Ad-hoc labour carrier transport services for mkhondo local municipality (36-Month contract)

Bid procedure enquiries: Mr MC Gumede, Senior Manager: Supply Chain Management, Tel: 017 004 0197, Email: [email protected].

Technical enquiries: Ms N. Kunene, Manager: Forestry, Tel: 017 004 0197, Email: [email protected].

Submission address: Bid Box, Ground Floor, No. 33 Corner Market and De Wet Street, eMkhondo, 2380.

Municipality address: Mkhondo Local Municipality, P O Box 23, eMkhondo, 2380.

Submit bids in a sealed envelope to the bid box at No. 33 Corner Market and De Wet Street, eMkhondo, 2380 by 12:00 on 10 July 2026. Bid box operates Monday to Thursday 7h30–16h30, Friday 7h30–14h00.

Requirements:

• Use only official bid documentation provided by Mkhondo Local Municipality. Do not re-type or alter forms.
• Complete all forms in black permanent ink (no erasable ink, tippex, pencil, or corrections without initials).
• Initial every page and sign all required sections, including the Form of Offer and Acceptance.
• Clearly mark the envelope with: Tender No. MKHO25/2025/26, title "PROVISION OF A LABOUR CARRIER TRANSPORT ON AN AD-HOC BASIS FOR A PERIOD OF THIRTY-SIX (36) MONTHS", and closing date.
• Submit all returnable documents: Schedules 1–10 (e.g., Board Resolutions, JV agreements, sub-contractor lists, commitments, addenda records, enterprise questionnaire, water & lights certificate, tenderer’s experience), MBD forms (1, 2, 3.1, 4, 6.1, 7.1, 8, 9), and Compulsory Enterprise Questionnaire.
• Include a valid Letter of Authority to sign the bid.
• Proof of Labour Carrier Transport ownership or a valid Letter of Intent is mandatory.

Disqualification risks:

• Late submissions (after 12:00 on 10 July 2026).
• Mailed, faxed, emailed, or telegraphic submissions.
• Incorrect bid box or unmarked/mislabelled envelopes.
• Missing or incomplete returnable documents or MBD forms.
• Use of unauthorised pens, erasures, or alterations without initials.
• Failure to submit proof of Labour Carrier Transport ownership or valid Letter of Intent.
• Non-compliance with CSD, tax, or municipal account requirements.
• Bids from state employees, their associates, or restricted suppliers (National Treasury’s list).
• Bids not submitted as a whole (e.g., partial or unbound documents).

Evaluation follows a three-stage process under the Preferential Procurement Policy Framework Act and PPR 2022:

Stage 1: Supply Chain Management Compliance (Elimination)

• Mandatory requirements: Valid CSD registration (full report, not older than 30 days), Tax Compliance Status (TCS) PIN (or CSD number), certified municipal accounts (or lease agreement) for bidder and directors (not in arrears >90 days), company registration certificate, certified IDs of directors, proof of Labour Carrier Transport ownership/Letter of Intent, completed MBD forms, Compulsory Enterprise Questionnaire, and Letter of Authority to sign.
• Failure to submit any mandatory document results in disqualification.
• Additional elimination factors: State employees or associates, advisors/consultants to the municipality, municipal rate arrears >90 days, or listing on National Treasury’s Restricted Supplier list.

Stage 2: Functionality (Minimum 55% required to advance)

• Scored out of 100 points:

• Company Experience (50 points): Appointment letters/purchase orders for Labour Carrier Transport (1–3: 35 pts, 4–5: 40 pts, 6+: 50 pts).

• Financial Capacity (20 points): Bank-stamped Bank Rating Certificate (A: 20 pts, B/C: 15 pts, D or less: 10 pts, none: 0 pts).

• Reference Letters (30 points): From clients for similar works (1–2: 10 pts, 3–4: 20 pts, 5+: 30 pts). Must include contactable numbers, emails, client stamps, and letterheads.

Stage 3: Price and Preference Points (80/20 System)

• 80 points: Lowest acceptable total bid price (MBD 3.1, completed in words and figures).
• 20 points: Specific goals (B-BBEE and local content):

• 100% Black-owned enterprise: 2.5 pts

• 30% disability-owned: 2.5 pts

• 30% youth-owned: 2.5 pts

• 30% women-owned: 2.5 pts

• EME located in Mkhondo Local Municipality: 2.5 pts

• Valid B-BBEE Level 1 (SANAS/affidavit/CIPC): 2.5 pts

• Corporate Social Investment (CSI) or Social Labour Plan: 5 pts

Final award: Highest total points (price + preference). Municipality reserves the right to reject any bid or accept part of it.

