Supply and delivery of vegetable seeds – RFQ 7/1/002/2026-27

Closing date: 27 October 2026 at 12:00 noon.

Briefing session: none specified. Site or information meetings, if specified, are compulsory; bids will not be accepted from bidders who have not attended.

No briefing session is specified. Site or information meetings, if specified, are compulsory; bids will not be accepted from bidders who have not attended.

Technical enquiries:

• Contact: Ms. M Mabitle
• Telephone: 056 216 9200
• Cell: 072 729 7292
• Email: [email protected]

Supply Chain Management enquiries:

• Contact: Ms. T Mbeloane
• Telephone: 056 216 9186
• Email: [email protected]

Submission address:

Moqhaka Local Municipality (Magasyn Building)

Cnr 11th & 12th Way

Kroonstad, 9499

Delivery address:

Tourism Office (Old Town Hall)

Kroonstad

Submission method: deposit the fully completed original RFQ document in a sealed envelope into the bid box at Corner 11 & 12 Way, Magasyn/Stores, Industrial, Kroonstad, by 12:00 noon on 27 October 2026. The envelope must be endorsed with the tender number and title. Faxed, e-mailed and late tenders will not be accepted; hand, courier or post delivery is at the bidder's risk.

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

• MBD1 (Invitation to Bid): bidder and contact details, signed as the offer cover page.
• MBD4 (Declaration of Interest): discloses whether any director or shareholder is employed by the state or connected to anyone at the municipality.
• MBD6.1 (Preference Points Claim): claims preference points under the 80/20 system.
• MBD7.1 (Contract Form): the written contract to be signed by the successful bidder.
• MBD8 (Declaration of Bidder's Past Supply Chain Management Practices): declares past SCM practices.
• MBD9 (Certificate of Independent Bid Determination): certifies the price was set independently, with no collusion.
• Bank details form: provides the bidder's banking information.

Additional documents required:

• Company registration document (CIPC-CK).
• Certified ID copies of all directors (not older than 6 months).
• Valid Tax Clearance Certificate or SARS TCS PIN.
• Municipal form, municipal rates and taxes statement, or acceptable alternative (not older than 3 months).
• Proof of CSD registration.
• Valid B-BBEE certificate or sworn affidavit.
• Joint venture agreement (if applicable).
• Pricing schedule / bill of quantities.
• Evidence in support of compliance to specifications.
• Brochure with detailed specifications and pictures of all listed items.
• Return or replacement policy (drafted and signed by the bidder).

Disqualification risks:

• Any returnable form left unsigned or omitted.
• RFQ documents not completed in black ink, retyped, missing pages, or with unauthorised alterations.
• Bids received after the closing time, regardless of reason.
• Bidders not registered on the CSD.
• Bidders with municipal rates and taxes or service charges in arrears.
• Bidders in the service of the state.

Evaluation method: 80/20 preferential points system.

• Price: 80 points.
• Specific goals: 20 points.
• Locality of supplier: 10 points (within Moqhaka Local Municipality boundaries: 10; outside: 0).
• B-BBEE status level contributor: 10 points (Level 1: 10; Level 2: 6; Level 3: 4; Level 4: 2; Non-compliant: 0).

Bids are evaluated for responsiveness to specifications and requirements. Award is made in accordance with the Preferential Procurement Policy Framework Act, the Preferential Procurement Regulations 2022, and the Municipality's Supply Chain Management Policy. The Municipality does not bind itself to accept the lowest bid or the highest-scoring bid.

Supply and delivery of vegetable seeds, each item quantity 10:

• Carrots 500g Kuroda V8014
• Pepper 500g California Wonder V5220
• Beetroot 500g Detroit Dark Red
• Lettuce 500g Great Lakes
• Cabbage 500g Drumhead V7031
• Cucumber 500g Ashley V3110
• Tomato 500g Heinz V5330
• Swiss Chard 500g Fordhook Giant

Requirements:

• Seeds must have a minimum remaining shelf life of 12 months from delivery.
• Seeds must be free from damage or contamination.
• All products must be clearly labelled with batch numbers and expiry dates.
• Deliver to the Tourism Office (Old Town Hall), Kroonstad.

Method statement: not specified beyond the requirement to deliver the seeds to the Tourism Office (Old Town Hall), Kroonstad, and to label products with batch numbers and expiry dates.

The municipality invites experienced and suitably qualified service providers to submit quotations. No specific years of experience or key personnel qualifications are stated.

Quality requirements:

• Seeds must have a minimum remaining shelf life of 12 months from delivery.
• Seeds must be free from damage or contamination.
• All products must be clearly labelled with batch numbers and expiry dates.
• Goods may be inspected, tested or analysed at any time; non-compliant goods may be rejected and must be replaced at the supplier's cost.
• Pre-bidding testing is for the bidder's account.

Pricing schedule / bill of quantities: bidders must fill in the bill of quantities and state the bid amount (VAT inclusive). Prices must remain fixed for 120 days from the RFQ closing date. Prices quoted may not vary, except for authorised adjustments or bid validity extension.

