Panel of contractors for maintenance of water treatment works, wastewater works and pump stations – moqhaka local municipality (3-Year contract)

Compulsory briefing: Wednesday 05 August 2026, 11:00-12:00, at Allen Rautenbach Hall, Hill Street, Kroonstad. Attendance is compulsory; bids from non-attendees will not be accepted.

Closing: Monday 07 September 2026 at 12h00 noon.

Validity period: 120 days from closing date.

SCM enquiries: Supply Chain Management Unit, telephone 056 216 9185, email [email protected]. SCM offices open Monday-Friday 08:00-16:30 at Corner 11 & 12 Way, Magasyn/Stores, Industrial, Kroonstad.

Technical enquiries: contact person as specified in the advert.

Submission address: bid box at Corner 11 & 12 Way, Magasyn/Stores, Industrial, Kroonstad.

Submission channel: sealed envelope deposited in the bid box at Corner 11 & 12 Way, Magasyn/Stores, Industrial, Kroonstad, by 12h00 on the closing date. Envelope must be endorsed with the tender number and title. No email, fax, or late submissions accepted.

Returnable documents: original tender document completed in black ink and signed by an authorised signatory; MBD1 (Invitation to Bid); MBD4 (Declaration of Interest); MBD5 (Declaration for Procurement Above R10 Million); MBD6.1 (Preference Points Claim); MBD7.1 (Contract Form); MBD8 (Declaration of Past SCM Practices); MBD9 (Certificate of Independent Bid Determination); bank details; company registration (CIPC-CK); ID copies of directors; valid tax clearance or TCC PIN; municipal rates/taxes proof; CSD registration proof; B-BBEE certificate or sworn affidavit; CIDB grading certificate; audited annual financial statements; pricing schedule; evidence of compliance with specifications.

Disqualification risks: retyped documents, missing pages, unauthorised alterations, unsigned documents, missing compulsory documents, or failure to attend the compulsory briefing.

The fully completed original tender document, in each individually sealed envelope, must be deposited in the bid box, at Corner 11&12 Way, Magasyn/Stores, Industrial, Kroonstad, by no later than 12H00 Noon on the closing date as advertised. The envelope must be endorsed clearly on the outside with the tender number and title on the closing date of the tender as above. No bid documents will be accepted via email.

Evaluation under the 80/20 preferential points system: 80 points for price, 20 for specific goals (10 for locality, 10 for B-BBEE level of contributor).

Functional/technical evaluation: only bidders scoring a minimum of 80 points on the functional criteria proceed to further evaluation. Functional criteria (maximum 100 points):

• Company experience in similar mechanical works (water/pumps/wastewater, each appointment letter with official order/instruction letter of at least R4 million): 0 projects = 0, 1-2 = 2, 3-4 = 3, 5+ = 5 points (weight 25).
• Company experience in similar electrical works (each appointment letter with official order/instruction letter of at least R2.5 million): same scoring (weight 25).
• Contract Manager: Bachelors degree in Electrical or Mechanical Engineering, ECSA Professional Registration (Pr. Eng./Pr. Technologist), CV with similar projects: 0 projects = 0, 1-3 = 2, 4-5 = 3, 6-8 = 4, 9+ = 5 points (weight 20).
• Fitter and Turner with Trade Test certificate: same project count scoring (weight 10).
• Electrician with Trade Test certificate: same project count scoring (weight 10).
• Resources: ownership or lease of crane truck and 10-ton truck (5 points) or none (0) (weight 10).
• ISO 9001 accreditation (5 points) or none (0) (weight 5).

Panel: maximum of 5 service providers appointed, being those with the highest total points.

Scope: maintenance of all water treatment plants, wastewater plants, water pump stations, and sewer plants; replacement of all types of water and wastewater flow meters (bulk and ultrasonic sensor); automation of plants and pump stations; telemetry installations; servicing of transformers; servicing and replacement of compressors, air blowers, electrical motors, gearboxes, and bearings; development and delivery of SOPs and maintenance plans; servicing, repair or replacement of MCCs and PLCs; alignment of pumps; replacement of rotating units of self-priming pumps; repair or replacement of pulleys, mechanical seals, rotating bridges, clarifier bridge wheels, filter control valves; replacement of sand filter media; calibration or repair of clamp-on water flow meters; cleaning and commissioning of existing boreholes; drilling and commissioning of new boreholes.

