Shuttle services for saao cape town and sutherland – 3-Year contract (RFQ 119063)

Closing date: 28 August 2026, 16:00 pm.

Bidding procedure enquiries: Zinzi Mngqabisa, SCM, [email protected], tel 021 2011634. Technical enquiries: [email protected]. SAAO Observatory: Zinzi Mngqabisa, 1 Observatory Road, Cape Town, 7935, [email protected]. SAAO Sutherland: Louis Hannie, Fraserberg Road, Sutherland, [email protected].

Mandatory returnable documents: signed SBD 1; signed and completed SBD 3.1 pricing schedule; signed and completed SBD 4 (for quotations above R 2 000); signed and completed SBD 6.1 (for quotations above R 2 000); company profile confirming scope of work; copy of public liability insurance; proof of vehicle ownership/registration or valid third-party lease agreement; proof of comprehensive insurance per vehicle; list of all drivers with certified copies of ID documents, Professional Driving Permits, and unendorsed licences; three signed reference letters on client letterhead demonstrating shuttle service experience within the past three years. Optional: valid B-BBEE certificate or sworn affidavit for EMEs/QSEs (preference points not allocated if not submitted).

Phase 1 – Administrative compliance: mandatory documents — signed SBD 1; signed and completed SBD 3.1 (pricing schedule); signed and completed SBD 4 (for quotations above R 2 000); signed and completed SBD 6.1 (for quotations above R 2 000); company profile confirming compliance with scope of work; copy of public liability insurance; proof of ownership/registration certificates of all vehicles or valid third-party agreement for leased vehicles; valid proof of comprehensive insurance for each vehicle; list of all drivers with certified copies of ID documents, Professional Driving Permits, unendorsed licences; and three signed reference letters demonstrating relevant experience in shuttle services within the past three years, on client letterhead, containing client name and contact details, contract description, and project period. Optional: valid B-BBEE certificate or sworn affidavit for EMEs/QSEs (preference points not allocated if not submitted).

Three-phase evaluation. Phase 1: administrative compliance (all mandatory documents). Phase 2: specification evaluation and eligibility. Phase 3: 80/20 preferential point system under PPPR22 — 80 points for price (VAT and all taxes included), 20 points for specific goals (B-BBEE status level) per SBD 6.1. Specific goals relate to contracting with persons historically disadvantaged by unfair discrimination on the basis of race, gender, or disability. Bidders must be registered on the Central Supplier Database (CSD) and have valid tax compliance (SARS PIN). No award to suppliers listed on the Register for Tender Defaulters or List of Restricted Suppliers. Directors/shareholders must declare state employment or relationships with SAAO staff (SBD 4).

Scope: 24-hour shuttle services within South Africa, to and from airports, in fleet vehicles, on demand 7 days a week, with back-up vehicles. Weekly scheduled trips: depart Observatory, Cape Town at 11:00 Tuesday; depart Sutherland, Northern Cape Wednesday at 11:00, arriving Observatory no later than 15:30. Days may change due to weather or special occasions; changes with less than 24 hours' notice incur expenses. Driver must inspect vehicle per K53 method; SAAO monitors safety and satisfaction; breaches may terminate contract. SAAO pays toll fees, provides supper, breakfast, and accommodation. Contract period: commences upon signing SBD 7.2, continues for 3 years, terminable with one month's notice. Pricing schedule items (Year 1, 2, 3): driver only per hour (Monday–Friday 8–5pm, afterhours, Saturday, Sunday & public holidays); Toyota Quantum 16-seater including fuel, 4-seater vehicle including fuel, 1-ton bakkie including fuel, luxury 4-seater vehicle, 30-seater bus including fuel, MPV vehicle including fuel — all per km. Sub-totals per year, total A+B+C, VAT 15%, grand total.

The purpose of the RFQ is to appoint a suitable and experienced service provider for shuttle services to SAAO for three years. All drivers must have a minimum of two years' experience as professional drivers and a valid driver's licence. Drivers must obey road rules. Phase 1 administrative compliance requires mandatory documents including signed SBD 1, SBD 3.1, SBD 4, SBD 6.1, company profile, public liability insurance, vehicle ownership/registration or lease, comprehensive insurance per vehicle, driver documentation (certified IDs, PrDPs, unendorsed licences), and three signed reference letters on client letterhead demonstrating relevant shuttle service experience within the past three years, including client name and contact details, contract description, and project period.

Drivers must inspect the vehicle using the K53 method before departure; if issues are identified, the driver has the right to refuse driving the vehicle once the issues are brought to SAAO management's attention. SAAO monitors safety and satisfaction; breaches may lead to contract termination.

