Supply, delivery and installation of specialized meranti hard-wood flooring at town hall (gkm 03-26/27)

Closing date: 16 September 2026 at 12h00. Compulsory briefing: 07 September 2026 at 11h00 at Adam Kok III Building, 75 Hope Street, Kokstad. Attendance at the briefing is compulsory and the register must be signed.

Compulsory briefing session on 07 September 2026 at 11h00 at Adam Kok III Building, 75 Hope Street, Kokstad. Attendance is compulsory and the register must be signed.

Technical enquiries: Ms. A. Jojo, Tel: 039 797 6678, Fax: 039 727 3676, Email: [email protected]. SCM enquiries: Mr. A. Mahlaka, Tel: 039 797 6600, Email: [email protected]. Submission address: Tender box at Reception Area, Adam Kok III Building, 75 Hope Street, Kokstad.

Sealed bids marked with the bid number and description must be deposited in the tender box at the Reception Area, Adam Kok III Building, 75 Hope Street, Kokstad, by 12h00 on 16 September 2026. Late, telegraphic, e-mailed or faxed bids will not be considered. Bids must be submitted on the official municipal tender document; re-typed documents are not accepted. The total bid price must be written on MBD 1. All mandatory returnable documents must be completed, signed, and attached; failure to do so may lead to disqualification. Required forms include: MBD 1 (Invitation to Bid), MBD 4 (Declaration of Interest), MBD 6.1 (Preference Points Claim), MBD 8 (Declaration of Bidder's Past SCM Practices), MBD 9 (Independent Bid Determination), and MBD 7 (Contract Form) for the successful bidder. Additional documents: CSD registration certificate, company registration documents, CKs for joint ventures, certified ID copies of directors, proof of municipal account or lease/affidavit, tax clearance certificate with PIN, COIDA letter of good standing, and CIDB grading certificate. All certifications must not be older than 6 months; previously certified documents will not be accepted.

Mandatory returnable documents include: completed and signed Municipal Bid Documents (MBD), copy of CSD (Central Supplier Database), copy of company registration documents, CK's of each joint venture member (if applicable), certified ID copies of company directors, copy of current municipal account for all directors and company (not in arrears longer than 90 days and not older than 90 days) or valid lease agreement or original certified affidavit, printed copy of tax clearance certificate with PIN, completed and signed Municipal Bidding Document, and all documents listed in the returnable documents checklist.

Two-stage evaluation per National Treasury Circular No 53. Stage 1 – Functionality (100 points): Company Experience (50) and Key Personnel (50). Minimum 60 points required to proceed. Stage 2 – 80/20 preferential point system: 80 points for price, 20 points for specific goals. Specific goals: Ownership (max 10) – 3 points for 50%+ Black-owned, 3 for 50%+ Black women-owned, 2 for 50%+ Black youth-owned, 2 for 50%+ Black people with disability; RDP (max 10) – 10 points for business located in Kokstad, 5 for outside Kokstad. Bidders must submit required documentation to claim preference points; missing or incomplete documents result in disqualification.

Supply, deliver and install 22mm x 102mm Meranti hardwood tongue and groove (T&G) timber flooring at Kokstad Town Hall. Scope includes: remove and dispose existing timber flooring (approx. 270 m²) at Kraansfontein landfill; recover reusable materials to GKM Works yard; remove and replace skirting and quadrant (66m) including staircases; investigate and rebuild defective brick/concrete stub columns; replace damaged timber beams; install new Meranti flooring; varnish/wood-seal to match existing finish; clear site of debris. Compliance with SANS 10082, SANS 10163, SANS 10400, OHS Act, Construction Regulations, and municipal by-laws. Certificate of compliance for materials and coatings, plus a Quality Control Program, must be submitted before work starts. Material inspections must be requested at least 24 hours before delivery; no installation before compliance confirmation. Contractor to provide all labour, materials, supervision, equipment, and tools. Site must be secured, demarcated, and kept clean.

Method: carefully remove/strip existing timber flooring and dispose at Kraansfontein landfill or as directed; move recoverable materials to GKM Works yard; remove and replace skirting and quadrant (66m) including staircases; investigate, remove, and rebuild defective brick/concrete stub columns; investigate, remove, and replace damaged timber beams; replace existing floor with new Meranti hardwood T&G flooring; varnish/wood-seal to match existing finish; clear site of all debris. Contractor to measure and confirm working area; municipality not liable for incorrect measurements.

