Broad-Based Black Economic Empowerment Act (B-BBEE Act)
Act 53 of 2003
Provides the empowerment-compliance context often used in public-sector supplier evaluation.
Relevant because this is a South African public-sector procurement opportunity.
Documents available on tender detail page
Tender Type
Request for Quotation
Delivery Location
4 Kikuyu Road - Sunninghill - Johannesburg - 2157
Organization Type
GOVERNMENT
Published
08 Sept 2026
OCDS Reference
ocds-9t57fa-169533
The housing development agency (hda) invites bids for the digitisation of records, including sorting, categorisation, scanning, ocr, indexing, electronic upload into an edrms, quality assurance, and track-and-trace of document boxes. The contract is for a period of 36 months. Bids close on 18 september 2026 at 11h00. Delivery must be to the SCM department head office. Evaluation follows a two-stage process: stage 1 is a compliance checklist (non-compliance means disqualification), and stage 2 is a 90-point functionality evaluation covering methodology, project plan, and execution approach, followed by price (80 points) and specific goals (20 points). Bidders must submit proof for specific goals claims; failure to do so results in 0 points for that category. Tax compliance is mandatory via a SARS pin or csd number, and foreign suppliers must complete the foreign supplier questionnaire.
Bids must be delivered to the SCM Department Head Office before the closing date and time: 18 September 2026 at 11h00.
Bidders must submit all required compliance checklist documents; failure to do so renders the bid non-compliant.
Bidders must achieve a minimum of 70 points out of 90 for functionality (methodology, project plan, and execution approach) to proceed to price evaluation.
Bidders must submit proof or documentation to claim specific goals points; without proof, the bidder scores 0 out of 20 for specific goals.
Bidders must be tax compliant and submit a SARS PIN or CSD number; each party must submit a separate TCS certificate/PIN/CSD number.
Foreign suppliers must complete the foreign supplier questionnaire and provide proof of local representation if applicable.
The contract period is 36 months, and the scope includes sorting, categorisation, scanning, OCR, indexing, electronic upload into EDRMS, quality assurance, and track-and-trace of boxes.
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Date & Time
Friday, 18 September 2026 - 11:00
Venue
null
Categories
Request for Quotation
4 Kikuyu Road - Sunninghill - Johannesburg - 2157
AI Document Analysis Stages
Description
Source: RFQ-000000030-2026 ON SITE DOC MANAGEMENT.pdf (RFQ)08 Sept
2026
Tender Published
Tender was published
18 Sept
2026
Closing Date
Tender closing date
These references help suppliers understand the public-procurement framework around this opportunity. They are generated from the tender category, issuing organisation type and procurement context.
These rules commonly apply to South African public-sector procurement.
Act 53 of 2003
Provides the empowerment-compliance context often used in public-sector supplier evaluation.
Relevant because this is a South African public-sector procurement opportunity.
Act 108 of 1996 (s217)
This is general procurement context, not legal advice. Always verify requirements in the official tender documents and issuing authority notices.
RFQ-000000030-2026 ON SITE DOC MANAGEMENT.pdf
The Housing Development Agency (HDA) seeks a service provider to manage its Western Cape physical records: sorting and categorising approximately 440 boxes of documents, identifying records for retention or disposal, scanning and indexing relevant documents, uploading them into the HDA EDRMS (IMIS), and disposing of non-record boxes. The work is to be performed on-site and must comply with the National Archives and Records Service of South Africa Act and POPIA.
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The Housing Development Agency (HDA) is a national public sector organisation established in 2009 to support the development of sustainable human settlements across South Africa. The HDA Western Cape office has physical records currently kept on-site that require structured sorting, categorisation, secure management and controlled access. The records must be reviewed to determine which documents must be retained, digitised, stored off-site or securely destroyed in line with records management principles and applicable retention requirements. The current on-site storage of records creates operational and compliance risks. Objectives include sorting and categorising all physical records, identifying documents for retention and disposal, digitising selected records for electronic access onto the HDA EDRMS, providing a structured indexing system for easy retrieval, and ensuring secure and compliant destruction of documents. Desired outcomes include control of all records, faster retrieval, freed storage space, stronger confidentiality, and electronic access. Project benefits include improved control, reduced retrieval delays, freed up on-site storage space, strengthened confidentiality controls, electronic access to digitised records, and support compliance with retention and disposal rules.
Important Dates
Source: RFQ-000000030-2026 ON SITE DOC MANAGEMENT.pdf (RFQ){"closingDate":"18 September 2026","closingTime":"11h00"}
Contact Information
Source: RFQ-000000030-2026 ON SITE DOC MANAGEMENT.pdf (RFQ){"name":null,"email":"[email protected]","phone":"011 544-1000","department":"HEAD OFFICE before the closing","address":null}
Evaluation Criteria
Source: RFQ-000000030-2026 ON SITE DOC MANAGEMENT.pdf (RFQ)Bidders must be registered on the Central Supplier Database (CSD) and have a valid SARS Tax Compliance Status (TCS) PIN or certificate. They must complete and submit SBD1, SBD4, and SBD6.1. Joint ventures or consortia must provide a consortium/joint venture agreement or trust deed. Bidders must meet the functionality threshold of 70 out of 100 points to proceed to price evaluation. Specific goals points require proof (CSD or sworn affidavit) as detailed in the tender.
Technical Specifications
Source: RFQ-000000030-2026 ON SITE DOC MANAGEMENT.pdf (RFQ)The Housing Development Agency (HDA) is a national public sector organisation established
in 2009 to support the development of sustainable human settlements across South Africa.
In carrying out its mandate to identify, acquire, hold, prepare, and develop land for housing
projects, the Agency manages large volumes of records and documentation. Effective
records management is therefore critical to ensuring operational efficiency, protecting
confidential information, and meeting legal and compliance requirements.
The HDA Western Cape office has physical records currently kept on-site that require
structured sorting, categorisation, secure management and controlled access. The records
must be reviewed to determine which documents must be retained, digitised, stored off-site
or securely destroyed in line with records management principles and applicable retention
requirements.
The current on-site storage of records creates operational and compliance risks where
records are not uniformly sorted, indexed, digitised or stored in a controlled off-site
environment. Without a structured records management intervention, HDA may experience
delays in locating files, inconsistent retention and disposal practices, increased pressure on
office storage space and heightened risk in relation to confidential records.
In addition, records are exposed to:
deterioration.
and Records Service of South Africa Act (Act ) and the Protection of
Personal Information Act (POPIA).
controlled storage.
To appoint a suitably qualified service provider to deliver records management services for
HDA Western Cape records, including:
stored securely, reducing the risk of loss or misplacement.
electronic access, cutting down delays in service delivery.
digitising key documents.
restricted access.
EDRMS [IMIS], improving efficiency and transparency.
The project will improve control over HDA Western Cape records by ensuring that
physical files are sorted, categorised, indexed and securely stored. It will reduce retrieval
delays, free up on-site storage space, strengthen confidentiality controls, provide
electronic access to digitised records and support compliance with retention and
disposal rules and ensures that records management practices meet the requirements
of the National Archives and Records Service of South Africa Act (Act No. ). This guarantees that HDA records are managed in line with standards for
preservation, access, and lawful disposal.
The service provider will deliver an end-to-end records management solution covering
on-site assessment and preparation; sorting and categorisation of physical records;
identification of records for retention and disposal; packing, labelling and barcoding;
collection and transportation to secure premises; off-site storage; digitisation of selected
documents; document preparation and quality control (including page-completeness
verification, indexing, classification and file naming); electronic hosting and controlled
user access; filing of processed documents back into their archive locations; disposal of
non-record (“junk”) boxes; and secure destruction of approved records.
A) Organised Records: All records are sorted and grouped by records type and
retention period to make them easier to manage.
B) Packed and Labelled Boxes: Records are packed into archival boxes, each clearly
labelled and barcoded for tracking and quick retrieval.
C) Digitised Records: Selected and sorted documents are scanned and indexed so they
can be accessed electronically in HDA EDRMS.
