Erratum-appointment of a professional service provicer for the management and implementation of the rural roads asset management system (rrams) for xhariep district municipality for a period of three (3) years.

{"closingDate":"14 July 2026"}

{"name":"Mr JOJ","email":null,"phone":null,"department":"responsible for the management and coordination of technical projects such as the RRAMS","address":null}

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no.

1 Introduction and Background 3

2 Objective of the document 3

3 Project Specifications 3-4

4 Points 4-5

5 Tender Description 19

6 General Conditions of a Contract 20-33

7 MBD1,2,3, 4,5,6,8 and 9 34-53

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the Division of Revenue Act (DoRA RRAMS Grant – Schedule 5, Part B – Vote 40: National

Department of Transport), thereby utilising the professional services of consultancy companies.

Prospective bidders will be expected to provide a detailed proposal (Proposed Work Plan) on the

• DEPARTMENT OF TRANSPORT (NATIONAL): Methodology and RRAMS Systems

18.1 In cases where the estimated value of the envisaged changes in purchase does not vary more

than 15% of the total value of the original contract, the contractor may be instructed to deliver

the goods or render the services as such. In cases of measurable quantities, the contractor may be

approached to reduce the unit price, and such offers may be accepted provided that there is no

escalation in price.

compliance for the successful completion of their practical training and to further enable them to

register with ECSA as Candidate / Professional Civil Engineering Technicians / Engineers:

• Road inventory data collection; road condition visual assessments; quality assurance and

control; analysis of visual condition data; selection, adaption and training related to network

decision-support systems; GIS in a RRAMS application; tools to develop strategic and

annual maintenance plans; and management of RAMS.

• Recruit and employ a minimum of three (3) unemployed civil engineering graduates

(National Diploma / BTech) sourced from the Xhariep District for the full contract

duration, with at least one graduate deployed within each local municipality where

practicable.

• Designate the lead Pr.Eng / Pr.EngTech as the formal ECSA mentor; assist all graduates to

register as ECSA Candidates within six (6) months; and maintain a CPD record for each

graduate.

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(f) Visual Condition Assessment Fieldwork

• Ensure that suitably qualified Graduates have been comprehensively trained to execute the

physical “on-road” visual condition survey in accordance with the prescribed TMH 9, TMH

12 and M3-1 criteria, by travelling across every road segment and capturing the assessments

electronically on tablets.

• Paved roads (168.09 km): apply the Visual Condition Index (VCI) methodology per TMH 9.

Unpaved roads (592.37 km): apply the Visual Gravel Index (VGI) / Road Condition Index

(RCI) methodology.

• Ensure that the captured data is downloaded daily and sent for processing.

(g) Road Inventory Data Fieldwork

• A road log of selected furniture and road-related assets (road signs, guardrails, minor

culverts, etc.) to be prepared and updated by the Graduates to record certain selected road-

related assets.

(h) Condition Data Checking and Capturing

• Screen the captured and downloaded data for quality and, once verified by the lead

professional (Pr.Eng / Pr.EngTech), upload to GeoRAMS and the relevant authorities.

(i) Capturing of Traffic Data

• Once the visual assessments have been completed, the Graduates will continue with the

conducting of traffic counts at the prescribed count stations (60 stations: Mohokare 14,

Kopanong 24, Letsemeng 22) in accordance with the prescribed criteria – on Tuesdays,

Wednesdays or Thursdays (excluding public holidays and school recess), from 06:00 to 18:00

at 15-minute intervals.

• Recruit and train local enumerators from within each local municipality as part of the job-

creation component of the programme. Calculate AADT, ADT and peak-hour volumes and

capture all traffic data into GeoRAMS in TMH 18 compliant format.

(j) Bridge Visual Condition Survey

• All bridge structures, major culverts and structures will be listed on a database / register and

the physical properties of each structure captured and logged into the specific GIS layer by

the Graduates, after which a suitably qualified structural engineer will conduct the prescribed

condition inspection / survey on each structure per TMH 19 (FCI / SCI). These results will

also be logged into the GIS attribute table by the Graduates.

• Any bridge or culvert structure which poses a risk due to its structural condition will

immediately be reported to the relevant authority for action and flagged for inclusion in the

to:

• Implementation and maintenance of a RRAMS.
• Update Road Network Inventory.
• Update Bridge and Major Culvert Network Inventory.
• Update Ancillary Road Asset Inventory (road signs, guardrails, minor culverts, etc., as

directed).

• Field Data Acquisition, including Establishment and Traffic Control, as directed, of:

○ Paved and Unpaved Road Visual Condition Assessments.

• Imaging.
• Provide system support and maintenance.
• Undertake road safety.
• Bridge and Major Culvert Inspections.
• Manual Traffic Counting.
• Data Analysis, Verification, and Capture of data to RAMS.
• Quality Control of Acquisition and Analysis.
• Panel Inspections.
• Report Compilation for:

○ Paved Road Network; Unpaved Road Network; Road Safety Appraisals.

○ Review and update of the Integrated Transport Plan (ITP); Traffic Volumes.

○ Structures (Bridges, Major Culverts and Other structures); Asset Register.

○ Road Asset Management Plan (RAMP); Road maintenance plans for local

municipalities.

• Graduate development, ECSA candidate registration, and skills transfer to municipal

officials (minimum two officials per local municipality).

• Ad hoc support; mentorship and training.

Evaluation criteria

8.1 All pre-tender testing will be for the account of the bidder.

8.2 If it is a Tender condition that goods to be produced or services to be rendered should at any

stage be subject to inspections, tests and analyses, the bidder or contractor’s premises shall be

open, at all reasonable hours, for inspection by a representative of the purchaser or organization

acting on behalf of the purchaser.

8.3 If there are no inspection requirements indicated in the tender documents and no mention is

made in the contract, but during the contract period it is decided that inspections shall be carried

out, the purchaser shall itself make the necessary arrangements, including payment arrangements

with the testing authority concerned.

8.4 If the inspections, tests and analyses referred to in clauses 8.2 and 8.3 show the goods to be in

accordance with the contract requirements, the cost of the inspections, tests and analyses shall be

defrayed by the purchaser.

8.5 Where the goods or services referred to in clauses 8.2 and 8.3 do not comply with the

contract requirements, irrespective of whether such goods or services are accepted or not, the

cost in connection with these inspections, tests or analyses shall be defrayed by the supplier.

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8.6 Goods and services which are referred to in clauses 8.2 and 8.3 and which do not comply

with the contract requirements may be rejected.

8.7 Any contract goods may on or after delivery be inspected, tested or analysed and may be

rejected if found not to comply with the requirements of the contract. Such rejected goods shall

be held at the cost and risk of the supplier who shall, when called upon, remove them

immediately at his own cost and forthwith substitute them with goods, which do comply with the

requirements of the contract. Failing such removal the rejected goods shall be returned at the

suppliers cost and risk. Should the supplier fail to provide the substitute goods forthwith, the

purchaser may, without giving the supplier further opportunity to substitute the rejected goods,

purchase such goods as may be necessary at the expense of the supplier.

8.8 The provisions of clauses 8.4 to 8.7 shall not prejudice the right of the purchaser to cancel the

contract on account of a breach of the conditions thereof, or to act in terms of Clause 22 of

Gcc.

(2026/27, 2027/28 and 2028/29) separately, in the format set out below. Lump-sum bids

without itemisation will be declared non-responsive. All prices must be quoted inclusive of all

applicable taxes (VAT), and the completed pricing schedule must be signed and dated by the

authorised signatory.

2026/27 2027/28 2028/29 3-Year Total Item Description (R) (R) (R) (R)

1.0 Professional fees

Project and Integration Management 1.1 (KPA 1)

Traffic Counts: Data Collection and 1.2 Analysis (KPA 2)

Bridge and Structures Assessment 1.3 (KPA 3)

Pavement Condition Assessment – 1.4 Paved Roads (KPA 4)

Unpaved Road Condition Assessment 1.5 (KPA 4)

GIS Model Development and 1.6 Thematic Mapping (KPA 5)

RRAMS Technical Reports and RAMP 1.7 Compilation (KPA 6)

Graduate Development and Skills 1.8 Transfer (KPA 7)

Subtotal: Professional Fees

Graduate / technician2.0 Costs

Graduate 1: Salary and benefits (N.Dip 2.1 / BTech Civil Engineering)

Graduate 2: Salary and benefits (N.Dip 2.2 / BTech Civil Engineering)

Graduate 3: Salary and benefits (N.Dip 2.3 / BTech Civil Engineering)

Subtotal: Graduate Costs

Training and3.0 Registration

ECSA Candidate registration fees (3 3.1 graduates)

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2026/27 2027/28 2028/29 3-Year Total Item Description (R) (R) (R) (R)

CPD training courses and RRAMS 3.2 Academy

3.3 Calibration and assessor training

Subtotal: Training and Registration

• Proof of (CSD) Central Supplier Database Registration must accompany the bid

document.

