Servicing and refueling of the generator for a period of 24 months

Closing date: 21 August 2026 at 16:30.

RFQ validity period: 90 days from the closing date.

No briefing session or site visit is stated.

Enquiries: [email protected].

Submission email: [email protected].

Site address: Freepen Building, 120A Henry Street, Westdene, Bloemfontein.

Returnable documents — all must be completed, signed and submitted with the quotation:

• SBD 4 (Bidder's Disclosure): discloses whether any director, shareholder or controlling person is employed by the state or connected to the procuring institution; false declarations disqualify the bid.
• SBD 6.1 (Preference Points Claim): claims specific-goal points under the 80/20 system; failure to submit proof means no preference points are claimed.
• Completed pricing schedule (Annex D) on official company letterhead.
• Proof of CSD registration and tax compliance.

Submission channel:

• Email the RFQ response to [email protected]. Responses sent to any other address will not be considered.
• Quotations must be received by the closing time; late submissions are not accepted for any reason.

Disqualification risks:

• Any returnable form left unsigned or omitted.
• Failure to comply with any mandatory requirement in Phase 1.
• Delivering goods or services before an official Postbank Award Letter or Purchase Order is issued — Postbank may refuse payment or acceptance.

Two-phase evaluation:

• Phase 1 (Mandatory Requirements): bidders must tick Comply/Do Not Comply and submit all listed documents. Failure to comply disqualifies the bid.
• Phase 2 (Commercial): Price 80 points, Specific Goals 20 points. Price is benchmarked against the lowest quote; specific-goal points are awarded per the stated goals.

Mandatory requirements (Phase 1):

• Minimum 5 years' experience in diesel generator maintenance.
• At least 3 signed reference letters for diesel generator maintenance services.
• Valid business registration (CIPC).
• Valid fuel distribution licence.
• Valid public liability insurance.
• Company profile with at least three references for similar contracts.
• Proposed service schedule.

Specific goals (20 points) — points claimed via SBD 6.1:

• Historically disadvantaged individuals: 8 points.
• Women: 7 points.
• Disabled: 5 points.

Contract term: 24 months.

Generator details:

• Make and model: Volvo DGDF2389 UTAD 1344GE.
• Capacity: 450 kVA.
• Location: Freepen Building, 120A Henry Street, Westdene, Bloemfontein.
• Serial number: 6518.
• Fuel tank capacity: approximately 450 litres.

Quarterly servicing (4 visits per year, 8 visits total):

• Full inspection of engine, alternator, control panel and instrumentation, and battery system.
• Oil and filter change using OEM-approved lubricants and filters.
• Fuel, air and coolant system service: replace fuel filters and water separator; replace or clean air filter; inspect, test and top up coolant/anti-freeze.
• Load bank testing once per year: minimum 30 minutes at 80% of rated load (about 360 kW); record voltage, frequency, current, power factor, oil pressure, temperature.
• Clean radiator and cooling system; annual internal fuel tank inspection for contamination, sludge or water.
• Functional test of Auto-Transfer Switch (ATS): simulate mains failure, verify automatic start-up, transfer and return.
• Calibrate all gauges and meters; verify safety shutdowns and protection devices.
• Submit a detailed service report within 5 working days of each visit, including work performed, parts replaced, test results, photographs and recommendations.

Diesel fuel supply:

• Fuel type: Ultra-Low Sulfur Diesel (ULSD), BS-VI/Euro-V compliant or SANS 342 with maximum 10 ppm sulfur.
• Fuel must be free of water, sediment and microbial contamination, and suitable for high-pressure common-rail engines.
• Include winterisation/anti-gel additives during cold months in the Free State.
• Estimated annual consumption: assume 2 000–4 000 litres per year for budgeting.
• Scheduled top-ups before each quarterly visit to full capacity; on-demand deliveries during extended outages or when fuel level drops below 30–50% of tank capacity.
• Deliveries by calibrated, licensed, roadworthy tankers compliant with dangerous goods regulations; provide a delivery certificate/waybill with date, time, quantity, temperature-corrected volume and batch quality details.
• Monitor fuel levels at each visit, report consumption, advise on fuel quality issues, and ensure zero tolerance for contamination or spillage.

Emergency call-out:

• 24/7 support included in contract price; dedicated emergency contact number required.

