QUOTATIONS ARE HEREBY REQUESTED IN ACCORDANCE WITH … · h. Record all visitors entering and leaving all JCP & Zoo sites; i. Ensure that vehicles entering and leaving JCP & Zoo premises

QUOTATIONS ARE HEREBY REQUESTED IN ACCORDANCE WITH THE SCM REGULATIONS SECTION 18 OF THE LOCAL GOVERNMENT MUNICIPAL FINANCE MANAGEMENT ACT 56 OF 2003, FOR THE PURCHASE OF ITEM/S THAT COULD BE ABOVE R30 000.00 BUT BELOW R200 000.00.

ADVERTISEMENT DATE 10 March 2020

DEPARTMENT Stores & Inventory

RFQ NUMBER JCPZ/RFQ/FM90/2019 RFQ VALIDITY PERIOD 30 DAYS (COMMENCING FROM THE RFQ CLOSING

DATE)

DESCRIPTION OF GOODS/SERVICES Supply & Delivery Accurance SOP books

DOCUMENTS ARE OBTAINABLE AT NO COST FROM:

The JCPZ’s website- www.jhbcityparks.com

SUBMISSION OF QUOTES Quotation Box, 40 De Korte Street, JCP House Braamfontein. Telegraphic, telephonic, telex, facsimile and late quotations will not be accepted. City Parks does not take responsibility for any quotations submitted in the wrong box.

CLOSING DATE & TIME 17 March 2020 @ 11:00am

COMPULSORY SITE MEETING None

ENQUIRIES Jackson Mhlanga or Desmond Mhlarhi @ 011 683 8231

All Service Providers that are currently not on the Central Supplier Database of National Treasury www.csd.gov.za are required to register and provide the CSD vendor number when submitting quotations/tenders. For more information on Tenders and Quotations visit our website www.jhbcityparks.com

QUOTATIONS MUST BE SUBMITTED IN SEALED ENVELOPES CLEARLY MARKED “RFQ FOR .... SPECIAL CONDITIONS:

Accepted RFQ’s will be communicated by way of an official order. Accordingly, no goods, work or service must be prepared or delivered before an official order is received by the respondent

All service providers must submit their BBBEE Verification Certificate from Verification Agency accredited by the South African Accreditation System (SANAS) in order to claim preference points.

All service providers must submit their proof of Central Supplier Data base registration and Pin number from SARS to verify tax matters.

The process of closing and opening of RFQ’s is open for all service providers who submitted quotations

The service provider must conduct a legally registered business.

Non submission of mandatory Municipal Bidding Documents (MBD forms) will result in the bid being disqualified.

Evaluation Criteria: 80/20 Preference point system as presented in the preferential procurement regulations 2017, for this purpose SBD 6.1,SBD 6.2 MBD 1, MBD 4,MBD 8 and SBD 9 forms should be scrutinized, completed and submitted together with your quotation. Failure in submitting these documents will result in a quotation being disqualified: ___________________ ___________________________ GM: Supply Chain Senior/Regional/General Manager

http://www.jhbcityparks.com/

http://www.csd.gov.za/

http://www.jhbcityparks.com/

2

REQUEST FOR QUOTATION- SCOPE OF WORK

Company Registered Name: ________________________________

Company registration no: ____________________ VAT Reg. No: _________________

Tax Reg. No: _________________ CIDB No (If Applicable).____________________

BBBEE Status Level of Contribution: _______ Central Supplier Database Vendor No (CSD):

________________________

For Office use only:

Evaluation criteria: Preferential Procurement Regulations 2017.

POINTS POINTS CLAIMED

PRICE: 80 ____________

B-BBEE STATUS LEVEL OF CONTRIBUTION: 20 ____________

TOTAL POINTS FOR THE PRICE AND BBBEE: 100 ____________

Conditions:

1. All prices quoted must be firm and be inclusive of Value Added Tax (VAT). 2. The lowest, or any, offer will not necessarily be accepted and Johannesburg City Parks and Zoo

reserves the right to accept any offer either in whole or in part. 3. No offer shall be considered unless it has been signed and accompanied by sufficient information

to show whether or not the goods offered comply with the specifications. 4. The offer herein shall remain binding and open for acceptance by Johannesburg City Parks and Zoo

during the validity period indicated and calculated from the closing time of the RFQ.

NAME: __________________________________ SIGNATURE: ____________________

CAPACITY: _______________________________ DATE: _________________________

3

SPECIFICATIONS BILL OF QUANTITIES

Item No Item Description Measure Quantity Unit Total

01

Supply and deliver of Security accurance manual book with JCPZ SOP first and last pages of the book

This should form part of the 1st pages of the book 300 pages printed on both sides Also the last pages must have the JCPZ SOP from page 4 all of the attached document All books must binded and covered (hard cover) All books sequence number on the binder outer edge All book must have a JCPZ Logo

No

1000

Sub Total

Vat

Total

4

OCCURERENCE BOOK

NUMBER: _____________________________________________

YOUR AREA MANAGER IS: ________________________________

SITE / DEPOT/ OFFICE NAME: _________________________________

PHYSICAL ADDRESS: _________________________________

__________________________________________________________________

CONTROL ROOM TEL NO: _________________________________

NEAREST SAPS TEL NO: ____________________________________

NEAREST SAPS

SECTOR VEHICLE TEL NO: _________________________________

NEAREST FIRE STATION NO: _____________________________

EMERGENCY NUMBER: _____________________________________

5

Day of the week and date: Usuku Lwesonto nezinsuku:____________________

Serial No. Nombolo.

Time. Iskhati.

Nature of Occurrence Indlela yesehlakalo.

Sequential Page

No.

8 digit from

00000001

In RED

6

JCP & ZOO SECURITY

SOP MANUAL

STANDARD OPERATING PROCEDURES

JOHANNESBURG CITY PARKS -ALL REGIONS

REVISED FALL 2018

7

SECURITY SOP

This manual is a supplement to, and not a replacement for, JCP &

Zoo regulations, rules and procedures.

The manual is maintained by the JCP & Zoo Security Manager,

Supervisors, SnM Compliance Monitors and JCP Park Rangers who

are responsible for its currency and for distributing all revisions and

replacements pages to the persons designated below.

DISTRIBUTION LIST

Depots, Cemeteries, Parks & Jhb Zoo - All Regions & Clusters

JCP & Zoo Security Services

Security Manager FM

JCP & Zoo Management

All employees – Sabela NgaMandla Security Consultants (JCP & Zoo

Sites)

8

1.0 ORGANIZATION: STRUCTURE AND FUNCTION

1.1 NOMENCLATURE

1.1.1 Department

The ground operational staff at JCP & Zoo directly charged with providing physical security

services is formally designated as the Security Department.

1.1.2 Personnel

Personnel assigned to this department are known as Security Officers (see section 4.0 for job

descriptions.)The department shall have a compliment deployment of officers as per individual

site specifications authorized by JCP & Zoo security management. The compliment must at all

times be covered according to site deployment plans.

1.2 REPORTING STRUCTURE

1.2.1 Chain- of-Command

The security personnel reports to the Security Supervisor, who reports to the designated

Security Operations Manager, who, in turn, reports to their designated JCP & Zoo official.

(This depends on who the client delegate for security services).

The use of chain-of-command is mandatory. Security officers receive both standing orders

and ad hoc directives from direct-line supervisory personnel in this chain-of-command and

from no one else. The only exception is in case of emergency (1.3.3.3).

Given the nature of the task performed by the security department, especially the

enforcement of regulations, some JCP & Zoo employees may feel they have the prerogative of

directing a security officer to take specific action. Security officers should treat these

unauthorized directives as requests, similar to other non-emergency requests, receive them

politely, and then exercise judgment in fulfilling the request and taking action.

If the security officer is unsure of what action to take, he or she should consult with a direct

line supervisor. There is also SnM Compliance Monitors who are always visible on all JCP &

Zoo sites on a daily basis during both shifts who will be available for any challenges faced by

security officers.

It should be noted that the role of SnM Compliance Monitors is to conduct daily inspections of

all sites thereby reporting on all observed occurrences, issues, concerns, incidents, non-

compliances, process violations, procedural failures, unlawful conduct, regulation breach,

fraud, suspicious activities etc whilst recording such on the SnM Online SLA Management

platform and reporting to the authorized JCP & Zoo management. SnM Compliance Officers

are however authorized to engage on correctively on critical, major, gross incidents and

occurrences and thereafter report afterwards.

1.2.2 Structural Status

The security department is a distinct extension of the office of the Security Manager (JCP &

Zoo).

