Construction Tenders

Returnable Documents:

1. The allocation of scope of work for the service providers will be done on rotational basis as and when required. 2. The service providers who performs substandard work will be obliged to correct the work at their own cost within 24 hours of receiving an instruction from the municipality. 3. The Service providers who performs substandard work twice within two successive work orders will forfeit the work order to the next service provider in line, and so is the service provider who declines allocation of work order. 4. The penalty for continuous poor performance shall be four months’ suspension for new work order allocations and ultimate termination of the contract. 5. Variation of price for special materials (Bitumen, Emulsion, Cold and Hot Mix Asphalt) shall be applicable for the duration of the contract. 6. The contractor shall substantiate the variation for the rate or price with acceptable documentary evidence from the applicable refinery supplying the bitumen. 7. The following documents will be required to supplement application for adjustment of price for special materials:  Construction Material Price Index for the month.  Base rate and quotations from 3 different manufactures or suppliers for the past three months.  Detailed Calculations for contract price adjustment provisions per each quotation, the calculations should detail the cost of raw material, transportation, labour prior, and during price increase.  Updated price schedule for the blend, petroleum, and asphalt.  Gazette inflation rate from petroleum or Department of energy. Project Description: Appointment of Twenty (20) Service Providers for Routine Road Maintenance in Polokwane Municipal Area as and when required for a period of three (3) years. Bid Number: PM26-25/2026 MBD 6.1 PREFERENCE POINTS CLAIM FORM IN TERMS OF THE PREFERENTIAL PROCUREMENT REGULATIONS 2022 This preference form must form part of all tenders invited. It contains general information and serves as a claim form for preference points for specific goals. NB: BEFORE COMPLETING THIS FORM, TENDERERS MUST STUDY THE GENERAL CONDITIONS, DEFINITIONS AND DIRECTIVES APPLICABLE IN RESPECT OF THE TENDER AND PREFERENTIAL PROCUREMENT REGULATIONS, 2022 1. GENERAL CONDITIONS 1.1 The following preference point systems are applicable to invitations to tender: - the 80/20 system for requirements with a Rand value of up to R50 000 000 (all applicable taxes included); and 1.2 To be completed by the organ of state a) The applicable preference point system for this tender is the 80/20 preference point system. 1.3 Points for this tender (even in the case of a tender for income-generating contracts) shall be awarded for: (a) Price; and (b) Specific Goals. 1.4 To be completed by the organ of state: The maximum points for this tender are allocated as follows: POINTS PRICE 80 SPECIFIC GOALS 20 Total points for Price and SPECIFIC GOALS 100 1.5 Failure on the part of a tenderer to submit proof or documentation required in terms of this tender to claim points for specific goals with the tender, will be interpreted to mean that preference points for specific goals are not claimed. 1.6 The organ of state reserves the right to require of a tenderer, either before a tender is adjudicated or at any time subsequently, to substantiate any claim in regard to preferences, in any manner required by the organ of state. 2. DEFINITIONS (a) “tender” means a written offer in the form determined by an organ of state in response Project Description: Appointment of Twenty (20) Service Providers for Routine Road Maintenance in Polokwane Municipal Area as and when required for a period of three (3) years. Bid Number: PM26-25/2026 to an invitation to provide goods or services through price quotations, competitive tendering process or any other method envisaged in legislation; (b) “price” means an amount of money tendered for goods or services, and includes all applicable taxes less all unconditional discounts; (c) “rand value” means the total estimated value of a contract in Rand, calculated at the time of bid invitation, and includes all applicable taxes; (d) “tender for income-generating contracts” means a written offer in the form determined by an organ of state in response to an invitation for the origination of income-generating contracts through any method envisaged in legislation that will result in a legal agreement between the organ of state and a third party that produces revenue for the organ of state, and includes, but is not limited to, leasing and disposal of assets and concession contracts, excluding direct sales and disposal of assets through public auctions; and (e) “the Act” means the Preferential Procurement Policy Framework Act, 2000 (Act No. ). 