Tender Summary: PNQ 2 – Ad Hoc Supply and Delivery of Goods

Objectives

The primary objective is to appoint qualified suppliers for a standing framework agreement to fulfill the ad hoc supply and delivery of diverse goods to Stellenbosch Municipality. The contract will commence in the 2026/2027 financial year and aims to secure reliable vendors capable of meeting varied, time-sensitive procurement needs while strictly adhering to municipal supply chain management, preferential procurement, and regulatory compliance standards.

Scope

The tender encompasses the provision of approximately 26 distinct items across multiple operational categories, including:

• Event & Outdoor Infrastructure: Stretch tents, gazebos, branded tablecloths, and chair covers.
• Branding & Promotional Materials: Custom name badges, pull-up banners, flyers, fridge magnets, emergency contact cards, and signage.
• Office & Industrial Supplies: Distilled water, multi-purpose trolleys, TIG welding gloves, ergonomic accessories, safety gear, storage solutions, and utility items.

Quantities are pre-defined per item, but the municipality reserves the right to adjust order volumes or scope to remain within a cumulative budget threshold of R300,000. Deliveries must be executed promptly upon request.

Technical Requirements

Bidders must strictly comply with the detailed specifications provided for each product. Key technical mandates include:

• Material & Construction Standards: Weather-resistant, high-tensile fabrics for tents/gazebos; durable polyurethane and ABS materials for badges; heavy-duty carbon steel and oxford fabric for trolleys; and certified chemical purity for distilled water.
• Safety & Performance Ratings: Welding gloves must meet EN 388:2003 rating 4122 or equivalent. Outdoor signage and acrylic boards must utilize UV-resistant, durable materials.
• Customization & Branding: All promotional items require precise dimensional accuracy, approved artwork proofs, and accurate application of municipal logos and emergency information.
• Compliance & Deviations: Bids must meet all minimum specifications. Alternative products may be submitted but require explicit justification. Any deviation must be clearly documented in the submission.

Skills Requirements

While not explicitly categorized as standalone competencies, successful bidders must demonstrate:

• Logistical & Operational Capability: Proven ability to coordinate rapid, multi-category deliveries and manage fluctuating ad hoc order volumes.
• Regulatory & Financial Compliance: Valid Tax Clearance Status (TCS), Central Supplier Database (CSD) registration, and up-to-date B-BBEE verification documentation.
• Proven Track Record: At least one verifiable written reference demonstrating prior successful delivery of similar ad hoc goods or services.
• Contractual & Safety Awareness: Thorough understanding of municipal supply chain policies, indemnity obligations, and Occupational Health and Safety (OHS) compliance.

Unusual or Complicated Terms

• Ad Hoc Framework Agreement: This is not a fixed-volume contract but a standing list where purchase orders are issued as needed. The cumulative value of all orders remains capped at R300,000.
• 80/20 Preference Point System: Bid evaluation allocates 80 points to price competitiveness and 20 points to transformation goals, specifically B-BBEE status level and supplier locality within the Stellenbosch municipal area.
• Strict Performance & Indemnity Clauses: Suppliers must deliver within seven days of request. Poor performance or breach triggers immediate contract termination, cost recovery for replacement goods, and potential suspension from the municipal vendor database. Contractors must also sign an indemnity form accepting full liability for damages or injuries and explicitly exempting the municipality from claims under the OHS Act.
• Anti-Collusion Mandate: Strict independent bid determination certificates are mandatory. Violations lead to bid invalidation, ten-year trading bans, and referral to competition authorities.