SOUTH AFRICAN NATIONAL AIDS COUNCIL 2nd Floor, Block E, Hatfield Gardens 333 Grosvenor Street

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1 SOUTH AFRICAN NATIONAL AIDS COUNCIL 2nd Floor, Block E, Hatfield Gardens 333 Grosvenor Street BID/RFQ NUMBER: RFQ SANAC 01/02/2019 CLOSING DATE: 04 February 2019 CLOSING TIME: BID VALIDITY PERIOD: DESCRIPTION OF BID: 11:00 am 90 DAYS (COMMENCING FROM THE BID CLOSING APPOINTMENT OF A CONSULTANT FOR COMPLETING THE NATIONAL COMMITMENTS AND POLICY INSTRUMENT (NCPI) TOOL FOR BOTH THE GOVERNMENT OF SOUTH AFRICA AND THE CIVIL SOCIETY SECTOR Please Indicate whether the bidder is a : Service Provider or Independent Consultant RFQ CAN BE DELIVERED TO THE FOLLOWING ADDRESS: 2ND FLOOR, BLOCK E, HATFIELD GARDENS 333 GROSVENOR STREET HATFIELD, PRETORIA ADDRESS: Beullah@sanac.org.za Submission is accepted FOR ATTENTION: Procurement Officer- BL Mthombeni HATFIELD, PRETORIA 0001 RFQ for the National Commitments and policy Instruments (NCPI Page 1

2 PART A INVITATION TO BID YOU ARE HEREBY INVITED TO BID FOR REQUIREMENTS OF THE (NAME OF DEPARTMENT/ PUBLIC ENTITY) BID NUMBER: RFQ SANAC 01/02/2019 CLOSING DATE: 04 February 2019 CLOSING TIME: 11:00 DESCRIPTION APPOINTMENT OF A CONSULTANT FOR COMPLETING THE NATIONAL COMMITMENTS AND POLICY INSTRUMENT (NCPI) TOOL FOR BOTH THE GOVERNMENT OF SOUTH AFRICA AND THE CIVIL SOCIETY SECTOR THE SUCCESSFUL BIDDER WILL BE REQUIRED TO FILL IN AND SIGN A WRITTEN CONTRACT FORM (SBD7). BID RESPONSE DOCUMENTS MAY BE DEPOSITED IN THE BID BOX SITUATED AT (STREET ADDRESS) NO SUBMISSION WILL BE ACCEPTED FOR THIS SERVICES SANAC Trust Offices 2ND FLOOR, BLOCK E, HATFIELD GARDENS 333 GROSVENOR STREET HATFIELD, PRETORIA, 0028 SUPPLIER INFORMATION NAME OF BIDDER POSTAL ADDRESS STREET ADDRESS TELEPHONE NUMBER CODE NUMBER CELLPHONE NUMBER FACSIMILE NUMBER CODE NUMBER ADDRESS VAT REGISTRATION NUMBER TCS PIN: OR CSD No: B-BBEE STATUS LEVEL VERIFICATION CERTIFICATE [TICK APPLICABLE BOX] Yes No B-BBEE STATUS LEVEL SWORN AFFIDAVIT Yes No RFQ for the National Commitments and policy Instruments (NCPI Page 2

3 IF YES, WHO WAS THE CERTIFICATE ISSUED BY? AN ACCOUNTING OFFICER AS CONTEMPLATED IN THE CLOSE CORPORATION ACT (CCA) AND NAME THE APPLICABLE IN THE TICK BOX AN ACCOUNTING OFFICER AS CONTEMPLATED IN THE CLOSE CORPORATION ACT (CCA) A VERIFICATION AGENCY ACCREDITED BY THE SOUTH AFRICAN ACCREDITATION SYSTEM (SANAS) A REGISTERED AUDITOR NAME: [A B-BBEE STATUS LEVEL VERIFICATION CERTIFICATE/SWORN AFFIDAVIT(FOR EMEs& QSEs) MUST BE SUBMITTED IN ORDER TO QUALIFY FOR PREFERENCE POINTS FOR B-BBEE] ARE YOU THE ACCREDITED REPRESENTATIVE IN SOUTH AFRICA FOR THE GOODS /SERVICES /WORKS OFFERED? Yes No [IF YES ENCLOSE PROOF] ARE YOU A FOREIGN BASED SUPPLIER FOR THE GOODS /SERVICES /WORKS OFFERED? Yes No [IF YES ANSWER PART B:3 BELOW ] SIGNATURE OF BIDDER CAPACITY UNDER WHICH THIS BID IS SIGNED (Attach proof of authority to sign this bid; e.g. resolution of directors, etc.) TOTAL NUMBER OF ITEMS OFFERED BIDDING PROCEDURE ENQUIRIES MAY BE DIRECTED TO: DATE DEPARTMENT/ PUBLIC ENTITY SANAC Trust CONTACT PERSON CONTACT PERSON Beullah Mthombeni TELEPHONE NUMBER TELEPHONE NUMBER FACSIMILE NUMBER TOTAL BID PRICE (ALL INCLUSIVE) TECHNICAL INFORMATION MAY BE DIRECTED TO: FACSIMILE NUMBER ADDRESS ADDRESS beullah@sanac.org.za RFQ for the National Commitments and policy Instruments (NCPI Page 3

