Site visit, measurement, office design and furniture recommendation proposal — paarl office

Closing: 07 October 2026 at 16:00

Opening date: 01 October 2026

Bid validity: 60 days from the closing date

Enquiries

• Contact: Mpumzi Mehlomakulu
• Email: [email protected]
• Telephone: 021 930 1134

Submission

• Method: email or Microsoft OneDrive share
• Submission email: [email protected]

Site / service address

Paarl Office

20 Bergsig Avenue

Zomerlust Estate

Bergrivier Boulevard

Paarl 7646

Submission method

• Email the full quotation to [email protected], or share it electronically via Microsoft OneDrive with the same address.
• The submission must contain all information and documentation for RFQ/Ops/Sitevisit/2026/09.
• Bids received after the closing time will not be considered.
• PPECB may extend the closing date and will notify bidders by email; any revision to the RFQ is issued as an addendum by email to all bidders.

Returnable documents (complete, sign and submit with the quotation)

• SBD 1 (Invitation to Bid): signed offer cover page carrying bidder details and the CSD Master Registration Number.
• SBD 4 (Bidder's Disclosure): discloses state employment and relationships with the procuring institution; a false disclosure disqualifies the bid.
• SBD 6.1 (Preference Points Claim Form): claims preference points for specific goals.
• SBD 3.2 (Pricing Schedule): priced offer, valid for 60 days from the closing date.
• Valid Tax Clearance Certificate or SARS tax compliance PIN.
• Valid B-BBEE certificate or EME/QSE sworn affidavit.
• CSD registration report as proof of Central Supplier Database registration.
• Signed PPECB purchase order terms and conditions.
• Proof of authority to sign, such as a company resolution.

Disqualification risks

• Late submission.
• Not registered on the CSD at closing time, or prohibited from doing business with the state.
• Any returnable document omitted or left unsigned.
• Undisclosed conflict of interest.

Returnable documents

• SBD 1 (Invitation to Bid): signed offer cover page with bidder details and CSD number.
• SBD 4 (Bidder's Disclosure): declares state employment and related interests; a false disclosure disqualifies the bid.
• SBD 6.1 (Preference Points Claim Form): claims specific-goal preference points.
• Valid Tax Clearance Certificate or SARS tax compliance PIN.
• Valid B-BBEE certificate or EME/QSE sworn affidavit.
• CSD registration report as proof of registration.
• All returnable documents must be completed and signed.

Stages — failing any stage disqualifies the bid from the later stages.

1. Compliance evaluation: all RFQ terms accepted and all returnable documents submitted, completed and signed.
2. Functional/technical evaluation: scored out of 100; minimum qualifying score 80/100.
3. Price and specific goals: 80/20 preference point system where the lowest acceptable bid is R2,000 or more (price 80 points, specific goals 20 points). Where the lowest acceptable bid is below R2,000, price alone decides.
4. Objective criteria: PPECB may weigh the risk of fruitless and wasteful expenditure, abnormally low bids and material irregularity, and may exclude bidders in litigation with PPECB or with a poor record on previous PPECB projects.

Functional scoring (100 points)

• Report quality (maximum 30): tailored to PPECB's requirements = 30; partially tailored = 15; generic = 0.
• Company experience in office design and furniture recommendation (maximum 20): 5 or more years = 30; 3–4 years = 20; 1–2 years = 10; under 1 year = 0.
• Contactable references (maximum 30): 3 or more = 30; 2 = 20; 1 = 10.
• Payment terms stated in the proposal (maximum 20): 30 days after invoice following complete delivery of correct items = 20; less than 30 days = 15; deposit required = 0.

Specific goals (20 points)

• Small business: EME = 10; QSE = 10; annual turnover above R50 million = 5.
• Black woman ownership: 70%–100% = 10; 51%–69.99% = 5; 30%–50.99% = 3; below 30% = 0.
• Claims must be supported by a SANAS-approved B-BBEE certificate, a commissioned affidavit or annual financial statements; unsupported claims score no points.

Purpose

• PPECB requires a site visit, measurement, office design and office furniture recommendation proposal for its Paarl office, as a once-off appointment.
• The premises at 20 Bergsig Avenue, Zomerlust Estate, Bergrivier Boulevard, Paarl 7646 are to be converted for commercial/office use.
• Floor area to be optimised: 191 m².

