Online property verification platform – three-year contract

Closing date: 02 October 2026

Closing time: 12H00

No compulsory briefing or site visit is mentioned in the document.

Supply Chain Management enquiries: Ms Y Mqingwana (Manager: SCM) – telephone (047) 050 1156, email [email protected]

Technical enquiries: Mr Z.H Mlotshwa (Manager: Revenue and Debt Collection) – telephone 047 050 1145 / 073 137 7336, email [email protected]

Submission address: Mnquma Local Municipality, Corner King and Mthatha Street, Butterworth, 4960 (tender box).

Postal address: PO Box 36, Butterworth, 4960.

Submission method: hand-delivered to the tender box at Mnquma Local Municipality, Corner King and Mthatha Street, Butterworth, 4960. The bid box is accessible 24 hours a day, 5 days a week.

Closing: 02 October 2026 at 12H00. No late, couriered, faxed or emailed tenders will be accepted.

Format: bids must be on the original tender document provided by the municipality (no re-typing, no copies). Submit in a sealed envelope endorsed with the bid number (MNQ/SCM/33/26-27) and project name on the front; company name, address and contact details on the back.

All pages must be initialled. Complete every returnable form in non-erasable ink.

Returnable forms and documents (all mandatory):

• MBD 1 – Invitation to Bid (signed offer cover page)
• MBD 2 – Tax Clearance Requirements (TCS PIN or valid Tax Clearance Certificate; CSD number if no TCS)
• MBD 3.1 – Pricing Schedule: Firm Prices
• MBD 3.3 – Pricing Schedule and Specification (pricing per line item for Years 1–3)
• MBD 4 – Declaration of Interest
• MBD 6.1 – Preference Points Claim (specific goals: South African-owned enterprise)
• MBD 7.1 – Contract Form (Purchase of Goods/Works)
• MBD 8 – Declaration of Past Supply Chain Management Practices
• MBD 9 – Certificate of Independent Bid Determination
• Schedule 1 – Resolution of Directors/Members (authority to sign)
• Schedule 2 – Certificate of Authority for Partnerships/Consortiums/Joint Ventures (if applicable)
• Schedule 3 – List of Other Documents Attached
• Annexure A – Detailed Specification (completed)
• Annexure B – Past Experience (signed reference letters with appointment letters for Online Property Verification Search projects)
• Annexure C – Joint Venture Disclosure Form (if applicable)
• Annexure D – Company Composition
• Annexure E – Bid Check List
• Full CSD Report (not older than one month)
• Signed POPIA Compliance Policy
• Detailed project plan covering scope, communication strategy, turnaround times, maintenance, support plan and risk analysis
• Methodology proposal

Disqualification risks: any returnable form omitted or unsigned; submission after closing time; copied or re-typed document; incomplete forms; missing mandatory attachments (experience letters, CSD report, POPIA policy, project plan, methodology).

Two-stage evaluation:

Stage 1 – Administrative compliance: bidders must meet all mandatory bid requirements (completed and signed returnable forms, valid CSD report not older than one month, tax compliance status, experience letters, POPIA policy, project plan, methodology, original document submitted). Non-compliant bids are non-responsive and excluded.

Stage 2 – 80/20 preference point system (PPPFA 2022):

• Price: 80 points (formula Ps = 80{1 – (Pt – Pmin)/Pmin})
• Specific goals: 20 points for promotion of South African-owned enterprise. Proof required: fully completed and signed MBD 6.1 plus a full CSD report not older than one month. No points awarded if proof is not submitted.

Tie-break: highest specific-goals score wins; if still tied, drawing of lots.

Offer validity: 90 days from closing date.

Municipality reserves the right to negotiate price with preferred tenderer(s) and to extend the tender period by public notice.

Scope: Online Property Verification Platform for a period of three years.

Pricing schedule (MBD 3.3) requires unit prices for each of the following services for Year 1, Year 2 and Year 3:

Property Search: Property report; Database property search; Deeds office transfer; Street address to Erf / Erf to Street and scheme to Street conversion; Automated valuation report (Full and Short); Map search (accessible for 30 days); Alerts (per property watch per month); Trust property history; Deeds Dump (per property/erf).