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1.3 MISSION

1.3.1 Basic Responsibilities

The security department is charged with first line responsibility to:

a. Assure the safety of persons, including JCP & Zoo employees and visitors, guests of

and visitors to the site;

b. Assure the safety, security, and protection of JCP & Zoo property, including

buildings, grounds, equipment, and other assets of the organization, as well as non-

organizational property located temporarily or permanently on company grounds;

c. Respond to emergency situations and provide assistance or take actions appropriate

to the crisis situation within legal limits of their authority.

1.3.2 Basic Duties

In fulfilling these three primary responsibilities (protection of persons, protection of property,

and emergency-response services), the duties of security officers include, but are not limited

to, the following:

a. Carrying out safety & security duties in an organized manner by discovering,

deterring, managing, rehabilitating or arresting people who violate the rules and

norms governing JCP & Zoo security management.

b. Conduct themselves professionally at all times with respect, courtesy, honesty,

civility, attentiveness, politeness, co-operation as well as full respect for orders

and instructions;

c. Must always maintain authorized grooming standards for all annual seasons

including the rainy season;

d. Patrolling all site perimeter on foot;

e. Use the JCP & Zoo Active Guard Patrol gadget to clock points on all patrol

routes;

f. Recording all occurrences, incidents, issues, challenges and reports in the site

OB Book as required by the operational instruction;

g. Manage all Access Control strategies according to site specific instructions;

h. Record all visitors entering and leaving all JCP & Zoo sites;

i. Ensure that vehicles entering and leaving JCP & Zoo premises are searched

thoroughly according to the site specific instructions

j. Ensure that when deployed in a Firearm required post, it is the officer’s

responsibility to ONLY carry a firearm when all Firearm Control Act’s regulations

are complied with before resuming of shift duty;

k. Follow firearm handling procedures throughout the operation without fail;

l. Conducting regular checks and inspections to insure building safety and

security;

m. Reporting damage, malfunctions, faulty equipment or utilities, or any unusual or

questionable or dangerous or suspicious condition or activities anywhere on

site, indoors or outdoors;

n. Assisting all persons to comply with JCP & Zoo regulations and rules of conduct

on Site;

o. Providing security coverage for special JCP & Zoo functions as assigned by a

direct-line supervisor(when need arises);

10

p. Providing crowd control when necessary and as assigned by a direct-line

supervisor;

q. Responding to requests for routine departmental services (e.g. facilitating

access control afterhours for a person authorized to enter).

1.3.3 Basic Authority and Limits

1.3.3.1 Identification Requests

All security officers are required at all times to wear visibly their name tag, PSIRA Card or

Employee issued Identity Card.

Security officers are authorized to request to see the identification of any person on site

property, whether that person is and employee or non –employee, visitor or non-visitor.

Any JCP & Zoo employee or visitor who refuses to comply with a security officer’s request

for identification is subject to disciplinary action by the JCP & Zoo.

Any challenges with senior personnel must immediately be reported to line-management

protocol as well as ensure an OB Entry in the controlroom.

1.3.3.2 Emergency Authority

In case of emergency, when no direct-line supervisor is immediately available, any senior

JCP & Zoo official on the scene shall assume responsibility for the situation and shall

function in place of a direct-line supervisor until the latter arrives to take charge. (For

present purposes, “senior JCP & Zoo official “refers to any JCP & Zoo manager/

administrator.)In the absence of a direct-line supervisor or a senior JCP & Zoo officer, the

security officer on the scene shall assume responsibility for the situation; and all other

persons on the scene, employees and non-employees, visitors and non-visitors, are

expected to comply with the security officers’ directives. Any JCP & Zoo employee or

visitor who refuses to comply is subject to disciplinary action by the JCP & Zoo.

1.3.3.3 Complaints

Since security officers do not create JCP & Zoo regulations but merely help to insure

compliance with them, they should not enter into heated debates, arguments, or any

other unfriendly or rude exchanges with persons who have been reminded by a security

officer of the obligations to comply with regulations. Those who wish to complain about or

contest an action of a security officer should be politely referred to the appropriate

administrator (see section 2.2.2).Security officers must at all times be aware that they are

representatives of JCP & Zoo (when performing their duties on JCP & Zoo grounds) and

must treat all persons with courtesy and consideration, regardless of provocation. At no

time shall a security officer behave in an unseemly manner or use harsh or foul language.

1.3.3.4 Restrictions

11

Defensive weapons such as pepper-spray may be carried provided the security officer is

duly certified by the authorized weapon dealer and or police-training officer administering

the certification. Only those officers who are certified to carry this defensive weapon and

have been trained in the “Application of Pressure Points, Take Downs and Handcuffing”

have the power to detain individuals. The use of force in any situation except for self-

defense or the defense of others is discouraged. All officers are expected to enact their

duties in accordance with the law and regulations governing security.

2.0 CODE OF CONDUCT

2.1 RESPECT FOR CHAIN OF COMMAND

2.1.1 Unity of Purpose

The administration and operation of the Security Department shall not be subject to

division or to expressions of contempt. Officers, therefore, shall not dispute or disagree

publicly with the directives and decisions of supervisory personnel or the policies and

regulations of JCP & Zoo.

Senior personnel shall sustain and support junior personnel when the latter act in good

faith in performing their duties; and superordinate shall not belittle or refuse assistance to

subordinates when a request is made in good faith concerning efficiency or improvement

of services or performance of the Security Department or its personnel.

2.1.2 SnM Representation

The Compliance Monitor serves as representative of and advocate for Sabela NgaMandla

Security Consultants in interaction with the designated Office Manager at JCP & Zoo

Facilities Management.

2.1.3 Disciplinary Action

No Compliance Monitor shall impose disciplinary action or make disciplinary assignments

unless such action or assignment is part of a disciplinary decision made by proper

authority in compliance with JCP & Zoo Service Level Agreement Penalty Clause or

disciplinary code and procedures.

2.2 PUBLIC CONTACT

2.2.1 Demeanor

Security officers shall be visible but not obstructive.

Officers shall be courteous in the performance of their duties; shall exercise patience and

discretion, and shall not engage in argumentative discussions regardless of provocation.

Officers shall not use coarse, violent, profane, insolent or sarcastic language or gestures

and shall not express or by word or deed indicate prejudice concerning race, religion,

politics, national origin, age, lifestyle, or other personal or group characteristics.

12

Security officers must realize that their highly visible public position carries special

responsibilities and that the uniforms they wear grant them no privilege to be abusive or

vindictive in executing their duties. Security officers shall be firm but courteous with all

persons, respectful towards superordinate’s, and diligent but fair in the performance of

their duties.

2.2.2 Requests and Complaints

When someone asks for assistance, register a complaint, or makes a report either by

telephone or in person, officers shall obtain all pertinent information in an efficient,

courteous manner and shall act upon these matters promptly, judiciously, and in

accordance with JCP & Zoo procedures.

Officers shall not attempt to dissuade anyone from lodging a complaint against any officer

or any of JCP & Zoo employees. Complaints shall be recorded and forwarded to the

designated JCP & Zoo Security Office Manager.

2.2.3 Conformance to Laws and Regulations

Security officers shall obey all laws of the Republic of South Africa at all times. Conviction

of violation of any law shall constitute prima facie evidence of a violation of JCP & Zoo

rules of conduct for security officers.

Officers shall not commit any act or omit any act that constitutes a violation of law, a

violation of any rules or regulations of JCP & Zoo, or a violation of any legitimate

directives or orders issued through proper chain of command.

2.2.4 Public Statements and Appearances

Officers shall not address public gatherings, publish written materials, act as

correspondents to news media, release or divulge information about JCP & Zoo and or its

clients without prior permission from proper authority.

2.2.5 Neglect of Duty

Officers shall not engage in any activity or personal business that interferes with the

performance of their duties or cause them to neglect or be un-attentive to their duties.

2.2.6 Leaving Duty Post

Officers while on duty shall not leave their post for any other reason except being granted

permission by their immediate Supervisor.

2.2.7 Sleeping on Duty

Officers shall remain awake and alert on duty. Officers who are unable to do so shall

report to their supervisor, who shall determine the proper courses of action. Officers

found to be sleeping on duty shall be subject to disciplinary action by their respective line

management.

Sleeping on Duty is an offence that can result in immediate dismissal through a

formal disciplinary process.

13

2.2.8 Use of Tobacco

Officers may smoke tobacco when in uniform provided that they are not engaged in direct

contact with the public and provided they adhere to JCP & Zoo smoking regulations. Use

of chewing tobacco or dipping snuff while on duty is prohibited.

2.2.9 Use of Alcohol

Officers shall not possess or use alcoholic beverages while on duty or when in uniform.

The odor of an alcoholic beverage on a security officer’s breath or clothing shall be prima

facie evidence that the officer is unfit for duty and subject to disciplinary action.

