Supply and delivery of disaster management relief materials for 36 months

Closing date: 25 September 2026 at 11:00. Compulsory site inspection: 02 September 2026 at 10:00 am at the District Municipality Function Room, 41 Biccard Street, Polokwane. Bids remain valid for 90 days after closing.

An official and compulsory site inspection will be held on 02 September 2026 at the District Municipality Function Room, 41 Biccard Street, Polokwane at 10:00 am.

Technical enquiries: Ms Mosotho Lebo, 015 294 1248. Supply chain enquiries: Mr Kwena Mashiane, Violet Masemola, 015 294 1212/1039, [email protected], [email protected]. Submission address: Bid box, Capricorn District Municipality, 41 Biccard Street, Polokwane.

Bids must be deposited in the bid box at Capricorn District Municipality, 41 Biccard Street, Polokwane, by 11:00 on 25 September 2026. The bid box is open 24 hours, 7 days a week. Completed bid documents, fully priced and signed, must be sealed in an envelope marked with the bid number and description. Bids must be properly stapled and banded; failure to do so leads to automatic disqualification. All pages must be signed or initialled, and all MBD forms must be completed and signed in full. Required returnable documents include: valid CSD number, MBD 1 (Invitation to Bid), MBD 4 (Declaration of Interest), MBD 5 (Declaration for Procurement above R10 million), MBD 6.1 (Preference Points Claim), MBD 7.1/7.2 (Contract Form), MBD 8 (Declaration of Past SCM Practices), MBD 9 (Certificate of Independent Bid Determination), joint venture agreement (if applicable), proof of municipal rates and taxes or tribal authority letter or valid lease, CIDB registration (for construction), and certified ID copies of all directors. Bids will be rejected if the bidder or any director is listed on the Register of Bid Defaulters, has abused the municipality's supply chain management system, or fails to complete and sign the certificate of independent bid determination. No bids will be considered from persons in the service of the state.

The bid notice lists required forms: Form A (Bid Form), Form B (General Conditions of Contract), Form C (General Procedures), Form D (Bid Specifications), Special Conditions of Contract, MBD 4 (Declaration of Interest), MBD 5 (Declaration for Procurement Above R10 Million), MBD 6.1 (Preferential Procurement Form), MBD 7.1 (Contract Form – Purchase of Goods/Works), MBD 7.2 (Contract Form – Rendering Services), Annexure A (Evaluation Process and Criteria), MBD 8 (Declaration of Bidder's Past SCM Practices), MBD 9 (Certificate of Independent Bid Determination).

Bids will be adjudicated on the 80/20 preference point system, with price and specific goals as criteria. Functionality will be evaluated. The Council reserves the right to accept all, some, or none of the bids, and is not obliged to accept the lowest bid. Bids must remain valid for 90 days after closing. Responsiveness criteria include: valid CSD number, completed bid forms, joint venture agreement (if applicable), proof of municipal rates and taxes or lease, compliance with technical specifications, CIDB registration (for construction), adherence to pricing instructions, financial ability, compliance with Notice to Bidders, and experience with similar work. Bidders must not be in state service, listed on the Register of Bid Defaulters, or have abused the supply chain management system. The 90/10 preference point system applies if the bid value exceeds the R10 million threshold.

Supply and delivery of disaster management relief materials for a period of 36 months. The tender number is COM-D02/2026/2027. The scope includes the supply and delivery of relief materials as specified in the bid documents. Goods must be new, unused, of the most recent or current models, and free from defects. The supplier must warrant goods for 12 months after delivery or 18 months after shipment, whichever ends earlier. Pre-bidding testing is for the bidder's account. The purchaser may inspect, test, or analyze goods at any time; non-compliant goods may be rejected and must be replaced at the supplier's cost. The supplier must notify the purchaser in writing of any subcontracts awarded under the contract.

Variation orders: In cases where the estimated value of changes does not vary more than 15% of the total contract value, the contractor may be instructed to deliver goods or render services. For measurable quantities, the contractor may be approached to reduce unit prices, provided there is no escalation in price.

