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Request for Proposal/Tender: AFF T01/2015
REQUEST FOR PROPOSALS/TENDER
TENDER NUMBER:
AFF: T01/2015
DESCRIPTION:
The purpose of this Request for Proposals (“RFP”) is to request
proposals from suitably qualified service provider for the project
management, development and implementation of a web based
Fidelity Fund Certificate application, payment and certificate
issuing system, including related databases and interfaces, for
the Attorneys Fidelity Fund and the respective Law Societies.
PUBLISHED DATE:
6 March 2015
CLOSING:
Date: 15 April 2015
Time: 12h00 Noon
VALIDITY PERIOD:
40 days
BID RESPONSES
MUST BE HAND
DELIVERED /
COURIERED TO:
Attorneys Fidelity Fund
5th Floor Waalburg Building
28 Wale Street
Cape Town
Attention: Ms Ateeqah Salie
Notes: Bidders must ensure that they sign the register at reception when delivering
their bids.
Bidders should ensure that bids are delivered in time to the correct address. If the bid is late,
it shall not be accepted for consideration. The reception is generally accessible 8 hours a
day (08h30 to 16h30); 5 days a week (Monday to Friday). Bidders must ensure that they
sign the register at the reception when delivering bids. Bidders must advise their couriers of
the instruction above to avoid misplacement of bid responses.
AFF: T01/2015
Page 1 of 33
6 March 2015
Service Provider: ___________________________________ Signature:_______________
Request for Proposal/Tender: AFF T01/2015
TABLE OF CONTENTS
Tenderers are to ensure that they have received all pages of this document, which consist of
the following documents:
PART A: TENDER INSTRUCTIONS & REQUIREMENTS
Content
Page
1. Invitation to Tender
3
2. Price Declaration by the Tenderer
6
3. Validity of Tender for the Period of Acceptance
7
4. Declaration of Interest
8
5. Certificate of Independent Bid Determination
12
6. General Conditions of Tender
15
7. Tax Clearance Requirements
17
8. Preference Points Claim in terms of the
Procurement Policy
18
9. Timeframes
21
10. Tender/ Bid Declaration (Service Providers
Declaration Form)
22
PART B: TERMS OF REFERENCE
11. Project Terms of Reference
AFF: T01/2015
Part B, 1 - 5
Page 2 of 33
6 March 2015
Service Provider: ___________________________________ Signature:_______________
Request for Proposal/Tender: AFF T01/2015
1. INVITATION TO TENDER
Tender
number:
AFF T01/2015
Closing
date:
31 March 2015
Closing
time:
12h00 Noon
DESCRIPTION
The purpose of this Request for Proposals (“RFP”) is to request
proposals from suitably qualified service provider for the project
management, development and implementation of a web based
Fidelity Fund Certificate application, payment and certificate
issuing system, including the related databases and interfaces,
for the Attorneys Fidelity Fund and the respective Law Societies.
SCOPE INITIATIVE
The Attorneys Fidelity Fund is underway on an initiative to
improve and align core and support business processes, and
resulting areas for improvement in its technology applications.
VALIDITY
60 days from the closing date of the tender
TENDER DOCUMENTS MUST BE PLACED IN THE TENDER BOX AS PER DETAILS
BELOW:
Attorneys Fidelity Fund
5th Floor Waalburg Building
28 Wale Street
Cape Town
Faxed or E-mailed tenders will NOT be accepted and will be disqualified. Tenderers should
ensure that their tender document is placed in the tender box before the closing date and
time at the correct address. If the tender is late, it will not be accepted for consideration.
All Tenderers must furnish the following particulars and include it in their submission (Failure
to do so may result in your bid being disqualified).
