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R041000250 - DURBANVILLE CIVIC CENTRE

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					                 QUOTATION DOCUMENT




                    SUPPLY CHAIN MANAGEMENT

SCM-459      Approved: 24 October 2008: Branch Manager                 Version: 2           Page 1 of 33




    QUOTATION DUE AT 09H00                          ON      06 OCTOBER 2009
         QUOTATION NO. R041000250



                  QUOTATION DOCUMENT FOR:
          CLEANING SRVICE – DURBANVILLE CIVIC CENTRE

                      The General Conditions of this specification are in accordance with
                            The City of Cape Town: Supply Management Policy.

                                                         THE SITE:

                   Durbanville Civic Centre, cnr Queens & Oxford Street, Durbanville

                                      CONTENTS OF QUOTATION DOCUMENT

          A. THE QUOTATION DOCUMENT
          1      COVER PAGE
          2      CONDITIONS OF CONTRACT
          3      PROJECT SPECIFICATION
          4.     SITE CONDITIONS
          5      HEALTH AND SAFETY SPECIFICATION

          B. THE RETURNABLE QUOTATION DOCUMENT (returned by the contractor in sealed envelope)
          6.     SCHEDULE OF SPECIFICATION RATES/BILL OF QUANTITIES
          7.     PRICING SCHEDULE/ACTIVITY SCHEDULE
          8.     FORM OF OFFER
          9.     ANNEXTURES A TO H

                                       NOTES TO CONTRACTORS
    1.    QUOTATIONS SUBMITTED BY VENDORS NOT REGISTERED AND VERIFIED ON THE WESTERN
          CAPE SUPPLIER DATABASE MAY BE DISQUALIFIED

    2.    RESPONDENTS / CONTRACTORS MUST BE REGISTERED ON GRADE…….. OR HIGHER WITH THE
          C.I.D.B. (CONSTRUCTION INDUSTRY DEVELOPMENT BOARD) AND HAVE TO PROVIDE THEIR
          REGISTRATION NUMBER WHEN SUBMITTING QUOTATIONS.

    3.    SCOPE OF CONTRACT/WORKS:

          THE WORK CONSISTS OF, CLEANING OF THE DURBANVILLE CIVIC CENTRE

    4.    COMPULSORY SITE MEETING:

          A COMPULSORY SITE MEETING WILL BE HELD FOR ALL CONTRACTORS TO INSPECT AND TO
          ASCERTAIN THE AMOUNT AND NATURE OF WORK REQUIRED PRIOR TO SUBMITTING THEIR
                                                        CONDITIONS OF CONTRACT
     QUOTATION WHERE A PROJECT MANAGER WILL BE IN ATTENDANCE ON THE DATE AND SITE AS
     DETAILED BELOW. NOTE : ONLY QUOTATIONS SUBMITTED BY CONTRACTORS WHO HAVE
     ATTENDED THE COMPULSORY SITE MEETING WILL BE CONSIDERED FOR ACCEPTANCE.
     COUNCIL RESERVES THE RIGHT TO EXTEND THE QUOTATION DATE OR POSTPONE THE SITE
     MEETING.

     VENDORS ARRIVING MORE THAT 15 MINUTES AFTER THE OFFICIAL SITE MEETING TIME WILL
     NOT BE ALLOWED TO PARTICIPATE IN THE MEETING NOR WILL THEY RECEIVE A QUOTATION
     DOCUMENT TO COMPLETE.


     DATE OF SITE MEETING        :02 OCTOBER 2009
     TIME                        :09H00
     VENUE                       :DURBANVILLE CIVIC CENTRE
                                 CNR QUEENS & OXFORD STREET
                                 DURBANVILLE


5.   CONTACT DETAILS: 021 – 918 2003
     PROJECT/CONTRACT MANAGER: Wilma Coerecius
     TRADEWORLD: Ph 6804600, www.tradeworld.net ; info@tradeworld.net




6.   QUOTATIONS MUST BE PLACED IN A SEALED ENVELOPE ENDORSED WITH THE REF No, NAME
     OF QUOTATION AND CLOSING TIME AND DATE, AND DEPOSITED IN THE TENDER BOX
     APPROPRIATELY LABELLED. (NO FAXED QUOTATIONS PERMITTED)

     (Paste CUT-OUT LABEL below on your sealed quotation envelope):
             ATTENTION: CLEANING SERVICE – DURBANVILLE CIVIC CENTRE
      REF: R041000250

      DUE: 06 OCTOBER 2009 AT 09H00 BOX NO. 154



             To:     CITY OF CAPE TOWN. TENDER OFFICES 8TH FLOOR CIVIC CENTRE,
                             HERTZOG BOULEVARD, CAPE TOWN




                                                                                  2
                                                                CONDITIONS OF CONTRACT

CONDITIONS OF CONTRACT
1   FIXED-PRICE QUOTATION:

    The prices submitted shall hold firm for the duration of the contract and shall not be subject to escalation.

2   ACCEPTANCE OF QUOTATIONS:

    The lowest or any quotation will not necessarily be accepted and the right is reserved to accept the whole
    or part of any quotation.

3   DOUBTS AND DIFFERENCES:

    Notwithstanding the stipulations herein specified, the Contractor shall provide for everything which is
    deemed necessary for the completion of the Contract and all work shall be in compliance with Municipal
    requirements and current National Building Regulations.

    In the case of any accidental discrepancy or doubt as to the meaning or intention of any part of the
    document(s) connected with this contract, reference must always be made to the Project Manager: Sports
    and Recreation for clarification. The Contractor will be held responsible for any errors that may arise from
    neglecting to exercise this precaution.

4   COMPLIANCE WITH LEGISLATION:

    The Contractor is to ensure compliance with the provisions of the OHAS Act & all relevant regulations, by
    all employees of theirs & other contractors on the site.

    The Contractor shall comply with all laws relating to wages and conditions generally governing the
    employment of labour in the Cape Town area.

5   BUILDING INDUSTRY BARGAINING COUNCIL:

    Respondents must be registered with the BIBC and provide the Certificate of Compliance issued by the
    BIBC in terms of Clause 6A of the Collective Agreement as published in Government Gazette No. 25769
            th
    dated 28 November 2003.

