Appointment of a service proveider for compilation of general valuation and maintenance of supplementary roll for a period of five (5) years 2027-2032

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Form “d” responsiveness and evaluation criteria

The Municipality will adjudicate and award bids in accordance with the revised PPPFA Regulation and

Municipal’s Supply Chain Management Policy, 80/20-point system, where 80 points will be allocated for price

and 20 points will be allocated for Special goals.

at Municipal Offices (Civic Centre) 170 BA, Unit F Lebowakgomo, on or before closing date and time. The

use, condition and functionality. Schedule of estimated building sizes

Quality of building rating

1. Delay in complying with stage 1 of the tender, R 1500 per day until completion.
2. Delay in complying with stage 2 of the tender, R 1500 per day until completion.
3. Delay in complying with stage 3 of the tender, R 1500 per day until completion.
4. Delay in complying with stage 4 of the tender, R 1500 per day until completion.
5. Delay in complying with stage 5 of the tender, R 1500 per day until completion.
6. Delay in complying with stage 6 of the tender, R 1500 per day until completion.
7. Delay in complying with stage 7 of the tender, R1500 per day until completion.

Tenderer is in default in complying with the deadlines of either stage 1 or 2 and that Tenderer has failed to

should be deposited in the bid box

at Municipal Offices (Civic Centre) 170 BA, Unit F Lebowakgomo, on or before closing date and time. The

municipality will not take any responsibility for lost documents due to poor packaging.

Bids will remain valid for 90 days from the date of closing. In case the validity period of a bid is extended,

failure to submit any withdrawal/rejection of bid validity extension on/before the stipulated time and date will

be considered as acceptance of extension of validity period. No faxed/ e-mail bids will be accepted, service

providers using courier services should ensure that their documents are deposited into the bid box on or

before the closing date and time. It is not the responsibility of Municipal officials to accept bids from courier

services and take them to the bid box. All bidders must be registered on the National Treasury Central

Supplier Database.

Enquiries relating to bid documents:

1. Supply Chain Management unit – Ms. Mavhungu E (015) 633 4616/4545
2. LED – Ms Gafane P (015) 633 4611

Dr. ML CHAUKE

maintenance of supplementary valuation roll for a period of five (5) years. Tenders are invited from experienced

and suitably qualified Tenderer(s) to compile and maintain valuation roll/s and supplementary valuation rolls.

Tenderer(s) will be required to compile a Valuation Roll and Supplementary Valuation Rolls for the period: -

01 July 2027 to 30 June 2032.

In addition to compiling the said valuation rolls, Tenderer’s nominated person/s will be required to assist

municipality in: -

(1) The preparation of the Rates Policy in terms of the Act in regard to valuation matters.

(2) Community Participation and Public Awareness relating to the valuation and objection Process.

(3) Attending to Valuation Enquiries on behalf of the municipality.

Tenderer’s nominated person/s will be required to undertake the following functions and/or services: -

(4) Valuation of different categories of properties in terms of Section 8(2).

(5) Valuation of multiple purpose properties in terms of Section (9) and the review thereof, if so required by

municipality.

(6) Exemptions, reductions or rebates in terms of Section 15 and the reviews thereof, if required by municipality.

(7) Compile valuations in terms of Section 7(1) and subject to the provisions of

Section 30(2), where applicable.

(8) Compliance with the provisions of Section 30.

(9) Compile the valuation rolls as at date of valuation in terms of Section 31.

(10) Comply fully with Section 34 – Functions of Municipal Valuer.

(11) Section 36 – Data Collectors. Assume responsibility for their performance.

(12) Comply with Section 37 – Delegation where applicable and if necessary.

(13) Comply with Section 39 – Qualifications of Municipal Valuers.

(14) Comply with Section 40 – Prescribed Declarations.

(15) Comply with Section 41 – Inspection of property within defined days and times.

(16) Comply with Section 42 – Access to Information.

(17) Comply with Section 43 – Conduct of Valuers.

(18) Comply with Section 44 – Protection of Information.

(19) Comply with Section 45 – Valuation methodology and Section 13 hereof.

(20) Comply with Section 46 – General basis of valuation.

(21) Comply with Section 47 – Sectional Title Schemes.

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(22) Comply with Section 48 – Content of valuation roll including any additional information that the municipality

may require in terms of this tender.

(23) Comply with Section 51 – Processing of objections, if so required by municipality.

(24) Comply with Section 52(1)(3) – Compulsory review.

(25) Comply with Section 53 – Notification.

