Supply, delivery and installation of festive season lighting – kouga municipality (RFQ 245/2026)

Closing date: 21 October 2026 at 12:00.

No briefing or site visit is stated in the document.

Bidding procedure enquiries:

• Contact: Ms. H. Halgryn
• Role: Supply Chain Office
• Email: [email protected]
• Telephone: 042 200 2200

Technical information:

• Contact: Ms. H. Halgryn
• Email: [email protected]
• Telephone: 042 200 2200

All inquiries must be submitted in writing via email to [email protected] and copied to [email protected].

Issued by:

Kouga Local Municipality

P.O. Box 21

Jeffreys Bay, 6330

Submission method: deposit the original hard copy plus an electronic copy on USB, SD card or CD into the tender box at the address below. The electronic copy must contain exactly the same information as the hard copy. Bids without both the original hard copy and the electronic copy will be declared non-responsive. CDs must be readable and unbroken; visibly broken CDs will not be accepted. Bidders are encouraged to use USB or SD cards only.

Submission address:

Kouga Local Municipality, Woltemade Building

16 Woltemade Street, Room 122

Jeffreys Bay, 6330

Returnable documents (all must be completed, signed in black ink, and submitted):

• MBD 1 (Invitation to Bid): bidder and contact details, signed as the offer cover page.
• MBD 4 (Declaration of Interest): discloses whether any director or shareholder is employed by the state or connected to anyone at the municipality.
• MBD 6.1 (Preference Points Claim): claims B-BBEE points under the PPPFA 80/20 system.
• MBD 7 (Contract Form): to be signed by the successful bidder.
• MBD 8 (Declaration of Bidder's Past SCM Practices): declares past supply chain management practices.
• MBD 9 (Certificate of Independent Bid Determination): certifies the price was set independently, with no collusion.
• Form of Offer and Acceptance: binds the bidder to the quoted prices and confirms authorisation to sign.
• Project implementation plan (if applicable).

Disqualification risks:

• Any returnable form left unsigned or omitted.
• Bids received after the closing time, regardless of reason.
• Bids not submitted on the official forms (re-typed forms are not accepted).
• Use of correction fluid or tape; mistakes must be crossed out and initialled.
• Documents completed in pencil will not be considered.
• Copies of signatures are not accepted; all signatures must be original in black ink.
• Failure to submit the electronic copy with the hard copy.

Evaluation stages:

• Phase 1: Special conditions compliance.
• Phase 2: Price scoring.
• Phase 3: Specific goals scoring.

Scoring split:

• Price: 80 points.
• Specific goals: 20 points.
• Total: 100 points.

Specific goals (max 20 points):

• B-BBEE status level contributor: max 10 points (Level 1 = 10, Level 2 = 8, Level 3 = 6, Level 4 = 4, Level 5 = 3, Level 6 = 2, Level 7 = 2, Level 8 = 2, Non-compliant = 0).
• Locality of supplier: max 10 points.
• 10 points: located within Kouga Local Municipality.
• 6 points: located within Sarah Baartman District Municipality or Nelson Mandela Bay Municipality.
• 4 points: located within the Eastern Cape.
• 1 point: outside the Eastern Cape.

To claim specific goals points, bidders must submit a valid B-BBEE sworn affidavit/certificate and the latest Municipal Billing Clearance Certificate or copy of municipal account/rental documentation for operational offices in the name of the bidding company. If the municipal account is in the director's name, an affidavit must be provided stating the company operates from that address. Virtual offices are not accepted.

Scope: Supply, delivery, and installation of festive season lighting for Kouga Municipality.

Key requirements:

• Supply and deliver festive season figurines, rope lights, outdoor fairy Christmas string lights, and commercial grade green garland.
• Collect 35 figurines from the Tourism Department Storeroom at Woltemade Street Building and deliver them to the main beach area.
• Install all figurines (newly supplied and collected), rope lights, commercial grade garland, and outdoor fairy lights around the main beach area of Jeffreys Bay.
• Provide a 1-ton pick-up vehicle with a closed top/canopy to transport figurines from the storeroom to the main beach.
• Only one service provider will be appointed.
• All material must be delivered within 3-4 weeks after receipt of the official order.
• Deliver to the electrical workshop in Kouga (Jeffreys Bay).

Specific items:

• Marquee light letters 1m high, illuminated white plastic for outdoor use, spelling "WELCOME TO JEFFREYS BAY".
• Large real-life Christmas present box: red tinsel finish, cable ties, 2 x 3D walk-through arches at 2m high, 1 x large aluminium box 3m high x 4m length, weatherproof curtain lights, 2 x neon or LED strips outdoor for arches, 1 x control box.
• Lamp poles across Main building (Da Gama): 8 globes in existing streetlights, rope or fairy lights around poles. Security must be in place before installation commences because the poles are low.
• Street pole decorations: bowties, round Christmas garland wheels, tinsel green.

Rope lights:

• 13mm diameter, 3-wire, IP44 or above, SABS approved, UV protected, no colour fading.
• LED with 30,000 hour lifespan.
• Lighting effects: chasing, static, blinking.
• Accessories: controller, transformer, power supply.
• PVC material, 3-pin connector, end cap.

Outdoor heavy-duty fairy lights:

• IP44 or above, 240V, UV protected, LED 30,000 hour lifespan.
• Various colours including shades of blue.
• Curtain light: PW/BC-2X3m/400 LED/Static, outdoor rubber cable, 10/16 strings hang down.
• String lights: running, outdoor rubber cable.
• Triangle lights: WW/BC-2.5Hx1.8W/171 LED/Twinkle, outdoor rubber cable, 31 x flashing LED.

