How will bids be evaluated?

Valid CSD registration and supplier number, valid Tax Clearance Certificate and PIN, attendance at compulsory briefing, submission of all required declarations (MBD forms), minimum functionality score of 65 points, compliance with all legislative acts listed (GRAP, MFMA, OHS Act, etc.).

What compliance and legal requirements must bidders meet?

Minimum functionality/qualifying score: 65 valid Tax Clearance Status Verification Pin attached to the valid Tax Clearance Certificate and a Tax Compliance Status Verification Pin issued by SARS valid Tax Clearance Certificate and a Tax Compliance Status Verification Tax Compliance Status Verification Pin issued by SARS Tax Compliance Status Verification Tax Compliance Status Verification Pins issued by SARS of all parties of the Joint CSD NUMBER : MAAA NUMBER CSD REGISTRATION REPORT CSD Reports of all parties of the Joint Venture/Consortium CENTRAL SUPPLIER DATABASE (CSD) Central Supplier Database (CSD) has been open for registration from Central Supplier Database JOINT VENTURE AGREEMENTS AND CONSORTIUMS completion certificates and unbundle all completed projects appointment letters for attend to this invite will result in disqualification. comply with the above mandatory requirements will result in disqualification and the service 1(a) The experience of one of <10 years’ experience 10 Detailed CV’s 1. The bidder must complete the Pricing Schedule below by indicating their standard rates result in disqualification. Qualifications in Engineering, Accounting, Property Valuation and 40 B-BBEE Minimum Level: 7 Points Allocation: 80 points B-BBEE Details: oir Road (off Kershaw Street), Pietermaritzburg, 3201 (co-ordinates -29.6126297;30.3610014), not later than 12h00 on Thursday, 6 August 2026, when they will be publicly opened. Only tenders placed in the Tender Box shall be accepted. Tender Validity Period: Four (4) months commencing from the closing date of tender. Tender Evaluation & Adjudication Criteria: The tender shall be evaluated on a Two Stage Evaluation System, Stage One Functionality and Stage Two 80/20 Preference Point System. Adjudication criteria will be as per the tender document. The allocation of points will be in line with specific goals as prescribed in terms of Chapter 4 of the Public Procurement Act No. . The Functionality for Stage One shall be evaluated on the following criteria: Evaluation Criteria Max. Points Awarded The experience of one of the directors/members/partners of the 10 service provider in GRAP compliant Fixed Asset Register, unbundling of infrastructure assets, conditional assessment and valuation of assets. References from Municipalities wherein relevant projects were 10 executed Project team (Minimum of 2 persons) Qualifications in Engineering, Accounting, Property Valuation and 40 experience of the Project Team in compiling GRAP compliant Fixed Asset Register, unbundling of infrastructure assets, conditional assessment and valuation of assets. Detailed Project Plan and Methodology 25 Total No. of Points Awarded 85 Minimum Threshold to Qualify For Next Stage 65 Points The allocation of Preference Points will be according to the following Specific Goals: Specific Description Max Points goals Awarded BOE ≥ 51% Black Owned Enterprise or 51% management Control by South African Black People. 10 WOE ≥ 51% Woman Owned Enterprise and Controlled by one or more w

What are the important dates and deadlines for this tender?

{"closingDate":"6 August 2026","closingTime":"12h00","briefingSession":"{\"date\":null,\"time\":null,\"venue\":\"E ................................................................................ 46\",\"is_compulsory\":false}"}

Who should be contacted for queries about this tender?

{"name":"E Mail Address","email":"Ngimphiwe.Shwala@msunduzi.gov.za","phone":null,"department":"Offices, 5th Floor, A S Chetty Centre, 333 Church Street, Pietermaritzburg, 3201 as from the","address":null}

GRAP Fixed Assets Register & Valuation Tender

Returnable Documents

Source: Tender Document-SCM 2 of 26-27-GRAP Compliant Fixed Assets Register.pdf (TENDER)

