Supply and delivery of oil and grease — bredasdorp depot

Closing date: 20 November 2026

Closing time: 12:00 (12h00)

No compulsory briefing or site meeting (explicitly stated: "No site meeting").

Bid validity period: 90 days from closing date (until approximately 18 February 2027).

Contract signing: successful bidder must sign MBD 7.1 within 30 days of notification of award.

SCM enquiries:

• Contact: Mr. L Tshambu
• Role: Supply Chain Management
• Email: [email protected]
• Telephone: 028 425 1157 ext 208

Technical enquiries:

• Contact: Mr. J Leonard
• Role: Asset Management and Stores
• Email: [email protected]
• Telephone: 028 425 1157

Submission address (bid box):

Overberg District Municipality

26 Long Street

Bredasdorp

7280

Service delivery address:

ODM Asset Management and Stores

Bredasdorp

Municipal Manager: R Bosman

Submission method: sealed envelope endorsed "Q17-2026: SUPPLY AND DELIVERY OF OIL AND GREASE" deposited in the bid box at Overberg District Municipality, 26 Long Street, Bredasdorp, 7280.

Closing: 20 November 2026 at 12:00 (12h00).

Late, faxed, or emailed bids will not be accepted.

Bids must be on the official forms provided; re-typing or alteration is not permitted.

The complete bid document must be returned; missing pages lead to disqualification.

Every page must be initialled by the authorised signatory (handwritten, not electronic).

Witnesses must sign where requested; failure may invalidate the bid.

Correction fluid (Tippex) on any page disqualifies the bid.

The checklist at the back of the document must be completed and adhered to.

Returnable forms (all must be completed, signed and submitted):

• MBD 1: Invitation to Bid (cover page and offer)
• MBD 2: Tax Compliance Status (compulsory)
• MBD 3.1: Pricing Schedule (firm prices, VAT inclusive)
• MBD 4: Declaration of Interest (compulsory)
• MBD 5: General Conditions of Contract
• MBD 6.1: Preference Points Claim (80/20 system)
• MBD 6.1(a): Sworn Affidavit for B-BBEE Exempted Micro Enterprise
• MBD 7.1: Contract Form – Purchase of Goods/Works
• MBD 8: Declaration of Bidder's Past Supply Chain Management Practices
• MBD 9: Certificate of Independent Bid Determination
• MBD 16: Key Performance Indicators
• Authority to Sign / Board Resolution authorising the signatory
• Company registration documents (CIPC)
• Valid Tax Compliance Status PIN (or confirmation municipality has it on record)
• Original or certified copy of SANAS-approved B-BBEE certificate or sworn affidavit (EME/QSE)
• Municipal account statement (not older than 3 months) or lease agreement (unless already on municipality's accredited supplier database)

Disqualification risks:

• Late submission, fax/email submission, use of correction fluid
• Unsigned or omitted returnable forms, missing pages
• Municipal rates, taxes or charges in arrears >3 months without settlement arrangement before closing
• Bidder or director in service of the state
• False declarations on MBD 4 or MBD 9
• Failure to initial every page

Evaluation uses the 80/20 preference points system: 80 points for price, 20 points for specific goals (B-BBEE) per MBD 6.1 and Preferential Procurement Regulations 2022.

Two-stage evaluation:

1. Functionality/technical assessment (minimum 50/65 points to proceed):

• Experience of bidder (10 points): 1-3 years = 2; 4-5 years = 4; 6-9 years = 8; 10+ years = 10. Proof: company profile, CIPC registration documents.
• Quality of services rendered (20 points): 1-2 positive contactable references = 5; 3-4 = 15; 5+ = 20. Proof: reference letters with contactable persons.
• Product quality (35 points): Technical Data Sheets (TDS) not submitted = 0; TDS submitted = 35. Proof: current TDS for each product at closing date.

Failure to submit proof yields zero points for that criterion.

