Venue and catering services for certificate ceremony - cape agulhas municipality (Q21/2026/27)

{"closingDate":"18 September 2026","closingTime":"12H00"}

Site Meeting / Information Session: Not Compulsory.

{"name":"Ms. G Koopman","email":"[email protected]","phone":"028-425-5500","department":"FINANCE: SCM DEPARTMENT Strategic Services","address":"UIRED TO FILL IN AND SIGN A WRITTEN CONTRACT FORM (MBD7)."}

The following general conditions will apply to the tender: 8. We undertake to make payment for the services

rendered in accordance with the terms and conditions of

1. All bids must be submitted on the official forms the contract, within 30 (thirty) days after receipt of an

supplied by the municipality. invoice.

9. A firm completion period/date must be indicated from the2. Under no circumstances, whatsoever may the bid forms

official order date. be retyped or redrafted.

10. No bid will be accepted from persons in the service of the
11. Subject to the provisions of clause 5 of this document, no state.

alterations / corrections to the information in the

document (including pricing) may be performed by 11. Sealed tender marked “Tender Nr: Q21/2026/27 VENUE

pasting another page over it with glue. AND CATERING FOR HOSTING CERTIFICATE

CEREMONY “must be placed in the tender box at the

4. The use of correction fluid / tape is prohibited. Municipal Offices, 1 Dirkie Uys Street, Bredasdorp or

posted to reach the Municipal Manager, Cape Agulhas

5. Notwithstanding the provisions of clause 3 of this Municipality, PO Box 51, Bredasdorp, 7280 not later than

document, alterations and/or corrections may only be 12:00 on Friday, 18 September 2026 after which it will

affected as follows: be opened in the public.

5.1 By striking a straight line in black ink through the 12. Any bid received without the “Bid Number and / or Title”

incorrect information in such a manner that the clearly endorsed on the envelope will not be opened and

information that has been struck through remains legible; read out during the bid opening session and will not be

writing, the altered or corrected information as considered.

appropriate (under, above or next to the information to be 13. Council reserves the right not to accept any tender. No

corrected) and initialing in the margin next to each and faxes or e-mails will be accepted and only the

every alteration or correction. municipal tender form supplied may be used.

5.2 All corrections/alterations to the Pricing Schedule / Bill of 14. A Tax Compliance status pin as issued by the South

Quantities (BoQ) and / or any pricing not affected in African Revenue Service, must be submitted with the

accordance with clause 5.1 above, will be rejected. tender, otherwise the tender will be disqualified.

6. Bids submitted must be complete in all respects. 15. The 80/20 scoring system, as stated in the Cape Agulhas

6.1 The bidder is advised to check the number of pages and Municipal Supply Chain Management Policy, will be used

to satisfy himself that none are missing or duplicated. when considering tenders.

6.2 The bidder must ensure that his/her bid document is 16. PAYMENT OF MUNICIPAL ACCOUNTS (SHEDULE 1

securely bound. D)

6.2.1 All supporting documents must be submitted by The tenderer must attach a Latest Municipal account,

either stapling it to the relevant form in the bid which provides proof that his payment of Municipal

document, or by submitting a bound annexure accounts is up-to-date and completes the certificate for

containing all supporting documents. municipal services and must be verified by the

Municipality where account is held. In the event of

6.2.2 The Municipality will not take any responsibility leasing, a lease agreement must be attached to the

for missing / lost pages, in cases where the tender document.

bidder submits loose pages (not securely

attached to the bid document or annexure with 17. Please note that any suspicious collusive bidding

supporting documents). behaviour and restrictive practices by bidders will be

reported to the Competition Commission for investigation

7. All schedules as well as the following documents must and possible imposition of administrative penalties.

be completed and submitted with the bid documents,

failure to complete and submit the following will invalidate 18. The tender must be valid for up to 90 days after the

your bid: closing date.

a) CAMBD 1 - Invitation to Bid 19. Any bid received after the appointed time for the closing

b) CAMBD 4 - Declaration of Interest of bids shall not be considered but shall be filled

c) CAMBD 6.1 - Preference Points Form in unopened with other bids received, which bid(s) can be

Terms of The Preferential Procurement returned to the bidder at his request and cost.

Regulations 2022 20. PRICING

d) CAMBD 8 - Declaration of Bidder’s

20.1 Rates and prices offered by the bidder must be written Past Supply Chain Management Practices

into the pricing schedule or form of offer of this

e) CAMBD 9 - Certificate of Independent document by hand, completed in full and originally

Bid Determination signed by the duly authorized signatory.

f) Form of Offer and Acceptance

Reference nr: Q21/2026/27 21 | P a g e

20.2 All prices shall be quoted in South African currency, 23.2 Check the highest ranked tender or tenderer with the

and be INCLUSIVE OF Value Added Tax (VAT) highest number of tender evaluation points after the

evaluation of tender offers in accordance with

20.3 Bid prices must include all expenses, disbursements, paragraph 20 for:

and costs (e.g., transport, accommodation etc.) which

may be required for the execution of the bidder’s a) the gross misplacement of the decimal

obligations in terms of the contract. Bid prices shall point in any unit rate;

cover the cost of all general risks, liabilities and b) omissions made in completing the pricing

obligations set forth or implied in the Contract, as well schedule or bills of quantities; or

as overhead charges and profit (in the event that the

c) arithmetic errors in: bid is successful), unless otherwise specified.

i) line-item totals resulting from the

20.4 All bid prices will be final and binding. product of a unit rate and a quantity

20.5 A bid will not be invalidated if the amount in words and in bills of quantities or schedules of

the amount in figures do not correspond, in which case prices; or

the amount in words shall be read out at the bid ii) the summation of the prices.

opening and shall be deemed to be the bid amount;

23.3 Notify the tenderer of all errors or omissions that are therefore, where there is a discrepancy between the

identified in the tender offer and either confirm the amount in figures and the amount in words, the amount

tender offer as tendered or accept the corrected total of in words shall apply.

prices.

20.6 If a bidder becomes a registered VAT vendor during

23.4 Where the tenderer elects to confirm the tender offer the contract period, the prices/rates as per the initial

as tendered, correct the errors as follows: award will be considered to be inclusive of VAT and no

price adjustment (s) will be allowed. a) If bills of quantities or pricing schedules

21. ADMISSION OF BIDS apply and there is an error in the line-item

total resulting from the product of the unit

21.1 Bidders shall be allowed to submit bids by mail, by

rate and the quantity, the line-item total courier or by hand into the bid box or at the physical

address of the municipality (reception, over the counter shall govern, and the rate shall be

at the SCMU as applicable) before the closing time of corrected. Where there is an obviously

the bids. gross misplacement of the decimal point in

the unit rate, the line-item total as quoted21.2 Bids received via courier services must be submitted in

time and deposited into the bid box by the courier shall govern, and the unit rate shall be

services. Officials may not deposit bids into the bid corrected.

box on behalf of courier services, and the Municipality

accepts no responsibility for late delivery by courier b) Where there is an error in the total of the

services or for delivery at the wrong address. prices either as a result of other corrections

required by this checking process or in the21.3 Tenders that are deposited in the incorrect box or late

tenderer's addition of prices, the total of the will not be considered.

prices shall govern, and the tenderer will be

22. BID OPENING asked to revise selected item prices (and

22.1 Bids should be opened in public at the Cape Agulhas their rates if bills of quantities apply) to

Municipal Offices as soon as possible after the closing achieve the tendered total of the prices.

time for the receipt of bids.

24. Requirements of a valid bid:

22.2 Where practical, prices will be read out at the time of

opening bids. 24.1 The following duly completed documents and / or

information must be submitted with the submission of

22.3 The Municipality will record in a register (which is open the bid. Failure to comply with this requirement will

to public inspection) and publish on its website the invalidate the bid. The bid will not be considered, and

details of bids received by the closing date and time. no further correspondence will be entered into with

22.4 Any bid received after the appointed time for the regard to the following matters:

closing of bids shall not be considered but shall be 24.1.1 Non-submission of a valid Tax

filed unopened with the other bids received, which Clearance Certificate and / or PIN,

bid(s) can be returned to the bidder at his request and

cost. 24.1.2 Incomplete Pricing Schedule or Bill of

Quantities,

23. Arithmetical errors, omissions and

DISCREPANCIES 24.1.3 A Form of Offer not signed in non-

erasable ink,

23.1 Check responsive tenders for discrepancies between

amounts in words and amounts in figures. Where there 24.1.4 Bid submissions with material

is a discrepancy between the amounts in figures and alterations / corrections not in

the amount in words, the amount in words shall govern. compliance with Clause 3 and 5

above will be rejected.

Reference nr: Q21/2026/27 22 | P a g e

24.2 The Municipality may, after the closing date, request 24.2.7.1 If a bidder fails to submit a B-BBEE

additional information or clarification of tenders in certificate or a sworn affidavit with

writing, which will include the following; the bid submission, the

Municipality will not request or

24.2.1 To obtain a copy of the most recent allow the bidder to submit it

municipal account(s) from the afterwards.

recommended bidder;

25. Test for responsiveness

24.2.2 To clarify or verify pricing where the

prices are unclear or an obvious 25.1 A bid will be considered non-responsive if:

mistake has been detected, e.g. a

25.1.1 the bid is not in compliance with the total price was given instead of a unit

specifications. price or vice versa;

25.1.2 the bidder has not fully completed and signed 24.2.3 To obtain the personal income tax

where required, all the returnable documents as number(s) from the recommended

listed in the bid document and/or bidder;

25.1.3 the bidder has failed to clarify or submit any 24.2.4 To obtain a valid Tax compliance

supporting documentation within 3 business days status PIN if the certificate has

of being requested to do so in writing expired or become inactive after the

closing date of the tender; 25.2 The Municipality reserves the right to accept or

reject: 24.2.5 To clarify or obtain outstanding

information on the MBD 6.2 form if 25.2.1 any variation, deviation, bid offer, or alternative

incomplete or partially completed. bid offer; may cancel the bidding process and

reject all bid offers at any time before the 24.2.6 To obtain a valid letter of good

formation of a contract. standing from the Workmen’s

Compensation Commissioner, the 25.2.2 The Municipality has the right to summarily

latest assessment and proof of disqualify any bidder who, either at the date of

payment thereof; submission of a bid or at the date of its award, is

indebted to the Municipality in respect of any 24.2.7 To obtain a valid and original B-BBEE

Municipal rate and taxes or municipal service certificate or sworn affidavit to verify

charges for more than three months. However, preference points claimed by a bidder

an agreement signed by the bidder whereby the where the bidder submitted only a

bidder agrees that a percentage or fixed amounts copy of the B-BBEE certificate or

at the discretion of the municipality, be deducted sworn affidavit with the bid

from payments due to him/her for this bid, until submission.

the debt is paid in full, will also be accepted by

the Municipality.

