Storage, handling, transport & logistics services tender – gauteng government RFQ

{"closingDate":"06 July 2025","closingTime":"11:00am","briefingSession":"{\"date\":null,\"time\":null,\"venue\":\"ions, experience, and references submitted by bidders prior to award.\",\"is_compulsory\":true}"}

{"name":null,"email":"[email protected]","phone":null,"department":"Supply Chain Management","address":"MBER: 2421"}

Returnable Documents: and verify the qualifications, experience, and references submitted by bidders prior to award., Invitation to Bid (SBD 1) Fully completed and signed., Bidders’ Disclosure form (SBD 4) Fully completed and signed., SBD 6.1 (Preference Claim Form) Fully completed and signed., Pricing Schedule (SBD 3). The bidder must submit and attach to the RFQ, response fully completed pricing Schedule (SBD, 3). Pricing schedules must be completed in full., Proof of registration on the Central Supplier Please provide proof of registration on the Central, Database (CSD) of National Treasury Supplier Database. Only suppliers who are, registered with the Central Supplier Database, (CSD) will be considered., Tax Verification Proof of Tax Verification PIN from SARS or CSD, NB: MHSC only conducts business with bidders whose tax matters and CSD, registration are in order. Failure to comply in terms of tax obligations and CSD, VAT REGISTRATION, response/s with supporting evidence. If more space is required to justify compliance, please ensure that

SCM COMPLIANCE REQUIREMENTS (RETURNABLE DOCUMENTS) 1. Phase 1: SCM compliance requirements (returnable documents). 2. Phase 2: Mandatory/Technical evaluation. 3. Phase 3: Price and Specific Goals evaluation.

Pt−Pmin

Ps= 80(1− )

Pmin

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 points is allocated for price on the following basis:

Pt−Pmax

Ps= 80(1+ )

Pmax

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 points Number of points

allocated allocated Number of points

The specific claimed (80/20 system) (example)

goals allocated

(80/20 system) points in terms of (To be completed

this tender by the organ of (To be completed by

state) the tenderer)

Black owned Total Points: 10 For example, if the

enterprises bidder’s Black

“enterprises owned Ownership is 100% black

by black people”. between 61% and ownership = 10

Persons 75%, it will

historically 76% to 99% black score/claim 6 points

disadvantaged on ownership = 8 for 80/20

the basis of race: 61% to 75% black

ownership = 6

41% to 60% black

ownership = 4

20% to 40% black

ownership = 2

0 to 19% black

ownership = 0

Total Points: 5

100% black women

ownership = 5

76% to 99% black

Black women women ownership =

owned enterprises 4

“Enterprises 61% to 75% black For example, if the

owned by women” women ownership = bidder is 61 to 75%

Persons 3 owned by Women, it

will score/claim 3

historically 41% to 60% black points for 80/20.

disadvantaged on women ownership =

the basis of 2

gender:

20% to 40% black

women ownership =

0 to 19% black

women ownership =

Total Points: 5Enterprises owned

For example, if the

by Youth 100% owned by

bidder is 61 to 75%

youth = 5“Enterprises owned by Youth , it

owned by people 76% to 99% will score/claim 3

who are youth. owned by youth = 4 points for 80/20.

Persons 61% to 75% owned

historically by youth = 3

disadvantaged on 41% to 60% owned

the basis of youth. by youth = 2

20% to 40% owned

by youth = 1

0 to 19% owned by

youth = 0

Total Points for

20.00 Specific Goals

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 authorised 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 favourable 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: ...............................................................

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

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

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

Bid response documents must be submitted to the designated email address below

[email protected]

Bidding procedure enquiries may be technical enquiries may be directed

Directed to to:

Contact person SCM contact person SCM

Telephone number telephone number

Facsimile number n/a facsimile number n/a

E-MAIL ADDRESS [email protected] E-MAIL ADDRESS [email protected]

Supplier information

Name of bidder

Postal address

Street address

Telephone number code number

Cellphone number

Facsimile number code number

E-mail address

VAT registration

Number

Supplier compliance tax central

Status compliance supplier

Or

System pin: database

No: MAAA

ARE YOU THE Yes Yes No

Are you a foreign

ACCREDITED No

Based supplier

Representative in [if yes, answer the

For the goods

South africa for the [if yes enclose questionnaire

/Services offered?

