Contract No
CDC/534/13
23 August 2013
Request for Proposal
MANAGEMENT AND MAINTENANCE OF THE COEGA NURSERY
DOCUMENT INFORMATION SHEET
Title of Report : MANAGEMENT AND MAINTENANCE OF THE COEGA NURSERY
Type of Report : Request for Proposal
Report Number : CDC/534/13
Prepared by : Johann Brink
Typed by : Andrea von Holdt
Functional Area : Operations BU
Date of Issue : 23 August 2013
Copyright
All rights reserved. No part of this document may be reproduced or distributed in
any form or by any means, electronic, mechanical, photocopying or recording
or otherwise, or stored in a database or retrieval system, without the prior
written permission of the Coega Development Corporation (Pty) Ltd. ©
SUBMITTED BY
Project Manager Safety, Health and Environment
Coega Development Corporation
PO Box 6009
PORT ELIZABETH;
6000
Tel: 041-403-0400; Fax: 041-403-0401
PREPARED FOR:
SERVICE PROVIDERS TO MANAGE
AND MAINTAIN A HOLDING NURSERY
FOR THE COEGA IDZ
Coega Development Corporation Coega IDZ and Port Operations Business Unit Zone Development and Operations
This document, and the information or advice which it contains, is provided by Quality Management solely for the
use by the Coega Development Corporation (Pty) Ltd and for reliance by its Executive Management and the Board
in performance of the CDC’s duties.
DOCUMENT CONTROL SHEET
PROJECT NAME : MANAGEMENT AND MAINTENANCE OF THE COEGA NURSERY
DOCUMENT TITLE : REQUEST FOR PROPOSAL: MANAGEMENT AND MAINTENANCE OF THE
COEGA NURSERY
DOCUMENT No. : CDC/534/13
SIGNING OF THE ORIGINAL DOCUMENT
We, the undersigned, accept this document as a stable work product to be placed under formal change
control as described by the Change Control Procedure document.
ORIGINAL
Prepared by Reviewed by Approved by
Date:
19 August 2013
Name:
Johann Brink
Name:
Viwe Biyana
Name:
Themba Koza
Signature:
Signature: Signature:
Revision 1 Prepared by Reviewed by Approved by
Date:
Name:
Name:
Name:
Signature:
Signature:
Signature:
Coega Development Corporation Coega IDZ and Port Operations Business Unit Zone Development and Operations
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TABLE OF CONTENTS
1 INTRODUCTION ................................................................................................................... 1
2 TERMS OF REFERENCE ......................................................................................................... 1
2.1 PROJECT OVERVIEW ........................................................................................................................................ 2
2.2 LOCATION OF NURSERY ................................................................................................................................... 2
2.3 SCOPE OF WORK .............................................................................................................................................. 3
3 RESPONSIVENESS ASSESSMENT FOR CONTRACTORS ........................................................ 3
3.1 MANDATORY REQUIREMENTS ......................................................................................................................... 3
3.2 QUANTITATIVE ASSESSMENT ........................................................................................................................... 4
4 INSTRUCTIONS TO BIDDERS ............................................................................................... 4
4.1 TERMS AND CONDITIONS ................................................................................................................................. 4
5 DISQUALIFICATION ............................................................................................................. 5
6 COPYRIGHT .......................................................................................................................... 5
7 CONFIDENTIALITY AND MEDIA PROTOCOL ........................................................................ 5
8 ANNEXURES ......................................................................................................................... 6
Annexure A – SMME/EME and LEP target form
Annexure B – Compulsory declaration of Interest form
Annexure C – Supplier information sheet
Annexure D – Completed and signed form of offer/pricing schedule
Annexure E – Tender offer evaluation and scoring
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1 INTRODUCTION
As part of its drive to mitigate impacts on the environment and in adhering to the conditions listed in
the Record of Decision for the change in land use of the Coega IDZ, before clearing any land for
construction within the IDZ, the Coega Development Corporation (Pty) Ltd (CDC) conducts search
and rescue to remove all plants that are considered to be ‘Species of Special Concern’. These
plants are held in the CDC’s nursery to be used for rehabilitating disturbed areas or for landscaping
in the IDZ. The CDC’s nursery is currently on a farm outside of the Coega IDZ; however, the CDC
intends to relocate the nursery into the IDZ.
The CDC invites suitably qualified and experienced service providers to respond to this Request for
Proposal to manage and maintain the CDC’s existing nursery, to relocate the nursery into the IDZ,
when required, to conduct landscaping within the IDZ, where required, and to rehabilitate areas
within the IDZ using plants from the nursery. This will be a two year contract with the option for a
further year’s renewal, based on performance.
A mandatory tender briefing will be held on 12 September 2013 at 10h00 at the Coega
Business Centre (CDC Office), Corner Alcyon Road and Zibuko Street, Zone 1, Coega IDZ,
Port Elizabeth. RFP documents can be downloaded from the CDC website www.coega.com
One original of the completed bid document shall be placed in a sealed envelope clearly
marked: “CDC/534/13 – REQUEST FOR PROPOSALS: MANAGEMENT AND MAINTENANCE
OF THE COEGA NURSERY”.
Proposals must be submitted at the reception desk of the Coega Development Corporation
(address given below), by no later than 12h00 on 4 October 2013. No telephonic or any other
form of communication with any other CDC member of staff, other than the named
individual below, relating to this request for proposal will be permitted. All enquiries
regarding this RFP must be in writing only, and must be directed to:
Andile Ntloko, Supply Chain Manager; e-mail: [email protected].
The CDC reserves the right not to accept the lowest proposal in part or in whole or any proposal.
The contract will commence upon final signature of the Service Level Agreement with the selected
Respondent.
2 TERMS OF REFERENCE
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2.1 Project Overview
The Coega Industrial Development Zone (IDZ), situated near Port Elizabeth within the Nelson
Mandela Bay Municipality of the Eastern Cape Province, is South Africa’s premier
development location for new industrial investments. The Coega IDZ covers an area of
approximately 11 000 hectares of which approximately 8 690 ha is available for development
focused around industry clusters.