Popia disclaimer

The Information Officer (Municipal Manager) undertakes that all personal and confidential information will be processed lawfully and in a

reasonable manner that does not infringe the privacy of you or your organization as the data subject. Processing is necessary and

complies with an obligation imposed by law on us, the responsible party and the processing protects your rights to effective service

delivery.

For more details, you can refer to the Cape Agulhas Municipality, Privacy Policy available at www.capeagulhas.gov.za

The Protection of Personal Information Act (POPIA), Act No.

Signed ........................................................ Date .................................................

Name ....................................................... Position .................................................

Tenderer .....................................................................................................................................

Reference nr: Q21/2026/27 23 | P a g e

Form of Offer and Acceptance

Offer

The Employer, identified in the acceptance signature block, has solicited offers to enter into a contract for the

procurement of:

Contract: Q21/2026/27 venue and catering for hosting certificate

Ceremony

The tenderer, identified in the offer signature block, has examined the documents listed in the tender data and

addenda thereto as listed in the returnable schedules, and by submitting this offer has accepted the conditions

of tender.

By the representative of the tenderer, deemed to be duly authorized, signing this part of this form of offer and

acceptance, the tenderer offers to perform all of the obligations and liabilities of the service provider under the

contract including compliance with all its terms and conditions according to their true intent and meaning for

an amount to be determined in accordance with the conditions of contract identified in the contract data.

The offered total of the prices inclusive of value added tax is

........................................................................................................ Rands (in words);

R.......................................................in figures

This offer may be accepted by the Employer by signing the acceptance part of this form of offer and

acceptance and returning one copy of this document to the tenderer before the end of the period of validity

stated in the tender data, whereupon the tenderer becomes the party named as the service provider in the

conditions of contract identified in the contract data.

Signature . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

Name . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

Municipality . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

for the tenderer

(Name and . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

address of

organization) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

Name and

Compulsory returnable documents include: CAMBD 1 (Invitation to Bid), CAMBD 2 (Tax Compliance Status Pin), Authority of Signatory (Schedule 1A), Compulsory Enterprise Questionnaire (Schedule 1B), Documents of Incorporation (Schedule 1C), Payment of Municipal Accounts (Schedule 1D), B-BBEE Status Level Certificates (Schedule 1E), CAMBD 4 (Declaration of Interest), CAMBD 6.1 (Preference Points Claim), CAMBD 8 (Declaration of Bidder's Past Supply Chain Management Practices), CAMBD 9 (Certificate of Independent Bid Determination).

Bidders must be registered on the Central Supplier Database (CSD) and submit a valid SARS Tax Compliance Status PIN. A Certificate of Acceptability (COA) for Food Handling issued by the Local Authority Environmental Health Department must be attached. Venue services must be supplied by bidders located within the Cape Agulhas municipal area. Bidders must complete and submit all compulsory returnable documents: CAMBD 1 (Invitation to Bid), CAMBD 4 (Declaration of Interest), CAMBD 6.1 (Preference Points Claim), CAMBD 8 (Declaration of Bidder's Past SCM Practices), CAMBD 9 (Certificate of Independent Bid Determination), Form of Offer and Acceptance, Schedule 1A (Authority of Signatory), Schedule 1B (Enterprise Questionnaire), Schedule 1C (Documents of Incorporation), Schedule 1D (Payment of Municipal Accounts with latest municipal account and certificate), Schedule 1E (B-BBEE certificate or sworn affidavit for EME/QSE), and Schedule 1F (Schedule of Work Satisfactorily Carried Out). Bids must be submitted on official forms, initialled on every page, and any alterations must be made in accordance with the specified correction method. Bidders must not be in arrears with any municipal account for more than 3 months. No bids will be accepted from persons in the service of the state.

NO. numbers

1. VENUE HIRE & CATERING SERVICES to host a Certificate Ceremony

1.1. Introduction

This formal quotation is focused on the procurement of venue and catering services to host a Certificate Ceremony

held by Cape Agulhas Municipality on the evening of 9 October 2026.

1.2. Scope Of Work

Cape Agulhas Municipality required support for the event and catering services which includes but is not limited to

the following:

1.3. Venue Hire: Venues are required within Cape Agulhas and must include the following:

• The venue must have an alternative power supply to accommodate possible load shedding.
• The venue must have secure parking for guests.
• Adequate parking for 80 guests.
• The venue must comply with all disaster management requirements.
• The venue is clean, safe and suitable for a formal certificate ceremony

1.4. Audio-visual equipment: Audio visual equipment that is required by Cape Agulhas Municipality in relation to events

including but is not limited to the following:

• Lighting
• Sound equipment

1.5. Event Décor:

• Event Accessories & Furniture
• Seating Hire
• Event Linen
• Cutlery
• Crockery
• Glassware

Reference nr: Q21/2026/27 7 | P a g e

2. Catering: Catering is required for ± 75 people and should cater for a variety of dietary requirements such as halaal,

kosher, vegan etc. The final number of delegates will be confirmed in advance, and the final catering account must

be calculated based on the actual number of attendees.

2.1. The Expenditure on catering services includes, but is not limited to:

3 course dinner comprising:

• Canapés – Finger-food bites
• Main meal

− Lamb Chops

− Sherry Snoek

− Boerewors

− Potato & Sweet Potato Bake

− Stir Fry Vegetables and Pasta Rice

− Mix Salad

• Dessert Cheesecake with cream

2.2. Snacks on arrival

2.3. Drinks on arrival (Non-alcoholic).

3. Related Services:

Related event support services, such as set-up, audio and visual, overlay, entertainments (Background music),

hospitality management.

4. Project Timeframe

The event will take place on 9 October 2026 in the evening, to start 18:00 – 18:30.

5. Project Location

Within Cape Agulhas

Catering requirements:

• In terms of the Halaal meals, if applicable the service provider must be Halaal certified. If not, the Halaal meals

must be outsourced.

• The Tenderer / caterer must submit a copy of a Certificate of Acceptability (COA) for Food Handling (No. June 2018) in terms of Food Premises issued by the Local Authority: Environmental Health Department.

• Kindly adhere to health regulations (wearing head covers and gloves) when preparing and serving food

• All meals must be dished and served by the successful service provider.

Any tender submitted that do not meet ALL of the requirements in this document will automatically be

discarded from the evaluation process.

Signed ........................................................ Date .................................................

Name ....................................................... Position .................................................

Tenderer ........................................................................................................................................

Reference nr: Q21/2026/27 8 | P a g e

9. (Schedule 1F) Schedule of work experience of tenderer- Is the form duly completed Yes No

and signed?

22.2 Where practical, prices will be read out at the time of

opening bids. 24.1 The following duly completed documents and / or

information must be submitted with the submission of

22.3 The Municipality will record in a register (which is open the bid. Failure to comply with this requirement will

to public inspection) and publish on its website the invalidate the bid. The bid will not be considered, and

details of bids received by the closing date and time. no further correspondence will be entered into with

22.4 Any bid received after the appointed time for the regard to the following matters:

closing of bids shall not be considered but shall be 24.1.1 Non-submission of a valid Tax

filed unopened with the other bids received, which Clearance Certificate and / or PIN,

bid(s) can be returned to the bidder at his request and

cost. 24.1.2 Incomplete Pricing Schedule or Bill of

4.1. The goods supplied shall conform to the standards mentioned in the bidding documents and specifications.

5. Use of contract documents and information; inspection.

5.1. The supplier shall not, without the purchaser’s prior written consent, disclose the contract, or any provision thereof, or any

specification, plan, drawing, pattern, sample, or information furnished by or on behalf of the purchaser in connection therewith, to any

person other than a person employed by the supplier in the performance of the contract. Disclosure to any such employed person

shall be made in confidence and shall extend only as far as may be necessary for purposes of such performance.

5.2. The supplier shall not, without the purchaser’s prior written consent, make use of any document or information mentioned in GCC

clause 5.1 except for purposes of performing the contract.

5.3. Any document, other than the contract itself mentioned in GCC clause 5.1 shall remain the property of the purchaser and shall be

returned (all copies) to the purchaser on completion of the supplier’s performance under the contract if so required by the purchaser.

5.4. The supplier shall permit the purchaser to inspect the supplier’s records relating to the performance of the supplier and to have them

audited by auditors appointed by the purchaser, if so required by the purchaser.

8.1. All pre-bidding testing will be for the account of the bidder.

8.2. If it is a bid condition that supplies to be produced or services to be rendered should at any stage during production or execution or on

completion be subject to inspections tests and analysis, the bidder or contractor’s premises shall be open, at all reasonable hours, for

inspection by a representative of the purchaser or an organization acting on behalf of the purchaser.

8.3. If there are no inspection requirements indicated in the bidding documents and no mention is made in the contract, but during the

contract period it is decided that inspections shall be carried out, the purchaser shall itself make the necessary arrangements, including

payment arrangements with the testing authority concerned.

8.4. If the inspections, tests and analyses referred to in clauses 8.2 and 8.3 show the goods to be in accordance with the contract

requirements, the cost of the inspections, tests and analyses shall be defrayed by the purchaser.

8.5. Where the goods or services referred to in clauses 8.2 and 8.3 do not comply with the contract requirements, irrespective of whether

such goods or services are accepted or not, the cost in connection with these inspections, tests or analyses shall be defrayed by the

supplier.

8.6. Supplies and services which are referred to in clauses 8.2 and 8.3 and which do not comply with the contract requirements may be

rejected.

8.7. Any contract goods may on or after delivery be inspected, tested or analysed and may be rejected if found not to comply with the

requirements of the contract. Such rejected goods shall be held at the cost and risk of the supplier who shall, when called upon,

remove them immediately at his own cost and forthwith substitute them with goods which do comply with the requirements of the

contract. Failing such removal the rejected goods shall be returned at the suppliers cost and risk. Should the supplier fail to provide the

substitute goods forthwith, the purchaser may, without giving the supplier further opportunity to substitute the rejected goods, purchase

such goods as may be necessary at the expense of the supplier.

8.8. The provisions of clauses 8.4 to 8.7 shall not prejudice the right of the purchaser to cancel the contract on account of a breach of the

conditions thereof, or to act in terms of Clause 22 of GCC.

Reference nr: Q21/2026/27 28 | P a g e

1. All bids must be submitted on the official forms supplied by the municipality. Under no circumstances, whatsoever may

the bid forms be retyped or redrafted.

2. The prices cast must include all labour, transport, etc, all related costs of bringing the service to council, without any

hidden costs. The Bidder MUST indicate whether he/she/the entity is a registered VAT Vendor or not.

3. In the case of the Bidder not being a registered VAT Vendor, both columns (sub-total/total excluding AND including

VAT) must reflect the same amount.

4. Please take note that bidders that do not complete the mentioned pricing schedule, will be considered as submitting a

non-responsive bid.

