Supply and delivery of fire-fighting equipment for forestry growers – eastern cape tender

Closing

• 17 November 2026 at 12:00 (local time).

Advert date

• 30 October 2026.

Tender validity

• 90 days from the closing date.

Briefing or site meeting

• No compulsory briefing or site visit is scheduled in this bid; any site meeting would be indicated on the advert.

Technical enquiries

• Contact: A. Mashaba
• Department: Planning and Development
• Telephone: 039 252 0131
• Email: [email protected]

Supply chain / bidding procedure enquiries

• Contact: A. Ntongana
• Telephone: 039 252 0131 (Ext 3108)
• Email: [email protected]

Submission address

Ingquza Hill Local Municipality

Procurement Section

135 Main Street

Flagstaff

4810

Delivery address

Ingquza Hill Local Municipality

135 Main Street

Flagstaff

4810

Submission method

• Hand delivery only, into the tender box at Ingquza Hill Local Municipality, 135 Main Street, Flagstaff, 4810 (Procurement Section).
• Sealed envelope endorsed with the bid number IHLM/71/2026-27/ECON and the tender description.
• Bids must be deposited on or before the closing date and time.
• Late, couriered, faxed or emailed bids will not be accepted under any circumstances.
• Bidders must initial every page of the tender document.
• The document must not be taken apart, have pages omitted, wording changed, or extra documents inserted between its pages.
• Only bids submitted on the original bid documentation issued by the municipality will be considered.
• Tender documents are downloadable from www.ihlm.gov.za (Procurement: Adverts – Open Bids) and the e-Tender Portal.

Returnable documents (failure to submit leads to disqualification)

• Valid full CSD registration report.
• Completed and signed MBD 1 to MBD 9 declarations.
• MBD 1 (Invitation to Bid): bidder, contact and tax details, signed as the offer cover page.
• MBD 2: tax compliance requirements and, for foreign suppliers, the pre-award questionnaire.
• MBD 3.1 / MBD 3.3: firm-price pricing schedule and specification, priced per item.
• MBD 4 (Declaration of Interest): discloses any director, member or shareholder in the service of the state or connected to the evaluating or adjudicating officials.
• MBD 6.1 (Preference Points Claim): claims the specific-goals points under the 80/20 system.
• MBD 6.2 (Local Content Declaration): declares local production and content, with Annex C.
• MBD 7: written contract form, to be completed and signed by the successful bidder.
• Completed and signed Annexure C (Local Content Declaration: Summary Schedule).
• Valid SARS Tax Compliance Status PIN printout.
• Signed letter by the bidder confirming that no undisputed municipal accounts are overdue by more than 30 days, with proof.
• Where a joint venture, consortium or sub-contractors are involved, a joint venture agreement and a separate TCS certificate, PIN or CSD number for each party.

Stage 1 – Functionality (100 points)

• Relevant experience: 30 points. Requires at least two orders or appointment letters plus reference letters from public sector institutions confirming successful delivery of equipment. Appointment letters will be verified.
• Delivery capacity: 30 points. Proof of ownership of, or access to, delivery vehicles (vehicle logbook for a bakkie or a lease agreement signed by both parties).
• Product quality and compliance: 20 points. Proof of supply from registered suppliers, or product catalogues and quality certificates.
• Ability to deliver: 20 points. Signed commitment letter with affidavit for delivery within one month.
• Minimum qualifying score: 70 out of 100 to proceed to price and preference evaluation.

Stage 2 – Price and specific goals (80/20 system)

• Price: 80 points.
• Specific goals: 20 points, allocated as follows:
• Owned by black people who are youth (18–35 years): 6 points.
• Owned by black people who are women: 6 points.
• Owned by black people living with a disability: 2 points.
• Owned by black people: 6 points.
• Verification documents for specific goals: CSD registration report and ID copy of the registered owner or director; for disability, a letter from an authorised medical practitioner or SASSA.
• Points not claimed with supporting proof at submission are treated as not claimed.

Scope

• Supply and delivery of fire-fighting equipment for forestry growers, cooperatives and emerging forestry enterprises within Ingquza Hill Local Municipality.
• The service provider supplies, loads, transports and off-loads the equipment at locations designated by the municipality.
• Equipment must be new, unused and fit for purpose, with manufacturer warranties, user manuals and operating instructions where applicable.
• Equipment demonstrations must be given where the municipality requires them.
• Defective, damaged or non-compliant equipment must be replaced at no cost to the municipality.
• Proof of delivery and delivery documentation must be provided, and delivery schedules coordinated with the designated municipal official.

