Maintenance and servicing of backup generators – government tender in eastern cape

Provision of maintenance and servicing of IHLM backup generators for a period of two (2) years. Ingquza Hill Local Municipality is situated in Flagstaff and Lusikisiki which relies on a standby generator during power failure or loadshedding. The generators auto start during a power failure or loadshedding to ensure business continuity. By servicing and maintaining these generators, the municipality activities will not be disturbed. If these services fail, it will result in the Municipality not being able to fulfil its mandate, which will have an impact on service delivery. The successful company must demonstrate its capability and experience with regards to the following: Extensive experience and knowledge in the mechanical engineering industry; Compliance with the mechanical engineering industry; Twenty-four (24) hours ability to react on emergency repair calls.

Closing date: 23 September 2026 at 12:00 pm local time. Tender validity period: 90 (ninety) days after tender closing date.

Technical enquiries: Technical Services, 039 252 0131, [email protected]. Supply Chain Management: 039 252 0131, [email protected]. Contact persons: B. Tshitshi (Technical), A Ntongana (SCM). Facsimile: N/A.

Tenders must be submitted by hand at 135 Main Street, Flagstaff, 4810 (Procurement Section) by 12:00 local time on 23 September 2026. No faxed, couriered, or emailed tenders will be accepted. Bids must be submitted on the official forms provided (not to be re-typed) or online. Late bids will not be accepted for consideration. Tender documents are downloadable on www.ihlm.gov.za Procurement: Municipal Adverts-Open Bids / E-Tender Portal. Required documents include: Valid Full CSD Proof of registration, CIDB proof of registration, Completed and Signed Declarations (MBD1-9), a Valid SARS TCS Pin printout, and a signed letter confirming no undisputed municipal accounts are overdue by more than 30 days and proof thereof. Bidders must note that upon award, they will be required to submit a rates clearance certificate from their respective municipalities. Bidders who reside within the Municipal jurisdiction will be verified with IHLM Revenue section. The Ingquza Hill Local Municipality's supply chain policy will apply in all tender stages. No bids will be considered from persons in the service of the state. Bidders must not be listed on the Register of Tender Defaulters in terms of the Prevention and Combating of Corrupt Activities Act. Bidders must not have abused the Employer's Supply Chain Management System or failed to perform on any previous contract and been given written notice to that effect. Tender validity period is 90 (ninety) days after tender closing date.

Conditions of acceptance: The Ingquza Hill Local Municipality is under no obligation to accept any proposal/tender and reserves the right to accept the whole or any part of the proposal/tender. No proposal/tenders will be considered from persons in the service of the state, the bidder or any of its directors/shareholders is not listed on the Register of Tender Defaulters in terms of the Prevention and Combating of Corrupt Activities Act 2004 as a person prohibited from doing business with the public sector; the bidder has not abused the Employer’s Supply Chain Management System; or failed to perform on any previous contract and has been given a written notice to this effect. The municipality reserves the right to extend the tender period by notice in the press and on the municipality’s official website.

Functionality: 100 Points - Company Experience 20 points, Expertise and capacity of key personnel 50 points, Methodology 30 points. Bidders must score at least 70 out of 100 on functionality to proceed to the 80/20 price and specific goals evaluation. Price: 80 points, Specific Goals: 20 points. Specific goals: Owned by black people who are youth (18-35 years old) 5 points, owned by black people who are women 4 points, owned by black people living with disability 3 points and owned by black people 8 points. Functionality criteria: Experience: Bidder has completed above 2 projects of similar nature with traceable signed appointment letters and references (20 points). Key Personnel: Qualified Mechanical Technician with National Diploma in Mechanical Engineering (20 points), Qualified Electrical Technician with National Diploma in Electrical Engineering (20 points), Qualified electrician with Trade Test (10 points). Methodology: Methodology must include response time, maintenance routine, completed job cards, detailed routine maintenance records, comprehensive maintenance report after each service, documenting observations, tasks performed, and any recommendations for future actions (30 points).

The scope includes preventative maintenance and reactive maintenance of standby diesel generators for Ingquza Hill Local Municipality (Flagstaff and Lusikisiki). Preventative maintenance includes: annual servicing or every 200 running hours (oil change, coolant changes, filters, drive belts, hoses, mechanical adjustments, supply of consumables), electrical tests, verifying generator controller settings, submitting detailed maintenance reports. Reactive maintenance includes attending to callouts and ad-hoc maintenance, response time as stipulated in the SLA, performing ad-hoc mechanical and electrical repairs, supplying and installing components (oil pressure sensors, switches, sender units, glow plugs, batteries, relays, contactors, change-over assemblies, cabling), providing an auto electrician for engine wiring, technical support for controllers, investigations in the event of power supply interruptions, root cause analysis, and detailed breakdown reports. Normal operational hours on site: 08:00 to 16:45, Monday to Friday. No planned maintenance on weekends or public holidays without prior approval. Emergency response within 2 hours. The successful company must demonstrate extensive experience and knowledge in the mechanical engineering industry, compliance with the mechanical engineering industry, and 24-hour ability to react on emergency repair calls.

