10 Essential Documents Needed To Tender
The last week we were asked to help a lady to respond to a request for quotation to provide cleaning services to a Public Entity. It seemed pretty easy at first but once we got to the stage where we had to submit the required and mandatory documents the problems started. The main reason it became a challenge was that this particular business that required our services was a start-up business and being a start-up means that this business is going to struggle to comply with all the required and mandatory documents.
The 10 required and mandatory documents are essential if you want to be successful in your response. The Public Entity stated it very clearly on the request for quotation that if you do not attached these documents to your response you will be disqualified. The required and mandatory documents were:
1. Original Valid Tax Clearance Certificate (verification will be done with SARS);
2. Original or Certified copy of Valid BBBEE Certificate (from SANAS accredited Verification Agency) or from the Auditors approved by the Independent Regulatory Body of Auditors(IRBA);
Any EME (Exempt Micro Enterprise) or QSE (Qualifying Small Enterprise) is only required to obtain a sworn affidavit on an annual basis, confirming the following;
a. Annual Total Revenue of R10 Million or less (EME) or Revenue between R10 Million and R50 Million for QSE;
b. Level of Black Ownership
ANY MISREPRESENTATION IN TERMS OF THE ABOVE CONSTITUTES A CRIMINAL OFFENCE as set out in the BBBEE Act as amended;
3. Certified copy of Company Registration Document that reflect Company Name, Registration number, date of registration and active Directors or Members;
4. Certified copy of Shareholders' certificates;
5. Certified copy of ID documents of the Directors or Members;
6. Last three years audited/reviewed financial statements;
7. Letter of guarantee from a registered Financial Institution or Financier covering 3 months' operational costs as per Bidder's proposed costs;
8. Proof of Public Indemnity Cover for minimum of R1 million;
9. Letter of Good Standing with Department of Labour for Unemployment Insurance Fund;
10. Letter of Good Standing with Department of Labour for Compensation for Occupational Injuries and Diseases.
For this specific request for quotation the Public Entity also required, as mandatory documents the following:
1. Proof of compliance with the Sectorial Determination for the Cleaning Industry;
2. Proof of Membership of the National Contract Cleaners Association.
Most of these documents are fairly easy to obtain and won't be a problem but when it comes to guarantees and Public Indemnity it starts to get costly. This is the challenge - getting guarantees and insurance are expensive and belonging to associations also costs money and most start-ups simple cannot afford this. The result is that they end up not being awarded the tender because of this and that is unfortunate because it is in fact the start-ups that need contracts like these.
In our daily endeavours responding to tenders on behalf of companies, we try and overcome these obstacles, it is sometimes difficult but we try to get a solution around for each obstacle.