Principal agent services for mqanduli red hub refurbishment

1.1 Introduction

The ECRDA is a Provincial Public Entity as referred to in Schedule 3C of the PFMA. The entity

was established following a decision by the Government of the Eastern Cape to consolidate

and integrate the overlapping mandates of provincial entities on matters pertaining to Rural

Development and Agrarian reform. The ECRDA hereby invites suitably qualified service

providers to act as a principal agent for Mqanduli RED Hub.

1.2 Bid Specific Conditions

Bidders are required to properly complete the bid document, attach relevant information

and adhere to the conditions as stipulated below.

1.2.1 Returnable documents

a) Bidders must submit proof of registration on the National Central Supplier Database

(CSD). In terms of National Treasury Instruction No. 4A of 2016/17 regarding the CSD,

all bidders must register on the CSD to provide the following information to be

verified through the CSD:

(i) Business registration, including details of directorship and

membership;

(ii) Bank Account holder information;

(iii) In the service of the State status;

(iv) Tax compliance status;

(v) Identity number;

(vi) Tender default and restriction status.

b) The following Standard Bidding Documents (SBDs) must be completed in full and

duly signed where relevant.

(i) Authority of signature/Resolution

(ii) Invitation to bid (SBD 1).

(iii) Pricing schedule (SBD 3.3)

(iv) Bidder’s Disclosure (SBD 4)

(v) Preference Points claim form (SBD 6.1)

(vi) Contract form (SBD7.1)

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c) Failure by the bidder to submit duly completed documents as mentioned above will

render the bid proposal non-responsive, while incomplete SBD6.1 will result in non-

allocation of points for specific goals.

d) While there is no requirement for the issued General Conditions of Contract to be

signed, bidders must return copy thereof as part of the bid proposal.

1.2.2 Submission of Bid Documents

a) All standard bidding documents, forms, annexures and addenda (where applicable)

shall be completed in full and signed where required.

b) Any expenses incurred by the bidder in the preparation and submission of tender will

be solely for the bidder’s account and ECRDA shall not be liable for such expenses in

whatsoever manner.

c) The completed bid document must be submitted via email only to

[email protected].

d) All email submissions must be broken into size smaller that 30MB per email (1 bid, 1

email).

e) Bidders must refrain from submitting different bid documents under one email.

f) All documents must preferably be sent in PDF (compressed if possible) format.

g) Bidders are to note that bids must be received by ECRDA by the deadline. It is not

sufficient to send it before the deadline.

h) Bidders are therefore required to make sure that large emails, that may take long to

be transported through email system, be sent well in advance of the required receipt

deadline.

i) Bidders MUST make use of the tender reference in their email subject lines.

j) Bidders are recommended to make use of logical subject names for emails when

submitting bids, for example (SCMU/RFP/RFQ/EOI REF NUMBER followed by a bid

description).

1.2.3 Validity of prices

a) All prices shall be quoted in South African currency inclusive of VAT and will hold

good for 90 days (validity period of bids) from the closing date. This period may be

extended by written mutual agreement between the ECRDA and bidders.

b) Only firm prices will be accepted in respect of this bid.

1.2.4 Negotiating a fair market price

a) The ECRDA reserves the right to enter into negotiations with the preferred bidders

for a fair market price if on its own assessment is of the view that the highest scoring

bidder is charging prices higher than the fair market price.

1.2.5 Authority to sign

a) Bidders must indicate the capacity under which the bid is signed by a delegated

individual (e.g., director) and provide proof of authority (e.g., a resolution).

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b) The specimen of authority of signature/resolution has been attached in the bid

document for both companies/close corporations/partnerships and sole

proprietorship.

1.2.6 Trust/Consortium/Joint Ventures

a) A trust/consortium/joint venture agreement must be formalized prior to submitting

the bid.

b) The trust/consortium/joint venture agreement must be submitted with the bid

proposal bearing signatures of all the parties concerned and disclosing at a minimum

the following key information:

- Names of the parties to the agreement;

- Management;

- Percentage participation by each member;

- Banking details

1.3 Bid Enquiries

1.3.1 Administrative Enquiries should be directed Mr A Langa - Telephone:

043 703 6300 or email: [email protected].

1.4 Contracting

1.4.1 The final award of the contract to the successful bidder is subject to issue of

the following documents by ECRDA:

a) Contract form - SBD 7.1 for completion and signature by both ECRDA and the

successful bidder. The contract form has been attached to the bid document for

bidders to understand its contents as it will have a binding effect at contract award

stage;

b) Letter of award (in terms of which the bidder must indicate acceptance/non-

acceptance thereof by way of signature);

c) Service Level Agreement;

b) Purchase order.

