Supply and delivery of development services for musina integrated human settlement sector plan – limpopo

{"closingDate":"18 SEPTEMBER 2026","closingTime":"11:00","briefingSession":"{"date":null,"time":null,"venue":null,"is_compulsory":false}"}

No compulsory briefing is required for this tender.

{"name":"________________________________________","email":null,"phone":"015-534 6100","department":"ies in a sustainable manner;","address":"SECTOR PLAN"}

Returnable Documents: C Declaration of Interest., Central supplier database registration, months. If renting attach Valid Rental/Lease agreement and latest three months, reflected on the Company registration document (Attach Company Registration, CSD registration report. The bid will be rejected if any municipal rates and taxes, a false declaration was made on MBD 8 item (4.4) by the bidder after the, Failure to submit the requested documentation will lead to disqualification. Should any, of the above not be applicable, please indicate it in writing, 15.1 render preference to bids of which qualifications and conditions

Bidders must be registered on the Central Supplier Database (CSD). Must have a valid Tax Compliance Status PIN. Must submit certified ID copies of all members/owners/directors/shareholders/trustees. Must submit a copy of municipal rates and taxes statement not older than three months for all directors and the company; if not in bidder's name, an SAPS affidavit stating no property ownership and no arrears; if renting, a valid lease and three months' proof of payment; if rural, a letter from the Traditional Authority not older than three months. Must submit certified latest Annual Financial Statements. Must submit a CSD registration report. Must be a registered Town and Regional Planning firm with a Professional Planner registered with SACPLAN (attach CV and valid certificate). Must provide a minimum of 3 appointment/completion/reference letters for sector plans/bylaws/developmental frameworks. Bids will be rejected if any municipal rates or service charges are in arrears for more than three months. Bidders must not be persons in the service of the state. All pages of the bid document must be initialled and signed where required; the bid must be completed in ink and submitted in a sealed envelope clearly marked with the bid number and description.

The Bill of Rights contained in the Constitution of the Republic of South Africa

entrenches certain basic rights for all citizens of South Africa including: "The right to

have access to adequate housing”. The Constitution also describes the objectives of

local government. As:

a) The provision of services to communities in a sustainable manner;

b) The promotion of social and economic development;

c) The promotion of safe and healthy environments; and

d) The encouragement of community and community organization involvement in

matters of local government.

This section goes on to state that a municipality must strive, within its financial and

administrative capacity, to achieve the above objectives. With regard to the

development duties of local government, a municipality must structure and manage

its administration and budgeting and planning processes to give priority to the basic

needs of the community, and to promote the social and economic development of

the community; and Participate in national and provincial development programmes.

In terms of section 7(2) (g) of the Housing Act, 1997 (Act No ) "Every

provincial government must prepare and maintain a multi-year plan in respect of the

execution in the province of every national housing programme”. Furthermore, in

terms of Section 9(1) of the Housing Act, 1997 the function of Municipalities include

that: “every municipality must, as part of the municipality's process of integrated

development planning, take all reasonable and necessary steps within the

framework of national and provincial housing legislation and policy to —

(a) ensure that —

(i) The inhabitants of its area of jurisdiction have access to adequate housing

on a progressive basis;

(ii) Conditions not conductive to the health and safety of the inhabitants of its

area of jurisdiction are prevented and removed;

(iii) Services in respect of water, sanitation, electricity, roads, storm water

drainage and transpod are provided in a manner which is economical”,

(Housing Act ).

Beyond these legislative obligations, the Musina Local Municipality's Spatial

Development Framework (SDF) recognises the Musina-Makhado Special Economic

Zone (SEZ) as a major economic driver for the region, with planned activities in mining,

industrial manufacturing, tourism and related sectors. As the SEZ develops, it is

expected to attract a significant influx of workers, which will create demand for new

housing across different income groups. The SDF therefore emphasises the need for

proactive planning of integrated human settlements that respond to this growth.

The SDF further directs that housing provision must be aligned to the National Housing

Code 2009) to ensure effective implementation of sustainable, integrated human

settlements. In line with the Breaking New Ground (BNG) Policy (2004), the

Municipality is required to prioritise the development of mixed-income, mixed-use

neighbourhoods that are safe, compact, environmentally sustainable and located in

proximity to economic and social opportunities. This includes ensuring reliable access

to basic services such as water, sanitation, electricity, roads, transport, schools, clinics

and recreational facilities.

The Human Settlements Sector Plan (Housing Chapter) will serve as a five-year

strategic framework that guides the transformation of existing settlements and the

development of new, sustainable human settlements in Musina. The Plan will be

reviewed annually to reflect changes in development trends, progress in

implementation, and emerging housing needs, including those linked to the SEZ and

broader municipal growth dynamics.

The overall purpose of these Terms of Reference is to appoint a suitably qualified

Service Provider to develop and compile the IDP Housing Chapter in line with the

guidelines provided in the Resource Book on Housing Chapters (National Department

of Housing, 2008), and requires the Municipal IDP Housing Chapter to achieve the

following:

a) To define the scope of the housing planning component of the municipal

IDP in relation to the requirements of the Housing Act and housing

policies;

b) To outline and unpack clear roles and responsibilities of relevant

stakeholders critical to achieving integration of housing planning with

integrated development planning in the municipality;

c) To guide vertical and horizontal sector alignment within the municipal

area;

d) To provide an institutional structure to give effect to a demand-defined

and supply negotiated approach to housing provision;

e) To introduce systems and procedures to support and reward strategic and

operational planning by enforcing Human Settlement Plan-led budgeting

and implementation;

f) To inform multi-year housing development plans of the Municipality as the

basis for vertical alignment;

g) To ensure that the human settlement planning activities which occur as

part of the IDP are able to draw on existing housing related

documentation and data resources;

h) To ensure that the human settlement planning activities which occur as

part of the IDP reflect community level concerns about housing demand

as determined during the municipal IDP process;

i) To insure that the definition of the various types of housing demand as

part of the IDP balances technical inputs with community-based inputs;

j) To ensure the definition of housing demand is comprehensive and inform

IDP objectives, strategies and project formulation and enable the

specification of a municipal-wide picture of housing demand in the context

of sustainable human settlements;

k) To achieve agreement at municipal level about whether housing is a

priority issue for IDP or not, and if so, to specify which aspects of the

housing demand are to be prioritized for the IDP to also contribute

towards overall strategic objectives of the Municipality.

