Beautification services for lusikisiki and flagstaff towns – ingquza hill local municipality

Closing: 16 November 2026 at 12:00

No briefing or site visit is specified.

Tender validity: 90 days from closing date.

Technical enquiries:

• Contact: S. Dakwa
• Department: Community Services
• Telephone: 039 252 0131
• Email: [email protected]

Supply Chain Management enquiries:

• Contact: A Ntongana
• Telephone: 039 252 0131
• Email: [email protected]

Submission address:

Ingquza Hill Local Municipality

135 Main Street

Flagstaff, 4810

Submission method: hand delivery only; no faxed, couriered, or emailed tenders accepted under any circumstances.

Submission address: Ingquza Hill Local Municipality, 135 Main Street, Flagstaff, 4810 (Municipal Reception).

Envelope must be sealed and endorsed with the tender number: IHLM/75/2026-27/COMM.

Bids must be deposited in the tender box on or before the closing time of 12:00 on 16 November 2026. Late bids will not be considered.

Bidders must use the original bid document provided by the municipality (downloadable from www.ihlm.gov.za or eTender Portal). Do not reproduce, take apart, omit pages, or insert documents between pages. Initial every page.

Mandatory documents to be submitted:

• Valid full CSD registration proof.
• Completed and signed MBD1–MBD9 declarations as attached in the tender document.
• A valid SARS TCS PIN printout (or a valid tax clearance certificate, which must be the original, not a certified copy).
• A signed letter confirming the bidder has not abused the municipality's Supply Chain Management system and has not failed to perform on any previous contract (with written notice given).
• Proof that there are no undisputed municipal accounts overdue by more than 30 days.
• For the Ability to Deliver criterion: E-natis letter confirming ownership, or a signed lease agreement accompanied by an E-natis letter from the leasing company for the relevant plant (truck and TLB).
• For preference points on specific goals: CSD registration report and ID copy for black-owned, black youth, black women; letter from a medical practitioner for disability.
• Bidders must complete and sign all returnable forms; failure to submit any mandatory document will render the bid non-responsive.

Bids will only be accepted from bidders not in the service of the state and not listed on the Register of Tender Defaulters.

Evaluation is in two stages.

Stage 1: Functionality (pre-qualification) - maximum 100 points, minimum qualifying score: 70/100. Only bidders scoring 70 or more proceed to Stage 2.

Breakdown:

• Capacity (key personnel): 30 points. Project Manager with a degree in Horticultural Sciences or related field plus 3 years' experience in plant utilisation scores 5; 2 years' experience scores 4; 1 year scores 3; no/inadequate information scores 0.
• Company Experience: 30 points. Three successfully completed projects in plant utilisation with value R200,000 or above (attach appointment and completion letters or reference letters) scores 5; two such projects scores 4; one such project scores 3; no/inadequate information scores 0.
• Ability to Deliver: 20 points. Provide E-natis letter proving ownership or lease of a truck and a TLB. Must submit documentation.
• Methodology: 20 points. Methodology with both works programme and cash flow projection scores 5; methodology with only works programme or only cash flows scores 4; methodology only scores 3; no method statement or cash flow/works programme scores 0.

Stage 2: 80/20 preference point system. Price = 80 points; Specific Goals = 20 points. Specific goals allocation:

• Black youth-owned (18-35 years): 6 points.
• Black women-owned: 6 points.
• Black people living with disability: 2 points.
• Black-owned: 6 points.

Bidders must claim specific goals in MBD 6.1 and provide supporting documentation.

The service involves beautification of the entrances and central business districts of both Lusikisiki and Flagstaff towns.

Scope of practice:

• Procure, deliver, and sow trees and flowers as per the specification.
• Develop mini gardens in entry areas.
• Adhere to environmental aspects when delivering the services.
• Pre-evaluate sandy soil areas and add compost or manure before planting if needed.
• Provide physical covers and barriers to protect seeds from birds, squirrels and rodents, e.g. hardware cloth (wire mesh) and bird netting.
• Provide floating row cover/garden fleece on mini gardens.
• Comply with SALI standards when doing landscaping.
• Report and communicate with the Community Services Department throughout the project.

Deliverables and specifications:

Lusikisiki:

• Two welcome sign planter beds: one at Magwa turn-off, one in front of Khotso Primary School.
• Rectangular, dimensions 4m x 2.5m, human sitting height.
• Walls constructed from natural stone blocks.
• Signage: steel cut letters mounted on frames, with small solar-powered lights.
• Layering: background tall flowering succulents, mid-layer rosette or trailing succulents, foreground low-growing or trailing colourful succulents, infill gravel mulch and decorative boulders.
• Plant list (quantities as per schedule): Aloe arborescens 10L (2), Kniphofia praecox 10L (3), Aloe striata 5L (4), Cotyledon orbiculata 2-3L (4), Delosperma spp tray (10), Sempervivum spp trays (30), Dianthus spp 2L (8), Crassula capitata 2L (8), Gazania rigens 2L (8), Echeveria spp 2L (8), Aloe maculata 2L (5), Gravel mulch 25kg bags (5), river rocks irregular shapes (30), solar powered lights (1).