Name of Tenderer
Registration number
AFF: T01/2015
Page 3 of 33
6 March 2015
Service Provider: ___________________________________ Signature:_______________
Request for Proposal/Tender: AFF T01/2015
In case of a consortium/joint venture, full details on consortium/joint venture members:
(1)
Name of Entity
Registration number
VAT registration
number
Tax Clearance
Certificate submitted
Yes
No
Yes
No
Yes
No
(2)
Name of Entity
Registration number
VAT registration
number
Tax Clearance
Certificate submitted
(3)
Name of Entity
Registration number
VAT registration
number
Tax Clearance
Certificate submitted
AFF: T01/2015
Page 4 of 33
6 March 2015
Service Provider: ___________________________________ Signature:_______________
Request for Proposal/Tender: AFF T01/2015
Name of contracting entity in case of a consortium/joint venture:
Name of Tenderer
Registration number
VAT registration
number
Postal address
Street address
Contact details of responsible person who will act on behalf of the entity/consortium/joint
venture:
Name and Surname
Position
Telephone number
Code:
Number:
Code:
Number:
Cell number
Facsimile number
E-mail address
AFF: T01/2015
Page 5 of 33
6 March 2015
Service Provider: ___________________________________ Signature:_______________
Request for Proposal/Tender: AFF T01/2015
2. PRICE DECLARATION BY THE TENDERER
I/ We have examined the information provided in your tender document and offer to
undertake the work prescribed in accordance with the requirements as set out in the tender
document. The tender price quoted in this tender is valid for the stipulated period. We
confirm the availability of the proposed team members. We confirm that this tender will
remain binding upon us and may be accepted by you at any time before the expiry date.
Name and Surname
Signature
Date
Are you duly
authorised to commit
the tender
Yes
No
Capacity under
which this tender is
signed
The TOTAL TENDER PRICE is the all-inclusive price taking the various pricing elements of
the pricing schedule and adding them all together:
TOTAL TENDER
PRICE note 1
R
Note 1: Total Cost of Ownership (TCO) to the Attorneys Fidelity Fund, inclusive of VAT
AFF: T01/2015
Page 6 of 33
6 March 2015
Service Provider: ___________________________________ Signature:_______________
Request for Proposal/Tender: AFF T01/2015
3. VALIDITY OF TENDER FOR THE PERIOD OF ACCEPTANCE
Validity of tenders for the period of acceptance:
The tender price shall be open for acceptance for a period of at least 60 calendar days after
the closing date of the tender. It should be noted that Tenderers may offer a shorter validity
period, but their bid may in that event, be disregarded for this reason. State if tender prices
shall be fixed or are subject to escalation in terms of a formula defined in the tender, or to be
defined by the tenderer, as applicable.
The tender holds good until: __________________________________________________
(State alternative period)
Print name : _______________________________________
Signature of Tenderer: _______________________________
Name of Company : _________________________________
Date : ____________________________________________
AFF: T01/2015
Page 7 of 33
6 March 2015
Service Provider: ___________________________________ Signature:_______________
Request for Proposal/Tender: AFF T01/2015
4. DECLARATION OF INTEREST
4.1. Any legal person, including persons employed by the Fund, the Attorneys Insurance
Indemnity Fund, the respective Law Societies, or the Law Society of South Africa,
persons having a kinship with persons employed by the Fund, the respective Law
Societies, or the Law Society of South Africa, including a blood relationship, may make
an offer or offers in terms of this invitation to bid/tender. In view of possible allegations
of favouritism, should the resulting bid or part thereof, be awarded to persons
employed by the Fund, the respective Law Societies, or the Law Society of South
Africa, 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 where –

The bidder is employed by the state; and/or

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 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.
4.2. In order to give effect to the above, the following must be completed and
submitted with the bid.
Full name of bidder or
his/her representative
Identity number
Position occupied in
the Company (director,
trustee, shareholder,
etc.)
Company registration
number
Tax reference number
VAT registration
number
AFF: T01/2015
Page 8 of 33
6 March 2015
Service Provider: ___________________________________ Signature:_______________
Request for Proposal/Tender: AFF T01/2015
4.2.1. The names of all directors /trustees/shareholders/members, their individual identity
numbers, tax reference numbers and, if applicable, employee numbers, must be
indicated in paragraph __ below.
4.2.2. Are you or any person connected with the bidder presently employed by the Attorneys
Fidelity Fund, the Attorneys Insurance Indemnity Fund, the respective Law Societies
and/or the Law Society of South Africa.
YES
/
NO
4.2.3. If so, furnish the following particulars:
Name of person/
director/trustee/member/
shareholder
Name of institution at
which you or the person
connected to the bidder
is employed
Position occupied in the
institution
Any other relevant
particulars
4.2.4. If you are presently employed by the Attorneys Fidelity Fund, the Attorneys Insurance
Indemnity Fund, the respective Law Societies and/or the law Society of South Africa,
did you obtain the appropriate authority to undertake remunerative work outside your
employment.
