Panel of legal service providers for kumkani mhlontlo local municipality (3-Year contract)

Closing date: 21 July 2026 at 12:00 PM. Bids must remain valid for 90 days from submission. Shortlisted bidders may be required to attend a presentation and/or Q&A session. Site visits/inspections may be conducted by KMLM.

Technical queries: Patuxolo Mhloli, Cell: 082 772 2452, Email: [email protected]. Supply Chain Management queries: Busisiwe Jara, Cell: 066 485 7564, Email: [email protected]. Submission address: New Qumbu Town Hall, Reception Area, 96 General Mabindla Street, Qumbu, 5180. Postal address: P.O. Box 31, Qumbu, 5180. General municipality contact: Tel: +27(047) 553 7000, Fax: +27(047) 553 0189.

Submit bids by hand delivery only to: New Qumbu Town Hall, Reception Area, 96 General Mabindla Street, Qumbu, 5180. Place bids in the tender box. Bids must be clearly marked: "APPOINTMENT TO THE KUMKANI MHLONTLO LOCAL MUNICIPALITY’S PANEL OF ATTORNEYS, REFERENCE NUMBER: PPLS-MM-2026-2029/KMHLM - Panel of Attorneys". Technical and Financial proposals must be submitted together in one sealed envelope. Use official bid forms (MBD1, MBD4, etc.)—do not retype or redraft. Additional offers must be submitted separately in sealed envelopes. Late bids (after 12:00 PM on 21 July 2026) will not be accepted. Faxed or emailed bids are not permitted. Bids must remain valid for 90 days from submission. Non-compliance with submission requirements (e.g., missing forms, incorrect marking, or late delivery) will invalidate the bid.

Evaluation occurs in two stages: Stage 1 (Functionality) and Stage 2 (Price and Specific Goals). Only bidders scoring 70% or higher in Stage 1 proceed to Stage 2. The 80/20 preference system applies: 80 points for price, 20 points for specific goals. Specific Goals (20 points total): HDI Equity Ownership (10 points, proof: ID copy), Youth Enterprise (2 points, proof: ID copy and CSD), Women Equity Ownership (2 points, proof: ID copy, CK, and CSD), Disability (2 points, proof: Medical certificate and CSD), Rural Enterprise (2 points, proof: Residence confirmation from traditional leader/ward councillor and CSD), Military Veterans (2 points, proof: Stamped confirmation letter from Office of Military Veterans and ID copy). Functionality Criteria (100 points total): Methodology (15 points: understanding of task, innovative approaches, alignment with municipal needs), Company Existence and Experience (25 points: 5+ years = 25 points, 1 year = 5 points), Knowledge of the Task (30 points: evidence of similar assignments, client confirmations; 10 points per 2 assignments), Skills and Capacity (30 points: team qualifications—2 points per 10 qualifications; CVs with references—5 points per CV).

Scope: Provision of legal services through a panel of four service providers for three years. Services include: legal advice and litigation support (debt recovery, municipal activities, contracts), handling applications (debt recovery, fraud investigations, civil claims), administrative and constitutional law litigation, interpretation of legislation and legislative drafting, employment and labour relations, contractual interpretation, and detailed legal research. Deliverables: Expertise in Administrative Law, Local Government Law, Labour Law, Commercial & Contract Law, Conveyancing (with LPC Number), Debt Recoveries, and Favourable Court Orders. Duration: Three years from signing of Service Level Agreement (SLA). Work is assigned as needed via consultation or assignment letters/emails. Fees may be negotiated per assignment. Sub-contracting requires KMLM’s written consent. Lead attorneys must have a minimum of 5 years’ post-admission experience in their specialty areas.

Technical proposal must include: Methodology (15 points: demonstrate understanding of the task, alignment with municipal needs, innovative approaches, awareness of local governance legal challenges). Company Existence and Experience (25 points: years of relevant experience, 5+ years = 25 points). Knowledge of the Task (30 points: evidence of similar work, client confirmations; 10 points per 2 assignments). Skills and Capacity (30 points: team qualifications—2 points per 10 qualifications; CVs with references—5 points per CV). Proposal must include a project plan and timeframes. Demonstrate adherence to the Terms of Reference (TOR).

