Objectives

The primary objective of this tender is to appoint a qualified supplier to consistently provide essential cleaning materials to support the routine maintenance and sanitation operations of Umsobomvu Local Municipality.

Scope

The successful bidder will be responsible for the supply and delivery of a defined list of cleaning and hygiene products. The scope encompasses:

• Cleaning Chemicals: Bleach, all-purpose cleaners, ammonia, dishwashing detergent, hand soap, floor wax polish, furniture polish, multi-insect killer spray, and heavy-duty deodorisers.
• Hygiene & Sanitary Items: Toilet paper rolls, tank blocks, and air fresheners.
• Cleaning Tools & Accessories: Soft polishing pads, tea towels, swabs, brooms, floor mops, sweeper mops, feather dusters, dustpans, toilet brushes, plungers, and telescopic window cleaning tools.

The municipality requires a single service provider. Specified quantities are indicative; the municipality reserves the right to adjust order volumes post-award. Suppliers must confirm delivery capacity within 24 hours of receiving a purchase order.

Technical Requirements

• Quality Standards: All goods must comply with applicable industry standards. SABS approval is mandatory where indicated.
• Sample Submission: Physical samples of offered products must accompany the quotation for quality verification prior to evaluation.
• Pricing Structure: Quotes must be firm, inclusive of VAT, and submitted on official letterhead. Variable or exchange-rate-dependent pricing will be disqualified.
• Delivery & Packaging: Goods must be delivered to municipal premises. Packaging must withstand transit risks, including temperature extremes and rough handling. The supplier assumes all transport costs and liability until formal acceptance.
• Warranty: A minimum 12-month warranty applies from delivery/acceptance, or 18 months from shipment, whichever expires first. Defective items must be replaced or repaired at the supplier's expense.
• Payment & Penalties: Invoices accompanied by delivery notes will be paid within 30 days. Late deliveries incur financial penalties calculated at the current prime interest rate per day of delay.

Skills Requirements

No specialized technical certifications are required. The procurement focuses on logistical reliability and regulatory compliance. Bidders must demonstrate:

• Established distribution capabilities for bulk cleaning supplies.
• Active registration on the Central Supplier Database (CSD) with a valid Tax Compliance Status PIN.
• Up-to-date municipal account statements confirming no arrears exceeding three months.
• Valid Broad-Based Black Economic Empowerment (B-BBEE) verification certificate or sworn affidavit.
• A documented history free from supply chain misconduct, fraud, corruption, or contract terminations in the past five years.

Notes on Unusual or Complicated Terms

• 80/20 Preference Point System: Evaluation allocates 80 points for price and 20 points for specific transformation goals. Points are exclusively awarded to companies that are 100% owned by women and/or youth, requiring certified identity and registration documents as proof.
• Mandatory Physical Samples: Unlike typical supply bids, tangible product samples must be submitted with the quote, making pre-evaluation quality assessment compulsory.
• Post-Award Quantity Variability: The municipality retains unilateral discretion to increase or decrease ordered quantities after contract signing. Suppliers must accept revised volumes or forfeit the contract to the next-ranked bidder.
• Performance Security: Within 30 days of award, the successful bidder must furnish a bank guarantee, irrevocable letter of credit, or certified cheque to secure contractual obligations.