registration of consultancy practices

REGISTRATION OF CONSULTANCY
PRACTICES
Form CICF2
IMPORTANT NOTICE



IT IS VERY IMPORTANT THAT YOU READ THE
PROCEDURES, RULES, TERMS AND CONDITIONS
FOR
REGISTRATION
INCLUDED
IN
THIS
DOCUMENT BEFORE ATTEMPTING TO FILL IN THE
REGISTRATION FORM.
INCOMPLETE FORMS WILL NOT BE CONSIDERED
AND THUS DELAY THE REGISTRATION PROCESS.
IT
IS
IMPORTANT
THAT
ALL
THE
DOCUMENTATION REQUESTED FOR SUBMISSION
ON REGISTRATION ACCOMPANY THIS DOCUMENT
UPON SUBMISSION.
Kingdom of Swaziland
Construction Industry Council
Established by Act No. 14 of 2013
Dlanubeka Building
Ground Floor, Suite No. 5
P.O. Box 5020
Mbabane
Swaziland
Tel: +268 404 9848
Fax: +268 404 8527
Email: [email protected]
Website: www.cic.co.sz
REGISTRATION OF CONSULTANCY PRACTICES
LETTER OF APPLICATION
The Chairperson
Construction Industry Council
P.O. Box
Mbabane
Suite No. 5, Ground Floor, Dlanubeka Building
Mbabane
Swaziland
Dear Sir/Madam
Being duly authorised to represent and act on behalf of.........................................................................................................................(herein under
referred to as “the Applicant”), in my capacity as the CEO/Managing Director of same and having reviewed and fully all the information requested, do
hereby apply to be considered for registration and categorisation/annual renewal with the Construction Industry Council for Building, Civil, Electrical,
Mechanical, Specialist Contractor Works (delete as appropriate).
I do consent and duly authorise the Construction Industry Council and/or its authorised agents to conduct ant enquiries or investigations to verify the
truthfulness of the statements, documents and the general information submitted in connection to this application, and to seek clarification from our
bankers and clients regarding any financial and technical aspects of the application.
This letter of application will also serve as authorisation to any individual or authorised representative of any institution referred to in the supporting
information, to provide information deemed necessary and as would be requested by yourselves (Construction Industry Council or your Agents) to
verify statements and information provided in this application, such as the resources, experience and compliance of the Applicant.
I also understand that should the findings of such an exercise indicate dishonesty on my part, my application would not be considered and as such my
company would not be registered and categorised.
Signed:..................................................................
Form CICF2
Date:.................................................................
Page 2
REGISTRATION OF CONSULTANCY PRACTICES
PROCEDURE, RULES, TERMS AND CONDITIONS
FOR THE REGISTRATION OF CONSULTANCY PRACTICES
1) Procedure for registration: Procedure for registration: The Consultancy Practice shall submit an application in the prescribed proforma to the
Construction Industry Council (CIC) together with necessary documents in support of his application. The CIC will take action to verify the
credentials and antecedents of the Consultancy Practice and issue a “Registration Certificate” to it in the work discipline applied for.
a) Work Discipline
The registration of Consultancy Practices shall be done for the following work discipline:
i.
Civil Engineering (CE);
ii.
Architecture (A);
iii.
Quantity Surveying (QS);
iv.
Electrical Engineering (EE),
v.
Mechanical Engineering (ME); and
vi.
Allied Professionals (i.e. Project Managers, Interior Designers, Environmentalists Property Valuers, Town Planners)
b) Conditions for Categorization of Consultancy Practices
Categorization of Consultancy Practices shall be twofold, i.e. Swazi or Foreign. There shall be a categorisation of Consultancy Practices as determined
by the Council Board and the Council Board shall consider the following factors in the categorization process:
i.
Ownership
Number of shares held by Swazi citizens
The majority of key/main shareholders of the company are permanently resident in Swaziland
ii.
Investment
Foreign construction industry professionals having their principle offices in Swaziland.
The following documents will be required when submitting the application form for registration:
i.
Certified copies of form J Register of directors (for current shareholders);
ii.
Share certificates;
iii.
Form C (annual company return) if appropriate;
iv.
