Panel of transport service providers for scholar transport in the eastern cape (36 months)

The Department requires the appointment of a panel of service providers to transport qualifying and approved learners to and from schools across the Eastern Cape for a period of 36 months, anticipated to commence at the beginning of the 2027/28 financial year.

Closing date: 26 October 2026 at 11:00.

Bid documents available from 25 September 2026 at 09:00 on www.ectransport.gov.za and www.e-tenders.gov.za.

Clarification meetings (all at 10:00):

• 02 October 2026: Nangoza Jebe, New Brighton, Gqeberha
• 05 October 2026: Emaxesibeni Town Hall, Mt Ayliff
• 06 October 2026: OR Tambo Hall, Mthatha
• 07 October 2026: Indoor Sport Centre, Komani
• 08 October 2026: Bensonvale Hall, Sterkspruit
• 13 October 2026: Orient Theatre Hall, East London

Technical queries:

• Contact: Ms P Mehlo
• Email: [email protected]
• Telephone: 076 991 8568

Supply Chain queries:

• Contact: Ms S. Buso
• Email: [email protected]
• Telephone: 064 880 6907

eSubmission technical queries:

• Email: [email protected]
• Telephone: +27(0)12 406 9222 / 012 406-9229 / 012 312-5000

Issuing department address:

Province of the Eastern Cape

Department of Transport

Private Bag X0023

Bhisho, 5605

Submission method: eTender Publication Portal (eSubmission) only.

Closing time: 26 October 2026 at 11:00.

No late, telephonic, posted, e-mailed or faxed bids will be considered.

Bids must be submitted on the standard bidding documents and annexures bound in this document; incomplete or non-responsive bids will be disqualified.

Bidders must complete all forms in black ink; corrections must be made by drawing a line through the error, writing the correction above, and initialling it.

Unauthorised amendments to the bid document may lead to rejection.

Returnable forms include:

• SBD 1 (Invitation to Bid): bidder and contact details, signed as the offer cover page.
• SBD 4 (Declaration of Interest): discloses whether any director or shareholder is employed by the state or connected to anyone at the department.
• SBD 6.1 (Preference Points Claim): claims B-BBEE points under the PPPFA 80/20 or 90/10 system.
• SBD 6.2 (Declaration for Local Production and Content): declares local content percentage.
• SBD 8 (Declaration of Bidder's Past Supply Chain Management Practices): discloses past SCM practices.
• SBD 9 (Certificate of Independent Bid Determination): certifies the price was set independently, with no collusion.
• Authority to Sign / Board Resolution: authorises the named signatory to bind the bidder.
• FORM 2: reflects individual vehicle information, verified with eNaTIS.
• Proof of CSD registration and tax compliance status (tax pin encouraged).
• Valid Passenger Liability Insurance (PLI) of at least R500,000 per vehicle, presented within 7 days at contracting/allocation stage.

Bids must remain valid for 90 days from the closing date.

Evaluation is based on eligibility and compliance, using the 80/20 or 90/10 preference point system under the PPPFA 2022 Regulations.

Bidders must be registered on the CSD before the closing date; CSD is verified at all stages of evaluation until final award.

Bidders must be tax compliant (verified via CSD or SARS eFiling).

Bidders must be individual public transport operators.

Bidders must not be employees of the state or organs of state (including political office bearers).

Vehicles must be registered in the bidder's name (company or natural person).

Valid Passenger Liability Insurance (PLI) of at least R500,000 per vehicle is required.

A compatible smart handheld device per vehicle is required.

All required bid forms and annexures must be completed and submitted.

No unauthorised amendments to the bid document.

No late, telephonic, posted, e-mailed or faxed bids.

No misrepresentation of vehicles or related licences.

Preference is given to local individual public transport operators (those living/operating closest to the pickup point) to minimise dead kilometres; preferred address from CSD is used.

The Department reserves the right to appoint more than one operator per route for equitable distribution.

The Department requires the appointment of a panel of service providers to transport qualifying and approved learners to and from schools across the Eastern Cape.

Contract period: 36 months, anticipated to commence at the beginning of the 2027/28 financial year.

Only buses, midi buses, and minibuses may be used, registered under the bidder's name.

