Panel appointment for fuel and lubricants supply to water infrastructure

• Purpose: Appoint service providers to supply fuel and lubricants for diesel- and petrol-driven water infrastructure in the O&M division for three years.
• Background: Sekhukhune District Municipality provides water from boreholes, many of which are diesel/petrol driven. The O&M division ensures sustainable water supply.
• Scope: Outsource fuel and lubricants provision to external suppliers for boreholes across the district.
• Service provider must have filling stations in four local municipalities or MOUs with licensed filling stations.
• Fuel and lubricants will be supplied to depots in five regions: Tubatse, Elias Motsoaledi, Ephraim Mogale, Makhuduthamaga, and Fetakgomo.
• Municipal officials will collect fuel from supplier's filling station/depot.
• Orders are as-needed; quantities not guaranteed.
• Prices may fluctuate based on official fuel price publications.
• Payment within 30 days after invoice submission.
• Required resources: Filling station/fuel depot, bowsers for transport, proof of ownership and adequate lubricant stock.
• Contract duration: 36 months from signing.
• Deliverables: Ensure adequate fuel/lubricant stock at all times; deliver ordered stock within 14 days.
• Pricing instructions: Complete attached pricing schedule; follow all formatting and signing rules.

• Closing date: 12 August 2026.
• Closing time: 11:00.
• No briefing session or site inspection is indicated in the document.

• For bidding procedure enquiries:

• Contact person: Voster Masemola.
• Department: Supply Chain Management.
• Telephone: +27 (13) 262 7656.
• Email: [email protected].

• For technical information:

• Contact person: Evelyn Hamese.
• Department: Infrastructure and Water Services.
• Telephone: 013 262 7579.
• Email: [email protected].

• All technical enquiries should be directed to Manager O&M Ms Hamese E at 013 262 7300 or [email protected].

• Submit your bid in the bid box at the AB Sikhosana Fire Station offices of Sekhukhune District Municipality, located next to Groblersdal WTW. Do not submit at Bareki Mall offices.
• Deadline: 12 August 2026 at 11:00.
• Late bids will not be considered.
• Use the official forms provided; do not retype them.
• Bids must be valid for 90 days.
• Required returnable documents include:

• Original certified copy of identity documents for directors (not older than three months).
• Copy of company registration documents or CK1 for close corporations.
• Valid Tax Clearance Certificate or PIN issued by SARS.
• Compliant CSD registration/CSD summary report.
• Pricing schedule.
• Declaration of Interest (MBD4).
• Proof of municipal rates payment not overdue by more than 90 days, or a lease agreement including rates, or proof of no rates payable.
• Consent form for verification of outstanding municipal services.
• Additional documents as listed in the returnable documents list.

• Ensure all pricing schedule pages are signed; failure results in disqualification.

South African registered company (or foreign supplier with RSA branch/permanent establishment); tax compliant (SARS PIN/TCS); not in service of the state; no directors on National Treasury Restricted Suppliers Database or Register of Tender Defaulters; no fraud/corruption convictions in past 5 years; no municipal rates arrears >90 days; minimum 70/100 functionality points; must have filling station license(s) or MOU(s) covering at least 4 local municipalities within Sekhukhune District; bank rating of at least D-E (5 points minimum); proven experience in fuel/lubricant supply contracts.

• Purpose: To appoint service providers for the provision of fuel and lubricants for diesel- and petrol-driven water infrastructure in the O&M division for three years.
• Scope: Supply fuel and lubricants to boreholes across Sekhukhune District Municipality's regions and depots.
• Service areas divided into five regions with multiple depots:

• Tubatse Region: Leboeng, Moroke, Mapodile, Penge/Praktiseer.
• Elias Motsoaledi Region: Motetema/Tafelkop, Monsterlus, Uitspannung, Zamenkomste/Maklerekeng.
• Ephraim Mogale Region: Moganyaka, Elandskraal, Groblersdal Town, Marble Hall Town.
• Makhuduthamaga Region: Masemola, Nebo, Schoonoord.
• Fetakgomo Region: Apel, BB Kloof.

• Requirements:

• Service provider must have a filling station and/or fuel depot in at least four local municipalities or a Memorandum of Understanding with licensed filling stations.
• Must have bowsers for transporting fuel as required.
• Must maintain adequate fuel and lubricant stock at all times to avoid delays.
• Municipal officials will collect fuel from the supplier's filling station or depot.
• Orders are placed as needed; quantities are not guaranteed.
• Prices may fluctuate based on Department of Minerals and Energy publications.
• Delivery of ordered stock must be within 14 days from order date; failure results in order cancellation.

