How will bids be evaluated?

{ "general": [ "Open to **consulting engineering firms** specializing in **electrical engineering** with an **operating office/branch in South Africa**.", "Must demonstrate **proven experience** in electrification projects (minimum 1 signed reference letter for 3+ projects to score highly).", "Key personnel must include **ECSA-registered electrical engineers** (minimum 1 year experience; 5+ years preferred) and **electricians/technicians** (N6/S4/T4 with clerk of works experience).", "No **state employees**, **tender defaulters**, or entities with **overdue municipal accounts (>30 days)** may bid." ], "documentation": [ "Valid **SARS tax clearance certificate** (as of tender closing date).", "Updated **Central Supplier Database (CSD) registration** (within 1 month).", "**Workmen’s Compensation** registration certificate.", "**ECSA registration** for the firm and key personnel.", "Signed **declaration of past SCM practices** and **independent bid determination certificate**." ] }

Who should be contacted for queries about this tender?

{"name":null,"email":"btshitshi@ihlm.gov.za","phone":"039 252 0131","department":"SUPPLY CHAIN MANAGEMENT","address":null}

Electrical Engineering Services Tender – Ingquza Hill LM, Eastern Cape

Provision of professional services for electrical engineering services to ingquza hill local municipality for a period 2 (two) years.

Provision of professional services for electrical engineering services to ingquza hill local municipality for a period 2 (two) years. IHLM/190/2025-26/ROADS

{"closingDate":"17 JULY 2026","briefingSession":"{\"date\":null,\"time\":null,\"venue\":\"ION CERTIFICATES & ID DOCUMENTS OF ALL\",\"is_compulsory\":true}"}

i. CERTIFICATE OF ATTENDANCE OF BRIEFING SESSION (not Compulsory).

{"name":null,"email":"[email protected]","phone":"039 252 0131","department":"SUPPLY CHAIN MANAGEMENT","address":null}

Returnable Documents: h. Canvassing in gift of Council is strictly prohibited and will lead to disqualification of the Proposal, A. Valid tax clearance certificate (original) valid as at date of tender closing, B. Updated proof of registration with CSD (within One Month), D. Workman’s Compensation registration certificate, G. Declaration of interest, H. Declaration of Bidders past Supply Chain Management practices, I. Certificate of Independent Bid Determination, 9. COMPETENCE OF KEY PERSONNEL, competent and efficient in their various professions. All key personnel presented by the tenderer during bidding, By signing this part of the Form of Offer and Acceptance, the Employer identified below accepts the Tenderers

FORMS TO BE COMPLETED BY THE TENDERER COMPULSORY DOCUMENTATION COMPULSORY ENTERPRISE QUESTIONNAIRE The following particulars must be furnished. In the case of a joint venture, separate enterprise questionnaires in respect of each partner must be completed and submitted.

The professional engineering services required of the Tenderer will be those associated with the Design, Tender Process

and Construction Management including Project Closeout. This means the scope is as per the Engineering Profession

Act : Engineering Council of South Africa: Guideline for Defining the Scope of Services and for Determining the

Professional Fees for Persons Registered in Term of the Act. The scope of work covered the bill of quantities covers

professional services for connection of households and scope is from Concept till Project Closeout stage.

Technical and financial proposals from suitably qualified engineering Tenderers shall be submitted in accordance with the

Tender Notice and the Ingquza Hill Local Municipality.

Eskom East Region design guidelines, specifications, standards and procedures will

inform detailed scope of work.

The works will include but not limiting the following:

 Developing Tenderer’s SHEQ plan

 Collection of image mapping which is not more than 3 months old.

 Preliminary design

 Detailed design

 Develop construction specification

 Develop bill of quantities

 Perform quantity survey

 Develop SHEQ policy and SHEQ guideline for contractor

 Survey and producing of construction drawings

 Presenting of engineering design package to Eskom engineering for approval

 Preparing of tender documentation for contractor/s

 Prepare NEC3/FIDIC contract for main contractor

 Printing of 20 copies of tender documentations

 Construction tender briefing

 Project management

 Clerk of Works by consultancy

 Professional services during construction

 Eskom Clerk of Works inspection

 Booking outages or live energizing

 Project close up.

 Project handover to Eskom

2. Description of the project

2.1

The project involves the electrification of villages including house connections in INGQUZA HILL LOCAL

Municipality.

2.2 GIS

PSP is required to purchase latest GIS maps in order to produce accurate designs or in case of using Google earth images,

data verification must be performed. . Old collected data is not acceptable.

2.3 Designs standard

Design standard to be used is that Eastern Cape Operating Unit.

2.4 Survey

Survey is expected to be conducted before finalization of construction tender documentation. This is planned in order to

produce construction drawings and part of tender documentation.

2.5 After construction tender award

PSP is expected to make sound professional contribution and guidance in kickoff and site establishment meetings.

