Supply and delivery of personal protective equipment (PPE) for epwp participants — nama khoi local municipality

Closing

• Date: 13 November 2026
• Time: 12:00

Start date

• 06 November 2026

Briefing or site visit

• None scheduled; no site clarification meeting will be held.

Quotation validity

• Offers must remain valid and irrevocable for 60 days from the closing date.

SCM enquiries

• Name: Candice Rabie
• Role: Acting Senior Accountant, Supply Chain Management
• Telephone: (027) 718 8126
• Email: [email protected]

Technical specification enquiries

• Name: Astrid Lakay
• Role: Technical Services Department
• Telephone: (027) 718 8137
• Email: [email protected]

Submission address

Tender box at the entrance to the head office

Nama Khoi Local Municipality

4 Namaqua Street

Springbok, 8240

Submission email

[email protected]

Delivery address for goods

Nama Khoi Local Municipality

4 Namakwa Street

Springbok, 8240

Submission method

• Deliver by hand to the tender box at the entrance to the municipal head office, 4 Namaqua Street, Springbok, 8240.
• Alternatively email the quotation to [email protected].
• Quotations must arrive before the closing time; late submissions are rejected outright and proof of dispatch does not count as proof of receipt.

Format

• Submit only on the municipality's official quotation document; quotations on any other document are invalid.
• Place the offer in a sealed envelope marked with the quotation number and description.
• Complete in permanent ink or typed; every alteration must be initialled and erasures or correction fluid are not allowed.
• Do not remove or split the document; attach schedules and supporting documents to it.
• Only original documents are accepted.

Returnable documents

• MBD 1 (Invitation to Bid): bidder details and signed offer.
• MBD 2 (Tax Clearance Certificate requirements): original valid SARS tax clearance certificate, plus TCS PIN.
• MBD 3.1 / MBD 3.3 (Pricing Schedule, firm prices, goods): completed and signed pricing schedule.
• MBD 4 (Declaration of Interest): discloses any director, manager or shareholder in the service of the state.
• MBD 6.1 (Preference Points Claim Form): claims the 80/20 price and specific-goals points.
• MBD 8 (Declaration of Bidder's Past Supply Chain Management Practices): declares any restriction, defaulter listing or past contract failures.
• MBD 9 (Certificate of Independent Bid Determination): certifies the price was set without collusion.
• SCM 1 (Declaration on State of Municipal Accounts): declares the bidder's municipal account status at all municipalities.
• CSD registration report.
• Directors' resolution (companies) or written member authority (close corporations) authorising the signatory; for partnerships, joint ventures and consortia, written authority from all parties plus the agreement.
• Manufacturer or supplier letter confirming supply arrangement, lead time and specifications where the bidder is not the manufacturer.
• Proof of ownership, sworn affidavit of race and percentage ownership, and certified IDs not older than 6 months (for black-ownership points).
• Proof of address with a municipal account or proof of registered business address (for locality points).

Disqualification risks

• Late submission, or submission not on the official document.
• Unsigned or incomplete returnable forms.
• Delivery period stated as longer than 10 working days from purchase order.
• Items not priced, or prices not firm.
• Municipal rates and taxes in arrears for more than 90 days.
• Bidder or director in the service of the state, restricted from public-sector business, or listed as a tender defaulter.

Preference point system

• 80/20 applies: 80 points for price and 20 points for specific goals, scored out of 100.
• Award goes to the highest total score, not necessarily the lowest price.

Specific Goal 1 — black ownership (10 points)

• 100% black owned: 10 points
• 75% to 99%: 8 points
• 60% to 74%: 6 points
• 51% to 59%: 4 points
• 0% to 50%: 0 points
• Requires all three: proof of ownership or CIPC ownership certificate, sworn affidavit stating race and ownership percentage, and certified IDs not older than 6 months. Missing any one scores 0.

