RFQ for servicing of fire hose reels and fire hydrants - limpopo tourism agency

Closing date: 15 June 2026 at 11:00.

Contact person: Mr. Mokutlou Mamphekoa (Chief Executive Officer, Limpopo Tourism Agency). Email: [email protected]. Phone: 015 293 3600 / 064 870 1153. Address: P.O. Box 2814, Polokwane, 0700. Fax: (015) 293 3651.

Submit a written quotation on your business letterhead via email to [email protected]. Required documents: SBD 3.1 (Pricing Schedule), SBD 4 (Declaration of Interest), and SBD 6.1 (Preference Points Claim Form). All forms must be completed and signed. Disqualification risks: missing forms, use of pencil, correction fluid, or alterations to the bid document. Bid documents must be completed in black ink. All corrections must be initialled, and scratches must be a straight line through the corrected item. Submission of a copy of the original bid document will invalidate the bid.

Bid document rules: All corrections and scratches must be initialled. Completion in pencil is not allowed; use black ink. Scratches must be a straight line through corrected items. Use of correction fluid invalidates the bid. Alterations or submission of a copy of the original bid document will invalidate the bid.

Evaluation is conducted in two phases: Phase 1 (Administrative Compliance) and Phase 2 (Price and Preference Points). Phase 1: Mandatory documents (SBD 3.1, SBD 4, SBD 6.1) must be submitted, completed, and signed. Non-compliance results in immediate disqualification. Additional checks include: bidder not listed on the Register of Tender Defaulters, no SCM abuse, no prior contract failures, no conflicts of interest, and no collusion. Phase 2: Price evaluation uses the 80/20 Preference Point System (PPR 2022). The lowest acceptable bid scores 80 points for price; higher bids score proportionally fewer points. Unconditional discounts are considered for evaluation; conditional discounts are applied at payment. Preference points (20 total) are awarded for specific goals: Black People (4), Youth (4), Women (4), Persons with Disability (4, requires medical certificate), Military Veterans (4, requires confirmation on National Military Veterans Database). Points are scaled by ownership percentage. CSD report is used for verification. The bid with the highest total points (price + preference) is selected.

Scope: Servicing of 15 fire hose reels and 3 fire hydrants. Quotation must include firm prices, valid for 60 days from the date of offer, inclusive of VAT, and a firm delivery period. If different delivery points affect pricing, submit a separate pricing schedule for each delivery point.

Pricing schedule must include: Servicing of 15 fire hose reels and 3 fire hydrants. Total amount must be VAT-inclusive. Only firm prices are accepted. Non-firm prices or prices subject to exchange rate variations are disqualified. If different delivery points affect pricing, submit a separate pricing schedule for each delivery point.

Only firm prices are accepted. Non-firm prices (e.g., subject to exchange rate variations) are disqualified. Pricing must be inclusive of VAT. Unconditional discounts are considered for evaluation; conditional discounts are applied at payment stage. Pricing schedule must detail: Servicing of 15 fire hose reels and 3 fire hydrants, with a VAT-inclusive total amount.

Mandatory forms: SBD 3.1 (Pricing Schedule), SBD 4 (Declaration of Interest), SBD 6.1 (Preference Points Claim Form). CSD report may be attached but will be verified directly by Limpopo Tourism Agency. Bidders must not be listed on the Register of Tender Defaulters or have abused the SCM system. Bidders must confirm no prior contract failures, no conflicts of interest, no collusion, and no involvement in drafting specifications. Bidder’s disclosure (SBD 4) must certify compliance with these conditions. Failure to submit required proof for B-BBEE or specific goals results in no points awarded for those categories. Fraudulent claims or non-fulfillment of contract conditions may result in disqualification, cost recovery, contract cancellation, restriction from public sector business for up to 10 years, or criminal prosecution.

Preference points (20 total) are awarded for specific goals: Black People (4), Youth (4), Women (4), Persons with Disability (4, requires medical certificate), Military Veterans (4, requires confirmation on National Military Veterans Database). Points are scaled by ownership percentage. Tenderers must indicate how they claim points for the 80/20 system. CSD report is used for verification.

Contractor must certify that all information provided is true and correct. Preference points claimed must align with the tender’s general conditions. Contractor may be required to submit documentary proof of claims post-award. Fraudulent claims or non-fulfillment of contract conditions may result in: disqualification from the tender process, cost recovery, contract cancellation, restriction from public sector business for up to 10 years, or criminal prosecution.

Bidder’s declaration (SBD 4) must confirm: no consultations, communications, or agreements with competitors or procuring institution officials regarding the bid; no involvement in drafting specifications or terms of reference; and no collusion. Bidder must certify independence in arriving at the bid.

For disposal or leasing of state assets, points are awarded using: Ps = 80(1 + (Pt - Pmax)/Pmax) or Ps = 90(1 + (Pt - Pmax)/Pmax), where Pmax = highest acceptable tender price. This formula is not applicable to this RFQ, which uses the 80/20 system for price and preference points.