Hygiene survey services tender – joe gqabi district municipality (3-Year contract)

{"closingDate":"18 AUGUST 2026","closingTime":"12:00"}

{"name":"Mr S Botha","email":"[email protected]","phone":"045 979 3000","department":"of Employment and Labour guidelines","address":"urier services, no municipal official will take responsibility to deposit any bidders’ documents into the tender box"}

Returnable Documents:  Proof of certification and/or registration with the South African Institute for Occupational Hygiene (SAIOH) or equivalent authority  Submit certified copy of applicable degree of Certified Occupational Hygienist/Technologist, FEE STRUCTURE AND DETERMINATION OF RATES Unit of No. Survey Component Unit Price (VAT Incl.) Measurement 1 Indoor Air Quality Assessment Per site 2 Thermal Conditions (Temp, Per site Humidity, Ventilation) 3 Noise Level Measurement Per site 4 Lighting Level Survey Per site 5 Chemical Exposure Risk Per site

for each partner to the Joint Venture.

Provision of hygiene survey services (biennial requirement) for the joe gqabi district

Municipality for a period of three (3) years

1. Purpose & background

The Joe Gqabi District Municipality (JGDM) seeks to appoint a qualified service provider to conduct a comprehensive

hygiene survey across all its workplaces, as legally required every two years under the Occupational Health and Safety

Act (Act ). The purpose of the survey is to assess and manage occupational health risks—including physical,

chemical, biological, and ergonomic hazards—at various municipal facilities. The results will support compliance, inform

risk mitigation, and guide health and safety planning within JGDM’s occupational health programme.

2. Scope of work and requirements

The appointed service provider will be required to conduct comprehensive occupational hygiene surveys across all Joe

Gqabi District Municipality (JGDM) facilities within 90 days. The surveys must comply with the Occupational Health and

Safety Act (Act ), its regulations, and applicable SANS standards, using certified methodologies and

calibrated equipment.

2.1 Facilities to Be Surveyed

Surveys must be conducted at, but not limited to:

 Administrative offices

 Water and sanitation facilities

 Technical workshops and depots

 Fire and emergency services stations

2.2 Aspects to Be Assessed (Where Applicable)

 Indoor air quality

 Thermal conditions (temperature, humidity, ventilation)

 Noise levels

 Lighting adequacy

 Chemical and biological exposure risks

 Ergonomic hazards

 Sanitation and hygiene conditions

 Ventilation efficiency

 PPE requirements for various work environments

2.3 Deliverables

The service provider must submit:

 A detailed project plan and execution schedule

 Individual hygiene survey reports per facility/site

 Identification of occupational health risks and non-compliance

 Recommendations for corrective or preventative actions

 Occupational hygiene measurement certificates (where applicable)

 A consolidated summary report with prioritised findings

 Presentation of findings to the Municipal Occupational Health and Safety Committee and other stakeholders

upon request

2.4 General Requirements

 Use only calibrated and certified testing equipment

 Minimise disruption to municipal operations during surveys

 Maintain confidentiality and professionalism throughout

 Complete all assessments and reporting within 90 calendar days of contract commencement

3. Legislative framework

3.1 The hygiene survey must be conducted in accordance with, but not limited to, the following legislation and

standards:

 Occupational Health and Safety Act (Act )

 Environmental Regulations for Workplaces (OHS General Safety Regulations)

 SANS 10083: Measurement and assessment of occupational noise

 SANS 10139: Lighting

 Department of Employment and Labour guidelines

4. Site access and cooperation

The Joe Gqabi District Municipality will provide access to all relevant facilities and necessary cooperation to enable

the successful execution of the surveys.

This Section covers a general set of prerequisites that have been identified for supply chain management by the

JGDM. All Bidders must submit the information requested below. Pro-forma data sheets can be found in the

Annexures. Bidders will not be considered should the prerequisites not be met.

Criteria

a) Proof of company registration and/or any other form of legal standing must be submitted by all bidders and

the company composition form must be completed. See Annexure “E”.

b) The Declaration of Interest form must be completed.

c) The bid document must be completed in all respects in black ink.

d) Bids must be submitted on original bid documents.

e) Bid documents must remain intact and no portion may be detached.

Joint Ventures

f) A joint venture that is awarded a contract with JGDM must be registered as a separate company with the

Registrar of Businesses.

g) The joint venture must be registered with South African Revenue Services.

h) A separate bank account must be in place for the joint venture.

Clauses (f) and (h) will only be applicable after the awarding of the contract to the successful bidder.

Joe gqabi district municipality

Reference form of bidder

Assessment of bidders performance by independent reference

(This must be sent by the bidder to the references listed in the Experience of Tenderer schedule. All assessment forms must be

attached to the tender submission.)

Name of Bidder

Contract /Tender Number (If Applicable)

Value of Contract R

Date of commencement

Contract Duration

Contract Completion Date

Your assessment of the service provider’s perfomance in 1 2 3 4 5

The following area

Please tick one of the blocks on the right hand side, 1=Poor, 5=Excellent

Turn-around times

Quality of feedback

Accessibility and availability

Reliability

Customer satisfaction

1=Poor; 2=Unsatisfactory; 3= Average; 4=Good; 5=Excellent

Comments

Name of person Completing this assessment form

Designation (Only Director or relevant representative may sign

this form)

Representing Firm

Telephone number

Email Address

Date of Assessment

Client’s company stamp

Official company stamp and signature of

Official responsible for completing

Assessment form

Signature of official responsible for

Completing assessment form

General conditions of bid

1. Interpretation

The word “Bidder” in these conditions shall mean and include any firm of Contractors or any company or body

incorporated or unincorporated.

The word “Municipality” in these conditions shall mean the Joe Gqabi District Municipality.

2. Extent of bid

This contract is for “PROVISION OF HYGIENE SURVEY SERVICES (BIENNIAL REQUIREMENT) FOR THE JOE GQABI

District municipality for a period of three (3) years - JGDM2026/27-005”.

3. Contract to be binding

The formal acceptance of this Bid by the Municipality will constitute a contract binding on both parties, and the

Municipality may require sureties to its satisfaction from the contractor, for the due fulfilment of this contract.

4. Mode of bid

All Bids shall be completed and signed: All forms, annexures, addendums and specifications shall be signed and

returned with the Bid document as a whole. The lowest or any Bid will not necessarily be accepted.

