Maintenance support services for the integrated bosch digital conference system & kramer av distribution system, polokwane municipality,new council chambers, old chamber and mayor’s parlour for period of three (3) years (re-advert)

Closing date: 15 September 2026 at 10:00. No compulsory briefing session is applicable. Bids remain valid for 90 days after closing.

Technical enquiries: Ms. Pauline Tibane and Mr. Phala Seabi, 015 290 2221 / 015 290 2184, [email protected] / [email protected]. Supply chain enquiries: Mr. Tiro Pilusa, 015 290 2148, [email protected].

Bids must be deposited in the bid box at Polokwane Municipality, Civic Centre, corner Bodenstein and Landdros Mare Street, not later than 10:00 on 15 September 2026. The bid box is open 24/7. Completed bid documents, fully priced and signed, must be sealed in an envelope marked with the bid number and description. Bids received after the closing time will not be considered. Bids must remain valid for 90 days after closing. Bidders must submit on official forms (not retyped) and initial each page. Returnable documents include: Form A (Bid Form), Form B (General Undertaking), Form C (General Conditions of Contract), Form D (General Procedures), Form E (Special Conditions), Form F (Bid Specifications), MBD 3.1 Schedule of Prices, MBD 6.1 Preferential Procurement Form, Annexure A (Evaluation Process and Criteria), MBD 4 Declaration of Interest, MBD 5 Declaration for Procurement above R10 million, MBD 8 Declaration of Bidder's Past SCM Practices, MBD 9 Certificate of Independent Bid Determination, Annexure B (Certificate for Municipal Services and Payments), Annexure C (Authorisation for Deduction of Outstanding Amounts). Also required: proof of municipal account paid in full, authority for signatory (board resolution), and bank account details. Disqualification risks: missing pages, completion in pencil, attempting to influence evaluation, late submission, unsatisfactory performance on a previous contract, being in service of the state, being listed on the Register of Bid Defaulters, abusing the SCM system, or failure to complete and sign the certificate of independent determination.

Bids will be adjudicated using the 80/20 preference point system: 80 points for price and 20 points for specific goals. Evaluation is in terms of the Supply Chain Management Regulations, Polokwane Municipality SCM Policy, the Preferential Procurement Regulation, 2022, and other applicable legislation. The Council reserves the right to accept all, some, or none of the bids. Responsiveness criteria include: sealed envelope with description and bid number, deposit in bid box before closing, valid CSD number, bid forms completed in full and initialed, Joint Venture Agreement where applicable, proof of payment of municipal rates/taxes or letter from tribal authority or valid lease, compliance with bid and technical specifications, adherence to pricing instructions, compliance with Notice to Bidders, and demonstration of a track record of similar projects.

The scope is maintenance support services for the integrated Bosch digital conference system and Kramer AV distribution system at Polokwane Municipality's New Council Chambers, Old Chambers, and Mayor's Parlour, for a period of three years. The contract will be with the Directorate: Corporate and Shared Services, Business Unit: Information Communication Technology. The successful bidder will be required to sign a written contract form (MBD7).

Variation orders: if the estimated value of changes does not vary more than 15% of the total contract value, the contractor may be instructed to deliver goods or render services as such. For measurable quantities, the contractor may be approached to reduce unit prices, provided there is no price escalation.

Bidders must demonstrate a track record of projects of similar scope and size. The bid must be properly received in a sealed envelope with description and bid number, deposited in the bid box before closing, with a valid CSD number, completed forms, and initialed pages. Joint Venture Agreement where applicable, proof of municipal rates/taxes payment, and compliance with technical specifications are required.

Pre-bidding testing is for the bidder's account. If inspections, tests, or analyses are required, the bidder's premises must be open for inspection by the purchaser's representative. If goods/services do not comply with contract requirements, they may be rejected, and the supplier must bear the costs of inspection and replacement. The purchaser may cancel the contract for breach.

Pricing must be submitted on MBD 3.1 Schedule of Prices. Prices quoted must cover all work/items specified. The successful bidder must furnish performance security within 30 days of award. Payment will be made within 30 days of invoice. Prices must not vary from those quoted, except for authorised adjustments. Variation orders up to 15% of the original contract value may be instructed.

Pricing must be submitted on MBD 3.1 Schedule of Prices. Prices quoted must cover all work/items specified and any mistakes in pricing are at the bidder's risk. Payment will be made within 30 days of invoice submission. Prices charged must not vary from those quoted, except for authorised adjustments. Variation orders up to 15% of the original contract value may be instructed. The successful bidder must furnish performance security within 30 days of contract award, in the form of a bank guarantee, irrevocable letter of credit, or cashier's/certified cheque, as specified in the Special Conditions of Contract.

Bidders must be registered on the Central Supplier Database (CSD) and provide a valid CSD number. Tax compliance: bidders must submit a SARS Tax Compliance Status (TCS) PIN or a printed TCS certificate; if no TCS is available, a CSD number must be provided. Each party in a consortium/JV/subcontract must submit a separate TCS/PIN/CSD number. No contract will be concluded with a bidder whose tax matters are not in order or whose municipal rates and taxes are in arrears. Bidders must not be in the service of the state. Proof of payment of municipal rates and taxes or a letter from tribal authority or valid lease agreement must be attached. Bidders must complete and sign the Certificate of Independent Bid Determination (MBD 9) and the Declaration of Interest (MBD 4). Foreign suppliers must complete the pre-award questionnaire in Part B:3.

The contract is subject to the General Conditions of Contract (GCC). Key terms include: performance security within 30 days of award; inspections and tests; packing; delivery and documents; insurance; transportation; incidental services; spare parts; warranty (12 months after delivery or 18 months after shipment, whichever is earlier); payment within 30 days of invoice; prices not to vary; variation orders up to 15%; no assignment without consent; subcontract notification; delays and penalties; termination for default; anti-dumping provisions; contract governed by South African law; collusive bidding prohibited and may lead to invalidation, termination, restriction from doing business, and damages.

Bids will remain valid for 90 days after closing date. Council reserves the right to negotiate further conditions and requirements with the successful bidder. No bids will be considered from persons in the service of the state. The City Manager may reject bids if the bidder or director has committed corrupt/fraudulent acts, failed to pay municipal rates/taxes for more than three months, failed to perform satisfactorily on previous contracts, abused SCM system, been convicted of fraud/corruption, or been listed on Register for Tender Defaulters.

Responsiveness criteria: bid must be properly received in sealed envelope with description and bid number; deposited in bid box before closing date/time; valid CSD number; bid forms completed in full and each page initialed; Joint Venture Agreement where applicable; proof of payment of municipal rates/taxes or letter from tribal authority or valid lease agreement; comply with bid and technical specifications; adhere to pricing instructions; comply with Notice to Bidders; demonstrate track record of similar projects. Disqualification conditions include: pages removed, completion in pencil, attempting to influence evaluation, late submission, unsatisfactory performance on previous contract, being in service of the state, listed on Register of Bid Defaulters, abusing SCM system, failure to complete/sign certificate of independent determination.