Term contract for supply and delivery of electrical and building materials (SCMU5-26/27-0054)

Closing date: 15 October 2026 at 11:00

Documents available from: 11 September 2026

Bid validity period: 120 days from closing date

No briefing session or site visit is stated.

SCM enquiries:

• Email: [email protected]
• Telephone: 040 602 4563 / 040 602 4000

Technical enquiries:

• Contact: Mr. Xolani Msadu
• Email: [email protected]
• Telephone: 040 602 4408

Fraud, Complaints & Tender Abuse Hotline:

• Telephone: 0800 701 701 (toll free)

Submission address:

Department of Public Works & Infrastructure

Qhasana Building, Ground Floor

Independence Avenue

Bhisho

Submission method: sealed envelope, deposited in the bid box at the Department of Public Works & Infrastructure, Qhasana Building, Ground Floor, Independence Avenue, Bhisho.

Envelope must be clearly marked with bid number SCMU5-26/27-0054, bid description, and closing date.

Closing time: 15 October 2026 at 11:00.

Courier-delivered bids must be deposited in the bid box by the courier before closing; the Department is not responsible for bids handed to officials.

Bids submitted by fax or electronically will not be accepted.

Late, incomplete, or unsigned bids will not be accepted.

All forms, annexures, addendums, and specifications must be completed, signed, and returned with the bid.

Returnable forms:

• SBD 1 (Invitation to Bid): bidder details, supplier information, and foreign supplier questionnaire; must be completed and signed.
• SBD 4 (Declaration of Interest): discloses any interest in related enterprises; must be completed and signed.
• Annexure A: must be completed and signed.
• Proof of authority to sign (e.g., company resolution) where applicable.
• SBD 7 (Contract Form): successful bidder must sign.

Bids must be submitted on official forms, not re-typed.

Evaluation in three phases:

• Phase One: Administrative Compliance.
• Phase Two: Functionality (Capacity, Experience, Technical) — bidders must score points in each criterion.
• Phase Three: PPPFA and PPR 2022 preference points.

Scoring split:

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

Award to the highest point scorer; the Department may negotiate with the preferred bidder if the offer is not market-related, and may award to a non-highest scorer subject to risk assessment.

Scope: Supply and delivery of training materials, tools, equipment, and consumables for practical training under the EPWP Skills Development Programmes (APTCoD and NYS).

Materials include construction-related items for trades: bricklaying, plumbing, electrical installation, carpentry, welding, painting, plastering, tiling, and other occupational skills.

Delivery locations: DPWI Head Office, Alfred Nzo, Amathole, Buffalo City Metropolitan Municipality, Chris Hani, Joe Gqabi, OR Tambo, Sarah Baartman regions, designated training centres, departmental workshops, and other sites in the Eastern Cape.

Delivery requirements:

• Deliver within 5 to 10 working days after receipt of official Purchase Order.
• Deliver during normal business hours unless otherwise instructed.
• Offload at designated delivery point.
• Provide delivery notes with each consignment.
• Replace damaged, defective, or incorrect materials at no additional cost.

Quality requirements:

• Materials must be new, unused, free from defects, comply with applicable SANS standards, suitable for practical artisan training, in manufacturer's original packaging where applicable, and have adequate shelf life.
• The Department may reject materials not meeting specifications.

Service provider responsibilities:

• Maintain adequate stock levels and ensure uninterrupted supply.
• Deliver within agreed turnaround times.
• Replace defective items at own cost.
• Provide technical information when requested.
• Submit invoices supported by signed delivery notes.
• Comply with occupational health and safety requirements during deliveries.

Contract management: Managed by the Directorate: Innovation and Empowerment; performance monitored on delivery turnaround, quality, accuracy, responsiveness, and compliance.

Bidder must maintain adequate stock levels and supply capacity to meet the Department's requirements.

Ensure timely processing, dispatch, and delivery of orders in accordance with agreed turnaround times.

Liaise effectively with designated Departmental officials regarding orders, delivery schedules, and stock availability.

Provide delivery notes and supporting documentation for each consignment.

Bidders must score points in each of the functionality criteria: Capacity, Experience, and Technical.

No specific years of experience or key personnel qualifications are stated.

All materials must be new, unused, free from defects, comply with applicable SANS standards, suitable for practical artisan training, in manufacturer's original packaging where applicable, and have adequate shelf life.

Department may reject non-compliant materials.

Bidder must replace damaged, defective, or incorrect materials at no cost.

Quality aspects not addressed in specifications must be clarified with the Department before bid submission.

Pricing schedule (SBD 3.1) with firm prices, valid for 120 days.

Tables: Table 1 Electrical Material, Table 2 Welding, Table 3 Carpentry, Table 4 Plumbing (and further tables for other trades).

Each table lists items with descriptions, units, quantities, local content percentages, and price per unit.

Local content percentages range from 70% to 100% for certain items; many items marked N/A.

Prices must include packaging, transport, delivery, offloading, insurance, and all applicable taxes and duties excluding VAT.

The pricing schedule also serves as a specification; brand names are not limiting — similar/equivalent or better accepted.

This is a term contract; the Department will procure more than the unit specified; the bill of quantities establishes unit cost including delivery and overheads.

Pricing: Fixed unit rates for each item in the Schedule of Prices (SBD 3.1).

Prices must include packaging, transport, delivery, offloading, insurance, and all applicable taxes and duties, excluding VAT where shown separately.

The Department may request price verification.

Bid validity: 120 days from closing date.

VAT: Non-VAT vendors whose turnover will exceed R1 million must include VAT in prices and register as VAT vendors within 21 days of award.

Payment: In accordance with the General Conditions of Contract.

No bid security, bonds, or guarantees are stated.