2. Objectives of the project

The main objectives of the Human Settlements Sector Plan/Housing Chapter are as

follows:

a) To ensure effective allocation of limited resources, financial and human, to a

wide variety of potential development initiatives

b) To provide guidance in prioritizing housing projects in order to obtain consensus

for the timing and order of their implementation;

c) To ensure more integrated development through coordinating cross sector role

players to aligning their development interventions in one plan;

d) To ensure budget allocations to the local and district municipalities as well as

provinces are most effectively applied for maximum impact;

e) To provide effective linkages between the spatial development framework and

the project locations of physical implementation of a range of social, economic,

environmental and infrastructure investments;

f) To ensure there is a definite housing focus in the IDP and SDF with clear

direction for future housing delivery across all social and economic categories

and locations in the municipality.

g) The scope of Human Settlements / Housing Chapter is not just for those people

and developments related to government's subsidized housing programmes;

h) To provide the IDP process with adequate information about housing plan, its

choices, priorities, benefits, parameters as well as strategic and operational

requirements;

i) Ensuring that the contents and process requirements of planning for housing are

adequately catered for in the IDP process; and

j) To ensure that there is indicative subsidy budgeting and cash flow planning at

both the municipal and provincial levels.

k) To ensure that the following aspects of a sustainable human settlements are

addresses namely:

i. Upgrading of informal settlements

ii. Densification and integration

iii. Location of new projects

iv. Urban renewal and regeneration; and

v. Social and economic infrastructure provision

3. Qualifications of the service provider/s

a) The intention of the Musina Local Municipality is to appoint a registered Town

and Regional Planning firm (registered with the South African Council of

Planners as a Professional Planner), with proven track record of developing

Human Settlement Plan (Integrated Human Settlement Plans) projects to

develop an Integrated Human Settlement Plan.

4. Purpose of the project

a) The overall outcome of the project is to:

i. To develop Human Settlements/ Housing Chapter for Musina Local municipality;

ii. To facilitate the necessary consultative forums with the province in aligning

municipal and provincial projects as per Provincial Human Settlements

Master Plan and the Provincial Human Settlements Informal Settlements

Upgrading and Management Strategy; Housing Accreditation;

iii. To develop a detailed Action/Operational Plan linked to the Provincial Budget

and MTEF; MTSF; and

iv. To develop Integrated Human Settlements Project pipeline linked to the

Provincial Priority Housing Development Areas (PHDA'S).

a) The successful Service Provider would be expected to undertake the following

towards the development of the Human Settlements/ Housing Chapter in

responding to the human settlement issues facing the municipality while also

enabling the municipality to perform its human settlement duties and functions.

These are prescribed in the Constitution and the National Housing Act, No. . It covers the following:

i. Review of national and provincial human settlement policy and its

implications for the development of sustainable human settlement in a Local

Municipality.

ii. Analysis of the current state of the current state/situation of the human

settlement to ascertain the sustainability of the existing human settlement.

iii. Establishing current housing backlog and demand (numeric extent and

number of potential beneficiaries per subsidy instrument/ priority issue) —

this is for all housing typologies;

iv. Formulation of a human settlement strategy and alignment with the municipal

development strategy in the IDP and other associated sector plans;

v. Land identification of strategically located land for the future development

and implementation of sustainable human settlements projects;

vi. Developing a pipeline of human settlement projects to inform allocation of

funds and other resources at a provincial and national level; and

vii. Developing an appropriate institutional framework for an effective

management of human settlement development programme in the

Municipality.

6. Deliverables and outputs

a) In line with the overall objectives as stipulated above, it is required that the

project be conducted according to seven phases as listed below within a period

of 12 months from date of appointment or otherwise stipulated in the Service

Level Agreement.

a) Phase 1: Inception and Orientation

i. During this phase the service provider will meet with officials of the Provincial

Department of Human Settlements and the Municipality to finalize the

Programme of Action, the methodology to be followed, and the final

deliverables.

ii. As part of Phase 1 it is also required that a Project Steering Committee with

representatives from the Provincial Department of Human Settlements,

Sector Departments and the local municipalities be established in order to

oversee the execution of the project.

b) Phase 2: Situational Analysis - The Situational Analysis will comprise of at

least the following aspects:

i. An assessment of the institutional set-up and capacity within the municipality to

deal with human settlement/housing

ii. Quantifying and mapping the spatial location of housing demand in different

parts of the municipality focusing on RDP demand, Gap Market, Affordable

Rental, Social Rental etc. in both the urban and rural parts of the municipality.

iii. Identification of strategic land areas (or buildings for social/affordable rental) that

can/should be considered to accommodate future sustainable human

settlement projects in the municipal area (that in line with the Spatial

Development Framework)

iv. Collect ancillary information for each of the identified strategic land

areas/building identified in relation to the following:

a) Alignment with the spatial directives contained in the municipal SDF;

b) Land/building ownership and current development status of the land;

c) Natural environmental features on the site to be considered;

d) Availability and capacity of closest bulk engineering infrastructure and

reticulation networks, and implications for the development of the site;

e) Community facilities in surrounding neighborhoods that can be shared (if

any)

f) Preliminary assessment of development capacity (number units) of the

site;

g) Indication of the potential beneficiary communities to be accommodated

on the site;

h) Summary of critical issues related to the site/building which need to be

considered.

