36-Month grap asset register update service provider appointment for dr kenneth kaunda district municipality

Bidding procedure enquiries: L. Veldschoen, Tel: 018 473 8000, Fax: 018 473 2523, Email: [email protected]. Technical enquiries: J. Brown, Tel: 018 473 8000, Fax: 018 473 2523. Submission address: Tender box in the foyer of Dr. Kenneth Kaunda District Municipality, Patmore Road, Orkney, 2619. Employer’s agent: MJ RATLHOGO, Private Bag X 5017, Klerksdorp, 2570, Tel: (018) 473 8000, Fax: (018) 473 2523, Email: [email protected].

Submit bids on official forms (not retyped) or online by 12:00 on 08/07/2026. Late, faxed, emailed, or retyped bids are disqualified. Deposit sealed bids in the tender box at: Foyer of Municipal Office Building, Patmore Road, Orkney, 2619. Clearly mark envelope with tender number (KKDM 13/25) and description. Required returnable documents: SBD7 contract form, MBD forms (1, 4, 6.1, 8, 9, 3.1), Tax Clearance Certificate, CSD registration report, municipal account proof (not in arrears >3 months for company and directors), company registration documents, certified ID copies of directors, proof of authority to sign, and pricing schedule. Missing pages, unauthorized alterations, or incomplete submissions disqualify the bid. Bid validity period: 120 days from closure. Compulsory briefing attendance required (24/06/2026).

Evaluation uses an 80/20 system: 80 points for price (Formula 2, Option 1), 20 points for preferential goals (Locality in North West Province: 10 pts; Woman-owned: 5 pts; Youth-owned: 5 pts). Functionality threshold: minimum 70 points required to proceed. Functionality criteria: Company experience in similar projects (max 20 pts), expertise of key personnel (Chartered Accountants + Engineer/Technician, max 5 pts), mandatory SAGE compatibility (30 pts), public sector experience of key personnel (max 10 pts), audit outcomes for Fixed Asset Register/PPE (unqualified: 25 pts, clean: 35 pts). Bids scoring <70 on functionality are disqualified. Mandatory requirements: CSD registration, valid Tax Clearance Certificate, no municipal arrears >3 months, attendance at compulsory meeting, and submission of all required documents.

Scope: Update the Generally Recognised Accounting Practice (GRAP) Asset Register for 36 months. Mandatory system requirement: Asset Management System must be compatible with SAGE and provide proof of successful integration in a South African municipal or government environment (via SAGE vendor confirmation and signed reference letters with referee contact details). Key personnel requirements: Team must include Chartered Accountants (minimum 3) and at least one Engineer or Technician for full points. Evidence required: Appointment letters and reference letters for past similar contracts (1-2: 10 pts, 3-4: 15 pts, 5-6: 20 pts), CVs for key team members, and official confirmation letters of audit outcomes for Fixed Asset Register/PPE (unqualified: 25 pts, clean: 35 pts).

Pricing schedule (MBD 3.1) must be completed and submitted. Payment terms: Invoices paid within 30 days of submission. Prices must remain fixed unless adjusted per Special Conditions of Contract (SCC). Performance security (amount specified in SCC) due within 30 days of award, in the form of a bank guarantee, irrevocable letter of credit, or cashier’s cheque. Non-refundable tender document fee: R500.00 (if applicable). Cost of tendering is for the bidder’s account. Bid validity period: 120 days from closure.

Mandatory: CSD registration (attach registration report with supplier number and unique code). Valid original Tax Clearance Certificate or SARS PIN (consortiums/joint ventures must submit separate proofs for each member). Municipal account proof (not in arrears >3 months) for company and directors. Certified copies of company registration documents and ID copies of directors. Proof of authority to sign (e.g., board resolution). Bidders must not be listed on the Register of Tender Defaulters or have abused SCM systems. Foreign suppliers: Tax Compliance Status/PIN not required if no RSA residency, branch, permanent establishment, or income source. CIDB registration required if applicable.