Quotation Q12/1240 of 26/27: conveyancing and transfer services for three donated portions of land in edendale

The contract is for a legal firm to undertake conveyancing and transfer related matters for three (3) donated portions of land in Edendale. The project area is approximately 6.89 square meters. The primary aim is to give effect to the transfer of donated land parcels under Municipal ownership, supporting the Edendale Land Acquisition Programme. The appointed firm must draft a donation agreement signed by donor and donee, draft transfer documentation for lodgement in the Deeds office, inform the donor of the transfer on the day of registration, and hand over the title deed to the Municipality.

Contract period: six (6) months from date of award.

Final title deeds must be hand-delivered in both soft and hard copy formats at the GEVDI Sub-unit delivery point to Miss Z Sikhakhane.

No tender briefing meeting and no site meeting.

Compliance with all applicable laws, regulations and by-laws, including the OHS Act.

Penalty for delay: the Council can purchase elsewhere and the contractor bears any difference in price.

Price is firm for the contract period; no escalation.

The service provider must review relevant existing documentation, including property valuation reports.

Closing date: 06 November 2026 at 12h00.

Quotation documents available: from 12h00 on Tuesday, 27 October 2026.

Tender briefing meeting: Not applicable.

Site meeting: Not applicable.

Validity period: 90 days from closing date.

Procurement enquiries:

• Contact: Sibusile Mhlongo (Supply Chain Management Unit)
• Telephone: 033 392 3093
• Email: [email protected]

Technical enquiries:

• Contact: Zama Sikhakhane (Sustainable Development and City Entities)
• Telephone: 033 392 3613
• Email: [email protected]

Head: Supply Chain Management - MRS D Ndlovu-Gambu, telephone 033 392 3093

Submission address:

Msunduzi Municipality Central Stores

2 Abattoir Road (off Kershaw Street)

Pietermaritzburg, 3201

Document collection:

Supply Chain Management Unit Offices, 5th Floor, A.S. Chetty Centre, 333 Church Street, Pietermaritzburg.

Delivery of final title deeds:

Corner of FJ Sithole and Surtherlands, GEVDI Sub-unit, to Miss Z Sikhakhane.

Submission method: sealed tender placed in the Tender Box at the Msunduzi Municipality Central Stores, 2 Abattoir Road (off Kershaw Street), Pietermaritzburg, 3201 (coordinates -29.6126297; 30.3610014).

Closing time: 12h00 on Wednesday, 06 November 2026.

Only tenders deposited in the Tender Box will be accepted. No submissions by telegram, telex or fax.

Tender documents must be completed in handwriting or typed, with all corrections countersigned; no correction fluid allowed.

A completed tender submission checklist must be ticked in all relevant boxes.

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

• Invitation to Bid (MBD 1) - bidder details and declaration.
• Authority to Sign Document - authorises the signatory to bind the bidder, with a certified copy of the resolution or articles.
• Statement of Previous Experience - lists similar works with contacts.
• Schedule of Resources - details management, office, supervisory resources, workforce, plant and equipment.
• Declaration of Municipal Fees - declares municipal electricity, water and rates fees are fully paid or arrangements concluded.
• Declaration of Interest (MBD 4) - discloses any state employment or relationships with state officials.
• Declaration of Bidder's Past Supply Chain Management Practices (MBD 8) - declares no abuse of SCM systems, no fraud or corruption convictions in the past five years.
• Certificate of Independent Bid Determination (MBD 9) - certifies no collusive bidding or price disclosure.
• Pricing Schedule (MBD 3.1/3.2/3.3) - priced schedule.
• Tax Clearance Status Verification Pin (TCS PIN) or CSD number.
• CSD Supplier Number and Unique Registration Reference Number.
• CIPC Registration Certificate (Annexure F) and CSD Registration Report (Annexure G).
• Mandatory professional documents: curriculum vitae, certified copies of qualifications and registration certificate, letter of good standing from the Legal Practice Council (not older than 6 months), and certified Fidelity Fund Certificate (2025).
• Completed and signed Tender Form - failure to sign will make the bid unresponsive.

