Mechanical repair and maintenance services for the afrikaans language museum and monument (atm), paarl

Advert date: 03 November 2026

Closing date and time: 27 November 2026 at 11:00

Compulsory briefing session: not stated (the document shows a blank line for the briefing session date/time; no briefing is mentioned elsewhere).

Bidding procedure and CSD enquiries:

• Contact: Fabian Ontong (Finance Assistant)
• Telephone: 021 872 3441
• Fax: 021 872 3642
• Email: [email protected]

Technical enquiries:

• Contact: Romeo Paulse
• Telephone: 021 872 3441
• Fax: 021 872 3642
• Email: [email protected]

Submission address:

Historium Building

11 Pastorie Avenue

Paarl

7646

Submission method: physical delivery to the bid box at the Historium Building, 11 Pastorie Avenue, Paarl, 7646, before the closing time. Late, incomplete or non-compliant submissions will not be considered.

Returnable documents (missing any leads to immediate disqualification):

• CSD registration number.
• Original, valid tax clearance certificate.
• Original, valid B-BBEE certificate.
• Certified copy of company registration documents.
• Completed and signed SBD 1 (Invitation to Bid), SBD 3.3 (Pricing Schedule – Professional Services), SBD 4 (Declaration of Interest), SBD 6.1 (Preference Points Claim), SBD 6.2 (Declaration for Local Production and Content), SBD 7.2 (Contract Form – Rendering of Services), SBD 8 (Declaration of Bidder's Past Supply Chain Management Practices), SBD 9 (Certificate of Independent Bid Determination), and the General Conditions of Contract (GCC) initialled on each page.

Submission format:

• The quotation must be submitted in a file, punched, with dividers between each schedule.
• Schedules must be numbered and formatted as listed: Schedule 1 – CSD registration number; Schedule 2 – Request for quotation; Schedule 3 – SBD forms; Schedule 4 – Proof of company registration; Schedule 5 – Bank rating/letter from bank; Schedule 6 – Valid tax clearance; Schedule 7 – B-BBEE verification certificate; Schedule 8 – Company profile; Schedule 9 – Qualifications and CVs of key personnel; Schedule 10 – Minimum of 3 written testimonials from clients; Schedule 11 – Detailed formal quotation (valid for 60 days).

Disqualification risks:

• Failure to return all pages of the quotation document.
• Failure to sign/initial all applicable pages.
• Uninitialled changes or alterations to pricing.
• Changes to specifications without prior written agreement from the ATM.
• Use of correction fluid/tape anywhere in the document.
• Failure to complete and sign all affidavits, certificates, declarations and annexures.
• Omission of an original, valid tax clearance certificate.
• Incomplete schedules of rates and prices.
• Failure to submit obligatory written proposals, certificates or similar requirements.
• The ATM requires a minimum 12 months warranty on services/products, submitted in writing.

Evaluation stages:

1. Criteria 1 – Legality of quote document (primary): non-compliance with quoting rules or incomplete submission leads to disqualification.
2. Criteria 2 – Evaluation (secondary): the quotation must be complete and evaluable; incomplete schedules or missing information may lead to disqualification.
3. Criteria 3 – Price and Preference Evaluation: qualifying bidders are scored on price and B-BBEE preference points using the 80/20 system.

Scoring split:

• Price: 80 points.
• B-BBEE preference points: 20 points.

B-BBEE points by status level:

• Level 1: 20 points
• Level 2: 18 points
• Level 3: 14 points
• Level 4: 12 points
• Level 5: 8 points
• Level 6: 6 points
• Level 7: 4 points
• Level 8: 2 points
• Non-compliant contributor: 0 points

Minimum qualifying score: not stated.

Before award, the ATM will check the National Treasury List of Restricted Suppliers and Register for Tender Defaulters.

