Disaster risk assessment review for the whole sarah baartman district municipal area

Closing date: 20 October 2026 at 12h00 noon.

Bid opening: Immediately after closing, in public, in Committee Room 1, 6th Floor, 32 Govan Mbeki Avenue, Gqeberha.

No briefing session or site visit is mentioned in the tender document.

Technical enquiries:

• Contact: Ms Zanele Dyayiya
• Email: [email protected]
• Telephone: 041 508 7041

SCM enquiries:

• Contact: Ms K Notshulwana
• Email: [email protected]
• Telephone: 041 508 7007

Submission address:

Bid Box, 4th Floor, 32 Govan Mbeki Avenue, Gqeberha.

Municipal Manager: Ms U Daniels, Sarah Baartman District Municipality, PO Box 318, Gqeberha, 6000.

Submission method: sealed envelope marked "BID NO. 25/2026: DISASTER RISK ASSESSMENT REVIEW FOR THE WHOLE SARAH BAARTMAN DISTRICT MUNICIPAL AREA" placed in the Bid Box on the 4th Floor, 32 Govan Mbeki Avenue, Gqeberha.

Closing time: 12h00 noon on Tuesday, 20 October 2026.

Bids must be submitted on the official original forms provided by the municipality. Late, incomplete, facsimiled or emailed bids will not be accepted.

All pages of the bid document must be originally signed in black ink; copies of signatures will not be accepted.

Returnable forms and documents (failure to submit renders the bid non-responsive):

• Company registration (CK) documents reflecting shareholder/ownership and certified ID copies of directors/owners (certification not older than 6 months).
• MBD 4 (Declaration of Interest): discloses any connection to the state or the municipality.
• MBD 6.1 (Preference Points Claim): claims B-BBEE points.
• MBD 8 (Declaration of Bidder's Past Supply Chain Management Practices): discloses past SCM practices.
• MBD 9 (Certificate of Independent Bid Determination): certifies no collusion or price disclosure.
• Bidder's municipal statement of account covering 3 months, or a valid lease agreement, or an affidavit declaring no municipal services debt for more than 90 days.
• Directors' municipal statements of account covering 3 months, or an affidavit as above.
• Proof of address of the office dealing with the project (lease agreement or municipal account in bidder's name) to claim locality points.
• B-BBEE status level verification certificate or sworn affidavit (original or certified copy) to claim preference points.
• For bids above R10 million (VAT included): financial statements for the past three years, or since establishment if established within the past three years.
• Proof of registration with the Construction Industry Development Board (CIDB) where applicable.
• Signed appointment letters and reference letters for company experience; CVs and certified copies of professional registration for key personnel.
• Company organogram indicating key personnel.
• Detailed proposal including introduction, understanding of ToR, methodology, experience, high-level program, and detailed pricing.

Disqualification risks:

• Any required document omitted or incomplete.
• Bid not completed in full.
• Bid submitted after closing time.
• Bid not on official forms.
• Failure to register on CSD.
• Failure to obtain minimum 70% on functionality.

Evaluation stages:

1. Functionality assessment (minimum qualifying score: 70/100). Bidders scoring below 70% are excluded from further evaluation.

Functionality criteria (total 100 points):

• Experience of the Company: 40 points
• Experience of Key Personnel: 40 points
• Methodology / Approach: 20 points

Scoring for Experience of the Company (disaster risk assessment reviews in past 10 years):

• 5 or more projects: 40 points
• 3-4 projects: 30 points
• Less than 3 projects: 10 points

Scoring for Experience of Key Personnel (Project Manager and Environmental Science/GIS specialist):

• Qualifications (NQF level): 10 and above: 10; 9: 9; 8: 8; 7: 7; below 7: 5
• Experience: 10 years and above: 10; 9 years: 9; 8 years: 8; 5-7 years: 7; below 5 years: 5

Scoring for Methodology / Approach (20 points):

