SFF/2025/129-IT DATA CENTRE FACILITIES REQUIRED FOR HOSTING IT

INFRASTRUCTURE FOR A PERIOD OF 36 MONTHS

RFP Number SFF/2025/129
Issue date Wednesday, 25 March 2025
Compulsory briefing session Monday, 31 March 2025 @ 11H00 am
Via Microsoft Teams. Interested parties to request a link
for the meeting from
sffprocurement@[Link]
RFP Contact Person Sandisiwe Ofozor

Closing Date & Time Wednesday,16 April 2025 @ 11H00am

Bid Validity Period 120 days

Company Name:
Trading as (if different from above)
Contact Person:
Contact Number:
Email address:
Physical Address:

SUPPLIER TO NOTE:
A. SFF conditions of purchase apply
B. Late/incomplete quotations will not be considered

TENDER SERIAL NO.:

SIGNATURES OF SFF OFFICIALS AT
TENDER OPENING
1.
2.
3.

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SFF/2025/129- IT DATA CENTRE FACILITIES REQUIRED FOR HOSTING IT
INFRASTRUCTURE FOR A PERIOD OF 36 MONTHS

PART 1: INVITATION TO TENDER .......................................................................................................................... 4

GENERAL .......................................................................................................................................... 4
DELIVERY INSTRUCTIONS FOR RFP................................................................................................... 5
BROAD-BASED BLACK ECONOMIC EMPOWERMENT AND SOCIO-ECONOMIC OBLIGATIONS ........ 5
COMMUNICATION ........................................................................................................................... 6
INSTRUCTIONS FOR COMPLETING THE RFP ..................................................................................... 6
COMPLIANCE.................................................................................................................................... 7
DISCLAIMERS .................................................................................................................................... 7
LEGAL REVIEW.................................................................................................................................. 8
NATIONAL TREASURY’S CENTRAL SUPPLIER DATABASE .................................................................. 8
TAX COMPLIANCE ............................................................................................................................ 8
PROTECTION OF PERSONAL INFORMATION ACT, No.4 OF 2013 ..................................................... 8
PART 2. BACKGROUND, OVERVIEW AND SCOPE OF REQUIREMENTS ............................................................... 10
BACKGROUND AND SCOPE OF WORK ...............................................Error! Bookmark not defined.
EXCHANGE AND REMITTANCE ....................................................................................................... 10
SERVICE LEVELS .............................................................................................................................. 11
RISK ................................................................................................................................................ 11
PART 3: EVALUATION AND METHODOLOGY ...................................................................................................... 12
EVALUATION AND METHODOLOGY ............................................................................................... 12
PART 4: BIDDING ................................................................................................................................................ 17
PART 5: PROPOSAL FORM .................................................................................................................................. 18
RETURNABLE DOCUMENTS ............................................................................................................................ 21
PART 6: SIGNING POWER ............................................................................................................................... 24
PART 7: CERTIFICATE OF ACQUAINTANCE WITH RFP DOCUMENTS ............................................................... 25
PART 8: CERTIFICATE OF ACQUAINTANCE WITH THE GENERAL TENDER CONDITIONS - SERVICES ............... 27
PART 9: DECLARATION FORM......................................................................................................................... 28
PART 10 : BREACH OF LAW FORM .................................................................................................................. 30
PART 11: CERTIFICATE OF ACQUAINTANCE WITH NON-DISCLOSURE AGREEMENT ...................................... 31
ANNEXURES 32
ANNEXURE A: SBD 6.1 REFERENCE POINTS CLAIM FORM IN TERMS OF THE PREFERENTIAL PROCUREMENT
REGULATIONS 2022 ........................................................................................................................................ 32
ANNEXURE B: SBD 4 DECLARATION OF INTEREST ..............................................Error! Bookmark not defined.
ANNEXURE C: SBD 9 CERTIFICATE OF INDEPENDENT BID DETERMINATION ................................................. 40
ANNEXURE D: SBD 8 DECLARATION OF BIDDER’S PAST SUPPLY CHAIN MANAGEMENT PRACTICES ............ 42
ANNEXURE (E): SBD 1 INVITATION TO BID .................................................................................................. 45
APPENDIX (I): GENERAL TENDER CONDITIONS .............................................................................................. 48
APPENDIX (II): SAFETY ARRANGEMENTS AND PROCEDURAL COMPLIANCE WITH THE OCCUPATIONAL
HEALTH AND SAFETY ACT (ACT 85 OF 1993) AND APPLICABLE REGULATIONS ............................................. 56

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 LIST OF ACRONYMS
B-BBEE Broad-Based Black Economic Empowerment
CEF Central Energy Fund
EME Exempted Micro Enterprise
GBC General Tender Conditions
ID Identity Document
JV Joint Venture
LOA Letter of Appointment
NDA Non-Disclosure Agreement
PC Procurement Committee
PPPFA Preferential Procurement Policy Framework Act
PTN Post-Tender Negotiations
QSE Qualifying Small Enterprise
RFP Request for Proposal
SME Small Medium Enterprise
SOC State Owned Company
VAT Value-Added Tax
ZAR South African Rand

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 PART 1: INVITATION TO TENDER

GENERAL

Submissions to this Request for Proposal (RFP) [hereinafter referred to as a Tender or a Proposal] are
requested from persons, companies, close corporations or enterprises [hereinafter referred to as an
entity, or Tenderer].

1.1 DESCRIPTION

SFF/2025/129- SFF/2024/129-IT DATA CENTRE FACILITIES REQUIRED FOR HOSTING IT INFRASTRUCTURE FOR
A PERIOD OF 36 MONTHS.

1.2 ISSUE AND COLLECTION DATE DEADLINE

This RFP may be downloaded directly from National Treasury’s e-Tender Publication Portal at
[Link] free of charge.

To download RFP and Annexures (if any):

• In the “Search” box, choose “Search by Organ of State” and type “Strategic Fuel Fund”.

Once the tender has been located in the list, click on the “Expand” icon and proceed to download all
uploaded documents.

The RFP may also be downloaded from the Strategic Fuel Fund (“SFF”) website at
[Link] free of charge. No tender documents will be emailed and/or couriered
to potential tenderers.

1.3 BRIEFING SESSION MEETING

Compulsory virtual briefing session will be held via Microsoft Teams, on Monday, 31 March 2025 at
11H00. Potential tenderers can request a link for the meeting from
sffprocurement@[Link], (Attention: Sandisiwe Ofozor)

1.4 CLOSING DATE

The RFP will close on Wednesday,16 April 2025 @ 11H00am. Tenderers must ensure that tenders
are delivered timeously to the correct physical. As a general rule, if a Tender is late or delivered to
the incorrect address, it will not be accepted for consideration. Any additional information or
clarification will be uploaded on the SFF website, if necessary.

1.5 PROPOSAL SUBMISSION

Proposals must be submitted in two (2) sealed envelopes addressed as follows:

Envelope 1: Technical Tender Proposal (Hard copy plus a copy of the submission on 1 USB Flash
Drive); and
Envelope 2: Commercial Tender Proposal (including administration documents and pricing schedule
as well as a copy of the submission on 1 USB Flash Drive) to:

4 SFF/2025/129-IT DATA CENTRE FACILITIES REQUIRED FOR HOSTING IT INFRASTRUCTURE FOR A PERIOD OF 36
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 151 Frans Conradie Drive
Parow
Cape Town
7500

DELIVERY INSTRUCTIONS FOR RFP

2.1 Delivery by hand

If delivered by hand, the envelopes must be deposited in the SFF tender box which is located at the
SFF facility, SFF Association, 151 Frans Conradie Drive Parow Cape Town 7500. It should also be noted
that the above tender box is accessible to the public between office hours 08h00 to 16h00 weekdays
only.

2.2 Dispatch by courier

2.2.1. If dispatched by courier, the envelope must be addressed as above and delivered to the above
address. Couriered documents must be in the tender box by the closing date and time.
2.2.2. If tender responses are not delivered as stipulated herein, such tender will not be considered.
2.2.3. No email or faxed Submissions will be considered, unless otherwise stated herein.
2.2.4. The tender responses to this RFP will be opened as soon as possible after the closing date and time.
SFF association shall not, at the opening of Submissions, disclose to any other company any
confidential details pertaining to the Proposals / information received, i.e. pricing, delivery, etc. The
names and locations of the Tenderers will be divulged to other Tenderers upon request.
2.2.5. Envelopes must not contain documents relating to any RFP other than that shown on the envelope.

BROAD-BASED BLACK ECONOMIC EMPOWERMENT AND SOCIO-ECONOMIC OBLIGATIONS

SFF Association fully endorses and supports the Government’s objective of Broad-Based Black
Economic Empowerment and it is strongly of the opinion that all South African business enterprises
have an equal obligation to redress the imbalances of the past.

1.2 Joint Ventures or Consortiums

1.3 Tenderers who would wish to respond to this RFP as a Joint Venture [JV] or consortium with B-BBEE
entities, must state their intention to do so in their RFP submission. Such Tenderers must also submit a
signed JV or consortium agreement between the parties clearly stating the percentage [%] split of
business and the associated responsibilities of each party. If such a JV or consortium agreement is
unavailable, the partners must submit confirmation in writing of their intention to enter into a JV or
consortium agreement should they be awarded business by SFF association through this RFP process.
This written confirmation must clearly indicate the percentage [%] split of business and the
responsibilities of each party. In such cases, conclusion of the service level agreement between the
successful bidder/s will only be once a signed copy of a JV or consortium agreement is submitted to SFF
Association.

1.4 Preference Points and Specific Goals

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 As prescribed in terms of the Preferential Procurement Policy Framework Act (PPPFA), Act 5 of 2000
and Preferential Procurement Regulations 2022, Tenderers are to note that the following preference
point systems:

• the 80/20 system for requirements with a Rand value of up to R50,000,000 (all applicable taxes
included) OR
• the 90/10 system for requirements with a Rand value above R50,000,000 (all applicable taxes
included)

When SFF association invites prospective Service Providers to submit Proposals for its Specific Goals,
it requires Tenderers to complete Annexure A [the B-BBEE Preference Point Claim Form] and submit
it together with proof of their documents as stipulated in the Claim Form in order to obtain Specific
Goal Points.

1.5 Note: Failure to submit a valid and certified copy B-BBEE certificate or Sworn Affidavit or any other
documents specified (as evidence for Specific Goals) at the Closing Date of this RFP will result in a score
of zero being allocated for Specific Goals

COMMUNICATION

4.1 Specific queries relating to this RFP can be submitted at sffprocurement@[Link]

specifying the reference number “SFF/2024/129 on the subject line. The last day for submitting
queries is 3 (three) days before the closing date of tender.

4.2 Any correspondence with regards to this RFP must be in writing to the provided email address only.
In the interest of fairness and transparency SFF’s response to such a query will be published on the
SFF website and the National Treasury e-tender portal. Tenderers are required to check the e-tender
portal and/or SFF website prior to finalizing their tender submission for any changes and/or
clarifications to the RFP. SFF will not be held liable if Tenderers do not receive the latest information
regarding this RFP with the possible consequence of either being disadvantaged and/or disqualified
as a result thereof.

4.3 After the closing date of the RFP, a Tenderer may only communicate with the Procurement Unit,
specific person for this RFP on any matter relating to its RFP.

4.4 Tenderers are to note that changes to its submission will not be considered after the closing date.

4.5 Tenderers are warned that a proposal will be liable to disqualification should any attempt be made
by a Tenderer either directly or indirectly to canvass any officer or employee of SFF in respect of this
RFP between the closing date and the date of the award of the business.

4.6 Furthermore, Tenderers found to be in collusion with one another will be automatically disqualified
and restricted from doing business with SFF in the future.

INSTRUCTIONS FOR COMPLETING THE RFP

5.1. Proposals must be submitted as an original and 1 copy.

5.2. Both sets of documents are to be submitted to the address specified above.

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5.3. All returnable documents tabled in the Proposal Form [Part 5] must be returned with your proposal.

5.4. Unless otherwise expressly stated, all proposals furnished pursuant to this RFP shall be deemed to
be offers. Any exceptions to this statement must be clearly and specifically indicated.

COMPLIANCE

The successful Tenderer [hereinafter referred to as the Service Provider] shall be in full and complete
compliance with any and all applicable laws and regulations.