Certified copy of current Tax Clearance Certificate;
v.
Certified copy of current trading license;
vi.
Certified copies of work permits of both foreign directors and employees;
Form CICF2
Page 3
REGISTRATION OF CONSULTANCY PRACTICES
vii.
viii.
ix.
Certified copies of identity documents;
Professional indemnity.
Proof of registration with relevant association.
The following information must be provided:
i.
Full contact details (business address, telephone, e-mail, contact person);
ii.
Company profile detailing the main business of the company;
iii.
Resumes of all Professional, Management, and Supervisory staff, including their technical and academic qualifications.
iv.
Certified copies of Professional Registration Certificates (if applicable), for all Professional, Management and supervisory staff.
v.
Record of past performance of similar consultancy services, and contact details of references.
b) Fees
Consultancy Practices
Swazi Consultancy Practices shall pay a registration fee of E5 000 and an annual renewal fee of E4 000. A Foreign Consultancy Practice shall
pay E10 000 upon registering with the CIC and E10 000 as an annual renewal fee.
Bank Details
Name of Bank: Swazi Bank
Name of Account: Construction Industry Council
Type of Account: Call Account
Account No.: 7703 685 7201
Branch Code: 770009
NB: Bank Deposit slip shall be produced as proof of payment upon submitting registration form.
c) Processing Time
Applications for registration shall be open from the 16th January to the 15th March of each and every year. Thereafter registration certificates shall be
issued and a list of registered Consultancy Practices shall be published at the end of March of every year with the exception of new applications. After
this process, registration certificates shall be issued and a list of further registered Consultancy Practices shall be published at the end of September of
each year, with the exception of new applicants.
Form CICF2
Page 4
REGISTRATION OF CONSULTANCY PRACTICES
2) Rules for Registration: The Registration of Consultancy Practices shall be done at the Construction Industry Council (CIC) offices.
a) Firms wishing to be registered as a Consultancy Practice shall lodge an application with the CIC in form CICF2.
b) A Consultancy Practice shall renew its registration every (1) one year.
c) In the case of joint ventures, any changes in the Partners/Directors shall be reported to the CIC within one month of the date of such change.
d) The name, address and other particulars of the construction industry practice should exactly match with those mentioned in all the
License/Registrations/Certificates issued by various authorities. It is Consultancy Practice's responsibility to keep all the
Licenses/Registrations/Certificates issued by various authorities up to date. A consultant should produce all the renewed
Licenses/Registrations/Certificates to the CIC well before their expiry.
e) A Consultancy Practice should be registered with the Ministry responsible for trading license registration either as a limited liability company,
partnership or sole proprietorship.
f) In submitting an application for registration, the applicant will be taken to have authorised the CIC to make all necessary enquiries relating to
the applicant. Applicants are required to attach scanned references from clients/consultants of the projects.
g) A Consultancy Practice should have a staff that is qualified and experienced.
h) The Consultancy Practice shall have a full time Principal with a professional qualification who shall be responsible in overseeing the entire
operations of the Practice. For purposes of verification, the Consultancy Practice will have to submit the necessary academic and qualification
certificates.
i) In the event that the Principal is based in a foreign country, the following shall be required:
- Certified copy of his or her identity documents.
- Certified copies of the qualifications and experience.
- Original police clearance report from their country of origin.
- Original clearance report from a professional association in which they are affiliated to in their country of origin.
- Full contact details.
j) Consultancy Practices will be required to have an established office from which to operate from.
k) Late renewal will carry a penalty of 20% of the renewal fees.
