Supply and delivery of IT software on an as-needed basis for capricorn district municipality (36-Month contract)

Technical enquiries: Andre ([email protected] / 015 294 1219 or 1128). Supply Chain enquiries: Mr. Kwena Mashiane or Ms. Violet Masemola ([email protected] / [email protected] / 015 294 1212 or 1039). Submission address: Bid box at Capricorn District Municipality, 41 Biccard Street, Polokwane, 0699.

Submit bids in a sealed envelope marked with the bid number (COR-IT30/2025/2026) and description. Deposit in the bid box at Capricorn District Municipality, 41 Biccard Street, Polokwane by 11:00 on 11 June 2026. Late submissions are disqualified. Bids must be properly stapled and banded; improperly bound bids are automatically disqualified. Use black ink only; pencil entries are invalid. All pages must be initialed and signed. Required documents: valid CSD number, completed bid forms (MBD series), Joint Venture Agreement (if applicable), proof of municipal rates/taxes payment or tribal authority letter/valid lease agreement for company and all directors. Bids remain valid for 90 days after closing. No bids accepted via email, fax, or internet. Non-attendance of compulsory site briefing (20 May 2026, 10:00, Function Room, 41 Biccard Street) invalidates the bid.

Bids are evaluated on an 80/20 preference point system (price vs. specific goals). Minimum requirements for responsiveness: sealed envelope with bid number/description, deposited in bid box by deadline, valid CSD number, fully completed bid forms (each page initialed), Joint Venture Agreement (if applicable), proof of municipal rates/taxes payment or tribal authority letter/valid lease agreement, compliance with technical specifications, financial ability to execute the contract, and experience with similar work. Disqualification criteria: state employees or their associates, listed on Register of Tender Defaulters or National Treasury’s prohibited database, past convictions for fraud/corruption, unsatisfactory performance on public contracts in the last 5 years, abuse of supply chain system, missing pages, pencil entries, late submission, improper stapling/banding, or failure to attend compulsory site briefing. Points are awarded for price and municipal-specific goals. Only the highest-scoring bid is selected.

Supply and delivery of IT software as and when required for a period of 36 months. Goods must be new, unused, of the most recent models, and include all recent improvements in design and materials. Warranty: 12 months after delivery or 18 months after shipment, whichever concludes earlier. Supplier must repair or replace defective goods at no cost to the purchaser upon notification. Goods may be inspected, tested, or analyzed post-delivery and rejected if non-compliant. Supplier bears cost of inspections if goods fail to meet requirements. Supplier must provide packing sufficient to prevent damage during transit. Delivery must comply with contract terms, including time schedules. Supplier must notify purchaser of any delays in writing. Purchaser may procure substitute goods at supplier’s expense if delivery is delayed.

Supplier must deliver goods and perform services per the purchaser’s prescribed time schedule. If delays occur, supplier must notify purchaser in writing of the delay, its duration, and causes. Purchaser may extend time for performance with or without penalties. For contract variations ≤15% of original value, supplier may be instructed to deliver goods/render services at reduced unit prices, provided no price escalation occurs. Supplier must continue performance during disputes unless otherwise agreed.

Bidders must demonstrate financial ability to execute the contract. Experience with similar work is required; bidders must show a track record of projects of similar scope and size. For joint ventures, all parties must meet compliance and experience requirements. Professional body registration is required if applicable to the service. All MBD forms must be completed and signed; failure to do so results in rejection.

Supplier’s premises must be open for inspection at reasonable hours if inspections are a bid condition. Purchaser arranges and pays for inspections if not initially required but later deemed necessary. If goods/services fail inspections, supplier pays for testing costs and must replace non-compliant goods at their own expense. Purchaser may reject non-compliant goods and require immediate substitution. Supplier must provide packing sufficient to prevent damage during transit. Goods must conform to standards specified in bidding documents.

Submit total bid amount (combined rates) and total number of items offered. Pricing must adhere to bid instructions. All MBD forms must include accurate pricing details. For joint ventures, pricing must be transparent for all parties. Supplier must provide an invoice with delivery note upon fulfillment of obligations. Prices cannot vary from quoted bid prices except for authorized adjustments.

Submit total bid amount (combined rates) and total number of items offered. Prices must not vary from quoted bid prices except for authorized adjustments. Payment terms: purchaser pays within 30 days of invoice submission, accompanied by delivery note. Payment in South African Rand unless otherwise stipulated. Performance security (e.g., bank guarantee or cashier’s cheque) may be required within 30 days of contract award. Supplier is responsible for all taxes, duties, and levies until delivery. No contract awarded to bidders with tax matters not in order (SARS certification required) or municipal rates/taxes in arrears. Foreign suppliers are responsible for all taxes and levies outside South Africa.

Valid Central Supplier Database (CSD) number is mandatory. Tax Compliance Status (TCS) PIN or CSD registration required; submit TCS certificate or PIN via e-filing or printed copy. For joint ventures, each party must submit separate TCS/PIN/CSD. Proof of municipal rates/taxes payment or tribal authority letter/valid lease agreement for company and all directors (if JV, for all parties). CIDB registration required for construction-related work. Complete MBD forms (e.g., MBD4 Declaration of Interest, MBD6.1 Preferential Procurement Form, MBD7 Contract Form, MBD8 Past Supply Chain Practices, MBD9 Certificate of Independent B-BBEE Determination). All pages of bid documents must be signed or initialed. Bidders must disclose all related companies and directors in MBD4; failure leads to automatic disqualification. No bids accepted from persons in the service of the state or listed on the Register of Tender Defaulters.

Contract duration: 36 months. Supplier must sign a written contract form (MBD7) or Service Level Agreement. Warranty: 12 months post-delivery or 18 months post-shipment. Supplier must repair/replace defects at no cost. Prices are fixed as per bid; variations allowed only if ≤15% of original contract value and no price escalation. Supplier cannot assign contract without purchaser’s written consent. Subcontracts must be notified in writing but do not relieve supplier of obligations. Delays incur penalties; purchaser may terminate contract for default, insolvency, or corrupt practices. Force majeure exempts supplier from penalties if beyond their control. Disputes resolved via mediation or South African courts. Contract governed by South African law. Supplier liable for indirect damages only in cases of criminal negligence or willful misconduct. Payment within 30 days of invoice submission. Supplier must insure goods until delivery. Purchaser may inspect supplier’s records. Supplier must indemnify purchaser against third-party claims of patent infringement. Intellectual property rights for municipality-developed projects vest with the municipality.

Bids are adjudicated using an 80/20 preference point system (price vs. specific goals). If all bids exceed R50 million, the 90/10 system applies. If all bids are below R50 million, the 80/20 system is used. Municipal Manager may cancel bids if circumstances change or no longer required. Evaluation includes compliance with bid conditions, financial ability, and points for price and municipal-specific goals. Only the highest-scoring bid is selected.