Supply and delivery of operational full maintenance lease of thembisile hani local municipality vehicles for 36 months (re-advert)

Returnable documents must be submitted with the bid. The list of returnable documents includes witness signature fields for both the Tenderer and the Employer. Bidders must complete and sign all required forms as specified in the tender pack.

Returnable documents must be submitted with the bid. The list includes witness signature fields for both the Tenderer and the Employer.

Bidders must submit all returnable documents as specified in the tender pack. The evaluation will consider compliance with the returnable documents and other criteria as detailed in the full tender document.

Closing date: 05 October 2026 at 12:00

Original advert date: 23 August 2026

Technical enquiries:

• Contact: Richard Makhubele
• Telephone: 013 986 9198
• Email: [email protected]

SCM enquiries:

• Contact: Mr. I. Lekawa
• Telephone: (013) 986 9240
• Email: [email protected]
• Contact: Ms. P. Sibiya
• Telephone: (013) 986 9153
• Email: [email protected]

Addendums are available on the E-Tender portal and the municipal website. All conditions of the original tender advert of 23 August 2026 remain applicable.

Bids will be evaluated for consistency, comparability, and fairness. All vehicles must be priced based on a standard usage allowance of 4,000 km per vehicle per month.

Addendums can be accessed on the E-Tender portal and the Municipal website. All other conditions stipulated in the original tender advert of 23 August 2026 remain applicable.

Technical enquiries: Richard Makhubele, Tel: 013 986 9198, Email: [email protected]. SCM enquiries: Mr. I. Lekawa, Tel: (013) 986 9240, Email: [email protected]; Ms. P. Sibiya, Tel: (013) 986 9153, Email: [email protected].

The scope is the supply and delivery of operational full maintenance lease vehicles for Thembisile Hani Local Municipality for 36 months. The required fleet comprises 20 LDV Double Cab 4x2, 20 LDV Double Cab 4x2 with lockable canopy, 15 Sedan, 5 Minibus (14 seater), and 5 LDV Extended Cab 4x2. Additional vehicles may be requested in writing during the contract, subject to quote and approval before delivery.

The municipality requires the supply and delivery of operational full maintenance lease vehicles for a 36-month period. The minimum required fleet is:

• 20 LDV Double Cab 4x2
• 20 LDV Double Cab 4x2 with lockable canopy
• 15 Sedan
• 5 Minibus (14 seater)
• 5 LDV Extended Cab 4x2

Additional vehicles (listed or not listed above) may be requested in writing during the contract; a quote must be submitted and approval given before delivery.

Location of the works: Thembisile Hani Local Municipality.

Pricing is submitted on a Bill of Quantities (C 2.2). Bidders must provide a rate per vehicle and a total tender price for the minimum required quantities. The total bid amount must be transferred to the cover of the tender document.

Pricing must be provided per vehicle (rate per one vehicle) and as a total tender price for the minimum required quantities. The total bid amount (for the minimum required vehicles) must be transferred to the cover of the tender document as the total bid amount. The pricing schedule is a Bill of Quantities (C 2.2).

The Thembisile Hani Local Municipality requires a service provider to supply and deliver operational full maintenance lease of municipal vehicles for 36 months. The municipality is located in the Nkangala District Municipality of Mpumalanga, covering 2,384 km² with 57 villages and 5 townships. Services include fleet advisory, fuel management, managed maintenance, traffic fines management, breakdown and roadside assistance, vehicle telematics and tracking, fleet management systems, full maintenance, ad-hoc rental, and fleet disposal management.

Returnable documents: all standard National Treasury forms (SBD 1, SBD 4, SBD 6.1, SBD 8, SBD 9) must be completed, signed, and submitted with the bid. Each form commits the bidder to its stated obligations; a false or incomplete declaration may disqualify the bid.

Submission method: not stated in the provided document.

Disqualification risks: failure to provide services as required attracts a penalty of R2,500 per instance; late or non-compliant submissions may be rejected.

The bid is subject to the Preferential Procurement Policy Framework Act (PPPFA) and its regulations. No specific scoring split, minimum qualifying score, or preference point system (80/20 or 90/10) is stated in the provided document. Bidders must be suitably qualified and capable service providers.

Scope: full maintenance lease of municipal vehicles for 36 months, including fleet advisory, fuel management, managed maintenance, traffic fines management, breakdown and roadside assistance, vehicle telematics and tracking, fleet management systems, full maintenance, ad-hoc rental, and fleet disposal management.

