Supply and delivery of trees – polokwane municipality (3-Year contract, two service providers)

Technical enquiries: Mr. David Morapi, 015 023 5671, [email protected]; Ms. Gilani Makhubele, 015 290 2491, [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 18 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 be submitted on the official forms provided (not re-typed) or online. Each page of the bid must be initialed. The bid must be completed in black ink only; pencil will disqualify. Returnable forms include: MBD1 (Invitation to Bid), MBD3.1 (Schedule of Prices), MBD4 (Declaration of Interest), MBD5 (Declaration for Procurement above R10 million), MBD8 (Declaration of Bidder's Past SCM Practices), MBD9 (Certificate of Independent Bid Determination), Annexure A (Evaluation Process and Criteria), Annexure B (Certificate for Municipal Services and Payments), Annexure C (Authorisation for Deduction of Outstanding Amounts), and Form A (Bid Form). A valid CSD number is required. Proof of payment of municipal rates and taxes or a letter from tribal authority or valid lease agreement must be attached. Joint Venture Agreement, if applicable, must be properly signed. Bids will remain valid for 90 days after closing.

Bids will be evaluated under the 80/20 preference point system: 80 points for price and 20 points for specific goals. Bidders must meet all responsiveness criteria: properly received in a sealed envelope with bid number and description, deposited in the bid box before closing, valid CSD number, bid forms completed in full and initialed, Joint Venture Agreement if applicable, proof of municipal rates/taxes or lease, compliance with technical specifications, adherence to pricing instructions, and compliance with the Notice to Bidders. The municipality reserves the right to accept all, some, or none of the bids and is not obliged to accept the lowest bid.

The tender is for the appointment of two (02) service providers for the supply and delivery of trees for a period of three (03) years. The directorate is Community Services, Business Unit: Environmental Management. The successful bidder will be required to sign a written contract form (MBD7).

Goods supplied must conform to standards mentioned in the bidding documents. The supplier's premises must be open for inspection. If goods do not comply, they may be rejected and the supplier must replace them at their own cost. Pre-bidding testing is for the bidder's account.

Pricing must be submitted on the MBD3.1 Schedule of Prices. Prices must be fixed. Payment will be made within 30 days of invoice. Bidders must have a valid tax clearance (TCS PIN or CSD number).

Pricing must be submitted on the MBD3.1 Schedule of Prices. Prices must be fixed for the contract period. Payment will be made within 30 days of invoice submission. No performance security amount is specified in the document. Bidders must have a valid tax clearance (TCS PIN or CSD number).

Bidders must be registered on the Central Supplier Database (CSD). A valid tax compliance status (TCS PIN or CSD number) is required. Bidders must not be in the service of the state. Bidders must not be listed on the Register of Bid Defaulters. Bidders must not have abused the municipality's supply chain management system. Bidders must complete and sign the Certificate of Independent Bid Determination (MBD9). Bidders must complete the Declaration of Interest (MBD4). Bidders must complete the Declaration for Procurement above R10 million (MBD5) if applicable. Bidders must complete the Declaration of Bidder's Past SCM Practices (MBD8). Bidders must provide proof of payment of municipal rates and taxes or a letter from tribal authority or valid lease agreement. Bidders must provide a Joint Venture Agreement if applicable. Bidders must provide proof of authority to sign (e.g., resolution, power of attorney).

The tender falls under the Environmental Management business unit, indicating a focus on environmental goods (trees). No specific environmental requirements are stated.

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, and free from defects. Warranty is valid for 12 months after delivery or 18 months after shipment, whichever is earlier. Payment will be made within 30 days of invoice. Prices are fixed and cannot vary except for authorized adjustments. Variations up to 15% of contract value may be instructed. The supplier cannot assign the contract without consent. Subcontracts must be notified in writing. Delays may incur penalties. The purchaser may terminate the contract for default, and the supplier may be restricted from doing business with the public sector for up to 10 years.

Bids will be evaluated under the 80/20 preference point system: 80 points for price and 20 points for specific goals. Bidders must meet all responsiveness criteria as listed in the evaluation criteria section.