Gis-enabled water and sanitation asset management system – implementation and maintenance (3 years)

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]. Submission address: Polokwane Municipality, Civic Centre, corner Bodenstein and Landdros Mare Street, Polokwane, 0699.

Bids must be deposited in the bid box at Polokwane Municipality, Civic Centre, corner Bodenstein and Landdros Mare Street, Polokwane, not later than 10:00 on 14 September 2026. The bid box is 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) or online. Each page of the bid must be initialed; completion in pencil or erasable ink is not accepted. 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 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), Annexure C (Authorisation for Deduction of Outstanding Amounts Owed to Council). Also required: valid CSD number, proof of payment of municipal rates and taxes or letter from tribal authority or valid lease agreement, Joint Venture Agreement (where applicable) signed by all parties, and proof of authority for signatory (e.g., resolution, power of attorney). Disqualification risks: missing pages, completion in pencil, late submission, failure to sign the certificate of independent bid determination, attempting to influence evaluation, unsatisfactory performance on a previous contract with the municipality or any organ of state within the last five years, being in the service of the state, being listed on the Register of Bid Defaulters, or abusing the municipality's supply chain management system.

Bidders must submit the completed bid document, fully priced and signed, sealed in an envelope marked with bid number and description. Required 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), Annexure C (Authorisation for Deduction of Outstanding Amounts Owed to Council).

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: properly received in a sealed envelope clearly indicating the service description and bid number; deposited in the relevant bid box on or before closing date and time; valid CSD number; bid forms completed in full and each page initialed; Joint Venture Agreement (where 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; compliance with the Notice to Bidders; and demonstration of experience with similar work – a track record of projects of similar scope and size. All bids are 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, and is not obliged to accept the lowest bid. The City Manager may reject a bid if the bidder or any director has committed corrupt or fraudulent acts, 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 contract in the past five years, or been listed on the Register for Tender Defaulters or National Treasury's database of prohibited persons.

The scope is the appointment of a service provider for the implementation and maintenance of a GIS-enabled water and sanitation infrastructure asset management system for a period of three (3) years. The successful bidder will be required to fill in and sign a written contract form (MBD7). Bidders must demonstrate experience with similar work – a track record of projects of similar scope and size. The bid is subject to the Preferential Procurement Policy Framework Act and the Preferential Procurement Regulations, 2022, the General Conditions of Contract (GCC), and any applicable Special Conditions of Contract.

Variation orders: where the estimated value of changes does not exceed 15% of the original 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 escalation in price.

Bidders must demonstrate experience with similar work – a track record of projects of similar scope and size. This is a responsiveness criterion; failure to demonstrate such experience may render the bid non-responsive.

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 inspections are not specified but later decided, the purchaser arranges and pays for them. If goods or services do not comply with contract requirements, the cost of inspections is borne by the supplier, and the goods/services may be rejected. Rejected goods are held at the supplier's cost and risk; the supplier must remove and substitute them immediately, or the purchaser may purchase substitutes at the supplier's expense.

Bidders must complete the pricing schedule (MBD 3.1) with the total bid price. Prices quoted must cover all work/items specified in the tender documents; any mistakes regarding prices and calculations are at the bidder's risk. Prices must not vary from the bid unless authorised. Payment will be made in Rand, within 30 days of invoice.

Bidders must complete the pricing schedule (MBD 3.1) with the total bid price. Prices quoted must cover all work/items specified in the tender documents; any mistakes regarding prices and calculations are at the bidder's risk. Payments will be made in Rand, no later than 30 days after submission of an invoice or claim. Prices charged must not vary from those quoted in the bid, except for authorised adjustments. Variation orders: changes not exceeding 15% of the total contract value may be instructed; for measurable quantities, the contractor may be asked to reduce unit prices without escalation. No contract will be concluded with any bidder whose tax matters are not in order or whose municipal rates and taxes and service charges are in arrears. A foreign supplier is responsible for all taxes, stamp duties, license fees, and other levies imposed outside the purchaser's country; a local supplier is responsible for all taxes, duties, license fees, etc., incurred until delivery.

Bidders must have a valid Central Supplier Database (CSD) number. Tax compliance: bidders must submit their SARS Tax Compliance Status (TCS) PIN or CSD number; a printed TCS certificate may also be submitted. In consortia/joint ventures/sub-contracting, each party must submit a separate TCS certificate/PIN/CSD number. Foreign suppliers must complete the pre-award questionnaire in Part B:3. No bids will be considered from persons 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. Bidders must complete and sign the certificate of independent bid determination (MBD 9). Required forms: 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).

The contract is subject to the General Conditions of Contract (GCC) and any Special Conditions of Contract, which take precedence in case of conflict. The supplier warrants that goods are new, unused, of the most recent models, and free from defects; warranty is valid for 12 months after delivery and acceptance, or 18 months after shipment, whichever ends earlier. Payment: invoices with delivery notes; payment within 30 days. Prices must not vary from the bid. Variation orders: changes up to 15% of the original contract value may be instructed; for measurable quantities, unit price reductions may be requested without escalation. Assignment of obligations requires prior written consent. Subcontracts must be notified in writing. Delays: the supplier must notify the purchaser of any delay; penalties may be imposed for late delivery or performance. Termination for default: the purchaser may terminate if the supplier fails to deliver, fails to perform obligations, or engages in corrupt or fraudulent practices; the supplier may be restricted from doing business with the public sector for up to 10 years. The purchaser may also purchase substitute goods at the supplier's expense. The supplier must indemnify the purchaser against third-party claims of patent, trademark, or industrial design infringement. Intellectual property developed for the municipality vests in the municipality. The supplier must permit inspection and audit of records. Performance security may be required within 30 days of contract award, in the form of a bank guarantee, irrevocable letter of credit, or cashier's/certified cheque, and will be returned within 30 days after completion of obligations.

Bids will remain valid for a period of 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 received after the closing date and time will not be considered. No bids will be considered from persons in the service of the state.

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; compliance with Notice to Bidders; experience with similar work – demonstrate a track record of projects of similar scope and size.

The Municipality shall adjudicate and award bids in accordance with preference points of 80/20-point system, 80 points for price and 20 points for specific goals. Bids will remain valid for 90 days. The Council reserves the right to negotiate further conditions and requirements with the successful bidder. All bids received shall 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.