v. A summary of existing human settlement/housing projects in process in the

municipal area; location; implementing agent, capacity and housing

typologies catered for, beneficiary communities, current status of project,

estimated date of completion; and

vi. Lastly, an outline of housing-related results from the IDP analysis phase, and

especially the IDP analysis of priority issues. Should provide an overview of

critical challenges of the Human Settlements / Housing Chapter in the

municipal area and the definition of demand from the IDP prioritization

activities. Summarised statements on the identification of housing demand

and an analysis of this information to clarify the social, economic,

environmental, infrastructural and spatial nature of the dynamics and causes

of the demand.

c) Phase 3 (Synthesis)

i. Phase 3 should comprise a summary of the Priority Human Settlement Issues

identified in the municipal area, as well as the Human Settlement

Development Opportunities and Constraints identified.

d) Phase 4: Human Settlement Strategy

i. During Phase 4 the service provider should formulate a Human Settlement

Strategy for the municipality. This will firstly comprise the formulation of a set

of Human Settlement Objectives for the municipality followed by a Human

Settlement Strategy. The Strategy will address the Priority Issues identified

and seek to achieve the Objectives formulated.

ii. Furthermore, in the strategy section of the Human Settlements / Housing

Chapter, requires an indication of the IDP objectives and strategies relating to

housing spatially, economically, environmentally, infrastructural and socially.

How the housing objectives and strategies will address the IDP objectives

and strategies and summarise the identified housing supply options chosen to

meet the housing demand. This should include the negotiated supply

strategies which should complement the IDP development strategies.

e) Phase 5: Projects

i. Following from the Human Settlement Strategy, the Priority Projects to be

implemented in the municipality need to be defined, quantified, prioritized,

and incorporated into a programme/schedule for implementation in the short

term (5 years), medium term (within 10years), and long term (beyond 10

years). It should also give a clear indication of the top two or three projects

(and associated number of units) for the municipality and the priority actions

to be implemented toward activating these projects.

ii. Moreover, the project section of the Human Settlements/Housing Chapter should

further outline the basic information on the prioritised IDP housing projects or

housing components of multi - sectoral projects. This information should

include a summary of the project's objectives, description and indicators,

national housing subsidy programme or instrument if applicable. Target

group/s, spatial location, major activities, estimated timeframes for

implementation, implementation agencies, preliminary capital and operational

budget implications and source finance.

f) Phase 6: Integration

i. This component of the IDP Housing Chapter will highlight the implications of the

priority human settlement projects on other departments in the municipality in

terms of, for example, land acquisition, township establishment, engineering

services, community facilities, LED etc. It should further highlight their

relationship to the IDP objectives and strategies, after having considered how

integration with the other affected sectors is to occur.

ii. Clarify the integration through a preliminary assessment of the social, economic,

environmental, infrastructural as well as the spatial feasibility of the housing

projects and how further issues for implementation are to be resolved. Also

clarify the coordination of the housing projects funding with the 5-year

financial plan and capital investment programme for the IDP. A broad action

plan for delivery including all the priority housing projects and the institutional

arrangements for municipal management should be developed.

g) Phase 7: Approval

i. This will be the last phase in the study and will comprise the circulation of

the Municipal Housing Chapter for the public comment, the final amendment

of the document, and Approval by the municipality.

ii. The final output, which includes the above components, is an adopted

Human Settlements / Housing Chapter aligned to the Municipal IDP.

iii. Submissions of reports should be in a form of both hard and electronic

versions. Ownership of documentation collected from this project vest in

Musina Local Municipality. The Musina Local Municipality will become the

custodian of documentation submitted. The service provider will be

responsible for the layout design and editing of the publication.

iv. Mapping should be submitted in Arc View GIS capable file format (shape-

files, layer files, mxd files) for use in a GIS environment. All mapping

notation should be in keeping with the standards already established in the

Musina Local Municipality and in accordance with the collaborative

processes undertaken throughout the project

v. The Service Provider should ensure that all GIS data and meta-data is fully

compatible with that of the Musina Local Municipality GIS Unit i.e. (ArcGIS

10.5.1).

vi. All documents and communication media should be prepared well in

advance of any stakeholder engagement process and should be to the

satisfaction of Musina Local Municipality.

vii. The Service Provider will be expected to submit all reports and associated

communications media i.e. minutes, agendas and attendance registers for

each phase of the project.

viii. Final consolidated report should consist of the following and be submitted to

Musina Local Municipality:

a) Five (5) copies of the prepared hard copies of the report:

b) One (1) soft copy report copied on a CD/DVD with attached maps

(in both PDF and Word format). Maps should be submitted in

both Arch View and JPEG format.

7. Milestones and timeframes

a) This project will commence after a letter of appointment has been issued and a

Service Level Agreement has been signed which will expire in twelve (12)

months thereafter and is subject to addition, extension or early termination,

depending on the need and performance assessment of the appointed service

provider.

8. Skills and expertise

a) The service provider must demonstrate the following characteristics as an

indication of its capacity and readiness to implement the project:

i. At least 3 years' experience in the field of human settlements development with

emphasis on the Human Settlements / Housing Chapter or development

plans/frameworks and experience in the development of human settlements

master plan would be added advantage;

ii. Extensive and demonstrable experience in human settlements programme(s), in

terms of the National Housing Code;

iii. Extensive and demonstrable experience in research and analysis;

iv. Knowledge of the South African legislative and regulatory environment relating

to human settlements, informal settlement upgrading and planning processes;

v. Proven ability in effective written and oral communication;

vi. Proficiency in the use of standard word processing, web browsers, and

presentation software;

vii. Institutional capacity to successfully carry out a project of this nature.

9. Mandatory requirements to assess the bidder’s capability

And ability to execute the contract

NB: Failure to submit/attach proof of the following requirements with the proposal will

disqualify the bidder's proposal. The bidder must ensure that their bid includes the

followings:

a) The Service Provider’s authorized person by “resolution” (Senior

Personal) must be a registered with the South African Council for

Planners (SACPLAN) as a professional Town Planner (attached credible

CV and a copy of valid certificate with date showing being an active

member).

b) Company relevant experience in preparation/development of sector

plans/bylaws or developmental frameworks. (Attach a minimum of 3

appointment letters, completion work and reference letters on

preparation/development of Sector Plans/Bylaws or Developmental

Frameworks).