4 PART B TERMS AND CONDITIONS FOR BIDDING 1. BID SUBMISSION: 1.1. BIDS MUST BE DELIVERED BY THE STIPULATED TIME TO THE CORRECT ADDRESS. LATE BIDS WILL NOT BE ACCEPTED FOR CONSIDERATION ALL BIDS MUST BE SUBMITTED ON THE OFFICIAL FORMS PROVIDED (NOT TO BE RE-TYPED) OR ED 1.3. BIDDERS MUST REGISTER ON THE CENTRAL SUPPLIER DATABASE (CSD) TO UPLOAD MANDATORY INFORMATION NAMELY: (BUSINESS REGISTRATION/ DIRECTORSHIP/ MEMBERSHIP/IDENTITY NUMBERS; TAX COMPLIANCE STATUS; AND BANKING INFORMATION FOR VERIFICATION PURPOSES). B-BBEE CERTIFICATE OR SWORN AFFIDAVIT FOR B- BBEE MUST BE SUBMITTED TO BIDDING INSTITUTION WHERE A BIDDER IS NOT REGISTERED ON THE CSD, MANDATORY INFORMATION NAMELY: (BUSINESS REGISTRATION/ DIRECTORSHIP/ MEMBERSHIP/IDENTITY NUMBERS; TAX COMPLIANCE STATUS MAY NOT BE SUBMITTED WITH THE BID DOCUMENTATION. B-BBEE CERTIFICATE OR SWORN AFFIDAVIT FOR B-BBEE MUST BE SUBMITTED TO BIDDING INSTITUTION THIS BID IS SUBJECT TO THE PREFERENTIAL PROCUREMENT POLICY FRAMEWORK ACT 2000 AND THE PREFERENTIAL PROCUREMENT REGULATIONS, 2017, THE GENERAL CONDITIONS OF CONTRACT (GCC) AND, IF APPLICABLE, ANY OTHER LEGISLATION OR SPECIAL CONDITIONS OF CONTRACT. 2. TAX COMPLIANCE REQUIREMENTS 2.1 BIDDERS MUST ENSURE COMPLIANCE WITH THEIR TAX OBLIGATIONS. 2.2 BIDDERS ARE REQUIRED TO SUBMIT THEIR UNIQUE PERSONAL IDENTIFICATION NUMBER (PIN) ISSUED BY SARS TO ENABLE THE ORGAN OF STATE TO VIEW THE TAXPAYER S PROFILE AND TAX STATUS. 2.3 APPLICATION FOR TAX COMPLIANCE STATUS (TCS) OR PIN MAY ALSO BE MADE VIA E-FILING. IN ORDER TO USE THIS PROVISION, TAXPAYERS WILL NEED TO REGISTER WITH SARS AS E-FILERS THROUGH THE WEBSITE BIDDERS MAY ALSO SUBMIT A PRINTED TCS TOGETHER WITH THE BID. 2.5 IN BIDS WHERE CONSORTIA / JOINT VENTURES / SUB-CONTRACTORS ARE INVOLVED, EACH PARTY MUST SUBMIT A SEPARATE PROOF OF TCS / PIN / CSD NUMBER. 2.6 WHERE NO TCS IS AVAILABLE BUT THE BIDDER IS REGISTERED ON THE CENTRAL SUPPLIER DATABASE (CSD), A CSD NUMBER MUST BE PROVIDED. 3. QUESTIONNAIRE TO BIDDING FOREIGN SUPPLIERS 3.1. IS THE BIDDER A RESIDENT OF THE REPUBLIC OF SOUTH AFRICA (RSA)? YES NO 3.2. DOES THE BIDDER HAVE A BRANCH IN THE RSA? YES NO 3.3. DOES THE BIDDER HAVE A PERMANENT ESTABLISHMENT IN THE RSA? YES NO 3.4. DOES THE BIDDER HAVE ANY SOURCE OF INCOME IN THE RSA? YES NO IF THE ANSWER IS NO TO ALL OF THE ABOVE, THEN, IT IS NOT A REQUIREMENT TO OBTAIN A TAX COMPLIANCE STATUS / TAX COMPLIANCE SYSTEM PIN CODE FROM THE SOUTH AFRICAN REVENUE SERVICE (SARS) AND IF NOT REGISTER AS PER 2.3 ABOVE. NB: FAILURE TO PROVIDE ANY OF THE ABOVE PARTICULARS MAY RENDER THE BID INVALID. RFQ for the National Commitments and policy Instruments (NCPI Page 4

