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REQUEST FOR QUOTATIONGOODS

QUOTATION DETAILS

QUOTATION NUMBER: AS/2011/RFQ/014/IT EQUIPMENT

CLOSE Date: 20 January 2012Time: 11:00

DESCRIPTION: AgriSETA requires the supply and delivery of IT equipment to their offices in Arcadia, Pretoria.

BRIEFING SESSION: Yes X NoSee division 1 on Special Conditions of Quotation and Contract that the respondent needs to take note of.

DETAILS OF RESPONDENT

Organisation/individual:Contact person:Date:Email address:Telephone Number:Cellular Number:Fax Number:

ORIGINAL COPY

PROCUREMENT PROCESS ADMINISTERED BY AGRISETA.

Quotation No: AS/2011/RFQ/014/IT EQUIPMENT AgriSETA Quotation Document

Glossary

GLOSSARY

AgriSETA Agricultural Sector Education and Training Authority

Award Conclusion of the procurement process and final notification to the effect to the

successful bidderB-BBEE Broad-based Black Economic Empowerment

in terms of the Broad-based Black Economic Empowerment Act, 2003 (Act No. 53 of 2003)

and the Codes of Good Practice issued thereunder by the Department of Trade and

IndustryBid Written offer in a prescribed or stipulated

form in response to an invitation by AgriSETA for the provision of goods, works or services

Contractor Organisation with whom AgriSETA will conclude a contract and potential service

level agreement subsequent to the final award of the contract based on this Request for Bid

DTI Department of Trade and Industry GCC General Conditions of Contract

IP Intellectual PropertyNIPP National Industrial Participation Programme

Original Bid Original document signed in ink, orCopy of original document signed in ink, orSubmitted Facsimile of original document

signed in inkSCM Supply Chain ManagementSLA Service Level Agreement


Content Page

DOCUMENTS IN THIS QUOTATION DOCUMENT PACK

Respondents are to ensure that they have received all pages (pp 45) of this document, which consist of the following sections:

SECTION ANote: Documents in this section are for information to/instruction of respondents and must not be returned with quotations.

Section A: Quote Submission Conditions and Instructions:

Section A: General Conditions of Contract (Available on the AgriSeta website at www.org.za)

Section A: Requirement and Costing

SECTION BNote: Documents in this section must be completed and returned or supplied with quotations.

Section B Part 1: Special Conditions of Quotation and Contract: Special conditions that the respondent needs to accept

Section B Part 2: Tax Clearance Certificate (The tax clearance certificate requirements page must not be returned with quotations)

Section B Part 3: Declaration of Interest

Section B Part 4: Declaration of bidder’s past SCM practices

Section B Part 5: Certificate of Independent Bid Determination

Section B Part 6.1: Preference Points Claim Form in terms of the Preferential Procurement Regulations 2001 (Purchases)

Section B Part 6.2: Preference Points Claim Form in terms of the Preferential Procurement Regulations 2001 (Promotion of Small Enterprises)

Section B Part 7: Invitation to Quote

Quotation No: AS/2011/RFQ/014/IT EQUIPMENTL AgriSETA Quotation Document

SECTION A

SECTION A


Section A Part 2: Quote Submission Conditions and Instructions

QUOTE SUBMISSION CONDITIONS AND INSTRUCTIONS

CONDITIONS AND INSTRUCTIONSTHAT RESPONDENTS NEED TO TAKE NOTE OF

1 FRAUD AND CORRUPTION

1.1 All providers are to take note of the implications of contravening the Prevention and Combating of Corrupt Activities Act, Act No 12 of 2004 and any other Act applicable.

2 RFQ TIMELINES

Activity Time Estimated Due DatesRegistration for Briefing Session 11h00 06 December 2011Compulsory Briefing Session 11h00 08 December 2011Final date for clarifying questions 11h00 15 December 2011Closing date 11h00 20 January 2012Tender evaluation N/A 23 – 24 January 2012Tender Award(s) N/A 25 January 2012

3 BRIEFING SESSION

3.1 A Service Provider briefing session will be held on the date stipulated in RFB timelines (Section 1, Paragraph 2 RFQ TIMELINES) in the offices of AgriSETA, 529 Belvedere Street, Arcadia, 0007. Service Providers must indicate their intention to attend this briefing session by the date stipulated in the RFB timelines (Section 1, Paragraph 2 RFQ TIMELINES) to the RFB contact person.

4 CLARIFICATIONS/ QUERIES

4.1 Any clarification required by a respondent regarding the meaning or interpretation of the Terms of Reference, or any other aspect concerning the quotation, is to be requested in writing (letter, facsimile or e-mail) from Annetjie Labuscagne by not later than 15 December 2011 at 10:00. A reply will be forwarded within three (3) working days. All questions and answers will be published on the AgriSETA website and e-mails to all prospective respondents after the above date. The quotation number should be mentioned in all correspondence. Telephonic requests for clarification will not be accepted. If appropriate, the clarifying information will be made available to all respondents by e-mail only.

5 SUBMITTING QUOTATIONS

1.1 One (1) original plus one (1) hard) of the quote, i.e. two documents be handed in/delivered to:

The Core Function ManagerAgriSETAAgriSETA House529 Belvedere StreetArcadia



5.1 NB: Respondents must indicate on the cover of each document whether it is the original or a copy.

5.2 Quotations should be submitted in a sealed envelope, marked with:

Quotation number (AS/2011/RFQ/014/IT EQUIPMENT) Closing date and time 20 January 2012 @11:00 The name and address of the respondent.

5.3 Documents submitted on time by respondents shall not be returned.

6 LATE SUBMISSIONS

6.1 Quotations received late shall not be considered. A quotation will be considered late if it arrived even one second after 11:00 or any time thereafter. The tender (bid) box shall be locked at exactly 11:00 and quotations arriving late will not be considered under any circumstances. Quotations received late shall be returned unopened to the respondent. Respondents are therefore strongly advised to ensure that quotations be despatched allowing enough time for any unforeseen events that may delay the delivery of the quotation.

6.2 Quotations sent to the AgriSETA via normal post or any other mechanism shall

be deemed to be received at the date and time of arrival at the AgriSETA premises (tender/bid box or reception). Quotations received at the physical address after the closing date and time of the quotation, shall therefore be deemed to be received late.

6.3 Bidders should, in preparing their bids, plan for delays related to the load shedding of electricity by ESKOM in order to submit bids on time. No late bids due to load shedding will be considered.

7 DIRECTIONS TO AGRISETA OFFICES FOR DELIVERY OF QUOTATIONS

7.1 Physical Address

The Core Function ManagerAgriSETAAgriSETA House529 Belvedere StreetArcadia0083



DIRECTIONS TO AGRISETA



8 NEGOTIATION

8.1 The AgriSETA have the right to enter into negotiation with one or more respondents regarding any terms and conditions, including price(s), of a proposed contract.