6   CONSTRUCTION INDUSTRY DEVELOPMENT BOARD:

    Respondents / Contractors must be registered on the C.I.D.B. (Construction Industry Development Board)
    and have to provide proof of registration and their applicable category when submitting quotations.

7   EMPLOYMENT OF LOCAL LABOUR:
    (Where applicable especially in areas of previously disadvantaged groups)

8   GUARANTEE AND DEFECTS PERIOD:

    The Contractor shall guarantee all material and workmanship and shall replace at this own expense any
    parts which are or become defective (other than from fair wear and tear) or incapable of their normal
    operation during the Defects liability period which shall commence at Practical Completion and Latent
    Defects which shall commence after end of defects liability period.

    Patent Defects Liability period will be applicable as follows:

    (i)     Contracts below R60000: No patent defects liability period but these Contracts must be completed
            to the satisfaction of the Project Engineer/Manager before approval of a once-of payment will be
            considered.

    (ii)    Contracts between R60000 and R120000: three-month patent defects liability period

    (ii)    Contracts over R120000: six-month patent defects liability period




                                                                                                                    3
                                                                 CONDITIONS OF CONTRACT
     Latent Defects period will be 5 years commencing from the date of final completion (time after
     patent defects liability period) standard for all contracts.

9    INDEMNITY:

     The Contractor shall indemnify the Council against all claims, etc., which may arise as a consequence of
     the execution of the Contract and is required to sign the attached Form of Indemnity on award of the
     Contract. In the event of injury or damage to the Contractor's personnel or equipment, loss or damage of
     any portion of the Works, or of materials destined for the Works, public injury, or damage to public property,
     no claim for damage or responsibility will be accepted by the Council.

10   INSURANCE:

     COIDA:
              The Contractor shall be registered with the Department of Labour in terms of the Compensation for
              Occupational Injuries and Diseases Act, No. 130 of 1993 (COIDA) to cover all persons employed
              by him.

     Further, it is strongly advised that the Contractor also insures against the following:

     (i)      CONTRACTORS ALL RISKS:
              for the full amount of the Contract Sum to cover him against damage to the Works.

     (ii)     PUBLIC LIABILITY:
              Public Liability Insurance for at least one million Rand per incident arising out of the execution of
              the Contract.

     Failure to provide these insurances or to acquire adequate cover there under could result in the Contractor
     being held directly liable in the event of a claim and shall not discharge the Contractor of his liabilities and
     responsibilities under this Contract.

11   PAYMENT:

     Valuation dates will be advised by the Engineer/Project Manager.
     Invoices must reflect the date of Certification and the amount certified.
     Only original invoices will be processed for payment.

     (i)      Standard Payment Terms:
              Invoices dated on or before the 20th of a particular month, will be paid between the 23rd and 26th
              of the following month.

     (ii)     Payments to SMME /HDI Contractors:
              Invoices dated between the 25th of the previous month and the 10th of the current month will be
              paid between the 23rd and the 26th of the current month.
                                              th            th                                                     th
              Invoices dated between the 10 and the 25 of a particular month, will be paid between the 10
                     th
              and 13 of the following month.

12   PERIOD FOR WHICH QUOTATION HOLDS GOOD:

     This Quotation will remain valid for acceptance for a period of 60 days from the returnable date of the
     Quotation.

13   PREFERENTIAL PROCUREMENT:

     The City will apply their Preferential Procurement Policy which means that vendors could score advantage
     points for having historically disadvantaged, women or disabled partners (as verified on the Western Cape
     Supplier Database), as well as functionality.




                                                                                                                   4
                                                                   CONDITIONS OF CONTRACT
       Evaluation of quotations:
       Scoring of points will be as follows:

       Price                                                                          50
       HDI Status                                                                     20
       Functionality (experience, H&S Plan, equipment, infrastructure,                30
       capacity)
       TOTAL                                                                         100

                                               Weighting on Functionality

       AREA                                         CRITERIA                          WEIGHTING %
       Previous Experience              No of years Relevant experience
                                                                                             30
                                         (similar work done)
       Equipment
                                        Appropriate Plant & Equipment owned
                                         or to be hired for this contract                    20


       Staff                            Appropriate experienced permanent
                                                                                             15
                                         staff for this project
       Cleaning Materials               Appropriate cleaning materials supplied
                                                                                             20
                                         for this project
       Health & Safety Plan
                                        Risks identification
                                        Risk analysis and evaluation
                                                                                             10
                                        Plan of safe working procedures
                                        Monitoring plan

       Commencement                     Within 48 hours                                       5
       Period from Date of              Within 5 days
       Purchase Order                   Longer than 5 days
       TOTAL
                                                                                             100

Formula for Functionality:      Total Weighting x 30
                                       100


A functionality score of less than 60 points will be render the quotation non-responsive. Failure to
complete any of the Functionality Schedules will render the quotation non-responsive.


15     TAX COMPLIANCE:

       It is the vendor’s duty to ensure that their Tax Clearance Status on The City’s Vendor Database is at all
       times kept up to date. A Respondent with an “Expired” Tax Clearance status will not be considered for
       Contract award. No payment will be effected if Council is not in possession of a valid Tax Clearance
       Certificate.

16     DEFAULT:

       Should it appear to the Council that the Contractor is not executing the Contract in accordance with the true
       intent and meaning thereof, or that he is refusing or delaying to execute the Contract or in the event of any
       other failure or default by the Contractor, then and in any such events the Council may give notice in writing
       to the Contractor to make good the failure or default, and should the Contractor fail to comply with the
       notice within the period specified therein, then and in such case the Council shall, without prejudice to any
       of its rights under the Contract, be at liberty forthwith to perform such works as the Contractor may have
       neglected to do, or to take the Contract wholly or in part out of the Contractor’s hand and order from any

                                                                                                                   5
                                                                 CONDITIONS OF CONTRACT
     other person. The Contractor shall be responsible for any loss the Council may sustain by reason of such
     action as the Council may take in terms of this Clause.


