Supply and install two 12,000 btu heating/cooling air-conditioners at stanger post office (kwadukuza)

Closing date and time: 11 June 2026 at 11:00. Clarification questions must be submitted in writing by 8 June 2026. Bid validity period: 120 days from closing date.

7.1 Bidders are encouraged to submit clarification questions in writing to South African Post Office Officials mentioned above not later than 2026/06/08 No further questions will be entertained after this period.

Enquiries: Desigan Pillay, Procurement Specialist. Email: [email protected]. Phone: 011 281 3328. Submission email: [email protected]. Address: South African Post Office, Cnr. James Drive and Moreleta Street, Silverton, Pretoria.

Submit proposals via email to [email protected] or hand-deliver sealed bids to the tender box by 11:00 on 11 June 2026. Late submissions will not be considered.

Required returnable documents:

• Completed SBD1 (Invitation to Bid) and SBD4 (Bidder’s Disclosure) forms.
• Latest CSD Report or MAAA number.
• Completed Confidentiality and Non-Disclosure Agreement.
• Completed Certificate of Acquaintance with Bid Documents.
• Pricing schedule (fully completed in ZAR, inclusive of 15% VAT).
• Valid CIDB grading certificate (minimum 1ME or 1EB) or active CRS Number.
• Annexure BC (confirmation of compliance with specifications and lead times).
• Letter of Good Standing (COIDA) valid on bid closing date.
• Valid BBBEE Certificate, SANAS-accredited sworn affidavit, or DTI BBBEE Certificate (for Specific Goals scoring).

Hand-delivered bids must be sealed and labeled with: bidder name, proposal description, RFQ number (RFQ 26/27/34/DP), closing date/time, and recipient details. All documents must be in English. Amendments to documents must be initialed.

Failure to comply with gatekeeping criteria (pricing schedule, CIDB grading) will disqualify the bid. Tax compliance documents may be submitted within 7 working days of request; other outstanding bid conditions must be submitted within 2 working days.

PROPOSAL TO BE EMAILED [email protected]

Scope: Supply and installation of two (2) 12,000 BTU Alliance Energy Saver Hi-Wall Split Air-Conditioners (Heating and Cooling) at Stanger Post Office, Corner King Shaka and Gizenga Street, KwaDukuza Central.

Requirements:

• Fully functional air-conditioning units to support reinstatement of the Motor Vehicle License (MVL) process.
• Delivery lead time: 1 week from award.
• Similar products to the specified brand may be submitted if they meet the required specifications.
• All costs (labour, insurance, equipment, materials, consumables) must be included in the quoted rates.

Point of delivery: Stanger Post Office, KwaDukuza Central.

ated and/or after the Preferred Bidders and Reserved Bidders have been notified of

their status as such.

10.3.6 To carry out site inspections, product evaluations or explanatory meetings in order to verify

the nature and quality of the Services bidded for, whether before or after adjudication of the

bid.

10.3.7 Request audited financial statements or other documentation for the purposes of a due dili-

gence exercise;

10.3.8 to cancel the contract and/request that National Treasury place the Respondent on its Data-

base of Restricted Suppliers for a period not exceeding 10 years, on the basis that a contract

was awarded on the strength of incorrect information furnished by the Respondent or on any

other basis recognised in law;

10.3.9 To award the bid to a Bidder who is not the highest scoring Bidder, provided that an objective

criteria was indicated in the evaluation criteria.

10.3.10 To correct any mistakes at any stage of the bid that may have been in the bid documents or

occurred at any stage of the bid process.

RFQ 26/27/34/DP of 23

10.3.11 To award the business to the next highest scoring bidder(price and specific goal), provided

that he/she is still prepared to provide the required Goods/Services at the quoted price,

should the preferred bidder fail to sign or commence with the contract within a reasonable

period after being requested to do so. Under such circumstances, the validity of the bids of

the next ranked bidder(s) will be deemed to remain valid, irrespective of whether the next

ranked bidder(s) were issued with a Letter of Regret. Bidders may therefore be requested to

advise whether they would still be prepared to provide the required Goods/Services at their

quoted price, even after they have been issued with a Letter of Regret.

10.4 No attempts may be made, whether directly or indirectly, to canvass any member of SAPO staff before

the award of the contract. Any enquiries must be referred, in writing, to the specified person(s).

GIDB Grading 1ME or 1EB

2.2 Bid Condition Documents

Should the bidder fail to submit at the time of closing of the bid, bidder/s will be requested to submit the out-

standing bid condition/s document(s) within Two (2) working days excluding statutory requirements that being

tax compliance.

Seven (7) working days for tax compliance shall apply from the date the request was sent by SAPO. Failure

to comply will result in the disqualification of their bid.

