RFQ 26-27-60: supply, delivery and repair of electrical components – carnavon post office (northern cape)

• Compulsory briefing session: 06 August 2026 at 11:00, venue: Carnavon Post Office, 15 Hanau Street, Carnavon.
• Clarification questions deadline: 2026/08/07.
• Closing date and time: 2026-08-13 at 11:00.
• Delivery lead time: 3 weeks from award.

• Compulsory briefing session: 06 August 2026 at 11:00.
• Venue: Carnavon Post Office, 15 Hanau Street, Carnavon.
• Attendance is compulsory (Phase 0).

• Procurement enquiries: Desigan Pillay, Procurement Specialist, Tel: 011 281 3328, Email: [email protected].
• Submission email: [email protected].
• Physical address for hand delivery: South African Post Office, Supply Chain Management, Cnr. James Drive and Moreleta Street, Silverton, Pretoria.

• Submit proposal via email to [email protected] or hand-deliver sealed to the tender box before closing date and time (2026-08-13 @11:00). Late bids will not be considered.
• Use official forms only (SBD1, SBD4) – do not retype. Any amendments must be initialled.
• All documents and correspondence must be in English.
• Pricing schedule must be in South African Rands (ZAR) and include VAT at 15%.
• Compile proposal: one original (marked 'original') in an arch lever file, loose-leaf (not bound).
• For hand delivery, seal envelope and include: bidder name, description, RFQ number, closing date/time, attention person, and bidder's name/address on reverse.
• If Consortium/JV/Partnership, submit consolidated BBBEE certificate and proof of agreement; otherwise zero points for specific goals.
• Complete and submit all returnable documents: SBD1, SBD4, Confidentiality and Non-Disclosure Agreement, Certificate of Acquaintance, latest CSD report/MAAA number, Pricing Schedule, CIDB grading 1EB, Annexure BC on company letterhead, Letter of Good Standing (COIDA).
• Failure to comply with gatekeeping criteria (Pricing Schedule, CIDB grading) leads to disqualification.
• Bid validity: 120 days from closing date. May be requested to extend validity.
• Clarification questions must be submitted in writing by 2026/08/07 to the specified contact.
• No canvassing of SAPO staff before award; direct enquiries in writing to specified person.

• Administrative: Completed SBD1, SBD4, Confidentiality and Non-Disclosure Agreement, Certificate of Acquaintance, Latest CSD Report/MAAA number.
• Gatekeeping: Pricing Schedule, CIDB Grading 1EB.
• Bid Conditions: Annexure BC on company letterhead, Letter of Good Standing (COIDA).
• Specific Goals: Valid BBBEE certificate or sworn affidavit; for JV, consolidated BEE certificate.
• Failure to submit gatekeeping documents leads to disqualification; bid condition documents may be re-submitted if requested.

• Evaluation phases: Phase 0 (Compulsory Site Visit), Phase 1 (Gatekeeping), Phase 2 (Bid Conditions), Phase 3 (Commercial: Price 80, Specific Goals 20).
• Gatekeeping: Must submit completed Pricing Schedule and valid CIDB grading 1EB (or active CRS number) at closing date. Failure disqualifies.
• Bid Conditions: Must submit Annexure BC on company letterhead confirming compliance with specifications and delivery lead times; CSD registration (if CSD shows government employment, disqualification); Letter of Good Standing (COIDA) valid at closing; SBD1 and SBD4 forms; tax compliance (CSD MAAA number enables verification; 7 working days for tax compliance); not on National Treasury restricted suppliers list.
• Specific Goals (20 points):
• ≥51% Black owned: 10 points
• ≥51% Youth owned: 5 points
• ≥51% Women owned: 3 points
• ≥1% Disabled owned: 2 points
• Proof: SANAS accredited BEE certificate OR sworn affidavit (EMEs/QSEs) OR DTI BBBEE certificate. Must be valid at closing. If not submitted, zero points but not disqualified.
• Price (80 points): Benchmark against lowest quote.
• SAPO reserves rights: not to award, cancel, negotiate with preferred bidders, split award, carry out site inspections, request audited financials, correct mistakes, award to next highest bidder if preferred fails to sign.

• Scope: Supply, delivery and repair of electrical components at Carnavon Post Office, 15 Hanau Street, Carnavon.
• Specific tasks:
• Electrical rewiring.
• Replace electrical light fittings.
• Replace fluorescent tubes and light bulbs.
• Replace and fix electrical plugs.
• Provide Electrical Certificate of Compliance (COC) for complete installation, including labelling, fault finding, testing, repairs of DBs and outlets.
• Quantities: 10 plugs, rewiring item, 18 LED fittings (public area), 2 LED fittings (post box), 51 fluorescent tubes, 15 bulbs inside, 1 outside bulb fitting.
• Compliance: SANS 10-400, SABS 0142, ECB code of conduct, OHSA 1993, local municipal by-laws, National Building Regulations, COIDA.
• Delivery lead time: 3 weeks.
• Must be CIDB registered category 1 EB (active) and provide CRS number.

