Supply and delivery of road maintenance material for a period of 12 months as and when required

No Briefing Session

{"name":"Mr L. Lepedi","email":null,"phone":null,"department":"Supply Chain Management","address":"OD OF 12"}

Returnable Documents: Only the documents in SECTION A are treated as grounds for immediate disqualification (non-responsive bids) in terms of the, SECTION A: MANDATORY (Non-submission will result in disqualification), 1 Signed and completed Form of Offer and Acceptance MANDATORY, 2 Completed and signed Pricing Schedule — all pricing fields completed in non- MANDATORY, 3 Completed and signed MBD 1 — Invitation to Bid MANDATORY, 4 Completed and signed MBD 4 — Declaration of Interest MANDATORY, 5 Completed and signed MBD 6.1 — Preference Point Claim Form (PPR 2022) MANDATORY, 6 Completed and signed MBD 8 — Declaration of Bidder's Past SCM Practices MANDATORY, 7 Completed and signed MBD 9 — Certificate of Independent Bid Determination MANDATORY,

• A valid signed lease agreement which is in the name of the company, that clearly shows the business address (not,
• A tenderer must submit a copy of their CIPC company registration and /or shareholder certificate as proof, which, MBD 8 - DECLARATION OF BIDDER’S PAST SUPPLY CHAIN, DECLARATION OF BIDDER’S PAST SUPPLY CHAIN MANAGEMENT PRACTICES

Bid Documents will be downloadable for free from the 22nd of May 2026 from the E-Tender portal at https://www.etenders.gov.za/ or municipal website www.phokwane.gov.za. The bid document will not be printed or acquired from the SCM office.

The successful bidder will be required to fill in and sign a written contract form (mbd7.1)

The BID should be clearly marked: PLM/TROA/2205-2026

Supplier information

Name of bidder

Postal address

Street address

Telephone number code number

Cellphone number

Facsimile number code number

E-mail address

VAT registration number

TAX COMPLIANCE STATUS TCS PIN: AND CSD No:

B-BBEE STATUS LEVEL B-BBEE STATUS ☐ Yes ☐ Yes

Verification certificate level sworn

[Tick applicable box] affidavit

☐ No ☐ No

[A B-BBEE STATUS LEVEL VERIFICATION CERTIFICATE/ SWORN AFFIDAVIT (FOR EMES & QSEs) MUST BE SUBMITTED IN

Order to qualify for preference points for b-bbee]

Are you a foreign

ARE YOU THE ACCREDITED BASED SUPPLIER FOR ☐Yes ☐No

REPRESENTATIVE IN SOUTH ☐Yes ☐No THE GOODS

Africa for the goods /services /works [if yes, answer part b:3

/Services /works offered? [If yes enclose proof] offered? ]

Total number of items

Offered total bid price r

Signature of bidder

.................................... Date

Capacity under which

This bid is signed

Bidding procedure enquiries may be directed to: technical information may be directed to:

Supply chain

Department management department technical services

Contact person m. Viljoen contact person l. Lepedi

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Telephone

Telephone number 0534749700 number 0534749700

E-MAIL ADDRESS [email protected] E-MAIL ADDRESS [email protected]

Part b

Terms and conditions for bidding

Bid submission:

Bids must be delivered by the stipulated time to the correct address. Late bids will not be accepted for

Consideration.

All bids must be submitted on the official forms provided–(not to be re-typed) or online

This bid is subject to the preferential procurement policy framework act and the preferential

Procurement regulations, 2017, the general conditions of contract (gcc) and, if applicable, any other

Special conditions of contract.

Tax compliance requirements

Bidders must ensure compliance with their tax obligations.

Bidders are required to submit their unique personal identification number (pin) issued by SARS to enable

The organ of state to view the taxpayer’s profile and tax status.

Application for the tax compliance status (tcs) certificate or pin may also be made via e-filing. In order

To use this provision, taxpayers will need to register with SARS as e-filers through the website

Www.SARS.GOV.ZA.

Foreign suppliers must complete the pre-award questionnaire in part b:3.

Bidders may also submit a printed tcs certificate together with the bid.

In bids where consortia / joint ventures / sub-contractors are involved, each party must submit a

Separate tcs certificate / pin / csd number.

Where NO tcs is available but the bidder is registered on the central supplier database (csd),

A csd number must be provided.

Questionnaire to bidding foreign suppliers

Is the entity a resident of the republic of south africa (RSA)? ☐ yes ☐ NO

Does the entity have a branch in the RSA? ☐ yes ☐ NO

Does the entity have a permanent establishment in the RSA? ☐ yes ☐ NO

Does the entity have any source of income in the RSA? ☐ yes ☐ NO

Is the entity liable in the RSA for any form of taxation? ☐ Yes ☐ NO

If the answer is “NO” to all of the above, then IT is not a requirement to register for a

Tax compliance status system pin code from the south african revenue service (SARS) and

If not register as per 2.3 Above.

Nb: failure to provide any of the above particulars may render the bid invalid.

NO bids will be considered from persons in the service of the state.

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Signature of bidder: ...................................................

Capacity under which this bid is signed: ...................................................

Date: ....................................................

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Mbd 2 — tax compliance status

It is a condition of this bid that:

• The tax matters of the successful bidder must be in order, or a satisfactory arrangement must have been

made with the South African Revenue Service (SARS) to meet its tax obligations.

• Bidders must obtain a Tax Compliance Status (TCS) PIN from SARS eFiling. The Municipality will

verify the bidder's tax-compliance status electronically using this PIN on the SARS eFiling system.

• In bids where Consortia / Joint Ventures / Sub-contractors are involved, each party must submit a

separate TCS PIN.

• Failure to submit a TCS PIN, or a finding of non-compliance on verification, will result in the bid being

disqualified at the award stage.

1. Name of taxpayer / bidder

2. Trading name

3. Identification Number (sole proprietor)

4. Company / CC / Trust Registration Number

5. Income Tax Reference Number

6. VAT Registration Number (if applicable)

7. PAYE Employer Registration Number (if applicable)

8. Tax compliance status (tcs) pin

Signature: ___________________________________ Date: ________________________

Name (print): ________________________________ Capacity: _____________________

Name of Bidder: _____________________________________________________________

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Mbd 4 – declaration of interest

Declaration of interest

1. No bid will be accepted from persons in the service of the state.

2. Any person, having a kinship with persons in the service of the state, including a blood relationship, may make

an offer or offers in terms of this invitation to bid. In view of possible allegations of favoritism, should the

resulting bid, or part thereof, be awarded to persons connected with or related to persons in the service of the

state, it is required that the bidder or their authorised representative declare their position in relation to the

evaluating/adjudicating authority.

