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1 Expression of Interest: DRIVER TRAINING PROGRAMME Contract N o CDC/695/13 OCTOBER 2013 PDF processed with CutePDF evaluation edition

2 DOCUMENT INFORMATION SHEET Title of Document : Expression of Interest: Driver Training Programme Type of Document : Expression of Interest Document Number : HCS_ PM Prepared by : Alf Settle Typed by : Kumesh Lingham Business Unit : Human Capital Solutions (HCS) Prepared for : Respondents Date of Issue : October 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.

3 Supply Chain Unit ISO 9001:2008 Clause Purchasing Process 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: Name: Name: Name: 2/10/2013 Kumesh Lingham Alf Settle Zuko Mapoma Signature: Signature: Signature: Distribution: Respondents REVISION CHART REVISION 1 Name: Name: Name: Date: Signature: Signature: Signature: REVISION 2 Name: Name: Name: Date: Signature: Signature: Signature: REVISION 3 Name: Name: Name: Date: Signature: Signature: Signature: This document, and the information or advice which it contains, is provided by the Corporate Services Business Unit solely for the use by the Coega Development Corporation (Pty) Ltd. and for reliance by its Executive Management and the Board in performance of that Business Unit s duties.

4 Supply Chain Unit ISO 9001:2008 Clause Purchasing Process RESPONDENT S INFORMATION SHEET This form MUST be filled in by all respondents to this EOI and included as the second page of the Proposal, i.e. after the cover page. Contract No. Description of Contract CDC/695/13 DRIVER TRAINING PROGRAMME Name of Organisation Physical Address Postal Address Contact Name Telephone Number Fax Number Cell Number Address ECM/CS/HR/EOI CDC/695/13 (i) Rev 0 02/10/13

5 Supply Chain Unit ISO 9001:2008 Clause Purchasing Process TABLE OF CONTENTS 1. BACKGROUND INVITATION, SCOPE OF WORK AND CRITERIA FOR ASSESSMENT TERMS AND CONDITIONS DISQUALIFICATIONS... 5 ANNEXURES A B C D E FORM A3 COMPULSORY DECLARATION OF INTEREST SUPPLIER INFORMATION SHEET CERTIFICATE OF INDEPENDENT BID DETERMINATION AFFIDAVIT: VEHICLE ASSET OF BUSINESS EVALUATION AND SCORING OF TENDER OFFERS Please note that Annexures A, B, C and D are returnable documents ECM/CS/HR/EOI CDC/695/13 (ii) Rev 0 02/10/13

6 Supply Chain Unit ISO 9001:2008 Clause Purchasing Process EXPRESSION OF INTEREST CONTRACT NO CDC/695/13 DRIVER TRAINING PROGRAMME 1. BACKGROUND In 2008 the CDC introduced the drivers outreach programme which is aimed at affording the unemployed graduates who are not part of the CDC Internship Programme an opportunity to improve their employability. The target group is graduates from the Built Environment, Law and Internal audit. This criterion is based on the inherent job requirements in those fields in which possession of a valid drivers license becomes the deciding factor whether a young graduate secures employment or not. Similarly all the CDC Interns receive the opportunity to train and test for the Driver s License. All Driver Training was outsourced to Service Providers. In 2008/9 98 unemployed graduates were recruited for the programme. In 2009/10 the programme enrolled 103 unemployed graduates. The challenges encountered for 2009/10 has been that the programme has been extended beyond the Nelson Mandela Metropolitan Municipality and was spread to the Mthatha Region targeting the towns that have institutions of higher learning. In the 2010/11 the programme continued as it was believed that it did touch lives and the feedback received from the participants was encouraging. The programme up until this stage was still outsourced to Service Providers. In 2012/2013, the training was insourced. The Code 8 Driver Training Programme acquired Driving Simulators and vehicles, and assists the following persons: Unemployed Youth Persons with Disabilities Unemployed Military Veterans Unemployed Graduates Domestic Workers One of the aims of the programme is to reach more communities within the Eastern Cape Province to take the training to the people. The mobile simulator enables training in remote areas, thereby making a positive impact on more candidates. By outsourcing the practical phase of training and testing of the candidate, a bigger impact is made on more ECM/CS/HR/EOI CDC/695/13 1/14 Rev 0 02/10/13

