Free State - Public Works Tenders & RFQ's

6.1. Quality assurance of cleaning materials and hygienic paper products rendered a. All material must be SANS / sabs approved. B. The preferred supplier(s) may be required to provide samples prior to delivery to the department of public works and infrastructure. C. A due diligence site visit / review will be conducted, for shortlisted bidders, before the awarding of the contract. D. The supplier must ensure that all supplied materials meet the required quantity and packaging standards. E. All cleaning materials and hygienic paper products be environmentally friendly, dermatologically, hygienically, SANS, eco-friendly (green) and forest stewardship council (fsc) certified / approved. F. All materials supplied shall be of quality and sub-standards goods / inferior goods will be returned at supplier’s cost. 6.2. Obligations of the bidder a. The appointed suppliers to deliver the cleaning materials and hygienic paper products upon receiving of an official order within 7 days. B. The appointed suppliers shall submit their account directly after the delivery of the cleaning materials and hygienic paper products. C. Claims for payments shall be submitted on official invoices. D. If the service provider fails to deliver the required goods within the stipulated time, the order will be forfeited to the next bidder. E. All the bidders should ensure that they visit housekeeping office (fidel castro building, ground floor) to verify correct specification before quoting. Supplier(s) may be required to provide samples of the item(s) upon request from the department. F. Provide detailed material safety data sheet / technical safety data sheet for all chemicals to be supplied bearing in mind the health and safety of the users. 6.3. Maintaining departmental property a. The suppliers shall be responsible for any loss or damage to the cleaning materials and hygienic paper products caused by the negligence of the suppliers and its employees. B. The suppliers shall notify the department at the earliest opportunity of any breakdowns or inability to deliver. 6.4. Requirements for prices a. Prices must be firm for the first year of the contract period and must be inclusive of VAT and delivery costs. NO price adjustments will be allowed for the first year only in the second and third year of the contract. B. The department together with the suppliers will develop baseline prices during the first year of the contract which will be utilised for the remainder of the contract for all the items that will be procured for that contract. 6.5. Rotation upon approval by and on discretion of the head of the department of public works and infrastructure, suppliers may be rotated. This will be in terms of the departmental standard operating procedure (SOP). 6.6. Financial management a. The supplier(s) must implement the rates negotiated by the department of public works and infrastructure with successful bidders. B. The department of public works and infrastructure will settle the suppliers’ accounts within the agreed payment terms. Tender number: dpwfs (t) 007/2026 panel: supply, delivery and off-loading of cleaning materials description: and hygienic paper products on “as, when and where needed basis” for a period of three (3) years. Resolution of board of directors resolution of a meeting of the board of *directors / members / partners of: .................................................................................................................................................................................... (Legally correct full name and registration number, if applicable, of the enterprise) held at........................................................................................... (Place) on..........................................(date) Resolved that: 1 the enterprise submits a tender to the department of public works and infrastructure, free state province in respect of the following project: ...................................................................................................................................................................................................... ...................................................................................................................................................................................................... (Project description as per tender document) tender number: ...........................................................................(Tender Number as per tender document) 2 *mr. /Mrs. /Ms.: ................................................................................................... In *his/her capacity as: .....................................................................................................................(Position In the enterprise) and who will sign as follows: ................................................be, And is hereby, authorised to sign the tender, and any and all other documents and/or correspondence in connection with and relating to the tender, as well as to sign any contract, and any and all documentation, resulting from the award of the tender to the enterprise mentioned above. Name capacity signature note: enterprise stamp 1. * Delete which is not applicable. 