8.2 The AgriSETA shall not be obliged to accept the lowest of any quotation, offer or proposal.

8.3 All respondents will be informed whether they have been successful or not. A contract will only be deemed to be concluded when reduced to writing in a formal contract signed by the designated responsible person of both parties. The designated responsible person of the AgriSETA is Mr Jeremia Sello Madiba or his written authorised delegate.

8.4 Agriseta also reserves the right to enter into one contract with a respondent for all required functions or into more than one contract with different respondents for different functions.

8.5 Under no circumstances will negotiation with any bidders constitute an award or promise / undertaking to award the contract.

9 ACCESS TO INFORMATION

9.1 All respondents will be informed of the status of their submission once the procurement process has been completed.

9.2 Requests for information regarding the quotation process will be dealt with in line with the AgriSETA SCM Policy and relevant legislation.

10 REASONS FOR REJECTION

10.1 The AgriSETA shall reject a proposal for the award of a contract if the recommended respondent has committed a proven corrupt or fraudulent act in competing for the particular contract.

10.2 The AgriSETA may disregard the quotation of any respondent if that respondent, or any of its directors:

10.2.1 Have abused the SCM system of the AgriSETA.

10.2.2 Have committed proven fraud or any other improper conduct in relation to such system.

10.2.3 Have failed to perform on any previous contract and the proof exists.

10.3 Such actions shall be communicated to the National Treasury.



11 PAYMENTS 11.1 AgriSETA will pay the Contractor the fees set out in the final contract according

to the table of deliverables. No additional amounts will be payable by the AgriSETA to the Contractor.

11.1.1 The invoice must be accompanied by supporting source document(s) containing

detailed information, as AgriSETA may reasonably require. 11.1.2 No payment will be made to the Contractor unless an original tax invoice

complying with section 20 of the VAT Act No 89 of 1991, as amended, has been submitted to the AgriSETA.

11.1.3 Payment shall be made by bank transfer into the Contractor’s back account normally 30 days after receipt of an acceptable, original, valid tax invoice. Money will only be transferred into a South African bank account. (Banking details must be submitted as soon as the bid is awarded).

11.2 The Contractor shall be responsible for accounting to the appropriate authorities for its income tax, VAT or other moneys required to be paid in terms of the applicable law.

12 CANCELLATION OF PROCUREMENT PROCESS

12.1 This procurement process can be postponed or cancelled at any stage provided that such cancellation or postponement takes placed prior to entering into a contract with a specific service provider to which the quote related.


Section A Part 3: General Conditions of Contract

GENERAL CONDITIONS OF CONTRACT

1 The General Conditions of Contract are available on the AgriSETA Website or on request.

http://www.agriseta.co.za/downloads/tender/General_Conditions_of_Contract_July_2010.pdf




Section A Part 4: Requirement and Costing

REQUIREMENT AND COSTING

1. BACKGROUND TO AGRISETA

The Agricultural Sector Education and Training Authority (AgriSETA) is a statutory body established through the Skills Development Act of 1998 to enable its stakeholders to advance the skills levels in the sector in accordance to government’s growth initiatives. Additional information can be obtained from the following website: www.agriseta.co.za.

AgriSETA requires the supply and delivery of the following IT equipment:

1.1 SERVER EQUIPMENT / HARDWARE

1.2 SERVER EQUIPMENT / HARDWARE

a. Server Hard Drives

Model Description Quantity Price per unit (excl VAT)

VAT Price per unit (incl VAT)

HP DL380 G5

File Server – 3 Hard drives requiredHP Product : 507610-B21HP 500GB 6G SAS 7.2K rpm SFF (2.5-inch) Dual Port

3

Guarantee:HPDL380 G5

Mail Server – 3 Hard drives requiredHP Product : 507610-B21HP 500GB 6G SAS 7.2K rpm SFF (2.5-inch) Dual Port

3

Guarantee:

http://www.agriseta.co.za/



b. Network Attached Storage (NAS)



Seagate NAS 220

Seagate ST340005LSD10G-RKBlack Armor NAS 220 GBLAN – 4TB Dual Drive

1

Guarantee:

1.3 NETWORK EQUIPMENT / HARDWARE

a. Gigabit Switch for Servers



TrendNet TEG-S24G Trendnet 24-Port Gigabit GREENnet Switch

1

Guarantee:



b. Backup LTO 5 with Tapes



HP LTO 5 Ultrium 3000 External

External Tape Drive (EH58A) 1

Guarantee:LTO 5 Backup Tapes

Backup Tapes LTO 5 30

Guarantee:Tape Drive Adapter Card

HP Smart Array P212/ZM Ext PCle x 8 SAS Controller (462828-B21)

1

Guarantee:

1.4 SOFTWARE

a. Windows Licensing



Microsoft CAL

Client Access Licences for Microsoft Exchange : Enterprise 30

Microsoft CAL

Client Access Licenses for Microsoft Server 2008 30



b. Anti-Virus



MicrosoftForefront

Microsoft Forefront Protection for Exchange Server 2010

1

Microsoft Forefront

Microsoft Forefront Protection for Exchange Server 2010 : Client Access Licence

70

Trend Enterprise Protection for Endpoints

Licence Renewal for 40 Users.40

Trend Enterprise Protection for Endpoints

New Licences for 30 Users30

1.5 END-USER EQUIPMENT / HARDWARE

a. Ram



HP RAM (PX977AA)

HP 2-GB PC2-5300(DDR2 667-MHz)DIMM (PX977AA)

22



b. Laptop Computers



HP Probook 6360b(LG634EA)

HP ProBook 6360b Notebook PC (LG634EA). Standard specs: i5 CPU and 4GB RAM.

5

Guarantee:HP 4GB RAM (AT913AA)

HP 4-GB PC3-10600 (DDR3 1333 MHz)SODIMM (AT913AA)Additional 4GB RAM for above laptops, this will give a total of 8GB RAM

5

c. New Desktop Computers



HP Pro4000

HP Compaq 4000 Pro Small Form Factor PC (LX768EA) 3Guarantee:

HP Screen HP LE1901w 19” Wide LCD Monitor

3

Guarantee:HP Memory HP 4-GB PC3-10600 (DD3-1333

MHz) DIMM (VH638AA)3



d. Printer/Scanner



HP LaserJet M5035xs

HP LaserJet M5035xs Multi Function Printer (Q7831A) 2

GuaranteeService Level Agreement Period

e. Office Colour Printer



HP CE712A HP CE712A 10/100 Network Ready, A3 Colour LasetJet Printer with Auto Duplex Printing Unit

1

Guarantee:Service Level Agreement Period

f. Ceiling Projector(s)



Epson EB-95

Epson EB-95 Digital Projector with Wifi ModuleThis should include the installation, mounting to the ceiling, lock cables etc.

2

Guarantee:Service Level Agreement Period



g. Portable Projector



LG HX300G

LGP-HX300G LG HX300G Projector LED Projector.

