Supply and delivery of cleaning materials for community halls – RFQ in eastern cape

Closing date: 21 October 2026

Closing time: 10:00 AM

No compulsory briefing or site visit indicated in the document.

SCM Enquiries:

• Contact: Siphosihle Halana
• Role: SCM Official
• Email: [email protected]
• Telephone: 042 230 7744

Technical Enquiries:

• Contact: Sibonile Sibaca
• Role: Technical Official
• Email: [email protected]
• Telephone: 079 436 0221

Submission Address:

Sundays River Valley Municipality

Supply Chain Office

23 Middle Street

Kirkwood

6120

Municipal Manager: Mr. T. Klaas

Submission method: Physical delivery to bid box only. No electronic, faxed, or late submissions accepted.

Submission address: Sundays River Valley Municipality, Supply Chain Office, 23 Middle Street, Kirkwood 6120.

Closing: 21 October 2026 at 10:00 AM.

Packaging: Sealed envelope externally endorsed with bid number (SRVM-RFQ 05/2027), description, and closing date.

Returnable forms (all must be completed, signed, and submitted):

• MBD 1 (Invitation to Bid): Cover page with bidder details and signature.
• MBD 4 (Declaration of Interest): Discloses state employment or relationships with municipal officials; false declaration disqualifies bid.
• MBD 6.1 (Preference Points Claim): Claims B-BBEE and LED points; requires supporting proof.
• MBD 6.2 (Local Content Declaration): Declares local production content per SATS 1286:2011; Annex C must be submitted.
• MBD 8 (Past SCM Practices): Declares no restrictions, fraud, corruption, or contract failures in past five years.
• MBD 9 (Independent Bid Determination): Certifies no collusion or price-fixing with competitors.
• Resolution to Sign: Board resolution authorising signatory to bind the bidder.
• MBD 7.2 (Contract Form): Rendering of services contract to be signed by successful bidder.

Compulsory supporting documents (omission invalidates bid):

• Valid Tax Clearance Certificate or SARS TCS PIN.
• B-BBEE Certificate (original/certified copy) or Sworn Affidavit (original/certified copy) for EMEs/QSEs.
• Certified ID copies of all directors (certification not older than 3 months before closing).
• Company registration documents (CIPC).
• Municipal rates/billing clearance (not older than 3 months) or valid lease agreement.
• CSD registration full report (printed).

Price requirements: Firm, inclusive of VAT, valid for 90 days from offer date. Firm delivery period must be indicated.

Disqualification risks: Late submission; incomplete or unsigned bid; submission by facsimile or electronically; missing any compulsory document; false declaration on any MBD form.

Evaluation system: 80/20 Preferential Procurement (PPPFA 2022) — estimated value below R50 million.

Scoring split:

• Price: 80 points (lowest acceptable price scores maximum).
• Specific Goals: 20 points total, comprising:

• B-BBEE: 10 points (Level 1=10, Level 2=9, Level 3=8, Level 4=6, Level 5=4, Level 6=3, Level 7=2, Level 8=1, Non-compliant=0).

• LED (Local Economic Development): 10 points based on business location:

• Within Sundays River Valley LM jurisdiction: 10 points (proof: ward councillor signed address or lease agreement).
• Within Sarah Baartman DM jurisdiction: 8 points.
• Within Eastern Cape province: 6 points.
• Within South Africa: 4 points.
• Outside South Africa: 2 points.

Total: 100 points.

Minimum qualifying score: Not explicitly stated; failure to submit proof for specific goals results in zero points for those goals.

No separate functionality/stage gate mentioned; evaluation appears single-stage on price and specific goals.

Scope: Supply and delivery of cleaning materials for maintenance and sanitation of community halls.

Delivery location: Implied Sundays River Valley Municipality area (community halls within jurisdiction).

Items and quantities:

• Pine Gel Cleaner (25 Litre): 7 units — heavy-duty disinfectant pine gel for tiled, concrete, vinyl floors with long-lasting deodorising properties.
• Heavy-Duty Industrial Mop Buckets (10 Litre): 2 units — commercial-grade plastic bucket with wringer for daily cleaning operations.
• Liquid Floor Polish (5 Litre): 16 units — high-gloss acrylic polish for sealed vinyl, terrazzo, tiled floors.
• Fan Mops: 6 units — industrial-grade cotton fan mop with heavy-duty handle.
• Platform Brooms 600mm (Soft): 5 units — soft synthetic bristles with durable handle for indoor sweeping.
• Multi-Purpose Floor/Tile Cleaner (5 Litre): 40 units — neutral pH cleaner for ceramic tiles, concrete, vinyl, laminated flooring.
• Window Cleaner (5 Litre): 5 units — ammonia-based or equivalent streak-free glass cleaner.
• Multi-Purpose Cleaning Cloths: 50 units — microfibre or high-absorbency reusable cloths (minimum 40 x 40 cm).
• Thick Bleach (5 Litre): 24 units — concentrated sodium hypochlorite disinfectant for toilets, ablutions, general sanitation.
• Toilet Paper Rolls (Two-Ply): 960 units — virgin or recycled tissue, standard roll, individually wrapped where applicable.

