Supply of sport equipment and attire – 36-Month transversal contract (DSAC 04/26-27)

Closing date: 30 October 2026 at 11:00

Compulsory briefing session: 09 October 2026 at 11:00

Venue: 202 Madiba Street, Corner Paul Kruger and Madiba Street, Pretoria Central, 0002

Bidders arriving more than 15 minutes after the start time will not be allowed.

Bidders are encouraged to arrange their own parking as the department does not have parking.

A compulsory physical briefing session will be held on 09 October 2026 at 11:00 AM at 202 Madiba Street, Corner Paul Kruger and Madiba Street, Pretoria Central. Bidders arriving more than 15 minutes late will not be allowed. Bidders are encouraged to arrange their own parking.

Bidding procedure enquiries:

• Contact: DSAC Bid Office
• Telephone: 012 441 3173 / 012 441 3504
• Email: [email protected]

Technical enquiries:

• Contact: Mr Teboho Thebehae
• Telephone: 071 684 9090
• Email: [email protected]

Submission address:

Department of Sport, Arts and Culture

Sechaba House

202 Madiba Street

Corner Paul Kruger and Madiba Street

Pretoria Central, 0001

Submission method: deposit into the tender box at the Department of Sport, Arts and Culture, Sechaba House, 202 Madiba Street, Corner Paul Kruger and Madiba Street, Pretoria Central.

Envelope must show: bidder name and address, bid number (DSAC 04/26-27), and closing date.

Copies: one original hard copy, two copies of the original, and one electronic copy on USB.

Complete the bid register when submitting.

Arrange all SBD forms numerically and orderly.

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

• SBD 1 (Invitation to Bid): bidder details and signed as the offer cover page.
• SBD 3.1 (Pricing Schedule – Firm Prices): firm prices only, valid for 120 days.
• SBD 4 (Declaration of Interest): discloses any state employment or connection to the procuring institution; false declaration disqualifies.
• Proof of authority (company resolution or letter of authority) for the signatory.
• CSD registration report, B-BBEE certificate or sworn affidavit, certified ID copies of directors.

Disqualification risks:

• Late bids are not accepted for consideration.
• Bids not on official forms or re-typed will be rejected.
• Failure to provide or comply with any required particulars may render the bid invalid.
• Misrepresentation during due diligence results in automatic disqualification.

Evaluation stages:

• Stage 1: Initial screening for compliance with bid requirements.
• Stage 2: Functionality evaluation out of 100 points; minimum qualifying score is 70 points. Bidders scoring below 70 are disqualified.
• Stage 3: Due diligence – physical verification of infrastructure (cars, warehouse, machinery), capacity to deliver, and veracity of information. Joint venture partners are both subject to due diligence.
• Stage 4: Price benchmarking – shortlisted bidders invited for price negotiations.

Functionality criteria (total 100 points):

• Experience and references (20 points): proof of similar projects worth a minimum R1 million in delivering sport equipment and attire. Scoring: 7 references = 20, 6 = 18, 5 = 15, 4 = 12, 3 = 9, 2 = 6, 1 = 3, 0 = 0.
• Capacity to deliver (45 points):
• Warehouse/lease (5): storage space, working equipment, safety and security, training staff, parking.
• In-house production machinery (15): 8 points for attire manufacturing, 7 for equipment manufacturing.
• Cars (10): 1 or more 10-ton truck = 4, 1 or more 8-ton truck = 4, bakkie = 1, sedan = 1.
• Human resource capacity (5): 4 or more employees = 2, qualified graduates = 3.
• Six months financial statement or audited financial statements (10): proof of funds/creditworthiness worth a minimum R1 million.
• Transportation plan (20 points): compliance documents (PDP, valid driver's licence, insurance) = 5; transport management (route plans, mode, load planning, routing, scheduling) = 4; inventory management = 4; packaging = 4; warehouse management = 3.
• Quality of product and service (15 points): product material (3), packaging of product (3), delivery on time (3), durability (3), reliability (3).

After functionality, bids are evaluated on price and preference points under the PPPFA.

Scope: Supply of sport equipment and attire on a transversal contract for 36 months, implemented through conditional grant allocations.

Beneficiaries: Public schools (especially quintile 1–3 and no-fee-paying schools), community sport hubs and clubs, and learners, athletes and coaches.

Specification list: As per Annexure A (not included in the extract).

Quality and standards:

• Must meet or exceed technical and safety standards of relevant national and international sport federations.
• Suitable for training and competitive participation.
• Durable, reliable and fit for purpose.
• Comply with applicable South African quality standards.

Only locally produced clothing and footwear will be considered.

Delivery: To indicated sites; timeous delivery in line with quality requested.

