SUPPLIER DATABASE REGISTRATION FORMS

[Pages:30]CIVILIAN SECRETARIAT FOR POLICE

Private Bag X922, PRETORIA, 0001 Van Erkom Building, Van Erkom Arcade, 7th Floor, 217 Pretorius Street PRETORIA, Tel: (012) 393 2500/2/3, Fax (012) 393 2536/8, WEB: .za

SUPPLIER DATABASE REGISTRATION FORMS

Supplier Database Registration Form

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CIVILIAN SECRETARIAT FOR POLICE

What to do with the completed application form?

Double check that you have correctly filled in all the required information Use the attached checklist to make sure that you have all the required supporting information.

To submit your application:

Make a photocopy of the application to keep for your own records. Hand Deliver or Mail your application along with all the supporting information to:

PRETORIA OFFICE ADDRESS: Physical Address

Civilian Secretariat for Police Supply Chain Management Van Erkom Building, 7th Floor 217 Pretorius Street Pretoria 0001 Enquiries can be directed to:

Postal Address Civilian Secretariat for Police Supply Chain Management Private Bag X922 Pretoria 0001

Ms LN Mokoena Contact No. 012 393 1883 Lena.mokoena@.za

CAPE TOWN OFFICE ADDRESS: Physical Address

Ministry of Police, 120 Plein Street, Cape Town, Room 9-24.

Enquiries can be directed to:

Ms S Samuels Contact No. 021 467 7020 Shereen.samuels@.za

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IMPORTANT NOTES Please read carefully: This questionnaire must be completed by all vendors seeking registration as an approved supplier on CSP database and it must be signed by an authorized person in the vendors organization. A company profile may accompany the registration form, but will not be accepted as a substitute for the application form. Applicants will in most cases, be contacted via fax and must therefore submit an operating fax number. It should be noted that CSP reserves the right to accept or reject any application without being obliged to give any reasons in this respect.

INTRODUCTION

SUPPLIERS SEEKING REGISTRATION AS APPROVED SUPPLIER ON THE DATABASE OF THECIVILIAN SECRETARIAT FOR POLICE (CSP) The Civilian Secretariat for Police (CSP) is an institution responsible for conducting civilian oversight over the police service and to provide the Minister of Police with strategic support. The CSP derives its mandate from the Constitution of the Republic of South Africa, Act 108 of 1996. The CSP operates directly under the Minister of Police.

Suppliers are herewith invited to register as approved suppliers on the database of CSP.

In order to comply with the procedures set out in the Supply Chain Management guidelines and the Public Finance Management Act, 1999 (Act 1 of 1999) (PFMA), the CSP has to develop a supplier database to be used by the Supply Chain Management Unit for acquisition of goods and services.

Although preference will be given to suppliers on the database, it does not necessarily follow that suppliers who are not yet on the database will be totally exempted from quoting for the supplying of goods or services to CSP. It is envisaged however, that this database will contribute to the efficient administration and compliance with the PFMA.

Supplier Database Registration Form

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All the applications for registration as a service provider must be accompanied by the following documents where applicable

ANNEXURE A*

B* C*

REQUIRED INFORMATION/ DOCUMENTS

Supplier Database Application Form fully completed and signed. Physical

Address and contact details provided

Supplier Registration Documents attached (CIPRO/ CIPC)

Original valid/ current Tax Clearance Certificate

Expiring

date:

YES

NO

D

Vat registration

E*

Copy of Identity Document(s) for the Director(s)/ Shareholder(s)

F

Original/ certified copy of the B-BBEE Certificate

G*

Company Profile

H

SANS / SABS certificate

I

Shareholding Agreements

J*

List of Commodities ? maximum of five (5) selected

K

Unemployment Insurance Fund

L

COIDA ? registration or letter of good standing

M

Occupational Health and Safety Certificate

N

Patent Certificate (if applicable)

O*

Supplier Maintenance? fully completed and signed, original recent bank letter/

original cancelled cheque, and that the banking details on either bank letter or

cancelled cheque correspond with that completed on the form. Banking details

form must be stamped.

P*

Declaration of interest ? Commissioner of Oaths

Q*

Declaration of Interest (SBD 4) ? fully completed and signed

R*

Declaration of bidders interest past SCM practices (SBD 8)

S*

Certificate of Independent Bid Determination (SBD 9)

T*

The entity and director(s)/ shareholder(s) are not listed on the National Treasury

Database of Restricted Suppliers

U*

The entity and director(s)/ shareholder(s) are not listed on the National Treasury

Register for Tender Defaulters

*Compulsory

IMPORTANT NOTE: THE CSP RESERVES THE RIGHT TO SUBJECT ANY SUPPLIER/S WILLING TO BE REGISTERED ON THE CSP SUPPLIER DATABASE TO STATE SECURITY AGENCY (SSA) FOR VETTING.

