Supply, installation and management of an sts6 edition 2 compliant prepayment electricity vending system, 1 july 2027 to 30 june 2032 (b/sm 31/27)

Compulsory clarification meeting

• Date: 25 November 2026
• Time: 09:00
• Format: virtual, via Microsoft Teams
• Attendance is compulsory; bidders who do not attend are regarded as non-compliant.
• Bidders must email their contact details (email address and cell phone number) to [email protected] by 23 November 2026 at 09:00 — at least 48 hours before the meeting. Bidders who miss this deadline will not be admitted to the session.
• The municipality will send the meeting link.

Closing

• Date: 25 January 2027
• Time: 12h00

Contract period

• 1 July 2027 to 30 June 2032

Bid validity

• 180 days after the closing date

Specifications

• Contact: Nombulelo Zwane
• Role: Senior Manager: Electrical Services
• Telephone: 021 808 8333
• Email: [email protected]

Supply Chain Management

• Contact: Jeanette Williams
• Telephone: 021 808 8524
• Email: [email protected]

Office hours: 08h00 to 15h30

Submission address

Stellenbosch Municipality

Town House Complex (main building between the Town Hall and the 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 hard-copy bid deposited in the tender box; the box is accessible 24 hours a day.
• The envelope must be endorsed with the tender number and description.
• Bids must be submitted on the official tender document issued by Stellenbosch Municipality; retyped documents are not accepted.
• Late, electronic, telephonic or faxed bids are not considered.
• Bid validity: 180 days after the closing date.

Submission address

Stellenbosch Municipality

Town House Complex (main building between the Town Hall and the Municipal Library)

Plein Street

Stellenbosch

Closing

• Date: 25 January 2027
• Time: 12h00
• Bids are opened in the Council Chambers or the Supply Chain Management Boardroom.

Tender documents

• Free download from www.stellenbosch.gov.za.
• Hard copies from the Supply Chain Management Unit, Town House Complex, 1st Floor, Plein Street, Stellenbosch at a non-refundable R470.00 per document.
• Collection office hours: 08h00 to 15h30.

Returnable documents — all must be completed, signed and attached

• Certificate of Virtual Meeting Attendance: signed by the bidder and the municipality's representative.
• Authority to Sign a Bid: authorises the signatory; a certified copy of the company or CC resolution must be attached.
• MBD 4 (Declaration of Interest): discloses any director, member or shareholder in the service of the state.
• MBD 5 (Declaration for procurement above R10 million): states whether audited annual financial statements are required and submits them for the past three years.
• MBD 6.1 (Preference Points Claim): claims B-BBEE and locality preference points.
• B-BBEE certificate from a SANAS-accredited verification agency, or an original sworn affidavit for EMEs and QSEs; a copy of an affidavit is not accepted.
• MBD 8 (Declaration of Bidder's Past Supply Chain Management Practices).
• MBD 9 (Certificate of Independent Bid Determination).
• MBD 10 (Certificate of Payment of Municipal Accounts): lists identity numbers, residential addresses and municipal account numbers of all members, partners and directors.
• OHSA form plus a valid Letter of Good Standing from the Compensation Commissioner.
• Form of Indemnity.
• Pricing Schedule.
• Declaration by Tenderer.
• Joint ventures: Certificate of Authority for Joint Ventures plus the JV agreement showing each partner's percentage contribution.
• The successful bidder must complete and sign the written contract form (MBD 7).

Disqualification risks

• Any returnable form omitted or left unsigned.
• Bid not in a sealed envelope marked with the tender number, or not placed in the tender box before closing time.
• Incomplete tender document.
• Non-attendance at the compulsory clarification meeting, or failure to submit contact details 48 hours before it.
• Non-compliant tax status.
• Bid from a person in the service of the state.

Preference point system: 80/20, applied under the Stellenbosch Preferential Procurement Policy effective 16 January 2023 and the Preferential Procurement Regulations 2022 (Gazette No 47452 of 4 November 2022).

Points allocation

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

Evaluation basis

• General Conditions of Contract, the municipality's Supply Chain Management Policy and the tender specification.
• A pre-qualification score sheet forms part of the document.
• B-BBEE points are awarded only where a valid B-BBEE certificate or an original sworn affidavit is submitted; no proof means no B-BBEE points.
• Locality points are based on the business address, a lease agreement or a sworn affidavit.
• Municipal accounts are verified and used for preference point scoring.
• No minimum qualifying score is stated.

Threshold note

• The 80/20 system applies to requirements up to R50 000 000; the 90/10 system applies above that value. The 80/20 system applies to this tender.

