36-Month contract for septic tank repairs, maintenance and desludging services in moretele local municipality

Closing date: 09 July 2026 at 12h00. Bid documents available on eTender Portal from 05 June 2026. Compulsory briefing session: attendance and proof required as per bid conditions (date/time/venue not specified).

Supply Chain Management enquiries: Mrs Modiegi Phenya, phone: (012) 716 1413. Technical enquiries: Mr P. Molautsi, phone: (012) 716 1300. Submission address: Finance Section, Moretele Local Municipality, 4065 B Mathibestad.

Submit sealed bids to the bid box at Finance Section, Moretele Local Municipality, 4065 B Mathibestad by 09 July 2026 at 12h00. Late bids may be disqualified. Compulsory briefing session attendance and proof required if prescribed in bid data. Required returnable documents: Completed and signed Form of Offer and Acceptance; Authority of signatory/resolution; CSD Registration Summary Report; Company registration documents and certified IDs of directors/members; Municipal account compliance proof; COIDA Letter of Good Standing; MBD4 (Declaration of Interest) and MBD8 (Past SCM Practices); Methodology, project implementation plan, and waste management/compliance plan; CVs and supporting documents for key personnel; Proof of ownership/lease/access to vacuum tankers, honey suckers, jetting equipment, and related vehicles; Proof of relevant experience and at least 3 contactable references. All forms must be legibly completed and signed by an authorised person. Minor administrative omissions may be clarified but the substance of the bid cannot be altered post-closing.

Evaluation stages: (1) Responsiveness check (mandatory documents, compliance, and bid conditions); (2) Functionality assessment (minimum 70/100 points required to proceed); (3) Price and specific goals evaluation (80/20 system). Functionality criteria: Relevant company experience in septic tank desludging/cleaning/emergency response (0-35 points: 7+ assignments=35, 4-6=25, 1-3=15, none=0). Key personnel qualifications/experience in sanitation, plumbing, wastewater, or civil maintenance (0-25 points: excellent=25, adequate=15, limited=5, none=0). Plant/equipment availability (vacuum tankers, honey suckers, jetting equipment, vehicles) with proof of ownership/lease/access (0-25 points: comprehensive=25, substantial=15, partial=5, inadequate=0). Method statement, safety, and disposal arrangements (0-15 points: excellent=15, acceptable=10, limited=5, absent=0). Price evaluation: Lowest acceptable tender scores maximum 80 points. Specific goals (20 points total): HDI/Black Ownership (5), 51% Women’s Equity (5), Black Person with Disability (2.5), 51% Youth-Owned Firm (5), Locality in North West Province (2.5). Deadlocks broken per Preferential Procurement Regulations, 2022.

Scope: Routine inspection, cleaning, desludging, and lawful removal of sludge/waste from septic tanks at Moretele Local Municipality offices, including minor inlet/outlet maintenance, once every 3 months (12 services over 36 months) or as instructed. Additional services: Emergency cleaning/desludging (per day rates for normal days, Saturdays/public holidays, Sundays); minor unblocking of inlet/outlet pipework (jetting/rodding, per attendance); additional vacuum tanker attendance (per attendance/unit); supply/fit minor replacement fittings (lids, covers). User awareness: Provide educational material/guidance on septic tank care if requested. Duration: 36 months. Service provider must develop a safety plan. Rates must include all costs (labour, supervision, plant, equipment, transport, consumables, lawful disposal, PPE, compliance, overheads, profit). Fixed rates for contract period unless adjusted per bid data/special conditions.

Key personnel: Contract manager/supervisor must have demonstrated experience in sanitation, plumbing, wastewater, or civil maintenance. CVs and proof of qualifications required. Scoring: Excellent relevance/experience=25 points; adequate=15; limited=5; no proof=0. Company experience: 7+ similar completed assignments=35 points; 4-6=25; 1-3=15; none=0. Plant/equipment: Proof of ownership/lease/access to vacuum tankers, honey suckers, jetting equipment, and related vehicles required. Scoring: Comprehensive resources=25; substantial=15; partial=5; inadequate=0. References: At least 3 contactable references for relevant experience required.

Supplier’s premises open for inspection at reasonable hours if bid conditions require testing. Pre-bidding testing costs borne by bidder. If inspections reveal non-compliance, supplier bears costs and goods may be rejected. Rejected goods must be removed/replaced at supplier’s cost; purchaser may procure substitutes at supplier’s expense. Packing must prevent damage/deterioration during transit and withstand rough handling, extreme temperatures, and open storage. Packing/marking must comply with contract requirements. Supplier must permit purchaser to inspect/audit performance records.

