Objectives

The primary objective of this Request for Quotation (RFQ) is to procure and supply custom-branded golf shirts for the Youth Council. The municipality seeks to secure high-quality garments that meet defined design, fabric, and branding standards while complying with public supply chain management regulations. The evaluation framework emphasises value for money through a structured scoring system that rewards competitive pricing alongside socio-economic transformation goals.

Scope

The scope covers the end-to-end supply and delivery of golf shirts across multiple sizes and styles. The estimated requirement totals approximately 43 units, split between short-sleeve and long-sleeve variants in sizes XS through XXL. The successful supplier must manufacture or source the garments, apply the required printing or branding, and deliver all items within fourteen (14) days of receiving an official order. All quotations must remain valid for a minimum of ninety (90) days from the closing date. Delivery charges must be fully absorbed into the quoted unit prices, and the municipality reserves the right to accept partial orders if the quotation covers multiple items.

Technical Requirements

• Product Specifications: Items must conform to the designated golf shirt (polo style) format. Suppliers must adhere to the municipality’s specified colour scheme, fabric composition, and approved printing methods. Any proposed alternatives must meet or exceed the stated quality benchmarks.
• Pricing Structure: Quotes must be submitted on official business letterhead, clearly itemised per size and garment type. Pricing must exclude VAT initially but allow for 15% VAT application where applicable. Unit tariffs are binding, and calculation errors will be corrected per standard procurement rules.
• Compliance Documentation: Mandatory submission of completed Municipal Bidding Documents (MBD 4, MBD 6.1, and MBD 9), active Central Supplier Database (CSD) registration, original or certified B-BBEE certificates/affidavits, and verifiable proof of locality (recent municipal accounts, valid lease agreements, or detailed owner affidavits).
• Invoicing & Payment: Invoices must strictly comply with Section 20(4) of the VAT Act, containing all mandatory tax invoice details. Non-compliant invoices may result in delayed payments at the supplier’s sole expense.
• Submission Protocol: Sealed quotations must be clearly marked with the RFQ number and delivered physically to the designated municipal office before the closing deadline. Late submissions will be automatically rejected.

Skills Requirements

While not explicitly enumerated, the tender implicitly requires suppliers to demonstrate:

• Proven capability in garment sourcing, manufacturing, or wholesale distribution aligned with specified quality and durability standards.
• Technical expertise in textile printing, embroidery, or custom branding techniques compatible with the requested fabric and design specifications.
• Reliable logistics and fulfilment capacity to guarantee delivery within the strict fourteen-day post-order window.
• Thorough understanding of South African municipal supply chain management policies, including preferential procurement scoring, VAT compliance, and mandatory bidding documentation.

Notes on Unusual or Complicated Terms

• 80/20 Preference Point System: A standard South African municipal evaluation framework where 80 points are allocated based on the lowest acceptable price, and 20 points are distributed for specific socio-economic goals (10 points for B-BBEE status level and 10 points for geographical locality). Failure to claim or substantiate these goals results in zero points for those categories.
• Locality Verification: Claiming locality preference points requires rigorous proof. Suppliers must provide recent municipal accounts registered under their trading name, or if renting, a valid lease agreement or a highly detailed affidavit from the property owner confirming business use, rental terms, and ID numbers. Generic statements about lacking municipal accounts are invalid.
• MBD Forms: Mandatory standardised templates used by South African municipalities. MBD 4 declares conflicts of interest with state employees; MBD 6.1 claims preference points for B-BBEE and locality; MBD 9 certifies that the bid was prepared independently without collusive practices.
• Boilerplate Construction Clauses: The document contains standard waste management and site safety conditions typically associated with construction contracts. While present in the general terms, they do not apply to apparel supply but bidders should be aware they form part of the overarching contract framework.