The construction activities within the Coega IDZ result in the clearing of large tracts of land,
and ultimately the loss of large amounts of vegetation. The natural vegetation within the
Coega IDZ consists mainly of a mixture of Mesic Succulent Thicket and Bontveld, both of
which are limited in distribution. Any loss of these habitats is of concern, in part because they
contain numerous plant Species of Special Concern (SSC).
Appendix A of this RFP lists the SSC that need to be rescued during a Search & Rescue
procedure in the IDZ. Contractors appointed for site development in the IDZ will be
responsible for appointing a service provider to conduct the Search & Rescue of the SSC and
any other plants that are deemed to be important. These plants will be taken (by the
contractor’s service provider) to identified sites within the IDZ, that will be landscaped or
rehabilitated. The landscaping and rehabilitation will be done by the appointed nursery
manager through this contract CDC/534/13. If the plants will be used at a later stage by the
investor, they will be taken directly to the Coega nursery for safekeeping and care by the
appointed nursery manager. The nursery manager will therefore be responsible for taking
care of the plants whilst in the nursery and for the rehabilitation and landscaping of identified
areas in the IDZ, using the plants from the nursery or plants that have been searched and
rescued by contractors’ service providers.
2.2 Location of Nursery
The CDC currently rents a portion of land outside the Coega IDZ on which the nursery has been
established. All plants from search & rescue operations are taken to the nursery for transplanting,
holding and then used for landscaping, when and where required. Plant species searched and
rescued are not for commercial purposes.
The CDC has identified a suitable location in Zone 9 of the Coega IDZ, for the establishment of a
nursery. The relocation of the nursery into the IDZ is required in order to have more effective
control of the nursery, its assets and the plant species. The location in Zone 9 of the IDZ has
borehole water however, there is no electricity. The CDC will provide two 20ft containers for the
storage and safe-keeping of relevant equipment. The CDC will provide the following equipment: 5
wheel barrows; 1 weed-eater; forks, picks, spades and fan-rakes. The CDC will provide wood
chips, topsoil, a ±150m2 shade cloth structure and an irrigation system.
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2.3 Scope of Work
In summary, the scope of work for the maintenance and management of the Coega Nursery
is as follows:
Management
Administration relevant to managing a nursery
Supervise / coordinate labour relevant to contract CDC 534/13
Maintenance
The footprint of the relocated nursery
Shade cloth structure
Irrigation system
Plant & Tree species
Other
When requested / required by the CDC –
a) Identify areas in the IDZ that require rehabilitation and landscaping, and conduct such
rehabilitation and landscaping using rescued plants from the IDZ;
b) Manage the relocation of plant species from the CDC nursery, to identified sites
within the IDZ, for landscaping and rehabilitation;
c) The once-off relocation of approximately 150 000 plants (not currently bagged) and
1500 bagged trees from the CDC’s existing nursery into the new nursery in the IDZ;
d) Monthly management progress report on the operation of the nursery, including a
monthly financial forecast and a CDC asset register;
3 RESPONSIVENESS ASSESSMENT FOR CONTRACTORS
The following criteria will be used in assessing the responsiveness of tenders:
3.1 Mandatory Requirements
NO. DESCRIPTION YES NO
(1) Original and valid SARS Tax Clearance Certificate
(2) Signed Attendance Register for attending mandatory Briefing
Meeting
(3) Completed and signed Declaration of Interest Register
(4) Completed and signed form of offer/pricing schedule
(5) Letter of Good standing from the Workmen’s Compensation
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Failure to submit and complete all mandatory information will result in submissions being deemed null and void and shall be considered “non-responsive” and therefore not considered.
Additional information
3.2 Quantitative Assessment
For evaluation and scoring of tender offers on price and empowerment objectives refer to the
Annexure attached: Tender Offer Evaluation and Scoring.
The following adjudication scores for this contract will be applied during evaluation:-
Maximum points for Price: 90 points
Maximum points for BBBEE: 10 points
Maximum total: 100 points
4 INSTRUCTIONS TO BIDDERS
4.1 Terms and Conditions
(a) All submissions must be received by the CDC no later than 12h00 on 4 October
2013. Any proposal received after the closing time will not be considered. The CDC
reserves, under exceptional circumstances, the right to extend the closing date. All
proposals and all subsequent information received from Respondents will become the
property of the CDC and will not be returned.
(b) If the CDC selects a Bidder, the CDC reserves the right to negotiate the content of the
Proposal, the scope of services, including financial terms.
(c) The CDC reserves the right not to accept any proposal. If the CDC does not accept
any proposal it will declare the Proposal call process to be closed, to proceed on a
Commissioner or FEM
(6)
A documented nursery maintenance and management plan based
on the CDC provided scope of work need to reflect on the work
Organization programme, Resource plan, and the Methodology for
executing the works
(7) Provide a list of relevant nursery project references of previous
nursery management and maintenance experience
(8) Signed Letter of Intent to enter into Joint Venture (where
applicable)
(9) Authority of lead JV partner to sign documents (where applicable)
NO. DESCRIPTION YES NO
(1) BBBEE certificate from SANAS accredited Verification Agency
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completely different basis, or not to proceed with the Contract.
(d) Submission of a proposal by a Respondent, and all the subsequent opening and
adjudication process, does not represent a commitment on the part of the CDC to
proceed further with that or with any Bidder.
(e) The CDC will not accept any responsibility for costs incurred by Bidders in preparing
and submitting proposals.
(f) The CDC reserves the right:
(i) Not to appoint some or all in the event it deems proposals not appropriate;
(ii) Appoint more than one entity in the event that it deems it appropriate; and
(iii) To engage in processes to validate all claims made in the Proposal.
(g) The respondent shall comply fully with the Requirements of this proposal but may
propose modifications and/or alternatives, which enhance the process from either a
technical, financial or programme/schedule perspective. Any particular experience and
expertise that a respondent offers which will enhance the process will be given due
consideration in the evaluation of the proposal.
(h) The respondent shall treat as confidential all documentation. If an outside party should
request information, the respondent shall report the request in writing to the CDC.
(i) When doing Service, only original equipment manufacturing parts to be used to
ensure the machines are 100% secure and safe to use.