Vehicle specifications:

• LDVs (bakkies) must use diesel 50ppm fuel.
• Sedans: 1.0 to 2.0 diesel or petrol engine.
• LDV single cabs: 1.9 to 3.0 diesel engine.
• LDV double cabs: at least 1.9 to 3.0 litre diesel.
• Minibuses: at least 2.5 to 3.0 diesel engine.
• All vehicles must have tracking systems with access given to the municipality.
• Maintenance (services) for all vehicles to be carried by the service provider.
• Tyre change: 4 sets per vehicle, plus unlimited puncture repairs.
• Insurance for all vehicles to be carried by the service provider.
• Replacement vehicle provided when any vehicle is out of service for more than 5 days.
• Tow bars for all vehicles.
• Municipal branding on all vehicles (full name, emblem, sub-directorate).
• Towing services must be within the municipality's jurisdiction.
• Cleaning and washing at least once a week.
• All vehicles must have airbags and smash-and-grab.
• LDV types: factory-fitted aircon, manual transmission, 1.9–3.0L engine, high ground clearance, 4x2, diesel, rubberising; Type 2 adds canopy; Type 3 adds canopy and roof racks.

Service requirements:

• Managed maintenance: register vehicles on fleet management system, planned/unplanned maintenance, tyre management, warranty claims, invoicing at actual cost without mark-up.
• Availability: each vehicle available for minimum 85% of Scheduled Operating Hours per month.
• Vehicle Management Technology (VMT): GPS-enabled, insurance and OEM approved, not open to human manipulation, activity-based reporting, emergency panic button, cameras, automated log-book, interface with ICT platforms, driver authorisation.
• Call centre: 24/7, calls answered within 30 seconds, free call facility, call abandonment rate not exceeding 5%.
• Breakdown and roadside assistance: 24/7/365, vehicle attended within 1 hour of breakdown report.
• Ad-hoc rentals: available within 4 hours, 100% availability of scheduled operating hours, usage not exceeding 120 days unless required.
• Licensing: all registration and licence renewals must be done at KwaMhlanga/Mpumalanga DLTC licensing offices.
• Traffic fine management: driver registration, electronic driver tags, AARTO compliance, repeat offender reporting.
• Cleaning, lubrication, sanitation and decontamination services.
• Insurance and insurance claim reporting.
• Fleet administration within MFMA governance framework.
• Cost reduction, rebates and discounts passed to municipality.
• Performance reporting: monthly, quarterly, and fleet performance indicators (availability, utilisation, spare capacity, cost-to-service, maintenance adequacy).
• Operating procedures: draft flow process charts to be submitted; final procedures within 3 months of award.
• Skills transfer: train drivers on product specifications; train fleet managers annually (3 per user group).

Bidders must submit proposals covering: managed maintenance approach, availability interventions, VMT management, call centre operations, breakdown response, ad-hoc rental procedures, licensing and fine management, cleaning schedules, cost reduction mechanisms, loss control and compliance management, performance reporting systems, and operating procedures (draft flow process charts).

Pricing must include: ad-hoc rental unit rates (own format) with mark-up per vehicle category; accessories pricing based on specifications; insurance costs; and all costs for full maintenance lease services. The municipality does not guarantee quantities.

Pricing: bidders must price accessories based on specifications; ad-hoc rental unit rates (own format) including mark-up for each vehicle category. The municipality does not guarantee quantities but will endeavour to source all associated requirements from the contractor.

Penalty: R2,500 per instance of failure to provide services as required.

Bidders must comply with the Government Procurement General Conditions of Contract (July 2010 edition) and any special conditions. The bid is subject to the PPPFA. No specific B-BBEE level, CIDB grading, or turnover threshold is stated in the provided document.

Contract duration: 36 months. Penalty of R2,500 per instance for failure to provide services as required, applicable across all service areas. The municipality does not guarantee quantities but will endeavour to source all associated requirements from the contractor.

Appointment of a service provider for the supply and delivery of operational full maintenance lease of Thembisile Hani Local Municipality vehicles for a period of 36 months (re-advert).

Department: Supply Chain Management

Returnable documents:

• Part C4: Additional Relevant Documents. The following documents can be downloaded from the Municipality website: (i) Thembisile Hani Local Municipality Supply Chain Management Policy. (ii) National Treasury: General Conditions of Contract.

Bidders must comply with the Thembisile Hani Local Municipality Supply Chain Management Policy and the National Treasury General Conditions of Contract. Specific eligibility criteria such as CSD registration, tax clearance, or B-BBEE requirements are not stated in the provided document.

Part C4: Additional Relevant Documents. The following documents can be downloaded from the Municipality website: (i) Thembisile Hani Local Municipality Supply Chain Management Policy. (ii) National Treasury: General Conditions of Contract.