Proposal - sarah baartman

Closing date: 15 September 2026, at 12h00.

Public opening: immediately after closing, in Committee Room 1, 6th Floor, 32 Govan Mbeki Avenue, Gqeberha.

Finalists may be invited for an oral presentation at a date to be advised.

No mandatory briefing or site visit is scheduled. Finalists may be invited to present their proposals at a date to be advised.

Technical enquiries: Mr T Mbukushe, tel 041 508 7109 / 041 508 7335, email [email protected].

SCM enquiries: Ms K Notshulwana, tel 041 508 7007, email [email protected].

Address: Sarah Baartman District Municipality, 32 Govan Mbeki Avenue, Gqeberha, 6001.

Hard copy documents available from the SCM Unit, 4th Floor, at a fee of R341.00.

Bids must be submitted in a sealed envelope marked with the bid number and title, placed in the bid box on the 4th Floor, 32 Govan Mbeki Avenue, Gqeberha, before 12h00 on 15 September 2026. Late, faxed, emailed, or incomplete bids will not be accepted. Bids must be on the official forms provided by the municipality. All pages must be originally signed in black ink. Returnable forms (all must be completed and signed):

• MBD 1 (Invitation to Bid): bidder and contact details.
• MBD 3 (Pricing Schedule): prices inclusive of all taxes.
• MBD 4 (Declaration of Interest): discloses connections to state employees.
• MBD 5 (Declaration for procurement above R10 million).
• MBD 6.1 (Preference Points Claim): claims B-BBEE and locality points.
• MBD 8 (Declaration of Past SCM Practices).
• MBD 9 (Certificate of Independent Bid Determination): certifies no collusion.
• Company registration (CK) documents and certified ID copies of directors/owners (certification not older than 6 months).
• Municipal statement of account for 3 months, or a signed lease agreement, or an affidavit declaring no municipal services debt over 30 days (for both company and directors).
• Proof of CSD registration.
• B-BBEE certificate or sworn affidavit.
• Proof of address of office dealing with the project (lease or municipal account) to claim locality points.
• Audited financial statements for the past 3 years if bid value exceeds R10 million (VAT incl.).
• CVs and certified proof of registration with relevant professional bodies for key personnel.
• Project organogram.
• Reference letters for similar projects.

Disqualification risks: missing or unsigned forms, incomplete information, late submission, failure to meet the 70% functionality threshold.

Mandatory documents to be submitted: Company registration (CK) documents, certified ID copies of directors / owners/ shareholders, MBD forms 4, 5, 6.1,8 and 9.

Two-stage evaluation: first functionality (minimum 70% to proceed), then preference points under the 90/10 system.

Functionality scoring (100 points total):

• Previous Experience: 40 points (similar projects sourcing funding in public sector, parastatals, or SOEs; minimum 3 projects; 6+ projects = 40, 3-5 = 20, less than 3 = 10).
• Capacity and Expertise: 35 points (project team qualifications and experience; Project Manager must have a master's in development finance, MBA, or Economics with 5+ years' experience; team of 4 members with degrees in Architecture, Business, Engineering, or Town & Regional Planning, each with 3+ years' experience).
• Methodology: 25 points (technical approach, project phases, program of works; clear methodological statement with phases = 15, plus program of works = 10).

Preference points (after functionality):

• Price: 90 points.
• B-BBEE status level: up to 5 points (Level 1 = 5, Level 2 = 4, Level 3 = 3, Level 4 = 2, Levels 5-8 = 1, Non-compliant = 0).
• Locality: up to 5 points (within Sarah Baartman District Municipality area = 5, within Eastern Cape = 4, within South Africa = 3, outside South Africa = 1).

Award to the bidder with the highest total points. If tied, highest locality points wins; if still tied, highest functionality points wins; if still tied, decided by drawing lots.

The municipality seeks a service provider to source funds for and implement unfunded IDP projects over three years, on a turnkey basis. Scope includes:

• Phase 1 (Concept): feasibility study, site visits, condition assessment, concept report with cost estimates.
• Phase 2 (Business Plan): develop business plans for feasible projects, present to Project Steering Committee, submit to funders.
• Phase 3 (Implementation): detailed planning, design, construction, project management, monitoring, closure, and handover.