7 Supply Chain Unit ISO 9001:2008 Clause Purchasing Process candidates who do not have the extra funds to travel to a CDC Driver Training site for the period of training up to the test date. Driving Instructors will be invited to submit an Expression of Interest to participate in the Driver Training Programme. Candidates will be allocated to Driving Schools within close proximity of the candidate s residence. The candidate will train on the simulator and pass the simulator assessments before being allocated to a Service Provider. 2. INVITATION, SCOPE OF WORK AND CRITERIA FOR ASSESSMENT 2.1 Invitation The CDC is inviting Interested Parties who are interested in forming partnerships with CDC within Eastern Cape Province and its borders to submit an Expression of Interest (EOI) for the rendering of Code 8 driver training services for its Driver Training Programme. The scope of services and criteria for assessment is set out in the EOI document. CONDITIONS (a) Company Profile required (b) Provide proof of registered business (sole trader, cc, company) (c) Provide proof of Instructor s registration with the Department of Transport or a receipt as proof of application (d) Proof of the Roadworthy Certificate of the training vehicle Expression of Interest documents shall be collected at no charge from the CDC s Main Office, Coega Business Centre, Cnr Alcyon Rd and Zibuko Street, Zone 1, Coega IDZ, Port Elizabeth and 2 nd Floor, Liberty Life Quarry View Building, Cnr Pearce and Quartzite Drive, Berea, East London from Monday, 14 October 2013 and shall be available to be downloaded from the CDC website, One original of the completed Expression of Interest document shall be placed in a sealed envelope clearly marked: CDC/695/13 EXPRESSION OF INTEREST: Driver Training Programme. The closing date and time for the receipt of completed bids is 12H00 on Friday 25 October 2013 at the reception desk of the CDC main office Coega Business Centre, Cnr Alcyon Rd and Zibuko Street, Zone 1, Coega IDZ, Port Elizabeth or 2 nd Floor, Liberty Life Quarry View Building, Cnr Pearce Street and Quartzite Drive, Berea, East London. Late proposals will not be considered. ECM/CS/HR/EOI CDC/695/13 2/14 Rev 0 02/10/13

8 Supply Chain Unit ISO 9001:2008 Clause Purchasing Process Briefing Meetings will be held as follows: AREA DATE TIME VENUE Port Elizabeth 15 October h00 Enkundleni Board Room, Coega Business Centre, Cnr Alcyon Rd & Zibuko Str, Zone 1, Coega IDZ, PE East London 16 October h00 Stirling Primary School, 25 Epsom Road, East London Queenstown 17 October h00 Ikhala FET College, Zone D, Gwadana Drive, Ezibeleni Campus Mthatha 18 October h00 Savoy Hotel Conference Centre, Mthatha Failure to provide any mandatory information required in this Expression of Interest will result in the submissions being deemed null and void and shall be considered nonresponsive. Respondents must include a valid and original SARS Tax Compliance Certificate in their submissions in order to be considered. Telegraphic, telexed, facsimiled or submissions will not be accepted. 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 Expression of Interest will be permitted. All enquiries regarding this bid must be in writing only, and must be directed to: Andile Ntloko, Supply Chain Manager, The CDC reserves the right not to accept any person/s who do not comply to the set criteria. 2.2 Scope of Work The CDC requires the Driving School to adhere to the Driver Training Programme Administrative Policy for Training and Submission of Invoices and to provide a specific service. The following is required: (a) (b) (c) (d) Provide suitable Code 8 driving lessons for the candidate to pass their Driver s Licence Test Provide the vehicle for candidates test Complete the Enrolment Form/Attendance Register together with the candidate Complete the Candidate Progress Report ECM/CS/HR/EOI CDC/695/13 3/14 Rev 0 02/10/13

