Professional town- and regional planners panel – mossel bay municipality (3-Year contract)

Closing date: 27 November 2026 at 12:00

Tender validity period: 120 days after closing date

Contract period: 1 July 2027 to 30 June 2030 (3 years)

No compulsory briefing or site visit is specified in the document.

Specification enquiries:

• Contact: Ms Susan Human

• Email: [email protected]

• Telephone: (044) 606-5070

• Contact: Mr Jaco Roux

• Email: [email protected]

• Telephone: (044) 606-5071

Document completion enquiries:

• Contact: Ms Juanita Schutte
• Email: [email protected]
• Telephone: (044) 606-5198

Submission address:

Tender Box, Entrance of the Mossel Bay Town Hall

101 Marsh Street

Mossel Bay

Submission method: sealed envelope, placed in the tender box at the Entrance of the Mossel Bay Town Hall, 101 Marsh Street, Mossel Bay, by 12:00 on 27 November 2026. Envelope must be endorsed with the tender number, title, and closing date. Late, faxed, or emailed tenders will not be accepted. Tenders may be delivered by hand, courier, or post at the bidder's risk.

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

• MBD1: Bid for Requirements of the Municipality of Mossel Bay (cover page with bidder details).
• MBD4: Declaration of Interest – discloses any director/shareholder employed by the state or connected to the municipality.
• MBD5: Declaration for Procurement Above R10 Million – required if the bid exceeds R10 million.
• MBD6.1: Preference Points Claim Form – claims B-BBEE and locality points under the Preferential Procurement Regulations 2022.
• MBD8: Declaration of Bidder's Past Supply Chain Management Practices.
• MBD9: Certificate of Independent Bid Determination – certifies no collusion or price disclosure.
• Section 5: Declaration – must be completed and signed by the authorised signatory.
• Section 6: Contract Form – to be signed by the successful bidder.
• Authorised Signatory Resolution – copy of board resolution authorising the signatory (not required for sole proprietors).
• Pricing Schedule (Section 2) – completed and signed.

Disqualification risks:

• Failure to sign Section 5 Declaration.
• Retyped tender documents.
• Omission of material pages.
• Unauthorised alterations to the tender document.
• Late, faxed, or emailed submissions.
• Bids not endorsed with tender number, title, and closing date.

Evaluation stages:

1. Functionality pre-evaluation (per speciality area):

• Relevant Experience in the field: 30 points
• Experience in Local Government environment: 20 points
• Registration with SACPLAN: 30 points
• Total: 80 points
• Minimum qualifying score: 60 out of 80 points per speciality area. Bids scoring below 60 are non-responsive and will not be evaluated on price or B-BBEE.

2. Responsive bids are then evaluated on the 80/20 or 90/10 Preference Points System:

• 80/20 system: maximum 20 points for specific goals (B-BBEE and locality).
• 90/10 system: maximum 10 points for specific goals (B-BBEE and locality).
• 50% of the specific goal points are allocated for B-BBEE status level, and 50% for locality.

Locality points (only one category applies):

• 80/20 system: Mossel Bay municipal area – 10 points; Garden Route District – 6 points; Western Cape Province and other provinces – 4 points.
• 90/10 system: Mossel Bay municipal area – 5 points; Garden Route District – 3 points; Western Cape Province and other provinces – 2 points.

Functionality scoring details:

• Relevant experience: more than 10 years – 30 points; more than 6 up to 10 years – 20 points; more than 3 up to 5 years – 15 points; minimum 1 up to 2 years – 10 points.
• Municipal projects: five or more – 20 points; four – 15 points; three – 10 points; one to two – 5 points.
• SACPLAN registration: Professional Planner – 30 points; none – 0 points.

Note: The Municipality does not bind itself to accept the lowest tender or the highest scoring bid.

The Municipality requires the appointment of a panel of professional town- and regional planners for a period of three years (1 July 2027 to 30 June 2030).

Speciality areas:

• Spatial Planning (as defined in Chapter 2 of the Mossel Bay Municipality Bylaw on Municipal Land Use Planning, 2021)
• Development Management (Land Use Planning) (as defined in Section 15(2) of the same Bylaw)
• Other services, including but not limited to: Section 78 assessments, human settlement planning, business plan motivations, project management services, development facilitation, urban design and place-making, urban renewal projects, trend analysis, spatial analytics, stakeholder engagement, development and project management, application specialist inputs, policy and regulatory planning, surveying and planning law, research, feasibility studies, mobility planning, and technical advisory services to the Planning Tribunal, Municipal Council, and Planning Appeal Authority.

Panel composition:

• A maximum of seven (7) service providers will be appointed per speciality area.
• For each project, quotations will be requested from all service providers on the panel.
• No rate higher than that quoted in the pricing schedule is allowed.

Key performance indicators include programme adherence, specification compliance, and service quality rating with 100% targets.

Bidders must provide a company CV and appointment letters or reference letters as documentary proof of experience. For municipal projects, reference letters on official letterhead or a completed reference questionnaire (Attachment A) are required. Reference letters/questionnaires must not be older than five years. The same project may be used for both Criterion 1 and Criterion 2, but points are awarded only once per project per reference.

Functionality criteria:

• Relevant experience in the field: more than 10 years – 30 points; more than 6 up to 10 years – 20 points; more than 3 up to 5 years – 15 points; minimum 1 up to 2 years – 10 points.
• Experience in Local Government environment: five or more completed municipal projects – 20 points; four – 15 points; three – 10 points; one to two – 5 points.
• SACPLAN registration: Professional Planner – 30 points; none – 0 points.

