Supply and delivery of asphalt bags, cold premixed slurry and hot mix asphalt – western cape tender

Closing date: 30 October 2026 at 12h00

Compulsory briefing/site meeting: if specified in the advert, attendance is compulsory. Bidders arriving or logging in 15 minutes or more after the advertised start time will not be admitted. All joint venture partners must attend. (Date and venue not stated in the document.)

Site or information meetings, if specified in the advert, are compulsory. Bids not accepted from bidders who do not attend. Late arrival (15+ minutes) not allowed. All joint venture partners must attend. Date and venue not stated in the document.

Specification enquiries:

• Contact: Mr Ralph Dickson
• Telephone: (044) 606-5232
• Email: [email protected]

Document completion enquiries:

• Contact: Ms Nicole Saunders
• Telephone: (044) 606-5194
• Email: [email protected]

Document purchase payments (EFT details):

• Contact: [email protected]

Submission address:

The Tender Box, Entrance of the Mossel Bay Town Hall, 101 Marsh Street, Mossel Bay

Postal address:

The Tender Box, Mossel Bay Municipality, P O Box 25, Mossel Bay, 6500

Submission method: sealed envelope, clearly marked with the tender number, title, and closing date, placed in the tender box at the Entrance of the Mossel Bay Town Hall, 101 Marsh Street, Mossel Bay, by 12h00 on 30 October 2026. Post to The Tender Box, Mossel Bay Municipality, P O Box 25, Mossel Bay, 6500 (must reach by closing). Faxed, e-mailed, and late tenders are not accepted.

Returnable documents (all must be completed, signed, and submitted):

• MBD1: Bid requirements of the Mossel Bay Municipality (supplier information and declaration).
• MBD4: Declaration of Interest – discloses whether any director or shareholder is employed by the state or connected to the municipality.
• MBD5: Declaration for procurement above R10 million.
• MBD6.1: Preference Points Claim Form under the Preferential Procurement Regulations, 2022 – claims B-BBEE and locality points.
• MBD8: Declaration of Bidder's Past Supply Chain Management Practices.
• MBD9: Certificate of Independent Bid Determination – certifies no collusion or price disclosure.
• Section 5: Declaration – must be completed and signed by the authorised signatory; failure disqualifies.
• Section 6: Contract Form – to be signed by the successful bidder.
• Joint Venture Agreement (if applicable).
• Authorised Signatory: copy of the board resolution authorising the signatory (not required for sole proprietors).
• Tax Compliance Status Pin from SARS (each JV member separately).
• Letter of Good Standing from the Compensation Commissioner (each JV member separately).
• Municipal accounts for the month preceding closure (bidder and directors/members), or lease/affidavits as applicable.
• B-BBEE certificate or sworn affidavit (for EMEs/QSEs).
• CIDB registration number (if applicable).

Disqualification risks:

• Tender documents retyped, altered, or incomplete.
• Missing or unsigned Section 5 Declaration.
• Omission of material pages.
• Failure to tender for every line item in the pricing schedule.
• Late, faxed, or e-mailed submissions.

Evaluation system: 80/20 or 90/10 Preference Points System.

• Maximum 20 points (80/20) or 10 points (90/10) for specific goals.
• 50% of the 20/10 points allocated for B-BBEE status level.
• 50% of the 20/10 points allocated for locality.

Locality points (only one category applies):

• 80/20 system: Western Cape Province – 10 points; Mossel Bay municipal area – 6 points; Garden Route District region – 4 points.
• 90/10 system: Western Cape Province – 5 points; Mossel Bay municipal area – 3 points; Garden Route District region – 2 points.

Evaluation stages:

• Responsiveness to specifications and requirements.
• CIDB registration verified; suspended/inactive/deregistered status makes bid non-responsive.
• Bids awarded per Preferential Procurement Regulations, 2007 and the Municipality's Supply Chain Management Policy.
• The Municipality does not bind itself to the lowest or highest-scoring tender.

Category A: Asphalt Bags and Cold Premixed Slurry

• 30kg Fine and Medium Graded Cold Asphalt (per specifications 2.1.1): estimated 8,000 bags per annum.
• 30kg Cold Premixed Slurry (per specifications 2.1.2): estimated 4,000 bags per annum.
• Delivery period: 5 working days after receipt of order.
• Typical order size: approximately 150 bags of 30kg asphalt per order.
• Product must be supplied in sealed 30kg bags.
• Cold asphalt: ACV 25% max, 10% FACT 160 kN min, Flakiness Index 30 max; aggregates from approved source, no quartzitic, angular with 100% fractured face; grading per COLTO Table 4202/7; binder content 5.5–6%; Marshall Stability 4–10; Marshall Flow 2–5; Stability/Flow ratio >2; ITS >800; Immersion Index >75; Air Voids 2–5; Marvil Permeability <0.15 l/m.
• Cold premixed slurry: grading per COLTO Table 4302/11 for Fine/Fine or Fine/Medium slurry seals; no quartzitic aggregates, angular with 100% fractured face.