DISCLAIMERS

Tenderers are hereby advised that SFF is not committed to any course of action as a result of its
issuance of this RFP and/or its receipt of Proposals. In particular, please note that SFF reserves the
right to:

7.1. modify the RFP’s Scope of Work and request Tenderers to re-tender on any such changes;
7.2. reject any Proposal which does not conform to instructions and scope of work which are
detailed herein;
7.3. disqualify Proposals submitted after the stated submission deadline [Closing Date];
7.4. not necessarily accept the lowest priced Proposal or an alternative Tender;
7.5. validate any information submitted by Tenderers in response to this tender. This would
include but not limited to, requesting the Tenderer to provide supporting evidence. By
submitting a tender, the Tenderer hereby irrevocable grant the necessary consent to SFF to
do so;
7.6. request audited financial statement or other documentation for the purposes of a due
diligence exercise;
7.7. award a contract in connection with this Proposal at any time after the RFP’s closing date;
7.8. award a contract for only a portion of the proposed Services which are reflected in the scope
of this RFP;
7.9. split the award of the contract between more than one Service Provider, should it at SFF’s
discretion be more advantageous in terms of, amongst others, cost or developmental
considerations;
7.10. cancel the tender process.
7.11 exclude any Tenderer from the Tendering process who has been found guilty of a serious
breach of law during the preceding 5 [five] years, including but not limited to breaches of the
Competition Act 89 of 1998. Tenderers are required to declare such serious breach of law
during the past 5 [five] years in Part 10 [Breach of Law].
7.12 undertake post-tender negotiations [PTN] with selected Tenderers or any number of short-
listed Tenderers, such PTN to include, at SFF’s option, any evaluation criteria listed in this
RFP document.
7.13 award the business to the highest scoring Tenderer/s unless objective criteria justify the
award to another Tenderer.
7.14 award the business to the next ranked tenderer, provided that he/she is still prepared to
provide the required Services at the quoted price, should the preferred tenderer fail to sign
or commence with the contract within a reasonable period after being requested to do so.
Under such circumstances, the validity of the tenders of the next ranked tenderer(s) will be
deemed to remain valid, irrespective of whether the next ranked tenderer(s) were issued
with a Letter of Regret. Tenderers may therefore be requested to advise whether they would

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 still be prepared to provide the required Services at their quoted price, even after they have
been issued with a Letter of Regret.

Kindly note that SFF association will not reimburse any Tenderer for any preparatory costs or other
work performed in connection with its Proposal, whether or not the Tenderer is awarded a contract.

LEGAL REVIEW

A Proposal submitted by a Tenderer will be subjected to review and acceptance or rejection of its
proposed contractual terms and conditions by SFF Legal Advisor, prior to consideration for an award
of business.

NATIONAL TREASURY’S CENTRAL SUPPLIER DATABASE

Tenderers are required to self-register on National Treasury’s Central Supplier Database (“CSD”)
which has been established to centrally administer supplier information for all organs of state and
facilitate the verification of certain key supplier information. Tenderers must register on the CSD prior
to submitting their bids. Business may not be awarded to a Tenderer who has failed to register on
the CSD. Only foreign suppliers with no local registered entity need not register on the CSD.

For this purpose, the attached SBD1 form must be completed and submitted as a mandatory
returnable document by the closing date and time of the bid (Please see Annexure E)

TAX COMPLIANCE

Tenderers must be compliant when submitting a proposal to SFF and remain compliant for the entire
contract term with all applicable tax legislation, including but not limited to the Income Tax Act, 1962
(Act No. 58 of 1962) and Value Added Tax Act, 1991 (Act No. 89 of 1991).

It is a condition of this tender that the tax matters of the successful Tenderer be in order, or that
satisfactory arrangements have been made with South African Revenue Service (SARS) to meet the
Tenderer’s tax obligations.

The Tax Compliance status requirements are also applicable to foreign Tenderers who wish to submit
tenders.

Where Consortia / Joint Ventures / Sub-contractors are involved, each party must be registered on the
Central Supplier Database and their tax compliance status will be verified through the Central Supplier
Database.

PROTECTION OF PERSONAL INFORMATION ACT, NO.4 OF 2013

SFF association acknowledges that the Tenderer may be required to process the personal information
of SFF association and other relevant data subjects in connection with and for the purposes of this RFP.

The Tenderer shall–

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 (a) only process such personal information for the purpose connected with this RFP, except
to the extent specifically requested to do otherwise by SFF association in writing or required
by the Protection of Personal Information Act, No.4 of 2013 (POPI) or other applicable laws;

(b) comply with all directions and instructions which may be given by SFF association
regarding the processing of such personal information;

(c) only process personal information strictly in compliance with POPI;

(d) secure the integrity and confidentiality of the personal information it processes pursuant
to this RFP by taking appropriate, reasonably technical and organisational measures to
prevent –

(i) loss of, damage to, or unauthorised destruction of such personal information;
and/or
(ii) unlawful access to or unlawful processing of such personal information.

The Tenderer shall be liable to SFF for its failure to comply with any of its obligations, and shall indemnify
SFF against all claims, damages, costs or administrative fines arising from the Tenderer's failure to comply
with POPI, except to the extent caused by SFF association.

In evaluating the Tenderer's tender submission, the SFF will process the personal information of the Tenderer
and other relevant data subjects in connection with and for the purposes of this RFP. The SFF shall process
personal information in accordance with SFF's Privacy Policy which is available on the SFF website – the
Tenderer is expected to familiar itself with this Privacy Policy. The SFF reserves the right and the Tenderer is
hereby informed that external service providers may be appointed by the SFF to assist SFF in evaluating
tender responses and suitability for appointment.

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 PART 2. BACKGROUND, OVERVIEW AND SCOPE OF REQUIREMENTS

BACKGROUND

SFF is looking for complying and qualifying datacenter facilities around Cape town to host IT infrastructure
for the period of 36 months, SFF datacenter is compromises of Servers, Switches, storages etc., the
datacenter must be secured and equipped with variety of redundancies to achieve 99.999% availability.

3. SCOPE OVERVIEW

SFF is looking for a professional and accredited Server hosting facilities within 50KM radius from Parow “151
Frans Conradie drive” for the period of 36 months, the hosting facilities must meet the following and none
negotiable requirements.
• Stringent security
• Power uptime guarantee of 99.999%
• Advanced cooling and environmental conditioning
• Environmentally friendly fire suppression
• All Major ISP must be available and ready
• All major cloud on-ramps.

Supply
The hosting company will supply the following
• X2 47u (600mm x 1200mm) and incl 2 x 8 port (non pom) PDU’s (SFF to comply with supplier racking
standards)

N.B.
• The quote must include Cabling and patching
• Potential hosting company must provide other necessary requirements not included in the scope.
• Quotation must be clear on the power usages charges
• List of IT equipment to be hosted will be provided on request

SFF will give preferential to the company that owns and manage Datacentre

EXCHANGE AND REMITTANCE

If SFF is requested by the Tenderer to effect payment overseas direct to the Tenderer’s principal or
service provider, which is not a registered South African Company please complete the details below,
using the rate of exchange published by the South African Reserve Bank 7 [seven] calendar days
before the closing date of this RFP:

ZAR 1.00 [South African currency] being equal to ________________ [foreign currency]_____ % in
relation to tendered price(s) to be remitted overseas by SFF.

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 Beneficiary details:
Name [Account holder] ____________________________________
Bank [Name and branch code] ____________________________________
Swift code ____________________________________
Country ____________________________________
________________
[Applicable base date of Exchange Rate used]

Tenderers should note that SFF should receive fixed price offers expressed in South African Rand
[ZAR].

SERVICE LEVELS
An experienced account representative(s) is required to work with SFF procurement department. [No
sales representatives are needed for individual department or locations]. Additionally, there shall be
a minimal number of people, fully informed and accountable for this agreement.
SFF will have reviews with the Service Provider’s account representative on an on-going basis.
SFF reserves the right to request that any member of the Service Provider’s team involved on the SFF
account be replaced if deemed not to be adding value for SFF.

The Service Provider guarantees that it will achieve a 95% [ninety-five per cent] service level on the
following measures:
a) Random checks on compliance scope of requirements
b) On-time deliverables:
• The Service Provider must provide a telephone number for customer service calls.
• Failure of the Service Provider to comply with stated service level requirements will give SFF
the right to cancel the contract in whole, without penalty to SFF, giving 30 [thirty] days’ notice
to the Service Provider of its intention to do so.

Acceptance of Service Levels:

YES NO

RISK
Tenderers must elaborate on the control measures put in place by their entity, which would
mitigate the risk to SFF pertaining to potential non-performance by a Service Provider, in relation to:

Quality of Services delivered:

Continuity of the provision of Services:

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 PART 3: EVALUATION AND METHODOLOGY

EVALUATION AND METHODOLOGY

SFF will utilise the following methodology and criteria in selecting a preferred Service Provider:

STAGE 1 (TEST FOR RESPONSIVENESS) :

Step 1 (Administrative responsiveness)

Step 2 (Substantive responsiveness; pre-qualifications )

STAGE 2 (FUNCTIONALITY / TECHNICAL EVALUATION)

Step 3 (Minimum thresholds for functionality)

STAGE 3 (WEIGHTED SCORING)

Step 4 (Price 80/90 and 20/10)

Step 5 (Post tender negotiation with preferred tenderer [2nd and 3rd ranked tenderers (if required)
in a sequential and not simultaneous manner] if pricing is not market-related.

Step 6 (Selection of the preferred bidder. Objective criterion to justify award to someone other than
the highest ranked bidder must have been stated in the bid documents and can be used at this stage,
if applicable)

15.1 STAGE 1: TEST FOR RESPONSIVENESS

Step 1 - Test for Administrative Responsiveness

The test for administrative responsiveness will include the following:

Administrative responsiveness check

• Whether the Tender has been received on time
• Whether all Returnable Documents were completed and returned by the closing date
and time

• Verify the validity of all returnable documents

The test for administrative responsiveness [Step One] must be passed for a Tenderer’s Proposal
to progress to Step Two for further pre-qualification

Step 2 - Test for Substantive Responsiveness

The test for substantive responsiveness to this RFP will include the following:
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 Check for substantive responsiveness

• Whether the Tender contains a fully completed price schedule as prescribed

• CSD Registration No.

The test for substantive responsiveness [Step Two] must be passed for a Tenderer’s Proposal to
progress to Stage 3 for further evaluation

BID ELIMINATION CRITERIA

Location within 50 KM radius from Parow “151 Frans Conradie drive(Proof of
residential address (e.g. municipal account not older than 2 months or valid lease Yes / No
agreement)

* Failure to answer 'Yes' to the Bid Elimination criteria listed above will result in immediate
disqualification of the tenderer without progressing to Step 3 of the evaluation process below.

15.2 STAGE 3: Technical / Functionality Evaluation Criteria

Minimum Threshold is 70% for the Technical/Functionality Criteria

Item Technical Evaluation

Proof Evaluation % Weighting
No Criteria
Four ramps 5
Three ramps 3
Availability of cloud on-ramp Agreement(s) with cloud
1 Two ramps 1 20%
services provider and
High availability of
1 ramp or non-
architecture 0
responsive
Four ISP 5
Availability of various Three ISP 3
Agreement(s) with ISP
ISP(Internet Service
and High availability 20%
Provider) within the Two ISP 1
architecture
Datacenter
1 ISP or Non-responsive 0
ISO 9001:2015-Quality 5 Certificates 5
Management Systems
3-4 Certificates 3
2 Certificates 10%
ISO/IEC 27001:2013- 1-2 Certificates 1
Information Security
Management Non-responsive 0

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 Item Technical Evaluation
Proof Evaluation % Weighting
No Criteria

ISO 50001:2018- Energy

Management

ISAE 3402 Type 2

Attestation Information
Security Management

ISO 22301-Bussiness
Continuity management
System

Confirmation letter on a
Ownership confirmation of company letter head Yes 5
3 40%
Datacentre stating the ownership,
signed by Executive No 0
>10 years’ experience
5

Company experience in Company profile including 5-10 years’ experience

4 3 10%
managing the Datacentre the number of years.
1-5 years’ experience 1
Non-responsive 0

Tenderers are to note that SFF will round off final technical scores to the nearest 2 (two) decimal places for
the purposes of determining whether the technical threshold has been met

15.3 STAGE 3: Evaluation and Final Weighted Scoring (Not applicable)

(a) Step Four - Price Criteria [Weighted score 80/90 points]

Evaluation Criteria
• Commercial offer
• Commercial discounts1

SFF association will utilise the following formula in its evaluation of Price:

Pt−Pmin
PS = 80/90 (1 − Pmin
)

Where:
Ps = Score for the Tender under consideration
Pt = Price of Tender under consideration
Pmin = Price of lowest acceptable tender

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 b) Points for this tender (even in the case of a tender for income-generating contracts) shall be
awarded for:
i) Price; and
ii) Specific Goals (weighted score10/20)

SPECIFIC GOALS:

SFF has identified in its Supply Chain Management Policy, specific goals, which will be used to promote
transformation and empowerment.