RFQ 26/27/34/DP of 23

Bid Conditions Returnable Documents Submitted

[Yes or No]

Annexure BC Compliance with bidding requirements and project im-

plementation lead time as indicated in the specification document.

Letter of Good Standing [COIDA] Act No – The Letter of

Good Standing submitted must be valid on the date and time of bid

closing and reflect the bidding companies’ COIDA Registration number

3. Points for Specific Goals

Tenderers who do not submit specific goal requirement will not be disqualified from the bid process, but they

will score zero (0) points out of 10/20 for the specific goal.

Required Documents to be submitted for evaluation Submitted

[Yes or No]

Valid BBBEE Certificate - SANAS accredited OR Signed Sworn

Affidavit by a Commissioner of oaths (EMEs and QSEs) OR a DTI

BBBEE Certificate (EMEs and QSEs).

Joint Venture (i.e. incorporate/unincorporated), a consolidated

BEE certificate must be submitted to earn the relevant point(s).

H. Annexure BC

RFQ 26/27/34/DP of 23

Bidders’ letterhead

Date: _______________

Bidders’ name: ________________________________________________

Herewith we, “the bidder” confirm the following:

Statement Required Re- Response from Bidder

sponse

Compliance with bidding requirements and pro- Indicate Yes or No

ject implementation lead time as indicated in the

specification document.

Signature: _____________________________

Name of signatory: _____________________________

Title of signatory: _____________________________

Contact Details: _____________________________

Email address: _____________________________

RFQ 26/27/34/DP of 23

gate-keeping criteria will result in the disqualification of the bid.

1.1 Pricing Schedule

 Pricing schedule should be completed in full in the format of the document

1.2 CIDB Grading

 The bidder must submit a valid CIDB minimum grade 1ME or 1EB, the certificate/proof submitted of a

CIDB minimum grade 1ME or 1EB accreditation must be valid on the date of bid closing or bidder can

submit a valid CRS Number that is active and valid on the date of bid closing.

ables required to execute the service.

2. Bidders shall quote rates that include value added tax;

[Yes or No]

Pricing Schedule

GIDB Grading 1ME or 1EB

2.2 Bid Condition Documents

Pricing must include all costs (labour, insurance, equipment, materials, consumables) and 15% VAT. Quotes must be in South African Rands (ZAR). The pricing schedule must be fully completed; incomplete pricing will deem the bid non-responsive.

Payment terms: Contract price is inclusive of VAT and payable within 30 days of statement date.

Bid validity: 120 days from closing date. Bidders may be requested to extend validity at the same terms if evaluation is not finalised. Failure to respond to an extension request may result in exclusion.

Mandatory compliance requirements:

• Tax Compliance: Submit TCS PIN (via SARS e-filing at www.sars.gov.za) or CSD MAAA number. If no TCS PIN is available, a valid CSD number must be provided. Each party in a consortium/JV must submit separate TCS/CSD documentation.
• Central Supplier Database (CSD): Bidders must be registered on the National Treasury CSD (register at www.csd.gov.za).
• CIDB Grading: Valid CIDB certificate (minimum grade 1ME or 1EB) or active CRS Number required.
• COIDA: Valid Letter of Good Standing (Compensation for Occupational Injuries and Diseases Act) must be submitted. If using a third party, their COIDA certificate must include the bidding company’s details.
• SBD Forms: Completed SBD1 (Invitation to Bid) and SBD4 (Bidder’s Disclosure) forms must be submitted.
• Restricted Suppliers: Bidders listed on the National Treasury Restricted Suppliers list will be disqualified.
• B-BBEE: Valid B-BBEE Certificate (SANAS-accredited), sworn affidavit (for EMEs/QSEs), or DTI BBBEE Certificate required for Specific Goals scoring. Consolidated BEE certificates are required for joint ventures/consortia.
• Foreign Suppliers: Must answer the foreign supplier questionnaire if applicable.

Non-compliance with mandatory requirements (e.g., tax, CIDB, COIDA) may result in disqualification.

11.1 A trust, consortium or joint venture, will qualify for points for their specific goal as a legal entity, provided that the entity submits their B-BBEE status level certificate. 11.2 A trust, consortium or joint venture will qualify for points for their specific goal as an unincorporated or incorporated entity, provided that the entity submits their consolidated B-BBEE scorecard as if they were a group structure and that such a consolidated B-BBEE scorecard is prepared for every separate bid. If a consolidated BBBEE Certificate is not submitted together with the proposal at closing date of the bid, the bidder will not be disqualified but receive zero (0) points for Specific

5.1 Bidders responding to this RFQ are deemed to do so, on the basis that they acknowledge and accept all

the Terms and Conditions of this RFQ.

