Supply and delivery of road construction and maintenance material – 24-Month panel contract

Procurement / SCM enquiries: Mr MC Gumede, Senior Manager: Supply Chain Management, Directorate Financial Services. Tel: 017 004 0197. Email: [email protected]

Technical enquiries: Ms U.P.S Ndlovu, Senior Manager: Roads and Stormwater, Directorate Technical Services. Tel: 017 004 0197. Email: [email protected]

Accounting Officer / Employer’s Agent: Mr M. Mkhonza, Municipal Manager. Email: [email protected]

Submission address: Bid Box, Ground Floor, No. 33 Corner Market and De Wet Street, eMkhondo, 2380

Postal address: Mkhondo Local Municipality, P O Box 23, eMkhondo, 2380

Submission method: original bid document (no copies) in a sealed envelope, deposited in the bid box at No. 33 Corner Market and De Wet Street, eMkhondo, 2380. Bid box open Monday–Thursday 07:30–16:30, Friday 07:30–14:00. Envelope must be marked with tender number MKHO14/2026/27, title, and closing date. Bidder must sign the bid submission register next to the box; entities not on the register will not be considered. No telegraphic, facsimile, e-mail, or late submissions accepted. Documents must be completed in black permanent ink only; no erasable ink or correction fluid. All pages must be initialled. The whole original tender document as issued must be submitted; it may not be taken apart. Two-envelope system is not used.

Returnable forms and documents (all compulsory unless noted):

• MBD 1 (Invitation to Bid) – completed and signed as cover page
• MBD 4 (Declaration of Interest)
• MBD 5 (Declaration for procurement estimated to exceed R10 million)
• MBD 7.1 Part 1 and Part 2 (Contract Form for rendering of goods and services)
• MBD 8 (Declaration of Bidder’s Past Supply Chain Management Practices)
• MBD 9 (Certificate of Independent Bid Determination)
• Schedule 1: Resolution of Board of Directors
• Schedule 2: Resolution to enter consortia or JVs (if applicable)
• Schedule 3: Commitments of Tenderer
• Schedule 4: Record of Addenda to Tender Documents
• Schedule 5: Compulsory Enterprise Questionnaire
• Schedule 6: Certificate for Water & Lights
• Schedule 7: Evaluation Schedule – Tenderer’s Experience
• Valid SARS Tax Compliance Status (TCS) Pin or printed TCS certificate
• Full comprehensive CSD registration report (not a summary), not older than 30 days from closing date
• Certified copy of current municipal account (month ended August 2026) for the entity and all directors, or valid lease agreement / proof of residence for tribal authority areas; accounts must not be in arrears >90 days
• Copy of company registration certificate (CIPC)
• Certified copies of identity documents of all directors
• Valid, fully signed Letter of Authority to Sign the Bid
• Entity’s Three-Year Audited Comparative Financial Statements (required if procurement exceeds R10 million)
• Bank Rating Certificate on bank letterhead with bank stamp
• Appointment letters / purchase orders for previous projects of similar nature (minimum value R100 000 each) with proof of allocated purchase orders for panel appointments
• Authorisation / Letter of Supply from manufacturer/supplier confirming stock availability and partnership, with contact details and hand-written signatures with company stamp

Three-stage evaluation:

Stage 1 – Supply Chain Management Compliance (pass/fail). Failure to submit any compulsory document listed in submission guidelines leads to disqualification.

Stage 2 – Functionality (minimum 60 out of 100 points required to proceed). Criteria and maximum points:

• Company Experience (50 points): appointment letters / purchase orders for supply of road maintenance material (minimum R100 000 each). 10+ orders = 50 pts; 8–9 = 40 pts; 5–7 = 30 pts; 3–4 = 10 pts; 1–2 = 10 pts. For panel appointments, letters must be accompanied by proof of allocated purchase orders.
• Bank Rating Certificate (30 points): Code A = 30 pts; B = 20 pts; C = 15 pts; D or lower = 10 pts. Certificate must be on bank letterhead with bank stamp.
• Authorisation / Letter of Supply (20 points): 4+ authentic letters = 20 pts; 3 = 15 pts; 2 = 10 pts; 1 = 5 pts. Letters must show full contact details of both parties, hand-written signatures, and official company stamp.

