Supply and delivery of printing paper – 12 month government tender in western cape

Closing

• Closing date and time: 27 November 2026 at 11:00.
• Bids are opened in public immediately after the closing time.

Bid validity

• Bids remain valid for 180 days from the closing date.

Bidding procedure enquiries

• Department: Financial Services, Supply Chain Management
• Telephone: 086 126 5263

Technical enquiries

• Contact: Franklin Davidse
• Telephone: 021 888 5264

Submission address

Official tender box

Cape Winelands District Municipality

29 Du Toit Street

Stellenbosch

Document collection

Supply Chain Management Unit

Cape Winelands District Municipality

29 Du Toit Street

Stellenbosch

Service delivery address

Drukkers Avenue

Stellenbosch

Submission method

• Sealed envelope, endorsed with the tender number (T 2026/071) and description, deposited in the official tender box at the Cape Winelands District Municipality offices, 29 Du Toit Street, Stellenbosch.
• Faxed, telexed or emailed bids are not accepted.
• Bids are opened in public immediately after the closing time.
• Only one price offer per bidder is allowed; alternative or multiple price offers are not permitted unless expressly invited.
• Bids stay valid for 180 days from the closing date and may not be withdrawn or altered during that period. The municipality may request a written extension; bidders who decline or who do not respond before their bid expires are excluded from further evaluation.

Document completion

• Complete the official tender form in black ink; corrections must also be in black ink and signed by the bidder.
• Correction fluid (Tippex) corrections disqualify the bid.
• The complete original tender document must be returned; missing pages disqualify the bid.
• Clear any ambiguity with the tender contact person before closing.

Returnable documents

• MBD 1 (Invitation to Bid): bidder and contact details, signed as the offer.
• MBD 4 (Declaration of Interest): discloses any director, shareholder or member employed by the state or connected to the evaluating authority.
• MBD 5 (Declaration for procurement above R10 million): declaration covering all applicable taxes.
• MBD 6.1 (Preference Points Claim Form): claims preference points under the Preferential Procurement Regulations 2022.
• MBD 7.1 or 7.2 (Contract Form): signed contract form for purchase of goods/works or rendering of services.
• MBD 8 (Declaration of Bidder's Past Supply Chain Management Practices): discloses past SCM abuse or improper conduct.
• MBD 9 (Certificate of Independent Bid Determination): certifies the price was set independently with no collusion or price disclosure.
• Authority for Signatory: board, member, partner or trustee resolution authorising the signatory to bind the bidder.
• Municipal Rates and Services form, Credit Order Instruction, Questionnaire (Annexure I), Compulsory Documentation Checklist and Capability of Bidder form.
• Tax Compliance Status PIN from SARS; each consortium or joint venture member submits a separate PIN.
• Certified copies of the bidder's and its directors' municipal accounts for the month preceding the closing date.
• B-BBEE status level verification certificate or sworn affidavit.
• Letter of Good Standing from the Department of Employment and Labour (COIDA), where required by the special conditions.
• Specification sheet proving the offered product meets the specifications, plus the brand name on the pricing schedule.

Disqualification risks

• Late deposit in the tender box, or submission by fax, telex or email.
• Tippex corrections, missing pages, unsigned forms or an unsigned bid.
• No resolution authorising the signatory.
• Tax matters not in order, or municipal rates and services in arrears for more than three months without a settlement arrangement.
• No specification sheet for the offered product.
• Contacting the municipality on bid matters between bid opening and award.
• Past abuse of the municipality's supply chain management system, improper conduct, or attempts to influence officials or councillors.

Evaluation stages

• Bids are first assessed for responsiveness to the specifications and requirements, then against the additional criteria in the tender documents.
• Stated criteria: compliance with specifications, value for money, capability to execute the contract, and the PPPFA and its associated regulations.
• Bids are evaluated per item and the pricing schedule must be completed per item for Stellenbosch; items may be awarded to different service providers.
• Estimated quantities based on previous usage are used for evaluation; actual quantities depend on departmental requirements.
• The municipality is not bound to accept the lowest bid or the highest-scoring bid, may accept more than one bid or a bid in part, and may withdraw or re-advertise the tender.

Preference points

• Preference points are claimed under the Preferential Procurement Regulations 2022 using MBD 6.1.
• B-BBEE: 10 points available; minimum B-BBEE level 4 indicated.
• Bidders without a valid B-BBEE certificate, or who are non-compliant contributors, are not disqualified but score zero for B-BBEE and are scored out of 90 or 80 on price only.
• Locality preference points require the Annexure I Questionnaire and MBD 6.1 to be completed; failure to complete them means no preference points are awarded.
• Locality evidence: a municipal account in the tenderer's name not older than 90 days, or a lease agreement where the tenderer leases its business premises, or a bank letter confirming the registered business address.

Scope

• Supply and delivery of printing paper to the Cape Winelands District Municipality over a 12-month period.
• Delivery point: Drukkers Avenue, Stellenbosch.
• The municipality cannot state or guarantee the quantities that will be ordered during the contract period.

