Office design, space planning and furniture recommendations for ppecb's bothaville office, including site measurement

Opening date: 01 October 2026

Closing date and time: 07 October 2026 at 16:00

Bid validity: 60 days from the closing date

• No compulsory briefing session or scheduled site visit is set; the site inspection forms part of the scope of work.
• 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.

Enquiries

• Contact: Mpumzi Mehlomakulu
• Role: bidding procedure enquiries
• Telephone: 021 930 1134
• Email: [email protected]

Submission

• Method: email, or electronic submission via Microsoft OneDrive shared with the submission address
• Submission email: [email protected]

Site / service address

13 Van Riebeeck Street

Bothaville

9660

Submission

• Method: email to [email protected], or electronic submission via Microsoft OneDrive shared with the same address.
• Closing: 07 October 2026 at 16:00. Late bids are not accepted.
• The submission must contain all information and documentation for RFQ/Ops/Sitevisit/2026/10.
• Quotation validity: 60 days from the closing date.

Returnable documents — all must be completed, signed and submitted

• SBD1 (Invitation to Bid): bidder and contact details, signed as the offer cover page.
• SBD4 (Bidder's Disclosure): discloses state employment and relationships with the procuring institution.
• SBD6.1 (Preference Points Claim Form): claims preference points for specific goals.
• Valid Tax Clearance Certificate or SARS PIN.
• Valid B-BBEE certificate or EME/QSE sworn affidavit.
• CSD registration report.
• 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.
• Returnable documents omitted or left unsigned.
• Undisclosed conflict of interest.
• Scoring below the 80-point functional threshold.

Documents required for the quotation to be evaluated:

• SBD1 (Invitation to Bid): bidder and contact details, signed as the offer cover page.
• SBD4 (Bidder's Disclosure): discloses state employment and relationships with the procuring institution.
• Valid Tax Clearance Certificate or PIN.
• Valid B-BBEE certificate or EME/QSE sworn affidavit.
• SBD6.1 (Preference Points Claim Form): claims preference points for specific goals.
• CSD registration report as proof of CSD registration.
• Signed PPECB purchase order terms and conditions.
• Proof of authority to sign, such as a company resolution.

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

Stage 1 — Compliance

• All RFQ terms met and all returnable documents completed, signed and submitted.

Stage 2 — Functional/technical (100 points; minimum qualifying score 80)

• Project report assessing the PPECB office environment with site observations, measured layout drawings, proposed floor plans and furniture layout recommendations: tailored to PPECB's needs = 30; partially tailored = 15; generic = 0.
• Company experience in office design and furniture recommendations: 5 or more years = 30; 3–4 years = 20; 1–2 years = 10; under 1 year = 0. Experience outside this scope is not counted.
• Contactable references not older than 5 years for relevant office design/furniture work, giving company name, contact name, contact details, nature of services and year: 3 or more = 30; 2 = 20; 1 = 10. PPECB may contact the referees.
• Payment terms stated in the proposal: 30 days after invoice following successful complete delivery = 20; less than 30 days = 15; deposit required = 0.
• Bidders scoring below 80 are disqualified.

Stage 3 — Price and specific goals

• 80/20 preference point system where the lowest acceptable bid is R2 000 or more: 80 points for price, 20 points for specific goals.
• Where the lowest acceptable bid is below R2 000, price is the key determinant.

Stage 4 — Objective criteria

• PPECB may consider the risk of fruitless and wasteful expenditure, abnormally low bids, material irregularity, bidders in litigation with PPECB, and a proven poor record on previous PPECB projects.

Scope

• PPECB is converting the premises at 13 Van Riebeeck Street, Bothaville, 9660 into commercial/office space of approximately 39 m².
• The appointed supplier must conduct an on-site visit, take all measurements, assess existing conditions, and submit an office design proposal with furniture recommendations.
• The design must maximise use of the 39 m² and deliver a professional, functional and aesthetically pleasing office.