Vehicles must be compliant for public transport operation.

All vehicles must be in the name of the bidder (company) or the vehicle owner (if natural person); authenticity verified with eNaTIS.

Bidders must fill in FORM 2 with individual vehicle information (ownership, registration, licensing, particulars, roadworthiness/Certificate of Fitness).

Successful bidders must apply for a Scholar Transport Operating Licence within 7 working days of contract signing; verification on OLAS.

Operating Licences are not mandatory at bid submission stage but must be specific to the contract.

Bidders must register and actively use the Learner Transport Management System (LTMS) for operational monitoring, learner verification, route management, contract administration, payment certification, vehicle verification, and compliance management.

Smart handheld devices with signing capabilities per vehicle are required, running minimum OS version 12 (Android or iOS), with the EC DoT Mobile Application (Driver's App) installed.

Vehicles must be available for physical inspection before contract commencement.

The Department may change schools, routes, pickup points, available budget, or number of learners during the contract period, as determined by the Department of Education.

Operators must use the Learner Transport Management System (LTMS) for operational monitoring, learner verification, route management, contract administration, payment certification, vehicle verification, and compliance management.

Smart handheld devices with the EC DoT Mobile Application (Driver's App) must be used for monitoring; the app loads driver, vehicle registration, make and model information.

Devices must have sufficient data and battery life for the service duration.

Operators must follow the approved timetable and authorised pickup points.

The Department may break down an award into smaller carrying capacity vehicles if the offered vehicle does not match the required capacity.

Bidders must be individual public transport operators who are licensed and suitably experienced.

Preference is given to local operators living/operating closest to the pickup point to minimise dead kilometres.

Vehicles must be registered in the bidder's name (company or natural person).

No specific years of experience or reference projects are stated in the document.

The Department monitors and evaluates operator performance on an ongoing basis using manual and digital systems.

Digital monitoring includes the Learner Transport Management System (LTMS), GPS verification, mobile applications, and electronic attendance verification.

Operators must submit proof of delivery (POD) completed by both school and operator for each trip, reconciled with the app.

Original invoices with a list of learners ferried must be submitted by the 7th day of each month.

Compliance documents must be submitted when requested.

Records must be retained for at least 3 years after contract end.

Providing incorrect, false, or fraudulent information may result in withheld payments, audit costs, and damages.

Pricing: Maximum route rates will be provided by the Department of Transport; rates may be reviewed in consultation with stakeholders.

Monetary corrections due to verification of kilometres or disputes apply only from the date the discrepancy is identified and reported, not retrospectively.

No fares may be charged to approved learners.

Insurance: Passenger Liability Insurance (PLI) of at least R500,000 per vehicle per incident, and full comprehensive vehicle insurance based on realistic market value, maintained at the operator's expense for the contract duration.

Proof of insurance must be submitted before commencement; the Department may request proof quarterly.

Payment: Invoices with a list of learners ferried must be submitted on or before the 7th day of each month; payment is monthly in arrears within 30 days.

Payment certificates do not waive the Department's rights regarding service performance or claim accuracy.

CSD registration is mandatory before the closing date; non-registration disqualifies the bid.

Tax compliance is mandatory; verified via CSD or SARS eFiling; tax pin encouraged; must remain tax compliant for the contract duration.

Bidders must be individual public transport operators.

Civil servants and employees of organs of state (including political office bearers) are barred from doing business with the state.

B-BBEE: Preference points claimed under the 80/20 or 90/10 system; valid B-BBEE certificate or sworn affidavit required as per PPPFA.

Operating Licence: Not required at bid submission, but must be applied for within 7 working days after award.

Passenger Liability Insurance (PLI) of at least R500,000 per vehicle, with proof every 12 months.

Vehicles must be registered in the bidder's name and verified with eNaTIS.

Smart handheld devices with minimum OS version 12 per vehicle.

All required forms and annexures must be completed and submitted; incomplete bids are disqualified.

The operator must exercise the highest degree of skill, care, and diligence in providing services.

Vehicles must be compliant for public transport operation and conform to specified capacity and attributes.

The operator must ensure passenger safety and property; the Department is not liable for operator negligence.

