Supply, delivery and fit of office furniture and equipment for stellenbosch municipality (wc024) from date of award until 30 june 2029

Closing

• Date: 30 November 2026
• Time: 12h00
• Bids will be opened in the Council Chambers or the Supply Chain Management Boardroom.

Compulsory clarification meeting

• Date: 16 November 2026
• Time: 14:15
• Venue: virtual, via Microsoft Teams
• Attendance is compulsory; bidders who do not attend, or who arrive late, will be disqualified.
• Bidders must email their contact details (email address and cellphone number) to [email protected] at least 48 hours before the meeting, by 14 November 2026 at 11:00. Bidders who do not send their details in time will not be able to attend.

Bid validity

• 180 days after the closing date.

Specifications

• Contact: Ehrel Maletzky
• Telephone: 021 808 8142
• Email: [email protected]

SCM requirements

• Contact: Bulelwa Dolomba
• Telephone: 021 808 8521
• Email: [email protected]

Clarification meeting details

• Email: [email protected]

Office hours for collection: 08h00-15h30

Submission address

Stellenbosch Municipality

Town House Complex (Main Building between Town Hall and Municipal Library)

Plein Street

Stellenbosch

Document collection address

Supply Chain Management Unit

Stellenbosch Municipality

Town House Complex, 1st Floor

Plein Street

Stellenbosch

Submission method

• Sealed envelope, clearly endorsed with the tender number and description, deposited in the tender box at Stellenbosch Municipality, Town House Complex (Main Building between Town Hall and Municipal Library), Plein Street, Stellenbosch.
• The tender box is accessible 24 hours a day.
• Closing time: 12h00 on 30 November 2026.
• Late, electronic, telephonic and faxed bids will not be considered.
• Bids must be submitted on the official tender document issued by the municipality; bids not accompanied by a complete tender document will not be considered.
• Bid validity: 180 days after closing.

Returnable documents (all must be completed, signed and attached)

• Clarification Meeting Certificate: confirms attendance at the compulsory virtual clarification meeting.
• Authority to Sign a Bid: authorises the signatory; companies and CCs must attach a certified copy of the board or member resolution, partnerships must list and sign for every partner, consortia must give each member's participation percentage, and joint ventures must attach the JV agreement showing each partner's percentage contribution.
• MBD 4 (Declaration of Interest): discloses any director, shareholder or member employed by the state or connected to the municipality.
• MBD 6.1 (Preference Points Claim Form): claims B-BBEE and locality preference points; must be accompanied by a SANAS-accredited B-BBEE certificate or an original sworn affidavit.
• MBD 8 (Declaration of Bidder's Past Supply Chain Management Practices): discloses past tender defaults or restrictions.
• MBD 9 (Certificate of Independent Bid Determination): certifies the price was set independently with no collusion.
• MBD 10 (Certificate for Payment of Municipal Services): declares municipal account numbers, identity numbers and residential addresses of all members, partners and directors.
• OHSA form with a valid Letter of Good Standing from the Compensation Commissioner.
• Form of Indemnity.
• Pricing Schedule.
• Declaration by Tenderer.
• The successful bidder must sign the written contract form (MBD 7).

Preference point system: 80/20

• Price: 80 points
• B-BBEE status level of contribution: 10 points
• Locality: 10 points
• Total: 100 points

Evaluation is in terms of the General Conditions of Contract, the municipality's Supply Chain Management Policy, the relevant specification and the Stellenbosch Preferential Procurement Policy (effective 16 January 2023), under the Preferential Procurement Regulations promulgated on 4 November 2022 (Government Gazette No 47452).

• The 80/20 system applies to requirements up to R50 million; the 90/10 system applies above R50 million.
• Functionality criteria apply (section 16 of the tender document).
• Bidders who do not claim B-BBEE or locality points on MBD 6.1 are treated as not claiming those points.
• The municipality is not bound to accept the lowest or any bid.

Scope

• Supply, delivery and fit of office furniture and equipment for Stellenbosch Municipality (WC024).
• Contract period: from date of award until 30 June 2029.
• Rates-based tender.

Standards

• Goods supplied must conform to the standards stated in the specifications.
• Goods must be new, unused and of the most recent or current models, incorporating recent design and material improvements.
• Packing must be sufficient to prevent damage or deterioration in transit.
• Delivery must be made in accordance with the contract terms and documents.
• Goods must be fully insured against loss or damage during manufacture, acquisition, transportation, storage and delivery.
• The supplier may be required to provide incidental services such as on-site assembly and commissioning, tools, operations and maintenance manuals, maintenance and repair, and training of municipal personnel.
• Spare parts may be required, including advance notice of discontinued production and, on request, blueprints and specifications at no cost.

Variation orders

• Where the estimated value of envisaged changes does not vary by more than 15% of the total original contract value, the contractor may be instructed to deliver goods or render services.
• For measurable quantities, the contractor may be asked to reduce the unit price; such offers may be accepted provided there is no price escalation.

Standards

• Goods supplied must conform to the standards stated in the specifications.