2.6 Environmental Management

The Tenderer will be responsible for implementing the necessary processes to obtain approval in respect of the

environment and the use of materials. In particular, the following approvals are required:

 A Record of Decision approving the project from the Department of Economic Affairs, Environmental and Tourism

(Deat).

 Regular environmental reports during construction, plus a completion report in terms of DEAT requirements.

 Application for permit to construct on burial grounds and graves SAHRA

Penalties will be applied should failure to obtain the necessary approvals lead to a delay in implementing the project.

3. Execution of professional engineering services

3.1 General

The Tenderer shall execute the required services in a professional manner, complying with the appropriate design codes

and specifications. The Tenderer shall also comply with all relevant legislation pertaining to the built environment in

general and to large road projects in particular.

The Tenderer should demonstrate in his Technical Proposal that he is aware of the relevant legislation and the various

approvals required at certain stages of the project. Failure to demonstrate this knowledge will result in the tender being

considered non-responsive in terms of functionality.

Although the contract should be objective orientated rather than time orientated, the Tenderer will be expected to apply

him/her efficiently and professionally. A suitable completion period for the documentation and contract drawings will be

negotiated with the Tenderer once the scope of the project and the nature and time for specialist investigations is fully

apparent. The duration of the construction stage will be determined after the Contract Documents are drawn up.

3.2 Scope of Professional Services

The scope of services and Teriff of Fees for Persons Registered in terms of the Engineering Professional Act,, as published in Government Gazette No March 2021, and any subsequent updates.

Eskom Southern Region professional service standards shall determine the scope.

3.3. Provision of Personnel and Resources

Particular emphasis is placed on the qualifications of the key personnel to be provided when calculating the points

score for functionality. No changes to the proposed personnel will be accepted without clear motivation and only

then in exceptional circumstances. Replacement personnel must have similar or better qualifications to those

original proposed. Projects will require full -Time Construction Monitoring (Full time staff resident on site for the

duration of the project and will be paid by the client as an additional service)

Failure to provide suitable personnel and resources may result in the tenders being re-evaluated and the Contract

being cancelled as per Clause 8.4 of the Special Conditions.

3.4 Programme of Activities

The Tenderer shall submit a final programme indicating the key milestones to the Employer within 7 (seven) days

of the date of the letter of acceptance of tender. The key milestones shall include, but are not limited to:

 Submission of preliminary design report.

 Submission of Scoping Report.

 Submission of Environmental Management Programme.

 Submission of draft Tender drawings.

 Submission of draft Tender documentation.

 Completion of final Tender drawings and documentation.

 Date for advertising Tenders.

 Date for closing of Tenders.

 Date for completion of adjudication report.

 Date for signing of construction drawings.

The programme shall also demonstrate that the Tenderer recognizes the various inputs required in order to meet

these milestones. Failure to submit an acceptable programme will lead to delays which could in turn result in

penalties.

The preparation of the programme, and of any required updates, is considered to be included in the Tender

percentage fee for the preliminary design

3.5 Progress Meetings

The Tenderer shall meet formally with the Employer on a monthly basis to discuss progress on the project. The

Employer may ask for additional meetings in the event of progress being behind the accepted programme.

All meetings shall take place in Ingquza Hill LM.The meetings shall continue during the construction stage, with

the specific purpose of presenting cost forecasts to the Employer and highlighting any technical or contractual

issues. These meetings shall be addition to the normal monthly site meetings with the successful Tenderer for

construction.

The cost of attending the progress meetings is deemed to be included in the tender percentage fee for the various

stages of the project.

3.6 Technical Meetings

Tenderer shall meet with the contractor and Employer to discuss technical issues once a month.

3.7 Reporting

Monthly progress reports shall be prepared and tabled at the above meetings together with a marked up

programme illustrating progress. In addition, the Tenderer shall ensure that the project details are captured in the

Employers database and that the relevant data is updated on a monthly basis.

3.8 Targeted Procurement

The inclusion of targeted procurement procedures in tender documentation, and reporting thereon during construction, are

deemed to be included in the various stages and will not be paid for separately.

3.4. Preliminary design stage

Tenderer shall develop preliminary design, which should include the following scope:

 Executive summary

 Construction cost breakdown

 Locality/area drawings

 Initial SLDs

 Initial representative of transformer zones

 Initial loss report

 Village connection summary

 Additional loads

 ADMD values

 Estimated bill of quantities

 Work breakdown structure

3.5. Detailed design and tender documentation

Tenderer shall develop detailed design, bill of quantities, project specification and

SHEQ policy that will form part of tender documentation.

Complete package should include:

 Schedule of findings

 Load balance schedule

 Distribution Environmental screening document (DESD)

 Environmental Impact Assessment (EIA)

 Wayleaves

 Sag and Tension charts (S&T)

 Labelling

 Construction Outage Plan (COP)

 Surveyed Drawings (Spanning sheets)

 Tender document

 Health and Safety Plan

 Project Quality Plan

3.6. Survey and construction drawings

After completion of detailed designs, PSP shall immediately proceed with survey and producing construction

drawings.

