Finance lease of municipal vehicles – 60 month supply, delivery and management

• Procurement enquiries – Mr Sibusiso Gwebu, Supply Chain Management Unit, Tel 013 253 7601, Fax 013 253 1889, Email [email protected].
• Technical enquiries – Mr Thomas Maroga, Tel 013 253 7600, Fax 013 253 1889, Email [email protected].
• End‑user department – Mr Nicholus Mbethe, Tel 013 253 7600, Email [email protected].
• Submission address – Tender Box, Ground Floor, Emakhazeni Local Municipality, 25 Scheepers Street, Belfast, 1100, Mpumalanga.

• Obtain tender documents – either pay the non‑refundable R1500 fee (cash at the municipality office or EFT to FNB 62028195510, branch 270351) or download free of charge from the municipality website or e‑tenders portal.
• Complete all required returnable forms (Forms A‑R) in indelible black ink; do NOT re‑type the supplied forms.
• Sign the bid using the authorised signatory (Form C – Authority of Signatory). All signatures must be initialled where changes are made.
• Assemble the bid in a sealed envelope, externally endorsed with the Project No ELM 25‑26/05/04 and a brief description.
• Deliver the sealed envelope to the Tender Box, Ground Floor, Emakhazeni Local Municipality, 25 Scheepers Street, Belfast, 1100 (Mpumalanga) no later than 12:00 hrs on 15 June 2026.
• Late, faxed, emailed, or incomplete submissions will be rejected.
• Bids remain valid for 90 days from the closing date; they cannot be withdrawn or substituted.
• Failure to complete or sign any returnable schedule results in automatic disqualification.

• Evaluation follows the Emakhazeni SCM policy and the Preferential Procurement Point Framework (80/20 system).
• Functional scoring is the first gate: bidders must achieve at least 70 % of the functionality points to be considered responsive.

• Points are awarded for vehicle fleet size, 24/7 call‑centre, fleet‑management system, experience (minimum six public‑sector leasing contracts, ≥10 years in fleet management), and submission of two detailed fleet‑assessment reports.

• Bidders scoring ≥70 % proceed to price evaluation and preference point allocation.
• Bidders scoring <70 % are disqualified.
• Minimum compliance documents (CSD number, Tax Compliance Status PIN, company registration, B‑BBEE verification) are mandatory; non‑submission leads to rejection.
• Preference points are awarded under the Preferential Procurement Goals (e.g., B‑BBEE level, local content) as per the 80/20 framework.

Scope: Finance‑lease of municipal vehicles on an ‘as and when required’ basis for a 60‑month period, including supply, delivery and full management.

Deliverables:

1. Provide vehicles under finance‑lease terms with full maintenance or managed‑maintenance options.
2. Operate a 24 hours/365‑day call centre for fleet support (site inspection required).
3. Deploy a fleet‑management system (demonstration during inspection).
4. Submit evidence of existing fleet management capability (reference letters not older than 2 years).
5. Provide proof of at least six (6) public‑sector leasing contracts (from 01 Jan 2022 to date) and a minimum of ten (10) years operating in fleet management (or 6‑9 years for reduced points).
6. Submit two (2) detailed fleet‑assessment reports (portfolio of evidence).

Compliance with municipal standards, call‑centre staffing (24/7/365 manned) and system requirements is mandatory.

• Submit total bid price (excl. VAT and incl. VAT) on the prescribed pricing schedule; price must be firm for 90 days and not linked to exchange rates.
• Provide a bank guarantee of R15 million from an institution accredited by the FSB/FSCA or the Reserve Bank (proof mandatory; non‑submission = disqualification).
• Include financial references, credit rating and bank details (Form L).
• Municipality may request additional financial evidence of capacity and may appoint auditors to verify resources.
• Payment terms to align with municipal budget cycles (as stipulated in the contract).

Mandatory compliance items:

1. Central Supplier Database (CSD) registration – provide CSD number.
2. Valid Tax Compliance Status (TCS) PIN or printed TCS certificate from SARS (e‑filing accepted).
3. Company/CC registration documents (Certificate of Incorporation or CK1/CK2, IDs of directors/partners).
4. B‑BBEE verification – submit Level‑verification certificate or sworn affidavit to claim preference points.
5. Declaration of Interest (Form D) and past SCM practices (Form E).
6. Municipal account clearance – proof of no arrears >3 months or letter confirming non‑rated status.
7. For joint ventures – Joint Venture Agreement and registration documents of each partner.
8. Foreign suppliers – complete pre‑award questionnaire (Part B:3) if not RSA‑resident.
9. No bids from persons in the service of the State (as defined in MSCM regulations).

Failure to provide any of the above results in automatic disqualification.