Products and estimated quantities (Stellenbosch)

• Item 1: White A4 80 GSM — 800 boxes, 5 reams per box.
• Item 2: White A3 80 GSM — 100 boxes, 5 reams per box.

Product specifications (both items)

• Produced according to ISO 9001 and ISO 14001.
• Ageing resistance certified to ISO 9706.
• Environmentally friendly production, FSC certified.
• Whiteness not less than 98%/160CIE.

Brand names

• The brand name must be stated on the pricing schedule.
• Where more than one brand is offered, the municipality decides which brand is procured.
• A discontinued or replaced brand must be reported to the municipality; approval triggers an official amendment and the supplier must provide manufacturer documents supporting the change.
• A replacement brand is evaluated against the technical specifications, must not be of lower quality than the awarded product, and must not be priced above the awarded contract price.
• Approved brands may not be changed without written motivation and the municipality's approval.

Delivery and logistics

• Delivery within 7 working days of the order date, or a period agreed with the municipality.
• Each delivery must be accompanied by a delivery note stating the official order number.
• Pallets must be unpacked on delivery and each box counted and packed individually into storage.
• Deliveries that do not comply with the specifications or the official order are returned at the supplier's expense.
• Failure to meet the delivery period entitles the municipality to terminate the contract after written notices.
• All quoted prices must include delivery costs.

Inspection and testing

• Pre-bid testing is for the bidder's account.
• Where inspection, testing or analysis is a bid condition, the bidder's or contractor's premises must be open at all reasonable hours for inspection by the municipality or its representative.
• If inspections are introduced during the contract without being specified in the bid documents, the municipality arranges and pays for them.
• Where goods or services comply, the municipality bears the cost of inspection, testing and analysis.
• Where goods or services do not comply, the supplier bears those costs, whether or not the goods are accepted.
• Non-compliant goods and services may be rejected.

Rejected goods

• Goods may be inspected, tested or analysed after delivery and rejected if non-compliant.
• Rejected goods are held at the supplier's cost and risk and must be removed immediately at the supplier's cost and replaced with compliant goods.
• If the supplier does not remove or replace the goods, the municipality may buy replacement goods at the supplier's expense.
• These provisions do not limit the municipality's right to cancel the contract for breach.

Product standards

• White A4 80 GSM and White A3 80 GSM must be produced according to ISO 9001 and ISO 14001, be certified for ageing resistance to ISO 9706, and have whiteness of not less than 98%/160CIE.

Pricing schedule

• The pricing schedule must be completed per item for Stellenbosch; products are evaluated per item and items may be awarded to different service providers.
• Estimated quantities: White A4 80 GSM 800 boxes and White A3 80 GSM 100 boxes, 5 reams per box.
• Quoted prices must include delivery costs.

Tax responsibility

• A foreign supplier is responsible for all taxes, stamp duties and licence fees imposed outside South Africa.
• A local supplier is responsible for all taxes, duties and licence fees incurred until delivery of the goods.
• No contract is concluded with a bidder whose tax matters are not in order; SARS must confirm the preferred bidder's tax status before award.
• No contract is concluded with a bidder whose municipal rates, taxes and service charges are in arrears.

Pricing

• Quoted prices are fixed for the contract period and may not vary, except for adjustments authorised by the municipality or on a bid validity extension.
• All prices must include delivery costs.
• Payment is made in Rand.
• Bidders importing components must take out forward cover against exchange rate fluctuation.
• The municipality may ask a contractor to reduce unit prices on measurable quantities, provided there is no price escalation.

Payment

• Payment within 30 calendar days of receiving the invoice or statement.
• Invoices must be accompanied by a copy of the delivery note and must show VAT clearly.
• VAT registration with SARS is required where the contract value exceeds R2.3 million; the municipality treats prices above that amount as VAT inclusive even if no VAT is charged. The National Treasury General Conditions of Contract state a R1 million threshold for the same requirement.
• Tax invoices above R3 000 must disclose the recipient's VAT registration number.
• The municipality's VAT registration number is 4700193495.

Security and guarantees

• The successful bidder must provide performance security within 30 days of the award notification, in the amount stated in the Special Conditions of Contract.
• Performance security may take the form of a bank guarantee, an irrevocable letter of credit, or a cashier's or certified cheque, and is released within 30 days after completion of performance obligations, including warranty obligations.

Penalties and variation

• Late delivery or non-performance attracts a penalty calculated on the delivered price of the delayed goods or unperformed services at the current prime interest rate for each day of delay.
• Variation orders may change the purchase value by up to 15% of the original contract value, or 20% for construction-related work.

Document fee

• Hard copies of the tender document cost a non-refundable R274.00 each; electronic copies are free.

Registration

• Bidders must be registered and accredited on the CWDM Supplier Database and the Central Supplier Database before the closing date.
• Registration details must be updated every 12 months; payment is withheld if supplier information is outdated.
• The municipality may decline to award to suppliers not registered on the database.

