Gpg Vendor Form – Fill Out and Use This PDF

GPG VENDOR DATABASE

Incorporating all Gauteng Provincial Government Departments managed centrally by Gauteng Shared Service Centre (GSSC)

This shared database is being populated to enable the effective implementation of the Preferential Procurement Policies of the above organisations. These policies are in line with the Preferential Procurement Policy Framework Act (PPPFA) No. 5 of 2000, and the National Government Regulations pertaining to that Act. In terms of this Act, preferences are given to Historically Disadvantaged Individual (HDI) shareholders who are actively involved in the daily operations and management of an organisation, defined according the Preferential Procurement Regulations, 2001, as “an activity inclusive of control and performed on a daily basis.”

“Historically Disadvantaged Individual (HDI) means a SA 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 Constitution of the RSA, 1983 (Act No 110 of 1983) or the Constitution of the RSA, 1993 (Act No 200 of 1993) (“the Interim Constitution”) and / or

(2)who is a female; and / or

(3)who has a disability:

Provided that a person, who obtained SA citizenship on or after the coming to effect of the Interim Constitution, is deemed not to be an HDI.”

POINTS TO REMEMBER W HEN COMPLETING THE GAUTENG PROVINCIAL GOVERNMENT VENDOR DATABASE

REGISTRATION FORM

Registrations forms are to be completed in BLACK PEN only.

•Required documentation – Please refer to the attached table (following page) to determine the mandatory supporting documentation required by your business type. Please ensure that all copies of Mandatory documents (certified copies, where applicable) are attached. If a field is not applicable to your business type, clearly mark it as N/A and supply applicable documentation, or proof of exemption.

•Sequence of gathering supporting documentation – Quadrem TradeWorld recommends that the following sequence is adhered to when gathering documents: (1) Company Registration and Shareholding documents (2) Proof of Banking documents (3) Proof of average Annual Turnover (Annual Financial Report / Original Auditor’s Letter) (4) Department of Labour documents (Workman’s Compensation, UIF) (5) SARS documents (VAT, PAYE, Income Tax Registration) (6) SARS – Tax Clearance Certificate

•Completion of Questions – Clearly state Yes, No or N/A to questions asked. Do not leave any fields blank.

•Certified Documents – Please ensure that a Commissioner of Oaths has certified your Company Registration Document, ID document, Shareholding Certificates, VAT Registration, PAYE, UIF, Workman’s Compensation, Security Officers Board and CIDB Contractors Registration Certificates, if applicable; the stamp of certification should be on the front of the document if it is faxed to Quadrem TradeWorld.

•An original valid Tax Clearance Certificate is to be submitted. The validity period of a Tax Clearance Certificate is 12 months from date of issue. To maintain a verified status on the GPG Vendor Database, please ensure that Gauteng Shared Service Centre is always in possession of a valid Tax Clearance Certificate.

•Owners, Shareholders – Please ensure that the percentages of ownership of the individual shareholders amount to 100%. That is, provide details of all shareholders, and ensure that all fields are completed for each. Proof of the individual shareholding is to be submitted.

•Holding Companies & Trusts – Please contact the Vendor Database Call Centre on Tel 011 355 2222 should your business be owned by a holding company or a trust to request an alternative page 7.

•Co-operatives – The Co-operatives Act of 2005 makes allowances for co-operatives to engage in transactions as a legal body, in the same way as companies and other kinds of business enterprises do. Various levels and types of co-operatives exist and the Act requires all Co-operatives to be registered with the Registrar of Co-operatives. These include Agricultural, Consumer, Marketing & Supply, Housing, Financial, Social, Burial, Service, and Worker Co-operatives. Only registration certificates with an official seal of the Registrar of Co-operatives must be submitted.

•Individual HDI Shareholders in the Holding Company or Trust, who are actively involved in the daily operations and management of the company being registered, are to be included for the company to be considered for HDI Equity Ownership. Proof of the individual shareholding is to be submitted. Certified proof of identification needs to be provided for each shareholder.

