Mossel Bay Municipality
Procurement

CONTACT
Supply Chain Management
Second floor, Main Building, 101 Marsh Street, Mossel Bay
Enquiries: 044 606 5000

DOCUMENTS

Click to view Current Formal Written Quotations. Over R30 000 and up to R300 000.

Click to view  Current Tenders. More than R300 000.

Click to view previous Tenders Awarded. Over R300 000.

Click to view previous Formal Written Quotations Awarded

Click to view Tenders Cancelled

Click to view Formal Written Quotations Cancelled

Click to view Bids Received on Time 

GENERAL

The Mossel Bay Municipality procures goods and services from a wide range of service providers and suppliers for services and goods required for the services delivered to the community and the expansion and maintenance of municipal infrastructure.  This municipality encourages reputable service providers and suppliers to take the necessary steps to enter into a potential working relationship with the municipality.

The Municipality is strictly regulated by the Municipal Finance Management Act (MFMA) No.56 of 2003 and the Municipal Supply Chain Management Regulations that requires different procurement processes, depending on the scope and size of the service/ goods required.

The purpose of the supply chain management systems is to give effect to the provisions of the Constitution, the Municipal Finance Management Act and its Regulations as well as the Preferential Procurement Policy Framework Act 5 of 2000 (PPPFA).

The Municipality's Supply Chain Management Policy inter alia gives effect, as is required by law, to the Preferential Procurement Regulations, 2022. In terms of this Regulation, a points evaluation system must be applied to all bids or quotations above R30 000, including VAT.

FOLLOW THE STEPS BELOW TO BECOME A SUPPLIER/SERVICE PROVIDER OF THIS MUNICIPALITY

The first step for all prospective suppliers/service providers is to register on the Central Supplier Database, via the online link below.

Click here to start the online registration process.

You will need the following to register:

• Business Certificate (if not a sole proprietor)
• A South African barcoded identification (ID) number.
• A valid Tax Clearance Certificate (TCC) obtainable from the Receiver of Revenue (SARS).
• A credible bank account.
• If your service requires professional registration, you must have proof of registration and/or a registration number with the relevant industry regulatory body must be provided.
• BEE Certificate/Sworn affidavit, where applicable.

Access to an e-mail account and cell phone.

Services or Goods with transaction value up to R2 000 (all applicable taxes included) require just one quote and departments may request a quote directly from the service provider/supplier. These are petty cash transactions and invoices received are settled in cash after the delivery and rendering of the goods or services.  

Services or Goods with transaction value over R2 000 up to R30 000 (all applicable taxes included) follow an informal request for quote (RFQ) process and at least three quotes must be obtained via the Supply Chain Management Office. An e-mail will be sent to suppliers/service providers listed on the Central Supplier Database (CSD) to request a quote.  The evaluation will be based on 80 points for price (lowest price scores the highest points) and a maximum of 20 points for locality. 

Locality points are determined as follows (if required proof was attached to the submission):

A service provider/supplier can commence the service or supply the goods once they have received the official signed and numbered order form from the Municipality. On delivery, the service provider/supplier must submit an invoice on which the order number is clearly displayed. Payment will be done within 30 days after submission of invoice.

Services or Goods with transaction value over R30 000 up to R300 000 (all applicable taxes included) follow a formal request for quote (FWQ) process. Depending on the size and nature of the project, service or goods, this process can take from a few weeks to a few months. Instructions, specifications, processes and relevant contact persons are usually indicated in the FWQ documentation. Click to view Current Formal WrittenQuotations

The evaluation will be based on 80 points for price (lowest price scores the highest points), 10 points maximum for B-BBEE status level and a maximum of 10 points for locality.  B-BBEE points allocated as follows (if required proof was attached to the submission)

Locality points are determined as follow (if required proof was attached to the submission):

A service provider/supplier can commence the service or supply the goods once they have received the official signed and numbered order form from the Municipality. On delivery, the service provider/supplier must submit an invoice on which the order number is clearly displayed. Payment will be done within 30 days after submission of invoice.