5 DISQUALIFICATION
The following criteria will be used to determine whether a Bidder shall be disqualified:
(a) Bidder that sought to influence the adjudication process;
(b) Collusion among bidders;
(c) Misrepresentation of information;
(d) Any service provider or its principals (or both) who have engaged in corrupt and fraudulent
practices, not only with the CDC but anywhere else;
(e) Tendered price unrealistically low and posing commercial risks to the client.
6 COPYRIGHT
Copyright of this Document is vested in the CDC. It cannot be copied, in whole or in part, in any
form or in any format without the prior written consent of the CDC.
7 CONFIDENTIALITY AND MEDIA PROTOCOL
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Any information relating to the submissions, through the process or otherwise shall be treated in
strict confidence. The CDC reserves the right to announce the names of Bidders to the media.
In submitting a response, a Bidder that it shall not be entitled to any information disclose by another
applicant to the CDC, which the CDC has determined to be of a confidential nature.
The content and details of the evaluation of submissions will remain confidential to the CDC.
8 ANNEXURES
Annexure A – List of Red DATA species
Annexure B – SMME/EME and LEP target form
Annexure C – Compulsory declaration of Interest form
Annexure D – Supplier information sheet
Annexure E – Completed and signed form of offer/pricing schedule
Coega Development Corporation Coega IDZ and Port Operations Business Unit Zone Development and Operations
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ANNEXURE A
List of Red Data Plants (Species of Special concern) to be rescued in the IDZ
1
Acrolophia micrantha (Lindl.) Schltr. & H.
Bol. 46 Duvalia caespitosa (Mass.) Haw.
2 Aloe africana Mill. 47 Erica cerinthoides L. var. cerinthoides
3 Aloe ferox Mill. 48 Erica glumiflora Klotzsch ex Benth.
4 Aloe humilis (L.) Mill. 49 Eulophia tuberculata H. Bol.
5 Aloe lineata (Ait.) Haw. var. lineata 50 Euphorbia bupleurifolia Jacq.
6 Aloe maculata All. 51 Euphorbia globosa (Haw.) Sims
7 Aloe pluridens Haw. 52 Euphorbia meloformis Ait.
8 Aloe striata Haw. 53 Fockea edulis (Thunb.) K. Schum.
9 Apodolirion macowanii Bak. 54 Freesia corymbosa (Burm. F.)
10 Aristea anceps Eckl. ex Klatt 55
Gladiolus maculatus Sweet subsp. meridionalis
(G.J. Lewis) Oberm.
11 Aristea cognata N.E. Br. ex Weim. 56 Gladiolus permeabilis Delarche
12
Aristea pusilla (Thunb.) Ker-Gawl. subsp.
pusilla 57
Glottiphyllum depressum (Haw.) N.E.Br.
(=Glottiphyllum haagei Tischer)
13 Asclepias crispa Berg. 58 Haemanthus albiflos Jacq.
14 Asclepias fruticosa L. 59 Haemanthus coccineus L.
15 Astephanus marginatus Decne. 60 Haemanthus humilis Jacq. subsp. humilis
16 Babiana patersoniae L. Bol. 61 Haworthia cooperi Bak.
17 Bergeranthus addoensis L. Bol. 62 Haworthia translucens Haw.
18 Bergeranthus longisepalus L. Bol. 63 Huernia sp.
19 Bergeranthus scapiger (Haw.) N.E. Br. 64 Kniphofia citrina Bak.
20 Bonatea speciosa (L.f.) Willd. 65 Lampranthus hollandii (L. Bol.) L. Bol.
21
Boophone disticha (L. f.) Herb. (formerly
Boophane disticha) 66
Lampranthus productus (Haw.) N.E.Br. var.
productus
22 Brachystelma sp. 67 Lampranthus spectabilis (Haw.) N.E. Br.
23 Brunsvigia gregaria R.A. Dyer 68 Micranthus alopecuroides (L.) Rothm.
24 Carpobrotus sp 69 Microloma tenuifolium K. Schum.
25 Ceropegia ampliata E. Mey. 70 Orbea pulchella (Mass.) Leach
26 Ceropegia carnosa E. Mey. 71 Orthopterum coegana L. Bol.
27 Ceropegia dubia R.A. Dyer 72 Pachypodium bispinosum (L. f.) A. DC.
28 Chasmanthe aethiopica (L.) N.E. Br. 73 Pachypodium succulentum (L. f.) Sweet
29
Chondropetalum microcarpum (Kunth)
Pillans 74 Platythyra haeckeliana (Berger) N.E. Br.
30
Crassula perfoliata L. var coccinea (Sweet)
Rowley 75
Rhombophylum rhomboideum (Salm-Dyck)
Schwant.
31 Crassula pyramidalis Thunb. 76 Ruschia cymbifolia (Haw.) L. Bol.
32 Cynanchum gerrardii (Harv.) Liede 77 Ruschia congesta (Salm-Dyck) L. Bol.
33 Cynanchum natalitium Schltr. 78 Sarcostemma viminale (L.) R. Br.
34
Cynanchum obtusifolium L. f. var.
obtusifolium 79 Satyrium membranaceum Swartz
35 Cyrtanthus clavatus (L'Her.) R.A. Dyer 80 Scadoxus puniceus (L.) Friis & Nordal
36 Cyrtanthus spiralis Burch. Ex Ker-Gawl. 81 Secamone alpini Schultes
Coega Development Corporation Coega IDZ and Port Operations Business Unit Zone Development and Operations
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37
Delosperma ecklonis (Salm-Dyck) Schwant.
var. ecklonis 82 Secamone filiformis (L. f.) J.H. Ross
38
Delosperma lehmannii (Eckl. & Zeyh.)
Schwant. 83 Sideroxylon inerme L.
39 Delosperma litorale (Kensit) L. Bol. 84 Stapelia grandiflora Mass.
40 Delosperma pruinosum (Thunb.) J. Ingram 85 Stenoglottis fimbriata Lindl.
41 Dietes grandiflora N.E. Br. 86 Strumaria gemmata Ker-Gawl
42 Drosanthemum ambiguum L. Bol. 87 Trichodiadema bulbosum (Haw.) Schwant.
43 Drosanthemum brevifolium (Ait.) Schwant. 88
Tritonia lineata (Salisb.) Ker-Gawl. var.
parvifolia
44 Drosanthemum hispidum (L.) Schwant. 89 Veltheimia bracteata Harv. ex Bak.
45
Drosanthemum parvifolium (Haw.)
