Isdg town planning mentor services – 3-Year panel appointment

Closing date: 05 October 2026. Closing time: 12h00. No compulsory briefing session or site inspection indicated for this tender (marked N/A in bid notice). Enquiries cut-off: no queries entertained 5 working days before closing date. Project duration: three (03) years. Appointment envisaged within 90 days from closing date.

SCM enquiries: Ms N. Pilani, email [email protected], phone [047] 495 1127, fax [047] 531 2085. Technical enquiries: Mr M. Shweni, email [email protected]. Physical address: King Sabata Dalindyebo Municipality, Munitata Building, Corner Owen & General Sabelo Victor Gqwetha Street, Mthatha 5099. Tender documents downloadable from National Treasury eTenders portal (etenders.gov.za) and KSD website (www.ksd.gov.za) from 31 August 2026. No hard copies available for sale.

Submission method: sealed envelope deposited in the bid box at King Sabata Dalindyebo Municipality, Munitata Building, Corner Owen & General Sabelo Victor Gqwetha Street, Mthatha 5099. Envelope must be endorsed "SCM NO: 002/2026/27, ISDG TOWN PLANNING MENTOR SERVICES FOR A PERIOD OF THREE (03) YEARS". Closing: 05 October 2026 at 12h00. Late, faxed, emailed, incomplete, unsigned, or re-typed bids will not be accepted. Bid documents must be completed in black ink on original forms; no portion may be detached. All MBD forms 1 to 9 and Annexures A to F must be completed in full and signed. Joint ventures must submit a comprehensive JV agreement and each partner must submit all required documents. Municipal rates statements (not older than three months) for the bidder and directors must be submitted; leased premises require a valid lease agreement; properties not subject to rates require confirmation from the Municipality's Finance Department. Certified copies must not be older than six months. Alterations to prices must be signed; use of correction fluid is prohibited. Bids remain valid for 90 days from closing date. Returnable forms: MBD 1 (Invitation to Bid), MBD 2 (Tax Clearance), MBD 3.1 (Pricing Schedule Professional Services), MBD 3.2 (Pricing Schedule Non-Firm Prices), MBD 4 (Declaration of Interest), MBD 5 (Declaration for procurement above R10 million), MBD 6.1 (Preference Points Claim), MBD 6.2 (Local Production and Content), MBD 7.1/7.2 (Contract Form), MBD 8 (Past SCM Practices), MBD 9 (Independent Bid Determination), Resolution to Sign, Annexures A1, A2 (Past Experience), B (Company Details), C (JV Disclosure), D (Company Composition), E (Declaration of Interests - Kinship), F (Declaration of Validity), G (Ethics Commitment), H (Bid Checklist).

Three-stage evaluation: Stage 1 - Compliance (administrative responsiveness). Stage 2 - Functionality with a minimum threshold of 70 out of 100 points to proceed. Functionality criteria: Experience (40 points) - up to 4 town planning mentorship projects at 10 points each, requiring appointment letters/purchase orders and stamped reference letters not older than five years; Expertise (40 points) - CV with Town Planning qualification NQF Level 7 (10 points), professional registration with SACPLAN as Professional Town Planner or Technologist (10 points), minimum 5 years' experience as Professional Town Planner/Technologist (10 points), additional 10 points for meeting all criteria; Methodology (20 points) - briefing of up to 10 pages covering training methodology, work plan with timeframes, and implementation approach. Stage 3 - Price and Specific Goals using 80/20 preference point system (80 points price, 20 points specific goals). B-BBEE verification certificate or sworn affidavit (for EMEs/QSEs) required to claim preference points. Proof of attainment via full Central Supplier Database report.