5. Quality

Should the specifications and / or descriptions not address any aspects of quality as specified, this should be

clarified with the Municipality prior to the submission of a Bid.

6. Insurance claims, etc.

The Council and Municipality shall not be liable in any manner in respect of any claims, damages, accidents and

injuries to persons, property or rights or any other courses of civil or criminal action that may arise from the carrying

out of this contract.

The contractor shall insure his / her / their personnel and any plant, machinery or other mechanical or electronic

equipment involved in the fulfillment of this contract and shall indemnify the Council and the Municipality against all

risks or claims which may arise.

It will be required from the successful Bidder to submit proof of insurance or any other valid form of indemnification

to Council for scrutiny. Failure to do so within 14 (fourteen) days of acceptance of this Bid will be deemed to be a

material breach of this contract and will render the contract null and void.

7. Signing of documents

Bidders are required to return the complete set of documents duly signed.

8. Period of validity for bids and withdrawal of bid after closing date

All Bids must remain valid for a period of one hundred and twenty (120) days from the closing date as stipulated in

the Bid document.

8.1 Penalty provision

Should the successful Bidder (s):

[a] Withdraw the Bid during the afore-mentioned period of validity; or

[b] Advise the Municipality of his / her / their inability to fulfil the contract; or

[c] Fail or refuse to fulfill the contract; or

[d] Fail or refuse to sign the agreement or provide any surety if required to do so;

Then, the Bidder will be held responsible for and is obligated to pay to the Municipality:

[a] All expenses incurred by the Municipality to advertise for or invite and deliberate upon new Bids, should

this be necessary.

[b] The difference between the original accepted Bid price (inclusive of escalation) and:

[i] A less favourable (for the Municipality) Bid price (inclusive of escalation) accepted as an alternative by the

Municipality from the Bids originally submitted; or

[ii] A new Bid price (inclusive of escalation).

9. Value added tax

In calculating the cost of the supply and delivery of services and / or material, the supplier will issue a “Tax Invoice”

for all services rendered and / or materials supplied, which will reflect the exclusive cost of such services, goods or

materials with the relevant Value Added Tax being added to the total.

VAT must be included in the Bid price, but must be shown separately (this applies only to VAT vendors).

10. Price escalation

In line with consumer price index (CPI%) percentage from month 13 and 25 after appointment.

11. Authority to sign bid documents

In the case of a Bid being submitted on behalf of a company, close corporation or partnership, evidence must be

submitted to the Municipality at the time of submission of the Bid that the Bid has been signed by persons properly

authorised thereto by resolution of the directors or under the articles of the entity.

12. Duration of the contract

3 Years

13. Delivery periods

In line with terms of reference

14. Closing date / submitting of bids

Completed bid documents must be placed in a sealed envelope clearly marked “PROVISION OF HYGIENE

Survey services (biennial requirement) for the joe gqabi district municipality for a

PERIOD OF THREE (3) YEARS - JGDM2026/27-005” with an accompanying electronic submission on USB flash

drive clearly marked with the specific tender number must be placed in the formal Tender Box situated outside the

Main Building – JOE GQABI DISTRICT MUNICIPALITY, Corner of Cole & Graham Streets, Barkly East before

closing time of 12H00 (Noon) on 18 AUGUST 2026.

N.B. Bids which are not deposited in the relevant bid box on or before the closing date and time will not be

considered. Faxed or e-mailed bids will not be considered.

15. Bid enquiries

Technical related enquiries should be directed to Mr S Botha (Manager Human Resources & Labour Relations) by

e-mail to [email protected] during normal office hours. (Between 08H00 to 16H00, Monday to Friday)- Tel: 045

979 3183 or

Evaluation Criteria related enquiries should be directed to Mr. Thomas Maseko (Manager Supply Chain

Management) at Joe Gqabi District Municipality by email [email protected] during normal office hours.

(Between 08H00 to 16H00, Monday to Friday) – Tel: 045 979 3160

General conditions of contract

Table of clauses

1. Definitions
2. Application
3. General
4. Standards
5. Use of contract documents and information; inspection
6. Patent rights
7. Performance security
8. Inspections, tests and analysis
9. Packing
10. Delivery and documents
11. Insurance
12. Transportation
13. Incidental services
14. Spare parts

Number of years Attach CV of Certified Occupational 15 30 practicing as a Certified Hygienist/Technologist employed by the bidder. >5 yrs 30 points 4– 5 years 25 points 1 – 3 years 15 points TOTAL 24 48

Provision of hygiene survey services (biennial requirement) for the joe gqabi district

Municipality for a period of three (3) years - JGDM2026/27-005

Date

JGDM2026/27- provision of hygiene survey services (biennial requirement) 18 august

005 for the joe gqabi district municipality for a period of three (3) 2026

www.jgdm.gov.za. Hard copies of the bid document will be made available, only for bidders unable to download the

documents from Joe Gqabi District Municipality SCM offices Corner of Cole and Graham Street Barkly East from 17

JULY 2026 upon payment of a non-refundable fee of R 200.00 rand for each document (either in cash, EFT or direct

bank deposit to ABSA, 2380000019) Please quote the company name and bid number as reference. Payments must be

made at the Cashier’s Office, which is situated at the ground floor, Cnr of Graham and Cole Streets, Barkly East between

the hours of 08h00 and 15h00 prior to the collection of the bid documents. Proof of purchase must be attached to the

original Tender Document. Direct e-Tender and Municipal website tender document downloads are for free.

Completed bid documents must be placed in a sealed envelope clearly marked “PROVISION OF HYGIENE SURVEY

Services (biennial requirement) for the joe gqabi district municipality for a period of

THREE (3) YEARS - JGDM2026/27-005” with an accompanying electronic submission on USB flash drive clearly

marked with the specific tender number must be placed in the formal Tender Box situated outside the Main Building –

JOE GQABI DISTRICT MUNICIPALITY, Corner of Cole & Graham Streets, Barkly East before closing time of 12H00

(Noon) on 18 AUGUST 2026. Thereafter, tenders will be opened in public. The submitted tenders shall remain valid for

120 days after the closing date. All tenders must be deposited in the tender box either by Bidders’ representative or

courier services, no municipal official will take responsibility to deposit any bidders’ documents into the tender box

situated at the address mentioned above.

