RFQ for e-waste management services – mpumalanga government tender

Closing date: 25 August 2026 at 12:00 PM. Late submissions will not be considered.

RFQ validity period: 60 days from closing date.

Technical/specification queries: [email protected], 013 754 2700 / Cell: 063 705 1195.

RFQ responses must be emailed to: [email protected].

Returnable documents — all must be completed, signed and submitted with the quotation:

• Fully completed and signed RFQ document.
• Official quotation on company letterhead.
• Latest tax clearance certificate.
• Latest B-BBEE certificate (SANAS-accredited) or sworn affidavit for EME/QSE.
• CSD report or MAAA number.
• ID copies of company directors.
• Signed Supplier Code of Conduct.
• All SBD forms (declaration forms) signed and returned.

Submission channel: quotations must be emailed to [email protected], with the RFQ number and description in the subject line. Quotations not sent to this address will not be considered.

Disqualification risks:

• Late or incomplete submissions.
• Quotation not on company letterhead.
• Non-compliance with tax status at time of award (7 working days to rectify).
• Fraudulent or untrue information, false declarations on SBD forms.
• Being listed on National Treasury's restricted suppliers database.
• Failure to quote in line with the specification.

Fully completed and signed RFQ, official quotation on company letterhead, latest tax clearance, latest B-BBEE certificate (SANAS accredited or sworn affidavit for EME/QSE), CSD report or MAAA number, ID copies of company directors, and Supplier Code of Conduct.

Evaluation follows SAFCOL SCM Policy and Preferential Procurement Policy Framework Regulations 2022, in three phases:

Phase 1 — Administrative Compliance:

• Full completion of the RFQ document.
• Completion of all SBD declaration forms.
• Proof of tax compliance (SARS PIN or tax clearance certificate).
• Proof of company registration (Pty, Trust, CC, etc.).
• B-BBEE certificate or sworn affidavit (failure to attach leads to no points).
• CSD registration (successful bidder must register within 7 working days of award if not already).
• ID copies of company directors.

Phase 2 — Mandatory Requirements:

• Proof of membership with E-WASA (E-Waste Association of South Africa).

Phase 3 — Price and Specific Goals (80/20 system):

• Price: 80 points.
• Specific Goals: 20 points.
• Total: 100 points.

Specific goals (points claimed with proof):

• At least 51% Black Owned: 5 points.
• At least 30% Black Women Owned: 5 points.
• At least 51% Owned by People with Disabilities: 5 points.
• At least 51% Youth Owned: 5 points.

Verification documents for specific goals: CIPC registration documents, valid B-BBEE certificate/sworn affidavit, South African ID, doctor's letter for disability, proof of residence (municipal bill or council letter) for locality.

Scope of work — e-waste management services for obsolete ICT equipment stored at the Nelspruit ICT storeroom. The equipment includes laptops, desktops, servers, switches, routers, printers, UPS units, storage devices, and related items (detailed asset list in Annexure A).

Services required:

• Collection of eWaste from designated sites, providing suitable containers and safe handling.
• Transportation to approved processing, recycling or disposal facilities, with compliant vehicles and secure loading.
• Sorting and classification of eWaste by type and condition, separating reusable, recyclable and non-recyclable materials.
• Secure data destruction or sanitisation of data-bearing devices (computers, laptops, hard drives, servers, tablets, mobile devices), with a Certificate of Data Destruction.
• Maximise recovery and recycling through authorised facilities; reuse/refurbishment only where approved.
• Environmentally responsible disposal — no disposal via municipal waste streams, landfill or unauthorised methods.
• Documentation for each collection: collection receipt/certificate, description and quantity/weight, weighbridge certificates, recycling/recovery certificates, destruction/disposal certificates, data destruction certificates, final disposal documentation.
• Compliance with all applicable environmental, waste-management, OHS, transportation and data-protection requirements.
• Provide all licences, permits, registrations, authorisations and proof of membership with recognised industry bodies.
• Health and safety: personnel must use appropriate PPE, be trained for handling and transportation, and report all incidents immediately.