Pricing must include all costs: labour, supervision, plant, equipment, transport, consumables, lawful disposal, PPE, compliance, overheads, and profit. Fixed rates for 36 months unless bid data/special conditions allow adjustments. Pricing schedules: (A) Routine cleaning/desludging (per day, VAT incl.): Normal days, Saturdays/public holidays, Sundays. (B) Emergency cleaning/desludging (per day, VAT incl.): Normal days, Saturdays/public holidays, Sundays. (C) Minor unblocking (per attendance, VAT incl.): Inlet/outlet pipework. (D) Additional services (per attendance/unit, VAT incl.): Extra vacuum tanker attendance; minor replacement fittings. (E) User awareness (once per year, VAT incl.): Educational material/guidance. Total tendered amount carried to Form of Offer for evaluation. Payment terms: Invoices with delivery notes; payment within 30 days. Performance security: Required within 30 days of award (bank guarantee, irrevocable letter of credit, or cashier’s cheque). Tax compliance mandatory for award.

Mandatory: CSD registration; tax compliance (valid tax clearance certificate); COIDA compliance (Compensation Fund registration); MBD4 (Declaration of Interest); MBD8 (Past SCM Practices); Company registration documents and certified IDs of directors/members; Municipal account compliance proof; Authority to sign (resolution for companies/CCs/partnerships); Methodology, project implementation plan, and waste management/compliance plan; CVs and qualifications for key personnel; Proof of ownership/lease/access to vacuum tankers, honey suckers, jetting equipment, and related vehicles; Proof of relevant experience and at least 3 contactable references. B-BBEE: Specific goals points for HDI/Black Ownership (5), 51% Women’s Equity (5), Black Person with Disability (2.5), 51% Youth-Owned Firm (5), Locality in North West Province (2.5). Professional registrations: Required for key personnel as per industry standards.

Occupational Health and Safety Act compliance required. Service provider must develop and implement a safety plan for the project. Method statement must cover routine/emergency response, lawful sludge disposal, reporting, incident management, and OHS implementation. Quality of method statement scored (0-15 points) as part of functionality evaluation. Supplier must ensure safe execution of services, including use of PPE and compliance with all relevant safety regulations.

Lawful disposal of sludge and waste required. Method statement must include lawful disposal approach and environmental compliance. Supplier responsible for all disposal costs and ensuring compliance with environmental regulations. No specific environmental impact assessment mentioned, but disposal must be lawful and documented in methodology.

Contract governed by National Treasury General Conditions of Contract (July 2010) and Municipal Supply Chain Management Regulations. Key terms: Performance security required within 30 days of award (bank guarantee, irrevocable letter of credit, or cashier’s cheque). Payment within 30 days of invoice submission. Prices fixed unless adjusted per bid data/special conditions. Variation orders require compliance with MFMA and Municipal SCM policy. Termination for default: Purchaser may terminate if supplier fails to deliver/perform, with penalties calculated at prime interest rate per day of delay. Force majeure: Supplier not liable for delays due to unforeseeable events (e.g., wars, floods, epidemics). Dispute resolution: Mediation first, then South African court if unresolved. Liability limited to contract price (excluding repair/replacement costs). Contract in English, governed by South African law. Taxes/duties: Local suppliers responsible until delivery; foreign suppliers responsible for all levies outside SA. No assignment/subcontracting without purchaser’s written consent. Warranty: 12 months for defects in design/materials/workmanship. Insurance: Goods must be fully insured during manufacture, transport, and delivery.

Functionality criteria (minimum 70/100 points to qualify): Relevant company experience in septic tank desludging/cleaning/emergency response (0-35 points: 7+ assignments=35, 4-6=25, 1-3=15, none=0). Key personnel qualifications/experience in sanitation, plumbing, wastewater, or civil maintenance (0-25 points: excellent=25, adequate=15, limited=5, none=0). Plant/equipment availability (vacuum tankers, honey suckers, jetting equipment, vehicles) with proof of ownership/lease/access (0-25 points: comprehensive=25, substantial=15, partial=5, inadequate=0). Method statement, safety, and disposal arrangements (0-15 points: excellent=15, acceptable=10, limited=5, absent=0). Price and specific goals: 80/20 system (80 points price, 20 points specific goals). Specific goals: HDI/Black Ownership (5), 51% Women’s Equity (5), Black Person with Disability (2.5), 51% Youth-Owned Firm (5), Locality in North West Province (2.5).