Tree felling, tree pruning and clearing at mount frere and emaxesibeni (umz/2026-27/c&cs/03)

• Closing date and time: 23 October 2026 at 12:00 (noon).
• Advert date: 05 October 2026, from which bid documents may be downloaded free of charge on the e-Tender Portal.
• Bid validity: 90 days from the closing date.

Technical enquiries

• Name: Miss B Ndlangisa
• Role: Acting Manager
• Telephone: 039 255 8607
• Email: [email protected]

SCM / bidding procedure enquiries

• Name: Mr X Blaweni
• Department: Budget and Treasury — Supply Chain Management
• Telephone: 039 255 8555
• Email: [email protected]

Other enquiries

• Office of the Municipal Manager: Mr GPT Nota

Submission address

New Umzimvubu Local Municipality Offices (Reception Area)

Dabula Street, Sophia

KwaBhaca (Mount Frere)

Eastern Cape, 5090

Coordinates: 30°54'30.91"S, 28°58'52.44"E

Work locations

Tree felling, pruning and clearing sites at Mount Frere (including Sophia) and Emaxesibeni.

Submission method

• Sealed bids must be deposited in the municipal tender box only. Couriered, faxed, emailed and late tenders will not be accepted.
• Bid box: New Umzimvubu Local Municipality Offices (Reception Area), Dabula Street, Sophia, KwaBhaca (Mount Frere), Eastern Cape, 5090.
• Coordinates: 30°54'30.91"S, 28°58'52.44"E.
• Bids are opened in public at the closing time.
• Every bid must be clearly marked with the project name.
• Bid documents are available free of charge for download on the e-Tender Portal from the advert date.

Returnable forms (official forms only, not re-typed; complete in black ink and counter-sign any alteration)

• MBD 1 (Invitation to Bid): bidder and contact details, signed as the offer cover page.
• MBD 4 (Declaration of Interest): discloses whether any director, shareholder or representative is in the service of the state or connected to anyone evaluating or adjudicating the bid.
• MBD 6.1 (Preference Points Claim Form): claims the 20 specific-goal points; points are not claimed if proof is not submitted.
• MBD 8 (Declaration of Bidder's Past Supply Chain Management Practices).
• MBD 9 (Certificate of Independent Bid Determination): certifies the price was set without collusion or price disclosure.
• MBD 3.1 (Pricing Schedule — Firm Prices): unit prices and amounts per location, carried through to the Form of Offer.
• MBD 7 (Contract Form): the successful bidder must complete and sign the written contract.
• Schedule A (Bid Form and Important Conditions), Schedule D (Particulars of Business), Schedules F to H (Tax Compliance Status, Nearest Office, Financial Particulars), Schedules K to M (Contract Form GCC 2015, Form of Bid and Declaration, General Conditions of Contract) and the Bid Check List.

Mandatory supporting documents

• SARS confirmation with a verification PIN (tax compliance status).
• Company registration, founding statement or CIPC document.
• Originally certified identity copies of the managing director(s) or owner(s).
• Municipal billing clearance certificate, or statement of municipal accounts, or affidavit, or lease agreement, or residential confirmation, plus a declaration that the company's active directors do not owe municipal services for more than 90 days.
• Confirmation of registration on the Central Supplier Database.
• All certifications must be dated within 30 days.

Disqualification risks

• Any mandatory form or document omitted, incomplete or unsigned.
• Certification older than 30 days.
• A bid delivered late, or submitted by courier, fax or email.
• A director, owner or representative in the service of the state.
• Scoring below 70 out of 100 on functionality.
• Omitting requested information or departing from the prescribed format.

Returnable documents

• Schedule A (Bid Form and Important Conditions): complete and sign the official form, accept the bid conditions, declare participation or non-participation in other offers, confirm authority to sign and confirm that the Declaration of Interest is attached.
• Schedule D (Particulars of Business): business and trading name, CK numbers, VAT, UIF and Workman's Compensation numbers, directorship details with identity numbers, gender and percentage ownership, registered and postal addresses and contact details.
• MBD 6.1 (Preference Points Claim Form): claims the specific-goal points and must be signed by an authorised person.
• MBD 4 (Declaration of Interest): discloses state-service interests and relationships.
• MBD 8 (Declaration of Bidder's Past Supply Chain Management Practices).
• MBD 1 (Invitation to Bid): bidder, contact and tax compliance details, signed and dated.
• Complete the bid document in black ink; any alteration must be counter-signed or initialled.

Stages

1. Functionality pre-qualification — minimum qualifying score: 70 out of 100. Bids scoring below 70 are non-responsive and are not assessed on price or specific goals.
2. Price and specific goals — qualifying bids are evaluated on the 80/20 preference point system: 80 points for price (VAT inclusive) and 20 points for specific goals.