Specific Goal 2 — locality (10 points)

• Within Nama Khoi Municipality: 10 points
• Within Namakwa District Municipality: 8 points
• Within Northern Cape: 6 points
• Within South Africa: 4 points
• Outside South Africa: 0 points
• Requires proof of address with a municipal account or proof of registered business address. Missing proof scores 0.
• The municipality may conduct site visits to verify a claimed local office.

Other evaluation points

• Failure to submit specific-goals supporting documents does not disqualify the bid; it simply scores 0 for those goals.
• The municipality may recommend a bidder other than the highest ranked on objective grounds such as capacity, resources, skills, commercial or legal risk, or SCM compliance.
• The municipality may negotiate with a preferred bidder provided no unfair advantage arises and the price does not increase.

Scope

• Supply and delivery of personal protective equipment for Expanded Public Works Programme (EPWP) participants.

Quantities (200 units of each item)

• Yellow EPWP overalls with custom branding: 200
• Safety boots: 200
• Safety gloves (pairs): 200
• Yellow EPWP sun hats with custom branding: 200
• Reflective bibs: 200
• Disposable dust masks: 200

Delivery

• Deliver to Nama Khoi Local Municipality, 4 Namakwa Street, Springbok, 8240.
• Delivery is urgent: the municipality prefers delivery within 5 working days of the purchase order, or sooner.
• A stated delivery period exceeding 10 working days from purchase order date makes the bid non-responsive.
• All delivery and travel costs must be included in the bid price.
• Deliveries must follow the official order and be accompanied by a delivery note quoting the order number.

Brand and supply

• Where a specific brand is quoted and awarded, that brand must be supplied for the whole contract unless the municipality approves an alternative after discontinuation.
• Bidders who are not the manufacturer must attach a manufacturer or supplier letter confirming the supply arrangement, lead time, specifications and items.

Verification

• The municipality may use any available information, including site visits and inspections, to verify a bidder's claim of a local office within the Nama Khoi municipal area.

Delivery quality

• Deliveries must comply with the awarded specifications, quantities, prices and delivery periods.
• Non-compliant deliveries may be returned at the supplier's cost.
• Supplier performance on delivery and quality will be monitored.

Pricing schedule (firm prices, goods)

• Yellow EPWP overalls with custom branding: 200 units
• Safety boots: 200 units
• Safety gloves (pairs): 200 units
• Yellow EPWP sun hats with custom branding: 200 units
• Reflective bibs: 200 units
• Disposable dust masks: 200 units

Format

• Quote unit price excluding VAT and line total excluding VAT for each item.
• Show subtotal, VAT and total including VAT.
• Carry the total including VAT to the summary section, in figures and in words.
• Only firm prices are accepted; exchange-rate-variable prices are not considered.
• All delivery and travel costs must be included.
• State the firm delivery period in working weeks or days.
• Confirm whether the offer complies with the specifications.
• The offer must remain valid for 60 days from the closing date.

Pricing

• Firm prices only; prices subject to exchange-rate variation will not be considered.
• Prices must be quoted per item excluding VAT, with subtotal, VAT and total including VAT shown on the pricing schedule.
• The total bid price including VAT must be carried to the pricing schedule summary, in figures and in words.
• All delivery and travel costs must be built into the price.
• Where different delivery points affect pricing, a separate schedule is required for each delivery point.

Validity

• The offer must remain valid for 60 days from the closing date, and continues thereafter until formal acceptance unless the bidder gives written notice.

Payment

• Payment is processed within 30 days of receipt of a valid tax invoice or statement, subject to the MFMA.

VAT

• From 1 April 2026, a bidder not registered for VAT whose bid exceeds R2.3 million must comply with VAT registration requirements under the VAT Act.

No bid security, performance guarantee or retention is required for this quotation.

Registration and tax

• Register on the National Treasury Central Supplier Database (www.csd.gov.za) and submit the CSD registration report.
• Submit a valid SARS tax compliance status PIN or CSD number, plus the original tax clearance certificate valid for one year; certified copies are not accepted.
• Each party to a joint venture, consortium or subcontract arrangement must submit its own tax compliance documentation.
• No award will be made where tax affairs are not in order.

