Supply and delivery of borderline tools – border management authority RFQ n002l2710rfq00225

Closing

• Closing date and time: 2 November 2026 at 11:00.

Bid validity

• Offers must remain valid for 120 days from the closing date.

Briefing session

• No compulsory or optional briefing session or site visit is indicated.

Delivery

• Lead time must be stated by the bidder on the pricing schedule in days or weeks.

Bidding procedure enquiries

• Email: [email protected]
• Note: this address is for enquiries only; quotations must not be sent to it.

Technical enquiries

• Contact: Thulani Mthembu
• Email: [email protected]

Invoices

• Email: [email protected]

Submission

• Method: designated submission platform indicated in the bid documents (no email submission of quotations).

Submission method

• Bids must be submitted through the designated submission platform indicated in the bid documents; no quotation may be sent to the enquiry email addresses.
• Closing time: 11:00 on 2 November 2026. Late bids are not accepted.
• Bids must be submitted on the official forms provided and may not be retyped or redrafted; photocopies are allowed only if they carry an original signature.
• Where a physical address applies, bids must be lodged in a separate sealed envelope marked with the bidder's name and address, the bid number and the closing date; an envelope may not contain documents for any other bid.
• Bids sent by telefax or telegraphic means will not be considered; postal or courier items received after the closing time are rejected and proof of posting is not accepted as proof of delivery.
• Bid documents may not be packed together with samples.
• Any alteration must be initialled; correcting fluid is prohibited.
• Bids are opened in public as soon as practicable after closing, and prices may be made public at that time.

Returnable documents

• SBD 1 (Part A, Invitation to Bid): bidder and contact details, signed as the offer cover page.
• Part B (Terms and Conditions for Bidding): signed acceptance of the bidding conditions.
• CSD declaration: confirms the bidder's Central Supplier Database details are correct and up to date, with the CSD registration number.
• SBD 3.1 (Pricing Schedule – Firm Prices): itemised pricing for the goods, signed.
• SBD 4 (Bidder's Disclosure): discloses state employment and relationships with the procuring institution; every question must be answered.
• SBD 6.1 (Preference Points Claim): claims preference points, with an active B-BBEE certificate or sworn affidavit attached.
• SBD 7 (Contract Form): signed by the successful bidder on award.
• Board resolution / proof of authority: authorises the named signatory to bind the bidder, signed by all directors, members or partners.

Disqualification risks

• Any returnable form omitted, unsigned or incomplete.
• Bids received after the closing time.
• Failure to provide the required tax compliance PIN or CSD number.
• Bidders on the Register for Tender Defaulters or the List of Restricted Suppliers.

Preference point system

• 80/20 system applies (contract value up to R50 000 000 including all applicable taxes).
• Price: 80 points.
• Specific goals: 20 points.
• Total: 100 points.

Specific goals scoring (20 points)

• Black ownership: 10 points — 100% black-owned scores 10; at least 51% but under 100% scores 5; above 0% but under 51% scores 2; 0% scores 0.
• Women ownership: 4 points — 100% scores 4; at least 51% but under 100% scores 2; above 0% but under 51% scores 1; 0% scores 0.
• Youth ownership: 3 points — 100% scores 3; at least 51% but under 100% scores 2; above 0% but under 51% scores 1; 0% scores 0.
• Military veteran ownership: 3 points — 100% scores 3; at least 51% but under 100% scores 2; above 0% but under 51% scores 1; 0% scores 0.

Evaluation stages

• Stage 1: administrative and mandatory compliance check against the returnable documents listed in the submission requirements.
• Stage 2: price and specific goals scored on the 80/20 basis.
• No proof submitted for a claimed specific goal means those points are not claimed.
• The authority may require a bidder to substantiate any preference claim before or after adjudication.
• The authority reserves the right to call for presentations from shortlisted bidders, to negotiate with shortlisted bidders before or after award, to award in whole or in part, to award to more than one bidder for the same activity, to request further technical information after closing, and to make no award.

Scope

• Supply and delivery of borderline tools for the Border Management Authority.

