Supply and delivery of agricultural products to the western cape department of agriculture (2-Year contract with 1-Year extension option)

{"name":"Mr M November","email":"[email protected]","phone":"021 808 5156","department":"of Agriculture","address":"fied bid closure date & time, late bid documentation will not"}

Failure to provide or comply with any required particulars (e.g., CSD number, SARS PIN, B-BBEE certificate) may render the bid invalid.

Bidders who have abused the institution's supply chain management system may be disregarded.

Bidders involved in drafting the specifications or terms of reference for this bid may be disqualified.

Bidders must not disclose bid information to competitors before the bid opening or contract award.

Bidders must not be listed on the Register for Tender Defaulters.

Bidders must be registered on the Central Supplier Database (CSD) and Western Cape Supplier Evidence Bank (WCSEB).

Supply and delivery of perishable / non-perishable provisions to elsenburg hostel

documents will be assessed for completeness and compliance with the bid

requirements. Bidders must ensure that all mandatory documents, information, and

declarations are submitted and that all prescribed conditions of the bid have been

met. Failure to submit the required documentation or comply with the stipulated

conditions may result in the bid being deemed non-responsive and disqualified from

further evaluation.

3.2 Compulsory Site Inspection and Verification

premises. Site inspections will be conducted to verify the information contained in the

bid submission and to confirm that the bidder possesses the necessary facilities,

resources, equipment, and operational capacity to deliver the required services.

of Acceptance (CoA) will be subject to verification. The purpose of the inspection is to

ensure that the bidder's operations are aligned with the requirements and

specifications set out in the bid.

a satisfactory outcome from the site inspection phase will proceed to the final phase

of evaluation. This phase will involve the assessment of the bidder's financial proposal

as well as the allocation of Broad-Based Black Economic Empowerment (B-BBEE)

preference points. The evaluation will be conducted in accordance with the 80/20

preference point system, whereby 80 points will be allocated for price and 20 points for

offices situated in the Western Cape within

a 100 km radius of Elsenburg (Stellenbosch).

Section b: inspection, health and compliance requirements

1.1 Inspection of Premises

perishable food products, the Department reserves the right, upon reasonable notice,

to conduct inspections of the supplier’s premises, storage facilities and transport

vehicles. Such inspections may be conducted to verify and monitor compliance with

all applicable food safety, health, hygiene, quality assurance, storage, transportation

and legislative requirements.

information and documentation submitted by the bidder and to assess the supplier’s

ongoing capacity and capability to fulfil the contractual requirements. The supplier

shall provide the Department and its authorised representatives with reasonable

access and cooperation during such inspections and verification processes.

1.2 Certificates

products when submitting their quotations. No substitution of products, brands,

manufacturers, or specifications shall be permitted without the Department's prior

written approval after the official order has been issued. Any proposed changes must

be submitted in writing and may only be implemented once formal approval has been

obtained from the Department.

3.2 Product Inspection

Signature of bidder: ...................................................

Capacity under which this bid is signed: ...................................................

(Proof of authority must be submitted e.g. company resolution)

Date: ...................................................

Wcdb 3.3

Pricing schedule – firm

(Goods/Services)

NAME OF BIDDER: ..................................................................... BID NO.: Bid 941 – 2026/2027

CLOSING TIME 11:00 CLOSING DATE: 29 Sept 2026

Offer to be valid for 120 days from the closing date of bid.

Does the offer comply with the specification? YES / NO

Are the rates quoted firm for the full period of contract? *YES / NO

• If not to specification, indicate deviation(s) ______________________________

Service: Firm /not firm: _______________________________

1.1 The Western Cape Department of Agriculture (WCDOA) invites bids for the

establishment of a panel of service providers for the supply, delivery and off-loading of

perishable and non-perishable food products to the Department for a period of two

(2) years, with an option to extend the contract for a further one (1) year. The list of

required products is contained in Annexure A.

1.2 This bid shall be governed by the General Conditions of Contract (GCC) and all

applicable legislation.

1.3 The purchaser is the Western Cape Department of Agriculture (WCDOA). The

purchaser’s representative is Ms LB Smith (021 808 5470 or

[email protected] ).

1.4 Bidders must ensure compliance with the Foodstuffs, Cosmetics and Disinfectants Act,

1972 (Act No. ), and any regulations issued thereunder. Where products

regulated by this Act are supplied under the resulting contract, such products shall

comply fully with the requirements of the Act and related regulations. (Refer to

Annexure B).

