Term tender: supply, delivery & testing of mineral insulating oil & lubricants for cape town power stations

Term tender for the supply, delivery and testing of new and regenerated mineral insulating oil and lubricants for generating power stations. Contract period: 36 months from commencement, not before 01 July 2027.

• Closing date: 05 August 2026, 10:00 am (tender must be received before this time).
• Site visit / clarification meeting (recommended, not compulsory): 07 July 2026, 10:00 am via Microsoft Teams (link: https://teams.microsoft.com/meet/385919588074896?p=7jDVe70oR8Nh3baBKp, Meeting ID 385 919 588 074 896, Passcode YU3DC3Fn).
• Tender advertised: 19 June 2026.
• No other briefing dates are stated.

SITE VISIT/CLARIFICATION MEETING : Time: 10H00 on Date: 07 July 2026 (Not compulsory, but strongly recommended) VENUE FOR SITE VISIT/CLARIFICATION MEETING : Will be held via Microsoft Teams Meeting on the following link: https://teams.microsoft.com/meet/385919588074896?p=7jDVe70oR8Nh3baBKp Meeting ID: 385 919 588 074 896 Passcode: YU3DC3Fn

• CCT Tender Representative – Supply Chain Management

Email: [email protected]

Phone: not specified

Address for submission: Tender Box No. 192, Tender & Quotation Boxes Office, 2nd Floor (Concourse Level), Civic Centre, 12 Hertzog Boulevard, Cape Town.

• Appeals and complaints contacts are listed in the Conditions of Tender (see Section 2.1.6).

• Submit a single sealed envelope containing the completed Tender Document (Form of Offer and Acceptance) and all required returnable schedules.
• Envelope must be addressed to the City of Cape Town, include the tender reference (284G/2025/26) and closing date, and be placed in Tender Box No. 192 at the Civic Centre, 12 Hertzog Boulevard, 2nd Floor (Concourse Level).
• If the envelope is too large or the box is full, obtain alternative submission instructions from the Tender Distribution Office – responsibility lies with the tenderer.
• A non‑refundable tender fee of R200 is payable only for a hard‑copy of the tender document; no fee is required for electronic downloads.
• Required returnable documents (see Schedule F) include: Declaration of Interest – State Employees, Declaration of Past SCM Practices, Proposed Deviations and Qualifications, Certificate of Authority for JVs/Consortia, Tax Compliance Status PIN, etc. Failure to provide any will render the tender non‑responsive.
• Samples of the oil/lubricants must be supplied as per the specifications; the City may test samples at the tenderer’s cost. Failure of the sample test will lead to disqualification.
• The tender must be signed by an authorised representative; joint‑venture submissions must include a founding agreement and indicate the lead partner.
• Late submissions will be rejected. The City may reject or cancel the tender at any time before contract formation.

Tender box number 192

Tenderers must: (1) Comply with all tender conditions and specifications, (2) Be registered on CCT Supplier Database and National Treasury CSD, (3) Have tax affairs in order with SARS (valid Tax Compliance Status PIN required), (4) Not be restricted under SCM Policy, (5) Have no conflicts of interest, (6) Not be advisors/consultants with conflicting obligations, (7) Not be involved with bid specification committee, (8) Not have been found guilty of contravening Competition Act, (9) Provide all required MBD declarations, (10) Submit acceptable product samples for testing, (11) Submit complete technical data as per Schedule F.13. Alternative offers only considered if main offer strictly complies with all requirements.

• Supply, delivery and testing of new mineral insulating oil (type U, uninhibited), regenerated mineral insulating oil (type U), and lubricants for City power stations.
• Contract period: 36 months from commencement, not before 01 July 2027.
• Delivery time: 14 calendar days from receipt of order for each item.
• Items and reference codes:

1. New mineral insulating oil – CCT Code 200011002.

2. Regenerated mineral insulating oil – CCT Code 200004279.

3. Recycled mineral insulating oil (10 000 L batches) – CCT Code 200025421.

• Prices are subject to adjustment as per Schedule F.1; firm prices will be rejected.
• All products must meet the technical data specified in Schedule F.13 (Technical Data for New Oil, Regenerated Oil, Lubricating Oil, and additional information).
• Samples must be provided for independent quality testing.
• Compliance with applicable South African standards and the City’s specifications is mandatory.