Quantities (once-off)

• Chain saw machine, petrol type, industrial: 12.
• Brush cutter machine, petrol type, industrial: 6.
• Axe: 12.
• Pliers: 20.
• Wire puller: 15.
• Bow saw, middle, 750 mm: 15.
• Bow saw, small, 530 mm: 15.
• Pipe hammer (Y-standard drive tool): 15.
• Garden shears: 15.
• Safety goggles: 30.
• Chain saw: 30.
• Oil, 1 litre: 50.
• 2-stroke oil, 1 litre: 50.
• Leather gloves, heavy duty: 30.

Delivery and standards

• All delivery costs must be included in the bid price for delivery to the prescribed destination.
• Goods must conform to the standards stated in the bidding documents and specifications.
• Bidders must state brand and model, country of origin, whether the offer complies with the specification, any deviations, the delivery period and whether delivery is firm.
• Goods must be new, unused and of the most recent or current models, incorporating recent design and material improvements.
• Pre-bidding testing is for the bidder's account; the bidder's premises must be open at reasonable hours for inspection where inspection is a bid condition.
• Non-compliant supplies may be rejected, held at the supplier's cost and risk, and replaced at the supplier's cost.

Standards

• Goods supplied must conform to the standards stated in the bidding documents and specifications.

Inspection and testing

• Pre-bidding testing is for the bidder's account.
• Where inspection is a bid condition, the bidder's or contractor's premises must be open at all reasonable hours for inspection by the authority or its representative.
• If inspections are introduced during the contract period without being specified in the bid, the authority arranges and pays for them.
• Inspection, test and analysis costs are borne by the authority where the supplies comply, and by the supplier where they do not.
• Non-compliant supplies may be rejected; rejected goods are held at the supplier's cost and risk and must be removed and replaced at the supplier's cost.
• If the supplier fails to replace rejected goods promptly, the authority may buy substitute supplies at the supplier's expense.

Records and confidentiality

• The supplier must not disclose contract documents, specifications, plans, drawings, patterns, samples or information to anyone other than employees who need them to perform the contract, and then only in confidence.
• Contract documents remain the authority's property and must be returned on completion if requested.
• The supplier must allow the authority to inspect and audit its records relating to performance if requested.

Form

• SBD 3.1 (Pricing Schedule – Firm Prices) must be completed and signed.
• Only firm prices are accepted; non-firm prices, including prices subject to exchange rate variation, will not be considered.
• A separate pricing schedule must be submitted for each delivery point where different delivery points affect pricing.

Pricing basis

• Prices are quoted per item, exclusive of VAT, with a subtotal, VAT at 15% and a grand total inclusive of all applicable taxes in Rand.
• The bidder must state the lead time in days or weeks.
• The offer must remain valid for 120 days from the closing date.
• The total cost must cover all costs associated with the supply and delivery, including delivery to the prescribed destination.
• The bidder must confirm the offer complies with the attached specifications and accepts all conditions in the bid documents.
• Invoices must be submitted to [email protected].

Pricing

• Only firm prices are accepted; non-firm prices, including prices subject to exchange rate variation, will not be considered.
• Prices must be quoted exclusive of VAT with VAT at 15% added, and a grand total inclusive of all applicable taxes.
• The total cost must cover all costs associated with the supply and delivery.
• Where different delivery points affect pricing, a separate pricing schedule must be submitted for each delivery point.
• Prices may not vary from those quoted, except for adjustments authorised in the special conditions of contract or on a bid validity extension.

Payment

• Payment is in South African Rand at a fixed price inclusive of VAT.
• Payment within 30 days of receipt of an approved invoice, against agreed key deliverables and an agreed payment schedule.
• Invoices must be accompanied by a copy of the delivery note and must be sent to [email protected].
• Disbursements may not exceed 10% of the total amount paid and are reimbursed only against original receipts for expenses agreed in advance.

