RE - ADVERTISMENT - ENQUIRY 7G

Transcription

1 SUPPLY CHAIN MANAGEMENT UNIT RE - ADVERTISMENT - ENQUIRY 7G INVITATION FOR QUOTATIONS FROM PROFESSIONAL PHOTOGRAPHERS TO PROVIDE IMAGES FOR DURBAN TOURISM EYE TO EYE CAMPAIGN 1. Request for Quotation 2. Information Page 3. Conditions of Quotation 3.1 Special Conditions of Quotation (Goods/Services) 4. Conditions of Contract 4.1 General Conditions of Contract (Goods/Services) - July MFMA Circular No Prohibition of Restrictive Practices Certificate of Independent Bid Determination Municipal Bidding Document (MBD9). 6. MFMA Circular No Amended Guidelines in respect of bids that include functionality as a criterion for evaluation. 7. Specification 7.1 Technical Specification 8. Quotation Documents - (to be completed and returned by Supplier) 8.1 Official Tender Form 8.2 Annexure A - Product Questionnaire 8.3 Annexure B - Banking Rating Questionnaire 8.4 Annexure C - Checklist Quotation Returnables 8.5 Schedule of Experience 8.6 Questionnaire 8.7 Appendix A 8.8 Material Safety Data Sheet - (must be completed for each item offered). 8.9 Questionnaire - Goods Ex Import 8.10 Contractor Acknowledgement of Responsibility in Terms of Occupational Health and Safety Act 8.11 Declaration of Interest 8.12 Declaration of Municipal Fees 8.13 Certificate of Independent Bid Determination 8.14 Targeted Procurement (Refer Clause 25 - Special Conditions of Tender (Goods/ Services) All of which form part of the Quotation Documents and should not be detached. NOTE SEALED QUOTATIONS ADDRESSED TO THE DURBAN TOURISM AND MARKED ENQUIRY7G MUST BE PLACED IN THE TENDER BOX LOCATED IN CORPORATE PROCUREMENT, MATERIALS MANAGEMENT, 166 ARCHIE GUMEDE PLACE (FORMERLY OLD FORT PLACE) (AND NOT ANY OTHER MUNICIPAL DEPARTMENT) NOT LATER THAN 11H00 ON 19 NOVEMBER Durban Tourism P Sithole Marketing Department Head: Business Support Tourism and Markets 90 Florida Road ethekwini Municipality Durban Durban 4001 Date: 22 October 2014 Technical enquiries in regard to this contract should be made to Khumbulani Mkhize Khumbulani.mkhize@durban.gov.za

2 REQUEST FOR QUOTATIONS N0: ENQUIRY 7G Durban Tourism is to embark on an international marketing communications campaign eye to eye. Whilst the creative director has sourced and attained rights for an ample number of animal eyes there is a shortage of human eyes for the campaign. In addition, new marketing strategies for tourism have sought to include tourist attractions in previously disadvantaged areas within mainstream tourism. As a result of this, and other tourism initiative, the scope of tourism products within the Greater Durban area is now far more diverse in nature and widespread in distribution than it was previously. It is important that all our marketing material and media reflect this diversity as well as ensuring that photographs are current and reflect developments and new products. Quality images specifically related to this eye to eye campaign are required. Your company is to forward proposals that will indicate how you will undertake the project on the deliverables and outcomes. Breakdown of the activities and the cost thereof should also be clearly indicated. (Described in more detail in the specifications of this request for quotations) refer (7). Sealed quotations addressed to Durban Tourism and marked Enquiry 7G must BE PLACED IN THE TENDER BOX LOCATED IN CORPORATE PROCUREMENT, MATERIALS MANAGEMENT, 166 ARCHIE GUMEDE PLACE (FORMERLY OLD FORT PLACE) (AND NOT ANY OTHER MUNICIPAL DEPARTMENT) NOT LATER THAN 11H00 ON Wednesday 19 NOVEMBER 2014 Please note that the Municipality will consider quotations submitted in response to this request for quotation to be an offer from your company to perform the service on the basis of the specifications. Accordingly, please review the attached General and Special Terms and Conditions which will form the basis for any service / supply arrangement entered into between the Municipality and your company. Please note that the Municipality is seeking quotations from potential suppliers / service providers only, and makes no representation or promise in relation to procuring work from a supplier or suppliers. The Municipality will not be responsible for any costs associated with preparing and submitting a quotation.

