Appointment of a panel of service providers for the supply and delivery of various materials and equipment to nama khoi municipality for a period of three years

• This tender is for the appointment of a panel of service providers to supply and deliver various materials and equipment to Nama Khoi Municipality for a three-year period.
• The successful bidder must complete and sign a written contract form (MBD7).
• Bid response documents must be deposited in the bid box at Nama Khoi Local Municipality, 4 Namakwa Street, Springbok, 8240.
• Bidders must provide supplier information including name, address, contact details, VAT registration number, and tax compliance status (TCS PIN or CSD number).

• Closing Date: 07 August 2026 at 12:00.
• Starting Date: 24 July 2026.
• Clarification information session: Not applicable for this bid (no meeting).
• The municipality may issue addenda up to seven days before closing and may extend the closing date, notifying all tenderers who drew documents.

• For bidding procedure enquiries: Contact Ms Candice Rabie, Snr Accountant SCM. Telephone: 027 718 8116. Email: [email protected]. Fax: 027 712 1365.
• For technical/specification enquiries: Contact Mr JH Adams. Telephone: 027 718 8100. Email: [email protected]. Fax: 027 712 135.
• Submission address: Tender Submission Office, first floor, 4 Namakwa Street, Springbok, 8240.
• SCM officials will be in attendance at the bid opening.

• Submit your bid in a sealed envelope clearly marked with the tender number and description.
• Deposit the bid in the designated tender box at the Tender Submission Office, first floor, 4 Namakwa Street, Springbok, 8240, on or before the closing date and time.
• Late bids will not be accepted under any circumstances.
• Only original tender documents are accepted; do not dismember the document—attach schedules and supporting documentation.
• A non-refundable tender fee of R 689.44 (taxes included) is required per document, payable in cash or electronic transfer.
• If you are not VAT registered and the bid exceeds R 1 million, include a statement of intent to register for VAT.
• Ensure all required returnable documents are completed and submitted, including: Invitation to Bid (MBD 1), Original Tax Clearance Certificate (MBD 2), Declaration of Interest (MBD 4), Preference Points Claim Form (MBD 6.1), Contract Form (MBD 7.2), Declaration of Past SCM Practices (MBD 8), Certificate of Independent Bid Determination (MBD 9), and others as listed in Part B.
• Bids may be declared invalid if not submitted on the official Form of Offer, not completed in non-erasable ink, unsigned, or if financial offers are not separately sealed in a two-envelope system.

• Complete and submit all required returnable documents listed in Part B, including: Invitation to Bid (MBD 1), Tax Clearance Certificate (MBD 2), Declaration of Interest (MBD 4), Preference Points Claim (MBD 6.1), Contract Form (MBD 7.2), Declaration of Past SCM Practices (MBD 8), Certificate of Independent Bid Determination (MBD 9), and others.
• Additional documents include: Resolution by Directors/Members, Conflict of Interest Declaration, List of Other Documentation, Certificate of Authority for JVs/Consortiums, and Letter of Good Standing (COIDA) if applicable.
• Ensure all documents are properly completed and signed to avoid disqualification.

Bidders must be registered on the Central Supplier Database (CSD) and in good standing with SARS. Persons in service of the state are prohibited from bidding. Bidders listed on National Treasury's Register for Tender Defaulters or Restricted Suppliers list are ineligible. Partnerships/Joint Ventures must submit partnership agreements and each party must be CSD registered. Foreign suppliers must complete the tax compliance questionnaire. The municipality reserves the right to reject any bid and is not obliged to accept the lowest bid.

• The tender is for the appointment of a panel of service providers for the supply and delivery of various materials and equipment to Nama Khoi Municipality for a period of three years.
• The successful bidder will be required to fill in and sign a written contract form (MBD7).
• Detailed categories and specifications are contained in Part C (Categories 41-51) and Part D (Agreements and Contract Data) of the tender document.
• Bidders must ensure their offers comply with all specifications and conditions outlined in the tender document.

