Architectural design and boq services for container mall in flagstaff and lusikisiki

Closing date: 19 October 2026 at 12:00

Advert date: 09 October 2026

Tender validity period: 90 days after closing date

No compulsory briefing or site visit mentioned

Technical enquiries:

• Contact: A Jordaan
• Department: Planning and Development
• Email: [email protected]
• Telephone: 039 252 0131

SCM enquiries:

• Contact: A Ntongana
• Department: Supply Chain Management
• Email: [email protected]
• Telephone: 039 252 0131

Submission address:

Ingquza Hill Local Municipality

135 Main Street

Flagstaff, 4810

Tender documents downloadable from www.ihlm.gov.za (Procurement: Open Tenders)

Submission method: hand delivery only

Submission address: Ingquza Hill Local Municipality, 135 Main Street, Flagstaff, 4810 (Municipal Reception)

Closing date: 19 October 2026 at 12:00

Envelope: sealed, endorsed with tender number IHLM/60/2026-27/PLAN and description

No late, couriered, faxed or emailed tenders accepted under any circumstances

Bids must be submitted on the original official bid documentation provided; do not reproduce, take apart, omit pages, change wording or insert pages

Initial each and every page

Returnable forms (all must be completed and signed):

• MBD1 (Invitation to Bid): bidder and contact details, signed as cover page
• MBD2 (Tax Clearance Certificate Requirements): confirms tax compliance
• MBD3.1 (Pricing Schedule – Firm Prices): firm prices only, all taxes included
• MBD3.3 (Pricing Schedule and Specification): pricing instructions and specification
• MBD4 (Declaration of Interest): discloses any connection to state employees
• MBD6.1 (Preference Points Claim): claims specific goals points
• MBD7.1 (Contract Form – Purchase of Goods/Works): to be signed by successful bidder
• MBD8 (Declaration of Bidder's Past SCM Practices): declares no abuse of SCM system
• MBD9 (Certificate of Independent Bid Determination): certifies no collusion
• MBD2.2 (Tender Offer): formal offer, valid for 90 days

Mandatory documents (failure renders bid not responsive):

• Valid full CSD proof of registration
• Completed and signed MBD1-9 declarations
• Accreditation with SACAP or relevant boards
• Valid SARS TCS PIN printout
• Signed letter confirming no abuse of Employer's SCM system and no failure to perform on previous contracts

Disqualification risks:

• Late, couriered, faxed or emailed tenders
• Omitted or unsigned returnable forms
• Bids not on original documentation
• Bidders in service of the state, listed on Register of Tender Defaulters, or with municipal accounts overdue by more than 30 days

Evaluation stages:

1. Functionality (100 points) – minimum qualifying score: 70/100 to proceed

• Project Experience: 40 points (appointment letters or purchase orders and completion certificates for similar architectural projects; 10 points per project, max 4 projects)
• Capacity and Expertise: 40 points (project leader must have architectural qualification, 5+ years experience, CV, and SACAP registration)
• Methodology/Proposal: 20 points (programme of work and methodological approach)

2. Price and Specific Goals (80/20 system):

• Price: 80 points
• Specific Goals: 20 points
• Owned by black people who are youth (18-35 years): 6 points
• Owned by black people who are women: 6 points
• Owned by black people living with disability: 2 points
• Owned by black people: 6 points

Verification for specific goals: CSD registration report, ID copy of owner/director, or letter from medical practitioner for disability

Bidders must score 70 out of 100 on functionality to proceed to price and specific goals evaluation

Scope: Development of architectural designs and bill of quantities (BOQ) for a container mall in Flagstaff and Lusikisiki

Purpose: To accommodate informal traders currently occupying municipal land in an unintended way, creating central market spaces by clustering informal businesses using marine shipping containers

Sites:

• Erf 3338, Flagstaff – 4.7 Ha, located along R61, largely vacant with informal driving school and tyre repair
• Erf 2811, Lusikisiki – 1.3925 Ha, adjacent to St Elizabeth, less than 100m from shopping centre, undeveloped and used as car park

Targeted businesses (not limited to): fast food, coffee shops, mechanics, tshisanyama, clothing, fruit and vegetable shops, hairdressers/beauty therapists, confectionaries/bakeries, laundry/dry cleaner, carwash, tyre repair, shoemakers, pharmacy, herbalists, electrical appliances, cosmetic shops, internet café, business service offices

Other considerations: office space, banking services, tourism information centre

Scope of work:

• Architectural designs (layout)
• 3D drawings with artistic expression
• Bankable bill of quantities

Project phases:

• Phase 1: Inception
• Phase 2: Design Proposals and 3D Drawings
• Phase 3: Bankable Bill of Quantities
• Phase 4: Close out report

