue, and if necessary apply for an extension to the closing time stated in the tender data, in order to take the addenda into account. F.2.7 Clarification meeting Attend, where required, a clarification meeting at which tenderers may familiarize themselves with aspects of the proposed work, services or supply and raise questions. Details of the meeting are stated in the tender data. F.2.8 Seek clarification Request clarification of the tender documents, if necessary, by notifying the employer at least five (5) working days before the closing date stated in the tender data. F.2.9 Insurance Be aware that the extent of insurance to be provided by the employer (if any) might not be for the full cover required in terms of the conditions of contract identified in the contract data. F.2.10 Pricing the tender offer F.2.10.1 Include in the rates, prices, and the tendered total of the prices (if any) all duties, taxes, Value Added Tax (VAT), and other levies payable to the successful tenderer, such duties, taxes and levies being those applicable fourteen (14) days before the closing time stated in the tender data. F.2.10.2 Provide rates and prices that are fixed for the duration of the contract, payable after delivery, subject to inspection by the employer or any agent appointed by the employer. . F.2.10.3 State the rates and prices in South African Rand. F.2.10.4 The municipality has limited resources and bids must be competitive, with market related pricing, as this will be one of the deciding factors in the final award of the contract. F.2.11 Alterations to documents Not make any alterations or additions to the tender documents, except to comply with instructions issued by the employer, or necessary to correct errors made by the tenderer. All signatories to the tender offer shall initial all such alterations. Erasures and the use of masking fluid or TIPPEX are prohibited. F.2.12 Alternative tender offers F.2.12.1 Submit alternative tender offers only if a main tender offer, strictly in accordance with all the requirements of the tender documents, is also submitted. The alternative tender offer is to be submitted with the main tender offer together with a schedule that compares the requirements of the tender documents with the alternative requirements of the tenderer proposes. TENDER DOCUMENT 14) F.2.12.2 Accept that an alternative tender offer may be based only on the criteria stated in the tender data or criteria otherwise acceptable to the employer. F.2.13 submitting a tender offer F.2.13.1 Submit a tender offer to provide the whole of the works, services or supply identified in the contract data and described in the scope of works, unless stated otherwise in the tender data. F.2.13.2 Return all returnable documents to the employer after completing them in their entirety. F.2.13.3 Submit the parts of the tender offer communicated on paper as an original plus the number of copies stated in the tender data, with an English translation of any documentation in a language other than English. F.2.13.4 Sign the original copies of the tender offer where required in terms of the tender data. The employer will hold all authorized signatories liable on behalf of the tenderer. Signatories for tenderers proposing to contract as joint ventures shall state; which of the signatories is the lead partner whom the employer shall hold liable for the purpose of the tender offer. F.2.13.5 Seal the original package marking the package as “ORIGINAL” F.2.13.6 Seal the original tender offer package in an outer package that states on the outside only the employer‘s address and identification details as stated in the tender data. F.2.13.7 Accept that the employer will not assume any responsibility for the misplacement or premature opening of the tender offer if the outer package is not sealed and marked as stated. F.2.14 Information and data to be completed in all respects Accept that tender offers, which do not provide all the data or information requested completely and in the form required, will be regarded by the employer as non-responsive. F.2.15 Closing Time F.2.15.1 Ensure that the employer receives the tender offer at the address specified in the tender data not later than the closing time stated in the tender data. Proof of posting shall not be accepted as proof of delivery. The employer shall not accept tender offers submitted by telegraph, facsimile or e-mail. F.2.15.2 Accept that, if the employer extends the closing time stated in the tender data for any reason, the requirements of these conditions of tender apply equally to the extended deadline. F.2.16 Tender Offer Validity F.2.16.1 Hold the tender offer(s) valid for acceptance by the employer at any time during the validity period stated in the tender data after the closing time stated in the tender data. F.2.16.2 If requested by the employer, consider extending the validity period stated in the tender data for an agreed additional period. F.2.17 Clarification of tender offer after submission Provide clarification of a tender offer in response to a request to do so from the employer during the evaluation of tender offers. This may include providing a breakdown of rates or prices and correction of arithmetical errors by the adjustment of certain rates or item prices (Or both). 