Appointment of a Service Provider to Supply Promotional Material for People and Culture at the National Research Foundation in Brummeria, Pretoria.

INTRODUCTION TO THE NRF

The National Research Foundation Act, Act , establishes the National Research Foundation (“NRF”) as the

juristic person that makes this bid invitation and will contract with the awarded bidder. The Public Finance Management

Act classifies the organisation as a Schedule 3A Public Entity.

CONTEXT OF THIS PROCUREMENT

CONTRACT PERIOD

The contract period for this bid contract is for the duration of the underlying bid until completed and signed off.

DESCRIPTION OF GOODS/DETAILED SPECIFICATION

CODE: CODE: CW-UT-203-A 15 (11 Women, 4 Menz)

Mens Long Sleeve Mawenzi Twill

Shirt

CODE: ELE-7304-BU 15 (11 Women, 4 Men)

Mens Maxson Softshell Jacket - Blue

Jacket Elevate ELE-11501 16 (12 Women, 4 Men)

Montana _Red

• Embroidered NRF logo

• People and Culture on the right chest

• back “The “People-First” Focus

QUOTE REFERENCE: NRF/CORP RFQ of 20 Ver. Standard 2022-1a

105/2025-26

NB: actual sizes to be submitted upon appoint of the Service Provider. Samples to be submitted prior

to branding.

Number of electronic bid documents for contract signing 1

RETURNABLE DOCUMENTS CHECKLIST

The bidder is to complete this table and to supply the necessary page references to the supporting documentation. A

Legislative/Technical Documents Compliance

Reference Bidder’s document

Bidder Eligibility

Procurement Invitation (SBD 1), signed and ❑ Yes

completed including the SBD 4, 6.1 and signed M Pages 1-20 ❑ No

Bid Submission Certificate form.

❑ Yes

A valid B-BBEE certificate or Sworn Affidavit O Pages 15-19 ❑ No

Specification Eligibility

Pricing Documents Compliance

Pricing (SBD 3.1) in this document to be ❑ Yes

M -10

completed. ❑ No

ELIGIBILITY CRITERIA (GO/NO-GO)

Selection Element Meet Bid Section Reference to Bidder’s

Specification Reference

document Minimum

1 Fully completed Procurement Invitation ❑ YES ❑ NO Pages 1-20

(SBD 1) including the SBD 4, 6.1 and signed

Bid Submission Certificate form.

2 Proof of Registration on the Government’s ❑ YES ❑ NO

Central Supplier Database (CSD).

QUOTE REFERENCE: NRF/CORP RFQ of 20 Ver. Standard 2022-1a

105/2025-26

SBD 3.1: PRICING DETAIL

Pricing Special Conditions

1 Pricing Schedule: In terms of General Conditions of contract clause 17.1, the price schedule remains unchanged

for the duration of the contract with the NRF accepting no changes, extensions, or additional ad hoc costs to the

pricing conditions of the contract with the exception of any price adjustments authorised in the Special Conditions

of Contract for pricing set out below:

2 Firm Quantities over the Contract Period: The NRF requires firm set quantities during the current period with

the time of delivery being determined during the contract period.

3 Estimated quantities over the Contract Period: The NRF may require further quantities during the current

period with the actual quantity and time of delivery being determined when such quantities are needed. For

bidding purposes and to establish the contract ceiling price, the NRF provides estimated quantities of what its

requirements and estimated timing during the contract period for bidders to establish their pricing. The NRF does

not provide guarantees or commitments that it will order this entire amount during the contract’s life. The NRF,

through the signed contract, guarantees its procurement of the specified goods and/or services is from the

contracted party only.

4 Placement of written purchase orders for actual quantities ordered: The NRF manages the execution of

this contract through the issue of written purchase orders – stipulating quantity, description, delivery date, and

the unit price as et out in this contract - for the contracted supplies. The NRF, when issuing the written purchase

order, guarantees that the funding is available.

5 Contract Ceiling Price: With these estimates in the bid contract, the contract ceiling price includes both the firm

quantities and the potential future quantities within the contract ceiling price. The NRF manages the contract

within the contract ceiling price by paying only for the verified deliveries/performances in terms of the clauses of

this contract. The cumulative value of each of these invoices at the expiry of the contract is the actual total

contract price.

6 Price Adjustments: In terms of General Conditions of Contract clause 17.1, the price adjustments with the rules

for application are set out below as special conditions of Contract Clause 17.1.