YES
/
NO
4.2.4.1. If yes, did you attach proof of such authority to the bid document?
YES
/
NO
4.2.4.2. If no, please furnish reasons for non-submission of such proof.
AFF: T01/2015
Page 9 of 33
6 March 2015
Service Provider: ___________________________________ Signature:_______________
Request for Proposal/Tender: AFF T01/2015
4.2.5. Did you or your spouse, or any of the company’s directors/trustees/shareholders/
members or their spouses conduct business with the Attorneys Fidelity Fund, the
Attorneys Insurance Indemnity Fund, the respective Law Societies and/or the Law
Society of South Africa in the previous twelve months?
YES
/
NO
4.2.5.1. If so, please furnish particulars.
4.2.6. Did you or any person connected with the bidder, have any relationship (family, friend,
other) with a person employed by the Attorneys Fidelity Fund, the Attorneys Insurance
Indemnity Fund, the respective Law Societies and/or the Law Society of South Africa,
and who may be involved with the evaluation and/or adjudication of this bid?
YES
/
NO
4.2.6.1. If so, please furnish particulars.
4.2.7. Are you or any person connected with the bidder, aware of any relationship (family,
friend, other) between any other bidder and any person employed by the Attorneys
Fidelity Fund, the Attorneys Insurance Indemnity Fund, the respective Law Societies
and/or the Law Society of South Africa, who may be involved with the evaluation
and/or adjudication of this bid?
YES
/
NO
4.2.7.1. If so, please furnish particulars.
AFF: T01/2015
Page 10 of 33
6 March 2015
Service Provider: ___________________________________ Signature:_______________
Request for Proposal/Tender: AFF T01/2015
4.2.8. Do you or any of the directors/trustees/shareholders/members of the company have
any interest in any other related companies whether or not they are bidding for this
contract?
YES
/
NO
4.2.8.1. If so, please furnish particulars.
4.2.9. Full details of directors/trustees/shareholders/members
Full Names
Identity Number
Personal Tax
Reference Number
Employee number
DECLARATION
I, THE UNDERSIGNED (Name) _______________________________________________
CERTIFY THAT THE INFORMATION FURNISHED IN PARAGRAPHS 4.2.1 to 4.2.9
ABOVE IS CORRECT. I ACCEPT THAT THE ATTORNEYS FIDELITY FUND MAY
REJECT THE BID OR ACT AGAINST ME SHOULD THIS DECLARATION PROVE TO BE
FALSE.
Signature: ___________________________
Name:__________________________
Position: ____________________________
Date: __________________________
AFF: T01/2015
Page 11 of 33
6 March 2015
Service Provider: ___________________________________ Signature:_______________
Request for Proposal/Tender: AFF T01/2015
5. CERTIFICATE OF INDEPENDENT BID DETERMINATION
5.1. This Standard Bidding Document (SBD) must form part of all bids¹ invited/ submitted.
5.2. Section 4 (1) (b) (iii) of the Competition Act No. 89 of 1998, as amended, prohibits an
agreement between, or concerted practice by, firms, or a decision by an association of
firms, if it is between parties in a horizontal relationship and if it involves collusive
bidding (or bid rigging).² Collusive bidding is a per se prohibition meaning that it
cannot be justified under any grounds.
5.3. Treasury Regulation 16A9 prescribes that accounting officers and accounting
authorities must take all reasonable steps to prevent abuse of the supply chain
management system and authorizes accounting officers and accounting authorities to:
5.3.1. disregard the bid of any bidder if that bidder, or any of its directors have
abused the institution’s supply chain management system and or committed
fraud or any other improper conduct in relation to such system.
5.3.2. cancel a contract awarded to a supplier of goods and services if the supplier
committed any corrupt or fraudulent act during the bidding process or the
execution of that contract.
5.4. This SBD serves as a certificate of declaration that would be used by institutions to
ensure that, when bids are considered, reasonable steps are taken to prevent any
form of bid-rigging.
5.5. In order to give effect to the above, the attached Certificate of Bid Determination must
be completed and submitted with the bid:
¹ Includes price quotations, advertised competitive bids, limited bids and proposals.
² Bid rigging (or collusive bidding) occurs when businesses, that would otherwise be
expected to compete, secretly conspire to raise prices or lower the quality of goods and / or
services for purchasers who wish to acquire goods and / or services through a bidding
process. Bid rigging is, therefore, an agreement between competitors not to compete.