15) No change in the competitive position of tenderers or substance of the tender offer is sought, offered, or permitted. Note: Sub-clause F.2.17 does not preclude the negotiation of the final terms of the contract with a preferred tenderer following a competitive selection process, should the Employer elect to do so. F.2.18 Provide other material F.2.18.1 Provide, on request by the employer, any other material that has a bearing on the tender offer, the tenderer’s commercial position (including notarized joint venture agreements), referencing arrangements, or samples of materials, considered necessary by the employer for the purpose of a full and fair risk assessment. Should the tenderer not provide the material, or a satisfactory reason as to why it cannot be provided, by the time for submission stated in the employer’s request, the employer may regard the tender offer as non-responsive. F.2.19 Inspections, tests and analysis Provide access during working hours to premises for inspections, tests and analysis as provided for in the tender data. F.2.20 Submit securities, bonds, policies, etc. If requested, submit for the employer’s acceptance before formation of the contract, all securities, bonds, guarantees, policies and certificates of insurance required in terms of the conditions of contract identified in the contract data. F.2.21 Check final draft Check the final draft of the contract provided by the employer within the time available for the employer to issue the contract. F.2.22 Return of other tender documents If so instructed by the employer, return all retained tender documents within twenty-eight (28) days after the expiry of the validity period stated in the tender data. F.2.23 Certificates Include in the tender submission or provide the employer with any certificates as stated in the tender data. F.3 The employer’s undertakings F.3.1 Respond to clarification Respond to a request for clarification received up to five (5) working days before the tender closing time stated in the Tender Data and notify all tenderers who drew procurement documents. F.3.2 Issue Addenda If necessary, issue addenda that may amend or amplify the tender documents to each tenderer during the period from the date that tender documents are available until seven (7) days before the tender closing time stated in the Tender Data. If, as a result a tenderer applies for an extension to the closing time stated in the Tender Data, the Employer may grant such extension and, shall then notify all tenderers who drew documents. F.3.3 Return late tender offers Return tender offers received after the closing time stated in the Tender Data, unopened, (unless it is necessary to open a tender submission to obtain a forwarding address), to the tenderer concerned. TENDER DOCUMENT 16) F.3.4 Opening of tender submissions F.3.4.1 Unless the two-envelope system is to be followed, open valid tender submissions in the presence of tenderers’ agents who choose to attend at the time and place stated in the tender data. Tender submissions for which acceptable reasons for withdrawal have been submitted will not be opened. F.3.4.2 Announce at the meeting held immediately after the opening of tender submissions, at a venue indicated in the tender data, the name of each tenderer whose tender offer is opened, the total of his prices, preferences claimed and time for completion, if any, for the main tender offer only. F.3.4.3 Make available the record outlined in F.3.4.2 to all interested persons upon a formal request. F.3.5 Two-envelope system F.3.5.1 Where stated in the tender data that a two-envelope system is to be followed, open only the technical proposal of valid tenders in the presence of tenderers’ agents who choose to attend at the time and place stated in the tender data and announce the name of each tenderer whose technical proposal is opened. F.3.5.2 Evaluate the quality of the technical proposals offered by tenderers, then advice tenderers who remain in contention for the award of the contract of the time and place when the financial proposals will be opened. Open only the financial proposals of tenderers, who score in the quality evaluation more than the minimum number of points for quality stated in the tender data, and announce the score obtained for the technical proposals and the total price and any preferences claimed. Return unopened financial proposals to tenderers whose technical proposals failed to achieve the minimum number of points for quality. F.3.6 Non-disclosure Not disclose to tenderers, or to any other person not officially concerned with such processes, information relating to the evaluation and comparison of tender offers, the final evaluation price and recommendations for the award of a contract, until after the award of the contract to the successful tenderer. F.3.7 Grounds for rejection and disqualification Determine whether there has been any effort by a tenderer to influence the processing of tender offers and