Objectives

The primary objective is to appoint a qualified service provider to supply and deliver standardized disaster relief materials to the Johannes Phumula Phungula Local Municipality. The appointment aims to ensure rapid, reliable provision of essential emergency supplies during disaster response scenarios.

Scope

The scope encompasses the procurement, packaging, and delivery of three specific disaster relief categories: twenty (20) Dignity Packs, fifty (50) rolls of plastic sheeting, and twenty (20) emergency kitchen/cooking kits (Box B). All items must be individually packed, sealed in durable cardboard boxes, and delivered ready for immediate distribution to affected communities.

Technical Requirements

• Dignity Packs: Each pack must contain a cotton face cloth, unisex bathing soap, antiperspirant roll-on, petroleum jelly, medium-bristle toothbrush, family-sized toothpaste, and disposable sanitary pads. Items must be housed in a non-woven drawstring bag measuring 34 cm x 42 cm.
• Plastic Sheeting: Rolls must measure 2 meters by 30 meters, constructed from 250-micron black plastic compliant with SABS No. 952/1985. Rolls must be individually folded and bagged.
• Box B (Emergency Kitchen Kit): Must include aluminum pots and lids (various sizes), a 3-litre stainless steel kettle, eight enamel plates, cups, and bowls, a 20-litre plastic water bottle with tap, a 55 cm dishwashing basin, a 20-litre bucket with lid, an SABS-tested two-plate gel stove, five litres of SABS-tested gel fuel, stainless steel cutlery, and knives.
• Pricing & Documentation: Quotations must remain valid for sixty days, be firm, and include VAT. Bidders must submit completed MBD forms (1, 4, 6.1, 8, 9), a valid Tax Compliance Status PIN or certificate, Central Supplier Database registration, BBBEE documentation, company registration, director identification, and proof of municipal account status or sworn affidavits.
• Evaluation: Bids will be evaluated using an 80/20 preference point system, with eighty percent allocated to price and twenty percent to socio-economic preferences.

Skills Requirements

The tender does not specify formal academic or professional qualifications. However, successful bidders must demonstrate robust logistical and operational capabilities, including inventory management, secure packaging expertise, fleet availability for timely delivery, and proficiency in navigating South African public procurement compliance frameworks. Financial stability and administrative capacity to compile mandatory documentation are also essential.

Key Terms & Clarifications

• 80/20 Preference Point System: A standard South African procurement evaluation method where 80% of scoring is based on competitive pricing, and 20% is allocated to socio-economic development goals such as black ownership, local district businesses, and historically disadvantaged enterprises.
• MBD Forms: Mandatory Bid Documents issued by South African municipalities to standardize bidder information, tax compliance, and contractual acknowledgments.
• SABS Compliance: Certification by the South African Bureau of Standards, required for plastic sheeting and gel stoves/fuel to guarantee safety, durability, and regulatory adherence.
• Municipal Rates Affidavit: A sworn statement or official letter verifying a bidder’s municipal account status, ensuring suppliers are financially reliable and not in significant arrears.