3. In order to give effect to the above, the following questionnaire must be completed and submitted with

the bid.

3.1 Full Name of bidder or his / her representative:

...........................................................................................................

3.2 Identity Number: ....................................................................................

3.3 Position occupied in the Company (director, trustee, shareholder2):

..........................................................................................................

3.4 Company Registration Number: ...............................................................

3.5 Tax Reference Number: .........................................................................

3.6 VAT Registration Number: ......................................................................

3.7 The names of all directors / trustees / shareholders / members, their individual identity numbers and state

employee numbers (where applicable) must be indicated in paragraph 4 below.

3.8 Are you presently in the service of the state? YES / NO

3.8.1 If yes, furnish particulars:

.....................................................................................................................

......................

...............................................................................................................

.....................

...............................................................................................................

1 MSCM Regulations: “in the service of the state” means to be –

(a) a member of –

(i) any municipal council;

(ii) any provincial legislature; or

(iii) the National Assembly or the National Council of Provinces;

(b) a member of the board of directors of any municipal entity;

(c) an official or any Municipality or municipal entity;

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(d) an employee of any national or provincial department, national or provincial public entity or constitutional institution

within the meaning of the Public Finance Management Act, 1999 (Act No. );

(e) a member of the accounting authority of any national or provincial entity; or

(f) an employee of Parliament or a provincial legislature.

2 “Shareholder” means a person who owns shares in the company and is actively involved in the management of the

company or business and exercise control over the company.

3.9 Have you been in the service of the state for the past twelve months? YES / NO

If yes, furnish particulars:

3.9.1 .....................................................................................................................

......................

...............................................................................................................

.....................

...............................................................................................................

3.10 Do you have any relationship (family, friend, other) with persons in the service of the state YES / NO

and who may be involved with the evaluation and or adjudication of this bid?

3.10.1 If yes, furnish particulars:

.....................................................................................................................

......................

...............................................................................................................

.....................

...............................................................................................................

3.11 Are you, aware of any relationship (family, friend, other) between any other bidder and any YES / NO

persons in the service of the state who may be involved with the evaluation and or

adjudication of this bid?

3.11.1

If yes, furnish particulars:

.....................................................................................................................

......................

...............................................................................................................

.....................

...............................................................................................................

3.12 Are any of the company’s directors, trustees, managers, principle shareholders or YES / NO

stakeholders in the service of the state?

3.12.1 If yes, furnish particulars:

.....................................................................................................................

......................

...............................................................................................................

.....................

...............................................................................................................

3.13 Are any spouse, child or parent of the company’s directors, trustees, managers, principle YES / NO

shareholders or stakeholders in the service of the state?

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3.13.1 If yes, furnish particulars:

.....................................................................................................................

......................

...............................................................................................................

.....................

...............................................................................................................

3.14 Do you or any of the directors, trustees, managers, principle shareholders, or stakeholders of YES / NO

this company have any interest in any other related companies or business whether or not

they are bidding for this contract?

3.14.1 If yes, furnish particulars:

.....................................................................................................................

......................

...............................................................................................................

.....................

............................................................................................................

Full details of directors / trustees / members / shareholders

Full Name Identity Number State Employee Number

................................................... ...................................................................

Signature Date

.................................................. ....................................................................

Capacity Name of the bidder

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Mbd 6.1 – Preference point claim (ppr 2022)

Preference points claim form in terms of the preferential procurement

Regulations 2022

This preference form must form part of all bids invited. It contains general information and serves as a

claim form for preference points for Broad-Based Black Economic Empowerment (B-BBEE) Status Level

of Contribution

Nb: before completing this form, tenderers must study the general

Conditions, definitions and directives applicable in respect of the

Tender and preferential procurement regulations, 2022

1. General conditions

1.1 The following preference point systems are applicable to all bids:

• the 80/20 system for requirements with a Rand value of up to R50 000 000 (all applicable taxes included);

and

• the 90/10 system for requirements with a Rand value above R50 000 000 (all applicable taxes included)

1.2 a) The value of this bid is estimated not to exceed R50 000 000 (all applicable taxes included) and

therefore the 80/20 preference point system shall be applicable; or

1.3 Points for this bid shall be awarded for:

(a) Price; and

(b) Specific Goals.

1.4 The maximum points for this bid are allocated as follows:

Points

Price 80

Specific goals 20

Total points for Price and Specific Goals must 100

not exceed

1.5 Failure on the part of a bidder to submit proof of B-BBEE Status level of contributor together with the

bid, will be interpreted to mean that preference points for B-BBEE status level of contribution are not claimed.

1.6 The purchaser reserves the right to require of a bidder, either before a bid is adjudicated or at any time

subsequently, to substantiate any claim in regard to preferences, in any manner required by the purchaser.

2. Definitions

“tender” means a written offer in the form determined by an organ of state in response to an invitation to provide goods or

services through price quotations, competitive tendering process or any other method envisaged in legislation;

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“price” means an amount of money tendered for goods or services, and includes all applicable taxes less all

unconditional discounts;

“rand value” means the total estimated value of a contract in Rand, calculated at the time of bid invitation, and includes all

applicable taxes;

“tender for income-generating contracts” means a written offer in the form determined by an organ of state in response to

an invitation for the origination of income-generating contracts through any method envisaged in legislation that will result

in a legal agreement between the organ of state and a third party that produces revenue for the organ of state, and includes,

but is not limited to, leasing and disposal of assets and concession contracts, excluding direct sales and disposal of assets

through public auctions; and

“the Act” means the Preferential Procurement Policy Framework Act, 2000 (Act No. ).