1.5 Bidders may submit offers for one or more product categories. However, where a

category is selected, bidders must quote for all items listed within that category. Partial

bids for individual items within a category will not be considered. Prices must be

provided for each item as reflected in the pricing schedule and may not be submitted

as a lump-sum amount.

1.6 All prices submitted must be market-related and applicable to the Western Cape

region. Prices submitted at bid stage will be used for the evaluation and allocation of

awards for the first quarter. Thereafter, successful service providers will be required to

submit updated quotations on a quarterly basis, and pricing will be reviewed to ensure

continued market competitiveness and value for money. The Department reserves the

right to negotiate pricing where submitted rates are deemed excessive, exorbitant, or

not aligned with prevailing market conditions.

1.7 All compliant bidders that successfully meet the evaluation criteria may be appointed

to the panel of service providers for the relevant category(ies).

1.8 Service providers shall comply with all applicable legislation, regulations, standards and

industry requirements relating to the supply, storage, transportation and delivery of

perishable and non-perishable products for the duration of the contract.

1.9 Where a service provider is unable to supply or deliver the required products for any

reason, the Department reserves the right to source such products from another

appointed service provider on the panel. The provisions of Clause 7.6 shall apply where

applicable.

1.10 The Department reserves the right to procure commodities outside the contract where

operational requirements or special circumstances so necessitate.

1.11 Successful service providers will be included on a panel for the category(ies) in which

they have met all compliance and evaluation requirements.

1.12 Requests for price increases in excess of any approved annual sectoral adjustment will

only be considered under exceptional circumstances beyond the reasonable control

of the parties, including but not limited to war, civil unrest, natural disasters, fires,

explosions, destruction of facilities or equipment, or actions by any authority. Any such

request shall be subject to review by the Department, and the Department's decision

shall be final.

1.13 Should a service provider default on its contractual obligations and fail to remedy such

default within the prescribed period, the Department may exclude the service provider

from further procurement opportunities within the affected category for the remainder

of the contract period.

and complete pricing for all items/products

listed per category and bidders are not

allowed to split the items in the specific

category/commodity group and not as a

lump sum on pricing schedule.

Bidders must provide at least two (2) Mandatory Yes

contactable references from current or

previous clients for contracts of a similar

nature, scope, and value involving the

supply and delivery of perishable and non-

perishable products. References must

include the client contact person's name,

designation, telephone number and email

address for verification purposes.

Tax compliance status system

Tax compliance requirements

Tcs pin: csd and

Tcs pin is available but the bidder is registered on the central supplier database (csd), a csd number must

Csd number as mentioned in 2

Csd number must

CSD Registration Number MAAA

Central supplier database (csd), a csd number must

Central Supplier Database Registration

Central Supplier Database

Central Supplier Database (CSD) and the Western Cape Supplier Evidence Bank (WCSEB) if they wish to do

Central Supplier Database maintained by National Treasury

Please ensure that bids are delivered to the correct address on time. If the bid is late, it will not be accepted for consideration. If

you are uncertain about the location of the bid box, please call the responsible official.

If the answer is “NO” to all of the above, then IT is not a requirement to register for a tax compliance status system

B-BBEE Minimum Level: 0

Points Allocation: 90 points

B-BBEE Details: D TO TECHNICAL ENQUIRIES MAY BE DIRECTED TO:

Ms l smith contact person d prinsloo / t stemele contact

(021) 808 5470 telephone number 021 808 5442 / 5021 telephone

None facsimile number none facsimile

E-MAIL ADDRESS [email protected] E-MAIL [email protected]

[email protected] ADDRESS

Supplier information

Name of bidder

Postal address

Street address

Telephone number cod number

Cellphone number

Facsimile number cod number

E-mail address

VAT registration

Number

Supplier compliance wcs tcs pin: csd and

STATUS EB No: MAAA

B-bbee status level [tick applicable box] b-bbee [tick applicable box]

Verification certificate status

Yes No LEVEL Yes No

IF YES, WAS THE CERTIFICATE [TICK APPLICABLE BOX] Yes SWORN

Issued by a verification affidavit

AGENCY ACCREDITED BY No

The south african

National acreditation

System (sanas)

[A B-BBEE STATUS LEVEL VERIFICATION CERTIFICATE/SWORN AFFIDAVIT (FOR EMEs& QSEs) MUST BE SUBMITTED TOGETHER WITH A

Completed 6.1 In order to qualify for preference points for b-bbee]

Wcbd 1

ARE YOU THE Yes No ARE YOU A FOREIGN BASED Yes No

Accredited supplier for the goods

Representative in [if yes enclose proof] /services /works [if yes, answer the

South africa for offered? Questionnaire below]

The goods/

Services/ works

Offered?

