Appointment of a service provider to chip garden waste for george municipality (GMT004/26-27)

The George Municipality wishes to appoint a service provider for the chipping of garden waste at designated municipal garden waste disposal sites (Gwaing Waste Disposal Facility and Uniondale Transfer Station) as when and required for a period of one year from the date of appointment. The purpose is to reduce the volume of green waste, improve landfill airspace management, and produce mulch/chipped material for beneficial use.

Closing: Friday, 11 September 2026 at 12:00 (tender box, Supply Chain Management, Fifth Floor, Civic Centre, 71 York Street, George).

Compulsory briefing: Monday, 31 August 2026 at 11:30 at the Gwaing Waste Disposal Facility of the George Municipality, R102 Airport Road. Non-attendance disqualifies the tender.

Tenders opened same day at 12:05 in the Committee Room.

Tender documents available at a non-refundable deposit of R309.35 each from the Supply Chain Management Unit, or free from the George Municipality website.

Offer validity: 90 days from the closing date and time.

A compulsory briefing session will be held on Monday, 31 August 2026 at 11:30 at the Gwaing Waste Disposal Facility of the George Municipality, on R102 Airport Road. Non-attendance of the compulsory briefing session will disqualify the tender.

Enquiries: Ms N Majola at (044) 801 9295 or Mr Sivuyile Mtila at (044) 802 2900, or e-mail [email protected] / [email protected].

Issued by: George Municipality, P O Box 19, George, 6530.

Returnable documents — all must be completed, signed and submitted with the tender:

• MBD 1 (Tax Compliance Information): TCS PIN or CSD number; each party in a consortium/joint venture must submit separately.
• MBD 4 (Declaration of Interest): discloses any connection to state employees; false declarations disqualify.
• MBD 6.1 (Preference Points Claim): claims B-BBEE and locality points; valid original or certified B-BBEE certificate required.
• MBD 8 (Declaration of Bidder's Past SCM Practices) and MBD 9 (Certificate of Independent Bid Determination).
• Board Resolution authorising the signatory; consortium/joint venture must also submit the Joint Venture Agreement.
• Schedule of Proposed Sub-Contractors.
• Past Experience schedule (compulsory).
• Proof of CSD registration and a valid tax compliance PIN.

Submission channel: sealed envelope marked with the tender number, placed in the tender box at the Supply Chain Management Unit, Fifth Floor, Civic Centre, 71 York Street, George, by no later than 12:00 on Friday, 11 September 2026. Late or unmarked tenders are not considered; posted, faxed or e-mailed tenders are not accepted. Bids must be on the official forms, not re-typed.

Two-stage evaluation.

Stage 1 — Eligibility (pass/fail):

• Reference letter for one similar completed project within the last seven years, with contactable references.
• Valid letter of good standing from the Department of Labour.
• Proof of machinery: horizontal grinder with infeed opening (throat) minimum 60 inches wide x 30 to 38 inches high, plus log loader; photos and asset register if owned, or letter of intent for hiring/leasing.
• Failure to submit the above deems the bidder non-responsive.

Stage 2 — Price, B-BBEE status and Specific Goals under the PPPFA Regulations 2022 and the Municipality's Preferential Procurement Policy: 80 points for price, 20 points for B-BBEE status and Specific Goals (10 B-BBEE, 10 locality). B-BBEE points only if a valid original or certified copy of the certificate is submitted.

Scope: appointment of a service provider to chip garden waste at designated municipal garden waste disposal sites (Gwaing Waste Disposal Facility and Uniondale Transfer Station) for one year from appointment.

• Chip all garden waste delivered to the designated sites; approximately 10 000 m3 of green waste/garden refuse at the Gwaing Landfill Sites or any other site the Municipality requires.
• Supply all machinery, operators, fuel, maintenance and consumables.
• Process all branches, trees, shrubs and other green waste accepted by the Municipality.
• Produce wood chips suitable for landscaping, composting or reuse; 98% to a chipping size of < 3 cm or other dimensions agreed with the Municipality.
• Remove contaminants from the waste stream before chipping where reasonably practicable.
• Stack chipped material neatly in designated areas, preserved in heaps of 30 m3 or other sizes as site conditions allow and as agreed.
• Maintain a clean and safe working area.
• Submit a health and safety plan before commencement of work.
• Report daily production volumes to the Municipality.
• Contractor must be on site within three calendar weeks of receipt of an official order.

Execution plan: the contractor must be on site within three calendar weeks of receipt of an official order. The contractor must chip all garden waste delivered to the designated municipal sites, supply all machinery, operators, fuel, maintenance and consumables, process all accepted green waste, produce chips to the specified size, remove contaminants where practicable, stack chipped material in heaps of 30 m3 or other agreed sizes, maintain a clean and safe working area, submit a health and safety plan before starting, and report daily production volumes to the Municipality.

Eligibility requires a reference letter for one similar completed project within the last seven years with contactable references, a valid letter of good standing from the Department of Labour, and proof of machinery (horizontal grinder with infeed opening minimum 60 inches wide x 30 to 38 inches high, and log loader) with photos and asset register if owned, or a letter of intent for hiring or leasing. The Past Experience schedule is compulsory to complete, giving a description of the works/services, contract value, employer name, duration and completion contact number.

