Finance/full maintenance lease of diverse municipal fleet (3-Year term, as-needed basis)

Submit bids in a sealed envelope marked with tender number, name, and description. Deposit in the Tender Box at Reception Area (Municipal Town Hall), ERF 257 Main Street, Port St Johns by 11:00 on 10 June 2026. No late, faxed, emailed, or electronic submissions accepted. Municipality accepts no responsibility for courier/post delays. Bids must be completed in black, non-erasable ink. All returnable documents and schedules must be submitted. Required returnable documents: Copy of CIPC business registration, certified IDs of directors/shareholders, valid Tax Clearance Certificate or Tax Validity Confirmation (SARS PIN), current Rates statement (≤90 days) or valid lease agreement (or exemption letter from municipality), proof of registration with NADA or SAVRAL, joint venture/consortium agreement (if applicable). Bid will be rejected if: document is incomplete, form of offer is unsigned, CSD registration proof is missing, or mandatory financial/tax documents are not attached. Certifications must not be older than 6 months.

Evaluation follows a 3-stage process: Stage 1 (Mandatory Requirements) – Bidders must submit all required documents (CSD registration, financial statements, Rates/Tax clearance, professional body registration, JV agreements if applicable). Failure in Stage 1 disqualifies the bid. Stage 2 (Functionality) – Minimum 70/100 points required to proceed. Criteria: Company Experience (40 points: 4+ projects=40, 3=30, 2=20, 1=10), Maintenance & Support (20 points: 24/7 Call Centre=10, maintenance plan with service centers/mobile workshops within 200km=10), Financial Capacity (20 points: Bank Rating A=20, B=15, C=10, D+=0; or proof of R20M funding), Transition Plan (20 points: Delivery/onboarding plan with timeframes and breakdown replacement procedures). Stage 3 (Price & Specific Goals) – 80 points for price (Ps=80*(Pt-Pmin)/(Pmin+Pt)), 20 points for specific goals: 10 for 51% Black-owned enterprises, 10 for primary offices in O.R. Tambo District. Supporting documents required for specific goals. Lowest price does not guarantee award.

Scope: Provision of finance/full maintenance lease of a diverse fleet on an 'as and when required' basis for 3 years. Bidders must demonstrate: Experience in at least 4 public sector leasing contracts (finance/full maintenance lease). Ability to provide 24/7 support via a call center. Authorized service centers or mobile workshops within 200km of Port St Johns. Financial capacity (bank rating or R20M funding guarantee). Delivery/onboarding plan with timeframes and vehicle replacement procedures for breakdowns/accidents. Compliance with NADA or SAVRAL professional body registration.

Pricing must include all duties, taxes (VAT), and levies. Rates and prices must be fixed for the contract duration (3 years) unless otherwise specified. Pricing in Rand. Bidders must submit audited financial statements (for projects >R10M) or unaudited statements (if public interest score <350). Proof of funding or bank guarantee of R20M may be required. Payment terms and bonds/guarantees not explicitly detailed in document.

Mandatory: Registration on National Treasury Central Supplier Database (CSD) with valid CSD number. Valid Tax Clearance Certificate or Tax Validity Confirmation (SARS PIN). Current Rates statement (≤90 days) or valid lease agreement (or exemption letter from municipality, signed by BTO with original stamp). CIPC business registration documents. Certified IDs of directors/shareholders/partners. Proof of registration with NADA or SAVRAL. Joint venture/consortium agreements (if applicable) with consolidated registration documents. No bids from persons in the service of the state. Bidders must not be listed on National Treasury’s Register for Tender Defaulters or List of Restricted Suppliers. B-BBEE compliance implied via specific goals (51% Black-owned preference).