1

Guarantee:

h. Desktop Printers



Samsung SCX-4623F

Samsung SCX-4623F Multi-function printer. USB cables to be included.

9

Guarantee:

2 QUOTATIONS

Quotations must state ALL terms and conditions as the AgriSETA will not request any further information regarding any unclear proposals.

3 DELIVERY

The items must be delivered on or before 15 February 2012. Please confirm delivery as stipulated above:

YES NO If no, please specify date:

Providers who cannot deliver as stipulated, might be regarded as non-responsive.


Section A Part 5: Evaluation Process/Criteria

ALL RESPONDENTS MUST TAKE NOTE OF THE EVALUATION PROCESS THAT WILL BE FOLLOWED

1 EVALUATION PROCESS

1.1 COMPLIANCE WITH MINIMUM REQUIREMENTS

1.1.1 All quotations duly lodged as specified in the Request for Quote will be examined to determine compliance with quotation requirements and conditions. Quotations with obvious deviations from the requirements/conditions will be eliminated from further consideration.

1.2 PRICE AND PREFERENCE POINTS

1.2.1 All remaining quotations will be evaluated as follows:

1.2.2 80 Marks will be awarded for price, with 20 marks being awarded for specific goals set out in the preference points claim form(s).

1.3 DETERMINATION OF SCORE FOR PRESENTATIONS

1.3.1 The AgriSETA will not call for presentations.

1.4 CALCULATIONS OF POINTS FOR PRICE

1.4.1 If appropriate, implied contract price adjustments will be made to the cost proposals of all remaining quotations.

1.4.2 The lowest acceptable quotation/proposal (adjusted or not), will obtain the maximum percentage allocated for price, taking into consideration the relative competitiveness of the proposed price. The other quotations/proposals with higher prices (adjusted or not), will proportionately obtain lower scores.

1.4.3 The price points scored out of 80 shall be calculated according to the following formula:

:The 80/20 preference point system (up to R1 000 000)

where

Ps = points scored for price of the bid/proposal under consideration

Pt = rand value of tender under consideration

Ph = Rand value of lowest acceptable tender

1.5 AWARDING OF POINTS FOR PREFERENCES/GOALS


Section A Part 5: Evaluation Process/Criteria

1.5.1 Points for any specific goals will be awarded according to the formula(e) indicated in the preference points claim form(s).

1.5.2 The goals to be promoted through this bid are:

PREFERENTIAL CRITERIA MAXIMUM TO BE AWARDED

Equity ownership by HDIs as per the preference form 10

Promotion of SMMEs as per the preference form 10

Maximum total 20

1.6 COMBINING PRICE AND PREFERENCE MARKS

1.6.1 The preference marks for each acceptable quotation will now be added to the price score for that quotation.

1.6.2 The Quotation Evaluation Committee may recommend that the contract be awarded to the respondent obtaining the highest aggregate mark as determined by 1.6.1 or to a lower scoring quotation on justifiable grounds.

1.7 ADJUDICATION OF QUOTE

1.7.1 The relevant award structure will consider the recommendations and make the final award. The successful respondent will usually be the service provider(s) scoring the highest number of points or it may be a lower scoring quotation on justifiable grounds or no award at all.


SECTION B

SECTION B


Section B Part 1: Special Conditions of Quotation and Contract

SPECIAL CONDITIONS THAT THE BIDDER NEEDS TO ACCEPT

SPECIAL CONDITIONS CONFIRMATIONYes No If no, indicate

deviation1 GENERAL

1.1 Respondents must indicate a confirmation response against each paragraph in this part of Section B by marking the YES box or by marking the NO box. The respondent must clearly state if a deviation from these special conditions are offered and the reason therefore. If an explanatory note is provided, the paragraph reference must be indicated in a supporting appendix to the quotation submission. . Answering questions or supplying detail by referring to other sections will not be accepted.

1.2 Should respondents fail to indicate agreement/compliance or otherwise, the AgriSETA will assume that the respondent is not in compliance or agreement with the statement(s) as specified in this quotation.

1.3 Quotes not completed in this manner may be considered incomplete and rejected.

2 QUOTE SUBMISSION CONDITIONS, INSTRUCTION AND EVALUATION PROCESS/CRITERIA

2.1 Quote submission conditions and instructions as well as the evaluation process/criteria have been noted.

3 GENERAL CONDITIONS OF CONTRACT

3.1 The General Conditions of Contract must be accepted. The General Conditions of Contract is available on the AgriSETA website or on request.

4 SPECIAL CONDITIONS OF QUOTE AND CONTRACT

4.1 The Special Conditions of Quote and Contract as per Section B Part 1 of this Request for Quotation must be accepted. Non-compliance may be deemed to be non-responsive.

5 ADDITIONAL INFORMATION REQUIREMENTS

5.1 During evaluation of the quotations, additional




deviationinformation may be requested in writing from respondents. Replies to such request must be submitted, within 3 (three) working days or as otherwise indicated. Failure to comply, may lead to your quotation being disregarded.

6 CONFIDENTIALITY

6.1 The quotation and all information in connection therewith shall be held in strict confidence by respondents and usage of such information shall be limited to the preparation of the quotation. Respondents shall undertake to limit the number of copies of this document.

6.2 All respondents are bound by a confidentially agreement preventing the unauthorised disclosure of any information regarding the AgriSETA or of its activities to any other organisation or individual. The respondents may not disclose any information, documentation or products to other clients without written approval of the accounting authority or the delegate.

6.3 “Confidential information” includes any information or knowledge whatsoever relating to the AgriSETA including but not limited to all information in whatever form (tangible or intangible), reports (whether generated by the AgriSETA or service providers to the AgriSETA), documentation, specifications, know-how, accounts and computer readable data relating or pertaining to the project or the AgriSETA.

7 NON-COMPLIANCE WITH DELIVERY TERMS

7.1 As soon as it becomes known to the contractor that he/she will not be able to deliver the goods within the delivery period and/or against the quoted price and/or as specified, the AgriSETA must be given immediate written notice to this effect. The AgriSETA reserves the right to implement remedies as provided for in the GCC.

8 WARRANTS

8.1 The Contractor warrants that it is able to conclude this Agreement to the satisfaction of the AgriSETA.

8.2 Although the contractor will be entitled to provide services to persons other than AgriSETA, the




deviationcontractor shall not without the prior written consent of AgriSETA, be involved in any manner whatsoever, directly or indirectly, in any business or venture which competes or conflicts with the obligations of the contractor to provide Services.

9 PARTIES NOT AFFECTED BY WAIVER OR BREACHES

9.1 The waiver (whether express or implied) by any Party of any breach of the terms or conditions of this contract by the other Party shall not prejudice any remedy of the waiving party in respect of any continuing or other breach of the terms an conditions hereof .

