Supply and delivery of pvc canvas covers – RFQ in western cape

Closing date: 16 October 2026 at 11:00

Compulsory briefing: none (N/A)

No compulsory briefing session or site visit is required (N/A).

Submission email: [email protected]

Bidding procedure enquiries:

• Contact: SCM
• Email: [email protected]

Technical enquiries:

• Contact: Jethan D'Hotman
• Email: [email protected]

Delivery address:

SAEON Egagasini

5th Floor Foretrust Building

Martin Hammerschlag Way

Foreshore, Cape Town, 8001

Submission method: email only.

Submission email: [email protected]

Only PDF documents are acceptable.

One original set of bid documents must be submitted in electronic format (email) to the NRF.

Returnable documents (all mandatory unless noted):

• SBD 1 (Procurement Invitation), signed and completed, including SBD 4, SBD 6.1 and the signed Bid Submission Certificate.
• Proof of authority (e.g. company resolution).
• Proof of registration on the Central Supplier Database (CSD).
• Valid B-BBEE certificate or sworn affidavit (optional, for preference points).
• Catalogue or product brochures demonstrating compliance with specifications (mandatory).
• Completed pricing schedule (SBD 3.1) or a quotation on company letterhead (mandatory).

Disqualification risks:

• Late submissions are not accepted.
• Bids not submitted on the official forms or not in the prescribed manner are invalid.
• Failure to provide any mandatory document leads to disqualification.
• Bids from persons in the service of the state, or companies with directors who are in the service of the state, will not be considered.
• Bidders listed on the Register for Tender Defaulters or the List of Restricted Suppliers are automatically disqualified.
• Any attempt to influence evaluation, comparison, or award decisions results in rejection and disqualification.
• Fronting: if the NRF establishes potential fronting, the bidder has 7 days from notification to prove fronting does not exist; failure invalidates the bid/contract and may lead to restriction from public sector business for up to 10 years.

Evaluation stages:

• Stage 1: Compliance with submission requirements (returnable documents and terms).
• Stage 2: Evaluation against technical specifications — 2A written response to specifications; 2B due diligence interviews or proof of delivery/concept where justified; 2C due diligence research confirming reference letters with referees.
• Stage 3: Price/preference evaluation under the 80/20 system. Lowest acceptable bid receives maximum price points (80); remaining bids ranked in relation to it. Verified preference points are added for final ranking.
• Stage 4: Tax compliance check. Resident bidders found non-compliant are given 7 working days to submit proof of compliance or of an arrangement with SARS; failure results in rejection. Foreign bidders complete the SBD 1 tax questionnaire, which the NRF submits to SARS.
• Stage 5: Award to the bidder with the highest combined score, subject to administrative documentation, followed by contract signing.

Preference points (80/20 system):

• Price: 80 points
• Specific goals: 20 points
• Specific goals points: B-BBEE status level 1 to 3 = 8 points; level 4 to 6 = 6 points; level 7 to 8 = 2 points; at least 51% black-owned = 3 points; at least 51% black female-owned = 3 points; at least 51% black youth-owned = 1 point; at least 51% owned by people with disabilities = 1 point; EME or QSE = 4 points.
• A valid B-BBEE certificate or sworn affidavit must be submitted to earn specific goal points; failure to submit means no points are allocated for specific goals.
• The NRF may require substantiation of any preference claim.

Supply and delivery of 2 custom PVC canvas covers for SAEON Egagasini, once-off supply.

Specifications:

• Open-bottom cylinder.
• Made of 550 g grey PVC.
• Dimensions: diameter 1600 mm, height 1800 mm.
• 10 cm hook-and-loop (Velcro) seam along the top and on one side to allow the cover to open.
• Six 150 x 150 mm flaps, 410 mm above the bottom.
• Flaps sealable with a 5 cm hook-and-loop seam.
• Outer perimeter reinforced to prevent tearing.
• Flaps equally spaced around the cover (approximately 838 mm apart).
• 13 x 12 mm spur grommets every 400 mm around the bottom.
• Grommets made of brass or stainless steel.
• 50 cm diameter branding of the institution's logo; high-resolution images provided on acceptance.

