Supply and delivery of new facility equipment for polokwane game reserve – RFQ PM43-25/26

Closing date and time: 17 June 2026 at 10:00. No compulsory briefing session is applicable for this project. Bids remain valid for 90 days after the closing date.

No official or compulsory briefing session is applicable for this project.

Technical enquiries: Ms. Jane Mabaso, Phone: 015 290 2485/2144, Email: [email protected]. Supply Chain Management enquiries: Mr. Tiro Pilusa, Phone: 015 290 2148, Email: [email protected]. Submission address: Polokwane Municipality, Civic Centre, corner Bodenstein and Landdros Mare Street, Polokwane, 0699.

Submit bids in a sealed envelope marked with the bid number (PM43-25/26) and description (Supply and Delivery of Facility Equipment at Polokwane Game Reserve). Deposit in the bid box at Polokwane Municipality, Civic Centre, corner Bodenstein and Landdros Mare Street, Polokwane, 0699, by 10:00 on 17 June 2026. Late bids will not be accepted. Bids must be completed in black ink (pencil is not allowed) on official forms (do not re-type). All pages must be initialed. Bid documents can be downloaded from www.etenders.gov.za at no fee. Bids remain valid for 90 days after closing. Disqualification risks: missing pages, pencil use, late submission, influence attempts, past poor performance, state employee status, or listing on the Register of Tender Defaulters.

Documents must be deposited in the bid box not later than 10:00 on 17 June 2026 when bids will be opened in public.

Bids are evaluated using the 80/20 preference point system: 80 points for price and 20 points for specific goals (e.g., HDI status, local content, B-BBEE compliance). Mandatory compliance: no state employees, no conflicts of interest, no listing on the Register of Tender Defaulters, no fraud/corruption history, satisfactory past performance, and tax compliance (TCS PIN or CSD registration). The Council reserves the right to accept all, some, or none of the bids and is not obliged to accept the lowest bid. Evaluation is governed by the Preferential Procurement Policy Framework Act, Preferential Procurement Regulations (2022), and Polokwane Municipality’s Supply Chain Management Policy.

Supply and delivery of new, unused facility equipment for Polokwane Game Reserve. Goods must conform to specifications in the bid documents. Supplier must warrant that goods are of the most recent models, incorporate recent improvements, and are free from defects in design, materials, or workmanship. Warranty period: 12 months after delivery or 18 months after shipment, whichever is earlier. Supplier must repair or replace defective goods at no cost to the purchaser upon written notice. Goods may be inspected, tested, or analyzed post-delivery and rejected if non-compliant. Supplier bears the cost of inspections if goods fail to meet requirements.

Variation orders may be issued for changes not exceeding 15% of the original contract value. Supplier may be instructed to deliver goods or render services as per adjusted quantities, with possible unit price reductions if no price escalation occurs.

Pre-bidding testing costs are the bidder’s responsibility. Supplier premises must be open for inspections at reasonable hours if required. Purchaser covers inspection costs if goods comply; supplier covers costs if goods fail. Non-compliant goods may be rejected, and supplier must replace them at their own cost. Purchaser may cancel the contract or deduct penalties for non-compliance.

Pricing must be fixed and submitted in the official bid forms (MBD 3.1 Schedule of Prices). Total bid price must be clearly stated. Prices must cover all obligations under the contract, including delivery, warranties, and incidental services. Adjustments are only permitted for authorized variations or bid validity extensions.

Pricing must be fixed and not vary from the quoted bid price, except for authorized adjustments or bid validity extensions. Payment terms: invoices must be accompanied by a delivery note and submitted for payment within 30 days. Payment will be made in South African Rand. Performance security (e.g., bank guarantee or certified cheque) must be furnished within 30 days of contract award. Local suppliers are responsible for all taxes, duties, and fees until delivery. Foreign suppliers are responsible for all taxes and levies outside South Africa. No contract will be awarded to bidders with outstanding tax or municipal rate obligations.

Mandatory: Valid Central Supplier Database (CSD) number. Tax Compliance Status (TCS) PIN or CSD registration required. Foreign suppliers must complete the pre-award questionnaire (Part B:3) if they have a presence, income, or tax liability in South Africa. Consortia/joint ventures must submit separate TCS/CSD documentation for each party. Proof of payment of municipal rates and taxes or a valid lease agreement must be attached. Bid forms must be fully completed, signed, and each page initialed. Joint Venture Agreements (if applicable) must be properly signed. No bids will be considered from persons in the service of the state or those listed on the Register of Tender Defaulters. Bidders must declare past supply chain management practices and submit a Certificate of Independent BID Determination (MBD 9).

Bid is subject to the Preferential Procurement Policy Framework Act and Preferential Procurement Regulations (2022). 20 points are allocated for specific goals, which may include B-BBEE compliance, HDI status (Black, female, disabled South African citizens), and local content. Foreign suppliers must disclose RSA residency, branches, or tax liability.

Contract terms include: 12-month warranty (or 18 months post-shipment) for goods, with supplier responsible for repairs/replacements at no cost. Payment within 30 days of invoice submission. Prices are fixed unless adjusted per contract terms. Performance security (e.g., bank guarantee) required within 30 days of award. Supplier must notify purchaser of delays and may face penalties or contract termination for non-performance. Force majeure events may excuse delays. Contracts are governed by South African law and written in English. Supplier must indemnify purchaser against third-party claims of patent infringement. No assignment of contract without written consent. Subcontracts must be notified in writing. Disputes resolved via mediation or South African courts.

Bids remain valid for 90 days after closing. Polokwane Municipality reserves the right to negotiate further conditions with the successful bidder. Municipality does not bind itself to accept the lowest or any bid. Zero tolerance for fraud/corruption; report suspicious activity to authorities. No gratification payments are required or accepted for tender awards.

Responsiveness criteria: Bid must be sealed, marked with bid number/description, and deposited in the bid box by the closing date/time. Mandatory documents: valid CSD number, fully completed bid forms (each page initialed), Joint Venture Agreement (if applicable), proof of municipal rates/taxes payment or lease agreement, and compliance with pricing instructions. Disqualification risks: missing pages, pencil use, late submission, influence attempts, past poor performance, state employee status, or listing on the Register of Tender Defaulters.

Bids are adjudicated using the 80/20 preference point system: 80 points for price and 20 points for specific goals (e.g., HDI status, B-BBEE compliance). Evaluation is governed by the Preferential Procurement Policy Framework Act, Preferential Procurement Regulations (2022), and Polokwane Municipality’s Supply Chain Management Policy. The Council reserves the right to accept all, some, or none of the bids and is not obliged to accept the lowest bid.