17   RESPONSIBILITY OF THE CONTRACTOR:

     The onus rests with the successful contractor that he/she is aware of all the Defects and to verify the
     measurements when quoting for this contract as no Additional payments outside this quotation will be
     made. Contractors should be represented at the site visit/clarification meeting by a person who is suitably
     Qualified and experienced to comprehend the implications of the work involved. Contractors or their
     official representatives who fail to complete and sign the Site attendance register will render their quotation
     liable for disqualification.

18   NON-RESPONSIVENESS OF QUOTE:

     Quotations will be considered non-responsive if, inter alia:
          the quotation is not in compliance with the Scope of Work;
          the Contractor has not completed the returnable quotation document in NON ERASABLE INK.
          the Contractor has not completed and signed Returnable Schedules:-
                          1. Form of Offer Activity/Pricing Schedule
                          2. Activity/Pricing Schedule
                          3. Schedule of Specification Rates
                          4. Annexture A: Contractors Experience
                          5. Annexture B: Contractors Plant & Equipment and Contractors Staff compliment
                          6. Annexture C: Form of Occupational Health & Safety undertaking
                          7. Annexture D: Health & Safety Agreement
                          8. Annexure E: Health & Safety Plan
                          9. Annexure F: Declaration of Interest
                          10. Annexture G: Guarantees for paints and allied products
                          11. Annexture H: Guarantees for clearing of site and soil poisoning
          the Contractor is not CIDB registered;
          No valid up to date tax clearance certificate;
          The contractor has failed to achieve the minimum points required under clause 14 of conditions of
           contract functionality.
          the Contractor has failed to clarify or submit any supporting documentation within the time for
           submission stated in the Employer’s written request.




                                                                                                                   6
                                                                            PROJECT SPECIFICATION


1.       SCOPE OF THE WORKS:


The work comprises of cleaning services for the durbanville civic centre – in the city of cape town

CONTRACT PERIOD:                1 OCTOBER 2009 TO 30 JUNE 2010 (Monday – Friday)
                                07H00 – 15H30

Unless specifically stated otherwise, the clauses below will apply to all the offices specified under this
tender.

1        It will be incumbent on the Contractor to obtain:

         1.1    Information on which areas require cleaning during office hours under supervision and
                which areas are specially excluded from the tender.

         1.2    Any additional information that may be required in order to efficiently perform the cleaning
                services is hereby tendered.

 2.      For the purpose of the Contract, the following areas of the Buildings are required to be cleaned
         by the contractor:

      Council Owned Buildings:

ITEM NAME                OF AREA                             UNIT M²       UNIT            PRICE        PER
     BUILDING                                                              PRICE           MONTH        INC.
                                                                                           VAT
2.1.1    Durbanville Civic        1. 1st floor               3 891m²
         Centre                   2. 2nd floor
                                  3. Council Chambers


The following important information must be noted:

3.       The guaranteed minimum monthly salary of R 2000.00 (Two Thousand Rand) or the minimum
         gazetted wage, whichever is the higher amount, must be paid to staff.

4.       The information pertaining to the minimum number of staff required as per the Schedule of Staff
         attached must be adhered to.

5.       The Contractor must provide all equipment and material including industrial polishers and
         vacuum cleaners and other machines required to execute the contract.

6.       Square meter price including insurances, services, labour, equipment, cleaning materials,
         including any government levied tax that may be applicable, excluding value added tax (VAT).

7.       The contract will be evaluated per building and therefore Council reserves the right to award this
         contract per building.

8.       It is a possibility that certain floors may gradually fall away, if leasing contracts are not extended,
         and will therefore not require cleaning. The contract price will therefore be adjusted accordingly.

9.       It is the intention to award the tender in its entirety to one company and not per building.



                                                                                                               7
                                                                         PROJECT SPECIFICATION
10.    The entire Building which includes inter alia, all public areas, offices, stairs, passages, foyers,
       entrances, fire escapes, toilets, cloakrooms, sick bays, meeting rooms, rest rooms, interior
       glazing and both insides of the interior windows.

11.    The contractor shall undertake to clean and maintain the relevant portions of the Building in a
       clean condition acceptable to the Manager: Facilities or his Representative and in accordance
       with the relevant attached “Cleaning Schedule”.

12.    Except where otherwise specified or required, all the cleaning services will be undertaken at
       times to be mutually negotiated between the Tenant Manager and the contractor and the
       cleaning staff shall not be permitted to enter or remain on the premises except during these
       hours.

13.    All cleaning shall be carried out during normal working hours unless otherwise arranged with the
       Council’s Authorised Representative.

14.    The contractor shall ensure that all special fire protective doors, fitted to certain rooms, are
       closed after cleaning.

14.1   The contractor will be expected to provide all equipment and materials, including industrial
       vacuum cleaners, industrial polishers and other machines that may be required in the execution
       of the contract together with ladders and other special equipment necessary for the full and
       proper execution of the work conforming to the cleaning specifications.

14.2   The contractor shall be responsible for the supply of all toilet paper (1 ply), (in accordance with
       SABS 648 and white in colour) hand soap and paper towels (to comply with SABS Standards if
       applicable). It shall be the responsibility of the contractor to ensure the continuous distribution of
       these items to all toilets.

14.3   A minimum of one month’s items must be kept in stock on designated site as determined by
       the City.

15.    The Council shall provide suitable storage facilities for all equipment and materials within all the
       applicable Main Office Buildings.

16.    The contractor shall ensure that the cleaning materials and methods used are not abrasive or
       detrimental in any way to the Building during cleaning services and shall ensure that the
       processes have been approved by the Council’s Representative prior to any cleaning done.

17.    The contractor must supply at his own expense suitable protective material to the satisfaction of
       the Manager: Facilities to ensure against any soiling of and damage to window sills and walls to
       the Building during cleaning services.

18.    The contractor shall ensure that only female staff is used for the cleaning of the female toilets.

19     All cleaning staff must be suitably dressed whilst in the Building, such clothing to be supplied by
       the contractor at his own expense and to bear the identity of the latter.

20.    The contractor to supply protective clothing where appropriate (for eg gloves)

21.    The contractor staff must conform to the Council’s Security requirements and laid down
       arrangement whilst in the complex.

