Quality assurance of performance information for 25 scorecards (2024/25–2026/27)

Department: GSPCR

Contact person: Thandiwe Mkhonza

Email: [email protected]

Submission address: Tender Box, Sappi Building, 48 Ameshoff Street, Braamfontein, Johannesburg 2001

Briefing venue: Sappi Building, 4th Floor Boardroom – West Wing, 48 Ameshoff Street, Braamfontein

Submission method: sealed bid documents must be deposited in the tender box at Sappi Building, 48 Ameshoff Street, Braamfontein, Johannesburg 2001, on or before the closing date and time. Telkom time applies. Late bids will not be accepted.

Compulsory briefing session: 16 September 2026 at 10:00 AM, Sappi Building, 4th Floor Boardroom – West Wing, 48 Ameshoff Street, Braamfontein. Attendance is mandatory; non-attendance disqualifies the bid.

Returnable forms and documents (all must be completed, signed and submitted with the bid):

• MBD 1 (Invitation to Bid) – Part A and Part B: bidder details, signed offer cover page.
• MBD 3.3 (Price Schedule – Professional Services): pricing proposal.
• MBD 4 (Declaration of Interest): discloses whether any director or shareholder is employed by the state or connected to anyone at the municipality.
• MBD 6.1 (Preference Points Claim Form): claims B-BBEE points under the PPPFA 80/20 or 90/10 system.
• MBD 8 (Declaration of Supply Chain Practices): declares past supply chain conduct.
• MBD 9 (Certificate of Independent Bid Determination): certifies the price was set independently, with no collusion.
• Declaration of Municipal Accounts: confirms municipal accounts are not in arrears.
• Joint Venture / Consortium / Subcontracting / Partnership Certificates (if applicable): with supporting agreements and resolutions authorising the signatory.
• Proof of CSD registration and valid Tax Compliance Status PIN (or Tax Clearance Certificate).
• B-BBEE Status Level Verification Certificate or Sworn Affidavit (for EMEs/QSEs).
• Company registration documents, VAT registration, and contact details.

Disqualification risks: any returnable form left unsigned or omitted; bid received after closing time; failure to attend compulsory briefing; incomplete or untruthful information; directors in arrears on municipal accounts >3 months; listed on register of tender defaulters; principals in service of the state; evidence of fraud, collusion or bid-rigging.

Evaluation is governed by the Preferential Procurement Policy Framework Act, 2000 and the Preferential Procurement Regulations, 2022. The specific price/preference split (80/20 or 90/10) and minimum functionality/quality thresholds are not stated in the extracted document. Bidders must claim preference points via MBD 6.1 supported by a valid B-BBEE certificate or sworn affidavit. The municipality reserves the right to award to more than one bidder, to award partially, or not to award at all. The tender may not necessarily be awarded to the highest-scoring bidder. Bidders must not be persons in the service of the state (MFMA definition). Tax compliance (TCS PIN/CSD) is mandatory. Directors/principals must not owe municipal charges >3 months, have failed to perform on previous municipal/state contracts in the last 5 years, abused SCM, be listed as tender defaulters, or be in the service of the state. No bid-rigging, price manipulation, collusion or forgery (MBD 9).

Scope: Appointment of a suitably qualified service provider to conduct quality assurance of performance information for the financial years 2024/25, 2025/26 and 2026/27 against twenty-five (25) scorecards for the City Manager and managers directly accountable to the City Manager.

Contract duration: three financial years (2024/25 to 2026/27).

Deliverables: quality assurance reviews/assessments of performance information across 25 scorecards per year for the City Manager and Section 56 managers.

Standards: work must conform to applicable auditing/quality assurance standards and the municipality’s performance management framework (not detailed in extracted text).

Confidentiality: supplier may not disclose contract documents, specifications or information furnished by the municipality without prior written consent (GCC clause 5).

Inspection and audit: the municipality may inspect the supplier’s records relating to performance and have them audited by appointed auditors (GCC clause 5.4).

Performance security: successful bidder must furnish performance security (bank guarantee, irrevocable letter of credit, or cashier’s/certified cheque) within 30 days of award notification, amount specified in Special Conditions of Contract (not provided in extracted text). Security returned within 30 days after completion of obligations including warranty.

Intellectual property: supplier indemnifies the municipality against third-party patent, trademark or industrial design claims arising from use of goods/services (GCC clause 6).

General Conditions of Contract (GCC) apply; Special Conditions of Contract (SCC) will supplement and prevail where in conflict.

Quality assurance scope: conduct quality assurance of performance information against 25 scorecards for City Manager and Section 56 managers over three financial years.

Standards: goods/services must conform to standards mentioned in bidding documents/specifications (GCC 4.1) – specific standards not detailed in extracted text.

Confidentiality of information: supplier may not disclose contract documents, specifications, plans, drawings, patterns, samples or municipality-furnished information without prior written consent; disclosure to employees only on need-to-know basis (GCC 5.1-5.2).

Document ownership: all documents (except contract) remain municipality’s property and must be returned on completion if required (GCC 5.3).

Inspection and audit rights: municipality may inspect supplier’s records relating to performance and have them audited by appointed auditors (GCC 5.4).

Pre-bidding testing: at bidder’s account (GCC 8.1).

Inspection during execution: premises open at reasonable hours for municipality’s representative if bid condition requires (GCC 8.2).

Cost of inspections/tests: municipality bears cost if supplies/services comply; supplier bears cost if non-compliant (GCC 8.4-8.5).

