Supply and delivery of SAPO branded reflective vests – national government tender

Issue date: 21 October 2026

Clarification questions deadline: 29 October 2026

Closing date and time: 30 October 2026 at 11:00

Bid validity period: 120 days from closing date (until 27 February 2027)

Prototype sample due: within 2 weeks of preferred bidder notification

Delivery period: within 4 weeks of receiving order

No compulsory briefing session indicated

Enquiries (SCM and technical):

• Contact: Lungisa Mgidlana
• Role: Acting Procurement Officer / Procurement Specialist
• Email: [email protected]
• Telephone: 012 845 2622

Submission email: [email protected]

Delivery address:

South African Post Office

Supply Chain Management

Corner James and Moreleta Drive

Silverton

Pretoria, 0001

Submission method: email to [email protected]

Closing date and time: 30 October 2026 at 11:00 (no late bids accepted)

Bidder responsible for ensuring email is received by closing time

Proposal format: one original marked 'original' in arch lever file(s), loose-leaf (not bound)

If hand delivered: sealed envelope with bidder name, description, RFQ number, closing date/time, contact person name, and bidder name/address on reverse

All documents in English; pricing in ZAR with 15% VAT; amendments initialled by bidder

Validity period: 120 days from closing date

Returnable documents (all must be submitted):

• SBD1 (Invitation to Bid) completed and signed with proof of authority (e.g. company resolution)
• SBD4 (Bidder's Disclosure) completed
• Confidentiality and Non-Disclosure Agreement signed
• Certificate of Acquaintance with Bid Documents signed
• Latest CSD Report / MAAA number
• Annexure F1 (BOQ/Pricing Schedule) completed in full — gatekeeping criterion, failure disqualifies
• Annexure BC on company letterhead confirming compliance with supply and delivery quantities
• Directors list on company letterhead with ID copies and CIPC certificate
• Shareholders list on company letterhead with ID copies and share certificates
• For joint ventures/consortia: consolidated B-BBEE certificate and signed JV/consortium agreement with lead partner identified and power of attorney

Clarification questions deadline: 29 October 2026 (submit in writing to Lungisa Mgidlana)

Prototype sample required within 2 weeks of preferred bidder notification for approval before full delivery

Three-phase evaluation:

Phase 1 — Gatekeeping (mandatory, failure disqualifies):

• Completed BOQ/Pricing Schedule Annexure F1 submitted

Phase 2 — Bid Conditions (must be submitted; missing documents requested for re-submission, failure to resubmit during evaluation disqualifies):

• Annexure BC on company letterhead confirming compliance with specification quantities and delivery addresses
• CSD registration (MAAA number) — government employees disqualified
• SBD1 and SBD4 completed
• Tax compliance: TCS PIN or CSD number (7 working days for verification from SAPO request)
• Not on National Treasury restricted suppliers list
• Not a person in service of the state, no directors/members in state service

Phase 3 — Commercial (80/20 preference point system):

• Price: 80 points, benchmarked against lowest quote
• Specific Goals: 20 points allocated as:

• ≥51% Black owned: 10 points

• ≥51% Youth owned: 5 points

• ≥51% Women owned: 3 points

• ≥1% Disabled owned: 2 points

• Specific Goals evidence: SANAS-accredited B-BBEE certificate, or sworn affidavit by Commissioner of Oaths (EMEs/QSEs), or DTI B-BBEE certificate (EMEs/QSEs)
• Missing Specific Goals evidence scores zero points but does not disqualify
• Joint ventures/consortia must submit consolidated B-BBEE certificate to earn points
• Successful bidder must sign written contract form (SBD7)

Scope: Manufacture or supply and deliver SAPO branded reflective vests for postmen

Quantity: 3,790 vests (2 per postman) once-off purchase

Standard: ISO 20471 compliant

Delivery location: SAPO Supply Chain Management, Corner James and Moreleta Drive, Silverton, Pretoria, 0001

Size and gender breakdown per region (national total 3,790):

• Central: 498 (Female 146, Male 352)
• Eastern: 144 (Female 54, Male 90)
• Gauteng: 1,884 (Female 208, Male 1,676)
• KwaZulu-Natal: 394 (Female 28, Male 366)
• North: 218 (Female 88, Male 130)
• Western: 652 (Female 90, Male 562)

Material: 100% polyester or equivalent, fluorescent and retro-reflective combined properties, waterproof with zip

Print: suitable for polyester fabric, cured

Packaging: each vest with unique material size number; woven or printed care label permanently secured

Prototype: successful bidder must provide sample to SCM Quality Management, Silverton within 2 weeks of preferred bidder notification for approval before full delivery

Delivery timeline: within 4 weeks of order receipt

Security controls: vests issued to identified employees recorded against personnel number, delivery office, area; acknowledgement of receipt signed; lost/stolen vests reported immediately; numbered vests and tamper-resistant branding considered

Alignment: SAPO Corporate Clothing Policy — vests must be worn on duty

Quality management and verification:

• SAPO may carry out site inspections, product evaluations, or explanatory meetings to verify nature and quality of services before or after adjudication
• Prototype sample required from successful bidder within 2 weeks of preferred bidder notification for final approval by SCM Quality Management Department, Silverton, before full delivery commences
• Vests must meet ISO 20471 standards
• Material specification: 100% polyester or equivalent with combined fluorescent and retro-reflective properties, waterproof with zip
• Print must be cured and suitable for polyester fabric
• Packaging: each vest with unique material size number and permanently secured woven/printed care label
• Security risk mitigation: vests issued to identified employees with personnel number recording; acknowledgement of receipt; lost/stolen reporting procedure; numbered vests and tamper-resistant branding considered
• SAPO reserves right to request audited financial statements or other documentation for due diligence

