Supply, delivery and installation of notice boards and whiteboards at saeon fynbos node, observatory

Closing date: 23 October 2026 at 11:00 am

Compulsory briefing session / site visit: none (N/A)

Compulsory briefing session / site visit: N/A — no compulsory briefing session or site visit applies to this quotation.

Enquiries (bidding procedure and technical):

• Contact: SCM section
• Email: [email protected]

Submission email: [email protected]

Delivery and installation address:

SAEON, Fynbos Node, SAAO Premises

1 Observatory Road

Observatory, 7800

Submission method: email only, to [email protected]. Only PDF documents are acceptable. One original set of bid documents must be submitted electronically; this set serves as the legal contract document upon award.

Returnable documents (all mandatory unless marked optional; failure to provide any mandatory document disqualifies the bid):

• SBD 1 (Procurement Invitation), completed and signed, including SBD 4, SBD 6.1 and the signed Bid Submission Certificate form.
• Proof of authority to sign (e.g. company resolution).
• Proof of registration on the Central Supplier Database (CSD).
• Specification response meeting the scope of work.
• Two contactable references for completed works, or purchase orders or invoices.
• Pictures or catalogues of the items to be supplied.
• Statement of compliance on health and safety measures for installation and power-tool operation.
• Pricing on SBD 3.1 or a quotation on company letterhead.
• Optional: valid B-BBEE certificate or sworn affidavit (required to claim preference points).

Disqualification risks:

• Any mandatory returnable document omitted or unsigned.
• Late submission — bids received after the closing time are not considered.
• Bids from persons in the service of the state, or companies/close corporations with directors/members in the service of the state.
• Attempts to influence evaluation or award decisions.
• Listing on the Register for Tender Defaulters or List of Restricted Suppliers.
• Failure to prove absence of fronting within 7 days of notification.

Evaluation stages:

• Stage 1: Compliance with submission requirements — bid must contain all returnable documents and conform to terms, conditions and specifications.
• Stage 2: Evaluation against technical specifications, including quality (Stage 2A), due diligence interviews or proof of delivery/concept for shortlisted bidders (Stage 2B), and reference checks (Stage 2C).
• Stage 3: Price/preference evaluation under the 80/20 system — lowest priced bid receives maximum 80 points; preference points claimed on SBD 6.1 are added for final ranking.
• Stage 4: Tax compliance check — non-compliant recommended bidders have 7 working days to submit proof of compliance or an arrangement with SARS; failure results in rejection.
• Stage 5: Award and contract signing to the bidder with the highest combined score.

Preference point system: 80/20 — maximum 80 points for price, 20 points for specific goals, total 100 points. Price points formula: Ps = 80 (1 − (Pt − Pmin)/Pmin), where Pt is the price under consideration and Pmin the lowest acceptable price.

Specific goals (20 points):

• B-BBEE Status Level 1 to 3: 8 points
• B-BBEE Status Level 4 to 6: 6 points
• B-BBEE Status Level 7 to 8: 2 points
• At least 51% Black-owned: 3 points
• At least 51% Black female-owned: 3 points
• At least 51% Black youth-owned: 1 point
• At least 51% owned by People with Disabilities: 1 point
• EME or QSE: 4 points

A valid B-BBEE certificate must be submitted to earn points for specific goals; failure to submit means no points for those goals.

The SAEON Fynbos Node requires the supply, delivery and installation of notice boards and whiteboards at its office in Observatory, Cape Town. Contract period: once-off supply, delivery and fitment.

