Development of lusikisiki precinct plan – RFQ in eastern cape

Closing date: 16 September 2026. Closing time: 12:00. Advert date: 28 August 2026. No compulsory briefing or site visit indicated; site meetings will be advertised separately if attendance is compulsory. Tender validity period: 90 days after closing date.

No compulsory briefing or site visit indicated in the document. Site meetings will be reflected on adverts if attendance is compulsory.

Technical enquiries: Economic Development Office – A Jordaan, 039 253 1096, [email protected]. Supply Chain Management enquiries: A Ntongana, 039 252 0131, [email protected]. Submission address: 135 Main Street, Flagstaff, 4810 (Municipal Reception).

Submission method: hand-delivered in a sealed envelope to the tender box at Ingquza Hill Local Municipality, 135 Main Street, Flagstaff, 4810. Closing date: 16 September 2026 at 12:00. No late, couriered, faxed or emailed tenders accepted. Envelope must be endorsed with the tender number (IHLM/43/2026-27/PLAN) and description. Bidders must initial every page of the original bid document; do not reproduce, disassemble or insert pages. Returnable documents required with the bid: valid full CSD proof of registration; completed and signed MBD 1–9 declarations; valid SARS TCS PIN printout; proof of professional accreditation with SACPLAN, SACAP and SAGC for key personnel; signed letter confirming no undisputed municipal accounts overdue by more than 30 days with supporting proof. Failure to submit any mandatory document renders the bid non-responsive.

Returnable documents (all must be completed, signed and submitted with the bid): MBD 1 – Invitation to Bid (cover page with bidder details and signature); MBD 2 – Tax Clearance Certificate requirements; MBD 3.1 – Pricing Schedule (Firm Prices); MBD 3.3 – Pricing Schedule and Specification; MBD 4 – Declaration of Interest (discloses state employment/relationships); MBD 6.1 – Preference Points Claim Form (specific goals claim with verification documents); MBD 7.1 – Contract Form (to be completed by successful bidder); MBD 8 – Declaration of Bidder's Past SCM Practices; MBD 9 – Certificate of Independent Bid Determination (no collusion). Additional mandatory documents: valid full CSD proof of registration; valid SARS TCS PIN printout; proof of professional accreditation with SACPLAN, SACAP, SAGC for key personnel; signed letter confirming no undisputed municipal accounts overdue >30 days with proof. Authority to Sign/Board Resolution authorising signatory.

Two-stage evaluation. Stage 1 – Functionality (100 points): Experience 40 points (appointment letters or orders with reference letters for up to 4 public sector precinct plan projects, 10 points each); Expertise 40 points (Professional Town Planner registered with SACPLAN, 5 years post-registration experience – 20 points; Professional Architect or Urban Designer registered with SACAP, 5 years experience – 10 points; Professional GIS specialist registered with SAGC, 5 years experience – 10 points; detailed organogram with responsibilities); Methodology 20 points (methodological approach with both programme of work and cashflow projections – 20 points; with only one of these – 10 points; approach only – 5 points). Minimum qualifying score: 70/100 to proceed to Stage 2. Stage 2 – Price and Specific Goals (80/20 system): Price 80 points; Specific Goals 20 points allocated as: company owned by black youth (18–35) – 6 points; owned by black women – 6 points; owned by black people living with disability – 2 points; owned by black people – 6 points. Verification documents: CSD registration report/ID copy for ownership claims; letter from medical practitioner for disability claim. Tender validity: 90 days from closing date.

Scope: Development of a detailed Lusikisiki Precinct Plan for the Lusikisiki CBD, aligned with the Municipality's approved Spatial Development Framework (SDF), Land Use Management Scheme (LUMS), Spatial Planning and Land Use Management By-law (2016), SPLUMA, Land Survey Act, Sectional Titles Act, CSIR Red Book standards and other applicable legislation. Key deliverables: comprehensive precinct plan including urban design 3D modelling; inception report; situational analysis; draft motivation report and plans; policy and plan scrutiny; LUMS maps preparation; draft power of attorney; site development plan design; draft precinct plan design (transportation and mobility framework, environmental management framework, public facilities and open space frameworks, tourism and local economic development strategy, urban design framework); final approved Lusikisiki Precinct Development Plan; handover of all project documentation. Project duration: 6 months in five phases – Phase 1 Inception (1 month), Phase 2 Planning (2 months), Phase 3 Design and Development (1 month), Phase 4 Consultations and Approvals (1 month), Phase 5 Close-out (1 month). Service provider must provide monthly quality progress reports, timeous invoices, variance reports against programme and expenditure, and adhere to milestones. All documents produced become property of the Municipality. Copyright vests in the Municipality. Confidentiality obligation applies.

Phased methodology required with detailed project plan addressing five phases: Phase 1 Inception (1 month) – inception meeting, confirm scope/objectives/deliverables/timelines, review existing planning documentation, prepare detailed methodology and work programme, prepare Service Level Agreement. Phase 2 Planning (2 months) – review legislation/policies/strategic documents, comprehensive situational analysis, assess land uses/development patterns/demographics/socio-economic conditions/environmental characteristics/tourism/agricultural/economic opportunities, identify opportunities/constraints/key planning issues, policy and plan scrutiny, LUMS maps preparation, draft power of attorney, site development plan design. Phase 3 Design and Development (1 month) – present draft land use framework, develop precinct vision/objectives, transportation and mobility framework, environmental management framework, public facilities and open space frameworks, tourism and local economic development strategy, urban design framework. Phase 4 Consultations and Approvals (1 month) – consult municipal departments, traditional leadership, ward committees, public participation meetings, revise draft based on comments. Phase 5 Close-out (1 month) – incorporate comments, prepare final plan, handover documentation. Monthly progress reports, timeous invoices, variance reports required throughout.