2. Price and preference points (80/20) for bidders meeting the functionality threshold.

Estimated quantities are for evaluation only, not actual order quantities.

Two bidders will be identified for award (primary and backup); the first bidder is liable for cost difference if the second is used.

Municipality reserves the right to accept more than one quotation and to award per line item.

No minimum qualifying score for price/preference stage is stated beyond the functionality gate.

Scope: Supply and delivery of oil and grease to Overberg District Municipality's Assets and Stores department in Bredasdorp.

Items and specifications:

1. Engine Oil SAE 15W-40 – must meet API CK-4 or CH-4/SJ; MB228.3; Jaso DH-1; ACEA E5-99; Volvo VDS-2; VDS-2/3; MAN 3275; MACK EO-M Plus; SABS 1516 and SABS 1517. Packaging: 210L drums. Estimated quantity: 1680L (8 drums).
2. Hydraulic Oil, viscosity grade 10W – must meet SABS 1218 and David Brown 0A, 1A, 2A, 3A. Packaging: 210L drums. Estimated quantity: 630L (3 drums).
3. Gear Oil SAE 80W/90 – must meet API GL5. Packaging: 210L drums. Estimated quantity: 210L (2 drums).
4. Multi-Purpose Grease, Extreme Pressure, Molybdenum Disulphide Fortified Lithium-hydroxy stearate-based – must meet EP2, NLGI-2, SABS CKS 300. Packaging: 15kg buckets. Estimated quantity: 15 buckets.

All prices must include delivery to Bredasdorp and VAT.

Bidders must submit current Technical Data Sheets (TDS) for each product at closing date; failure yields zero functionality points.

Successful bidder must provide sufficient manpower to offload oils and grease at municipal depots.

No sub-contracting between third parties allowed (non-compliance).

Estimated quantities are for evaluation only; actual orders will be placed as needed.

Enquiries on specifications: Mr J Leonard ([email protected], 028 425 1157).

Pricing must be completed on the prescribed MBD 3.1 schedule; alternative formats are not accepted.

Estimated quantities for evaluation (not actual orders):

• Engine Oil SAE 15W-40: 1680L (8 x 210L drums)
• Hydraulic Oil 10W: 630L (3 x 210L drums)
• Gear Oil SAE 80W/90: 210L (2 x 210L drums)
• Multi-Purpose Grease EP2 NLGI-2: 15 x 15kg buckets

Unit prices must include delivery to Bredasdorp and VAT.

Total price per item = estimated quantity × unit price (incl. delivery & VAT).

All costs (transport, overheads, profit, risks) must be included in the unit price.

No upfront payments; payment after verification of goods per specifications.

Payment within 30 days of valid tax invoice.

Bid validity: 90 days from closing date.

Correction fluid disqualifies; corrections must be lined through and initialled.

Municipality may accept multiple quotations and award per line item.

Pricing format: Firm prices on the prescribed MBD 3.1 schedule; alternative schedules not accepted.

Currency: South African Rand (ZAR).

All prices must include all costs (transport, overheads, profit, risks, liabilities) and VAT.

No upfront payments; payment only after verification that goods meet specifications.

Payment terms: within 30 calendar days of receipt of valid tax invoice.

Bid validity: 90 days from closing date (20 November 2026).

Correction fluid (Tippex) disqualifies the bid; corrections must be lined through and initialled.

Estimated quantities in the pricing schedule are for evaluation only, not for bid pricing.

Municipality reserves right to accept multiple quotations and award per line item.

Successful bidder liable for stamp duties, legal costs, surety and retentions.

VAT invoices must comply with VAT Act 1991, show VAT clearly, and disclose municipality's VAT registration number (4610114409) for supplies exceeding R3,000.

No bid security, bond or guarantee percentage is specified in the extracted text.

No minimum turnover or financial capacity threshold is stated.

Central Supplier Database (CSD) registration: mandatory; municipality cannot transact with unregistered suppliers.