9.2 No favour, delay, relaxation or indulgence on the part of any Party in exercising any power or right conferred on such Party in terms of this contract shall operate as a waiver of such power or right nor shall any single or partial exercise of any such power or right under this agreement.

10 FORMAT OF SUBMISSIONS

10.1 Respondents must complete all the necessary quotation documents and undertakings required in this quotation document. Respondents are advised that their proposal should be concise, written in plain English and simply presented. Respondents are to set out their proposal in the format prescribed hereunder:

10.2 Part 1: Special conditions of quotation and contract

10.2.1 Respondents must complete and return only division 2 of the Special Conditions of Quotation and Contract.

10.3 Part 2: SARS Tax Clearance Certificate(s)

10.3.1 An original valid SARS Tax Clearance Certificate must accompany the proposal. In case of a consortium/ joint venture, or where sub-contractors are utilised, an original valid SARS Tax Clearance Certificate for each consortium/ joint venture member and/or sub-contractor (individual) must be submitted. The certificate requirements page should not be returned as part of the submission.




deviation10.4 Part 3: Additional Registration Certificates

10.4.1 A valid copy of Business (company) registration certificate must be submitted, if applicable.

10.4.2 Copy of company incorporation certificate(s) must be submitted, if applicable.

10.5 Part 4: Declaration of Interest

10.5.1 Each party to the quotation must complete and return the Declaration of Interest. Quotes submitted without a complete and signed Declaration of Interest may be deemed to be non-responsive.

10.6 Part 5: Declaration of respondent’s past Supply Chain Management practices

10.6.1 Each party to the quotation must complete and return “Declaration of bidder’s past Supply Chain Management practices”. Quotes submitted without a complete and signed Declaration of Interest may be deemed to be non-responsive.

10.7 Part 6: Certificate of Independent Bid Determination

10.7.1 Each party to the quotation must complete and sign the Certificate. Quotes submitted without a completed and signed Certificate of Independent Bid Determination may be deemed non-responsive

10.8 Part 7: BEE status

10.8.1 Respondents must provide, if available, external and independently provided certified BEE status details

10.9 Part 8: Preference Points Claim Form in terms of the Preferential Procurement Regulations 2001 (Purchases)

10.9.1 Respondents must complete and return the Preference Points Claim Form (Purchases).

10.9.2 For a consortium or joint venture:

Each member organisation wishing to claim points should complete a separate Preference Points Claim Form (Purchases).




deviation

In the case of a consortium/joint venture/subcontractor, item 9.8 of the Claim Form should only be completed once for the whole consortium/joint venture.

10.10 Part 9: Preference Points Claim Form in terms of the Preferential Procurement Regulations 2001 (Promotion of Small Enterprises)

10.10.1 Respondents must complete and return the Preference Points Claim Form (Promotion of Small Enterprises).

10.10.2 For a consortium or joint venture:

Each member organisation wishing to claim points should complete a separate Preference Points Claim Form (Promotion of Small Enterprises).

10.11 Part 10: Invitation to Quote

10.11.1 Respondents must complete, sign and return the full “Invitation to Quote” document.

10.12 Part 13: Pricing Schedule

10.12.1 A pricing schedule with one of the specified items omitted from the costing, may be considered non-responsive.

VAT: Value Added Tax must be included and shown separately.


Section B Part 2: Tax Clearance Certificate

TAX CLEARANCE CERTIFICATE REQUIREMENTS

It is a condition of bid (tender) that the taxes of the successful bidder must be in order, or that satisfactory arrangements have been made with South African revenue Services (SARS) to meet the bidder’s tax obligations.

1. In order to meet this requirement, bidders are required to complete in full the form TCC 001 “Application for a Tax Clearance Certificate” and submit it to any SARS branch office nationally. The Tax Clearance Certificate Requirements are also applicable to foreign bidders/ individuals who wish to submit bids.

2. SARS will then furnish the bidder with a Tax Clearance Certificate that will be valid for a period of 1 (one) year from date of approval.

3. The original Tax Clearance Certificate must be submitted together with the bid. Failure to submit the original and valid Tax Clearance Certificate will result in the invalidation of the bid. Certified copies of the Tax Clearance Certificate will not be acceptable.

4. In bids where Consortia / Joint ventures / Sub-contractors are involved, each party must submit a separate Tax Clearance Certificate.

5. Copies of the TCC 001 “Application for a Tax Clearance Certificate” form are available from any SARS branch office nationally or on the website www.sars.gov.za.

6. Applications for Tax Clearance Certificates may also be made via eFiling. In order to use this provision, taxpayers will need to register with SARS as eFilers through the website www.sars.gov.za.

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



DECLARATION OF INTEREST

1. Any legal person, including persons employed by the state¹, or persons having a kinship with persons employed by the state, including a blood relationship, may make an offer or offers in terms of this invitation to bid (includes a price quotation, advertised competitive bid, limited bid or proposal). In view of possible allegations of favouritism, should the resulting bid, or part thereof, be awarded to persons employed by the state, or to persons connected with or related to them, it is required that the bidder or his/her authorised representative declare his/her position in relation to the evaluating/adjudicating authority where-

- the bidder is employed by the state; and/or

- the legal person on whose behalf the bidding document is signed, has a relationship with persons/a person who are/is involved in the evaluation and or adjudication of the bid(s), or where it is known that such a relationship exists between the person or persons for or on whose behalf the declarant acts and persons who are involved with the evaluation and or adjudication of the bid.

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

2.1 Full Name of bidder or his or her representative: …………………………………………………………

2.2 Identity Number: ………………………………………………………………………………………………

2.3 Position occupied in the Company (director, trustee, shareholder²): ……………………………………

2.4 Company Registration Number: ………………………………………………………………………..…

2.5 Tax Reference Number: ………………………………………………………………………………….…

2.6 VAT Registration Number: ………………………………………………………………………………....

2.6.1 The names of all directors / trustees / shareholders / members, their individual identity numbers, tax reference numbers and, if applicable, employee / persal numbers must be indicated in paragraph 3 below.

---------------------------------------------------------------------------------------------------------------------------------------------------¹“State” means – (a) any national or provincial department, national or provincial public entity or constitutional institution within

the meaning of the Public Finance Management Act, 1999 (Act No. 1 of 1999);(b) any municipality or municipal entity;(c) provincial legislature;(d) national Assembly or the national Council of provinces; or(e) Parliament.

²”Shareholder” means a person who owns shares in the company and is actively involved in the management of the enterprise or business and exercises control over the enterprise.



2.7 Are you or any person connected with the bidder YES / NO presently employed by the state?

2.7.1 If so, furnish the following particulars:

Name of person / director / trustee / shareholder/ member: ……....………………………………Name of state institution at which you or the person connected to the bidder is employed : ..........………………………………

Position occupied in the state institution: ……......……………………………

Any other particulars:………………………………………………………………………………………………………………………………………………………………………………………………

2.7.2 If you are presently employed by the state, did you obtain YES / NOthe appropriate authority to undertake remunerative work outside employment in the public sector?

