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REQUEST FOR TENDER

SUPPLY OF MOTOR VEHICLES

TENDER NUMBER 02 OF 2018/19

Small Enterprises Development Company Government Stores Road, Industrial site P.O. Box A 186 Swazi Plaza H101 Mbabane Swaziland

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Contents 1 INTRODUCTION.................................................................................................. 1

2 PRODUCT SPECIFICATIONS .......................................................................... 1

3 CONDITIONS OF TENDER ............................................................................... 3

3.1 Validity of Tender .......................................................................................... 3

3.2 Tender Documents ....................................................................................... 3

3.3 Language of Tender ..................................................................................... 4

3.4 Bribes, Gifts and Inducements ................................................................... 4

3.5 Signing of Tender ......................................................................................... 5

3.6 Jurisdiction ..................................................................................................... 5

3.7 Domicilium ..................................................................................................... 6

3.8 Acceptance of Tender (waiver) .................................................................. 6

3.9 Description Goods and Services ................................................................ 6

3.10 Contract Award .......................................................................................... 6

3.11 Payment Terms ......................................................................................... 6

3.12 General ....................................................................................................... 7

4 ELIGIBILITY CRITERIA ...................................................................................... 8

5 SUBMISSION OF TENDERS ............................................................................ 8

6 TENDER EVALUATION PROCESS ................................................................. 9

6.1 Compliance Review (Pass / Fail) .................................................................... 9

6.2 Technical Acceptability (60 points) ............................................................ 9

6.3 Financial Evaluation (40 points) ............................................................... 10

7 TENDERER’S REQUEST FOR CLARIFICATION ....................................... 10

8 AMENDMENT TO TENDER DOCUMENTS ................................................. 10

9 TENDER OPENING .......................................................................................... 10

DATA SHEET ............................................................................................................ 11

DECLARATION OF ELIGIBILITY ........................................................................... 13

BID SUBMISSION FORM ......................................................................................... 14

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1 INTRODUCTION The Small Enterprises Development Company (SEDCO) is a category A public enterprise under the Ministry of Commerce, Industry and Trade, established in 1970. Its mandate is to provide facilitative interventions to SMME entrepreneurial activities with the aim of contributing to national economic growth, poverty reduction and employment creation. SEDCO intends to buy four (4) motor vehicles for purposes of running her day to day operations. The successful tender will be expected to deliver the vehicles within 30 days from the date of order and must be in a position to provide after sales support.

2 PRODUCT SPECIFICATIONS SEDCO intends to buy two (2) double cabin light duty vans and two (2) sedans. Tables 1 and 2 below show the minimum required specifications Table 1: Minimum Requirements – 2x double cabin light duty van

Feature/ Attribute Minimum Required Specification Points

Type of vehicle Double Cabin Light Duty Van

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Ground Clearance Not less than 200mm

Wheels and tyre size Not less than 16 inch

Drive train At least Two wheel drive with differential lock

Year of Manufacture 2016 or later

Type of fuel Diesel

Engine Size: 2000 to 3300 cc electronic fuel injection or CRDI.

Minimum – 2.0D turbo diesel

The engine should be standard water cooled with heavy sump guard

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Transmission Two wheel drive with a Diff Lock (2x4)

Manual transmission, floor mounted gear stick

Five or six forward gears plus reverse

Traction control, optional

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Fuel tank Capacity At least 75 litres

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Airbags At least 4 front airbags for driver and passengers

Number of Passengers

5 including the driver

Windows Manual or electronic

Security Alarm system, immobilizer and tracking device

Brakes ABS braking system 5

Additional Features Power steering

Safety belts with warning buzzers

Lockable glove box

Air conditioning

First Aid kit

Roll bar

Nudge bar

Tonneau Cover

Side steps

Side impact protection bars

Rear step and tow bar

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Feature/ Attribute Minimum Required Specification Points

Miscellaneous equipment

Fitted with FM and Short wave radio, front loader CD/MP3 player, with at least two speakers and 1 USB port

Manufacturers approved jack and tool kit

Two reflector warning triangles

Owner’s manual in English language

One full size spare wheel and tyre secured by a lockable device outside the vehicle.

