What are the submission requirements for this tender (Ref: JGDM2026/27-007)?

• Submit bid documents in a sealed envelope clearly marked with the tender title and reference number JGDM2026/27-007. • Include an electronic submission on a USB flash drive clearly marked with the tender number. • Deposit submissions in the formal Tender Box outside the Main Building at Joe Gqabi District Municipality, Corner of Cole & Graham Streets, Barkly East. • Closing date and time: 18 August 2026 at 12:00 noon. • Bids must remain valid for 120 days after the closing date. • Bids that are late, incomplete, unsigned, submitted by fax or email, or not deposited in the tender box will not be accepted. • All pages must be signed where necessary; use of Tippex or erasable ink will render the bid non-responsive. • Joint ventures/consortiums must provide signed copies of agreements and all returnable documents for each partner. • Failure to complete and submit all required information will result in the bid being deemed non-responsive.

How will bids be evaluated?

{ "general": [ "Must **not** be a person in the service of the state.", "Must be **registered on the Central Supplier Database (CSD)**.", "Must comply with **Joe Gqabi District Municipality SCM Policy**.", "Bids must be **original, complete, and signed** (no fax/email submissions).", "No use of **Tippex or erasable ink** allowed." ], "functionality": { "minimumPoints": 24, "maxPoints": 38, "criteria": [ { "name": "Company Experience (Capacity)", "maxPoints": 18, "subCriteria": [ { "projects": ">6 projects", "points": 18 }, { "projects": "3 projects", "points": 9 }, { "projects": "<3 projects", "points": 0 } ], "evidence": "Appointment letters, orders, contracts, invoices, and signed performance assessment forms." }, { "name": "Methodology", "maxPoints": 20, "subCriteria": [ { "quality": "Comprehensive (covers all TOR requirements)", "points": 20 }, { "quality": "Good (covers all TOR but lacks detail)", "points": 15 }, { "quality": "Poor (does not comply with TOR)", "points": 0 } ], "requirements": "Must address receipt, offloading, weighing, destruction, compliance, verification, and certification." } ] }, "specificGoals": { "maxPoints": 20, "criteria": [ { "name": "HDI (Historically Disadvantaged Individuals)", "subCriteria": [ { "description": "51% Black-owned", "points": 4, "evidence": "ID copies of directors, CSD form, company registration." }, { "description": "51% Women-owned", "points": 2, "evidence": "Same as above." }, { "description": "51% Youth-owned", "points": 2, "evidence": "Same as above." }, { "description": "51% Disabled-owned", "points": 2, "evidence": "Same as above." } ] }, { "name": "Locality", "subCriteria": [ { "description": "Within JGDM boundaries", "points": 10, "evidence": "Municipal account (<90 days), lease agreement, or affidavit." }, { "description": "Within Eastern Cape but outside JGDM", "points": 5, "evidence": "Same as above." }, { "description": "Outside Eastern Cape", "points": 0 } ] } ], "note": "Failure to submit evidence results in **0 points** for the criterion." } }

What are the technical specifications?

• Scope: Secure disposal of municipal documents as and when required over three years, with an initial batch of approximately 10,000 kg. • Municipality transports documents to the disposal site; service provider is responsible for secure offloading and destruction. • Destruction methods: shredding, pulping, or incineration to render documents beyond recognition. • Process must occur within an agreed timeframe at a secure, designated facility. • A municipal representative will observe the disposal to ensure compliance with policies and legal requirements. • Service provider must provide a Certificate of Destruction confirming date, method, weight, and compliance with legal and environmental standards. • Weighing equipment must be calibrated by a SANAS-accredited laboratory; calibration certificate must be available upon request.

What financial requirements apply to bidders?

• Pricing must be submitted in the prescribed schedule, showing rates per unit of measure (e.g., per kg, per batch) excluding VAT. • Rates must be fixed for 12 months; CPI escalation applies from month 13 and 25, with supplier responsible for notifying the municipality 30 days prior. • Prices must include all operational costs, including labour, equipment, compliance, and environmental controls. • Failure to complete the pricing schedule in full will render the bid non-responsive. • Payment terms: Invoices must be accompanied by a delivery note; payments will be made within 30 days of a valid tax invoice.

What compliance and legal requirements must bidders meet?

• Mandatory registration on the National Treasury Central Supplier Database (CSD). • SARS tax reference number must be declared on the bid cover page; separate Tax Clearance Certificates required for each party in a trust, joint venture, or consortium. • B-BBEE Specific Goals: Points awarded for 51% ownership by Black persons, Women, Youth, and Disabled persons. Evidence includes CSD forms and company registration documents. • Locality points require proof of company office address (e.g., municipal account not older than 90 days, clearance certificate, lease agreement, or affidavit). • General prerequisites: Proof of company registration, completed Declaration of Interest form, bid completed in black ink on original documents, and documents remaining intact. • Joint ventures awarded a contract must register as a separate company with SARS and have a separate bank account. • No bids from persons in the service of the state will be considered.