3.7. Construction stage

The Construction Stage shall be carried out in accordance with ECSA guidelines as per Government Gazzette,26 March

2021 and any subsequent updates.

During the course of construction, the Tenderer shall update the Employer’s database on a monthly basis. In addition, the

Tenderer shall ensure that all information required for reporting in terms of employment statistics and targeted procurement

are provided and submitted.

3.8. Completion of services

The completion of services refers to the preparation of “As-Built” drawings, As-Built information, a comprehensive

Construction/Contract Report, and their submission to the Employer.

In addition, closure must be obtained from DEAT and DEE.

It is a requirement that the professional services be completed and all documentation submitted to the Employer

within 3 months of the issue of the Contractors’ Certificate of Practical Completion. A separate payment item is

included in the Pricing Schedule for completion of services and this must be priced realistically, refer to ECSA

guidelines.

3.9. Construction monitoring / site supervision

Clark of Works shall monitor quality during construction and issue of site instructions.

Clark of Works shall conduct inspections before Eskom does inspection.

Tenderer shall prepare for outage or live energizing.

Tenderer shall prepare and submit complete project close up and handover documentation as required by Eskom.

3.10 Additional services

All additional services shall be carried out in accordance with Clause 2.2.1 of ECSA Board Notice and

any subsequent updates. The following additional services are envisaged, although further services may be added

by the Employer.

3.10.1 Survey

Survey must be done before tender document for construction is produced. This will assist in inviting contractors

with a 99% accurate bill of quantities.

3.10.2 Environmental Issues

It is essential that the necessary environmental approvals for the project be obtained from the relevant government

departments. An environmental specialist shall be engaged to carry out investigations, liaise with the relevant

departments, submit reports and obtain approvals.

In particular, the following approvals are required:

 An ROD from the DEAT.

 Regular environmental reports during construction, plus a completion report in terms of DEAT requirements.

 Approval from DoE in respect of the opening of borrows pits and hard rock quarries.

 A Closure Certificate from DoE on completion of construction.

The appointment of the environmental specialist and the costs thereof shall be approved by the

Employer. Separate payment items are included in the Pricing Schedule for the work relating to DEAT and to DoE

respectively.

10.3 Expropriation and Compensation

The Tenderer is responsible for ensuring that the Employer’s procedures with regard to expropriation and

compensation are adhered to.

Expropriation diagrams are required for each affected property. These shall be forwarded to the owners by the

Tenderer under the Employer’s letterhead. The format of the diagrams and the letters shall be agreed between the

Tenderer and Employer.

The Tenderer shall be reimbursed for inputs related to expropriation on a time and cost basis.

10.4 Time Based Services

With reference to Clause 3.4 of ECSA Board Notice , the Employer may order that certain services be

carried out on a time and cost basis.

The Tenderer is required to provide Tender hourly rates for various categories of personnel as per Items 3.1 to 3.4

of the Pricing Schedule. These rates only shall be used to calculate the value of time based services. Clause 3.4

(3) of ECSA guidelines shall not apply.

11. Measurement and payment

The principles for the measurement and payment of professional fees to the Tenderer are explained in the Preamble to the

Pricing Schedule. Clarification of costs deemed to be included in the Tender rates for normal services are provided below.

11.1 General

11.1.2 Reporting and Meetings

All costs associated with monthly reports, progress meetings and updating the Employer’s database are deemed to

be included in the Tender rates for normal services.

11.2 Preliminary Design Stage – Payment Item 1.1

No separate payment will be made for the report stage described in Clause 2.1.1 of ECSA Board Notice .

Any services listed under Clause 2.1.1 of ECSA Board Notice which are carried out under this Contract

are deemed to be included in the tender rate for the Preliminary Design Stage.

11.3 Design and Tender Stage – Payment Item 1.2

The Tender rate for the Design and Tender Stage is deemed to include all costs associated with incorporating

targeted procurement into the Tender documentation. No separate payment will be made for services described in

Clause 2.1.6 of ECSA Board Notice .

It is anticipated that traffic counts and a detailed analysis will be required in order to predict the design traffic for

pavement and surfacing design. All costs associated with calculating the design traffic are deemed to be included

in the Tender fee for this stage of the normal services.

The inclusion of targeted procurement procedures, OHS Act regulations, a Tender evaluation system,

environmental specifications, and any other specific requirements, in the tender documents are deemed to be

covered by the Tenderer’s percentage rate for Design and Tender Stage.

The fees (up to the first 50% of the tendered rate) for this stage shall be claimable once the Consulting Engineer

has submitted a detailed project design report (with detailed drawings) to the INGQUZA HILL LOCAL

MUNICIPALITY and has submitted his progress report, and on approval of the design report by the INGQUZA

Hill local municipality.

