Panel of service providers – supply, delivery and off‑loading of poly liquid coagulants and bioremediation chemicals for water and wastewater treatment (3‑year)

This Section covers a general set of prerequisites that have been identified for supply chain management by the

JGDM. All Bidders must submit the information requested below. Pro-forma data sheets can be found in the

Annexures. Bidders will not be considered should the prerequisites not be met.

Criteria

a) Proof of company registration and/or any other form of legal standing must be submitted by all bidders and

the company composition form must be completed. See Annexure “E”.

b) The Declaration of Interest form must be completed.

c) The bid document must be completed in all respects in black ink.

d) Bids must be submitted on original bid documents.

e) Bid documents must remain intact and no portion may be detached.

Joint Ventures

f) A joint venture that is awarded a contract with JGDM must be registered as a separate company with the

Registrar of Businesses.

g) The joint venture must be registered with South African Revenue Services.

h) A separate bank account must be in place for the joint venture.

Clauses (f) and (h) will only be applicable after the awarding of the contract to the successful bidder.

JOE GQABI DISTRICT MUNICIPALITY

REFERENCE FORM OF BIDDER

ASSESSMENT OF BIDDERS PERFORMANCE BY INDEPENDENT REFERENCE

(This must be sent by the bidder to the references listed in the Experience of Tenderer schedule. All assessment forms must be

attached to the tender submission.)

Name of Bidder

Contract /Tender Number (If Applicable)

Value of Contract R

Date of commencement

Contract Duration

Contract Completion Date

YOUR ASSESSMENT OF THE SERVICE PROVIDER’S PERFOMANCE IN 1 2 3 4 5

THE FOLLOWING AREA

Please tick one of the blocks on the right hand side, 1=Poor, 5=Excellent

Turn-around times

Quality of feedback

Accessibility and availability

Reliability

Customer satisfaction

1=Poor; 2=Unsatisfactory; 3= Average; 4=Good; 5=Excellent

COMMENTS

Name of person Completing this assessment form

Designation (Only Director or relevant representative may sign

this form)

Representing Firm

Telephone number

Email Address

Date of Assessment

CLIENT’S COMPANY STAMP

OFFICIAL COMPANY STAMP

SIGNATURE OF OFFICIAL RESPONSIBLE FOR

COMPLETING ASSESSMENT FORM

GENERAL CONDITIONS OF BID

1. INTERPRETATION

The word “Bidder” in these conditions shall mean and include any firm of Contractors or any company or body

incorporated or unincorporated.

The word “Municipality” in these conditions shall mean the Joe Gqabi District Municipality.

2. EXTENT OF BID

This contract is for “EXPRESSION OF INTEREST: PANEL OF SERVICE PROVIDERS FOR THE SUPPLY, DELIVERY AND

OFFLOADING OF POLY LIQUID COAGULANTS CHEMICALS, BIOREMEDIATION CHEMICALS AND ANCILLARY

SERVICES RELATING TO WATER AND WASTEWATER TREATMENT FOR A PERIOD OF THREE (3) YEARS: JGDM

2025/26-018”.

3. CONTRACT TO BE BINDING

The formal acceptance of this Bid by the Municipality will constitute a contract binding on both parties, and the

Municipality may require sureties to its satisfaction from the contractor, for the due fulfilment of this contract.

4. MODE OF BID

All Bids shall be completed and signed: All forms, annexures, addendums and specifications shall be signed and

returned with the Bid document as a whole. The lowest or any Bid will not necessarily be accepted.

5. QUALITY

Should the specifications and / or descriptions not address any aspects of quality as specified, this should be

clarified with the Municipality prior to the submission of a Bid.

6. INSURANCE CLAIMS, ETC.

The Council and Municipality shall not be liable in any manner in respect of any claims, damages, accidents and

injuries to persons, property or rights or any other courses of civil or criminal action that may arise from the carrying

out of this contract.

The contractor shall insure his / her / their personnel and any plant, machinery or other mechanical or electronic

equipment involved in the fulfillment of this contract and shall indemnify the Council and the Municipality against all

risks or claims which may arise.

It will be required from the successful Bidder to submit proof of insurance or any other valid form of indemnification

to Council for scrutiny. Failure to do so within 14 (fourteen) days of acceptance of this Bid will be deemed to be a

material breach of this contract and will render the contract null and void.

7. SIGNING OF DOCUMENTS

Bidders are required to return the complete set of documents duly signed.