Tender Submission Checklist: Has the Tender Document been completed in handwriting or typed and all corrections counter-signed? Has all tendered amounts been arithmetically checked and the correct total amounts carried forward to the Summary Page and Tender Form? Has all information as required in terms of the Tender Document been submitted with the tender? Has the compulsory Tender Briefing/Site Inspection certificate been completed and signed at the meeting? Have all Declarations contained in the Tender Document been completed and signed by the Tenderer, and before a Commissioner of Oaths (if applicable)? Has the Tender Form been completed and signed? Is a valid Tax Clearance Status Verification Pin attached to the Tender Document? Has the CSD Supplier Number and Unique Registration Reference Number been submitted with the Tender Document? Does the price includes VAT regardless of VAT status of being a VAT or Non-VAT Vendor. All prices must include VAT. CSD NUMBER: MAAA NUMBER. Tenders contained in sealed envelopes and marked with Contract No. SCM/27 and the Contract Description must be placed in the Msunduzi Municipality's Central Stores, 2 Abattoir Road (off Kershaw Street), Pietermaritzburg, 3201, not later than 12h00 on Thursday, 6 August 2026. Tender documents will be made available to tenderers from 12h00 on Thursday, 02 July 2026. Tender documents can be downloaded and printed at the Tenderer’s cost from the National Treasury e-Tender Publication Portal on www.etenders.gov.za. Printed copies of the tender documents shall also be available from the Supply Chain Management Unit Offices, 5th Floor, A S Chetty Centre, 333 Church Street, Pietermaritzburg, 3201 at a non-refundable tender deposit fee of R1 327.86 (including VAT). Only cash or EFT payments will be accepted. Tenders must be submitted both in hard copy and on a CD/USB Flash Drive. Service Providers should complete, in full, all the Data Sheets attached to this document including Declaration of Interest (MBD 4), Authority to Sign Document, Pricing Schedule (MBD 3.1 / 3.2 / 3.3 as applicable), Declaration of Bidder's Past Supply Chain Management Practices Form (MBD 8), Certificate of Independent Bid Determination Form (MBD 9). Joint Venture/Consortium documentation: Tax Compliance Status Verification Pins issued by SARS of all parties, CSD Reports of all parties, Signed copies of Declaration of Interest Form, Declaration of Bidder's Past Supply Chain Management Practices Form, Certificate of Independent Bid Determination Form, An undertaking duly signed by all parties indicating their intention to enter into an agreement. All Service Providers are to sign the Declaration declaring that their Municipal Fees are in order. Name of Tenderer, Full Name of Signatory, Capacity of Signatory, Signature, Date.

Technical Specifications

Source: Tender Document-SCM 2 of 26-27-GRAP Compliant Fixed Assets Register.pdf (TENDER)

1.0 Scope of works

This contract calls for proposals from Potential Service Providers/Consortium with proven

municipal financial expertise in asset management to assist the municipality in compiling complete

a fixed asset register compliant to GRAP, Unbundling of infrastructure assets, conditional

assessment and valuation of the assets for a period of three (3) years effective from the date of

award.

2.0 Project champion

For any technical related enquiries relating to the Specifications herein, Service Providers must

contact the following Project Champion:

Name : Ngimphiwe Shwala

Contact number : (033) 392 2361

Email : [email protected]

3.0 Detail specification

The service provider/consortium will be required to provide the following:

3.1 Project implementation plan.( Mobilisation, planning and project management)

3.2 Physical identification and verification of all movable, intangibles and immovable assets

owned or controlled by the municipality.

3.3 Confirm that all infrastructure assets and other assets have been properly unbundled.

3.4 All newly identified infrastructure assets should be unbundled as per GRAP17.

3.5 Identify serial numbers for infrastructure assets and make sure those are recorded in the

fixed assets register.

3.6 Review useful lives, provide and review residual values of assets and assess assets for

impairment in terms of relevant accounting standard and prepare necessary journals if

required

3.7 Provide detailed working papers for calculations of change in estimate or residual values

for AFS disclosure in terms of GRAP 3.

3.8 Determine the value of all assets in terms of directive 7 and reconcile the values to the

accounting records.

3.9 Identify and reconcile all completed projects to the payment certificates, invoices, and

completion certificates and unbundle all completed projects.

3.10 Determine GPS coordinates for all immovable assets.

3.11 Loading infrastructure asset register with the verification reports, general ledger,

supporting documentations and ensure accurate and correct reporting of fixed assets in

terms of GRAP including disclosure notes.

3.12 Ensure that a detailed audit file relating to asset management including asset

purchases, disposals, reconciliations etc. is developed and maintained on a monthly

basis.

3.13 Valuation of properties in terms of relevant accounting standards’ of GRAP.

3.14 Apply correct and relevant valuation method in the assessment of fair value of

properties.

3.15 Each property must be physically identified and photographed. The improvements

thereon will be measured and detailed file notes will be taken of construction elements

general conditions of improvements, the surrounding neighbourhood and ease of

access.

3.16 In the case of larger parcels of land with a large number of dwellings thereon, these

structures must be digitalized off aerial imagery.

3.17 A single value for the registered parcel on which multiple structures are located must be

reported on valuation report for each category to be compiled and include: property

description, location, description of improvement and conditions of improvements: title

deed information: tenancies and municipal information on planning and rating (if any):

market analysis and commentary method and date of valuation and fair value thereon.

