Appointment of service providers for the supply, delivery and off-loading of petrol and automotive diesel on an as-and-when-required basis from date of award until 30 june 2029

An information session will be held at 10:00 am on 18 August 2026 at Ekurhuleni Finance Head Office, Ground Floor, Conference Room, Corner Victoria and F H Odendaal Streets, Germiston. Bid documentation will not be available at the information session.

Bidding procedure enquiries: Sduduzo Sikhakhane, [email protected].

Technical/other enquiries: Ernest Mgidi, [email protected].

Submission address: Bid Box Number One (01), Ground Floor, Golden Heights, 141 Victoria Street (Corner Victoria and F H Odendaal Streets), Germiston 1400. Use entrance at 65 FH Odendaal Street.

Bids must be submitted on the official forms provided, not re-typed. Bids completed in pencil will be invalid. Bids must be deposited in the specified bid box before the closing time. Late bids will not be considered. Bids must remain valid for 120 days from closing date. The lowest or any bid will not necessarily be accepted. The COE reserves the right to accept a bid in whole or part. Bidders must check the COE website daily for possible amendments/addenda and extensions of validity.

Returnable documents (all must be completed and signed where applicable):

• Form of Bid (General Declaration)
• Form A (Procurement Form of Bid)
• Form B (Declaration of Interest)
• Form C (Declaration for Procurement above R10 Million, if applicable)
• Form D (Declaration of Bidder's Past SCM Practices)
• Form E (Certificate of Independent Bid Determination)
• Form G (Declaration for municipal accounts)
• Form H (Declaration for municipal accounts where bids exceed R10 million)
• Form I (Specification)
• Form J (Variations and Omissions)
• Form K (Schedule of Prices)
• Form L (General Conditions of Contract)
• Form M (Special Conditions and Undertakings)
• Form N (Contract form - Rendering of services, Parts 1 and 2)

Disqualification risks:

• Non-compliance with CSD registration and tax requirements.
• Failure to complete and sign the schedule of quantities.
• Scratching out, writing over, or painting out rates without initialling.
• Use of correction fluid, erasable ink, or pencil on evaluation sections.
• Bid not properly signed by an authorised person.
• Attempting to influence the evaluation or award.
• Misrepresentation affecting evaluation or specific goals.
• Submission in the wrong bid box or after closing date/time.
• Non-submission of municipal account, lease agreement, or lessor's affidavit.
• Municipal rates/taxes or service charges in arrears.
• Poor performance on a previous contract with the municipality or other organ of state.
• Being in the service of the state or having directors/stakeholders in the service of the state.
• Being listed on the Register of Bid Defaulters.
• Non-submission of three annual financial statements if the transaction exceeds R10 million.
• Failure to submit all required documents.

Only information filled in at the spaces provided will be considered for evaluation. Additional information must be referenced by page number and section heading. Unrequested attachments (e.g., company profiles, CVs) are not desirable and may cause delays.

The following documents must be completed and submitted: Form of Bid (Declaration), Form A (Procurement Form of Bid), Form B (Declaration of Interest), Form C (Declaration for Procurement above R10 Million), Form D (Declaration of Bidder's Past SCM Practices), Form E (Certificate of Independent Bid Determination), Form G (Declaration for municipal accounts), Form H (Declaration for municipal accounts where bids exceed R10 million), Form I (Specification), Form J (Variations and Omissions), Form K (Schedule of Prices), Form L (General Conditions of Contract), Form M (Special Conditions and Undertakings), Form N (Contract form - Rendering of services Part 1 and Part 2).

Acceptable bids will be evaluated using a points system: 90 points for bid price and a maximum of 10 points for Specific Goals. The value of this bid is estimated to exceed R50 million, so the 90/10 system applies.

Evaluation stages:

• Technical adjudication: compliance with bid conditions and technical specifications. Non-compliance leads to rejection.
• Infrastructure and resources: physical facilities, plant and equipment owned or leased.
• Size of enterprise: previous and expected annual turnover.
• Staffing profile: staff available, qualifications and experience of key staff.
• Previous experience/capability: experience in the relevant technical field, contracts of similar size. References may be contacted.
• Financial ability: proof of access to credit or financing, bank statements, funding commitments from DFIs. Bidders must demonstrate adequate financial capacity.
• CSD compliance.
• Functionality evaluation (if applicable): criteria, weights, values, and minimum qualifying score will be specified. Bids not achieving the minimum score are eliminated.

Award: The contract will be awarded to the bidder with the highest total points. Tie-breaking: highest specific goal points, then highest functionality score, then drawing of lots.

Specific goals points (maximum 10):

• EME/QSE: 2 points (evidence: original sworn affidavit or certified copy, or BBBEE certificate).
• Enterprise situated within Ekurhuleni demarcation: 5 points (evidence: municipal account not older than 3 months, lease agreement, or lessor's affidavit).
• Enterprise at least 50% owned by Historically Disadvantaged Individuals: 3 points (evidence: identity document, share certificate or CIPC directorship composition, medical certificate for persons with disabilities).