2.2.10 Possession and use of Drugs

Officers shall not possess or use any controlled substances, drugs, narcotics, or

hallucinogens except those prescribed by a physician. When such substances are

prescribed, officers shall notify their Supervisor prior to beginning their tour of duty.

Should the Supervisor determine an officer to be incapacitated, or otherwise unable to

perform security duties, the supervisor shall place the officer on sick leave until further

determination of action can be made by the Regional Manager (Security Service Provider),

who shall do so by consulting the officer’s attending physician.

2.2.11 Political Activity

Security officers when on duty or in uniform shall not engage in political activity on behalf

of or against any candidate or political issues.

2.2.12 Personal Correspondence

Security officers shall not use JCP & Zoo letterhead or other stationery for private

correspondence.

2.2.13 Use of Position to Gain Privileges

Security officers shall not use their official positions or employment to secure unwarranted

privileges or exemptions for themselves or others, nor shall they give the appearance of

doing so.

2.2.14 Reward for Services

Security officers shall not seek or accept any money, gift, gratuity, reward, or additional

compensation for any service rendered or for injury, damage, or expense incurred in the

line of duty. This will be concluded as committing FRAUD when detected or reported.

14

2.2.15 Respect for Notices

Security officers shall not deface or alter in any way any notice posted by JCP & Zoo. No

notice of a derogatory nature shall be posted at any time.

2.2.16 Radio Discipline

Security officers operating radio equipment shall limit communication to official business

and shall observe proper radio etiquette, as well as any applicable policies and regulations

for proper radio conduct.

2.2.17 Visibility

Patrol officers while on duty shall not iscolate themselves, nor shall they conceal

themselves except when assigned to do so, for security purposes. Security officers shall

be immediately and readily available to the public during duty hours.

2.2.18 Gambling

Security officers shall not engage in any games of chance or gambling activities, legal or

otherwise, while on duty or in uniform.

2.3 USE OF DEFENSIVE WEAPONS

2.3.1 Training

Security officers are encouraged to undergo formal training in the use of Oleoresin

Capsicum (pepper spray) so that they can be formally certified to carry this instrument. The

O.C. shall be placed in the standard belt holder and shall be drawn only as a last resort in

self-defense or in defense of a third party under threat of immediate physical harm, and the

instrument shall only be used defensively. The Security Officer may be certified as being

“exposed” or “non-exposed” to pepper spray

2.3.2 Defense Intervention

In general, four stages of intervention may be identified, with use of pepper spray restricted

to the fourth and final stages .These stages are:

a. Presence: many times an officer‘s mere arrival at the scene is sufficient to

neutralize the situation.

b. Oral Communication: a security officer may be able to bring an unruly situation

under control through calm, authoritative conversation with the principals.

C. Unarmed Physical Contact: in some cases, the security officer may need to

separate principals involved in an altercation or restrain a party physically.

d. Pepper Spray : if all else fails ,the pepper spray may be drawn by the security

officer to defend himself or someone else from immediate physical harm by a

violent aggressor .The use of this weapon shall be restricted to defense only and

15

may not be employed offensively . The degree of resistance shall be limited to

minimum amount of force necessary to counter the attack.

2.3.3 Anytime a security officer draws the pepper spray, whether or not it is actually

used, he or she shall file a report explaining and justifying the action. This report shall be

submitted to the immediate supervisor who will together with the Regional Manager

(Security Service Provider) review the report, and if, in their judgment find that the officer

had drawn the weapon without sufficient justification, the officer shall be subject to

disciplinary action by the company.

3.0 DUTIES AND RESPONSIBILITIES

3.1 EQUIPMENT AND DRESS

3.1.1 Responsibility for Company Issue

Equipment, uniforms, and accessories furnished by Security Service Providers are the

responsibility of each individual officer. Damage or wear incurred in the line of duty shall be

corrected at the expense of the company. Damage resulting from an individual officer’s

improper use, negligence, or abuse shall be repaired at the expense of the individual officer.

3.1.2 Notification of Damage

All officers shall, without delay, bring the need for replacement or repair of equipment,

uniform, and other property to the attention of the Supervisor. Such notification shall be in

writing, either in the form of an OB Entry (for the attention of the mobile supervisor) or a

Written page report stating clearly the reason that replacement or repair is needed.

3.1.3 Surrender of Property

The security service company employees shall surrender all JCP & Zoo property in their

possession upon separation from the company or upon order of the Regional Manager

(Security Service Provider). Failure to return nonexpendable items may obligate the person to

reimburse the company for the fair market value of such items.

3.1.4 Uniform and Personal Equipment

Regulation uniform for security officers consists of the following standard issues:

a. Headgear :( none, except in inclement weather (navy blue with company logo)

company issued only.

b. Shirts: company issue

c. Trousers: company issue

d. Belt: Blue, company issue

e. Tie: company issue

f. Blazer: company issue

g. Security windbreaker/jacket

h. Security Rainsuit

16

Winter jacket: company issue, black Shoes shall be plain and black, either low-quarter, ankle

length, or boot length. Socks shall be either black or dark blue and are purchased by the

individual officers; they may not be issued by the company. Shoes shall be in good repair and

polished when officers report for duty. Golf Tee shirts will be with company logo issued by

security company.

Personal equipment, considered as part of the uniform, consists of the following standard

issue:

a) Handcuffs: handcuffs may only be used as a last resort for detainment when all

other means to control a dangerous or violent person have been exhausted.

b) ID card: company issue.

c) Baton Stick: Baton sticks will only be used for self-defense.

3.1.5 Personal Grooming

All officers, male and female, will report for duty properly groomed, with particular attention

to the following:

a. Neat Haircut: the company has no restriction on length of hair as long as the officer

appears neat and presentable.

b. Facial Hair: company allows no beards and mustache must be neat and well-

trimmed. Officers without neat, well-trimmed facial hair must report for duty freshly

shaven.

c. Jewelry: bracelets, earrings (female excluded), and necklaces are not worn while on

duty; medical bracelets, a watch, a wedding band, and one other ring may be worn

while on duty.

3.2 DUTY SCHEDULE AND FITNESS FOR DUTY

3.2.1 Reporting for duty

Officers shall report for duty at the assigned time and place and shall be physically and

mentally fit to perform duties. They shall be in complete and proper uniform, shall be properly

equipped, and shall be fully aware of all information required for performance of duty so that

they may immediately assume their assignments.

3.2.2 Fitness and Unsatisfactory Performance

Officers shall maintain physical and mental competency to perform their duties properly and

execute the responsibilities of their positions. Unsatisfactory performance shall include, but

shall not be limited to, lack of knowledge of the application of laws, rules, and regulations;

unwillingness or inability to perform assigned tasks; failure to conform to work standards;

failure to take appropriate action within their realm of responsibility; absence without leave;

disorderly behavior or misconduct on duty; or repeated infractions of rules, regulations, or

directives.

17

3.2.3 Notification of Illness or Injury

Officers unable to report for work due to illness or injury and officers injured on duty shall

comply with standard company procedures for reporting such problems. It is generally

expected that the officer will communicate their intention to take the day off at least 6 - 8

hours before the commencement of their shift so as to allow management to properly arrange

a replacement on short notice. In the event that the sickness happens less than 6 hours

before commencement of shift, failure to communicate within the prescribed time frame will

require the officer to report for duty and then be relieved as soon as the relief arrives.

3.2.4 Familiarization with Current Orders

Before beginning a tour of duty, officers shall acquaint themselves with all matters affecting

the execution of their duties. Each day, all security officers shall read the Standard Operating

Procedures, Site Standing Instructions, Operational Plans, Occurrence Book, Incident report

register and all other posted notices and will indicate having reviewed these material by

initialing each one. Each posted notice shall leave space at the conclusion of its text for

initialing.

3.2.5 Meals

Officers shall be permitted to suspend patrol or other routine activities for meals, subject to

immediate call at all times. Officers shall take their meals within the JCP & Zoo grounds or

premises at all times.

3.4.6 Holidays

Security coverage on holidays is scheduled by the Security Supervisor and the available duty

roster which will be adhered to all the time.

3.4.7 Vacation

Vacations are scheduled with the Security Supervisor through the office of the Contract

Manager SSP and then communicated on site through the Duty Roster.

3.4.8 Leaves

Sick leave, personal days, and other absences are governed by the Security Service Provider

leave policies.

3.4.9 Overtime

Overtime assignments are scheduled by the Security Supervisor in consultation with the

Contract Manager of the Security Service Provider. Overtime pay is governed by the Private

Security Industry Regulatory Authority regulations.