Uestionnaire to bidding foreign suppliers

Is the entity a resident of the republic of south africa (RSA)? yes NO

Does the entity have a branch in the RSA? yes NO

Does the entity have a permanent establishment in the RSA? yes NO

Does the entity have any source of income in the RSA? yes NO

Is the entity liable in the RSA for any form of taxation? Yes NO

If the answer is “NO” to all of the above, then IT is not a requirement to register for a tax compl

Supplier Database (CSD) and the Western Cape Supplier Evidence Bank (WCSEB) if they wish to do

business with the Western Cape Government (WCG)via the electronic Procurement Solution (ePS).

4. The status of enterprises and persons listed on the National Treasury’s Register for Tender Defaulters

will be housed on the ePS. Institutions may not under any circumstances procure from enterprises

and persons listed on the Database of Tender Defaulters.

5. The status of suppliers listed on the National Treasury’s Database of Restricted Suppliers will be housed

on the ePS; however, it remains incumbent on institutions to check the National Treasury Database

of Restricted Suppliers before the conclusion of any procurement process. For suppliers listed as

restricted, institutions must apply due diligence and risk assessment before deciding to proceed with

procurement from any such supplier.

renewal or in relation to any bid, quotation or contract, it is the entity’s responsibility to advise the Institution in writing of the change in

such details.

31 May 2022 2

Wcbd 4

“employee”, in relation to –

(a) a department, means a person contemplated in section 8 of the Public Service Act, 1994 but

excludes a person appointed in terms of section 12A of that Act; and

(b) a public entity, means a person employed by the public entity;

‘‘entity’’ means any -

(a) association of persons, whether or not incorporated or registered in terms of any law, including

a company, corporation, trust, partnership, close corporation, joint venture or consortium; or

(b) sole proprietorship;

‘‘entity conducting business with the Institution’’ means an entity that contracts or applies or tenders

for the sale, lease or supply of goods or services to the Province;

“Family member” means a person’s -

(a) spouse; or

(b) child, parent, brother, sister, whether such a relationship results from birth, marriage or adoption

or some other legal arrangement (as the case may be);

‘‘intermediary’’ means a person through whom an interest is acquired, and includes a representative

or agent or any other person who has been granted authority to act on behalf of another person;

“Institution” means –

a provincial department or provincial public entity listed in Schedule 3C of the Act;

“Provincial Government Western Cape (PGWC)” means

(a) the Institution of the Western Cape, and

(b) a provincial public entity;

“RWOEE” means -

Remunerative Work Outside of the Employee’s Employment

‘‘spouse’’ means a person’s -

(a) partner in marriage or civil union according to legislation;

(b) partner in a customary union according to indigenous law; or

(c) partner with whom he or she cohabits and who is publicly acknowledged by the person as his or

her life partner or permanent companion.

If you know of any corrupt, fraudulent or collusive actions in the Institution, please report it by calling the National Hotline 0800 701 701

shareholders and directors who acted on a fraudulent basis, may be restricted from

obtaining business from any organ of state for a period not exceeding 10 years, after the

audi alteram partem (hear the other side) rule has been applied.

(f) The purchaser may, in addition to any other remedy it may have –

(i) disqualify the person from the bidding process;

(ii) recover costs, losses or damages it has incurred or suffered as a result of that person’s

conduct;

(iii) cancel the contract and claim any damages which it has suffered as a result of having

to make less favourable arrangements due to such cancellation; and

(iv) forward the matter for criminal prosecution.

(g) The information furnished is true and correct.

(h) The preference points claimed are in accordance with the General Conditions as indicated

in paragraph 2 of this form.

Signature(s) of the bidder(s): ................................................................................

Date: ......................................................................................................................

Address: ................................................................................................................

..............................................................................................................................

2.1 The WCDOA reserves the right to adjust quantities (the academic calendar affects

quantities).

2.2 Invoices must be sent to the Department no later than seven days after the end of

each month.

2.3 Bid prices must be all inclusive (VAT, delivery, etc.).

2.4 No preliminary payments will be made in advance.

2.5 A Service Level Agreement will be entered into with the successful supplier/s.

2.6 The successful supplier/s must be duly registered on the Central Supplier Database.

2.7 Goods will be ordered a week in advance or as necessary.

2.8 All products shall comply with the specifications.

2.9 A monthly evaluation sheet will be completed by the purchaser’s representative to

indicate if products were delivered for the month in accordance with the

specifications.