Evaluation criteria

The bids will be evaluated and adjudicated in terms of 80/20 Preference Point System prescribed by the Preferential

Procurement Policy Framework Act No., pertaining to Preferential Procurement Regulations 2022, as well as

the Joe Gqabi District Municipality’s Supply Chain Management Policy-80 points will account for Price and 20 points

relating to Specific Goals. Additionally to bid document completeness check and compliance with any tender conditions

and failure to comply will render the bid non-responsive. Bids will be subjected to functionality criteria and bids that

scores less than 24 out of 48 points will be considered non-responsive.

its own discretion.

Technical related enquiries should be directed to Mr S Botha (Manager Human Resources & Labour Relations) by e-mail

to [email protected] during normal office hours. (Between 08H00 to 16H00, Monday to Friday)- Tel: 045 979 3183 or

Evaluation Criteria related enquiries should be directed to Mr. Thomas Maseko (Manager Supply Chain Management) at

Joe Gqabi District Municipality by email [email protected] during normal office hours. (Between 08H00 to 16H00,

Monday to Friday) – Tel: 045 979 3160

Nb: NO bids from persons in the service of the state will be considered for award

Municipal Manager: Joe Gqabi District Municipality

Digitally Signed: 16.07.2026 Reference: 33538 File plan 8/1

14c68edcc553a69f445c69cdeaf12627

Terms of reference

Provision of hygiene survey services (biennial requirement) for the joe gqabi district

Municipality for a period of three (3) years

The bids will be evaluated on the basis of the Preferential Procurement Policy Framework Act (Act No.5, 2000), and the

regulations pertaining thereto (2022), as well as the Joe Gqabi District Municipality’s Supply Chain Management Policy

80/20 preference point system will be used.

Within the boundaries of the Joe Gqabi 10 Attach a proof of company office address

District Municipality (JGDM) (Municipal account of owner of the relevant

premises, not older than 90 days or

Within the boundaries of the Eastern Cape 5 Municipal Clearance certificate or lease

but outside JGDM agreement clearly ascribing responsibility of

municipal services/ levies (Lessor or Lessee)

Outside of the boundaries of the Eastern 0

or proof of address and affidavit from village

Cape

residents only). Address as noted on CSD

shall be deemed the Bidders address.

Total 20

NB: Failure to submit evidence as required will result on bidders not being awarded points.

Completed quotation documents must be placed in a sealed envelope clearly marked “PROVISION OF HYGIENE

Survey services (biennial requirement) for the joe gqabi district municipality for a period

OF THREE (3) YEARS - JGDM2026/27-005” with an accompanying electronic submission on USB flash drive clearly

marked with the specific tender number. These must be deposited in the Tender Box of Joe Gqabi District Municipality,

situated outside the front entrance of Main Offices Building, at Corner of Cole and Graham Streets, Barkly East not later

than 12h00 pm on 18 AUGUST 2026.

The Joe Gqabi District Municipality [JGDM] has identified a general set of prerequisites for procurement. Bids will

not be considered should the prerequisites not be met.

1.1 General prerequisites

Introduction

The word “Bidder” in these conditions shall mean and include any firm of Contractors or any company or body

incorporated or unincorporated.

The word “Municipality” in these conditions shall mean the Joe Gqabi District Municipality.

This contract is for “PROVISION OF HYGIENE SURVEY SERVICES (BIENNIAL REQUIREMENT) FOR THE JOE GQABI

District municipality for a period of three (3) years - JGDM2026/27-005”.

Completed bid documents must be placed in a sealed envelope clearly marked “PROVISION OF HYGIENE

Survey services (biennial requirement) for the joe gqabi district municipality for a

PERIOD OF THREE (3) YEARS - JGDM2026/27-005” with an accompanying electronic submission on USB flash

drive clearly marked with the specific tender number must be placed in the formal Tender Box situated outside the

Main Building – JOE GQABI DISTRICT MUNICIPALITY, Corner of Cole & Graham Streets, Barkly East before

closing time of 12H00 (Noon) on 18 AUGUST 2026.

Technical related enquiries should be directed to Mr S Botha (Manager Human Resources & Labour Relations) by

e-mail to [email protected] during normal office hours. (Between 08H00 to 16H00, Monday to Friday)- Tel: 045

979 3183 or

Evaluation Criteria related enquiries should be directed to Mr. Thomas Maseko (Manager Supply Chain

Management) at Joe Gqabi District Municipality by email [email protected] during normal office hours.

(Between 08H00 to 16H00, Monday to Friday) – Tel: 045 979 3160

5. Use of contract documents and information; inspection

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

specifications.

5. Use of contract documents and information; inspection

6. The provider 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

provider 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.

2. The provider 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.

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 provider’s performance under the

contract if so required by the purchaser.

4. The provider shall permit the purchaser to inspect the provider’s records relating to the performance of the provider

and to have them audited by auditors appointed by the purchaser, if so required by the purchaser.

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

8.2 If it is a bid condition that supplies to be produced or services to be rendered should at any stage during production

or execution or on completion be subject to inspection, the premises of the bidder or contractor shall be open, at

all reasonable hours, for inspection by a representative of the purchaser or an organization acting on behalf of the

purchaser.

8.3 If there are no inspection requirements indicated in the bidding 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 clause 8.2 & 8.3 show the supplies 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 supplies or services referred to in clauses 8.2 and 8.3 do not comply with the contract requirements,

irrespective of whether such supplies or services are accepted or not, the cost in connection with these

inspections, tests or analyses shall be defrayed by the provider.

8.6 Supplies 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 supplies 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 supplies shall be held at the cost and risk of the

provider who shall, when called upon, remove them immediately at his own cost and forthwith substitute them with

supplies which do not comply with the requirements of the contract. Failing such removal the rejected supplies

shall be returned at the providers cost and risk. Should the provider fail to provide the substitute supplies

forthwith, the purchaser may, without giving the provider further opportunity to substitute the rejected supplies,

purchase such supplies as may be necessary at the expense of the provider.

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 23 of GCC.

Bid number: JGDM2026/27-005 date: 18 august 2026 closing time: 12:00 (noon)

Provision of hygiene survey services (biennial requirement) for the joe gqabi

Description district municipality for a period of three (3) years

The successful bidder will be required to fill in and sign a written contract form (mbd7).