10. Queries and contact information

All queries regarding the bid must be submitted in writing by email, which will in turn be

recorded. A written response will then be emailed to all bidders. No telephonic queries

will be answered. Contact details for queries are:

Technical Specifications:

Masindi Makaulule Manager: Human Settlement [email protected]

Supply Chain Requirements:

Mary Siziba SCM Manager

[email protected]

11. Compulsory briefing meeting

No compulsory briefing is required.

12. Tender evaluation criteria

a. All bids will be evaluated and adjudicated in terms of Supply Chain Management

regulations, Musina Local Municipality Supply Chain Policy and the Preferential

Procurement Regulation of 2022.

b. Assessment Criteria

All bids received will be evaluated as follows:

First stage

Mandatory requirements to assess each bidder’s ability to execute the scope of work/

contract and all other requirements as specified in the bid document

Second stage

Price and preference point system

80/20 preferential point system will apply

Price 80

Specific goals 20

Total 100

Points will be allocated for specific goals in the following manner

Designated groups Number of Points: (20)

▪ Points for HDI status (At least 51% Black owned) 10

▪ Points for 51% Women’s Equity 4

▪ Points for black person with Disability 3

▪ Points for 51% owned Youth firm 3

Form not completed or submitted 0

Note:

The bidder must submit a CSD number or CIPC documents indicating share ownership

or directorship of the company or a comprehensive CSD report which must indicate the

names of the owners, their gender, race, age, whether there is a person living with

disability or not (Medical certificate will be used to verify the disability status of the

bidder) in order to claim the preferential procurement points.

Nb: critical criteria

1. Only bidders who are registered on the central supplier

Database will be considered for appointment

2. All pages of the bid document must be initialed and signed

Where required

3. Bid document must be completed in ink
4. Bid document must be properly received in a sealed

Envelope clearly indicating the description of the service

And the bid number for which the bid is submitted

5. The bid must be deposited in the relevent tender box as

Indicated on the notice of the bid on or before the closing

Date and time of the bid

6. Bids must comply with the requirements and specifications

Of the bid

7. All prescribed supporting documents as specified in the bid

Document must be attached

8. NO bids will be considered from persons in the service of

The state

Musina local municipality

Information brochure

For the use by

Prospective bidders

Completion of Bid Documents

Musina local municipality

Page Contents

no

1 Invitation to Bid 1-13

2 Information Brochure 14-20

3 General Conditions of Contract 21-32

4 Preference point explanation 33-38

Forms to be completed by the Bidder (see 5 39-64

of tender document for checklist)

Please note:

This bid document must be submitted as a whole and

All forms thoroughly completed, do not remove

Any pages.

All documentation as on the checklist must be

Attached to the document.FAILURE To attach the

Required document will lead to disqualification

1, general

Bids/proposals invited by the Musina Local Municipality are subjected to

the Councils “General Conditions of Contract with Regards to Tenders

Procurement Policy of Council and any other document supplied with the

Bid Document. It is of vital importance that bidders study this information

document thoroughly in order to be fully acquainted with the terms and

conditions contained therein.

This information document will be supplied with every bid/proposal

document issued by the Council.

The advertisement in the newspapers will contain information regarding

the Bid Number, Closing Date and Time, short Description of requirements,

from where bid documents can be obtained and the address to which

the bid documents must be submitted. It is the responsibility of a bidder

to ensure that a bid is submitted on time at the correct address.

Bids/proposals received after the closing date and time be late

And cannot be admitted for consideration.

The purpose of the advertising of a bid firstly to expose the requirement as

widely as possible and secondly to offer an equal opportunity to as many

firms as possible to submit bids/proposal, thereby promoting fair

competition.

A bid is a written offer on the official bid documents from the bidder to

the Council and if accepted by the Council, a letter of acceptance is

issued and a binding contract comes into effect.

2. Bid documents

2.1 Specific standard forms are used to compile a bid document. These

forms vary depending on the requirements.

A bid document will consist of all or any of the following;

1 Invitation to bid.

2 Information Brochure.

3 General Conditions of Contract.

4 Preference Point Explanation.

5 Forms to be completed by Bidder.

A Form of Bid.

B Signatory Authorisation.

C Declaration of Interest.

D Certificate of Preference Claimed by Bidder for Local

content and SABS mark.

E Contract between Council and Bidder in terms of the

Occupational Health and Safety Act (Act )

Each of the above documents will be discussed separately.

2.1.1 The Form of Bid must be completed by the Bidder in black ink and must

be duly signed by him as well as two witnesses. Failure to complete this

document will result in the whole bid document being rejected.

2.1.2 The Signatory Authorisation must be completed by the Bidder. Failure to

do so will render the bid document void.

2.1.3 General Conditions of Contract in Regard to Bids. The Bidder must take

note of this document and must adhere to the conditions stipulated

therein. This document forms part of the bid document and the

specifications.

2.1.4 Certificate of Preference. (Local content and SABS marking). If this

document is not completed, no preference will be considered on any

local contents or SABS marking. It is in the best interest of the Bidder to

complete this document. Care should be taken as to the percentages

claimed as Council reserves the right to demand proof thereof.

2.1.5 Preference Point Certificate. In order to create an enabling environment

for historically disadvantaged individuals (HDI’s) to participate in public

sector procurement activities, a preference mechanism had been

introduced. The aim is to provide for a preference points system based

on equity ownership by historically disadvantaged persons in an

enterprise and will be applicable on all requirements.

