Steve Vukile Tshwete Education Complex * Zone 6* Zwelitsha * Private Bag X0032 * Bhisho *
5605 * REPUBLIC OF SOUTH AFRICA *
Ref No.:
Description
Closing Date
Closing Time:
Responses must be
submitted
No physical document will
be accepted – On-Line
Platforms have been
provided for suppliers to
submit their proposals or
register their interest
Enquiries
03-2020/21 – EXPRESSION OF INTEREST | PROVISION | SUPPLY | DELIVERY OF PPES AND OTHER RELATED ESSENTIAL COVID-19 GOODS AND SERVICES
EXPRESSION OF INTEREST (EOI)
03-2020/21
Database of suppliers for the supply and delivery of essential COVID19 personal protective
equipment – PPE’s and related services for the Eastern Cape Department of Education (herein
after referred to as the “ECDoE”).
13 MAY 2020
16h30 (no late submissions will be accepted)
To ensure that submissions are done in a manner that is safe which adheres to the restrictions
of the National Lockdown, interested suppliers must register their interest or submit the
returnable documents using the following email addresses for each District. Interested parties
must submit per district using the relevant email address created for each district i.e. if your
submission is for Sarah Baartman please use the email address provided for Sarah Baartman
ppe.sarahbart@ecdoe.gov.za
AMATHOLE WEST ppes.adm-west@ecdoe.gov.za
SARAH BAARTMAN ppes.sarahbart@ecdoe.gov.za
NELSON MANDELA ppes.nmb@ecdoe.gov.za
BUFFALO CITY ppes.bcm@ecdoe.gov.za
AMATHOLE EAST ppes.adm-east@ecdoe.gov.za
CHRIS HANI EAST ppes.chrish-east@ecdoe.gov.za
O R TAMBO INLAND ppes.ortambo-inland@ecdoe.gov.za
O R TAMBO COASTAL ppes.ortambo-coastal@ecdoe.gov.za
JOE GQABI ppes.joegqabi@ecdoe.gov.za
ALFRED NZO WEST ppes.alfredn-west@ecdoe.gov.za
ALFRED NZO EAST ppes.alfredn-east@ecdoe.gov.za
CHRIS HANI WEST ppes.chrish-west@ecdoe.gov.za
HEAD OFFICES ppes.head-office@ecdoe.gov.za
Supply Chain Management Enquiries:
Ms L Lupondwana
Mr S Tonisi
Ms X Shasha
Tel: 082 343 4564 / 072 682 1309/060 530 3856
Email address:
linda.lupondwana@ecdoe.gov.za
xoliswa.shasha@ecdoe.gov.za
Sinethemba.tonisi@ecdoe.gov.za
Technical Enquiries:
Ms N Kunene
Tel 083 999 8898
Email address: nobukhosi.kunene@ecdoe.gov.za
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 1. BACKGROUND

The ECDoE invites interested suitably qualified suppliers to register their interest for the supply and delivery of essential
COVID19 personal protective equipment (PPEs) and other related hygiene and sanitation goods and services for the Eastern
Cape Public Ordinary Schools, Head Office, Institutes, ECD Centres and District Offices. Suppliers who meet the stipulated
requirements will be utilised on rotation basis to provide these services or suppliers as and when required by the ECDoE.

The purpose of this Expression of Interest (EoI) is to identify and establish a catalogue and a database of Eastern Cape credible
suppliers who have the requisite capacity to efficiently supply to the ECDoE authentic COVID19 essential PPE, hygiene and
sanitation goods and services for a period of one year with option to extend the period at the discretion of the ECDoE. This process
does not in any manner or form waive the requirements for compliance outlined in the Central Supplier Database (CSD) or
registration on the CSD thereof. Suppliers are still required to register on the CSD.

Please note that the inclusion of your company in the ECDoE catalogue and database means that you have met all the qualification
requirements in terms of the PPPFA Regulations 2017. It however, does not mean automatic contracting as contracting will only
take place only when an official purchase order has been issued out by the ECDoE or a school.

