Supply and delivery of flame & acid resistant protective clothing for moqhaka electricity

Closing date: 11 June 2026 at 12h00. Bids must remain valid for 120 days after the closing date. RFQ documents are available until the closing date. Bid opening will occur immediately after the closing time on 11 June 2026 at the Supply Chain Management Offices. Site/information meetings, if specified, are compulsory; non-attendance may disqualify bids.

For bidding procedure enquiries: Supply Chain Management Unit, Contact Person: Ms. J Sefatsa, Telephone: 056 216 9186, Email: [email protected]. For technical information: Contact Person: Mr. M Mosebi, Telephone: 056 216 9293, Email: [email protected]. Submission address: Bid box at Corner 11 & 12 Way, Magasyn/Stores, Industrial, Kroonstad, 9499. Municipal address: Moqhaka Local Municipality, Hill Street, Kroonstad, 9500.

Submission must be made using the original RFQ documents (not retyped). The fully completed original RFQ document must be deposited in a sealed envelope in the bid box at Corner 11 & 12 Way, Magasyn/Stores, Industrial, Kroonstad by no later than 12h00 on 11 June 2026. The envelope must be clearly endorsed with the tender number (3/1/007/2025-26) and title. No bids will be accepted via email, fax, or after the deadline. Missing pages, unauthorised alterations, or failure to sign by an authorised signatory will result in disqualification. RFQ documents are available from the Supply Chain Management Offices during office hours (08:00-15:30 Mon-Thu, 08:00-13:00 Fri) upon payment of a non-refundable R150 fee. Proof of payment must be submitted to SCM Offices to obtain the documents. Bids must remain valid for 120 days after the closing date.

Supply and delivery of protective clothing for Moqhaka Electricity. Items required: 67 Winter Jackets (Navy Blue, embroidered with 'MOQHAKA ELECTRICITY', lime/silver reflective tape around elbows, flame & acid resistant, equivalent to Dromex/Vulcan workwear) and 67 Beanies (Navy Blue, embroidered with Moqhaka Logo). Bidders must submit a brochure/catalogue with detailed specifications of all listed items. The Municipality reserves the right to decline non-compliant products. Eligibility criteria: quotes must be within the range of R30,000.00 – R300,000.00 (VAT inclusive), and bidders must provide 5 or more appointment letters/purchase orders for similar projects. Documents must be bound presentably with no loose papers.

The supplier must deliver goods as per the contract’s time schedule. If delays occur, the supplier must notify the Municipality in writing, detailing the cause and likely duration. The Municipality may grant extensions with or without penalties. For variation orders (≤15% of contract value), the supplier may be instructed to deliver additional goods or adjust unit prices without escalation. The supplier must provide evidence of compliance with specifications, such as brochures/catalogues and past purchase orders for similar projects.

Bidders must: maintain fixed prices for 120 days post-closing; submit quotes within the range of R30,000.00 – R300,000.00 (VAT inclusive); provide a brochure/catalogue with detailed specifications of all items; submit 5 or more appointment letters/purchase orders for similar projects; bind documents presentably with no loose papers. Non-compliance with specifications may result in disqualification.

All goods are subject to inspection, testing, and analysis at any stage. Pre-bidding testing costs are borne by the bidder. If inspections reveal non-compliance, the supplier bears the cost and must replace defective goods at their own expense. Rejected goods must be removed and substituted immediately. The Municipality may inspect the supplier’s premises and records. Goods must conform to the specifications and standards outlined in the bidding documents. Failure to meet quality standards may result in rejection of goods or contract termination.

Pricing must be submitted on the official pricing schedule (Section 4.9). The total bid amount (VAT inclusive) must be clearly stated. Prices must remain fixed for 120 days from the RFQ closing date. The Municipality reserves the right to adjust quantities by up to 15% of the original contract value, with possible unit price reductions for measurable quantities. Payment terms: 30 days from invoice submission. VAT invoices must comply with the Value Added Tax Act, 1991, and include the Municipality’s VAT number (4000846578) for invoices over R5,000.

Pricing must be fixed for 120 days from the RFQ closing date. Prices quoted in the bid must not vary from the contract prices, except for authorized adjustments or bid validity extensions. Payment terms: invoices must be accompanied by a delivery note and submitted upon fulfilment of contractual obligations. Payments will be made within 30 days of invoice submission in South African Rand. VAT invoices must comply with the Value Added Tax Act, 1991, and include the VAT registration number of the recipient (Moqhaka Local Municipality: 4000846578). For invoices over R5,000, the recipient's VAT number must be disclosed. Performance security may be required within 30 days of contract award (form: bank guarantee, irrevocable letter of credit, or cashier’s/certified cheque). Variation orders may be issued for changes not exceeding 15% of the original contract value, with possible unit price reductions for measurable quantities.

Mandatory compliance documents: Valid Tax Clearance Certificate (or SARS PIN) for the company and all consortium/joint venture members. If no Tax Clearance Certificate is available, a SARS letter confirming tax matters are in order may be accepted. Municipal rates and taxes statement (or clearance certificate, municipal form, tribal authority letter, or lease agreement) not older than 3 months, proving the company’s business address. Certified ID copies of all directors (not older than 6 months). Company registration documents (CIPC-CK) reflecting name, registration number, date, and active directors/members. Proof of CSD (Central Supplier Database) registration. Valid SANAS-accredited B-BBEE Certificate or sworn B-BBEE affidavit (signed by commissioner of oaths). Joint Venture Agreement (if applicable). CIDB registration and grading certificate (if applicable). No contract will be awarded to bidders with tax matters not in order, municipal rates/taxes in arrears, or who are in the service of the state. All foreign suppliers must complete the pre-award questionnaire if not registered in South Africa.

Contract terms include: 12-month warranty for goods (or 18 months from shipment date, whichever is earlier), with defects to be repaired/replaced at the supplier’s cost. Payments are due within 30 days of invoice submission, in Rand. Prices are fixed as quoted, with adjustments only for authorized variations (≤15% of contract value). Supplier may not assign obligations without written consent. Subcontracts must be notified in writing. Delays incur penalties (prime interest rate per day) and may lead to contract termination. Termination for default or insolvency is possible with written notice. Force majeure events exempt the supplier from penalties if promptly notified. Disputes are resolved via mediation or South African courts. Contracts are governed by South African law and written in English. Supplier is liable for all taxes/duties until delivery. No contract will be awarded to bidders with tax or municipal arrears.

The 80/20 Preferential Procurement Regulations 2022 system applies. Price accounts for 80 points (lowest acceptable tender scores highest), and specific goals account for 20 points. Specific goals: (A) Locality of Supplier (10 points max: 10 if within Moqhaka Local Municipality, 0 otherwise); (B) B-BBEE Status Level (10 points max: Level 1 = 10, Level 2 = 6, Level 3 = 4, Level 4 = 2, Non-compliant = 0). The MBD6.1 Preference Points Claim Form must be completed with supporting documents. Failure to submit proof results in no preference points. The Municipality may request additional substantiation at any time.