Pricing: fill in the bill of quantities and state the bid amount (VAT inclusive). Prices must remain fixed for 120 days from the RFQ closing date. Prices quoted in the bid may not vary, except for authorised price adjustments or bid validity extension.

Eligibility range: quotes between R30,000.00 and R300,000.00 will be considered for further evaluation.

Payment: payments will be made within 30 days after submission of a valid invoice, accompanied by a delivery note. Payment in Rand.

Performance security: within 30 days of contract award, the successful bidder must furnish performance security as specified in the SCC (amount not stated in the document).

CSD registration: mandatory; proof of CSD registration must be attached. The municipality will not do business with unregistered suppliers.

Tax compliance: valid original Tax Clearance Certificate or SARS TCS PIN required. For joint ventures/consortia, each member must submit separately. If no TCS is available, a CSD number may be provided.

B-BBEE: valid B-BBEE certificate (issued by DTIC through CIPC, or SANAS-accredited institution) or sworn B-BBEE affidavit signed by a commissioner of oaths. Failure to comply results in no preference points for the specific goal.

CIDB: where applicable, a copy of the bidder's CIDB registration and grading certificate must be included; failure results in disqualification.

Municipal rates and taxes: statement, clearance certificate, completed municipal form, tribal authority letter, or valid lease agreement in the company's name, not older than 3 months. No contract will be concluded with bidders whose municipal rates and taxes or service charges are in arrears.

Company registration: CIPC-CK document reflecting company name, registration number, date of registration, and active directors/members.

Identity documents: certified ID copies of all directors, not older than 6 months.

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

B-BBEE requirements:

• Valid B-BBEE certificate (DTIC/CIPC or SANAS-accredited) or sworn B-BBEE affidavit signed by a commissioner of oaths.
• Failure to comply results in no preference points for the specific goal.
• Specific goals (20 points under 80/20 system):
• Locality of supplier: 10 points (within Moqhaka Local Municipality: 10; outside: 0).
• B-BBEE status level contributor: 10 points (Level 1: 10; Level 2: 6; Level 3: 4; Level 4: 2; Non-compliant: 0).

Contract terms:

• The GCC and SCC apply; where they conflict, the SCC prevails.
• The contract may be extended if additional funds become available.
• The successful bidder is liable for all duties and costs on legal documents, surety and retentions.
• The contract is governed by South African law and written in English.
• The supplier warrants goods are new, unused, and free from defects for 12 months after delivery or 18 months after shipment, whichever ends earlier.
• Payment within 30 days of invoice.
• Prices may not vary from the bid, except for authorised adjustments.
• Variation orders up to 15% of contract value may be instructed.
• Assignment and subcontracting require prior written consent.
• Delays: penalties calculated at the current prime interest rate per day of delay; termination possible for default.
• Termination for default may lead to restriction from doing business with the public sector for up to 10 years.
• Disputes: amicable resolution, then mediation, then South African courts.
• Force majeure relieves liability for delays.
• The supplier must indemnify the purchaser against third-party patent/trademark claims.
• The supplier must permit inspection and audit of records.

Special conditions:

• GCC and SCC apply; SCC prevails on conflict.
• The Municipality may withdraw, re-advertise, reject, or accept part of any tender.
• Bids valid for 120 days after closing.
• RFQ document costs, if any, are non-refundable.
• The Municipality may change quantities; the successful bidder may accept or decline, and the offer may then go to the second-placed bidder.
• The Municipality is not liable for preparation costs.
• Bidders must not contact the Municipality regarding their bid from opening to award; attempts to influence may lead to rejection.
• The contract may be extended if funds become available.
• The successful bidder is liable for duties, costs, surety and retentions.
• Contract governed by South African law.
• Submission: sealed envelope into bid box at Corner 11 & 12 Way, Magasyn/Stores, Industrial, Kroonstad, by 12:00 noon on closing date. Envelope endorsed with tender number and title. Faxed, e-mailed and late tenders not accepted.
• RFQs opened immediately after closing; details recorded in a public register.

Eligibility criteria:

• Prices/rates must remain fixed for 120 days from the RFQ closing date.
• Quotes must be within the range R30,000.00 – R300,000.00.
• Documents must be bound in a presentable manner, no loose papers.
• Submit a brochure with detailed specifications and pictures of all listed items.
• Provide a return or replacement policy (drafted and signed by the bidder) for possible defects.
• Indicate lead time on the returnable.
• Fill in the bill of quantities.

Compulsory documentation: as listed in submission guidelines.

Evaluation: 80/20 preferential points system. Price 80 points, specific goals 20 points, total 100 points. Bids evaluated for responsiveness to specifications and requirements. Award in accordance with PPPFA, Preferential Procurement Regulations 2022, and the Municipality's SCM Policy. The Municipality does not bind itself to accept the lowest bid or the highest-scoring bid.