The afrikaans language museum and monument (atm) hereby invites quotations from suitably qualified and experienced legal service providers for appointment to a panel to render legal services on an ad hoc basis for a period of thirty-six (36) months.

Closing date: 15 December 2026 at 11:00

Advert date: 10 November 2026

No compulsory briefing session is stated.

Bidding procedure and CSD enquiries:

• Contact: Fabian Ontong
• Role: Finance Assistant
• Telephone: 021 872 3441
• Fax: 021 872 3642
• Email: [email protected]

Technical enquiries:

• Contact: Rodene Williams
• Telephone: 021 872 3441
• Fax: 021 872 3642
• Email: [email protected]

Submission address:

Historium Building

11 Pastorie Avenue

Paarl, 7646

Submission method: physical delivery to the bid box at the Historium Building, 11 Pastorie Avenue, Paarl, 7646, by 15 December 2026 at 11:00. Late, incomplete or non-compliant proposals will not be considered.

Returnable documents (failure to submit any leads to immediate disqualification):

• CSD registration number.
• Original, valid tax clearance certificate.
• Original, valid B-BBEE certificate.
• Certified proof of company registration.
• Completed and signed SBD 1 (Invitation to Bid), SBD 3.3 (Pricing Schedule – Professional Services), SBD 4 (Declaration of Interest), SBD 6.1 (Preference Points Claim), SBD 6.2 (Declaration for Local Production and Content), SBD 7.2 (Contract Form – Services), SBD 8 (Declaration of Past SCM Practices), SBD 9 (Certificate of Independent Bid Determination), and the General Conditions of Contract (GCC) initialled on each page.

Submission format: The quote document must be punched and placed in a file with dividers between each schedule, numbered as follows:

• Schedule 1: CSD registration number
• Schedule 2: Request for quotation
• Schedule 3: SBD forms (1, 3.3, 4, 6.1, 6.2, 7.2, 8, 9)
• Schedule 4: Proof of company registration
• Schedule 5: Bank rating/letter from the bank
• Schedule 6: Valid tax clearance
• Schedule 7: B-BBEE verification certificate
• Schedule 8: Company profile
• Schedule 9: Qualifications and CVs of key personnel
• Schedule 10: Minimum of 3 written client testimonials
• Schedule 11: Detailed formal quotation (valid for 120 days)

Disqualification risks:

• Failure to return all pages of the quote document.
• Failure to sign/initial all applicable pages.
• Uninitialled changes/alterations to pricing.
• Changes to quote specifications without prior written agreement.
• Use of correctional fluid/tape anywhere in the document.
• Failure to complete and sign all affidavits, certificates, declarations and annexures.
• Omission of an original, valid tax clearance certificate.
• Failure to submit a written minimum 12-month warranty on services/products.
• Incomplete schedules of rates and prices.
• Failure to submit obligatory written proposals/explanations/samples/certificates.

All documentation must be fully completed and signed by the duly authorised representative. Proof of authority (e.g. company resolution) must be submitted.

Evaluation stages:

1. Criteria 1 – Legality of quote document (primary): non-compliance leads to disqualification (see submission guidelines).
2. Criteria 2 – Evaluation (secondary): inability to evaluate the quotation (e.g. incomplete schedules, missing information) leads to disqualification.
3. Criteria 3 – Price and Preference: 80/20 system.

• Price: 80 points
• B-BBEE preference points: 20 points, allocated as follows:
• Level 1: 20
• Level 2: 18
• Level 3: 14
• Level 4: 12
• Level 5: 8
• Level 6: 6
• Level 7: 4
• Level 8: 2
• Non-compliant: 0

Only bidders meeting all minimum requirements and registered on CSD proceed to evaluation. The ATM is not obliged to accept the lowest or any quotation and may award in whole or in part without reasons. Before award, the ATM will check the List of Restricted Suppliers and Register for Tender Defaulters.

The ATM (a Schedule 3A public entity under the PFMA) seeks to appoint a panel of legal service providers to render legal services on an ad hoc basis for 36 months. Providers may apply for one or more of the following areas of legal practice:

• Copyright and Patent Law (including trademarks)
• Commercial Law and Contract Law
• Labour and Employment Law
• Procurement Law, Administrative Law and Constitutional Law
• Information and Communication Technology Law
• Litigation
• Civil and Criminal Law
• Intellectual Property Law
• Legislative and Policy Drafting
• Governance and Compliance Law
• Environmental Law

Scope of services includes:

• Oral and written legal advice and opinions
• Drafting, reviewing and interpreting contracts, agreements and policy documents
• Advice on PFMA, Treasury Regulations and other legislation
• Representation in courts, tribunals and legal proceedings
• Litigation and dispute resolution
• Negotiating and facilitating settlements
• Labour law advice and representation
• Advice on procurement, contractual and administrative law
• Advice on copyright, trademarks and IP protection
• Advice on heritage, property and environmental legislation
• Advice on corporate governance, compliance and institutional risks
• Any other legal services within the appointed specialisation

Assignment allocation considers nature/complexity, specialist knowledge, availability, urgency, and cost/value. No work may commence without a formal written instruction from an authorised ATM representative. Appointment does not guarantee any minimum volume of work or equal distribution.