3.4.10 Work Hours

The normal work month for pay purposes begins at 0001 hours on the first day of each month

and extends to 2400 hours on the last day of the month. Totaling 20 shifts per month.

18

Security Officer Shifts: Normal Monday through Sunday shifts are as following:

Shift A, Standard Day Shift: 06:00 AM – 06:00 PM

Shift B, Standard Night Shift: 06:00 PM – 06:00 AM

SnM SUPERVISION

Shift A: 1 Dayshift Compliance Monitor on patrol x 2 Inspectors.

Shift B: 1 Nightshift Compliance Monitor on patrol x 2 Inspectors.

3.5 REPORTS

3.5.1 Timeliness and Completeness of Reports

Officers are required to capture all security occurrences in the OB Book without fail. Officers

shall submit all security reports on time and in accordance with established procedures.

Reports shall be truthful and complete. No officer shall knowingly enter any inaccurate,

misleading, biased, false, or improper information in any report, oral or written.

3.5.2 Reporting Internal Violations

Security officers shall report to their Supervisor any and all information that comes to their

attention indicating or suggesting that any employee of JCP & Zoo has violated or intends to

violate any law, rule, regulation, or directive. The supervisor may direct the reporting officer

to submit a written report or to keep the matter confidential to allow the supervisor to

consult with his/her superiors.

3.5.3 Investigation of Alleged Misconduct

Internal investigations shall be conducted whenever criticism or complaints are made

against the deployed physical security officers or the employees of JCP & Zoo regarding

alleged misconduct, misconduct, harassment, intimidation, discourtesy, or any other

behavior potentially in violation of law or JCP & Zoo regulations or procedures. If evidence

supporting a criminal complaint is found, the investigation shall be directed to the South

African Police Service department that has legal jurisdiction over the location of the site.

3.5.4 Accident Investigations

Any on-site vehicle accident shall be investigated by the South African Police Service

department that has jurisdiction over the site.

3.5.5 Incident Investigations and Reports

All unusual incidents, irregularities, or suspicious incidents shall be reported and an entry

made in the Occurrence Book and in the Security Register (provided by either the SSP or

JCP & Zoo). Examples include, but are not limited to, injuries, damage to JCP & Zoo

property, suspicious persons or vehicles, and JCP & Zoo employees on site or in building

after hours who have not registered with security.

19

While the Security officers are prohibited from conducting criminal investigations, it shall be

their responsibility to secure information on incidents of loss, vandalism, injury and potential

or actual hazard on site property.

3.5.5.1 Interviewing.

Upon report or discovery of theft, injury, vandalism etc., the Security officer receiving the

report or making the initial discovery shall be responsible for interviewing staff and others

concerning the incident, unless otherwise directed by his/her superior(s).

3.5.5.2 Filing Reports.

The officer making inquiries regarding on-site incidents shall be responsible for submitting a

written Incident Report containing the names of individuals interviewed; dates, times and

locations of interviews; information acquired; and the relationship, if any, to other similar

incidents.

3.5.5.3 Suspicious Incidents and Infractions.

Security officers shall prepare Incident Reports on all matters commonly accepted as

“suspicious” or infractions of regulations and procedures. Examples include, but are not

limited to, unauthorized persons found on site after normal closing; vehicle left unattended

on site property for extended periods of time; employees or visitors discovered in

classrooms, restricted areas, or other facilities without authorization or without checking in

with Security; facilities found unsecured that previously had been secured; and unattended

equipment left in a hazardous state (such as electrical equipment not switched off).

3.5.5.4 Hazardous Conditions.

Security officer shall be responsible for reporting any condition or hazard to the general

health, safety, and welfare of the JCP & Zoo community.

Verbal notification of such conditions shall not normally be sufficient of itself and shall be

followed by a written report. Examples of such conditions include, but, are not limited to,

trees or shrubbery blocking vision or signage; spills, debris, or other conditions (such as icy

walkways) that might cause falls or other injuries; water leakage or accumulation that might

jeopardize electrical systems or cause damage to JCP & Zoo property; broken or low-

hanging limbs that might impede vehicle or pedestrian traffic or might fall and injure

individuals or damage property.

3.6 SECURITY OF BUILDINGS

To maintain proper security at all times by making sure all buildings are cleared and

external doors locked after dismissal of last class and following periods of scheduled activity

in individual buildings on weekends and holidays.

All JCP & Zoo personnel must leave buildings by designated closing times unless they have

received permission from the Office Manager to remain on the premises or are able to

demonstrate to the security officer that they are engaged in legitimate JCP & Zoo related

activity. In any case, the patrol officer shall note in the Occurrence Book and the Security

Register the name of the employee and location of any JCP & Zoo employee who remains in

a building after the scheduled time.

20

When special events such as registration, meetings, social activities, or other events

necessitates the use of JCP & Zoo facilities after designated closing times, the JCP & Zoo

employee responsible for the event shall notify security of the nature of the event, the

facilities to be used, and special services or personnel needed.

3.7 KEY CONTROL

JCP & Zoo will be responsible for the issuing of locks and keys in accordance with their key

control policy and all keys handed to security officers will be signed for in a key control

register or handed over by making an entry as to who handed the keys over and for what

reason.

Accountability for keys shall remain the responsibility of the person whose name appears in

the Key Control Register as the person to whom it was issued. Individual key holders may

not transfer or lend their keys to visitors, family members or acquaintances.

3.8 EMERGENCY PROCEDURES

Security officers shall be thoroughly familiar with the JCP & Zoo Emergency Procedures

and shall be versed in their roles during emergencies or crises.

JCP & Zoo will be responsible for the development and maintenance of a site evacuation

plan, and the Security Supervisor is responsible for training security officers to execute their

defined responsibilities under this plan.

4.0 QUALIFICATION AND TRAINING

4.1 QUALIFICATIONS

4.1.1 Required Qualifications

To be employed as a Security Supervisor, a person must meet the following minimum

requirements:

a. PSIRA Registered (Grade C)

b. Grade 12 and three years related experience.

c. Familiar with methods and technics of maintaining security.

d. Be able to read and write English.

e. Background check required.

To be employed as a security Supervisor, a person must meet the following minimum

requirements:

a. Psira registered (Grade C)

b. Grade 10

c. Prior Security experience preferred. (Minimum six months)

d. No criminal record.

e. Be over 18 Years of age.

f. Criminal background check required.

21

Persons deployed for employment with JCP & Zoo as security officers MUST have the

following qualifications or be provided the opportunity to acquire:

a. Basic Firefighting and First Aid certification.

b. Oleoresin Capsicum (pepper spray) certification.

4.2 TRAINING

4.2.1 Entry-level Training

All security officers are to be provided with a thorough orientation to JCP & Zoo sites and

their individual site specific SOP’s and Standing Instructions, including programs, services,

property and grounds; the role and functions of security; and introduction to key

personnel at JCP & Zoo.

5.0 JOB DESCRIPTIONS

5.1 POSITION DESCRIPTIONS

Succeeding pages contain the job description for the following personnel:

5.1.1 Security Supervisor

5.1.2 Security Officer

POSITION DESCRIPTION

We believe that each employee makes significant contribution that should not be limited by the assigned responsibilities.

Therefore, this position description is designed to outline primary duties, qualifications, and job scope, but not limit the

employee nor the organization to just the work identified. It is our expectation that each employee will offer his or her services

wherever and whenever necessary to ensure the success of the service we provide to our patrons.

Job Title: Security Site Supervisor (Grade C)

Location: JCP & Zoo

Reports To: Security Manager

Responsibilities:

To act as authorized officers in terms of the Control of Access to Public

Premises

and Vehicle Act,1985(Act 53 of 1985).

To record incidents/events in an occurrence register and report such

incidents/events to the Security Supervisor and /or Security Services

Manager.

22

PURPOSE

Security supervision provides a proactive security officer management approach,

ensuring that ground security officers adhere fully to their job description and

standard operating plan and procedures. Maintains the management of officer

discipline by facilitating provisions of the Disciplinary Code of Conduct. Supports

ground personnel with information, work tools, infrastructure and will act as a link

between ground personnel and management.

NATURE & SCOPE

The persons filling these positions must be familiar with the different access control

procedures at the JCP & Zoo site/premises as well as legislative, procedural and

regulatory compliance requirements on all JCPZ & Zoo operations. The employee must

be conversant in English and should have a clear understanding of the layout of the

buildings and premises. He/she must be able to use various communication methods,

such as telephones and radios’, and must be able to write short reports and use the

prescribed security documentation and forms.

PRIMARY ACCOUNTABILITIES

Perform access control duties assisting ground personnel on shift.