Tax and municipal accounts

• A Tax Compliance Status PIN printed from the SARS website must accompany the bid; each consortium or joint venture member submits a separate PIN.
• The municipality verifies the PIN on the SARS website. If it cannot be obtained within the period the municipality specifies, the bid is disqualified.
• Certified copies of the bidder's and its directors' municipal accounts for the month before closing must be submitted.
• Bidders or directors in arrears for more than three months without a settlement arrangement before closing will not succeed. Tenants must prove that rent includes municipal rates and charges and that rent is not in arrears.
• No contract is concluded with a bidder whose tax matters are not in order or whose municipal rates and services charges are in arrears.

B-bbee

• Original or certified B-BBEE status level verification certificates must be submitted with the bid; a photocopy of a certified copy is not accepted.
• Certificates must be issued by a SANAS-accredited verification agency or an IRBA-approved registered auditor; EMEs may submit a sworn affidavit attested by a Commissioner of Oaths.
• EME: annual total revenue up to R10 million (sector charter thresholds may differ, for example R2.5 million in tourism and R1.5 million in construction). An EME is automatically a Level 4 contributor; 51% black ownership gives Level 2; 100% black ownership gives Level 1.
• QSE: annual total revenue between R10 million and R50 million. 51% black ownership gives Level 2; 100% black ownership gives Level 1. A sworn affidavit or a B-BBEE certificate is required.
• Trusts, consortia and joint ventures must submit a consolidated B-BBEE certificate for each separate bid.
• Bidders without a valid certificate, or who are non-compliant, are not disqualified but score zero B-BBEE points.

Statutory and other

• A Letter of Good Standing from the Department of Employment and Labour, or a licensed insurer, valid on the closing date is required where the special conditions call for it; failure to provide it excludes the bidder from further evaluation.
• A board, member, partner or trustee resolution authorising the signatory must accompany the bid.
• The supplier is responsible for all taxes, duties and licence fees until delivery of the goods.
• Bidders consent to the processing of their personal information under POPIA and indemnify the municipality against claims arising from that processing.

Warranty

• Goods must be new, unused, of the most recent or current model, and incorporate recent design and material improvements.
• Goods must be free of defects from design, materials or workmanship, except where the design or material is specified by the municipality.
• Warranty period: 12 months after delivery and acceptance at the final destination, or 18 months after shipment from the source country, whichever ends first.
• The supplier must repair or replace defective goods at its own cost within the period specified after written notice; if it fails to do so, the municipality may act at the supplier's risk and expense.

Payment

• Payment is made within 30 days of invoice or claim submission, in Rand.
• Invoices must be accompanied by a copy of the delivery note.
• VAT registration with SARS is required where the contract value exceeds R1 million; VAT must be shown clearly on each invoice.
• Tax invoices above R3 000 must disclose the recipient's VAT registration number.

Prices

• Prices are fixed for the contract period, except for authorised adjustments or adjustments linked to a bid validity extension.

Variation orders

• Changes of up to 15% of the original contract value may be instructed without a new process; construction-related contracts may be varied by up to 20%.
• On measurable quantities the contractor may be asked to reduce unit prices, provided there is no escalation.

Assignment and subcontracting

• The supplier may not assign its obligations without the municipality's prior written consent.
• All subcontracts must be notified to the municipality in writing; this does not relieve the supplier of liability.
• The whole contract may not be subcontracted, and no part may be subcontracted without prior written consent.

Delays and penalties

• Delays must be reported in writing with the likely duration and cause; the municipality may extend the time with or without penalties.
• Late delivery or non-performance attracts a penalty on the delivered price of the delayed goods or unperformed services at the current prime interest rate for each day of delay.
• On delay the municipality may buy substitute goods of similar quality, return late deliveries at the supplier's risk and cost, or cancel the contract and claim damages.
• The municipality may procure small quantities outside the contract in an emergency or where the supplier is not readily available.

Termination

• The municipality may terminate in whole or in part on written notice for failure to deliver, failure to perform any obligation, or corrupt or fraudulent practices.
• On termination the municipality may procure replacement goods and recover excess costs from the supplier.
• A restriction penalty of up to 10 years from doing business with the public sector may be imposed; the supplier has 14 days to give reasons against the restriction.
• The municipality may terminate without compensation if the supplier becomes bankrupt or insolvent.
• Disputes are first resolved by mutual consultation, then mediation after 30 days, then a South African court; performance continues during dispute resolution.

Product compliance

• The brand name must appear on the pricing schedule.
• A specification sheet proving the offered product meets all specifications must be submitted with the bid, or within a period agreed with the municipality.
• Bidders who cannot provide the specification sheet are not considered for further evaluation.

Evaluation and award

• Estimated quantities based on previous usage are used for evaluation; actual quantities depend on departmental requirements.
• Estimated quantities for Stellenbosch: White A4 80 GSM 800 boxes and White A3 80 GSM 100 boxes, 5 reams per box.
• Products are evaluated per item and the pricing schedule must be completed per item for Stellenbosch.
• Items may be awarded to different service providers.