• Valid tax compliance status pin to be submitted. It is the responsibility of the bidder to

ensure that the company’s Tax Status remains complaint at ALL times.

• Proof of municipal rates and taxes not older than 90 days/lease agreement must be

attached.

• A tender offer not satisfying the stated eligibility criteria will be eliminated.
• No bid documents will be considered from a person in service of the state.

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• Bids must be enclosed in a sealed envelope clearly stating the tender reference number.
• The general conditions of contract will be applicable to this tender.
• Each page of GeneralCondition of a Contract “GCC” must be initialled by the

serviceprovider.

• Bid documents not fully completed and signed by the bidders will be rejected.
• No correction fluid will be used on the document.
• Bids received after closing TIME and/ or DATE will NOT be considered.
• The bid with the lower/lowest price or higher/highest points may not necessarily be

accepted.

• Xhariep District Municipality reserves the right not to award any contract to any bidder.
• Bids must be placed in the Xhariep District Municipality’s tender box. No emailed or

faxed tenders will be accepted.

32.1 A foreign supplier shall be entirely responsible for all taxes, stamp duties, license fees, and

other such levies imposed outside the purchaser’s country.

32.2 A local supplier shall be entirely responsible for all taxes, duties, license fees, etc., incurred

until delivery of the contracted goods to the purchaser.

32.3 No contract shall be concluded with any bidder whose tax matters are not in order. Prior to

the award of a Tender SARS must have certified that the tax matters of the preferred bidder are

in order.

32.4 No contract shall be concluded with any bidder whose municipal rates and taxes and

municipal services charges are in arrears.

to use this provision, taxpayers will need to register with SARS as eFilers through the

website www.sars.gov.za.

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Mbd 3.1

Pricing schedule – firm prices

(Purchases)

Note: only firm prices will be accepted. Non-firm prices

(Including prices subject to rates of exchange variations) will

Valid tax clearance certificate been

valid Tax Clearance Certificate will result in the invalidation of the bid

tax compliance status pin to be submitted

Tax compliance status pin? (Mbd 2)

Central Supplier Database Registration must accompany the bid

appointment letter must clearly state the date of appointment

• Valid tax compliance status pin to be submitted. It is the responsibility of the bidder to
• Proof of municipal rates and taxes not older than 90 days/lease agreement must be

Tax clearance certficate requirements

“Application for a Tax Clearance Certificate” and submit it to any SARS branch office nationally.

The Tax Clearance Certificate Requirements are also applicable to foreign bidders / individuals

2 SARS will then furnish the bidder with a Tax Clearance Certificate that will be valid for a

3 The original Tax Clearance Certificate must be submitted together with the bid. Failure to

submit the original and valid Tax Clearance Certificate will result in the invalidation of the bid.

Certified copies of the Tax Clearance Certificate will not be acceptable.

submit a separate Tax Clearance Certificate.

5 Copies of the TCC 001 “Application for a Tax Clearance Certificate” form are available from

6 Applications for the Tax Clearance Certificates may also be made via eFiling. In order

Pricing schedule – firm prices

Pricing schedule and requirements

Bidders must submit a fully itemised pricing schedule for EACH of the three financial years

applicable taxes (VAT), and the completed pricing schedule must be signed and dated by the

B-BBEE Details: .................

Facsimile number ............................................................................

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Code ...............................NUMBER.....................................................

E-mail address.............................................................................................................................

VAT registration number .........................................................................................

Has an original and valid tax clearance certificate been

Attached/tax compliance status pin? (Mbd 2)

Yes/no

Has a b-bbee status level verification certificate been submitted?

(Mbd 6.1)

Yes/no

If yes, who was the certificate issued by?

An accounting officer as contemplated in the close corporation

Act (cca) □

A verification agency accredited by the souith african national

Accreditation system (sanas) □

A registered auditor

□

(Tick applicable box)

(A b-bbee status level verification certificate must be

Submitted in order to qualify for preference points for BBBEE)

Are you the accredited representative

In south africa for the goods/services/works offered?

Yes/no

(If

Yes enclose proof)

................................................................ ......................................................

Signature name of the bidder

........................................ ....................................

Date under which capacity

Total bid price .......................................................

Total number of items offered............................................

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Any enquiries regarding the bidding procedure may be

Directed to:

Municipality Xhariep District Municipality

Department: Supply Chain Management Office

Contact Person: Mrs TF Tshabalala – SCM Mana

within TMH 22. For extensive detail on RAMS development and implementation you are

directed to TMH 22, read with TMH 9, TMH 18, TMH 19 and TRH 26.

(a) Outcome Statement

• Improve data on rural (all municipal) roads to guide infrastructure investment.
• Reduce vehicle operating cost and extend the lifespan of rural (all municipal) roads.

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(b) Outputs

• Collection of selected road inventory data, including condition assessment and traffic data.
• Maintaining and updating pavement and bridge management systems compatible with

National Standards (TMH 22) and the GeoRAMS system used by the local municipalities in

the district.

• Capacity building and training of Graduates.

(c) Update Road Asset Data

• Ortho-photos and available road network data to be utilised to identify and record the

alignment of all roads within the District.

• Graduates to do further cleaning and updating of the network, especially in respect of roads

constructed subsequent to the dates of the ortho-photos.

• Available GIS and planning data to be used to classify each road according to the RISFSA

functional classification system (TRH 26).

• Configuring of data to be compliant with the requirements of the electronic visual

assessment capturing system.

• Attribute tables of the road network to be updated with data available from relevant

municipal and provincial GIS systems.

• Bridge structure attributes and condition assessment results to be captured into GIS.

(d) Acquire Resources

• Computer hardware and software for the electronic capturing of visual assessments.
• Desktop computers with Microsoft Office and current GIS software (ArcGIS / QGIS).
• Hire suitable vehicles – 1 LDV per team.
• PPE (Personal Protective Equipment) such as reflective jackets, and miscellaneous hand

tools as required.

(e) Training of Civil Engineering Technician / B.Eng. Graduates

(points) Score Registration

5+ yrs RRAMS = 5;Lead / Overall Pr.Eng or Pr.EngTech 2–5 = 3 12Project Manager (ECSA), registered 0–2 = 1

Pavement / 3+ yrs = 5 Pr.Eng / Pr.EngTech orMaterials Engineer 2–3 = 3 8 Pr.Sci.Nator Technologist 0–2 = 1

3+ yrs = 5 ArcGIS / QGIS /GIS Specialist 1–3 = 3 8 GeoRAMS proficiency 0–1 = 1

3+ yrs = 5;Traffic / Transport Relevant qualification + 2–3 = 3 6Planning specialist registration 0–2 = 1

2+ yrs = 5Data Analyst (road VCI / VGI, TMH 1–2 = 3 6condition) methods 0–1 = 1

Structures / Bridge COTO Accredited Bridge 3+ yrs = 5 6specialist Inspector (TMH 19) 0–3 = 1

Major Culvert COTO Accredited Major 3+ yrs = 5 4Inspector Culvert Inspector 0–2 = 1

Road Safety RSA / iRAP / SARF 3+ yrs = 5 4specialist course & audits 0–3 = 1

Paved Roads Visual Min. 1000 km paved road 1000+ km = 5 3Assessor assessment 0–1000 = 1

Unpaved Roads Min. 1000 km unpaved 1000+ km = 5 3Visual Assessor road assessment 0–1000 = 1

OVERALL TOTAL (Experience 40 + Expertise 60) 100

The minimum threshold/points to qualify for the second stage of evaluation will be 70% per

cent, failure of which will result in such a service provider/supplier being automatically

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disqualified and not proceeding to other stage of evaluation where Price and Specific goals will

be used to determine the successful bidder. Evaluators must record reasons for each score.

Price and preference (second stage)

• The 80-20 preferential procurement points, Functionality as well as specific goals

will be applied in this tender:

1.1 “Closing time” means the date and hour specified in the tender documents for the receipt of

tenders.

1.2 “Contract” means the written agreement entered into between the purchaser and the supplier,

as recorded in the contract form signed by the parties, including all attachments and appendices

thereto and all documents incorporate by reference therein.

1.3 “Contract price” means the price payable to the supplier under the contract for the full and

proper performance of his contractual obligations.