Scope

• Inspect and assess the premises on site.
• Verify dimensions, measurements and existing conditions.
• Assess space utilisation, circulation flow, storage, ergonomics and functionality.
• Identify opportunities to optimise space and improve workplace efficiency.
• Produce a proposed office layout that maximises usable floor space and supports a professional, functional working environment.
• Recommend furniture based on operational needs, available space, staff complement and budget.
• Advise on layout optimisation, furniture selection and placement, ergonomics, storage solutions and workflow improvement.

Furniture and equipment to be considered

• 16 desks for the open-plan area.
• 21 heavy-duty office chairs.
• 2 executive-style desks with chairs for the Chief Inspectors' office.
• 1 boardroom table with 8 chairs.
• 4 administrator chairs.
• 1 steel stationery cabinet.
• Steel shelving for the storeroom.

Deliverables

• Comprehensive site assessment report.
• Measured office layout drawings and proposed floor plan(s).
• Furniture layout and placement recommendations.
• Furniture schedule with recommended items and quantities.
• Space optimisation and workspace improvement recommendations.
• Final report with findings, recommendations and implementation considerations.

Experience

• Bidders must state how many years the company has provided office design services and office furniture recommendations/solutions.
• Only experience in office design and furniture recommendation counts; unrelated services are excluded.
• Scoring: 5 or more years = 30 points; 3–4 years = 20; 1–2 years = 10; under 1 year = 0 (criterion maximum 20 points).
• References: at least 3 contactable references from the past 5 years for office design and furniture recommendation work, giving company name, contact name, contact details, nature of the service and the year provided.
• Scoring: 3 or more references = 30 points; 2 = 20; 1 = 10 (criterion maximum 30 points).
• PPECB may contact the listed clients, so references must be reachable.

Quotation must include

• Travel cost to the site address.
• Site inspection and assessment costs.
• Office layout design and space planning services.
• Office furniture and space optimisation recommendations.
• Preparation and submission of a detailed assessment and recommendation report.

Quotation requirements

• The quoted price must cover travel to the site address.
• Site inspection and assessment costs.
• Office layout design and space planning services.
• Office furniture and space optimisation recommendations.
• Preparation and submission of a detailed assessment and recommendation report.

Pricing

• Price the total inclusive cost of the services on SBD 3.2, showing the total, VAT and total inclusive of VAT.
• Include a detailed price breakdown with the total cost.
• The quotation must cover travel to the site, site inspection and assessment, layout design and space planning, furniture and space optimisation recommendations, and preparation of the assessment and recommendation report.
• Prices are fixed and include delivery; exchange-rate fluctuation is not a basis for adjustment.
• Offer validity: 60 days from the closing date.

Payment

• Payment terms must be stated in the proposal and are scored.
• PPECB pays within 30 days of receiving a correct, undisputed statement.
• Invoices must be valid tax invoices quoting the PPECB order number, and must be submitted within 7 days of delivery where not delivered with the goods.
• Amounts not set out in the purchase order are not payable.
• Additional charges require PPECB's written acceptance before delivery.

Mandatory

• Registered on the Central Supplier Database (CSD) at closing time; the CSD Master Registration Number must appear on SBD 1. Bidders not registered, or prohibited from doing business with the state, are disqualified.
• Valid Tax Clearance Certificate or SARS tax compliance status PIN. Consortia, joint ventures and subcontractors must each submit their own tax clearance/PIN and CSD number.
• Valid B-BBEE certificate or EME/QSE sworn affidavit to claim preference points.
• Full disclosure of any conflict of interest; an undisclosed conflict voids the bid and the next most advantageous bidder may be awarded.
• No bid will be considered from persons in the service of the state, or from companies or close corporations whose directors or members are in the service of the state.
• Bidders on the Register for Tender Defaulters or the List of Restricted Suppliers are automatically disqualified.

Returnable forms

• SBD 1 (Invitation to Bid) — signed offer cover page with CSD number.
• SBD 4 (Bidder's Disclosure) — declares state employment and related interests.
• SBD 6.1 (Preference Points Claim Form) — claims specific-goal points.
• SBD 3.2 (Pricing Schedule) — priced offer.
• CSD registration report, tax clearance/PIN, B-BBEE certificate or affidavit.
• Signed PPECB purchase order terms and conditions.
• Proof of authority to sign, such as a company resolution.