The fees (up to 100% of the tendered rate) for this stage shall be claimable once the Consulting Engineer has

submitted a tender evaluation report to the INGQUZA HILL LOCAL MUNICIPALITY and has submitted his

progress report, and on approval of the evaluation report by the INGQUZA HILL LOCAL MUNICIPALITY.

11.4 Construction Drawing Stage – Payment Item 1.3

The fees (up to 100% of the tendered rate) for this stage shall be claimable once the Consulting Engineer has

submitted a complete set of construction drawings to the Employer and the Contractor; and has submitted his

progress report.

11.5 Construction Stage – Payment Item 1.4

The Tender rate for the Construction Stage shall include for carrying out the duties of the Engineer in accordance

with the General Conditions of Contract pertinent to the construction contract.

Should any dispute require resolution via mediation, arbitration or litigation, then additional services as described in

Clause 2.2.8 of the ECSA Board Notice shall apply.

The Consulting Engineer shall be entitled up to the tendered rate of the total approved percentage fee at the

completion of this stage. Progress payments shall be made on a pro-rata basis, based upon the actual construction

cost according to the progress made with the project and provided that the Consulting Engineer’s fee does not

exceed the tendered rate of the total approved percentage fee for the project, and provided that the Consulting

Engineer submits monthly progress reports as required by the INGQUZA HILL LOCAL MUNICIPALITY.

The Consulting Engineer shall be entitled up to of the total approved percentage fee for the project when this stage

is complete.

11.6 Completion of Services – Payment Item

Payment under this item will only be made once all reports and as-built information have been accepted by the

Employer, and all necessary approvals and closures obtained from the relevant departments and authorities.

The Consulting Engineer shall be entitled to the remaining tendered rate of the fee budget, based on the actual

construction cost.

Sectors........................................................................................................................................................................41

M proof of signing authority............................................................................................................................ 45

O amendments or qualifications by tenderer........................................................................................47

7 functionality................................................................................................................................................................ 48

7.1. Tenderer’s proven experience on similar projects....................................................................50

7.2. Qualifications and competence of key personnel..........................................................................51

7.3. Organization logistics and support resources.............................................................................. 52

7.4. Quality management............................................................................................................................................ 53

Previous Company Experience 40

Key Personnel 20

Methodology 40

Total 100

Introduction

score for functionality. No changes to the proposed personnel will be accepted without clear motivation and only

then in exceptional circumstances. Replacement personnel must have similar or better qualifications to those

original proposed. Projects will require full -Time Construction Monitoring (Full time staff resident on site for the

duration of the project and will be paid by the client as an additional service)

Reputation in industry 40 8

Three electrification related projects signed reference letters in a 5 client letterhead

Two electrification related projects signed reference letters in a 3 client letterhead

One electrification related project signed reference letter in a 1 client letterhead

No electrification related project signed reference letter in a client 0 letterhead

Key personnel experience a 10 2

registered with ECSA and other accredited professional boards 5 (SAIEE and CESA)with 5 years of experience in design work and

project administration

registered with ECSA and other accredited professional boards 4 (SAIEE and CESA) with 4 years of experience in design work and

project administration

3 registered with ECSA and other accredited professional boards

(SAIEE and CESA) with 3 years of experience in design work and

project administration

registered with ECSA and other accredited professional boards 2(SAIEE and CESA) with 2 years of experience in design work

and project administration

registered with ECSA and other accredited professional boards 1(SAIEE and CESA) with 1 year of experience in design work and

project administration

registered with ECSA and other accredited professional boards 0(SAIEE and CESA) with 0 year of experience in design work and

project administration

Key personnel experience b 10 2

CV with certified certificates of electrician with N6 or Technician

with S4/T4 having 5 years of experience in clerk of works/quality 5

control of electrification projects.

CV with certified certificates of electrician with N6 or Technician

with S4/T4 having 4 years of experience in clerk of works/quality 4

control of electrical related projects.

CV with certified certificates of electrician with N6 or Technician

with S4/T4 having 3 years of experience in clerk of works/quality 3

control of electrical related

CV with certified certificates of electrician with N6 or Technician

with S4/T4 having 2 years of experience in clerk of works/quality 2

control of electrical related projects.