Formulae for procurement of goods and services

3. Points awarded for price

3.1 The 80/20 or 90/10 preference point systems

A maximum of 80 or 90 points is allocated for price on the following basis:

80/20 or 90/10

Pt−Pmin Pt−Pmin

Ps= 80(1− ) or Ps= 90(1− )

Pmin Pmin

Where

Ps = Points scored for price of tender under consideration

Pt = Price of tender under consideration

Pmin = Price of lowest acceptable tender

Formulae for disposal or leasing of state assets and income generating

Procurement

3.2 Points awarded for price

A maximum of 80 or 90 points is allocated for price on the following basis:

80/20 or 90/10

Pt−Pmax Pt−Pmax

Ps= 80(1+ ) or Ps= 90(1+ )

Pmax Pmax

Where

Ps = Points scored for price of tender under consideration

Pt = Price of tender under consideration

Pmax = Price of highest acceptable tender

4. Points awarded for specific goals

4.1 In terms of Regulation 4(2); 5(2); 6(2) and 7(2) of the Preferential Procurement Regulations, preference points must

be awarded for specific goals stated in the tender. For the purposes of this tender the tenderer will be allocated points

based on the goals stated in table 1 below as may be supported by proof/ documentation stated in the conditions of

this tender:

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4.2 In cases where organs of state intend to use Regulation 3(2) of the Regulations, which states that, if it is unclear

whether the 80/20 or 90/10 preference point system applies, an organ of state must, in the tender documents, stipulate

in the case of—

a. an invitation for tender for income-generating contracts, that either the 80/20 or 90/10 preference point system

will apply and that the highest acceptable tender will be used to determine the applicable preference point

system; or

b. any other invitation for tender, that either the 80/20 or 90/10 preference point system will apply and that the

lowest acceptable tender will be used to determine the applicable preference point system, then the organ of state

must indicate the points allocated for specific goals for both the 90/10 and 80/20 preference point system.

Table 1: Specific goals for the tender and points claimed are indicated per the table below.

Phokwane Local Municipality has identified the following specific goals for this tender:

Number of

Number of points

points claimed

allocated (80/20

The specific goals allocated points in terms of this tender (80/20 system) system)

(To be (To be completed

completed by the organ of

by the state)

tenderer)

Specific Goal 1 — Local Economic Development (maximum 10 points)

Registered office within the boundaries of Phokwane Local Municipality: 10 points 10

Within Frances Baard District (but outside Phokwane): 7 points 7

Within Northern Cape Province (but outside Frances Baard): 4 points 4

Outside Northern Cape Province: 2 points 2

Specific Goal 2: Woman ownership of a company (Max 5 points)

100% Woman ownership 5

31% - 50 % Woman ownership 3

Less than 30% Woman ownership OR no valid evidence submitted 0

Specific Goal 3: Youth ownership (Max 5 points)

100% Youth Ownership 5

31% - 50 % Youth Ownership 3

Less than 30% Youth Ownership OR no valid evidence submitted 0

Notes to complete table for specific goals:

The following documents must be attached as proof of the points claimed.

Goal 1: Locality of supplier. Tenderers should complete one relevant row for points claimed.

• The municipal rates and taxes statement, which is in the name of the company, not older than three (3) months;

or

• The Clearance Certificate issued by the bidding companies’ local municipality, which is in the name of the

company, not older than three (3) months; or

• The completed Municipal Form with either the stamp of the municipality or the landlord, which is in the name of

the company, not older than three (3) months or

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• An official letter which is in the name of the company from the local tribal authority, not older than three (3)

months; or

• A valid signed lease agreement which is in the name of the company, that clearly shows the business address (not

expired at closing date), accompanied by tax invoice/statement of account from the estate agent / landlord not older

than three (3) months); or

• If the municipal rates and taxes statement is in the Landlord’s or Director’s name an affidavit certified by the

commissioner of oaths must be attached indicating that the company/enterprise is operating from the stated

addressed, accompanied by their municipal rates and taxes statement (not older than three (3) months).

Goal 2: - Women Ownership. Tenderers should complete one relevant row for points claimed.

• Certified Copy of ID.
• Certified Copy of CK certificate (issued by CIPC).

Goal 3: Youth Ownership. Tenderers should complete one relevant row for points claimed.

• A tenderer must submit a copy of their CIPC company registration and /or shareholder certificate as proof, which

shows ownership or share certificate documents and ID of owners. The youth owners should be less than 35 years

at the time of submission of tender to claim these points.

NB: If no proof is attached the tenderer will not be awarded the points claimed.

4.3 Declaration with regard to company/firm

Name of firm:

VAT Registration number:

Company / CC / Trust registration number:

Type of firm (tick one): ☐ Partnership

☐ Sole proprietor / One-person business

☐ Close Corporation

☐ Listed company

☐ Private company (Pty) Ltd

☐ Trust

Principal business activity:

Municipal Information Municipality where

business is situated:

Registered Account

Number:

Stand Number:

4.4 Total number of years the company/firm has been in business: ............................................................

4.5 I/We, the undersigned, who is duly authorised to do so on behalf of the company/firm, certify that the points claimed,

based on the specific goals as advised in the tender, qualifies the company/ firm for the preference(s) shown and I

acknowledge that:

i. The information furnished is true and correct;

ii. The preference points claimed are in accordance with the General Conditions as indicated in paragraph 1 of

this form;

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iii. In the event of a contract being awarded as a result of points claimed as shown in paragraphs 1.4 and 4.2, the

contractor may be required to furnish documentary proof to the satisfaction of the organ of state that the

claims are correct;

iv. If the specific goals have been claimed or obtained on a fraudulent basis or any of the conditions of contract

have not been fulfilled, the organ of state may, in addition to any other remedy it may have –

(a) disqualify the person from the tendering process;

(b) recover costs, losses or damages it has incurred or suffered as a result of that person’s

conduct;

(c) cancel the contract and claim any damages which it has suffered as a result of having to

make less favourable arrangements due to such cancellation;

(d) recommend that the tenderer or contractor, its shareholders and directors, or only the

shareholders and directors who acted on a fraudulent basis, be restricted from obtaining

business from any organ of state for a period not exceeding 10 years, after the audi

alteram partem (hear the other side) rule has been applied; and

(e) forward the matter for criminal prosecution, if deemed necessary.

..............................................

Signature(s) of tenderer(s)

Surname and name: ................................................................

Date: ...............................................................

Address: ...............................................................

...............................................................

............................................................

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Mbd 8 - declaration of bidder’s past supply chain

Management practices

Declaration of bidder’s past supply chain management practices

1. This Municipal Bidding Document must form part of all bids invited.

2. It serves as a declaration to be used by municipalities and municipal entities in ensuring that when goods and services are

being procured, all reasonable steps are taken to combat the abuse of the supply chain management system.