Other components related to plant and pump station maintenance will be treated via variation orders subject to approval.

Contract duration: 3 years. Prices fixed for the first 12 months; escalation per the Service Level Agreement from the second year.

CIDB requirement: 6ME or above.

Variation orders: changes up to 15% of contract value may be instructed without price escalation; for measurable quantities, unit price reductions may be requested.

No specific method statement or execution plan is required beyond the scope of work listed.

Company experience: mechanical works appointments with official orders/instruction letters of at least R4 million each; electrical works appointments of at least R2.5 million each. Scoring: 0 projects = 0, 1-2 = 2, 3-4 = 3, 5+ = 5 points per category.

Contract Manager: Bachelors degree in Electrical or Mechanical Engineering, ECSA Professional Registration (Pr. Eng./Pr. Technologist), CV with similar projects. Scoring: 0 projects = 0, 1-3 = 2, 4-5 = 3, 6-8 = 4, 9+ = 5 points.

Fitter and Turner: Trade Test certificate, CV with similar work, must be currently employed by bidding company or letter of intent to employ. Scoring: same project count bands.

Electrician: Trade Test certificate, CV with similar work, must be currently employed or letter of intent. Scoring: same project count bands.

Key personnel must be currently employed by the bidding company, or a letter stating intent to employ, including the person's signed willingness and acceptance.

ISO 9001 accreditation: 5 points in functional evaluation; certified copy of certificate required.

Inspections and tests: bidder's premises open for inspection by purchaser's representative; costs of inspections/tests borne by purchaser if goods comply, by supplier if they do not; non-compliant goods may be rejected and must be replaced at supplier's cost.

Standards: goods and services must conform to standards in the bidding documents and specifications.

Pricing schedule (Annexure B) includes:

• Category A1/A2: strip, fault find and quote rates for sewer and water pumps (self-priming, ready priming, multi-stage, split casing, end-suction, diaphragm) with collection/delivery costs to Kroonstad, Viljoenskroon, and Steynsrus.
• Category A3: labour rates per hour for qualified electrician, fitter & turner, mechanical fitter, safety officer; mark-up % on specialised subcontracted works; travelling costs for crane truck and 10-ton truck.
• Category A4: mark-up % on spares/new items below R50,000, R50,001-R100,000, above R100,001.
• Category B1/B2: fixed rates for electrical motor rewind and overhaul across sizes 0.5 kW to 1000 kW, with collection/delivery costs.
• Category B3: additional labour rates for electrician and armature winder; mark-up on subcontracted works; travelling costs.
• Category B4: mark-up % on spares/new items with same value bands.

Bid amount must be stated VAT inclusive.

Pricing schedule (Annexure B) covers: strip, fault find and quote rates for sewer and water pumps (self-priming, ready priming, multi-stage, split casing, end-suction, diaphragm); labour rates per hour for qualified electrician, fitter & turner, mechanical fitter, safety officer; mark-up on specialised subcontracted works; travelling costs for crane truck and 10-ton truck; mark-up on spares/new items below R50,000, R50,001-R100,000, and above R100,001; fixed rates for electrical motor rewind/overhaul across sizes from 0.5 kW to 1000 kW; additional costs for electrician and armature winder.

Bid amount to be stated VAT inclusive.

Payment: within 30 days of invoice submission, in Rand.

Performance security: required within 30 days of contract award, amount specified in SCC, in the form of bank guarantee, irrevocable letter of credit, cashier's or certified cheque.

Prices fixed for first 12 months; escalation per SLA thereafter.

CSD registration: mandatory; proof of registration must be attached. Municipality cannot contract with unregistered suppliers.

Tax: valid original Income Tax Clearance Certificate or SARS TCS PIN required; for joint ventures, each member must submit separately. If SARS cannot issue a certificate, a letter on SARS letterhead confirming tax matters in order is required.