3 SPECIAL CONDITIONS OF TENDER (GOODS/SERVICES) ENQUIRY 7G QUOTATION INFORMATION 1.1 Each supplier shall complete fully and accurately the following documents, viz., Questionnaires, Declaration of Municipal Fees Form, Declaration of Interest, Bid Form, Schedule of Experience and Targeted Procurement Document and submit documents mentioned below with its bid. Remaining quotation documents issued with this enquiry, such as Special Conditions of Bid/Contract (Goods and Services and Government Procurement General Conditions shall be detached and retained by the bidder. 1.2 The specification will be governed by the Special Conditions of Bid/Contract (Goods and Services) and Government Procurement General Conditions, attached hereto, and to the Occupational Health and Safety Act, Act No. 85 of The adjudication will be based on the 80/20 or 90/10 points for each suppliers responsiveness, price and upon the procurement point system respectively in accordance with ethekwini Municipality s Targeted Procurement Policy. 1.4 All supplier s prices quoted by the contractor must be in South African currency (Rand). 2. TAX CLEARANCE CERTIFICATE Bidders are to include with their quote submission a valid tax clearance certificate, or obtain one prior to the evaluation of submissions, which has sufficient validity to ensure that the quotation process is adequately covered. 3. DECLARATION OF MUNICIPAL FEES Only those suppliers whose municipal fees are fully paid or arrangements have been concluded with the Municipality to pay the said fees are eligible to quote. 4. DECLARATION OF INTEREST All suppliers are to sign the declaration of interest wherein they declare any relationship that may exist with an official of the Municipality involved in the evaluation process. 5. CONTRACT PRICE ADJUSTMENT (CPA) 5.1 If your prices are subject to CPA, the quote shall include details for calculating adjustments in accordance with the full cost; the breakdown thereof must be indicated in the Annexure A Product Questionnaire as at the date of the bid.

4 6. PAYMENT Where no conditions of payment are prescribed, payment for goods received and accepted by the Municipality shall be made no later than 30 days after submission of invoice or claim, provided however that all the terms of the contract are duly observed. 7. VALUE ADDED TAX (V.A.T) The Bidder shall state the amount of value added tax (V.A.T) separately on the Official Tender Form. 8. FORM OF TENDER AND CLOSING DATE Sealed bids made out on the enclosed Official Tender Form which shall be signed by or on behalf of the Bidder and addressed to the Head : Business Support, Tourism and Markets and marked with the appropriate enquiry number must be placed in the Tender box provided which is located IN CORPORATE PROCUREMENT, MATERIALS MANAGEMENT, 166 ARCHIE GUMEDE PLACE (FORMERLY OLD FORT PLACE) (AND NOT ANY OTHER MUNICIPAL DEPARTMENT) not later than 11:00 on the date stated in the public advertisement inviting quotations, where they will be opened. All couriered documents must be placed directly into the tender box and should not be delivered to any other Municipal Department. Bidders are advised that quotations submitted by fax or will not be considered. Any bid received after the closing date and time advertised for the receipt thereof shall not be accepted for consideration by the Head: Business Support, Tourism & Markets Unit and shall be returned to the Bidder. 9. QUOTATIONS WILL BE LIABLE TO REJECTION UNLESS MADE OUT AND SIGNED ON THE OFFICIAL QUOTATIONS FORM ANNEXED HERETO Failure of a supplier to complete and sign the quotation form in its entirety will invalidate the quotation. 10. ACCEPTANCE OF QUOTATION The Municipality does not bind itself to accept the lowest or any Quotation and reserves the right to accept the whole or any part of a Quotation. 11. PRICING (1) Nett Prices All prices shall be quoted in South African currency after deduction of any brokerage or discount allowed to the Municipality. (2) Firm Quotations Bidders may submit firm prices, which prices shall be free from all fluctuations, including any statutory increases. (3) Unit Prices Suppliers / Service Providers shall quote only one price in respect of each item, such price to hold good for the full duration of the contract period, being subject to variation only in accordance with specified criteria.

