Development of a detailed precinct plan (r380 corridor) for gamagara local municipality – 16-Month professional services contract

Closing date: 06 November 2026 at 11:00

Validity period: 90 days from the closing date.

Technical enquiries:

• Contact: Mr Gerhardus de Bruin

• Telephone: (053) 832 5084

• Email: [email protected]

• Contact: Ms Sandy Mufamadi

• Telephone: (053) 832 5084

• Email: [email protected]

Bid-related enquiries:

• Contact: Ms Tshegofatso Chubane
• Role: Senior Supply Chain Management
• Telephone: (053) 830 4000/30 (ext. 4030)
• Email: [email protected]

Submission address:

Corner Knight & Stead Street

6th Floor Court Building

Kimberley, 8301

Submission method: quotations must be deposited in the bid box on the 6th floor reception area of the Department of Land Reform and Rural Development, Corner Knight & Stead Street, 6th Floor Court Building, Kimberley 8301. Alternatively, quotations may be posted to Private Bag X5007, Kimberley, 8300. The bid box is open 24 hours a day, 7 days a week.

Each quotation document must be submitted in a separate sealed envelope stating the bidder's name and address, and the closing date and time. Quotations must be addressed to the Director: Finance and Supply Chain Management, Provincial Shared Service Centre, Department of Land Reform and Rural Development.

Returnable forms (all must be completed, signed and submitted):

• SBD 1 (Invitation to Bid): bidder details and signed as the offer cover page.
• SBD 3.3 (Pricing Schedule for Professional Services): completed per phase.
• SBD 4 (Bidder's Disclosure): declares any state employment or connections to the procuring institution.
• SBD 6.1 (Preference Points Claim): claims B-BBEE points under the PPPFA 80/20 system.
• Original and valid tax clearance certificate (SBD 2).
• GCC (General Conditions of Contract) and Specification.

Disqualification risks:

• Quotations received after the closing time and date, regardless of reason.
• Quotations not delivered to the correct address by the closing time.
• Failure to furnish the required particulars on the official forms.
• Quotations not submitted on the official forms (not to be re-typed).

Evaluation system: 80/20 preference point system.

• Price: 80 points.
• Specific goals: 20 points.
• Total: 100 points.

Specific goals proof requirements (failure to submit proof means points for specific goals are not claimed):

• For those who had no franchise in national elections before 1983 and 1993 Constitution: certified copy of ID and company registration document/CSD report.
• For female: certified copy of ID and company registration document/CSD report.
• For disability: doctor's letter.
• For youth: certified copy of ID and company registration document/CSD report.

Scope: Development of a detailed precinct plan (R380 Corridor Precinct Plan) for Gamagara Local Municipality in the Northern Cape Province.

Contract period: 16 months.

Deliverables by phase:

• Phase 1 (1 month): Inception Report, precinct delineation and project plan.
• Phase 2 (2 months): Policy context and vision directives, GIS data / draft Story Map, notice of intent.
• Phase 3 (3 months): Status Quo Report, GIS data / draft Story Map.
• Phase 4 (4 months): Draft Precinct Plan for review, GIS data / draft Story Map, final vision, spatial proposals and strategies, publication of notice.
• Phase 5 (3 months): Implementation Framework – implementation matrix, composite implementation plan, prioritization matrix, GIS data / draft Story Map.
• Phase 6 (3 months): Final Precinct Plan and Implementation Plan – final report, executive summary, composite map and all visualisation, implementation plan and matrix, consultation report, PSC approval to be submitted to Council for final consideration, final GIS data / draft Story Map.

The project is structured in six phases with defined deliverables and time frames: Inception (1 month), Policy context and vision (2 months), Context and issues (3 months), Draft Precinct Plan (4 months), Implementation Framework (3 months), and Final Precinct Plan and Implementation Plan (3 months). Each phase must be completed within the stated time frame, and payment is made at completion of each deliverable.

