Isdg civil engineering mentor services – 3-Year contract (bid 003/2026/27)

Closing date: 05 October 2026. Closing time: 12h00. No compulsory briefing session or site visit indicated. Enquiries cut-off: 5 working days before closing date (queries by email only). Tender documents available for download from 31 August 2026 on National Treasury eTenders portal and KSD Municipality website.

SCM enquiries: Ms N. Pilani, email [email protected], phone 047 495 1127. Technical enquiries: Mr M. Shweni, email [email protected]. Submission address: King Sabata Dalindyebo Municipality, Munitata Building, Corner Owen & General Sabelo Victor Gqwetha Street, Mthatha 5099. Bid box location: 1st Floor, Munitata Building, next to Room 146.

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: 003/2026/27, ISDG CIVIL ENGINEERING MENTOR SERVICES FOR A PERIOD OF THREE (03) YEARS". Closing date and time: 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 the original forms provided. All forms MBD 1 to MBD 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 individual compliance documents. Bids remain valid for 90 days from closing date. No compulsory briefing session is indicated for this tender.

Three-stage evaluation: Stage 1 – Compliance (administrative responsiveness). Stage 2 – Functionality (minimum 70/100 required to proceed). Functionality scoring: Experience 40 points (10 points per civil engineering mentorship project, max 4 projects; appointment letter/purchase order and stamped reference letters required; documents older than 5 years not accepted). Expertise 40 points: CV with civil engineering qualification NQF Level 7 (10 points); ECSA registration as Professional Engineer or Professional Engineering Technologist (10 points); minimum 5 years' experience as Professional Civil Engineer/Technologist (10 points); mentoring experience – 5 years = 10 points, 3-4 years = 7 points, 1-2 years = 5 points (close-up reports required for each project). Methodology 20 points: training methodology briefing ≤10 pages covering investigation, conceptualisation, planning, design, improvement of systems/processes, documentation/procurement, implementation, commissioning, engineering operations, maintenance, engineering project management, research, engineering management, financial management with clear project plan (10 points); skills development (10 points). Stage 3 – Price and Specific Goals using 80/20 preference point system (PPPFA 2022). Proof of specific goals via full CSD report.

Scope: ISDG Civil Engineering Mentor Services for a 3-year fixed-term contract. Mentor must develop a training plan for Years 1-3 tailored to each graduate's work experience and submit for municipal approval. Mentor participates in planning, training and mentoring by providing suitable programme of work and experience for candidates' development toward ECSA registration competency standards. Monthly and quarterly reports from graduates must be reviewed by mentor; quarterly progress reports per graduate submitted to municipality. Mentor signs off activities in graduates' log books per ECSA requirements. Guidance and support to graduates and supervisors on statutory council requirements. Year 1: training plan development, monitoring. Year 2: formative assessments, ensure training completion per plan, mentoring/coaching for professional registration, quarterly draft Training and Experience Reports (B2.1 for Technologist, C2.1 for Technician) signed off by supervisor, six-monthly/annual rating against 11 ECSA outcomes. Year 3: preparation for professional registration interviews including presentation coaching. Person-to-person interaction with mentees at least once per month. Close-up report required at project completion (end of 3 years).

Bidder must submit a methodology briefing of not more than 10 pages covering: Training Methodology including investigation, conceptualisation, planning, design, improvement of systems/processes, documentation/procurement, implementation, commissioning, engineering operations, maintenance, engineering project management, research, engineering management, financial management with clear project plan (10 points). Skills Development (10 points). Bidder must clearly demonstrate how the contract will be managed, detailing a work plan with time frames and explaining how works will be implemented. Mentor must develop a 3-year training plan tailored to each graduate, monitor progress, review monthly/quarterly reports, sign off log book activities, and provide guidance to graduates and supervisors per ECSA requirements. Year 2: formative assessments, quarterly draft Training and Experience Reports, six-monthly/annual rating against 11 ECSA outcomes. Year 3: interview preparation and presentation coaching. Monthly face-to-face interaction with mentees required.