Delivery to:

SAEON Egagasini

5th Floor Foretrust Building

Martin Hammerschlag Way

Foreshore, Cape Town, 8001

Management of performance levels: the NRF measures the contracted bidder's performance against the stated performance levels. If a performance level is not met, the bidder must investigate and report root causes, promptly correct the failure and resume meeting the levels, advise the NRF on the status of remedial efforts as requested, and take preventative measures to avoid recurrence. Both parties monitor and measure performance; failure to measure performance against the contract specifications for any measurement period is deemed a failure to meet the stipulated performance levels. Measurement for the supply and delivery of the PVC canvas covers is by checking the completeness of the delivery against the approved purchase order; no completion certificate or invoice will be approved and paid if the delivery is not satisfactory.

Pricing schedule (SBD 3.1) items:

• Custom PVC canvas covers: 2 EA
• Branding: 1 EA
• Delivery to specified address: 1 EA

Prices must be shown excluding VAT, VAT, and total contract price including VAT (ceiling price).

Prices are quoted in South African Rand and are fully inclusive of all costs, including delivery to the specified delivery point, VAT, income tax, UIF contributions and skills development levies.

Pricing conditions:

• Price schedule remains unchanged for the duration of the contract; no changes, extensions or ad hoc costs except price adjustments authorised in the Special Conditions of Contract (price risk shared equally between NRF and contractor).
• Firm set quantities apply, with delivery timing determined during the contract period.
• The NRF may order further estimated quantities within the contract ceiling price but does not guarantee the full estimated amount.
• Contract managed through written purchase orders stipulating quantity, description, delivery date and unit price; funding guaranteed at order stage.
• Cumulative value of verified deliveries/performances invoiced is the actual total contract price.
• Where different delivery points influence pricing, a separate pricing schedule must be submitted for each delivery point.
• Detailed costing (e.g. costed bill of quantities) is optional where not stated.
• Pricing is subject to the addition of preference points per SBD 6.1.

Fair pricing tests: the NRF may negotiate price only (no other component) with the winning bidder, or with the next ranked bidder if the winning bidder refuses, until a market-related price is achieved.

Tax compliance:

• Bidders must be tax compliant and submit a SARS tax compliance status PIN or a printed TCS certificate.
• Where no TCS is available but the bidder is registered on the CSD, a CSD number must be provided.
• In consortia, joint ventures or sub-contractors, each party must submit a separate TCS certificate/PIN/CSD number.
• Non-resident foreign bidders complete the SBD 1 tax questionnaire; the NRF submits it to SARS for a Confirmation of Tax Obligations letter.

CSD registration:

• Bidders must be registered on the Central Supplier Database and include their Master Registration Number (Supplier Number) in the bid.

B-bbee:

• A valid B-BBEE certificate or sworn affidavit (for EMEs and QSEs) must be submitted to claim preference points.
• Failure to submit a valid B-BBEE certificate means no points are allocated for specific goals.

Other:

• Bids from persons in the service of the state, or companies with directors who are in the service of the state, will not be considered.
• Bidders must not be listed on the Register for Tender Defaulters or the List of Restricted Suppliers.
• Proof of authority (e.g. company resolution) must be submitted.

Preference points are claimed on SBD 6.1 under the 80/20 system, with 20 points allocated to specific goals. Points: B-BBEE status level 1 to 3 = 8 points; level 4 to 6 = 6 points; level 7 to 8 = 2 points; supplier at least 51% black-owned = 3 points; at least 51% black female-owned = 3 points; at least 51% black youth-owned = 1 point; at least 51% owned by people with disabilities = 1 point; EME or QSE = 4 points. A valid B-BBEE certificate or sworn affidavit must be submitted to earn preference points; failure to submit means no points are allocated for specific goals, and the NRF may require substantiation of any claim.