Documents: DOTS (Deeds Office Tracking System); Deeds Office document copy (per document); Deeds database document search; Surveyor General diagram (per image, current and historic); DOTS ADT (Automated document tracking – 30 days tracking auto-renewable).

All prices must include VAT (15%), customs/excise duty and any other applicable taxes, and must cover all expenses, disbursements, overheads, profit, risks and liabilities. Prices are firm for the contract duration.

Deliverables: detailed project plan covering full scope of work, communication strategy, turnaround times, maintenance plan, support plan and risk analysis; methodology proposal; signed POPIA Compliance Policy aligned with the Protection of Personal Information Act.

Experience requirement: bidder must have successfully completed one or more Online Property Verification Search projects. Proof: signed reference letters with appointment letters attached.

Contract duration: three years. Strict delivery dates apply; penalties for late delivery (refer to GCC Section 22.1).

• The bidder or any of its directors/shareholders is

Proof of experience: Signed reference letters with not listed on the Register of Tender Defaulters in

appointment letters must be attached for Online terms of the Prevention and Combating of

Property System Verification Search. Corrupt Activities Act of 2004 as a person

prohibited from doing business with the public

• Bidders must submit a signed formal POPIA sector;

Compliance Policy aligned with the Protection of

• The bidder has not abused the Employer’s

Personal Information Act Supply Chain Management System; or failed to

perform on any previous contract and has been

• Proposal: Detailed project plan – covering all the given a written notice to this effect.

scope of work and clear communication strategy

• No late, incomplete, unsigned faxed, couriered,

and the turnaround times, Maintenance, Support and emailed tenders will be accepted

plan and a detailed risk analysis.

• The tender offer submitted shall remain valid,

irrevocable and open for written acceptance by

Methodology proposal must be attached the Mnquma Local Municipality for a period of 90

days from the closing date.

• Full CSD Report (Not older than one Month)
• The award of the tender may be subjected to
• Only the original tender document will be accepted. price negotiation with the preferred tenderers

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The clauses above do not influence any person’s rights to approach the High Court at any time or their

rights in terms of the Promotion of Administrative Justice Act, Act (‘PAJA’), or the Promotion

of Access to Information Act, Act (‘PAIA’).

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A Annexure A – Detailed Specification 41

B Annexure B – Past Experience 42

C Annexure C – Joint Venture Disclosure Form 43

D Annexure D – Company Composition 44

E Annexure E – Bid Check List 45

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attachments when submitting their proposals, failure to do so

• The Municipality is under no obligation to accept

will lead to disqualification. any proposal/tender and reserves the right to

accept the whole or any part of the

• Company Experience: Bidder has successfully proposal/tender. No proposal/tenders will be

completed 1 or more projects in the Online Property considered from persons in the service of the

determine the terms of, and to sign, the bid, on behalf of the bidder;

5. For the purposes of this Certificate and the accompanying bid, I understand that the word “competitor” shall

include any individual or organization, other than the bidder, whether or not affiliated with the bidder, who:

(a) has been requested to submit a bid in response to this bid invitation;

(b) could potentially submit a bid in response to this bid invitation, based on their qualifications,

abilities or experience; and

(c) provides the same goods and services as the bidder and/or is in the same line of business as

the bidder.

municipal website: www.mnquma.gov.za and on eTender bidder being a company, also any of its directors,

portal: https://etenders.treasury.gov.za/ is not indebted to the municipality or any other

municipality or municipal entity for rates, taxes

Mbd 3.1

2. Pricing schedule – firm prices

(Purchases)

Note: only firm prices will be accepted. Non-firm prices (including prices subject

To rates of exchange variations) will not be considered

Mbd 3.3

3.1 Pricing schedule and specification

(Section 2)

2.2 Tender offer

I, (duly

authorized to represent the tenderer for the purpose of this tender), hereby tender to supply all or any of the goods

and/or render all or any of the services described in the attached document to the Mnquma Local Municipality

on the terms and conditions stipulated in this tender document and in accordance with the specification

stipulated in the tender document at the prices reflected in the Contract Form/Price Schedule.

