Repairs and maintenance services for motorbikes, fuel trailers, and forklifts - south african post office

• RFQ Closing Date and Time: 25 June 2026 at 11:00.
• Clarification Questions Deadline: Submit written questions by 22 June 2026.
• No compulsory briefing session is scheduled (indicated as N/A).
• RFQ Validity Period: 120 days from the closing date.

• Procurement enquiries: Contact Michael Mabena, Procurement Specialist.
• Email: [email protected].
• Telephone: 012 845 2676.
• Submission email: [email protected].
• Physical address for enquiries: South African Post Office Limited, Supply Chain Management, Cnr. James Drive and Moreleta Street, Silverton, Pretoria.

• Submit proposals via email to [email protected] or hand-deliver to the tender box. Ensure receipt by 25 June 2026 at 11:00. Late submissions will not be considered.
• Proposals must be compiled as follows: one original in an arch lever file, with loose-leaf (unbound) copies inside.
• Hand-delivered proposals must be sealed. The outer envelope must include: bidder name, proposal description, RFQ number (RFQ 26-27-38), closing date and time, name of person for attention, and bidder name and address on the reverse side.
• All documents and correspondence must be in English. Use only official forms provided; do not retype.
• Complete and submit these returnable documents: SBD1, SBD4, Confidentiality and Non-Disclosure Agreement, Certificate of Acquaintance with Bid Documents, latest CSD Report/MAAA number.
• Failure to submit required documents at closing may lead to a request for submission within 2 working days (5 working days for tax compliance). Non-compliance results in disqualification.
• Amendments to proposal documents must be initialled by the bidder. No correction fluid (e.g., Tippex) without initials.
• Pricing schedule (Annexure F) must be fully completed in South African Rands (ZAR). Incomplete pricing renders the bid non-responsive.

1. Must not be on National Treasury's restricted suppliers list. 2. Must not have directors/employees who are state employees. 3. Must be RMI certified for motorbike/trailer repairs. 4. Must have minimum 1 year completed experience per vehicle type. 5. Must be able to provide 24/7 breakdown response. 6. Must use OEM parts (or obtain approval for alternatives). 7. Foreign suppliers must meet RSA residency/taxation requirements. 8. Joint ventures/consortia must submit consolidated BBBEE certificate.

• Scope: Repairs, servicing, and maintenance of SAPO motorcycles and a fuel trailer in Gauteng and Western Cape regions.
• Contract period: Six months on a month-to-month basis, with requirements varying based on operational needs.
• Bidders can bid for specific vehicle types (motorcycles or trailer) and/or regions, or for all.
• Services required: All routine services, mechanical repairs, tyre repairs, auto electrical work, 24/7 mechanical breakdown and recovery service (excluding accidents).
• Key operational requirements:
• Maintenance must adhere to OEM specifications and standards.
• Bidder must be a certified member of the Retail Motor Industry (RMI) and supply RMI certification.
• Provide reports on due/missed services, inform SAPO of scheduled services, and submit technical diagnostic reports and quotes for approval before work.
• Use only Original Equipment Manufacturer parts; obtain SAPO approval for alternatives.
• Submit monthly invoices and account statements (soft copies).
• Arrange Certificate of Fitness (COF) testing and ensure roadworthiness.
• Provide transportation for motorcycles to workshops/depots as needed.
• Current vehicle locations: Gauteng (Tshwane Mail Centre initially, then Tshwane and Witspos areas); Western Cape (Cape Mail, George, Malmesbury Depot, Bellville).
• Performance requirements:
• Available 24/7 for breakdowns and repairs.
• Provide a centralized contact person and number.
• Maximum turnaround times: 72 hours for major repairs; 24 hours for normal repairs/services.
• Failure to meet turnaround times may incur penalties: 5% for first offense, 10% for second, and potential contract breach for three failures.
• Warranty: Indicate warranty for all repairs and parts on each invoice; rework at service provider's expense.

• Minimum experience: At least one year of completed experience per contract in repairs and maintenance for the vehicle type being bid for.
• Experience must be in repairs, maintenance, and servicing of Big Boy Scooters/motorbikes or similar motorbikes.
• Submit client references using Annexure BR template, confirming experience within the past two years from bid closing date.
• Must be a certified member of the Retail Motor Industry (RMI) and supply RMI certification.
• Confirm compliance with specification using Annexure BC template.
• Register on the Central Supplier Database (CSD).
• Complete and submit SBD1 and SBD4 forms.
• Ensure tax compliance.

• SAPO reserves the right to reject or disqualify proposals that are incomplete, late, non-compliant with specifications, or contain incorrect/misleading information.
• SAPO may cancel the RFQ at any time, negotiate with preferred bidders, accept part of a bid, split the award, conduct site inspections, request financial statements, or award to a bidder not highest scoring based on objective criteria.
• Non-compliant bids may be rejected without evaluation, though SAPO may seek clarification or continue evaluation if non-compliance is minor.

• Use the attached Excel Pricing Schedule (Annexure F).
• Complete every column; enter zero if no charge. Incomplete pricing renders the bid non-responsive.
• Quotes must be all-inclusive, covering labour, insurance, equipment, materials, consumables, and VAT (use 15% VAT rate).
• Prices must be in South African Rands (ZAR).
• Bid for all items in the schedule; no corrections after closing.
• Evaluation based on total project cost.

