Development of GIS strategy for city of polokwane – tender in limpopo

Closing date: 27 August 2026 at 10:00. Bids will be opened in public at that time. No briefing session is applicable for this project. Bids remain valid for 90 days after the closing date.

Technical enquiries: Ms. Lungi Nkosi, 015 290 2541, [email protected]; Mr. Ndivhaleni Nevondo, 015 290 2219, [email protected]. Supply chain enquiries: Mr. Tiro Pilusa, 015 290 2148, [email protected]. Submission address: Bid box, Polokwane Municipality, Civic Centre, corner Bodenstein and Landdros Mare Street, Polokwane.

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 27 August 2026. Bids will be opened in public at that time. The completed bid document, fully priced and signed, must be sealed in an envelope marked with the bid number and 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). Each page of the bid must be initialed. The bid must be completed in black ink only; pencil will disqualify. Returnable forms include: Form A (Bid Form), Form B (General Undertaking), Form C (General Conditions of Contract), Form D (General Procedures), Form E (Special Conditions of Contract), 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), and Annexure C (Authorisation for Deduction of Outstanding Amounts Owed to Council). Disqualification risks: any pages removed from the bid document, completion in pencil, attempting to influence evaluation, late submission, unsatisfactory performance on a previous contract with the municipality or organ of state within the last five years, being in the service of the state, being listed on the Register of Bid Defaulters, abusing the municipality's supply chain management system, or failure to complete and sign the Certificate of Independent Bid Determination or disclosure of wrong information.

Bids will be adjudicated under the 80/20 preference points system: 80 points for price and 20 points for specific goals. Evaluation is in terms of the Supply Chain Management Regulations, Polokwane Municipality Supply Chain Management Policy, the Preferential Procurement Regulation, 2022, and other applicable legislation. The Council reserves the right to accept all, some, or none of the bids, and is not obliged to accept the lowest bid. Responsiveness criteria include: valid CSD number, bid forms completed in full and initialed, Joint Venture Agreement (if applicable) signed by all parties, proof of payment of municipal rates and taxes or letter from tribal authority or valid lease agreement, compliance with 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 scope is the development of a comprehensive Geographic Information System (GIS) Strategy for the City of Polokwane Municipality. The project falls under the Directorate: Planning and Economic Development, Business Unit: Corporate Geo-Informatics. No further technical specifications are stated in the document.

No specific methodology or execution plan is required beyond the general requirement to comply with the bid and technical specifications. Variation orders up to 15% of the original contract value may be instructed, and for measurable quantities the contractor may be asked to reduce unit prices without escalation.

Pre-bidding testing is for the bidder's account. If inspections, tests or analyses are required, the bidder's premises must be open at all reasonable hours for inspection by the purchaser's representative. If goods/services do not comply with contract requirements, the cost of inspections/tests/analyses is borne by the supplier, and the goods/services may be rejected. Rejected goods are held at the supplier's cost and risk and must be replaced immediately.

Prices must be quoted on MBD 3.1 (Schedule of Prices). The total bid amount must be stated. Prices must remain valid for 90 days. The bid must adhere to pricing instructions. Foreign suppliers are responsible for all taxes, duties and levies outside the purchaser's country; local suppliers are responsible for all taxes, duties and levies until delivery. No contract will be concluded with a bidder whose tax matters are not in order.

Bidders must demonstrate financial ability to execute the contract. Prices must be quoted on the pricing schedule (MBD 3.1) and must remain valid for 90 days. 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. Payment will be made in Rand, no later than 30 days after submission 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 have a valid Central Supplier Database (CSD) number. Tax compliance: submit a SARS Tax Compliance Status (TCS) PIN or CSD number; a printed TCS certificate may also be submitted. For consortia/joint ventures/subcontractors, each party must submit a separate TCS certificate/PIN/CSD number. Foreign suppliers must complete the pre-award questionnaire in Part B:3. Bidders must not be in the service of the state, nor have any director, manager, principal shareholder or stakeholder in the service of the state. Bidders must not be listed on the Register of Bid Defaulters or National Treasury's database of prohibited persons. Bidders must not have outstanding municipal rates and taxes or service charges in arrears for more than three months. Proof of payment of municipal rates and taxes, or a letter from tribal authority, or a valid lease agreement must be attached. MBD 4 (Declaration of Interest) discloses whether any director or shareholder is employed by the state or connected to anyone at the municipality. MBD 9 (Certificate of Independent Bid Determination) certifies the price was set independently. MBD 5 (Declaration for Procurement above R10 million) applies. MBD 8 (Declaration of Bidder's Past SCM Practices) must be completed. Annexure B (Certificate for Municipal Services and Payments) and Annexure C (Authorisation for Deduction of Outstanding Amounts Owed to Council) are required.

The General Conditions of Contract (GCC) apply, including provisions on performance security, inspections, packing, delivery, insurance, transportation, incidental services, spare parts, warranty, payment, prices, variation orders, assignment, subcontracts, delays, penalties, termination for default, and dispute resolution. Special conditions of contract, if any, take precedence over general conditions where in conflict. The supplier warrants goods are new, unused, and free from defects; warranty is 12 months after delivery/acceptance or 18 months after shipment, whichever ends earlier. Payment is due within 30 days of invoice. Prices may not vary from those quoted, except for authorised adjustments. Variation orders up to 15% of the original contract value may be instructed. The supplier may not assign obligations without prior written consent. Delays may incur penalties deducted from the contract price. Termination for default may result in restriction from doing business with the public sector for up to 10 years.

The City Manager may reject the bid or quote of any person if that person or any of its directors has: committed a corrupt or fraudulent act during the procurement process or in the execution of the contract; an official or other role player committed any corrupt or fraudulent act that benefited that person; failed to pay municipal rates and taxes or municipal service charges in arrears for more than three months; failed during the last five years to perform satisfactorily on a previous contract with the Municipality or any other organ of state after written notice; abused the supply chain management system or committed any improper conduct; been convicted of fraud or corruption during the past five years; willfully neglected, reneged on or failed to comply with any government, municipal or other public sector contract during the past five years; or been listed in the Register for Tender Defaulters or National Treasury's database as prohibited from doing business with the public sector.

Responsiveness criteria: bid must be properly received in a sealed envelope clearly indicating description and bid number; deposited in the relevant bid box on or before closing date and time; valid Central Supplier Database (CSD) number; bid forms completed in full and each page initialed; submission of a Joint Venture Agreement where applicable, properly signed by all parties; proof of payment of municipal rates and taxes or letter from tribal authority or valid lease agreement; compliance with bid and technical specifications; adherence to pricing instructions; financial ability to execute contract; compliance with Notice to Bidders; experience with similar work.

The Municipality shall adjudicate and award bids in accordance with the 80/20 preference points system: 80 points for price and 20 points for specific goals. Bids will be evaluated in terms of the Supply Chain Management Regulations, Polokwane Municipality Supply Chain Management Policy, the Preferential Procurement Regulation, and other applicable legislation. The Council reserves the right to accept all, some, or none of the bids submitted, either wholly or in part, and is not obliged to accept the lowest bid.