3. The bid of any bidder may be rejected if that bidder, or any of its directors have:

a. abused the municipality’s / municipal entity’s supply chain management system or committed any improper

conduct in relation to such system;

b. been convicted for fraud or corruption during the past five years;

c. willfully neglected, reneged on or failed to comply with any government, municipal or other public sector

contract during the past five years; or

d. been listed in the Register for Tender Defaulters in terms of section 29 of the Prevention and Combating of

Corrupt Activities Act (No ).

4. In order to give effect to the above, the following questionnaire must be completed and submitted with

the bid.

Item Question Yes No

4.1 Is the bidder or any of its directors listed on the National Treasury’s Database of Yes No

Restricted Suppliers as companies or persons prohibited from doing business with the ☐ ☐

public sector?

(Companies or persons who are listed on this Database were informed in writing of this

restriction by the Accounting Officer/Authority of the institution that imposed the

restriction after the audi alteram partem rule was applied).

The Database of Restricted Suppliers now resides on the National Treasury’s

website(www.treasury.gov.za) and can be accessed by clicking on its link at the

bottom of the home page.

4.1.1 If so, furnish particulars:

4.2 Is the bidder or any of its directors listed on the Register for Tender Defaulters in terms Yes No

of section 29 of the Prevention and Combating of Corrupt Activities Act (No 12 of ☐ ☐

2004)?

The Register for Tender Defaulters can be accessed on the National Treasury’s

website (www.treasury.gov.za) by clicking on its link at the bottom of the home page.

4.2.1 If so, furnish particulars:

4.3 Was the bidder or any of its directors convicted by a court of law (including a court of Yes No

law outside the Republic of South Africa) for fraud or corruption during the past five ☐ ☐

years?

4.3.1 If so, furnish particulars:

4.4 Does the bidder or any of its directors owe any municipal rates and taxes or municipal Yes No

charges to the municipality / municipal entity, or to any other municipality / municipal ☐ ☐

entity, that is in arrears for more than three months?

4.4.1 If so, furnish particulars:

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4.5 Was any contract between the bidder and the municipality / municipal entity or any other Yes No

organ of state terminated during the past five years on account of failure to perform on ☐ ☐

or comply with the contract?

4.5.1 If so, furnish particulars:

Certification mbd 8

I, the undersigned (full name)

........................................................................................................................

Certify that the information furnished on this declaration form

True and correct.

I accept that, in addition to cancellation of a contract, action may

Be taken against me should this declaration prove to be false.

................................................ ....................................................

Signature Date

.............................................. ...................................................

Position Name of Bidder

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Mbd 9 - certificate of independent bid determination

Certificate of independent bid determination

1 This Municipal Bidding Document (MBD) must form part of all bids1 invited.

2 Section 4 (1) (b) (iii) of the Competition Act No. , as amended, prohibits an agreement between,

or concerted practice by, firms, or a decision by an association of firms, if it is between parties in a

horizontal relationship and if it involves collusive bidding (or bid rigging). 2 Collusive bidding is a pe se

prohibition meaning that it cannot be justified under any grounds.

3 Municipal Supply Regulation 38 (1) prescribes that a supply chain management policy must provide

measures for the combating of abuse of the supply chain management system, and must enable the

accounting officer, among others, to:

a. takes all reasonable steps to prevent such abuse;

b. reject the bid of any bidder if that bidder or any of its directors has abused the supply chain management

system of the municipality or municipal entity or has committed any improper conduct in relation to

such system; and

c. cancel a contract awarded to a person if the person committed any corrupt or fraudulent act during the

bidding process or the execution of the contract.

5. This MBD serves as a certificate of declaration that would be used by institutions to ensure that, when bids are

considered, reasonable steps are taken to prevent any form of bid-rigging.

6. In order to give effect to the above, the attached Certificate of Bid Determination (MBD 9) must be completed

and submitted with the bid:

1 Includes price quotations, advertised competitive bids, limited bids and proposals.

2 Bid rigging (or collusive bidding) occurs when businesses, that would otherwise be expected to compete,

secretly conspire to raise prices or lower the quality of goods and / or services for purchasers who wish to

acquire goods and / or services through a bidding process. Bid rigging is, therefore, an agreement between

competitors not to compete

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Mbd 9

Certificate of independent bid determination

I, the undersigned, in submitting the accompanying bid:

PLM/TROA/2205 – 2026: supply and delivery of road maintenance material for a

Period of 12 months as and when required.

.

(Bid Number and Description)

In response to the invitation for the bid made by:

Phokwane local municipality

Do hereby make the following statements that I certify to be true and complete in every respect:

I certify, on behalf of: _____________________________________________________________________that:

(Name of Bidder)

I have read and I understand the contents of this Certificate;

I understand that the accompanying bid will be disqualified if this Certificate is found not to be true and complete

in every respect;

I am authorized by the bidder to sign this Certificate, and to submit the accompanying bid, on behalf of the bidder;

Each person whose signature appears on the accompanying bid has been authorized by the bidder to determine the

terms of, and to sign, the bid, on behalf of the bidder;

For the purposes of this Certificate and the accompanying bid, I understand that the word “competitor” shall include

any individual or organization, other than the bidder, whether or not affiliated with the bidder, who:

has been requested to submit a bid in response to this bid invitation;

could potentially submit a bid in response to this bid invitation, based on their qualifications, abilities or experience;

and

provides the same goods and services as the bidder and/or is in the same line of business as the bidder

The bidder has arrived at the accompanying bid independently from, and without consultation, communication,

agreement or arrangement with any competitor. However, communication between partners in a joint venture or

consortium3 will not be construed as collusive bidding.

In particular, without limiting the generality of paragraphs 6 above, there has been no consultation, communication,

agreement or arrangement with any competitor regarding:

prices;

geographical area where product or service will be rendered (market allocation)

methods, factors or formulas used to calculate prices;

the intention or decision to submit or not to submit, a bid;

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the submission of a bid which does not meet the specifications and conditions of the bid; or

bidding with the intention not to win the bid.

In addition, there have been no consultations, communications, agreements or arrangements with any competitor

regarding the quality, quantity, specifications and conditions or delivery particulars of the products or services to

which this bid invitation relates.

The terms of the accompanying bid have not been, and will not be, disclosed by the bidder, directly or indirectly,

to any competitor, prior to the date and time of the official bid opening or of the awarding of the contract.