2. Nb. This resolution must be signed by all the directors / members / partners of the tendering enterprise. Tender number: dpwfs (t) 007/2026 panel: supply, delivery and off-loading of cleaning materials description: and hygienic paper products on “as, when and where needed basis” for a period of three (3) years. Resolution of board of directors to enter into consortia or joint ventures resolution of a meeting of the board of *directors / members / partners of: .................................................................................................................................................................................... ..................................................................................................................................................................................... (Legally correct full name and registration number, if applicable, of the enterprise) held at..............................................................................(place) On.......................................................(date) Resolved that: 1 the enterprise submits a tender, in consortium/joint venture with the following enterprises: .............................................................................................................................................................................. .............................................................................................................................................................................. (List all the legally correct full names and registration numbers, if applicable, of the enterprises forming the consortium/joint venture) to the department of public works and infrastructure, free state province in respect of the following project: ............................................................................................................................................................... ............................................................................................................................................................... (Project description as per tender document) tender number: ................................................................................ (Tender number as per tender document) 2 *mr. /Mrs. /Ms............................................................................................................................................ In *his/her capacity as: ..........................................................................................(Position In the enterprise) and who will sign as follows: ................................................ Be, and is hereby, authorised to sign a consortium / joint venture agreement with the parties listed under item 1 above, and any and all other documents and / or correspondence in connection with and relating to the consortium/joint venture, in respect of the project described under item 1 above. 3 the enterprise accept joint and several liability with the parties listed under item 1 above for the due fulfillment of the obligations of the joint venture deriving from, and in any way connected with, the contract to be entered into with the department in respect of the project described under item 1 above. 4 the enterprise choose as its domicilium citandi et executandi for all purposes arising from this joint venture agreement and the contract with the department in respect of the project under item 1 above: physical address: ..................................................................................................................................................................... ..................................................................................................................................(code)........................... Postal address: ..................................................................................................................................................................... ..................................................................................................................................(code)........................... Telephone number: (code)...................... (Number)................................... Fax number.......................................... Tender number: dpwfs (t) 007/2026 panel: supply, delivery and off-loading of cleaning materials description: and hygienic paper products on “as, when and where needed basis” for a period of three (3) years. Name capacity signature note: enterprise stamp 1. * Delete which is not applicable. 2. Nb. This resolution must be signed by all the directors / members / partners of the tendering enterprise. 3. Should the n u m b e r o f directors / members / partners exceed the space available above, additional names, capacity and signatures must be supplied on a separate page. Tender number: dpwfs (t) 007/2026 panel: supply, delivery and off-loading of cleaning materials description: and hygienic paper products on “as, when and where needed basis” for a period of three (3) years. Special resolution of consortia or joint ventures resolution of a meeting of the duly authorised representatives of the following legal entities who have entered into a consortium/joint venture to jointly tender for the project mentioned below: (legally correct full names and registration numbers, if applicable, of the enterprises forming a consortium/joint venture) held at (place) on (date) resolved that: a. The above-mentioned enterprises submit a tender in consortium/joint venture to the department of public works and infrastructure, free state province in respect of the following project: _______________________________________________________________________________________________________ _______________________________________________________________________________________________________ (project description as per tender document) tender number: _______________________________________________ (tender number as per tender document) b. Mr. /Mrs. /Ms.: _____________________________________________________________________________________ In *his/her capacity as: _______________________________________________________(position in the enterprise) and who will sign as follows: ________________________________________________________________________ be, and is hereby, authorised to sign the tender, and any and all other documents and/or correspondence in connection with and relating to the tender, as well as to sign any contract, and any and all documentation, resulting from the award of the tender to the enterprises in consortium/joint venture mentioned above. Tender number: dpwfs (t) 007/2026 panel: supply, delivery and off-loading of cleaning materials description: and hygienic paper products on “as, when and where needed basis” for a period of three (3) years. C. The enterprises constituting the consortium/joint venture, notwithstanding its composition, shall conduct all business under the name and style of: __________________________________________________________________________________________ d. The enterprises to the consortium/joint venture accept joint and several liability for the due fulfilment of the obligations of the consortium/joint venture deriving from, and in any way connected with, the contract entered into with the department in respect of the project described under item a above. E. Any of the enterprises to the consortium/joint venture intending to terminate the consortium/joint venture agreement, for whatever reason, shall give the department 30 days written notice of such intention. Notwithstanding such decision to terminate, the enterprises shall remain jointly and severally liable to the department for the due fulfilment of the obligations of the consortium/joint venture as mentioned under item d above. F. NO enterprise to the consortium/joint venture shall, without the prior written consent of the other enterprises to the consortium/joint venture and of the department, cede any of its rights or assign any of its obligations under the consortium/joint venture agreement in relation to the contract with the department referred to herein. G. The enterprises choose as the domicilium citandi et executandi of the consortium/joint venture for all purposes arising from the consortium/joint venture agreement and the contract with the department in respect of the project under item a above: physical address: ___________________________________________________________________________________________________ ______________________________________________________________________________(code)________________ postal address: ___________________________________________________________________________________________________ ______________________________________________________________________________(code)________________ telephone number: (code)_____________ (number)_____________________ fax number_________________________ tender number: dpwfs (t) 007/2026 panel: supply, delivery and off-loading of cleaning materials description: and hygienic paper products on “as, when and where needed basis” for a period of three (3) years. Sbd 1 part a invitation to bid you are hereby invited to bid for requirements of the department of public works and infrastructure bid number: dpwfs (t) 007/2026 closing date: 17 november 2026 closing time: 11:00 appointment of suitably qualified suppliers on a panel for the supply, delivery and off-loading of cleaning description materials and hygienic paper products on an “as when and where needed basis” for a period of three (3) years on behalf of the free state provincial department of public works and infrastructure bid response documents may be deposited in the bid box situated at (street address) ground floor (main entrance foyer) o.R Tambo house (lebohang building); cnr. Markgraaff and st andrews street, bloemfontein, 9301 bidding procedure enquiries may be directed technical enquiries may be directed to: contact person mr. M. Kolobe contact person ms. Motibi ralikontsane telephone 051 492 3886 / 1750 telephone number 051 410 7542number facsimile number facsimile number n/a e-mail address [email protected] E-mail address [email protected] Supplier information name of bidder postal address street address telephone code number number cellphone number facsimile number code number e-mail address VAT registration number supplier tax central suppliercompliance compliance or maaa database no:status system pin: are you the accredited yes NO are you a foreign based yes norepresentative in supplier for the goodssouth africa for the goods / [if yes enclose proof] /services offered? [If yes, answer the services offered? Questionnaire below] 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. Tender number: dpwfs (t) 007/2026 panel: supply, delivery and off-loading of cleaning materials description: and hygienic paper products on “as, when and where needed basis” for a period of three (3) years. Sbd 1 part b terms and conditions for bidding 1. Bid submission: 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 2022, 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. Tax compliance requirements 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 www.SARS.GOV.ZA. 