Fire extinguisher servicing contract for ratlou local municipality

Submit the completed SBD 9 (Certificate of Independent Bid Determination) with your bid. Ensure the bid is prepared independently without consultation, communication, or agreement with competitors on: prices, market allocation, pricing methods, decision to submit/withhold a bid, non-compliant bids, or bids submitted without intent to win. Disclosure of bid terms to competitors before opening/award is prohibited. Bids found non-compliant with these rules risk disqualification.

Submit pricing as part of the bid. The SBD 9 form must accompany all bids, including price quotations, competitive bids, limited bids, and proposals. Collusive pricing or bid-rigging is prohibited and may result in penalties or disqualification.

Mandatory submission of SBD 9 (Certificate of Independent Bid Determination) with the bid. The bidder must certify: understanding of the certificate, authorization to sign, independence of bid preparation, no collusion with competitors, and no disclosure of bid terms before opening. Non-compliance may lead to disqualification, reporting to the Competition Commission, or criminal investigation. Contracts may be canceled if fraud or corrupt acts are discovered during bidding or execution.

Submit the completed MBD 8 (Declaration of Bidder’s Past Supply Chain Management Practices) form with your bid. This is mandatory. Bids may be disregarded if the bidder or its directors have: abused the SCM system, committed fraud, or failed to perform on a previous contract. The form includes a questionnaire (items 4.1–4.4) requiring yes/no answers and particulars if applicable. The bidder must certify the information is true and correct, with signature, date, position, and company name.

Bidder must certify that neither the company nor its directors are: listed on the National Treasury’s Database of Restricted Suppliers, listed on the Register for Tender Defaulters, convicted of fraud/corruption in the past 5 years, or had a state contract terminated for non-performance in the past 5 years. Check National Treasury’s website (www.treasury.gov.za) for restricted suppliers and tender defaulters lists. False declarations may result in contract cancellation and further action.

Bid procedure enquiries may be directed to the department/public entity contact person via telephone, facsimile, or email. Technical information may be directed to the designated technical contact person via telephone, facsimile, or email. Specific contact details are not provided in the document.

Submit bids by the stipulated closing date and time to the bid box at the specified street address. Late bids will not be accepted. Use only the official bid forms provided (SBD1 and others as applicable) – do not re-type. Bidders must register on the Central Supplier Database (CSD) and upload mandatory information (business registration, directorship/membership/ID numbers, tax compliance status, and banking details). If not registered on CSD, submit mandatory information with the bid. The successful bidder must fill in and sign a written contract form (SBD7). Attach proof of authority to sign the bid (e.g., resolution of directors).

The successful bidder will be required to service fire extinguishers for Ratlou Local Municipality. No additional technical specifications, deliverables, standards, or service levels are provided in the document.

Bidders must comply with the following: Register on the Central Supplier Database (CSD) and submit mandatory information (business registration, directorship/membership/ID numbers, tax compliance status, and banking details). Submit a B-BBEE Status Level Verification Certificate or sworn affidavit (for EMEs & QSEs) to qualify for preference points. Provide a Tax Compliance Status (TCS) PIN issued by SARS or a printed TCS with the bid. If registered on CSD but no TCS is available, provide the CSD number. For consortia/joint ventures/sub-contractors, each party must submit separate proof of TCS/PIN/CSD number. Foreign suppliers must answer the questionnaire in Part B:3 to determine tax compliance requirements. Failure to provide any required documentation may render the bid invalid. The bid is subject to the Preferential Procurement Policy Framework Act 2000 and the Preferential Procurement Regulations, 2017.

Submit a completed SBD 4 Declaration of Interest form with your bid. Failure to submit proof of authority (where required for state-employed bidders) may result in disqualification. Provide reasons if proof is not attached.

Bidders must declare any relationships (family, business, or otherwise) with state employees involved in bid evaluation or adjudication. Failure to disclose such relationships may lead to bid rejection. Evaluation includes scrutiny of declared interests and conflicts.