instantly disqualify a tenderer (and his tender offer) if it is established that he engaged in corrupt or fraudulent practices. F.3.8 Test for responsiveness F.3.8.1 Determine, after opening and before detailed evaluation, whether each tender offer properly received: a. Complies with the requirements of these Conditions of Tender, b. Has been properly and fully completed and signed, and c. Is responsive to the other requirements of the tender documents. F.3.8.2 A responsive tender is one that conforms to all the terms, conditions, and specifications of the tender documents without material deviation or qualification. A material deviation or qualification is one which, in the Employer's opinion, would: a. Detrimentally affect the scope, quality, or performance of the works, services or supply identified in the Scope of Work, 17) b. Change the Employer's or the tenderer's risks and responsibilities under the contract, c. Affect the competitive position of other tenderers presenting responsive tenders, if it were to be rectified. F.3.9 Arithmetical errors F.3.9.1 Check responsive tender offers for arithmetical errors, correcting them in the following manner: a. Where there is a discrepancy between the amounts in figures and in words, the amount in figures shall govern. b. If bills of quantities (or schedule of quantities or schedule of rates) apply and there is an error in the line item total resulting from the product of the unit rate and the quantity, the rate shall govern and the total shall be corrected. c. Where there is an error in the total of the prices either as a result of other corrections required by this checking process or in the tenderer's addition of prices, the rate shall govern and the tenderer will be asked to revise selected item prices to achieve the tendered total of the prices. F.3.9.2 Consider the rejection of a tender offer if the tenderer does not correct or accept the correction of his/ her arithmetical errors in the manner described in F.3.9.1. F.3.10 Clarification of a tender offer Obtain clarification from a tenderer on any matter that could give rise to ambiguity in a contract arising from the tender offer. F.3.11 EVALUATION METHODOLOGY  In addition to all items highlighted under Page 2 titled “Very Important Notice on Disqualifications”, the tenders will be evaluated in terms of the Municipality Supply Chain Management policy, Preferential Procurement Framework Act (Act 5 of 2000) and its regulations as enacted in 2001.  Tenders will be evaluated using the 80/20 points allocation system. The total points out of a possible maximum of will be calculated using various formulae to calculate price as well as for preferential procurement. F.3.13 Acceptance of tender offer F.3.13.1 Accept tender offer only if the tenderer complies with the legal requirements stated in the Tender Data. F.3.13.2 Notify the successful tenderer of the employer's acceptance of his/her tender offer by completing and returning one copy of the form of offer and acceptance before the expiry of the validity period stated in the tender data, or agreed additional period. Providing the form of offer and acceptance does not contain any qualifying statements, it will constitute the formation of a contract between the employer and the successful tenderer as described in the form of offer and acceptance. TENDER DOCUMENT 18) F.3.14 Notice to unsuccessful tenderers After the successful tenderer has acknowledged the employer's notice of acceptance, the employer will publicise a list of successful bidders on the municipal website F.3.14 Municipality’s right to accept or reject any or all Bids The municipality reserves the right to:  Accept or reject any bid;   Annul the tender process and reject all bids at any time prior to contract award;  Award the contract to one or more bidders; without thereby incurring any liability to the affected Bidder or bidders.  Accept one or more bids submit.  Reject all bids submitted.  Request further information from any bidder after the closing date.  Cancel this bid or any part thereof any time, or  Award this bid or any part thereof to any one or more bidders.  Vary the site or number of sites and/or guards due to operational or budgetary requirements.         F.3.15. Prepare contract documents Revise documents that shall form part of the contract and that were issued by the employer as part of the tender documents to take account of: addenda issued during the tender period, inclusion of the returnable documents, other revisions agreed between the employer and the successful tenderer, and the schedule of deviations attached to the form of offer and acceptance, if any. F.3.16 Issue final contract Prepare and issue the final draft of contract documents to the successful tenderer for acceptance within fourteen (14) days after the date of the employer's signing of the form of offer and acceptance (including the schedule of deviations, if any). Only those documents that the conditions of tender require the tenderer to submit, after acceptance by the employer, shall be included. F.3.17 Provide copies of the contracts Provide to the successful tenderer the number of copies stated in the Tender Data of the signed copy of the contract as soon as possible after completion and signing of the form of offer and acceptance. 