3. FORMULAE FOR PROCUREMENT OF GOODS AND SERVICES 3.1. POINTS AWARDED FOR PRICE 3.1.1 THE 80/20 OR 90/10 PREFERENCE POINT SYSTEMS A maximum of 80 or 90 points is allocated for price on the following basis: 80/20 or 90/10 Pt−Pmin Pt−Pmin Ps= 80(1− ) or Ps= 90(1− ) Pmin Pmin Where Ps = Points scored for price of tender under consideration Pt = Price of tender under consideration Pmin = Price of lowest acceptable tender 3.2. FORMULAE FOR DISPOSAL OR LEASING OF STATE ASSETS AND INCOME GENERATING PROCUREMENT 3.2.1. POINTS AWARDED FOR PRICE A maximum of 80 or 90 points is allocated for price on the following basis: 80/20 or 90/10 Pt−Pmax Pt−Pmax Ps= 80(1+ ) or Ps= 90(1+ ) Pmax Pmax Where Ps = Points scored for price of tender under consideration Pt = Price of tender under consideration Project Description: Appointment of Twenty (20) Service Providers for Routine Road Maintenance in Polokwane Municipal Area as and when required for a period of three (3) years. Bid Number: PM26-25/2026 Pmax = Price of highest acceptable tender 4. POINTS AWARDED FOR SPECIFIC GOALS 4.1. In terms of Regulation 4(2); 5(2); 6(2) and 7(2) of the Preferential Procurement Regulations, preference points must be awarded for specific goals stated in the tender. For the purposes of this tender the tenderer will be allocated points based on the goals stated in table 1 below as may be supported by proof/ documentation stated in the conditions of this tender: 4.2. In cases where organs of state intend to use Regulation 3(2) of the Regulations, which states that, if it is unclear whether the 80/20 or 90/10 preference point system applies, an organ of state must, in the tender documents, stipulate in the case of— (a) an invitation for tender for income-generating contracts, that either the 80/20 or 90/10 preference point system will apply and that the highest acceptable tender will be used to determine the applicable preference point system; or (b) any other invitation for tender, that either the 80/20 or 90/10 preference point system will apply and that the lowest acceptable tender will be used to determine the applicable preference point system, then the organ of state must indicate the points allocated for specific goals for both the 90/10 and 80/20 preference point system. Table 1: Specific goals for the tender and points claimed are indicated per the table below. (Note to organs of state: Where either the 90/10 or 80/20 preference point system is applicable, corresponding points must also be indicated as such. Note to tenderers: The tenderer must indicate how they claim points for each preference point system.) Number of points Number of points claimed allocated MEANS OF VERIFICATIONThe specific goals (80/20 system) (80/20 system)allocated points in DOCUMENTS (To be terms of this tender (To be completed completed by REQUIRED by the organ of the tenderer) state) Ownership of 51% or CSD/Company registration copy 5 more by persons and ID Copies of directors who are black Ownership of 51% or CSD/Company registration copy 5 more by persons and ID Copies of directors who are woman Ownership of 51% or Medical report indicating 4 more by persons disability who are disable Ownership of 51% or CSD/Company registration copy 4 more by persons and ID Copies of directors who are youth Project Description: Appointment of Twenty (20) Service Providers for Routine Road Maintenance in Polokwane Municipal Area as and when required for a period of three (3) years. Bid Number: PM26-25/2026 Ownership by municipal rates and taxes 2 persons who are statement of account/ signed valid leasing agreement/Letter residing within from tribal authority jurisdiction of Polokwane Municipality Total points claimed 20 Table 2: Business entity ownership disclosure Bidders must list all shareholders and provide ownership information in terms of the business entity registration certificate Full Names Identity Number % of South Race Gender Disable Youth Local ownership African (Yes/No) (Yes/No) enterprise (Yes/No) (Yes/No) DECLARATION WITH REGARD TO COMPANY/FIRM 4.3. Name of company/firm............................................................................... 4.4. Company registration number: ..................................................................... 