T 2026/066: supply and delivery of refreshments, cleaning products and disposable paper products for cape winelands district municipality (12-Month contract)

Closing: 27 November 2026 at 11:00

• Bids are opened in public immediately after the closing time.
• Bid validity: 180 days from the closing date.
• No compulsory briefing or site visit is scheduled for this tender; where site or information meetings are specified they are compulsory, and bidders arriving 15 minutes or more after the start are excluded.

Technical enquiries

• Contact: Franklin Davidse
• Telephone: 021 888 5264
• Email: [email protected]

Bidding procedure enquiries

• Contact: Elmine Niemand
• Telephone: 021 888 5175
• Email: [email protected]

General SCM enquiries

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

Submission address

Official tender box

29 Du Toit Street

Stellenbosch

Document collection address

Supply Chain Management Unit

29 Du Toit Street

Stellenbosch

Delivery address

Drukkers Avenue

Stellenbosch

Submission method

• Sealed envelope, endorsed with the tender number (T 2026/066) and the description, deposited in the official tender box at 29 Du Toit Street, Stellenbosch.
• Faxed, emailed or telexed bids are not accepted.
• Late bids are not considered.
• Bids must be submitted on the official forms provided; re-typed documents are not accepted.
• Tenders are opened in public immediately after the 11:00 closing time on 27 November 2026.

Document collection

• Free download from www.capewinelands.gov.za or https://etenders.treasury.gov.za.
• Hard copies from the Supply Chain Management Unit, 29 Du Toit Street, Stellenbosch, at a non-refundable R274.00 per document.

Completion rules

• Complete 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 document must be returned; missing pages disqualify the bid.
• Ambiguities must be raised with the tender contact person before closing.

Returnable documents

• MBD 1 (Invitation to Bid): bidder and contact details, signed as the offer cover page.
• MBD 4 (Declaration of Interest): discloses any director, shareholder or official connection to the state or the municipality.
• MBD 6.1 (Preference Points Claim Form): claims B-BBEE and locality preference points under the 80/20 system.
• MBD 7.1 or 7.2 (Contract Form): the successful bidder must complete and sign the written contract form.
• MBD 8 (Declaration of Bidder's Past Supply Chain Management Practices): declares any past SCM abuse or restriction.
• MBD 9 (Certificate of Independent Bid Determination): certifies the price was set without collusion or price disclosure.
• MBD 5 (Declaration for procurement above R10 million): applies only where the contract value exceeds R10 million.
• Annexure I Questionnaire and Annexure L Preference Points Claim Form: both must be completed to earn preference points.
• Authority for Signatory: board resolution authorising the signatory to bind the bidder.
• Credit Order Instruction, Municipal Rates and Services form, Compulsory Documentation Checklist and Capability of Bidder form.
• Supporting documents: Tax Compliance Status PIN, B-BBEE certificate or sworn affidavit, proof of locality, certified municipal accounts, and a Letter of Good Standing where applicable.

Disqualification risks

• Late, faxed, emailed or telexed bids.
• Tippex corrections or missing pages.
• Unsigned forms, or a bid without the authorising board resolution.
• More than one price offer or an alternative price proposal for the same scope, unless expressly invited.
• Contacting the municipality on bid matters between bid opening and contract award.
• Municipal rates and taxes in arrears for more than three months without a settlement arrangement.

Preference point system: 80/20 under the Preferential Procurement Regulations, 2022.

• Price: 80 points awarded to the lowest bid that complies with the tender requirements.
• Specific goals: 20 points, split equally — 10 points for B-BBEE status level of contributor and 10 points for locality.
• Bidders who submit no B-BBEE certificate, or who are non-compliant contributors, score zero for B-BBEE but are not disqualified; they are scored out of 80 for price only.
• Locality points depend on where the enterprise's head office, primary place of business, or regional or satellite office is located.
• Preference points are awarded only if the Annexure I questionnaire and the MBD 6.1 preference points claim form are completed.

Adjudication also considers compliance with specifications, value for money, capability to execute the contract, and the PPPFA and its associated regulations.

Bids are first assessed for responsiveness to the specifications and requirements.

Scope: supply and delivery of refreshments, cleaning products and disposable paper products for a 12-month period, delivered to Drukkers Avenue, Stellenbosch.