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Warranty and Services plan

Full warranty with a minimum of 36 months / 100 000 km, whichever comes first.

Free service for the duration of service plan or kilometres

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Service availability Vendor or manufacturer should be able to provide immediate service (including ability to supply parts) to the vehicle in Mbabane and/or Manzini.

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Delivery The vehicles must be inspected and test driven by the manufacturers authorised dealer/representative in the company of a SEDCO representative.

Delivery should include all documentation, registration and accessories required under the laws of Eswatini.

Vehicles must be delivered within 30 days from the purchase order date.

Vehicles must be delivered at SEDCO head office in Mbabane.

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Table 2: Sedan Minimum Requirements

Feature/ Attribute Minimum Required Specification Points

Type of vehicle Sedan

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Ground Clearance Not less than 125mm

Wheels and tyre size Not less than 14 inch

Drive train Two wheel front drive or better

Year of Manufacture 2016 or later

Type of fuel Petrol or Diesel

Engine Minimum size 1600 cc

The engine should be standard water cooled with sump guard

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Transmission Two wheel drive – front

Manual transmission, floor mounted gear stick

Five or six forward gears plus reverse

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Fuel tank Capacity At least 45 litres

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Airbags At least 4 front airbags for driver and passengers

Number of Passengers

5 including the driver

Windows Manual or electronic

Security Alarm system, immobilizer and tracking device

Brakes ABS braking system 5

Additional Features Power steering

Safety belts with warning buzzers 10

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Feature/ Attribute Minimum Required Specification Points

Lockable glove box

Air conditioning

First Aid kit

Miscellaneous equipment

Fitted with FM and Short wave radio, front loader CD/MP3 player, with at least two speakers and 1 USB port

Manufacturers approved jack and tool kit

Two reflector warning triangles

Owner’s manual in English language

One full size spare wheel and tyre secured by a lockable device.

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Warranty and Services plan

Full warranty of minimum 36months / 100 000 km, whichever comes first.

Free service for the duration of service plan or kilometres

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Service availability Vendor or manufacturer should be able to provide immediate service (including ability to supply parts) to the vehicle in Mbabane or Manzini.

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Delivery The vehicles shall be inspected and test driven by the manufacturers authorised dealer/representative in the company of a SEDCO representative.

Delivery should include all indication marks, registration and accessories required under the laws of Eswatini.

Vehicles must be delivered within 30 days from the purchase order date

Vehicles must be delivered at SEDCO head office in Mbabane

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3 CONDITIONS OF TENDER All tenderers are expected to adhere to the following terms and conditions, failing which will result in a disqualification of the tender. These terms and conditions should be read in conjunction with the attached Data Sheet.

3.1 Validity of Tender The Tender shall remain valid for ninety (90) days after the time and date set for the opening of Tenders.

3.2 Tender Documents

i) On receipt of the Tender Documents, the Tenderer must, prior to submitting his/her tender check all required information is provided and there are no discrepancies. Should any discrepancy be detected by the Tenderer in the tender document, he/she shall seek clarity in writing from SEDCO, who will also respond in writing to all affected tenderers.

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ii) SEDCO cannot be held liable for the cost of any extra work that may be caused as a result of misunderstanding or misinterpretation of the Tender Documents.

iii) No unauthorized alteration or addition shall be made to the original text in any part of the Tender Documents. If any such alteration or addition is made the Tender may be rejected.

iv) The onus is on Tenderers to furnish sufficient information for a full technical and financial evaluation of Tenders by SEDCO.

v) SEDCO may ask any Tenderer to clarify any aspect of his Tender but the Tenderer will not be permitted to alter the Tender sum after Tenders have been submitted.

vi) This tender document constitutes the contract of engagement on award of the tender. Aspects of this tender shall be deemed binding and part of the contract award.

