Supply and delivery of local government library prescripts (legislative pocketbooks) for city of mbombela

Closing date: 5 November 2026 at 11:00.

Bid document available for download from 28 October 2026 on the City's website (www.mbombela.gov.za) and the e-Tender portal (www.etenders.gov.za).

No briefing session will be conducted for this tender.

Procurement enquiries:

• Name: Christopher Nkambule
• Role: Supply Chain Management
• Telephone: 013 759 2358
• Email: [email protected]

Technical enquiries:

• Name: Ntombi Sefani
• Role: Strategic Management Cluster Coordination
• Telephone: 013 759 9176
• Email: [email protected]

Employer: City Manager, Mr WJ Khumalo

Postal address: P.O. Box 45, Mbombela, 1200

Submission address: 1 Nel Street, Mbombela Civic Centre, Mbombela, 1200 (tender box next to main entrance)

Delivery address for goods: 1 Nel Street, Mbombela Civic Centre, Office of Council, ground floor

Submission method: sealed envelope delivered to the tender box at Mbombela Civic Centre, 1 Nel Street, Mbombela, 1200, next to the main entrance.

Envelope must be clearly marked with the bid number, bid description, closing date, and bidder's name.

Closing time: 5 November 2026 at 11:00. Late bids will not be considered.

Bids sent by telegram, fax, or email will not be considered.

Returnable documents (all mandatory, unless noted):

• MBD 1 (Invitation to Bid): completed, signed, and used as the form of offer; must include the total bid price.
• MBD 3.1 (Pricing Schedule - Firm Prices): completed with firm prices; the total bid price must be reflected on MBD 1.
• MBD 4 (Declaration of Interest): discloses any state employment or relationships with state employees.
• MBD 6.1 (Preference Points Claim Form): claims B-BBEE or specific goal points.
• MBD 7 (Contract Form): to be signed by the successful bidder.
• MBD 8 (Declaration of Bidder's Past Supply Chain Management Practices): declares any past improper conduct.
• MBD 9 (Certificate of Independent Bid Determination): certifies no collusion.
• Authority to sign a bid: proves the signatory's authority, unless the bidder is a single director/sole proprietor.
• Certificate of authority for joint ventures (if applicable): must be attached.
• Valid Tax Compliance Status (TCS) PIN or CSD number.
• Proof of company registration (CIPC certificate).
• Certified copies of directors' ID documents.
• Full CSD registration report, not older than 30 days from closing date. Summary reports not accepted.
• Certified B-BBEE certificate or sworn affidavit (for EMEs/QSEs).
• Certified copy of B-BBEE certificate or affidavit must be valid and not older than 3 months.
• Municipal rates and taxes statements for the business premises and for each director (or proof of residence from tribal authority, or lease agreement with lessor's rates statement).
• Valid JV agreement (if applicable), with lead partner holding at least 51%.
• Certified copies of qualifications and ID documents for any key personnel whose CV is submitted (if applicable).

Disqualification risks:

• Any mandatory document missing, unsigned, or improperly completed.
• Bids not in black non-erasable ink; corrections must be dated and signed; no erasures, tippex, pencil, or erasable ink.
• Any alteration or addition to the bid document.
• Omitting the total bid price from MBD 1 or the pricing schedule.
• Submitting a summary CSD report instead of the full report.
• Rates and taxes statements not valid/current, or accounts in arrears for more than 3 months.
• Certified copies older than 3 months, or copies of certified copies.

Evaluation method: 80/20 preference point system (PPPFA and Preferential Procurement Regulations 2022).

• Price: maximum 80 points.
• Specific goals: maximum 20 points, allocated as follows:
• 5 points for enterprises 100% owned by black people.
• 5 points for enterprises at least 30% owned by women.
• 2.5 points for enterprises at least 30% owned by youth.
• 2.5 points for enterprises at least 30% owned by people living with disabilities.
• 5 points for enterprises that are EMEs located within the local area of jurisdiction.

Points for specific goals are claimed on MBD 6.1; failure to submit proof means no points awarded.

The City may verify claims with documentary proof.

MBD 6.1 also requires declaring the company type and ownership structure.

Functionality evaluation may apply for complex projects, but the document does not specify criteria for this tender.

There is no minimum qualifying score stated.

