Road maintenance service providers – polokwane municipality (3‑year contract)

C3.6 Particular Specifications

C3.7 Health and Safety Specifications

C3.8 Environmental Management during Construction

C3.9 Management of the Works

Part C4 Site information

VOLUME 2

Tender Drawings-N/A

4. EMPLOYER’S The Employer’s agents are: N/A, the project will be managed in-house

AGENT

Cl. F.1.4

5. TENDERER’S

OBLIGATIONS

5.1. Eligibility A tender offer may only be submitted if the Tenderer satisfies the criteria

Cl. F.2.1 stated in the Tender Data and if the Tenderer, or any of his principals, is not

under any restriction to do business with the Employer.

5.2. Site Visit There will be no site visit and clarification meeting.

and Clarification

Meeting

Cl. F.2.7

5.3. Insurance No insurance cover will be provided by the Employer.

Cl. F.2.9

5.4. Alternative Unless anything to the contrary has been determined in the Contract Data, a

Tender Offers Tenderer may, together with his tender for the original designs contained in

CI. F. 2.12 the contract documents, submit alternative designs and tender offers for

consideration. All designs, calculations, drawings and Operation and

Maintenance manuals shall be fully endorsed by a third party registered

engineer, accomplished in such specific field of practice and the cost thereof

shall be borne solely by the Contractor. Such alternative designs and offers

shall be subject to the following conditions and requirements:

Project Description: Appointment of Twenty (20) Service Providers for Routine Road Maintenance in Polokwane Municipal Area as

and when required for a period of three (3) years. Bid Number: PM26-25/2026

Clause number Tender Data

5.4.1. Tenders

An alternative offer or design will be considered only if the tender for the

original items has been fully priced and completed. The alternative tender

offer is to be submitted in the same envelope as the main tender offer,

together with a schedule that compares the requirements of the tender

documents with the alternative requirements the Tenderer proposes. No

alternative tender will be considered unless a tender free from qualifications

is also submitted.

Unless the alternative offer stipulates to the contrary, it shall be assumed that

the period for completion of the Works shall be the same as for the original

design.

Designs, calculations, drawings and a modified schedule of quantities (as

determined hereafter) in respect of each alternative offer or design shall

accompany the alternative tender offer and shall be endorsed fully by a third

party registered engineer, accomplished in such specific field of practice.

5.4.2. Preliminary calculations

Preliminary calculations for an alternative design shall be submitted with the

tender. Such calculations shall give adequate details so as to enable an

assessment to be made of the general efficacy of the design and of its

principal elements, also of the degree to which the design prescriptions and

codes of the Employer are being complied with. The calculations shall be

clear and in a logical sequence and shall clearly reflect all the design

assumptions.

5.4.3. Preliminary drawings

Preliminary drawings of the alternative designs shall also be submitted with

the tender. These drawings shall comprise adequate layout plans, elevations

and sections and shall clearly illustrate the general efficacy of the design and

its principal elements.

5.4.4. Quantities

Each alternative offer shall be accompanied by a modified priced schedule

of quantities compiled in accordance with the specifications, in so far as it is

applicable, which clearly shows the manner in which the price for the

alternative offer has been determined and the items in the original schedule

of quantities which fall away or are being changed. In addition to the

schedule of quantities, a set of calculations shall be supplied to show how

the quantities have been determined. All assumptions in regard to factors

which will determine quantities shall be clearly and conspicuously marked by

underlining or colouring, and shall indicate whether or not the assumptions

Project Description: Appointment of Twenty (20) Service Providers for Routine Road Maintenance in Polokwane Municipal Area as

and when required for a period of three (3) years. Bid Number: PM26-25/2026

Clause number Tender Data

have been based on information furnished in the Contract Data (with the

necessary references).

5.4.5. Further details

Should the Employer’s Agent find that the calculations and drawings

submitted for alternative designs are not complete enough for proper

adjudication of the alternative designs, the Employer reserves to itself the

right to call on the Tenderer to submit such further calculations and drawings

as may be required. If such further details are not submitted within ten days

of having been requested, the alternative designs will not be given further

consideration.

5.4.6. Preliminary adjudication of alternative designs

The Employer’s Agent will undertake a preliminary scrutiny of any alternative

designs for compliance with the specified requirements of the Employer.

Should he find any mistakes or unsatisfactory aspects, he may afford the

Bidder the opportunity to rectify them within a period to be determined by the

Employer’s Agent. However, it is emphasized that the preliminary scrutiny

of the design and tender by the Employer’s Agent, by its very nature, cannot

be comprehensive, and no guarantee can be given in this regard that all the

mistakes made by the Bidder will in fact be detected. Any correction of such

mistakes shall be made with the tender price of the bidder being retained,

and, wherever necessary, the priced schedule of quantities for the alternative

design shall be adjusted accordingly.