9 Supply Chain Unit ISO 9001:2008 Clause Purchasing Process (e) (f) Complete the Evaluation Form for Practical Training Submit invoices per candidate, together with completed supporting documents i.e. Enrolment Form/Attendance Register; Candidate Progress Report; Evaluation Form for Practical Training; and a copy of the Temporary Licence issued. 2.3 Responsiveness Assessment Failure to submit any or all the documents listed in this item will render the Respondent non-responsive, therefore the Respondent will not proceed to the next stage of assessment. Mandatory information and/or documentation to be submitted (a) Original and valid SARS Tax Clearance Certificate; (b) Completed and signed Declaration of Interest Register; (c) Provide proof of registered business (sole trader, cc or company); (d) Provide proof of instructor s registration with the Department of Transport or a receipt as proof of application; (e) Provide proof that the training vehicle is an asset of the business (completed affidavit); (f) Provide proof that the training vehicle is less than 5 years old (copy of vehicle registration document); (g) Provide proof of current bank account; and (h) Proof of the Roadworthy Certificate of the training vehicle Additional information and/or documentation to be submitted (a) BEE Certificate / Letter from Accountant or Auditor; (b) Certificate of Independent Bid Determination; (c) Provide proof of current bank account. 3. TERMS AND CONDITIONS (a) The conditions of engagement will be as set out in the Service Level Agreement. The Preferred Service Providers will be appointed from date of appointment to 31 March 2014, renewable by a further 12 months subject to the terms and conditions of the Service Level Agreement. (b) The Expression of Interest document must be received by the CDC no later than 12H00 on Friday 25 October 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 ECM/CS/HR/EOI CDC/695/13 4/14 Rev 0 02/10/13

10 Supply Chain Unit ISO 9001:2008 Clause Purchasing Process Respondents will become the property of the CDC and will not be returned to the Respondents. (c) (d) (e) Submission of an Expression of Interest by a Respondent, and all the subsequent opening, evaluation and adjudication processed, do not represent a commitment on the part of the CDC to proceed further with that or with any Respondent. The CDC will not accept any responsibility for costs incurred by Respondents in preparing and submitting Expressions of Interest. The CDC reserves the right:- (i) (ii) Not to accept some or all in the event it deems the Expression of Interest not appropriate in which case declare the request closed. To engage in processes to validate all claims made in the Expression of Interest. (f) (g) (h) The Respondent shall comply fully with the Requirements of this Expression of Interest. The Respondent shall treat as confidential all documentation, reports and drawings which are prepared pursuant to this Expression of Interest. If any outside party should request information, the Respondent shall report the request in writing to the CDC. The Respondent must not appear on National Treasury s Database of blacklisted entities. 4. DISQUALIFICATIONS The following criteria will be used to determine whether a respondent shall be disqualified:- (a) (b) (c) (d) (e) (f) Joint Ventures will not be considered Driving Schools are to submit their independent Expression of Interest. A respondent that sought to influence the Expression of Interest process; Misrepresentation of information; Any respondent or its principals (or both) who have engaged in corrupt and fraudulent practices, not only with the CDC but anywhere else; Any respondent who has a pending liquidation, bankrupt/insolvent (actually and commercially); and History of consistent poor performance. ECM/CS/HR/EOI CDC/695/13 5/14 Rev 0 02/10/13

11 Supply Chain Unit ISO 9001:2008 Clause Purchasing Process ANNEXURE A FORM A3: COMPULSORY DECLARATION OF INTEREST The following particulars must be furnished. In the case of a joint venture, separate enterprise questionnaires in respect of each partner 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 Name* Identity number* Personal income tax number* * Complete only if sole proprietor or partnership and attach separate page if more than 3 partners 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 Indicate by marking the relevant boxes with a cross, if any sole proprietor, partner in a partnership or director, manager, principal 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: An Association is defined as: a business or personal relationship between a group of people or organizations joined together a purpose. If any of the above boxes are marked, disclose the following: Name of sole proprietor, Name of the CDC member of staff or Type of relationship partner, director, manager, principal shareholder or stakeholder Board (tick appropriate column) Family Friend *insert separate page if necessary ECM/CS/HR/EOI CDC/695/13 6/14 02/10/2013

