Conveyancing services

Closing date: 07/09/2026 at 12h00. Advert date: 07/08/2026. No briefing session or site visit is stated.

Technical enquiries: Ms. Z. Shange, tel 071 604 0632, email [email protected]. Supply Chain Management enquiries: Mr. Z. Khala, tel (079) 886 0942, email [email protected]. Issued by: Winnie Madikizela-Mandela Local Municipality, Development Planning Department, 51 Winnie Madikizela Mandela Street, Bizana, 4800. Contact person: Ms. N. Mafumbatha, tel 039 251 0230.

Bids must be submitted by email to [email protected] by 12h00 on 07/09/2026. Late, hand-delivered, incomplete or facsimile bids will not be accepted. Bids must be on the original bid documentation issued by the municipality, clearly marked with the project name and reference number. Unauthorised alterations to the tender document will invalidate the submission. Returnable documents (all must be completed in full or the bid is non-responsive): completed original document issued by the municipality; entity registration documents; certified ID copies of directors (not older than 3 months); proof of CSD registration; SARS valid PIN printout; MBD1, MBD4, MBD6.1, MBD8 and MBD9; Billing Clearance Certificate or Statement of Municipal Accounts confirming no undisputed municipal accounts are overdue by more than 30 days, plus a signed letter confirming no outstanding accounts more than 30 days on closing day; three years' latest financial statements. Joint ventures must submit an original valid Tax Compliance Document for each partner and a signed agreement indicating the lead partner.

Evaluation is in two stages. First stage: functionality, scored out of 80 points. Bids must achieve a minimum of 70 points to proceed. Functionality criteria: Methodology (20 points) – detailed Gantt chart, project programme, implementation plan; Team leader qualification and registration (30 points) – registered and practising as a Conveyancer, 5 years or more experience = 30 points, 3-4 years = 15 points; Three appointment letters and three reference letters not more than 3 months old, with three similar projects (30 points) or one similar project (10 points). Second stage: 80/20 preference points system – lowest acceptable bid scores 80 points for price, maximum 20 points for B-BBEE status level contribution. The advert also states bids will be evaluated on the 80/20 or 90/10 preferential points system, with 80 or 90 for price and 20 or 10 for specific goals as per MBD6.1.

The municipality intends to appoint a panel of Conveyancers for a period of 3 years (36 months) to assist in disposing of properties owned by the municipality. Scope of work: consultation on conveyancing matters; prepare transfer documents to give effect to property transfers; lodge applications at the Deeds Office for title deeds; source information from the Deeds Office; conduct public and stakeholder engagements; prepare and monitor transfers between organs of state and the municipality; assist with any other conveyancing-related matters. Deliverables: an Inception Report outlining scope, methodology, process plan, outputs, deliverables and timeframes, with an oral presentation, one soft copy and two hard copies; submission of applications at the Deeds Office; submission of transfer documents to organs of state. The project leader must hold a tertiary qualification specialising in Conveyancing and be recognised as a professional by the relevant registration body, with a copy of a valid certificate and proof of up-to-date fee payment attached. Required team skills: Conveyancing, Land Surveying, Town and Regional Planning, Project Management, Research, analytical, writing and communication skills. A list of team members with names, qualifications and experience, and their roles, must be submitted. Team members must attend progress meetings and cannot be changed without municipal approval. Proposals must indicate how skills development and transfer will be achieved. The successful panel must gather information from relevant municipal and provincial officials; the municipality will provide a letter of confirmation if needed, but the service provider is responsible for collecting information.

Scope of work: consultation on conveyancing matters; prepare transfer documents; lodge applications at the Deeds Office; source information from the Deeds Office; conduct public and stakeholder engagements; prepare and monitor transfers between organs of state and the municipality; assist with any other conveyancing-related matters. Deliverables include an Inception Report outlining scope, methodology, process plan, outputs, deliverables and timeframes, with an oral presentation, one soft copy and two hard copies; submission of applications at the Deeds Office; submission of transfer documents to organs of state. Proposals must indicate how skills development and transfer will be achieved. The successful panel must contact relevant municipal and provincial officials to gather information; the municipality will provide a letter of confirmation if needed, but the service provider is responsible for collecting information.

Project leader must hold a tertiary qualification specialising in Conveyancing and be recognised as a professional by the relevant registration body, with a copy of a valid certificate and proof of up-to-date fee payment attached. Required team skills: Conveyancing, Land Surveying, Town and Regional Planning, Project Management, Research, analytical, writing and communication skills. A list of team members with names, qualifications and experience, and their roles, must be submitted. A company/team profile must be included. Team members must attend progress meetings and cannot be changed without municipal approval. Functionality scoring for team leader: registered and practising Conveyancer with 5+ years = 30 points, 3-4 years = 15 points. Three appointment letters and three reference letters not more than 3 months old, with three similar projects = 30 points, one similar project = 10 points.