• Contract duration: 36 months from signing.

• Previous experience in fuel and lubricants provision is evaluated under functionality:

• Over R600,000: 60 points.
• R200,000 to R599,000: 40 points.
• R0 to R199,000: 20 points.

• Attach appointment letters, purchase orders, or signed reference letters as proof.
• Bidder availability of filling station in four local municipalities (Elias Motsoaledi, Makhuduthamaga, Ephraim Mogale, Fetakgomo-Tubatse):

• Provide certified copy of wholesaler/retail licence from DMPR.
• Points awarded based on number of licences.

• Letter of intent/MOU with licensed filling station:

• Points awarded based on number of MOUs.

• Financial capacity: Bank grading letter required; points based on rating (A-B: 10, C: 8, D-E: 5).

• Complete the pricing schedule attached to the document.
• Items to price per unit for Year 1, Year 2, Year 3:

• Diesel 50 PPM (litre).
• Petrol LPU 93 (litre).
• Engine oil for diesel (litre).
• Engine oil for petrol (litre).
• Grease (litre).
• 2-stroke oil (litre).

• Include subtotal, VAT at 15%, and grand total.
• Follow all pricing instructions: sign each page, no blank lines, indicate 'included' or 'R0.00' as applicable, add all prices for total.

• Pricing instructions:

• Complete the attached pricing schedule for all items tendered.
• Do not use letterhead or alternative price schedules.
• Evaluation is based on total price per item.
• Complete all line items; indicate 'included' if cost is in tender price, or 'R0.00' if free.
• Add all prices to determine the total; no corrections after closure.
• No additional orders or payment claims outside the pricing schedule.
• All items must meet minimum specifications.
• Sign all pricing schedule pages.

• Financial capacity documentation:

• For bids under R10 million: Provide proof of municipal rates payment not overdue by more than 90 days, or lease agreement, or proof of no rates payable.
• For bids over R10 million: Submit audited annual financial statements for the past three years (or since establishment), a certificate of no undisputed municipal service commitments overdue by more than 30 days, proof of municipal rates, particulars of past contracts with organs of state, and a statement on foreign sourcing/payments.
• Attach a signed and original stamped bank rating letter for financial capacity evaluation.

• Payment terms: Payment within 30 days after invoice submission.

• Tax compliance:

• Submit a valid Tax Clearance Certificate or PIN issued by SARS.
• Foreign suppliers must complete a pre-award questionnaire.
• Each party in consortia/joint ventures must submit separate TCS certificates/PINs/CSD numbers.
• If no TCS, provide CSD number if registered on Central Supplier Database.

• Central Supplier Database (CSD):

• Provide compliant CSD registration or CSD summary report.

• Company documentation:

• Original certified copy of identity documents for directors (not older than three months).
• Copy of company registration documents or CK1 for close corporations.

• Municipal standing:

• Complete and submit a consent form for verification of outstanding municipal services (water, electricity, taxes).
• Provide proof of municipal rates payment status.

• B-BBEE and preference points:

• Complete the Preference Points Claim Form (MBD 6.1) for specific goals.

• Other mandatory forms:

• Declaration of Interest (MBD4).
• Declaration for Procurement Above R10 Million (MBD5) if applicable.
• Contract Form (MBD7.2).
• Declaration of Bidder's Past SCM Practices (MBD8).
• Certificate of Independent Bid Determination (MBD9).

• Contract duration: Three years (36 months) from signing.
• Payment terms: Within 30 days after invoice submission.
• Orders: Placed as needed; quantities not guaranteed; delivery within 14 days or order cancellation.
• Price adjustments: Consideration of fuel price fluctuations as per Department of Minerals and Energy.
• Compliance requirements: Bidders must submit various declarations and certificates (e.g., MBD4, MBD5, MBD7.2, MBD8, MBD9).
• Municipal standing: Consent form for verification of outstanding municipal services required.
• Financial documentation: For bids over R10 million, submit audited financial statements, certificate of no undisputed municipal commitments, proof of rates payment, particulars of past contracts, and foreign sourcing statement.
• Contract forms: Successful bidder must sign a written contract form (MBD7).