Property repairs and burglar bar installation at ixopo post office (RFQ/26/27/88)

The quotation covers property repairs and burglar bar installation at the Ixopo Post Office, including tree felling and gardening, fence replacement, electrical work, roof replacement, brick work, plastering, and installation of burglar bars and security gates.

Returnable documents: the completed and signed Annexure F Pricing Schedule must be submitted with the quotation. Incomplete pricing will render the bid non-responsive and it will not be evaluated. Prices must be quoted excluding VAT, with VAT calculated at 15%. Only insert unit prices in the highlighted blocks in column F.

Bids are evaluated on the completeness of the pricing schedule. Any incomplete pricing will be deemed non-responsive and excluded from evaluation. No other evaluation criteria (such as functionality or preference points) are stated in the provided document.

Scope of work at the Ixopo Post Office:

• Tree felling and gardening: fell trees with stem diameter 300–450 mm (2 each); edge grass along paths and curbs, remove large trees enabling access to the building (240 m²); cut rough grass to 50–75 mm height, including small trees (1200 m²).
• Fence: replace damaged sections with 1.8 m x 50 mm diamond mesh wire fence with razor wire on top – from gate to building (6 m²) and between Magistrate and Post Office (10 m²); repair gate pole, hinges and gate (1 sum).
• Lights: supply and connect wire feeds for external lights, 15 m to DB (red, black, earth) from back and front (2 each); supply and install 40 W flood lights (2 each); repair and replace wire feeds to external flood lights (1 each).
• Roof: replace damaged 4 m steel roof sheets (3 each).
• Brick work: erect double stock brick wall with brick reinforcing, closing back entrance doors on the Telkom side (15 m²).
• Plaster: two-coat plaster on brickwork – cement plaster and finishing plaster (15 m²).
• Burglar bars: supply and install burglar bars of 20 mm solid mild steel round bar, welded vertically and horizontally, grid spacing max 100 mm horizontally and 300 mm vertically, for windows of sizes: 1500 x 1500 mm (2), 1000 x 1000 mm (2), 1000 x 500 mm (2), 1600 x 500 mm (Branch Manager office) (5), 1600 x 500 mm (Box Section) (2).
• Security gates: supply and install security gate at front Telkom door, 1000 x 2500 mm (1); supply and install security gate at rear Post Office entrance, 3000 x 2600 mm (1).

Pricing must be quoted excluding VAT, with VAT at 15%. Rates must include all equipment, materials and consumables required to execute the service. Bidders will not be asked to correct prices after closing; incomplete pricing will be deemed non-responsive. The bidder warrants that the quoted pricing is free of errors and omissions and that the service can be delivered at the quoted price.

The South African Post Office requires a service provider for property repairs and burglar bar installation at Ixopo Post Office, 52 Margaret Street, Ixopo. The work addresses damage from break-ins and vandalism, including perimeter fence, electrical wiring, door locks, windows, and security improvements.

Compulsory site inspection: 16 October 2026 at 12:00

Venue: Ixopo Post Office, 52 Margaret Street, Ixopo

Clarification questions deadline: 20 October 2026 at 09:00

Closing date and time: 22 October 2026 at 11:00

RFQ validity period: 120 days from closing date

Compulsory site inspection: 16 October 2026 at 12:00 at Ixopo Post Office, 52 Margaret Street, Ixopo.

Enquiries (SCM):

• Contact: Bernadette van Zyl
• Role: Procurement Officer, Supply Chain Management
• Telephone: 012-845-2452
• Email: [email protected]

Submission:

• Method: email
• Submission email: [email protected]

Service/delivery address:

Ixopo Post Office

52 Margaret Street

Ixopo

Submission method: email

Submission email: [email protected]

Closing date and time: 22 October 2026 at 11:00

Late submissions will not be accepted.

All documents and correspondence must be in English; non-English proposals will not be evaluated.

