Panel of service providers for office furniture relocation (5‑year)

equipment at the CSIR, for a period of five (5) years on an “as and when required basis

BID RESPONSE DOCUMENTS MAY BE DEPOSITED IN THE BID BOX SITUATED AT (STREET ADDRESS)

The CSIR requires that all tender submissions be submitted electronically to [email protected]. Should tender file size

exceed 25MB, bidders submit tender in multiple emails. Use the tender number EOI 1822/18/02/2026 and description of

the tender as the subject on your email.

BIDDING PROCEDURE ENQUIRIES MAY BE DIRECTED

TO TECHNICAL ENQUIRIES MAY BE DIRECTED TO:

CONTACT PERSON CONTACT PERSON

TELEPHONE

NUMBER TELEPHONE NUMBER

FACSIMILE NUMBER FACSIMILE NUMBER

E-MAIL ADDRESS [email protected] E-MAIL ADDRESS [email protected]

SUPPLIER INFORMATION

NAME OF BIDDER

POSTAL ADDRESS

STREET ADDRESS

TELEPHONE

NUMBER CODE NUMBER

CELLPHONE

NUMBER

FACSIMILE

NUMBER CODE NUMBER

E-MAIL ADDRESS

VAT REGISTRATION

NUMBER

SUPPLIER TAX CENTRAL

COMPLIANCE COMPLIANCE SUPPLIER

OR

STATUS SYSTEM PIN: DATABASE

No: MAAA

1 ARE YOU

2 ARE YOU A

THE ACCREDITED Yes No

FOREIGN BASED

REPRESENTATIVE

SUPPLIER FOR THE

IN SOUTH AFRICA Yes No [IF YES, ANSWER THE

GOODS /SERVICES

FOR THE GOODS QUESTIONNAIRE

/WORKS OFFERED?

/SERVICES /WORKS [IF YES ENCLOSE PROOF] BELOW]

OFFERED?

QUESTIONNAIRE TO BIDDING FOREIGN SUPPLIERS

IS THE ENTITY A RESIDENT OF THE REPUBLIC OF SOUTH AFRICA (RSA)? YES

NO

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DOES THE ENTITY HAVE A BRANCH IN THE RSA? YES NO

DOES THE ENTITY HAVE A PERMANENT ESTABLISHMENT IN THE RSA? YES NO

DOES THE ENTITY HAVE ANY SOURCE OF INCOME IN THE RSA? YES NO

IS THE ENTITY LIABLE IN THE RSA FOR ANY FORM OF TAXATION? YES NO

IF THE ANSWER IS “NO” TO ALL OF THE ABOVE, THEN IT IS NOT A REQUIREMENT TO REGISTER FOR A TAX

COMPLIANCE STATUS SYSTEM PIN CODE FROM THE SOUTH AFRICAN REVENUE SERVICE (SARS) AND IF

NOT REGISTER AS PER 2.3 BELOW.

PART B: TERMS AND CONDITIONS FOR BIDDING

1. BID SUBMISSION:

1.1. BIDS MUST BE DELIVERED BY THE STIPULATED TIME TO THE CORRECT ADDRESS. LATE BIDS WILL NOT

BE ACCEPTED FOR CONSIDERATION.

1.2. ALL BIDS MUST BE SUBMITTED ON THE OFFICIAL FORMS PROVIDED–(NOT TO BE RE-TYPED) OR IN THE

MANNER PRESCRIBED IN THE BID DOCUMENT.

1.3. THIS BID IS SUBJECT TO THE PREFERENTIAL PROCUREMENT POLICY FRAMEWORK ACT, 2000 AND THE

PREFERENTIAL PROCUREMENT REGULATIONS, 2022, THE GENERAL CONDITIONS OF CONTRACT (GCC)

AND, IF APPLICABLE, ANY OTHER SPECIAL CONDITIONS OF CONTRACT.

1.4. THE SUCCESSFUL BIDDER WILL BE REQUIRED TO FILL IN AND SIGN A WRITTEN CONTRACT FORM

(SBD7).

