APPLICATION FORM FOR REGISTRATION ON THE NEDLAC SUPPLIER DATABASE COVER SHEET
NEDLAC Supplier Database Registration Documentation NATIONAL ECONOMIC DEVELOPMENT AND LABOUR COUNCIL APPLICATION FORM FOR REGISTRATION ON THE NEDLAC SUPPLIER DATABASE COVER SHEET Company / Entity Details Organisation Registered Name / Name of individual Organisation Trading name: Main Contact Details Name and Surname: Telephone Number: Cellular Phone Number: Fax Number: e-mail address: Sales Contact Details Name and Surname: Telephone Number: Cellular Phone Number: Fax Number: e-mail address: Page 1 of 22 NEDLAC Supplier Database Registration Documentation SUPPLIER DATABASE SUBMISSION In order to comply with the requirements of the Public Finance Management Act of 1999 (PFMA) and to ensure compliance with the Preferential Procurement Policy Framework Act of 2000 (PPPFA) and its regulations, the NEDLAC invites prospective service providers to be added to their Supplier Database. It is envisaged, that this database will contribute to efficient administration and compliance with the PFMA. The purpose of this database is to give all prospective suppliers an equal opportunity to submit quotations to NEDLAC. Procurement of all goods and services are centralised and managed by the Finance Division based at our office in Rosebank. NEDLAC Office: Office NEDLAC House 14A Jellicoe Avenue Rosebank Tel : 011 328 4200 Fax : 011 447 6053 / 2089 E-mail : [email protected] N.B: The Supplier Database registration schedule for 2013/2014 Submission Submission date Closing date 26 August 2013 26 August 2013 All submissions should reach the NEDLAC Office before closure of business on the stipulated closing date. NEDLAC office hours are between 8:30 am and 17:00 pm Page 2 of 22 NEDLAC Supplier Database Registration Documentation REQUIRED DOCUMENTATION AND EVALUATION CRITERIA: No 1 2 Description Instructions for completion Products and services 3 4 5 Vendor Information Form Declaration of interest Tax clearance requirements 6 7 8 Preference point claim form General conditions of contract Company profile and shareholding certificate BEE Certificate Individual/partners/shareholders/members ID copies For Consultancy/professional Services: Updated copies of CV’s Updated Registration with the relevant applicable professional bodies/ certification Banking details, proof of business physical address and copy of ID document Price list (all product and services listed) 9 10 11 12 13 14 Special Instruction To be completed in full Select applicable services that can be supplied or rendered To be completed in full To be completed in full Valid original tax clearance certificate must be submitted. Where partnerships, Consortia / Joint Ventures / Sub-contractors are involved each party must submit a separate Tax Clearance Certificate. To be completed in full Each page must be initialled Attached to registration document Attached to registration document Attached to registration document Attached to registration document Attached to registration document Attached to registration document Attached to registration document Failure to comply with all of the above criteria and completion of the forms as required, as well as submission of supporting documentation will result in the application being disqualified. Kindly note, for each service selected a list of three (3) contactable references and the value of past three services rendered must be submitted. Please use the following format: Product / Name Service Type organisation services rendered to of Contact that Person were Contact Numbers Value of Service Service Providers will only have an opportunity to apply for registration of a maximum of 5 commodity categories. Company profiles, leaflets and brochures are also welcomed. Page 3 of 22 NEDLAC Supplier Database Registration Documentation INSTRUCTIONS FOR COMPLETION (Please read carefully) All the forms should be completed either electronically (but Signature should be in the original) or by hand (legibly and with a black pen). Please clearly mark envelopes with the title “2013/2014 Supplier Database Registration”, addressed to "The Chief Financial Officer” at: NEDLAC House, 14A Jellicoe Avenue, Rosebank, Johannesburg. The service/s for which the organisation would like to be registered must be marked by putting a cross (x) in the “applicable” column in the list of services hereunder. Queries All queries must be in writing and addressed to the Chief Financial Officer at [email protected] or Faxed to 011 447 6053 / 2089 with