Disqualification risks:

• Any returnable document omitted or unsigned.
• Failure to provide mandatory requirements (professional accreditations).
• Late submission, regardless of reason.
• Use of correction fluid without countersigning.
• Submission by telegram, telex or fax.
• Not being registered on the CSD (award will not be made to unregistered suppliers).
• Tax compliance not in order.
• Municipal fees not paid or no arrangement concluded.

Two-stage evaluation system.

Stage One: Functionality (30 points) - must score at least 80% (24 points) to proceed.

• Property Transfers undertaken: 5 points each, max 10 - evidence: copy of deed of transfer drafted by the conveyancer/firm.
• Donation Agreements: 5 points each, max 10 - evidence: copy of drafted and signed donation agreement accompanied by reference letter on client's letterhead with traceable reference.
• Sale Agreements: 5 points each, max 10 - evidence: copy of drafted and signed sale agreement accompanied by reference letter on client's letterhead with traceable reference.

Stage Two: Price and Specific Goals (80/20 system, Preferential Procurement Regulations 2022).

• Price: 80 points.
• Specific Goals: 20 points.

Specific Goals (max 20):

• Black Owned Enterprise (BOE): at least 51% South African black ownership and/or more than 51% management control by South African black people - full 10 points - verification: CSD report.
• Location of Business Enterprise: inside Msunduzi Municipality - 10 points; inside KwaZulu-Natal - 5 points - verification: utility bill, letter from Ward Councillor, or lease agreement.

Failure to submit the required proof for specific goals results in no preference points.

Minimum qualifying score for functionality: 24/30 (80%).

Appointment of a legal firm to undertake conveyancing and transfer related matters for three (3) donated portions of land in Edendale, under the Edendale Land Acquisition Programme.

Project area: approximately 6.89 square meters (per locality map).

Required services:

• Draft a donation agreement to be signed by donor and donee.
• Draft transfer documentation for lodgement in the Deeds office.
• Notify the donor of the transfer on the day of registration.
• Hand over the title deed to the Municipality.

Final title deeds must be hand-delivered in both soft and hard copy formats.

Contract period: six (6) months from date of award.

Price is firm for the contract period; no escalation.

Penalty for late delivery: R500.00 per calendar day, deducted from monies due.

The service provider must review relevant existing documentation, including property valuation reports.

Bidders should propose a detailed implementation plan covering:

• Background of the contractor.
• Experience and capacity relevant to the project.
• Overall management of the project in terms of personnel.
• Approach and understanding of the project requirements.
• Implementation plan to achieve objectives within the required time frame.
• Phasing of tasks, deliverables and reports.

Curriculum vitae for all proposed professional personnel should include biographic data, educational qualifications and experience.

Consortium/joint venture proposals are permitted; the contract will be signed with the lead organisation, which must be identified. It is recommended that consortia consider capable smaller partners for developmental benefit.

Mandatory professional requirements:

• Admitted attorney with an LLB degree, practising as a conveyancer, registered with the Legal Practice Council with three (3) or more years' experience post-registration.
• Letter of good standing from the Legal Practice Council, not older than 6 months.
• Certified Fidelity Fund Certificate (2025).

Evidence required: curriculum vitae, certified copies of qualifications and registration certificate.

Bidders must detail their experience on Data Sheet 3 (Statement of Previous Experience), listing similar works with employer details and supervising professionals.

A schedule of resources (Data Sheet 4) must be submitted detailing management, office and supervisory resources, training programmes, facilities, workforce and plant.

No specific quality management requirements are stated beyond the mandatory professional qualifications and the requirement to comply with all applicable legislation and by-laws. The contract requires delivery of final title deeds in both soft and hard copy formats.

The price is firm for the contract period; no escalation.

Inspection of contractor's premises: not applicable.

Pricing schedule items (total cost per item):

• Drafting of donation agreement.
• Drafting transfer document.
• Deeds office fee.
• Postage and petty cash.
• Conveyancing fees.

Totals must be quoted excluding VAT, VAT at 15%, and including VAT.

All prices must be VAT inclusive regardless of the bidder's VAT status.

The price is firm for the contract period, no escalation.

Pricing schedule items (total cost to be quoted per item):

• Drafting of donation agreement.
• Drafting transfer document.
• Deeds office fee.
• Postage and petty cash.
• Conveyancing fees.

