Supply and delivery of cleaning materials and equipment – three-year contract (mnquma lm)

Supply and delivery of cleaning materials and equipment for a three-year period to Mnquma Local Municipality. The contract covers a comprehensive range of cleaning consumables, tools, protective equipment, welding consumables, grass-cutting equipment, garden tools, and waste management items as detailed in the 134-line pricing schedule (Annexure A). Evaluation follows a two-stage process: administrative compliance then 80/20 preference points (price 80, specific goals 20). Specific goals reward South African-owned enterprises (10 points) and enterprises domiciled in Mnquma Local Municipality (10 points). Tender documents available from the municipality website and eTender portal. No tender document fee. No compulsory briefing indicated.

Closing date: 28 September 2026

Closing time: 12H00

No compulsory briefing or site visit is mentioned in the document.

SCM enquiries: Mrs Y Mqingwana, Manager: Supply Chain Management, telephone 047 050 1156 / 072 698 6085, email [email protected] (also listed as [email protected] on MBD 1).

Technical enquiries: Mr N Tshomela, Manager: Assets, Fleet & Logistics, telephone 047 050 1236 / 071 193 3170, email [email protected].

Submission address: Mnquma Local Municipality, No. 61 Blyth Street, Rev. Tiyo Soga Building, Butterworth 4960.

Municipality website: www.mnquma.gov.za

eTender portal: https://etender.gov.za/

Submission method: hand-delivered to the tender box at Mnquma Local Municipality, No. 61 Blyth Street, Rev. Tiyo Soga Building, Butterworth 4960. The bid box is accessible 24 hours a day, 5 days a week.

Closing: 28 September 2026 at 12H00. No late, couriered, faxed, or emailed tenders will be accepted.

Format: sealed envelope endorsed with the bid number (MNQ/SCM/27/26-27) and project name on the front; company name, address, contact person and contact details on the back.

Documents must be the original tender document (not re-typed), every page initialled, all returnable MBD forms completed in non-erasable ink and signed.

Returnable forms (all mandatory):

• MBD 1 – Invitation to Bid (cover page and offer)
• MBD 2 – Tax Clearance Certificate Requirements
• MBD 3.1 – Pricing Schedule (Firm Prices)
• MBD 3.3 – Pricing Schedule and Specification
• MBD 4 – Declaration of Interest
• MBD 6.1 – Preference Points Claim (specific goals)
• MBD 7.1 – Contract Form (Rendering of Goods/Works)
• MBD 8 – Declaration of Past Supply Chain Management Practices
• MBD 9 – Certificate of Independent Bid Determination

Supporting schedules (where applicable):

• Schedule 1 – Resolution of Directors/Members
• Schedule 2 – Certificate of Authority for Partnerships/Consortiums/Joint Ventures
• Schedule 3 – List of Other Documents Attached

Annexures to complete:

• Annexure A – Detailed Specification
• Annexure B – Past Experience
• Annexure C – Joint Venture Disclosure Form
• Annexure D – Company Composition
• Annexure E – Bid Check List

Additional mandatory attachments:

• Full CSD report not older than one month
• Company/CK registration certificate
• Certified ID copies of directors/shareholders not older than six months
• Tax Compliance Status PIN or printed TCS certificate
• Municipal rates account, municipal confirmation letter, or lease agreement proving business domicile in Mnquma Local Municipality (for specific-goals points)
• Signed joint venture/consortium agreement (if bidding as a JV); all JV partners must be CSD-registered

Disqualification triggers: any returnable form omitted or unsigned; submission after closing time; incomplete or re-typed documents; fraudulent information (five-year blacklist); bidder or director listed on the Register of Tender Defaulters or having abused the municipality's SCM system; municipal rates/service charges in arrears > three months with unresolved dispute.

Offer validity: 90 days from closing date.

Two-stage evaluation:

Stage 1 – Administrative compliance. Bidders must meet all mandatory bid requirements (CSD registration, tax compliance, completed and signed returnable forms, required attachments, no disqualifying factors). Non-compliant bids are non-responsive and eliminated.

Stage 2 – 80/20 preference point system (PPPFA 2022, estimated value ≤ R50 million).

Price: 80 points (comparative price formula).

Specific goals: 20 points total, split as:

• 10 points for promotion of South African-owned enterprise – proof: fully completed and signed MBD 6.1 plus full CSD report not older than one month.
• 10 points for promotion of enterprises located in Mnquma Local Municipality – proof: municipal rates account, municipal confirmation letter, or lease agreement showing business domicile in Mnquma.

Failure to submit the required proof for a specific goal means zero points for that goal. Tenders scoring equal total points are ranked by highest specific-goals points; if still tied, award by drawing lots.