Pricing schedule – firm prices (SBD 3.1): only firm prices accepted; non-firm prices not considered. Offer valid for 60 days from closing date. Pricing schedule includes items for Year 1, Year 2, Year 3: driver only (Monday–Friday 8–5pm, afterhours, Saturday, Sunday & public holidays) per hour; Toyota Quantum 16-seater including fuel, 4-seater vehicle including fuel, 1-ton bakkie including fuel, luxury 4-seater vehicle, 30-seater bus including fuel, MPV vehicle including fuel — per km. Sub-totals for each year, total A+B+C, VAT 15%, total. Bidders must price in accordance with schedules; failure to submit priced offer may lead to disqualification. Detailed breakdown of costs attached to invoices. All rates apply to ad-hoc works. Payments 30 days after receipt and approval of invoice. Travel rates in line with SARS tax-free rate.

Prices must be valid for at least 60 days from date of offer and inclusive of VAT. Only firm prices accepted; non-firm prices (including those subject to exchange rate variations) not considered. Payment within 30 days from receipt and approval of invoice; no pre-payment. Detailed breakdown of costs must be attached to all invoices. All rates quoted apply to ad-hoc works as and when required. Travel rates must be in line with the SARS tax-free rate; no claim may exceed the distance from the primary place of business. Payment against proven cost accompanied by receipts and work request report. For quotations above R 2 000, the successful bidder is the one scoring the highest points; below R 2 000, the cheapest acceptable quotation wins.

Vehicles must be clean, roadworthy, licensed, and not older than five years throughout the contract. Must be fitted with radio/CD player, air conditioner, power steering, central locking, air bags, and working GPS. Engine capacity at least 1600cc for 4–5 seater vehicles. Full luggage space must be available. Only SAAO-approved passengers may be carried. Vehicles must carry first aid kit, fire extinguisher, spare wheel, jack, tools, reflector triangles, battery-powered lantern, seat belts for all passengers, and a 5-metre rope. Drivers must have minimum two years' professional driving experience and a valid driver's licence; obey road rules; be neatly attired with company badge; not smoke; be sober and professional; have passenger list; handle vehicle with care; respect traffic regulations; have reasonable English skills; not exceed working hours; follow SAAO instructions; be replaced if unsuitable; and be able to drive a vehicle with tow bar/trailer. In case of accident: provide first aid, notify SAAO Operations & Finance Manager immediately, and submit a written statement within 24 hours. If the service provider fails to render required service (e.g., vehicle breakdown before arrival), the provider must replace the vehicle immediately before close of business and bear all costs including damage and replacement costs.

Vehicles must be equipped with first aid kit, fire extinguisher, spare wheel, jack, tools, reflector triangles, battery-powered lantern, seat belts for all passengers, and a 5-metre rope. In case of accident, the driver must ensure first aid is provided, all injured are transferred to the nearest medical facility, report to local authority or police if required, notify SAAO Operations & Finance Manager immediately, and submit a written statement within 24 hours.

Contract management: if service provider fails to render required transportation service (e.g., vehicle breakdown before arrival), provider must replace broken vehicle immediately before close of business day and bear any costs including damage to items and replacement costs. Bidding conditions: prices valid 60 days, inclusive of VAT; no award to provider not registered on CSD; for quotations above R 2 000, highest points wins; below R 2 000, cheapest acceptable quotation; SAAO reserves right to withdraw invitation, re-advertise, or accept part; not bound to accept lowest quotation; subject to National Treasury General Conditions of Contract (GCC) and special conditions; payment terms within 30 days from invoice receipt; no pre-payment; where supplier terms differ from SAAO terms, SAAO terms prevail.

Technical requirements: vehicles must be clean, roadworthy, licensed, not older than five years, fitted with radio/CD player, air conditioner, power steering, central locking, air bags, GPS, engine capacity at least 1600cc for 4–5 seaters, full luggage space, only SAAO-approved passengers, and equipped with first aid kit, fire extinguisher, spare wheel, jack, tools, reflector triangles, lantern, seat belts, and 5-metre rope. Drivers must have minimum two years' professional driving experience, valid driver's licence, obey road rules, be neatly attired with company badge, not smoke, be sober, professional, have passenger list, handle vehicle with care, respect traffic regulations, have reasonable English skills, not exceed working hours, follow SAAO instructions, be replaced if unsuitable, and be able to drive with tow bar/trailer. In case of accident: provide first aid, notify SAAO Operations & Finance Manager immediately, submit written statement within 24 hours.

Evaluation process: three phases. Phase 1: administrative compliance / submission of all returnable documents. Phase 2: specification evaluation and eligibility. Phase 3: 80/20 preferential point system in terms of PPPR22 — 80 points for price (VAT and all taxes included), 20 points for specific goals (B-BBEE status level) per SBD 6.1. Specific goals relevant in accordance with B-BBEE Codes of Good Practice and PPPFA, contracting with persons historically disadvantaged by unfair discrimination on the basis of race, gender, or disability.