DEPARTMENT OF COMMUNICATIONS REPUBLIC OF SOUTH AFRICA Private Bag X860, PRETORIA, 0001 E-mail: [email protected]/ [email protected] Tel: (012) 427 8594/ 012 427 8062 _____________________________________________________________________________________________ TO ALL SUPPLIERS SEEKING REGISTRATION AS AN APPROVED SUPPLIER ON THE DATABASE OF THE DEPARTMENT
All suppliers are herewith invited to register as an approved supplier on the database of the Department of Communications (DoC).
In order to comply with the procedures set out in the Accounting Officers Procurement Procedures (AOPP), as referred to in the Public Finance Management Act, 1999 (Act 1 of 1999)(PFMA), the DoC has to develop a supplier database to be used by its Procurement Office when inviting price quotations. The purpose of this database is to give all prospective suppliers an equal opportunity to submit price quotations to the DoC.
The main objective of this process is to use the database as an empowerment tool that can be maintained whilst at the same time transparency and equality is enhanced.
The DoC’s database will be used mainly for the purposes of identifying suppliers that can be approached when price quotations for goods and services are to be invited. The fact that a supplier is registered as an approved supplier does not constitute any contractual relationship between that business and the DoC.
The DoC reserves the right to cancel the registration of a supplier, if that supplier:
Has given incorrect or false information in the application form or any correspondence relating to the application;
Failed to inform the DoC of any changes of their particulars as furnished in the application;
Failed to comply with the conditions of any contract that might have been awarded to the entity;
Repeatedly failed to respond on requests for price quotations;
Is restricted to do business with the public sector; and
Has acted in an improper, fraudulent or corrupt manner.
Attached please find an official registration form to assist the DoC in updating its database according to legislation. It is imperative that suppliers read the application document carefully, complete it in full, submit ALL the required supporting documentation and sign it. IMPORTANT NOTES Please read carefully
To be completed by all suppliers seeking registration as an approved supplier;
The questionnaire/ supplier application form must be completed in full and be signed;
A company profile must accompany the registration form but will not be accepted as substitute for the application form – all fields on application form MUST be completed by applicant;
Applicants will be contacted via fax and must therefore submit an operating fax number OR a valid e-mail address.
It should be noted that the DOC reserves the right to accept or reject any application without being obliged to give any reasons in this respect;
Suppliers will be notified whether application was accepted or not and will be advised of the outcome telephonically OR in writing;
Supplier must comply with all the registration-criteria for registration to be finalised - failure to do so will result in the application being declined.
A maximum of five commodities may be selected on the application form. Selecting more than five commodities will nullify the application. The following supporting documentation must be submitted together with the fully completed and signed supplier registration application form:
Original and Valid Tax Clearance Certificate issued by SARS;
Original or certified copy of a valid BBBEE Status Level Verification Certificate;
Certified copies of IDs of shareholders/ owner/trustees;
Catering - Certificate of Acceptability for food premises;
Consulting - Registration certificate(s) with a recognized and
Electrical - Electrical Board (ECB) and Wireman’s License;
Banking details (cancelled cheque or bank letter)
Supplier detail: Company/Supplier Name: Trade Name: Legal Name (if not the same as the trade name): Company / Close Corporation Registration Number VAT registration number (if applicable): Income tax reference number: Web Address: E-Mail Address: Telephone Number: Fax Number: (compulsory) Toll Free Number: Number of full time employees: Company/Supplier Classification: (Please the relevant box or boxes. Only the main area of business) 1 Tax Clearance Certificate Attached Supplier Grouping Detail: Type of Firm: (Please the relevant box) 1 Main contact person in your company:
Name:Company Position:Cell phone Number:Fax Number:E-mail address:
Contact person (sales) in your company:
Name:Position in company:Cell Phone Number:Fax Number:E-mail address:
Ownership: (To be completed for all proprietors/members/shareholders/ partners/sole proprietors/trustees& owners) (Please the relevant box) Date from Resident Banking details:
Account holder:Bank:Branch Name:Branch Code:Account number:Account type:
Local municipality: (Indicate the local municipality where your business resides) Area of operation: (Indicate your area of operation where you will be able to do business) (Please the relevant box) Locality: (Indicate if your business resides in a rural area) SMME status of your enterprise: Please use this table to determine the SMME Status of your enterprise Please the relevant box in each column D. Total Gross asset value
A. Sector B. Full time paid employees C. Annual Turnover (millions) (property excluded) (millions) Very Small Very Small Very Small Agriculture Mining and Quarrying Manufacturing Construction Retail and Motor trade Wholesale Trade Catering, Accommodation Transport, Storage Finance & Business Services Repair/Allied Services Communication s Other Trade Commercial Agents Community& Social Services Personal Services SMME status of your enterprise: (Please the relevant box) (According to SMME table) (compulsory) EQUITY: SMME Values of following items dependent on most recent Financial Statement Value/Number
Total number of full time employeesTotal annual turnover
Points awarded for B-BBEE Status Level of Contribution
In terms of Regulation 5 (2) of the Preferential Procurement Regulations, preference points must be awarded to a bidder for attaining the B-BBEE status level of contribution in accordance with the table below: (Please indicate your BBBEE Status level of contribution on the table below by the relevant box) B-BBEE Status Level Number of points of Contributor (80/20 system)
Bidders who qualify as EMEs in terms of the B-BBEE Act must submit a certificate issued by an Accounting Officer as contemplated in the CCA or a Verification Agency accredited by SANAS or a Registered Auditor. Registered auditors do not need to meet the prerequisite for IRBA’s approval for the purpose of conducting verification and issuing EMEs with B-BBEE Status Level Certificates.
