Fence installation and building repairs at hammersdale post office (KZN)

The South African Post Office requires a service provider for fence installation and building repairs at the Hammersdale Post Office, 4 Kelly Road, Intshanga, Hammersdale, KZN. The office was closed for about six months and on reopening was found to have extensive damage: damaged roof sections, vandalised electrical wiring, broken doors, stolen water pipes and overgrown vegetation. A perimeter fence is recommended to improve security. Scope: supply and install burglar bars and ClearVu fence or similar; replace stolen and vandalised electrical wiring and lights; repair damaged roof and ceilings; replace damaged doors; replace damaged window panes; replace stolen water pipes; cut rough grass and overgrown trees. Delivery lead time: 60 days.

Compulsory briefing session: 20 October 2026 at 11:00 at 4 Kelly Road, Intshanga, Hammersdale, KZN.

Clarification questions deadline: 21 October 2026 (in writing to the specified official).

Closing date and time: 23 October 2026 at 11:00.

Compulsory briefing session: 4 Kelly Road, Intshanga, Hammersdale, KZN, on 20 October 2026 at 11:00.

Enquiries:

• Contact: Desigan Pillay
• Role: Procurement Specialist, Supply Chain Management, South African Post Office Limited
• Telephone: 011 281 3328
• Email: [email protected]

Submission email: [email protected]

Service delivery address:

4 Kelly Road

Intshanga

Hammersdale

KZN

Submission method: email to [email protected]

Closing time: 23 October 2026 at 11:00

Bids must be submitted on the official forms provided, not re-typed.

All documents and correspondence must be in English; non-English bids are not evaluated.

Pricing must be in South African Rands (ZAR); otherwise the bid is non-responsive.

Any erasures or corrections must be initialled by the bidder.

Returnable documents (all must be completed and submitted):

• SBD 1 (Invitation to Bid): bidder details and signed offer cover page.
• SBD 4 (Bidder's Disclosure): declaration on employment by the state and related interests; false disclosure disqualifies.
• Confidentiality and Non-Disclosure Agreement: signed undertaking to keep SAPO information confidential.
• Certificate of Acquaintance with Bid Documents: signed confirmation of reading all bid documents.
• Latest CSD report / MAAA number.
• Pricing Schedule: completed in full.
• CIDB grading certificate 2GB and 1SQ (valid at closing date) or active CRS number.
• Annexure BC on company letterhead: confirmation of compliance with specifications and delivery lead time.
• Letter of Good Standing (COIDA): active certificate reflecting the company's COIDA registration number.
• B-BBEE certificate or sworn affidavit (for specific goal points).

Disqualification risks:

• Late submission (after 23 October 2026 at 11:00).
• Incomplete pricing schedule.
• Missing gatekeeping documents (pricing schedule, CIDB grading).
• Failure to comply with bid conditions after being requested to re-submit.
• Bids from persons in the service of the state, or companies with directors who are state employees.
• Bidders on the National Treasury restricted suppliers list.

Evaluation phases:

• Phase 0: Compulsory site visit (briefing).
• Phase 1: Gatekeeping criteria (pricing schedule completed in full; valid CIDB grade 2GB and 1SQ).
• Phase 2: Bid conditions (conformance to specification via Annexure BC; CSD registration; COIDA letter of good standing; SBD 1 and SBD 4; tax compliance; not a restricted supplier).
• Phase 3: Commercial evaluation on the 80/20 preferential point system.

Scoring split:

• Price: 80/100, benchmarked against the lowest quote.
• Specific goals: 20/100, allocated as follows:
• ≥51% Black owned: 10 points.
• ≥51% Youth owned: 5 points.
• ≥51% Women owned: 3 points.
• ≥1% owned by disabled individual(s): 2 points.

Specific goal evidence: SANAS-accredited B-BBEE certificate, or sworn affidavit (EMEs/QSEs), or DTI B-BBEE certificate. Missing evidence scores zero but does not disqualify.

