Tender Summary: Request for Quotation – 63216

Objectives

The primary objective is to procure specified stationery items through a formal written price quotation process. The municipality seeks to secure value for money while ensuring strict compliance with public procurement legislation, including preferential procurement policies aimed at economic empowerment and local economic development.

Scope

The contract covers the supply and delivery of the following items:

• A4 gold plastic frames for certificates (30 units)
• A4 cardboard paper for certificate printing (1 pack of 100 sheets)

The successful bidder will be responsible for sourcing, packaging, and delivering these items in accordance with the municipality’s specifications and delivery timelines.

Technical Requirements

• Quotations must be submitted on official business letterhead and fully completed in indelible ink.
• All mandatory Municipal Bidding Document (MBD) forms must be attached, including declarations of interest, preference points claims, past supply chain management practices, and independent bid determination.
• Bidders must be registered on the Central Supplier Database (CSD).
• Proof of Broad-Based Black Economic Empowerment (B-BBEE) status must be provided via an original sworn affidavit (physically delivered by hand) or a certificate issued by a SANAS-accredited verification agency.
• Municipal accounts for the company and all directors, dated within the last 90 days, must be submitted to confirm no outstanding service charge arrears.
• Bids must strictly follow pricing instructions, avoid correction fluid or tape, and clearly indicate compliance with the minimum technical specifications.
• The municipality reserves the right to accept any quote, part thereof, or adjust the contract extent, with no obligation to award to the lowest bidder.

Skills Requirements

No specialized technical or professional qualifications are explicitly required. Bidders must demonstrate standard commercial capability to source, supply, and deliver the specified stationery items reliably. Competence in managing municipal compliance documentation, financial reporting, inventory handling, and logistics is expected.

Unusual or Complicated Terms

• 80/20 Preference Point System: Evaluation allocates 80 points for price and up to 20 points for preferences. Up to 10 points are awarded based on B-BBEE status level, and up to 10 points for locality (business premises located within the Stellenbosch Municipal area).
• Original Sworn Affidavit Requirement: Unlike standard copy submissions, the B-BBEE sworn affidavit must be physically delivered by hand to qualify for preference points. Digital or scanned copies are invalid for this purpose.
• Municipal Account Verification: Bidders must prove financial standing by submitting recent municipal accounts (≤90 days) for both the entity and its directors, ensuring no service charge arrears exist across any municipal jurisdiction.
• Indemnity and OHS Compliance: The successful contractor must sign an indemnity form accepting full responsibility for damages, injuries, or losses arising from operations, in line with the Occupational Health and Safety Act. All related insurance costs are borne by the contractor.
• Collusive Bidding Declaration: Bidders must certify that their bid was prepared independently without consultation, communication, or agreement with competitors, aligning with national competition and anti-corruption legislation.