Quantities and specifications

• Fire beaters: 66 — rubber flap, steel frame, 1.5 m handle.
• Knapsack fire sprayers: 38 — 25 L fire control sprayer.
• Portable water pumps: 4 — petrol-driven, 6GP, 2-inch outlet.
• Fire hose pipes: 27 — 30 m x 65 mm high-pressure hoses.
• Fire-resistant clothing: 54 — medium-size fire-resistant PPE suits.
• Fire safety storage box: 1 — large steel equipment box.
• Metal rakes: 17 — carbon steel, 14 teeth, wooden handle.
• Shovels: 5 — 33-inch steel blade, ergonomic D-handle.
• Axes: 3 — high-carbon steel blade.
• Water tanks: 5 — 1000 L, UV stabilised.
• Radios: 8 — two-way handheld UHF rechargeable.
• Binoculars: 2 — 10x magnification.
• Safety gloves: 8 — heat-resistant leather.
• Safety boots: 54 — size 6: 7 pairs, size 7: 21 pairs, size 8: 26 pairs.
• Hard hats: 29 — ABS shell, adjustable.
• Goggles: 6 — anti-fog safety eyewear.
• Brush cutter: 1 — petrol, 42cc.
• Chainsaw: 1 — 50cc, 18-inch bar.
• Fire blankets: 3 — fibreglass, 1.2 x 1.8 m.
• Flashlights: 3 — rechargeable LED.
• Water container: 1 — 25 L heavy-duty.
• Water browser tank: 1 — 1000 L horizontal polyethylene IBC tank with a 2-inch petrol water pump (366 l/min) on a trailer.
• Fire extinguishers: 37 — SABS 1910 certified.

Quality requirements

• Equipment must be brand new and unused unless the municipality approves otherwise in writing.
• Equipment must be of good commercial and industrial quality, suitable for forestry operations and free from manufacturing defects.
• Where applicable, equipment must comply with relevant South African National Standards (SANS), manufacturer requirements and safety standards, and be supplied with all accessories needed for normal operation.
• The municipality may inspect equipment before acceptance.

Delivery and acceptance

• Delivery is to Ingquza Hill Local Municipality and must include all specified equipment, delivery notes signed by beneficiaries and municipal representatives, warranty certificates, product manuals and a final delivery report.
• The municipality inspects all equipment on delivery and may reject equipment that does not meet specifications, is short-delivered, damaged, defective, used or refurbished without prior approval, or fails quality and safety requirements.
• Rejected equipment must be replaced at no cost to the municipality within a period set by the municipality.

Minimum requirements for the service provider

• Registered on the Central Supplier Database (CSD).
• Registered with the CIPC.
• Valid Tax Compliance Status issued by SARS.
• Demonstrated experience in supplying fire-fighting equipment.
• At least three contactable references for similar completed projects.
• Demonstrated capacity to deliver within the required timeframes.

How experience is scored

• Relevant experience carries 30 of the 100 functionality points.
• Bidders must submit at least two orders or appointment letters plus reference letters from public sector institutions confirming successful delivery of equipment.
• Appointment letters will be verified.
• Delivery capacity carries a further 30 points, evidenced by proof of ownership of, or access to, delivery vehicles such as a bakkie logbook or a lease agreement signed by both parties.

Pricing format

• MBD 3.1 / MBD 3.3 pricing schedule, priced per item against the consolidated equipment specification.
• Firm prices only; non-firm prices, including those subject to exchange rate variation, will not be considered.
• Prices must be in RSA currency and include VAT (15%) and all applicable taxes, duties and levies.
• All delivery costs must be included in the bid price for delivery to the prescribed destination.
• Prices must cover all expenses, disbursements, overheads, risks, liabilities and profit, and are final and binding.
• Bidders must state the expected delivery date and period required for delivery.
• Where different delivery points affect pricing, a separate pricing schedule is required for each delivery point.
• The schedule requires the brand and model, country of origin, whether the offer complies with the specification, and details of any deviations.

Local content calculation

• Local content is calculated as LC = [1 − x / y] × 100, where x is imported content in Rand and y is the bid price excluding VAT, per SABS SATS 1286:2011.
• Imported content is converted to Rand using the SARB exchange rate at 12:00 on the advert date; proof of the rate used must be submitted.
• Bidders complete Declaration D, then Declaration E, then consolidate both into Declaration C, which is submitted with the bid; Declarations D and E are retained for verification for at least five years.
• The successful bidder must keep Declarations C, D and E updated with actual values for the duration of the contract.

Other declarations in the pricing pack

• Whether the bidder or any director owes municipal rates and taxes or charges in arrears for more than three months.
• Whether any contract with the municipality or another organ of state was terminated in the past five years for failure to perform or comply.

Pricing

• Firm prices only. Non-firm prices, including prices subject to exchange rate variation, will not be considered.
• Prices must be tendered in RSA currency and include VAT (15%) and all other applicable taxes, duties and levies.
• All delivery costs must be included in the bid price for delivery to the prescribed destination.
• Prices must include all expenses, disbursements, overheads, risks, liabilities and profit, and are final and binding.
• Bidders must indicate the expected delivery date and the period required for delivery.
• Where different delivery points affect pricing, a separate pricing schedule must be submitted for each delivery point.
• The pricing schedule requires the brand and model, country of origin, whether the offer complies with the specification, and any deviations.

