Panel of service providers for supply & delivery of personal protective clothing/equipment & uniform (three-year contract)

Compulsory briefing: Wednesday, 21 October 2026 at 09:00 at Allen Rautenbach Hall. Attendance is mandatory; bids from non-attendees will not be accepted.

Enquiries - document completion

• Department: Supply Chain Management Unit
• Email: [email protected]
• Telephone: 056 216 9186

Enquiries - specifications: contact person as specified in the advert (not stated in the document).

Submission address:

Corner 11&12 Way

Magasyn/Stores, Industrial

Kroonstad

Municipality address:

Moqhaka Local Municipality

Hill Street

Kroonstad, 9500

Submission method: sealed envelope deposited in the bid box at Corner 11&12 Way, Magasyn/Stores, Industrial, Kroonstad, by 12:00 noon on the closing date. The envelope must be endorsed with the tender number and title. Faxed, e-mailed and late tenders are not accepted. Hand, courier or post delivery is at the bidder's risk.

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

• MBD1 (Invitation to Bid): bidder and contact details, signed as the offer cover page.
• MBD4 (Declaration of Interest): discloses whether any director or shareholder is employed by the state or connected to anyone at the municipality.
• MBD5 (Declaration for Procurement Above R10 Million): declaration required when the bid value exceeds R10 million (all applicable taxes included).
• MBD6.1 (Preference Points Claim Form): claims preference points under the Preferential Procurement Regulations 2022.
• MBD7.1 (Contract Form - Purchase of Goods/Services): the contract form to be signed.
• MBD8 (Declaration of Bidder's Past Supply Chain Management Practices): declares past SCM practices.
• MBD9 (Certificate of Independent Bid Determination): certifies the price was set independently, with no collusion.
• Company registration document (CIPC-CK).
• Identity documents of all directors (certified copies not older than 6 months).
• Valid tax clearance certificate or SARS TCS PIN.
• Municipal form or proof of municipal rates and taxes (not older than 3 months).
• Proof of CSD registration.
• Valid B-BBEE certificate or sworn affidavit.
• Joint venture agreement (if applicable).
• Audited annual financial statements.
• Pricing schedule (all items priced).
• Evidence in support of compliance to specifications (brochures, catalogues).

Disqualification risks:

• Tender not completed in black ink or not signed by the authorised signatory.
• Tender retyped or pages missing.
• Unauthorised alteration of tender documents.
• Missing compulsory documentation (IDs, company registration, tax clearance, CSD proof, municipal rates proof).
• Non-attendance at the compulsory briefing.
• Bids received after the closing time.

Evaluation stages:

1. Functionality/technical evaluation (Annexure A) - minimum qualifying score: 80 out of 100 points. Only bidders scoring 80 or more proceed.

• Company experience in similar projects (weight 60): appointment letters or purchase orders with references. A purchase order must have a minimum value of R50,000. Points: 0 for none, 1 for 1, 2 for 2, 3 for 3, 4 for 4, 5 for 5 or more.
• Compliance with required product specifications (weight 30): bidder must attach brochures/catalogue for each item with detailed material specifications and SABS standard. Non-compliant 0, compliant 5.
• Delivery lead time (weight 10): signed guarantee letter on company letterhead. Points: 0 for no letter, 1 for 31+ business days, 3 for 21-30 business days, 5 for 1-20 business days.

2. Preference points (80/20 system): price 80 points, specific goals 20 points.

• Locality of supplier (within Moqhaka Local Municipality boundaries): 10 points.
• Historically Disadvantaged Individuals (Black people): 10 points.

Pre-qualification criteria:

• Letter of Good Standing from the Department of Labour, stating the nature of business in supply and delivery of protective clothing/equipment.

Award: panel of maximum 4 service providers with the highest points, per the Preferential Procurement Policy Framework Act and the municipality's SCM policy.

Scope: supply and delivery of personal protective clothing/equipment and uniforms for Moqhaka Local Municipality, as and when required, for a period of three years.

Panel: maximum of 4 service providers appointed.

Product requirements:

• All products must be SABS standard and approved.
• Supplier must exchange goods that are damaged (toned) within a month or within the product's warranty period, and when wrong items or sizes are supplied.
• The municipality may request pre-delivery samples at the bidder's cost to verify quality, materials, workmanship, sizes and branding compliance before approving bulk printing/delivery.