Record asset movement;

Perform patrol duties;

Deter criminal activity;

Provide support services during emergency situations;

Perform escort duties as required;

Keep relevant security records;

Perform hand over procedures during shift changes;

Communicate security incidents to the relevant line authority;

Record incidents in the various security registers;

Report security shortfalls and incidents via the prescribed communication

structure;

23

PATROL PATTERNS/ GUARD TOURS - JCP & ZOO

JCP & Zoo has provided Active Guard patrol monitoring system to it’s sites for evening

perimeter guard patrols. This infrastructure will remain property of JCP & Zoo and

MUST be used, maintained and handled with care at all times. Damage to this

equipment will remain solely the responsibility of the officers on duty during the last

date and time of it’s last report on the Online system.

1. The patrol pattern(s)/guard tours shall be adhered to at all times by security

officers as they are planned to meet the security and safety requirements of the

facility.

2. The patrol pattern will be followed each and every hour (60 minutes) with ten

to fifteen minutes intervals.(This is to curb the tendency by some officers just

quickly running through the points with less observation)

3. The same routine mentioned at para.2 will be applied on the above pattern and

on completion of the patrol the data must be transferred into the downloading

system/device which must also be on all the time.

4. Failure to adhere to the instructions above will lead to disciplinary action taken

against the officer(s) involved.

Responsibility of Patrol Officers

Patrol officers are the mobile contingent of the security contingent.

A security patrol officer must ensure that all the equipment is serviceable and

that he or she is adequately equipped to perform the required task i.e. torch

must be carried at night and all other communication tools.

It is imperative that patrol officials have an intimate knowledge of the site

/premises layout so that their responses to emergencies are swift and

purposeful.

Patrol officials are to be aware of all key points on the site /premises that are of

general importance ,i.e. access and egress points, locations of fire hydrants,

electrical substations, telephone exchanges, etc.

Management will from time to time test response times of patrol officials to

incidents and also their knowledge of the site/premises. The tests conducted

and their results must be recorded in the O.B. maintained by the site.

Patrol officials because of the nature of their duties are often confronted by

contentious and unexpected situations, and must thus be very familiar with and

aware of the emergency procedures. Patrol officials must be able to assess a

situation and take appropriate action.

Patrol official are required to make accurate and regular pocket book entries,

particularly when dealing with occurrences that are out of the ordinary. They

should always record the details of an incident, indicating the date, time, place

24

and nature of the incident. It is also important to note any witness to the

incident, action taken and the relevant O.B. numbers made by the security

control room. Their pocket book entries are often the only written record made

at the time of the incident; thus an accurate pocket book entry is of vital

importance.

Patrol officials are to escort visitors from access points if requested to do so by

the site supervisor.

It is important that patrol officials prior to commencing each shift ,familiarize

themselves with the messages contained in the Information Book(IB),the status

of perimeter fences, and anything else that might have an effect on the

performance of their duties, e.g. burst water pipes, missing items etc.

Patrol officials should never be afraid to ask for help if faced with a situation

that they cannot control. It is better to seek help than to make an error that

could have dire consequences.

When situations get difficult and diverse, patrol officials should always act with

dignity and respect, even when they are being taunted and abused. A

professional never loses his/her cool.

25

STANDING INSTRUCTIONS FOR ALL SECURITY OFFICERS

ON SITE

These instructions apply to all personnel on Sites. The act of signing on duty at the beginning of each

shift certifies that these Standing Instructions have been read and that they are now known and

understood.

DO DO NOT

Read, understand and obey job description

(site instructions) for the post.

Come on duty under the influence of drugs or

alcohol, and do not consume drugs or alcohol

when on at or near a client’s premises.

Sign on duty Occurrence Book (OB) at the

beginning of Each shift and off duty, when

relieved or leaving the Site.

Leave your post unattended during the course

of your duty shift or until relieved.

Be on duty in full, clean and correct uniform

10mins before the duty shift starts.

Sleep on duty.

Keep all gates closed and locked when they

are not used or attended.

Get into or move any vehicle or machinery

belonging to the client on, at or near a client’s

Premise.

Perform a careful perimeter patrol of the

premises at the beginning and end of each

duty Shift.

Light any fires on, at or near a client’s

premises.

Repeat all unusual occurrences to Control

Room and record them in the OB.

Swing gates or booms open or closed, keep

them under control at all times.

Notify your Controller if your relief arrives 10

mins late for his shift.

Remove any keys from designated clock

points or interfere with or damage any patrol

system equipment.

Ensure that the Guardroom is neat, clean and

tidy.

Interfere or damage any client’s equipment.

Apply for leave at your Branch Office. Take any equipment from a client’s premises.

Submit sick leave certificate within 24hrs of

re- commencing duty after being sick.

Make unauthorised phone calls.

Call your Supervisor or Manager if you are

sick at least 8hrs prior to your shift duty.

Be absent from work without permission.

Leave your post unless the reliever has

arrived.

Borrow money from the Client or his

employees.

Conduct unauthorised jobs or favours for the

Client without express permission from your

Supervisor or Manager

Allows vendors or beggars into Client’s

premises.

NB: Failure to adhere to these instructions will result to disciplinary action being taken.

26

DISCIPLINARY CODE OF CONDUCT

JCPZ expect you to show good attitude to management and our clients as well as good attitude towards work. You are expected to work neatly and tidily. You must report any damaged item, cargo or vehicles to the supervisor or to any designated person by the client. Never report to work under the influence of alcohol or drugs of any kind because that poses danger to lives, safety and property. You are therefore informed that you will be held responsible for any damages or excesses arising directly or indirectly from your negligence. You are urged to adhere to these rules; failing which, the consequences might be severe. It is not our intention to dismiss our employees but there are certain conducts that warrant instant dismissal. Such conduct includes:-

NATURE OF

OFFENCE

FIRST OFFENCE SECOND

OFFENCE

THIRD OFFENCE FORTH OFFENCE

1. VERY SERIOUS

Being under the

influence of liquor,

narcotics or any

other intoxicating

substance.

Dismissal

Use or display of

dangerous weapons

in the workplace

Dismissal

Grossly offensive

and abusive

behaviour, Gross

dereliction of duty

Dismissal

Gross Negligence Dismissal

Unauthorized and/or

excommunicated

Dismissal

27

absence from work

for a period of more

than 5 working days

Conviction by any

court or any criminal

offensive involving

fraud or dishonesty

or such a nature

action as being

demanding to the

employer’s good

name and integrity.

Dismissal

Gross misconduct

contrary to the

fiduciary duty that

the Employee owes

the Employer e.g.

theft, dishonesty

Dismissal

A serious breach of

any of the terms or

conditions of the

employment

contract

Dismissal

Unauthorized

passengers in the

company vehicle

Dismissal

Refusal to carry out

an authorized work

instruction respect

of normal work

practices not in

conflict with any

other instruction

received.

Dismissal

Loss of income,

monies, or contracts

by the employer due

to the conduct of the

employee

Dismissal

Intimidation of other

employees

Dismissal

28

Damage to any of

the property that

belongs to the

employer

Dismissal

2. Serious

Unauthorized

absence for more

than 2 days without

a reasonable

excuse or doctor’s

certificate

Final written

warning

Dismissal

Sleeping during

working hours

Final written

warning

Dismissal

Dangerous “horse

play”

Final written

warning

Dismissal

Failure to comply

with fire, health and/

or safety regulations

Final written

warning

Dismissal

Using liquor,

narcotics or other

intoxicating

substances during

working hours or at

the place of work

Final written

warning

Dismissal

Being in possession

of liquor or

dangerous weapons

in the workplace

Final written

warning

Dismissal

A less serious

breach of terms or

conditions of the

employment

contract

Final written

warning

Dismissal

29

Incitement to

embark on an

unprotected strike

Final written

warning

Dismissal

Leaving the

workplace without

permission

Final written

warning

Dismissal

Illegal and

unauthorized visitors

on the premises

Final written

warning

Dismissal

Reporting for work

late

Final written

warning

Dismissal

Falsification of

official company

documents

Final written

warning

Dismissal

Abuse or

unauthorized use

and possession of

company property

Final written

warning

Dismissal

Breaches of safety

regulations

Final written

warning

Dismissal

3. Other

Wastage of

stationary or other

materials

Second written

warning

Final written

warning

Dismissal

Incompetence

(failure to maintain

set work standards)

Second written

warning

Final written

warning

Dismissal

Dishonest entries in

the attendance

registry/ Timesheets

Second written

warning

Final written

warning

Dismissal

30

Swearing and/or

abusive language

Second written

warning

Final written

warning

Dismissal

Habitual absence to

1 – 2 days without a

reasonable or

producing a doctor’s

certificate for

occasions

exceeding twice in

any 8 week period

Second written

warning

Final written

warning

Demotion where

applicable

Dismissal

Loss of company

property

Second written

Warning

Final written

warning

Demotion where

applicable

Dismissal

4. Minor

Low productivity,

unsatisfactory work

performance

First written

warning

Second written

warning

Final written

warning

Dismissal

Lack of punctuality

(habitual late

coming)

First written

Warning

Second written

Warning

Final written

warning

Dismissal

31

FUNCTIONALITY

PRE-QUALIFICATION CRITERIA Functionality Tables (100 Points)

Description of Evaluation and Evidence Required Weights Total Weight Points

32

A bidder that scores less than 70 out of 100 on the above services will not be evaluated further.

