General List of documentation/ information when tendering for a National Department of Public Works & Infrastructure project
The list below indicates the documentation/ information normally required when tendering for an NDPWI project and keeping the information up to date could assist with a quicker tender application process.
• Proof of registration on National Treasury‘s Central Supplier Database (CSD) (for tenderer and sub-consultants)(this is compulsory for all tenderers);
• Copies of certificates or other documentation clearly proving current professional registration with the relevant council, including registration numbers, of all the registered principals and allocated staff to the project (this information must be provided for all Service Providers tendering in a consortium or joint venture);
• A valid original or certified copy of B-BBEE status level verification certificate;
• A valid original or certified copy of the applicable VAT clearance certificate;
• Ownership Particulars (see Table 1 below for more information);
• CV’s detailing proof of experience of staff (all staff or limited to staff that will be allocated to the tender project);
• CV of the firm/ business;
• All tenderers must have professional indemnity insurance and must be confirmed on the tendering documentation. Confirmation documentation could be requested by DPW&I;
• It would be advisable to keep a record of projects (in progress and completed) as tenderers are required to provide a list of projects demonstrating experience and performance on comparable projects.
“The tendering Service Provider’s experience and performance on comparable projects during the past 5 years. Aspects to be regarded as “comparable” includes (but may be extended according to circumstances): size of projects (measured against monetary value, or other project quantifying parameters), nature of projects (building, engineering, high/low rise, etc.), locality/area of execution (site-specific influences, knowledge of local conditions, etc.)”
“complexity of project, projects for similar client department irrespective of end purpose of buildings/facilities created or in progress of being created and time scales of projects (normal, fast track, etc.) and stage of its/their development.”;
• Documentation that may be required above the usual is bank statements providing evidence of business turnover and financial standing for a specific period of time – usually 48 months.
Table 1: Type of proof to indicate ownership particulars.
a. A close corporation, incorporated prior to 1 May 2011 under the Close Corporations Act, 1984 (Act 69 of 1984, as amended)
Copies of the Founding Statement — CK1
b. A profit company duly registered as a private company.
[including a profit company that meets the criteria for a private company, whose Memorandum of Incorporation states that the company is a personal liability company in terms of Section 8(2)(c) of the Companies Act, 2008 (Act 71 of 2008, as amended)].
i. Certificate of Incorporation —CM1;
ii. Shareholding Certificates of all Shareholders of the company, plus a signed statement of the company’s Auditor, certifying each Shareholder’s ownership / shareholding percentage
relative to the total; and/or
iii. Memorandum of Incorporation in the case of a personal liability company.
c. A profit company duly registered as a private company in which any, or all, shares are held by one or more other close corporation(s) or company(ies) duly registered as profit or non-profit company(ies).
Copies of documents referred to in a. and/or b. above in respect of all such close corporation(s) and/or company(ies).
d. A profit company duly registered as a public company.
Copy of Certificate of Incorporation —CM1, and a signed statement of the company’s Secretary or Auditor confirming that the company is a public company.
e. A non-profit company, incorporated in terms of Section 10 and Schedule 1 of the Companies Act, 2008 (Act 71 of 2008, as
i. The Founding Statement —CK1; and
ii. The Memorandum of Incorporation setting out the object of the company, indicating the public benefit, cultural or social activity, or
communal or group interest.
f. A natural person, sole proprietor or a Partnership.
Copy(ies) of the Identity Document(s) of:
i. Such natural person/ sole proprietor, or each of the Partners to the Partnership.
g. A Trust.
Deed of Trust duly indicating names of the Trustee(s) and Beneficiary (ies) as well as the purpose of the Trust and the mandate of the Trustees.
The above is only a general list of documentation/ information required and it must be noted that a tender offer must be properly received on the tender closing date and time specified on the invitation, fully completed either electronically (if issued in electronic format), or by writing legibly in non-erasable ink. All returnable documentation, as required in the tender, must be included in the tender offer. (All as per Standard Conditions of Tender).
It may be pertinent to note that a copy of a certified copy is not a valid document.