Items required:

• Pin boards (mounted):
• Reception Area: 1 x pin bulletin board with aluminium border (blue), 1200x1000mm
• Entrance: 1 x pin bulletin board with aluminium border (blue), 900x900mm
• Magnetic whiteboards (mounted):
• Offices: 9 x slimline magnetic whiteboard 900x900mm, with cleaning supplies and a set of magnetic pins
• Boardrooms: 2 x slimline magnetic whiteboard 1500x1200mm, with cleaning supplies and magnetic pins
• Snap action frames (mounted):
• Display Area: 2 x A0 aluminium snap action frame
• Ad hoc displays: 4 x A1 aluminium snap action frame
• Snap action frames (supply only):
• Ad hoc displays: 3 x A3 aluminium snap action frame
• Ad hoc displays: 3 x A4 aluminium snap action frame

Additional criteria:

• Notice boards and frames must have concealed fittings.
• Mounting hardware (wall screws, masonry plugs) must be supplied and compatible with the signage.
• Pen holders to be included where required.
• Delivery and installation must be included in the quotation.
• Suppliers must provide two references for completed works.

Bidders may offer items of similar dimensions but must provide pictures or catalogues of the items for evaluation. A statement of compliance on health and safety measures for installation and power-tool operation is required, including use of appropriate PPE (eye, hearing, hand protection). Bidders must complete a pre-job risk assessment and pre-use inspections of equipment.

Bidders must provide two contactable references for completed works (or purchase orders or invoices) as a mandatory returnable document.

Management of performance levels: the NRF measures the contracted bidder's performance against the stated performance levels in executing the contract. The contracted bidder recognises that failure to meet the performance levels has a material and adverse impact on NRF operations and that damages from such failure are not susceptible to precise determination. The NRF excuses the contracted bidder from failing to comply to the extent that non-performance or delayed performance is solely and directly attributable to an act or omission of the NRF or its staff, or to force majeure. If the contracted bidder fails to meet any performance level, it must investigate and report on the root causes, promptly correct the failure and begin meeting the levels, advise the NRF on the status of remedial efforts as requested, and take appropriate preventative measures to prevent recurrence. Both parties are responsible for monitoring and measuring performance against the performance levels; failure by the contracted bidder to measure performance for any measurement period is deemed a failure to meet the stipulated performance levels. Performance levels statement: supply, delivery and installation of all goods at SAEON in Observatory — measured by checking the completeness of the delivery against the purchase order; no completion certificate or invoice will be approved and paid if the delivery is not satisfactory. Notice board installation — measured by clean and straight installation of the correct notice boards; service providers will be expected to install and tidy up as expected.

Pricing schedule (SBD 3.1). Pricing conditions: the price schedule remains unchanged for the duration of the contract, with no changes, extensions or additional ad hoc costs, except price adjustments authorised in the Special Conditions of Contract for pricing. Firm set quantities are required during the current period, with delivery time determined during the contract period; the NRF may require further estimated quantities, with actual quantity and timing determined when needed, and provides no guarantee that the entire estimated amount will be ordered. The contract ceiling price includes both firm quantities and potential future quantities; the NRF pays only for verified deliveries/performances, and the cumulative value of invoices at contract expiry is the actual total contract price. Execution is managed through written purchase orders stipulating quantity, description, delivery date and unit price, with funding guaranteed when the order is issued. Price adjustments are managed on the basis of the NRF and the contracted bidder sharing the price risk equally. Prices are quoted in South African Rands and are fully inclusive of all costs, including delivery to the specified NRF price delivery point, value-added tax, income tax, unemployment insurance fund contributions and skills development levies. Where different delivery points influence pricing, a separate pricing schedule is submitted for each delivery point. Detailed pricing support such as a costed bill of quantities is optional where not stated in the price schedule and is provided as an annexure. Pricing is subject to the addition of preference points per SBD 6.1. Items to be priced: 1 x pin bulletin board with aluminium border (blue) 1200x1000mm, mounted (qty 1); 1 x pin bulletin board with aluminium border (blue) 900x900mm, mounted (qty 1); 9 x slimline magnetic whiteboard 900x900mm with cleaning supplies and magnetic pins, mounted (qty 9); 2 x slimline magnetic whiteboard 1500x1200mm with cleaning materials and magnetic pins, mounted (qty 2); 2 x A0 aluminium snap action frame, mounted (qty 2); 4 x A1 aluminium snap action frame, mounted (qty 4); 3 x A3 aluminium snap action frame, supply only (qty 3); 3 x A4 aluminium snap action frame, supply only (qty 3); delivery and installation at SAEON, Fynbos Node, SAAO Premises, 1 Observatory Road, Observatory, 7800 (qty 1). Totals required: total price excluding VAT, VAT, and total contract price including VAT (ceiling price).