• Pricing must be submitted using the attached Excel Pricing Schedule (Annexure F).
• Complete every column; if no charge, enter zero. Incomplete pricing renders the bid non-responsive.
• Quotes must be all-inclusive, covering labour, insurance, equipment, materials, consumables, and VAT (use 15% VAT rate).
• Prices must be in South African Rands (ZAR).
• Bidders must quote for all items in the pricing schedule; no corrections will be requested after closing.
• Evaluation is based on total project cost as reflected in the summary.
• Payment terms: Contract price inclusive of VAT, payable 30 days from statement date.

• Tax Compliance: Bidders must be tax compliant. Provide a Tax Compliance Status (TCS) PIN from SARS or a CSD number if registered on the Central Supplier Database but without a TCS PIN.
• Central Supplier Database (CSD): Registration is mandatory. Register at www.csd.gov.za if not already registered.
• B-BBEE: Submit a valid BBBEE Certificate (SANAS accredited, CIPC/DTI, or sworn affidavit for EMEs/QSEs).
• Joint ventures/consortia must submit consolidated BBBEE certificates and provide signed agreements as proof of arrangement.
• Submit completed SBD1 and SBD4 forms.
• Bidders on the National Treasury list of restricted suppliers will be disqualified.
• Bidders must disclose any employment by the state by directors/trustees/shareholders/members/partners.

• Warranty for repairs and parts must be indicated on each invoice; rework is at the service provider's expense.
• Performance requirements:
• Available 24/7 for breakdowns and repairs.
• Provide a centralized contact person and number.
• Maximum turnaround times: 72 hours for major repairs; 24 hours for normal repairs/services.
• Notify SAPO with supporting evidence if unable to meet turnaround times.
• Penalties for service failures:
• First offense: 5% penalty fee on the specific service.
• Second offense: 10% penalty fee.
• Three failures below targets may constitute breach of contract, making the service provider liable for costs incurred by SAPO to hire alternative vehicles.
• Confidentiality Agreement: Bidders must agree to keep SAPO's confidential information secure and not disclose it without prior written consent.
• The agreement endures regardless of whether a business relationship is established.

• Specific Goals scoring details:
• ≥51% Black owned: 10 points.
• ≥51% Youth owned: 5 points.
• ≥51% Women owned: 3 points.
• ≥1% owned by disabled persons: 2 points.
• Submit a valid BBBEE Certificate (SANAS accredited, CIPC/DTI, or sworn affidavit for EMEs/QSEs). Expired certificates or affidavits are not accepted.
• Joint ventures/consortia must submit a consolidated BBBEE certificate.
• Failure to submit specific goal requirements results in zero points, but not disqualification.
• Pricing schedule (Annexure F) must be fully completed; incomplete pricing renders the bid non-responsive.
• Administrative returnable documents: SBD1, SBD4, Confidentiality and Non-Disclosure Agreement, Certificate of Acquaintance with Bid Documents, latest CSD Report/MAAA number.

Required returnable documents:

• Completed and signed client reference letter (Annexure BR) on the client’s letterhead.
• The letter must include: client name, bidding company name, signature, name and title of signatory, contact details, and email address.
• The letter must specify the number of completed years of experience in repairs and maintenance of motorbikes and fuel trailers within the past two (2) years of the bid closing date.
• Disqualification risk: Bidders failing to submit a fully completed and signed Annexure BR may be disqualified as non-responsive.

Evaluation will focus on:

• Verifiable experience in repairs, maintenance, and servicing of Big Boy Scooters/Motorbikes (or similar) and fuel trailers.
• Compliance with submission requirements: completed and signed Annexure BR with accurate client details, service descriptions, and valid experience periods (within the past two years of bid closing date).

Scope of work:

• Repairs, maintenance, and servicing of Big Boy Scooters/Motorbikes or similar motorbikes.
• Repairs, maintenance, and servicing of fuel trailers.
• Services must be delivered in Gauteng and Western Cape regions.
• Bidders must demonstrate completed experience in these services within the past two (2) years of the bid closing date.

• Bidders must be registered and compliant with South African business regulations.
• Relevant experience in vehicle/forklift/motorbike maintenance and repairs is likely required.
• Ability to provide services in Gauteng and Western Cape regions is required.
• Submission must include complete and accurate pricing schedules.
• Proof of VAT registration is required.
• Certification or accreditation for vehicle maintenance may be required by SAPO.
• Evaluation will use the 'Total Cost for Service per vehicle' (Column J) for pricing comparison.

• Bidders must indicate standard labour hours required to complete a service for each vehicle (motorbikes, fuel trailers, forklifts, tow tractors).
• Pricing schedule requires detailed breakdowns for labour, service costs, call-out fees, battery replacements, load testing, and recovery/towing fees (where applicable).
• All columns in the pricing schedule must be completed; enter '0' for no charge.

• All prices must be inclusive of VAT.
• Costs must be all-inclusive; incomplete pricing (missing costs) will disqualify the bid.
• Quoted rates will be fixed for the contract duration.
• Additional work or spares will be quoted separately as needed.
• Bidders may choose to bid for specific categories (e.g., forklifts, tow tractors, motorbikes, fuel trailers) or combinations thereof.