Inkciyo ka-xhosa programme in willowvale – open bid IHLM/56/2026-27/COMM

Closing date: 22 September 2026 at 12:00.

Advert date: 15 September 2026.

Service dates: 28-30 September 2026 (transport to and from the program).

No compulsory briefing or site visit is stated.

Technical enquiries:

• Contact: S. Dakwa
• Department: Community Services
• Telephone: 039 252 0131
• Email: [email protected]

Supply Chain Management enquiries:

• Contact: A. Ntongana
• Telephone: 039 252 0131
• Email: [email protected]

Submission address:

Ingquza Hill Local Municipality

135 Main Street

Flagstaff, 4810

Submission method: hand delivery only.

Submission address: Ingquza Hill Local Municipality, 135 Main Street, Flagstaff, 4810 (Municipal Reception).

Closing time: 22 September 2026 at 12:00.

Envelope must be sealed and endorsed with the tender number IHLM/56/2026-27/COMM.

No late, couriered, faxed or emailed tenders will be accepted.

Bids must be submitted on the original bid documentation provided; do not reproduce, take apart, omit pages, change wording, or insert pages.

Initial every page of the tender document.

Returnable forms (all must be completed and signed):

• MBD1 (Invitation to Bid): bidder and contact details, signed as the offer cover page.
• MBD2 (Tax Clearance Certificate Requirements): confirms tax obligations are in order.
• MBD3.1 (Pricing Schedule – Firm Prices): firm prices only, all applicable taxes included.
• MBD3.3 (Pricing Schedule and Specification): prices per the specification, including VAT and all costs.
• MBD4 (Declaration of Interest): discloses any connection to persons in the service of the state.
• MBD6.1 (Preference Points Claim): claims specific goal points under the 80/20 system.
• MBD7.1 (Contract Form – Purchase of Goods/Works): to be signed by the successful bidder.
• MBD8 (Declaration of Bidder's Past SCM Practices): declares no abuse of supply chain management, no fraud or corruption convictions, no arrears to municipalities.
• MBD9 (Certificate of Independent Bid Determination): certifies the bid was prepared independently, with no collusion.

Mandatory documents to attach:

• Valid full CSD proof of registration.
• Valid SARS TCS PIN printout.
• Proof of taxi ownership and membership in a Taxi Association.
• Signed letter confirming no undisputed municipal accounts are overdue by more than 30 days, with proof.

Disqualification risks:

• Any mandatory document omitted or unsigned.
• Bid not submitted on the original bid documentation.
• Bid received after the closing time, regardless of reason.

Evaluation system: 80/20 preference point system.

Price: 80 points.

Specific goals: 20 points.

Specific goal points (claimed via MBD6.1, with verification documents):

• Company owned by black people who are youth (18-35 years): 6 points. Verification: CSD registration report and ID copy of the owner/director.
• Company owned by black people who are women: 6 points. Verification: CSD registration report and ID copy of the owner/director.
• Company owned by black people living with disability: 2 points. Verification: letter from a medical practitioner.
• Company owned by black people: 6 points. Verification: CSD registration report and ID copy of the owner/director.

Failure to submit proof for specific goals means those points are not claimed.

The municipality may require substantiation of any preference claim before or after adjudication.

The municipality is not obliged to accept the lowest or any bid.

Scope: Transport services for 67 people of Ingquza Hill Inkciyo Cultural School attending the Inkciyo kaXhosa program in Willowvale.

Service dates: 28-30 September 2026.

Venue: Willowvale (Nqadu Great Place).

Transport requirements:

• Route 1: From Flagstaff to Willowvale on 28 September and back on 30 September. Options: 1 bus, or 2 taxis (15-seater, all with trailers) and one 7-seater. Quantity: 34 people.
• Route 2: From Lusikisiki to Willowvale on 28 September and back on 30 September. Options: 1 bus, or 2 taxis (15-seater, all with trailers). Quantity: 33 people.

All transport costs must be included in the bid price.