5.2 Proposals must be submitted through the Tender Box or email. It is the bidder’s sole responsibility to

ensure that the bid has been submitted via email or inserted in the tender box by no later than the

2026/06/11 @11:00 Proposals received after the stipulated bid closing date and time will not be consid-

ered for bid evaluation purposes.

5.3 Any amendments to the proposal documents, whether erasures or by means of correction fluid (e.g.

Tippex), must be initialled by the bidder.

5.4 All documents and correspondence must be in English, failure to comply, the bid proposal will not be

evaluated.

5.5 Pricing schedule must be completed in South African Rands (ZAR). Failure to provide the bid in South

proof of Consortium / JV / Partnership. If a consolidated BBBEE Certificate is not submitted together

with the proposal at closing date of the bid, the bidder will not be disqualified but receive zero (0)

points for Specific Goals/Preference points. Bidder must submit a valid BBBEE Certificate, an ex-

pired BBBEE Certificate .and must be valid at the bid closing date

RFQ 26/27/34/DP of 23

5.7 Hand delivered proposals must be delivered sealed. The following information shall appear on the outside

of the sealed proposal:

5.7.1 Name of bidder;

5.7.2 Description of proposal;

5.7.3 RFQ number;

5.7.4 Closing date and time;

5.7.5 Name of person for whose attention the proposal is intended; and

5.7.6 The name and address of the Bidder must be written on the reverse side of the proposal /

envelope.

meets the required specifications.

NB: The bidder warrants that the pricing quoted below is free of any errors and omissions and that he/she is

able to deliver the service on the price quoted.

Sbd1 - invitation to bid ............................................................................................................................ 1

Sbd4 - bidder’s disclosure .................................................................................................................... 3

A. Scope of supply and specific instructions ......................................................................... 6

B. Confidentiality and non-disclosure agreement ............................................................. 10

C. Certificate of acquaintance with bid documents ........................................................... 14

D. Specification ................................................................................................................................... 15

E. Evaluation criteria ...................................................................................................................... 16

F. Pricing schedule ........................................................................................................................... 18

G. Returnable document(s) ............................................................................................................ 19

Sbd1 - invitation to bid

shall, when used in this Confidentiality Agreement, bear the meanings ascribed to them:

1.1 “Bidder” shall mean any person who attends the briefing session and/or any entity which is represented

at the briefing session whose details and signature are set out in the attendance register;

1.2 “Confidentiality Agreement” shall mean this confidentiality Agreement; and

1.3 “Post Office” shall mean the South African Post Office, a public company with limited liability duly

incorporated in accordance with company laws of the Republic of South Africa with registration number

1991/005477/06.

2 introduction

2.1 The Bidder has attended a briefing session which is hosted by the Post Office, at which the Post Office

shall provide information to Bidders who wish to enter into discussions with the Post Office concerning

a number of issues pertaining to the possible provision of services by the Bidder to the Post Office,

which discussions may or may not result in the Post Office and the Bidder entering into an agreement,

arrangements, discussions or alliances.

2.2 During the briefing session and in negotiating the business relations, the Post Office shall disclose

confidential information relating to its business to the Bidder.

2.3 The Bidder agrees to be bound by the terms and to be subject to the conditions of this Confidentiality

written, printed, photographic and recorded information of all types that is:

3.1 Confidential or secret information relating to the commercial and financial activities of the Post Office,

which would include legal, financial, contractual or commercial arrangements between the Post Office

group of companies, customers and/or third parties;

3.2 Confidential information and details concerning current or prospective customers, suppliers, commer-

cial associates and other parties with whom the Post Office enjoys a commercial relationship;

3.3 Proposed, impending or actual commercial transactions, arrangements, ventures, agreements or op-

portunities which are of a confidential or secret nature;

3.4 Trade secrets, operating procedures, quality control procedures, approximate operation personnel re-

quirements, descriptions, trade names, trademarks, know how, techniques, technology, copyright, and all

goodwill relating to the business and any other existing intellectual property rights or any intellectual prop-

erty created as a result of the provision of services;

3.5 Confidential or privileged information concerning disputes, claims, litigation or similar actions in which any

party is or may become involved; and

3.6 Any other information surrounding the nature of the discussions giving rise to this Confidentiality Agree-

ment.

RFQ 26/27/34/DP of 23

4.1 The information is publicly available, or becomes publicly available otherwise than by action of the Bidder;

or

4.2 The information was already known to the Bidder (as evidenced by its written records) prior to its receipt

under this or any previous confidentiality agreement between the parties or their affiliates; or

4.3 The information was received from another party not in breach of an obligation of confidentiality.

5.1 The Bidder acknowledges that the Confidential Information is a valuable and unique asset proprietary to

the Post Office.