3.3 Language of Tender

The Tender prepared by the Tenderer and all correspondences and documents relating to the Tender exchanged by the Tenderer and the Employer, shall be written in English Language

3.4 Bribes, Gifts and Inducements

i) The Tender, or Contract if it has been concluded already, will be declared invalid if SEDCO discovers that the Tenderer, or any person acting on his behalf, has offered, promised or given a bribe, gift or other inducement to an officer or employee of SEDCO with the intention of influencing the award of the Contract in the Tenderer's favour.

ii) SEDCO requires that Tenderers observe the highest standard of ethics during the procurement process and execution of contracts. The following terms shall be defined as follows for the purposes of this tender;

a) “corrupt practice” means the offering, giving, receiving, or soliciting of anything of value to influence the action of a company official in the procurement process or in contract execution; and

b) “fraudulent practice” means a misrepresentation of facts in order to influence a procurement process or the execution of a contract to the detriment of SEDCO. This includes collusive practice among Tenderers (prior to or after tender submission) designed to establish tender prices at artificial non-competitive levels and to deprive SEDCO of the benefits of free and open competition;

iii) SEDCO will reject a tender if it is discovered that the Tenderer has engaged in corrupt or fraudulent practices in competing for the contract in question. Furthermore, a Tenderer who is found to have indulged in corrupt or fraudulent practices risks being blacklisted from procurement in SEDCO.

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iv) Tenderers and their officers, employees, agents and advisers must not engage in any collusion, anti-competitive conduct or any other similar conduct with any other Tenderer or any other person in relation to the preparation or submission of Tenders. In addition to remedies available under any law or any contract in the country, SEDCO may at its sole discretion immediately reject any tender submitted by a Tenderer that is found to engage in any collusive tendering, anti-competitive conduct or any other similar conduct with any other Tenderer or any other person in relation to the preparation or submission of Tenders.

v) Any collusion amongst Tenderers or between Tenderers and SEDCO personnel is forbidden and discovery of any such act will be deemed fraudulent and will disqualify the Tenderer(s) and result in disciplinary action being taken against a SEDCO employee. The tender, or contract if it has been concluded already, will be declared invalid if SEDCO determines that the Tenderer, or any person acting on his behalf, has offered, promised or given a bribe, gift or other inducement to an officer or employee of SEDCO with the intention of influencing the award of the contract.

vi) Tenderers are not entitled to contact any SEDCO employee during the evaluation and selection period to ask for information on the evaluation. SEDCO reserves the right to eliminate from the evaluation a Tenderer contravening this provision.

3.5 Signing of Tender

i) The Tender must be signed by a person duly authorized thereto and must bear the seal of the company and be attested by its secretary or directors.

ii) A Tender submitted by a joint venture of two or more firms must be accompanied by the document of establishment of the joint venture, duly registered and authenticated by a notary public or other official deputed to witness sworn statements, which precisely defines the conditions under which the joint venture will function, its duration, the persons authorized to represent it and who are obligated thereby, the participation of the several firms forming the joint venture, and any other information necessary to permit a full appraisal of its functioning.

3.6 Jurisdiction

i) The Swaziland Public Procurement Act of 2011 together with the Public Procurement Procedures of 2016 shall apply to this tender.

ii) Each Tenderer shall bind himself to accept Swaziland legislation and the jurisdiction of the Courts of Law of Swaziland throughout the tendering period and contract.

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3.7 Domicilium

i) Tenderer shall indicate a place in Swaziland and specify it as their domicilium citandi et executandi, where legal process and any official communication may be served on them.

ii) Any correspondence delivered at this address shall be deemed to have reached the Tenderer.

3.8 Acceptance of Tender (waiver)

i) SEDCO does not bind itself to accept the lowest tender or any tender nor to give any reason for the acceptance or rejection of a Tender.

ii) The submission of any offer connected with these specifications and documents shall constitute an agreement that the Tenderer shall have no cause of action or claim against SEDCO for rejection of his offer. SEDCO shall always be at liberty to reject or accept any offer or offers at her sole discretion and any such action will not be called into question and the Tenderer shall have no claim in that regard against SEDCO.

