Development of the 5-Year integrated development plan (idp) 2027–2032 for moqhaka local municipality

Closing date: 17 November 2026 at 12h00

Briefing session: Site or information meetings, if specified, are compulsory. No date or venue is stated in the document. Bids will not be accepted from bidders who have not attended a compulsory meeting.

Site or information meetings, if specified, are compulsory. Bids will not be accepted from bidders who have not attended a compulsory meeting. No date, time or venue is stated in the document.

Bidding procedure enquiries:

• Contact: Ms T Mbeloane
• Email: [email protected]
• Telephone: 056 216 9187

Supply Chain Management Unit (document completion enquiries):

• Email: [email protected]
• Telephone: 056 216 9186

Technical information:

• Email: [email protected]
• Telephone: 056 216 9171

Submission address:

Corner 11&12 Way

Magasyn/Stores, Industrial

Kroonstad

Municipality address:

Moqhaka Local Municipality

Hill Street

Kroonstad

9500

Submission method: deposit the fully completed original tender document in a sealed envelope into the bid box at Corner 11&12 Way, Magasyn/Stores, Industrial, Kroonstad, by 12h00 on 17 November 2026. The envelope must be endorsed with the tender number and title. Faxed, e-mailed and late tenders will not be accepted; hand, courier or posted deliveries are at the bidder's risk and must arrive before the deadline.

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

• MBD1 (Invitation to Bid): bidder and contact details, signed as the offer cover page.
• MBD4 (Declaration of Interest): discloses whether any director or shareholder is employed by the state or connected to anyone at the municipality.
• MBD6.1 (Preference Points Claim): claims preference points under the Preferential Procurement Regulations 2022.
• MBD7.1 (Contract Form): records the contract for purchase of goods/services.
• MBD8 (Declaration of Bidder's Past SCM Practices): declares past supply chain management conduct.
• MBD9 (Certificate of Independent Bid Determination): certifies no collusion or price disclosure.
• Bank details form.
• Company registration documents (CIPC-CK).
• Certified ID copies of all directors (not older than 6 months).
• Valid tax clearance certificate or SARS TCS PIN.
• Municipal rates and taxes statement or clearance certificate (not older than 3 months) in the company's name.
• Proof of CSD registration.
• Valid B-BBEE certificate or sworn affidavit.
• Joint venture agreement (if applicable).
• Pricing schedule.
• Evidence in support of compliance with specifications.

Disqualification risks:

• Tender documents not completed in black ink and signed by the authorised signatory.
• Retyped tender documents.
• Missing pages from the original tender document.
• Unauthorised alterations to the tender documents.
• Missing any compulsory document (e.g., no director IDs, no company registration, no CSD proof).
• Municipal rates and taxes or municipal services charges in arrears.
• Contacting the municipality about the bid between bid opening and contract award.

Evaluation follows the 80/20 preferential points system. Price contributes 80 points; specific goals contribute a maximum of 20 points: Locality of Supplier (within Moqhaka Local Municipality boundaries) – 10 points; Historically Disadvantaged Individuals (Black people) – 10 points.

Technical/functional evaluation (Annexure A) – bidders must score a minimum of 80 out of 100 to proceed to further evaluation:

• Company experience in similar IDP projects (weight 10): scored 0–5 based on the number of signed appointment letters with reference letters from clients (5 or more letters = 5 points).
• Experience of the Project Leader (weight 20): scored 0–5 based on years of experience (minimum 10 years required for full points) plus certified NQF level 7 or higher qualifications in Town and Regional Planning, Development Studies, Public Management/Administration, Monitoring & Evaluation, Economics or Built Environment, supported by a sworn affidavit.
• Relevance and Quality of the Proposal (weight 30): scored 0–5 based on how well the proposal contextualises the municipality's needs, addresses legislative frameworks, identifies implementation approach/methodology, offers innovative solutions and prioritises issues.
• Proof of Past Applicable Experience (weight 40): one printed IDP document developed by the bidder in the past 10 years, supported by a signed confirmation letter on the institution's letterhead (5 points); no submission or incomplete submission scores 0.

Maximum possible technical score: 100. Only bidders scoring at least 80 are eligible for further evaluation.

The municipality requires the development of a 5-year Integrated Development Plan (IDP) for the period 2027–2032, serving as its principal strategic master plan as mandated by the Municipal Systems Act. The plan must guide service delivery coordination, budget allocation and address socio-economic challenges such as historical inequalities and infrastructure deficits.