Functionality scoring (100 points)

• Company experience: 30 points — 5 or more completed tree felling, pruning and clearing services = 30; 3 to 4 completed services = 20; 1 to 2 completed services = 10. Verification: reference letter or completion certificate signed by a Project Manager, Municipal Manager or a person at directorship level at another institution.
• Methodology: 30 points — a proposal with a detailed methodology, programme and timeframes showing efficient scheduling and delivery on time, plus identification of programme risks and how they will be managed. Verification: attach the detailed proposal.
• Public liability insurance: 40 points — proof of cover. Verification: attach the insurance confirmation letter.

Scoring notes

• Unclear, vague, fragmented or incomplete information scores no points.
• The municipality may request further documentation for the pre-evaluation; late or absent responses score nothing.

Scope

• Felling, pruning and clearing of trees for Umzimvubu Local Municipality, including cutting around electricity cables and buildings.
• Tree diameters are 950 mm and above.
• Contract period: 4 months from the date of acceptance by the service provider.
• The contractor supplies all labour, supervision, consumables, tools, equipment, machinery and anything else needed to complete the work.
• All personnel and labour must wear appropriate PPE and observe OHS rules at all times.
• The contractor must hold valid, active insurance to repair or restore any structure or property damaged or disturbed during the work, to the municipality's satisfaction.
• OHSE and COIDA information, as required on the municipality's Contractor Induction form, must be supplied before work starts.
• The bid must include proof of insurance, the methodology and the timeframes.

On-site work

• Protect sidewalks, driveways and manholes from falling wood using limb ground supports or ropes where needed.
• Rake the area under each removed tree immediately, remove and dispose of all debris appropriately, and avoid damaging other trees, shrubs and lawns.
• All cut wood and branches must be removed from site.

Tree cutting / felling — Mount Frere (15 sites, 53 trees)

• N2 next to Nozigqwaba household: 2
• Next to Douglass car wash: 2
• Next to LCM Ludidi: 6
• From police station to BEEGEE rank: 8
• Corner Canca and Mtsi: 1
• Near scrap yard: 1
• Near Ntloko attorneys: 9
• Near fast-food: 1
• Near Peter: 3
• BGEE Street behind library: 7
• Near Saninians church: 1
• Corner behind Bhaca Mall: 2
• Ncapai near Mazwi flats: 5
• Sophia park: 2
• Cemetery: 3

Pruning — Mount Frere (7 sites, 23 trees)

• Solis Street: 5
• Near Build It: 3
• Opposite Public Works: 1
• Constituency: 4
• Fast food on Canca Street: 1
• Near Dabula Residence, Sophia: 6
• Near Maqhashalala household: 3

Tree cutting — Emaxesibeni (7 sites, 15 trees)

• Old cemetery: 2
• Municipal building: 5
• Corner police station: 1
• Police station road: 3
• Near hospital: 2
• Near Mount Ayliff Junior: 1
• Bridge Street near old cemetery: 1

Pruning — Emaxesibeni (2 sites, 7 trees)

• North Street: 4
• Near hospital: 3

Methodology submission

• Provide a detailed proposal setting out the methodology, programme and timeframes for efficient sequencing and delivery on time.
• Identify the risks to the programme and how they will be managed.
• The methodology is scored at 30 of the 100 functionality points; unclear or incomplete proposals score nothing.

Enquiries

• Technical: Miss B Ndlangisa, Acting Manager, 039 255 8607, [email protected]
• SCM: Mr X Blaweni, 039 255 8555, [email protected]
• Municipal Manager's office: Mr GPT Nota

Pricing schedule

• MBD 3.1 (Firm Prices) applies, with the offer valid for 90 days from the closing date.
• The tenderer must price all activities necessary to execute the service as set out in the scope of services.
• The schedule lists each tree cutting and pruning location and quantity in Mount Frere and Emaxesibeni, with unit price and amount columns.
• The subtotal, VAT and grand total are carried to the Form of Offer.

Pricing

• Complete the firm-price schedule (MBD 3.1). Prices must be firm and inclusive of VAT for VAT-registered vendors.
• A unit price and amount are required for every listed location and quantity of tree cutting and pruning; the subtotal, VAT and total are carried to the Form of Offer.
• The quoted total must cover every activity necessary to deliver the service as specified.
• The bid price may not be qualified by the bidder's own conditions.

Validity and security

• Offer validity: 90 days from the closing date.
• The successful bidder must deliver the guarantee required by Clause 7 of the General Conditions of Contract 2015 within the period stated in the Contract Data.
• Any other bonds, guarantees and proof of insurance must be arranged with the employer's agent within 14 days of the agreement taking effect.
• Failure to provide the guarantee or other securities constitutes repudiation of the agreement.
• Money, guarantees or deposits held may be retained as security until any additional expenditure caused by the bidder's default is determined.

Eligibility

• Bidders must be registered on the Central Supplier Database and submit confirmation of registration.
• A SARS confirmation with a verification PIN, or a tax compliance status certificate/PIN, is required.
• No bid is accepted from a person in the service of the state, and no award will be made to a person working for the state.
• Consortia, joint ventures and sub-service providers must each submit a separate TCS certificate / PIN / CSD number.

