Provision of hygiene services at various premises – cape winelands district municipality tender (western cape)

Technical enquiries:

• Contact: Karina Smit
• Telephone: 021-888 5312

Bidding procedure enquiries (SCM):

• Telephone: 086 126 5263

Submission address:

Cape Winelands District Municipality

29 Du Toit Street

Stellenbosch

Tender documents available free at www.capewinelands.gov.za or https://etenders.treasury.gov.za, or hard copies from the SCM Unit at the above address for a non-refundable fee of R274.00 per document.

Submission method: sealed envelope, endorsed with tender number and description, placed in the official tender box at the Cape Winelands District Municipality offices, 29 Du Toit Street, Stellenbosch, before closing time. Tenders opened in public immediately after closing. Telexed, faxed or e-mailed tenders not accepted.

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

• MBD 1 (Invitation to Bid): bidder and contact details, signed as cover page.
• MBD 4 B (Declaration of Interest): discloses any director/shareholder employed by the state or connected to the municipality.
• MBD 5 (Declaration for Procurement Above R10 Million): required for contracts above R10 million (all applicable taxes included).
• MBD 6.1 (Preference Points Claim): claims B-BBEE and locality points under the 80/20 system.
• MBD 7.1 or 7.2 (Contract Form): formal contract for purchase of goods/works or rendering of services.
• MBD 8 (Declaration of Bidder's Past Supply Chain Management Practices): discloses any past improper conduct.
• MBD 9 (Certificate of Independent Bid Determination): certifies no collusion or price disclosure.
• Authority for Signatory: copy of Board Resolution authorising the signatory to bind the bidder.
• Credit Order Instruction: authorises payment arrangements.
• Questionnaire (Annexure I): required for preference points.
• Preference Points Claim Form (MBD 6.1): required for preference points.
• Tax Compliance Status Pin (SARS), printed from SARS website.
• Certified copy of municipal account (or lease agreement or bank letter) for locality points.
• B-BBEE Status Level Verification Certificate or sworn affidavit (EMEs).
• Letter of Good Standing from Department of Employment and Labour (if applicable).

Disqualification risks:

• Tender forms completed in any ink other than black, or with correction fluid (Tippex) corrections.
• Missing pages from the original tender document.
• Omission of any returnable form or unsigned documents.
• Late submission (after closing time).
• Failure to attend compulsory site/information meeting (if specified).
• Contacting the municipality about the bid after closure until award (written communication only).

Evaluation stages: compliance with specifications, value for money, capability to execute the contract, and PPPFA and associated regulations.

Preference points system: 80/20 (for contracts with Rand value equal to or below R50 million).

• Price: 80 points for the lowest acceptable price.
• Specific goals: 20 points, split as follows:
• 50% (10 points) for B-BBEE status level of contributor, allocated per B-BBEE scorecard.
• 50% (10 points) for locality (enterprises located in the district/province where services are rendered).

Bidders not submitting a valid B-BBEE certificate or affidavit score zero for B-BBEE but are not disqualified; they score out of 80 for price only.

Locality points require submission of a municipal account in the bidder's name not older than 90 days, or a lease agreement, or an official bank letter confirming the registered business address. Failure to complete Annexure I and MBD 6.1 results in no preference points.

Scope: Provision of hygiene services at various premises of the Cape Winelands District Municipality, including office buildings, depots, workshops, fire stations, stores and training facilities across Stellenbosch, Paarl, Ceres, Worcester, Robertson and Montagu.

Service hours: 08:00 to 16:00 Mondays to Thursdays, 08:00 to 12:00 Fridays, excluding public holidays.

Monthly servicing requirements (at least once per month):

• Inspect all hygiene units and dispensers.
• Replenish consumables as required; no dispenser may remain empty between scheduled services.
• Clean dispensers.
• Replace worn or defective components.
• Test functionality.
• Remove waste where applicable.
• Update service records.

Ablution hygiene treatment for toilets, urinals, washbasins and/or showers must be provided monthly at all identified workplaces.

Sanitary waste: removal of hazardous waste, with proof of collection, transport and disposal at licensed waste disposal facilities. Waste manifests and disposal certificates must be provided on request.

Equipment and chemicals must conform to national legislation on hygiene services and respect personnel safety.

Personnel: All services must be performed by trained, competent staff. Replacement personnel must be provided when regular staff are unavailable to ensure uninterrupted service.

Response to defects/faults: within 48 hours of request.

Reporting: A summarised written report on problems, suggestions and improvements must be submitted when required.

Compliance: Must adhere to the Occupational Health and Safety Act, 1993 and other applicable legislation.

Premises list (towns):

• Stellenbosch: 46 Alexander Street, Annex Building, 29 Du Toit Street, C/o Langenhoven and Bird Street (3 buildings), Drukkers Avenue (Stores, Roads Depot, Mechanical Workshop), Papegaairand Street (Fire Station).
• Paarl: 194 Main Street, Heide Street (Roads Depot, Mechanical Workshop), Nieuwedrift (Fire Station).
• Ceres: 27 Munnik Street (Office & Fire Services), Môreson Industrial Area (Roads Depot, Mechanical Workshop).
• Worcester: 51 Trappes Street, C/o Louis Lange & Schönland Street (Stores & Roads Depot, Mechanical Workshop), Eerste Begin Small Holding, Brandwacht (Training Facility, Fire Services).
• Robertson: 40 Van Reenen Street, Constitution Street (Roads Depot, Mechanical Workshop, Fire Services).
• Montagu: 50A Bath Street.

Pricing: Prices quoted must remain fixed for the contract period; no variation unless authorised.

VAT: If the contract value exceeds R2.3 million, the bidder must be registered for VAT and the price will be deemed VAT inclusive. VAT registration number of the municipality: 4700193495.

Payment terms: Payments within 30 calendar days of receipt of a valid invoice. Payment in Rand.

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

Taxes and duties: The bidder is responsible for all taxes, duties and licence fees. No contract will be concluded with a bidder whose tax matters are not in order.

Municipal rates: No contract with a bidder or director whose municipal rates and services charges are in arrears for more than three months without a settlement arrangement.

CSD registration: Mandatory registration on the Central Supplier Database (CSD) and the CWDM's Supplier Database before the closing date.

Tax compliance: Valid Tax Compliance Status Pin from SARS must accompany the bid; verified on the SARS website. For consortia/joint ventures, each member must submit a separate pin.

B-BBEE: Valid B-BBEE Status Level Verification Certificate (SANAS-accredited or IRBA-approved auditor) or, for EMEs (revenue ≤ R10 million) and QSEs (revenue R10–50 million), a sworn affidavit. Non-compliant bidders score zero B-BBEE points but are not disqualified.

Locality: To claim locality points, submit a municipal account not older than 90 days, or a lease agreement, or a bank letter confirming business address.

Municipal account: Certified copy of the bidder's and directors' municipal accounts for the month preceding tender closure must accompany the bid.

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

No contract will be awarded to a bidder with outstanding municipal rates or taxes.

All returnable forms (MBD 1, 4B, 5, 6.1, 7.1/7.2, 8, 9, Authority for Signatory, Credit Order Instruction, Questionnaire) must be completed and signed.