Service, maintenance and repair of municipal yellow fleet and heavy vehicles (36 months) – CIDB 5me required

Bid documents available from 20 August 2026 (Mon–Fri 08:00–16:30). Closing date and time: 17 September 2026 at 12:00. No compulsory clarification meeting is indicated in the document.

Supply Chain Management: Mr Mothapo K.J., tel 013 265 8607, email [email protected]. Budget and Treasury: Mr Malekana M.A., tel 013 265 8600, email [email protected]. Municipal Manager: Mr Moganedi M.R., tel 013 265 8600. Physical address for submission: Makhuduthamaga Local Municipality offices, Jane Furse, 1085. Postal address: Private Bag X434, Jane Furse 1085.

Submission method: sealed envelope marked with the project number (Lim473/repair-yellowfleet/26/27/007) and description, deposited in the tender box at Makhuduthamaga Local Municipality offices, Jane Furse, before the closing date and time. No electronic, fax, telegraphic or telephonic submissions accepted. Bid documents must be fully completed, initialled on every page and signed where required. Use black pen only; correction fluid (Tippex) is prohibited — any correction must be signed by the authorised person. All copies of supporting documents must be certified, with certification not older than three months from the closing date. Bid validity period is 90 days from closing. A non-refundable deposit of R560.00 (cash or bank-guaranteed cheque) is required to collect the physical document from the municipal cashiers (Mon–Fri 08:00–16:30 from 20 August 2026); the document can also be downloaded free from www.etender.gov.za.

Three-gate evaluation:

Gate 1 – Pre-qualification (mandatory documents): all listed returnable documents must be submitted; non-submission leads to disqualification. Required documents include: fully completed and signed original bid document; detailed company profile; proof of CSD registration (detailed CSD report, MAAA number for each JV partner); CIPC registration documents for all directors and JV entities; certified ID copies of directors/shareholders/members; UIF registration proof; COIDA letter of good standing; JV agreement (if applicable); SARS/TCS tax PIN for each entity; municipal rates and taxes statements for company and directors not older than three months (not more than 90 days in arrears; affidavit from SAPS/commissioner of oath if not paying rates); certified NQF level 6 qualifications in mechanical engineering or equivalent; certified mechanic/electrical trade test certificates; pro forma workshop indemnity cover or proof of insurance for municipal assets; workshop ownership proof or lease agreement; proof of security at workshop premises; Retail Motor Industry compliance certificate; CIDB grading 5ME or higher; audited financial statements for the past three years (or since inception) if contract value expected to exceed R10 million (VAT inclusive).

Gate 2 – Functionality (minimum 60/100 points): Company capacity (20 points) – established mechanical or mobile workshop with ownership/rental proof and photos; Company experience (30 points) – previous contracts over R1 million = 30, between R500 000 and R1 million = 20, below R500 000 = 10 (certified appointment letters for yellow fleet/heavy vehicle service required); Technical expertise (40 points) – B.Tech/Degree in Diesel Mechanic/Mechanical Engineering = 40, Diploma = 35, Certificate = 25 (certified copies required); Personnel experience (10 points) – Diesel Mechanic/Mechanical Engineer with 3–5 years = 10, less than 3 years = 5 (reference letters from approved dealers/workshops required).

Gate 3 – Price and Specific Goals (80/20): Price scored using formula Np = 80[1 – (Pt – Pmin)/Pmin]; Specific Goals (20 points) – Black people 4, Youth 4, Women ownership >50% 2, SMMEs 4, People with disability 2, Enterprises within Makhuduthamaga jurisdiction 4. Deadlock: highest specific goals points wins; if still tied, drawing of lots.

Scope: Service, maintenance and repair of municipal yellow fleet and heavy vehicles for 36 months. Fleet comprises 26 assets: Caterpillar 140K grader, four Bell 670G graders, Bell TLB, Nissan UD GW26450 truck, loadbed, MAN 26.280 tipper, two UD GW26450 compactor trucks, UD compactor truck, two UD 85 skip loaders, UD compactor truck, UD skip loader, three tractors (Massey Ferguson, TAFE, Laas Mtron), three backup generators (Main Office, Nebo Traffic, Sekhukhune), Case front-end wheel loader, four Isuzu mesh side-body trucks, two Isuzu tipper trucks, Isuzu skip loader skeletal. Preventative maintenance at fixed rates for contract duration; major repairs require strip-and-quote estimates at no charge (municipality may obtain second estimate). Reactive/emergency breakdown service as required. Skills transfer: minimum two mechanical engineering students and internal staff on yellow fleet, tractors, generators and heavy trucks. Response times: planned work – 5 working days; emergency repairs – 24 hours. Warranty: goods new, unused, current models; 12 months after delivery/acceptance or 18 months after shipment, whichever earlier. Service provider must wash municipal vehicles after every service/repair including engine. Detailed service schedules (1000-hour intervals) specified for TLB/Bell/Case front-end loaders and G-series motor graders (Bell 670G, CAT 140K, Komatsu) covering engine, transmission, axles, cab, chassis and ground-engaging tools.