D) Index Report: A clear report is provided with details of all digitised files, making
searches and audits straightforward.
E) Compliance: Ensure all records management processes comply with the National
Archives and Records Service of South Africa Act (Act ) and the Protection
of Personal Information Act (POPIA).
The service provider's obligations under this appointment include, but are not limited to,
the work components set out below.
Document preparation and quality control
As part of the digitisation and archiving process, the service provider shall be responsible
for the preparation, processing and quality control of all HDA Western Cape records
identified for digitisation, including the following:
A) Provision of Barcodes: Generate and affix unique barcode labels to each archival
box and/or file to enable accurate tracking, chain-of-custody control and retrieval
throughout the records lifecycle.
B) Scanning Oversight and Import into HDA EDRMS: Oversee and quality-control the
scanning process and import all digitised records into the HDA's EDRMS for electronic
access.
C) Document Indexing, Classification and File Naming: Apply the approved indexing
structure, classification/file plan and standardised file-naming convention to all records
to enable accurate identification and retrieval.
D) Verification of Page Completeness and Correct Linking: Conduct page-by-page
quality checks to confirm that all scanned images are complete, correctly sequenced
and correctly linked to their corresponding electronic record.
E) Filing Documents Back into Archive Locations: Return physical documents to their
correct archive locations following scanning and quality control and maintain accurate
records of box and file locations.
F) Disposal of Junk Boxes: Identify, remove and dispose of empty, damaged or non-
record boxes and packaging materials in a controlled and documented manner.
A) Final Quality Assurance and Reporting: Conduct a final quality assurance review
of all processed records and compile a completion report confirming volumes
processed, exceptions identified and resolved, and any outstanding items.
Annexure A GOVERNMENT PROCUREMENT
General conditions of contract
Notes
The purpose of this document is to:
(i) Draw special attention to certain general conditions
applicable to government bids, contracts and orders; and
(ii) To ensure that clients be familiar with regard to the rights
and obligations of all parties involved in doing business
with government.
In this document words in the singular also mean in the plural and vice
versa and words in the masculine also mean in the feminine and neuter.
all bid documents and may not be amended.
bid, should be compiled separately for every bid (if
(applicable) and will supplement the General Conditions
of Contract. Whenever there is a conflict, the provisions
in the SCC shall prevail.
Table of clauses
Methodology
Source: RFQ-000000030-2026 ON SITE DOC MANAGEMENT.pdf (RFQ)o categorisation, [5 points]
o scanning and OCR [5 points]
o indexing [5 points]
o electronic upload into EDRMS [10 points]
o quality assurance and validation [10 points]
o document/box/location track and trace [5 points]
o retention management and disposal readiness [5
points]
Table 5: Detailed scoring methodology
stage3: Price and Specific Goals
Evaluation criteria Weighting
Specific Goals 20
Price 80
Total 100
Price Evaluation: The evaluation for price will be done based on the following formula:
Where
PS = Points scored for price of tender under consideration
Pt = Rand value of offer tender consideration
Pmin = Rand value of lowest acceptable tender
Specific Goals Evaluation: A bidder must submit proof or documentation to claim points for
specific goals. A bidder failing to submit proof or documentation to claim points for specific goals
will be interpreted to mean that preference points for specific goals are not claimed. The bidder
may not be disqualified but will score 0 points out of 20 for specific goals.
The Specific Goals allocated Number of Proof / Documentation required to
points in terms of this tender Points Claim Points for Specific Goals
Black Women Owned (Maximum points = 4 points)
75% - 100% 4 CSD or Sworn Affidavit
51% - 74.99 - 3 CSD or Sworn Affidavit
Below 51% 1 CSD or Sworn Affidavit
Youth (Maximum points 7)
75% - 100% 7 csd
51% - 74.99 - 5 csd
Below 51% 3 CSD
Disabled People (Maximum 5)
75% - 100% 5 csd
51% - 74.99 - 4 csd
Below 51% 2 CSD
Historically Disadvantaged South Africans (Maximum 2)
HDSA 2 CSD or Sworn Affidavit
Military Veterans (Maximum 2)
Military Veterans 2 CSD
*Historically disadvantaged South Africans refers to any person, category of persons, or
communities disadvantaged by unfair discrimination before the constitution of the
Republic of SA, 1993 (ACT No. come into operations.
DELIVERY PERIOD: Suppliers are requested to offer their earliest delivery period possible.
Delivery will be effected within ............. working days from date of order. (To be completed by
Service provider)
Request for quotation
VALIDITY PERIOD: THE HDA desires a validity period up to 90 Working days against this
Quotation. It should be noted that suppliers may offer an earlier validity period, but that their
quotation may in that event, be disregarded for this reason.
This Quotation is valid until ................................................ (To be completed by Supplier)
Your reference: ...............................................
Payment:
Payment will be made upon completion of the works within 30 days from date of receipt of a
correct tax invoice.
Experience & Qualifications
Source: RFQ-000000030-2026 ON SITE DOC MANAGEMENT.pdf (RFQ)Company Company profile demonstrating experience in records 5
services. CIPC/CSD report will be used to verify number
of years of experience.
EDRMS Experience Provide letters of evidence/reference of successful 5
implementation and experience with an EDRMS including
document capture, indexing and electronic upload
Scanning and Provide proof of understanding and capability to deliver 10
records are not uniformly sorted, indexed, digitised or stored in a controlled off-site
environment. Without a structured records management intervention, HDA may experience
delays in locating files, inconsistent retention and disposal practices, increased pressure on
office storage space and heightened risk in relation to confidential records.
Quality Management
Source: RFQ-000000030-2026 ON SITE DOC MANAGEMENT.pdf (RFQ)o Applicable policies [2 Points]
o Procedures [2 Points]
o Audit quality [2 Points]
o Reports [2 Points]
o Training records [2 Points],
o Indexing accuracy statistics [2 Points]
o Error logs and corrective action records [2 Points]
o Examples of system audit trails demonstrating the
identification [2 Points]; correction [2 Points] and
prevention of indexing errors [2 Points].
Project Plan and The bidder shall include a detailed project plan covering 50
Execution o sorting, [5 points]
Approach
o categorisation, [5 points]
o scanning and OCR [5 points]
o indexing [5 points]
o electronic upload into EDRMS [10 points]
o quality assurance and validation [10 points]
o document/box/location track and trace [5 points]
o retention management and disposal readiness [5
points]
Table 5: Detailed scoring methodology
stage3: Price and Specific Goals
on-site assessment and preparation; sorting and categorisation of physical records;
identification of records for retention and disposal; packing, labelling and barcoding;
collection and transportation to secure premises; off-site storage; digitisation of selected
documents; document preparation and quality control (including page-completeness
verification, indexing, classification and file naming); electronic hosting and controlled
user access; filing of processed documents back into their archive locations; disposal of
non-record (“junk”) boxes; and secure destruction of approved records.
for the preparation, processing and quality control of all HDA Western Cape records
identified for digitisation, including the following:
A) Provision of Barcodes: Generate and affix unique barcode labels to each archival
box and/or file to enable accurate tracking, chain-of-custody control and retrieval
throughout the records lifecycle.
B) Scanning Oversight and Import into HDA EDRMS: Oversee and quality-control the
scanning process and import all digitised records into the HDA's EDRMS for electronic
access.
C) Document Indexing, Classification and File Naming: Apply the approved indexing
structure, classification/file plan and standardised file-naming convention to all records
to enable accurate identification and retrieval.
D) Verification of Page Completeness and Correct Linking: Conduct page-by-page
quality checks to confirm that all scanned images are complete, correctly sequenced
and correctly linked to their corresponding electronic record.
E) Filing Documents Back into Archive Locations: Return physical documents to their
correct archive locations following scanning and quality control and maintain accurate
records of box and file locations.
F) Disposal of Junk Boxes: Identify, remove and dispose of empty, damaged or non-
record boxes and packaging materials in a controlled and documented manner.