CV with certified certificates of electrician with N6 or Technician

with S4/T4 having 1 year of experience in clerk of works/quality 1

control of line construction work

CV with certified certificates of electrician with N6 or Technician

with S4/T4 having 0 year of experience in clerk of works/quality 0

control of line construction work

Quality of methodology 40 8

MS project plan plus aligned cash flow projections. With clear 5

relevant activities in chronological order from inception to

closeout

MS project plan without aligned cash flow projections. With clear 4

relevant activities in chronological order from inception to

closeout

Project plan in another software format plus aligned cash flow 3

projections. With clear relevant activities in chronological order

from inception to closeout

Project plan in another software format without aligned cash flow 2

projections. With clear relevant activities in chronological order

from inception to closeout

No project plan and no cash flow projections 0

Total 100

competent and efficient in their various professions. All key personnel presented by the tenderer during bidding

stage for evaluation purposes must be maintained or remain unchanged for the duration of the contract “no

substitution without municipality’s written approval will be allowed’’

 Executive summary

 Construction cost breakdown

 Locality/area drawings

 Initial SLDs

 Initial representative of transformer zones

 Initial loss report

 Village connection summary

 Additional loads

 ADMD values

 Estimated bill of quantities

 Work breakdown structure

3.5. Detailed design and tender documentation

within 3 months of the issue of the Contractors’ Certificate of Practical Completion. A separate payment item is

included in the Pricing Schedule for completion of services and this must be priced realistically, refer to ECSA

guidelines.

3.9. Construction monitoring / site supervision

10.4 Time Based Services

With reference to Clause 3.4 of ECSA Board Notice , the Employer may order that certain services be

carried out on a time and cost basis.

The Tenderer is required to provide Tender hourly rates for various categories of personnel as per Items 3.1 to 3.4

of the Pricing Schedule. These rates only shall be used to calculate the value of time based services. Clause 3.4

(3) of ECSA guidelines shall not apply.

11.1 General

11.1.2 Reporting and Meetings

All costs associated with monthly reports, progress meetings and updating the Employer’s database are deemed to

be included in the Tender rates for normal services.

11.2 Preliminary Design Stage – Payment Item 1.1

No separate payment will be made for the report stage described in Clause 2.1.1 of ECSA Board Notice .

Any services listed under Clause 2.1.1 of ECSA Board Notice which are carried out under this Contract

are deemed to be included in the tender rate for the Preliminary Design Stage.

11.3 Design and Tender Stage – Payment Item 1.2

b. The Council does not bind itself to accept the lowest or any other bid and reserves the right to accept the

whole part of the bid.

c. The Ingquza Hill Local Municipality will not be held responsible for any expenditure or losses incurred in

the submittance and compliance of this tender nor of the visit to the site.

d. The tender of any tenderer who has not conformed to the foregoing instructions will not be considered.

e. When Council accepts a Proposal, the successful tenderer will be informed and the contract negotiated

indicating the financial implications in the main being how and when payment will be made.

f. In terms of Section 38 of the Supply Chain Management Policy the Council reserves the right to reject any

proposal if any municipal rates and tariffs or municipal service charges owed by that Company owner

or any of its directors to the municipality or municipal entity or to any othermunicipality or municipal

entity are in arrears for more than 3 (three) months.

g. Who in last 5 (five) years has failed to perform satisfactory on a previous contract with the municipality or

municipal entity or any other organization of state after written notice was given to that Contractor that

performance was unsatisfactory.

h. Canvassing in gift of Council is strictly prohibited and will lead to disqualification of the Proposal

i. Registration on the Councils Database will be compulsory for the successful bidder. This will only be

required after final award of the tender.

a. The offer or price shall be subjected to negotiation, not exceeding the applicable rates as per Engineering

Council of South Africa (ECSA). Should consensus is not reached on negotiations, municipality reserves a

right to move to the next service provider.

b. The fees shall be paid in line with the Engineering Council of South Africa (ECSA) guidelines breakdown in

terms of percentage of project phases

c. The offer will be all inclusive of disbursement or and additional services that will be determined on each

project to be allocated. No additional services or disbursement will be paid except not stated

disbursement.

d. Tenderers to submit tender prices in accordance with the description, requirements of each project

specifications issued by the Municipality. The price must be unconditional.

e. Normal fees will be adjusted to actual project costs after contractor’s appointment and finalproject

costs is determined.

f. Recoverable costs will not be subjected to actual project costs or change of project size

g. The travel and subsistence costs of consultants will be paid in accordance with the national travelpolicy

by the National Department of Transport, as updated from time to time where applicable.

h. The Municipality reserves the right to contact those who have submitted bids in order to:

i.Obtain clarity where information is incomplete or where a lack of clarity exists about technicalaspects of

the offer;

ii.Obtain confirmation of prices in cases where it is obvious that a written, typed or transcriptionerror, or

an error in the unit price has been made.

