Supply and delivery of LP gas canisters and ethylene solvent – tshwane market tender (gauteng)

Closing date: 16 October 2026 at 10:00.

No compulsory briefing session (N/A).

Bid validity: 90 days after closing.

No briefing session is applicable for this tender (N/A).

Technical enquiries:

• Contact: Fulufhelo Tshiovhe
• Telephone: 012 358 2340
• Email: [email protected]

Supply Chain enquiries:

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

Submission: online via e-tender portal (no physical address given for submission).

Prepared by: City of Tshwane, Tshwane House, 320 Madiba Street, Pretoria, 0001.

Submission method: online via the City of Tshwane e-tender portal. Do not deposit bids in the tender box.

Closing time: 16 October 2026 at 10:00.

Bids must remain valid for 90 days after closing.

Bid documents must be completed in black ink (not re-typed or scanned). Corrections must be crossed out and initialled; correction fluid (Tippex) is prohibited and will lead to rejection.

Returnable documents (all compulsory):

• MBD 1 (Invitation to Bid): bidder details and signed offer cover page.
• MBD 4 (Declaration of Interest): discloses any connection to state employees; failure to declare interest disqualifies.
• MBD 6.1 (Preference Points Claim): claims B-BBEE and specific goal points.
• MBD 7.2 (Contract Form – Rendering of Services): signed contract form.
• MBD 8 (Declaration of Past Supply Chain Management Practices): declares past SCM conduct.
• MBD 9 (Certificate of Independent Bid Determination): certifies no collusion.
• Company Registration Certificate.
• Tax Clearance Certificate or Unique PIN.
• B-BBEE Certificate (or sworn affidavit for EME/QSE).
• Municipal account statement or lease agreement (not older than 3 months, not in arrears more than 90 days) for the company and all owners/members/directors/major shareholders.
• CSD summary report.
• Audited financial statements for the most recent 3 years (or since establishment if less than 3 years old), or proof that the bidder is not required by law to prepare audited statements.
• Joint Venture agreement (if bidding as a JV), with all required documents for each JV party.

Disqualification risks:

• Any returnable document omitted or unsigned.
• Incomplete pricing schedule (all items must be quoted).
• Corrections on the price schedule without initialling, or use of Tippex.
• Late submission.

Evaluation is in three stages:

Stage 1 – Administrative: checks all returnable documents, tax compliance, CSD registration, municipal account statements, signed MBD forms, audited financials, JV agreement (if applicable), and attendance at compulsory briefing (if applicable).

Stage 2 – Mandatory: submission of the following, failure of any results in immediate disqualification:

• Proof of PDPDG (Professional Driver Permit for Dangerous Goods).
• Valid wholesale license (DMRE 38) for LPG supply.
• Written authorisation from the ethylene solvent manufacturer (or manufacturing licence and registration documents if the bidder is the manufacturer).
• At least two signed contactable reference letters for similar solvent supply.
• Manufacturer's data and Material Safety Data Sheet (MSDS) for the ethylene solvent.

Stage 3 – Preferential points (80/20 system):

• 80 points for price.
• 20 points for specific goals.

Specific goals and points:

• B-BBEE level: Level 1 = 8, 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/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, Gauteng = 2, National = 1.

Supporting documents must be submitted to claim specific goal points; non-compliance does not disqualify but scores zero for those goals.

Scope: Refill, supply and delivery of 14 kg and 19 kg LP gas canisters and 210-litre drums of ethylene solvent to the Tshwane Market Fresh Produce Market Division, on an exchange and circulation basis, as and when required, for 12 months.

LP gas:

• Deliver 14 kg and 19 kg refills.
• Each delivery must include a delivery note and tax invoice.
• The Market provides its own cylinders to start the exchange.
• Must comply with ISO 4706:2023, SANS 10087-1:2013, LPG/VPG W.C. 45.4L, Ph 3000 KPA N PT ∞ 062008, 3/4 – 14 NGT.
• Refills must be sealed; regulators must not leak.
• Must comply with the Occupational Health and Safety Act (Act 85 of 1993).
• Testing and certification per OHS Act; recommended bidder must submit OHS compliance documents before award.

Ethylene solvent:

• Deliver 210-litre drums.
• Composition: 90% Ethanol and 10% Ethyl Acetate.
• Each delivery must include a delivery note and tax invoice.
• Must be supplied in 210-litre containers.
• Manufacturer's data and MSDS required.

Delivery requirements:

• LP gas: within 8 hours of order, including Saturdays.
• Ethylene solvent: within 48 hours of order, including Saturdays.
• Supplier must store LP gas at all times to cover shortages.

Warranty: 12-month warranty on LP gas cylinders; faulty parts before use must be replaced and full contents replaced.

Other conditions:

• Comply with HIRA (Hazard Identification Risk Assessment) process.
• Provide proof of a Tremcard (transport emergency card) for transported materials.

Supply and deliver LP gas cylinders on an exchange and circulation basis, with maintenance per OHS Act.

Deliver 14 kg and 19 kg LP gas refills, each with delivery note and tax invoice.

The Market provides its own cylinders to start the exchange.

Deliver 210-litre drums of ethylene solvent on an exchange and circulation basis, with maintenance per OHS Act, each with delivery note and tax invoice.

LP gas must be delivered within 8 hours of order, including Saturdays.

Supplier must store LP gas at all times to cover shortages.

Ethylene solvent must be delivered within 48 hours of order, including Saturdays.