3.18 Linking the Land parcels to GIS and deeds information.

3.19 Ensure that asset management officials are training on job and skills are transferred to

officials during the period of the contract.

3.20 Revalue and assess heritage assets in accordance to GRAP 103.

3.21 Review the asset management policy and procedure manual.

3.22 Assist the municipality in successfully addressing the audit findings on movable,

intangible and immovable assets.

3.23 Prepare fixed asset listing in a format suitable for import into SAP financial system and

MSCOA compliant.

3.24 Service providers will further guarantee to accept and abide by the mode of payments

stipulated or agreed upon project milestones by the parties.

4.0 Contract period

The contract shall span over a period of three (3) years effective from date of award.

5.0 Place of delivery and delivery period

Conditions assessment will be done for all municipal assets in all wards of the Council and co-

ordination of the program will be done at 341 church street, Professor Nyembezi Building. 5th

floor, the contact person is Ngimphiwe Shwala, the expected time for commencement of

services is within 7 days from date award.

6.0 Tender briefing

A compulsory Tender Briefing Meeting will be held at 12h30 on Wednesday, 15 July 2026,

in Auditorium No. 1, 1st Floor, Bessie Head Library, 260 Church Street, Pietermaritzburg, 3201.

An official will chair the meeting and answer queries raised by prospective Tenderers. Any

amendment to the tender documentation arising from such answers will be circulated in terms of

the meeting's attendance register. Only one representative per Company or Consortium will be

allowed to attend the above meeting. No person will be allowed to represent more than one

Company at the meeting.

7.0 Insurances required

The service provider shall absolve the council from all claims arising from the execution of this

contract. The service provider shall be required to arrange insurance for third party liability to the

value of One million rand (R1,000,000.00) which must be in force for the duration of the

contract.

Further to the above the service provider is required to arrange professional indemnity

insurance in the amount of the contract value, which shall be kept in force for the entire duration

of the contract. Such insurance shall be provided prior to commencement of work.

8.0 Retention and sureties

Not applicable

9.0 Penalties

Penalties will be 0.1% of the total contract value per calendar day for failure to complete the

project within the period specified for any millstone or phase as per project plan. Such monies

will be deducted from any monies due or which may become due to the service

provider/consortium. This shall not detract from the right of the municipality to terminate the

agreement.

10.0 Compliance with any legislation, bylaws, etc.

10.1 Generally Recognised Accounting Framework (GRAP)

10.2 Municipal Supply Chain Management Regulations promulgated in 2005

10.3 Municipal Finance Management Act

10.4 Msunduzi Municipality Asset Management Policy

10.5 Msunduzi Municipality Supply Chain Management Policy

10.6 Municipal Asset Transfer Regulations 2008.

10.7 Property Valuers Profession Act

10.8 Occupational Health & Safety Act (No )

10.9 Income Tax Act (act )

10.10 Value added tax act (act )

10.11 Labour Relations Act

11.0 Escalation

Prices charged by the Service Provider for goods/works delivered and/or services rendered

under the contract shall not vary from prices quoted by the Service Provider in this bid, with an

exception consumer price index applicable.

12.0 Materials

The costs of rendering the services or materials needed must be provided by the service

provider and included in the total cost.

13.0 Mandatory requirements

Description of Bidder Capacity Custodian/Princip Documentary proof:

Mandatory Trait to be tested al of Mandatory NB: Commissioner of

Requirement by the Mandatory Requirement Oaths required by law

Requirement or Other verification

method possible

A minimum of one of Membership in good SAICA Copy of SAICA Certificate

the service provider standing (valid Membership)

directors must be

accredited and

registered with SAICA

as a CA(SA)

As part of the evaluation of this tender, bidders will be expected to demonstrate their system

capabilities in a live in person demonstration to the Bid Evaluation Committee. Failure to

attend to this invite will result in disqualification.

NB: The municipality reserve the right to verify the validity of the information submitted. Failure to

comply with the above mandatory requirements will result in disqualification and the service

provider and will not be evaluated further.

14.0 Evaluation criteria

14.1 Stage 1: assessment of functionality

The criteria to be used to evaluate proposals for functionality is per the table below; a

minimum of 75 points is required together with the assessment of the system capable

the verification process:

NO Criteria BASIS OF POINTS CLAIMABLE VERIFICATION

Allocation points document

1(a) The experience of one of <10 years’ experience 10 Detailed CV’s

the directors/members/ for directors/members/ highlighting relevant

partners of the service partners years of experience to

provider in GRAP be submitted

compliant Fixed Asset (Subtotal = 10)

infrastructure assets,

conditional assessment

and valuation of assets.