A) Final Quality Assurance and Reporting: Conduct a final quality assurance review
of all processed records and compile a completion report confirming volumes
processed, exceptions identified and resolved, and any outstanding items.
Pricing Schedule
Source: RFQ-000000030-2026 ON SITE DOC MANAGEMENT.pdf (RFQ)Deliverables Pricing
provision of barcodes
Scanning oversight and import into IMIS R
Document indexing, classification and file naming R
Quality control and filing documents back into their archive locations R
Disposal of junk boxes R
Final quality assurance and reporting R
Total cost (excl VAT) r
VAT (if applicable) r
Total cost (incl VAT) r
A) all proposals must only be delivered to the address provided above
B) the hda conditions of purchase will apply
C) late / incomplete proposals will not be considered
Pricing schedule
implementation of automated retention and disposal.
File Plan Familiarity Provide evidence of work that demonstrates 10
understanding of file plan and how it informs
classification, retention and disposal.
Indexing and Data Bidders must provide documented evidence of their 20
Compliance Requirements
Source: RFQ-000000030-2026 ON SITE DOC MANAGEMENT.pdf (RFQ)Tax compliance
Tax compliance requirements
Tax compliance status (tcs) pin may be made via e-filing through the SARS website
Tcs pin is available but the bidder is registered on the central supplier database (csd), a
CSD report will be used to verify number
Csd number
Csd number must be provided
Central supplier database (csd), a
75% - 100% 4 CSD or Sworn Affidavit
51% - 74.99 - 3 CSD or Sworn Affidavit
Below 51% 1 CSD or Sworn Affidavit
75% - 100% 7 csd
51% - 74.99 - 5 csd
Below 51% 3 CSD
75% - 100% 5 csd
51% - 74.99 - 4 csd
Below 51% 2 CSD
HDSA 2 CSD or Sworn Affidavit
Military Veterans 2 CSD
Pricing schedule
Points Allocation: 0 points
B-BBEE Details: R
VAT (if applicable) r
Total cost (incl VAT) r
Evaluation criteria
The evaluation of proposals is to determine whether the Bidder is capable of delivering the
Goods/Services and works. Bidders will be evaluated according to the following Evaluation
Criteria:
Stage1- Adherence to Compliance checklist requirements,
NB: Compliance Checklist Requirements for all Services/Goods and works
If the bidder does not submit the following documents, the bid will be considered non-compliant
and these documents must be made available should an award be made.
No. Description of requirement
a. Specific Goals Requirements
b. Completion of All Standard Bidding Document (SBD1, SBD 4 and
6.1)
c. CSD supplier registration number for verification checks
e. Joint Venture / Consortium agreement / Trust Deed (where
applicable)
Note:
Non-submission of information which will be scored on functionality will lose points on
functionality
A bidder failing to submit proof or documentation to claim points for specific goals will be
interpreted to mean that preference points for specific goals are not claimed. The bidder may
not be disqualified but will score 0 points out of 20 for specific goals.
Stage 2= Functionality, Bidder to meet the benchmark of minimum 70 points out of 100
points on technical capability which will be the cut off to qualify for further evaluation
Qualifying bidders shall be evaluated on technicality / functionality after meeting all compliance
requirements outlined above. The minimum threshold for the technical/functionality
requirements is 70%. Bidders who score below the minimum requirement shall not be
considered for further evaluation in stage 3.
Technical Evaluation Criteria
Details of the scoring methodology presented above are outlined below
B-BBEE Requirements
Source: RFQ-000000030-2026 ON SITE DOC MANAGEMENT.pdf (RFQ)Specific Goals allocated points and proof required: Black Women Owned (Maximum points = 4 points): 75%-100% = 4 points, 51%-74.99% = 3 points, Below 51% = 1 point, proof: CSD or Sworn Affidavit. Youth (Maximum points 7): 75%-100% = 7 points, 51%-74.99% = 5 points, Below 51% = 3 points, proof: CSD. Disabled People (Maximum 5): 75%-100% = 5 points, 51%-74.99% = 4 points, Below 51% = 2 points, proof: CSD. Historically Disadvantaged South Africans (Maximum 2): HDSA = 2 points, proof: CSD or Sworn Affidavit. Military Veterans (Maximum 2): Military Veterans = 2 points, proof: CSD. *Historically disadvantaged South Africans refers to any person, category of persons, or communities disadvantaged by unfair discrimination before the constitution of the Republic of SA, 1993 (Act No. come into operations.
Contractual Terms
Source: RFQ-000000030-2026 ON SITE DOC MANAGEMENT.pdf (RFQ)General Conditions of Contract
1.1 “Closing time” means the date and hour specified in the bidding
documents for the receipt of bids.
1.2 “Contract” means the written agreement entered into between the
purchaser and the supplier, as recorded in the contract form signed by
the parties, including all attachments and appendices thereto and all
documents incorporated by reference therein.
1.3 “Contract price” means the price payable to the supplier under the
contract for the full and proper performance of his contractual
obligations.
1.4 “Corrupt practice” means the offering, giving, receiving, or soliciting
of any thing of value to influence the action of a public official in the
procurement process or in contract execution.
1.5 "Countervailing duties" are imposed in cases where an enterprise
abroad is subsidized by its government and encouraged to market its
products internationally.
1.6 “Country of origin” means the place where the goods were mined,
grown or produced or from which the services are supplied. Goods are
produced when, through manufacturing, processing or substantial and
major assembly of components, a commercially recognized new
product results that is substantially different in basic characteristics or
in purpose or utility from its components.
1.7 “Day” means calendar day.
1.8 “Delivery” means delivery in compliance of the conditions of the
contract or order.
1.9 “Delivery ex stock” means immediate delivery directly from stock
actually on hand.
1.10 “Delivery into consignees store or to his site” means delivered and
unloaded in the specified store or depot or on the specified site in
compliance with the conditions of the contract or order, the supplier
bearing all risks and charges involved until the supplies are so
delivered and a valid receipt is obtained.
1.11 "Dumping" occurs when a private enterprise abroad market its goods
on own initiative in the RSA at lower prices than that of the country of
origin and which have the potential to harm the local industries in the
RSA.
1.12 ”Force majeure” means an event beyond the control of the supplier and
not involving the supplier’s fault or negligence and not foreseeable.
Such events may include, but is not restricted to, acts of the purchaser
in its sovereign capacity, wars or revolutions, fires, floods, epidemics,
quarantine restrictions and freight embargoes.
1.13 “Fraudulent practice” means a misrepresentation of facts in order to
influence a procurement process or the execution of a contract to the
detriment of any bidder, and includes collusive practice among bidders
(prior to or after bid submission) designed to establish bid prices at
artificial non-competitive levels and to deprive the bidder of the
benefits of free and open competition.
1.14 “GCC” means the General Conditions of Contract.
1.15 “Goods” means all of the equipment, machinery, and/or other materials
that the supplier is required to supply to the purchaser under the
contract.
1.16 “Imported content” means that portion of the bidding price represented
by the cost of components, parts or materials which have been or are
still to be imported (whether by the supplier or his subcontractors) and
which costs are inclusive of the costs abroad, plus freight and other
direct importation costs such as landing costs, dock dues, import duty,
sales duty or other similar tax or duty at the South African place of
entry as well as transportation and handling charges to the factory in
the Republic where the supplies covered by the bid will be
manufactured.
1.17 “Local content” means that portion of the bidding price which is not
included in the imported content provided that local manufacture does
take place.
1.18 “Manufacture” means the production of products in a factory using
labour, materials, components and machinery and includes other
related value-adding activities.
1.19 “Order” means an official written order issued for the supply of goods
or works or the rendering of a service.
1.20 “Project site,” where applicable, means the place indicated in bidding
documents.
1.21 “Purchaser” means the organization purchasing the goods.
1.22 “Republic” means the Republic of South Africa.
1.23 “SCC” means the Special Conditions of Contract.
