Three-year supply and delivery of personal protective equipment and apparel for umgungundlovu district municipality (tender 13-2026)

Compulsory briefing session

• Date: 09 October 2026.
• Attendance registration: 13:30 to 14:00.
• Briefing: 14:00 to 15:00. Security will refuse entry after 14:00.
• Venue: Council Chambers, uMgungundlovu District Municipality, 242 Langalibalele Street, Pietermaritzburg.
• Attendance is compulsory; non-attendance renders the submission invalid.

Closing

• Date: 4 November 2026.
• Time: 12:00.

Bid validity

• 90 days from the closing date.

Enquiries

• Contact: Ms T Ndlovu
• Email: [email protected]

Alternative enquiry contact

• Contact: Ms S. Zondi
• Email: [email protected]

Bid specification enquiries (MBD 1)

• Contact: Ms T. Ndlovu
• Email: [email protected]

Submission address

Tender box, ground floor

uMgungundlovu District Municipality (Main Building)

242 Langalibalele Street

Pietermaritzburg

Briefing venue

Council Chambers

uMgungundlovu District Municipality

242 Langalibalele Street

Pietermaritzburg

Document collection

• Tender documents may be downloaded from www.umdm.gov.za or www.etenders.gov.za, or requested by email from [email protected].

Submission method

• Sealed envelope, properly bound, placed in the tender box on the ground floor of the uMgungundlovu District Municipality main building, 242 Langalibalele Street, Pietermaritzburg.
• Envelope must be clearly marked with the tender number (13-2026) and the tender description.
• Closing time: 12:00 on 4 November 2026.
• Bids must be submitted on the official forms provided; forms may not be retyped.
• Faxed and emailed bids will not be considered under any circumstances, and late bids are rejected.

Returnable documents

• Form of Offer and Acceptance: signed offer stating the total price inclusive of VAT; the amount in words governs if it differs from the figures.
• MBD 1 (Invitation to Bid): bidder identification, contact and tax/CSD details, signed as the bid cover page.
• MBD 4 (Declaration of Interest): discloses any director, shareholder or representative in the service of the state or connected to anyone involved in adjudicating the bid.
• MBD 5 (Declaration for Procurement above R10 million): applies only where the procurement exceeds R10 million; covers audited financial statements, municipal debt and state contracts.
• MBD 6.1 (Preference Points Claim Form): claims the 80/20 preference points for price and specific goals.
• MBD 8 (Declaration of Bidder's Past SCM Practices): declares any restriction, tender-default listing, fraud or corruption conviction, municipal arrears or terminated state contract.
• MBD 9 (Certificate of Independent Bid Determination): certifies the bid was prepared independently with no collusion or price disclosure.
• Proof of Good Standing with Municipal Accounts, affixed to the prescribed page.
• Authority for Signatory: board resolution, partnership, joint venture, sole proprietor or close corporation certificate authorising the signatory.
• Banking Details confirmation and a bank Letter of Good Standing, signed and stamped by a bank official.
• Joint Venture Agreement with percentage contributions of each partner, where applicable.
• Schedule of Proposed Sub-contractors, with certified CK certificate, latest municipal statement, BEE rating certificate and certified identity documents of owners.
• Experience of Tenderer schedule and reference letters.
• Record of Addenda and Schedule of Alternatives.
• CSD registration details and tax compliance status PIN or CSD number.

Disqualification risks

• Non-attendance at the compulsory briefing session.
• Failure to submit the three required reference letters meeting the stated value and period.
• Omission or non-signature of any returnable form.
• Bids received after the closing time, or submitted by fax or email.
• Failure to affix the municipal good standing proof to the prescribed page.

Where sub-contractors are proposed, the bidder must submit certified copies of the sub-contractor's CK certificate, the latest municipal statement, the BEE rating certificate, and certified identity documents of the owners.

Evaluation stages

1. Eligibility and mandatory documentation check.
2. Functionality evaluation (minimum threshold applies).
3. Price and preference evaluation under the 80/20 system.