Security and warranty

• A performance security may be required within 30 days of notification of award, in the amount stated in the special conditions of contract, by bank guarantee, irrevocable letter of credit, or cashier's or certified cheque.
• The performance security is released no later than 30 days after completion of the supplier's obligations, including warranty obligations.
• Warranty: 12 months after delivery and acceptance at the final destination, or 18 months after shipment from the source country, whichever ends earlier.

Penalties

• Late delivery or non-performance attracts a penalty calculated on the delivered price of the delayed goods or unperformed services at the current prime interest rate for each day of delay, and may lead to termination.

Registration and tax

• Central Supplier Database (CSD) registration is required; the CSD registration number must be provided and the CSD information declared correct and up to date.
• A valid SARS tax compliance status PIN must be submitted so the authority can verify the taxpayer's profile; a printed TCS certificate may be submitted with the bid.
• Where no TCS PIN is available but the bidder is registered on the CSD, the CSD number must be provided.
• Consortia, joint ventures and subcontractors: each party must submit a separate TCS certificate, PIN or CSD number.
• VAT registration number must be provided.

B-bbee

• A B-BBEE status level verification certificate or a sworn affidavit (for EMEs and QSEs) must be submitted to claim preference points.
• B-BBEE points are claimed on SBD 6.1.

Disqualification

• Bids will not be considered from persons in the service of the state, companies with directors in the service of the state, or close corporations with members in the service of the state.
• Bidders listed on the Register for Tender Defaulters or the List of Restricted Suppliers are automatically disqualified.
• Failure to provide or comply with the required particulars may render the bid invalid.
• Service providers may not use employees who are not South African citizens unless they are vetted and hold a work permit; non-compliance may lead to contract termination.
• Fronting is not supported.

Warranty

• Goods must be new, unused and of the most recent or current models, free of defects in design, materials and workmanship.
• Warranty period: 12 months from delivery and acceptance at the final destination, or 18 months from shipment from the source country, whichever ends earlier.
• The supplier must repair or replace defective goods at its own cost within the period stated in the special conditions of contract; if it fails to do so, the authority may act at the supplier's risk and expense.

Payment

• Payment is made in Rand, no later than 30 days after submission of an invoice or claim, supported by a copy of the delivery note.

Contract administration

• Prices are fixed and may not vary except as authorised in the special conditions of contract or on a bid validity extension.
• No variation of contract terms is valid unless made by written amendment signed by both parties.
• The supplier may not assign its obligations without the authority's prior written consent.
• All subcontracts must be notified to the authority in writing; notification does not relieve the supplier of liability.

Delays and penalties

• Delivery must follow the time schedule in the contract; delays must be reported in writing with the likely duration and cause.
• The authority may extend the delivery period with or without penalties.
• Late delivery attracts a penalty calculated on the delivered price of the delayed goods or unperformed services at the current prime interest rate for each day of delay.
• The authority may buy substitute supplies or cancel the contract and claim damages where delivery is late.

Termination

• The authority may terminate the contract in whole or in part for failure to deliver, failure to perform any obligation, or corrupt or fraudulent practices.
• On termination the authority may procure similar goods and recover excess costs from the supplier.
• Termination may be accompanied by a restriction penalty barring the supplier from public-sector business for up to 10 years.
• A supplier facing a proposed restriction has 14 days to give reasons why it should not be imposed.
• Restrictions are reported to National Treasury within five working days and loaded onto the central database of prohibited suppliers.

The 80/20 preference point system applies: 80 points for price and 20 points for specific goals, out of a total of 100.

Specific goals (20 points)

• Black ownership: 10 points (100% = 10; 51% to under 100% = 5; above 0% to under 51% = 2; 0% = 0).

• Women ownership: 4 points (100% = 4; 51% to under 100% = 2; above 0% to under 51% = 1; 0% = 0).

• Youth ownership: 3 points (100% = 3; 51% to under 100% = 2; above 0% to under 51% = 1; 0% = 0).

• Military veteran ownership: 3 points (100% = 3; 51% to under 100% = 2; above 0% to under 51% = 1; 0% = 0).

• Points are claimed on SBD 6.1; a claim not supported by the required proof is treated as not claimed.

• The authority may require substantiation of any preference claim before or after adjudication.