Supply, delivery, installation, assessment and maintenance of air conditioners for the period ending 30 june 2029.

Compulsory Clarification Meeting via Virtual will be held on 02 September 2026 at 14h30 via Microsoft Teams. Tenderers must download the app and provide contact details to Melumzi Hlwempu at least 48 hours prior (31 August 2026 at 14h30). Failure to attend will result in non-compliance.

Technical enquiries (specifications): Ehrel Maletzky, Facility Manager: Beltana Depot, tel 021 808 8189, email [email protected].

SCM enquiries: Zenazi Nobavu, tel 021 808 8121, email [email protected].

Virtual meeting contact: Melumzi Hlwempu, email [email protected].

Office hours for document collection: 08h00-15h30.

Submission channel: sealed envelope 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. Envelope must be clearly marked with the tender number and description. Bids must be submitted on the official tender document issued by the municipality; late, electronic, telephonic or faxed tenders will not be considered. Tenders must be valid for 180 days after closing. Bids will be opened in the Council Chambers or Supply Chain Management Boardroom.

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

• Certificate of Clarification/Virtual Meeting Attendance: confirms attendance at the compulsory virtual meeting.
• Authority to Sign a Bid: authorises the signatory; a certified copy of the resolution must be attached for companies/CCs.
• MBD 4 (Declaration of Interest): discloses any state employment or connection to the municipality.
• MBD 6.1 (Preference Points Claim Form): claims B-BBEE 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).
• MBD 9 (Certificate of Independent Bid Determination): certifies no collusion.
• MBD 10 (Certificate of Payment of Municipal Accounts): provides identity numbers, residential addresses and municipal account numbers of all members/partners/directors.
• OHSA form with a valid Letter of Good Standing from the Compensation Commissioner.
• Form of Indemnity.
• Pricing Schedule.
• Form of Offer (if applicable).
• Declaration by Tenderer.

Disqualification risks:

• Failure to attend the compulsory clarification meeting or to provide contact details on time.
• Any returnable form left unsigned or omitted.
• Tenders not accompanied by the complete tender document.
• Envelope not sealed or not marked with the tender number.

Checklist of required forms: Certificate of Clarification/Virtual Meeting 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 SCM 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, Form of Offer, Declaration by Tenderer.

Preference points system: 80/20. Price 80 points, B-BBEE status level 10 points, locality 10 points, total 100 points.

Price scored using the formula Ps = 80(1 - (Pt - Pmin)/Pmin).

B-BBEE status level points (80/20): Level 1 = 20, Level 2 = 18, Level 3 = 16, Level 4 = 12, Level 5 = 8, Level 6 = 6, Level 7 = 4, Level 8 = 2, Non-compliant = 0.

Locality points: within municipality boundaries = 10, outside = 0. The business address, lease agreement or sworn affidavit will be the basis for awarding locality points.

Contract awarded to the tenderer scoring the highest total points.

Scope: supply, delivery, installation, assessment and maintenance of air conditioners for the period ending 30 June 2029.

Rate-based tender; total bid price inclusive of VAT.

CIDB grading of 1ME or higher is required.

Rate-based tender. Total bid price inclusive of VAT. Pricing schedule must be completed and signed. Rates and prices must be fixed for the duration of the contract. VAT shown separately. Arithmetical errors corrected as per standard conditions.

Rate-based tender. Total bid price inclusive of VAT. Pricing schedule must be completed and signed.

Rates and prices must be fixed for the duration of the contract and not subject to adjustment except as provided in the conditions of contract.

VAT must be shown separately as an addition to the tendered total.

Arithmetical errors will be corrected: amounts in words govern over figures; line item totals govern over unit rates; the total of prices governs and the tenderer may be asked to revise item prices.

CSD registration: mandatory for conducting business with the municipality.

Tax compliance: no award will be made to tenderers whose tax status is non-compliant. Bidders must submit their SARS TCS PIN or CSD number; a printed TCS certificate may be submitted. Consortia/JVs/subcontractors must each submit a separate TCS/PIN/CSD number.

CIDB: grading of 1ME or higher required.

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

MBD 10 (Certificate of Payment of Municipal Accounts): municipal accounts will be verified and used for preference points scoring.

OHSA: valid Letter of Good Standing from the Compensation Commissioner required.

No bids will be considered from persons in the service of the state.

Preference points system: 80/20. Price 80 points, B-BBEE status level 10 points, locality 10 points. B-BBEE status level points: Level 1 = 20, Level 2 = 18, Level 3 = 16, Level 4 = 12, Level 5 = 8, Level 6 = 6, Level 7 = 4, Level 8 = 2, Non-compliant = 0. Locality points: within municipality boundaries = 10, outside = 0. Proof of B-BBEE status level must be submitted.

Bidders must complete and sign the OHSA (Occupational Health and Safety) form and attach a valid Letter of Good Standing from the Compensation Commissioner.

The tender is subject to the General Conditions of Contract (GCC, JBCC, FIDIC, CIDB or NEC) and special conditions for tendering. The successful bidder will be required to fill in and sign a written contract form (MBD7).

Compulsory virtual clarification meeting on 02 September 2026 at 14h30 via Microsoft Teams. Tenderers must provide contact details to Melumzi Hlwempu at least 48 hours prior (by 31 August 2026 at 14h30). Failure to attend or provide details will render the tender non-compliant. Provision for load shedding must be made.

CIDB grading of 1ME or higher is required. 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 valid for 180 days after closing. Tenders must be submitted on the official tender document issued by the municipality.

Tender will be evaluated in terms of the General Conditions of Contract, Supply Chain Management Policy, and the Stellenbosch Preferential Procurement Policy. The 80/20 preference points system applies. Price scored using formula Ps = 80(1 - (Pt - Pmin)/Pmin). Contract awarded to tenderer scoring highest total points.