1.4 “Corrupt practice” means the offering, giving, receiving, or soliciting of anything of value to

influence the action of a public official in the procurement process or in contract execution.

1.5 "Countervailing duties" are imposed in cases where an enterprise abroad is subsidized by its

government and encouraged to market its products internationally.

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1.6 “Country of origin” means the place where the goods were mined, grown or produced or

from which the services are supplied. Goods are produced when, through manufacturing,

processing or substantial and major assembly of components, a commercially recognized new

product results that is substantially different in basic characteristics or in purpose or utility from

its components.

1.7 “Day” means calendar day.

1.8 “Delivery” means delivery in compliance of the conditions of the contract or order.

1.9 “Delivery ex stock” means immediate delivery directly from stock actually on hand.

1.10 “Delivery into consignees store or to his site” means delivered and unloaded in the specified

store or depot or on the specified site in compliance with the conditions of the contract or order,

the supplier bearing all risks and charges involved until the goods are so delivered and a valid

receipt is obtained.

1.11"Dumping" occurs when a private enterprise abroad market its goods on own initiative in the

3.1 Unless otherwise indicated in the tender documents, the purchaser shall not be liable for any

expense incurred in the preparation and submission of a Tender. Where applicable a non-

refundable fee for documents may be charged.

3.2 Invitations to Tender are usually published in locally distributed news media and on the

municipality/municipal entity website.

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5.1 The supplier shall not, without the purchaser’s prior written consent, disclose the contract, or

any provision thereof, or any specification, plan, drawing, pattern, sample, or information

furnished by or on behalf of the purchaser in connection therewith, to any person other than a

person employed by the supplier in the performance of the contract. Disclosure to any such

employed person shall be made in confidence and shall extend only so far as may be necessary

for purposes of such performance.

5.2 The supplier shall not, without the purchaser’s prior written consent, make use of any

document or information mentioned in GCC clause 5.1 except for purposes of performing the

contract.

5.3 Any document, other than the contract itself mentioned in GCC clause 5.1 shall remain the

property of the purchaser and shall be returned (all copies) to the purchaser on completion of the

supplier’s performance under the contract if so required by the purchaser.

5.4 The supplier shall permit the purchaser to inspect the supplier’s records relating to the

performance of the supplier and to have them audited by auditors appointed by the purchaser, if

so required by the purchaser.

24.1 When, after the date of Tender, provisional payments are required, or anti-dumping or

countervailing duties are imposed, or the amount of a provisional payment or antidumping or

countervailing right is increased in respect of any dumped or subsidized import, the State is not

liable for any amount so required or imposed, or for the amount of any such increase. When,

after the said date, such a provisional payment is no longer required or any such anti-dumping or

countervailing right is abolished, or where the amount of such provisional payment or any such

right is reduced, any

such favourable difference shall on demand be paid forthwith by the supplier to the purchaser or

the purchaser may deduct such amounts from moneys (if any) which may otherwise be due to the

supplier in regard to goods or services which he delivered or rendered, or is to deliver or render

in terms of the contract or any other contract or any other amount which may be due to him.

31.1 Every written acceptance of a Tender shall be posted to the supplier concerned by registered

or certified mail and any other notice to him shall be posted by ordinary mail to the address

furnished in his Tender or to the address notified later by him in writing and such posting shall

be deemed to be proper service of such notice.

31.2 The time mentioned in the contract documents for performing any act after such aforesaid

notice has been given, shall be reckoned from the date of posting of such notice.

15.1 The supplier warrants that the goods supplied under the contract are new, unused, of the

most recent or current models, and that they incorporate all recent improvements in design and

materials unless provided otherwise in the contract. The supplier further warrants that all goods

supplied under this contract shall have no defect, arising from design, materials, or workmanship

(except when the design and/or material is required by the purchaser’s specifications) or from

any act or omission of the supplier, that may develop under normal use of the supplied goods in

the conditions prevailing in the country of final destination.

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15.2 This warranty shall remain valid for twelve (12) months after the goods, or any portion

thereof as the case may be, have been delivered to and accepted at the final destination indicated

in the contract, or for eighteen (18) months after the date of shipment from the port or place of

loading in the source country, whichever period concludes earlier, unless specified otherwise.

15.3 The purchaser shall promptly notify the supplier in writing of any claims arising under this

warranty.

15.4 Upon receipt of such notice, the supplier shall, within the period specified and with all

reasonable speed, repair or replace the defective goods or parts thereof, without costs to the

purchaser.

15.5 If the supplier, having been notified, fails to remedy the defect(s) within the period specified,

the purchaser may proceed to take such remedial action as may be necessary, at the supplier’s risk

and expense and without prejudice to any other rights which the purchaser may have against the

supplier under the contract.

16. Payment

16.1 The method and conditions of payment to be made to the supplier under this contract shall

be specified.

16.2 The supplier shall furnish the purchaser with an invoice accompanied by a copy of the

delivery note and upon fulfilment of other obligations stipulated in the contract.

16.3 Payments shall be made promptly by the purchaser, but in no case later than thirty (30) days

after submission of an invoice or claim by the supplier.

16.4 Payment will be made in Rand unless otherwise stipulated.

17. Prices

17.1 Prices charged by the supplier for goods delivered and services performed under the

contract shall not vary from the prices quoted by the supplier in his tender, with the exception of

any price adjustments authorized or in the purchaser’s request for tender validity extension, as the

case may be.

18. Variation orders

18.1 In cases where the estimated value of the envisaged changes in purchase does not vary more

than 15% of the total value of the original contract, the contractor may be instructed to deliver

the goods or render the services as such. In cases of measurable quantities, the contractor may be

approached to reduce the unit price, and such offers may be accepted provided that there is no

escalation in price.

19. Assignment

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19.1 The supplier shall not assign, in whole or in part, its obligations to perform under the

contract, except with the purchaser’s prior written consent.

20. Subcontracts

20.1 The supplier shall notify the purchaser in writing of all subcontracts awarded under these

contracts if not already specified in the Tender. Such notification, in the original tender or later,

shall not relieve the supplier from any liability or obligation under the contract.

21. Delays in the supplier’s performance

21.1 Delivery of the goods and performance of services shall be made by the supplier in

accordance with the time schedule prescribed by the purchaser in the contract.

21.2 If at any time during performance of the contract, the supplier or its subcontractor(s) should

encounter conditions impeding timely delivery of the goods and performance of services, the

supplier shall promptly notify the purchaser in writing of the fact of the delay, it’s likely duration

and its cause(s). As soon as practicable after receipt of the supplier’s notice, the purchaser shall

evaluate the situation and may at his discretion extend the supplier’s time for performance, with

or without the imposition of penalties, in which case the extension shall be ratified by the parties

by amendment of contract.

21.3 The right is reserved to procure outside of the contract small quantities or to have minor

essential services executed if an emergency arises, the supplier’s point of supply is not situated at

or near the place where the goods are required, or the supplier’s services are not readily available.

21.4 Except as provided under GCC Clause 25, a delay by the supplier in the performance of its

delivery obligations shall render the supplier liable to the imposition of penalties, pursuant to

GCC Clause 22, unless an extension of time is agreed upon pursuant to GCC Clause 22.2

without the application of penalties.

21.5 Upon any delay beyond the delivery period in the case of a goods contract, the purchaser

shall, without cancelling the contract, be entitled to purchase goods of a similar quality and up to

the same quantity in substitution of the goods not supplied in conformity with the contract and

to return any goods delivered later at the supplier’s expense and risk, or to cancel the contract

and buy such goods as may be required to complete the contract and without prejudice to his

other rights, be entitled to claim damages from the supplier.

22. Penalties

22.1 Subject to GCC Clause 25, if the supplier fails to deliver any or all of the goods or to

perform the services within the period(s) specified in the contract, the purchaser shall, without

prejudice to its other remedies under the contract, deduct from the contract price, as a penalty, a

sum calculated on the delivered price of the delayed goods or unperformed services using the

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current prime interest rate calculated for each day of the delay until actual delivery or

performance. The purchaser may also consider termination of the contract pursuant to GCC

Clause 23.

23. Termination for default

23.1 The purchaser, without prejudice to any other remedy for breach of contract, by written

notice of default sent to the supplier, may terminate this contract in whole or in part:

(a) if the supplier fails to deliver any or all of the goods within the period(s) specified in the

contract, or within any extension thereof granted by the purchaser pursuant to GCC Clause 21.2;

(b) if the supplier fails to perform any other obligation(s) under the contract; or

(c) if the supplier, in the judgement of the purchaser, has engaged in corrupt or fraudulent

practices in competing for or in executing the contract.