A maximum of 10/20 points will be awarded to a tenderer for specific goals specified in the RFP as follows

Number of points claimed

Number of points allocated (80/20 system) for the specific
The specific goals allocated goal
(80/20 system)
points in terms of this tender
(To be completed by the
tenderer)
51% Black Owned Enterprise 10%
or more

EME or QSE 5%
SMALL, MEDIUM AND MICRO
ENTERPRISES (SMME’S)

30% Black Women Owned or 5%

more

TOTAL POINTS FOR SPECIFIC 20%

GOALS CLAIMED

Tenders must submit their B-BBEE certificate issued by an authorized body or person or a B-BBEE sworn
affidavit to claim specific goal(s) points.

POINTS OBTAINED FOR PRICE SHOULD BE ADDED TO POINTS OBTAINED FOR SPECIFIC GOALS.

TENDER MUST BE AWARDED TO THE TENDERER SCORING THE HIGHEST POINTS. HOWEVER, A CONTRACT
MAY BE AWARDED TO A TENDERER THAT DID NOT SCORE THE HIGHEST POINTS ONLY IN ACCORDANCE WITH
SECTION 2 (1)(F) OF THE PPPFA 05 OF 2000.

iii) Cost / Price

The service provider will be requested to provide a quotation for the work to be taken. The
total fees VAT inclusive must be quoted in South African Rands (ZAR).

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 Note: SFF reserves the right to require of a bidder, either before a bid is adjudicated or at any
time subsequently, to substantiate any claim in regard to preferences, in any manner
required by SFF.

SUMMARY: Applicable Thresholds and Final Evaluated Weightings

Technical Evaluation Criteria % Weightings

Minimum Technical/Functionality Threshold 70%

Final Weighted Scores

Evaluation Criteria
80/20 System 90/10 System
Price 80 90
Specific Goals 20 10
Total 100

(d) Step Five - Post Tender Negotiations (if applicable)

▪ Tenderers are to note that SFF may not award a contract if the price offered is not market-
related. In this regard, SFF reserves the right to engage in Post Tender Negotiations with the
view to achieving a market-related price or to cancel the tender. Negotiations will be done
in a sequential manner i.e.:
o first negotiate with the highest ranked tenderer or cancel the bid, should such
negotiations fail,
o negotiate with the 2nd and 3rd ranked tenderers (if required) in a sequential
manner.
▪ In the event of any Tenderer being notified of such short-listed/preferred tenderer status,
his/her bid, as well as any subsequent negotiated best and final offers (BAFO), will
automatically be deemed to remain valid during the negotiation period and until the
ultimate award of business.
▪ Should SFF conduct post tender negotiations, Tenderers will be requested to provide their
best and final offers to SFF based on such negotiations. Where a market related price has
been achieved through negotiation, the contract will be awarded to the successful
Tenderer(s).

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MONTHS.
 TENDER SERIAL NO.:
SIGNATURES OF SFF OFFICIALS AT
PART 4: BIDDING TENDER OPENING
1.
2.
3.
FORM OFFER

The employer, identified in the acceptance signature block, has solicited offers to enter into a contract for
the procurement of:

The tenderer, identified in the offer signature block, has examined the documents listed in the tender data and addenda
thereto as listed in the returnable schedules, and by submitting this offer has accepted the conditions of tender.

By the representative of the tenderer, deemed to be duly authorized, signing this part of this form of offer, the tenderer
offers to perform all of the obligations and liabilities of the contractor under the contract including compliance with all
its terms and conditions according to their true intent and meaning for an amount to be determined in accordance with
the conditions of contract identified in the contract data.
THE OFFERED TOTAL OF THE PRICES INCLUSIVE OF VALUE ADDED TAX IS:

Rand (in words and cents);

(in figures)

This offer may be accepted by the employer by signing the acceptance part of this form of offer and acceptance and
returning one copy of this document to the tenderer before the end of the period of validity stated in the tender data,
whereupon the tenderer becomes the party named as the contractor in the conditions of contract identified in the
contract data.

Signature Date
Print Name
Capacity
(for the tenderer)

(Name and address of the organization)

Name and signature of witness

Notes to Pricing:
a) Prices must be quoted in South African Rand, inclusive of VAT and will remain fixed for one year and must propose the cost
price adjustment and the relevant table.
b) Prices quoted must be held valid for a period of 120 days from closing date.
c) To facilitate like-for-like comparison Tenderers must submit pricing strictly in accordance with this document schedule and
not utilise a different format. Deviation from this pricing schedule could result in a Tender being declared non responsive.
d) Please note that should you have offered a discounted price(s), SFF association will only consider such price discount(s) in the
final evaluation stage if offered on an unconditional basis.

17 SFF/2025/129-IT DATA CENTRE FACILITIES REQUIRED FOR HOSTING IT INFRASTRUCTURE FOR A PERIOD OF 36
MONTHS.
 PART 5: PROPOSAL FORM

I/We
[name of entity, company, close corporation or partnership]

Of
[full address]

carrying on business trading/operating as

represented by

in my capacity as

being duly authorized thereto by a Resolution of the Board of Directors or Members or Certificate of
Partners, as per Part 5 of this RFP (a certified copy of which is annexed hereto) hereby offer to provide
the abovementioned Services at the prices quoted in the schedule of prices in accordance with the
terms set forth in the documents listed in the accompanying schedule of RFP documents.

I/We agree to be bound by those conditions in SFF Association’s:

(i) Terms and Conditions of Contract – Services; to be provided on contract conclusion

(ii) General Tender Conditions – Services; and

(iii) any other standard or special conditions mentioned and/or embodied in this Request for Proposal.

I/We accept that unless SFF association should otherwise decide and so inform me/us in the letter of
appointment, this Proposal [and, if any, its covering letter and any subsequent exchange of
correspondence], together with SFF association’s acceptance thereof shall constitute a binding
contract between SFF association and me/us.

Should SFF association decide that a formal contract should be signed and so inform me/us in a letter
of appointment [the Letter of Appointment], this Proposal [and, if any, its covering letter and any
subsequent exchange of correspondence] together with SFF Letter of appointment, shall constitute
a binding contract between SFF and me/us until the formal contract is signed.

I/We further agree that if, after I/we have been notified of the acceptance of my/our Proposal, I/we
fail to enter into a formal contract if called upon to do so, or fail to commence the provision of
Services within 4 [four] weeks thereafter, SFF may, without prejudice to any other legal remedy which
it may have, recover from me/us any expense to which it may have been put in calling for Proposals
afresh and/or having to accept any less favourable Proposal.

18 SFF/2025/129-IT DATA CENTRE FACILITIES REQUIRED FOR HOSTING IT INFRASTRUCTURE FOR A PERIOD OF 36
MONTHS.
 I/We accept that any contract resulting from this offer will be for a period of ………… only.
Furthermore, I/we agree to a penalty clause/s to be negotiated with SFF, which will allow SFF to
invoke a penalty against us for non-compliance with material terms of this RFP including the delayed
provision of the Services due to non-performance by ourselves. In addition, I/we agree that
noncompliance with any of the material terms of this RFP, including those mentioned above, will
constitute a material breach of contract and provide SFF with cause for cancellation.

I/We acknowledge that the SFF may be required to process my/our personal information (as such
capitalised terms are defined in the Protection of Personal Information Act, No. 4 of 2013) in order
to evaluate this RFP and facilitate my/our appointment as a service provider and that such processing
shall be done in accordance with the SFF’s Privacy Policy, which is available on its website or on
request.

ADDRESS FOR NOTICES

The law of the Republic of South Africa shall govern any contract created by the acceptance of this
RFP. The domicilium citandi et executandi shall be a place in the Republic of South Africa to be
specified by the Tenderer hereunder, at which all legal documents may be served on the Tenderer
who shall agree to submit to the jurisdiction of the courts of the Republic of South Africa. Foreign
Tenderers shall, therefore, state hereunder the name of their authorized representative in the
Republic of South Africa who has the power of attorney to sign any contract which may have to be
entered into in the event of their Proposal being accepted and to act on their behalf in all matters
relating to such contract.
Tenderer to indicate the details of its domicilium citandi et executandi hereunder:

Name of Entity:

Facsimile:

Address:

NOTIFICATION OF AWARD OF RFP

As soon as possible after approval to award the contract(s), the successful Tenderer [the Service
Provider] will be informed of the acceptance of its Proposal. Unsuccessful Tenderers will be advised
in writing of the name of the successful Service Provider and the reason as to why their Proposals
have been unsuccessful, for example, in the category of price, delivery period, quality, B-BBEE status
or for any other reason.

VALIDITY PERIOD

SFF requires a validity period of 120 [one hundred and twenty] days from the closing date of this
RFP.

19 SFF/2025/129-IT DATA CENTRE FACILITIES REQUIRED FOR HOSTING IT INFRASTRUCTURE FOR A PERIOD OF 36
MONTHS.
 NAME(S) AND ADDRESS / ADDRESSES OF DIRECTOR(S) OR MEMBER(S)

The Tenderer must disclose hereunder the full name(s) and address(s) of the director(s) or members
of the company or close corporation [C.C.] on whose behalf the RFP is submitted.

(i) Registration number of company / C.C.

(ii) Registered name of company / C.C.

(iii) Full name(s) of

director/member(s) Address/Addresses ID Number(s)

CONFIDENTIALITY
All information related to this RFP is to be treated with strict confidence. In this regard Tenderers are
required to complete and return a signed copy of Certificate of Acquaintance with the Non-Disclosure
Agreement [Appendix (ii)]. All information related to a subsequent contract, both during and after
completion thereof, will be treated with strict confidence. Should the need however arise to divulge
any information gleaned from provision of the Services, which is either directly or indirectly related
to SFF’s business, written approval to divulge such information must be obtained from SFF
association and such information must be disclosed in accordance with the provisions of the
Protection of Personal Information Act, No 4 of 2013.

20 SFF/2025/129-IT DATA CENTRE FACILITIES REQUIRED FOR HOSTING IT INFRASTRUCTURE FOR A PERIOD OF 36
MONTHS.
 RETURNABLE DOCUMENTS

Returnable Documents means all the documents, Parts and Annexures, as listed in the tables below.
There are three types of returnable documents as indicated below and Respondents are urged to
ensure that these documents are returned with their bids based on the consequences of non-
submission as indicated below:

Mandatory Returnable Failure to provide all these Mandatory Returnable Documents at the
Documents Closing Date and time of this RFP will result in a Tenderer’s
disqualification.

Returnable Documents Failure to provide all Returnable Documents used for purposes of
Used for Scoring scoring a bid, by the closing date and time of this bid will not result
in a Tenderer’s disqualification. However, Bidders will receive an
automatic score of zero for the applicable evaluation criterion.

Essential Returnable Failure to provide essential Returnable Documents will result in SFF
Documents affording Tenderers a further opportunity to submit by a set
deadline. Should a Tenderer thereafter fail to submit the requested
documents, this may result in a Tenderer’s disqualification.

(a) Mandatory Returnable Documents

Tenderers are urged to ensure that all these Documents are returned with their Proposal

Please confirm submission of the mandatory Returnable Documents detailed below by so

indicating [Yes or No] in the table below:

MANDATORY RETURNABLE DOCUMENTS SUBMITTED [Yes/No]

Form of offer

Proof of CSD Registration No.

Proof of Location within 50 KM radius from Parow “151 Frans Conradie

drive(Proof of residential address (e.g. municipal account not older than 2
months or valid lease agreement)

(b) Returnable Documents Used for Scoring

In addition to the requirements of Part (a) above, Tenderers are further required to submit with their
Proposals the following Returnable Documents Used for Scoring as detailed below.