Specific goals — 20 points

• Small business: EME = 10 points; QSE = 10 points; annual turnover above R50 million = 5 points.
• Black woman ownership: 70%–100% = 10 points; 51%–69.99% = 5 points; 30%–50.99% = 3 points; below 30% = 0 points.
• Evidence: B-BBEE status level proof aligned to the relevant sector code — a SANAS-approved certificate, a commissioned affidavit or annual financial statements.
• Claims not supported by the required proof score no preference points.
• PPECB may require a bidder to substantiate any preference claim before or after adjudication.

Key requirements

• RFQ/Ops/Sitevisit/2026/09 opened on 01 October 2026 and closes on 07 October 2026 at 16:00.
• Contact: Mpumzi Mehlomakulu, [email protected].
• Offer validity: 60 days.
• Scope: site visit, measurement, office design and furniture recommendation for the Paarl office, as a once-off appointment.
• Premises: 20 Bergsig Avenue, Zomerlust Estate, Bergrivier Boulevard, Paarl 7646; 191 m² to be optimised.
• Furniture to be considered: 16 desks, 21 heavy-duty office chairs, 2 executive-style desks with chairs, 1 boardroom table with 8 chairs, 4 administrator chairs, 1 steel stationery cabinet, steel shelving for the storeroom.
• Submit by email to [email protected] or via Microsoft OneDrive shared with that address.
• Late bids are not accepted; PPECB may extend the closing date and will notify bidders; revisions are issued as addenda by email.
• PPECB's acceptance decision is final; it may accept a bid other than the lowest, reject non-conforming bids, request further information, cancel the RFQ, award to one or more suppliers, or make no award.
• PPECB information may be used only for this bid; no press releases without PPECB consent.
• Functional scoring: tailored report = 30 points, partially tailored = 15, generic = 0.
• Objective criteria: PPECB may weigh fruitless and wasteful expenditure risk, abnormally low bids and material irregularity, and may exclude bidders in litigation with PPECB or with a poor record on previous PPECB projects.
• Bidders consent to PPECB verifying personal information with National Treasury CSD and other regulatory or certification bodies; bid information is retained for three years after award.

Purchase order terms and conditions

• These terms prevail over any conflicting supplier document unless PPECB agrees otherwise in writing.
• The order must be acknowledged in writing; executing the order also constitutes acceptance.
• Prices are fixed, include delivery to the stated address, and are not adjusted for exchange-rate movement; changes follow the agreed basis and require PPECB's acceptance.
• Discounts, including early-payment discounts, must be communicated and shown as a separate invoiced amount.
• Payment is within 30 days of a correct, undisputed statement; amounts not in the order are not payable; invoices must be valid tax invoices quoting the order number and be submitted within 7 days of delivery where not delivered with the goods.
• The supplier must notify PPECB immediately of any delay; partial delivery only by agreement; PPECB may cancel for late delivery and recover losses.
• Non-compliant goods or out-of-box failures are collected at the supplier's cost; PPECB may require defects to be made good, reject the goods and recover costs, or buy on the open market with the excess payable by the supplier.
• Goods must be suitably packed; returnable containers must be marked and priced; shipment must follow PPECB's instructions or the cost difference is charged to the supplier.
• Goods and services must comply with the order and satisfy PPECB; the supplier guarantees them free from defects in workmanship and material for at least 12 months from delivery.
• Mutual confidentiality applies, with standard exceptions; PPECB intellectual property must be returned on termination and neither party may use the other's trademarks without written consent.
• The agreement is governed by South African law; amendments are valid only if confirmed in writing and accepted.

CSD registration

• Only bidders registered on the Central Supplier Database are considered.
• The CSD Master Registration Number must be entered on SBD 1 so PPECB can verify the bidder's status.
• Bidders not registered on the CSD at closing time, or prohibited from doing business with the state, are disqualified.

Functional evaluation — 100 points; minimum qualifying score 80/100

• Report quality (maximum 30): comprehensive assessment covering site observations, measured layout drawings, floor plan options and furniture layout recommendations — tailored = 30; partially tailored = 15; generic = 0.
• Company experience in office design and furniture recommendation (maximum 20): 5 or more years = 30; 3–4 years = 20; 1–2 years = 10; under 1 year = 0.
• References (maximum 30): at least 3 contactable references from the past 5 years for comparable work, giving company name, contact name, contact details, nature of service and year — 3 or more = 30; 2 = 20; 1 = 10.
• Payment terms stated in the proposal (maximum 20): 30 days after invoice following successful complete delivery of correct items = 20; less than 30 days = 15; deposit required = 0.
• Bidders scoring below 80 points are disqualified from further evaluation.