BIDDERS TOTAL OFFER (Inclusive of vat and all other charges)

4.4 Does the bidder or any of its directors owe any municipal rates and taxes or municipal Yes No

charges to the municipality, or to any other municipality, that is in arrears for more than

three months?

4.4.1 If so, furnish particulars:

4.5 Was any contract between the bidder and the municipality or any other organ of state Yes No

terminated during the past five years on account of failure to perform on or comply with

the contract?

4.7.1 If so, furnish particulars:

Pricing format: firm prices only (no price escalation, no exchange-rate variation). Separate pricing schedule per delivery point if applicable. All prices in Rand, inclusive of VAT (15%) and all other taxes, levies and duties.

Total bid price to be stated on the Form of Offer (MBD 3.1/3.3).

No bid security, performance bond or guarantee percentage is specified in the document.

Payment terms: municipality undertakes to pay within 30 days of receipt of invoice accompanied by delivery note (per MBD 7.1 Part 2).

Financial capacity: preferred bidders must furnish a municipal certificate (or equivalent) confirming neither the bidder nor its directors owe municipal rates, taxes or service charges in arrears for more than three months, and that no dispute exists. Bidders within Mnquma jurisdiction will be verified with the MLM Revenue Section.

Tax compliance: each party to a JV/consortium must submit a separate TCS PIN / Tax Clearance Certificate / CSD number.

Mandatory registrations and status:

• Central Supplier Database (CSD) registration – full CSD report not older than one month required at submission.
• Tax compliance: SARS Tax Compliance Status (TCS) PIN or valid Tax Clearance Certificate (original); CSD number accepted if TCS unavailable. Each JV/consortium party must provide its own.
• CIPC company registration (CK document) and certified ID copies of directors (not older than six months) required at award.
• No bids accepted from persons in the service of the state (per MSCM Regulations).
• Bidder and directors must not be listed on National Treasury’s Database of Restricted Suppliers or Register of Tender Defaulters.
• No convictions for fraud or corruption in the past five years.
• No municipal rates/taxes/charges in arrears > three months to any municipality.
• No contract terminated for non-performance in the past five years.
• POPIA Compliance Policy (signed) must be submitted.
• In case of partnership/consortium/joint venture: signed agreement must be submitted (Annexure C/Schedule 2); all parties must be CSD-registered.
• Original tender document only – no copies.
• All returnable MBD forms (1, 2, 3.1, 3.3, 4, 6.1, 7.1, 8, 9), Schedules 1–3 and Annexures A–E completed and signed in non-erasable ink.
• Authority to sign: Schedule 1 (Resolution of Directors/Members) must be completed.

16. Payment
17. Prices
18. Contract amendments
19. Assignment
20. Subcontracts
21. Delays in the supplier’s performance
22. Penalties
23. Termination for default
24. Dumping and countervailing duties
25. Force Majeure
26. Termination for insolvency
27. Settlement of disputes
28. Limitation of liability
29. Governing language
30. Applicable law
31. Notices
32. Taxes and duties
33. National Industrial Participation Programme (NIPP)
34. Prohibition of restrictive practices

General Conditions of Contract

1. Definitions 1. The following terms shall be interpreted as indicated:

1.1 “Closing time” means the date and hour specified in the bidding documents for the receipt of bids.

1.2 “Contract” means the written agreement entered into between the purchaser and the supplier, as recorded

in the contract form signed by the parties, including all attachments and appendices thereto and all documents

incorporated by reference therein.

1.3 “Contract price” means the price payable to the supplier under the contract for the full and proper

performance of his contractual obligations.

1.4 “Corrupt practice” means the offering, giving, receiving, or soliciting of anything of value to influence the

action of a public official in the procurement process or in contract execution.

1.5 "Countervailing duties" are imposed in cases where an enterprise abroad is subsidized by its government

and encouraged to market its products internationally.

1.6 “Country of origin” means the place where the goods were mined, grown or produced or from which the

services are supplied. Goods are produced when, through manufacturing, processing or substantial and major

assembly of components, a commercially recognized new product results that is substantially different in basic

characteristics or in purpose or utility from its components.

1.7 “Day” means calendar day. 1.8 “Delivery” means delivery in compliance of the conditions of the contract or

order.

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Mnquma local municipality

1.8 “Delivery ex stock” means immediate delivery directly from stock actually on hand.