2. TAX COMPLIANCE REQUIREMENTS

2.1 BIDDERS MUST ENSURE COMPLIANCE WITH THEIR TAX OBLIGATIONS.

2.2 BIDDERS ARE REQUIRED TO SUBMIT THEIR UNIQUE PERSONAL IDENTIFICATION NUMBER (PIN) ISSUED BY SARS TO

ENABLE THE ORGAN OF STATE TO VERIFY THE TAXPAYER’S PROFILE AND TAX STATUS.

2.3 APPLICATION FOR TAX COMPLIANCE STATUS (TCS) PIN MAY BE MADE VIA E-FILING THROUGH THE SARS WEBSITE

WWW.SARS.GOV.ZA.

2.4 BIDDERS MAY ALSO SUBMIT A PRINTED TCS CERTIFICATE TOGETHER WITH THE BID.

2.5 IN BIDS WHERE CONSORTIA / JOINT VENTURES / SUB-CONTRACTORS ARE INVOLVED, EACH PARTY MUST SUBMIT A

SEPARATE TCS CERTIFICATE / PIN / CSD NUMBER.

2.6 WHERE NO TCS PIN IS AVAILABLE BUT THE BIDDER IS REGISTERED ON THE CENTRAL SUPPLIER DATABASE (CSD), A

CSD NUMBER MUST BE PROVIDED.

2.7 NO BIDS WILL BE CONSIDERED FROM PERSONS IN THE SERVICE OF THE STATE, COMPANIES WITH DIRECTORS WHO

ARE PERSONS IN THE SERVICE OF THE STATE, OR CLOSE CORPORATIONS WITH MEMBERS PERSONS IN THE

SERVICE OF THE STATE.”

NB: FAILURE TO PROVIDE / OR COMPLY WITH ANY OF THE ABOVE PARTICULARS MAY RENDER THE

BID INVALID.

SIGNATURE OF BIDDER: ...................................................

CAPACITY UNDER WHICH THIS BID IS SIGNED: ...................................................

(Proof of authority must be submitted e.g. company resolution)

DATE: ...................................................

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Annexure B

The appointment of a panel of service providers for the provision of relocation of

office furniture and equipment at the CSIR, for a period of five (5) years on an

“as and when required basis

EOI No.8122/18/02/2026

1. INVITATION FOR PROPOSAL

Proposals are hereby invited for the provision of relocation of office furniture and equipment

at the CSIR, for a period of five (5) years on an “as and when required basis”.

The purpose of the Expression of Interest (EOI) is to obtain capability, pricing and general

information on the business of potential Contractors for the CSIR to determine the

Contractors most capable of providing the service.

This EOI document details and incorporates, as far as possible, the tasks and

responsibilities of the potential bidder required by the CSIR.

This EOI does not constitute an offer to do business with the CSIR but merely serves as an

invitation to bidder(s) to facilitate a requirements-based decision process.

Responses to this Expression of Interest (EOI) (hereinafter referred to as a Bid or a

Proposal) are requested from suitably qualified entities (hereinafter referred to as a

Respondent or Bidder) for the appointment of a panel of service providers for the provision

of relocation of office furniture and equipment at the CSIR, for a period of five (5) years on

an “as and when required basis”.

2. PROPOSAL REQUIREMENTS

All proposals are to be submitted in a format specified in this enquiry.

2.1. Technical Proposal

The following must be submitted as part of the technical proposal:

a. Client references

b. Curriculum Vitae of the team lead/ supervisor

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c. Proposed Service Approach

2.2. Financial Proposal:

The following must be submitted as part of the financial proposal:

• Cover Letter.

• Completed Pricing Schedule (Annexure D).

• CSD registration report (RSA suppliers only).

3. PROPOSAL SPECIFICATION

3.1. Background

The objective of this EOI is to establish a panel of qualified service providers to render office

furniture relocation services under a rate-based agreement. These services will support a

range of projects and operational needs, including office relocations, furniture installations,

de-installations, and workspace reconfigurations. The panel aims to ensure a reliable,

responsive, and cost-effective supply of moving services across multiple locations as

required by the CSIR. While services will primarily be rendered within the Scientia campus,

facilitating the movement of furniture and other items between buildings, there may be

occasional requirements for services beyond the campus, within Gauteng Province, on an

as-needed basis.