Occupational health and safety on NRF sites: all personnel performing work on NRF sites under this contract must obtain a safety induction; personnel must comply with all relevant health and safety instructions from site safety personnel and wear personal protective equipment, including closed safety shoes, hard hats, height safety equipment and high-visibility vests, at all times on site, and must obey instructions and signage on restricted access and speed limits. On signing the contract (SBD 7) the contracted party is responsible for itself, its employees and those affected by its operations in terms of the OHS Act and its regulations, performs all work and uses equipment in compliance with the Act, makes available a valid Letter of Good Standing under the COID Act (valid for the duration of the contract) and furnishes its Compensation Commissioner registration number, enters into a Section 37.2 agreement drafted by the NRF, and maintains a health and safety plan complying with the Act at the work site for the duration of the work. Each team member, including sub-contracted personnel, must submit a signed indemnity form before entering the site, kept in the contracted party's health and safety file; the contracted party accepts liability for contraventions of the Act.

The National Treasury General Conditions of Contract (GCC) apply and cannot be amended by the NRF; the NRF appends Special Conditions of Contract (SCC) giving specific information relevant to GCC clauses. Where there is an unintended conflict, the provisions of the Special Conditions of Contract prevail over the General Conditions of Contract.

Cancellation of the quotation prior to award: the NRF may cancel the invitation before award where the procurement is no longer required due to changed circumstances, where no acceptable quotations are received, where a material irregularity occurred in the bid process, or where funds are no longer available or the highest-scoring bid is not market related. The NRF conducts fair pricing tests and, where pricing falls outside the fair price range, may negotiate price only (no other component) with the winning bidder or, if that bidder refuses, with the next ranked bidder until a market-related price is reached. The NRF is not liable for any costs incurred by a bidder in responding to this invitation, including on-site presentations.

Service provider obligations: exercise reasonable skill, care and diligence in rendering the services; deliver services during normal working hours (Monday to Friday, excluding public holidays, 08h30 to 17h00) and/or such additional hours as may reasonably be required due to special circumstances, with work outside these hours only by mutual agreement based on severity level; do nothing that may prejudice or be adverse to the NRF's operations and functions; submit information and reports as specified in the agreed service request to the NRF's nominated person and comply with all applicable legislation; correspond with and deliver services only to the NRF and its end users.

Communication: the contracted parties communicate in writing by mail, delivery or email; the contracted party must state the contract number and, where applicable, the purchase order number on communication documentation, and must not act on any communication lacking a contract number or must verify it with the assigned NRF contract manager first.

Go/no-go eligibility: fully completed Procurement Invitation (SBD 1) including SBD 4, SBD 6.1 and the signed Bid Submission Certificate; fully completed pricing schedule (SBD 3.1) or quotation on company letterhead; detailed specifications on the quotation meeting the required scope of work. Bidders must register on the Central Supplier Database and provide their Master Registration Number so the NRF can verify tax status; where consortia, joint ventures or sub-contractors are involved, each party must submit a separate TCS certificate/PIN/CSD number.

Bidding selection process: Stage 1 — compliance with submission requirements as set out in the Returnable Document List; Stage 2 — evaluation against technical specifications (2A written response to the specifications, 2B due diligence interviews or proof of delivery/concept where justified, 2C due diligence research confirming reference letters with referees); Stage 3 — price/preference evaluation on an equal and fair comparison basis under the 80/20 system, with the lowest acceptable bid receiving maximum price points and verified preference points added for final ranking; Stage 4 — tax compliance checking (resident bidders are given seven working days to submit proof of compliance or of an arrangement with SARS, failing which the recommended bid is rejected; foreign bidders complete the SBD 1 tax questionnaire, which the NRF submits to SARS); Stage 5 — award to the bidder with the highest combined score subject to administrative documentation, followed by contract signing.