1.9 “Delivery into consignees store or to his site” means delivered and unloaded in the specified store or depot

or on the specified site in compliance with the conditions of the contract or order, the supplier bearing all

risks and charges involved until the supplies are so delivered and a valid receipt is obtained.

"Dumping" occurs when a private enterprise abroad market its goods on own initiative in the RSA at lower

prices than that of the country of origin and which have the potential to harm the local industries in the RSA.

1.10 ”Force majeure” means an event beyond the control of the supplier and not involving the supplier’s

fault or negligence and not foreseeable. Such events may include, but is not restricted to, acts of the

purchaser in its sovereign capacity, wars or revolutions, fires, floods, epidemics, quarantine restrictions and

freight embargoes.

1.11 “Fraudulent practice” means a misrepresentation of facts in order to influence a procurement process

or the execution of a contract to the detriment of any bidder, and includes collusive practice among bidders

(prior to or after bid submission) designed to establish bid prices at artificial non-competitive levels and to

deprive the bidder of the benefits of free and open competition.

1.12 “GCC” means the General Conditions of Contract.

1.13 “Goods” means all of the equipment, machinery, and/or other materials that the supplier is required to

supply to the purchaser under the contract.

1.16 “Imported content” means that portion of the bidding price represented by the cost of components, parts

or materials which have been or are still to be imported (whether by the supplier or his subcontractors) and

which costs are inclusive of the costs abroad, plus freight and other direct importation costs such as landing

costs, dock dues, import duty, sales duty or other similar tax or duty at the South African place of entry as well

as transportation and handling charges to the factory in the Republic where the supplies covered by the bid will

be manufactured.

1.17 “Local content” means that portion of the bidding price which is not included in the imported content

provided that local manufacture does take place.

1.18 “Manufacture” means the production of products in a factory using labour, materials, components and

machinery and includes other related value-adding activities.

1.19 “Order” means an official written order issued for the supply of goods or works or the rendering of a service.

1.20 “Project site,” where applicable, means the place indicated in bidding documents.

1.21 “Purchaser” means the organization purchasing the goods.

1.22 “Republic” means the Republic of South Africa.

1.23 “SCC” means the Special Conditions of Contract.

1.24 “Services” means those functional services ancillaries to the supply of the goods, such as transportation

and any other incidental services, such as installation, commissioning, provision of technical assistance,

training, catering, gardening, security, maintenance and other such obligations of the supplier covered under

the contract.

1.25 Written” or “in writing” means handwritten in ink or any form of electronic or mechanical writing.

2. Application

2.1 These general conditions are applicable to all bids, contracts and orders including bids for functional and

professional services, sales, hiring, letting and the granting or acquiring of rights, but excluding immovable

property, unless otherwise indicated in the bidding documents.

2.2 Where applicable, special conditions of contract are also laid down to cover specific supplies, services or

works.

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Mnquma local municipality

Description Invitation to Tender MBD 1 1

1.2 Advert and Specification 5

1.3 Supplier Details 6

2 Tax Clearance Requirements MBD 2 7

2.1 SARS Application For TCC MBD 2 8

3 & 3.1 Price Schedule MBD 3 and Specification MBD 3.3 9 - 11

3.2 Tender Offer 12

4 Declaration – Conflict of Interest MBD 4 13 - 14

6 Preferential Points Schedule MBD 6.1 15 – 20

7.1 Contract Form – Rendering of Goods/Works MBD 7.1 21 - 22

8 Declaration of Tenderer’s Past Supply Chain Management Practices MBD 8 24 – 23

9 Certificate Of Independent Bid Determination MBD 9 25

10 Conditions of Tender 26 – 28

11 General Conditions of Contract 29 – 37

No. 61 Blyth Street, Rev Tiyo Soga Building, Butterworth. that no dispute exists between such bidder and

4960 municipality or municipal entity concerned in

respect of any such arrear amounts. Bidders

NO. **(all applicable taxes included)

• Required by: .......................................

• At: ........................................

.......................................

• Brand and Model ........................................

• Country of Origin ........................................

NB: Please Mark the applicable answers:

• Does the offer comply with the specification(s)? *YES/NO

• If not to specification, indicate deviation(s) ........................................

