Tender Summary: Supply and Delivery of Electrical Hardware Supplies

Objectives

The primary objective of this Request for Quotation (RFQ) is to procure and deliver essential electrical hardware supplies to the municipality in a timely, compliant, and cost-effective manner. The municipality seeks to establish a reliable supply arrangement that meets operational needs while adhering to public supply chain management legislation and promoting local economic participation through structured preferential procurement.

Scope

The scope covers the supply and delivery of specified electrical hardware items, including LED lamps (10–14W BC) and flat twin & earth cable (1.0mm, 100m rolls). The successful supplier will be responsible for:

• Providing accurate, itemised pricing that includes all delivery costs.
• Delivering goods to the designated municipal stores within fourteen (14) days of receiving an official order.
• Ensuring all products strictly conform to the listed specifications.
• Maintaining quotation validity for a minimum of ninety (90) days from the closing date.
• Complying with municipal waste handling and disposal protocols applicable to any related site activities.

Technical Requirements

Bidders must satisfy the following technical and procedural conditions:

• Pricing Structure: Quotes must be submitted per item or according to the provided bill of quantities. Unit rates are binding; if discrepancies occur between total amounts and calculated line items, the unit tariff prevails.
• Mandatory Documentation: Completed and signed MBD 4 (Declaration of Interest), MBD 6.1 (Preference Points Claim Form), and MBD 9 (Certificate of Independent Bid Determination) are compulsory. Incomplete or unsigned forms result in automatic disqualification.
• Compliance Evidence: Suppliers must attach valid B-BBEE certificates or sworn affidavits, alongside rigorous proof of locality (current municipal accounts, valid lease agreements, or detailed property owner affidavits) to qualify for preference points.
• VAT Compliance: Tax invoices must fully comply with Section 20(4) of the VAT Act. Missing or incorrect invoice details will delay or prevent payment.
• Submission Protocol: Sealed quotations must be clearly marked with the RFQ number and hand-delivered before the closing deadline. Late submissions are strictly rejected.

Skills Requirements

No specialised engineering or trade certifications are mandated. However, suppliers must demonstrate:

• Operational capacity to source, stock, and dispatch electrical hardware within short lead times.
• Administrative competence in municipal procurement compliance, including CSD registration, tax documentation, and preference point substantiation.
• Logistical capability to ensure safe, traceable delivery to the municipal depot.
• Understanding of ethical bidding practices, including independent pricing and conflict-of-interest avoidance.

Notes on Unusual or Complicated Terms

80/20 Preference Point System: Evaluations allocate 80 points to price competitiveness and 20 points to specific socio-economic goals (10 points for B-BBEE status level and 10 points for business locality). This framework balances cost efficiency with transformation and local economic development targets.

Strict Locality Verification: Claiming locality points requires documented proof of physical business presence. Generic statements or postal addresses are invalid. Suppliers must submit current municipal accounts, legally binding lease agreements, or notarised owner affidavits confirming active operations within the municipality.

Per-Item Binding Tariffs: Pricing must be itemised. The municipality treats unit rates as correct even if total calculations contain arithmetic errors, preventing bid manipulation through rounding or quantity mismatches.

Waste Management Clauses: Though typically applied to construction contracts, this agreement includes strict waste disposal requirements. Suppliers must ensure all generated waste is contained, disposed of at registered facilities, and accompanied by safe disposal certificates before payment certificates are processed.