CIDB: copy of registration and grading certificate (6ME or above) required; failure disqualifies.

Municipal rates and taxes: statement, clearance certificate, municipal form, tribal authority letter, lease agreement, or affidavit with supporting statement (not older than 3 months) in the company name; no contract with bidders in arrears.

Identity documents: certified copies of directors' IDs not older than 6 months.

Company registration: CIPC-CK document reflecting name, registration number, date, and active directors.

B-BBEE: valid certificate from DTIC/CIPC or SANAS-accredited institution, or sworn affidavit signed by commissioner of oaths; failure results in no preference points.

Returnable forms: MBD4 (Declaration of Interest), MBD5 (Declaration for Procurement Above R10 Million), MBD6.1 (Preference Points Claim), MBD8 (Declaration of Past SCM Practices), MBD9 (Certificate of Independent Bid Determination).

Safety Officer: labour rate for a Safety Officer is included in the pricing schedule (Category A3).

No other specific health and safety requirements are stated in the tender document.

The municipality operates under the National Water Act, 1998 and Water Services Act, 1997. The scope includes maintenance of water and wastewater infrastructure to ensure functionality. No specific environmental impact or sustainability requirements are stated beyond the general scope of maintaining water and wastewater treatment works.

Warranty: goods supplied must be new, unused, current models, free from defects for 12 months after delivery/acceptance or 18 months after shipment, whichever earlier. Supplier must repair or replace defective goods promptly.

Payment: within 30 days of invoice submission, in Rand.

Prices: fixed as per bid, except for authorised adjustments or bid validity extension.

Variation orders: changes up to 15% of contract value may be instructed; unit price reductions may be requested for measurable quantities.

Assignment and subcontracts: no assignment without prior written consent; all subcontracts must be notified in writing.

Delays: supplier must notify purchaser of any delay; penalties may be imposed unless extension agreed.

Penalties: for late delivery/performance, a sum calculated on the delayed portion using the current prime interest rate per day of delay.

Termination for default: purchaser may terminate if supplier fails to deliver, fails to perform obligations, or engages in corrupt/fraudulent practices; supplier may be restricted from public sector business for up to 10 years.

Force majeure: supplier not liable for delays caused by force majeure events, but must notify promptly and continue performance where reasonably possible.

Insolvency: purchaser may terminate without compensation if supplier becomes bankrupt or insolvent.

Disputes: parties to attempt amicable resolution; after 30 days, mediation may be initiated; if unresolved, settled in a South African court.

Limitation of liability: supplier not liable for indirect or consequential loss, except for penalties/damages; aggregate liability capped at total contract price, except for repair/replacement of defective equipment.

Governing law and language: contract in English, interpreted under South African law.

Notices: sent by email or post to address in bid; deemed properly served.

Taxes and duties: local supplier responsible for all taxes until delivery; no contract with bidders whose tax matters are not in order.

Restrictive practices: collusive bidding prohibited; referral to Competition Commission possible; guilty parties may have bids invalidated, contracts terminated, and be restricted from public sector business for up to 10 years.

Contract extension: may be extended should additional funds become available.

Stamp duties: successful bidder liable for duties and costs on legal documents and surety/retentions.

The municipality reserves the right to withdraw, re-advertise, reject, or accept part of any tender; not bound to accept lowest bid or highest points.

Tenders must be submitted on original documents and remain valid for 120 days after closing.

Prices fixed for first 12 months; escalation per SLA from second year.

Panel rotation: all appointed service providers to have opportunity for selection; if timeframes require, quotations may be invited outside the panel; negotiation process to ensure fair and equitable rotation and prevent paying more for same product.

Monthly performance monitoring per Section 116(2) of MFMA, in line with SLA performance areas.

Additional evaluation criteria: 80/20 preferential points system with 80 points for price and 20 for specific goals (10 for locality, 10 for B-BBEE level). Functional evaluation minimum threshold of 80 points required to proceed. Panel of maximum 5 service providers appointed based on highest total points.