Objectives

The primary objective of this tender is to appoint a reliable supplier for the annual provision and delivery of specified wood materials to the Mossel Bay Municipality. The procurement process aims to secure cost-effective, high-quality timber products while ensuring strict compliance with municipal supply chain management policies, tax regulations, and national transformation frameworks.

Scope

The contract covers the supply and delivery of four categories of timber and treated wood products to designated locations within the Mossel Bay Municipal Area. The agreement runs from the date of appointment until 30 June 2027. The municipality will issue individual purchase orders throughout this period and reserves the right to increase, decrease, or modify item quantities based on operational needs and available funding. Successful suppliers must confirm delivery capacity within twenty-four hours of receiving an order and complete all deliveries within fourteen working days or as mutually agreed upon.

Technical Requirements

Bidders must supply materials that strictly conform to the following dimensional and treatment specifications:

• Timber Wood: 70mm × 70mm × 6m
• Timber Wood: 69mm × 69mm × 3m
• Sap Treated Planks (H3 Grade): 76mm × 228mm × 4.8m
• Sap Treated Hardwood: 38mm × 114mm × 5400mm

All quotations must indicate VAT-inclusive unit and total costs. Delivered goods must meet the exact specifications, treatment standards, and quality benchmarks outlined in the bid documents. Invoicing requires accompanying delivery notes and proof of specification compliance. Performance will be evaluated against a 100% achievement target for accuracy, quality, and timeliness. Late deliveries incur financial penalties calculated daily at the current prime interest rate against the delayed portion of the contract value.

Skills & Compliance Requirements

While specialized engineering certifications are not mandated, bidders must demonstrate strong logistical, administrative, and regulatory compliance capabilities. Essential requirements include:

• Active registration on the Central Supplier Database (CSD).
• A valid Tax Compliance Status PIN issued by the South African Revenue Service.
• Applicable CIDB registration (where operationally relevant).
• Cleared municipal rates and taxes accounts for the business entity and its directors/members.
• Board resolution authorizing the authorized signatory.
• Completion of all mandatory municipal bidding forms, including declarations on past supply chain practices, independent bid determination, and conflict of interest.
• For joint ventures: a signed joint venture agreement and separate tax clearance certificates for each participating entity.

Suppliers must possess robust inventory tracking, rapid order response, and fleet/logistics coordination skills to consistently meet tight delivery windows and maintain uninterrupted supply chains.

Explanation of Unusual or Complicated Terms

80/20 Preference Point System: This is a standardized South African public procurement evaluation method. Eighty percent of the total score is awarded based on price competitiveness, while twenty percent is allocated to specific socio-economic goals. Half of these goal points reward the bidder’s Broad-Based Black Economic Empowerment (B-BBEE) status level, and the other half reward geographical locality within the Western Cape procurement region. Certified proof of B-BBEE status and verified business address documentation are required to claim these points.

Preferred & Alternative Bidder Model: Rather than awarding a single contract, the municipality appoints both a primary supplier and a backup supplier. Upon order placement, both parties must formally acknowledge receipt and confirm stock availability within twenty-four hours. Failure to respond triggers automatic order cancellation and escalates the procurement to secondary or tertiary sourcing methods.

Subcontracting Restrictions: The contractor may not subcontract the entire contract. Partial subcontracting requires prior written municipal consent, though routine procurement of materials and labor is exempt. The primary contractor remains fully liable for all subcontractor performance, defaults, or negligence.