•Certificates of Registration – Include certified copies of either your Contractors Registration Certificate, as issued by the Construction Industry Development Board (CIDB) – (If Applicable); or the Security Officer’s Board – Certificate of Registration, QMS Certificate, e.g., ISO 9000:2000; or Environmental Management System, e.g., ISO 14001 or Safety Management System, e.g., OSHA 18001; Attach certificates (if Applicable).

•Certificate of Correctness (page 9) – Please ensure that the Certificate of Correctness is signed and dated once all required data and documentation has been submitted.

•Collection points – Completed registration forms and supporting documentation can either be delivered or emailed to one of the addresses on the registration form or faxed to the numbers provided on the first page of the registration form. Please contact the helpdesk for additional collection points in outlying areas.

•Processing of registration – Your COMPLETED registration will be processed, and, once verified, will be approved and you will be issued with a Supplier Database / Vendor Management Registration Code to be used in all future communication with all of the above role players, including responses to Requests for Quotes and formal tenders. This letter of verification will be dispatched to the correspondence details supplied on the third page. Please note that this administration process of COMPLETED registration forms will take a minimum of 5 days. Once your registration has been included on the Gauteng Provincial Government Vendor Database your details will be accessible to procurement officials in the above organizations sharing in the GPG Vendor Database.

•Business Opportunities – Please note that registration on the Gauteng Provincial Government Vendor Database does not guarantee the receipt of business opportunities.

•Copies of Documents – Please keep copies of the registration form and all supporting documentation submitted, for your own records and to ensure that all data is maintained and up to date on a continual basis.

•Amendments – Please notify the Gauteng Provincial Government Vendor Database Helpdesk immediately of any changes to the verified information submitted. Submit a Certificate of Correctness with the amended data.

•Queries – Should you have any related queries or if you require assistance completing the registration form, please contact the Vendor Database Call Centre on Tel 011 355 2222

Vendor Form Word Document 20090403.doc	RFP08 REV2	RELEASE DATE:03/04/2009

GPG VENDOR DATABASE

Incorporating all Gauteng Provincial Government Departments managed centrally by Gauteng Shared Service Centre (GSSC)

These forms must be completed and submitted to one of the following. Contact the Vendor Database

Helpdesk for additional collection points.

	Gauteng Shared Service Centre	Gauteng Shared Service Centre
	Imbumba House	BEE Helpdesk
	75 Fox Street
		Private Bag X112
	Johannesburg
		Marshalltown
	BEE Helpdesk, First Floor
		Johannesburg
	Email: vendor.data@gauteng.gov.za
		2017
	Fax no: 011-634 0398
	Direct enquiries to the Vendor Database Call Centre :) 011 355 2222

PLEASE KEEP COPIES OF REGISTRATION FORM AND ALL DOCUMENTATION SUBMITTED

Name of Business

Trading Name

Registration No.

Please tick in box:	Y	N	N/A
Company Registration Document (Certified)
Proof of Ownership / Shareholder certificate (Certified)

Copy of ID for ALL shareholders (Certified)

Co-operatives – Registration Certificate

Proof of Banking Document

Proof of Annual Turnover ( Financial Report,Letter Fr (Or A Signed AFFIDAVIT)

UIF Document
Compensation Fund: Letter of Good Standing	Doc required if applic, yet not indicated on TCC
VAT Registration Document	Doc required if applic, yet not indicated on TCC
PAYE Document	No document required (TCC)

Income Tax Registration Document

An Original Valid Tax Clearance Certificate (TCC)

Security Officer’s Board Certificate

Contractors Registration Certificate (Issued by the CIDB)

Quality Management Certificates: (e.g. ISO 9000:2000)

Environmental Management System Certificate (e.g. ISO 14001)

Safety Management System Certificate (e.g. OSHA 18001)

Disability Documents

Conflict of Interest (Relationship)

Conflict of Interest (Business Interest)

Vendor Form Word Document 20090403.doc	RFP08 REV2	RELEASE DATE:03/04/2009

6 . BUSINESS INFORMATION ( M A N D A T O R Y F I E L D ) * *

The following table must be completed in order to establish whether a business can be classified as an SMME in terms of the National Small Business Amendment Bill pertaining to the National Small Business Act 102 of 1996. Indicate the sector by ticking the appropriate block in column 1 and then tick the corresponding information blocks in columns 2, 3 and 4.