1.5 Important to Note

1.5.1 The ECRDA reserves the right not to appoint the highest scoring bidder and/or

not to appoint any bidder.

1.5.2 The ECRDA reserves the right to conduct due diligence to satisfy itself of the

accuracy of the information provided.

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SECTION B

ANNEXURE 1 (a)

AUTHORITY TO SIGN

2 AUTHORITY TO SIGN

Signatories for business entities shall confirm their authority thereto by attaching a duly

signed and dated copy of the relevant resolution to this form.

An example is given below:

“By resolution passed at a meeting held on .........................................................................

Mr./Ms ................................................................, whose signature appears below, has been duly

authorized to sign all documents in connection with the bid for Contract NO, RFP 34 – 2025

2026 and any Contract that may arise there from on behalf of (name of Bidder in block

capitals)

..............................................................................................................................

SIGNED ON BEHALF OF THE COMPANY: .....................................................

IN HIS/HER CAPACITY AS: .....................................................

DATE: .....................................................

SIGNATURE OF SIGNATORY: .....................................................

WITNESSES: 1. Name and Surname: .............................................................................

Signature: ............................................................

2. Name and Surname: ...........................................................................

Signature: ............................................................

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ANNEXURE 1 (b)

AUTHORITY TO SIGN

Sole Proprietorship/Sole Ownership of Business Enterprise Resolution of Authority

I, ............................................................................................................., certify that I am the

sole owner (“Owner”/ “Director”) of the business operating under the

name..................................................................(“Business”), ID Number/Registration

Number....................................................................................

I further certify that the Business is a sole proprietorship/owned solely by myself and that

there is no one else having any right, title, or interest therein. I am the only person authorized

to act in the name of or on behalf of the Business.

I have no knowledge of any other business that is using, or being operated under, a name

which could be considered confusingly similar to the name of this sole proprietorship. All

deposits which are to be made into the account of the sole proprietorship/ business

enterprise will consist of funds to which I, the sole proprietor/ director, am legally entitled.

SIGNATURE OF THE SOLE PROPRIETOR/ DIRECTOR: ...................................................

DATE: ..................................................

WITNESSES: 1. Name and Surname: .............................................................................

Signature: ............................................................

2. Name and Surname: ...........................................................................

Signature: ............................................................

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SECTION C

TERMS OF REFERENCE FOR THE APPOINTMENT OF A SERVICE PROVIDER TO ACT AS

A PRINCIPAL AGENT FOR MQANDULI RED HUB

3.1 Scope of Work

3.1.1 Background

The ECRDA, is a Provincial Public Entity as referred to in Schedule 3C of the PFMA. The entity

was established following a decision by the Government of the Eastern Cape to consolidate

and integrate the overlapping mandates of provincial entities on matters pertaining to Rural

Development and Agrarian reform. The ECRDA is looking for a suitably qualified service

provider to act as a principal agent for Mqanduli RED Hub.

3.2 Purpose

The purpose of this bid is to appoint an experienced and suitably qualified service provider

to act as a principal agent for Mqanduli RED Hub.

3.3 Work Scope

The purpose of this tender is to appoint a principal agent to manage with key staff in the

refurbishment of the existing building structures and grain storage facilities:

• 3x Building Sheds

• 3x Grain storage facilities

• Ablution facilities

The project value is R2 500 000. Tasks to be performed include but is not limited to:

o Electrical repairs/ maintenance.

o Floor Coverings.

o Roof and ceiling repairs.

o Waterproofing, painting, and varnishing.

o Upgrading and erection of fencing.

o Grain storage repairs/maintenance

o Plumbing repairs/sanitation

3.3.1 Initiation Phase

a) Develop Brief and confirm with Client;

b) Develop a detailed Project Plan with Clear Timeframes;

c) Understand need analysis time framework;

d) Understand operational requirements; and

e) Provide all Site details in terms of levels, platforms, boundary dimensions etc.

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3.3.2 Development Phase

a) Bill of Quantities,

b) Cost Estimates and Schedules;

3.3.3 Bid Phase

a) Prepare Tender documentation for appointment of Contractor.

b) Participate in Bid Specification, Bid Evaluation and/or Bid Adjudication committee

meetings to provide technical advice.

c) Respond to questions from bidders and prepare addenda as necessary; and

d) Prepare recommendation in conjunction with ECRDA officials.

e) Ensure that the applicable contract is available and signed by relevant parties prior to

project implementation.

