Professional town planning and land surveying services for subdivision and rezoning of 20 municipal sites in cala and elliot, eastern cape

No briefing session.

SCM Enquiries:

• Contact: Yandiswa Tofile
• Role: Budget and Treasury Department
• Telephone: 045 9311 011
• Facsimile: 045 9311361
• Email: [email protected]

Technical Enquiries:

• Contact: Qamisa Mateta
• Role: IPED Department
• Telephone: 045 9311 011
• Facsimile: 045 9311361
• Email: [email protected]

Municipal Manager:

• Contact: S.G. Sotshongaye
• Address: P O Box 26, Cala 5455
• Telephone: 047-8770034

Alternative Technical Contact:

• Telephone: 047 877 5200
• Facsimile: 047 877 0000
• Email: [email protected]

Submission Address:

Budget Office

Sakhisizwe Municipal Offices

15 Maclear Road

Elliot 5460

Submission method: Physical delivery in sealed envelope

Submission address: Budget Office, Sakhisizwe Municipal Offices, 15 Maclear Road, Elliot 5460

Closing: 26 October 2026 at 12:00

No fax, email, or late submissions accepted

Must use official forms provided (not re-typed), completed in black ink

Corrections must be initialed; tip-ex prohibited

Bid validity: 90 days

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

• Authority to Sign a Bid (with certified copy of board resolution)
• General Conditions of Contract
• General Conditions of Tender
• Confirmation Pin from SARS
• MBD 4 (Declaration of Interest)
• MBD 6.1 (Preference Points Claim Form for Purchases/Services)
• MBD 7.2 (Contract Form – Rendering of Services)
• MBD 8 (Declaration of Bidder's Past Supply Chain Management Practices)
• MBD 9 (Certificate of Independent Bid Determination)
• Specifications
• Form of Offer
• Declaration by Tenderer

Compulsory supporting documents:

• Latest Full CSD Report (not older than 3 months)
• Professional Town Planner (Pr. Pln) ECSA proof of registration
• Professional Land Surveyor (GPr.LS) ECSA proof of registration
• Certified copy of identity documents (not older than 6 months)
• Municipal billing clearance certificates/statement (not older than 3 months) or lease agreement with municipal rates showing no arrears
• Joint venture agreement (if applicable)

Checklist of required forms: Authority to Sign a Bid (with certified board resolution); General Conditions of Contract; General Conditions of Tender; Confirmation Pin from SARS; MBD 4 (Declaration of Interest); MBD 6.1 (Preference Points Claim); MBD 7.2 (Contract Form – Rendering of Services); MBD 8 (Declaration of Past SCM Practices); MBD 9 (Certificate of Independent Bid Determination); Specifications; Form of Offer; Declaration by Tenderer.

Two-stage evaluation: Pre-qualification (functionality) then financial (80/20 preference points)

Pre-qualification minimum: 70/100 functionality points to proceed to financial evaluation

Functionality scoring (100 points total):

• Experience of Tenderer: 30 points – 10+ completed similar subdivision/rezoning projects in last 5 years = 30 pts; 8–9 = 20 pts; 5–7 = 10 pts; 3–4 = 5 pts; 0–2 = 0 pts/non-responsive
• Qualifications & Professional Registration of Key Personnel: 25 points each for Professional Town Planner and Professional Land Surveyor – >10 years experience = 25 pts; 5–9 years = 15 pts; 1–4 years = 5 pts
• Methodology: 25 points – addresses 10 methodological requirements: excellent (10/10) = 25 pts; good (9–7/10) = 20 pts; satisfactory (6–5/10) = 15 pts; poor (4–1/10) = 5 pts; none = 0 pts
• Capacity & Resources: 20 points – GIS license = 20 pts; no GIS license = 0 pts

Financial evaluation: 80/20 preference point system

• Price: 80 points (lowest bid)
• Specific Goals: 20 points – Black Owned Company = 6 pts; Locality (Sakhisizwe LM jurisdiction) = 10 pts; Youth Owned Company = 4 pts

Specific goals evidence: Full CSD report / municipal account / proof of residence

Scope: Subdivision and rezoning of 20 municipal sites in Cala and Elliot

Key personnel required (must be nominated with proof of qualifications, ECSA registration and CVs):

• Professional Town Planner (Pr. Pln)
• Professional Land Surveyor (GPr.LS)

Methodological requirements (10 items, each addressed in methodology submission):

1. Site investigation and assignment
2. Clear timeframes
3. Preparation and submission of subdivision/rezoning applications
4. Public participation
5. Consultation of municipal departments and external authorities
6. Undertake public consultation processes for objections received
7. Tracking of applications and approvals
8. Submit monthly process project reports

GIS license required for capacity scoring (20 points if held, 0 if not)

Experience: Similar subdivision and rezoning projects completed in last 5 years; must submit appointment letters/completion certificates/reference letters with client name, contact details, project description, commencement date, completion date and project value

Methodological requirements: 1) Site investigation and assignment; 2) Clear timeframes; 3) Preparation and submission of subdivision/rezoning applications; 4) Public participation; 5) Consultation of municipal departments and external authorities; 6) Public consultation processes for objections; 7) Tracking of applications and approvals; 8) Monthly process project reports.