5 PART C RETURNABLE DOCUMENTS CHECKLIST OF RETURNABLE SCHEDULES AND DOCUMENTS Please adhere to the following instructions Tick in the relevant block below, the documents and schedules that form part of your response Ensure that the following documents are completed and signed where applicable: Use the prescribed sequence in attaching the annexes that complete the Bid Document Should all of these documents not be included, the bidder may be disqualified on the basis of non- compliance/ non-responsiveness ADMINISTRATIVE RESPONSIVENESS CRITERIA/ Gate Keepers: Bid form must be properly received on the bid closing date and time specified on the invitation, fully completed and signed in ink. Copies will not be acceptable. Submission of applicable Resolution by the Legal Entity, or consortium / joint venture, authorising a dedicated person(s) to sign documents on behalf of the firm / consortium / joint venture. Submission of a valid Tax Clearance Certificate or TCS pin. Copies of the Founding Statement CIPC Document Certified copies of South African Identity Documents or Valid Passports of Members. Directors / owner (In a case of a sole proprietor or Partnership) Copies of all latest share certificates, in case of a Company A Joint Venture Agreement in case of a Joint Venture List of traceable references of previous and present clients, (Company name, department, branch, contact person with office telephone number, website and address) Company Profile and a Contact numbers, names and CVs of workers/ consultants assigned to the project, including their roles and responsibilities, Completed SBD Documents, 1, 2, 3.3, 4, 8, 6.1, 9, and the General Condition of Contract The use of correction fluid is strictly prohibited and will lead to disqualification, If any corrections are made on the bidding document, it needs to be initialled by the bidder Summary Report of Central Supplier Database (CSD). Response to Terms of Reference and a project plan that states the methodology and approach for accomplishing the task, project phases if applicable, time frames and outputs RFQ for the National Commitments and policy Instruments (NCPI Page 5

6 PART D STANDARD BIDDING DOCUMENTS TAX CLEARANCE CERTIFICATE SBD 2 TAX CLEARANCE CERTFICATE / PIN REQUIREMENTS 1. It is a condition of bid that the taxes of the successful bidder must be in order, or that satisfactory arrangements have been made with South African Revenue Service (SARS) to meet the bidder s tax obligations. 2. In order to meet this requirement bidders are required to complete in full the attached 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. 3. SARS shall the n furnish the bidder with a Tax Clearance Certificate that shall be valid for a period of one (1) year from the date of approval. 4. The original Tax Clearance Certificate must be submitted together with the bid. Failure to submit the original and valid Tax Clearance Certificate shall result in the invalidation of the bid. Certified copies of the Tax Clearance Certificate shall not be acceptable. 5. In bids where Consortia / Joint Ventures / subcontractors are involved, each party must submit a separate Tax Clearance Certificate. 6. Copies of the TCC 001 Application for a Tax Clearance Certificate form are available from any SARS branch office nationally or on the website 7. Applications for the Tax Clearance Certificates may also be made via efiling. In order to use this provision, taxpayers shall need to register with SARS as efilers through the website RFQ for the National Commitments and policy Instruments (NCPI Page 6

7 ATTACH ORIGINAL AND VALID TAX CLEARANCE CERTIFICATE / TAX COMPLIANCE STATUS PIN ISSUED ON THIS PAGE RFQ for the National Commitments and policy Instruments (NCPI Page 7

8 SBD 4 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): Company Registration Number: Tax Reference Number:. 2.6 VAT Registration Number: 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? If so, furnish the following particulars: RFQ for the National Commitments and policy Instruments (NCPI Page 8

9 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: If you are presently employed by the state, did you obtain YES / NO the appropriate authority to undertake remunerative work outside employment in the public sector? If yes, did you attached proof of such authority to the bid YES / NO document? (Note: Failure to submit proof of such authority, where applicable, may result in the disqualification of the bid If no, furnish reasons for non-submission of such proof: Did you or your spouse, or any of the company s directors / YES / NO trustees / shareholders / members or their spouses conduct business with the state in the previous twelve months? If so, furnish particulars: Do you, or any person connected with the bidder, have YES / NO any 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? 2.9.1If so, furnish particulars 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 state who may be involved with the evaluation and or adjudication of this bid? If so, furnish particulars. RFQ for the National Commitments and policy Instruments (NCPI Page 9

10 2.11 Do you or any of the directors / trustees / shareholders / members YES/NO of the company have any interest in any other related companies whether or not they are bidding for this contract? If so, furnish particulars:... 3 Full details of directors / trustees / members / shareholders. Full Name Identity Number Personal Reference Number Tax 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. Position.. Date Name of bidder RFQ for the National Commitments and policy Instruments (NCPI Page 10