Total 100

33

MBD 4

DECLARATION OF INTEREST

1. No bid will be accepted from persons in the service of the state.

2. Any person, having a kinship with persons in the service of the state, including a blood relationship, may make an offer or offers in terms of this invitation to bid. In view of possible allegations of favouritism, should the resulting bid, or part thereof, be awarded to persons connected with or related to persons in service of the state, it is required that the bidder or their authorised representative declare their position in relation to the evaluating/adjudicating authority and/or take an oath declaring his/her interest.

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

3.1 Full Name: …………………………………………………………………………

3.2 Identity Number: …………………………………………………………………

3.3 Company Registration Number: …………………………………………………

3.4 Tax Reference Number: …………………………………………………………

3.5 VAT Registration Number: ………………………………………………………

3.6 Are you presently in the service of the state YES / NO

3.6.1 If so, furnish particulars.

………………………………………………………………

MSCM Regulations: “in the service of the state” means to be – (a) a member of –

(i) any municipal council; (ii) any provincial legislature; or (iii) the national Assembly or the national Council of provinces;

(b) a member of the board of directors of any municipal entity; (c) an official of any municipality or municipal entity; (d) an employee of any national or provincial department, national or provincial public entity or constitutional institution within the

meaning of the Public Finance Management Act, 1999 (Act No.1 of 1999); (e) a member of the accounting authority of any national or provincial public entity; or (f) an employee of Parliament or a provincial legislature.

34

3.7 Have you been in the service of the state for the past YES / NO

twelve months?


………………………………………………………………

………………………………………………………………

3.8 Do you, have any relationship (family, friend, other) with persons

in the service of the state and who may be involved with the

evaluation and or adjudication of this bid?


………………………………………………………………

………………………………………………………………

3.9 Are you, aware of any relationship (family, friend, other) between

a bidder and any persons in the service of the state who may be

involved with the evaluation and or adjudication of this bid?

3.9.1 If so, furnish particulars

…………………………………………………………….

…………………………………………………………….

YES / NO

YES / NO

35

3.10 Are any of the company’s directors, managers, principle YES / NO shareholders or stakeholders in service of the state?


………………………………………………………………

………………………………………………………………

3.11 Are any spouse, child or parent of the company’s directors, YES / NO managers, principle shareholders or stakeholders in service of the state?


………………………………………………………………

………………………………………………………………

36

CERTIFICATION

I, THE UNDERSIGNED (NAME) ………………………………………………………………………

CERTIFY THAT THE INFORMATION FURNISHED ON THIS DECLARATION FORM IS CORRECT.

I ACCEPT THAT THE STATE MAY ACT AGAINST ME SHOULD THIS DECLARATION PROVE TO BE FALSE.

………………………………….. ………………………………………….

Signature Date

…………………………………. ……………………………………………

Position Name of Bidder

37

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: BEFORE COMPLETING THIS FORM, BIDDERS MUST STUDY THE GENERAL

CONDITIONS, DEFINITIONS AND DIRECTIVES APPLICABLE IN RESPECT OF B-BBEE, AS

PRESCRIBED IN THE PREFERENTIAL PROCUREMENT REGULATIONS, 2017.

1. GENERAL CONDITIONS

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

- the 80/20 system for requirements with a Rand value between R30 000 to R50 million and - the 90/10 system for requirements with a Rand value above R50 million (all applicable taxes included).

1.2 The value of this bid is estimated to be be/not exceed R50 million (all applicable taxes included) and therefore the 80/20 system shall be applicable.

1.3 Preference points for this bid shall be awarded for:

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

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

POINTS

1.3.1.1 PRICE 80

1.3.1.2 B-BBEE STATUS LEVEL OF CONTRIBUTION 20

Total points for Price and B-BBEE must not exceed 100

1.4 Failure on the part of a bidder to fill in and/or to sign this form and submit a B-BBEE Verification

Certificate from a Verification Agency accredited by the South African Accreditation System

(SANAS) 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 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;

38

2.2 “B-BBEE” means broad-based black economic empowerment as defined in section 1 of the Broad-

Based Black Economic Empowerment Act;

2.3 “B-BBEE status level of contributor” means the B-BBEE status received by a measured entity

based on its overall performance using the relevant scorecard contained in the Codes of Good

Practice on Black Economic Empowerment, issued in terms of section 9(1) of the Broad-Based Black

Economic Empowerment Act;

2.4 “bid” means a written offer in a prescribed or stipulated form in response to an invitation by an

organ of state for the provision of services, works or goods, through price quotations, advertised

competitive bidding processes or proposals;

2.5 “Broad-Based Black Economic Empowerment Act” means the Broad-Based Black Economic

Empowerment Act, 2003 (Act No. 53 of 2003);

2.6 “comparative price” means the price after the factors of a non-firm price and all unconditional

discounts that can be utilized have been taken into consideration;

2.7 “consortium or joint venture” means an association of persons for the purpose of combining their

expertise, property, capital, efforts, skill and knowledge in an activity for the execution of a contract;

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

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

2.10 “Firm price” means the price that is only subject to adjustments in accordance with the actual

increase or decrease resulting from the change, imposition, or abolition of customs or excise duty

and any other duty, levy, or tax, which, in terms of the law or regulation, is binding on the contractor

and demonstrably has an influence on the price of any supplies, or the rendering costs of any service,

for the execution of the contract;

2.11 “functionality” means the measurement according to predetermined norms, as set out in the bid

documents, of a service or commodity that is designed to be practical and useful, working or

operating, taking into account, among other factors, the quality, reliability, viability and durability of

a service and the technical capacity and ability of a bidder;

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

2.13 “person” includes a juristic person;

2.14 “rand value” means the total estimated value of a contract in South African currency, calculated at

the time of bid invitations, and includes all applicable taxes and excise duties;

2.15 “sub-contract” means the primary contractor’s assigning, leasing, making out work to, or

employing, another person to support such primary contractor in the execution of part of a project

in terms of the contract;

2.16 “total revenue” bears the same meaning assigned to this expression in the Codes of Good

Practice on Black Economic Empowerment, issued in terms of section 9(1) of the Broad-Based

Black Economic Empowerment Act and promulgated in the Government Gazette on 9 February

2007;

39

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 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.

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:

80/20

min

min180

P

PPtPs

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 6 (1) 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:

40

B-BBEE Status Level of Contributor

Number of points (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 a

Verification Agency accredited by SANAS or a Registered Auditor.

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 issued by 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 specialized scorecard contained in the B-BBEE Codes of Good Practice.

5.7 A person will not be awarded points for B-BBEE status level if it is indicated in the bid documents

that such a bidder intends sub-contracting more than 30% of the value of the contract to any other

enterprise that does not qualify for at least the points that such a bidder qualifies for, unless the

intended sub-contractor is an EME that has the capability and ability to execute the sub-contract.

5.8 A person awarded a contract may not sub-contract more than 30% of the value of the contract to

any other enterprise that does not have an equal or higher B-BBEE status level than the person

concerned, unless the contract is sub-contracted to an EME that has the capability and ability to

execute the sub-contract.

6. BID DECLARATION

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

following:

41

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

AND 5.1

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

(Points claimed in respect of paragraph 7.1 must be in accordance with the table reflected in paragraph 5.1

and must be substantiated by means of a B-BBEE certificate issued by a Verification Agency accredited by

SANAS.

8 SUB-CONTRACTING

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

8.1.1 If yes, indicate:

(i) what percentage of the contract will be subcontracted?............……………….…%

(ii) the name of the sub-contractor?…………………………………………………………..

(iii) the B-BBEE status level of the sub-contractor?……………..

(iv) whether the sub-contractor is an EME? YES / NO (delete which is not applicable)

9 DECLARATION WITH REGARD TO COMPANY/FIRM

9.1 Name of company/firm: ................................. ...............................................................................................................

9.2 VAT registration number: .......................................................................

9.3 Company registration number: …………………………………………………………………….

9.4 TYPE OF COMPANY/ FIRM

Partnership/Joint Venture / Consortium

One person business/sole propriety

Close corporation

Company

(Pty) Limited

[TICK APPLICABLE BOX]

9.5 DESCRIBE PRINCIPAL BUSINESS ACTIVITIES

………….............. .........................................................................................................................................................................

