SUPPLIER DATABASE REGISTRATION FORMS

1 CIVILIAN SECRETARIAT FOR POLICE SUPPLIER DATABASE REGISTRATION form Page 1 of 30 SUPPLIER s Initials SUPPLIER DATABASE REGISTRATION FORMS Private Bag X922, PRETORIA, 0001 Van Erkom Building, Van Erkom Arcade, 7th Floor, 217 Pretorius Street PRETORIA, Tel: (012) 393 2500/2/3, Fax (012) 393 2536/8, WEB: CIVILIAN SECRETARIAT FOR POLICE SUPPLIER DATABASE REGISTRATION form Page 2 of 30 SUPPLIER s Initials What to do with the completed application form ? Double check that you have correctly filled in all the required information Use the attached checklist to make sure that you have all the required supporting information.

2 To submit your application: Make a photocopy of the application to keep for your own records. Hand Deliver or Mail your application along with all the supporting information to: PRETORIA OFFICE ADDRESS: Physical Address Postal Address Civilian Secretariat for Police Supply Chain Management Van Erkom Building, 7th Floor 217 Pretorius Street Pretoria 0001 Civilian Secretariat for Police Supply Chain Management Private Bag X922 Pretoria 0001 Enquiries can be directed to: Ms LN Mokoena Contact No. 012 393 1883 CAPE TOWN OFFICE ADDRESS: Physical Address Ministry of Police, 120 Plein Street, Cape Town, Room 9-24.

3 Enquiries can be directed to: Ms S Samuels Contact No. 021 467 7020 CIVILIAN SECRETARIAT FOR POLICE SUPPLIER DATABASE REGISTRATION form Page 3 of 30 SUPPLIER s Initials IMPORTANT NOTES Please read carefully: This questionnaire must be completed by all vendors seeking REGISTRATION as an approved SUPPLIER on CSP DATABASE and it must be signed by an authorized person in the vendor s organization. A company profile may accompany the REGISTRATION form , but will not be accepted as a substitute for the application form .

4 Applicants will in most cases, be contacted via fax and must therefore submit an operating fax number. It should be noted that CSP reserves the right to accept or reject any application without being obliged to give any reasons in this respect. INTRODUCTION SUPPLIERS seeking REGISTRATION AS approved SUPPLIER ON THE DATABASE OF THECIVILIAN SECRETARIAT FOR POLICE (CSP) The Civilian Secretariat for Police (CSP) is an institution responsible for conducting civilian oversight over the police service and to provide the Minister of Police with strategic support. The CSP derives its mandate from the Constitution of the Republic of South Africa, Act 108 of 1996. The CSP operates directly under the Minister of Police.

5 Suppliers are herewith invited to register as approved suppliers on the DATABASE of CSP. In order to comply with the procedures set out in the Supply Chain Management guidelines and the Public Finance Management Act, 1999 (Act 1 of 1999) (PFMA), the CSP has to develop a SUPPLIER DATABASE to be used by the Supply Chain Management Unit for acquisition of goods and services. Although preference will be given to suppliers on the DATABASE , it does not necessarily follow that suppliers who are not yet on the DATABASE will be totally exempted from quoting for the supplying of goods or services to CSP. It is envisaged however, that this DATABASE will contribute to the efficient administration and compliance with the PFMA.

6 CIVILIAN SECRETARIAT FOR POLICE SUPPLIER DATABASE REGISTRATION form Page 4 of 30 SUPPLIER s Initials All the applications for REGISTRATION as a service provider must be accompanied by the following documents where applicable ANNEXURE REQUIRED INFORMATION/ DOCUMENTS YES NO A* SUPPLIER DATABASE Application form fully completed and signed. Physical Address and contact details provided B* SUPPLIER REGISTRATION Documents attached (CIPRO/ CIPC) C* Original valid/ current Tax Clearance Certificate Expiring date: D Vat REGISTRATION E* Copy of Identity Document(s) for the Director(s)/ Shareholder(s) F Original/ certified copy of the B-BBEE Certificate G* Company Profile H SANS / SABS certificate I Shareholding Agreements J* List of Commodities maximum of five (5) selected K Unemployment Insurance Fund L COIDA REGISTRATION or letter of good standing M Occupational Health and Safety Certificate N Patent Certificate (if applicable)

7 O* SUPPLIER Maintenance fully completed and signed, original recent bank letter/ original cancelled cheque, and that the banking details on either bank letter or cancelled cheque correspond with that completed on the form . Banking details form must be stamped. P* Declaration of interest Commissioner of Oaths Q* Declaration of Interest (SBD 4) fully completed and signed R* Declaration of bidders interest past SCM practices (SBD 8) S* Certificate of Independent Bid Determination (SBD 9) T* The entity and director(s)/ shareholder(s) are not listed on the National Treasury DATABASE of Restricted Suppliers U* The entity and director(s)/ shareholder(s) are not listed on the National Treasury Register for Tender Defaulters *Compulsory IMPORTANT NOTE.

8 THE CSP RESERVES THE RIGHT TO SUBJECT ANY SUPPLIER /S WILLING TO BE REGISTERED ON THE CSP SUPPLIER DATABASE TO STATE SECURITY AGENCY (SSA) FOR VETTING. For further clarification please contact: SCP Supply Chain Management Tell: 012 393 2500/2/3 email SECTION 1: TERMS AND CONDITIONS APPLICATION PROCEDURE Service providers wishing to register may do so by completing the REGISTRATION form applicable on CSP s website or obtainable from CSP s Offices. DURATION OF REGISTRATION Suppliers acceptable to the CSP shall remain on the DATABASE for a period of 24 months from the date of acceptance. CSP reserves the right to either accept or reject any application.

9 CIVILIAN SECRETARIAT FOR POLICE SUPPLIER DATABASE REGISTRATION form Page 5 of 30 SUPPLIER s Initials UPDATING INFORMATION Suppliers shall be responsible to ensure that information is updated as and when such change occurs. Information must be submitted to CSP s Supply Chain Management Unit. MONITORING OF SUPPLIER PERFORMANCE CSP will monitor suppliers performance on projects awarded. The evaluation will assist the CSP on any future work that may be awarded. PRIVACY Information supplied will be treated as confidential and will only be for CSP s use, unless required by law. SUBMISSION OF FORMS Only signed original application FORMS will be accepted.

10 No alteration on the application form will be Permitted. Faxed or emailed applications will not be accepted. SECTION 2: TERMINOLOGY Commodities: The goods and services the company wishes to register for as a SUPPLIER to CSP. Ownership: Having all the customary elements of ownership, including the right of decision-making and sharing all the risks and profits corresponds with the degree of ownership interests as demonstrated by an examination rather than the form of ownership arrangements. Trade Names: The trade names that the company owns or distributes, which you wish to be registered for as a SUPPLIER to the department.