Scope: The appointed service provider must deliver mechanical repair and maintenance services on an as-and-when-required basis for ATM vehicles and mechanical equipment, including:

• Routine scheduled servicing per manufacturer specifications.
• Preventative maintenance inspections.
• Mechanical inspections and condition assessments.
• Fault finding and diagnostic testing.
• Engine repairs and component replacement.
• Brake system inspection, servicing and repair.
• Suspension and steering system repairs.
• Clutch, gearbox and transmission repairs.
• Cooling system maintenance and repair.
• Fuel system repairs.
• Exhaust system repairs.
• Mechanical-related electrical fault diagnosis.
• Battery replacement and charging system repairs.
• Replacement of worn or damaged mechanical components.
• Minor welding and fabrication related to mechanical repairs.
• Emergency breakdown assistance where reasonably practical.
• Roadworthy inspection preparation and related repairs.
• General mechanical repairs to keep vehicles and equipment safe and operational.

Replacement parts:

• Identify defective components and notify the ATM.
• Submit quotations for replacement parts before installation.
• Obtain ATM approval before any additional costs are incurred.
• Supply only new, quality parts unless otherwise approved.
• Clearly separate labour and parts costs on quotations and invoices.
• Return replaced components to the ATM upon request.

Reporting and documentation:

• Provide detailed inspection reports.
• Provide written quotations before major repairs commence.
• Provide service and repair reports after completion.
• Provide recommendations on preventative maintenance and future repairs.
• Provide itemised invoices showing labour hours, hourly rates, replacement parts and approved additional charges.
• Maintain complete maintenance records for all work during the contract period.

Location preference: Preference is given to providers with a fully equipped workshop within reasonable travelling distance of Paarl. Providers outside the area must demonstrate equivalent response times, collection/delivery arrangements and emergency support.

Minimum requirements:

• At least 5 years' proven experience in providing professional mechanical repair and maintenance services.
• Qualified mechanic(s) or artisan(s) with recognised trade qualifications.
• Demonstrated experience in servicing and repairing passenger vehicles, light commercial vehicles and mechanical equipment.
• Access to a fully equipped workshop with suitable diagnostic equipment and specialised tools.
• Ability to provide emergency breakdown and call-out services.
• At least 3 contactable references for similar work completed in the past 5 years.

Submission requirements:

• Qualifications and CVs of key personnel assigned to the contract (Schedule 9).
• Minimum of 3 written testimonials from clients (Schedule 10).

Work must be performed in accordance with manufacturer specifications, recognised industry standards and applicable health and safety legislation.

Workmanship must comply with recognised industry standards.

Detailed inspection reports, service and repair reports, and complete maintenance records must be provided.

Replacement parts must be new and of acceptable quality unless otherwise approved by the ATM.

Pricing must be submitted on SBD 3.3 (Pricing Schedule – Professional Services).

The quotation must indicate:

• A ceiling price based on total estimated time for completion of all phases, including all expenses and all applicable taxes.
• Persons involved in the project and their hourly and daily rates.
• Phases of the project, cost per phase and man-days.
• Travel expenses (rate/km, total km, class of air travel, etc.) – only actual costs recoverable, with proof.
• Other expenses (e.g. accommodation) – only actual costs recoverable, with proof.
• Period required for commencement after acceptance of bid.
• Estimated worker-days for completion.
• Whether rates are firm for the full contract period; if not, the basis for adjustment (e.g. CPI).

Hourly rates must remain fixed for the duration of the contract unless otherwise agreed in writing.

Quotations must remain valid for a minimum of 60 days from submission.

VAT must be indicated separately.

Pricing format:

• Pricing must be based primarily on labour charged at an hourly rate.
• The quotation must clearly indicate: standard hourly labour rate, overtime rate, weekend rate, public holiday rate, emergency call-out fee (if applicable), travel/call-out charges (if applicable), and VAT separately.
• The ATM will only pay for approved labour hours actually worked, approved replacement parts, approved call-out charges, and approved travel costs.
• No additional repairs or costs may be undertaken without prior written approval from the ATM.
• Hourly rates remain fixed for the duration of the contract unless both parties agree in writing otherwise.
• Quotations must remain valid for a minimum of 60 days from submission.

Payment:

• Payment is based on actual approved labour hours, approved parts, and authorised additional costs.
• Invoices must include vehicle/equipment identification, registration number, date of work, description of services, labour hours, approved hourly rate, parts cost, approved call-out/travel charges, and VAT.
• Invoices must be supported by signed job cards, service and repair reports, supporting documentation for parts, and proof of satisfactory completion signed by the designated ATM representative.
• Payment is processed only after the ATM verifies satisfactory completion.

