Panel of service providers for body refurbishments

Compulsory virtual clarification session

• Date: Wednesday, 18 November 2026 at 10:00.
• Platform: Microsoft Teams.
• Meeting link: https://teams.microsoft.com/meet/3232135014688606?p=QIYor0zyvK3PuTmBbX
• Meeting ID: 323 213 501 468 860 6
• Passcode: Yt2FW6cU
• Attendance is compulsory; attendees arriving 10 minutes or more late will not be admitted.

Document availability

• Tender documents available on e-Tender (www.etender.gov.za) and the municipal website (www.kouga.gov.za) from Friday, 06 November 2026.

Closing

• Date: Tuesday, 08 December 2026 at 12:00.
• Late bids will not be accepted.

Bid validity

• 90 days from the closing date.

Bidding procedure enquiries

• Department: Supply Chain Office
• Telephone: 042 200 2200
• Email: [email protected]

Technical information

• Contact: Mr. N. Gouws
• Telephone: 042 200 2200
• Email: [email protected]

Written enquiries

• Submit in writing by email to [email protected] and copy [email protected].

Submission address

Tender Box

16 Woltemade Street (front entrance)

Jeffrey's Bay

Room 122

6330

Postal address

Kouga Local Municipality

PO Box 21

Jeffreys Bay

6330

Service delivery

Municipal workshop

St. Croix Street

Jeffrey's Bay

Submission method

• Deliver a sealed envelope endorsed with the notice number and title to the tender box at 16 Woltemade Street (front entrance), Jeffrey's Bay, Room 122.
• Include the original hard copy plus an electronic copy of the completed document and all returnable documents on a USB flash drive or SD card.
• Failure to provide both the hard copy and the electronic copy renders the bid non-responsive.
• USB and SD card submissions are preferred; CDs are accepted only if readable and not visibly broken.
• Bids sent by telegraph, telephone, telex, fax, email or received late will not be accepted.
• Bids placed in the wrong box or delivered to any other venue will not be considered.
• Complete the document in black ink; pencil entries will not be considered.
• Do not use correction fluid; draw a line through mistakes and initial next to them.
• Sign all pages where required; copies of signatures will not be accepted.
• A copy of a certified copy is not accepted as a certified copy.

Returnable documents

• National Treasury Central Supplier Database (CSD) summary report.
• Business registration documents (CM9 or name-change documents are not sufficient); JV agreements, consortia, partnership and trust documents where applicable.
• Valid SARS Tax Compliance Status PIN for every entity and every JV partner.
• Certified ID copies.
• Latest municipal billing clearance certificate, municipal account or rental documentation.
• Audited financial statements for the last three financial years (if applicable).
• Project implementation plan (if applicable).
• Any special conditions of contract documentation.
• MBD 7 contract form, signed by the successful bidder.
• SBD 4 Declaration of Interest.
• SBD 6.1 Preference Points Claim Form.
• SBD 8 Declaration of Bidder's Past Supply Chain Management Practices.
• SBD 9 Certificate of Independent Bid Determination.
• Authority to sign / board resolution.
• Indemnity agreement.
• Joint venture declaration (if applicable).
• Certificate for payment of municipal services.
• Schedule of previous work carried out by the tenderer.
• B-BBEE status level verification certificate or sworn affidavit.
• Valid RMI certificate in the bidding entity's name (MIWA accredited).
• Reference letters, appointment letters, completion certificates or signed agreements for previous similar projects.
• Proof of workshop requirements (items 3.1 to 3.9).

Disqualification risks

• Late submission or submission to the wrong tender box.
• Missing original hard copy or missing electronic copy.
• Incomplete compulsory municipal bidding documents.
• Non-compliant tax or CSD status verified on evaluation day.
• Failure to submit a valid Tax Compliance Status PIN.
• Failure to register on the Kouga Municipality supplier database.
• Failure to meet the minimum functionality score of 70%.

Evaluation phases

• Phase 1: Special conditions (eligibility and mandatory documents).
• Phase 2: Functionality.
• Phase 3: Specific goals scoring (applied only at RFQ stage, not at panel appointment).

Functionality (minimum qualifying score: 70%)

• Bidders scoring below 70% are non-responsive and disqualified.
• Bidders scoring 70% or above are appointed to the panel.
• Costing is not required for panel evaluation.

Functionality scoring

• Proven previous experience of the company: 30 points.
• 10 or more contracts on similar vehicles: 30 points.
• 6 to 9 contracts: 20 points.
• 3 to 5 contracts: 10 points.
• Fewer than 3 contracts: 5 points.
• Evidence: reference letters, appointment letters, completion certificates or signed agreements; landline telephone details for references.
• RMI accreditation: 20 points.
• Valid RMI certificate with 5-star rating: 20 points.
• Valid RMI certificate with 4- or 3-star rating: 15 points.
• Valid RMI certificate without star rating: 10 points.
• No RMI certificate: 0 points.
• Certificate must be in the bidding entity's name and MIWA accredited.