5.4.7. Acceptance of alternative design

The Bidder shall note that the acceptance of a tender which includes

alternative designs shall mean that the alternative designs have been

approved in principle only. If the final calculations, drawings and details do

not comply with the specified requirements, such alternative designs may be

rejected, unless they are suitably amended by the Bidder so as to be

acceptable to the Employer.

5.4.8. Final drawings and calculations and the priced schedule of quantities

Where a tender with an alternative design has been accepted, the Contractor

shall, not less than two months before he intends starting with the

construction of such design, submit to the Employer’s Agent a complete set

of working drawings, detailed calculations and a complete schedule of

quantities, for approval. The schedule of quantities shall be based on the

preliminary schedule of quantities, but with the necessary adjustments in

quantities and prices and with the tendered price for the alternative design

being retained.

Project Description: Appointment of Twenty (20) Service Providers for Routine Road Maintenance in Polokwane Municipal Area as

and when required for a period of three (3) years. Bid Number: PM26-25/2026

Clause number Tender Data

Within three weeks of having received the above, the Employer’s Agent will

indicate which drawings, calculations, quantities, prices and other particulars

are acceptable to him and which not, with reasons furnished. The Contractor

shall then submit to the Employer’s Agent in good time any modified

drawings and other particulars for approval, for which he will require two

weeks. Any delay arising from the fact that the amended particulars do not

meet the requirements shall be the responsibility of the Contractor.

No work which will be affected by an alternative design may be commenced,

unless the drawings, schedule of quantities and prices for such alternative

design have been approved. Should the Contractor fail to modify any

drawings, calculations, quantities, prices or any other particulars to the

satisfaction of the Employer’s Agent, the alternative design will be rejected

and the original design shall be constructed for the same amount as has

been tendered for the alternative design.

5.4.9. Responsibility for alternative design

The approval of a design by the Employer’s Agent shall not in any way relieve

the Bidder of his responsibility to produce a design which conforms in all

respects to all the specified requirements and which will be suitable for the

purpose envisaged.

Should it appear later during construction or during the maintenance period

that the design does not conform to the specified requirements, the

Contractor only, shall be liable for any damage arising there from and he

shall, at his own expense, do all the necessary work to ensure that the Works

conforms to all the specified requirements.

5.4.10. Indemnity

Once the alternative design has been approved, the Contractor shall

indemnify and hold harmless the Employer, its agents and assigns, against

all claims howsoever arising out of the said design whether in contract or

delict.

5.1. Submitting 5.5.1. Whole of the Works (Cl. F.2.13.1)

a

Tender Offer Tenderers shall offer to provide for the whole of the Works identified.

Cl. F2.13

5.5.2. Original tender documents (Cl. F2.13.3)

The original tender document, issued to the Bidder, shall be submitted in its

entirety. No copies are required.

5.5.3. Marking of Tender Submissions (Cl. F2.13.5)

Project Description: Appointment of Twenty (20) Service Providers for Routine Road Maintenance in Polokwane Municipal Area as

and when required for a period of three (3) years. Bid Number: PM26-25/2026

Clause number Tender Data

The complete tender documents shall be enclosed and sealed in a single

envelope, marked:

“BID NO. PM26-25/26: Civic centre.

The Employer’s address for delivery of tender offers to be shown on each

tender submission package is the Tender Box located at:

Polokwane Municipality

Civic Centre

Landdros Mare Street

Polokwane

5.5.4. Two envelope system (Cl. F.2.13.6)

A two-envelope procedure will not be followed.

5.5.5. Closing time (Cl. F.2.15)

The closing time for submission of tender offers is: 10H00

Telegraphic, telephonic, telex, facsimile, e-mail, electronic and late tender

offers will not be accepted.

5.5.6. Tender offer validity (Cl. F.2.16)

The tender offer validity period is 90 days after tender closing date.

5.5.7. Clarification of tender offer after submission (Cl. F.2.17)

Delete the last part of the second sentence, commencing with the word “and”.

Furthermore, delete the last two sentences of Cl. F2.17.

Add the following sentence:

“The rates stated by the Bidder shall be binding”.

5.5.8. Provide other Material (Cl. F.2.18.1)

Upon request by the Employer, the Bidder shall promptly supply any other

material that has a bearing on the tender offer, the bidder’s commercial

position (including, where applicable, notarized joint venture agreements),

preferencing arrangements, or samples of materials, considered necessary

by the Employer for the purpose of a full and fair assessment. Should the

Bidder not provide the information or material called for, by the time for

submission stated in the Employer’s request, the Employer will regard the

tender offer as being non-responsive.

