Supply and delivery of dignity packs for homeless outreach programme

• Closing date: 19 July 2026.
• Closing time: 10:30 AM.
• No compulsory briefing session or site visit is scheduled (both marked as 'None' in the document).

• Department: Social Development.
• For RFQ enquiries: All enquiries must be submitted via the E-Vendor Portal under the 'Clarification And Responses' tab.
• Technical/Author contact:

• Name: Kebonye Senna.
• Designation: Sub Unit Head.
• Email: [email protected].
• Contact number: 068 276 7574.

• Submission address: Online via the COJ E-Vendor Portal only.

• Submit online via the COJ E-Vendor Portal (https://www.coj-vendorsystem.org.za). Ensure the bid is fully uploaded and transmitted before the closing date and time.
• The following compulsory documents must be attached to your quotation:

1. Certified copy of company registration document.
2. Rates & taxes invoice for the company OR certified copy of lease agreement OR affidavit from lessor certified by Commissioner of Oath/SAPS.
3. Rates & taxes invoice for all directors OR certified copy of lease agreement OR affidavit from lessor certified by Commissioner of Oath/SAPS.
4. Declaration on State of Municipal Account (Form H).
5. MD1 6.1: Preference points claim form (Form J).
6. MBD 4: Declaration of Interest (Form E).
7. MBD 8: Declaration of Tenderer’s Past SCM Practices (Form F).
8. Conditions of Quotation (Form A).
9. MBD 9: Certificate of Independent Bid Determination (Annexure G).
10. Statement of Authorisation (Form D).
11. Form of Quotation and Form of Acceptance (Form C).
12. Certified copy of B-BBEE certificate or sworn affidavit.
13. Article of Agreement in terms of the Occupational Health and Safety Act (Form I).
14. Original Tax Clearance Certificate or SARS One-Time Pin Code.
15. Catering suppliers: Health certificate (if required).
16. Training suppliers: SETA accreditation (if required).
17. Construction/building maintenance: CIDB registration (if required).

• All forms must be signed. Unsigned forms will lead to disqualification.
• Quotation documents must be completed in black ink.
• Each page of the Form of Quotation and Form of Acceptance (Form B) must be signed at the bottom.
• Price corrections must be crossed out in ink and initialed at each alteration. Do not use correction fluid (e.g., Tipp-Ex). Using correction fluid may lead to rejection.
• No price increases will be considered after submission.
• All prices must be quoted in South African Rand, exclusive of VAT.
• Prices must be firm (fixed) and only subject to statutory changes like VAT and customs/excise levies.
• Prices must include delivery charges. The successful bidder must provide labour for off-loading.
• The City reserves the right to accept the whole or any portion of a quotation.
• Quotations must remain open for acceptance for 30 days from the submission date.
• No goods or services may be delivered before an official purchase order is issued and accepted.
• Suppliers must be registered on the City’s Supplier Database, Central Supplier Database (CSD), and E-Vendor Portal.
• The City reserves the right to cancel and re-issue the quotation.
• False declarations on MBD forms may lead to automatic disqualification.
• Recommended bidders will be subjected to a vetting process.

Registered on Central Supplier Database (CSD) and COJ E-Vendor Portal. Valid tax compliance. Not listed on National Treasury's prohibited database or Register for Tender Defaulters. No overdue municipal accounts (>3 months). Directors not in service of the state. Must meet B-BBEE requirements and can claim preference points for being Johannesburg-based, black-owned (>51%), and an SMME.

• Objective: To appoint a service provider for the supply and delivery of packaged hygiene packs (dignity packs) for the displaced persons (homeless) programme. This is a once-off procurement.
• Delivery point: 3 Kotze Street Shelter.
• Scope: The successful bidder must supply, package, deliver, and offload the dignity/hygiene packs.
• Required items and quantities:

• Facecloths (Adult size, standard 30cm x 30cm): 1000.
• Adult size toothbrushes (standard manual): 1000.
• Shampoo/Conditioner (30ml sachet): 1000.
• Toothpaste (50ml): 1000.
• Sanitary pads (disposable standard): 500.
• Roll on (40ml): 1000.
• Vaseline Petroleum Jelly (100ml): 1000.
• Hygiene bath soap (150ml): 1000.
• Twin blade disposable shavers (Super-Max twin blade): 1000.
• Hair clippers (standard): 50.
• Nail cutters (standard): 50.