The service provider assumes all risk and takes full responsibility from planning to completion. Projects are within the municipality's area, including rural and remote areas. Exact locations are not provided; reference must be made to the IDP. The contract is on a risk basis with no cash outflow from the municipality.

Bidders must provide a clear and structured methodology outlining the technical approach to the scope of work. The methodology must be expressed in project phases and include a program of works clearly defining each activity and its duration. A methodology expressed in phases only scores 15 points; adding a program of works scores 25 points. The service provider takes full responsibility for planning, risk, construction, implementation, and project management.

Bidders must demonstrate experience in sourcing funding for similar projects in the public sector, parastatals, or state-owned entities (minimum 3 projects). Evidence: appointment letters and reference letters. Key personnel requirements:

• Project Manager: master's degree in development finance, MBA, or Economics with 5+ years' experience in sourcing development finance.
• Project team: four members with degrees in Architectural Studies, Business Administration/Management, Engineering Studies, or Town & Regional Planning, each with 3+ years' experience in sourcing development finance.

Attach CVs, certified proof of professional registration, and a project organogram linking personnel to responsibilities.

Functionality assessment serves as the quality measure: minimum 70% score required to proceed. Quality is evaluated through previous experience (40 points), capacity and expertise of the project team (35 points), and methodology (25 points).

Pricing must be submitted on MBD 3 (Pricing Schedule), inclusive of all applicable taxes. The schedule requires hourly rates for each of the three contract years, inclusive of all overheads. The total bid price must be stated.

Pricing must be submitted on the MBD 3 Pricing Schedule, inclusive of all applicable taxes (VAT). The pricing format is hourly rates for each of the three years, inclusive of all overheads. The bid is estimated to exceed R50 million (VAT incl.) over three years, so the 90/10 preference system applies. No bonds or guarantees are mentioned. Bidders with a bid value over R10 million (VAT incl.) must submit audited financial statements for the past three years.

Mandatory registrations and documents:

• Central Supplier Database (CSD) registration: required before submission; CSD number must be provided.
• Company registration (CK) documents and certified ID copies of directors/owners.
• Municipal account or lease agreement or affidavit confirming no municipal services debt over 30 days (for company and directors).
• B-BBEE status level verification certificate (original or certified copy) from a SANAS-accredited agency, IRBA-registered auditor, or CCA accounting officer; or a sworn affidavit for EMEs.
• Proof of address of office dealing with the project (lease or municipal account) to claim locality points.
• Audited financial statements for the past three years if bid exceeds R10 million.
• CVs and certified proof of professional registration for key personnel.
• Reference letters for similar projects.
• All MBD forms (4, 5, 6.1, 8, 9) must be completed and signed.

No CIDB grading is required. No local content percentage is specified.

B-BBEE status level contributes up to 5 points under the 90/10 preference system. Points: Level 1 = 5, Level 2 = 4, Level 3 = 3, Level 4 = 2, Levels 5-8 = 1, Non-compliant = 0. Bidders must submit an original or certified copy of a valid B-BBEE certificate from a SANAS-accredited agency, IRBA-registered auditor, or CCA accounting officer, or a sworn affidavit for EMEs.

Contract duration is three years. Appointment is on a risk basis with no cash outflow from the municipality. The municipality reserves the right not to appoint and value for money is a key consideration. The contract is governed by South African law. The bidder must choose a domicilium citandi et executandi in South Africa. If the bidder withdraws or fails to fulfil the contract, the municipality may recover additional costs from the bidder. The municipality may cancel the contract and claim damages for fraudulent claims.

SBDM's Supply Chain Management Policy applies. The municipality may require a bidder to substantiate any preference claim at any time. The municipality reserves the right not to make an appointment.

Mandatory documents: Company registration (CK) documents, certified ID copies of directors/owners, MBD forms 4, 5, 6.1, 8, and 9. Prospective bidders must be registered on the Central Supplier Database (CSD).

Bids are evaluated in two stages: functionality (minimum 70% to proceed) and then preference points under the 90/10 system. Functionality criteria: Previous Experience (40 points), Capacity and Expertise (35 points), Methodology (25 points). Preference points: Price (90), B-BBEE (5), Locality (5).