Tender Summary: Supply and Delivery of Cleaning Material

Objectives

The primary objective is to secure a reliable supplier for the monthly provision and delivery of essential cleaning and hygiene products to Ugu District Municipality. The procurement process aims to achieve cost-effective value while complying with municipal supply chain management regulations and national preferential procurement legislation. Bids will be evaluated using a weighted scoring model that balances competitive pricing with socio-economic transformation targets.

Scope

The contract encompasses the monthly supply and delivery of the following items to Marburg Stores:

• Green Bar Soap Wrapped 500g (or equivalent): 864 units
• Antigerm Soap 150g (Protex or equivalent): 960 units
• Tidy Rolls Large (240mm x 360m): 140 units
• Toilet Paper 1-Ply Virgin White 500s/Roll: 6,000 units

Bidders must quote unit prices, calculate subtotals excluding VAT, and apply 15% VAT to determine the grand total. Delivery timelines are to be confirmed upon order placement.

Technical Requirements

• Official Documentation: All submissions must use prescribed municipal forms (MBD1, MBD4, MBD6.1, MBD8, MBD9) without retyping. Incomplete or non-compliant submissions will be automatically disqualified.
• Tax Compliance: A valid Tax Compliance Status (TCS) PIN or CSD number must be provided to confirm adherence to SARS obligations.
• Preferential Procurement Evidence: Claimants for specific goal points must submit sworn affidavits and supporting documents verifying eligibility (e.g., black ownership, QSE/EME classification, local municipality affiliation, or youth/women/disabled representation).
• Mandatory Declarations: Bidders must certify no conflict of interest, no employment in state service, no history of supply chain abuse, fraud, or corruption convictions within the past five years, and non-listing on the Register for Tender Defaulters.
• Independent Bid Certification: A formal declaration confirming the bid was prepared independently, with no consultation or collusion with competitors.
• Submission Protocol: Bids must be sealed, endorsed with the requisition reference, and physically deposited in the official tender box by the deadline. Late, faxed, emailed, typed, or incomplete quotations will be rejected. Quotations must remain valid for 30 days post-closing.

Skills Requirements

No explicit technical certifications are mandated; however, bidders must demonstrate:

• Operational logistics capacity to meet monthly delivery schedules consistently.
• Proficiency in navigating South African municipal procurement frameworks and completing standardised bidding documentation accurately.
• Financial readiness to sustain ongoing supply contracts and manage VAT-inclusive pricing structures.
• Administrative capability to compile and certify all required compliance and preference-point documentation.

Explanation of Unusual or Complicated Terms

• 80/20 Preferential Point System: An evaluation methodology allocating 80 points to the lowest acceptable price and 20 points to socio-economic specific goals. This ensures fiscal efficiency while advancing transformation objectives.
• Specific Goals: Criteria for awarding preference points, including 100% black ownership, Reconstruction & Development Programme (RDP) alignment, promotion of rural/urban local businesses, and demographic targets (youth, women, disabled). Sworn affidavits serve as proof.
• MBD Forms: Standardised South African municipal bidding templates covering tax compliance, declarations of interest, past supply chain management practices, and independent bid determination. They enforce transparency and legal compliance throughout procurement.
• Register for Tender Defaulters: A National Treasury database listing entities barred from public sector contracts due to corruption, fraud, or breach of government agreements. Presence on this register results in immediate disqualification.