Supply, delivery and offloading of marching band musical instruments for the tmpd ceremonial unit (re-advertisement)

• Closing date and time: 19 November 2026 at 10:00.
• Compulsory briefing session: none — the briefing column is marked not applicable.
• Bid validity: 90 calendar days from the closing date, extendable in writing by the SCM Division before expiry.
• Delivery: within 30 working days of receipt of an official purchase order.
• Once-off servicing of all supplied instruments: 12 months after the delivery date.

Supply chain enquiries

• Contact: Josia Masenya
• Telephone: (012) 358 0658
• Email: [email protected]

Technical enquiries

• Contact: Vusi Mabona
• Telephone: 012 358 2962
• Email: [email protected]

Submission

• Method: City of Tshwane e-tender portal (online submission)

Municipal address

City of Tshwane Metropolitan Municipality

Tshwane House

320 Madiba Street

Pretoria

0001

• Switchboard: (012) 358 9999

Delivery site

• Designated TMPD delivery site, confirmed on the official purchase order; offloading is the supplier's responsibility.

Submission method

• Online submission through the City of Tshwane e-tender portal. Bid responses must not be placed in the tender box.
• Closing: 19 November 2026 at 10:00. Late responses are not accepted.
• Documents must be completed in black pen; retyped or scanned versions of the official forms are not accepted.
• Price corrections must be crossed out in ink and initialled. Correction fluid is prohibited — a Tippexed item price disqualifies that item, and Tippex on a priced bill of quantities repudiates the whole quotation.

Returnable documents — all compulsory

• Pricing schedule: every one of the 15 line items must be priced; an incomplete schedule is disqualified.
• MBD 1 (Invitation to Bid): bidder details and signed offer cover page.
• MBD 4 (Declaration of Interest): discloses state employment and relationships with officials involved in adjudication; failure to declare interest disqualifies the bid.
• MBD 5: submitted with audited financial statements where the value threshold applies.
• MBD 6.1 (Preference Points Claim): claims specific-goal points under the 80/20 system, with supporting proof.
• MBD 7 contract form (purchase of goods/works or rendering of services): completed and signed by the successful bidder on award.
• MBD 8 (Declaration of Bidder's Past Supply Chain Management Practices): discloses restricted-supplier listing, tender-defaulter listing, fraud or corruption convictions, municipal arrears and prior contract terminations.
• MBD 9 (Certificate of Independent Bid Determination): certifies the price was set independently with no collusion or price disclosure.
• Company registration certificate.
• Tax compliance status PIN or CSD number.
• B-BBEE certificate or sworn affidavit.
• Proof of rates and taxes standing.
• CSD summary report.
• Technical data sheets and/or manufacturer's brochures for every item offered.

Signing authority

• The signatory must be a director, member or trustee reflected on the CIPC record, or must attach a letter of authorisation or delegation of authority.
• All forms must be fully completed with no blank spaces.

Disqualification risks

• Response received after the closing time.
• Any compulsory returnable document omitted, unsigned or left blank.
• Pricing schedule not fully priced, or altered without initials.
• No technical data sheets or manufacturer's brochures.
• Any bidder or director in the service of the state.

Evaluation stages

1. Administrative compliance — responsiveness against the compulsory returnable documents.
2. Mandatory requirements — technical data sheets and/or manufacturer's brochures covering every specification; failure is immediate disqualification.
3. Preference point system — 80/20 in terms of the Preferential Procurement Policy Framework Act and the 2022 Regulations.

Points split

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

Specific goals scoring

• B-BBEE status level: Level 1 = 8 points, Level 2 = 7, Level 3 = 6, Level 4 = 5, Level 5 = 4, Level 6 = 3, Level 7 = 2, Level 8 = 1, non-compliant = 0.
• EME and/or QSE: 2 points.
• At least 51% women-owned: 2 points.
• At least 51% owned by people with disability: 2 points.
• At least 51% youth-owned: 2 points.
• Local economic participation: City of Tshwane 4 points, Gauteng 2 points, national 1 point.

Proof for claimed goals

• B-BBEE: certified B-BBEE certificate, CIPC B-BBEE certificate, or sworn affidavit for EME/QSE.
• Women and youth ownership: certified identity documents plus proof of ownership.
• Disability ownership: medical certificate showing the doctor's practice number, physical address and contact numbers, plus proof of ownership.
• Local participation: municipal account statement or lease agreement.
• A goal claimed without supporting proof scores zero for that goal.

Award

• Award to one bidder only.
• The City may conduct a market analysis of pricing and may negotiate a market-related price with the highest-scoring bidder, then the next, and may cancel the quotation if no agreement is reached.