• Alignment with legislative framework: 10 points
• Geographic scope, risk mapping and GIS: 5 points
• Socio-economic profile, vulnerable groups, historical background, stakeholder engagement, coastal hazards, epidemics, infrastructure failure: 5 points
• Community input for validation: 5 points

2. Preference points (80/20 system):

• Price (VAT inclusive): 80 points
• Locality: 10 points (within SBDM area: 10; within Eastern Cape: 8; within South Africa: 5; outside South Africa: 1)
• B-BBEE status level: 10 points (Level 1: 10; Level 2: 9; Level 3: 8; Level 4: 6; Level 5: 4; Level 6: 3; Level 7: 2; Level 8: 1; Non-compliant: 0)

Only bids that pass functionality are evaluated on preference points.

Scope: Disaster Risk Assessment Review for the whole Sarah Baartman District Municipal area.

The district covers about 58,243 km² in the western Eastern Cape, comprising seven local municipalities: Blue Crane Route, Dr Beyers Naude, Kou-Kamma, Kouga, Makana, Ndlambe, Sundays River Valley.

Purpose: Identify, understand and prioritise hazards and vulnerabilities; support disaster risk reduction planning, resource allocation, community resilience, and compliance with legislation.

The assessment must be conducted in two phases:

• Phase 1: Requirements for a Level 1 Disaster Risk Management Plan, including hazard identification, vulnerability and capacity assessment, risk analysis (historical background, likelihood, impact), identification of high-risk development areas and vulnerable communities, GIS mapping and spatial analysis, data review and collection, recommendations and mitigation measures.
• Phase 2: Correspond with the three levels of Disaster Risk Management Plans for municipalities within SBDM, per Disaster Management Framework Key Performance Area 3, section 3.1.1.2 (2005).

Climate change influence must be addressed in either phase.

Legal framework: Must comply with the Constitution (1996), Disaster Management Act, Amended Disaster Management Bill, National Disaster Management Framework (2005), Eastern Cape provincial policy, Municipal Systems Act, and other relevant legislation.

Data requirements:

• Municipality will provide its own data; service provider must also use own data.
• All data capturing must be at ward level.
• Data must be validated, quality-controlled, stored securely, and metadata maintained until final delivery.
• Data may not be shared with third parties during or after the project.
• All data and deliverables become property of SBDM.

Deliverables:

• Draft and final reports for the disaster risk management information system.
• Comprehensive database populated per sections 16, 17, 46, 47, 48 of the Disaster Management Act and the National Disaster Management Framework.
• Spatial data (newly created, resulting, and updated base data).
• Alpha-numeric data (attribute data).
• Metadata for existing, new, and updated data.
• Maps and GIS datasets, including risk register / hazard matrix and executive summary.
• Electronic versions of final maps in PDF or JPG.
• 15 copies of all final electronic deliverables on USB, clearly marked, plus two hard copies.
• User guides for databases, GIS, and other components, in plain language.
• Strategic implementation document describing the product, updating actions, and data change possibilities/restrictions.

Consultation and stakeholder engagement:

• Field consultations with traditional leaders, ward committees, community members, community-based organisations, businesses, port/airport authorities, NGOs, scientists, provincial government sectors.
• Interviews with municipal councillors, municipal managers, heads of departments, disaster risk management centre head, emergency services, traditional leaders, institutions of higher learning, community leaders.
• Use community development workers, volunteers, and students in data collection.
• Provide proof of consultations and interviews.

Ground-truthing: All data must be cross-checked using scientifically sound methods.

Methodology must include questionnaires, interviews, expert consultations, ward-based workshops, transect walks, and engagement of indigenous knowledge.

The assessment must identify high-risk developments, hazard and risk maps, contingency plans for priority risks, operational plans for response and recovery, and contribute to early warning systems.

Findings must inform IDP priorities and strategic planning.

The service provider must co-operate with external validation and include internal monitoring mechanisms.

The service provider must be available for 12 months after project completion for questions on data management, GIS, and related research.

Project duration: 12 months from date of appointment.

The risk assessment process must be conducted in two phases.