• Submit firm prices for all items in the Price Schedule (Part C1).
• Ensure no arithmetic errors, omissions, or discrepancies; amounts in words govern over figures.
• If errors are identified, you may confirm your bid as tendered or accept corrected totals.
• Failure to submit prices for all items or submit firm prices will render the bid non-responsive.
• Comply with all pricing instructions to avoid disqualification.

• Submit firm prices for all items as indicated in the Price Schedule (Part C1). Failure to submit prices for all items or submit firm prices will render the bid non-responsive.
• Prices must be quoted in the pricing schedule; ensure no arithmetic errors, omissions, or discrepancies between amounts in words and figures (amount in words governs).
• If errors are found, you will be notified and may confirm your bid as tendered or accept corrected totals.
• The tender offer remains valid, irrevocable, and open for acceptance for 120 days from the closing date.
• Withdrawal of a tender offer after closing may incur liability for additional expenses incurred by the municipality.
• Ensure compliance with all pricing instructions to avoid being declared non-responsive.

• Mandatory registration on the Central Supplier Database (CSD). No awards will be made to unregistered bidders.
• Submit an original, valid Tax Clearance Certificate from SARS. Certified copies are not acceptable. Each party in a consortium/JV must submit a separate certificate.
• Provide a B-BBEE status level verification certificate or sworn affidavit (for EMEs & QSEs) to qualify for preference points.
• Complete and submit all statutory declarations: Declaration of Interest (MBD 4), Certificate of Independent Bid Determination (MBD 9), Declaration of Past SCM Practices (MBD 8), and others as per Part B schedules.
• If not the actual manufacturer, include a letter from the supplier confirming firm arrangements, lead times, and agreement with specifications.
• Submit a Letter of Good Standing in terms of COIDA if requested within 14 days.
• Ensure compliance with all SCM policy provisions, including prohibitions on fronting, inducements, and collusive practices.

• Bidders may be required to submit a Letter of Good Standing issued in terms of COIDA, confirming registration as an employer under the Compensation for Occupational Injuries and Diseases Act.
• This must be provided within 14 days if requested.
• Ensure compliance with all relevant health and safety regulations as part of contractual obligations.

• The tender offer remains valid, irrevocable, and open for acceptance for 120 days from closing.
• The municipality reserves the right to accept or reject any tender, cancel the process, or accept part of a tender.
• Withdrawal of a tender after closing may result in liability for additional expenses incurred by the municipality.
• All parties in partnerships/JVs/consortiums must be registered on the municipality's vendor database and submit partnership agreements.
• Compliance with SCM policy, tax clearance, B-BBEE, and independent bid determination is mandatory.
• Prohibited practices include fronting, inducements, collusive bidding, and abuse of the SCM system.
• Negotiations may occur with preferred bidders under strict conditions without allowing unfair advantage.
• Objections or appeals must be lodged within specified timeframes (14 days for objections, 21 days for Section 62 appeals).

• Submit bids on the official tender document only; incomplete portions may be interpreted as 'not applicable' but compulsory sections must be completed.
• Provide required resolutions/authorities: company directors' resolution, close corporation member authority, or partnership/JV/consortium authority.
• Partnerships/JVs/consortiums must submit partnership agreements and all parties must be registered on the municipality's vendor database.
• No alterations to bid documents except to comply with instructions or correct errors; all alterations must be initialed.
• Alternative bids are allowed if marked 'Alternative Bid' and submitted with a compliant bid; only the alternative of the highest-ranked bid may be considered.
• Ensure compliance with tax obligations, submit TCS PIN or CSD number, and complete foreign supplier questionnaire if applicable.
• Complete declaration of interest (MBD 4) disclosing any relationships with state employees involved in evaluation.

• Points are awarded using an 80/20 preference point system: 80 for price, 20 for specific goals.
• Specific goals include women, youth, and disabled ownership/directorship (5 points each with proof).
• Locality within Northern Cape awards 5 points (proof via municipal account or lease in company name).
• Submit B-BBEE verification certificate or affidavit for preference points.
• Sub-contracting over 25% to entities with lower B-BBEE status may forfeit points; permission required.
• Complete company/firm declarations including business activities, classification, and municipal information.