Supply and delivery of sport equipment – RFQ in eastern cape

Advert date: 01 September 2026.

Closing date: 08 September 2026.

Closing time: 12H00 (local time).

Tender validity period: 90 days from closing date.

No compulsory briefing or site visit indicated in the document.

Technical enquiries: Community Services Office – S Dakwa, 039 253 1096, [email protected].

Supply Chain Management enquiries: A Ntongana, 039 252 0131, [email protected].

Submission address: Tender box, Ingquza Hill Local Municipality, 135 Main Street, Flagstaff, 4810.

Tender documents downloadable from www.ihlm.gov.za (Procurement: Open Tenders / E-Tender Portal).

Submission method: hand-delivered only to the tender box at Ingquza Hill Local Municipality, 135 Main Street, Flagstaff, 4810. No couriered, faxed, or emailed submissions accepted. Closing date: 08 September 2026 at 12H00. Envelope must be sealed and clearly endorsed with the bid number IHLM/52/2026-27/COMM and description. Bidders must initial every page of the original bid document; do not reproduce, disassemble, or insert pages. All mandatory returnable documents must be attached. Tender validity period: 90 days from closing date.

Returnable forms and documents (all must be completed, signed, and submitted):

• MBD 1 (Invitation to Bid): signed offer cover page with bidder details and total bid price.
• MBD 2 (Tax Clearance Certificate Requirements): proof of tax compliance (TCS PIN or CSD number).
• MBD 3.1 (Pricing Schedule – Firm Prices): completed with firm prices inclusive of VAT and all delivery costs.
• MBD 3.3 (Pricing Schedule and Specification): completed per the specification with unit prices and totals.
• MBD 4 (Declaration of Interest): discloses state employment and relationships of directors/shareholders.
• MBD 6.1 (Preference Points Claim): claims specific-goal points with supporting proof (CSD report, ID copy, medical letter).
• MBD 6.2 (Local Production and Content Declaration): signed with Annexures C, D, E audited and certified; 100% local content required where applicable.
• MBD 6.4 (Local Content of Products): claims points for locally manufactured products.
• MBD 7.1 (Contract Form – Purchase of Goods/Works): Part 1 completed by bidder.
• MBD 8 (Declaration of Past SCM Practices): declares no abuse of SCM systems or contract failures.
• MBD 9 (Certificate of Independent Bid Determination): certifies no collusion.
• Valid full CSD registration proof.
• Valid SARS TCS PIN printout.
• Signed letter confirming no undisputed municipal accounts overdue >30 days.
• Company registration certificate (CIPC).
• Authority to sign / board resolution authorising the signatory.

Disqualification risks: late submission; missing or unsigned returnable forms; failure to initial every page; non-firm prices; incomplete local content declarations; false declarations; municipal accounts in arrears >30 days; bidder or directors listed on Register of Tender Defaulters or restricted from doing business with the state.

Two-stage evaluation:

1. Mandatory compliance (pass/fail): CSD registration; valid SARS TCS PIN/CSD number; all MBD forms completed and signed; local content declarations (Annexures C, D, E) submitted and audited; no municipal accounts >30 days in arrears; bidder not in service of the state; no directors on Register of Tender Defaulters; no history of SCM abuse or contract failure; bid submitted on original document with all pages initialled.
2. Scoring (80/20 preference point system):

• Price: 80 points (lowest acceptable price scores maximum; formula Ps = 80 × (1 – (Pt – Pmin)/Pmin)).
• Specific Goals: 20 points total, allocated as:

• Company owned by black youth (18–35 years): 5 points (proof: CSD registration report / ID copy of owner/director).
• Company owned by black women: 5 points (proof: CSD registration report / ID copy of owner/director).
• Company owned by black people living with disability: 5 points (proof: letter from medical practitioner).
• Company owned by black people: 5 points (proof: CSD registration report / ID copy of owner/director).

Failure to submit required proof for specific goals = zero points for those goals. Municipality may verify claims at any stage; fraudulent claims lead to disqualification, cost recovery, contract cancellation, and possible restriction from state business for up to 10 years.

Supply and delivery of the following sport equipment to Ingquza Hill Local Municipality (delivery costs included in bid price):

1. Soccer goalposts – 2 sets: full-size portable professional aluminium galvanised goalposts with wheels (7.32 m × 2.44 m); 12 cm width and depth (goalposts and crossbar); powder-coated and painted white.
2. Netball poles – 1 set: portable adjustable heavy steel pole with ring, net, and base; powder-coated and painted.
3. Soccer field corner flags – 1 set: portable spring-loaded steel base suitable for artificial soccer turf.
4. Volleyball poles with nets (Official FIVB Specification) – 1 set: height 8 ft / 2.4 m; post diameter 50 mm / 2 in; posts 3.6 kg / 8 lbs each; bases 21 kg / 46 lbs each; suitable for any surface (indoor/outdoor); portable and galvanised.

All prices must be firm, inclusive of VAT, customs/excise duties, transport, overheads, and all risks. Delivery basis and period to be stated. Brand/model and country of origin to be indicated. Compliance with specification must be confirmed (YES/NO); any deviations must be listed.