Between 5-10 years’ 7

experience of

directors/members/

partners

Between 3>5 years’ 5

experience for

directors/members/

partners

Less than 3 years’ 0

experience for

directors/members/

partners

1(b) references from 5 or more 10 Reference letters with

municipalities wherein municipal letterheads

relevant projects were with accompanying 3 to 4 3

executed appointment letters for

(within the last 5 year projects referenced

2020-2025) 1 to 3 2 (with contactable

references)

(Subtotal = 10) 0 0

2 Project team (team NQF level 7 qualification 10 Detailed Project team

minimum of 2 persons) in Accounting of the organogram with their

Qualifications in Project leader CV’s with contactable

engineering, accounting, NQF level 6 qualification 10 references and

property valuation and and registration with copies of qualification

experience of the project ECSA for a member of and valid registration

team in compiling GRAP the verification and with professional body

compliant Fixed Asset conditional assessment must be furnished with

infrastructure assets, NQF level 6 qualification 10 (Subtotal = 40)

conditional assessment and registration with

and valuation of assets. SAGC for a member of

GIS Team

NQF level 6 qualification 10

and registration with

SACPVP for a member

of the valuation team

No registration and no 0

certified proof of

registration submitted

4(a) Detailed project plan and

Verification and 5 Project plan and

methodology conditional assessment methodology under

of assets these headings should

include timelines,

Unbundling and 5 quality assurance

capitalization of plan, audit support

infrastructure assets and skills transfer

Valuation of properties 5

and GIS support

(Subtotal = 25)

Valuation of Heritage 5

assets

Reporting in terms of 5

GRAP quoting relevant

standards

No submission/ Project 0

plan does not cover all

headings as per the

above guidance/ Plan

does not have time

frames

Total 85

Threshold: 65 points

Bidders must meet the minimum threshold of 65 points to be further evaluated to stage 2:

verification system

14.2 Stage 2 verification system capabilities

A live demonstration of the system capabilities will be requested of bidders that have

met the threshold. The system will be evaluated on the below capabilities:

Asset verification system 1. Scan asset barcode Yes/No

with capacity to carry out

set criteria and evidence of

own devices 2. Record location and Yes/No

transfer location

Take 2-3 picture Yes/No
Grade the condition of Yes/No

the asset

Produce reports of data Yes/No
Produce a room Yes/No

inventory

Should any of the listed system capabilities not demonstrable, the bidder will be disqualified and

not evaluated further. Failure of the bidder to attend and demonstrate the system capabilities will

result in disqualification.

14.3 Stage 3: specific goals

In terms of regulation 6 of the Preferential Procurement Regulations pertaining to the

Preferential Procurement Policy Framework Act, 2000 (Act ) as amended and

approved in 2022 and Public Procurement Act of 2024.,

Responsive bids will be adjudicated by the Municipality on the 80/20 Specific goals

system in terms of which points are awarded to bidders on the basis of:

The bid price (maximum 80 points), Specific goals (maximum 20 points)

Item CRITERIA BASIS OF POINTS CLAIMABLE VERIFICATION

No. ALLOCATION POINTS DOCUMENT

Black Black Owned Enterprise (BOE)” in Central Supplier Database

Owned this context refers to a “black- (CSD)

Enterprise owned enterprise” with at least 10 Points

(BOE)” 51% South African black

ownership and/or more than 51%

management control by South

African black people

Business A woman-owned business that is Central Supplier Database

Enterprises a continuing, independent, for 5 Points (CSD)

owned by profit business which performs a

Women commercially useful function, and

is at least fifty-one percent (51%)

owned and controlled by one or

more women; or, in the case of

any publicly owned business, at

least fifty-one percent (51%) of the

stock of which is owned and

controlled by one (1) or more

women and whose management

and daily business operations are

under the control of one (1) or

more women.

Means Business location is

Location of defined as a place or structure 5 Points Utility Bill or Lease

a Business occupied by a firm or enterprise to agreement document

Enterprise run its operations. This includes

any structure or establishment

used in conducting a business

within the Msunduzi municipality

jurisdiction

15.0 Any other important information

15.1 The successful service provider will be required to enter into a service level agreement

with the municipality, which they must comply with.

15.2 The Msunduzi municipality reserve the right to verify the validity of the information

submitted.

16.0 Asset/s information

The service provider/consortium will use its asset or its computer equipment to render services.

17.0 Assignment and subletting

Neither the Service Providers nor the Council shall assign or cede the contract or any part

thereof or any benefit or interest therein or thereunder without the written consent of the other.