6.1 Pricing requirements:

 Travel cost shall be in accordance with Department of Transport (DOT) rates, Service Provider must therefore

submit applicable AA Certificate upon concluding Service level agreement with the Municipality

 Disbursements (actual cost of accommodation) shall be claimed at actual cost in accordance with National

 CPI-based escalation will apply in Month 13 and again in Month 25, Service Provider must notify the

Municipality one (01) month in advance of escalation implementation.

 Rates must be inclusive of 15% VAT.

 The municipality reserves the right to negotiate fees with the successful bidder, where necessary.

 Failure to complete the Pricing Schedule in full shall render the bid non-responsive.

7. Evaluation criteria

agreed upon in advance by the parties and shall not exceed the prevailing rates charged to other parties by the

provider for similar services.

TAX COMPLIANCE STATUS TCS PIN: OR CSD No

Tax compliance requirements

Tax compliance status (tcs) certificate or pin may also be made via e

Tax compliance status system pin code from the south african revenue service (SARS) and if not

TCS PIN: OR CSD No

Csd registration number

CSD registration can be done online via their website at https://secure

Csd number

Csd number must be provided

Central Supplier Database

Central Supplier Database (CSD)

Central Supplier database form

Appointment letters or>6 projects – 18 points

Appointment letter OR Order OR

e certificate or lease agreement or proof of

2. Bidders must be registered on National Treasury's Central Supplier Database (CSD).

Tax Clearance Certificate

bank deposit to ABSA, 2380000019) Please quote the company name and bid number as reference. Payments must be

(Municipal account not older than 90 days or Municipal Clearance certificate or lease agreement or proof of

Points Allocation: 20 points

B-BBEE Details: VEY SERVICES (BIENNIAL REQUIREMENT) FOR THE JOE GQABI

Description district municipality for a period of three (3) years

The successful bidder will be required to fill in and sign a written contract form (mbd7).

Bid response documents may be deposited in the bid box

Situated at (street address

Joe gqabi district municipality

Corner of cole and graham street

Barkly east

9786

Supplier information

Name of bidder

Postal address

Street address

Telephone number code number

Cellphone number

Facsimile number code number

E-mail address

VAT registration number

TAX COMPLIANCE STATUS TCS PIN: OR CSD No:

B-bbee status level verification b-bbee status

Yes Yes

Certificate level sworn

[Tick applicable box] affidavit

No No

[A B-BBEE STATUS LEVEL VERIFICATION CERTIFICATE/ SWORN AFFIDAVIT (FOR EMES & QSEs) MUST BE SUBMITTED

In order to qualify for preference points for b-bbee]

Yes ARE YOU A FOREIGN

ARE YOU THE ACCREDITED No BASED SUPPLIER Yes No

Representative in south africa for for the goods

The goods /services /works [if yes enclose /services /works [if yes, answer part

Offered? Proof] offered? B:3 ]

Total number of items offered total bid price r

Signature of bidder .................................

... Date

Capacity under which this bid is

Signed

Technical information may be directed

Bidding procedure enquiries may be directed to: to:

Department finance (SCM) department human resources

Contact person thomas maseko contact person shaine botha

Telephone number 045 979 3160 telephone number 045 979 3183

Facsimile number n/a facsimile number n/a

E-MAIL ADDRESS [email protected] E-MAIL ADDRESS: [email protected]

Part b (mbd1)

Terms and conditions for bidding

1. Bid submission:

1.1. Bids must be delivered by the stipulated time to the correct address. Late bids will not be

HDI Requirement: 51 %

The Joe Gqabi District Municipality (JGDM) seeks to appoint a qualified service provider to conduct a comprehensive

hygiene survey across all its workplaces, as legally required every two years under the Occupational Health and Safety

Act (Act ). The purpose of the survey is to assess and manage occupational health risks—including physical,

chemical, biological, and ergonomic hazards—at various municipal facilities. The results will support compliance, inform

risk mitigation, and guide health and safety planning within JGDM’s occupational health programme.

Gqabi District Municipality (JGDM) facilities within 90 days. The surveys must comply with the Occupational Health and

Safety Act (Act ), its regulations, and applicable SANS standards, using certified methodologies and

calibrated equipment.

2.1 Facilities to Be Surveyed

 Administrative offices

 Water and sanitation facilities

 Technical workshops and depots

 Fire and emergency services stations

2.2 Aspects to Be Assessed (Where Applicable)

 Indoor air quality

 Thermal conditions (temperature, humidity, ventilation)

 Noise levels

 Lighting adequacy

 Chemical and biological exposure risks

 Ergonomic hazards

 Sanitation and hygiene conditions

 Ventilation efficiency

 PPE requirements for various work environments

2.3 Deliverables

 A detailed project plan and execution schedule

 Individual hygiene survey reports per facility/site

 Identification of occupational health risks and non-compliance

 Recommendations for corrective or preventative actions

 Occupational hygiene measurement certificates (where applicable)

 A consolidated summary report with prioritised findings

 Presentation of findings to the Municipal Occupational Health and Safety Committee and other stakeholders

upon request

2.4 General Requirements

 Use only calibrated and certified testing equipment

 Minimise disruption to municipal operations during surveys

 Maintain confidentiality and professionalism throughout

 Complete all assessments and reporting within 90 calendar days of contract commencement

3.1 The hygiene survey must be conducted in accordance with, but not limited to, the following legislation and

standards:

 Occupational Health and Safety Act (Act )

 Environmental Regulations for Workplaces (OHS General Safety Regulations)

 SANS 10083: Measurement and assessment of occupational noise

 SANS 10139: Lighting

 Department of Employment and Labour guidelines

3.1 Unless otherwise indicated in the bidding documents, the purchaser shall not be liable for any expense incurred in

the preparation and submission of a bid. Where applicable a non-refundable fee for documents may be charged.

3.2 Invitations to bid are usually published in locally distributed news media and in the institution’s website.

25.1 When, after the date of bid, provisional payments are required, or anti-dumping or countervailing duties are

imposed, or the amount of a provisional payment or anti-dumping 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 provider to the purchaser or the

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

supplies 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.