Specific goals (80/20 system, applied at RFQ stage)

• Price: 80 points.
• Specific goals: 20 points.
• B-BBEE status level contributor: 10 points.
• Provincial location: 10 points.
• Within Kouga Local Municipality boundaries: 10 points.
• Within Sarah Baartman District or Nelson Mandela Metro: 6 points.
• Elsewhere in the Eastern Cape: 4 points.
• Outside the Eastern Cape: 1 point.
• To claim specific goals, submit a valid B-BBEE sworn affidavit or certificate and a latest municipal billing clearance certificate, municipal account or rental documentation in the bidding entity's name.
• If the municipal account is in a director's name, an affidavit must state the company operating from that address.
• Virtual office addresses are not accepted.

Panel utilisation

• A Request for Quotation detailing scope, conditions and pricing will be sent to panel members as needs arise.
• Appointment follows a shortened procurement process and is confirmed by an appointment letter and contract.

Scope

• Appointment of a panel of service providers for body refurbishments of municipal vehicles for a period of three years.
• Work includes refurbishing all body parts and panel beating according to SANS 1391, plus body repairs.
• The municipality may appoint more than one contractor to the panel.

Vehicle collection and delivery

• Collect vehicles from the municipal workshop in St. Croix Street, Jeffrey's Bay.
• Return repaired vehicles to the same workshop.
• Lead time must not exceed four weeks from date of order per vehicle.

Cab, load bin and chassis repairs

• High-pressure clean the chassis, remove rust, apply at least two coats of black edge primer and finish with chassis black paint.
• Remove rust from the cab and repaint with two coats of primer.
• Replace badly damaged bonnets, fenders, doors and bumpers with aftermarket parts; the clarification meeting will decide which parts are replaced rather than repaired.
• Paint the entire vehicle and load bin with at least two coats of 2K white paint.
• Rubberise the interior of the load bin with black rubber.
• Re-spray rims with original manufacturer silver paint after rust removal.
• Fit amber LED rotating lights on the vehicle roof.
• Fit a new vehicle decal kit to manufacturer specifications.
• Repair seats and re-upholster with black synthetic leather.
• Valet clean the cab interior; remove, clean and reinstall the roof lining.
• Treat welded body panels for rust.
• Clean inner door panels; replace broken panels with new ones as decided at the clarification meeting.
• Fit new original manufacturer mudflaps front and rear.
• Replace all door rubbers.
• Install new floor carpets.
• Replace clutch, brake pedal and accelerator rubbers.
• Fit a wrap-around bull bar to the front of each vehicle.
• Replace damaged canopy windows.
• Replace cracked or badly scratched windscreens.
• Polish headlamps and ensure all lights work after fitment.
• Check window regulators and replace if faulty.
• Re-spray trailer frames, booms and cages.
• Fit reflective yellow striping on trailers and trucks according to traffic regulations.

Hydraulic repairs

• Overhaul hydraulic valve banks.
• Overhaul hydraulic pumps.
• Strip and repair the hydraulic hand pump.
• Overhaul hydraulic cylinders, replace seals and re-chrome shafts.
• Supply hydraulic testing certificate and safe working load certificate (compulsory).

Branding

• Re-brand all vehicles to match current Kouga Municipality branding.

Workshop requirements (proof required)

• Workshop within 150 km of the Jeffrey's Bay municipal workshop.
• Workshop fully insured and in the bidder's name.
• Workshop fully secured, fenced, with cameras and alarm systems monitored by a PSIRA-registered security company.
• Workshop and all staff registered with MIBCO.
• Insurance for faulty workmanship on clients' vehicles.
• Hydraulic lifting equipment load tested with certificates in the bidder's company name.
• Special tools such as torque wrenches calibrated.
• Disposal system for all used oil.
• Certified fire extinguishers and compliance with safety and building regulations.

Key performance indicators

• Timely delivery and high service excellence; lead time not exceeding four weeks per vehicle.
• Quality of craftsmanship and delivery lead time.
• Failure to meet KPIs without satisfactory reasons may lead to contract cancellation and listing on the National Treasury restricted list.
• The successful bidder takes full responsibility for vehicles in its possession and is liable for damages other than theft or fire.
• The successful bidder must hold on-premises liability cover for damage to municipal vehicles.

Bidders must submit a project implementation plan (if applicable).

Audited financial statements for the last three financial years must be submitted (if applicable).

Minimum functionality score: 70%.

Proven previous experience (30 points)

• Evidence: reference letters, appointment letters, completion certificates or signed agreements for previous similar projects.
• Landline telephone details for references must be provided.
• 10 or more similar contracts: 30 points.
• 6 to 9 contracts: 20 points.
• 3 to 5 contracts: 10 points.
• Fewer than 3 contracts: 5 points.