If unsure of the applicable sector, please contact the Vendor Database Call Centre on 0861 225474

	COLUMN 1	COLUMN 2	COLUMN 3	COLUMN 4
	Sector or sub-sectors in accordance with the	Total full time equivalent of paid employees	Total annual turnover	Total gross asset value (fixed property
	Standard Industrial Council	TICK WHERE APPLICABLE	TICK WHERE APPLICABLE	excluded). TICK WHERE APPLICABLE
	Agriculture	MORE THAN 100	MORE THAN R 5m	MORE THAN R 5m
		LESS THAN 100	LESS THAN R 5m	LESS THAN R 5m
	Mining and Quarrying	MORE THAN 200	MORE THAN R 39m	MORE THAN R 23m
		LESS THAN 200	LESS THAN R 39m	LESS THAN R 23m
	Manufacturing	MORE THAN 200	MORE THAN R 51m	MORE THAN R 19m
		LESS THAN 200	LESS THAN R 51m	LESS THAN R 19m
	Electricity, Gas and Water	MORE THAN 200	MORE THAN R 51m	MORE THAN R 19m
		LESS THAN 200	LESS THAN R 51m	LESS THAN R 19m
	Construction	MORE THAN 200	MORE THAN R 26m	MORE THAN R 5m
		LESS THAN 200	LESS THAN R 26m	LESS THAN R 5m
	Retail, Motor Trade and Repair Services	MORE THAN 100	MORE THAN R 39m	MORE THAN R 6m
		LESS THAN 100	LESS THAN R 39m	LESS THAN R 6m
	Wholesale Trade, Commercial Agents &	MORE THAN 100	MORE THAN R 64m	MORE THAN R 10m
	Allied Services	LESS THAN 100	LESS THAN R 64m	LESS THAN R 10m
	Catering, accommodation & other Trade	MORE THAN 100	MORE THAN R 13m	MORE THAN R 3m
		LESS THAN 100	LESS THAN R 13m	LESS THAN R 3m
	Transport, Storage and Communications	MORE THAN 100	MORE THAN R 26m	MORE THAN R 6m
		LESS THAN 100	LESS THAN R 26m	LESS THAN R 6m
	Finance and Business Services	MORE THAN 100	MORE THAN R 26m	MORE THAN R 5m
		LESS THAN 100	LESS THAN R 26m	LESS THAN R 5m
	Community, Social & Personal Services	MORE THAN 100	MORE THAN R 13m	MORE THAN R 6m
		LESS THAN 100	LESS THAN R 13m	LESS THAN R 6m

Vendor Form Word Document 20090403.doc	RFP08 REV2	RELEASE DATE:03/04/2009

10.CERTIFICATE OF CORRECTNESS OF INFORMATION SUPPLIED IN THIS DOCUMENT

I/WE, THE UNDERSIGNED, WHO WARRANTS THAT HE/SHE IS DULY AUTHORISED TO DO SO ON BEHALF OF THE SUPPLIER, CERTIFIES THAT THE INFORMATION SUPPLIED IN TERMS OF THIS DOCUMENT, INCLUDING THE SUPPORTING DOCUMENTATION, IS CORRECT AND ACCURATE AND ACKNOWLEDGES THAT: -

1.The supplier will be required to furnish documentary proof of the claims if requested to do so.

2.If the information supplied is found to be incorrect then the client may, in addition to any remedies it may have: -

i.Recover from the contractor all costs, losses or damages incurred or sustained by the client as a result of the award of the contract, and/or

ii.Cancel the contract and claim any damages which the client may suffer by having to make less favourable arrangements after such cancellations: and/or

iii.Impose a penalty on the contractor as provided for in the relevant organisation’s regulations.

