Hire, servicing and maintenance of portable chemical toilets (10-Month contract)

Bidders must complete and submit SBD 4 (Declaration of Interest). This form requires disclosure of:

• Whether the bidder or any director, trustee, shareholder, member, or partner is employed by an organ of state.
• Any relationship between the bidder or connected persons and anyone employed by the procuring institution.
• Any interest in other related enterprises, including all CSD-registered active companies linked to directors.

Disqualification risks:

• Being listed on the Register for Tender Defaulters or the List of Restricted Suppliers.
• Failure to disclose all CSD-registered active companies linked to all directors.
• Submitting a false declaration.

The bidder must certify that the bid was prepared independently, without consultation, communication, agreement, or arrangement with any competitor regarding quality, quantity, specifications, prices, pricing methods, market allocation, or intention to bid. The bid terms must not be disclosed to any competitor before the official bid opening or contract award. The bidder must also confirm no involvement in drafting the specifications or terms of reference for this bid.

Returnable forms:

• SBD 6.1 (Preference Points Claim Form): completed and signed to claim preference points for specific goals. Failure to submit proof with the bid means no preference points are claimed.
• The form requires the company name, registration number, and type of company (e.g., partnership, sole proprietor, close corporation, (Pty) Ltd).

Disqualification risks:

• Fraudulent claims for specific goals can lead to disqualification, recovery of costs, contract cancellation, restriction from state business for up to 10 years, and criminal prosecution.

Preference point system: 80/20 (for requirements up to R50 million, all taxes included).

• Price: 80 points
• Specific goals: 20 points
• Total: 100 points

Specific goals and points (80/20 system):

• Women ownership: 5 points
• Disability ownership: 5 points
• Youth ownership: 5 points
• Location of enterprise (Eastern Cape province): 2 points
• B-BBEE status level contribution (level 1 or 2, QSE or EME): 3 points

Bidders must indicate how they claim points for each specific goal and provide supporting documentation. The organ of state may require substantiation of any preference claim before or after adjudication.

B-BBEE requirements:

• To claim the 3 points for B-BBEE status level contribution, bidders must be level 1 or 2 and be a QSE or EME.
• Proof of ownership (women, disability, youth) and location (Eastern Cape) must be provided to claim those points.

No other compliance requirements (e.g., CSD, tax, CIDB) are stated in the provided document.

Specific goals for B-BBEE and other preferences:

• Women ownership: 5 points
• Disability ownership: 5 points
• Youth ownership: 5 points
• Location of enterprise (Eastern Cape): 2 points
• B-BBEE status level contribution (level 1 or 2, QSE or EME): 3 points

Total specific goals: 20 points

The 80/20 preference point system applies. Price is allocated 80 points and specific goals 20 points. Specific goals include women ownership (5), disability ownership (5), youth ownership (5), location in Eastern Cape (2), and B-BBEE status level 1 or 2 for QSE/EME (3). Bidders must claim points and provide proof; failure to submit proof means no preference points are awarded.

Supply, delivery, and service of 8 flushable chemical toilets for 10 months to the Mthatha Dam MCC Building Project, Eastern Cape. Toilets must be SABS approved, flushable, lockable, portable, and maintained weekly. No toilet within 50 m of a water source. Weekly maintenance checklist required. Damaged/faulty toilets replaced immediately. Damage waiver/insurance required. Sewerage disposal clearance certificate required per discharge.

Closing date: 30 September 2026 at 11:00

Compulsory briefing session: 23 September 2026 at 10:00, Mthatha Dam, Construction East Offices, Ncise Village. Attendance is mandatory; failure to attend renders the bid non-responsive.

Administrative enquiries:

• Contact: Ms S Gumede
• Email: [email protected]
• Telephone: 081 017 5365

Technical enquiries:

• Contact: Mr SP Ngema
• Email: [email protected]
• Telephone: 060 980 5892

Submission address:

Department of Water and Sanitation

Mthatha Dam Office Building

Mthatha Dam

Mthatha, 5100

Service delivery site:

Mthatha Dam MCC Building Project

Mthatha Dam, Eastern Cape

Evaluation follows the 80/20 preference points system under the Preferential Procurement Regulations, 2022. Maximum 80 points for price, maximum 20 points for specific goals.

