Objectives

The primary objective of this Request for Quotation (RFQ) is to obtain competitive, compliant quotations from registered suppliers for the efficient supply and delivery of specified hardware components to the City of uMhlathuze, ensuring value for money while adhering to municipal procurement regulations.

Scope of Work

The successful supplier will be responsible for delivering five categories of hardware parts, each in quantities of ten boxes, to the municipality's Supply Chain Management Unit in Richards Bay. The required items include:

• Cutting Chain (Part Numbers: 3610 000 and 3621 000)
• Cylinder Assembly (Part Number: 1119 020)
• Crank Shaft (Part Number: 1119 030)
• Gasket Set (Part Number: 1119 007)

Deliveries must align with the project timeline, with the quotation submission deadline set for 20 November 2026. A mandatory site meeting is scheduled prior to the closing date to clarify logistics, storage arrangements, and municipal workshop access protocols.

Technical Requirements

• Quotations must be completed using the official RFQ template, filled out entirely in black ink, and physically signed by an authorised representative.
• Any manual alterations, corrections, or price adjustments must be individually countersigned by the bidder; unsigned changes will result in immediate disqualification.
• Bidders must clearly indicate unit prices, lead times, sub-totals, VAT, and grand totals, all excluding VAT unless otherwise specified.
• Attendance at the compulsory site meeting is mandatory to confirm understanding of delivery schedules and municipal operational requirements.
• All supporting documentation must be attached; incomplete or unsigned submissions will be rejected.

Skills and Compliance Requirements

• Mandatory registration and active status on the national Central Suppliers Database (CSD).
• Valid Tax Compliance Certificate confirming up-to-date tax obligations.
• Letter of Good Standing verifying compliance with employee compensation and labour insurance regulations.
• Registration on the municipal supplier database.
• Submission of standardised municipal bid declaration forms addressing conflict of interest, past procurement conduct, and independent bidding practices.
• Completion of the Preferential Procurement Points Claim Form, demonstrating eligibility for developmental scoring criteria.
• Provision of a Safety, Health, and Environment (SHE) risk management file where applicable to supply chain operations.

Explanation of Unusual or Complicated Terms

• CSD (Central Suppliers Database): A mandatory national registry administered by the National Treasury. All entities seeking to contract with South African public institutions must register here to verify basic corporate, banking, and tax compliance.
• MBD Forms: Standard Municipal Bid Documents used across South African local governments. They serve as legally binding declarations covering ethical conduct, conflict of interest, past disciplinary actions, and independent pricing.
• 80:20 Preferential Procurement System: A scoring framework where eighty percent of evaluation points are awarded based on price competitiveness, and twenty percent are allocated to socio-economic development goals. These goals prioritise ownership and management by historically disadvantaged groups, women, youth, persons with disabilities, and residents of rural areas or townships.
• Letter of Good Standing: Official proof that a company is current with statutory employee insurance and compensation fund contributions, ensuring lawful employment practices and protecting both employer and employees.