Category 1 — Refreshments

• Chicory and granulated coffee, 750g.
• Freeze-dried instant coffee, medium roast, 400g.
• Medium roast pure ground coffee suitable for percolator, 500g.
• Tag-less teabags, 2.5g, 100 teabags.
• Rooibos teabags, 2.5g, 80 teabags.
• Coffee creamer, 750ml packets (2 x 375g).
• White sugar, 2.5kg.
• Brown sugar, 2kg.
• Sweetener sticks, 100 sticks.
• Long life milk, full cream, box of 6 x 1 litre.
• Long life milk, low fat, box of 6 x 1 litre.
• Still water, 500ml, pack of 24.
• Still water, 5 litre.

Category 2 — Cleaning products

• Ammoniated cleaning cream, 750ml.
• Multipurpose thick bleach, 750ml.
• Thin bleach for killing bacteria, fungi and viruses, 750ml.
• Odourless multi-insect killer, 300ml.
• Air freshener, 180ml.
• Multi-surface polish spray, 300ml.
• Black bags, 40 micron, 750mm x 950mm, pack of 100.
• Perforated scented bin liners, 58cm x 78cm, pack of 20.
• Deo blocks, 5kg.
• Dishwashing liquid, 5 litre.
• Ammonium-based disinfectant for bacteria, fungi, mould and slime, 5 litre.
• Dishwasher tablets, pack of 16.
• Antibacterial alcohol-based surface cleaning wipes, container of 1,000 wipes, at least 70% alcohol, 5kg.
• Vacuum pack rags, 5kg.

Category 3 — Disposable paper products

• Two-ply perforated toilet paper, 48 rolls per bale, 350 sheets per roll, 100mm x 110mm per sheet.
• One-ply super strong, super absorbent perforated barrel towels, 240mm x 360m, 4 barrel towels per packet unit.
• Folded tissue paper, sheet size 240mm x 330mm, C-fold, 20 packets of 100 per box.

Quantities

• The municipality does not guarantee the number of products that will be ordered during the 12-month contract.

Brands

• Where more than one brand is offered, the municipality decides which brand is procured for the contract period.
• A discontinued or replaced brand must be reported; approval triggers an official amendment and the supplier must provide manufacturer documentation.
• A replacement brand is evaluated against the specifications, must not be of lower quality than the awarded product, and must not cost more than the awarded contract price.
• Approved brands may not be changed without written motivation and the municipality's approval.

Variation orders

• Where the estimated value of a change does not vary by more than 15% of the total original contract value, the contractor may be instructed to deliver or perform as instructed.
• Construction-related goods, services and infrastructure contracts may be varied by up to 20%.
• For measurable quantities, the contractor may be asked to reduce the unit price; such offers may be accepted provided there is no price escalation.

Inspections and testing

• Pre-bidding 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, the municipality arranges and pays for them.
• Where goods or services comply with the contract, the municipality bears the cost of inspection, testing and analysis.
• Where goods or services do not comply, the supplier bears the cost, whether or not the goods are accepted.
• Non-compliant goods may be rejected; rejected goods are held at the supplier's cost and risk and must be removed and replaced immediately at the supplier's expense.
• If the supplier does not replace rejected goods, the municipality may buy replacement goods at the supplier's expense.
• Rejection does not limit the municipality's right to cancel the contract for breach.

Tax responsibility

• 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 up to delivery of the goods.
• No contract will be concluded with a bidder whose tax matters are not in order; SARS must confirm the preferred bidder's tax status before award.
• No contract will be concluded with a bidder whose municipal rates, taxes and service charges are in arrears.

Pricing and payment

• Quoted prices are fixed for the contract period and may not vary from the prices quoted.
• Payment in Rand within 30 calendar days of receipt of a valid invoice or statement.
• Invoices must be accompanied by a copy of the delivery note.
• VAT must be shown clearly on every invoice; tax invoices above R3 000 must also show the recipient's VAT registration number.
• Where the contract value exceeds R2 300 000, the bidder must be registered for VAT with SARS; CWDM treats prices above that amount as VAT inclusive even if no VAT is charged.
• CWDM VAT registration number: 4700193495.

Performance security

• The successful bidder must furnish a performance security within 30 days of contract award, in the amount stated in the special conditions of contract, by bank guarantee, irrevocable letter of credit or certified cheque.
• The security is released within 30 days after completion of the supplier's performance obligations, including warranty obligations.

Warranty

• Goods must be new, unused and current models, free of defects.
• Warranty: 12 months after delivery and acceptance, or 18 months after shipment, whichever ends first.

Variation and penalties

• Variation orders up to 15% of the original contract value; up to 20% for construction-related work.
• Late delivery attracts a penalty calculated on the delivered price of the delayed goods at the prime interest rate for each day of delay.
• The contract may be extended if additional funds become available.