The Service Providers shall not sub-let the whole or any part of this contract without the written

consent of the Engineer and such consent, if given, shall not relieve the Service Providers from

any liability or obligation under the contract.

18.0 Council’s liability and indemnity

18.1 Service Providers hereby indemnifies the Council and its employees and agents against

all losses and claims for injuries or damages to any person or property whatsoever

which may arise out of the execution of this contract.

18.2 The Council shall not be held liable to Service Providers for any direct or indirect

damages or losses and the Council shall be indemnified and held free against claims

arising out of:

18.2.1 any negligent or innocent misrepresentations made by the Council, its

employees or agents in respect of any data, information and statistics supplied to

Service Providers prior to or during the contract; provided that this condition shall

not deprive the Contractor of any payments lawfully due to the Service Providers

in terms of the contract, and

18.2.2 a change in a legislative provision applicable to the contract.

19.0 Sequestration or surrender of service providers’s estate

In the event of an order being made for sequestration of the Service Provider’s estate, whether

provisional or final, or in the event of an application being made for such order, or in the event of

the Service Providers making application for the surrender of the Service Provider’s estate, or if

the Service Providers shall enter into, make or execute any deed of assignment or other

composition or arrangement with, or assignment for the benefit of the Service Provider’s

creditors, or purport to do so, or if the Service Providers, being a Company, shall pass a

resolution, or if the Court shall make an order for the liquidation of such company, the Council

shall have the right, summarily and without recourse to law, to terminate the contract without

payment of any compensation to the Service Providers, and without prejudice to the right of the

Council to sue the Service Providers for any damages sustained by it in consequence of one or

the other of the afore-mentioned events.

20.0 Secrecy of information

Subject to the provisions of the Promotion of Access to Information Act, the information revealed

in this tender document is to be classified as confidential. Accordingly, the Engineer reserves

the right to request references and generally examine bona fides and available facilities of any

Company of Firm wanting to participate in this contract.

21.0 Law to apply

The contract shall in all respects be construed in accordance with the law of the Republic of

South Africa, and any difference that may arise between the Council and the Service Providers

in regard to the contract shall be settled in the Republic of South Africa.

22.0 Patent rights

The Service Providers shall pay all royalties and expenses and be liable for all claims in respect

of the use of patent rights, trade marks or other protected rights, and shall hold the Council

indemnified and harmless against any claims for loss or damage to (including legal expenses)

arising therefrom.

23.0 Contract to be in conformity with by-laws and any other

Applicable laws

The contract shall be carried out subject to and in conformity with any law, regulation or By-law

which is of application thereto and shall be conditional upon any necessary consent required by

law being obtained.

Msunduzi municipality

CONTRACT No. SCM /27

Proposal to compile a grap compliant fixed assets register, unbundling

Of infrastructure assets, conditional assessment and valuation of

Assets

Experience & Qualifications

Source: Tender Document-SCM 2 of 26-27-GRAP Compliant Fixed Assets Register.pdf

The experience of one of the directors/members/partners of the 10

service provider in GRAP compliant Fixed Asset Register,

unbundling of infrastructure assets, conditional assessment and

valuation of assets.

References from Municipalities wherein relevant projects were 10

executed

Project team (Minimum of 2 persons)

Qualifications in Engineering, Accounting, Property Valuation and 40

experience of the Project Team in compiling GRAP compliant

sections and phases of such work, as described in the Act, particularly in regard to design,

supervision of construction and installation, and commission where applicable.

8.2 The Service Provider shall submit a certificate with the tender certifying compliance with all

these requirements in connection with the preparation and submission of the tender and shall

give an undertaking to comply in full during the contract period. Where applicable the Service

Provider shall submit at the time of tendering the name(s), qualifications and address(es) of the

Professional Engineer(s) responsible for the various disciplines and portions of the work

comprising this contract.

9.0 General conditions of the contract

1(a) The experience of one of <10 years’ experience 10 Detailed CV’s

the directors/members/ for directors/members/ highlighting relevant

partners of the service partners years of experience to

provider in GRAP be submitted

compliant Fixed Asset (Subtotal = 10)

infrastructure assets,

conditional assessment

and valuation of assets.