Detailed item list (Annexure B / Bill of Quantities) includes, but is not limited to:

• PPE: conti suits, chainsaw suits, flame retardant suits, electrical arc flash kits, beekeeping suits, rain suits, dust coats, safety boots, gumboots, hard hats, goggles, earmuffs, gas masks, gloves, aprons, safety vests, harnesses, first aid kits, road cones, and more.
• Fire brigade and rescue: shirts, trousers, jackets, flight suits, rank markings, insignia, embroidered badges.
• Traffic management: ties, skirts, caps, shirts, trousers, jackets, jerseys, reflective jackets.
• Uniforms: shirts, trousers, jerseys, socks, belts, caps, name tags, insignia, dresses, denim workwear.
• Embroidery and quotations for items not on the list.

Special items (listed as PPE001(b), PPE002(b), PPE002(c), PPE005(c), PPE007(d), PPE009(c), PPE010(f), FIRE001, FIRE002, FIRE008, FIRE010, FIRE016-FIRE019, FIRE024-FIRE027, FIRE031, TRAF001, TRAF010, TRAF013, TRAF016, TRAF019, TRAF026, TRAF029, TRAF033-TRAF040, TRAF045, TRAF046, TRAF049, TRAF050, TRAF053, TRAF054, SECU001-SECU005, SECU016, SECU022-SECU024, SECU028, SECU032, SECU033, SECU036-SECU039, SECU041, SECU042, SECU044-SECU048) are exempt from minimum delivery times; delivery times will be agreed at order placement.

Sourcing of quotations:

• The municipality will calculate a fixed rate from successful bidders' prices, negotiated with the panel.
• RFQs will be issued exclusively to panel members on a rotation basis.
• If the panel cannot supply within desired timeframes, the municipality may invite quotations outside the panel with prior written consent from the Municipal Manager.
• Performance monitored monthly per MFMA Section 116(2) and the SLA; failure to submit performance reports may lead to exclusion from rotations or removal from the panel.

Pricing format: bidders must price every item in the Bill of Quantities (Annexure B). Failure to price all items results in non-compliance.

Prices are VAT inclusive for the bid amount.

Tender prices fixed for the first 12 months; escalation provided for per the Service Level Agreement from the second year.

Payment: within 30 days of submission of a valid invoice and delivery note.

Performance security: required within 30 days of contract award, amount as specified in the Special Conditions of Contract (not stated in the document).

Variation orders: changes up to 15% of the original contract value may be instructed; unit prices may be reduced but not escalated.

Penalties: for late delivery, a penalty calculated on the delivered price of delayed goods using the current prime interest rate per day of delay.

VAT: invoices must comply with the VAT Act; the municipality's VAT registration number is 4000846578.

CSD registration: mandatory; proof of CSD registration must be attached. The municipality cannot do business with unregistered suppliers.

Tax clearance: valid original Income Tax Clearance Certificate or SARS TCS PIN must accompany the bid. For joint ventures, each member must submit a separate certificate/PIN. If not attached, the municipality may verify after closing; if not obtained, the bid is disqualified.

Municipal rates and taxes: proof in the company's name, not older than 3 months (statement, clearance certificate, municipal form, tribal authority letter, lease agreement, or landlord affidavit). No contract with bidders whose municipal rates and service charges are in arrears.

Identity documents: certified copies of directors' IDs, not older than 6 months (180 days). Missing IDs disqualify the bid.

Company registration: CIPC-CK documents reflecting company name, registration number, date of registration and active directors/members. Missing proof disqualifies the bid.

B-BBEE: valid B-BBEE certificate issued through CIPC or by a SANAS-accredited institution, and/or sworn B-BBEE affidavit signed by a commissioner of oaths. Failure to comply means no preference points for the Historically Disadvantaged Individuals (Black people) specific goal.

CIDB: where applicable, a copy of the bidder's CIDB registration and grading certificate must be included; failure disqualifies the bid.

Department of Labour: letter of Good Standing with nature of business in supply and delivery of protective clothing/equipment.

Financial: audited annual financial statements must be submitted.

Joint ventures: joint venture agreement required if applicable.