Pricing must be submitted on SBD 3.1 or a quotation on company letterhead. Prices are quoted in South African Rands and are fully inclusive of all costs, including delivery to the specified delivery point, VAT, income tax, UIF contributions and skills development levies.

Pricing conditions:

• Price schedule remains unchanged for the contract duration; no changes, extensions or additional ad hoc costs, except authorised price adjustments.
• Firm quantities are required for the current period; the NRF may require further estimated quantities, with actual quantity and timing determined when needed. The NRF does not guarantee ordering the entire estimated amount.
• Contract ceiling price includes firm and potential future quantities; the NRF pays only for verified deliveries/performances. Cumulative invoice value at contract expiry is the actual total contract price.
• Execution is managed through written purchase orders stipulating quantity, description, delivery date and unit price; funding is guaranteed when the order is issued.
• Price adjustments are managed with the NRF and bidder sharing price risk equally.
• Where different delivery points influence pricing, a separate pricing schedule is required for each delivery point.
• Detailed pricing support (e.g. costed bill of quantities) is optional and provided as an annexure.
• Pricing is subject to addition of preference points per SBD 6.1.

Items to be priced (quantities):

• Pin bulletin board 1200x1000mm, mounted (1)
• Pin bulletin board 900x900mm, mounted (1)
• Slimline magnetic whiteboard 900x900mm with cleaning supplies and magnetic pins, mounted (9)
• Slimline magnetic whiteboard 1500x1200mm with cleaning materials and magnetic pins, mounted (2)
• A0 aluminium snap action frame, mounted (2)
• A1 aluminium snap action frame, mounted (4)
• A3 aluminium snap action frame, supply only (3)
• A4 aluminium snap action frame, supply only (3)
• Delivery and installation at SAEON, Fynbos Node, SAAO Premises, 1 Observatory Road, Observatory, 7800 (1)

Totals required: total price excluding VAT, VAT, and total contract price including VAT (ceiling price).

Tax compliance:

• Bidders must comply with tax obligations and submit their unique SARS personal identification number (PIN) to enable verification of tax status; a printed tax compliance status certificate may also be submitted.
• Where no tax compliance status is available but the bidder is registered on the CSD, a CSD number must be provided.
• In consortia, joint ventures or sub-contractors, each party must submit a separate tax compliance status certificate, PIN or CSD number.

Registration:

• Bidders must register on the Central Supplier Database and include their Master Registration Number (Supplier Number).

B-bbee:

• A valid B-BBEE certificate or sworn affidavit (for EMEs and QSEs) must be submitted to qualify for preference points. Failure to submit a valid certificate means no points for specific goals.

Disqualifying conditions:

• No bids from persons in the service of the state, or companies/close corporations with directors/members in the service of the state.
• Any effort to influence evaluation, comparison or award decisions results in rejection and disqualification.
• Persons listed on the Register for Tender Defaulters or List of Restricted Suppliers are automatically disqualified.
• Failure to prove absence of fronting within 7 days of notification invalidates the bid or contract.

Preference points for specific goals (80/20 system, contracts between R2 000 and R50 000 000): B-BBEE Status Level of Contribution 1 to 3 = 8 points; Level 4 to 6 = 6 points; Level 7 to 8 = 2 points; supplier at least 51% Black-owned = 3 points; supplier at least 51% Black female-owned = 3 points; supplier at least 51% Black youth-owned = 1 point; supplier at least 51% owned by People with Disabilities = 1 point; EME or QSE = 4 points. A valid B-BBEE certificate must be submitted to earn points on specific goals; failure to submit a valid B-BBEE certificate means no points are allocated for specific goals. Failure to submit the proof or documentation required to claim points for specific goals will be interpreted as no claim for those points.