Scope of work (minimum activities):

• Ensure compliance with the Council-approved Process Plan.
• Analyse strategic documents: current and past approved IDPs, budgets, annual reports, municipal revenue enhancement strategy, spatial development plans, policies.
• Consult with authorities (MAYCO, Budget Steering Committee, Municipal Manager, Senior Managers, Line Managers) to understand institutional goals and formulate a congruent strategic position.
• Compile an implementation plan/programme of action in consultation with the Accounting Officer and/or Heads of Departments.
• Facilitate public participation processes in all 22 wards of the municipality to capture community needs.
• Conduct internal consultative processes, including scenario planning for short to long-term positioning and strategic intent.
• Facilitate drafting of SMART goals and objectives with defined time frames, and develop results-oriented action plans with performance indicators.
• Capture, analyse and refine discussions from public participation and stakeholder engagements for the final plan.
• Align municipal goals with provincial and national frameworks (NDP, District Development Model).
• Submit monthly progress reports to management within one week after the end of each calendar month.
• Submit a project close-up report within two weeks after final comments on the draft IDP.

Performance management: the municipality will monitor the service provider's performance monthly in line with the Service Level Agreement, as required by Section 116(2) of the MFMA.

The proposal must clearly and sufficiently contextualise the municipality's needs and expectations in line with the terms of reference, address various legislative frameworks and guidelines to ensure a legally compliant process, identify an implementation approach/methodology through a coherent and logical outline of processes and activities, ensure seamless delivery of measurable outputs and results, sketch how the bidder will identify areas of weakness and strength within the municipality's integrated development planning value chain, offer innovative solutions, and prioritise issues to be addressed during the strategic planning processes and ultimately the final IDP.

Company experience: bidders must provide signed appointment letters with reference letters from clients for similar IDP projects. Scoring is based on the number of appointment letters: 1 letter = 1 point, 2 = 2, 3 = 3, 4 = 4, 5 or more = 5 points (weight 10).

Project leader: must submit a detailed CV indicating duration of experience, supported by certified copies of NQF level 7 or higher academic qualifications in Town and Regional Planning, Development Studies, Public Management/Administration, Monitoring & Evaluation, Economics or Built Environment. A sworn affidavit confirming a minimum 10 years' experience in Strategic Planning in Local Government, Local Government Finance, Performance Management in Local Government, Auditing in Local Government, or Senior Management in Local Government is required. Scoring: less than 5 years = 0, 5-6 years = 2, 7-8 years = 3, 9-10 years = 4, more than 10 years = 5 (weight 20).

Past applicable experience: one printed IDP document developed by the bidder in the past 10 years, supported by a signed confirmation letter on the institution's letterhead, scores 5 points (weight 40).

The municipality will monitor the service provider's performance monthly in line with the Service Level Agreement, as required by Section 116(2) of the MFMA. The supplier's premises must be open for inspection by the purchaser's representative at all reasonable hours. Non-complying goods or services may be rejected at the supplier's cost and risk.

The bid amount must be quoted VAT inclusive. The pricing schedule must be completed by the bidder. No further pricing details are specified in the document.

Pricing: bid amount must be quoted VAT inclusive. The pricing schedule must be completed by the bidder.

Payment: payments will be made within 30 days of submission of a valid invoice, in Rand.

Performance security: within 30 days of contract award, the successful bidder must furnish performance security in the amount specified in the Special Conditions of Contract, in the form of a bank guarantee, irrevocable letter of credit, or cashier's/certified cheque. The security will be returned within 30 days of completion of performance obligations.

Variation orders: the municipality may instruct changes up to 15% of the original contract value without price escalation.

Penalties: for late delivery or non-performance, a penalty is calculated on the delayed amount using the current prime interest rate per day of delay.

Taxes and duties: the successful bidder is liable for all duties and costs on legal documents, surety and retentions. VAT must be shown clearly on each invoice; the municipality's VAT registration number is 4000846578.

CSD registration: bidders must be registered on the Central Supplier Database (CSD) and provide proof of registration. The municipality will not do business with unregistered suppliers.

Tax compliance: a valid original Income Tax Clearance Certificate or SARS TCS PIN must accompany the bid. For a consortium/JV, each member must submit a separate certificate or PIN. If the certificate is not attached, the municipality may verify tax status after closing; if not obtainable, the bid is disqualified. No contract will be concluded with a bidder whose tax matters are not in order.