Deliverables:

• Concept designs and development proposal
• Detailed architectural drawings suitable for statutory approval
• 3D drawings
• Bill of quantities

Project duration: 6 weeks (strictly adhered to unless written reasons submitted in advance to project steering committee chairperson and municipal project manager)

Project management: lead role, draft implementation schedule, prepare regular daily progress reports to Ingquza Hill Project Manager

Project implemented in phased approach:

• Phase 1: Inception
• Phase 2: Design Proposals and 3D Drawings
• Phase 3: Bankable Bill of Quantities
• Phase 4: Close out report

Project management responsibilities:

• Manage and play lead role to achieve project purpose
• Draft implementation schedule and time frames for all activities
• Prepare regular daily progress reports to Ingquza Hill Project Manager

Project duration: 6 weeks; timeframes strictly adhered to unless written reasons submitted in advance to project steering committee chairperson and municipal project manager

Methodology evaluated as part of functionality (20 points): programme of work and methodological approach

Project experience (40 points): provide appointment letters or purchase orders and completion certificates for architectural work on similar projects; 10 points per project, maximum 4 projects

Project leader expertise (40 points): must possess architectural qualification (attach qualification), 5 years or more experience, CV, and registration with SACAP

Methodology (20 points): programme of work and methodological approach

Pricing schedule: MBD3.1 (Firm Prices) – only firm prices accepted; non-firm prices (including exchange rate variations) not considered

All prices must include VAT (if registered), customs/excise duty, and all other applicable taxes, duties, levies, expenses, disbursements, transport, overheads, accommodation, general risks, liabilities, obligations, overhead charges and profit

Quotes must indicate professional fees total before adding VAT, then VAT amount, then final project amount (inclusive of VAT)

All delivery costs must be included in bid price

Bid validity: 90 days from closing date

Pricing format: firm prices only; non-firm prices (including those subject to exchange rate variations) will not be considered

All prices must include VAT (if registered), customs/excise duty, and all other applicable taxes, duties, levies, expenses, disbursements, transport, overheads, accommodation, general risks, liabilities, obligations, overhead charges and profit

Quotes must indicate professional fees total before adding VAT, then the VAT amount, then the final project amount (inclusive of VAT)

All delivery costs must be included in the bid price

Bid validity: 90 days from closing date; offer irrevocable during this period

Withdrawal of tender during validity period may incur liability for additional expenses incurred by the municipality

Payment terms: municipality undertakes to make payment within 30 days after receipt of invoice accompanied by delivery note (per MBD7.1)

No bid security, guarantee, or retention mentioned

Mandatory compliance:

• Valid full CSD proof of registration
• Valid SARS TCS PIN printout (or CSD number if no TCS available)
• Tax compliance: taxes must be in order or satisfactory arrangements made with SARS; original Tax Clearance Certificate required (certified copies not acceptable) – per MBD2
• Accreditation with SACAP or relevant boards
• Signed letter confirming no abuse of Employer's SCM system and no failure to perform on previous contracts
• Not in service of the state
• Not listed on Register of Tender Defaulters (Prevention and Combating of Corrupt Activities Act, 2004)
• No undisputed municipal accounts overdue by more than 30 days
• For consortia/joint ventures/sub-contractors: each party must submit separate TCS certificate/PIN/CSD number
• B-BBEE: specific goals claimed via MBD6.1; proof required (CSD report, ID copy, medical letter for disability)
• Foreign suppliers: complete pre-award questionnaire (Part B:3) if not resident, no branch, no permanent establishment, no source of income, not liable for taxation in RSA

Contract will be subject to Ingquza Hill Local Municipality's Supply Chain Management Policy and Combating of Abuse of the Supply Chain Management System Policy

Municipality is under no obligation to accept any proposal and reserves the right not to accept the whole or any part; lowest bid not necessarily accepted

Bids only considered on original bid documentation provided by municipality

Municipality reserves right to extend tender period by notice in press and on website www.ihlm.gov.za

Bidder must not have abused Employer's SCM system or failed to perform on any previous contract (with written notice)

Bidder must not have undisputed municipal accounts overdue by more than 30 days

Withdrawal of tender during validity period may incur liability for additional expenses; municipality may retain moneys, guarantee or deposit as security

Successful bidder required to sign MBD7.1 Contract Form

Functionality (100 points) – minimum 70/100 to proceed:

• Project Experience: 40 points (appointment letters/purchase orders and completion certificates for similar projects; 10 points per project, max 4)
• Capacity and Expertise: 40 points (project leader with architectural qualification, 5+ years experience, CV, SACAP registration)
• Methodology: 20 points (programme of work and methodological approach)

Then 80/20 system: Price 80 points, Specific Goals 20 points