Functionality – Company Experience (50 points): 3+ projects in maintenance/repairs/new installation of wooden floor or building renovation to value ≥ R300,000 (30 points); 2 projects (20 points); 1 project (10 points). Evidence: signed appointment letters/contracts and reference letters. Key Personnel (50 points): Proposed Site Agent with National Diploma in Building/Civil Engineering/Quantity Surveying/Construction Management and 5+ years' experience (20 points); Site Agent with 1-4 years' experience (10 points); Foreman with >10 years' experience (20 points); Foreman with 5 years' experience (10 points). Certified copies of qualifications (not older than 6 months) and detailed CVs required.

Quality Control Program and certificate of compliance for materials and coatings must be submitted before work starts. Materials inspections to be signed off by project manager at all deliveries; inspection requested at least 24 hours before delivery; no installation before compliance confirmation. Work must comply with SANS 10082, SANS 10163, SANS 10400, and manufacturer specifications. Any deviation from specification requires prior approval from Project Manager.

Pricing must be on MBD 3.1 (Pricing Schedule – Firm Prices). Only firm prices accepted; non-firm prices (including exchange rate variations) not considered. Bill of Quantities line items: Preliminary and General (sum), Community Liaison Officer (R 19,500.00), strip existing timber flooring (270 m²), load and dispose demolished material (270 m²), prepare and level floor support structure (270 m²), supply 22mm x 102mm Meranti hardwood T&G flooring with treated subfloor (270 m²), install flooring (270 m²), remove and replace staircases (2), remove and replace skirting & quadrant (66m), sand and apply three coats of polyurethane sealer (374 m²), protection and cleaning. Sub-total, 5% contingency, 15% VAT, and total. Prices valid for 90 days.

Prices must be firm and inclusive of VAT and disbursements. Prices valid for at least 90 days from date of offer. Total bid price must be written on MBD 1. Bill of Quantities includes: Preliminary and General items (sum), Community Liaison Officer cost (R 19,500.00), strip existing flooring (270 m²), dispose demolished material (270 m²), prepare and level floor support structure (270 m²), supply Meranti T&G flooring with treated subfloor (270 m²), install flooring (270 m²), replace staircases (2), replace skirting & quadrant (66m), sand and apply three coats of polyurethane sealer (374 m²), protection and cleaning. Sub-total, 5% contingency, 15% VAT, and total. Progress payments at intervals; 10% retention held for 3 months after final handover. No advance payments. Penalty of 0.1% of total contract value per day over completion date. No variation orders without prior written approval.

CSD registration certificate (detailed) – mandatory. Valid tax clearance certificate with PIN – mandatory. CIDB grading 2GB or higher – mandatory. COIDA letter of good standing – mandatory. Company registration documents – mandatory. Certified ID copies of directors – mandatory. Municipal account proof (not in arrears >90 days) or lease/affidavit – mandatory. B-BBEE verification certificate or sworn affidavit (for EMEs & QSEs) – required to claim preference points. Joint ventures: CKs of each member and signed JV agreement. No persons in service of the state or owing rates/services/taxes to any municipality for >90 days.

Health and safety plan from a registered Health & Safety Practitioner must be submitted before site work; cost included in quoted amount. Safety file must be maintained and submitted to GKM before commencement. Workforce must wear PPE: overalls, safety boots, safety eyewear, hard hats, protective gloves, reflective vests. Site area must be demarcated to restrict access; safety cones and construction signs placed to warn traffic. Compliance with OHS Act and Construction Regulations required.

Contract subject to General Conditions of Contract (GCC) and any special conditions. Successful bidder must sign MBD 7 (Contract Form). Retention: 10% of project amount held for 3 months after final handover; released after defects repaired and signed off. Defects liability: contractor must remedy poor workmanship, loose flooring, structural movement, defective finishes, and material failures at no extra cost. Penalty: 0.1% of total contract value per day over completion date, with allowance for inclement weather and public holidays. No variation orders without prior written approval. Contractor liable for any damages to municipal property. Site must be handed back clean and ready for immediate use.

Bidders must be registered with CIDB grading 2GB or higher. Must submit COIDA letter of good standing. Prices must be firm and inclusive of VAT. Prices valid for at least 90 days. No quotations from persons in service of the state or owing rates/services/taxes to any municipality for longer than 90 days. Bidders must quote for each line item; failure results in non-responsiveness. Contractor to check all levels and measurements before submitting tender.

Two-stage evaluation: Stage 1 – Functionality (100 points): Company Experience (50) and Key Personnel (50). Minimum 60 points to proceed. Stage 2 – 80/20 preferential point system: 80 points for price, 20 points for specific goals (ownership and RDP). Price points calculated using formula Ps = 80(1 - (Pt - Pmin)/Pmin). Points rounded to 2 decimal places. Total points for price and specific goals must not exceed 100. Missing or incomplete documents for specific goals result in disqualification.