Supply of 80 unisex municipal branded backpacks – christmas with children initiative

Closing date: 04/09/2026 at 12H00. No briefing or site visit is mentioned.

Bidding procedure enquiries: Mrs. Y Mqingwana (Manager: Supply Chain Management), tel (047) 050 1156 / 072 698 6085, email [email protected].

Technical enquiries: Ms N. Mvume (Manager: SPU), tel 047 050 1338 / 082 576 4242, email [email protected].

Submission address: Mnquma Local Municipality, No. 61 Blyth Street, Rev Tiyo Soga Building, Butterworth, 4960.

Submission method: bids must be deposited by hand into the tender box at Mnquma Local Municipality, No. 61 Blyth Street, Rev Tiyo Soga Building, Butterworth, 4960, before the closing time. The bid box is open 24 hours a day, 5 days a week.

Envelope: sealed envelope endorsed on the front with the bid number and project name; on the back with company name, address, contact person and contact details.

Disqualification risks: late, incomplete, unsigned, faxed, couriered or emailed tenders are rejected. Bids must be on official forms (not re-typed). Each page must be initialled. Do not reproduce or alter the tender document.

Returnable forms: all must be completed, signed and returned with the bid:

• MBD 1 (Invitation to Bid): bidder details and offer.
• MBD 2 (Tax Clearance Requirements): tax compliance declaration.
• MBD 3.1 and MBD 3.3 (Pricing Schedules): firm prices for the supply.
• MBD 4 (Declaration of Interest): discloses any connection to state employees.
• MBD 6.1 (Preference Points Claim): claims specific-goal points.
• MBD 7.1 (Contract Form): signed by the successful bidder.
• MBD 8 (Declaration of Past SCM Practices): discloses any prior abuse or defaults.
• MBD 9 (Certificate of Independent Bid Determination): certifies no collusion.
• Schedule 1 (Resolution of Directors/Members) and Schedule 2 (Certificate of Authority for Partnerships/Consortiums/JVs).
• Annexure A (Detailed Specification), Annexure B (Past Experience), Annexure C (Joint Venture Disclosure), Annexure D (Company Composition), Annexure E (Bid Check List).

Additional mandatory documents: full CSD report not older than one month; original tender documents; for partnerships/consortiums/joint ventures, a signed joint venture agreement and all parties must be CSD registered. Preferred bidders must later provide CK/company registration, certified ID copies not older than six months, tax compliance status PIN, and a certificate confirming no municipal arrears.

Required documents include: Full CSD Report (not older than one month), original tender documents, fully completed and signed tender forms (MBD 1-9), and for partnerships/consortiums/joint ventures, a signed joint venture agreement. All parties must be registered on the Central Supplier Database.

Evaluation is in two stages:

• Stage 1: Administrative compliance. Bidders failing to meet mandatory and other bid requirements are deemed non-responsive and excluded.
• Stage 2: 80/20 preference point system under the Preferential Procurement Regulations 2022. Price scores up to 80 points; specific goals score up to 20 points.

Specific goal (10 points): An EME or QSE at least 51% owned by black people. Proof: fully completed and signed MBD 6.1 and a full CSD report not older than one month. No points are awarded if proof is not submitted.

Tie-break: if two or more bidders score equal total points, the bidder with the highest specific-goal points wins; if still tied, the award is decided by drawing lots.

Scope: supply and delivery of inputs to support a children's orphanage home. The only specified item is 80 unisex municipal branded backpacks for the 'Mnquma celebrates Christmas with Children' initiative. Backpack features: one zipper front pocket, main zipper compartment, two side pockets with zip, reflectors on shoulder straps, and adjustable shoulder straps. Bidders must indicate the expected delivery date. Strict delivery dates will be observed and penalties imposed for late deliveries.

Annexure B (Past Experience) must be completed and submitted. No specific experience or qualification thresholds are stated.

Goods must conform to the standards in the bidding documents and specifications. The supplier must permit the purchaser to inspect the supplier's records and have them audited. Pre-bidding testing, if any, is for the bidder's account. If inspection is a bid condition, the bidder's premises must be open for inspection during production or execution.

Pricing schedule: item is 80 unisex municipal branded backpacks. All prices must be firm, include VAT and all other taxes, and cover all costs. Bidders must state the expected delivery date. Strict delivery dates are observed and penalties apply for late delivery.

Pricing: firm prices only, including VAT and all other taxes, duties and levies. Prices must cover all expenses, disbursements and costs (e.g. transport, overheads) and are final and binding. A separate pricing schedule is required for each delivery point if pricing differs. The total bid price must be stated inclusive of VAT. The offer must remain valid for 90 days from the closing date. Payment terms: the municipality undertakes to pay within 30 days of receipt of an invoice accompanied by the delivery note.

CSD registration: bidders must be registered on the Central Supplier Database and submit a full CSD report not older than one month. All parties in a partnership/consortium/joint venture must be CSD registered.

Tax compliance: bidders must have a valid tax clearance status (SARS TCS PIN or CSD number). The original Tax Clearance Certificate must be submitted with the bid; certified copies are not acceptable. Each party in a consortium/joint venture must submit a separate TCS/PIN/CSD.

B-BBEE: specific-goal points are claimed via MBD 6.1; proof is a completed MBD 6.1 and a full CSD report.

Disqualification: bidders in the service of the state, listed on the Register of Tender Defaulters, or convicted of fraud or corruption in the past five years are excluded. Bidders must not owe municipal rates or taxes in arrears for more than three months. Fraudulent information leads to blacklisting for five years.

Contract: the successful bidder must sign the MBD 7.1 contract form. The contract is subject to the General Conditions of Contract (GCC) and the municipality's Supply Chain Management Policy and Combating of Abuse of the SCM System Policy. The tender offer must remain valid and irrevocable for 90 days from closing date. Withdrawal during the validity period is not permitted except with written permission at the municipality's discretion; unauthorised withdrawal may make the bidder liable for additional costs. The municipality may extend the tender period by notice. Payment is due within 30 days of a correct invoice. Penalties apply for late delivery.

The municipality is not obliged to accept any proposal and may accept the whole or part. No proposals from persons in the service of the state. Bidders must not be listed on the Register of Tender Defaulters. Bidders must not have abused the SCM system or failed on previous contracts. Late, incomplete, unsigned, faxed, couriered or emailed tenders are rejected. Tender offers remain valid for 90 days. The award may be subject to price negotiation. The municipality may extend the tender period by notice. Preferred bidders must provide CK/company registration, certified ID copies, tax compliance PIN, and a certificate confirming no arrears with the municipality.

Bidders must comply with tax obligations and submit a valid Tax Clearance Certificate or provide a SARS PIN or CSD number. Foreign suppliers must complete the pre-award questionnaire. For consortia/joint ventures, each party must submit a separate TCS/PIN/CSD. Failure to provide required particulars may render the bid invalid.

Evaluation is in two stages: Stage 1 administrative compliance; Stage 2 80/20 preference point system (price 80, specific goals 20). The specific goal is an EME or QSE at least 51% black-owned, worth 10 points, with proof via MBD 6.1 and a full CSD report.