Professional auctioneers for 36-Month asset disposal services

SCM enquiries:

• Contact: ZP Nkambule (SCM Practitioner)
• Email: [email protected]
• Telephone: 034 995 1650

Technical enquiries:

• Contact: BW Buthelezi (Finance Office)
• Email: [email protected] / [email protected]
• Telephone: 034 995 1650

Submission address:

Tender Box at Reception

éDumbe Local Municipality

10 Hoog Street

Paulpietersburg

3180

Service delivery location:

éDumbe, KwaZulu-Natal

Submission method: sealed envelopes deposited in the Tender Box at Reception, éDumbe Local Municipality, 10 Hoog Street, Paulpietersburg, 3180.

Envelopes must be clearly marked with the Tender Number and Project Name.

Closing date and time: 05 November 2026 at 12H00.

Late, incomplete, faxed, or emailed submissions will not be accepted.

Returnable forms and documents (all must be completed, signed and submitted):

• MBD 1 (Invitation to Bid): signed offer cover page with bidder details.
• MBD 4 (Declaration of Interest): discloses whether any director or shareholder is employed by the state or connected to anyone at the municipality.
• MBD 6.1 (Preference Points Claim): claims specific-goal points under the 80/20 system.
• MBD 8 (Declaration of Past SCM Practices): declares any restrictions, convictions, contract terminations or municipal arrears.
• MBD 9 (Certificate of Independent Bid Determination): certifies the bid was prepared independently, without collusion.
• Authority to Sign / Board Resolution: authorises the named signatory to bind the bidder.
• Letter from SARS with a valid Tax Compliance Status PIN (or CSD number where no TCS is available).
• Company registration certificates (CIPC).
• Joint Venture agreements, where applicable.
• Statement of Municipal account for the business and all directors (not in arrears for more than 3 months), lease agreement or proof of address with affidavit (rural-based businesses/directors only).
• Certified ID copies of all directors/members/proprietors (certified within six months of closing date; copies of certified copies not accepted).
• CSD summary report.
• Valid registration certificate with the South African Institute of Auctioneers (SAIA) or equivalent recognised professional body.
• Valid Fidelity Fund Certificate (FFC) or Professional Indemnity Insurance.

A company profile evidencing previous relevant work must be included.

Evaluation stages:

1. Administrative responsiveness — all compulsory returnable documents submitted and signed.
2. Functionality (technical) evaluation — minimum qualifying score 70% (63 out of 100 points). Bidders scoring below 70% are eliminated.
3. Price and specific goals — 80/20 preference point system applied to qualifying bids.

Functionality criteria and weighting:

• Company Experience & Track Record (40 points): 4+ successful public/municipal sector auction projects = 40; 2–3 projects = 25; 1 project = 10; none = 0. Proof: signed appointment letters, reference letters or completion certificates from municipalities or public-sector clients.
• Key Personnel Expertise (30 points): Lead Auctioneer with valid SAIA (or equivalent) registration plus 5+ years public-sector auction experience = 20; Support Team qualifications/experience in logistics, FICA and cataloguing = 10. Proof: CVs, certified copies of professional registration certificates, licences and relevant qualifications.
• Methodology & Marketing Strategy (20 points): Operational Plan & Asset Tracking framework = 10; Security & Risk Management protocols = 5; Marketing Reach (multi-channel advertising strategy) = 5. Proof: written site-specific Methodology and Project Plan; samples/templates of auction catalogues, marketing flyers or digital campaign layouts.

Total functionality points = 90 (scaled to 100 for threshold). Scores rounded to two decimal places.

Price/Commission (80 points): evaluated on the most economically advantageous commission rate percentage on gross sales or structured fee offers.

Specific Goals (20 points):

• Enterprise within éDumbe Local Municipality boundaries = 20 points.
• Enterprise within KwaZulu-Natal boundaries = 15 points.
• Enterprise within broader South African boundaries = 10 points.

Proof required: Municipal rates statement (not older than 3 months), lease agreement, official proof of address or affidavit (rural-based only); addresses verified against CSD/CK. Missing or invalid proof scores zero for that category.

Scope: comprehensive asset disposal and auctioneering services for a 36-month contract.

Asset types: redundant, obsolete or write-off movable and/or immovable assets.

Phases and deliverables:

Pre-Auction Phase:

• Physical verification and asset condition assessment.
• Cataloguing and valuation support.
• Exhaustive auction plan.
• Design and execution of targeted multi-media advertising campaigns.

Auction Execution Phase:

• Secure bidding platform or physical venue layout.
• Bidder registration management.
• Deposit collection.
• Strict FICA/compliance enforcement.

Post-Auction Phase:

• Financial reconciliation of sales.
• Secure banking and revenue collection handover to municipal bank account.
• Management of unsold assets.
• Comprehensive close-out report.

Professional registration: valid registration with South African Institute of Auctioneers (SAIA) or equivalent recognised body required.

Fidelity Fund Certificate (FFC) or Professional Indemnity Insurance required.

Lead Auctioneer must hold SAIA (or equivalent) certification and have 5+ years public-sector auction experience.

Support team must have qualifications/experience in logistics, FICA compliance and cataloguing.

Methodology and Project Plan must be submitted with the bid, covering operational plan, asset tracking, chain-of-custody, inspection, cataloguing, reconciliation, security, risk management, cash/deposit handling, and multi-channel marketing strategy (print, digital, social media, targeted buyer databases).

Auctioneers appointed at own risk of funding (own funding transaction).

Pricing format: commission percentage (%) on gross sales, itemised in a clear pricing schedule.

Disbursement costs for marketing, cataloguing and venue logistics must be explicitly detailed — either absorbed within the commission or billed as a capped, separate recoverable fee.

No bid security, performance bond, guarantee or retention amounts specified.

Payment terms not specified beyond revenue handover to municipal bank account after each auction.

No minimum turnover or financial capacity thresholds stated.

Specific-goal points (20) require proof of business location via municipal rates statement (≤3 months old), lease agreement, proof of address with affidavit (rural only), verified against CSD/CK.

Mandatory eligibility and compliance:

• CSD registration (CSD summary report required).
• Tax compliance: valid SARS Tax Compliance Status PIN (or CSD number where no TCS available); each JV party must submit separate TCS/PIN/CSD.
• No director or shareholder may be in the service of the state (MBD 4 declaration).
• No municipal rates and taxes in arrears >3 months for the business or any director (MBD 8).
• No convictions for fraud/corruption in past 5 years; not listed on National Treasury Database of Restricted Suppliers or Register of Tender Defaulters; no contract terminated for non-performance in past 5 years (MBD 8).
• Independent bid determination (MBD 9).
• Authority to Sign / Board Resolution authorising signatory.
• Professional registration: valid SAIA (or equivalent) certificate.
• Valid Fidelity Fund Certificate (FFC) or Professional Indemnity Insurance.
• Certified copies of all documents not older than six months at closing; copies of certified copies not accepted.
• B-BBEE: not explicitly required for points; specific goals are based on geographic location of enterprise (éDumbe LM, KZN, broader SA) with documentary proof as above.
• CIDB grading: not applicable (non-construction service).
• Local content: not specified beyond geographic specific goals.