LAN cabling infrastructure design, supply & installation – bergrivier municipality tender

A compulsory clarification meeting will be held on Tuesday, 25 August 2026 at 11h00 at the Bergrivier Municipality Public Library, 13 Kerk Street, Piketberg, 7320. Doors close promptly at 11h10; no latecomers allowed. Bidders who do not attend or arrive late will be disqualified.

Technical enquiries: Mr. Shane Lesch, Head: ICT, tel 022 913 6000, email [email protected].

Bid procedure and document enquiries: Mr. Coellin Julius, tel 022 913 6036 or 022 913 6121, email [email protected].

Municipality address: PO Box 60, Piketberg 7320.

Documents available free on the website www.bergmun.org.za, or hard copy at a non-refundable fee of R70.00 from Mr. Coellin Julius during office hours.

Submission channel: sealed envelope, clearly marked with the tender number and title, placed in the tender box at the Municipal Offices, 13 Kerk Street, Piketberg, by 12:00 on 07 September 2026. Bids addressed to any municipal official in a personal capacity are disqualified. The municipality is not liable for bids not placed in the box by courier companies. Late, incomplete, faxed or emailed bids are not accepted; proof of dispatch is not proof of receipt. Bids must be submitted only on the bid documentation provided by the Municipality, with all figures and signatures in original format. Bids deposited in the incorrect box will not be considered. Bids must remain valid for 120 days after closing.

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

• Authority to Sign a Bid, with a certified copy of the board/members resolution where applicable.
• Tax Compliance Status (TCS) PIN.
• MBD 4 (Declaration of Interest): discloses whether any director or shareholder is employed by the state or connected to the procuring institution.
• MBD 6.1 (Preference Points Claim): claims preference points under the 80/20 system.
• Certified B-BBEE certificate or sworn affidavit.
• MBD 8 (Declaration of Bidder's Past Supply Chain Management Practices).
• MBD 9 (Certificate of Independent Bid Determination): certifies no collusion or price disclosure.
• MBD 10 (Certificate for Payment of Municipal Services): declares municipal account numbers of all members, partners, directors, etc., with copies of municipal accounts attached.
• OHSA form, with a valid Letter of Good Standing from the Compensation Commissioner.
• Form of Indemnity.
• Pricing Schedule.
• Form of Offer.
• Declaration by Tenderer.
• Joint ventures: Certificate of Authority for Joint Ventures, with a copy of the Joint Venture Agreement showing each partner's percentage contribution.

Disqualification risks: missing or unsigned returnable forms, failure to attend the compulsory clarification meeting, late submission, or submission by fax/email.

Required documents include: Authority to Sign a Bid (with certified resolution if applicable), Tax Compliance Status PIN, MBD 4 (Declaration of Interest), MBD 6.1 (Preference Points Claim), certified B-BBEE certificate or sworn affidavit, MBD 8 (Declaration of Past SCM Practices), MBD 9 (Certificate of Independent Bid Determination), MBD 10 (Certificate of Payment of Municipal Accounts), OHSA form with Letter of Good Standing, Form of Indemnity, Pricing Schedule, Form of Offer, and Declaration by Tenderer.

Evaluation follows the Council's Supply Chain Management Policy under the 80/20 preference point system (estimated value not exceeding R50 million). Points: 80 for price, 10 for specific participation goals, 10 for B-BBEE. Bid price must be VAT inclusive. Specific goals points: Bergrivier jurisdiction 10, West Coast jurisdiction 5, Western Cape Province 3, South Africa 2. Bidders must complete the Preference Point Claim form in full to qualify for preference points. Bidders must be registered on the CSD and submit a valid TCS PIN and CSD number; failure may invalidate the bid. An originally certified B-BBEE certificate or sworn affidavit is required; non-submission scores 0 for B-BBEE but does not render the bid non-responsive. Attendance at the compulsory clarification meeting is mandatory; non-attendance or lateness disqualifies the bid.

Scope: design, supply, installation, maintenance and support of LAN network cabling infrastructure and other infrastructure-related products for Bergrivier Municipality from date of appointment until 30 June 2027. Bidders must be suitably qualified and experienced service providers. Goods supplied must conform to the standards in the bidding documents and specifications. Inspections, tests and analyses may be conducted; costs are borne by the supplier if goods are non-compliant. Rejected goods must be replaced at the supplier's cost. The supplier must provide packing sufficient to prevent damage during transit, and may be required to provide on-site assembly, commissioning, tools, operations and maintenance manuals, and training of the purchaser's personnel.