Price adjustments and their corresponding rules are for the management of price risks on the basis of

the NRF and the contracted bidder sharing the risk equally.

7 Price quoted is South African Rands in terms of General Conditions of contract clause 16.4

8 Price Quotation Basis: Price quoted is fully inclusive of all costs including delivery to the specified NRF price

delivery point and includes value- added tax, income tax, unemployment insurance fund contributions, and skills

development levies in terms of General Conditions of contract clauses 12, 32.1 and 32.2.

Price Delivery Point: In cases where different delivery points influence the pricing, the bidder submits a separate

pricing schedule for each delivery point.

9 Detail Pricing Support: Detailed information e.g. costed bill of quantities is optional where not stated in the price

schedule below and is provided as an annexure to the details included in this SBD 3

10 Application of Preference Points: Pricing is subject to the addition of Preference Points as stipulated below -

Standard Bidding Document 6.1 Preference claim form.

PRICING SCHEDULE

QUOTE REFERENCE: NRF/CORP RFQ of 20 Ver. Standard 2022-1a

105/2025-26

DESCRIPTION/ QTY UNIT OF UNIT PRICE TOTAL PRICE

(Reference to specific specification) MEASURE INCLUDING VAT INCLUSIVE OF VAT

1 CODE: CODE: CW-UT-203-A 15 Each

Mens/Women Long Sleeve

Mawenzi Twill Shirt

2 CODE: ELE-7304-BU 15 Each

Mens/Women Maxson Softshell

Jacket - Blue

3 Jacket Elevate ELE-11501 16 Each

Montana _Red

TOTAL CONTRACT VALUE OF ABOVE (CEILING PRICE) INCLUSIVE R

OF 15% VAT

GENERAL CONDITIONS OF CONTRACT

The National Research Foundation cannot amend the National Treasury’s General Conditions of Contract (GCC). The

National Research Foundation therefore appends Special Conditions of Contract (SCC) providing specific information

relevant to a GCC clause to its the National Treasury’s General Conditions of Contract The National Research

Foundation has filed its General Conditions of Contract GCC) on its website

(http://www.nrf.ac.za/procurement/General-Conditions-of-Contract). These form part of this document’s contract

conditions. Special Conditions specific to this bid contract are set out in this document.

The NRF deems the bidders to have accessed and read the General Conditions of Contract. Whenever there is an

unintended conflict, the provisions of the Special Conditions of Contract shall prevail over the General Conditions of

Contract.

SPECIAL CONDITIONS OF CONTRACT

(AMENDMENTS TO SPECIFIC CLAUSES OF THE GENERAL CONDITIONS OF CONTRACT LISTED BELOW

EACH CLAUSE IN THAT SECTION).

1 Service Provider Obligations:

procurement contract.

due to the existence of special circumstances. Services rendered outside of these hours will only be rendered by

mutual agreement with the nominated person of the NRF, based in severity level.

The service provider may not do anything that may prejudice or be adverse to the operations and functions of

the NRF

person nominated by the NRF, and comply with all legislation applicable in providing these services.

The service provider corresponds and deliver services only to the NRF and end users of the NRF.

2 Communication: The contracted parties communicate in writing through mail, delivery, or email. The contracted

party states the contract number and purchase order number, if the latter is applicable, on communication

QUOTE REFERENCE: NRF/CORP RFQ of 20 Ver. Standard 2022-1a

105/2025-26

SPECIAL CONDITIONS OF CONTRACT

verify such communication with the assigned NRF contract manager prior to acting upon it.

3 Occupational Health and Safety when working on NRF sites: All personnel performing work on NRF site/s

as part of this contract are responsible to obtain safety induction.

Over and above the obligations provided by the Occupational Health and Safety Act (OHS Act No

and its Regulations, known as ‘the Act’), the contracted party meets with all relevant health and safety instructions

as given to them by site safety personnel, where relevant. Personal protection equipment including closed safety

shoes, hard hats, height safety equipment, and high visibility vests are worn at all times while on the work site.

All personnel are to obey the relevant instructions, including signage, related to restricted access and speed limits

on all sites.

The contracted party, once signing the contract (SBD 7), is responsible for itself, its employees, and those people

affected by its operations in terms of the Act the regulations promulgated in terms thereof. The contracted party

performs all work and uses equipment on site complying with the provisions of the Act.