the subject heading: SDR 2013/2014. No telephonic queries will be responded to. PRODUCTS AND SERVICES LIST Code Product / Service Special Requirement COM001 Portfolio of services and clients COM004 COM005 Advertising and advertising related services Corporate Clothing Corporate Gifts (including promotional items) Framing Design and layout of publications COM006 COM007 Editorial Services Event Management Portfolio of services and clients Portfolio of services and clients COM008 COM009 Portfolio of services and clients Portfolio of services and clients COM010 COM011 Media Services Multimedia and related products and services Printing Sound and Lighting control COM012 COM013 Web Design and Update CopyWriting Portfolio of services and clients Portfolio of services and clients COM014 COM015 Translation services Media Monitoring Portfolio of services and clients Portfolio of services and clients COM016 COM017 DVD Production Filming and production related services Portfolio of services and clients Portfolio of services and clients COM018 Portfolio of services and clients COM019 COM020 Communication and public relations services Branding and corporate identity Photographic services ETD001 ETD002 ETD003 ETD004 Management Development Training Office Admin Training Mentoring Training SCM Training COM002 COM003 Portfolio of services and clients Portfolio of services and clients Portfolio of services and clients Portfolio of services and clients Portfolio of services and clients Portfolio of services and clients Portfolio of services and clients Portfolio of services and clients Accreditation with an ETQA Accreditation with an ETQA Accreditation with an ETQA Accreditation with an ETQA Page 4 of 22 Applicable NEDLAC Supplier Database Registration Documentation Code Product / Service Special Requirement ETD005 ETD006 ETD007 ETD008 ETD009 ETD010 ETD011 ETD012 First Aid Training MS Office Training Policy Development Training Soft Skills Training Performance Management Training Workplace Forum Training Customer Service Training Project Management Training Accreditation with an ETQA Accreditation with an ETQA Accreditation with an ETQA Accreditation with an ETQA Accreditation with an ETQA Accreditation with an ETQA Accreditation with an ETQA Accreditation with an ETQA ETD013 FIN001 Accreditation with an ETQA HRO001 HRO002 HRO003 HRO004 General Training Long Term and Short term insurance services Travel Related Services Flights Car Hire Accommodation Venue Hire Visa applications Job Evaluation Consultants Labour Evaluation Consultants Organisational Development Specialists Recruitment and Placement HRO005 HRO006 HRO007 HRO008 HRO009 HRO010 CAT001 Credit Record checking Business process specialists Payroll Outsourcing Response Handling Employee Assistance Program services Debt Counseling Services Catering OPS001 Crockery & appliances Portfolio of services and clients Portfolio of services and clients Portfolio of services and clients Portfolio of services and clients Portfolio of services and clients Portfolio of services and clients Catering for various dietary requirements(e.g. Halaal, vegetarian, vegan & kosher ) N/A OPS002 OPS003 Document Archives / Corporate Offsite Storage facilities Flowers and flower delivery services Electronic storage facilities (e.g. scanned documents) Portfolio of services and clients OPS004 Office Deco Services Portfolio of services and clients OPS005 OPS006 Office Furniture Office Maintenance OPS007 Security Services Alarm systems Access Control Systems CCTV Systems Arm Response Electrical Services Portfolio of services and clients Portfolio of services and clients Registration with the relevant national body FIN002 OPS008 OPS009 Portfolio of clients Portfolio of services and clients Portfolio of services and clients Portfolio of services and clients Portfolio of services and clients Portfolio of services and clients Portfolio of services and clients Registration with the relevant national body N/A OPS010 Maintenance contract for water purifying dispensers Pest Control Services OPS011 OPS012 OPS013 OPS014 OPS015 Recording Services Transcription Services Renovations and Restoration services Driver (Casual & Part time) Messenger or Delivery Services Portfolio of services and clients Portfolio of services and clients OPS016 Courier Services Portfolio of services and clients Portfolio of services and clients Portfolio of services and clients Portfolio of services and clients Portfolio of services and clients Page 5 of 22 Applicable NEDLAC Supplier Database