Mandatory: Minimum 5 years' experience mentoring candidates for professional registration with ECSA. ECSA registration as Professional Engineer or Professional Engineering Technologist (civil). Minimum 5 years' experience as Professional Civil Engineer or Professional Civil Technologist. NQF Level 7 civil engineering qualification. Proven track record: up to 4 civil engineering mentorship projects in past 5 years (appointment letter/purchase order and stamped reference letters per project). Mentoring experience scoring: 5 years = 10 points, 3-4 years = 7 points, 1-2 years = 5 points (close-up reports required per project). CV, qualifications, professional registration and affiliations must be attached. Experience annexure (Annexures A1, A2) must be completed listing only similar projects. Recommendation letters for work undertaken required for expertise evaluation.

Goods/services must conform to standards in bidding documents and specifications. Provider must permit purchaser inspection of premises at all reasonable hours for production/execution/completion inspections. Pre-bidding testing at bidder's account. Inspection costs: purchaser bears cost if supplies comply; provider bears cost if non-compliant. Non-compliant supplies/services may be rejected. Rejected supplies held at provider's cost/risk; provider must remove and substitute promptly or purchaser may procure substitutes at provider's expense. Purchaser may audit provider's records relating to performance. Provider must not disclose contract documents/information without purchaser's prior written consent. Documents remain purchaser's property and must be returned on completion if required.

MBD 3.1 (Professional Services) pricing schedule: ceiling price inclusive of VAT for total estimated time and all expenses. Hourly and daily rates per person/position. Phases with cost per phase and man-days. Travel expenses: actual costs only (rate/km, total km, air travel class) with proof. Other expenses: accommodation, telephone, reproduction costs with proof. VAT @ 15% shown separately. Total must match front-page bid price. MBD 3.2 (Non-Firm Prices) allows price adjustments at specified periods; separate schedule per delivery point if pricing differs. Price adjustment formula: Pa = (1-V)Pt(D1/R1oR1t + D2/R2oR2t + D3/R3oR3t + D4/R4oR4t) + VPt where V=15% firm portion, D factors sum to 100%, indices from official sources. Rate of exchange variations: details of financial institution, currencies, portions subject to ROE, average monthly bank rates with proof. Period required for commencement after acceptance and estimated man-days for completion must be stated. Rates firmness for full contract period must be indicated; if not firm, basis for adjustments (e.g. CPI) required.

Pricing schedule (MBD 3.1 for professional services) requires ceiling price inclusive of VAT for total estimated time and all expenses. Rates: hourly and daily rates per person/position. Phases with cost per phase and man-days. Travel expenses: actual costs only, proof required with certified invoices (rate/km, total km, class of air travel). Other expenses: accommodation, telephone, reproduction costs – proof required with invoices. VAT at 15% shown separately. Total bid price on front page must match pricing schedule total; mismatch renders bid non-responsive. Price escalation only considered if specifically stated in pricing annexure; based on official Stats SA or Price Controller indices. Bid validity: 90 days. Performance security: amount specified in Special Conditions of Contract, to be furnished within 30 days of award notification (bank guarantee/irrevocable letter of credit or certified cheque). Payment terms: 30 days after invoice submission. Audited financial statements for past three financial years mandatory as bid value exceeds R10 million (VAT inclusive).