Four phases:

• Phase 1 – Mandatory Requirements: attendance at compulsory briefing, valid sewerage disposal clearance certificate, completed/signed SBD 1, SBD 3.1, SBD 4. Failure disqualifies.
• Phase 2 – Administrative Compliance: CSD registration, SARS tax compliance, CIPC active registration, certified B-BBEE certificate/affidavit, completed Annexure 1 and 2 (stamped by commissioner of oaths). Missing B-BBEE or annexures forfeits preference points.
• Phase 3 – Technical Evaluation and Specification Compliance: bidder must complete Table 3 confirming compliance with the specification (hire, servicing, damage waiver, transport). Non-compliance disqualifies.
• Phase 4 – Preference Points: specific goals allocated as follows (total 20 points):
• Women ownership: up to 5 points
• People with disability ownership: up to 5 points
• Youth (35 and below) ownership: up to 5 points
• Location of enterprise in Eastern Cape: up to 2 points
• B-BBEE status level 1 or 2 contributor who is an EME or QSE: 3 points

Points for ownership goals are calculated pro-rata based on the percentage shareholding meeting the criterion.

The lowest acceptable bid in terms of value scores 80 points for price.

Programme of works: supply, deliver, and service 8 flushable chemical toilets for 10 months.

Servicing once per week (4 weeks x 10 months).

Weekly checklist covering floor, seat, roll holder, dispensers, door, vent pipe, cabana, graffiti, working order.

Breakdown toilets removed immediately.

Service provider reports to site office before each maintenance visit; DWS may appoint an official to accompany.

Delivery within 14 days of order.

Pricing schedule (SBD 3.1) line items:

1. Hire of 8 flushable chemical toilets for 10 months (8 units).
2. Servicing of 8 toilets once a week for 10 months (8 units x 4 weeks x 10 months).
3. Damage waiver monthly for 10 months (8 units).
4. Transport once-off delivery and collection (1 sum).

All-inclusive firm prices including VAT, delivery, and all costs.

Offer valid 120 days from closing.

Corrections must be crossed out and initialled; use of correction fluid invalidates the bid.

Pricing format: firm prices, all-inclusive (VAT, delivery, and all other costs included). All rates in South African Rand.

Pricing schedule (SBD 3.1) line items:

1. Hire of 8 flushable chemical toilets for 10 months (8 units).
2. Servicing of 8 toilets once a week for 10 months (8 units x 4 weeks x 10 months).
3. Damage waiver monthly for 10 months (8 units).
4. Transport once-off delivery and collection (1 sum).

Offer validity: 120 days from closing date.

Payment terms:

• Payment monthly on receipt of specified tax invoices, supported by service slips signed by the official checking the delivery/service.
• Payment within 30 days of receipt and approval of the original invoice, via EFT into the bidder's bank account.
• No cash, cheque, or upfront payments.
• Firm prices only subject to statutory changes (VAT, customs/excise levies with written proof).

Quantities are not guaranteed; the Department may change quantities or purchase none of the items.

Mandatory (Phase 1):

• Attendance at compulsory briefing session.
• Valid sewerage disposal clearance certificate/letter submitted with bid.
• Completed and signed SBD 1, SBD 3.1, SBD 4.

Administrative compliance (Phase 2):

• Registration on National Treasury's Central Supplier Database (CSD).
• Tax compliance with SARS (verified via CSD and SARS). Provide TCS PIN or CSD number.
• Active registration with the Company Intellectual Property Commission (CIPC).
• Certified copy of B-BBEE Status Level Verification Certificate or sworn affidavit (for EMEs/QSEs).
• Completed Annexure 1 (Percentage Ownership Affidavit) and Annexure 2 (Location of Enterprise Affidavit), stamped by a commissioner of oaths.

B-bbee:

• B-BBEE status level 1 or 2 contributor who is an EME or QSE earns 3 preference points.
• Verification certificate must be issued by a SANAS-accredited agency, or a sworn affidavit for EME/QSE per the Construction Sector Code.
• Failure to submit B-BBEE evidence forfeits preference points.

Specific goals evidence:

• Ownership by women, people with disabilities, youth: Annexure 1 (Percentage Ownership Affidavit).
• Location of enterprise in Eastern Cape: Annexure 2 (Location of Enterprise Affidavit) plus proof of premises ownership or rental agreement.

