Panel of maintenance of roads for a period of 18 months - part 2

Closing date: 22 September 2026 at 12:00. Advert date: 21 August 2026.

Technical enquiries: Mr. C. Ndzungu, 039 251 0230, [email protected]. SCM enquiries: Mr. Z. Khala, (079) 886 0942, [email protected]. Also Mrs. Sako, 039 251 0230, [email protected]. Municipal Manager: Mr. L. Mahlaka. Address: 51 Winnie Madikizela Mandela Street, Bizana, 4800.

Bids must be emailed to [email protected] by 12:00 on 22 September 2026. Late, incomplete, or facsimile bids will not be considered. Bids must be submitted on the original bid documentation provided, clearly marked with the project name and reference number. Unauthorized alterations to the BOQ or quotation will invalidate the submission. The email link used for submission must not expire or require access requests. Returnable documents include: MBD 1, MBD 4, MBD 6.1, MBD 6.2, MBD 6.4, MBD 8, MBD 9, Ethics Commitment for Suppliers, Authority to Sign, certified ID copies, proof of CSD registration, SARS PIN, Billing Clearance Certificate, and audited/reviewed annual financial statements for 3 years.

Required returnable documents: Entity Registration Documents, Certified ID copies of Directors (not older than 3 months), proof of CSD Registration, SARS Valid PIN Printout, MBD1, MBD4, MBD6.1, MBD6.2, MBD6.4, MBD8, MBD9, Billing Clearance Certificate or Statement of Municipal Accounts, signed letter confirming no outstanding accounts, Annual Financial Statements for 3 years, Proposed Project Team CVs and qualifications, Authority to sign section, Ethics Commitment for Suppliers, Letter of Good Standing with COID.

Bids are evaluated in two stages. Stage 1 – Functionality: minimum 70 out of 100 points required to qualify. Functionality criteria: Experience of company in gravel roads maintenance (40 points: 6+ completed projects with certificates and reference letters = 40; 4 projects = 20; 2 projects = 10); Expertise of proposed project team (Contracts/Project Manager with NQF Level 6 in Engineering: 5+ years = 20, 3-4 years = 15, 2 years = 10, 1 year = 5, none = 0; Health and Safety Officer with 2+ years = 5; Site Foreman/Site Agent with NQF Level 5 and 2+ years = 5); Methodology (scope of work, quality management, costing, risk management each 5 points = 20); Availability of key plant and equipment (30 points: contractor owns 7 of required machinery or has signed agreement with plant hire; required: TLB, 3 tipper trucks, grader, excavator, smooth roller, pad foot roller, water cart, low bed truck; attach logbooks or lease agreements). Stage 2 – Specific Goals: 80/20 preference points system, 80 points for price, 20 for specific goals. Bids must score a minimum of 70% to be considered.

The municipality has over 900km of gravel roads requiring maintenance. Up to 20 service providers will be appointed for an 18-month panel to maintain gravel roads (access roads) as and when Works Orders are issued, with no guarantee of quantum of works. Work includes: site establishment, site clearance, road bed preparation and compaction to 90-93% MDD, rehabilitation/construction of inlet/outlet structures, concrete slabs, concrete pipes for storm water, stockpiling and tipping of GWC material, construction of dish-drains, stone pitching, mitre drains, processing and compaction of 200mm GWC material to 95-97% MDD, testing of borrow pit and road layers, skimming and cleaning of road reserve, rehabilitation of borrow pit, installation of road signs, compliance with health/safety and environmental regulations, and de-establishment. Bridge maintenance scope will be issued upon implementation per approved designs. The contractor must provide all personnel, materials, equipment, and plant. Subcontracting may be required per contractor development policy. Each Work Order specifies its own Works Information including reporting, invoicing, technical details, drawings, location, site information, and employment requirements.

Bidders must provide a description of the methodology, work product, and schedule for completing each element of the scope of work. Methodology is evaluated on scope of work (5 points), quality management (5 points), costing (5 points), and risk management (5 points).

