Lease of remaining extent of erf a portion of the remainder of portion 10 of farm sterkloop 688 ls police rugby club for a period of nine (9) years and 11 months

Closing date: 21 September 2026 at 10:00.

Mandatory briefing session: Friday 31 August 2026 at 10:00, at New Peter Mokaba Stadium Complex, Executive Lounge, 1st Floor. Attendance is compulsory. The session will be followed by a site inspection.

Bid validity period: 90 days from closing date.

An official and compulsory briefing session will be held on Friday 31 August 2026 at 10:00 at the New Peter Mokaba Stadium Complex, Executive Lounge, 1st Floor. Bidders are requested to meet at the venue, after which they will proceed to a site inspection. Attendance is compulsory.

Technical enquiries: Mr. Mantlako Sebaka, 015 290 2751, [email protected].

Supply chain enquiries: Mr. Tiro Pilusa, 015 290 2148, [email protected].

Submission address: Polokwane Municipality, Civic Centre, corner Bodenstein and Landdros Mare Street, Polokwane 0699.

Deposit sealed envelope marked with bid number and description into the bid box at Polokwane Municipality, Civic Centre, corner Bodenstein and Landdros Mare Street, Polokwane 0699, by 10:00 on 21 September 2026. Late bids will not be accepted. The bid box is generally open 24 hours, 7 days a week. Completed bid document must be fully priced and signed. Use black ink only. Do not remove pages. Each page must be initialed.

Returnable forms (all must be completed, signed, and submitted):

• MBD 1 (Invitation to Bid): bidder details and offer cover page.
• MBD 3.1 (Schedule of Prices): pricing schedule.
• MBD 4 (Declaration of Interest): discloses state employment or connections.
• MBD 5 (Declaration for Procurement above R10 million): if applicable.
• MBD 6.1 (Preferential Procurement Form): claims B-BBEE points.
• MBD 8 (Declaration of Bidder's Past Supply Chain Management Practices).
• MBD 9 (Certificate of Independent Bid Determination): certifies no collusion.
• MBD 7 (Contract Form): to be signed by successful bidder.
• Annexure A (Evaluation Process and Criteria).
• Annexure B (Certificate for Municipal Services and Payments).
• Annexure C (Authorisation for Deduction of Outstanding Amounts Owed to Council).
• Proof of municipal rates and taxes payment (or letter from tribal authority or valid lease agreement).
• Joint Venture Agreement, if applicable, properly signed by all parties.
• Authority to sign / Board Resolution (certified copy).
• Valid CSD number or SARS Tax Compliance Status (TCS) PIN.
• Bank account details.

Disqualification risks:

• Any form left unsigned, incomplete, or omitted.
• Submission in pencil or erasable ink.
• Late submission, regardless of reason.
• Attempting to influence the evaluation.
• Failure to complete and sign the Certificate of Independent Bid Determination.
• Bidder or director listed on Register of Bid Defaulters.
• Bidder in service of the state.

Proof of payment of municipal rates and taxes or a letter from the tribal authority or a valid lease agreement must be attached. If applicable, a Joint Venture Agreement, properly signed by all parties, must be submitted. A valid Central Supplier Database (CSD) number is required. Bid forms must be completed in full and each page initialed. The bid must be submitted in a sealed envelope clearly indicating the description of the service and the bid number.

80/20 preference point system: 80 points for price, 20 points for specific goals (as defined in the Preferential Procurement Policy Framework Act and Regulations, 2022). Bids will be evaluated in two stages: first responsiveness, then price and specific goals. Minimum qualifying thresholds: none stated. Bids must remain valid for 90 days from closing. The municipality reserves the right to accept all, some, or none of the bids, and is not obliged to accept the lowest bid. The Council may negotiate further conditions with the successful bidder.

Responsiveness criteria (bid must pass all):

• Bid properly received in sealed envelope with description and bid number.
• Deposited in relevant bid box on or before closing date and time.
• Valid CSD number.
• Bid forms completed in full, each page initialed.
• Joint Venture Agreement submitted if applicable, signed by all parties.
• Proof of payment of municipal rates and taxes (or letter from tribal authority or valid lease agreement).
• Complies with bid specifications and technical requirements.
• Adheres to pricing instructions.
• Financial ability to execute contract.
• Complies with all requirements of the Notice to Bidders.

