Supply and delivery of technical consumables to ppecb (36-Month contract)

• Opening date: 06 August 2026
• Closing date: 24 August 2026 at 16:00
• No briefing or site visit mentioned.

• Contact person: Mpumzi Mehlomakulu
• Email: [email protected]
• Telephone: 0219301134
• Submission email: [email protected]
• No physical address for submission provided (email/OneDrive only).

• Submit quotation via email to [email protected], or electronically via Microsoft OneDrive shared with the same email address.
• Ensure submission contains all information and documentation relating to RFQ/PPECB/Tech Consumables/2026/7.
• Bids must be delivered by the stipulated date and time; late bids will not be accepted.
• Use official forms provided (SBD1, SBD4, SBD6.1, SBD3.2) – do not re-type.
• Quotation must be valid for 60 days from the closing date.
• Bidders must be registered on the Central Supplier Database (CSD) at closing time; include CSD Master Registration Number in SBD1.
• Bidders must complete and sign all returnable documents; failure may render bid invalid.
• Bidders must declare any conflict of interest; non-disclosure may lead to disqualification.
• Bidders must not make any news releases about the RFQ without PPECB consent.
• Bidders must sign the attached terms and conditions and return with response.
• Bidders must complete the declaration by the bidder (Section 11) – only completed declarations will be evaluated.
• Late bids will not be accepted for consideration.
• PPECB may extend the closing date; bidders will be informed of any changes.
• PPECB is not liable for any costs incurred in preparing the response.

SBD4 Bidder's Disclosure: Must declare if any directors/trustees/shareholders are employed by state. Must declare relationships with procuring institution. Must declare interest in other enterprises. Must certify no collusive practices. Must sign declaration.

• Evaluation is staged; failure at any stage leads to disqualification.
• Stage 1 – Compliance: Must submit all returnable documents (SBD1, SBD4, Tax Clearance, B-BBEE, SBD6.1, CSD report) and comply with all terms and conditions.
• Stage 2 – Functional/Technical: Weighted criteria (total 120 points). Minimum threshold: 110 points.
• Lead time for quotation: ≤48 hours = 20 pts; 72 hours = 10 pts; >72 hours = 0 pts.
• Lead time for delivery: ≤3 weeks = 20 pts; 4-5 weeks = 10 pts; >5 weeks = 0 pts.
• Payment terms: 30 days after invoice = 20 pts; <30 days = 15 pts; deposit required = 0 pts.
• Confirmation of warranty: 20 points.
• References: 3+ relevant references = 20 pts; 2 = 15 pts; 1 = 10 pts. References must be for technical consumables, not older than 3 years.
• Experience: 5-10 years = 20 pts; 4-5 years = 10 pts; 2-3 years = 5 pts; <2 years = 0 pts.
• Stage 3 – Price and Specific Goals: 80/20 preference point system (80 price, 20 specific goals) if lowest acceptable bid ≥ R2,000; if < R2,000, price only.
• Specific goals (20 points):
• Small business (EME/QSE): EME = 10 pts, QSE = 10 pts, Generic (turnover >R50m) = 5 pts.
• Black woman ownership: 70-100% = 10 pts; 51-69.99% = 5 pts; 30-50.99% = 3 pts; <30% = 0 pts.
• Stage 4 – Objective criteria: PPECB may consider risk of fruitless/wasteful expenditure, abnormally low bids, material irregularities, litigation with PPECB, and poor past performance.

• Scope: Supply and delivery of technical consumables to PPECB for a period of 36 months, with option to renew for further 24 months.
• Contract threshold: R1 million – contract will be cancelled if threshold reached before 3 years.
• Items are listed in Annexure C; bidders must quote on all listed items.
• If an item is discontinued/out of stock, quote on an equivalent item.
• PPECB reserves the right to amend, remove, or not order any items.
• Delivery: To all PPECB offices as per list (Head Office, Gauteng, Ceres, Citrusdal, Durban, Grabouw, Montague Gardens, Nelspruit, Paarl, Port Elizabeth, Robertson, Tzaneen).
• Delivery costs must be quoted separately, not included in pricing.
• No minimum order quantities; PPECB may order in small quantities.
• Items must be delivered within agreed lead time (see evaluation criteria).
• Specific product specifications: e.g., headlamp (250 lumens, 5W COB LED, IPX4, USB-C), maize sample bags (300mm x 450mm, double stitched, denim, drawstring, hold 5kg), first aid kit per OHS Act, mop cap (HACCP compliant, ISO 22000/FSSC 22000), cooler box (1.8L, dimensions 22x17x18 cm).