4.5. TYPE OF COMPANY/ FIRM  Partnership/Joint Venture / Consortium  One-person business/sole propriety  Close corporation  Public Company  Personal Liability Company  (Pty) Limited  Non-Profit Company  State Owned Company [TICK APPLICABLE BOX] Project Description: Appointment of Twenty (20) Service Providers for Routine Road Maintenance in Polokwane Municipal Area as and when required for a period of three (3) years. Bid Number: PM26-25/2026 4.6. I, the undersigned, who is duly authorised to do so on behalf of the company/firm, certify that the points claimed, based on the specific goals as advised in the tender, qualifies the company/ firm for the preference(s) shown and I acknowledge that: i) The information furnished is true and correct; ii) The preference points claimed are in accordance with the General Conditions as indicated in paragraph 1 of this form; iii) In the event of a contract being awarded as a result of points claimed as shown in paragraphs 1.4 and 4.2, the contractor may be required to furnish documentary proof to the satisfaction of the organ of state that the claims are correct; iv) If the specific goals have been claimed or obtained on a fraudulent basis or any of the conditions of contract have not been fulfilled, the organ of state may, in addition to any other remedy it may have – (a) disqualify the person from the tendering process; (b) recover costs, losses or damages it has incurred or suffered as a result of that person’s conduct; (c) cancel the contract and claim any damages which it has suffered as a result of having to make less favourable arrangements due to such cancellation; (d) recommend that the tenderer or contractor, its shareholders and directors, or only the shareholders and directors who acted on a fraudulent basis, be restricted from obtaining business from any organ of state for a period not exceeding 10 years, after the audi alteram partem (hear the other side) rule has been applied; and (e) forward the matter for criminal prosecution, if deemed necessary. .............................................. SIGNATURE(S) OF TENDERER(S) SURNAME AND NAME: ................................................................ DATE: ............................................................... ADDRESS: ............................................................... ............................................................... ............................................................... ............................................................... Project Description: Appointment of Twenty (20) Service Providers for Routine Road Maintenance in Polokwane Municipal Area as and when required for a period of three (3) years. Bid Number: PM26-25/2026 ANNEXURE A SUPPLY CHAIN MANAGEMENT EVALUATION PROCESS AND CRITERIA The following evaluation process and criteria will be used to evaluate all bids submitted: 1. Administrative Compliance – Phase One 1.1 All bids duly lodged will be examined to determine compliance with bidding requirements and conditions. Bids with obvious deviations from the requirements/conditions, will be eliminated from further evaluation. Critical Criteria: The following critical criteria have been identified for this bid and any non-compliance thereto will lead to the bid being regarded as non-responsive and disqualified from further evaluation:  Authority to sign filled in full  All Pages initialed  Certified ID Copies of All Directors/Members/Shareholders of The Company/Business (If JV, For Both)  Valid original tax compliance status certificate (If JV, For Both)  Joint venture agreement (Where applicable)  BOQ in black ink  Signed for all alteration and in the BOQ  Central Supplier Database (CSD) report (If JV, For Both)  Company certificate  CIDB grading certificate (3CE or Higher)  Municipal rates and taxes/Lease agreement/Local tribal authority letter (For company and all the directors) not older than 3 months  Completed and signed Invitation to bid (MBD1)  Completed and signed declaration of interest (MBD4)  Completed and signed preference points claim form (MBD6.1)  Completed and signed declaration on past SCM practices form (MBD8)  Completed and signed certificate of independent bid determination (MBD9)  Completed and signed declaration for procurement above R10 million (Including tax) (MBD5) Project Description: Appointment of Twenty (20) Service Providers for Routine Road Maintenance in Polokwane Municipal Area as and when required for a period of three (3) years. Bid Number: PM26-25/2026 2. Functionality – Phase Two (100 points allocation) The bidders who complied administratively are considered