Supply and delivery of office furniture – panel of two providers (3 years) – eastern cape tender

Closing: 2 November 2026 at 12h00.

Briefing session or site inspection: none applicable.

Document availability: from 30 September 2026 on the eTenders portal and www.ksd.gov.za.

Query cut-off: no queries entertained within 5 working days before the closing date.

Bid validity: 90 days from the closing date.

Appointment envisaged within 90 days of the closing date; contract duration three years.

No compulsory briefing session or site inspection applies to this bid.

SCM enquiries

• Contact: Ms N. Pilani
• Email: [email protected]

Technical enquiries

• Contact: Ms A. Vikilahle
• Department: Budget and Treasury
• Email: [email protected]

Municipal switchboard: 047 495 1127

Submission address

Bid Box, 1st Floor

Munitata Building

Corner Owen & General Sabelo Victor Gqwetha Street

Mthatha 5099

Queries must be submitted by email.

Submission method

• Sealed envelope endorsed with SCM number 006/2026/27 and the project name, deposited in the tender box.
• Tender box: 1st Floor, Munitata Building, next to Room 146, corner Owen & General Sabelo Victor Gqwetha Street, Mthatha 5099.
• Deadline 12h00 on 2 November 2026; bids are opened in public at that time.
• Faxed, emailed or posted bids are not accepted; late bids are rejected.
• Bid documents must be completed by hand in black ink; typed bids are not accepted.
• Documents may be downloaded free of charge from the National Treasury eTenders portal and www.ksd.gov.za from 30 September 2026; no hard copies are sold.
• Bids must be submitted on the original forms, remain intact, and no portion may be detached.

Returnable documents

• MBD 1 (Invitation to Bid): bidder details and signed offer.
• MBD 2: tax clearance requirements.
• MBD 3.1 and MBD 3.2: pricing schedules for purchases and non-firm prices.
• MBD 4 (Declaration of Interest): discloses state employment or connections to KSD officials.
• MBD 5: declaration required for offers of R10 million or more.
• MBD 6.1: preference points claim.
• MBD 6.2: declaration of local production and content.
• MBD 7.1 and MBD 7.2: contract forms.
• MBD 8: declaration of past supply chain management practices.
• MBD 9: certificate of independent bid determination.
• Resolution to sign: authority for the signatory.
• Annexures A1 and A2 (past experience), B (company details), C (joint venture disclosure), D (company composition), E (declaration of interests and kinship), F (validity of information), G (ethics commitment), H (bid check list).

Disqualification risks

• Any of MBD 1 to MBD 9 or Annexures A to F not completed in full.
• No CSD registration.
• Certified copies older than six months.
• Unsigned alterations to prices, or use of erasing fluid.
• Pricing schedule total not matching the bid price on the front page.
• Failure to declare local production and content where applicable.
• Where a joint venture bids, failure to submit a comprehensive JV agreement and each partner's documents.
• Bidders already appointed to this panel may not submit new bids.

MBD 1 (Invitation to Bid): bidder details and signed offer.

MBD 2: tax clearance requirements.

MBD 3.1 and MBD 3.2: pricing schedules for purchases and non-firm prices.

MBD 4 (Declaration of Interest): discloses state employment or connections to KSD officials.

MBD 5: declaration for offers of R10 million or more.

MBD 6.1: preference points claim.

MBD 6.2: declaration of local production and content.

MBD 7.1 and MBD 7.2: contract forms.

MBD 8: declaration of bidder's past supply chain management practices.

MBD 9: certificate of independent bid determination.

Resolution to sign: authority for the signatory.

Annexure A1 and A2: past experience.

Annexure B: company details.

Annexure C: joint venture disclosure form.

Annexure D: company composition.

Annexure E: declaration of interests (kinship or relationship with KSD employees).

Annexure F: declaration of validity of information provided.

Annexure G: ethics commitment.

Annexure H: bid check list.

