Supply and delivery of office furniture – ingquza hill local municipality (flagstaff and lusikisiki)

Closing date: 27 October 2026 at 12:00

Advert date: 09 October 2026

Tender validity period: 90 days from closing date

Technical enquiries:

• Contact: M. Mfingwana
• Department: Corporate Services
• Telephone: 039 252 0131
• Email: [email protected]

Supply Chain Management enquiries:

• Contact: A. Ntongana
• Telephone: 039 252 0131 (ext 3108)
• Email: [email protected]

Submission address:

Ingquza Hill Local Municipality

135 Main Street

Flagstaff, 4810

Submission method: hand delivery only

Submission address: Ingquza Hill Local Municipality, 135 Main Street, Flagstaff, 4810 (Municipal Reception)

Closing date: 27 October 2026 at 12:00

Envelope: sealed, endorsed with the tender number IHLM/61/2026-27/ADMIN and the tender description

No late, couriered, faxed or emailed tenders accepted under any circumstances

Bids must be submitted on the original bid documentation provided by the municipality; do not reproduce, take apart, omit pages, change wording or insert documents between pages

Initial each and every page

Returnable forms and documents (all mandatory, failure to submit renders the bid non-responsive):

• MBD 1 (Invitation to Bid): bidder and contact details, signed as the offer cover page
• MBD 2 (Tax Clearance Certificate Requirements): tax clearance certificate or SARS TCS PIN
• MBD 3.1 (Pricing Schedule – Firm Prices): firm prices only, all applicable taxes included
• MBD 3.3 (Pricing Schedule and Specification): itemised pricing per the specification
• MBD 4 (Declaration of Interest): discloses any connection to persons in the service of the state
• MBD 6.1 (Preference Points Claim): claims specific goals points
• MBD 6.2 (Declaration for Local Production and Content): declares local content percentage
• MBD 6.4 (Preference Points Claim – Local Content): claims points for locally manufactured products
• MBD 7.1 (Contract Form – Purchase of Goods/Works): signed by successful bidder
• MBD 8 (Declaration of Bidder's Past SCM Practices): discloses past supply chain management practices
• MBD 9 (Certificate of Independent Bid Determination): certifies no collusion or price disclosure
• Valid full CSD proof of registration
• Valid SARS TCS PIN printout
• Signed letter confirming no undisputed municipal accounts are overdue by more than 30 days, with proof
• Signed Local Content Annexures C, D and E
• Company registration number
• Proof of vehicle ownership (eNatis letter) or signed lease agreement for transport
• Letters of appointment and reference letters for completed projects
• Joint venture agreement (if applicable), registered on CSD

Evaluation stages:

1. Functionality (100 points) – minimum qualifying score: 70 out of 100 to proceed

• Company experience: 50 points
• 3 or more projects valued ≥ R300,000 each from public sector: 5 points
• 2 projects valued ≥ R300,000 each from public sector: 4 points
• 1 project valued ≥ R300,000 from public sector: 3 points
• No or inadequate information: 0 points
• Attach letters of appointment and reference letters (will be verified)
• Ability to deliver: 30 points
• Own transport (bakkie or drop-side truck) with eNatis proof of ownership: 30 points
• Leased transport with signed lease agreement: 15 points
• Methodology: 20 points
• Preventative methodology with works programme: 5 points
• Preventative methodology approach with only works programme: 4 points
• Methodology approach only: 3 points
• No method statement: 0 points

2. Price and specific goals (80/20 system)

• Price: 80 points
• Specific goals: 20 points
• Owned by youth (18-35 years): 4 points
• Owned by women: 6 points
• Owned by people with disability: 2 points
• Owned by black people: 8 points
• Verification: CSD registration report, ID copy of owner/director, or letter from medical practitioner for disability

Strict delivery dates will be observed; penalties will be imposed for late deliveries

Scope: Supply, deliver and install office furniture at Ingquza Hill Local Municipality offices in Flagstaff and Lusikisiki

Delivery timeframe: within one (1) month of appointment

Key deliverables: supply, deliver and install furniture at both offices

Furniture items (quantities and locations as per specification):