Registration

• Bidders must be registered on the CWDM Accredited Supplier Database and the Central Supplier Database before the closing date; registration details must be updated every 12 months.
• The municipality may decline to award to suppliers who are not registered.

Tax

• A Tax Compliance Status PIN printed from the SARS website must accompany the bid; each member of a consortium or joint venture must submit a separate PIN.
• Where no TCS is available, a CSD number must be provided.
• No contract will be concluded with a bidder whose tax matters are not in order.

B-bbee

• Submit an original or certified copy of a valid B-BBEE Status Level Verification Certificate, or a sworn affidavit for EMEs and QSEs, to claim preference points.
• Certificates must be issued by a SANAS-accredited verification agency or an IRBA-approved registered auditor; EME affidavits must be signed by the EME representative and attested by a Commissioner of Oaths.
• EME: annual total revenue of R10 million or less. QSE: annual total revenue between R10 million and R50 million.
• A trust, consortium or joint venture must submit a consolidated certificate for each bid.
• B-BBEE minimum level: 4.

Municipal accounts

• A certified copy of the bidder's and its directors' municipal accounts for the month preceding the closing date must accompany the bid.
• Bidders in arrears for more than three months without a settlement arrangement will not be successful.
• Tenants must prove that rent includes municipal rates and charges and that rent is not in arrears.

Locality

• Proof of locality: a municipal account in the tenderer's name not older than 90 days, a lease agreement as lessee of the business premises, or a bank letter confirming the registered business address.

Other

• A Letter of Good Standing from the Department of Employment and Labour (COIDA) is required where applicable under the special conditions; failure to provide it excludes the bidder from further evaluation.
• A board resolution authorising the signatory must accompany the bid.
• Bidders connected to persons in the service of the state must declare their interest.
• POPI Act consent applies to personal information submitted with the bid.
• Bids may be rejected for past abuse of the municipality's supply chain management system, attempts to influence officials, or gifts offered to officials.

Duration and extension

• 12-month contract period; the contract may be extended if additional funds become available.

Bid validity

• Bids remain valid for 180 days from the closing date and may not be withdrawn or altered during that period; extensions require the bidder's written agreement.

Warranty

• Goods must be new, unused, current models and free of defects in design, materials and workmanship.
• Warranty period: 12 months after delivery and acceptance, or 18 months after shipment, whichever ends first.
• Defective goods must be repaired or replaced at no cost to the municipality; if the supplier fails to act, the municipality may remedy the defect at the supplier's risk and cost.

Payment

• Payment in Rand within 30 calendar days of a valid invoice or claim, supported by a copy of the delivery note.

Prices

• Quoted prices are fixed for the contract and may not vary, except for authorised adjustments or a bid validity extension.

Variation orders

• Changes of up to 15% of the original contract value may be instructed; up to 20% for construction-related work.

Assignment and subcontracting

• The supplier may not assign its obligations without the municipality's written consent.
• The whole contract may not be subcontracted; any part requires prior written consent, and the supplier remains fully liable for the acts of subcontractors.

Delays and penalties

• Delays must be reported in writing with the cause and expected duration; the municipality may extend time with or without penalties.
• Late delivery attracts a penalty calculated on the delivered price of the delayed goods at the prime interest rate for each day of delay.

Termination

• The municipality may terminate for failure to deliver, failure to perform obligations, or corrupt or fraudulent practices.
• Termination may lead to a restriction from doing business with the public sector for up to 10 years; the supplier has 14 days to give reasons against the restriction.
• The contract may be terminated without compensation if the supplier becomes bankrupt or insolvent.

Disputes and law

• Disputes are first addressed by mutual consultation for 30 days, then mediation, then a South African court.
• South African law governs the contract; English is the governing language.

Notices

• Written acceptances and notices are posted to the address given in the bid and are deemed served on posting.

Preference point system: 80/20 under the Preferential Procurement Regulations, 2022.

• 80 points for the lowest price that complies with the tender requirements.
• 20 points for specific goals, split equally: 10 points for B-BBEE status level of contributor and 10 points for locality.
• Locality points are based on where the enterprise's head office, primary place of business, or regional or satellite office is located.
• Bidders who submit no B-BBEE certificate, or who are non-compliant contributors, score zero for B-BBEE but are not disqualified; they are scored out of 80 for price only.
• Preference points are awarded only if the Annexure I questionnaire and the MBD 6.1 preference points claim form are completed.
• Bids are evaluated on responsiveness to the specifications and requirements, compliance with specifications, value for money, capability to execute the contract, and the PPPFA and its regulations.