AFF: T01/2015
Page 12 of 33
6 March 2015
Service Provider: ___________________________________ Signature:_______________
Request for Proposal/Tender: AFF T01/2015
CERTIFICATE OF INDEPENDENT BID DETERMINATION
I, the undersigned, in submitting the accompanying bid:
_________________________________________________________________________
(Bid Number and Description)
in response to the invitation for the bid made by:
_________________________________________________________________________
(Name of Institution)
do hereby make the following statements that I certify to be true and complete in every
respect:
I certify, on behalf off:
_____________________________________________________________________ that:
(Name of Bidder)
1. I have read and I understand the contents of this Certificate;
2. I understand that the accompanying bid will be disqualified if this Certificate is found
not to be true and complete in every respect;
3. I am authorized by the bidder to sign this Certificate, and to submit the accompanying
bid, on behalf of the bidder;
4. Each person whose signature appears on the accompanying bid has been
authorized by the bidder to determine the terms of, and to sign the bid, on behalf of
the bidder;
5. For the purposes of this Certificate and the accompanying bid, I understand that the
word “competitor” shall include any individual or organization, other than the bidder,
whether or not affiliated with the bidder, who:
(a) has been requested to submit a bid in response to this bid invitation;
(b) could potentially submit a bid in response to this bid invitation, based on their
qualifications, abilities or experience; and
(c) provides the same goods and services as the bidder and/or is in the same
line of business as the bidder.
6. The bidder has arrived at the accompanying bid independently from, and without
consultation, communication, agreement or arrangement with any competitor.
AFF: T01/2015
Page 13 of 33
6 March 2015
Service Provider: ___________________________________ Signature:_______________
Request for Proposal/Tender: AFF T01/2015
However communication between partners in a joint venture or consortium³ will not
be construed as collusive bidding.
7. In particular, without limiting the generality of paragraphs 6 above, there has been no
consultation, communication, agreement or arrangement with any competitor
regarding:
(a) prices;
(b) geographical area where product or service will be rendered (market
allocation);
(c) methods, factors or formulas used to calculate prices;
(d) the intention or decision to submit, or not to submit a bid;
(e) the submission of a bid which does not meet the specifications and conditions
of the bid; or
(f) bidding with the intention not to win the bid.
8. In addition, there have been no consultations, communications, agreements or
arrangements with any competitor regarding the quality, quantity, specifications and
conditions or delivery particulars of the products or services to which this bid
invitation relates.
9. The terms of the accompanying bid have not been, and will not be, disclosed by the
bidder, directly or indirectly, to any competitor, prior to the date and time of the official
bid opening or of the awarding of the contract.
³ Joint venture or Consortium 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.
10. I am aware that, in addition and without prejudice to any other remedy provided to
combat any restrictive practices related to bids and contracts, bids that are
suspicious will be reported to the Competition Commission for investigation and
possible imposition of administrative penalties in terms of section 59 of the
Competition Act No 89 of 1998 and or may be reported to the National Prosecuting
Authority (NPA) for criminal investigation and or may be restricted from conducting
business with the public sector for a period not exceeding ten (10) years in terms of
the Prevention and Combating of Corrupt Activities Act No 12 of 2004 or any other
applicable legislation.
Signature: ___________________________
Name:__________________________
Position: ____________________________
Date: __________________________
AFF: T01/2015
Page 14 of 33
6 March 2015
Service Provider: ___________________________________ Signature:_______________
Request for Proposal/Tender: AFF T01/2015
6. GENERAL CONDITIONS OF TENDER
6.1. It is an absolute condition of the tender that the taxes of the tenderer must be in order,
or that suitable arrangements have been made with the Receiver of Revenue to satisfy
them.
6.2. An Original, Valid, Tax Clearance Certificate must be submitted as an original with the
tender proposal on or before the closing date and time of the tender. Failure to submit
an original and valid Tax Clearance Certificate may invalidate your tender.
6.3. Each party to a consortium/ sub-contractors submits a separate original and valid Tax
Clearance Certificate. Copies of the Application for a Tax Clearance Certificate are
available at any Receiver’s Office.
6.4. Tender forms contained within Part A of the Tender Document requesting information
have been drawn up so that certain essential information is to be furnished in a
specific manner and format. Any additional particulars shall be furnished in a separate
annexure.
6.5. The tender forms must not be retyped or re-drafted but photocopies may be prepared
and used.
6.6. Tender forms should not be filled in by means of mechanical devices, for example
typewriters. Black ink must be used to fill in tenders.
6.7. Tenderers shall check the numbers of the pages and satisfy them that none are
missing or duplicated. No liability shall be accepted in regard to claims arising from the
fact that pages are missing or duplicated.
