Service, maintenance and repairs of ICT data centre airconditioning units – stellenbosch municipality (b/sm 06/27)

Closing date: 05 October 2026 at 12h00. Bids will be opened in the Council Chambers or Supply Chain Management Boardroom.

Compulsory clarification meeting: 15 September 2026 at 12:00, at Stellenbosch Municipality Main Building, main entrance, 17 Plein Street, Stellenbosch, thereafter to the ICT Data Centre. Attendance is compulsory; failure to attend results in disqualification. No latecomers will be allowed.

Technical enquiries (specifications): Regan Mooideen, Senior Manager ICT, tel 021 808 8538, email [email protected].

SCM enquiries: Jeanette Williams, tel 021 808 8524, email [email protected].

Office hours for collection of documents: 08h00-15h30.

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

Submission channel: sealed envelope, clearly endorsed with the tender number and description, deposited in the tender box at Stellenbosch Municipality, Town House Complex (Main Building between Town Hall and Municipal Library), Plein Street, Stellenbosch. The tender box is accessible 24 hours a day.

Format: bids must be submitted on the official tender document issued by Stellenbosch Municipality; re-typed or online submissions are not accepted. Late, electronic, telephonic or faxed tenders will not be considered.

Validity: bids must remain valid for 180 days after the closing date.

Returnable forms (all must be completed, signed and attached):

• Certificate of Clarification Attendance: confirms attendance at the compulsory clarification meeting, signed by both the tenderer and a municipality agent.
• Authority to Sign a Bid: for companies/CCs, a certified copy of the board/members resolution authorising the signatory must be attached.
• MBD 4 (Declaration of Interest): discloses any connection between the bidder's directors/shareholders and the state or the municipality.
• MBD 6.1 (Preference Points Claim Form): claims B-BBEE and locality points; a SANAS-accredited B-BBEE certificate or original sworn affidavit must be attached.
• MBD 8 (Declaration of Bidder's Past Supply Chain Management Practices): declares any previous SCM transgressions.
• MBD 9 (Certificate of Independent Bid Determination): certifies the bid price was set independently, with no collusion.
• MBD 10 (Certificate of Payment of Municipal Accounts): declares all municipal account numbers in the Stellenbosch area for which the bidder or its principals are responsible; municipal accounts will be verified and used for locality points.
• OHSA (Occupational Health and Safety) form: must be completed and signed, with a valid Letter of Good Standing from the Compensation Commissioner attached.
• Form of Indemnity: must be completed and signed.
• Pricing Schedule: must be completed and signed.
• Declaration by Tenderer: must be completed and signed.

Disqualification risks:

• Failure to attend the compulsory clarification meeting.
• Any returnable form left unsigned or omitted.
• Bids not accompanied by the complete tender document.
• Bids not in a sealed envelope clearly marked with the tender number, or deposited after the closing time.

The following forms must be completed and signed: Certificate of Clarification Attendance, Authority to Sign a Bid (with certified copy of resolution), MBD 4 (Declaration of Interest), MBD 6.1 (Preference Points claim form), MBD 8 (Declaration of Past Supply Chain Practices), MBD 9 (Certificate of Independent Bid Determination), MBD 10 (Certificate of Payment of Municipal Accounts), OHSA form with Letter of Good Standing, Form of Indemnity, Pricing Schedule, and Declaration by Tenderer.

Preference points system: 80/20 in terms of the Stellenbosch Preferential Procurement Policy effective 16 January 2023.

Points allocation (total 100):

• Price: 80 points
• B-BBEE status level of contribution: 10 points
• Locality: 10 points

Locality points: awarded based on the business address, lease agreement or sworn affidavit; municipal accounts will be verified and used as the basis for scoring.

B-BBEE points: a SANAS-accredited B-BBEE certificate or original sworn affidavit (for EMEs and QSEs) must be submitted to qualify for preference points.

Pre-qualification requirements:

• Registration on the Central Supplier Database (CSD).
• Tax compliance status (SARS TCS PIN or CSD number).
• Attendance at the compulsory clarification meeting.
• Submission of all mandatory forms as per the checklist.
• A valid Letter of Good Standing from the Compensation Commissioner.
• No award to bidders whose tax status is non-compliant.
• No bids from persons in the service of the state.

Scope: service, maintenance and repairs of ICT data centre airconditioning units for a period ending 30 June 2027.

Contract period: from award until 30 June 2027.

Site: the ICT Data Centre at Stellenbosch Municipality; the compulsory clarification meeting includes a visit to the data centre.

Standards: goods and services supplied must conform to the standards mentioned in the bidding documents and specifications.

Inspection: the municipality may inspect, test or analyse goods/services at any stage; non-compliant goods may be rejected and must be replaced at the supplier's cost.

Warranty: the supplier warrants that goods are new, unused, of the most recent models, and free from defects for 12 months after delivery/acceptance or 18 months after shipment, whichever is earlier.

The tender does not specify a required methodology or method statement. Bidders should follow the specifications and pricing schedule provided.

