The Stellenbosch Municipality has released a Request for Bid (Open-Tender) for the supply, packaging, and delivery of medals, trophies, sporting equipment, recreational items, and additional equipment. This three-year contract, ending 30 June 2029, presents a significant opportunity for suppliers to support community sports and recreational activities within the municipality.
The contract is divided into four distinct categories: Trophies and Medals, Sport Equipment, Recreational Equipment, and Additional Equipment. Suppliers may bid on one or multiple categories but must price all line items within a selected category.
Compulsory Clarification Meeting
A compulsory clarification meeting will be held on Tuesday, 28 July 2026 at 10:00 at the Sport Office Boardroom, 15 Simonsberg Road, Stellenbosch (next to De Laer Hall). Attendance is mandatory, and bidders who fail to attend will be disqualified.
Category Specifications and Requirements
The tender specifies detailed requirements for each category:
- Category A – Trophies and Medals: Rugby and soccer trophies must be gold in colour; cricket, netball and hockey trophies must be silver. All trophies are required in three height ranges (20-25cm, 40-45cm, and 50-60cm) with plastic or marble-look bases.
- Category B – Sport Equipment: Includes tennis balls (USTA/ITF approved), cricket bats (Kashmir Willow), foldable table tennis tables, netball posts with junior and senior hoops (hot-dip galvanised steel), and collapsible water bottle carriers.
- Category C – Recreational Equipment: Home dart centres, board games (Monopoly, UNO), bean bags, giant Tic Tac Toe, ring toss sets, hula hoops, and plastic play balls.
- Category D – Additional Equipment: Plastic utility storage boxes, 1L plastic buckets with lids, Regulation 7 first aid kits, and spine boards with spider straps.
Eligibility and Pre-Qualification Requirements
Bidders must demonstrate relevant experience for each category bid on:
- Category A: Minimum 3 contactable references for trophy supply (minimum value R10,000 each)
- Category B: Minimum 3 contactable references for sport equipment supply (minimum value R5,000 each)
- Category C: Minimum 3 contactable references for recreational equipment supply (minimum value R3,000 each)
- Category D: Minimum 3 contactable references for first aid kit supply (minimum value R5,000 each)
Delivery and Quality Requirements
All items must be brand new, unused, and in original packaging. Deliveries are required within 14 days of receiving a purchase order, Monday to Thursday before 3pm and Fridays before 12pm. No weekend deliveries are permitted. The municipality reserves the right to inspect items for “new” status before acceptance.
Required Documentation Checklist
Bidders must ensure the following completed and signed forms are attached to their submission:
- Certificate of Clarification Meeting Attendance (signed by both bidder and municipality agent)
- Authority to Sign a Bid (with certified copy of resolution attached, if applicable)
- MBD 4 – Declaration of Interest
- MBD 6.1 – Preference Points Claim Form (with SANAS-accredited B-BBEE certificate or original Sworn Affidavit)
- MBD 8 – Declaration of Bidder’s Past Supply Chain Management Practices
- MBD 9 – Certificate of Independent Bid Determination
- MBD 10 – Certificate of Payment of Municipal Services (with identity numbers, residential addresses and municipal account numbers of ALL members, partners, directors)
- Occupational Health and Safety Agreement (with valid Letter of Good Standing from Compensation Commissioner)
- Form of Indemnity
- Pricing Schedule (fully completed and signed)
- Declaration by Tenderer
- Schedule of Subcontractors (if applicable)
- Schedule of Work Experience (current and completed contracts)
- Proof of CSD Registration (CSD number required)
- Valid Tax Compliance Status PIN
- Certified copies of ID documents for all directors/shareholders/trustees/members
Evaluation and Submission Requirements
The tender will be evaluated using the 80/20 preference point system:
- Price: 80 points
- B-BBEE Status Level: 10 points
- Locality: 10 points
Bidders must submit proof of B-BBEE status (SANAS-accredited certificate or original sworn affidavit) and proof of locality (municipal account, valid lease agreement, or sworn affidavit) to claim preference points.
Related opportunity: eThekwini Municipality 36-Month Stationery Supply Contract
Tender Documents and Submission
The complete tender document is available for download from the eTenders Portal:
Download Tender Document
Key Details:
- Tender Number: BSM 127/26
- Closing Date: 17 August 2026 at 12:00
- Tender Box: Town House Complex, Plein Street, Stellenbosch
- Contact: Donovan Muller (021 808 8314, Donovan.Muller@stellenbosch.gov.za)
Sealed tenders must be deposited in the tender box before closing time. Late, electronic, telephonic, or faxed tenders will not be considered.
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