Hire of a 20-Ton long arm excavator and 10 m³ tipper truck for housekeeping at velddrif wwtw (fq 8/2/53-2026 / MN229-2026)

Closing

• Thursday, 08 October 2026 at 12:00 — sealed quotations due in the bid box; opened in public.

No compulsory briefing or site visit is specified.

Technical enquiries

• Name: Wikus Burger
• Role: Technical / specifications
• Telephone: 022 913 6000
• Email: [email protected]

Supply chain management enquiries

• Name: C. Julius (Coellin Julius)
• Role: SCM / administrative
• Telephone: 022 913 6121 / 022 913 6000
• Fax: 022 913 1380
• Email: [email protected]

Quotation documents

• Available free on www.bergmun.org.za, or as a hard copy from the SCM Unit at a non-refundable R70.00 fee.

Submission address

Bergrivier Municipality

13 Kerk Street (13 Church Street)

Piketberg

7320

Postal address

Bergrivier Municipality

PO Box 60

Piketberg

7320

Site

Velddrif Wastewater Treatment Works

Coordinates: 32°46'36.27"S, 18°10'25.82"E

Submission method

• Sealed envelope, hand-delivered to the bid box or posted.
• Envelope endorsement: "FQ 8/2/53-2026 / MN229-2026: Hiring of a 20-Ton long arm excavator for housekeeping at Velddrif WWTW", together with the bidder's name and address.
• Bid box: Bergrivier Municipality, 13 Kerk Street (13 Church Street), Piketberg, 7320. Accessible 24 hours a day, seven days a week.
• Postal address: Bergrivier Municipality, PO Box 60, Piketberg, 7320.
• Closing time: 12:00 on Thursday, 08 October 2026; quotations are opened in public.
• Quotations must be completed in black ink on the original quotation documentation.

Disqualification risks

• Late, incomplete, faxed or emailed quotations are not accepted.
• A bid addressed to a municipal official in a personal capacity is disqualified immediately.
• Proof of dispatch by a courier is not proof of receipt; the bidder carries the risk of the bid reaching the box.
• Bids without the complete set of required documents will not be considered.

Returnable documents

• MBD 1 (Invitation to Bid): bidder details and signed offer.
• MBD 3.2 (Pricing Schedule – Firm Prices): fixed prices only.
• MBD 4 (Declaration of Interest): discloses any director, shareholder or representative in the service of the state.
• MBD 6.1 (Preference Points Claim Form): claims price, locality and B-BBEE preference points.
• MBD 7.1 (Contract Form – Purchase of Goods/Works): signed by the bidder and, on award, by the municipality.
• MBD 8 (Declaration of Bidder's Past Supply Chain Management Practices).
• MBD 9 (Certificate of Independent Bid Determination): certifies the price was set without collusion.
• MBD 10 (Certificate for Payment of Municipal Services).
• Quotations above R30 000.00 (VAT included) must include the completed MBD documentation.
• Tax Compliance Status PIN or CSD number (MAAA...).
• Originally certified B-BBEE certificate or sworn affidavit.
• Recent municipal account of the company (not older than 90 days) and of all directors/shareholders; lease agreement where premises are rented; affidavit where no property is registered in the bidder's name.
• Excavator documentation, operator certificate and operator medical certificate; truck Natis document and driver's licence.
• At least three contactable references.

Quotations above R30 000.00 (VAT included) must include the completed MBD documentation: MBD 4 (Declaration of Interest), MBD 7, MBD 8, MBD 9 and MBD 10. Bidders must furnish the company name, postal and street addresses, telephone, cellphone, facsimile, email, VAT registration number, Tax PIN and tax reference number, and CSD number (MAAA...). Attachments required: an original and valid tax clearance certificate or TCS PIN; a B-BBEE status level verification certificate or sworn affidavit (MBD 6.1); a recent municipal account of the company not older than 90 days; recent municipal accounts of all directors/shareholders; the latest valid lease or lodging agreement where applicable; and an affidavit confirming that no property is registered in the bidder's name where applicable.

System

• 80/20 preference point system under the Preferential Procurement Regulations, 2022 and Council's Supply Chain Management Policy.