• The document defines a 'competitor' for the purposes of the Certificate of Independent Bid Determination as any individual or organization (other than the bidder) who:

• Has been requested to submit a bid.
• Could potentially submit a bid based on qualifications, abilities, or experience.
• Provides the same goods/services or is in the same line of business.

• This definition is used to ensure bids are determined independently without collusion.

• The bidder must provide the following information in the declaration on municipal accounts (Form H):

• Company registration number.
• Municipality where the business is situated.
• Municipal account number for rates.
• Municipal account number for water and electricity.
• Names, ID numbers, and municipal account numbers of all directors.

• Supporting documents required (not older than 3 months):

• Copy of the municipal account for rates.
• Copy of the municipal account for water and electricity.
• Copies of municipal accounts for all directors.
• Proof of directors.

• Prices must be quoted in South African Rand, exclusive of VAT.
• Prices must be firm (fixed), only subject to statutory changes like VAT and customs/excise levies.
• All prices must include delivery charges.
• If prices are based on exchange rates, the successful tenderer must obtain forward exchange rate cover within 14 days after an order is placed. Failure to provide proof may lead to contract cancellation.
• The City reserves the right to increase or reduce quantities to align with SCM policy thresholds.
• No price changes are allowed after the closing date and time.

• Mandatory registrations:

• Central Supplier Database (CSD) number.
• COJ database number (vendor number).
• Registration on the COJ E-Vendor Portal.

• Tax compliance:

• Submit a valid Tax Clearance Certificate or SARS One-Time Pin Code.
• If not submitted initially, the City may request it within 7 days after tender closure but before award.
• No contract can be awarded without proof of tax compliance.
• Consortium/joint venture members must each submit a separate tax clearance certificate or SARS Pin.

• B-BBEE: Submit a certified copy of a B-BBEE certificate or a sworn affidavit.
• Other declarations and certificates:

• MBD 4: Declaration of Interest.
• MBD 8: Declaration of Tenderer’s Past Supply Chain Management Practices.
• MBD 9: Certificate of Independent Bid Determination.
• MD1 6.1: Preference points claim form.
• Declaration on State of Municipal Account (Form H).
• Article of Agreement in terms of the Occupational Health and Safety Act (Form I).

• Conditional requirements (if applicable):

• Catering suppliers: Health certificate.
• Training suppliers: SETA accreditation.
• Construction/building maintenance: CIDB registration.

• Municipal accounts: Bidders and directors must not have municipal rates, taxes, or service charges in arrears for more than three months.

• The successful tenderer must comply with the Occupational Health and Safety Act, 1993 and its regulations.
• The bid must include the signed Article of Agreement in terms of the Occupational Health and Safety Act (Form I).
• The contractor undertakes to acquaint its officials and employees with the Act's provisions and to comply with all duties, obligations, and prohibitions.
• The contractor accepts sole liability for compliance and absolves the City (EMPLOYER) from any obligation to comply on its behalf.
• The City may inspect sites or records to verify compliance.
• The contractor must immediately report any investigations, complaints, or criminal charges arising from OHS matters related to the work.

• Key contractual documents that must be included in the bid:

• MBD 4: Declaration of Interest.
• MBD 8: Declaration of Tenderer’s Past Supply Chain Management Practices.
• MBD 9: Certificate of Independent Bid Determination.

• The Certificate of Independent Bid Determination (MBD 9) is mandatory and addresses collusive bidding (bid rigging), which is prohibited under the Competition Act.
• The City reserves the right to reject a bid or cancel a contract if a bidder abuses the supply chain management system or engages in corrupt or fraudulent acts.
• The successful contractor (CONTRACTOR) will bear sole liability for complying with all Occupational Health and Safety Act requirements and any procedures prescribed by the City (EMPLOYER).
• The City may inspect the contractor's sites or records to ensure compliance.

• The RFQ is valid for 30 days.
• For RFQs above R30,000 up to a maximum of R750,000 (VAT inclusive), evaluation uses the 80/20 preferential points system as per the Preferential Procurement Policy Framework Act, Preferential Procurement Regulations 2022, and SCM practice notes 02/2023 and 01/2024.
• Points allocation:

• Price: 80 points.
• Preferential goals (maximum 20 points):

• Enterprises located within the City of Johannesburg Metropolitan Municipality: 5 points.

• Business owned by 51% or more Black people: 10 points.

• SMMEs (EME or QSE): 5 points.

• Proposals will initially be evaluated for price competitiveness, then assessed against the preferential procurement criteria.

• Further evaluation will consider the bidder’s B-BBEE contribution level.