1.24 “Services” means those functional services ancillary to the supply of
the goods, such as transportation and any other incidental services,
such as installation, commissioning, provision of technical assistance,
training, catering, gardening, security, maintenance and other such
obligations of the supplier covered under the contract.
1.25 “Written” or “in writing” means handwritten in ink or any form of
electronic or mechanical writing.
including bids for functional and professional services, sales, hiring,
letting and the granting or acquiring of rights, but excluding
immovable property, unless otherwise indicated in the bidding
documents.
2.2 Where applicable, special conditions of contract are also laid down to
cover specific supplies, services or works.
2.3 Where such special conditions of contract are in conflict with these
general conditions, the special conditions shall apply.
shall not be liable for any expense incurred in the preparation and
submission of a bid. Where applicable a non-refundable fee for
documents may be charged.
3.2 With certain exceptions, invitations to bid are only published in the
Government Tender Bulletin. The Government Tender Bulletin may be
obtained directly from the Government Printer, Private Bag X85,
Pretoria 0001, or accessed electronically from www.treasury.gov.za
bidding documents and specifications.
contract disclose the contract, or any provision thereof, or any specification,
documents plan, drawing, pattern, sample, or information furnished by or on
and behalf of the purchaser in connection therewith, to any person other
information; than a person employed by the supplier in the performance of the
inspection. contract. Disclosure to any such employed person shall be made in
confidence and shall extend only so far as may be necessary for
purposes of such performance.
5.2 The supplier shall not, without the purchaser’s prior written consent,
make use of any document or information mentioned in GCC clause
5.1 except for purposes of performing the contract.
5.3 Any document, other than the contract itself mentioned in GCC clause
5.1 shall remain the property of the purchaser and shall be returned (all
copies) to the purchaser on completion of the supplier’s performance
under the contract if so required by the purchaser.
5.4 The supplier shall permit the purchaser to inspect the supplier’s records
relating to the performance of the supplier and to have them audited by
auditors appointed by the purchaser, if so required by the purchaser.
claims of infringement of patent, trademark, or industrial design rights
arising from use of the goods or any part thereof by the purchaser.
security the successful bidder shall furnish to the purchaser the performance
security of the amount specified in SCC.
7.2 The proceeds of the performance security shall be payable to the
purchaser as compensation for any loss resulting from the supplier’s
failure to complete his obligations under the contract.
7.3 The performance security shall be denominated in the currency of the
contract, or in a freely convertible currency acceptable to the purchaser
and shall be in one of the following forms:
(a) a bank guarantee or an irrevocable letter of credit issued by a
reputable bank located in the purchaser’s country or abroad,
acceptable to the purchaser, in the form provided in the
bidding documents or another form acceptable to the
purchaser; or
(b) a cashier’s or certified cheque
7.4 The performance security will be discharged by the purchaser and
returned to the supplier not later than thirty (30) days following the
date of completion of the supplier’s performance obligations under the
contract, including any warranty obligations, unless otherwise
specified in SCC.
tests and
analyses 8.2 If it is a bid condition that supplies to be produced or services to be
rendered should at any stage during production or execution or on
completion be subject to inspection, the premises of the bidder or
contractor shall be open, at all reasonable hours, for inspection by a
representative of the Department or an organization acting on behalf of
the Department.
8.3 If there are no inspection requirements indicated in the bidding
documents and no mention is made in the contract, but during the
contract period it is decided that inspections shall be carried out, the
purchaser shall itself make the necessary arrangements, including
payment arrangements with the testing authority concerned.
8.4 If the inspections, tests and analyses referred to in clauses 8.2 and 8.3
show the supplies to be in accordance with the contract requirements,
the cost of the inspections, tests and analyses shall be defrayed by the
purchaser.
8.5 Where the supplies or services referred to in clauses 8.2 and 8.3 do not
comply with the contract requirements, irrespective of whether such
supplies or services are accepted or not, the cost in connection with
these inspections, tests or analyses shall be defrayed by the supplier.
8.6 Supplies and services which are referred to in clauses 8.2 and 8.3 and
which do not comply with the contract requirements may be rejected.
8.7 Any contract supplies may on or after delivery be inspected, tested or
analyzed and may be rejected if found not to comply with the
requirements of the contract. Such rejected supplies shall be held at the
cost and risk of the supplier who shall, when called upon, remove them
immediately at his own cost and forthwith substitute them with
supplies which do comply with the requirements of the contract.
Failing such removal the rejected supplies shall be returned at the
suppliers cost and risk. Should the supplier fail to provide the substitute
supplies forthwith, the purchaser may, without giving the supplier
further opportunity to substitute the rejected supplies, purchase such
supplies as may be necessary at the expense of the supplier.
8.8 The provisions of clauses 8.4 to 8.7 shall not prejudice the right of the
purchaser to cancel the contract on account of a breach of the
conditions thereof, or to act in terms of Clause 23 of GCC.
prevent their damage or deterioration during transit to their final
destination, as indicated in the contract. The packing shall be
sufficient to withstand, without limitation, rough handling during
transit and exposure to extreme temperatures, salt and precipitation
during transit, and open storage. Packing, case size and weights shall
take into consideration, where appropriate, the remoteness of the
goods’ final destination and the absence of heavy handling facilities at
all points in transit.
9.2 The packing, marking, and documentation within and outside the packages
shall comply strictly with such special requirements as shall be
expressly provided for in the contract, including additional
requirements, if any, specified in SCC, and in any subsequent
instructions ordered by the purchaser.
and documents the terms specified in the contract. The details of shipping and/or other
documents to be furnished by the supplier are specified in SCC.
10.2 Documents to be submitted by the supplier are specified in SCC.
convertible currency against loss or damage incidental to manufacture
or acquisition, transportation, storage and delivery in the manner
specified in the SCC.
this shall be specified in the SCC.
services services, including additional services, if any, specified in SCC:
(a) performance or supervision of on-site assembly and/or
commissioning of the supplied goods;
(b) furnishing of tools required for assembly and/or maintenance
of the supplied goods;
(c) furnishing of a detailed operations and maintenance manual
for each appropriate unit of the supplied goods;
(d) performance or supervision or maintenance and/or repair of
the supplied goods, for a period of time agreed by the parties,
provided that this service shall not relieve the supplier of any
warranty obligations under this contract; and
(e) training of the purchaser’s personnel, at the supplier’s plant
and/or on-site, in assembly, start-up, operation,
maintenance, and/or repair of the supplied goods.
13.2 Prices charged by the supplier for incidental services, if not included in
the contract price for the goods, shall be agreed upon in advance by the
parties and shall not exceed the prevailing rates charged to other
parties by the supplier for similar services.
of the following materials, notifications, and information pertaining to
spare parts manufactured or distributed by the supplier:
(a) such spare parts as the purchaser may elect to purchase from the
supplier, provided that this election shall not relieve the supplier
of any warranty obligations under the contract; and
(b) in the event of termination of production of the spare parts:
(i) Advance notification to the purchaser of the pending
termination, in sufficient time to permit the purchaser to
procure needed requirements; and
(ii) following such termination, furnishing at no cost to the
purchaser, the blueprints, drawings, and specifications of the
spare parts, if requested.
new, unused, of the most recent or current models, and that they
incorporate all recent improvements in design and materials unless
provided otherwise in the contract. The supplier further warrants that
all goods supplied under this contract shall have no defect, arising from
design, materials, or workmanship (except when the design and/or
material is required by the purchaser’s specifications) or from any act
or omission of the supplier, that may develop under normal use of the
supplied goods in the conditions prevailing in the country of final
destination.
15.2 This warranty shall remain valid for twelve (12) months after the
goods, or any portion thereof as the case may be, have been delivered
to and accepted at the final destination indicated in the contract, or for
eighteen (18) months after the date of shipment from the port or place
of loading in the source country, whichever period concludes earlier,
unless specified otherwise in SCC.
15.3 The purchaser shall promptly notify the supplier in writing of any
claims arising under this warranty.
