Provision of 30-Day interim accommodation for south cape tvet college staff relocation

Scope of work – Location:

• Accommodation must be within reasonable commuting distance to the College’s central office at 125 Mitchell Street, George.
• Expected occupancy period: 29 June 2026 to 28 July 2026.

• Closing date: 23 June 2026
• Closing time: 11:00 hrs (all bids must be received by this time)
• Bids may be deposited in the bid box at 125 Mitchell Street, George, or emailed to [email protected].
• No other briefing or site‑visit dates are stated in the document.

• SCM Department – Central Office, South Cape TVET College

Address: 125 Mitchell Street, George, Western Cape

Phone: 044 884 0359

Email: [email protected] (SCM contact – Barryline Botha)

Email: [email protected] (HR contact – Thandokazi Gqirhana)

• Submit the bid to the bid box at the College or email [email protected] by 11:00 on 23 June 2026 – late bids will be rejected.
• Use the official bid forms provided; do not re‑type the documents.
• Include all mandatory returnable documents (see Checklist of Documents to be Submitted):
• Valid Tax Compliance Status (TCS) PIN or CSD number.
• Company registration documents (CIPC).
• Proof of banking details.
• B‑BEE certificate or sworn affidavit (if applicable).
• Latest municipal account/lease agreement.
• Shareholding breakdown (race, gender, percentage) and share certificates where applicable.
• Completed SBD forms (Bid Conditions, Due Diligence, Price Schedule).
• The College reserves the right not to accept the lowest quotation.
• All quotations must remain valid for at least 30 days from the closing date.
• No hidden costs will be accepted after award; the provider must disclose any additional charges up front.
• Accommodation must comply with all health and safety regulations and ensure privacy and security of the occupant.
• Failure to provide any of the above documents may result in disqualification.

Checklist of Documents to be Submitted:

• Valid Tax PIN certificate.
• Latest municipal account or lease agreement (valid).
• CIPRO company registration documents (including share certificates and shareholding breakdown).
• B‑BEE rating certificate (SANAS accredited).
• Completed Bid Conditions, Due Diligence (SBD forms) and Price Schedule with detailed breakdown.

All documents must be submitted for each consortium member.

• Mandatory compliance items (must be satisfied):
• Valid TCS PIN or CSD registration.
• Current CIPC registration.
• Up‑to‑date B‑BEE certificate or affidavit (if applicable).
• No outstanding tax, municipal or statutory debts.
• No conflict of interest with state employees or evaluators.
• No history of corrupt, fraudulent or collusive practices.
• Preference points:
• B‑BEE level (higher level = more points).
• Local content (South African supplier preference).
• Preference point system: 90/10 (for contracts > R50 million) or 80/20 (for ≤ R50 million). This tender uses the 90/10 system.
• Up to 10 specific‑goal points are available; total evaluation score is 100 points (price + specific goals).
• Disqualifiers:
• Late submission.
• Incomplete or missing mandatory documents.
• False declarations or misrepresentations.
• Non‑compliance with tax or municipal obligations.
• Prior restriction from doing business with the public sector.
• Bidders must complete the Preference Points Claim Form and attach supporting evidence where required.

• Scope: Provide fully furnished interim accommodation for one (1) staff member for 30 consecutive days (29 June 2026 – 28 July 2026).
• Accommodation standards:
• Clean, secure, maintained to hospitality standards.
• Equipped with bed, bathroom, workspace and preferably Wi‑Fi.
• Daily breakfast included.
• Dinner provision valued at R200‑R250 per day (directly provided or via vouchers/credit).
• Location: Within reasonable commuting distance to the College’s central office at 125 Mitchell Street, George.
• Deliverables: Room ready for occupancy on 29 June 2026; hand‑over of keys and any relevant documentation; invoice submitted after checkout.
• Service level: Provider must ensure health and safety compliance, privacy and security of the occupant, and no hidden costs.
• The College may not accept the lowest quotation; all bids must remain valid for at least 30 days.

If the value of a change does not exceed 15 % of the original contract price, the purchaser may instruct the supplier to deliver the additional goods or services without a formal variation. For measurable quantities, the purchaser may request a reduced unit price, provided there is no price escalation.

Bidders must understand that a “competitor” includes any individual or organisation (whether affiliated or not) that could submit a bid for the same goods or services. The bid must identify the bidder’s capabilities, relevant experience and qualifications, and must be signed by an authorised representative.