Flagstaff:

• Two welcome sign planter beds: one at Siphaqeni turn-off, one in front of Flagstaff Town Hall.
• Circular, radius 1.5m, human sitting height.
• Walls constructed from natural stone blocks.
• Signage: steel cut letters mounted on frames, with small solar-powered lights.
• Layering principle as for Lusikisiki.
• Plant list (quantities as per schedule): Aloe arborescens 10L (3), Kniphofia praecox 10L (3), Sedum spp trays (20), Sempervivum spp trays (20), Dianthus spp 2L (5), Crassula capitata 2L (5), Gazania rigens 2L (5), Echeveria spp 2L (5), Aloe maculata 2L (3), Gravel mulch 25kg bags (3), river rocks irregular shapes (20), solar powered lights (1).

Additional supply and delivery of trees and flowers:

• Dais cotinifolia 10L (6)
• Maytenus acuminata 10L (10)
• Strelitzia juncea 5L (20)
• Bulbine frutescens 2L (20)
• Dracaena aletriformis 5L (10)
• Gazania rigens var. 1L (10)
• Crassula arborescens 2L (10)

Project duration: Must be finished within two (2) months from appointment.

The methodology must understand the dynamics of plantation and adhere to SALI standards for landscaping. It must address poor soil conditions and implement improvement measures, including development of mini gardens, sowing and growing plants, and placement of seeds in the correct soil. The methodology must be presented in the bid, and will be evaluated on whether it includes both a works programme and cash flow projection, only one of these, or just a narrative approach.

The service provider must communicate with the Community Services Department throughout the project.

Required experience and qualifications:

• The company must have at least one person with an NQF level 6 qualification in horticulture or a relevant field.
• At least 1 year of experience in plant utilisation.
• The Project Manager must be a graduate in Horticultural Sciences or a relevant field with 1 to 3 years' experience in plant utilisation (scored in the Capacity criterion).
• For company experience: must have successfully completed projects in plant utilisation with a value of R200,000 or above, with letters of appointment and completion certificates or reference letters supplied as evidence.

Pricing must be on firm price basis only. All prices must be quoted in South African Rand, including VAT (15%) and all applicable taxes, duties, levies and costs (transport, overheads, accommodation, etc.). Prices are final and binding. The pricing schedule requires a unit price and amount for each line item in the specification, plus a price summary with sub-total, VAT and grand total for each of the three parts: Lusikisiki planter beds, Flagstaff planter beds, and the list of flowers and trees for supply and delivery. The total bid price inclusive of VAT must be stated. The completed pricing schedules (MBD 3.1 and MBD 3.3) must be submitted as part of the bid.

Pricing format: Firm prices only; non-firm prices (including prices subject to rate of exchange variations) will not be considered. All prices must be tendered including VAT and any other duties or taxes, and must include all costs such as transport, overheads, accommodation, general risks and profits. Prices are final and binding.

Pricing schedule to be completed: MBD 3.1 (Pricing Schedule – Firm Prices) and MBD 3.3 (Pricing Schedule and Specification).

The total bid price must be stated inclusive of VAT.

The municipality is not obliged to accept the lowest or any bid. The municipality may extend the tender period by notice in the press and on its website.

Tender withdrawal after closing (before acceptance) may incur liability for additional expenses incurred by the municipality; the municipality may withhold moneys, guarantees or deposits as security.

Mandatory compliance:

• Valid full CSD registration proof.
• Valid SARS Tax Compliance Status (TCS) PIN printout, or a valid original Tax Clearance Certificate (valid for 1 year; certified copies not acceptable). Joint ventures/consortia/sub-contractors must each submit a separate TCS PIN or CSD number.
• Completed and signed MBD1–MBD9 declarations.
• Signed letter confirming no abuse of the municipality's SCM system and no previous contract failures.
• Proof that municipal accounts are not overdue by more than 30 days.
• Bidders must not be in the service of the state, not be listed on the Register of Tender Defaulters, and not be prohibited from doing business with the public sector.
• Local content: 100% where applicable. Bidder must complete the Local Content Declaration (MBD 6.2) and submit Annex C as applicable; failure to submit may lead to disqualification.
• No bid will be considered from persons in the service of the state.
• Bidders must not have undisputed municipal accounts overdue by more than 30 days.
• Bidders must not have had a contract terminated during the past five years for non-performance (per MBD 8/9 assessment).

The service provider must adhere to environmental aspects when delivering services. Sandy soil areas must be pre-evaluated, and compost or manure added if necessary before planting. Physical covers and barriers (hardware cloth/wire mesh and bird netting) must be provided to protect seeds from birds, squirrels and rodents. Floating row cover/garden fleece must be provided on the mini gardens.

The contract will be subject to the Ingquza Hill Local Municipality's Supply Chain Management Policy and the Combating of Abuse of the Supply Chain Management System Policy. The municipality is not obliged to accept any proposal and may reject the whole or any part. The lowest or only bid will not necessarily be accepted. Tenders must remain valid and irrevocable for 90 days from closing date. Withdrawal during validity may incur liability for additional expense. The successful bidder will be required to sign a contract form (MBD7).

Local content must not be reduced below the stipulated minimum threshold during sub-contracting.

Tender offer must be submitted on the official forms; municipality will only consider bids on the original documentation provided.

Functionality (pre-qualification) 100 points: Capacity (key personnel) 30, Company Experience 30, Ability to Deliver 20, Methodology 20. Minimum qualifying score: 70/100. After functionality, the 80/20 preference point system applies: Price 80 points, Specific Goals 20 points.

Specific goal points: black-owned 6, black women-owned 6, black youth-owned (18-35) 6, black disability 2.