All forms must be completed, signed and submitted; omissions render the bid non-responsive.

Evaluation stages

• Stage 1: compliance.
• Stage 2: functionality, minimum qualifying score 70 out of 100.
• Stage 3: price and specific goals, with attainment proven from the full CSD report.

Preference point system: 80/20.

Functionality scoring (100 points)

• Past experience in supply and delivery of office furniture: 10 points per project, maximum 4 projects (40 points). Each project needs an appointment letter or purchase order plus a matching stamped reference letter; no partial points are awarded.
• Expertise and company credentials: 40 points for a registered supplier or manufacturer with a valid company or business registration certificate; alternatively 30 points for an existing relationship with a reputable supplier, funder or manufacturer proven by a stamped letter of intent, agreement or proof of account.
• Delivery time: 20 points for delivery within 15 days, 15 points within 30 days, 10 points within 40 days.
• A delivery plan showing how the furniture will be delivered, with costs and timelines, must be attached.

Scope

• Panel of two service providers for supply and delivery of office furniture to King Sabata Dalindyebo Municipality over three years, on an as-and-when-required basis.
• Delivery and assembly at municipal sites within agreed time frames.

Range of items

• Executive furniture: desks with half inlay, quarter link curved bases, roller door pedestals, corner tables, roller door credenzas, wall units and lockable roller shutter cupboards.
• Seating: executive highback chairs, executive visitors chairs and executive meeting chairs.
• PA workstations and reception furniture: box-legged beam desks with floating tops and modesty panels, roller shutter credenzas and three-drawer pedestals.
• Executive boardroom tables (types 1, 2 and 3), filing and storage units, and other furniture and accessories.

Specifications

• Executive range in walnut veneer, 32 mm tops with 50 mm solid edging.
• Ironmongery: soft-closing hinges and ball-bearing drawer runners, antique brass 160 mm cornice handles, central body locks on drawers and nickel-plated locks on wall unit doors.
• Chairs: bonded genuine leather, torsion tilt mechanism, 360-degree swivel, adjustable height and knee tilt, chrome pyramid base with nylon wheels, chrome arms with protective sleeves; highback chair rated to 130 kg.
• Goods must be new, unused and current models, and must conform to the standards in the specification.
• A delivery plan with costs and timelines must be attached.

Delivery plan

• Bidders must attach a delivery plan showing how the office furniture and equipment will be delivered, with associated costs and timelines.
• The proposed turnaround time determines the delivery score: 20 points for within 15 days, 15 points for within 30 days, 10 points for within 40 days.
• Bidders must confirm their delivery period in the proposal.

Method statement

• Bidders must show how the contract will be managed, with a work plan and time frames and an explanation of how the work will be implemented.
• Experience annexures must list only similar projects, supported by appointment letters and reference letters.

Experience

• Projects in supply and delivery of office furniture: 10 points per project, maximum 4 projects (40 points).
• Each project requires an appointment letter or purchase order plus a matching stamped reference letter; partial submissions earn no points.
• The experience annexure must be completed and reference letters provided.

Expertise

• 40 points for a legitimate supplier or manufacturer of the items, proven by a valid company or business registration certificate.
• Alternatively 30 points for an existing relationship with a reputable supplier, funder or manufacturer, proven by a stamped letter of intent, agreement or proof of account.
• Minimum qualifying score for functionality: 70 out of 100.

Standards

• Goods must conform to the standards and specifications in the bidding documents.
• Pre-bid testing is at the bidder's cost.
• The municipality may inspect the bidder's premises at reasonable hours during production, execution or on completion.
• Inspections, tests and analyses that pass are paid for by the municipality; those that fail are paid for by the contractor, and non-compliant supplies may be rejected.
• Rejected supplies are held, removed and replaced at the contractor's cost and risk; if not replaced, the municipality may buy substitutes at the contractor's expense.
• The municipality may inspect the contractor's records and have them audited.

