Tender BID QA
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Tender BID QA

Tender Preparation Time

We require a minimum of 10 days working days before the closing date of the tender, if the bid is more than 10 Million we require a minimum of 15 working days before the closing date of the tender. The Preferential Procurement Policy Framework Act does not make provision for any time period.
In the SUPPLY CHAIN MANAGEMENT: A GUIDE FOR ACCOUNTING OFFICERS OF MUNICIPALITIES AND MUNICIPAL ENTITIES there is a paragraph that guides municipalities on the time frames for responding to tenders.

In paragraph it states:
• The time allowed for the preparation and submission of bids should be determined with due consideration of the particular circumstances of the project and the magnitude and complexity of the contract.
• Generally, not less than 14 days from the date of the invitation to bid or the date of availability of bidding documents, whichever is later, should be allowed for competitive bidding.
• For contracts above the value of R10 million (VAT included), such period may not be less than 30 days. In such cases, the municipality / municipal entity is encouraged to convene pre-bid conferences and arrange site visits. In justifiable circumstances accounting officers may allow shortening of the closing date. Cognisance should also be taken of the fact that the shortening of the closing date should not disadvantage any potential suppliers from bidding for the requirements. It is advisable to allow us a minimum of 10 days to prepare a response on your behalf as quickly as possible to meet the deadline.

10 Essential documents needed to tender

For us to help you respond to a request for a quotation for a Public or Private Entity, once we get to the stage where we have to submit the below required documents are mandatory. For start-up SME’s it is a challenge and a struggle to comply with all the required and mandatory documents, the sooner your business starts acquiring these documents the better. Make sure that every year these documents are valid and up to date. The below 10 required/ 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 attach these documents to your response you will be disqualified. The required and mandatory documents are: 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) 3. Certified copy of Company Registration Document that reflect Company Name, Registration number, date of registration and active Directors or Members. 4. Certified copy of Shareholders’ certificates. 5. Certified copy of ID documents of the Directors or Members. 6. Last three years audited/reviewed financial statements. 7. Letter of guarantee from a registered Financial Institution or Financier covering 3 months’ operational costs as per Bidder’s proposed costs. 8. Proof of Public Indemnity Cover for minimum of R1 million. 9. Letter of Good Standing with Department of Labour for Unemployment Insurance Fund. 10. Letter of Good Standing with Department of Labour for Compensation for Occupational Injuries and Diseases.

Tender specific

1. Proof of compliance with the Sectoral 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 cost some 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 these contracts the most. In our daily endeavours compiling tender documents and responding to tenders on behalf of companies, we edge our clients to overcome these obstacles, it is sometimes difficult but we make efforts to get a solution or a way around each obstacle.
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