Panel of town and regional planning consultants for ngaka modiri molema district municipality (up to 36 months)

Closing: 04 December 2026 at 11:00. Bids must be in the bid box by this time and are opened in public.

Bid validity: 90 days from the closing date.

Contract period: up to 36 months from date of appointment.

Virtual briefing: a registration form for a virtual briefing session forms part of the bid pack.

Bid procedure enquiries

• Ms. B. Mokate
• Telephone: (018) 381 9400
• Email: [email protected]

Bid procedure enquiries

• Mr. O Seope
• Telephone: (018) 381 9450
• Email: [email protected]

Technical enquiries

• Mr. C. Mbengo
• Telephone: 076 308 7272
• Email: [email protected]

Issuing office

Acting Municipal Manager

Ngaka Modiri Molema District Municipality

Private Bag X 2167

Mafikeng

2745

Telephone: (018) 381 9400

Bid box / delivery address

Ngaka Modiri Molema District Municipality

Cnr Carrington and 1st Avenue

Industrial Sites

Mahikeng

Submission method

• Sealed envelope marked with the tender description, deposited in the bid box at Ngaka Modiri Molema District Municipality, Cnr Carrington and 1st Avenue, Industrial Sites, Mahikeng.
• Bids must reach the bid box by the closing time; bids are opened in public thereafter.
• Late bids are not accepted.
• A soft copy of the complete bid, including all returnable documents, must be supplied on a USB drive: compulsory.
• Bid documents are obtainable from www.nmmdm.gov.za/tenders and www.etenders.gov.za.

Returnable documents

• MBD 1 (Invitation to Bid): bidder details and signed offer.
• MBD 4 (Declaration of Interest): discloses state employment or relationships of directors and shareholders.
• MBD 5 (Declaration for procurement above R10 million): financial and contract history questionnaire.
• MBD 6.1 (Preference Points Claim Form, PPPR 2022): claims preference points.
• MBD 7.2 (Contract Form - Rendering of Services): signed contract form.
• MBD 8 (Declaration of Bidder's Past SCM Practices): declares past supply chain conduct and defaults.
• MBD 9 (Certificate of Independent Bid Determination): certifies no collusion or price disclosure.
• Signatory Authorisation with a certified copy of the resolution authorising the signatory.
• Proof of CSD registration.
• Signed Joint Venture Agreement, where applicable.
• Municipal rates and taxes statements for every director and for the company, not older than three months before closing, or the accepted alternatives.
• Affidavit where the company operates from the same address as a director.
• Three years of audited annual financial statements, or independently reviewed statements where audit is not legally required.

Formatting rules

• All MBD forms must be completed and signed in black ink by an authorised official; tippex and pencil are not accepted.
• Certified copies must carry a certification date and be no older than three months at closing; undated copies are non-responsive.
• Only original signatures and stamps are accepted; a copy of a certified copy is non-responsive.
• All prices in South African Rand, VAT inclusive.
• Every item must be priced; an unpriced item makes the bid non-responsive.

Evaluation order

1. Compliance: mandatory documents and declarations.
2. Functionality: minimum qualifying score 110 out of 140. Bids below 110 are non-responsive and are not evaluated further.
3. Price and preference points under the 80/20 system.

Preference points (80/20)

• Price: 80 points.
• Specific goals: 20 points; the claim table lists no specific goals (marked N/A).
• Total: 100 points.
• Price score: Ps = 80(1 - (Pt - Pmin)/Pmin), where Pmin is the lowest acceptable tender.
• Preference points are claimed on MBD 6.1; without the required proof, no preference points are claimed.

Functionality scoring (140 points)

Track record: similar projects completed (30 points)

• 0 projects: 0 points.
• 1 to 2 projects: 10 points.
• 3 to 5 projects: 20 points.
• 6 or more projects: 30 points.
• Evidence: appointment letter plus a completion, recommendation or approval letter signed by the client's accounting officer on the client's letterhead.
• Qualifying project types: township establishment; spatial development frameworks or precinct plans; development of land use or zoning schemes; successful applications for development grants to local government; land use applications over 5 000 m².

Professional team (110 points)

• Town & Regional Planner, SACPLAN (max 25): Professional Planner 25; Technical Planner 15.
• Environmentalist, SACNASP or EAPASA (max 10): Professional Natural Scientist (SACNASP) or EAPASA 10; Certificated Natural Scientist (SACNASP) 5.
• Geologist, SACNASP (max 10): 10.
• Land Surveyor, SAGC (max 15): Professional Land Surveyor 15; Technologist Land Surveyor 10; Technical Land Surveyor 5.
• Engineer, ECSA (max 15): Professional Engineer 15; Technologist Engineer 10; Technician Engineer 5.
• Architect, SACAP (max 15): Professional Architect 15; Professional Senior Architectural Technologist 10; Professional Architectural Draughtsperson 5.
• GISc Practitioner, SAGC (max 10): GISc Professional 10; Geomatics Technologist 5.
• Notary and Conveyancing Attorney (max 10): proof of admission as an attorney and registration as a conveyancer, plus a Fidelity Fund Certificate for the attorney or firm.