3.9 Description Goods and Services

i) Tenderers shall, supply technical data, illustrations and/or leaflets which

adequately describe the items offered including quality.

ii) If required by SEDCO, the tenderer shall provide an opportunity to test drive the proposed/ quoted vehicles.

3.10 Contract Award

i) Prior to the expiry of the Tender validity period, SEDCO will notify the successful Tenderer in writing of the intension to award. Such will also be published in the SPPRA website.

ii) After ten working days from the letter of intent, the successful bidder will be awarded a contract and an order to execute the job, provided the tender is not contested.

iii) The eventual contract shall be based on the contents of this tender document and national laws applicable in the Kingdom of Swaziland.

3.11 Payment Terms

i) Standard payment terms for SEDCO is payment within 30 days upon submission of a tax invoice.

ii) Price shall be quoted in Emalangeni only. Prices of the supplies must be duty free. Prices quoted by the bidder shall be firm and fixed during the tender validity period.

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iii) Any form of levy or charges such as customs and excise, tax, sales duty, surcharges or discounts must be included in the tender price but must be priced as separate lines.

iv) Transportation (supply, delivery and off-loading) of the goods to the required site must be included in the quotation but priced as separate line items. If not included, the quoted price will be assumed to be inclusive of such costs.

v) No extra charges of any kind will be allowed unless specifically agreed to by SEDCO in writing.

vi) The purchase order will become a legally binding contract when it has been formally signed by SEDCO and received by the tenderer.

vii) SEDCO will not make an advance payment. The tenderer is expected to have the capacity to deliver on all orders within 30 days without any advance payment.

3.12 General

i) No tender may be withdrawn during the evaluation process, i.e. interval between the deadline for submission of tenders and the expiration of the validity period specified in the tender document.

ii) Tenderers are advised to fill in all the necessary information in the tables provided. If separate tables are used; these must be in the same format as the tables provided in the tender document. The tender documents may not be accepted if all relevant tables and all the information required have not been filled in.

iii) Any document submitted in reply to the invitation to Tender shall become the property of SEDCO. SEDCO will solely use it for the purpose of evaluating and selecting the suitable supplier.

iv) Arithmetical errors will be rectified only if there is a discrepancy between the unit price and the total price that is obtained by multiplying the unit price and quantity. In such case, the unit price shall prevail, and the total price shall be corrected accordingly. If the Tenderer does not accept the correction of errors, his/her tender will be rejected. If there is a discrepancy between words and figures, the amount in words will prevail.

v) SEDCO will award the Contract to the Tenderer whose tender has been determined to be substantially responsive to the tender requirements and who has offered the best evaluated tender price, provided that, such Tenderer has demonstrated the capability and resources to complete the

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contract, and has offered the appropriate; equipment and experienced personnel for the intended operation.

vi) If the Tenderer has any doubts as to the meaning of any portion of this document, he should set out in his covering letter the interpretation relied upon. .

4 ELIGIBILITY CRITERIA Tenderers are required to supply the following information to be eligible to participate in the tender process. Failure to submit the required documents may result in disqualification of the tender.

i) Certified copy of a certificate of incorporation

ii) Current form J and form C

iii) Certified Copy of tax clearance certificate

iv) Certified Copy of Trading licence

v) Certified copy of VAT Registration Certificate

vi) Police clearance report for company directors

vii) Certified copy of SNPF compliance certificate

viii) Certified Copy of Labour Compliance Certificate

5 SUBMISSION OF TENDERS i) Proposals must be hand delivered at the SEDCO Head Office Reception on or

before 10:00 am on Friday 20th July 2018 in sealed envelopes and must be addressed as follows: Chief Executive Officer Small Enterprises Development Company Limited (SEDCO) Tender Number 2 of 2018/19 Supply of Motor Vehicles

ii) Completed tender documents and signed quotations shall be submitted together with eligibility documents as listed in section 3 above. .

iii) Tenderers, on submission of a tender, will be deemed to have fully acquainted

themselves with site conditions, local requirements and laws, and all aspects of the operation of the Contract.