23.2 In the event the purchaser terminates the contract in whole or in part, the purchaser may

procure, upon such terms and in such manner, as it deems appropriate, goods, works or services

similar to those undelivered, and the supplier shall be liable to the purchaser for any excess costs

for such similar goods, works or services. However, the supplier shall continue performance of

the contract to the extent not terminated.

24. Antidumping and countervailing duties and rights

24.1 When, after the date of Tender, provisional payments are required, or anti-dumping or

countervailing duties are imposed, or the amount of a provisional payment or antidumping or

countervailing right is increased in respect of any dumped or subsidized import, the State is not

liable for any amount so required or imposed, or for the amount of any such increase. When,

after the said date, such a provisional payment is no longer required or any such anti-dumping or

countervailing right is abolished, or where the amount of such provisional payment or any such

right is reduced, any

such favourable difference shall on demand be paid forthwith by the supplier to the purchaser or

the purchaser may deduct such amounts from moneys (if any) which may otherwise be due to the

supplier in regard to goods or services which he delivered or rendered, or is to deliver or render

in terms of the contract or any other contract or any other amount which may be due to him.

25. Force Majeure

25.1 Notwithstanding the provisions of GCC Clauses 22 and 23, the supplier shall not be liable

for forfeiture of its performance security, damages, or termination for default if and to the extent

that his delay in performance or other failure to perform his obligations under the contract is the

result of an event of force majeure.

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25.2 If a force majeure situation arises, the supplier shall promptly notify the purchaser in writing

of such condition and the cause thereof. Unless otherwise directed by the purchaser in writing,

the supplier shall continue to perform its obligations under the contract as far as is reasonably

practical, and shall seek all reasonable alternative means for performance not prevented by the

force majeure event.

26. Termination for insolvency

26.1 The purchaser may at any time terminate the contract by giving written notice to the

supplier if the supplier becomes bankrupt or otherwise insolvent. In this event, termination will

be without compensation to the supplier, provided that such termination will not prejudice or

affect any right of action or remedy, which has accrued or will accrue thereafter to the purchaser.

27. Settlement of Disputes

27.1 If any dispute or difference of any kind whatsoever arises between the purchaser and the

supplier in connection with or arising out of the contract, the parties shall make every effort to

resolve amicably such dispute or difference by mutual consultation.

27.2 If, after thirty (30) days, the parties have failed to resolve their dispute or difference by such

mutual consultation, then either the purchaser or the supplier may give notice to the other party

of his intention to commence with mediation. No mediation in respect of this matter may be

commenced unless such notice is given to the other party.

28. Limitation of Liability

28.1 Should it not be possible to settle a dispute by means of mediation, it may be settled in a

South African court of law.

28.2 Notwithstanding any reference to mediation and/or court proceedings herein, (a) the parties

shall continue to perform their respective obligations under the contract unless they otherwise

agree; and

(b) the purchaser shall pay the supplier any monies due the supplier for goods delivered and / or

services rendered according to the prescripts of the contract.

28.3 Except in cases of criminal negligence or wilful misconduct, and in the case of infringement

pursuant to Clause 6;

(a) the supplier shall not be liable to the purchaser, whether in contract, tort, or otherwise, for any

indirect or consequential loss or damage, loss of use, loss of production, or loss of profits or

interest costs, provided that this exclusion shall not apply to any obligation of the supplier to pay

penalties and/or damages to the purchaser; and

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(b) the aggregate liability of the supplier to the purchaser, whether under the contract, in tort or

otherwise, shall not exceed the total contract price, provided that this limitation shall not apply to

the cost of repairing or replacing defective equipment.

29. Governing language

29.1 The contract shall be written in English. All correspondence and other documents

pertaining to the contract that is exchanged by the parties shall also be written in English.

30. Applicable law

30.1 The contract shall be interpreted in accordance with South African laws, unless otherwise

specified.

31. Notices

31.1 Every written acceptance of a Tender shall be posted to the supplier concerned by registered

or certified mail and any other notice to him shall be posted by ordinary mail to the address

furnished in his Tender or to the address notified later by him in writing and such posting shall

be deemed to be proper service of such notice.

31.2 The time mentioned in the contract documents for performing any act after such aforesaid

notice has been given, shall be reckoned from the date of posting of such notice.

32. Taxes and duties

32.1 A foreign supplier shall be entirely responsible for all taxes, stamp duties, license fees, and

other such levies imposed outside the purchaser’s country.

32.2 A local supplier shall be entirely responsible for all taxes, duties, license fees, etc., incurred

until delivery of the contracted goods to the purchaser.

32.3 No contract shall be concluded with any bidder whose tax matters are not in order. Prior to

the award of a Tender SARS must have certified that the tax matters of the preferred bidder are

in order.

32.4 No contract shall be concluded with any bidder whose municipal rates and taxes and

municipal services charges are in arrears.

33. Transfer of contracts

33.1 The contractor shall not abandon, transfer, cede assign or sublet a contract or part thereof

without the written permission of the purchaser.

34. Amendment of contracts

34.1 No agreement to amend or vary a contract or order or the conditions, stipulations or

provisions thereof shall be valid and of any force unless such agreement to amend or vary is

entered into in writing and signed by the contracting parties. Any waiver of the requirement that

the agreement to amend or vary shall be in writing, shall also be in writing.

35. Prohibition of restricted practices

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35.1 In terms of section 4 (1) (b) (iii) of the Competition Act No. , as amended, an

agreement between, or concerted practice by, firms, or a decision by an association of firms, is

prohibited if it is between parties in a horizontal relationship and if a bidder (s) is / are or a

contractor(s) was / were involved in collusive bidding.

35.2 If a bidder(s) or contractor(s), based on reasonable grounds or evidence obtained by the

purchaser, has / have engaged in the restrictive practice referred to above, the purchaser may

refer the matter to the Competition Commission for investigation and possible imposition of

administrative penalties as contemplated in section 59 of the Competition Act No. .

35.3 If a bidder(s) or contractor(s) has / have been found guilty by the Competition Commission

of the restrictive practice referred to above, the purchaser may, in addition and without prejudice

to any other remedy provided for, invalidate the bid(s) for such item(s) offered, and / or

terminate the contract in whole or part, and / or restrict the bidder(s) or contractor(s) from

conducting business with the public sector for a period not exceeding ten (10) years and / or

claim damages from the bidder(s) or contractor(s) concerned.

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Mbd 1

Invitation to bid

You are hereby invited to bid for requirements of xhariep district

Municipality

Bid number: xdm-rrams 27/28-3 closing date: 14 july 2026 closing

TIME: 12:00 pm

Description: appointment of a professional service provider

For the management and implementation of the rural roads

Asset management system (rrams) for xhariep district

Municipality for a period of three (3) years.

The successful bidder will be required to fill in and sign a written Contract Form.

Bidders should ensure that bids are delivered timeously to the correct address. If the bid is late, it

will not be accepted for consideration.

The bid box is generally opens between 08:00 and 16:00, Monday- Thursday and Friday at

15H00.

All bids must be submitted on the official forms – (not to be re-

Typed)

This bid is subject to the preferential procurement policy

Framework act and the preferential procurement regulations,

2011, the general conditions of contract (gcc) and, if applicable,

Any other special conditions of contract

Nb: NO bids 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)

The following particulars must be furnished

(Failure to do so may result in your bid being disqualified)

Name of bidder

...............................................................................................................

Postal address.......................................................................................

Street address...................................................................................

Telephone number .............................................................................

Code.....................NUMBER...................................................................

Cellphone number............................................................................

Facsimile number ............................................................................

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Code ...............................NUMBER.....................................................

E-mail address.............................................................................................................................

VAT registration number .........................................................................................

Has an original and valid tax clearance certificate been

Attached/tax compliance status pin? (Mbd 2)

Yes/no

Has a b-bbee status level verification certificate been submitted?

(Mbd 6.1)

Yes/no

If yes, who was the certificate issued by?

An accounting officer as contemplated in the close corporation

Act (cca) □

A verification agency accredited by the souith african national

Accreditation system (sanas) □

A registered auditor

□

(Tick applicable box)

(A b-bbee status level verification certificate must be

Submitted in order to qualify for preference points for BBBEE)

Are you the accredited representative

In south africa for the goods/services/works offered?

Yes/no

(If

Yes enclose proof)

................................................................ ......................................................

Signature name of the bidder

........................................ ....................................

Date under which capacity

Total bid price .......................................................

Total number of items offered............................................