5.2 The Bidder agrees that it shall not disclose the Confidential Information to any third party for any reason

or purpose whatsoever without the prior written consent of the Post Office.

5.3 The Bidder may disclose the Confidential Information only to its directors and other officers, employees

and professional advisors agents and consultants only on a strictly need-to-know basis and on the terms

and conditions provided for in this Confidentiality Agreement.

5.4 The Bidder undertakes not to use the Confidential Information for any purpose other than:

5.4.1 That for which it is disclosed; and

5.4.2 In accordance with the provisions of this Confidentiality Agreement.

5.5 The Bidder undertakes to ensure that their employees will observe and comply with their obligations in

respect thereof, whether or not they remain employees of the Bidder.

5.6 The Bidder agrees that it shall only, where necessary, disclose the Confidential Information to its profes-

sional advisers, agents and consultants, provided that such professional advisers, agents and consultants

sign a similar undertaking and that they are aware of the confidential nature of the information being made

available to them.

5.7 The Bidder shall takes all steps necessary to procure that such professional advisers, agents and consult-

ants agree to abide by the terms of this Confidentiality Agreement to prevent the unauthorized disclosure

of the Confidential Information to third parties.

6.1 All Confidential Information disclosed by the Post Office to the Bidder is acknowledged by the Bidder to

be proprietary to the Post Office who shall retain all right, title and interest in and to that information.

6.2 The possession of the Confidential Information by the Bidder does not to confer any rights of whatever

nature in such Confidential Information to the Bidder.

6.3 No provision in this Confidentiality Agreement shall be interpreted to confer any right of license under any

trademark, patent or copyright, or any applications for such a trademark, patent or copyright which may

be pending now or in the future to the Bidder.

9.1 Any breach of any obligation or undertaking by the Bidder will constitute a material breach of this Confi-

dentiality Agreement.

9.2 The Bidder shall be liable to pay the Post Office all costs incurred in the protection of its interests in terms

of this Confidentiality Agreement on an attorney and own client scale.

9.3 The Bidder acknowledges that the Post Office shall be entitled to apply to court for an interdict or other

appropriate relief against the Bidder, should the Post Office have any reasonable basis to believe that the

whether before or after the commencement of this Confidentiality Agreement, not to pursue the discussions to

enter into a business relationship or that the relationship between the parties pursuant to those discussions is

terminated for any reason whatsoever.

11.1 This Confidentiality Agreement constitutes the sole record of the agreement between the parties with

regard to the subject matter hereof. No party shall be bound by any express or implied term, represen-

tation, warranty, promise or the like not recorded herein.

11.2 No addition to, variation of, or agreed cancellation of this Confidentiality Agreement shall be of any force

or effect unless in writing and signed by or on behalf of the parties.

11.3 No relaxation or indulgence which the Post Office may grant to the Bidder shall constitute a waiver of

the rights of the Post Office and shall not preclude the Post Office from exercising any rights which may

have arisen in the past or which might arise in future.

RFQ 26/27/34/DP of 23

11.4 The Bidder agrees and confirm by their signature to the RFQ Documents that any present and/or previ-

ous discussions or correspondence shall, for purposes of this Confidentiality Agreement, be considered

to be Confidential Information.

11.5 An approval or consent given by a party under this Confidentiality Agreement shall only be valid if in

writing and shall not relieve the other party from responsibility for complying with the requirements of

this Confidentiality Agreement nor shall it be construed as a waiver of any rights under this Confidenti-

ality Agreement except as and to the extent otherwise expressly provided in such approval or consent,

or elsewhere in this Confidentiality Agreement.

RFQ VALIDITY PERIOD: (120) DAYS (from closing date)

2.7 NO bids will be considered from persons in the service of the state, companies with directors the service of the state.” Nb: failure to provide / or comply with any of the above particulars may render

E. Evaluation criteria ...................................................................................................................... 16

they will score zero (0) points for the specific goal(s) envisioned with this project. Bidder must submit a valid

3. Commercial Evaluation

The bid will be evaluated on the 80/20 Preferential Point System.

Price (80) and Specific Goals (20)

Contribution to Specific Goals 20/100 Points will be award to bidders goal table below

Specific Goal Points Required Documents to be submitted for evaluation

non responsive bid and will not be considered in the evaluation process.

competitor regarding the quality, quantity, specifications, prices, including methods, factors or formulas

points for Specific Goals/Preference points. Bidder must submit a valid BBBEE Certificate, an ex