Appointment of a panel of smme companies for various social projects within the bergrivier municipal area from date of appointment until 30 june 2027

Closing date: Monday, 17 August 2026 at 12:00. No briefing session or site visit is mentioned.

Administrative and SCM enquiries: Mr. Coellin Julius, tel. 022 913 6000 / 022 913 6121, email [email protected]. Technical enquiries: Ms. Nelmarie Bothma, tel. 022 913 6000, email [email protected]. Quotation documents are available on the Bergrivier Municipality website (www.bergmun.org.za) or as a hard copy from Mr. Julius at a fee of R70.00 payable to the Municipality. Submission address: Municipal Offices, 13 Church Street, Piketberg, 7320.

Quotations must be deposited in the tender box at the Municipal Offices, 13 Church Street, Piketberg, before 12:00 on Monday, 17 August 2026. The envelope must be clearly marked with the quotation number and title. Bids addressed to any municipal official in a personal capacity will be disqualified. The bidder is responsible for ensuring courier companies place the bid in the tender box; the Municipality is not liable for bids not deposited. Late, incomplete, faxed or emailed quotations will not be accepted; proof of dispatch is not proof of receipt. Quotations must be valid for 120 days after closing. Returnable documents include: MBD 1 (Invitation to Bid), MBD 3.2 (Pricing Schedule – Fixed Prices), MBD 4 (Declaration of Interest), MBD 6.1 (Preference Points Claim), MBD 7 (Contract Form), MBD 8 (Declaration of Bidder's Past SCM Practices), MBD 9 (Certificate of Independent Bid Determination), and MBD 10 (Certificate for Payment of Municipal Services). Also required: CSD registration proof, TCS PIN, municipal rates and taxes account (not older than 90 days), proof of access to suitable transportation, and a company profile. Failure to submit any mandatory returnable document renders the bid non-responsive.

Bidders must submit the following documentation with their bid: Proof of registration on the Central Supplier Database (CSD); a valid Tax Compliance Status Pin issued by SARS; fully completed and signed Municipal Bidding Documents (MBD forms); municipal rates and taxes account (or lease agreement with municipal account) not older than 90 days; proof of access to suitable transportation (vehicle registration certificate, eNaTIS ownership documentation, rental or lease agreement, or other documentary proof); company profile detailing nature of business, relevant experience, services offered, previous projects, and available personnel and equipment. The following MBD forms must be completed and submitted: MBD 1 (Invitation to Bid), MBD 3.2 (Pricing Schedule), MBD 4 (Declaration of Interest), MBD 6.1 (Preference Points Claim Form), MBD 7 (Contract Form), MBD 8 (Declaration of Bidder's Past SCM Practices), MBD 9 (Certificate of Independent Bid Determination), MBD 10 (Certificate for Payment of Municipal Services).

Evaluation follows Council's Supply Chain Management Policy using the 80/20 points system. Points allocation: Price 80, B-BBEE status level 10, Locality 10, Total 100. The successful bidder is the one scoring the highest points. In the event of equal points, the bidder scoring the highest points for specified goals wins. Preference points are calculated after prices are brought to a comparative basis; points are rounded to two decimal places. Bidders must complete the Preferential Points Claim Form (MBD 6.1) to qualify for preference points. Failure to submit a B-BBEE certificate or sworn affidavit results in 0 points for B-BBEE but does not invalidate the bid.

The Municipality seeks to appoint a panel of SMME companies for various social projects within the Bergrivier municipal area, on a rotational basis per town, until 30 June 2027. Appointment does not guarantee any minimum volume of work. Bidders may tender for one or more of five categories: 1) Minor Construction Works (bricklaying, concrete works, plastering, tiling, minor building alterations, paving and kerbing, stormwater repairs, minor demolition, general maintenance); 2) Horticulture (Trees) (tree planting, pruning, removal, stump removal, maintenance, emergency removal, disposal); 3) Painting Works (surface preparation, internal/external painting, protective coatings, road marking, maintenance painting); 4) Carpentry Works (doors and windows, roofing timber repairs, cupboards and shelving, general joinery, repairs to municipal buildings, wooden structures); 5) Signage and Fencing (supply, erection and dismantling of signage; installation, repair and removal of fencing; gates; maintenance). Work is allocated rotationally, subject to availability, capacity, performance, compliance, and budget. A provider may decline an allocation and is then moved to the bottom of the rotation list. The Municipality may deviate from rotation for operational reasons. Each project is subject to performance evaluation on quality, compliance, timelines, health and safety, conduct, responsiveness, budget, and overall performance. Unsatisfactory performance may reduce opportunities, suspend, or remove from the panel. Materials may be supplied by the Municipality or the provider; each provider is responsible for their own PPE, tools, and equipment. No work commences without an official Purchase Order. Milestone payments are made upon achievement, verification, valid tax invoice, and certification of satisfactory completion.