Goods supplied must conform to the standards and specifications set out in the bidding documents.

Price Declaration Form – Supplier must state the total amount (including VAT and delivery costs) for the accommodation services and confirm that no additional costs will be incurred beyond the quoted amount.

• Pricing format: Submit a total quotation for the 30‑day period together with a detailed cost breakdown:
• Accommodation rate per night × 30 days.
• Breakfast inclusion.
• Dinner provision (R200‑R250 per day, inclusive of non‑alcoholic beverage).
• Prices must be all‑inclusive (including VAT) unless otherwise specified.
• Payment terms: Invoice must be accompanied by a delivery note and submitted after the staff member vacates the accommodation.
• Payments will be made in Rand within 30 days of receipt of a correct invoice.
• No penalty interest will be charged for late invoices if required documentation is complete.
• Performance security: Within 30 days of contract award, the supplier must furnish a bank guarantee, irrevocable letter of credit, or cashier’s/ certified cheque as specified in the Special Conditions of Contract.
• Taxes: Supplier is responsible for all applicable taxes, duties and levies; the College will not contract with a bidder whose tax matters are not in order.

• Tax compliance: Valid TCS PIN (SARS) or CSD number must be submitted; tax matters must be certified as in order by SARS.
• Municipal compliance: Latest municipal account or lease agreement must be provided; no arrears allowed.
• Company registration: Current CIPC registration documents and share certificates (if applicable) must be submitted.
• B‑BEE: B‑BEE verification certificate or sworn affidavit (for QSEs/EMES) must be attached to qualify for preference points.
• Central Supplier Database (CSD): Active registration required; each consortium member must provide a separate CSD number.
• Conflict of interest: No directors, shareholders, or related persons may be state employees or have recent business with the state; a declaration of interest must be completed.
• No persons in the service of the state may be involved in the bid as bidders, directors or shareholders.
• All documents must be signed and dated; proof of authority (e.g., company resolution) must accompany the bid.

B‑BEE verification:

• Provide B‑BEE level verification certificate or sworn affidavit (for QSEs/EMES).
• Certificate must be issued by a SANAS‑accredited verification agency.
• B‑BEE status is required to claim preference points.

• The purchaser is not liable for any costs incurred in preparing or submitting a bid.
• Bidders must keep bid documents confidential and may only disclose them to employees performing the contract.
• All contract documents (except the contract itself) remain the purchaser’s property and must be returned on completion.
• The purchaser may audit the supplier’s records related to performance.
• Accommodation must comply with all health and safety regulations; provider must ensure privacy and security of the occupant.
• No hidden costs will be accepted after award.
• Payment terms and invoicing requirements as set out in the contract must be followed.

Service delivery: Once‑off service delivery only.

• Accommodation must comply with all health and safety regulations and ensure privacy and security of the occupant.
• No hidden costs will be accepted after award.
• Mandatory documents to be submitted:
• Company registration form / corporate document (CIPRO).
• B‑BEE certification.
• Latest municipal account/lease agreement.
• Original tax clearance certificate or printed TCS PIN.
• CSD registration number.
• Remuneration and invoicing:
• Submit original, detailed tax invoices, monthly statements (if applicable), VAT registration numbers, and verified bank details to SCC after services are acknowledged.
• Invoices must be submitted by the 1st business day of the month for payment by the end of that month (or the following month if delayed).
• Payments are made by electronic bank transfer; no penalty interest will be charged for late submission of required documents.
• SCC’s standard Special Terms and Conditions of Contract prevail over any conflicting clause.
• Contract period: once‑off service delivery.

Declaration of Interest – Bidders must disclose any relationship with state employees, any recent business with the state, and any interest in related companies. A completed questionnaire and supporting documentation must be submitted with the bid.

• Mandatory compliance items (must be met): valid TCS PIN or CSD number, current CIPC registration, up‑to‑date B‑BEE certificate/affidavit, no tax or municipal arrears, no conflict of interest with state employees or evaluators, no history of corrupt or collusive practices.
• Preference points:
• B‑BEE level (higher level = more points).
• Local content (South African supplier preference).
• Preference point system: 90/10 (since the tender value exceeds R50 million). Up to 10 specific‑goal points are available; total evaluation score is 100 points (price + specific goals).
• Disqualifiers: late submission, incomplete mandatory documents, false declarations, non‑compliance with tax/municipal obligations, prior restriction from public‑sector contracts.
• Bidders must complete the Preference Points Claim Form and attach supporting evidence.