Supply and delivery of warm meals for disaster management incidents (cape winelands district municipality)

Technical enquiries:

• Contact: Shaun Minnies
• Telephone: 0861 265 263 / 021 888 5849
• Email: [email protected]

Bidding procedure enquiries:

• Contact: Colette Springveldt
• Telephone: 021 888 5188
• Email: [email protected]

General SCM enquiries:

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

Submission address:

Cape Winelands District Municipality

29 Du Toit Street

Stellenbosch

Service delivery areas: Breede Valley, Drakenstein, Langeberg, Stellenbosch and Witzenberg municipal areas.

Submission method: sealed envelope, endorsed with the quotation number (Q 2026/059) and description, placed in the official tender box at the Cape Winelands District Municipality offices, 29 Du Toit Street, Stellenbosch, before the closing time. Late, faxed, emailed or telexed bids will not be accepted. Bids must be submitted on the official forms (not re-typed) and completed in black ink; corrections must also be in black ink and signed. Tippex corrections or missing pages will disqualify the bid. The complete original document must be returned.

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

• MBD 1 (Invitation to Bid): bidder and contact details, signed as the offer cover page.
• MBD 4B (Declaration of Interest): discloses whether any director or shareholder is employed by the state or connected to anyone at the municipality.
• MBD 6.1 (Preference Points Claim): claims B-BBEE and locality points under the PPPFA.
• MBD 7.1/7.2 (Contract Form): the written contract to be signed by the successful bidder.
• MBD 8 (Declaration of Bidder's Past SCM Practices): declares past supply chain management conduct.
• MBD 9 (Certificate of Independent Bid Determination): certifies the price was set independently, with no collusion.
• Annexure I (Questionnaire): must be completed to qualify for preference points.
• Authority for Signatory: a copy of the resolution authorising the signatory to bind the bidder.
• Credit Order Instruction: instruction for payment.
• Compulsory Documentation / Checklist: confirms all required documents are included.
• Capability of Bidder: demonstrates the bidder's capability to execute the contract.

Disqualification risks:

• Any returnable form left unsigned or omitted.
• Bids received after the closing time, regardless of reason.
• Bids not placed in the official tender box.
• Bids with Tippex corrections or missing pages.
• Contacting the municipality about the bid between opening and award (except in writing).

Evaluation stages:

1. Compliance with specifications and requirements.
2. Value for money and capability to execute the contract.
3. Preference points under the PPPFA 80/20 system (for contracts up to R50 million).

Preference points split (80/20 system):

• 80 points for price (lowest compliant price scores 80).
• 20 points for specific goals, split as:
• 50% (10 points) for B-BBEE status level of contributor, allocated per the B-BBEE scorecard.
• 50% (10 points) for locality: head office or primary place of business located within the Cape Winelands District or Western Cape Province.

To claim preference points, bidders must submit:

• Annexure I (Questionnaire) and MBD 6.1 (Preference Points Claim Form). Failure to do so results in zero preference points.
• B-BBEE certificate or sworn affidavit (for EMEs/QSEs).
• Proof of locality: municipal account not older than 90 days, lease agreement, or official bank letter confirming registered business address.

Bidders who do not submit a B-BBEE certificate or are non-compliant will score 0 for B-BBEE but are not disqualified.

The municipality does not bind itself to accept the lowest quotation or the highest-scoring bid, and may accept more than one quotation.

Scope: Supply, pack and deliver warm meals for disaster management incidents on a month-to-month basis, for a period not exceeding 12 months. Meals are required at short notice for affected communities, ranging from a small number to 100 or more people.

Meal categories:

• Category 1 (4 or more hours' notice):
• Beef stew, rice, and a roll
• Chicken curry, rice, and salad
• Mince curry, rice, and salad
• Boboti, rice and sweet potatoes
• Macaroni and cheese
• 2 pieces crumbed chicken (no wings), potatoes and vegetables
• Hamburgers and chips
• All meals include a 200ml juice.
• Category 2 (short notice under 4 hours, after hours or weekends):
• 2 pieces crumbed chicken (no wings), chips and a roll
• Beef or chicken burger and chips
• All meals include a 200ml juice.
• Category 3 (sandwiches):
• Two slices of brown bread with cheese, tomato, and butter; cheese spread and butter; or liver spread and butter.
• Sandwiches must be packaged with a boiled egg and 200ml juice.

Packaging and delivery:

• Meals must be pre-packed separately in suitable, durable biodegradable containers.
• Disposable cutlery must be provided.
• Each recipient must receive the same quantity of food.
• Meals must be delivered within 4 hours of receipt of an official order to the affected community within the Cape Winelands District.
• The service provider must be available at all times when required, and telephonically contactable to place orders.
• The service provider may be asked to provide a single meal or two meals a day over several days for prolonged incidents.

Pricing: Prices quoted must remain fixed and must not vary during the contract.

VAT:

• If the intended contract value exceeds R1 million, the bidder must be registered for VAT with SARS; the price will be deemed VAT inclusive.
• VAT must be shown clearly on each invoice.
• CWDM VAT registration number: 4700193495.

Payment: Payments will be made within 30 calendar days of receiving a valid invoice.

Exchange rate: The bidder is liable to take out forward cover against exchange rate fluctuations if importing any component.

No bid security, performance bond or guarantee is specified in the document.

Mandatory registrations:

• Registration on the CWDM Accredited Supplier Database and the Central Supplier Database (CSD).
• Valid Tax Compliance Status Pin (TCS) from SARS, printed from the SARS website, must accompany the bid. For consortia/joint ventures, each member must submit a separate TCS pin.
• If no TCS is available, a CSD number must be provided.

Municipal accounts:

• A certified copy of the bidder's and directors' municipal accounts for the month preceding the tender closure must accompany the bid. If renting, proof that rent includes municipal charges and that rent is not in arrears.
• Bidders or directors in arrears with municipal rates and taxes for more than 3 months (without a settlement arrangement) will be unsuccessful.

B-bbee:

• Bidders must submit an original or certified copy of a valid B-BBEE Status Level Verification Certificate, or a sworn affidavit (for EMEs/QSEs), to claim preference points.
• EMEs (annual revenue ≤ R10 million) may submit a sworn affidavit confirming revenue and black ownership.
• QSEs (annual revenue between R10 million and R50 million) may submit a sworn affidavit or a B-BBEE certificate.
• Entities with revenue above R50 million must submit a valid B-BBEE certificate.
• Trusts, consortia or joint ventures must submit a consolidated B-BBEE certificate.

Food safety:

• A Certificate of Acceptability (COA) for Food Premises issued by CWDM must be submitted with the bid; failure leads to immediate disqualification.
• An Inspection Report from Municipal Health Services confirming premises are adequate to prepare, store and provide safe food must be submitted with the bid or within a mutually agreed timeframe; failure leads to disqualification.
• Compliance with the Foodstuffs, Cosmetics and Disinfectants Act, 1972 and the Regulations Governing General Hygiene Requirements for Food Premises, the Transport of Food and Related Matters, 2018 (including temperature control, protective clothing, and transport requirements).

Other:

• CIDB registration may be required if applicable (not specified further).
• A Letter of Good Standing from the Commissioner of Compensation (COIDA) may be required if specified in special conditions.
• No bids will be considered from persons in the service of the state.