• Period required for delivery ........................................

*Delivery: Firm/Not firm

• Delivery basis ...........................................

Note: All delivery costs must be included in the bid price, for delivery at the prescribed destination.

** “all applicable taxes” includes value- added tax, pay as you earn, income tax, unemployment insurance

fund contributions and skills development levies.

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additional expenses incurred by the invitation of new tenders and the subsequent acceptance of any

other tender;

(b) the Mnquma Local Municipality shall also have the right to recover such additional expenses by set-

off against moneys which may be due or become due to the tenderer under this or any other tender or

contract or against any guarantee or deposit that may have been furnished by the tenderer or on its

behalf for the due fulfilment of this or any other tender or contract. Pending the ascertainment of the

amount of such additional expenses, the Mnquma Local Municipality shall be entitled to retain

such moneys, guarantee or deposit as security for any loss the Mnquma Local Municipality may

suffer due to such withdrawal.

3.5 The tenderer agrees that this tender and its acceptance shall be subject to the terms and conditions

contained in the Mnquma Local Municipality’s Supply Chain Management Policy (‘SCM Policy’) and

Combating of Abuse of the Supply Chain Management System Policy (‘Abuse Policy’).

Signature(s)

Print name(s):

On behalf of the tenderer (duly authorized)

Date

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(a) “all applicable taxes” includes value-added tax, pay as you earn, income tax, unemployment insurance

fund contributions and skills development levies;

(b) “bid” means a written offer in the form determined by an organ of state in response to an invitation to

provide goods or services through price quotations, competitive tendering process or any other method

envisaged in legislation and “bid” has a corresponding meaning

(c) “comparative price” means the price after the factors of a non-firm price and all unconditional discounts

that can be utilized have been taken into consideration;

(d) “consortium or joint venture” means an association of persons for the purpose of combining their

expertise, property, capital, efforts, skill and knowledge in an activity for the execution of a contract;

(e) “contract” means the agreement that results from the acceptance of a bid by an organ of state;

(f) “EME” means an Exempted Micro Enterprise as defines by Codes of Good Practice issued in terms of

section 9 (1) of the Broad-Based Black Economic Empowerment Act, 2003 (Act No. );

(g) “Firm price” means the price that is only subject to adjustments in accordance with the actual increase

or decrease resulting from the change, imposition, or abolition of customs or excise duty and any other

duty, levy, or tax, which, in terms of the law or regulation, is binding on the contractor and demonstrably

has an influence on the price of any supplies, or the rendering costs of any service, for the execution of

the contract;

(h) “non-firm prices” means all prices other than “firm” prices;

(i) “person” includes a juristic person;

(j) “QSE” means a Qualifying Small Enterprise as defines by Codes of Good Practice issued in terms of

section 9 (1) of the Broad-Based Black Economic Empowerment Act, 2003 ( Act No. );

(k) “rand value” means the total estimated value of a contract in Rand, calculated at the time of the tender

invitation;

(l) “Reconstruction and Development Programme” the Reconstruction and Development Programme as

published in Government Gazette No. 16085 dated 23 November 1994;

(m) “specific goals” means specific goals as contemplated in section 2(1)(d) of the Act which may include

contracting with persons, or categories of persons, historically disadvantaged by unfair discrimination on

the basis of race, gender and disability including the implementation of programmes of the Reconstruction

and Development Programme as published in Government Gazette No. 16085 dated 23 November 1994;

(n) “total revenue” bears the same meaning assigned to this expression in the Codes of Good Practice;

(o) “trust” means the arrangement through which the property of one person is made over or bequeathed

to a trustee to administer such property for the benefit of another person; and

(p) “trustee” means any person, including the founder of a trust, to whom property is bequeathed in order

for such property to be administered for the benefit of another person.