Points (requirements below R50 million)

• Price: 80
• Specific participation goals: 10
• B-BBEE status level: 10
• Total: 100

Locality points within the 10 participation goals

• Bergrivier municipal jurisdiction: 10
• West Coast district jurisdiction: 5
• Western Cape Province: 3
• South Africa: 2

B-BBEE points (80/20 system)

• Level 1: 10; Level 2: 8; Level 3: 6; Level 4: 4; Levels 5 to 8: 2; non-compliant contributor: 0.

Process

• The Preferential Points Claim Form (MBD 6.1) must be completed and signed; failing to complete or sign it is treated as not claiming preference points.
• Points are calculated after prices are brought to a comparative basis and rounded to two decimal places.
• The highest points score wins; on a tie, the bid with the higher points for specified goals wins.
• The municipality may require a bidder to substantiate any preference claim before or after adjudication.
• The municipality is not bound to accept the lowest or any quotation and may accept part of a quotation.

Scope

• Hire of a 20-ton long arm excavator for general housekeeping and loading at Velddrif Wastewater Treatment Works.
• Hire of a 10 m³ tipper truck to move loads to and from the adjacent transfer station.
• Site coordinates: 32°46'36.27"S, 18°10'25.82"E.

Excavator requirements (non-compliance makes the quotation non-responsive)

• Komatsu PC 200 (2009 model or newer) or equivalent.
• Net power: not less than 110 kW.
• Reach: between 13 and 15 metres.
• Preferred bucket: sieve/skeleton bucket together with a normal bucket, as most of the work is clearing reeds and overgrowth.

Rates and costs

• The machine hire rate must be an all-in wet rate covering operator, fuel, security and accommodation.
• Transport of the excavator from the depot to Velddrif WWTW and back is priced separately.

Documentation to submit

• Excavator documentation, plus the operator's certificate and medical certificate.
• Truck Natis document and the driver's licence.
• Missing documentation makes the quotation incomplete.

Availability and measurement

• Machines must be available within five working days of an order or call-out email.
• A penalty of R1 000.00 per day applies for each day the excavator or truck is unavailable after the fifth working day.
• Machine hours are recorded at the start and end of the work and used for payment claims; the machine must have a working hour meter.

Experience

• At least three contactable references for similar work completed in the last five years, with entity name, description of work, contact person and contact details. Fewer than three references means the quotation is not evaluated.

At least three contactable references for similar projects or works completed in the last five years must be provided, listing the entity name, description of work, contact person and contact details. A quotation with fewer than three references will not be evaluated.

Pricing is submitted on MBD 3.2 (Firm Prices) with three line items: transport of the excavator from the depot to Velddrif WWTW and back; general housekeeping charged per hour; and hire of the 10 m³ tipper truck charged per hour for loads to and from the adjacent transfer station. All amounts include VAT. The machine hire rate must be an all-in wet rate covering operator, fuel, security and accommodation. Only fixed prices are accepted and the offer must remain valid for 120 days.

Pricing

• Fixed prices only; firm and non-firm prices, including prices subject to exchange rate variation, are not accepted.
• Prices must be inclusive of VAT (non-VAT vendors quote exclusive).
• Pricing schedule items: transport of the excavator to and from the depot; general housekeeping at a rate per hour; hire of the 10 m³ tipper truck at a rate per hour.
• Where different delivery points affect pricing, a separate pricing schedule is required for each point.

Validity

• The offer must remain valid and binding for 120 days from the closing date.

Budget adjustment

• The municipality may adjust the scope or quantity up or down to stay within budget.

No bid security, performance guarantee or retention is specified.

Registration and tax

• Registration on National Treasury's Central Supplier Database is compulsory to do business with Bergrivier Municipality; the CSD number starting MAAA must be submitted.
• A Tax Compliance Status PIN (or a printed TCS certificate) must be submitted; failure may invalidate the bid.
• Consortia, joint ventures and subcontractors must each submit their own TCS certificate/PIN and CSD number.