Registration Documentation Code Product / Service OPS017 National International Fire Systems RES001 RES002 Research Services Economic Research RES003 Social Research RES004 Impact Evaluation RES005 Research Project Management RES006 Career Guides SCM001 SCM002 Dispute resolution experts General Legal services SCM003 Litigation SCM004 Conciliation, mitigation and arbitration NEDLAC knowledge, minimum 3 years experience in public sector legal services, labour law expertise SCM005 Contract drafting SCM006 Stationery (including photocopy paper; excluding computer consumables) Groceries (including cleaning products) NEDLAC knowledge, minimum 3 years experience in public sector legal services, labour law expertise Portfolio of services and clients SCM007 SCM008 Special Requirement Portfolio of services and clients Registration with the relevant national body N/A Knowledge and experience of conducting projects in Economic & Labour Market Analysis and Forecasting Knowledge and experience of conducting research projects in Economic Development & Labour arena minimum 3 yeaers experience Knowledge and experience in development, execution and reporting of impact evaluations minimum number of impact evaluations 3. Submit proof of have experience in managing research projects Knowledge and Experince in developing Career guides for various audiences using various forms of media Portfolio of services and clients Economic Development & Labour arena knowledge, minimum 3 years experience in public sector legal services, labour law expertise NEDLAC knowledge, minimum 3 years experience in public sector legal services, labour law expertise Delivery to the relevant NEDLAC offices Portfolio of services and clients ITS005 Computer Consumables (including toners, printer cartridges ,drum kits etc) IT Hardware / Software maintenance and repair IT Hardware distributors (PC's, Notebooks, Printer, servers, backup devices) IT Software: Microsoft software packages: software (Office, Visio, Project, etc) , licenses Software packages (Commercial Of The Shelve Software, antivirus) Network cabling (IT, data and voice) ITS006 UPS vendors and maintenance Portfolio of services and clients ITS007 Data Backup Services Portfolio of services and clients ITS008 Telephony (including fax related service*s) Portfolio of services and clients ITS009 STR001 Software development Strategic Planning N/A STR002 Teambuilding Portfolio of services and clients ITS001 ITS002 ITS003 ITS004 Portfolio of services and clients Portfolio of services and clients Portfolio of services and clients Portfolio of services and clients Portfolio of services and clients Portfolio of services and clients Page 6 of 22 Applicable NEDLAC Supplier Database Registration Documentation CONSULTANCY/PROFESSIONAL SERVICES Code Description Special Requirement CON001 Legal Proof of experience and contactable references CON002 Information Technology Proof of experience and contactable references CON003 Human Resources Proof of experience and contactable references CON004 Business Process Proof of experience and contactable references CON005 Project Management Proof of experience and contactable references CON006 Strategic Planning Competence in the specific unit standard CON007 Research Proof of experience and contactable references Page 7 of 22 Select NEDLAC Supplier Database Registration Documentation 3. VENDOR INFORMATION FORM Please complete this document accurately as the information contained herein is required for the following purposes: To support NEDLAC in the implementation of a system of preferences as required by the Preferential Procurement Policy Framework Act (No 5 of 2000). Failure to complete the form in full may result in the supplier not being considered for the awarding of any orders or contracts by the NEDLAC. PLEASE COMPLETE ALL PAGES. ORGANISATIONAL DETAIL Organisation Registered Name Organisation Trading Name Postal Address Physical Address Telephone no E-mail address Fax number Company registration number Company practice number Company professional number Tax clearance certificate number VAT registration number Participation Capacity (please tick one) Consultancy Consortium Partner Supplier Joint Venture Partner Other (please specify) Type of Organisation (please tick one) Sole Trader Close Corporation Ltd Public entity Organisational Classification Detail Principal Business activities Partnership (Pty) Ltd S(21) company Business Sector Number of years the organisation has been in business Total number of employees Page 8 of 22 