Supply and delivery of PPE (once-off) for kannaland municipality — fq 18/2026

Closing: 03 November 2026 at 12:00.

Bid validity: 90 days from the closing date.

Bid opening: on the closing date immediately after the closing time; bidder names and, where practical, bid amounts may be read out on request.

Site or information meeting: not applicable — no compulsory briefing or site visit applies to this quotation.

Enquiries

• Email: [email protected]
• No named contact person or telephone number is provided; technical and bidding enquiries go to the SCM email address.

Submission

• Method: email
• Submission email: [email protected]

Delivery address

Municipal Stores

Ladismith

Submission method

• Email to [email protected].
• Bids must arrive before the closing time; late bids are not considered.
• Conflicting instruction: one clause states that faxed, emailed and late bids will not be accepted, while the invitation and submission clause direct bids by email — confirm the accepted channel with SCM before submitting.

Returnable documents

• SARS Tax Compliance Status (TCS) pin in the bidder's name.
• Certified copy of the bidder's and each director's municipal account for the month before closing.
• Valid original or certified B-BBEE certificate, or a sworn affidavit.
• Central Supplier Database registration.
• Signed joint venture agreement where a consortium, joint venture or sub-contracting arrangement is used.
• Board resolution or certificate of authority authorising the signatory.
• Product data sheets for every item offered.
• Written proof of appointment for distribution, not older than one year, where the bidder is not the manufacturer or importer.

Returnable forms (complete, sign and return)

• MBD 1: Invitation to Bid — bidder details and signed offer.
• MBD 3.1: Pricing Schedule (firm prices) — itemised prices with all taxes included.
• MBD 4: Declaration of Interest — discloses state employment or relationships of directors and shareholders.
• MBD 5: Declaration for procurement above R10 million (VAT included).
• MBD 6.1: Preference Points Claim — claims B-BBEE and locality points.
• MBD 6.2: Declaration Certificate for Local Production and Content.
• MBD 7.1: Contract Form — Purchase of Goods/Works.
• MBD 8: Declaration of Bidder's Past Supply Chain Management Practices.
• MBD 9: Certificate of Independent Bid Determination — certifies no collusion or price disclosure.

Disqualification risks

• Retyped documents, missing pages, or unauthorised alterations to the tender documents.
• Failure to complete and sign the declaration section, or to return the full original document completed in black ink.
• Omission of any returnable form or supporting document.
• Municipal rates and taxes or charges in arrears for more than three months without a settlement arrangement before closing.
• Withdrawal or change of any part of the bid between closing and award.
• Section 1.4.3 left incomplete — treated as non-responsive.
• Contacting the Municipality on bid matters between bid opening and award.

Preference point system: 80/20 (Preferential Procurement Regulations, 2022).

Points allocation (100 total)

• Price: 80
• B-BBEE status level of contribution: 10
• Specific goal — locality of supplier: 10

B-BBEE points

• Level 1: 10; Level 2: 9; Level 3: 6; Level 4: 5; Level 5: 4; Level 6: 3; Level 7: 2; Level 8: 1; non-compliant contributor: 0.

Locality goal

• Points are claimed for location within the Kannaland municipal boundaries, within the Garden Route District, within the Western Cape, or outside the Western Cape.
• Proof of location and B-BBEE status must be submitted with the bid; without it the bidder scores on the price formula only and receives 0 for the specific goals.

Award

• The bid with the highest total points is awarded the contract.
• Points are rounded to two decimal places.
• Equal totals are decided first on B-BBEE preference points, then on functionality score where functionality forms part of the evaluation, and finally by drawing lots.
• Bids are first assessed for responsiveness to the specifications and requirements.
• The Municipality is not bound to accept the lowest bid or the highest scoring bid.

Scope

• Once-off supply and delivery of personal protective equipment (PPE) for Kannaland Municipality's community services.

Delivery

• Deliver to the Municipal Stores at Ladismith as instructed on the official order.
• The successful bidder carries all transport and delivery costs; these must be built into the prices offered.
• At least five working days' advance notice of the delivery date and time must be given to the Municipality.
• The bidder must off-load and safely stack all products.

Product requirements

• A data sheet for each product must be submitted with the bid; without it the bid is not accepted.
• Bidders who are not the manufacturer or importer must submit a written distribution appointment letter for the products, not older than one year; without it the bid is invalid.
• The Municipality may call for samples; failure to provide them within the time given makes the bid unsuccessful.
• Samples are tested and the bid is rejected if they do not meet the Municipality's requirements.
• The products of the three highest scoring bidders are tested, including products not previously used by the Municipality.
• The Municipality may award the tender subject to a 30-day trial run for the highest scoring bidder; if the product does not meet Council's requirements the Municipality may source it from another bidder.

Contract mechanics

• Quotations may be awarded per product.
• Quantities ordered may vary from time to time.
• Alternative bidders are appointed to supply where the preferred bidder cannot deliver.