Municipal rates and taxes: bidders must submit a municipal rates and taxes statement, clearance certificate, completed Municipal Form, tribal authority letter, or valid signed lease agreement in the company's name, not older than 3 months. If the statement is in the landlord's or director's name, a certified affidavit must be attached. Bidders with municipal arrears will not be awarded a contract.

Company registration: CIPC-CK documents reflecting company name, registration number, date of registration and active directors must be attached.

Identity documents: certified ID copies of all directors, not older than 6 months, must be attached.

B-BBEE: a valid B-BBEE certificate issued by DTIC/CIPC or a SANAS-accredited institution, or a sworn B-BBEE affidavit signed by a commissioner of oaths, is required to claim preference points for the Historically Disadvantaged Individuals goal. Failure to comply results in no preference points for that goal.

CIDB: where applicable, a copy of the bidder's CIDB registration and grading certificate must be included; failure results in disqualification.

B-BBEE evidence: a valid B-BBEE certificate issued by DTIC through CIPC, or by a SANAS-accredited institution, or a sworn B-BBEE affidavit signed by a commissioner of oaths. The requirements are set out in MBD6.1 (Preference Points Claim Form under the Preferential Procurement Regulations 2022). Failure to comply results in no preference points being awarded for the Historically Disadvantaged Individuals (Black people) specific goal.

The contract is governed by the General Conditions of Contract (GCC) and Special Conditions of Contract (SCC); where they conflict, the SCC prevails. The contract will be in English and interpreted under South African law.

Key terms:

• Validity period: bids remain valid for 120 days after closing.
• Payment: within 30 days of a valid invoice; in Rand.
• Prices: fixed at bid prices, subject only to authorised adjustments.
• Variation orders: changes up to 15% of contract value may be instructed without price escalation.
• Assignment and subcontracting: require the purchaser's prior written consent.
• Delays: the supplier must notify the purchaser in writing of any impediments; penalties may be imposed.
• Penalties: for late delivery or non-performance, a sum calculated on the delayed amount using the current prime interest rate per day of delay.
• Termination for default: the purchaser may terminate if the supplier fails to deliver, fails to perform obligations, or engages in corrupt or fraudulent practices. The supplier may be restricted from doing business with the public sector for up to 10 years.
• Force majeure: relieves the supplier of liability for delay or non-performance caused by events beyond control.
• Insolvency: the purchaser may terminate if the supplier becomes bankrupt or insolvent.
• Disputes: parties must attempt amicable resolution; after 30 days, mediation may be initiated; unresolved disputes may be settled in a South African court.
• Limitation of liability: the supplier's aggregate liability is limited to the total contract price, except for criminal negligence, wilful misconduct, or infringement.
• Intellectual property: any documentation or projects developed for the municipality vest in the municipality.
• Warranty: goods/services must be new and defect-free; warranty valid for 12 months after delivery/acceptance or 18 months after shipment, whichever is earlier.
• Notices: sent by ordinary email to the address furnished in the bid.
• The municipality may extend the contract if additional funds become available.

The General Conditions of Contract (GCC) and Special Conditions of Contract (SCC) apply; where they conflict, the SCC prevails. The municipality reserves the right to withdraw the invitation, re-advertise, reject any tender, or accept part of it. It does not bind itself to the lowest bid or the highest-scoring bidder. Bids remain valid for 120 days after closing. The original tender document must be completed in black ink and signed by the authorised signatory; retyped documents, missing pages, or unauthorised alterations will disqualify the bid. Bidders must not contact the municipality about their bid between bid opening and contract award. Tenders will be opened immediately after closing time and recorded in a public register. The contract may be extended if additional funds become available. The successful bidder is liable for all duties and costs on legal documents, surety and retentions. Incorrect information furnished by the bidder may result in recovery of all costs, losses or damages.

Tenders are evaluated under the 80/20 preferential points system. A maximum of 20 points is allocated for specific goals: Locality of Supplier (within Moqhaka Local Municipality boundaries) – 10 points; Historically Disadvantaged Individuals (Black people) – 10 points. These goals are specified in MBD6.1 under the PPR2022. Only bidders scoring a minimum of 80 out of 100 on the technical/functional criteria are eligible for further evaluation. The technical criteria include company experience (10), project leader experience (20), proposal quality (30), and proof of past applicable experience (40). Maximum possible technical score is 100.