Supply, delivery and offloading of absorbents for the emergency services department (12 months) — quotation Q34-2026-27

Closing

• Date: 13 October 2026
• Time: 10:00
• Late submissions are not accepted.

Briefing session

• None scheduled (N/A).

Bid validity

• 90 days after the closing date.

Supply chain enquiries

• Contact: Josia Masenya
• Telephone: (012) 358 0658
• Email: [email protected]

Technical enquiries

• Contact: Minky Marema
• Telephone: 012 358 2240
• Email: [email protected]

Delivery address

Divisional Chief: Logistical Support

Emergency Services Department

c/o Government and Beckett Street

Arcadia

Pretoria

• Telephone: 012 358 2237
• Email: [email protected]

Submission

• Method: online e-tender portal
• Address: Tshwane House, Supply Chain Management, 320 Madiba Street, Pretoria

Submission method

• Online submission through the City of Tshwane e-tender portal; bids must not be deposited in the tender box.
• Upload before 10:00 on 13 October 2026; late submissions are not considered.
• Bid documents must be completed in black pen; retyped or scanned documents are not accepted.
• Price schedule corrections must be crossed out in ink and each alteration initialled; correction fluid (Tippex or similar) is prohibited.
• Bids remain valid for 90 days after the closing date.

Returnable documents

• Pricing schedule: every item must be priced; an incomplete schedule disqualifies the bid.
• MBD 1 (Invitation to Bid): bidder and contact details, signed as the offer cover page.
• MBD 4 (Declaration of Interest): discloses any interest held by directors, members or shareholders, including in related companies.
• MBD 5: declaration required for procurement above R10 million.
• MBD 6.1 (Preference Points Claim): claims specific goal points under the 80/20 system.
• MBD 7.2 (Contract Form – Rendering of Services): signed by the successful bidder.
• MBD 8 (Declaration of Bidder's Past Supply Chain Management Practices): declares any restriction, conviction, arrears or terminated contract.
• MBD 9 (Certificate of Independent Bid Determination): certifies the bid was prepared without collusion.
• Company registration certificate.
• Tax compliance status PIN or CSD number.
• B-BBEE certificate or sworn affidavit.
• Municipal account statement or lease agreement for rates and taxes.
• CSD summary report.
• Technical data sheets for the offered product; if the bidder is not the manufacturer, the manufacturer's data must be attached.
• Audited financial statements for the most recent three years, or proof that auditing is not legally required.
• Joint venture agreement signed by all parties, with all required documents for each JV partner, where bidding as a JV.
• Written authorisation or delegation of authority where the signatory is not a director, member, owner or shareholder.

Disqualification risks

• Submission after the closing time.
• Any returnable form omitted, incomplete or unsigned.
• Correction fluid used on the price schedule, or corrections not initialled.
• Incomplete pricing schedule.
• Failure to declare an interest in a related company or business.
• Failure to submit technical data sheets with the offer.

Joint ventures

• Where the bidder bids as a joint venture, all required documents must be provided for every JV party, together with a JV agreement signed by all parties.
• The successful bidder must continue with the same joint venture for the contract duration unless the City grants prior approval to change it.

Briefing session

• Where a compulsory briefing session applies, the bidder must attend and sign the briefing register; failure to attend disqualifies the bid.

Evaluation stages

• Stage 1: Administrative compliance — all returnable documents submitted, complete and signed.
• Stage 2: Mandatory requirements — full details of the offer with technical data sheets corresponding to the specification; non-submission results in immediate disqualification.
• Stage 3: Preference points.

Preference point system

• 80/20 system under the Preferential Procurement Policy Framework Act and Regulations 2022.
• Price: 80 points.
• Specific goals: 20 points.
• No minimum qualifying score is stated.

Specific goal points

• B-BBEE level: Level 1 = 8, Level 2 = 7, Level 3 = 6, Level 4 = 5, Level 5 = 4, Level 6 = 3, Level 7 = 2, Level 8 = 1, non-compliant = 0.
• EME or QSE: 2 points.
• At least 51% women-owned: 2 points.
• At least 51% owned by people with disability: 2 points.
• At least 51% youth-owned: 2 points.
• Local economic participation: City of Tshwane 4 points, Gauteng 2 points, national 1 point.
• Failure to submit proof for a claimed goal forfeits those points but does not disqualify the bid.

Market analysis

• The City may investigate prices it considers unviable; the bidder must confirm in writing whether it can deliver, failing which it may be found non-responsive.
• The City may negotiate a market-related price with the highest, then second, then third scoring bidder; if no agreement is reached it may cancel the quotation.

Scope

• Supply, delivery and offloading of absorbents for the Emergency Services Department on an as and when required basis for 12 months.
• Absorbents are used for oil and related spillages at all fire stations across the City of Tshwane.
• The supplier must be able to deliver anywhere within the City of Tshwane during an emergency or as and when required.
• The bidder must provide labourers and equipment to offload ordered items.
• The full scope will be awarded to one bidder.