Please confirm submission of these essential Returnable Documents by so indicating [Yes or No] in
the table below:
RETURNABLE DOCUMENTS USED FOR SCORING SUBMITTED
[Yes/No]

21 SFF/2025/129-IT DATA CENTRE FACILITIES REQUIRED FOR HOSTING IT INFRASTRUCTURE FOR A PERIOD OF 36
MONTHS.
 Refer to Stage 3 Technical/Functional Evaluation which details the returnable
documents to be used for the technical evaluation that will not result in
disqualification but a score of zero for that aspect of the technical evaluation.

Tenders must submit a copy of their B-BBEE certificate issued by an authorized

body or person or a B-BBEE sworn affidavit to claim specific goal(s) points.

(c) Essential Returnable Documents

In addition to the requirements of Part (a) and (b) above, Tenderers are further required to submit
with their Proposals the following essential Returnable Documents as detailed below.

Please confirm submission of these essential Returnable Documents by so indicating [Yes or No] in
the table below:
SUBMITTED
ESSENTIAL RETURNABLE DOCUMENTS & SCHEDULES
[Yes or No]
PART 2: Background, Overview and Scope of Requirements
PART 5: Proposal Form
PART 6: Signing Power - Resolution of Board of Directors
PART 7: Certificate of Acquaintance with RFP Documents
PART 8: Certificate of Acquaintance with General Tender Conditions
Services
PART 9: RFP Declaration Form
PART 10: Breach of Law Form

PART 11: Certificate of Acquaintance with non-disclosure agreement

List of Directors
Annexure A: Preference Points Claim Form
Annexure B: Declaration of Interest
Annexure C: Declaration of bidder’s past SCM practices
Annexure D: Certificate of independent bid determination
APPENDIX (II): GENERAL TENDER CONDITIONS

APPENDIX (III): SAFETY ARRANGEMENTS AND PROCEDURAL COMPLIANCE WITH

THE OCCUPATIONAL HEALTH AND SAFETY ACT (ACT 85 OF 1993) AND
APPLICABLE REGULATIONS

22 SFF/2025/129-IT DATA CENTRE FACILITIES REQUIRED FOR HOSTING IT INFRASTRUCTURE FOR A PERIOD OF 36
MONTHS.
CONTINUED VALIDITY OF RETURNABLE DOCUMENTS

The successful Tenderer will be required to ensure the validity of all returnable documents, including but not limited
to its Tax Clearance Certificate and valid B-BBEE Verification Certificate, for the duration of any contract emanating
from this RFP. Should the Tenderer be awarded the contract [the Agreement] and fail to present SFF with such
renewals as and when they become due, SFF shall be entitled, in addition to any other rights and remedies that it
may have in terms of the eventual Agreement, to terminate such Agreement forthwith without any liability and
without prejudice to any claims which SFF may have for damages against the Tenderer.

By signing these RFP documents, the Tenderer is deemed to acknowledge that he/she has made himself/herself
thoroughly familiar with all the conditions governing this RFP, including those contained in any printed form stated
to form part hereof, and SFF will recognize no claim for relief based on an allegation that the Tenderer overlooked
any such condition or failed properly to take it into account for the purpose of calculating tendered prices or
otherwise.

SIGNED AT ON THIS DAY OF 20

SIGNATURE OF TENDERERS AUTHORISED REPRESENTATIVE:

NAME

WITNESS 1 ADDRESS

NAME

WITNESS 2 ADDRESS

NAME

23 SFF/2025/129-IT DATA CENTRE FACILITIES REQUIRED FOR HOSTING IT INFRASTRUCTURE FOR A PERIOD OF 36
MONTHS.
PART 6: SIGNING POWER

SIGNING POWER – RESOLUTION OF BOARD OF DIRECTORS

NAME OF
ENTITY

It was resolved at a meeting of the Board of Directors held on that

FULL NAME(S) CAPACITY SIGNATURE

In his/her capacity as indicated above is/are hereby authorised to enter into, sign, execute and complete any
documents relating to this Proposal and any subsequent Agreement for the provision of Services. A list of
those person(s) authorised to negotiate on behalf of the abovementioned entity [if not the authorised
signatories] is also submitted along with this Proposal together with their contact details.

FULL NAME SIGNATURE CHAIRPERSON

24 SFF/2025/129-IT DATA CENTRE FACILITIES REQUIRED FOR HOSTING IT INFRASTRUCTURE FOR A PERIOD OF 36
MONTHS.
 PART 7: CERTIFICATE OF ACQUAINTANCE WITH RFP
DOCUMENTS

NAME OF ENTITY:

1. I/We _________________________ do hereby certify that I/we acquainted myself/ourselves with all
the documentation comprising this RFP and all conditions contained therein, as laid down by SFF
association for the carrying out of the proposed supply/service/works for which I/we submitted
my/our Proposal.

2. I/we furthermore agree that SFF shall recognise no claim from me/us for relief based on an allegation
that I/we overlooked any RFP/contract condition or failed to take it into account for the purpose of
calculating my/our offered prices or otherwise.
3. I/We accept that an obligation rests on me/us to clarify any uncertainties regarding this Tender which
I/we may have, before submitting the Tender. I/We agree that I/we will have no claim based on an
allegation that any aspect of this RFP was unclear but in respect of which I/we failed to obtain clarity.

4. I/we understand that the accompanying Tender will be disqualified if this Certificate is found not to
be true and complete in every respect.

5. For the purposes of this Certificate and the accompanying Tender, I/we understand that the word
“competitor” shall include any individual or organisation, other than the Tenderer, whether or not
affiliated with the Tenderer, who:

a) Has been requested to submit a Tender in response to this Tender invitation;

b) Could potentially submit a Tender in response to this Tender invitation, based on their
qualifications, abilities or experience; and
c) Provides the same Services as the Tenderer and/or is in the same line of business as the Tenderer

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

7. In particular, without limiting the generality of paragraph 5 above, there has been no consultation,
communication, agreement or arrangement with any competitor regarding:

a) prices;
b) geographical area where Services 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 Tender;
e) the submission of a Tender which does not meet the specifications and conditions of the RFP; or
f) Tendering with the intention of not winning the Tender.

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 Services to which this RFP relates.

25 SFF/2025/129-IT DATA CENTRE FACILITIES REQUIRED FOR HOSTING IT INFRASTRUCTURE FOR A PERIOD OF 36
MONTHS.
9. The terms of the accompanying Tender have not been, and will not be, disclosed by the Tenderer,
directly or indirectly, to any competitor, prior to the date and time of the official Tender opening or
of the awarding of the contract.

10. I/We am/are aware that, in addition and without prejudice to any other remedy provided to combat
any restrictive practices related to tenders and contracts, Tenders that are suspicious will be reported
to the Competition Commission for investigation and possible imposition of administrative penalties
in terms of Part 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 10 [ten] years in terms of the Prevention
and Combating of Corrupt Activities Act No 12 of 2004 or any other applicable legislation.

SIGNED AT ON THIS DAY OF 20

SIGNATURE OF WITNESS SIGNATURE OF TENDERER

26 SFF/2025/129-IT DATA CENTRE FACILITIES REQUIRED FOR HOSTING IT INFRASTRUCTURE FOR A PERIOD OF 36
MONTHS.
PART 8: CERTIFICATE OF ACQUAINTANCE WITH THE GENERAL
TENDER CONDITIONS - SERVICES

NAME OF ENTITY:

I/We ________________________________ do hereby certify that I/we acquainted

myself/ourselves with all the documentation comprising the General Tender Conditions - Services as
received on _____________________[insert date] from SFF association for the carrying out of the
proposed Services for which I/we submitted my/our Proposal.

I/We furthermore agree that SFF association shall recognise no claim from me/us for relief based on
an allegation that I/we overlooked any terms and conditions of the General Tender Conditions or
failed to take it into account for the purpose of calculating my/our offered prices or otherwise.

I/We confirm having been advised that a signed copy of this Schedule can be submitted in lieu of the
entire General Tender Conditions as confirmation in terms of the Returnable Schedule.

SIGNED AT ON THIS DAY OF 20

SIGNATURE OF WITNESS SIGNATURE OF TENDERER

27 SFF/2025/129-IT DATA CENTRE FACILITIES REQUIRED FOR HOSTING IT INFRASTRUCTURE FOR A PERIOD OF 36
MONTHS.
 PART 9: DECLARATION FORM

NAME OF ENTITY:

We ______________________________________________do hereby certify that:

1. SFF has supplied and we have received appropriate Submissions to any/all questions [as applicable]
which were submitted by ourselves for RFP Clarification purposes;

2. we have received all information we deemed necessary for the completion of this Request for
Proposal [RFP];

3. at no stage have we received additional information relating to the subject matter of this RFP from
SFF association sources, other than information formally received from the designated SFF
association contact(s) as nominated in the RFP documents;

4. we are satisfied, insofar as our entity is concerned, that the processes and procedures adopted by
SFF association in issuing this RFP and the requirements requested from Tenderers in responding to
this RFP have been conducted in a fair and transparent manner; and

5. Furthermore, we declare that a family, business and/or social relationship exists / Does not exist
[delete as applicable] between an owner / member / director / partner / Shareholder of our entity
and an employee or board member of the SFF association Group including any person who may be
involved in the evaluation and/or adjudication of this Tender.

6. In addition, we declare that an owner / member / director / partner / shareholder of our entity is / is
not [delete as applicable] an employee or board member of the SFF association Group.

7. If such a relationship as indicated in paragraph 5 and/or 6 exists, the Tenderer is to complete the
following Part:

FULL NAME OF OWNER/MEMBER/DIRECTOR/ PARTNER/SHAREHOLDER: ADDRESS:

Indicate nature of relationship with SFF association:

[Failure to furnish complete and accurate information in this regard will lead to the disqualification
of a response and may preclude a Tenderer from doing future business with SFF]

28 SFF/2025/129-IT DATA CENTRE FACILITIES REQUIRED FOR HOSTING IT INFRASTRUCTURE FOR A PERIOD OF 36
MONTHS.
8. We declare, to the extent that we are aware or become aware of any relationship between ourselves
and SFF [other than any existing and appropriate business relationship with SFF association] which
could unfairly advantage our entity in the forthcoming adjudication process, we shall notify SFF
association immediately in writing of such circumstances.

9. We accept that any dispute pertaining to this Tender will be resolved through the Ombudsman
process and will be subject to the Terms of Reference of the Ombudsman. The Ombudsman process
must first be exhausted before judicial review of a decision is sought.

10. We further accept that SFF reserves the right to reverse an award of business or decision based on
the recommendations of the Ombudsman without having to follow a formal court process to have
such award or decision set aside.

11. We declare that our particulars as provided to be true and correct, and undertake to keep SFF
association informed of any changes thereto and acknowledge that the company may be required to
Process our Personal Information (as such capitalised terms are defined in the Protection of Personal
Information Act, No. 4 of 2013) in order to evaluate this RFP and facilitate our appointment as a
service provider and that such Processing shall be done in accordance with SFF association's Privacy
Policy, which is available on request.

SIGNED AT ON THIS DAY OF 20

For and on behalf of AS WITNESS:

duly authorised hereto

Name: Name:

Position: Position:

Signature: Signature:

Date:

Place:

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MONTHS.
PART 10 : BREACH OF LAW FORM

NAME OF ENTITY:

I/We

do hereby certify that I/we have/have not been [delete as applicable] found guilty during the preceding 5
[five] years of a serious breach of law, including but not limited to a breach of the Competition Act, 89 of
1998, by a court of law, tribunal or other administrative body. The type of breach that the Tenderer is
required to disclose excludes relatively minor offences or misdemeanours, e.g. traffic offences.

Where found guilty of such a serious breach, please disclose:

NATURE OF BREACH:

DATE OF BREACH:

Furthermore, I/we acknowledge that SFF association SOC Ltd reserves the right to exclude any Tenderer
from the Tendering process, should that person or entity have been found guilty of a serious breach of law,
tribunal or regulatory obligation.

SIGNED AT ON THIS DAY OF 20

SIGNATURE OF WITNESS SIGNATURE OF TENDERER

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MONTHS.
PART 11: CERTIFICATE OF ACQUAINTANCE WITH NON-
DISCLOSURE AGREEMENT

I/We _________________________________________________ do hereby certify that I/we acquainted

myself/ourselves with all the documentation comprising the Non-Disclosure Agreement [Appendix (ii)] for
the carrying out of the proposed supply for which I/we submitted my/our Proposal.