Category B: Hot Mix Asphalt

• Delivery to Mossel Bay Municipal Stores and areas including Hartenbos, Grootbrak, Danabaai, KwaNonqaba, Herbertsdale, Vlees Bay, Boggoms Bay, Friemersheim, Ruiterbos, etc.
• B1: Colto Medium (13.2mm) – standard wearing course for provincial roads.
• B2: Colto Fine (6.7mm) – standard wearing course for sidewalks and parking.
• Price per ton for each option (including or excluding delivery).
• Hot mix must be at correct temperature on arrival (not less than 120°C); temperature gun/gauge must accompany delivery; off-spec material rejected and returned at supplier's cost.
• Maximum grace period for late delivery: 60 minutes, provided temperature is not less than 120°C.
• Supplier responsible for any loss of income due to transport problems or delays.
• Material Safety Data Sheets must be provided for all products at delivery.
• Batching plant details must be provided.

Variation orders: changes up to 15% of contract value may be instructed; unit price reductions may be accepted if no escalation.

Delivery performance: assessed per order; targets 100% for specification compliance, delivery within 5 working days, and terms compliance.

Batching plant details must be provided (address of manufacture plant).

Key performance indicators apply for Category A and B.

No specific years of experience or key personnel qualifications are stated.

Pre-bidding testing: all costs for the bidder.

Inspections: bidder's premises open for inspection at reasonable hours if required.

Cost of inspections/tests: if goods comply, purchaser pays; if not, supplier pays.

Non-compliant goods: may be rejected; supplier must remove and replace at own cost; if not, purchaser may procure substitute at supplier's expense.

Product specifications: cold asphalt and slurry must meet COLTO and SANS specifications; hot mix must be at least 120°C on arrival.

Category A: prices inclusive of VAT, supply, and delivery. Evaluated on total amount (rate × estimated quantities for three years).

Category B: prices per ton including 15% VAT. Option 1 includes delivery; Option 2 excludes. Evaluated on price per ton × estimated quantities.

Only firm pricing accepted; prices for years 2 and 3 include annual escalations.

Bidders must tender for every line item per category; failure renders bid non-responsive.

Estimated quantities for evaluation:

• Category A: 8,000 bags cold asphalt; 4,000 bags cold premixed slurry per annum.
• Category B1 Option 1: 100 tons each for 1–5, 6–10, >10 ton; Option 2: 50 tons each.
• Category B2 Option 1: 100 tons each; Option 2: 50 tons each.

Pricing format:

• Category A: prices inclusive of VAT, supply, and delivery cost. Evaluated on total contract amount (rate per item × estimated quantities for three financial years).
• Category B: prices per ton, including 15% VAT. Option 1 (B1 and B2) includes delivery to any site within the Mossel Bay Municipal Area; Option 2 excludes delivery. Evaluated on price per ton × estimated quantities for three years.
• Only firm pricing accepted; non-firm prices (including exchange rate variations) not considered. Prices for years 2 and 3 must include annual escalations.
• Bidders must tender for every line item per category; failure renders bid non-responsive.
• No pricing schedules other than the prescribed one will be accepted.

Payment terms:

• Payment within 30 days after receipt of official invoice or statement.
• Payment in Rand.

Performance security:

• Within 30 days of contract award, successful bidder must furnish performance security of the amount specified in the Special Conditions of Contract. Forms: bank guarantee, irrevocable letter of credit, or cashier's/certified cheque. Discharged and returned not later than 30 days after completion of performance obligations.

Other:

• Successful bidder liable for all duties and costs on legal documents, surety, guarantees, and retentions.
• If tender prices exceed available funds, the Municipality may negotiate to limit the work to fit the budget.

Central Supplier Database (CSD):

• Registration required; the Municipality may not award to unregistered bidders.

Tax compliance:

• Valid Tax Compliance Status Pin from SARS must accompany the bid (each JV member separately).
• Municipality verifies the pin on the SARS website.
• No contract concluded with any bidder whose tax matters are not in order.

Municipal rates and taxes:

• Bidder and directors/members must not be in arrears for more than three months without a settlement arrangement made before closing.
• Submit municipal accounts for the month preceding closure, or lease agreement/affidavits as applicable.

CIDB:

• Registration number required if applicable; suspended/inactive/deregistered status makes bid non-responsive.

B-bbee:

• B-BBEE certificate or sworn affidavit (for EMEs/QSEs) required to claim preference points.
• Certificate must be original or certified copy, with required details (SANAS logo, BVA number, etc.) depending on issuer.

Compensation Fund:

• Valid Letter of Good Standing from the Compensation Commissioner required (each JV member separately).