11 SBD 6.1 PREFERENCE POINTS CLAIM FORM IN TERMS OF THE PREFERENTIAL PROCUREMENT REGULATIONS 2017 This preference form must form part of all bids invited. It contains general information and serves as a claim form for preference points for Broad-Based Black Economic Empowerment (B-BBEE) Status Level of Contribution NB: BEFORE COMPLETING THIS FORM, BIDDERS MUST STUDY THE GENERAL CONDITIONS, DEFINITIONS AND DIRECTIVES APPLICABLE IN RESPECT OF B-BBEE, AS PRESCRIBED IN THE PREFERENTIAL PROCUREMENT REGULATIONS, GENERAL CONDITIONS 1.1 The following preference point systems are applicable to all bids: the 80/20 system for requirements with a Rand value of up to R (all applicable taxes included); and - the 90/10 system for requirements with a Rand value above R (all applicable taxes included). a) The value of this bid is estimated to exceed/not exceed R (all applicable taxes included) and therefore the.. preference point system shall be applicable; or b) Either the 80/20 or 90/10 preference point system will be applicable to this tender (delete whichever is not applicable for this tender). 1.3 Points for this bid shall be awarded for: (a) Price; and (b) B-BBEE Status Level of Contributor. 1.4 The maximum points for this bid are allocated as follows: PRICE B-BBEE STATUS LEVEL OF CONTRIBUTOR Total points for Price and B-BBEE must not exceed POINTS Failure on the part of a bidder to submit proof of B-BBEE Status level of contributor together with the bid, will be interpreted to mean that preference points for B-BBEE status level of contribution are not claimed. 1.6 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. RFQ for the National Commitments and policy Instruments (NCPI Page 11

12 2. DEFINITIONS (a) (b) (c) (d) (e) (f) (g) (h) (i) B-BBEE means broad-based black economic empowerment as defined in section 1 of the Broad-Based Black Economic Empowerment Act; B-BBEE status level of contributor means the B-BBEE status of an entity in terms of a code of good practice on black economic empowerment, issued in terms of section 9(1) of the Broad-Based Black Economic Empowerment Act; 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 or services, through price quotations, advertised competitive bidding processes or proposals; Broad-Based Black Economic Empowerment Act means the Broad-Based Black Economic Empowerment Act, 2003 (Act No. 53 of 2003); EME means an Exempted Micro Enterprise in terms of a code of good practice on black economic empowerment issued in terms of section 9 (1) of the Broad-Based Black Economic Empowerment Act; functionality means the ability of a tenderer to provide goods or services in accordance with specifications as set out in the tender documents. prices includes all applicable taxes less all unconditional discounts; proof of B-BBEE status level of contributor means: 1) B-BBEE Status level certificate issued by an authorized body or person; 2) A sworn affidavit as prescribed by the B-BBEE Codes of Good Practice; 3) Any other requirement prescribed in terms of the B-BBEE Act; QSE means a qualifying small business enterprise in terms of a code of good practice on black economic empowerment issued in terms of section 9 (1) of the Broad-Based Black Economic Empowerment Act; (j) rand value means the total estimated value of a contract in Rand, calculated at the time of bid invitation, and includes all applicable taxes; 3. POINTS AWARDED FOR PRICE 3.1 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 Pt P min Pt P min Ps 80 1 or Ps 90 1 P min P min Where Ps = Points scored for price of bid under consideration Pt = Price of bid under consideration Pmin = Price of lowest acceptable bid 4. POINTS AWARDED FOR B-BBEE STATUS LEVEL OF CONTRIBUTOR 4.1 In terms of Regulation 6 (2) and 7 (2) of the Preferential Procurement Regulations, preference RFQ for the National Commitments and policy Instruments (NCPI Page 12

13 points must be awarded to a bidder for attaining the B-BBEE status level of contribution in accordance with the table below: B-BBEE Status Level of Contributor Number of points (90/10 system) Number of points (80/20 system) Non-compliant contributor BID DECLARATION 5.1 Bidders who claim points in respect of B-BBEE Status Level of Contribution must complete the following: 6. B-BBEE STATUS LEVEL OF CONTRIBUTOR CLAIMED IN TERMS OF PARAGRAPHS 1.4 AND B-BBEE Status Level of Contributor:. = (maximum of 10 or 20 points) (Points claimed in respect of paragraph 7.1 must be in accordance with the table reflected in paragraph 4.1 and must be substantiated by relevant proof of B-BBEE status level of contributor. 7. SUB-CONTRACTING 7.1 Will any portion of the contract be sub-contracted? (Tick applicable box) YES NO If yes, indicate: i) What percentage of the contract will be subcontracted.... % ii) The name of the sub-contractor.. iii) The B-BBEE status level of the sub-contractor..... iv) Whether the sub-contractor is an EME or QSE (Tick applicable box) YES NO v) Specify, by ticking the appropriate box, if subcontracting with an enterprise in terms of Preferential Procurement Regulations,2017: Designated Group: An EME or QSE which is at last 51% owned by: Black people Black people who are youth Black people who are women Black people with disabilities EME QSE RFQ for the National Commitments and policy Instruments (NCPI Page 13