NEDLAC Supplier Database Registration Documentation The financial manager/ external auditor/ CEO/Accounting Officer (whichever is relevant to your type of business) needs to confirm the following: The business/entity is: (Please indicate on each of these. Failure to do so may invalidate your Supplier Yes No Database registration) A going concern In a sound financial condition Have the financial and operational capacity to fulfill the contract requirements Full Names: ___________________________________________________ Signature: _____________________________________________________ Capacity: ______________________________________________________ Page 9 of 22 NEDLAC Supplier Database Registration Documentation 4. 1. DECLARATION OF INTEREST Any legal person, including persons employed by the principal, or persons having a kinship with persons employed by the principal, including a blood relationship, may make an offer or offers in terms of this invitation to Supplier Database registration. In view of possible allegations of favouritism, should the resulting Supplier Database registration, or part thereof, be awarded to persons employed by the principal, or to persons connected with or related to them, it is required that the Supplier 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 Supplier is employed by the principal; and/or the Supplier is a board member the legal person on whose behalf the Supplier Database registrationding document is signed, has a relationship with persons/a person who are/is involved in the evaluation and or adjudication of the Supplier Database registration(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 Supplier Database registration. 2. In order to give effect to the above, the following questionnaire must be completed and submitted with the Supplier Database registration. 2.1 Are you or any person connected with the Supplier, Yes No employed by the principal? 2.1.2 If so, state particulars: 2.2 Do you, or any person connected with the Supplier, have Yes any relationship (family, friend, other) with a person employed by the principal and who may be involved with the evaluation and or adjudication of this Supplier Database registration? 2.2.1 If so, state particulars No 2.3 No Are you, or any person connected with the Supplier, aware Yes of any relationship (family, friend, other) between the Supplier and any person employed by the principal who may be involved with the evaluation and or adjudication of this Supplier Database registration? 2.3.1 If so, state particulars I, The undersigned (Name) Hereby certify that the information furnished in paragraph 2.1 to 2.3.1 above is correct. I accept that the NEDLAC may act against me in terms of Paragraph 23 of the General Conditions of Contracts should this declaration prove to be false.. Signature and Capacity Date Page 10 of 22 NEDLAC Supplier Database Registration Documentation 6. PREFERENCE POINTS CLAIM FORM IN TERMS OF THE PREFERENTIAL PROCUREMENT REGULATIONS 2001 GENERAL CONDITIONS AND DEFINITIONS 80/20 RULE: Estimated Value Less Than R 1 000 000 Per Incident NB: BEFORE COMPLETING RELEVANT CLAIM FORMS, SUPPLIERS MUST CAREFULLY STUDY THE GENERAL CONDITIONS AND DEFINITIONS 1. GENERAL CONDITIONS 1.1 The preference point system is applicable to all Supplier Database registrations. 1.2 Failure on the part of a supplier to complete and sign a claim form may be interpreted to mean that preference points are not claimed. 1.3 NEDLAC reserves the right to require of a supplier, that he/she should substantiate any claim, in any manner required by NEDLAC. 2. GENERAL DEFINITIONS The defined works and expressions commencing with capital letters, shall have the meanings hereby assigned to them unless such meanings are inconsistent with the context of a particular tender or contract: 2.1 “Act” means the Preferential Procurement Framework Act, 2000 (Act No 5 of 2000) 2.2 “Agent” means a person mandated by another person (“the principal”) to do business for an on behalf of, or to represent in a business transaction, the principal, and thereby acquire rights for the principal against NEDLAC and incur obligations binding the principal in favour of NEDLAC. 2.3 “Comparative price” means the price after the factors of a non-firm price and all unconditional discounts that can be utilised have been taken into consideration. 2.4 “Consortium or Joint Venture” means an association of persons for the purpose of combining their expertise, property, capital, efforts, skill and knowledge in an activity for the execution of a contract. 