Goods /services proof] below]

Offered?

Questionnaire to bidding foreign suppliers

Is the entity a resident of the republic of south africa (RSA)?

Yes NO

Does the entity have a branch in the RSA?

Yes NO

Does the entity have a permanent establishment in the RSA?

Yes NO

Does the entity have any source of income in the RSA?

Yes NO

Is the entity liable in the RSA for any form of taxation?

Yes NO

If the answer is “NO” to all of the above, then IT is not a requirement to register for

A tax compliance status system pin code from the south african revenue service

(SARS) and if not register as per 2.3 Below.

Part b

Terms and conditions for bidding

1. Bid submission:

1.1. Bids must be delivered by the stipulated time to the correct address. Late

Bids will not be accepted for consideration.

1.2. All bids must be submitted on the official forms provided (not to be re-

Typed) or in the manner prescribed in the bid document.

1.3. This bid is subject to the preferential procurement policy framework act,

2000 and the preferential procurement regulations, the general conditions

Of contract (gcc) and, if applicable, any other special conditions of

Contract.

1.4. The successful bidder will be required, where applicable to fill in and sign

A written contract form (sbd7).

2. Tax compliance requirements

2.1 Bidders must ensure compliance with their tax obligations.

2.2 Bidders are required to submit their unique personal identification number

(Pin) issued by SARS to enable the organ of state to verify the taxpayer’s

Profile and tax status.

2.3 Application for tax compliance status (tcs) pin may be made via e-filing

Through the SARS website www.SARS.GOV.ZA.

2.4 Bidders may also submit a printed tcs certificate together with the bid.

2.5 In bids where consortia / joint ventures / sub-contractors are involved;

Each party must submit a separate tcs certificate / pin / csd number.

2.6 Where NO tcs pin is available but the bidder is registered on the central

Supplier database (csd), a csd number must be provided.

2.7 NO bids will be considered from persons in the service of the state,

Companies with directors who are persons in the service of the state, or

Close corporations with members persons in the service of the state.”

Nb: failure to provide / or comply with any of the above particulars may render the bid invalid.

Signature of bidder: ...................................................

Capacity under which this bid is signed: ...................................................

(Proof of authority must be submitted e.g. company resolution)

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

Standard terms and conditions of RFQ

• A submission submitted in response to this RFQ will constitute a binding offer which will remain

binding and irrevocable for a period of thirty (30) days from the date of submission to the MHSC.

Bidders may not modify their initial pricing offer whilst the RFQ validity period is still in force. (RFQ

Validity Period: 30 days from date of closure)

• No service will be rendered, or goods delivered before an official MHSC Purchase Order has been

issued to the awarded bidder.

• It is the responsibility of the bidder to ensure that its response reaches MHSC on or before the

closing date and time of the RFQ.

• Bidders may not make any alterations or additions to the content of this bid document, except to

comply with the instructions issued by the MHSC.

• There shall be no discussions with any enterprise until evaluation of the proposal has been

complete.

• RFQ’s received after closing time and date will be classified as LATE and will not be considered.
• With regards to pricing, where a bidder submits both a quote and SBD 3, should the total bid prices

differ, or calculation errors be identified, the one indicated on the SBD 3 pricing schedule shall be

considered the correct price.

• MHSC reserves the right to cancel this RFQ due to the following reasons:

a) Due to changed circumstances, there is no longer a need for the services specified in this

RFQ.

b) Funds are no longer available to cover the total envisaged expenditure for the project.

c) No RFQ meets the required specifications.

d) There is a material irregularity in the RFQ process.

e) Bidder fails to deliver in accordance with the requirements of the RFQ. The MHSC reserves

the right to terminate the contract/PO during the first week after work has commenced should

the appointed service provider have misrepresented themselves and/or their product and will

not be able to fulfil the requirements as contained in the contract.

