Appointment of a panel of legal professionals for cape agulhas municipality – 3-Year legal services contract

SCM/Procurement Enquiries: Ms. G Koopman, Tel: 028-425 5500, Email: [email protected]. Technical Enquiries: Ms. Tracey Stone, Strategic Planning and Administration Division, Tel: 028-425 5500, Email: [email protected]. Submission Address: Municipal Manager, Cape Agulhas Municipality, PO Box 51, Bredasdorp, 7280 or Tender Box at 1 Dirkie Uys Street, Bredasdorp.

Submit bids in a sealed envelope externally endorsed with: Tender Number (SCM1/2026/27), Description, and Closing Date. Deposit in the Tender Box at Municipal Offices, 1 Dirkie Uys Street, Bredasdorp, or post to PO Box 51, Bredasdorp, 7280. Late bids will not be accepted. Bids must be submitted on official forms provided (not re-typed). All pages must be initialed. Compulsory returnable documents include: CAMBD 1 (Invitation to Bid), CAMBD 2 (Tax Compliance Status PIN), CAMBD 4 (Declaration of Interest), CAMBD 6.1 (Preference Points Claim Form), CAMBD 8 (Declaration of Past SCM Practices), CAMBD 9 (Certificate of Independent Bid Determination), Schedule 1A (Authority of Signatory), Schedule 1B (Enterprise Questionnaire), Schedule 1C (Documents of Incorporation), Schedule 1D (Payment of Municipal Accounts), Schedule 1E (B-BBEE Certificate), Pricing Schedules, Functionality Criteria, Annexure A (Bidder References), Annexure B1/B2 (Work Experience Schedules), and Draft Service Level Agreement. Failure to submit any compulsory document will disqualify the bid. Bids must remain valid for 120 days after closing date.

Evaluation follows a 4-phase process: Phase 1: Eligibility - Bidders are screened for compliance with general and technical eligibility requirements per category, as well as submission of all compulsory documentation. Non-compliant bids are disqualified. Phase 2: Functionality - Bidders are assessed against category-specific functionality criteria. Minimum score of 70/100 required to proceed to Phase 3. Phase 3: SCM Compliance - Evaluation of Supply Chain Management regulatory and policy compliance. Phase 4: Price - Bids are scored using the 80/20 Preferential Procurement Policy: Price (80 points), B-BBEE Status Level (10 points), Locality of Supplier (10 points). Total points: 100. Panel selection is based on highest-scoring bids per category, limited to a maximum of 6 service providers per category.

Scope: Appointment of a panel of legal service providers for a 3-year period to render professional legal services across 8 categories: A) Public and Municipal Law, B) Land Use Planning and Property Law, C) Environmental Law, D) Building, Construction and Engineering Law, E) Labour Law, F) Municipal Supply Chain Management Law, G) Land Tenure Law (including PIE, ESTA), H) Conveyancing and Notarial Services (excluding government scheme housing). Bidders may tender for any or all categories. Services must be delivered from an established office within a 300 km radius of Bredasdorp. Contract period: 3 years, with unfinished work to be completed within 12 months post-contract at tendered rates. Service providers must: maintain professional indemnity insurance (minimum R5M), adhere to POPI Act, operate during normal business hours, submit monthly progress reports, and not subcontract without Municipality approval. Work allocation follows a ranking system per category, with rotation to ensure fairness. Fees are negotiated per instruction but based on tendered rates. Service Level Agreement (SLA) governs terms, overriding general conditions of contract where conflicts arise.

Pricing must be submitted via official Pricing Schedules (Annexure C). No estimated prices accepted; actual rates required. Payment terms: Itemised monthly invoices for work completed. For conveyancing/notarial work, payment only after Deeds Office registration or finalization of investigations. Validity period: Bids must remain valid for 120 days post-closing. No assurance of work allocation; payment is contingent on service delivery. Professional indemnity insurance (minimum R5M) proof must be submitted with bid and maintained throughout contract. Financial capacity and compliance with tax obligations (TCS PIN or CSD registration) are mandatory.

Mandatory Compliance: Bidders must be registered on the Central Supplier Database (CSD) via https://secure.csd.gov.za. Tax Compliance: Submit SARS Tax Compliance Status PIN (or CSD number if TCS unavailable). For consortia/joint ventures, each party must submit separate TCS PIN/CSD number. B-BBEE: Submit valid B-BBEE certificate (or sworn affidavit for EMEs/QSEs) to qualify for preference points. Legal Practice Council: Certificate of Good Standing (not older than 12 months) for each lead legal professional. Fidelity Fund Certificate: Valid certificate required for each lead legal professional/firm. Professional Qualifications: Lead legal professionals must be duly admitted to practise in the High Court of South Africa (or as conveyancer/notary for Category H). Minimum 5 years post-admission experience in the tendered category. Work Experience: Submit Annexure B1 (Public Sector) and B2 (Other Work Experience), plus 3 references per category (not older than 5 years). Conflict of Interest: Declare any conflicts; failure to disclose may result in termination. Locality: Office must be within 300 km of Bredasdorp (proof required). CIDB Registration: Not applicable. POPI Act compliance mandatory.