Objectives

The City of uMhlathuze aims to procure a reliable supplier for urban road maintenance materials within a simplified procurement threshold of less than R300,000 (including VAT). The primary objective is to secure the timely supply and delivery of ready-mix cold tar while ensuring full compliance with municipal supply chain management regulations, statutory documentation requirements, and national preferential procurement policies.

Scope

The tender covers the supply and delivery of 3,000 units of ready-mix cold tar packaged in 20kg bags. Delivery must be completed at the Empangeni Urban Roads Depot. Quotations must be submitted by 12:00 on 7 September 2026. Pricing is fixed upon submission, with no post-submission increases permitted except for statutory adjustments such as VAT. The procurement follows a streamlined process for low-value goods contracts.

Technical Requirements

• Product Specification: Ready-mix cold tar supplied exclusively in 20kg bags.
• Delivery Logistics: Direct delivery to the designated municipal depot with agreed lead times.
• Documentation: Completed RFQ form, MBD 4 (Declaration of Interest), MBD 8 (Past SCM Practices), MBD 9 (Independent Bid Determination), valid Tax Compliance Certificate, Letter of Good Standing, proof of Central Suppliers Database (CSD) registration, proof of Municipal Council Database registration, rate & tax invoice or certified lease/affidavit for the company and all directors, and a contractor SHE Risk Management file.
• Formatting Rules: All quotations must be completed in black ink. Any manual alterations to prices or terms must be countersigned by the bidder; unsigned alterations result in immediate disqualification.
• Scoring Model: An 80:20 preferential procurement system applies, allocating 80% of evaluation points to price and 20% to socio-economic development goals. Claimed points require attached documentary proof.

Skills Requirements

No specialized trade certifications or advanced technical qualifications are explicitly mandated. However, bidders must demonstrate proven logistical capacity to source, store, handle, and deliver bulk construction materials safely and efficiently. Familiarity with South African public procurement compliance, health and safety documentation standards, and accurate administrative bid preparation is essential. Given the strict disqualification criteria for missing or improperly signed documents, strong attention to detail and supply chain coordination skills are critical for successful execution.

Explanation of Key Terms

• Cold Tar: A pre-mixed bituminous road maintenance material that remains workable at ambient temperatures, eliminating the need for on-site heating equipment typically required for traditional hot asphalt.
• MBD Forms: Standardized Municipal Bid Document templates used across South African local governments to enforce legal compliance, disclose conflicts of interest, and prevent collusive bidding practices.
• CSD Registration: Mandatory enrollment in the National Treasury’s Central Suppliers Database, which verifies a supplier’s tax clearance, regulatory standing, and eligibility to contract with public entities.
• 80:20 Preferential System: A procurement scoring framework where 80% of points are awarded based on competitive pricing, and 20% are allocated toward transformation targets such as black ownership, female/youth/disabled leadership, and rural township enterprise development.