14 Black people living in rural or underdeveloped areas or townships Cooperative owned by black people Black people who are military veterans OR Any EME Any QSE 8. DECLARATION WITH REGARD TO COMPANY/FIRM 8.1 Name of company/firm:. 8.2 VAT registration number:. 8.3 Company registration number: TYPE OF COMPANY/ FIRM Partnership/Joint Venture / Consortium One person business/sole propriety Close corporation Company (Pty) Limited [TICK APPLICABLE BOX] 8.5 DESCRIBE PRINCIPAL BUSINESS ACTIVITIES COMPANY CLASSIFICATION Manufacturer Supplier Professional service provider Other service providers, e.g. transporter, etc. [TICK APPLICABLE BOX] 8.7 Total number of years the company/firm has been in business: 8.8 I/we, the undersigned, who is / are duly authorised to do so on behalf of the company/firm, certify that the points claimed, based on the B-BBE status level of contributor indicated in paragraphs 1.4 and 6.1 of the foregoing certificate, qualifies the company/ firm for the preference(s) shown and I / we acknowledge that: i) The information furnished is true and correct; ii) The preference points claimed are in accordance with the General Conditions as indicated in paragraph 1 of this form; iii) In the event of a contract being awarded as a result of points claimed as shown in paragraphs 1.4 and 6.1, the contractor may be required to furnish documentary proof to the satisfaction of the purchaser that the claims are correct; iv) If the B-BBEE status level of contributor has been claimed or obtained on a fraudulent basis or any of the conditions of contract have not been fulfilled, the purchaser may, in addition to any other remedy it may have RFQ for the National Commitments and policy Instruments (NCPI Page 14

15 (a) (b) (c) (d) (e) disqualify the person from the bidding process; 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; recommend that the bidder or contractor, its shareholders and directors, or only the shareholders and directors who acted on a fraudulent basis, be restricted by the National Treasury from obtaining business from any organ of state for a period not exceeding 10 years, after the audi alteram partem (hear the other side) rule has been applied; and forward the matter for criminal prosecution. WITNESSES SIGNATURE(S) OF BIDDERS(S) 2.. DATE:.. RFQ for the National Commitments and policy Instruments (NCPI Page 15

16 [The tenderers BEE Verification Certificate must be inserted here] RFQ for the National Commitments and policy Instruments (NCPI Page 16

17 SBD 8 DECLARATION OF BIDDER S PAST SUPPLY CHAIN MANAGEMENT PRACTICES 1 This Standard Bidding Document must form part of all bids invited. 2 It serves as a declaration to be used by institutions in ensuring that when goods and services are being procured, all reasonable steps are taken to combat the abuse of the supply chain management system. 3 The bid of any bidder may be disregarded if that bidder, or any of its directors have- a. abused the institution s supply chain management system; b. committed fraud or any other improper conduct in relation to such system; or c. failed to perform on any previous contract. 4 In order to give effect to the above, the following questionnaire must be completed and submitted with the bid. Item Question Yes No 4.1 Is the bidder or any of its directors listed on the National Treasury s Database of Restricted Suppliers 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 Accounting Officer/Authority of the institution that imposed the restriction after the audi alteram partem rule was applied). The Database of Restricted Suppliers now resides on the National Treasury s website( and can be accessed by clicking on its link at the bottom of the home page If so, furnish particulars: Yes No 4.2 Is the bidder or any of its directors listed on the Register for Tender Defaulters in terms of section 29 of the Prevention and Combating of Corrupt Activities Act (No 12 of 2004)? The Register for Tender Defaulters can be accessed on the National Treasury s website ( by clicking on its link at the bottom of the home page If so, furnish particulars: Yes No 4.3 Was the bidder or any of its directors convicted by a court of law (including a court outside of the Republic of South Africa) for fraud or corruption during the past five years? If so, furnish particulars: Yes No RFQ for the National Commitments and policy Instruments (NCPI Page 17

18 4.4 Was any contract between the bidder and any organ of state terminated during the past five years on account of failure to perform on or comply with the contract? If so, furnish particulars: Yes No SBD 8 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. Position.. Date.. Name of Bidder RFQ for the National Commitments and policy Instruments (NCPI Page 18

19 CERTIFICATE OF INDEPENDENT BID DETERMINATION 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. RFQ for the National Commitments and policy Instruments (NCPI Page 19

20 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: (SANAC Trust) 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 SBD 9 RFQ for the National Commitments and policy Instruments (NCPI Page 20

21 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. RFQ for the National Commitments and policy Instruments (NCPI Page 21

22 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 RFQ for the National Commitments and policy Instruments (NCPI Page 22

23 PERFORMANCE RECORD PART E PLEASE FURNISH US WITH AT LEAST FIVE REFERENCES IN THE BELOW TABLE AS THERE ARE POINTS ALLOCATED FOR EACH REFERENCE: Please INCLUDE Reference Letters to support this statement- The reference must be in line with the TOR EMPLOYER: CONTACT PERSON AND TELEPHONE NUMBER NATURE OF SERVICE CONTRACT VALUE (INCLUSIVE of VAT) DATE COMPLETED OR EXPECTED TO BE COMPLETED SIGNATURE: DATE:... (of person authorized to sign on behalf of the Tenderer) RFQ for the National Commitments and policy Instruments (NCPI Page 23

