Supply and delivery of technical education equipment, pat materials, and protective clothing for free state schools (3-Year contract)

The tender covers three distinct lots for Technical, Comprehensive, and Agricultural Schools in the Free State:

• Lot 1: Supply, delivery, and installation of equipment and tools for Civil, Electrical, Mechanical Technology specializations, and Engineering Graphics and Design (EGD).
• Lot 2: Supply and delivery of Practical Assessment Task (PAT) materials.
• Lot 3: Supply and delivery of Personal Protective Clothing for teachers.

The contract period is three financial years from the date of approval. Bidders must bid for all three lots; failure to do so will result in disqualification.

• Closing date: 17 July 2026 at 11:00.
• Bid validity period: 120 days from closing date.
• No briefing session will be conducted.

No briefing session will be conducted for this tender.

• Bidding procedure enquiries: MC Thabanyane, Telephone: 051-4041873, Email: [email protected].
• Technical enquiries: K Rampai, Telephone: 079 495 2237, Email: [email protected].
• Submission address: N8 Gateway Office Park, Plot 22, C/O Rudolf Greyling & AW Louw Avenue, Estoire, BLOEMFONTEIN, 9301. Bid box is outside and left from the doors at Entrance 3.

Bidders must submit bids for all three lots (Lot 1: Tools and Equipment, Lot 2: PAT Materials, Lot 3: Protective Clothing). Failure to bid for all lots will result in disqualification.

• Submit bids in a sealed envelope to: Department of Education, Acquisition Management Sub-Directorate, N8 Gateway Office Park, Plot 22, C/O Rudolf Greyling & AW Louw Avenue, Estoire, BLOEMFONTEIN, 9301. The bid box is outside and left from the doors at Entrance 3. Clearly indicate the bid number (E3/2026/2027) and closing date on the envelope.
• Bids must be delivered by 11:00 on 17 July 2026. Late bids will not be accepted.
• Required returnable documents: SBD 1 (Invitation to Bid), SBD 3.1 (Pricing Schedule), SBD 4 (Declaration of Interest), SBD 5 (NIP Declaration), SBD 6.1 (Preference Points Claim Form).
• Attach proof for functionality criteria and specific goals.
• Pricing schedules (Excel spreadsheets) must be completed, printed, and signed on each page. Submit both hard copies and a USB stick with the same files. The USB stick must be clearly labeled with the company name.
• Do not use correction fluid (e.g., Tippex). Corrections must be made by drawing a single line through the error, signing, and dating next to it.
• Do not handwrite prices on spreadsheets. Do not re-type or re-draft pricing schedules.
• Bid prices must be firm, all-inclusive (VAT, delivery, installation), and captured in the white cells of the provided Excel sheets.
• Bidders must quote on all items in all three lots. Failure to do so will lead to disqualification.
• Ensure all bid documents are thoroughly bound to avoid missing pages.

The tender is divided into three lots:

• Lot 1: Supply, delivery, and installation of equipment and tools for Civil, Electrical, Mechanical Technology specializations, and Engineering Graphics and Design (EGD) for Technical and Comprehensive Schools.
• Lot 2: Supply and delivery of Practical Assessment Task (PAT) materials to Technical, Comprehensive, and Agricultural Schools.
• Lot 3: Supply and delivery of Personal Protective Clothing for teachers to Technical and Comprehensive Schools.

Scope details:

• Contract period: Three financial years from the date of approval.
• Delivery: All items must be delivered to schools within three months of receiving the official order.
• Quantities: As per pricing schedule (estimates may vary; the department reserves the right to adjust based on budget and needs).
• Pricing: Must include VAT, supply, delivery, and installation costs. All costs must be all-inclusive with no hidden fees.
• Specifications: Bidders must comply with the provided specifications. Deviations must be explicitly indicated in the bid.

The Department may monitor compliance to the contract after adjudication through:

• Site inspections.
• Requests for documentary proof of compliance with the PFMA and relevant legislation.
• For services involving minimum wages, the Department reserves the right to request copies of employee payslips during the contract period.

Pricing must be completed on the provided Excel spreadsheets:

• Annexure B: Lot 1 (Tools and Equipment) – 3 sheets (one for each year).
• Annexure C: Lot 2 (PAT Materials) – 1 sheet (all three years).
• Annexure D: Lot 3 (Protective Clothing) – 1 sheet (all three years).
• Grand Total Sheet: Automatically calculates totals for all three years and all three lots.