Required compliance documentation includes: full names, identity numbers, tax reference numbers, and VAT registration numbers of all directors/trustees/shareholders/members. State employee/persal numbers must be provided if applicable. Company registration number is mandatory. All directors/trustees/shareholders/members must be listed with their details.

Ratlou Local Municipality, Private Bag X209, Madibogo, 2772. Tel: (018) 330 7000/14. Fax: (018) 330 7047.

Submit a fully completed MBD 4 Declaration of Interest form. Required details: full name of bidder or representative, ID number, position in company (director, trustee, shareholder), company registration number, tax reference number, VAT registration number. Provide full details of all directors/trustees/shareholders (names, ID numbers, state employee numbers if applicable). Answer all questions (3.8–3.14) regarding state service or relationships with YES/NO and furnish particulars where applicable. Form must be signed and dated.

Bidder must provide: Identity Number, position in company (director, trustee, shareholder), company registration number, tax reference number, VAT registration number. Full details of all directors/trustees/shareholders (names, ID numbers, state employee numbers if applicable) must be disclosed. Bidder must declare if they or any directors/trustees/shareholders are currently or were in the past 12 months in the service of the state. Any relationships with state employees involved in evaluation/adjudication must be declared.

• Closing date for submissions: 22 May 2026 (as per tender record).
• No additional dates (briefings, site visits, clarification deadlines) are mentioned in the extracted text.

• Submit all required returnable documents listed in the bidding documents: Invitation to bid, Tax Clearance Certificate, Pricing Schedule(s), Technical Specification(s), Preference claim for B‑BBEE status level of contribution (Preferential Procurement Regulations 2011), Declaration of interest, Declaration of bidder’s past SCM practices, Certificate of Independent Bid Determination, Special Conditions of Contract.
• Complete the Contract Form (SBD 7.1) in duplicate – Part 1 by the bidder and Part 2 by the purchaser – and sign the original copies.
• Ensure your bid remains binding for the validity period calculated from the closing time of the bid.
• Prices must cover all goods/services and obligations; any pricing errors are the bidder’s risk.
• Collusive or anti‑competitive practices are prohibited and will lead to disqualification.

The extracted text does not provide a clear scoring matrix or evaluation method. The only reference is to payment terms (30 days after invoice) and a mention of delivery minimum price and B‑BBEE status, but no explicit evaluation criteria are stated.

Scope: Supply and service fire extinguishers as described in the attached bidding documents.

Deliverables: Provide all goods and/or works listed in the bid, complying with the specifications in the Technical Specification(s).

Standards: Must meet the requirements set out in the bidding documents and any applicable municipal or national fire safety standards.

Capacity: Bidder must be able to fulfil the contract obligations for the municipality during the contract period.

Service levels: Not explicitly detailed in the extracted text; refer to the full Technical Specification(s) for performance requirements.

• Pricing must be submitted on the prescribed Pricing Schedule(s) and cover all goods/services.
• Payment terms: Municipality will pay within 30 days of receiving a valid invoice and delivery note.
• No explicit requirement for performance bonds, guarantees, or financial capacity statements is mentioned in the extracted text.
• Ensure all prices are final and inclusive of taxes where applicable.

Required compliance documents (to be submitted with the bid):

• Tax Clearance Certificate
• B‑BBEE Preference claim (level of contribution as per Preferential Procurement Regulations 2011)
• Declaration of interest
• Declaration of bidder’s past SCM practices
• Certificate of Independent Bid Determination
• Special Conditions of Contract
• General Conditions of Contract (if applicable)

Additional compliance (not explicitly stated but commonly required): CIPC registration, CIDB grading, relevant professional registrations, and local content declarations.

• Closing date for bid submission: as stated in the tender notice (2026‑05‑22 11:00 UTC).
• Payment terms: purchaser will pay within 30 days of receipt of a valid invoice.
• Validity period of the offer: calculated from the closing date (exact duration not specified).

