Purchase Order Diplomat in South Africa Cape Town –Free Word Template Download with AI
OFFICIAL DOCUMENT
Procurement Division — Diplomat Product Line
Operational Region: South Africa Cape Town
Procurement Entity: Cape Town Municipal Procurement AuthorityDepartment: Diplomat Services & Diplomatic Affairs Division
Physical Address: 123 Government Avenue, City Bowl, Cape Town, 8001, South Africa
Postal Address: P.O. Box 4471, Cape Town, 8001, South Africa
Contact Person: Mr. Thabo Nkosi, Senior Procurement Officer
Telephone: +27 21 467 8900
Email: [email protected] Supplier Name: Diplomat International Trading (Pty) Ltd
Registration Number: 2019/482736/07
Physical Address: 45 Harbour Road, V&A Waterfront, Cape Town, 8001, South Africa
Postal Address: P.O. Box 1122, Cape Town, 8001, South Africa
Contact Person: Ms. Annelie van der Merwe, Account Manager
Telephone: +27 21 555 3344
Email: [email protected]
| Item No. | Description | SKU / Reference | Quantity | Unit Price (ZAR) | Line Total (ZAR) |
|---|---|---|---|---|---|
| 01 | Diplomat Executive Writing Set — Premium Leather, Gold-Trimmed, 12-Piece | DIP-EX-1200 | 250 | 1,850.00 | 462,500.00 |
| 02 | Diplomat Formal Attire Collection — Tailored Suits, Sizes 38–52, Navy & Charcoal | DIP-FA-3852 | 120 | 8,400.00 | 1,008,000.00 |
| 03 | Diplomat Conference Table — Solid Oak, 6-Metre, with Integrated AV System | DIP-CT-6000 | 8 | 145,000.00 | 1,160,000.00 |
| 04 | Diplomat Leather Briefcase — Full-Grain, RFID-Protected, A4 Capacity | DIP-LB-A4RF | 500 | 2,350.00 | 1,175,000.00 |
| 05 | Diplomat State-Visit Hospitality Kit — Crystal Glassware, Silverware, Linen Set | DIP-SV-HK01 | 40 | 12,750.00 | 510,000.00 |
| 06 | Diplomat Secure Document Portfolio — Fire-Resistant, Lockable, A3 Format | DIP-SD-A3FR | 300 | 3,200.00 | 960,000.00 |
| 07 | Diplomat Executive Vehicle — Sedan, 3.0L V6, Full Diplomatic Specification | DIP-EV-30V6 | 12 | 1,250,000.00 | 15,000,000.00 |
| 08 | Diplomat Office Furniture Package — Ergonomic Chairs, Desks, Filing Units (per office) | DIP-OF-PKG1 | 35 | 48,500.00 | 1,697,500.00 |
| TOTAL PURCHASE ORDER VALUE (Excluding VAT) | 22,973,000.00 | ||||
| VAT @ 15% (South Africa) | 3,445,950.00 | ||||
| GRAND TOTAL (Incl. VAT) | 26,418,950.00 | ||||
All Diplomat products listed in this Purchase Order shall be delivered to the designated receiving facility located at the Cape Town Municipal Procurement Authority warehouse, 123 Government Avenue, City Bowl, Cape Town, 8001, South Africa. The supplier, Diplomat International Trading (Pty) Ltd, is responsible for all freight, insurance, and customs clearance (where applicable for imported Diplomat components) until the goods are physically received and inspected at the Cape Town facility. Delivery must be completed no later than 28 July 2025. Partial deliveries are permitted provided that each shipment is accompanied by a corresponding delivery note referencing this Purchase Order number (PO-SA-CT-2025-04871). The supplier must coordinate delivery windows with the buyer's logistics team at least 48 hours in advance. All Diplomat vehicles (Item 07) must be delivered to the Cape Town Diplomatic Motor Pool, 78 Sea Point Road, Cape Town, 8005, South Africa, with full registration and roadworthiness certification for the Western Cape province.
- Payment shall be made in South African Rand (ZAR) via electronic funds transfer (EFT) to the supplier's designated bank account.
- 30% advance payment (ZAR 7,925,685.00) is due within 10 business days of the supplier's written acceptance of this Purchase Order.
- 60% balance (ZAR 15,851,370.00) is due within 30 days of successful delivery and acceptance of all Diplomat goods at the Cape Town receiving facility.
- 10% retention (ZAR 2,641,895.00) is due 90 days after final acceptance, subject to a satisfactory quality assurance inspection of all Diplomat items.
- Late payments shall attract interest at the rate of 10% per annum, calculated on a daily basis, in accordance with South African commercial law.
- All invoices must reference this Purchase Order number and include the supplier's VAT registration number.
- This Purchase Order is governed by the laws of the Republic of South Africa, specifically the National Treasury Regulations and the Municipal Finance Management Act (MFMA) No. 56 of 2003.
- All Diplomat products must comply with South African National Standards (SANS) and any applicable Western Cape municipal by-laws. The supplier warrants that all items bear the appropriate Diplomat quality certification and carry a minimum 24-month manufacturer's warranty.
- The buyer reserves the right to inspect, test, and reject any Diplomat goods that do not conform to the specifications outlined in this Purchase Order or in the attached technical annexures. Rejected items must be replaced at the supplier's sole cost within 14 business days.
- The supplier shall maintain full product liability insurance covering all Diplomat goods in transit and during the warranty period, with a minimum cover of ZAR 50,000,000.00.
- Any amendments to this Purchase Order must be made in writing and signed by both parties. Verbal modifications are not binding.
- The supplier shall comply with all South African labour, environmental, and anti-corruption legislation, including the Prevention and Combating of Corrupt Activities Act (Act 12 of 2004).
- Disputes arising from this Purchase Order shall be resolved through mediation in Cape Town, South Africa, before either party may initiate arbitration or litigation in the High Court of South Africa, Western Cape Division, Cape Town.
- This Purchase Order becomes effective upon signature by both parties and remains valid until all obligations have been fulfilled or the contract is terminated in accordance with its terms.
By signing below, both parties acknowledge and agree to all terms, conditions, and specifications set forth in this Purchase Order for the supply of Diplomat products to the South Africa Cape Town operational site.
For and on behalf of the Buyer:
Cape Town Municipal Procurement Authority
Name: Mr. Thabo Nkosi
Title: Senior Procurement Officer
Date: ____________________
For and on behalf of the Supplier:
Diplomat International Trading (Pty) Ltd
Name: Ms. Annelie van der Merwe
Title: Account Manager
Date: ____________________
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