6.8. Tenderers shall clearly state whether or not prices will remain firm for the duration of
the contract. Only firm prices will be accepted. Non-firm prices (including prices subject
to rates of exchange of variations) will not be considered. In cases where different
delivery points influence the pricing, a separate pricing schedule must be submitted for
each delivery point.
6.9. All prices shall be quoted in South African currency and be VAT inclusive.
6.10. Unless specifically provided for in the tender document, no tenders submitted may be
transmitted by telegram, telex, facsimile, e-mail or similar apparatus and will not be
considered.
6.11. The Attorneys Fidelity Fund reserves the right to withdraw this tender.
6.12. These conditions form part of the tender general conditions and failure to comply
therewith will invalidate your tender.
AFF: T01/2015
Page 15 of 33
6 March 2015
Service Provider: ___________________________________ Signature:_______________
Request for Proposal/Tender: AFF T01/2015
6.13. The service provider’s company letterhead must be used for the proposal’s cover letter
and reflect the company’s name and address.
6.14. The correct Tender Reference Number (See the front page of this RFP for the Tender
Number) and service provider’s company name must appear on all pages including the
proposal.
6.15. All pages of the proposal must be initialled by the responsible person.
6.16. All bidders responding to this Tender must be prepared to schedule a visit the offices
of the Attorneys Fidelity Fund or to another location upon request. In addition, bidders
may be interviewed as part of the selection process.
6.17. The Attorneys Fidelity Fund is not responsible for any expense incurred in preparing
and submitting a Proposal or taking any action in connection with the selection
process, or for the costs of any services performed in connection with submission of a
Proposal.
6.18. Late submissions will not be accepted. A submission will be considered late if it arrives
only a second after 12:00 or any time thereafter. The tender shall be locked at exactly
12:00 and tenders arriving late will not be accepted under any circumstances.
Tenderers are therefore strongly advised to ensure that their tenders be dispatched
allowing enough time for any unforeseen events that may delay the delivery of the
tender.
AFF: T01/2015
Page 16 of 33
6 March 2015
Service Provider: ___________________________________ Signature:_______________
Request for Proposal/Tender: AFF T01/2015
7. TAX CLEARANCE REQUIREMENTS
7.1. It is a tender condition that the taxes of the successful bidder must be in order, or that
satisfactory arrangements have been made with the South African Revenue Services
(SARS) to meet the bidder’s tax obligations. Should a Tax Clearance Application be in
progress, then proof from SARS must be provided that an application is in progress.
7.2. In order to meet this requirement, bidders are required to obtain from SARS and
complete in full the “Application for a Tax Clearance Certificate” and submit it to any
SARS branch office nationally.
7.3. Application for the Tax Clearance Certificate may also be made via e-Filling. In order
to use this provision, taxpayers will need to register with SARS as an e-Filer through
the SARS website.
7.4. Tax clearance requirements are also applicable to foreign bidders/individuals who wish
to submit bids.
7.5. SARS will verify that the bidder’s tax matters are in order and furnish the bidder with a
original Tax Clearance Certificate which will be valid for a period of one year from date
of approval.
7.6. The original, valid Tax Clearance Certificate must be submitted together with the
bid/tender proposal. Failure to submit original, valid Tax Clearance Certificate will
result in the bid/tender proposal being invalidated. Certified copies of the Tax
Clearance Certificate will not be accepted.
7.7. In bids where Consortia/Joint Ventures/Sub-Contractors are involved, each party must
submit a separate original, valid Tax Clearance Certificate. Certified copies of the Tax
Clearance Certificate will not be accepted.
AFF: T01/2015
Page 17 of 33
6 March 2015
Service Provider: ___________________________________ Signature:_______________
Request for Proposal/Tender: AFF T01/2015
8. PREFERENCE POINTS CLAIM IN TERMS OF THE SUPPLY CHAIN POLICY
The preference point system will be applied in the adjudication of all bids/tenders.
8.1. GENERAL CONDITIONS
8.1.1. In order to give preference to affirmable enterprises, proposals from prospective
providers/suppliers, procurement will be evaluated on a point-scoring system as
follows:

For values not exceeding R100 000 - the 80/20 preference point system is used.

For values exceeding R100 000 - the 90/10 preference point system is used.
