RFQ: supply and delivery of parts for grass cutting machines

• Closing date: Monday, 03 August 2026.
• Closing time: 12:00 (noon).
• No other dates such as briefings or site visits are mentioned.

• For bidding procedure enquiries: Contact Mrs R. Ludick at the Supply Chain Office.
• Email: [email protected] (copy to [email protected]).
• Telephone: 042 200 2200.
• Submission address: Tender Box, Kouga Local Municipality, Woltemade Building, 16 Woltemade Street, Room 122, Jeffreys Bay, 6330.

• Submit both an original hard copy and an electronic copy on a USB flash drive, SD Card, or CD.
• The electronic copy must contain exactly the same information as the hard copy.
• Bids submitted only on a CD must be readable and not visibly broken; broken CDs will not be accepted.
• Late bids will not be considered.
• All bids must be submitted on the official forms provided (not retyped) or online.
• Failure to submit both hard and electronic copies will render the bid non-responsive.
• Ensure the document is fully completed; incomplete compulsory municipal bidding documents will result in the tender being classified as non-responsive.
• Sign all required pages originally in black ink; copies of signatures are not accepted.
• Do not use correction fluid; cross out mistakes in ink and initial each alteration.
• Complete the document in ink; pencil entries will not be considered.

Bidders must be tax compliant (provide SARS TCS PIN or CSD number). Must not be 'persons in the service of the state'. Must submit valid B-BBEE status certificate or sworn affidavit (for EMEs/QSEs). Must provide a Municipal Billing Clearance Certificate or account for operational address to claim location points. Foreign suppliers must complete a specific questionnaire. Business registration documents are mandatory (CM9 not accepted). Joint ventures/consortia must submit separate compliance docs for each party.

• Scope: Supply and delivery of replacement parts and accessories for grass cutting and vegetation maintenance equipment.
• Required parts must be compatible with municipal equipment including Side Cutter FS 250, Side Cutter FS 230, Pole Pruner HT 75, Kudu Lawnmower 750, Chainsaw MS361, and Chainsaw MS382.
• Parts include but are not limited to cylinder kits, carburettors, oil pumps, filters, starter cords, clutch assemblies, sprockets, guide bars, chains, spark plugs, gaskets, seals, bearings, gear heads, drive tubes, throttle cables, blades, belts, wheels, gearboxes, differential kits, and fasteners.
• Deliver all items to the Humansdorp Fire Station during municipal working hours.
• All items must be new, unused, free from defects, and of high quality complying with applicable industry standards.
• The municipality reserves the right to inspect goods before acceptance and reject items not meeting quality standards.
• The municipality does not undertake to purchase all listed items; quantities may vary based on operational requirements and budget availability.
• Replace defective items at no additional cost if defects are identified upon delivery.

• A project implementation plan must be submitted if applicable.

• The pricing schedule includes two sections: pricing for original parts and pricing for generic parts.
• Each section lists items by equipment type and part description, with unit prices excluding and including VAT.
• Bidders must quote on all items; prices must be firm and include delivery.
• The total bid price will be used for evaluation only; unit rates apply for invoicing and payment.
• Only one service provider will be appointed.

• Only firm prices will be accepted; non-firm prices will not be considered.
• All delivery costs must be included in the bid price for delivery to the prescribed destination.
• Complete the pricing schedule in non-erasable black ink.
• Do not use correction fluid/tape; cross out mistakes in ink and initial each alteration.
• Indicate whether the bidder is a registered VAT vendor.
• If not a VAT vendor, both columns (excluding and including VAT) must reflect the same amount.
• Quote on all items in the pricing schedule; prices must be quoted per item and include delivery.
• Prices must remain fixed for the duration of the RFQ unless otherwise stated.
• Only one service provider will be appointed.
• The total bid price will be used for evaluation purposes only; unit rates will apply for invoicing and payment.

• Tax compliance: Submit a valid SARS Tax Compliance Status PIN or Central Supplier Database (CSD) number.
• The National Treasury Central Database and tax compliance will be verified on the day of evaluation; non-compliance will result in the bid being declared non-responsive.
• For consortia/joint ventures/sub-contractors, each party must submit a separate TCS certificate/PIN/CSD number.
• B-BBEE: Submit a B-BBEE status level verification certificate or sworn affidavit (for EMEs & QSEs) to qualify for preference points.
• Business registration documents must be submitted; a CM9 or name change document is not sufficient as proof.
• Submit certified ID copies.
• Submit a latest municipal billing clearance certificate or copy of municipal account/rental documentation.
• Foreign suppliers must complete the pre-award questionnaire in Part B:3.
• No bids will be considered from persons in the service of the state.

• The successful bidder must sign a written contract form (MBD7).
• The contract includes bidding documents, tax clearance certificate, pricing schedules, preference claims for B-BBEE, declaration of interest, declaration of past SCM practices, certificate of independent bid determination, special conditions of contract, and general conditions of contract.
• The bidder confirms the correctness and validity of the bid, accepts responsibility for obligations, and declares no collusive practices.
• The organ of state reserves the right to require proof of preference claims and may take actions including disqualification, cost recovery, contract cancellation, restriction from future business, or criminal prosecution for fraudulent claims.

• The tender uses a preference point system (80/20 or 90/10) depending on the contract value; the exact system will be determined based on the lowest acceptable tender.
• Points are awarded for price (80 or 90 points) and specific goals (20 or 10 points).
• Specific goals include B-BBEE status level and local area of the supplier, with points allocated as per the provided table.
• Bidders must submit proof (B-BBEE certificate/affidavit and municipal billing clearance) to claim points for specific goals.