Supply and delivery of branded crockery and related items

Closing date: 05 November 2026 at 11:00

No briefing session or site visit is stated in the document.

Bidding procedure enquiries:

• Contact: Randy Malapane
• Email: [email protected]
• Telephone: 066 569 2600

Technical enquiries:

• Contact: Randy Malapane
• Email: [email protected]
• Telephone: 066 569 2600

Note: Quotations must not be sent to the enquiry email addresses; submissions are via the e-Tender portal.

Invoice submissions: [email protected]

Submission method: e-submission via the e-Tender portal.

• Bids must be submitted on the official forms provided; forms must not be retyped or redrafted.
• Photocopies of original bid documents are allowed, but an original signature must appear on each.
• Bids must be complete in all respects and submitted before the closing time.
• Late bids will not be accepted for consideration.
• Bids sent by post or courier that arrive after the closing date and time will not be considered; proof of posting is not proof of delivery.
• Bids submitted by telefax or telegraphic means will not be considered.
• Bids must not be included in packages containing samples.
• Any alteration to a bid must be initialled; use of correcting fluid is prohibited.
• Bids will be opened in public as soon as practicable after closing.

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

• SBD 1 (Invitation to Bid, Part A): bidder and contact details, signed as the offer cover page.
• Terms and Conditions for Bidding (Part B): acceptance of the bidding conditions.
• Declaration of CSD Registration: certifies that the bidder's CSD information is correct and up to date; incorrect or outdated information may disqualify the bid.
• SBD 3.1 (Pricing Schedule – Firm Prices): firm prices only, inclusive of all applicable taxes.
• SBD 4 (Bidder's Disclosure): discloses any employment by an organ of state or relationship with the procuring institution; false disclosure disqualifies the bid.
• SBD 6.1 (Preference Points Claim): claims preference points for specific goals; attach a valid B-BBEE certificate or sworn affidavit.
• SBD 7.1 (Contract Form – Purchase of Goods/Works): signed by the successful bidder as the service provider.
• Board resolution / proof of authority to sign: authorises the named signatory to bind the bidder.

Disqualification risks:

• Failure to provide or comply with any of the required particulars may render the bid invalid.
• Bids from persons in the service of the state, or companies/close corporations with directors/members in the service of the state, will not be considered.
• Bids not submitted through the designated platform or after the closing time will not be considered.

Evaluation stages:

1. Administrative compliance (mandatory):

• SBD 1 (Invitation to Bid, Part A)
• Terms and Conditions for Bidding (Part B)
• Declaration of CSD Registration
• SBD 3 (Pricing Schedule)
• SBD 4 (Bidder's Disclosure)
• SBD 6.1 (Preference Points Claim) with attached B-BBEE certificate or affidavit
• SBD 7 (Contract Form)
• Board resolution / proof of authority to sign

2. Preference points (80/20 system):

• Price: maximum 80 points
• Specific goals: maximum 20 points
• Total: 100 points

Specific goals (points claimed by the bidder):

• Black-owned company: 10 points (100% Black-owned), 5 points (≥51% and <100%), 2 points (>0% and <51%), 0 points (0%)
• Women-owned company: 4 points (100%), 2 points (≥51% and <100%), 1 point (>0% and <51%), 0 points (0%)
• Youth-owned company: 3 points (100%), 2 points (≥51% and <100%), 1 point (>0% and <51%), 0 points (0%)
• Military veteran-owned company: 3 points (100%), 2 points (≥51% and <100%), 1 point (>0% and <51%), 0 points (0%)

Failure to submit proof or documentation for specific goals with the bid means no preference points for those goals are claimed.

The Border Management Authority reserves the right to negotiate with shortlisted bidders before or after award, and to call for presentations or site visits.

Supply and delivery of branded crockery and related items, as per the pricing schedule:

• White branded small cups with BMA logo, full colour – 24 units
• White branded small saucers with BMA logo, full colour – 24 units
• White branded side plates with BMA logo, full colour – 24 units
• White branded plates with BMA logo, full colour – 24 units
• High ball glasses, oval shape, crystal – 24 units
• Branded durable round coasters with BMA logo, full colour – 24 units
• Forks – 24 units
• Knives – 24 units
• Spoons – 24 units
• Teaspoons – 24 units
• White milk jug with BMA logo, full colour – 1 unit
• Hot water urn, stainless steel, 8L – 1 unit
• White sugar pot with BMA logo, full colour – 1 unit

All goods must be new, unused, of the most recent or current models, and free from defects in design, materials, or workmanship.

Delivery costs must be included in the bid price.

Goods must conform to the standards mentioned in the bidding documents and specifications.

• The supplier must permit the purchaser to inspect the supplier's records relating to performance and have them audited by auditors appointed by the purchaser.
• Pre-bidding testing is for the account of the bidder.
• If inspection is a bid condition, the supplier's premises must be open for inspection at all reasonable hours.
• If inspections show goods comply with contract requirements, the cost is borne by the purchaser; if not, the cost is borne by the supplier.
• Non-compliant supplies may be rejected; rejected supplies are held at the supplier's cost and risk, and the supplier must substitute them with compliant supplies immediately.
• If the supplier fails to substitute, the purchaser may purchase substitute supplies at the supplier's expense.