2.7.2.1 If yes, did you attached proof of such authority to the bid YES / NOdocument?

(Note: Failure to submit proof of such authority, whereapplicable, may result in the disqualification of the bid.

2.7.2.2 If no, furnish reasons for non-submission of such proof:

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

2.8 Did you or your spouse, or any of the company’s directors / YES / NOtrustees / shareholders / members or their spouses conduct business with the state in the previous twelve months?

2.8.1 If so, furnish particulars:…………………………………………………………………..………………………………………………………………….. …………………………………………………………………...

2.9 Do you, or any person connected with the bidder, have YES / NOany relationship (family, friend, other) with a person employed by the state and who may be involved with the evaluation and or adjudication of this bid?

2.9.1 If so, furnish particulars.……………………………………………………………...…………………………………………………………..….………………………………………………………………

2.10 Are you, or any person connected with the bidder, YES/NO



aware of any relationship (family, friend, other) between any other bidder and any person employed by the statewho may be involved with the evaluation and or adjudicationof this bid?

2.10.1 If so, furnish particulars.………………………………………………………………………………………………………………………………………………………………………………………………

2.11 Do you or any of the directors / trustees / shareholders / members YES/NOof the company have any interest in any other related companies whether or not they are bidding for this contract?

2.11.1 If so, furnish particulars:…………………………………………………………………………….…………………………………………………………………………….…………………………………………………………………………….

3 Full details of directors / trustees / members / shareholders.

Full Name Identity Number

Personal Tax Reference Number

State Employee Number / Persal Number

4 DECLARATION

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



CERTIFY THAT THE INFORMATION FURNISHED IN PARAGRAPHS 2 and 3 ABOVE IS CORRECT.

I ACCEPT THAT THE STATE MAY REJECT THE BID OR ACT AGAINST ME IN TERMS OF PARAGRAPH 23 OF THE GENERAL CONDITIONS OF CONTRACT SHOULD THIS DECLARATION PROVE TO BE FALSE.

………………………………….. ..…………………………………………… Signature Date

…………………………………. ………………………………………………Position Name of bidder


Section B Part 3: Declaration of Bidders Past SCM Practices

DECLARATION OF BIDDER'S PAST SUPPLY CHAIN MANAGEMENT PRACTICES

1 This declaration will be used by institutions to ensure that when goods and services are being procured, all reasonable steps are taken to combat the abuse of the supply chain management system.

2 The bid of any bidder may be disregarded if that bidder, or any of its directors have:

a. abused the AgriSETA’s supply chain management system;b. committed fraud or any other improper conduct in relation to such system; orc. failed to perform on any previous contract.

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

Item Question Yes No3.1 Is the bidder or any of its directors listed on the National Treasury’s

database as companies or persons prohibited from doing business with the public sector?(Companies or persons who are listed on this database were informed in writing of this restriction by the National Treasury after the audi alteram partem rule was applied).

Yeso

Noo

3.1.1 If so, furnish particulars:

3.2 Is the bidder or any of its directors listed on the Register for Tender Defaulters in terms of section 29 of the Prevention and Combating of Corrupt Activities Act (No 12 of 2004)?To access the Register enter the National Treasury’s website, www.treasury.gov.za click on the icon “Register for Tender Defaulters” or submit your written request for a hard copy of the Register to facsimile number 012-3265445.

Yeso

Noo


3.3 Was the bidder or any of its directors convicted by a court of law (including a court outside of the Republic of South Africa) for fraud or corruption during the past five years?

Yeso

Noo


3.4 Was any contract between the bidder and any organ of state terminated during the past five years on account of failure to perform on or comply with the contract?

Yeso

Noo


CERTIFICATION

I, THE UNDERSIGNED (FULL NAME) ………………………………………………………………………………………….CERTIFY THAT THE INFORMATION FURNISHED ON THIS DECLARATION FORM IS TRUE AND CORRECT.

I ACCEPT THAT, IN ADDITION TO CANCELLATION OF A CONTRACT, ACTION MAY BE TAKEN AGAINST ME SHOULD THIS DECLARATION PROVE TO BE FALSE.

Signature Date

Position Name of Bidder

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



CERTIFICATE OF INDEPENDENT BID DETERMINATION

I, the undersigned, in submitting the accompanying bid:

AS/2011/RFQ/014/IT EQUIPMENT(Bid Number and Description)

in response to the invitation for the bid made by:

AGRISETA(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:

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

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 consortium1 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:

prices; 1 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.



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

methods, factors or formulas used to calculate prices; the intention or decision to submit or not to submit, a bid; the submission of a bid which does not meet the specifications and

conditions of the bid; or 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.

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

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

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


Section B Part 6.1: Preference Points Claim Form (Purchases)

PREFERENCE POINTS CLAIM FORM IN TERMS OF THE PREFERENTIAL PROCUREMENT REGULATIONS, 2001

PURCHASES

This preference form must form part of all bids invited. It contains general information and serves as a claim form for Historically Disadvantaged Individual (HDI) preference points as well as a summary for preference points claimed for attainment of other specified goals.

NB: BEFORE COMPLETING THIS FORM, BIDDERS MUST STUDY THE GENERAL CONDITIONS, DEFINITIONS AND DIRECTIVES APPLICABLE IN RESPECT OF EQUITY OWNERSHIP BY HISTORICALLY DISADVANTAGED INDIVIDUALS (HDIs), AS PRESCRIBED IN THE PREFERENTIAL PROCUREMENT REGULATIONS, 2001

1 GENERAL CONDITIONS

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

1.1.1 The 80/20 system for requirements with a Rand value of up to R1 000 000

1.1.2 The 90/10 system for requirements with a Rand value above R1 000 000

1.2 The value of this bid is estimated to not exceed R1 000 000 and therefore the 80/20 system shall be applicable.

1.3 Preference points for this bid shall be awarded for:

1.3.1 Price

1.3.2 Specific contract participation goals, as specified in the attached forms.

1.3.3 The points for this bid are allocated as follows:

POINTS

Price/functionality 80

Specific contract participation goals 10

Historically Disadvantaged Individuals 10

Who had no franchise in national elections before the 1983 and 1993 Constitutions

7

Who is a female 2

Who has a disability 1

Other specific goals (goals of the RDP – plus local manufacture) 10

Promotion of small enterprise 10

Total points for price, functionality, HDI’s and other RDP goals must not exceed 100

Separate Preference Points Claim Forms will be used for the promotion of the specific goals for which points have been allocated above.

1.4 Failure on the part of a bidder to fill in and/or sign this form may be interpreted to mean that the preference points are not claimed.



1.5 The purchaser reserves the right to require of a bidder, either before a bid is adjudicated or at any time subsequently, to substantiate any claim in regard to preferences, in any manner required by the purchaser.

2 GENERAL DEFINITIONS

2.1 “Acceptable bid” means any bid, which in all respects, complies with the specifications and conditions of bid as set out in the bid document.

