Mechanisation services: disking and planting for agricultural fields in ingquza hill

Closing date: 15 September 2026. Closing time: 12:00 (12H00). Advert date: 28 August 2026. No compulsory briefing or site visit is stated in the document. Tender validity period: 90 days from closing date. Municipality reserves the right to extend the tender period by notice in the press and on www.ihlm.gov.za.

Technical enquiries: Planning and Development, contact person A. Mashaba, telephone 039 252 0131, email [email protected]. Supply Chain Management enquiries: contact person A. Ntongana, telephone 039 252 0131 (Ext 3108), email [email protected]. Submission address: Ingquza Hill Local Municipality, 135 Main Street, Flagstaff, 4810 (Procurement Section). Tender documents downloadable from www.ihlm.gov.za Procurement: Open Bids / E-Tender Portal.

Submission method: hand-delivered only to the tender box at Ingquza Hill Local Municipality, 135 Main Street, Flagstaff, 4810 (Procurement Section). No late, couriered, faxed or emailed tenders will be accepted. Closing date: 15 September 2026 at 12:00 local time. Tenders must be in a sealed envelope clearly endorsed with the tender number IHLM/37/2026-27/ECON and the tender description. Bidders must initial every page of the tender document and must not reproduce, disassemble, omit pages, change wording or insert documents between pages. All mandatory returnable documents must be attached. Tender validity period: 90 days from closing date. Returnable forms and documents required: valid full CSD proof of registration; completed and signed MBD 1–9 declarations (MBD 1 Invitation to Bid, MBD 2 Tax Clearance Certificate Requirements, MBD 3.1 Pricing Schedule – Firm Prices, MBD 3.3 Pricing Schedule and Specification, MBD 4 Declaration of Interest, MBD 6.1 Preference Points Claim Form, MBD 7.1 Contract Form, MBD 8 Declaration of Bidder's Past SCM Practices, MBD 9 Certificate of Independent Bid Determination); valid SARS TCS PIN printout; signed letter by the bidder confirming no undisputed municipal accounts overdue by more than 30 days with proof thereof. Disqualification risks: any returnable form left unsigned or omitted; submission after closing time; bids not on the original municipality documentation; bids from persons in the service of the state or listed on the Register of Tender Defaulters.

Evaluation is conducted in four phases: 1) Administrative Compliance — verification of all mandatory returnable documents; 2) Functionality assessment — minimum 70 out of 100 points required to proceed. Functionality criteria and weighting: Experience (40 points) — appointment letters/purchase orders with contract values of R300 000 and above plus traceable reference letters (1 appointment letter/purchase order and 1 reference letter = 20 points; 2 appointment letters/purchase orders and 2 reference letters = 40 points); Capacity and Expertise (40 points) — proof of ownership or lease of required equipment: Tractor 150–200 HP or higher (owned 20 points, leased 15 points), Disc harrow heavy-duty offset 4–5 m or wider (owned 10 points, leased 8 points), Planter precision/vacuum 4 or 6 row (owned 10 points, leased 8 points); Methodology (10 points) — detailed method of approach with clear time frames; Locality (10 points) — proof of residence signed by ward councillor or statement of accounts within O.R. Tambo District Municipality jurisdiction. 3) Price and Preference — 80/20 preference point system (Price 80 points, Specific Goals 20 points). Specific Goals allocation: owned by black youth (18–35 years) 4 points; owned by black women 6 points; owned by black people living with disability 2 points; owned by black people 8 points. Proof required: CSD registration report/ID copy for ownership claims; letter from authorised medical practitioner or SASSA for disability claim. 4) Final Award and Negotiation — municipality reserves the right not to appoint and may negotiate final price.

Scope: Provision of mechanisation services for disking of agricultural fields and planting of crops for identified farmers/projects within Ingquza Hill Local Municipality. Service provider must supply tractors, implements, operators, fuel and related resources. Services: Disking and Planting. Work to be undertaken according to verified hectares and approved project plans. Identified projects: 21 projects across wards 2, 4, 6, 7, 8, 9, 10, 12, 17, 18, 19, 20, 23, 24, 25, 28, 29, 30, 31 with hectarages ranging from 1 ha to 68 ha (total hectares not summed in document). Pricing schedule requires a price per hectare for disking and a price per hectare for planting for each project, with VAT (15%) added to subtotal for grand total. Monitoring and verification: physical inspection of fields, daily activity sheets, farmer confirmation, municipal monitoring reports, measurement of completed hectares, photographic evidence; municipality reserves right to conduct spot checks without prior notice. Project duration: not exceeding 2 months — Phase 1 Disking (Month 1), Phase 2 Planting (Month 1–2), Phase 3 Final Reporting (Month 2). Quality control requirements: Disking — fields adequately disced, disc harrow properly adjusted, excessive soil disturbance avoided, machinery appropriate for field conditions, agreed area fully serviced. Planting — planter properly calibrated, planting depth appropriate for crop, row spacing appropriate, seed placement reasonably uniform, agreed area fully planted. Fuel: service provider responsible for providing sufficient fuel; fuel costs deemed included in tender rate; fuel must be used exclusively for contracted services.

Bidders must submit a detailed method of approach with clear time frames for execution of the project (10 points under functionality). The method statement should cover the two-phase execution: Phase 1 Disking (Month 1) and Phase 2 Planting (Month 1–2), with final reporting in Month 2. The approach must demonstrate how the service provider will service the identified projects across multiple wards according to verified hectares and approved project plans, including deployment of required equipment (tractor 150–200 HP+, heavy-duty offset disc harrow 4–5 m+, precision/vacuum planter 4 or 6 row), operators, and fuel.