CSD registration: Mandatory prior to award.

Tax compliance: Must be tax compliant; submit SARS TCS PIN or CSD number. Consortia/joint ventures/sub-contractors must each provide TCS certificate/PIN/CSD number.

VAT registration: Non-VAT vendors exceeding R1 million turnover must register within 21 days of award.

B-BBEE: Preference points under PPPFA (specific goals 20 points); no specific B-BBEE level threshold stated.

No bids from persons in the service of the state, or companies with directors who are persons in the service of the state.

Company screening: Successful bidder subject to screening.

SBD 1 and Annexure A must be completed and signed.

Bidder must comply with all occupational health and safety requirements during deliveries.

Compliance with the Occupational Health and Safety Act (OHSA) is required.

Bidder must insure personnel and equipment and indemnify the Department against claims, damages, accidents, and injuries.

Contract period: 12 months from appointment.

No guaranteed minimum order quantities, volume, or expenditure; orders on an as-and-when-required basis.

Department may vary quantities (increase or decrease) during the contract.

Appointment does not confer exclusive rights; Department may procure similar goods elsewhere.

Successful bidder must sign a formal contract after suspensive conditions are met.

Sureties may be required.

Penalties: If the successful bidder withdraws, fails to fulfil the contract, or refuses to sign, they must pay the Department's re-advertising costs and any price difference.

Disputes settled by litigation (replaces GCC paragraph 29).

Contract managed by Directorate: Innovation and Empowerment; unsatisfactory performance may lead to corrective action, suspension of orders, or termination.

Bidder must submit progress reports as agreed.

Department may conduct supplier due diligence at any time.

Bidder indemnifies the Department against claims arising from the contract.

Bidder must insure personnel and equipment.

Governing law: South African law; exclusive jurisdiction of SA courts.

Bidder bears all preparation costs.

Confidentiality of bid information required.

No recruiting Department employees.

Department not liable for cancellation or rejection of bids, but will give written reasons on request.

Interpretation: 'Bidder' includes any firm, company, or body; 'Department' means Eastern Cape Department of Public Works & Infrastructure.

Extent: Term contract for supply and delivery of training materials for APTCoD and NYS learners for 12 months.

Contract binding upon formal acceptance; sureties may be required.

All forms, annexures, addendums, and specifications must be signed and returned; lowest or any bid not necessarily accepted.

Prime contractual basis: successful bidder responsible for all aspects.

Quality: Clarify any quality aspects not addressed with Department prior to submission.

Insurance: Department not liable for claims; contractor must insure personnel and equipment and indemnify Department.

Validity: Bids valid for 120 days from closing.

Penalty provisions for withdrawal or failure to fulfil contract.

Brand names: Similar/equivalent or better accepted.

VAT: Tax invoice to reflect exclusive cost plus VAT.

Contractual price adjustments based on exchange rate at award.

Authority to sign: Evidence required for companies, close corporations, partnerships; joint ventures need consent from each party; no authority needed for single director/member; non-authorised signature invalidates bid.

Contract period: 12 months from start date; Department may accept/reject bids, cancel process, accept whole or part; no liability for cancellation but written reasons on request.

Delivery periods must be adhered to; progress reports required.

Disputes settled by litigation, replacing GCC paragraph 29.

Closing date/submission: Sealed envelopes marked with bid number, description, closing date, deposited in bid box at Qhasana Building, Bhisho by 11h00 on 15 October 2026; courier deliveries must be deposited in bid box before closing.

Negotiation with preferred bidder if offer not market related.

Payment per GCC.

Award may be to non-highest scorer subject to risk assessment.

Late bids not accepted.

Communication: Enquiries in writing via email; telephonic enquiries reduced to writing; communication with officials discouraged between closing and award; no representations on accuracy of bid content; bidders must notify discrepancies; confidentiality of bid information.

Supplier due diligence: Department may conduct due diligence prior to award or during contract.

Preparation costs: Bidder bears all costs.

Indemnity: Bidder indemnifies Department for costs/damages from breach.

Precedence: This document prevails over briefing session info unless expressly amended.

Limitation of liability: Bidder participates at own risk; Department not liable for costs/damages.

Tax compliance: No award to non-compliant bidder.

VAT registration: Non-VAT vendors must include VAT if turnover exceeds R1 million and register within 21 days of award.

Governing law: South African law, exclusive jurisdiction of SA courts.

General bid rules: Complete and sign bid document; SCM policy applies; Department not bound to accept lowest bid; may accept whole or part; late, incomplete, unsigned, faxed, or electronic bids not accepted; no recruiting Department employees.

Contract variations: Department may approach contracted provider to reduce/increase quantities; pricing based on current exchange rate at advert, negotiations to align at award.

Other conditions: CSD registration required, tax matters verified through CSD, VAT vendor registration within 21 days, formal contract after suspensive conditions, company screening, SBD1 and Annexure A completed and signed.

Bidder must be registered on the Central Supplier Database (CSD) prior to award.

Bidder must be tax compliant; submit SARS TCS PIN or CSD number.

Non-VAT vendors whose turnover will exceed R1 million must include VAT and register within 21 days of award.

SBD 1 and Annexure A must be completed and signed.

SBD 4 must be completed and signed.

No bids from persons in the service of the state or companies with such directors/members.

Proof of authority to sign required where applicable.

Bids must be submitted on official forms, not re-typed.

Bid valid for 120 days after closing.

Evaluation in three phases: Administrative Compliance, Functionality (Capacity, Experience, Technical), and PPPFA preference points.

Price: 80 points; Specific goals: 20 points; Total: 100 points.

Bidders must score points in each functionality criterion.

Award to highest point scorer; negotiation possible if offer not market-related; award to non-highest scorer subject to risk assessment.