Joint ventures:

• Joint venture agreement must be submitted; no amendments without prior approval.
• Each member must submit SARS tax pin, profit/liability sharing agreement, and board resolution.
• B-BBEE points only if certificate issued in the name of the JV; locality points based on Lead Partner's address.

Other:

• Authorised signatory resolution required (unless sole proprietor).
• No improper conduct or influence on officials; bids may be rejected for past abuses.

B-BBEE points: 50% of the 20/10 preference points allocated for B-BBEE status level.

Evidence: sworn affidavit (for EMEs/QSEs) or certificate issued by a verification agency, auditor, or accounting officer, meeting specific requirements (SANAS logo, BVA number, original or certified copy, etc.).

Locality points: 50% of the 20/10 points for locality. Points table: 80/20 – Western Cape 10, Mossel Bay 6, Garden Route 4; 90/10 – Western Cape 5, Mossel Bay 3, Garden Route 2.

Proof of locality: municipal account, lease agreement, or sworn affidavit from property owner; business premises must be fully operational (no vacant erven, storage units, or postal addresses).

Material Safety Data Sheets must be provided for all products at delivery.

Health and safety specifications for service providers are included in the tender pack (Section: Service Provider Health and Safety Specifications).

Compulsory site/information meetings: if specified, attendance is mandatory; late arrival (15+ minutes) excludes bidder.

Contract formation: successful bidder signs Section 6 (Contract Form); signing both parts concludes the contract. The Municipality may request an additional Service Level Agreement.

Subcontracting: the whole contract may not be subcontracted; any part requires prior written consent. The contractor remains liable for subcontractors' acts.

Language: contract documents in English.

Extension: the Municipality may negotiate extension/expansion if additional funds become available, subject to legislative processes.

Costs: successful bidder liable for all duties, costs on legal documents, surety, guarantees, and retentions.

Incorrect information: if a contract is awarded on incorrect information, the Municipality may recover all costs, losses, or damages.

Performance security: within 30 days of award, furnish security as per SCC; forms include bank guarantee, irrevocable letter of credit, or cashier's/certified cheque; returned within 30 days after completion.

Warranty: goods new, unused, current models, no defects; warranty valid 12 months after delivery/acceptance or 18 months after shipment, whichever earlier.

Payment: within 30 days of invoice; in Rand.

Prices: firm, no variation except authorised adjustments.

Variation orders: changes up to 15% of contract value may be instructed; unit price reductions may be accepted if no escalation.

Assignment: no assignment without prior written consent.

Delays: penalties calculated at prime interest rate per day of delay; termination possible for default.

Termination for default: written notice; may terminate for failure to deliver, other breaches, or corrupt/fraudulent practices. Restriction from public sector business up to 10 years possible.

Collusive bidding: prohibited under Competition Act; may be referred to Competition Commission; consequences include invalidation, termination, restriction, and damages.

Non-performance: dealt with under Section 43 of the Municipality's Supply Chain Management Policy.

Delivery performance targets: 100% for specification compliance, 100% for delivery within 5 working days, 100% for terms compliance.

Confidentiality: supplier must not disclose contract information without consent; documents remain property of purchaser; records subject to audit.

Intellectual property: rights in documents/projects developed for the municipality vest in the municipality.

Packing: sufficient to prevent damage during transit, including rough handling, extreme temperatures, salt, precipitation, and open storage.

Insurance: goods fully insured in freely convertible currency.

Negotiations: if prices exceed budget, Municipality may negotiate to limit work.

Bidders must be registered on the Central Supplier Database.

Bids valid for 120 days after closing.

Tender documents: obtainable at R280.00 per set from Ms Nicole Saunders, or free from the website. Hard copies require payment at cashiers or EFT before collection.

Original documents must be fully completed, signed in black ink, not retyped, no unauthorised alterations.

Tax Compliance Status Pin required (each JV member separately).

CIDB registration number if applicable; suspended/inactive/deregistered status non-responsive.

Municipal accounts for month preceding closure; no arrears >3 months without settlement arrangement.

Authorised signatory resolution required (unless sole proprietor).

Samples, if requested, must be provided.

Municipality may change quantities; if successful bidder does not accept, offer goes to second-placed bidder.

No contact with Municipality from bid opening to award; attempts to influence may cause rejection.

Bids opened publicly after closing; register open to public inspection.

Bids may be rejected for past abuses or improper conduct.

Responsive bids evaluated on 80/20 or 90/10 Preference Points System. Maximum 20 points (80/20) or 10 points (90/10) for specific goals, split 50% B-BBEE and 50% locality.

CIDB registration verified; suspended/inactive/deregistered status non-responsive.

Joint venture 50/50 division: locality points allocated according to closest address.

Evaluation of functionality for JVs per functionality section.

Bids awarded per Preferential Procurement Regulations, 2007 and Municipality's SCM Policy.