Headhunting of two section 56 senior managers: water & sanitation and energy & electricity

• Closing: 6 November 2026 at 10:00.
• Compulsory briefing session: none (not applicable).
• Bid validity: 90 days after the closing date.

Supply chain enquiries

• Name: Josia Masenya
• Email: [email protected]
• Telephone: (012) 358 0658

Technical enquiries

• Name: Riana Zaayman
• Email: [email protected]
• Telephone: 012 358 4363

Submission address (online portal; documents prepared by)

City of Tshwane Metropolitan Municipality

Tshwane House

Supply Chain Management

320 Madiba Street

Pretoria

0001

Switchboard: (012) 358 9999

Submission method

• Online submission via the City of Tshwane e-tender portal. Bid responses must not be placed in the tender box.
• Upload deadline: 6 November 2026 at 10:00.
• Late submissions are not considered.
• Documents must be completed in black pen; retyped or scanned documents are not accepted.
• Price schedule errors must be crossed out in ink and each alteration initialled. Correction fluid (Tippex or similar) is prohibited — an item priced with correction fluid is disregarded, and a bill of quantities so corrected causes the whole quotation to be rejected.

Returnable documents

• MBD 1 (Invitation to Bid): bidder details and signed offer.
• MBD 4 (Declaration of Interest): discloses state employment or connections of directors, members and shareholders; non-declaration disqualifies the bid.
• MBD 6.1 (Preference Points Claim): claims the 20 specific-goal points.
• MBD 7.2 (Contract Form – Rendering of Services): signed acceptance of the contract terms.
• MBD 8 (Declaration of Past Supply Chain Management Practices): declares restricted-supplier listing, tender-defaulter listing, fraud/corruption convictions, municipal arrears and terminated contracts.
• MBD 9 (Certificate of Independent Bid Determination): certifies the bid was prepared without collusion.
• Company registration certificate.
• Tax compliance status PIN or CSD number.
• B-BBEE certificate or sworn affidavit.
• Proof of rates and taxes (municipal account, lease agreement or councillor letter).
• CSD summary report.
• Pricing schedule with every item priced.
• Detailed company profile and two project-specific reference letters.
• Audited financial statements for the last three years, or proof that audit is not legally required.
• Where the signatory is not a director, member, owner or shareholder: an official letter of authorisation or delegation of authority.
• Joint ventures: all of the above for every JV party plus a JV agreement signed by all parties.

Disqualification risks

• Incomplete pricing schedule, or corrections not signed or initialled.
• Correction fluid used on the price schedule.
• Failure to declare interests on MBD 4.
• Missing or unsigned returnable forms.
• Submission after the closing time.

Three sequential stages

1. Administrative compliance — responsiveness against the returnable documents list.
2. Mandatory requirements — bidder experience and reference letters.
3. Preference point system — 80/20 under the Preferential Procurement Policy Framework Act and Regulations 2022.

Points split

• Price: 80 points.
• Specific goals: 20 points.
• Total: 100 points.

Specific goals scoring

• B-BBEE status: Level 1 = 8, Level 2 = 7, Level 3 = 6, Level 4 = 5, Level 5 = 4, Level 6 = 3, Level 7 = 2, Level 8 = 1, non-compliant = 0.
• EME and/or QSE: 2 points.
• At least 51% women-owned: 2 points.
• At least 51% owned by people with disabilities: 2 points.
• At least 51% youth-owned: 2 points.
• Local economic participation: City of Tshwane based 4 points, Gauteng 2 points, national 1 point.

Evidence rule

• Each claimed goal needs the stated proof (B-BBEE certificate or sworn affidavit, identity documents, medical certificate with practice details, municipal account or lease). Unsupported claims score zero.

Mandatory gate

• Bidders failing the experience or reference requirements are treated as non-responsive and excluded from further evaluation.

Purpose

• Appoint a service provider to head-hunt and recruit two Section 56 senior managers for the Office of the City Manager, following two failed internal advertisement rounds (Job Forum 27/2026 and 41/2026). Council resolved on 25 June 2026 to allow recruitment agencies under Regulation 10(4) of the Local Government: Regulations on Appointment and Conditions of Employment of Senior Managers.

Positions to be filled

• Business Unit Head: Water and Sanitation (item 3030805), quantity 1.
• Business Unit Head: Energy and Electricity (item 3030813), quantity 1.

Scope of work

• Targeted head-hunting and talent acquisition to identify candidates meeting the minimum and competency requirements of each position.
• Screening and assessment of candidates against the approved job requirements, qualifications and experience.
• Submission of complete, updated CVs for at least four suitably qualified candidates per position.
• Confirmation that every presented candidate has been screened and meets the minimum requirements.
• Provision of supporting information gathered during recruitment and screening to support the City's suitability assessment.

Completion

• The assignment is complete only when suitable candidates are recruited and appointed to both positions through the provider's efforts, subject to the City's recruitment and selection processes and approvals.

Quantities

• The City may increase or decrease quantities subject to budget availability.

Bidder experience

• At least five years' relevant experience in recruitment and selection services, covering head-hunting, executive search and/or specialised recruitment for executive and senior management positions.
• A detailed company profile must show the length of that experience, the nature and scope of assignments handled, and the capacity to identify, source, screen and present senior-level candidates.