Supply, delivery, and off-loading of Local Government Library Prescripts (Local Government Legislative Pocketbooks), latest edition of 2026.

Quantity: 50 units.

Each unit is a portable bag able to carry all pocketbooks; packaging must be professional (pocketbook bag).

Delivery required within 14 days after appointment, to the Office of Council, ground floor, Mbombela Civic Centre, 1 Nel Street.

Failure to deliver within 14 days incurs a penalty of 5% of the total bid price per week or part thereof.

For any key personnel whose CV is submitted, certified copies of their qualifications and ID documents must be provided (if applicable).

The checklist mentions a company profile as a recommended document, but it is not mandatory.

Financial statements (audited or unaudited) are not required for this tender.

Functionality evaluation may consider track record, experience, human resources, and financial capabilities, but specific criteria are not detailed for this tender.

Pricing must be submitted on MBD 3.1 (Pricing Schedule - Firm Prices).

Only firm prices accepted; no exchange rate variations.

Prices include professional packaging, supply, delivery, and off-loading.

All prices in ZAR, inclusive of VAT where applicable; VAT shown as lump sum.

Total bid price must be reflected on MBD 1 (form of offer).

Bid validity: 120 days from closing date.

Pricing format: MBD 3.1 Pricing Schedule - Firm Prices. Only firm prices are accepted; non-firm prices (including exchange rate variations) are not considered.

Prices must be in South African Rand (ZAR) and include disbursement and VAT where applicable.

Prices must include professional packaging, supply, delivery, and off-loading at the delivery address.

All taxes and duties are for the bidder's account; no claims for additional payment.

VAT to be shown as a lump sum in the tender summary and included in the total on the form of tender.

Bid validity: 120 days from the closing date (as stated in the pricing schedule).

The tender validity period of 30 days is mentioned in the special conditions, but the pricing schedule states 120 days; the later specific instruction prevails.

No bid security, bond, or guarantee is specified.

CSD registration: mandatory. Full CSD registration report not older than 30 days from closing date; summary report not accepted.

Tax compliance: valid Tax Compliance Status (TCS) PIN or CSD number required. Foreign suppliers must complete the pre-award questionnaire in Part B:3 unless they have no SA tax liability.

B-BBEE: a valid B-BBEE certificate (issued by SANAS-accredited agency or registered auditor) or sworn affidavit (for EMEs/QSEs) is required to claim preference points. EMEs may use a sworn affidavit; QSEs may also use a sworn affidavit. JVs/Consortia must submit a consolidated B-BBEE certificate (no affidavit).

Company registration: CIPC certificate (or CIPRO for Close Corporations up to 2010).

Municipal rates and taxes: valid and current statements for business premises and all directors, or proof of residence from tribal authority, or lease agreement with lessor's rates statement. Accounts in arrears for more than 3 months cause disqualification.

Certified copies: must be commissioned by a Commissioner of Oaths and not older than 3 months; copies of certified copies not accepted.

State employees: no person in the service of the state may bid.

Fraud: forging documents leads to reporting to SAPS and possible restriction from public business for up to 10 years.

Public liability insurance: not specified as mandatory for this tender (checklist marks it N/A).

Financial statements: not required for this tender (checklist marks N/A for MBD 5).

While no specific OHS requirements are detailed for this supply tender, the document mentions COIDA certification (Compensation for Occupational Injuries and Diseases Act) as a returnable item in the checklist, but it is marked N/A for this tender.

Public liability insurance is also mentioned but marked N/A.

No specific HSE obligations are stated for this tender.

The successful bidder must sign a written contract (MBD 7).

The contract cannot be ceded or assigned to third parties without written consent of the other party.

If the successful bidder fails to perform, the Municipality may cancel the contract and claim any additional expenses incurred from re-tendering or accepting a less favourable offer.

The bidder must comply with the General Conditions of Contract (GCC) and any special conditions.

The Municipality reserves the right not to accept the lowest or any tender, and may cancel the tender.

Bids must remain valid for 120 days from closing date (as per pricing schedule).

The evaluation uses the 80/20 preference point system. Price (80 points) and specific goals (20 points) as per MBD 6.1. Specific goals: 100% black-owned (5), 30% woman-owned (5), 30% youth-owned (2.5), 30% disabled-owned (2.5), EME in local area (5). No minimum qualifying score specified.