Bids will be rejected if:

• Bidder or any director is in service of the state.
• Bidder or any director has been convicted of fraud or corruption in the past five years.
• Bidder has failed to pay municipal rates and taxes or service charges in arrears for more than three months.
• Bidder has failed to perform satisfactorily on a previous contract with the municipality or any organ of state in the last five years.
• Bidder has abused the municipality's supply chain management system.
• Bidder is listed on the Register of Bid Defaulters or National Treasury's database of prohibited persons.
• Bidder has willfully neglected or failed to comply with any government, municipal, or other public sector contract in the past five years.

Lease of remaining extent of erf a portion of the remainder of portion 10 of Farm Sterkloop 688 LS, known as the Police Rugby Club, for a period of nine (9) years and 11 months. Directorate: Community Services, Business Unit: Sport and Recreation. The asset is to be leased for income-generating purposes (lease contract). No further technical specifications are provided in the document.

Variation orders: If the estimated value of changes does not vary more than 15% of the original contract value, the contractor may be instructed to deliver the goods or services as such. For measurable quantities, the contractor may be asked to reduce the unit price, provided there is no escalation.

Inspection and testing provisions: Pre-bidding testing is for the bidder's account. If inspection is a condition, the bidder's premises must be open for inspection at reasonable hours. If goods or services do not comply, costs of inspection are for the supplier, and goods may be rejected and replaced at the supplier's cost.

MBD 3.1 (Schedule of Prices) is the required form for pricing. No further details on the pricing schedule are provided in the tender document.

Pricing must be submitted on MBD 3.1 (Schedule of Prices). Total bid price must be stated. The bidder must demonstrate financial ability to execute the contract. No specific bond, guarantee, or insurance requirements are mentioned in the tender-specific sections. The General Conditions of Contract (GCC) clause 7 allows for a performance security within 30 days of award, amount to be specified in Special Conditions of Contract (SCC) – no SCC was provided in this document. No payment terms are stated beyond standard GCC payment within 30 days of invoice. Prices must remain fixed for the bid validity period (90 days).

CSD registration: Must provide a valid Central Supplier Database number.

Tax compliance: Must submit SARS Tax Compliance Status (TCS) PIN or CSD number. Foreign suppliers must complete the pre-award questionnaire (Part B:3).

B-BBEE: Claim points via MBD 6.1 (Preferential Procurement Form) under the 80/20 system. No specific B-BBEE level threshold stated.

State service: No bids from persons in the service of the state will be considered.

Municipal arrears: Bidders must not have municipal rates and taxes or service charges in arrears for more than three months. Proof of payment or arrangement must be attached.

Supply chain practices: Must complete MBD 8 (Declaration of Bidder's Past Supply Chain Management Practices) and MBD 9 (Certificate of Independent Bid Determination).

Joint Venture: If applicable, a properly signed Joint Venture Agreement must be submitted.

Authority to sign: Must attach a certified copy of the resolution or power of attorney authorising the signatory.

No specific health and safety requirements are stated in the tender document beyond standard GCC clauses. The document includes definitions and general conditions but no tender-specific OHS obligations.

Standard GCC clauses apply, including warranty (12 months from delivery or 18 months from shipment), payment within 30 days of invoice, no price variation, variation orders up to 15% of contract value, assignment and subcontracting with prior written consent, delays and penalties, termination for default (including fraud/corruption), and restriction from doing business with the public sector for up to 10 years. The contract is governed by South African law.

No bids will be considered from persons in the service of the state. The City Manager may reject a bid if the bidder or any director has: committed a corrupt or fraudulent act; failed to pay municipal rates and taxes or service charges in arrears for more than three months; failed to perform satisfactorily on a previous contract with the municipality or any organ of state in the last five years; abused the supply chain management system; been convicted of fraud or corruption in the past five years; willfully neglected or failed to comply with any government, municipal, or other public sector contract in the past five years; or been listed in the Register of Bid Defaulters.

The municipality uses the 80/20 preference point system: 80 points for price, 20 points for specific goals. Bids remain valid for 90 days. The Council reserves the right to negotiate further conditions and requirements with the successful bidder and to accept all, some, or none of the bids.