I am aware that, in addition and without prejudice to any other remedy provided to combat any restrictive practices

related to bids and contracts, bids that are suspicious will be reported to the Competition Commission for

investigation and possible imposition of administrative penalties in terms of section 59 of the Competition Act No

and or may be reported to the National Prosecuting Authority (NPA) for criminal investigation and or

may be restricted from conducting business with the public sector for a period not exceeding ten (10) years in terms

of the Prevention and Combating of Corrupt Activities Act No or any other applicable legislation.

3 Joint venture or Consortium means an association of persons for the purpose of combining their expertise,

property, capital, efforts, skill and knowledge in an activity for the execution of a contract.

......................................................... .......................................

Signature Date

.......................................................... ...........................................

Position Name of Bidder

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▪ List and attach proof of five (5)

1 Company Experience 50 projects of exact or similar work

• 1 – 2 projects with Value of work (Inclusive of

VAT) with exact or

▪ Attach certified appointment letter similar work = as well as completion certificate of

15 Points relevant work done (Signed by

• 3 – 4 projects client and/or Engineer, contractor)

with exact or ▪ Attach a list contactable

similar work = reference

terms of, and to sign, the bid, on behalf of the bidder;

For the purposes of this Certificate and the accompanying bid, I understand that the word “competitor” shall include

any individual or organization, other than the bidder, whether or not affiliated with the bidder, who:

has been requested to submit a bid in response to this bid invitation;

could potentially submit a bid in response to this bid invitation, based on their qualifications, abilities or experience;

and

provides the same goods and services as the bidder and/or is in the same line of business as the bidder

rejection of a tender. The municipality reserves the right to appoint or not to appoint to lowest bidder in an event the bidder is below the

market related rates.

This tender is drawn up in line with the Municipality’s Supply Chain Management Policy.

(CSD Report) showing MAAA number (NT Instruction 4A of 2016/17)

11 Valid SARS Tax Compliance Status (TCS) PIN — will be verified electronically MANDATORY

by the Municipality on the SARS eFiling system

12 Municipal Rates & Taxes account (company and directors) not older than 3 MANDATORY

months, or signed lease stating rates are included, or tribal-authority letter if rural

— must not be in arrears for more than 3 months at award stage

Goal 1: Locality of supplier. Tenderers should complete one relevant row for points claimed.

• The municipal rates and taxes statement, which is in the name of the company, not older than three (3) months;

or

• The Clearance Certificate issued by the bidding companies’ local municipality, which is in the name of the

company, not older than three (3) months; or

• The completed Municipal Form with either the stamp of the municipality or the landlord, which is in the name of

the company, not older than three (3) months or

PLM: Supply and delivery of road maintenance material for a period of 12 months as and when required.

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• An official letter which is in the name of the company from the local tribal authority, not older than three (3)

months; or

• A valid signed lease agreement which is in the name of the company, that clearly shows the business address (not

expired at closing date), accompanied by tax invoice/statement of account from the estate agent / landlord not older

than three (3) months); or

• If the municipal rates and taxes statement is in the Landlord’s or Director’s name an affidavit certified by the

commissioner of oaths must be attached indicating that the company/enterprise is operating from the stated

addressed, accompanied by their municipal rates and taxes statement (not older than three (3) months).

Goal 2: - Women Ownership. Tenderers should complete one relevant row for points claimed.

• Certified Copy of ID.
• Certified Copy of CK certificate (issued by CIPC).

Goal 3: Youth Ownership. Tenderers should complete one relevant row for points claimed.

• A tenderer must submit a copy of their CIPC company registration and /or shareholder certificate as proof, which

shows ownership or share certificate documents and ID of owners. The youth owners should be less than 35 years

at the time of submission of tender to claim these points.

NB: If no proof is attached the tenderer will not be awarded the points claimed.

4.3 Declaration with regard to company/firm

4.1 Is the bidder or any of its directors listed on the National Treasury’s Database of Yes No

Restricted Suppliers as companies or persons prohibited from doing business with the ☐ ☐

public sector?

(Companies or persons who are listed on this Database were informed in writing of this

restriction by the Accounting Officer/Authority of the institution that imposed the

restriction after the audi alteram partem rule was applied).

The Database of Restricted Suppliers now resides on the National Treasury’s

website(www.treasury.gov.za) and can be accessed by clicking on its link at the

bottom of the home page.

4.1.1 If so, furnish particulars:

4.2 Is the bidder or any of its directors listed on the Register for Tender Defaulters in terms Yes No

of section 29 of the Prevention and Combating of Corrupt Activities Act (No 12 of ☐ ☐

2004)?

The Register for Tender Defaulters can be accessed on the National Treasury’s

website (www.treasury.gov.za) by clicking on its link at the bottom of the home page.

4.2.1 If so, furnish particulars:

4.3 Was the bidder or any of its directors convicted by a court of law (including a court of Yes No

law outside the Republic of South Africa) for fraud or corruption during the past five ☐ ☐

years?

4.3.1 If so, furnish particulars:

4.4 Does the bidder or any of its directors owe any municipal rates and taxes or municipal Yes No

charges to the municipality / municipal entity, or to any other municipality / municipal ☐ ☐

entity, that is in arrears for more than three months?

4.4.1 If so, furnish particulars:

PLM: Supply and delivery of road maintenance material for a period of 12 months as and when required.

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4.5 Was any contract between the bidder and the municipality / municipal entity or any other Yes No

organ of state terminated during the past five years on account of failure to perform on ☐ ☐

or comply with the contract?

4.5.1 If so, furnish particulars:

Certification mbd 8

I, the undersigned (full name)

........................................................................................................................