Pricing schedule requirements (Annexure F1):

• Must be completed in full in South African Rands (ZAR)
• Rates must include all labour, equipment, materials, consumables, insurance, and 15% VAT
• Compulsory to quote for all items; incomplete pricing renders bid non-responsive
• No price corrections requested after closing
• Where specific brand mentioned, similar product meeting specifications acceptable
• Pricing schedule is a gatekeeping criterion — failure to submit completed Annexure F1 disqualifies bid
• Price evaluation: 80 points benchmarked against lowest quote
• Payment: 30 days from statement date, contract price inclusive of VAT

Pricing schedule (Annexure F1) must be completed in full in South African Rands (ZAR)

Rates must include all labour, equipment, materials, consumables, insurance, and 15% VAT

Incomplete pricing renders bid non-responsive; no price corrections after closing

Payment terms: 30 days from statement date; contract price inclusive of VAT

No upfront payment (SAPO does not conduct upfront payment)

Bid security, bonds, guarantees, retention: not specified

Financial capacity thresholds (turnover, audited statements): not specified, though SAPO reserves right to request audited financial statements for due diligence

Mandatory eligibility:

• Registered on National Treasury Central Supplier Database (CSD) with valid MAAA number
• Tax compliant: SARS TCS PIN or CSD number (7 working days for verification)
• Not on National Treasury restricted suppliers list
• No directors/members who are persons in service of the state

Returnable forms (each one line):

• SBD1 (Invitation to Bid): offer cover page with bidder details, signed with proof of authority
• SBD4 (Bidder's Disclosure): declares state employment, relationships, connected enterprises; false declaration disqualifies
• Confidentiality and Non-Disclosure Agreement: binds bidder to protect SAPO confidential information
• Certificate of Acquaintance with Bid Documents: confirms bidder reviewed all documents
• Directors list on company letterhead with ID copies and CIPC certificate
• Shareholders list on company letterhead with ID copies and share certificates
• Annexure BC on company letterhead: confirms compliance with supply/delivery quantities
• Annexure F1: pricing schedule (gatekeeping)

B-BBEE for Specific Goals points (not mandatory for eligibility):

• SANAS-accredited B-BBEE certificate, or sworn affidavit (EME/QSE), or DTI B-BBEE certificate (EME/QSE)
• Joint ventures/consortia: consolidated B-BBEE certificate and signed agreement

CIDB grading: not applicable (non-construction)

Local content: not specified

Health and safety aspects:

• Reflective vests intended to improve visibility, identification, and safety of postmen during delivery duties, especially in gated communities, estates, complexes, malls, and controlled-access environments
• Vests must comply with ISO 20471 (high-visibility clothing standard)
• Material: fluorescent and retro-reflective for enhanced visibility across all weather conditions; waterproof
• Security risk mitigation: vests not standalone authorisation; existing access-control protocols (ID cards, biometric registration, delivery schedules, route confirmation, access registers) still required
• Lost/stolen vests must be reported immediately to supervisor, Security and Investigations, and SAPS; vest allocation record flagged; affected sites notified to prevent misuse
• Employees accountable for safekeeping and authorised use while on duty
• Corporate Clothing Policy requires postmen to wear vests when delivering mail

Key contractual terms and SAPO rights:

• Contract formation: successful bidder must sign written contract form (SBD7)
• General Conditions of Contract (GCC) apply, plus any special conditions
• Preferential Procurement Policy Framework Act and Regulations apply
• SAPO reserves right to:

• Reject/disqualify bids missing data, late, non-conforming, or non-compliant with specification

• Not award or cancel RFQ at any time

• Negotiate with preferred/reserved bidders on any terms including price

• Accept part of a bid or split award between multiple bidders

• Cancel/terminate bid process at any stage

• Conduct site inspections, product evaluations, explanatory meetings

• Request audited financial statements for due diligence

• Place respondent on National Treasury restricted suppliers database for up to 10 years for incorrect information

• Award to bidder not highest scoring if objective criteria indicated

• Correct mistakes in bid documents or process at any stage

• Award to next highest scoring bidder if preferred bidder fails to sign/commence within reasonable period; validity of next ranked bids deemed to remain valid

• No canvassing of SAPO staff; all enquiries in writing to specified person
• Joint ventures/consortia: must submit proof of arrangement (signed agreement); agreement must define roles, responsibilities, lead partner with power of attorney
• Samples: SAPO does not pay for samples; damaged/destroyed samples from testing not compensated
• Purchase conditions: terms stated in main contract between SAPO and appointed provider

Additional evaluation details:

• Gatekeeping: only Annexure F1 completion is explicitly listed as gatekeeping criterion
• Bid Conditions re-submission: if documents missing at closing, bidder asked to re-submit; failure during evaluation period disqualifies
• Tax compliance verification: SAPO uses MAAA number from SBD1 to verify; 7 working days allowed from request date
• Restricted suppliers: checked on all National Treasury platforms
• Specific Goals evidence: SANAS certificate, sworn affidavit (EME/QSE), or DTI certificate; expired certificates not accepted; must be valid at bid closing date
• Joint ventures/consortia: consolidated B-BBEE certificate required for points; signed agreement as proof of arrangement; lead partner with power of attorney identified
• SAPO rights: may reject/cancel RFQ at any time; not bound to accept highest score; may negotiate with preferred bidders; may accept part of bid; may split award; may cancel after closing, presentations, evaluation, or preferred bidder notification; may conduct site inspections/product evaluations; may request audited financials for due diligence; may place supplier on restricted database for up to 10 years for incorrect information; may award to next highest scorer if preferred bidder fails to sign/commence; may correct mistakes at any stage
• No canvassing of SAPO staff; enquiries only in writing to specified person