3.3.4 Construction Administration Phase

a) Facilitate Construction progress meetings and other related meetings;

b) OHS Plan Implementation;

c) Provide Construction Administration;

d) Provide Supervision for entire construction period.

e) Provide progress and cost reports to Client monthly; and

f) Conduct Substantial Completion Inspection, provide punch list, substantiate that

items noted on the BOQ are completed, Issue Substantial Completion Certificate.

3.3.5 Close-out

a) Upon completion of the project, the principal agent must submit a close-out report to

the Client (completion certificate to be attached).

b) Provide support services as needed in project close out process;

3.3.6 Special Conditions (Disqualifying criteria)

Only bidders meeting the following criteria will be considered for the tender:

a) Company experience of at least 5 years in the Building Profession as Structural/Civil

Engineer; Provide valid proof (company profile)

b) At least two (2) reference letters on letterheads must be attached.

• The letter must include:

▪ Company name, contact name, address, phone number

▪ A brief description of the services that you provided and the level of

satisfaction

▪ Duration of contract/project

▪ Value of the project (Experience in project values not less than R 1 000 000

per project managed)

c) Registration with (Engineering Council of South Africa) ECSA is required. Provide valid

proof;

d) Only bidders whose office address is in the Eastern Cape will be considered for the

bid and should provide proof; and

e) Key Staff must be registered with relevant professional bodies. (Valid proof must be

submitted). Key Staff required are as follows:

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• Quantity Surveyor: Registration with South African Council for Quantity Surveying.

• Electrical Engineer: Registration with Engineering Council of South Africa

• OHS Practitioner: Registration with South African Institute of Occupational Safety and

Health

Non-submission of the above will result in disqualification of the bid proposal.

3.3.7 Duration

• The project must commence within fifteen (15) days from the date of issuing of the

purchase order.

• The project is estimated to be completed within eight (8) months.

3.3.8 Costing

a. Detailed costing (including disbursements) needs to be provided.

b. Costing provided must be VAT inclusive.

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SECTION D

4. EVALUATION PROCESS AND CRITERIA

Proposals will be evaluated in terms of the ECRDA Supply Chain Management Policy,

Preferential Procurement Policy Framework Act 2000 and the Preferential Procurement

Regulation of 2022.

The evaluation of bid responses will be conducted in three (3) phases as follows:

4.1 Phase 1: Eligibility/Pre-qualification criteria

Bidders will be evaluated according to pre-qualification requirements which include the

submission of mandatory information or documentation. Bidders that fail to meet the pre-

qualification requirements of the bid will not be considered further for evaluation.

The bidder must meet the following pre-qualification requirements:

a) The firm must be registered on the National Treasury supplier database at the time of

submitting the proposal.

b) Submission of the following Signed and Completed Standard Bid Documents (SBD)

Forms:

• Authority to sign/ Resolution

• SBD 1: Invitation to Bid

• SBD 3.3 Pricing Schedule

• SBD 4: Bidder’s Disclosure

c) Failure to comply with the above pre-qualification requirements will lead to the

disqualification of the bid while incomplete SBD 6.1 will result in non-allocation of points

for specific goals.

4.2 Phase 2: Technical Evaluation

4.2.1 Bidders must submit the required information with the bid proposal as outlined in

section C above, in the terms of reference and section E below.

4.2.2 The service provider shall be required to commence within fifteen (15) days after

issuing the purchase order. The period must be clearly outlined in SBD 3.3.

4.3 Phase 3: Financial Proposal and Specific Goals evaluation

Bids that meet the technical specifications will be evaluated further in terms of the 80/20

preference point system.

The preference point’s claim is in terms of the Preferential Procurement Regulations 2022.

As per the table below, price is evaluated over 80 points and 80 Points

preference points over 20:

Price Assessment 80 Points

Specific Goals: 20 Points

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Race 6

Gender 6

Disability 4

Youth 4

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SECTION E

5. Technical Information

5.1 Documentation to be submitted by interested Bidder - Specific

5.1.1 Interested persons (hereinafter referred to as Bidders) are required to respond to the

specifications by submitting their detailed responses with supporting documentation

as stipulated hereunder. Incomplete and non-compliant responses will not be

considered.

5.2 Contractual Requirements

5.2.1 Bidders are invited to submit proposals for the appointment of a service provider to

act as a principal agent for Mqanduli RED Hub.

5.2.2 The service provider shall be required to commence within fifteen (15) days after

issue of the purchase order.

5.3 Consideration of Bids

5.3.1 There will be no briefing session for this bid.

5.3.2 Only bidders who have met the prequalification criteria and technical requirements

following an assessment of the proposal submitted in response to this RFP will be

evaluated further based on price and specific goal points.