Terms of reference/scope of work

The Mine Health and Safety Council (MHSC) is a national public entity (Schedule 3A) established in terms of

the Mine Health and Safety Act (MHSA), No. , as amended.

The MHSC is mandated to advise the Minister of Mineral and Petroleum Resources on Mine Health and

Safety (MHSC) issues in the mining industry, relating to the development and implementation of the MHSC

annual MHS research programme, reviewing and development of MHS legislation and dissemination

(knowledge and technology transfer) of MHSC research outcomes to improve MHS conditions in the South

African Mining Industry (SAMI).

Currently the Mine Health and Safety Council is in the process of relocating its offices to newly acquired

premises. As part of this transition, there is a requirement for the organisation to secure suitable storage

facilities for assets including but not limited to information technology and communication (ICT) equipment

and Organisational Vehicles during the relocation period

The assignment includes the collection, transportation, handling, Storage, safeguarding, and return/delivery of

the items as directed by the Mine Health and Safety Council (MHSC).

2. Objective

The objective of this RFQ is to appoint a qualified service provider to provide a secure 33m2 storage facilities

for:

• Seven (7) organisational vehicles; and
• ICT equipment and related assets for approximately sixty-eight (68) personnel

The Service Provider shall undertake the following services:

a. Vehicle Storage

• Provide Secure parking/storage for six (6) vehicles.
• Facility must:

o Be fully enclosed and access controlled.

o Provide 24-hour security (guards, CCTV surveillance, and alarm systems).

o Be protected from environmental elements (covered parking preferred).

o Allow reasonable access for authorised personnel during agreed hours.

• Adequate space to allow safe parking and manoeuvring of vehicles.
• Insurance cover or liability provisions for stored vehicles (to be specified).

b. ICT Equipment Storage

• Secure indoor storage facility suitable for sensitive ICT equipment, including but not limited to:

o Computers, laptops, monitors

o Servers and network equipment

o Printers and peripherals

• Facility must:

o Be climate-controlled or maintained within safe temperature/humidity ranges.

o Be dust-free and protected from water damage.

o Have fire detection and suppression systems.

o Be access-controlled with restricted entry.

• Proper shelving, palletisation, or racking to prevent damage.
• Capability to accommodate equipment for approximately 68 staff members.

c. Security Requirements

• 24/7 security presence.
• CCTV monitoring with recording capabilities.
• Access control system with audit trail.
• Incident reporting procedures.

• Investigation capabilities.

d. Access and Logistics

• Controlled access for authorised MHSC personnel.
• Assistance with loading/unloading where required (optional but advantageous).
• Clear procedures for inventory intake and release.

e. Inventory Management

• Maintain a detailed inventory register of all stored items.
• Provide asset tagging or tracking for record purposes.
• Regular reconciliation reports.

f. Insurance and Liability

• The service provider must provide proof of insurance covering:
• Theft
• Damage
• Fire and natural disasters
• Clearly outline liability terms for stored vehicles and equipment.

g. Deliverables

• Secure storage facilities ready for use by 31 July 2026.
• Inventory register upon receipt of items.
• Daily storage and daily security reports.
• Incident reports (if applicable).
• Final reconciliation report upon completion of the contract.

4. Duration of services

The services shall be provided for a temporary period of approximately:

Two (2) months

The duration may be extended subject to the Mine Health and Safety Council (MHSC) requirements.

