Supply and delivery of long service award materials (photo frames and enamel bars) to ezemvelo KZN wildlife — 3-year as-and-when-required contract

Closing date and time: 13 October 2026 at 11:00

Compulsory briefing: not specified (document references compulsory briefing attendance as a Phase 1 requirement but no date, time or venue is given)

Validity period: 90 calendar days from closing date

Bidding procedure enquiries:

• Contact: Thembinkosi Mchunu
• Email: [email protected]
• Telephone: 033 845 1232

Technical enquiries:

• Contact: Lindiwe Msimanga
• Email: [email protected]
• Telephone: 033-845-1830

Submission email: [email protected]

Delivery address (service delivery):

Ezemvelo KZN Wildlife, Head Office

Queen Elizabeth Park

No. 1 Peter Brown Drive

Montrose

Pietermaritzburg, 3201

Submission method: email to [email protected]

Closing date and time: 13 October 2026 at 11:00

Format: single PDF attachment; if file size is large, compress into one ZIP file

Subject line: must include RFQ number RFQ 01/10/2026

Disqualification triggers: submission to any other email address; submission in a format other than PDF; more than one email sent; missing or unsigned returnable forms

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

• SBD 1 (Invitation to Bid): covers bidder details and offer acceptance
• SBD 3.1 (Pricing Schedule – Firm Prices): pricing for all listed items, VAT-inclusive grand total
• SBD 4 (Bidder's Disclosure): declares interests, state employment and relationships
• SBD 6.1 (Preference Points Claim): claims specific-goal points under the 80/20 system
• Authority to Sign / Board Resolution: authorises the named signatory to bind the bidder
• Proof of CSD registration (CSD report) and valid SARS tax compliance status (TCS PIN or CSD number)
• B-BBEE verification certificate or sworn affidavit (for EMEs/QSEs) to claim preference points

Validity period: 90 calendar days from closing date

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

• SBD 1 (Invitation to Bid – Part A and Part B): bidder details, offer acceptance, terms and conditions
• SBD 3.1 (Pricing Schedule – Firm Prices): unit prices, VAT, grand total for all 7 items
• SBD 4 (Bidder's Disclosure): declaration of interest, state employment, relationships
• SBD 6.1 (Preference Points Claim): specific-goal points claim under 80/20 system
• Authority to Sign / Board Resolution: authorises named signatory to bind the bidder
• Proof of CSD registration (CSD report)
• Valid SARS Tax Compliance Status (TCS PIN or CSD number)
• B-BBEE verification certificate or sworn affidavit (EME/QSE)
• Disability letter (if claiming disability ownership points)

Submission rules:

• Single email to [email protected]
• PDF format only (ZIP if large)
• RFQ number in subject line
• One email only; multiple emails = disqualification
• Late submissions not accepted

Evaluation follows three phases:

Phase 1 – Administrative Compliance (pass/fail): CSD registration at closing time; tax compliance (TCS PIN or CSD number); completed and signed SBD 1, SBD 3.1, SBD 4, SBD 6.1, Authority to Sign; no director/shareholder in service of the state; not listed on Register of Tender Defaulters or restricted per SCM Practice Note; compulsory briefing attendance if applicable

Phase 2 – Technical Evaluation (pass/fail): product samples requested from highest-ranked bidders; samples must meet detailed specifications for photo frames and bars; failure to submit conforming samples within stipulated timeframe disqualifies the bidder

Phase 3 – Price and Preference (80/20 system): Price – 80 points (lowest acceptable price scores highest); Specific Goals – 20 points allocated as: ≥51% black ownership (3 pts), ≥51% black women ownership (3 pts), ≥51% black youth ownership (3 pts), ≥51% black people with disabilities (5 pts), supplier located in uMgungundlovu District Municipality (6 pts); points verified via CSD report (must be attached); failure to submit proof means zero points for specific goals

Minimum qualifying score: not explicitly stated; award to highest combined score after Phase 3

Ezemvelo reserves the right to appoint multiple bidders, not to appoint, or to negotiate final price with technically compliant bidders

Supply and delivery of long service award materials for a three-year period, as and when required.