Work is allocated on a rotational basis among appointed providers within each category, subject to availability, capacity, satisfactory performance, compliance with municipal requirements, and budget availability. A provider may decline an allocation and is then moved to the bottom of the rotation list. The Municipality may deviate from rotation for operational requirements, urgency, specialised expertise, capacity constraints, or poor performance, provided reasons are recorded.

Bidders must be competent and experienced service providers. The company profile must detail the nature of the business, relevant experience, services offered, previous projects completed, and available personnel and equipment. Bidders must possess the necessary experience, personnel, equipment, and resources to execute the services in the selected category(ies).

Each project is subject to performance evaluation upon completion, covering quality of workmanship, compliance with specifications, adherence to timelines, health and safety compliance, professional conduct, responsiveness, completion within budget, and overall performance. Unsatisfactory performance may lead to reduced opportunities, suspension from rotation, or removal from the panel.

The pricing schedule (MBD 3.2) must be completed with fixed prices; only fixed prices are accepted. The total bid price must be inclusive of VAT or exclusive for non-VAT vendors. Prices must be valid for 120 days from the closing date. The Municipality reserves the right to adjust the scope of work or quantity to stay within budget.

Pricing must be fixed and inclusive of VAT (or exclusive for non-VAT vendors). Prices must be valid for 120 days from closing date. The Municipality reserves the right to adjust the scope of work or quantity to stay within budget. Quotations over R30,000 (VAT included) must be accompanied by the relevant MBD documentation. Payment is milestone-based: only upon achievement of agreed milestones, verification by a municipal official, submission of a valid tax invoice, and certification of satisfactory completion. No payment for work without a valid Purchase Order.

Bidders must be registered on the Central Supplier Database (CSD) and provide a valid Tax Compliance Status (TCS) PIN; failure may invalidate the bid. Bidders must submit an originally certified B-BBEE Certificate or sworn affidavit; absence results in 0 points for B-BBEE but does not invalidate the bid. Bidders must not be persons in the service of the state. Required documents: municipal rates and taxes account (or lease agreement) not older than 90 days, proof of access to suitable transportation (vehicle registration, eNaTIS, rental/lease agreement, or other proof), and a company profile. Depending on the project, proof of Public Liability Insurance up to R500,000 may be required. Returnable forms: MBD 1, MBD 3.2, MBD 4, MBD 6.1, MBD 7, MBD 8, MBD 9, MBD 10.

B-BBEE status level of contribution is allocated 10 points under the 80/20 system. Bidders must submit an originally certified B-BBEE certificate or sworn affidavit to qualify for preference points. The B-BBEE points table for the 80/20 system: Level 1 = 10, Level 2 = 8, Level 3 = 6, Level 4 = 4, Level 5 = 2, Level 6 = 2, Level 7 = 2, Level 8 = 2, Non-compliant = 0.

Each service provider is responsible for their own personal protective clothing (PPE) and tools and equipment for each project. Health and safety compliance is a criterion in performance evaluations.

The successful bidder must sign a written contract form (MBD 7). The contract is subject to the General Conditions of Contract (GCC) and any special conditions. No work may commence without an official Municipal Purchase Order; the Municipality is not liable for payment without one. Payments are milestone-based, processed only upon achievement of agreed milestones, verification by a municipal official, submission of a valid tax invoice, and certification of satisfactory completion. Panel appointments remain valid until 30 June 2027 unless terminated earlier in accordance with contract conditions. The Municipality may appoint any number of qualifying providers per category and is not obliged to allocate work. Although the panel is rotational, a secondary procurement process (including PPPFA) determines the preferred provider for each project.

Quotations must be valid and binding for 120 days after closing date. Prices must be fixed and inclusive of VAT. A firm delivery period must be indicated. Quotations over R30,000 (VAT included) must be accompanied by the relevant MBD documentation. Late, incomplete, faxed or emailed quotations will not be accepted. Proof of dispatch is not proof of receipt. The Municipality is not obliged to accept the lowest or any quotation and reserves the right to accept any quotation or part thereof. No quotations will be considered from persons in the service of the state. The Municipality reserves the right to withdraw any invitation to quote and/or to re-advertise or to accept a part of it.

Bidders must be registered on the CSD and provide a valid TCS PIN. They must submit an originally certified B-BBEE certificate or sworn affidavit (absence results in 0 points but does not invalidate the bid). They must submit a municipal rates and taxes account (or lease agreement) not older than 90 days, proof of access to suitable transportation, and a company profile. Depending on the project, proof of Public Liability Insurance up to R500,000 may be required. Failure to submit any mandatory returnable document renders the bid non-responsive.

Quotations are evaluated according to Council's Supply Chain Management Policy using the 80/20 points system. Points allocation: Price 80, B-BBEE status level 10, Locality 10, Total 100. The successful provider is the one scoring the highest points. In the event of equal points, the bidder scoring the highest points for specified goals wins. Preference points are calculated after prices are brought to a comparative basis; points are rounded to two decimal places.