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Any enquiries regarding the bidding procedure may be

Directed to:

Municipality Xhariep District Municipality

Department: Supply Chain Management Office

Contact Person: Mrs TF Tshabalala – SCM Manager

Tel: 066 416 3298

Email: [email protected]

Technical Enquiries: Mr SL Majenge

Tel: 068 224 3856

Email: [email protected]

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Mbd 2

Tax clearance certficate requirements

It is a condition of bid that the taxes of the successful bidder must be in order, or that

satisfactory arrangements have been made with South African Revenue Service (SARS) to meet

the bidder’s tax obligations.

1 In order to meet this requirement bidders are required to complete in full the attached form

Tcc 001

“Application for a Tax Clearance Certificate” and submit it to any SARS branch office nationally.

The Tax Clearance Certificate Requirements are also applicable to foreign bidders / individuals

who wish to submit bids.

2 SARS will then furnish the bidder with a Tax Clearance Certificate that will be valid for a

period of 1 (one) year from the date of approval.

3 The original Tax Clearance Certificate must be submitted together with the bid. Failure to

submit the original and valid Tax Clearance Certificate will result in the invalidation of the bid.

Certified copies of the Tax Clearance Certificate will not be acceptable.

4 In bids where Consortia / Joint Ventures / Sub-contractors are involved, each party must

submit a separate Tax Clearance Certificate.

5 Copies of the TCC 001 “Application for a Tax Clearance Certificate” form are available from

any SARS branch office nationally or on the website www.sars.gov.za.

6 Applications for the Tax Clearance Certificates may also be made via eFiling. In order

to use this provision, taxpayers will need to register with SARS as eFilers through the

website www.sars.gov.za.

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Mbd 3.1

Pricing schedule – firm prices

(Purchases)

Note: only firm prices will be accepted. Non-firm prices

(Including prices subject to rates of exchange variations) will

Not be considered

In cases where different delivery points influence the pricing,

A separate pricing schedule must be submitted for each delivery

Point

Name of Bidder.................................Bid Number........................

Closing Time ................ ..... Closing Date .............................

Offer to be valid for 90 days from the closing date of bid.

___________________________________________________________________________

Item quantity description bid price in RSA currency

NO. **(all applicable taxes

Included)

• Required by: ........................................

• At: ........................................

• Brand and Model ........................................

• Country of Origin ........................................

• Does the offer comply with the specification(s)? *YES/NO

• If not to specification, indicate deviation(s) ........................................

• Period required for delivery ........................................
• Delivery: Firm/Not firm

• Delivery basis ...........................................

Note: All delivery costs must be included in the bid price, for delivery at the prescribed

destination.

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local industries in the RSA.

1.12”Force majeure” means an event beyond the control of the supplier and not involving the

supplier’s fault or negligence and not foreseeable. Such events may include, but is not restricted

to, acts of the purchaser in its sovereign capacity, wars or revolutions, fires, floods, epidemics,

quarantine restrictions and freight embargoes.

1.13 “Fraudulent practice” means a misrepresentation of facts in order to influence a

procurement process or the execution of a contract to the detriment of any bidder, and includes

collusive practice among Bidders (prior to or after Tender submission) designed to establish

and open competition.

1.14 “GCC” means the General Conditions of Contract.

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1.15 “Goods” means all of the equipment, machinery, and/or other materials that the supplier is

required to supply to the purchaser under the contract.

1.16 “Imported content” means that portion of the tender price represented by the cost of

components, parts or materials which have been or are still to be imported (whether by the

supplier or his subcontractors) and which costs are inclusive of the costs abroad, plus freight and

other direct importation costs such as landing costs, dock dues, import duty, sales duty or other

similar tax or duty at the South African place of entry as well as transportation and handling

charges to the factory in the Republic where the goods covered by the tender will be

manufactured.

1.17 “Local content” means that portion of the tender price, which is not included in the

imported content provided that local manufacture does take place.

1.18 “Manufacture” means the production of products in a factory using labour, materials,

components and machinery and includes other related value-adding activities.

1.19 “Order” means an official written order issued for the supply of goods or works or the

rendering of a service.

1.20 “Project site,” where applicable, means the place indicated in tender documents.

1.21 “Purchaser” means the organization purchasing the goods.

1.22 “Republic” means the Republic of South Africa.

1.23 “SCC” means the Special Conditions of Contract.

1.24 “Services” means those functional services ancillary to the supply of the goods, such as

transportation and any other incidental services, such as installation, commissioning, provision of

technical assistance, training, catering, gardening, security, maintenance and other such

obligations of the supplier covered under the contract.

1.25 “Supplier” means the successful bidder who is awarded the contract to maintain and

administer the required and specified service(s) to the State.

1.26 “Tort” means in breach of contract.

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1.27 “Turnkey” means a procurement process where one service provider assumes total

responsibility for all aspects of the project and delivers the full end product / service required by

the contract.

1.28 “Written” or “in writing” means hand-written in ink or any form of electronic or mechanical

writing.

6.1 The supplier shall indemnify the purchaser against all third-party claims of infringement of

patent, trademark, or industrial design rights arising from use of the goods or any part thereof by

the purchaser.

6.2 When a supplier developed documentation / projects for the municipality / municipal entity,

the intellectual, copy and patent rights or ownership of such documents or projects will vest in

the municipality / municipal entity.

7.1 Within thirty (30) days of receipt of the notification of contract award, the successful bidder

shall furnish to the purchaser the performance security of the amount specified in SCC.

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7.2 The proceeds of the performance security shall be payable to the purchaser as compensation

for any loss resulting from the supplier’s failure to complete his obligations under the contract.

7.3 The performance security shall be denominated in the currency of the contract or in a freely

convertible currency acceptable to the purchaser and shall be in one of the following forms:

(a) a bank guarantee or an irrevocable letter of credit issued by a reputable bank located in the

purchaser’s country or abroad, acceptable to the purchaser, in the form provided in the tender

documents or another form acceptable to the purchaser; or (b) a cashier’s or certified cheque.

7.4 The performance security will be discharged by the purchaser and returned to the supplier

not later than thirty (30) days following the date of completion of the supplier’s performance

obligations under the contract, including any warranty obligations, unless otherwise specified.

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13.1 The supplier may be required to provide any or all of the following services, including

additional services, if any:

(a) performance or supervision of on-site assembly and/or commissioning of the supplied goods;

(b) furnishing of tools required for assembly and/or maintenance of the supplied goods;

(c) furnishing of a detailed operations and maintenance manual for each appropriate unit of the

supplied goods;

(d) performance or supervision or maintenance and/or repair of the supplied goods, for a period

of time agreed by the parties, provided that this service shall not relieve the supplier of any

warranty obligations under this contract; and

(e) training of the purchaser’s personnel, at the supplier’s plant and/or on-site, in assembly, start-

up, operation, maintenance, and/or repair of the supplied goods.

13.2 Prices charged by the supplier for incidental services, if not included in the contract price for

the goods, shall be agreed upon in advance by the parties and shall not exceed the prevailing rates

charged to other parties by the supplier for similar services.

14.1 As specified, the supplier may be required to provide any or all of the following materials,

notifications, and information pertaining to spare parts manufactured or distributed by the

supplier:

(a) such spare parts as the purchaser may elect to purchase from the supplier, provided that this

election shall not relieve the supplier of any warranty obligations under the contract; and

(b) in the event of termination of production of the spare parts:

(i) advance notification to the purchaser of the pending termination, in sufficient time to permit

the purchaser to procure needed requirements; and

(ii) following such termination, furnishing at no cost to the purchaser, the blueprints,

drawings, and specifications of the spare parts, if requested.

15. Warranty

15.1 The supplier warrants that the goods supplied under the contract are new, unused, of the

most recent or current models, and that they incorporate all recent improvements in design and

materials unless provided otherwise in the contract. The supplier further warrants that all goods

supplied under this contract shall have no defect, arising from design, materials, or workmanship

(except when the design and/or material is required by the purchaser’s specifications) or from

any act or omission of the supplier, that may develop under normal use of the supplied goods in

the conditions prevailing in the country of final destination.

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15.2 This warranty shall remain valid for twelve (12) months after the goods, or any portion

thereof as the case may be, have been delivered to and accepted at the final destination indicated

in the contract, or for eighteen (18) months after the date of shipment from the port or place of

loading in the source country, whichever period concludes earlier, unless specified otherwise.

15.3 The purchaser shall promptly notify the supplier in writing of any claims arising under this

warranty.

15.4 Upon receipt of such notice, the supplier shall, within the period specified and with all

reasonable speed, repair or replace the defective goods or parts thereof, without costs to the

purchaser.