Points will be adjudicated on the following basis:

Value <R50 000 000 Value >R50 000 000

Price 80 90

Equity ownership by HDI’s 20 10

Total 100 100

On this form the Bidder must indicate the names and percentage equity

ownership of historically disadvantaged persons within the enterprise. The

preference points system will be applied only after all those bids which

comply with the specified requirements were brought to a comparative

level and the bid may then be awarded to the Bidder that scores the

highest points provided that the bid adhere to all the specifications.

The definitions contained in this form must be studied carefully. It should also

be noted that the form contains a declaration and incorrect or misleading

information could have serious consequences for the Bidder.

2.1.6 Declaration of Interest. In order to ensure that all Bidders receive fair and

equal treatment, it is necessary to complete this form. All bids received

must be evaluated and adjudicated objectively without favoritism and

without acting to the detriment of any person.

2.1.7 Specification. All offers made are evaluated for compliance against the

information furnished on the specification. Should a bid document make

reference to a National or International specification listed hereunder,

then bidders must ensure that the relevant specification is adhered to

and that they comply with the specific specification. If the requirement is

subject to a certain specification, such specification must be obtained

directly from:

Sabs

Private Bag X 191

Pretoria

0001

List of Specifications:

ARP Recommended Practice

BS British Standard

CISPR International Special Committee on Radio Interference

CKS Coordination Specification

DIN Deutsche International Norm

ECE Economic Commission for Europe

EEC European Economic Community

EN European Standard

ENV European Pre-Standard

IEC International Electro-technical Commission

ISO International Organisation for Standardisation

MPT Mobile Service of the Radio Communications in Britain

NRS Rationalised User Specification

SABS South African Bureau of Standards

SABS SM SABS Standard Method

VC Compulsory Specification (technical regulation)

The specification will contain all the information and requirements to which

the product must comply. The specification must be studied carefully and

against each requirement it must be indicated whether it complies with the

specified requirements, by inserting Yes or Comply where applicable. Any

deviation from the specification must be clearly indicated. Incorrect and

misleading information furnished by a Bidder will invalidate the tender.

In the event a Bidder wrongly indicated that the product/service is to

specification, it will be expected of that tenderer/contractor to, in terms of

the contract, supply a product that does conform to the specification at his

bidding price.

2.1.8 Special conditions. Special conditions will inter alia be applicable on

requirements other than normal requirements. Special conditions

provided for in the bid document must be studied with care as any

deviation there from may result in the disqualification of a bid. Should

any of the special conditions be in conflict with the conditions contained

in the rest of the document, the special conditions will take precedence.

3. Important notes

3.1 It is the responsibility of the bidders to ensure that their bids are submitted

before the closing time to the correct address. Tenders received after

the closing date and time are late and will NOT be considered.

Please note that the Tender Box of the Council is open from 07:30 to 16:00,

Mondays to Fridays, excluding public holidays.

The Tender Box is situated at the Reception Office - Room 53 (cnr of Irwin

and Scholtz)

3.2 The bid document as well as the relevant forms must be signed in black

ink. Failure to sign ALL relevant documents will invalidate the bid. All

pages of the bid document must also be initialled.

3.3 A definite price must be indicated in the bid document and statements

such as “price to be negotiated” or “to be advised” are not acceptable

and will be disregarded.

3.4 Tenders submitted by facsimile, telex, telegram or e-mail WILL NOT BE

Considered.

3.5 It should be noted that bids are valid for a certain period (normally 90

days), during which period the Municipality will evaluate and consider

the bids received. During this period bidders should not make enquiries

with regard to the adjudication of a bid as such enquiries are time

consuming and information cannot and will not be given.

3.6 The complete Bid Documents obtained must be submitted in the same

order and no part thereof must be removed or omitted.

3.7 Conditional discounts will not be taken into consideration in the

calculation of comparative prices.

3.8 All bid documents must include the following documents:

Tax Compliance Status Pin Issued

Certified ID copies of all members / owners / shareholders /

Trustees

Copy of municipal rates and taxes statement of account not older

than three months for all directors and for company

Certified copy of latest Annual Financial Statements of company

Central supplier database registration report

All other documents as indicated in the General Conditions

Document

3.9 The Bidder’s documentation (covering letters, certificates etc.) must be

attached at the back of the official bid document. (i.e. After the

Councils price schedule)

This document is compiled to the specifications of the PREFERENTAIL

PROCUREMENT POLICY FRAMEWORK ACT, Act

Musinal local municipality

Contract for the supply and delivery of goods and/or the

Execution of works.

General conditions of contract with regard to bids

1. Definitions

Unless inconsistent with or expressly indicated otherwise by the context –

A “Approved” or “Approval” shall mean approved or approval by

the Council or its representative defined in the specifications.

B “Council’s representative” shall mean the head of a directorate or

any other official of the Council mentioned in additional bid

conditions or specifications as the case may be.

C “Council” shall mean the Musina Local Municipality

D i. “Contractor” shall mean the Bidder whose bid has been

accepted by the Council and shall include the Bidder’s legal

personal representative, heirs, successors and assignees.

ii. “Sub contractor” shall mean the supplier who, on a regular basis

supply the contractor with material and small parts in regard to his

contract with the Council.

E “Contract” shall mean and include the Council’s General

Conditions of Contract in regard to Bids, form of bid, special

conditions of the contract, the specifications including any

schedules, drawings, patterns, samples approved by the Council’s

representative relative to the contract, and any agreement

entered into in terms of the Council’s General Conditions of

Contract in regard to Bid’s, herein-after referred to as “The General

Conditions”.

F “Contract Price(s)” shall mean the price(s), including Value-Added

Tax. Bid by the contractor and accepted by the Council for the

execution of the contract.

G “Date of delivery” shall mean the date stipulated in the contract for

the delivery of the goods and the completion of the works.

H “Date of bid” shall mean the date and time on which bids are due

to be deposited in terms of the advertisement calling for tenders.

I “Delivery” shall mean delivery in compliance with the terms and

conditions of the contract at the point of delivery specified in the

contract.