(26) Comply with Section 69 – Decision of Valuation Appeal Board and Section 34(f).

(27) Comply with Section 78 – Supplementary valuations including annual reviews of multiple properties in

terms of Section 9 and properties affected in terms of Section 15 of the Act, if so required by municipality.

(28) Comply with Section 81 & 82 of the Act. Tenderer(s)/Nominated Person(s) shall provide and make

available all data and valuations for purposes of internal monitoring by the municipality as well as monitoring

by the MEC for local government in terms of Section 81(1) of the Act and the Minister in terms of Section 82(1)

of the Act.

33 (1) as the municipal valuer

Full names: ________________________________________________________

I.D. Number: ________________________________________________________

Professional qualifications: ______________________________________

Professional registration NO: ____________________________________

(Attach certified copy of certificates)

Have you ever been disqualified as a valuer? If yes, full details and reasons to be supplied.

supplied by him either voluntarily or on behalf of the municipality, such aerial photographs and/or satellite

imagery will become the data of the municipality, and the Tenderer shall have no lien thereon.

Notwithstanding Section 45(2)(a) of the Act, whereby inspections are optional, Tenderer will be required to

adhere to the following minimum data collection requirements: -

In all cases the following data will be applicable: -

• Extent of erf

• Date of purchase (where available)

• Purchase price (where available)

• Multiple use (if applicable)

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• Name of owner (including part owners)

• Street address (where available)

• Zoning and use

In addition to the above data the following minimum data is required: -

13.1 Residential erven and buildings

• Copy of Proclamation Notice
• Amendment scheme

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• Services agreement

16 Annual inspection and review ✓

of section 9 &

15 properties referred to in the

Act

17 Monthly diagrams from ✓

surveyor general

18 Notices appearing in ✓

government/provincial

gazettes relating to properties

within the municipality

19 Annual review of rates policy ✓

copy thereof

Note: Where the municipality fails to provide the Tenderer with any of the information it undertakes to do so in

terms hereof resulting in delays being incurred in the compilation of the supplementary valuations and/or the

supplementary valuation rolls, Tenderer will not be held liable for any such delays. Tenderer will however be

held fully liable for any delays in the submission of supplementary valuations to the municipality.

1 Initial Data collection, deeds download, existing valuation roll download, 1 Month Oct 2026

establishment of

master file, comparison between newly created property master and

existing Municipal valuation records or where no existing valuation roll

exists creation of property master.

2 Obtaining of new data necessary to compile valuations: - 2 Months Oct 2026 to

Including inspections, data capture, sales, measurements, rentals, Nov 2026

expense ratios etc.

3 Valuation compilation 3 Months Dec 2026 to

Feb 2027

4 Internal Monitoring and Submission of draft roll 1 Month March 2027

5 Corrections and submission of certified roll and reconciliation between 1 – 2 March 2027

property master file and existing valuation records of the municipality Months to Apr 2027

6 Objections process as per Act 1 - 2 May 2027

Months to Jun 2027

Maintenance of supplementary roll for a period of five (5) years

2027-2032

In compliance with the local government: municipal property rates act, 2004

(Act NO. )

Date of Valuation: shall mean the Date of Valuation as determined by municipality in terms of the Act;

Date of Draft Submission: shall mean the date upon which the municipality if so required by them requires

the nominated person to submit data relevant to the valuation roll to enable the municipality to use such data

in the preparation of their rates policy and tariffs;

Date of Final Submission: shall mean the date upon which the certified roll/s are handed to the municipality

by the nominated person(s);

Specialised Properties: Specialised Properties are all properties other than residential dwellings, agricultural

farming units, typical income producing properties and include inter alia the following type of properties:

• Regional Shopping Centres
• Hotels
• Conference Centres
• Quarries
• Mines
• Grain Depots
• Private Hospitals
• Provincial and/or State buildings such as Civic Centres, Prisons etc.
• Airports, Harbours and Stations
• Steel Manufacturer e.g. Iscor
• Cement Factory

the difference of entries, and the price will be calculated on the type of category relating to the entry under

item on Price Schedule.

owned properties as well as categories of properties in terms of the rates policy of the municipality.

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of the certified roll and subsequent rendering of Municipal rates and taxes accounts.

Tenderer(s) may be required to attend meetings in regard to the rating policy as well as being involved in public

awareness relating to the valuation process. Tenderer(s) may be required by the municipality to handle all

valuation enquiries on their behalf particularly during the objection notice period and the months during which

the first rates account based on the new valuation roll are levied. The costs hereof are set out in Schedule 3

hereof.