5. Storage facility requirements

The storage facility shall:

• Be secure and accessible
• Be clean, dry, and weatherproof

• Have adequate lighting and ventilation
• Include fire protection measures
• Provide controlled access and security monitoring
• Accommodate the required storage volume

6. Transportation requirements

The Service Provider shall:

• Provide roadworthy and suitable transport vehicles
• Ensure safe packaging and handling during transport
• Provide qualified drivers and personnel
• Comply with all transportation and safety regulations

7. Responsibilities

a. Employers’ responsibilities

The Employer shall:

• Identify items for transportation and storage
• Provide access to collection points
• Designate authorized representatives for coordination and verification

b. Service Provider Responsibilities

The Service Provider shall:

• Ensure safe transportation and storage of all items
• Maintain security and confidentiality
• Prevent loss or damage to stored items
• Comply with all applicable safety and legal requirements

8. Required experience

a. Company experience

The bidder should have:

• A minimum of 3–5 years’ experience in providing:

✓ Storage services,

✓ Warehousing,

✓ Transportation/logistics services,

✓ Asset handling and relocation services.

9. Evaluation Process

The evaluation process will comprise of the following phases:

• Phase 1: Mandatory Evaluation.

• Phase 2: Functionality Evaluation.

• Phase 3: Pricing and Specific goals Evaluation.

a. MANDATORY EVALUATION PHASE 1

Verify that mandatory requirements are met as per the bid document.

The bidder must indicate its compliance / non-compliance to the requirements and should substantiate its

response/s with supporting evidence. If more space is required to justify compliance, please ensure that

the substantiation is clearly cross-referenced to the relevant requirement.

Failure to comply with Mandatory Requirements will lead to the bidder being disqualified and not

considered for further evaluation.

Mandatory requirements comply/not comply

✓ Public liability insurance

✓ Warehouse insurance cover

Valid certificates must be attached

N.B. The Mine Health and Safety Council (MHSC) reserves the right to conduct site inspections

and verify the qualifications, experience, and references submitted by bidders prior to award.

1.1 Contract period

The contract will be valid for a period of two (02) months.

RFQ evaluation process

SCM compliance requirements (returnable documents)

The RFQ will be evaluated in various phases as mentioned below:

1. Phase 1: SCM compliance requirements (returnable documents).

2. Phase 2: Mandatory/Technical evaluation.

3. Phase 3: Price and Specific Goals evaluation.

Phase 1: SCM Compliance requirements (Returnable documents)

RFQs received will be verified for completeness and correctness. MHSC reserve the right to accept or

reject an RFQ based on the completeness and correctness of the documentation and information

provided.

No award will be done without complete provision of returnable documents and any schedules.

Returnable documents are categorized as follows:

Invitation to Bid (SBD 1) Fully completed and signed.

Bidders’ Disclosure form (SBD 4) Fully completed and signed.

SBD 6.1 (Preference Claim Form) Fully completed and signed.

Proof of evidence:

• valid and certified sworn affidavit or B-

BBEE certificate.

• Bidders should ensure the points are

correctly claimed for the specific goals and

information is captured correctly and

information is true.

Pricing Schedule (SBD 3). The bidder must submit and attach to the RFQ

response fully completed pricing Schedule (SBD

3). Pricing schedules must be completed in full.

Proof of registration on the Central Supplier Please provide proof of registration on the Central

Database (CSD) of National Treasury Supplier Database. Only suppliers who are

registered with the Central Supplier Database

(CSD) will be considered.

Tax Verification Proof of Tax Verification PIN from SARS or CSD

supplier number

NB: MHSC only conducts business with bidders whose tax matters and CSD

registration are in order. Failure to comply in terms of tax obligations and CSD

registration will render your RFQ non-responsive and disqualified. It is the

responsibility of the bidder to ensure they are tax compliant and are registered on CSD

at time of submitting their response.

.Phase 2: Technical / Functional/ Mandatory Evaluation

Mandatory requirements.

The following Technical / Functional requirements which are mandatory must be complied with by the

bidder.

Please note that bidders will not be evaluated further if they do not provide evidence confirming

compliance with any of the specified mandatory requirements.

Mandatory requirements comply/not comply

✓ Public liability insurance

✓ Goods-in-transit insurance

✓ Warehouse insurance cover

Valid certificates must be attached

Phase 4: Price and Specific Goals Evaluation

Pricing instructions

1. Applicable currency: All prices shall be quoted in South African Rand (R).

2. Completion of pricing schedule: Bidders shall complete the pricing schedule in full,

inserting all the information required therein.

