Asset management services tender for polokwane municipality (3-Year contract)

Technical enquiries: Mr Alfred Mothapo, 015 290 2167, [email protected]. Supply‑chain enquiries: Mr Tiro Pilusa, 015 290 2148, [email protected]. Submission address (bid box): Polokwane Municipality, Civic Centre, corner Bondenstein and Landdros Mare Street, Polokwane.

• Submit the bid in a sealed envelope clearly marked with the bid number and description.
• Deliver the envelope to the bid box at Polokwane Municipality, Civic Centre, corner Bondenstein and Landdros Mare Street, no later than 10:00 on 11 March 2026. The bid box is open 24 hours, 7 days a week.
• Use only the official bid forms supplied (do not re‑type).
• Complete the forms in black ink only; pencil or erasable ink is not accepted.
• All pages must be initialed and the entire bid must be signed.
• Include a valid Central Supplier Database (CSD) number, tax compliance status (PIN/TCS) and, where applicable, a Joint Venture Agreement.
• Late submissions are automatically disqualified.
• Bids remain valid for 90 days after the closing date.

• Bids are evaluated on an 80/20 point system: 80 points for price and 20 points for specific goals.
• Responsiveness criteria (must be met for a bid to be considered):
• Properly sealed envelope with correct description and bid number.
• Submitted to the correct bid box before the closing time.
• Valid CSD number.
• All bid forms fully completed and initialed.
• Joint‑venture agreement signed (if applicable).
• Proof of municipal rates/taxes or valid lease/tribal authority letter attached.
• Compliance with technical specifications and pricing instructions.
• Demonstrated financial capacity and relevant experience.
• Evaluation follows the Supply Chain Management Regulations, the Preferential Procurement Policy Framework Act, the Preferential Procurement Regulations (2022) and the General Conditions of Contract.
• The municipality reserves the right to accept, reject or negotiate any bid and is not obliged to accept the lowest bid.

• Provide asset‑management services for all movable and immovable assets of the municipality, including heritage, biological, living and non‑living resources and intangible assets.
• Deliver a comprehensive asset register, condition assessments, maintenance planning, and reporting in accordance with municipal standards.
• Services must comply with the technical specifications attached to the bid documents (Form F – Bid Specifications).
• Supplier must have the capacity to manage the full asset portfolio for a three‑year period and meet any service‑level requirements stipulated in the contract.

• Complete the Schedule of Prices (Form MBD 3.1) with a fully priced bid.
• Bids must be signed and sealed; pricing must follow the instructions in the bid documents.
• Bids are valid for 90 days after the closing date.
• Within 30 days of award, the successful bidder must furnish a performance security (bank guarantee, irrevocable letter of credit or cashier’s/ certified cheque) in the amount specified in the Special Conditions of Contract.
• Payment terms: invoices submitted with delivery note; payment made within 30 days of receipt of a correct invoice.
• No explicit guarantee amount is stated in the extracted text.

• Provide a valid CSD number or, if unavailable, a Tax Compliance Status (TCS) PIN or printed TCS certificate.
• Foreign suppliers must complete the pre‑award questionnaire (residency, tax liability, etc.).
• Bidders listed on the Register of Bid Defaulters or prohibited by the Prevention and Combating of Corrupt Activities Act are disqualified.
• No person in the service of the state (or their related entities) may be awarded the contract.
• All directors must not be on the Register of Bid Defaulters.
• Tax compliance: submit PIN/TCS and proof of tax clearance.
• No specific B‑BEE or CIDB requirements are mentioned in the document.