15.5 If the supplier, having been notified, fails to remedy the defect(s) within the period specified,

the purchaser may proceed to take such remedial action as may be necessary, at the supplier’s risk

and expense and without prejudice to any other rights which the purchaser may have against the

supplier under the contract.

20.1 The supplier shall notify the purchaser in writing of all subcontracts awarded under these

contracts if not already specified in the Tender. Such notification, in the original tender or later,

shall not relieve the supplier from any liability or obligation under the contract.

21. Delays in the supplier’s performance

21.1 Delivery of the goods and performance of services shall be made by the supplier in

accordance with the time schedule prescribed by the purchaser in the contract.

21.2 If at any time during performance of the contract, the supplier or its subcontractor(s) should

encounter conditions impeding timely delivery of the goods and performance of services, the

supplier shall promptly notify the purchaser in writing of the fact of the delay, it’s likely duration

and its cause(s). As soon as practicable after receipt of the supplier’s notice, the purchaser shall

evaluate the situation and may at his discretion extend the supplier’s time for performance, with

or without the imposition of penalties, in which case the extension shall be ratified by the parties

by amendment of contract.

21.3 The right is reserved to procure outside of the contract small quantities or to have minor

essential services executed if an emergency arises, the supplier’s point of supply is not situated at

or near the place where the goods are required, or the supplier’s services are not readily available.

21.4 Except as provided under GCC Clause 25, a delay by the supplier in the performance of its

delivery obligations shall render the supplier liable to the imposition of penalties, pursuant to

GCC Clause 22, unless an extension of time is agreed upon pursuant to GCC Clause 22.2

without the application of penalties.

21.5 Upon any delay beyond the delivery period in the case of a goods contract, the purchaser

shall, without cancelling the contract, be entitled to purchase goods of a similar quality and up to

the same quantity in substitution of the goods not supplied in conformity with the contract and

to return any goods delivered later at the supplier’s expense and risk, or to cancel the contract

and buy such goods as may be required to complete the contract and without prejudice to his

other rights, be entitled to claim damages from the supplier.

22.1 Subject to GCC Clause 25, if the supplier fails to deliver any or all of the goods or to

perform the services within the period(s) specified in the contract, the purchaser shall, without

prejudice to its other remedies under the contract, deduct from the contract price, as a penalty, a

sum calculated on the delivered price of the delayed goods or unperformed services using the

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current prime interest rate calculated for each day of the delay until actual delivery or

performance. The purchaser may also consider termination of the contract pursuant to GCC

Clause 23.

23.1 The purchaser, without prejudice to any other remedy for breach of contract, by written

notice of default sent to the supplier, may terminate this contract in whole or in part:

(a) if the supplier fails to deliver any or all of the goods within the period(s) specified in the

contract, or within any extension thereof granted by the purchaser pursuant to GCC Clause 21.2;

(b) if the supplier fails to perform any other obligation(s) under the contract; or

(c) if the supplier, in the judgement of the purchaser, has engaged in corrupt or fraudulent

practices in competing for or in executing the contract.

23.2 In the event the purchaser terminates the contract in whole or in part, the purchaser may

procure, upon such terms and in such manner, as it deems appropriate, goods, works or services

similar to those undelivered, and the supplier shall be liable to the purchaser for any excess costs

for such similar goods, works or services. However, the supplier shall continue performance of

the contract to the extent not terminated.

25.1 Notwithstanding the provisions of GCC Clauses 22 and 23, the supplier shall not be liable

for forfeiture of its performance security, damages, or termination for default if and to the extent

that his delay in performance or other failure to perform his obligations under the contract is the

result of an event of force majeure.

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25.2 If a force majeure situation arises, the supplier shall promptly notify the purchaser in writing

of such condition and the cause thereof. Unless otherwise directed by the purchaser in writing,

the supplier shall continue to perform its obligations under the contract as far as is reasonably

practical, and shall seek all reasonable alternative means for performance not prevented by the

force majeure event.

26.1 The purchaser may at any time terminate the contract by giving written notice to the

supplier if the supplier becomes bankrupt or otherwise insolvent. In this event, termination will

be without compensation to the supplier, provided that such termination will not prejudice or

affect any right of action or remedy, which has accrued or will accrue thereafter to the purchaser.

27.1 If any dispute or difference of any kind whatsoever arises between the purchaser and the

supplier in connection with or arising out of the contract, the parties shall make every effort to

resolve amicably such dispute or difference by mutual consultation.

27.2 If, after thirty (30) days, the parties have failed to resolve their dispute or difference by such

mutual consultation, then either the purchaser or the supplier may give notice to the other party

of his intention to commence with mediation. No mediation in respect of this matter may be

commenced unless such notice is given to the other party.

28.1 Should it not be possible to settle a dispute by means of mediation, it may be settled in a

28.2 Notwithstanding any reference to mediation and/or court proceedings herein, (a) the parties

shall continue to perform their respective obligations under the contract unless they otherwise

agree; and

(b) the purchaser shall pay the supplier any monies due the supplier for goods delivered and / or

services rendered according to the prescripts of the contract.

28.3 Except in cases of criminal negligence or wilful misconduct, and in the case of infringement

pursuant to Clause 6;

(a) the supplier shall not be liable to the purchaser, whether in contract, tort, or otherwise, for any

indirect or consequential loss or damage, loss of use, loss of production, or loss of profits or

interest costs, provided that this exclusion shall not apply to any obligation of the supplier to pay

penalties and/or damages to the purchaser; and

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(b) the aggregate liability of the supplier to the purchaser, whether under the contract, in tort or

otherwise, shall not exceed the total contract price, provided that this limitation shall not apply to

the cost of repairing or replacing defective equipment.

The following will be the evaluation criteria for functionality:

Values: 1-5 (weight will be multiplied by value to determine the score)

1= poor 2= average 3= good 4= very good 5= excellent

Member Evaluation Criterion Points (per level) Weight

Score

RELEVANT EXPERIENCE (40) (minimum three (6) years and above) – attach

appointment / award letters and reference letter(s)

Number of years undertaking 6 years and more = 5 30RRAMS / RAMS projects 3 - 5 years = 3

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Member Evaluation Criterion Points (per level) Weight Score

2 - 3 years = 2

0 – 1 year = 1

1000 – 2000+ km = 5

Paved and unpaved km assessed in 1000 – 1500 km = 4

10the past 3 years 500 – 1000 km = 2

0 – 500 km = 1

EXPERTISE (60) – attach CVs, certified qualifications, professional registration and

reference letters where RRAMS-related work was done

Qualifications & Years of experience Member Position Professional Weight

(points) Score Registration

5+ yrs RRAMS = 5;Lead / Overall Pr.Eng or Pr.EngTech 2–5 = 3 12Project Manager (ECSA), registered 0–2 = 1

Pavement / 3+ yrs = 5 Pr.Eng / Pr.EngTech orMaterials Engineer 2–3 = 3 8 Pr.Sci.Nator Technologist 0–2 = 1

3+ yrs = 5 ArcGIS / QGIS /GIS Specialist 1–3 = 3 8 GeoRAMS proficiency 0–1 = 1

3+ yrs = 5;Traffic / Transport Relevant qualification + 2–3 = 3 6Planning specialist registration 0–2 = 1

2+ yrs = 5Data Analyst (road VCI / VGI, TMH 1–2 = 3 6condition) methods 0–1 = 1

Structures / Bridge COTO Accredited Bridge 3+ yrs = 5 6specialist Inspector (TMH 19) 0–3 = 1

Major Culvert COTO Accredited Major 3+ yrs = 5 4Inspector Culvert Inspector 0–2 = 1

Road Safety RSA / iRAP / SARF 3+ yrs = 5 4specialist course & audits 0–3 = 1

Paved Roads Visual Min. 1000 km paved road 1000+ km = 5 3Assessor assessment 0–1000 = 1

Unpaved Roads Min. 1000 km unpaved 1000+ km = 5 3Visual Assessor road assessment 0–1000 = 1

OVERALL TOTAL (Experience 40 + Expertise 60) 100

The minimum threshold/points to qualify for the second stage of evaluation will be 70% per

cent, failure of which will result in such a service provider/supplier being automatically

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disqualified and not proceeding to other stage of evaluation where Price and Specific goals will

be used to determine the successful bidder. Evaluators must record reasons for each score.

Price and preference (second stage)

• The 80-20 preferential procurement points, Functionality as well as specific goals

will be applied in this tender:

Pricing schedule and requirements

Bidders must submit a fully itemised pricing schedule for EACH of the three financial years

(2026/27, 2027/28 and 2028/29) separately, in the format set out below. Lump-sum bids

without itemisation will be declared non-responsive. All prices must be quoted inclusive of all

applicable taxes (VAT), and the completed pricing schedule must be signed and dated by the

authorised signatory.