Mandatory documents

• SARS confirmation with verification PIN; company registration, founding statement or CIPC document.
• Originally certified identity copies of managing directors or owners.
• Municipal billing clearance certificate, statement of municipal accounts, affidavit, lease agreement or residential confirmation, with a declaration that active directors owe no municipal services for more than 90 days.
• MBD 1, MBD 4, MBD 6.1, MBD 8 and MBD 9 completed in full and signed.
• All certifications dated within 30 days; bid completed in black ink with any alteration counter-signed.

B-BBEE and specific goals (20 points under the 80/20 system)

• 4 points — 100% Black ownership: CK document, identity document and CSD report.
• 4 points — 50% or more youth ownership: CK document, identity document and CSD report.
• 4 points — 50% or more female ownership: CK document, identity document and CSD report.
• 4 points — people living with a disability: occupational therapy assessment report or a certified independent impairment rating.
• 4 points — supplier based in Umzimvubu Local Municipality: proof of residence and CSD report, or lease agreement and CSD report, or rates clearance and CSD report.
• No supporting proof means the specific-goal points are not claimed; fraudulent claims can lead to disqualification, recovery of costs, cancellation of the contract and restriction from public business for up to 10 years.

Notes

• The municipality reserves the right not to appoint, and value for money is the key determinant of appointment.

Health, safety and environment

• All OHSE and COIDA information required on the municipality's Contractor Induction form must be supplied before work commences.
• All personnel and labour must wear appropriate PPE at all times.
• Occupational health and safety requirements must be observed throughout the contract.
• Work involves cutting trees of 950 mm diameter and above around electricity cables and buildings, which drives the safety measures.
• The contractor must hold valid, active insurance to repair or restore any structure or property damaged or disturbed during the work, to the municipality's satisfaction.
• The bid must include proof of insurance, the methodology and the timeframes.

Form of Offer and Acceptance

• The tenderer offers to perform all obligations and liabilities of the service provider, for the total price inclusive of VAT stated on the form.
• Signature by the employer's authorised representative constitutes acceptance and forms the agreement.
• The contract comprises Part 1 Agreements and Contract Data, Part 2 Pricing Data including the schedule of quantities, Part 3 Scope of Work and Part 4 Site Information.
• Amendments and deviations are valid only if set out in a signed Schedule of Deviations.
• The guarantee under Clause 7 of the General Conditions of Contract 2015 must be delivered within the period stated, and other bonds, guarantees and proof of insurance arranged within 14 days of the agreement taking effect; failure is a repudiation.
• The agreement takes effect when the tenderer receives a completed copy; a written objection within five days of receipt is the only basis for refusing it.
• The service provider must comply with the relevant statutory duties and accepts sole liability for that compliance; the employer may inspect premises and remedy any default at the service provider's cost.
• Any investigation, complaint or criminal charge arising from the work must be reported to the employer immediately.

Submission conditions

• Tenders must be deposited in the tender box at the New Umzimvubu Local Municipality Offices, Dabula Street, Sophia, KwaBhaca, Eastern Cape, 5090 (coordinates 30°54'30.91"S, 28°58'52.44"E) by 12:00 on 23 October 2026, where they are opened in public.
• Every tender must be clearly marked with the project name.
• Couriered, faxed, emailed and late tenders will not be accepted.
• Bid documents are available free of charge for download on the e-Tender Portal from the advert date.
• No award will be made to a person working for the state.

Mandatory documents — failure to submit renders the bid non-responsive

• Confirmation from SARS with a verification PIN.
• Company registration, founding statement or CIPC document.
• Originally certified identity copies of the managing director(s) or owner(s).
• Properly completed MBD 1, MBD 4, MBD 6.1, MBD 8 and MBD 9.
• Municipal billing clearance certificate, or statement of municipal accounts, or affidavit, or lease agreement, or residential confirmation, accompanied by a declaration that the company's active directors do not owe municipal services for more than 90 days.
• Confirmation of registration on the Central Supplier Database.
• Certification of documents must be within 30 days.
• No couriered, faxed, emailed or late tenders will be accepted.
• The municipality reserves the right not to appoint; value for money is the key determinant.

Functionality pre-qualification

• Minimum qualifying score: 70 out of 100. Bids below 70 are non-responsive and are not evaluated on price or specific goals.
• Company experience — 30 points: 5 or more completed tree felling, pruning and clearing services = 30; 3 to 4 = 20; 1 to 2 = 10. Verified by a reference letter or completion certificate signed by a Project Manager, Municipal Manager or a person at directorship level at another institution.
• Methodology — 30 points: a detailed proposal with methodology, programme and timeframes, plus identification of programme risks and how they will be managed.
• Public liability insurance — 40 points: proof of insurance or a confirmation letter.
• Unclear, vague, fragmented or incomplete information scores no points; late or absent responses to requests for further information score nothing.

Preference points

• Qualifying bids are assessed on the 80/20 system: 80 points for price (VAT inclusive) and 20 points for specific goals.