Manufacture and supply of equipment and attire – 36-Month panel tender in gauteng

Bidding procedure enquiries:

• Department: Sport, Arts, Culture and Recreation
• Email: [email protected]

Technical information enquiries:

• Contact: Boikanyo Tlhaole
• Email: [email protected]

Tender documents available from:

• https://e-tenders.gauteng.gov.za/Pages/AdvertisedOpen-Tenders.aspx
• Or email: [email protected]

Submission address:

Mayibuye Building

5 Hollard Street

Submission method: sealed envelope deposited in the Tender Box at the Mayibuye Building, 5 Hollard Street, before the closing date and time.

• Envelope must show bidder name and address, bid number (GT/GDSACR/035/2026), and closing date.
• Bids submitted by fax or email will not be accepted.
• Bids must be submitted on the official GPG bid forms (not retyped); all required information must be completed.
• One original proposal (marked 'original'), one copy (marked 'copy'), and one electronic copy on USB must be submitted.
• Proposals must be sealed and clearly indexed.
• Late bids will not be considered.

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

• SBD 1 (Invitation to Bid): bidder and contact details, signed as the offer cover page.
• SBD 4 (Declaration of Interest): discloses any connection to state employees or the procuring institution; false declarations disqualify.
• SBD 6.1 (Preference Points Claim): claims B-BBEE or specific goals points under the 80/20 system.
• SBD 6.2 (Declaration for Local Production and Content): confirms local content, with annexures C, D and E.
• Joint Venture or consortium agreement, if applicable.

Additional required documents:

• Valid SARS Tax Compliance Status (TCS) PIN or certificate.
• Certified copies of share certificates (for Pty Ltd companies).
• Proof of CSD registration (CSD summary report).
• Company registration certificate.
• Company profile with organisational structure, references, and CVs of key personnel.

Disqualification risks:

• Any returnable form omitted or unsigned.
• Failure to provide outstanding additional documents within 7 days of request.
• Attempting to influence the evaluation process after bid submission.

Evaluation follows four stages; bidders must pass each stage to proceed.

Stage 1 – Administrative Compliance:

• Fully signed bid document, SBD 1, SBD 4, SBD 6.1, SBD 6.2 (with annexures C, D, E), and JV agreement if applicable.
• Missing or unsigned documents eliminate the bid.

Stage 2 – Functionality (50 points, minimum 35 required):

• Professional experience (20 points): years in business in equipment and attire (less than 1 year: 0; 1–5 years: 5; 6–9 years: 8; 10+ years: 10) plus references (10 points: 1 reference = 1, 2 = 4, 3 = 6, 4 = 8, 5+ = 10).
• Human resources / storage capacity / warehouse (20 points): staff (1–3 staff: 3; 4–6: 6; over 6: 12), storage capacity (3 points), manufacturing component (own manufacturing: 5; outsourced in SA: 2; outsourced abroad: 1; none: 0).
• Delivery vehicle (5 points): own transport: 5; own and hired: 3; hired only: 1.
• Targeted groups (5 points): proof of TISH, female, PwD, youth, black, or military veteran ownership (1 point each).

Stage 3 – Site Visit (26 points, minimum 20 required):

• Presentation of samples (8 points): 2 attire samples (2), 4 attire samples (4), 4 equipment samples (2), 6 equipment samples (4).
• Physical resources (18 points): manufacturing site (own or leased: 5), manufacturing equipment (own or leased: 5), transport capacity (1–3 vehicles: 2; 4–6: 5; above 6: 8).

Stage 4 – Project Allocation:

• Once on the panel, RFQs are issued to panel members; price (80) and preference points (20) determine each RFQ award.

Preference points (80/20 system) for specific goals:

• TISH (Township/Informal settlement/Hostel) enterprises: 20 points.

• 51% female-owned: 20 points.

• 51% PwD-owned: 20 points.

• 51% black-owned: 20 points.

