Panel of 3 service providers for supply and delivery of batteries, tyres, fitment, wheel alignment and rim repairs for municipal fleet and yellow plant – mhlontlo local municipality (12 months)

Closing date and time: 15 September 2026 at 12:00 PM. Bids must be deposited in the tender box at the New Town Hall, 96 LG Mabindla, Qumbu 5180, by then. No other dates (briefings, site visits, clarification deadlines) are stated in the document.

Technical queries (Fleet): Ms N Sisu, tel 079 872 0903, email [email protected].

SCM queries: Ms T Gomo, tel 047 553 7000, email [email protected].

Bid documents available on the E-Tender portal (www.etender.gov.za) and the municipality's website ([email protected]).

Submission channel — bids must be deposited in the tender box at the New Town Hall, 96 LG Mabindla, Qumbu 5180, by the closing date and time. Faxed, emailed, or any other electronic submission will not be considered. Late tenders are disqualified.

Returnable forms — all must be completed, signed, and submitted with the bid:

• MBD 1 (Invitation to Bid): bidder details, contact information, VAT number, and total bid price.
• MBD 2 (Tax Clearance Certificate): original and valid tax clearance certificate attached.
• MBD 4 (Declaration of Interest): discloses any connection to persons in the service of the state; false declarations may lead to action.
• MBD 6.1 (Preference Points Claim): claims B-BBEE and specific goal points.
• MBD 6.2 (Declaration for Local Production and Content): declares local content percentage.
• MBD 7 (Contract Form): successful bidder must complete and sign.

Disqualification risks:

• Any returnable form left unsigned or omitted.
• Failure to supply all supporting documents may render the tender incomplete and not considered.
• Bids from persons in the service of the state will not be considered.

Bids must remain valid for 90 days after closing.

Supporting documents needed: CSD report or CSD number, SARS status pin, proof of Municipal Rates not later than one month or lease agreement, quotation with company letterhead or business stamp, certified B-BBEE certificate issued by verification agencies accredited by SANAS or registered auditors approved by IRBA or sworn affidavit. Failure to supply all supplementary information may result in the tender being deemed incomplete and may not be considered.

Evaluation stages:

• Stage 1 — Functionality (100 points): bidders must score at least 70% to proceed to Stage 2.
• Stage 2 — Price and MHLM Specific Goals (100 points): 80 points for price, 20 points for specific goals.

Functionality breakdown (Stage 1):

• Ability to deliver (20 points): proof of appropriate transport (bakkie or truck) via vehicle registration or certified lease agreement; no transport scores 0.
• Previous experience (40 points): reference letters from clients for similar supply and delivery of tyres, on client letterhead with contact details. Three references score 40, two score 30, one scores 20.
• Methodology (40 points): certified qualifications and CVs (certification not older than 3 months; foreign qualifications need SAQA evaluation). Delivery plan (20), project manager (10), personnel (10).

Specific goals (20 points) — proof required to claim points:

• HDI equity ownership (10 points): ID copy as proof of race or nationality.
• Youth enterprise 0–35 years (2 points): ID copy and CSD as proof of age.
• Women equity ownership (2 points): ID copy, CK, and CSD as proof of gender.
• Disability equity ownership (2 points): medical certificate and CSD.
• Military veterans (2 points): ID copy, CSD, and confirmation letter from the Office of Military Veterans.
• Rural enterprise (2 points): proof of residence from traditional leader or ward councillor, and CSD.

Failure to submit proof for claimed specific goals means those points are not awarded.

Scope — supply and delivery of batteries, tyres, fitment, wheel alignment, and repairs of rims for the municipal fleet and yellow plant.

Panel — the municipality will appoint a panel of three service providers.

Contract period — 12 months.

Pricing — service providers must specify the top-up percentage on top of the market value for tyre rates, as requested by the municipality from time to time.

Delivery — bidders must demonstrate an appropriate mode of transport (preferably a bakkie or truck) with proof of ownership or a certified lease agreement.

Methodology (40 points in functionality) — bidders must provide:

• A delivery plan (20 points).
• A project manager (10 points).
• Personnel (10 points).

Supporting documents — certified copies of qualifications and CVs, with certification not older than 3 months. Foreign qualifications require a SAQA evaluation certificate.

Previous experience (40 points in functionality) — bidders must provide reference letters from clients for similar supply, delivery, and installation of tyres. Appointment letters and reference letters must be on the client's letterhead and include the client's name, address, and contact details.

