Terms and Conditions – NORTH WEST COMMUNITY Education AND TRAINING COLLEGE

IMPORTANT NOTES

.1. Please read carefully:

1.1.1. To be completed by all vendors seeking registration as an approved supplier;
1.1.2. The questionnaire must be completed in full and be signed;
1.1.3. A company profile may accompany the registration form but will not be
accepted as substitute for the application form – all fields on application form
MUST be completed by applicant;
1.1.4. It should be noted that the NORTH WEST CET College reserves the right to
accept or reject any application without being obliged to give any reasons in
this respect;
1.1.5. Suppliers will not be notified whether the application was accepted, but will be
advised of the outcome if telephonically requested;
1.1.6. Should application forms not be filled in by means of electronic devices, for
example typewriters, only black ink, must be used.
1.1.7. Suppliers must comply with all the registration criteria. Failure to do so may
result in the application being declined.
1.1.8. It is the responsibility of the supplier to supply NORTH WEST CET College with
all updated information. NORTH WEST CET College will not be held liable for
incorrect information supplied.
1.1.9. Registration on NORTH WEST CET College supplier database does not
guarantee business opportunities with the college.
1.1.10. Prospective suppliers are limited to register for three (3) Commodities only

1.2.Interested consultants, business enterprises will be required to complete the Application Form, accompanied by the following CERTIFIED documents:

1.2.1. Proof of Qualifications
1.2.2. Proof of Registration with relevant Professional Body and Registration
Number
1.2.3. Proof of Professional Indemnity Insurance
1.2.4. Company Registration
1.2.5. Tax Clearance Status must be Compliance

1.3.IF ANY SERVICES ARE NOT MENTIONED PLEASE STATE ON PAGE 8

Any enquiries can be directed to Ms. P. Deka (Supply Chain Manager) at
012 110 4470 PDeka@NW.CETC.edu.za . Completed Application Forms and the
required attachments can be delivered to the Supply Chain Management Office at
the North West CET College, Attention:
Ms. P. Deka, Plaza Building, 45 Van Velden Street, Brits, 0250.

CONDITIONS OF PURCHASE AND DELIVERY

1. No purchases will be done without the necessary quotations.
2. All purchases will be done on official orders.
3. DELIVERY NOTES / INVOICES must accompany the delivery of goods.
4. All goods must be delivered at the Centres or College, except where other arrangements
have been made between the College and suppliers/service provider.

CONDITIONS OF PAYMENT

1. A valid TAX INVOICE must be provided before any payment can be done as been
required by the ACT.
2. Payments will be done by ELECTRONIC BANKING.
3. Payment will be done within 30 DAYS AFTER INVOICE

VENDOR REQUIREMENTS

1. In order for the College to obtain any goods or services from a vendor the following
requirements must be met:
I The vendor must be registered on the database of the College;
II All vendors must supply the College with their business addresses and a Valid Original tax
certificates;
III All vendors rendering goods and services to the College must comply with any labor
legislation or regulations promulgated, with special reference to the Basic Conditions of
Employment Act, Labor Relations Act, and the Occupational, Health and Safety Act.
IV All vendors must declare the employment rations and compliance with the Employment
Equity Act;
V Vendors must declare their business and family relationship with any person working for
College or their relationship with a staff or council member of the college;
VI Vendors must indicate on their tender/bid document how many jobs will be created or
maintained when executing a tender/bid.

DEFINITIONS

Legislation:
Procedures are set out in the Accounting Officers Procurement Procedures (AOPP), as
referred to in the Public Finance Management Act, 1999 (Act 1 of 1999) (PFMA), to give
all prospective suppliers an equal opportunity to submit quotations to a State Department.
In this policy, unless the context indicates otherwise, a word or expression to which a meaning
has been assigned in the Act and Regulations bears the same meaning, and –
(a) “Act” means the Preferential Procurement Policy Framework Act, 2000 (Act No 5 of 2000);
(b) “Agent” means a person mandated by another person (“the principal”) to do business for
and on behalf of, or to represent in a business transaction, the principal, and thereby
acquire rights for the principal against an organ of state and incur obligations binding the
principal in favor of an organ of state;
(c) “Closed quotations” A closed quotation system will be where all quotations from the
internal vendor database whether advertised or nominated is obtained on the same time
and date as determined. It can also be done on the internet where all prices and the
supplier become known on the same time and date.
(d) “Comparative price” means the price after the factors of a non-firm price and all
unconditional discounts that can be utilized have been taken into consideration;

(e) “Consortium or Joint Venture” means and association of persons for the purpose of combining their expertise, property, capital, efforts, skill and knowledge in an activity for the execution of a contract; (f) “Contract” means the agreement that results from the acceptance of a bid/tender by an organ of state; (g) “Disability” means, in respect of a person, a permanent impairment of a physical, intellectual or sensory function, which results in restricted, or lack of ability to perform an activity in the manner or within the range, considered normal for a human being; (h) “Firm price” is the price that is only subject to adjustments in accordance with the actual increase or decrease resulting from the change, An imposition, or abolition of customs or excise duty and any other duty, levy or tax which, in terms of a law or regulation is binding on the contractor and demonstrably has an influence on the price of any supplies, or the rendering costs of any service, for the execution of the contract; (i) “Historically Disadvantaged Individual (HDI)” means a South African citizen – (1) who, due to the apartheid policy that had been in place, had no franchise in national elections prior to the introduction of the Constitutions of the Republic of South Africa, 1983 (Act no 10 of 1983) or the Constitution of the Republic of South Africa, 1993 (Act No 200 of 1993) (“he Interim Constitution”) and/or (2) who is a female; and /or (3) who has a disability; i. Provided that a person who obtained South African citizenship on or after the coming to effect of the Interim Constitution, is deemed not be an HDI. (j) “Management” in relation to an enterprise or business, means an activity inclusive of control and performed on a daily bases, by any person who is a principal executive officer of the company, by whatever name that person may be designated, and whether or not that person is a director; (k) “Non-firm prices” means all prices other than “firm” prices; (l) Owned: Having all the customary elements of ownership, including the right of decision making and sharing all the risks and profits commensurate with the degree of ownership interests as demonstrated by an examination rather than the form of ownership arrangements. (m) “Person” includes reference to a juristic person; (n) “Rand value” means the total estimated value of the contract in Rand denomination which is calculated at the time of tender invitations and includes all applicable taxes and excise duties; (o) “Small, Medium and Micro Enterprises (SMMEs)” bears the same meaning assigned to the expression in the National Small Business Act, 1996 (Act No 102 of 1996); Page 10 of 18 q) “Sub-Contracting” means the primary contractor’s assigning or leasing or making out work to, or employing, another person to support such primary contractor in the execution or part of a project in terms of the contract; r) “Tender” means a written offer or bid in a prescribed or stipulated form in response to an invitation by an organ of state for the provisioning of services or goods; s) Trade Names: The trade names that the company own or distribute, which you wish to be registered for as a supplier to the Department. t) “Trust” means the arrangement through which the property of one person is made over a bequeathed to a trustee to administer such property for the benefit of another person; u) “Trustee” means any person, including the founder of a trust, to whom property is bequeathed in order for such property to be administered for the benefit of another person; v) “Youth” The National Youth Policy (1997:5) defines youth as young males and females aged between 14 and 35 years. a. The system of awarding tenders is subject to the following point scoring system: b. -The tenders that are submitted to specialists / consultants by the relevant Manager or Delegated Official for evaluation must be returned to the Manager or Delegated Official with a detailed list of all the tenders to be included in the point scoring system.