3.2. Scope of Work

The scope of services includes the relocation of furniture, appliances, and office

machinery (such as printers), as well as equipment or machinery when required. Service

providers must be capable of executing office relocations, furniture installations, de-

installations, reconfigurations, packing, unpacking, dismantling, reassembly, and the

disposal of unwanted furniture. Flexibility and responsiveness to the CSIR’s operational

needs are essential.

The service provider shall be responsible for the removal, relocation, and disposal of office

furniture and equipment primarily within the Scientia campus, and occasionally at other

designated locations. This includes, but is not limited to, chairs, desks, modular cubicle-

style furniture, and office equipment such as fridges and ICT equipment (excluding laptops

and personal computers (PCs)). Services will be delivered on an "as and when required"

basis to support operational efficiency and responsiveness.

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The detailed scope of work entails:

a. Disassembly of office furniture and equipment.

b. Removal of office furniture and equipment.

c. Reassembly of office furniture and equipment.

d. Relocation of IT equipment and office appliances.

e. Setup of furniture for special events.

f. Provision of all necessary equipment, materials, supplies, vehicles, and related

services to perform full removal operations.

g. Supply of packing materials (e.g., boxes, crates, tape, labels, handcarts, padding,

bubble wrap, computer bags, protective materials, and trolleys) as required.

h. Proper labelling and tracking of furniture to ensure no loss or damage of parts during

relocation.

i. Implementation of precautions to prevent loss or damage of items, including

protection from weather and other hazards.

j. Repair of any damage caused during the move, including to finished surfaces, to the

satisfaction of CSIR (excluding damage caused by CSIR employees).

k. Protection of CSIR assets (e.g., furniture, walls, doors) throughout the removal

process.

l. Adherence to weight limits when using goods lifts.

m. Compliance with all applicable legislation, including the Occupational Health and

Safety Act, No.

n. Compliance with parking regulations in designated loading zones within the CSIR

campus.

o. Provision of appropriately sized and configured trucks for various moving

requirements.

p. Assurance of proper training, orientation, and professional conduct of all personnel

assigned to the contract.

q. Guarantee of workmanship meeting minimum standards, with defects rectified at no

additional cost; proof of Public Liability Insurance is mandatory.

r. Legal disposal of materials and waste at certified waste sites, supported by valid

waste manifests.

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3.2.1 Furniture Removal Services Personnel Identification

a. The successful bidder’s personnel will be issued identification cards by the CSIR,

with the service provider covering the cost.

b. The identification cards must be obtained by the service providers' personnel

before the commencement of works.

c. It is imperative that personnel possess these identification cards at all times while

undertaking CSIR work. The continuous possession of identification cards is

essential to ensure seamless access to CSIR facilities and to facilitate the

immediate recognition of authorized personnel engaged in the furniture move

services.

d. It is the responsibility of the service provider to ensure proper identification and

vetting of their staff assigned to this contract.

e. The service providers' personnel must consistently wear uniforms, provided at

their own expense, featuring the name and logo of the service provider.

3.2.2 Personnel Consistency

a. For optimal service delivery, it is preferred that the same personnel be

consistently assigned to all moves.

b. In the event of personnel changes, the previously issued identification cards must

be promptly returned to the CSIR. New identification cards must then be applied

for each new individual.

3.3. Health And Safety Requirements

The service provider must provide a comprehensive safety file that encompasses all

relevant documentation and procedures related to the safety of personnel, equipment,

and property during the furniture move services (the list of items required for the approval

of the safety file can be obtained from the CSIR at contracting stage).

a. This safety file should include, but is not limited to, risk assessments, emergency

procedures, safety training records, and certifications.

b. The safety file must adhere to industry standards and regulations, demonstrating

a commitment to maintaining a safe working environment throughout the furniture

move process.

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c. Upon the award of the contract, the service provider shall be required to sign a

formal supplier agreement and Section 37.2 Occupational Health and Safety

contract with the CSIR.

d. The CSIR, upon the receipt and approval of the safety file submitted by the

service provider, will issue a permit to work. This permit is a prerequisite for the

commencement of any furniture removal operations within the CSIR campus.

