Supply and install two 12,000 btu air-conditioners (heating & cooling) for stanger post office, kwazulu-natal

The Stanger Post Office requires the supply and installation of two (2) 12,000 BTU Alliance Energy Saver Hi-Wall Split Air-Conditioners (Heating and Cooling) to support the reinstatement of the Motor Vehicle License (MVL) process at the branch. The scope includes fully functional units with a delivery lead time of one (1) week from award.

Closing date and time: 11 June 2026 at 11:00. Clarification questions must be submitted in writing by 8 June 2026. Bid validity period: 120 days from closing date.

Bidders may submit clarification questions in writing to Desigan Pillay (Procurement Specialist) at [email protected] or 011 281 3328 by 8 June 2026. SAPO will respond in writing to all bidders. Oral communications are not binding unless confirmed in writing.

Enquiries: Desigan Pillay, Procurement Specialist. Email: [email protected]. Phone: 011 281 3328. Submission email: [email protected]. Address: South African Post Office, Cnr. James Drive and Moreleta Street, Silverton, Pretoria.

Submit proposals via email to [email protected] or hand-deliver sealed bids to the tender box by 11:00 on 11 June 2026. Late submissions will not be considered.

Required returnable documents:

• Completed SBD1 (Invitation to Bid) and SBD4 (Bidder’s Disclosure) forms.
• Latest CSD Report or MAAA number.
• Completed Confidentiality and Non-Disclosure Agreement.
• Completed Certificate of Acquaintance with Bid Documents.
• Pricing schedule (fully completed in ZAR, inclusive of 15% VAT).
• Valid CIDB grading certificate (minimum 1ME or 1EB) or active CRS Number.
• Annexure BC (confirmation of compliance with specifications and lead times).
• Letter of Good Standing (COIDA) valid on bid closing date.
• Valid BBBEE Certificate, SANAS-accredited sworn affidavit, or DTI BBBEE Certificate (for Specific Goals scoring).

Hand-delivered bids must be sealed and labeled with: bidder name, proposal description, RFQ number (RFQ 26/27/34/DP), closing date/time, and recipient details. All documents must be in English. Amendments to documents must be initialed.

Failure to comply with gatekeeping criteria (pricing schedule, CIDB grading) will disqualify the bid. Tax compliance documents may be submitted within 7 working days of request; other outstanding bid conditions must be submitted within 2 working days.

Bid validity period: 120 days from closing date. Bidders may be requested to extend validity at the same terms if evaluation is not finalised. Failure to respond to an extension request may result in exclusion.

PROPOSAL TO BE EMAILED [email protected]

Evaluation is conducted in three phases:

Phase 1: Gatekeeping Criteria (mandatory for eligibility)

• Pricing schedule must be fully completed in the prescribed format.
• Valid CIDB grading certificate (minimum 1ME or 1EB) or active CRS Number must be submitted.

Failure to meet gatekeeping criteria will result in disqualification.

Phase 2: Bid Conditions (must be submitted at closing or within grace periods)

• Conformance to specification and lead times (Annexure BC).
• Registration on National Treasury Central Supplier Database (CSD).
• Valid Letter of Good Standing (COIDA).
• Completed SBD1 and SBD4 forms.
• Tax compliance (TCS PIN or CSD MAAA number).
• Not listed on National Treasury Restricted Suppliers list.

Outstanding bid condition documents (excluding tax compliance) must be submitted within 2 working days of request. Tax compliance documents have a 7-working-day grace period.

Phase 3: Commercial Evaluation (80/20 Preferential Point System)

• Price: 80 points (benchmark against lowest quote).
• Specific Goals: 20 points (B-BBEE ownership criteria).
• ≥51% Black-owned: 10 points.
• ≥51% Youth-owned: 5 points.
• ≥51% Women-owned: 3 points.
• ≥1% Disabled-owned: 2 points.

Valid B-BBEE Certificate (SANAS-accredited), sworn affidavit (for EMEs/QSEs), or DTI BBBEE Certificate required. Consolidated B-BBEE certificates are required for joint ventures/consortia. Bidders scoring zero for Specific Goals will not be disqualified but will receive no points for this section.

Disqualification risks:

• Failure to meet gatekeeping criteria.
• Late submission or non-adherence to bid instructions.
• Providing false or misleading information.
• Non-compliance with tax or COIDA requirements after grace periods.

Scope: Supply and installation of two (2) 12,000 BTU Alliance Energy Saver Hi-Wall Split Air-Conditioners (Heating and Cooling) at Stanger Post Office, Corner King Shaka and Gizenga Street, KwaDukuza Central.