Items and specifications:

1. Photo Frame – A4 size (210 mm × 297 mm), plastic frame with glass front, plain outer edge with subtle inner striped design, gold colour finish; quantity: 1
2. Bars (Olive Green & Gold) – 1 Plain Strip: rectangular, gold-coloured stainless steel, shiny olive-green enamel finish, 2 rear pins with 2 rubber clutches, approx. 33 mm × 10 mm; quantity: 1
3. Bars (Olive Green & Gold) – 2 Plain Strips: rectangular with small rectangle shape, gold-coloured stainless steel, shiny olive-green enamel finish, 4 rear pins with 4 rubber clutches, approx. 33 mm × 22 mm & 2 small rectangles 10 mm × 33 mm; quantity: 1
4. Bars (Olive Green & Gold) – 3 Plain Strips: square with small rectangle shape, gold-coloured stainless steel, shiny olive-green enamel finish, 3 rear pins with 3 rubber clutches, approx. 33 mm × 33 mm & 3 small rectangles 10 mm × 33 mm; quantity: 1
5. Bars (Olive Green & Gold) – 3 Strips with Gold Leaf in Middle: square with small rectangle shape, gold-coloured stainless steel, shiny olive-green enamel finish with gold leaf in middle, 3 rear pins with 3 rubber clutches, approx. 33 mm × 33 mm & 3 small rectangles 10 mm × 33 mm; quantity: 1
6. Bars (Olive Green & Gold) – 3 Strips with 2 Gold Leaves (top and bottom): square with small rectangle shape, gold-coloured stainless steel, shiny olive-green enamel finish with two gold leaves, 3 rear pins with 3 rubber clutches, approx. 33 mm × 33 mm & 3 small rectangles 10 mm × 33 mm; quantity: 1
7. Bars (Olive Green & Gold) – 3 Strips with 3 Gold Leaves (top, middle, bottom): square with small rectangle shape, gold-coloured stainless steel, shiny olive-green enamel finish with three gold leaves, 3 rear pins with 3 rubber clutches, approx. 33 mm × 33 mm & 3 small rectangles 10 mm × 33 mm; quantity: 1

Delivery point: Ezemvelo KZN Wildlife, Head Office, Queen Elizabeth Park, No. 1 Peter Brown Drive, Montrose, Pietermaritzburg, 3201

All delivery costs must be included in the bid price

Samples may be requested during Phase 2; bidders must submit properly sealed, clearly labelled samples that accurately represent the products to be supplied; non-conforming samples lead to disqualification

Supply and delivery methodology not prescribed; bidder must propose delivery approach.

Delivery basis: all-inclusive delivered price to Ezemvelo KZN Wildlife Head Office, Queen Elizabeth Park, No. 1 Peter Brown Drive, Montrose, Pietermaritzburg, 3201.

Delivery period: to be indicated by bidder in SBD 3.1 ("Period required for delivery" field).

Samples: if requested, must be properly sealed, clearly labelled, submitted per instructions during Phase 2.

Incidental services (assembly, manuals, training, maintenance) may be required per SCC (GCC clause 13).

No detailed method statement or execution plan required in the bid document.

Quality assurance through phased evaluation:

Phase 1 – Administrative compliance screening

Phase 2 – Technical evaluation: product samples assessed against detailed specifications; samples must be properly sealed, clearly labelled, and submitted per instructions; Ezemvelo not liable for damage during sample evaluation; one representative sample per item variant (size/colour) required; non-conforming samples lead to disqualification; samples must accurately represent products to be supplied

Phase 3 – Price and preference scoring

Goods supplied must conform to standards mentioned in bidding documents and specifications (GCC clause 4.1)

Pre-bidding testing at bidder's account (GCC clause 8.1)

Inspection rights: purchaser may inspect at bidder's premises at reasonable hours (GCC clause 8.2)

Cost of inspections: purchaser bears cost if supplies comply; supplier bears cost if non-compliant (GCC clauses 8.4–8.5)

Rejected supplies held at supplier's cost and risk; supplier must remove and substitute promptly (GCC clause 8.7)

No explicit ISO or other quality certification requirements stated

Pricing schedule (SBD 3.1) – firm prices only, VAT-inclusive grand total required.