15.4 Upon receipt of such notice, the supplier shall, within the period
specified in SCC and with all reasonable speed, repair or replace the
defective goods or parts thereof, without costs to the purchaser.
15.5 If the supplier, having been notified, fails to remedy the defect(s)
within the period specified in SCC, the purchaser may proceed to take
such remedial action as may be necessary, at the supplier’s risk and
expense and without prejudice to any other rights which the purchaser
may have against the supplier under the contract.
under this contract shall be specified in SCC.
16.2 The supplier shall furnish the purchaser with an invoice accompanied
by a copy of the delivery note and upon fulfillment of other obligations
stipulated in the contract.
16.3 Payments shall be made promptly by the purchaser, but in no case later
than thirty (30) days after submission of an invoice or claim by the
supplier.
16.4 Payment will be made in Rand unless otherwise stipulated in SCC.
performed under the contract shall not vary from the prices quoted by
the supplier in his bid, with the exception of any price adjustments
authorized in SCC or in the purchaser’s request for bid validity
extension, as the case may be.
amendments made except by written amendment signed by the parties concerned.
perform under the contract, except with the purchaser’s prior written
consent.
awarded under this contracts if not already specified in the bid. Such
notification, in the original bid or later, shall not relieve the supplier
from any liability or obligation under the contract.
supplier’s the supplier in accordance with the time schedule prescribed by the
performance purchaser in the contract.
21.2 If at any time during performance of the contract, the supplier or its
subcontractor(s) should encounter conditions impeding timely delivery
of the goods and performance of services, the supplier shall promptly
notify the purchaser in writing of the fact of the delay, its likely
duration and its cause(s). As soon as practicable after receipt of the
supplier’s notice, the purchaser shall evaluate the situation and may at
his discretion extend the supplier’s time for performance, with or
without the imposition of penalties, in which case the extension shall
be ratified by the parties by amendment of contract.
21.3 No provision in a contract shall be deemed to prohibit the obtaining of
supplies or services from a national department, provincial department,
or a local authority.
21.4 The right is reserved to procure outside of the contract small quantities
or to have minor essential services executed if an emergency arises, the
supplier’s point of supply is not situated at or near the place where the
supplies are required, or the supplier’s services are not readily
available.
21.5 Except as provided under GCC Clause 25, a delay by the supplier in
the performance of its delivery obligations shall render the supplier
liable to the imposition of penalties, pursuant to GCC Clause 22,
unless an extension of time is agreed upon pursuant to GCC Clause
21.2 without the application of penalties.
21.6 Upon any delay beyond the delivery period in the case of a supplies
contract, the purchaser shall, without canceling the contract, be entitled
to purchase supplies of a similar quality and up to the same quantity in
substitution of the goods not supplied in conformity with the contract
and to return any goods delivered later at the supplier’s expense and
risk, or to cancel the contract and buy such goods as may be required
to complete the contract and without prejudice to his other rights, be
entitled to claim damages from the supplier.
the goods or to perform the services within the period(s) specified in
the contract, the purchaser shall, without prejudice to its other remedies
under the contract, deduct from the contract price, as a penalty, a sum
calculated on the delivered price of the delayed goods or unperformed
services using the current prime interest rate calculated for each day of
the delay until actual delivery or performance. The purchaser may also
consider termination of the contract pursuant to GCC Clause 23.
for default contract, by written notice of default sent to the supplier, may
terminate this contract in whole or in part:
(a) if the supplier fails to deliver any or all of the goods within
the period(s) specified in the contract, or within any
extension thereof granted by the purchaser pursuant to GCC
Clause 21.2;
(b) if the Supplier fails to perform any other obligation(s) under
the contract; or
(c) if the supplier, in the judgment of the purchaser, has
engaged in corrupt or fraudulent practices in competing for
or in executing the contract.
23.2 In the event the purchaser terminates the contract in whole or in part,
the purchaser may procure, upon such terms and in such manner as it
deems appropriate, goods, works or services similar to those undelivered,
and the supplier shall be liable to the purchaser for any excess costs for
such similar goods, works or services. However, the supplier shall
continue performance of the contract to the extent not terminated.
23.3 Where the purchaser terminates the contract in whole or in part, the
purchaser may decide to impose a restriction penalty on the supplier by
prohibiting such supplier from doing business with the public sector for a
period not exceeding 10 years.
23.4 If a purchaser intends imposing a restriction on a supplier or any
person associated with the supplier, the supplier will be allowed a time
period of not more than fourteen (14) days to provide reasons why the
envisaged restriction should not be imposed. Should the supplier fail to
respond within the stipulated fourteen (14) days the purchaser may regard
the intended penalty as not objected against and may impose it on the supplier.
23.5 Any restriction imposed on any person by the Accounting Officer /
Authority will, at the discretion of the Accounting Officer / Authority,
also be applicable to any other enterprise or any partner, manager,
director or other person who wholly or partly exercises or exercised or
may exercise control over the enterprise of the first-mentioned person,
and with which enterprise or person the first-mentioned person, is or was
in the opinion of the Accounting Officer / Authority actively associated.
23.6 If a restriction is imposed, the purchaser must, within five (5) working
days of such imposition, furnish the National Treasury, with the
following information:
(i) the name and address of the supplier and / or person restricted by the
purchaser;
(ii) the date of commencement of the restriction
(iii) the period of restriction; and
(iv) the reasons for the restriction.
These details will be loaded in the National Treasury’s central database of
suppliers or persons prohibited from doing business with the public sector.
23.7 If a court of law convicts a person of an offence as contemplated in
sections 12 or 13 of the Prevention and Combating of Corrupt Activities
Act, No. , the court may also rule that such person’s name be
endorsed on the Register for Tender Defaulters. When a person’s name
has been endorsed on the Register, the person will be prohibited from
doing business with the public sector for a period not less than five years
and not more than 10 years. The National Treasury is empowered to
determine the period of restriction and each case will be dealt with on its
own merits. According to section 32 of the Act the Register must be
open to the public. The Register can be perused on the National Treasury
website.
duties and rights provisional payment or anti-dumping or countervailing right is
increased in respect of any dumped or subsidized import, the State is
not liable for any amount so required or imposed, or for the amount of
any such increase. When, after the said date, such a provisional
payment is no longer required or any such anti-dumping or
countervailing right is abolished, or where the amount of such
provisional payment or any such right is reduced, any such favourable
difference shall on demand be paid forthwith by the contractor to the
State or the State may deduct such amounts from moneys (if any)
which may otherwise be due to the contractor in regard to supplies or
services which he delivered or rendered, or is to deliver or render in
terms of the contract or any other contract or any other amount which
may be due to him
25.1 Notwithstanding the provisions of GCC Clauses 22 and 23, the supplier shall not be
liable for forfeiture of its performance security, damages, or termination for default if and to
the extent that his delay in performance or other failure to perform his obligations under the
contract is the result of an event of force majeure.
25.2 If a force majeure situation arises, the supplier shall promptly notify
the purchaser in writing of such condition and the cause thereof.
Unless otherwise directed by the purchaser in writing, the supplier
shall continue to perform its obligations under the contract as far as is
reasonably practical, and shall seek all reasonable alternative means for
performance not prevented by the force majeure event.
for insolvency notice to the supplier if the supplier becomes bankrupt or otherwise
insolvent. In this event, termination will be without compensation to
the supplier, provided that such termination will not prejudice or affect
any right of action or remedy which has accrued or will accrue
thereafter to the purchaser.
Disputes purchaser and the supplier in connection with or arising out of the
contract, the parties shall make every effort to resolve amicably such
dispute or difference by mutual consultation.
27.2 If, after thirty (30) days, the parties have failed to resolve their dispute
or difference by such mutual consultation, then either the purchaser or
the supplier may give notice to the other party of his intention to
commence with mediation. No mediation in respect of this matter may
be commenced unless such notice is given to the other party.
27.3 Should it not be possible to settle a dispute by means of mediation, it
may be settled in a South African court of law.