Schwant.
Coega Development Corporation Coega IDZ and Port Operations Business Unit Zone Development and Operations
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ANNEXURE B
SMME/EME AND LEP TARGET FORM The Tenderer is encouraged to target works that can be performed by local enterprises as prime
contractors, subcontractors or suppliers. This target must be based on the value of work to be
performed. The Local Enterprise Participation goal must be calculated in relation to every entity
involved in the project. Management staff from other areas for the duration of the project will not
qualify as local. Material and plant sourced from local suppliers or agencies will qualify as local. A
supplier that has been established locally by a Tenderer solely for the purpose of servicing the
project will not qualify. Local is defined as the Eastern Cape Province.
The Tenderer is also encouraged to target a minimum of 35% SMME/EME participation of the
tender value excluding escalation, contingency and VAT. This percentage may include work that is
already packaged in the tender but the Tenderer may identify other works that can be executed
using SMME’s/EME’s.
CONTRACT NUMBER :
CONTRACT DESCRIPTION :
PROJECT MANAGER :
TENDERER/S NAME :
I / We tender the following targets of:
Local Enterprise Participation (LEP)
Exempted Micro Enterprises (EME’s) / SMME’s Participation
Participator % Goal Tendered
Estimated RAND Value (R)
Participator % Goal Tendered
Estimated RAND Value (R)
Prime Contractor SMME Packages in Tender
Subcontractor/s Own EME/SMME subcontractors
Plant Supplier
Other (Specify)
Material Suppliers
Other (………..........)
Other (………………)
Overall % LEP Goal Overall %
EME/SMME Goal
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Please attach the BBBEE Verification Certificates from an accredited Verification Agency of all the
companies that would be participating in this project. Failure to provide this information may lead
to your company/JV being granted a zero score on empowerment. I / We undertake to promptly
respond to points of clarification regarding my / our Goals, failing which I / we understand that my /
our Tender may forfeit points on the grounds of being incomplete.
Duly authorised to sign on behalf of :
Name
:
Signature :
Date :
Coega Development Corporation Coega IDZ and Port Operations Business Unit Zone Development and Operations
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ANNEXURE C
FORM A3: COMPULSORY DECLARATION OF INTEREST FORM
The following particulars must be furnished. In the case of a joint venture, a separate declaration of interest form
in respect of each party to the joint venture must be completed and submitted.
Section 1: Name of enterprise: . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Section 2: VAT registration number, if any: . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Section 3: CIDB registration number, if any: . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Section 4: Particulars of sole proprietors and partners in partnerships
* Complete only if sole proprietor or partnership and attach separate page if more than 3 partners
Name* Identity number* Personal income tax number*
Section 5: Particulars of companies and close corporations
Company registration number . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Close corporation number . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Tax reference number . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Section 6: Record of association with CDC member of Staff/Board
If any sole proprietor, partner in a partnership or director, manager, shareholder or stakeholder in a company or close
corporation has an association with a CDC member of staff or member of Board, a relative of a CDC member of staff or
member of Board please provide information below: An Association is defined as: a business or personal relationship
between a group of people or organizations joined together for a purpose.
Name of sole proprietor,
partner, director, manager,
principal shareholder or
stakeholder
Name of the CDC member of staff or
Board
Type of relationship
(tick appropriate column)
Family Friend
*insert separate page if necessary
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FORM A3: COMPULSORY DECLARATION OF INTEREST FORM (continued)
The undersigned, who warrants that he / she is duly authorised to do so on behalf of the enterprise:
i. confirms that the neither the name of the enterprise or the name of any partner, manager, director or other
person, who wholly or partly exercises, or may exercise, control over the enterprise appears on the Register
of Tender Defaulters established in terms of the Prevention and Combating of Corrupt Activities Act of 2004;
ii. confirms that no partner, member, director or other person, who wholly or partly exercises, or may exercise,
control over the enterprise, has within the last five years been convicted of fraud or corruption;
iii. confirms that I / we are not associated, linked or involved with any other tendering entities submitting tender
offers and have no other relationship with any of the tenderers or those responsible for compiling the scope
of work that could cause or be interpreted as a conflict of interest; and
iv. confirms that the contents of this questionnaire are within my personal knowledge and are to the best of my
belief both true and correct.
Signed
Date
Name
Position
Company Name
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ANNEXURE D
SUPPLIER INFORMATION SHEET Name of Organization:………………………………………………………………………………..
Address: ………………………………………………………………………………………………..
………………………………………………………………………………………………………...
………………………………………………………………………………………………………...
Names of Directors / Partners:………………………1.…………………………………………………..
2…………………………………………………………..3……………………………………………………
4……………………………………………………………5…..…………………………………………….
Bank Details
Bankers:………………………..………………………………………………………………………….
Branch Name:………………………………………………………………………………………………...
Branch Code:…………………………………………………………………………………………………
Account No:…………………………………………………………………………………………………..
Accounts Contact Person:
Name: ……………………………………………………………………………………………………..
Telephone No: ……………………………………………………………………………………………
Email Address: ………………………………………………………………………………..…………
I ……………………………………in my capacity as …………… (Director / Accountant / Manager)
of ……………………………………………..……………………..declare that all the information given
above is true and correct.
…………………………………….. ………………………………………..
Signed Witness
Company Stamp Bank Stamp (if no cancelled cheque provided)
Coega Development Corporation Coega IDZ and Port Operations Business Unit Zone Development and Operations
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ANNEXURE E PRICING SCHEDULE: CDC/534/13
ITEM NO
PRICING ITEM – PROVIDE
FOR
QUANTITY
CALCULATION
COST PER
MONTH
NOTES
1. Relevant consulting
2. Relevant transport
3. Infrastructure maintenance
4. Labour
5. Bounce Back / Bone Meal
6. Bagging / re-bagging
7.