8.1.2. Points are allocated as follows:
Criteria
80/20 point scoring
system
90/10 point scoring
system
Price / Functionality
80 points
90 points
Equity Ownership
4 points
2 points
Management
2 points
1 point
Employment Equity
2 points
1 point
Skills Transfer
4 points
2 points
Women
4 points
2 points
Disability
2 points
1 point
Locality/SME/SMME/other
2 points
1 point
8.2. ADJUDICATION USING A POINT SYSTEM
8.2.1. Tenders will be evaluated on Functionality and Price as well as HDI.
8.2.2. A specified minimum number of points must be scored for functionality to qualify for
further adjudication, and points for qualifying bids will be combined with the points
scored for price which will not exceed 80 or 90 points dependant on which point
system is applicable.
8.2.3. Preference points shall be calculated after prices have been brought to a comparative
basis.
AFF: T01/2015
Page 18 of 33
6 March 2015
Service Provider: ___________________________________ Signature:_______________
Request for Proposal/Tender: AFF T01/2015
8.2.4. Points scored will be rounded off to 2 decimal places.
8.2.5. The tender obtaining the highest number of points will be awarded the contract.
8.3. POINTS AWARDED FOR FUNCTIONALITY AND PRICE
8.3.1. The 80/20 or 90/10 preference point system will be applied in the adjudication of all
bids/tenders. A specified minimum number of points for functionality must be scored to
qualify for further adjudication. Points for functionality and price will be established
separately for each individual tender and calculated in accordance with the provisions
stated within the policy. The functionality points for qualifying bids/tenders will be
combined with the points scored for price which will not exceed 80 or 90 points.
8.3.2. Ownership
Points will be allocated for ownership of an enterprise by HDIs
51 - 100% = 2 points
25.1 - 50% = 1 point
8.3.3. Management
Only the executive management of the enterprise will qualify for a maximum of 1 point
should the enterprise be managed by 50,1% or more HDIs at the executive level.
8.3.4. Employment Equity
Enterprises will qualify for a maximum of 1 point should their staff complement
comprise 50% or more people from historically disadvantaged communities. To this
effect, tenderers must substantiate any claim for this point by submitting a certificate
from the Department of Labour regarding their staff complement and positions held
within.
8.3.5. Skills development
A maximum of 2 points will be allocated for either of the two elements as follows:
Employees within the enterprise – 2; or
Transfer of skills to JV partners – 2.
Tenderers must indicate in their tender submission the point/s claimed and
substantiate what skills transfer have taken place in terms of their employees or how
will this be managed during the execution of the contract.
8.3.6. Women
In this respect, there is no distinction between women in terms of designated groups
and all women shall therefore qualify for a maximum of 2 points as follows:
Ownership – 25% or more = 1 point
Management – 25% or more = 1 point
8.3.7. Disability
An enterprise will qualify for a maximum of 1 point should any of their owners or
employees fall into this category.
AFF: T01/2015
Page 19 of 33
6 March 2015
Service Provider: ___________________________________ Signature:_______________
Request for Proposal/Tender: AFF T01/2015
8.3.8. Locality
A maximum of 1 point will be allocated for an enterprise that is located within the
boundaries of a designated municipal area in which the relevant office of the AFF is
situated (Cape Town and/or Centurion).
8.3.9. Locality
The value of tender attributable to sub-contractors is limited to 25%.
8.3.10. The 80/20 or 90/10 preference point allocation systems
A maximum of 80 or 90 points is allocated for functionality and price where the total
combined points allowed for functionality and price, may not exceed 80 or 90 points:
80/20
90/10
Np= 90{1 – (P - Pm)}
Pm
Where
AFF: T01/2015
Np
=
or
Np= 90{1 – (P - Pm)}
Pm
the number of tender adjudication points awarded for
price
Pm =
the price of lowest responsive tender, adjusted to a
common base if applicable
P =
the price of the responsive tender under consideration,
adjusted to a common base if applicable.
Page 20 of 33
6 March 2015
Service Provider: ___________________________________ Signature:_______________
Request for Proposal/Tender: AFF T01/2015
9. TIME FRAMES
Published date
6 March 2015
Closing date
15 April 2015
Validity period
40 days
Project completion
30 September 2015
AFF: T01/2015
Page 21 of 33
6 March 2015
Service Provider: ___________________________________ Signature:_______________
Request for Proposal/Tender: AFF T01/2015
10. TENDER BID DECLARATION
Tenderers who claim points in respect of equity ownership must complete the service
providers declaration form (Service Provider Declaration Form) below.
AFF: T01/2015
Page 22 of 33
6 March 2015
Service Provider: ___________________________________ Signature:_______________
Request for Proposal/Tender: AFF T01/2015
SERVICE PROVIDER DECLARATION FORM
NB: Should your FORM not be completed in full with your Tender/Proposal will be rejected.