No minimum qualifying score is stated.

Scope of work at the Hammersdale Post Office:

• Supply and install burglar bars and a ClearVu fence or similar.
• Replace stolen and vandalised electrical wiring and lights.
• Repair damaged roof and ceilings.
• Replace damaged doors.
• Replace damaged window panes.
• Replace stolen water pipes.
• Cut rough grass and overgrown trees.

Delivery lead time: 60 days.

Compliance: all roof material must comply with South African building regulations, the Occupational Health and Safety Act 1993, local municipal by-laws and local supply authority regulations.

Itemised pricing schedule by area: public area, counters, sorting area, toilets, kitchen, back entrance and passage, record rooms 11 & 16, branch manager's office, box section, roof, fence, and tree felling and gardening.

SAPO may carry out site inspections, product evaluations or explanatory meetings to verify the nature and quality of the services bid for, before or after adjudication.

SAPO may request audited financial statements or other documentation for due diligence.

The bidder warrants that the pricing quoted is free of errors and omissions and that it can deliver the service at the quoted price.

Rates must include all labour, insurance, equipment, materials and consumables, and VAT (15%).

Every item in the pricing schedule must be quoted; incomplete pricing renders the bid non-responsive and no corrections are allowed after closing.

Where a specific brand is mentioned, a similar product meeting the specification will suffice.

The schedule is itemised by area (public area, counters, sorting area, toilets, kitchen, back entrance and passage, record rooms 11 & 16, branch manager's office, box section, roof, fence, tree felling and gardening) with unit, quantity, rate and amount columns, carried to a summary showing sub-total ex VAT, VAT at 15% and total incl VAT.

Pricing format: itemised schedule of rates with unit, quantity, rate and amount columns, carried to a summary (sub-total ex VAT, VAT at 15%, total incl VAT).

Rates must include all labour, insurance, equipment, materials and consumables, and VAT (use 15%).

Every item must be quoted; incomplete pricing renders the bid non-responsive and no corrections are allowed after closing.

Payment: contract price inclusive of VAT, payable 30 days after statement date.

No bid security, bond, guarantee or retention is stated.

No turnover or financial capacity threshold is stated.

CSD registration: mandatory; register at www.csd.gov.za if not already registered. A CSD record indicating government employment disqualifies the bid.

Tax compliance: provide a SARS TCS PIN or CSD number; SAPO verifies via the CSD MAAA number. Seven working days apply for tax compliance verification.

CIDB grading: minimum grade 2GB and 1SQ, active at closing date, or a valid active CRS number.

COIDA: registered and in good standing; submit an active Letter of Good Standing.

B-BBEE: valid SANAS-accredited certificate, or sworn affidavit (EMEs/QSEs), or DTI certificate, valid at closing date.

Restricted suppliers: bidders on the National Treasury restricted suppliers list are disqualified.

State employees: bids from persons in the service of the state, or companies with directors who are state employees, are not considered.

Joint ventures/consortia: submit signed agreements proving the arrangement, identifying the Lead Partner with power of attorney; consolidated B-BBEE certificate required for specific goal points.

Specific goals sought: at least 51% Black owned, at least 51% Youth owned, at least 51% Women owned, and at least 1% owned by disabled individual(s).

Evidence accepted: SANAS-accredited B-BBEE certificate, or a sworn affidavit attested by a Commissioner of Oaths (EMEs and QSEs), or a DTI B-BBEE certificate (EMEs and QSEs), valid at the closing date.

Points: 51%+ Black owned = 10; 51%+ Youth owned = 5; 51%+ Women owned = 3; 1%+ disabled owned = 2.

Failure to submit the specific goal evidence does not disqualify but scores zero points; certificates/affidavits will not be requested again after closing.

Trusts, consortia and joint ventures qualify for specific goal points as a legal entity on submission of their B-BBEE status level certificate, or as an incorporated/unincorporated entity on submission of a consolidated B-BBEE scorecard prepared for each separate bid; absence of a consolidated certificate means zero points but no disqualification.