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

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

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

• SBD 1 (Invitation to Bid): bidder and contact details, signed as the offer cover page.
• SBD 4 (Bidder's Disclosure): discloses any state employment or connections to the procuring institution; false disclosure disqualifies.
• Confidentiality and Non-Disclosure Agreement: binds the bidder to keep SAPO confidential information secret.
• Certificate of Acquaintance with Bid Documents: certifies the bidder has read and understood all bid documents.
• Latest CSD report or MAAA number.
• SARS Tax Compliance Certificate or TCS PIN.
• Pricing Schedule (Annexure F): must be completed in full and in the provided format.
• Proof of CIDB registration (minimum grade 1GB, active status) with CRS number.
• Annexure BC: conformance to specification, completed on company letterhead.
• COIDA letter of good standing (active).
• Valid B-BBEE certificate (SANAS accredited) or sworn affidavit (EMEs/QSEs) or DTI B-BBEE certificate, to claim specific goal points.
• If a joint venture/consortium: consolidated B-BBEE certificate and signed agreement.

Disqualification risks:

• Missing or incomplete gatekeeping documents (Pricing Schedule, CIDB certificate).
• Late submission, regardless of reason.
• Failure to comply with any returnable document requirement.
• Bids from persons in the service of the state, or companies with directors in the service of the state.
• Bidders on the National Treasury Register for Tender Defaulters or List of Restricted Suppliers.
• Incorrect or misleading information.
• Failure to provide required data or information.
• Non-compliance with specifications or instructions.
• Bids not in English or not in ZAR.
• Canvassing SAPO staff before award.

Evaluation phases:

• Phase 0: Compulsory site inspection (attendance required).
• Phase 1: Gatekeeping Criteria — must submit Pricing Schedule (Annexure F) and valid CIDB certificate (minimum grade 1GB, active status, with CRS number). Failure disqualifies.
• Phase 2: Bid Conditions — must submit Annexure BC, COIDA letter of good standing, CSD registration, completed SBD1 and SBD4, tax compliance verified via CSD MAAA number, and not be on restricted suppliers list. Missing documents may be re-submitted during evaluation; failure to resubmit disqualifies.
• Phase 3: Commercial — Price 80 points, Specific Goals 20 points.

Preference point system: 80/20 (price/specific goals).

Price scoring: benchmarked against the lowest quote.

Specific goals points:

• ≥51% Black owned: 10 points
• ≥51% Youth owned: 5 points
• ≥51% Women owned: 3 points
• ≥1% owned by disabled person(s): 2 points

Evidence for specific goals: SANAS accredited B-BBEE certificate, or sworn affidavit (EMEs/QSEs), or DTI B-BBEE certificate (EMEs/QSEs).

Bidders not submitting specific goal requirements are not disqualified but score zero for those points.

Expired B-BBEE certificates or affidavits are not accepted.

SAPO may verify CIDB certificate on the CIDB website.

SAPO reserves the right to negotiate with preferred bidders, split the award, accept part of a bid, or cancel the RFQ.

Scope of work at Ixopo Post Office:

• Tree felling and gardening: fell trees with stem diameter 300–450 mm and remove to dump; edge grass along paths and curbs; cut rough grass to 50–75 mm height; remove large trees that enable access to the building.
• Fence repairs: replace damaged sections with 1.8 m x 50 mm diamond mesh wire fence with razor wire on top (from gate to building, and between Magistrate and Post Office); repair gate pole, hinges and gate.
• External lights: supply and connect wire feeds (15 m to DB, red/black/earth) for back and front of building; supply and install 40 W flood lights; repair/replace wire feeds to external flood lights.
• Roof: replace damaged 4 m steel roof sheets.
• Brickwork: erect double stock brick wall (including brick reinforcing) to close back entrance on Telkom side.
• Plaster: two-coat plaster on brickwork (cement plaster then finishing plaster).
• Burglar bars: supply and install 20 mm solid mild steel round bar, welded grid with maximum 100 mm horizontal and 300 mm vertical spacing, for windows of sizes: 1500x1500 mm, 1000x1000 mm, 1000x500 mm, 1600x500 mm (BM office), 1600x500 mm (Box section).
• Security gates: supply and install at front Telkom door (1000x2500 mm) and rear post office entrance (3000x2600 mm) with fixed bars on sides.

Lead time: 20 working days from receipt of official purchase order.

All materials must comply with applicable building regulations and standards, including the Occupational Health and Safety Act, 1993, local municipal by-laws, and regulations of the local supply authority.

Scope of work: tree felling and gardening, fence repairs, external light repairs, roof sheet replacement, bricking up back entrance, plastering, burglar bar installation, and security gate installation.

Work must be completed within 20 working days from receipt of official purchase order.