Tax Compliance Status (TCS) PIN — will be verified electronically MANDATORY

Tax compliance status

TAX COMPLIANCE STATUS TCS PIN: AND CSD No

Tax compliance requirements

Tax compliance status (tcs) certificate or pin may also be made via e-filing

Tax compliance status system pin code from the south african revenue service (SARS) and

Tax Compliance Status (TCS) PIN from SARS eFiling

Tax compliance status (tcs) pin

TCS PIN: AND CSD No

TCS PIN, or a finding of non-compliance on verification, will result in the bid being

CSD Report) showing MAAA number (NT Instruction 4A of 2016/17)

Csd number

Csd number must be provided

Central Supplier Database MANDATORY

Central supplier database (csd),

completion certificate of relevant work done (Signed by client and/or

completion certificate of

appointment letter as well as FOR FUNCTIONALITY

appointment letter similar work = as well as completion certificate of

proof of ownership

Only the documents in SECTION A are treated as grounds for immediate disqualification (non-responsive bids) in terms of the

SECTION A: MANDATORY (Non-submission will result in disqualification)

1 Signed and completed Form of Offer and Acceptance MANDATORY

2 Completed and signed Pricing Schedule — all pricing fields completed in non- MANDATORY

3 Completed and signed MBD 1 — Invitation to Bid MANDATORY

4 Completed and signed MBD 4 — Declaration of Interest MANDATORY

5 Completed and signed MBD 6.1 — Preference Point Claim Form (PPR 2022) MANDATORY

6 Completed and signed MBD 8 — Declaration of Bidder's Past SCM Practices MANDATORY

Form of offer and acceptance

By the representative of the Tenderer, deemed to be duly authorised, signing this part of this Form of Offer and Acceptance,

Points Allocation: 3 points

B-BBEE Details: RNABLE DOCUMENTS CHECKLIST

The table below lists all documents required with this bid. Bidders are advised to tick each row and verify submission before depositing

the bid.

Only the documents in SECTION A are treated as grounds for immediate disqualification (non-responsive bids) in terms of the

Municipal Finance Management Act, No. (MFMA), the Municipal Supply Chain Management Regulations (GN ), Phokwane Local Municipality's SCM Policy, and National Treasury prescripts.

Documents in SECTION B are required to score functionality and/or claim preference points. A bidder who fails to submit a B-BBEE

certificate will NOT be disqualified but will receive zero (0) preference points for that specific goal. Documents in SECTION C may be

requested/verified after closing and before award in line with MFMA SCM Regulation 21(c) and National Treasury Circular MFMA

No. 104.

No. Required Document / Requirement Status Tick (X)

SECTION A: MANDATORY (Non-submission will result in disqualification)

1 Signed and completed Form of Offer and Acceptance MANDATORY

2 Completed and signed Pricing Schedule — all pricing fields completed in non- MANDATORY

erasable black ink

3 Completed and signed MBD 1 — Invitation to Bid MANDATORY

4 Completed and signed MBD 4 — Declaration of Interest MANDATORY

5 Completed and signed MBD 6.1 — Preference Point Claim Form (PPR 2022) MANDATORY

6 Completed and signed MBD 8 — Declaration of Bidder's Past SCM Practices MANDATORY

7 Completed and signed MBD 9 — Certificate of Independent Bid Determination MANDATORY

8 Completed Schedule 1A — Authority of Signatory (company resolution / power MANDATORY

of attorney for JV / sole-proprietor certificate)

9 Completed Schedule 1B — Compulsory Enterprise Questionnaire MANDATORY

10 Proof of active re

HDI Requirement: 50%

Criteria inside

tender document

Phokwane Local Municipality invites bids from suitably qualified and experienced service providers for the above-mentioned tender.

Phokwane Local Municipality Supply Chain Policy and Preferential Procurement policy 2023 will apply, and bids will be evaluated in

terms of the 80/20 points system as set out in the PPPFA. A maximum of 20 points (80/20 preference points system) will be allocated

for specific goals. These goals are: Contracting with persons, or categories of persons, historically disadvantaged by unfair

discrimination on the basis of race, gender or disability, 50% of the 20 points will be allocated to promote this goal. The other 50% of

the 20 points will be allocated to promote the goal of Local labour and/ or promotion of enterprises located in the municipal area.

The Municipality shall adjudicate and award tenders in accordance with the Preferential Procurement Policy Framework Act as amended. Tenders will remain valid for 90 (ninety) days.

Bid Documents will be downloadable for free from the 22tnd of May 2026 from the E-Tender portal at

https://www.etenders.gov.za/ or municipal website www.phokwane.gov.za. The bid document will not be printed or acquired from the

SCM office.

Duly completed tender documents sealed in an envelope marked with the Bid Name, Bid Number and Bid Description are to be

deposited into the tender box located on the ground floor at Phokwane Local Municipality, 24 Hertzog Street, Hartswater, 8570, by no

later than 12h00 pm on the 26th of June 2026. Enquiries on technicalities may be directed to Mr L. Lepedi (053) 474 9700 and for supply

chain matters to Mrs. M Viljoen at tel. (053) 474 9700 during office hours.

Please note that faxed, e-mailed or late submission will not be accepted.

Phokwane Local Municipality does not bind itself to accept the lowest or any tender, or to furnish any reason for the acceptance or

rejection of a tender. The municipality reserves the right to appoint or not to appoint to lowest bidder in an event the bidder is below the

market related rates.

This tender is drawn up in line with the Municipality’s Supply Chain Management Policy.

Mr. Z Nikani

Municipal Manager

Returnable documents checklist

The table below lists all documents required with this bid. Bidders are advised to tick each row and verify submission before depositing

the bid.

Only the documents in SECTION A are treated as grounds for immediate disqualification (non-responsive bids) in terms of the

Municipal Finance Management Act, No. (MFMA), the Municipal Supply Chain Management Regulations (GN ), Phokwane Local Municipality's SCM Policy, and National Treasury prescripts.

Documents in SECTION B are required to score functionality and/or claim preference points. A bidder who fails to submit a B-BBEE

certificate will NOT be disqualified but will receive zero (0) preference points for that specific goal. Documents in SECTION C may be

requested/verified after closing and before award in line with MFMA SCM Regulation 21(c) and National Treasury Circular MFMA

No. 104.