5. The quantities indicated are only estimates and might vary during the contract period due to the municipality’s

operational requirements and available budget. This is only indicated as such for evaluation purposes.

6. The Total amount of the RFQ is below R300 000.00 and only one service provider will be appointed upon the approval

of the purchase order by the Municipality.

Indicate with an „x‟

Are you/is the firm a registered VAT Vendor YES NO

If “YES”, please provide VAT number

I / We ________________________________________________________________________________

(full name of Bidder) the undersigned in my capacity as ________________________________________

of the firm _____________________________________________________________________________

hereby offer to Cape Agulhas Municipality to render the services as described, in accordance with the specification and

conditions of contract to the entire satisfaction of the Cape Agulhas Municipality and subject to the conditions of tender, for

the amounts indicated hereunder:

Estimated Unit per Person

Item Description Amount

Quantity

Venue Hire (suitable for a certificate ceremony, incl. Seating arrangements and table decor for 75

1 R guests, & cleaning after event)

Catering (Canapés/finger-foods and non-alcoholic drinks

on arrival, main meal and dessert, water on table) ±75 people

2 (The final number of delegates will be confirmed in R R

advance, and the final catering account must be

calculated based on the actual number of attendees.)

Related Services (Related event support services, such as set-up, sound & audio, overlay,

3 r

entertainments (background music), hospitality management.

Sub total r

VAT@ 15% r

Total carried over to cover page & form of offer r

Signed ........................................................ Date .................................................

Name ....................................................... Position .................................................

Tenderer ........................................................................................................................................

Reference nr: Q21/2026/27 9 | P a g e

Certificate of acceptability

The Tenderer / caterer must attached to this page a copy of a Certificate of Acceptability

(COA) for Food Handling (No. June 2018) in terms of Food Premises issued by

the Local Authority: Environmental Health Department.

The Minister of Health has published Regulations setting out the general hygiene

requirements for a food premises and for the transportation of food. ... Every

establishment that prepares and or sells food to a consumer is required to hold a valid

“certificate of acceptability”

What is a certificate of acceptability for food premises?

Every establishment that prepares and or sells food to a consumer is required to hold a

valid “certificate of acceptability”. ... A "person in charge" is defined as a natural person

who is responsible for the food premises or the owner of the food premises

What is certificate of acceptability?

The certification inspection is based on all of the hygiene standards as set out in the

Regulations. When do I need to apply for a “certificate of acceptability” for food service?

... A "person in charge" is defined as a natural person who is responsible for the food

premises or the owner of the food premises.

Signed ........................................................ Date .................................................

Name ....................................................... Position .................................................

Tenderer ........................................................................................................................................

Reference nr: Q21/2026/27 10 | P a g e

Cambd 2

Tax compliance status pin

It is a condition of bid that the taxes of the successful bidder must be in order, or that

Satisfactory arrangements have been made with South African Revenue Service (SARS) to

meet the bidder’s tax obligations.

In terms of SCM Regulation 43(1) and the SCM policy of a municipality must, irrespective of the

procurement processes followed, state that the municipality may not make any award to a person

whose tax matters have not been declared in order by the South African Revenue Services. Before

making an award to a person, a municipality must first check with SARS whether that person’s tax

matters are in order.

The tenderer must attach to this page a Tax Compliance status pin that remains valid

for the duration of the bid validity, as issued by the South African Revenue Service.

Failure to submit a Tax Compliance status pin will result in the invalidation of the

tender.

Signed ........................................................ Date .................................................

Name ....................................................... Position .................................................

Tenderer ........................................................................................................................................

Reference nr: Q21/2026/27 11 | P a g e

Schedule 1a: authority of signatory

Indicate the status of the tenderer by ticking the appropriate box hereunder. The tenderer

must complete the certificate set out below for the relevant category.

A b c d e

Company Partnership Joint Venture Sole Proprietor Close Corporation

A. Certificate for company

I,......................................................., chairperson of the board of directors of

........................................................., hereby confirm that by resolution of the board

(copy attached) taken on ...................20...., Mr/Mrs............................acting in the

capacity of..........................................................,was authorised to sign all documents

in connection with this tender and any contract resulting from it on behalf of the company.

As witness

1........................................... .............................................

. Chairman

2........................................... ...............................................

Date

B. Certificate of partnership

We, the undersigned, being the key partners in the business trading as

....................................

hereby authorise Mr/Mrs............................................................, acting in the capacity

of................................................to sign all documents in connection with the tender for

Contract.....................................................................and any contract resulting from

it on our behalf.

Name address signature date

NOTE: This certificate is to be completed and signed by all of the key partners upon who rests the direction of the affairs of the Partnership

as a whole.

Reference nr: Q21/2026/27 12 | P a g e

C. Certificate for Joint Venture

We, the undersigned, are submitting this tender offer in Joint Venture and hereby

authorise Mr/Mrs................................, authorised signatory of the company

..............................,

acting in the capacity of lead partner, to sign all documents in connection with the tender

offer for Contract................................................and any other contract resulting

from it on our behalf.

This authorisation is evidenced by the attached power of attorney signed by legally

authorised signatories of all the partners to the Joint Venture.

Name of firm address authorising signature,

Name & capamunicipality

Lead partner

D. Certificate for sole proprietor

I, ......................................................., hereby confirm that I am the sole owner of the

business trading as................................................................................................

As Witness:

1........................................................... ....................................

Signature: Sole owner

2.......................................................... .....................................

Date

E. Certificate for Close Corporation

We, the undersigned, being the key members in the business trading

as.............................................hereby authorise Mr/Mrs..........................................

Acting in the capacity of............................................................, to sign all documents in

connection with the tender for Contract...................................................and any contract

resulting from it on our behalf.

Name address signature date

NOTE: This certificate is to be complete and signed by all the key members upon whom rests the direction

of the affairs of the Close Corporation as a whole.

Reference nr: Q21/2026/27 13 | P a g e

Schedule 1b: compulsory enterprise questionnaire

The following particulars must be furnished. In the case of a joint venture, separate enterprise questionnaires in respect

of each partner must be completed and submitted.

Section 1: Enterprise details

Name of enterprise

Contact Person

Email

Telephone

Cellphone

Fax

Physical Address

Postal Address

Central supplier database MAAA

registration number

Section 2: Particulars of companies and close corporations

Company / Close Corporation

registration number:

Section 3: SARS information:

Tax reference number:

VAT registration number, if any:

Section 4: CIDB registration number: N/A

Section 5: Particulars of principles

Principle: means a natural person who is a partner in partnership, a sole proprietor, a director of a company established

in terms of the Companies Act of 2008 (Act. No. ) a member of a close corporation registered in terms of the

Close Corporation Act, 1984 (Act No.)

Full name of principal Identity number* Personal income tax number*

• Please complete and attach copies of Identity documents.

Section 6: Banking Details of companies and close corporations

Bank name and branch: ..................................................................................................

Bank account number: .....................................................................................................

Name of account holder: .................................................................................................

Signed ........................................................ Date .................................................

Name ....................................................... Position .................................................

Tenderer .....................................................................................................................................

Reference nr: Q21/2026/27 14 | P a g e

Schedule 1c: documents of incorporation (ck2)

The Tenderer must attach to this page a copy of the certificate of incorporation of his/her company, close

corporation of partnership. In the case of a joint venture between two or more firms, the tenderer shall

attach a copy of the document of incorporation of the joint venture.

Signed ........................................................ Date .................................................

Name ....................................................... Position .................................................

Tenderer........................................................................................................................................

Reference nr: Q21/2026/27 15 | P a g e

Schedule 1d: payment of municipal accounts

In terms of the Municipal Supply Chain Management Policy and System and its Preferential

Procurement Policy, tenderers must ensure that they are up-to date with their payments of

municipal accounts.

The tenderer must attach to this page, a Latest Municipal account, which provides proof that

his payment of Municipal accounts is up-to-date and complete the certificate for municipal

services on the next page. In the event of leasing, a lease agreement Must be attached to the

tender document.

Signed ........................................................ Date .................................................

Name ....................................................... Position .................................................

Tenderer ..................................................................................................................................

Reference nr: Q21/2026/27 16 | P a g e

Certificate for municipal services (compulsory to complete)

Declaration in terms of clause 112(1) of the municipal finance management act

(NO.) - (To be signed in the presence of a Commissioner of Oaths)

I, _______________________________________ , ____________________ (full name and ID no.), hereby

acknowledge that according to SCM Regulation 38(1)(d)(i), the Municipality may reject the tender of the

tenderer if any municipal rates and taxes or municipal service charges owed by the Tenderer or any of its

directors/members/partners to the Cape Agulhas Municipality, or to any other municipality or municipal entity,

are in arrears for more than 3 (three) months.

I declare that I am duly authorised to act on behalf of ________________________________________ (name

of the firm) and hereby declare, that to the best of my personal knowledge, neither the firm nor any

director/member/partner of said firm is in arrears on any of its municipal accounts with any municipality in the

Republic of South Africa, for a period longer than 3 (three) months.

I further hereby certify that the information set out in this schedule and/or attachment(s) hereto is true and

correct. The Tenderer acknowledges that failure to properly and truthfully complete this schedule may result

in the tender being disqualified, and/or in the event that the tenderer is successful, the cancellation of the

contract.

Physical business address(es) of the tenderer municipal account number

FURTHER DETAILS OF THE BIDDER’S Director / Shareholder Partners, ect.:

Physical residential

Physical address of the Municipal Account Municipal AccountDirector /Shareholder / partner address of the Director / Business number(s) number(s) shareholder / partner

NB: Please attach certified copy(ies) of ID document(s)

If the entity or any of its Directors/Shareholders/Partners, etc. rents/leases premises, a copy of the

rental/lease agreement must be submitted with this tender.

Number of sheets appended by the tenderer to this schedule (If nil, enter NIL)

Signature Position Date

COMMISSIONER OF OATHS Apply official stamp of authority on this page:

Signed and sworn to before me at _______________________ , on

this _________________________ day of _________________ 20

by the Deponent, who has acknowledged that he/she knows and

understands the contents of this Affidavit, it is true and correct to the

best of his/her knowledge and that he/she has no objection to taking the

prescribed oath, and that the prescribed oath will be binding on his/her

conscience.

Commissioner of oaths:-

Position: _________________ ____________________________

Address: _________________ ____________________________

Tel: _______________________________________________

Reference nr: Q21/2026/27 17 | P a g e

Schedule 1e: broad-based black economic empowerment (b-

Bbee) status level certificates

A bidder who qualifies as an EME in terms of the B-BBEE Act must submit a sworn

affidavit confirming Annual Total Revenue and Level of Black Ownership.

A Bidder other than EME or QSE must submit their original and valid B-BBEE

status level verification certificate or a certified copy thereof, substantiating

their B-BBEE rating issued by a Registered Auditor approved by IRBA or a

Verification Agency accredited by SANAS.