27.4 Mediation proceedings shall be conducted in accordance with the rules
of procedure specified in the SCC.
27.5 Notwithstanding any reference to mediation and/or court proceedings
herein,
(a) the parties shall continue to perform their respective obligations
under the contract unless they otherwise agree; and
(b) the purchaser shall pay the supplier any monies due the supplier.
liability the case of infringement pursuant to Clause 6;
(a) the supplier shall not be liable to the purchaser, whether in
contract, tort, or otherwise, for any indirect or consequential loss
or damage, loss of use, loss of production, or loss of profits or
interest costs, provided that this exclusion shall not apply to any
obligation of the supplier to pay penalties and/or damages to the
purchaser; and
(b) the aggregate liability of the supplier to the purchaser, whether under the
contract, in tort or otherwise, shall not exceed the total contract price, provided
that this limitation shall not apply to the cost of repairing or replacing defective
equipment.
language documents pertaining to the contract that is exchanged by the parties
shall also be written in English.
law laws, unless otherwise specified in SCC.
concerned by registered or certified mail and any other notice to him
shall be posted by ordinary mail to the address furnished in his bid or
to the address notified later by him in writing and such posting shall be
deemed to be proper service of such notice
31.2 The time mentioned in the contract documents for performing any act after
such aforesaid notice has been given, shall be reckoned from the date
of posting of such notice.
duties duties, license fees, and other such levies imposed outside the
purchaser’s country.
32.2 A local supplier shall be entirely responsible for all taxes, duties,
license fees, etc., incurred until delivery of the contracted goods to
the purchaser.
32.3 No contract shall be concluded with any bidder whose tax matters are
not in order. Prior to the award of a bid the Department must be in
possession of a tax clearance certificate, submitted by the bidder.
This certificate must be an original issued by the South African
Revenue Services.
33.1 The NIP Programme administered by the Department of Trade and Industry shall be applicable to all
contracts that are subject to the NIP obligation.
General Conditions of Contract (revised February 2008)
Part a
Invitation to bid
You are hereby invited to bid for requirements of the (name of department/ public entity)
Closing date: closing
BID NUMBER: RFQ/000000030/2026 18 September 2026 TIME: 11H00
The appointment of a service provider for onsite end-to-end
Process of sorting documents from approximately 440 boxes,
Scanning all relevant documents, and uploading into the hda
Description edrms as well as disposal of junk boxes.
Bid response documents may be deposited in the bid box situated at (street address)
The Housing Development Agency
4 Kikuyu Road,
Sunninghill,
2157
Bidding procedure enquiries may be directed to technical enquiries may be directed to:
CONTACT PERSON Procurement 5 CONTACT PERSON
Telephone number 011 544 1000 telephone number
Facsimile number facsimile number
E-MAIL ADDRESS [email protected] E-MAIL ADDRESS
Supplier information
NAME OF BIDDER Procurement
Postal address
Street address
Telephone number code number
Cellphone number
Facsimile number code number
E-mail address
VAT registration
Number
Supplier tax central
Compliance status compliance supplier
Or
System pin: database
No: MAAA
Are you the
ACCREDITED ARE YOU A FOREIGN BASED Yes No
REPRESENTATIVE IN Yes No SUPPLIER FOR THE GOODS
South africa for /services offered? [If yes, answer the
The goods /services [if yes enclose proof] questionnaire below]
Offered?
Questionnaire to bidding foreign suppliers
Is the entity a resident of the republic of south africa (RSA)? yes
NO
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
1.1. 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, 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).
2.1 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
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: .................................
Sbd4
Bidder’s disclosure
Any person (natural or juristic) may make an offer or offers in terms of this invitation to
bid. In line with the principles of transparency, accountability, impartiality, and ethics as
enshrined in the Constitution of the Republic of South Africa and further expressed in
various pieces of legislation, it is required for the bidder to make this declaration in respect
of the details required hereunder.
Where a person/s are listed in the Register for Tender Defaulters and / or the List of
Restricted Suppliers, that person will automatically be disqualified from the bid process.
2.1 Is the bidder, or any of its directors / trustees / shareholders / members / partners or any
person having a controlling interest1 in the enterprise,
employed by the state? YES/NO
2.1.1 If so, furnish particulars of the names, individual identity numbers, and, if applicable, state
employee numbers of sole proprietor/ directors / trustees / shareholders / members/
partners or any person having a controlling interest in the enterprise, in table below.
Full Name Identity Number Name of State
institution
2.2 Do you, or any person connected with the bidder, have a relationship with any person
who is employed by the procuring institution? YES/NO
2.2.1 If so, furnish particulars:
................................................................................................
1 the power, by one person or a group of persons holding the majority of the equity
of an enterprise, alternatively, the person/s having the deciding vote or power to
influence or to direct the course and decisions of the enterprise.
................................................................................................
2.3 Does the bidder or any of its directors / trustees / shareholders / members / partners or
any person having a controlling interest in the enterprise have any interest in any other
related enterprise whether or not they are bidding for this contract?
Yes/no
2.3.1 If so, furnish particulars:
........................................................................................
........................................................................................
deterioration.
and Records Service of South Africa Act (Act ) and the Protection of
Personal Information Act (POPIA).
controlled storage.
stored securely, reducing the risk of loss or misplacement.
electronic access, cutting down delays in service delivery.
digitising key documents.
restricted access.
EDRMS [IMIS], improving efficiency and transparency.
physical files are sorted, categorised, indexed and securely stored. It will reduce retrieval
delays, free up on-site storage space, strengthen confidentiality controls, provide
electronic access to digitised records and support compliance with retention and
disposal rules and ensures that records management practices meet the requirements
of the National Archives and Records Service of South Africa Act (Act No. ). This guarantees that HDA records are managed in line with standards for
preservation, access, and lawful disposal.
1.12 ”Force majeure” means an event beyond the control of the supplier and
not involving the supplier’s fault or negligence and not foreseeable.
obtained directly from the Government Printer, Private Bag X85,
Pretoria 0001, or accessed electronically from www.treasury.gov.za
bidding documents and specifications.
contract disclose the contract, or any provision thereof, or any specification,
documents plan, drawing, pattern, sample, or information furnished by or on
and behalf of the purchaser in connection therewith, to any person other
information; than a person employed by the supplier in the performance of the
inspection. contract. Disclosure to any such employed person shall be made in
confidence and shall extend only so far as may be necessary for
purposes of such performance.
5.2 The supplier shall not, without the purchaser’s prior written consent,
make use of any document or information mentioned in GCC clause
5.1 except for purposes of performing the contract.
5.3 Any document, other than the contract itself mentioned in GCC clause
5.1 shall remain the property of the purchaser and shall be returned (all
copies) to the purchaser on completion of the supplier’s performance
under the contract if so required by the purchaser.
5.4 The supplier shall permit the purchaser to inspect the supplier’s records
relating to the performance of the supplier and to have them audited by
auditors appointed by the purchaser, if so required by the purchaser.
claims of infringement of patent, trademark, or industrial design rights
arising from use of the goods or any part thereof by the purchaser.
security the successful bidder shall furnish to the purchaser the performance
security of the amount specified in SCC.
7.2 The proceeds of the performance security shall be payable to the
purchaser as compensation for any loss resulting from the supplier’s
failure to complete his obligations under the contract.
7.3 The performance security shall be denominated in the currency of the
contract, or in a freely convertible currency acceptable to the purchaser
and shall be in one of the following forms:
(a) a bank guarantee or an irrevocable letter of credit issued by a
reputable bank located in the purchaser’s country or abroad,
acceptable to the purchaser, in the form provided in the
bidding documents or another form acceptable to the
purchaser; or
(b) a cashier’s or certified cheque
7.4 The performance security will be discharged by the purchaser and
returned to the supplier not later than thirty (30) days following the
date of completion of the supplier’s performance obligations under the
contract, including any warranty obligations, unless otherwise
specified in SCC.
tests and
analyses 8.2 If it is a bid condition that supplies to be produced or services to be
rendered should at any stage during production or execution or on
completion be subject to inspection, the premises of the bidder or
contractor shall be open, at all reasonable hours, for inspection by a
representative of the Department or an organization acting on behalf of
the Department.
