Supply, delivery and maintenance of sampling data loggers for the city of cape town

CCT Tender Representative: [email protected]

Dial-in for clarification meeting: +27 21 835 5043, conference ID 743 388 286#.

Submission address: Tender & Quotation Boxes Office, 2nd Floor (Concourse Level), Civic Centre, 12 Hertzog Boulevard, Cape Town.

Appeals (Section 62): The City Manager, c/o Manager: Legal Compliance Unit, Legal Services Department, Office of the City Manager. Hand delivery: 20th Floor, Tower Block, 12 Hertzog Boulevard, Cape Town 8001. Post: Private Bag X918, Cape Town, 8000. Email: [email protected].

Access to information (PAIA): The City Manager, c/o Manager: Access to Information Unit, Legal Service Department. Email: [email protected].

POPIA enquiries: The City Manager, c/o Information Officer. Email: [email protected].

Supplier registration: Supplier Management Unit, 2nd Floor (Concourse Level), Civic Centre, 12 Hertzog Boulevard, Cape Town. Tel 021 400 9242/3/4/5.

Submission must be a sealed envelope with the tenderer's name and address, the tender number and description, tender box number 235, and closing date, deposited in the official tender box at the Tender & Quotation Boxes Office, 2nd Floor (Concourse Level), Civic Centre, 12 Hertzog Boulevard, Cape Town, before 10:00am on 10 September 2026.

Returnable documents (all must be completed and signed):

• Schedule F.5: Declaration of Interest – State Employees (MBD 4 amended)
• Schedule F.6: Conflict of Interest Declaration
• Schedule F.7: Declaration of Tenderer's Past Supply Chain Management Practices (MBD 8)
• Schedule F.9: Certificate of Independent Tender Determination
• Schedule F.8: Authorisation for the Deduction of Outstanding Amounts Owed to the CCT
• Schedule F.10: Proposed Deviations and Qualifications
• Schedule F.11: List of Other Documents Attached
• Schedule F.12: Record of Addenda
• Schedule F.13: Information to Be Provided With the Tender
• Schedule F.14: Appeal Application
• Schedule F.4: Preference Points Claim Form
• Schedule F.2: Certificate of Authority for Partnerships/Joint Ventures/Consortiums (if applicable)
• Schedule F.3: Declaration for Procurement above R10 million (if applicable)

Disqualification risks:

• Any returnable form omitted or unsigned.
• Tenders received after closing time, regardless of reason.
• Submissions by fax or email are rejected.
• Failure to provide requested samples or demonstrations when asked.
• Non-compliance with mandatory requirements (ISO 9001, authorised distributor).
• Alterations to tender documents not initialled by the signatory.
• Tender offer not valid for 120 days after closing date.

Tender fee: R200.00 non-refundable for hard copy; not applicable for website downloads.

Two-stage system: not applicable.

Functionality criteria: not applicable.

Mandatory compliance (failure = non-responsive):

• ISO 9001 or equivalent quality management system certification for the manufacturer, applicable to supply, delivery and maintenance of sampling data loggers. Certified copy in the name of the bidding entity must be submitted.
• Bidder must be a manufacturer-authorised distributor of the offered sampling data loggers. Original or certified copy of manufacturer's letter of authorisation on official letterhead, identifying the bidder, specifying make/model(s), and confirming authorisation for supply, delivery and maintenance, must be submitted.

Samples and demonstrations:

• The City may request samples from responsive tenderers for selected line items during evaluation.
• Tenderer must provide samples within the specified timeframe and location, and conduct a demonstration of the actual unit offered, at no cost to the City.
• Demonstration must be attended by suitably qualified representatives.
• Failure to provide samples or conduct demonstration, or non-compliance of samples, may render the tender non-responsive for affected line items.

Evaluation and award:

• Contract awarded to tenderer(s) scoring the highest total adjudication points.
• The CCT intends to appoint two tenderers: the highest ranked (winner) and one alternative tenderer. Orders are offered to the winner first; if refused or lacking capacity, offered to the alternative.
• 80/20 preference point system applies (for tenders up to R50 million VAT inclusive).
• Price points scored per formula based on prices/rates in the Price Schedule.
• Preference points for specific goals (80/20 system):

• 15% of total expenditure = 6 points

• 12% up to 15% = 5 points

• 9% up to 12% = 4 points

• 6% up to 9% = 3 points

• 3% up to 6% = 2 points

• =1% up to 3% = 1 point

• <1% = 0 points
• Specific goals include promotion of Micro and Small Enterprises (8 points) as per table for awards above R750,000 and up to R50 million.
• The CCT may accept or reject any tender, cancel the process, or accept more than one tender. It is not obliged to accept the lowest or any tender.
• The CCT may negotiate with preferred tenderers.
• The CCT may consider a tenderer's existing contracts with the CCT when assessing capability.

