Once-off replacement of voile curtains with horizontal blinds at tshwane metro police department headquarters (Q38-2026-27)

Closing date and time: 22 October 2026 at 10:00 (online portal submission).

Briefing session: 13 October 2026 at 10:00.

Briefing venue: Tshwane Metro Police Department Headquarters, cnr Es'kia Mphahlele Drive and Dr WF Nkomo Street, Pretoria West.

Briefing status: the bid table describes the session as non-compulsory, while the returnable documents checklist requires attendance at a compulsory briefing session, requires the attendance register to be signed, and states that failure to attend results in disqualification. Bidders should attend and sign the register.

Bid validity: 90 days from the closing date.

Briefing session on 13 October 2026 at 10:00 at the Tshwane Metro Police Department Headquarters, cnr Es'kia Mphahlele Drive and Dr WF Nkomo Street, Pretoria West.

The bid table records the session as non-compulsory, but the returnable documents checklist requires attendance at a compulsory briefing session, requires the attendance register to be signed, and states that bidders who do not attend are disqualified. Bidders should attend and sign the register.

Supply Chain enquiries

• Contact: Josia Masenya
• Telephone: (012) 358 0658
• Email: [email protected]

Technical enquiries

• Contact: Vusi Mabona
• Telephone: (012) 358 2962
• Email: [email protected]

Submission / issuing address

Tshwane House

Supply Chain Management

320 Madiba Street

Pretoria

0001

GPS: 25.74431°S, 28.19464°E

Service location

Tshwane Metro Police Department Headquarters

Cnr Es'kia Mphahlele Drive and Dr WF Nkomo Street

Pretoria West

Submission method: online submission through the City of Tshwane e-tender portal. Bidders must not place responses in the tender box.

Closing: 22 October 2026 at 10:00. Late submissions are not considered.

Submission / issuing address:

Tshwane House

Supply Chain Management

320 Madiba Street

Pretoria

0001

GPS: 25.74431°S, 28.19464°E

Returnable documents (compulsory, all to be completed, signed and submitted with the bid):

• MBD 1 (Invitation to Bid): captures bidder, contact and tax/CSD details and is signed as the offer.
• MBD 4 (Declaration of Interest): discloses any interest held by directors, members, shareholders or their relatives in state employees or in related businesses; an undeclared interest disqualifies the bid.
• MBD 6.1 (Preference Points Claim): claims specific-goal preference points; unsupported claims are recorded as zero.
• MBD 7.2 (Contract Form – Rendering of Services): the contract signed by the successful bidder.
• MBD 8 (Declaration of Bidder's Past Supply Chain Management Practices): discloses prior SCM abuse, fraud or corruption convictions, municipal arrears and terminated public contracts.
• MBD 9 (Certificate of Independent Bid Determination): certifies the price was set without collusion or bid rigging.
• MBD 5, with audited financial statements, where applicable.
• Company registration certificate (CIPC).
• Tax compliance status PIN or printed TCS certificate, or CSD number where no TCS is held.
• B-BBEE certificate or qualifying sworn affidavit / CIPC B-BBEE certificate.
• Municipal account statement or other rates and taxes proof.
• CSD registration / CSD summary report.
• Joint Venture agreement, where bidding as a JV.
• Completed and priced pricing schedule.

Completion rules:

• Documents must be completed in black pen. Retyped or scanned bid documents are not accepted.
• Every form must be fully completed with no blank spaces.
• The bid must be signed by a director, member, owner or shareholder; where the signatory is not one of these, a written delegation of authority or letter of authorisation is required.
• Price corrections must be crossed out in ink and each alteration initialled. Correction fluid (Tippex or similar) is prohibited; use on a line item invalidates that item, and on a bill of quantities or calculation of totals invalidates the whole quotation.
• Every item on the pricing schedule must be priced; an incomplete schedule disqualifies the bid.
• The successful bidder must complete and sign contract form MBD 7.