No. Required Document / Requirement Status Tick (X)

SECTION A: MANDATORY (Non-submission will result in disqualification)

1 Signed and completed Form of Offer and Acceptance MANDATORY

2 Completed and signed Pricing Schedule — all pricing fields completed in non- MANDATORY

erasable black ink

3 Completed and signed MBD 1 — Invitation to Bid MANDATORY

4 Completed and signed MBD 4 — Declaration of Interest MANDATORY

5 Completed and signed MBD 6.1 — Preference Point Claim Form (PPR 2022) MANDATORY

6 Completed and signed MBD 8 — Declaration of Bidder's Past SCM Practices MANDATORY

7 Completed and signed MBD 9 — Certificate of Independent Bid Determination MANDATORY

8 Completed Schedule 1A — Authority of Signatory (company resolution / power MANDATORY

of attorney for JV / sole-proprietor certificate)

9 Completed Schedule 1B — Compulsory Enterprise Questionnaire MANDATORY

10 Proof of active registration on the National Treasury Central Supplier Database MANDATORY

(CSD Report) showing MAAA number (NT Instruction 4A of 2016/17)

11 Valid SARS Tax Compliance Status (TCS) PIN — will be verified electronically MANDATORY

by the Municipality on the SARS eFiling system

12 Municipal Rates & Taxes account (company and directors) not older than 3 MANDATORY

months, or signed lease stating rates are included, or tribal-authority letter if rural

— must not be in arrears for more than 3 months at award stage

13 Every page of the bid document initialed by the authorized signatory MANDATORY

14 In the case of a Consortium / Joint Venture: signed and dated JV Agreement MANDATORY (if applicable)

specifying profit, liability and workshare

SECTION B: EVALUATION DOCUMENTS (Required for scoring of functionality and/or preference points)

15 Company Experience (Attach certified appointment letter as well as FOR FUNCTIONALITY

completion certificate of relevant work done (Signed by client and/or

Engineer, contractor)

No. Required Document / Requirement Status Tick (X)

Attach a list contactable reference

14 Proof of ability to transport required items as listed (Attach the proof of FOR FUNCTIONALITY

ownership (registration documents) or signed letter of intent for all plant from

plant hire company

15 Financia Standing/Ability to execute the Project (Attach proof of FOR FUNCTIONALITY

Bank Rating from a registered bank)

16 for functionality

Delivery Time (Commitment letter from the manufacturer.

17 B-BBEE Status Level Verification Certificate or sworn affidavit (only for FOR PREFERENCE

preference-point claim — non-submission does NOT disqualify; zero preference POINTS ONLY

points will be awarded)

SECTION C: PRE-AWARD / VERIFICATION (These may be verified by the Municipality after closing — non-submission does

not automatically disqualify, but failure to produce before award will disqualify)

18 Certified copies of Identity Documents of all directors / members / partners VERIFIED AT AWARD

(certification not older than 3 months)

19 CIPC Company / Close Corporation registration documents VERIFIED AT AWARD

20 Valid Letter of Good Standing from the Compensation Fund (COIDA) VERIFIED AT AWARD

21 Banking details confirmation (bank-stamped letter or cancelled cheque) VERIFIED AT AWARD

Declaration by bidder

I, the undersigned, confirm that I have read and understood the requirements of this tender and have attached all the documents as ticked

above.

Signature: ___________________________________ Date: ________________________

Name (print): ________________________________ Capacity: ____________________

Table of Contents

Returnable documents checklist ................................................................................... 4

Bid specifications ......................................................................................................................... 7

SCOPE OF WORK ................................................................................ Error! Bookmark not defined.

EVALUATION CRITERIA .................................................................. Error! Bookmark not defined.

PRICING SCHEDULE ......................................................................... Error! Bookmark not defined.

Form of offer and acceptance ......................................................................................... 12

Mbd 1 – invitation to bid ......................................................................................................... 14

Mbd 2 — tax compliance status ......................................................................................... 17

Mbd 4 – declaration of interest ....................................................................................... 18

Mbd 6.1 – Preference point claim (ppr 2022) ................................................................. 21

Mbd 8 - declaration of bidder’s past supply chain management practices

................................................................................................................................................................. 26

Mbd 9 - certificate of independent bid determination .................................... 28

Schedule 1a — authority of signatory ...................................................................... 31

Schedule 1b — compulsory enterprise questionnaire ..................................... 34

SCHEDULE 1C — CONSULTANT'S PRACTICE DECLARATIONError! Bookmark not defined.

General conditions of contract .................................................................................... 37

SPECIAL CONDITIONS OF CONTRACT (SCC) ........................... Error! Bookmark not defined.

Bid specifications

Specifications of supply and delivery of road maintenance material for a

Period of 12 months as and when required.

Scope

The Contract entails the supply road material to the Municipality for roads and other related projects for the period of 12 months

as and when required.

Details of the contract and rates

This contract involves the supply of road material to the Municipality for roads and other related projects for the period 12 months

as and when required. The bidder shall provide a complete list of products which he considers could provide in all the civil

construction needs of the municipality.

All products offered by the bidder shall, where SANS or another standard specification exists, be manufactured in accordance

with such specification.

The Bidder must offer the following items:

i) Anionic stable SS 60% emulation

ii) 100% All weather cold mix asphalt

iii) Cold mix asphalt wearing course in bulk

iv) Hot premix asphalt wearing course in bulk

v) G2 gravel material

vi) G5 gravel material

vii) River sand

Phokwane Local Municipality intends to procure the bitumen products at average quantities, as needed. The Bidder

must offer all of the items as set out in the tender.

Deliveries

The Bidder shall indicate to the client his delivery periods. The deliveries will be strictly within 7 working days after the receipt of

order. Failure to comply with this condition will result in the cancellation of the order.

The delivery and offloading of the required items will be the responsibility of the successful bidder. The successful bidder must use

a suitable delivery vehicle for this purpose and must use suitable trained staff to ensure safe offloading.

Quality

The supplying of goods (road building materials) should comply with the standard specification. The tenderer shall supply the

SANS certificate on demand. The Municipality reserve the right to request any relevant test for material. The Municipality may at

any given time select a sample and request the service provider to test the sample. The service provider will be requested to

submit three quotations from independent accredited test laboratories and the municipality will select one and the service provider

will be liable for the test cost and the cost may be claimed back from the Municipality only if the material tested complies. The cost

payable will strictly be as per the approved quote at no mark-up.

Aggregate for bituminous product should fall within the following properties:

Sieve Size Percentage passing by mass

(mm) Fine grade Medium grade

6,7 100

4,75 100 82 - 100

2,36 90 - 100 56 - 95

1,18 65 - 95 37 - 75

0,6 42 - 72 22 - 50

0,3 23 - 48 15 - 37

0,15 10 - 27 7 - 20

0,075 4 -12 4 - 12

Appropriate layer thick- 75

25 30 40 50 75 (bottom part) ness (mm) (top part)

Schedule of quantities

Item description unit rate /ton/ kg/

Litre (VAT excl)

Delivery included

Anionic stable ss 60%

1.1 EMULSION 220 litres

100% all weather cold mix

1.2 ASPHALT 25 kg

BAG SIZE: 25kg preferred

Cold mix asphalt wearing

1.3 COURSE Ton

In bulk – not in bags

1.4 HOT PREMIX ASPHALT WEARING Ton

COURSE (TPA Fine)

Hot premix asphalt wearing

1.5 COURSE (TPA Medium) Ton

1.6 G5 Gravel Material m3

1.7. G2 Gravel Material m3

1.8 River Sand m3

Subtotal

Vat @ 15%

Total

• All deliveries in respect to the COLD MIX AND HOT PREMIX ASPHALT WEARING COURSE and gravel material shall be

made as per order.