Scope

• Supply, installation and management of an STS6 Edition 2 compliant prepayment electricity vending system for Stellenbosch Municipality.
• Contract period: 1 July 2027 to 30 June 2032.

Standards

• Supplied goods must conform to the standards set out in the specification.
• Pre-bidding testing is at the bidder's cost.
• The bidder's premises must be open at reasonable hours for inspection by the municipality or its representative.
• Goods may be inspected, tested or analysed on or after delivery and rejected if non-compliant; rejected goods are held, removed and replaced at the supplier's cost and risk.

Incidental services the supplier may be required to provide

• On-site assembly and commissioning of the supplied goods.
• Tools for assembly and maintenance.
• A detailed operations and maintenance manual for each unit.
• Maintenance and repair of the supplied goods for an agreed period.
• Training of municipal personnel in assembly, start-up, operation, maintenance and repair.

Spare parts

• The supplier may be required to supply spare parts and to give advance notice of any discontinuation, with blueprints, drawings and specifications provided at no cost if requested.

Packing and delivery

• Packing must prevent damage or deterioration in transit, including rough handling, extreme temperatures, salt, precipitation and open storage.
• Delivery must be made in accordance with the contract terms.

Warranty

• Goods must be new, unused and current models.
• Warranty: 12 months after delivery and acceptance, or 18 months after shipment, whichever ends first, unless the Special Conditions of Contract state otherwise.
• Defects must be repaired or replaced at no cost to the municipality.

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 the goods or render the services.
• For measurable quantities, the contractor may be approached to reduce unit prices; such offers may be accepted provided there is no price escalation.

Standards

• Supplied goods must conform to the standards in the specification.

Inspection and testing

• Pre-bidding testing is at the bidder's cost.
• The bidder's or contractor's premises must be open at reasonable hours for inspection by the municipality or its representative.
• Where inspections, tests or analyses show compliance, the municipality bears the cost.
• Where goods or services do not comply, the supplier bears the cost, whether or not they are accepted, and the goods may be rejected.
• Goods may be inspected, tested or analysed on or after delivery and rejected if non-compliant.
• Rejected goods are held at the supplier's cost and risk and must be removed and replaced at the supplier's cost; if the supplier fails to do so, the municipality may buy replacements at the supplier's expense.

Records and confidentiality

• The supplier must permit the municipality to inspect and audit records relating to performance.
• Contract documents and information may not be disclosed or used for any purpose other than performing the contract without the municipality's prior written consent.
• Documents supplied by the municipality remain its property and must be returned on completion if required.

Pricing

• The Pricing Schedule must be completed and signed and submitted with the bid.
• The total bid price must be inclusive of VAT.
• Prices are fixed and may not vary from the quoted prices, except for authorised adjustments or an extension of bid validity.

Payment

• Payment is made within 30 days of the supplier's invoice, statement or claim.
• Payment is in Rand unless otherwise stipulated.

Tax

• A foreign supplier is responsible for all taxes, stamp duties, licence fees and levies imposed outside South Africa.
• A local supplier is responsible for all taxes, duties and licence fees incurred up to delivery.
• 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 or service charges are in arrears.
• A bidder indebted to the municipality may sign an agreement allowing a percentage or fixed amount, at the municipality's discretion, to be deducted from payments until the debt is settled.
• Bidders must declare all municipal account numbers in the Stellenbosch area for which the enterprise, its proprietors or directors are responsible or co-responsible.

Pricing

• The Pricing Schedule must be completed and signed.
• The total bid price must be inclusive of VAT.
• Prices are firm and may not vary from the quoted prices, except for authorised price adjustments or an extension of bid validity.

Performance security

• The successful bidder must provide performance security within 30 days of the contract award notification, in the amount stated in the Special Conditions of Contract.
• Acceptable forms: a bank guarantee or irrevocable letter of credit from a reputable bank, or a cashier's or certified cheque.
• The security is released within 30 days after completion of the supplier's obligations, including warranty obligations.

Payment

• Payment is made within 30 days of the supplier's invoice, statement or claim.
• Invoices must be accompanied by a copy of the delivery note.
• Payment is in Rand unless otherwise stipulated.

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 are limited to changes of no more than 15% of the original contract value.

Municipal accounts

• No contract is concluded with a bidder whose municipal rates, taxes or service charges are in arrears.
• A bidder indebted to the municipality may instead sign an agreement allowing a percentage or fixed amount, at the municipality's discretion, to be deducted from payments until the debt is settled.
• Bidders must declare all municipal account numbers in the Stellenbosch area for which the enterprise, its proprietors or directors are responsible or co-responsible.

