Supply and installation of additional thatch layer, repair of concrete copings, and fire-retardant treatment

Closing date: 17 November 2026 at 12h00.

Site briefing: 09 November 2026 at 11:00 at the eMpophomeni Zulu Tourism experience. Attendance not stated as compulsory.

Advert date: 03 November 2026.

Written queries must be submitted one week before the closing date.

Bidding procedure enquiries:

• Contact: Mr. Marco Hlongwane
• Email: [email protected]
• Telephone: (033) 342 3396

Technical enquiries:

• Contact: Mr. James Martin
• Email: [email protected]
• Telephone: (033) 342 3396

Submission address:

UMEDA House, UMEDA Show Grounds

1 Howick Road

Wembley

Pietermaritzburg

Submission method: sealed envelope, clearly marked with the tender number and description, deposited in the tender box at the ground floor of the uMgungundlovu Economic Development Agency Offices, UMEDA Show Grounds, 1 Howick Road, Wembley, Pietermaritzburg.

Closing time: 12h00 on 17 November 2026. Late, faxed, or emailed bids will not be considered.

Documents must be properly bound.

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

• MBD 1 (Invitation to Bid): bidder and contact details, signed as the offer cover page.
• MBD 4 (Declaration of Interest): discloses any connection to persons in the service of the state.
• MBD 6.1 (Preference Points Claim): claims specific-goal points under the 80/20 system.
• MBD 8 (Declaration of Bidder's Past SCM Practices): declares any past abuse, fraud, or contract failures.
• MBD 9 (Certificate of Independent Bid Determination): certifies no collusion or price disclosure.
• Proof of good standing with municipal accounts (latest account, not older than three months).
• Authority for Signatory: resolution authorising the signatory to bind the bidder.
• Joint Venture Agreement (if applicable).
• Experience of Tenderer and Reference Letters.
• Company registration certificate (CK) with certified ID copies of directors.
• CIDB grading 1GB certificate.
• COIDA certificate.
• Valid Tax Compliance Status PIN sheet.
• VAT registration certificate (if applicable).
• Proof of CSD registration.

Failure to submit any mandatory document results in disqualification.

Evaluation stages: administrative compliance, functionality, price, and specific goals.

Functionality (70 points):

• Relevant company experience (40 points): appointment letters/contracts with signed reference letters from previous or current clients confirming satisfactory performance for thatching or related installations completed in the last five years.
• Implementation plan and project methodology (30 points): installation methodology, timelines, health and safety compliance.

Minimum qualifying score: 40 out of 70 for functionality. Bidders scoring less than 40 are disqualified.

Price and specific goals (80/20 system):

• Price: 80 points.
• Specific goals (20 points):
• Race – 100% Black Owned (HDP): 10 points.
• Locality – Office based in uMgungundlovu District: 10 points.

Total for price and specific goals: 100 points.

Scope: supply and installation of an additional thatch layer, repair of damaged concrete copings, and application of fire-retardant treatment.

Pricing schedule items (quantities not stated):

• Preliminaries: site establishment, delivery, scaffolding.
• Roof structure: treated structural poles and rafters (if applicable).
• Thatching installation (m2): supply and laying of premium thatch grass (as per spec), thatch binding twine.
• Ridges and flashings: construction of cement ridges, flashing and chimney sealing.
• Fire retardant treatment: pre-inspection, site safety setup, property protection draping, preparation of substrate (e.g. brushing thatch), supply and application of fire retardant (external), supply and application of chemical/dual-action protective coating (internal), specialised access equipment hire (scaffolding/cherry picker).

The implementation plan must include installation methodology, timelines, and health and safety compliance. This forms part of the functionality evaluation (30 points).

Bidders must have specific experience in thatching, roof repairs, and concrete coping repairs, with work completed within the past five years.

Reference letters must be on the organisation's letterhead and include contact person, nature of service, contract amount, commencement date, telephone number, fax number, and email address.

Appointment letters or purchase orders will not be accepted in lieu of reference letters.

At least one written testimonial from clients is required.

Reference letters may include ratings on project completions, quality of feedback, accessibility and availability, reliability, and customer satisfaction.

Pricing schedule items for thatching: preliminaries (site establishment, delivery, scaffolding), roof structure (treated poles and rafters if applicable), thatching installation (m2, supply and laying of premium thatch grass, thatch binding twine), ridges and flashings (cement ridges, flashing and chimney sealing), other costs.

Pricing schedule items for fire retardant treatment: pre-inspection, site safety setup, property protection draping, preparation of substrate (brushing thatch), supply and application of fire retardant (external, m2), supply and application of chemical/dual-action protective coating (internal, m2), specialised access equipment hire (scaffolding/cherry picker, days).

Total price inclusive of VAT must be stated in words and figures; words govern in case of discrepancy.

Pricing format: priced schedule of items (rates and totals) for thatching and fire-retardant treatment.

Tender validity: 90 days from the closing date.

Municipal account arrears: bidder must not be in arrears for more than 90 days (30 days if tender price exceeds R10 million). Proof of good standing required.

No bid security, bonds, or guarantees stated in the document.

Mandatory eligibility:

• Company registration certificate (CK) with certified ID copies of directors.
• CIDB grading 1GB.
• COIDA certificate (good standing).
• Valid Tax Compliance Status PIN sheet.
• VAT registration certificate (if applicable).
• Proof of experience in thatch layer installation and concrete coping repair.
• Proof of CSD registration.
• Not listed on the Register of Tender Defaulters or prohibited from doing business with the public sector.
• Not in arrears with municipal rates and taxes for more than 90 days (30 days if tender price exceeds R10 million).
• Must submit a minimum of one written testimonial from clients.
• B-BBEE: a B-BBEE status level verification certificate or sworn affidavit (for EMEs and QSEs) must be submitted to qualify for preference points.
• Joint venture/consortium: each party must submit tax clearance, B-BBEE certificate, municipal good standing, declaration of interest, MBD 8, and MBD 9.

Health and safety compliance is part of the implementation plan and project methodology (30 points in functionality).

A COIDA certificate of good standing is a mandatory eligibility requirement.

Contract terms are contained in Part 1 (agreements and tender document), Part 2 (pricing data), Part 3 (scope of work), and Part 4 (service level agreement).

The successful bidder must sign a written contract form (MBD 7).

The tenderer must, within two weeks of receiving the completed agreement, arrange delivery of any bonds, guarantees, proof of insurance, and other documentation required by the conditions of contract. Failure constitutes repudiation.

The agreement comes into effect when the tenderer receives a fully completed original copy; the tenderer has five days to notify the employer in writing of any reason for non-acceptance.

The agency does not bind itself to accept the lowest or any tender and may accept the whole or part of the tender.

Tenders valid for 90 days from closing date.

Functionality threshold: minimum 40 out of 70 points.

80/20 preference point system applies: 80 points for price, 20 points for specific goals.

Specific goals: race (100% Black Owned HDP: 10 points; <50% Black Owned HDP: 5 points) and locality (office in uMgungundlovu District: 10 points; office in KwaZulu-Natal outside uMDM: 5 points; office outside KwaZulu-Natal: 3 points).

Points are not cumulative; bidders claim the applicable points for each goal.