Product requirements

• 100% organic and biodegradable.
• Non-toxic and harmless to humans, animals and plant life.
• Must absorb at least 5 times its own volume of oils and fuels.
• Must display allomorphic properties for maximum separation of suspended oils from watery waste, with high affinity for non-polar substances and minimal leaching.
• Absorbency: 4–6 times its weight in oil.
• Selectivity: universal — absorbs oils, fuels, solvents and water.
• Durability: relatively low, breaks down over time.
• Safety: non-toxic and non-corrosive.
• pH: acidic, 3.5–4.5.
• Packaging: 25 litre biodegradable plastic bags.
• Preference will be given to locally produced loose fibre oil/chemical absorbent products.

Quality

• All products and accessories must be new and of the highest quality.
• Damaged, flawed or defaced materials will be rejected and replaced at the supplier's cost.
• The supplier warrants that goods will be free of defects arising from design, materials, workmanship or any act or omission of the supplier under normal use in the destination country.

Quality requirements

• All products must be protected from damage.
• Damaged, flawed or defaced materials will be rejected and replaced at the service provider's cost.
• The supplier warrants that all goods supplied are free of defects arising from design, materials, workmanship or any act or omission of the supplier under normal use in the destination country.

Pricing basis

• Unit prices include supply and delivery, all materials, labour, profit and transport.
• The price is based on a unit price, but the department may order more than one unit.
• Item 1: Absorbents, unit of measure 1.
• The City may increase or decrease quantities subject to budget availability.
• The quotation will be awarded to one bidder.

Pricing

• Unit price basis; the department may order more than one unit.
• Unit prices must include supply and delivery, all materials, labour, profit and transport.
• Prices are quoted excluding VAT and including 15% VAT.
• Item 1: Absorbents.
• The City may increase or decrease quantities subject to budget availability.
• The quotation will be awarded to one bidder.

Payment

• Payment within 30 days of receipt of an invoice accompanied by a delivery note.

Financial capacity

• Audited financial statements for the most recent three years, or from date of establishment for newer firms, or proof that auditing is not legally required; applicable to tenders above R10 million with MBD 5.

No bid security or performance guarantee is stated.

Registration and tax

• CSD registration with a valid CSD number is compulsory; only bidders registered on the Central Supplier Database will be considered.
• Tax compliance status PIN or CSD number; tax status must be compliant before award.
• Company registration certificate.

Municipal accounts

• The bidding company's municipal service charges, rates and taxes must be up to date: original or copy of a municipal account statement not older than 3 months, not in arrears for more than 90 days, or a signed lease agreement.
• The same proof is required for all South African based owners, members, directors and major shareholders.
• Bidders in informal settlements or rural areas where rates are not payable may submit a letter from the local councillor.

B-bbee

• A valid certified copy of a B-BBEE certificate, a sworn affidavit for an EME or QSE, or a CIPC B-BBEE certificate is required to claim preference points.
• B-BBEE level determines points: Level 1 = 8 points down to Level 8 = 1 point; non-compliant = 0.

Other

• No bid will be accepted from persons in the service of the state.
• Directors, trustees, managers, principal shareholders and stakeholders must declare any interest in related companies or businesses; failure to declare disqualifies the bid.
• Joint ventures must submit a signed JV agreement and all required documents for every partner, and must continue with the same JV for the contract duration unless the City approves a change.
• Foreign suppliers must complete the pre-award questionnaire; each consortium, JV or subcontractor party must submit its own tax compliance certificate, PIN or CSD number.

Specific goals under the 80/20 system (20 points available)

• B-BBEE status level: Level 1 = 8 points, Level 2 = 7, Level 3 = 6, Level 4 = 5, Level 5 = 4, Level 6 = 3, Level 7 = 2, Level 8 = 1, non-compliant = 0. Proof: valid certified copy of a B-BBEE certificate, sworn affidavit for a qualifying small enterprise or exempt micro enterprise, or CIPC B-BBEE certificate.
• EME or QSE: 2 points. Proof: valid sworn affidavit or CIPC B-BBEE certificate.
• At least 51% women-owned: 2 points. Proof: certified ID copy and proof of ownership.
• At least 51% owned by people with disability: 2 points. Proof: medical certificate with the doctor's practice number, physical address and contact numbers, plus proof of ownership.
• At least 51% youth-owned: 2 points. Proof: certified ID copy and proof of ownership.
• Local economic participation: City of Tshwane 4 points, Gauteng 2 points, national 1 point. Proof: municipal account statement or lease agreement.

Product environmental properties

• Made from natural, biodegradable materials and marketed as environmentally friendly.
• Non-toxic and non-corrosive, safe for humans, animals and plant life.
• Can be disposed of as regular waste or composted.
• Suitable for environmental remediation of contaminated soil and water, and for cleaning up small to medium-sized spills.
• Locally produced loose fibre oil/chemical absorbent products are preferred.

Warranty

• The bidder warrants that all materials and goods supplied under the award will have no defect arising from design, materials or workmanship, or from any act or omission of the supplier, that may develop under normal use of the goods in the conditions prevailing in the destination country.

Market analysis

• The City may conduct a market analysis where an offered price appears unviable for supplying the goods or services.
• The bidder will be asked in writing to confirm whether it can deliver; if it confirms, a strict contract is entered into to mitigate non-performance risk.
• Failure to deliver is handled under the contract, including performance warnings and listing on the database of restricted suppliers.
• The City may negotiate a market-related price with the highest scoring bidder, then the second, then the third; if no market-related price is agreed, the City may cancel the quotation.