Company experience: previous contracts for service, repairs and maintenance of yellow fleet and white heavy vehicles. Scoring: over R1 million = 30 points, R500 000–R1 million = 20 points, below R500 000 = 10 points. Certified appointment letters required; no copies = zero score. Technical expertise: certified workshop technician qualifications in Diesel Mechanic or Mechanical Engineering – B.Tech/Degree = 40, Diploma = 35, Certificate = 25. Certified copies required; no copies = zero score. Personnel experience: Diesel Mechanic/Mechanical Engineer with 3–5 years = 10 points, less than 3 years = 5 points. Reference letters from approved dealers/workshops required. Company capacity: established mechanical or mobile workshop with ownership/rental proof and photos (20 points).

Quality assured through detailed 1000-hour service inspection schedules for TLB/Bell/Case front-end loaders and G-series motor graders (Bell 670G, CAT 140K, Komatsu). Schedules cover engine (oil, filters, coolant, belts, hoses, valve clearance, turbo, crankcase ventilation), transmission and axles (calibration, oil samples, filters, breather, hub oil, differential oil), cab/chassis/GET (blade lift cylinders, wear inserts, frame bolts, circle drive gearbox, recirculation filters). Workmanship warranty: 12 months after delivery/acceptance or 18 months after shipment. Service provider must use certified technicians with NQF level 6 qualifications and trade test certificates. Retail Motor Industry compliance certificate required for workshop.

Pricing: fixed-cost proposal valid 90 days. Financial proposal in separate envelope. Rates based on Guideline Scope of Services and Tariff of Fees for Engineering Profession Act registrants. No inflation adjustment. Price changes only on employer-instructed scope changes; reasonableness assessed against recommended time-based fees from built-environment councils. Detailed activity schedule required identifying payable activities. Bill of quantities provided for 26 fleet assets with service inspection items for TLB/Bell/Case front-end loaders and G-series motor graders. Audited financial statements for past three years required if contract value exceeds R10 million (VAT inclusive).

Pricing: fixed-cost proposal valid for 90 days after closing. Financial proposal submitted in separate envelope. Pricing based on Guideline Scope of Services and Tariff of Fees for persons registered under the Engineering Profession Act, 2000. No contract price adjustment for inflation. Price changes only on employer instruction to change scope of work; reasonableness assessed against recommended time-based fees from relevant built-environment councils. Audited financial statements for past three years (or since inception) required if transaction value expected to exceed R10 million (VAT inclusive). Workshop indemnity cover or insurance proof required for municipal assets at risk.

Mandatory compliance: CSD registration (detailed report, MAAA number); valid SARS tax compliance PIN; CIDB grading 5ME or higher; CIPC registration documents for all directors and JV entities; UIF registration; COIDA letter of good standing; municipal rates and taxes not in arrears >90 days (affidavit if rural/non-ratepaying); certified NQF level 6 mechanical engineering qualifications; certified trade test certificates; Retail Motor Industry compliance certificate; workshop ownership/lease and security proof; indemnity/insurance for municipal assets. Returnable forms (compressed): Compulsory Enterprise Questionnaire (enterprise, SARS, CIDB, CSD, principals, state service, family state service, contract termination, declaration); Certificate of Authority (company/partnership/JV/sole proprietor/close corporation); Certificate for Municipal Services and Payments; Authorisation for Deduction of Outstanding Amounts Owed to Council; Proposed Amendments and Qualifications schedule; Form of Offer and Acceptance; Data Provided by Service Provider; MBD 9 (Certificate of Independent Bid Determination). All copies certified within three months of closing. Black pen only; no Tippex; corrections signed by authorised person.

COIDA letter of good standing required (Compensation for Occupational Injuries and Diseases Act). Workshop must have security proof. Indemnity cover or insurance required for municipal assets at risk. Service provider must comply with OHS requirements implicit in workshop operations and mobile service delivery. No explicit health and safety plan or safety file requirements stated beyond COIDA and indemnity.

Contract duration: 36 months. Bid validity: 90 days. Form of Offer and Acceptance constitutes the agreement upon employer signature. Service provider must obtain employer's prior written approval before: deviating from terms of reference; proceeding to next work stage; any contractual matter with time/cost implications; approval of building plans; calling for bids; appointing specialists. No contract price adjustment for inflation. Price changes only on employer instruction to change scope; reasonableness assessed against recommended time-based fees from relevant built-environment councils. Warranty: goods new, unused, current models; 12 months after delivery/acceptance or 18 months after shipment. Vehicles washed after every service/repair. Municipality may deduct outstanding amounts owed to council from payments to service provider. Record of addenda to bid documents must be confirmed. Deadlock resolution: highest specific goals points; if still tied, drawing of lots. Award to non-highest scorer only per Section 2(1)(f) of PPPFA. Ministerial exemption possible for national security, international suppliers, or public interest.