Issue Date: 
Tuesday, October 13, 2015

10 Essential documents needed to tender

By Werner van Rooyen

12 October 2015

Last week we were asked to help a client respond to a request for a quotation for 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 it’s going 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;
    1. Annual Total Revenue of R10 Million or less (EME) or Revenue between R10 Million and R50 Million for QSE;
    2. Level of Black Ownership
      ANY MISREPRESENTATION IN TERMS OF THE ABOVE CONSTITUTES A CRIMINAL OFFENCE as set out in the BBBEE Act as amended;
  1. Certified copy of Company Registration Document that reflect Company Name, Registration number, date of registration and active Directors or Members;
  2. Certified copy of Shareholders’ certificates;
  3. Certified copy of ID documents of the Directors or Members;
  4. Last three years audited/reviewed financial statements;
  5. Letter of guarantee from a registered Financial Institution or Financier covering 3 months’ operational costs as per Bidder’s proposed costs;
  6. Proof of Public Indemnity Cover for minimum of R1 million;
  7. Letter of Good Standing with Department of Labour for Unemployment Insurance Fund;
  8. 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 which is unfortunate as 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.

Learn today - earn tomorrow

Title Closing Date Tender No.
Lease Vehicle 2018-08-10 14:00 CBRTA/HO/0041
Support and Maintenance of the C-BRTA Permit Management System 2018-08-16 14:00 CBRTA/HO/0050
Supply and Delivery of Repair Coupling Cl.16 Upvc 2018-07-23 12:00 B 036/2018/19
To Provider Socio-Economic Impact Assessment (SEIA) for the Operator Compliance Accreditation Scheme 2018-08-15 14:00 CBRTA/HO/0048
Supply and Delivery of Cast Iron Short Collars & CI Saddles 2018-07-23 12:00 B037 /2018/19
Supply, Delivery & Installation of Large Volume Water Storage Tanks to CTICC 1. 2018-08-03 12:00 CTICC 002/2019
Presenter for SAICA’s 2019 and 2020 IFRS Update and the Financial Reporting Update for Executives Seminars 2018-07-31 12:00 SAICA072018
Panel Environmental Professionals for a Period of 36 Months. 2018-08-03 12:00 A043-2017/18
Supply and Delivery of Plumbing Material 2018-07-23 12:00 B038 /2018/19
Presenter for SAICA’s Seminar on the New Leases Standard (IFRS 16 – Leases) 2018-07-31 12:00 SAICA062018
Supply, Lay & Delivery of Slurry Surfacing, Bitume and Emulsions, and Treatment of Road Surfacing Cracks. 2018-08-03 12:00 A054-2017/18
Analysis and Streamlining of CTICC Marketing Collateral 2018-07-27 12:00 RFQ 001/2019
10M3 Tipper Truck 2018-08-07 11:00 MBIZ LM 0007 TIP
Supply and Delivery of Wheelbarrow Concrete with Rubber wheels 2018-07-23 12:00 B041 /2018/19
Management of municipal construction plan. 2018-08-07 11:00 MBIZ LM 003 MMCP
Fuel Tanker Truck. 2018-08-07 12:00 MBIZ LM 0006 FUE
Refurbishment of Relay Room Roofs at Roode, Welgedag, Boekie, Avondsrus, Zesfontein, Slimesdam, Withok and Fuelgridge. 2018-08-07 10:00 RFQ: SIM 18021 CIDB
Provision of Group B hire cars for Outage 223 for Koeberg Operating Unit. 2018-08-07 10:00 KBG1860 & RFP1861
Provision of Driver’s License Learnership Code 10 (C1) 2018-07-24 12:00 12/2018/19
Construction of Lencane to Newtown Access Road. 2018-08-10 11:00 MBH/MIG/0002/2018-19

Pages

Tender adjudication process

The SBD/WCBD6.1 document 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, and explains how tenders or bids are decided.

The document says:

  • The bidder obtaining the highest number of points will be awarded the contract.
  • Preference points shall be calculated after prices have been brought to a comparative basis.
  • Points scored will be rounded off to two decimal places... Read More
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