The ECDoE accounts for learners in public schools including hostels, independent and special schools, ECD Centres in the
Province as well as educators, officials at head office, training institutes, districts and circuit offices, which is a responsibility that
requires a strategy that will ensure that PPEs including all measures that prevention the spread of COVID19 are provided for in a
manner that is effective and efficient.

REF NO./EOI NO. NATURE OF SERVICE REQUIRED TARGET GROUP

RFQ-03-2020/21 Database of suppliers to supply and deliver essential CSD registered companies who are based
COVID19 hygiene and sanitation items for the in the Eastern Cape Province.
Eastern Cape Department of Education (herein
after referred to as the (ECDoE) to schools and
District Offices.

2. MANDATORY REQUIREMENTS / CONDITIONS

The following conditions are mandatory therefore any service provider who does not meet or fulfil these requirements will be
disqualified and not be considered for this expression of interest.

2.1. Suppliers must be registered on the Central Supplier Database (CSD). The submission through this process does not in
any manner or form waive the requirements for compliance outlined in the Central Supplier Database (CSD).
2.2. Good standing with the South African Revenue Services (SARS).
2.3. No individuals employed by the State must submit proposals.
2.4. In the case of locally manufactured goods, i.e. cloth masks only locally produced goods or services with a stipulated
minimum threshold for local production and content of 100% will be considered.
2.5. The relevant designated sector: textile, clothing leather and footwear and the minimum threshold for local content: 100%.
Service providers are required to fully complete and submit the declaration certificate for local production and content.
2.6. Exchange rate to be used for the calculation of local content (local content and local production are used interchangeably)
must be the exchange rate published by the SARB.
2.7. NO SERVICES MUST BE RENDERED WITHOUT AN OFFICIAL ORDER;
2.8. Quotations must reflect your LOGIS and CSD Supplier Number;
2.9. Quotations/submissions are to be valid for 30 days;
2.10. Quotation/submission is only valid when signed/stamped by the service provider;
2.11. Please also sign and submit the attached declaration of interest form SBD 4,8 & 9 including SBD 6.2
2.12. Please indicate percentage discount (if any) if invoices are settled within 14 or 30 days etc;
2.13. All goods/services excluding terms contract requested must be delivered within 48 hours upon receipt of

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03-2020/21 – EXPRESSION OF INTEREST | PROVISION | SUPPLY | DELIVERY OF PPES AND OTHER RELATED ESSENTIAL COVID-19 GOODS AND SERVICES
 an official order or formal letter giving you a go ahead to prevent automatic cancellation of the order;
2.14. Payment will only be effected on banking details reflected on the Centralised Supplier Database hosted by
National Treasury;
2.15. For reconciliation purposes please ensure that the reference number for this specification is appended on
your quotation; and
2.16. Prices on your quotation should indicate price per unit inclusive of VAT if the supplier is a VAT Vendor as
illustrated in Annexure “A”

3. MANDATORY RETURNABLE DOCUMENTS

The ECDoE will at all times adhere to the National Lockdown restrictions and at all times prevent the spread of COVID19 therefore
no documents or quotations will be considered if they are physically delivered. All responses including the returnable documents
such SBD forms or any other documents listed below must be submitted and uploaded using the different email addresses
provided for each district.

The following returnable documents are mandatory therefore any service provider who does not meet or fulfil these
requirements will be disqualified and not be considered for this Expression of Interest.

3.1. Suppliers must be based in the Eastern Cape and must upload proof of address i.e. a copy of lease agreement, letter
from landlord or a municipal account or any other document that will be within the reach of the supplier during the
national lockdown period as proof of address.
3.2. Submit or Upload completed SBD4, SBD8 & SBD9.
3.3. Submit a fully completed declaration certificate for local production and content SBD 6.2.
3.4. CSD Number – MAAA…….
3.5. Cloth mask manufacturers must be registered with the Small Business Development and submit confirmation
(Reference number to confirm successful registration). Registration can be done through https://smmesa.gov.za
3.6. CSD Report.
3.7. Company Registration Documents.
3.8. Proof of Address (i.e. municipal letter or signed lease agreement).
3.9. An authentic product safety data sheet for chemical/s used (PSDS) in the case of office and building
disinfecting/decontamination.
3.10. Proof including pictures of the equipment that will be used to perform the decontamination or disinfecting
offices/buildings.
3.11. Proof and evidence that labour that will be utilized to perform this function are duly trained.
3.12. A list of such labour must be attached to your quotation.