• Heavy duty industrial paper shredder (model SP428C, 3-phase 380V/50Hz, 4000W): 1 x Registry Flagstaff
• 2-way modular curved workstation (dual-person desk, MDF board, metal frame): 1 x MM Office
• L-shaped executive office desk (STLA25-20, 2m, 3-piece set): 4
• Bulk filer 6 bays: 4 (2 x Registry Lusikisiki, 1 x Registry Flagstaff, 1 x Technical Services)
• Bulk filer 20 bays: 1 x FBS Flagstaff
• Bulk filer 2 bays with aluminium doors: 2 x SCM Manager
• Visit chairs (integral sleigh base, armrests, black bonded leather): 10
• Cupboard (3 shelves, 2 doors, cherry royale melamine, lockable, 1500x900x450mm): 8
• Buddie box 6-drawer filing system (charcoal): 3 (Traffic Office Lusikisiki x2, Chief Whip Lusikisiki x1)
• Highback executive chairs (leatherlike fabric, chrome base, H100-91 x W51 x D48cm, assembly required): 5 (1 x MM, 1 x Corporate Service Director, 1 x Manager BTO, 1 x Chief Whip Flagstaff, 1 x SCM Manager)
• Highback executive chairs (same spec): 15 (4 x Traffic office Mr Ndlovu, 4 x NATIS, 2 x Speaker's Office Flagstaff, 4 x Registry Flagstaff, 1 x Lusikisiki)
• L-shaped Herrwood desk with side return (main desk 2082x1000mm, side return 1000x600mm or 1200x600mm): 1 x IDP Clerk
• Bean desk with side return (main desk 2100x900mm, side return 1300x750mm): 1

All prices must include delivery and installation costs

Methodology is scored out of 20 points as part of functionality evaluation:

• Preventative methodology with works programme: 5 points
• Preventative methodology approach with only works programme: 4 points
• Methodology approach only: 3 points
• No method statement: 0 points

Bidders must provide a method statement covering the works programme.

Minimum experience: at least six (6) years in supply, delivery and installation of office furniture.

Track record: sound record in supply and delivery of furniture and blinds.

References: list of successful implementations and details of relevant clients, including references, must be provided.

Project duration: timeframe for the entire project must be stated.

Company experience is scored out of 50 points based on completed projects valued ≥ R300,000 each from public sector institutions, with letters of appointment and reference letters (verified).

Pricing must be firm, including VAT and all other taxes, duties, levies, transport, overheads and all costs.

Prices must be quoted in South African Rand per the units specified in the schedule.

All prices tendered will be final and binding.

Bidders must indicate the expected delivery date.

The pricing schedule includes items for office furniture as per the specification, with sub-total, VAT at 15%, and grand total.

Pricing format: firm prices only (non-firm prices, including those subject to exchange rate variations, will not be considered)

Prices must include VAT, customs or excise duty, and all other applicable taxes, duties, levies, transport, overheads, accommodation and all other costs

Prices must be quoted in South African Rand

Separate pricing schedule required for each delivery point if pricing differs

Bidders must indicate expected delivery date

No bid security or guarantee specified

No payment terms specified

CSD registration: valid full CSD proof of registration required

Tax compliance: valid SARS TCS PIN printout required; original tax clearance certificate may be submitted; certified copies not acceptable

B-BBEE: specific goals points claimed via MBD 6.1; no minimum B-BBEE level stated

Local content: 100% local content where applicable; signed Local Content Annexures C, D and E required; MBD 6.2 declaration and MBD 6.4 claim form required

Municipal accounts: signed letter confirming no undisputed municipal accounts are overdue by more than 30 days, with proof

State service: no bids from persons in the service of the state

Corrupt activities: bidders must not be listed on the Register of Tender Defaulters or prohibited from doing business with the public sector

Past performance: bidders must not have failed to perform on any previous contract and received written notice

Company registration: company registration number required

Joint ventures: joint venture agreement must be submitted and registered on CSD

The municipality is not obliged to accept any tender and reserves the right not to accept the whole or any part of a tender. The lowest or any tender will not necessarily be accepted.

The tender offer must remain valid, irrevocable and open for written acceptance for 90 days from the closing date. Withdrawal during this period is not permitted except with the municipality's written consent, and unauthorised withdrawal may make the bidder liable for additional expenses incurred by the municipality.

The tender and its acceptance are subject to the municipality's Supply Chain Management Policy and Combating of Abuse of the Supply Chain Management System Policy.

Bidders must not influence or interfere with municipal officials involved in the tender process, including offering bribes, causing over- or under-invoicing, or influencing procurement decisions.

The municipality may extend the tender period by notice in the press or on its website.

Strict delivery dates will be observed and penalties imposed for late deliveries.

Functionality (100 points) with minimum qualifying score of 70:

• Company experience: 50 points (based on number of completed projects ≥ R300,000 from public sector)
• Ability to deliver: 30 points (own transport 30 points, leased transport 15 points)
• Methodology: 20 points (with works programme 5 points, without 4 points, methodology only 3 points, none 0 points)

After functionality, 80/20 system applies: price 80 points, specific goals 20 points.