Pricing form

• MBD 3.1 (Pricing Schedule — Firm Prices) must be completed and submitted.
• Only firm prices are accepted; non-firm prices and prices subject to exchange rate variation are not considered.
• Where different delivery points affect pricing, a separate pricing schedule must be submitted for each delivery point.
• Prices must be quoted in South African Rand and include all applicable taxes and all delivery costs.
• The offer must state the brand and model, country of origin, whether the offer complies with the specification (and any deviations), the delivery period, and whether delivery is firm or not.
• Offers are valid for 90 days from the closing date.

Price adjustment

• Adjustments for fuel price or exchange rate movements apply only where the fluctuation exceeds 3%.
• Written proof of the new fuel prices or exchange rates must be submitted before the 15th of the month for implementation on the 1st of the following month.
• Other adjustment requests must be motivated in writing to the Director: Technical Services; the Municipality may reject them, buy elsewhere, or cancel the contract immediately.

Pricing

• Firm prices only; non-firm prices and prices subject to exchange rate variation are not accepted.
• Prices must include all applicable taxes (VAT, PAYE, income tax, UIF and skills development levies) and all delivery costs.
• A separate pricing schedule is required for each delivery point where delivery points affect pricing.
• Offers remain valid for 90 days from the closing date.

Price adjustments

• Adjustments for fuel price or exchange rate movements apply only where the fluctuation exceeds 3%.
• Written proof of the new fuel prices or exchange rates must be submitted before the 15th of the month for implementation on the 1st of the following month.
• Any other price adjustment request must be motivated in writing to the Director: Technical Services; the Municipality may reject it, buy from an alternative supplier, or cancel the contract with immediate effect.

Other costs

• The successful bidder is liable for all duties and costs on legal documents establishing the contract, and for sureties and retentions.
• The Municipality is not liable for any costs a bidder incurs in preparing or submitting a bid.

Registration and status

• Central Supplier Database (CSD) registration is required; bidders not registered on the National CSD and the Kannaland Supplier Database may be refused an award.
• SARS Tax Compliance Status (TCS) pin in the bidder's name; each member of a consortium or joint venture must submit a separate pin.
• Valid original or certified B-BBEE certificate, or a sworn affidavit, to claim preference points.
• Certified copy of the bidder's and its directors' municipal accounts for the month before closing; arrears of more than three months without a settlement arrangement before closing disqualify the bid. Tenants must show that rent includes municipal charges and is not in arrears.
• CIDB registration number must be included where applicable; the Municipality verifies it during evaluation.
• No bid is accepted from a person in the service of the state.
• Board resolution or certificate of authority for the signatory; a bid is considered only if signed by the bidder or a duly authorised person.

Returnable forms

• MBD 1, MBD 3.1, MBD 4, MBD 5, MBD 6.1, MBD 6.2, MBD 7.1, MBD 8 and MBD 9 must be completed, signed and submitted.

Past practice grounds for rejection

• Abuse of a municipality's supply chain management system, or improper conduct in relation to it.
• Conviction for fraud or corruption in the past five years.
• Wilful failure to comply with a government, municipal or public sector contract in the past five years.
• Listing on the Register for Tender Defaulters or the National Treasury's Database of Restricted Suppliers.
• Attempting to influence an official or councillor on this or a past tender, or offering any improper benefit.

Contract form

• The successful bidder signs MBD 7 (Contract Form — Purchase of Goods/Works); signing both parts concludes the contract.
• The Municipality may also require a Service Level Agreement, which together with the signed tender documents forms the full agreement.
• The General Conditions of Contract and the Special Conditions of Contract apply; where they conflict, the Special Conditions prevail.
• The contract is governed by English-language documents.
• The contract may be extended if additional funds become available.

Subcontracting

• Subcontracting is not applicable to this quotation.
• The contractor may not subcontract the whole contract, and may not subcontract any part without the Municipality's prior written consent.
• Consent does not create a contract between the Municipality and the subcontractor, and the contractor remains fully liable for the subcontractor's acts and defaults.
• Consent is not needed for supplying labour, buying materials that comply with the contract, or hiring construction equipment.

Conduct and remedies

• No bidder may withdraw or change any part of its bid between the closing date and award; doing so disqualifies the whole bid.
• Bidders may not contact the Municipality on bid matters between bid opening and award; attempts to influence evaluation or award may lead to rejection.
• Where a contract was awarded on incorrect information, the Municipality may recover all costs, losses or damages it suffered.
• Bids may be rejected for abuse of the supply chain management system, improper conduct, or attempts to influence officials or councillors.

Preference points are awarded under the 80/20 system of the Preferential Procurement Regulations, 2022.

• Price: 80 points.
• B-BBEE status level of contribution: 10 points.
• Specific goal (locality of supplier): 10 points.
• B-BBEE points by level: 1 = 10, 2 = 9, 3 = 6, 4 = 5, 5 = 4, 6 = 3, 7 = 2, 8 = 1, non-compliant = 0.
• Locality is claimed for the Kannaland municipal area, the Garden Route District, the Western Cape, or outside the Western Cape.
• Proof of location and B-BBEE status must accompany the bid; without it the bidder scores on the price formula only and zero for the specific goals.
• The highest total points wins; points are rounded to two decimal places.
• Equal totals are decided first on B-BBEE preference points, then on functionality score where functionality applies, then by drawing lots.
• The Municipality is not bound to accept the lowest or the highest scoring bid.