2.2 “Bid” means a written offer in a prescribed or stipulated form in response to an invitation by an organ of state for the provision of goods, works or services.

2.3 “Comparative price” means the price after the factors of a non-firm price and all unconditional discounts that can be utilised have been taken into consideration.

2.4 “Consortium or joint venture” means an association of persons for the purpose of combining their expertise, property, capital, efforts, skills and knowledge in an activity for the execution of a contract.

2.5 “Contract” means the agreement that results from the acceptance of a bid by an organ of state.

2.6 “Specific contract participation goals” means the goals as stipulated in the Preferential Procurement Regulations, 2001.

2.6.1 In addition to the abovementioned goals, the Regulations [12(1)] also make provision for organs of state to give particular consideration to procuring locally manufactured products.

2.7 “Control” means 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.

2.8 “Disability” means in respect of a person, a permanent impairment of a physical, intellectual, or sensory function, which results in restricted, or lack of, ability to perform an activity in the manner, or within the range, considered normal for a human being.

2.9 “Equity ownership” means the percentage ownership and control, exercised by individuals within an enterprise.

2.10 “Historically Disadvantaged Individuals (HDI’s)” means a South African citizen

(1) Who, due to the apartheid policy that had been in place, had no franchise in national elections prior to the introduction of the Constitution of the Republic of South Africa, 1983 (Act No 110 of 1983) or the Constitution of the Republic of South Africa, 1993 (Act No 200 of 1993) (“the interim Constitution”); and or

(2) Who is a female; and/or

(3) Who has a disability.

Provided that a person who obtained South African citizenship on or after the coming to effect of the Interim Constitution, is deemed not to be a HDI.

2.11 “Management” means an activity inclusive of control and performed on a daily basis, by any person who is a principal executive officer of the company, by whatever name that person may be designated, and whether or not that person is a director.

2.12 “Owned” means having all the customary elements of ownership, including the right of decision-making and sharing all the risks and profits commensurate with the degree of ownership interests as demonstrated by an examination of the substance, rather than the form of ownership arrangements.

2.13 “Person” includes reference to a juristic person.



2.14 “Rand value” means the total estimated value of a contract in Rand denomination that is calculated at the time of bid invitations and includes all applicable taxes and excise duties.

2.15 “Small, Medium and Micro Enterprises (SMMEs)” bears the same meaning assigned to this expression in the National Small Enterprise Act, 1996 (Act No 102 of 1996).

2.16 “Subcontracting” means the primary contractor’s assigning or leasing or making out work to, or employing another person to support such primary contractor in the execution or part of a project in terms of the contract.

2.17 “Trust” means the arrangement through which the property of one person is made over or bequeathed to a trustee to administer such property for the benefit of another person.

2.18 “Trustee” means any person, including the founder of a trust, to whom property is bequeathed in order for such property to be administered for the benefit of another person.

3 ESTABLISHMENT OF HDI EQUITY OWNERSHIP IN AN ENTERPRISE

3.1 Equity ownership shall be equated to the percentage of an enterprise which is owned by individual classified as HDIs, or in the case of a company, the percentage shares that are owned by individual classified as HDIs, who are actively involved in the management and daily business operations of the enterprise and exercise control over the enterprise, commensurate with their degree of ownership.

3.2 Where individuals are not actively involved in the management and daily business operations and do not exercise control over the enterprise commensurate with their degree of ownership, equity ownership may not be claimed.

4 ADJUDICATION USING A POINT SYSTEM

4.1 The bidder obtaining the highest number of points will be awarded the contract.

4.2 Preference points shall be calculated after prices have been brought to a comparative basis.

4.3 Points scored will be rounded off to 2 decimal places.

4.4 In the event of equal points scored, the bid will be awarded to the bidder scoring the highest number of points for specified goals.

5 POINTS AWARDED FOR PRICE

5.1 The 80/20 or 90/10 preference point systems

A maximum of 80 or 90 points is allocated for price on the following basis:

80/20 or 90/10

minmin180

PPPtPs or

minmin190

PPPtPs

Where

Ps = Points scored for price of bid under consideration

Pt = Rand value of bid under consideration

Pmin = Rand value of lowest acceptable bid

6 POINTS AWARDED FOR HISTORICALLY DISADVANTAGED INDIVUDUALS

6.1 In terms of Regulation 13(2) preference points for HDI’s are calculated on their percentage shareholding in a business, provided that they are actively involved in and exercise control over the enterprise. The following formula is prescribed in Regulation 13(5)(c).



100EPNOPxNEP

Where

NEP = Points awarded for equity ownership by an HDI

NOP = The maximum number of points awarded for equity ownership by an HDI in that specific category

EP = The percentage of equity ownership by an HDI within the enterprise or business, determined in accordance with the definition of HDI’s

6.2 Equity claims for a trust will only be allowed in respect of those persons who are both trustees and beneficiaries and who are actively involved in the management of the trust.

6.3 Documentation to substantiate the validity of the credentials of the trustees contemplated above must be submitted.

6.4 Listed companies and tertiary institutions do not qualify for HDI preference points.

6.5 A consortium or joint venture may, based on the percentage of the contract value managed or executed by their HDI-members, be entitled to preference points in respect of an HDI.

6.6 A person awarded a contract as a result of preference for contracting with, or providing equity ownership to an HDI, may not subcontract more than 25% of the value of the contract to a person who is not an HDI or does not qualify for the same number or more preference for equity ownership.

7 BID DECLARATION

7.1 Bidders who claim points in respect of equity ownership must complete the Bid Declaration at the end of this form



8 EQUITY OWNERSHIP CLAIMED IN TERMS OF PARAGRAPH 2.10 ABOVE. POINTS TO BE CALCULATED FROM INFORMATION FURNISHED IN PARAGRAPH 9.8

Ownership Percentage owned

Points claimed

8.1 Equity ownership by persons who had no franchise in the national elections %

8.2 Equity ownership by women %

8.3 Equity ownership by disabled persons* %

*If points are claimed for disabled persons, indicate nature of impairment (see paragraph 2.8 above)

9 DECLARATION WITH REGARD TO EQUITY

9.1 Name of firm:

9.2 VAT registration number:

9.3 Company registration number:

9.4 Type of firm

Partnership One person business/sole trader Close corporation Company (Pty) Limited

Tick applicable box

9.5 Describe principal business activities

9.6 Company classification

Manufacturer Supplier Professional service provider Other service providers, e.g. transporter,

etc.