Inspection and testing

• Pre-bidding testing is for the bidder's account.
• The bidder's or contractor's premises must be open at all reasonable hours for inspection by the purchaser or its representative.
• If inspections, tests or analyses show compliance, the purchaser bears the cost; if goods do not comply, the supplier bears the cost.
• Non-compliant goods may be rejected and must be removed and replaced at the supplier's cost and risk.
• The supplier must permit the purchaser to inspect and audit its records relating to performance.
• Contract documents and information supplied by the purchaser must be kept confidential and used only for performing the contract.

Pricing Schedule form must be completed and signed.

Tax responsibilities

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

Municipal debt

• A bidder indebted to the municipality for rental, levies, rates or service charges must either settle the debt or sign an agreement for a percentage or fixed amount to be deducted from payments until the debt is paid.
• The bidder must declare all municipal account numbers in the Stellenbosch area for which the enterprise or its proprietors or directors are responsible or co-responsible.

Pricing

• Rates-based tender; total bid price inclusive of VAT.
• Prices quoted are fixed and may not vary, except for authorised price adjustments or a bid validity extension.

Payment

• Payment within 30 days of submission of an invoice, statement or claim.
• Invoices must be accompanied by a copy of the delivery note.
• Payment in Rand unless otherwise stipulated.

Performance security

• The successful bidder must furnish performance security within 30 days of notification of award, in the amount stated in the Special Conditions of Contract.
• Acceptable forms: bank guarantee or irrevocable letter of credit from a reputable bank, or a cashier's or certified cheque.
• The security is discharged and returned no later than 30 days after completion of performance obligations, including warranty obligations.

Penalties

• 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

• Changes may be instructed where the estimated value does not vary by more than 15% of the original contract value.

Municipal accounts

• No contract will be concluded with a bidder whose municipal rates, taxes and service charges are in arrears. A bidder indebted to the municipality must either settle the debt or sign an agreement for deduction from payments until the debt is paid.

Registration and status

• CSD registration is required to do business with the municipality.
• Tax compliance: a valid SARS Tax Compliance Status PIN or CSD number must be provided; no award will be made to a bidder whose tax status is non-compliant.
• Foreign suppliers must complete the pre-award questionnaire in Part B:3.
• No bids will be considered from persons in the service of the state.

B-bbee

• A B-BBEE status level verification certificate issued by a SANAS-accredited verification agency, or an original sworn affidavit (for EMEs and QSEs), must be submitted to claim B-BBEE preference points.
• A sworn affidavit must be an original, not a copy.

Returnable forms

• MBD 4, MBD 6.1, MBD 8, MBD 9 and MBD 10 must be completed and signed.
• OHSA form with a valid Letter of Good Standing from the Compensation Commissioner.
• Form of Indemnity, Pricing Schedule and Declaration by Tenderer.
• Authority to Sign a Bid with the supporting resolution or authority.

Disqualification risks

• Failure to attend the compulsory clarification meeting or late arrival.
• Bids not in a sealed envelope marked with the tender number, or not placed in the tender box before closing time.
• Bids not accompanied by a complete tender document.
• Late, electronic, telephonic or faxed bids.
• Non-compliant tax status or municipal accounts in arrears.

OHSA form must be completed and signed, with a valid Letter of Good Standing from the Compensation Commissioner attached.

Warranty

• Goods must be new, unused and current models, free of defects from design, materials or workmanship.
• Warranty valid for 12 months after delivery and acceptance at the final destination, or 18 months after shipment from the source country, whichever ends earlier, unless the Special Conditions of Contract state otherwise.
• The supplier must repair or replace defective goods at its own cost within the period stated in the SCC.

Payment

• Payment within 30 days of invoice, statement or claim, in Rand.

Prices

• Prices are fixed and may not vary, except for authorised adjustments or a bid validity extension.

Variation orders

• Changes may be instructed where the estimated value does not vary by more than 15% of the original contract value; unit prices may be reduced without escalation.

Assignment and subcontracting

• The supplier may not assign its obligations without the purchaser's prior written consent.
• All subcontracts must be notified to the purchaser in writing; this does not relieve the supplier of liability.

Delays and penalties

• The supplier must notify the purchaser in writing of any delay, its likely duration and cause.
• Late delivery attracts a penalty at the current prime interest rate for each day of delay.

Termination

• The purchaser may terminate the contract for failure to deliver, failure to perform other obligations, or corrupt or fraudulent practices.
• On termination the purchaser may procure substitute goods and recover excess costs from the supplier.
• A restriction penalty of up to 10 years may be imposed, prohibiting the supplier from doing business with the public sector.
• The supplier has 14 days to give reasons why a restriction should not be imposed.

Preference points: 80/20 system.

• Price: 80 points
• B-BBEE status level of contribution: 10 points
• Locality: 10 points
• Total: 100 points
• The 80/20 system applies to requirements up to R50 million; the 90/10 system applies above R50 million.
• Functionality criteria apply (section 16).
• Bidders who do not claim B-BBEE or locality points on MBD 6.1 are treated as not claiming them.