Items (quantities each = 1):

1. Photo Frame (210×297 mm) – gold plastic frame with glass front
2. Bars – 1 Plain Strip (33×10 mm)
3. Bars – 2 Plain Strips (33×22 mm + 2×10×33 mm)
4. Bars – 3 Plain Strips (33×33 mm + 3×10×33 mm)
5. Bars – 3 Strips with Gold Leaf in Middle (33×33 mm + 3×10×33 mm)
6. Bars – 3 Strips with 2 Gold Leaves Top/Bottom (33×33 mm + 3×10×33 mm)
7. Bars – 3 Strips with 3 Gold Leaves Top/Middle/Bottom (33×33 mm + 3×10×33 mm)

Delivery: included in price to Ezemvelo KZN Wildlife Head Office, Queen Elizabeth Park, No. 1 Peter Brown Drive, Montrose, Pietermaritzburg, 3201

Pricing format: unit price excl. VAT, VAT 15%, grand total incl. all taxes

Offer validity: 90 calendar days from closing date

Separate pricing schedule per delivery point if different delivery points influence pricing (not applicable here – single delivery point)

Pricing basis: firm prices only (non-firm prices, including prices subject to exchange-rate variations, will not be considered)

Pricing schedule: SBD 3.1 – unit prices excluding VAT, VAT at 15%, grand total including all applicable taxes

Bid security / performance guarantee: not specified in the document (GCC clause 7 references performance security amount specified in SCC, but no SCC value is provided)

Retention: not specified

Payment terms: not specified

Financial capacity / turnover thresholds: not specified

Validity of offer: 90 calendar days from closing date

Central Supplier Database (CSD): registration mandatory at closing time; CSD report must be attached as proof for specific-goal verification

Tax compliance: valid SARS Tax Compliance Status (TCS) PIN or CSD number; each JV/consortium party must submit separate TCS

B-BBEE: verification certificate (SANAS-accredited) or sworn affidavit (for EMEs ≤ R10m turnover and QSEs ≤ R50m turnover) required to claim preference points; affidavit must contain ownership and revenue details, signed by deponent and independent Commissioner of Oaths on same date

Specific-goal evidence: CSD report attached for ownership-based goals (black, black women, black youth); disability letter from medical doctor/authorised healthcare professional for disability goal; CSD report for geographical location (uMgungundlovu District Municipality)

No director/shareholder may be a person in the service of the state

Bidder not listed on Register of Tender Defaulters (Prevention and Combating of Corrupt Activities Act) and not restricted per SCM Practice Note

Completed and signed returnable forms: SBD 1, SBD 3.1, SBD 4, SBD 6.1, Authority to Sign / Board Resolution

Foreign suppliers: must complete questionnaire in SBD 1 Part A and enclose proof if applicable

B-BBEE verification certificate (SANAS-accredited) or sworn affidavit (for EMEs ≤ R10m annual turnover and QSEs ≤ R50m annual turnover) required to claim preference points.

Specific goals and points (80/20 system):

• ≥51% owned by black people: 3 points (verified via CSD report)
• ≥51% owned by black women: 3 points (verified via CSD report)
• ≥51% owned by black youth: 3 points (verified via CSD report)
• ≥51% owned by black people with disabilities: 5 points (proof: disability letter from medical doctor/authorised healthcare professional)
• Supplier located in uMgungundlovu District Municipality: 6 points (verified via CSD report preferred address)

CSD report must be attached as proof for all CSD-verified goals.

Affidavit conditions: must contain required ownership and revenue information; deponent and independent Commissioner of Oaths must sign on same date.

Failure to submit required proof = zero points for specific goals.

No specific occupational health and safety (OHS) requirements, safety plans, or HSE compliance details stated in the document beyond general GCC provisions.