……………… ...............................................................................................................................................................................

9.6 COMPANY CLASSIFICATION

Manufacturer

Supplier

Professional service provider

Other service providers, e.g. transporter, etc.


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-BBE status level of contribution indicated in paragraph 7 of the foregoing certificate,

qualifies the company/ firm for the preference(s) shown and I / we acknowledge that:

42

(i) The information furnished is true and correct;

(ii) The preference points claimed are in accordance with the General Conditions as indicated in

paragraph 1 of this form.

(iii) In the event of a contract being awarded as a result of points claimed as shown in paragraph 7, the

contractor may be required to furnish documentary proof to the satisfaction of the purchaser that

the claims are correct;

(iv) If the B-BBEE status level of contribution has been claimed or obtained on a fraudulent basis or

any of the conditions of contract have not been fulfilled, the purchaser may, in addition to any other

remedy it may have –

(a) disqualify the person from the bidding process;

(b) recover costs, losses or damages it has incurred or suffered as a result of that person’s

conduct;

(c) cancel the contract and claim any damages which it has suffered as a result of having to

make less favourable arrangements due to such cancellation;

(d) restrict the bidder or contractor, its shareholders and directors, or only the shareholders and directors who acted on a fraudulent basis, from obtaining business from any organ of state for a period not exceeding 10 years, after the audi alteram partem (hear the other side) rule has been applied; and

(e) forward the matter for criminal prosecution.

WITNESSES:

1. ………………………………………

……………………………………

SIGNATURE(S) OF BIDDER(S)

2. ………………………………………

DATE:………………………………..

ADDRESS:…………………………................................

........................................................................................

43

SBD 6.2

DECLARATION CERTIFICATE FOR LOCAL PRODUCTION AND CONTENT FOR

DESIGNATED SECTORS

This Standard Bidding Document (SBD) must form part of all bids invited. It contains general

information and serves as a declaration form for local content (local production and local content

are used interchangeably).

Before completing this declaration, bidders must study the General Conditions, Definitions,

Directives applicable in respect of Local Content as prescribed in the Preferential Procurement

Regulations, 2011, the South African Bureau of Standards (SABS) approved technical

specification number SATS 1286:2011 (Edition 1) and the Guidance on the Calculation of Local

Content together with the Local Content Declaration Templates [Annex C (Local Content

Declaration: Summary Schedule), D (Imported Content Declaration: Supporting Schedule to Annex

C) and E (Local Content Declaration: Supporting Schedule to Annex C)].

1. General Conditions

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

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

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

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

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

LC = [1 - x / y] * 100

Where

x is the imported content in Rand

y is the bid bid price in Rand excluding value added tax (VAT)

44

Prices referred to in the determination of x must be converted to Rand (ZAR) by using the

exchange rate published by South African Reserve Bank (SARB) at 12:00 on the date of

advertisement of the bid as indicated in paragraph 4.1 below.

The SABS approved technical specification number SATS 1286:2011 is accessible

on http:/www.thedti.gov.za/industrial development/ip.jsp at no cost.

1.6 A bid may be disqualified if –

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

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

Definitions

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

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

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

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

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

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

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

45 1.13. “stipulated minimum threshold” means that portion of local production and

content as determined by the Department of Trade and Industry; and

1.14. “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. The stipulated minimum threshold(s) for local production and content (refer to Annex A of SATS 1286:2011) for this bid is/are as follows:

Description of services, works or goods Stipulated minimum threshold

_______________________________ _100______%

_______________________________ _100______%

_______________________________ _100______%

4. Does any portion of the services, works or goods offered

have any imported content?

(Tick applicable box)

4.1 If yes, the rate(s) of exchange to be used in this bid to calculate the local content as

prescribed in paragraph 1.5 of the general conditions must be the rate(s) published by

SARB for the specific currency at 12:00 on the date of advertisement of the bid.

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

Indicate the rate(s) of exchange against the appropriate currency in the table below (refer to

Annex A of SATS 1286:2011):

YES NO

http://www.reservebank.co.za/

46

Currency Rates of exchange

US Dollar

Pound Sterling

Euro

Yen

Other

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

5. Were the Local Content Declaration Templates (Annex C, D and E) audited and certified

as correct?

(Tick applicable box)

YES NO

5.1. If yes, provide the following particulars:

(a) Full name of auditor…………………………………………………………………………. (b) Practice number……………………………………………………………………………… (c) Telephone and cell number………………………………………………………………. (d) Email address…………………………………………………………………………………

(Documentary proof regarding the declaration will, when required, be submitted to the

satisfaction of the Accounting Officer / Accounting Authority)

6. Where, after the award of a bid, challenges are experienced in meeting the stipulated minimum

threshold for local content the dti must be informed accordingly in order for the dti to verify and

in consultation with the AO/AA provide directives in this regard.

47

LOCAL CONTENT DECLARATION

(REFER TO ANNEX B OF SATS 1286:2011)

LOCAL CONTENT DECLARATION BY CHIEF FINANCIAL OFFICER OR OTHER LEGALLY RESPONSIBLE PERSON NOMINATED IN WRITING BY THE CHIEF EXECUTIVE OR SENIOR MEMBER/PERSON WITH MANAGEMENT RESPONSIBILITY (CLOSE CORPORATION, PARTNERSHIP OR INDIVIDUAL)

IN RESPECT OF BID NO. .................................................................................

ISSUED BY: (Procurement Authority / Name of Institution): .........................................................................................................................

NB

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

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

I, the undersigned, …………………………….................................................... (full names),

do hereby declare, in my capacity as ……………………………………… ………..

of ...............................................................................................................(name of bidder entity), the following:

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

(b) I have satisfied myself that:

http://www.thdti.gov.za/industrial%20development/ip.jsp

http://www.thdti.gov.za/industrial%20development/ip.jsp

48 (i) the goods/services/works to be delivered in terms of the above-specified bid

comply with the minimum local content requirements as specified in the bid, and as measured in terms of SATS 1286:2011; and

(ii) the declaration templates have been audited and certified to be correct.

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

Bid price, excluding VAT (y) R

Imported content (x), as calculated in terms of SATS 1286:2011 R

Stipulated minimum threshold for local content (paragraph 3 above)

Local content %, as calculated in terms of SATS 1286:2011

If the bid is for more than one product, the local content percentages for each product contained in Declaration C shall be used instead of the table above.

The local content percentages for each product has been calculated using the formula given in clause 3 of SATS 1286:2011, the rates of exchange indicated in paragraph 4.1 above and the information contained in Declaration D and E.

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

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

SIGNATURE: DATE: ___________

WITNESS No. 1 DATE: ___________

WITNESS No. 2 DATE: ___________

49

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-

a. abused the institution’s supply chain management system; b. committed fraud or any other improper conduct in relation to such system; or c. 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.

Item Question Yes No

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 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).

Yes

No

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)?

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.

Yes

No

http://www.treasury.gov.za/

50


4.3 Was the bidder or any of its directors convicted by a court of law (including a court

outside of the Republic of South Africa) for fraud or corruption during the past five

years?

Yes

No


4.4 Was any contract between the bidder and any organ of state terminated during the

past five years on account of failure to perform on or comply with the contract?

Yes

No


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.

………………………………………... …………………………………………………………..

Signature Date

………………………………………. ……………………………………………………………

Position Name of Bidder

51

SBD 9

CERTIFICATE OF INDEPENDENT BID DETERMINATION

1 This Standard Bidding Document (SBD) must form part of all bids¹ invited.

2 Section 4 (1) (b) (iii) of the Competition Act No. 89 of 1998, as amended, prohibits an

agreement between, or concerted practice by, firms, or a decision by an association of firms,

if it is between parties in a horizontal relationship and if it involves collusive bidding (or bid

rigging).² Collusive bidding is a pe se prohibition meaning that it cannot be justified under any

grounds.

3 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 authorizes accounting officers and accounting authorities to:

a. 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.

b. 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.

4 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.

5 In order to give effect to the above, the attached Certificate of Bid Determination (SBD 9) must

be completed and submitted with the bid:

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

² Bid rigging (or collusive bidding) occurs when businesses, that would otherwise be expected to compete, secretly conspire to raise prices or

lower the quality of goods and / or services for purchasers who wish to acquire goods and / or services through a bidding process. Bid

rigging is, therefore, an agreement between competitors not to compete.