Disqualification risks:

• No CSD number / invalid CSD registration.
• Non-compliant tax status.
• Omitted or unsigned returnable forms, or forms left with blank spaces.
• Correction fluid or uninitialled price corrections.
• Incomplete pricing schedule.
• Failure to declare an interest in related companies or businesses.
• Failure to attend the compulsory briefing session, as stated in the returnable documents checklist.
• Late submission.

Compulsory returnable documents:

• Tax compliance status PIN, or CSD registration.
• Valid CSD registration / CSD number.
• Municipal account statement for the bidding company not older than 3 months and not more than 90 days in arrears, or a signed lease agreement, or a councillor's letter where rates and taxes are not payable.
• Equivalent municipal account confirmation for all South African based owners, members, directors and major shareholders.
• Signed and completed MBD forms 1, 4, 8 and 9; separate records including MBD 5 where applicable and MBD 6.1 for preference claims.
• Audited financial statements for the most recent three years, or from date of establishment, or proof that the entity is not required by law to prepare audited statements.
• Joint Venture agreement, where bidding as a joint venture.
• Proof of attendance at the compulsory briefing session, signed on the briefing register.
• Fully completed pricing schedule with every item priced.

Evaluation runs in four stages:

1. Administrative compliance — responsiveness against the returnable documents checklist.
2. Mandatory requirements — experience and references, plus a written warranty and after-sales support undertaking. Non-compliance with any mandatory requirement invalidates the bid.
3. Sample request — swatches of proposed blind material and colours, requested from bidders who pass stages 1 and 2.
4. Preference points — 80/20 preference point system in terms of the Preferential Procurement Policy Framework Act Regulations, 2022.

Preference points

• Price: 80 points.
• Specific goals: 20 points.
• Total: 100 points.

Specific goals scoring

• B-BBEE status level: Level 1 = 8 points; Level 2 = 7; Level 3 = 6; Level 4 = 5; Level 5 = 4; Level 6 = 3; Level 7 = 2; Level 8 = 1; non-compliant = 0.
• EME and/or QSE: 2 points.
• At least 51% women-owned: 2 points.
• At least 51% owned by people with disability: 2 points.
• At least 51% youth-owned: 2 points.
• Local economic participation: City of Tshwane 4 points; Gauteng 2 points; National 1 point.

Evidence required

• B-BBEE claim: certified copy of a B-BBEE certificate, or a sworn affidavit / CIPC B-BBEE certificate for an EME or QSE.
• EME/QSE claim: valid sworn affidavit or CIPC B-BBEE certificate.
• Women-owned, youth-owned and disability-owned claims: certified copies of identity documents and proof of ownership; a medical certificate showing the doctor's practice number, physical address and contact numbers is required for the disability claim.
• Local economic participation: municipal account statement or lease agreement.
• Points claimed without the required supporting proof are allocated zero.

Award: one service provider only.

Scope: once-off removal of the existing voile curtains and the supply, delivery, installation and hanging of new horizontal blinds at the Tshwane Metro Police Department Headquarters, which houses the department's executive management.

Quantity: twenty (20) windows on the 1st floor and ground floor. All listed dimensions are provisional; the bidder must verify dimensions and quantities on site before submitting the final quotation.

1st floor windows (width x height, mm)

• B1: 2380 x 2030
• B2: 3750 x 2630
• B3: 3580 x 2580
• B4: 6320 x 2610
• B5: 3550 x 2580
• B6: 4460 x 2580
• B7: 13150 x 2650
• B10: 9560 x 2620
• B12: 1940 x 1850
• Unnumbered: 1546 x 2620
• B15: 1000 x 2380
• Unnumbered: 1840 x 2380
• B16: 1470 x 2390

Ground floor windows (width x height, mm)

• A4 (1): 2100 x 1300
• A4 (2): 1850 x 830
• A4 (3): 1850 x 830
• A7: 8000 x 2640
• A8: 2800 x 2640
• A11: 3760 x 2570
• A12: 6400 x 2570

Removal of existing voile curtains

• Remove all voile curtains without damaging window frames, walls or surrounding fixtures.
• Curtains go for professional dry cleaning and must then be plastic wrapped to prevent contamination or damage during storage and handling; reinstallation of the dry-cleaned curtains will be communicated with the successful bidder.
• Remove all curtain rails, hooks and fittings; dispose of removed linen and hardware according to municipal waste regulations.
• Clean the window area after removal to prepare for the new blinds.
• Work during agreed hours to limit disruption to office operations.
• Report structural damage or irregularities to the project manager immediately.
• The contractor pays for repairing structural damage and for replacing municipal equipment damaged during removal.

