Supply & fitment of agricultural & mechanical plant tyres – tender in western cape

CCT Tender Representative

• Email: [email protected]

Tender box and submission address:

Tender & Quotation Boxes Office

2nd Floor (Concourse Level)

Civic Centre

12 Hertzog Boulevard

Cape Town

Appeals and objections (Section 62 appeals):

• Address: The City Manager, c/o Manager: Legal Compliance Unit, Legal Services Department, Office of the City Manager
• Hand delivery: 20th Floor, Tower Block, 12 Hertzog Boulevard, Cape Town 8001
• Post: Private Bag X918, Cape Town, 8000
• Email: [email protected]

Access to information (PAIA):

• Address: The City Manager, c/o Manager: Access to Information Unit, Legal Service Department
• Hand delivery: 20th Floor, Tower Block, 12 Hertzog Boulevard, Cape Town 8001
• Post: Private Bag X918, Cape Town, 8000
• Email: [email protected]

POPIA enquiries:

• Address: The City Manager, c/o Information Officer, Office of the City Manager
• Hand delivery: 20th Floor, Tower Block, 12 Hertzog Boulevard, Cape Town 8001
• Post: Private Bag X9181, Cape Town, 8000
• Email: [email protected]

Supplier registration (CCT Supplier Database):

• Supplier Management Unit, 2nd Floor (Concourse Level), Civic Centre, 12 Hertzog Boulevard, Cape Town
• Telephone: 021 400 9242/3/4/5

Submission method: sealed envelope deposited in the official tender box before closing time.

• Envelope must show the tenderer's name and address, the endorsement "TENDER NO. 097G/2026/27: SUPPLY, DELIVERY, AND FITMENT OF NEW AGRICULTURAL AND MECHANICAL PLANT TYRES AND OTHER RELATED SERVICES FOR THE CITY OF CAPE TOWN", the tender box number, and the closing date.
• Tender box location: Tender & Quotation Boxes Office, 2nd Floor (Concourse Level), Civic Centre, 12 Hertzog Boulevard, Cape Town.
• Tender box number: 223.
• If the envelope is too large for the box, ask at the public counter for alternative instructions.
• Tenders submitted by fax or email will be rejected.
• The entire tender document must be completed and signed in non-erasable ink (or electronically if issued electronically) and returned.
• Only one tender offer per tenderer, on the original documents issued by the CCT.
• Alternative offers are allowed only if a main offer is also submitted, in a separate sealed envelope marked "Alternative Tender".
• All returnable documents must be completed and signed; failure to do so may render the tender non-responsive.

Returnable documents (all must be completed and signed):

• Schedule F.2: Certificate of Authority for Partnerships/Joint Ventures/Consortiums – authorises the signatory to bind the entity.
• Schedule F.3: Declaration for Procurement above R10 million – required if the transaction value exceeds R10 million.
• Schedule F.4: Preference Points Claim Form – claims preference points under the PPPFA.
• Schedule F.5: Declaration of Interest – State Employees (MBD 4 amended) – discloses any connection to state employees.
• Schedule F.6: Conflict of Interest Declaration – declares any actual or potential conflict of interest.
• Schedule F.7: Declaration of Tenderer's Past Supply Chain Management Practices (MBD 8) – discloses past SCM practices.
• Schedule F.8: Authorisation for the Deduction of Outstanding Amounts Owed to the CCT – authorises deduction of any amounts owed.
• Schedule F.9: Certificate of Independent Tender Determination – certifies the price was set independently.
• Schedule F.10: Proposed Deviations and Qualifications – lists any deviations or qualifications to the tender.
• Schedule F.11: List of Other Documents Attached – records any additional documents submitted.
• Schedule F.12: Record of Addenda to Tender Documents – confirms receipt of any addenda.
• Schedule F.13: Information to be provided with the tender – includes functionality scoring, capability schedules, field service vehicle details, sub-contracting, tyre manufacturer price list, and MIBCO registration.
• Schedule F.13A: Waste Management Bureau Certificate – proof of registration as a tyre dealer.
• Schedule F.14: Appeal Application – for lodging appeals.

Disqualification risks:

• Late submission (after closing time) – not considered.
• Incomplete or unsigned returnable documents.
• Material deviations or qualifications from the tender requirements.
• Failure to achieve the minimum functionality score.
• Failure to provide required evidence for functionality criteria.

Evaluation stages:

1. Responsiveness check – tender must comply with all conditions, be properly completed and signed, and be responsive to the requirements.
2. Functionality evaluation – minimum qualifying score of 30 out of 50 points per category. Functionality is evaluated separately for each category (A and B).

