Hiring of waste collection fleet, grave digging, and illegal dumping cleanup services for lepelle-nkumpi municipality (36 months)

• Closing Date: 24 August 2026.
• Closing Time: 11:00 AM.
• Bid Validity Period: 90 days from the closing date.

• For technical enquiries (Community Services): Mr. Kanyane Lwaleng, Tel: 015 633 4574, Email: [email protected].
• For bidding/procurement enquiries (Supply Chain Management): Ms. Mavhungu E, Tel: 015 633 4616/4531/4538, Email: [email protected].
• Submission Address: Lepelle-Nkumpi Local Municipality, Civic Centre, Unit 170 BA, Lebowakgomo, 0737.

• Submit your bid in a sealed envelope clearly marked with the bid number LNM067/2025/26 and description.
• Deposit the envelope in the bid box at Lepelle-Nkumpi Local Municipality, Civic Centre, Unit 170 BA, Lebowakgomo, 0737, by 11:00 AM on 24 August 2026.
• Late bids, faxed bids, or emailed bids will not be accepted. Courier services must ensure delivery to the bid box before the deadline.
• Use only the official forms provided; do not retype them.
• Complete all pages: sign or initial every page, and sign any alterations. The use of Tippex or non-indelible ink will disqualify your bid.
• Attach the following mandatory documents:

1. Copy of company registration certificate (if applicable).
2. Certified copies of IDs for all directors (certification not older than 3 months).
3. Tax compliance PIN or CSD number completed in MBD Form 1.
4. Authority for signatory (e.g., resolution for multiple directors).
5. Valid Letter of Good Standing from the Department of Labour (COIDA).
6. Proof of municipal rates (on municipality letterhead, not older than 90 days) or an affidavit from SAPS or a letter from traditional authority or a signed lease agreement showing liability for rates.

• Bids remain valid for 90 days from the closing date. Failure to respond to an extension request will be taken as acceptance.
• All bidders must be registered on the National Treasury Central Supplier Database (CSD).

Must be registered on National Treasury Central Supplier Database (CSD); not be in service of the state; submit audited financial statements if procurement exceeds R10 million; have no undisputed municipal service payments overdue >30 days; not be listed on Restricted Suppliers Database or Tender Defaulters Register; have no fraud/corruption convictions in past 5 years; and meet administrative compliance (sealed envelope, correct bid box, completed MBD forms).

Scope: Provide services on an 'as and when required' basis for 36 months from appointment.

• Services Required:

1. Cleaning of illegal dumping in all wards.
2. Collection of waste.
3. Digging of graves.

• Required Machinery:

• 6 cubic metre tipper truck or larger.
• TLB (Tractor-Loader-Backhoe).
• Skip truck.
• Compactor truck.
• Grab truck.

• Specifications:

• Perform cleaning, waste collection, and grave digging as per municipal instructions.
• Supply and install 'No Dumping' signs (100mm x 75mm, reflective) at cleaned sites.
• Signs must state: 'No dumping, Fine R1000, report illegal dumping 0800 222 011'.

• Reporting:

• Provide reports for each service, including pre- and post-photos for illegal dumping cleanup.
• Include trip records from the landfill site.
• Report on number of graves dug and waste collection undertaken.

• Invoicing: Invoice the municipality after each completed instruction, with all necessary reports attached.
• Rates: Quote hourly 'wet rates' (including driver) for each machinery type, maximum 8 hours per day.
• Disposal: All collected waste must be deposited at the landfill site in Lenting village at no cost.

• Company Experience: Bidders must demonstrate previous experience in similar services. Scoring is based on the number of appointment letters with reference letters from previous clients:

• 1-2 letters: 10 points.
• 3-5 letters: 30 points.
• 6-7 letters: 40 points.
• 8 or more letters: 50 points.

• Delivery Capacity: Bidders must prove access to required machinery (scored separately).

• Submit firm prices in the provided pricing schedule format.
• Quote hourly wet rates (including driver) for Year 1, Year 2, and Year 3 for:

• Hiring of TLB (for grave digging and cleaning).
• Hiring of compactor truck.
• Hiring of skip truck.
• Hiring of grab truck.
• Transportation of waste material (rate per kilometer).
• Supply and installation of sign boards (rate per unit).

• Include all applicable taxes (VAT, PAYE, income tax, UIF, SDL) in the bid price.
• Prices must be valid for the entire contract period.

• Pricing Format: Submit firm prices only. Non-firm prices or prices subject to exchange rate variations will not be considered.
• Pricing Schedule: Provide hourly wet rates (including driver) for Year 1, Year 2, and Year 3 for:

• Hiring of TLB (for grave digging and cleaning).
• Hiring of compactor truck.
• Hiring of skip truck.
• Hiring of grab truck.
• Transportation of waste material (rate per kilometer).
• Supply and installation of sign boards (rate per unit).

• All prices must include VAT (15%).
• Financial Capacity: If the procurement value exceeds R10 million (VAT included), bidders may be required to submit audited annual financial statements for the past three years.
• Bidders must confirm they have no overdue municipal rates or service charges older than 30 days.

• Tax Compliance: Provide a valid Tax Compliance Status (TCS) PIN from SARS or a Central Supplier Database (CSD) number. Foreign suppliers must complete a pre-award questionnaire.
• Central Supplier Database: All bidders must be registered on the National Treasury CSD.
• B-BBEE/Preference Points: Claim points for specific goals as per the Preferential Procurement Regulations 2022 (80/20 system). Submit proof for black ownership, residency, women ownership, disabled ownership, and youth ownership via CSD or supporting documents.
• Company Registration: Submit a copy of the company registration certificate (if applicable).
• COIDA: Provide a valid Letter of Good Standing from the Department of Labour.
• Declarations: Complete and submit mandatory MBD forms: MBD 1, 3.1, 4, 6.1, 8, and 9. These include declarations of interest, past SCM practices, and independent bid determination.
• Directors' IDs: Attach certified copies of IDs for all directors (certification not older than 3 months).
• Municipal Rates: Provide proof of municipal rates payment or acceptable alternative (affidavit, traditional authority letter, or lease agreement).

• Machinery Access: Bidders must demonstrate access to required machinery (TLB, compactor truck, skip truck, grab truck, tipper truck) either through ownership or lease.
• Proof for Ownership: Provide certified vehicle registration and valid license disk in company name.
• Proof for Lease: Provide a valid lease agreement or letter of intent to lease, along with certified vehicle registration and valid license disk for the vehicle to be leased.

• Waste Disposal: All collected waste must be deposited at the designated landfill site in Lenting village at no cost.
• Signage: After cleaning illegal dumping sites, install 'No Dumping' signs (100mm x 75mm, reflective) with the text: 'No dumping, Fine R1000, report illegal dumping 0800 222 011'.

• Contract Documents: The successful bidder must sign a written contract (MBD 7.1). The contract includes the bidding documents, proof of tax compliance, pricing schedule, technical specifications, preference claim forms, declarations of interest and past SCM practices, certificate of independent bid determination, special conditions, and general conditions of contract.
• Bid Validity: Bids are valid for 90 days from the closing date. Extension may be requested.
• Payment Terms: The municipality undertakes to pay within 30 days after receipt of an invoice accompanied by a delivery note.
• Compliance: Bidders must comply with the Preferential Procurement Policy Framework Act, Municipal Supply Chain Management Policy, and General Conditions of Contract.
• Declarations: Bidders must complete declarations regarding state employment, conflicts of interest, and past contract performance.