Quarterly preventive maintenance & diesel refuelling for 450 kva volvo generator (24-Month contract)

• The requirement is for servicing and refuelling of a standby diesel generator for a period of 24 months.
• The work involves quarterly preventive maintenance and regular diesel refuelling at the Freepen Building in Bloemfontein.

• Closing Date and Time: 20 July 2026 at 16:30.
• RFQ Validity Period: 90 days from the closing date.
• No briefing sessions, site visits, or clarification deadlines are mentioned in the document.

• For enquiries regarding this RFQ, direct emails to: [email protected].
• Physical office address for reference: Freepen Building, 120 A, Henry Street, Westdene, Bloemfontein.
• No telephone number or department name is provided.

• Submit your quotation via email to the correct email address: [email protected]. Failure to send to this address will result in non-consideration.
• The closing date and time is 20 July 2026 at 16:30. Late submissions will not be accepted.
• You must complete and sign all Annexures to this document, including the Standard Bidding Document (SBD).
• Ensure your quotation is valid for 90 days from the closing date.
• Do not deliver any goods or services before receiving an official Postbank Award Letter or Purchase Order (PO). Payment will not be made for unauthorised deliveries.

Vendors are required to submit a completed pricing schedule, All submissions must be emailed to Postbank Procurement Unit within the validity period.

Minimum 5 years diesel generator maintenance experience; Valid business license; Valid fuel distribution license; Valid public liability insurance; Registered on Central Supplier Database (CSD); Compliance with all mandatory documentation in Annex C; Tax compliance.

• Scope: Provide quarterly preventive maintenance and regular diesel refuelling for a 450 kVA Volvo standby diesel generator over a 24-month contract.
• Generator Details:
• Make & Model: Volvo DGDF2389 UTAD 1344GE
• Capacity: 450 KVA
• Location: Freepen building, 120A Henry Street, Westdene, Bloemfontein
• Serial Number: 6518
• Fuel Tank Capacity: ± 450 Litres
• Quarterly Servicing (8 visits total): Each visit must include a full inspection, oil and filter change, fuel/air/coolant system service, and detailed reporting.
• Annual Load Bank Testing: Once per year, for 30 minutes at 80% load (approx. 360 kW).
• Diesel Fuel Supply:
• Fuel Type: Ultra-Low Sulfur Diesel (ULSD), compliant with BS-VI/Euro-V or SANS 342 (max 10 ppm sulfur).
• Quality: Must be free from water, sediment, and microbial contamination.
• Delivery: Scheduled top-ups before each quarterly visit and on-demand during emergencies.
• Reporting: Submit a comprehensive service report within 5 working days of each visit.
• Emergency Support: 24/7 emergency call-out support is required, with a dedicated contact number.

• Perform 8 scheduled preventive maintenance visits over 24 months (4 per year).
• Each visit includes a full inspection of the generator set (engine, alternator, control panel, battery system).
• Conduct load bank testing once per year for 30 minutes at 80% load.
• Supply Ultra-Low Sulfur Diesel (ULSD) meeting specified quality standards.
• Monitor fuel tank levels during every site visit and report consumption.
• Provide 24/7 emergency call-out support with a dedicated contact number.

• Mandatory: Minimum 5 years' experience in diesel generator maintenance.
• Provide 3 signed reference letters for previous diesel generator maintenance work.
• Submit a company profile with at least three references for similar contracts.
• Provide a proposed service schedule.

• Use OEM-approved lubricants and filters for oil changes.
• Perform thorough cleaning of the radiator and cooling system.
• Conduct annual internal inspection of the fuel tank for contamination.
• Calibrate/check all gauges, meters, and instrumentation.
• Test and verify all safety shutdowns and protection devices.
• Ensure the generator is fully fuelled prior to load bank testing.

• Complete the cost breakdown table in Annex D.
• Itemise pricing for: Quarterly Generator Servicing (per visit), Annual Load Bank Testing (2 tests), Diesel Fuel Supply (per litre), Emergency Call-Out (per call, max 4/year).
• Show prices for Year 1 and Year 2 (VAT Excl.).
• Include a total (VAT Excl.), VAT at 15%, and Total Price (VAT Incl).

• Provide a full cost breakdown for each item on your official company letterhead.
• All prices must be VAT inclusive (if VAT registered) and quoted in South African Rand (ZAR).
• Include any discounts offered for the 2-year commitment.
• The pricing schedule must itemise:
• Quarterly Generator Servicing (per visit)
• Annual Load Bank Testing (2 tests over 2 years)
• Diesel Fuel Supply (per litre, including escalations)
• Emergency Call-Out (max 4 calls per year, within 2-hour response)
• You must warrant that your quoted pricing is free of errors and that services will be executed at the quoted price.

• Mandatory Requirements for Phase 1 Evaluation (failure to comply results in disqualification):
• Minimum 5 years' experience in diesel generator maintenance, proven with 3 signed reference letters.
• A valid business license.
• A valid fuel distribution license.
• Valid Public Liability insurance.
• Company profile with a minimum of three references for similar contracts.
• A proposed service schedule.
• General Compliance:
• Registration on the Central Supplier Database (CSD) is required.
• You must ensure compliance with your tax obligations.
• You must complete and sign all Standard Bidding Documents (SBDs) and Annexures.
• B-BBEE/Specific Goals: Points are allocated for Specific Goals (20 points total), but specific sub-criteria (e.g., for Historically Disadvantaged Individuals, Women, Disabled) are not detailed in the extracted text.

• Specific Goals carry 20 points in the evaluation.
• Points are allocated for Historically Disadvantaged Individuals (8 points), Women (7 points), and Disabled persons (5 points) under the 80/20 system.
• You must submit proof/documentation to claim these points; failure to do so means you forfeit them.
• The organ of state reserves the right to verify any claims.

• Maintain valid Public Liability insurance to cover injury or damage during servicing.
• Fuel must be delivered using properly calibrated, licensed, and roadworthy tanker vehicles compliant with dangerous goods regulations.
• Each fuel delivery requires a certificate/waybill showing date, time, quantity, temperature-corrected volume, and batch quality.
• Ensure zero tolerance for fuel contamination or spillage incidents.

• Postbank's standard conditions of purchase apply.
• No goods or services may be delivered before an official Postbank Award Letter or Purchase Order (PO) is issued. Payment will be refused for unauthorised deliveries.
• Postbank reserves the right to cancel or reject any quote, not award to the lowest bidder, award parts to different bidders, or not award at all.
• The appointed service provider must warrant that quoted pricing is error-free and services will be executed at that price.
• General Conditions of Contract as prescribed by National Treasury apply (refer to provided link).

• Complete and sign all Annexures and Standard Bidding Documents.
• Ensure compliance with tax obligations.
• Keep Postbank updated on your business status.
• Submit RFQ responses to the correct email address on the cover page.
• Be registered on the Central Supplier Database (CSD).
• Complete the bidder's disclosure declarations regarding state employment, relationships, and other interests.
• Adhere to the General Conditions of Contract prescribed by National Treasury.

• The evaluation uses a two-phase process: Mandatory Requirements followed by Commercial Evaluation (Price 80, Specific Goals 20).
• The preference point system (80/20 or 90/10) will be determined after tenders are received.
• Price scoring formulas are provided for both systems, benchmarking against the lowest acceptable tender.