32.1 Every written acceptance of a bid shall be posted to the provider concerned by registered or certified mail and any

other notice to him shall be posted by ordinary mail to the address furnished in his bid or to the address notified

later by him in writing and such posting shall be deemed to be proper service of such notice.

32.2 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.

16. Payment
17. Prices
18. Contract amendments
19. Assignment
20. Subcontracts
21. Delays in the supplier’s performance
22. Penalties
23. Termination for default
24. Dumping and countervailing duties
25. Force Majeure
26. Termination for insolvency
27. Settlement of disputes
28. Limitation of liability
29. Governing language
30. Applicable law
31. Notices
32. Taxes and duties
33. Transfer of Contracts
34. Amendments of contracts

General conditions of contract

1. Definitions

The following terms shall be interpreted as indicated:

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

1.2 “Contract” means the written agreement entered into between the purchaser and the provider, as recorded in the

contract form signed by the parties, including all attachments and appendices thereto and all documents

incorporated by reference therein.

1.3 “Contract price” means the price payable to the provider 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 any thing of the 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.

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 provider bearing all risks and

charges involved until the supplies 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 provider and not involving the provider’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 bid submission) designed to establish bid 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.

1.15 “Goods” means all of the equipment, machinery, and/or other materials that the provider is required to supply to

the purchaser under the contract.

1.16 “Imported content” means that portion of the bidding price represented by the cost of components, parts or

materials which have been or are still to be imported (whether by the provider or his subcontractors) and which

costs are inclusive of the costs abroad, plus freight and other direct importation costs such as land 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 supplies covered by the bid will be manufactured.

1.17 “Local content” means that portion of the bidding 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 bidding 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 provider covered under the contract.

1.25 “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 bids, contracts and orders including bids 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 in the

bidding documents.

2.2 Where applicable, special conditions of contract are also laid down to cover specific supplies, 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 bidding documents, the purchaser shall not be liable for any expense incurred in

the preparation and submission of a bid. Where applicable a non-refundable fee for documents may be charged.

3.2 Invitations to bid are usually published in locally distributed news media and in the institution’s website.

4. Standards

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

specifications.

5. Use of contract documents and information; inspection

6. The provider 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

provider 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.

2. The provider 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.

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 provider’s performance under the

contract if so required by the purchaser.

4. The provider shall permit the purchaser to inspect the provider’s records relating to the performance of the provider

and to have them audited by auditors appointed by the purchaser, if so required by the purchaser.

6. Patent rights

6.1 The provider shall indemnify the purchaser against all third-party claims of infringement of patent,

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

1. When a provider developed documentation/projects for the municipality or municipal entity, the intellectual, copy

and patent rights or ownership or such documents or projects will vest in the municipality or 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.

7.2 The proceeds of the performance security shall be payable to the purchaser as compensation for any loss resulting

from the provider’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 bidding 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 provider not later than thirty (30)

days following the date of completion of the provider’s performance obligations under the contract, including any

warranty obligations, unless otherwise specified.

8. Inspections, tests and analyses

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

8.2 If it is a bid condition that supplies to be produced or services to be rendered should at any stage during production

or execution or on completion be subject to inspection, the premises of the bidder or contractor shall be open, at

all reasonable hours, for inspection by a representative of the purchaser or an organization acting on behalf of the

purchaser.

8.3 If there are no inspection requirements indicated in the bidding 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 clause 8.2 & 8.3 show the supplies 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 supplies or services referred to in clauses 8.2 and 8.3 do not comply with the contract requirements,

irrespective of whether such supplies or services are accepted or not, the cost in connection with these

inspections, tests or analyses shall be defrayed by the provider.

8.6 Supplies 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 supplies 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 supplies shall be held at the cost and risk of the

provider who shall, when called upon, remove them immediately at his own cost and forthwith substitute them with

supplies which do not comply with the requirements of the contract. Failing such removal the rejected supplies

shall be returned at the providers cost and risk. Should the provider fail to provide the substitute supplies

forthwith, the purchaser may, without giving the provider further opportunity to substitute the rejected supplies,

purchase such supplies as may be necessary at the expense of the provider.

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 23 of GCC.

9. Packaging

9.1 The provider shall provide such packaging of the goods as is required to prevent their damage or deterioration

during transit to their final destination, as indicated in the contract. The packaging shall be sufficient to withstand,

without limitation, rough handling during transit and exposure to extreme temperatures, salt and precipitation during

transit, and open storage. Packaging, case size and weights shall take into consideration, where appropriate, the

remoteness of the good’s final destination and the absence of heavy handling facilities at all points in transit.

9.2 The packaging, 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

.1 Delivery of the goods and arrangements for shipping and clearance obligations shall be made by the provider in

accordance with the terms specified in the contract.

11. Insurance

.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

14. The provider may be required to provide any or all of the following services, including additional services, if any:

 performance or supervision of on-site assembly and/or commissioning of the supplied goods;

 furnishing of tools required for assembly and/or maintenance of the supplied goods;

 furnishing of a detailed operations and maintenance manual for each appropriate unit of the supplied

goods;

 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 provider of any warranty obligations under this

contract; and

 training of the purchaser’s personnel, at the provider’s plant and/or on-site, in assembly, start-up,

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

2. Prices charged by the provider 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

provider for similar services.

14. Spare parts

.1 As specified, the provider may be required to provide any or all of the following materials, notifications, and

information pertaining to spare parts manufactured or distributed by the provider:

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

not relieve the provider 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.

15.1 The provider 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 provider 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 provider, that may develop under normal use of the supplied

goods in the conditions prevailing in the country of final destination.

15.2 This warranty shall remain valid for thirty six (36) 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 provider in writing of any claims arising under this warranty.

15.4 Upon receipt of such notice, the provider 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 provider, 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 provider’s risk and expense and without prejudice

to any other rights which the purchaser may have against the provider under the contract.

16. Payment

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

16.2 The provider 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 a

valid tax invoice or claim by the provider.

16.4 Payment will be made in Rand unless otherwise stipulated.

17. Prices

18. Prices charged by the provider for goods delivered and services performed under the contract shall not vary from

the prices quoted by the provider in his bid, with the exception of any price adjustments authorized or in the

purchaser’s request for bid validity extension, as the case may be.