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 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: ....................................................................................................................................................... Tender number: dpwfs (t) 007/2026 panel: supply, delivery and off-loading of cleaning materials description: and hygienic paper products on “as, when and where needed basis” for a period of three (3) years. Sbd 3.1 Pricing schedule – firm prices (purchases) note: only firm prices will be accepted. Non-firm prices (including prices subject to rates of exchange variations) will not be considered in cases where different delivery points influence the pricing, a separate pricing schedule must be submitted for each delivery point name of bidder: .................................................................................... Bid number: dpwfs (t) 007/2026 closing time: 11:00 closing date: 17 november 2026 offer to be valid for 120 days from the closing date of bid. Item description unit qty rate amount NO bill no.1 Kitchen detergents (strictly SANS approved/certificate may be requested) 1 dish washing liquid (750ml) 5pp 1 r 2 ammonia multipurpose cream (750ml) 5pp 1 r 3 thick bleach cream (750ml) 6pp 1 r 4 cotton cleaning rag terry dish washing cloth size (30 x 30cm) 5pp 1 r cotton cleaning rag terry dish drying cloth (large size (40 x 5pp 5 r 60cm) 1 6 steel wool 500g 5pp 1 r 7 mutton cloth rolls 500g each 1 r 8 washing soap bar (2 x 200g) 6pp 1 r r toilet detergents and material (strictly SANS approved/certificate may be requested) disposable plastic aprons, white colour – 9 • size must be 110 x 85cm and 120 x 85cm 100pp 1 r • thickness of the apron to be at least 20 (micron 10 scented antibacterial liquid hand soap (5l) each 1 r 11 black disinfectant fluid (dip) 5l each 1 r 12 refuse heavy duty bags, black 20pp 1 r 13 latex examination gloves, powder free small 100pcs 1 r 14 latex examination gloves, powder free medium 100pcs 1 r 15 latex examination gloves, powder free large 100pcs 1 r 16 latex examination gloves, powder free xl 100pcs 1 r 17 yellow large hand gloves (long) pvc, a pair 10pp 1 r 18 yellow medium hand gloves (long) pvc, a pair 10pp 1 r 19 yellow small hand gloves (long) pvc 10pp 1 r total carried forward r tender number: dpwfs (t) 007/2026 panel: supply, delivery and off-loading of cleaning materials description: and hygienic paper products on “as, when and where needed basis” for a period of three (3) years. Item description unit qty rate amount NO total brought forward r 20 yellow / green small hand gloves (long) heavy duty pvc 12pp 1 r 21 yellow / green large hand gloves (long) heavy duty pvc 12pp 1 r scented urinal deodorant blocks regular block toilet 22 each 1 cleaner (5kg) r 23 pine gel (5kg) each 1 r 24 toilet bowl cleaner (scented) 5l each 1 r 25 sanitary bin liner scented (19l fit) 100pp 1 r 26 dust musk with elastic ffp2 20pp 1 r r furniture material (strictly SANS approved/certificate may be requested) 1 r 27 furniture polish spray 300ml 6pp 1 r 28 oil furniture polish (500ml) 6pp 1 r 29 wooden furniture cream (300ml) 6pp 1 r r floor detergents and material (strictly SANS approved/certificate may be requested) 30 all-purpose floor cleaner (5l) each 1 r 31 oil degreaser (5l) each 1 r 32 hi-lite floor polish 21% polymer super instant shine (5l) each 1 r 33 scented wax polish oil based (20l) each 1 r 3 in 1 laminate floor cleaner and polish spray bottle 34 6pp 1 r trigger (750ml) 35 3 in 1 tile cleaner spray bottle (750ml) 6pp 1 r 36 tile and rubber cleaner (5l) each 1 r r carpet detergents (strictly SANS approved/certificate may be requested) 37 carpet shampoo quick dry low foam (5l) each 1 r 38 carpet spot remover trigger (750ml) each 1 r 39 carpet powder and odour neutralizer (1kg) 6pp 1 r 40 carpet shampoo (5l) each 1 r window and lifts detergent (strictly SANS approved/certificate may be requested) 41 glass and multi surface cleaner (1l) 6pp 1 r 42 stainless steel polish and cleaner (500ml) (lifts) 6pp 1 r 43 polish metal brasso (500ml) each 1 r 44 silver cleaner (500ml) each 1 r 45 window washer soap trigger spray bottle (750ml) 6pp 1 r total carried forward r tender number: dpwfs (t) 007/2026 panel: supply, delivery and off-loading of cleaning materials description: and hygienic paper products on “as, when and where needed basis” for a period of three (3) years. Item description unit qty rate amount NO total brought forward r pesticide (strictly sabs approved/certificate may be requested) (once off yearly procurement items) 46 grain bait rats poison (500g) 10pp 1 r venomous and nonvenomous snake repellent long- 47 each 1 r lasting granules (5kg) 48 all in one insect concentrated poison (100ml) 6pp 1 r 49 weed killer round up (20l) each 1 r 50 cultura compost each 1 r 51 protek comet (5kg) each 1 r 52 insect killer spray, doom/ raid odourless (400ml) 12pp 1 r 53 mole repellent scatter granules (4kg) 2pp 1 r snake killer (snake repellent granules (4kg contain 54 each 1 r naphthalene (7%) and sulfur (28%) 55 pest control (malaso) 200ml 6pp 1 r 56 ants and cockroach concentrated poison (500ml) 6pp 1 r 57 lawn weed killer root and weed 360sl (5l) each 1 r 58 millipede control insecticide(1l) each 1 r r brooms and brushes (strictly SANS approved / certificate may be requested) (once off yearly procurement items) 59 floor stripper (100mm/4”) each 1 r 60 extendable microfiber duster (280cm) each 1 r 61 ostrich feather duster long each 1 r 62 ostrich feather duster medium each 1 r 63 extendable complete window squeegee (6) each 1 r 64 toilet brush set round each 1 r 65 complete household mop (400g) each 1 r 66 complete household mop sweeper each 1 r 67 heavy duty detachable mop head (454g) each 1 r 68 soft bristle household broom each 1 r soft bristle platform heavy duty broom (450mm) 69 each 1 r (outdoor) 70 complete wax applicator (1,40m) each 1 r 71 dustpan and brush set soft