GCC clause 8.2 allows purchaser inspection of bidder's premises, which may include safety aspects.

No mention of safety file, safety officer, risk assessments, or specific OHS Act compliance requirements for this supply contract.

Contract governed by General Conditions of Contract (GCC) and any Special Conditions of Contract (SCC); SCC prevails in case of conflict

Contract period: three (3) years, as and when required

Performance security: successful bidder must furnish performance security within 30 days of award notification; amount specified in SCC (not stated in document); forms: bank guarantee/irrevocable letter of credit or cashier's/certified cheque; security returned within 30 days after completion of obligations including warranty

Inspections and tests: purchaser may inspect at bidder's premises; non-compliant supplies may be rejected and replaced at supplier's cost; supplier bears cost of failed inspections

Packing: must prevent damage/deterioration during transit; withstand rough handling, extreme temperatures, salt, precipitation, open storage

Delivery: in accordance with contract terms; shipping/documents specified in SCC

Insurance: goods fully insured in freely convertible currency against loss/damage during manufacture, acquisition, transport, storage, delivery as per SCC

Transportation: all-inclusive delivered price unless otherwise specified in SCC

Incidental services: may include assembly/commissioning, tools, manuals, maintenance/repair, training – as specified in SCC

Spare parts: as specified in SCC; advance notification of termination; blueprints/drawings provided at no cost if requested

Warranty: goods must be new, unused, of most recent manufacture; warranty terms per SCC

Termination: purchaser may cancel for breach; GCC clause 23 applies

Force majeure: events beyond supplier's control (war, natural disaster, etc.)

Intellectual property: supplier indemnifies purchaser against third-party patent/trademark/design claims

Confidentiality: supplier may not disclose contract documents/specifications without purchaser's prior written consent

Records and audit: purchaser may inspect/audit supplier's records relating to performance

Dispute resolution: not specified in extracted text

Governing law: South African law (implied)

Mandatory administrative requirements (Phase 1):

• Registered on Central Supplier Database (CSD) at closing time; CSD report attached
• Valid SARS tax compliance (TCS PIN or CSD number); each JV/consortium party separate
• Completed, signed, dated bid document with original signatures
• SBD 1, SBD 3.1, SBD 4, SBD 6.1, Authority to Sign / Board Resolution all completed and signed
• No director/shareholder in service of the state
• Not on Register of Tender Defaulters or restricted per SCM Practice Note
• Compulsory briefing attendance (if briefing held – no date/venue specified)

Technical requirements (Phase 2):

• Product samples submitted on request, conforming to detailed specifications for all 7 items
• Samples properly sealed, clearly labelled, representative of items to be supplied
• Failure to submit conforming samples within timeframe = disqualification

Specific-goal evidence (for preference points):

• CSD report attached for black ownership, black women ownership, black youth ownership, geographical location (uMgungundlovu District Municipality)
• Disability letter from medical doctor/authorised healthcare professional for disability ownership goal
• B-BBEE certificate or qualifying sworn affidavit (EME/QSE) attached

Three-phase evaluation:

Phase 1 – Administrative Compliance (pass/fail): CSD registration, tax compliance, all returnable forms completed and signed, no state-employed directors/shareholders, not on defaulters register, not restricted, compulsory briefing attendance (if applicable)

Phase 2 – Technical Evaluation (pass/fail): samples requested from highest-ranked bidders; assessed against item specifications; non-conforming samples = disqualification; Ezemvelo not liable for sample damage

Phase 3 – Price and Preference (80/20): Price 80 points (formula: Ps = 80(1 – (Pt–Pmin)/Pmin)); Specific Goals 20 points allocated per SBD 6.1 table: ≥51% black ownership (3), ≥51% black women ownership (3), ≥51% black youth ownership (3), ≥51% black people with disabilities (5), uMgungundlovu District Municipality location (6); points verified via CSD report (must be attached) and disability letter; failure to submit proof = zero points for that goal

Award: highest combined score; Ezemvelo may appoint multiple bidders, not appoint, or negotiate price with technically compliant bidders