Form CICF2
Page 5
REGISTRATION OF CONSULTANCY PRACTICES
(Please Position Association Stamp on Text Box Below)
SECTION A - Type of Application
Association Name:
i) New Application for Registration
iii) Registration Renewal
Name of Authorised Officer:
Signature of Authorised Officer:
SECTION B - Company Details
Name of Company:
Trading as:
Type of Company:
Sole Proprietorship
Partnership
Foreign Company
Joint Venture
Public
Private
Other:
Subsidiary
(please specify)
Date of Registration:
Place of Registration of Company:
Company Registration Number:
Tax Registration Number:
Company Physical Address in Swaziland:
Company Head Office Physical Address:
Head Office Postal Address:
Form CICF2
Page 6
REGISTRATION OF CONSULTANCY PRACTICES
Telephone No.:
Fax:
Work Discipline Applying for:
Civil Engineering
Quantity Surveying
Other :
Email:
Architecture
Electrical Engineering
Mechanical Engineering
(Specify)
Business Representative: Name:
Fax:
Position:
Cell No.:
Email:
Signature:
Directorship and Share Dividends (submit certified copy of qualifications, CVs and share certificates)
Name of Director(s)
Form CICF2
Nationality
Qualifications
ID No.
Country of Residence
Cellphone No.
% Shares
Page 7
REGISTRATION OF CONSULTANCY PRACTICES
Management Decisions and Control (submit certified copies of qualifications and CVs)
Name
Management/Supervisory Position
Form CICF2
Activity Responsible for
Education Level
Qualifications
Nationality
ID/passport No.
Page 8
REGISTRATION OF CONSULTANCY PRACTICES
Permanent Professional and Technical Staff (begin with professional staff and submit certified copies of their qualifications and CVs)
Name
Position
Form CICF2
Years of Experience
Qualifications
Nationality
ID/Passport No.
Activity Responsible for
Page 9
REGISTRATION OF CONSULTANCY PRACTICES
Determining Financial Capability:
i) Annual Turnover (attach financial statements for the 3 years immediately preceding the application)
Financial 1 Year end:
Total Turnover:
Financial Year 2 end:
Total Turnover:
Financial Year 3 end:
Total Turnover:
ii) Available Capital (attach financial statements for the 3 financial years immediately preceding the application and , if applicable, the description and proof of financial
assistance)
Company's Banks
Bank Name
Branch Name
Branch Code
Account Holder Name
Account Number
Account Type
Telephone No.
iii) From Annual Financial Statements
Total Assets (submit inventory of plant and equipment with copies of registration booklets and or receipts and state their sizes and ages) E
Total Liabilities (as per the latest financial statements) E
Form CICF2
Page 10
REGISTRATION OF CONSULTANCY PRACTICES
Track Record (list principal projects executed in the last 5 years and submit certificates of completion for each project)
Project Name
Form CICF2
Location
Completion Date
Contract Sum
Client and Telephone No.
Type of Contractor Work (eg
main contractor, subcontractor, joint venture) and
total percentage value of share
of the contract if applicable.
Page 11
REGISTRATION OF CONSULTANCY PRACTICES
Current Workload
Project Name
Form CICF2
Location
Contract Status
Contract Sum
Client and Telephone No.
Type of Contractor Work (eg
main contractor, subcontractor, joint venture) and
total percentage value of share
of the contract.
Page 12
REGISTRATION OF CONSULTANCY PRACTICES
DECLARATION
I/We declare that all the particulars and information provided in this application are complete, correct and true and we agree that in the event that any of the
particulars or information provided is are found to be untrue or fraudulent, my/our registration as a contractor with the Construction Industry Council may be
revoked.
I/We also declare that all the documentation that was submitted to the Council for registration is correct and true.
I/We agree that in the event of revocation of registration, any registration fees paid to the Construction Industry Council shall be forfeited.
I/We declare that in the event that the nature of my/our business changes and/or I/we no longer carry out operations in terms of our registration I/we will
notify the Construction Industry Council in which case my/our registration may be revoked or my/our classification and categorisation may be revised.
Declared at……………………this …… day of ………………………….20….…… by the following, who are duly authorised to sign.
_________________________
Name (Print)
_____________________________
Signature
__________________________
Title/Designation
Witnessed by:
_________________________
Name (Print)
Form CICF2
_____________________________
Signature
__________________________
Title/Designation
Company Stamp
Page 13
REGISTRATION OF CONSULTANCY PRACTICES
For Official Use:
Date of Receipt of Application:
d
d
m M y
y
y
y
CIC Stamp
Registration Certificate No:......................................Details Verified: Yes
Approved: : Yes
No
No
Signature of Approving Officer: ........................................................................................
Form CICF2
Page 14