Supply and delivery of portable toilets – RFQ tender in western cape

Closing date: 26 August 2026 at 11:00. Quotations are opened publicly immediately after closing. No site or information meeting is advertised for this tender; if one is specified, attendance may be compulsory and bidders arriving 15 minutes or more late will not be allowed to attend.

No site or information meeting is advertised for this tender. If one is specified, attendance may be compulsory; bidders arriving 15 minutes or more after the advertised start time will not be allowed to attend or sign the register. If delayed, the bidder must inform the contact person before the meeting starts and may only attend with the permission of the chairperson and all other bidders. All partners (or the lead partner of a joint venture) must attend compulsory meetings.

Technical enquiries: Lee Meisenheimer, tel 084 685 4072, email [email protected]. Bidding procedure enquiries: Financial Services, Supply Chain Management, tel 086 126 5263. Additional contact: tel 021 870 3290; tel 021 888 5143, email [email protected]. Documents available free of charge at www.capewinelands.gov.za or https://etenders.treasury.gov.za, or in hard copy from the Supply Chain Management Unit, 29 Du Toit Street, Stellenbosch.

Submission method: sealed envelope endorsed with the quotation number (Q 2026/052) and description, deposited in the official tender box at the Cape Winelands District Municipality offices, 29 Du Toit Street, Stellenbosch, before 11:00 on 26 August 2026. Quotations are opened publicly after closing. Faxed, e-mailed or telexed bids are not accepted.

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

• MBD 1 (Invitation to Bid): bidder and contact details, signed as the offer cover page.
• MBD 4 (Declaration of Interest): discloses whether any director or shareholder is employed by the state or connected to anyone at the municipality.
• 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): purchase of goods or rendering of services.
• MBD 8 (Declaration of Bidder's Past Supply Chain Management Practices).
• MBD 9 (Certificate of Independent Bid Determination): certifies no collusion or price disclosure.
• Authority for Signatory / Board Resolution: authorises the named signatory to bind the bidder.
• Questionnaire (Annexure I) and Preference Points Claim Form (MBD 6.1) — mandatory to qualify for preference points.
• Tax Compliance Status PIN printed from SARS.
• Certified copy of municipal account (bidder and directors) for the month preceding closure, or rental proof covering municipal charges.
• B-BBEE Status Level Verification Certificate (original or certified copy) or sworn affidavit for EMEs/QSEs.
• Brochure with specifications of the portable toilets.
• At least two reference letters from companies where the bidder currently provides or has provided similar goods, with contact details.
• Compulsory documentation checklist and capability-of-bidder statement.

Disqualification risks:

• Corrections made with correction fluid (Tippex).
• Missing pages from the original quotation document.
• Bids received after the closing time.
• Bids not signed by an authorised signatory, or without the required board resolution.
• Failure to attend a compulsory site/information meeting if one is specified (none is advertised for this tender).

Returnable documents include: the completed official quotation form; a copy of the Board Resolution authorising the signatory; a Tax Compliance Status PIN (or CSD number); certified copies of municipal accounts (bidder and directors) where applicable; letter of good standing from the Department of Employment and Labour (if applicable); CIDB registration (if applicable); B-BBEE certificate or sworn affidavit; brochure with specifications of the portable toilets; at least two reference letters from current or past clients with contact details; completed questionnaire (Annexure I) and preference points claim form (MBD 6.1) to qualify for preference points.

Evaluation is per item, and the municipality may award to a single service provider. The 80/20 preferential points system applies (per Preferential Procurement Regulations 2022): 80 points for the lowest acceptable price, 20 points for specific goals. The 20 points are split 50/50: 10 points for B-BBEE status level and 10 points for locality (enterprises located in the Cape Winelands District or Western Cape). Bidders who do not submit a valid B-BBEE certificate or affidavit score zero for B-BBEE but are not disqualified. Locality points require a municipal account in the bidder's name (not older than 90 days), a lease agreement, or a bank letter confirming the registered business address. Evaluation also considers compliance with specifications, value for money, capability to execute the contract, and PPPFA and associated regulations. The municipality is not bound to accept the lowest or highest-scoring bid and may accept more than one quotation.