22.    The contractor shall supply cleaning staff with identity cards.

23.    The contractor shall provide adequate supervision to ensure efficient cleaning services at all
       times and orderly and proper conduct of the employees engaged by him.


                                                                                                            8
                                                                       PROJECT SPECIFICATION

24.    The contractor must arrange once a week with the Building Supervisor, to discuss and do spot
       checks of the cleaning of the Building.

25.    The contractor shall provide Council with an end of month return indication the number of
       cleaning staff in his employment and may not sub-contract any part of the contract without
       permission of the Council.

CLEANING SCHEDULE FOR THE COMPLEXES

All cleaning shall be carried in accordance with the schedule below:

Key to the cleaning operations: -

D      -       Daily
Q      -       Quarterly
2      -       Twice per week
O      -       Ongoing
F      -       Fortnightly
M      -       Monthly
W      -       Weekly
2M     -       Every second month


                              SEQUENCE OF THE CLEANING OPERATIONS


JOB DESCRIPTION CLEANING ACTIVITY                                            SEQUENCE
Emptying / Cleaning
Ashtrays                                                                         D
Waste-paper bins                                                                 D
General waste bins                                                               D
Dust Removal / Disinfection
Tables, shelves                                                                  D
Telephones, desks                                                                W
Window sills, chairs, pictures, charts, skirtings                                W
Upholstered furniture                                                            F
Stair rails / balustrades                                                        D
Fire escapes                                                                     W
Removing Finger marks
Furniture                                                                        D
Doors and switches                                                               2
Cleaning / Disinfection
Hand basins, mirrors, tiles                                                      D
WC-pan, urinals, sinks                                                           D
Urine stain removal                                                              D
Partitions, walls, tiles                                                         W
Floor Cleaning Vinyl / Ceramic / Carpets
Removal of spillages                                                             D
Wet mopping                                                                      D
Disinfecting / scrubbing common areas                                            W
Vacuum dust barriers                                                             2
Sweeping                                                                         D

                                                                                                 9
                                                                              PROJECT SPECIFICATION
JOB DESCRIPTION CLEANING ACTIVITY                                                        SEQUENCE
Vacuuming entire areas                                                                      D
Spot removals                                                                               D
Lightwells
Scrub                                                                                          W
Cleaning                                                                                       D
Entrance Areas
Waste bins                                                                                     D
Spillages                                                                                      D
Damp sweeping                                                                                  2
Toilets
Scrubbing                                                                                      D
Cleaning / disinfecting                                                                        D
Urinal tabs                                                                                    D
Cleaning toilet bowls                                                                          D
Windows Internal
Cleaning                                                                                       F


3.     GENERAL

       The successful contractor is to:

                Ensure that all staff are on site from 07H00 to 15h30 daily unless other time frames have
                 been agreed upon by all parties concerned.
                Take full responsibilities for all activities on site and shall be liable for any damages caused
                 to the premises, injury to staff of the City of Cape Town or the public whilst on site.
                Ensure that the supervisor is contactable for the full duration of the contract.


2.     PRELIMINARIES:

2.1    EXISTING PREMISES/FACILITIES :


       The extent of the work to be done must be determined prior to commencing of work by inspecting all
       premises with the Facility Manager/Depot Supervisor and an agreed work schedule with addresses must
       be drawn up before work can start.

2.2    GENERAL REQUIREMENTS:

2.3    PROVISION OF / AVAILABLE FACILITIES:

       Toilet, water, electricity or storage facilities are available and the Respondent is to make use of Council’s
       facilities

2.4    DURATION:

       It is a requirement of this contract that the works shall be completed within a period from 1 October 2009 –
       30 June 2010. from the date of receipt of the order, inclusive of any time required to provide proof of the
       required insurance cover, but excluding the year end break and special non-working days falling outside
       thereof.




2.6    PENALTIES:

                                                                                                                10
                                                                               PROJECT SPECIFICATION
       If the Quotation Adjudication points awarded to the Contractor are later found to be based on incorrect or
       false information, or the conditions pertaining to the award of points are not met, the Contractor shall pay
       the Employer an amount equal to one and a half multiplied by the product of the number of falsely claimed
       Quotation Adjudication points and the Quotation Amount exclusive of VAT, divided by 100.

2.7    PRICING:

       This is a fixed price Quotation. Any price increase of whatsoever nature, influencing the Contractors cost of
       executing the Works, will be bourne by the Contractor who shall be deemed to have made allowance for
       this in his quotations price.

       For the valuation of interim payments, extras and omissions, the Respondents Rates as priced in the
       attached Schedule shall apply. Rates are to allow for all sundries including preliminary and general
       requirements.

2.8    CONTINGENCIES:

       The contingency sum as provided for on the Form of Offer is for use at the sole discretion and direction of
       the employer, and which may be deducted in whole or part if not required.

2.9    TRADE NAMES AND/OR PROPRIETARY BRANDS FOR MATERIALS:

       Manufacturers names and catalogue numbers where referred to hereafter are intended merely as a guide
       to the type and quality of the article required, and these need not necessarily be purchased from the firm
       indicated.

       Articles of similar manufacture by an approved firm and equal in all respects to those specified, in design,
       material, workshop and finish will be accepted, subject to the Building Supervisor : Tenant Management
       approval.

2.10   Storage of Materials:

       The Contractor will be permitted, to store materials on site only in the area demarcated and agreed by the
       Tenant Manager. The Contractor will be required at all times to keep the site in a neat and orderly fashion.

2.11   Delivery of Materials:

       The Contractor will be required to take all possible precautions to avoid damage to Municipal property and
       to prevent obstructions on any normal access route within the property.

2.12   Security of the Works:

       The Contractor is responsible for his own security regarding materials stored on site, for his own and
       labourer’s security and for the work in general for the duration of the contract. Costs relating to any security
       and insurances the contractor may require are to be included in the net tender.



       Site Conditions
       SUBSOIL CONDITIONS



       CRACK DAMAGE



       REPAIR MEASURES


                                  HEALTH & SAFETY SPECIFICATION

                                                                                                                   11
                                                                                 PROJECT SPECIFICATION

1. The Principal Contractor is to ensure compliance with the provisions of the OHAS Act & all relevant regulations,
   by all employees of theirs & other contractors on the site.