3. Price Quotation Basis: total prices quoted must be inclusive of all applicable taxes

including VAT, less all unconditional discounts, plus all costs to deliver the services and/or

goods. Where imported goods/services are to be used, and pricing is subject to exchange

rate fluctuations, the exchange currency against the Rand must be stipulated, as well as

the exchange rate at the time of bidding. The portion of the bid price subject to exchange

rate fluctuations must be stated. Price changes whether because of CPI, PPI, industry

extensions or expansions will be allowed in terms of the signed contract by both parties.)

4. Submission of pricing: bidders must submit their pricing proposals with the technical

proposal. The pricing folder must be clearly labelled as such.

5. Validity Period: SBD 3 is valid for 30 days from date of closure of this RFQ

6. Payment terms: Payment will be made in accordance with Treasury Regulations

15.10.1.and 8.2.3 (within 30 days from receipt of invoice after completion of

deliverables).

NO DESCRIPTION/ PROJECTS UNIT QTY Rate PRICE (R EXCL

VAT)

Part a: storage services

1.1 Provision of secure indoor storage Lump 1 R R

sum

facility (approximately 33 m2), including

secure parking for seven (7) vehicles,

inventory management, security

services, loading and offloading,

transportation, and all associated

logistics services.

Total excluding VAT r

VAT (15%) r

Total including VAT r

TOTAL BID PRICE (VAT Inclusive): R.............................................................

The following Schedule of Prices must be completed by the Tenderer. The total price must include

everything necessary to complete the terms of the Specifications or scope of work.

Total Cost is determined by multiplying quantity by unit price for all line items.

Pmin = Price of lowest acceptable tender

A maximum of 20 points will be allocated for specific goals on the following basis:

• The tenderer must indicate how they claim points for each preference

point system in line with the specific goals of the RFQ as outlined in SBD

6.1.

1.2 Price negotiations

The award of this RFQ may be subject to price negotiations where there are opportunities where

prices are not market related. Under no circumstances will negotiation with any Bidders, constitute an

award or promise/ undertaking to award the contract.

1.3 Protection of personal information act, (popia)

MHSC adheres to the Protection of Personal Information Act, (POPIA) requirements

regarding personal information which came into effect 1 July 2021. As MHSC, we are committed to

protecting your privacy and ensuring that personal information collected is used properly, lawfully,

and transparently.

1.4 Occupational health and safety

The service provider acknowledges that he is fully aware of the provisions of the OHS Act

and that he is an employer in his own right with duties and responsibilities as prescribed in the Act.

1.5 Important notice to bidders

Bidders are to be aware of scammers who pose as MHSC employees selling bid documents or

offering monetary gratuity in exchange for information or awarding of bids.

MHSC is in no way selling the bid document, all documents shall be found on the MHSC

website and National Treasury eTender Portal and awarded bids are notified through the

website and MHSC shall never ask any bidder for monetary gratuity in exchange for

information or manipulating outcome of bids.

General conditions of contract (gcc)

In accordance with the Framework for Supply Chain Management [Section 76 (4) (c) of the PFMA] that

was promulgated in Government Gazette Number 25767 on 5 December 2003 as Treasury

Regulations, National Treasury is required to issue general conditions of contract and bid

documentation for supply chain management.

This Request for Quotation and any contract emanating from this Request for Quotation are subject to

the General Conditions of Contract (GCC) which were revised in July 2010.

The General Conditions of Contract (GCC) revised and issued by National Treasury in July 2010 are

available on the website of National Treasury.

http://ocpo.treasury.gov.za/Resource_Centre/Legislation/General%20Conditions%20of%20Contract-

%20Inclusion%20of%20par%2034%20CIBD.pdf

The SBD 7 contract form will be required, where applicable, from the recommended bidder

upon award.

Due diligence

The MHSC reserves the right to conduct supplier due diligence prior to final award

or at any time during the contract period. This may include site visits, reference checks and requests

for additional information. The MHSC may where applicable request samples from the bidder/s to

confirm capability.