24 CERTIFICATE OF INCORPORATION REGISTRATION CERTIFICATE / AGREEMENT / ID DOCUMENT (in a case of a Sole Proprietor) [Important note to Tenderer: Registration Certificates for Companies, Close Corporations and Partnerships, or Agreements and Powers of Attorney for Joint Ventures, or ID documents for Sole Proprietors, all as referred to in the List of Compulsory Returnable Schedules and Documents, must be inserted here] RFQ for the National Commitments and policy Instruments (NCPI Page 24

25 SERVICE PROVIDER/ CONSULATNT (PLEASE ATTACH COMPANY PROFILE/ CURRICULUME VITAE HERE WITH SUPPORTING DOCUMENTS) RFQ for the National Commitments and policy Instruments (NCPI Page 25

26 PART F TERMS OF REFERENCE APPOINTMENT OF A CONSULTANT FOR COMPLETING THE NATIONAL COMMITMENTS AND POLICY INSTRUMENT (NCPI) TOOL FOR BOTH THE GOVERNMENT OF SOUTH AFRICA AND THE CIVIL SOCIETY SECTOR 1. Background The 2016 United Nations Political Declaration on HIV and AIDS: on the fast-track to accelerate the fight against HIV and to end the AIDS epidemic by 2030 adopted the United Nations General Assembly High-Level meeting on AIDS in June The 2016 Political Declaration mandated UNAIDS to support countries in reporting on the commitments in the Political Declaration. This Political Declaration was built on three previous political declarations, namely: the 2001 Declaration of Commitment on HIV/AIDS; the 2006 Political Declaration on HIV/AIDS and the 2011 Political Declaration on HIV and AIDS. Member States unanimously adopted the 2001 Declaration at the United Nations General Assembly Special Session (UNGASS) on HIV/AIDS in The 2001 Declaration reflected global consensus on a comprehensive framework to achieve Millennium Development Goal 6: Halting and beginning to reverse the HIV epidemic by It recognized the need for multi-sectorial action on a range of fronts and addresses global, regional and country-level responses to prevent people from becoming newly infected with HIV, expand health-care access and mitigate the impact of the epidemic. The 2006 Political Declaration recognized the urgent need to achieve universal access to HIV treatment; care and support. The 2011 Political Declaration established 10 targets to intensify the efforts to eliminate HIV and AIDS. The 2016 Political and Sustainable Development Goals focus on the next 15 years, with a renewed focus on integrating the global HIV response into the broader development agenda. Although governments have adopted the declarations, the vision extends far beyond the government sector to private industry and labour groups, faith based organizations, Non- Governmental Organisations (NGOs and other civil society entities, including those representing people living with HIV. RFQ for the National Commitments and policy Instruments (NCPI) Page 26

27 Policy monitoring has been a component of global AIDS reporting since 2003 and it has been implemented every two years, most recently in 2017 through the NCPI and in 2018 through the interim NCPI. The time frame of submitting the NCPI every two years, reflects that changes to laws, policies and regulations are expected to occur slowly, and the need for more frequent monitoring may be limited. The NCPI is an integral component of the Global AIDS Monitoring (GAM) that aims to measure progress in developing and implementing policies, strategies and laws related to the HIV response by doing the following: Promoting consultation and dialogue between key stakeholders at the national level, especially government and civil society, to capture their perspectives on the AIDS response. Supporting countries in assessing the status of their HIV epidemic and response and identifying barriers, gaps and facilitators to strengthen the response. Collecting data on the policy and legal environment related to the AIDS response. The responses directly monitor or provide context on progress towards achieving the 10 Fast- Track commitments and expanded targets to end AIDS by A new NCPI questionnaire and proposed process for its completion were integrated into GAM reporting for the first time in 2017 after an extensive consultative review. The wording of some of the questions has been further refined for interim reporting in 2019, based on the experience of 2017 and 2018 reporting. 2. NCPI Structure The NCPI has two parts. Part A is to be completed by national authorities and Part B is to be completed by Civil Society and other Non-Governmental Partners involved in the national AIDS response. The questions in both Parts A and B are structured around the 10 Fast- Track Commitments and expanded targets to end AIDS by Scope of Work The measurement tool for the Indicator on Government HIV and AIDS Policies shall be the NCPI questionnaires completed. The methodology shall include desk review and key informant interviews. The National Commitment Policy Instrument questionnaire is divided in two parts which cover the following areas: Part A - to be administered to national authorities (government officials); and Part B - RFQ for the National Commitments and policy Instruments (NCPI) Page 27