2026/27 2027/28 2028/29 3-Year Total Item Description (R) (R) (R) (R)

1.0 Professional fees

Project and Integration Management 1.1 (KPA 1)

Traffic Counts: Data Collection and 1.2 Analysis (KPA 2)

Bridge and Structures Assessment 1.3 (KPA 3)

Pavement Condition Assessment – 1.4 Paved Roads (KPA 4)

Unpaved Road Condition Assessment 1.5 (KPA 4)

GIS Model Development and 1.6 Thematic Mapping (KPA 5)

RRAMS Technical Reports and RAMP 1.7 Compilation (KPA 6)

Graduate Development and Skills 1.8 Transfer (KPA 7)

Subtotal: Professional Fees

Graduate / technician2.0 Costs

Graduate 1: Salary and benefits (N.Dip 2.1 / BTech Civil Engineering)

Graduate 2: Salary and benefits (N.Dip 2.2 / BTech Civil Engineering)

Graduate 3: Salary and benefits (N.Dip 2.3 / BTech Civil Engineering)

Subtotal: Graduate Costs

Training and3.0 Registration

ECSA Candidate registration fees (3 3.1 graduates)

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2026/27 2027/28 2028/29 3-Year Total Item Description (R) (R) (R) (R)

CPD training courses and RRAMS 3.2 Academy

3.3 Calibration and assessor training

Subtotal: Training and Registration

Independent assessor

4.0 (DoRA mandatory – 10%

verification)

Independent assessor fee (minimum 4.1 10% of road network)

Subtotal: Independent Assessor

5.0 Disbursements

Travel (fuel and accommodation – 3 5.1 LMs)

Survey and field equipment hire / 5.2 purchase

5.3 Printing and reproduction of reports

5.4 GeoRAMS licence renewal (annual)

Subtotal: Disbursements

District opex

6.0 CONTRIBUTION (maximum 5%

of annual DoRA allocation)

RRAMS coordination meetings

6.1 (district, local and quarterly national;

steering committee)

Subtotal: OPEX (must not exceed 5% of

the annual allocation)

Grand total excl. VAT

VAT @ 15%

Grand total incl. VAT

Note: compulsory attachments for verifying work done

1. In addition to the above, a traceable record will be evaluated on the basis of an appointment /

award letter. Reference / appointment letter must clearly state the date of appointment

andthescopeofworkdone

2. An Organogram of the proposed project team (aligned to the key positions listed above) must

be submitted. Each team member must submit a CV stating: qualification; experience in RRAMS;

professional registration in their particular field; and years’ experience.

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Advertisement

Appointment of a professional service provider for the

Management and implementation of the rural roads asset

Management system (rrams) for xhariep district municipality

For a period of three (3) years.

Xhariep District Municipality hereby invite all reputable and capable service providers for the

abovementioned tender. Tender documents and specifications are available from the date of

advertisement, Supply Chain Management Office from Mondays to Thursdays during normal

working hours (08H00 – 16H00) and Fridays until 15H00 upon payment of a non-refundable

amount of R550.00 per bid document. Sealed bids marked: “Tender no: XDM-RRAMS 27/283 “APPOINTMENT OF A PROFESSIONAL SERVICE PROVIDER FOR THE

Management and implementation of the rural roads asset

Management system (rrams) for xhariep district municipality

FOR A PERIOD OF THREE (3) YEARS” must be placed in the bid box at the reception,

Xhariep District Municipality, situated at 20 Louw Street, Trompsburg, 9913, not later than

12H00, 14 July 2026 and thereafter the bids will be opened in public at the municipal side hall.

Bid(s) may be hand delivered to Xhariep District Municipality: For the attention of Municipal

Manager, Ms LY Moletsane or Posted to: Xhariep District Municipality, Private Bag

X136, Trompsburg, 9913.

The following special conditions will apply and must be adhered to by all the bidders,

failure to comply with the bellow will result in disqualification of the bid:

• Bid documents are available at non-refundable cash payment of R550.00 or alternatively

can be obtainable for free on National Treasury E-tender portal.

• The proposals will be evaluated in terms of the 80/20 preference points system according

to the Xhariep District Municipality Supply Chain Management Policy and the

Preferential Procurement Policy.

• Proof of (CSD) Central Supplier Database Registration must accompany the bid

document.

• Valid tax compliance status pin to be submitted. It is the responsibility of the bidder to

ensure that the company’s Tax Status remains complaint at ALL times.

• Proof of municipal rates and taxes not older than 90 days/lease agreement must be

attached.

• A tender offer not satisfying the stated eligibility criteria will be eliminated.
• No bid documents will be considered from a person in service of the state.

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• Bids must be enclosed in a sealed envelope clearly stating the tender reference number.
• The general conditions of contract will be applicable to this tender.
• Each page of GeneralCondition of a Contract “GCC” must be initialled by the

serviceprovider.

• Bid documents not fully completed and signed by the bidders will be rejected.
• No correction fluid will be used on the document.
• Bids received after closing TIME and/ or DATE will NOT be considered.
• The bid with the lower/lowest price or higher/highest points may not necessarily be

accepted.

• Xhariep District Municipality reserves the right not to award any contract to any bidder.
• Bids must be placed in the Xhariep District Municipality’s tender box. No emailed or

faxed tenders will be accepted.

Ms LY MOLETSANE

Municipal manager

General Conditions of Contract

1. Definitions

1. The following terms shall be interpreted as indicated:

1.1 “Closing time” means the date and hour specified in the tender documents for the receipt of

tenders.

1.2 “Contract” means the written agreement entered into between the purchaser and the supplier,

as recorded in the contract form signed by the parties, including all attachments and appendices

thereto and all documents incorporate by reference therein.

1.3 “Contract price” means the price payable to the supplier under the contract for the full and

proper performance of his contractual obligations.

1.4 “Corrupt practice” means the offering, giving, receiving, or soliciting of anything of value to

influence the action of a public official in the procurement process or in contract execution.

1.5 "Countervailing duties" are imposed in cases where an enterprise abroad is subsidized by its

government and encouraged to market its products internationally.

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1.6 “Country of origin” means the place where the goods were mined, grown or produced or

from which the services are supplied. Goods are produced when, through manufacturing,

processing or substantial and major assembly of components, a commercially recognized new

product results that is substantially different in basic characteristics or in purpose or utility from

its components.

1.7 “Day” means calendar day.

1.8 “Delivery” means delivery in compliance of the conditions of the contract or order.

1.9 “Delivery ex stock” means immediate delivery directly from stock actually on hand.

1.10 “Delivery into consignees store or to his site” means delivered and unloaded in the specified

store or depot or on the specified site in compliance with the conditions of the contract or order,

the supplier bearing all risks and charges involved until the goods are so delivered and a valid

receipt is obtained.

1.11"Dumping" occurs when a private enterprise abroad market its goods on own initiative in the

RSA at lower prices than that of the country of origin and which have the potential to harm the

local industries in the RSA.

1.12”Force majeure” means an event beyond the control of the supplier and not involving the

supplier’s fault or negligence and not foreseeable. Such events may include, but is not restricted

to, acts of the purchaser in its sovereign capacity, wars or revolutions, fires, floods, epidemics,

quarantine restrictions and freight embargoes.

1.13 “Fraudulent practice” means a misrepresentation of facts in order to influence a

procurement process or the execution of a contract to the detriment of any bidder, and includes

collusive practice among Bidders (prior to or after Tender submission) designed to establish

Tender prices at artificial non-competitive levels and to deprive the bidder of the benefits of free

and open competition.

1.14 “GCC” means the General Conditions of Contract.

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1.15 “Goods” means all of the equipment, machinery, and/or other materials that the supplier is

required to supply to the purchaser under the contract.

1.16 “Imported content” means that portion of the tender price represented by the cost of

components, parts or materials which have been or are still to be imported (whether by the

supplier or his subcontractors) and which costs are inclusive of the costs abroad, plus freight and

other direct importation costs such as landing costs, dock dues, import duty, sales duty or other

similar tax or duty at the South African place of entry as well as transportation and handling

charges to the factory in the Republic where the goods covered by the tender will be

manufactured.

1.17 “Local content” means that portion of the tender price, which is not included in the

imported content provided that local manufacture does take place.

1.18 “Manufacture” means the production of products in a factory using labour, materials,

components and machinery and includes other related value-adding activities.

