Supply and delivery of photocopy paper – bergrivier municipality (3-Year contract)

Closing date: 26 October 2026 at 12:00

No site meeting or briefing session is scheduled.

Technical enquiries:

• Contact: Ms. Casey-Lee Smit
• Email: [email protected]
• Telephone: 022 913 6000

Enquiries regarding bid procedures and completion of bid documents:

• Contact: Mr. Coellin Julius
• Email: [email protected]
• Telephone: 022 913 6036

Submission address:

Municipal Offices

13 Kerk Street

Piketberg

7320

Postal address:

PO Box 60

Piketberg

7320

Submission method: 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 26 October 2026. Bids addressed to any municipal official in a personal capacity are disqualified. The municipality is not responsible for bids not placed in the tender box by courier companies. Only bids completed in black ink on the original documentation will be accepted. Late, incomplete, faxed, or emailed bids will not be accepted. Proof of dispatch is not proof of receipt.

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

• Authority to Sign a Bid: certifies the signatory's authority; a certified copy of the resolution must be attached for companies/CCs.
• Tax Compliance Status Pin: valid TCS PIN or CSD number.
• MBD 4 (Declaration of Interest): discloses any connection to state employees or the municipality.
• MBD 6.1 (Preference Points Claim Form): claims preference points under the 80/20 system.
• Certified B-BBEE Certificate or sworn affidavit: for B-BBEE points.
• MBD 8 (Declaration of Past SCM Practices): declares any past supply chain management practices.
• MBD 9 (Certificate of Independent Bid Determination): certifies no collusion or price disclosure.
• MBD 10 (Certificate of Payment of Municipal Accounts): declares municipal account numbers and confirms no arrears.
• OHSA form: confirms occupational health and safety compliance; a valid Letter of Good Standing from the Compensation Commissioner must be attached.
• Form of Indemnity: signed indemnity.
• Pricing Schedule: completed and signed.
• Form of Offer: completed and signed.
• Declaration by Tenderer: signed declaration.

Disqualification risks:

• Any returnable form omitted or unsigned.
• Bids not in the correct tender box.
• Bids received after the closing time.

Evaluation follows the Council's Supply Chain Management Policy using the 80/20 preference point system (for requirements up to R50 million).

• Price: 80 points
• Specific participation goals: 10 points
• B-BBEE: 10 points
• Bid price must be VAT inclusive.
• Failure to submit a B-BBEE certificate or sworn affidavit results in 0 points for B-BBEE but does not make the bid non-responsive.
• Bidders must be registered on the CSD and submit a valid TCS PIN; failure may invalidate the bid.
• Bidders must not have municipal rates and taxes or service charges in arrears.

Supply and delivery of photocopy paper for the Bergrivier Municipal Stores.

Contract period: 1 July 2027 to 30 June 2030.

Goods must conform to the standards in the specifications.

Delivery to the municipal stores as per the contract terms.

No specific methodology is required beyond the supply and delivery of photocopy paper as per the specifications.

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

The supplier must allow inspection of premises and records by the purchaser.

Pre-bidding testing is at the bidder's cost.

If inspections show non-compliance, the supplier bears the cost and must replace rejected goods at their own expense.

The supplier must not disclose contract information without prior written consent.

Pricing Schedule must be completed and signed.

Bid price must be VAT inclusive.

Prices must remain firm for the contract period.

The municipality may procure more items if prices are cost-effective.

Bid price must be VAT inclusive.

Payment will be made within 30 days of submission of a valid invoice and delivery note.

Payment in Rand.

Prices quoted must remain firm for the contract period; no price escalation unless authorised.

Variation orders up to 15% of the original contract value may be instructed.

No contract will be concluded with a bidder whose tax matters are not in order or who is in arrears with municipal rates and services charges.

If a bidder is indebted to the municipality, an agreement may be required for deductions from payments.

CSD registration: mandatory; CSD number must be submitted with the bid.

Tax Compliance Status (TCS) PIN: mandatory; failure to submit may invalidate the bid.

B-BBEE: an originally certified B-BBEE certificate or sworn affidavit must be submitted; failure results in 0 points for B-BBEE.

Municipal accounts: bidders must not be in arrears with municipal rates and services charges; MBD 10 must be completed with all municipal account numbers.

No CIDB grading required.

SMME status: bidders must indicate whether they are micro, small, or medium.

The OHSA form must be completed and signed.

A valid Letter of Good Standing from the Compensation Commissioner must be attached.

Contract governed by the General Conditions of Contract (GCC). Key provisions:

• Performance security: may be required within 30 days of award, in the form of a bank guarantee, irrevocable letter of credit, or cashier's cheque.
• Warranty: goods must be new and free from defects; warranty valid for 12 months after delivery or 18 months after shipment, whichever ends earlier.
• Payment: within 30 days of invoice.
• Prices: firm for the contract period.
• Variation orders: up to 15% of contract value.
• Assignment and subcontracting: require prior written consent.
• Delays: penalties may be deducted at the prime interest rate per day of delay.
• Termination for default: may result in restriction from doing business with the public sector for up to 10 years.
• Force majeure: may relieve liability for delays.
• Disputes: to be resolved through consultation, then mediation, then South African courts.
• Limitation of liability: supplier's aggregate liability limited to the contract price, except for penalties and defective equipment.
• Governing law: South African law; contract in English.
• Taxes: supplier responsible for all taxes and duties.

Tenders must be valid for 120 days after closing.

Bids must be in sealed envelopes, clearly marked, and placed in the tender box at the Municipal Offices, 13 Kerk Street, Piketberg, by 12:00 on 26 October 2026.

Bids addressed to a municipal official in a personal capacity are disqualified.

The municipality is not responsible for bids not placed in the tender box by courier companies.

Only bids in black ink on original documentation are accepted.

Late, incomplete, faxed, or emailed bids are not accepted.

The council is not obliged to accept the lowest or any quotation and may accept any part thereof.

Bidders must be registered on the CSD and submit a valid TCS PIN.

B-BBEE certificate or sworn affidavit required for preference points.

All mandatory forms must be completed and signed.

Bids must be in black ink on original documentation.

Evaluation uses the 80/20 preference point system: 80 points for price, 10 for specific participation goals, 10 for B-BBEE. Bid price must be VAT inclusive.