5 12. WITHDRAWAL OF QUOTATIONS Quotations must hold good until 16h00 on 31 March end of the fourth week (30 calendar days) following the Tuesday on which Quotations are opened or during such other period as may be specified. The Municipality may, during the period for which Quotations are to remain open for acceptance, authorize a Supplier to withdraw his/her Quotation in whole or in part on condition that the Bidder pays to the Municipality on demand, a sum of R The Municipality may, if it thinks fit, waive payment of such sum in whole or in part. 13. DIFFERENCES OR DISCREPANCIES (1) Prices Should there be any difference or discrepancy between the prices or price contained in the Official Quotation Form and those contained in any covering letter from the Supplier, the prices or price contained in the Official Quotation Form shall prevail. (2) Complete Acceptance of Conditions Unless otherwise expressly stipulated in the letter covering the Quotation every Supplier shall be deemed to have waived, renounced, and abandoned any conditions printed or written upon any stationery used by him for the purpose of or in connection with the submission of his Quotation, which are in conflict with the General and Special Conditions of Contract. Supplier are advised that any material divergences from the official Conditions or Specification will render their Bids liable to disqualification. 14. BRIBERY AND COMMUNICATION WITH COUNCILLORS / OFFICIALS (1) Bribery No Supplier shall offer, promise or give to any person or person connected with a bid or the awarding of a contract, any gratuity, bonus or discount etc, in connection with the obtaining of a contract. (2) Communication, Councillors and Officials (1) A Supplier shall not in any way communicate with a member of the Municipality or with any official of the Municipality on a question affecting any contract for the supply of goods or for any work, undertaking or services which is the subject of a bid during the period between the closing date for receipt of Quotations and the dispatch of the written notification of the Municipality s decision on the award of the contract; provided that a Supplier shall not hereby be precluded: - at the request of the Head : Business Support, Tourism & Markets Unit or his authorized representative, from furnishing him with additional information or with a sample or specimen for testing purposes or otherwise or from giving a demonstration so as to enable the recommendation to the Bid Committee on the award of the contract to be formulated; - from obtaining from the Head : Business Support, Tourism & Markets Unit his authorised representative information as to the date upon which the award of the contract is likely to be made or, after the decision upon the award has been made by the Municipality or any Committee to which the Municipality has delegated its powers, information as to the nature of the decision or such information as was publicly disclosed at the opening of quotations or from submitting to the Accounting Officer in writing any communication relating to his/her quotation or the award of the contract or a request for leave to

6 withdraw his/her quotation; - and provided further that nothing contained herein shall be construed so as to prevent information being sought and obtained from an Official in regard to any decision taken at an open Municipal meeting, or any Committee to which the Municipality has delegated its powers. A contravention of subsection (1) and / or (2) or an attempt to contravene such subsection shall be reported to the Accounting Officer, who may on receipt of such report may disqualify the Quotation of the Supplier concerned. 15. LEGAL STATUS OF SUPPLIER It is essential for the purpose of entering into a legal contract that Supplier state on the Official Quotation Form under Name and Address of Supplier their full legal status, for example the full registered name of the company Supplying; or if the Supplier is a person conducting business under a recognised trading name then state the name of the person/s - Trading as (state recognised trading name) and state whether owner, co-owner, proprietor, etc. 16. AUTHORITY OF SIGNATORY Suppliers should submit with their quotations a certified copy of the Resolution of the Company authorising the signatory to sign Quotations documents on behalf of the Company. If the Supplier is not a registered company, the signatory shall indicate in what capacity and under what authority the quotation documents were signed by him/her. 17. ALTERATIONS TO QUOTATION DOCUMENTS Any alterations effected upon any of the quotation documents must be clearly shown by means of a hand written/typed entry and must be signed in full by the Supplier. 18. MANUFACTURERS The names of the manufacturers and brands of the Goods or Equipment offered must be stated in the quotation. 19. FACTORING Payment will be made only to the contractor(s). Factoring arrangements will not be accepted. 20. PREFERENTIAL PROCUREMENT 20.1 Applicable Documentation These conditions of the quotation are to be read together with the following documents :- - ethekwini Municipality Targeted procurement Policy document. It is a requirement of this Call for Quotations that all the Contractors, Joint Ventures and Targeted Enterprises, must be registered, or be eligible for registration, on the ethekwini Municipal Procurement Database such that their classification, as described above, has been or can be

7 determined and verified prior to Tender adjudication and award Adjudication of Quotations on a Points System Examination of Quotations and Determination of Responsive Prior to the detailed evaluation of tenders, each tender will be examined to establish if it; - meets the requirements of the Conditions of Quotation; - has been properly signed; - is responsive to the requirements of the Contract document - provides any clarification and/or substantiation required; - complies with the tender submission requirements in all other respects. A responsive quotation is one, which conforms to all the Terms, Conditions and Specifications of the Contract without material deviation or qualification. A material deviation or qualification is one which; - could detrimentally affect the scope, quality, or performance of the Works; - changes risks and responsibilities under the Contract for any of the parties involved with the Contract; or - would affect the competitive position of other Suppliers presenting responsive tenders, if it were to be rectified. If the Quotation does not meet the requirements or is not responsive, it is liable to be rejected by the Employer, and may not subsequently be made acceptable to the Employer by correction or withdrawal of the non-conforming deviation of reservation Adjudication Using a Points System Responsive quotations shall be adjudicated by the Employer using a system which awarded points on the basis of :- - the quotation price (Np) The Employer will normally award the Contract to the Supplier by obtaining the highest number of points, but will not bind itself to do so Points Awarded for Price (Np) A maximum of 90 or 80 points is allocated (as applicable) to Price on the following basis :- (P - Pm) Contract Price Greater than R :- Np = 90 ( ) (Pm) (P - Pm) Contract Price Below R :- Np = 80 ( ) where; (Pm) Np = the number of tender adjudication points awarded for price. Pm = the price of the lowest responsive tender adjusted to a common base, if applicable.

