Facilitate educational awareness programmes on social ills – RFQ in western cape

Closing date: Wednesday, 11 November 2026 at 11:00.

No compulsory briefing or site visit is specified.

Technical enquiries:

• Contact: Lee Meisenheimer
• Telephone: 021 870 3290
• Email: [email protected]

Bidding procedure enquiries:

• Contact: Traci-lee Louw
• Telephone: 021 888 5143
• Email: [email protected]

General SCM enquiries:

• Telephone: 086 126 5263

Submission address:

Cape Winelands District Municipality

29 Du Toit Street

Stellenbosch

Documents available at: www.capewinelands.gov.za or https://etenders.treasury.gov.za, or hard copies from SCM Unit at the above address.

Submission method: sealed envelope, endorsed with the quotation number (Q 2026/022) and description, deposited in the official tender box at the Cape Winelands District Municipality offices, 29 Du Toit Street, Stellenbosch, before the closing time.

Closing time: 11:00 on Wednesday, 11 November 2026.

Late, faxed, e-mailed or telexed bids will not be accepted.

Bids must be submitted on the official forms provided (not retyped).

Quotations must be completed in black ink; Tippex corrections will disqualify the bid.

The complete original document must be returned; missing pages lead to disqualification.

Returnable documents (all to be completed, signed and submitted):

• MBD1 (Invitation to Bid): bidder details, signed as cover page.
• SBD/MBD 4 (Declaration of Interest): discloses any connection to state employees.
• MBD 6.1 (Preference Points Claim Form): claims B-BBEE and locality preference points.
• MBD 7.1/7.2 (Contract Form): signed by successful bidder.
• MBD 8 (Declaration of Bidder's Past SCM Practices): no past abuse.
• MBD 9 (Certificate of Independent Bid Determination): certifies no collusion.
• Questionnaire (Annexure I): completion required for preference points.
• Authority to Sign / Board Resolution: authorises the signatory.
• Credit Order Instruction: for payment processing.
• Proof of CSD registration and supplier database registration.
• Tax Compliance Status PIN from SARS.
• Certified copy of municipal account (and directors') for month preceding closure.
• B-BBEE certificate or sworn affidavit (EME/QSE) to claim preference points.
• Proof of locality (municipal account, lease agreement, or bank letter).

All prospective bidders must be registered on the CWDM Supplier Database and the Central Supplier Database.

Quotations are opened publicly immediately after closing time.

Evaluation stages:

1. Functionality (quality) evaluation, maximum 60 points.

Minimum qualifying score: 42 out of 60. Bids scoring below 42 are rejected.

Criteria:

• Experience of the service provider in conducting educational awareness (15 points). Scored by number of motivational sessions conducted in the past 3 years: 3 sessions = 15, 2 sessions = 5, 1 session = 3, no sessions = 1. Company profile stating experience must be submitted.
• Experience and skills of facilitator (45 points). Scored by years of experience in motivational speaking per language (English, Afrikaans, Xhosa): 3 years = 15, 2 years = 10, 1 year = 4, no experience = 1 per language. CVs of each facilitator must be attached.

2. Preference points under the 80/20 system (Preferential Procurement Regulations 2022):

• 80 points for price (lowest price scores 80).
• 20 points for specific goals: 50% of the 20 points (i.e. 10 points) for B-BBEE status level contributor, 50% (i.e. 10 points) for locality.
• B-BBEE points allocated per status level (Level 1 highest).
• Locality points based on location of head office or primary place of business.

Contract awarded to one service provider.

Scope: The district municipality requires a service provider to facilitate educational awareness programmes addressing social ills: gender-based violence (GBV), drug and substance abuse, gangsterism, teenage pregnancy, and bullying.

Sessions: Motivational speaking sessions aimed at youth across the Cape Winelands district.

The service provider must appoint a facilitator who can conduct sessions in Afrikaans, English and isiXhosa.

Session duration: 60 minutes.

The service provider must use own transport and arrive at the venue 30 minutes before the session starts.

The service provider must hire meeting facilities if council facilities are not available; costs for venue hire are covered by the service provider. School halls may be used where available.

Content must include: speaker background, impact of drugs and gangsterism in speaker's own life, life in prison vs normal life, infamous drugs and their effects, how gangsterism takes over, motivational message for youth, after-effects of bullying, impact of teenage pregnancy, and impact of GBV.

The facilitator must have evidence (POE) of conducting similar awareness sessions within the past 3 years. The service provider must submit a company profile stating its experience, and CVs for each facilitator stating years of experience. Evaluation allocates points to the provider's number of sessions conducted and to the facilitator's years of experience per language (English, Afrikaans, Xhosa).