The municipality conducted an internal audit of disposal information, including valuation rolls, deed of transfer records and site inspections, to compare actual occupation with municipal records. The service provider must perform work in accordance with relevant standards and procedures for professional practice.

Pricing schedule must be submitted on a separate sheet from the technical proposal and include: names of nominated persons; number of hours allocated to each person; hourly tariff for each person; all amounts in South African Rand; disbursements indicated separately and inclusive; VAT included. Payments are made only for satisfactory work, subject to a Project Steering Committee resolution. Original invoices must include the municipality order number.

Pricing schedule must be submitted on a separate sheet from the technical proposal and include: names of nominated persons; number of hours allocated to each person; hourly tariff for each person; all amounts in South African Rand; disbursements indicated separately and inclusive; VAT included. Payments are made only for work performed to the municipality's satisfaction, subject to a Project Steering Committee resolution. Original invoices must be provided and must include the municipality order number. Financial penalties apply for delays or non-compliance with time and quality requirements; for every 5 days of unreasonable delay, a percentage penalty is deducted from payment. Bidders with a turnover of more than R2 300 000.00 on taxable supplies must be registered as VAT vendors.

Bidders must be registered on the Central Supplier Database (CSD) and provide proof of CSD registration. A valid SARS Tax Compliance Status PIN printout is required. Bidders must submit MBD1 (Invitation to Bid), MBD4 (Declaration of Interest), MBD6.1 (Preference Points Claim), MBD8 (Declaration of Past SCM Practices) and MBD9 (Certificate of Independent Bid Determination). Bidders must not be in the service of the state. Bidders must not be listed on the National Treasury's Database of Restricted Suppliers or the Register for Tender Defaulters, and must not have been convicted of fraud or corruption in the past five years. Bidders must not owe municipal rates or taxes in arrears for more than three months. The minimum threshold for local content is 100%. Joint ventures must submit a valid Tax Compliance Document for each partner and a signed agreement indicating the lead partner. Three years' latest financial statements are required.

The contract is for 3 years (36 months) from appointment. Award is subject to acceptance of the municipal Supply Chain Management general contract conditions. A Service Level Agreement will be signed upon appointment. Staffing requirements remain unchanged for the project duration unless prior written consent is granted. Material or information from the contract may only be used for municipal purposes. Copyright of all documents and data prepared for the project vests in the municipality. The service provider must keep all project records and information confidential. The municipality may terminate the contract for clear evidence of non-performance or non-compliance. Short-listed service providers may be required to make a presentation in person at their own cost. Financial penalties apply for missed milestones, targets or deadlines without timely notification, valid reasons and evidence that delays were outside the service provider's control. Payments are made only for satisfactory work, subject to a Project Steering Committee resolution. Original invoices must include the municipality order number. For every 5 days of unreasonable delay, a percentage penalty is deducted from payment.

Bids must score a minimum of 70% on functionality to be considered. Evaluation uses the 80/20 or 90/10 preferential points system. Failure to submit the following documents completed in full renders the bid non-responsive: completed original document issued by the municipality; entity registration documents; certified ID copies of directors (not older than 3 months); proof of CSD registration; SARS valid PIN printout; MBD1, MBD4, MBD6.1, MBD8 and MBD9; Billing Clearance Certificate or Statement of Municipal Accounts confirming no undisputed municipal accounts overdue by more than 30 days, plus a signed letter confirming no outstanding accounts more than 30 days on closing day; three years' latest financial statements. Joint ventures must submit an original valid Tax Compliance Document for each partner and a signed agreement indicating the lead partner. The minimum threshold for local content is 100%. Bidders with a turnover of more than R2 300 000.00 on taxable supplies must be registered as VAT vendors.

Bids must score a minimum of 70% on functionality to be considered further. Evaluation uses the 80/20 or 90/10 preferential points system: 80 or 90 points for price, 20 or 10 for specific goals as per MBD6.1. Functionality is scored out of 80 points: Methodology (20 points) – detailed Gantt chart, project programme, implementation plan; Team leader qualification and registration (30 points) – registered and practising Conveyancer, 5+ years = 30 points, 3-4 years = 15 points; Three appointment letters and three reference letters not more than 3 months old, with three similar projects (30 points) or one similar project (10 points). Bids failing to achieve 70 points are disqualified. Only bids passing functionality proceed to the 80/20 preference points stage.