Bidders must demonstrate experience with similar work — a track record of a project of similar scope and size. Bidders must have financial ability to execute the contract. Bidders must comply with all responsiveness criteria, including valid CSD number, completed bid forms, joint venture agreement (if applicable), proof of municipal rates and taxes or lease, compliance with technical specifications, CIDB registration (for construction), adherence to pricing instructions, and compliance with Notice to Bidders.

Bids must be deposited in the bid box at Capricorn District Municipality, 41 Biccard Street, Polokwane, by 11:00 on 25 September 2026. Compulsory site inspection on 02 September 2026 at 10:00 am at the District Municipality Function Room. Pre-bidding testing is for the bidder's account. The purchaser may inspect, test, or analyze goods; non-compliant goods may be rejected and must be replaced at the supplier's cost. The bidder's premises must be open for inspection at all reasonable hours.

Bidders must provide a total bid amount (combined rates) and total number of items. Prices must not vary from quoted prices. Payment within 30 days of invoice. No contract with bidders whose tax matters are not in order or whose municipal rates and taxes are in arrears. Penalties may be deducted for delayed delivery. The purchaser may terminate for default and impose a restriction on doing business with the public sector for up to 10 years.

Bidders must provide a total bid amount (combined rates) and total number of items. Prices charged must not vary from those quoted in the bid, except for authorized adjustments. Payment will be made within 30 days after submission of invoice or claim, in Rand. No contract will be concluded with a bidder whose tax matters are not in order or whose municipal rates and taxes are in arrears. The supplier must have financial ability to execute the contract. Penalties may be deducted for delayed delivery, calculated on the delivered price of delayed goods. The purchaser may terminate the contract for default and impose a restriction on doing business with the public sector for up to 10 years.

Bidders must be registered on the Central Supplier Database (CSD) and provide a CSD number. Tax compliance must be in order (SARS TCS PIN or certificate). Bidders must not be in state service, listed on the Register of Bid Defaulters, or have abused the supply chain management system. Required forms: MBD 4 (Declaration of Interest) — must be completed in full, disclosing all related companies; MBD 5 (Declaration for Procurement above R10 million); MBD 6.1 (Preference Points Claim); MBD 7.1/7.2 (Contract Form); MBD 8 (Declaration of Past SCM Practices); MBD 9 (Certificate of Independent Bid Determination). Proof of municipal rates and taxes or tribal authority letter or valid lease required for company and all directors. CIDB registration required for construction work. Joint venture agreement required if applicable. Certified ID copies of all directors required. Authority of signatory on company letterhead required. Bidders must attend the compulsory site inspection.

Bids that do not comply with the conditions of the bid and specifications are not acceptable. The supplier must not disclose contract information without prior written consent. Delays in delivery may incur penalties. The purchaser may terminate the contract for default and impose a restriction on doing business with the public sector for up to 10 years.

The successful bidder will be required to sign a written contract form (MBD7) or service level agreement. General conditions of contract include: performance security within 30 days of award, warranty of 12 months after delivery or 18 months after shipment, payment within 30 days of invoice, penalties for delay, termination for default, force majeure, settlement of disputes via mediation and courts, limitation of liability, and prohibition of restrictive practices.

Responsiveness criteria include: bid properly received in sealed envelope with bid number and description; deposited in bid box before closing; valid CSD number; bid forms completed in full and each page initialed; joint venture agreement signed by all parties if applicable; proof of payment of municipal rates and taxes or letter from tribal authority or valid lease agreement; compliance with bid and technical specifications; registered in relevant CIDB category for construction; adherence to pricing instructions; financial ability to execute contract; compliance with Notice to Bidders; experience with similar work demonstrating track record.

Bids will be adjudicated on the 80/20 preference point system. Functionality will be evaluated. The Council reserves the right to accept all, some, or none of the bids, and is not obliged to accept the lowest bid.