18. Increase/decrease of quantities

18.1 In cases where the estimated value of the envisaged changes in purchase does not exceed 15% of the total value

of the original contract, the contractor may be instructed to deliver the revised 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. Contract amendments

No variation in or modification of the terms of the contract shall be made except by written amendment signed by

the parties concerned.

20. Assignment

20.1 The provider shall not assign, in whole or in part, its obligations to perform under the contract, except with the

purchaser’s prior written consent.

21. Subcontracts

21.1 The provider shall notify the purchaser in writing of all subcontracts awarded under this contract if not already

specified in the bid. Such notification, in the original bid or later, shall not relieve the provider from any liability or

obligation under the contract.

22. Delays in the provider’s performance

22.1 Delivery of the goods and performance of services shall be made by the provider in accordance with the time

schedule prescribed by the purchaser in the contract.

22.2 If at any time during performance of the contract, the provider or its subcontractor(s) should encounter conditions

impeding timely delivery of the goods and performance of services, the provider shall promptly notify the purchaser

in writing of the fact of the delay, its likely duration and its cause(s). As soon as practicable after receipt of the

provider’s notice, the purchaser shall evaluate the situation and may at his discretion extend the provider’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.

22.3 The right is reserved to procure outside of the contract small quantities or to have minor essential services executed

if any emergency arises, the provider’s point of supply is not situated at or near the place where the supplies are

required, or the provider’s services are not readily available.

22.4 Except as provided under GCC Clause 25, a delay by the provider in the performance of its delivery obligations

shall render the provider liable to the imposition of penalties, pursuant to GCC Clause 22, unless an extension of

time is agreed upon pursuant to GCC Clause 21.2 without the application of penalties.

22.5 Upon any delay beyond the delivery period in the case of a supplies contract, the purchaser shall, without canceling

the contract, be entitled to purchase supplies 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 provider’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 provider.

23. Penalties

23.1 Subject to GCC Clause 25, if the provider 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 good or

unperformed services using the 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.

24. Termination for Default

24.1 The purchaser, without prejudice to any other remedy for breach of contract, by written notice of default sent to the

provider, may terminate this contract in whole or in part:

(a) if the provider 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 provider fails to perform any other obligation(s) under the contract; or

(c) if the provider, in the judgment of the purchaser, has engaged in corrupt or fraudulent practices in competing for

or in executing the contract.

24.2 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

provider shall be liable to the purchaser for any excess costs for such similar goods, works or services. However,

the provider shall continue performance of the contract to the extent not terminated.

25. Anti-Dumping and Counter-Vailing Duties and Rights

25.1 When, after the date of bid, provisional payments are required, or anti-dumping or countervailing duties are

imposed, or the amount of a provisional payment or anti-dumping 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 provider to the purchaser or the

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

supplies 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.

26. Force Majeure

26.1 Notwithstanding the provisions of GCC Clauses 22 and 23, the provider shall not be liable for forfeiture of its

performance security, damages, or termination for default if and to the extent that hi delay in performance or other

failure to perform his obligations under the contract is the result of an event of force majeure.

26.2 If a force majeure situation arises, the provider shall promptly notify the purchaser in writing of such condition and

the cause thereof. Unless otherwise directed by the purchaser in writing, the provider 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.

27. Termination for Insolvency

27.1 The purchaser may at any time terminate the contract by giving written notice to the provider if the provider

becomes bankrupt or otherwise insolvent. In this event, termination will be without compensation to the provider,

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.

28. Settlement of Disputes

28.1 If any dispute or difference of any kind whatsoever arises between the purchaser and the provider 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.

28.2 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 provider 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.

28.3 Should it not be possible to settle a dispute by means of mediation, it may be settled in a South African court of law.

28.4 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 provider any monies due to the provider for goods delivered and / or services

rendered according to the prescripts of the contract.

29. Limitation of Liability

29.1 Except in cases of criminal negligence or wilful misconduct, and in the case of infringement pursuant to Clause 6;

(a) the provider 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 provider to pay penalties and / or damages to the

purchaser; and

(b) the aggregate liability of the provider 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.

30. Governing Language

30.1 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.

31. Applicable Law

31.1 The contract shall be interpreted in accordance with South African laws, unless otherwise specified.

32. Notices

32.1 Every written acceptance of a bid shall be posted to the provider concerned by registered or certified mail and any

other notice to him shall be posted by ordinary mail to the address furnished in his bid or to the address notified

later by him in writing and such posting shall be deemed to be proper service of such notice.

32.2 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.

33. Taxes and Duties

33.1 A foreign provider shall be entirely responsible for all taxes, stamp duties, license fees, and other such levies

imposed outside the purchaser’s country.

33.2 A local provider shall be entirely responsible for all taxes, duties, license fees, etc, incurred until delivery of the

contracted goods to the purchaser.

33.3 No contract shall be concluded with any bidder whose tax matters are not in order. Prior to the award of a bid

SARS must have certified that the tax matters of the preferred bidder are in order.

34. Transfer of Contracts

34.1 The contractor shall not abandon, transfer, assign or sublet a contract or part thereof without the written permission

of the purchaser.

35. Amendment of Contracts

35.1 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.

Mbd 1

Invitation to bid

You are hereby invited to bid for requirements of the joe gqabi district municipality

equipment involved in the fulfillment of this contract and shall indemnify the Council and the Municipality against all

risks or claims which may arise.

to Council for scrutiny. Failure to do so within 14 (fourteen) days of acceptance of this Bid will be deemed to be a

material breach of this contract and will render the contract null and void.

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

1.2 “Contract” means the written agreement entered into between the purchaser and the provider, as recorded in the

contract form signed by the parties, including all attachments and appendices thereto and all documents

incorporated by reference therein.

1.3 “Contract price” means the price payable to the provider 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 any thing of the 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.

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 provider bearing all risks and

charges involved until the supplies 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 provider and not involving the provider’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 bid submission) designed to establish bid 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.

1.15 “Goods” means all of the equipment, machinery, and/or other materials that the provider is required to supply to

the purchaser under the contract.

1.16 “Imported content” means that portion of the bidding price represented by the cost of components, parts or

materials which have been or are still to be imported (whether by the provider or his subcontractors) and which

costs are inclusive of the costs abroad, plus freight and other direct importation costs such as land 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 supplies covered by the bid will be manufactured.

1.17 “Local content” means that portion of the bidding 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 bidding 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 provider covered under the contract.