2.5 “Contract” means the agreement that results from the acceptance of a tender by NEDLAC. 2.6 “Disability” means, in respect of a person, a permanent impairment of a physical intellectual, or sensory function, which results in restricted, or lack of, ability to perform an activity in the manner, or within the range, considered normal for a human being. 2.7 “Firm price” is the price that is only subject to adjustments in accordance with the actual increase or decrease resulting from the change, imposition, or abolition of customs or excise duty and other duty, levy, or tax which, in terms of a law or regulation is binding on the contractor and demonstrably has an influence on the price of any supplies, or the rendering costs of any service, for the execution of the contract. 2.8 “Historically Disadvantaged Individual (HDI)” means a South African citizen – 2.8.1 who has no franchise in national elections prior to the introduction of the Constitution of the Republic of South Africa, 1983 (Act No 110 of 1983) or the Constitution of the Republic of South Africa, 1993 (Act No 200 of 1993)(“the Interim Constitution”) and/or 2.8.2 who is a female; and/or 2.8.3 who has a disability. Provided that a person who obtained South African citizenship on or after the coming to effect of the Interim Constitution, is deemed not to be an HDI. 2.9 “Management” in relation to an enterprise or business, means an activity inclusive of control and performed on a daily basis, by any person who is a principal executive officer of the company, by whatever name the person may be designated. Page 11 of 22 NEDLAC Supplier Database Registration Documentation 2.10 “Non firm prices” means all prices other than “firm” prices. 2.11 “Person” includes reference to a juristic person. 2.12 “Rand value” means the total estimated value of a contract in Rand denomination which is calculated at the time of tender invitations and includes all applicable taxes and excise duties. 2.13 “Small, Medium and Micro Enterprises (SMME’s)” bears the same meaning assigned to this expression in the National Small Business Act, 1996 (Act No 102 of 1996). 2.14 “Sub-contracting” means the primary contractor’s assigning or leasing or making out work to, or employing, another person to support such primary contractor in the execution of part of a project in terms of the contract. 2.15 “Tender” means a written offer or Supplier Database registration in a prescribed or stipulated form in response to an invitation by an organ of state for the provision of services or goods. 2.16 “Trust” means the arrangement through which the property of one person is made over or bequeathed to a trustee to administer such property for the benefit of another person. 2.17 “Trustee” means any person, including the founder of a trust, to whom property is bequeathed in order for such property to be administered for the benefit of another person. PREFERENCE POINTS CLAIM FORM EQUITY OWNERSHIP 3. EQUITY OWNERSHIP 3.1 In terms of regulation 5 (2) and 6 (2 of the preferential procurement regulations pertaining to the Preferential Procurement Policy Framework Act, 2000 (Act No 5 of 2000) the preference points system must be awarded to a bidder for attaining the B-BBEE status level of contribution in accordance with the table below: Points awarded for B-BBEE Status Level of Contribution – B-BBEE Status Level of Number of points Contributor (80/20 system) 1 20 2 18 3 16 4 12 5 8 6 6 7 4 8 2 Non-compliant contributor 0 3.2 Bidders who qualify as EMEs (Exempt Micro Enterprises) in terms of the B-BBEE Act must submit a certificate issued by an Accounting Officer as contemplated in the CCA or a Verification Agency accredited by SANAS or a Registered Auditor. Registered auditors do not need to meet the prerequisite for IRBA’s approval for the purpose of conducting verification and issuing EMEs with B-BBEE Status Level Certificates. 3.3 Bidders other than EMEs must submit their original and valid B-BBEE status level verification certificate or a certified copy thereof, substantiating their B-BBEE rating issued by a Registered Auditor approved by IRBA or a Verification Agency Page 12 of 22 NEDLAC Supplier Database Registration Documentation accredited by SANAS. 3.4 A trust, consortium or joint venture, will qualify for points for their B-BBEE status level as a legal entity, provided that the entity submits their B-BBEE status level certificate. 