LOUIS TRICHARDT – Mystery surrounds the disappearance of contract documents relating to the new wing currently under construction at the civic centre. Upon completion it will house the Makhado Municipality's Treasury Department.

During Council's monthly meeting on Friday (2nd) the Municipal Manager, Mr Reuben Rambado indicated that the contract documents were stolen from Council's record room. This was said in reaction to official questions asked by the opposition party, the Democratic Alliance, in regard to alleged irregularities in the execution of the contract. The questions were directed to the mayor, Cllr Brighton Tlakula, who prior to Mr Rambado's remark, stated that he couldn't answer the questions as the matter was under investigation. The contract was in June last year awarded to the third lowest tenderer, Villa Nora Construction CC at an all inclusive price of R3 149 510,49.

The DA's questions amongst others related to whether or not the tenderer confirmed in writing that the project will be fully completed in accordance with the specifications for such an amount, whether or not the amount is still within the approved budgeted amount and whether or not the project will be completed within the time limit as set out in the tender documents. Concerning the last question, the DA also wanted to know whether or not the tenderer is to pay penalties for late completion of the project. This was asked as the project is already in its tenth month, although Council in August last year stated that the project would be completed within six months. At this stage there is no indication of when the project is to be completed with no clear indication of what steps Council is planning to take to remedy the situation.

A reliable source within Council on Wednesday confirmed the disappearance of the contract documents from Council's record room, apparently shortly after the DA's questions were received. The source added that the matter was not reported to the police, as it is argued that the documents could merely have been misplaced. To date, the source said, the documents still remain missing. In the mean time, copies of the contract documents were obtained from the Quantity Surveyor's office in Polokwane.

In as far as the completion date of the project is concerned, the source said that it is obvious that the project is behind schedule. The source also made it clear that the tenderer will not be asked to pay penalties as Council took a principled decision to this effect. The decision, the source explained, entails that penalties will not be imposed on upcoming companies, such as Villa Nora. Efforts by this newspaper to try and confirm such a decision, however, proofed fruitless although the source is adamant that such a decision, whether on or off the record, was taken. The existence of such a decision is very likely as it is reported from several quarters that the tenderer indeed is not paying any penalties.

Despite the mystery regarding the disappearance of the contract documents, the issue of late completion and the payment of penalties, it is hoped that the mayor will be able to clarify the matter during Council's next ordinary meeting after the annual budget meeting scheduled to take place on May 27. It is, however, not sure when the ordinary meeting will take place, as Council on Friday approved a decision to meet quarterly and not monthly as it has been the practice to date.