Tax compliance: valid Tax Compliance Status (TCS) PIN from SARS must be submitted (or confirmed on municipality's record); compulsory MBD 2. Each consortium/joint venture partner must submit separate TCS PIN.

B-BBEE: original or certified copy of SANAS-approved B-BBEE verification certificate, or sworn affidavit for EME (annual revenue ≤ R10 million) or QSE (annual revenue ≤ R50 million), to claim preference points. Failure to comply yields zero preference points.

Business registration: copy of CIPC registration documents (certificate of incorporation) must accompany bid.

Municipal account: latest municipal account statement (not older than 3 months) or lease agreement, unless already on municipality's accredited supplier database.

Authority to sign: board resolution or equivalent authorisation for the signatory must be attached.

Municipal arrears: bidder or directors with municipal rates, taxes or charges in arrears >3 months to Overberg District Municipality or its entities, without settlement arrangement before closing, are disqualified.

Persons in service of the state: bids from such persons will not be considered.

CIDB registration: mentioned as "if applicable" (Section 49); this is a goods supply tender, so CIDB likely not required.

Local content: MBD 6.2 (Declaration for Local Production and Content) appears in the index but no specific local content thresholds are detailed in the extracted text.

All returnable forms listed in submissionGuidelines must be completed and signed.

No specific occupational health and safety (OHS) requirements, safety plans, or HSE compliance details are stated in the extracted document. The successful bidder must ensure sufficient manpower to offload oils and grease at depots, which implies a basic safety consideration for manual handling, but no formal safety plan or OHS Act compliance certificate is requested.

Contract form: MBD 7.1 (Purchase of Goods/Works) to be signed by successful bidder within 30 days of award notification.

General Conditions of Contract (MBD 5) apply, plus any special conditions in the bid document.

Governing law: South African law.

Contract language: English.

Termination for default: municipality may terminate if supplier fails to deliver goods within specified periods, fails to perform any contractual obligation, or engages in corrupt/fraudulent practices. Municipality may procure substitute goods and recover excess costs from defaulting supplier. Restriction penalty up to 10 years from doing business with public sector may be imposed; supplier has 14 days to make representations.

Termination for insolvency: municipality may terminate without compensation if supplier becomes bankrupt or insolvent.

Dispute resolution: mutual consultation within 30 days; if unresolved, either party may give notice to commence mediation; failing mediation, matter may be referred to a South African court. Parties must continue performance during dispute resolution.

Notices: served by ordinary mail to address in bid or later notified address; deemed served on posting date.

Supplier responsible for all taxes, duties, licence fees on contracted goods.

No contract will be concluded with bidders whose tax matters are not in order or who have municipal arrears.

VAT: invoices must comply with VAT Act, show VAT amount, and disclose municipality's VAT registration number (4610114409) for supplies >R3,000.

Confidentiality: supplier may not disclose agreement, specifications, or municipality information without prior written consent; disclosure to employees only on need-to-know basis.

Inspection and audit: municipality may inspect supplier's records and appoint auditors.

Contract extension: may be extended if additional funds become available.

Past improper conduct (abuse of SCM system, influencing officials, offering rewards) may lead to bid rejection.

POPIA compliance: municipality undertakes lawful processing of personal information.

Functionality evaluation (gate 1): minimum 50/65 points.

1. Experience (10 pts): years providing service – 1-3=2, 4-5=4, 6-9=8, 10+=10. Proof: company profile, CIPC docs.
2. Quality of services (20 pts): positive contactable references – 1-2=5, 3-4=15, 5+=20. Proof: reference letters.
3. Product quality (35 pts): TDS submitted = 35; not submitted = 0. Proof: current Technical Data Sheets.

Price/preference evaluation (gate 2): 80/20 system per PPPFA Regulations 2022. 80 points for price (lowest price gets 80, others pro-rata), 20 points for B-BBEE status level per MBD 6.1.

Two bidders selected for award (primary and backup). Municipality may award per line item and accept multiple quotations. Estimated quantities for evaluation only.