Services or Goods with transaction value more than R300 000 and long-term contracts (all applicable taxes included) must go through the competitive bidding/tender process. Depending on the size and nature of the project, service or goods, this process can take from a few weeks to several months. Instructions, specifications, processes and relevant contact persons are usually indicated in the tender documentation and require interested service providers/suppliers to complete and submit the completed tender/bidding document within a predetermined timeframe. Click to view Current Tenders.

The evaluation will be based on 80 (90) points for price (lowest price scores the highest points), 10 (5) points maximum for B-BBEE status level and a maximum of 10 (5) points for locality. 

B-BBEE points allocated as follows (if required proof was attached to the submission)

Locality points are determined as follow (if required proof was attached to the submission):

A service provider/supplier can commence the service or supply the goods once it has received the official signed and numbered order form from the Municipality. On delivery, the service provider/supplier must submit an invoice on which the order number is clearly displayed. Payment will be done within 30 days after submission of invoice.

BIDDING STEP-BY-STEP (FORMAL WRITTEN QUOTATION AND TENDER PROCESS)

Step One

Register on the Central Data Base.

Step Two

Be on the lookout for requests to bid in this website’s ‘Current Tenders’ section, in local newspapers and municipal notice boards. Download tender documents from the website or collect from the SCM offices.  Collection of documents will be at a cost for the bidder. Attend site/information meetings where applicable.

Step Three

Prepare the tender/bidding document by doing the following:

·       Read documents carefully and provide all information requested.

·       Attach all requested documentation including the relevant Tax Income Number and Pin, Municipal Account /Rental Agreement and Rental Statement for the business as well as all its directors, shareholders, members, the B-BBEE certificate/affidavit and all other documents required as per the special conditions and/or specifications.

·       Make sure you have provided the correct price and contact details for your office.

·       Answer all questions truthfully, if you are caught in a lie it may disqualify your offer and lead to further action.

·       When in doubt, ask for more information from the persons listed on the tender document.

·       Make sure you can meet all requirements of the service/goods in the tender and that you can deliver within the time specified so you can honour the conditions of the contract.

·       Make sure the bid documents are signed in original ink (no electronic signatures are allowed) on all the indicated areas.

Step Four

Submit your offer (quote or bid) before the closing time and in the correct tender box as specified in the tender document.

Step Five

Quotations/tenders are evaluated and adjudicated in terms of the Preferential Procurement Policy Framework Act (PPPFA Act 5 of 2000) Regulations 2022 and the Mossel Bay Municipality’s Supply Chain Management Policy – in which 80/90 points will be scored for price and 20/10 points for B-BBEE status and specific goals – and according to the quotation/tender specification and conditions.

Step Six

·       Formal Written Quotations: SCM evaluates the legal compliance while the user department evaluates technical compliance, after which the user department approves or declines the quotation.

·       Tender: SCM evaluates the legal compliance while the user department evaluates technical compliance. It is then forwarded to the Bid Evaluation Committee (BEC) which in turn will make recommendations to the Bid Adjudication Committee (BAC) for consideration and/or approval.

Step Seven

·       Preferred/alternative (if applicable) and unsuccessful bidders are informed of the outcome of their formal written quotations/tenders. This is the final step in terms of formal written quotations.

·       Parties that object or appeal the outcome of a tender, can submit a letter within 14 or 21 days of the outcome respectively. If the objection is successful, the decision is reversed and the quotation/bid process re-initiated should the municipality wish to do so.

·       If the objection/appeal is unsuccessful, the preferred bidder will receive a final award letter.

Step Eight

The municipality and the preferred bidder will conclude a Service Level Agreement (SLA)/contract for the project for which it had successfully quoted/tendered.

It is important to note that any delivery of goods and services must be on time as stipulated in the specification/special conditions.  The quality of the goods and services must be up to the required standards.  If any supplier/service provider does not comply with the requirements the relevant legal actions will be taken to ensure compliance, or the contract will be cancelled.

It is imperative that goods and services delivered enhance the service delivery of the Municipality and that rate payer’s money is not waisted.  Mossel Bay Municipality strives to remain the number one Municipality of South Africa and that is only possible with cost-effective and efficient service delivery to our clients.