Eligibility

• No bidder, director, manager, principal shareholder or stakeholder may be in the service of the state.
• No bidder may be an advisor or consultant contracted to the municipality.
• Municipal accounts of the bidder and its directors must be submitted; arrears of more than three months disqualify the bid.
• Bidders convicted of fraud, corruption or a criminal offence in the past five years are excluded.
• Bidders whose municipal or government contract was suspended, terminated early or not completed successfully in the past five years are excluded.
• Bidders listed on the National Treasury restricted suppliers database or the tender defaulters register are excluded.

B-BBEE and specific goals

• No minimum B-BBEE level is set; black ownership is scored under Specific Goal 1 (up to 10 points).
• Claim requires CIPC ownership proof, a sworn affidavit of race and ownership percentage, and certified IDs not older than 6 months.
• Locality is scored under Specific Goal 2 (up to 10 points) on proof of address.

Other

• Fronting is prohibited and may lead to disqualification, contract invalidation or restriction from public-sector business.
• Collusion, bid-rigging, price-fixing and market allocation are prohibited.
• Bidders may not amend the municipality's conditions or attach counter-conditions.
• No CIDB grading applies to this quotation.

The items procured are personal protective equipment for EPWP participants: overalls, safety boots, safety gloves, sun hats, reflective bibs and disposable dust masks. No separate OHS plan, safety file or HSE certification is required for this quotation.

Contract basis

• The successful bidder is bound by the quotation, the municipality's SCM Policy, applicable legislation, the specifications, official orders and the resulting contract.
• The quotation remains valid for 60 days from closing and thereafter until formal acceptance unless written notice is given.

Orders and delivery

• Deliveries must match the official order and be accompanied by a delivery note quoting the order number.
• Suppliers may not deviate from official orders, and the municipality is not obliged to buy more than the stated quantities.
• Non-compliant deliveries may be returned at the supplier's cost.
• Supplier performance, including delivery and quality, will be monitored.

Withdrawal and variation

• A quotation may be withdrawn only in writing and at the municipality's discretion; the municipality may recover costs or losses from an improper withdrawal.
• The municipality may accept or reject any quotation, accept part of it or individual items, accept more than one quotation, or cancel the process before contract formation.
• The municipality may issue addenda before closing and may extend the closing date and time.

Non-performance

• The municipality may terminate the contract in whole or in part and impose penalties or restrictions where a supplier fails to perform.
• If the successful bidder fails to deliver, refuses or cancels an order, the municipality may award to the next highest-ranked responsive bidder, subject to eligibility, budget and other requirements.

Payment

• Payment within 30 days of a valid tax invoice or statement, subject to the MFMA.

Scoring

• 80/20 system: 80 points for price, 20 points for specific goals, totalling 100.
• Price points are calculated against the lowest acceptable price.

Specific Goal 1 — black ownership (10 points)

• 100% black owned: 10
• 75% to 99%: 8
• 60% to 74%: 6
• 51% to 59%: 4
• 0% to 50%: 0
• Evidence: CIPC ownership proof, sworn affidavit of race and percentage owned, certified IDs not older than 6 months. All three are required or the score is 0.

Specific Goal 2 — locality (10 points)

• Nama Khoi Municipality: 10
• Namakwa District Municipality: 8
• Northern Cape: 6
• South Africa: 4
• Outside South Africa: 0
• Evidence: proof of address with a municipal account or proof of registered business address. Missing proof scores 0.

Award

• Highest total score wins; the municipality is not obliged to accept the lowest or any quotation.
• The municipality may recommend another bidder on objective grounds such as capacity, resources, skills, commercial or legal risk, or SCM compliance.
• Negotiation with a preferred bidder is permitted where it creates no unfair advantage and does not raise the price.