15 Occupation Certificates ✓ where Available 16 Town planning scheme ✓ 17 With each approved ✓ Subdivision, consolidation and/or Township Proclamation or opening of a Township Register.

Copy of Proclamation Notice

Amendment scheme

Services agreement

18- 14.3 SUPPLEMENTARY VALUATION ROLL Municipality will specify which of the following data it will make available to Tenderer and what data it requires Tenderer to obtain at their cost. DATA RELATING TO THE COMPILATION OF SUPPLEMENTARY VALUATION ROLLS. NO. FUNCTION MUNICIPALITY TO TENDERER TO PROVIDE/OBTAIN PROVIDE 1 Aerial photographs/satellite If municipality does not provide aerials: Imagery Municipality to state clearly whether they require Tenderer to obtain aerials (at the cost of Tenderer) or whether Tenderer can decide, at his discretion, to use aerial photography or not. 2 Building plans and schedule ✓ of monthly completed buildings. 3 Cadastre monthly updates ✓ 4 Monthly copies of all offers ✓ received to purchase and/or lease Municipal properties 5 Monthly copies of all sales/ ✓ rental agreements relating to properties sold by municipality whether registered or not 6 Monthly copies of all consent ✓ use applications received, approved or declined 7 Monthly copies of all township ✓ applications, rezoning(s), consolidations, notarial ties submitted to municipality 8 Monthly copies of all ✓ approvals and/or rejections by municipality of the above 9 Monthly copies of all policy ✓ decisions relating to immovable property within municipality 10 Monthly copies of water and ✓ electricity deposits relating to properties not previously connected 11 Development Plan and ✓ changes thereto 12 Monthly clearance certificates ✓ 13 Occupation Certificates where ✓ available 14 Town planning scheme – ✓ updates thereof 15 With each approved ✓ subdivision, consolida- tion and/or Township Proclamation or opening of a Township Register.

Services agreement 16 Annual inspection and review ✓ of section 9 & 15 properties referred to in the Act 17 Monthly diagrams from ✓ surveyor general 18 Notices appearing in ✓ government/provincial gazettes relating to properties within the municipality 19 Annual review of rates policy ✓ copy thereof Note: Where the municipality fails to provide the Tenderer with any of the information it undertakes to do so in terms hereof resulting in delays being incurred in the compilation of the supplementary valuations and/or the supplementary valuation rolls, Tenderer will not be held liable for any such delays. Tenderer will however be held fully liable for any delays in the submission of supplementary valuations to the municipality. Where the municipality is not fulfilling their obligations in terms of this paragraph Tenderer will advise the Municipal Manager of such default and request that the default of municipality be rectified by them.

PRINTING AND BINDING OF ROLLS Tenderer shall be responsible for providing 5 (five) copies of the valuation roll, one of which will be certified by him. The valuation rolls shall be printed in A3 or A4 format, back-to-back and shall be appropriately indexed. The valuation roll shall be spirally bound, and each volume shall be numbered and contain a cover and back page. All pages of the valuation roll shall be consecutively numbered. The printing and binding of the valuation roll shall be for the account of the Tenderer. In addition, Tenderer shall provide the municipality with an electronic copy of the general valuation roll and supplementary rolls in a printable format. Additional copies of the general valuation roll and/or supplementary valuation rolls will be as indicated in Schedule 3 hereof.

VALUATION SYSTEM Tenderer shall satisfy municipality that its valuation system will adequately be capable of not only producing the valuation rolls but also storing historic data necessary in terms of the Promotion of Access to Information Act, Act . The minimum, requirements of the Valuation System must be as follows: - 16.1 If a mass valuation system is used by Tenderer, the system must be compatible with the valuation system of the municipality if applicable. 16.3 The valuation system must be compatible with the billing system of the municipality 16.4 The valuation system must have an audit trail, and the system must be able to verify all data that has an influence on values. 16.5 It must have adequate securities and controls to ensure that critical valuation data cannot be manipulated or corrupted. 16.6 In the case of property data

20- The valuation system must be able to store changes relating to inter alia;

Land use, zonings, size, subdivisions, consolidations, excisions, notarial ties etc.

