Panel appointment for caps-compliant fet physical sciences ltsm (grades 10-12) – north west education

Closing date: 03 November 2026 at 11:00

Bid validity period: 90 days from closing date

Technical enquiries:

• Contact: Dr Kgwadi-Motsusi A B
• Email: [email protected]
• Telephone: (018) 397 3013

Bidding procedure enquiries:

• Contact: Ms Tshiamo Keetile
• Email: [email protected]
• Telephone: (018) 388 4091

Submission address:

Department of Education, Garona Building, East Wing Entrance, Ground Floor next to the CFO's Office

Service/delivery area: North West, Mmabatho

Submission method: sealed envelope deposited in the bid box at the Department of Education, Garona Building, East Wing Entrance, Ground Floor next to the CFO's Office.

Envelope marking: tender number EDU 05/26NW, closing date 03 November 2026, closing time 11:00.

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

• SBD 1 (Invitation to Bid): bidder details and signed offer cover page.
• SBD 4 (Declaration of Interest): discloses any director/shareholder employed by the state or connected to the procuring institution.
• SBD 6.1 (Preference Points Claim): claims B-BBEE points under the 80/20 system.
• Full CSD report (not summary).
• Completed pricing schedule (all catalogue items must be quoted).
• Joint Venture Agreement and signed memorandum of agreement, if applicable.
• Certified copies must not be older than 6 months from closing date.

Disqualification risks:

• Late bids are not accepted.
• Bids not on official forms or not fully completed may be invalid.
• Failure to provide or comply with any compulsory requirement may render the bid invalid.
• Incomplete pricing schedule or missing catalogue items leads to elimination.

Evaluation stages:

1. Stage 1: Screening of mandatory documents (administrative compliance).
2. Stage 2: Technical mandatory requirements (functionality) – minimum threshold 75% to qualify.
3. Stage 3: Sample presentation.
4. Stage 4: Price and preference evaluation.
5. Stage 5: Consolidated evaluation report to Bid Adjudication Committee.

Stage 1 – Administrative compliance (compulsory):

• Price schedule in South African Rand, inclusive of administrative cost, storage, packaging and delivery.
• Signed and fully completed SBD 1, SBD 4, SBD 6.1.
• Joint Venture Agreement where applicable.
• Full CSD report (not summary) – department verifies bank verification, non-government employee directors, tax compliance, EME status.
• Certified copies not older than 6 months.

Non-compliance leads to elimination.

Stage 2 – Functionality (minimum 75%):

• Company experience and similar contracts (60 points):
• Company registration history: less than 1 year = 1 point; 1-2 years = 2; 2-3 years = 25; 3-4 years = 4; 4+ years = 5.
• Number of completed projects: 1 project = 1 point; 2 = 2; 3 = 3; 4 = 4.
• Evidence required per project: signed award letter/Purchase Order, invoice, completion certificate.
• Financial sustainability and working capital (40 points):
• Proven access to working capital and funding facilities = 5 points.
• Financial guarantee of R300,000 or more = 5; R200,000 = 4; R150,000 = 3; R100,000 = 2; less than R100,000 or none = 0.
• Evidence issued within 90 days of bid closing.

Stage 3 – Sample presentation:

• Shortlisted bidders must submit samples as directed.
• Evaluated on quality, durability, safety and adherence to specifications.
• Bidder bears all sample costs; samples of winning bidder remain department property for contract period.

Stage 4 – Price and preference (80/20 system):

• Price: 80 points.
• Specific goals: 20 points.
• All catalogue items must be quoted; failure renders bid non-responsive.
• Price valid for 12 months from award.

Award: highest total points, but department may not award to highest scorer if non-compliant.

Scope: Supply, packaging, distribution and catalogue management of CAPS-compliant FET Physical Sciences teaching and learning support materials (LTSM) for Grades 10-12.

Framework: Establish a panel of service providers for a 3-year period (2026/2027 to 2028/2029).