Burglar bars: 20 mm solid mild steel round bar, welded grid with maximum 100 mm horizontal and 300 mm vertical spacing.

Fence: 1.8 m x 50 mm diamond mesh wire fence with razor wire on top.

Brickwork: double stock brick wall with brick reinforcing.

Plaster: two-coat plaster (cement and finishing).

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

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

All materials must comply with applicable building regulations and standards.

Pricing Schedule (Annexure F) must be completed in full and in the provided format.

Pricing must be in South African Rand (ZAR).

Contract price is inclusive of VAT and payable 30 days upon statement date.

Price is evaluated at 80 points, benchmarked against the lowest quote.

Pricing schedule: Annexure F, must be completed in full and in the provided format.

Pricing must be in South African Rand (ZAR).

Contract price is inclusive of VAT and payable 30 days upon statement date.

Bidders should note that SAPO's total requirements may not be allocated to only one bidder; the award may be split.

Where figures are in numerals and words and conflict, the words prevail.

No bid security, bond, or guarantee is specified.

CSD registration: mandatory; register at www.csd.gov.za if not already registered. CSD MAAA number enables tax compliance verification. If CSD indicates government employment, the bid is disqualified.

Tax compliance: bidders must be tax compliant; submit SARS TCS PIN or printed TCS certificate, or CSD number. Seven working days allowed for tax compliance verification from SAPO's request.

CIDB: minimum grade 1GB, active status, with CRS number; verified on CIDB website.

COIDA: registered and in good standing with Compensation for Occupational Injuries and Diseases Act; submit active letter of good standing.

B-BBEE: valid SANAS accredited certificate, or sworn affidavit (EMEs/QSEs), or DTI B-BBEE certificate; must be valid at closing date. Expired certificates not accepted.

Joint ventures/consortia: must submit consolidated B-BBEE certificate and signed agreement; agreement must identify Lead Partner with power of attorney.

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

State employees: bidders or directors who are persons in the service of the state are not considered.

SBD forms: SBD1 and SBD4 must be completed and submitted.

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

Compliance with local municipal by-laws and regulations of the local supply authority is required.

Supplier must be registered and in good standing with COIDA (Compensation for Occupational Injuries and Diseases Act).

Confidentiality and Non-Disclosure Agreement: bidders must keep all confidential information disclosed by SAPO secret, use it only for the purpose of the bid, protect it with reasonable care, and return or destroy it within 48 hours of request. Breach is a material breach, with liability for costs and entitlement to an interdict. Obligations survive termination of the agreement.

General conditions: the successful bidder must sign a written contract form (SBD7).

SAPO may cancel or terminate the bid process at any stage, negotiate with preferred bidders, split the award, or award to a bidder who is not the highest scorer if objective criteria were indicated.

If the preferred bidder fails to sign or commence the contract, SAPO may award to the next ranked bidder at the quoted price.

Bidders must not canvass SAPO staff before award.

RFQ validity period: 120 days from closing date; bidders may be asked to extend validity.

RFQ validity period: 120 days from closing date.

Proposals must be submitted by email to [email protected] by 22 October 2026 at 11:00.

Late submissions will not be accepted.

All documents and correspondence must be in English.

Pricing schedule must be in South African Rand (ZAR).

SAPO reserves the right to reject or disqualify non-compliant proposals, cancel the RFQ, negotiate with preferred bidders, split the award, and carry out site inspections.

Bidders must not canvass SAPO staff before award.

Legislative requirements: compliance with the Occupational Health and Safety Act, 1993, local municipal by-laws, and regulations of the local supply authority.

Supplier must be CIDB registered for category 1GB with active status.

Supplier must be registered and in good standing with COIDA.

All materials must comply with applicable building regulations and standards.

Evaluation phases: Phase 0 (compulsory site inspection), Phase 1 (gatekeeping), Phase 2 (bid conditions), Phase 3 (commercial: price 80, specific goals 20).

Gatekeeping: Pricing Schedule (Annexure F) and valid CIDB certificate (minimum grade 1GB, active, with CRS number).

Bid conditions: Annexure BC, COIDA letter of good standing, CSD registration, SBD1 and SBD4, tax compliance, not on restricted suppliers list.

Commercial: price benchmarked against lowest quote; specific goals as per B-BBEE ownership.

Bidders not submitting specific goal requirements score zero for those points.