2.   In terms of Regulation 3 of the Construction Regulations 2003, the Principal Contractor is to notify the
     Provincial Director of the Dept of Labour, of demolition & construction work to be undertaken on a form similar
     to Annexure “D” of the Construction Regulations 2003, which must be signed by both parties

3.   The Principal Contractor is to refer to the list of known or anticipated dangers, given hereunder, or hazards
     relating to work to be undertaken on this contract that will be evident on drawings, designs, details or sketches
     to be issued.
     3.1 Removal of concrete slabs, brickwork and filling etc.
     3.2 Electrical Machines & Power Tools used.
     3.3 Temp. Electrics.
     3.4 Hazardous compounds / liquids
     3.5 Fall protection.
     3.6 Access scaffolding or suspended platforms for external façade.
     3.7 Materials Hoist/s or Lifting Machines.
     3.8 Waste removal safely.
     3.9 (other)

4.    Environmental concerns that need to be addressed include:
     4.1 Disposing of concrete and rubble.
     4.2 Cement waste.
     4.3 Noise caused by demolition work.
     4.4 Affect on adjoining buildings, roads, services, etc.
     4.5 Pedestrian/public safety.
     4.6 Construction welfare facilities on site.

5. The Principal Contractor & the demolition contractor are to appoint a competent person/s in writing in terms of sub-
   regulation. 7(1) of the Construction Regulations 2003, to undertake a risk assessment/s, to identify risks & hazards
   that persons on site may be exposed to, analyse & evaluate these risks or hazards with the view to documenting a
   plan of safe work procedures, to integrate, reduce or control these identified risks or hazards. This must include
   continual monitoring & review.
   All employees are to be instructed & trained by a competent person regarding any hazard identified on site,
   and the related work procedure.

6. The Principal Contractor & other appointed contractors are to ensure that all employees allowed onto site have
   already undergone H&S induction training pertaining to hazards prevalent on site, and must be in possession
   of proof of such training, that they must carry with them for the duration of their time on site.

7. The Consulting Engineers anticipated dangers or hazards, or dangerous procedures, will be conveyed to the
   Principal Contractor & relevant contractor.

8.   The Principal Contractor & other contractors are to make all H&S appointments as required by the Construction
     & other Regulations and OHAS Act, and keep such appointments available for scrutiny on site. The Principal
     Contractor must keep a comprehensive & updated list of all contractors appointed for sub-contract work.

9. The Principal Contractor is responsible for giving safety induction to any casual visitor to the construction site.

10. All contractors are to arrange for H&S reps to be appointed in terms of 17(1) of the OHASA.
    The Principal Contractor is to form one or more Safety Committee/s, on which these elected H&S           reps   are
    members, together with those nominated by the contractors (of similar or fewer numbers).



                                                                                                                    12
                                                                           PROJECT SPECIFICATION
11. The Principal Contractor & other contractors appointed must produce H&S plans, taking into account concerns
    in all items above, that will be audited by us before work commences and on a monthly basis thereafter. All
    parties are to attend such audits.

12. All contractors working on site must be registered, and in good standing with the Compensation Fund or other
    approved Insurer.

13. All contractors must include H&S costs in their Quotations price.




                                                                                                             13
                                  PRICING SCHEDULE FOR THE

              SCHEDULE OF SPECIFICATION RATES/BILL OF QUANTITIES

REFERENCE: R041000250                                                PROJECT No:

·       Failure to submit a fully priced Schedule with a Quotation will
        invalidate such Quotation.
·       Where the Quantity in the Schedule shows Item or Block, a lumpsum rate is required to include for all
        work inferred by such description.
·       Ensure that all costs relevant to the fulfillment of the Contract
        Conditions are included here.


INSERT PRICING SCHEDULE

* VAT-REGISTERED COMPANIES MUST PRICE EXCLUSIVE OF VAT

NOTES:

ADD IF REQUIRED




Activity Schedule (AMEND TO SUIT THIS PROJECT OR INSERT BILL OF
QUANTITIES)


                                       ITEM                                                 AMOUNT
                                                                                             R          c


    2 CLEANERS
    2 X DOUBLE MOPPING TROLLEYS
    2 X INDUSTRIAL VACUUM CLEANERS
    2 X MOPS
    2 X BROOMS
    2 X LONG FEATHER DUSTERS
    2 X DUST PAN AND BRUSH SET
    2 X POLISHERS
    2 X SHORT FEATHER DUSTERS
                                  TOTAL OF PRICES CARRIED TO FORM OF OFFER



NAME OF COMPANY         _____________________________________________________________________



SIGNATURE               ______________________________



DATE                    ______________________________

                                                                                                            14
                                FORM OF OFFER


REFERENCE: R041000250

THE REPAIRS TO



Brought forward from Activity Schedule                           R.........................

Add Contingency (Specify)                                        R........................

Add 14% VAT                                                      R........................ Only if VAT-registered

TOTAL QUOTED PRICE                                               R…………………

                                                                                                              CoCT    Vendor
 COMPANY NAME:                                                                                                No

 Legal Address (Domicillium
 citandi et executandi)

 PHONE / CELL / FAX :
                                                                                                                     Yes   No
 TRADEWORLD REG No:                                                IS YOUR COMPANY VAT REGISTERED? *

 COIDA REGISTRATION No:
                                                                   CIDB
 CIDB REGISTRATION No:                                             CATEGORY
 ARE YOU REGISTERED             YES          NO                    PERIOD TO
 WITH BIBC                                                         COMPLETION
 NUMBER OF DAYS FROM
 RECEIPT OF OFFICIAL
 PURCHASE ORDER TO
 COMMENCEMENT        OF
 PROJECT
ATTACH LETTER OF GOODSTANDING FROM WORKMAN’S COMPENSATION
REGARDING COIDA.

This done and signed at........................................... on .....................................

For and on behalf of the contractor who by signature hereby warrants authorization.

Signature: ..............................................

Name (print)...........................................

As Witness.............................................

Name (print)...........................................