No specific methodology or method statement is required beyond the general scope of design, supply, installation, maintenance and support. Variation orders up to 15% of the original contract value may be instructed; for measurable quantities, the contractor may be asked to reduce unit prices without escalation.

Goods supplied must conform to the standards in the bidding documents and specifications. The purchaser may inspect, test and analyse goods; costs are borne by the supplier if goods are non-compliant. Rejected goods must be replaced at the supplier's cost. The supplier must permit inspection of records and audit by the purchaser's auditors. Pre-bidding testing is for the bidder's account.

Prices must be quoted in South African currency and inclusive of VAT. For contracts exceeding R1 million, bidders must be VAT registered. The municipality's VAT registration number is 4000 846 172; tax invoices must show the VAT amount. The Pricing Schedule form must be completed and signed. Prices quoted may not vary except for authorised adjustments.

Prices must be quoted in South African currency and inclusive of VAT. For contracts exceeding R1 million, bidders must be VAT registered. The municipality's VAT registration number is 4000 846 172; tax invoices must show the VAT amount. Payment will be made within 30 days of submission of a valid invoice, in Rand. Prices quoted in the bid may not vary except for authorised adjustments. No contract will be concluded with a bidder whose tax matters are not in order (SARS must certify the preferred bidder's tax compliance) or whose municipal rates and services charges are in arrears. Bidders indebted to the Municipality for rental, levies, rates or service charges must either settle the debt or agree to deductions from payments due under the tender. The successful bidder must furnish performance security within 30 days of award, in the form of a bank guarantee, irrevocable letter of credit, or cashier's/certified cheque, as specified in the Special Conditions of Contract.

CSD registration: bidders must be registered as prospective suppliers on National Treasury's Central Supplier Database (CSD) and submit the CSD registration number with the bid; failure may invalidate the bid.

Tax compliance: a valid Tax Compliance Status (TCS) PIN must be submitted with the bid; failure may invalidate the bid. No contract will be concluded with a bidder whose tax matters are not in order.

B-BBEE: an originally certified B-BBEE certificate or originally certified B-BBEE sworn affidavit must be submitted; non-submission scores 0 points for B-BBEE but does not render the bid non-responsive.

Municipal accounts: MBD 10 requires declaration of all municipal account numbers in the Bergrivier area for which the enterprise or its proprietors/directors are responsible, with copies of municipal accounts attached.

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

CIDB grading: not required (no level and category).

The OHSA (Occupational Health and Safety) form must be completed and signed, and a valid Letter of Good Standing from the Compensation Commissioner must be attached. No further health and safety requirements are stated in the document.

General Conditions of Contract apply. Key terms: performance security within 30 days of award; warranty of 12 months after delivery/acceptance or 18 months after shipment, whichever ends earlier; payment within 30 days of invoice; penalties for delay at the current prime interest rate per day; termination for default (including corrupt or fraudulent practices) with possible restriction from public sector business for up to 10 years; force majeure relief; termination for insolvency; dispute resolution via consultation, then mediation, then South African courts; limitation of liability to the total contract price (except for repair/replacement of defective equipment); governing law of South Africa. The supplier may not assign obligations without prior written consent. Subcontracts must be notified in writing. Variation orders up to 15% of the original contract value may be instructed.

Bids must be placed in the tender box at Municipal Offices, 13 Kerk Street, Piketberg by 12:00 on 07 September 2026. Bids addressed to municipal officials in personal capacity will be disqualified. The municipality is not liable for bids not placed in the box by courier companies. Late, incomplete, faxed or emailed bids will not be accepted. The Council is not obliged to accept the lowest or any bid and reserves the right to accept any part. Award is subject to signing a Service Level Agreement.

Bidders must be registered on the Central Supplier Database (CSD) and submit their Tax Compliance Status (TCS) PIN and CSD registration number; failure may invalidate the bid. Bidders must submit an originally certified B-BBEE certificate or sworn affidavit; failure results in 0 points for B-BBEE. Bids must be valid for 120 days after closing. Bidders must be suitably qualified and experienced service providers.

Evaluation uses the 80/20 system: 80 points for price, 10 for specific participation goals, 10 for B-BBEE. Specific goals points: Bergrivier jurisdiction 10, West Coast jurisdiction 5, Western Cape Province 3, South Africa 2. Bidders must complete the Preference Point Claim form in full. Attendance at the compulsory clarification meeting is mandatory; non-attendance or lateness disqualifies the bid.