Functionality (100 points)

• Experience of tenderer: 60 points.
• Financial resources — bank Letter of Good Standing: 40 points.
• Minimum qualifying score: 70 out of 100. A bidder scoring below 70 is non-responsive and disqualified.
• Evidence supporting both criteria is compulsory.

Preference points (80/20 system)

• Price: 80 points.
• Specific goals: 20 points.
• Total: 100 points.

Specific goals — Race (not cumulative)

• 50% or more Black owned (HDP): 10 points.
• Less than 50% Black owned (HDP): 5 points.
• Evidence: CSD registration, B-BBEE certificate or affidavit.

Specific goals — Locality (not cumulative)

• Office based in uMgungundlovu District: 10 points.
• Office based in KwaZulu-Natal outside uMDM: 5 points.
• Office based outside KwaZulu-Natal: 3 points.
• Evidence: municipal account, lease agreement, affidavit or ward councillor letter.

Joint ventures

• Each company is evaluated individually and the cumulative points are averaged to determine the final specific goal points.

Other

• Failure to submit proof for a claimed specific goal means those preference points are not claimed.
• The municipality may require a bidder to substantiate any preference claim before or after adjudication.

Scope

• Supply and delivery of personal protective equipment and apparel for uMgungundlovu District Municipality staff.
• Contract period: three (3) years.
• Service providers must be able to supply PPE of the type previously delivered to government entities, evidenced by reference letters.

Deliverables

• Supply and delivery of PPE/apparel items as listed in the pricing schedule.
• Pricing is submitted on the tender's pricing schedule; tendered unit rates remain final and binding.

Sub-contracting

• Bidders wishing to use sub-contractors must list them on the Schedule of Proposed Sub-contractors and provide the sub-contractor's CK certificate, latest municipal statement, BEE rating certificate and certified identity documents of owners.

Bidders must record work of a similar nature (supply of personal protective equipment or apparel) completed within the past five years with a minimum value of R2 000 000.

• Each entry must give the employer, contact person and telephone number, a description of the work, the value inclusive of VAT, and the completion date.

Pricing is submitted on the tender's official pricing schedule, which forms Part 2 of the contract documents.

• Prices are inclusive of VAT.
• Tendered unit rates for the various items of work remain final and binding.

Pricing

• Prices are tendered on the official pricing schedule, inclusive of VAT; the amount in words governs over the figures.
• Tendered unit rates remain final and binding.

Bank Letter of Good Standing

• Required from the bidder's bank, signed and stamped by a bank official.
• Must confirm account details, the duration of the banking relationship and satisfactory account conduct.
• Carries 40 of the 100 functionality points.

Municipal accounts

• Proof of no arrears older than 90 days (30 days where the tender price exceeds R10 million).
• Statements, letters and affidavits must not be older than three months from the closing date.
• Where a bidder has multiple branches, the proof must relate to the branch that will perform the work.

Payment

• The municipality pays creditors by direct bank transfer; bidders must submit confirmed banking details and authorise payment into the nominated account.
• Joint ventures must nominate a single bank account for the tender.

Procurement above R10 million

• MBD 5 applies: audited annual financial statements for the past three years (or since establishment) must be submitted where the bidder is legally required to prepare them.

Bid security

• No bid security amount is stated in the tender.

Contract security

• The successful bidder must, within two weeks of receiving the completed agreement, arrange delivery of any bonds, guarantees and proof of insurance required by the contract data.

Registration and tax

• Central Supplier Database (CSD) registration is compulsory for all bidders.
• A SARS tax compliance status PIN or CSD number must be provided; a printed TCS certificate may also be submitted.
• In consortia, joint ventures or sub-contracting arrangements, each party must submit its own TCS certificate, PIN or CSD number.
• Foreign suppliers must complete the pre-award questionnaire in MBD 1 Part B.