Experience of the company in gravel roads maintenance: appointment letters, completion certificates, and reference letters (not older than 3 months) must be attached for each project. Points: 6+ completed projects = 40, 4 projects = 20, 2 projects = 10. Expertise of proposed project team: Contracts Manager or Project Manager with NQF Level 6 (National Diploma) in Engineering with specified years of experience; Health and Safety Officer with certificate and 2+ years experience; Site Foreman/Site Agent with NQF Level 5 qualification and 2+ years experience.

Quality management is part of the methodology evaluation (5 points). Work must conform to design specifications and conformance specifications. Testing of borrow pit and road layer works is required. The contractor must comply with health, safety, and environmental regulations.

All proposals must be quoted in South African rand (R). Proposals in other currencies will be disqualified. Total bid price inclusive of VAT to be provided. The 80/20 preference point system applies: 80 points for price, 20 for specific goals. Bidders with taxable turnover exceeding R2.3 million must be VAT registered; otherwise, the municipality may regard them as non-compliant.

Compulsory submissions (failure results in disqualification): Authority to sign section completed; certified ID copies and certificates; MBD 1, MBD 4, MBD 5, MBD 7, MBD 8, MBD 9, Ethics Commitment for Suppliers; Letter of Good Standing with Compensation Fund (COID); audited/reviewed annual financial statements for 3 years (or since establishment); CSD registration; SARS PIN; Billing Clearance Certificate or statement confirming no undisputed municipal accounts overdue by more than 30 days; signed letter confirming no outstanding accounts; for joint ventures, original valid Tax Compliance Documents and signed agreement indicating lead partner. Bidders must be registered on Central Supplier Database. Minimum CIDB grading of 4CE or higher required. Bids must be submitted on original documentation, clearly marked with project name and reference number. Unauthorized alterations in BOQ render submission invalid. No late, incomplete or facsimile bids accepted.

Contractor's Health and Safety Declaration: In terms of OHSA 1993 Construction Regulations 2003, contractor must have necessary competencies and resources to carry out work safely. Tenderer must declare familiarity with OHSA and Construction Regulations, confirm company competence and resources, propose compliance method (own resources, training, or subcontractors), and provide details of competent key persons, training plans, and proposed subcontractors. Failure to comply may prejudice the tender.

The project aims for environmental benefits. The contractor must comply with environmental management acts. Rehabilitation of borrow pits is required. Broader environmental benefits are considered in the evaluation.

General Conditions of Contracts 2015 will apply. The municipality reserves the right not to appoint the highest scoring bidder; value for money is key determinant and SCM policy applies. The municipality may not appoint a bidder quoted below/above required CIDB average grading. The municipality may accept part or full bid. The municipality's SCM policy applies to disputes. Default or poor performance by service provider (not executing contract per intent, unsatisfactory performance, lack of industry expertise, refusal/delay, non-compliance with laws/safety regulations, or other failure) entitles the municipality to cancel the contract and employ others at the service provider's expense.

Compulsory submissions: Authority to sign section completed; certified ID copies and certificates; MBD 1, MBD4, MBD5, MBD7, MBD8, MBD9, Ethics Commitment; Letter of Good Standing with Compensation Fund (COID); audited/reviewed annual financial statements for 3 years (or since establishment); CSD registration; SARS PIN; Billing Clearance Certificate or statement confirming no undisputed municipal accounts overdue by more than 30 days; signed letter confirming no outstanding accounts; for joint ventures, original valid Tax Compliance Documents and signed agreement indicating lead partner. Bidders must be registered on Central Supplier Database. Bids must be submitted on original documentation, clearly marked with project name and reference number. Unauthorized alterations in BOQ render submission invalid. Bidders with taxable turnover exceeding R2.3 million must be VAT registered. No late, incomplete or facsimile bids accepted.