1.19 “Order” means an official written order issued for the supply of goods or works or the

rendering of a service.

1.20 “Project site,” where applicable, means the place indicated in tender documents.

1.21 “Purchaser” means the organization purchasing the goods.

1.22 “Republic” means the Republic of South Africa.

1.23 “SCC” means the Special Conditions of Contract.

1.24 “Services” means those functional services ancillary to the supply of the goods, such as

transportation and any other incidental services, such as installation, commissioning, provision of

technical assistance, training, catering, gardening, security, maintenance and other such

obligations of the supplier covered under the contract.

1.25 “Supplier” means the successful bidder who is awarded the contract to maintain and

administer the required and specified service(s) to the State.

1.26 “Tort” means in breach of contract.

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1.27 “Turnkey” means a procurement process where one service provider assumes total

responsibility for all aspects of the project and delivers the full end product / service required by

the contract.

1.28 “Written” or “in writing” means hand-written in ink or any form of electronic or mechanical

writing.

2. Application

2.1 These general conditions are applicable to all Tenders, contracts and orders including Tenders

for functional and professional services (excluding professional services related to the building

and construction industry), sales, hiring, letting and the granting or acquiring of rights, but

excluding immovable property, unless otherwise indicated in the tender documents.

2.2 Where applicable, special conditions of contract are also laid down to cover specific goods,

services or works.

2.3 Where such special conditions of contract are in conflict with these general conditions, the

special conditions shall apply.

3. General

3.1 Unless otherwise indicated in the tender documents, the purchaser shall not be liable for any

expense incurred in the preparation and submission of a Tender. Where applicable a non-

refundable fee for documents may be charged.

3.2 Invitations to Tender are usually published in locally distributed news media and on the

municipality/municipal entity website.

4. Standards

4.1 The goods supplied shall conform to the standards mentioned in the tender documents and

specifications.

5. Use of contract documents and information inspection

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5.1 The supplier shall not, without the purchaser’s prior written consent, disclose the contract, or

any provision thereof, or any specification, plan, drawing, pattern, sample, or information

furnished by or on behalf of the purchaser in connection therewith, to any person other than a

person employed by the supplier in the performance of the contract. Disclosure to any such

employed person shall be made in confidence and shall extend only so far as may be necessary

for purposes of such performance.

5.2 The supplier shall not, without the purchaser’s prior written consent, make use of any

document or information mentioned in GCC clause 5.1 except for purposes of performing the

contract.

5.3 Any document, other than the contract itself mentioned in GCC clause 5.1 shall remain the

property of the purchaser and shall be returned (all copies) to the purchaser on completion of the

supplier’s performance under the contract if so required by the purchaser.

5.4 The supplier shall permit the purchaser to inspect the supplier’s records relating to the

performance of the supplier and to have them audited by auditors appointed by the purchaser, if

so required by the purchaser.

6. Patent Rights

6.1 The supplier shall indemnify the purchaser against all third-party claims of infringement of

patent, trademark, or industrial design rights arising from use of the goods or any part thereof by

the purchaser.

6.2 When a supplier developed documentation / projects for the municipality / municipal entity,

the intellectual, copy and patent rights or ownership of such documents or projects will vest in

the municipality / municipal entity.

7. Performance security

7.1 Within thirty (30) days of receipt of the notification of contract award, the successful bidder

shall furnish to the purchaser the performance security of the amount specified in SCC.

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7.2 The proceeds of the performance security shall be payable to the purchaser as compensation

for any loss resulting from the supplier’s failure to complete his obligations under the contract.

7.3 The performance security shall be denominated in the currency of the contract or in a freely

convertible currency acceptable to the purchaser and shall be in one of the following forms:

(a) a bank guarantee or an irrevocable letter of credit issued by a reputable bank located in the

purchaser’s country or abroad, acceptable to the purchaser, in the form provided in the tender

documents or another form acceptable to the purchaser; or (b) a cashier’s or certified cheque.

7.4 The performance security will be discharged by the purchaser and returned to the supplier

not later than thirty (30) days following the date of completion of the supplier’s performance

obligations under the contract, including any warranty obligations, unless otherwise specified.

8. Inspections, tests and analyses

8.1 All pre-tender testing will be for the account of the bidder.

8.2 If it is a Tender condition that goods to be produced or services to be rendered should at any

stage be subject to inspections, tests and analyses, the bidder or contractor’s premises shall be

open, at all reasonable hours, for inspection by a representative of the purchaser or organization

acting on behalf of the purchaser.

8.3 If there are no inspection requirements indicated in the tender documents and no mention is

made in the contract, but during the contract period it is decided that inspections shall be carried

out, the purchaser shall itself make the necessary arrangements, including payment arrangements

with the testing authority concerned.

8.4 If the inspections, tests and analyses referred to in clauses 8.2 and 8.3 show the goods to be in

accordance with the contract requirements, the cost of the inspections, tests and analyses shall be

defrayed by the purchaser.

8.5 Where the goods or services referred to in clauses 8.2 and 8.3 do not comply with the

contract requirements, irrespective of whether such goods or services are accepted or not, the

cost in connection with these inspections, tests or analyses shall be defrayed by the supplier.

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8.6 Goods and services which are referred to in clauses 8.2 and 8.3 and which do not comply

with the contract requirements may be rejected.

8.7 Any contract goods may on or after delivery be inspected, tested or analysed and may be

rejected if found not to comply with the requirements of the contract. Such rejected goods shall

be held at the cost and risk of the supplier who shall, when called upon, remove them

immediately at his own cost and forthwith substitute them with goods, which do comply with the

requirements of the contract. Failing such removal the rejected goods shall be returned at the

suppliers cost and risk. Should the supplier fail to provide the substitute goods forthwith, the

purchaser may, without giving the supplier further opportunity to substitute the rejected goods,

purchase such goods as may be necessary at the expense of the supplier.

8.8 The provisions of clauses 8.4 to 8.7 shall not prejudice the right of the purchaser to cancel the

contract on account of a breach of the conditions thereof, or to act in terms of Clause 22 of

Gcc.

9. Packing

9.1 The supplier shall provide such packing of the goods as is required to prevent their damage or

deterioration during transit to their final destination, as indicated in the contract. The packing

shall be sufficient to withstand, without limitation, rough handling during transit and exposure to

extreme temperatures, salt and precipitation during transit, and open storage. Packing, case size

and weights shall take into consideration, where appropriate, the remoteness of the goods’ final

destination and the absence of heavy handling facilities at all points in transit.

9.2 The packing, marking, and documentation within and outside the packages shall comply

strictly with such special requirements as shall be expressly provided for in the contract, including

additional requirements, if any, and in any subsequent instructions ordered by the purchaser.

10. Delivery and documents

10.1 Delivery of the goods and arrangements for shipping and clearance obligations shall be

made by the supplier in accordance with the terms specified in the contract.

11. Insurance

11.1 The goods supplied under the contract shall be fully insured in a freely convertible currency

against loss or damage incidental to manufacture or acquisition, transportation, storage and

delivery in the manner specified.

12. Transportation

12.1 Should a price other than an all-inclusive delivered price be required, this shall be specified.

13. Incidental Services

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13.1 The supplier may be required to provide any or all of the following services, including

additional services, if any:

(a) performance or supervision of on-site assembly and/or commissioning of the supplied goods;

(b) furnishing of tools required for assembly and/or maintenance of the supplied goods;

(c) furnishing of a detailed operations and maintenance manual for each appropriate unit of the

supplied goods;

(d) performance or supervision or maintenance and/or repair of the supplied goods, for a period

of time agreed by the parties, provided that this service shall not relieve the supplier of any

warranty obligations under this contract; and

(e) training of the purchaser’s personnel, at the supplier’s plant and/or on-site, in assembly, start-

up, operation, maintenance, and/or repair of the supplied goods.

13.2 Prices charged by the supplier for incidental services, if not included in the contract price for

the goods, shall be agreed upon in advance by the parties and shall not exceed the prevailing rates

charged to other parties by the supplier for similar services.

14. Spare parts

14.1 As specified, the supplier may be required to provide any or all of the following materials,

notifications, and information pertaining to spare parts manufactured or distributed by the

supplier:

(a) such spare parts as the purchaser may elect to purchase from the supplier, provided that this

election shall not relieve the supplier of any warranty obligations under the contract; and

(b) in the event of termination of production of the spare parts:

(i) advance notification to the purchaser of the pending termination, in sufficient time to permit

the purchaser to procure needed requirements; and

(ii) following such termination, furnishing at no cost to the purchaser, the blueprints,

drawings, and specifications of the spare parts, if requested.