As bitumen products price are affected by the rise and fall of fuel the contractor will be allowed to do a price

adjustment. A letter should be submitted to the municipality explaining what standard procedure and showing the

formula used for the price adjustment.

• The municipality reserves the right to amend the quantities at its discretion to meet the budget

limitations.

• The municipality reserves the right to reject material if it is not happy with the quality of

material.

Signature of person authorised to sign the tender: ...........................

This bid will be evaluated in accordance with Section 217 of the Constitution of the Republic of South Africa, the Preferential

Procurement Policy Framework Act, No. (PPPFA), the Preferential Procurement Regulations, 2022 (effective 16

January 2023), the Municipal Finance Management Act, No. and the Municipal SCM Regulations (GN ), as well as Phokwane Local Municipality's Supply Chain Management Policy.

5.2 Stage 1 — functionality evaluation

Only bids that passed Stage 1 will proceed to functionality evaluation. The minimum qualifying functionality threshold is 70

points out of 100 (70%). Bids scoring below 70% will not proceed to Stage 2.

Functionality criteria

Item NO functionality requirement points

▪ List and attach proof of five (5)

1 Company Experience 50 projects of exact or similar work

• 1 – 2 projects with Value of work (Inclusive of

VAT) with exact or

▪ Attach certified appointment letter similar work = as well as completion certificate of

15 Points relevant work done (Signed by

• 3 – 4 projects client and/or Engineer, contractor)

with exact or ▪ Attach a list contactable

similar work = reference

30 Points

• 5 or more

projects with

exact or similar

work = 50

Points

2 Provide proof of ▪ Attach the proof of ownership

ability to transport (registration documents) or

required items as signed letter of intent for all

listed plant from plant hire company. 30

▪ 1 (8-to-24-ton

truck) = 15

Points

▪ 2 and more (8

– 24-ton truck)

= 30 Points

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3 Financial

• Bidders must submit Bank 10

Standing/Ability to Rating (Proof from a registered

execute the Project financial institution must be

attached in order to claim

• Code A = 10

points) Points

• Code B = 8

Points

• Code C = 6

Points

4 Delivery Time

• Commitment letter from the 10

manufacturer.

• 7 days upon

receiving an

official order =

10 Points

• More than 7

days upon

receiving an

official order =

5 Points

Total 100

Only bidders who score 70 points or more for Functionality will be further

evaluated on Price and Specific goals.

PLM: Supply and delivery of road maintenance material for a period of 12 months as and when required.

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Form of offer and acceptance

Contract NO: PLM/TROA/2205-2026

Supply and delivery of road maintenance material for a period of 12

Months as and when required.

Offer

The Employer, identified in the Acceptance signature block below, has solicited offers to enter into a Contract in respect of

the following works:

Supply and delivery of road maintenance material for a period of 12

Months as and when required.

The Tenderer, identified in the Offer signature block below, has examined the documents listed in the Tender Data and any

addenda thereto as listed in the Tender Schedules, and by submitting this Offer has accepted the Conditions of Tender.

By the representative of the Tenderer, deemed to be duly authorised, signing this part of this Form of Offer and Acceptance,

the Tenderer offers to perform all the obligations and liabilities of the Contractor under the Contract, including compliance

with all its terms and conditions according to their true intent and meaning, for an amount to be determined in accordance

with the Conditions of Contract identified in the Contract Data.

The offered total of the prices inclusive of value-added tax for the 12

Months contract is:

________________________________________________________________________ Rand (in words)

R ________________________________________________________________________ (in figures)

This Offer may be accepted by the Employer by signing the Acceptance part of this Form of Offer and Acceptance and

returning one copy of this document to the Tenderer before the end of the period of validity stated in the Tender Data,

whereupon the Tenderer becomes the party named as the Contractor in the Conditions of Contract identified in the Contract

Data.

Signature(s): _______________________________ _______________________________

Name(s): __________________________________ _______________________________

Capacity: __________________________________ _______________________________

For (Name and address of organisation): _______________________________________

___________________________________________________________________________

Name and signature of witness: _____________________________________________

Date: ______________________________________________________________________

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Acceptance

By signing this part of this Form of Offer and Acceptance, the Employer identified below accepts the Tenderer's Offer. In

consideration thereof, the Employer shall pay the Contractor the amount due in accordance with the Conditions of Contract

identified in the Contract Data. Acceptance of the Tenderer's Offer shall form an agreement between the Employer and the

Tenderer upon the terms and conditions contained in the Agreement and in the Contract that is the subject of this

Agreement.

The terms of the Contract are within the Tender Document.

The Tenderer shall, within two (2) weeks after receiving a completed copy of this Agreement (including the Schedule of

Deviations, if any), contact the Employer's agent (whose details are given in the Contract Data) to arrange the delivery of

any bonds, guarantees, proof of insurance and other documentation to be provided in terms thereof.

Notwithstanding anything contained herein, this Agreement comes into effect on the date when the Tenderer receives one

fully completed original copy of this document. Unless the Tenderer (now Service Provider) within five (5) working days of

the date of such receipt notifies the Employer in writing of any reason why it cannot accept the contents of this Agreement,

this Agreement shall constitute a binding Contract between the parties.

For and on behalf of Phokwane Local Municipality:

Signature: __________________________________ _______________________________

Name: _____________________________________ _______________________________

Capacity: __________________________________ _______________________________

Phokwane Local Municipality, 24 Hertzog Street, Hartswater, 8570

Name and signature of witness: _____________________________________________

Date: ______________________________________________________________________

PLM: Supply and delivery of road maintenance material for a period of 12 months as and when required.

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Mbd 1 – invitation to bid

Invitation to submit bid

You are hereby invited to bid for requirements of the phokwane local municipality.

Bid number: PLM/TROA/2205-2026 closing date: 26 june 2026 closing time: 12h00 pm

Supply and delivery of road maintenance material for a period of 12

Months as and when required.