Supply and delivery of portable toilets for operational purposes (incidents, emergencies, events).

Specifications:

• Dimensions: 115cm x 118cm x 211cm.
• Waste tank capacity: minimum 150L.
• Bench tank capacity: minimum 160L.
• Material: UV-stabilised LLDPE (Linear Low-Density Polyethylene).
• Weight: between 75kg and 90kg.
• Translucent roof.
• Ventilation pipe.
• Lockable doors.
• Standard/basic hand-washing basin.
• Colour: blue or grey.

Logistics:

• Delivery within 30 days of receiving the official order.
• Delivery to CWDM offices in Paarl; exact coordinates provided to the successful bidder.
• A unit price for a complete unit must be submitted; the municipality may purchase more than one unit at the quoted price.
• The bidder must provide a brochure with item specifications (with the bid or within a timeframe determined by CWDM).
• At least two reference letters from companies where the bidder currently provides or has provided similar goods, with contact details.

Goods must conform to the standards in the bidding documents and specifications. The municipality may inspect, test or analyse goods at any stage, and reject non-conforming goods. Costs of tests are borne by the supplier if goods fail to comply; the supplier's premises must be open for inspection at all reasonable hours. Rejected goods must be removed and substituted at the supplier's cost and risk.

Unit price for a complete unit, VAT inclusive, fixed for the offer period and 12-month contract term. Prices must include all labour, transport, consumables, disbursements and related costs. The prescribed pricing schedule (Schedule G) must be completed in full and signed; alternative schedules will be considered. No upfront payments; payment within 30 days of a valid invoice (with delivery note). Payment in Rand. VAT must be shown on each invoice; if the contract exceeds R2.3 million, the bidder must be VAT registered and the price is deemed VAT-inclusive. If a bidder quotes VAT but is not registered, payment will be exclusive of VAT. The supplier is responsible for all taxes, duties and licence fees. Forward cover must be taken for exchange rate fluctuations if importing components.

Pricing format: unit price for a complete unit, VAT inclusive, fixed for the offer period and for the 12-month contract term. Prices must include all labour, transport, consumables, disbursements and related costs. The prescribed pricing schedule (Schedule G) must be completed in full and signed; alternative schedules will be considered. No claims for price increases or additional payments during the contract term. No upfront payments; payment within 30 days of receiving a valid invoice (with delivery note). Payment in Rand. VAT must be shown on each invoice; if the contract value exceeds R2.3 million, the bidder must be VAT registered and the price is deemed VAT-inclusive. If a bidder quotes VAT but is not registered, the evaluation price is as submitted, but payment will be exclusive of VAT. The supplier is responsible for all taxes, duties and licence fees. Forward cover must be taken for exchange rate fluctuations if importing components. Performance security may be required within 30 days of award (amount specified in SCC, not stated here).

Registration: bidders must be registered on the CWDM Accredited Supplier Database and the Central Supplier Database; registration details must be updated every 12 months.

Tax compliance: a Tax Compliance Status PIN printed from SARS must accompany the bid; every member of a consortium or joint venture must submit one. The municipality verifies the PIN on the SARS website. No contract is concluded with a bidder whose tax matters are not in order.

Municipal accounts: the bidder and its directors must not be in arrears with municipal rates, taxes or service charges for more than three months. A certified copy of the municipal account for the month preceding closure must accompany the bid (or rental proof covering municipal charges).

B-BBEE: a valid B-BBEE Status Level Verification Certificate (original or certified copy) or sworn affidavit for EMEs/QSEs must substantiate any B-BBEE claim. Trusts, consortia and joint ventures must submit a consolidated certificate.

CIDB: if applicable, the bidder's CIDB registration number must be included; the municipality verifies it during evaluation.

Compensation Fund: if applicable, a valid Letter of Good Standing from the Department of Employment and Labour (or licensed insurer) must accompany the bid.

