eProcurement


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Auction specification

Please select view under file to view auction specifications and conditions/requirements.

Participation in eProcurement tenders of the Electoral Commission requires the placement of an online bid as well as this auction and the submission of supporting documentation (written submission/proposal), if the latter is required.  Please note that non-conformance to the auction conditions and/or specifications shall invalidate your bid.  It is imperative to confirm requirements and compliance with auction specifications and conditions with the relevant Electoral Commission contact person BEFORE submitting a bid and/or written submission and/or any sample/s that may be required!!

Delivery timeframes are critical and MUST be adhered to!

A supplier's registration status shall apply as it was at the time and date of the award of the auction.  Approved and limited (tax non-compliant) suppliers will be able to place bids.  However, an auction shall ONLY be awarded to a bidder that is tax compliant.  Any bid with a non-compliant tax status shall be rejected at the time of the award of the auction.  Limited (tax non-compliant) status bidders are, therefore, encouraged to continuously monitor their tax compliance status on the National Treasury Central Supplier Database (CSD) and must ensure that their registration status remains approved on eProcurement.  Bidders must resolve any pending tax matters with SARS timeously as it takes time for status changes to be effected from the SARS Tax Comliance System (TCS) to the CSD!  The Electoral Commission’s eProcurement system verifies tax statuses against the CSD and a non-compliant status will change the registration status to limited (tax non-compliant).  Once a bidder has resolved any pending matters with SARS it takes approximately 48 hours for such changes to reflect on the supplier registration status in eProcurement.

The Electoral Commission will not accept bids for any goods/services that are not in line with acceptable market related prices for similar goods/services that are available.  The Electoral Commission shall give consideration to alternative procurement options in such instances to ensure cost effective procurement processes.

Bids for this auction will be scored based on the 80/20 scoring principle as provided for through the Preferential Procurement Regulations, 2017.  The scoring whilst the auction is active is, however, only a reflection of the potential outcome of the bid adjudication process. As such, the scoring as reflected in the auction will be based on the bid price as well as the verified and validated B-BBEE status level of each respective bidder. The potential scoring and ranking of all bids received in respect of the auction promote fairness, equity, transparency, competition and the overall cost effectiveness of the Electoral Commission’s tender processes. Furthermore, transparency in the bidding process and potential ranking of bids encourages B-BBEE compliance throughout the bidding process. Regulation 5(6) of the Preferential Procurement Regulations, 2017 prescribes that a tender that fails to obtain the minimum qualifying score for functionality as indicated in the tender documents is not an acceptable tender.  Regulation 5(7) further determines that each tender that obtained the minimum qualifying score for functionality must be evaluated further in terms of price and the preference point system and any objective criteria envisaged in Regulation 11.  Bid prices are fixed at time of bid closure and a bidder’s B-BBEE status level has been verified and validated and the status reflected at the time of bid closure is represented on the auction.  Only qualifying bids that have been identified through the bid evaluation process will be scored for adjudication purposes.  The final bid points for qualifying bids may differ from the bid points reflected on the running/closed auction and bids will accordingly be ranked based on the final bid points achieved.

Invoicing for goods or services procured shall be in accordance with the relevant provisions and stipulations of the South African tax laws.  Only valid tax invoices shall be acceptable. 

Bidders may, at the discretion of the Electoral Commission, be requested to submit samples, make presentations and/or written submissions in order for the Electoral Commission to assess compliance with auction conditions, specifications and requirements/provisions.

The Electoral Commission reserves the right to consider at its sole discretion alternative options to the exact specifications that may be offered by suppliers that meets or exceeds the specified requirements should the Electoral Commission be of the opinion that it may be economically viable and/or may be a practical solution and/or may be generally beneficial in respect of promoting and reaching the Electoral Commission’s goals, target dates and objectives.

Have you noted that this auction shall ONLY be awarded to a bidder that is tax compliant?

Have you noted that you must continuously monitor your tax compliance status on the CSD and ensure that your registration status remains approved on eProcurement up and till the award of the auction?

Auction files

No	File name	File size	File type
1	Free State 2021.doc.pdf	400 kb

Auction lines

Segment	Family	Class	Commodity	Item	Specification	Quantity	Image	File
Office Equipment and Accessories and Supplies	Office machines and their supplies and accessories	Duplicating machines	Digital duplicators	Digital duplicators	Photocopier for Free State	1	None	None

Auction conditions

Does your product comply with minimum specifications?

Are you aware that the Electoral Commission will not accept goods of inferior quality?

Are you able to deliver the required product by the required date?

Do you agree with the eProcurement (VotaQuotes) site and the bid terms and conditions?

Have you noted that this auction shall ONLY be awarded to a bidder that is tax compliant?

Bid awarded purchase order details

Number	Item	Item specification	Quantity	Unit amount including VAT	Supplier	Total amount	Awarded on
4500334534	Digital duplicators	Photocopier for Free State	1	R63,104.62	BIDVEST OFFICE (PTY) LTD - KONICA MINOLTA SOUTH AFRICA - PRETORIA	R63,104.62	27 Jul 2021
1 of 1 purchase order details \| Page 1 of 1 pages

Bids received

Potential ranking	Bidder	Bid amount including VAT	Bid points
1	EMPINACT TRADE (PTY) LTD	R58,719.82	94.43
2	BDM ICT SOLUTIONS (PTY) LTD	R54,899.00	80.00
3	NGCEBO INVESTMENTS (PTY) LTD	R58,719.81	74.43
4	BIDVEST OFFICE (PTY) LTD - KONICA MINOLTA SOUTH AFRICA - PRETORIA	R63,104.62	68.04
5	TVR SYSTEMS (PTY) LTD	R100,000.00	34.28
1 of 9 received bids \| Page 1 2 of 2 pages

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