2.10 The supervisor on duty receiving the products may return products if it is not according

to the specifications.

by a duly authorised Health Inspector confirming that the bidder's premises comply with

all applicable health, safety, hygiene, and legislative requirements.

provide proof that the storage facilities comply with all applicable health, safety, and

hygiene requirements.

fit for purpose, and compliant with all applicable health and safety requirements. The

comply with applicable health, food safety, and transport requirements, including the

maintenance of temperatures appropriate to the products being transported. The

approved specifications, quantities, quality standards, packaging requirements, shelf-

life requirements, or delivery conditions.

2.4 Off-loading

verify compliance with:

• Product specifications;

• Quality standards;

• Quantities ordered;

• Packaging requirements;

• Brand and manufacturer specifications;

• Shelf life and expiry dates;

• Weight and size requirements; and

• Overall product condition.

3.4 Shelf life Requirements

have a minimum remaining shelf life of sixty (60) days from the date of delivery.

(a) accepts or agrees or offers to accept an!' gratification from any other person, whether for the

benefit of himself or herself or for the benefit of another person; or

(b) gives or agrees or offers to give to any other person any gratification, whether for the benefit of

that other person or for the benefit of another person., in order to act personally or by influencing

another person so to act, in a manner—

(i) that amounts to the-

(aa) illegal. dishonest. unauthorised. incomplete. or biased: or

(bb) misuse or selling of information or material acquired in the course of the exercise,

carrying out or performance of any powers, duties or functions arising out of a

constitutional, statutory, contractual or any other legal obligation:

(ii) that amounts to-

(aa) the abuse of a position of authority;

(bb) a breach of trust; or

(cc) the violation of a legal duty or a set of rules;

(iii) designed to achieve an unjustified result; or

(iv) that amounts to any other unauthorised or improper inducement to do or 45 not to do

anything. of the, is guilty of the offence of corruption.

“CSD” means the Central Supplier Database maintained by National Treasury;

If you know of any corrupt, fraudulent or collusive actions in the Institution, please report it by calling the National Hotline 0800 701 701

1.1 “acceptable tender” means any tender which, in all respects, complies with the specifications

and conditions of tender as set out in the tender document.

1.2 “affidavit” is a type of verified statement or showing, or in other words, it contains a verification,

meaning it is under oath or penalty of perjury, and this serves as evidence to its veracity and is

required for court proceedings.

1.3 “all applicable taxes” includes value-added tax, pay as you earn, income tax, unemployment

insurance fund contributions and skills development levies;

1.4 “B-BBEE” means broad-based black economic empowerment as defined in section 1 of the

Broad-Based Black Economic Empowerment Act;

1.5 “B-BBEE status level of contributor” means the B-BBEE status of an entity in terms of a code of good

practice on black economic empowerment issued in terms of section 9(1) of the Broad-Based

Black Economic Empowerment Act;

1.6 “bid” means a written offer on the official bid documents or invitation of price quotations and

“tender” is the act of bidding /tendering;

1.7 “Code of Good Practice” means the generic codes or the sector codes as the case may be;

1.8 “consortium or joint venture” means an association of persons for the purpose of combining their

expertise, property, capital, efforts, skill and knowledge in an activity for the execution of a

contract;

1.9 “contract” means the agreement that results from the acceptance of a bid by an organ of state;

Western Cape Supplier Evidence Bank Version: January 2023 14

1.10 “EME” is an Exempted Micro Enterprise with an annual total revenue of R10 million or less.

1.11 “Firm price” means the price that is only subject to adjustments in accordance with the actual

increase or decrease resulting from the change, imposition, or abolition of customs or excise duty

and any other duty, levy, or tax, which, in terms of the law or regulation, is binding on the

contractor and demonstrably has an influence on the price of any supplies, or the rendering costs

of any service, for the execution of the contract;

1.12 “Large Enterprise” is any enterprise with an annual total revenue above R50 million;

1.13 “non-firm prices” means all prices other than “firm” prices;

1.14 “person” includes a juristic person;

1.15 “price” means an amount of money tendered for goods or services, and includes all applicable

taxes less all unconditional discounts;

1.16 “proof of B-BBEE status level contributor” means-

(a) The B-BBEE status level certificate issued by an authorized body or person;

(b) A sworn affidavit as prescribed in terms of the B-BBEE Codes of Good Practice; or

(c) Any other requirement prescribed in terms of the Broad- Based Black Economic

Contributor (90/10 system) (80/20 system)

1 10 20

2 9 18

3 6 14

4 5 12

5 4 8

6 3 6

7 2 4

8 1 2

Non-compliant contributor 0 0

6.2 An EME must submit a valid, originally certified affidavit confirming annual turnover and level of

black ownership or an affidavit issued by Companies Intellectual Property Commission

6.3 A QSE that is less than 51 per cent (50% or less) black owned must be verified in terms of the QSE

scorecard issued via Government Gazette and submit a valid, original or a legible certified copy

of a B-BBEE Verification Certificate issued by SANAS.

