Annual external audits on landfill compliance (humansdorp & hankey) – kouga municipality

Compulsory virtual clarification session: Monday, 31 August 2026 at 10:00 via Microsoft Teams. Link: https://teams.microsoft.com/meet/380471205421050?p=GZe4JFQU92Bf1LVxHP. Meeting ID: 380 471 205 421 050. Passcode: Yr3Pw7m5. No entry allowed 10 minutes or more after start. Link also available on municipal website. Closing date and time: Monday, 14 September 2026 at 12:00. Tender validity period: 90 days from closing date. Tender document available from Friday, 14 August 2026 on e-Tender portal and municipal website.

All inquiries in writing via email to [email protected] copied to [email protected]. SCM and technical contact: Mrs C. Venter, telephone 042 200 2200. Postal: Kouga Local Municipality, PO Box 21, Jeffreys Bay, 6330.

Submission method: Original hard copy plus an electronic copy on USB flash drive or SD card (CDs accepted but discouraged) must be placed in a sealed envelope endorsed "NOTICE NO: 174/2026: ANNUAL EXTERNAL AUDITS ON LANDFILL COMPLIANCE (HUMANSDORP & HANKEY)" and deposited in the Tender Box at 16 Woltemade Street (front entrance), Jeffreys Bay, Room 122. Late bids will not be accepted. All returnable documents must be completed, signed in black ink, and submitted with the bid. Failure to submit both the original hard copy and the electronic copy renders the bid non-responsive. Visibly broken CDs at tender opening will not be accepted. Bidders must not re-type official forms. Telegraphic, telephonic, telex, facsimile, and email submissions are not accepted.

An electronic copy of the completed tender document with returnable documents must be submitted with tender submission saved in a flash drive or SD Card/CD.

Four-phase evaluation: Phase 1 – Special Conditions (mandatory compliance); Phase 2 – Functionality (70% minimum threshold, 40 points: company track record 20, lead auditor experience 10, SACNASP registration 10); Phase 3 – Specific Goals (20 points: B-BBEE status 10, locality 10); Phase 4 – Price (80 points). 80/20 preference point system overall. Bidders must submit proof for specific goals claims.

Scope: Appointment of a registered independent external auditor to conduct annual external audits on landfill compliance at Humansdorp and Hankey landfill sites for a period of three years (36 months). Only one service provider will be appointed. Sites and permits: Humansdorp Landfill – Permit in terms of Section 20 of Environment Conservation Act 1989 (Act 73 of 1989), Permit No. 12/9/11/P53, Class GMB+, Location Erf 499, Humansdorp, Eastern Cape, Date issued 2 October 2008. Hankey Landfill – Permit in terms of Section 20 of Environment Conservation Act 1989, Permit No. B33/2/1100/5/P209, Class GSB-, Location Portion of Erf 17 of Farm Hankey, District of Hankey, Eastern Cape, Date issued 15 November 1995. Deliverables: Annual audit report for each site documenting findings with mitigation recommendations. Report must include: (a) compliance status with current permit conditions; (b) interpretation of site data and test results regarding operations and environmental impacts; (c) recommendations for non-compliances and potential non-compliances with target implementation dates and assessment of previous corrective actions; (d) graphical monitoring results and trend analysis; (e) coverage of all on-site activities and developments to inform Kouga Integrated Waste Management Plan (IWMP) and Integrated Development Plan (IDP); (f) recommendations on waste management legislation amendments and their impact on compliance; (g) identification of compliance risks. Service provider must submit a Landfill Audit Implementation Plan. Audits must be conducted by a SACNASP-registered professional.

Service provider must submit a Landfill Audit Implementation Plan. Annual audits to be conducted at both sites over 36-month period. Audit methodology must cover all permit conditions, site operations, environmental monitoring data, and legislative compliance. Reports must include graphical trend analysis and specific recommendations with implementation target dates. Approach must enable updating of municipal IWMP and IDP.

Company experience: Minimum 2 landfill audits in past 5 years to score functionality points (5 audits = 20 points, 4 = 15, 3 = 10, 2 or fewer = 5). Lead auditor: Minimum 2 years' landfill audit experience in past 5 years to score (5+ years = 10 points, 2-4 years = 5 points, <2 years = 1 point). Lead auditor must be registered with SACNASP (10 points if yes, 0 if no). Bidders must complete Table 1 (company experience) and Table 2 (lead auditor experience) with supporting documentary proof (reference letters, appointment letters, completion letters, invoices, purchase orders). Minimum functionality threshold 70% (28/40 points).

Quality requirements embedded in audit specifications: Audit reports must include interpretation of site data and test results, graphical monitoring results with trend analysis, and assessment of previous corrective actions. Auditor must be registered with South African Council for Natural Scientific Professions (SACNASP). Inspections of supplier's records and performance may be conducted by municipality or appointed auditors. Pre-bidding testing at bidder's account. Non-compliant supplies/services may be rejected at supplier's cost and risk. Supplier must permit inspection of records relating to performance. Goods/services must conform to standards in bidding documents and specifications.

Pricing Schedule / Bill of Quantities referenced at page 31 of tender document. All prices VAT-inclusive, fixed for tender period with escalation only after 12 months and annually thereafter with proof. Unconditional discount percentage to be stated. Rates applicable from date of appointment. Payment within 30 days of invoice. Performance security amount specified in SCC. Subcontractor payment within 7-14 days. Pricing evaluated on 80/20 system (80 points price, 20 points specific goals).