Information in this questionnaire received will be treated with confidentiality.
Company name:
Completed by:
(Full name and surname)
Designation
Date
IMPORTANT NOTES: PLEASE READ CAREFULLY
To be completed by all Service Providers responding to a tender/ proposal or upon
registration as an approved service provider on the procurement data base;
The application must be completed in full, be signed and commissioned by a Commissioner
of Oaths where required.
A company profile must accompany the registration form but will not be accepted as a
substitute for the application form – all fields on the application form must be completed by
the tenderer.
Attached the following:





Valid original Tax Clearance Certificate
Copy of Registration Certificate (CC or Pty Ltd), Articles of Association and
Memorandum of Agreement, whichever is applicable.
Company profile including experience.
A copy of the previous three years audited/ signed-off financial statements.
Copies of SABS or any other rating or accreditation, certificates etc. where
applicable.
AFF: T01/2015
Page 23 of 33
6 March 2015
Service Provider: ___________________________________ Signature:_______________
Request for Proposal/Tender: AFF T01/2015
SERVICE PROVIDER DETAILS
Registered name of the
Company
Trading name of the
Company
Company/ Close
Corporation Registration
Number
VAT Registration Number
Income Tax Reference
Number
Telephone Number
Fax Number
Web Address
E-mail Address
Business Physical Address
Postal Address
Name of Contact Person
Contact Numbers Cell
AFF: T01/2015
Page 24 of 33
6 March 2015
Service Provider: ___________________________________ Signature:_______________
Request for Proposal/Tender: AFF T01/2015
SERVICE PROVIDER DETAILS
Type of firm
(Please √ the relevant box
or boxes)











Public Company
Private Company
Closed Corporation
Sole Proprietor
Partnership
Trust
Section 21 Company
Government/Parastatal
Joint Venture
Consortium
Other, specify:
_______________________________________
Participation capacity
(Please √ the relevant box
or boxes)













Prime Contractor
Sub-Contractor
Supplier
Developer
Services including Professional
Manufacturer
Repairer
ISO Listed
Importer
Exporter
Distributor
Sales
Other, specify:
_______________________________________
Small, medium, micro
enterprise (smme) status
Please √ the relevant box
or boxes)
Total number of employees
AFF: T01/2015





Micro
Very small
Small
Medium
Large
Full time
Number:
Part time
Number:
Page 25 of 33
6 March 2015
Service Provider: ___________________________________ Signature:_______________
Request for Proposal/Tender: AFF T01/2015
SERVICE PROVIDER DETAILS
List of all partners, proprietors and shareholders
Name
and
Surname
Identity
Number
Citizenship
Date of
% of
Ownership Ownership
% Voting
Status
(HDI,
Woman,
Disabled)
List and identify any owner or management office bearer who has an ownership interest in
another firm
Name
and
Surname
Identity
Number
Citizenship
Date of
% of
Ownership Ownership
% Voting
Status
(HDI,
Woman,
Disabled)
List and identify any owner or management officer who is an employee or has duties in
another business
Name
and
Surname
Identity
Number
AFF: T01/2015
Citizenship
Date of
% of
Ownership Ownership
Page 26 of 33
% Time
Devoted
Status
(HDI,
Woman,
Disabled)
6 March 2015
Service Provider: ___________________________________ Signature:_______________
Request for Proposal/Tender: AFF T01/2015
SERVICE PROVIDER DETAILS
Indicate by name and status, those individuals in the firm (including owners and nonowners) responsible for the day to day management and business decisions
Activity
Name and
Surname
Race
Gender
Disabled
(Yes/No)
Financial Decisions
Cheque signing
Acquisition of
lines of credit
Sureties
Major
purchases or
acquisitions
Signing of
contract
Management Decisions
Estimating
Marketing and
sales operations
Hiring and firing
of management
Supervision of
office personnel
Supervision of
field/production
activities
AFF: T01/2015
Page 27 of 33
6 March 2015
Service Provider: ___________________________________ Signature:_______________
Request for Proposal/Tender: AFF T01/2015
SERVICE PROVIDER DETAILS
Client details where similar projects to this tender have been undertaken
Company/Institution name
Address
Contact person and number
Value of contract and date
Description of work
Company/Institution name
Address
Contact person and number
Value of contract and date
Description of work
Company/Institution name
Address
Contact person and number
Value of contract and date
AFF: T01/2015
Page 28 of 33
6 March 2015
Service Provider: ___________________________________ Signature:_______________
Request for Proposal/Tender: AFF T01/2015
Description of work
SERVICE PROVIDER DETAILS
List your current main clients below
Company/Institution name
R-value per annum and
turnover %
R
%
R
%
R
%
R
%
Contact person and number
Company/Institution name
R-value per annum and
turnover %
Contact person and number
Company/Institution name
R-value per annum and
turnover %
Contact person and number
Company/Institution name
R-value per annum and
turnover %
Contact person and number
AFF: T01/2015
Page 29 of 33
6 March 2015
Service Provider: ___________________________________ Signature:_______________
Request for Proposal/Tender: AFF T01/2015
SERVICE PROVIDER DETAILS
General
Did the firm exist under a previous
name?
