Supply, delivery, servicing & installation of fire equipment – 3-Year tender in eastern cape

Closing date: 30 November 2026 at 12:00 (noon).

Bid documents available from: 30 October 2026.

Briefing session: None.

Bid validity period: 120 days from closing date.

Performance security to be provided within 30 days of award notification.

Reports to be submitted within 2 working days after service completion.

Normal delivery: within 5 working days of purchase order.

Emergency call-out response: within 24 hours.

Dangerous defect response: same day.

Replacement of rejected goods: within 5 working days.

Rectification of defective workmanship: within 2 working days.

Annual servicing programme to be submitted within 30 days after appointment.

Technical enquiries:

• Contact: Mr S Botha
• Role: Manager Human Resources & Labour Relations
• Email: [email protected]
• Telephone: 045 979 3183
• Office hours: 08:00 to 16:00, Monday to Friday.

Evaluation criteria enquiries:

• Contact: Mr Thomas Maseko
• Role: Manager Supply Chain Management
• Email: [email protected]
• Telephone: 045 979 3160
• Office hours: 08:00 to 16:00, Monday to Friday.

Submission address:

Tender Box, outside Main Building

Joe Gqabi District Municipality

Corner of Cole & Graham Streets

Ekhephini (Barkly East), 9786

General municipal contact:

• Telephone: 045 979 3000
• Fax: 045 971 0251

Issued by: Mr M.P. Nonjola, Municipal Manager.

Submission method: Sealed envelope plus USB flash drive deposited in Tender Box at Joe Gqabi District Municipality, Corner of Cole & Graham Streets, Ekhephini, before closing time.

No faxed or emailed bids accepted.

Bids must be on original documents, all pages signed where necessary, in black ink.

No Tippex or erasable ink.

Additional annexures only if cross-referenced and page signed.

Joint Ventures/Consortiums must provide signed agreements and all returnable documents for each partner.

Returnable documents (all must be completed and signed):

• SBD 4 (Declaration of Interest): discloses any connection to state employees or procuring institution.
• SBD 9 (Certificate of Independent Bid Determination): certifies price independence and no collusion.
• Proof of CSD registration.
• SARS PIN and Tax Reference Number on cover page.
• Tax Clearance Certificate (separate for each party in Trust/JV/Consortium).
• Proof of SAQCC Fire registration.
• Methodology as per clause 2.
• Proof of experience: appointment letters, contracts, orders, or service invoices for projects in last 5 years.
• JGDM Performance Assessment Forms signed and stamped by previous clients.
• Proof of company office address for locality points (municipal account not older than 90 days, clearance certificate, lease agreement, or affidavit for village residents).
• Valid AA certificate for each delivery vehicle.
• Completed pricing schedule.
• Company composition form (Annexure E).
• Authority to sign (board resolution or equivalent).

Disqualification risks:

• Late submission.
• Incomplete or unsigned bids.
• Submission by fax or email.
• Use of Tippex or erasable ink.
• Failure to complete pricing schedule.
• Failure to submit all required information.
• False declarations.
• Bid from person in service of the state.

Stage 1: Completeness and compliance check. Non-compliance renders bid non-responsive.

Stage 2: Functionality evaluation (60 points maximum):

• Capacity Assessment (based on number of projects in last 5 years): >5 projects = 60 points, 4-5 = 50, 3 = 30, 1-2 = 0.
• Performance Assessment (client references using JGDM form).
• Minimum qualifying score: 30 out of 60 points.

Stage 3: Price and Specific Goals (80/20 preference point system):

• Price: 80 points.
• Specific Goals: 20 points.
• HDI: 51% Black ownership (4 pts), 51% Women (2 pts), 51% Youth (2 pts), 51% Disabled (2 pts).
• Locality: Within JGDM boundaries (10 pts), within Eastern Cape but outside JGDM (5 pts), outside Eastern Cape (0 pts).
• Points claimed must be supported by evidence; failure to submit evidence results in no points.

Total points = Price points + Specific Goals points.

Municipality reserves right to accept whole or part of bid and to award to multiple bidders.