Key personnel requirements: Project Leader must be a registered Professional Town Planner (SACPLAN) with 5 years post-registration experience, knowledge and experience in similar projects, proof of similar projects, land surveying experience (5 years), GIS expertise (map creation/reading), ability to produce 3D models (AutoCAD/SketchUp/Lumion), project management experience, research/analytical/writing/communication skills. Professional Architect or Urban Designer (SACAP) with 5 years experience – 10 points. Professional GIS Specialist (SAGC) with 5 years experience – 10 points. Detailed organogram with responsibilities required. All team members must attend progress meetings; compulsory attendance for project team leader, spatial planner or land surveyor. Replacement of candidates only in extreme cases with written approval; replacements must have equal/higher qualifications and experience. Schedule of resources with certificates, qualifications and anticipated roles must be included.

Pricing schedule: firm prices only, inclusive of VAT and all disbursements. Professional fees total shown before VAT, VAT amount shown separately, then final inclusive amount. Cost estimates valid for 90 days. Payment milestones: Phase 1 Inception Report – 30%; Phase 2 Planning deliverables – 30%; Phase 3 Draft Precinct Plan Design – 20%; Phase 4 Presentation to Municipality – 10%; Phase 5 Final Approval and handover – 10%. Payment within 30 days of correct invoice and report. Budget must clearly identify professional fees and disbursements, and include all expenses (VAT, workshop costs, fees, additional costs).

Pricing: firm prices only (no price escalation). Quotations must include VAT (if registered) and all disbursements; professional fees total shown before VAT, VAT amount shown separately, then final inclusive amount. Cost estimates valid for 90 days. Payment schedule (milestone-based, payment within 30 days of correct invoice and report): Phase 1 Inception Report – 30%; Phase 2 Planning deliverables – 30%; Phase 3 Draft Precinct Plan Design – 20%; Phase 4 Presentation to Municipality and stakeholder engagement – 10%; Phase 5 Final Approval and handover – 10%. Budget must include all expenses: professional fees, disbursements, VAT, workshop costs, fees and additional costs. No bonds, guarantees or insurance requirements stated.

Mandatory compliance: valid CSD registration; valid SARS Tax Compliance Status (TCS) PIN (or CSD number if TCS unavailable); each JV/consortium party must submit separate TCS PIN/CSD number; proof of professional registration with SACPLAN (Town Planner), SACAP (Architect/Urban Designer) and SAGC (GIS Specialist) for key personnel, each with 5 years post-registration experience; no director/shareholder in service of the state; not listed on the Register of Tender Defaulters (Prevention and Combating of Corrupt Activities Act); no undisputed municipal accounts overdue >30 days; completed and signed MBD 1–9 declarations (MBD 1 Invitation to Bid, MBD 2 Tax Clearance, MBD 3.1/3.3 Pricing Schedule, MBD 4 Declaration of Interest, MBD 6.1 Preference Points Claim, MBD 7.1 Contract Form, MBD 8 Past SCM Practices, MBD 9 Certificate of Independent Bid Determination); Authority to Sign/Board Resolution authorising signatory. Specific Goals claims require verification documents as per MBD 6.1.

Specific Goals (20 points total under 80/20 system): Company owned by black youth (18–35 years) – 6 points (verified by CSD registration report/ID copy of owner/director); owned by black women – 6 points (CSD registration report/ID copy); owned by black people living with disability – 2 points (letter from medical practitioner); owned by black people – 6 points (CSD registration report/ID copy). Failure to submit proof/documentation for specific goals claims results in zero points for specific goals. Organ of state may require substantiation of claims at any time.

Environmental management is a required component of the precinct plan. The service provider must develop an Environmental Management Framework as part of Phase 3 deliverables. Situational analysis in Phase 2 must assess environmental characteristics and sensitive areas. The plan must promote climate-resilient urban development and comply with applicable environmental legislation.

Contract terms: General Conditions of Contract (GCC) and Municipal Supply Chain Management special contract conditions apply. Service Level Agreement (SLA) to be signed upon appointment. Contract duration: 6 months. Municipality may terminate for non-performance or non-compliance. All project documents, data and copyright vest in the Municipality. Confidentiality: service provider may not disclose project information to third parties without prior written consent. Municipality reserves the right not to accept any proposal, to accept whole or part, and not to accept the lowest bid. No bids from persons in service of the state or on the Register of Tender Defaulters. Bidders must not have abused the SCM system or failed on previous contracts. Tender validity: 90 days; withdrawal during validity may incur liability for additional expenses incurred by the Municipality. Municipality may extend the tender period by public notice. Replacement of key personnel not allowed except in extreme cases with written approval from the Municipal Manager; replacements must have equal or higher qualifications and experience. Payment within 30 days of correct invoice and milestone report.

Special conditions: replacement of key personnel not allowed except in extreme cases with written approval via Project Management Committee to Municipal Manager; replacements must have equal/higher qualifications and experience. Payment within 30 days of correct invoice and milestone report. Budget must include all expenses (VAT, workshop costs, fees, additional costs) and clearly identify professional fees and disbursements. Proposals must respond to Terms of Reference, be clearly indexed, easy to read, bound, and submitted in sealed envelope with tender number and title. Short-listed bidders may be required to present in person at own cost. Municipality reserves right to extend tender period by notice in press or on website.