Panel for supply & delivery of cleaning material – moqhaka local municipality (3-Year contract)

Enquiries – document completion:

• Contact: Supply Chain Management Unit
• Telephone: 056 216 9187
• Email: [email protected]

Enquiries – specifications (as per advert):

• Contact: Mr. D Mathebula
• Telephone: 056 216 9254
• Email: [email protected]

Submission address:

Moqhaka Local Municipality (Magasyn Building)

Cnr 11th & 12th Way

Kroonstad, 9499

Submission method: deposit the fully completed original tender document in a sealed envelope into the bid box at Moqhaka Local Municipality (Magasyn Building), Cnr 11th & 12th Way, Kroonstad, 9499, by no later than 12:00 noon on the closing date.

• Envelope must be endorsed on the outside with the tender number and title.
• No bids will be accepted via email, fax, or after the closing time.
• Tenders may be delivered by hand, courier, or post at the bidder's risk; they must be received by the deadline.
• The original document must be completed in black ink and signed by an authorised signatory.
• Documents may not be retyped; missing pages or unauthorised alterations will disqualify the bid.
• Returnable forms and documents (all must be completed, signed, and attached):
• MBD1: Invitation to Bid – bidder details and offer.
• MBD4: Declaration of Interest – discloses any state employment or connection.
• MBD6.1: Preference Points Claim Form – claims B-BBEE points under the 80/20 system.
• MBD7.1: Contract Form – purchase of goods/services.
• MBD8: Declaration of Bidder's Past Supply Chain Management Practices.
• MBD9: Certificate of Independent Bid Determination – certifies no collusion.
• Bank details form.
• Company registration (CIPC-CK) document.
• Certified ID copies of all directors (not older than 6 months).
• Valid tax clearance certificate or SARS TCS PIN.
• Proof of CSD registration.
• Valid B-BBEE certificate or sworn affidavit.
• Municipal rates and taxes statement or acceptable alternative (not older than 3 months).
• Goods-in-transit insurance certificate (minimum R300,000 VAT inclusive).
• Pricing schedule (BOQ) – all items priced.
• Evidence of compliance with specifications (appointment letters/purchase orders, bank rating letter, delivery lead time letter).
• Joint venture agreement (if applicable).

Evaluation stages:

1. Pre-qualification: bidder must submit a valid goods-in-transit insurance certificate with a minimum value of R300,000 (VAT inclusive); otherwise disqualified.
2. Functional/technical evaluation: bidders must score a minimum of 75 out of 100 points to proceed. Criteria and weights:

• Company experience in similar projects (weight 50): points based on number of signed appointment letters or purchase orders with references from clients (0–5 letters).
• Financial capacity (weight 40): bank rating letter not older than 3 months from closing date, stamped by the bank. Points: no letter = 0, Code C = 3, Code B = 4, Code A = 5.
• Delivery lead time (weight 10): signed guaranteed letter on company letterhead; 10 or fewer business days = 5 points, otherwise 0.

3. Preference points (80/20 system):

• Price: 80 points.
• Specific goals: 20 points (Locality = 10, Historically Disadvantaged Individuals (Black People) = 10).
• Only the top 5 scoring bidders will be appointed to the panel.

The municipality requires the supply and delivery of cleaning material as and when needed for a period of three years.

• A panel of up to 5 service providers will be appointed.
• The Bill of Quantities (Annexure B) lists items to be priced, including:
• Consumables: dishwash liquid, multipurpose cleaning, cistern blocks, sterilized rags, air freshener, bleach (SABS approved), drain cleaner (SABS approved), furniture polish, handwashing liquid, liquid self shine floor polish, liquid toilet rim block, pine gel, insect killer, floor wax polish-white, disinfectors, super solve, duo blocks, fabric softener, furniture oil, steel wool, window cleaner.
• Brooms & others: household broom, stage brooms, pavement brooms, dustpans, plastic leaf rakes, toilet brush.
• Cloths: dish cloths, dish towels, dust absorption cloths, mutton cloth.
• Window cleaning equipment: feather dusters (long and short), floor strip (SABS approved).
• Dispensers: office bins (steel, 10 litre), plastic bins (10 litre).
• Mops: round mop with plastic/metal socket and heads (200g).
• Bags: refuse bags heavy duty 750x950mm (50 per pack).
• Floor tools: large polishing pads red and black (425mm).
• Paper: toilet paper single and two ply, hand paper towels.
• Prices must be fixed for the first 12 months; escalation will be provided for from the second year as per the SLA.
• The municipality will negotiate a fixed rate from successful bidders' prices to ensure fair rotation and consistent pricing.
• Quotations will be issued to panel members on a rotation basis.
• Items not in the BOQ may be procured outside the panel if more cost-effective, with prior written consent from the Municipal Manager.

Pricing format: bidders must price every item in the Bill of Quantities (BOQ); failure to price all items results in non-compliance.

• Prices must be quoted VAT inclusive.
• Prices are fixed for the first 12 months; escalation applies from the second year per the SLA.
• Payment terms: invoices paid within 30 days of submission, in Rand.
• Performance security: within 30 days of contract award, the successful bidder must furnish performance security as specified in the SCC (amount not stated in the document).
• Goods-in-transit insurance: minimum R300,000 (VAT inclusive) – mandatory pre-qualification.
• The municipality may vary quantities of items; if the successful bidder does not accept the new scenario, the contract may be offered to the next bidder.

CSD registration: bidders must be registered on the Central Supplier Database and attach proof; the municipality will not do business with unregistered suppliers.

• Tax: valid original Income Tax Clearance Certificate or SARS TCS PIN; for joint ventures, each member must submit a separate certificate/PIN. No contract will be concluded if tax matters are not in order.
• Company registration: CIPC-CK document showing company name, registration number, date of registration, and active directors/members.
• Identity documents: certified ID copies of all directors, not older than 6 months (180 days).
• B-BBEE: only SANAS-accredited B-BBEE certificates or sworn affidavits signed by a commissioner of oaths are accepted; non-compliance forfeits preference points.
• Municipal rates and taxes: statement, clearance certificate, completed municipal form, tribal authority letter, or signed lease with supporting documents, in the company's name and not older than 3 months; no contract will be concluded with a bidder in arrears.
• CIDB: registration and grading certificate required where applicable; failure to include it disqualifies the bid.
• Insurance: valid goods-in-transit insurance certificate with minimum value of R300,000 (VAT inclusive) – mandatory pre-qualification.