The service provider must follow a structured approach: collection from designated sites with appropriate containers; transportation to approved facilities with compliant vehicles; sorting and classification; secure data destruction with certificates; recycling and recovery through authorised facilities; environmentally responsible disposal; comprehensive documentation for each collection; compliance with all relevant legislation; provision of licences and permits; and adherence to health and safety protocols including PPE and incident reporting.

Bidders must not submit fraudulent or factually untrue information, including false membership claims, B-BBEE credentials, or experience. Tax compliance status will be verified via CSD or SARS e-Filing; non-compliant bidders have 7 working days to rectify.

Prices must be firm and inclusive of VAT. No goods or services to be delivered before an official purchase order or promissory note is received. The offer remains binding for the 60-day validity period. SAFCOL reserves the right to accept any offer in full or in part, or not to appoint.

Mandatory compliance:

• CSD registration (or register within 7 working days of award).
• Valid tax clearance (SARS PIN or tax clearance certificate).
• B-BBEE certificate from a SANAS-accredited agency, or sworn affidavit for EME/QSE.
• Proof of company registration (CIPC).
• ID copies of company directors.
• Membership with E-WASA (E-Waste Association of South Africa) — mandatory requirement.
• Signed Supplier Code of Conduct.
• Joint ventures must provide a consolidated B-BBEE certificate.
• Compliance with environmental, waste-management, OHS, transportation and data-protection legislation.

Returnable forms:

• SBD 4 (Bidder's Disclosure): declares any state employment or relationship with procuring institution; false declarations disqualify.
• SBD 6.1 (Preference Points Claim): claims specific goals points under the 80/20 system.

Specific goals for this RFQ: At least 51% Black Owned (5 points), at least 30% Black Women Owned (5 points), at least 51% Owned by People with Disabilities (5 points), at least 51% Youth Owned (5 points). Verification documents: CIPC registration, valid B-BBEE certificate/sworn affidavit, SA ID, doctor's letter for disability, proof of residence for locality.

Personnel must use appropriate PPE when handling eWaste. The service provider must ensure employees are trained for handling and transportation of eWaste. All incidents, spillages, damage or other safety/environmental events must be reported immediately.

Non-recyclable eWaste and hazardous components must be disposed of in an environmentally responsible manner. No eWaste may be disposed of through general municipal waste streams, landfill or other unauthorised disposal methods. The service provider must comply with all applicable environmental legislation and requirements.

The RFQ is subject to SAFCOL general conditions of the RFQ, SAFCOL's general conditions of purchase, and any special conditions of contract. Accepted RFQs are communicated via official purchase order or promissory note; no work may commence before receipt. Prices are firm and inclusive of VAT. SAFCOL may accept any offer in full or in part, and reserves the right not to appoint.

Accepted RFQs will be communicated by way of an official purchase order or a promissory note signed by a duly authorised official. No goods, services or works must be prepared or delivered before an official purchase order or promissory note is received. All prices quoted must be firm and inclusive of VAT. The lowest or any offer will not necessarily be accepted; SAFCOL reserves the right to accept any offer in full or in part. The offer shall remain binding during the validity period. SAFCOL reserves the right not to make an appointment.

Service providers must complete the RFQ in full and submit on company letterhead. Quotations must be emailed to the specified address. B-BBEE certificates must be SANAS-accredited or a sworn affidavit for EME/QSE. Late and incomplete submissions will not be accepted. Bidders who believe the specification is based on a specific brand must inform SAFCOL before closing. All SBD documents must be signed and returned. Joint ventures must provide a consolidated B-BBEE certificate. Disqualification reasons include tax non-compliance, fraudulent information, false declarations, being on the National Treasury restricted suppliers database, and failure to quote in line with specification.

Evaluation in accordance with SAFCOL SCM Policy and Preferential Procurement Policy Framework Regulations 2022. Phases: Phase 1 Administrative Compliance (completion of RFQ, SBD forms, tax compliance, company registration, B-BBEE certificate, CSD registration, ID copies of directors). Phase 2 Mandatory Requirements: E-WASA membership. Phase 3 Price and Specific Goals: Price 80 points, Specific Goals 20 points (80/20 system). Specific goals: 51%+ Black Owned (5 points), 30%+ Black Women Owned (5 points), 51%+ People with Disabilities (5 points), 51%+ Youth Owned (5 points). Verification documents required for each goal.