Supply and delivery of cleaning materials and equipment for a three-year contract period. Detailed specification in Annexure A (pages 49–52). Pricing schedule (MBD 3.3) lists 134 line items with quantities per year (Year 1, Year 2, Year 3) and requires firm prices inclusive of VAT and all delivery costs. Key categories include:

• Cleaning tools: brooms (bristle, nylon, soft), dusters, mops (small, big), dustpans, mopping trolleys, pick-heads, pick handles, rakes (steel, leaf), cleaning rags/microfibre towels, spades, shovels, cane knives, grass slashers, wheelbarrows.
• Personal protective equipment: elbow gloves (PVC), latex-coated work gloves, kitchen/household rubber gloves, powder-free gloves, unigrip rubber/cloth gloves, window squeegees, N95 respirator masks (100 per box), disposable 3-ply masks (100 per box), 4-layer respirator masks, safety goggles (grass cutting, welding), welding gloves (chrome leather elbow/wrist, red heat-resistant wrist/elbow).
• Welding consumables: welding rods (3.25 mm, 5 kg), earth clamps, electrode holders, flip-front helmets, chipping hammers, wire brushes, cutting discs (115 mm, 230 mm), diamond cutting discs (230 mm).
• Grass-cutting equipment: nylon cord (2 kg, 3.0 mm), 3-tooth cutter blades, 40-tooth blades, brush cutter steel wire heads (200 mm), double shoulder harnesses, support cushion sets, mowing heads (Husqvarna, Stihl), chains, spark plugs, carburettors, filter rings, service kits (Stihl, Husqvarna), hand grass slashers.
• Garden tools: hay forks (4-prong), digging forks (5-prong), caution signs (wet floor), weed killer (glyphosate 360, 5 L), tyre polish wax (1 L), engine cleaner (500 ml), car shampoo (5 L).
• Cleaning chemicals: toilet brush sets, dynamic hand cleaner (5 L), liquid hand soap (5 L), laundry liquid (5 L), deo blocks (5 kg), floor stripper (5 L), bumper cleaner (1 L), acid drain cleaner (5 L), concentrated drain cleaner (1 L), bleach (750 ml), dishwasher liquid (750 ml), multi-purpose cleaning spray (500 ml), window/glass cleaner (500 ml), automatic air freshener refills (269 ml) and dispensers, multi-purpose cleaning cream (eucalyptus, 750 ml), pine gel (5 L), stain removal bleach cleaner (5 L), wash-and-shine foam (5 L), toilet pit clear (5 L), window cleaner liquid (5 L), furniture spray (400 ml), toilet paper (2-ply, 350 sheets), odour digester (500 ml), Q-cut paper towels (100 m × 200 m), multi-insect killer (330 ml), dashboard spray (300 ml), chamois towels, dish cloths (30×30 cm, 42×68 cm), disposable plastic aprons (pack of 100), disposable shoe protectors, stainless steel cleaner/polish spray, silicon toilet brushes, bathroom all-purpose cleaner (5 L), fragranced bathroom cleaner (5 L), furniture oil spray (500 ml), carpet/upholstery stain remover (750 ml), industrial string mops, microfibre dust mops, heavy-duty floor cleaner (5 L), trigger chemical sprays (750 ml), 20 L dispenser containers, kitchen rubbish bins (10 L, 54 L dual compartment), 9 L buckets, heavy-duty refuse bins (90 L), outdoor wheelie bins (240 L), all-purpose bathroom cleaner (1 L), 7-pattern sprayer pistols, hoe heads/handles, club hammer & brick bolster, builder buckets, hosepipes (12 mm × 20 m, 12 mm × 30 m), hose connector sets, garden shears, hedge shears.

Strict delivery dates apply; penalties for late deliveries. Reference to Section 22.1 of General Conditions of Contract.

Annexure B (page 53) is titled 'Past Experience' and is a required returnable annexure, indicating bidders must demonstrate relevant experience. No specific minimum years, contract values, or number of reference projects are stated in the extracted text. Annexure D (page 55) 'Company Composition' and Annexure C (page 54) 'Joint Venture Disclosure Form' are also required. Key personnel qualifications or CV requirements are not specified in the extracted text.

Pricing schedule (MBD 3.3) requires firm prices for 134 line items across three years (Year 1, Year 2, Year 3). Each item shows a quantity of 1 unit per year (except N95 masks, disposable masks, powder-free gloves at 100 per box/pack). Prices must include VAT (15%), all taxes, delivery costs, overheads, and profit. Sub-total, VAT at 15%, and grand total to be calculated. Separate pricing schedule required if different delivery points affect pricing. All prices final and binding for the contract period. Bidders must indicate expected delivery dates. Total bid price (inclusive of VAT and all charges) to be stated on the Tender Offer form (page 20).

Pricing: firm prices only (no price escalation, no exchange-rate variation). All prices must include VAT (15%), customs/excise duties, transport, overheads, and all costs for execution. Separate pricing schedule required if different delivery points affect pricing. Prices tendered are final and binding for the three-year period.

Payment terms: not explicitly stated; General Conditions of Contract (GCC) apply.

Bonds/guarantees/insurance: not specified in the extracted text.

Financial capacity thresholds: not specified.

Price negotiation: municipality reserves the right to negotiate price with preferred tenderer(s).

Contract period extension: municipality may extend the tender period by notice in the press and on its website.