8.3 If there are no inspection requirements indicated in the bidding
documents and no mention is made in the contract, but during the
contract period it is decided that inspections shall be carried out, the
purchaser shall itself make the necessary arrangements, including
payment arrangements with the testing authority concerned.
8.4 If the inspections, tests and analyses referred to in clauses 8.2 and 8.3
show the supplies to be in accordance with the contract requirements,
the cost of the inspections, tests and analyses shall be defrayed by the
purchaser.
8.5 Where the supplies or services referred to in clauses 8.2 and 8.3 do not
comply with the contract requirements, irrespective of whether such
supplies or services are accepted or not, the cost in connection with
these inspections, tests or analyses shall be defrayed by the supplier.
8.6 Supplies and services which are referred to in clauses 8.2 and 8.3 and
which do not comply with the contract requirements may be rejected.
8.7 Any contract supplies may on or after delivery be inspected, tested or
analyzed and may be rejected if found not to comply with the
requirements of the contract. Such rejected supplies shall be held at the
cost and risk of the supplier who shall, when called upon, remove them
immediately at his own cost and forthwith substitute them with
supplies which do comply with the requirements of the contract.
suppliers cost and risk. Should the supplier fail to provide the substitute
supplies forthwith, the purchaser may, without giving the supplier
further opportunity to substitute the rejected supplies, purchase such
supplies as may be necessary at the expense of the supplier.
8.8 The provisions of clauses 8.4 to 8.7 shall not prejudice the right of the
purchaser to cancel the contract on account of a breach of the
conditions thereof, or to act in terms of Clause 23 of GCC.
prevent their damage or deterioration during transit to their final
destination, as indicated in the contract. The packing shall be
sufficient to withstand, without limitation, rough handling during
transit and exposure to extreme temperatures, salt and precipitation
during transit, and open storage. Packing, case size and weights shall
take into consideration, where appropriate, the remoteness of the
goods’ final destination and the absence of heavy handling facilities at
all points in transit.
9.2 The packing, marking, and documentation within and outside the packages
shall comply strictly with such special requirements as shall be
expressly provided for in the contract, including additional
requirements, if any, specified in SCC, and in any subsequent
instructions ordered by the purchaser.
and documents the terms specified in the contract. The details of shipping and/or other
documents to be furnished by the supplier are specified in SCC.
10.2 Documents to be submitted by the supplier are specified in SCC.
convertible currency against loss or damage incidental to manufacture
or acquisition, transportation, storage and delivery in the manner
specified in the SCC.
this shall be specified in the SCC.
services services, including additional services, if any, specified in SCC:
(a) performance or supervision of on-site assembly and/or
commissioning of the supplied goods;
(b) furnishing of tools required for assembly and/or maintenance
of the supplied goods;
(c) furnishing of a detailed operations and maintenance manual
for each appropriate unit of the supplied goods;
(d) performance or supervision or maintenance and/or repair of
the supplied goods, for a period of time agreed by the parties,
provided that this service shall not relieve the supplier of any
warranty obligations under this contract; and
(e) training of the purchaser’s personnel, at the supplier’s plant
and/or on-site, in assembly, start-up, operation,
maintenance, and/or repair of the supplied goods.
13.2 Prices charged by the supplier for incidental services, if not included in
the contract price for the goods, shall be agreed upon in advance by the
parties and shall not exceed the prevailing rates charged to other
parties by the supplier for similar services.
of the following materials, notifications, and information pertaining to
spare parts manufactured or distributed by the supplier:
(a) such spare parts as the purchaser may elect to purchase from the
supplier, provided that this election shall not relieve the supplier
of any warranty obligations under the contract; and
(b) in the event of termination of production of the spare parts:
(i) Advance notification to the purchaser of the pending
termination, in sufficient time to permit the purchaser to
procure needed requirements; and
(ii) following such termination, furnishing at no cost to the
purchaser, the blueprints, drawings, and specifications of the
spare parts, if requested.
new, unused, of the most recent or current models, and that they
incorporate all recent improvements in design and materials unless
provided otherwise in the contract. The supplier further warrants that
all goods supplied under this contract shall have no defect, arising from
design, materials, or workmanship (except when the design and/or
material is required by the purchaser’s specifications) or from any act
or omission of the supplier, that may develop under normal use of the
supplied goods in the conditions prevailing in the country of final
destination.
15.2 This warranty shall remain valid for twelve (12) months after the
goods, or any portion thereof as the case may be, have been delivered
to and accepted at the final destination indicated in the contract, or for
eighteen (18) months after the date of shipment from the port or place
of loading in the source country, whichever period concludes earlier,
unless specified otherwise in SCC.
15.3 The purchaser shall promptly notify the supplier in writing of any
claims arising under this warranty.
15.4 Upon receipt of such notice, the supplier shall, within the period
specified in SCC and with all reasonable speed, repair or replace the
defective goods or parts thereof, without costs to the purchaser.
15.5 If the supplier, having been notified, fails to remedy the defect(s)
within the period specified in SCC, the purchaser may proceed to take
such remedial action as may be necessary, at the supplier’s risk and
expense and without prejudice to any other rights which the purchaser
may have against the supplier under the contract.
under this contract shall be specified in SCC.
16.2 The supplier shall furnish the purchaser with an invoice accompanied
by a copy of the delivery note and upon fulfillment of other obligations
stipulated in the contract.
16.3 Payments shall be made promptly by the purchaser, but in no case later
than thirty (30) days after submission of an invoice or claim by the
supplier.
16.4 Payment will be made in Rand unless otherwise stipulated in SCC.
performed under the contract shall not vary from the prices quoted by
the supplier in his bid, with the exception of any price adjustments
authorized in SCC or in the purchaser’s request for bid validity
extension, as the case may be.
amendments made except by written amendment signed by the parties concerned.
perform under the contract, except with the purchaser’s prior written
consent.
awarded under this contracts if not already specified in the bid. Such
notification, in the original bid or later, shall not relieve the supplier
from any liability or obligation under the contract.
supplier’s the supplier in accordance with the time schedule prescribed by the
performance purchaser in the contract.
21.2 If at any time during performance of the contract, the supplier or its
subcontractor(s) should encounter conditions impeding timely delivery
of the goods and performance of services, the supplier shall promptly
notify the purchaser in writing of the fact of the delay, its likely
duration and its cause(s). As soon as practicable after receipt of the
supplier’s notice, the purchaser shall evaluate the situation and may at
his discretion extend the supplier’s time for performance, with or
without the imposition of penalties, in which case the extension shall
be ratified by the parties by amendment of contract.
21.3 No provision in a contract shall be deemed to prohibit the obtaining of
supplies or services from a national department, provincial department,
or a local authority.
21.4 The right is reserved to procure outside of the contract small quantities
or to have minor essential services executed if an emergency arises, the
supplier’s point of supply is not situated at or near the place where the
supplies are required, or the supplier’s services are not readily
available.
21.5 Except as provided under GCC Clause 25, a delay by the supplier in
the performance of its delivery obligations shall render the supplier
liable to the imposition of penalties, pursuant to GCC Clause 22,
unless an extension of time is agreed upon pursuant to GCC Clause
21.2 without the application of penalties.