Scope

• Supply, deliver and offload new marching band instruments for the TMPD Ceremonial Unit, aligned to SAPS Ceremonial Unit requirements, on an as-and-when-required basis.
• Instruments must be brand new, factory-sealed, professional or high/intermediate/advanced student grade, suited to sustained outdoor marching and ceremonial use.

Quantities per the bill of quantities

• Bb trumpet: 8
• Cornet: 4
• Tenor trombone: 6
• Sousaphone: 2
• Euphonium: 2
• Marching clarinet: 6
• Alto saxophone: 4
• Tenor saxophone: 2
• Marching snare drum: 6
• Marching bass drum: 4
• Marching tenor drum set: 2
• Crash cymbals: 4 pairs
• Flute: 3
• Glockenspiel (bell lyre): 2
• Portable marimba: 1

Specified build details

• Bb trumpet: bore 0.459–0.462 inch, bell 4.8–5 inch, clear lacquer or silver plate, monel or stainless steel valves, with hard case, mouthpiece and valve oil.
• Cornet: bore 0.460 inch, bell 4.75 inch, silver plated, compact marching wrap, with case and mouthpiece.
• Tenor trombone: bore 0.500–0.508 inch, 8 inch bell, lacquered brass, nickel silver outer slide, with case and slide cream.
• Sousaphone: 26 inch fiberglass bell, brass or ABS composite body, white lacquer or silver finish, weight not exceeding 11 kg, with harness and case.
• Euphonium: bore 0.571 inch, 11 inch bell, lacquered brass, three valves, with case and mouthpiece.
• Marching clarinet: ABS resin body, nickel-plated keys, 14.6 mm bore, with case, reeds and ligature.
• Alto and tenor saxophone: low Bb to high F# range, gold lacquer, neck strap, with case, mouthpiece and reeds.
• Marching snare: 14 x 12 inch, maple or birch shell, high-tension lugs, with carrier harness, sticks and spare skin.
• Marching bass drum: 28 x 14 inch, lightweight maple shell, with harness, mallets and spare skin.
• Marching tenor drum set: quad or quint configuration, maple shell, with harness, sticks and spare skin.
• Crash cymbals: 18–20 inch, B20 bronze alloy, with leather straps.
• Flute: silver metal finish, 65–70 cm, standard orchestral model pitched in C.
• Glockenspiel: 2.5 octave range, aluminium frame, with mallets and marching carrier.
• Portable marimba: 3 octave range, rosewood or synthetic bars, collapsible frame with wheels, with mallets.

Finish and accessories

• Brass: clear lacquer, silver plate or gold lacquer as appropriate to the instrument.
• Woodwind: standard finish for type, such as hard-wearing plastic or resin for marching clarinets and lacquered brass for saxophones.
• Percussion must include adjustable straps and harnesses for marching.
• Every instrument must be supplied with the applicable OEM harness, straps, hard case and cover.

Warranty and servicing

• Minimum 12-month OEM warranty against defects in materials and workmanship on every instrument.
• A once-off full service 12 months after delivery, covering inspection, valve and bearing adjustment, head joints, reeds, drumheads, straps, hardware checks, cleaning kit and confirmation of continued safe operation.
• Written confirmation that the pricing includes the warranties and the 12-month service must accompany the bid.

Delivery

• Delivery within 30 working days of an official purchase order.
• Offloading at the designated delivery site is included.
• No delivery without a valid purchase order; non-compliant deliveries may be rejected.

• All instruments must be brand new, factory-sealed and in perfect working order.
• Quality level: professional or high/intermediate/advanced student grade, built for sustained outdoor marching and ceremonial use, with durability and consistent tone quality.
• Finish standards: brass in clear lacquer, silver plate or gold lacquer as suited to the instrument; woodwind finished to the standard for its type.
• Percussion must have adjustable straps and harnesses for marching.
• Every instrument carries a minimum 12-month OEM warranty against material and workmanship defects.
• A once-off full service is performed 12 months after delivery: full inspection, valve and bearing adjustment, head joints, reeds, drumheads, straps, hardware checks, cleaning kit, and confirmation that the instrument remains safe and operational.
• The bid must include written confirmation that pricing covers the warranties and the 12-month service.