iv) The offer shall be deemed to be under consideration immediately after the

tender closing date until SEDCO makes an official intention to award a contract to the successful tenderers. Whilst the offers are still under consideration,

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Tenderers and or their representatives or other interested parties are advised to refrain from contacting SEDCO by any means. If necessary, SEDCO will obtain clarifications on the offers by requesting for such information from any or all the tenders, either in writing or through personal contacts, as may be considered necessary. SEDCO reserves the right to eliminate from the evaluation process a Tenderer contravening this provision.

v) Tenderers will not be permitted to change the substance of their offers after the

tender has been submitted to SEDCO.

vi) SEDCO reserves the right to modify, or change the specifications or even cancel the tender before the tender opening and such modifications or changes will be communicated to the Tenderers in advance as and when decided.

vii) Participation in this tender process, or in relation to any matter concerning the

tender, will be at the Tenderer’s sole risk, cost and expense. SEDCO will not be responsible in any circumstance for any costs or expenses incurred by any Tenderer in preparing or lodging a tender or in taking part in the tender process or taking any action related to the tender process.

viii) Tenders submitted after the closing date and time will not be accepted.

ix) Electronic submissions shall not be acceptable

x) Tenderers reserve a right to withdraw their proposal without any liability provided written notice to that effect is in the hands of the SEDCO Managing Director, before closing date and time.

xi) A tender may be rejected if:

It contains any omission, erasure, alteration, text addition or irregularity of any kind, or

It is considered manifestly unbalanced or does not include the required information necessary for the proper comparison and evaluation.

6 TENDER EVALUATION PROCESS

SEDCO intends to award the best tenderer who shall be determined using the following parameters:

6.1 Compliance Review (Pass / Fail) SEDCO will perform an initial performance review in accordance with the eligibility criteria as outlined in section 4 above. Failure to submit any of the required documents may result in the tenderer being eliminated from the tendering process.

6.2 Technical Acceptability (60 points)

Technical acceptability will include a review of items listed under section 2 (tender specifications) in tables 1 and 2.

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Tenderers should include a confirmation of specifications for their quoted vehicles and photos if available.

Tables 1 and 2 shows the points allocated in each technical specification.

Tenders to be accepted for further evaluation must meet a minimum of 45 points (75%) of the acceptability requirements

6.3 Financial Evaluation (40 points)

Tenderers should provide a detailed quotation which shall remain valid for 90 days from the tender opening date. Before allocation of scores, tenders shall be checked against completeness of all required items. The vendor with the lowest total price will receive a total score of 40 points. Other qualifying proposals shall be given financial scores which are inversely proportional to the lowest evaluated price.

7 TENDERER’S REQUEST FOR CLARIFICATION A prospective Tenderer requiring any clarification concerning the Tender Documents may notify SEDCO in writing or electronic mail. SEDCO will respond in writing to any request for clarification of the Tendering Documents. Written copies of SEDCO’s response (including an explanation of the query but without identifying the source of inquiry) will be sent to all prospective Tenderers that have received the Tender Documents. Written notifications should be hand delivered at SEDCO Headquarters and electronic mail should be sent to business@sedco.co.sz and copied to sdladla@sedco.co.sz.

8 AMENDMENT TO TENDER DOCUMENTS SEDCO may amend the bidding document by issuing an addendum in writing or by standard electronic means, any time before the submission of proposals. These shall be shared with all tenderers that have received the tender documents or advertised in the print media, where a pre-tender meeting is not compulsory. This shall be binding to all Tenderers.