Occupational Health and Safety when working on NRF sites:

• All personnel performing work on NRF sites must obtain a safety induction.
• The contracted party must meet all relevant health and safety instructions given by site safety personnel, over and above the obligations of the Occupational Health and Safety Act and its Regulations.
• Personal protective equipment, including closed safety shoes, hard hats, height safety equipment and high visibility vests, must be worn at all times on the work site.
• All personnel must obey instructions and signage relating to restricted access and speed limits.
• Once the contract (SBD 7) is signed, the contracted party is responsible for itself, its employees and those affected by its operations in terms of the Act, and must perform all work and use equipment on site in compliance with the Act.
• The contracted party must make available to the NRF a valid Letter of Good Standing in terms of the COID Act and ensure it does not expire while executing the bid, furnish its registration number with the office of the Compensation Commissioner, and enter into a Section 37.2 agreement in terms of the OHS Act as drafted by the NRF.
• The contracted party must maintain a health and safety plan complying with the Act at the work site for the duration of the work, accepts liability for any contraventions of the Act, and each team member (including sub-contracted personnel) must submit a signed indemnity form prior to entering the work site, kept in the contracted party's health and safety file.
• Bidders must provide a statement of compliance indicating appropriate health and safety measures regarding installation procedures and the operation of power tools by experienced personnel only, indicating the use of appropriate PPE (eye, hearing and hand protection) as needed, and must complete a pre-job risk assessment and pre-use inspections of equipment.

Special Conditions of Contract (amendments to specific clauses of the National Treasury General Conditions of Contract; where there is an unintended conflict, the Special Conditions prevail). Service provider obligations: the service provider must exercise reasonable skill, care and diligence in rendering all services; deliver services during normal working hours (Monday to Friday, excluding public holidays, 08h30 to 17h00) and/or such additional hours as may reasonably be required by the NRF due to special circumstances, with services outside these hours rendered only by mutual agreement with the nominated NRF person based on severity level; must not do anything that may prejudice or be adverse to the operations and functions of the NRF; must submit such information and reports as specified in the agreed service request to the person nominated by the NRF and comply with all applicable legislation; and corresponds and delivers services only to the NRF and end users of the NRF. Communication: the contracted parties communicate in writing through mail, delivery or email; the contracted party states the contract number and, where applicable, the purchase order number on communication documentation, and must not act upon any communication without the contract number or must verify such communication with the assigned NRF contract manager before acting on it.

Eligibility criteria (GO/NO-GO): (1) fully completed Procurement Invitation (SBD 1) including SBD 4 and SBD 6.1 and a signed Bid Submission Certificate form; (2) fully completed pricing schedule (SBD 3.1) or a quotation on the company letterhead; (3) detailed specifications provided on the quotation must meet the scope of work required.

The applicable preference point system is the 80/20 system: a maximum of 80 points for price and 20 points for specific goals, totalling 100 points. Price points are calculated as Ps = 80 (1 − (Pt − Pmin)/Pmin), where Ps is the points scored for the price under consideration, Pt the price of the tender under consideration and Pmin the price of the lowest acceptable tender. The lowest acceptable tender determines the accurate system once tenders are received. Bidding selection process: Stage 1 — compliance with submission requirements (proposal must contain the specified returnable documents and conform to all terms, conditions and specifications); Stage 2 — evaluation of bids against technical specifications, including Stage 2A written response to specifications against published evaluation criteria, Stage 2B due diligence interviews or proof of delivery/concept for shortlisted bidders, and Stage 2C due diligence research confirming reference letters with referees; Stage 3 — price/preference evaluation, ranking qualifying bids on price with the lowest priced bid receiving the maximum points and adding verified preference points claimed on SBD 6.1 for final ranking; Stage 4 — checking tax compliance (Stage 4A resident taxpayers given seven working days to submit proof of tax compliance or an arrangement with SARS, failing which the recommended bid is rejected; Stage 4B non-resident foreign bidders' completed SBD 1 tax questionnaire submitted to SARS for a Confirmation of Tax Obligations letter); Stage 5 — award and contract signing to the bidder with the highest combined score, subject to supplying the relevant administrative documentation.