Current and previous owners Date of sale and transfer Sales price

Title deed numbers

Type of sale i.e. vacant or improved 16.8 In the case of Valuations

All current and future valuations

All changes to valuations to be historically reflected

Ability to produce monthly supplementary rolls for auditing and checking purposes 16.9 Objections The valuation system must be capable of recording objections and appeals and must reflect

Name of objector

Name of owner

Objection number

Entry required by objector

Decision of valuer

Reasons of valuer Decision of appeal board

Existing valuations and valuations reflected in the valuation roll

Adjustments made by the appeal board

Historic records of all objections lodged in terms of the Act against the property from date of commencement and for the full duration hereof. 16.10 Other: The valuation System must be capable of storing inter alia: - Building plan data where used in the valuation process, site plans, aerial photographs, GIS data, and all other pertinent data on a historic basis. Such data must be capable of being linked to each erf in a way that a full history of all data from date of appointment in terms of this tender, pertaining to that erf can be extracted by reference to that erf. The valuation system must be capable of extracting all properties that are subject to multiple entries, rebates, reductions or exemptions. The valuation system must be able to extract properties on a specific owner type i.e. municipal properties, state owned properties as well as categories of properties in terms of the rates policy of the municipality.

21- The valuation system must also be able to extract vacant properties and other information that the municipality may require for statistical purposes. The valuation system must be able to download data directly from the deeds offices as well as recording and linking properties from various databases with the property key number of the Surveyor General. 17.1 DATA BACK UP AND DISASTER RECOVERY PLAN All data collected by Tenderer is the property of the municipality. Tenderer will be required at all times to fully protect such data against theft, data corruption, data espionage and data loss. The maintenance and protection of data on behalf of municipality is critical and vital. Tenderer will ensure that all data protected and backed up is capable of being restored and reinstalled into the valuation system of either municipality or Tenderer in less than seven working days from date of data disaster. Where Tenderer utilizes data collection methods such as aerial photographs, electronic measurements, GIS etc. such data will also have to be fully protected and capable of restoration in the event of a data disaster. All such data will be made available to municipality in a format specified by municipality. Municipality reserves the right to appoint either its own officials to assess the data protection and disaster recovery procedure or appoint independent specialists to evaluate and consider the merits and adequacy of the plan as set out under Schedule 4 hereof. Tenderer will comply with the following minimum requirements for data protection and data recovery

Tenderer will ensure that all data collected manually on paper be scanned into PDF document ‘read only’ format.

Tenderer shall keep an original copy of the document in conjunction with the document in electronic PDF format stored on magnetic based media.

Tenderer shall enforce all other static documents - formats are set as read only and set the relative permissions on GIS and all third-party data.

All data stored on any magnetic based media shall be hosted by an operating system capable of setting security permissions down to the individual file level.

B-BBEE Details: ION (MBD 9)

Annexure “h” general undertakings by the bidder

Annexure “i” general conditions of the contract (gcc)

Annexure “j” special conditions of contract (if any)

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Form a

Bid notice LNM063/2026/27

Appointment of a service provider for compilation of general valuation and

Maintenance of supplementary roll for a period of five (5) years

2027-2032

In compliance with the local government: municipal property rates act, 2004

(Act NO. )

The Municipality will adjudicate and award bids in accordance with the revised PPPFA Regulation and

Municipal’s Supply Chain Management Policy, 80/20-point system, where 80 points will be allocated for price

and 20 points will be allocated for Special goals.

Municipality reserves the right to negotiate further conditions of the bid and other requirements with the

successful bidder. The municipality reserves the right to appoint or not to appoint and is not obliged to accept

the lowest bid.

Bid documents will be available from the municipal website (www.lepelle-nkumpi.gov.za)/E-tenders portal,

downloadable for free and official closing time for submission of bids is 11H00.Bid document fully completed,

priced, sealed in an envelope marked with the bid number and description should be deposited in the bid box

at Municipal Offices (Civic Centre) 170 BA, Unit F Lebowakgomo, on or before closing date and time. The

municipality will not take any responsibility for lost documents due to poor packaging.

Bids will remain valid for 90 days from the date of closing. In case the validity period of a bid is extended,

failure to submit any withdrawal/rejection of bid validity extension on/before the stipulated time and date will

be considered as acceptance of extension of validity period. No faxed/ e-mail bids will be acce

and systems, whether electronic or hard copy, photographs, field sheets, aerial photographs and/or

satellite imagery and/or copies thereof, GIS data, including cadastral and other spatial data, deeds

records, sale and rental records and/or any other information that is obtained and used in the fulfilment

of this tender;

4. Data Ownership: all data obtained, collected and/or utilized in the compilation and maintenance of the

valuation roll and supplementary valuations rolls belongs to the municipality;