Experience requirement: Service Provider's experience in mechanisation services (40 points). Must provide tangible evidence: appointment letters or purchase orders with contract values of R300 000 and above, plus traceable reference letters from authorised delegated officials or project references. Scoring: 1 appointment letter/purchase order and 1 reference letter = 20 points; 2 appointment letters/purchase orders and 2 reference letters = 40 points. Appointment letters will be verified. Capacity and Expertise (40 points): proof of ownership or lease of required equipment — Tractor 150–200 HP or higher (owned 20 points, leased 15 points); Disc harrow heavy-duty offset 4–5 m or wider (owned 10 points, leased 8 points); Planter precision/vacuum 4 or 6 row (owned 10 points, leased 8 points). Proof of ownership required for all owned equipment; lease agreements must be signed by both parties for all leased equipment. Locality requirement (10 points): proof of residence signed by ward councillor or statement of accounts within O.R. Tambo District Municipality jurisdiction.

Quality control requirements specified for both disking and planting operations. Disking: fields must be adequately disced; disc harrow properly adjusted; excessive soil disturbance avoided; machinery appropriate for field conditions; agreed area fully serviced. Planting: planter properly calibrated; planting depth appropriate for crop; row spacing appropriate; seed placement reasonably uniform; agreed area fully planted. Monitoring and verification by municipality through physical inspection of fields, daily activity sheets, farmer confirmation, municipal monitoring reports, measurement of completed hectares, photographic evidence; municipality reserves right to conduct spot checks without prior notice. GCC inspection clauses apply: purchaser may inspect supplier's records and have them audited; pre-bidding testing at bidder's account; if inspections/tests show non-compliance, costs borne by supplier; non-compliant supplies/services may be rejected; rejected supplies held at supplier's cost and risk.

Pricing schedule (MBD 3.3) requires a price per hectare for disking and a price per hectare for planting for each of the 21 identified projects, listed by ward, village, project name and hectares. All prices must include VAT (15%), customs/excise duty and any other applicable taxes, and must cover all expenses, disbursements and costs (transport, overheads, accommodation, etc.). Prices are firm and final. Bidders must indicate expected delivery date. Subtotal for all projects, plus VAT (15%), equals grand total. MBD 3.1 confirms only firm prices accepted. MBD 2.2 requires total bid offer inclusive of VAT and all other charges. Payment within 30 days of invoice with delivery note per MBD 7.1 Part 2.

Pricing format: firm prices only (non-firm prices including prices subject to exchange rate variations will not be considered). All prices must include VAT, customs/excise duty and any other applicable taxes, and must cover all expenses, disbursements and costs (transport, overheads, accommodation, etc.) for execution of the work. Prices tendered are final and binding. Bidders must indicate expected delivery date. Total bid price (inclusive of VAT and all other charges) to be stated on MBD 2.2 Tender Offer form. Payment terms: municipality undertakes to make payment within 30 days after receipt of an invoice accompanied by a delivery note (per MBD 7.1 Part 2). No performance bond, guarantee or insurance requirements are stated in the document. Tender validity: 90 days from closing date.

Mandatory compliance documents: valid full CSD proof of registration; valid SARS TCS PIN printout (or printed TCS certificate); signed letter confirming no undisputed municipal accounts overdue by more than 30 days with proof. Returnable forms (all must be completed, signed and submitted): MBD 1 Invitation to Bid; MBD 2 Tax Clearance Certificate Requirements; MBD 3.1 Pricing Schedule – Firm Prices; MBD 3.3 Pricing Schedule and Specification; MBD 4 Declaration of Interest; MBD 6.1 Preference Points Claim Form; MBD 7.1 Contract Form; MBD 8 Declaration of Bidder's Past SCM Practices; MBD 9 Certificate of Independent Bid Determination. Eligibility: bidder must not be a person in the service of the state; must not be listed on the National Treasury's Database of Restricted Suppliers or the Register of Tender Defaulters; must not have abused the municipality's SCM system, been convicted of fraud/corruption in the past five years, willfully neglected or failed to comply with any government contract in the past five years. For consortia/joint ventures/sub-contractors: each party must submit a separate TCS certificate/PIN/CSD number. Foreign suppliers must complete the pre-award questionnaire in MBD 1 Part B:3. No CIDB grading, professional registration or local content percentage requirements are stated.

Contract terms are governed by the General Conditions of Contract (GCC) and the municipality's Supply Chain Management Policy and Combating of Abuse of SCM System Policy. Key clauses include: definitions (closing time, contract, contract price, corrupt practice, countervailing duties, country of origin, day, delivery, force majeure, fraudulent practice, GCC, goods, imported content, local content, manufacture, order, project site, purchaser, Republic, SCC, services, written); application of GCC to all bids, contracts and orders; special conditions of contract prevail over GCC where in conflict; purchaser not liable for bid preparation costs; goods/services must conform to specified standards; confidentiality of contract documents and information; patent rights indemnity; performance security required within 30 days of award notification (amount not specified in extracted text); inspection and testing provisions; payment within 30 days of invoice with delivery note; contract amendments, assignment, subcontracting, delays, penalties, termination for default, force majeure, termination for insolvency, dispute settlement, limitation of liability, governing language, applicable law, notices, taxes and duties, NIPP, prohibition of restrictive practices. Municipality reserves right not to appoint and may negotiate final price. All documents remain property of Ingquza Hill Local Municipality.