Speciality areas: Spatial Planning, Development Management (Land Use Planning), and Other (e.g., Section 78 assessments, human settlement planning, etc.). Bidders must provide details of relevant projects including employer/client, scope, value, duration, and dates.

Quality management requirements are not explicitly detailed in the tender document. General conditions allow for inspections, tests, and analyses of goods/services. Non-compliant goods/services may be rejected, and the supplier must replace them at their own cost. Pre-bidding testing costs are for the bidder's account.

Pricing schedule (Section 2) must be completed. Prices must be valid for the tender period and include VAT, travelling, subsistence, and administrative charges. Tariffs are binding for the contract duration and are the maximum that may be charged. No rate higher than quoted is allowed. The bidder must complete the pricing schedule; failure to do so results in a non-responsive bid.

Pricing format:

• Prices must be valid for the applicable tender period and include VAT, travelling, subsistence, and any other administrative charges.
• All tariffs are binding for the duration of the contract.
• Tariffs are the maximum that may be charged; service providers may offer discounts.
• No rate higher than that quoted in the pricing schedule is allowed.

Bid security: Not specified.

Performance security: Not specified in the extracted text.

Payment terms: Payments will be made within 30 days after submission of a valid invoice (per GCC).

Variation orders: The Municipality may instruct changes up to 15% of the original contract value without price escalation.

Negotiations: If tender prices exceed available funds, the Municipality may negotiate with the successful bidder to limit the scope of work to stay within budget.

Mandatory registrations and documents:

• Central Supplier Database (CSD) registration – required; the Municipality may not award to unregistered bidders.
• Tax Compliance Status Pin from SARS – must accompany the bid; verified on the SARS website.
• Letter of Good Standing from the Compensation Commissioner – valid and relevant; must accompany the bid.
• Municipal rates and taxes – proof required (see below).
• Authorised Signatory Resolution – copy of board resolution authorising the signatory (not required for sole proprietors).
• CIDB registration – if applicable, registration number must be included; verified during evaluation.

Municipal rates and taxes requirements:

• Submit a copy of the bidder's and directors'/members' municipal accounts for the month preceding the bid closure date.
• If renting, submit the current lease agreement showing that rental includes municipal rates and taxes, or the municipal account if the bidder is responsible.
• If not owning property, submit affidavits from the bidder and the property owner confirming no liability for municipal rates and taxes.
• Bidders or directors in arrears with municipal rates/taxes for more than three months without a settlement arrangement will be unsuccessful.

B-BBEE requirements:

• Proof of B-BBEE status level is required to claim preference points.
• Acceptable evidence: sworn affidavit (for EMEs/QSEs as per B-BBEE Codes), or a certificate from a SANAS-accredited verification agency, an auditor/accounting officer, or an IRBA-approved registered auditor.
• Certificates must be original or certified copies and meet specific content requirements (e.g., SANAS logo, BVA number, issue/expiry dates).

Joint Ventures:

• Joint venture agreement must be submitted with the bid.
• Each member must submit a separate SARS tax pin, a profit/liability sharing agreement, and a board resolution.
• B-BBEE points only if the JV submits its own B-BBEE certificate.
• Locality points based on the Lead Partner's address as per the JV agreement.

B-BBEE points are allocated as 50% of the specific goal points (20 or 10 points) under the 80/20 or 90/10 preference point system. Proof of B-BBEE status level is required: sworn affidavit (for EMEs/QSEs) or a certificate from a SANAS-accredited verification agency, an auditor/accounting officer, or an IRBA-approved registered auditor. Certificates must be original or certified copies and meet specific content requirements.

Locality points (also 50% of specific goal points):

• 80/20 system: Mossel Bay municipal area – 10 points; Garden Route District – 6 points; Western Cape Province and other provinces – 4 points.
• 90/10 system: Mossel Bay municipal area – 5 points; Garden Route District – 3 points; Western Cape Province and other provinces – 2 points.

Proof of locality: municipal account, lease agreement, or sworn affidavit from property owner. Only fully operational business premises qualify; vacant erven, storage units, and postal addresses do not.

OHS specifications are referenced in the tender document (Section 6, page 60), but no specific details are provided in the extracted text. Bidders should refer to the full tender document for OHS requirements.

Special conditions:

• Contract period: 3 years from 1 July 2027 to 30 June 2030.
• Municipality may appoint other service providers for specialist services not covered by the panel.
• Prices must be valid for the tender period and include VAT, travelling, subsistence, and administrative charges.
• Tariffs are binding for the contract duration and are the maximum that may be charged.
• A panel of maximum seven (7) service providers per speciality area will be appointed.
• Municipality may downward adjust scope to stay within budget.
• Non- or poor performance dealt with under Section 43 of SCM Policy.
• Key performance indicators include programme adherence, specification compliance, and service quality rating with 100% targets.

Compulsory documentation: Tax Compliance Status Pin from SARS; CIDB registration if applicable; municipal rates and taxes account or affidavits; authorised signatory resolution; Letter of Good Standing from Compensation Commissioner; Joint Venture agreement and related documents (if applicable).

Bids are pre-evaluated on functionality: Relevant Experience (30 points), Experience in Local Government (20 points), SACPLAN registration (30 points). Bids scoring less than 60 out of 80 points per speciality area are non-responsive. Responsive bids are evaluated on the 80/20 or 90/10 preference points system, with 50% of points for B-BBEE and 50% for locality.