• The tenderer must demonstrate the professional and technical qualifications, financial resources, equipment, managerial capability, and relevant experience to fulfil the contract.
• Existing contracts with the City will be considered during evaluation.
• Joint‑venture partners must each provide evidence of capacity and compliance.
• The tenderer must not be insolvent, under business rescue, or subject to legal restrictions.

• The tenderer must cooperate with the City’s external due‑diligence service provider for risk assessment.
• Samples submitted for testing may be retained by the City for the contract duration and may not be returned.
• Unsuccessful bidders will be notified to collect any samples, unless retention is required for testing.
• All certifications and documents listed in Schedule F must be accurate and complete; any false information may lead to disqualification.

• Prices must be quoted in Rand, exclusive of VAT, and include all duties, taxes, transport, accommodation, insurance, and overheads.
• Rates must be fixed for the entire contract period unless adjusted per Schedule F.1.
• The Price Schedule (Section C.4) requires rates, quantities, and total prices for each item; nil rates must be justified.
• Items 1‑3 have specific delivery times (14 calendar days) and reference codes.
• Items 4‑5 are priced as basket totals; all prices are subject to adjustment.
• Arithmetic errors will be corrected by the City; the tenderer is responsible for accurate calculations.

• Tender fee: R200 (non‑refundable, payable only for a hard copy of the tender document).
• Prices must be quoted in Rand, inclusive of all costs except VAT, and must include duties, taxes, transport, accommodation, insurance, and any other expenses required to fulfil the contract.
• Prices must be fixed for the entire contract period unless adjusted according to Schedule F.1.
• The tenderer must provide a performance security/guarantee (see Annexure C) and an advance payment guarantee (see Annexure D) as required in the Special Conditions of Contract.
• All pricing must be submitted on the Price Schedule (Section C.4) with rates and totals clearly calculated; arithmetic errors will be corrected by the City.
• The tenderer must be financially capable, with audited financial statements for the past three years (or since incorporation) if the contract value exceeds R10 million.

• Register on the National Treasury Central Supplier Database (CSD) and keep details up to date.
• Register on the City of Cape Town Supplier Database; updates are the tenderer’s responsibility.
• Provide a valid SARS Tax Compliance Status PIN (each JV/Consortium party must submit a separate PIN).
• Submit B‑BBEE evidence for any claimed preference points (ownership percentages, disability certification, etc.).
• Provide all declarations listed in Schedule F (Conflict of Interest, State Employees, Past SCM Practices, Independent Bid Determination, etc.).
• No conflicts of interest, no prior restrictions under the SCM Policy, and no convictions under the Competition Act.
• Comply with the Occupational Health and Safety Act and submit a Health & Safety Plan if requested.
• Adhere to POPIA requirements for personal information processing.
• Failure to meet any of the above may result in the tender being deemed non‑responsive or disqualified.

Preference points are awarded for women ownership, black ownership, disability ownership and micro/small enterprise status. Documentary proof (company registration, CSD report, B‑BBEE certificate, disability proof, financial statements, affidavits) must be submitted to claim points.

• The tenderer must comply with the Occupational Health and Safety Act and provide a detailed Health & Safety Plan if requested.
• Personal information will be processed in accordance with POPIA; the City may share data with its due‑diligence provider and appeal authority as required.
• Appeals are subject to an upfront fee of R300 and a possible surcharge; non‑payment may be added to the bidder’s municipal account.

All references to trademarks, names, patents, designs, or specific products are deemed to include the words “or equivalent”.

Only those tender submissions from which it can be established, inter alia that a clear, irrevocable and unambiguous offer has been made to CCT, by whom the offer has been made and what the offer constitutes, will be declared responsive.

Evaluation will consider:

1. Items 1‑3 priced per line item.

2. Item 4 priced as a basket total of sub‑items 4.1‑4.12.

3. Item 5 priced as a basket total of sub‑items 5.1‑5.4.

Scores are calculated using the 80/20 price/preference formula; the highest total adjudication points determine the award.