Minimum requirements for valid b-bbee status level verification

CERTIFICATES (The following information must be on the face of the certificate) Indicate with (x)

yes no

The name and the physical location of the measured entity

The registration number and, where applicable, the VAT number of the measured

entity

The date of issue and date of expiry

The certificate number for identification and reference

The scorecard that was used (for example EME, QSE or Generic)

The name and / or logo of the verification Agency

The SANAS logo

The certificate must be signed by the authorized person from the Verification

Agency

The B-BBEE Status level of Contribution obtained by the measured entity.

Failure on the part of a bidder to claim, fill in and/or to sign CAMBD 6.1 and

submit a B-BBEE Verification Certificate from a Verification Agency accredited by

the South African Accreditation System (SANAS), or a Registered Auditor approved

by the Independent Regulatory Board of Auditors (IRBA) or a sworn affidavit

confirming annual turnover and level of black ownership in case of an EME and QSE

together with the bid, will be interpreted to mean that preference points for B-BBEE

status level of contribution are not claimed.

Signed ........................................................ Date .................................................

Name ....................................................... Position .................................................

Tenderer .....................................................................................................................................

Reference nr: Q21/2026/27 18 | P a g e

Schedule 1f: schedule of work satisfactorily carried out by the tenderer

The following is a statement of projects successfully completed by your company. This schedule will be used to conduct a risk assessment of the Tenderers capacity to undertake the project and all information

must be completed in full or the Tender may be considered non-responsive. Indication of Competence / Ability to Perform Successfully

List of recent or previous work of a similar nature within the last 5 years undertaken by the firm MUST be completed.

Employer (Name, Tel, Fax, Email) Nature of work Value of work (Incl. VAT) Date started Date completed

1. Name of entity

Contact Person

R //______ //_______ Tel

Email

2. Name of entity

Contact Person

R //______ //_______ Tel

Email

3. Name of entity

Contact Person

R //______ //_______ Tel

Email

4. Name of entity

Contact Person

R //______ //______ Tel

Email

5. Name of entity

Contact Person

R //______ //_______ Tel

Email

The Cape Agulhas Municipality will verify all information submitted in terms of this bid and any information that is incorrect will result in that bid being automatically disqualified and not considered further. Therefore, it is stressed

that the contact firm or person of the bidder must be willing to confirm the information in writing on the request by the Municipality.

The Bidder hereby confirms that the information given above is true and correct:

Signed........................................................ Date..........................................

Name......................................................... Tenderer......................................

Reference nr: Q21/2026/27 19 | P a g e

Schedule 1f: references

Assessment of bidder’s past performance by independent reference

(This must be sent by the bidder to the references listed in the Schedule Of Work Satisfactorily Carried Out By The Tenderer. This

form must be completed for each project listed in Schedule 1F by the authorized persons of the bidder’s previous clients.

Alternatively, bidders may submit a letter on the clients official letterhead which includes the information below.

All assessment forms must be attached with the tender submission.

Name of the Entity:

Contact Person:

Contact Number:

Email Address:

Description of Work/Projects:

Contract Value:

Tender Number:

Date of Commencement:

Contract Completion Date:

Name of Bidder:

Your assessment of the Contractor’s performance in the following areas:

Please tick one of the blocks on the righthand side: 1=Poor; 5=Excellent 1 2 3 4 5

Turn-around times

Quality of Product/ Service

Accessibility and Availability

Reliability

Customer Satisfaction

1=Poor; 2=Unsatisfactory; 3=Average; 4=Good; 5=Excellent

Comments

Name & signature of the responsible official:

Official stamp:

Signed on behalf of tenderer: ...............................................................................................

Reference nr: Q21/2026/27 20 | P a g e

1 Checklist

2 Advert 4

3 Invitation to Bid CAMBD 1 (Compulsory Returnable Document) 5 - 6

4 Terms of reference 7 – 9

5 Pricing Schedule 10

Tax Compliance Status Pin Requirements CAMBD 2

6 11

(Compulsory Returnable Document)

Authority Of Signatory (Schedule 1 A)

7 12 – 13

(Compulsory Returnable Document)

Compulsory Enterprise Questionnaire (Schedule 1B)

8 14

(Compulsory Returnable Document)

Documents of Incorporation (Schedule 1C)

9 15

(Compulsory Returnable Document)

Payment of Municipal Accounts (Schedule 1D)

10 16 – 17

(Compulsory Returnable Document)

Broad-Based Black Economic Empowerment (B-BBEE) Status Level

Certificates (Schedule 1E) (Compulsory Returnable Document) 18

Work satisfactorily carried out by the tenderer (Schedule 1F)

12 19-20

(Compulsory Returnable Document)

13 Special Condition 21 – 23

14 Form Of Offer & Acceptance 24 – 25

15 Contract Data 26

16 General Conditions of Contract 27 – 32

Declaration of Interest CAMBD 4 (Compulsory Returnable

17 33 – 36

Document)

2. Yes No Specifications & Pricing Schedules - Is the form duly completed and signed?

3. (CAMBD 2) Are a Tax Compliance status pin attached Yes No

4. Yes No (Schedule 1 A) Authority of Signatory - Is the form duly completed and signed?

Reference nr: Q21/2026/27 8 | P a g e

Pricing schedule

Reference nr: Q21/2026/27 16 | P a g e

Certificate for municipal services (compulsory to complete)

Declaration in terms of clause 112(1) of the municipal finance management act

(NO.) - (To be signed in the presence of a Commissioner of Oaths)

I, _______________________________________ , ____________________ (full name and ID no.), hereby

acknowledge that according to SCM Regulation 38(1)(d)(i), the Municipality may reject the tender of the

tenderer if any municipal rates and taxes or municipal service charges owed by the Tenderer or any of its

directors/members/partners to the Cape Agulhas Municipality, or to any other municipality or municipal entity,

are in arrears for more than 3 (three) months.

I declare that I am duly authorised to act on behalf of ________________________________________ (name

of the firm) and hereby declare, that to the best of my personal knowledge, neither the firm nor any

director/member/partner of said firm is in arrears on any of its municipal accounts with any municipality in the

Republic of South Africa, for a period longer than 3 (three) months.

I further hereby certify that the information set out in this schedule and/or attachment(s) hereto is true and

correct. The Tenderer acknowledges that failure to properly and truthfully complete this schedule may result

in the tender being disqualified, and/or in the event that the tenderer is successful, the cancellation of the

contract.

Physical business address(es) of the tenderer municipal account number

FURTHER DETAILS OF THE BIDDER’S Director / Shareholder Partners, ect.:

Regulations 2022 20. PRICING

d) CAMBD 8 - Declaration of Bidder’s

20.1 Rates and prices offered by the bidder must be written Past Supply Chain Management Practices

into the pricing schedule or form of offer of this

e) CAMBD 9 - Certificate of Independent document by hand, completed in full and originally

f) Form of Offer and Acceptance

Reference nr: Q21/2026/27 21 | P a g e

20.2 All prices shall be quoted in South African currency, 23.2 Check the highest ranked tender or tenderer with the

and be INCLUSIVE OF Value Added Tax (VAT) highest number of tender evaluation points after the

evaluation of tender offers in accordance with

20.3 Bid prices must include all expenses, disbursements, paragraph 20 for:

and costs (e.g., transport, accommodation etc.) which

may be required for the execution of the bidder’s a) the gross misplacement of the decimal

obligations in terms of the contract. Bid prices shall point in any unit rate;

cover the cost of all general risks, liabilities and b) omissions made in completing the pricing

obligations set forth or implied in the Contract, as well schedule or bills of quantities; or

as overhead charges and profit (in the event that the

c) arithmetic errors in: bid is successful), unless otherwise specified.

i) line-item totals resulting from the

20.4 All bid prices will be final and binding. product of a unit rate and a quantity

20.5 A bid will not be invalidated if the amount in words and in bills of quantities or schedules of

the amount in figures do not correspond, in which case prices; or

the amount in words shall be read out at the bid ii) the summation of the prices.

opening and shall be deemed to be the bid amount;

23.3 Notify the tenderer of all errors or omissions that are therefore, where there is a discrepancy between the

identified in the tender offer and either confirm the amount in figures and the amount in words, the amount

tender offer as tendered or accept the corrected total of in words shall apply.

prices.

20.6 If a bidder becomes a registered VAT vendor during

23.4 Where the tenderer elects to confirm the tender offer the contract period, the prices/rates as per the initial

as tendered, correct the errors as follows: award will be considered to be inclusive of VAT and no

price adjustment (s) will be allowed. a) If bills of quantities or pricing schedules

total resulting from the product of the unit

21.1 Bidders shall be allowed to submit bids by mail, by

rate and the quantity, the line-item total courier or by hand into the bid box or at the physical

address of the municipality (reception, over the counter shall govern, and the rate shall be

at the SCMU as applicable) before the closing time of corrected. Where there is an obviously

the bids. gross misplacement of the decimal point in

the unit rate, the line-item total as quoted21.2 Bids received via courier services must be submitted in

time and deposited into the bid box by the courier shall govern, and the unit rate shall be

services. Officials may not deposit bids into the bid corrected.

box on behalf of courier services, and the Municipality

accepts no responsibility for late delivery by courier b) Where there is an error in the total of the

services or for delivery at the wrong address. prices either as a result of other corrections

required by this checking process or in the21.3 Tenders that are deposited in the incorrect box or late

tenderer's addition of prices, the total of the will not be considered.

prices shall govern, and the tenderer will be

22. BID OPENING asked to revise selected item prices (and

22.1 Bids should be opened in public at the Cape Agulhas their rates if bills of quantities apply) to

24.2.2 To clarify or verify pricing where the

prices are unclear or an obvious 25.1 A bid will be considered non-responsive if:

mistake has been detected, e.g. a

25.1.1 the bid is not in compliance with the total price was given instead of a unit

specifications. price or vice versa;

25.1.2 the bidder has not fully completed and signed 24.2.3 To obtain the personal income tax

where required, all the returnable documents as number(s) from the recommended

listed in the bid document and/or bidder;

25.1.3 the bidder has failed to clarify or submit any 24.2.4 To obtain a valid Tax compliance

supporting documentation within 3 business days status PIN if the certificate has

of being requested to do so in writing expired or become inactive after the

closing date of the tender; 25.2 The Municipality reserves the right to accept or

reject: 24.2.5 To clarify or obtain outstanding

information on the MBD 6.2 form if 25.2.1 any variation, deviation, bid offer, or alternative

incomplete or partially completed. bid offer; may cancel the bidding process and

reject all bid offers at any time before the 24.2.6 To obtain a valid letter of good

formation of a contract. standing from the Workmen’s

Compensation Commissioner, the 25.2.2 The Municipality has the right to summarily

latest assessment and proof of disqualify any bidder who, either at the date of

payment thereof; submission of a bid or at the date of its award, is

indebted to the Municipality in respect of any 24.2.7 To obtain a valid and original B-BBEE

Part C1: Agreements and contract data, (which includes this agreement)

Part C2: Pricing data

and drawings and documents or parts thereof, which may be incorporated by reference into Parts above.