Signed JV/consortium agreements must be submitted as proof of the arrangement, clearly setting out the roles and responsibilities of the Lead Partner and the other party/parties and identifying the Lead Partner with power of attorney to bind them.

Compliance with the Occupational Health and Safety Act, 1993 (general safety regulations) is required.

The supplier must be registered and in good standing with COIDA (1993) / Workmen's Compensation.

Local municipal by-laws and local supply authority regulations apply.

Payment: contract price agreed during negotiation, inclusive of VAT, payable 30 days after statement date.

Validity period: 120 days from closing date; bidders may be asked to extend validity on the same terms; failure to respond to an extension request excludes the bidder.

The successful bidder's bid remains valid until a final contract is concluded; the next highest scoring bidder's bid may also remain valid.

Conditions of purchase: terms and conditions of any resulting order/contract are stated in the main contract between SAPO and the appointed service provider.

Confidentiality and Non-Disclosure Agreement: the bidder must sign it, undertaking to keep SAPO's confidential information secret, use it only for the purpose disclosed, restrict access to those with a need to know, return or destroy it within 48 hours of request, and accept liability for breach.

Price basis: SAPO's total requirements may not be allocated to only one bidder; the successful bidder must commit to a programme of continuous improvement resulting in cost efficiencies during the relationship.

Each bidder bears all its own costs of preparing and submitting its bid and of negotiating a possible contract.

SAPO reserves the right to reject or disqualify proposals received without all requested data, submitted after the closing date, or not conforming to instructions and specifications; to reject non-compliant bids without further evaluation unless the non-compliance is minor; not to award or cancel the RFQ at any time; to negotiate with preferred or reserved bidders on any terms including price; to accept part of a bid; to split the award between two or more bidders; to cancel or terminate the bid process at any stage; to carry out site inspections, product evaluations or explanatory meetings; to request audited financial statements for due diligence; to cancel the contract and request National Treasury place the respondent on the Database of Restricted Suppliers for up to 10 years for incorrect information; to award to a bidder who is not the highest scoring where objective criteria were indicated; to correct mistakes; and to award to the next highest scoring bidder if the preferred bidder fails to sign or commence within a reasonable period.

No attempts may be made to canvass SAPO staff before award; enquiries must be referred in writing to the specified person.

Samples: SAPO will not pay for samples provided, nor for samples damaged or destroyed by destruction testing.

Legislative and technical requirements: all roof material must comply with applicable South African building regulations and standards, including the Occupational Health and Safety Act 1993, local municipal by-laws and local supply authority regulations. The supplier must be CIDB registered for category 2GB and 1SQ in active status, and registered and in good standing with COIDA (1993)/Workmen's Compensation.

Gatekeeping criteria (non-compliance disqualifies): pricing schedule completed in full; valid CIDB minimum grade 2GB and 1SQ certificate valid at closing date, or a valid active CRS number.

Bid conditions (outstanding documents may be requested after closing; failure to comply disqualifies): confirmation of conformance to specification and delivery lead time via Annexure BC on the bidder's company letterhead; registration on the National Treasury Central Supplier Database (CSD) — a CSD record indicating government employment disqualifies; active Letter of Good Standing (COIDA) reflecting the company's COIDA registration number; completed SBD 1 and SBD 4; tax compliance verified through the CSD MAAA number on SBD 1, with seven (7) working days applying from the date of SAPO's request; bidders on the National Treasury list of restricted suppliers are disqualified.

Evaluation phases: Phase 0 compulsory site visit; Phase 1 gatekeeping criteria; Phase 2 bid conditions; Phase 3 commercial — price (80) and specific goals (20). The bid is evaluated on the 80/20 preferential point system: total price 80/100, benchmarked against the lowest quote, and contribution to specific goals 20/100.