3.5 A trust, consortium or joint venture will qualify for points for their B-BBEE status level as an unincorporated entity, provided that the entity submits their consolidated B-BBEE scorecard as if they were a group structure and that such a consolidated B-BBEE scorecard is prepared for every separate bid. 3.6 Tertiary institutions and public entities will be required to submit their B-BBEE status level certificates in terms of the specialized scorecard contained in the B-BBEE Codes of Good Practice. 3.7 A person will not be awarded points for B-BBEE status level if it is indicated in the bid documents that such a bidder intends sub-contracting more than 25% of the value of the contract to any other enterprise that does not qualify for at least the points that such a bidder qualifies for, unless the intended subcontractor is an EME that has the capability and ability to execute the sub-contract. 3.8 A person awarded a contract may not sub-contract more than 25% of the value of the contract to any other enterprise that does not have an equal or higher B-BBEE status level than the person concerned, unless the contract is sub-contracted to an EME that has the capability and ability to execute the sub-contract. (Continued on following page) Page 13 of 22 NEDLAC Supplier Database Registration Documentation 4. BID DECLARATION 4.1 Bidders who claim points in respect of B-BBEE Status Level of Contribution must complete the following: B-BBEE STATUS LEVEL OF CONTRIBUTION CLAIMED IN TERMS OF THE TABLE ABOVE B-BBEE Status Level of Contribution: …………. = ……………(maximum of 20 points) (Points claimed in must be in accordance with the table reflected in paragraph below and must be substantiated by means of a B-BBEE certificate issued by a Verification Agency accredited by SANAS or a Registered Auditor approved by IRBA or an Accounting Officer as contemplated in the CCA). 4.2 SUB-CONTRACTING Will any portion of the contract be sub-contracted? YES / NO (delete which is not applicable) If yes, indicate: (i) what percentage of the contract will be subcontracted? ............……………….…% (ii) the name of the sub-contractor? ………………………………………………………….. (iii) the B-BBEE status level of the sub-contractor? …………….. (iv) whether the sub-contractor is an EME? YES / NO (delete which is not applicable) Broad-Based Black Economic Empowerment B-BBEE Status: Please read notes below very carefully before completing. 4.3 Legislation: In terms of Section 38 of the PFMA the accounting officer of a department must ensure that the department has and maintains an appropriate procurement and provisioning system, which is fair, equitable, transparent, competitive and costeffective. 4.4 Terminology: Owned: Having all the customary elements of ownership, including the right of decision making and sharing all the risks and profits commensurate with the degree of ownership interests as demonstrated by an examination rather than the form of ownership arrangements. B-BBEE Status Level of Contribution: means broad-based black economic empowerment as defined in section 1 of the Broad-Based Black Economic Empowerment Act B-BBEE Status Level of Contribution: means the B-BBEE status received by a measured entity based on its overall performance using the relevant scorecard contained in the Codes of Good Practice on Black Economic Empowerment, issued in terms of section 9(1) of the Broad-Based Black Economic Empowerment Act; EME: means any enterprise with annual total revenue of R5 million or less. 4.5 Declaration: I/we the undersigned acknowledge(s) that: The information furnished is true and correct. The B-BBEE claimed is in accordance with the new Preferential Procurement Policy Framework Act 2000 (PPPFA). Any conflict of interest will be declared in the comment space below. ____________________________ SIGNATURE OF OWNER OR AUTHORISED REPRESENTATIVE DATE ________________ ___________________________ SIGNATURE OF OWNER OR AUTHORISED REPRESENTATIVE DATE ________________ Page 14 of 22 NEDLAC Supplier Database Registration Documentation 7. GENERAL CONDITIONS OF CONTRACT (Continued on following page) Page 15 of 22 NEDLAC Supplier Database Registration Documentation Page 16 of 22 NEDLAC Supplier Database Registration Documentation Page 17 of 22 NEDLAC Supplier Database Registration Documentation Page 18 of 22 NEDLAC Supplier Database Registration Documentation Page 19 of 22 NEDLAC Supplier Database Registration Documentation Page 20 of 22 NEDLAC Supplier Database Registration Documentation Page 21 of 22 NEDLAC Supplier Database Registration Documentation Page 22 of 22
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