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.
Dressings 2018-06-06 11:00 ZNQ: 33/ 2018/ 19
Nappies 2018-06-06 11:00 ZNQ: 84/ 2018/ 19
Supply and delivery of sound equipment. 2018-05-30 11:00 GK11800720
Supply and deliver Instrument washer. 2018-06-04 11:00 H84/ 18/ 19
Supply of and delivery 100% hydrocolloid dressing carboxymethyl cellulose fibrous 2018-06-08 11:00 ZNQ 103 / 18 / 19
Design, supply, installation, commissioning, training and maintenance of the two stage desalination plant, consisting of pre-treatment and a reverse osmosis (RO) process at iThemba Labs, Cape Town. 2018-06-19 11:00 NRF/ iThemba LABS/ 2017 - 18: 08
Suitable Contractors to Provide Labour & Plant for the Intallation of Culverts in Ward 02. Material will be provided by the Municipality 2018-06-05 12:00 RFQ/411
Supply and install UPS unit KVA double conversion. 2018-06-08 11:00 H96/ 18/ 19
Annual servicing of Heat pumps. 2018-06-11 11:00 H100/ 18/ 19
Service Provider to Supply and Install 4x 71cm Tv’s With 2x Satelite (Supply and Install Decoder Dstv) 2018-06-04 12:00 RFQ/409
Supply with electrical material 2018-06-04 11:00 ben06/ 2018- 2019
Annual service of 2 Theatre tables. 2018-06-11 11:00 H95/ 18/ 19
Supply and Delivery of 2x 20m x 8” Suction Hoses and Accessories 2018-05-31 11:00 SCM103/17/18
For the supply of one (1) electro-spinal mobile operating table with accessories and cart for B3, theatres W & X at Tygerberg Hospital 2018-06-22 11:00 TBH 203/ 2018
Once off pressure testing of 5 Compressors. 2018-06-11 11:00 H99/ 18/ 19
Supply of electromagnetic (EM) simulation software 2018-06-18 11:00 NRF SARAO SDDS 002 2018
Appointment of service provider/s to supply furniture, chairs and soft goods to the SHRA 2018-06-15 11:00 SHRA/ RFB/ ADMIN/ 01/ 201819
Once-Off Supply, Delivery and Installation of Office Furniture for the Department of Rural Development and Land Reform: Mpumalanga Deeds Registry. 2018-06-18 11:00 DRDLR (CRD- 07) 2018/ 19
Kuruman Statistics South Africa: Alternative office accommodation: 461.36m² and 15 parking bays for a period of 5 years 2018-06-15 11:00 LS01/ 2018
Annual service of 2 Vacuum pumps and 1 receiver. 2018-06-11 11:00 H97/ 18/ 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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