Scope: ISDG Town Planning Mentor Services for three years. Deliverables per year: Year 1 - develop tailored training plan for each graduate (Years 1-3), participate in planning/training/mentoring, plan training tasks toward SACPLAN competency standards, ensure monthly/quarterly reports from graduates, submit quarterly progress reports per graduate, provide guidance to graduates and supervisors, sign off log book activities. Year 2 - prepare reports for registration, assess and approve reports for submission. Year 3 - prepare candidates for interviews including coaching. Minimum 24 months actual workplace experience with at least 6 months per category. Typical planning activities: Training and Experience Reports, Engineering Report, Initial Professional Development Form, Referee Reports. Mentor must be accredited with SACPLAN as Professional Town Planner, have minimum 5 years' experience mentoring candidates for professional registration, and minimum 5 years' experience as Professional Town Planner/Technologist. Must submit detailed methodology proposal (max 10 pages) demonstrating contract management, work plan with timeframes, and implementation approach. Progress reports to Municipality at agreed frequency. Insurance: successful bidder must submit proof of insurance/indemnification within 14 days of acceptance, covering personnel, plant, machinery, equipment; failure renders contract null and void.

Bidder must submit a briefing of not more than 10 pages covering: training methodology (investigation, conceptualisation, planning, design, improvement of systems/processes, documentation/procurement); work plan with timeframes; implementation approach demonstrating how the contract will be managed. Methodology scored out of 20 points in functionality evaluation. Training plan must be tailored per graduate for Years 1-3. Monthly and quarterly reports from graduates reviewed by mentor. Quarterly progress reports per graduate submitted to Municipality. Log book activities signed off per SACPLAN requirements. Minimum 24 months actual workplace experience with at least 6 months per category. Typical planning activities: Training and Experience Reports, Engineering Report, Initial Professional Development Form, Referee Reports.

Mandatory: SACPLAN registration as Professional Town Planner or Professional Technologist. Minimum 5 years' experience as Professional Town Planner/Technologist. Minimum 5 years' experience mentoring candidates for professional registration with SACPLAN. NQF Level 7 Town Planning qualification (Degree). Experience evaluation: up to 4 town planning mentorship projects at 10 points each (max 40 points) - appointment letter/purchase order and stamped reference letters required per project; documents older than 5 years not accepted; no partial points for partial submissions. Expertise evaluation: CV with qualification (10 points), SACPLAN registration proof (10 points), 5+ years professional experience (10 points), meeting all criteria (10 points) - max 40 points. Methodology evaluation: 20 points for proposal quality. Total functionality score out of 100; minimum 70 required to proceed to price evaluation.

Goods/services must conform to standards in bidding documents and specifications. Provider must permit purchaser inspection of premises at reasonable hours for production/execution inspection. Pre-bidding testing at bidder's cost. Inspection/test costs borne by purchaser if compliant; by provider if non-compliant. Non-compliant supplies/services may be rejected; provider must remove/replace at own cost. Purchaser may audit provider records. Provider must not disclose contract information without prior written consent; use only for contract performance. Documents remain purchaser's property; return on completion. Warranty: 12 months after delivery/acceptance or 18 months after shipment, whichever earlier; provider must repair/replace defects at no cost. Quality clarification must be sought before bid submission.

MBD 3.1 (Professional Services) pricing schedule: ceiling price inclusive of VAT for total estimated time and all expenses. Person/position hourly and daily rates (certified invoices required). Phases with cost per phase and man-days. Travel expenses: actual costs only with proof (rate/km, total km, air travel class). Other expenses: accommodation, telephone, reproduction with proof. VAT 15% shown separately. MBD 3.2 (Non-Firm Prices) for price adjustments per specified periods/formula (85% subject to indices, 15% firm). Rate of exchange variations: financial institution details, currencies, portions subject to ROE, amounts remitted; adjustments via average monthly bank rates with proof. Total cost on pricing schedule must match front page bid price; mismatch renders bid non-responsive. Complete pricing schedule mandatory; incomplete/incorrect renders bid non-responsive. Offer valid 90 days from closing date.