YES / NO
If YES, what was its previous name?
Does your company or any of its
employees have a vested interest in
the Attorneys Fidelity Fund, the
Attorneys Insurance Indemnity Fund,
the respective Law Societies and/or
the Law Society of South Africa
YES / NO
Indicate as to whether any of the
partners, proprietors and
shareholders is in the service of the
Attorneys Fidelity Fund, the Attorneys
Insurance Indemnity Fund, the
respective Law Societies and/or the
Law Society of South Africa, or has
been in their service in the previous
twelve months
Name:
If YES, state where the said employee/s have
such vested interest
Institution:
Description:
At what % of full capacity are you
operating?
What % of work, directly or indirectly,
is for the Attorneys Fidelity Fund, the
Attorneys Insurance Indemnity Fund,
the respective Law Societies and/or
the Law Society of South Africa
Have you been previously on the
approved supplier list of the
Attorneys Fidelity Fund, the Attorneys
AFF: T01/2015
YES / NO
If YES, specify
Page 30 of 33
6 March 2015
Service Provider: ___________________________________ Signature:_______________
Request for Proposal/Tender: AFF T01/2015
Insurance Indemnity Fund, the
respective Law Societies and/or the
Law Society of South Africa
SERVICE PROVIDER DETAILS
What was your average turnover
(excluding VAT) during the previous
three financial years?
Who are your present
material/equipment/services
suppliers or provider
Does your company have an afterhours service policy?
YES / NO
If YES, specify
Are warranties offered on new items/
repairs, etc?
YES / NO
If YES, state particulars
AFF: T01/2015
Page 31 of 33
6 March 2015
Service Provider: ___________________________________ Signature:_______________
Request for Proposal/Tender: AFF T01/2015
BANKING DETAILS
I/We hereby request and authorize you to pay any amounts which accrue to me/us to the
credit of my/our bank account with the below-mentioned bank. I/we understand that the
credit transfer hereby authorized will be processed by computer through a system known as
Electronic Funds Transfer and I/we also understand that no additional advice of payment will
be provided by my/our bank, but details of each payment will be printed on my/our bank
statement or any accompanying voucher. (This does not apply where it is not customary for
banks to issue bank statements.) I/we understand that a payment will be applied by the
Attorneys Fidelity Fund in the normal way, and that it will indicate the date on which funds
will be available in my/our account.
Bank account name:
Name of Bank:
Branch code and
name:
Account number:
Type of account



Cheque/current
Savings
Transmission
Bank details to be certified as correct by DATE STAMP of BANK
Name and Surname:
Signature:
Designation:
Telephone number and
code:
Fax number and code
AFF: T01/2015
Page 32 of 33
6 March 2015
Service Provider: ___________________________________ Signature:_______________
Request for Proposal/Tender: AFF T01/2015
I/We the undersigned, acknowledge(s) that:
The information furnished is true and correct
 The B-BBEE points claimed is in accordance with the General Conditions contained
within this document
 Any conflict of interest has been declared in writing
 An official AFF Purchase Order will be accepted
 Payment of any goods delivered or services rendered will be effected in terms of the
subsequent engagement/appointment agreement
Name and Surname:
Signature:
(Duly authorised to
sign)
On behalf of:
(Name of Firm)
Physical address:
Telephone number
and code
Date
REGISTERED COMMISSIONER OF OATHS:
Commissioner’s stamp with
registered number
Signature:
Date:
Failure to have a copy of this
document signed by a
Commissioner of Oaths may
invalidate this tender/proposal
submission
AFF: T01/2015
Page 33 of 33
6 March 2015
Service Provider: ___________________________________ Signature:_______________