                                                                                                                           15
                                                                            FUNCTIONALITY


                                                                        ANNEXTURE A
       FUNCTIONALITY - RESPONDENT’S (COMPANY AND NOT INDIVIDUALS) EXPERIENCE

Type of Work     Client’s details:   Date of contract   Value of contract   Date received
Performed        where work was      started and                            letter of
                 performed,          completed                              award/Purchase
                 contact name and                                           Order or handed
                 phone number                                               over the site.




Company’s total years of experience including the current year: ………………


                                                                                              16
                                                                     ANNEXTURE B
                 FUNCTIONALITY: RESPONDENTS PLANT AND EQUIPMENT
      NO ATTACHMENTS WILL BE ACCEPTED. INFORMATION TO BE INSERTED ON THIS FORM.

   PLANT & EQUIPMENT         List of Plant and Equipment    List of HIRED plant & equip for
          (List)            OWNED and dedicated to this               this project
                                        project
VEHICLES




EQUIPMENT




SPECIFIC




                          FUNCTIONALITY: RESPONDENTS STAFFING

                            No of              ALLOCATION            To be employed from
    STAFF TYPE           PERMANENT            for this project         LOCAL LABOUR
                            Staff                                          Database


SUPERVISORY


CLEANING


SKILLED


SEMI-SKILLED


UNSKILLED


      TOTALS


            PROJECT MANAGER AMEND STAFF TYPE TO SUIT THIS PARTICULAR PROJECT



                                                                                              17
                                                                           ANNEXTURE C

FORM OF UNDERTAKING IN RESPECT OF THE OCCUPATIONAL HEALTH AND SAFETY
                              ACT, 1993

The City of Cape Town

Dear Sir

With reference to the Contract entered into between

 …………………………………………………………………………. (Contractor)
(hereinafter called “the Firm”) and the City of Cape Town, in respect of

…………………………………………………………………………(Contract Title) . The Firm do hereby undertake to
complete the work required in accordance with the provisions of all pertinent legislation and in particular with the
provisions of the Occupational Health & Safety Act, 1993 and the regulations promulgated thereunder.

The Firm further undertakes that all work carried out by it shall take place under constant supervision of a
competent employee of the Firm. Where the said Act or the regulations promulgated thereunder require the
designation of a specific supervisor, the Firm shall forthwith in writing appoint a competent person as required. The
Firm shall in writing advise the City of Cape Town of such appointment prior to commencement of work.

In terms of section 37(2) of the Occupational Health and Safety Act,

I,                                                                     (full names)
being the Chief Executive Officer / authorised representative (delete whichever does not apply) of the Firm, do
hereby undertake to ensure that the Firm’s employees carry out all such work in accordance with the provisions of
the said Act and the regulations promulgated thereunder.

I do hereby agree that the City of Cape Town shall at all reasonable times be entitled to access the premises on
which such work is being performed, in order to conduct inspections and to advise the Firm of any Act or omission
by the Firm, which Act or omission constitutes an offence in terms of the said Act or the regulations promulgated
thereunder.




Signed :                                                  Dated :




                                                                                                                 18
                                                                                                             ANNEXTURE D1
                                                                          AGREEMENT
WORK TO BE PERFORMED BY A MANDATORY FOR THE                                                                                                                   IN TERMS
OF THE OCCUPATIONAL HEALTH & SAFETY ACT

For the purpose of the Agreement, “Act” shall mean the Occupational Health & Safety Act No. 85 of 1993, as
amended.

In terms of Section 37 (2) of the Act, I
(Name of Firm)_________________________________________________________
hereinafter referred to as “the Firm” and the City of Cape Town, enter into the following agreement as mandatory
and employer respectively:

I,_____________________________________________________ (Name of Person), representing the Firm
(mandatory) is an employer in its own right with duties as prescribed in the Act and agree to ensure that the work to
be executed under the abovementioned contract will be completed in accordance with the provisions of the Act and
the Regulations promulgated thereunder.

I, _______________________________________________________(Name of Person), being the Chief
Executive Officer of the Firm is, in terms of Section 16 of the Act, the person responsible for ensuring compliance
with the provisions of that Act and the Regulations promulgated thereunder in respect of all work undertaken by the
Firm on the Site relating to the abovementioned contract.

I,__________________________________________________________ (Name of Person), is the person who ,
as general supervisor in terms of Section 8 (2) (i) of the Act, has the knowledge and experience necessary to
assess the hazards associated with the performance of work or use of machinery relating to the abovementioned
contract and has the authority to ensure that precautionary measures taken by the Firm are implemented.

Should I ___________________________________________________ (Name of Person) for whatever reason be
unable to perform in terms of this Agreement I shall immediately, in writing, advise the Director: Financial Services,
P O Box 1694, Cape Town, 8000.

The parties agree that Annexure “A” attached forms an integral part of this Agreement.

The parties acknowledge and agree that in addition to the terms and conditions of this Agreement they are familiar
with and are bound by the Act and Regulations made thereunder.

Furthermore in terms of Sec. 89 of the Compensation for Occupational Injuries and Diseases Act

(COIDA) No 130 of 1993 ________________________________________________ (Name of Firm) is registered
as an employer in accordance with provisions of the Act, and hereby supply the following information:

i)          Registration Number with the Compensation Commissioner:                                                                                   .
ii)         Proof that fees in terms of the COIDA are fully paid up.

No amendment, alteration, addition or deletion hereof shall be of any force or effect unless reduced to writing and
signed by all parties to this Agreement or their duly authorised representative.

No cancellation of the Agreement shall be of any force or effect unless reduced to writing and signed by the duly
authorised representative of the employer.


Signed this .................................................. day of ..................................... at .............................................


.......................................................................                        .................................................................
BEING DULY AUTHORISED TO SIGN                                                                     BEING DULY AUTHORISED TO SIGN
ON BEHALF OF MANDATORY                                                                                           ON BEHALF OF EMPLOYER
(CONTRACTOR)                                                                                             (MUNICIPAL REPRESENTATIVE)
                                                                       ANNEXURE D2
GENERAL INFORMATION


1.   The Occupational Health and Safety Act No. 85 of 1993 comprises Sections 1 to 50 and all unrepeated
     Regulations made under Section 35 of the former Machinery & Occupational Safety Act No. 6 of 1983, as
     amended, as well as other Regulations which may be promulgated in terms of the new Act.