8. PERIOD OF VALIDITY FOR BIDS AND WITHDRAWAL OF BID AFTER CLOSING DATE

All Bids must remain valid for a period of one hundred and twenty (120) days from the closing date as stipulated in

the Bid document.

8.1 PENALTY PROVISION

Should the successful Bidder (s):

[a] Withdraw the Bid during the afore-mentioned period of validity; or

[b] Advise the Municipality of his / her / their inability to fulfil the contract; or

[c] Fail or refuse to fulfill the contract; or

[d] Fail or refuse to sign the agreement or provide any surety if required to do so;

Then, the Bidder will be held responsible for and is obligated to pay to the Municipality:

[a] All expenses incurred by the Municipality to advertise for or invite and deliberate upon new Bids, should

this be necessary.

[b] The difference between the original accepted Bid price (inclusive of escalation) and:

[i] A less favourable (for the Municipality) Bid price (inclusive of escalation) accepted as an alternative by the

Municipality from the Bids originally submitted; or

[ii] A new Bid price (inclusive of escalation).

9. VALUE ADDED TAX

In calculating the cost of the supply and delivery of services and / or material, the supplier will issue a “Tax Invoice”

for all services rendered and / or materials supplied, which will reflect the exclusive cost of such services, goods or

materials with the relevant Value Added Tax being added to the total.

VAT must be included in the Bid price, but must be shown separately (this applies only to VAT vendors).

10. PRICE ESCALATION

In line with consumer price index (CPI%) percentage from month 13 and 25 after appointment.

11. AUTHORITY TO SIGN BID DOCUMENTS

In the case of a Bid being submitted on behalf of a company, close corporation or partnership, evidence must be

submitted to the Municipality at the time of submission of the Bid that the Bid has been signed by persons properly

authorised thereto by resolution of the directors or under the articles of the entity.

12. DURATION OF THE CONTRACT

3 Years

13. DELIVERY PERIODS

In line with terms of reference.

14. CLOSING DATE / SUBMITTING OF BIDS

Completed bid documents must be placed in a sealed envelope clearly marked EXPRESSION OF INTEREST: PANEL

OF SERVICE PROVIDERS FOR THE SUPPLY, DELIVERY AND OFFLOADING OF POLY LIQUID COAGULANTS

CHEMICALS, BIOREMEDIATION CHEMICALS AND ANCILLARY SERVICES RELATING TO WATER AND WASTEWATER

TREATMENT FOR A PERIOD OF THREE (3) YEARS: JGDM 2025/26-018” must be placed in the formal Tender Box

situated outside the Main Building – JOE GQABI DISTRICT MUNICIPALITY, Corner of Cole & Graham Streets,

Barkly East before closing time of 12H00 (Noon) on 10 MARCH 2026.

N.B. Bids which are not deposited in the relevant bid box on or before the closing date and time will not be

considered. Faxed or e-mailed bids will not be considered.

15. BID ENQUIRIES

Technical related enquiries should be directed to Mr B Makehle (Head Water Quality) by e-mail to

[email protected] during normal office hours. (Between 07H30 to 16H00, Monday to Friday) – Tel: 045 979

3121

Evaluation criteria related enquiries should be directed to Mr T. Maseko (SCM Manager) at Joe Gqabi District

Municipality by email to: [email protected] during normal office hours. (Between 07H30 to 16H00, Monday to

Friday – Tel: 045 979 3160

GENERAL CONDITIONS OF CONTRACT

TABLE OF CLAUSES

1. Definitions

2. Application

3. General

4. Standards

5. Use of contract documents and information; inspection

6. Patent rights

7. Performance security

8. Inspections, tests and analysis

9. Packing

10. Delivery and documents

11. Insurance

12. Transportation

13. Incidental services

14. Spare parts

15. Warranty

16. Payment

17. Prices

18. Contract amendments

19. Assignment

20. Subcontracts

21. Delays in the supplier’s performance

22. Penalties

23. Termination for default

24. Dumping and countervailing duties

25. Force Majeure

26. Termination for insolvency

27. Settlement of disputes

28. Limitation of liability

29. Governing language

30. Applicable law

31. Notices

32. Taxes and duties

33. Transfer of Contracts

34. Amendments of contracts

GENERAL CONDITIONS OF CONTRACT

1. Definitions

The following terms shall be interpreted as indicated:

1.1 “Closing time” means the date and hour specified in the bidding documents for the receipt of bids.