What are the important dates and deadlines for this tender?

• Closing date: 18 August 2026. • Closing time: 12:00 noon. • Bid documents available for download from www.etenders.gov.za and www.jgdm.gov.za from 17 July 2026. • Hard copies available from Joe Gqabi District Municipality SCM offices from 17 July 2026 upon payment of a non-refundable fee of R200.00. • No briefing session is scheduled.

Who should be contacted for queries about this tender?

• Technical enquiries: Mrs L Matyesini (Manager Council Support) – Email: lungisa@jgdm.gov.za, Tel: 045 979 3013 (08:00–16:00, Mon–Fri). • Evaluation criteria enquiries: Mr Thomas Maseko (Manager Supply Chain Management) – Email: masekot@jgdm.gov.za, Tel: 045 979 3160 (08:00–16:00, Mon–Fri). • Municipal address: Joe Gqabi District Municipality, Corner Cole & Graham Street, Barkly East, 9786. Tel: 045 979 3000, Fax: 045 971 0251.

Secure Document Disposal Service Joe Gqabi District Municipality

Mandatory registration on the National Treasury Central Supplier Database (CSD) and valid SARS tax reference number. - Submission of a detailed methodology for secure document destruction, including receipt, offloading, weighing, and disposal processes. - Compliance with POPIA, ISO 9001, and environmental regulations, with a SANAS-accredited calibration certificate for weighing equipment. - Provision of a Certificate of Destruction for each batch, confirming date, method, weight, and legal compliance. - Pricing must be fixed for 12 months, with CPI escalation applicable from month 13 and 25; all operational costs must be included. - Bids must score a minimum of 24/38 in functionality assessment and pass 80/20 Preference Point System evaluation. - Submissions must be in a sealed envelope with USB backup, deposited in the tender box by 18 August 2026 at 12:00 noon, and remain valid for 120 days.

Re-advertisement: provision of a secure document disposal service as and when required for a period of three (3) years

Provision of a secure document disposal service as and when required for a period of three years.
Service involves secure offloading, destruction, and certification for municipal documents, with an initial batch of approximately 10,000 kg.
Destruction methods include shredding, pulping, or incineration at a secure facility.

Closing date: 18 August 2026.
Closing time: 12:00 noon.
Bid documents available for download from www.etenders.gov.za and www.jgdm.gov.za from 17 July 2026.
Hard copies available from Joe Gqabi District Municipality SCM offices from 17 July 2026 upon payment of a non-refundable fee of R200.00.
No briefing session is scheduled.

Technical enquiries: Mrs L Matyesini (Manager Council Support) – Email: [email protected], Tel: 045 979 3013 (08:00–16:00, Mon–Fri).
Evaluation criteria enquiries: Mr Thomas Maseko (Manager Supply Chain Management) – Email: [email protected], Tel: 045 979 3160 (08:00–16:00, Mon–Fri).
Municipal address: Joe Gqabi District Municipality, Corner Cole & Graham Street, Barkly East, 9786. Tel: 045 979 3000, Fax: 045 971 0251.

Submit bid documents in a sealed envelope clearly marked with the tender title and reference number JGDM2026/27-007.
Include an electronic submission on a USB flash drive clearly marked with the tender number.
Deposit submissions in the formal Tender Box outside the Main Building at Joe Gqabi District Municipality, Corner of Cole & Graham Streets, Barkly East.
Closing date and time: 18 August 2026 at 12:00 noon.
Bids must remain valid for 120 days after the closing date.
Bids that are late, incomplete, unsigned, submitted by fax or email, or not deposited in the tender box will not be accepted.
All pages must be signed where necessary; use of Tippex or erasable ink will render the bid non-responsive.
Joint ventures/consortiums must provide signed copies of agreements and all returnable documents for each partner.
Failure to complete and submit all required information will result in the bid being deemed non-responsive.

All pages must be signed where necessary; additional annexures accepted only if cross-referenced and signed.
Joint ventures must provide signed copies of agreements and all returnable documents for each partner.

Scope: Secure disposal of municipal documents as and when required over three years, with an initial batch of approximately 10,000 kg.
Municipality transports documents to the disposal site; service provider is responsible for secure offloading and destruction.
Destruction methods: shredding, pulping, or incineration to render documents beyond recognition.
Process must occur within an agreed timeframe at a secure, designated facility.
A municipal representative will observe the disposal to ensure compliance with policies and legal requirements.
Service provider must provide a Certificate of Destruction confirming date, method, weight, and compliance with legal and environmental standards.
Weighing equipment must be calibrated by a SANAS-accredited laboratory; calibration certificate must be available upon request.