8 P = the price of the responsive tender under consideration adjusted to a common base, if applicable. For the purposes of determining the degree of preference to be accorded, Bidders are required to complete the application for targeted enterprise status or if already registered on the ethekwini Municipality Procurement Database quote allocated reference number. Confirmation of reference numbers are obtainable from the Procurement Monitoring Branch, telephone (031) Failure on the part of the Supplier to fill in and/or sign the declaration and/or endorse the documentation will be construed to mean that the preference points are not claimable. Preference points will not be awarded in that case. 21. QUOTATIONS WILL ONLY BE ACCEPTED ON CONDITION THAT : (a) (b) (c) the quotation is signed by a person authorised to sign on behalf of the Supplier; a valid original Tax Clearance Certificate is received prior to the evaluation of tenders which has sufficient validity to ensure the process is adequately covered; a Supplier who submitted his/her quotation as a Joint Venture has included an acceptable Joint Venture Agreement with his/her tender. 22. PERFORMANCE SECURITY (SURETY BOND) The attention of Suppliers is drawn to Clause 7 of the General Conditions of Contract relative to Performance Security. For contracts with an anticipated value of R and above, the successful supplier will be required to furnish a Performance Security (Surety Bond), from a Bank of approved Insurance Company within fourteen (14) days of notification of award. The amount to be effected shall be 10% of the total tender value. 23. MUNICIPAL FEES All suppliers are to sign a declaration wherein they declare that their municipal fees are in order, or proper arrangements have been made with the Municipality, and include the relevant account numbers in the declaration. Failure to include account numbers or sign will invalidate the quotation. The completion of the declaration is also applicable to suppliers outside of the ethekwini Municipal Area. 24. NON REFUNDABLE QUOTATION CHARGE The non refundable quotation fee paid for this document, is relevant only for this tender. The supplier who purchases this document, is the only supplier who will be allowed to submit a price for this contract i.e No other supplier will be allowed to use this document to submit a quotation, be it the original or a photocopied specimen. Should this occur, all who are party to this will not be considered in the adjudication process. 25. APPEAL PROCESS In terms of Regulation 49 of the Municipal Supply Chain Management Regulations persons aggrieved by decisions or actions taken by the Municipality, may lodge an appeal within 14 days of the decision or action, in writing to the Municipality. Suppliers are advised that the following is the appeal process and in dealing with these appeals the Municipal Manager shall follow the following procedure :- 1. The appeal (clearly setting out the reasons for the appeal) and queries with regard to decision of award are to be directed to the office of the City Manager, Attention : Mr S. Shezi, P O Box 1014, Durban, 4000; Facsimile : (031) A copy of the appeal will be forwarded to the Chairperson of the Bid Adjudication Committee, who

9 must provide a response in writing within seven days. 3. In the event that there are allegations made against third parties, they will also be given an opportunity to respond to the allegations within seven days. 4. These responses will then be sent to the appellant for a reply within five days. 5. The appeal will be considered on these written submissions, unless the appeal authority is of the view that there is a need for oral submissions, in which case, the appellant will be notified of the date, place and time of such hearing. 6. The Appeal Authority will consider the appeal and may confirm, vary or revoke the decision of the Committee, but not such variation or revocation of a decision may detract from any rights that may have accrued as a result of the decision. 7. The Appeal Authority must commence with the appeal within six weeks and decide the appeal within reasonable period. 26. PROHIBITION ON AWARDS TO PERSONS IN THE SERVICE OF THE STATE Regulation 44 of the Supply Chain Management Regulations states that the Municipality or Municipal Entity may not make any award to a person :- (a) (b) (c) who is in the service of the state; if that person is not a natural person, of which any Director, Manager, Principal, Shareholder or Stakeholder is a person in the service of the state; or who is an advisor or consultant contracted with the municipality or municipal entity. 27. AGREEMENTS All suppliers that are not manufacturers, accredited agents or distributors must provide agreements which cover the contract period. The aforementioned must also agree with all of the conditions of the contract. 28. NEGOTIATIONS WITH PREFERRED SUPPLIERS The municipality reserves the right to invoke Section 24 of the Municipal Finance Management Act if so desired. (1) The Accounting Officer may negotiate the final terms of a contract with suppliers identified through a competitive bidding process as preferred bidders, provided that such negotiation :- (a) (b) (c) does not allow any preferred suppliers a second or unfair opportunity; is not to the detriment of any other supplier; and does not lead to a higher price than the bid as submitted. (2) Minutes of such negotiations must be kept for record purposes. (3) Such negotiation may be delegated to the designated Senior Manager by the Accounting Officer. 29. EVALUATION OF QUOTATIONS