J “Goods” shall mean the machinery, plant, equipment, apparatus

or materials to be supplied under the contract.

K “Month” shall mean the calendar month.

L “Site” shall mean the building or ground or any other place in

which or on which or over which goods are to be stored, installed

or used.

M “Specification” shall mean the specification annexed to these

General Conditions.

N “Writing” shall mean and include any manuscript, typewritten or a

printed statement, under or over signature of seal as the case may

be.

O “Work” or “Works” shall mean and include goods to be provided

and work to be done by the contractor in terms of the contract.

2. Bidder to satisfy himself as to conditions and

Details of bid

The bidder, by bidding, shall be deemed to have satisfied himself as to all

conditions and details affecting the bid.

3. Complete acceptance of conditions

3.1 The bidder shall be deemed to know and understand the General

Conditions of contract in regard to bids and the submission of a bid

shall presume complete acceptance thereof. The non-

acceptance or variation of any of these conditions or the inclusion

of any other condition will render the bid liable to rejection.

3.2 If the Council imposes special conditions in respect of a contract,

such special conditions must be contained in the specifications of

the contract and be supplementary to the General Conditions

mentioned here-in; provided that the special conditions shall apply

when it is contradictory to the General Conditions.

3.3 Subject to the provisions of the foregoing sub-clauses, the Bidder

may qualify any of the said conditions; but no qualification of a

condition shall, if his bid is accepted, form part of his contract with

the Council unless at the time of bidding it is indicated in writing

specifically in relation to each and every condition and the exact

extend to which it is qualified.

4. Assignment

4.1 This contract is personal to the contractor and the contractor shall

not subject, assign or make over the contract or any part thereof,

or any share or interest therein, to any other person without the

written consent of the Council and on such condition as it may

approve.

4.2 This clause shall not apply to sub-contracts given to regular

suppliers of the contractor for materials and minor components

relating to the goods to be supplied. The Council reserves the right

to demand from the contractor to submit the names of any such

sub-contractors for its approval.

5. Shortcomings

If discrepancies, contradiction or default of agreement seems to be

present in the description, the measurements, the qualities or the

quantities mentioned in the contract, the contractor must, before

proceeding with the execution of the contract or part thereof in which

the aforementioned shortcomings see to appear, refer the matter to the

Council’s representative for decision.

6. Quality and guarantee

6.1 All goods supplied shall be equal in all respect to samples, patterns,

or specifications where such are provided.

6.2 If the Council should after acceptance of the bid and/or during

the manufacture of the specified goods, decide on

recommendation from the Bidder or otherwise to modify or change

the specification in the Council’s favour, such modification or

change shall be implemented by the contractor to the Council’s

satisfaction.

6.3 Tests and analysis may be made as deemed necessary, and the

costs thereof shall be borne by the Council provided it is proved

that the goods are of the stipulated quality, failing which the cost

shall be defrayed by the contractor; the Council to have the right

to deduct such cost from the payments due to the contractor or

otherwise to recover the same from him.

6.4 The contractor shall not be relieved of his obligations in respect of

the sufficiency of the materials and workmanship and the quality of

the goods by reason of no objection having been raised thereto by

the Council’s representative at the time the goods were delivered.

6.5 If at any time but not exceeding six months after delivery, or within

the period laid down in any supplementary or special conditions of

contract, the Council proves that the goods or any part or parts

thereof is/are faulty or of inferior quality or workmanship or of poor

design, or on account of the goods not being in strict accordance

with the contract, the contractor shall immediately remedy the

said defect free of cost to the Council.

Should the contractor delay remedial work in excess of the time

stipulated by the Council’s representative, the Council may have

such remedial work executed at the contactor’s expense. Should

the Council decide that the defect is such that it cannot be

remedied, the goods may be rejected and held at the risk and

expense of the contractor and shall, on request of the Council,

immediately remove the goods after notification that it is rejected.

The contractor shall be responsible for any loss the Council may

sustain by reason of such action as the Council may take in terms

of this clause.

6.6 The risk in respect of all goods purchases by the Council under the

contract shall remain with the contractor until such goods have

been delivered to and received by the Council.

6.7 The principal feature of the goods and works are described in the

specification but the specification does not purport to indicate

every detail of construction or arrangement of goods and work

necessary to meet the requirements. Omission from the

specification of references to any part or parts shall not relieve the

contractor of his responsibility for carrying out the work as intended

by the contract.

6.8 If any dispute shall arise between the Council and the contractor in

connection with the quality and guarantee of the goods, either of

the parties may notify the other in writing, of the existence of such

dispute, which shall thereupon be referred for the arbitration in

South Africa of a person to be mutually agreed upon. Such

submission for arbitration takes place in terms of the arbitration laws

in force in the Republic.

7. Alternatives

The Bidder may submit alternatives which, in his opinion, are to the Council’s

advantage economically and technically.

8. Variations

In the event of bids being offered for goods differing or varying from

requirements of the specification, al such differences or variations shall be

clearly indicated and describes in the bid.

9. Default

Should it appear to the Council that the contractor is not executing the

contract in accordance with the true intend and meaning thereof, or that

he is not carrying on the work at such rate of progress as to ensure delivery

by the date of delivery or that the time has expired within which delivery

should have taken place or in the event of any other failure or default by the

contractor, then and in any of such events the Council may give notice in

writing to the contractor to make good the failure or default, and should the

contractor fail to comply with the notice within the period specified therein,

then and in such case the Council shall, without prejudice to any of its rights

under the contract, be at liberty forthwith to perform such work as the

contractor may have neglected to do, or to take the contract wholly or in

part out of the contractor’s hands and order from any other person. The

contractor shall be responsible for any loss the council may sustain by reason

of such action as the Council may take in terms of this clause.

10. Patents

10.1 The Council accepts that the contractor that there will be no

violation to patent or other commercial rights or privileges from this

contract or due to the use of any article being part of the contract.

