Supply and delivery of ICT hardware equipment for stellenbosch municipality (2026-2028)

Closing date: 06 July 2026 at 12h00. Compulsory clarification meeting: 11 June 2026 at 14:00 at Stellenbosch Municipality Main Entrance Foyer (where the bid box is). Latecomers will not be allowed. Tenders will be opened in public at the Council Chambers or Supply Chain Management Boardroom shortly after closing.

Technical enquiries: Regan Mooideen (ICT Department), Tel: 021 808 8538, Email: [email protected]. SCM requirements: Zenazi Nobavu, Tel: 021 808 8121, Email: [email protected]. Office hours for document collection: 08h00-15h30. Submission address: Tender box at Stellenbosch Municipality, Town House Complex (Main Building between Town Hall and Municipal Library), Plein Street, Stellenbosch. CSD registration assistance: 021 808 8594 or [email protected].

Submit sealed bids in the tender box at Stellenbosch Municipality, Town House Complex (Main Building between Town Hall and Municipal Library), Plein Street, Stellenbosch, by 06 July 2026 at 12h00. Envelopes must be clearly marked with the tender number and description. Late, faxed, emailed, or telephonic submissions are invalid. Bids must remain valid for 180 days after closing. Use only official tender documents issued by Stellenbosch Municipality. All required forms must be completed, signed, and attached. Failure to attend the compulsory clarification meeting on 11 June 2026 at 14:00 at the Main Entrance Foyer will disqualify your bid. Documents must be completed in non-erasable ink; correction fluid or tape is not permitted. All prices must be quoted in South African Rand and inclusive of VAT.

Evaluation uses an 80/20 points system: 80 points for price, 20 points for B-BBEE status level. Mandatory requirements: registration on Central Supplier Database (CSD), tax compliance (valid TCS PIN or CSD number), attendance at the compulsory clarification meeting, submission of complete tender documents in a sealed envelope by the deadline, no bids from persons in the service of the State, and valid B-BBEE status verification (certificate or sworn affidavit for EMEs/QSEs). Disqualifiers include late or incorrectly submitted bids, missing or incomplete documentation, non-compliance with tax or CSD requirements, or failure to attend the clarification meeting. Preferential points may be awarded for locality (business address or lease in Stellenbosch). Additional factors: relevant specifications, value for money, capability to execute the contract, and compliance with PPPFA and associated regulations.

Supply and delivery of replacement ICT hardware equipment as and when required for Stellenbosch Municipality until 30 June 2028. Goods must: conform to standards specified in the bidding documents; be new, unused, of current models, and incorporate recent design/material improvements; have no defects in design, materials, or workmanship under normal use. Warranty: 12 months after delivery or 18 months after shipment, whichever is earlier. Supplier must: provide packing sufficient to prevent damage during transit; allow inspection, testing, or analysis of goods at any stage. Non-compliant goods will be rejected at the supplier’s cost and must be replaced. Inspection costs for compliant goods are covered by the purchaser; non-compliant goods’ inspection costs are the supplier’s responsibility. Supplier’s premises and records are subject to inspection/audit by the purchaser.

Supplier must deliver goods or render services as per contract terms. For variation orders where changes do not exceed 15% of the original contract value, the supplier may be instructed to proceed. Unit prices may be renegotiated downward if measurable quantities are involved, provided there is no price escalation.

Goods must conform to standards specified in the bidding documents. Supplier’s premises and records are subject to inspection/audit by the purchaser. Pre-bidding testing costs are for the bidder’s account. Contract goods may be inspected, tested, or analyzed post-delivery. Non-compliant goods will be rejected at the supplier’s cost and must be replaced. Inspection costs for compliant goods are covered by the purchaser; non-compliant goods’ inspection costs are the supplier’s responsibility.

Pricing Schedule form must be completed and signed. All prices must be in South African Rand and inclusive of VAT. Total bid price must remain fixed. VAT registration is mandatory for contracts exceeding R1,000,000. Invoices must display VAT number for supplies over R3,000. Municipal debt may result in payment deductions or disqualification.

Pricing must be in South African Rand and inclusive of VAT. Total bid price must remain fixed. Payment terms: invoices must be accompanied by a delivery note and submitted for payment within 30 days. Prices quoted in the bid are final unless adjusted per contract terms. Performance security (bank guarantee, irrevocable letter of credit, or cashier’s/certified cheque) must be furnished within 30 days of contract award. Supplier is responsible for all taxes, duties, and levies until delivery. No contract will be awarded to bidders with outstanding tax or municipal debt. VAT registration is mandatory for contracts exceeding R1,000,000. VAT number must be displayed on invoices for supplies over R3,000. Pricing Schedule form must be completed and signed.

Bidders must: be registered on the Central Supplier Database (CSD) with a valid MAAA number; submit a Tax Compliance Status (TCS) certificate or SARS PIN (CSD number may be provided if TCS is unavailable); submit a B-BBEE certificate (SANAS-accredited) or original sworn affidavit (for EMEs/QSEs) to claim preference points; ensure municipal accounts are in good standing and declare all municipal account numbers in the Stellenbosch area. Required forms: MBD 4 (Declaration of Interest), MBD 6.1 (Preference Points Claim Form), MBD 8 (Declaration of Past SCM Practices), MBD 9 (Certificate of Independent Bid Determination), MBD 10 (Certificate of Payment of Municipal Services), OHSA form, Letter of Good Standing from Compensation Commissioner, Form of Indemnity, Pricing Schedule, and Declaration by Tenderer. Joint ventures must submit a copy of the JV agreement with percentage contributions. No bids accepted from persons in the service of the State.

OHSA form must be completed and signed. A valid Letter of Good Standing from the Compensation Commissioner must be attached. Supplier must comply with Occupational Health and Safety requirements as per the contract.

Contract duration: until 30 June 2028. Warranty: 12 months after delivery or 18 months after shipment, whichever is earlier. Supplier must repair or replace defective goods at no cost upon notification. Payment: within 30 days of invoice submission, accompanied by a delivery note. Prices are fixed unless adjusted per contract terms. Variation orders allowed for changes up to 15% of the original contract value. Supplier may not assign obligations without written consent. Subcontracts must be notified in writing. Delays may incur penalties (prime interest rate per day) or contract termination. Termination for default or insolvency is possible. Force majeure events exempt supplier from penalties. Disputes resolved via mediation or South African courts. Contract governed by South African law. Supplier liable for taxes/duties until delivery. No collusive bidding or restrictive practices allowed.

Evaluation uses an 80/20 points system: 80 points for price, 20 points for B-BBEE status level. Additional factors: relevant specifications, value for money, capability to execute the contract, and compliance with PPPFA and associated regulations. B-BBEE points require a valid certificate or sworn affidavit. Locality points may be awarded based on business address or lease agreement.