Servicing, repairs and maintenance of fire and disaster management services vehicles – capricorn district municipality

Compulsory site inspection: 15 October 2026 at 10:30 at Capricorn District Municipality Function Room, 41 Biccard Street, Polokwane. Attendance is compulsory.

Technical enquiries:

• Contact: Makgoba Letebele
• Email: [email protected]
• Telephone: 015 294 1261

Supply chain enquiries:

• Contact: Kwena Mashiane
• Email: [email protected]
• Telephone: 015 294 1212
• Contact: Violet Masemola
• Email: [email protected]
• Telephone: 015 294 1039

Submission address:

Capricorn District Municipality

41 Biccard Street

Polokwane, 0699

Submission method: deposit the completed, priced and signed bid in the bid box at Capricorn District Municipality, 41 Biccard Street, Polokwane, before 11:00 on 10 November 2026.

• Envelope must be sealed and marked with the bid number and bid description.
• The bid box is open 24 hours, 7 days a week.
• Bids received after the closing time will not be considered.
• The bid document must be completed in black ink only; pencil will disqualify.
• Every page of the bid must be initialled; all forms must be completed and signed in full.
• The document must be properly stapled and banded; otherwise automatic disqualification.
• Returnable forms (all must be completed and signed):
• MBD 1 (Invitation to Bid) – bidder and contact details, signed as cover page.
• MBD 4 (Declaration of Interest) – disclose any director/shareholder employed by the state or connected to the municipality; incomplete disclosure leads to automatic disqualification.
• MBD 5 (Declaration for Procurement above R10 Million) – required if applicable.
• MBD 6.1 (Preferential Procurement Form) – claim preference points.
• MBD 7.1 / 7.2 (Contract Form – goods/works or services) – to be signed by successful bidder.
• MBD 8 (Declaration of Bidder's Past Supply Chain Management Practices).
• MBD 9 (Certificate of Independent Bid Determination) – certifies no collusion; failure to sign or wrong information disqualifies.
• Form A (Bid Form) – offer to supply, bound by specifications and conditions.
• Authority for Signatory – board resolution or member resolution authorising the signatory, on company letterhead.
• Joint Venture Agreement, properly signed by all parties, if applicable.
• Proof of payment of municipal rates and taxes, or a letter from tribal authority or valid lease agreement, not older than three months, for the company and all directors (both JV parties if applicable).
• Certified ID copies of all directors/members/shareholders.
• CIPC document (if JV, for both).
• Tax PIN access code (if JV, for both).
• Proof of CSD registration.
• Attendance at the compulsory site inspection.

Evaluation is on the 80/20 preference point system (price 80 points, specific goals 20 points).

• Functionality will be evaluated; bidders must achieve a specified minimum functionality score to qualify for further evaluation (exact minimum not stated in the document).
• Responsiveness criteria (must all be met):
• Bid in sealed envelope with correct description and bid number.
• Deposited in the bid box before closing date and time.
• Valid CSD number.
• All forms completed in full, each page initialled.
• Joint Venture Agreement signed by all parties, if applicable.
• Proof of municipal rates/taxes or tribal authority letter or lease agreement (not older than 3 months) for company and all directors.
• Compliance with bid and technical specifications.
• Relevant CIDB registration (only for construction work).
• Adherence to pricing instructions.
• Financial ability to execute the contract.
• Compliance with the Notice to Bidders.
• Demonstrated track record of similar projects (scope and size).
• The municipality reserves the right to accept all, some, or none of the bids, and is not obliged to accept the lowest bid.
• Bids remain valid for 90 days after closing.

Scope: Servicing, repairs and maintenance of fire and disaster management services vehicles for Capricorn District Municipality.

• The successful bidder will be required to sign a written contract form (MBD 7.1 or 7.2) or a service level agreement.
• The bid must be priced on a combined rates basis (total bid amount and total number of items offered).
• No detailed technical specification (e.g., vehicle types, service intervals, quantities) is provided in the document.

No specific methodology or execution plan is required beyond the general conditions of contract.

Bidders must demonstrate a track record of a project of similar scope and size.

• Key personnel qualifications are not specified.
• Only bidders registered with the relevant professional body will be considered, if applicable to the service.

No specific quality management system or certification is required.

• Inspections and tests: The municipality may inspect, test or analyse goods/services at any time. If goods do not comply, they may be rejected at the supplier's cost and risk.
• Pre-bidding testing is for the bidder's account.
• The supplier's premises must be open for inspection by the purchaser's representative during reasonable hours.

