Hiring of decor for 16 days of activism

Closing date: 31/08/2026 at 12H00. No other dates (briefings, site visits, clarification deadlines) are stated in the document.

Bidding procedure enquiries: Mrs. Y. Mqingwana (Manager: SCM) at (047) 050 1156, email: [email protected]. Technical enquiries: Ms N. Mvume (Manager: SPU) at 047 050 1338 / 082 576 4242, email: [email protected]. Submission address: Bid Box, No. 61 Rev Tiyo Soga Building, Blyth Street, Butterworth 4960.

Bids must be deposited in the bid box at Mnquma Local Municipality, No 61 Rev Tiyo Soga Building, Blyth Street, Butterworth 4960, before the closing time of 12H00 on 31/08/2026. Late, couriered, faxed or emailed bids will not be accepted. Bids must be submitted on the official forms, in a sealed envelope endorsed with the bid number (SCM/MLM/05/26-27), project name, and on the back the company name, address, contact person and details. Each page must be initialled. Returnable documents include: MBD 1 (Invitation to Bid), MBD 2 (Tax Clearance Requirements), MBD 3.1 (Pricing Schedule – Firm Prices), MBD 3.3 (Pricing Schedule and Specification), MBD 4 (Declaration of Interest), MBD 6.1 (Preference Points Claim), MBD 7.1 (Contract Form), MBD 8 (Declaration of Past SCM Practices), MBD 9 (Certificate of Independent Bid Determination), plus supporting schedules (Resolution of Directors/Members, Certificate of Authority for Partnerships/Consortiums/JVs, List of Other Documents). Only original tender documents will be accepted; all forms must be completed in non-erasable ink. Partnerships/consortiums/joint ventures must submit a signed agreement and all parties must be CSD-registered.

Required documents include: Full CSD Report (not older than one month), 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 requirements are deemed non-responsive. Stage 2: 80/20 preference point system – Price scores 80 points, Specific Goals score 20 points. Specific goals: 10 points for 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); 10 points for promotion of enterprises located in the Mnquma Local Municipality area (proof: municipal rates, municipal confirmation letter, or lease agreement). No points are awarded if proof is not submitted. In case of equal scores, the bidder with the highest specific goal points wins; if still tied, the award is decided by drawing lots.

The scope is the hiring of decor for the 16 Days of Activism event. Required items: 1 tent for 200 people (3-pole tent); 200 chairs with 50 chair covers (black); 3 trestle tables with black tablecloths; 1 front stage draping in Mnquma colours (white/black/orange/green); 1 two-metre stage (draped); 2 portable ablution facilities; 1 sound system with 3 cordless microphones; 1 backup generator with 10-metre extension cord. Prices must include all applicable taxes and be firm. Strict delivery dates will be observed and penalties imposed for late deliveries.

Annexure B (Past Experience) is listed as a supporting schedule, but no specific experience or qualification requirements are stated in the document.

Goods supplied must conform to the standards mentioned in the bidding documents and specifications. The supplier must permit the purchaser to inspect the supplier's records relating to performance and to have them audited by auditors appointed by the purchaser. Pre-bidding testing, if any, is for the account of the bidder.

Pricing must be submitted on MBD 3.1 (Firm Prices) and MBD 3.3 (Pricing Schedule and Specification). Items to be priced: 1 tent for 200 people (3-pole tent); 200 chairs with 50 chair covers (black); 3 trestle tables with black tablecloths; 1 front stage draping in Mnquma colours; 1 two-metre stage (draped); 2 portable ablution facilities; 1 sound system with 3 cordless microphones; 1 backup generator with 10-metre extension cord. All prices must include VAT and be firm. Delivery dates are strict and penalties apply for late delivery.

Pricing must be on the official pricing schedules (MBD 3.1 and MBD 3.3). Only firm prices are accepted; non-firm prices (including those subject to exchange rate variations) will not be considered. All prices must include VAT and all other charges. The tender offer must remain valid for 90 days from the closing date. The municipality may negotiate prices with preferred tenderers. No performance security or bond is mentioned in the document.

Bidders must be registered on the Central Supplier Database (CSD) and submit a full CSD report not older than one month. Tax compliance: bidders must provide a SARS TCS PIN or CSD number; the original Tax Clearance Certificate must be submitted with the bid – certified copies are not acceptable. Bidders must not be persons in the service of the state. Bidders or directors must not be listed on the Register of Tender Defaulters or the National Treasury's Database of Restricted Suppliers, and must not have been convicted of fraud or corruption in the past five years. Bidders must not owe municipal rates or service charges in arrears for more than three months. Preferred bidders must furnish company registration, certified ID copies (not older than six months), tax compliance status PIN, and a certificate of no arrears. Partnerships/consortiums/joint ventures must submit a signed agreement and each party must be CSD-registered and provide a separate tax clearance.

Preference points are available under the 80/20 system for specific goals: 10 points for an EME or QSE at least 51% owned by black people, and 10 points for enterprises located in the Mnquma Local Municipality area. Proof required includes signed MBD 6.1, a CSD report not older than one month, and municipal confirmation (rates, confirmation letter, or lease agreement).

The tender is subject to the General Conditions of Contract (GCC) and any Special Conditions. The successful bidder must sign a written contract form (MBD 7.1). The tender offer must remain valid for 90 days from closing; withdrawal before that period may result in liability for additional expenses incurred by the municipality, recoverable by set-off against any moneys due or by retaining guarantees/deposits. The contract is subject to the municipality's Supply Chain Management Policy and Combating of Abuse of the Supply Chain Management System Policy. Payment is due within 30 days after receipt of invoice and delivery note.

The tender offer must remain valid, irrevocable, and open for written acceptance for 90 days from the closing date. The municipality may negotiate prices with preferred tenderers. The municipality reserves the right to extend the tender period by notice. Preferred bidders must furnish company registration, certified ID copies, tax compliance status PIN, and a certificate of no arrears for rates/taxes.

Bidders must not be in the service of the state. Bidders must not be listed on the Register of Tender Defaulters or prohibited from doing business with the public sector. Bidders must not have abused the Employer's Supply Chain Management System or failed to perform on previous contracts. Bidders must be registered on the Central Supplier Database. Bidders must submit a resolution of directors/members or certificate of authority for partnerships/consortiums/joint ventures.

Evaluation is in two stages: Stage 1 – Administrative compliance (bidders not meeting mandatory requirements are deemed non-responsive); Stage 2 – 80/20 preference point system: Price = 80 points, Specific goals = 20 points. Specific goals: 10 points for an EME/QSE at least 51% owned by black people (proof: signed MBD 6.1 and CSD report not older than one month); 10 points for promotion of enterprises located in Mnquma Local Municipality area (proof: municipal rates, confirmation letter, or lease agreement). No points are claimed if proof is not submitted.