Two chemical toilets on site at the nursery and the necessary cleaning thereof
8. Administration
9.
Zone labour agreement compliance where applicable
10.
Relevant SHE bill of quantities’
12 VAT 14 %
TOTAL
NAME OF SERVICE PROVIDER: ___________________________ SIGNATURE: ___________________________ DATE: ___________________________
NAME OF AUTHORISED SIGNATORY ___________________________ SIGNATURE: ___________________________DATE: ___________________________
ANNEXURE F
23 August 2013
EVALUATION AND SCORING OF
TENDER OFFERS ON
EMPOWERMENT OBJECTIVES AND
PRICE
Work Instruction No
TGP 07: 2013 REV 07
We, the undersigned, accept this document as a stable work product to be placed under formal
change control as described by the Procedure CDC-OP-PRO-002-08 Procedure for Management of
Controlled Documents.
This document, and the information or advice which it contains, is provided by the Safety, Health and Environment Business Unit solely for use by the Coega Development Corporation (Pty) Ltd and for reliance by its Executive Management and the Board in the performance of
that Business Unit’s duties.
CDC-OP-FOM-080-12 i 17/01/2013
Prepared by Reviewed by Approved by
Date:
Name: Luvuyo Matya
Name: Andile Ntloko
Name: Bongeka Jojo
Signature: Signature: Signature:
Coega Development Corporation Coega IDZ and Port Procurement Zone Development and Operations
CDC-OP-FOM-080-12 ii 17/01/2013
TABLE OF CONTENTS
1 ACRONYMS ........................................................................................................................... 1
2 INTRODUCTION ................................................................................................................... 1
3 APPLICABLE DOCUMENTATION ........................................................................................... 1
4 DEFINITIONS AND INTERPRETATIONS ............................................................................... 2
5 TENDER ADJUDICATION POINTS ........................................................................................ 5
5.1 POINTS AWARDED FOR EMPOWERMENT OBJECTIVES ...................................................................................... 5
5.2 LOCAL ENTERPRISE PARTICIPATION (LEP TARGET) ........................................................................................ 7
6 DETERMINATION OF RESPONSIVENESS OF BIDDERS ........................................................ 7
6.1 MANDATORY REQUIREMENTS ......................................................................................................................... 7
6.2 ADDITIONAL INFORMATION REQUIRED ............................................................................................................ 8
7 THE QUANTITATIVE ASSESSMENT ....................................................................................... 8
7.1 POINTS AWARDED FOR TENDER PRICE (SP) ..................................................................................................... 8
7.2 EMPOWERMENT SCORING, SE.......................................................................................................................... 9
7.3 TOTAL TENDER ADJUDICATION POINTS ........................................................................................................... 9
8 GUIDELINES WHEN FUNCTIONALITY IS INCLUDED AS A CRITERION IN THE
EVALUATION OF BIDS ................................................................................................................ 9
9 DISQUALIFIERS DURING EVALUATION STAGE ................................................................... 9
10 DOCUMENTATION TO BE SUBMITTED IN SUPPORT OF TENDER .......................................10
11 VALIDITY OF PREFERENTIAL REGISTRATION AFFIDAVIT ................................................10
12 PROOF OF CONTRACTUAL ARRANGEMENT ........................................................................11
13 OUTSOURCING OF WORKS ................................................................................................11
14 COMPLIANCE WITH LEGISLATION ....................................................................................12
15 SUBSTITUTION OF PREFERENTIAL GROUP DURING CONTRACT PERIOD ........................12
16 RECORDING AND REPORTING BY THE CONTRACTOR .......................................................12
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1 ACRONYMS
ABE = Affirmable Business Enterprise
ABVA = Association of BEE Verification Agencies
BBBEE = Broad-based Black Economic Empowerment
BEE = Black Economic Empowerment
EME = Exempted Micro Enterprises
CDC = Coega Development Corporation (Pty) Ltd
CIDB = Construction Industry Development Board
LEP = Local Enterprise Participation
PPPFA = Preferential Procurement Policy Framework Act
SMME = Small, Medium and Micro Enterprises
WEO = Women Equity Ownership
2 INTRODUCTION
This Specification, TGP 07:2013: Tender Offer Evaluation and Scoring shall form the basis for
determining how this tender will be evaluated and scored more particularly with respect to
achievement of Empowerment Objectives and the Tendered Price.
This Specification was developed and adopted by the Coega Development Corporation Pty Ltd
(CDC) to ensure that Broad Based Black Economic Empowerment (B-BBEE) is meaningfully
progressed and that individuals with B-BBEE status, specifically from the Eastern Cape, participate
meaningfully during the execution of contracts awarded by the CDC for the development of the
Coega IDZ and on projects that the CDC implements on behalf of other entities.
3 APPLICABLE DOCUMENTATION
This Specification is to be read together with following applicable documents:
(a) Preferential Procurement Policy Framework Act (PPPFA);
(b) Broad-based Black Economic Empowerment Act (B-BBEE);
(c) CDC’s Procurement Policy & Procedures;
(d) Construction Industry Development Board’s (CIDB’s) Code of Conduct; and
(e) Public Finance Management Act (PFMA).
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4 DEFINITIONS AND INTERPRETATIONS
(a) Affiliated Business: A business entity which has control of or the power to control another
business entity, albeit indirectly, e.g. where a third person has control of or has the power to
control both entities. Indicators of control shall, without limitation, include interlocking
management or ownership, identity of interests among family members, shared facilities and
equipment, or common use of employees.
(b) Accredited Verification Agencies: Enterprises that have been accredited by SANAS and
ABVA on behalf of the DTI to provide an independent opinion on the broad-based economic
empowerment status of enterprises.
(c) Assignment Value: The total Rand value of the money charged to the CDC by a Service
Provider for services rendered to the CDC following a duly authorised appointment to do so
by the CDC.
(d) Black people: refers to African, Coloureds, Chinese and Indian who are citizens of RSA by
birth and are citizens of RSA by naturalisation before 1994.
