Supply and delivery of operational materials, tools and equipment – RFQ 136/2026

Closing date: 06 November 2026

Closing time: 12:00

Bid validity period: 90 days after closing date

Public bid opening: Immediately after closing at the Finance Division Boardroom, Finance Building, Thusong Centre.

No compulsory briefing or site visit stated.

Bidding procedures and quotation documents:

• Name: Ms. Theolencia Biljohn
• Email: [email protected]
• Telephone: 023 541 1668

Technical / Specification enquiries:

• Section 1: Mr. Sam Fister

• Email: [email protected]

• Telephone: 023 541 8139

• Section 2: Mr. Selwyn Amsterdam

• Email: [email protected]

• Telephone: 023 541 1036

Document collection (physical): Ms. Theolencia Biljohn, Finance Division, Thusong Centre, Prince Albert, 6930. Office hours: Monday–Thursday 07:30–16:00, Friday 07:30–15:30.

Submission address:

Prince Albert Municipal Finance Building (Thusong Centre)

Adderley Street

Prince Albert, 6930

Submission method: physical deposit in the tender box at Prince Albert Municipal Finance Building (Thusong Centre), Adderley Street, Prince Albert, 6930. Bids may also be posted or couriered at the bidder's risk to reach the box before closing: Prince Albert Municipality, Private Bag X53, Prince Albert, 6930, marked "ATTENTION SUPPLY CHAIN MANAGEMENT UNIT". Faxed, e-mailed, telegraphic, telephonic, telex, facsimile and late bids will not be accepted.

Envelope requirements: The envelope must be sealed and clearly marked with the quotation number (RFQ 136/2026), quotation title, closing date and time. Unmarked envelopes will be disqualified at bid opening.

Documents must be completed in black ink and signed by an authorised signatory; typed-retyped responses are not allowed. The complete original bid document must be returned; missing pages disqualify the bid. Unauthorised alterations disqualify the bid.

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

• MBD 1 (Invitation to Bid): bidder details, signed as the offer.
• MBD 2 (Tax Clearance Requirements): submit SARS Tax Compliance Status (TCS) pin or CSD registration number.
• MBD 4 (Declaration of Interest): discloses any state employment or kinship with evaluators/adjudicators.
• MBD 6.1 (Preference Points Claim Form): claims B-BBEE and locality points.
• MBD 8 (Declaration of Bidder's Past SCM Practices): discloses past improper conduct, fraud, default.
• MBD 9 (Certificate of Independent Bid Determination): certifies no collusive bidding.
• MBD 15 (Certificate for Payment of Municipal Services): certified by Commissioner of Oaths; includes directors' ID copies and municipal accounts.
• MBD 3.1 (Pricing Schedule): priced, plus a quotation on company letterhead.
• MBD 7.1 (Contract Form – Purchase of Goods/Works): signed offer.
• MBD 7.2 (Contract Form – Rendering of Services) is also listed in the checklist; complete if applicable.
• Board resolution authorising the signatory (not needed for sole proprietors).
• Valid B-BBEE certificate or sworn affidavit (if claiming points).
• CIDB registration (if applicable).
• CSD report.
• CIPC company registration documents.
• Municipal accounts/lease agreement/affidavits to prove locality and no arrears.

Disqualification risks: late or unmarked bids, missing pages, unsigned or incomplete forms, unauthorised alterations, incomplete black-ink completion, not being CSD-registered, tax status inactive/non-compliant, municipal arrears over three months without settlement arrangement, persons in service of the state, or any attempt to influence evaluation after bid opening.

Evaluation basis: 80/20 preference points system.

• Price: 80 points
• B-BBEE status level of contributor: 10 points (specific goal)
• Locality: 10 points (specific goal)
• Total: 100 points

B-BBEE points (10 available):

• Level 1: 10, Level 2: 9, Level 3: 8, Level 4: 6, Level 5: 4, Level 6: 3, Level 7: 2, Level 8: 1, Non-compliant: 0.
• Proof of B-BBEE status (certificate or sworn affidavit) must accompany the bid; failure to submit proof means 0 points for B-BBEE.