Pricing schedule: single item — 'Chip of green waste', total rate per m3, inclusive of transportation and all applicable taxes. Rates must be fully inclusive of all costs, general risks, liabilities, obligations, overheads and profit. Quantities are provisional; payment is based on quantities accepted and certified. Rates are final and binding for the contract period. Only firm pricing accepted. The tender is evaluated on the rate/amount per m3. The offered price must remain valid for the duration of the contract.

Pricing schedule: single item — Chip of green waste, total rate per m3, inclusive of transportation and all applicable taxes.

• Rates must be fully inclusive of all costs, general risks, liabilities, obligations, overheads and profit.
• Quantities are provisional; payment is based on quantities accepted and certified, not the schedule quantities.
• Rates are final and binding for the contract period; no variation.
• Only firm pricing accepted; prices subject to exchange-rate variation are not considered.
• Tender evaluated on the rate/amount per m3.
• Offered price must remain valid for the duration of the contract.
• Payment within 30 days of receipt of an official invoice or statement.

Returnable forms (each one line):

• MBD 1 (Tax Compliance Information): TCS PIN or CSD number; each consortium/joint-venture/sub-contractor party submits separately.
• MBD 4 (Declaration of Interest): discloses any connection to persons in the service of the state; contract automatically cancelled if conflict of interest is not disclosed.
• MBD 6.1 (Preference Points Claim): claims B-BBEE and specific-goal points; valid original or certified B-BBEE certificate required.
• MBD 8 (Declaration of Bidder's Past SCM Practices) and MBD 9 (Certificate of Independent Bid Determination).
• Board Resolution authorising the signatory; consortium/joint venture must also submit the Joint Venture Agreement.
• Schedule of Proposed Sub-Contractors.
• Past Experience schedule (compulsory).
• Valid letter of good standing from the Department of Labour.
• Proof of machinery (horizontal grinder with infeed opening min 60 in wide x 30–38 in high, and log loader) with photos and asset register if owned, or letter of intent for hiring/leasing.
• Successful bidder must register on the Central Supplier Database (CSD).
• No bids from persons in the service of the state, provincial government or municipality.

The successful bidder must submit a health and safety plan before commencement of work. Health and Safety Specifications are included as Annexure A to the tender. The contractor must maintain a clean and safe working area.

The purpose of the appointment is to reduce the volume of green waste, improve landfill airspace management, and produce mulch/chipped material for beneficial use. The service provider must remove contaminants from the waste stream before chipping where reasonably practicable and stack chipped material neatly in designated areas.

Contract term: one year from date of appointment.

• The tender offer and acceptance is subject to the George Municipality's Supply Chain Management Policy and the General Conditions of Contract (GCC).
• If the bidder withdraws within the 90-day validity period or fails to fulfil the contract, the Municipality may recover additional expense by set-off against moneys due or any guarantee/deposit.
• Acceptance is communicated by certified or registered post; the contract comes into effect when the supplier receives a fully completed original copy of the offer and acceptance.
• The supplier must notify the Municipality in writing within five working days if it cannot accept the contents, otherwise the agreement is binding.
• The law of the Republic of South Africa governs the contract; the supplier chooses domicilium citandi et executandi in South Africa.
• The Municipality may appoint an alternative bidder and is not bound to accept the lowest or any tender.
• The successful bidder must register on the Central Supplier Database (CSD).
• POPIA: the service provider must maintain security measures to safeguard personal information processed on behalf of the Municipality and notify the Municipality immediately of any unauthorised access.

Payment within 30 days of receipt of an official invoice or statement. Preferred and alternative bidders may be appointed. The Municipality may withdraw any invitation to tender, re-advertise, reject any tender or accept part of it, and is not bound to accept the lowest or any tender. An alternative bidder may be appointed. A TCS PIN for the bidder's tax compliance information must be submitted with the tender document. The successful bidder must register on the Central Supplier Database (CSD).

Eligibility requirements: reference letter for one similar completed project within the last seven years with contactable references; valid letter of good standing from the Department of Labour; proof of machinery (horizontal grinder with infeed opening minimum 60 inches wide x 30 to 38 inches high, and log loader) with photos and asset register if owned, or letter of intent for hiring or leasing. Bidders must submit the requested documents from clauses 2.6.1 – 2.6.3 with the tender document; failure to do so will deem the bidder non-responsive.

Stage 1 — Eligibility: reference letter for one similar completed project within the last seven years with contactable references; valid letter of good standing from the Department of Labour; proof of machinery (horizontal grinder with infeed opening (throat) minimum 60 inches wide x 30 to 38 inches high to accept flared tree bases, massive root balls and heavy branching) and log loader (photos and asset register if owned, or letter of intent for hiring or leasing). Bidders must submit the requested documents from clauses 2.6.1 – 2.6.3 with the tender document; failure to do so will deem the bidder non-responsive.

Stage 2 — Price, B-BBEE Status and Specific Goals: evaluated under the Preferential Procurement Policy Framework Act (Act 5 of 2000) Regulations 2022, the George Municipality's Supply Chain Management Policy and Preferential Procurement Policy, where 80 points are scored for price and 20 points for B-BBEE status and Specific Goals.