Scope: Supply, delivery, installation, servicing, inspection, testing, refilling, maintenance, and replacement of fire extinguishers, fire hose reels, hydrants, and associated fire safety equipment at all municipal facilities and vehicles.

Equipment specifications:

• DCP 2.5 kg: SANS 1970:2009, NFPA 10, ABC powder, fire rating 13A/89B, working pressure 1400 kPa, test pressure 2100 kPa.
• CO2 2.5 kg & 4.5 kg: SANS 1567, Class B/C, fire rating 34B, test pressure 250 bar, working temperature -30°C to +30°C.
• DCP 4.5 kg: SANS 1910:2009, ABC powder, fire rating 27A/144B, working pressure 1400 kPa.
• DCP 9 kg: SANS 1910:2009, ABC powder, fire rating 43A/233B, working pressure 1400 kPa.
• Silent gas extinguisher for IT infrastructure: SANS compliant, clean agent, non-conductive.

Sites to be serviced:

• Municipal Head Office, Ekhephini (Barkly East)
• Sub-offices: Maletswai, James Calata (Jamestown), Burgersdorp, Steynsburg, Venterstad, Oviston, Lady Grey, Sterkspruit, Nqanqarhu, Ugie, Tlokoeng
• All water and wastewater treatment facilities
• Technical depots and fire stations
• Disaster management centres
• Other operational and satellite facilities
• All municipal fleet/vehicles (district wide)
• Full list of sites to be provided upon appointment.

Reporting requirements:

• After each inspection/service per site: Inspection Report, Service Report, Defect Report, Replacement Schedule, Certificate of Compliance, Updated Asset Register (where applicable).
• Present findings to municipal OHS Committee upon request.
• Reports to be submitted within 2 working days after completion.

Response times:

• Normal delivery: 5 working days
• Emergency call-out: 24 hours
• Dangerous defect: same day
• Replacement of rejected goods: 5 working days
• Rectification of defective workmanship: 2 working days
• Submission of reports: 2 working days

Annual servicing programme to be submitted within 30 days after appointment.

Methodology required: approach to supply/delivery/installation/servicing/maintenance, scheduling annual inspections and emergency response, quality assurance (SANS, FSS Code), defect identification/reporting/replacement, reporting/communication, continuity of service (stock, response times, resource capacity).

Bidders must submit a methodology addressing:

• Approach to supply, delivery, installation, servicing, and maintenance of fire equipment.
• Procedures for scheduling annual inspections and responding to ad hoc and emergency requests.
• Quality assurance measures for compliance with SANS, FSS Code, and legislation.
• Procedures for identifying, reporting, and replacing defective or non-compliant equipment.
• Reporting and communication processes, including inspection reports, compliance certificates, and maintenance records.
• Measures to ensure continuity of service, including stock availability, response times, and resource capacity.

Bidders must demonstrate experience in supply, delivery, installation, refilling, and inspecting of fire extinguishers in the last 5 years.

Points awarded based on number of projects:

• 5 projects: 60 points

• 4-5 projects: 50 points
• 3 projects: 30 points
• 1-2 projects: 0 points

Minimum 30 points required to qualify for price evaluation.

Proof required: appointment letters, contracts, orders, or service invoices.

Performance assessment forms (JGDM) signed and stamped by previous clients must be submitted for each project.

Quality assurance must ensure compliance with SANS standards, FSS Code, and relevant legislation.

Bidders must submit methodology addressing quality assurance measures.

Equipment must be new, free from defects, and comply with standards.

Certificates of Compliance must conform to SANS 1475.

Inspections and tests may be conducted; costs borne by provider if non-compliant.

Defective equipment must be replaced within 5 working days at provider's cost.

Pricing must be submitted on the provided schedule with unit rates for each item:

• New fire extinguishers: DCP 2.5 kg, CO2 2.5/4.5 kg, DCP 4.5 kg, DCP 9 kg, silent gas extinguisher (each).
• Refilling: same types (each).
• Servicing: same types (each).
• Servicing of fire hose reels: wall mounted bracket, hose guide, durable nozzle, 30m hose (each).
• Servicing of fire hydrants: Duraflex progress reel, fire hydrant valve, booster connector, instantaneous adaptor (each).
• Emergency call-out: per hour.