The operator must not refuse to convey an approved learner except for violent, abusive, or offensive conduct, or other grounds in the Act/road traffic legislation.

The operator must report any circumstances preventing service provision as soon as possible, confirmed in writing.

Accidents involving injury or death must be reported within 24 hours, with a written report within 4 weekdays and SAPS case number.

Contract duration: from commencement date to the last school day of the 2029 academic year; allocation aligned to the Department of Education academic year.

No cession, delegation or sub-contracting is allowed during the contract.

South African law applies; the operator accepts jurisdiction of South African courts.

The operator is an independent contractor, not an employee or agent of the Department.

Confidentiality obligations apply to both parties.

Communication methods: hand delivery, registered mail (after contract acceptance), email, or SMS.

Contract documents precedence: Bid document, Letter of appointment, Allocation form, Completed Contract Forms.

Cancellation of scheduled trips is not permitted except under specified conditions (e.g., departmental instruction due to budget, written agreement, road closures, danger to life, or strikes).

The operator must report any accident involving injury or death within 24 hours, followed by a written report within 4 weekdays, including SAPS case number.

The operator must notify the Department within 7 days of any change in ownership control.

Accounting records and proof of deliveries must be kept for at least 3 years after contract termination.

The Department may access vehicles, documentation, and communication devices for monitoring.

The operator must produce proof of licences/permits within 2 working days of a written request.

Disputes are resolved under the contract's dispute resolution provisions.

Repeated non-performance may lead to contract review, suspension, or termination.

Special conditions include: definitions; access and disclosure rights; administrative matters; pickup point restrictions; cancellation of scheduled trips; no cession, delegation or sub-contracting; South African law; commencement date and duration (to last school day of 2029); establishment activities; smart handheld device requirements (minimum OS version 12); confidentiality; contract documents precedence; communication methods; entire contract clause; route rate reviews; no fares to learners; independent contractor status; information provision; insurance (PLI R500,000 per incident and comprehensive vehicle insurance); monitoring and evaluation; payment terms (monthly in arrears within 30 days); penalties for non-performance; operating licence obligations; and additional services allowed if they do not interfere with the contract.

Bidders must be registered on the CSD before the closing date.

Operating Licences are not mandatory at bid submission but must be applied for within 7 working days after award.

Vehicles must be registered in the bidder's name and verified with eNaTIS.

Valid Passenger Liability Insurance (PLI) of at least R500,000 per vehicle is required, with proof every 12 months.

Only buses, midi buses, and minibuses may be used.

Bidders must register and use the Learner Transport Management System (LTMS).

Smart handheld devices with signing capabilities per vehicle are required, with minimum OS version 12 (Android or iOS).

All supplementary information must be supplied with the bid.

Bidders must not be employees of the state or organs of state.

Evaluation is based on eligibility and compliance, using the 80/20 or 90/10 preference point system under the PPPFA 2022 Regulations.

CSD registration is verified at all stages of evaluation.

Preference is given to local individual public transport operators.

The Department reserves the right to appoint more than one operator per route.

The transport operator must provide details of all vehicles to be used under this contract as per the form. Full compliance is required, including copies of any documents required by way of this form. Failure to comply will result in the bid being deemed non-responsive.

Returnable documents:

• Form 2: Schedule of Existing Vehicles — list every vehicle to be used under the contract, with make, model, year, registration number, owner, carrying capacity, route number, mobile device model and cell phone number per vehicle. Attach copies of all required documents. Full compliance is mandatory; failure to comply renders the bid non-responsive.
• The form must be completed with the company/bidder name, CSD number, director name and ID number, contact details, and preferred address as per the CSD.
• The form must be signed and dated by the transport operator.

Bidders must be registered on the Central Supplier Database (CSD) and provide their CSD number. The bidder must provide the director's name, ID number, and contact details. Full compliance with the vehicle schedule is mandatory; failure to comply will result in the bid being deemed non-responsive.

The transport operator must provide details of all vehicles to be used under this contract, including:

• Make, model, year, and vehicle registration number.
• Owner as per registration paper.
• Carrying capacity.
• Route number.
• Mobile device model type and cell phone number per vehicle.
• Copies of any documents required by way of this form must be submitted.