Appointment of 3 service providers for municipal branded collaterals – 3-Year tender in limpopo

Closing date: 11 September 2026 at 10H00. Bids will be opened in public at that time. No briefing session is applicable for this project.

Technical enquiries: Ms. Rhulani Baloyi, 015 290 2749, [email protected]. Supply chain enquiries: Mr. Tiro Pilusa, 015 290 2148, [email protected]. Submission address: Bid box at Polokwane Municipality Civic Centre, corner Bodenstein and Landdros Mare Street, Polokwane.

Bids must be deposited in the bid box at the Polokwane Municipality Civic Centre, corner Bodenstein and Landdros Mare Street, not later than 10H00 on 11 September 2026, when bids will be opened in public. The bid box is generally open 24 hours, 7 days a week. Completed bid documents, fully priced and signed, must be sealed in an envelope marked with the bid number and bid description. Bids received after the closing date and time will not be considered. Bids must be submitted on the official forms provided (not re-typed) and completed in black ink only; completion in pencil or erasable ink is not accepted. Each page of the bid document must be initialed. The following returnable documents are required: a valid Central Supplier Database (CSD) number; a Joint Venture Agreement, where applicable, properly signed by all parties; proof of payment of municipal rates and taxes, or a letter from tribal authority, or a valid lease agreement; proof of authority for the signatory (e.g., resolution, power of attorney); and the completed and signed certificate of independent bid determination. Bids will be disqualified if any pages are removed from the bid document, if the bidder attempts to influence the evaluation or award, if the bid is late, or if the bidder has failed to perform satisfactorily on a previous contract with the municipality or any organ of state within the last five years after written notice. Bids will also be rejected if the bidder or any director is in the service of the state, is listed on the Register of Bid Defaulters, or has abused the municipality's supply chain management system. Bids will remain valid for 90 days after the closing date. The municipality does not bind itself to accept the lowest or any other bid in whole or in part.

Bids will be adjudicated under the 80/20 preference point system: 80 points for price and 20 points for specific goals, in accordance with the Preferential Procurement Policy Framework Act and the Preferential Procurement Regulations, 2022. Responsiveness criteria include: the bid must be properly received in a sealed envelope clearly indicating the description of the service and the bid number; the bid must be deposited in the relevant bid box on or before the closing date and time; a valid CSD number; bid forms completed in full and each page initialed; a Joint Venture Agreement, where applicable, properly signed; proof of payment of municipal rates and taxes or a letter from tribal authority or valid lease agreement; compliance with the bid and technical specifications; adherence to pricing instructions; financial ability to execute the contract; compliance with the Notice to Bidders; and experience with similar work. The City Manager may reject a bid if the bidder or any director has committed a corrupt or fraudulent act, failed to pay municipal rates and taxes or service charges in arrears for more than three months, failed to perform satisfactorily on a previous contract within the last five years, abused the supply chain management system, been convicted of fraud or corruption in the past five years, willfully neglected or failed to comply with any government or municipal contract in the past five years, or been listed on the Register for Tender Defaulters or National Treasury's database of prohibited persons. The Council reserves the right to accept all, some, or none of the bids, and is not obliged to accept the lowest bid.

The scope is the provision of municipal branded collaterals for a period of three (3) years. Three (03) service providers will be appointed. The tender is under the Directorate of Planning and Economic Development, Business Unit Economic Development and Tourism. No detailed specifications, quantities, or standards are provided in the available text.

Variation orders may be instructed where the estimated value of changes does not vary more than 15% of the total original contract value. For measurable quantities, the contractor may be approached to reduce unit prices, provided there is no price escalation.

Goods supplied must conform to the standards mentioned in the bidding documents and specifications. The bidder's premises must be open for inspection by the purchaser's representative at all reasonable hours if inspections are required. If goods or services do not comply with contract requirements, they may be rejected, and the supplier must remove and substitute them at their own cost. The cost of inspections, tests, and analyses is borne by the purchaser if goods comply, and by the supplier if they do not.

Prices must be quoted on the official pricing schedule (MBD 3.1). Bids must adhere to pricing instructions. Prices must remain fixed for the contract period, with no variation except as authorised. Payment will be made in Rand within 30 days of a valid invoice. No contract will be concluded with a bidder whose tax matters are not in order or whose municipal rates and taxes and service charges are in arrears.

Bidders must demonstrate financial ability to execute the contract. Prices must be quoted on the official pricing schedule (MBD 3.1) and must remain fixed for the contract period, with no variation except as authorised. Payment will be made in Rand, within 30 days of submission of a valid invoice accompanied by a delivery note. The successful bidder will be required to furnish a performance security within 30 days of notification 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. No contract will be concluded with a bidder whose tax matters are not in order or whose municipal rates and taxes and service charges are in arrears.

Bidders must be registered on the Central Supplier Database (CSD) and provide a valid CSD number. Bidders must be tax compliant and provide a SARS Tax Compliance Status (TCS) PIN or CSD number; a printed TCS certificate may also be submitted. Foreign suppliers must complete the pre-award questionnaire in Part B:3. Where consortia, joint ventures, or subcontractors are involved, each party must submit a separate TCS certificate/PIN/CSD number. Bidders must not be in the service of the state, and no award may be made to a person in the service of the state or to an entity with a director, manager, principal shareholder, or stakeholder in the service of the state. Bidders must complete and sign the Certificate of Independent Bid Determination (MBD 9). Returnable forms include: MBD 1 (Invitation to Bid), MBD 3.1 (Schedule of Prices), MBD 4 (Declaration of Interest), MBD 5 (Declaration for Procurement Above R10 Million), MBD 6.1 (Preferential Procurement Form), MBD 8 (Declaration of Bidder's Past Supply Chain Management Practices), MBD 9 (Certificate of Independent Bid Determination), and MBD 7 (Contract Form) for the successful bidder. Proof of payment of municipal rates and taxes, or a letter from tribal authority, or a valid lease agreement must be attached. Bidders must not be listed on the Register of Bid Defaulters or National Treasury's database of prohibited persons.

The contract will be governed by the General Conditions of Contract (GCC) and any Special Conditions of Contract. The supplier warrants that goods are new, unused, of the most recent models, and free from defects for 12 months after delivery or 18 months after shipment, whichever is earlier. The supplier must repair or replace defective goods at no cost to the purchaser. Payment will be made within 30 days of a valid invoice. Prices may not vary from those quoted, except for authorised adjustments. Variations up to 15% of the original contract value may be instructed. The supplier may not assign obligations without prior written consent. Subcontracts must be notified in writing. Delays may incur penalties deducted from the contract price. The purchaser may terminate the contract for default, including failure to deliver, failure to perform obligations, or corrupt or fraudulent practices. Termination may lead to the supplier being prohibited from doing business with the public sector for up to 10 years.

Bids are evaluated under the 80/20 preference point system: 80 points for price and 20 points for specific goals. Bids must meet responsiveness criteria including a valid CSD number, completed bid forms, proof of municipal rates and taxes payment, compliance with technical specifications, pricing instructions, financial ability, and experience with similar work. Bids will be rejected if the bidder attempts to influence the evaluation or award, or if the bidder or any director is in the service of the state, listed on the Register of Bid Defaulters, or has abused the municipality's supply chain management system.