Reference letters

• At least two project-specific references confirming completed head-hunting, executive search or specialised recruitment for executive and/or senior management roles within the five years before the closing date.
• Each letter must be on the client's official letterhead, identify the bidder and the assignment, state the positions recruited for, give the assignment start and completion dates, confirm completion, and be signed by an authorised client representative.
• Each letter must carry verifiable contact details for that representative: name, designation, telephone number and/or email address.
• The City may contact referees to verify the references.

Consequence

• Missing documentation or failure to meet these requirements may render the bid non-responsive and exclude it from further evaluation.

Pricing structure

• A fixed unit price per successfully appointed candidate, covering identification, sourcing, screening, assessment, engagement and presentation.
• Prices in South African Rand, inclusive of VAT and all associated costs and expenses.
• The unit price remains fixed for the contract duration; no extra charges unless the City approves them in writing.
• No fee is payable for candidates the City does not appoint; payment follows successful appointment only.

Schedule items

• Item 3030805 — Head-hunting and recruitment: Business Unit Head, Water and Sanitation — quantity 1 — unit price and total excluding VAT.
• Item 3030813 — Head-hunting and recruitment: Business Unit Head, Energy and Electricity — quantity 1 — unit price and total excluding VAT.
• Totals required excluding VAT, 15% VAT, and including VAT.

Rules

• Every item must be priced; an incomplete schedule disqualifies the bid.
• Corrections must be crossed out in ink and initialled; correction fluid disqualifies the bid.
• Quantities may be increased or decreased subject to budget availability.
• The City may conduct a market analysis of the offered price and may negotiate a market-related price with the highest, second or third scoring bidder; if none agrees, the quotation may be cancelled.

Pricing basis

• Fixed unit price per successfully appointed candidate, quoted in South African Rand and inclusive of VAT and all costs (identification, sourcing, screening, assessment, engagement and presentation).
• No fee is payable for candidates who are not appointed by the City.
• The unit price holds for the contract duration; no additional charges unless approved in writing by the City.
• Payment is made only after a candidate sourced by the bidder is successfully appointed, per the City's payment processes.

Pricing schedule items

• Item 3030805 — Business Unit Head: Water and Sanitation, quantity 1.
• Item 3030813 — Business Unit Head: Energy and Electricity, quantity 1.
• Totals required excluding VAT, 15% VAT, and including VAT.

Financial statements

• Signed audited annual financial statements for the most recent three years, or from date of establishment for newer firms, or proof that audit is not legally required. The audited statements requirement applies to tenders above R10 million in conjunction with MBD 5.

Market analysis

• The City may test whether the offered price is viable. A bidder confirming it cannot deliver at its price is disqualified as non-responsive; one confirming it can will be bound by a tighter performance contract, with performance warnings and restricted-supplier listing for failure.
• The City may negotiate a market-related price with the highest, then second, then third scoring bidder; if no market-related price is agreed, the quotation may be cancelled.

Registration and tax

• Valid CSD registration with CSD number — only CSD-registered bidders are considered.
• Tax compliance status PIN or CSD record; tax status must be compliant before award.
• Company registration certificate.

Municipal accounts

• Municipal account statement for the bidding company not older than 3 months and not in arrears for more than 90 days, or a signed lease agreement, or a councillor letter for informal settlement or rural bidders.
• The same proof is required for all South African based owners, members, directors and major shareholders.

B-bbee

• Valid B-BBEE certificate, or sworn affidavit for EMEs and QSEs, or CIPC B-BBEE certificate, to claim preference points.

Mandatory experience

• Minimum five years' relevant experience in recruitment and selection, including head-hunting, executive search or specialised recruitment for executive and senior management roles.
• Detailed company profile demonstrating that experience, the assignments undertaken and the capacity to source and present senior candidates.

References

• Minimum two project-specific reference letters for head-hunting, executive search or specialised recruitment of executive or senior management positions completed within the five years before the closing date.
• Each letter on client letterhead, naming the bidder and assignment, the positions recruited, the start and completion dates, confirming completion, signed by an authorised client representative, with verifiable name, designation, telephone and/or email.
• The City may contact referees to verify the references.

Joint ventures

• All required documents for every JV party plus a JV agreement signed by all parties; the same JV must continue for the contract duration unless the City approves a change.

Other

• No bid from persons in the service of the state.
• Foreign suppliers must complete the pre-award questionnaire in MBD 1 Part B.

• The successful bidder must complete and sign the written contract form MBD 7.2 (Rendering of Services).
• The contract incorporates the bidding documents, the General Conditions of Contract and any special conditions.
• The bidder carries the risk of any error in its prices, rates or calculations, and the quoted prices must cover all obligations under the specification.
• Payment is made within 30 days of receipt of an invoice.
• The bid remains binding and open for acceptance for 90 days from the closing date.
• The City may increase or decrease quantities subject to budget availability.
• The City is not bound to accept the lowest or any bid, in whole or in part.

Evaluation runs in three stages: administrative compliance, mandatory requirements, then preference points.

Preference points follow the 80/20 system: 80 for price and 20 for specific goals.

Specific goals allocation

• B-BBEE status: Level 1 = 8 points, Level 2 = 7, Level 3 = 6, Level 4 = 5, Level 5 = 4, Level 6 = 3, Level 7 = 2, Level 8 = 1, non-compliant = 0.
• EME and/or QSE: 2 points.
• At least 51% women-owned: 2 points.
• At least 51% owned by people with disabilities: 2 points.
• At least 51% youth-owned: 2 points.
• Local economic participation: City of Tshwane 4 points, Gauteng 2 points, national 1 point.

Claims without the required supporting proof score zero.