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SECTION F: STANDARD BIDDING DOCUMENTS

ANNEXURE II

INVITATION TO BID

YOU ARE HEREBY INVITED TO BID FOR REQUIREMENTS OF THE (EASTERN CAPE RURAL DEVELOPMENT AGENCY

[ECRDA])

CLOSING CLOSING

BID NUMBER: RFP 34 – 2025 2026 DATE: 16 FEBRUARY 2026 TIME: 11H00

APPOINTMENT OF A SERVICE PROVIDER TO ACT AS A PRINCIPAL AGENT FOR MQANDULI RED

DESCRIPTION HUB

BID RESPONSE DOCUMENTS MUST BE SUBMITTED VIA EMAIL TO: [email protected]

BIDDING PROCEDURE ENQUIRIES MAY BE DIRECTED TO TECHNICAL ENQUIRIES MAY BE DIRECTED TO:

CONTACT PERSON Mr A Langa CONTACT PERSON

TELEPHONE

NUMBER 043 703 6300 TELEPHONE NUMBER

FACSIMILE NUMBER FACSIMILE NUMBER

E-MAIL ADDRESS [email protected] E-MAIL ADDRESS

SUPPLIER INFORMATION

NAME OF BIDDER

POSTAL ADDRESS

STREET ADDRESS

TELEPHONE

NUMBER CODE NUMBER

CELLPHONE

NUMBER

FACSIMILE NUMBER CODE NUMBER

E-MAIL ADDRESS

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VAT REGISTRATION

NUMBER

SUPPLIER TAX CENTRAL

COMPLIANCE COMPLIANCE SUPPLIER

OR

STATUS SYSTEM PIN: DATABASE

No: MAAA

Yes No Yes No

ARE YOU THE

ACCREDITED ARE YOU A FOREIGN

REPRESENTATIVE IN BASED SUPPLIER FOR [IF YES, ANSWER THE

SOUTH AFRICA FOR THE GOODS /SERVICES [IF YES ENCLOSE PROOF] QUESTIONNAIRE BELOW]

THE GOODS OFFERED?

/SERVICES

OFFERED?

QUESTIONNAIRE TO BIDDING FOREIGN SUPPLIERS

IS THE ENTITY A RESIDENT OF THE REPUBLIC OF SOUTH AFRICA (RSA)? YES NO

DOES THE ENTITY HAVE A BRANCH IN THE RSA? YES NO

DOES THE ENTITY HAVE A PERMANENT ESTABLISHMENT IN THE RSA? YES NO

DOES THE ENTITY HAVE ANY SOURCE OF INCOME IN THE RSA? YES NO

IS THE ENTITY LIABLE IN THE RSA FOR ANY FORM OF TAXATION? YES NO

IF THE ANSWER IS “NO” TO ALL OF THE ABOVE, THEN IT IS NOT A REQUIREMENT TO REGISTER FOR A TAX

COMPLIANCE STATUS SYSTEM PIN CODE FROM THE SOUTH AFRICAN REVENUE SERVICE (SARS) AND IF NOT

REGISTER AS PER 2.3 BELOW.

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PART B

TERMS AND CONDITIONS FOR BIDDING

1. BID SUBMISSION:

1.1. BIDS MUST BE DELIVERED BY THE STIPULATED TIME TO THE CORRECT ADDRESS. LATE BIDS WILL NOT BE

ACCEPTED FOR CONSIDERATION.

1.2. ALL BIDS MUST BE SUBMITTED ON THE OFFICIAL FORMS PROVIDED (NOT TO BE RE-TYPED) OR IN THE

MANNER PRESCRIBED IN THE BID DOCUMENT.

1.3. THIS BID IS SUBJECT TO THE PREFERENTIAL PROCUREMENT POLICY FRAMEWORK ACT, 2000 AND THE

PREFERENTIAL PROCUREMENT REGULATIONS, THE GENERAL CONDITIONS OF CONTRACT (GCC) AND, IF

APPLICABLE, ANY OTHER SPECIAL CONDITIONS OF CONTRACT.

1.4. THE SUCCESSFUL BIDDER WILL BE REQUIRED TO FILL IN AND SIGN A WRITTEN CONTRACT FORM (SBD7).

2. TAX COMPLIANCE REQUIREMENTS

2.1 BIDDERS MUST ENSURE COMPLIANCE WITH THEIR TAX OBLIGATIONS.

2.2 BIDDERS ARE REQUIRED TO SUBMIT THEIR UNIQUE PERSONAL IDENTIFICATION NUMBER (PIN) ISSUED BY

SARS TO ENABLE THE ORGAN OF STATE TO VERIFY THE TAXPAYER’S PROFILE AND TAX STATUS.