Stage 3 – Price and Specific Goals (80/20 preference point system). 80 points for price (lowest acceptable bid gets maximum). 20 points for specific goals as per Mkhondo LM Preferential Procurement Policy:

• 100% black-owned enterprise: 2 pts

• 30% women shareholding/ownership: 2 pts

• 30% youth shareholding/ownership: 2 pts

• 30% people living with disability shareholding/ownership: 2 pts

• Enterprise located within Mkhondo jurisdiction: 2 pts
• Sub-contract minimum 30% of contract value to EMEs in ward/local communities: 2 pts
• Corporate Social Investment (CSI) or Social Labour Plan proposition: 5 pts
• Valid B-BBEE Level 1 contribution (SANAS verified certificate for generic enterprises; sworn affidavit or CIPC certificate for EME/QSE): 3 pts

Bids must be valid for 90 days from closing date. Arithmetical errors corrected per CIDB Standard Conditions: figures govern over words; rate governs over line total; corrected totals reflect corrected line items. Bidder must accept corrections or risk rejection.

Supply and delivery of road construction and maintenance material for a period of 24 months (panel appointment). Scope of works detailed in Part C3 (Scope of Works) and C2.2 (Bill of Quantities) of the tender document. Bidders must price the Bill of Quantities for all regions they intend to bid for. Delivery point specified in Part C4. Technical adjudication will assess compliance with tender conditions and technical specifications; non-compliance may lead to rejection. Bidders must demonstrate experience in supply of road maintenance material through appointment letters/purchase orders (minimum R100 000 each). Authorisation/Letter of Supply from manufacturer/supplier confirming stock availability and partnership required. Bank rating certificate required to demonstrate financial capacity to deliver goods.

Pricing: Bill of Quantities / Schedule of Quantities (C2.2) to be completed in full; lump sums only not accepted. Rates and prices must be fixed for the contract duration and not subject to adjustment except as provided in the contract conditions. VAT shown separately as an addition to the tendered total. All duties, taxes, and levies (except VAT) applicable 14 days before closing included in rates. Currency: South African Rand.

Financial capacity: Bank Rating Certificate on bank letterhead with bank stamp (Code A–D). Entity’s Three-Year Audited Comparative Financial Statements required if procurement exceeds R10 million (all applicable taxes included).

No bid bond, performance guarantee, or retention percentage specified in the extracted text.

Payment terms not detailed in the extracted text; likely governed by General Conditions of Contract (GCC) and municipal policy.

Offer validity: 90 days from closing date.

Mandatory eligibility and compliance requirements:

• Registered on Central Supplier Database (CSD) – full comprehensive report not older than 30 days from closing date (summary not accepted)
• Valid SARS Tax Compliance Status (TCS) Pin or printed TCS certificate (each JV/consortium party must submit separately)
• CIDB registration (stated as required prior to submitting bids)
• Municipal rates and taxes for the entity and all directors current (month ended August 2026) and not in arrears >90 days, or valid lease agreement / proof of residence for tribal authority areas
• Certified copy of company registration certificate (CIPC)
• Certified copies of identity documents of all directors
• Valid, fully signed Letter of Authority to Sign the Bid (Board Resolution)
• All MBD forms (4, 5, 7.1 Part 1 & 2, 8, 9) and Compulsory Enterprise Questionnaire completed and signed
• No awards to persons in service of the state; directors/managers/principal shareholders/stakeholders in service of the state; advisors/consultants contracted to the municipality; entities on National Treasury’s Restricted Supplier or Tender Defaulter lists
• Municipal rates arrears >90 days disqualify
• B-BBEE Level 1 certificate (SANAS verified for generic enterprises; sworn affidavit or CIPC certificate for EME/QSE) required to claim 3 specific-goal points
• Specific goals points claimed via completed MBD 6.1
• Compliance with Preferential Procurement Policy Framework Act and Preferential Procurement Regulations, 2022 (80/20 system)
• General Conditions of Contract (GCC) and any special conditions of contract apply