4. List of attachments required for Evaluation Purposes The bidder is required to attach the following valid documents to the tender 19) Document: a) The recent up-to-date central supplier database (CSD) registration report detailing all compliance requirements; [Last verified between the advert date and the closing date]; b) The Master registration number or Tax compliance status pin. c) COPY of the statement of municipal rates and taxes for the company or of its directors (not in arrears for more than three (3) months before the closing date), if renting a lease agreement and owner’s proof of municipal rates must be submitted (not in arrears for more than three (3) months before the closing date). If the bidder is operating where municipal rates are not applicable, a proof of residence from the traditional authority must be submitted (not older than three (3) months before the closing date). d) Letter of Good Standing issued by the Department of Labour in respect to the Compensation for Occupational Injuries and Diseases Act 130 of 1993 (as amended). e) CIDB Grading of 4EP or Higher, joint venture must submit consolidated CIDB f) Occupational Health and Safety letter issued by the Department of Labour Republic of South Africa in respect to the Electrical Installation Regulation Registration 6(4) g) Valid Professional `Indemnity Insurance for the Design Engineer’s Company. h) Installation Electrician Certificate/Wire-man’s License or Master Electrician License Proof of registration with Engineering Council of South Africa (ECSA) for Design i) Engineer j) Joint venture/consortium agreements (if applicable); k) Submit the above documents (A to E) for each company if bidding as a joint venture; N.B Failure to attach the above mentioned documents will disqualify the bidder from further evaluation 5. Bid Evaluation guideline This bid will be evaluated and adjudicated in terms of the following criteria: 1. Bid will evaluated in terms of the following stages: Step 1 Bidders will firstly be evaluated on their responsiveness as follows: A bid not complying with the peremptory requirements stated hereunder will be regarded as not being an “Acceptable bid”, and as such will be rejected. “Acceptable bid” means any bid which, in all respects, complies with the conditions of bid and specifications as set out in the bid documents, including conditions as specified in the Preferential Procurement Policy Framework Act (Act 5 of 2000) and related legislation as published in Government Gazette number 22549, dated 10 August 2001, in terms of which provision is made for this policy. TENDER DOCUMENT 20) 1. If a tax clearance certificate, tax pin or certified copy thereof not older than three months (or in the case of a joint venture, of all the partners in the joint venture) has not been submitted with the bid document on closing date of the bid. 2. If any pages have been removed from the bid document, and have therefore not been submitted, or a copy of the original bid document has been submitted. 3. Failure to complete the schedule of quantities as required, i.e. only lump sums provided. 4. Scratching out, writing over or painting out rates, without initialling next to the amended rates or information, affecting the evaluation of the bid. 5. The use of correction fluid (i.e. tippex) or any erasable ink, e.g. pencil. 6. Non-attendance of mandatory/compulsory briefing session 7. The Bid has not been properly signed by a party having the authority to do so, according to the example of “Authority for Signatory” 8. No authority for signatory submitted – See example, where it is stated that a duly signed and dated original or certified copy of the company’s relevant resolution (for each specific bid) of their members or their board of directors, must be submitted. 9. The bidder attempts to influence, or has in fact influenced the evaluation and/or awarding of the contract 10. The bid has been submitted either in the wrong bid box or after the relevant closing date and time 11. If any municipal rates and taxes or municipal service charges owed by the 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. 12. The accounting officer must ensure that irrespective of the procurement process followed, no award may be given to a person – a) who is in the service of the state, or; b) if that person is not a natural person, of which any director, manager, principal shareholder or stakeholder, is a person in the service of the state; or; c) who is an advisor or consultant contracted with the municipality in respect of contract that would cause a conflict of interest. 13. Failure to provide: a) written proof of registration with the ECSA registration. b) Proof of CIDB registration of grading 4EP or Higher/in case of joint venture consolidated CIDB grading certificate must be submitted c) Proof of registration as Electrical Contractor 14. Bid offers will be rejected if the bidder or any of his directors is listed on the Register of Bid Defaulters in terms of the Prevention and Combating of Corrupt Activities Act of 2004 as a person prohibited from doing business with the public sector. 