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16.2.3.8 Unless o<strong>the</strong>rwise indicated in <strong>the</strong> bid documents, <strong>the</strong> Municipality shall not be liable for
any expenses incurred in <strong>the</strong> preparation and submission of a bid.
16.2.3.9 Duty <strong>to</strong> plan for invitation of tenders
The Municipality must, prior <strong>to</strong> making an invitation for tenders:
(a) properly plan for, and, as far as possible, accurately estimate <strong>the</strong> costs of, <strong>the</strong>
provision of services or goods for which an invitation for tenders is <strong>to</strong> be made;
(b) determine <strong>the</strong> appropriate preference point system <strong>to</strong> be utilized in <strong>the</strong> evaluation of
<strong>the</strong> tenders;
(c) Determine <strong>the</strong> deliverables or performance indica<strong>to</strong>rs in terms of which a person
awarded a contract will be assessed as contained in <strong>the</strong> Preferential Procurement
Legislation.
16.2.4 Two – stage bidding process
16.2.4.1 A two-stage bidding process is allowed for:
(a) large complex projects;
(b) projects where it may be undesirable <strong>to</strong> prepare complete detailed technical
specifications; and
(c) long term projects with a duration period exceeding three years;
16.2.4.2 In <strong>the</strong> first stage technical proposals on conceptual design or performance specifications
should be invited, subject <strong>to</strong> technical as well as commercial clarifications and
adjustments.
16.2.4.3 In <strong>the</strong> second stage final technical proposals and priced bids should be invited.
16.2.5 Issuing of bid documentation
16.2.5.1 Bid documents and any subsequent notices shall only be issued by <strong>the</strong> SCM Sub-
Department.
16.2.5.2 A non-refundable bid charge, as required in <strong>the</strong> bid notice, may be raised by <strong>the</strong>
Municipality for bid documents.
16.2.5.2 Details of all prospective bidders who have been issued with bid documents shall be
recorded by <strong>the</strong> SCM Sub-Department. Such details shall include:
(a) <strong>the</strong> legal and full name of <strong>the</strong> person/company/closed corporation/firm drawing
documents;
(b) a contact person;
(c) a contact telephone number;
(d) a contact fax number;
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