• 51% youth-owned: 20 points.

• 51% military veteran-owned: 20 points.

Verification evidence for specific goals:

• TISH: CSD, municipal rates/taxes, or proof of residence.
• Black/female/youth: CSD and certified ID copies.
• PwD: CSD, medical certificate.
• Military veterans: certificate from Department of Military Veterans and CSD.

The department requires a panel of pre-qualified service providers to manufacture (optional) and supply equipment and attire for a fixed period of 36 months.

Scope of supply (by annexure):

• Sport equipment (Annexure A)
• Corporate wear and attire (Annexure B)
• Medals and trophies (Annexure C)
• Gym equipment (Annexure D)
• Pre-packed equipment and attire bags (Annexure E)
• Indigenous games equipment and attire (Annexure F)
• Aerobics equipment and attire (Annexure G)
• Fun run/walks equipment and attire (Annexure H)
• Recreation generic equipment and attire (Annexure I)
• Academy equipment (Annexure J)
• Disability sport equipment and attire (Annexure K)
• Arts and culture attire (Annexure L)
• Arts and culture equipment (Annexure M)
• Library attire and equipment (Annexure N)

Supported programmes:

• Recreation programmes (Indigenous Games, Wednesday leagues, Golden Games, Fun Runs, Community Games, School Holiday, Premier Social Cohesion Games)
• School sport (District, Regional, Provincial, National Games)
• Sport development (OR Tambo Soncini Games, Learn to Swim, Academy programmes)
• Arts and culture (School Holiday, Arts in School)
• Library programmes (Reading, Archive)

Target stakeholders: schools, clubs, federations, sport councils, community-based organisations, hubs, academies, gymnasiums, arts and culture organisations, library stakeholders.

Capacity requirements:

• Ability to supply large quantities of correct quality within stipulated timelines.
• Minimum experience in supply of equipment and attire.
• Capacity to work under tight timeframes and meet demand.

Branding: pre-approval required for items bearing the department's logo.

Pricing:

• This is a panel appointment; pricing schedules (SBD 3.1/3.2/3.3) are not applicable at this stage.
• The department will develop a market-related price index and negotiate with appointed bidders.
• Prices must be quoted in South African currency (for local goods).
• Packaging costs are for the bidder's account and included in the price.

Financial capability:

• Bidders must provide verifiable evidence of financial capability and funding adequacy to execute the contract.
• Financial statements and bank rating, or audited financial statements, may be required as determined in the SLA.

No bid security, bonds, or guarantees are specified in the document.

Tax compliance:

• Valid SARS Tax Compliance Status (TCS) PIN or certificate required.
• If no TCS PIN, provide CSD number.
• Each party in a JV/consortium must submit separate TCS/CSD.

CSD registration:

• Proof of registration on the Central Supplier Database (CSD summary report) required.

Company registration:

• Company registration certificate required.
• Certified share certificates for Pty Ltd companies.

Local content:

• Minimum 100% local production and content for textiles, clothing, leather and footwear sector.
• Only locally produced/manufactured items from local raw materials will be considered.
• If local raw material unavailable, written DTIC authorization required; copy must be submitted with bid.

State employment:

• Bids from persons in service of the state, or companies with directors in service of the state, will not be considered.

B-bbee:

• Preference points claimed via SBD 6.1; specific goals (targeted groups) verified as per evaluation criteria.

Vetting:

• Successful companies and directors will undergo departmental SCM vetting and State Security Agency (SSA) vetting.

Additional evaluation criteria: Stage 1 administrative compliance (mandatory documents), Stage 2 functionality (50 points, minimum 35), Stage 3 site visit (26 points, minimum 20), Stage 4 project allocation. Preference points 80/20 for specific goals: TISH (20), female-owned (20), PwD-owned (20), black-owned (20), youth-owned (20), military veteran-owned (20). Verification evidence required as per targeted group.