Objectives

The primary objective of this tender is to appoint a reliable supplier for the consistent provision and timely delivery of essential grocery and household items to Stellenbosch Municipality. The procurement aims to secure cost-effective supply solutions while advancing municipal transformation goals through structured preferential procurement policies.

Scope

The supplier will deliver a predefined range of goods, including non-caustic alkaline oven and grill cleaners, assorted soft drink multipacks, air fryer paper liners, heavy-duty refuse bags, and resealable plastic bags. Quantities are specified per item, with the contract scheduled to commence in the 2026/2027 financial year. The municipality reserves the right to adjust order volumes downward to remain within a R300,000 budget threshold. All quoted prices must be inclusive of VAT and remain fixed for the duration of the contract.

Technical Requirements

• Specification Compliance: Bidders must strictly meet the minimum technical specifications outlined in the pricing schedule. Deviations may invalidate the offer.
• Delivery Performance: Orders must be fulfilled promptly. The municipality may cancel any order not delivered within seven days and reserve the right to terminate the contract for material breach or poor performance.
• Documentation & Compliance: Submissions must use official, unaltered municipal bidding forms. Bidders must provide a valid Tax Compliance Status (TCS) PIN or CSD number, proof of B-BBEE status level (certified certificate or original sworn affidavit), and evidence that municipal accounts are not in arrears beyond 90 days.
• References: At least one written reference letter confirming prior delivery of similar goods valued at R100,000 or more is mandatory.
• Bid Validity & Submission: Bids must remain valid for 90 days post-closing, be sealed, clearly marked with the quotation number, and deposited in the designated bid box by the specified deadline. Late, electronic, or telephonic submissions will be rejected.

Skills Requirements

No highly specialized technical skills are explicitly mandated. However, successful bidders must demonstrate robust supply chain and logistical competencies, including efficient inventory management, reliable delivery infrastructure, accurate order processing, and strict adherence to municipal supply chain management regulations. Administrative capacity to navigate complex compliance documentation, maintain tax and B-BBEE accreditation, and manage contractual obligations under the General Conditions of Contract is essential.

Unusual or Complicated Terms

• 80/20 Preference Points System: Evaluation allocates 80 points to price competitiveness and 20 points split between B-BBEE status level (maximum 10 points) and supplier locality within the Stellenbosch municipal area (maximum 10 points). Claiming these points requires substantiating documentation.
• Central Supplier Database (CSD) & Tax Compliance Status (TCS): Suppliers must register with the South African Revenue Service as e-filers to generate a TCS PIN, enabling automated verification of tax standing before award.
• Indemnity & Occupational Health and Safety (OHS) Clause: The awarded contractor must execute an indemnity agreement accepting full liability for property damage, injuries, or fatalities arising from contract execution, effectively shielding the municipality from related claims under the OHS Act.
• Downward Adjustment Provision: The municipality may unilaterally reduce the scope or quantity of supplied goods to align with available funding, without constituting a breach of contract or entitling the supplier to compensation.