21.6 Upon any delay beyond the delivery period in the case of a supplies
contract, the purchaser shall, without canceling the contract, be entitled
to purchase supplies of a similar quality and up to the same quantity in
substitution of the goods not supplied in conformity with the contract
and to return any goods delivered later at the supplier’s expense and
risk, or to cancel the contract and buy such goods as may be required
to complete the contract and without prejudice to his other rights, be
entitled to claim damages from the supplier.
the goods or to perform the services within the period(s) specified in
the contract, the purchaser shall, without prejudice to its other remedies
under the contract, deduct from the contract price, as a penalty, a sum
calculated on the delivered price of the delayed goods or unperformed
services using the current prime interest rate calculated for each day of
the delay until actual delivery or performance. The purchaser may also
consider termination of the contract pursuant to GCC Clause 23.
for default contract, by written notice of default sent to the supplier, may
terminate this contract in whole or in part:
(a) if the supplier fails to deliver any or all of the goods within
the period(s) specified in the contract, or within any
extension thereof granted by the purchaser pursuant to GCC
Clause 21.2;
(b) if the Supplier fails to perform any other obligation(s) under
the contract; or
(c) if the supplier, in the judgment of the purchaser, has
engaged in corrupt or fraudulent practices in competing for
or in executing the contract.
23.2 In the event the purchaser terminates the contract in whole or in part,
the purchaser may procure, upon such terms and in such manner as it
deems appropriate, goods, works or services similar to those undelivered,
and the supplier shall be liable to the purchaser for any excess costs for
such similar goods, works or services. However, the supplier shall
continue performance of the contract to the extent not terminated.
23.3 Where the purchaser terminates the contract in whole or in part, the
purchaser may decide to impose a restriction penalty on the supplier by
prohibiting such supplier from doing business with the public sector for a
period not exceeding 10 years.
23.4 If a purchaser intends imposing a restriction on a supplier or any
person associated with the supplier, the supplier will be allowed a time
period of not more than fourteen (14) days to provide reasons why the
envisaged restriction should not be imposed. Should the supplier fail to
respond within the stipulated fourteen (14) days the purchaser may regard
the intended penalty as not objected against and may impose it on the supplier.
23.5 Any restriction imposed on any person by the Accounting Officer /
25.1 Notwithstanding the provisions of GCC Clauses 22 and 23, the supplier shall not be
liable for forfeiture of its performance security, damages, or termination for default if and to
the extent that his delay in performance or other failure to perform his obligations under the
contract is the result of an event of force majeure.
25.2 If a force majeure situation arises, the supplier shall promptly notify
the purchaser in writing of such condition and the cause thereof.
shall continue to perform its obligations under the contract as far as is
reasonably practical, and shall seek all reasonable alternative means for
performance not prevented by the force majeure event.
for insolvency notice to the supplier if the supplier becomes bankrupt or otherwise
insolvent. In this event, termination will be without compensation to
the supplier, provided that such termination will not prejudice or affect
any right of action or remedy which has accrued or will accrue
thereafter to the purchaser.
contract, the parties shall make every effort to resolve amicably such
dispute or difference by mutual consultation.
27.2 If, after thirty (30) days, the parties have failed to resolve their dispute
or difference by such mutual consultation, then either the purchaser or
the supplier may give notice to the other party of his intention to
commence with mediation. No mediation in respect of this matter may
be commenced unless such notice is given to the other party.
27.3 Should it not be possible to settle a dispute by means of mediation, it
may be settled in a South African court of law.
27.4 Mediation proceedings shall be conducted in accordance with the rules
of procedure specified in the SCC.
27.5 Notwithstanding any reference to mediation and/or court proceedings
herein,
(a) the parties shall continue to perform their respective obligations
under the contract unless they otherwise agree; and
(b) the purchaser shall pay the supplier any monies due the supplier.
liability the case of infringement pursuant to Clause 6;
(a) the supplier shall not be liable to the purchaser, whether in
contract, tort, or otherwise, for any indirect or consequential loss
or damage, loss of use, loss of production, or loss of profits or
interest costs, provided that this exclusion shall not apply to any
obligation of the supplier to pay penalties and/or damages to the
purchaser; and
(b) the aggregate liability of the supplier to the purchaser, whether under the
contract, in tort or otherwise, shall not exceed the total contract price, provided
that this limitation shall not apply to the cost of repairing or replacing defective
equipment.
language documents pertaining to the contract that is exchanged by the parties
shall also be written in English.
law laws, unless otherwise specified in SCC.
concerned by registered or certified mail and any other notice to him
shall be posted by ordinary mail to the address furnished in his bid or
to the address notified later by him in writing and such posting shall be
deemed to be proper service of such notice
31.2 The time mentioned in the contract documents for performing any act after
such aforesaid notice has been given, shall be reckoned from the date
of posting of such notice.
duties duties, license fees, and other such levies imposed outside the
purchaser’s country.
32.2 A local supplier shall be entirely responsible for all taxes, duties,
license fees, etc., incurred until delivery of the contracted goods to
the purchaser.
32.3 No contract shall be concluded with any bidder whose tax matters are
not in order. Prior to the award of a bid the Department must be in
possession of a tax clearance certificate, submitted by the bidder.
Special Conditions
Source: RFQ-000000030-2026 ON SITE DOC MANAGEMENT.pdf (RFQ)Delivery Period: Suppliers are requested to offer their earliest delivery period possible. Delivery will be effected within ............. working days from date of order. Validity Period: THE HDA desires a validity period up to 90 Working days against this Quotation. It should be noted that suppliers may offer an earlier validity period, but that their quotation may in that event, be disregarded for this reason. Payment: Payment will be made upon completion of the works within 30 days from date of receipt of a correct tax invoice.
Requirements
Source: RFQ-000000030-2026 ON SITE DOC MANAGEMENT.pdf (RFQ)Compliance checklist requirements: Specific Goals Requirements; Completion of All Standard Bidding Documents (SBD1, SBD 4 and 6.1); CSD supplier registration number for verification checks; Joint Venture / Consortium agreement / Trust Deed (where applicable). Non-submission of information which will be scored on functionality will lose points on functionality. A bidder failing to submit proof or documentation to claim points for specific goals will be interpreted to mean that preference points for specific goals are not claimed. The bidder may not be disqualified but will score 0 points out of 20 for specific goals.
Section
Source: RFQ-000000030-2026 ON SITE DOC MANAGEMENT.pdf (RFQ)Price is scored using the formula PS = (Pt/Pmin) x 80, where Pt is the rand value of the tender under consideration and Pmin is the rand value of the lowest acceptable tender. Specific goals carry 20 points; bidders who do not claim specific goals are not disqualified but score 0 out of 20 for that component. Mandatory completion of SBD1, SBD4, and SBD6.1 is required; failure to submit them renders the bid non-compliant.
Sets the constitutional standard for fair, equitable, transparent, competitive and cost-effective public procurement.
Relevant because this is a South African public-sector procurement opportunity.
Act 5 of 2000
Covers preferential procurement and preference-point systems used in public tenders.
Relevant because this is a South African public-sector procurement opportunity.
Act 12 of 2004
Supports anti-corruption controls and supplier integrity in procurement processes.
Relevant because this is a South African public-sector procurement opportunity.
Act 28 of 2024
Provides the national framework for public procurement across government.
Relevant because this is a South African public-sector procurement opportunity.
Act 2 of 2000
Supports access to tender records, award decisions and public-sector procurement information.
Relevant because this is a South African public-sector procurement opportunity.
Act 3 of 2000
Supports lawful, reasonable and procedurally fair administrative tender decisions.
Relevant because this is a South African public-sector procurement opportunity.
Address
63 Worraker St, Newton Park, Gqeberha, 6045, South Africa
Source confidence
High source confidence
Official source
eTenders.gov.za
Documents found
1
Last checked
12 Sept 2026
AI status
Enhanced
Data conflicts
None detected
This tender has strong source evidence, including source metadata and supporting tender information synced from the government tender portal.
Tenders SA is not the issuing authority. All tenders are automatically synced from the official government tender portal. Always confirm final submission details, closing dates, briefing sessions, eligibility requirements, and documents on the official government portal before applying.
Contact
011-544-1000[email protected]www.thehda.co.za63 Worraker St, Newton Park, Gqeberha, 6045, South Africa
Key Personnel
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Explore Our BlogMedian Estimate
R 381 356
Range
Based on 25 comparable awarded tenders. Companies with similar profiles typically bid near the median.
* Estimates are based on historical data and do not guarantee actual award values.
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