10.2 If and when notice is given to the contractor by the Council, the

contractor shall

10.2.1 defend any claim or lawsuit instituted against the Council in

regard to alleged violation or the non-payment of patentee

shares at his costs;

10.2.2 Pay or repay the Council any or all moneys payable or paid

by the Council for patentee shares or otherwise, as well as

any expense, legal costs, loss or damage concluded or

sustained by the Council for such claims or lawsuit.

11. Packing

All goods shall, at the cost of the contractor, be crated or packed

according to commercial custom. Unless otherwise specified, packing

cases and packing materials are included in the contract price and shall be

and remain the property of the Council.

12. Payment

Except otherwise determined in the additional or special contract

specifications, payment shall take place as follows:

The Council shall pay for material supplied by the contractor within thirty

days following the month the delivery took place on condition that a

statement is delivered by the contractor to the Council within such time that

it is readily possible to make such payment timeously.

13. Particulars to be supplied

13.1 Proof must be submitted before appointment whether or not the

goods offered comply with the specification.

13.2 Required particulars not furnished, may result in non-compliance to

the specification.

13.3 Bidders must state the country of origin and the name of the

manufacturer of the goods, or any part thereof, offered.

Documentary proof must be produced by the Bidder if required by

the Council.

14. Firm bids

Bidders may submit firm bids which shall be free from all price fluctuations.

15. Qualified/unqualified tenders (preference)

The Council may, whilst considering the bids:

15.1 render preference to bids of which qualifications and conditions

are most favourable;

15.2 render preference to firm bids;

15.3 (where bids are subject to price fluctuations) render preference to

bids where:

15.3.1 the price factor controlling the selling price is such that any

fluctuations in the price can be easily proved;

15.3.2 labour costs are excluded as a factor controlling price

fluctuations.

16. Preferential scales

16.1 Where goods, produced, manufactured or assembled on South

Africa competes with goods imported, such goods will be preferred

when bids are compared on a basis as determined by the

Administrator from time to time.

A separate certificate on local contents and SABS markings are

attached hereto. Bidders must note that the Council is bound to

take local preference in consideration.

16.2 Certification of local content preference claimed

Any Bidder who claims preference for goods wholly or partially

produced, manufactured or assembled in South Africa, shall certify

the percentage of preference he is entitled to and ensure that the

costs are fully and accurately determined to his best knowledge,

belief and experience and in accordance with the genuine local

content. The Council may at any time if he so wishes, demand that

a sworn statement and documentary proof to this effect be

submitted. In the event of a contract allocated to a Bidder as a

result of preference claimed and it is later proved that the

preference claimed were too big, the Council may besides any

legal means it possesses:

16.2.1 recover all costs, losses or damages suffered by the Council,

for such acceptance of the bid, form the Bidder;

16.2.2 impose a fine not exceeding 5% of the contract price;

16.2.3 recover all costs, losses and damage mentioned in

paragraph (a) from the Bidder and impose a fine mentioned

in paragraph (b)

16.3 Where preference is claimed in terms of Historically Disadvantaged

Individual (HDI), such claims will be considered by the Council on a

basis as determined by Preferential Procurement Policy Framework

Act (Act )

Separate certificates on preference claimed for HDI and

Declaration by Bidder are attached hereto. Preference claims

hereunder shall only be considered if these two documents are

completed and signed.

16.4 In the event of a contract allocated to a Bidder as a result of

preference claimed under 3 above and it is later proved that the

preference claimed were not correct the Council may, besides

any legal means it possesses;

16.4.1 recover all costs, losses or damages incurred or sustained by

the Council as a result of the contract; and/or

16.4.2 cancel the contract and claim any damages which the

Council may suffer by having to make less favourable

arrangements after such cancellation; and/or

16.4.3 impose a penalty not exceeding 5% of the contract price.

17. Contract price settlement

If the Bidder wishes to place the risk of a rise or fall of certain cost items on

the Council, it should be specifically mentioned on which items or factors this

risk is applied to and at what tariff is calculated.

Failing to mention any factors or items reserved according to this clause

(except clause 27) it will be accepted that the bidding price is a fixed

delivery price.

In all cases of price fluctuations, documentary proof to the Council’s

satisfaction should be submitted for all items and prove of prices the Bidder

paid for such items shall be forwarded irrespective whether an increase is

claimed or otherwise.

If the Bidder fails to deliver the goods or to execute the contract within the

specified time or the extended period according to clause 22 (c), he is not

entitled to claim any additional costs for labour and/or material, but the

Council reserves the right to deduct any benefit due to him in the event of a

decrease in prices of items subject to price fluctuations.

18. Sequestration or surrender of contractor’s estate

In the event of the provisional of final sequestration of the contractor’s

estate, being ordered or if application for such an order is being made, or in

the event of the contractor making application for the surrender of his

estate, or if he shall enter into, make or execute any deed of assignment or

other composition benefit of his creditors, or purport to do so, or if the Court

shall make an order for the liquidation of the contractor being a company,

and without recourse to law, to terminate the contract without payment of

any compensation to the contactor for any damages sustained by it in

consequence of one or other of the aforementioned events.

19. Period for which bid holds good

The submission to the Council of a bid, constitute an agreement between

the Bidder and the Council whereby such bid shall remain open for

acceptance by the Council for the period mentioned in the bid, during

which period the Bidder agrees not to withdraw the same or impair or

derogate from its effect. If no period is mentioned, the bid shall remain

open for acceptance for a period of 90 days.

20. Formal contract and surety ship

The contractor shall, when required by the Council, conclude a formal

contract and surety ship compiled by the Council within seven days from the

date that the document are ready and if necessary also be signed by his

surety. All costs, stamp duty and other advances shall be born by the

contractor.

The security requires by the Council in terms of this clause shall not exceed

ten percent (10%) of the total contract value.

21. General

21.1 The quantities of all goods offered or delivered are to be nett

weights and metric measures according to South African

Standards.