Tick applicable box

9.7 Total number of years the firm has been in business? …………………………………………….



9.8 List all shareholders by Name, Position, Identity Number, Citizenship, HDI status and ownership, as relevant. Information to be used to calculate the points claimed in paragraph 8

Name Date/Position occupied in enterprise

ID number Date RSA citizenship obtained

*HDI Status *Non-HDI status

% of business/ enterprise

ownedNo franchise

prior to elections

Women Disabled

* Indicate Yes or No

9.9 Consortium/Joint Venture

9.9.1 In the event that preference points are claimed for HDI members by consortia/joint ventures, the following information must be furnished in order to be entitled to the points claimed in respect of the consortium/joint venture member:

Name of consortium/joint venture member

Fees to be earned by each consortium/joint venture member

Disbursements allocated to each consortium/joint venture member

Total of fees and disbursements allocated to each consortium/joint venture member

Percentage (%) of the contract value managed or executed by the consortium/joint venture member



9.10 I/We, the undersigned who warrants that he/she is duly authorised to do so on behalf of the firm certify that points claimed, based on the equity ownership, indicated in paragraph 8 of the foregoing certificate, qualifies the firm for the preference(s) shown and I/we acknowledge that:

9.10.1 The information furnished is true and correct.

9.10.2 The equity ownership claimed is in accordance with the General Conditions as indicated in paragraph 1 of this form.

9.10.3 In the event of a contract being awarded as a result of points claimed as shown in paragraph 8, the contractor may be required to furnish documentary proof to the satisfaction of the seller that the claims are correct.

9.10.4 If the claims are found to be incorrect, the seller may, in addition to any other remedy it may have:

Recover costs, losses or damages it has incurred or suffered as a result of that person’s conduct.

Cancel the contract and claim any damages which it has suffered as a result of having to make less favourable arrangements due to such cancellation.

Impose a financial penalty more severe than the theoretical financial preference associated with the claim which was made in the bid.

WITNESSES

1. …………………………………………

2. ………………………………………… DATE: …………………………………………

ADDRESS: ………………………………………

……………………………………………………..

……………………………………………………..

……………………………………………………..

…………………………………….SIGNATURE(S) OF BIDDER(S)


Section B Part 6.2: Preference Points Claim Form (Promotion of Small Enterprises)

PREFERENCE POINTS CLAIM FORM IN TERMS OF THE PREFERENTIAL PROCUREMENT REGULATIONS, 2001

PROMOTION OF SMALL ENTERPRISES

NB: BEFORE COMPLETING THIS FORM, BIDDERS MUST STUDY THE GENERAL CONDITIONS, DEFINITIONS AND DIRECTIONS SPECIFIED IN THE PREFERENCE POINTS CLAIM FORM (PURCHASES) IN TERMS OF THE PREFERENTIAL PROCUREMENT REGULATIONS, 2001

1. INTRODUCTION

1.1 In terms of regulation 17 of the Preferential Procurement Regulations pertaining to the Preferential Procurement Policy Framework Act, 2000 (Act No 5 of 2000), it is the Government’s intention to promote small businesses (now referred to as small enterprises) by using the preference point system as a mechanism to award points to bidders.

2. SPECIFIC GOAL

2.1 The specific goal is the promotion of small enterprises as defined in the National Small Enterprise Act, 1996 (Act No 102 of 1996) as amended by the National Small Business Amendment Act (Act 26 of 2003) and the National Small Business Amendment Act, (Act No 29 of 2004).

2.2 Bidders who wish to claim in respect of this goal must complete either paragraph 3 with regard to being a small enterprise and/or paragraph 4 with regard to the promotion of small enterprises.

2.3 The maximum preference points that can be claimed between paragraphs 3 and 4 are 10 points.

3. CLAIM WITH REGARD TO BEING A SMALL ENTERPRISE

3.1 Bidders who regard themselves as a micro, very small or medium enterprise (SMME) as defined by the National Small Enterprise Act, 1996 (Act No 102 of 1996) as amended by the National Small Business Amendment Act (Act 26 of 2003) and the National Small Business Amendment Act (Act 29 of 2004) may claim preference points.

3.2 Do you regard yourself as a SMME in terms of the Act? YES / NO

3.3 Should bidders wish to claim points for being a SMME, then bidders must complete the following table.

First select and tick in column (A) the relevant sector or sub-sector you are operating in. Within the chosen sector, select and tick the relevant block in columns (B), (C) and (D) indicating your organisation’s position pertaining to employees (B), turnover (C) and asset value (D).

See the example in 3.4 below:



Annex 1: Schedule National Small Enterprise Act

Sector or sub-sector in

accordance with the Standard

Industrial Classification

A Size or class Total full time equivalent of

paid employees

B Total annual turnover

C Total gross asset value

(fixed property excluded)

D

Less than Less thanAgriculture Medium 100 R5.00 m R5.00 m

Small 50 R3.00 m R3.00 mVery small 10 R0.50 m R0.50 mMicro 5 R0.20 m R0.10 m

Mining and quarrying

Medium 200 R39.00 m R23.00 mSmall 50 R10.00 m R6.00 mVery small 20 R4.00 m R2.00 mMicro 5 R0.20 m R0.10 m

Manufacturing Medium 200 R51.00 m R19.00 mSmall 50 R13.00 m R5.00 mVery small 20 R5.00 m R2.00 mMicro 5 R0.20 m R0.10 m

Electricity, gas and water


Construction Medium 200 R26.00 m R5.00 mSmall 50 R6.00 m R1.00 mVery small 20 R3.00 m R0.50 mMicro 5 R0.20 m R0.10 m

Retail and motor trade and repair service


Wholesale trade, commercial agents and allied services


Catering, accommodation and other trade


Transport, storage and communications


Finance and business services


Community, social and personal services


*PLEASE COMPLETE THE ABOVE TABLE



3.4 Bidders are to claim preference points based on the size or class of enterprise indicated above:

Example

Sector or sub-sector in accordance

with the Standard Industrial

Classification

A Size or class Total full time equivalent of

paid employees

B Total annual turnover

C Total gross asset value

(fixed property

excluded)

D

Less than Less thanAgriculture Medium 100 R5.00 m R5.00 m

ü Small 50 R3.00 m ü R3.00 mVery small 10 R0.50 m R0.50 m üMicro 5 ü R0.20 m R0.10 m

The annual turnover shall be the factor determining the ultimate classification and hence the points claimable. The company in this example would be classified as a “small” enterprise because of the turnover in lieu of the fact that according to the other parameters, the company could be classified as a “micro” or “very small” enterprise.

For example: The company in the example will therefore be able to claim a maximum of 3 points in paragraph 3.6 below.

3.5 Insert your claim in the table below based on the information contained in paragraph 3.3.

3.6 If required, the information supplied above must be substantiated by an internal auditor’s certificate and the relevant documentation.

Classification Maximum point Points claimedMicro 5

Very Small 4

Small 3

Medium 2

4. CLAIM WITH REGARD TO THE PROMOTION OF SMALL ENTERPRISE

4.1 Bidders that are actively involved in the promotion of small enterprises, as defined in the National Small Enterprise Act, 1996 (Act No 102 of 1996) as amended by the National Small Business Amendment Act, (Act 26 of 2003) and the National Small Business Amendment Act, (Act 29 of 2004), by subcontracting/outsourcing any of the business and/or functions of the bidder to local small enterprise(s) inter alia manufacturing, packaging, distribution, etc. may claim preference points. (Note: A SMME cannot claim for promoting its own business)

4.2 Do you promote small enterprise as stipulated above: YES/NO

If yes, then complete the table below to claim preference points.