Districts served: Dr Ruth Segomotsi Mompati, Ngaka Modiri Molema, Bojanala, Dr Kenneth Kaunda.

Each school receives 1 Science kit containing 98 items.

Catalogue categories:

• Category A: Electricity and Magnetism (e.g., batteries, bulbs, circuit boards, rheostats, voltmeters, ammeters, multimeters, electroscopes, solenoids, magnets).
• Category B: Mechanics (e.g., dynamics trolleys, mass pieces, spring balances, ticker timers, photogates, stopwatches).
• Category C: Chemistry Consumables (e.g., copper sulphate, sodium hydroxide, sulphuric acid, magnesium ribbon, potassium permanganate, barium chloride, calcium chloride, ethanol).
• Category D: Laboratory Glassware (e.g., test tubes, volumetric flasks, measuring cylinders, beakers, watch glasses).
• Category E: Laboratory Furniture (e.g., mobile science trolleys, storage cabinets, reagent cabinets).
• Category F: Safety Equipment (e.g., goggles, laboratory coats, aprons, first aid kits).
• Category G: Complete Science Kits (Grade 10, 11, 12, or Combined FET).

Catalogue requirements:

• Printed catalogue with colour images, product descriptions, CAPS alignment, item codes, unit prices, ordering information.
• Electronic catalogue via PDF and/or website portal.

Delivery requirements:

• Deliveries only upon official Purchase Orders.
• Complete deliveries within 30 working days from receipt of Purchase Order.
• Deliveries Monday to Friday 08:00-13:00, excluding public and school holidays.
• Prior arrangements with each school.
• Replace breakages discovered during delivery timeously.

Samples: Bidders must submit samples for quality verification; samples of winning bidder retained by department for contract period.

Framework approach: Department establishes framework agreement with one or more service providers.

Successful bidders must:

• Compile a comprehensive CAPS-compliant Science Catalogue.
• Maintain price schedules.
• Supply approved items on demand.
• Package and distribute items directly to schools.
• Maintain stock availability throughout contract.

Orders issued via official Purchase Orders.

Catalogue must be divided into categories A-G as specified.

Provide printed and electronic catalogues (PDF and/or website portal).

Each school supplied with 1 Science kit (98 items).

Ordering per kit per school; top-up orders possible.

Replace breakages during delivery timeously.

Bidders may be expected to demonstrate knowledge of kit usage during presentation sessions.

Experience requirement: Proven experience in supply and delivery of educational, teaching and learning support materials (LTSM), MST resources, or similar goods.

Evidence required for each project claimed:

• Signed award letter(s) and/or official Purchase Order(s).
• Invoice(s) corresponding to stated project value.
• Completion certificate(s) signed by client.

Company registration history used to determine experience points.

Post-award verification of experience documents may be conducted.

Inspection: Department may inspect bidder's premises at any reasonable time during production, execution or completion.

Bidder must provide facilities for inspections, tests and analysis free of charge.

Quality assurance: Department may conduct random audits and inspections throughout contract to verify compliance with specifications, safety requirements and contractual obligations.

Samples: Bidders must submit samples; evaluated on quality, durability, safety and adherence to specifications.

All catalogue items must be quoted; incomplete catalogue leads to non-responsiveness and elimination.

Prices inclusive of administrative storage, packaging and distribution to schools and offices.

Prices valid for 12 months from award.

All items constitute a single kit and must be supplied as a complete set.

Bidders may choose cluster 1 or cluster 2 or both (cluster details not fully specified in document).

Department reserves right to appoint 1 service provider.

Pricing:

• Price schedule in South African Rand, VAT inclusive.
• Prices inclusive of administrative cost, storage, packaging and delivery to schools and offices.
• Prices valid for 12 months from award.
• All catalogue items must be quoted; incomplete catalogue leads to elimination.
• All items constitute a single kit and must be supplied as a complete set.

Payment:

• No payment before 100% delivery.
• Part-payment possible at 80% delivery: 90% of invoice paid, 10% retained for 3 months.
• Payment withheld if delivered quantity less than 80% of order.

