City of Johannesburg Supplier Database Registration Form

The City of Johannesburg Metropolitan Municipality hereby invites current and prospective

suppliers to apply to be accredited and registered on its Supplier Database as required by the Municipal Finance Management Act of 2003 and its Regulations.

Henceforth, the City will not do business with suppliers that are not accredited and registered on the database with a valid COJ Vendor number.

Suppliers currently doing business with the City must reapply in terms of this new

process.

Instructions to Suppliers:

1. The application forms must be completed in full.

2. All the required and supporting documentations must be submitted jointly with the form.

3. Failure to submit supporting and requested information will lead to your company not being registered.

4. The required information is an indication of what information is required for your business to be accredited and registered without delays.

5. Declaration by business under oath is compulsory and must be completed in full by all suppliers.

6. Municipal Bidding Documents are compulsory and must be completed in full.

7. The City reserves the right to validate all information supplied and any misrepresentation of facts may lead to disqualification and potentially being restricted to do business with other spheres of government and/or other organs of the state.

8. For assistance on how to complete the Form or any other query related to this process please Contact the Supplier Accreditation & Registration Help Desk on 011 407 6342.

9. The City will inform suppliers of the status of their application in writing.

The City of Johannesburg Metropolitan Municipality will validate the information supplied in the registration form and supporting documentation as part of the accreditation process for suppliers.

Business Information

Company Registration Number*

Please complete with registration numbers of your company as it appears on company registration documents

Central Supplier Database Number (CSD Number)*

(CSD number should begin with 'MAAA')

Registered Business Name*

Trading Name

Registered Business Address

Street Name*

House Number*

City*

Province*

Country/Region*

Postal Code*

Physical Address (If different from Registered Business Address)

Postal Address

Postal Code*

Details of Contact Person

Title*

Mrs

Miss

Name*

Surname*

Telephone Number

Mobile Number*

Email Address*

Business Web-page Address

Supplier Commodities

Commodity 1*

Commodity 2

Commodity 3

Are you registered with any of the Municipal Owned Entities of City of Jo’burg Metro?*

Yes

If so, give us the name of the Municipal Owned Entity (MOE) and the vendor number.

MBD 4 - Declaration of Interest

No bid will be accepted from persons in the service of the state¹.
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 bid. In view of possible allegations of favouritism, should the resulting bid, or part thereof, be awarded to persons connected with or related to persons in service of the state, it is required that the bidder or their authorised representative declare their position in relation to the evaluating/adjudicating authority.
In order to give effect to the above, the following questionnaire must be completed and submitted with the bid.

Full Name of bidder or his or her representative*

Identity Number...*

Position occupied in the Company (director, trustee, hareholder)*

Company Registration No

Tax Reference Number*

(Tax Ref number begins with the number 9)

VAT Registration Number

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.
² Shareholder” means a person who owns shares in the company and is actively involved in the management of the company or business and exercises control over the company.

Are you presently in the service of the state?*

Yes

If yes, furnish particulars

Have you been in the service of the state for the past twelve months?*

Yes

If yes, furnish particulars...

Do you have any relationship (family, friend, other) with persons in the service of the state and who may be involved with the evaluation and or adjudication of this bid?*

Yes

If yes, furnish particulars....

Are you, aware of any relationship (family, friend, other) between any other bidder and any persons in the service of the state who may be involved with the evaluation and or adjudication of this bid?*

Yes

If yes, furnish particulars.

Are any of the company’s directors, trustees, managers, principle shareholders or stakeholders in service of the state?*

Yes

If yes, furnish particulars..

Are any spouse, child or parent of the company’s directors trustees, managers, principle shareholders or stakeholders in service of the state?*

Yes

If yes, furnish particulars.....

Do you or any of the directors, trustees, managers, principle shareholders, or stakeholders of this company have any interest in any other related companies or business whether or not they are bidding for this contract.*

Yes

If yes, furnish particulars......

The names of all directors / trustees / shareholders members, their individual identity numbers and state employee numbers must be indicated below.