Service provider must implement a controlled, secure, and traceable destruction methodology covering receipt and handover, secure offloading and controlled access, verification and weighing, destruction process, environmental and legal compliance, post-destruction verification, and issuance of Certificate of Destruction.
Detailed methodology proposal is required in the bid, addressing all stages outlined in the terms of reference.

Bidders must demonstrate experience in document destruction services, with points awarded based on number of completed projects (e.g., >6 projects = 18 points, 3 projects = 9 points).
Evidence includes appointment letters, orders, contracts, or service invoices, plus completed JGDM Performance Assessment Forms signed by previous clients.
References must be provided, with assessment forms attached to the tender submission.

Service provider must adhere to ISO 9001 and all applicable legislation, including POPIA.
A Certificate of Destruction must be issued upon completion, confirming compliance with legal, regulatory, and environmental requirements.
Calibration certificate for weighing equipment must be issued by a SANAS-accredited laboratory and made available upon request.
The municipality may inspect premises and records related to performance.
Poor performance, including failure to destroy documents timely or completely, breach of confidentiality, or non-compliance, may lead to remedial action, penalties, or termination.

Pricing schedule must include: secure document destruction (per kg), offloading and handling (per batch), weighing and verification (per batch), and issuance of Certificate of Destruction (per batch).
Rates fixed for 12 months; CPI escalation applies from month 13 and 25.
Prices must include all operational costs.
Failure to complete the schedule renders the bid non-responsive.

Pricing must be submitted in the prescribed schedule, showing rates per unit of measure (e.g., per kg, per batch) excluding VAT.
Rates must be fixed for 12 months; CPI escalation applies from month 13 and 25, with supplier responsible for notifying the municipality 30 days prior.
Prices must include all operational costs, including labour, equipment, compliance, and environmental controls.
Failure to complete the pricing schedule in full will render the bid non-responsive.
Payment terms: Invoices must be accompanied by a delivery note; payments will be made within 30 days of a valid tax invoice.

Mandatory registration on the National Treasury Central Supplier Database (CSD).
SARS tax reference number must be declared on the bid cover page; separate Tax Clearance Certificates required for each party in a trust, joint venture, or consortium.
B-BBEE Specific Goals: Points awarded for 51% ownership by Black persons, Women, Youth, and Disabled persons. Evidence includes CSD forms and company registration documents.
Locality points require proof of company office address (e.g., municipal account not older than 90 days, clearance certificate, lease agreement, or affidavit).
General prerequisites: Proof of company registration, completed Declaration of Interest form, bid completed in black ink on original documents, and documents remaining intact.
Joint ventures awarded a contract must register as a separate company with SARS and have a separate bank account.
No bids from persons in the service of the state will be considered.

Specific Goals include HDI ownership (51% by Black, Women, Youth, Disabled persons) and locality within Joe Gqabi District Municipality or Eastern Cape.
Points awarded: Black ownership (4), Women (2), Youth (2), Disabled (2); locality within JGDM (10), within Eastern Cape but outside JGDM (5).
Evidence required: CSD forms, company registration documents, and proof of address.

All destruction activities must comply with occupational health and safety requirements.
Personnel must be vetted and trained in confidentiality and information security procedures.
Secure, access-controlled areas must be maintained during offloading and destruction.

All destruction activities must comply with environmental legislation and waste management regulations.
Certificate of Destruction must confirm compliance with environmental requirements.
Pricing must include environmental controls.

Contract duration: 36 months.
General Conditions of Contract apply, covering definitions, application, standards, confidentiality, patent rights, performance security, inspections, packaging, delivery, insurance, transportation, incidental services, spare parts, warranty, payment, prices, amendments, assignment, subcontracts, delays, penalties, termination for default, anti-dumping duties, force majeure, termination for insolvency, dispute settlement, limitation of liability, governing language (English), applicable law (South African), notices, taxes and duties, transfer, and amendments.
Performance security may be required within 30 days of award in the form of a bank guarantee or certified cheque.
Warranty: Goods/services warranted for 36 months after delivery or 18 months after shipment, whichever is earlier.
Price escalation based on CPI from month 13 and 25.
The municipality reserves the right to extend the tender period or alter conditions at its discretion.

Service provider must make calibration certificate available annually or upon request.
Certificate must be issued by a SANAS-accredited laboratory.
Deliverables include secure offloading, lawful disposal, and valid Certificate of Destruction.
Methodology must be detailed, covering receipt, handover, offloading, weighing, destruction, compliance, verification, and certification.

Bidders must be registered on the CSD.
SARS tax reference number must be declared; separate Tax Clearance Certificates required for joint ventures/consortiums.
Proof of company registration and completed Declaration of Interest form required.
Bid must be completed in black ink on original documents; documents must remain intact.
Joint ventures awarded a contract must register as a separate company with SARS and have a separate bank account.

Additional details on functionality scoring: Company experience (capacity and performance assessment) and methodology (comprehensive coverage of scope requirements).
Minimum score of 24 out of 38 points required to qualify for price and preference evaluation.

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