The appointment of a suitable experienced and service provider for the compilation of annual performance report (s46) 2025/26 and annual report 2025/26

• Closing date: 30 July 2026.
• Closing time: 12:00.
• No briefing session will take place.
• Tenders will be opened on the same day in the Council Chambers.

• Enquiries: Mr MF Manuel.
• Landline: 053 382 3012.
• Email: [email protected].
• Department: Supply Chain Management.
• Physical address: 10 Hanua Street, Carnarvon, 8925.
• Postal address: P O Box 226, Carnarvon, 8925.

• Submit your bid by 12:00 on 30 July 2026.
• Deliver to the tender box at Kareeberg Municipality, 10 Hanua Street, Carnarvon, 8925. Postal address: P O Box 226, Carnarvon, 8925.
• Email bids are not accepted. Late bids will not be considered.
• The bid box is open from 7:30 to 16:20, Monday to Friday.
• Bids must be submitted on the Official Forms provided; do not retype the schedules.
• Ensure all required forms are completed, signed, and attached. This includes:

• Authority to Sign a Bid (with certified copy of resolution)
• MBD 4 (Declaration of Interest)
• MBD 5 (Declaration for Procurement above R10 Million)
• MBD 6.1 (Preference Points claim form) with certified B-BBEE Certificate
• MBD 8 (Declaration of Past Supply Chain Practices)
• MBD 9 (Certificate of Independent Bid Determination)
• MBD 10 (Certificate of Payment of Municipal Accounts)
• Pricing Schedule (detailed costing)
• Declaration by Tenderer

• Include an original bank confirmation letter with bank stamp.
• No bids will be accepted from persons in the service of the state, provincial government, or municipality.

Bid documents must be placed in the tender box at the Kareeberg Municipality, 10 Hanua Street, Carnarvon, 9825 by no later than 12:00 on 30 July 2026. Tenders will be opened on the same day in the Council Chambers. Late or unmarked tenders will not be considered. Formal Request for Quotation (RFQ’s) must be placed in the tender box at the municipal office in Carnarvon.

Valid CSD registration and tax clearance certificate required. Must submit completed MBD forms (4, 6.1, 8, 9, 10). Must provide bank confirmation letter. Bidders must not be in service of the state or have conflicts of interest. Must have B-BBEE certificate for preference points. Local preference points available: 7 points within Kareeberg Municipal Area, 3 points within Northern Cape.

• Scope: Compilation of the Annual Performance Report (Section 46) for 2025/26 and the Annual Report for 2025/26.
• Deliverables must comply with:

• The Constitution of the RSA, 1996.
• The Municipal Systems Act.
• The Municipal Finance Management Act.

• Bidders must include in their proposal:

1. References from at least five municipalities (clients) that received unqualified audit opinions for performance management systems. Provide clear contact numbers.
2. Demonstration of a web-based system that clearly shows linkage between IDP, Budget, SDBIP, and Performance Agreements.

• Failure to provide this information will render the bid non-responsive.
• Submit a detailed proposal of products/performance obligations offered (Schedule 1).

• Variation orders: Changes not exceeding 15% of the original contract value may be instructed. For measurable quantities, unit price reductions may be requested, provided there is no price escalation.

• The service provider must be suitable and experienced in compiling municipal annual performance and annual reports.
• Bidders must provide references from at least five municipalities with unqualified audit opinions for performance management systems.
• Previous contracts must be declared and included in the bid submission.

• The supplier must ensure goods/services conform to standards specified in the bidding documents.
• The purchaser reserves the right to inspect, test, and analyse goods/services at the supplier's premises.
• Costs of inspections/tests are borne by:

• The purchaser if goods comply.
• The supplier if goods do not comply.

• Non-compliant goods may be rejected and must be replaced at the supplier's cost.

• Bidders must provide a detailed costing proposal (Schedule 3).
• Prices must be inclusive of VAT.
• No contract will be awarded to bidders with outstanding municipal rates, taxes, or service charges.

• Submit a detailed pricing proposal (Schedule 3) with all costs specified.
• Prices quoted in the bid cannot be varied after submission, except for authorized price adjustments or bid validity extensions.
• Payment terms: The purchaser will pay within 30 days after submission of a valid invoice and delivery note.
• Payment will be made in South African Rand.
• No contract will be awarded to bidders whose tax matters are not in order, or whose municipal rates, taxes, and service charges are in arrears.

• Mandatory documents:

• Proof of registration on the National Treasury Central Supplier Database (CSD) (Schedule 2).
• Tax Clearance Certificate/Tax PIN (MBD 2) (Schedule 2).
• Certified B-BBEE Certificate or original B-BBEE Certificate (submitted with MBD 6.1).
• Company registration number, VAT registration number, and income tax number.
• MBD 4 (Declaration of Interest) to disclose any relationships with persons in the service of the state.
• MBD 10 (Certificate of Payment of Municipal Accounts) for all directors/partners.

• No bids will be accepted from persons in the service of the state, provincial government, or municipality.
• Bidders must ensure all municipal accounts are paid up to date.

• B-BBEE preference points are allocated as part of the 20 preference points.
• Submit MBD 6.1 (Preference Points Claim Form) with a certified B-BBEE Certificate.
• Failure to submit proof of B-BBEE status means no preference points will be awarded.
• Locality points: 7 for Kareeberg Municipal Area, 3 for Northern Cape.

• The contract is subject to the General Conditions of Contract (GCC).
• Key clauses include:

• Payment: Within 30 days of invoice submission, in Rand.
• Prices are fixed unless variation orders are agreed (limited to 15% of original contract value).
• Assignment and subcontracting require prior written consent from the purchaser.
• Delays may incur penalties based on the prime interest rate.
• Termination for default, insolvency, or corrupt practices.
• Force majeure provisions apply.
• Disputes resolved first by mutual consultation, then mediation, then South African courts.
• Governing law: South African law. Contract language: English.
• Supplier must maintain confidentiality of contract documents.
• Performance security may be required (bank guarantee or certified cheque).
• Warranty period: 12 months after delivery acceptance or 18 months after shipment.
• Compliance with Competition Act; collusive bidding is prohibited.

• Bidders must include references from five municipalities with unqualified audit opinions and demonstrate a web-based system linking IDP, Budget, SDBIP, and Performance Agreements.
• Failure to provide this information will result in the bid being declared non-responsive.
• No bids from persons in the service of the state.

• Evaluation is on an 80/20 basis (price and B-BBEE).
• The 80/20 system applies as the estimated contract value is between R30,001 and R300,000.
• Points are awarded for price (80) and B-BBEE status level (10) plus locality (10).