Locality points (10 available):

• Within municipal boundaries: 10
• Within district (Central Karoo) but outside municipality: not explicitly scored (the table omits the value)
• Within Western Cape Province but outside municipality/district: 5
• Outside Western Cape: 0
• Proof: municipal account, lease agreement, or sworn affidavit; the business address must have been established before the advertisement date.

Price points are calculated using the PPPFA formula: Ps = 80(1 - (Pt - Pmin)/Pmin).

No minimum qualifying score stated. The municipality reserves the right to reject any bid, not accept the lowest or highest scored, and to accept part of a bid.

Supply and delivery of operational materials, tools and equipment. The scope is limited to this description in the source; no detailed spec list, quantities, or delivery location are provided in the extract. Bidders should obtain the full specification from Part B – Bid Specifications and Pricing Schedule (pages 44–47) of the bid document.

Delivery period (weeks) must be stated in the bid.

Pricing must be on MBD 3.1 and a quotation on company letterhead. Total bid price inclusive of VAT. Price scored 80/100. Bidders must also submit municipal accounts or affidavits as described to prove locality and no arrears; arrangements for settlement of arrears (if any) must accompany the bid.

Pricing: Total bid price must be stated inclusive of VAT. Price is scored out of 80 points.

Bid validity: 90 days from closing date.

Municipal arrears: Bidders or directors with municipal rates/taxes/charges in arrears for more than 3 months (without settlement arrangement made before closing) will be unsuccessful. If transaction value exceeds R10 million (VAT included), the bidder must certify no undisputed municipal service commitments overdue for more than 30 days.

Document purchase fee: R 150.00 (VAT included), payable in cash or EFT to Prince Albert Municipality, ABSA Bank, account 2640-5600-64, reference RFQ 136/2026 and company name.

No bid security, bond, or retention specified in the extracted text.

CSD registration: Mandatory for all prospective suppliers; register before bidding. Include a CSD report with the bid.

Tax compliance: Submit valid Tax Compliance Status (TCS) pin or CSD registration number (MBD 2). Tax status must be active/compliant; non-compliant bids are omitted. Joint ventures/consortia/sub-contractors must each submit separate TCS pin or CSD number.

B-BBEE: Provide a valid B-BBEE certificate or sworn affidavit (EME/QSE) to claim points; otherwise 0 points for B-BBEE. Certificate/affidavit must be attached.

CIDB: Registration required where applicable; attach proof.

CIPC registration: Attach company registration documents.

Municipal accounts: Submit copies of municipal accounts for the bidder and each director/member for the month before closing, or lease agreement/affidavits as per conditions, to prove locality and no arrears.

State employees: Bids from persons in the service of the state (as defined in MSCM Regulations) are not considered.

Past SCM practices (MBD 8): Bidders or directors must not be listed on National Treasury's prohibited database, Register for Tender Defaulters, convicted of fraud/corruption in past 5 years, or had a public contract terminated for non-performance in the past 5 years.

Independent bid determination (MBD 9): Certification of no collusive bidding; suspicious bids may be referred to the Competition Commission and NPA.

Municipal services (MBD 15): Certified declaration (Commissioner of Oaths) of no municipal arrears exceeding 3 months; attach certified ID copies of all directors.

The General Conditions of Contract (GCC) from the National Treasury apply, along with any Special Conditions of Contract (SCC) included. Where GCC and SCC conflict, SCC prevails. The bid must remain valid for 90 days after closing. The municipality may request a validity extension in writing; failure to respond is taken as acceptance. The municipality may withdraw the invitation, reject any bid, accept part of it, and is not bound to accept the lowest bid. Bidders must not contact the municipality regarding their bid after bid opening until award; attempts to influence evaluation may lead to rejection. The municipality may deduct outstanding municipal amounts from payments due.

Supplementary to standard evaluation: the specific goals are B-BBEE (10 points) and locality (10 points). Locality points: within municipal boundaries = 10, outside district but within Western Cape = 5, outside Western Cape = 0. Proof of locality via municipal account, lease agreement, or sworn affidavit; address must predate the advertisement.