Pricing: All prices must be VAT-inclusive (if vendor is VAT-registered) and include delivery costs to various localities in the Kouga area. Prices remain fixed for the tender period; escalation may only be requested twelve months after award and annually thereafter with one month's written notice and supporting proof. Municipality reserves the right to accept amended price, call for new tenders, or negotiate with alternative suppliers. Unconditional discount percentage must be stated on the Schedule of Prices. Payment terms: Invoices accompanied by delivery notes and fulfilment of contractual obligations; payment within 30 days of invoice submission; payment in Rand. Performance security: Successful bidder must furnish performance security of amount specified in Special Conditions of Contract within 30 days of award notification, in the form of a bank guarantee/irrevocable letter of credit or cashier's/certified cheque. Security discharged within 30 days after completion of all obligations including warranty. Subcontractors/SMMEs must be paid within 7 days of valid invoice (maximum 14 calendar days).

Mandatory compliance documents: (1) National Treasury Central Supplier Database (CSD) Summary Report; (2) Business registration documents (CIPC, JV agreements, partnerships, trusts – CM9/name change documents not sufficient); (3) Valid Tax Compliance Status (TCS) PIN for all entities and JV partners (or printed TCS certificate); (4) Certified ID copies of directors/shareholders; (5) Latest Municipal Billing Clearance Certificate / Municipal Account / Rental Documentation (in bidding entity's name; if in director's name, affidavit required); (6) Audited financial statements for last 3 financial years (if applicable); (7) Project Implementation Plan (if applicable); (8) Any Special Conditions of Contract documentation. B-BBEE: Valid B-BBEE sworn affidavit (EMEs/QSEs) or verification certificate must be submitted to claim preference points. CSD registration mandatory. Tax compliance verified on evaluation day; non-compliant bids declared non-responsive (subject to MFMA Circular 90). No bids considered from persons in service of the state. All forms must be originally signed in black ink (copies of signatures not accepted). No correction fluid allowed; errors must be lined through and initialled. Documents completed in pencil will not be considered. Returnable forms (standard National Treasury/Municipal forms): SBD 1 (Invitation to Bid), SBD 3.1/3.2/3.3 (Pricing Schedule), SBD 4 (Declaration of Interest), SBD 6.1 (Preference Points Claim), SBD 6.2 (Local Production and Content Declaration), SBD 7.1/7.2 (Contract Form), SBD 8 (Past SCM Practices Declaration), SBD 9 (Certificate of Independent Bid Determination), Authority to Sign/Board Resolution, Indemnity Agreement, Joint Venture Declaration (if applicable), Certificate for Payment of Municipal Services, Schedule of Previous Work Carried Out by Tenderer.

B-BBEE status level contributes 10 of 20 specific goals points per PPPFA 80/20 system. Valid B-BBEE sworn affidavit (EMEs/QSEs) or verification certificate must be submitted to claim points. B-BBEE certificate/affidavit and municipal billing clearance certificate/account/rental documentation (in bidding entity name) both required for specific goals claims. Virtual office addresses not accepted. If municipal account in director's name, affidavit required stating company operates from that address.

No specific occupational health and safety requirements detailed in the tender document beyond general GCC provisions. Standard GCC clauses apply regarding insurance, transportation, and incidental services. Bidders should ensure compliance with all applicable South African OHS legislation for landfill site audits.

Core service is environmental compliance auditing of two landfill sites (Humansdorp and Hankey) against permit conditions issued under Section 20 of the Environment Conservation Act 1989. Audits must assess compliance with permit conditions, interpret environmental monitoring data, identify risks, and recommend mitigation. Reports must inform updates to Kouga Integrated Waste Management Plan (IWMP) and Integrated Development Plan (IDP). Auditor must address amendments to waste management legislation and their impact on compliance status.

Contract language: English. All correspondence and documents exchanged must be in English. Applicable law: South African law unless otherwise specified in SCC.

Contract period: Three years from appointment. Municipality may use additional vetting methods to verify bidder capacity. Council reserves right to accept any tender or part, appoint more than one contractor, not bound to accept lowest tender. Validity period 90 days. Tenders in incorrect box or venue not considered. Telegraphic, telephonic, telex, facsimile, email, or late tenders not accepted. Electronic copy on USB/SD card mandatory with hard copy. Visibly broken CDs not accepted. No attendee arriving 10+ minutes late allowed at clarification session. Supply Chain Policy (approved 30 March 2026) and Municipal Restriction/Blacklisting Policy (approved 29 April 2026) apply. False disclosure on equity preference points results in liability for additional costs. Active email address required for correspondence.

Minimum functionality score of 70% required. Valid Tax Compliance Status PIN mandatory. CSD registration and CSD Summary Report mandatory. B-BBEE sworn affidavit/certificate required for preference points. Municipal billing clearance certificate/account/rental documentation required for locality points. Audited financial statements for last 3 years (if applicable). Project Implementation Plan (if applicable). All returnable documents completed and signed in black ink. Electronic copy on USB/SD card plus original hard copy required. No correction fluid; pencil entries not accepted. Virtual office addresses not accepted for locality points.