28 to be administered to representatives from civil society organizations and other NGOs involved in the national AIDS response. This consultant will specifically solicit responses for questions in Part B and also contribute to the compilation of the integrated (Both Parts A and B) NCPI narrative report. The importance of the NCPI lies in the process of data collection and data reconciliation between different stakeholders, detailed analysis of the responses, and its use in strengthening the national HIV response. The NCPI process provides a unique opportunity for the variety of stakeholders to take stock of progress made and to discuss what still needs to be done to support an effective and efficient HIV response. When completed in a truly collaborative manner, inviting appropriate representation and respecting different views, the NCPI process can play an important role in strengthening in-country collaboration and increasing shared ownership of the HIV response. It is important to analyse the data for each of the NCPI sections and include a write-up in the narrative section of the Country Progress Report in terms of progress made in (a) policy, strategy and law development and (b) implementation of these in support of the country s HIV response. Comments on the agreements or discrepancies between overlapping questions in Parts A and B should also be included, as well as a trend analysis on the key NCPI data since Consultancy Objectives and Expected Results Overall Objective: Analyze the findings from the desk review of NCPI questionnaires administered (Part A - to government officials; Part B - to representatives from civil society organizations and other NGO partners involved in the national AIDS response) and form key informant interviews to determine the NCPI. This consultant will specifically solicit responses for questions in Part B of the t and also contribute to the compilation of the integrated (Both Parts A and B) NCPI narrative report. Specific Objectives: Administer respective parts of the NCPI questionnaires to relevant Stakeholders, NGO partners and the civil society. RFQ for the National Commitments and policy Instruments (NCPI) Page 28

29 Analyze findings from the questionnaires and complement them with key informant interviews Participate in consultations based on the draft report Compile a brief narrative report outlining the findings of the NCPI responses and desk review 5. Deliverables Consolidate NCPI responses for both Parts A and B. Draft NCPI Narrative Report for components administered to the civil society, government departments and relevant Stakeholders and NGO partners. 6. Conditions for consultancy Duration of work: 10 days during February and March 2019 Management of consultancy: the consultants will work in cooperation with the SANAC National Strategic Information (SI) Unit and the UNAIDS Country Office. Close consultation and collaboration is expected with the Technical Working Group (TWG) for GAM Profile of the consultant Competencies: o o o o Monitoring and Evaluation of AIDS programmes Background in and knowledge of the National HIV/AIDS response Knowledge of the Political Declarations on the response to HIV and AIDS Knowledge of HIV and AIDS policies in the South African context RFQ for the National Commitments and policy Instruments (NCPI) Page 29

30 Experience: o o o o o o o o National Consultants Master s Degree or higher in Public Health or related field Minimum 3-5 years experience in the field of the National HIV/AIDS response (Provide at least 3 contactable references of the most recent similar work done) Experience in health sector management is an asset Good Analytical and report writing skills (Provide at least 2 similar narrative reports) Ability to work in a team Ability to conduct interviews and to probe appropriately to solicit the most appropriate responses Experience of working without supervision, ability to work under pressure, prioritise work and use personal initiative; Eexperience in using basic Microsoft Office packages (Word, Excel), using and internet; Languages: Good English writing skills 7. Application closing date Applications with detailed scope of work as indicated under section 3 should reach SANAC Secretariat on 04 February 2019 at 11:00 noon to beullah@sanac.org.za 8. EVALUATION CRITERIA Only proposals of bidders who comply with the requirements of these Terms of Reference will be evaluated. Proposals will be evaluated on administrative requirements as well as functional and submission requirements outlined in this document. All proposals which fail to meet these requirements may be disqualified at SANAC s discretion Proposals will be evaluated in two stages: Evaluations Stage 1: Pre-qualification/ initial Screening process In terms of National Treasury Instruction No.4A of 2016/2017 regarding the Central Supplier RFQ for the National Commitments and policy Instruments (NCPI) Page 30

31 Database (CSD) all bidders must register on CSD to provide the following information to be verified through CSD: a) Business registration, including details of directorship and membership b) Bank Account holder information c) Declaration of interest: In the service of the state d) Tax Compliance Status e) Identity Documents of Directors f) Tender Default and restriction status. Evaluations Stage 2: Technical Evaluation a) Firstly, the proposals will be evaluated on functionality. An evaluation panel will allocate points (scale of 1-5) in respect of functionality according to the criteria set out on the functionality table. b) Bidders who obtained a minimum point of 70 out of 100 points on proposal will be evaluated on price will be evaluated on Price & BEE (refer to SBD 6.1 for Adjudication process on Price & BEE) A. Criteria Demonstrated experience in administering HIV/AIDS policy related questionnaires to relevant stake holders, as well as analyzing responses from questionnaires to provide context on the progress towards achieving the 10 fast- track commitments and expanded targets to end AIDS by Points 25 points 0 points = demonstrates poor or inadequate experience 15 points = demonstrates adequate experience 20 = demonstrate advanced experience in some areas 25 points = demonstrates extensive experience RFQ for the National Commitments and policy Instruments (NCPI) Page 31