10 The following forms part of the evaluation process:- - Functionality - Price CRITERIA MAXIMUM POINTS SCORING COMPETENCY, SPECIALIST INPUT AND EXPERIENCE 35 Clearly indicate similar photographic projects (annual reports, books, magazine stories) that you have executed over the last 5 years, or major projects for recognised corporate clients. Hard copies of published material should be submitted for viewing (returnable) or available on request. Experience :Indicate the number of major corporate photographic projects you undertaken per year. 20 Years Score for number of years Score for number of projects < 1 projects 1 3 projects > 3 projects > Indicate the approx number of photographs published in recognised printed or electronic public media over the last 3 years: 10 Number Score none More than Have you done tourism or travel photography professionally before (derived an substantial portion (>50%) of your income from this specific genre of photography)? 5 Yes 5 No 0 UNDERSTANDING OF THE BRIEF, ORIGINALITY AND ADAPTATION OF THE BRIEF 45

11 Provide a comprehensive plan indicating how you would proceed with proving a database of images 15 Plan Score Plan effectively covers all needs 15 Plan effectively covers key needs 10 Plan lacks information 0 Please indicate the equipment and medium you will be using (digital/film/megapixels, format etc.) OPERATIONAL PLAN Equipment suited to output requirements Equipment suited to most output requirements Equipment lacks resolution, etc for quality output Score Can the images be provided in the required time frame of two months maximum from contract date Yes 5 No 0 5 CAPACITY TO DELIVER THE REQUIRED QUALITY WITHIN THE SPECIFIC TIME FRAMES) Give a clear indication of the expertise that will be allocated to work on this project, outlining photographic skills, years in the industry, awards, publications, etc.. Years in Industry Score Less than 5 1 Between 6 and 10 2 Over ADD up to 5 additional points for awards, recognition, Publications, books etc. Give a clear indication of the number of days to be allocated to the project 7 No of days Score Less than a week 1 Between weeks

12 Over 3 weeks 7 Give a clear indication of how you will submit final images Submission Score High res digital TIFF and JPEG, low res 5 web sized, and reference print album High res digital TIFF and JPEG 3 High res digital JPEG 1 5 In order to proceed to the next stage, suppliers must attain a minimum of 80 points for functionality. The adjudication criteria and weighting that will be applied are as follows; CRITERIA MAXIMUM POINTS SCORING REMARKS Price 80 points Points scored in this category are to make 80 points scored in terms of the ethekwini Municipality=s Conditions pertaining to Targeted Procurement Affirmative Structure / BBE Pints SMME Location Ownership TOTAL 20points 100 POINTS Points scored in this category are to be made up of 20 points for the status of the enterprise in accordance with the ethekwini Municipality s Conditions pertaining to Targeted Procurement.

