Social facilitation services for asbestos roof replacement – ketlengriver and jb marks municipalities (north west)

Closing date: 02 September 2026 at 11:00.

Closing date for questions: 21 August 2026.

Closing date for responses to questions: 25 August 2026.

Compulsory briefing session: No.

No compulsory briefing session is required.

Queries must be submitted to [email protected] on or before 16h30 on 25 August 2026. After closing, written communication only via the same address. Responses to queries will be published on the National Treasury e-Tender portal and the HDA website.

Bids must be delivered in a sealed envelope/package to the HDA tender box at 4 Kikuyu Road, Sunninghill, addressed to the SCM Office with the RFP number HDA/NW/2026/014 and the bid description. Late or misdirected bids will not be accepted.

Bids must be split into two sealed envelopes:

• Volume 1 (Envelope 1): Part A Compliance Response and Part B Technical/Functional Response. No pricing information may appear here.
• Volume 2 (Envelope 2): Part C Financial Proposal and Specific Goals (SBD 6.1).

Submit one original response plus an electronic copy on a USB clearly marked with the bidder's name. All pages must be consecutively numbered, in English, A4 format (graphics up to A3), neatly bound. Signatures must be in black ink; copies of non-original documents must be certified by a Commissioner of Oaths. The original must be signed by a person authorised by each consortium member and subcontractor, with proof of authorisation included.

Returnable forms: SBD 1 (Invitation to Bid), SBD 4 (Declaration of Interest), SBD 6.1 (Preference Points Claim), and the Pricing Schedule (Annexure 2).

Disqualification risks: missing or unsigned returnable documents, pricing in the wrong envelope, late submission, or any attempt to canvass HDA officials between closing and award.

Bidders are required to complete the Pricing Schedule as per Annexure: 2 (Volume 2 /Envelop 2)

Evaluation proceeds in stages:

• Stage 1 (Admin Compliance): completeness of documentation; incomplete bids may be disqualified.
• Stage 2 (Technical/Functionality): minimum threshold of 70%. Bidders scoring below are disqualified and do not proceed.
• Stage 3 (Price and Specific Goals): 80/20 point system (Price 80, Specific Goals 20).
• Stage 4 (Bidder Verification): verification of information in SBD 4.
• Recommendation and possible Best and Final Offer (BAFO) if no bid meets requirements.

Technical scoring (100 points total):

• Lead Company profile (10): company profile related to scope (5), profile with organogram (10).
• Previous similar work (50): 10+ projects = 50, 5-9 = 30, 2-4 = 20, less than 2 = 0. Signed reference and appointment letters required.
• CV and qualifications of Social Facilitator (25): Degree in Social Sciences, Development Studies or similar; 10+ years = 25, 5-9 = 15, 3-4 = 5, below 3 = 0. CV must be accompanied by a signed affidavit and certified copies of qualifications not older than 3 months.
• Approach, Methodology, Work Plan and Process (15): work programme and resource allocation (5), meeting deliverables and timeframes (5), proposed methodology (5).

Specific Goals (20 points) are claimed with proof (CSD or sworn affidavit):

• Black Women Owned: 75-100% = 4, 51-74.99% = 3, below 51% = 1.
• Youth: 75-100% = 7, 51-74.99% = 5, below 51% = 3.
• Disabled People: 75-100% = 5, 51-74.99% = 4, below 51% = 2.
• Military Veterans: 2 points (CSD).
• HDSA: 2 points (CSD or sworn affidavit).

Bidders failing to submit proof for specific goals score 0 for that component but are not disqualified.

The project involves social facilitation services for the asbestos roofs assessment, removal and replacement of government-subsidised units in the North West Province, specifically in the Ketlengriver and JB Marks local municipalities.

Scope includes:

• Facilitating stakeholder cooperation and coordination throughout the project life cycle.
• Implementing a community participation and facilitation plan.
• Identifying support groups and ensuring full participation of affected communities, addressing concerns of non-supporters.
• Participating in Project Steering Committee (PSC) meetings as required.
• Providing daily resources/individuals to resolve community issues related to the project.
• Fostering community and stakeholder buy-in.
• Ensuring Community Steering Committees at project areas and Project Steering Committees at community and municipal level are functional.

The service provider must have experience in community dynamics, participation, relocation processes, and construction project processes. The work is part of the HDA's mandate under the Medium-Term Operational Plan with the North-West Department of Human Settlements.

