Local office accommodation for cederberg (wc012) – electoral commission

Closing date: 23 October 2026 at 11:00

Briefing session: 06 October 2026 at 11:00, at Clanwilliam Council Chambers, 2A Voortrekker Street, Clanwilliam. Attendance is not stated as compulsory.

Enquiries:

• Contact: Supply Chain Management
• Email: [email protected]
• Telephone: 012 622 5700

Submission address:

9 Voortrekker Street

Clanwilliam

Briefing venue:

Clanwilliam Council Chambers

2A Voortrekker Street

Clanwilliam

Submission method: sealed envelope or suitable container, deposited in the tender box or designated room at 9 Voortrekker Street, Clanwilliam, before closing. Write company name and tender reference IEC/WC-01/2026 on the envelope. Bids submitted by fax, email, post, or to any other address will not be considered. Bids received after the closing time are late and will be set aside.

Returnable documents (all must be completed and signed in original ink; photocopied signatures or initials will cause rejection):

• All applicable tender forms (pages 1–47) must be completed and signed/initialled in original ink.
• Tender Questionnaire: business details, CSD number, contact person, company type, B-BBEE status, and ownership information.
• B-BBEE supporting documents: valid B-BBEE status level certificate, CIPC B-BBEE certificate, or sworn affidavit, plus ownership proof (share certificates, IDs, etc.) as applicable.
• SBD 4 (Bidder's Disclosure): declaration of any relationship with state employees or the evaluating/adjudicating authority.
• SBD 9 (Certificate of Independent Bid Determination): certifies the price was set independently.
• POPIA consent and Political Party affiliation declaration.
• For subcontractors (>25% of work), joint ventures, or consortiums: each party must complete the mandatory tender forms (pages 13–25) and submit a separate TCS certificate/PIN/CSD number.

Disqualification risks:

• Failure to register on the Central Supplier Database (CSD) before submission.
• Non-compliant tax status on the CSD at the time of award.
• Incomplete or unsigned forms, missing pages, or use of correction fluid/tape.
• Any changes to pricing or specifications not signed/initialled.
• Failure to complete all pricing schedules.
• Bids submitted to the wrong tender box or address.

Evaluation is based on the Preferential Procurement Policy Framework Act (PPPFA) and Preferential Procurement Regulations, 2022. The 80/20 preference point system applies because the estimated value does not exceed R50,000,000 (all taxes included).

Scoring:

• Price: maximum 80 points, calculated using the formula Ps = 80(1 - (Pt - Pmin)/Pmin), where Pt is the price of the bid under consideration and Pmin is the price of the lowest acceptable bid.
• Specific goals (B-BBEE status level): maximum 20 points, awarded per the table below.

B-BBEE Status Level | Points (80/20)

1 | 20

2 | 18

3 | 14

4 | 12

5 | 8

6 | 6

7 | 4

8 | 2

Non-compliant | 0

Additional rules:

• Points are rounded to 2 decimal places.
• In case of equal total points, the bid with the highest specific goal points wins; if still equal, the award is decided by drawing of lots.
• The contract is awarded to the lowest acceptable bid that is market-related, subject to the bidder meeting technical specifications and passing the Electoral Commission's due diligence audit (capacity, capability, ability to deliver).
• The Electoral Commission may negotiate a market-related price or cancel the tender if a bid is not market-related.
• Bidders are not required to fill in the tender evaluation criteria section.

The Electoral Commission requires local office accommodation for Cederberg (WC012). The scope is to provide suitable office space for the Electoral Commission's local office. Specific requirements (size, layout, services, duration) are not detailed in the available text. The successful bidder will be required to sign a service level agreement (SLA) and/or receive an official purchase order. All tools/equipment needed must be supplied by the successful tenderer unless otherwise stipulated.

All pricing schedules must be completed in full; mark not-applicable items as N/A. Incomplete schedules lead to disqualification. Prices must be all-inclusive of VAT for VAT-registered vendors. Prices must be firm unless otherwise stated. The Commission will only accept market-related prices and may negotiate or cancel if not market-related. Payment within 30 days of valid invoice.

Pricing:

• Tender prices must be all-inclusive, including VAT for VAT-registered vendors. Non-VAT registered bidders must not charge VAT.
• Prices must be firm for the duration of the SLA/contract unless otherwise stated. Adjustments to firm prices are only allowed for changes in customs/excise duty, other duties, levies, or taxes.
• Comprehensive completion of all pricing schedules is compulsory; mark not-applicable items as N/A. Incomplete schedules lead to disqualification.
• The Electoral Commission will only accept market-related prices and may negotiate or cancel the tender if a price is not market-related.

Payment:

• Payment within 30 days of receipt of a valid invoice and statement, unless a dispute arises.
• Banking details must be correct and validated on the CSD; the Electoral Commission is not liable for interest on overdue accounts if banking details are incorrect.

Guarantees:

• The document mentions that specific guarantees may be required in the bid specification, but no specific guarantee amount or type is stated in the available text.

CSD registration:

• Mandatory registration on the National Treasury Central Supplier Database (CSD) before submitting a bid. Failure to register invalidates the tender.

Tax compliance:

• Tax affairs must be in order; tax compliance status is verified against the CSD at the time of award. Non-compliant tax status leads to disqualification. Subcontractors must also be tax compliant.

B-bbee:

• Bidders must submit a valid B-BBEE status level certificate, CIPC B-BBEE certificate, or sworn affidavit to claim preference points. Failure to submit results in zero points for specific goals.
• EMEs (annual revenue ≤ R10 million) may submit a CIPC B-BBEE certificate or sworn affidavit (except sector codes).
• QSEs (annual revenue ≤ R50 million) with at least 51% black ownership may submit a sworn affidavit; QSEs with 50% or less black ownership must submit a SANAS-accredited verification certificate.
• Entities other than EMEs/QSEs must submit a SANAS-accredited B-BBEE certificate.
• Start-ups that are EMEs bidding on contracts ≥ R10 million must be verified using the QSE scorecard; for contracts ≥ R50 million, the generic scorecard applies.
• Subcontracting more than 25% of the contract value to an enterprise with a lower B-BBEE status than the bidder will result in no specific goal points for the bidder.

Other:

• Bidders must not be employed by the state or have a conflict of interest as declared in the required forms.
• The Electoral Commission may not award to a bidder with affiliations to any registered political party, candidate, or contestant.

A service level agreement (SLA) will be entered into with the successful bidder. The SLA may be extended at the Electoral Commission's discretion. The Commission may procure goods/services outside the SLA in emergencies or if the service provider's point of supply is not near the required location. The Commission may cancel the SLA and claim damages if the tenderer fails to comply with conditions. No variations to terms are valid unless confirmed in writing. The Commission may cancel an order if delivery is not made in time. Part deliveries only with prior arrangement. Payment within 30 days of valid invoice. The Commission is not responsible for risk before delivery. The Commission may return defective goods. The tenderer must submit a valid tax invoice. The Commission may negotiate a market-related price. The Commission may cancel the tender for changed circumstances, lack of funds, no acceptable bid, material irregularity, or non-market-related price.

The 80/20 preference point system applies (estimated value ≤ R50 million). Price scores a maximum of 80 points; B-BBEE status level scores up to 20 points. Bidders are not required to fill in the tender evaluation criteria section. The award goes to the lowest acceptable market-related bid that meets technical specifications and passes due diligence.