Pricing schedule

• Unit prices are quoted for Year 1, Year 2 and Year 3 for each item.
• Items include executive desks with half inlay and quarter link curved bases, roller door pedestals, corner tables, roller door credenzas, wall units, lockable roller shutter cupboards, executive highback, visitors and meeting chairs, box-legged beam desks, roller shutter credenzas, three-drawer pedestals, executive PA desk chairs and executive boardroom tables (types 1, 2 and 3), plus other furniture and accessories.
• The total calculated from the rates must match the bid price on the front page; a mismatch renders the bid non-responsive.
• VAT must be included in the bid price and shown separately.

Pricing

• Unit prices are quoted per item for Year 1, Year 2 and Year 3 on the pricing schedule.
• VAT must be included in the bid price and shown separately.
• The total calculated from the rates must equal the bid price on the front page; a mismatch renders the bid non-responsive.
• Price escalation is considered only where the pricing annexure states the bid is subject to escalation; proof and the calculation must be submitted, based on official Statistics SA or Price Controller indices.
• Rates may be negotiated to align with market rates and industry norms; refusal to accept proposed rates may lead to disqualification.

Financial capacity

• Audited financial statements for the past three financial years are required for offers of R10 million or more (VAT inclusive), or since establishment if established within the past three years.
• MBD 5 must be signed for any offer of R10 million or more.

Contract security and payment

• Performance security is required within 30 days of award, in the amount stated in the special conditions of contract, as a bank guarantee, irrevocable letter of credit or certified cheque.
• Proof of insurance or other indemnification must be submitted within 14 days of acceptance; failure is a material breach and voids the contract.
• Payment is made in Rand within 30 days of invoice, supported by a delivery note.
• Quantities may be varied by up to 15% of the original contract value.
• Late delivery attracts a penalty calculated at the prime interest rate for each day of delay.

Registration and tax status

• CSD registration with a CSD number; failure to register disqualifies the bid.
• SARS Tax Compliance Status PIN or a printed TCS certificate; where no TCS is available, the CSD number must be provided.
• Consortium, joint venture or subcontractor parties must each submit a separate TCS certificate or PIN and CSD number.
• Foreign bidders must complete the pre-award questionnaire in Part B.
• Bidders may not be persons in the service of the state.

B-bbee

• A B-BBEE status level verification certificate or a sworn affidavit (EMEs and QSEs) must be submitted to claim preference points.
• Minimum B-BBEE level: 6.

Local content

• Local production and content threshold for furniture products: 85%.
• MBD 6.2 and Annexure C must be completed; failure disqualifies the bid.
• A written local content declaration and letter must be submitted with the bid.
• Where raw or input material is not available locally, written authorisation from the dti is required to import it.

Company and municipal obligations

• Proof of company registration and a completed company composition form (Annexure D).
• Municipal rates statement not older than three months showing no arrears beyond three months; alternatively a valid lease agreement, or confirmation from the municipality's Finance Department that the bidder is not liable for rates.
• Municipal rates statements for directors' properties, with the same alternatives.
• The municipality may disqualify bidders whose members or shareholders owe rates and taxes.
• All certified copies must be no older than six months.
• Joint ventures awarded a contract must register as a separate company, register with SARS, open a separate bank account and submit a JV B-BBEE certificate if accredited.
• Authority to sign, by board resolution or under the entity's articles, must be submitted with the bid.

B-bbee

• A B-BBEE status level verification certificate or a sworn affidavit (for EMEs and QSEs) must be submitted to claim preference points.
• Minimum B-BBEE level: 6.
• The bid is subject to the Preferential Procurement Policy Framework Act and the Preferential Procurement Regulations, 2022.
• Preference points are awarded on the 80/20 system.