12 Supply Chain Unit ISO 9001:2008 Clause Purchasing Process FORM A3: COMPULSORY DECLARATION OF INTEREST (continued) ANNEXURE A 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 EOI offers and have no other relationship with any of the bidders 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 Enterprise name ECM/CS/HR/EOI CDC/695/13 7/14 02/10/2013

13 Supply Chain Unit ISO 9001:2008 Clause Purchasing Process SUPPLIER INFORMATION SHEET ANNEXURE B Name of Organization:.. Address: Names of Directors / Partners: Bank Details Bankers:... Branch Name:... Branch Code: Account No:.. Accounts Contact Person: Name:.. Telephone No: Address:.. I in my capacity as (Director / Accountant / Manager) of....declare that all the information given above is true and correct... Signed Company Stamp.. Witness Bank Stamp (if no cancelled cheque provided) ECM/CS/HR/EOI CDC/695/13 8/14 02/10/2013

14 Supply Chain Unit ISO 9001:2008 Clause Purchasing Process CERTIFICATE OF INDEPENDENT BID DETERMINATION ANNEXURE C SBD 9 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. ECM/CS/HR/EOI CDC/695/13 9/14 02/10/2013

15 Supply Chain Unit ISO 9001:2008 Clause Purchasing Process SBD 9 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: I certify, on behalf of: that: (Name of Bidder) 1. I have read and I understand the contents of this Certificate; 2. I understand that the accompanying bid will be disqualified if this Certificate is found not to be true and complete in every respect; 3. I am authorized by the bidder to sign this Certificate, and to submit the accompanying bid, on behalf of the bidder; 4. Each person whose signature appears on the accompanying bid has been authorized by the bidder to determine the terms of, and to sign the bid, on behalf of the bidder; 5. For the purposes of this Certificate and the accompanying bid, I understand that the word competitor shall include any individual or organization, other than the bidder, whether or not affiliated with the bidder, who: (a) (b) (c) has been requested to submit a bid in response to this bid invitation; could potentially submit a bid in response to this bid invitation, based on their qualifications, abilities or experience; and provides the same goods and services as the bidder and/or is in the same line of business as the bidder ECM/CS/HR/EOI CDC/695/13 10/14 02/10/2013

16 Supply Chain Unit ISO 9001:2008 Clause Purchasing Process SBD 9 6. The bidder has arrived at the accompanying bid independently from, and without consultation, communication, agreement or arrangement with any competitor. However communication between partners in a joint venture or consortium³ will not be construed as collusive bidding. 7. In particular, without limiting the generality of paragraphs 6 above, there has been no consultation, communication, agreement or arrangement with any competitor 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. ECM/CS/HR/EOI CDC/695/13 11/14 02/10/2013

17 Supply Chain Unit ISO 9001:2008 Clause Purchasing Process SBD 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 ECM/CS/HR/EOI CDC/695/13 12/14 02/10/2013

18 Supply Chain Unit ISO 9001:2008 Clause Purchasing Process ANNEXURE D AFFIDAVIT: VEHICLE IS AN ASSET OF THE BUSINESS I (FULL NAMES) ID NUMBER:. Do hereby confirm that the following vehicle/s is/are an asset/assets of the my Driving School Business: Vehicle Make Vehicle Model & Year Vehicle Registration NO. Vehicle Make Vehicle Model & Year Vehicle Registration NO. Vehicle Make Vehicle Model & Year Vehicle Registration NO. NAME OF OWNER SIGNATURE DATE COMMISSIONER OF OATHS SIGNATURE DATE AND STAMP ECM/CS/HR/EOI CDC/695/13 13/14 02/10/2013

19 Supply Chain Unit ISO 9001:2008 Clause Purchasing Process ANNEXURE E EVALUATION AND SCORING OF TENDER OFFERS ECM/CS/HR/EOI CDC/695/13 14/14 02/10/2013