Between 5-10 years’ 7

experience of

directors/members/

partners

Between 3>5 years’ 5

experience for

directors/members/

partners

Less than 3 years’ 0

experience for

directors/members/

partners

1(b) references from 5 or more 10 Reference letters with

municipalities wherein municipal letterheads

relevant projects were with accompanying 3 to 4 3

executed appointment letters for

(within the last 5 year projects referenced

2020-2025) 1 to 3 2 (with contactable

references)

(Subtotal = 10) 0 0

2 Project team (team NQF level 7 qualification 10 Detailed Project team

minimum of 2 persons) in Accounting of the organogram with their

Qualifications in Project leader CV’s with contactable

engineering, accounting, NQF level 6 qualification 10 references and

property valuation and and registration with copies of qualification

experience of the project ECSA for a member of and valid registration

team in compiling GRAP the verification and with professional body

compliant Fixed Asset conditional assessment must be furnished with

Pricing Schedule

Source: Tender Document-SCM 2 of 26-27-GRAP Compliant Fixed Assets Register.pdf (TENDER)

Pricing Schedule: Containers R28, Fire & Medical R692, Furniture & Fittings R29,879, Motor Vehicles & Trailers R1,032, Office Equipment R9,344, Plant & Equipment R7,012. ADD: VAT @ 15%. Total Including VAT Carried To Summary. Verification, review of useful lives and conditional assessment Infrastructure assets (and additions thereof) (Physical verification over 3 year period). Review of amortization and assessment of intangible assets (and additions thereof) (annually). Conditional assessment of work-in-progress; unbundling and capitalization of infrastructure (and additions thereof) (annually). Ensure assets in the fixed asset register are unbundled as per applicable GRAP standards. Valuation of properties and GIS support (annually and additions thereof). Conditional assessment (annually & valuation of additions thereon) (revaluation applicable to artworks and jewellery once in the contract period). Artworks R3,264, Crematoriums R1, Jewellery R2, Land R6, Legal Deposits R5, Museums And Art Gallery R3, Parks R3, Stadiums R1, Swimming Pools R1. Working papers for change in estimate or residual values for the AFS disclosure in terms of GRAP 3. Impairments in terms of GRAP 21. Reconciliations of the GL/trail balance to the far, asset notes to the financial statements and narrations. Financial system and the year-end journals are prepared and processed accurately. Respond to auditors within the stipulated time frames. Address audit findings on assets. Ensure the job and skills are transferred to officials during the period of the contract. Conditional assessment Movable assets (annually). Conditional assessment Infrastructure assets (Physical verification over 3-year period). Conditional assessment of intangible assets (annually). Conditional assessment of work-in-progress; unbundling and capitalization of infrastructure (annually). Conditional assessment (annually & valuation of take-on) (revaluation applicable to artworks and jewellery once in the contract period). Prices shall be adjusted annually based on the Consumer Price Index rate. The costs of rendering the services or materials needed must be provided by the service provider and included in the total cost.

Health & Safety

Source: Tender Document-SCM 2 of 26-27-GRAP Compliant Fixed Assets Register.pdf

Contract (N/A), Special Conditions of Contract (N/A), Legislation, Definitions, Specifications,

Pricing Schedule, Tender Form, Drawings (N/A), Data Sheets and Annexures thereto.

within fourteen (14) calendar days of the date of the decision or action, a written objection or

complaint to the Municipal Manager / Supply Chain Management. The appeal must be

submitted in writing with the grounds of appeal within the stipulated fourteen (14) days. No

appeal/objection will be entertained should the afore-mentioned condition not be adhered to,

and the Municipality shall not be held liable for any loss or damages sustained by the Service

Provider due to the Service Provider’s failure to adhere to the above condition.

unethical and illegal. These include but are not limited to:

(i) Suggestions to fictious lower quotations,

(ii) Reference to non-existent competition,

(iii) Exploiting errors in tenders,

(iv) Soliciting tenders from Service Providers whose names appear on the list of restricted

legislation listed herein.

2.0 The occupational, health and safety act (act ) (OHS act)

2.1 The OHS Act covers inter alia "any work in connection with –

a) the erection, maintenance, alteration, renovation, repair, demolition or dismantling of an

addition to a building;

b) the installation, erection or dismantling of machinery;

c) the construction, maintenance, demolition or dismantling of any bridge, dam, canal,

railway, street, runway, sewer or water reticulation system or work on any similar project;

d) the moving of earth, clearing of land or making of an excavation or work on any similar

project." (General Administrative Regulations Clause 1).

2.3 The arrangements and procedures to ensure compliance by the Mandatory with the provisions

of the OHS Act referred to in the Agreement, between the Employer and the Contractor in this

contract are:

2.3.1 The Mandatory shall keep a record of all incidents in terms of Clause 10 (1) of the

General Administration Regulations (GAR).

2.3.2 The Mandatory shall cause every incident to be investigated in terms of Clause 10 (2) of

the GAR.

2.3.3 The Mandatory shall cause all such records to be examined by a Safety Committee in

terms of Clause 10 (3) of the GAR.