Pricing must be submitted as a total bid amount based on combined rates.

• The bid form requires the total bid amount and total number of items offered.
• No detailed bill of quantities or schedule of rates is provided in the document.

Pricing: Bidders must submit a total bid amount based on combined rates.

• No bid security, performance bond, or guarantee amount is specified in the document.
• Payment terms: The municipality will pay within 30 days of submission of a valid invoice and delivery note.
• Payment will be made in Rand.
• Prices quoted in the bid are firm and may not vary, except for authorised price adjustments.
• Variation orders: Changes up to 15% of the original contract value may be instructed without price escalation.
• Financial ability to execute the contract is a responsiveness criterion.

CSD registration: A valid Central Supplier Database (CSD) number is mandatory.

Tax compliance: Bidders must provide a SARS Tax Compliance Status (TCS) PIN or a printed TCS certificate. If no TCS is available, a CSD number must be provided. For consortia/JVs/subcontractors, each party must submit a separate TCS/PIN/CSD.

Municipal rates and taxes: Proof of payment of municipal rates and taxes, or a letter from tribal authority or valid lease agreement, not older than three months, for the company and all directors (both JV parties if applicable).

CIDB: Relevant contractor grading required only for construction work; not applicable to this services tender.

CIPC: CIPC document required (if JV, for both).

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

Disqualification grounds:

• Pages removed from the bid document.
• Bid completed in pencil.
• Attempting to influence evaluation or award.
• Late submission.
• Unsatisfactory performance on a previous contract with the municipality or any organ of state in the last five years after written notice.
• Listed on the Register of Bid Defaulters or National Treasury's prohibited database.
• Abuse of the municipality's supply chain management system.
• Failure to complete and sign the Certificate of Independent Bid Determination or disclosure of wrong information.
• Municipal rates and taxes in arrears for more than three months.
• Conviction of fraud or corruption in the past five years.
• Willful neglect or failure to comply with any government, municipal or public sector contract in the past five years.

B-BBEE: Preference points are claimed via MBD 6.1; no specific B-BBEE level or affidavit requirements are stated in the document.

No specific occupational health and safety (OHS) requirements are stated in the document.

General Conditions of Contract (GCC) apply, with special conditions taking precedence where they conflict.

• Warranty: Goods must be new, unused, and free from defects; warranty valid for 12 months after delivery/acceptance or 18 months after shipment, whichever is earlier.
• Payment: Within 30 days of invoice and delivery note; in Rand.
• Prices: Firm, no variation except authorised adjustments.
• Variation orders: Up to 15% of contract value may be instructed without price escalation.
• Assignment/subcontracting: Requires prior written consent; subcontracts must be notified in writing.
• Delays: Supplier must notify purchaser of any delay; penalties may be imposed.
• Penalties: Deducted from contract price for late delivery or performance.
• Termination for default: Purchaser may terminate for failure to deliver, breach, or corrupt/fraudulent practices.
• Force majeure: Supplier not liable for delays caused by force majeure, but must notify promptly.
• Termination for insolvency: Purchaser may terminate if supplier becomes bankrupt or insolvent.
• Disputes: Resolve amicably, then mediation, then South African courts.
• Limitation of liability: Supplier not liable for indirect/consequential loss; aggregate liability capped at contract price.
• Governing law: South African law; contract in English.
• Taxes: Local supplier responsible for all taxes until delivery; no contract with bidder whose tax matters are not in order.
• Transfer/amendment: Requires written consent; amendments must be in writing and signed.
• Restrictive practices: Collusive bidding prohibited; may be referred to Competition Commission.

Special conditions of contract apply where they conflict with general conditions; special conditions take precedence.

General requirements include: sealed envelope with correct description and bid number, deposit in bid box before closing, valid CSD number, completed forms with each page initialled, joint venture agreement if applicable, proof of municipal rates/taxes or tribal authority letter or lease agreement not older than three months, compliance with technical specifications, relevant CIDB registration for construction, adherence to pricing instructions, financial ability, compliance with Notice to Bidders, and demonstrated track record of similar projects.

Evaluation is on the 80/20 preference point system. Functionality will be evaluated, and bidders must score a specified minimum number of points for functionality to qualify for further evaluation. The municipality reserves the right to accept all, some, or none of the bids.