Review of moretele local municipality land use scheme 2026 – tender in north west

The municipality seeks a suitably qualified and experienced professional service provider to review the current Land Use Scheme (2018). The review is necessitated by inaccuracies in scheme clauses and maps, lack of land use definitions, inconsistencies between use zone tables and the land use matrix, and maps that do not match the ground or cadastre. The project must produce a simplified yet comprehensive Land Use Scheme covering the entire municipal area, aligned with the municipal SDF, SPLUMA, and national/provincial policies. The LUS must include scheme regulations, zoning maps, a register of amendments, and give effect to SPLUMA development principles (spatial justice, sustainability, efficiency, resilience, good administration). The final product must be delivered in both hard and electronic formats, with GIS-compatible data and metadata.

Compulsory briefing session: 30 September 2026 at 10:00 (venue not stated in the document).

Bid documents available on E-Tender from 23 September 2026.

Closing date: 12 October 2026 (time not stated; bids opened in public at closing).

Supply chain enquiries:

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

Technical enquiries:

• Contact: Ms Latani Nemavhola
• Telephone: (012) 716 1320 / 1321

Submission address:

Finance Section

Moretele Local Municipality

4065 B Mathibestad

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

Closing time: 12 October 2026 (time not stated; bids opened in public at closing).

Bids must be fully completed and initialled on every page; dismantled bid documents lead to automatic disqualification.

Late bids will not be accepted.

Returnable documents (all must be submitted):

• Valid original SARS Tax Clearance Certificate and PIN
• Company profile
• Certified ID of Director(s)
• Authority of Signature (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 (receipt for R500 fee)
• 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 (attendance at compulsory briefing)

Disqualification risks:

• Dismantling the bid document
• Not initialling or completing the document
• Not complying with the full scope of work
• Not completing or signing the offer portion
• Failing to clarify or submit supporting documentation within the time requested by the employer

Evaluation stages:

Stage 1 – Responsiveness: bids tested for proper receipt, full completion and signing, and responsiveness to bid requirements.

Stage 2 – Functionality: minimum qualifying score of 70 points (per one section) or 60 points (per another section); the document is inconsistent — treat the higher threshold as the safer assumption. Bids scoring below the threshold are disqualified.

Functionality criteria (max 100 points):

• Company Experience (30 points): 5 or more similar projects = 30; 3–4 = 20; 2–3 = 10; 0 = 0
• Total value of land use scheme related projects (15 points): R1.5m+ = 15; R1.0m–R1.4m = 10; R700k–R900k = 5; R400k–R690k = 2
• Key Personnel (20 points): Professional Planner registered with SACPLAN (10 points) + copy of valid registration certificate (10 points)
• Key Personnel Experience (15 points): 5+ years = 15; 3–4 years = 10; 1–2 years = 5
• Methodology (20 points): appropriateness of approach, reporting mechanism, timelines, project management, quality assurance, skills transfer

Preference points:

• 80/20 system applies: 80 points for price, 20 points for B-BBEE contribution level.
• Specific goals (80/20 system): HDIs (5 points), 51% women's equity (5 points), black person with disability (2.5 points), 51% youth-owned firm (5 points), locality (contractors domiciled in North West Province) (2.5 points).

Tie-break: if equal total points, the bid with the highest B-BBEE preference points wins; if still equal, the bid with the highest functionality score wins.

Shortlisted bidders must make a presentation to the Bid Committee before final appointment. The municipality will conduct a site inspection to validate availability of vehicles and specialised equipment.

Scope: Review and amend the Moretele Local Municipality Land Use Scheme, 2018, covering the entire municipal area.

Objectives:

• Produce a simplified yet comprehensive Land Use Scheme (LUS) consistent with the municipal SDF and SPLUMA.
• Address discrepancies between scheme maps and clauses, lack of land use definitions, and inconsistencies with cadastre.
• Promote economic growth, social inclusion, efficient development, and minimise impact on public health and natural resources.

