Supply, delivery and offloading of disaster relief items for the city of tshwane emergency services department (12 months) — Q32-01-2026-27

Closing: 23 November 2026 at 10:00.

Compulsory briefing session: none (marked N/A).

Bid validity: 90 days after the closing date.

Supply chain enquiries

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

Technical enquiries

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

Delivery address

Divisional Chief: Logistical Support

Emergency Services Department

c/o Government and Beckett Street

Arcadia

Pretoria

• Telephone: 012 358 2237
• Email: [email protected]

Document issuing address

City of Tshwane Metropolitan Municipality

Tshwane House

320 Madiba Street

Pretoria

0001

• Telephone: (012) 358 9999

Submission method: online only, via the City of Tshwane e-tender portal (Ariba). Bids must not be placed in the tender box.

Portal: https://portal.us.bn.cloud.ariba.com/dashboard/public/appext/comsapsbncdiscoveryui#/RfxEvent/preview/1110031265?anId=ANONYMOUS

Closing: 23 November 2026 at 10:00 — late submissions are not accepted.

Bid validity: 90 days from the closing date.

Document rules:

• Complete all documents in black pen; do not re-type or scan them.
• Cross out price-schedule mistakes in ink and initial every alteration.
• Correction fluid (Tippex or similar) is prohibited. An item priced with correction fluid will be disregarded; correction fluid on a bill of quantities repudiates the whole quotation.

Returnable documents (must form part of the bid):

• Pricing schedule (all items must be priced).
• MBD 1 (Invitation to Bid): bidder and contact details, signed as the offer cover page.
• MBD 4 (Declaration of Interest): discloses any interest of directors, members or shareholders in the state or in related businesses.
• MBD 6.1 (Preference Points Claim): claims specific-goal preference points under the 80/20 system.
• MBD 7.2 (Contract Form – Rendering of Services): signed by the successful bidder.
• MBD 8 (Declaration of Bidder's Past Supply Chain Management Practices): declares any restriction, tender-default listing, fraud conviction, municipal arrears or terminated contract.
• MBD 9 (Certificate of Independent Bid Determination): certifies the price was set without collusion.
• Company registration certificate.
• Tax clearance certificate or SARS unique PIN.
• B-BBEE certificate (or sworn affidavit for EME/QSE).
• Rates and taxes account statement.
• CSD summary report.

Disqualification risks:

• Submission after the closing time.
• Incomplete pricing schedule.
• Price-schedule corrections not initialled, or use of correction fluid.
• Any returnable form left unsigned or omitted.
• Failure to declare an interest in a related company (MBD 4, question 3.14).

Evaluation stages:

1. Administrative compliance — all returnable documents must be submitted and complete.
2. Mandatory compliance — full details of the offer with technical data sheets and/or manufacturer's brochures, matching the specifications. Non-manufacturers must attach the manufacturer's documentation.
3. Preference points system.

Preference points: 80/20 system under the Preferential Procurement Policy Framework Act and Regulations 2022.

• Price: 80 points.
• Specific goals: 20 points.

Specific goals (points claimed):

• 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 and/or QSE: 2 points.
• At least 51% women-owned: 2 points.
• At least 51% owned by people with disabilities: 2 points.
• At least 51% youth-owned: 2 points.
• Local economic participation: City of Tshwane 4 points, Gauteng 2 points, national 1 point.

Proof is required for each claim; claims without supporting evidence score zero.

No minimum qualifying score is stated.

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 up to 12 months. Items are used across the City of Tshwane and stored in a centralised storeroom before distribution. Delivery may be requested anywhere within the City of Tshwane.

All products must be new and of the highest quality; damaged, flawed or defaced materials will be rejected and replaced at the supplier's cost. The supplier warrants the goods against defects in design, materials or workmanship under normal use.

The supplier must provide labour and equipment for offloading and must be prepared to enter a service level agreement to supply 7 days a week.

Item 1 — Blankets: grey or dark colour; acrylic fur pile; minimum 200 x 230 cm (double); each individually packed in transparent plastic; manufacturer's brochure required.

Item 2 — Foam mattresses: minimum width 910 mm, length 1 880 mm, thickness 150 mm high-density foam; assorted colours; each individually packed in transparent plastic; manufacturer's brochure required.

Item 3 — Plastic sheeting: black polythene; 3 m (width) x 6 m (length); 250 micron; SABS-approved standard.

Item 4 — Heavy duty tent: pole tent; minimum 3 m x 3 m; apex height minimum 3 m, wall height minimum 1.8 m; heavy duty rip-stock waterproofed canvas of at least 300 gsm; brown or drab olive green; roof and walls in at least 2 separate parts; 1 centre pole, 12 side poles, pegs, hammer, bracing ropes and a 3 m x 3 m ground sheet; all components packed in one container/bag; manufacturer's brochure required.

Item 5 — Disaster emergency relief tent: cottage style; minimum 5 m x 5 m; height minimum 1.8 m; HDPE polypropylene; includes pegs, poles, ropes, sidewalls and an integrated ground sheet attached to the tent; delivered individually with all parts in one unit (tent bag or similar); manufacturer's brochure required.