Mandatory requirements for lead attorney(s): Certified copies of qualifications and CVs. CVs must include: Qualifications, Area(s) of specialty, Years of experience in specialty, Record of attendance (categories: at least once a year, six months, month, weekly, daily), Minimum 5 years’ post-admission experience in specialty. For firms with multiple specialties: List all relevant areas and corresponding lead attorneys. Support staff details: Number, qualifications, and experience. Lead attorney’s hourly fee. Demonstrated experience in specialty areas, including research capabilities. Three reference letters from clients for similar services. Non-mandatory: Company profile, Infrastructure record (communication, hardware/software, premises), Locality (business and postal addresses, regional offices).

Shortlisted service providers may be required to attend a presentation and/or Q&A session. KMLM may conduct site visits/inspections to verify bidder capabilities.

Complete the pricing schedule (Annexure B) with the following categories: Consultations, Appearances, and Conferences (hourly rates for attorney, advocate, candidate attorney). Drafting and Drawings (per-page rates for formal statements, affidavits, summonses, petitions, opinions, notices, pleadings). Attendance and Perusal (day fees for attorney/candidate attorney). Miscellaneous (rates for photocopies—A4, colour—telephone calls per 5 minutes, rate per kilometre). Total amount must be reflected on MBD1 Form. Pricing must be inclusive of VAT and all taxes.

Pricing must be in South African Rand, inclusive of VAT and all taxes. Submit a completed pricing schedule (Annexure B) with rates per person per hour for attorneys, advocates, and candidate attorneys. Categories include: Consultations, Appearances, and Conferences (hourly rates), Drafting and Drawings (per-page rates for formal statements, affidavits, summonses, etc.), Attendance and Perusal (day fees), and Miscellaneous (photocopies, telephone calls, rate per kilometre). Provide total average fee for the three-year period. Use the Municipal Bidding Document (MBD1) Form for the total amount. Prices are non-firm and subject to annual adjustments with documentary evidence. Payment terms: Valid tax invoices paid within 30 days from statement date. Submit invoices and supporting documents by the 20th of each month to the Chief Financial Officer (CFO), KMLM Finance Division, ERF NO. 96 General Mabindla Street, Qumbu, 5180. Financial proposals must remain valid for 90 days after closing date.

Mandatory documents: CSD report/number, SARS Tax PIN, Fidelity Certificate (Attorneys Act), Proof of registration with relevant Law Society, Letter of good standing from Law Society, Certified B-BBEE certificate (issued by SANAS-accredited agency, IRBA-registered auditor, or Accounting Officer under CCA), Proof of Municipal rates (not older than one month), Signed MBD4 Form. For partnerships/close corporations/companies: Company certificates with names, ID numbers, and addresses of partners/members/directors. For consortiums: Shareholding certificates. For joint ventures: Joint Venture agreements. Disclosures: Must disclose bankruptcy/insolvency proceedings, criminal convictions, professional misconduct, corruption, tax non-compliance, or conflicts of interest. Persons in the service of the state may not bid. Non-compliance with any mandatory requirement or applicable Acts/Regulations/By-laws will disqualify the bid.

Contract duration: Three years from effective date. KMLM reserves the right to: accept/reject any bid, appoint multiple service providers, award partial contracts, request further information, or cancel the tender. General Conditions of Contract (GCC) apply, supplemented by special terms. GCC prevails in case of conflict. No legal relationship exists until SLA is signed. Work assignments are not guaranteed; firms may be assigned work as needed. Fees may be negotiated per assignment. Sub-contracting requires KMLM’s written consent. Successful firms report to the Head: Legal Department or delegated person. Bidders must disclose conflicts of interest, insolvency, criminal proceedings, or tax non-compliance. Confidentiality: Bids are contractually binding and confidential. Successful bidders must sign an SLA. Disqualification: Canvassing, non-disclosure, or non-compliance with bid requirements or laws will result in disqualification.