Tax Compliance Status Pin Requirements CAMBD 2

Tax Compliance status pin attached Yes No

Tax Compliance status pin as issued by the South African Revenue Service, must be submitted together with the tender

TAX COMPLIANCE STATUS TCS PIN: OR CSD No

Tax compliance requirements

Tax compliance status (tcs) certificate or pin may also be made via e

Tax compliance status system pin code from the south african revenue service (SARS) and if not

Tax compliance status pin

Tax Compliance status pin that remains valid

Tax Compliance status pin will result in the invalidation of the

Tax Compliance status pin as issued by the South

Tax compliance

TCS PIN: OR CSD No

Csd registration nr maaa

Csd number

Csd number must be provided

Central supplier database

Central supplier database MAAA

power of attorney signed by legally

25.1.3 the bidder has failed to clarify or submit any 24.2.4 To obtain a valid Tax compliance

formation of a contract. standing from the Workmen’s

Compensation Commissioner, the 25.2.2 The Municipality has the right to summarily

f Services CAMBD 7.2

Declaration Of Bidder’s Past Supply Chain Management Practices

CAMBD 8 (Compulsory Returnable Document)

Certificate Of Independent Bid Determination CAMBD 9

2. Yes No Specifications & Pricing Schedules - Is the form duly completed and signed?
3. (CAMBD 2) Are a Tax Compliance status pin attached Yes No

Form of Offer - Is the form duly completed and signed?

12. (CAMBD 4) declaration of interest- Is the form duly completed and signed? Yes No

B-BBEE Minimum Level: 10

B-BBEE Details: Invitation to Bid CAMBD 1 (Compulsory Returnable Document) 5 - 6

4 Terms of reference 7 – 9

5 Pricing Schedule 10

Tax Compliance Status Pin Requirements CAMBD 2

6 11

(Compulsory Returnable Document)

Authority Of Signatory (Schedule 1 A)

7 12 – 13

(Compulsory Returnable Document)

Compulsory Enterprise Questionnaire (Schedule 1B)

8 14

(Compulsory Returnable Document)

Documents of Incorporation (Schedule 1C)

9 15

(Compulsory Returnable Document)

Payment of Municipal Accounts (Schedule 1D)

10 16 – 17

(Compulsory Returnable Document)

Broad-Based Black Economic Empowerment (B-BBEE) Status Level

Certificates (Schedule 1E) (Compulsory Returnable Document) 18

Work satisfactorily carried out by the tenderer (Schedule 1F)

12 19-20

(Compulsory Returnable Document)

13 Special Condition 21 – 23

14 Form Of Offer & Acceptance 24 – 25

15 Contract Data 26

16 General Conditions of Contract 27 – 32

Declaration of Interest CAMBD 4 (Compulsory Returnable

17 33 – 36

Document)

Procurement Points Claim Forms in terms of the Preferential

18 Procurement Regulations 2022. CAMBD 6.1 (Compulsory Returnable 37 – 41

Document)

Contract Form - Contract Rendering of Services CAMBD 7.2

19 42 – 43

(Compulsory Returnable Document)

Declaration Of Bidder’s Past Supply Chain Management Practices

20 44– 45

CAMBD 8 (Compulsory Returnable Document)

Certificate Of Independent Bid Determination CAMBD 9

21 46 – 49

(Compulsory Returnable Document)

Reference nr: Q21/2026/27 2 | P a g e

Check list for completeness of bid document

The bidder MUST ENSURE that the following checklist is competed, that the necessary documentation is

attached to this bid document and that all declarations are signed:

1. Completed page containing the details of bidder Yes No

Suppliers may claim preference points in terms of the 80/20 system. B-BBEE Status Level contributor: 10. A bidder other than EME or QSE must submit their original and valid B-BBEE certificate. Failure on the part of a bidder to claim, fill in and/or sign CAMBD 6.1 and submit B-BBEE certificate will result in no preference points being claimed.

hereby invited for:

PUBLISHED 10 September 2026 CLOSING DATE: 18 September 2026

Date:

No later than 12H00. Tenders will be opened immediately thereafter, in public at the Cape Agulhas

CLOSING TIME: Municipality, 1 Dirkie Uys Street, Bredasdorp.

the following:

1.3. Venue Hire: Venues are required within Cape Agulhas and must include the following:

• The venue must have an alternative power supply to accommodate possible load shedding.
• The venue must have secure parking for guests.
• Adequate parking for 80 guests.
• The venue must comply with all disaster management requirements.
• The venue is clean, safe and suitable for a formal certificate ceremony

1.4. Audio-visual equipment: Audio visual equipment that is required by Cape Agulhas Municipality in relation to events

including but is not limited to the following:

• Lighting
• Sound equipment

1.5. Event Décor:

• Event Accessories & Furniture
• Seating Hire
• Event Linen
• Cutlery
• Crockery
• Glassware

Reference nr: Q21/2026/27 7 | P a g e

2. Catering: Catering is required for ± 75 people and should cater for a variety of dietary requirements such as halaal,

kosher, vegan etc. The final number of delegates will be confirmed in advance, and the final catering account must

be calculated based on the actual number of attendees.

2.1. The Expenditure on catering services includes, but is not limited to:

3 course dinner comprising:

• Canapés – Finger-food bites
• Main meal

− Lamb Chops

− Sherry Snoek

− Boerewors

− Potato & Sweet Potato Bake

− Stir Fry Vegetables and Pasta Rice

− Mix Salad

• Dessert Cheesecake with cream

2.2. Snacks on arrival

2.3. Drinks on arrival (Non-alcoholic).

• In terms of the Halaal meals, if applicable the service provider must be Halaal certified. If not, the Halaal meals

must be outsourced.

• The Tenderer / caterer must submit a copy of a Certificate of Acceptability (COA) for Food Handling (No. June 2018) in terms of Food Premises issued by the Local Authority: Environmental Health Department.

• Kindly adhere to health regulations (wearing head covers and gloves) when preparing and serving food

• All meals must be dished and served by the successful service provider.

hidden costs. The Bidder MUST indicate whether he/she/the entity is a registered VAT Vendor or not.

3. In the case of the Bidder not being a registered VAT Vendor, both columns (sub-total/total excluding AND including

VAT) must reflect the same amount.

Section 4: CIDB registration number: N/A

Section 5: Particulars of principles

Principle: means a natural person who is a partner in partnership, a sole proprietor, a director of a company established

in terms of the Companies Act of 2008 (Act. No. ) a member of a close corporation registered in terms of the

Close Corporation Act, 1984 (Act No.)

Full name of principal Identity number* Personal income tax number*

• Please complete and attach copies of Identity documents.

Section 6: Banking Details of companies and close corporations

Bank name and branch: ..................................................................................................

Bank account number: .....................................................................................................

Name of account holder: .................................................................................................

rental/lease agreement must be submitted with this tender.

Number of sheets appended by the tenderer to this schedule (If nil, enter NIL)

Signed and sworn to before me at _______________________ , on

this _________________________ day of _________________ 20

by the Deponent, who has acknowledged that he/she knows and

understands the contents of this Affidavit, it is true and correct to the

best of his/her knowledge and that he/she has no objection to taking the

prescribed oath, and that the prescribed oath will be binding on his/her

conscience.

Commissioner of oaths:-

Position: _________________ ____________________________

Address: _________________ ____________________________

Tel: _______________________________________________

Reference nr: Q21/2026/27 17 | P a g e

Schedule 1e: broad-based black economic empowerment (b-

Bbee) status level certificates

3. Subject to the provisions of clause 5 of this document, no state.

alterations / corrections to the information in the

document (including pricing) may be performed by 11. Sealed tender marked “Tender Nr: Q21/2026/27 VENUE

pasting another page over it with glue. AND CATERING FOR HOSTING CERTIFICATE

CEREMONY “must be placed in the tender box at the

4. The use of correction fluid / tape is prohibited. Municipal Offices, 1 Dirkie Uys Street, Bredasdorp or

posted to reach the Municipal Manager, Cape Agulhas

5. Notwithstanding the provisions of clause 3 of this Municipality, PO Box 51, Bredasdorp, 7280 not later than

document, alterations and/or corrections may only be 12:00 on Friday, 18 September 2026 after which it will

affected as follows: be opened in the public.

5.1 By striking a straight line in black ink through the 12. Any bid received without the “Bid Number and / or Title”

incorrect information in such a manner that the clearly endorsed on the envelope will not be opened and

information that has been struck through remains legible; read out during the bid opening session and will not be

writing, the altered or corrected information as considered.

appropriate (under, above or next to the information to be 13. Council reserves the right not to accept any tender. No

corrected) and initialing in the margin next to each and faxes or e-mails will be accepted and only the

every alteration or correction. municipal tender form supplied may be used.

5.2 All corrections/alterations to the Pricing Schedule / Bill of 14. A Tax Compliance status pin as issued by the South

Quantities (BoQ) and / or any pricing not affected in African Revenue Service, must be submitted with the

accordance with clause 5.1 above, will be rejected. tender, otherwise the tender will be disqualified.

6. Bids submitted must be complete in all respects. 15. The 80/20 scoring system, as stated in the Cape Agulhas

6.1 The bidder is advised to check the number of pages and Municipal Supply Chain Management Policy, will be used

to satisfy himself that none are missing or duplicated. when considering tenders.

6.2 The bidder must ensure that his/her bid document is 16. PAYMENT OF MUNICIPAL ACCOUNTS (SHEDULE 1

securely bound. D)

6.2.1 All supporting documents must be submitted by The tenderer must attach a Latest Municipal account,

either stapling it to the relevant form in the bid which provides proof that his payment of Municipal

document, or by submitting a bound annexure accounts is up-to-date and completes the certificate for

containing all supporting documents. municipal services and must be verified by the

“Closing time” means the date and hour specified in the bidding documents for the receipt of bids.

“Contract” means the written agreement entered into between the purchaser and the supplier, as recorded in the

contract form signed by the parties, including all attachments and appendices thereto and all documents

incorporated by reference therein.

“Contract price” means the price payable to the supplier under the contract for the full and proper performance of his

contractual obligations.

“Corrupt practice” means the offering, giving, receiving, or soliciting of anything of value to influence the action of a public official

in the procurement process or in contract execution.

"Countervailing duties" are imposed in cases where an enterprise abroad is subsidized by its government and encouraged to market

its products internationally

“Country of origin” means the place where the goods were mined, grown or produced or from which the services are supplied.

3.1. Unless otherwise indicated in the bidding documents, the purchaser shall not be liable for any expense incurred in the preparation and

submission of a bid. Where applicable a non-refundable fee for documents may be charged.

