Formalisation and land tenure upgrading services for syferkuil, walman, olverton and wyonteen – moretele local municipality (36-Month contract)

Compulsory briefing session: 07 October 2026 at 12:00

Closing date: 30 October 2026 (time not specified, bids opened in public immediately after)

Bid documents available on E-Tender from 23 September 2026

Supply Chain Enquiries:

• Contact: Ms Modiegi Phenya
• Telephone: (012) 716 1413

Technical Enquiries:

• Contact: Ms Latani Nemavhola
• Telephone: (012) 716 1320/21

Submission address:

Finance Section

Moretele Local Municipality

4065 B Mathibestad

Submission method: sealed and clearly marked bids placed in the Bid box at the Finance Section, Moretele Local Municipality, 4065 B Mathibestad.

Closing time: 30 October 2026 (bids opened in public immediately after).

Bids must be fully completed and initialled on every page; dismantling the bid document leads to automatic disqualification.

Late bids are not accepted.

Returnable documents (all must be submitted):

• Valid original SARS Tax Clearance Certificate and SARS PIN
• Company profile
• Certified ID of Director(s)
• Authority to Sign (with relevant resolution)
• Key personnel CVs and certified copies of qualifications
• Company registration documents
• Certified copy or original B-BBEE Status Level Validation Certificate
• Proof of Professional Body Registration(s)
• Municipal rates and taxes (not older than 3 months) / letter of good standing / lease agreement for company and directors
• Proof of purchase of tender documents
• Proof of bidder's banker
• Terms of Reference (methodology) and Project Plan
• Bank rating confirmation certificate
• Bidder's audited financial statements
• Company experience on similar projects
• Central Supplier Database (CSD) Registration Summary Report
• Form of Offer
• Briefing Certificate

Evaluation stages:

Stage 1 – Responsiveness: bids tested for completeness, signing, and compliance with returnable documents. Non-responsive bids are disqualified.

Stage 2 – Functionality: minimum qualifying score of 60 points (out of 100) to proceed to price and preference evaluation. Bids scoring below 60 are disqualified.

Functionality criteria (total 100 points):

• Company experience: 30 points (5+ similar projects = 30; 3-4 = 20; 1-2 = 10; 0 = 0)
• Total value of similar projects: 15 points (R2m+ = 15; R1m-R1.9m = 10; R800k-R999k = 5; R500k-R790k = 2)
• Key personnel: 20 points (Professional Planner registered with SACPLAN or Professional Land Surveyor registered with SAGC)
• Experience of key personnel: 15 points (5+ years = 15; 3-4 years = 10; 1-2 years = 5)
• Appropriateness of proposed approach and methodology: 20 points (all 3 points outlined = 20; 2 points = 10; 1 point = 5; none = 0)

Preference points: 80/20 system – 80 points for price, 20 points for specific goals.

Specific goals points (max 20):

• HDIs (no franchise before 1983/1993): 5 points
• 51% women's equity: 5 points
• Black person with disability: 2.5 points
• 51% youth-owned firm: 5 points
• Locality (domiciled in North West Province): 2.5 points

Tie-break: highest preference points, then highest functionality score.

Shortlisted bidders must make a presentation to the Bid Committee before final appointment.

Site inspection will be conducted by the Municipality to validate availability of vehicles and specialised equipment.

Scope: Appointment of a service provider for formalisation or land tenure upgrading in Syferkuil, Walman, Olverton and Wyonteen within Moretele Local Municipality.

Objective: Upgrade settlements to full title deeds; address improper ownership, land ownership conflicts, and enable proper billing and land use management.

Legislation: Spatial Planning and Land Use Management Act, 2013 (Act No. 16 of 2013).

Deliverables:

Survey:

• Review existing documentation, visit site, liaise with municipality and project manager
• Produce detailed topographical plan showing structures, pipelines, power lines, servitudes
• Prepare General Plan in accordance with approved layout plan
• Peg area and whitewash beacons
• Submit surveyed General Plan to Surveyor-General's office for approval
• After approval, submit: small scale diagram, A3 copies of approved General Plan, sepia copy (A0), DXF file on CD and USB

Planning:

• Locality and layout plan with contour lines and motivational memorandum
• Enumeration of households, land claims investigations, mineral rights report, land ownership and land rights investigations
• Servitudes, conditions of title, community participation information, availability of bulk services
• Traditional/community authority input, approvals from municipality, input from sector departments
• Title deed (certified copy), geotechnical report (Phase 1), 1:100 year flood line certificate, EIA/Basic Assessment Report, community resolution
• Opening of township register and proclamation of township

Social facilitation:

• Beneficiary survey report

Conveyancing:

• Transfer titles and any work required by project manager

Project management:

• Steering committee to be established; service provider responsible for sub-contractors' work
• Operational team comprising municipality officials and service provider

Capacity building:

• Skills transfer to municipality officials; proposals must indicate how this will be achieved

Monitoring:

• Regular progress reports and meetings as determined by project team

Reporting:

• All data and information becomes property of the municipality; must be surrendered at end of project; copyright vests in municipality

Duration: 36 months (three years) from date of appointment

Milestone payments:

• Phase 1: 10% (2 months) – inception report and project execution plan
• Phase 2: 30% (8 months) – status quo, withdrawal of existing general plans, draft scoping report, community resolutions, topographical map, land rights enquiries, technical investigation reports, land ownership transfers
• Phase 3: 20% (7 months) – lodging township establishment/formalisation applications, circulation for comments
• Phase 4: 20% (9 months) – approval of applications and layout plans
• Phase 5: 15% (7 months) – submission of survey records to Surveyor-General, approval of General Plans, opening of township registers, proclamation
• Phase 6: 5% (3 months) – retention fee and close-out report

Financial penalties for delay or non-compliance with time and quality requirements.