I/We furthermore agree that SFF association shall recognise no claim from me/us for relief based on an
allegation that I/we overlooked any provisions of the Non-Disclosure Agreement or failed to take it into
account for the purpose of submitting my/our Tender.

I/We confirm having been advised that a signed copy of this Schedule can be submitted in lieu of the Non-
Disclosure Agreement as confirmation in terms of the Returnable Schedule.

SIGNED AT ON THIS DAY OF 20

SIGNATURE OF WITNESS SIGNATURE OF TENDERER

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MONTHS.
 ANNEXURES
ANNEXURE A: PREFERENCE POINTS CLAIM FORM IN TERMS OF THE
PREFERENTIAL PROCUREMENT REGULATIONS 2022

SBD 6.1

This preference form must form part of all tenders invited. It contains general information and serves
as a claim form for preference points for specific goals.

NB: BEFORE COMPLETING THIS FORM, TENDERERS MUST STUDY THE GENERAL CONDITIONS,
DEFINITIONS AND DIRECTIVES APPLICABLE IN RESPECT OF THE TENDER AND PREFERENTIAL
PROCUREMENT REGULATIONS, 2022

1. GENERAL CONDITIONS
1.1 The following preference point systems are applicable to invitations to tender:
- the 80/20 system for requirements with a Rand value of up to R50 000 000 (all applicable
taxes included); and
- the 90/10 system for requirements with a Rand value above R50 000 000 (all applicable taxes
included).

1.2 To be completed by the organ of state

(delete whichever is not applicable for this tender).
a) The applicable preference point system for this tender is the 90/10 preference point system.

b) The applicable preference point system for this tender is the 80/20 preference point system.

c) Either the 90/10 or 80/20 preference point system will be applicable in this tender. The lowest/
highest acceptable tender will be used to determine the accurate system once tenders are
received.

1.3 Points for this tender (even in the case of a tender for income-generating contracts) shall be
awarded for:
iv) Price; and
v) Specific Goals.
1.4 To be completed by the organ of state:
The maximum points for this tender are allocated as follows:
POINTS
PRICE 80
SPECIFIC GOALS 20
Total points for Price and SPECIFIC GOALS 100

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MONTHS.
1.5 Failure on the part of a tenderer to submit proof or documentation required in terms of this tender
to claim points for specific goals with the tender, will be interpreted to mean that preference points
for specific goals are not claimed.

1.6 The organ of state reserves the right to require of a tenderer, either before a tender is adjudicated
or at any time subsequently, to substantiate any claim in regard to preferences, in any manner
required by the organ of state.

2. DEFINITIONS
(a) “tender” means a written offer in the form determined by an organ of state in response to an
invitation to provide goods or services through price quotations, competitive tendering process or
any other method envisaged in legislation;
(b) “price” means an amount of money tendered for goods or services, and includes all
applicable taxes less all unconditional discounts;
(c) “rand value” means the total estimated value of a contract in Rand, calculated at the time of bid
invitation, and includes all applicable taxes;
(d) “tender for income-generating contracts” means a written offer in the form determined by an organ
of state in response to an invitation for the origination of income-generating contracts through any
method envisaged in legislation that will result in a legal agreement between the organ of state and
a third party that produces revenue for the organ of state, and includes, but is not limited to, leasing
and disposal of assets and concession contracts, excluding direct sales and disposal of assets through
public auctions; and
(e) “the Act” means the Preferential Procurement Policy Framework Act, 2000 (Act No. 5 of 2000).

3. FORMULAE FOR PROCUREMENT OF GOODS AND SERVICES

3.1. POINTS AWARDED FOR PRICE

3.1.1 THE 80/20 OR 90/10 PREFERENCE POINT SYSTEMS

A maximum of 80 or 90 points is allocated for price on the following basis:

80/20 or 90/10

𝑷𝒕−𝑷 𝒎𝒊𝒏 𝑷𝒕−𝑷 𝒎𝒊𝒏

𝑷𝒔 = 𝟖𝟎 (𝟏 − ) or 𝑷𝒔 = 𝟗𝟎 (𝟏 − )
𝑷 𝒎𝒊𝒏 𝑷 𝒎𝒊𝒏
Where
Ps = Points scored for price of tender under consideration
Pt = Price of tender under consideration
Pmin = Price of lowest acceptable tender

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MONTHS.
3.2. FORMULAE FOR DISPOSAL OR LEASING OF STATE ASSETS AND INCOME GENERATING
PROCUREMENT

3.2.1. POINTS AWARDED FOR PRICE

A maximum of 80 or 90 points is allocated for price on the following basis:

80/20 or 90/10

𝑷𝒕−𝑷 𝒎𝒂𝒙 𝑷𝒕−𝑷 𝒎𝒂𝒙

𝑷𝒔 = 𝟖𝟎 (𝟏 + ) or 𝑷𝒔 = 𝟗𝟎 (𝟏 + )
𝑷 𝒎𝒂𝒙 𝑷𝒎𝒂𝒙

Where
Ps = Points scored for price of tender under consideration
Pt = Price of tender under consideration
Pmax = Price of highest acceptable tender

4. POINTS AWARDED FOR SPECIFIC GOALS

4.1. In terms of Regulation 4(2); 5(2); 6(2) and 7(2) of the Preferential Procurement Regulations,
preference points must be awarded for specific goals stated in the tender. For the purposes of this
tender the tenderer will be allocated points based on the goals stated in table 1 below as may be
supported by proof/ documentation stated in the conditions of this tender:
4.2. In cases where organs of state intend to use Regulation 3(2) of the Regulations, which states that, if
it is unclear whether the 80/20 or 90/10 preference point system applies, an organ of state must, in
the tender documents, stipulate in the case of—
(a) an invitation for tender for income-generating contracts, that either the 80/20 or 90/10
preference point system will apply and that the highest acceptable tender will be used to
determine the applicable preference point system; or

(b) any other invitation for tender, that either the 80/20 or 90/10 preference point system will
apply and that the lowest acceptable tender will be used to determine the applicable
preference point system,
then the organ of state must indicate the points allocated for specific goals for both the 90/10 and
80/20 preference point system.

34 SFF/2025/129-IT DATA CENTRE FACILITIES REQUIRED FOR HOSTING IT INFRASTRUCTURE FOR A PERIOD OF 36
MONTHS.
 Table 1: Specific goals for the tender and points claimed are indicated per the table below.
(Note to organs of state: Where either the 90/10 or 80/20 preference point system is applicable,
corresponding points must also be indicated as such.
Note to tenderers: The tenderer must indicate how they claim points for each preference point
system.)

Number Number Number

of points Number of points of points
of points claimed claimed
allocated
allocated (90/10 (80/20
(90/10 system)
The specific goals system) (80/20 system)
allocated points in system) (To be (To be
(To be completed
terms of this tender completed (To be completed
completed by the by the
by the tenderer)
organ of by the tenderer)
state) organ of
state)

51% Black Owned 10%

Enterprise or more

EME or QSE
5%
SMALL, MEDIUM AND
MICRO ENTERPRISES
(SMME’S)
30% Black Women Owned 5%
or more
TOTAL POINTS FOR 20%
SPECIFIC GOALS CLAIMED

DECLARATION WITH REGARD TO COMPANY/FIRM

4.3. Name of company/firm…………………………………………………………………….

4.4. Company registration number: …………………………………………………………...

4.5. TYPE OF COMPANY/ FIRM

 Partnership/Joint Venture / Consortium

 One-person business/sole propriety
 Close corporation
 Public Company
 Personal Liability Company
 (Pty) Limited
 Non-Profit Company
 State Owned Company
[TICK APPLICABLE BOX]

35 SFF/2025/129-IT DATA CENTRE FACILITIES REQUIRED FOR HOSTING IT INFRASTRUCTURE FOR A PERIOD OF 36
MONTHS.
4.6. I, the undersigned, who is duly authorised to do so on behalf of the company/firm, certify that the
points claimed, based on the specific goals as advised in the tender, qualifies the company/ firm
for the preference(s) shown and I acknowledge that:

i) The information furnished is true and correct;

ii) The preference points claimed are in accordance with the General Conditions as indicated in
paragraph 1 of this form;
iii) In the event of a contract being awarded as a result of points claimed as shown in paragraphs
1.4 and 4.2, the contractor may be required to furnish documentary proof to the satisfaction
of the organ of state that the claims are correct;
iv) If the specific goals have been claimed or obtained on a fraudulent basis or any of the
conditions of contract have not been fulfilled, the organ of state may, in addition to any other
remedy it may have –

(a) disqualify the person from the tendering process;

(b) recover costs, losses or damages it has incurred or suffered as a result of that
person’s conduct;
(c) cancel the contract and claim any damages which it has suffered as a result of
having to make less favourable arrangements due to such cancellation;
(d) recommend that the tenderer or contractor, its shareholders and directors, or
only the shareholders and directors who acted on a fraudulent basis, be
restricted from obtaining business from any organ of state for a period not
exceeding 10 years, after the audi alteram partem (hear the other side) rule
has been applied; and
(e) forward the matter for criminal prosecution, if deemed necessary.

……………………………………….
SIGNATURE(S) OF TENDERER(S)

SURNAME AND NAME: ……………………………………………………….

DATE: ………………………………………………………
ADDRESS: ………………………………………………………
………………………………………………………
………………………………………………………
………………………………………………………

36 SFF/2025/129-IT DATA CENTRE FACILITIES REQUIRED FOR HOSTING IT INFRASTRUCTURE FOR A PERIOD OF 36
MONTHS.
 ANNEXURE B: SBD 4 DECLARATION OF
INTEREST

No bid will be accepted from persons in the service of the state.

1. 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 and/or take
an oath declaring his/her interest.

2. In order to give effect to the above, the following questionnaire must be completed and submitted
with the bid.

3.1 Full Name: …………………………………………………………………………

3.2 Identity Number: …………………………………………………………………

3.3 Company Registration Number: …………………………………………………

3.4 Tax Reference Number: …………………………………………………………

3.5 VAT Registration Number: ………………………………………………………

3.6 Are you presently in the service of the state YES / NO

3.6.1 If so, furnish particulars.

………………………………………………………………

…………………………………………………………
3.7 Have you been in the service of the state for the past YES / NO

twelve months?

3.7.1 If so, furnish particulars.

…………………………………………………………………………………………………………

* “State” means –
(a) 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);
(b) any municipality or municipal entity;
(c) provincial legislature;
(d) national Assembly or the national Council of provinces; or
(e) Parliament.
37 SFF/2025/129-IT DATA CENTRE FACILITIES REQUIRED FOR HOSTING IT INFRASTRUCTURE FOR A PERIOD OF 36
MONTHS.
 3.8 Do you, have any relationship (family, friend,other) with YES/NO

persons in the service of the state and who may be involved

with the evaluation and or adjudication of this bid?

3.8.1 If so, furnish particulars.

………………………………………………………………

………………………………………………………………

3.9 Are you, aware of any relationship (family, friend, other) YES/NO

between a bidder and any persons in the service of the

state who may be involved with the evaluation and or
adjudication of this bid?

3.9.1 If so, furnish particulars

…………………………………………………………….

……………………………………………………………

3.10 Are any of the company’s directors, managers, principal YES / NO

shareholders or stakeholders in service of the state?

3.10.1 If so, furnish particulars.

………………………………………………………………

………………………………………………………………
3.11 Are any spouse, child or parent of the company’s directors, YES / NO

managers, principal shareholders or stakeholders in service

of the state?

3.11.1 If so, furnish particulars.

………………………………………………………………

………………………………………………………………

38 SFF/2025/129-IT DATA CENTRE FACILITIES REQUIRED FOR HOSTING IT INFRASTRUCTURE FOR A PERIOD OF 36
MONTHS.
 CERTIFICATION

I, THE UNDERSIGNED (NAME)………………………………………………………………………

Declare that my particulars as provided herein are both true and correct, and undertake to keep SFF
association informed of any changes hereto. I acknowledge that SFF is required to process my
personal information (as such capitalised terms are defined in the Protection of Personal Information
Act, No. 4 of 2013), in order to facilitate my appointment and service as a supplier, and that such
processing shall be done in accordance with SFF's privacy policy, which is available on its website and
on request.

I accept that the state may act against me should this declaration prove to be false.

