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, Delivery, Installation, Commissioning and Maintenance of Heart Lung Machine at Charllotte Maxeke Academic Hospital and Steve Biko Academic Hospital 2017-08-11 11:00 GT/ GDH/ 101/ 2017
Sterile Gauze Swabs 100 X 100mm 8ply (500 Pouches in a box) 2017-08-04 11:00 ZNQ 092 2017/ 18
Dressing Transparent Polyurethane Adhesive Dressing Frame Style 10 cm x 12 cm (box of 50) x 1500 boxes. 2017-08-02 11:00 42/ 05/ 17
Dressing hypafix, low allergy dressing retention sheet (10 cm x 10m) x 1200 rolls 2017-08-02 11:00 35/ 05/ 17
Analyser blood gas (cassette type) x 1 -(specification attached ) 2017-08-02 11:00 78/ 05/ 17
Suture Ethilon/Nylon black monofilament reverse cutting double (RC2),0,2 Metric ,30cm USP 10/0 u7000 /A2516 (box of 12) x 80 boxes 2017-08-02 11:00 97/ 07/ 17
Warming unit, patient forced air x 10 2017-08-02 11:00 82/ 05/ 17
Warming unit fluid x 4 - (specification attached) 2017-08-02 11:00 83/ 05/ 17
Supply and delivery of Prosthetic Consumables 2017-08-11 11:00 GT/ GDH/ 103/ 2017
Supply and delivery of Urology Consumables for Charlotte Maxeke Johannesburg Academic Hospital 2017-08-11 11:00 GT/ GDH/ 102/ 2017
Supply: 06 boxes suture vicryl 3/0 v497 box/12 2017-07-31 11:00 ZNQ 115/ 17/ 18
Supply: 36 units tube e/t plain 2.0mm 2017-07-31 11:00 ZNQ 424/ 17/ 18
Supply: 07 boxes opthalmic sponcals including stick box/180 2017-07-31 11:00 ZNQ 415/ 17/ 18
Supply: 102 boxes suture monocryl gauge 3/0 w3202 box/12 2017-07-31 11:00 ZNQ 399/ 17/ 18
Supply: 100 units tube e/t plain 6.5mm. 2017-07-31 11:00 ZNQ 428/ 17/ 18
Supply: 100 units tube e/t plain 7.5mm 2017-07-31 11:00 ZNQ 430/ 17/ 18
Supply: 33 units tube e/t plain 3.0mm 2017-07-31 11:00 ZNQ 425/ 17/ 18
Supply: 974 units splints i.v neonatal 2017-07-31 11:00 ZNQ 416/ 17/ 18
Supply: 100 boxes suture nylon 2/0 8290cc=w795=820-79 box/12 2017-07-31 11:00 ZNQ 401/ 17/ 18
Supply: 1500 Units needle spinal pencil point (brown) 26gx90mm 2017-07-31 11:00 ZNQ 457/ 17/ 18

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
Free Keyword search

Search all tender notices for FREE!

No subscription or registration required!

You can also search by the reference of the the tender.

Advanced search

Search by Issuer, Region or Sector, individually, or using any combination of the three.