If the company has more than one (1) director, the other directors will be verified through the Central Supplier Database (CSD).

Full Name*

Identity Number*

State Employee Number

Name of Bidder*

Capacity*

Date*

Day/Month/Year

Tick the box to confirm your signature*

MBD 8 - Declaration of Tenderer past Supply Chain Management Practices

This Municipal Tender Document must form part of all tenders/quotations invited.
It serves as a declaration to be used by Municipalities and Municipal entities in ensuring that when goods and services are being procured, all reasonable

Is the tenderer or any of its directors listed on the National Treasury's database as a company or persons prohibited from doing business with the public sector? (Companies for persons who are listed on this database were informed in writing of this restriction by the National Treasury after the audi alteram partem rule was applied).*

Yes

If so, furnish particulars

Is the tenderer or any of its directors listed on the Register for Tender Defaulters in terms of section 29 of the Prevention and Combating of Corrupt Activities Act (No 12 of 2004)? (To access this Register enter the National Treasury's website, www.treasury.gov.za , click on the icon "Register for Tender Defaulters" or submit your written request for a hard copy of the Register to facsimile number (012)3265445)*

Yes

If so, furnish particulars:

Was the tenderer or any of its directors convicted by a court of law (including a court of law outside the Republic of South Africa) for fraud or corruption during the past five years?*

Yes

If so, furnish particulars..

Does the tenderer or any of its directors owe any Municipal rates and taxes or Municipal charges to the Municipality / Municipal entity, or to any other Municipality / Municipal entity, that is in arrears for more than three months?*

Yes

If so, furnish particulars...

Was there any contract between the tenderer and the Municipality / Municipal entity or any other organ of state terminated during the past five years on account of failure to perform on or to comply with the contract?*

Yes

If so, furnish particulars....

I the undersigned certify that the information furnished on this declaration form to be true and correct.

I accept that, in addition to cancellation of a contract, action may be taken against me should this declaration prove to be false.

Name of Bidder*

Capacity*

Date*

Day/Month/Year

Tick the box to confirm your signature

MBD 9 - Certificate of Independent Bid Determination

1. This Municipal Bidding Document (MBD) must form part of all bids¹ invited.
2. Section 4 (1) (b) (iii) of the Competition Act No. 89 of 1998, as amended, prohibits an agreement between, or concerted practice by, firms, or a decision by an association of firms, if it is between parties in a horizontal relationship and if it involves collusive bidding (or bid rigging).² Collusive bidding is a pe se prohibition meaning that it cannot be justified under any grounds.
3. Municipal Supply Regulation 38 (1) prescribes that a supply chain management policy must provide measures for the combating of abuse of the supply chain management system, and must enable the accounting officer, among others, to:
a. take all reasonable steps to prevent such abuse;
b. reject the bid of any bidder if that bidder or any of its directors has abused the supply chain management system of the municipality or municipal entity or has committed any improper conduct in relation to such system; and
c. cancel a contract awarded to a person if the person committed any corrupt or fraudulent act during the bidding process or the execution of the contract.

4. This MBD serves as a certificate of declaration that would be used by institutions to ensure that, when bids are considered, reasonable steps are taken to prevent any form of bid-rigging

5. In order to give effect to the above, the attached Certificate of Bid Determination (MBD 9) must be completed and submitted with the bid:

¹ Includes price quotations, advertised competitive bids, limited bids and proposals.

² Bid rigging (or collusive bidding) occurs when businesses, that would otherwise be expected to compete, secretly conspire to raise prices or lower the quality of goods and / or services for purchasers who wish to acquire goods and / or services through a bidding process. Bid rigging is, therefore, an agreement between competitors not to compete.

