Supply and delivery of PPE and specialised protective clothing – 3-Year tender in limpopo

Closing date: 11 September 2026 at 10:00. Bids will be opened in public at that time. No compulsory briefing session is applicable for this project. Bids must remain valid for 90 days after the closing date.

Technical enquiries: Mr. Modibedi Senwamadi, 015 290 2691, [email protected]. Supply chain enquiries: Mr. Tiro Pilusa, 015 290 2148, [email protected].

Bids must be deposited in the bid box at Polokwane Municipality, Civic Centre, corner Bodenstein and Landdros Mare Street, not later than 10:00 on 11 September 2026. The bid box is generally open 24 hours, 7 days a week. Bids received after the closing date and time will not be considered. Completed bid documents, fully priced and signed, must be sealed in an envelope marked with the bid number and bid description. Bids must be submitted on the official forms provided (not re-typed). Each page of the bid document must be initialled. Bids must remain valid for 90 days after the closing date. The Council reserves the right to negotiate further conditions and requirements with the successful bidder.

Returnable documents:

• Form A (Bid Form) and Form B (General Undertaking by the Bidder)
• Form C (General Conditions of Contract), Form D (General Procedures), Form E (Special Conditions of Contract, if any), Form F (Bid Specifications)
• MBD 3.1 (Schedule of Prices)
• MBD 6.1 (Preferential Procurement Form)
• Annexure A (Evaluation Process and Criteria)
• MBD 4 (Declaration of Interest)
• MBD 5 (Declaration for Procurement Above R10 Million)
• MBD 8 (Declaration of Bidder's Past Supply Chain Management Practices)
• MBD 9 (Certificate of Independent Bid Determination)
• Annexure B (Certificate for Municipal Services and Payments)
• Annexure C (Authorisation for Deduction of Outstanding Amounts Owed to Council)
• Proof of municipal account paid in full (arrangements with Council will be considered)
• Joint Venture Agreement, where applicable, properly signed by all parties
• Proof of payment of municipal rates and taxes, or letter from tribal authority, or valid lease agreement
• Authority for signatory: a duly signed and dated copy of the resolution of members or board of directors, or power of attorney

Disqualification risks:

• Any pages removed from the bid document
• Bid completed in pencil; only black ink is acceptable
• Attempting to influence the evaluation or award
• Late submission
• Unsatisfactory performance on a previous contract with the municipality or any organ of state within the last five years, after written notice
• Bidder or any director listed on the Register of Bid Defaulters or prohibited from doing business with the public sector
• Abuse of the Polokwane Municipality supply chain management system
• Failure to complete and sign the Certificate of Independent Bid Determination, or disclosure of wrong information
• Failure to sign the bid form and initial each page

Bidders must submit the completed bid document, fully priced and signed, including the following forms: Form A (Bid Form), Form B (General Undertaking by the Bidder), Form C (General Conditions of Contract), Form D (General Procedures), Form E (Special Conditions of Contract), Form F (Bid Specifications), MBD 3.1 (Schedule of Prices), MBD 6.1 (Preferential Procurement Form), Annexure A (Evaluation Process and Criteria), MBD 4 (Declaration of Interest), MBD 5 (Declaration for Procurement Above R10 Million), MBD 8 (Declaration of Bidder's Past Supply Chain Management Practices), MBD 9 (Certificate of Independent Bid Determination), Annexure B (Certificate for Municipal Services and Payments), and Annexure C (Authorisation for Deduction of Outstanding Amounts Owed to Council). Proof of municipal account paid in full must be attached.

Bids will be adjudicated using the 80/20 preference point system: 80 points for price and 20 points for specific goals, in accordance with the Preferential Procurement Policy Framework Act and the Preferential Procurement Regulations, 2022. Bids will be evaluated in terms of the Supply Chain Management Regulations and the Polokwane Municipality Supply Chain Management Policy. The Council reserves the right to accept all, some, or none of the bids, and is not obliged to accept the lowest bid.

Responsiveness criteria (a bid will not be considered unless it meets all):

• Properly received in a sealed envelope clearly indicating the description of the service and the bid number
• Deposited in the relevant bid box on or before the closing date and time
• Valid Central Supplier Database (CSD) number
• Bid forms completed in full and each page initialled
• Joint Venture Agreement submitted, where applicable, properly signed by all parties
• Proof of payment of municipal rates and taxes, or letter from tribal authority, or valid lease agreement attached
• Complies with the requirements of the bid and technical specifications
• Adheres to pricing instructions
• Complies in full with the Notice to Bidders

The City Manager may reject a bid if the bidder or any director has: committed corrupt or fraudulent acts; failed to pay municipal rates and taxes or service charges in arrears for more than three months; failed to perform satisfactorily on a previous contract within the last five years; abused the supply chain management system; been convicted of fraud or corruption in the past five years; wilfully neglected or failed to comply with any government, municipal or other public sector contract in the past five years; or been listed on the Register for Tender Defaulters or National Treasury's database of persons prohibited from doing business with the public sector.