RMI accreditation (20 points)

• Valid RMI certificate in the bidding entity's name; MIWA accredited.
• 5-star rating: 20 points.
• 4- or 3-star rating: 15 points.
• No star rating: 10 points.
• No RMI certificate: 0 points.

Standards

• Work must conform to SANS 1391 for body parts refurbishment and panel beating.
• Hydraulic repairs require a hydraulic testing certificate and a safe working load certificate (compulsory).
• All lights must be in working order after fitment.

Inspection and testing

• Pre-bidding testing is for the bidder's account.
• The purchaser may inspect the bidder's premises at reasonable hours.
• If inspections show compliance, the purchaser bears the cost; if not, the supplier bears the cost.
• Non-compliant supplies or services may be rejected and must be replaced at the supplier's cost and risk.
• The supplier must permit the purchaser to inspect and audit its records.

Key performance indicators

• Lead time not exceeding four weeks per vehicle from date of order.
• Quality of craftsmanship and delivery lead time.
• Failure to meet KPIs without satisfactory reasons may lead to contract cancellation and National Treasury restriction.

Pricing approach

• Costing is not required for panel evaluation; pricing is requested at RFQ stage.
• All prices in Rand and inclusive of VAT.
• Prices include delivery costs to localities in the Kouga area.
• State delivery time in days from the official order date.
• Prices remain fixed for the tender period; a price adjustment may be requested only twelve months after award and then once annually, with one month's written notice.
• The municipality may accept the amended price, call for new tenders or negotiate with alternative suppliers.
• Rates apply from date of appointment; any escalation request must be supported by proof.
• Unconditional discounts may be stated as a percentage on the schedule of prices.

RFQ evaluation

• RFQs sent to panel members are evaluated on the 80/20 system under the Preferential Procurement Regulations 2022: 80 points for price and 20 points for specific goals.

Pricing

• All prices in South African Rand and inclusive of VAT.
• Prices must include delivery costs to localities in the Kouga area.
• State delivery time in days from the official order date.
• Prices remain fixed for the tender period; a price adjustment may be requested only twelve months after award and then once annually, with one month's written notice.
• The municipality may accept the amended price, call for new tenders or negotiate with alternative suppliers.
• Rates apply from date of appointment; any escalation request must be supported by proof.
• Unconditional discounts may be stated as a percentage on the schedule of prices.

Payment

• Payment within 30 days of invoice submission.
• Subcontractors and local SMMEs must be paid within 7 days of a valid invoice, or within the bidder's arrangement not exceeding 14 calendar days.

Performance security

• The successful bidder must furnish a performance security within 30 days of award, in the amount specified in the special conditions of contract.
• The security may be a bank guarantee, irrevocable letter of credit or cashier's/certified cheque.
• It is returned within 30 days after completion of obligations, including warranty obligations.

Penalties

• Late delivery or performance attracts a penalty calculated on the delivered price of delayed goods or unperformed services at the current prime interest rate per day of delay.
• The municipality may also terminate the contract.

False disclosure

• If information submitted for preference points is found false, the bidder is liable for the difference between its tender sum and the sum of the bidder who would have been awarded the contract.

Eligibility

• Register on the Kouga Municipality supplier database.
• Register on the National Treasury Central Supplier Database (CSD) and submit the CSD summary report.
• Submit a valid SARS Tax Compliance Status PIN; a CSD number is required where no TCS is available.
• Each JV partner or consortium member must submit a separate TCS PIN or CSD number.
• No bids from persons in the service of the state.
• Foreign suppliers must complete the pre-award questionnaire.

B-bbee

• Submit a valid B-BBEE status level verification certificate or sworn affidavit to claim preference points.
• B-BBEE status level contributor carries 10 points under specific goals.

RMI accreditation

• Submit a valid RMI certificate in the bidding entity's name; MIWA accreditation is required.
• Star rating affects functionality points (5-star: 20; 4- or 3-star: 15; no star: 10; none: 0).

Municipal account

• Submit latest municipal billing clearance certificate, municipal account or rental documentation in the bidding entity's name.
• If the account is in a director's name, provide an affidavit stating the company operating from that address.
• Virtual office addresses are not accepted.

Other requirements

• Certified ID copies.
• Business registration documents; CM9 or name-change documents are not sufficient.
• Audited financial statements for the last three financial years (if applicable).
• Project implementation plan (if applicable).
• Special conditions of contract documentation.

Restriction of suppliers

• The municipality may restrict a supplier for up to five years for fraudulent B-BBEE submissions, fraud, corruption, collusion or bribery, and for one to five years for poor performance, contractual breach, misrepresentation or reputational damage.
• Restriction may be reported to National Treasury and law-enforcement agencies.
• Suppliers on the National Treasury or other government restriction lists are excluded.

