Leasing of mobile offices for 36 months – nongoma municipality (tender 9/1-T003/2026/27)

There will be no briefing session for this tender.

Bidding procedure enquiries: Mr. M. Zondi, SCM Manager, tel 035 813 7500/7555, fax 035 831 3152, email [email protected]. Technical enquiries: Ms. FO Ntshangase, HOD Corporate Services, tel 035 813 7500, fax 035 831 3152, email [email protected]. Tender issued by Nongoma Municipality, Lot 103 Main Street, Nongoma.

Submit the completed tender document in black ink, with every page initialled or signed, to Nongoma Municipality's main offices (Lot 103, Main Street, Nongoma, 3950) by 12h00 on 22 September 2026. Late, faxed, or emailed tenders will not be considered. The tender document must be fully completed; blank spaces may lead to disqualification. Required returnable documents include the form of offer and acceptance, pricing schedule, declaration of interest (MBD 4), preference points claim form (MBD 6.1), contract form (MBD 7.1), declaration of bidder's past supply chain management practices (MBD 8), and certificate of independent bid determination (MBD 9). A resolution of the board of directors authorising the bid must also be submitted. The municipality is not liable for costs incurred in preparing or delivering tenders.

Returnable documents include the official bid document (MBD 1), pricing schedule (MBD 3.3), declaration of interest (MBD 4), preference points claim form (MBD 6.1), contract form (MBD 7.1), declaration of bidder's past SCM practices (MBD 8), certificate of independent bid determination (MBD 9), and a resolution of the board of directors authorising the bid.

Evaluation follows the Nongoma Local Municipality's Supply Chain Management Policy, using responsiveness criteria, functionality, and the 80/20 PPPFA system with 2022 regulations. Bidders must achieve a minimum functionality score of 60% to qualify for further evaluation. Points are allocated as 80 for price and 20 for specific goals. Specific goals: HDI Black Person (10 max: 100% Black owned 10, ≥51% Black owned 5), HDI Women (5 max: 100% Women owned 5, ≥51% Women owned 2.5), HDI Disabled Person (5 max: 100% Disabled owned 5, ≥51% Disabled owned 2.5). Verification requires a full CSD report not older than 3 months for Black/Women ownership and a certified doctor's medical certificate for disability. Tie-breaking: highest specific goals points, then highest functionality score, then drawing of lots.

The tender is for the leasing of mobile offices for a period of 36 months. Specifications include: 40mm polystyrene insulation with Chromadek cladding internally and externally; 40mm white Chromadek insulated panels ceiling; 3 chromadek divisions; 4 large aluminium windows (900 x 1200) with aluminium burglar guards and vertical blinds; 4 external Chromadek doors (840 x 2040); distribution board with earth leakage; 4 x 15 amp plug points; 4 single fluorescent lights; 4 dedicated air conditioner plug points; Marley industrial flooring; and 4 x 12000 BTU heating and cooling air conditioners.

The pricing schedule requires a ceiling price inclusive of all taxes, personnel hourly and daily rates, phase costs with man-days, travel and other expenses, commencement period, estimated completion man-days, and whether rates are firm for the full contract period. If rates are not firm, the basis for adjustments (e.g., CPI) must be provided. The schedule must be fully completed; blank spaces may lead to disqualification.

Bidders must provide a ceiling price for the total project, inclusive of all applicable taxes. The pricing schedule requires hourly and daily rates for personnel involved, phases with cost per phase and man-days, travel expenses (rate/km, total km, class of air travel), and other expenses such as accommodation, telephone, and reproduction costs. Bidders must state the period required for commencement after acceptance, estimated man-days for completion, whether rates are firm for the full contract period, and if not firm, the basis for adjustments (e.g., CPI). The schedule must be fully completed; blank spaces may lead to disqualification.

Bidders must be registered on the National Treasury Central Supplier Database (CSD) and provide a CSD number; failure to submit a CSD report results in disqualification. Bidders must not be listed on the Register of Tender Defaulters or the List of Restricted Suppliers. Valid tax compliance status is required (SARS tax PIN or TCS certificate). No director, member, or shareholder may be in the service of the state. Bidders must submit a municipal utility bill not older than 2 months proving no arrears exceeding 3 months, or proof of operating address and signed lease agreement if municipal charges do not apply. All mandatory MBD forms (1, 3.3, 4, 6.1, 8, 9) must be completed and signed. A successful bidder must sign a skills transfer agreement for 12 months. Foreign suppliers must complete a pre-award questionnaire (Part B:3).

This bid is subject to the 80/20 preference point system. Points are allocated as 80 for price and 20 for specific goals. Specific goals include HDI Black Person (10 max), HDI Women (5 max), and HDI Disabled Person (5 max), with ownership thresholds as specified. Verification requires a full CSD report not older than 3 months for Black/Women ownership and a certified doctor's medical certificate for disability. Bidders must complete the preference points claim form (MBD 6.1).

No specific health and safety requirements are stated in the tender document.

Upon submission, the tenderer is unconditionally bound by the terms of the Request for Proposal (RFP) and the tender response; in any conflict, the RFP prevails. The award is based solely on information supplied in the tender response. The successful tenderer must sign a separate written contract aligned with the Government Procurement General Conditions of Contract and a service level agreement before services commence. The tender is valid for 120 days. The municipality is not bound to accept the lowest or any tender. The bidder must deliver guarantees, bonds, proof of insurance, and other documentation within 14 days of the agreement coming into effect; failure to do so constitutes repudiation. Deviations from the bid documents are only valid if recorded in the Schedule of Deviations, signed by both parties.

The municipality is not liable for costs incurred in preparing or delivering tenders. Only submissions from tenderers satisfying the criteria will be considered. Tender defaulters and restricted suppliers will not be awarded. The tender document prevails over any briefing session information unless expressly amended. Bidders must indemnify the municipality for costs or damages arising from breach of conditions. Disqualification applies for collusive tendering, seeking unlawful assistance, making gifts or inducements, accepting value, paying contingent fees, or past fraud convictions. No payment will be made without an official purchase order; payments are due within 30 days of a proper invoice if delivery is satisfactory.

Mandatory requirements include registration on the Central Supplier Database (CSD), submission of a CSD report, valid tax compliance status, no listing on the Register of Tender Defaulters or List of Restricted Suppliers, no directors or shareholders in the service of the state, a municipal utility bill not older than 2 months with no arrears exceeding 3 months (or proof of operating address and lease agreement), certified ID copies of all directors/members/shareholders, company registration certificates, a certificate of authority for the signatory, and a skills transfer plan. A successful bidder must sign a skills transfer agreement for 12 months.

Evaluation uses responsiveness criteria, functionality, and the 80/20 PPPFA system with 2022 regulations. Bidders must achieve a minimum functionality score of 60% to qualify for further evaluation. Points: Price 80, Specific Goals 20. Specific goals: HDI Black Person (10 max: 100% Black owned 10, ≥51% Black owned 5), HDI Women (5 max: 100% Women owned 5, ≥51% Women owned 2.5), HDI Disabled Person (5 max: 100% Disabled owned 5, ≥51% Disabled owned 2.5). Verification: Full CSD report not older than 3 months for Black/Women ownership; certified doctor's medical certificate for disability. Tie-breaking: highest specific goals points, then highest functionality score, then drawing of lots.