The scope is the supply, delivery and off-loading of personal protective equipment and specialised personal protective clothing for the Energy Services business unit (Planning & Construction) for a period of three years. Two service providers will be appointed. The successful bidder will be required to fill in and sign a written contract form (MBD 7). Goods supplied must conform to the standards mentioned in the bidding documents and specifications. The supplier warrants that goods are new, unused, of the most recent or current models, and free from defects. The warranty remains valid for 12 months after delivery and acceptance, or 18 months after shipment, whichever concludes earlier. The supplier must provide packing sufficient to prevent damage or deterioration during transit, including rough handling, extreme temperatures, salt, precipitation, and open storage.

Variation orders: where the estimated value of envisaged changes does not vary more than 15% of the total value of the original contract, the contractor may be instructed to deliver the goods or render the services as such. For measurable quantities, the contractor may be approached to reduce the unit price, provided there is no escalation in price.

Goods supplied shall conform to the standards mentioned in the bidding documents and specifications. Inspections, tests and analyses may be conducted at the supplier's premises. Goods that do not comply with contract requirements may be rejected. The supplier must provide packing sufficient to prevent damage or deterioration during transit.

Prices must be quoted on the form provided. Prices charged shall not vary from those quoted in the bid, except for authorised adjustments. Payment will be made in Rand. The total bid amount must be stated on the bid form.

Prices must be quoted on the form provided (MBD 3.1 Schedule of Prices). The total bid amount must be stated on the bid form. Prices charged shall not vary from those quoted in the bid, except for authorised adjustments. Payment will be made in Rand. Payment will be made within 30 days after submission of a valid invoice accompanied by a copy of the delivery note. A performance security may be required within 30 days of contract award, in the form of a bank guarantee, irrevocable letter of credit, or cashier's or certified cheque, as specified in the Special Conditions of Contract. Variation orders up to 15% of the total contract value may be instructed without price escalation. No contract will be concluded with a bidder whose tax matters are not in order, or whose municipal rates and taxes and service charges are in arrears.

Bidders must have a valid Central Supplier Database (CSD) number. Bidders must comply with tax obligations and submit a SARS Tax Compliance Status (TCS) PIN or CSD number; a printed TCS certificate may also be submitted. In consortia, joint ventures, or subcontracting arrangements, each party must submit a separate TCS certificate/PIN/CSD number. Foreign suppliers must complete the pre-award questionnaire in Part B:3. No bids will be considered from persons in the service of the state. Bidders must not be listed on the Register of Bid Defaulters or prohibited from doing business with the public sector. Proof of payment of municipal rates and taxes, or a letter from tribal authority, or a valid lease agreement must be attached. Bidders must complete and sign all mandatory forms, including MBD 4 (Declaration of Interest), MBD 9 (Certificate of Independent Bid Determination), MBD 8 (Declaration of Bidder's Past Supply Chain Management Practices), and MBD 5 (Declaration for Procurement Above R10 Million).

The contract will be governed by the General Conditions of Contract (GCC) and any Special Conditions of Contract. Key terms include: performance security required within 30 days of contract award; warranty of 12 months after delivery or 18 months after shipment; payment within 30 days of invoice; penalties for late delivery; termination for default; no assignment without consent; and compliance with the Competition Act regarding collusive bidding.

An official and compulsory briefing session will not be applicable for this project. Bids must be deposited in the bid box at Polokwane Municipality, Civic Centre, corner Bodenstein and Landdros Mare Street, not later than 10:00 on 11 September 2026. The bid box is generally open 24 hours, 7 days a week. Bids received after the closing date and time will not be considered. Bids must remain valid for 90 days after closing date. The Council reserves the right to negotiate further conditions and requirements with the successful bidder.

Bidders must have a valid Central Supplier Database (CSD) number. Bids must be submitted on official forms, completed in full, and each page initialled. Joint Venture Agreement must be submitted where applicable, properly signed by all parties. Proof of payment of municipal rates and taxes, or letter from tribal authority, or valid lease agreement must be attached. Bidders must comply with tax obligations and submit a TCS PIN or CSD number. Foreign suppliers must complete the pre-award questionnaire. Bids must be delivered by the stipulated time to the correct address; late bids will not be accepted. Bids must be sealed in an envelope marked with bid number and description. Bids will remain valid for 90 days after closing date.

Bids will be adjudicated using the 80/20 preference point system: 80 points for price and 20 points for specific goals, in accordance with the Preferential Procurement Policy Framework Act and the Preferential Procurement Regulations, 2022. The Council reserves the right to accept all, some, or none of the bids, and is not obliged to accept the lowest bid. Bids will be evaluated in terms of the Supply Chain Management Regulations and Polokwane Municipality Supply Chain Management Policy.