New horizontal blinds

• Material: durable, easy-to-maintain aluminium or PVC.
• Slat width: standard or custom to suit site conditions.
• Colour: neutral tones such as white, cream or light grey; the final choice is subject to approval by the Chief of Police.
• Dimensions: custom-fitted per window, verified on site.
• Finish: smooth, scratch-resistant coating.
• Fire safety: must meet SABS-approved fire retardancy standards.
• UV resistance: must resist fading and degradation.
• Mounting: compatible with standard or specified mounting systems.
• Care: easy-clean surface with maintenance guidelines supplied to the City.

Delivery and installation

• Supply blinds meeting the approved specification.
• Install all required mounting hardware with system compatibility.
• Blinds must be securely fitted, level and visually consistent.
• Adhere to safety and quality standards throughout installation.
• Conduct a final inspection jointly with the project manager to confirm compliance.
• Provide a workmanship warranty and product guarantee.
• Clean the work area and remove all packaging and debris afterwards.

Capacity: the appointed provider must have the necessary tools, equipment and skilled personnel to complete the work efficiently and to specification.

Mandatory experience: a minimum of three (3) years' proven experience, supported by at least one reference letter from a South African organisation, municipality or organ of state issued within the last three to ten years. The mandatory requirements table states the experience as supplying musical instruments or ceremonial/marching band equipment, which does not correspond to the curtain and blind scope of this quotation; bidders should confirm the intended category with the contact officials.

Reference letters must be on the client's letterhead, carry an official stamp and contactable references, and state the project description, the client's name and contact details, the nature of the service rendered, the rand value of the contract, and the contract start and end dates.

Item 1: replacement of existing voile curtains with horizontal blinds. Line items cover removal of the existing curtains and hardware, supply and installation of new horizontal blinds and hardware, and reinstallation of the dry-cleaned curtains.

Prices must be quoted in South African Rand and must include transport, labour, site cleaning, waste disposal and project supervision.

Pricing format

• All prices quoted in South African Rand (ZAR).
• Prices must include transport, labour, site cleaning, waste disposal, project supervision, reporting and any other associated costs.
• Pricing schedule line items: (1.1) removal of existing voile curtains and associated hardware and fittings; (1.2) supply and installation of new horizontal blinds with associated hardware and fittings; (1.3) reinstallation of the professionally dry-cleaned voile curtains.
• Amounts are entered excluding VAT and including VAT, with a 15% VAT line and a total including VAT.
• Every item must be priced; an incomplete pricing schedule disqualifies the bid.
• Smallest currency unit is rand and cents as reflected on the schedule.
• The City may increase or decrease quantities of the products or services subject to budget availability.
• Bidders must verify quantities and measurements at the briefing / site verification session before finalising the quotation.

Validity: bids remain valid for 90 days after the closing date. The City may extend validity and will request any extension in writing before the validity period expires.

Market analysis: the City may test whether a quoted price is viable. A bidder must confirm in writing whether it can deliver at the quoted price; a bidder who cannot is disqualified as non-responsive, and one who can may be bound by a tighter contract to limit non-performance risk. Delivery failures can lead to performance warnings and listing on the database of restricted suppliers.

Price negotiation: the City may negotiate a market-related price with the highest-scoring bidder and, if that bidder declines, with the second and then the third placed bidder; if no market-related price is agreed, the City may cancel the tender.

Payment: 30 days after receipt of an invoice, as recorded on contract form MBD 7.2.

CSD: only bidders registered on the Central Supplier Database with a CSD number are considered; registration must be valid.

Tax: tax compliance status PIN, or a printed TCS certificate, or a CSD number where no TCS is held; tax status must be compliant before award. Consortium, joint venture and subcontractor parties must each submit their own TCS certificate, PIN or CSD number.