All items must meet minimum specifications as described. No alternative specifications mentioned.

Advert invites 'suitable qualified and experienced service providers' but no specific experience thresholds, reference projects, or key personnel requirements are stated in the document.

Pricing schedule: Bidders must price each line item in the specification table (10 items) with unit price and total price. Quantities are fixed as per specification. Prices must be firm, VAT inclusive, and valid for 90 days. No bill of quantities or schedule of rates beyond the listed items. Total bid price carried to MBD 1. No provision for price escalation or variation.

Pricing format: Firm prices, inclusive of VAT, valid for 90 days from date of offer.

Delivery period: Firm delivery period must be indicated in the bid.

Local content: MBD 6.2 Declaration Certificate for Local Production and Content required (SATS 1286:2011). Minimum thresholds not specified in the document (blank in form). Bidders must declare imported content and calculate local content percentage using SARB exchange rates on advertisement date. Annex C (Summary Schedule) must be submitted with bid; Annexes D and E retained for verification.

No bid security, performance bond, guarantee, retention, or advance payment terms mentioned.

No minimum turnover or financial capacity threshold stated.

Mandatory compliance:

• CSD Registration: Full CSD report printed and submitted.
• Tax Compliance: Valid Tax Clearance Certificate or SARS TCS PIN (or CSD number if TCS unavailable). Each JV/consortium party must submit separately.
• B-BBEE: Certificate (original/certified copy) or Sworn Affidavit (original/certified copy) for EMEs (≤R10m) and QSEs (≤R50m) to claim preference points. Non-submission = zero B-BBEE points.
• Company Registration: CIPC documents required.
• Director Identification: Certified ID copies of all directors (certification ≤3 months old at closing).
• Municipal Clearance: Rates/billing clearance ≤3 months old or valid lease agreement.
• Returnable Forms: MBD 1, 4, 6.1, 6.2, 8, 9, Resolution to Sign, MBD 7.2 (all completed and signed).

Eligibility restrictions:

• No bidder or director may be in the service of the state (as defined in MSCM Regulations).
• No bidder or director listed on National Treasury Database of Restricted Suppliers or Register for Tender Defaulters.
• No fraud or corruption convictions in past five years.
• No municipal rates/taxes/charges in arrears >3 months.
• No contract terminated for non-performance in past five years.
• Foreign suppliers must complete pre-award questionnaire (Part B:3).

Local content declaration mandatory (MBD 6.2) but sector thresholds not filled in.

B-BBEE points: 10 points allocated under 80/20 system. Points per status level: Level 1=10, Level 2=9, Level 3=8, Level 4=6, Level 5=4, Level 6=3, Level 7=2, Level 8=1, Non-compliant=0.

Evidence required: Valid B-BBEE certificate (SANAS accredited) or sworn affidavit (for EMEs ≤R10m and QSEs ≤R50m). Certificate/affidavit must be original or certified copy.

No B-BBEE improvement/retention plan mentioned. No minimum B-BBEE level for eligibility (only for points).

Contract form: MBD 7.2 (Rendering of Services) to be signed by successful bidder.

General Conditions of Contract (GCC) apply, supplemented by Sundays River Valley Municipality Supply Chain Management Policy.

Municipality reserves right to accept whole or part of any bid; not bound to accept lowest or any bid.

Contract duration: Not specified in the document.

Termination: GCC provisions apply; municipality may cancel contract for fraud, corruption, or non-performance (per MBD 8/9 declarations).

Penalties: Not explicitly detailed; GCC and special conditions would govern liquidated damages or penalties for late/non-delivery.

Special conditions: Price firm for contract duration; VAT inclusive; 90-day price validity from offer; firm delivery period required.

Sundays River Valley Municipality SCM Policy applies.

Municipality does not bind itself to accept lowest or any bid; may accept whole or part.

Late, incomplete, unsigned, faxed, or electronic bids rejected.

Prices firm, VAT inclusive, valid 90 days.

Firm delivery period must be indicated.

All compulsory documents must be submitted; omission invalidates bid.

No persons in service of state may bid.

False declarations lead to disqualification, contract cancellation, and possible restriction from public sector business for up to 10 years.