Objectives

The primary objective is to procure and deliver 200 cubic metres of high-quality river sand to support municipal infrastructure maintenance and construction projects, specifically within the Roads and Stormwater division. The municipality seeks a reliable, compliant service provider that ensures material quality, adheres to national procurement legislation, delivers value for money, and contributes to socio-economic transformation through structured preferential procurement mechanisms.

Scope

The contract encompasses the complete supply, transport, and delivery of 200m³ of approved river sand to a designated municipal depot. Quotations must remain valid for 120 days. Award decisions will follow a weighted evaluation process prioritising relevant specifications, value for money, execution capability, and compliance with the Preferential Procurement Policy Framework Act. The municipality reserves the right to accept partial bids or reject any submission. All deliveries require prior scheduling confirmation, and uncoordinated shipments will be refused and excluded from payment. The contract is governed by standard General Conditions of Contract (GCC) and associated municipal procurement regulations.

Technical Requirements

• Quantity: 200 cubic metres.
• Material Quality: Clean river sand completely free from clay, silt, organic matter, rubbish, and other deleterious substances. Must be well-graded and fully compliant with applicable South African National Standards (SANS) for construction-grade aggregate.
• Sourcing & Verification: Material must be extracted from legally authorised and municipally approved extraction sites. Every delivery is subject to on-site inspection by municipal officials to verify compliance before acceptance.
• Delivery Protocol: Strict adherence to pre-arranged delivery windows is mandatory. Materials arriving without confirmed authorisation will not be accepted or compensated.
• Submission Documentation: Bids must include a signed quotation on company letterhead, proof of Central Supplier Database (CSD) registration, Tax Compliance Status (TCS) PIN, valid B-BBEE certificate, company registration documents, VAT certificate (if applicable), reference list, and proof of physical address.

Skills and Experience Requirements

No explicit minimum years of experience are stipulated; however, bidders must demonstrate proven capability to execute bulk construction material supply contracts. Required competencies include logistical planning for timely heavy-vehicle deliveries, technical knowledge of SANS grading standards for aggregates, and administrative proficiency in managing public-sector compliance documentation. Contractors must also exhibit operational experience in navigating municipal procurement cycles, maintaining active tax and regulatory registrations, and fulfilling standard government contractual obligations without disruption.

Unusual or Complicated Terms

• PPPFA Preference Point System: Evaluations utilise either an 80/20 or 90/10 weighting model (price versus specific goals). Additional points are awarded based on ownership demographics (100% or 51% black ownership) and enterprise geographic location (local municipality, district, or provincial level).
• CSD & TCS Mandates: Registration on the Central Supplier Database and possession of an active SARS-issued Tax Compliance Status PIN are compulsory. Bids lacking verified credentials are automatically disqualified.
• Performance Security & Warranty: Following award, the contractor may be required to furnish performance security via bank guarantee or certified cheque. A standard 12-month warranty applies from delivery acceptance, covering defects in materials or workmanship under normal use.
• Delay Penalties & Termination Rights: Late deliveries incur daily financial penalties calculated at the prevailing prime interest rate. The municipality retains unilateral rights to terminate for default, impose procurement restrictions of up to ten years for fraudulent or corrupt conduct, and recover costs for substitute procurement.
• Independent Bid Determination Declaration: Bidders must sign a statutory affidavit confirming no collusive arrangements, market allocation agreements, or price-fixing discussions with competitors, in strict alignment with national competition legislation.