(e) Black Economic Empowerment: is defined as an integrated and coherent socio-economic
process that directly contributes to the economic transformation of South Africa and brings
about significant increases in the number of black people who manage, own and control the
country’s economy, as well as significant decrease in income inequalities.
(f) Broad Based Black Economic Empowerment: means the economic empowerment of all
black people including black women, workers, youth, people with disabilities and people
living in rural areas, through diverse but integrated socio economic strategies, as defined in
the Act.
(g) Codes of Good Practice: refers to BEE Codes of Good Practice including all the
statements as issued under section 9 of Act 53 of 2003
(h) Contract: A legally binding agreement between the CDC and the Service Provider for the
latter to provide goods and/or services to the former. A contract would be legally binding
only if it has been signed by people who have the delegated authority to do so.
(i) Contractor: Any person, body, or legal entity who has a contract with the CDC for
performing a construction related contract. A Tenderer whose tender has been accepted
becomes a Contractor.
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(j) Control: The possession and exercise of legal authority and power to manage the assets,
goodwill and daily operations of a business and the active and continuous exercise of
appropriate managerial authority and power in determining the policies and directing the
operations of the business.
(k) Employment Intensive Construction: Forms of construction utilising methods and
technologies which realise an increase in the number of employment opportunities
generated over plant based or traditional forms of construction.
(l) Executive Director: A partner in a partnership, a sole proprietor, a director of a company
established in terms of the Companies Act, 1973 (Act 61 of 1973) or a member of a close
corporation registered in terms of the Close Corporation Act, who, jointly and severally with
his other partners, co-directors or co-members, as the case may be, bears the risk of the
business and takes responsibility for the management and liabilities of the partnership,
company, or close corporation on a day to day basis.
(m) Firm: A business entity providing professional services in which at least two thirds of the
Principals are Registered Professionals-in-training.
(n) Joint Venture: An association of firms, companies or businesses for which purpose they
combine their expertise, efforts, skills and knowledge to execute the Contract.
(o) Local Enterprise Participation: A firm, company, business with a permanent office and
infrastructure in the Eastern Cape Province that participates meaningfully in the Performance
of the Works.
(p) Office: A firm which is under the full-time control and operation of a resident Registered
Professional.
(q) Owned: Having all the customary incidents of ownership, including the right of disposition,
and sharing the risks and profits commensurate with the degree of ownership interest as
demonstrated by an examination of the substance, rather than the form of the ownership
arrangements.
(r) Ownership Goal: The percentage of the Tendered Price, as awarded, which represents the
sum of the Rand value of HDI people’s equity in the Performance of the Works.
(s) Preferential Group: Individuals, firms or companies with BEE status and who are targeted
for empowerment.
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(t) Preferential Participation Programme: A programme indicating the means, resources and
methodology by which a Contractor would undertake to engage preferential groups in the
due fulfilment of the Contract.
(u) Prime Contractor: A contractor who contracts with the CDC as the principal or main
contractor or as a joint venture partner to such contractors, to provide goods, services or
works.
(v) Professional Service: The provision on a fiduciary basis of labour and knowledge-based
expertise which is applied with skill, care and diligence in accordance with the provision of
the Professional Service Contract.
(w) Service Provider: Any person or body corporate that is under contract to the CDC for
providing a Professional Service.
(x) Registered Principal: A person within an Office who is professionally registered by the
relevant statutory council, and who is a director, partner, member, profit sharing associate,
shareholder or other category of persons who participates meaningfully in the ownership,
benefits and risks of the Office and is engaged full time in the operation of the Office.
(y) Registered Professional: A full-time employee of an Office, other than a Principal, who is
professionally registered by the relevant statutory council.
(z) Registered Professional-in-training: A full-time employee, other than a Principal, who is
registered by the relevant statutory council as a professional-in-training, has obtained the
necessary tertiary qualifications to register as a professional and is serving an in-house
training period prior to applying to register as a professional.
(aa) Senior Manager: An individual who is responsible for planning, organising, leading and
controlling operations within an organisation and who reports to the Executive Director.
(bb) Services: The provision of labour and/or work carried out by hand or with the assistance of
equipment and plant including the input as necessary of knowledge based expertise.
(cc) Small, Medium and Micro Enterprises: There are two types namely Exempted Small &
Micro Enterprise (ESME’s) and Qualifying Small Enterprise (QSE):
(i) Exempted Small & Micro Enterprises (ESME’s) are defined by the Codes, as
companies with an annual total turnover of R5 million or less.
(ii) Qualifying Small Enterprises (QSE) are defined by the Codes, as companies with an
annual total turnover of between R5 million and R35 million.
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(dd) Sub-contractor: A contractor who contracts with the Prime Contractor to provide works as
part of the total services required by the CDC for that Contract.
(ee) Supplier: A firm that owns, operates or maintains stores, warehouses or other
establishments in which materials or supplies are bought, kept in stock and regularly sold to
the public in the usual course of business; and engages as its principal business, and in its
own name, in the purchase and sale of goods.
(ff) Tender: The offer of prospective suppliers of goods and/or services, submitted in a tender
document which is issued to the public at large.
(gg) Women Equity Ownership (WEO): The collective ownership percentage of full-time
Executive Directors within an enterprise who are women.
5 TENDER ADJUDICATION POINTS
5.1 Points Awarded for Empowerment Objectives
The points system for Service Providers (and Contractors) will be structured in the following
way (greyed-out column not applicable for CDC/534/13):
SCORING CRITERIA
WEIGHTING FOR 80:20
WEIGHTING FOR 90:10
COMMENTS
Price 80 90
Empowerment Objective
20 10 B-BBEE Certificate is required
Total points 100 100
The 80:20 weighting (greyed-out column) applies for contracts less than R1 million (VAT
Incl.) whereas the 90:10 weighting applies for all contracts in excess of R1 million (VAT
Incl.). The 90:10 weighting shall be used for CDC/534/13.