Scope

• Establish a panel of professional town and regional planning firms to deliver services on an as-and-when-required basis to the district municipality and its five local municipalities.
• Panel term: up to 36 months from date of appointment.
• Work supports the Integrated Development Plan and the preparation and implementation of development plans and strategies.

Typical assignments (not limited to)

• Review of Spatial Development Frameworks.
• Precinct plans.
• Land use schemes.
• Land development applications.
• Business plans to access development grants.

Coverage

• Ngaka Modiri Molema District and the local municipalities of Mahikeng, Ditsobotla, Ramotshere Moiloa, Ratlou and Tswaing.

Management and team

• The Department of Planning & Development manages the panel.
• Each bidder must set out an organisational structure led by a Project Manager who is a professionally registered Town & Regional Planner with SACPLAN.
• The team must include: Land Surveyor (SAGC); Environmentalist (SACNASP or EAPASA); Geologist (SACNASP); registered GISc Specialist (SAGC); Notary and Conveyancing Attorney (admitted attorney and registered conveyancer); Architect (SACAP); Engineer (ECSA).

Track record (functionality, 30 points)

• 0 similar projects: 0 points; 1 to 2: 10; 3 to 5: 20; 6 or more: 30.
• Evidence: appointment letter plus a completion, recommendation or approval letter signed by the client's accounting officer on the client's letterhead.
• Qualifying project types: township establishment; spatial development frameworks or precinct plans; land use or zoning schemes; successful development grant applications to local government; land use applications over 5 000 m².

Professional team

• Project Manager: professionally registered Town & Regional Planner (SACPLAN).
• Team members: Land Surveyor (SAGC); Environmentalist (SACNASP or EAPASA); Geologist (SACNASP); GISc Specialist (SAGC); Notary and Conveyancing Attorney; Architect (SACAP); Engineer (ECSA).

A pricing schedule forms part of the bid pack.

• All prices in South African Rand, VAT inclusive.
• Every item must be priced; failure to price all items renders the bid non-responsive.
• Rates are quoted for services rendered on an as-and-when-required basis over the panel term.

Pricing

• All prices in South African Rand and VAT inclusive.
• Every item on the pricing schedule must be priced; an unpriced item makes the bid non-responsive.

Payment

• Payment within 30 days of receipt of invoice.

Financial standing

• Three years of audited annual financial statements required; where audit is not legally required, independently reviewed annual financial statements.
• MBD 5 declaration applies to procurement above R10 million (all taxes included).
• Awards will not be made to bidders owing municipal rates and taxes for more than 90 days at the time of tender closure, for procurement both below and above R10 million.
• Bid validity: 90 days.

Registration and tax

• Proof of CSD registration required.
• SARS Tax Compliance Status PIN or CSD number required; a printed TCS certificate is also accepted.
• In joint ventures, consortia or with subcontractors, each party submits its own TCS certificate, PIN or CSD number.

Eligibility

• No bid accepted from a person in the service of the state.
• Bidders or directors listed on National Treasury's restricted-supplier database or the Register for Tender Defaulters are excluded.
• Conviction for fraud or corruption in the past five years, or termination of a public-sector contract for non-performance in the past five years, must be declared and may disqualify the bid.

Municipal accounts

• Municipal rates and taxes statements for every director and for the company, not older than three months before closing; the address must match the CSD record.
• Alternatives accepted: valid lease agreement with the lessor's rates statement or tribal authority letter; tribal authority letter not older than three months for tribal land; or the property owner's rates statement with original affidavits from the lessor and the director or company.
• Affidavit required where the company operates from the same address as a director.
• Proof of residence from ward councillors is not accepted.

Declarations

• MBD 4 (Declaration of Interest), MBD 8 (Past SCM Practices) and MBD 9 (Independent Bid Determination) must be completed and signed.
• MBD 6.1 claims preference points under the 80/20 system.

Certified documents

• Certified copies must be dated and no older than three months at closing; undated copies are non-responsive.
• Only original signatures and stamps accepted; a copy of a certified copy is non-responsive.

Environmental specialist requirement

• The team must include an Environmentalist registered with SACNASP or EAPASA.
• Functionality points: Professional Natural Scientist (SACNASP) or Environmental Assessment Practitioner (EAPASA) 10 points; Certificated Natural Scientist (SACNASP) 5 points.

Contract period: up to 36 months from date of appointment.

Payment: within 30 days of receipt of invoice.

The successful bidder signs MBD 7.2 (Contract Form - Rendering of Services).

The contract is subject to the General Conditions of Contract and, where applicable, special conditions of contract.