Pricing must be submitted on SBD 3.1 – Pricing Schedule, firm prices only.

• Only firm prices are accepted; non-firm prices (including those subject to exchange rate variations) will not be considered.
• Prices must be quoted in South African Rand, inclusive of all applicable taxes (VAT at 15%).
• The offer must remain valid for 120 days from the closing date.
• Delivery costs must be included in the bid price.
• The pricing schedule lists 13 items with quantities; bidders must provide unit prices and total prices for each item.
• The bidder must declare that the offer is in accordance with the specifications and accepts all conditions.

Pricing format: SBD 3.1 – Pricing Schedule, firm prices only. Non-firm prices (including prices subject to exchange rate variations) will not be considered.

• Prices must be quoted in South African Rand, inclusive of all applicable taxes (VAT at 15%).
• The offer must remain valid for 120 days from the closing date of the bid.
• Payment will be made in South African Rand, on a fixed price (inclusive of VAT) basis.
• Payment will be made within 30 days of receipt of an approved invoice, according to an agreed payment schedule.
• Payment is against key deliverables, provided professional-level quality standards are met.
• Disbursements must not exceed 10% of the total amount paid to the service provider, and are paid only with original receipts for expenses agreed in advance.
• Performance security: the successful bidder must furnish performance security within 30 days of notification of contract award, in the form of a bank guarantee, irrevocable letter of credit, or cashier's/certified cheque, as specified in the Special Conditions of Contract.
• Professional Indemnity insurance: a minimum cover of R160 million is required upon appointment.

CSD registration:

• Bidders must be registered on the Central Supplier Database (CSD) and submit a signed declaration that their CSD information is correct and up to date.
• Incorrect or outdated CSD information may lead to disqualification.

Tax compliance:

• Bidders must submit a SARS Tax Compliance Status (TCS) PIN, or a printed TCS certificate, or a CSD number if no TCS PIN is available.
• Consortia, joint ventures, and subcontractors must each submit a separate TCS certificate/PIN/CSD number.

B-bbee:

• A valid B-BBEE status level verification certificate or a sworn affidavit (for EMEs and QSEs) must be submitted to qualify for preference points.
• B-BBEE status level and verification type (certificate or affidavit) must be indicated on the bid form.

Foreign suppliers:

• Foreign-based suppliers must answer the foreign supplier questionnaire.
• An accredited representative in South Africa must enclose proof of appointment.

State employment:

• Bids will not be considered from persons in the service of the state, or companies/close corporations with directors/members in the service of the state.

Other:

• Proof of authority to sign (e.g., company resolution) must be submitted.
• Service providers are not allowed to utilise employees who are non-South African citizens unless vetted and holding a work permit; this may lead to contract termination.

No specific health and safety requirements are stated in the document beyond general contract conditions. The document does not contain OHS-specific clauses for this procurement.

Warranty:

• The supplier warrants that goods are new, unused, of the most recent or current models, and free from defects in design, materials, or workmanship.
• Warranty is valid for 12 months after delivery and acceptance, or 18 months after shipment, whichever ends earlier.
• The purchaser must notify the supplier in writing of any warranty claims; the supplier must repair or replace defective goods without cost to the purchaser.

Payment:

• Payment is made within 30 days after submission of an invoice accompanied by a delivery note.
• Payment is in Rand unless otherwise specified.

Prices:

• Prices charged must not vary from those quoted in the bid, except for adjustments authorised in the Special Conditions of Contract.

Contract amendments:

• No variation or modification of the contract is valid except by written amendment signed by both parties.

Assignment and subcontracts:

• The supplier may not assign its obligations without the purchaser's prior written consent.
• The supplier must notify the purchaser in writing of all subcontracts awarded.

Delays and penalties:

• Delivery must be made according to the time schedule in the contract.
• If delay is encountered, the supplier must notify the purchaser in writing; the purchaser may extend time, with or without penalties.
• If the supplier delays delivery, the purchaser may deduct a penalty calculated on the delivered price of delayed goods using the current prime interest rate for each day of delay.
• The purchaser may also terminate the contract for default.

Termination for default:

• The purchaser may terminate the contract in whole or in part if the supplier fails to deliver goods or perform obligations, or engages in corrupt or fraudulent practices.
• Upon termination, the supplier is liable for any excess costs incurred by the purchaser in procuring similar goods.
• The purchaser may impose a restriction on the supplier from doing business with the public sector for up to 10 years, with the supplier given 14 days to provide reasons against the restriction.

The bid is evaluated under the 80/20 preference point system: 80 points for price and 20 points for specific goals (Black-owned, Women-owned, Youth-owned, Military veteran-owned). Specific goals points are claimed on SBD 6.1. Failure to submit proof for specific goals means no points are claimed for those goals.