3.2. Invitations to bid are usually published in locally distributed news media and on the municipality / municipal entity website.

10.1. Delivery of the goods shall be made by the supplier in accordance with the documents and terms specified in the contract. The details

of shipping and/or other documents to be furnished by the supplier are specified.

21. Delays in the supplier’s performance

21.1. Delivery of the goods and performance of services shall be made by the supplier in accordance with the time schedule prescribed by

the purchaser in the contract.

21.2. If at any time during performance of the contract, the supplier or its subcontractor(s) should encounter conditions impeding timely

delivery of the goods and performance of services, the supplier shall promptly notify the purchaser in writing of the fact of the delay, its

likely duration and its cause(s). As soon as practicable after receipt of the supplier’s notice, the purchaser shall evaluate the situation

and may at his discretion extend the supplier’s time for performance, with or without the imposition of penalties, in which case the

extension shall be ratified by the parties by amendment of contract.

21.3. The right is reserved to procure outside of the contract small quantities or to have minor essential services executed if an emergency

arises, the supplier’s point of supply is not situated at or near the place where the supplies are required, or the supplier’s services are

not readily available.

21.4. Except as provided under GCC Clause 25, a delay by the supplier in the performance of its delivery obligations shall render the

supplier liable to the imposition of penalties, pursuant to GCC Clause 22, unless an extension of time is agreed upon pursuant to GCC

Clause 22 without the application of penalties.

21.5. Upon any delay beyond the delivery period in the case of a supplies contract, the purchaser shall, without cancelling the contract, be

entitled to purchase supplies of a similar quality and up to the same quantity in substitution of the goods not supplied in conformity

with the contract and to return any goods delivered later at the supplier’s expense and risk, or to cancel the contract and buy such

goods as may be required to complete the contract and without prejudice to his other rights, be entitled to claim damages from the

supplier.

Part 1: Contract Data provided by the Employer

GENERAL CONDITIONS OF CONTRACT - National Treasury General Conditions of Contract

The General Conditions of Contract, as issued by the National treasury, is applicable to this Contract and is

obtainable from www.treasury.gov.za

The General Conditions of Contract shall be read in conjunction with the special condition as set out on pages 5 – 49.

The Special Conditions shall have precedence in the interpretation of any ambiguity or inconsistency between it and the

General Conditions of Contract.

Part 2: Data provided by the Service Provider

The Service Provider is: .............................................................................................................

Postal Address: ......................................................................................................................

......................................................................................................................

Physical Address: .....................................................................................................................

.....................................................................................................................

Telephone: .....................................................

Facsimile: .....................................................

The authorized and designated representative of the Service Provider is:

Name: ......................................................................................................................

The address for receipt of communication is:

Address: ......................................................................................................................

......................................................................................................................

Telephone: .....................................................

Facsimile: .....................................................

Email: .....................................................

Signed on behalf of tenderer: . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

Reference nr: Q21/2026/27 26 | P a g e

Cape agulhas municipality

General conditions of contract

1. Definitions

The following terms shall be interpreted as indicated:

“Closing time” means the date and hour specified in the bidding documents for the receipt of bids.

“Contract” means the written agreement entered into between the purchaser and the supplier, as recorded in the

contract form signed by the parties, including all attachments and appendices thereto and all documents

incorporated by reference therein.

“Contract price” means the price payable to the supplier under the contract for the full and proper performance of his

contractual obligations.

“Corrupt practice” means the offering, giving, receiving, or soliciting of anything of value to influence the action of a public official

in the procurement process or in contract execution.

"Countervailing duties" are imposed in cases where an enterprise abroad is subsidized by its government and encouraged to market

its products internationally

“Country of origin” means the place where the goods were mined, grown or produced or from which the services are supplied.

Goods are produced when, through manufacturing, processing or substantial and major assembly of

components, a commercially recognized new product results that is substantially different in basic

characteristics or in purpose or utility from its components.

“Day” means calendar day.

“Delivery” means delivery in compliance of the conditions of the contract or order.

“Delivery ex stock” means immediate delivery directly from stock actually on hand

“Delivery into consignees means delivered and unloaded in the specified store or depot or on the specified site in compliance with the

store or to his site” conditions of the contract or order, the supplier bearing all risks and charges involved until the supplies are

so delivered and a valid receipt is obtained.

"Dumping" occurs when a private enterprise abroad market its goods on own initiative in the RSA at lower prices than

that of the country of origin and which have the potential to harm the local industries in the RSA.

”Force majeure” means an event beyond the control of the supplier and not involving the supplier’s fault or negligence and not

foreseeable. Such events may include, but is not restricted to, acts of the purchaser in its sovereign capacity,

wars or revolutions, fires, floods, epidemics, quarantine restrictions and freight embargoes.

“Fraudulent practice” means a misrepresentation of facts in order to influence a procurement process or the execution of a

contract to the detriment of any bidder, and includes collusive practice among bidders (prior to or after bid

submission) designed to establish bid prices at artificial non-competitive levels and to deprive the bidder of

the benefits of free and open competition.

“GCC” means the General Conditions of Contract.

“Goods” means all of the equipment, machinery, and/or other materials that the supplier is required to supply to the

purchaser under the contract.

“Imported content” means that portion of the bidding price represented by the cost of components, parts or materials which have

been or are still to be imported (whether by the supplier or his subcontractors) and which costs are inclusive

of the costs abroad, plus freight and other direct importation costs such as landing costs, dock dues, import

duty, sales duty or other similar tax or duty at the South African place of entry as well as transportation and

handling charges to the factory in the Republic where the supplies covered by the bid will be manufactured.

“Local content” means that portion of the bidding price which is not included in the imported content provided that local

manufacture does take place.

“Manufacture” means the production of products in a factory using labour, materials, components and machinery and

includes other related value-adding activities.

“Order” means an official written order issued for the supply of goods or works or the rendering of a service.

“Project site” where applicable, means the place indicated in bidding documents.

“Purchaser” means the organization purchasing the goods.

“Republic” means the Republic of South Africa.

“SCC” means the Special Conditions of Contract.

“Services” means those functional services ancillary to the supply of the goods, such as transportation and any other

incidental services, such as installation, commissioning, provision of technical assistance, training, catering,

gardening, security, maintenance and other such obligations of the supplier covered under the contract.

“Supplier” means the successful bidder who is awarded the contract to maintain and administer the required and

specified service(s) to the State.

“Tort” means in breach of contract.

“Turnkey” means a procurement process where one service provider assumes total responsibility for all aspects of the

project and delivers the full end product / service required by the contract.

“Written” or “in writing” means handwritten in ink or any form of electronic or mechanical writing.

Reference nr: Q21/2026/27 27 | P a g e

2. Application

2.1. These general conditions are applicable to all bids, contracts and orders including bids for functional and professional services, sales,

hiring, letting and the granting or acquiring of rights, but excluding immovable property, unless otherwise indicated in the bidding

documents.

2.2. Where applicable, special conditions of contract are also laid down to cover specific supplies, services or works.

2.3. Where such special conditions of contract are in conflict with these general conditions, the special conditions shall apply.

3. General

3.1. Unless otherwise indicated in the bidding documents, the purchaser shall not be liable for any expense incurred in the preparation and

submission of a bid. Where applicable a non-refundable fee for documents may be charged.

3.2. Invitations to bid are usually published in locally distributed news media and on the municipality / municipal entity website.

4. Standards

4.1. The goods supplied shall conform to the standards mentioned in the bidding documents and specifications.

5. Use of contract documents and information; inspection.

5.1. The supplier shall not, without the purchaser’s prior written consent, disclose the contract, or any provision thereof, or any

specification, plan, drawing, pattern, sample, or information furnished by or on behalf of the purchaser in connection therewith, to any

person other than a person employed by the supplier in the performance of the contract. Disclosure to any such employed person

shall be made in confidence and shall extend only as far as may be necessary for purposes of such performance.

5.2. The supplier shall not, without the purchaser’s prior written consent, make use of any document or information mentioned in GCC

clause 5.1 except for purposes of performing the contract.

5.3. Any document, other than the contract itself mentioned in GCC clause 5.1 shall remain the property of the purchaser and shall be

returned (all copies) to the purchaser on completion of the supplier’s performance under the contract if so required by the purchaser.

5.4. The supplier shall permit the purchaser to inspect the supplier’s records relating to the performance of the supplier and to have them

audited by auditors appointed by the purchaser, if so required by the purchaser.

6. Patent rights

6.1. The supplier shall indemnify the purchaser against all third-party claims of infringement of patent, trademark, or industrial design rights

arising from use of the goods or any part thereof by the purchaser.

6.2. When a supplier developed documentation / projects for the municipality / municipal entity, the intellectual, copy and patent rights or

ownership of such documents or projects will vest in the municipality / municipal entity.

7. Performance security

7.1. Within thirty (30) days of receipt of the notification of contract award, the successful bidder shall furnish to the purchaser the

performance security of the amount specified in SCC.

7.2. The proceeds of the performance security shall be payable to the purchaser as compensation for any loss resulting from the supplier’s

failure to complete his obligations under the contract.

7.3. The performance security shall be denominated in the currency of the contract or in a freely convertible currency acceptable to the

purchaser and shall be in one of the following forms:

7.3.1. bank guarantee or an irrevocable letter of credit issued by a reputable bank located in the purchaser’s country or abroad,

acceptable to the purchaser, in the form provided in the bidding documents or another form acceptable to the purchaser; or

7.3.2. a cashier’s or certified cheque

7.4. The performance security will be discharged by the purchaser and returned to the supplier not later than thirty (30) days following the

date of completion of the supplier’s performance obligations under the contract, including any warranty obligations, unless otherwise

specified.

8. Inspections, tests and analyses

8.1. All pre-bidding testing will be for the account of the bidder.

8.2. If it is a bid condition that supplies to be produced or services to be rendered should at any stage during production or execution or on

completion be subject to inspections tests and analysis, the bidder or contractor’s premises shall be open, at all reasonable hours, for

inspection by a representative of the purchaser or an organization acting on behalf of the purchaser.

8.3. If there are no inspection requirements indicated in the bidding documents and no mention is made in the contract, but during the

contract period it is decided that inspections shall be carried out, the purchaser shall itself make the necessary arrangements, including

payment arrangements with the testing authority concerned.

8.4. If the inspections, tests and analyses referred to in clauses 8.2 and 8.3 show the goods to be in accordance with the contract

requirements, the cost of the inspections, tests and analyses shall be defrayed by the purchaser.

8.5. Where the goods or services referred to in clauses 8.2 and 8.3 do not comply with the contract requirements, irrespective of whether

such goods or services are accepted or not, the cost in connection with these inspections, tests or analyses shall be defrayed by the

supplier.

8.6. Supplies and services which are referred to in clauses 8.2 and 8.3 and which do not comply with the contract requirements may be

rejected.

