Supply, delivery & planting of metal sheet signposts – free state tender (RFQ)

Enquiries about document completion:

• Department: Supply Chain Management Unit
• Email: [email protected]
• Telephone: 056 216 9186
• Enquiries about specifications: refer to contact person in the advert (not named in the document).

Submission address:

• Moqhaka Local Municipality (Magasyn Building)
• Corner 11th and 12th Way
• Kroonstad, 9499

Submission method: deposit the fully completed original RFQ document in a sealed envelope into the bid box located at the corner of 11th and 12th Way, Magasyn/Stores, Industrial, Kroonstad, by no later than 12h00 on the closing date.

• The envelope must be clearly marked on the outside with the tender number and title of the RFQ.
• Bids may be delivered by hand, courier or post, but must be received by the deadline; delivery is at the bidder's own risk.
• Bids submitted by fax or email will NOT be accepted.
• The original RFQ document must be completed in black pen ink and signed by an authorised signatory.
• Documents may not be retyped, missing pages are disqualifying, and unauthorised alterations will automatically disqualify the bid.
• Returnable forms (all part of the original document):
• MBD 1: Invitation to Bid – provides bidder, contact and pricing details.
• MBD 4: Declaration of Interest – discloses any state employment or connections to the municipality.
• MBD 6.1: Preference Points Claim Form – used to claim preference points for specific goals.
• MBD 7.1: Contract Form – Purchase of Goods/Services – to be signed by the successful bidder.
• MBD 8: Declaration of Bidder's Past Supply Chain Management Practices.
• MBD 9: Certificate of Independent Bid Determination – certifies no collusion.
• Bank details form and pricing schedule must be completed and included.
• Bidders must attach proof of CSD registration, and the bid pack must be bound presentably; loose papers are not accepted.

Evaluation will follow the 80/20 preferential points system (80 points for price, 20 points for specific goals).

• The maximum total points are 100 (80 for price + 20 for specific goals).
• The lowest acceptable price receives the maximum price points.
• Specific goals include: locality of the supplier and B-BBEE status level of contributor, as claimed in MBD 6.1.
• If no claim is made for specific goals, no preference points are awarded for those goals.
• Bids must be within the value range R30 000 – R300 000 to be considered for evaluation.
• Bids are evaluated for responsiveness to specifications and requirements.
• The municipality may reject any bid and is not obliged to accept the lowest or highest-scoring bid.

The service provider must supply, deliver and plant metal sheet signposts at three landfill sites:

• Kroonstad (Strydfontein) Landfill Site – Class B
• Viljoenskroon Landfill Site – Class B
• Steynsrus Landfill Site – Class C

Each signpost must display the landfill site's name and operating hours (as detailed in the specifications).

Board specifications:

• Boards are to be planted next to the gate of each landfill site.
• Posts must be erected on a concrete foundation of 700 mm deep x 400 mm square, using 25 MPa concrete.
• Post size: 80 mm x 80 mm x 3 mm.
• Board size: 2 m wide x 1.5 m high.
• The highest point of the board must be in line with the height of the landfill fence.
• Bidders must submit drawings of the final product with their bids.
• Bidders must submit 2 or more contactable reference letters from previous clients for similar work, plus photographic samples of completed work.

Pricing: The bid amount must be quoted VAT inclusive.

• Prices must remain fixed for 120 days from the closing date.
• The bid value must be within the range R30 000 – R300 000 to be considered.
• Payment: Invoices must be accompanied by a delivery note; payment due within 30 days of invoice submission (per GCC).
• Payment is in Rand.
• No performance security percentage is specified in the document, but GCC requires a performance security if specified in the SCC (amount not given).
• The successful bidder is liable for stamp duties and costs of surety and retentions.

Mandatory registrations and documents:

• Valid Tax Clearance Certificate (TCS) or SARS unique PIN – original or letter from SARS if not available; each consortium/joint venture member must submit a separate certificate.
• Proof of CSD registration – mandatory; no business can be awarded to unregistered suppliers.
• Company registration document (CIPC/CK) reflecting company name, registration number, date of registration, and active directors/members.
• Certified ID copies of all directors, not older than 6 months.
• Municipal rates and taxes proof in the company's name, not older than 3 months – accepted forms include: municipal rates statement, clearance certificate, completed municipal form with stamp, tribal authority letter, or valid signed lease plus landlord statement.
• B-BBEE certificate or sworn affidavit (DTIC/CIPC or SANAS-accredited) – required for preference points; failure results in no points for the black people specific goal.
• CIDB registration and grading certificate – required where applicable; failure to include results in disqualification.
• Joint venture agreement – required if applicable.
• Additional mandatory documents per the tender index: company registration document, ID documents of directors, valid tax clearance/TCC PIN, municipal form, municipal rates and taxes, proof of CSD registration, valid B-BBEE certificate/affidavit, joint venture agreement (if applicable), pricing schedule, and evidence of compliance with specifications.

The contract will be governed by the Special Conditions of Contract (SCC) and the GCC; where they conflict, the SCC prevails.

• Contract period: The contract may be extended if additional funds become available.
• Termination: The municipality may terminate for default, insolvency, or corrupt/fraudulent practices.
• Penalties: For late delivery, a penalty is deducted from the contract price, calculated at the current prime interest rate per day of delay.
• Warranties: The supplier warrants goods are new, unused, and free from defects; warranty lasts 12 months from delivery/acceptance or 18 months from shipment, whichever ends earlier.
• Payment: Within 30 days of invoice submission; invoices must show VAT and the municipality's VAT number 4000846578.
• Prices: Fixed; no variation without authorisation. Variation orders up to 15% of contract value may be required.
• Subcontracting: Prior written consent required.
• Disputes: To be resolved amicably, then mediation, then South African courts.
• Liability: Not limited for criminal negligence or wilful misconduct, but otherwise limited to the contract price.