Workshop safety requirements (proof required)

• Workshop fully secured, fenced, with cameras and alarm systems monitored by a PSIRA-registered security company.
• Workshop and all staff registered with MIBCO.
• Hydraulic lifting equipment load tested with certificates in the bidder's company name.
• Special tools such as torque wrenches calibrated.
• Disposal system for all used oil.
• Certified fire extinguishers and compliance with safety and building regulations.

Vehicle responsibility

• The successful bidder takes full responsibility for vehicles in its possession.
• The bidder is liable for damages other than theft or fire.
• The bidder must hold on-premises liability cover for damage to municipal vehicles.

Contract period

• Three years from date of appointment.

General conditions

• The National Treasury General Conditions of Contract apply, together with any special conditions of contract; special conditions prevail in conflict.
• The Kouga Municipality Supply Chain Management Policy (approved 30 March 2026) and the Municipal Restriction (Blacklisting) of Suppliers Policy (approved 29 April 2026) apply.
• The contract is written in English and governed by South African law.
• No variation except by written amendment signed by both parties.
• The supplier may not assign obligations without the purchaser's prior written consent.
• Subcontracts must be notified in writing; notification does not relieve the supplier of liability.
• Subcontractors and local SMMEs must be paid within 7 days of a valid invoice, or within the bidder's arrangement not exceeding 14 calendar days.

Performance security

• Furnish within 30 days of award in the amount stated in the special conditions of contract.
• Forms: bank guarantee, irrevocable letter of credit or cashier's/certified cheque.
• Returned within 30 days after completion of obligations, including warranty obligations.

Delays and penalties

• Notify the purchaser in writing of any delay, its likely duration and cause.
• The purchaser may extend time with or without penalties.
• Late delivery attracts a penalty at the current prime interest rate per day of delay; the purchaser may also terminate.

Termination

• The purchaser may terminate on written notice if the supplier becomes bankrupt or insolvent, without compensation.

Disputes

• Parties must attempt amicable resolution by mutual consultation.
• If unresolved after 30 days, either party may give notice of intention to mediate.
• Unresolved disputes may be taken to a South African court.
• Parties continue to perform their obligations during dispute resolution.

Liability

• The supplier is not liable for indirect or consequential loss, except for penalties and damages.
• Aggregate liability is capped at the total contract price, except for repair or replacement of defective equipment.

Restriction of suppliers

• The municipality may restrict a supplier independently of National Treasury for conduct undermining the SCM system.
• Grounds include poor performance, material breach, fraudulent information, fraud, corruption, collusion, bribery, improper influence, non-compliance with legislation, dishonesty convictions, reputational risk and listing on a government restriction list.
• Sanctions: up to five years for fraudulent B-BBEE submissions, fraud, corruption, collusion or bribery; one to five years for poor performance, contractual breach, misrepresentation or reputational damage.
• The Accounting Officer is the final authority for restrictions.

Evaluation stages

• Phase 1: Special conditions.
• Phase 2: Functionality.
• Phase 3: Specific goals scoring (applied only at RFQ stage).

Functionality (minimum 70%)

• Bidders scoring below 70% are disqualified as non-responsive.
• Bidders scoring 70% or above are appointed to the panel.
• Costing is not required for panel evaluation.

Functionality scoring

• Proven previous experience: 30 points.
• 10 or more similar contracts: 30 points.
• 6 to 9 contracts: 20 points.
• 3 to 5 contracts: 10 points.
• Fewer than 3 contracts: 5 points.
• Evidence: reference letters, appointment letters, completion certificates or signed agreements; landline telephone details for references.
• RMI accreditation: 20 points.
• 5-star RMI certificate: 20 points.
• 4- or 3-star RMI certificate: 15 points.
• RMI certificate without star rating: 10 points.
• No RMI certificate: 0 points.
• Certificate must be in the bidding entity's name and MIWA accredited.

Specific goals (80/20 system at RFQ stage)

• Price: 80 points.
• Specific goals: 20 points.
• B-BBEE status level contributor: 10 points.
• Provincial location: 10 points.
• Within Kouga Local Municipality: 10 points.
• Within Sarah Baartman District or Nelson Mandela Metro: 6 points.
• Elsewhere in the Eastern Cape: 4 points.
• Outside the Eastern Cape: 1 point.
• Claim specific goals with a valid B-BBEE sworn affidavit or certificate and latest municipal billing clearance certificate, municipal account or rental documentation in the bidding entity's name.
• If the municipal account is in a director's name, an affidavit must state the company operating from that address.
• Virtual office addresses are not accepted.

Panel utilisation

• RFQs detailing scope, conditions and pricing will be sent to panel members as needs arise.
• Appointment follows a shortened procurement process and is confirmed by an appointment letter and contract.