Three-year immovable asset register maintenance contract – city of mbombela

• Procurement enquiries: Christopher Nkambule, Supply Chain Management, Financial Management Services. Telephone: 013 759 2358. Email: [email protected].
• Technical enquiries: Thokozani Ncongwane, Asset Management, Financial Management Services. Telephone: 013 759 9263. Email: [email protected].
• Submission address: Tender box at Mbombela Civic Centre, 1 Nel Street, Mbombela, 1200.
• Employer: City Manager, Mr WJ Khumalo, P.O. Box 45, Mbombela, 1200.

• Submit bid documents in a sealed envelope clearly marked with Bid Number, full description, and closing date.
• Place in the tender box at Mbombela Civic Centre, 1 Nel Street, Mbombela, 1200, by 11:00 on 14 August 2026.
• Late bids, telegrams, faxes, or emails will not be considered.
• Use official forms provided (not retyped) or submit online.
• Mandatory returnable documents: Company registration certificate, valid Tax Compliance Status (TCS) or CSD number, full CSD registration report (not older than 30 days), certified B-BBEE certificate or sworn affidavit, certified ID copies of directors, current municipal rates and taxes statements for business and all directors (or proof of residence/lease agreements).
• All certified copies must be original, not older than three months, and certified by a commissioner of oaths.
• Failure to submit any mandatory document or meet submission instructions will result in disqualification.

Not in service of the state; no municipal rates/taxes arrears >90 days; not listed on Register of Bid Defaulters; must be tax compliant; must submit all mandatory documentation; foreign suppliers must complete questionnaire; must achieve minimum 80/100 functionality points; consortium/JV must have formal agreement with lead partner holding ≥51% share.

• Submit detailed project implementation methodology covering all terms of reference (10 points allocated).
• Submit detailed skills transfer plan covering all terms of reference (10 points allocated).
• All supporting certifications (CVs, IDs, qualifications, professional registrations) must not be older than three months.

• Relevant experience: Must have prepared immovable asset registers for municipalities with portfolio carrying value ≥ R2 billion. Submit certified appointment letters, reference letters, and AGSA-stamped PPE notes for each project claimed.
• Team requirements:

• Asset Management Specialist: Registered professional engineer (Pr.Eng) with ≥5 years experience.
• Head of asset accounting: Chartered Accountant (SA) with ≥5 years experience.
• Leader for electrical assets: Qualified engineer in electricity with ≥5 years experience.
• Leader for roads and storm water assets: Civil engineer with ≥5 years experience.
• Leader for water and sanitation assets: Qualified engineer in water and sanitation with ≥5 years experience.
• Individual for current replacement cost determination: ≥5 years experience in determining current replacement cost of municipal infrastructure assets.

• Submit comprehensive CVs, certified IDs, university qualifications, and proof of professional registration.

• Deliverables must comply with Generally Recognized Accounting Practices (GRAP).
• Asset register must be GRAP compliant.
• Regular physical verification and inspection required to ensure data accuracy and condition assessment.
• Skills transfer plan must be submitted and progress reported periodically.

• Submit detailed pricing schedules for Year 1, Year 2, and Year 3.
• Each schedule must include line items for: Status quo investigation, information gathering, gap analysis and reconciliation, verification, data validation, determination/review/update of CRC, audit support, other (specify), and annual disbursement.
• Prices must be firm, in South African Rand, inclusive of VAT.
• Total bid price (excluding and including VAT) must be calculated and reflected on MBD 1.

• Pricing format: Submit firm prices only; non-firm prices or prices subject to exchange variations will not be considered.
• Complete pricing schedules for Year 1, Year 2, and Year 3 with unit prices, quantities/hours, and total amounts.
• Prices must be in South African Rand, inclusive of VAT and all disbursements.
• VAT must be recorded as a lump sum in the tender summary.
• No additional claims for taxes or duties will be considered.
• Ensure total bid price (excluding and including VAT) is reflected on MBD 1 (Form of Offer).
• Failure to furnish full pricing schedules will lead to immediate disqualification.

• Central Supplier Database (CSD): Must be registered; submit full CSD report (not summary) not older than 30 days from closing date.
• Tax Compliance: Submit valid Tax Compliance Status (TCS) certificate or PIN; or provide CSD number if no TCS available.
• B-BBEE: Submit certified B-BBEE certificate or sworn affidavit (for EMEs/QSEs) to qualify for preference points.
• Company Registration: Submit company registration certificate (CIPC).
• Municipal Rates and Taxes: Provide current municipal rates and taxes statements (or proof of residence/lease agreements) for the business and all directors. Accounts in arrears for more than three months will result in disqualification.
• Joint Ventures/Consortia: Submit valid signed agreement; each party must provide separate compliance documents.
• Declaration of Interest: Complete MBD 4; no bids accepted from persons in service of the state.
• Certified Documents: All certified copies must be original, not older than three months, and certified by a commissioner of oaths.

• Contract duration: Three years.
• Penalty: 10% of total contract value charged for non-performance as per service level agreement.
• Withdrawal: Municipality may cancel contract if successful bidder fails to execute; bidder liable for additional expenses from re-tendering.
• Cession/assignment: Not allowed without written consent from both parties.
• Validity: Bids valid for 120 days from closing date.
• General Conditions of Contract (GCC) and Preferential Procurement Regulations 2022 apply.

• Minimum functionality/quality score: 80 out of 100 points required to proceed to further evaluation. Failure to meet this threshold leads to immediate disqualification.