SIGNED ON THIS _________ DAY OF_________________ 200___ AT_________________________________

__________________________________	____________________________
(SIGNATURE)	IN HIS /HER CAPACITY AS
___________________________________
(PRINT NAME)

ON BEHALF OF THE (SUPPLIER’S NAME)______________________________________________________

NB - Your Tax Clearance Certificate is only valid for a twelve (12) month period from the date of issue. You will be required to submit an updated original, valid Tax Clearance Certificate on, or before expiry of the currently housed Tax Clearance Certificate, to maintain your Verified status on the GPG Vendor Database and thereby ensure your eligibility to conduct business with the Gauteng Provincial Government.

Failure to do so will result in your immediate suspension on the database, to be uplifted only when a new certificate is submitted.

Vendor Form Word Document 20090403.doc

RFP08 REV2

RELEASE DATE:03/04/2009

		Tick the			Tick the
Commodity		applicable	Commodity		applicable
Group	Description of Commodity Group	block/s	Group	Description of Commodity Group	block/s
	Live Plant, Animal Material,
10000000	Accessories, Suppliers		47000000	Cleaning Equipment, Supplies
	Mineral, textile, Inedible Plant, Animal
11000000	Materials		48000000	Service Industry Machinery, Equipment, Supplies
	Chemicals including Bio Chemicals,			Sports, Recreational Equipment, Supplies,
12000000	Gas Materials		49000000	Accessories
	Plastic, rubber, Foam, Film,
13000000	elastomeric Materials		50000000	Food Beverage, Tobacco Products
51000000	Drugs, Pharmaceutical Products		14000000	Paper Materials, Products
	Domestic Appliances, Supplies,			Fuels, Fuel Additives, Lubricants, Anti Corrosive
52000000	Consumer Electronic Products		15000000	Materials
	Apparel, Luggage, Personal Care
53000000	Products		20000000	Mining, well Drilling Machinery, Accessories
	Timepieces, Jewelry, Gemstone
54000000	Products		55000000	Published Products
	Farming, Fishing, Forestry, Wildlife
21000000	Machinery, Accessories		52000000	Furniture, Furnishings
	Machinery and Accessories for			Musical Instruments, Games, Toys, Arts, Crafts,
22000000	Building and Construction		49000000	Educational
	Industrial Manufacturing, Processing			Farming, Fishing, Forestry, Wildlife Contracting
23000000	Machinery, Accessories		70000000	Services
	Material Handling, Conditioning,
	Storage Machinery, their Accessories
24000000	and Supplies		71000000	Mining Oil, Gas Services
	Maintenance Services for Building			Commercial, Military, Private Vehicles, their
72000000	Industry		25000000	Accessories, Components
	Industrial Production, Manufacturing
73000000	Services		76000000	Industrial Cleaning Services
	Power Generation, Distribution
26000000	Machinery, Accessories		77000000	Environmental Services
27000000	Tools, General Machinery		78000000	Transportation, Storage, Mail Services
	Structures, Building, construction,			Management, Business Professionals, Administrative
30000000	Manufacturing Components		80000000	Services
31000000	Manufacturing Components, Supplies		32000000	Electronic Components, Supplies
	Research and Science Based			Electrical Systems, Lighting, components,
81000000	Services		39000000	Accessories, Supplies
	Editorial, Design, Graphic, Fine Art
82000000	Services		83000000	Public Utilities, Public Sector Related Services
				Distribution, Conditioning Systems, Equipment,
84000000	Financial, Insurance Services		40000000	Components
85000000	Healthcare Services		86000000	Education, Training Services
	Laboratory, Measuring, Observing,
41000000	Testing Equipment		42000000	Medical Equipment, Accessories, Supplies
	Travel, food, Lodging, Entertainment			Information Technology Communication, Computer
90000000	Services		43000000	Equipment
				National defense, Public Order, Security, Safety
91000000	Personal, Domestic Services		92000000	Services
	Office Equipment, Accessories,			Printing, Photographic, Audio, Visual Equipment,
44000000	Supplies		45000000	Supplies
93000000	Politics, Civic Affairs Services		94000000	Organisations, Clubs
	Defense, Law Enforcement, Security,
46000000	Safety Equipment, Supplies		95000000	Sale of Redundant or Obsolete Items and Scrap
91000000	Consultants

Vendor Form Word Document 20090403.doc

RFP08 REV2

RELEASE DATE:03/04/2009