No bid security, guarantee, retention or turnover requirements are stated.

Mandatory eligibility requirements:

• Valid SARS Tax Compliance Status (TCS PIN or printed certificate).
• Registration on the Central Supplier Database (CSD) – mandatory before the quotation can be considered.
• Certified copy of company registration documents.
• Completed and signed SBD 4 (Declaration of Interest).
• Minimum 5 years' proven experience in professional mechanical repair and maintenance services.
• Qualified mechanic(s) or artisan(s) with recognised trade qualifications.
• Demonstrated experience in servicing and repairing passenger vehicles, light commercial vehicles and mechanical equipment.
• Access to a fully equipped workshop with diagnostic equipment and specialised tools.
• Ability to provide emergency breakdown and call-out services.
• At least 3 contactable references for similar work completed in the past 5 years.
• Proof of Public Liability Insurance.
• Compliance with the Occupational Health and Safety Act, 1993 (Act No. 85 of 1993) and all other applicable legislation.

B-bbee:

• A valid B-BBEE certificate or sworn affidavit (for EMEs and QSEs) must be submitted to claim preference points.
• B-BBEE points are awarded per the 80/20 system (see evaluation criteria).

Tax compliance:

• Bidders must submit their SARS TCS PIN or a printed TCS certificate.
• For consortia, joint ventures or sub-contractors, each party must submit a separate TCS certificate/PIN/CSD number.
• Bids from persons in the service of the state, or companies with directors who are state employees, will not be considered.

Local content:

• SBD 6.2 (Declaration for Local Production and Content) must be submitted; failure to do so may disqualify the bid.
• The stipulated minimum local content threshold is not stated in the document.

Compliance with the Occupational Health and Safety Act, 1993 (Act No. 85 of 1993) and all other applicable legislation is required.

Proof of Public Liability Insurance is required.

The service provider must maintain a safe, clean and professional working environment.

All applicable health, safety and environmental requirements must be complied with.

Contract duration: 3 years, subject to satisfactory performance, operational requirements and availability of funds.

The ATM may amend RFQ conditions, validity period, specifications, or extend the closing date/time before closing, with written notice to all respondents.

The ATM may:

• Not appoint any service provider.
• Vary, alter or amend the terms of the RFQ before finalisation of adjudication.
• Not accept the lowest or any proposal, in whole or in part.
• Award the contract as a whole or in part without furnishing reasons.
• Cancel or withdraw the RFQ without liability.

If the successful bidder and the ATM fail to agree on contractual terms within 30 days of appointment, the ATM may appoint the next-ranked bidder.

Appointment is subject to the parties agreeing to mutually acceptable contractual terms and conditions.

The service provider must report to the designated ATM representative responsible for fleet and asset management.

Obligations of the service provider:

• All repairs and maintenance must be carried out by suitably qualified personnel.
• Workmanship must comply with recognised industry standards.
• Repairs must be completed within agreed turnaround times.
• The ATM must be notified immediately of any additional defects identified.
• No additional work may be undertaken without written approval.
• Vehicles and equipment must be returned in a safe and operational condition.
• A safe, clean and professional working environment must be maintained.
• All applicable health, safety and environmental requirements must be complied with.

A minimum 12 months warranty on services/products is required, submitted in writing.

Evaluation is conducted in three stages:

1. Criteria 1 – Legality of quote document (primary): non-compliance with quoting rules or incomplete submission leads to disqualification.
2. Criteria 2 – Evaluation (secondary): the quotation must be complete and evaluable; incomplete schedules or missing information may lead to disqualification.
3. Criteria 3 – Price and Preference Evaluation: qualifying bidders are scored on price (80 points) and B-BBEE preference points (20 points) under the 80/20 system.

B-BBEE points by status level:

• Level 1: 20
• Level 2: 18
• Level 3: 14
• Level 4: 12
• Level 5: 8
• Level 6: 6
• Level 7: 4
• Level 8: 2
• Non-compliant: 0

Before award, the ATM will verify the bidder against the National Treasury List of Restricted Suppliers and Register for Tender Defaulters.