bristle each 1 r 72 plastic long handle scoop and whisk broom (outdoor) each 1 r 73 plastic trigger spray bottles, non- breakable, (1l) each 1 r 74 microfiber dust cloths green (45 x 45cm) each 1 r 75 microfiber dust cloths red (45 x 45cm) each 1 r 76 microfiber dust cloths blue (45 x 45cm) each 1 r total carried forward r tender number: dpwfs (t) 007/2026 panel: supply, delivery and off-loading of cleaning materials description: and hygienic paper products on “as, when and where needed basis” for a period of three (3) years. Item description unit qty rate amount NO total brought forward r 77 microfiber dust cloths yellow (45 x 45cm) each 1 r 78 pad polishing 450mm red 5pp 1 r 79 pad scrubbing 450mm black 5pp 1 r 80 pad scrubbing 450mm blue 5pp 1 r r supply of hygienic paper products r r toilet paper snow white, soft 100% virgin fibre texture, (fsc) forest stewardship council certified perforated 81 48pp 1 r single ply of 500 sheets per roll.3.5mm Centre fit. Code SANS 0174 (x 48pp) paper towel rolls white soft 100% virgin fibre texture, (fsc) forest stewardship council certified perforated 82 4pp 1 r 400mm per roll 360m 0325 code 343 centre fit 1 ply, (x4pp) c-folded paper towel 100% virgin fibre texture (fsc) 83 forest stewardship council certified perforated 240 x 20pp 1 r 324mm, 1 ply (x 20pp of 120 sheet each) jumbo soft deca toilet roll, 1 ply 250m, 19gsm 84 thickness (x8pp) 100% virgin fibre texture (fsc) 8pp 1 r forest stewardship council certified perforated grand total r tender number: dpwfs (t) 007/2026 panel: supply, delivery and off-loading of cleaning materials description: and hygienic paper products on “as, when and where needed basis” for a period of three (3) years. Sbd 3.2 Pricing schedule – non-firm prices price adjustments a non-firm prices subject to escalation 1. In cases of period contracts, non firm prices will be adjusted (loaded) with the assessed contract price adjustments implicit in non firm prices when calculating the comparative prices 2. In this category price escalations will only be considered in terms of the following formula:  r1t r 2t r 3t d 4t  pa = (1 − v )pt  d1 + d 2 + d 3 + d 4  + vpt  r1o r 2o r 3o d 4o  where: pa = the new escalated price to be calculated. (1-V)pt = 85% of the original bid price. Note that pt must always be the original bid price and not an escalated price. D1, d2.. = Each factor of the bid price eg. Labour, transport, clothing, footwear, etc. The total of the various factors d1,d2...etc. Must add up to 100%. R1t, r2t...... = Index figure obtained from new index (depends on the number of factors used). R1o, r2o = index figure at time of bidding. Vpt = 15% of the original bid price. This portion of the bid price remains firm i.e. IT is not subject to any price escalations. 3. The following index/indices must be used to calculate your bid price: index.......... Dated.......... Index.......... Dated.......... Index.......... Dated.......... Index.......... Dated.......... Index.......... Dated.......... Index.......... Dated.......... 4. Furnish a breakdown of your price in terms of above-mentioned formula. The total of the various factors must add up to 100%. Tender number: dpwfs (t) 007/2026 panel: supply, delivery and off-loading of cleaning materials description: and hygienic paper products on “as, when and where needed basis” for a period of three (3) years. Factor p percentage of bid (d1, d2 etc. E.g. Labour, transport etc.) Price b prices subject to rate of exchange variations 1. Please furnish full particulars of your financial institution, state the currencies used in the conversion of the prices of the items to south african currency, which portion of the price is subject to rate of exchange variations and the amounts remitted abroad. Amount in portion of particulars of foreign price financial item NO price currency rate currency subject to institution remitted roe abroad ZAR= ZAR= ZAR= ZAR= ZAR= ZAR= 2. Adjustments for rate of exchange variations during the contract period will be calculated by using the average monthly exchange rates as issued by your commercial bank for the periods indicated hereunder: (proof from bank required) date date from which date until which documentation average monthly exchange new calculated new calculated must be rates for the period: prices will become price will be submitted to this effective effective office tender number: dpwfs (t) 007/2026 panel: supply, delivery and off-loading of cleaning materials description: and hygienic paper products on “as, when and where needed basis” for a period of three (3) years. Sbd 4 bidder’s disclosure 1. Purpose of the form 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. Bidder’s declaration 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: ............................................................................................................................................................................................ ............................................................................................................................................................................................ 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: .............................................................................................................................................................................................. .............................................................................................................................................................................................. 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.