Deliverables:

• Final consolidated LUS document (hard copy and electronic in MS Word) including zoning register, maps, tables, and graphics.
• All maps as electronic image files (JPEG, Bitmap, GIF, etc.).
• All zoning information in GIS-compatible formats (shapefile, geodatabase, layer file, data package, .aprx project files) with metadata per ISO 19115 and Spatial Data Infrastructure Act.
• Map series covering the entire municipal jurisdiction; maps must be A4, numbered, legible, with title, north arrow, legend, scale bar, and consistent template.
• Copies of LUS for consultation distributed a week before progress meetings.

Tasks (as listed):

• Assess relevance of existing legislation (SPLUMA, NEMA, NHRA, Removal of Restrictions Act, etc.) and policies.
• Compile integrated zoning scheme and regulations.
• Digitise zoning maps in GIS and link to database.
• Evaluate and design application forms and approval procedures.
• Establish model conditions of approval.
• Update zoning register.
• Identify delegation of decision-making.
• Identify development incentives.
• Formulate enabling legislation.
• Prepare a user-friendly reference manual.

Project management:

• Steering committee to be established after appointment.
• Service provider responsible for sub-contractors' work.
• Skills transfer to municipality officials required.
• Regular progress reports and meetings; frequency set by project team.

Duration: 9 months from date of appointment (36 weeks).

Payment schedule (milestone-based):

• Phase 1: Detailed Inception Report – 10% payable, 2 weeks
• Phase 2: Research, Analysis and Recommendations – 20% payable, 6 weeks
• Phase 3: Draft report and supporting materials – 30% payable, 8 weeks
• Phase 4: Consultation and Amendments – 15% payable, 9 weeks
• Phase 5: Final Report and Supporting material – 15% payable, 6 weeks
• Phase 6: Retention fee and close out report – 10% payable, 5 weeks

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

Bidders must submit a Terms of Reference (methodology) and Project Plan as part of the returnable documents. The methodology will be evaluated on appropriateness, including clear reporting mechanisms, a programme with timelines and outputs, indicators and means of verification, project management linked to milestones, and proposed skills transfer. The project must be completed in 9 months (36 weeks) with milestone-based payments as per the project cost and time frame table. The service provider must gather information from relevant disciplines and officials; the municipality will provide a letter to support information requests but the provider is responsible for collection. Regular progress reports and meetings are required.

Required experience and qualifications:

• Company experience: at least 2 similar projects (land use scheme review/development) with a total value of R400,000 or more to score points; 5 or more projects score maximum points.
• Key personnel: a Professional Planner registered with SACPLAN (copy of valid registration certificate and letter of good standing required).
• Key personnel experience: 5+ years of progressively responsible professional work in land use scheme development/review, with client testimonies and evidence.
• Team skills: town/urban and regional/development planning, land use survey experience, GIS proficiency (database development, imagery processing), understanding of cadastral data, research/analytical/writing/communication skills, land legal issues, project management, facilitation and translation, strategic thinking.
• Submit a list of team members with names, qualifications, experience, and roles; CVs for all directly contributing personnel.
• Team members must remain the same for the project duration; changes require prior approval.
• The Team Leader, Town Planner, GIS Professional, and Land Legal Expert must attend all Steering Committee meetings.

Quality requirements are embedded in the evaluation criteria: the proposed methodology must include clear reporting mechanisms, a programme with timelines and outputs, indicators and means of verification, project management linked to milestones, and quality assurance steps. The municipality will conduct inspections, tests and analyses as per GCC clauses; costs of failed inspections are borne by the supplier. The final LUS must meet specified quality standards: legible maps, consistent templates, proper cartographic principles, and GIS data with metadata per ISO 19115. Financial penalties apply for non-compliance with time and quality requirements.

Pricing must be submitted as a total bid price (incl. VAT) covering all costs in line with the scope of work. Prices remain firm for the duration of the contract (three years). Payment is milestone-based as per the project cost and time frame table: Phase 1 (10%), Phase 2 (20%), Phase 3 (30%), Phase 4 (15%), Phase 5 (15%), Phase 6 (10%). The bid document fee of R500 (non-refundable) must be paid on collection and proof attached. Performance security is required within 30 days of contract award (amount not specified in the document).

