The appointment of an implementation agent for the alien invasive plant management and restoration programme for a period of 3 years

Closing date: 04 December 2026 at 12:00

Bids opened publicly immediately after closing at Cape Agulhas Municipality, 1 Dirkie Uys Street, Bredasdorp.

Site meeting / information session: not applicable.

Bidding procedure (SCM)

• Contact: Geraldine Koopman (Ms. G Koopman)
• Email: [email protected]
• Telephone: 028 425 5500

Technical enquiries

• Contact: Sunel Nel (Ms. Sunel Nel, Planning and Community Services)
• Email: [email protected]
• Telephone: 028 425 5500

Submission address

Cape Agulhas Municipality

1 Dirkie Uys Street

Bredasdorp, 7280

Postal address

Municipal Manager

Cape Agulhas Municipality

PO Box 51

Bredasdorp, 7280

Submission method

• Method: sealed envelope placed in the tender box at Municipal Offices, or posted to reach the Municipal Manager.
• Tender box address: 1 Dirkie Uys Street, Bredasdorp, 7280.
• Postal address: Municipal Manager, Cape Agulhas Municipality, PO Box 51, Bredasdorp, 7280.
• Envelope must be endorsed with the tender number, description, and closing date; bids without this will not be opened.
• No faxes or emails accepted; only official municipal tender forms may be used.
• Bids must be submitted on the official forms supplied, not re-typed.
• Each page must be initialled.
• All sections and compulsory documents must be completed and signed; failure invalidates the bid.

Returnable forms

• CAMBD 1 (Invitation to Bid): bidder and contact details, signed cover page.
• CAMBD 4 (Declaration of Interest): discloses any connection to state employment.
• CAMBD 6.1 (Preference Points Claim): claims B-BBEE and locality preference points.
• CAMBD 7.2 (Contract Form – Rendering of Services): to be signed on award.
• CAMBD 8 (Declaration of Bidder's Past SCM Practices): declares past supply chain conduct.
• CAMBD 9 (Certificate of Independent Bid Determination): certifies no collusion.
• Form of Offer and Acceptance: signed offer.
• Schedule 1A (Authority of Signatory): proves the signatory's authority.
• Schedule 1B (Enterprise Questionnaire): entity details.
• Schedule 1C (Documents of Incorporation): CK2 or equivalent.
• Schedule 1D (Payment of Municipal Accounts): municipal account certificate and latest account.
• Schedule 1E (B-BBEE Status Level Certificate): B-BBEE evidence.
• Schedule 1F (Work Satisfactorily Carried Out): reference projects and independent reference forms.

Disqualification risks

• Non-submission of a valid Tax Compliance Status PIN.
• Incomplete or unsigned pricing schedule.
• Form of Offer not signed in non-erasable ink.
• Unauthorised alterations or corrections (correction fluid/tape prohibited).
• Late bids, regardless of reason.
• Any false information; the municipality verifies all references.

Payment terms: 30 days after receipt of invoice.

Evaluation stages

1. Administrative compliance and mandatory requirements.
2. Functionality evaluation — minimum qualifying score: 70 points out of 100.
3. Price and preference evaluation — 80/20 preference point system.

Functionality scoring (100 points total)

• Experience in Similar Projects: 40 points (1–2 projects: 10, 3–4: 20, 5–6: 30, 7+ projects: 40)
• Key Personnel: 30 points (Project Manager: 15, GIS/Environmental Specialist: 5, EPWP Coordinator: 5, Health and Safety Officer: 5)
• Methodology and Implementation Plan: 20 points
• Organisational Capacity: 10 points

Preference points (80/20)

• Price: 80 points
• Specific Goals: 20 points (B-BBEE Status Level: 10, Locality of Supplier: 10)

Only bidders scoring at least 70 on functionality proceed to price and preference evaluation.

Bid validity: 90 days after closing date.

Cape Agulhas Municipality requires an implementation agent to manage and coordinate the Heuningnes Catchment Alien Invasive Plant Management, River Rehabilitation and Ecological Restoration Programme, funded by BOCMA, for a contract period of three years.

Project area: Heuningnes River Catchment within Cape Agulhas municipal area, including:

• Node 1: Heuningberg Restoration Areas (post-fire restoration, alien plant control, water source protection).
• Node 2: Nuwejaars Wetlands SMA (wetland restoration, groundwater recharge protection).
• Node 3: Napier Conservancy and Klippedrift River (river and riparian rehabilitation).
• Other approved sites in Kars, Nuwejaars and Heuningnes River systems.