Experience: Organization must have experience in supply and delivery of technical consumables. Points: 5-10 years = 20, 4-5 = 10, 2-3 = 5, <2 = 0. References: at least 3 contactable references from clients not older than 3 years, relevant to technical consumables. References must include company name, contact name, contact details, nature of services, year. References outside scope not considered. No specific personnel qualifications required.

Pricing schedule: Offer valid 60 days. Total inclusive cost, VAT, total inclusive of VAT. Price breakdown required. Prices fixed. Delivery costs separate.

• Pricing schedule (SBD3.2) must be completed: total inclusive cost, VAT, total inclusive of VAT.
• Provide price breakdown for total cost.
• Offer must be valid for 60 days from closing date.
• Payment terms: 30 days after invoice following successful and complete delivery of correct items (20 points); less than 30 days = 15 points; deposit required = 0 points.
• Delivery costs must be quoted separately per order, not included in pricing.
• Prices are fixed and not subject to change (unless agreed in writing).
• No additional charges accepted without prior written approval.
• Invoices must be submitted within 7 days of delivery, reflecting PPECB order number.
• Payment within 30 days of receipt of correct, undisputed invoice.

• Must be registered on Central Supplier Database (CSD) – include CSD report and Master Registration Number.
• Valid Tax Clearance Certificate or SARS PIN.
• Valid B-BBEE Certificate or EME/QSE Affidavit – required to claim preference points.
• SBD1 (Invitation to Bid), SBD4 (Bidder's Disclosure), SBD6.1 (Preference Points Claim Form) must be submitted.
• Bidders must not be persons in service of the state, or companies with directors who are.
• Foreign suppliers must complete questionnaire in SBD1.
• Bidders must disclose any conflict of interest.
• Bidders must not be listed on Register for Tender Defaulters or List of Restricted Suppliers.
• Bidders must not have collusive practices; suspicious bids reported to Competition Commission.
• Bidders must consent to processing of personal information per POPIA.

B-BBEE requirements: Bidders must submit valid B-BBEE certificate or EME/QSE affidavit to claim preference points. Specific goals: Small business (EME=10, QSE=10, generic=5), Black woman ownership (70-100%=10, 51-69.99%=5, 30-50.99%=3, <30%=0). Total specific goals 20 points.

No specific OHS plan required for this tender, but the first aid kit must comply with Regulation 7 of the Occupational Health and Safety Act, 1993. The kit contents are specified in the scope. Also, mop caps must be HACCP compliant and ISO 22000/FSSC 22000 if used in food industry. No other health and safety requirements stated.

Contract terms: All work remains property of PPECB. Supplier must keep confidential information. Supplier must comply with POPIA. Disputes resolved by expert in Cape Town. Amendments only in writing. Supplier indemnifies PPECB. Supplier may be terminated if on restricted database.

Special conditions: Bids must be delivered by stipulated time. Use official forms. Subject to Preferential Procurement Regulations 2017. Successful bidder must sign SBD7. Tax compliance: submit PIN or TCS certificate. Consortia/JV must submit separate TCS/CSD. Bidders must not be in service of state.

Requirements: Must be registered on CSD. Must have valid tax clearance. Must submit B-BBEE certificate or affidavit. Must complete SBD forms. Must not be in service of state. Foreign suppliers must complete questionnaire. Must declare conflicts of interest. Must not be listed on restricted suppliers.

Preference point system: 80/20 system for bids up to R50 million. Price 80 points, specific goals 20 points. Formula: Ps = 80(1 - (Pt - Pmin)/Pmin). Specific goals: small business (EME=10, QSE=10, generic=5), black woman ownership (70-100%=10, 51-69.99%=5, 30-50.99%=3, <30%=0).