Appointment of a service provider to conduct vetting services for a month-to-month basis

• Closing Date: Friday, 31 July 2026.
• Closing Time: 11:00.
• No compulsory site or information meetings are mentioned for this tender.

• For technical enquiries: Contact Gail Julie at 021 888 5124 or [email protected].
• For bidding procedure enquiries: Contact Traci-Lee Louw at 021 888 5143 or [email protected].
• General Supply Chain Management enquiries: Call 086 126 5263.
• Document download: Available at www.capewinelands.gov.za under Supply Chain > View quotations and quotes > Quotations open.
• Physical document collection: Supply Chain Management Unit, 29 Du Toit Street, Stellenbosch.
• Submission address: Official tender box at 29 Du Toit Street, Stellenbosch.

• Submit your quotation in a sealed envelope, clearly marked with the quotation number and description.
• Place the sealed envelope in the official tender box at 29 Du Toit Street, Stellenbosch.
• The closing date is Friday, 31 July 2026 at 11:00. Late submissions will not be accepted.
• Complete the official quotation documents in black ink only. Do not use correction fluid (Tippex) as this will lead to disqualification.
• Ensure all pages of the original quotation document are returned. Missing pages will result in disqualification.
• You must be registered on the Cape Winelands District Municipality's Supplier Database and the Central Supplier Database (CSD) before the closing date.
• Telexed, faxed, or emailed quotations are not accepted.
• Do not contact the Municipality regarding your bid from the opening date until the contract is awarded. Any such contact may result in bid rejection.

Must be registered on CWDM and Central Supplier Databases; tax matters must be in order with SARS; municipal rates/taxes must not be in arrears for more than 3 months; must submit valid B-BBEE documentation; subcontracting requires prior written consent; persons related to state officials must declare interest.

• Scope: Provision of vetting and background screening services on a month-to-month basis for employee candidates.
• Key services include: qualification verification, criminal record checks, employment history checks, identification verification, driver's license checks, credit checks, and verification through accredited bodies like QCTO, Council on Higher Education, or Umalusi.
• Deliverables: Inception meeting and Service Level Agreement signing, induction sessions for key personnel, monthly/quarterly utilisation reports, and individual vetting reports.
• Contract duration: Month-to-month basis, not exceeding 12 months from the agreement date.
• The successful bidder must sign a written contract form (MBD7).

• Contract variations: The value of changes must not exceed 15% of the original contract value (20% for construction-related services).
• For measurable quantities, the contractor may be asked to reduce unit prices, provided there is no overall price escalation.

• The service provider must be experienced, qualified, and accredited to deliver vetting services.
• Key activities include an inception meeting, induction sessions for client personnel, providing utilisation reports, and performing individual background screenings.
• Screening includes verifying qualifications, criminal records, employment history, identification, driver's licenses, and credit checks.

• The purchaser may inspect the supplier's premises and records at any reasonable time.
• The cost of inspections and tests confirming compliance will be borne by the purchaser. Costs for non-compliance will be borne by the supplier.
• Goods or services found non-compliant may be rejected and must be replaced at the supplier's cost.
• Qualification verification must be conducted through accredited bodies (QCTO, Council on Higher Education, Umalusi) to confirm authenticity and NQF levels.

• The bidder is responsible for all taxes, stamp duties, and license fees.
• No contract will be awarded if the bidder's tax matters are not in order with SARS.
• No contract will be awarded if the bidder's municipal rates and taxes are in arrears.
• Include your CIDB registration number if applicable.

• Prices quoted must remain fixed for the duration of the contract.
• Payment terms: The Municipality will pay within 30 calendar days of receiving a valid invoice.
• All payments will be made in South African Rand (ZAR).
• VAT must be clearly shown on all invoices. The Municipality's VAT number is 4700193495.
• Bidders are responsible for all taxes, duties, and levies.
• No contract will be awarded if your tax matters are not in order with SARS or if municipal rates and services charges are in arrears.

• Mandatory Registration: You must be registered on the Central Supplier Database (CSD) and the Cape Winelands District Municipality's Supplier Database.
• Tax Compliance: Submit a valid Tax Compliance Status (TCS) PIN from SARS or a printed TCS certificate. Foreign suppliers must complete a specific questionnaire.
• B-BBEE: Submit an original, valid B-BBEE Status Level Verification Certificate or a sworn affidavit (for EMEs/QSEs) to qualify for preference points.
• Locality Proof: Submit proof (municipal account, lease agreement, or bank letter) to qualify for locality points.
• Municipal Accounts: Provide a certified copy of your (and your directors') municipal accounts showing rates and taxes are not in arrears.
• Letter of Good Standing: If applicable, a valid Letter of Good Standing from the Department of Employment and Labour is required.
• CIDB Registration: Include your CIDB registration number if applicable to this service.
• Authorised Signatory: Attach a board resolution authorising the signatory to submit the bid.

• Warranty: The supplier warrants that all goods/services are new, unused, and defect-free. A 12-month warranty applies from delivery.
• Payment: Invoices must be accompanied by a delivery note. Payment will be made within 30 days of invoice submission, in ZAR.
• Price Variation: Quoted prices cannot be varied, except for authorised adjustments or contract variations.
• Contract Variation: The contract may be varied by up to 15% of its original value (20% for construction-related services).
• Subcontracting: Notify the purchaser of any subcontracts. The main contractor remains fully liable.
• Delays: Notify the purchaser promptly of any delays. Penalties may be imposed for late performance.
• Termination: The contract can be terminated for default, insolvency, or corrupt practices. Restriction from public sector business for up to 10 years may apply.
• Dispute Resolution: Attempt amicable resolution first, then mediation, followed by South African courts.
• Governing Law: South African law applies. All correspondence must be in English.

• A two-envelope tender system will be followed.
• Bids that do not comply with the specified submission requirements will be disqualified.