Supply and delivery of office furniture and equipment (on an as-and-when-needed basis) for a contract period of three (3) years

Bidding procedures and tender documents:

• Contact: Ms. Christa Wilskut
• Email: [email protected]
• Telephone: 023 541 1668

Technical / specification enquiries:

• Contact: Mr. Charlton Jafta
• Email: [email protected]
• Telephone: 023 541 1036

CSD registration assistance:

• Contact: Ms. Christa Baadjies
• Email: [email protected]
• Telephone: 023 541 1748

Submission address:

Finance Division, Thusong Centre, Adderley Street, Prince Albert, 6930

Hard copy documents available from:

Finance Division, Thusong Centre, Prince Albert, 6930

Submission method: sealed envelope, clearly marked with tender number and description.

• Deposit in the tender box at the Finance Division, Thusong Centre, Adderley Street, Prince Albert, 6930.
• Tender box open: Monday–Thursday 07h30–16h00; Friday 07h30–15h30.
• Bids opened in public immediately after closing at the Finance Division.
• Late, unmarked, telegraphic, telephonic, telex, facsimile, or email bids will not be considered.
• Bids must remain valid for 120 days after closing.

Returnable forms (all must be completed and signed):

• Authority to Sign a Bid: certified copy of resolution attached (for companies/CCs) or partnership/consortium authorisation.
• MBD 2 (Tax Clearance): original and valid Tax Status Pin attached.
• Functionality scoring form: completed and signed, with supporting schedules and proof of experience.
• MBD 3.1 (Pricing Schedule): completed and signed.
• MBD 4 (Declaration of Interest): completed and signed.
• MBD 5 (Declaration for Procurement above R10 million): completed and signed.
• MBD 6.1 (Preference Points Claim): completed and signed, with certified copy or original B-BBEE certificate attached.
• MBD 7.1/7.2/7.3 (Contract Forms): completed and signed if applicable.
• MBD 8 (Declaration of Past Supply Chain Practices): completed and signed if applicable.
• MBD 9 (Certificate of Independent Bid Determination): completed and signed.
• MBD 15 (Certificate of Payment of Municipal Accounts): completed and signed, with identity numbers, certified copies, residential addresses and municipal accounts of all members/partners/directors.
• Attached CSD report.
• Attached lease agreement or municipal accounts of the bidding firm.

Disqualification risks:

• Any returnable form omitted or unsigned.
• Unmarked or late bids.
• Bids from persons in the service of the state.

Evaluation stages:

1. Functionality/quality scoring: bidders must achieve the minimum functionality score stated in the tender document to be regarded as responsive; otherwise the bid is non-responsive and not evaluated on price or preference points.
2. Preference points (80/20 system):

• Price: 80 points
• B-BBEE status level of contribution: 10 points
• Locality (municipal area/province where business is located): 10 points
• Total: 100 points
• The municipality does not bind itself to accept the lowest bid or the highest points.
• Evaluation is subject to the Council's Supply Chain Management Policy, Municipal Preferential Procurement Policy, and Preferential Procurement Regulations 2022.

Scope: supply and delivery of office furniture and equipment on an as-and-when-needed basis.

Contract period: three (3) years.

Goods must conform to standards mentioned in the bidding documents and specifications.

Delivery: in accordance with the contract terms; supplier bears risks and charges until delivery into consignee's store or site.

Warranty: goods must be new, unused, of the most recent models, and free from defects; warranty valid for 12 months after delivery and acceptance, or 18 months after shipment, whichever ends earlier.

Incidental services may be required: on-site assembly, commissioning, tools, operations/maintenance manuals, maintenance/repair, and training of purchaser's personnel.

Spare parts: supplier may be required to provide spare parts and advance notification of termination of production.

Packing: must prevent damage during transit, withstand rough handling and extreme conditions.

Insurance: goods fully insured against loss or damage during manufacture, transport, storage and delivery.

Pricing format: all prices quoted in South African Rand, inclusive of VAT.

Prices must not vary from quoted bid prices except for authorised adjustments.

Payment: in Rand, no later than 30 days after submission of invoice, statement or claim.

Performance security: successful bidder must furnish performance security within 30 days of contract award notification, in the amount specified in the Special Conditions of Contract; forms include bank guarantee, irrevocable letter of credit, or cashier's/certified cheque.

No contract will be concluded with a bidder whose tax matters are not in order, or whose municipal rates and taxes and municipal services charges are in arrears.

Bid document fee: R150.00 (VAT included), non-refundable, payable in cash or EFT to Prince Albert Municipality, ABSA Bank, branch code 632005, account 2640-5600-64, reference T131/2026 and company name.

CSD registration: mandatory for all bidders; CSD report must be attached.

Tax compliance: valid TCS Pin or certificate from SARS must be submitted; each party in a consortium/JV/subcontractor must submit separate TCS Pin/CSD number.

B-BBEE: valid original or certified copy of B-BBEE certificate required; failure to comply results in no points for B-BBEE.

Municipal accounts: MBD 15 requires identity numbers, residential addresses and municipal accounts of all members/partners/directors; lease agreement or municipal accounts of the bidding firm must be attached.

No bids from persons in the service of the state.

Foreign suppliers: must complete the pre-award questionnaire in Part B:3; each party in a consortium/JV must submit separate TCS/CSD.

Joint ventures: must complete the Certificate of Authority for Joint Ventures and append a copy of the Joint Venture Agreement showing percentage contribution of each partner.