2.3.4 The Mandatory shall on demand furnish the divisional inspector with such returns as

may be required in terms of Clause 14 of the GAR.

2.3.5 The Mandatory shall charge a full-time employee designated in writing by the Mandatory

with the duty of supervising the performance of the work (or the Mandatory may

personally undertake this duty) in terms of Clause 11 of the General Safety Regulations.

2.3.6 The Mandatory shall, before commencing or carrying out the work, inform the divisional

inspector in writing of: -

a) the address of the premises on which such work will be carried out;

b) the nature of such work;

c) the date on which it is expected that such work will be commenced; and

d) the date on which it is expected that such work will be completed.

all in terms of Clause 15c of the GAR

2.3.7 The Mandatory shall comply with all other aspects of the OHS Act relative to the nature

of the works and shall scrupulously observe and execute any instruction given by an

official inspector with reference thereto.

3.0 The compensation for occupational injuries and diseases act (act ) (coid act)

3.1 Contractors are required to register as employers in terms of the COID Act.

3.2 Contractors must pay the assessments due in terms of the COID Act relative to their employee

records including all sub-contractors and community based labour.

3.3 In this specific contract the Contractor further acknowledges that the Employer shall have the

right, without prejudice, to deduct any shortfall in compensation due to any employee of the

Contractor (or sub-contractor) from monies due or which may become due to the Contractor,

and so effect settlement of the matter.

4.0 The labour relations act (act ) (lr act)

4.1 Contractors are required to register as employers in terms of the LR Act.

4.2 Contractors are required to pay all employee and employer contributions to the Unemployment

"Council/Municipality" means The Msunduzi Municipality.

"Director: Supply Chain Management” means the Head: Supply Chain Management of the day of the

Msunduzi Municipality or the Manager’s duly appointed Representative.

"Service Provider/Contractor" means the Person, Firm, Service Provider or Company whose tender

has been accepted by the Msunduzi Municipality and includes the Service Provider's heirs, executors,

administrators, trustees, judicial managers or liquidators, as the case may be, but not, except with the

written consent of the Council, any assignee of the Service Provider.

"Special Conditions" means any addition to or departure from or amendment of these Standard

Conditions as set out in Annexure “A” hereof.

"Drawings" means the drawings referred to in the Specification and any modification of such drawings

approved in writing by the Engineer and such other drawings as may from time to time be furnished or

approved in writing by the Engineer.

"Contract Document" means the Conditions of Tender, Scope of Contract, Terms of Reference, these

Definitions, Special Conditions (if any), Equipment Specifications, Rates, Percentages and Prices,

9.0 Penalties

Penalties will be 0.1% of the total contract value per calendar day for failure to complete the

project within the period specified for any millstone or phase as per project plan. Such monies

will be deducted from any monies due or which may become due to the service

provider/consortium. This shall not detract from the right of the municipality to terminate the

agreement.

10.0 Compliance with any legislation, bylaws, etc.

10.1 Generally Recognised Accounting Framework (GRAP)

10.2 Municipal Supply Chain Management Regulations promulgated in 2005

10.3 Municipal Finance Management Act

10.4 Msunduzi Municipality Asset Management Policy

10.5 Msunduzi Municipality Supply Chain Management Policy

10.6 Municipal Asset Transfer Regulations 2008.

10.7 Property Valuers Profession Act

10.8 Occupational Health & Safety Act (No )

10.9 Income Tax Act (act )

10.10 Value added tax act (act )

10.11 Labour Relations Act

11.0 Escalation

Investment property (Fair

1 valuation) 670 R

2 Land (PPE) (GIS Support) 4 734 R

3 Land Inventory (GIS Support) 6 418 R

Contractual Terms

Source: Tender Document-SCM 2 of 26-27-GRAP Compliant Fixed Assets Register.pdf

Cover page .................................................................................................................. 01
Contents ...................................................................................................................... 02
Tender submission checklist .............................................................................. 03
Tender notice ............................................................................................................. 04
Standard conditions of tender ........................................................................ 06
Legislation .................................................................................................................. 13
Definitions ................................................................................................................... 16
Specification .............................................................................................................. 17
Pricing schedule ...................................................................................................... 26
Data sheets 1 – 7

10.1 Invitation to bid document................................................................................... 31

10.2 Authority to sign document ............................................................................... 34

10.3 Declaration of municipal fees ........................................................................... 35

10.4 Declaration of interest ....................................................................................... 36

10.5 Bidders past supply chain management practices .................................. 38

10.6 Certificate of independent bid determination ........................................... 41

10.7 Declaration for procurement above r10 million ..................................... 44

10.8 Tender briefing certificate ................................................................................ 46

Tender form ................................................................................................................ 47
Annexures “a” – “f”