4. DELIVERY TIMES AND COMPLIANCE MEASURES WHICH MUST BE ADHERED TO BY ALL PROSPECTIVE
SUPPLIERS WHO HAVE INTEREST OF BEING INCLUDED IN THIS DATABASE:

4.1. Upon receipt of an official order the supplier must deliver the required goods/services strictly within 48 hours in respect
of the first consignment and thereafter within 10 days upon received of an official purchase order.
4.2. No false information must be provided in the documents, as it will result to disqualification or immediate termination of
the contract.
4.3. Any services or products must meet the required standards as indicated in the specification.
4.4. It must be noted that due diligence on product and service quality will be conducted on regular basis.
4.5. Any deviation from these requirements will lead to termination or cancellation of the order and immediate replacement
of the service provider whilst other legal processes are undertaken.
4.6. Suppliers are required to complete the attached Annexure A - Pricing schedule as per the format prescribed by the
ECDOE. The pricing schedule must be completed fully for items which you have capacity to produce or provide, e.g.
masks, hand sanitizers, etc.
4.7. Items quoted must adhere to the stipulated specification requirements as determined by the National Department of
Health and stated in Annexure “A”.

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 4.8. Where items are available in the National RT Contract prices quoted for the COVID19 essential commodities must not
be more than prices prescribed in National Treasury Instruct Note No. 5 of 2020/21 or National RT Contract. The
attached Annexure “A” (pricing schedule) has already indicated such items and prices. The prices must be equal or
lower than prices stipulated in this annexure and be negotiable downwards.
4.9. For commodities that are essential for the prevention of the spread of COVID 19 but are not in the National RT Contract
(as listed in Annexure “A”) the ECDoE will negotiate the most reasonable and acceptable prices with the identified
suppliers.
4.10. Locality in this instance means any supplier or company within the Eastern Cape Province and preference will
be given to Eastern Cape based Service Providers.
4.11. The Department reserves the right to allocate work to any supplier within the Province in any location,
provided that such supplier has the capacity to deliver on the requirements as outlined in the specification.
4.12. Poor Quality, Wrong size, Wrong Colour &Wrong Positioning of Logo if there are defects on the employee
clothing due to wrong size by the service provider, poor quality, wrong colour and wrong positioning of the logo, the
service provider will exchange this clothing at no additional cost to the client Department.

5. PRICING SCHEDILE

5.1. It is compulsory that the service providers complete the attached annexure “A” provided for as a pricing schedule for the
different items they are supplying or providing failure to do so will invalidate the service providers’ proposal/submission.

6. QUOTATIONS EVALUATION CRITERIA

6.1. The 90:10 Preference Point System in terms of the Revised Preferential Procurement Policy Framework Act (PPPFA)
and Regulations will be judiciously applied;

B-BBEE Status Level of Contributor Number of points (90/10 system)

10
1
9
2
8
3
6
4
5
5
4
6
3
7
2
80

Non-compliant contributor

NB* SERVICE PROVIDERS, TRUST, CONSORTIUM OR JOINT VENTURE MUST OBTAIN AND SUBMIT CONSOLIDATED
B-BBEE STATUS LEVEL VERIFICATION CERTIFICATE FOR EVERY SEPARATE BID \ QUOTATION. PUBLIC ENTITIES
AND TERTIARY INSTITUTIONS MUST ALSO SUBMIT B-BBEE STATUS LEVEL VERIFICATION CERTIFICATE TOGETHER
WITH THEIR BID \ QUOTATION.

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 Directorate Responsible Manager Name & Cont. No. Responsibility Manager Signature Date

Employee Health and Approved/Not Approved

Wellness, School
Safety (Shared
Services)

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