The allocation of tender adjudication points for Contracts shall be as follows:
Area of Adjudication Maximum Points Maximum Points
Tendered Price (SP) 80 90
Empowerment Objectives (SE) 20 10
Total Points (S) 100 100
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In addition to price evaluation, CDC will evaluate contractors, service providers and
professionals based on their B-BBEE status achieved in accordance with the DTI Codes of
Good Practice and companies must submit B-BBEE Verification Certificates from accredited
verification agency or IRBA registered Auditors in order to be eligible for empowerment
points. Exempted Small & Micro Enterprises (ESME’s) enjoy a deemed BEE recognition of
Level 4 contributor and those, which are 50% or more owned by black people are promoted
to a Level 3 contributor. Sufficient evidence of qualification as an Exempted Small Micro-
Enterprises (ESME’s) is a letter from the enterprise’s Accounting Officer confirming that the
turnover is less than R5m or a verification certificate from Independent Regulatory Board for
Auditors (IRBA) or SANAS registered Verification Agency.
Note:
� 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.
� 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 tender.
Empowerment points shall be awarded to a tenderer for attaining the B-BBEE status level of
contributor in accordance with the table below. Greyed-out column not applicable for
CDC/534/13.
CONTRIBUTION LEVEL WEIGHTING FOR
80:20 WEIGHTING FOR
90:10
Level One 20 10
Level Two 18 9
Level Three 16 8
Level Four 12 5
Level Five 8 4
Level Six 6 3
Level Seven 4 2
Level Eight 2 1
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CONTRIBUTION LEVEL WEIGHTING FOR
80:20 WEIGHTING FOR
90:10
Non-Compliant Contributor 0 0
5.2 Local Enterprise Participation (LEP Target)
The LEP target is the value of work done by local enterprises, whether as prime contractor,
sub-contractor or supplier, determined as follows:
The value sourced at local level is the value of resources based in the local area or
produced in the local area
The LEP target must be calculated in relation to every entity involved in the project.
Management staff commuting from other areas for the duration of the project will not qualify
as local. Plant and equipment brought in from other areas will not qualify as local. Materials
and plant sourced via local suppliers or agencies will qualify as local. A supplier that has
been established locally by a Tenderer solely for the purpose of servicing the project will not
qualify as a local Supplier.
The LEP threshold for CDC contracts is 30%.
The threshold may be increased by the BU up to 50% if scope exists for further local
participation.
5.3 SMME / EME Involvement
There should be a minimum participation of 35% SMME’s / EME’s participation of tender
value, excluding VAT, escalation, etc. Each project from every Business Unit must achieve a
minimum of 35% SMME participation.
6 DETERMINATION OF RESPONSIVENESS OF BIDDERS
In deciding on the responsiveness or pre-qualifiers due cognisance must be taken to the fact that
some should always be included in the tender documents and some would depend upon the nature
of the contract and therefore might not always be required. The following responsiveness criteria or
pre-qualifiers will be used in this bid and are subdivided into mandatory and non-mandatory:
6.1 Mandatory Requirements
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6
.
2 Additional information required
7 THE QUANTITATIVE ASSESSMENT
It is considered that there might be a need for an iterative process between the Stage 1 and Stage
2 in that other things befit Stage 1 might only be apparent in Stage 2. This should be construed as
progressive elaboration of assessment and should be allowed to take place when a need to do so
arises.
7.1 Points Awarded for Tender Price (SP)
The lowest acceptable tendered price should be determined and will be used to calculate the
score for price. A maximum of 80 or 90 points will be allocated to the Tendered Price on the
following basis:
Where: SP = Score obtained by the Tenderer for Price;
Smax = Maximum score that could be obtained for this Contract;
Plowest = Lowest acceptable tender price;
Ptendered = Tendered price being considered.
NO. DESCRIPTION
(1) Valid original Tax Clearance Certificate;
(2) Signed Attendance Register for attending mandatory Briefing Meeting;
(3) Completed and signed Declaration of Interest Register;
(4) Completed and signed form of offer/pricing schedule;
(5) Letter of Good standing from the Workmen’s Compensation Commissioner or FEM
(6)
A documented nursery maintenance and management plan based on the CDC
provided scope of work need to reflect on the work Organization programme,
Resource plan, and the Methodology for executing the works
(7) Provide a list of relevant nursery project references of previous nursery
management and maintenance experience
(8) Signed Letter of Intent to enter into Joint Venture ;( where applicable).
(9) Authority of lead JV partner to sign documents (where applicable).
NO. DESCRIPTION
(1) BBBEE Certificate
)(max tenderedlowestP PPSS =
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7.2 Empowerment Scoring, SE
(a) Obtain Broad-based Black Economic Empowerment (B-BBEE) certificate which must
be submitted with tender. Entities issuing the certificates should be registered with
SANAS or IRBA.
(b) In case of JV or Consortium submissions a Consolidated B-BBEE Scorecard must be
submitted and it must be prepared for every separate tender.
7.3 Total Tender Adjudication Points
The total tender adjudication points (S), is given by:
S = SP + SE (Not to Exceed 100 Points)
8 GUIDELINES WHEN FUNCTIONALITY IS INCLUDED AS A CRITERION IN THE
EVALUATION OF BIDS
Functionality – means the measurement according to predetermined norms of a service or
commodity designed to be practical and useful, working or operating, taking into account quality,
reliability, viability and durability of a service or commodity.
The evaluation of bids must be conducted in the following two stages:
(a) Firstly, the assessment of functionality must be done in terms of the evaluation criteria and
the minimum threshold to be determined. A bid must be disqualified if it fails to meet the
minimum threshold for functionality as per the bid invitation.
(b) Thereafter, only the qualifying bids are evaluated in terms of the 80/20 or 90/10 preference
points systems, where the 80 or 90 points must be used for price only and the 20 or 10 points
are used for empowerment scoring and/or for achieving the prescribed RDP Goals.
9 DISQUALIFIERS DURING EVALUATION STAGE
The following disqualifiers will be used:
(a) Bidder that sought to influence the adjudication process;
(b) Collusion among bidders;
(c) Misrepresentation of information;
(d) Any service provider or its principals (or both) who have engaged in corrupt and fraudulent
practices, not only with the CDC but anywhere else;
(e) Bidder who has a pending liquidation, in receivership, bankrupt/insolvent (actually and
commercially)
(f) Tendered price unrealistically low and posing commercial risks to the client;
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(g) Poor past performance (the focus is on gross poor performance and a clear trend of poor
performance needs to be established).