B-bbee

• An originally certified B-BBEE certificate or originally certified sworn affidavit must be submitted.
• Certificates must come from a SANAS-accredited verification agency; EMEs and QSEs may submit a sworn affidavit.
• Not submitting it does not make the bid non-responsive, but scores 0 B-BBEE points.

Locality claims

• To claim specific participation goals, attach the CIPC business registration and, for an SMME, proof of the business address as a municipal account in the personal or business name.

Municipal accounts

• A recent municipal account for the company (not older than 90 days) and for all directors/shareholders must be attached.
• If premises are leased, rented or lodged, attach the latest valid agreement; if no property is registered in the bidder's name, submit an affidavit confirming this.

Exclusion

• No quotation will be considered from a person in the service of the state, as defined in the Municipal SCM Regulations.

Returnable forms

• MBD 1, MBD 3.2, MBD 4, MBD 6.1, MBD 7.1, MBD 8, MBD 9 and MBD 10 must be completed and signed; quotations above R30 000.00 (VAT included) must include the full MBD set.

An originally certified B-BBEE certificate or originally certified sworn affidavit must be submitted; failure does not make the bid non-responsive but scores 0 B-BBEE points. Certificates must be issued by a SANAS-accredited verification agency; EMEs and QSEs may submit a sworn affidavit. A certified copy or original is compulsory. B-BBEE points under the 80/20 system: Level 1 = 10, Level 2 = 8, Level 3 = 6, Level 4 = 4, Levels 5 to 8 = 2, non-compliant = 0. To claim locality goals, attach the CIPC business registration and, for an SMME, a municipal account in the personal or business name as proof of the business address.

The excavator operator must have a valid operator certificate and a medical certificate, both submitted with the quotation. The machine hire rate must cover operator, fuel, security and accommodation. No separate OHS plan or safety file is specified.

The contract incorporates the General Conditions of Contract (GCC) and any special conditions, together with the invitation to bid, tax clearance, pricing schedules, technical specifications, preference claims, declaration of interest, declaration of past SCM practices, certificate of independent bid determination and special conditions of contract. The GCC covers payment, prices, variation orders, assignment, subcontracting, delays, penalties, termination for default and insolvency, anti-dumping duties, force majeure, dispute settlement, limitation of liability, governing language, applicable law, notices, taxes and duties, transfer and amendment of contracts, and prohibition of restrictive practices. The successful bidder must complete and sign the written contract form (MBD 7.1); a binding contract arises only when the municipality accepts the offer.

Prices must be fixed, include VAT and remain valid and binding for 120 days from the closing date. A firm delivery period must be stated. Machines must be available within five working days of an order or call-out email; a penalty of R1 000.00 per day applies for each day the excavator or truck is unavailable after the fifth working day. Machine hours are checked at the start and end of the work and used for payment claims; a working hour meter must be fitted. The municipality is not obliged to accept the lowest or any quotation, may accept any quotation or part of it, and may procure more items where prices are cost effective.

CSD registration is compulsory to do business with Bergrivier Municipality; the MAAA number, generated on successful registration and validation, must be submitted together with a Tax Compliance Status PIN. Failure to submit either may invalidate the bid. Only quotations completed in black ink on the original documentation are accepted; late, incomplete, faxed or emailed quotations are rejected. The excavator must be a Komatsu PC 200 (2009 or newer) or equivalent with at least 110 kW net power, a reach of 13 to 15 metres and a sieve/skeleton bucket with a normal bucket; non-compliance makes the quotation non-responsive. Excavator and operator documentation (operator certificate and medical) and truck documentation (Natis document and driver's licence) must be included, failing which the quotation is incomplete.

Evaluation uses the 80/20 preference point system under Council's SCM Policy. For requirements below R50 million: price 80 points, specific participation goals 10 points and B-BBEE 10 points, totalling 100. Locality points within the participation goals: Bergrivier jurisdiction 10, West Coast 5, Western Cape 3, South Africa 2. For requirements above R50 million the split is price 90, participation goals 5 (Bergrivier 5, West Coast 3, Western Cape 1, South Africa 1) and B-BBEE 5. The highest points score wins; points are calculated after prices are compared and rounded to two decimals; a tie is decided on points for specified goals.