Bidders must provide a clear and concise methodology, explained upfront in an executive summary. The approach must cover: work programme, plan and allocation of resources and tasks (5 points); meeting deliverables and timeframes (5 points); and proposed methodology (5 points). The response must be structured with numbered headings, bullet points, and sections, and must address each requirement in the RFP.

The lead company must submit a company profile related to the scope of work, with an organogram (10 points). For joint ventures, all companies must submit separate profiles. Previous similar work on social facilitation for asbestos removal/replacement or similar construction projects is required, with signed reference and appointment letters (50 points). The Social Facilitator must have a Degree in Social Sciences, Development Studies or similar, with relevant experience in community engagement. CV must be accompanied by a signed affidavit and certified copies of qualifications not older than 3 months. Experience scoring: 10+ years = 25, 5-9 = 15, 3-4 = 5, below 3 = 0. An experienced national account representative is required to work with the HDA's procurement department.

Pricing must be submitted in the Pricing Schedule (Annexure 2) in Volume 2/Envelope 2. Prices in South African Rand, VAT zero-rated. Firm prices with basis indicated. Cost breakdown and price escalation basis/formula required. Deviation from the schedule may render the bid non-responsive. Discounts considered only at final evaluation. If the highest-scoring bidder's price is not market-related, the HDA may negotiate with the next ranked bidders or cancel the RFP.

Prices must be quoted in South African Rand, VAT zero-rated. The price offer is firm and must clearly indicate its basis. A cost breakdown must be provided, and the price escalation basis and formula must be indicated. Pricing must be submitted strictly in the format of the Pricing Schedule (Annexure 2); deviation may render the bid non-responsive.

Discounted prices are only considered at the final evaluation stage on an unconditional basis. If the highest-scoring bidder's price is not market-related, the HDA may negotiate with the next ranked bidders or cancel the RFP. The HDA may request annual financial statements for due diligence. Bidders bear all costs of preparing their submission.

Bidders must be registered on the Central Supplier Database (CSD) and provide a CSD report. Tax compliance status must be verified via the CSD; provide a Tax Compliance Status (TCS) PIN. A Letter of Good Standing from COID is required. All RFP documentation (SBD 1, SBD 4, SBD 6.1) must be completed. Joint ventures or consortia must submit a signed agreement stating the percentage split of business and responsibilities. Bidders must comply with all applicable laws and regulations.

Specific Goals points are awarded under the 80/20 preference point system. Bidders must submit proof (CSD or sworn affidavit) to claim points. Points are available for Black Women Owned (max 4), Youth (max 7), Disabled People (max 5), Military Veterans (2), and HDSA (2). Bidders failing to submit proof score 0 for specific goals but are not disqualified. Joint ventures or consortia must submit consolidated proof as per SBD 6.1.

The project involves asbestos, a known carcinogen. The service provider must be aware of the health risks and ensure compliance with applicable health and safety regulations. The HDA requires full compliance with all applicable laws and regulations. The service provider must have appropriate experience in construction project processes, which implies adherence to safety standards.

Asbestos is a hazardous material and a carcinogen. The project involves the removal and replacement of asbestos roofs, requiring correct disposal of asbestos waste in line with environmental regulations. The service provider must ensure environmentally responsible handling and disposal.

The HDA may modify, withdraw, or amend the RFP at any time without liability. It may reject non-conforming proposals, disqualify late submissions, and is not obliged to accept the lowest price. The HDA may split the award between multiple service providers or make no award. Bidders must keep confidential information confidential and may be required to sign confidentiality undertakings. The HDA may cancel the contract if the bidder fails to comply with service levels, giving 30 calendar days' notice. The HDA may negotiate market-related prices and may enter Best and Final Offer negotiations. The successful bidder must comply with all applicable laws. The contract is governed by South African law.

Evaluation stages: Admin compliance, Technical (minimum 70%), Price and Specific Goals (80/20), Bidder Verification, and Recommendation. Technical criteria: Lead Company profile (10), Previous similar work (50), CV and qualifications of Social Facilitator (25), Approach/Methodology/Work Plan (15). Specific Goals: Black Women Owned, Youth, Disabled People, Military Veterans, HDSA. Bidders scoring below 70% in technical are disqualified.