Supply and delivery of flood protection sandbags and tents (as-and-when-required, 12-Month contract) — city of tshwane

Closing date: 12 October 2026 at 10:00

Briefing session: None (not applicable for this quotation).

No briefing session is applicable for this quotation.

Technical enquiries:

• Contact: Minky Marema
• Email: [email protected]
• Telephone: 012 358 2240

Supply Chain / bidding procedure enquiries:

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

Delivery address:

Emergency Services Department

c/o Government and Beckett Street

Arcadia

Pretoria

Delivery contact:

• Contact: Divisional Chief: Logistical Support
• Email: [email protected]
• Telephone: 012 358 2237

Submission method: online via the City of Tshwane e-tender portal. Do not deposit bids in the tender box. Submit before 10:00 on 12 October 2026.

Returnable documents (all must be completed, signed and submitted):

• MBD 1 (Invitation to Bid): bidder and contact details, signed as the offer cover page.
• MBD 4 (Declaration of Interest): discloses any connection to the state or related companies; failure to declare interest disqualifies the bid.
• MBD 6.1 (Preference Points Claim): claims B-BBEE and specific goal points under the 80/20 system.
• MBD 8 (Declaration of Past Supply Chain Management Practices): declares any past abuse, fraud, or contract failures.
• MBD 9 (Certificate of Independent Bid Determination): certifies the price was set independently, with no collusion.
• Company registration certificate.
• Tax clearance certificate or unique PIN.
• B-BBEE certificate or sworn affidavit (for EMEs/QSEs).
• Municipal account statement or lease agreement (rates and taxes proof).
• CSD summary report.

Disqualification risks:

• Any returnable document omitted or left unsigned.
• Bids received after the closing time.
• Price schedule corrections made with correction fluid (Tippex) — the quotation will be rejected.
• Price schedule alterations not initialled in ink.
• Documents completed in pencil, re-typed, or scanned instead of handwritten in black ink.

Evaluation stages:

• Stage 1: Administrative compliance — all returnable documents must be present and correctly completed.
• Stage 2: Mandatory compliance — technical data sheets or manufacturer brochures must be provided for each item, matching the specifications.
• Stage 3: Preference points — 80/20 system (80 points for price, 20 points for specific goals).

Specific goals (max 20 points):

• B-BBEE 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 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.

Proof required for each specific goal claim; missing proof means zero points for that goal.

The City reserves the right to conduct a market analysis and to negotiate a market-related price with the highest-scoring bidder, then the second and third if needed. If no agreement, the quotation may be cancelled.

Scope: Supply, delivery and offloading of disaster relief items to the City of Tshwane Emergency Services Department on an as-and-when-required basis for a period not exceeding 12 months. Delivery may be required anywhere within the City of Tshwane borders. Items will be stored in a central storeroom before distribution.

All items must be new, of the highest quality, and free from defects. Damaged or flawed items will be rejected and replaced at the supplier's cost. The supplier must provide labour and equipment for offloading. The successful bidder must enter a service level agreement and supply 7 days a week. The contract will be awarded per item.

Item specifications:

• Item 1 – Blankets: Grey or dark colour, acrylic fur pile, minimum 200 x 230 cm (double), individually packed in transparent plastic. Manufacturer brochure required.
• Item 2 – Foam mattresses: Minimum 910 mm wide, 1880 mm long, 150 mm thick high-density foam, assorted colours, individually packed in transparent plastic. Manufacturer brochure required.
• Item 3 – Plastic sheeting: Black polythene, 3 m x 6 m, 250 micron, SABS approved.
• Item 4 – Heavy duty tent: Pole tent, minimum 3 m x 3 m, apex height 3 m, wall height 1.8 m, heavy duty rip-stop waterproofed canvas at least 300 gsm, brown or drab olive green. Includes roof, walls (at least 2 parts), 1 centre pole, 12 side poles, pegs, hammer, bracing ropes, and 3 m x 3 m ground sheet, all packed in one container. Manufacturer brochure required.
• Item 5 – Disaster emergency relief tent: Cottage style, minimum 5 m x 5 m, height 1.8 m, HDPE polypropylene, includes pegs, poles, ropes, sidewalls and integrated ground sheet, delivered in one unit. Manufacturer brochure required.
• Item 6 – Flood protection sandbags: 58 cm x 38 cm, hold up to 20 kg, ultra-heavy-duty polyethylene, touch fastening (Velcro type), puncture-resistant 2,600 N, UV-stabilised, minimum 12-month lifespan. Manufacturer brochure required.

Warranty: 12-month warranty required for items 4 and 5.

No specific experience or key personnel qualifications are stated. However, bidders must provide audited financial statements for the most recent 3 years (or from establishment if younger), or proof of exemption from the requirement to prepare audited statements.

Pricing format: Unit prices per item, excluding VAT, on the provided pricing schedule. Unit price must include supply, delivery, labour, profit, transport, etc. The contract is awarded per item on an as-and-when-required basis. The City may increase or decrease quantities subject to budget availability.

Items to price:

1. Blankets
2. Foam mattress
3. Plastic sheeting
4. Heavy duty tent
5. Disaster emergency relief tent
6. Flood protection sandbag

All items must be quoted; incomplete pricing schedules lead to disqualification.

Bid validity: 90 days after closing date.

Payment: The contract form (MBD 7.1) states payment within 30 days after receipt of invoice and delivery note.

Market analysis: The City may assess price viability and negotiate a market-related price with the highest-scoring bidder.

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

Tax compliance: Must provide a tax compliance status PIN or CSD number. Tax status must be compliant before award.

Municipal account: The bidding company and all its owners/members/directors/major shareholders must provide a municipal account statement not older than 3 months, with no arrears exceeding 90 days. Alternatively, a signed lease agreement, or a letter from the local councillor for those in informal settlements or areas not required to pay rates and taxes.

Audited financial statements: Required for the most recent 3 years (or from date of establishment if less than 3 years old), signed by an auditor. If not required by law to prepare audited statements, provide proof of exemption.

Joint ventures: If bidding as a JV, all required documents must be provided for each JV party, plus a signed JV agreement. The JV must continue for the contract duration unless the City approves otherwise.

B-BBEE: A valid B-BBEE certificate, or sworn affidavit for EMEs/QSEs, or CIPC certificate is required to claim preference points.

No bids from persons in the service of the state.