21.2 All prices shall be quoted in South African currency. Any discount

or brokerage allowed to the Council must be stated in the form of

bid.

21.3 The lowest or any bid will not necessarily be accepted and the

Council reserves the right to accept part of any bid only

21.4 Should there be any difference or discrepancy between the prices

or particulars contained in the official form of bid and those

contained in the covering letter of the bid the prices or particulars

contained in the official form of bid shall in all circumstances

prevail.

21.5 The bid must be submitted on the form of bid and forwarded in a

sealed envelope addressed and endorsed as indicated on the said

form of bid and in the advertisement calling for bids.

21.6 Bids must be placed in the Tender Box that is provided for the

reception of bids, or posted to reach the City Secretary not later

than the advertised closing date and time.

22. Delivery

22.1 Bidders shall state in their bids and in the form of tender the

minimum time required to fulfil the contract. Delivery shall be

made in accordance with the requirements set out in the special

conditions of the contract or the specification.

NB: Copy of municipal rates and taxes statement (Municipal Bill) account not

older than three months for all directors and for the company. if the Statement

of Municipal Rates is not in the name of bidder and all directors of company, an

affidavit from SAPS must be attached indicating that the company and directors

does not own any property and that they do not owe any municipal rates and

taxes or municipal charges to any other municipality for more than three

months. If renting attach Valid Rental/Lease agreement and latest three months

proof of rental payment. If staying in rural areas attach letter from Traditional

Authority not older than 3 months for the company and all directors also stating

that there are no rates and taxes payable in the area

3.9 The Bidder’s documentation (covering letters, certificates etc.) must be

attached at the back of the official bid document. (i.e. After the

Councils price schedule)

Tax Compliance Status Pin Issued

CSD registration report

CSD number or CIPC documents indicating share ownership

CSD report which must indicate the

Central supplier database registration

Central supplier database will be considered for appointment

Central supplier database registration report

appointment letters, completion work and reference letters on

15.1 render preference to bids of which qualifications and conditions

CV and a copy of valid certificate with date showing being an active

months. If renting attach Valid Rental/Lease agreement and latest three months

reflected on the Company registration document (Attach Company Registration

CSD registration report. The bid will be rejected if any municipal rates and taxes

a false declaration was made on MBD 8 item (4.4) by the bidder after the

The bidder must submit a CSD number or CIPC documents indicating share ownership

Points Allocation: 00 points

B-BBEE Details: efing is required.

12. Tender evaluation criteria

a. All bids will be evaluated and adjudicated in terms of Supply Chain Management

regulations, Musina Local Municipality Supply Chain Policy and the Preferential

Procurement Regulation of 2022.

b. Assessment Criteria

All bids received will be evaluated as follows:

First stage

Mandatory requirements to assess each bidder’s ability to execute the scope of work/

contract and all other requirements as specified in the bid document

Second stage

Price and preference point system

80/20 preferential point system will apply

Price 80

Specific goals 20

Total 100

Points will be allocated for specific goals in the following manner

Designated groups Number of Points: (20)

▪ Points for HDI status (At least 51% Black owned) 10

▪ Points for 51% Women’s Equity 4

▪ Points for black person with Disability 3

▪ Points for 51% owned Youth firm 3

Form not completed or submitted 0

Note:

The bidder must submit a CSD number or CIPC documents indicating share ownership

or directorship of the company or a comprehensive CSD report which must indicate the

names of the owners, their gender, race, age, whether there is a person living with

disability or not (Medical certificate will be used to verify the disability status of the

bidder) in order to claim the preferential procurement points.

Nb: critical criteria

1. Only bidders who are registered on the central supplier

Database will be considered for appointment

2. All pages of the bid document must be initialed and signed

Where required

3. Bid document must be completed in ink
4. Bid document must be properly received in a sealed

Envelope clearly indicating the description of the service

And the bid number for which the bid is submitted

5. The bid must be d

HDI Requirement: 51%

The preferential procurement points system is based on equity ownership by historically disadvantaged persons. Points are awarded for: HDI status (at least 51% Black owned) — 10 points; 51% Women's Equity — 4 points; Black person with Disability — 3 points; 51% owned Youth firm — 3 points. The bidder must submit a CSD number or CIPC documents indicating share ownership or directorship, or a comprehensive CSD report indicating names of owners, their gender, race, age, and whether there is a person living with disability (medical certificate used to verify disability status) to claim preferential procurement points.

The Service Provider must be a registered Town and Regional Planning firm registered with the South African Council of Planners (SACPLAN) as a Professional Planner, with a proven track record of developing Integrated Human Settlement Plans. The authorised person by resolution must be registered with SACPLAN as a professional Town Planner with a credible CV and valid certificate showing active membership. The company must have relevant experience in preparation/development of sector plans, bylaws, or developmental frameworks, evidenced by a minimum of 3 appointment letters, completion work, and reference letters. The bidder must be registered on the Central Supplier Database (CSD) — only CSD-registered bidders will be considered. All pages of the bid document must be initialed and signed where required, the bid must be completed in ink, and all prescribed supporting documents must be attached. Bidders must submit a CSD number or CIPC documents indicating share ownership or directorship, or a comprehensive CSD report indicating names of owners, gender, race, age, and disability status to claim preferential procurement points.

12. Tender evaluation criteria

First stage

Second stage

Price and preference point system

80/20 preferential point system will apply

Specific goals 20

Points will be allocated for specific goals in the following manner

Designated groups Number of Points: (20)

▪ Points for HDI status (At least 51% Black owned) 10

▪ Points for 51% Women’s Equity 4

▪ Points for black person with Disability 3

▪ Points for 51% owned Youth firm 3

bidder) in order to claim the preferential procurement points.

4 Preference point explanation 33-38

6. Quality and guarantee

that the goods are of the stipulated quality, failing which the cost

the sufficiency of the materials and workmanship and the quality of

thereof is/are faulty or of inferior quality or workmanship or of poor