Phase 1: hazard identification, vulnerability and capacity assessment, risk analysis, identification of high-risk areas, GIS mapping, data review, recommendations.

Phase 2: correspond with three levels of Disaster Risk Management Plans.

Methodology must include questionnaires (general and in-depth), interviews, consultations with experts, ward-based workshops, transect walks, and other methods as appropriate.

Must align with Disaster Management Act, National Disaster Management Framework, and Eastern Cape Provincial Disaster Management Strategy.

Must include extensive geographic scope for risk mapping and GIS.

Must include stakeholder engagement sessions.

Must include socio-economic profile, vulnerable groups (old age, disabled, child-headed), historical background disaster records.

Must identify coastal hazards, epidemics and pandemics, infrastructure failure and services.

Must ensure community input for validation of findings and risk matrix.

Must engage indigenous knowledge.

All data must be ground-truthed and cross-checked.

Data gathering must be at ward level.

A data-flow diagram must be compiled and updated as the project progresses.

The role of GIS must be specified, including use of existing data, creating new datasets, applying formulae, filling questionnaires, and spatial analysis.

Deliverables include reports, comprehensive database, spatial data, alpha-numeric data, metadata, maps and GIS datasets, risk register/hazard matrix, executive summary, and 15 USB copies plus two hard copies.

The service provider must prepare a strategic implementation document.

Must maintain close co-operation with the Municipal Disaster Risk Management Advisory Forum and technical advisory committee.

Findings must facilitate development of contingency plans for priority risks and integration into IDP.

Service provider must have proven knowledge and experience in:

• Disaster Management Act and related legislation in South Africa.
• Environmental Science and GIS.
• Facilitation and communication skills at local government level.

Key personnel requirements:

• Project Manager: qualification in Disaster Management (NQF level 10 and above: 10 points; 9: 9; 8: 8; 7: 7; below 7: 5) and experience (10 years and above: 10; 9 years: 9; 8 years: 8; 5-7 years: 7; below 5 years: 5).
• Environmental Science (GIS) specialist: qualification as a professional with GISc (S.A.G.C) (NQF level 10 and above: 10; 9: 9; 8: 8; 7: 7; below 7: 5) and experience (10 years and above: 10; 9 years: 9; 8 years: 8; 5-7 years: 7; below 5 years: 5).

Company experience: number of disaster risk assessment projects in past 10 years (5 or more: 40 points; 3-4: 30; less than 3: 10).

Signed appointment letters and reference letters must be attached for company experience.

CVs and certified copies of professional registration must be attached for key personnel.

Company organogram must be provided.

The service provider is responsible for quality control and assurance of newly created datasets, validation of data, storage and security until final delivery, and maintenance of metadata.

The assessment must be robust and reliable to inform risk reduction planning.

Internal monitoring and validation mechanisms must be scientifically sound and consistent with accepted project management review methodologies.

All data must be cross-checked according to scientifically sound methods.

Databases must be consistent, easily understandable, user-friendly, and easily updatable.

The service provider must co-operate with external validation processes.

Pricing schedule (MBD 3.1): Firm prices, all applicable taxes included.

Item: Disaster Risk Assessment Review for the whole Sarah Baartman District Municipal Area.

Offer valid for 90 days from closing date.

Prices must include VAT at 15%.

All prices must be inclusive of all applicable taxes less all unconditional discounts.

No prices will be amended for VAT purposes during the term of contract.

Pricing schedule (MBD 3.1): Firm prices, all applicable taxes included.

Item: Disaster Risk Assessment Review for the whole Sarah Baartman District Municipal Area.

Prices must include VAT at 15%.

Offer valid for 90 days from closing date.

Bids above R10 million (VAT included) require financial statements for the past three years, or since establishment if established within the past three years.

No bid security, bonds, guarantees, or retention mentioned in the document.

CSD registration: Bidders must be successfully registered on the Central Supplier Database (CSD) prior to submitting; failure renders the bid null and void.

Tax clearance: Tax Clearance Requirements (Schedule E) must be submitted.