20 EVALUATION AND SCORING OF TENDER OFFERS ON EMPOWERMENT OBJECTIVES AND PRICE Work Instruction N o TGP 07: 2013 REV JANUARY 2013

21 Procurement 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 Procedure for Management of Controlled Documents. Prepared by Reviewed by Approved by Name: Name: Name: Date: Luvuyo Matya Andile Ntloko Bongeka Jojo Signature: Signature: Signature: 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 i 17/01/2013

22 Procurement TABLE OF CONTENTS ACRONYMS INTRODUCTION APPLICABLE DOCUMENTATION DEFINITIONS AND INTERPRETATIONS TENDER ADJUDICATION POINTS DETERMINATION OF RESPONSIVENESS OF BIDDERS THE QUANTITIATIVE ASSESSMENT GUIDELINES WHEN FUNCTIONALITY IS USED IN THE EVALAUTION PROCESS DISQUALIFIERS DURING EVALUATION STAGE DOCUMENTATION TO BE SUBMITTED IN SUPPORT OF TENDER VALIDITY OF PREFERENTIAL REGISTRATION AFFIDAVIT PROOF OF CONTRACTUAL ARRANGEMENT OUTSOURCING OF WORKS COMPLIANCE WITH LEGISLATION SUBSTITUTION OF PREFERENTIAL GROUP DURING CONTRACT PERIOD RECORDING AND REPORTING BY THE CONTRACTOR CDC-OP-FOM ii 17/01/2013

23 Procurement 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 1 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. 2 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). CDC-OP-FOM Page 1 of 14 17/01/2013

24 Procurement 3 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 (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. CDC-OP-FOM Page 2 of 14 17/01/2013

25 Procurement (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. CDC-OP-FOM Page 3 of 14 17/01/2013

26 Procurement (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. CDC-OP-FOM Page 4 of 14 17/01/2013

27 Procurement (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. 4 TENDER ADJUDICATION POINTS 4.1 Points Awarded for Empowerment Objectives The points system for Service Providers (and Contractors) will be structured in the following way: SCORING CRITERIA WEIGHTING FOR 80:20 WEIGHTING FOR 90:10 COMMENTS Price Empowerment Objective B-BBEE Certificate is required Total points The 80:20 weighting 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 allocation of tender adjudication points for Contracts shall be as follows: CDC-OP-FOM Page 5 of 14 17/01/2013

28 Procurement Area of Adjudication Maximum Points Maximum Points Tendered Price (S P ) Empowerment Objectives (S E ) Total Points (S) 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. CONTRIBUTION LEVEL WEIGHTING FOR 80:20 WEIGHTING FOR 90:10 Level One Level Two 18 9 Level Three 16 8 Level Four 12 5 Level Five 8 4 CDC-OP-FOM Page 6 of 14 17/01/2013

29 Procurement CONTRIBUTION LEVEL WEIGHTING FOR 80:20 WEIGHTING FOR 90:10 Level Six 6 3 Level Seven 4 2 Level Eight 2 1 Non Compliant Contributor 0 0 Local Enterprise Participation (LEP Target) The LEP target is the value of work done by local enterprises, whether as prime contractor, subcontractor 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. 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. CDC-OP-FOM Page 7 of 14 17/01/2013

30 Procurement 5 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: 5.1 Mandatory Requirements NO. DESCRIPTION (1) Valid original Tax Clearance Certificate; (2) Minimum required CIDB Grading; (3) Signed certificate of attendance to the mandatory Briefing Meeting or copy of signing of Attendance Register; (4) Authority of lead partner to sign the documents; (5) Signed Form of Offer; (6) Signed Letter of Intent to enter into Joint Venture, Consortium or to subcontract (where applicable); (7) Complete Bill of Quantities filled in clearly legible and permanent ink; (8) Completed and signed Declaration of Interest Register. 5. (9) Proof of access to key personnel with relevant experience to execute the works; 5.2 Additional information required NO. DESCRIPTION (1) BBBEE Certificate (2) (3) (4) (5) (6) The main JV partner to carry out the highest percentage of the work, to have the relevant CIDB grading for that category of works in case of contractors, and to lead contract (where applicable); Proposed methodology covering and demonstrating coherence of the: (i) Work organization programme, (ii) Resource plan, and (iii) Methodology for executing the works. Access/ownership (availability) of plant & equipment (In case of hiring key plant, letter conforming the willingness of the hirer to hire equipment to the bidder); Record of previous projects which may be relevant in the evaluation of the bid and contact persons (if any); Supporting documents on project imperatives: (i) Plans for promoting and managing safety, health and environmental issues during execution of the project; (ii) Plans for monitoring and applying quality assurance principles in the execution of the project; CDC-OP-FOM Page 8 of 14 17/01/2013