2.3 APPLICATION FOR TAX COMPLIANCE STATUS (TCS) PIN MAY BE MADE VIA E-FILING THROUGH THE SARS

WEBSITE WWW.SARS.GOV.ZA

2.4 BIDDERS MAY ALSO SUBMIT A PRINTED TCS CERTIFICATE TOGETHER WITH THE BID.

2.5 IN BIDS WHERE CONSORTIA / JOINT VENTURES / SUB-CONTRACTORS ARE INVOLVED; EACH PARTY MUST

SUBMIT A SEPARATE TCS CERTIFICATE / PIN / CSD NUMBER.

2.6 WHERE NO TCS PIN IS AVAILABLE BUT THE BIDDER IS REGISTERED ON THE CENTRAL SUPPLIER DATABASE

(CSD), A CSD NUMBER MUST BE PROVIDED.

2.7 NO BIDS WILL BE CONSIDERED FROM PERSONS IN THE SERVICE OF THE STATE, COMPANIES WITH DIRECTORS

WHO ARE PERSONS IN THE SERVICE OF THE STATE, OR CLOSE CORPORATIONS WITH MEMBERS PERSONS IN

THE SERVICE OF THE STATE.”

NB: FAILURE TO PROVIDE / OR COMPLY WITH ANY OF THE ABOVE PARTICULARS MAY RENDER THE

BID INVALID.

SIGNATURE OF THE BIDDER: .........................................................

CAPACITY UNDER WHICH THIS BID IS SIGNED: .........................................................

(Proof of authority must be submitted e.g. company resolution)

DATE: .........................................................

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ANNEXURE IV

Pricing Schedule – Firm Prices

SBD 3.3

(PROFESSIONAL SERVICES)

NAME OF BIDDER: .................................................................. BID NO.: RFP 34 – 2025 2026

CLOSING TIME 11:00 CLOSING DATE: 16 FEBRUARY 2026

OFFER TO BE VALID FOR 90 DAYS FROM THE CLOSING DATE OF BID.

Activity schedule or Bill of Quantities

APPOINTMENT OF A SERVICE PROVIDER TO ACT AS A PRINCIPAL AGENT FOR MQANDULI RED HUB

ESTIMATED CONTRACT VALUE : R 2 500 000.00 (VAT Inclusive)

Primary fee R ------------------------------

Marginal rate ----% on balance over R ------------------------------

Sub -Total R ------------------------------

Discount offered on sub- total -------% R ------------------------------

Less: Discounted fee R ------------------------------

ADD: Disbursements R ---------------------------

Sub -Total R ------------------------------

Total, including fees, disbursements and VAT R ------------------------------

Will the bidder be able to commence within fifteen (15) days of issuing of purchase order?

YES/NO

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ANNEXURE V

SBD 4

BIDDER’S DISCLOSURE

1. PURPOSE OF THE FORM

Any person (natural or juristic) may make an offer or offers in terms of this invitation to

bid. In line with the principles of transparency, accountability, impartiality, and ethics

as enshrined in the Constitution of the Republic of South Africa and further expressed

in various pieces of legislation, it is required for the bidder to make this declaration in

respect of the details required hereunder.

Where a person/s are listed in the Register for Tender Defaulters and / or the List of

Restricted Suppliers, that person will automatically be disqualified from the bid

process.

2. Bidder’s declaration

2.1 Is the bidder, or any of its directors / trustees / shareholders / members / partners or

any person having a controlling interest1 in the enterprise, employed by the state?

YES/NO

2.1.1 If so, furnish particulars of the names, individual identity numbers, and, if applicable,

state employee numbers of sole proprietor/ directors / trustees / shareholders /

members/ partners or any person having a controlling interest in the enterprise, in

table below.

Full Name Identity Number Name of State institution

1 the power, by one person or a group of persons holding the majority of the

equity of an enterprise, alternatively, the person/s having the deciding

vote or power to influence or to direct the course and decisions of the

enterprise.

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2.2 Do you, or any person connected with the bidder, have a relationship with any person

who is employed by the procuring institution? YES/NO

2.2.1 If so, furnish particulars:

...................................................................................................................

...................................................................................................................

2.3 Does the bidder or any of its directors / trustees / shareholders / members / partners

or any person having a controlling interest in the enterprise have any interest in any

other related enterprise whether or not they are bidding for this contract?

YES/NO

2.3.1 If so, furnish particulars:

...................................................................................................................

...................................................................................................................

No specific requirements found

Estimated Value: R 2 500 000.00