Bidders other than EMEs must submit their original and valid B-BBEE status level verification certificate or a certified copy thereof, substantiating their B-BBEE rating issued by a Registered Auditor approved by IRBA or a Verification Agency accredited by SANAS.
A trust, consortium or joint venture, will qualify for points for their B-BBEE status level as a legal entity, provided that the entity submits their B-BBEE status level certificate.
A trust, consortium or joint venture will qualify for points for their B-BBEE status level as an unincorporated entity, provided that the entity submits their consolidated B-BBEE scorecard as if they were a group structure and that such a consolidated B-BBEE scorecard is prepared for every separate bid.
Tertiary institutions and public entities will be required to submit their B-BBEE status level certificates in terms of the specialized scorecard contained in the B-BBEE Codes of Good Practice.
A person will not be awarded points for B-BBEE status level if it is indicated in the bid documents that such a bidder intends sub-contracting more than 25% of the value of the contract to any other enterprise that does not qualify for at least the points that such a bidder qualifies for, unless the intended sub- contractor is an EME that has the capability and ability to execute the sub-contract.
A person awarded a contract may not sub-contract more than 25% of the value of the contract to any other enterprise that does not have an equal or higher B-BBEE status level than the person concerned, unless contract is sub-contracted to an EME that has the capability and ability to execute the sub-contract. Instructions and Definitions: (Please read carefully) Legislation:
Procedures are set out in the Accounting Officers Procurement Procedures (AOPP), as referred to in the Public Finance Management Act, 1999 (Act 1 of 1999)(PFMA), to give all prospective suppliers an equal opportunity to submit quotations to a State Department. Terminology: Commodities: The commodities the company wishes to be registered for as a supplier to the DoC. Trade Names: The trade names that the company own or distribute, which you wish to be registered for as a supplier to the DoC. Owned: Having all the customary elements of ownership, including the right of decision-making and sharing all the risks and profits commensurate with the degree of ownership interests as demonstrated by an examination rather than the form of ownership arrangements. B-BBEE Status Level of Contribution : means the B-BBEE status received a measured entity based on its overall performance using the relevant scorecard contained in the Codes of Good Practice on Black Economic Empowerment issued in terms of section 9(1) of the Broad Based Black Economic Empowerment Act; and EME: means any enterprise with an annual turnover of R5 million or less. Declaration of any conflict of interest: I/we the undersigned acknowledge(s) that: The information furnished is true and correct; The B-BBEE points claimed is in accordance with the new Preferential Procurement Regulations, 2011; Any conflict of interest was declared in the declaration space above. ____________________________ ________________ SIGNATURE OF OWNER OR AUTHORISED REPRESENTATIVE ____________________________ ________________ SIGNATURE OF OWNER OR AUTHORISED REPRESENTATIVE List of commodities: (Suppliers are restricted to register for a maximum of only 5 commodities) (Please the relevant box or boxes) LIST OF COMMODITIES
CONSULTING: ACQUISITION & ASSET MANAGEMENT
CONSULTING: COLLECTIVE BARGAINING (LABOUR)
CONSULTING: HR SOLUTIONS(TRADITIONAL SYSTEMS)
LIST OF COMMODITIES
TRANSLATION & INTERPRETATION SERVICES
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