12.1 Annexure “a” – alterations by tenderer ........................................................ 49

12.2 Annexure “b” – preferential procurement policy .................................... 50

12.3 Annexure “c” – tax clearance certificate ...........................................55

12.4 Annexure “d” – cipc registration certificate .. ....................................56

12.5 Annexure “e” – csd registration report...............................................57

12.6 Annexure “f” – compact disc (CD) or usb-flash drive ..........................58

13.1 Service Providers are advised to check the number of pages and should any be missing or

duplicated, or the reproduction thereof indistinct, or any descriptions ambiguous, or if this

document contains any obvious errors they shall inform the Head: Supply Chain Management or

the Engineer at once and have same rectified. No liability whatsoever will be incurred by the

Council in respect of errors in any tender due to the Service Provider’s failure to observe this

requirement.

13.2 The Tender Notice was advertised in The Witness newspaper, Msunduzi Municipality and e-

Tender websites on Wednesday, 1 July 2026. The tender closes at the Tender Box located at

the Msunduzi Municipality’s Central Stores, 2 Abattoir Road (off Kershaw Street),

Pietermaritzburg, 3201, at 12h00 on Thursday, 6 August 2026.

goods or materials required for the execution of this contract. The Service Provider must apply

directly for any import permits or currency needed. However, the Council will furnish the

successful Service Provider with a supporting statement, if required.

Registration with the central supplier database (csd)

The National Treasury’s Central Supplier Database (CSD) has been open for registration from

01 September 2015. The CSD serves as one single source of supplier information to all spheres

of government. Within this system, suppliers are required to register once when they do

business with the state. This will significantly reduce the administrative burden for businesses,

especially small and medium sized enterprises. The database interfaces with the South African

Revenue Service (SARS), the Companies and Intellectual Property Commission (CIPC) and the

payroll system. It will electronically verify a supplier’s tax status and enable public sector officials

doing business with the state to be identified.

including but not limited to materials, plant, labour, patent rights and royalties, freight, insurance,

customs, railage, delivery, etc, unless the Service Provider states otherwise in the proposal.

"Price" means an amount of money tendered for goods or services and includes all

applicable taxes less unconditional discounts.

Section 64(1) of the VAT Act states: Any price charged by a vendor for a taxable

supply is deemed to include VAT, whether or not explicitly stated. Thus, even if bidder

B’s invoice does not explicitly include VAT, the price is considered VAT inclusive.

NB: when submitting this tender bidders are advised that regardless of the VAT status of

being a VAT or non VAT vendor the price must include VAT

Further to the above the price shall be deemed to be VAT inclusive regardless of

whether the bidder is the VAT vendor or not.

the Service Provider/s and the Council.

9.2.7 Should the Service Provider/s fail to enter into a contract when called upon to do so,

then the Council may refuse to receive or consider for such period as it may think fit, any

further tenders from that/those Service Provider/s.

9.3 Where no Insurances, Sureties or any other provisional criteria are required, a Final Letter of

Acceptance stipulating which rate/s has been accepted will be sent by the Head: Supply Chain

Management to the successful Service Provider/s notifying the Service Provider/s of Council’s

intent to make an award of the contract.

9.4 Prior to the undertaking of any works, the successful Service Provider/s shall be required to

enter into a Service Level Agreement (SLA) with the Council to address any post award

qualification requirements as per the tender document.

9.5 Once the SLA has been concluded, the Tender, the Final Letter of Acceptance and the SLA,

shall constitute a binding agreement between the Service Provider/s and the Council.

9.6 Should the Service Provider/s fail to enter into a contract when called upon to do so, then the

11.1 Service Providers should complete, in full, all the Data Sheets attached to this

document. These include, but are not limited to, the following:

Declaration of Interest (MBD 4);
Authority to Sign Document;
Pricing Schedule (MBD 3.1 / 3.2 / 3.3 as applicable);
Declaration of Bidder’s Past Head: Supply Chain Management Practices (MBD 8);
Certificate of Independent Bid Determination (MBD 9); and
Any other applicable Data Sheets or forms contained within the tender documentation.

(2) CSD Reports of all parties of the Joint Venture/Consortium.

(3) Signed copies of:

(a) The Declaration of Interest Form,

(b) The Declaration of Bidder’s Past Supply Chain Management Practices Form,

and

(4) An undertaking duly signed by all parties of the Joint Venture/Consortium indicating their

intention to enter into an agreement for the purposes of this contract.