15. Bid offers will be rejected if the bidder has furnished the municipality with fraudulent documents. 16. Failure to attach a copy of a valid signed Joint Venture/Consortium agreement (if applicable) to the bid document. 17. Form of offer not completed and signed by the authorized signatory. 18. Certified ID copies of the directors/ members/ proprietors not older than three months 19. BBB-EE certificate (optional)/In case of joint venture consolidated BBB-EE certificate must be submitted 21) 20. Bank Grading of the company (contractor) /in case of joint venture Lead company(Contractor) must submit. 21. COIDA Letter of Good Standing 22. Latest registration report of Central Supply database (CSD) with valid reference number. (Printed between the tender opening and closing date). Step 2 The following is the criteria that the Bidders will be evaluated for Functionality: According to the MFMA Circular No. 53 of the Municipal Finance Act No. 56 of 2003, Bidders will also be evaluated on Functionality. The minimum Score for functionality is 60%, 60 points out of 100. Table 1: Experience of Firm/s (Maximum Points obtainable 35) Note: Proof of experience should be compiled in the form of the table indicated Section 4.2 of this document. Please attach proof of certified (not older than three months) appointments Letters and Completion Certificates i.e. from your firm or contractors who completed the works under your supervision. Failure to provide both appointment letters/work order plus completion certificate, will results in zero points. Similar projects refer to electrical construction projects that involves: i. Evaluation Criteria Electrification Project Minimum Required Elimination Points n Factor obtainable Points Claimed 1. Design & Project monitoring Design & Project MonitoringAppointment letters and completion certificates to be attached Completed similar Project of construction value R 3 mil and above in the past 5 years. Design & Project monitoring Appointment letters and completion certificates to be attached Completed similar Project of construction value R 3 mil and above in the past 5 years. Project Description: No 10 No 10 ……………………………………………………….. Project Description: ……………………………………………………… Sub Total 2. Construction Work TENDER DOCUMENT 20 22) Construction Appointment letters and completion certificates to be attached Completed similar Project of value R 3 mil and above in the past 5 years. Construction Appointment letters and completion certificates to be attached Completed similar Project of value R 3 mil and above in the past 5 years. Project Description: 7.5 No ……………………………………………………. Project Description: No 7.5 ……………………………………………………. Sub Total 15 Sub-Total 35 Table 2: Plant and Equipment Evaluation Criteria Plant equipment Sub-Total Minimum Required & (Maximum Points obtainable 20) Eliminatio Points n Factor obtainable Points Claimed Load & Transport Truck (max 08 Ton) with hi-up No Cherry Picker Truck No 5 1 Ton LDV No 5 10 20 Note: Proof (E Natis) must be provided that equipment is owned by your company (full point) or Leased (half point). A special condition is that on appointment, it will be required that it must be proven that all the necessary technical equipment is available. 23) Table 3: Financial References & Method Statement Evaluation Criteria Company Financial References and Method Statements Evaluation Criteria (Maximum Points obtainable 15) Elimination Factor Points Points obtainable Claimed Bank rating of “C” or better with proof (stamped bank letter, not older than 3 Months). (Consultant) No 4 Bank rating of “C” or better with proof (stamped bank letter, not older than 3 Months). (Contractor) No 4 Valid Professional indemnity (Min R 10,000,000). Main Service Provider (Consultant) No 6 Letter of intent for Guarantee. Construction Works No 1 Sub-Total 15 Table 1: Key Personnel Evaluation Criteria (Maximum Points obtainable 30) Minimum Required Eliminatio nn Points Factor obtainable 1. Project Engineer Name: ……………………………………………………………………. Academic Qualifications (Note 1 & 2) Years of experience after qualification BSc (Hons), BEng (Hons), (Doctoral), DSc or PhD, MSc or MEng Degree in Electrical 15 engineering or equivalent and above. Professional Engineer / Technologist (ECSA) Yes OR BTech, BEng, BSc, in Electrical Engineering or equivalent. 10 Professional Engineer / Technologist (ECSA) 1 – 5 or <5 – 8 or

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Joint Ventures, Consortia and Subcontracting:

Most large tenders are composed of tasks in a number of different fields, and it is not always possible for a single company to cater for all of them, and therefore Joint Ventures and Consortia are formed to then submit a tender together.

Government tenders are also requiring the subcontracting of a percentage of the tender work, and the trouble is then finding Subcontractors to comply with the tender requirements

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