Panel of service providers for caps-compliant get technology ltsm kits (grades 8-9), north west department of education, 3-Year contract

Technical enquiries:

• Contact: Dr Kgwadi-Motsusi A B
• Email: [email protected]
• Telephone: 018 397 3013

Bidding procedure enquiries:

• Contact: Ms Tshiamo Keetile
• Email: [email protected]
• Telephone: 018 388 4091 / 018 388 2512

Submission address:

Department of Education, Garona Building, East Wing Entrance, Ground Floor next to CFO's Office, Sekame Road

Submission method: sealed envelope deposited in the bid box at Department of Education, Garona Building, East Wing Entrance, Ground Floor next to CFO's Office, Sekame Road.

Envelope must be marked with: Tender No. EDU 06/26 NW, Closing Date 04 November 2026, Closing Time 11H00.

Bids must be submitted on official forms (not re-typed) and signed.

Returnable documents (all compulsory unless noted):

• SBD 1 (Invitation to Bid): bidder and contact details, signed as offer cover page.
• SBD 4 (Bidder's Disclosure): declares any state employment or connection to procuring institution; false declaration disqualifies.
• SBD 6.1 (Preference Points Claim under PPR 2022): claims specific goals points.
• Price Schedule in South African Rand, VAT inclusive, covering all catalogue items.
• Full CSD Report (not summary) – compulsory.
• Joint Venture Agreement and signed memorandum of agreement (only if JV).
• Proof of authority to sign (e.g. company resolution).
• SARS Tax Compliance Status PIN or CSD number.

Disqualification risks:

• Late bids not accepted.
• Incomplete or unsigned returnable forms.
• Failure to quote all catalogue items renders bid nonresponsive.
• Certified copies older than 6 months from closing date.

Evaluation in five stages:

Stage 1 – Administrative compliance: price schedule, SBD forms, CSD report, JV agreement if applicable. Non-compliance eliminates bid.

Stage 2 – Functionality (minimum threshold 75% to qualify):

• Company experience and similar contracts (60 points): scored on company registration history (less than 1 year = 1 point; 1-2 years = 2; 2-3 years = 3; 3-4 years = 4; 4+ years = 5) and number of completed projects (1 project = 1 point; 2 = 2; 3 = 3; 4+ = 4). Evidence per project: signed award letter/PO, invoice, completion certificate or signed client letter.
• Financial sustainability and working capital (40 points): scored on verified available capital – proven access to working capital/funding facilities = 5 points; financial guarantee of R300,000+ = 4; R200,000 = 4; R150,000 = 3; R100,000 = 2; less than R100,000 or none = 0. Evidence must be issued within 90 days of bid closing.

Stage 3 – Sample presentation: shortlisted bidders submit samples; evaluated on quality, durability, safety, adherence to specifications. Bidders bear all sample costs; winning bidder's samples remain department property for contract period.

Stage 4 – Price and preference (80/20 system):

• Price: 80 points (lowest acceptable tender scores maximum).
• Specific goals: 20 points.

Stage 5 – Consolidated evaluation report to Bid Adjudication Committee.

Specific goals (max 20 points):

• 51%+ women owned: 6 points
• 51%+ black owned: 4 points
• 51%+ youth owned: 4 points
• Enterprise located in North West Province: 2 points
• 51%+ disability owned: 4 points

The North West Department of Education requires establishment of a panel of service providers to supply, package, distribute and manage a catalogue of CAPS-compliant Technology teaching and learning support material (LTSM) kits for Grades 8-9.

Scope:

• Supply, packaging and distribution of Technology kits to GET schools in four districts: Dr Ruth Segomotsi Mompati, Ngaka Modiri Molema, Bojanala, Dr Kenneth Kaunda.
• Each school receives 1 kit containing 95 items.
• Orders placed per kit per school via official Purchase Orders; top-up items may be ordered.
• Catalogue must cover categories: A (Tools and Materials), B (Health and Safety), C (Graphic Communication), D (Mechanical Systems), E (Structures, Processing, Pneumatic & Hydraulic Systems), F (Electricity and Electronics).
• Bidders must compile and maintain a CAPS-compliant catalogue, maintain price schedules, supply items on demand, package and distribute directly to schools, maintain stock availability.
• Bidders must submit samples for evaluation; samples assessed on quality, durability, safety.
• Bidders may be required to demonstrate knowledge of kit usage during presentation sessions.
• All breakages discovered during delivery must be replaced timeously.
• Department may appoint service provider(s) per district or in whole; no exclusive right unless stated in Letter of Award.
• Department reserves right to negotiate market-related price with winning bidder(s).

Pricing format:

• Price per item, VAT inclusive (15% VAT).
• Prices must include administrative costs, storage, packaging, delivery to schools/offices.
• Prices valid for 12 months from award.
• All catalogue items must be quoted; incomplete catalogue renders bid nonresponsive.
• Year 1: firm fixed price per item.
• Year 2: Year 1 price adjusted by CPI (subject to department approval).
• Year 3: Year 2 price adjusted by CPI.

Payment terms:

• Payment only upon 100% delivery of ordered goods.
• Part-payment possible if at least 80% delivered: 90% of invoice value paid, 10% retained and paid 3 months after delivery subject to satisfactory performance.
• Department may withhold payment if delivered quantity less than 80% of order.
• Invoices must be accompanied by original signed delivery note and checklist.

Working capital evidence (for functionality scoring):

• Bank statement, bank credit facility letter, overdraft facility, trade credit facility, or financial guarantee of R300,000 or more.
• Evidence must be issued within 90 days of bid closing.

Mandatory compliance:

• Full CSD Report (not summary) – compulsory; department verifies bank verification, non-government employee directors, tax compliance, EME status.
• SARS Tax Compliance Status PIN or CSD number; each party in JV/consortium must submit separate TCS/CSD.
• Bidders must not be persons in service of the state, nor companies with directors who are state employees.
• Certified copies must not be older than 6 months from closing date.
• B-BBEE: preference points claimed via SBD 6.1; specific goals as listed in evaluation criteria.
• No CIDB grading required (not construction).
• Joint Venture: signed memorandum of agreement required if JV.