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.
Supply: 10/0 nylon 3/8 circle needle 6.4200 micron black monofilament non absorbable double arm premium spatula 30cm 2017-10-03 11:00 ZNQ No.2377/ 08/ 17
Arceole sf 6 hexafluorvre desoufre 30mls set for infusion & ophthalmic gas ref. SF6 2017-10-03 11:00 ZNQ No.2375/ 08/ 17
Chin tuck against resistance (CTAR) ball - inflatable rubber ball, 12cm diameter 2017-10-03 11:00 ZNQ No.2344/ 08/ 17
Suture 8/0 vicryl violet braided suture 3/8 circle spatula double needle 2017-10-03 11:00 ZNQ No.2374/ 08/ 17
Irrigation / aspiration cannulae(simcoe) 60mm /60mm (23ga) 0.3mm aspiration port 2017-10-03 11:00 ZNQ No.2376/ 08/ 17
Cystofix supra pubic catheter size 5fr 2017-10-03 11:00 ZNQ No.2372/ 08/ 17
A Nipple protector / shield made from odourless ultra fine silicone 2017-10-03 11:00 ZNQ No.2343/ 08/ 17
Syringe irrigation urethral 4oz bulb syringe sterile 60ml. 2017-10-03 11:00 ZNQ No.1993/ 07/ 17
Fetoscopes plastic (as per spec) 2017-10-03 11:00 ZNQ No.1961/ 07/ 17
Clear adhesive dressing sterile 55cm x 45cm. 2017-10-03 11:00 ZNQ No.1717/ 07/ 17
Baby bottle 0-3 months 160ml peristaltic nipple to encourange natural tongue movement and imitate natural sucking, wide based nipple to help baby open mouth widely , nipple must be be from ultra- soft silicone with double thickness- allows softness and elasticity matt surface nipple reduces stickiness and stops baby’s mouth slipping, nipple hole must be small, bottle must be BPA free and made of polypropylene 2017-10-03 11:00 ZNQ No.2107/ 07/ 17
Nicu premature pacifier (34-3 months) no flavour, it must provide a superb fit for new babies and babies over 34weeks gestation during their hospital stay, it must be designed to accommodate cpap tubing, mechanical ventilation or tube feeding the pacifier must not manufactured with BPA, DEHP or natural rubber latex , it must be able to be sterilized BPA free made of medical grade silicone and made as one piece construction 2017-10-03 11:00 ZNQ No.2108/ 07/ 17
sterilisation wrap 137cm x 137cm dual colour sterilization wrap, disposable non- woven polypropylene, altex free does not contain deph, two sheets C6 34. 78g/m2 thermally sealed on two opposite edges melting point of 150degree antistatic properties. Microbial barrier 2017-10-03 11:00 ZNQ No.2170/ 08/ 17
PTA dilatation balloon 8mm x 4cm, & 10mmx4cm 80-140cm delivery length 2017-10-03 11:00 ZNQ No.2151/ 08/ 17
Supply: Nicu premature pacifier(30-34 weeks) no flavour, it must provide a superb fit for growing preemies 30-34weeks gestation or smaller term babies during their hospital stay, it must be designed to accommodate cpap tubing, mechanical ventilation or tube feeding the pacifier must not manufactured with BPA, DEHP or natural rubber latex , it must be able to be sterilized BPA free made of medical grade silicone and made as one piece construction 2017-10-03 11:00 ZNQ No.2109/ 07/ 17
Supply: Pulmocath mucus extractor with funnel shaped adaptor at the proximal round of the end of the suction tube for simple and secure connection 2017-10-03 11:00 ZNQ No.2101/ 08/ 17
Supply: XL 1000 chest drainage kit not under water, no suction control 2017-10-03 11:00 ZNQ No.2008/ 07/ 17
Endo tracheal tube size 3cm soft and pliable blue ivory non cuffed latex free 2017-10-03 11:00 ZNQ No.2100/ 08/ 17
Norco rainbow- therapeutic putty, medium ref 454g 2017-10-03 11:00 ZNQ No.2027/ 07/ 17
Mobiderm pad, cubes 15mmx15mm for mobilization of subcutaneous tissue 2017-10-03 11:00 ZNQ No.2028/ 07/ 17

Pages

Functionality and Tenders

In all competitive bids (tenders) you as the bidder will have to respond to Functionality. You will need to score a set minimum number of points, measured as a percentage, on Functionality of a competitive bid (tender) in order to advance to the next phase of evaluation in the tender process.

Usually Organs of State evaluate competitive bids (tenders) as follows:

  • The tender response is evaluated on Functionality where the bidder must score points out of a maximum of 100 points.
  • A threshold of between 65 to 75 out of 100 points... Read More
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