RFQ ovf 2026-020-UGU: supply & deliver specialized photography & IT equipment – ugu district municipality

Closing date: 02 October 2026, closing time: 12h00.

Bidding procedure enquiries: Contact person Nicolette Napier, email [email protected]. Technical enquiries: Contact person Mthokozisi Magcaba, email [email protected]. Submissions via email to [email protected] attention Mthokozisi Magcaba.

Bids must be delivered by the stipulated time to the correct address; late bids will not be accepted. Bids must be submitted on official forms (not re-typed). This bid is subject to the Preferential Procurement Policy Framework Act, 2000, Preferential Procurement Regulations 2017, General Conditions of Contract (GCC), and any other special conditions. The successful bidder will be required to sign a written contract form (SBD7).

Returnable documents: Signed SBD 1, SBD 4, SBD 6.1; proof of CSD registration and tax compliance (SARS PIN or TCS certificate); B-BBEE certificate or sworn affidavit; proof of authority (e.g., company resolution) for the signatory; completed pricing schedule; and any other required documentation as per the tender.

Quotations will be evaluated on an 80/20 price/specific goals allocation - 80 points for price and 20 points specific goals. The 80/20 preference point system applies. Points for price are calculated using the formula Ps = (Pmin/Pt)

• 80. Specific goals points are claimed per the table: Black Ownership (max 10), Black Women Ownership (max 4), Black Youth Ownership (max 3), Disability (max 3). Total specific goals points = 20.

Kindly send us a quotation for SUPPLY & DELIVER SPECIALIZED PHOTOGRAPHY & IT EQUIPMENT FOR THE UGU MUNICIPALITY AREA. Kindly note that your quotations must be per quotation numbers.

Mandatory Requirements

All quotations must be completed and accompanied by:

2.1 Signed and completed SBD 1, 4 and 6.1

2.2 Evidence of registration on the National Treasury Central Supplier Database (MAAA) with confirmation of Tax Compliance Status (SARS Pin to be supplied if Tax Status non-compliant)

Failure to provide any mandatory information as requested above will result in the submission being deemed non-responsive.

Price and B-BBEE Evaluation

Quotations will be subject to an evaluation based on an 80/20 price/specific goals allocation - 80 points for price and 20 points specific goals.

Fixed price quotations on a company letterhead are required; price must be inclusive of VAT and all costs relating to disbursements.

Pricing schedule: Fixed unit prices excluding VAT must be submitted in the soft-green shaded cells. Items include Canon Selphy photo printer, ink/paper sets, photo paper, Canon Pixma G7040 printer, photocopy paper, Canon 4000D DSLR camera, photo frames (A4/A3), and Core i3 laptop. Subtotal, 15% VAT, and total including VAT must be calculated and carried forward to the Master Recapitulation. The total grand tender offer amount including 15% VAT must be stated.

Pricing schedule: Fixed unit prices excluding VAT must be submitted in the soft-green shaded cells below. All items supplied must strictly comply with technical specifications, OEM standards, and include local manufacturer warranties. Calculation rows (Subtotal, 15% VAT, Total Including VAT) must be fully populated and carried forward to the Master Recapitulation Schedule. Incomplete pricing schedules or unreflected line items may result in bid disqualification.

Mandatory requirements: Signed and completed SBD 1, 4 and 6.1; evidence of registration on the National Treasury Central Supplier Database (CSD) with confirmation of Tax Compliance Status (SARS PIN if non-compliant). Failure to provide any mandatory information will render the submission non-responsive. Bidders must comply with tax obligations, submit SARS PIN or TCS certificate, and each party in consortia/joint ventures must submit separate TCS/CSD. No bids from persons in the service of the state.

I, the undersigned, (name)............................................................................... in

submitting the accompanying bid, do hereby make the following statements that I certify to

be true and complete in every respect:

3.1 I have read and I understand the contents of this disclosure;

3.2 I understand that the accompanying bid will be disqualified if this disclosure is found not to be

true and complete in every respect;

3.3 The bidder has arrived at the accompanying bid independently from, and without

consultation, communication, agreement or arrangement with any competitor. However,

communication between partners in a joint venture or consortium2 will not be construed as

collusive bidding.

3.4 In addition, there have been no consultations, communications, agreements or arrangements

with any competitor regarding the quality, quantity, specifications, prices, including methods,

factors or formulas used to calculate prices, market allocation, the intention or decision to

submit or not to submit the bid, bidding with the intention not to win the bid and conditions or

delivery particulars of the products or services to which this bid invitation relates.

3.4 The terms of the accompanying bid have not been, and will not be, disclosed by the bidder,

directly or indirectly, to any competitor, prior to the date and time of the official bid opening or

of the awarding of the contract.