Other financial terms

• Bid validity: 90 days from the closing date, during which the offer may not be withdrawn or amended.
• Withdrawal in contravention of the validity period makes the bidder liable for the municipality's additional costs of re-awarding or re-inviting tenders, recoverable by set-off against money due or against any guarantee or deposit held.
• No bid security or performance guarantee amount is specified in this bid.
• Payment is processed in accordance with municipal procedures and the contractual conditions.

Mandatory eligibility

• Registered on the Central Supplier Database (CSD) — valid full CSD registration proof required.
• Registered with the Companies and Intellectual Property Commission (CIPC).
• Valid SARS Tax Compliance Status (TCS PIN printout or CSD number).
• Demonstrated experience in supplying fire-fighting equipment.
• At least three contactable references for similar completed projects.
• Demonstrated capacity to deliver within the required timeframes.
• Signed letter confirming no undisputed municipal accounts are overdue by more than 30 days, with proof.
• Foreign bidders must complete the foreign supplier questionnaire (MBD 1, Part B:3).

B-BBEE and preference

• Preference points are claimed on MBD 6.1 under the 80/20 system, with 20 points for specific goals.
• Supporting proof for specific goals: CSD registration report and ID copy of the registered owner or director; for disability, a letter from an authorised medical practitioner or SASSA.

Local content

• Local content must be 100% where applicable.
• MBD 6.2 (Local Content Declaration) and Annexure C must be submitted; failure to submit them, or failure to declare that the Annex C, D and E templates were audited and certified as correct, may disqualify the bid.
• Local content is calculated in terms of SABS SATS 1286:2011, using the SARB exchange rate at 12:00 on the advert date.
• A contractor in a designated sector may not sub-contract in a way that reduces local content below the stipulated minimum threshold.

Disqualification risks

• Any required document or signed declaration omitted.
• Bids from persons in the service of the state, or whose directors or shareholders are listed on the Register of Tender Defaulters.
• Bidders who have abused the municipality's supply chain management system, or failed to perform on a previous contract after written notice.
• Late, couriered, faxed or emailed bids.
• Failure to score the minimum 70 points for functionality.

Occupational health and safety

• The service provider must comply with all applicable occupational health and safety requirements in supplying and delivering the equipment.
• Equipment supplied must be suitable for forestry operations and meet applicable safety standards, including SANS and manufacturer requirements where applicable.
• Safety-related items in the specification include 54 fire-resistant PPE suits, 8 pairs of heat-resistant leather gloves, 54 pairs of safety boots (size 6: 7, size 7: 21, size 8: 26), 29 adjustable ABS hard hats, 6 anti-fog safety goggles, 3 fibreglass fire blankets (1.2 x 1.8 m) and 37 SABS 1910 certified fire extinguishers.
• Equipment that fails applicable quality and safety requirements may be rejected and must be replaced at no cost to the municipality.

Contract form

• The successful bidder must complete and sign the written contract form (MBD 7).
• The tender and its acceptance are subject to the municipality's Supply Chain Management Policy and its Combating of Abuse of the Supply Chain Management System Policy.

Offer validity and withdrawal

• The offer remains valid, irrevocable and open for written acceptance for 90 days from the closing date, or any extended period.
• The offer may not be withdrawn or amended during that period.
• A bidder may request in writing, after the closing date, to withdraw the offer; the municipality decides at its sole discretion based on the reasons given.
• Withdrawal in contravention of these terms makes the bidder liable for the municipality's additional costs of accepting another tender or re-inviting tenders, recoverable by set-off against money due or against any guarantee or deposit held.

Municipal rights

• The municipality is not obliged to accept any proposal or tender and may accept the whole or any part of it.
• The lowest or only bid received is not necessarily accepted.
• The municipality reserves the right to extend the tender period by notice in the press and on www.ihlm.gov.za.
• The municipality will only consider bids submitted on its original bid documentation.

Delivery and acceptance

• Delivery must include all specified equipment, delivery notes signed by beneficiaries and municipal representatives, warranty certificates, product manuals and a final delivery report.
• Equipment may be rejected if it does not meet specifications, is short-delivered, damaged, defective, used or refurbished without prior approval, or fails quality and safety requirements; rejected items are replaced at the supplier's cost within a period set by the municipality.

Functionality (100 points, minimum 70 to proceed)

• Relevant experience: 30 points — at least two orders or appointment letters plus reference letters from public sector institutions confirming successful equipment delivery; appointment letters are verified.
• Delivery capacity: 30 points — proof of ownership of, or access to, delivery vehicles, such as a bakkie logbook or a lease agreement signed by both parties.
• Product quality and compliance: 20 points — proof of supply from registered suppliers, or product catalogues and quality certificates.
• Ability to deliver: 20 points — signed commitment letter with affidavit for delivery within one month.

Price and preference (80/20)

• Price: 80 points.
• Specific goals: 20 points — black youth (18–35) 6 points, black women 6 points, black people living with disability 2 points, black people 6 points.
• Proof for specific goals: CSD registration report and ID copy of the registered owner or director; a letter from an authorised medical practitioner or SASSA for disability claims.
• Preference points not supported by proof at submission are treated as not claimed.