Pricing must be submitted on SBD 3.3 (Pricing Schedule for Professional Services). Bidders must indicate rates based on the total cost to the department for completion of each stage, including expenses. The total offer price must be inclusive of VAT. Payment is made at completion of each deliverable. The schedule must include retention, subtotal cost (excl VAT), 15% VAT, and total cost of the project (incl VAT). Bidders must state whether rates are firm for the full period of contract; if not, provide the basis for adjustments (e.g. consumer price index).

Pricing format: SBD 3.3 (Pricing Schedule for Professional Services). Bidders must indicate rates based on the total cost to the department for completion of each stage, including expenses.

Total offer price: inclusive of VAT.

Payment: at the completion of each deliverable.

Pricing schedule must include: retention, subtotal cost (excl VAT), 15% VAT, and total cost of the project (incl VAT).

Bidders must state whether rates are firm for the full period of contract; if not, provide the basis for adjustments (e.g. consumer price index).

Validity: offer valid for 90 days from the closing date.

Tax clearance: an original and valid tax clearance certificate issued by SARS must be submitted (SBD 2). No contract will be concluded with a bidder whose tax matters are not in order.

B-BBEE: a B-BBEE status level verification certificate must be submitted (SBD 6.1). The certificate must be issued by an accounting officer as contemplated in the Close Corporation Act, a SANAS-accredited verification agency, or a registered auditor.

CSD: a CSD report is required to substantiate specific goals claims.

Accredited representative: if the bidder is the accredited representative in South Africa for the goods/services/works offered, proof must be enclosed.

Sole agent/supplier: if the bidder is a sole agent or sole supplier, the market price after discount to other clients, or the percentage net profit before tax, must be indicated.

Restricted suppliers: bidders listed on the Register for Tender Defaulters or the List of Restricted Suppliers are automatically disqualified.

The General Conditions of Contract (GCC) form part of all bid documents and may not be amended. Special Conditions of Contract (SCC) relevant to this bid will supplement the GCC; in case of conflict, SCC provisions prevail.

Key GCC clauses:

• Performance security: within 30 days of contract award, the successful bidder must furnish performance security in the amount specified in the SCC, in the form of a bank guarantee, irrevocable letter of credit, or cashier's/certified cheque.
• Inspections and tests: the supplier's premises must be open for inspection; costs of failed inspections are borne by the supplier.
• Warranty: 12 months after delivery or 18 months after shipment, whichever concludes earlier.
• Payment: within 30 days after submission of a valid invoice.
• Prices: no variation from quoted prices except as authorised in the SCC.
• Contract amendments: only by written amendment signed by both parties.
• Assignment: not permitted without the purchaser's prior written consent.
• Subcontracts: must be notified in writing.
• Delays and penalties: for delay, a penalty calculated at the current prime interest rate per day of delay is deducted from the contract price.
• Termination for default: the purchaser may terminate for failure to deliver or perform, or for corrupt/fraudulent practices; the supplier may be restricted from doing business with the public sector for up to 10 years.
• Force majeure: relieves liability for delay if notified promptly.
• Settlement of disputes: amicable resolution, then mediation, then South African courts.
• Limitation of liability: aggregate liability not to exceed the total contract price.
• Governing law: South African law.
• Taxes and duties: a tax clearance certificate is required before award.
• Prohibition of restrictive practices: collusive bidding is prohibited and may lead to invalidation of the bid, termination, restriction, and damages.

The 80/20 preference point system applies. Price carries 80 points and specific goals carry 20 points, totalling 100 points. Bidders claiming specific goals must submit proof: for those who had no franchise in national elections before 1983 and 1993 Constitution – certified copy of ID and company registration document/CSD report; for female – certified copy of ID and company registration document/CSD report; for disability – doctor's letter; for youth – certified copy of ID and company registration document/CSD report. Failure to submit proof means points for specific goals are not claimed.