Flooring services contract for cape winelands district municipality buildings (t 2026/064)

Technical enquiries: Mr Siviwe Phillips, Technical Services, tel 021 888 5204, email [email protected].

Bidding procedure enquiries: Elmine Niemand, tel 021 888 5175, email [email protected].

General SCM enquiries: Financial Services, Supply Chain Management, tel 086 126 5263.

Employer's agent: S. Phillips, Technical Services, P.O. Box 100, Stellenbosch, 7599, tel 021 888 5204, email [email protected].

Tender documents: available free on www.capewinelands.gov.za or https://etenders.treasury.gov.za; hard copies from the Supply Chain Management Unit, 29 Du Toit Street, Stellenbosch, on payment of a non-refundable fee of R274.00 per document.

Submission method: sealed envelope, endorsed with the tender number and description, placed in the official tender box at 29 Du Toit Street, Stellenbosch, 7600, before the closing time of 11:00 on 23 September 2026. Electronic submissions are not accepted; only hard copies of the issued tender document will be considered. Tenders must be completed in non-erasable black ink and signed by a duly authorised signatory. Late tenders will not be accepted. Tenders remain valid for 180 days from the closing date; bidders may not withdraw or alter their tender during this period.

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

• Schedule 1: Invitation to Bid (MBD1)
• Schedule 2: Compulsory Enterprise Questionnaire
• Schedule 3: Authority for Signatory
• Schedule 4: Certificate of Authority for Joint Ventures (if applicable)
• Schedule 5: Schedule of Work Satisfactorily Carried Out by the Tenderer (company experience)
• Schedule 7: Proposed Amendments and Qualifications
• Schedule 8: Declaration in terms of the MFMA regarding Municipal Rates and Services
• Schedule 9: Declaration of Interest
• Schedule 10: Tax Clearance Certificate Requirements
• Schedule 11: Joint Venture Agreement (if applicable)
• Schedule 12: Proof of Payment of Municipal Rates and Taxes
• Schedule 13: Record of Minutes and Addenda to Tender Documents
• Schedule 14: Application of Preference Point System in terms of the Preferential Procurement Regulations 2022
• Schedule 15: Preference Points Claim Form (MBD 6.1)
• Schedule 16: Declaration of Bidder's Past Supply Chain Management Practices
• Schedule 17: Certificate of Independent Bid Determination
• Schedule 18: Claiming Preference Points
• Schedule 19: Credit Order Instruction
• Schedule 20: COIDA Letter of Good Standing
• Schedule 21: Occupational Health and Safety Agreement

Disqualification risks:

• Failure to complete any returnable document fully.
• Tender not submitted on the Form of Offer and Acceptance.
• Tender not signed or completed in non-erasable black ink.
• Failure to confirm receipt of addenda and incorporate their contents.
• Non-compliance with the CIDB contractor grading designation.

Evaluation method: Method 1 (Price and Preference). No functionality evaluation is used.

Preference point system: determined by the value of the lowest responsive tender offer:

• Up to and including R50 million: 80/20 system (80 points price, 20 points preference)
• Above R50 million: 90/10 system (90 points price, 10 points preference)

Preference points allocation (50% of the 20 or 10 points for B-BBEE status level, 50% for locality):

• B-BBEE status level 1: 50% of 20 (80/20) or 50% of 10 (90/10)
• B-BBEE status level 2: 50% of 18 (80/20) or 50% of 9 (90/10)
• B-BBEE status level 3: 50% of 16 (80/20) or 50% of 8 (90/10)
• B-BBEE status level 4: 50% of 12 (80/20) or 50% of 5 (90/10)
• B-BBEE status level 5: 50% of 8 (80/20) or 50% of 4 (90/10)
• B-BBEE status level 6: 50% of 6 (80/20) or 50% of 3 (90/10)
• B-BBEE status level 7: 50% of 4 (80/20) or 50% of 2 (90/10)
• B-BBEE status level 8: 50% of 2 (80/20) or 50% of 1 (90/10)
• Non-compliant contributor: 0 points

Locality points: awarded for enterprises whose head office, primary place of business, or regional/satellite office is located in the district or province where the work is to be done. Proof of locality (municipal account not older than 90 days, lease agreement, or bank letter confirming registered business address) must be submitted.

Risk analysis: the three highest-ranked tenders are subject to risk analysis covering reasonableness of the financial offer, unit rates, and the tenderer's technical and managerial capacity.

Past performance: the municipality may reject a tenderer who has failed to perform satisfactorily on a previous contract with the municipality or any organ of state within the last five years, or who submits false references.

Scope: provision of flooring services to Cape Winelands District Municipality buildings for the period ending 30 June 2029.

Contract documents: the General Conditions of Contract for Construction Works (3rd Edition) 2015, published by the South African Institution of Civil Engineering (SAICE), apply. Tenderers must obtain copies at their own cost from SAICE (tel 011 805 5947, email [email protected]).

Pricing: the tender must be priced using the Bill of Quantities (C2.2).

Health and safety: an Occupational Health and Safety Agreement (Schedule 21) is required, and the tenderer must demonstrate adequate provision for health and safety measures and the necessary resources and competencies to carry out the work safely.

Alternative offers: may be considered if the main tender would otherwise be the winning tender or if the alternative is considered beneficial to the employer. Each alternative must be numbered and submitted on a separate copy of the Form of Offer with the priced Bill of Quantities.

Pricing format: Bill of Quantities (C2.2).

Tender validity: 180 days from the closing date; the bidder may not withdraw or alter the tender during this period. The validity period may be extended by the SCM Department with the bidder's written consent.

Arithmetic errors: the unit rate governs and the line item total is corrected; if there is a discrepancy between the total of prices and the sum of line items, the total of prices is corrected.

No bond or guarantee requirements are stated in the document.

CSD registration: bidders must be registered on the Central Supplier Database (CSD) and the CWDM Supplier Database before the closing date.

CIDB registration: bidders must hold an active CIDB contractor grading of 3GB or higher, commensurate with the sum tendered (with a 15% reasonable margin). A tender is non-responsive if the grading is not commensurate with the sum tendered.

Tax compliance: bidders must be tax compliant, evidenced by a SARS TCS PIN or CSD number; a printed TCS certificate may also be submitted. Joint ventures and sub-contractors must each submit a separate TCS/PIN/CSD number.

COIDA: a valid Letter of Good Standing from the Department of Employment and Labour (or a licensed insurer) must accompany the bid, or be submitted within a mutually agreed timeframe.

BIBC: contractors must be registered with the relevant Building Industry Bargaining Council (BIBC) and provide a valid BIBC registration certificate with the tender, or within a mutually agreed timeframe.

B-BBEE: a valid B-BBEE status level verification certificate (or sworn affidavit for EMEs/QSEs) must be submitted to qualify for preference points.

Municipal rates and taxes: proof of payment of municipal rates and taxes (Schedule 12) is required.

State employment: no bids will be considered from persons in the service of the state, or from entities with directors, managers, principal shareholders or stakeholders in the service of the state.

Returnable forms: all schedules listed in the submission guidelines must be completed and signed.