for further evaluation on ability to execute the project. The assessment of functionality will be done in terms of the evaluation criteria and minimum threshold as specified. A bid will be disqualified if it fails to meet the minimum threshold for functionality as per the bid invitation. TABLE A1: Points Allocation Breakdown EVALUATION ON QUALITY/FUNCTIONALITY AND SPECIFIC GOALS: 100 FUNCTIONALITY ASSESSMENT CRITERIA CRITERIA POINTS ALLOCATION (WEIGHT) 1. Applicable Experience and Qualifications of personnel 30 2. Bidder’s Experience in Similar Projects 30 3. Plant and Equipment 30 4. Financial standing/Ability to execute the project OVERALL EVALUATION SCORE 100 2.1 TABLE A2: CRITERIA 1: EXPERIENCE AND QUALIFICATION OF PERSONNEL (30 points) CRITERIA 1: APPLICABLE EXPERIENCE AND QUALIFICATIONS OF PERSONNEL WEIGHT: 30 POINTS REQUIREMENT POINTS ALLOCATED (WEIGHT) POINTS B. Degree or M. Degree in the Civil Engineering or Qualification: 4 Contracts Construction Management environment. Manager/ Minimum of 5 years’ experience in roads and Construction Experience: stormwater related projects after Professional 3 Project Registration. Manager Must be professionally registered with ECSA as Pr Eng Professional / Pr Tech or with SACPCMP as a professional 3 Registration: Construction Project Manager Minimum National Diploma in the Civil Engineering or Qualification: 4 Construction Management environment. Site Agent Must be professionally registered with ECSA as Pr Eng Professional / Pr Tech or with SACPCMP as a professional 3 Registration: Construction Project Manager Minimum of 3 years’ experience in roads and Experience: stormwater related projects after Professional 3 Registration EPWP Minimum NQF level 5 accreditation on LIC: (5 Points) 5Requirement Construction Construction Health and Safety Manager with SACPCMP registration Health and 5 and minimum 3 years’ experience: (5 Points) Safety Project Description: Appointment of Twenty (20) Service Providers for Routine Road Maintenance in Polokwane Municipal Area as and when required for a period of three (3) years. Bid Number: PM26-25/2026 Manager (SACPCMP registration) MAXIMUM POINTS NB. Please take note of the following:  Attach Qualification and PR registration of own staff  Original certified copies of qualifications not older than six (6) months along with a detailed CV of personnel. Certificates not certified will score ZERO points.  Professional registrations must be certified by Commissioner of Oath and must be valid for not older than six (6) months 2.2 TABLE A3: CRITERIA 2: EXPERIENCE OF THE COMPANY (30 points) RELEVANT EXPERIENCE IN SIMILAR PROJECTS FOR COMPANY NB: Attach Appointment letter and completion certificate in similar experience CRITERIA 2: BIDDER’S EXPERIENCE IN SIMILAR PROJECTS WEIGHT: 30 POINTS POINTS ALLOCATED REQUIREMENT (Max) POINTS PREVIOUS EXPERIENCE OF THE COMPANY. 8+ Projects 30  Relevant experience in similar projects for Company.  Attach Appointment letter and completion 6 to 7 Projects 25 certificate for similar experience 4 to 5 Projects 20 2 to 3 Projects MAXIMUM POINTS 30 Project Description: Appointment of Twenty (20) Service Providers for Routine Road Maintenance in Polokwane Municipal Area as and when required for a period of three (3) years. Bid Number: PM26-25/2026 2.2 TABLE A4: CRITERIA 3: PLANT AND EQUIPMENT (30 points) This will be assessed against a minimum number of different types of plant and equipment required to successfully complete the project within the stipulated construction period as determined by the engineer/SBU. Access to plant may be in a form of ownership, hire or leasing arrangements, orders etc. A letter of intent from hiring or leasing companies stating the number and type of plant and equipment on which arrangement has been made must be submitted. Any changes to the lease/hire agreement must be approved by the Municipality prior commencement. NB. 50% of points will be allocated to equipment leased/hired. Consultants Estimation (A) Plant and equipment points (B) Minimum Plant (C) Bidder Plant (D) Bidder Plant required allocation required own hire Tipper Truck (6 – 10m3) (3 8 2 points each) TLB 8 1 Water Tanker 6 1 LDV Bakkie 4 1 Flat Bed 4 1 MAXIMUM POINTS 30 NB. Proof of ownership on plant and equipment or hire/leasing indicated above must be submitted with the bid document. Failing to submit will result in disqualification of points. 2.3 Financial Status (10 points) TABLE A5: CRITERIA 4: FINANCIAL REFERENCES CRITERIA 3: FINANCIAL REFERENCE WEIGHT: 10 POINTS POINTS ALLOCATED