Scope: Supply, delivery and maintenance of sampling data loggers for the City of Cape Town, used by staff gathering environmental field data.

Contract period: 36 months from commencement date.

Mandatory requirements:

• Manufacturer must hold valid ISO 9001 or equivalent quality management system certification applicable to supply, delivery and maintenance of sampling data loggers.
• Bidder must be a manufacturer-authorised distributor of the offered sampling data loggers, with authorisation covering supply, delivery and maintenance for the full contract duration.

Maintenance and servicing:

• The City will issue a Purchase Order for maintenance and servicing.
• Service provider may only proceed upon receiving a Purchase Order.
• Serviced unit must be returned with a service certificate within 4 to 6 weeks of receiving the Purchase Order.

Samples and demonstrations:

• The City may request samples for selected line items during evaluation; tenderer must provide within specified timeframe and location, and demonstrate the actual unit offered.
• Demonstration must be attended by suitably qualified representatives.

Minimum order quantity: If applicable, not more than 10 units on the first order.

References to trade marks, names, patents, designs, types, specific origins or producers are deemed to be accompanied by "or equivalent".

The CCT will assess the tenderer's ability to fulfil obligations, including professional and technical qualifications, competence, financial resources, equipment, managerial capability, reliability, capacity, experience, reputation, and personnel. The CCT may consider existing contracts with the CCT. The tenderer must have legal capacity, not be insolvent or under business rescue, and be able to perform free of conflicts of interest. The CCT may accept a tender that does not materially deviate from requirements. Representatives at clarification meetings must be suitably qualified and experienced.

Mandatory: Manufacturer must have valid ISO 9001 or equivalent quality management system certification applicable to supply, delivery and maintenance of sampling data loggers. Certified copy in the name of the bidding entity must be submitted with the bid. The CCT may request samples and demonstrations during evaluation to verify compliance with specifications. Samples may be retained for the duration of the contract; unsuccessful bidders may collect samples unless not returned. The CCT may conduct inspections, tests and analysis. Tenderers must cooperate with external due diligence reviews.

Prices in Rand with two decimal places, including all duties, taxes (except VAT), levies, expenses, transport and delivery, overheads and profit. Prices are final and binding. All items in the Price Schedule must be priced; nil rates permitted but subject to clarification and risk analysis. Fixed rates for contract duration: rental cost/month, deposit payable/cylinder, replacement cost of lost cylinder. Arithmetical errors: amount in words governs; line item total governs; total of prices governs. Unacceptable rates may require evidence and amendments. The City issues Purchase Orders for maintenance; service provider proceeds only upon receipt; serviced unit returned with service certificate within 4 to 6 weeks. Demonstration of quoted unit required before award. Minimum order quantity not more than 10 units on first order.

Pricing format:

• State rates and prices in Rand with two decimal places.
• Include all duties, taxes (except VAT), levies, expenses, disbursements, transport and delivery costs, overheads and profit. Prices are final and binding.
• Tender prices/rates must be entered for all items in the Price Schedule. Nil rates are permitted but may be clarified and subject to risk analysis.
• Fixed rates and prices for the duration of the contract, not subject to adjustment except as provided in Clause 17 of the Conditions of Contract and Special Conditions. Fixed rates include: rental cost/month, deposit payable/cylinder, replacement cost of lost cylinder.
• Where a value is given in the Quantity column, a Rate and Price (product of Quantity and Rate) must be inserted.

Arithmetical errors:

• Amount in words governs over figures.
• Line item total governs over unit rate; total of prices governs; tenderer may be asked to revise selected item prices.
• Unacceptable rates or lump sums may require evidence and arguments; the CCT may request amendments.

Payment and guarantees:

• The CCT may require performance security/guarantee and advance payment guarantee (pro forma annexures provided).
• The CCT may deduct outstanding amounts owed to it from payments (authorisation form required).

Financial capacity:

• For transactions above R10 million (VAT inclusive), on written request, tenderer must provide audited annual financial statements for past 3 years (or since establishment), a certificate of no undisputed municipal service commitments overdue more than 30 days, particulars of contracts with organs of state in past 5 years, and a statement on foreign sourcing and payment transfers.
• Each entity in a consortium/JV must submit separate certificates/statements.