RFQ award

Awarding of RFQ’s will not be published on the National Treasury e-tender portal or MHSC’ website.

No regret letters will be sent out. An RFQ is considered awarded when an official purchase order as

signed by the delegated authority of the MSC is issued to the service provider. Goods may be delivered,

or services may be rendered only with an official purchase order as signed and issued by the MHSC.

Reasons for disqualification

MHSC reserves the right to disqualify any bidders who do not comply with one or more of the following

RFQ requirements and may take place without prior notice to the bidder:

• Bidder whose tax matters are not in order (Instruction Note /2018 Tax Compliance

Status will apply).

• Bidders who are not registered with the Central Supplier Database (CSD).
• submitted incomplete information and documentation according to the requirements of this RFQ

document.

• submitted information that is fraudulent, factually untrue or inaccurate information.
• received information not available to other potential bidders through fraudulent means.
• failed to comply with mandatory and technical requirements as stipulated in the RFQ document.
• misrepresented or altered material information in whatever way or manner.
• promised, offered, or made gifts, benefits to any The Mine Health and Safety Council (MHSC)

employee.

• canvassed, lobbied to gain unfair advantage.
• committed fraudulent acts; and
• acted dishonestly and/or in bad faith etc.

NB: it is the responsibility of the bidder to ensure the bid response is fully completed and signed

and all required documents are valid and submitted upon closing date. The bidder should

ensure that their response reaches the MHSC on the stipulated date and time.

Bidders are not allowed to contact any other MHSC staff in the context of this tender other than the

indicated officials under SBD 1 above or as mentioned under “correspondences”.

Bidder’s disclosure (sbd 4)

1. Purpose of the form

Any person (natural or juristic) may make an offer or offers in terms of this invitation to bid. In line

with the principles of transparency, accountability, impartiality, and ethics as enshrined in the

Constitution of the Republic of South Africa and further expressed in various pieces of legislation, it

is required for the bidder to make this declaration in respect of the details required hereunder.

Where a person/s are listed in the Register for Tender Defaulters and / or the List of Restricted

Suppliers, that person will automatically be disqualified from the bid process.

2. Bidder’s declaration

2.1 Is the bidder, or any of its directors / trustees / shareholders / members / partners or any person

having a controlling interest1 in the enterprise,

employed by the state? YES/NO

2.1.1 If so, furnish particulars of the names, individual identity numbers, and, if applicable, state employee

numbers of sole proprietor/ directors / trustees / shareholders / members/ partners or any person

having a controlling interest in the enterprise, in table below.

Full Name Identity Number Name of State

institution

2.2 Do you, or any person connected with the bidder, have a relationship with any person who is employed

by the procuring institution? YES/NO

2.2.1 If so, furnish particulars:

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

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

2.3 Does the bidder or any of its directors / trustees / shareholders / members / partners or any person

having a controlling interest in the enterprise have any interest in any other related enterprise

whether or not they are bidding for this contract? YES/NO

2.3.1 If so, furnish particulars:

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

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

a. Company experience

• A minimum of 3–5 years’ experience in providing:

✓ Storage services,

✓ Warehousing,

✓ Transportation/logistics services,

✓ Asset handling and relocation services.

N.B. The Mine Health and Safety Council (MHSC) reserves the right to conduct site inspections

and verify the qualifications, experience, and references submitted by bidders prior to award.

1.1 Contract period

The contract will be valid for a period of two (02) months.

TOTAL BID PRICE (VAT Inclusive): R............................................................. everything necessary to complete the terms of the Specifications or scope of work.

Tax compliance status system pin code from the south african revenue service

Tax compliance requirements

Tax compliance status (tcs) pin may be made via e-filing

Tax Compliance

Tcs pin is available but the bidder is registered on the central

Csd number

Csd number must be provided

CSD registration are in order

CSD registration will render your RFQ non-responsive and disqualified

Central supplier database (csd), a csd number must be provided

Central Supplier Database

Central Supplier Database (CSD)

and verify the qualifications, experience, and references submitted by bidders prior to award.