9 TENDER OPENING Tenders will be opened at 10:00 am on Friday 20th July 2018, at the SEDCO Headquarters. Tenders will be opened in the presence of Tenderers’ representatives who would choose to attend. The bid price will be read out and recorded in the presence of all the Tenderers or their representatives present during the opening. However, tenders may be opened even if Tenderers or their representatives are not present at the scheduled time. ____________________________ Dorrington Matiwane Chief Executive Officer

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DATA SHEET This Data Sheet should be read in conjunction with the forgoing terms and conditions of tender, clause which forms part of instructions

# Paragraph Description

1 Eligibility Criteria Tenders must submit all tender requirements as outlined in the Tender Document (Section 4). In case of a joint venture or consortium each member must sign a declaration

2 Site Visits Not required

3 Qualification Criteria The Qualification Criteria shall be

Tenderer must be fully responsive to the eligibility criteria

Must attain a minimum acceptability score of 45 points

4 Validity The validity shall be 90 days past the latest date of submission.

5 Prices Prices must include the total cost of services, disbursements, delivery and taxes and duties to SEDCO

All prices in the tender must be in Emalangeni

6 Documents comprising the tender offers

The following documents should be submitted together with a completed tender documents.

Signed letter of offer / quotation

Certified copy of a certificate of incorporation

Current form J and form C

Certified Copy of tax clearance certificate

Certified Copy of Trading licence

Certified copy of VAT Registration Certificate

Police clearance report for company directors

Certified copy of SNPF compliance certificate

Certified Copy of Labour Compliance Certificate

Vehicle specification information brochures, pictures etc.

8 Tenderers Request for Clarification

The Deadline for request for clarifications shall be 16th July 2018

9 Tender Submission Tenders must be hand delivered at the SEDCO Head Office Reception on or before 10:00 am on Friday 20th July 2018 in sealed envelopes and must be addressed as follows:

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The Chief Executive Officer

Tender # 2 of 2018/19

Supply of Motor Vehicles

10 Tender Opening Tenders will be opened at the SEDCO Headquarters Board Room on 29th June 2018 at 10:00 am.

11 Evaluation of Tenders The tender Evaluation shall is detailed in the Evaluation Criteria (Section 6) of this tender document. The Evaluation shall be staged into four: 1. Responsiveness (pass or fail): to determine

whether tenders are complete and responsive to basic instructions and requirements of the tender document. Failure to comply would result in failure of the bid and would thus not be taken further evaluation.

2. Technical Acceptability (60 points) to compare each tenderer with the technical requirements, to determine whether the proposed goods meet minimum requirements. Failure to meet the minimum threshold will result in the tender not being taken for further evaluation.

3. Financial Evaluation: to compare tender prices so as to determine the tender with the lowest evaluated price.

Partial offers will not be accepted Only complete offers will be considered for evaluation

12 Intention to Award Tenders are required to provide contact email addresses to SEDCO through which they will be notified of an intension to award on the day the intension is sent to the Swaziland Public Procurement Regulatory Agency (SPPRA)

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DECLARATION OF ELIGIBILITY All Tenderers must meet the following criteria, to be eligible to participate in public procurement. Tenderers must provide a signed declaration on their company letterhead in the following format. If the tender is being presented by a joint venture or consortium all members must sign the declaration. Dear Sirs Re Tender Reference ………………………………. In accordance with the eligibility requirements of the Procurement Regulations and the tender documents we hereby declare that:-

a) We, including any joint venture partners or consortium partners are a legal entity and have the legal capacity to enter into the contract;

b) We further declare that we are not insolvent, in receivership, bankrupt or being wound up, our affairs are not being administered by a court or a judicial officer, our business activities have not been suspended and we are not the subject of legal proceedings for any of the foregoing;

c) We declare that we have fulfilled our obligations to pay taxes and social security contributions;

d) We have not, and our directors or officers have not, been convicted of any criminal offence related to our/their professional conduct or the making of false statements or misrepresentations as to their qualifications to enter into a contract within a period of five years preceding the commencement of the procurement proceedings; and

e) We do not have a conflict of interest in relation to the procurement requirement.

Signed …………………………………….. Date………………………………….

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BID SUBMISSION FORM

SUPPY OF MOTOR VEHICLES

TENDER NUMBER 02 OF 2018/19

Submission Deadline: 20th July 2018 – 10:00 am

Name Organisation Contact

Number

( Cell)

Date of

Submission

Time of

Submission

Signature