Supply and delivery of PPE for south african national antarctic expedition (RFQ DFFE 219)

Closing date: 20 October 2026 at 11:00

• Quotations advertised for minimum 7 days

Site visits required (no dates specified in document):

• Item 5: Onitsuka boots inners — site visit required
• Item 9: Talberg Waterproof Trousers — site visit required

Quotation validity: 90 days from closing date unless otherwise stated

SCM contact:

• Name: Andiswa Charlie
• Telephone: 021 493 7149
• Email: [email protected]

Submission address:

• Email: [email protected]
• Attention: Andiswa Charlie

Service delivery address:

• East Pier Shed
• East Pier Road
• Waterfront
• Cape Town

Department address:

• Nedbank Building
• 63 Strand Street
• Cape Town 8000
• Private Bag PO Box 4390

Submission method: email

• Submission email: [email protected]
• Attention: Andiswa Charlie
• Closing: 20 October 2026 at 11:00

Required returnable forms:

• SBD 4 (Declaration of Interest): discloses state employment and conflicts of interest
• SBD 6.1 (Preference Points Claim): claims specific goals points under 80/20 system

Quotation requirements:

• Must be on company letterhead with correct banking details
• Must include VAT per item where applicable
• Prices must be firm until delivery unless subject to rate of exchange
• Quotations valid for 90 days from closing date unless otherwise stated

Disqualification risks:

• Quotations received after closing date and time
• Failure to submit mandatory requirements by closing
• Unsigned or incomplete returnable forms

Preference point system: 80/20 (applicable to quotations up to R1 000 000)

• Price: 80 points
• Specific goals: 20 points

Price scoring formula:

• Ps = 80(1 − (Pt − Pmin) / Pmin)
• Where Pt = price of tender under consideration, Pmin = lowest acceptable tender price

Specific goals (20 points total — bidders claim one category only):

• More than 50% ownership by Black people: 20 points
• More than 50% ownership by Women: 20 points
• More than 50% ownership by people with disabilities: 20 points

Important notes:

• Failure to submit proof for specific goals means no preference points claimed — bid is not disqualified
• DFFE reserves right to request additional information to validate any claims
• Joint ventures must submit consolidated B-BBEE certificate in name of joined entities
• DFFE reserves right to negotiate prices with preferred tenderers

Scope: Supply and delivery of PPE to SANAE (South African National Antarctic Expedition)

Items and quantities:

1. Winter Sheets 3/4 — 100 units

• 100% cotton, 150cm x 230cm
• Colours: no white, pink or floral accepted

2. Winter Duvet cover sets — 100 units

• 150cm x 230cm, 100% cotton
• White 200 thread count, 100% cotton percale
• Colours: no white, pink or floral accepted

3. Freezer Gloves — 200 units

• Wrist length, 40-gram polar waterproof
• Cowhide leather with Thinsulate insulation
• Liquid proof, microdot palms, multi-layered, gauntlet cuff
• PVC rated −50°C to 66°C
• Sizes: M, L, XL, XXL

4. Duvet inner superior — 100 units

• Poly cotton 50/50 blend
• 150 x 200cm

5. Onitsuka boots inners — 100 units (specialised gear)

• Site visit required

6. Polar fleece jackets — 100 units

• Two hand-warmer zip pockets
• Double-layered collar with adjustable shock cord
• Double-layered shoulders for backpack durability
• Interconnect compatible zip system

7. Thermal Long Johns men's — 300 units

• Bamboo and polyester fabric, anti-bacterial
• Sizes: S, M, L, XL, XXL, XXXL

8. Balaclavas woollen — 150 units

• Double layer acrylic knit, open hole
• One size fits all, navy blue

9. Talberg Waterproof Trousers — 100 units (specialised gear)

• Site visit required
• Outer: oxford weave nylon (4oz/sq. yard) with hydrophilic polyurethane coating
• Inner: 100% polyester or similar
• Coated weight: 150g
• Hydrostatic head: 15 000 g/m²
• Breathability: approximately 15 000 g/m²
• Gore-Tex 3L or similar with water head above 30 000mm HH
• Full 10mm seam seal on all joints
• Draw cord waist and leg bottoms with lock
• Sizes: S, M, L, XL, XXL, XXXL
• Colours: blue or red

10. Snow Goggles U-vex — 20 units

• Sport style with UV block-out, side and nose flaps
• Must fit over normal spectacles

11. Duvet Cover set plus inner King size — 2 units

• 260cm x 230cm, 100% cotton
• White 200 thread count, 100% cotton percale
• Colours: no white, pink or floral accepted

12. Wind Block Balaclavas — 150 units

• Full face with nose and neck protection
• Polartec S100 fleece fabric
• One size fits all, black

Brand note: Where pictures or brand names appear, these are for illustration only — similar or equivalent specifications will be considered

Pricing terms:

• All prices must include VAT per item where applicable
• Prices must be firm until delivery unless specifically stated otherwise by DFFE
• No price adjustments accepted except those subject to rate of exchange
• DFFE reserves right to negotiate prices with preferred tenderers

Financial compliance:

• Banking details must be included on quotation
• Bidders with taxable supplies exceeding R1 million in any 12-month period must be VAT registered
• Voluntary VAT registration permitted if minimum threshold of R50 000 exceeded in past 12 months

Mandatory registration and tax:

• CSD registration report or MAAA number required
• SARS tax status PIN or CSD number/report required
• Must remain tax compliant for entire contract term (Income Tax Act, VAT Act)

B-BBEE and preference documentation (for claiming points — not mandatory for submission):

• SANAS/CIPC accredited B-BBEE certificate or sworn affidavit indicating ownership levels
• CIPC ownership certificate
• Medical certificate signed by medical practitioner with practice number (for disability claims)
• Joint ventures: consolidated B-BBEE certificate in name of joined entities

Returnable forms:

• SBD 4 (Declaration of Interest): mandatory, signed
• SBD 6.1 (Preference Points Claim): mandatory for claiming specific goals points

Disqualification conditions:

• Listed on Register for Tender Defaulters or List of Restricted Suppliers
• Failure to comply with any mandatory requirements
• False declaration on SBD 4
• Fraudulent basis for preference points claimed

Price firmness: All prices must remain firm until delivery to specified location unless DFFE explicitly states otherwise in the specification. No price adjustments permitted except for rate of exchange fluctuations.

DFFE reservations:

• Right to perform due diligence during evaluation
• Right not to appoint any tenderer
• Right to request additional information to validate submissions including preference points claimed
• Right to negotiate prices with preferred tenderers in line with legislative requirements

Tax compliance: Bidders must be compliant with all applicable tax legislation at submission and throughout contract term. This includes Income Tax Act 1962 and VAT Act 1991.

Quotation validity: 90 days from closing date unless otherwise stated by tenderer.

80/20 preference point system confirmed for this tender.

Price: 80 points — scored relative to lowest acceptable tender using formula Ps = 80(1 − (Pt − Pmin)/Pmin).

Specific goals: 20 points — awarded for one of:

• More than 50% Black ownership
• More than 50% Women ownership
• More than 50% ownership by people with disabilities

Claiming requires completed SBD 6.1 with supporting documentation. Failure to submit supporting documents results in zero preference points but does not disqualify the bid. DFFE may require substantiation of claims at any time. Fraudulent claims may result in disqualification, contract cancellation, restriction from public sector business up to 10 years, and criminal prosecution.