5. Data Transfer: all data utilised and/or collected by Tenderer including that of the data capturers, will be

transferred by the Tenderer to the municipality on a minimum of a monthly basis and in a format mutually

agreed upon. Wherever possible all data should be collected and transferred in a recognised electronic

format;

6. Property Master File: shall be defined as a property master file containing all property records of the

municipality relating to the valuation roll whether registered or not at date of valuation. Tenderer will be

required to record changes and maintain the property master file on an ongoing basis after creation

thereof. The total number of valuation entries contained in the master file may vary from the number of

entries appearing in the valuation roll. The Property Master File will include properties forming part of

the township owner’s interest account whether registered or not. The master file will also include the

entries of agricultural holdings excised into farms, farms proclaimed into townships and erven

consolidated.

to all properties registered or unregistered, forming part of either the master file and/or the valuation rolls

of the municipality. The master file and/or valuation rolls will cross refer all entries that are no longer live

deed office entries to their new counterparts appearing in the master file and/or valuation roll.

roll. It will not be necessary to obtain historic information relating to unregistered entries, other than those

appearing on the current valuation roll. All new unregistered entries are to be recorded on either the

master file and/or the valuation rolls. All consolidations, excisions, notarial ties, township proclamations

etc which result in unregistered records being created will be recorded from date of commencement of

this tender and shall continue for the full duration hereof.

01 July 2027 to 30 June 2028

01 July 2028 to 30 June 2029

01 July 2029 to 30 June 2030

01 July 2030 to 30 June 2031

01 July 2031 to 30 June 2032

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2.2. Objections

Tenderers must comply with the provisions of sections 51, 52 & 53 of the Act. The cost of complying with the

objection process.

2.3. Appeals

• Name of objector

• Name of owner

• Objection number

• Entry required by objector

• Decision of valuer

• Reasons of valuer Decision of appeal board

• Existing valuations and valuations reflected in the valuation roll

• Adjustments made by the appeal board

• Historic records of all objections lodged in terms of the Act against the property from date of commencement

and for the full duration hereof.

16.10 Other:

The valuation System must be capable of storing inter alia: -

etc. A condition of the contract will that of the field-sheets, data- information, cadastral plans, drawings, notes

and any other information on rateable properties or become the property of the municipality.

• Receive objections in terms of section 50(5)

• Comply with section 51 and where section 52(1) is applicable comply with section 52(a)

• Comply with section 53(1) and 53 (3)

Stage 7: VALUATION APPEALS BOARD HEARINGS:

In terms of section 34(f) Tenderer shall be obliged to attend all sittings of the Valuation Appeals Board.

Stage 8: ATTENDING TO ALL VALUATION ENQUIRIES:

Have you appeared in front of any valuation boards in terms of previous legislation?

Form “a” bid notice and invitation to bid (mbd 1)

Form “b” bid specification

Form “c” pricing schedule

Form “d” responsiveness and evaluation criteria

Annexure “a” pricing schedule – professional services (mbd 3.3)

Annexure “b” declaration of interest (mbd 4)

Annexure “c” declaration for procurement above r10 million (VAT

Included) (mbd 5)

Annexure “d” preferential procurement regulation form (mbd 6.1)

Annexure “e” contract form - purchase of goods/services (mbd 7.1)

Annexure “f” declaration of bidder’s past supply chain management

Practices (mbd 8)

Annexure “g” certificate of independent bid determination (mbd 9)

Annexure “h” general undertakings by the bidder

Annexure “i” general conditions of the contract (gcc)

Annexure “j” special conditions of contract (if any)

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methods of valuation are not appropriate in the determination of value, for properties of this nature, the

nominated person will be required to obtain the written approval from the municipality for the method of

valuation or technique of valuation to be applied in the valuation of such properties;

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tender document, Tenderer shall be given 30 days’ written notice to remedy such default failing which, the

municipality will be allowed to cancel this appointment without further notice.

9.1 Serious default of this contract shall include but not be limited to;

• Non-compliance to submission dates
• Breach of confidentiality and/or conflict of interest;
• Inadequate valuation performance in terms of sections 51 and 52 of the Act and/or the results of any

Tenderer shall submit proof in terms of Schedule 8 hereof relating to Professional Indemnity Insurance

relating to the nominated person/s to a minimum value of R1,000,000.00 and Public Liability Insurance held

by Tenderer for a minimum value of R500,000.00.

delays in the finalisation of the annual rates policy, which will ultimately affect the determination of the rates

structure of the municipality.