13 ENQUIRY 7G PROJECT SPECIFICATION INVITATION FOR QUOTATIONS FROM PROFESSIONAL PHOTOGRAPHERS TO PROVIDE IMAGES FOR DURBAN TOURISM EYE TO EYE CAMPAIGN PREAMBLE Durban Tourism is to embark on a marketing communications campaign eye to eye. Whilst the creative director has sourced and attained rights for an ample number of animal eyes there is a shortage of human eyes and shots of activities or main tourism products within the city for the campaign. REQUIREMENTS 1. Technical The use of appropriate equipment either film or digital will need to be shown here in order to determine whether the photographs will be of suitable resolution for various media requirements. 2. Number of images no less than30 sets of eyes no less than 20 sets of attractions and activities 3. Ownership of images Full copyright in perpetuity will reside with Durban Tourism and/or its successors. 4. Subject matter of images Photographs especially of the activities should be taken at different times of the day to reflect the activities in some of the areas to be photographed. The photographer will need to have an understanding of Durban s key tourist attractions in order to judge whether the amenity should be photographed by day or by night. This must be reflected by area or amenity on the proposals. (For example Florida Road, a key entertainment area, would be better photographed on a busy Saturday night) Your good judgment and knowledge of Durban will apply here. PLEASE KEEP TO SCOPE THE LIST PROVIDED BELOW UNDER REQUIREMENTS WHEN QUOTING. When photographing scenes with people in them, they should, wherever possible be demographically representative. If scenes contain people other than at a reasonable distance and where the people are principal subjects of the images, the onus is on the photographer to obtain any model releases. Your experience in this field of photography will dictate whether a model release is needed or not. PLEASE KEEP TO SCOPE THE LIST PROVIDED BELOW UNDER REQUIREMENTS WHEN QUOTING. The following represents a list of some of the most important areas that need to be covered. The photographer is expected to be knowledgeable on the city and create mood boards for each area that needs to be captured in your proposal:

14 Requirement The commission is for a photographer to photograph no less than30 sets of eyes that conform to the criteria set out below. These photographs are to be composed to highlight the cultural diversity of the individuals and highlight key activities, events and circumstances of the individuals. Importantly, it is crucial that the eyes are contextualized and hence important that headwear/ dress, jewelry, facial markings, make-up and other situational adornments are captured in each photograph ( set of or individual eyes )Please see the approx. area in the supplied drawings. Images of the required area must be full sized rather than cropped from portraits in order to ensure maximum resolution. Critical focus must be achieved. The photographs are to be supplied to the creative director free of all rights. The project manager is hence required to ensure that models and individuals have release notices for all uses globally. The photographer is to release photographs unconditionally and for all uses by DT and its agents. Any photographs that have ethnic significance and that have historical or cultural nuances must be accurate. Creative requirement 30 photographs of appropriately contextualized eyes A mix of left and right side, at random, is fine. The set must include a balance between male and female subjects and have sets of children eyes It is suggested that photographs are secured to reflect: o Zulu people (with appropriate head dress / brow band) o Indian woman with Bindi ; o Indian men o Rickshaw man with headdress o Sports, headgear, parts of hats, caps etc o Women with different make up 20 sets of Durban Attractions and Activities suggested below o Ushaka Marine World o Moses Mabhida Stadium o Phezulu Safari Park (Zulu Dancers in Traditional attire) o The Beach and the Promenade o Color festival (Can be from Stock Images) o Rugby Match 5. Rejection of images Any images that are rejected on artistic or technical grounds from those submitted will need to be shot again at no extra cost. 6. Presentation of images Images must be high res, edited and supplied as 300 dpi and suitable for print media and provided

15 Examples of Eye to Eye images NB: PLUS FULL SHOTS OF FULL FACE & CROPPING BETWEEN (JUST BELOW THE NOSE & ABOVE THE EYE BROWSE SHOWING EARS AND OR EARINGS ACCESSORIES)

16 7. Budget Consultants are requested to quote on a budget based on the scope of work required (including disbursements, and excluding VAT), Product requirements All proposal documents to be provided in MS word, MS excel and MS PowerPoint and/or Portable Document Format (PDF) where appropriate. The proposal must provide a detailed description of the photographer (Profile of the skills and competences), as well as awards, publications etc. Detailed previous work history and experience must be supplied. The Technical proposal will comprise the following elements: Understanding of the Assignment Methodology Experience and expertise The consultant must set out their Understanding of the project and their understanding of the overall assignment. The Organization and Methodology section should set out the methodology for achieving each of the (timetable). The technical proposal must set out the expertise and experience of the photographer. The Financial offer must contain a budget breakdown The will include: The number of days spent on the project and the cost per image (eg 100 images at Rx per image). The incidental and disbursement costs (including travel, materials, etc. Any additional costs to be specified. REPORTING The service provider is required to report to an appointed Durban Tourism official. At the discretion of the Head: Business Support, Tourism & Markets unscheduled meetings may be held while the project is in progress and on conclusion of the project with any relevant subject specialists who will be identified by the Head: Business Support, Tourism & Markets.