All prices must be VAT inclusive regardless of whether the bidder is a VAT vendor; section 64(1) of the VAT Act deems prices to include VAT.

Payment: by cheque from Council's bankers within 30 days on receipt of a certificate of payment issued by the Engineer.

For works exceeding R3,000.00 excluding VAT, the bidder must quote the Council's VAT Registration No. 460 010 783 5 on all tax invoices.

No cash payments.

Bidder must have a bank account in the legal name as on the Tax Clearance Certificate.

CSD registration: mandatory; bidder must be registered on the Central Supplier Database and provide CSD Supplier Number and Unique Registration Reference Number. Award will not be made to unregistered suppliers.

Tax compliance: valid Tax Clearance Certificate or Tax Compliance Status PIN from SARS. If the TCC expires before award, bidder gets 7 working days to provide a new one.

CIPC registration certificate (Annexure F).

Mandatory professional requirements (disqualifying if not met):

• Admitted attorney with LLB degree, practising as a conveyancer, registered with the Legal Practice Council with 3 or more years' experience post-registration.
• Letter of good standing from the Legal Practice Council, not older than 6 months.
• Certified Fidelity Fund Certificate (2025).
• Curriculum vitae and certified copies of qualifications and registration certificate.

No bids from persons in the service of the state.

Municipal fees (electricity, water, rates) must be fully paid or arrangements concluded.

The contract must be carried out in conformity with the Occupational Health and Safety Act (OHS Act). Annexure B relates to the OHS Act and must be completed. No other specific health and safety requirements are stated.

The contract is subject to the Msunduzi Municipality's Standard Conditions of Tender, relevant legislation, special conditions of contract, SCM Policy and Preferential Procurement Policy.

Prices are deemed to include all costs (materials, labour, freight, insurance, etc.) unless stated otherwise on Annexure A.

A written contract form (MBD 7) will be signed by the successful bidder.

Payment: by cheque within 30 days on certificate of payment. No cash.

Late delivery penalty: R500.00 per calendar day.

Contract period: six (6) months from date of award.

Price is firm for the contract period; no escalation.

Validity period: 90 days from closing date.

Bidder must have a bank account in the legal name of the tenderer.

If bidder fails to enter a contract when called upon, the Council may refuse future tenders from that bidder for a period it deems fit.

Alternative proposals or qualifications must be listed on Annexure A.

The Council may make partial awards and is not bound to accept the lowest or any tender.

Two-stage evaluation.

Stage One: Functionality (30 points)

• Property Transfers undertaken: 5 points per transfer, max 10. Evidence: copy of deed of transfer drafted by the conveyancer/firm.
• Donation Agreements: 5 points per agreement, max 10. Evidence: copy of drafted and signed donation agreement with reference letter on client's letterhead.
• Sale Agreements: 5 points per agreement, max 10. Evidence: copy of drafted and signed sale agreement with reference letter on client's letterhead.

Minimum qualifying: 24/30 (80%).

Stage Two: Price and Specific Goals (80/20 system)

• Price: 80 points.
• Specific Goals: 20 points.

Specific Goal 1: Black Owned Enterprise - at least 51% South African black ownership and/or more than 51% management control by South African black people - 10 points. Verification: CSD report.

Specific Goal 2: Location of Business Enterprise - inside Msunduzi Municipality - 10 points; inside KwaZulu-Natal - 5 points. Verification: utility bill, letter from Ward Councillor, or lease agreement.

The tender is for the appointment of a legal firm to undertake conveyancing and transfer related matters for three donated portions of land in Edendale. The attached document is a cadastral map showing the remainder of Erf 136 Edendale and surrounding portions, dated 09 September 2025, scale 1:1350, authored by Mthobisi Gauzela. No further scope details are given in this extract.

The quotation seeks the appointment of a legal firm to handle conveyancing and transfer-related matters for three donated portions of land in Edendale. The supplied annexure is a cadastral map (Remainder of Erf 136 Edendale) showing the layout of the relevant erven and portions, including the remainder of Erf 136, adjacent portions, and the scale and date of the map (09 September 2025). No further technical specification is provided in this document.