………………………………….. ……………………………………..
Signature Date

…………………………………. ………………………………………..
Position Name of Tenderer

39 SFF/2025/129-IT DATA CENTRE FACILITIES REQUIRED FOR HOSTING IT INFRASTRUCTURE FOR A PERIOD OF 36
MONTHS.
 ANNEXURE C: SBD 9 CERTIFICATE OF INDEPENDENT BID
DETERMINATION

I, the undersigned, in submitting the accompanying bid:

BID NUMBER: ……………………………..

in response to the invitation for the bid made by the SFF do hereby make the following statements
that I certify to be true and complete in every respect :
I certify, on behalf of: _______________________________________________that:
(Name of Bidder/Tenderer)
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

9. 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.

40 SFF/2025/129-IT DATA CENTRE FACILITIES REQUIRED FOR HOSTING IT INFRASTRUCTURE FOR A PERIOD OF 36
MONTHS.
10. 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.
11. 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.

SIGNED ON BEHALF OF TENDERER: ...............................................................................

41 SFF/2025/129-IT DATA CENTRE FACILITIES REQUIRED FOR HOSTING IT INFRASTRUCTURE FOR A PERIOD OF 36
MONTHS.
 ANNEXURE D: SBD 8 DECLARATION OF BIDDER’S PAST SUPPLY
CHAIN MANAGEMENT PRACTICES

(Note that in this document, the words bid and tender, bidder and tenderer, bidder’s and
tenderer’s should be used interchangeably)

1. The bid of any bidder may be disregarded if the bidder, or any of its directors have-

a. abused the Department’s supply chain management system;

b. committed fraud or any other improper conduct in relation to such system, or

c. failed to perform on any previous contract.

2. In order to give effect to the above, the following questionnaire must be completed and submitted
with the bid.

Item Question Yes No

2.1 Is the bidder or any of its directors listed on the National Treasury’s database
as companies or persons prohibited from doing business with the public
sector?
(Companies or 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).

2.1.1 If so, furnish particulars

2.2 Is the bidder 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 (No12 of 2004?)
To assess this Register enter the National Treasury’s website,
[Link] , 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
2.2.1 If so, furnish particulars

2.3 Was the bidder or any of its directors convicted by a court of law (including
a court outside of the Republic of South Africa) for fraud or corruption
during the past five years?
2.3.1 If so, furnish particulars:

2.4 Was any contract between the bidder and any organ of state terminated
during the past five years on account of failure to perform on or comply with
the contract?

42 SFF/2025/129-IT DATA CENTRE FACILITIES REQUIRED FOR HOSTING IT INFRASTRUCTURE FOR A PERIOD OF 36
MONTHS.
CERTIFICATION

I, THE UNDERSIGNED (FULL NAME) -----------------------------------------CERTIFY THAT MY PARTICULARS

AS PROVIDED HEREIN ARE BOTH TRUE AND CORRECT, AND UNDERTAKE TO KEEP SFF INFORMED OF
ANY CHANGES HERETO. I ACKNOWLEDGE THAT SFF ASSOCIATION IS REQUIRED TO PROCESS MY
PERSONAL INFORMATION (AS SUCH CAPITALISED TERMS ARE DEFINED IN THE PROTECTION OF
PERSONAL INFORMATION ACT, NO. 4 OF 2013), IN ORDER TO FACILITATE MY APPOINTMENT AND
SERVICE AS A SERIVCE PROVIDER, AND THAT SUCH PROCESSING SHALL BE DONE IN ACCORDANCE
WITH SFF ASSOCIATION'S PRIVACY POLICY, WHICH IS AVAILABLE ON REQUEST.

I ACCEPT THAT, IN ADDITION TO CANCELLATION OF A CONTRACT, ACTION MAY BE TAKEN AGAINST

ME SHOULD THIS DECLARATION PROVE TO BE FALSE.
------------------------------------------ ------------------

Signature Date

----------------------------------------- _____________
Position Name of Bidder

43 SFF/2025/129-IT DATA CENTRE FACILITIES REQUIRED FOR HOSTING IT INFRASTRUCTURE FOR A PERIOD OF 36
MONTHS.
 ANNEXURE (E): SBD1

PART A
INVITATION TO BID
YOU ARE HEREBY INVITED TO BID FOR REQUIREMENTS OF THE (NAME OF DEPARTMENT/ PUBLIC ENTITY)
CLOSING CLOSING
BID NUMBER: SFF/2025/129 DATE: 16 April 2025 TIME: 11:00am
IT DATACENTRE FACILITIES IS REQUIRED FOR HOSTING IT INFRASTRUCTURE FOR A PERIOD OF 36
DESCRIPTION MONTHS
BID RESPONSE DOCUMENTS MAY BE DEPOSITED IN THE BID BOX SITUATED AT (STREET ADDRESS)

BIDDING PROCEDURE ENQUIRIES MAY BE DIRECTED

TO TECHNICAL ENQUIRIES MAY BE DIRECTED TO:
CONTACT PERSON CONTACT PERSON
TELEPHONE NUMBER TELEPHONE NUMBER
FACSIMILE NUMBER FACSIMILE NUMBER
E-MAIL ADDRESS E-MAIL ADDRESS
SUPPLIER INFORMATION
NAME OF BIDDER
POSTAL ADDRESS
STREET ADDRESS
TELEPHONE NUMBER CODE NUMBER
CELLPHONE NUMBER
FACSIMILE NUMBER CODE NUMBER
E-MAIL ADDRESS
VAT REGISTRATION
NUMBER
SUPPLIER COMPLIANCE TAX CENTRAL
STATUS COMPLIANCE SUPPLIER
OR
SYSTEM PIN: DATABASE
No: MAAA
B-BBEE STATUS LEVEL TICK B-BBEE STATUS LEVEL [TICK APPLICABLE BOX]
VERIFICATION APPLICABLE SWORN AFFIDAVIT
CERTIFICATE BOX]
Yes No

Yes
No

[A B-BBEE STATUS LEVEL VERIFICATION CERTIFICATE/ SWORN AFFIDAVIT (FOR EMES & QSEs) MUST BE
SUBMITTED IN ORDER TO QUALIFY FOR PREFERENCE POINTS FOR B-BBEE]
ARE YOU THE ACCREDITED Yes Yes No
No 15.3.1 ARE YOU A FOREIGN
REPRESENTATIVE [IF YES, ANSWER THE
BASED SUPPLIER FOR
IN SOUTH AFRICA [IF YES ENCLOSE QUESTIONNAIRE
PROOF] THE GOODS /SERVICES BELOW ]
FOR THE GOODS

44 SFF/2025/129-IT DATA CENTRE FACILITIES REQUIRED FOR HOSTING IT INFRASTRUCTURE FOR A PERIOD OF 36
MONTHS.
 /SERVICES /WORKS OFFERED?
/WORKS
OFFERED?

QUESTIONNAIRE TO BIDDING FOREIGN SUPPLIERS

IS THE ENTITY A RESIDENT OF THE REPUBLIC OF SOUTH AFRICA (RSA)? YES NO

DOES THE ENTITY HAVE A BRANCH IN THE RSA? YES NO
DOES THE ENTITY HAVE A PERMANENT ESTABLISHMENT IN THE RSA? YES
NO
DOES THE ENTITY HAVE ANY SOURCE OF INCOME IN THE RSA? YES
NO
IS THE ENTITY LIABLE IN THE RSA FOR ANY FORM OF TAXATION? YES NO
IF THE ANSWER IS “NO” TO ALL OF THE ABOVE, THEN IT IS NOT A REQUIREMENT TO REGISTER FOR A TAX COMPLIANCE
STATUS SYSTEM PIN CODE FROM THE SOUTH AFRICAN REVENUE SERVICE (SARS) AND IF NOT REGISTER AS PER 2.3 BELOW.

45 SFF/2025/129-IT DATA CENTRE FACILITIES REQUIRED FOR HOSTING IT INFRASTRUCTURE FOR A PERIOD OF 36
MONTHS.
PART B
TERMS AND CONDITIONS FOR BIDDING
1. BID SUBMISSION:
1.1. BIDS MUST BE DELIVERED BY THE STIPULATED TIME TO THE CORRECT ADDRESS. LATE BIDS WILL NOT BE
ACCEPTED FOR CONSIDERATION.
1.2. ALL BIDS MUST BE SUBMITTED ON THE OFFICIAL FORMS PROVIDED–(NOT TO BE RE-TYPED) OR IN THE MANNER
PRESCRIBED IN THE BID DOCUMENT.
1.3. THIS BID IS SUBJECT TO THE PREFERENTIAL PROCUREMENT POLICY FRAMEWORK ACT, 2000 AND THE
PREFERENTIAL PROCUREMENT REGULATIONS, 2017, THE GENERAL CONDITIONS OF CONTRACT (GCC) AND, IF
APPLICABLE, ANY OTHER SPECIAL CONDITIONS OF CONTRACT.
1.4. THE SUCCESSFUL BIDDER WILL BE REQUIRED TO FILL IN AND SIGN A WRITTEN CONTRACT FORM (SBD7).

2. TAX COMPLIANCE REQUIREMENTS

2.1 BIDDERS MUST ENSURE COMPLIANCE WITH THEIR TAX OBLIGATIONS.
2.2 BIDDERS ARE REQUIRED TO SUBMIT THEIR UNIQUE PERSONAL IDENTIFICATION NUMBER (PIN) ISSUED BY SARS
TO ENABLE THE ORGAN OF STATE TO VERIFY THE TAXPAYER’S PROFILE AND TAX STATUS.
2.3 APPLICATION FOR TAX COMPLIANCE STATUS (TCS) PIN MAY BE MADE VIA E-FILING THROUGH THE SARS
WEBSITE [Link].
2.4 BIDDERS MAY ALSO SUBMIT A PRINTED TCS CERTIFICATE TOGETHER WITH THE BID.
2.5 IN BIDS WHERE CONSORTIA / JOINT VENTURES / SUB-CONTRACTORS ARE INVOLVED, EACH PARTY MUST
SUBMIT A SEPARATE TCS CERTIFICATE / PIN / CSD NUMBER.
2.6 WHERE NO TCS PIN IS AVAILABLE BUT THE BIDDER IS REGISTERED ON THE CENTRAL SUPPLIER DATABASE
(CSD), A CSD NUMBER MUST BE PROVIDED.
2.7 NO BIDS WILL BE CONSIDERED FROM PERSONS IN THE SERVICE OF THE STATE, COMPANIES WITH DIRECTORS
WHO ARE PERSONS IN THE SERVICE OF THE STATE, OR CLOSE CORPORATIONS WITH MEMBERS PERSONS IN
THE SERVICE OF THE STATE.”

NB: FAILURE TO PROVIDE / OR COMPLY WITH ANY OF THE ABOVE PARTICULARS MAY RENDER THE BID INVALID.

SIGNATURE OF BIDDER: ……………………………………………

CAPACITY UNDER WHICH THIS BID IS SIGNED: ……………………………………………

(Proof of authority must be submitted e.g. company resolution)

DATE: …………………………………………...

46 SFF/2025/129-IT DATA CENTRE FACILITIES REQUIRED FOR HOSTING IT INFRASTRUCTURE FOR A PERIOD OF 36
MONTHS.
 APPENDIX (I): GENERAL TENDER
CONDITIONS

The conditions of tender are the Standard Conditions of Tender as contained in Annex F of Board
Notice 136 of 2015 in Government Gazette No. 38960 of 10 July 2015, Construction Industry
Development Board (CIDB) Standard for Uniformity in Construction Procurement (see
[Link]).

The Standard Conditions of Tender make several references to the Tender Data for details that apply
specifically to this tender. The Tender Data shall have precedence in the interpretation of any
ambiguity or inconsistency between it and the standard conditions of tender. Each item of data given
below is cross-referenced to the clause in the Standard Conditions of Tender to which it mainly
applies.

Where not otherwise noted in the tender document, the following variations, amendments and
additions to the Standard Conditions of Tender as set out below shall apply to this tender:

General

Actions 1 SFF's Representative and each tenderer submitting a tender shall act as
stated in these Conditions of Tender and in a manner which is fair, equitable,
transparent, competitive and cost-effective.

Interpretation 2 Terms shown in italics vary for each tender. The details of each term for this
tender are identified in the Request for Proposals / Scope of work/
specification. Terms shown in capital initials are defined terms in the
appropriate conditions of contract.

3 Any additional or amended requirements in the Scope of work/

specification, and additional requirements given in the Schedules in the
tender returnables are deemed to be part of these Conditions of Tender.

4 The Conditions of Tender and the Scope of work/ specification shall form
part of any contract arising from this invitation to tender.