Bid document fee: R500.00 (non-refundable), payable on collection; proof of purchase must be attached.

Pricing: Total bid price (incl. VAT) must cover all costs in line with the scope of work. Prices remain firm for the duration of the contract (three years).

Payment: Milestone-based as per the project cost and time frame table (see technical specifications).

Performance security: Within 30 days of contract award, the successful bidder must furnish performance security in the amount specified in the Special Conditions of Contract (amount not stated in the document). Forms acceptable: bank guarantee, irrevocable letter of credit, or cashier's/certified cheque. Security returned within 30 days after completion of obligations.

Financial capacity: Bidder's audited financial statements and bank rating confirmation certificate are required as returnable documents.

Mandatory registrations and certificates:

• Valid original SARS Tax Clearance Certificate and PIN
• Central Supplier Database (CSD) Registration Summary Report
• Certified copy or original B-BBEE Status Level Validation Certificate (level not specified in the document; the 80/20 preference system applies)
• Company registration documents (CIPC)
• Proof of Professional Body Registration(s)
• Municipal rates and taxes / letter of good standing / lease agreement (not older than 3 months) for company and directors

Key personnel requirements:

• Professional Planner registered with the South African Council for Planners (SACPLAN) – copy of valid registration certificate and letter of good standing required.
• Team must include Town/Urban and Regional/Development Planner, GIS Professional, Land Legal Expert, and Project Manager.
• Team members cannot be changed without prior approval from the municipality.
• Team Leader, Town Planner, GIS Professional, and Land Legal Expert must attend all Steering Committee meetings.

Other compliance:

• Bidders must be eligible for the B-BBEE preference points claimed; the municipality will verify all information and incorrect information leads to automatic disqualification.
• Bidders must be willing to make a presentation if shortlisted and allow site inspection to validate vehicles and specialised equipment.

No specific health and safety requirements are stated in the document beyond general GCC clauses on inspections and the supplier's obligation to permit access to premises. The project is a professional services contract (land use scheme review) and does not involve construction or physical works.

The LUS must take cognisance of environmental management instruments and comply with environmental legislation (e.g., NEMA). The scheme must promote orderly and harmonious development without sacrificing the natural environment, minimise impact on public health and natural resources, and include provisions for environmental management zones and environmental planning areas. The project must align with the municipal SDF and national/provincial policies.

The contract is governed by the General Conditions of Contract (GCC) and any Special Conditions of Contract (SCC) that take precedence in case of conflict. Key obligations: the supplier must not disclose contract documents or information without prior written consent; the municipality retains intellectual, copyright and patent rights to all documentation and data produced; the supplier must permit inspection and audit of records. Performance security must be furnished within 30 days of contract award, in the form of a bank guarantee, irrevocable letter of credit, or cashier's/certified cheque. The supplier may not assign obligations without prior written consent. Variation orders are limited to changes not exceeding 15% of the original contract value. Delays attract penalties; termination for default, insolvency, and force majeure provisions apply. All data and information collected remains the property of the municipality and must be surrendered at project end; it cannot be used or shared without written permission.

Evaluation is in two stages. Stage 1 – Functionality: bidders must score a minimum of 70 points (per one section) or 60 points (per another section) to proceed; the document is inconsistent, so treat the higher threshold as the safer assumption. Functionality criteria: Company Experience (30 points), Total Value of land use scheme projects (15 points), Key Personnel (20 points), Key Personnel Experience (15 points), Methodology (20 points). Stage 2 – Price and preference: 80/20 system applies (80 points price, 20 points B-BBEE). Specific goals: HDIs (5), 51% women's equity (5), black person with disability (2.5), 51% youth-owned firm (5), locality in North West (2.5). Tie-break: highest B-BBEE points, then highest functionality. Shortlisted bidders must present to the Bid Committee; site inspection will validate vehicles and equipment.