• Submit all required returnable documents listed in the bidding documents: Invitation to bid, Tax Clearance Certificate, Pricing schedule(s), completed task directive/proposal, B‑BBEE preference claim (Preferential Procurement Regulations 2011), Declaration of interest, Declaration of past SCM practices, Certificate of Independent Bid Determination, Special Conditions of Contract, General Conditions of Contract, and any other specified documents.
• Complete the SBD 7.2 Contract Form (Rendering of Services) in duplicate – Part 1 by the service provider and Part 2 by the purchaser – and sign the original copies.
• Ensure your offer remains binding and open for acceptance for the validity period stated in the bid (calculated from the closing date).
• Prices must cover all services; any pricing errors are the bidder’s risk.
• Declare no participation in collusive practices.
• Submit the completed bid to the address specified in the Invitation to Bid before the closing date and time.

The extracted text does not provide a detailed evaluation matrix. The only reference is to a payment term (payment within 30 days of invoice) and a mention of “Minimum Price” and B‑BBEE status thresholds, but no scoring method, weighting, or minimum thresholds are described.

The document refers only to the requirement to render services as described in the attached bidding documents. No specific scope, deliverables, standards, capacity requirements or service levels are detailed in the extracted text.

• Pricing must be submitted on the prescribed Pricing Schedule(s) and must cover all services.
• Payment will be made within 30 days of receipt of a correct invoice.
• No explicit requirement for performance bonds, guarantees, or financial capacity statements is mentioned in the extracted text.

• Provide a valid Tax Clearance Certificate.
• Submit B‑BBEE preference claim indicating the level of contribution as per the Preferential Procurement Regulations 2011.
• Include all documents listed under the bidding documents (see Submission Guidelines).
• No additional compliance items (e.g., CIDB, CIPC, professional registrations) are specified in the extracted text.

Submit the following returnable documents with your bid:

• Completed SBD 4 Declaration of Interest form.
• Proof of authority to undertake remunerative work outside public sector employment (if applicable).
• Full details of all directors, trustees, shareholders, or members, including their identity numbers, tax reference numbers, and employee/persal numbers (if applicable).
• Disclosure of any relationships with state employees involved in bid evaluation or adjudication.
• Disclosure of any business conducted with the state in the previous 12 months.
• Disclosure of any interests in related companies bidding for this contract.

Note: Failure to submit required proof (e.g., authority for remunerative work) may result in disqualification.

Special condition: The bid may be rejected or action taken under Paragraph 23 of the General Conditions of Contract if the Declaration of Interest is found to be false.

Required returnable documents:

• Full name of bidder or representative.
• Identity number of bidder or representative.
• Position in the company (director, trustee, shareholder).
• Company registration number.
• Tax reference number.
• VAT registration number.
• Names, identity numbers, tax reference numbers, and employee/persal numbers of all directors, trustees, shareholders, or members.
• Particulars of any state employment for the bidder or connected persons.
• Proof of authority for remunerative work outside public sector (if applicable).
• Reasons for non-submission of proof (if applicable).
• Particulars of any business conducted with the state in the previous 12 months.
• Particulars of any relationships with state employees involved in evaluation/adjudication.
• Particulars of any interests in related companies bidding for this contract.

Evaluation is based on compliance with disclosure and ethical requirements:

• Open to legal persons, including state employees (with full disclosure).
• No automatic disqualification for state employees, but strict disclosure and proof requirements apply.
• Bidders must not have undisclosed relationships with evaluators or adjudicators.
• Must not have falsified information in the Declaration of Interest.
• Must comply with public sector ethics (e.g., remunerative work outside state employment requires approval).
• Must disclose any prior business with the state in the last 12 months.

Compliance requirements include:

• Declaration of any employment or kinship with state employees involved in evaluation/adjudication.
• Full disclosure of company ownership, including directors, trustees, shareholders, or members actively involved in management.
• Submission of tax reference numbers, VAT registration numbers, and company registration details.
• Certification that all provided information is correct, with acceptance of potential rejection or action under Paragraph 23 of the General Conditions of Contract if false.

Definition of 'State': Includes national/provincial departments, public entities, constitutional institutions, municipalities, municipal entities, provincial legislatures, National Assembly, National Council of Provinces, or Parliament.