1.2 “Contract” means the written agreement entered into between the purchaser and the provider, as recorded in the

contract form signed by the parties, including all attachments and appendices thereto and all documents

incorporated by reference therein.

1.3 “Contract price” means the price payable to the provider under the contract for the full and proper performance of

his contractual obligations.

1.4 “Corrupt practice” means the offering, giving, receiving, or soliciting of any thing of the value to influence the

action of a public official in the procurement process or in contract execution.

1.5 “Countervailing duties” are imposed in cases where an enterprise abroad is subsidized by its government and

encouraged to market its products internationally.

1.6 “Country of origin” means the place where the goods were mined, grown or produced or from which the services

are supplied. Goods are produced when, through manufacturing, processing or substantial and major assembly of

components, a commercially recognized new product results that is substantially different in basic characteristics or

in purpose or utility from its components.

1.7 “Day” means calendar day.

1.8 “Delivery” means delivery in compliance of the conditions of the contract or order.

1.9 “Delivery ex stock” means immediate delivery directly from stock actually on hand.

1.10 “Delivery into consignees store or to his site” means delivered and unloaded in the specified store or depot or

on the specified site in compliance with the conditions of the contract or order, the provider bearing all risks and

charges involved until the supplies are so delivered and a valid receipt is obtained.

1.11 “Dumping” occurs when a private enterprise abroad market its goods on own initiative in the RSA at lower prices

than that of the country of origin and which have the potential to harm the local industries in the RSA.

1.12 “Force majeure” means an event beyond the control of the provider and not involving the provider’s fault or

negligence and not foreseeable. Such events may include, but is not restricted to, acts of the purchaser in its

sovereign capacity, wars or revolutions, fires, floods, epidemics, quarantine restrictions and freight embargoes.

1.13 “Fraudulent practice” means a misrepresentation of facts in order to influence a procurement process or the

execution of a contract to the detriment of any bidder, and includes collusive practice among bidders (prior to or

after bid submission) designed to establish bid prices at artificial non-competitive levels and to deprive the bidder of

the benefits of free and open competition.

1.14 “GCC” means the General Conditions of Contract.

1.15 “Goods” means all of the equipment, machinery, and/or other materials that the provider is required to supply to

the purchaser under the contract.

1.16 “Imported content” means that portion of the bidding price represented by the cost of components, parts or

materials which have been or are still to be imported (whether by the provider or his subcontractors) and which

costs are inclusive of the costs abroad, plus freight and other direct importation costs such as land costs, dock

dues, import duty, sales duty or other similar tax or duty at the South African place of entry as well as transportation

and handling charges to the factory in the Republic where the supplies covered by the bid will be manufactured.

1.17 “Local content” means that portion of the bidding price which is not included in the imported content provided that

local manufacture does take place.

1.18 “Manufacture” means the production of products in a factory using labour, materials, components and machinery

and includes other related value-adding activities.

1.19 “Order” means an official written order issued for the supply of goods or works or the rendering of a service.

1.20 “Project site,” where applicable, means the place indicated in bidding documents.

1.21 “Purchaser” means the organization purchasing the goods.

1.22 “Republic” means the Republic of South Africa.

1.23 “SCC” means the Special Conditions of Contract.

1.24 “Services” means those functional services ancillary to the supply of the goods, such as transportation and any

other incidental services, such as installation, commissioning, provision of technical assistance, training, catering,

gardening, security, maintenance and other such obligations of the provider covered under the contract.

1.25 “Written” or “in writing” means hand-written in ink or any form of electronic or mechanical writing.

2. Application

2.1 These general conditions are applicable to all bids, contracts and orders including bids for functional and

professional services (excluding professional services related to the building and construction industry), sales,

hiring, letting and the granting or acquiring of rights, but excluding immovable property, unless otherwise in the

bidding documents.

2.2 Where applicable, special conditions of contract are also laid down to cover specific supplies, services or works.

2.3 Where such special conditions of contract are in conflict with these general conditions, the special conditions shall

apply.

3. General

3.1 Unless otherwise indicated in the bidding documents, the purchaser shall not be liable for any expense incurred in

the preparation and submission of a bid. Where applicable a non-refundable fee for documents may be charged.

3.2 Invitations to bid are usually published in locally distributed news media and in the institution’s website.

4. Standards

4.1 The goods supplied shall conform to the standards mentioned in the bidding documents and

specifications.

