Tenant and facilities management for human settlements rental stock – msunduzi municipality (36-Month contract)

Closing date: Wednesday, 16 September 2026 at 12h00. Compulsory tender briefing: Tuesday, 25 August 2026 at 10h30 at Human Settlements, Gallwey House, 4th floor. Tender documents available from 12h00 on Friday, 14 August 2026. Tender validity period: four (4) months from closing date.

A compulsory tender briefing will be held at Human Settlements, Gallwey House, 4th floor on Tuesday, 25 August 2026, at 10h30. A Council official will chair the meeting and a designated Project Champion from ICT will be present to provide clarification and answer technical questions. Only one Tender Briefing Meeting will be held.

Technical enquiries: Neeta Kadir (Housing Department), 083 670 8333, [email protected]. Procurement enquiries: Phiwe Mthalane (Supply Chain Management Sub-Unit), 033 – 392 2486, [email protected]. Tender documents available from Supply Chain Management Unit Offices, 5th Floor, A S Chetty Centre, 333 Church Street, Pietermaritzburg.

Tenders must be submitted in hard copy and on CD/USB flash drive, in sealed envelopes marked with the contract number and description, placed in the Tender Box at Msunduzi Municipality's Central Stores, 2 Abattoir Road, Pietermaritzburg, before 12h00 on 16 September 2026. The tender document must be completed in handwriting or typed, signed in pen, with no correction fluid; all rates and amounts must be priced and arithmetically checked. Returnable forms include: Tender Form, Preference Points Claim Form (Annexure C), Tax Clearance Certificate or Tax Compliance Status PIN, CSD Supplier Number and Unique Registration Reference, Declaration of Interest (MBD 4), Authority to Sign, Declaration of Municipal Fees, Declaration of Bidder's Past Supply Chain Management Practices (MBD 8), Certificate of Independent Bid Determination (MBD 9), and Declaration for Procurement Above R10 Million. A Site Inspection/Tender Briefing Certificate must be completed and signed at the compulsory briefing. Failure to comply with any mandatory requirement will lead to disqualification.

Two-stage evaluation: Stage One – Functionality (minimum threshold 35 out of 50 points); Stage Two – 80/20 preference point system. Functionality criteria: 1) Company experience in tenanting/facilities management of residential rental properties (25 points) – verified by letters of award/contracts from government and signed/stamped reference letters from clients; 2) Qualifications of key personnel – team leader must hold NQF 6/7 in Property Studies/Real Estate/Property Management (25 points) – verified by CV and qualifications. Preference points (total 20): Black Owned Enterprise (10 points, verified by CSD), Business Enterprises owned by Women (5 points, CSD), Location of Business Enterprise (5 points, utility bill or lease agreement).

Scope: Income-generating contract for tenant and facilities management for Human Settlements – Housing administration (rental stock) for 36 months. The consultant is responsible for Rental Management System Administration, including: tenant management (online applications, registration, screening, waiting list, documentation, communication, history, lead-to-lease); lease management (electronic generation, renewals, amendments, expiry tracking, move-in/out); inspections (arrears identification, payment arrangements, collections, legal/eviction monitoring); financial management (billing, reconciliation, revenue tracking, ageing analysis, reporting); property and portfolio management (occupancy, vacancy, unit availability, turnover); maintenance management (request logging, status monitoring, contractor assignment, history); reporting (dashboards, operational reports, occupancy/vacancy analytics, rental collection/arrears, financial performance, audit/compliance). The system must integrate with SAP and be mSCOA compliant. Reporting must be submitted weekly/monthly or on request, covering marketing, vacancies, leases, verifications, illegal occupancy, revenue, defaulters, evictions, maintenance, and risk areas.

Company experience in tenanting/facilities management of residential rental properties – State-Owned/Private properties (25 points) – verified by letters of award/contracts from government and signed/stamped reference letters from clients. Qualifications of key personnel – team leader must hold NQF 6/7 in Property Studies/Real Estate/Property Management (25 points) – verified by CV and qualifications.

Prices must be VAT inclusive regardless of VAT vendor status. Prices include all costs (materials, plant, labour, patent rights, royalties, freight, insurance, customs, railage, delivery, etc.). Price adjustment/escalation formula: E = V x (Ie – 1) / Io, with base index for October 2022. Claims for escalation must be submitted before 31 July for the previous financial year. Payment within 30 days on receipt of certificate of payment; no cash payments. For works exceeding R3,000 excluding VAT, quote Council's VAT Registration No. 4600107835 on tax invoices.

Prices must be VAT inclusive regardless of VAT vendor status. Prices include all costs (materials, plant, labour, freight, insurance, etc.). Price adjustment/escalation formula: E = V x (Ie – 1) / Io, with base index for October 2022; escalation claims must be submitted before 31 July for the previous financial year. Payment within 30 days on receipt of certificate of payment; no cash payments. For works exceeding R3,000 excluding VAT, quote Council's VAT Registration No. 4600107835 on tax invoices. Contractor must have a bank account in the legal name as per Tax Clearance Certificate. Public Liability Insurance to the value of R2,000,000 for the contract period. Penalty for non-compliance or late performance: R1,500 per occurrence, subject to maximum deduction of 10% from performance fee per calendar month.

Mandatory: Company and principal member must be registered with the Property Practitioners Regulatory Authority (PPRA) and hold a valid Fidelity Fund certificate (Section 47 of Property Practitioners Act 22 of 2019) – failure leads to disqualification. Must be registered on the Central Supplier Database (CSD) – provide CSD Supplier Number and Unique Registration Reference. Must submit a valid Tax Clearance Certificate or Tax Compliance Status Verification PIN from SARS. Must declare municipal fees are in order. Bidders must not be persons in the service of the state. Joint ventures/consortiums must submit tax pins, CSD reports, signed declarations (interest, past SCM practices, independent bid determination), and an undertaking for all parties. Compliance with legislation: National Housing Act 1997, SCM Regulations, MFMA 2003, Rental Housing Act 1999, Health and Safety Legislation, Tariff Register 2025/26, Creditors/Debt policies, Indigent policies, Leasing Policy – Municipal owned Immovable Property.

Compliance with the Occupational Health and Safety Act: the contractor is the Mandatory and the employer is the Mandator. The Mandatory must inform the divisional inspector in writing of the address of premises, nature of work, expected start and completion dates, and comply with all aspects of the OHS Act. Also comply with the Compensation for Occupational Injuries and Diseases Act (COID Act): register as employer, pay assessments, and acknowledge the employer's right to deduct shortfall. Compliance with Labour Relations Act, Basic Conditions of Employment Act, Income Tax Act, Value Added Tax Act, and Engineering Profession Act as applicable.

Standard conditions of contract include: definitions, quality of materials and workmanship and tests, samples for quality control, removal of improper materials, quantity, delivery, penalty for late delivery, termination of contract, terms of payment, price adjustment/escalation, government controlled prices, forward cover, insurance and railage rates, assignment and subletting, secrecy of information, law to apply, patent rights, sequestration or surrender of contractor's estate, and conformity with by-laws and applicable laws. The contract is for 36 months. Penalty for non-compliance or late performance: R1,500 per occurrence, subject to maximum deduction of 10% from performance fee per calendar month. Public Liability Insurance of R2,000,000 required.

Mandatory requirements: 1) Company and principal member must be registered with the Property Practitioners Regulatory Authority (PPRA) – valid PPRA certificate. 2) Company and principal member must be registered with PPRA (Section 47 of Property Practitioners Act 22 of 2019) – valid Fidelity Fund certificate. Failure to comply will lead to disqualification.