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(i) Bidding documents, viz

• Invitation to bid;
• Tax clearance certificate;
• Pricing schedule(s);
• Technical Specification(s);
• Preference claims for Broad Based Black Economic Empowerment Status Level of

Contribution in terms of the Preferential Procurement Regulations 2011;

• Declaration of interest;
• Declaration of bidder’s past SCM practices;
• Certificate of Independent Bid Determination;
• Special Conditions of Contract;

(ii) General Conditions of Contract; and

(iii) Other (specify)

3. I confirm that I have satisfied myself as to the correctness and validity of my bid; that the price(s) and rate(s)

quoted cover all the goods and/or works specified in the bidding documents; that the price(s) and rate(s) cover

all my obligations and I accept that any mistakes regarding price(s) and rate(s) and calculations will be at my

own risk.

recipient of goods disposed or to be disposed of, may directly or indirectly:

a. influence or interfere with the work of any Mnquma Local Municipality officials involved in

the tender process in order to inter alia:

• influence the process and/or outcome of a tender;
• incite breach of confidentiality and/or the offering of bribes;
• cause over- or under-invoicing;
• influence the choice of procurement method or technical standards;
• influence any Mnquma Local Municipality official in any way which may secure an unfair

advantage during or at any stage of the procurement process.

with the bid documents is also submitted. The MnqumaLocal Municipality shall not be bound to consider

alternative tenders.

13. Objections, Complaints, Queries and Disputes / Appeals in terms of Section 62 of the

13.1 Persons aggrieved by decisions or actions taken by the MnqumaLocal Municipality in the

implementation of the supply chain management system or any matter arising from a contract

awarded in terms of the supply chain management system may, within 14 days of the

decision or action, lodge a written objection or complaint or query or dispute against the decision

or action.

Section 62 Appeals

13.2 In terms of Section 62 of the Systems Act (Municipal Systems Act, Act ), a person

whose rights are affected by a decision taken by a political structure, political office bearer,

1.8 “Delivery ex stock” means immediate delivery directly from stock actually on hand.

1.9 “Delivery into consignees store or to his site” means delivered and unloaded in the specified store or depot

or on the specified site in compliance with the conditions of the contract or order, the supplier bearing all

risks and charges involved until the supplies are so delivered and a valid receipt is obtained.

"Dumping" occurs when a private enterprise abroad market its goods on own initiative in the RSA at lower

prices than that of the country of origin and which have the potential to harm the local industries in the RSA.

1.10 ”Force majeure” means an event beyond the control of the supplier and not involving the supplier’s

fault or negligence and not foreseeable. Such events may include, but is not restricted to, acts of the

purchaser in its sovereign capacity, wars or revolutions, fires, floods, epidemics, quarantine restrictions and

freight embargoes.

1.11 “Fraudulent practice” means a misrepresentation of facts in order to influence a procurement process

or the execution of a contract to the detriment of any bidder, and includes collusive practice among bidders

(prior to or after bid submission) designed to establish bid prices at artificial non-competitive levels and to

deprive the bidder of the benefits of free and open competition.

1.12 “GCC” means the General Conditions of Contract.

1.13 “Goods” means all of the equipment, machinery, and/or other materials that the supplier is required to

supply to the purchaser under the contract.

1.16 “Imported content” means that portion of the bidding price represented by the cost of components, parts

or materials which have been or are still to be imported (whether by the supplier or his subcontractors) and

which costs are inclusive of the costs abroad, plus freight and other direct importation costs such as landing

costs, dock dues, import duty, sales duty or other similar tax or duty at the South African place of entry as well

as transportation and handling charges to the factory in the Republic where the supplies covered by the bid will

be manufactured.

1.17 “Local content” means that portion of the bidding price which is not included in the imported content

provided that local manufacture does take place.

1.18 “Manufacture” means the production of products in a factory using labour, materials, components and

machinery and includes other related value-adding activities.

1.19 “Order” means an official written order issued for the supply of goods or works or the rendering of a service.

1.20 “Project site,” where applicable, means the place indicated in bidding documents.

1.21 “Purchaser” means the organization purchasing the goods.

1.22 “Republic” means the Republic of South Africa.

1.23 “SCC” means the Special Conditions of Contract.

1.24 “Services” means those functional services ancillaries to the supply of the goods, such as transportation

and any other incidental services, such as installation, commissioning, provision of technical assistance,

training, catering, gardening, security, maintenance and other such obligations of the supplier covered under

the contract.

1.25 Written” or “in writing” means handwritten in ink or any form of electronic or mechanical writing.