Preventative Maintenance: The contractor must carry out preventative maintenance on standby diesel generators on a scheduled basis in line with the manufacturer's manual. This includes annual servicing or every 200 running hours (oil change, coolant changes, filters, drive belts, hoses, mechanical adjustments, supply of consumables), electrical tests, verifying generator controller settings, and submitting detailed maintenance reports. Work must be scheduled so as not to interfere with normal operations. Normal operational hours on site are 08:00 to 16:45, Monday to Friday. No planned maintenance on weekends or public holidays without prior approval. Reactive Maintenance: The contractor must attend to all callouts and ad-hoc maintenance, with response times: Emergency Response within 2 hours, Urgent Response within 4 hours, Routine Response as unscheduled additional work. The contractor must respond promptly and restore equipment to functional status. Generator Hire: In case of major breakdowns, the service provider may be instructed to supply hired generator/s on an ad-hoc basis. Specification: Type: Water cooled, 4 stroke diesel engine fuel conforming to SANS/ISO standards; Cooling: Radiator cooled, complete with coolant level warning; Governor: Electronic to maintain constant speed; Start System: 12V or 24V electric start with battery and charger; Exhaust: Residential type silencer, mounted or supplied separately; Power Output: 100kVA (80kW) standby rating, 400V, 50Hz, 0.8 lagging power factor.

Visual inspection should cover all external components, connections, and fluid levels. Load testing must be conducted under operational conditions, adjusting performance parameters as needed for optimal functionality.

Pricing Instructions: All prices shall be tendered including VAT, customs or excise duty and any other duty, levy, or other applicable tax. All prices shall be tendered in accordance with the units specified in this schedule. All prices tendered must include all expenses, disbursements and costs (e.g. transport, overheads, accommodation etc.) that may be required in and for the execution of the work described in the Specification, and shall cover the cost of all general risks, liabilities and obligations set forth or implied in the Contract as well as overhead charges and profit. All prices tendered will be final and binding. Bidders must also indicate the expected delivery date.

Only firm prices will be accepted. Non-firm prices (including prices subject to rates of exchange variations) will not be considered. All prices shall be tendered including VAT, customs or excise duty and any other duty, levy, or other applicable tax. All prices tendered must include all expenses, disbursements and costs (e.g. transport, overheads, accommodation etc.) required for execution of the work. All prices tendered will be final and binding. Bidders must indicate the expected delivery date. The bidder's total offer must be inclusive of VAT and all other charges. Local content calculations apply per SATS 1286:2011. Service rates shall apply for preventative maintenance as per values agreed on the Strictly Confidential maintenance contract. Unscheduled rates shall apply for reactive maintenance. Where spares or services are required, the contractor must first submit a quote for approval and can only provide after written approval.

Bidders must ensure compliance with tax obligations. Bidders must submit their unique SARS PIN or CSD number. A valid Tax Clearance Certificate (original) must be submitted with the bid; certified copies will not be acceptable. In bids where consortia/joint ventures/sub-contractors are involved, each party must submit a separate TCS certificate/PIN/CSD number. Foreign suppliers must complete the pre-award questionnaire in Part B:3. Bidders must submit a signed letter confirming no undisputed municipal accounts are overdue by more than 30 days and proof thereof. Bidders must submit CIDB proof of registration. Bidders must not be in the service of the state. Bidders must not be listed on the Register of Tender Defaulters. Bidders must not have abused the Employer's Supply Chain Management System or failed to perform on any previous contract. Joint venture agreement must be submitted with the tender document (attached to Schedule 2) and must be registered on the CSD. Bidders must submit appointment letters and references for experience. Bidders must complete and sign all declarations (MBD1-9).

Specific goals: Owned by black people who are youth (18-35 years old) 5 points, owned by black people who are women 4 points, owned by black people living with disability 3 points and owned by black people 8 points. Points claimed for specific goals must be supported by documentation: CSD registration report/ID copy of owner/director for youth, women, and black-owned; letter from authorized medical practitioner or SASSA for disability.

The contractor must demonstrate extensive experience and knowledge in the mechanical engineering industry and compliance with the mechanical engineering industry. The contractor must have the ability to react to emergency repair calls within 24 hours. The contractor must respond to emergency call-outs within 2 hours and urgent call-outs within 4 hours. The contractor is liable for any costs incurred as a result of negligence or unreasonable poor performance, including excessive time taken to effect repairs.

The tender and its acceptance are subject to the Ingquza Hill Local Municipality's Supply Chain Management Policy and Combating of Abuse of the Supply Chain Management System Policy. The municipality may accept the whole or any part of a proposal and is not obliged to accept any tender. If a bidder withdraws its tender, the municipality may recover additional expenses incurred by re-inviting tenders, by set-off against any moneys due or any guarantee or deposit. The bidder must indicate its legal form (Partnership/Joint Venture/Consortium, One-person business/sole propriety, Close corporation, Public Company, Personal Liability Company, (Pty) Limited, Non-Profit Company, State Owned Company). Fraudulent claims for specific goals may lead to disqualification, recovery of costs, cancellation of contract, restriction from doing business with any organ of state for up to 10 years, and criminal prosecution. Local content declarations must be audited and certified as correct; failure to submit the Declaration Certificate and Annex C may lead to disqualification. The stipulated minimum threshold for local production and content is as per Annex A of SATS 1286:2011. The bidder confirms that the price(s) and rate(s) quoted cover all goods and/or works specified in the bidding documents.

Bids are hereby invited from suitable qualified and experienced service providers. CIDB grading: 1 ME. Required documents: Valid Full CSD Proof of registration, CIDB proof of registration, Completed and Signed Declarations (MBD1-9), Valid SARS TCS Pin printout, signed letter confirming no undisputed municipal accounts are overdue by more than 30 days and proof thereof. Bidders must note that upon award, bidders will be required to submit rates clearance certificate from their respective municipalities. Bidders who reside within the Municipal jurisdiction will be verified with IHLM Revenue section. The Ingquza Hill Local Municipality’s supply chain policy will apply in all tender stages. Tender validity period: 90 days after tender closing date.