52

CERTIFICATE OF INDEPENDENT BID DETERMINATION

I, the undersigned, in submitting the accompanying bid:

______________________________________________________________________ (Bid Number and Description)

in response to the invitation for the bid made by:

______________________________________________________________________ (Name of Institution)

do hereby make the following statements that I certify to be true and complete in every respect that:

______________________________________________________________________

I certify, on behalf of:__ (Name of Bidder)

1. I have read and I understand the contents of this Certificate;

2. I understand that the accompanying bid will be disqualified if this Certificate is found not to be

true and complete in every respect;

3. I am authorized by the bidder to sign this Certificate, and to submit the accompanying bid, on

behalf of the bidder;

4. Each person whose signature appears on the accompanying bid has been authorized by the

bidder to determine the terms of, and to sign the bid, on behalf of the bidder;

5. For the purposes of this Certificate and the accompanying bid, I understand that the word

“competitor” shall include any individual or organization, other than the bidder, whether or not

affiliated with the bidder, who:

(a) has been requested to submit a bid in response to this bid invitation;

(b) could potentially submit a bid in response to this bid invitation, based on their qualifications,

abilities or experience; and

(c) provides the same goods and services as the bidder and/or is in the same line of business

as the bidder

6. The bidder has arrived at the accompanying bid independently from, and without consultation,

communication, agreement or arrangement with any competitor. However communication

between partners in a joint venture or consortium³ will not be construed as collusive bidding.

53

7. In particular, without limiting the generality of paragraphs 6 above, there has been no

consultation, communication, agreement or arrangement with any competitor regarding: (a) prices;

(b) geographical area where product or service will be rendered (market allocation)

(c) methods, factors or formulas used to calculate prices;

(d) the intention or decision to submit or not to submit, a bid;

(e) the submission of a bid which does not meet the specifications and conditions of the bid; or

(f) bidding with the intention not to win the bid.

8. In addition, there have been no consultations, communications, agreements or arrangements with any competitor regarding the quality, quantity, specifications and conditions or delivery particulars of the products or services to which this bid invitation relates.

9. The terms of the accompanying bid have not been, and will not be, disclosed by the bidder, directly or indirectly, to any competitor, prior to the date and time of the official bid opening or of the awarding of the contract.

³ Joint venture or Consortium means an association of persons for the purpose of combining their expertise, property, capital, efforts, skill and

knowledge in an activity for the execution of a contract.

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

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

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

Js914w 2

54

PART A INVITATION TO BID

YOU ARE HEREBY INVITED TO BID FOR REQUIREMENTS OF THE (NAME OF MUNICIPALITY/ MUNICIPAL ENTITY)

BID NUMBER: CLOSING DATE: CLOSING TIME:

DESCRIPTION

THE SUCCESSFUL BIDDER WILL BE REQUIRED TO FILL IN AND SIGN A WRITTEN CONTRACT FORM (MBD7).

BID RESPONSE DOCUMENTS MAY BE DEPOSITED IN THE

BID BOX SITUATED AT (STREET ADDRESS

SUPPLIER INFORMATION

NAME OF BIDDER

POSTAL ADDRESS

STREET ADDRESS

TELEPHONE NUMBER CODE NUMBER

CELLPHONE NUMBER

FACSIMILE NUMBER CODE NUMBER

E-MAIL ADDRESS

VAT REGISTRATION NUMBER

TAX COMPLIANCE STATUS TCS PIN: OR CSD No:

B-BBEE STATUS LEVEL

VERIFICATION CERTIFICATE


Yes

No

B-BBEE STATUS

LEVEL SWORN

AFFIDAVIT

Yes

No

[A B-BBEE STATUS LEVEL VERIFICATION CERTIFICATE/ SWORN AFFIDAVIT (FOR EMES & QSEs)

MUST BE SUBMITTED IN ORDER TO QUALIFY FOR PREFERENCE POINTS FOR B-BBEE]

55

ARE YOU THE ACCREDITED

REPRESENTATIVE IN SOUTH AFRICA

FOR THE GOODS /SERVICES /WORKS

OFFERED?

Yes No

[IF YES ENCLOSE PROOF]

ARE YOU A FOREIGN

BASED SUPPLIER

FOR THE GOODS

/SERVICES /WORKS

OFFERED?

Yes No

[IF YES, ANSWER PART

B:3 ]

TOTAL NUMBER OF ITEMS OFFERED

TOTAL BID PRICE R

SIGNATURE OF BIDDER ………………………………

DATE

CAPACITY UNDER WHICH THIS BID IS

SIGNED

BIDDING PROCEDURE ENQUIRIES MAY BE DIRECTED TO: TECHNICAL INFORMATION MAY BE DIRECTED TO:

DEPARTMENT CONTACT PERSON

CONTACT PERSON TELEPHONE NUMBER

TELEPHONE NUMBER FACSIMILE NUMBER

FACSIMILE NUMBER E-MAIL ADDRESS

E-MAIL ADDRESS

56

PART B

TERMS AND CONDITIONS FOR BIDDING 1. BID SUBMISSION:

1.1. BIDS MUST BE DELIVERED BY THE STIPULATED TIME TO THE CORRECT ADDRESS. LATE BIDS WILL NOT BE ACCEPTED FOR CONSIDERATION.

1.2. ALL BIDS MUST BE SUBMITTED ON THE OFFICIAL FORMS PROVIDED–(NOT TO BE RE-TYPED) OR ONLINE

1.3. THIS BID IS SUBJECT TO THE PREFERENTIAL PROCUREMENT POLICY FRAMEWORK ACT AND THE PREFERENTIAL PROCUREMENT REGULATIONS, 2017, THE GENERAL CONDITIONS OF CONTRACT (GCC) AND, IF APPLICABLE, ANY OTHER SPECIAL CONDITIONS OF CONTRACT.

2. TAX COMPLIANCE REQUIREMENTS

2.1 BIDDERS MUST ENSURE COMPLIANCE WITH THEIR TAX OBLIGATIONS.

2.2 BIDDERS ARE REQUIRED TO SUBMIT THEIR UNIQUE PERSONAL IDENTIFICATION NUMBER (PIN) ISSUED BY SARS TO ENABLE THE ORGAN OF STATE TO VIEW THE TAXPAYER’S PROFILE AND TAX STATUS.

2.3 APPLICATION FOR THE TAX COMPLIANCE STATUS (TCS) CERTIFICATE OR PIN MAY ALSO BE MADE VIA E-FILING. IN ORDER TO USE THIS PROVISION, TAXPAYERS WILL NEED TO REGISTER WITH SARS AS E-FILERS THROUGH THE WEBSITE WWW.SARS.GOV.ZA.

2.4 FOREIGN SUPPLIERS MUST COMPLETE THE PRE-AWARD QUESTIONNAIRE IN PART B:3.

2.5 BIDDERS MAY ALSO SUBMIT A PRINTED TCS CERTIFICATE TOGETHER WITH THE BID.

2.6 IN BIDS WHERE CONSORTIA / JOINT VENTURES / SUB-CONTRACTORS ARE INVOLVED, EACH PARTY MUST SUBMIT A SEPARATE TCS CERTIFICATE / PIN / CSD NUMBER.

2.7 WHERE NO TCS IS AVAILABLE BUT THE BIDDER IS REGISTERED ON THE CENTRAL SUPPLIER DATABASE (CSD), A CSD NUMBER MUST BE PROVIDED.

3. QUESTIONNAIRE TO BIDDING FOREIGN SUPPLIERS

3.1. IS THE ENTITY A RESIDENT OF THE REPUBLIC OF SOUTH AFRICA (RSA)? YES NO

3.2. DOES THE ENTITY HAVE A BRANCH IN THE RSA? YES NO

3.3. DOES THE ENTITY HAVE A PERMANENT ESTABLISHMENT IN THE RSA? YES NO

3.4. DOES THE ENTITY HAVE ANY SOURCE OF INCOME IN THE RSA? YES NO

3.5. IS THE ENTITY LIABLE IN THE RSA FOR ANY FORM OF TAXATION? YES NO

IF THE ANSWER IS “NO” TO ALL OF THE ABOVE, THEN IT IS NOT A REQUIREMENT TO REGISTER FOR A TAX COMPLIANCE STATUS SYSTEM PIN CODE FROM THE SOUTH AFRICAN REVENUE SERVICE (SARS) AND IF NOT REGISTER AS PER 2.3 ABOVE.

http://www.sars.gov.za/

57

NB: FAILURE TO PROVIDE ANY OF THE ABOVE PARTICULARS MAY RENDER THE BID INVALID.

NO BIDS WILL BE CONSIDERED FROM PERSONS IN THE SERVICE OF THE STATE.

SIGNATURE OF BIDDER: ……………………………………………

CAPACITY UNDER WHICH THIS BID IS SIGNED: ……………………………………………

DATE: ……………………………………………