Office Furniture and Equipment Supply

Prince Albert Municipality (Western Cape) has invited formal tenders under Tender 131/2026 for the supply and delivery of office furniture and equipment on an as-and-when-needed basis over a contract period of 36 months. The municipality will place orders during the contract period through official purchase orders, and final quantities are not guaranteed. The tender is rate-based: the estimated quantities are used only for bid evaluation, and the municipality decides the quantities it orders. Items are grouped into the following categories: office chairs and seating accessories (including executive leather chairs, boardroom chairs, canteen armchairs, and lumbar and footrest accessories), desks and desking systems (including 2-way cluster systems, flight desks, melamine desks, and storm desks), cupboards and office cabinets, boardroom and round meeting tables, community hall tables (wooden training tables and heavy-duty steel tables), and waste bins. Bidders may quote on alternative brands that meet the stated specifications, but must quote on all items in the pricing schedule and submit a detailed catalogue with the bid. The tender specifies melamine finishing as the basis for quotes.

Key commercial requirements include delivery to the Thusong Offices, Adderley Street, Prince Albert, within 4-6 weeks of an official order, with delivery costs included in the unit rates. Suppliers must provide their own labour for offloading and assembly, and deliveries must be made only during the municipality's working hours. Incorrect or defective items must be replaced within two weeks. Prices must be firm and fixed for each year, with an annual escalation of up to 6% permitted for years two and three. No upfront payments will be made; payment is due after delivery. Successful bidders must be registered on the Central Supplier Database (CSD), hold a valid tax compliance status PIN, and submit the required MBD forms, including the pricing schedule, declarations, and B-BBEE certificate. The award may be subject to a Service Level Agreement, and a performance security must be furnished within 30 days of award. The warranty period is at least 12 months.

Evaluation uses the 80/20 preference point system. Price accounts for 80 points, B-BBEE status level for 10 points, and locality for 10 points, with full locality points awarded to suppliers located within the Prince Albert municipal area. Bids must first score at least 60 out of 80 functionality points (75%) to be considered responsive. Functionality is scored on the company's established nature (up to 30 points, based on CIPC registration history) and similar previous experience (up to 50 points, based on official-letterhead reference letters or project completion certificates for similar office furniture contracts). Bids are valid for 120 days after the closing date of 19 November 2026 at 13h30. Sealed bids must be deposited in the tender box at the Finance Division, clearly marked with the tender number and description; electronic, faxed, and late submissions will not be accepted. Tender documents are free from the municipal website (www.pamun.gov.za), or a hard copy can be obtained for a non-refundable R150.00 (VAT included). Bidders should review the full tender document carefully, as some section headings in the specifications appear to contain outdated or inconsistent wording.