Functional areas to accommodate

• Reception area (if practical)
• Workstations for office personnel
• Manager's workspace or private office (if feasible)
• Filing and storage
• Printer/copier station
• Small meeting area
• Tea station/kitchenette (if space permits)

Furniture and equipment to place and advise on

• 1x shredder, maximum 350 sheets pass
• 1x 314 litre metallic fridge
• 1x 30 litre metallic microwave
• 1x wet and dry carpet vacuum cleaner, 50 L
• 3x single-seater navy blue couches
• 1x round marble coffee table
• 1x cluster of 4 Jasmine desks (no dividers, 1 m x 800) with mobile pedestals (3 shelves, 900 x 450, lockable, melamine)
• 1x Jasmine desk 1.2 m x 0.8 m with credenza and 3-drawer extension 0.5 m x 0.4 m, lockable, melamine
• 1x sampling office desk, melamine
• 5x high-back black netted chairs, adjustable lumbar support and height-adjustable arm pads, black fabric, 125 kg
• 2x mid-back black netted chairs, adjustable lumbar support and height-adjustable arm pads, black fabric, 125 kg
• 20x Rickstacker chairs, navy blue fabric
• 1x 2-door 5-drawer server unit 1530 x 600 x 960 with 2 shelves, lockable, melamine and white
• 1x system cabinet with 3 shelves, 1500 x 900, lockable, melamine and white
• 1x roller-door credenza 1500 x 1200 x 500, lockable, melamine, white and silver
• 5x carpet protectors 1200 x 900 mm, clear

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

Quotation must include

• Travel to the site address
• Site inspection and assessment
• Office layout design and space planning
• Furniture and space optimisation recommendations
• Preparation and submission of the assessment and recommendation report

Experience

• Bidders must state the length of the company's experience in office design services and office furniture recommendations/solutions.
• Only experience in office design and furniture recommendation work counts; experience in other services is excluded.
• Scoring: 5 or more years = 30 points; 3–4 years = 20; 1–2 years = 10; under 1 year = 0.

References

• At least 3 contactable references not older than 5 years, for office design and furniture recommendation work.
• Each reference must give the company name, contact name, contact details, nature of the services and the year provided.
• References outside the scope of this tender are not considered.
• PPECB may contact the listed clients, so referees must be reachable.
• Scoring: 3 or more references = 30 points; 2 = 20; 1 = 10.

Pricing form: SBD 3.2 (Pricing Schedule).

• Quote the total inclusive cost for the services required, plus VAT and the total inclusive of VAT.
• A detailed price breakdown must be submitted with the total cost.
• The offer must remain valid for 60 days from the closing date.
• Payment terms stated in the proposal are scored: 30 days after invoice following successful complete delivery = 20 points; less than 30 days = 15; deposit required = 0.

Pricing

• Pricing schedule: SBD 3.2, quoting the total inclusive cost for the services required, plus VAT and the total inclusive of VAT.
• A detailed price breakdown must accompany the total cost.
• Quotation validity: 60 days from the closing date.
• Prices are treated as fixed and not subject to change, including exchange-rate fluctuation, unless PPECB agrees otherwise in writing.
• Prices must include delivery to the address on the purchase order.

Payment

• PPECB pays within 30 days of receiving a correct, undisputed and properly due invoice.
• 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.
• Payment terms stated in the proposal are scored: 30 days after invoice following successful complete delivery = 20 points; less than 30 days = 15 points; a deposit requirement scores 0 points.

Other

• The successful bidder carries responsibility for its work, materials, tools, equipment and property issued for the project.
• Goods and services carry a workmanship and material guarantee of at least 12 months from delivery.

Eligibility

• Only bidders registered on the Central Supplier Database (CSD) at closing time are considered; the CSD Master Registration Number must appear on SBD1.
• Bidders prohibited from doing business with the state are disqualified.
• Bidders must be tax compliant and provide a SARS Tax Compliance Status PIN or a printed TCS certificate; where no PIN exists but the bidder is CSD-registered, a CSD number must be supplied.
• Persons in the service of the state, and companies whose directors or members are state employees, cannot be considered.
• Consortia, joint ventures and subcontractors: each party submits its own TCS certificate/PIN/CSD number.