Requirements:

• Fully functional air-conditioning units to support reinstatement of the Motor Vehicle License (MVL) process.
• Delivery lead time: 1 week from award.
• All costs (labour, insurance, equipment, materials, consumables) must be included in the quoted rates.
• Quotes must include 15% VAT and be in South African Rands (ZAR).
• Similar products to the specified brand may be submitted if they meet the required specifications.

Point of delivery: Stanger Post Office, KwaDukuza Central.

SAPO reserves the right to carry out site inspections, product evaluations, or explanatory meetings to verify the nature and quality of the services bidded for, whether before or after adjudication. SAPO may request audited financial statements or other documentation for due diligence purposes.

Bidders must quote rates that include all costs (labour, insurance, equipment, materials, consumables) and 15% VAT. The pricing schedule must be fully completed in South African Rands (ZAR). Incomplete pricing will deem the bid non-responsive. Similar products to the specified brand may be submitted if they meet the required specifications.

Pricing must include all costs (labour, insurance, equipment, materials, consumables) and 15% VAT. Quotes must be in South African Rands (ZAR). The pricing schedule must be fully completed; incomplete pricing will deem the bid non-responsive.

Payment terms: Contract price is inclusive of VAT and payable within 30 days of statement date.

Bid validity: 120 days from closing date. Bidders may be requested to extend validity at the same terms if evaluation is not finalised. Failure to respond to an extension request may result in exclusion.

Mandatory compliance requirements:

• Tax Compliance: Submit TCS PIN (via SARS e-filing at www.sars.gov.za) or CSD MAAA number. If no TCS PIN is available, a valid CSD number must be provided. Each party in a consortium/JV must submit separate TCS/CSD documentation.
• Central Supplier Database (CSD): Bidders must be registered on the National Treasury CSD (register at www.csd.gov.za).
• CIDB Grading: Valid CIDB certificate (minimum grade 1ME or 1EB) or active CRS Number required.
• COIDA: Valid Letter of Good Standing (Compensation for Occupational Injuries and Diseases Act) must be submitted. If using a third party, their COIDA certificate must include the bidding company’s details.
• SBD Forms: Completed SBD1 (Invitation to Bid) and SBD4 (Bidder’s Disclosure) forms must be submitted.
• Restricted Suppliers: Bidders listed on the National Treasury Restricted Suppliers list will be disqualified.
• B-BBEE: Valid B-BBEE Certificate (SANAS-accredited), sworn affidavit (for EMEs/QSEs), or DTI BBBEE Certificate required for Specific Goals scoring. Consolidated B-BBEE certificates are required for joint ventures/consortia.
• Foreign Suppliers: Must answer the foreign supplier questionnaire if applicable.

Non-compliance with mandatory requirements (e.g., tax, CIDB, COIDA) may result in disqualification.

Specific Goals for this project target service providers that are: ≥51% Black-owned, ≥51% Youth-owned, ≥51% Women-owned, or ≥1% Disabled-owned. Valid B-BBEE Certificate (SANAS-accredited), sworn affidavit (for EMEs/QSEs), or DTI BBBEE Certificate required. Joint ventures/consortia must submit consolidated B-BBEE certificates. Failure to submit will result in zero points for Specific Goals but not disqualification.

The successful bidder must sign a written contract form (SBD7). The contract price is inclusive of VAT and payable within 30 days of the statement date. The bid validity period is 120 days from the closing date, and bidders may be requested to extend this period. Each bidder bears all costs associated with bid preparation and submission. SAPO reserves the right to reject bids, negotiate with preferred bidders, split awards, or cancel the process at any stage.

Bidders must confirm that their bid was prepared independently and without collusion with competitors. No consultations, communications, or agreements with competitors regarding prices, specifications, or bid strategies are permitted. Bids containing incorrect or misleading information may be disqualified. SAPO may award the bid to the next highest scorer if the preferred bidder fails to sign or commence the contract.

Bidders must submit proof of compliance with specifications and lead times (Annexure BC). Joint ventures/consortia must provide signed agreements outlining roles, responsibilities, and the Lead Partner with power of attorney. All bids must be submitted in English, with amendments initialed. Hand-delivered bids must be sealed and labeled with required details.

Evaluation is conducted in three phases: Phase 1 (Gatekeeping Criteria), Phase 2 (Bid Conditions), and Phase 3 (Commercial Evaluation: Price 80 points, Specific Goals 20 points). Specific Goals include ownership criteria: ≥51% Black-owned (10 points), ≥51% Youth-owned (5 points), ≥51% Women-owned (3 points), ≥1% Disabled-owned (2 points).