• Category A (Mechanical Plant Equipment):
• Capability to provide capacity (Schedule F13B): less than 5 jobs/day = 0 points; 5-9 jobs/day = 20 points; 10-15 jobs/day = 25 points; 16+ jobs/day = 30 points.
• Field service vehicles on the road (Schedule F13C): less than 2 = 0 points; 2 = 10 points; 3 = 15 points; 4+ = 20 points.
• Category B (Agricultural):
• Capability to provide capacity (Schedule F13D): same scoring as Category A.
• Field service vehicles on the road (Schedule F13E): same scoring as Category A.
• Evidence required: completed job cards, work orders, service records, RC1 registration documents for each vehicle, lease agreements for leased vehicles.

3. Price and preference evaluation – 80/20 preference point system applies (for tenders up to R50 million, VAT inclusive).

• Price points: calculated based on the sum of prices/rates.
• Preference points: allocated for specific goals as per the Preference Schedule, with points based on percentage of total expenditure (e.g., >15% = 6 points, >12% up to 15% = 5 points, etc.).

4. Award – highest total adjudication points per category. The CCT intends to appoint two tenderers per category (highest ranked and alternative) on a winner-takes-all basis.

Minimum qualifying score: 30 out of 50 for functionality.

Scope: Supply, delivery, and fitment of new agricultural and mechanical plant tyres and other related services for the City of Cape Town.

Two vehicle categories:

• Category A: Mechanical Plant Equipment – tyres for vehicles with GVM greater than 3500kg.
• Category B: Agricultural – tyres for agricultural equipment.

Tenderers may tender for one or both categories.

Contract period: from commencement date until 31 January 2030.

Appointment: The CCT intends to appoint two tenderers per category (highest ranked and alternative) on a winner-takes-all basis. If insufficient responsive bids, fewer or no appointments may be made.

Services include:

• Strip and fit: removing tyre from wheel rim and refitting same or alternative tyre.
• Removal from and refitting wheels to vehicle.
• Fitting of the City's own tyre stock or items from alternative suppliers.
• Rotation of vehicle wheels.
• Fitting of spare wheel (on request).
• Call-out to any CCT depot, office, facility, or site within municipal jurisdiction, including Wemmershoek, Voëlvlei, Steenbras, and dams.

Labour rates: A single flat rate applies for normal working hours, after hours, weekends, and public holidays. The call-out fee includes any survey, inspection, or assessment required to determine the work.

Tender fee: R200.00 non-refundable for a hard copy of the tender document. Not applicable for website downloads.

Pricing:

• Prices must be in Rand, excluding VAT.
• Include all duties, taxes (except VAT), levies, expenses, disbursements, and costs (e.g., transport, accommodation).
• Fixed rates and prices for the duration of the contract, not subject to adjustment except as provided in the Conditions of Contract.
• Tenderers must complete all pricing schedules for the category(ies) they bid for; failure to do so renders the tender non-responsive.
• Nil rates are allowed but may be subject to clarification and risk analysis.
• Arithmetical errors will be corrected: amounts in words govern over figures; line item totals govern over rates; totals govern over item prices.

Bid security: Not specified.

Performance security/guarantee: Pro forma performance security/guarantee (Annexure C) and advance payment guarantee (Annexure D) are included in the tender pack.

Payment terms: Not specified.

Financial capacity: For tenders above R10 million (VAT inclusive), the CCT may require audited annual financial statements for the past 3 years, a certificate of no undisputed municipal debts overdue for more than 30 days, particulars of contracts with organs of state in the past 5 years, and a statement on any portion of goods/services sourced from outside the Republic.

Tender validity: 120 days after closing date, extendable to 12 months, and further by up to 6 months with mutual agreement.

Mandatory registrations:

• Waste Management Bureau: Must be registered as a Tyre Dealer. Provide the Waste Management Bureau number or certificate at tender closing (Schedule F13A).
• CCT Supplier Database: Required to be registered as a service provider. Registration forms available from the Supplier Management Unit or online at www.capetown.gov.za.
• National Treasury Central Supplier Database (CSD): Required to be registered. Register at https://secure.csd.gov.za.

Tax compliance:

• Must be registered with SARS and tax compliant. Submit a valid Tax Compliance Status PIN, recorded on the Details of Tenderer pages.
• Each party to a Joint Venture must submit a separate Tax Compliance Status PIN.

B-bbee:

• Preference points claimed under the 80/20 system. Documentary proof required (e.g., B-BBEE certificate, CSD report, sworn affidavits) for specific goals.

Other compliance:

• Must not be restricted under the SCM Policy.
• Must not have contravened the Competition Act.
• Must not be an advisor or consultant to the CCT with a conflict of interest.
• Must not be involved with the bid specification committee.
• Must complete and submit all returnable documents as listed.
• Must comply with the Occupational Health and Safety Act (OHSA) – a separate OHS agreement is required (C.3).
• For Joint Ventures: Certificate of Authority (F.2) and a copy of the JV agreement required.

CCT Tender Representative: [email protected]

Tender box: Tender & Quotation Boxes Office, 2nd Floor (Concourse Level), Civic Centre, 12 Hertzog Boulevard, Cape Town.