To this end, the contracted party shall make available to the NRF on the valid Letter of Good Standing in terms

of the COID Act and ensures its validity does not expire while executing this bid, where applicable. The contracted

party furnishes its registration number with the office of the Compensation Commissioner. The contracted party

enters into a Section 37.2 agreement in terms of Occupational Health and Safety Act (OHS Act No

and its Regulations) that the NRF drafts.

The contracted party maintains a health and safety plan complying with the requirements of The Act at the work

site during the period that contracted work takes place on the site.

The NRF manages the contracted party in his capacity for the execution of this contract to meet the provisions

of the said Act and the regulations promulgated in terms thereof. The contracted party accepts liability for any

contraventions to the Act. Each member of the contracted party’s team (including sub-contracted personnel),

submit a signed indemnity form prior to entering the work site and kept in the contracted party’s health and safety

file.

MANAGEMENT OF PERFORMANCE LEVELS

1. The Performance Levels are in the table below.

2. The NRF measures the contracted bidder’s performance against these performance levels in the execution of

the contract.

3. The contracted bidder recognises that its failure to meet the performance levels has a material and adverse

impact on the operations of NRF and that the damages from the contracted bidder’s failure to meet any

performance level is not susceptible to precise determination.

4. The NRF excuses the contracted bidder from failing to comply with the performance levels to the extent that non-

performance or delayed performance is solely and directly attributable to an act or omission of the NRF or its

staff or circumstances of force majeure as referred to in this Agreement.

5. If the contracted bidder fails to meet any performance level:

● the contracted bidder shall investigate and report on the root causes of the performance level

failure;promptly correct the failure and begin meeting the set performance levels;

● advise the NRF as and to the extent requested by the NRF of the status of remedial efforts being

undertaken with respect to such performance level failure; and

● take appropriate preventative measures to prevent the recurrence of the performance level failure.

6. Both parties are responsible for monitoring and measuring the performance of the contracted bidder against the

performance levels set in this document. The NRF deems failure by the contracted bidder to measure

performance with respect to the contract specifications for any measurement period, as a failure to meet the

QUOTE REFERENCE: NRF/CORP RFQ of 20 Ver. Standard 2022-1a

105/2025-26

MANAGEMENT OF PERFORMANCE LEVELS

stipulated performance levels.

PERFORMANCE LEVELS STATEMENT

Service/Goods being Measurement Methodology Penalty/Bonus and level applicable from

Measured

Actual delivery date measured Failure to deliver on the Penalty: 1% of total contract value per calendar day

against the agreed delivery

agreed timelines. date in the RFQ/PO and late, capped at 10% of total value. Applicable from

delivery note Day 1 of delay

SBD 4 BIDDER’S DISCLOSURE

1. PURPOSE OF THE FORM

Any person (natural or juristic) may make an offer or offers in terms of this invitation to bid. In line with the

principles of transparency, accountability, impartiality, and ethics as enshrined in the Constitution of the Republic

Where a person/s are listed in the Register for Tender Defaulters and / or the List of Restricted Suppliers, that

person will automatically be disqualified from the bid process.

2. Bidder’s declaration

2.1 Is the bidder, or any of its directors / trustees / shareholders / members / partners or any person having a

controlling interest1 in the enterprise,

employed by the state?

YES/NO

2.1.1 If so, furnish particulars of the names, individual identity numbers, and, if applicable, state employee numbers

of sole proprietor/ directors / trustees / shareholders / members/ partners or any person having a controlling

interest in the enterprise, in table below.

1 the power, by one person or a group of persons holding the majority of the equity of an enterprise, alternatively, the person/s having

the deciding vote or power to influence or to direct the course and decisions of the enterprise.

QUOTE REFERENCE: NRF/CORP RFQ of 20 Ver. Standard 2022-1a

105/2025-26

Full Name Identity Number Name of State institution

2.2 Do you, or any person connected with the bidder, have a relationship with any person who is employed by the

procuring institution? YES/NO

2.2.1 If so, furnish particulars:

................................................................................................

................................................................................................

2.3 Does the bidder or any of its directors / trustees / shareholders / members / partners or any person having a

controlling interest in the enterprise have any interest in any other related enterprise whether or not they are

bidding for this contract?

YES/NO

2.3.1 If so, furnish particulars:

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