17 ENQUIRY -7G OFFICIAL QUOTATION FORM In response to your Enquiry 7G dated... I/we hereby offer to supply the service detailed in the Technical Specification, and subject to the Standard Conditions of Tender, General Conditions of Contract and Special Conditions of Tender and Contract which accompanied your Bid (with which I/we acknowledge myself/ourselves to be fully acquainted) at the price/s stated hereunder:- AMOUNT (Incl Vat) R Amount in Words Note: Prices quoted by bidders should include all material to be used during the contract and all expenses to be incurred during the contract. SUPPLIERS VALUE ADDED TAX REGISTRATION NUMBER I/We hereby agree that this bid will hold good and remain open for acceptance until 16:00 on the Friday of the 12th week following the Friday on which tenders are opened or during such other period as may be specified in the Special Conditions of Tender. I/We hereby agree that this tender, together with the Council's letter of Acceptance thereof, will constitute a binding contract which will take effect from the business day following the date of despatch of the letter of acceptance. DETAILS OF SUPPLIER COMPANY NAME: (LEGAL TRADING NAME) ADDRESS: TELEPHONE NO: FAX NO: ADDRESS: SIGNATURE: NAME OF SIGNATORY: CAPACITY OF SIGNATORY: NB. THIS OFFICIAL TENDER FORM MUST BE COMPLETED AND SIGNED IN ITS ENTIRETY, NON COMPLIANCE WILL RENDER THIS QUOTATION INVALID Any alterations effected upon any part of the quotation documents must be clearly shown by means of a handwritten entry and signed by the supplier. Please state your Procurement Reference Number: - PR (refer Clause 25 - Special Conditions of Quotation (Goods/Services)).

18 NAME AND ADDRESS OF SUPPLIER :- TELEPHONE NUMBER : SIGNATURE NAME OF SIGNATORY IN BLOCK LETTERS FAX NUMBER : DATE : CAPACITY NB :-The Official Tender Form must be completed in its entirety and signed, non compliance will render this quotation invalid. ANNEXURE C - CHECKLIST TENDER RETURNABLES In addition to the tender document, the following must be submitted/attached thereto. Description Yes No Annexure A - Product Questionnaire Annexure B - Banking Rating Questionnaire Annexure C - Checklist Tender Returnables Questionnaire Contractor Acknowledgement of Responsibility in of Occupational Health And Safety Act Declaration of Interest Declaration of Municipal Fees Valid Tax Clearance Certificate Samples Valid Agreement with Manufacturer Or Accredited Distributor/agent Schedule of Experience Appendix A Proof of Resolution As A Close Corporation Or Company Original Signed Company Letterhead Reflecting Banking Details and Cancelled Cheque Targeted Procurement Document Or Procurement Reference (PR) Number Material Safety Data Sheet for Each Item Offered Questionnaire - Goods Ex Import Certificate of Independent Bid Determination SIGNATURE DATE CAPACITY NAME OF SIGNATORY (In Block Letters)

19 SCHEDULE OF EXPERIENCE The following is a statement of work of similar nature recently successfully executed by myself / ourselves. Name and Address of Employer Contact Person and Telephone Number Nature of Work Value of Work (inclusive of VAT) Date Completed or Expected to be Completed NAME AND ADDRESS OF SUPPLIER SIGNATURE TELEPHONE NUMBER : NAME OF SIGNATORY IN BLOCK LETTERS FAX NUMBER : DATE : CAPACITY

20 QUESTIONNAIRE ENQUIRY 7G This questionnaire forms part of the quotation documents and must be completed in its entirety and signed. Failure to complete this questionnaire will preclude this tender from acceptance. 1. Are your prices firm and fixed for the duration of the contract? (YES / NO) 2. If not, have the cost drivers been indicated? (Refer Annexure A - Product Questionnaire) (YES / NO) 3. What are your payment terms? (a) Discount / Rebate Offered? (YES / NO) (b) If yes, please indicate the percentage offered? 4. Company Name :- (a) Is this a cc, (Pty) Ltd, Partnership, Sole Trader, Joint Venture - ( tick) :- (i) (ii) (iii) (iv) (v) cc (Pty) Ltd Partnership Sole Trader Joint Venture (b) If (iii), (iv) or (v) name of partners or owner must be stated below. 5. Are you a registered VAT Vendor - (YES / NO)? Please state VAT Number 6. Please provide full details of the dedicated Account Manager 7. The following must be submitted with your quotation:- (a) (b) (c) (d) (e) (f) Proof of Registration with South African Revenue Service. Original valid Tax Clearance Certificate. (Refer Clause 32.3 of the General Conditions of Contract). Resolution of Minutes of Business reflecting who the owners/share holders/director are, preferably on an original company letterhead. Proof of Resolution as a close corporation or company. Original signed company letterhead reflecting full banking details and a cancelled original cheque. Valid Agreement/Joint Venture Agreement with the manufacturer for the duration of the contract.