At least two signed contactable reference letters on company letterhead for similar solvent supply.

Proof of PDPDG (Professional Driver Permit for Dangerous Goods).

Valid DMRE 38 wholesale licence for LPG.

Written authorisation from the ethylene solvent manufacturer (or manufacturing licence and registration documents if the bidder is the manufacturer).

LP gas refills must comply with ISO 4706:2023, SANS 10087-1:2013, LPG/VPG W.C. 45.4L, Ph 3000 KPA N PT ∞ 062008, and 3/4 – 14 NGT.

Gas refills must be sealed; regulators must not leak.

Testing and certification per OHS Act; recommended bidder must submit OHS compliance documents before award.

Ethylene solvent must be 90% Ethanol and 10% Ethyl Acetate, supplied in 210-litre containers.

Manufacturer's data and MSDS must be provided.

Handling and storage: keep away from heat, sparks and flame; use adequate ventilation; ground and bond containers to dissipate static electricity; use explosion-proof electrical equipment; store in a cool, well-ventilated area, tightly closed and sealed until ready for use.

Pricing schedule items (quote all):

• 3030175: Refill and supply of 14 kg LP gas cylinders (unit: kg, qty 1).
• 3030176: Refill and supply of 19 kg LP gas cylinders (unit: kg, qty 1).
• 3031720: Refill and supply of 210-litre drum of ethylene solvent (unit: L, qty 1).
• 3031705: Ethylene drum deposit (sum, qty 1).

Prices must be quoted excluding VAT; add 15% VAT for total.

Costs must include delivery, component prices and labour.

Prices are fixed for the quotation period.

The City reserves the right to increase or decrease quantities subject to budget availability.

The City may conduct market analysis; if a price is deemed not viable, the bidder may be disqualified or a tighter contract may be entered into. The City may negotiate a market-related price with the highest-scoring bidder, then the second, then the third, and may cancel the quotation if no agreement is reached.

CSD registration: mandatory – only bidders registered on the Central Supplier Database with a CSD number will be considered.

Tax compliance: must provide a SARS Tax Compliance Status PIN or CSD number; tax status must be compliant before award.

Municipal account: company and all owners/members/directors/major shareholders must provide a municipal account statement or lease agreement not older than 3 months and not in arrears more than 90 days; or a letter from the local councillor for informal settlements/rural areas.

B-BBEE: valid B-BBEE certificate or sworn affidavit (for EME/QSE) required to claim preference points.

Mandatory licences and permits:

• PDPDG (Professional Driver Permit for Dangerous Goods).
• DMRE 38 wholesale licence for LPG.
• Manufacturer authorisation for ethylene solvent (or manufacturing licence and registration if the bidder is the manufacturer).

Experience: at least two signed contactable reference letters for similar solvent supply.

No bids from persons in the service of the state.

Comply with the HIRA (Hazard Identification Risk Assessment) process.

Provide proof of a Tremcard (transport emergency card) listing hazards and emergency information for transported materials.

LP gas refills must comply with the Occupational Health and Safety Act (Act 85 of 1993).

Testing and certification of equipment per OHS Act; recommended bidder must submit OHS compliance documents before award.

Contract duration: 12 months, as and when required.

Warranty: 12-month warranty on LP gas cylinders; faulty parts before use must be replaced and full contents replaced.

The successful bidder must sign a written contract form (MBD 7.2).

The City may conduct market analysis and negotiate a market-related price; if no agreement, the City may cancel the quotation.

Failure to deliver may result in performance warnings and listing on the database of restricted suppliers.

Bids must be submitted online via the e-tender portal, not deposited in the tender box, by 10:00 on 16 October 2026.

Bids remain valid for 90 days after closing.

Late bids will not be considered.

The City does not bind itself to accept the lowest or any other bid.

Bid documents must be completed in black ink (not re-typed or scanned).

Corrections on the price schedule must be crossed out and initialled; correction fluid (Tippex) is prohibited and leads to rejection.

The City may conduct market analysis and negotiate a market-related price; if no agreement, the City may cancel the quotation.

Only bidders registered on the Central Supplier Database (CSD) with a CSD number will be considered.

Must provide tax compliance status PIN or CSD number.

Must provide municipal account statement or lease agreement (not in arrears more than 90 days) for the company and all owners/members/directors/major shareholders.

Must submit duly signed and completed MBD forms (MBD 1, 4, 5, 8, 9).

Must submit audited financial statements for the most recent 3 years (or since establishment if less than 3 years old), or proof that the bidder is not required by law to prepare audited statements.

If bidding as a JV, submit a signed JV agreement and all required documents for each JV party.

Attend compulsory briefing session where applicable.

Pricing schedule must be fully completed; incomplete schedules or corrections with Tippex lead to disqualification.

Evaluation is in three stages: Stage 1 Administrative, Stage 2 Mandatory, Stage 3 Preferential points (80/20).

Stage 1 checks all returnable documents, tax compliance, CSD registration, municipal account statements, signed MBD forms, audited financials, JV agreement (if applicable), and attendance at compulsory briefing (if applicable).

Stage 2 mandatory requirements: PDPDG proof, DMRE 38 wholesale licence, manufacturer authorisation for ethylene solvent, two signed reference letters, and MSDS. Failure to submit any results in immediate disqualification.

Stage 3: 80 points for price, 20 points for specific goals (B-BBEE, EME/QSE, women, disability, youth, local participation). Supporting documents must be submitted to claim specific goal points; non-compliance does not disqualify but scores zero for those goals.