Bidders must demonstrate: minimum 5 years' relevant professional experience in the applicable area of law; proven experience in the specialised area(s) applied for; proven experience in legal advice and/or representation; knowledge of applicable SA legislation; at least 3 contactable references for similar assignments in the past 5 years; and provide profiles and CVs of legal practitioners who will handle ATM assignments. The law firm must have an active director, partner or responsible legal practitioner admitted and enrolled as an attorney. Proposals must include a company profile, technical proposal, proof of relevant experience, and references.

Pricing must be submitted on SBD 3.3 (Professional Services). Bidders must indicate a ceiling price based on total estimated time and all expenses, inclusive of all applicable taxes. Provide hourly and daily rates per person and position, phases with cost and man-days, and separate travel and other expenses (actual costs recoverable with proof). Prices must remain valid for a minimum of 120 days. All rates must include VAT where applicable. Rates remain fixed for the contract duration unless otherwise agreed in writing. Disbursements (travel, accommodation, counsel) must be approved in writing by the ATM in advance.

Pricing format: SBD 3.3 (Professional Services) – indicate a ceiling price based on total estimated time and all expenses, hourly/daily rates per person and position, phases with cost and man-days, and separate travel and other expenses (actual costs recoverable with proof).

Validity: Prices must remain valid for a minimum of 120 days from closing date.

VAT: All prices must include VAT where applicable.

Rates: Hourly rates must be indicated per seniority level.

Disbursements: Travel, accommodation, counsel and other disbursements must be indicated separately and approved in writing by the ATM in advance.

Payment: Payment after services rendered and verified; invoices must detail services and hours, accompanied by timesheets and expense proof. No additional work without prior written approval. Rates remain fixed for the contract duration unless otherwise agreed in writing.

Mandatory registrations and documents:

• Valid SARS Tax Compliance Status (TCS) PIN (or CSD number if no TCS PIN available).
• Valid registration on the Central Supplier Database (CSD).
• Company registration documents (certified proof).
• Details of directors, partners and shareholders.
• Proof of valid registration and good standing with the Legal Practice Council (LPC).
• Valid Fidelity Fund Certificate (where applicable).
• Proof of professional indemnity insurance.
• B-BBEE certificate or sworn affidavit (where applicable).

Technical requirements:

• The law firm must have an active director, partner or responsible legal practitioner admitted and enrolled as an attorney.
• Minimum 5 years' relevant professional experience in the applicable area of law.
• Demonstrated experience in the specialised area(s) applied for.
• Proven experience in legal advice and/or representation.
• Knowledge of applicable South African legislation and regulatory requirements.
• At least 3 contactable references for similar assignments in the past 5 years.
• Profiles and CVs of legal practitioners who will handle ATM assignments.

B-BBEE: Preference points claimed via SBD 6.1; a B-BBEE certificate or sworn affidavit (for EMEs/QSEs) must be submitted to qualify for preference points.

Other: Bidders must not be persons in the service of the state, or companies/close corporations with directors/members in the service of the state. The ATM will verify the List of Restricted Suppliers and Register for Tender Defaulters before award.

Contract period: 36 months from date of appointment, subject to availability of funds, continued need, satisfactory performance, and annual performance assessments. Appointment does not guarantee minimum work or income. The ATM may withhold assignments or terminate for unsatisfactory performance, non-compliance, or material breach, subject to a fair process. Confidentiality: all ATM information must be treated as confidential; comply with POPIA; disclose any conflict of interest in writing; comply with LPC ethical requirements. No confidential information may be disclosed to third parties without prior written consent, except as required by law. The ATM may amend RFQ conditions, extend closing date, not appoint any provider, vary terms, not accept lowest or any proposal, award in whole or part without reasons, and cancel or withdraw without liability. If the parties fail to agree contractual terms within 30 days of appointment, the ATM may appoint the second-ranked bidder.

Evaluation follows three criteria: (1) Legality of quote document – non-compliance leads to disqualification; (2) Evaluation – inability to evaluate the quotation leads to disqualification; (3) Price and Preference – 80/20 system with 80 points for price and 20 for B-BBEE. B-BBEE points: Level 1=20, 2=18, 3=14, 4=12, 5=8, 6=6, 7=4, 8=2, non-compliant=0. The ATM may amend RFQ conditions, not appoint any provider, not accept the lowest or any proposal, award in whole or part without reasons, and cancel or withdraw without liability. If the successful bidder fails to agree terms within 30 days of appointment, the ATM may appoint the next-ranked bidder.