Objectives

The primary objective of this tender is to secure a qualified supplier capable of sourcing, transporting, and delivering specified hot and cold asphalt materials to designated municipal locations within the Knysna Municipality jurisdiction. The municipality seeks to ensure cost-effective procurement, reliable delivery schedules, and strict compliance with national preferential procurement legislation and municipal supply chain management regulations.

Scope

The contract covers the supply and delivery of asphalt materials priced per ton to two primary destinations: Knysna and Sedgefield. The procurement includes:

• 6.7mm Cold Mix Asphalt (50/70 bitumen)
• Colto Medium Continuously Graded Asphalt (50/70 bitumen)

The estimated maximum contract value is R300,000.00. The supplier is responsible for all logistics related to material handling, transportation, and site delivery. Payment is contingent upon the submission of official weighbridge documentation verifying each delivery batch.

Technical Requirements

• Material Specifications: Delivery of asphalt mixes matching the specified gradation and binder grade (50/70 penetration grade bitumen).
• Delivery & Documentation: Strict adherence to municipal delivery schedules and provision of original weighbridge slips for every consignment before payment authorization.
• Compliance Documentation: Valid company registration, current Tax Clearance Certificate, certified B-BBEE verification certificate, and proof that neither the company nor its directors hold municipal account arrears exceeding three months.
• Contractual Obligations: Adherence to the General Conditions of Contract, including a 12-month warranty period, acceptance of quality inspections, penalty clauses for delayed deliveries, and strict prohibition of collusive bidding practices.

Skills and Qualifications Requirements

While the tender focuses on material supply rather than construction execution, bidders must demonstrate:

• Operational capacity to source, store, transport, and deliver bulk asphalt materials safely and efficiently.
• Administrative competence to manage invoicing, weighbridge reconciliation, and statutory compliance reporting.
• Proven commercial track record, verified through past performance declarations and confirmation of non-inclusion on the National Treasury’s Register for Tender Defaulters.
• Ability to navigate South Africa’s preferential procurement scoring system, particularly regarding B-BBEE status claims.

Explanation of Unusual or Complicated Terms

• Colto Medium Continuously Graded: A standardized asphalt mixture featuring a smooth, continuous distribution of aggregate sizes. It is commonly used for road base or surface layers due to its superior compaction characteristics and load-distribution properties.
• 50/70 Bitumen: A penetration-grade bitumen binder where the numbers indicate the standard penetration test values in tenths of a millimeter. This grade denotes moderate stiffness, making it suitable for general road construction in temperate climates.
• Weighbridge Slips: Certified weight tickets issued by an accredited weighing facility. They serve as the definitive proof of delivered quantity and are a mandatory prerequisite for invoice processing and payment release.
• 80/20 Preference Point System: A procurement evaluation method where 80% of the total score is allocated to the submitted price, and 20% is awarded based on socio-economic goals, primarily the supplier’s Broad-Based Black Economic Empowerment (B-BBEE) certification level.
• Force Majeure & Collusive Bidding: Standard legal provisions. Force majeure refers to unforeseeable, uncontrollable events that may excuse performance delays. Collusive bidding (bid-rigging) is a prohibited practice where competitors secretly coordinate to manipulate prices or outcomes, subject to severe penalties including contract cancellation, financial recovery, and public sector blacklisting.