2.   “Mandatory” is defined as includ[ing] an agent, a contractor or a subcontractor for work, but without
     derogating from his status in his own right as an employer or user [of plant or machinery]. (Section 1 of the
     Act)

3    Section 37 of the Act potentially punishes employers (principals) for the unlawful acts or omissions of
     Mandatories (contractors) save where (in terms of Section 37(2) of this Act) a written agreement between
     the parties has been concluded containing arrangements and procedures to ensure compliance with the
     said Act by the Mandatory with the provisions of this Act.

4    To perform in terms of this agreement the Mandatory must be familiar with the relevant portions of the Act.

5    Mandatories who utilise the services of their own Mandatories (subcontractors) are advised to conclude a
     similar agreement with their Mandatories.

6    Be advised that this Agreement places the onus on the Mandatory to contact the Employer in the event of
     inability to perform as per this Agreement. The Employer, however, reserves the right to unilaterally take
     any steps as may be necessary to enforce this Agreement.
                                                                                                                                             ANNEXURE E1
                                        HEALTH AND SAFETY PLAN
NO ATTACHED SAFETY PLANS WILL BE CONSIDERED. THIS DOCUMENT MUST BE
COMPLETED AS PER THE POINTS REQUESTED.




Principal Contractor : . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .




Client : . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .




Project : . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .


                   ..........................................................................




                                                               Project No : . . . . . . . . . . . . . . .
                                                                         ANNEXURE E2
       RISK ASSESSMENT

(a)    Identification of risks and hazards to which persons may be exposed to (List WHAT are the risks):

...................................................................................

...................................................................................

...................................................................................

...................................................................................

..................................................................................

...................................................................................

...................................................................................

...................................................................................

...................................................................................

...................................................................................

...................................................................................

(b)    Analysis and evaluation of risks and hazards identified (List WHY these are risks):

...................................................................................

...................................................................................

...................................................................................

...................................................................................

...................................................................................

...................................................................................

...................................................................................

...................................................................................

...................................................................................

...................................................................................

...................................................................................

(c)   Documented plan of safe work procedures to mitigate, reduce or control the risks and hazards identified
(HOW you will minimize the risks eg. Fall Protection Plan):

...................................................................................

...................................................................................

...................................................................................

...................................................................................
                                                                ANNEXURE E3
...................................................................................

...................................................................................

...................................................................................

...................................................................................

...................................................................................

...................................................................................

...................................................................................

...................................................................................

...................................................................................

...................................................................................

...................................................................................

...................................................................................

...................................................................................

...................................................................................

...................................................................................

...................................................................................

...................................................................................

...................................................................................


(d)   Monitoring plan (Inductions, Inspection and Registers):

...................................................................................

...................................................................................

...................................................................................

...................................................................................

...................................................................................

...................................................................................

...................................................................................

...................................................................................

...................................................................................

...................................................................................

...................................................................................
                                                                                                       ANNEXURE E4
...................................................................................

(e)         Review plan (Should circumstances require you to change your Plan):

...................................................................................

...................................................................................

...................................................................................

...................................................................................

...................................................................................

...................................................................................

...................................................................................

...................................................................................

...................................................................................

EMERGENCY PROCEDURES:

DETAIL OF EMERGENCY SERVICES

...................................................................................

...................................................................................

...................................................................................

...................................................................................

...................................................................................


ACTION / STEPS IN THE EVENT OF SPECIFIC TYPES OF EMERGENCIES

..................................................................................

.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

...................................................................................

...................................................................................

...................................................................................


INFO ON HAZARDOUS MATERIALS AND SITUATIONS

...................................................................................

...................................................................................

...................................................................................

...................................................................................
                                                                                   ANNEXURE E5
LIST OF KEY PERSONNEL / TELEPHONE NUMBERS

..........................................                                         POLICE                .......................

..........................................                                         AMBULANCE . . . . . . . . . . . . . . . . . . . . . .

..........................................                                         HOSPITAL              .......................

..........................................                                         FIRE                  .......................


APPOINTMENTS, DELEGATIONS, RESPONSIBILITIES:

CONSTRUCTION SUPERVISOR: . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .


SUBORDINATE CONSTRUCTION SUPERVISOR (if necessary): . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .


CONSTRUCTION SAFETY OFFICER (if necessary): . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

...................................................................................

REMARKS:

...................................................................................

...................................................................................




     Name of Principal Contractor                     Name of Company Director                         Signature                       Date
     Registration No in respect of the Compensation for Occupational
     Injuries and Diseases Act:


APPROVAL BY CLIENT:




              Name of Client                           Name of Project Engineer                        Signature                       Date

RECORD KEEPING / HEALTH & SAFETY FILE
The approved health and safety plan must be kept in a health and safety file on site and made accessible for
general perusal in terms of the Construction Regulations, 2003.

In addition to the health and safety plan, the health and safety file is to be kept updated with the following
information:

                   Incidents / accidents
                   Training
                   Inspections
                   Audits minutes
                   Any other relevant information
                                                                                                ANNEXURE F1

DECLARATION OF INTEREST

1.   No quotation will be accepted from persons in the service of the state.

2.   Any person, having a kinship with persons in the service of the state, including a blood relationship,
     may make an offer or offers in terms of this invitation to quote. In view of possible allegations of
     favouritism, should the resulting quote, or part thereof, be awarded to persons connected with or
     related to persons in service of the state, it is required that the supplier or their authorised
     representative declare their position in relation to the evaluating/adjudicating authority and/or take
     an oath declaring his/her interest.

3.   In order to give effect to the above, the following questionnaire must be completed and
     submitted with the quotation.