Item 6 — Flood protection sandbags: 58 cm x 38 cm; must hold a maximum of 20 kg when filled; ultra-heavy-duty polyethylene; touch-fastening (Velcro-type) closure; puncture-resistant to 2 600 Newtons; UV-stabilised; minimum 12-month lifespan; manufacturer's brochure required.

The City may increase or decrease quantities subject to budget availability.

Complete the pricing schedule with a unit price (excluding VAT) for each item: 1 Blankets, 2 Foam mattress, 3 Plastic sheeting, 4 Heavy duty tent, 5 Disaster emergency relief tent, 6 Flood protection sandbag. Add 15% VAT and the total including VAT. Unit prices must include supply and delivery, all materials, labour, profit and transport. The bid is awarded per item on an as-and-when-required basis for up to 12 months. All items must be priced; an incomplete pricing schedule results in disqualification. The City may increase or decrease quantities subject to budget availability. Delivery is to the Divisional Chief: Logistical Support, Emergency Services Department, c/o Government and Beckett Street, Arcadia, Pretoria.

Pricing: complete the pricing schedule with a unit price (excluding VAT) for each of the 6 items; add 15% VAT and the total including VAT. Unit prices must cover supply and delivery, all materials, labour, profit and transport.

Award: per item, on an as-and-when-required basis, for a period not exceeding 12 months. The City may increase or decrease quantities subject to budget availability.

Payment: within 30 days of receipt of an invoice accompanied by a delivery note.

Market analysis: the City may conduct a market analysis. If a bidder's price is deemed not viable, the bidder must confirm in writing whether it can deliver; if it confirms, a tight contract to mitigate non-performance risk will be entered into. Non-performance may lead to performance warnings and listing on the database of restricted suppliers.

Price negotiation: the City may negotiate a market-related price with the highest-scoring bidder, then the second, then the third; if no market-related price is agreed, the City may cancel the quotation.

No bid security or performance guarantee is stated.

CSD: bidders must be registered on the Central Supplier Database and provide a CSD number; the CSD record must be valid.

Tax: a compliant tax status is required before award — provide a SARS tax compliance status PIN or a CSD number.

B-BBEE: submit a valid B-BBEE certificate, or a sworn affidavit for an EME or QSE, to claim preference points.

Municipal accounts: provide an original or copy municipal account statement (not older than 3 months, not in arrears for more than 90 days) or a signed lease agreement for the bidding company and for all South African-based owners, members, directors and major shareholders. Bidders in informal settlements or rural areas may instead provide a letter from the local councillor.

Audited financial statements: signed audited annual financial statements for the most recent 3 years (or from date of establishment if trading for less than 3 years) are required for tenders above R10 million; bidders not legally required to prepare audited statements must submit proof of that.

Joint ventures: a JV agreement signed by all parties, plus all required documents for each party. The successful bidder must continue with the same JV for the contract duration unless the City approves otherwise.

Signatory: the person signing must be a director, member, owner or shareholder, or must submit a letter of authorisation or delegation of authority.

Interest declaration: directors, trustees, managers, principal shareholders and stakeholders must declare any interest in related companies or businesses (MBD 4, question 3.14); failure to declare results in disqualification.

State employees: no bid will be accepted from persons in the service of the state.

Restricted suppliers: bidders or their directors must not be listed on the National Treasury's Database of Restricted Suppliers or the Register for Tender Defaulters, must not have been convicted of fraud or corruption in the past 5 years, must not owe municipal rates and taxes in arrears for more than 3 months, and must not have had a contract terminated for non-performance in the past 5 years.

Returnable forms: MBD 1, MBD 4, MBD 6.1, MBD 7.2, MBD 8 and MBD 9, plus company registration certificate, tax clearance/PIN, B-BBEE certificate, rates and taxes statement and CSD summary report.

Contract period: not exceeding 12 months, awarded per item on an as-and-when-required basis. The successful bidder must sign a written contract form (MBD 7). A 12-month warranty applies to the products in items 4 and 5. The supplier must enter a service level agreement and supply 7 days a week. Payment is within 30 days of an invoice accompanied by a delivery note. Where a joint venture bids, it must continue with the same JV for the contract duration unless the City approves otherwise. The City may increase or decrease quantities subject to budget availability, and may negotiate a market-related price or cancel the quotation if no market-related price is agreed.

Evaluation is in three stages: administrative compliance, mandatory compliance and the preference points system. The 80/20 preference point system applies under the Preferential Procurement Policy Framework Act and Regulations 2022: 80 points for price and 20 points for specific goals. Specific-goal points: B-BBEE level (Level 1 = 8 down to Level 8 = 1, non-compliant = 0), EME and/or QSE 2 points, at least 51% women-owned 2 points, at least 51% owned by people with disabilities 2 points, at least 51% youth-owned 2 points, and local economic participation (City of Tshwane 4 points, Gauteng 2 points, national 1 point). Claims must be supported by the stated proof or they score zero.