Scope: Provision of Labour Carrier Transport on an ad-hoc basis for a period of 36 months.

Deliverables:

• Reliable and available Labour Carrier Transport for municipal operations as and when requested.
• Compliance with municipal standards, project specifications, and General Conditions of Contract (GCC 2015).
• Proof of ownership of a Labour Carrier Transport or a valid Letter of Intent is mandatory for bid eligibility.

Service Levels:

• Ad-hoc availability as per municipal requests, with no fixed schedule.
• Must meet all technical, safety, and operational standards for passenger transport services.
• Successful bidder must subcontract a minimum of 30% of the work to an entity registered and residing within Mkhondo Local Municipality’s jurisdiction.

Contractual Requirements:

• Sign a written contract form (MBD 7.1) upon award.
• No alternative tender offers will be considered; bids must strictly adhere to issued documentation.

Pricing format:

• Complete MBD 3.1 (Pricing Schedule) in both words and figures. Amounts in figures govern in case of discrepancy.
• Submit a signed Bill of Quantities (Part C2.2).
• VAT must be shown separately if applicable.

Financial capacity:

• Submit a bank-stamped Bank Rating Certificate (scored in Stage 2: A=20 pts, B/C=15 pts, D or less=10 pts).
• Municipality may request additional financial evidence (e.g., chartered accountant investigations).

Payment terms:

• As per the signed contract (MBD 7.1, Parts 1 and 2).
• Pricing must be fixed for the contract duration (36 months) unless otherwise stated in the contract data.

Bid validity:

• Offers must remain valid for 90 days from the closing date (10 July 2026).
• No alternative pricing or negotiation unless permitted by the municipality’s SCM Policy.

Additional notes:

• Arithmetical errors will be corrected per GCC 2015 rules (figures govern over words; rates govern over line totals).
• Bidders must accept corrections or risk rejection.

Mandatory compliance (failure to submit any results in disqualification):

• Central Supplier Database (CSD): Full/comprehensive registration report (not a summary), not older than 30 days from closing date.
• Tax Compliance: Valid Tax Compliance Status (TCS) PIN from SARS (or CSD number if TCS unavailable). Foreign suppliers must complete Part B:3 questionnaire if applicable.
• Municipal Accounts: Certified copy of bidder’s and all directors’ current municipal account statements (month ended May 2026) or valid lease agreement. Must not be in arrears for >90 days.
• Company Registration: Certified copy of company registration certificate (CIPC).
• Director/Partner IDs: Certified copies of IDs for all directors, shareholders, and partners (not older than 3 months).
• Proof of Transport: Proof of ownership of Labour Carrier Transport or valid Letter of Intent.
• Municipal Bidding Declarations (MBD): Duly completed and signed MBD 1 (Invitation to Bid), MBD 2 (Tax Compliance), MBD 3.1 (Pricing Schedule), MBD 4 (Declaration of Interest), MBD 6.1 (Preference Certificate), MBD 7.1 (Contract Form Parts 1 & 2), MBD 8 (Past SCM Practices), MBD 9 (Independent Bid Determination).
• Compulsory Enterprise Questionnaire: Fully completed and signed.
• Letter of Authority: Valid and signed Letter of Authority to sign the bid on behalf of the company.
• Returnable Schedules: All Schedules 1–10 (e.g., Board Resolutions, JV agreements, sub-contractor lists, commitments, addenda records, enterprise questionnaire, water & lights certificate, tenderer’s experience) must be completed and submitted.

Joint Ventures/Consortia:

• Signed Joint Venture Agreement.
• Combined B-BBEE certificate for the JV.
• Full CSD registration report for the JV.
• Separate TCS/PIN/CSD numbers for each JV partner.

B-bbee:

• Original, valid, or certified copy of B-BBEE certificate (SANAS for generic enterprises; sworn affidavit or CIPC certificate for EMEs/SMEs) to qualify for preference points.

Disqualification:

• Non-compliance with any mandatory requirement.
• Bidders in the service of the state, or with directors/managers/principal shareholders in state service.
• Advisors or consultants contracted with the municipality or municipal entity.
• Municipal rates or service charges in arrears for >90 days (bidder or any director).
• Listed on National Treasury’s Database of Restricted Suppliers or Tender Defaulter Report.
• Use of unauthorised pens, erasures, or incomplete/unsigned documents.