Panel of service providers for personal protective equipment (PPE) – sekhukhune district municipality (3-Year contract)

Bidding procedure enquiries:

• Contact: Voster Masemola
• Department: Supply Chain Management
• Telephone: 013 262 7656
• Email: [email protected]

Technical enquiries:

• Contact: Tshepo Puane
• Department: Community Services
• Telephone: 013 262 7434
• Email: [email protected]

Submission address:

AB Sikhosana Fire Station (Groblersdal Fire Station)

Sekhukhune District Municipality

Next to Groblersdal WTW

Submission method: physical delivery to the bid box at AB Sikhosana Fire Station (Groblersdal Fire Station), Sekhukhune District Municipality, next to Groblersdal WTW. The bid box is open 24/7. Bids delivered to Bareki Mall offices will not be considered. Late bids are not accepted.

All bids must be submitted on the official forms provided (not re-typed). Bids must remain valid for 90 days.

Returnable documents (must be completed, signed and bound):

• MBD1 (Invitation to Bid, Part A & B): bidder details and offer.
• Pricing Schedule: itemised prices.
• MBD4 (Declaration of Interest): discloses any state employment or connection to the municipality.
• MBD5 (Declaration for Procurement Above R10 million, VAT included): required if bid value exceeds R10 million.
• MBD6.1 (Preference Points Claim Form): claims B-BBEE points under the Preferential Procurement Regulations 2022.
• MBD7.2 (Contract Form – Rendering of Services): signed contract form.
• MBD8 (Declaration of Bidder's Past Supply Chain Management Practices): discloses past SCM practices.
• MBD9 (Certificate of Independent Bid Determination): certifies no collusion or price disclosure.
• Schedule 1A (Compulsory Enterprise Questionnaire): enterprise information.
• Schedule 1B (Authority for Signatory): authorises the named signatory.
• Bidder Municipal Services Account Verification Consent Form: authorises verification of outstanding municipal services.
• Proof of CSD registration (CSD summary report).
• Valid tax clearance certificate or SARS PIN.
• Original certified copies of directors' ID documents (not older than three months).
• Company registration documents or CK1 for close corporations.
• Certificate of Authority for Joint Venture (compulsory where applicable).
• Samples of all items offered.

Disqualification risks:

• Omitting or not signing any mandatory returnable form.
• Submitting to the wrong address (Bareki Mall).
• Late submission.
• Bids from persons in the service of the state are not considered.

Evaluation stages: administrative requirements first, then mandatory requirements, then preference points.

Scoring: preference points claimed under the Preferential Procurement Regulations 2022 (MBD6.1). B-BBEE status level determines preference points. No minimum qualifying score or functional scoring is stated in the document.

Scope: Supply and delivery of Personal Protective Equipment (PPE) and associated safety items to Sekhukhune District Municipality employees. Contract period: three (3) years.

Departments covered: Infrastructure and Water Services, Corporate Services, Budget and Treasury, Planning and Economic Development, Sekhukhune Development Agency, Municipal Health Services, Disaster Management, Emergency Management Service, and Councillors.

Quantities and frequency: Employees receive PPE as and when required; typically more than one item per provision (e.g., three work suits, dust coats, lab coats, trousers, shirts, winter coats). No fixed total quantity is stated. A baseline of 650 employees received PPE in 2020/2021; number may vary.

Branding requirements:

• SDM logo/emblem on back top half of work suit, lab coat, dust coat, shirt, winter coat, apron, with wording "Sekhukhune District Municipality" above the logo. Embroidery: 17cm high x 15cm wide, all colours, approx. 1000 stitches.
• SDM logo on top right-hand side of work suit, lab coat, dust coat, with wording underneath. Embroidery: 7cm high x 5cm wide, all colours. Badge: same size with yellow colour (specific to some items).

The appointed panel must visit all SDM workplaces, work sites, stations and offices to take employee size measurements.

Samples of all items on offer must be submitted. Successful tenderers provide samples at Sekhukhune District Municipality, Bareki Mall office, for quality assurance on delivery.

Detailed PPE specifications by employee category (refer to document for full itemised list) include:

• Maintenance/Pump Operators: navy blue two-piece cotton work suit with lime reflective tape, fishing waders, reflective vests, rain suit, gum boots, safety boots, wool/nylon socks, leather driver gloves, PVC elbow gloves.
• Mechanical Workshop: flame-retardant work suit, rain suit, welding apron, body harness, welding gloves, safety cap, welding helmet, bush hat, eye protection.
• Water Purification Plants: acid-resistant work suit, rain suit, safety boots, gum boots, ear-muffs, safety cap, spectacles, respirators, surgical masks.
• Meter Readers: royal blue work suit, rain suit, bush hat, safety boots, sporty spectacles.
• Sewage Plants: as per meter readers plus respirators and PVC gloves.
• Water Quality: acid-resistant suit, lab coat, rain suit, boots, wool/nylon socks, clear spectacles, PVC gloves, bush hat, surgical masks.
• Drivers/Fleet/Facilities/Cleaners: royal blue overall, rain suit, Mexico boots, wool/nylon socks, bush hat, PVC household gloves, sporty spectacles.
• Institutional Social Development: as per meter readers.
• Asset Management/SCM/Town Planning/LED/SDA: as per drivers plus reflective vest.
• Registry: khaki dust coat and work suit, FFP2 respirators, chukka boots, work socks.
• Stores: khaki dust coat and work suit, chukka boots, wool/nylon socks, FFP2 respirators.
• EAP/Project Managers/Management/ICT/Communications/Mayor's Office/Councillors: denim or khaki work suit, dust coat, overall, bush jacket, reflective vest, rain suit, bush hat, safety cap, ear-muffs, gloves (leather, PVC, heat-resistant), respirators, surgical masks, clear spectacles, Chelsea safety boots.
• Municipal Health Services: khaki work suit, reflective vest, overalls, shirts (long/short sleeve), formal trousers, jackets, jersey, ties, scarf, belt, plus disposable overalls, overshoes, hairnets, formal shoes, wool/nylon socks, respirators, clear spectacles, rain suit, bush hat, safety cap, ear-muffs.
• Disaster Management: operational attire with disaster emblem (golf shirts, reflective shirts, formal trousers, jackets, skirts, belts, shoes, ties, safety boots, technical trousers/shirts, bunny hats, water boots, wool/nylon socks, rain suits, reflective vests, winter attire, jerseys, body warmer, pullover, jumpsuits).
• Emergency Management Services Fire Service: combat shirts/trousers (flame-retardant Protal fabric), winter jackets (windbreaker and hip length), red lanyard, jerseys, steel-toe boots (200J impact, 15,000N compression), border patrol belts, baseball caps, bunny hats, cushion foot socks.
• Corporate Uniform/Step Out: name badges, ladies skirt/slacks/blouses/court shoes, black trousers, white shirts, all-weather coat, ties, shoes, leather belts, blazer, tunic cap, metallic breast badges.