Rates and taxes: municipal account statement for the bidding company not older than 3 months and not more than 90 days in arrears, or a signed lease agreement, or a letter from the local councillor where the bidder operates in an area where rates and taxes are not payable. The same confirmation is required for all South African based owners, members, directors and major shareholders.

Company registration: CIPC company registration certificate.

B-BBEE: certified B-BBEE certificate, or sworn affidavit / CIPC B-BBEE certificate for EMEs and QSEs, to claim preference points.

MBD forms: MBD 1, 4, 6.1, 7.2, 8 and 9 completed and signed; MBD 5 with audited financial statements where applicable.

Financial statements: signed audited annual financial statements for the most recent three years, or from date of establishment for entities younger than three years, or proof that the entity is not required by law to prepare audited statements. This requirement applies to tenders above R10 million in conjunction with MBD 5.

Joint ventures: every JV party must submit the full set of required documents, plus a JV agreement signed by all parties. The same JV must continue for the contract duration unless the City grants prior approval to change it.

Authority: the signatory must be a director, member, owner or shareholder, or hold a written delegation of authority.

State employment: no bid is accepted from a person in the service of the state. Directors, trustees, managers, principal shareholders and stakeholders must declare any interest in related companies or businesses, whether or not those businesses are bidding.

Pricing schedule: all items must be quoted, corrections made in ink and initialled, and no correction fluid used.

Removal of curtains and hardware must not damage window frames, walls or surrounding fixtures, and any structural damage or irregularity found during the work must be reported to the project manager immediately. The contractor bears the cost of repairing structural damage and replacing municipal equipment damaged during removal.

Removal must be carried out during agreed working hours to limit disruption to office operations.

Blinds must comply with SABS-approved fire retardancy standards and must resist UV fading and degradation.

Installation must follow the required safety and quality standards, ending in a joint final inspection with the project manager to confirm compliance.

Quoted prices must be inclusive of transport, labour, site cleaning, waste disposal, project supervision, reporting and any other associated costs, in rand.

Quantities and measurements must be verified at the site verification session before the final quotation is submitted.

Bids remain valid for 90 days after the closing date, and the City reserves the right to extend the validity period, requesting any extension in writing before expiry.

A Service Level Agreement may be concluded on award if the City's Group Legal & Secretariat Services Department requires it; if no Service Level Agreement is required, the conditions of the quotation serve as the contract between the City and the successful service provider.

The City may conduct a market analysis of the pricing received.

• Where a quoted price is judged not viable, the bidder must confirm in writing whether it can deliver at that price. A bidder who cannot confirm is disqualified as non-responsive; a bidder who confirms may be bound by a stricter contract to mitigate non-performance risk.
• Failure to deliver may lead to performance warnings and listing on the database of restricted suppliers.
• The City may negotiate a market-related price with the highest-scoring bidder and, failing agreement, with the second and then the third placed bidder. If no market-related price is agreed, the City may cancel the tender.

The appointed service provider must have the necessary tools, equipment and skilled personnel to complete the work efficiently and to specification.

Mandatory requirements:

• At least three (3) years' experience in the equipment category stated in the specification, supported by at least one reference letter from a South African organisation, municipality or organ of state issued within the last three to ten years.
• A written letter confirming a minimum twelve (12) month warranty on workmanship and materials and after-sales support for defects or issues arising after installation.
• Blinds must meet SABS-approved fire retardancy standards.

These documents must be attached to the quotation; any proposal without them will not be considered, and non-compliance with any compulsory requirement invalidates the bid.

Four evaluation stages: administrative compliance, mandatory requirements, sample request, and the preference point system.

• Sample request: swatches of the proposed blind material and colours are requested from bidders who pass the first two stages.
• Preference points use the 80/20 system: 80 points for price and 20 points for specific goals.
• Specific goals cover B-BBEE status level, EME and/or QSE status, majority ownership by women, people with disability and youth, and local economic participation (City of Tshwane, Gauteng or National).
• The quotation is awarded to one service provider only.