B-BBEE: Original or certified B-BBEE status level verification certificate or sworn affidavit must be submitted to claim preference points.

CIDB: Proof of registration with the Construction Industry Development Board required where applicable.

Municipal debt: Bidder and directors must not owe the municipality for services for more than 90 days, evidenced by municipal statements of account (3 months) or lease agreement, or an affidavit.

No bid will be considered from persons in the service of the state as defined in Regulation 1 of the Local Government: Municipal Supply Chain Management Regulations.

All pages of the bid must be originally signed in black ink.

B-BBEE points: Status level 1 = 10 points, 2 = 9, 3 = 8, 4 = 6, 5 = 4, 6 = 3, 7 = 2, 8 = 1, Non-compliant = 0.

Bidders must submit original or certified B-BBEE certificate or sworn affidavit to claim points.

B-BBEE status level verification certificate must be issued by a SANAS-accredited verification agency, a registered auditor, or an accounting officer as contemplated in the Close Corporation Act.

Sworn affidavit may be submitted for EMEs/QSEs as per regulations.

The assessment must consider environmental hazards such as land degradation, deforestation, loss of biodiversity, sea level rise, global warming, and snow.

The area is prone to drought and contains large biodiversity areas.

The service provider must have knowledge of Environmental Science and GIS.

Climate change influence must be addressed in the assessment.

The request for bid does not constitute a contract and does not obligate SBDM to purchase services.

All materials, specifications, and information supplied with the request remain the property of SBDM and may be recalled.

The bidder's offer remains binding during the validity period (90 days from closing).

The contract will be governed by South African law; bidder chooses domicilium citandi et executandi in the Republic.

The successful bidder will be required to sign a written contract form (MBD 7).

The project must be completed within 12 months from date of appointment.

SBDM may request additional explanation on deliverables up to 12 months after project completion, at no cost, to be supplied within 30 days.

The service provider must be available for 12 months after completion for questions on data management, GIS, and associated research.

Data may not be shared with third parties during or after the project.

All data and deliverables become property of SBDM.

SBDM reserves the right to accept part of or the full bid, and the lowest bid is not necessarily accepted.

The project must be completed within 12 months from the date of appointment.

All prices must be valid for 90 days and include VAT.

The SBDM may request clarification or additional information within 48 hours after the request.

The only or lowest bid shall not necessarily be accepted.

SBDM reserves the right to accept part of or the full bid.

The service provider must be available for 12 months after completion for questions.

Data may not be shared with third parties.

All data and deliverables become property of SBDM.

SBDM may request additional explanation on deliverables up to 12 months after completion, at no cost, to be supplied within 30 days.

Mandatory documents: Company registration (CK) documents and certified ID copies of directors/owners; fully completed and accurate MBD forms 4, 6.1, 8 and 9; bidder's municipal statement of account covering 3 months or valid lease agreement; directors' municipal statements of account covering 3 months; or affidavit declaring no municipal services debt over 90 days. Bidders must be registered on the Central Supplier Database (CSD).

Bids above R10 million (VAT included) require financial statements for the past three years, or since establishment if established within the past three years.

All pages of the bid must be originally signed in black ink.

Bids must be submitted on official original forms.

Late, incomplete, facsimiled or emailed bids will not be accepted.

The only or lowest bid shall not necessarily be accepted.

SBDM reserves the right to accept part of or the full bid.

Evaluation criteria: 80/20 preference points system, where 80 points for price, 10 points for locality, and 10 points for B-BBEE status level of contribution. Bidders must obtain a minimum score of 70% on functionality criteria to be considered. Functionality criteria: Experience of the Company (40 points), Experience of Key Personnel (40 points), Methodology/Approach (20 points).

Locality points: within SBDM area: 10; within Eastern Cape: 8; within South Africa: 5; outside South Africa: 1.

B-BBEE points: Level 1: 10; Level 2: 9; Level 3: 8; Level 4: 6; Level 5: 4; Level 6: 3; Level 7: 2; Level 8: 1; Non-compliant: 0.