10 DOCUMENTATION TO BE SUBMITTED IN SUPPORT OF TENDER
(a) The CDC shall require all potential Consultants, SP’s and CONTR’s to submit at tender
stage, a valid certified copy of a Verification Certificate. The Verification Certificate which
indicates the entity’s BEE status must be issued by SANAS Accredited Verification Agency
or IRBA registered Auditors. Similarly, small entities i.e. Exempted Small Micro Enterprises
(ESME’s) will have to submit Exemption Certificates issued by an Accredited Verification
Agency or IRBA registered Auditor’s certificate or similar certificate issued by Accounting
Officers.
(b) The common legislative requirements that are specified by the CDC are CIDB Grading and
valid original Tax Clearance Certificate (TCC).
(c) Tenderers shall submit the Draft Joint Venture Agreement when required to do so.
(d) Tenderers shall deliver to the Employer a works programme clearly specifying the
participation of targeted enterprises per activity.
(e) Failure by the Tenderer to complete and deliver the information schedules in the form and
within the time specified as agreed by the CDC or its agents/officers, etc., may render the
tender non-responsive and lead to its rejection.
11 VALIDITY OF PREFERENTIAL REGISTRATION AFFIDAVIT
(a) Should a Tenderer either claim or engage an enterprise whose actual black equity and/or
staff composition differs from the actual black equity and/or staff composition for which
credits have been claimed whether incorrectly and/or fraudulently on any tender, such
Tenderer shall immediately be disqualified.
(b) Any Contract awarded on account of false information furnished by the Tenderer in order to
secure preference may be cancelled at the sole discretion of the CDC without prejudice to
any other remedies the CDC may have.
(c) Should the Tenderer be found to have acted fraudulently and/or dishonestly, he/she will be
disqualified from all future tenders for a minimum period of thirty six (36) months, or as
otherwise decided by the CDC.
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(d) It is primarily the responsibility of the Tenderer to understand the relevant criteria, definitions
and interpretations associated with a specific preference group before claiming credits for
the engagement of such preference group.
12 PROOF OF CONTRACTUAL ARRANGEMENT
12.1 The Contractor shall submit to the CDC a list of sub-contractors to perform works, services
or supply of goods entered into between the Prime Contractor or Joint Venture at Prime
Contract Level and the sub-contracted preference groups. The CDC may deny the
Contractor credits towards the attainment of his preference group participation percentage in
the absence of a written sub-contract and/or the failure by the Contractor to submit a copy
thereof to the CDC.
12.2 A Joint Venture or Consortium shall submit to the CDC a certified copy of the Joint Venture /
Consortium Agreement, if the Joint Venture/Consortium involves preference groups for
which participation credits are applied. The Contractor shall not impose upon preference
groups unfair conditions of contract. Preference participation credits claimed may be denied
if such contracts contain:
(a) A right of set-off, session and assignment as well as surety in favour of the employing
contractor;
(b) Authoritarian rights given to the employing contractor with no recourse to independent
adjudication in the event of a dispute arising;
(c) Payment procedures based on a pay-when-paid system;
(d) Unreasonable retention percentages and periods of retention after completion;
(e) Conditions which are more onerous than those which exist in the Contract with the
CDC.
12.3 Groups for which preference credits are applied for shall participate meaningfully during the
Performance of the Works and shall be responsible for clearly defined portions of the works
to be performed or services to be provided with its own work force and using its own
resources or resources hired by it independent of the employing contractor or non-
preference partners in a joint venture.
13 OUTSOURCING OF WORKS
13.1 The Prime Contractor/Service Provider shall execute works in accordance with tender
commitment and may not outsource works without due approval of the CDC Project
Manager.
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13.2 An entity must not be awarded points for B-BBEE status level if it is indicated in the tender
documents that such a tenderer intends sub-contracting more than 25% of the value of the
contract to any other enterprise that does not qualify for at least the points that such
tenderer qualifies for, unless the intended sub-contractor is an exempted micro enterprise
that has the capacity and ability to execute the sub-contract.
13.3 An entity awarded a contract may not sub-contract more than 25% of the value of the
contract to any other enterprise that does not have an equal or higher B-BBEE status level
than the person concerned, unless the contract is sub-contracted to an exempted micro
enterprise that has the capacity and ability to execute the sub-contract.
14 COMPLIANCE WITH LEGISLATION
Submissions from entities which do not meet the specified legislative requirements or proof of
suitable arrangements being made with the relevant authorities at the time of tendering will be
rendered non-responsive by the CDC. The common legislative requirements that are specified by
the CDC are CIDB Grading and valid original Tax Clearance Certificate (TCC).
In cases of Joint Ventures or Consortia, all the JV partners must have valid original TCC by the
time they make a submission. If one of the JV partners has not submitted a valid original TCC, the
entire JV or Consortium shall be regarded as being non-responsive. Sub-contractors must also
comply with Tax Clearance Certificate (TCC) requirements.
15 SUBSTITUTION OF PREFERENTIAL GROUP DURING CONTRACT PERIOD
15.1 Conditions during the Performance of the Works may necessitate terminating the
participation of a Preferential Group. This termination must, however, be authorised by the
designated CDC Project Manager. Key indicators for such justification include, but are not
limited to the following:
(a) Continuous poor productivity and progress by the Preferential Group;
(b) Continuous non-conformance to quality standards by the Preferential Group
15.2 Each case shall be investigated and a formal written report prepared by the Procurement
Office in consultation with the Project Manager (PM).
16 RECORDING AND REPORTING BY THE CONTRACTOR
The CDC Project Manager shall monitor and ensure that SMME and LEP commitments are
achieved during the duration of the contract, the contractor shall report on monthly basis the
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achievements thereof to the consultants and CDC Project Manager. The CDC Project Manager
shall take all necessary actions during the Performance of the Works to bring to the attention of the
Contractor when progress in the attainment of the tendered goal percentage(s) is lacking.
Supply Chain Manager Andile Ntloko …………………………………………….. …………………………………………………... Signature Supply Chain Manager Date of approval