Project Description: Appointment of Twenty (20) Service Providers for Routine Road Maintenance in Polokwane Municipal Area as

and when required for a period of three (3) years. Bid Number: PM26-25/2026

Clause number Tender Data

5.5.9. Certificates (Cl. F.2.23)

The following certificates are to be provided with this tender:

a) Tax Compliance Status Certificate

b) Compensation Fund registration certificate

c) Certificate of Contractor Registration issued by the Construction

Industry Development Board or a copy of the application Form for registration

in terms of the Construction Industry Development Board Act (Form F006).

A minimum grading of 3CE is required.

Important Note:

Failure to provide the required particulars as per the above-listed certificates

implies a non-responsive tender and warrants rejection of the tender on

account of non-compliance with the requirements of the Tender Data

6. EMPLOYER’S

UNDERTAKING

6.1. Opening of The time and location for opening of the tender offers are:

Tender 10:00 on 13 March 2026

Submissions Location: Tender Box, Polokwane Municipality,

Cl. F3.4 Civic Centre, Landdros Mare Street, Polokwane

6.2. Arithmetical Delete paragraphs (b) and (c) of Cl. F.3.9.1 and replace with:

Errors

Cl. F.3.9.1 b) If a bill of quantities (or schedule of quantities or schedule of rates)

applies and there is an error in the line item resulting from the product of the

unit rate and the quantity, the rate shall be binding and the error of extension

as entered in the tender offer will be corrected by the Employer in determining

the Contract Price.

c) Where there is an error in addition, either as a result of other

corrections required by this checking process or in the Bidder’s addition of

prices, such error will be corrected by the Employer in determining the

Contract Price.

d) The Contract Price for the completed Contract shall be computed

from the actual quantities of authorised work done and compliant with the

Contract Data, valued at rates contracted against the respective items in the

bill of quantities, schedule of Quantities or schedule of rates and shall include

such authorised Provisional Sums and items of extra work as have become

payable in terms of the Contract Data.

Project Description: Appointment of Twenty (20) Service Providers for Routine Road Maintenance in Polokwane Municipal Area as

and when required for a period of three (3) years. Bid Number: PM26-25/2026

Clause number Tender Data

Tender offers will only be accepted if: 7. ACCEPTANCE

OF TENDER a) The bidder has in his or her possession an original valid Tax

OFFER

Compliance Status issued by the South Africa Revenue

Cl. F3.13 Services;

b) The bidder is registered with the Construction Industry

Development Board in an appropriate contractor grading

designation.

A minimum grading of 3CE is required for the main contractor;

c) The bidder has demonstrated previous experience with the type of

work required under this contract having successfully completed a

minimum of 2 similar projects.

d) The bidder or any of its principals is not listed on the Register

of Tender Defaulters in terms of the Prevention and

Combating of Corrupt Activities Act of 2004 as a person

prohibited from doing business with the public sector; and

e) The bidder has not abused the Employer’s Supply Chain

Management System.

f) The bidder has not failed to perform on any previous contract.

g) has complete the Compulsory Enterprise Questionnaire and

there are no conflicts of interest which may impact on the

bidder’s ability to perform the contract in the best interests of

the employer or potentially compromise the tender process.

8. PROVIDE The number of paper copies of the signed Contract to be provided by the

COPIES Employer to the successful bidder is one

OF THE

CONTRACT

DOCUMENT

CI. F.3.18

Project Description: Appointment of Twenty (20) Service Providers for Routine Road Maintenance in Polokwane Municipal Area as

and when required for a period of three (3) years. Bid Number: PM26-25/2026

(WEIGHT) POINTS

Proof of funding from an Authorized Financial Service Provider

OR a Credit facility with a +Balance of above R 1 000 000.00 and 10

more.

Proof of funding from an Authorized Financial Service Provider

OR a Credit facility with a Balance of R500 000.00 to R1 000 05

000.00

MAXIMUM POINTS 10

Note: Bidders are required to attach the most recent proof of funding from Registered Financial

Institutions (Funding letter, Credit facility letter or Bank Statement not older than 30 days)

Failure to do so will result in loss of points.

NB: Bidders must score a minimum of 70 points for functionality to proceed to the next

phase of the evaluation criterion. Only qualifying bidders will be evaluated further

on Price and Specific Goals.