Invitation to Bid (SBD 1) Fully completed and signed.

Bidders’ Disclosure form (SBD 4) Fully completed and signed.

SBD 6.1 (Preference Claim Form) Fully completed and signed.

Pricing Schedule (SBD 3). The bidder must submit and attach to the RFQ

response fully completed pricing Schedule (SBD

3). Pricing schedules must be completed in full.

Proof of registration on the Central Supplier Please provide proof of registration on the Central

Database (CSD) of National Treasury Supplier Database. Only suppliers who are

registered with the Central Supplier Database

(CSD) will be co

response/s with supporting evidence. If more space is required to justify compliance, please ensure that

2. Tax compliance requirements

2.3 Application for tax compliance status (tcs) pin may be made via e-filing

Each party must submit a separate tcs certificate / pin / csd number.

2.6 Where NO tcs pin is available but the bidder is registered on the central

Supplier database (csd), a csd number must be provided.

stify compliance, please ensure that

Points Allocation: 80 points

B-BBEE Details: torage of all items

• Maintain security and confidentiality
• Prevent loss or damage to stored items
• Comply with all applicable safety and legal requirements

8. Required experience

a. Company experience

The bidder should have:

• A minimum of 3–5 years’ experience in providing:

✓ Storage services,

✓ Warehousing,

✓ Transportation/logistics services,

✓ Asset handling and relocation services.

9. Evaluation Process

The evaluation process will comprise of the following phases:

• Phase 1: Mandatory Evaluation.
• Phase 2: Functionality Evaluation.
• Phase 3: Pricing and Specific goals Evaluation.

a. MANDATORY EVALUATION PHASE 1

Verify that mandatory requirements are met as per the bid document.

The bidder must indicate its compliance / non-compliance to the requirements and should substantiate its

response/s with supporting evidence. If more space is required to justify compliance, please ensure that

the substantiation is clearly cross-referenced to the relevant requirement.

Failure to comply with Mandatory Requirements will lead to the bidder being disqualified and not

considered for further evaluation.

Mandatory requirements comply/not comply

✓ Public liability insurance

✓ Warehouse insurance cover

Valid certificates must be attached

N.B. The Mine Health and Safety Council (MHSC) reserves the right to conduct site inspections

and verify the qualifications, experience, and references submitted by bidders prior to award.

1.1 Contract period

The contract will be valid for a period of two (02) months.

RFQ evaluation process

SCM compliance requirements (returnable documents)

The RFQ will be evaluated in various phases as mentioned below:

1. Phase 1: SCM compliance requirements (returnable documents).

2. Phase 2

claim form for preference points for specific goals. NB: BEFORE COMPLETING THIS FORM, TENDERERS MUST STUDY THE GENERAL AND PREFERENTIAL PROCUREMENT REGULATIONS, 2022

1. Background

The Mine Health and Safety Council (MHSC) is a national public entity (Schedule 3A) established in terms of

the Mine Health and Safety Act (MHSA), No. , as amended.

Safety (MHSC) issues in the mining industry, relating to the development and implementation of the MHSC

annual MHS research programme, reviewing and development of MHS legislation and dissemination

(knowledge and technology transfer) of MHSC research outcomes to improve MHS conditions in the South

African Mining Industry (SAMI).

the items as directed by the Mine Health and Safety Council (MHSC).

Two (2) months

The duration may be extended subject to the Mine Health and Safety Council (MHSC) requirements.

• Provide roadworthy and suitable transport vehicles
• Ensure safe packaging and handling during transport
• Provide qualified drivers and personnel
• Comply with all transportation and safety regulations

prices are not market related. Under no circumstances will negotiation with any Bidders, constitute an

award or promise/ undertaking to award the contract.

1.3 Protection of personal information act, (popia)

MHSC adheres to the Protection of Personal Information Act, (POPIA) requirements

regarding personal information which came into effect 1 July 2021. As MHSC, we are committed to

protecting your privacy and ensuring that personal information collected is used properly, lawfully,

and transparently.