Pricing schedule (MBD 3.1 for professional services) requires ceiling price inclusive of VAT for total estimated time and all expenses. Rates to be provided per person/position (hourly and daily). Phases with cost per phase and man-days. Travel expenses: only actual costs recoverable with proof (rate/km, total km, air travel class). Other expenses: accommodation, telephone, reproduction costs with proof. VAT at 15% must be included in bid price but shown separately. Price escalation only considered if specifically stated in pricing annexure; calculated on official Statistics SA or Price Controller indices; 85% of price subject to escalation, 15% firm. Non-firm prices (MBD 3.2) subject to formula with index figures. Rate of exchange variations: must furnish financial institution details, currencies, portions subject to ROE, amounts remitted abroad; adjustments using average monthly bank rates with proof. MBD 5 required for offers exceeding R10 million (VAT inclusive) - audited annual financial statements for past three years or since establishment. Performance security: within 30 days of award notification, successful bidder must furnish performance security (bank guarantee/irrevocable letter of credit or certified cheque) per Special Conditions of Contract. Payment within 30 days of invoice submission. Bid validity: 90 days from closing date.

Mandatory: Central Supplier Database (CSD) registration (CSD number required); tax compliance - SARS Tax Compliance Status (TCS) PIN or valid Tax Clearance Certificate (original, not certified copy); each JV partner/consortium member/sub-contractor must submit separate TCS/PIN/CSD number. B-BBEE: verification certificate or sworn affidavit (EMEs/QSEs) required to claim preference points; minimum level not specified but points claimed via MBD 6.1. Company registration proof and Annexure D (Company Composition) required. Declaration of Interest (MBD 4) mandatory. Local production and content declaration (MBD 6.2) where applicable. Municipal rates compliance: latest rates statement (not older than 3 months) showing no arrears >3 months; directors' properties included; leased premises require valid lease; non-rateable areas require Finance Department confirmation. Certified copies not older than 6 months. Professional registration: SACPLAN as Professional Town Planner or Technologist. Minimum 5 years' experience mentoring candidates for SACPLAN registration. Minimum 5 years' experience as Professional Town Planner/Technologist. NQF Level 7 Town Planning qualification. No CIDB grading required (marked N/A). Foreign suppliers must complete pre-award questionnaire (Part B:3).

Contract duration: three (03) years. Appointment within 90 days of closing date; work begins immediately upon appointment. Governed by General Conditions of Contract (GCC) and King Sabata Dalindyebo Municipality Supply Chain Management Policy. Special Conditions of Contract prevail over GCC where conflicting. Performance security required within 30 days of award notification (bank guarantee/irrevocable letter of credit or certified cheque) per SCC. Payment within 30 days of invoice submission in Rand. Prices fixed unless escalation specifically provided for in pricing annexure (85% subject to indices, 15% firm). Quantities may vary up to 15% of contract value without price escalation. Contract amendments only by written agreement. Subcontracting requires written notification; does not relieve provider liability. Penalties for delay: prime interest rate per day on delayed goods/services; termination possible. Termination for default: failure to deliver/perform, corrupt/fraudulent practices. Force majeure: provider not liable for delays due to events beyond control; must notify promptly. Insolvency: Municipality may terminate without compensation. Disputes: mutual consultation, then mediation after 30 days, then South African courts. Governing law: South African law. Language: English. Notices by registered/certified mail. Liability limited to contract price except criminal negligence, wilful misconduct, patent infringement, or cost of repairing/replacing defective equipment. Intellectual property developed for Municipality vests in Municipality. Insurance: provider must insure personnel, plant, equipment; indemnify Municipality; proof within 14 days of acceptance or contract void. Bid validity: 90 days. Withdrawal/refusal penalties: Municipality's re-advertising costs plus price difference.

Three-stage evaluation per PPPFA 2022 Regulations: Stage 1 - Administrative Compliance (all returnable forms completed, signed, submitted; CSD registration; tax compliance; municipal rates compliance; certified documents validity). Stage 2 - Functionality (minimum 70/100 points): Experience (40 points) - up to 4 town planning mentorship projects at 10 points each with appointment letters/purchase orders and stamped reference letters not older than 5 years; Expertise (40 points) - NQF Level 7 Town Planning qualification (10), SACPLAN professional registration (10), 5+ years professional experience (10), meeting all criteria (10); Methodology (20 points) - up to 10-page proposal covering training methodology, work plan with timeframes, implementation approach. Stage 3 - Price and Specific Goals (80/20 preference point system). B-BBEE certificate/affidavit required for preference points. Full CSD report as proof of attainment.