Service provider must have warehousing, logistics and delivery capacity within allocated provinces, and establish an office in the allocated province as a service point.

Cost per kilometre for delivery (if applicable) based on Automobile Association (AA) rates, included in the quotation.

Samples may be requested prior to approval.

Addendum items (not in approved price schedule) must be market-related, benchmarked, and approved by the Accounting Officer before procurement.

Bidders must submit a detailed proposal including a project plan, project implementation plan, detailed cost breakdown, capacity and experience of human resources, number and level/ranks of team members, and CVs of all involved personnel.

Bidders must have experience in supplying sport equipment and attire, evidenced by references of similar projects worth a minimum R1 million each. Scoring: 7 references = 20 points, 6 = 18, 5 = 15, 4 = 12, 3 = 9, 2 = 6, 1 = 3, 0 = 0.

Key personnel: CVs required for all team members, including qualifications, experience, current designation, and relevant professional membership.

Pricing: Firm prices only, valid for 120 days from closing date. Prices must be standardised nationally across all provinces. Addendum items must be market-related and approved by the Accounting Officer. Cost per kilometre for delivery based on AA rates must be included. All delivery costs included in bid price.

Pricing: Firm prices only (SBD 3.1). Non-firm prices, including those subject to exchange rate variations, will not be considered.

Offer validity: 120 days from closing date.

Prices must be standardised nationally across all provinces; no provincial price differentiation without written DSAC approval.

Prices firm, subject to regulated annual adjustments where applicable.

All delivery costs must be included in the bid price.

VAT-registered companies may charge VAT on the agreed price list.

Payment: DSAC pays only after services rendered; payment within 30 days of receipt of a compliant invoice with all supporting documents.

No service before an official order is issued.

Proof of funds/creditworthiness worth a minimum R1 million required (six months financial statement or audited financial statements).

Subcontracting limited to 25% of total work.

CSD registration: Mandatory; attach a copy of the most recent CSD report. Tax status on CSD must be compliant.

Tax compliance: Submit SARS TCS PIN or printed TCS certificate; or CSD number if no PIN. Bidders with expired or invalid tax compliance status will be disqualified.

B-BBEE: Valid original B-BBEE certificate bearing SANAS logo or from a registered auditor, or a sworn affidavit (for EMEs/QSEs), valid at closing date. Failure to submit results in zero preference points.

Company resolution or letter of authority authorising the signatory.

Certified ID copies of all directors.

Shareholder certificates with names of directors and percentage of ownership, and ID documents of all shareholders.

No bids from persons in the service of the state, or companies with directors who are persons in the service of the state.

Bidders listed on the Register for Tender Defaulters or List of Restricted Suppliers are automatically disqualified.

Foreign suppliers: complete the questionnaire in SBD 1; if not resident, no branch, no permanent establishment, no source of income, and not liable for tax in RSA, then no TCS PIN required.

Warehouse facilities must demonstrate safety and security as part of the capacity evaluation (1 point under warehouse/lease criteria).

Contract period: 36 months.

Service provider must enter into a Service Level Agreement with DSAC.

All information, documentation and outputs generated under the contract remain the property of DSAC and are subject to confidentiality and non-disclosure.

Successful bidders and staff must sign a non-disclosure agreement.

Intellectual property rights vest in DSAC; service provider indemnifies DSAC against IP infringement claims.

Payment only after services rendered, within 30 days of invoice.

DSAC may contact references and request presentations or interviews from short-listed bidders.

DSAC reserves the right to conduct supplier due diligence at any time; misrepresentation leads to automatic disqualification.

Special conditions: Contract period 36 months; prices standardised nationally; no deviation without written approval; only locally produced sport apparel and footwear considered; DSAC may appoint multiple providers and allocate per province; providers must have warehousing, logistics and delivery capacity and establish an office in the allocated province; delivery cost per km based on AA rates; samples may be requested; prices firm with regulated annual adjustments; subcontracting limited to 25% of total work.

General requirements: Bidders must be registered on CSD with compliant tax status; submit valid B-BBEE certificate or sworn affidavit; provide company resolution or letter of authority; valid contact details; certified ID copies of directors; one original, two copies and one electronic copy of documents; VAT registered companies may charge VAT. Technical requirements: detailed proposal including project plan, implementation plan, cost breakdown, capacity and experience of human resources, CVs, and shareholder details.

Evaluation stages: Stage 1 initial screening; Stage 2 functionality evaluation out of 100 points with a threshold of 70; Stage 3 due diligence (physical verification of infrastructure, capacity, veracity); Stage 4 price benchmarking. Functionality criteria: Experience and references (20 points), Capacity to deliver (45 points), Transportation plan (20 points), Quality of product and service (15 points).