12. Contract conditions

13.1. The successful Service Provider will be required to enter into a contract agreement with the

Valid tax clearance certificate (original) valid as at date of tender closing

Tax Compliance Certificate or a Tax Clearance Certificate stating “Tender”

TCS Pin printout Corrupt Activities Act of 2004 as a person prohibited from

Central supplier database registration

power of attorney signed by legally authorised signatories

h. Canvassing in gift of Council is strictly prohibited and will lead to disqualification of the Proposal

A. Valid tax clearance certificate (original) valid as at date of tender closing

B. Updated proof of registration with CSD (within One Month)

D. Workman’s Compensation registration certificate

G. Declaration of interest

H. Declaration of Bidders past Supply Chain Management practices

I. Certificate of Independent Bid Determination

9. Competence of key personnel

competent and efficient in their various professions. All key personnel presented by the tenderer during bidding

Key Personnel 20

Professional Fees for Persons Registered in Term of the Act. The scope of work covered the bill of quantities covers

Points Allocation: 20 points

B-BBEE Details: ............................................. 53

Tender notice

Bids are hereby invited from suitable qualified and experienced service providers for the following services:

Contract NO description closing date

IHLM/190/2025-26/ROADS Panel of Professional Electrical Engineering 17 July 2026 at 12h00

Services for a period of 02 years Flagstaff Municipal Offices

Evaluation criteria: Functionality:100 Points- Company Experience 40 points, Expertise and capacity of key

personnel 20 points, Methodology 40 points. Bidders should score a maximum of 70 points to proceed to: 80/20

Price=80 points Specific goals=20 points.

Women Owned 4 points, Youth owned 5 points, people living with disability 02 points & Race 9 points

Enquiries: Technical enquiries shall be addressed to Technical Services 039 252 0131/ [email protected]/.

Supply Chain Management at 039 252 0131. [email protected].

Tender validity period: 90 (ninety) days after tender closing date

Mandatory documents: conditions of acceptance:

Potential bidders are urged to submit the following The Ingquza Hill Local Municipality is under no obligation

documents when submitting their proposals, failure to do to accept any proposal/tender and reserves the right not to

so will render the bid not responsive. accept the whole or any part of the proposal/tender. The

only or lowest bid received shall not necessarily be

 Valid Full CSD Proof of registration accepted. No proposal/tenders will be considered from

persons in the service of the state, the bidder or any of its Completed and Signed Declarations (MBD1-9)

directors/shareholders listed on the Register of Tender attached on the tender document. Defaulters in terms of the Prevention and Combating of

 A Valid SARS TCS Pin printout Corrupt Activities Act of 200

H preferential procurement policy

him/her efficiently and professionally. A suitable completion period for the documentation and contract drawings will be

negotiated with the Tenderer once the scope of the project and the nature and time for specialist investigations is fully

apparent. The duration of the construction stage will be determined after the Contract Documents are drawn up.

3.2 Scope of Professional Services

The scope of services and Teriff of Fees for Persons Registered in terms of the Engineering Professional Act,, as published in Government Gazette No March 2021, and any subsequent updates.

 Schedule of findings

 Load balance schedule

 Distribution Environmental screening document (DESD)

 Environmental Impact Assessment (EIA)

 Wayleaves

 Sag and Tension charts (S&T)

 Labelling

 Construction Outage Plan (COP)

 Surveyed Drawings (Spanning sheets)

 Tender document

 Health and Safety Plan

 Project Quality Plan

3.6. Survey and construction drawings

i) authorizes the Employer to obtain a tax clearance certificate from the South African Revenue Services

that my / our tax matters are in order;

ii) confirms that neither the name of the enterprise or the name of any partner, manager, director or

other person, who wholly or partly exercises, or may exercise, control over the enterprise, appears

on the Register of Tender Defaulters established in terms of the Prevention and Combating of

Corrupt Activities Act of 2004;

iii) confirms that no partner, member, director or other person, who wholly or partly exercises, or may

exercise, control over the enterprise, has within the last five years been convicted of fraud or

corruption;

iv) confirms that I / we are not associated, linked or involved with any other tendering entities submitting

tender offers and have no other relationship with any of the tenderers or those responsible for

compiling the scope of work that could cause or be interpreted as a conflict of interest;

v) confirms that the contents of this questionnaire are within my personal knowledge and are to the best

of my belief both true and correct.

13.1. The successful Service Provider will be required to enter into a contract agreement with the

Municipality, in the form of Service Level Agreement linked to these Terms of contract.

13.2. Furthermore, the service provider will also be required to enter in to a project specific contracteach

time a project is awarded.

13. Inspection

The successful tenderer must be acquainted with Ingquza Hill Local Municipality area. The service provider must

make his own arrangements to familiarize themselves with his area of work.

14. Amendments upward of tendered price

i. Tenders must further note and accept that any variance upward of the prices tendered will not be

considered by Council as a reason to amend the said tendered price.

ii. Any attempts to invoke an increase in tendered price will render the tender invalid and it will bediscarded.

15. Cost of tender

The Council does not hold itself liable for any or all of the costs involved by the tender in compiling a tender. Should

a tender withdraw an offer after being given written acceptance thereof all costs of re- advertising will be for that

tenderer’s account.