The proposal must include a Terms of Reference (methodology) and Project Plan. The methodology will be evaluated on: clear reporting mechanism, programme with clear timelines and outputs, indicators and means of verifying, proposed project management linked to milestones, timeframe and quality assurance steps, and proposed skills transfer. All three points outlined = 20 points, two = 10, one = 5, none = 0.

Key personnel requirements: Professional Planner registered with SACPLAN, or Professional Land Surveyor registered with SAGC. Valid registration certificate and letter of good standing from professional body must be attached. Team members must remain the same for the duration of the project; changes require prior approval. The Team Leader (Manager Planning Unit) and other key members must attend all Steering Committee Meetings. Company experience: 5+ similar projects = 30 points, 3-4 = 20, 1-2 = 10, 0 = 0. Total value of similar projects: R2m+ = 15, R1m-R1.9m = 10, R800k-R999k = 5, R500k-R790k = 2. Key personnel experience: 5+ years = 15, 3-4 years = 10, 1-2 years = 5. Provide proof of relevant experience from three references.

The municipality reserves the right to accept the whole or part of any bid and to re-advertise. Bids will be evaluated according to the 90/10 Preferential Procurement Policy Framework Act (though the evaluation section states 80/20 – note inconsistency). Shortlisted bidders must make presentations to the Bid Committee. Site inspection will be conducted to validate availability of vehicles and specialised equipment. Pre-bidding testing is for the bidder's account. The supplier's premises must be open for inspection by the purchaser's representative. Goods/services not complying with contract requirements may be rejected.

Pricing schedule: Total bid price (incl. VAT) to be stated. Prices remain firm for the duration of the contract (three years). The total amount includes all costs the bidder will bear in line with the scope of work. Payment within 30 days of invoice. Performance security required within 30 days of contract award (amount in Special Conditions of Contract). No contract with any bidder whose tax matters are not in order or whose municipal rates and taxes are in arrears.

Pricing: Total bid price (incl. VAT) to be stated on bid summary page.

Prices remain firm for the duration of the contract (three years).

Bid document fee: Non-refundable R500.00 payable on collection of bid documents.

Payment: Within 30 days of invoice submission.

Performance security: Required within 30 days of contract award, amount specified in Special Conditions of Contract (not stated in document).

No contract with any bidder whose tax matters are not in order (SARS must certify).

No contract with any bidder whose municipal rates and taxes are in arrears.

Variation orders: Changes up to 15% of contract value may be instructed.

CSD registration: Central Supplier Database Registration Summary Report required.

Tax: Valid original SARS Tax Clearance Certificate and SARS PIN required.

B-BBEE: Certified copy or original B-BBEE Status Level Validation Certificate required.

Professional registration: Proof of Professional Body Registration(s) required.

Company registration: Company registration documents required.

Municipal rates and taxes: Not older than 3 months, or letter of good standing, or lease agreement for company and directors.

Key personnel: Professional Planner registered with SACPLAN, or Professional Land Surveyor registered with SAGC. Valid registration certificate and letter of good standing from professional body must be attached.

Team members must remain the same for the duration of the project; changes require prior approval from the municipality.

Financial capacity: Audited financial statements and bank rating confirmation certificate required.

Experience: Company experience on similar projects (formalisation/land tenure upgrading/township establishment) with appointment letters and completion certificates.

Contract duration: 36 months (three years) from date of appointment. Prices remain firm for the contract duration. Financial penalties for delay or non-compliance with time and quality requirements. Performance security required within 30 days of contract award (amount in Special Conditions of Contract). Payment within 30 days of invoice. Variation orders up to 15% of contract value. No assignment without prior written consent. Subcontracts must be notified in writing. All data and information becomes property of the municipality; copyright vests in municipality. The contract is governed by South African law. No contract with any bidder whose tax matters are not in order or whose municipal rates and taxes are in arrears.

Evaluation is in two stages. Stage 1 – Functionality: minimum qualifying score of 60 points. Stage 2 – Price and preference: 80/20 system (80 points price, 20 points specific goals). Functionality criteria include company experience (30 points), total value of similar projects (15 points), key personnel registration (20 points), key personnel experience (15 points), and appropriateness of proposed approach and methodology (20 points). Specific goals points: HDIs (5), 51% women's equity (5), black person with disability (2.5), 51% youth-owned firm (5), locality in North West Province (2.5). Shortlisted bidders must present to the Bid Committee. Site inspection will validate availability of vehicles and specialised equipment.