Contract formation

• Acceptance of the bid by the municipality creates a binding contract; the municipality may require sureties.
• The successful bidder must sign the written contract form (MBD 7) or an SLA.
• Duration: three years, with appointment envisaged within 90 days of the closing date and work starting immediately on appointment.
• Bids remain valid for 90 days; withdrawal during that period, failure to perform, or refusal to sign or provide surety makes the bidder liable for the municipality's re-advertising costs and any difference between the accepted price and a replacement price.

Insurance and liability

• The contractor must insure personnel, plant and equipment and indemnify the council against claims; proof of insurance must be submitted within 14 days of acceptance, failing which the contract is void.
• The council is not liable for claims, damages, accidents or injuries arising from the contract.

Performance security

• Performance security must be furnished within 30 days of award, as a bank guarantee, irrevocable letter of credit or certified cheque, and is released within 30 days after completion of obligations including warranty.

Delivery, penalties and termination

• Delivery must follow the agreed schedule; delays must be reported in writing with cause and likely duration.
• Late delivery attracts a penalty calculated at the prime interest rate for each day of delay; the municipality may also buy substitute goods at the contractor's cost or terminate the contract.
• The municipality may terminate for default (non-delivery, failure to perform, corrupt or fraudulent practices) or insolvency, without compensation.
• Quantities may be varied by up to 15% of the original contract value without escalation.

Other terms

• Prices are fixed as bid, except authorised adjustments or bid validity extension.
• No assignment or subcontracting without prior written consent; subcontracts must be notified.
• Contract amendments only by written amendment signed by both parties.
• Contract documents are confidential; intellectual property developed for the municipality vests in the municipality.
• Warranty: 12 months from delivery and acceptance, or 18 months from shipment, whichever ends first; defects are repaired or replaced at the contractor's cost.
• Payment in Rand within 30 days of invoice.
• Disputes: amicable consultation, then mediation after 30 days, then a South African court.
• Governing law: South African; language: English.

Special conditions

• Rates may be negotiated to align with market rates and industry norms; bidders who do not accept proposed rates may be disqualified.
• Work allocation follows the KSD approved allocation standard operating procedure.
• Locally manufactured products are considered against a prescribed minimum local production and content threshold (85% for furniture products).
• Where raw or input material is not available in South Africa, written authorisation from the dti is required to import it.
• A written local content declaration and letter must be submitted with the bid by the closing date and time; failure invalidates the bid.
• Annexure C and MBD 6.2 must be completed; failure leads to disqualification.
• Bidders already appointed to the panel may not submit new bids when additional panel members are advertised.
• The municipality is not bound to accept the lowest or any bid and may accept part of a bid or withdraw the bid.

Company documents

• Proof of company registration or other legal standing, plus a completed company composition form (Annexure D).
• Completed Declaration of Interest.
• Valid company or business registration certificate as proof of credentials.
• Municipal rates statement not older than three months showing no arrears beyond three months, or a valid lease agreement, or confirmation from the municipality's Finance Department that the bidder is not liable for rates.
• Certified copies no older than six months.
• CSD registration.
• Audited financial statements for the past three years where the offer is R10 million or more (VAT inclusive).
• MBD 1 to MBD 9 and Annexures A to F completed in full.

Joint ventures

• Registered as a separate company with the Registrar of Businesses, registered with SARS, with a separate bank account, and a JV B-BBEE verification certificate if accredited.

Submission format

• Original bid documents, completed in black ink, intact with no portion detached.

Evaluation stages

• Stage 1: compliance.
• Stage 2: functionality, minimum 70 out of 100 to proceed.
• Stage 3: price and specific goals, with attainment proven from the full CSD report.

Functionality scoring (100 points)

• Past experience in supplying office furniture: 10 points per project, maximum 4 projects, each supported by a full set of appointment letters or purchase orders and matching stamped reference letters.
• Company credentials: 40 points with a company or business certificate attached.
• Delivery time: 20 points within 15 days, 15 points within 30 days, 10 points within 40 days.

Preference point system: 80/20.