Festoon rope light and colour bulbs:

• No fade out on all colours permitted; extra colouring pigment to be used in manufacturing.
• Festoon light harnesses (belt light) with E14/B22/E27 lamp.
• Lamp fittings: BC/ES moulded/detachable holders with weatherproof rubber seals.
• Cable: VDE kema-keur h05rnh2-f, flat cable, 2X0.75/1/1.5/2.5/4 mm2, 2~5 cores.
• Material: PVC, nylon, rubber, copper.
• IP65 and above.
• Rainbow colours, LED bulbs.

A project implementation plan must be submitted if applicable.

Only firm prices accepted. All delivery costs must be included. Document must be completed in non-erasable black ink. No correction fluid/tape; mistakes crossed out and initialled. Bidder must indicate VAT vendor status; if not a VAT vendor, both columns must reflect the same amount. Pricing items: A. Figurines (Christmas motifs, marquee letters, present box, rope lights, street pole decorations); B. Outdoor fairy lights (curtain, string, triangle per meter); C. Rope lights (per meter, joints, end caps, controller); D. Controllers (3-wire, 4-wire); E. Transport of existing figurines and rope lights from Tourism Storeroom to beach front (1-ton bakkie with canopy); F. Installation (new and collected products). Total = A+B+C+D+E+F.

Pricing format:

• Only firm prices will be accepted; non-firm prices will not be considered.
• All delivery costs must be included in the bid price.
• The bidder must indicate whether it is a registered VAT vendor. If not a VAT vendor, both the excluding and including VAT columns must reflect the same amount.
• The price schedule is divided into sections: A (Figurines), B (Outdoor fairy lights), C (Rope lights), D (Controllers), E (Transport of existing figurines and rope lights from Tourism Storeroom to beach front), F (Installation). Total = A+B+C+D+E+F.

No bid security, guarantee, or retention requirements are stated in the document.

Mandatory compliance:

• Registration on the National Treasury Central Supplier Database (CSD) is required; CSD number must be provided.
• Valid SARS Tax Compliance Status (TCS) PIN is required. For consortia/joint ventures/sub-contractors, each party must submit a separate TCS certificate/PIN/CSD number.
• CSD and tax compliance will be verified on the day of evaluation; non-compliance will result in the bid being declared non-responsive (subject to MFMA Circular 90).
• Bidders must not be persons in the service of the state.
• Bidders must submit a valid B-BBEE certificate or sworn affidavit (for EMEs and QSEs) to qualify for preference points.
• Bidders must submit the latest Municipal Billing Clearance Certificate or copy of municipal account/rental documentation to claim locality points.

Required documents (to be submitted with the bid or upon request):

• National Treasury Central Database Summary Report.
• Business registration documents (CIPC or equivalent; CM9/Name Change document is not sufficient).
• SARS Tax Compliance Status PIN.
• Certified ID copies (a copy of a certified copy is not accepted).
• Latest Municipal Billing Clearance Certificate or copy of municipal account/rental documentation.
• Any special conditions of contract documentation.

Foreign suppliers:

• Must complete the pre-award questionnaire in Part B:3.
• If the entity is not a resident, has no branch, no permanent establishment, no source of income, and is not liable for taxation in South Africa, it is not required to register for a TCS PIN.

B-BBEE preference points: Bidders must submit valid B-BBEE sworn affidavit/certificate (for EMEs & QSEs) to qualify for preference points. B-BBEE status level contributor points: Level 1 = 10 points (80/20) or 5 points (90/10); Level 2 = 8 or 4; Level 3 = 6 or 3; Level 4 = 4 or 2; Level 5 = 3 or 1; Level 6 = 2 or 1; Level 7 = 2 or 1; Level 8 = 2 or 1; Non-compliant = 0. Specific goals include B-BBEE status level (max 10 points) and locality of supplier (max 10 points).

The successful bidder must sign a written contract form (MBD7). The contract is subject to the General Conditions of Contract (GCC), the 2022 Preferential Procurement Regulations, the Kouga Municipality Supply Chain Management Policy (approved 30 March 2026), and the Municipal Restriction (Blacklisting) of Suppliers Policy (approved 29 April 2026). The bidder's offer remains binding for the validity period calculated from the closing date. The bidder accepts full responsibility for proper execution and fulfilment of all obligations. The bidder declares no collusive practices and confirms authorisation to sign. Acceptance by the Accounting Officer of Kouga Municipality forms a legal and binding contract.

Special conditions: Supply Chain Policy approved 30 March 2026 and Municipal Restriction (Blacklisting) of Suppliers Policy approved 29 April 2026 apply. The 2022 Preferential Procurement Regulations apply. General Conditions of Contract (GCC) apply. Successful bidder required to sign MBD7 contract form. Operating office hours from 07:30am to 16:15pm Monday to Thursday and 07:30am to 15:00pm Friday.

Evaluation on 80/20 point system for specific goals. Phase 1: Special conditions, Phase 2: Price scoring, Phase 3: Specific goals scoring. Specific goals: B-BBEE Status Level Contributor (max 10 points); Promotion of enterprises located in specific province (max 10 points): 10 points for located within Kouga Local Municipality, 6 points for Sarah Baartman District Municipality & Nelson Mandela Bay Municipality, 4 points for Eastern Cape, 1 point outside Eastern Cape. Bidders must submit valid B-BBEE sworn affidavit/certificate and latest Municipal Billing Clearance Certificate/Copy of Municipal Account/Rental Documentation for operational offices in name of bidding company to claim specific goals points. If municipal account in director's name, affidavit required. Virtual offices not accepted.