16. Other terms and conditions of this bid

General

a. Staffing requirements will be confirmed during project initiation and shall remain unchanged for the

duration of the project, unless prior written consent has been granted by the Municipality.

b. All secretarial services such as arranging meetings, setting of agenda’s and minute taking shall be

the responsibility of the Service Provider.

c. No material or information derived from the provision of the services under the contract may be

used for any other purposes except for those of the Ingquza Hill Local Municipality except where

duly authorized to do so in writing by the Ingquza Hill Local Municipality.

d. The successful Service Provider agrees to keep all records and information of, or related tothe

project confidential and not discloses such records or information to any third party without the

prior written consent of Ingquza Hill Local Municipality.

17. Remuneration

19.1. The Municipality shall remunerate the Service Provider in respect of its services in accordancewith the

following conditions:

a. The Service Provider agrees hereto that responsibility of payment for services rendered to the

Municipality shall vest in the Service Provider, who shall submit a tax invoice to theMunicipality for

work completed and invoiced in accordance with the budget indicated in respect of the phases.

b. The Municipality shall pay to the Service Provider the amount of such invoice within 30 (thirty days)

of receipt of an agreed invoice. All supporting documents must be attached toall invoices submitted.

c. In the event that the Municipality is not satisfied with the performance of the ServiceProvider, the

Municipality shall give written notice to this effect to the Service Provider

providing sufficient detail and a reasonable time frame to enable the Service Provider torectify such

performance.

d. In the event of the entire amount or a portion of the invoice being disputed by the Municipality, only

that portion in dispute shall be withheld from payment, until the dispute isresolved. The undisputed

portion shall be paid to the Service Provider within the stipulated time frames.

e. The Service Provider shall immediately give notice of any circumstances preventing it from

completing its obligations in terms of the contract.

18. Furthermore, the service provider will also be required to enter in to a project specific contract eachtime a

project is awarded.

19. Penalties

Subject to Clause XXXX of the service level agreement, failure of consultant to deliver any or all of the scope

of service within the period(s) specified in the contract or approved programme of work, the Client shall,

without prejudice to its other remedies under the contract, deduct from the contract price, as a penalty, an

amount of R500 calendar per day of the delay until actual delivery of service orperformance is achieved.

Notwithstanding application of other clauses of the contract to remedy non- performance the penalty clause

shall be applied.

Form of acceptance

IHLM/190/2025-26/ROADS

By signing this part of the Form of Offer and Acceptance, the Employer identified below accepts the Tenderers

Offer. In consideration thereof, the Employer shall pay the Contractor the amount due in accordance with the

Conditions of Contract identified in the Contract data. Acceptance of the Tender’s Offer shall form an agreement

between the Employer and the Tenderer upon the terms and conditions contained in this Agreement and in the

Contract that is the subject of this Agreement.

Directors....................................................................................................................................................................20

D proof of central supplier database registration........................................................................ 21

E. Rates and municipal services clearance certificate.......................................................................22

F. Workmen’s compensation.................................................................................................................................... 23

G. Proof of valid professional indemnity insurance.............................................................................24

H preferential procurement policy.............................................................................................................25

I declaration of interest................................................................................................................................... 33

J declaration of bidder’s past supply chain management practices.......................................... 37

K certificate of independent bid determination...................................................................................39

documents when submitting their proposals, failure to do to accept any proposal/tender and reserves the right not to

so will render the bid not responsive. accept the whole or any part of the proposal/tender. The

only or lowest bid received shall not necessarily be

 Valid Full CSD Proof of registration accepted. No proposal/tenders will be considered from

persons in the service of the state, the bidder or any of its Completed and Signed Declarations (MBD1-9)

directors/shareholders listed on the Register of Tender attached on the tender document. Defaulters in terms of the Prevention and Combating of

 A Valid SARS TCS Pin printout Corrupt Activities Act of 2004 as a person prohibited from

 A signed letter by the bidder confirming that no doing business with the public sector; the bidder has not:

undisputed municipal accounts are overdue by more abused the Employer’s Supply Chain Management

than 30 days and proof thereof. System; or failed to perform on any previous contract and

 ECSA proof of registration has been given a written notice to this effect. The

municipality will only consider bids submitted on the

OBTAINING OF TENDER DOCUMENTS: original bid documentation provided by the municipality.

The Ingquza Hill Local Municipality’s supply chain policy

Downloadable on ihlm.gov.za Procurement: Adverts- will apply in all tender stages.

providing sufficient detail and a reasonable time frame to enable the Service Provider torectify such

performance.

d. In the event of the entire amount or a portion of the invoice being disputed by the Municipality, only

that portion in dispute shall be withheld from payment, until the dispute isresolved. The undisputed

portion shall be paid to the Service Provider within the stipulated time frames.

e. The Service Provider shall immediately give notice of any circumstances preventing it from

completing its obligations in terms of the contract.