Communication 5 Each communication between SFF and a tenderer shall be to or from SFF 's
Representative only, and in a form that can be read, copied and recorded.
Communication shall be in the English language. SFF takes no responsibility
for non-receipt of communications from or by a tenderer.

SFF's rights to 6 SFF may accept or reject any variation, deviation, tender, or alternative
accept or reject tender, and may cancel the tender process and reject all tenders at any time
any tender prior to the formation of a contract. SFF or SFF's Representative will not
accept or incur any liability to a tenderer for such cancellation and rejection,
but will give reasons for the action. SFF reserves the right to accept the
whole of any part of any tender.

7 After the cancellation of the tender process or the rejection of all tenders
SFF may abandon the proposed work and services, have it performed in any

47 SFF/2025/129-IT DATA CENTRE FACILITIES REQUIRED FOR HOSTING IT INFRASTRUCTURE FOR A PERIOD OF 36
MONTHS.
 other manner, or re-issue a similar invitation to tender at any time.

Tenderer's obligations
The tenderer shall comply with the following obligations when submitting a
tender and shall:

Eligibility 1 Submit a tender only if the tenderer complies with the criteria stated in the
Scope of work/ specification.

Cost of 2 Accept that SFF will not compensate the tenderer for any costs incurred in
tendering the preparation and submission of a tender.

Check 3 Check the tender documents on receipt, including pages within them, and
documents notify SFF's Representative of any discrepancy or omissions in writing.

Copyright of 4 Use and copy the documents provided by SFF only for the purpose of
documents preparing and submitting a tender in response to this invitation.

Standardised 5 Obtain, as necessary for submitting a tender, copies of the latest revision of
specifications standardised specifications and other publications, which are not attached
and other but which are incorporated into the tender documents by reference.
publications

Acknowledge 6 Preferably complete the Receipt of invitation to submit a tender form

receipt attached to the Letter of Invitation and return it within five days of receipt
of the invitation.

7 Acknowledge receipt of Addenda / Tender Briefing Notes to the tender

documents, which SFF's Representative may issue, and if necessary apply for
an extension to the deadline for tender submission, in order to take the
Addenda into account.

Site visit and / 8 Attend a site visit and/or clarification meeting at which tenderers may
or familiarise themselves with the proposed work, services or supply, location,
clarification etc. and raise questions, if provided for in the Scope of work/ specification.
meeting Details of the meeting are stated in the Scope of work/ specification.

Seek 9 Request clarification of the tender documents, if necessary, by notifying

clarification SFF's Representative earlier than the closing time for clarification of queries.

Insurance
10 Be informed of the risk that needs to be covered by insurance policy. The
tenderer is advised to seek qualified advice regarding insurance.

Pricing the 11 Include in the rates, prices, and the tendered total of the prices (if any) all
tender duties, taxes (including VAT), and other levies payable by the successful
tenderer. Such duties, taxes and levies are those applicable 14 days prior to
the deadline for tender submission.

48 SFF/2025/129-IT DATA CENTRE FACILITIES REQUIRED FOR HOSTING IT INFRASTRUCTURE FOR A PERIOD OF 36
MONTHS.
 12 Include Value Added Tax (VAT) payable to the tendered total of the prices.

13 Provide rates and prices that are fixed for the duration of the contract and
not subject to adjustment except as provided for in the conditions of
contract.

14 State the rates and Prices in South African Rand unless instructed otherwise
as an additional condition in the Scope of work/ specification. The selected
conditions of contract may provide for part payment in other currencies.

Alterations 15 Not make any alterations or additions to the tender documents, except to
to comply with instructions issued by SFF's Representative or if necessary to
documents correct errors made by the tenderer. All such alterations shall be initialled
by all signatories to the tender. Corrections may not be made using
correction fluid, correction tape or the like.

Alternative 16 Submit alternative tenders only if a main tender, strictly in accordance with
tenders all the requirements of the tender documents is also submitted. The
alternative tender is submitted with the main tender together with a
schedule that compares the requirements of the tender documents with the
alternative requirements the tenderer proposes.

17 Accept that an alternative tender may be based only on the criteria stated
in the Scope of work/ specification and as acceptable to SFF.

Submitting a 18 Submit a tender for providing the whole of the works, services or supply
tender identified in the Contract Data unless stated otherwise as an additional
condition in the Scope of work/ specification.

NOTE: 19 Return the completed and signed SFF Tender Forms provided with the
tender. Failure to submit all the required documentation will lead to
disqualification

20 Submit the tender as an original plus 1 copies stated in the RFP and provide
an English translation for documentation submitted in a language other
than English. Tenders may not be written in pencil but must be completed
in ink.

21 Sign and initial the original and all copies of the tender where indicated. SFF
will hold the signatory duly authorised and liable on behalf of the tenderer.

22 Seal the original and each copy of the tender as separate packages marking
the packages as "ORIGINAL" and "COPY". Each package shall state on the
outside SFF's address and invitation to tender number stated in the Scope
of work/ specification, as well as the tenderer's name and contact address.
Where the tender is based on a two envelop system tenderers must further
indicate in the package where the document is envelop 1 or 2.

23 Seal original and copies together in an outer package that states on the

49 SFF/2025/129-IT DATA CENTRE FACILITIES REQUIRED FOR HOSTING IT INFRASTRUCTURE FOR A PERIOD OF 36
MONTHS.
 outside only SFF's address and invitation to tender number as stated in the
Scope of work/ specification. The outer package must be marked
“CONFIDENTIAL”

24 Accept that SFF will not assume any responsibility for the misplacement or
premature opening of the tender if the outer package is not sealed and
marked as stated.
Note:
SFF prefers not to receive tenders by post, and takes no responsibility for
delays in the postal system or in transit within or between SFF offices.
SFF prefers not to receive tenders by fax, SFF takes no responsibility for
difficulties in transmission caused by line or equipment faults.
Where tenders are sent via courier, SFF takes no responsibility for tenders
delivered to any other site than the tender office.
SFF employees are not permitted to deposit a tender into the SFF tender
box on behalf of a tenderer, except those lodged by post or courier.

Closing time 25 Ensure that SFF has received the tender at the address and in the tender
box, or fax specified in the Scope of work/ specification no later than the
deadline for tender submission. Proof of posting will not be taken by SFF as
proof of delivery. SFF will not accept a tender submitted telephonically, by
Fax, E-mail or by telegraph unless stated otherwise in the Scope of work/
specification.

26 Accept that, if SFF extends the deadline for tender submission for any
reason, the requirements of these Conditions of Tender apply equally to the
extended deadline.

Tender 27 Hold the tender(s) valid for acceptance by SFF at any time within the validity
validity period after the deadline for tender submission.

28 Extend the validity period for a specified additional period if SFF requests
the tenderer to extend it. A tenderer agreeing to the request will not be
required or permitted to modify a tender, except to the extent SFF may
allow for the effects of inflation over the additional period.

Clarification 29 Provide clarification of a tender in response to a request to do so from SFF's

of tender Representative during the evaluation of tenders. This may include providing
after a breakdown of rates or Prices. No change in the total of the Prices or
submission substance of the tender is sought, offered, or permitted except as required
by SFF's Representative to confirm the correction of arithmetical errors
discovered in the evaluation of tenders. The total of the Prices stated by the
tenderer as corrected by SFF's Representative with the concurrence of the
tenderer, shall be binding upon the tenderer

Submit 30 If instructed by SFF's Representative (before the formation of a contract),

bonds, submit for SFF's acceptance, the bonds, guarantees, policies and certificates
policies etc. of insurance required to be provided by the successful tenderer in terms of
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 the conditions of contract.

31 Undertake to check the final draft of the contract provided by SFF's

Representative, and sign the Form of Agreement all within the time required
by these Conditions of Tender in paragraphs 3.19, 3.20 and 3.22 for SFF to
sign and issue the contract.

32 Where an agent on behalf of a principal submits a tender, an authenticated

copy of the authority to act as an agent must be submitted with the tender.

Fulfil BEE 33 Comply with SFF’s requirements regarding BBEE Suppliers.

require
ments

SFF's undertakings

SFF, and SFF's Representative, shall:

Respond 1 Respond to a request for clarification received earlier than the closing time
to for clarification of queries. The response is notified to all tenderers.
clarificati
on

Issue 2 If necessary, issue to each tenderer from time to time during the period from
Addenda the date of the Letter of Invitation until the closing time for clarification of
queries, Addenda that may amend, amplify, or add to the tender documents.
If a tenderer applies for an extension to the deadline for tender submission,
in order to take Addenda into account in preparing a tender, SFF may grant
such an extension and SFF's Representative shall notify the extension to all
tenderers.

Return 3 Return tenders received after the deadline for tender submission unopened
late to the tenderer submitting a late tender. Tenders will be deemed late if they
tenders are not in the designated tender box at the date and time stipulated as the
deadline for tender submission.

Non- 4 Not disclose to tenderers, or to any other person not officially concerned
disclosur with such processes, information relating to the evaluation and comparison
e of tenders and recommendations for the award of a contract.
Respect and maintain the privacy and confidentiality of any information and
data received and in particular undertakes that it will not process any
personal information in respect of such private and confidential information
of the Tenderer or in respect of which it has a responsibility to protect.
Ensure that such information and data are used only for the purpose of
giving effect to the relevant provisions of this RFP and for no other purpose,
save as may otherwise be agreed in writing with SFF.

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Grounds 5 Consider rejecting a tender if there is any effort by a tenderer to influence
for the processing of tenders or contract award.
rejection

Disqualifi 6 Instantly disqualify a tenderer (and his tender) if it is established that the
cation tenderer offered an inducement to any person with a view to influencing
the placing of a contract arising from this invitation to tender.

Test for 7 Determine before detailed evaluation, whether each tender properly
responsiv received
eness
• meets the requirements of these Conditions of Tender,

• has been properly signed, and

• is responsive to the requirements of the tender documents.

8 Judge a responsive tender as one which conforms to all the terms,

conditions, and specifications of the tender documents without material
deviation or qualification. A material deviation or qualification is one which,
in SFF 's opinion would
• detrimentally affect the scope, quality, or performance of the works,
services or supply identified in the Contract Data,

• change SFF's or the tenderer's risks and responsibilities under the

contract, or

• affect the competitive position of other tenderers presenting

responsive tenders, if it were to be rectified.

Non- 10 Reject a non-responsive tender, and not allow it to be subsequently made

responsive responsive by correction or withdrawal of the non-conforming deviation or
tenders reservation.

Arithmetic 11 Check responsive tenders for arithmetical errors, correcting them as

al errors follows:
• Where there is a discrepancy between the amounts in figures and in
words, the amount in words shall govern.

• If a bill of quantities applies and there is a discrepancy between the

rate and the line item total, resulting from multiplying the rate by the
quantity, the rate as quoted shall govern. Where there is an obviously
gross misplacement of the decimal point in the rate, the line item total
as quoted shall govern, and the rate will be corrected.

• Where there is an error in the total of the Prices, either as a result of

other corrections required by this checking process or in the tenderer's

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 addition of prices, the total of the Prices, if any, will be corrected.

12 Reject a tender if the tenderer does not accept the corrected total of the
Prices (if any).

Evaluating 13 Evaluate responsive tenders in accordance with the procedure stated in the
the tender RFP / Scope of work/ specification. The evaluated tender price will be
disclosed only to the relevant SFF tender committee and will not be
disclosed to tenderers or any other person.

Clarificatio 14 Obtain from a tenderer clarification of any matter in the tender which may
n of a not be clear or could give rise to ambiguity in a contract arising from this
tender tender if the matter were not to be clarified.

Acceptance 15 Notify SFF's acceptance to the successful tenderer before the expiry of the
of tender validity period, or agreed additional period. Providing the notice of
acceptance does not contain any qualifying statements, it will constitute the
formation of a contract between SFF and the successful tenderer.
Notice to 16 After the successful tenderer has acknowledged SFF’s notice of acceptance,
unsuccessfu notify other tenderers that their tenders have not been accepted, following
l tenderers
SFF’s current procedures and shall deal with the disposal of any personal
information in accordance with SFF's data retention, storage and disposal
policy.

Prepare 17 Revise the contract documents issued by SFF as part of the tender
contract documents to take account of
documents
• Addenda issued during the tender period,

• inclusion of some of the tender returnables, and

• other revisions agreed between SFF and the successful tenderer,

before the issue of SFF's notice of acceptance (of the tender).