Returnable documents

• SBD1 (Invitation to Bid): bidder and contact details, signed as the offer cover page.
• SBD4 (Bidder's Disclosure): discloses state employment and relationships with the procuring institution; a false disclosure disqualifies the bid.
• SBD6.1 (Preference Points Claim Form): claims preference points for specific goals.
• Valid Tax Clearance Certificate or PIN.
• Valid B-BBEE certificate or EME/QSE sworn affidavit.
• CSD registration report.
• Signed PPECB purchase order terms and conditions.
• Proof of authority to sign, such as a company resolution.

B-bbee

• Specific-goal preference points total 20: B-BBEE status level (EME = 10, QSE = 10, generic or annual turnover above R50m = 5) and black woman ownership (70%–100% = 10, 51%–69.99% = 5, 30%–50.99% = 3, below 30% = 0).
• Evidence: SANAS-approved certificate, commissioned affidavit or annual financial statements.
• Failure to submit the required proof means the specific-goal points are not claimed.

Specific goals — 20 preference points

• B-BBEE status level of contributor: EME = 10 points; QSE = 10 points; generic or annual turnover above R50m = 5 points.
• Black woman ownership, out of 10 points: 70%–100% = 10; 51%–69.99% = 5; 30%–50.99% = 3; below 30% = 0.

Evidence

• SANAS-approved B-BBEE certificate, commissioned affidavit, or annual financial statements.
• Points are claimed on the preference point claim form (SBD6.1).
• Failure to submit the required proof means the specific-goal points are not claimed.

Contract form

• The successful bidder must complete and sign the written contract form (SBD7).
• The attached PPECB purchase order terms and conditions must be signed and returned with the response.

Key terms

• Prices are fixed and not subject to change, including exchange-rate movement, unless PPECB agrees otherwise in writing.
• Delivery must be to the address on the purchase order; the supplier must notify PPECB immediately of any delay or likely delay.
• If only part of an order is available, the supplier may deliver the available portion and the balance on an agreed date at its own cost.
• Goods that do not meet specification, or fail out of the box, are returned or collected at the supplier's cost.
• PPECB may amend the delivery date, but may not advance it without the supplier's consent.
• Goods and services carry a workmanship and material guarantee of at least 12 months from delivery.
• Invoices must be valid tax invoices quoting the PPECB order number and be submitted within 7 days of delivery where not delivered with the goods.
• Payment is within 30 days of receipt of a correct, undisputed and properly due invoice.
• Confidentiality obligations apply to both parties; on termination the supplier returns all PPECB intellectual property.
• PPECB may accept a quotation other than the lowest priced, refuse non-conforming quotations, request further information after closing, cancel the RFQ, award to one or more suppliers, or not award at all.
• PPECB's decision on acceptance is final and no reasons need be given.
• Bidders bear their own response costs; PPECB is not liable for bid preparation or presentation costs.
• Bidders may not issue news releases about the RFQ or the award without PPECB's consent.
• Personal and confidential information supplied during bidding may be used only for this bid and is retained for three years after award.

CSD registration

• Only bidders registered on the Central Supplier Database at closing time are considered.
• The CSD Master Registration Number must be entered on SBD1 so PPECB can verify status.
• Bidders not registered on the CSD at closing time, or prohibited from doing business with the state, are disqualified.

Tax

• A SARS Tax Compliance Status PIN or printed TCS certificate is required; where no PIN is available but the bidder is CSD-registered, a CSD number must be provided.
• Consortia, joint ventures and subcontractors each submit a separate TCS certificate/PIN/CSD number.

Conflict of interest

• Bidders must disclose any interest between the parties to the proposed contract; an undisclosed conflict of interest between the preferred bidder and PPECB means the bid is not accepted and the next most advantageous bidder is awarded.

Bidding procedure enquiries

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

Submission

• Email: [email protected]
• Alternative: electronic submission via Microsoft OneDrive shared with [email protected]