Specialist contractor for landfill gas extraction operations, maintenance & emission advisory services (stellenbosch municipality)

Technical enquiries (specifications): Clayton Hendricks, Senior Manager - Waste Management. Phone: 021 808 8228. Email: [email protected].

SCM enquiries: Zenazi Nobavu, Supply Chain Management Unit. Phone: 021 808 8121. Email: [email protected].

Office hours for document collection: 08:00–15:30.

Submission address: Tender box at Stellenbosch Municipality, Town House Complex (Main Building between Town Hall and Municipal Library), Plein Street, Stellenbosch.

Tender documents: Available free of charge on www.stellenbosch.gov.za or as hard copies from the Supply Chain Management Unit (1st Floor, Town House Complex, Plein Street, Stellenbosch) for a non-refundable fee of R455.00 per document.

Submission method: Sealed tender in a clearly marked envelope (with tender number B/SM 116/26) must be deposited in the tender box at Stellenbosch Municipality, Town House Complex (Main Building between Town Hall and Municipal Library), Plein Street, Stellenbosch. The tender box is accessible 24/7. Late, electronic, telephonic, or faxed submissions will not be accepted. Tenders must remain valid for 180 days after closing.

Required forms and documents: All official tender forms must be completed and signed (no re-typed forms accepted). The following must be attached:

• Certificate of Clarification/Virtual Meeting Attendance (signed by tenderer and municipality agent).
• Authority to Sign a Bid (with certified copy of resolution for companies/CCs/partnerships).
• MBD 4 (Declaration of Interest).
• MBD 5 (for procurement above R10M).
• MBD 6.1 (Preference Points Claim Form) with original B-BBEE Certificate (SANAS-accredited) or original Sworn Affidavit (copies of affidavits are not accepted).
• MBD 8 (Declaration of Past Supply Chain Practices).
• MBD 9 (Certificate of Independent Bid Determination).
• MBD 10 (Certificate of Payment of Municipal Accounts) with ID numbers, residential addresses, and municipal account numbers of all members/directors/partners.
• OHSA form with valid Letter of Good Standing from the Compensation Commissioner.
• Form of Indemnity.
• Pricing Schedule (signed).
• Declaration by Tenderer (signed).
• Joint Venture Agreement (if applicable) with percentage contributions of each partner.

Disqualification risks: Failure to attend the compulsory clarification meeting on 11 June 2026 at 10:00 AM (Stellenbosch Landfill Admin Building Boardroom, Off Adam Tas Road (R310), Stellenbosch) will disqualify the bid. Latecomers will not be allowed. Incomplete or unsigned forms, missing mandatory documents, or non-compliance with submission rules (e.g., unsealed envelopes, incorrect marking, or invalid tender documents) will result in disqualification. Tenders not accompanied by the complete tender document set will not be considered.

Evaluation method: 80/20 Preferential Procurement Policy.

• Price: 80 points.
• B-BBEE Status Level of Contribution: 20 points.
• Total: 100 points (including locality points as per Stellenbosch Preferential Procurement Policy).

Mandatory compliance for evaluation:

• Must be registered on the Central Supplier Database (CSD).
• Must be tax compliant (TCS Certificate or PIN from SARS; CSD number acceptable if TCS unavailable).
• Must attend the compulsory clarification meeting (11 June 2026, 10:00 AM).
• Must submit valid B-BBEE documentation (original SANAS-accredited certificate or original Sworn Affidavit for EMEs/QSEs).
• Must provide a valid Letter of Good Standing from the Compensation Commissioner (OHSA compliance).
• Must complete all mandatory returnable schedules (e.g., MBD 4, MBD 5, MBD 6.1, MBD 8, MBD 9, MBD 10).
• Bid must be submitted in the prescribed format (official forms, sealed envelope, correct marking).

Foreign suppliers: Must complete the Pre-Award Questionnaire (Part B:3) unless exempt based on responses to residency, branch, or tax liability questions.

Note: Stellenbosch Municipality reserves the right to reject any or all bids and is not obligated to accept the lowest bid.

Scope: Appointment of a specialist contractor to operate and maintain landfill gas extraction infrastructure and provide emission reduction advisory services to Stellenbosch Municipality until 30 June 2029.

Deliverables:

• Operation and maintenance of landfill gas extraction infrastructure.
• Provision of emission reduction advisory services.
• Compliance with emission reduction targets and regulatory requirements.

Standards and compliance:

• Goods and services must conform to standards specified in the bidding documents and relevant regulations.
• Contractual terms will align with General Conditions of Contract (GCC, JBCC, FIDIC, CIDB, or NEC).
• Contract must be signed using the written contract form (MBD7).

Contract duration: Until 30 June 2029.

Pricing:

• Total bid price must be inclusive of VAT.
• Prices must remain fixed for 180 days after tender closing unless otherwise specified.
• Pricing Schedule must be completed and signed.

Payment terms:

• Payments will be made within 30 days of invoice submission.
• Invoices must be accompanied by a copy of the delivery note and proof of fulfillment of contractual obligations.
• Payments will be in South African Rand (ZAR).

Performance security:

• Successful bidder must provide performance security (e.g., bank guarantee or irrevocable letter of credit) within 30 days of contract award.
• Amount and form will be specified in the Special Conditions of Contract (SCC).
• Security will be discharged and returned within 30 days of contract completion, including warranty obligations.

Variation orders:

• Changes up to 15% of the contract value may be instructed without renegotiation.
• Unit prices may be reduced for measurable quantities, but no price escalation is permitted.

Additional financial notes:

• No refundable fee for tender documents downloaded from the website. Hard copies cost R455.00 (non-refundable).
• The municipality does not bind itself to accept the lowest bid or any bid.

Mandatory registrations and certifications:

• Central Supplier Database (CSD) registration is required to conduct business with the municipality.
• Tax Compliance Status (TCS) Certificate or PIN from SARS. If unavailable, a CSD number must be provided. Foreign suppliers may be exempt if they meet specific criteria (no RSA residency, branch, permanent establishment, income source, or tax liability).
• Valid VAT registration number.
• B-BBEE Status Level Verification Certificate (SANAS-accredited) or original Sworn Affidavit (for EMEs/QSEs). Copies of affidavits are not accepted.
• Letter of Good Standing from the Compensation Commissioner (OHSA compliance).
• Municipal accounts: Proof of payment for all members/directors/partners (MBD 10 form with ID numbers, residential addresses, and municipal account numbers).

Contractual compliance:

• Tender is subject to General Conditions of Contract (GCC, JBCC, FIDIC, CIDB, or NEC) and Stellenbosch Municipality’s Supply Chain Management Policy.
• No award will be made to tenderers with non-compliant tax status.
• Consortia/Joint Ventures: Each party must submit separate TCS/PIN/CSD numbers and a Joint Venture Agreement with percentage contributions.
• No bids will be considered from persons in the service of the State.

Additional requirements:

• Must complete and sign all mandatory forms (e.g., MBD 4, MBD 5, MBD 6.1, MBD 8, MBD 9, MBD 10, OHSA form, Form of Indemnity, Pricing Schedule, Declaration by Tenderer).
• Must provide a valid Letter of Good Standing from the Compensation Commissioner.
• Must declare past Supply Chain Management practices (MBD 8).
• Must submit a Certificate of Independent Bid Determination (MBD 9).