I, the undersigned, in submitting the accompanying bid (Bid Number and Description)*

in response to the invitation for the bid made by (Name of Municipality / Municipal Entity)*

I do hereby make the following statements that I certify to be true and complete in every respect: I certify, on behalf of: (Name of Bidder)*

1. I have read and I understand the contents of this Certificate;

2. I understand that the accompanying bid will be disqualified if this Certificate is found not to be true and complete in every respect;

3. I am authorized by the bidder to sign this Certificate, and to submit the accompanying bid, on behalf of the bidder;

4. Each person whose signature appears on the accompanying bid has been authorized by the bidder to determine the terms of, and to sign, the bid, on behalf of the bidder;

5. For the purposes of this Certificate and the accompanying bid, I understand that the word “competitor” shall include any individual or organization, other than the bidder, whether or not affiliated with the bidder, who:
(a) has been requested to submit a bid in response to this bid invitation;
(b) could potentially submit a bid in response to this bid invitation, based on their qualifications, abilities or experience; and
(c) provides the same goods and services as the bidder and/or is in the same line of business as the bidder

6. The bidder has arrived at the accompanying bid independently from, and without consultation, communication, agreement or arrangement with any competitor. However, communication between partners in a joint venture or consortium³ will not be construed as collusive bidding.

7. In particular, without limiting the generality of paragraphs 6 above, there has been no consultation, communication, agreement or arrangement with any competitor regarding:
(a) prices;
(b) geographical area where product or service will be rendered (market allocation)
(c) methods, factors or formulas used to calculate prices; (d) the intention or decision to submit or not to submit, a bid;
(e) the submission of a bid which does not meet the specifications and conditions of the bid; or
(f) bidding with the intention not to win the bid.

8. In addition, there have been no consultations, communications, agreements or arrangements with any competitor regarding the quality, quantity, specifications and conditions or delivery particulars of the products or services to which this bid invitation relates.

9. The terms of the accompanying bid have not been, and will not be, disclosed by the bidder, directly or indirectly, to any competitor, prior to the date and time of the official bid opening or of the awarding of the contract.

³ Joint venture or Consortium means an association of persons for the purpose of combining their expertise, property, capital, efforts, skill and knowledge in an activity for the execution of a contract.

10. I am aware that, in addition and without prejudice to any other remedy provided to combat any restrictive practices related to bids and contracts, bids that are suspicious will be reported to the Competition Commission for investigation and possible imposition of administrative penalties in terms of section 59 of the Competition Act No. 89 of 1998 and or may be reported to the National Prosecuting Authority (NPA) for criminal investigation and or may be restricted from conducting business with the public sector for a period not exceeding ten (10) years in terms of the Prevention and Combating of Corrupt Activities Act No. 12 of 2004 or any other applicable legislation.

Name of Bidder*

Capacity

Date*

Day/Month/Year

Tick the box to confirm your signature.......

City of Johannesburg

Finance Department: Supply Chain Management Unit

Declaration on State of Municipal Accounts

Any bid will be rejected if:
Any municipal rates and taxes or municipal service charges owed by the bidder or any of the directors to the municipality or a municipal entity, or to any other municipality or municipal entity, are in arrears for more than three months.

Bid Information

Name of bidder.*

Registration Number*

Municipality where business is situated*

Municipal account number for rates*

Municipal account number for water and electricity*

Names of all Directors, their ID numbers and Municipal Account Number.

If the company has more than one (1) director, the other directors will be verified through the attachment of residential address confirmation.

Full Name*

Identity Number*

Municipal Account Number

I/We declare that the abovementioned information is true and correct and that the following documents are attached to this form.

Required Documents

Latest Municipal rates and taxes statement or an active lease agreement or original certified affidavit for all director(s) confirming residential address*

If it is a copy of the municipal account statement, it should not be older than 3 months

Latest Municipal rates and taxes statement or an active lease agreement or original certified affidavit for the company confirming the address(s)*

If it is a copy of the municipal account statement, it should not be older than 3 months

Certified BBBEE certificate or original certified BBBEE sworn affidavit *

Proof of Registration to a Statutory Body Regulating your Industry

By submitting this form you declare that the above particulars and information furnished to the City of Johannesburg for the purposes of registering our organization on the supplier database are true in substance and in fact and that I/We fully understand the meaning thereof.

Tick the box to confirm your signature..