Issue 18 Issue the final contract documents to the successful tenderer for acceptance
final within one week of the date of SFF's notice of acceptance.
contract

Sign Form 19 Arrange for authorised signatories of both parties to complete and sign the
of original and one copy of the Form of Agreement within two weeks of the
Agreement
date of SFF's notice of acceptance of the tender. If either party requires the
signatories to initial every page of the contract documents, the signatories
for the other party comply with the request.

Provide 20 Provide to the successful tenderer the number of copies stated in the Scope
copies of of work/ specification of the signed copy of the contracts within three weeks
the of the date of SFF's acceptance of the tender.
contracts

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54 SFF/2025/129-IT DATA CENTRE FACILITIES REQUIRED FOR HOSTING IT INFRASTRUCTURE FOR A PERIOD OF 36
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 APPENDIX (II): SAFETY ARRANGEMENTS AND PROCEDURAL
COMPLIANCE WITH THE OCCUPATIONAL HEALTH AND SAFETY
ACT (ACT 85 OF 1993) AND APPLICABLE REGULATIONS

1. General

1.1 The Contractor and SFF (hereinafter referred to as “the Client”) are individual employers, each in its
own right, with their respective duties and obligations set out in the Occupational Health and Safety
Act, Act 85 of 1993 (the Act) and applicable Regulations.

1.2 The Contractor accepts, in terms of the General Conditions of Contract and in terms of the Act, his
obligations as an employer in respect of all persons in his employ, other persons on the premises or
the Site or place of work or on the work to be executed by him, and under his control. He shall, before
commencement with the execution of the contract work, comply with the provisions set out in the
Act, and shall implement and maintain a Health and Safety Plan as described in the Construction
Regulations, 2003 and as approved by SFF, on the Site and place of work for the duration of the
Contract.

1.3 The Contractor accepts his obligation to complying fully with the Act and applicable Regulations
notwithstanding the omission of some of the provisions of the Act and the Regulations from this
document.

1.4 SFF accepts, in terms of the Act, its obligations as an employer of its own employees working on or
associated with the site or place of work, and the Contractor and Procurement Manager / SHEQ
Manager / Technical Manager or his deputy shall at all times, co-operate in respect of the health and
safety management of the site, and shall agree on the practical arrangements and procedures to be
implemented and maintained during execution of the Works.

1.5 In the event of any discrepancies between any legislation and this specification, the applicable
legislation will take precedence.

2. Definitions

2.1 In this Specification any word or expression to which a meaning has been assigned in the Construction
Regulations, shall have the meaning so assigned to it, unless the context otherwise indicates: -

2.2 “competent person” in relation to construction work, means any person having the knowledge,
training and experience specific to the work or task being performed:
Provided that where appropriate qualifications and training are registered as per the South African
Qualifications Authority Act, 1995 these qualifications and training shall be deemed to be the
required qualifications and training;

2.4 “contractor” means principal contractor and “subcontractor” means contractor as defined by the
Construction Regulations, 2003.

2.5 “fall protection plan” means a documented plan, of all risks relating to working from an elevated
position, considering the nature of work undertaken, and setting out the procedures and methods
applied to eliminate the risk;

2.6 “health and safety file” means a file or other record in permanent form, containing the information
required to be kept on site in accordance with the Act and applicable Regulations;

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2.7 “Health and Safety Plan” means a documented plan which addresses the hazards identified and
include safe work procedures to mitigate, reduce or control the hazards identified;

2.8 “Risk Assessment” means a programme to determine any risk associated with any hazard at a
construction site, in order to identify the steps needed to be taken to remove, reduce or control such
hazard;

2.9 “the Act” means the Occupational Health and Safety Act No. 85 of 1993.

3. The Contractor shall, in accordance with the Act and applicable Regulations, make all the necessary
appointments of competent persons in writing on a form similar to Annexure 2 of this Specification
and deliver copies thereof to the Procurement Manager / SHEQ Manager / Technical Manager.
Copies should also be retained on the health and safety file.

3.1 Subcontractors shall also make the above written appointments and the Contractor shall deliver
copies thereof to the Procurement Manager / SHEQ Manager / Technical Manager.

3.2 In the case of a self-employed Contractor or any subcontractor who has the appropriate
competencies and supervises the work himself, the appointment of a construction supervisor in
terms of regulation 6.1 of the Construction Regulations, 2003 will not be necessary. The Contractor
shall in such a case execute and sign a declaration, as in Annexure 3, by which he personally
undertakes the duties and obligations of the "Chief Executive Officer" in terms of section 16(1) of the
Act.

3.3 The Contractor shall, before commencing any work, obtain from the Procurement Manager / SHEQ
Manager / Technical Manager an access certificate as in Annexure 4 executed and signed by him,
permitting and limiting access to the designated site or place of work by the Contractor and any
subcontractors under his control.

3.4 Procedural compliance with Act and Regulations, as above, shall also apply to any subcontractors as
employers in their own right. The Contractor shall furnish the Procurement Manager / SHEQ

Manager / Technical Manager with full particulars of such subcontractors and shall ensure that they
comply with the Act and Regulations and safety requirements and procedures.

4. Special Permits

Where special permits are required before work may be carried out such as for hot work, isolation
permits, work permits and occupations, the Contractor shall apply to the Procurement Manager /
SHEQ Manager / Technical Manager or the relevant authority for such permits to be issued. The
Contractor shall strictly comply with the conditions and requirements pertaining to the issue of such
permits.

5. Health and Safety Programme

5.1 The Tenderer shall, with his tender, submit a Health and Safety Programme setting out the practical
arrangements and procedures to be implemented by him to ensure compliance by him with the Act
and Regulations and particularly in respect of: -

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 (i) The provision, as far as is reasonably practical, of a working environment that is safe and
without risk to the health of his employees and subcontractors in terms of section 8 of the
Act;

(ii) the execution of the contract work in such a manner as to ensure in terms of section 9 of the
Act that persons other than those in the Contractor's employment, who may be directly
affected by the contract work are not thereby exposed to hazards to their health and safety;

(iv) ensuring, as far as is reasonably practical, in terms of section 37 of the Act that no employee or
subcontractor of the Contractor does or omits to do any act which would be an offence for the
Contractor to do or omit to do.

5.2 The Contractor's Health and Safety Programme shall be based on a risk assessment in respect of the
hazards to health and safety of his employees and other persons under his control that are associated
with or directly affected by the Contractor's activities in performing the contract work and shall
establish precautionary measures as are reasonable and practical in protecting the safety and health
of such employees and persons.

5.3 The Contractor shall cause a risk assessment contemplated in clause 5.2 above to be performed by a
competent person, appointed in writing, before commencement of any Construction Work and
reviewed during construction. The Risk Assessments shall form part of the Health and Safety
programme to be applied on the site and shall include at least the following:

• The identification of the risks and hazards that persons may be exposed to;

• the analysis and evaluation of the hazards identified;

• a documented Health and Safety Plan, including safe work procedures to mitigate, reduce or control the
risks identified;

• a monitoring and review plan.

5.4 The Health and Safety Plan shall include full particulars in respect of: -

• The safety management structure to be instituted on site or place of work and the names of the
Contractor's health and safety representatives and members of safety committees where applicable;

• the safe working methods and procedures to be implemented to ensure the work is performed in
compliance with the Act and Regulations;

• the safety equipment, devices and clothing to be made available by the Contractor to his employees;

• he site access control measures pertaining to health and safety to be implemented;

• The introduction of control measures for ensuring that the Safety Plan is maintained and monitored for
the duration of the Contract.

5.5 The Health and Safety programme shall be subject to the Procurement Manager / SHEQ Manager /
Technical Manager's approval and he may, in consultation with the Contractor, order that additional

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 and/or supplementary practical arrangements and procedures be implemented and maintained by
the Contractor or that different working methods or safety equipment be used or safety clothes be
issued which, in the Procurement Manager / SHEQ Manager / Technical Manager's opinion, are
necessary to ensure full compliance by the Contractor with his obligations as an employer in terms

of the Act and Regulations. The Procurement Manager / SHEQ Manager / Technical Manager or his
deputy shall be allowed to attend meetings of the Contractor's safety committee as an observer.

5.6 The Contractor shall take reasonable steps to ensure that each subcontractor’s Health and Safety
Plan is implemented and maintained on the construction site: Provided that the steps taken shall
include periodic audits at intervals mutually agreed to between the them, but at least once every
month.

5.7 The Contractor shall stop any subcontractor from executing any construction work, which is not in
accordance with the Contractor’s, and/or subcontractor’s Health and Safety Plan for the site or which
poses a threat to the health and safety of persons.

5.8 The Contractor shall ensure that a copy of the Health and Safety Plan is available on site for inspection
by an inspector, Procurement Manager / SHEQ Manager / Technical Manager, agent, subcontractor,
employee, registered employee organization, health and safety representative or any member of the
health and safety committee.

5.9 The Contractor shall consult with the health and safety committee or, if no health and safety
committee exists, with a representative group of employees, on the development, monitoring and
review of the Risk Assessment.

5.10 The Contractor shall ensure that all employees under his control are informed, instructed and trained
by a competent person regarding any hazard and the related work procedures before any work
commences, and thereafter at such times as may be determined in the Risk Assessment.

5.11 The Contractor shall ensure that all subcontractors are informed regarding any hazard as stipulated
in the Risk Assessment before any work commences, and thereafter at such times as may be
determined in the Risk Assessment.

5.12 The Contractor shall ensure that all visitors to a construction site undergoes health and safety
induction pertaining to the hazards prevalent on the site and shall be provided with the necessary
personal protective equipment.

6. Fall Protection Plan

6.1 In the event of the risk and hazard identification, as required in terms of clause 5.3 of this
Specification, revealing risks relating to working from an elevated position the contractor shall cause
the designation of a competent person, responsible for the preparation of a fall protection plan;

6.2 The Contractor shall implement, maintain and monitor the fall protection plan for the duration of
Contract. The Contractor shall also take such steps to ensure the continued adherence to the fall
protection plan.

6.3 The fall protection plan shall include: -

• A Risk Assessment of all work carried out from an elevated position;

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 • The procedures and methods to address all the identified risks per location;

• The evaluation of the employees’ physical and psychological fitness necessary to work at elevated
positions;

• The training of employees working from elevated positions; and

• The procedure addressing the inspection, testing and maintenance of all fall protection
equipment.

7. Hazards and Potential Hazardous Situations

The Contractor and the Procurement Manager / SHEQ Manager / Technical Manager shall
immediately notify one another of any hazardous or potentially hazardous situations which may arise
during performance of the Contract by the Contractor or any subcontractor and, in particular, of such
hazards as may be caused by the design, execution and/or location and any other aspect pertaining
to the contract work.

8. Health and Safety File

8.1 The Contractor shall ensure that a health and safety file is opened and kept on site and shall include
all documentation required as per the Act and applicable regulations, and made available to an
inspector, the Procurement Manager / SHEQ Manager / Technical Manager, or subcontractor upon
request.

8.2 The Contractor shall ensure that a copy of the both his Health and Safety Plan as well as any
subcontractor’s Health and Safety Plan is available on request to an employee, inspector, contractor
or the Procurement Manager / SHEQ Manager / Technical Manager.

8.3 The Contractor shall hand over a consolidated health and safety file to the Procurement Manager /
SHEQ Manager / Technical Manager upon completion of the Works and shall in addition to
documentation mentioned in the Act and applicable Regulations include a record of all drawings,
designs, materials used and other similar information concerning the completed structure.

Item Deliverable
a HSE philosophy
b Emission, effluents and waste materials register
c Environmental impact assessment support as required
d Preliminary Material Safety Data Sheets (especially for hazardous substances).
e Qualitative risk analysis
f Hazard identification study

HSE philosophy

Inherent safety and protection of the environment is a prerequisite from the beginning of the design
process. The HSE philosophy must be included in the design premise document, and should include
considerations on waste reduction, minimisation of fugitive emissions, ground water pollution
prevention, minimisation of manning levels for hazardous processes, hazardous materials handling,
early detection systems and specific measures to reduce risks to ALARP levels.

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 Hazard identification study

A systematic evaluation of all hazards shall be performed in the hazard study. The hazard study is the
basis for the area classification drawings and may alter the location of for example buildings, process
units on the plot plan or may lead to additional preventive measures (firewalls, other material types
etc) being required.

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