Pricing schedules MBD 3.1 (Firm Prices) and MBD 3.3 (Pricing Schedule and Specification) must be completed. Requirements:

• Only firm prices accepted; no exchange-rate variations.
• All prices in ZAR, inclusive of VAT (15%), customs/excise duties, and all costs (transport, overheads, risks, profit).
• Separate pricing schedule per delivery point if different delivery points affect pricing.
• MBD 3.3 specification table lists four items with quantities (2 sets soccer goalposts, 1 set netball poles, 1 set corner flags, 1 set volleyball poles with nets) and detailed technical descriptions.
• Bidders must state brand/model, country of origin, compliance (YES/NO), deviations, delivery period, and delivery basis.
• Sub-total, VAT @ 15%, and Grand Total to be calculated.
• Grand total carried to MBD 1 (Total Bid Price) and MBD 7.1.
• Local content declarations (MBD 6.2, Annexures C, D, E) required; 100% local content where applicable; audited/certified templates must be submitted.
• Exchange rates for imported content: SARB rates at 12:00 on 01 September 2026; proof required.

Pricing: firm prices only (no price variation clauses). All prices in RSA currency, inclusive of VAT (15%) and all applicable taxes, duties, levies, transport, and delivery costs to the prescribed destination. Pricing schedule (MBD 3.1 and MBD 3.3) must be completed with unit prices, quantities, and totals. Grand total bid price (VAT inclusive) to be carried to MBD 1 and MBD 7.1.

Payment terms: municipality undertakes to pay within 30 days of receipt of invoice accompanied by delivery note (per MBD 7.1 Part 2).

Tender validity: 90 days from closing date; offer irrevocable during this period.

Withdrawal after closing only with municipality’s written permission; unauthorised withdrawal makes bidder liable for additional costs incurred by municipality, recoverable by set-off against monies due or guarantees/deposits.

Local content: 100% local content required where applicable; signed Annexures C, D, E must be submitted and audited/certified. Exchange rates for imported content calculations: SARB rates at 12:00 on advert date (01 September 2026); proof of rates must be submitted.

No bid bond, performance guarantee, or insurance requirements stated.

Mandatory compliance documents:

• CSD registration (full proof).
• Valid SARS Tax Compliance Status (TCS) PIN printout (or CSD number if TCS unavailable).
• Company registration certificate (CIPC).
• Completed and signed MBD 1, MBD 2, MBD 3.1, MBD 3.3, MBD 4, MBD 6.1, MBD 6.2, MBD 6.4, MBD 7.1 (Part 1), MBD 8, MBD 9.
• Local Content Declaration (MBD 6.2) with Annexures C (Summary Schedule), D (Imported Content Supporting Schedule), E (Local Content Supporting Schedule) audited and certified correct; 100% local content where applicable.
• Signed letter confirming no undisputed municipal accounts overdue by more than 30 days (with proof).
• Authority to sign / board resolution authorising the signatory.

Eligibility restrictions: no bids from persons in the service of the state; no bids from bidders or directors listed on the Register of Tender Defaulters (Prevention and Combating of Corrupt Activities Act, 2004); no bids from bidders who have abused the municipality’s SCM system or failed to perform on previous contracts; municipal accounts must not be >30 days in arrears.

Foreign suppliers: must complete pre-award questionnaire (MBD 1 Part B:3); if no RSA tax liability, TCS PIN not required but CSD registration still needed.

Consortia/JVs: each party must submit separate TCS PIN/CSD number and tax compliance proof.

Contract terms per MBD 7.1 (Contract Form – Purchase of Goods/Works) and General Conditions of Contract (GCC). Key terms:

• Successful bidder must sign MBD 7.1 Part 1; municipality signs Part 2.
• Contract includes: invitation to bid, tax clearance, pricing schedules, technical specifications, preference claims, declarations (interest, past SCM practices, independent bid determination), special conditions, GCC.
• Payment within 30 days of invoice + delivery note.
• Tender validity 90 days; offer irrevocable.
• Unauthorised withdrawal after closing: bidder liable for municipality’s additional costs, recoverable by set-off against monies due or guarantees/deposits.
• Contract subject to Ingquza Hill LM Supply Chain Management Policy and Combating of Abuse of SCM System Policy.
• No bid from persons in service of the state; no award to bidders/directors on Register of Tender Defaulters or restricted from state business.
• Municipality reserves right not to accept lowest or any bid; may extend tender period by public notice.
• Local content: 100% where applicable; Annexures C, D, E must be audited/certified; SARB exchange rates at 12:00 on advert date (01 September 2026) for imported content calculations; proof of rates required.
• MBD 9 (Certificate of Independent Bid Determination) must be completed and submitted – certifies no collusion, price-fixing, or bid-rigging.

Evaluation follows the 80/20 preference point system (price 80 points, specific goals 20 points). Specific goals and points: black youth ownership (5), black women ownership (5), black disability ownership (5), black ownership (5). Proof required: CSD report/ID copy for ownership categories; medical practitioner letter for disability. Failure to submit proof = zero points for that goal. Municipality reserves right to verify claims; fraudulent claims lead to disqualification, cost recovery, contract cancellation, and possible 10-year restriction from state business. Mandatory compliance (CSD, tax, forms, local content, municipal accounts, no state employment, no tender defaulters, no SCM abuse) is a pass/fail gate before scoring.