Working capital evidence (for functionality scoring):

• Bank statement, credit facility letter, overdraft facility, trade credit facility, or financial guarantee of R300,000 or more.
• Evidence issued within 90 days of bid closing.

Tax compliance:

• Submit SARS TCS PIN or CSD number.
• Each party in a consortium/JV/sub-contracting must submit separate TCS/CSD.
• No bids from persons in the service of the state, or companies/CCs with directors/members in state service.

Csd:

• Full CSD report (not summary) compulsory.
• Department verifies bank verification, non-government employee directors, tax compliance, EME status.

B-bbee:

• Preference points claimed via SBD 6.1 under 80/20 system.
• Specific goals: 51%+ women owned (6 points), 51%+ black owned (4), 51%+ youth owned (4), enterprise located in North West (2), 51%+ disability owned (4).
• Proof/documentation required to claim points.

Certified copies must not be older than 6 months from closing date.

Joint Venture: signed memorandum of agreement required if applicable.

Product safety: All supplied items must be safe, suitable and designed for use by children aged 4-6 years.

Non-conforming items rejected and replaced at contractor's cost.

Safety equipment category in catalogue includes goggles, laboratory coats, aprons, first aid kits.

Contract duration: 3 years (2026/2027 to 2028/2029).

Special conditions:

• SCC 1: Compliance with specifications and product safety – items must be safe for children aged 4-6; non-conforming items replaced at contractor's cost.
• SCC 2: Ordering, delivery and lead times – deliveries only on official Purchase Orders, within 30 working days, Monday-Friday 08:00-13:00, excluding holidays.
• SCC 3: Delivery documentation – original delivery notes with full details, item checklists, signed by principal; photocopies not accepted for payment.
• SCC 4: Invoicing and payment – payment only on 100% delivery; part-payment at 80% delivery (90% paid, 10% retained 3 months).
• SCC 5: Liability for incorrect/non-compliant deliveries – contractor bears losses, damages, shortages.
• SCC 6: Reporting and dispute resolution – queries reported within 10 calendar days; contractor to resolve.
• SCC 7: Inspection and quality assurance – department may conduct announced/unannounced inspections.
• SCC 8: Departmental responsibilities – department issues Purchase Orders, provides school info, verifies deliveries, processes payments.
• SCC 9: Appointment of multiple service providers – department may appoint more than one; no exclusive rights.
• SCC 10: Delays, partial deliveries and penalties – penalty 1% per week of delay, max 10%; cancellation rights if outstanding after 20 working days; termination for repeated poor performance (3+ occurrences in 12 months).

SCC 1-10 as detailed in contractual_terms.

Key penalties: 1% per week of delay, max 10%; cancellation if outstanding after 20 working days; termination for repeated poor performance.

Department may appoint multiple service providers; no exclusive rights.

Inspection rights: announced or unannounced inspections at schools, warehouses, distribution facilities.

Bidders must submit samples to ensure kits meet minimum quality standards.

Strict adherence to pricing schedule; inaccurate completion leads to elimination.

Demonstrate proven experience in LTSM/MST supply.

Provide evidence for each project claimed (award letter, invoice, completion certificate).

Demonstrate adequate working capital with evidence (bank statements, credit facility, guarantee of R300,000+).

All catalogue items must be quoted.

Evaluation stages: Stage 1 (mandatory documents), Stage 2 (functionality, min 75%), Stage 3 (sample presentation), Stage 4 (price and preference), Stage 5 (consolidated report).

Stage 1: Price schedule in ZAR, SBD 1, SBD 4, SBD 6.1, JV agreement if applicable, Full CSD report, certified copies not older than 6 months.

Stage 2: Company experience (60 points) and financial sustainability (40 points).

Stage 3: Samples evaluated on quality, durability, safety.

Stage 4: Price 80 points, specific goals 20 points.

Award to highest total points, but department may not award to non-compliant bidder.