Rejection of non-compliant supplies/services: municipality may reject; supplier must remove/replace at own cost (GCC 8.6-8.7).

Packing: sufficient to prevent damage/deterioration during transit, withstand rough handling, extreme temperatures, salt, precipitation, open storage; comply with SCC marking/documentation requirements (GCC 9).

Pricing format: professional services price schedule (MBD 3.3). Non-firm prices subject to escalation (MBD 3.2 referenced).

Performance security: required within 30 days of award notification; amount specified in SCC (not stated in extracted text). Acceptable forms: bank guarantee/irrevocable letter of credit from a reputable bank, or cashier’s/certified cheque.

Payment terms: not detailed in extracted text; SCC will specify.

Insurance: goods/services must be fully insured in freely convertible currency against loss/damage during manufacture, transport, storage and delivery as per SCC (GCC clause 11).

Tax compliance: bidder’s taxes must be in order at date of award or satisfactory arrangements with SARS; TCS PIN/CSD number mandatory for verification.

Financial verification: municipality reserves the right to source commercial risk ratings, trade references, annual financial statements, judgements, default listings, business rescue/liquidation/sequestration records, and property interests of bidder and principals (Important Notice 1.17).

Mandatory registrations and certificates:

• Central Supplier Database (CSD) registration – CSD number must be provided.
• Tax Compliance Status PIN (TCS PIN) or valid Tax Clearance Certificate (TCC) – each JV/consortium/subcontractor party must submit separately.
• B-BBEE Status Level Verification Certificate (SANAS accredited) or Sworn Affidavit (for EMEs/QSEs) – must be submitted to claim preference points.
• Company/Close Corporation registration (CIPC) – implied by business structure fields.
• VAT registration number (if applicable).
• No CIDB grading indicated (professional services, not construction).

Returnable forms (compressed):

• MBD 1 Part A & B: Invitation to Bid and Conditions of Bid.
• MBD 3.3: Price Schedule – Professional Services.
• MBD 4: Declaration of Interest.
• MBD 6.1: Preference Points Claim Form.
• MBD 8: Declaration of Supply Chain Practices.
• MBD 9: Certificate of Independent Bid Determination.
• Declaration of Municipal Accounts.
• Joint Venture / Consortium / Subcontracting / Partnership Certificates with agreements and authorising resolutions (if applicable).

Eligibility disqualifiers: directors/principals owing municipal charges >3 months; unsatisfactory performance on municipal/state contracts in last 5 years; SCM abuse; listed on National Treasury’s Register of Tender Defaulters; principals in service of the state; fraud, collusion, bid-rigging, forgery.

POPIA consent: bidder must consent to processing of personal information for evaluation and verification (Important Notice 1.19).

No specific occupational health and safety (OHS) requirements, safety plans, or HSE compliance details are stated in the extracted document. The General Conditions of Contract contain standard definitions (force majeure, delivery, inspection, etc.) but no tender-specific health and safety obligations.

Contract governed by General Conditions of Contract (GCC); Special Conditions of Contract (SCC) supplement and prevail where in conflict.

Contract form: successful bidder must sign written service level agreement (MBD 7 referenced).

Duration: three financial years (2024/25 to 2026/27).

Performance security: required within 30 days of award notification; amount per SCC; forms: bank guarantee/irrevocable letter of credit or cashier’s/certified cheque; returned within 30 days after completion including warranty.

Confidentiality: supplier may not disclose contract documents, specifications or municipality-furnished information without prior written consent (GCC 5.1-5.3).

Inspection and audit: municipality may inspect supplier’s performance records and have them audited by appointed auditors (GCC 5.4).

Intellectual property indemnity: supplier indemnifies municipality against third-party patent, trademark or industrial design claims (GCC 6).

Delivery and documents: per SCC (GCC 10).

Insurance: full cover in freely convertible currency per SCC (GCC 11).

Transportation: all-inclusive delivered price unless SCC specifies otherwise (GCC 12).

Incidental services: may include supervision, tools, manuals, maintenance/repair, training as per SCC (GCC 13).

Spare parts: as per SCC (GCC 14).

Dispute resolution: first refer to Accounting Officer (Important Notice 2.13).

Remedies for false specific-goal information: municipality informs tenderer, allows 14 days representations, then may disqualify/terminate and claim damages (Important Notice 2.14).

Municipality reserves right to cancel bid at any stage before award, award partially, or not award (Important Notice 2.10, 2.15, 2.16).

Bid documents remain property of municipality; specifications are municipality’s copyright (Important Notice 2.9).

Public adjudication: date/time published on municipality website (Important Notice 1.12).

Bid opening and publication of prices on municipality website after closing (Important Notice 1.14).

Award publication on municipality website (Important Notice 1.15).

Error correction: errors scratched and signed by same signatory; no correction fluid; price errors require letter on bidder’s letterhead (Important Notice 1.8).

POPIA consent required for processing personal information (Important Notice 1.19).

Evaluation follows the Preferential Procurement Policy Framework Act, 2000 and Preferential Procurement Regulations, 2022. Preference points claimed via MBD 6.1 with valid B-BBEE certificate or sworn affidavit. Specific price/preference split and minimum functionality thresholds not stated in extracted document. Municipality may award to multiple bidders, partially, or not at all. Award not necessarily to highest-scoring bidder. Mandatory eligibility: tax compliance (TCS PIN/CSD), no directors in municipal arrears >3 months, no unsatisfactory performance on municipal/state contracts in last 5 years, no SCM abuse, not listed as tender defaulter, no principals in service of state, no fraud/collusion/bid-rigging.