Specific business function(s) subcontracted/ outsourced

Name(s) of small enterprise(s) subcontracted/ outsourced to

Address and telephone number of small enterprise(s) as well as contact person(s)

Value of subcontracted/ outsourced business (a)



Total Value (a)

4.3 Bidders may claim preference points based on business subcontracted/outsourced to SMME enterprises as a percentage of annual turnover for the previous financial year in accordance with the table below:

Total annual turnover for the previous financial year: R…………………….. (b)

The percentage of turnover should be calculated by dividing the value of subcontracted/ outsourced business (a) above by the turnover for the previous financial year (b) multiplied by 100.

Example

Total value of subcontracted/outsourced business R100 000,00 (a)Turnover for previous financial year R550 000,00 (b)

The percentage will then be R100 000,00 (a) divided by R550 0000,00 (b) multiplied by 100 = 18,8%. The preference points that could be claimed are therefore 2. (See table under 4.4 below).

4.4 Please insert your claim in the table below

Percentage of turnover directed to small enterprise (total of (a) divided by (b) x 100)

Points allocated Points claimed

0 – 9 1

10 – 19 2

20 – 29 3

30 – 39 4

40 and above 5

4.5 If required, the information supplied above must be substantiated by an internal auditor’s certificate and the relevant documentation.

5. DECLARATION

5.1 I/we, the undersigned, who warrants that he/she is duly authorised to do so on behalf of the firm declare that points claimed, based on promotion of small, medium or micro enterprises, qualifies the firm for the point(s) shown and I/we acknowledge that:

5.1.1 The information is true and correct.

5.1.2 In the event of a contract being awarded as a result of points claimed, the contractor may be required to furnish documentary proof (a substantiating external auditor’s certificate) that the claims are correct.

5.1.3 If the claims are found to be incorrect, the AgriSETA may, in addition to any other remedy it may have:

Recover all costs, losses or damages it has incurred or suffered as a result of that person’s conduct.

Cancel the contract and claim any damages which it has suffered as a result of having to make a less favourable arrangement due to such cancellation.



Impose a financial penalty more severe than the theoretical financial preference associated with the claim which was made in the bid.

Restrict the contractor, its shareholders and directors from obtaining business from the AgriSETA for a period determined by the AgriSETA.

WITNESSES

1. …………………………………………

2. ………………………………………… DATE: ……………………………………

…………………………………….SIGNATURE(S) OF BIDDER(S)

Quotation No: AS/2011/RFQ/008/CLEANINGMATERIAL AgriSETA Quotation Document


INVITATION TO QUOTEYOU ARE HEREBY INVITED TO QUOTE FOR REQUIREMENT OF AGRISETA

QUOTATION NUMBER

AS/2011/RFQ/014/IT EQUIPMENT

CLOSING DATE 20 JANUARY 2011

CLOSING TIME 11:00

DESCRIPTION AgriSETA requires the supply and delivery of IT equipment to their officer in Arcadia, Pretoria.

VALIDITY Offer to be valid for 60 days from the closing date of the quotation.

The successful bidder will be required to fill in and sign a written Contract Form

QUOTATION DOCUMENTS MAY BE:

DEPOSITED IN THE BID/TENDER BOX SITUATED AT(Street address)

AgriSETA, AgriSETA House, Reception, 529 Belvedere Street, Arcadia, Pretoria

OR

* POSTED TO: The Core Function Manager, AgriSETA, P O Box 26024, Arcadia 0007

ORHANDED IN AT RECEPTION SITUATED AT(Street address)

AgriSETA, AgriSETA House, Reception, 529 Belvedere Street, Arcadia, Pretoria, prior to the official closure time and the respondent must obtain a receipt, indicating the time of delivery, from the receptionist.

No faxed or e-mailed quotations will be accepted

Respondents should ensure that quotations are delivered to AgriSETA before the closing date and time to the correct physical address.

If the quotation is late, it will not be accepted for consideration.* Refer to Paragraph 6 of the “Special Conditions of Quotation and Contract: Portion 1”.

Quotations can be delivered and deposited into the quotation/tender box between 08:00 and 16:30, Mondays to Thursdays and 08:00 to 16:00 on Fridays, prior to the closing date, and between 08:30 and 11:00 on the closing date.

All quotations must be submitted on the official forms (not to be re-typed).

This quotation is subject to the General Conditions of Contract (GCC) and, if applicable, any other Special Conditions of Contract of Quotation.

Quotations submitted that do not comply with the following may not be considered for evaluation:

A quotation that is not in the format prescribed. A quotation without some or all of the required documents. Pricing schedules not in the required format. Quotations without the required number of copies.

Any queries regarding quotation procedures and technical information may be directed to:Name: Annetjie LabuscagneTel.: 012 301 5606Fax: 086 556 5573e-Mail [email protected]



All respondents must furnish the following particulars and include it in their submission(Failure to do so may result in your quotation being disqualified)

Name of respondent:

Entity name

VAT registration number

Tax Clearance Certificate submitted YES / NO

Company registration number

Income tax reference number

Company PAYE number

Company UIF number

Skills Development Levy registration number

Postal address:

Street address:

Telephone number: Code Number

Cellular number:

Facsimile number: Code Number

e-Mail address:

In case of a consortium/joint venture, full details on consortium/joint venture members:

Entity nameVAT registration number






Name of contracting entity in case of a consortium/joint venture

Entity name:

Postal address:

Street address:



Contact details of responsible person who will act on behalf of the entity/consortium/joint venture for this quotation

Name and Surname


Cellular number:


e-Mail address:

Contact details of alternative responsible person who will act on behalf of the person above should he/she not be available

Name and Surname


Cellular number:


e-Mail address:

Domicilium

AgriSETA chooses the following as its domicilium citandi et executandi for all purposes of and in connection with the final contract:

AgriSETA, AgriSETA House, Reception, 529 Belvedere Street, Arcadia, Pretoria

The respondent must indicate its domicilium citandi et executandi for all purposes of and in connection with the final contract.



Confirmation

Are you the accredited representative in South Africa for the goods offered by you: YES / NO

Declaration

I/We have examined the information provided in your quotation documents and offer to undertake the work prescribed in accordance with the requirements as set out in the quotation document. The prices quoted in this quotation are valid for the stipulated period. I/We confirm the availability of the proposed team members. We confirm that this quotation will remain binding upon us and may be accepted by you at any time before the expiry date.

Signature of respondent:

Date:

Are you duly authorised to commit the respondent: YES / NO

Capacity under which this quotation is signed