21 NAME AND ADDRESS OF SUPPLIER SIGNATURE TELEPHONE NUMBER : NAME OF SIGNATORY IN BLOCK LETTERS FAX NUMBER : DATE : CAPACITY

22 SBD 4 DECLARATION OF INTEREST ENQUIRY 7G Any legal person, including persons employed by the principal, or persons having a kinship with persons employed by the principal, 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 employed by the principal, or to persons connected with or related to them, it is required that the bidder or his/her authorised representative declare his/her positionin relation to the evaluating/adjudicating authority and/or take an oath declaring his/her interest, where- - the bidder is employed by the principal; and/or - the legal person on whose behalf the bidding document is signed, has a relationship with persons/a person who are/is involved in the evaluation and or adjudication of the bid(s), or where it is known that such a relationship exists between the person or persons for or on whose behalf the declarant acts and persons who are involved with the evaluation and or adjudication of the bid. 2. In order to give effect to the above, the following questionnaire must be completed and submitted with the bid. Are you or any person connected with the bidder, employed by the principal? YES / NO If so, state particulars Do you, or any person connected with the bidder, have any relationship (family, friend, other) with a person employed by the principal and who may be involved with the evaluation and or adjudication of this bid? YES / NO If so, state particulars. 2.3 Are you, or any person connected with the bidder, aware of any relationship (family, friend, other) between the bidder and any person employed by the principal who may be involved with the evaluation and or adjudication of this bid? YES / NO If so, state particulars. DECLARATION I, THE UNDERSIGNED (NAME)... CERTIFY THAT THE INFORMATION FURNISHED IN PARAGRAPHS 2.1 TO ABOVE IS CORRECT. I ACCEPT THAT THE PRINCIPAL MAY ACT AGAINST ME SHOULD THIS DECLARATION PROVE TO BE FALSE. SIGNATURE DATE CAPACITY NAME OF SUPPLIER The declaration form must be completed in its entirety and signed; non compliance will render your quotation invalid.

23 DECLARATION OF MUNICIPAL FEES ENQUIRY 7G I/We do hereby declare that the Municipal Fees of (Supplier s Name), are, as at the date of the quotation closing, fully paid up, or arrangements have been concluded with the Municipality to pay the said fees :- Account Account Number Electricity } Water } Rates } to be completed by supplier I/We acknowledge that should it be found that the Municipal Fees are not up to date, the Council may take such remedial action as it required, including termination of contract, and any income due to the contractor shall be utilised to offset any monies due to the Council. NAME OF SIPPLIER (In Block Letters) SIGNATURE CAPACITY DATE NB :- The Declaration of Municipal Fees must be completed in its entirety and signed, non compliance will render this quotation invalid.

24 CERTIFICATE OF INDEPENDENT QUOTATION DETERMINATION I, the undersigned, in submitting the accompanying bid: ENQUIRY 7G in response to the invitation for the quotation made by : (Quotation Number and Description) (Name of Municipality / Municipal Entity) 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 Supplier) 1. have read and I understand the contents of this Certificate; 2. I understand that the accompanying quotation will be disqualified if this Certificate is found not to be true and complete in every respect: 3. If am authorized by the suppler 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 supplier to determine the terms and to sign, the quotation, on behalf of the supplier 5. For the purposes of this Certificate and the accompanying quotation, I understand that the word "competitor" shall Include any individual or organization, other than the supplier, whether or not affiliated with the supplier, who (a) (b) (c) has been requested to submit a quote in response to this quote invitation; could potentially submit a quote in response to this quote invitation, based on their qualifications, abilities or experience and provides the same goods and services as the supplier and/or is in the same line of business as the supplier 6. The bidder has arrived at the accompanying quote 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 quoting. 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) (b) (c) (d) (e) (f) prices; geographical area where product or service will be rendered (market allocation) methods, factors or formulas used to calculate prices; the intention or decision to submit or not to submit, a bid; the submission of a quote which does not meet the specifications and conditions of the quote; or quoting with the intention not to win the quote,

25 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 products or services to which this quote invitation relates. 9. The terms of the accompanying quote have not been, and will not be, disclosed by the supplier, directly or Indirectly, to any competitor. Prior to the date and lime of the official quote opening or of the awarding of the contract Joint Venture or Consortium means an 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. 10. I am aware that, in addition and without prejudice to any other remedy provided to combat any restrictive practices related to quotes and contracts, quotes 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 Combatting of Corrupt Activities Act No. 12 of 2004 or any other applicable legislation, SIGNATURE DATE POSITION NAME OF SUPPLIER