3.4. Medical Fitness

a. The CSIR retains the right to request fit-for-duty certificates from the service

provider, when necessary, these shall be obtained by the service provider at their

cost.

b. It is the responsibility of the service provider to ensure that employees assigned to

carry out furniture move services are medically fit for the specific demands of the

job. This includes physical fitness and the absence of any health conditions that may

compromise their ability to safely and effectively perform the required tasks.

c. The service provider must conduct thorough assessments to guarantee that all

personnel meet the necessary health standards for the assigned responsibilities.

d. Health insurance coverage for the service providers' personnel in case of accidents

is a mandatory requirement, with the associated costs borne by the service provider.

3.5. Personal Protective Equipment

a. All personnel involved in furniture removal must be provided with and consistently

wear Personal Protective Equipment (PPE) commensurate with the level of risk

identified in the comprehensive risk assessment.

b. The risk assessment will determine the specific PPE requirements based on the

nature of the tasks, potential hazards, and safety considerations.

c. The responsibility for conducting a thorough risk assessment and providing the

necessary PPE lies with the service provider.

d. It is imperative that the PPE selected is appropriate for the identified risks and is in

full compliance with industry standards and relevant safety regulations.

e. Regular reviews of the risk assessment should be conducted to ensure ongoing

suitability of the provided PPE.

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3.6. Emergency preparedness

a. Service providers must maintain a state of emergency readiness, ensuring that their

personnel are trained and equipped to respond effectively to unforeseen situations

during furniture removal operations.

b. The service provider is obligated to supply and regularly replenish first aid boxes for

use by their personnel in case of emergencies.

3.7. Furniture Move Vehicles Requirements

3.7.1. Size and Type of Vehicles

a. The service provider must ensure the provision of furniture move vehicles that are

appropriately sized and equipped to handle the scope and scale of the furniture

removal services.

b. The size and type of vehicles should align with the specific requirements of each

move, considering the volume and nature of the furniture and equipment being

transported.

c. The service provider must maintain a fleet of vehicles that is adequate to meet the

diverse moving requirements.

d. Ensuring the availability of vehicles within reasonable time frames is essential to

guarantee timely and efficient furniture removal services.

3.7.2. Fleet Specifications

1 Ton Panel Van/ Curtain Side Vehicle

2.5- or 3-Ton Panel Van/ Curtain Side Vehicle

6 Ton Vehicle

3.7.3. Compliance with Weight Capacities

a. When utilizing goods lifts, service providers must adhere to weight capacities to

ensure the safe transportation of furniture.

b. Proper compliance with weight restrictions is essential to prevent damage to both

the goods lifts and the transported items.

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3.8. Weather Protection Measures

a. The service provider is responsible for implementing measures to protect furniture

and equipment from adverse weather conditions during disassembling, transit, and

reassembling.

b. Adequate covering, securing, and weatherproofing should be applied to safeguard

items from potential damage.

3.9. Vehicle Maintenance and Insurance

a. The service provider must maintain their fleet of furniture move vehicles in optimal

working condition.

b. Regular maintenance, including inspections and repairs, should be conducted to

ensure the safety and reliability of the vehicles.

c. The service provider must provide proof of insurance coverage for all vehicles used

in furniture removal services.

3.10. Waste Management

a. At the request of the CSIR, the service provider will be responsible for the proper

disposal of waste generated during furniture removal services. The service

provider will be required to furnish a quote for the CSIR’s consideration before the

execution of the service.

b. All furniture waste must be transported and disposed of at registered landfill sites.

c. In cases where disposal occurs, the service provider must furnish valid proof of

disposal or destruction, aligning with relevant municipal bylaws.

d. If recycling is employed as a waste management strategy, the service provider

must provide verifiable evidence of recycling efforts. These measures are crucial

to ensuring environmentally responsible waste management practices and

compliance with all relevant regulations.

e. Payment for these services will only be made upon receipt of a valid waste manifest

certificate from a registered landfill site or valid proof of recycling from a registered

recycling service provider.

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No specific requirements found