Eligibility criteria

• Minimum of three (3) written reference letters from government entities (national or provincial government, district, local or metro municipalities) for the supply of personal protective equipment.
• References must relate to awards within the past five years (09/2021 to 09/2026) with a minimum project value of R2 000 000 per project or reference letter.
• Reference letters must state the nature and total value of the work, be signed and dated by the referee (director, manager or delegated official).
• Appointment letters and purchase orders are not accepted in place of reference letters, but may be attached as proof of contract value.
• Failure to meet the reference requirement results in disqualification.

Municipal good standing

• Proof of no municipal rates, taxes or service charge arrears older than 90 days (30 days if the tender price exceeds R10 million), or a lease agreement with a landlord letter, or a Commissioner of Oaths affidavit plus a ward councillor letter where the business is not liable for municipal charges.
• Failure to affix this proof to the prescribed page disqualifies the bid from further consideration.

Exclusions

• No bid will be accepted from a person in the service of the state.
• Bidders or their directors may not be listed on National Treasury's restricted supplier database or the Register for Tender Defaulters, convicted of fraud or corruption in the past five years, or have had a state contract terminated for non-performance in the past five years.

B-BBEE and preference evidence

• Race points require a CSD registration, B-BBEE certificate or affidavit.
• Locality points require a municipal account, lease agreement, affidavit or ward councillor letter.

Joint ventures

• Must submit proof of tax compliance for all parties, a signed undertaking by all parties to enter into a joint venture agreement, proof of municipal good standing, a joint venture agreement showing each partner's percentage contribution, and a power of attorney signed by all partners' authorised signatories.

The 80/20 preference point system applies: 80 points for price and 20 points for specific goals.

Race (points not cumulative)

• 50% or more Black owned (HDP): 10 points.
• Less than 50% Black owned (HDP): 5 points.
• Evidence: CSD registration, B-BBEE certificate or affidavit.

Locality (points not cumulative)

• Office based in uMgungundlovu District: 10 points.
• Office based in KwaZulu-Natal outside uMDM: 5 points.
• Office based outside KwaZulu-Natal: 3 points.
• Evidence: municipal account, lease agreement, affidavit or ward councillor letter.

Joint ventures

• Each company is scored individually and the points are averaged to give the final specific goal points.

Total points for price and specific goals: 100.

Contract structure

• The contract comprises Part 1 (agreement and tender document), Part 2 (pricing data), Part 3 (scope of work), Part 4 (briefing session) and Part 5 (service level agreement), together with any incorporated drawings and documents.
• Any deviations or amendments are valid only if recorded in the signed Record of Addenda.

Post-award obligations

• Within two weeks of receiving the completed agreement, the successful bidder must contact the employer's agent to arrange delivery of bonds, guarantees, proof of insurance and any other required documentation.
• Failure to meet these obligations constitutes repudiation of the agreement.
• The agreement becomes binding once the bidder receives a fully completed original copy, unless the bidder objects in writing within five days of receipt.

Tender conditions

• The municipality's procurement policy applies.
• The municipality is not bound to accept the lowest or any bid and may accept the whole or part of the tender.
• Bids remain valid for 90 days from the closing date.

Tender conditions

• The uMgungundlovu District Municipality's procurement policy applies.
• The municipality is not bound to accept the lowest or any bid and may accept the whole or part of the tender.
• Bids remain valid for 90 days from the closing date.

Reference letters

• Minimum of three written references from government entities (national or provincial government, district, local or metro municipalities) for the supply of personal protective equipment.
• Awards must fall within 09/2021 to 09/2026, with a minimum project value of R2 000 000 per project or reference letter.
• References must state the nature and value of the work and be signed and dated by the referee.
• Appointment letters and purchase orders are not accepted in place of reference letters.
• Failure to comply disqualifies the bid.

Bank Letter of Good Standing

• Must be issued by the bidder's bank, signed and stamped by a bank official, confirming the account is in good standing and the bidder is a reliable client.

Functionality is assessed as a minimum requirement before price and preference are evaluated.

Functionality criteria (100 points)

• Experience of tenderer: 60.
• Financial resources — bank Letter of Good Standing: 40.
• Minimum qualifying score: 70 out of 100; a lower score makes the bid non-responsive and it is disqualified.
• Evidence supporting both criteria is compulsory.