Rates must be fixed for 12 months.

CPI escalation from month 13 and 25.

Delivery charges based on AA rates; valid AA certificate required.

Emergency call-out rates must be specified.

Failure to complete schedule in full renders bid non-responsive.

Pricing must align with market-related rates.

Fee proposals valid for 120 days from closing date.

Municipality reserves right to negotiate fees.

No advance payments.

Rates fixed for 12 months.

CPI escalation from month 13 and 25; supplier must notify municipality 30 days prior.

Accommodation claims at actual rates.

Prices include all operational costs (inspection, labour, compliance, installation, materials).

Delivery charges based on AA rates; valid AA certificate required for each delivery vehicle.

Courier costs at real costs.

Emergency call-out rates must be specified in pricing schedule.

Pricing schedule must be completed in full; failure renders bid non-responsive.

Performance security required within 30 days of award (amount to be specified in SCC).

VAT must be included in bid price but shown separately.

Payment upon invoice and delivery note.

CSD registration (Central Supplier Database) mandatory.

SARS PIN and Tax Reference Number to be declared on cover page.

Tax Clearance Certificate required; for Trusts/JVs/Consortiums, each party submits separate.

SAQCC Fire registration required for all installations and maintenance.

Compliance with Occupational Health and Safety Act, 1993, NRCS regulations, municipal by-laws.

Certificates of Compliance must conform to SANS 1475.

All equipment must comply with applicable SANS standards and FSS Code.

Specific goals (HDI and locality) used instead of standard B-BBEE points; no B-BBEE certificate required.

Proof of company registration and company composition form (Annexure E) required.

Declaration of Interest (SBD 4) and Certificate of Independent Bid Determination (SBD 9) required.

Authority to sign: evidence of resolution authorising signatory.

Insurance: proof of insurance required within 14 days of acceptance; failure is material breach.

No bids from persons in service of the state.

All work must comply with Occupational Health and Safety Act, 1993.

Inspections, testing, and maintenance must be conducted in accordance with OHS Act and SANS fire safety standards.

Service provider must present findings to municipal OHS Committee upon request.

Emergency call-outs for dangerous defects must be responded to same day.

Equipment specifications include safety valves, pressure ratings, and working temperature ranges.

Service covers all municipal facilities including water and wastewater treatment plants, but no specific environmental compliance requirements stated.

Contract duration: 36 months.

Bid validity: 120 days from closing date.

Performance security: to be furnished within 30 days of award notification; amount specified in SCC.

Warranty: 36 months after delivery/acceptance or 18 months after shipment, whichever earlier.

Penalty for withdrawal/failure to fulfil: bidder liable for re-advertising costs and price difference.

Insurance: proof required within 14 days of acceptance; failure renders contract null and void.

Payment: upon invoice and delivery note.

No advance payments.

Rates fixed for 12 months; CPI escalation from month 13 and 25.

Delivery within 5 working days of purchase order.

Emergency response within 24 hours.

Defective equipment replacement within 5 working days.

Rectification of defective workmanship within 2 working days.

Municipality may terminate for default, withhold payment, appoint alternative contractor at bidder's cost.

Force majeure clause applies.

General Conditions of Contract (GCC) apply; Special Conditions of Contract (SCC) may override.

Functionality evaluation (60 points): Capacity Assessment (projects experience) and Performance Assessment (client references). Minimum 30 points to qualify.

Price and Specific Goals (80/20): Price 80 points, Specific Goals 20 points (HDI 10 points, Locality 10 points).

Specific goals breakdown: 51% Black ownership (4 pts), 51% Women (2 pts), 51% Youth (2 pts), 51% Disabled (2 pts); Locality: within JGDM (10 pts), within Eastern Cape but outside JGDM (5 pts), outside Eastern Cape (0 pts).