3.5 There have been no consultations, communications, agreements or arrangements made by

the bidder with any official of the procuring institution in relation to this procurement process

prior to and during the bidding process except to provide clarification on the bid submitted

where so required by the institution; and the bidder was not involved in the drafting of the

specifications or terms of reference for this bid.

3.6 I am aware that, in addition and without prejudice to any other remedy provided to combat

any restrictive practices related to bids and contracts, bids that are suspicious will be

reported to the Competition Commission for investigation and possible imposition of

administrative penalties in terms of section 59 of the Competition Act No and or

may be reported to the National Prosecuting Authority (NPA) for criminal investigation and or

may be restricted from conducting business with the public sector for a period not exceeding

ten (10) years in terms of the Prevention and Combating of Corrupt Activities Act No or any other applicable legislation.

I CERTIFY THAT THE INFORMATION FURNISHED IN PARAGRAPHS 1, 2 and 3 ABOVE

Where

Ps = Points scored for price of tender under consideration

Pt = Price of tender under consideration

Pmin = Price of lowest acceptable tender

3.2. Formulae for disposal or leasing of state assets and income

Generating procurement

3.2.1. Points awarded for price

A maximum of 80 or 90 points is allocated for price on the following basis:

80/20 or 90/10

or

Where

Ps = Points scored for price of tender under consideration

Pt = Price of tender under consideration

Pmax = Price of highest acceptable tender

4. Points awarded for specific goals

4.1. In terms of Regulation 4(2); 5(2); 6(2) and 7(2) of the Preferential Procurement Regulations,

preference points must be awarded for specific goals stated in the tender. For the purposes

of this tender the tenderer will be allocated points based on the goals stated in table 1 below

as may be supported by proof/ documentation stated in the conditions of this tender:

4.2. In cases where organs of state intend to use Regulation 3(2) of the Regulations, which states

that, if it is unclear whether the 80/20 or 90/10 preference point system applies, an organ of

state must, in the tender documents, stipulate in the case of—

(a) an invitation for tender for income-generating contracts, that either the 80/20 or

90/10 preference point system will apply and that the highest acceptable tender will

be used to determine the applicable preference point system; or

(b) Any other invitation for tender, that either the 80/20 or 90/10 preference point system

will apply and that the lowest acceptable tender will be used to determine the

applicable preference point system,

then the organ of state must indicate the points allocated for specific goals for both the 90/10

and 80/20 preference point system.

Table 1: Specific goals for the tender and points claimed are indicated per the table below.

(Note to organs of state: Where either the 90/10 or 80/20 preference point system is

applicable, corresponding points must also be indicated as such.

Note to tenderers: The tenderer must indicate how they claim points for each preference

point system.)

Number of Number of Number of Number of

points points points points

claimed claimed allocated allocated (80/20 (90/10 (90/10 (80/20 system)The specific goals system) system) system)allocated points in (To be (To be

terms of this tender (To be (To be completed completed

completed completed by the by the

by the organ by the tenderer) tenderer) of state) organ of

state)

Bbe 10.00

Bwo 4.00

Pwd 3.00

Byo 3.00

Declaration with regard to company/firm

4.3. Name of company/firm...............................................................................

4.4. Company registration number: .....................................................................

4.5. Type of company/ firm

 Partnership/Joint Venture / Consortium

 One-person business/sole propriety

 Close corporation

 Public Company

 Personal Liability Company

 (Pty) Limited

 Non-Profit Company

 State Owned Company

[Tick applicable box]

4.6. I, the undersigned, who is duly authorized to do so on behalf of the company/firm, certify

that the points claimed, based on the specific goals as advised in the tender, qualifies the

company/ firm for the preference(s) shown and I acknowledge that:

i) The information furnished is true and correct;

ii) The preference points claimed are in accordance with the General Conditions as

indicated in paragraph 1 of this form;

iii) In the event of a contract being awarded as a result of points claimed as shown in

paragraphs 1.4 and 4.2, the contractor may be required to furnish documentary proof to

the satisfaction of the organ of state that the claims are correct;

iv) If the specific goals have been claimed or obtained on a fraudulent basis or any of the

conditions of contract have not been fulfilled, the organ of state may, in addition to any

other remedy it may have –

(a) disqualify the person from the tendering process;

(b) recover costs, losses or damages it has incurred or suffered as a result of

that person’s conduct;

(c) cancel the contract and claim any damages which it has suffered as a

result of having to make less favorable arrangements due to such

cancellation;

(d) recommend that the tenderer or contractor, its shareholders and directors,

or only the shareholders and directors who acted on a fraudulent basis,

be restricted from obtaining business from any organ of state for a period

not exceeding 10 years, after the audi alteram partem (hear the other

side) rule has been applied; and

(e) forward the matter for criminal prosecution, if deemed necessary.

..............................................

Signature(s) of tenderer(s)

Surname and name: ................................................................

Date: ...............................................................

Address: ...............................................................

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