Land tenure upgrading & formalisation tender – moretele local municipality, north west

Compulsory briefing session: 08 October 2026. Time and venue not stated. Attendance certificate must be submitted with bid.

Supply chain enquiries:

• Contact: Ms Modiegi Phenya
• Telephone: (012) 716 1413

Technical enquiries:

• Contact: Ms Latani Nemavhola
• Telephone: (012) 716 1320/21

Submission address:

Finance Section

Moretele Local Municipality

4065 B Mathibestad

Submission method: sealed, clearly marked bids placed in the Bid box at the Finance Section, Moretele Local Municipality, 4065 B Mathibestad.

Closing: 30 October 2026 (bids opened in public at closing).

Late bids will not be accepted.

Bids must be fully completed and initialled on every page; dismantling the bid document results in automatic disqualification.

Returnable documents (all must be submitted):

• Valid original SARS Tax Clearance Certificate and PIN
• Company profile
• Certified ID of Director(s)
• Authority to Sign (with resolution/power of attorney as applicable)
• Key personnel CVs and certified qualifications
• Company registration documents
• Certified copy or original B-BBEE Status Level Validation Certificate
• Proof of Professional Body Registration(s)
• Municipal rates and taxes not older than 3 months / letter of good standing / lease agreement for company and directors
• Proof of purchase of tender documents (receipt)
• Proof of bidder's banker
• Terms of Reference (methodology) and Project Plan
• Bank rating confirmation certificate
• Bidder's audited financial statements
• Company experience on similar projects
• Central Supplier Database (CSD) Registration Summary Report
• Form of Offer
• Briefing Certificate (attendance at compulsory briefing)

Disqualification risks:

• Late submission
• Incomplete or unsigned bid
• Dismantled bid document
• Non-compliance with full scope of work
• Failure to submit supporting documentation within the time requested by the employer

Evaluation stages:

Stage 1 – Responsiveness: bids checked for completeness, signing, and compliance with returnable documents.

Stage 2 – Functionality: minimum qualifying score of 70 points (per section 9) or 60 points (per section 4.4.1). Bids below the threshold are disqualified.

Functionality criteria (max 100 points):

• Company experience (formalisation/land tenure upgrading/township establishment): 5+ similar projects = 30, 3-4 = 20, 1-2 = 10, 0 = 0
• Total value of similar projects: R2 million+ = 15, R1-1.9 million = 10, R800k-999k = 5, R500k-790k = 2
• Key personnel (SACPLAN-registered Professional Planner or registered Professional Land Surveyor) = 20
• Key personnel experience: 5+ years = 15, 3-4 years = 10, 1-2 years = 5
• Methodology (approach, reporting, timelines, project management, skills transfer): all 3 points = 20, 2 points = 10, 1 point = 5, none = 0

Preference points:

• 80/20 system: 80 points for price, 20 points for B-BBEE contribution level.
• Specific goals (additional points): HDIs = 5, 51% women-owned = 5, black person with disability = 2.5, 51% youth-owned = 5, locality (domiciled in North West) = 2.5.

Tie-break: highest preference points, then highest functionality score.

Shortlisted bidders must make a presentation to the Bid Committee before final appointment.

Site inspection will be conducted by the Municipality to validate availability of vehicles and specialised equipment.

Scope: Appointment of a service provider for formalisation or land tenure upgrading in Carousel View, Ga-Motle and Mogogelo within Moretele Local Municipality.

Background: These settlements were part of the former DRDLR Land Tenure Upgrading Project, which was not completed, leaving properties incorrectly owned by the municipality or without ownership information.

Objective: Register appropriate owners and issue full title deeds; enable proper land use management and revenue collection.

Deliverables:

Survey:

• Review existing documentation, visit site, liaise with municipality and project manager
• Produce detailed topographical plan (permanent/semi-permanent structures, pipelines, power lines, servitudes)
• Prepare General Plan per approved layout, peg area, whitewash beacons
• Submit survey records to Surveyor-General for approval
• After approval: small-scale diagram, A3 copies, A0 sepia copy, DXF file on CD/USB

Planning:

• Locality and layout plan with contour lines and motivational memorandum
• Enumeration of households, land claims investigations, mineral rights report, land ownership investigations, servitudes, conditions of title, community participation, bulk services availability, traditional authority input, approvals, title deed, geotechnical report (Phase 1), 1:100 year flood line certificate, EIA/Basic Assessment Report, community resolution, opening of township register, proclamation of township

Social facilitation:

• Beneficiary survey report

Conveyancing:

• Transfer titles and any other work required by project manager

Project management:

• Steering committee to be established; service provider responsible for sub-contractors
• Operational team comprising municipality officials and service provider

Skills transfer:

• Transfer skills to municipality officials; proposals must indicate how this will be achieved

Monitoring:

• Regular progress reports and meetings; project manager may change reporting frequency

Information gathering:

• Service provider responsible for collecting all necessary information; municipality will provide letters of support if needed

Reporting and accountability:

• All data and outputs remain property of the municipality; copyright vests in municipality
• Project signed off by Municipal Manager after all deliverables and formal presentation

Bid document fee: non-refundable R500.00, payable on collection (proof of purchase required).

Pricing: Total bid price (incl. VAT) must cover all costs per scope of work.

Prices remain firm for the duration of the contract (three years).

Payment schedule (milestone-based):

• Phase 1: 10% – inception report and project execution plan (2 months)
• Phase 2: 30% – status quo, withdrawal of general plans, draft scoping report, topographical map, land rights enquiries, technical investigation reports (8 months)
• Phase 3: 20% – lodging township establishment/formalisation/land tenure upgrading applications (7 months)
• Phase 4: 20% – approval of applications and layout plans (9 months)
• Phase 5: 15% – submission of survey records to Surveyor-General, approval of General Plans, opening of township registers, proclamation (7 months)
• Phase 6: 5% – retention fee and close report (3 months)

Total: 100% over 36 months.

Financial penalties for delay or non-compliance with time and quality requirements.

Performance security: required within 30 days of contract award (amount specified in Special Conditions of Contract – not stated in document).

Payment terms: within 30 days after submission of invoice (per GCC).

Mandatory registrations and certificates:

• Valid original SARS Tax Clearance Certificate and PIN
• Central Supplier Database (CSD) Registration Summary Report
• B-BBEE Status Level Validation Certificate (certified copy or original)
• Company registration documents (CIPC)
• Professional body registrations: Professional Planner registered with SACPLAN (Planning Profession Act, 2002) or Professional Land Surveyor registered with relevant council; letter of good standing from professional body
• Municipal rates and taxes not older than 3 months / letter of good standing / lease agreement for company and directors
• Bank rating confirmation certificate
• Audited financial statements
• Proof of bidder's banker
• Briefing Certificate (attendance at compulsory briefing)

Verification: Municipality will verify all submitted information; incorrect information leads to automatic disqualification.