TERMS OF REFERENCE FOR THE SUPPLY OF UTILITY VEHICLES AT ASGISA-EC
-21. Background AsgiSA-EC visualises a vibrant and sustainable rural economy that improves and unlocks the dormant potential of the land and the people of the Eastern Cape. In achieving this vision AsgisaEC plays a coordinating, direct and catalytic role in building a sustainable and modern, rural based economy. One of the major features of the entity’s operations is the constant travel throughout identified communities for regular engagements which are always important for AsgiSA-EC business . The majority of these communities are situated in the rural and sometimes remote parts of the Eastern Cape province. It is essential that an adequate amount of motor vehicles be made available for these purposes in order to achieve desired outcomes for the entity and therefore, the people of the Eastern Cape. It is for this reason that Asgisa-EC intends to procure a fleet of utility vehicles and one minibus to meet its travel needs. The list of motor vehicles is stated below: • • •
(4X) 1.6/160 Utility Bakkies with canopies (2X) 2.5/250 Double Cab Bakkies with canopies (1X) Minibus 10 seater
All motor vehicles should have a Wrap around Bull Bar and a Tow Bar, amongst other features. 2. Delivery The motor vehicles shall be delivered to the physical address of AsgiSA-EC in good condition and within the agreed time period, which shall not be unreasonable. 3. Price The price quoted should be in South African Rands and VAT inclusive. 4. Evaluation Criteria The following evaluation criteria of 90/10 preference point system will apply to all submitted proposals. Proposals will be evaluated by the Project Steering Committee of AsgiSA-EC. Category Price
Weight 90
HDI Total
10 100
Asgisa-EC reserves the right not to accept any or all of the proposals and may repeat this request for proposals if, in unit’s discretion the proposals received do not meet its requirements. 9. Important Conditions
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All prices shall be quoted in South African currency. All companies requested to quote must have updated registration documents for the ASGISA-EC vendor database. A valid and original tax clearance certificate must be submitted. Penalties will be imposed in respect of late delivery of the motor vehicles as defined in the final contract. All quotations will hold good for 60 days after the tender closing date. AsgiSA-EC reserves the right not to accept the lowest or any quotation. Bidders are required to indicate a price based on the total estimated cost for motor vehicles including all expenses (inclusive of VAT at 14%). The attached declaration form must be completed and submitted with the proposal. Electronic, faxed or late submissions will not be accepted.
10. Contacts •
Proposals to be hand delivered to the ASGISA-EC offices (Arundel Park, Unit 2 & 3A, Old Transkei Road, Stirling, East London 5247), in the tender box located at the reception area of unit 2 clearly marked for the attention of the Supply Chain Manager.
•
All enquiries relating to this tender may be directed to Mr. A. Sibulali at 043 735 1673 or email andile@asgisa-ec.co.za.
11. Closing Date •
All proposals must be submitted by 11h00 on 25 August 2010.
PLEASE NOTE: Failure to provide adequate information or to adhere to the Terms of Reference may result in disqualification.
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DECLARATION OF INTEREST
1.
Any legal person, including persons employed by the state*, or persons having a kinship with persons employed by the state, including a blood relationship, may make an offer or offers in terms of this invitation to bid (includes a price quotation, advertised competitive bid, limited bid or proposal). In view of possible allegations of favouritism, should the resulting bid, or part thereof, be awarded to persons employed by the state, or to persons connected with or related to them, it is required that the bidder or his/her authorised representative declare his/her position in relation to the evaluating/adjudicating authority and/or take an oath declaring his/her interest, where-
the bidder is employed by the state; and/or
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the legal person on whose behalf the bidding document is signed, has a relationship with persons/a person who are/is involved in the evaluation and or adjudication of the bid(s), or where it is known that such a relationship exists between the person or persons for or on whose behalf the declarant acts and persons who are involved with the evaluation and or adjudication of the bid.
2.
In order to give effect to the above, the following questionnaire must be completed and submitted with the bid.
2.1
Full Name of bidder or his or her representative:..............................................................................................................
2.2
Identity Number: .....................................................................................................................................................................
2.3
Position occupied in the Company (director, shareholder etc): .....................................................................................
2.4
Company Registration Number:.........................................................................................................................................
2.5
Tax Reference Number:.......................................................................................................................................................
2.6
VAT Registration Number:...................................................................................................................................................
* “State� means – (a) any national or provincial department, national or provincial public entity or constitutional institution within the meaning of the Public Finance Management Act, 1999 (Act No. 1 of 1999); (b) any municipality or municipal entity; (c) provincial legislature; (d) national Assembly or the national Council of provinces; or (e) Parliament.
-22.7
Are you or any person connected with the bidder presently employed by the state?
2.7.1
If so, furnish the following particulars:
YES / NO
Name of person / director / shareholder/ member: ............................................................. Name of state institution to which the person is connected: ............................................... Position occupied in the state institution: ........................................................................... .......................................................................................................................................... .......................................................................................................................................... .......................................................................................................................................... Any other particulars: .......................................................................................................................................... .......................................................................................................................................... .......................................................................................................................................... 2.8
Did you or your spouse, or any of the company’s directors / shareholders / members or their spouses conduct business with the state in the previous twelve months?
2.8.1
YES / NO
If so, furnish particulars: ………………………………………………………………….. ………………………………………………………………….. …………………………………………………………………...
2.9
Do you, or any person connected with the bidder, have any relationship (family, friend, other) with a person employed by the state and who may be involved with the evaluation and or adjudication of this bid?
2.9.1
If so, furnish particulars.
YES / NO
………………………………………………………… ………………………………………………………… ………………………………………………………… ………………………. 2.10
Are you, or any person connected with the bidder, aware of any relationship (family, friend, other) between the bidder and any person employed by the state who may be involved with the evaluation and or adjudication of this bid?
2.10.1
If so, furnish particulars. ………………………………………………………… …………………………………………………………
YES / NO
-32.11
Do you or any of the directors/shareholders/ members of the company have any interest in any other related companies whether or not they are bidding for this contract?
2.11.1 If so, furnish particulars: ………………………………………………………… ………………………………………………………… …………………………………………………………
DECLARATION I, THE UNDERSIGNED (NAME)………………………………………………………………
CERTIFY THAT THE INFORMATION FURNISHED IN PARAGRAPHS 2.1 TO 2.11.1 ABOVE IS CORRECT. I ACCEPT THAT THE STATE MAY ACT AGAINST ME SHOULD THIS DECLARATION PROVE TO BE FALSE.
………………………………….. Signature
..…………………………………………… Date
…………………………………. Position
……………………………………………… Name of bidder