Scope of services

• Programme management: annual plans, APOs, risk management, steering committee attendance.
• Alien invasive plant control: baseline assessments, initial and follow-up clearing, mechanical and chemical control.
• Ecological restoration: riparian, river, wetland, erosion control, indigenous vegetation recovery, post-fire work.
• EPWP implementation: recruit local labour, maintain registers, record person-days, training.
• Stakeholder management: engage BOCMA, municipality, landowners, conservation bodies, fire protection associations, communities.
• GIS monitoring and reporting: GIS system, treatment maps, fixed-point monitoring, photographic records, hectares treated.
• Financial administration support: expenditure reports, contractor claim verification, audit support (municipality remains accounting authority).

Deliverables

• Inception phase (within 30 days): Inception Report, Detailed Methodology, Communication Plan, Risk Register, M&E Framework.
• Quarterly: Progress, Financial, GIS, Environmental Compliance, EPWP reports; Photographic Records; Performance Dashboard.
• Annual: Annual Plan of Operation, Annual Performance Report, Annual Financial Report, Updated Priority Area Maps.
• Close-out: Final Programme Report, GIS Database, Asset Register, Sustainability Plan, Handover Documentation.

Key performance indicators

• Treatment area: approx. 4 000 ha
• Unique area restored: 1 500–2 000 ha
• Employment creation: 12 500–13 000 person-days
• Firebreak support: minimum 5.7 km
• Participating landowners: minimum 10

Methodology (20 points)

• Demonstrate clear understanding of programme objectives, scope, outcomes, and deliverables.
• Provide a practical and technically sound approach to alien invasive plant management, river rehabilitation, and ecological restoration.
• Describe contractor coordination, supervision, and monitoring approach.
• Provide a structured stakeholder engagement strategy.
• Provide appropriate monitoring, evaluation, and reporting mechanisms.
• Identify key implementation risks and mitigation measures.
• Inception deliverables within 30 days: Detailed Methodology, Communication Plan, Risk Register, M&E Framework.

Experience (40 points)

• Projects must involve catchment management, alien invasive plant clearing, ecological restoration, wetland/river rehabilitation, or EPWP implementation.
• More projects score higher: 1–2 projects: 10 points; 3–4: 20; 5–6: 30; 7+ projects: 40.

Key personnel (30 points)

• Project Manager (15): minimum degree in Environmental Management, Natural Sciences, Forestry, Conservation or related; scoring based on years of experience (10 to 15+ years).
• GIS/Environmental Specialist (5): relevant qualification; points for 3–5+ years' experience, with GIS mapping on environmental projects scoring higher.
• EPWP Coordinator (5): 1–5+ years' experience; coordination of EPWP or labour-intensive projects.
• Health and Safety Officer (5): OHS qualification; points for 2–5+ years' experience on field, environmental, construction, or vegetation-clearing projects.

References

• Schedule 1F requires a statement of work satisfactorily carried out, excluding Cape Agulhas Municipality references.
• Independent reference forms must be completed by clients; incomplete, unsigned or unstamped forms are not considered.

Pricing format

• Complete the official pricing schedule with the following categories:
• Programme Management Fee (monthly)
• Professional Services (Project Manager, Environmental Specialist, GIS Specialist, EPWP Administrator, Stakeholder Liaison Officer) by estimated days and rate
• Operational Coordination (Contractor Management, Monitoring & Evaluation, Reporting & Financial Administration) at monthly rates
• Training and Capacity Building (Accredited Training, Health & Safety Training, Environmental Awareness Training)
• GIS and Monitoring (GIS Mapping monthly, Drone Surveys per survey, Fixed-Point Monitoring per site)
• A schedule summary must show total tender price excl. VAT, VAT at 15%, and total incl. VAT.
• Rates are fixed for the contract period; annual price increase equal to CPI (area-related).
• Prices must include all labour, transport and related costs; no hidden costs.
• Travel and accommodation reimbursements are only as authorised and in line with SARS rates and cost-containment measures.

Pricing format: complete the official pricing schedule, which includes a tender management fee, professional services, operational coordination, training, and GIS/monitoring items.