6.4 A QSE that is at least 51 per cent black owned (51% or higher) must submit a valid, originally

certified affidavit confirming turnover and level of black ownership as well as declare its

empowering status or an affidavit issued by Companies Intellectual Property Commission.

Western Cape Supplier Evidence Bank Version: January 2023 18

6.5 A large enterprise must submit a valid, original or originally certified copy of a B-BBEE Verification

10.1 Name of company/ entity: .......................................................................

10.2 VAT registration number: ........................................................................

10.3 Company Registration number: .......................................................................

10.4 Type of company/ firm

□ Partnership/ Joint Venture/ Consortium

□ One-person business/ sole propriety

□ Close corporation

□ Public Company

□ Personal Liability Company

□ (Pty) Limited

□ Non-Profit Company

□ State Owned Company

[Select applicable one]

10.5 I/we, the undersigned, who is / are duly authorised to do so on behalf of the company/firm, certify

that the points claimed, based on the B-BBEE status level of contribution indicated in paragraph 7

above, qualifies the company/ firm for the preference(s) shown and I/we acknowledge that:

(a) The Western Cape Government reserves the right to audit the B-BBEE status claim submitted

by the bidder.

(b) As set out in Section 13O of the B-BBEE Act as amended, any misrepresentation constitutes a

criminal offence. A person commits an offence if that person knowingly:

(i) misrepresents or attempts to misrepresent the B-BBEE status of an enterprise;

(ii) provides false information or misrepresents information to a B-BBEE Verification

Delivery requirements: All products shall be delivered to the designated delivery point at Elsenburg Hostel. Delivery times: Bread 06:00-14:00, Milk 06:00-14:00, meat/poultry/frozen vegetables on request, all other provisions on request. Delivery documentation must include purchase order number, supplier name, delivery date, product description, quantity, unit of measure, batch number, production/packing date, and expiry/best-before date. A signed Proof of Delivery (POD) is required for every delivery. Acceptance of deliveries by authorised Department representative. Off-loading is the supplier's responsibility; departmental staff and equipment shall not be used.

Mandatory requirements: WCBD 1 (Invitation to Bid), WCBD 3 (Pricing Schedule), WCBD 4 (Declaration of Interest), WCBD 6.1 (Preference Points Claim) only if claiming preference points, proof of CSD registration, and a valid Certificate of Acceptability (CoA) for premises and transport. Bidders must be registered on the Central Supplier Database (CSD). Failure to submit these documents will render the bid non-responsive.

If at the Bid Evaluation phase documents were not received bidders will be deemed to be non

compliant and the bid will be passed over for the evaluation purpose.

Required by Ms. Laeticia Smith (021) 808 5470 at the Department of Agriculture: Western Cape. Elsenburg

3. Product quality, packaging and compliance

quality standards, and all applicable legislative and regulatory requirements as set out

comparable product of equal or superior quality and functionality, subject to the

Department's evaluation and approval.

• Quality standards;

2.1 The following preference point systems are applicable to all bids

the 80/20 system for requirements with a Rand value of up to R50 000 000 (all applicable taxes

the 90/10 system for requirements with a Rand value above R50 000 000 (all applicable taxes

2.2 Preference point system for this bid

included) and therefore the preference point system shall be applicable; or

(b) Either the 80/20 or 90/10 preference point system will be applicable to this tender

2.3 Preference points for this bid (even in the case of a tender for income-generating contracts) shall

2.4 The maximum points for this bid are allocated as follows

Total points for Price and B-BBEE must not exceed 100

Companies Intellectual Property Commission, will be interpreted to mean that preference points

any time subsequently, to substantiate any claim in regard to preferences, in any manner required

obtaining the highest number of total points will be awarded the contract.

3.2 A tenderer must submit proof of its B-BBEE status level of contributor in order to claim points for B

contributor to B-BBEE will not be disqualified but will only score

(a) points out of 80

compete, secretly conspire to raise prices or lower the quality of goods and / or services for purchasers

If you know of any corrupt, fraudulent or collusive actions in the Institution, please report it by calling the National Hotline 0800 701 701