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

6.1 The provider shall indemnify the purchaser against all third-party claims of infringement of patent,

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

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.

7.2 The proceeds of the performance security shall be payable to the purchaser as compensation for any loss resulting

from the provider’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 bidding 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 provider not later than thirty (30)

days following the date of completion of the provider’s performance obligations under the contract, including any

warranty obligations, unless otherwise specified.

 performance or supervision of on-site assembly and/or commissioning of the supplied goods;

 furnishing of tools required for assembly and/or maintenance of the supplied goods;

 furnishing of a detailed operations and maintenance manual for each appropriate unit of the supplied

goods;

 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 provider of any warranty obligations under this

contract; and

 training of the purchaser’s personnel, at the provider’s plant and/or on-site, in assembly, start-up,

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

.1 As specified, the provider may be required to provide any or all of the following materials, notifications, and

information pertaining to spare parts manufactured or distributed by the provider:

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

not relieve the provider 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 provider 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 provider 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 provider, that may develop under normal use of the supplied

goods in the conditions prevailing in the country of final destination.

15.2 This warranty shall remain valid for thirty six (36) 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 provider in writing of any claims arising under this warranty.

15.4 Upon receipt of such notice, the provider 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 provider, 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 provider’s risk and expense and without prejudice

to any other rights which the purchaser may have against the provider under the contract.

21.1 The provider shall notify the purchaser in writing of all subcontracts awarded under this contract if not already

specified in the bid. Such notification, in the original bid or later, shall not relieve the provider from any liability or

obligation under the contract.

22. Delays in the provider’s performance

22.1 Delivery of the goods and performance of services shall be made by the provider in accordance with the time

schedule prescribed by the purchaser in the contract.

22.2 If at any time during performance of the contract, the provider or its subcontractor(s) should encounter conditions

impeding timely delivery of the goods and performance of services, the provider shall promptly notify the purchaser

in writing of the fact of the delay, its likely duration and its cause(s). As soon as practicable after receipt of the

provider’s notice, the purchaser shall evaluate the situation and may at his discretion extend the provider’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.

22.3 The right is reserved to procure outside of the contract small quantities or to have minor essential services executed

if any emergency arises, the provider’s point of supply is not situated at or near the place where the supplies are

required, or the provider’s services are not readily available.

22.4 Except as provided under GCC Clause 25, a delay by the provider in the performance of its delivery obligations

shall render the provider liable to the imposition of penalties, pursuant to GCC Clause 22, unless an extension of

time is agreed upon pursuant to GCC Clause 21.2 without the application of penalties.

22.5 Upon any delay beyond the delivery period in the case of a supplies contract, the purchaser shall, without canceling

the contract, be entitled to purchase supplies 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 provider’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 provider.

23.1 Subject to GCC Clause 25, if the provider 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 good or

unperformed services using the 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.

24.1 The purchaser, without prejudice to any other remedy for breach of contract, by written notice of default sent to the

provider, may terminate this contract in whole or in part:

(a) if the provider 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 provider fails to perform any other obligation(s) under the contract; or

(c) if the provider, in the judgment of the purchaser, has engaged in corrupt or fraudulent practices in competing for

or in executing the contract.

24.2 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

provider shall be liable to the purchaser for any excess costs for such similar goods, works or services. However,

the provider shall continue performance of the contract to the extent not terminated.

26.1 Notwithstanding the provisions of GCC Clauses 22 and 23, the provider shall not be liable for forfeiture of its

performance security, damages, or termination for default if and to the extent that hi delay in performance or other

failure to perform his obligations under the contract is the result of an event of force majeure.

26.2 If a force majeure situation arises, the provider shall promptly notify the purchaser in writing of such condition and

the cause thereof. Unless otherwise directed by the purchaser in writing, the provider 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.

27.1 The purchaser may at any time terminate the contract by giving written notice to the provider if the provider

becomes bankrupt or otherwise insolvent. In this event, termination will be without compensation to the provider,

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.

28.1 If any dispute or difference of any kind whatsoever arises between the purchaser and the provider 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.

28.2 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 provider 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.

28.3 Should it not be possible to settle a dispute by means of mediation, it may be settled in a South African court of law.

28.4 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 provider any monies due to the provider for goods delivered and / or services

rendered according to the prescripts of the contract.

29.1 Except in cases of criminal negligence or wilful misconduct, and in the case of infringement pursuant to Clause 6;

(a) the provider 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 provider to pay penalties and / or damages to the

purchaser; and

(b) the aggregate liability of the provider 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.

120 days validity period

3.8 Are you presently in the service of the state? YES / NO

The bids will be evaluated and adjudicated in terms of 80/20 Preference Point System prescribed by the Preferential

Procurement Policy Framework Act No., pertaining to Preferential Procurement Regulations 2022, as well as

the Joe Gqabi District Municipality’s Supply Chain Management Policy-80 points will account for Price and 20 points

relating to Specific Goals. Additionally to bid document completeness check and compliance with any tender conditions

and failure to comply will render the bid non-responsive. Bids will be subjected to functionality criteria and bids that

scores less than 24 out of 48 points will be considered non-responsive.

It is a prerequisite that all prospective service providers who are not yet registered on the Central Supplier Database

must be registered. The CSD registration can be done online via their website at https://secure.csd.gov.za

The Council reserves the right to extend the Tender Period and/or alter Conditions of Tender during the Tender Period at

its own discretion.

Technical related enquiries should be directed to Mr S Botha (Manager Human Resources & Labour Relations) by e-mail

to [email protected] during normal office hours. (Between 08H00 to 16H00, Monday to Friday)- Tel: 045 979 3183 or

Evaluation Criteria related enquiries should be directed to Mr. Thomas Maseko (Manager Supply Chain Management) at

Joe Gqabi District Municipality by email [email protected] during normal office hours. (Between 08H00 to 16H00,

Monday to Friday) – Tel: 045 979 3160

Nb: NO bids from persons in the service of the state will be considered for award

Issued by

Mr. M. P Nonjola

Municipal Manager

MP Nonjola

Joe Gqabi District Municipality

Municipal Manager: Joe Gqabi District Municipality

Digitally Signed: 16.07.2026 Reference: 33538 File plan 8/1

14c68edcc553a69f445c69cdeaf12627

Bidders shall take note of the following bid conditions:

1. JGDM shall not do business with any person in the service of the state.

2. Bidders must be registered on National Treasury's Central Supplier Database (CSD).

3. The Joe Gqabi District Municipality Supply Chain Management Policy will apply.

4. The Joe Gqabi District Municipality does not bind itself to accept the lowest bid or any other bid and reserves the

right to accept the whole or part of the bid and to award to more than one bidder.