Service execution plan:

• Perform quarterly preventive maintenance (4 visits per year, 8 total) on the 450 kVA Volvo generator.
• Each visit includes full inspection, oil and filter change, fuel/air/coolant system service, cleaning, ATS functional testing, calibration and verification.
• Conduct annual load bank testing (30 minutes at 80% of rated load) during one quarterly visit.
• Provide 24/7 emergency call-out support with a dedicated contact number.
• Submit detailed service reports within 5 working days of each visit.

Fuel supply methodology:

• Supply, transport and deliver ULSD diesel (BS-VI/Euro-V or SANS 342, max 10 ppm sulfur).
• Scheduled top-ups before each quarterly visit to full capacity; on-demand deliveries during extended outages or when fuel level drops below 30–50% of tank capacity.
• Use calibrated, licensed, roadworthy tankers; provide delivery certificates/waybills.
• Monitor fuel levels, report consumption, and advise on fuel quality issues.

Bidder experience requirements:

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

Service quality requirements:

• Use OEM-approved lubricants and filters for the Volvo model.
• Replace or clean air filters per manufacturer recommendation and site conditions.
• Clean radiator and cooling system thoroughly; annually inspect fuel tank internally for contamination, sludge or water.
• Calibrate all gauges, meters and instrumentation; verify all safety shutdowns and protection devices.
• Conduct load bank testing once per year for at least 30 minutes at 80% of rated load, recording key parameters.
• Submit a detailed service report within 5 working days of each visit, including work performed, parts replaced, test results, photographs and recommendations.

Pricing requirements:

• Full cost breakdown on official company letterhead.
• Prices VAT inclusive (if VAT registered) and in South African Rand.
• Include discounts for a 2-year commitment.
• Items: quarterly generator servicing (per visit), annual load bank testing (per test, 2 tests), diesel fuel supply (per litre with escalations), emergency call-out (per call, max 4 per year).
• State totals: VAT excluded, VAT 15%, and VAT included.

Pricing format:

• Provide a full cost breakdown on official company letterhead.
• Prices must be VAT inclusive (if VAT registered) and quoted in South African Rand.
• Include any discounts for a 2-year commitment.

Cost breakdown items:

• Quarterly generator servicing (per visit).
• Annual load bank testing (per test, 2 tests over the contract).
• Diesel fuel supply (per litre, with escalations).
• Emergency call-out (per call, maximum 4 per year).

Totals required: Total price VAT excluded, VAT at 15%, and total price VAT included.

Payment conditions:

• No goods or services may be delivered before an official Postbank Award Letter or Purchase Order is issued; Postbank may refuse payment or acceptance otherwise.

Mandatory registrations and documents:

• Central Supplier Database (CSD) registration.
• Valid business registration (CIPC).
• Valid fuel distribution licence.
• Valid public liability insurance.
• Tax compliance status.

Returnable standard forms:

• SBD 4 (Bidder's Disclosure): discloses state employment or connections; false disclosure disqualifies.
• SBD 6.1 (Preference Points Claim): claims specific-goal points under the 80/20 system.

Other requirements:

• Company profile with at least three references for similar contracts.
• Proposed service schedule.

Health and safety requirements:

• Fuel deliveries must use properly calibrated, licensed and roadworthy tanker vehicles compliant with dangerous goods transport regulations.
• Ensure zero tolerance for fuel contamination or spillage incidents.
• Deliveries performed during agreed business hours unless emergency delivery is required.
• Provide a fuel delivery certificate/waybill with date, time, quantity, temperature-corrected volume and batch quality details.
• Include winterisation/anti-gel additives during cold months in the Free State region.

Postbank's standard conditions of purchase apply. Late submissions are not accepted. The recommended service provider must complete and sign all Standard Bidding Documents and adhere to the General Conditions of Contract as prescribed by National Treasury. No goods or services may be delivered before an official Postbank Award Letter or Purchase Order is issued. Postbank reserves the right to cancel or reject any quote, not to award to the lowest bidder, to award parts to different bidders, or not to award at all.

Postbank's standard conditions of purchase apply. Late submissions not accepted. No delivery before official Award Letter or Purchase Order. Bidders must be CSD registered. Postbank may cancel, reject, not award to lowest bidder, award parts, or not award at all.

Mandatory requirements:

• Minimum 5 years' experience in diesel generator maintenance.
• At least 3 signed reference letters for similar services.
• Valid business registration (CIPC).
• Valid fuel distribution licence.
• Valid public liability insurance.
• Company profile with at least three references for similar contracts.
• Proposed service schedule.

Evaluation is in two phases: Phase 1 mandatory requirements (comply or disqualify), Phase 2 commercial with Price 80 points and Specific Goals 20 points. Price benchmarked against lowest quote.