Appointment of a service provider for writing and reviewing job descriptions for george municipality

• Tender Closing Date: Friday, 21 August 2026.
• Closing Time: 12:00.
• Tender Opening: Same day at 12:05 in the Committee Room.
• No briefing or site visit dates are mentioned.

• For tender enquiries, contact: Mr. Micheal Eksteen or Mr. Bevan Cassim.
• Telephone: (044) 801 9128 / (044) 801 9365.
• Email: [email protected] / [email protected].
• Submission Address: Supply Chain Management Unit, The Civic Centre (5th Floor), York Street, George.
• Tender documents can be obtained from the Supply Chain Management Unit, Fifth Floor, Civic Centre, 71 York Street, George, for a non-refundable deposit of R309.35 each, or downloaded free from www.george.gov.za.

• Submit your tender in a sealed envelope clearly marked with Tender No. GMT059/25-26.
• Place the tender in the tender box at the George Municipality, Directorate: Financial Services, Supply Chain Management, Civic Centre, 71 York Street, George, Fifth Floor.
• The tender box is open from 07:45 to 16:30, Monday to Friday.
• The closing date is Friday, 21 August 2026 at 12:00. Late or unmarked tenders will not be considered.
• No tenders submitted by post, fax, or email will be accepted.
• Tenders will be opened publicly on the same day at 12:05 in the Committee Room.
• Bids must be submitted on the Official Forms provided (not to be re-typed).
• Ensure all required returnable documents are included, such as the Pricing Schedule, Past Experience form, and all mandatory MBD forms.
• Non-submission of required supporting documentation may result in disqualification.

Bidders must: not be in the service of the state/provincial government/municipality; submit a valid B-BBEE certificate; provide tax compliance information; meet functionality threshold (60/100); have experience in similar projects (preferably municipal); demonstrate expertise (Project Leader with relevant B-degree, support staff with HR qualifications); and comply with all mandatory documentation (including MBD forms, resolutions, and past experience). Joint ventures must submit a joint venture agreement.

Scope: Preparation and writing of job descriptions for new and existing positions for George Municipality.

Key Objectives:

• Conduct job environment and analysis exercises.
• Review and compile job descriptions in line with the TASK Job Evaluation System and Municipal Staff Regulations.
• Write clear, comprehensive job descriptions using a standard format.
• Deliver high-quality job descriptions to support service delivery.

Key Activities:

• Prepare project layout and implementation plan.
• Interview staff and line management.
• Determine broad functions and specific activities for each job.
• Engage interactively with job incumbents and supervisors.
• Identify a minimum of 5 broad functions/key performance areas and 4 specific activities per function for each post.
• Align job descriptions with strategic objectives and the Integrated Development Plan (IDP).
• Check and confirm alignment with qualifications, experience, authority delegations, and organisational structure.
• Provide job writing training interventions (minimum 5 sessions).

Deliverables:

• Sign a Service Level Agreement (SLA).
• Deliver new and reviewed job descriptions as required.
• Hand over all completed job descriptions to the Directorate: Corporate Services.
• Complete work within the project timeframe.
• Submit invoices accompanied by accurate reports on work done.

Project Management:

• Service Provider will work closely with the Manager: Organisational Design and Administration.
• Deputy Director: Human Resources is the designated Project Manager.

Project Time-frame:

• Maximum contract period: 12 months.
• Work issued within the contract period must be finalised within 3 months.
• No new work may be issued after the maximum contract period.
• Contract can be summarily terminated for under-performance, with penalties applied for non-performance.

Key Competencies Required:

• Proven track record in compiling job descriptions using the TASK Job Evaluation Grading System.
• Knowledge of organisational structures and staff establishments.
• Understanding of work study processes.
• Passion for organisational development.
• Capacity to interpret the Terms of Reference.

• Methodology is evaluated under Functionality Criteria, weighted at 40 points.
• Scoring is based on compliance with the Terms of Reference and the quality of the submitted work plan with timeframes.
• Bidders must clearly demonstrate how the contract will be managed, detailing a work plan with timeframes and explaining project implementation.
• Non-submission of required documentation may result in disqualification.

• Bidders must complete the Past Experience schedule, providing details of similar works/services satisfactorily completed in the past.
• Include description of work, contract value, employer name, duration, completion date, and employer contact number.
• For Functionality evaluation, experience is weighted at 30 points, based on successful completion of similar projects within the last 5 years, preferably in a municipal environment.
• Expertise is weighted at 30 points: Project Leader must have a relevant B-degree; Support staff must have at least a tertiary qualification in Human Resources Management or related field.
• Submit certified copies of qualifications and brief CVs for the Project Leader and Support Staff.

• The Pricing Schedule requires unit prices for: Writing of new Job Description (rate per job), Review of existing Job Description (rate per job), and Provide training on writing Job Descriptions (rate per session).
• Include a sub-total, 15% VAT, and total rates (all applicable taxes included).
• Pricing must include provision for travelling, subsistence, and VAT.
• Quote on all line items and columns. Failure to do so will render the bid non-responsive.
• The service provider must undertake to provide the service from the date of appointment. No new work will be issued after the project end date, and work must be completed within 3 months of being issued.

• Pricing must be submitted on the provided Pricing Schedule.
• Quote separately per unit price for: Writing of new Job Description (per job), Review of existing Job Description (per job), and Provide training on writing Job Descriptions (per session).
• Quote on all line items and columns. Failure to do so will render the bid non-responsive.
• Pricing must include provision for travelling, subsistence, and 15% VAT.
• The tender offer must remain valid for 90 days from the closing date.
• The successful bidder must undertake to provide the service from the date of appointment. No new work will be issued after the project end date, and work must be completed within 3 months of being issued.

• Submit a valid TCS PIN for tax compliance or a CSD number. If a TCS is unavailable but registered on CSD, provide the CSD number.
• Submit a valid original B-BBEE certificate or a valid certified copy. For Trusts, Consortia, or Joint Ventures, submit the entity's B-BBEE status level certificate.
• The successful bidder must register on the Central Supplier Database (CSD).
• Complete and submit all mandatory MBD forms, including MBD1 (Tax Compliance), MBD4 (Declaration of Interest), MBD6.1 (Preference Points Claim), MBD8 (Past SCM Practices), and MBD9 (Certificate of Independent Bid Determination).
• No bids will be considered from persons in the service of the state, provincial government, or municipality.
• For joint ventures/consortia, submit a Joint Venture Agreement; failure to do so will result in disqualification.
• Submit a resolution signed by all directors/members/partners authorising the signatory.
• Comply with the Protection of Personal Information Act (POPIA).

• The contract is subject to the General Conditions of Contract (GCC) and any Special Conditions.
• The maximum contract period is 12 months, but it can be summarily terminated for under-performance, sub-standard performance, or non-performance.
• Work issued within the contract period must be finalised within 3 months.
• No new work may be issued after the maximum contract period.
• Penalties will be applied for non-performance.
• The tender offer must remain valid for 90 days from the closing date.
• The Municipality reserves the right to withdraw the invitation, reject any tender, or accept part of a tender, and is not bound to accept the lowest or any tender.
• An alternative bidder may be appointed.
• The successful bidder will be required to sign a Service Level Agreement (SLA).
• The contract is governed by South African law.

• The evaluation uses the 80/20 preference point system (for contracts up to R50 million).
• Points are awarded as follows: Price 80 points, B-BBEE 10 points, Specific Goals 10 points.
• Failure to submit proof for specific goals means no points are claimed.
• The organ of state reserves the right to verify any preference claims.