1.4 Occupational health and safety

Awarding of RFQ’s will not be published on the National Treasury e-tender portal or MHSC’ website.

• Bidder whose tax matters are not in order (Instruction Note /2018 Tax Compliance

Status will apply).

• Bidders who are not registered with the Central Supplier Database (CSD).
• submitted incomplete information and documentation according to the requirements of this RFQ

document.

• submitted information that is fraudulent, factually untrue or inaccurate information.
• received information not available to other potential bidders through fraudulent means.
• failed to comply with mandatory and technical requirements as stipulated in the RFQ document.
• misrepresented or altered material information in whatever way or manner.
• promised, offered, or made gifts, benefits to any The Mine Health and Safety Council (MHSC)

employee.

• canvassed, lobbied to gain unfair advantage.
• committed fraudulent acts; and
• acted dishonestly and/or in bad faith etc.

NB: it is the responsibility of the bidder to ensure the bid response is fully completed and signed

and all required documents are valid and submitted upon closing date. The bidder should

ensure that their response reaches the MHSC on the stipulated date and time.

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 IS

a. Vehicle Storage

• Provide Secure parking/storage for six (6) vehicles.
• Facility must:

o Be fully enclosed and access controlled.

o Provide 24-hour security (guards, CCTV surveillance, and alarm systems).

o Be protected from environmental elements (covered parking preferred).

o Allow reasonable access for authorised personnel during agreed hours.

• Adequate space to allow safe parking and manoeuvring of vehicles.
• Insurance cover or liability provisions for stored vehicles (to be specified).

b. ICT Equipment Storage

• Secure indoor storage facility suitable for sensitive ICT equipment, including but not limited to:

o Computers, laptops, monitors

o Servers and network equipment

o Printers and peripherals

• Facility must:

o Be climate-controlled or maintained within safe temperature/humidity ranges.

o Be dust-free and protected from water damage.

o Have fire detection and suppression systems.

o Be access-controlled with restricted entry.

• Proper shelving, palletisation, or racking to prevent damage.
• Capability to accommodate equipment for approximately 68 staff members.

c. Security Requirements

• 24/7 security presence.
• CCTV monitoring with recording capabilities.
• Access control system with audit trail.
• Incident reporting procedures.

• Investigation capabilities.

d. Access and Logistics

• Controlled access for authorised MHSC personnel.
• Assistance with loading/unloading where required (optional but advantageous).
• Clear procedures for inventory intake and release.

e. Inventory Management

• Maintain a detailed inventory register of all stored items.
• Provide asset tagging or tracking for record purposes.
• Regular reconciliation reports.

f. Insurance and Liability

• The service provider must provide proof of insurance covering:
• Theft
• Damage
• Fire and natural disasters
• Clearly outline liability terms for stored vehicles and equipment.

g. Deliverables

• Secure storage facilities ready for use by 31 July 2026.
• Inventory register upon receipt of items.
• Daily storage and daily security reports.
• Incident reports (if applicable).
• Final reconciliation report upon completion of the contract.

• Ensure safe transportation and storage of all items
• Maintain security and confidentiality
• Prevent loss or damage to stored items
• Comply with all applicable safety and legal requirements

✓ Public liability insurance

✓ Warehouse insurance cover

✓ Public liability insurance

✓ Goods-in-transit insurance

✓ Warehouse insurance cover

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 authorised 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 favourable 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: ...............................................................

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

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

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

1.5 IMPORTANT NOTICE TO BIDDERS offering monetary gratuity in exchange for information or awarding of bids. website and National Treasury eTender Portal and awarded bids are notified through the website and MHSC shall never ask any bidder for monetary gratuity in exchange for information or manipulating outcome of bids.

a. Employers’ responsibilities

• Identify items for transportation and storage
• Provide access to collection points
• Designate authorized representatives for coordination and verification

1.3 Points for this tender (even in the case of a tender for income-generating contracts) shall be awarded for: (a) Price; and (b) Specific Goals.