• Prices must be VAT inclusive, in South African Rand, and include all costs (labour, transport, etc.).
• Rates remain fixed for the contract duration; annual price increase is CPI-related.
• If the contract value exceeds R1 million, the bidder must be registered for VAT; otherwise the price will be deemed VAT inclusive.
• Travel costs reimbursed at SARS-approved kilometre rate only when authorised; accommodation/subsistence subject to municipal cost-containment measures.
• Incomplete pricing schedule renders the bid non-responsive.
• The bidder must indicate VAT vendor status; if not a VAT vendor, both columns (excl. and incl. VAT) must be the same.

Payment terms: payment within 30 days of receipt of invoice.

No bid security, guarantee or retention specified.

Mandatory registrations and documents

• CSD registration required (report must be submitted).
• Valid SARS Tax Compliance Status PIN must be submitted; non-submission invalidates the bid.
• Bidders must not be persons in the service of the state.

B-bbee

• B-BBEE status level certificates or sworn affidavits for EMEs/QSEs are required to claim preference points.
• EMEs (annual turnover ≤ R10 million): sworn affidavit or CIPC affidavit, or a valid B-BBEE certificate.
• QSEs (annual turnover ≤ R50 million): sworn affidavit or valid B-BBEE certificate.
• Entities above R50 million: valid B-BBEE certificate from SANAS-accredited agency or IRBA-approved auditor, or certified copy.
• Certificates must be valid on the closing date.
• Failure to submit B-BBEE evidence means no preference points for B-BBEE will be awarded.

Municipal accounts

• Must not be in arrears on any municipal account for more than 3 months.
• Latest municipal account must be attached.
• If leasing, a lease agreement must be submitted.

Other mandatory documents

• Company registration documents (CK2 or equivalent).
• Certified ID copies of directors.
• Letter of Good Standing (Compensation Fund) and COIDA registration.
• Public Liability Insurance and Professional Indemnity Insurance.
• Proof of relevant experience.
• No CIDB grading required (marked N/A).

Health and safety requirements

• Health and Safety Officer must be appointed with relevant OHS qualification/certificate and experience.
• COIDA registration and a Letter of Good Standing from the Compensation Fund are mandatory.
• The programme must comply with the Occupational Health and Safety Act.
• Health and safety training is a priced item in the pricing schedule.

Environmental compliance

• Must comply with the National Environmental Management Act, National Water Act, National Environmental Management: Biodiversity Act, and Alien and Invasive Species Regulations.
• The implementing agent must ensure environmental compliance across all interventions.
• Environmental Compliance Reports are quarterly deliverables.
• Restoration methodology must be technically sound for alien invasive plant management, river rehabilitation, and ecological restoration.
• The municipality assesses the bidder's organisational experience in environmental management programmes.

Contract period: three years from date of appointment.

Bid validity: 90 days after closing date; the municipality may request extension.

Payment terms: 30 days after receipt of invoice.

The municipality may reject any tender if municipal rates or service charges are in arrears for more than 3 months.

Rates remain fixed for contract duration; annual price increase is CPI-related.

Price escalation may be accepted only with substantiated proof submitted prior to implementation.

The municipality reserves the right not to accept the lowest or any tender.

Collusive bidding behaviour will be reported to the Competition Commission.

A firm completion period/date must be indicated from the official order date.

Special conditions

• Bids must be on official forms; no re-typing.
• Alterations only by striking out in black ink and initialling; correction fluid/tape prohibited.
• Bids must be securely bound; loose pages not accepted.
• Envelopes must be endorsed with tender number and title; otherwise not opened.
• No faxes or emails accepted.
• Late bids are not considered; may be returned at bidder's request and cost.
• Public bid opening at the municipal offices.
• The municipality records and publishes bid details.
• Arithmetical errors: the amount in words governs.
• For contracts over R1 million, the bidder must be VAT-registered.
• Bids valid for 90 days; may require extension.
• Collusive bidding reported to the Competition Commission.

Additional evaluation criteria

• Functionality is evaluated first, with a minimum qualifying score of 70 out of 100.
• Only bidders meeting the 70-point threshold proceed to price and preference evaluation.
• Price and preference evaluation uses the 80/20 system: price 80 points, specific goals 20 points (B-BBEE status 10, locality 10).
• The municipality reserves the right not to accept the lowest or any tender.