8.7. Any contract goods may on or after delivery be inspected, tested or analysed and may be rejected if found not to comply with the

requirements of the contract. Such rejected goods shall be held at the cost and risk of the supplier who shall, when called upon,

remove them immediately at his own cost and forthwith substitute them with goods which do comply with the requirements of the

contract. Failing such removal the rejected goods shall be returned at the suppliers cost and risk. Should the supplier fail to provide the

substitute goods forthwith, the purchaser may, without giving the supplier further opportunity to substitute the rejected goods, purchase

such goods as may be necessary at the expense of the supplier.

8.8. The provisions of clauses 8.4 to 8.7 shall not prejudice the right of the purchaser to cancel the contract on account of a breach of the

conditions thereof, or to act in terms of Clause 22 of GCC.

Reference nr: Q21/2026/27 28 | P a g e

9. Packing

9.1. The supplier shall provide such packing of the goods as is required to prevent their damage or deterioration during transit to their final

destination, as indicated in the contract. The packing shall be sufficient to withstand, without limitation, rough handling during transit

and exposure to extreme temperatures, salt and precipitation during transit, and open storage. Packing, case size and weights shall

take into consideration, where appropriate, the remoteness of the goods’ final destination and the absence of heavy handling facilities

at all points in transit.

9.2. The packing, marking, and documentation within and outside the packages shall comply strictly with such special requirements as

shall be expressly provided for in the contract, including additional requirements, and in any subsequent instructions ordered by the

purchaser.

10. Delivery

10.1. Delivery of the goods shall be made by the supplier in accordance with the documents and terms specified in the contract. The details

of shipping and/or other documents to be furnished by the supplier are specified.

11. Insurance

11.1. The goods supplied under the contract shall be fully insured in a freely convertible currency against loss or damage incidental to

manufacture or acquisition, transportation, storage and delivery in the manner specified.

12. Transportation

12.1. Should a price other than an all-inclusive delivered price be required, this shall be specified.

13. Incidental

13.1. The supplier may be required to provide any or all of the following services, including additional services, if any:

13.1.1. performance or supervision of on-site assembly and/or commissioning of the supplied goods;

13.1.2. furnishing of tools required for assembly and/or maintenance of the supplied goods;

13.1.3. furnishing of a detailed operations and maintenance manual for each appropriate unit of the supplied goods;

13.1.4. performance or supervision or maintenance and/or repair of the supplied goods, for a period of time agreed by the parties,

provided that this service shall not relieve the supplier of any warranty obligations under this contract; and

13.1.5. training of the purchaser’s personnel, at the supplier’s plant and/or on-site, in assembly, start-up, operation, maintenance,

and/or repair of the supplied goods.

13.2. Prices charged by the supplier for incidental services, if not included in the contract price for the goods, shall be agreed upon in advance

by the parties and shall not exceed the prevailing rates charged to other parties by the supplier for similar services.

14. Spare parts

14.1. As specified, the supplier may be required to provide any or all of the following materials, notifications, and information pertaining to

spare parts manufactured or distributed by the supplier:

14.1.1. such spare parts as the purchaser may elect to purchase from the supplier, provided that this election shall not relieve the

supplier of any warranty obligations under the contract; and;

14.1.2. in the event of termination of production of the spare parts: 14.1.2.1. advance notification to the purchaser of the pending

termination, in sufficient time to permit the purchaser to procure needed requirements; and 14.1.2.2. following such termination,

furnishing at no cost to the purchaser, the blueprints, drawings, and specifications of the spare parts, if requested.

15.1. The supplier warrants that the goods supplied under the contract are new, unused, of the most recent or current models, and that

they incorporate all recent improvements in design and materials unless provided otherwise in the contract. The supplier further

warrants that all goods supplied under this contract shall have no defect, arising from design, materials, or workmanship (except

when the design and/or material is required by the purchaser’s specifications) or from any act or omission of the supplier, that

may develop under normal use of the supplied goods in the conditions prevailing in the country of final destination.

15.2. This warranty shall remain valid for twelve (12) months after the goods, or any portion thereof as the case may be, have been

delivered to and accepted at the final destination indicated in the contract, or for eighteen (18) months after the date of shipment

from the port or place of loading in the source country, whichever period concludes earlier, unless specified otherwise in SCC.

15.3. The purchaser shall promptly notify the supplier in writing of any claims arising under this warranty.

15.4. Upon receipt of such notice, the supplier shall, within the period specified in SCC and with all reasonable speed, repair or replace

the defective goods or parts thereof, without costs to the purchaser.

15.5. If the supplier, having been notified, fails to remedy the defect(s) within the period specified, the purchaser may proceed to take

such remedial action as may be necessary, at the supplier’s risk and expense and without prejudice to any other rights which the

purchaser may have against the supplier under the contract.

16. Payment

16.1. The method and conditions of payment to be made to the supplier under this contract shall be specified.

16.2. The supplier shall furnish the purchaser with an invoice accompanied by a copy of the delivery note and upon fulfilment of other

obligations stipulated in the contract.

16.3. Payments shall be made by the purchaser no later than thirty (30) days after submission of an invoice, statement or claim by the

supplier.

16.4. Payment will be made in Rand unless otherwise stipulated.

Reference nr: Q21/2026/27 29 | P a g e

17. Prices

17.1. Prices charged by the supplier for goods delivered and services performed under the contract shall not vary from the prices quoted by

the supplier in his bid, with the exception of any price adjustments authorized or in the purchaser’s request for bid validity extension,

as the case may be.

18. Variation orders

18.1. In cases where the estimated value of the envisaged changes in purchase does not vary more tha15% of the total value of the original

contract, the contractor may be instructed to deliver the goods or render the services as such. In cases of measurable quantities, the

contractor may be approached to reduce the unit price and such offers, may be accepted provided that there is no escalation in price.

19. Assignment

19.1. The supplier shall not assign, in whole or in part, its obligations to perform under the contract, except with the purchaser’s prior written

consent.

20. Subcontracts

20.1. The supplier shall notify the purchaser in writing of all subcontracts awarded under this contract, if not already specified in the bid.

Such notification, in the original bid or later, shall not relieve the supplier from any liability or obligation under the contract.

21. Delays in the supplier’s performance

21.1. Delivery of the goods and performance of services shall be made by the supplier in accordance with the time schedule prescribed by

the purchaser in the contract.

21.2. If at any time during performance of the contract, the supplier or its subcontractor(s) should encounter conditions impeding timely

delivery of the goods and performance of services, the supplier shall promptly notify the purchaser in writing of the fact of the delay, its

likely duration and its cause(s). As soon as practicable after receipt of the supplier’s notice, the purchaser shall evaluate the situation

and may at his discretion extend the supplier’s time for performance, with or without the imposition of penalties, in which case the

extension shall be ratified by the parties by amendment of contract.

21.3. The right is reserved to procure outside of the contract small quantities or to have minor essential services executed if an emergency

arises, the supplier’s point of supply is not situated at or near the place where the supplies are required, or the supplier’s services are

not readily available.

21.4. Except as provided under GCC Clause 25, a delay by the supplier in the performance of its delivery obligations shall render the

supplier liable to the imposition of penalties, pursuant to GCC Clause 22, unless an extension of time is agreed upon pursuant to GCC

Clause 22 without the application of penalties.

21.5. Upon any delay beyond the delivery period in the case of a supplies contract, the purchaser shall, without cancelling the contract, be

entitled to purchase supplies of a similar quality and up to the same quantity in substitution of the goods not supplied in conformity

with the contract and to return any goods delivered later at the supplier’s expense and risk, or to cancel the contract and buy such

goods as may be required to complete the contract and without prejudice to his other rights, be entitled to claim damages from the

supplier.

22. Penalties

22.1. Subject to GCC Clause 25, if the supplier fails to deliver any or all of the goods or to perform the services within the period(s)

specified in the contract, the purchaser shall, without prejudice to its other remedies under the contract, deduct from the contract price,

as a penalty, a sum calculated on the delivered price of the delayed goods or unperformed services using the current prime interest

rate calculated for each day of the delay until actual delivery or performance. The purchaser may also consider termination of the

contract pursuant to GCC Clause 23.

23. Termination for default

23.1. The purchaser, without prejudice to any other remedy for breach of contract, by written notice of default sent to the supplier, may

terminate this contract in whole or in part:

23.1.1. if the supplier fails to deliver any or all of the goods within the period(s) specified in the contract, or within any extension thereof

granted by the purchaser pursuant to GCC Clause 21.2;

23.1.2. if the Supplier fails to perform any other obligation(s) under the contract; or

23.1.3. if the supplier, in the judgment of the purchaser, has engaged in corrupt or fraudulent practices in competing for or in executing

the contract.

23.2. In the event the purchaser terminates the contract in whole or in part, the purchaser may procure, upon such terms and in such

manner as it deems appropriate, goods, works or services similar to those undelivered, and the supplier shall be liable to the

purchaser for any excess costs for such similar goods, works or services. However, the supplier shall continue performance of the

contract to the extent not terminated.

23.3. Where the purchaser terminates the contract in whole or in part, the purchaser may decide to impose a restriction penalty on the

supplier by prohibiting such supplier from doing business with the public sector for a period not exceeding 10 years.

23.4. If a purchaser intends imposing a restriction on a supplier or any person associated with the supplier, the supplier will be allowed a

time period of not more than fourteen (14) days to provide reasons why the envisaged restriction should not be imposed. Should the

supplier fail to respond within the stipulated fourteen (14) days the purchaser may regard the supplier as having no objection and

proceed with the restriction.

23.5. Any restriction imposed on any person by the purchaser will, at the discretion of the purchaser, also be applicable to any other

enterprise or any partner, manager, director or other person who wholly or partly exercises or exercised or may exercise control over

the enterprise of the first-mentioned person, and with which enterprise or person the first-mentioned person, is or was in the opinion of

the purchase actively associated.

23.6. If a restriction is imposed, the purchaser must, within five (5) working days of such imposition, furnish the National Treasury, with the

following information:

23.6.1. the name and address of the supplier and / or person restricted by the purchaser;

23.6.2. the date of commencement of the restriction

23.6.3. the period of restriction; and 23.6.4.

the reasons for the restriction.

These details will be loaded in the National Treasury’s central database of suppliers or persons prohibited from doing business with the

public sector.

Reference nr: Q21/2026/27 30 | P a g e

18 Procurement Regulations 2022. CAMBD 6.1 (Compulsory Returnable 37 – 41

Document)

Contract Form - Contract Rendering of Services CAMBD 7.2

19 42 – 43

(Compulsory Returnable Document)

Declaration Of Bidder’s Past Supply Chain Management Practices

20 44– 45

CAMBD 8 (Compulsory Returnable Document)

Certificate Of Independent Bid Determination CAMBD 9

21 46 – 49

(Compulsory Returnable Document)

Reference nr: Q21/2026/27 2 | P a g e

deviations (if any), contact the employer’s representative (whose details are given in the contract data) to arrange the

delivery of any bonds, guarantees, proof of insurance and any other documentation to be provided in terms of the

conditions of contract identified in the contract data at, or just after, the date this agreement comes into effect. Failure

to fulfill any of these obligations in accordance with those terms shall constitute a repudiation of this agreement.

components, a commercially recognized new product results that is substantially different in basic

characteristics or in purpose or utility from its components.

