Panel of legal service providers (36 months) — namakwa district municipality

SCM / Bidding procedure enquiries: Chaldon Osborne, Finance Department, tel 027 712 8000, fax 027 712 8041, email [email protected].

Technical enquiries: Gareth Cloete, tel 027 712 8000, email [email protected].

Submission address: Namakwa District Municipality, Van Riebeeck Street, Springbok, 8240 (tender box).

Submission method: hard-copy bids deposited in the tender box at Namakwa District Municipality, Van Riebeeck Street, Springbok, 8240. No telephonic, telegraphic, telex, facsimile or e-mailed submissions accepted. Electronic signatures on returnable documents are not accepted; documents signed electronically will be regarded as non-responsive. Closing time: 12:00 on 28 September 2026. Tender validity period: 90 days from closing date.

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

• MBD 1: Invitation to Bid and Terms and Conditions of Bidding — signed offer cover page.
• MBD 3.3: Pricing Schedule – Professional Services — firm pricing for legal services.
• MBD 4: Declaration of Interest — discloses state employment or relationships with evaluating officials.
• MBD 6.1: Preference Points Claim Form — claims specific-goal points under the 80/20 system.
• MBD 7.2: Contract Form – Rendering of Services — signed contract form in duplicate.
• MBD 8: Declaration of Bidder's Past Supply Chain Management Practices — declares no restrictions, fraud, corruption or contract failures in the past five years.
• MBD 9: Certificate of Independent Bid Determination — certifies no collusion or price disclosure.

Supporting schedules to attach:

• Schedule 1A: Tax Compliance PIN
• Schedule 1B: Municipal Bill / Lease Agreement (not older than 3 months)
• Schedule 1C: Supporting annexures for specific goals claimed in MBD 6.1
• Schedule 1D: Proof of CSD Registration
• Schedule 1E: Fidelity Fund Certificate
• Schedule 1F: Letter of Good Standing from Legal Practice Council or Bar Council
• Schedule 1G: Audited Financial Statements (most recent)
• Schedule 1H: Supporting evidence of company information and relevant experience
• Schedule 1I: Supporting evidence of bidder's experience and client base
• Schedule 1J: Supporting evidence of contactable references
• Schedule 1K: Supporting evidence of key personnel experience

Two-stage evaluation:

1. Functionality (quality) — minimum qualifying score 60 out of 100. Only bidders scoring 60 or more proceed to stage 2.

Criteria and weights:

• Civil Law Expertise (advisory and litigation): 30 points max (15 advisory, 15 litigation; 3 points per successful client representation, max 5 clients each).
• Municipal Law Expertise (advisory and litigation): 10 points max (5 advisory, 5 litigation; 1 point per successful client representation, max 5 clients each).
• Legal Services to Other Government Departments (advisory and litigation): 30 points max (15 advisory, 15 litigation; 3 points per client representation, max 5 clients each).
• Personnel Composition and Capacity: 15 points max (1-2 practitioners with support = 5 pts; 3-5 practitioners with admin support = 10 pts; 5+ practitioners with dedicated support team = 15 pts).
• Response Time / Turnaround: 15 points max (6+ days = 3 pts; 3-5 days = 10 pts; 24-48 hours = 15 pts; reference letter required).

2. Price and Specific Goals — 80/20 preference point system (price 80 points, specific goals 20 points). Price scored using Formula 2 of SANS 294:2004 Table 4 where W1 = 80 for values ≤ R50 million.

Specific goals and points:

• Youth: 3
• Woman: 5
• Disabled: 2
• Black: 5
• Within borders of Namakwa District Municipality: 3
• Within borders of Northern Cape: 2

Failure to submit proof for claimed specific goals means points are not awarded.

Scope: Appointment of a panel of legal service providers for a period of 36 months. The panel will provide legal advisory and litigation services in the following areas:

• Civil Law
• Municipal Law
• Legal services to other government departments

Bidders must demonstrate experience through successful client representations (maximum 5 clients per category) and provide reference letters. Personnel capacity is evaluated: team of 1-2 legal practitioners with minimum support (5 points), 3-5 practitioners with administrative support (10 points), 5+ practitioners with dedicated support team (15 points). Response time commitments must be backed by reference letters: 24-48 hours (15 points), 3-5 days (10 points), 6+ days (3 points).

Pricing format: MBD 3.3 Pricing Schedule – Professional Services (firm prices). No explicit bond, guarantee or insurance requirement stated. Payment terms: purchaser undertakes to pay within 30 days after receipt of an invoice (per MBD 7.2 Part 2). Audited financial statements (most recent) required for risk assessment. No minimum turnover or financial capacity threshold specified.

Mandatory eligibility and compliance requirements:

• Registered on Central Supplier Database (CSD) at time of bidding.
• Valid SARS Tax Compliance PIN (or CSD number) — each party in a consortium/JV must submit separately.
• Municipal bill up to date or payment arrangement in place with the local municipality (not older than 3 months).
• Directors must not be in the service of the state.
• No conviction for fraud or corruption in the past 5 years.
• No wilful neglect, reneging on or failure to comply with any government contract in the past 5 years.
• Not listed on National Treasury's Database of Restricted Suppliers or Register for Tender Defaulters.
• Valid Letter of Good Standing from Legal Practice Council (attorneys) or relevant Bar Council (advocates) confirming registration and good standing.
• Certified copy of a valid Fidelity Fund Certificate.
• Audited financial statements (most recent) for risk assessment.
• B-BBEE Status Level Verification Certificate or Sworn Affidavit (for EMEs/QSEs) to claim preference points; failure to submit means points are not claimed.
• All returnable forms (MBD 1, 3.3, 4, 6.1, 7.2, 8, 9) and supporting schedules (1A–1K) must be completed, signed and submitted.