The Ingquza Hill Local Municipality is under no obligation to accept any proposal/tender and reserves the right not to accept the whole or any part of the proposal/tender. The only or lowest bid received shall not necessarily be accepted. No proposal/tenders will be considered from persons in the service of the state, the bidder or any of its directors/shareholders listed on the Register of Tender Defaulters in terms of the Prevention and Combating of Corrupt Activities Act of 2004 as a person prohibited from doing business with the public sector; the bidder has not: abused the Employer’s Supply Chain Management System; or failed to perform on any previous contract and has been given a written notice to this effect.

MANDATORY DOCUMENTS: CONDITIONS OF ACCEPTANCE: Potential bidders are urged to submit the following documents when submitting their proposals, failure to do so will render the bid not responsive.  Valid Full CSD Proof of registration  Completed and Signed Declarations (MBD1-9) attached on the tender document.  A Valid SARS TCS Pin printout  A signed letter by the bidder confirming that no undisputed municipal accounts are overdue by more than 30 days and proof thereof.  ECSA proof of registration

Pre-qualification category and description

Points

Maximum

possible points

CRITERIA Weight Maximuvaluem

Reputation in industry 40 8

Three electrification related projects signed reference letters in a 5 client letterhead

Two electrification related projects signed reference letters in a 3 client letterhead

One electrification related project signed reference letter in a 1 client letterhead

No electrification related project signed reference letter in a client 0 letterhead

Key personnel experience a 10 2

CV with certified certificates of Professional electrical engineer

registered with ECSA and other accredited professional boards 5 (SAIEE and CESA)with 5 years of experience in design work and

project administration

CV with certified certificates of Professional electrical engineer

registered with ECSA and other accredited professional boards 4 (SAIEE and CESA) with 4 years of experience in design work and

project administration

CV with certified certificates of Professional electrical engineer

3 registered with ECSA and other accredited professional boards

(SAIEE and CESA) with 3 years of experience in design work and

project administration

CV with certified certificates of Professional electrical engineer

registered with ECSA and other accredited professional boards 2(SAIEE and CESA) with 2 years of experience in design work

and project administration

CV with certified certificates of Professional electrical engineer

registered with ECSA and other accredited professional boards 1(SAIEE and CESA) with 1 year of experience in design work and

project administration

CV with certified certificates of Professional electrical engineer

registered with ECSA and other accredited professional boards 0(SAIEE and CESA) with 0 year of experience in design work and

project administration

Key personnel experience b 10 2

CV with certified certificates of electrician with N6 or Technician

with S4/T4 having 5 years of experience in clerk of works/quality 5

control of electrification projects.

CV with certified certificates of electrician with N6 or Technician

with S4/T4 having 4 years of experience in clerk of works/quality 4

control of electrical related projects.

CV with certified certificates of electrician with N6 or Technician

with S4/T4 having 3 years of experience in clerk of works/quality 3

control of electrical related

CV with certified certificates of electrician with N6 or Technician

with S4/T4 having 2 years of experience in clerk of works/quality 2

control of electrical related projects.

CV with certified certificates of electrician with N6 or Technician

with S4/T4 having 1 year of experience in clerk of works/quality 1

control of line construction work

CV with certified certificates of electrician with N6 or Technician

with S4/T4 having 0 year of experience in clerk of works/quality 0

control of line construction work

Quality of methodology 40 8

MS project plan plus aligned cash flow projections. With clear 5

relevant activities in chronological order from inception to

closeout

MS project plan without aligned cash flow projections. With clear 4

relevant activities in chronological order from inception to

closeout

Project plan in another software format plus aligned cash flow 3

projections. With clear relevant activities in chronological order

from inception to closeout

Project plan in another software format without aligned cash flow 2

projections. With clear relevant activities in chronological order

from inception to closeout

No project plan and no cash flow projections 0

Total 100

1. Instructions and conditions of tender

1. Eligibility to tender

Only consulting engineering Firms who practice in the field of professional Electrical Engineering and

having operating office/ branch within RSA will be eligible to submit tenders.

2. Return of document

The completed and signed set of Tender Documents shall be sealed in an envelope endorsed

“Appointment of a panel of electrical proffessional service providers for a

PERIOD OF 2 YEARS” must reach the

Municipal Manager, Ingquza Municipality, by hand and placed in the Bid Box located at the New Municipality,

Main Street, Flagstaff, by no later than 12:00 AM 17 July 2026on the date as per advert where they will be

opened in public.

NB: Late tenders, telegraphic or facsimile tenders will not be considered.

3. Completion of documents

The Form of tender must be completed and signed.All

pages allocated signing spaces must be signed

Tenderers will make provision for all machinery, labour, material, equipment and all non- incidentals

needed for the execution and completion of the contract in accordance with the tender documents.

4. Authority for signing

Proof of Authority for the Tenderer’s Representative to sign the documents must be submittedwith the

tender.

5. Acceptance of tenders

a. Acceptance of the tender will not comply that the programme, methods and other details will be approved.

Final programmes etc. will be submitted to the General Manager: Infrastructure, Planning and

Development, Inquza Hill Local Municipality for approval.