• The pricing schedule carries 15 line items, each with a material number, description, unit, unit price excluding VAT and line total excluding VAT, followed by total excluding VAT, 15% VAT and total including VAT.
• Line items: 6.1 Bb trumpet (200000007975), 6.2 cornet (200000007999), 6.3 tenor trombone (200000008000), 6.4 sousaphone (200000008002), 6.5 euphonium (200000008004), 6.6 marching clarinet (200000008005), 6.7 alto saxophone (200000008006), 6.8 tenor saxophone (200000008008), 6.9 marching snare drum (200000008011), 6.10 marching bass drum (200000008019), 6.11 marching tenor drum set (200000008078), 6.12 crash cymbals (200000008096), 6.13 flute (200000008097), 6.14 glockenspiel/bell lyre (200000008098), 6.15 portable marimba (200000008101).
• Every line must be priced; an incomplete schedule is disqualified.
• Prices must include all warranties, the once-off 12-month service, supply, delivery, offloading, and the OEM harnesses, straps, hard cases and covers for each instrument.
• The City may adjust quantities up or down depending on budget.
• The schedule is headed "heavy-duty tractor drawn slashers", which does not match the instrument items listed; bidders should price the instrument lines as described.

Pricing format

• Pricing schedule with 15 numbered items, each showing unit price excluding VAT, line total excluding VAT, total excluding VAT, 15% VAT and total including VAT.
• All 15 items must be priced; an incomplete schedule is disqualified.
• Each price must cover the instrument, OEM harness, straps, hard case and cover, delivery, offloading, all warranties and the once-off service at 12 months.

Validity

• 90 calendar days from the closing date, extendable in writing by the SCM Division before expiry.

Payment

• 30 days after receipt of an invoice accompanied by a delivery note.

Quantities

• The City may increase or decrease quantities subject to budget availability.

Price scrutiny

• The City may conduct a market analysis. A bidder whose price is deemed unviable must confirm in writing whether it can deliver at that price; a negative answer disqualifies the bid as non-responsive, and a positive answer leads to a risk-mitigating contract, with non-performance attracting performance warnings and possible listing on the restricted suppliers database.
• The City may negotiate a market-related price with the highest-scoring bidder and, failing agreement, with the next highest, and may cancel the quotation.

Bid security

• None required.

Registration and tax

• CSD registration with a valid CSD number is compulsory; only CSD-registered bidders are considered.
• Tax compliance status PIN, or CSD number where no PIN is available; tax status must be compliant before award.
• Joint ventures, consortia and subcontractors: each party submits its own tax compliance PIN or CSD number.

Municipal accounts

• The bidding company's municipal service charges, rates and taxes must be current: account statement not older than 3 months and not in arrears for more than 90 days, or a signed lease agreement, or a councillor's letter for bidders in informal settlements, rural areas or areas where rates are not payable.
• The same proof is required for all South African based owners, members, directors and major shareholders.

B-bbee

• A certified B-BBEE certificate, CIPC B-BBEE certificate, or sworn affidavit for EME/QSE must be submitted to claim preference points.
• Ownership claims (women, youth, people with disability) require identity documents or a medical certificate plus proof of ownership.
• Local economic participation claims require a municipal account statement or lease agreement.

Financial statements

• Signed audited financial statements for the most recent three years, or from date of establishment for newer entities, or proof that the entity is not legally required to be audited. This applies to tenders above R10 million in conjunction with MBD 5.

Joint ventures

• All bidder documents must be supplied for every JV party, plus a JV agreement signed by all parties.
• The same JV must continue for the contract duration unless the City approves a change in advance.

Disqualifying conduct

• Any director, member or shareholder in the service of the state.
• Undeclared interests in related companies (MBD 4, question 3.14).
• Listing on the National Treasury database of restricted suppliers or the register for tender defaulters, a fraud or corruption conviction in the past five years, municipal arrears exceeding three months, or a public sector contract terminated for non-performance in the past five years.

• Contract form: the successful bidder completes and signs the MBD 7 contract form (purchase of goods/works or rendering of services) on award.
• Service level agreement: the City's Group Legal and Secretariat Services may require an SLA on award; if none is concluded, the tender conditions serve as the contract.
• Delivery: within 30 working days of an official purchase order, offloaded at the designated site; no delivery without a valid purchase order, and non-compliant deliveries may be rejected.
• Warranty: minimum 12-month OEM warranty on materials and workmanship.
• Servicing: one full service 12 months after delivery, priced into the bid.
• Validity: 90 calendar days from closing, extendable in writing by SCM before expiry.
• Quantities: the City may increase or decrease quantities subject to budget availability.
• Price scrutiny: unviable pricing triggers a written delivery confirmation; refusal disqualifies the bid, and confirmed but failed delivery leads to performance warnings and possible restriction on the National Treasury database.
• Payment: 30 days after an invoice supported by a delivery note.
• Award to one bidder only.

• The quotation is evaluated in three stages: administrative compliance, mandatory requirements, then the 80/20 preference point system (80 price, 20 specific goals).
• The mandatory technical gate is submission of technical data sheets and/or manufacturer's brochures matching every specification; failure is immediate disqualification.
• Award goes to one bidder only.
• The City may benchmark pricing through a market analysis and may negotiate a market-related price with the highest-scoring bidder before awarding or cancelling.