Issue Date: 
Tuesday, October 13, 2015

10 Essential Documents Needed To Tender

The last week we were asked to help a lady to respond to a request for quotation to provide cleaning services to a Public Entity. It seemed pretty easy at first but once we got to the stage where we had to submit the required and mandatory documents the problems started. The main reason it became a challenge was that this particular business that required our services was a start-up business and being a start-up means that this business is going to struggle to comply with all the required and mandatory documents.

The 10 required and mandatory documents are essential if you want to be successful in your response. The Public Entity stated it very clearly on the request for quotation that if you do not attached these documents to your response you will be disqualified. The required and mandatory documents were:

1.    Original Valid Tax Clearance Certificate (verification will be done with SARS);
2.    Original or Certified copy of Valid BBBEE Certificate (from SANAS accredited Verification  Agency) or from the Auditors approved by  the Independent Regulatory Body of Auditors(IRBA);
        Any EME (Exempt Micro Enterprise) or QSE (Qualifying Small Enterprise) is only required to obtain a sworn affidavit on an annual basis, confirming the following;
        a.    Annual Total Revenue of R10 Million or less (EME) or  Revenue between R10 Million and R50 Million for QSE;
        b.    Level of Black Ownership
ANY MISREPRESENTATION IN TERMS OF THE ABOVE CONSTITUTES A CRIMINAL OFFENCE as set out in the BBBEE Act as amended;
3.    Certified copy of Company Registration Document that reflect Company Name, Registration number, date of registration and active Directors or Members;
4.    Certified copy of Shareholders' certificates;
5.    Certified copy of ID documents of the Directors or Members;
6.    Last three years audited/reviewed financial statements;
7.    Letter of guarantee from a registered Financial Institution or Financier covering 3 months' operational costs as per Bidder's proposed costs;
8.    Proof of Public Indemnity Cover for minimum of R1 million;
9.    Letter of Good Standing with Department of Labour for Unemployment Insurance Fund;
10.    Letter of Good Standing with Department of Labour for Compensation for Occupational Injuries and Diseases.

For this specific request for quotation the Public Entity also required, as mandatory documents the following:
1.    Proof of compliance with the Sectorial Determination for the Cleaning Industry;
2.    Proof of Membership of the National Contract Cleaners Association.

Most of these documents are fairly easy to obtain and won't be a problem but when it comes to guarantees and Public Indemnity it starts to get costly. This is the challenge - getting guarantees and insurance are expensive and belonging to associations also costs money and most start-ups simple cannot afford this. The result is that they end up not being awarded the tender because of this and that is unfortunate because it is in fact the start-ups that need contracts like these.

In our daily endeavours responding to tenders on behalf of companies, we try and overcome these obstacles, it is sometimes difficult but we try to get a solution around for each obstacle. 

Please visit our website for more details on our upcoming events at www.how2tender.com or email werner@how2tender.com should you need any assistance in this regard.
Learn today - earn tomorrow
 

Title Closing Date Tender No.
Request for sector development and implementation plan to support sustainable veterinary pharmaceutical industry development in South Africa 2019-03-11 12:00 T02/02/19
Department of Science and Technology: Appointment of a service provider to pilot Bio-cultural Community Protocol in Mpumalanga Province 2019-03-04 13:00 RFQ-0000063
Invitation for project tenders (Phase 1): The Uniting Reformed Church Atteridgeville - Alterations and additions to existing church buildings on Erf 1088 no. 19 Matseke Street 2019-03-12 12:00 No reference supplied
Insurance for Msukaligwa Local Municipality for a period of three (3) years. 2019-03-18 11:00 8/3 27/2018
Maintenance of highmast lights: as and when required for the period ending 30 June 2019. 2019-03-18 11:00 8/3 26/2018
Repairing of open kiosk/mini-sub/ pole mounted transformers: as and when required for the period ending 30 June 2019. 2019-03-18 11:00 8/3 25/2018
Service provider that specializes on 11kv substation protection scheme for the following substations: 11kv main substation_13 panels Wesselton main substation_7 panels Kwazanele main substation_4 panels Breyten main_3 panels 2019-03-18 11:00 8/3 24/2018
Repairs and servicing of emergency vehicles in the municipal fire and rescue fleet for a period of three (3) years commencing 1 February 2019 to 28 February 2022. 2019-03-18 11:00 8/3 23/2018
Replacement of copper overhead lines: as and when required for the period ending 30 June 2019. 2019-03-13 11:00 8/3 22/2018
Provision of an electronic document management system at GMM for 36 months 2019-03-15 12:00 8/3/1-05/2019
Upgrading of the Rooikoppen Sewer 2019-03-08 12:00 DTS 11/2018/2019
Supply, delivery of material to site, installation and commissioning of energy efficient lighting for high masts within Lekwa Local Municipality 2019-03-08 12:00 DTS 10/2018/2019
Construction of Workshop at Jouberton Campus 2019-03-01 11:00 No reference number
Department of Science and Technology Illumination Assessment 2018-2019 2019-03-04 13:00 RFQ-0000062
Provision of security services 2019-02-28 12:30 08/2/16/57
Panel of two (2) Service providers for Supply and delivery of protective clothing for a period of 36 months(as and when required) 2019-03-01 11:00 LNM071/2018/19
Printing and folding of municipal monthly statements for a period of 36 months 2019-03-01 11:00 LNM067/2018/19
Supply and delivery of ICT equipment 2019-02-26 11:00 LNM050/2018/19
Professional Service provider for licensing of municipal borrow Pits 2019-02-26 11:00 LNM056/2018/19
Professional Service provider for review of environment management plan 2019-02-26 11:00 LNM055/2018/19

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10 things to remember when you tender

By Werner van Rooyen

31 January 2019

There are many things that you as a small business owner must remember when you respond to a tender and sometimes responding to a tender can be overwhelming. Experience has taught me that there are some important things to remember when responding to a Tender and there are some less important things to remember when responding to a Tender.

Here are ten of the important things to remember when responding to a Tender. Please remember that all ten of these items mention here are equal... Read More

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