Subsidised public transport operation – concordia, okiep and springbok (18 months)

Briefing session (compulsory):

• Date: 19 August 2026
• Time: 10h00 – 11h00
• Venue: Provincial Traffic Building, Airport Road, Springbok

Clarification requests must be submitted in writing at least seven (07) calendar days before the closing date and time.

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

• SBD 1 (Invitation to Bid): bidder and contact details, signed as the offer cover page.
• SBD 3.1 (Pricing Schedule – Firm Prices): firm prices only, valid for 120 days from closing date.
• SBD 4 (Declaration of Interest): discloses any state employment or connection to the department; false disclosure disqualifies the bid.
• SBD 6.1 (Preference Points Claim): claims B-BBEE points under the 80/20 system.
• Proof of authority to sign (e.g., company resolution).
• CSD registration report or tax PIN certificate from SARS.
• Compulsory meeting certificate confirming attendance at the briefing session.
• A table of contents indicating where each document is in the proposal.

Disqualification risks:

• Failure to submit any required document or comply with the above particulars may render the bid invalid.
• Bids received after the closing time will not be considered.
• Bidders listed on the Register for Tender Defaulters or the List of Restricted Suppliers are automatically disqualified.

Evaluation is carried out in three phases:

• Phase 1 (Pre-compliance): bid documents screened for SCM returnable documents, tax matters, and CSD registration proof submitted by closing date/time.
• Phase 2 (Mandatory requirements): bidders must submit all mandatory requirements with the bid; failure to comply results in disqualification and no further evaluation.
• Phase 3 (Price and Preference Points): the 80/20 preference point system applies. Price scores a maximum of 80 points using the formula Ps = 80[1 - (Pt - Pmin)/Pmin]. Up to 20 points are awarded for specific goals: 20 points if the bidder has more than 50% ownership by Black people, women, or people with disabilities; fewer points for 50% and below ownership.

The bid is awarded to the bidder with the highest combined points, provided all phases are met. The department may, however, award to a bidder that did not score the highest points in terms of section 2(1) of the PPPFA.

Scope of work:

• Provide subsidized public passenger transport services in Concordia, Okiep and Springbok for eighteen (18) months.
• Operate two (02) approved routes with four (04) standard buses (60–65 seating capacity), registered in the name of the company/operator and subcontractor.
• Three (03) buses operate the routes; one (01) bus must be on standby at all times for unforeseen eventualities.
• Services run Monday to Saturday in accordance with the approved timetable.
• Each bus must be fitted with a tracking system accessible by the department for monitoring and report generation.
• Buses must not be older than fifteen (15) years, or the chassis not older than thirty (30) years.
• Vehicles must be roadworthy at all times, with a valid Certificate of Fitness (COF), valid disc, and Certificate of Roadworthiness (COR).
• The successful bidder must obtain an operating licence before operations commence.
• Certified copies of vehicle registration certificates and licences must be submitted.
• Subcontracting is not allowed after award without prior written permission from the department.
• The successful bidder may not cede, transfer, sell or alienate the contract or any part thereof.
• Monthly claims are based on kilometres operated.

Pricing:

• Only firm prices will be accepted; non-firm prices (including those subject to exchange rate variations) will not be considered.
• Prices must be quoted in South African Rand, all applicable taxes included.
• The offer must remain valid for 120 days from the closing date of the bid.
• Delivery costs must be included in the bid price.

Payment and claims:

• Monthly claims are calculated as: (Operated KMs x KM rate).
• Total monthly income is the claimed amount plus passenger ticket revenue.
• Monthly operated kilometres fluctuate based on the number of days in the month.
• The contract is escalated annually in line with the PTOG allocation percentage.
• Payment will be made within 30 days of submission of a valid invoice, in accordance with the General Conditions of Contract.

Mandatory compliance:

• Registration on the Central Supplier Database (CSD) — proof of registration must be submitted with the bid.
• Tax compliance: bidders must be tax compliant at submission and for the entire contract term. A SARS Tax Status PIN or CSD number/report must be provided. Bidders making taxable supplies above R1 million in any 12-month period must register as VAT vendors within one month of award if successful.
• B-BBEE: a valid B-BBEE Status Level Verification Certificate issued by a SANAS-accredited verification agency, or a B-BBEE Certificate issued by CIPC, or a Sworn Affidavit commissioned by a Commissioner of Oaths must be submitted to claim preference points. For joint ventures or partnerships, accreditation credentials in the name of the joined entities must be submitted.
• SBD 4 (Declaration of Interest) and SBD 9 (Certificate of Independent Bid Determination) are required — the latter certifies no collusion or price disclosure.
• Bidders must not be listed on the Register for Tender Defaulters or the List of Restricted Suppliers.
• POPIA compliance: bidders must comply with the Protection of Personal Information Act 4 of 2013 in processing personal information.