“Day” means calendar day.

“Delivery” means delivery in compliance of the conditions of the contract or order.

“Delivery ex stock” means immediate delivery directly from stock actually on hand

“Delivery into consignees means delivered and unloaded in the specified store or depot or on the specified site in compliance with the

store or to his site” conditions of the contract or order, the supplier bearing all risks and charges involved until the supplies are

so delivered and a valid receipt is obtained.

"Dumping" occurs when a private enterprise abroad market its goods on own initiative in the RSA at lower prices than

that of the country of origin and which have the potential to harm the local industries in the RSA.

”Force majeure” means an event beyond the control of the supplier and not involving the supplier’s fault or negligence and not

foreseeable. Such events may include, but is not restricted to, acts of the purchaser in its sovereign capacity,

wars or revolutions, fires, floods, epidemics, quarantine restrictions and freight embargoes.

“Fraudulent practice” means a misrepresentation of facts in order to influence a procurement process or the execution of a

contract to the detriment of any bidder, and includes collusive practice among bidders (prior to or after bid

submission) designed to establish bid prices at artificial non-competitive levels and to deprive the bidder of

the benefits of free and open competition.

“GCC” means the General Conditions of Contract.

“Goods” means all of the equipment, machinery, and/or other materials that the supplier is required to supply to the

purchaser under the contract.

“Imported content” means that portion of the bidding price represented by the cost of components, parts or materials which have

been or are still to be imported (whether by the supplier or his subcontractors) and which costs are inclusive

of the costs abroad, plus freight and other direct importation costs such as landing costs, dock dues, import

duty, sales duty or other similar tax or duty at the South African place of entry as well as transportation and

handling charges to the factory in the Republic where the supplies covered by the bid will be manufactured.

“Local content” means that portion of the bidding price which is not included in the imported content provided that local

manufacture does take place.

“Manufacture” means the production of products in a factory using labour, materials, components and machinery and

includes other related value-adding activities.

“Order” means an official written order issued for the supply of goods or works or the rendering of a service.

“Project site” where applicable, means the place indicated in bidding documents.

“Purchaser” means the organization purchasing the goods.

“Republic” means the Republic of South Africa.

“SCC” means the Special Conditions of Contract.

“Services” means those functional services ancillary to the supply of the goods, such as transportation and any other

incidental services, such as installation, commissioning, provision of technical assistance, training, catering,

gardening, security, maintenance and other such obligations of the supplier covered under the contract.

“Supplier” means the successful bidder who is awarded the contract to maintain and administer the required and

specified service(s) to the State.

“Tort” means in breach of contract.

“Turnkey” means a procurement process where one service provider assumes total responsibility for all aspects of the

project and delivers the full end product / service required by the contract.

“Written” or “in writing” means handwritten in ink or any form of electronic or mechanical writing.

Reference nr: Q21/2026/27 27 | P a g e

6.1. The supplier shall indemnify the purchaser against all third-party claims of infringement of patent, trademark, or industrial design rights

arising from use of the goods or any part thereof by the purchaser.

6.2. When a supplier developed documentation / projects for the municipality / municipal entity, the intellectual, copy and patent rights or

ownership of such documents or projects will vest in the municipality / municipal entity.

7.1. Within thirty (30) days of receipt of the notification of contract award, the successful bidder shall furnish to the purchaser the

performance security of the amount specified in SCC.

7.2. The proceeds of the performance security shall be payable to the purchaser as compensation for any loss resulting from the supplier’s

failure to complete his obligations under the contract.

7.3. The performance security shall be denominated in the currency of the contract or in a freely convertible currency acceptable to the

purchaser and shall be in one of the following forms:

7.3.1. bank guarantee or an irrevocable letter of credit issued by a reputable bank located in the purchaser’s country or abroad,

acceptable to the purchaser, in the form provided in the bidding documents or another form acceptable to the purchaser; or

7.3.2. a cashier’s or certified cheque

7.4. The performance security will be discharged by the purchaser and returned to the supplier not later than thirty (30) days following the

date of completion of the supplier’s performance obligations under the contract, including any warranty obligations, unless otherwise

specified.

13.1. The supplier may be required to provide any or all of the following services, including additional services, if any:

13.1.1. performance or supervision of on-site assembly and/or commissioning of the supplied goods;

13.1.2. furnishing of tools required for assembly and/or maintenance of the supplied goods;

13.1.3. furnishing of a detailed operations and maintenance manual for each appropriate unit of the supplied goods;

13.1.4. performance or supervision or maintenance and/or repair of the supplied goods, for a period of time agreed by the parties,

provided that this service shall not relieve the supplier of any warranty obligations under this contract; and

13.1.5. training of the purchaser’s personnel, at the supplier’s plant and/or on-site, in assembly, start-up, operation, maintenance,

and/or repair of the supplied goods.

13.2. Prices charged by the supplier for incidental services, if not included in the contract price for the goods, shall be agreed upon in advance

by the parties and shall not exceed the prevailing rates charged to other parties by the supplier for similar services.

14.1. As specified, the supplier may be required to provide any or all of the following materials, notifications, and information pertaining to

spare parts manufactured or distributed by the supplier:

14.1.1. such spare parts as the purchaser may elect to purchase from the supplier, provided that this election shall not relieve the

supplier of any warranty obligations under the contract; and;

14.1.2. in the event of termination of production of the spare parts: 14.1.2.1. advance notification to the purchaser of the pending

termination, in sufficient time to permit the purchaser to procure needed requirements; and 14.1.2.2. following such termination,

furnishing at no cost to the purchaser, the blueprints, drawings, and specifications of the spare parts, if requested.

15. Warranty

15.1. The supplier warrants that the goods supplied under the contract are new, unused, of the most recent or current models, and that

they incorporate all recent improvements in design and materials unless provided otherwise in the contract. The supplier further

warrants that all goods supplied under this contract shall have no defect, arising from design, materials, or workmanship (except

when the design and/or material is required by the purchaser’s specifications) or from any act or omission of the supplier, that

may develop under normal use of the supplied goods in the conditions prevailing in the country of final destination.

15.2. This warranty shall remain valid for twelve (12) months after the goods, or any portion thereof as the case may be, have been

delivered to and accepted at the final destination indicated in the contract, or for eighteen (18) months after the date of shipment

from the port or place of loading in the source country, whichever period concludes earlier, unless specified otherwise in SCC.

15.3. The purchaser shall promptly notify the supplier in writing of any claims arising under this warranty.

15.4. Upon receipt of such notice, the supplier shall, within the period specified in SCC and with all reasonable speed, repair or replace

the defective goods or parts thereof, without costs to the purchaser.

15.5. If the supplier, having been notified, fails to remedy the defect(s) within the period specified, the purchaser may proceed to take

such remedial action as may be necessary, at the supplier’s risk and expense and without prejudice to any other rights which the

purchaser may have against the supplier under the contract.

22.1. Subject to GCC Clause 25, if the supplier fails to deliver any or all of the goods or to perform the services within the period(s)

specified in the contract, the purchaser shall, without prejudice to its other remedies under the contract, deduct from the contract price,

as a penalty, a sum calculated on the delivered price of the delayed goods or unperformed services using the current prime interest

rate calculated for each day of the delay until actual delivery or performance. The purchaser may also consider termination of the

contract pursuant to GCC Clause 23.

23.1. The purchaser, without prejudice to any other remedy for breach of contract, by written notice of default sent to the supplier, may

terminate this contract in whole or in part:

23.1.1. if the supplier fails to deliver any or all of the goods within the period(s) specified in the contract, or within any extension thereof

granted by the purchaser pursuant to GCC Clause 21.2;

23.1.2. if the Supplier fails to perform any other obligation(s) under the contract; or

23.1.3. if the supplier, in the judgment of the purchaser, has engaged in corrupt or fraudulent practices in competing for or in executing

the contract.

23.2. In the event the purchaser terminates the contract in whole or in part, the purchaser may procure, upon such terms and in such

manner as it deems appropriate, goods, works or services similar to those undelivered, and the supplier shall be liable to the

purchaser for any excess costs for such similar goods, works or services. However, the supplier shall continue performance of the

contract to the extent not terminated.

23.3. Where the purchaser terminates the contract in whole or in part, the purchaser may decide to impose a restriction penalty on the

supplier by prohibiting such supplier from doing business with the public sector for a period not exceeding 10 years.

23.4. If a purchaser intends imposing a restriction on a supplier or any person associated with the supplier, the supplier will be allowed a

time period of not more than fourteen (14) days to provide reasons why the envisaged restriction should not be imposed. Should the

supplier fail to respond within the stipulated fourteen (14) days the purchaser may regard the supplier as having no objection and

proceed with the restriction.

23.5. Any restriction imposed on any person by the purchaser will, at the discretion of the purchaser, also be applicable to any other

enterprise or any partner, manager, director or other person who wholly or partly exercises or exercised or may exercise control over

the enterprise of the first-mentioned person, and with which enterprise or person the first-mentioned person, is or was in the opinion of

the purchase actively associated.

23.6. If a restriction is imposed, the purchaser must, within five (5) working days of such imposition, furnish the National Treasury, with the

following information:

23.6.1. the name and address of the supplier and / or person restricted by the purchaser;

23.6.2. the date of commencement of the restriction

23.6.3. the period of restriction; and 23.6.4.

the reasons for the restriction.

These details will be loaded in the National Treasury’s central database of suppliers or persons prohibited from doing business with the

public sector.

Reference nr: Q21/2026/27 30 | P a g e

Foreign suppliers must complete the pre-award questionnaire in Part B:3 and submit a separate TCS certificate / PIN / CSD number. If the answer is 'No' to all of the above, then it is not a requirement to register for a Tax Compliance Status System PIN code from SARS.

A Tax Compliance status pin as issued by the South African Revenue Service must be submitted together with the tender. The venue must comply with all disaster management requirements. The venue must have a certificate of acceptability (June 2018) in terms of Food Premises issued by the Local Authority: Environmental Health Department. Any tender submitted that does not meet ALL of the requirements in this document will automatically be disqualified.

Bids will be evaluated on functionality and price. Functionality assessment includes past performance of the bidder, verified by independent references. All assessment forms must be attached with the tender submission. The 80/20 preferential procurement point system will be used, with points allocated for price and for preference (e.g., HDI ownership, local content). The highest ranked tenderer after evaluation will be considered for award.