Scoring:

• Three (3) appointment letters with stamped and signed reference letters with contactable references: 40 points.
• Two (2): 30 points.
• One (1): 20 points.

Transport — proof of appropriate mode of transport (bakkie or truck) via vehicle registration or certified lease agreement; leasing requires a signed lease agreement; no transport scores 0.

Methodology (40 points in functionality) — bidders must attach certified copies of qualifications and CVs. Certification must not be older than 3 months; uncertified qualifications are not accepted as authentic. Foreign qualifications must be accompanied by a SAQA evaluation certificate.

Delivery plan (20 points), project manager (10 points), and personnel (10 points) are scored as part of methodology.

Pricing — bidders must submit a quotation on company letterhead or with a business stamp, specifying the top-up percentage on market value for tyre rates.

Preference points — 80 points for price, 20 points for specific goals under the 80/20 system.

Supporting documents — CSD report or number, SARS status pin, proof of municipal rates (not older than one month) or lease agreement, and certified B-BBEE certificate.

Pricing — bidders must submit a quotation on company letterhead or with a business stamp, specifying the top-up percentage on market value for tyre rates.

Preference points — 80 points for price, 20 points for specific goals under the 80/20 system.

Funds — available from Equitable Share.

Supporting financial documents:

• CSD report or CSD number.
• SARS status pin.
• Proof of municipal rates (not older than one month) or a lease agreement.
• Certified B-BBEE certificate from a SANAS-accredited verification agency, an IRBA-registered auditor, or a sworn affidavit.

CSD registration — CSD report or CSD number required.

Tax compliance — valid SARS status pin and original tax clearance certificate (MBD 2) required.

B-BBEE — certified B-BBEE certificate (SANAS-accredited agency, IRBA-registered auditor, or sworn affidavit) and MBD 6.1 preference points claim form required.

Local content — MBD 6.2 declaration for local production and content required; bidders must declare imported content and calculate local content per SATS 1286.

Declaration of interest — MBD 4 required; no bids from persons in the service of the state.

POPIA — successful bidder must comply with POPIA obligations as an operator for the municipality, including processing limitations, security measures, breach notification, and return or destruction of personal information.

Municipal rates — proof of municipal rates not older than one month or a lease agreement required.

No specific occupational health and safety requirements are stated in the tender document. The only security-related obligations are POPIA information security measures, which require the service provider to secure personal information and prevent unauthorised access or loss.

Contract duration — 12 months for the panel of three service providers.

POPIA obligations — the service provider acts as an operator for the municipality and must:

• Process personal information only on behalf of the municipality, in compliance with its instructions, and keep it confidential.
• Implement appropriate technical and organisational security measures to prevent loss, damage, unauthorised destruction, or unlawful access.
• Identify risks, establish safeguards, verify and update them, and notify the municipality of risks.
• Provide a written explanation of security measures within 5 business days of request.
• Ensure employee reliability, limit access to those who need it, and train employees in handling personal information.
• Notify the municipality within 1 business day of a breach, within 3 business days of access requests or complaints, and promptly of legally binding disclosure requests.
• Return or destroy personal information upon termination, with a certificate of destruction.
• Indemnify the municipality against penalties, claims, loss, or damage from breach of these obligations.
• Acknowledge the municipality retains all right, title, and interest in the personal information; no sale, assignment, or commercial exploitation.

Conditions of the tender:

• The municipality's Supply Chain Policy Management applies.
• The council is not bound to accept the lowest or any tender, and may accept any tender in whole or in part.
• Electronic, telegraphic, telefax, email, and late tenders will not be considered; tenders must be deposited in the tender box.
• Bids must be held for 90 days.
• The municipality reserves the right to withdraw the invitation, re-advertise, reject any tender, or accept part of it.

Evaluation stages:

• Stage 1 — Functionality (100 points): ability to deliver (20), previous experience (40), methodology (40). Minimum 70 points to proceed.
• Stage 2 — Price and MHLM Specific Goals (100 points): 80 points for price, 20 points for specific goals.

Specific goals breakdown:

• HDI equity ownership: 10 points.
• Youth enterprise 0–35 years: 2 points.
• Women equity ownership: 2 points.
• Disability equity ownership: 2 points.
• Military veterans: 2 points.
• Rural enterprise: 2 points.