31 Procurement (iii) Plans for addressing socio-economic issues (with specifics on numbers to be achieved) which include: (1) Maximisation of job opportunities (labour histograms); (2) Creation of opportunities and meaningful involvement of SMMEs; (3) Use of local material/local suppliers; and (4) Training of labour (non accredited). (5) Proof of office locality (e.g. municipal account, title deed, lease agreement etc.) 6. 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. 6.1 Points Awarded for Tender Price (S P ) 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: S = S P max ( P lowest P tendered ) Where: S P = Score obtained by the Tenderer for Price; S max = Maximum score that could be obtained for this Contract; P lowest = Lowest acceptable tender price; P tendered = Tendered price being considered. 6.2 Empowerment Scoring, S E (a) (b) 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. In case of JV or Consortium submissions a Consolidated B-BBEE Scorecard must be submitted and it must be prepared for every separate tender. CDC-OP-FOM Page 9 of 14 17/01/2013

32 Procurement 6.3 Total Tender Adjudication Points The total tender adjudication points (S), is given by: S = S P + S E (Not to Exceed 100 Points) 7 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: 7.1 Firstly, the assessment of functionality must be done in terms of the evaluation criteria and the minimum threshold be determined. A bid must be disqualified if it fails to meet the minimum threshold for functionality as per the bid invitation. 7.2 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. 8 DISQUALIFIERS DURING EVALUATION STAGE The following disqualifiers will be used: 8.1 Bidder that sought to influence the adjudication process; 8.2 Collusion among bidders; 8.3 Misrepresentation of information; 8.4 Any service provider or its principals (or both) who have engaged in corrupt and fraudulent practices, not only with the CDC but anywhere else; 8.5 Bidder who has a pending liquidation, in receivership, bankrupt/insolvent (actually and commercially) 8.6 Tendered price unrealistically low and posing commercial risks to the client; 8.7 Poor past performance (the focus is on gross poor performance and a clear trend of poor performance needs to be established). CDC-OP-FOM Page 10 of 14 17/01/2013

33 Procurement 9 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. 10 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. CDC-OP-FOM Page 11 of 14 17/01/2013

34 Procurement (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. 11 PROOF OF CONTRACTUAL ARRANGEMENT 11.1 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 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: (i) A right of set-off, session and assignment as well as surety in favour of the employing contractor; (ii) Authoritarian rights given to the employing contractor with no recourse to independent adjudication in the event of a dispute arising; (iii) Payment procedures based on a pay-when-paid system; (iv) Unreasonable retention percentages and periods of retention after completion; (v) Conditions which are more onerous than those which exist in the Contract with the CDC 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 nonpreference partners in a joint venture. 12 OUTSOURCING OF WORKS 12.1 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 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 CDC-OP-FOM Page 12 of 14 17/01/2013

35 Procurement 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 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. 13 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. 14 SUBSTITUTION OF PREFERENTIAL GROUP DURING CONTRACT PERIOD 13.1 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: (i) (ii) Continuous poor productivity and progress by the Preferential Group; Continuous non-conformance to quality standards by the Preferential Group 13.2 Each case shall be investigated and a formal written report prepared by the Procurement Office in consultation with the Project Manager (PM). 15 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 achievements thereof to the consultants and CDC Project Manager. The CDC Project Manager CDC-OP-FOM Page 13 of 14 17/01/2013

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