Returnable forms: MBD 1, MBD 4, MBD 6.1, MBD 7.1/7.2, MBD 8, MBD 9, Authority for Signatory, Questionnaire, municipal rates declaration, credit order instruction, compulsory documentation checklist, and capability-of-bidder statement.

Bidders must submit valid B-BBEE Status Level Verification Certificates (original or certified copy) to substantiate B-BBEE claims. Non-compliant contributors score zero points for B-BBEE but are not disqualified. Trusts, consortia and joint ventures must submit a consolidated certificate. EMEs (annual revenue R10 million or less) and QSEs (R10–R50 million) may submit sworn affidavits confirming revenue and black ownership; recognition levels range from Level 1 (135%) for 100% black-owned EMEs to Level 4 (100%) for EMEs without black ownership. Preference points for locality require a municipal account (not older than 90 days), a lease agreement, or an official bank letter confirming the registered business address. Points are allocated under the 80/20 system where 50% of the 20 points are for B-BBEE level and 50% for locality, with locality points for enterprises located in the Cape Winelands District or Western Cape.

The portable toilets must be made of UV-stabilised LLDPE and include a translucent roof and ventilation pipe. No other environmental or sustainability requirements are stated.

Contract term: 12 months. Prices are fixed for the term; no claims for increases or additional payments. The contract is governed by South African law; all documents and correspondence in English. The supplier must not assign or subcontract without prior written consent; subcontracting the whole contract is prohibited. The municipality may terminate for default (failure to deliver, failure to perform, corrupt or fraudulent practices) and may impose a restriction from doing business with the public sector for up to 10 years. Termination for insolvency is permitted without compensation. Disputes are first resolved by mutual consultation, then mediation, and ultimately in a South African court; parties must continue performance during disputes. The supplier must maintain confidentiality of contract documents; the municipality may inspect and audit the supplier's records. Patent rights indemnity applies. Performance security may be required within 30 days of award. Payment within 30 days of invoice. Prices may not vary; contract variations up to 15% (20% for construction) are allowed. Penalties for late delivery are calculated at the current prime interest rate per day of delay. The municipality may procure substitute goods at the supplier's expense if delivery is delayed.

The successful bidder must supply and deliver the portable toilets within 30 days of receiving the official order. Deliveries are to the CWDM offices in Paarl; exact coordinates to be provided. The bidder must provide a brochure with item specifications (with the bid or within a timeframe determined by CWDM). At least two reference letters from companies where the service provider is currently or has been providing the applicable goods must be included, or submitted within a timeframe determined by CWDM. The quotation will be evaluated and awarded per item. A unit price for a complete unit must be submitted. No upfront payments; 30-day payment policy; all fees inclusive of VAT.

Bidders must be registered on the CWDM Accredited Supplier Database and the Central Supplier Database, and must update registration details every 12 months. Bids must be completed in black ink; correction fluid will cause disqualification. Missing pages will disqualify the bid. The bid must be signed by an authorised signatory; a copy of the board resolution authorising the signatory must be attached. Bidders must be tax compliant (Tax Compliance Status PIN required). No contract will be concluded with bidders whose municipal rates and taxes or service charges are in arrears; a certified copy of the bidder's and directors' municipal accounts (for the month before closure) must accompany the bid. For consortia/JVs, each member must submit a separate Tax Compliance Status PIN. If applicable, a valid Letter of Good Standing from the Department of Employment and Labour (Compensation Fund) and a CIDB registration number must be provided. Bidders claiming B-BBEE points must submit a valid B-BBEE certificate or sworn affidavit (for EMEs/QSEs).

Quotations are evaluated for responsiveness to specifications and additional criteria. The 80/20 preferential points system (per Preferential Procurement Regulations 2022) applies: 80 points for the lowest acceptable price, 20 points for specific goals (B-BBEE and locality split 50/50). Evaluation considers compliance with specifications, value for money, capability to execute the contract, and PPPFA and associated regulations. The municipality reserves the right to reject any tender, accept any tender in whole or part, accept more than one quotation, and is not bound to accept the lowest or highest-scoring bid.