5. Use of contract documents and information; inspection

1. The provider shall not, without the purchaser’s prior written consent, disclose the contract, or any

provision thereof, or any specification, plan, drawing, pattern, sample, or information furnished by or on

behalf of the purchaser in connection therewith, to any person other than a person employed by the

provider in the performance of the contract. Disclosure to any such employed person shall be made in

confidence and shall extend only so far as may be necessary for purposes of such performance.

2. The provider shall not, without the purchaser’s prior written consent, make use of any document or information

mentioned in GCC clause 5.1 except for purposes of performing the contract.

3. Any document, other than the contract itself mentioned in GCC clause 5.1 shall remain the property of the

purchaser and shall be returned (all copies) to the purchaser on completion of the provider’s performance under the

contract if so required by the purchaser.

4. The provider shall permit the purchaser to inspect the provider’s records relating to the performance of the provider

and to have them audited by auditors appointed by the purchaser, if so required by the purchaser.

6. Patent rights

6.1 The provider shall indemnify the purchaser against all third-party claims of infringement of patent,

trademark, or industrial design rights arising from use of goods or any part thereof by the purchaser.

1. When a provider developed documentation/projects for the municipality or municipal entity, the intellectual, copy

and patent rights or ownership or such documents or projects will vest in the municipality or municipal entity.

7. Performance Security

7.1 Within thirty (30) days of receipt of the notification of contract award, the successful bidder shall furnish to

the purchaser the performance security of the amount specified in SCC.

7.2 The proceeds of the performance security shall be payable to the purchaser as compensation for any loss resulting

from the provider’s failure to complete his obligations under the contract.

7.3 The performance security shall be denominated in the currency of the contract, or in a freely convertible currency

acceptable to the purchaser and shall be in one of the following forms:

(a) a bank guarantee or an irrevocable letter of credit issued by a reputable bank located in the purchaser’s

country or abroad, acceptable to the purchaser, in the form provided in the bidding documents or another

form acceptable to the purchaser; or

(b) a cashier’s or certified cheque.

7.4 The performance security will be discharged by the purchaser and returned to the provider not later than thirty (30)

days following the date of completion of the provider’s performance obligations under the contract, including any

warranty obligations, unless otherwise specified.

8. Inspections, tests and analyses

8.1 All pre-bidding testing will be for the account of the bidder.

8.2 If it is a bid condition that supplies to be produced or services to be rendered should at any stage during production

or execution or on completion be subject to inspection, the premises of the bidder or contractor shall be open, at

all reasonable hours, for inspection by a representative of the purchaser or an organization acting on behalf of the

purchaser.

8.3 If there are no inspection requirements indicated in the bidding documents and no mention is made in the contract,

but during the contract period it is decided that inspections shall be carried out, the purchaser shall itself make the

necessary arrangements, including payment arrangements with the testing authority concerned.

8.4 If the inspections, tests and analyses referred to in clause 8.2 & 8.3 show the supplies to be in accordance with the

contract requirements, the cost of the inspections, tests and analyses shall be defrayed by the purchaser.

8.5 Where the supplies or services referred to in clauses 8.2 and 8.3 do not comply with the contract requirements,

irrespective of whether such supplies or services are accepted or not, the cost in connection with these

inspections, tests or analyses shall be defrayed by the provider.

8.6 Supplies and services which are referred to in clauses 8.2 and 8.3 and which do not comply with the contract

requirements may be rejected.

8.7 Any contract supplies may on or after delivery be inspected, tested or analysed and may be rejected if found not to

comply with the requirements of the contract. Such rejected supplies shall be held at the cost and risk of the

provider who shall, when called upon, remove them immediately at his own cost and forthwith substitute them with

supplies which do not comply with the requirements of the contract. Failing such removal the rejected supplies

shall be returned at the providers cost and risk. Should the provider fail to provide the substitute supplies

forthwith, the purchaser may, without giving the provider further opportunity to substitute the rejected supplies,

purchase such supplies as may be necessary at the expense of the provider.

8.8 The provisions of clauses 8.4 to 8.7 shall not prejudice the right of the purchaser to cancel the contract on account

of a breach of the conditions thereof, or to act in terms of Clause 23 of GCC.

9. Packaging

9.1 The provider shall provide such packaging of the goods as is required to prevent their damage or deterioration

during transit to their final destination, as indicated in the contract. The packaging shall be sufficient to withstand,

without limitation, rough handling during transit and exposure to extreme temperatures, salt and precipitation during

transit, and open storage. Packaging, case size and weights shall take into consideration, where appropriate, the

remoteness of the good’s final destination and the absence of heavy handling facilities at all points in transit.