Pre-bidding testing costs are for the bidder.

If inspections, tests or analyses are required, the bidder's premises must be open for inspection by the purchaser's representative.

Costs of inspections that show compliance are borne by the purchaser; costs of failed inspections are borne by the supplier.

Goods/services that do not comply may be rejected; supplier must remove and substitute at own cost.

The supplier must permit the purchaser to inspect and audit its records relating to performance.

Pricing must be per session, VAT inclusive. Prices must include all costs, be market-related, and remain valid for 12 months. No excessive prices accepted. Tax compliance and municipal arrears are preconditions for award.

Pricing: Quoted prices must include all costs, be valid for 12 months, and be market-related.

The motivational session must be priced per session, VAT inclusive.

No excessive prices will be accepted.

Payment: Municipality will pay within 30 calendar days of receiving a valid invoice.

Payment in Rand.

VAT: If the contract value exceeds R2.3 million, the bidder must be VAT registered and the price is deemed VAT inclusive.

Tax compliance: No contract will be concluded with a bidder whose tax matters are not in order.

Municipal arrears: No contract will be concluded with a bidder or directors in arrears with municipal rates and taxes or charges for more than three months.

Bid security or performance guarantee: Not specified in the tender.

Registration:

• Central Supplier Database (CSD) registration required.
• Cape Winelands District Municipality Supplier Database registration required.
• CIDB registration: required only if applicable; include CIDB number.

Tax:

• Valid Tax Compliance Status PIN from SARS must accompany the bid; failure may lead to disqualification.
• Each consortium/JV member must submit a separate TCS PIN.

B-bbee:

• B-BBEE status level verification certificate (SANAS accredited or IRBA approved) or sworn affidavit (for EMEs/QSEs) required to claim preference points.
• Non-submission results in zero B-BBEE points, but does not disqualify.
• EMEs (≤R10m revenue) and QSEs (R10m–R50m) may submit sworn affidavits.
• Trusts/consortia/JVs must submit consolidated certificate.

Municipal account:

• Certified copy of municipal account (and directors') for the month preceding closure must accompany the bid.
• Bidders or directors in arrears for more than three months are disqualified.

Compensation Fund:

• Letter of Good Standing from the Department of Employment and Labour (valid at closing date) required if applicable and required under special conditions.

General:

• Bidders must not have abused SCM systems or engaged in corrupt/fraudulent practices.
• Bidders must not be restricted from doing business with the public sector.
• No bid will be considered from persons in the service of the state (as per the source).

No specific OHS requirements beyond standard compliance with the Compensation for Occupational Injuries and Diseases Act (COIDA): a Letter of Good Standing from the Department of Employment and Labour (or licensed insurer) must be submitted if applicable and required under special conditions; failure to provide may lead to disqualification. This section otherwise contains only standard procurement clauses.

Contract duration: 12 months (pricing validity).

Supplier warranties: goods/services provided under the contract are new, defect-free; warranty valid 12 months after delivery/acceptance (or 18 months after shipment).

Payment: within 30 days of invoice submission; in Rand.

Prices quoted may not vary during the contract.

Variation orders: Changes up to 15% of original contract value (20% for construction-related) may be instructed; unit price reductions may be requested.

Assignment/subcontracting: Supplier may not assign obligations without written consent; must notify of any subcontracts.

Delays: Supplier must notify purchaser of any delays; penalties may be imposed.

Penalties: For late delivery/performance, a sum calculated on the delayed amount at the current prime interest rate per day of delay may be deducted.

Termination for default: Municipality may terminate in whole or part for failure to deliver, perform, or corrupt/fraudulent practices; supplier may face a restriction from doing business with the public sector for up to 10 years.

Disputes: Parties to attempt amicable resolution, then mediation, then court.

Applicable law: South African law.

Municipality may extend contract if additional funds become available.

Evaluation is on functionality (quality) and then preference points. Minimum functionality score of 42 out of 60 is required. Functionality criteria: (1) Experience of the service provider in conducting educational awareness (15 points) – scored by number of sessions conducted in the past 3 years: 3 sessions = 15, 2 sessions = 5, 1 session = 3, none = 1; company profile required. (2) Experience and skills of the facilitator (45 points) – scored by years of experience in motivational speaking per language (English, Afrikaans, Xhosa): 3 years = 15, 2 years = 10, 1 year = 4, none = 1 per language; CVs required. Thereafter, 80/20 preference point system: 80 points for price, 20 points for specific goals (10 for B-BBEE, 10 for locality).