Mandatory: CSD registration with valid tax compliance status (TCS PIN or certificate). CIPC company registration documents. Completed Annexure D (Company Composition). Declaration of Interest (MBD 4). Not in service of the state. Joint ventures: comprehensive JV agreement, each partner submits individual compliance documents, consolidated B-BBEE certificate post-award. Audited financial statements for past three financial years (bid exceeds R10 million VAT inclusive). Municipal rates and taxes for company and directors not in arrears >3 months (or valid lease agreement/confirmation letter if not liable). All certified copies ≤6 months old. B-BBEE verification certificate or sworn affidavit (EMEs/QSEs) for preference points. Local production and content declaration (MBD 6.2) where applicable. Authority to Sign / Board Resolution. Minimum functionality score 70/100. Returnable forms: MBD 1 (Invitation to Bid), MBD 2 (Tax Clearance), MBD 3.1 (Pricing Schedule Professional Services), MBD 3.2 (Non-Firm Prices), MBD 4 (Declaration of Interest), MBD 5 (Declaration for procurement >R10m), MBD 6.1 (Preference Points Claim), MBD 6.2 (Local Production/Content), MBD 7.1/7.2 (Contract Forms), 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 (Kinship Declaration), F (Validity Declaration), G (Ethics Commitment), H (Bid Checklist).

No specific occupational health and safety requirements detailed in the document beyond general indemnity: contractor must insure personnel, plant, machinery and equipment and indemnify the Council and Municipality against all risks or claims arising from contract execution. Municipality not liable for claims, damages, accidents or injuries to persons, property or rights arising from the contract.

Contract duration: 3 years. Appointment envisaged within 90 days of closing date; work begins immediately upon appointment. Performance security required within 30 days of award notification (amount per Special Conditions). Payment within 30 days of invoice submission. Prices firm unless escalation specifically provided for in pricing annexure (based on official indices). Municipality may issue work as and when required; payment based on actual services at accepted rates. Quantity variations ≤15% of contract value permitted without price escalation. Contract amendments only by written agreement signed by both parties. No assignment without purchaser's prior written consent. Subcontracts must be notified in writing; does not relieve provider of liability. Penalties for delay: prime interest rate per day on delayed goods/services price until actual delivery/performance; termination for default possible. Termination for default on failure to deliver/perform, or corrupt/fraudulent practices. Force majeure: provider not liable for performance security forfeiture, damages, or termination if delay due to force majeure; must notify purchaser promptly. Termination for insolvency without compensation. Dispute resolution: mutual consultation (30 days), then mediation, then South African court. Limitation of liability: aggregate liability capped at total contract price (excluding repair/replacement of defective equipment). Governing law: South African law. Contract language: English. Insurance: provider must insure personnel, plant, machinery, equipment and indemnify municipality; proof of insurance required within 14 days of bid acceptance or contract null and void. Warranty: 12 months after delivery/acceptance or 18 months after shipment (goods context).

Mentor must be independent contractor with minimum 5 years' experience mentoring candidates for ECSA registration. Must submit detailed methodology proposal. Must attach CV, qualifications, professional registration and affiliations. Must be ECSA registered as Professional Engineer. Minimum 5 years' experience as Professional Civil Engineer or Professional Civil Technologist. Monthly face-to-face interaction with mentees required. Close-up report at project completion (end of 3 years). JV requirements: comprehensive JV agreement; individual partner compliance; JV registered as separate company post-award; SARS registration; separate bank account; consolidated B-BBEE certificate. Audited financial statements (3 years) mandatory for offers ≥R10m VAT inclusive. Municipal rates/taxes for company and directors not in arrears >3 months. All certified copies ≤6 months. No erasing fluid; black pen only; alterations signed. Bid validity 90 days. Late/incomplete/unsigned/faxed/emailed bids rejected. Queries by email only; no queries 5 working days before closing. Total bid price must match pricing schedule total. Performance security within 30 days of award. Insurance proof within 14 days of acceptance or contract void.

Three-stage evaluation per PPPFA 2022: Stage 1 – Compliance (administrative responsiveness). Stage 2 – Functionality (minimum 70/100). Scoring: Experience 40 (10 points/project, max 4 projects, civil engineering mentorship, docs ≤5 years); Expertise 40 (qualification NQF7 10pts, ECSA registration 10pts, 5yrs professional experience 10pts, mentoring experience 10/7/5pts); Methodology 20 (training methodology briefing ≤10 pages 10pts, skills development 10pts). Stage 3 – Price and Specific Goals (80/20). Proof of specific goals via full CSD report. Bids below 70 functionality points not considered further.