Standards: goods and services must conform to the standards in the bidding documents and specifications.

Inspection: the municipality may inspect, test or analyse goods/services at any stage; the supplier's premises must be open for inspection at all reasonable hours.

Non-compliance: goods/services that do not comply may be rejected; rejected goods are held at the supplier's cost and risk, and must be replaced immediately. If the supplier fails to replace, the municipality may procure substitutes at the supplier's expense.

Records: the supplier must permit the municipality to inspect and audit records relating to contract performance.

Pricing schedule: must be completed and signed. The total bid price (inclusive of VAT) must be stated.

Taxes: the supplier is responsible for all taxes, duties and levies; no contract with a bidder whose tax matters are not in order.

Municipal arrears: no contract with a bidder whose municipal rates and taxes or service charges are in arrears. If indebted, an agreement for deductions from payments may be signed.

Declaration of municipal accounts: the tenderer must declare all municipal account numbers in the Stellenbosch area for which the enterprise or its proprietors/directors are responsible.

Pricing: the total bid price (inclusive of VAT) must be stated on the pricing schedule. The pricing schedule must be completed and signed.

Payment: payments will be made within 30 days after submission of a valid invoice, statement or claim. Payment will be made in Rand.

Taxes: the supplier is responsible for all taxes, duties and levies; 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 whose municipal rates and taxes or service charges are in arrears. If the bidder is indebted to the municipality, an agreement may be signed for deductions from payments until the debt is settled.

Performance security: the successful bidder must furnish performance security within 30 days of contract award, in the amount specified in the Special Conditions of Contract (not stated in the extract).

CSD registration: mandatory. Bidders must be registered on the Central Supplier Database to conduct business with the municipality.

Tax compliance: bidders must submit their SARS TCS PIN or CSD number; no award will be made to non-compliant bidders. Foreign suppliers must complete the pre-award questionnaire in Part B:3.

B-BBEE: a SANAS-accredited B-BBEE certificate or original sworn affidavit (for EMEs and QSEs) must be submitted to claim preference points.

COIDA: a valid Letter of Good Standing from the Compensation Commissioner must be submitted.

Municipal accounts: MBD 10 must be completed with identity numbers, residential addresses and municipal account numbers of all members, partners, directors, etc.

State employees: no bids will be considered from persons in the service of the state.

Joint ventures/consortia: each party must submit a separate TCS certificate/PIN/CSD number; a Joint Venture Agreement showing percentage contribution must be appended.

B-BBEE status level of contribution: 10 points. Proof of B-BBEE status level must be submitted to claim points.

Locality: 10 points for suppliers with business offices within the municipal area of Stellenbosch (WC024).

A SANAS-accredited B-BBEE certificate or original sworn affidavit (for EMEs and QSEs) must be submitted to qualify for preference points.

OHSA form: must be completed and signed.

Letter of Good Standing: a valid Letter of Good Standing from the Compensation Commissioner must be submitted.

Indemnity: a Form of Indemnity must be completed and signed.

Contract form: the successful bidder will be required to sign a written contract form (MBD7).

Service Level Agreement: the award is subject to the signing of an SLA between the successful bidder and Stellenbosch Municipality.

Warranty: the supplier warrants goods are new, unused, of the most recent models, and free from defects for 12 months after delivery/acceptance or 18 months after shipment, whichever is earlier. The supplier must repair or replace defective goods promptly at no cost.

Payment: payments within 30 days of a valid invoice; in Rand.

Price variation: prices may not vary from the bid, except for authorised adjustments or bid validity extensions.

Variation orders: the municipality may instruct changes up to 15% of the original contract value without price escalation.

Assignment: the supplier may not assign obligations without prior written consent.

Subcontracts: the supplier must notify the municipality in writing of all subcontracts.

Delays and penalties: for late delivery or performance, the municipality may deduct a penalty calculated at the current prime interest rate per day of delay, and may terminate the contract.

Termination for default: the municipality may terminate if the supplier fails to deliver, fails to perform obligations, or engages in corrupt or fraudulent practices. The supplier may be restricted from doing business with the public sector for up to 10 years.

Force majeure: the supplier is not liable for delays caused by force majeure, but must notify the municipality promptly.

Insolvency: the municipality may terminate the contract if the supplier becomes insolvent.

Bids must be valid for 180 days after closing.

Late, electronic, telephonic or faxed tenders will not be considered.

Bids must be submitted on the official tender document issued by Stellenbosch Municipality.

Tenderers must be registered on the Central Supplier Database (CSD).

No award will be made to tenderers whose tax status is non-compliant.

Tenders must be in a sealed envelope clearly marked with the tender number and deposited in the tender box before closing time.

The tender will be evaluated in terms of the GCC, Supply Chain Management Policy, and the Stellenbosch Preferential Procurement Policy effective 16 January 2023.

Preference points system: 80/20.

Points: Price 80, B-BBEE status level 10, Locality 10, total 100.