• Electrical installation must adhere to SABS 0142 standards and ECB code of conduct.
• Repairs must comply with SANS 10-400 and applicable by-laws.
• Provide Certificate of Compliance (COC) for complete installation, including labelling, fault finding, testing, repairs of DBs and outlets.
• SAPO may carry out site inspections, product evaluations, or explanatory meetings to verify quality of services.
• No specific quality management system (e.g., ISO) required, but compliance with standards is mandatory.

• Pricing schedule must be completed in full; incomplete pricing renders bid non-responsive.
• Rates must include all costs: labour, insurance, equipment, materials, consumables, and VAT (15%).
• Use 15% VAT for calculations.
• Items: 10 plugs, rewiring item, 18 LED fittings (public), 2 LED fittings (post box), 51 fluorescent tubes, 15 bulbs inside, 1 outside bulb fitting, COC item.
• Provide sub-total ex VAT, add VAT @15%, total incl VAT.
• No price corrections after closing.
• Where brand specified, similar product acceptable if meets specs.
• Bidder warrants pricing free of errors and omissions.

• Pricing schedule must be completed in full; incomplete pricing renders bid non-responsive.
• Rates must include all labour, insurance, equipment, materials, consumables, and VAT (15%).
• Payment: Contract price inclusive of VAT, payable 30 days upon statement date.
• No price corrections after closing.
• Where brand specified, similar product acceptable if meets specs.
• Bidder warrants pricing free of errors and omissions.
• No specific financial capacity requirements stated (e.g., audited statements may be requested for due diligence).

• CIDB grading: minimum 1EB, valid at closing date, or active CRS number.
• Tax compliance: Must be tax compliant; provide SARS TCS PIN or CSD MAAA number. If using consortia/JV/subcontractors, each party must submit separate TCS/CSD.
• CSD registration: Mandatory on National Treasury Central Supplier Database (www.csd.gov.za).
• COIDA: Letter of Good Standing valid at closing, reflecting company's COIDA registration number.
• SBD forms: SBD1 and SBD4 completed and submitted.
• B-BBEE: Valid SANAS accredited BEE certificate, sworn affidavit (EMEs/QSEs), or DTI BBBEE certificate. Must be valid at closing.
• No persons in service of the state (or directors/members) may bid.
• Not listed on Register for Tender Defaulters or Restricted Suppliers.
• For JV/Consortium: submit consolidated BEE certificate and proof of agreement.
• Provide list of directors and shareholders on company letterhead with ID copies and CIPC certificate/share certificates.

• Comply with Occupational Health and Safety Act, 1993.
• Provide Occupational Safety File as per National Building Regulations.
• Must be registered with COIDA and provide Letter of Good Standing.
• Ensure safe execution of electrical work; adhere to local municipal by-laws and supply authority regulations.
• No specific safety plan required in bid, but compliance is mandatory.

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

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

A. Scope of supply and specific instructions ......................................................................... 1

B. Confidentiality and non-disclosure agreement ............................................................... 5

C. Certificate of acquaintance with bid documents ............................................................. 9

D. Specification ................................................................................................................................... 10

E. Evaluation criteria ...................................................................................................................... 11

F. Pricing schedule ........................................................................................................................... 13

G. Returnable document(s) ............................................................................................................ 15

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.

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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.

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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.

• Post Office may not allocate all requirements to one bidder; may split award.
• Successful bidder must commit to continuous improvement.
• Payment: 30 days from statement date, inclusive of VAT.
• Proposals must be in arch lever file, loose-leaf, one original.
• For JV/Consortium: consolidated BEE certificate required for points.
• Clarification questions must be in writing by 2026/08/07.
• Validity period: 120 days from closing.
• SAPO may cancel, negotiate, split award, carry out site inspections, request audited financials, correct mistakes.
• No canvassing of SAPO staff.
• Confidentiality agreement must be signed.

• Must be registered on CSD; if CSD indicates government employment, disqualification.
• Must be tax compliant; provide TCS PIN or CSD MAAA number.
• Must have valid CIDB grading 1EB or active CRS number.
• Must submit Letter of Good Standing (COIDA) valid at closing.
• Must complete SBD1 and SBD4 forms.
• Must not be on restricted suppliers list.
• Must submit valid BEE certificate or sworn affidavit for specific goals.
• For JV/Consortium: submit consolidated BEE certificate and proof of agreement.
• Provide list of directors and shareholders with ID copies and CIPC/share certificates.
• All documents in English; pricing in ZAR.
• No persons in service of state may bid.

• Phases: 0 (Compulsory Site Visit), 1 (Gatekeeping), 2 (Bid Conditions), 3 (Commercial: Price 80, Specific Goals 20).
• Gatekeeping: Pricing Schedule completed, CIDB grading 1EB valid at closing.
• Bid Conditions: Annexure BC, CSD registration, COIDA Letter of Good Standing, SBD1 & SBD4, tax compliance, not restricted.
• Specific Goals: as per table (10,5,3,2 points).
• Price: benchmark against lowest quote.
• SAPO may request re-submission of outstanding bid condition documents; failure leads to disqualification.