Supply and delivery of shields, ranks, medals and accessories for tshwane emergency services

• 3 February 2025 – Compulsory briefing session (time 10:00, venue 133 Beckett Street, Arcadia, Pretoria).
• 13 February 2026 – Closing date, 10:00 hrs (online submission deadline).
• 8 weeks after order receipt – Delivery deadline for all supplied items.
• 90 days after closing – Bid validity period (extensions may be granted in writing).

Technical enquiries: Minky Marema, Tel (012) 358 2240, Email [email protected]

Supply‑chain enquiries: Josia Masenya, Tel (012) 358 0658, Email [email protected]

Delivery instructions: Divisional Chief, Emergency Services Dept., c/o Government and Beckett Street, Arcadia, Pretoria, Tel 012 358 2237, Email [email protected]

• Submit the bid online via the City of Tshwane e‑tender portal – paper submissions in the tender box are NOT accepted.
• Deadline: 10:00 hrs on 13 February 2026 (closing date and time as stated in the invitation).
• All forms must be completed in black ink; no pencil, coloured ink or correction fluid (Tippex) is allowed. Any price correction must be crossed out in ink and initialed.
• Required returnable documents (must be attached to the bid):

1. Company registration certificate (CIPC)

2. Tax clearance certificate or SARS PIN/TCS certificate

3. B‑B‑BEE certificate (or sworn affidavit where applicable)

4. Proof of rates and taxes or municipal account/lease statement (not older than 3 months)

5. CSD summary report (valid Central Supplier Database registration required)

6. Completed MBD forms (MBD 1, 4, 5, 8, 9) – fully signed, no blank spaces, delegation of authority where required.

7. Audited financial statements for the last three years (or proof of exemption if not required by law).

8. Joint‑venture agreement (if bidding as a JV) – signed by all parties.

9. Reference letter (not older than 2 years) for similar supply work.

• Bids received after the closing time will be rejected.
• Failure to attend the compulsory briefing session (see important dates) will result in disqualification.
• All items in the pricing schedule must be quoted; incomplete schedules lead to automatic disqualification.

• Evaluation is conducted in three stages:

1. Administrative compliance – verification of all compulsory returnable documents (CSD, tax status, rates & taxes, signed MBD forms, financial statements, etc.).

2. Preference points system – 80 points for price and 20 points for specific goals (B‑B‑BEE level, EME/QSE status, women‑ownership, disability‑ownership, youth‑ownership, local economic participation). Proof must be submitted to claim points; no proof = 0 points for that goal.

3. Mandatory requirements – reference letter for similar work and any other mandatory conditions.

• Scoring: total of 100 points (80 price + 20 specific goals). The highest‑scoring compliant bidder is awarded.
• Minimum thresholds: all administrative documents must be satisfactory; otherwise the bid is disqualified regardless of score.
• Preference points are allocated only after verification of supporting documentation; fraudulent claims may lead to disqualification and possible sanctions.

Scope: Supply and delivery of shields, ranks, medals and related accessories for the City of Tshwane Emergency Services Department for up to 12 months.

Deliverables (items to be supplied):

1. Double‑looped red corded lanyard (shoulder style).

2. Corporate uniform rank insignia – metalette, pre‑fitted, double‑layered nylon epaulettes, welded sealed edges, no protruding pins.

3. Leather wallets containing identity shields and placeholder for fire‑safety personnel cards.

4. Light‑oak plaque (21 × 25 × 1.2 cm) with black backing, gold plating, departmental shield supplied by the department, engraved wording as specified, delivered in protective box with hanging hardware.

5. Service medals for 10, 20, 30 and 40 years – plated Bronze, Silver, Gold and Platinum respectively.

General requirements: all goods must be new, of the highest quality, free from defects, and delivered using the supplier’s own transport (delivery and off‑loading included). Materials should be of South African manufacture where possible. Supplier must warrant against design, material or workmanship defects.

Delivery timeframe: within eight (8) weeks of order.

• Pricing schedule must quote a unit price for each of the five items; the unit price includes supply, delivery, labour, profit and transport.
• All prices are exclusive of VAT (15 % to be added).
• Bids must be priced on every item; omission or partial pricing results in automatic disqualification.
• Delivery deadline is eight weeks from order date.
• Validity of the quotation is 90 days after the closing date (extensions may be requested in writing).
• Payment terms: invoice payable within 30 days of receipt of a valid delivery note.
• No bonds or guarantees are expressly required in the document, but the City may request a performance guarantee at its discretion.

• Central Supplier Database (CSD) registration and valid CSD number are mandatory.
• Tax compliance: provide SARS PIN/TCS certificate or valid tax clearance certificate.
• B‑B‑BEE: submit certified B‑B‑BEE certificate (Level 1–8) or sworn affidavit; points awarded according to level (Level 1 = 8 points, Level 8 = 1 point).
• Audited financial statements for the last three years (or proof of exemption if not required by law).
• Proof of rates and taxes or municipal account/lease statement (not older than 3 months) – must not be in arrears > 90 days.
• Joint‑venture documentation (if applicable) – signed agreement for all JV parties.
• Supply‑chain integrity declarations: complete MBD 8 questionnaire confirming no listing on the National Treasury’s Restricted Suppliers Database, no inclusion on the Register of Tender Defaulters, no convictions for fraud/corruption in the past five years, and no outstanding municipal rates/taxes.
• Declaration of interest and past supply‑chain management practices (MBD 4, 9) must be signed and submitted.
• Minimum B‑B‑BEE level for eligibility is Level 1 (as stated at the end of the document).