Objectives

The primary objective is to procure a reliable supplier capable of delivering specified refreshment items to the municipality in accordance with defined quality standards, quantities, and delivery timelines. The procurement supports daily municipal operations while aligning with national preferential procurement policies designed to promote economic transformation, local business participation, and transparent supply chain management.

Scope

The tender covers the supply and delivery of six refreshment line items, including coffee products, sugar, long-life milk, and tea varieties. Quantities range from one to fifteen units per category. Deliveries must be completed within ten working days following the issuance of an official order. The quotation validity period is ninety days, with potential extension per municipal supply chain policy. All pricing must be quoted per item, inclusive of delivery costs, and submitted on official business letterhead. The municipality reserves the right to accept partial quotes and does not guarantee award to the lowest bidder.

Technical Requirements

• Product Specifications: Exact quantities and descriptions as listed in the pricing schedule, including soluble chicory/coffee granules, branded or equivalent granules coffee, 2.5kg white sugar, 6% long-life full cream milk, rooibos tea, and Ceylon blend tea bags.
• Pricing & Quotation Rules: Unit rates must be provided per item. Delivery charges must be embedded in the quoted price. Calculation errors will be corrected by prioritizing unit tariffs over total amounts. Additional costs may be recovered for non-conforming items.
• Delivery & Logistics: Goods must be delivered to the designated municipal stores within ten working days of an official order. Suppliers must ensure packaging integrity and timely fulfillment.
• Invoicing Compliance: Successful bidders must issue tax invoices strictly adhering to national value-added tax legislation. Non-compliant invoices will result in delayed payments at the supplier's risk.

Skills Requirements

• Administrative Proficiency: Ability to accurately complete mandatory public sector bidding declarations, compile financial quotations, and maintain valid company registration and tax clearance.
• Logistical Capability: Operational readiness to store, package, and dispatch perishable and non-perishable goods rapidly upon order placement.
• Compliance Knowledge: Familiarity with South African preferential procurement frameworks, including Black Economic Empowerment verification processes and geographical locality documentation requirements.
• Contractual Discipline: Capacity to adhere to municipal special conditions, maintain accurate record-keeping, and respond promptly to official orders without deviation.

Notable Terms & Conditions

80/20 Preference Point System: A standard South African procurement model where eighty points are allocated to price competitiveness and twenty points to socio-economic goals (ten points for Broad-Based Black Economic Empowerment status levels and ten points for business locality within specified municipal districts).

Mandatory Bidding Declarations (MBDs): Standardized government forms required to declare conflicts of interest, confirm independent bid preparation, and claim preference points. Incomplete or unsigned submissions result in automatic disqualification or zero scoring.

Locality Proof Requirement: Suppliers claiming geographical preference points must submit recent municipal accounts or verified lease agreements/affidavits proving physical business operations within the target district. Postal addresses are not accepted.

Waste Management Clause: Although typically associated with construction contracts, this tender includes strict environmental provisions requiring suppliers to contain, manage, and dispose of all delivery-related waste properly. Safe disposal certificates must be submitted before payment processing, indicating a template inclusion that still imposes compliance obligations on the supplier.