5. The Joe Gqabi District Municipality reserves the right to appoint more than one service provider.

6. Bids which are late, incomplete, unsigned or submitted by facsimile or electronically, will not be accepted.

7. All pages must be signed where necessary.

8. The completed and signed bid document must be submitted as original.

9. Additional annexure(s) is / are accepted only if cross referencing has been done and the page signed.

10. Bids submitted are to hold good for a period of 120 days.

11. Maximum of 20 points will be awarded to tender for specific goals for the Tenderer. Points scored on specific

goals will be added to the points scored for price.

12. SARS pin and Tax Reference Number to be declared in the bid (cover page of the bid document). In the case of

a Trust, Joint Venture, or Consortium each party to a Trust / Joint Venture/Consortium should submit a separate

Tax Clearance Certificate

13. Bid documents must remain intact

14. Attach a proof of company office address regarding claiming of points for locality component per specific goals

(Municipal account not older than 90 days or Municipal Clearance certificate or lease agreement or proof of

address and affidavit from village residents only) FOR LOCAL MUNICIPALITY AND DISTRICT MUNICIPALITY

15. Use of Tippex AND erasable ink will render the bid non- responsive.

16. Declaration pages must be fully completed and signed.

17. Joint Ventures / consortiums must provide signed copies of such agreements and all other returnable documents

for each partner to the Joint Venture.

18. Failure to complete and submit ALL required information will result in the bid being deemed non-responsive.

6 Biological Hazard Risk Assessment Per site

7 Ergonomic Risk Assessment Per site

8 Sanitation Conditions Survey Per site

9 Ventilation Adequacy Assessment Per site

10 PPE Requirements Survey Per site

Total

6.1 Pricing requirements:

 Travel cost shall be in accordance with Department of Transport (DOT) rates, Service Provider must therefore

submit applicable AA Certificate upon concluding Service level agreement with the Municipality

 Disbursements (actual cost of accommodation) shall be claimed at actual cost in accordance with National

Treasury rates

 CPI-based escalation will apply in Month 13 and again in Month 25, Service Provider must notify the

Municipality one (01) month in advance of escalation implementation.

 Rates must be inclusive of 15% VAT.

 The municipality reserves the right to negotiate fees with the successful bidder, where necessary.

 Failure to complete the Pricing Schedule in full shall render the bid non-responsive.

A. Functionality

The bids will be evaluated on the basis of the Preferential Procurement Policy Framework Act (Act No.5, 2000), and the

regulations pertaining thereto (2022), as well as the Joe Gqabi District Municipality’s Supply Chain Management Policy

80/20 preference point system will be used.

Criteria evidence required minimum points maximum points

Company experience

1. Capacity assessment

Number of projects

completed in the public Attach proof of previously completed projects.

sector Acceptable proof includes: 9 18

a. Appointment letters or>6 projects – 18 points

b. Orders/ service invoice or

c. Contract

3 projects – 9 points

And

< 3 projects – 0 points

Performance assessment

For each completed project as mentioned

above complete corresponding JGDM

Performance Assessment Form (attached in

the tender document) signed and stamped by

each previous client for the submitted projects

for each Appointment letter OR Order OR

Contract

Experience of certified occupational hygienist/ technologist

Number of years Attach CV of Certified Occupational 15 30

practicing as a Certified Hygienist/Technologist employed by the bidder.

Occupational Atleast three contactable references to be

Hygienist/Technologist included

5 yrs 30 points

4– 5 years 25 points

1 – 3 years 15 points

Total 24 48

 Bidders must obtain minimum of 24 out of 48 points to qualify for the evaluation of price and preference points.

 Bidders must obtain minimum required points for each sub-criterion.

Price and Specific goals

Price : 80

Specific Goals: 20

B. Specific Goals

Maximum points of 20 points will be awarded to tenderer for the specific goals for the tenderer; points scored on specific

goals will be added to the points scored for price. Bidders are required to submit evidence as requested below to be able to

be awarded points. Failure to submit evidence as required will result on bidders not being awarded points.

Specific Goals Points Points Claimed Evidence required

(Bidders must claim

points)

1.HDI

1.1 51 % owned by Black 4 Attach copy of Identity documents of

Directors, Central Supplier database form

1.2 51 % owned by Women 2 (CSD) and Company Registration

Documents.

1.3 51 % owned by Youth 2

1.4 51 % owned by Disabled 2

2.Locality

Within the boundaries of the Joe Gqabi 10 Attach a proof of company office address

District Municipality (JGDM) (Municipal account of owner of the relevant

premises, not older than 90 days or

Within the boundaries of the Eastern Cape 5 Municipal Clearance certificate or lease

but outside JGDM agreement clearly ascribing responsibility of

municipal services/ levies (Lessor or Lessee)

Outside of the boundaries of the Eastern 0

or proof of address and affidavit from village

Cape

residents only). Address as noted on CSD

shall be deemed the Bidders address.

Total 20

NB: Failure to submit evidence as required will result on bidders not being awarded points.

8. General conditions

General conditions of the contract will apply in this bid.

9. Duration

3 Years

10. Validity of the bid

120 days validity period

Receipt, closing date and opening of the bid proposals

Completed quotation documents must be placed in a sealed envelope clearly marked “PROVISION OF HYGIENE

Survey services (biennial requirement) for the joe gqabi district municipality for a period

OF THREE (3) YEARS - JGDM2026/27-005” with an accompanying electronic submission on USB flash drive clearly

marked with the specific tender number. These must be deposited in the Tender Box of Joe Gqabi District Municipality,

situated outside the front entrance of Main Offices Building, at Corner of Cole and Graham Streets, Barkly East not later

than 12h00 pm on 18 AUGUST 2026.

Supply chain management policy prerequisites

The Joe Gqabi District Municipality [JGDM] has identified a general set of prerequisites for procurement. Bids will

not be considered should the prerequisites not be met.

1.1 General prerequisites