For further clarification please contact:

SCP Supply Chain Management Tell: 012 393 2500/2/3 email Sebek@.za

SECTION 1: TERMS AND CONDITIONS

1.1 APPLICATION PROCEDURE

Service providers wishing to register may do so by completing the registration form applicable on CSPs website or obtainable from CSPs Offices.

1.2 DURATION OF REGISTRATION

Suppliers acceptable to the CSP shall remain on the database for a period of 24 months from the date of acceptance. CSP reserves the right to either accept or reject any application.

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1.3 UPDATING INFORMATION

Suppliers shall be responsible to ensure that information is updated as and when such change occurs. Information must be submitted to CSPs Supply Chain Management Unit.

1.4 MONITORING OF SUPPLIER PERFORMANCE

CSP will monitor suppliers performance on projects awarded. The evaluation will assist the CSP on any future work that may be awarded.

1.5 PRIVACY Information supplied will be treated as confidential and will only be for CSP,,s use, unless required by law. 1.6 SUBMISSION OF FORMS

Only signed original application forms will be accepted. No alteration on the application form will be Permitted. Faxed or emailed applications will not be accepted. SECTION 2: TERMINOLOGY 2.1. Commodities: The goods and services the company wishes to register for as a supplier to CSP.

2.2. Ownership:

Having all the customary elements of ownership, including the right of decisionmaking and sharing all the risks and profits corresponds with the degree of ownership interests as demonstrated by an examination rather than the form of ownership arrangements.

2.3. Trade Names:

The trade names that the company owns or distributes, which you wish to be registered for as a supplier to the department.

2.4. B-BBEE Status Level of Contribution: means broad-based black economic empowerment as defined in section 1 of the Broad-Based Black Economic Empowerment Act

2.5. B-BBEE Status Level of Contribution: means the B-BBEE status received by 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;

2.6. EME: 2.7. CSP:

means any enterprise with annual total revenue of R 5 million or less. means Civilian Secretariat for Police

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SUPPLIER DATABASE REGISTRATION FORM CIVILIAN SECRETARIAT FOR POLICE (CSP) SECTION 3: SUPPLIER DETAILS: NAME OF BUSINESS: ........................................................................................................ TRADE NAME (If different from above): .................................................................................. REGISTRATION NUMBER: ................................................................................................. VAT REGISTRATION NUMBER: .......................................................................................... INCOME TAX REGISTRATION NUMBER: ............................................................................. PHYSICAL ADDRESS: ...................................................................................................... ................................................................................................ CODE............................. POSTAL ADDRESS: ........................................................................................................... ...................................................................................................CODE............................. MAIN CONTACT PERSON: ................................................................................................ POSITION HELD: ............................................................................................................. TELEPHONE NUMBER: ........................................... CELL NUMBER: .................................. FAX NUMBER: ................................................................................................................ E-MAIL ADDRESS: ..........................................................................................................

SECTION 4: INDICATE WHERE THE ABOVE COMPANY AND BRANCH/S IS/ARE LOCATED:

PROVINCE

DISTRICT

MUNICIPALITY

TOWN/VILLAGE

1.

2.

3.

4.

5.

6.

7.

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8. 9.

SECTION 4: TYPE OF COMPANY (INDICATE WITH AN X AND PROVIDE DOCUMENATRY PROOF)

1 Public company (LTD) 2 Private Company(Pty)Ltd 3 Joint Venture 4 Consortium 5 Sole Proprietary 6 Foreign Company 7 Partnership 8 Trust 9 Section 21 Company 10 Government Parastatals 11 Other(Specify) 12 Public company (Ltd)Pty

SECTION 5:

Points awarded for B-BBEE Status Level of Contribution

In terms of Regulation 5 (2) and 6 (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:

B-BBEE Status Level of Contributor Number of points (80/20 or 90/10 system)

BBBEE Status Level Number of points

BBBEE Status Level of

Number of points

of

(80/20 system)

Contributor

(90/10 system)

Contributor

1

20

1

10

2

18

2

9

3

16

3

8

4

12

4

5

5

8

5

4

6

6

6

3

7

4

7

2

8

2

Non-Compliant

0

Contributor

8

1

Non-Compliant Contributor

0

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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 CSP accredited by SANAS or a Registered Auditor. Registered auditors do not need to meet the prerequisite for IRBAs 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 CSP 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 subcontractors 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 the contract is sub-contracted to an EME that has the capability and ability to execute the Sub-contract.

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