Tax responsibility

• A foreign supplier is responsible for all taxes, stamp duties, licence fees and levies imposed outside South Africa.
• A local supplier is responsible for all taxes, duties and licence fees incurred up to delivery.

Financial capacity

• MBD 5 applies to procurement above R10 million (VAT included): bidders must state whether they are legally required to prepare audited annual financial statements and, if so, submit audited statements for the past three years, or since establishment if established within the past three years.

Registration and status

• Central Supplier Database (CSD) registration is required to do business with the municipality.
• Tax compliance: submit a SARS Tax Compliance Status PIN, a printed TCS certificate, or a CSD number where no TCS is available. No award is made to bidders whose tax status is non-compliant.
• Consortia, joint ventures and subcontractors must each submit a separate TCS certificate, PIN or CSD number.
• No bids are considered from persons in the service of the state.

B-bbee

• A B-BBEE status level verification certificate from a SANAS-accredited verification agency, or an original sworn affidavit for EMEs and QSEs, is required to claim B-BBEE preference points.
• A copy of a sworn affidavit is not accepted.

Municipal accounts

• MBD 10 must disclose the identity numbers, residential addresses and municipal account numbers of all members, partners and directors.
• Municipal accounts are verified and used for preference point scoring; the business address, lease agreement or sworn affidavit determines locality points.

Occupational health and safety

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

Foreign suppliers

• Entities not resident in South Africa, without a branch, permanent establishment, source of income or tax liability in the Republic must complete the pre-award questionnaire in Part B.

Returnable forms

• MBD 4, MBD 5, MBD 6.1, MBD 8, MBD 9, MBD 10, the Authority to Sign a Bid, the Certificate of Virtual Meeting Attendance, the Form of Indemnity, the Pricing Schedule and the Declaration by Tenderer must all be completed, signed and submitted.

Occupational health and safety

• The OHSA form must be completed and signed and submitted with the bid.
• A valid Letter of Good Standing from the Compensation Commissioner must be attached.

Contract duration

• 1 July 2027 to 30 June 2032.

Warranty

• Goods must be new, unused and of the most recent or current models.
• Warranty period: 12 months after delivery and acceptance, or 18 months after shipment, whichever ends first, unless the Special Conditions of Contract provide otherwise.
• The municipality must notify claims in writing; the supplier must repair or replace defective goods at its own cost within the period set in the Special Conditions of Contract.
• If the supplier fails to remedy a defect, the municipality may do so at the supplier's risk and cost.

Payment

• Payment is made within 30 days of the supplier's invoice, statement or claim.
• Invoices must be accompanied by a copy of the delivery note.
• Payment is in Rand unless otherwise stipulated.

Prices

• Quoted prices are fixed and may not vary, except for authorised adjustments or an extension of bid validity.

Variation orders

• Changes of no more than 15% of the original contract value may be instructed.
• For 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.

Delays and penalties

• The supplier must notify the municipality in writing of any delay, its likely duration and cause.
• The municipality may extend the time for performance, with or without penalties.
• Delays attract 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.
• The municipality may procure substitute supplies or cancel the contract and claim damages.

Termination for default

• The municipality may terminate the contract in whole or in part if the supplier fails to deliver, fails to perform any obligation, or engages in corrupt or fraudulent practices.
• On termination the municipality may procure similar goods or services and recover excess costs from the supplier.
• The municipality may restrict the supplier from doing business with the public sector for up to 10 years.
• The supplier has 14 days to give reasons why a restriction should not be imposed.
• Restrictions may extend to related enterprises and persons exercising control.
• The municipality must report the restriction to National Treasury within five working days.
• A court conviction under the Prevention and Combating of Corrupt Activities Act may lead to endorsement on the Register for Tender Defaulters, barring public-sector business for five to 10 years.

Preference points

• The 80/20 preference point system applies to this tender.
• Maximum points: Price 80, B-BBEE status level of contribution 10, Locality 10; total 100.
• The 80/20 system applies to requirements up to R50 000 000; the 90/10 system applies above that value.
• Bidders who do not submit B-BBEE proof are treated as not claiming B-BBEE points; bidders who do not submit locality proof are treated as not claiming locality points.
• Claims may be verified at any time and the municipality may act against unsubstantiated claims.

Declaration of interest

• MBD 4 requires disclosure of any relationship between the bidder's directors, members or shareholders and persons in the service of the state who may be involved in the evaluation or adjudication of the bid.