Project Description: Appointment of Twenty (20) Service Providers for Routine Road Maintenance in Polokwane Municipal Area as

and when required for a period of three (3) years. Bid Number: PM26-25/2026

Price and Specific goals– Phase Three

The evaluation will be done by using 80/20-point system as indicated below:

Preference point system Points

Price 80

Specific Goals 20

Total Maximum Score 100

THE EVALUATION WILL BE DONE USING 80/20-POINT SYSTEM, 80 FOR PRICE AND 20 FOR

SPECIFIC GOALS

Notes: Bidders must note that points for specific goals must be claimed in terms of

the percentage of ownership within their business entity. The tenderer must indicate

how they claim points.)

POINTS POINTS

ALLOCATED SCORED SPECIFIC GOALS

Ownership of 51% or more by persons who are black 5

Ownership of 51% or more by persons who are woman 5

Ownership of 51% or more by persons who are disable 4

Ownership of 51% or more by persons who are youth 4

Ownership by persons who are residing within 2

jurisdiction of Polokwane Municipality

In case ownership of specific goals is below 51% points will be claimed in terms of the

percentage of ownership within their business entity. For example:

An Entity that has 35% shareholding of able black man who is above age of 35 and

residing outside the jurisdiction of Polokwane Municipality. Points will be claimed as

follows:

Calculation = Black Ownership X Total number of allocated points

= 35 X 5

Project Description: Appointment of Twenty (20) Service Providers for Routine Road Maintenance in Polokwane Municipal Area as

and when required for a period of three (3) years. Bid Number: PM26-25/2026

= 1.75

Points to be score for ownership of black person will be 1.75

OR

Calculation = Black Ownership X Total number of allocated points

= 35 X 3

= 1.05

Points to be score for ownership of black person will be 1.05

2.4 Commercial Risk Analysis

Prior to being recommended for further evaluation, a bid will be subjected to risk

analysis to ensure that it would, if accepted, not place the Municipality or the bidder, at

undue risk.

A risk analysis will be performed to ascertain if any of the following might present an

unacceptable commercial risk to the Municipality:

 Unduly low tendered sums

 Unduly high individual rates

 Unduly low rates

 Imbalances in pricing

It is in the best interests of the Municipality to amend an error which will cause the bid to

be rejected on the basis of it presenting an unacceptable commercial risk.

2.5 Tendered rates

Rates for all the bids which have complied with the bid conditions will be assessed for the

following:

 Comparison of rates and amounts with the average tendered amount.

 Sensitivity Analysis of Rates (i.e. whether the rates are balanced, acceptable,

etc).

 Expected cash flows requirements.

NB: Bids with unbalanced rates will be disqualified for further evaluation on price

and preference points system

3 Business Registration

Prospective bidders shall be registered:

(a) With the South African Revenue Services for all categories of taxes applicable

to it.

(b) With the Compensation Commissioner

(c) With the Construction Industry Development Board.

(d) A minimum grading of 3CE is required.

Project Description: Appointment of Twenty (20) Service Providers for Routine Road Maintenance in Polokwane Municipal Area as

and when required for a period of three (3) years. Bid Number: PM26-25/2026

4 Acceptance of Tender Offer (Cl. F3.13)

Tender offers will only be accepted if:

The bidder has in his or her possession an original valid Tax Compliance Status

Certificate issued by the South Africa Revenue Services;

The bidder is registered with the Construction Industry Development Board in

an appropriate contractor grading designation.

A minimum grading of 3CE is required;

the bidder or any of its principals is not listed on the Register of Tender

Defaulters in terms of the Prevention and Combating of Corrupt Activities Act of

2004 as a person prohibited from doing business with the public sector; and

The bidder has not abused the Employer’s Supply Chain Management System.

The bidder has not failed to perform on any previous contract.

has complete the Compulsory Enterprise Questionnaire and there are no

conflicts of interest which may impact on the bidder’s ability to perform the

contract in the best interests of the employer or potentially compromise the

tender process.

Provide copies of the Contract Document (Cl. F3.18)

The number of paper copies of the signed Contract to be provided by the Employer to the

successful bidder is one

Annexure A: Standard Conditions of Tender

F.1 General

F.1.1 Actions

The employer and each Tenderer submitting a Tender offer shall comply with these conditions

of Tender. In their dealings with each other, they shall discharge their duties and obligations

as set out in F.2 and F.3, timeously and with integrity, and behave equitably, honestly and

transparently.

F.1.2 Tender Documents

The documents issued by the employer for the purpose of a Tender offer are listed in the

Tender data.

F.1.3 Interpretation

F.1.3.1 The Tender data and additional requirements contained in the Tender schedules that

are included in the returnable documents are deemed to be part of these conditions of Tender.

B-BBEE Minimum Level: 5