Failure to submit proof of specific goals means no preference points awarded. False information regarding specific goals may lead to disqualification, termination, damages, and restriction from doing business with the state.

Scope: Appointment of service providers for the supply, delivery and off-loading of petrol and automotive diesel on an as-and-when-required basis from date of award until 30 June 2029.

The bid may be awarded to more than one bidder.

Bidders must demonstrate technical capability through evaluation of infrastructure, resources, staffing, and experience. The evaluation will consider physical facilities, plant and equipment, staff qualifications and experience, and references from previous contracts.

Bidders must demonstrate their technical approach and capability through the evaluation of infrastructure and resources, staffing profile, previous experience, and financial ability. The evaluation will consider physical facilities, plant and equipment, staff qualifications and experience, and references from previous contracts.

Evaluation of the bidder's previous experience and capability, with emphasis on experience in the relevant technical field and contracts of similar size. References may be contacted. For joint ventures/consortia, the lead partner is authorised to act on behalf of the consortium, and all partners must sign and attach resolutions confirming authority.

Bidders must complete the Schedule of Prices (Form K) and indicate the prices at which they are prepared to supply the goods/services. The price used for evaluation is inclusive of all applicable taxes, including VAT. Bidders must sign the Schedule of Prices in full.

Bidders must demonstrate adequate financial capacity to execute the contract. As proof, bidders may submit one of the following issued by a registered financial institution (commercial bank, DFI, cooperative bank, or registered credit provider): proof of access to credit or financing, bank statements, or funding commitments from DFIs.

The City may, prior to award, request updated financial information and re-verify the bidder's financial ability.

If the transaction value is expected to exceed R10 million (VAT included), bidders must submit three annual financial statements (audited or independently reviewed as applicable, or non-audited if not required by law).

CSD registration: Bidders must be registered on the Central Supplier Database (CSD) and comply with all applicable legislative requirements. Tax compliance will be dealt with in terms of MFMA Circular No. 90.

Tax compliance: Bidders must submit their unique SARS Tax Compliance Status (TCS) PIN or CSD number. Foreign suppliers must complete the pre-award questionnaire. Each party in a consortium/JV/sub-contracting arrangement must submit a separate TCS certificate/PIN/CSD number.

B-BBEE: Bidders must submit a B-BBEE status level verification certificate, or for EMEs/QSEs an original sworn affidavit or certified copy, or a CIPC certificate, to qualify for preference points.

Municipal accounts: Bidders must submit a municipal account not older than three months, a valid lease agreement, or a lessor's affidavit confirming occupancy.

State service: No bids will be considered from persons in the service of the state, or entities with directors/managers/principal shareholders in the service of the state.

Register of Bid Defaulters: Bidders or directors listed on the Register of Bid Defaulters are disqualified.

Past performance: Bidders who have failed to perform satisfactorily on a previous contract with the municipality or other organ of state in the last five years may be disqualified.

Annual financial statements: Required if the transaction value exceeds R10 million (VAT included).

Returnable forms: Form of Bid, Forms A, B, C (if applicable), D, E, G, H (if applicable) must be fully completed and signed.

Preference points for specific goals: EME/QSE (2 points), enterprise situated within Ekurhuleni demarcation (5 points), enterprise at least 50% owned by Historically Disadvantaged Individuals (3 points). Evidence required as per the table. Bidders must submit proof of specific goals claimed; failure to do so means no preference points awarded.

The successful bidder will be required to fill in and sign a written contract form (MBD7). The contract will be subject to the Preferential Procurement Policy Framework Act, the Preferential Procurement Regulations 2022, the General Conditions of Contract (GCC), and any special conditions of contract. Remedies for false information regarding specific goals include disqualification, termination, damages, and restriction from doing business with the state.

Bidders must be registered on the Central Supplier Database (CSD) and comply with all applicable legislative requirements. Tax compliance is required. Bidders must submit three annual financial statements if the transaction value exceeds R10 million. Bidders must not be in arrears with municipal rates/taxes. Bidders must not be in the service of the state. Bidders must not be listed on the Register of Bid Defaulters. Bidders must not have failed to perform satisfactorily on a previous contract. Bidders must submit a municipal account, lease agreement, or lessor's affidavit if applicable. Bidders must demonstrate financial capacity to execute the contract.

Acceptable bids will be evaluated using a points system: 90 points for bid price and a maximum of 10 points for Specific Goals. The value of this bid is estimated to exceed R50 million, so the 90/10 system applies. Bids will be adjudicated in terms of the COE Supply Chain Management Policy, including technical adjudication, infrastructure/resources, size of enterprise, staffing profile, previous experience, financial ability, CSD compliance, and functionality evaluation. The contract will be awarded to the bidder with the highest total points, with tie-breaking rules as specified.