All PPE must comply with SABS standards where stated (e.g., boots with steel toe cap 200J, SABS approved; work suits SABS approved).

Prices: Each item priced per year (Year 1, Year 2, Year 3 unit prices, VAT inclusive) and total for three years. Agreed rates apply for the second and third years based on Year 1 rates.

Quality assurance: Successful tenderers must provide samples of all items at Sekhukhune District Municipality, Bareki Mall office, for quality assurance on delivery.

Pricing format: Unit prices per item for Year 1, Year 2, Year 3 (VAT inclusive) and a total for three years. Rates are fixed/agreed for the contract period.

Financial documentation depends on bid value:

• Below R10 million: municipal rates evidence (no payment overdue >90 days) or proof of lease/rural affidavit, and consent form for municipal services verification.
• Above R10 million: audited financial statements, certificate of no undisputed municipal commitments (>30 days), municipal rates evidence, organ-of-state contract particulars, and foreign sourcing statement.

No bid security, bond, guarantee, or retention is required.

Pricing: Itemised pricing schedule with unit prices for each of the three years (VAT inclusive) and totals. Successful bidder appointed on standard rates.

Financial documentation required:

• For bids below R10 million:
• Municipal rates for the bidder and its directors with no payment overdue for more than 90 days, or proof of lease agreement including rates for the landlord. For rural areas, proof from the local authority/municipality and an affidavit under oath, or proof that no municipal rates are payable.
• Consent form authorising verification of outstanding municipal services payments (water, electricity, taxes) — compulsory for all bidders.
• For bids exceeding R10 million, additionally:
• Audited annual financial statements for the past three years (or since establishment if less than three years). For joint ventures, lead partner's audited statements.
• Certificate signed by bidder and directors confirming no undisputed municipal service commitments overdue for more than 30 days.
• Municipal rates evidence as above.
• Particulars of any contracts with organs of state during the past five years, including material non-compliance or disputes.
• Statement on any portion of goods/services sourced outside South Africa and any payment to be transferred out of the Republic.

No bid security, guarantee, retention or payment terms are stated in the document.

Mandatory compliance:

• CSD registration: bidders must be registered on the Central Supplier Database and provide a CSD number or CSD summary report.
• Tax compliance: valid Tax Clearance Certificate (TCS) or SARS PIN. Where no TCS is available, a CSD number must be provided. For consortia/joint ventures/subcontractors, each party must submit a separate TCS/PIN/CSD number.
• Company registration: copy of company registration documents or CK1 for close corporations.
• Directors' identity: original certified copies of ID documents not older than three months.
• No bidders in the service of the state.

B-BBEE: Preference points claimed under the Preferential Procurement Regulations 2022 via MBD6.1. No specific B-BBEE level threshold stated in the document. B-BBEE certificate or affidavit may be required to claim points (as per the form's requirements, not detailed in the document).

Local content: Not stated as a requirement in the document.

CIDB grading: Not applicable (no construction works).

Foreign suppliers: Must complete the questionnaire in Part B:3 if they are a foreign-based supplier representative in South Africa for the goods/services. If not resident and not liable for taxation in South Africa, no SARS PIN registration required, but failure to provide particulars may invalidate the bid.

The procurement is driven by the Occupational Health and Safety Act (General Safety Regulation 2(3) and Section 8). The supply must include PPE that effectively prevents bodily injury and protects against harm, including but not limited to: goggles, spectacles, face shields, hard hats, gloves, gauntlets, aprons, protective footwear, overalls, waterproof clothing, high-visibility clothing, chemical-resistant clothing, ear protection, respirators, breathing apparatus and masks. No additional OHS compliance requirements for the bidder are stated in the document.

Contract duration: three (3) years.

Rates: Agreed rates apply for all three years; each PPE item calculated at agreed rates for the full period.

Municipal services verification: Bidders must consent to verification of outstanding municipal services (water, electricity, taxes) prior to contract award.

Financial disclosure for contracts above R10 million: bidders must provide audited financial statements, confirmation of no undisputed municipal service commitments overdue beyond 30 days, municipal rates evidence, particulars of past organ-of-state contracts, and a statement on foreign sourcing/payment transfer.

No other special contractual conditions such as termination, penalties, or liquidated damages are stated.