The bidder must be a taxi owner and belong to a Taxi Association, with proof attached.

No specific years of experience or key personnel qualifications are stated.

Pricing must be submitted on MBD3.1 (Firm Prices) and MBD3.3 (Pricing Schedule and Specification).

Only firm prices accepted; non-firm prices will not be considered.

Prices must include VAT (15%) and all other applicable taxes, duties, levies, and all costs (transport, overheads, accommodation, etc.).

The pricing schedule specifies two routes:

• Flagstaff to Willowvale and back: 34 people, options: 1 bus, or 2 taxis (15-seater with trailers) and one 7-seater.
• Lusikisiki to Willowvale and back: 33 people, options: 1 bus, or 2 taxis (15-seater with trailers).

Sub-total, VAT (15%), and grand total must be calculated.

The bidder's total offer must be stated inclusive of VAT and all other charges.

Pricing format: Firm prices only; non-firm prices (including those subject to exchange rate variations) will not be considered.

Prices must be tendered including VAT (15%), customs or excise duty, and any other applicable taxes.

All prices must include all expenses, disbursements, and costs (e.g., transport, overheads, accommodation) required for the execution of the work.

Pricing schedule (MBD3.1/MBD3.3) must be completed with unit prices and amounts for each route.

Tender validity period: 90 days after the closing date.

No bid security, bond, or guarantee is stated.

CSD registration: Valid full CSD proof of registration required.

Tax compliance: Valid SARS TCS PIN printout required; a printed TCS certificate may also be submitted. For consortia/JVs/sub-contractors, each party must submit a separate TCS certificate/PIN/CSD number.

Tax clearance: Original Tax Clearance Certificate (TCC) must be submitted with the bid; certified copies are not acceptable. The TCC must be valid (issued within the last year).

Municipal accounts: No undisputed municipal accounts overdue by more than 30 days; signed letter and proof required.

Eligibility: Bidder must be a taxi owner and belong to a Taxi Association; proof required.

Exclusions: Bids from persons in the service of the state, or bidders/directors listed on the Register of Tender Defaulters (Prevention and Combating of Corrupt Activities Act, 2004), or who have abused the municipality's SCM system, or failed to perform on a previous contract, will not be considered.

B-BBEE: Preference points claimed via MBD6.1 for specific goals (youth, women, disability, black ownership); verification documents as listed in evaluation criteria.

The successful bidder must sign a written contract form (MBD7.1).

The contract is subject to the Ingquza Hill Local Municipality's Supply Chain Management Policy and the Combating of Abuse of the Supply Chain Management System Policy.

The municipality reserves the right not to accept any proposal and may extend the tender validity period by notice in the press or on its website.

Withdrawal of a tender after closing without permission may make the bidder liable for additional expenses incurred by the municipality, recoverable by set-off against any amounts due or guarantees.

Payment terms: The municipality undertakes to make payment within 30 days after receipt of an invoice accompanied by the delivery note (per MBD7.1 Part 2).

Tender validity period: 90 days after closing date.

The municipality reserves the right to extend the tender period by notice in the press or on its website.

No late, couriered, faxed or emailed tenders will be accepted.

Bids must be submitted on the original bid documentation; reproducing or altering the document may lead to disqualification.

Mandatory documents: Valid full CSD proof of registration, completed and signed declarations (MBD1-9), valid SARS TCS PIN printout, proof of taxi ownership and Taxi Association membership, and a signed letter confirming no undisputed municipal accounts are overdue by more than 30 days with proof.

Bids must be submitted on the original bid documentation provided by the municipality.

Bidders must not be in the service of the state, not listed on the Register of Tender Defaulters, and must not have abused the municipality's SCM system or failed to perform on a previous contract.

Evaluation uses the 80/20 preference point system: Price 80 points, Specific Goals 20 points.

Specific goals and points as listed in the main evaluation criteria.

The municipality may require substantiation of any preference claim.

The lowest or only bid will not necessarily be accepted.