Requirements:

• Prices must be captured in the white cells. No handwritten prices are accepted.
• Spreadsheets must be printed and signed on each page where provision is made.
• Submit both hard copies and a USB stick with the same files. The USB stick must be clearly labeled with the company name.
• Do not re-type or re-draft the pricing schedules. Using your own format will disqualify the bid.
• Bid prices must be all-inclusive (VAT, delivery, installation).

• Only firm prices will be accepted. Non-firm prices (e.g., subject to exchange rate variations) will be disqualified.
• Pricing must be captured in the provided Excel spreadsheets (Annexure B, C, D) in the white cells. The spreadsheets include formulas to auto-calculate totals.
• Submit signed hard copies of all pricing schedules and a USB stick with the same files.
• Payment terms: Payments will be processed within 30 days of receipt of correct documentation, as per PFMA regulations.
• The department reserves the right to terminate or suspend the contract if funds are no longer available. Payment will be made for services delivered up to the date of cancellation.
• For contracts exceeding R10 million with imported content, National Industrial Participation (NIP) requirements apply. Successful bidders must submit contract details to the DTI within 5 working days of award.

• Tax Compliance: Bidders must provide a Tax Compliance Status (TCS) PIN (obtainable via SARS e-filing) or a Central Supplier Database (CSD) number if no TCS PIN is available. Each party in a joint venture/consortium must submit a separate TCS PIN or CSD number.
• B-BBEE: Submit a valid accredited B-BBEE certificate or sworn affidavit to claim HDI points (Black Ownership).
• Free State Locality: To claim points for being Free State-based, submit a municipal/water/electricity account (not older than 3 months) in the bidder’s name or a signed lease agreement with supporting invoices and proof of payments for the last three months.
• Central Supplier Database (CSD): Registration on the CSD is compulsory.
• Joint Ventures/Consortia: Must submit a signed joint venture agreement and register the joint venture on the CSD after award. Each entity must be registered on the CSD.
• Declaration of Interest (SBD 4): Must be completed and signed, declaring any relationships with state employees or other bidders.
• Bidders listed on the National Register for Tender Defaulters or Restricted Suppliers will be disqualified.
• Government employees or entities with government employees as directors/members cannot bid.

• Contract period: Three financial years from the date of approval.
• The department may terminate the contract if funds are no longer available or if the supplier engages in corrupt or fraudulent practices.
• The department reserves the right to monitor compliance through site inspections and requests for documentary proof.
• For contracts exceeding R10 million with imported content, the National Industrial Participation (NIP) Programme applies. Successful bidders must:
• Contact the DTI within 5 working days of award to provide contract details.
• Determine the NIP obligation with the DTI.
• Sign an NIP obligation agreement with the DTI.
• Submit a performance guarantee to the DTI.
• Submit a business concept for DTI approval, followed by detailed business plans.
• Implement the business plans and submit bi-annual progress reports to the DTI.
• The NIP obligation is 30% of the imported content for applicable contracts.

• Bidders must bid for all three lots (Lot 1: Tools and Equipment, Lot 2: PAT Materials, Lot 3: Protective Clothing). Failure to bid for all lots will result in disqualification.
• The department intends to appoint a single service provider for all three lots based on functionality, price, preference points, capacity, and overall competitiveness.
• Pricing must include VAT, supply, delivery, and installation to the schools listed for each subject. All costs must be all-inclusive.
• Prices must be captured in the white cells of the provided Excel spreadsheets. No handwritten prices are allowed.
• The department reserves the right to reduce quantities and items based on available budget.
• Delivery must occur within three months of receiving the official order.
• Bid validity period: 120 days from the closing date.

Evaluation will follow the 90/10 Preferential Procurement Regulations, 2022:

• Price: 90 points. Points are calculated using the formula: Ps = 90
• (1 - (Pt - Pmin) / Pmin), where Ps = points scored, Pt = bid price, Pmin = lowest acceptable bid price.
• Specific Goals: 10 points. Points are allocated for HDI (Black Ownership) and Free State-based enterprises.
• Functionality: Bidders must score at least 35/50 on functionality criteria to proceed to price and preference evaluation.
• Deadlock resolution: Highest specific goal points win. If tied, the award is decided by drawing lots.