32 B. Understanding of the SANAC Trust and its work including evident knowledge about the 2016 United Nations political declaration on HIV and AIDS on Fast-Track to Accelerate the fight against HIV and the end and end the AIDS epidemic by points 0= No understanding of HIV, TB & STI 15 = Understand the HIV, TB & STI 20 = advanced understanding in some areas 25 points = Extensively understanding of HIV, TB & STI C. At least a Master s degree in a relevant field, public health policy, and development studies. 25 points 0= no relevant qualifications provided 15= postgraduate tertiary qualifications in relevant field 20 = Development studies or public health policy 25 = Masters in relevant field D. Inclusion of at least three contactable references with endorsement on similar previous work. 25 points 0= no references 10 = 1 reference letter 15= 2 reference letters 25= 3 reference letters RFQ for the National Commitments and policy Instruments (NCPI) Page 32

33 PRICING DATA Pricing Instructions The Tenderer must price ALL items contained in the Pricing Schedule (inclusive of VAT) refer to SBD 3.3 and detailed price Breakdown on their company letter head. The bidder may, at their discretion, provide alternative pricing proposals. In doing so, the bidder must elaborate in detail and should limit alternative proposals to no more than 2. Rates are to include all costs with no unspecified cost to arise. Yearly price increases must be Included and clearly indicated in the pricing Schedule, The rate remains fixed but subject to price escalation on the anniversary of the contract of no more than CPI as released by Stats SA from time to time. This must be agreed and is not automatic (if applicable). Please complete SBD 3.3 for pricing RFQ for the National Commitments and policy Instruments (NCPI) Page 33

34 PRICING SCHEDULE (Professional Services)- Please include your Quotation as well in you company letterhead- Cost Breakdown and Activities to be conducted SBD 3.3 NAME OF BIDDER: BID NO.: CLOSING TIME 11:00 CLOSING DATE... OFFER TO BE VALID FOR DAYS FROM THE CLOSING DATE OF BID. ITEM NO DESCRIPTION BID PRICE IN RSA CURRENCY **(ALL APPLICABLE TAXES INCLUDED) 1. The accompanying information must be used for the formulation of proposals. 2. Bidders are required to indicate a ceiling price based on the total estimated time for completion of all phases and including all expenses inclusive of all applicable taxes for the project. 3. persons who will be involved in the project and rates applicable (certified invoices must be rendered in terms hereof) R.. 4. person and position DAILY RATE R R R phases according to which the project will be completed, cost per phase and man-days to be spent R R R RFQ for the National Commitments and policy Instruments (NCPI) Page 34

35 5.1 Travel expenses (specify, for example rate/km and total km, class of air travel, etc.). Only actual costs are recoverable. Proof of the expenses incurred must accompany certified invoices. DESCRIPTION OF EXPENSE TO BE INCURRED RATE QUANTITY AMOUNT R R R R TOTAL:R R.. ** all applicable taxes includes value- added tax, pay as you earn, income tax, unemployment insurance contributions and skills development levies 5.2 Other expenses, for example accommodation (specify, star hotel, bed and breakfast, telephone cost, etc.). On basis of these particulars, certified invoices will for correctness. Proof of the expenses must accompany invoices. DESCRIPTION OF EXPENSE TO BE INCURRED RATE QUANTITY AMOUNT R.. R.. R.. R.. TOTAL: R. 6. Period required for commencement with project after acceptance of bid. 7. Estimated man-days for completion of project RFQ for the National Commitments and policy Instruments (NCPI) Page 35

36 8. Are the rates quoted firm for the full period of contract? *YES/NO 9. If not firm for the full period, provide details of the basis on which adjustments will be applied for, for example consumer price index. NB: TERMS AND CONDITIONS WILL APPLY TO PRICING: VAT WILL BE PAID TO VAT VENDORS, AND CONTRACT WILL BE AWARDED TO COMPLIANT BIDDER. Bidders must include their VAT Certificate and Tax Clearance Certificate Also Attach your pricing schedule together with the project breakdown or list of activities. Price must be fixed for the entire period at a Rand Value RFQ for the National Commitments and policy Instruments (NCPI) Page 36

37 RFQ for the National Commitments and policy Instruments (NCPI) Page 37

38 PART G GENERAL CONDITIONS OF CONTRACT (GCC) TABLE OF CLAUSES 1. Definitions 2. Application 3. General 4. Standards 5. Use of contract documents and information; inspection 6. Patent rights 7. Performance security 8. Inspections, tests and analysis 9. Packing 10. Delivery and documents 11. Insurance 12. Transportation 13. Incidental services 14. Spare parts 15. Warranty 16. Payment 17. Prices 18. Contract amendments 19. Assignment 20. Subcontracts 21. Delays in the supplier s performance 22. Penalties 23. Termination for default 24. Dumping and countervailing duties 25. Force Majeure 26. Termination for insolvency 27. Settlement of disputes 28. Limitation of liability 29. Governing language 30. Applicable law 31. Notices 32. Taxes and duties RFQ for the National Commitments and policy Instruments (NCPI Page 38