General:

• No bids from persons in the service of the state, or companies/close corporations with directors/members in the service of the state.
• Bidders must adhere to the Department's Safety and Environmental policies.

Specific goals and points (80/20): Women 5 points, People with disability 5 points, Youth (35 and below) 5 points, Location (Eastern Cape) 2 points, B-BBEE Level 1-2 EME/QSE 3 points. Total 20 points. Points calculated pro-rata per ownership percentage. Verification requires B-BBEE certificate (SANAS accredited) or sworn affidavit for EME/QSE per Construction Sector Code.

Bidders must adhere to the Department's Safety and Environmental policies.

Toilets must be maintained to an acceptable standard; damaged or faulty units repaired or replaced immediately.

Weekly maintenance checklist includes safety items: door secured (hinges), hasp and staple, door spring, vent pipe.

Vandalism or negligence damage must be reported to Site Management immediately; repair costs to be agreed.

Service provider must report to the site office before each maintenance visit; DWS may appoint an official to accompany.

Sewerage disposal clearance certificate required every time sewerage is discharged.

No toilet erected within 50 m of any water source (rivers, canals).

Bidder must supply a copy of a Disposable Waste Certificate with the bid.

Compliance with the Department's environmental policies required.

Contract period: 10 months for supply, delivery, and service of 8 flushable chemical toilets.

Payment: monthly on receipt of tax invoices with signed service slips; payment within 30 days via EFT. No upfront, cash, or cheque payments.

Firm prices: only statutory changes (VAT, customs/excise levies) allowed with written proof.

All-inclusive rates: cover labour, plant, material, vehicles, operating and maintenance costs.

Risk transfer: ownership and risk pass to the Department at point of delivery on signed acceptance.

Quantities: not guaranteed; Department may change quantities or purchase none.

Non-compliant items: not accepted or paid for; supplier must remove and replace at own cost.

General Conditions of Contract (National Treasury 2010) apply.

Successful bidder must sign a written contract form (SBD 7).

Delivery hours: 06:30-15:15 Monday-Thursday only. No deliveries Fridays 14:00 to Mondays 06:30, public holidays, or last Thursday/Friday of month. Non-compliant goods rejected and collected by supplier within 48 hours. Bidder nominates contact person for delivery scheduling. Quantities not guaranteed; estimated in SBD 3.1. Department reserves right to change quantities.

Mandatory: compulsory briefing attendance, valid sewerage disposal clearance certificate, completed/signed SBD 1, SBD 3.1, SBD 4.

Administrative: CSD registration, SARS tax compliance, CIPC active registration, certified B-BBEE certificate/affidavit, completed Annexure 1 (Percentage Ownership Affidavit) and Annexure 2 (Location of Enterprise Affidavit) stamped by commissioner of oaths.

Four-phase evaluation: Phase 1 Mandatory Requirements (compulsory briefing attendance, valid sewerage disposal clearance certificate, completed SBD 1/3.1/4). Phase 2 Administrative Compliance (CSD registration, tax compliance, CIPC registration, B-BBEE certificate, Annexures 1 and 2). Phase 3 Technical Evaluation and Specification Compliance (spec compliance per Table 3). Phase 4 Preference Points (80/20 system: 80 price, 20 specific goals).

The document is the National Treasury General Conditions of Contract (July 2010), which applies to all government bids unless special conditions override it. Key obligations for the supplier include:

• Performance security must be provided within 30 days of contract award, in a form and amount specified in the Special Conditions of Contract.
• Goods must be new, unused, and free from defects; warranty lasts 12 months after delivery or 18 months after shipment, whichever ends first.
• Payment is due within 30 days of a valid invoice, in Rand unless otherwise specified.
• Prices quoted in the bid are firm unless price adjustments are authorised.
• The supplier must notify the purchaser in writing of any subcontracts.
• Delays attract penalties calculated at the prime interest rate per day of delay, and may lead to termination for default.
• Termination for default can result in a restriction from doing business with the public sector for up to 10 years.
• Disputes are first resolved by consultation, then mediation, then South African courts.
• The contract is governed by South African law and written in English.
• The supplier must have a valid tax clearance certificate before contract award.
• Collusive bidding is prohibited and may lead to bid invalidation, contract termination, or restriction.