     3.1     Full Name: …………………………………………………………………………

     3.2     Identity Number:      …………………………………………………………………

     3.3     Company Registration Number: …………………………………………………

     3.4     Tax Reference Number: …………………………………………………………

     3.5     VAT Registration Number: ………………………………………….……………

     3.6     Are you at present in the service of the state?                                YES / NO

     3.6.1   If so, furnish particulars.

             ___________________________________________________________

              ___________________________________________________________

     3.7     Have you been in the service of the state for the past twelve months?           YES / NO

             3.7.1     If so, furnish particulars.
              __________________________________________________________

             __________________________________________________________

     3.8     Do you have any relationship (family, friend, other) with persons in the   YES / NO
             service of the state and who may be involved with the evaluation and or
             adjudication of this quote?

     3.8.1                If so, furnish particulars.

             __________________________________________________________

             __________________________________________________________




     3.9     Are you aware of any relationship (family, friend, other) between a supplier YES / NO
                            and any persons in the service of the state who may be involved with
                                                                                                             ANNEXURE F2
                            the evaluation and or adjudication of this quote?

                  3.9.1 If so, furnish particulars

                             ______________________________________________________________

                             ______________________________________________________________


                  3.10      Are any of the company’s directors, managers, principle shareholders or         YES / NO
                            stakeholders in service of the state?

                            3.10.1 If so, furnish particulars.

                             _____________________________________________________________

                             _____________________________________________________________

                  3.11      Is any spouse, child or parent of the company’s directors, managers,            YES / NO
                            principle shareholders or stakeholders in service of the state?

                            3.11.1 If so, furnish particulars.

                            _____________________________________________________________
 MSCM Regulations: “in the service of the state” means to be –
  (a) a member of –
      (i)      any municipal council;
      (ii)     any provincial legislature; or
      (iii)    the national Assembly or the national Council of provinces;
  (b) a member of the board of directors of any municipal entity;
  (c) an official of any municipality or municipal entity;
  (d) an employee of 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);
  (e) a member of the accounting authority of any national or provincial public entity; or
  (f) an employee of Parliament or a provincial legislature.
  (g) a member of –
      (i)      any municipal council;
      (ii)     any provincial legislature; or
      (iii)    the national Assembly or the national Council of provinces;
  (h) a member of the board of directors of any municipal entity;
  (i) an official of any municipality or municipal entity;
  (j) an employee of 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);
  (k) a member of the accounting authority of any national or provincial public entity; or
  (l) an employee of Parliament or a provincial legislature.


                                                            CE RT IFI C AT IO N

I, THE UNDERSIGNED, ____________________________________________________________________________
                                                                             (FULL NAME IN BLOCK LETTERS)
CERTIFY THAT THE INFORMATION FURNISHED ON THIS DECLARATION FORM IS CORRECT.
         I ACCEPT THAT THE STATE MAY ACT AGAINST ME SHOULD THIS DECLARATION PROVE TO BE FALSE.


___________________________________                                                                 __________________________
             Signature                                                                                        Date

___________________________________                              ________________________________________________________
Position   Name of Supplier
                                                                              ANNEXURE F3

TRANSPARENCY AND DISCLOSURE OF POTENTIAL CONFLICTS OF INTERESTS

If there is any known potential conflict of interests or if any owner, partner or member of the
Supplier is an official, an employee or a councillor of the City of Cape Town, or is related to an
official, an employee or a councillor of the City of Cape Town, that relationship must be placed on
record here:

______________________________________________________________________

______________________________________________________________________

______________________________________________________________________________

______________________________________________________________________________

______________________________________________________________________________



This is intended to guide the adjudication process with reference to the relevant sections of the
Municipal Systems Act and the Municipal Finance Management Act. It should be noted that failure
to provide complete information may render any contract awarded on the basis of this quotation
subject to invalidation.




Should you be aware of any corrupt or fraudulent transactions relating to the quotation
process of the City of Cape Town, please contact the following:



                            Fraud.hotline@capetown.gov.za


                                               OR



        The Gobodo external audit hotline at: 0800 32 31 30 (toll free)


  Information submitted will need to be substantiated, but sources will be regarded as
                                   confidential.
                                                                                           ANNEXTURE G

             NOTE: This form to be completed and attached to Quotation Form by contractor.



                                           CITY OF CAPE TOWN

                                               DEPARTMENT

                              STANDARD FORM OF GUARANTEE FOR

                                   PAINTS AND ALLIED PRODUCTS

                                              QUOTATION NO:

                                                  Repairs to




I/We                                                        hereby guarantee the materials and workmanship used in
the above contract against peeling, flaking and blistering for a period of 12 months from the date of completion of
work. Paints and allied products to be used on this contract will be manufactured by:



MANUFACTURER:

SIGNATURE:

NAME IN BLOCK LETTERS:

NAME OF FIRM IN BLOCK LETTER:

ADDRESS:

DATE:               TELEPHONE NUMBER:                            FAX NO
                                                                                      ANNEXTURE H


            NOTE: This form to be completed and attached to Quotation Form by contractor.



                                        CITY OF CAPE TOWN

                                             DEPARTMENT

                            STANDARD FORM OF GUARANTEE FOR

                           CLEARING OF SITE AND POISONING SOIL

                                           QUOTATION NO:

                                               Repairs to



I/We hereby GUARANTEE our work for             MONTHS* from the date of completion of this Contract. Should
any defects arise during the period of guarantee which are proved to be due to our workmanship or materials,
these will be made good free of charge to the Council. * Contractor to enter period, but not less than 12
months




SIGNATURE:
NAME IN BLOCK LETTERS:
NAME OF FIRM IN BLOCK LETTERS:
ADDRESS:
DATE:
TELEPHONE NUMBER:                                FAX NO:
Ask for:           Cela:               Vra :
Tel                Umnxeba:            Tel:
Fax:               Ifeksi:             Faks:
E-Mail:
ref:               Iref:               Verw:


PROJECT NUMBER
REFERENCE NUMBER
                                                  SITE INSPECTION REGISTER

REF. NO: R041000250                   INSPECTION DATE: 02 OCTOBER 2009         at 09H00
THE REPAIRS TO
CLOSING DATE 06 OCTOBER 2009    AT 09H00
NO NAME OF COMPANY       REPRESENTATIVE ADDRESS                       TELEPHONE NO.    FAX NO.   SIGNATURE
1
2
3
4
5
6
7
8
9
10
11
12
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16
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