Mandatory compliance documents:

• Central Supplier Database (CSD) registration: full CSD report not older than one month at submission.
• Tax compliance: valid Tax Compliance Status (TCS) PIN or printed TCS certificate; each JV partner must submit separate TCS PIN/certificate/CSD number.
• Company/CK registration certificate.
• Certified ID copies of directors/shareholders not older than six months.
• Municipal rates account, municipal confirmation letter, or lease agreement proving business domicile in Mnquma Local Municipality (required to claim 10 specific-goals points).
• No bids accepted from persons in the service of the state (as defined in MSCM Regulations).
• Bidder and directors/shareholders must not be listed on the National Treasury's Register of Tender Defaulters (Prevention and Combating of Corrupt Activities Act, 2004).
• Bidder must not have abused the municipality's SCM system or failed to perform on a previous contract after written notice.
• Municipal rates, taxes, and service charges must not be in arrears for more than three months; no unresolved dispute with any municipality/municipal entity.
• All returnable MBD forms (1, 2, 3.1, 3.3, 4, 6.1, 7.1, 8, 9) fully completed, signed, and submitted with the original tender document.
• Supporting schedules 1–3 and Annexures A–E completed where applicable.
• Joint venture/consortium: signed JV agreement submitted; all partners CSD-registered.
• Foreign suppliers: must complete pre-award questionnaire (Part B:3) and comply with tax requirements per MBD 2.

B-BBEE: specific goals replace traditional B-BBEE level; points claimed via MBD 6.1 with prescribed proof. No minimum B-BBEE level stated.

CIDB grading: not applicable (goods supply).

Professional registrations: not specified.

The specification includes a range of personal protective equipment (PPE) as supply items, indicating the nature of work environments anticipated:

• Hand protection: PVC elbow gloves, latex-coated work gloves, rubber household gloves (acid resistant), powder-free gloves (100 per pack), rubber/cloth gloves (sizes 7–11).
• Respiratory protection: N95 respirator masks (100 per box), disposable 3-ply masks (100 per box), 4-layer respirator masks with head straps.
• Eye/face protection: safety goggles for grass cutting/brush cutting/chainsaws/blowers (adjustable arm, clear lens), welding goggles (auto-dark adjustable), welding helmets (arc weld flip-front).
• Welding-specific PPE: chrome leather welding gloves (elbow and wrist lengths), red heat-resistant welding gloves (wrist and elbow).
• General safety: caution signs (wet floor, plastic, yellow).

No explicit health and safety plan, OHS compliance requirements, or safety file requirements are stated in the extracted text beyond the supply of these PPE items.

Environmental considerations appear only as supply items:

• Weed killer: glyphosate 360 (5 L) – herbicide for vegetation control.
• Toilet pit clear (5 L) – liquid waste digester for pit toilets and septic tanks to reduce waste levels and odours.
• Floor stripper (5 L) – solvent and acid-based wax stripper.
• Acid drain cleaner (5 L) and concentrated drain cleaner (1 L).
• Bleach and multi-purpose cleaning chemicals.
• Waste receptacles: kitchen rubbish bins (10 L, 54 L dual compartment), heavy-duty refuse bins (90 L), outdoor wheelie bins (240 L).

No environmental impact assessment, sustainability targets, green procurement requirements, or waste management plan requirements are specified in the extracted text.

Contract form: MBD 7.1 (Contract Form – Rendering of Goods/Works) to be signed by successful bidder.

General Conditions of Contract (GCC) apply (pages 37–45), supplemented by any Special Conditions of Contract.

Contract duration: three years from award.

Offer validity: 90 days from closing date (28 September 2026), irrevocable.

Withdrawal: bidder may request withdrawal after closing; municipality decides at its sole discretion. Unauthorised withdrawal makes bidder liable for additional costs incurred by municipality, recoverable by set-off against monies due or guarantees/deposits held.

Price negotiation: municipality reserves the right to negotiate with preferred tenderer(s).

Contract extension: municipality may extend the contract period by public notice.

Disqualification for fraud: fraudulent information leads to five-year blacklisting.

Municipality not obliged to accept any tender; may accept whole or part.

No bids from persons in the service of the state.

Bidder must not be on Register of Tender Defaulters or have abused SCM system.

Municipal arrears > three months with unresolved dispute disqualifies.

Sub-contracting: permitted but must be declared on MBD 6.1 (percentage, sub-contractor name, EME status).

Delivery: strict delivery dates; penalties for late delivery per Section 22.1 of GCC.

All prices firm, inclusive of VAT and delivery costs.

Two-stage evaluation:

Stage 1 – Administrative compliance. Bidders must satisfy all mandatory requirements (CSD registration, tax compliance, completed/signed returnable forms, required attachments, no disqualifying factors). Non-compliant bids are non-responsive and excluded.

Stage 2 – 80/20 preference point system (PPPFA 2022, estimated value ≤ R50 million). Price: 80 points using the comparative price formula. Specific goals: 20 points allocated as 10 points for South African-owned enterprise (proof: signed MBD 6.1 + current CSD report) and 10 points for Mnquma-local enterprise (proof: municipal rates/confirmation letter/lease agreement). Failure to submit proof for a goal yields zero points for that goal. Tie-break: highest specific-goals points; if still tied, drawing of lots.