Tender fee: R200.00 non-refundable for hard copy; not applicable for website downloads.

Registrations:

• CCT Supplier Database registration required as a service provider; must register upon written request, failing which no orders or payments can be processed. Applies individually to each JV party.
• National Treasury Central Supplier Database (CSD) registration required; register at https://secure.csd.gov.za. Applies individually to each JV party.

Tax compliance:

• Must be registered with SARS and tax compliant. Submit a valid Tax Compliance Status PIN, recorded on the Details of Tenderer pages. Each JV party submits a separate PIN.
• Before award, the CCT verifies tax compliance via CSD or e-Filing. If not compliant, bidder has 7 working days to provide written proof of arrangements with SARS; failure leads to rejection.
• Foreign suppliers answering "NO" to all questions in the Questionnaire to Bidding Foreign Suppliers are not required to register for tax compliance.

Declarations and certificates (returnable forms):

• Schedule F.5: Declaration of Interest – State Employees (MBD 4 amended): discloses whether any director/shareholder is employed by the state or connected to the CCT.
• Schedule F.6: Conflict of Interest Declaration.
• Schedule F.7: Declaration of Tenderer's Past Supply Chain Management Practices (MBD 8).
• Schedule F.9: Certificate of Independent Tender Determination: certifies no collusion or price disclosure.
• Schedule F.8: Authorisation for the Deduction of Outstanding Amounts Owed to the CCT.
• Schedule F.2: Certificate of Authority for Partnerships/Joint Ventures/Consortiums (if applicable).
• Schedule F.3: Declaration for Procurement above R10 million (if applicable).
• Schedule F.4: Preference Points Claim Form (PPPFA 2022).

Eligibility:

• Must not be restricted under the SCM Policy.
• Must not have contravened the Competition Act.
• Must not be an advisor/consultant contracted with the CCT creating a conflict of interest.
• Must not be involved with the bid specification committee.
• Must not have been found guilty on other grounds listed in the SCM Policy.

B-bbee:

• Preference points for specific goals require documentary proof (e.g., company registration, CSD report, B-BBEE certificate, proof of disability, financial statements, sworn affidavits).

Occupational Health and Safety:

• Must comply with the Occupational Health and Safety Act. On written request, submit a Health and Safety Plan demonstrating competencies and resources.
• An OHS Agreement (Section 37(2)) is part of the contract.

Tenderers must comply with the Occupational Health and Safety Act and Regulations, and allow for all costs of compliance. On written request, submit a Health and Safety Plan demonstrating competencies and resources. An OHS Agreement under Section 37(2) of the Act is part of the contract; subcontractors must also comply. The CCT may require a monthly project labour report (Annexure B).

The goods are used by staff gathering environmental field data for the City of Cape Town. No specific environmental or sustainability requirements are stated in the available document.

Contract period: 36 months from commencement. The CCT may appoint a standby bidder to be considered if the contract is terminated. The CCT may cancel the tender process before contract formation for reasons including changed circumstances, lack of funds, no acceptable tenders, material irregularity, or inability to negotiate market-related pricing. Disputes: objections/complaints within 14 days of decision; appeals under Section 62 of the Systems Act within 21 days of notification, with R300.00 administration fee (surcharge for vexatious appeals). The contract is subject to the CCT's SCM Policy. The tenderer must warrant the offer remains valid for 120 days after closing, extendable up to 12 months and further by up to 6 months by mutual agreement. Withdrawal of tender after closing is at CCT's discretion and may incur liability for additional expenses. The CCT may require due diligence cooperation. The contract includes OHS Agreement, General Conditions of Contract, and Special Conditions. Performance security and advance payment guarantees may be required (pro forma annexures).

80/20 preference point system applies. Price points scored per formula based on Price Schedule. Preference points for specific goals: >15% of total expenditure = 6 points; >12% up to 15% = 5; >9% up to 12% = 4; >6% up to 9% = 3; >3% up to 6% = 2; >=1% up to 3% = 1; <1% = 0. Specific goals include promotion of Micro and Small Enterprises (8 points). The CCT may accept or reject any tender, accept more than one tender, and is not obliged to accept the lowest. The CCT may negotiate with preferred tenderers. Samples and demonstrations may be required during evaluation; failure may render tender non-responsive.