Objectives

The primary objective of this tender is to appoint a qualified supplier for the procurement and delivery of electrical lighting fittings to the Vhembe District Municipality, ensuring compliance with municipal supply chain management regulations and preferential procurement policies.

Scope

The scope covers the supply of the following items, quoted per box:

• Florescent Fitting LED 600mm (15 boxes)
• Florescent Fitting LED 1.2m x 50 (30 boxes)
• Florescent Fitting LED 1.5m x 50 (30 boxes)
• Glow Starter (30 boxes)
• Butterfly (25 boxes)

Bidders must provide unit and total prices inclusive of VAT. Delivery locations and schedules will be communicated upon contract award.

Technical Requirements

Bidders must submit complete quotation packages adhering to municipal standards. Mandatory submissions include:

• CSD Summary Report
• Tax Clearance Certificate or Compliance Letter
• Company Registration Certificate
• Proof of tender document purchase receipt (if purchased physically)
• Municipal clearance proof confirming accounts are not in arrears for more than three months, or an alternative letter from a traditional authority verifying non-arrears status
• Completed MBD forms covering Declaration of Interest, Past SCM Practices, and Independent Bid Determination
• Local Content Declaration (if applicable to designated sectors)

All tender documents must be pre-numbered and initialed prior to submission. Late or improperly sealed bids will be rejected.

Skills Requirements

No explicit professional qualifications are stipulated; however, bidders must demonstrate:

• Established supply chain capacity to source, warehouse, and deliver the specified LED fittings and accessories within municipal timelines
• Knowledge of South African electrical product standards and manufacturer warranty requirements
• Competence in completing municipal procurement documentation, including B-BBEE verification and local content calculations
• Financial readiness to manage contract performance under non-firm pricing and index-adjustment clauses

Unusual or Complicated Terms

Non-Firm Pricing & Escalation Formula: The tender allows prices to be adjusted during the contract period. A mathematical formula applies where 85% of the original bid price is variable based on indexed cost factors (e.g., labour, transport), while 15% remains fixed. Bidders must submit a factor breakdown that totals exactly 100%.

Exchange Rate Variations: If any portion of the supply involves foreign currency, price adjustments will be calculated using average monthly exchange rates from commercial banks. Supporting bank statements must be provided for verification.

Local Content Declaration: Bidders must calculate the local content percentage using the SABS-approved SATS 1286:2011 methodology. Imported component costs must be converted to Rand using the South African Reserve Bank exchange rate published at 12:00 on the advertisement date. Supporting declarations must be retained for five years.

Preferential Scoring (80/20 System): Evaluation awards 80 points to price and 20 points to specific socio-economic goals: Historically Disadvantaged Individuals (10), Locality (4), Youth (2), Women (2), and Persons with Disabilities (2). Points require verified documentary evidence.

State Employee Restriction: Bids from individuals currently employed by the state, or those who held such positions within the preceding twelve months, are automatically disqualified unless formally declared and approved per the Declaration of Interest framework.