Request for a quotation from suitably qualified professional service providers to provide services of a professional registered town planner

Closing date: 20 August 2026 at 11:00.

Project duration: 12 months from date of appointment letter.

No briefing, site visit, or clarification deadline stated.

No contact details (name, email, phone, address) are provided in the tender document. Bidders should direct enquiries to the Gauteng Department of Agriculture and Rural Development.

Required returnable documents:

• SBD 4 (Bidder's Disclosure): disclose any directorship or shareholding in state employment and any relationship with the procuring institution.
• SBD 6.1 (Preference Points Claim): claim B-BBEE points under the 80/20 system (specific goals include Black Ownership, Women Ownership, Disability Ownership, Youth, Military Vets).
• Full technical proposal including methodology, CVs, organogram, and proof of past contracts.

All documents must be completed, signed, and submitted before the closing date and time. Submission method and address are not stated in the document.

Evaluation is in two stages:

• Stage 1 (Functionality): scored out of 100 points. Minimum 60 points required to proceed to price evaluation.
• Criterion 1: Qualifications, Registration and Experience of Team Leader (30 points)
• Degree/diploma in Town and Regional Planning (10 points).
• SACPLAN registration as Professional Town Planner (10 points).
• Minimum 5 years post-registration experience (10 points; 4–3 years = 5 points; 0–2 years = 0 points).
• Criterion 2: Projects Completed and Competency of the Professional Service Provider (30 points)
• Appointment letters and completion certificates for rezoning projects from organs of state within the last 7 years (20 points: 3 projects = 20, 2 = 10, 1 = 5).
• CVs of key personnel (Environmentalist, Land Surveyor, Geotechnical specialist) showing rezoning roles (10 points; other land-use applications = 0 points).
• Criterion 3: Project Methodology and Project Management (40 points)
• Quality of proposed work implementation plan, methodology, and deliverables (40 = excellent, 30 = good, 20 = satisfactory, 10 = poor, 0 = none).
• Stage 2: Price evaluation using the 80/20 preference point system (80 points for price, 20 for specific goals).

Project: Rezoning of part of portion 30 of the farm Vlakfontein 453 JR, known as Sokhulumi Village, City of Tshwane Metropolitan Municipality.

• Current zoning: Undetermined (permits only agriculture and a dwelling house).
• Proposed zoning: Cemetery.
• The rezoning is required before the fencing project approved by GDARD can proceed.

Scope of work:

• Draft power of attorney for all documentation to be signed by GDARD.
• Retrieve title deed and Surveyor General diagram.
• Address any restrictive conditions on the property.
• Delineate cadastral boundaries of the cemetery and develop a site plan.
• Conduct basic geotechnical investigations and analyses.
• Prepare and submit rezoning application under City of Tshwane Spatial Planning and Land Use Management By-law 2016 and Land Use Scheme 2024.
• Apply for exemption from environmental authorisation (Section 24G) under NEMA with Gauteng Department of Environment.
• Obtain final rezoning approval.

Deliverables:

• Project Inception Report (1 week after kick-off).
• Monthly status reports.
• Proof of rezoning application submission.
• Site plan.
• Geotechnical investigation report.
• Section 24G environmental exemption.
• Rezoning approval letter.
• Map 3 diagrams and proclamation in Government Gazette.

Required deliverables: Project Inception Report (within 1 week of kick-off), monthly status reports, proof of rezoning application submission, site plan, geotechnical investigation report, Section 24G environmental exemption, rezoning approval letter, and Map 3 diagrams with proclamation in Government Gazette.

Team leader must have minimum 5 years post-registration experience with SACPLAN. Bidder must provide at least one appointment letter and completion certificate for a rezoning project with an organ of state in the past 7 years; three projects yield maximum points.

See pricing schedule above (lump sums for four items plus VAT).

Pricing must be submitted using the provided cost schedule with lump sums for each work item:

• a) Town Planning, Project Management and Disbursement
• b) Land Surveying
• c) Geotechnical Report
• d) Environmental Exemption

Add VAT at 15%.

Total = Professional fees + VAT = Subtotal.

Bidders must prepare a comprehensive financial proposal based on their own investigation, experience, and knowledge. By submitting, the bidder confirms understanding of the specification, indemnifies GDARD from omissions or oversights, and certifies that rates correspond to expected milestones.

No bonds, guarantees, or payment terms are specified.

Mandatory qualifications and documentation:

• Project lead must be a Professional Town Planner registered with SACPLAN (Planning Professions Act).
• Team leader must hold a degree or diploma in Town and Regional Planning.
• Minimum 5 years post-registration experience.
• Submit schedule of contracts awarded by organs of state in the past 7 years, with appointment letters and completion certificates on official letterhead, signed by a delegated official.
• Provide a detailed project organogram showing management structure, all staff resources, and percentage time allocation.
• Provide CVs of key personnel (including Environmentalist, Land Surveyor, Geotechnical specialist) with certificates of qualifications and professional registration.
• Submit a detailed methodology, work plan, and process.

Required forms (must be signed and submitted):

• SBD 4 (Bidder's Disclosure): disclosure of state employment, relationships with procuring institution, and interests in related enterprises.
• SBD 6.1 (Preference Points Claim): claim points for specific goals (Black Ownership, Women Ownership, Disability Ownership, Youth, Military Vets).

CSD registration is implied by standard practice but not explicitly stated.

The appointed planner must apply for exemption from environmental authorisation (Section 24G) under the National Environmental Management Act through the Gauteng Department of Environment. The rezoning application must comply with the City of Tshwane Spatial Planning and Land Use Management By-law 2016 and Land Use Scheme 2024.

Mandatory: Project lead must be a Professional Town Planner registered with SACPLAN with degree/diploma in Town/Regional Planning and minimum 5 years post-registration experience. Submit evidence of similar rezoning projects with organs of state (past 7 years) including appointment letters and completion certificates. Provide project organogram, CVs of key personnel (Environmentalist, Land Surveyor, Geotechnical specialist), and a detailed methodology and work plan.

See evaluation criteria above (functionality scoring with 60/100 threshold, three criteria, 80/20 price preference).