Experience in successfully completed subdivision and rezoning projects in last 5 years. Must submit appointment letters/completion certificates/reference letters per project with client details, project description, dates, value. Key personnel: Professional Town Planner and Professional Land Surveyor with ECSA registration, qualifications, CVs. Past experience: description, contract value, employer with contactable references.

Inspection and testing per GCC clauses 8.1–8.8. Pre-bidding testing at bidder's account. Premises open for inspection at reasonable hours. Cost of inspections borne by purchaser if supplies compliant, by supplier if non-compliant. Non-compliant supplies may be rejected and must be replaced at supplier's cost and risk. Purchaser may procure substitutes at supplier's expense if replacement not forthcoming.

Prices in South African Rand (R) inclusive of VAT. Total bid price field. Evaluation: 80 points for lowest price, 20 points for specific goals.

Currency: South African Rand (ZAR) inclusive of VAT

Pricing: Firm prices, no contract adjustment allowed, rates fixed

Evaluation: 80/20 preference point system (Price 80 points, Specific Goals 20 points)

Performance security: Required within 30 days of contract award (amount per Special Conditions of Contract); acceptable forms: bank guarantee/irrecoverable letter of credit or cashier's/certified cheque

Payment terms: Within 30 days of invoice submission

Bid validity: 90 days

Penalties:

• 10% of invoice amount withheld for failure to deliver per specifications
• Late/non-delivery: prime interest rate per day of delay on delayed goods/unperformed services

CSD registration: Latest full CSD report (not older than 3 months)

Tax compliance: SARS TCS PIN or CSD number (each JV party must submit separate)

B-BBEE: Status level verification certificate (SANAS accredited) or sworn affidavit (for EMEs/QSEs) required to claim preference points

Professional registration (mandatory):

• Professional Town Planner (Pr. Pln) with ECSA registration
• Professional Land Surveyor (GPr.LS) with ECSA registration

Certified identity documents (not older than 6 months)

Municipal billing clearance/statement (not older than 3 months) or lease agreement with municipal rates showing no arrears (verified with Sakhisizwe LM Revenue Section)

Joint venture agreement (if applicable)

No bids from persons in service of the state

Mandatory forms (all completed, signed, in black ink, corrections initialed, no tip-ex):

• MBD 1 (Invitation to Bid)
• MBD 4 (Declaration of Interest)
• MBD 6.1 (Preference Points Claim)
• MBD 7.2 (Contract Form – Rendering of Services)
• MBD 8 (Declaration of Past SCM Practices)
• MBD 9 (Certificate of Independent Bid Determination)
• Authority to Sign with certified board resolution
• General Conditions of Contract (signed)
• General Conditions of Tender (signed)

B-BBEE status level verification certificate (SANAS accredited) or sworn affidavit (EMEs/QSEs) required to qualify for preference points. Specific Goals allocation: Black Owned Company 6 points, Locality (Sakhisizwe LM jurisdiction) 10 points, Youth Owned Company 4 points. Evidence: Full CSD report, municipal account, or proof of residence. Bidders within Sakhisizwe LM jurisdiction verified with municipal Revenue Section.

General Conditions of Contract (GCC) apply, read with Special Conditions of Contract (SCC). Key terms: Performance security due within 30 days of award (amount per SCC). Penalties for delay: prime interest rate per day on delayed goods/services. Termination for default on failure to deliver, perform obligations, or corrupt/fraudulent practices. Force majeure clause. Dispute settlement per GCC. Limitation of liability. Governing law: South Africa. Payment within 30 days of invoice. Prices fixed, no contract adjustment. 10% invoice withholding for non-delivery per specifications. 90-day bid validity.

No contract adjustment; rates fixed. 10% invoice withholding for failure to deliver per specifications. Municipality not bound to accept lowest or any bid; may accept whole or part. Late, faxed, emailed, or unsigned documents not considered. No bids from persons in service of the state. Bid validity 90 days.

Compulsory supporting documents: Fully completed and signed bid document (MBD 1–9); Latest Full CSD Report (≤3 months); Professional Town Planner (Pr. Pln) ECSA registration proof; Professional Land Surveyor (GPr.LS) ECSA registration proof; Certified ID copies (≤6 months); Municipal billing clearance/statement (≤3 months) or lease agreement with municipal rates showing no arrears; Joint venture agreement (if applicable). All price alterations must be signed; tip-ex prohibited. Prices in ZAR inclusive of VAT. Bid validity 90 days.

Pre-qualification functionality (100 pts): Capacity & Experience 30, Development Proposal 25, Implementation Capacity 20, Funding Availability 25. Minimum 70/100 to proceed. Financial: 80/20 preference points. Specific Goals: Black Owned Company 6 pts, Locality 10 pts, Youth Owned Company 4 pts (evidence: CSD report/municipal account/proof of residence). Detailed functionality: Experience 30 pts (10+ projects=30); Key Personnel 25 pts each (>10 yrs=25); Methodology 25 pts (10 requirements); Capacity 20 pts (GIS license=20).