9.2 The packaging, marking and documentation within and outside the packages shall comply strictly with such special

requirements as shall be expressly provided for in the contract, including additional requirements, if any, and in any

subsequent instructions ordered by the purchaser.

10. Delivery and documents

.1 Delivery of the goods and arrangements for shipping and clearance obligations shall be made by the provider in

accordance with the terms specified in the contract.

11. Insurance

.1 The goods supplied under the contract shall be fully insured in a freely convertible currency against loss or damage

incidental to manufacture or acquisition, transportation, storage and delivery in the manner specified.

12. Transportation

12.1 Should a price other than an all-inclusive delivered price be required, this shall be specified.

13. Incidental services

1. The provider may be required to provide any or all of the following services, including additional services, if any:

 performance or supervision of on-site assembly and/or commissioning of the supplied goods;

 furnishing of tools required for assembly and/or maintenance of the supplied goods;

 furnishing of a detailed operations and maintenance manual for each appropriate unit of the supplied

goods;

 performance or supervision or maintenance and/or repair of the supplied goods, for a period of time agreed

by the parties, provided that this service shall not relieve the provider of any warranty obligations under this

contract; and

 training of the purchaser’s personnel, at the provider’s plant and/or on-site, in assembly, start-up,

operation, maintenance, and/or repair of the supplied goods.

2. Prices charged by the provider for incidental services, if not included in the contract price for the goods, shall be

agreed upon in advance by the parties and shall not exceed the prevailing rates charged to other parties by the

provider for similar services.

14. Spare parts

.1 As specified, the provider may be required to provide any or all of the following materials, notifications, and

information pertaining to spare parts manufactured or distributed by the provider:

(a) such spare parts as the purchaser may elect to purchase from the provider, provided that this election shall

not relieve the provider of any warranty obligations under the contract, and

(b) in the event of termination of production of the spare parts:

(i) Advance notification to the purchaser of the pending termination, in sufficient time to permit the

purchaser to procure needed requirements; and

(ii) Following such termination, furnishing at no cost to the purchaser, the blueprints, drawings, and

specifications of the spare parts, if requested.

15. Warranty

15.1 The provider warrants that the goods supplied under the contract are new, unused, of the most recent or current

models and that, they incorporate all recent improvements in design and materials unless provided otherwise in the

contract. The provider further warrants that all goods supplied under this contract shall have no defect, arising from

design, materials, or workmanship (except when the design and/or material is required by the purchaser’s

specifications) or from any act or omission of the provider, that may develop under normal use of the supplied

goods in the conditions prevailing in the country of final destination.

15.2 This warranty shall remain valid for thirty six (36) months after the goods, or any portion thereof as the case may be,

have been delivered to and accepted at the final destination indicated in the contract, or for eighteen (18) months

after the date of shipment from the port or place of loading in the source country, whichever period concludes

earlier, unless specified otherwise.

15.3 The purchaser shall promptly notify the provider in writing of any claims arising under this warranty.

15.4 Upon receipt of such notice, the provider shall, within the period specified and with all reasonable speed, repair or

replace the defective goods or parts thereof, without costs to the purchaser.

15.5 If the provider, having been notified, fails to remedy the defect(s) within the period specified, the purchaser may

proceed to take such remedial action as may be necessary, at the provider’s risk and expense and without prejudice

to any other rights which the purchaser may have against the provider under the contract.

16. Payment

16.1 The method and conditions of payment to be made to the provider under this contract shall be specified

16.2 The provider shall furnish the purchaser with an invoice accompanied by a copy of the delivery note and upon

fulfilment of other obligations stipulated in the contract.

16.3 Payments shall be made promptly by the purchaser, but in no case later than thirty (30) days after submission of a

valid tax invoice or claim by the provider.

16.4 Payment will be made in Rand unless otherwise stipulated.

17. Prices

1. Prices charged by the provider for goods delivered and services performed under the contract shall not vary from

the prices quoted by the provider in his bid, with the exception of any price adjustments authorized or in the

purchaser’s request for bid validity extension, as the case may be.

18. Increase/decrease of quantities

18.1 In cases where the estimated value of the envisaged changes in purchase does not exceed 15% of the total value

of the original contract, the contractor may be instructed to deliver the revised quantities. The contractor may be

approached to reduce the unit price, and such offers may be accepted provided that there is no escalation in price.

No specific requirements found