Supply and delivery of lubricants and oils for msunduzi municipality materials

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Must be registered on National Treasury's Central Supplier Database (CSD). Must have valid Tax Clearance Certificate from SARS. Must not be in service of the state (including directors/managers). Must attend compulsory tender briefing/site inspection if applicable. Must meet functionality threshold of 40/60 points for experience in lubricants/oils supply. Municipal fees must be in order. Joint ventures must submit documentation for all parties.

1.0 Scope of contract

The scope of contract calls for the appointment of a suitably accredited and experienced Service

Provider for the supply and delivery of Lubricants and Oils for Msunduzi Municipality for period

of three (3) years.

2.0 Project champion

For any enquiries, please contact the Project Champion, as follows:

Sibusiso Mkhize

Logistics and Material Manager

Supply Chain Management Unit – Stores

Telephone No: 033 – 392 2217

E-mail Address: [email protected]

3.0 Scope of works

Costs of Lubricants and Oils required must be inclusive of delivery cost, labour, and insurance to

the Council in such grades and quantities as necessary.

This contract calls for the supply, delivery of Lubricants and Oils for the Msunduzi

Municipality.The Council reserves the right to appoint more than one service provider in order of

preference, i.e. first preferred, second preferred and third preferred whose rates are market

related. Should the first preferred failed to perform on the contract Msunduzi Municipality

reserves the right to engage the second and third preferred suppliers.

4.0 Detail specification

It is important that all lubricants offered should be approved for use in all vehicles currently

available in South Africa.

4.1 Section 1: oils

Sub-section 1.1: Multigrade petrol and diesel oil

Sae 15w40

API CI-4SL acea E5/E3/B4

Sub-section 1.2: Gear oil

Sae 80w90 API gl4 (MIL-L-2105D)

Sae 85w140 API gl5 (MIL-L-2105D)

Sae 80w API gl4 (mb235.1)

Sub-section 1.3: Automatic transmission oil

Dexron ii

Zf-allison c3 & c4

Sub-section 1.4: Gearbox oil

Gear box oil ATF synthetic

Sub-section 1.5: Hydraulic oil

Iso 32-DIN 51524 part 2

Sabs 1218-1984

Iso 68-DIN 51524 part 2

Sabs 1218-1984

Sub-section 1.6: Disc brake fluid

Heavy duty high boiling point disc brake fluid

DOT 4 sae j 1703 /1/75

Sub-section 1.7: Concentrated engine coolant

Antifreeze –sabs1251 – (min)

4.2 Section 2: lubricants

Sub-section 2.1: Multi-purpose grease high performance bearing

Grease

Lithium soap nlgi 2

Drop point 195 degrees centigrade

SUB-SECTION 2.2: Multi bead Lube

Tyre fitment fluid/tyre mounting paste.

4.3 Quantities

Quantity estimates are provided under the price schedule in terms requirement during the period

of the Contract. The Council reserves the right to order supplies as and when required.

4.4 Containers

For the delivery to the Central Stores oil will normally be required in 210 litre drums and 5 Litre

containers and grease in 180kg and 50kg drums. The requirements of each department and

division are given in the Table of Site Requirements (below). Tenderers should state what

allowance they are prepared to make for returned containers. The cost of returning empty

containers shall be borne by the Contractor.

4.5 Table of site requirements

Existing Required Existing Required Computer

Containers Containers Dispensing Dispensing oil

Site Commodity (litres/kg) (litres/kg) Equipment Equipment Management

City Diesel/Petrol 1 yes

Engineers Engine oil 5000Lt nil Nil

Workshops

Hydraulic 1 yes 5000Lt Nil Nil

30 Doull

Rd P. M. Gear oil /90 1000Lt Nil 1 Nil yes

Burg

Transmission 1 yes

/atf 1000Lt Nil Nil

Differential 1 yes

/140 210 Lt Nil Nil

Multi-Purpose Nil

Grease Nil 180 1 Nil

Bearing Nil

Grease Nil 180 1 Nil

Synthetic Yes

oil(diesel

engine) 210Lt nil 1 1

Synthetic oil Yes

(petrol

engine) 210Lt nil nil 1

Site Commodity Existing Required Existing Required Computer

Containers Containers Dispensing Dispensing oil

(litres/kg) (litres/kg) Equipment Equipment Management

Electricity Diesel/Petrol

Workshops Engine oil

1000Lt nil 2 Nil yes

Havelock

Rd P. M. Transmission 1 yes

Burg /atf 210Lt Nil Nil

Hydraulic 210Lt nil 1 Nil yes

Multi- 1 No

Grease Nil 180Kg nil

Bearing 1 No

Grease nil 180Kg nil

Gear oil /90 210 210Lt nil nil Yes

Site Commodity Existing Required Existing Required Computer

Containers Containers Dispensing Dispensing oil

(litres/kg) (litres/kg) Equipment Equipment Management

Parks and Diesel/Petrol 2 yes

Recreation Workshops Engine oil 1000Lt nil nil

Transmission nil yesAlexandra Park, P. M.

/atf 210Lt nil nilBurg

Universal 1 yes

Tractor

Oil/Gearbox 1000Lt nil nil

Multi- nil

nil Grease Nil 180Kg nil

Bearing nil nil

Grease Nil 180Kg nil

SAE10 nil yes

(Hydraulic) 210Lt Nil nil

Site Commodity Existing Required Existing Required Computer

Containers Containers Dispensing Dispensing oil

(litres/kg) (litres/kg) Equipment Equipment Management

Traffic and Petrol 2 yes

Security Workshops Engine 1000Lt nil nil

Transmission nil yes Washington Road,

/atf 210Lt Nil nil P. M. Burg

yes Gear oil / 90 nil

210Lt Nil nil

Site Commodity Existing Required Existing Required Computer

Containers Containers Dispensing Dispensing oil

(litres/kg) (litres/kg) Equipment Equipment Management

Fire and Diesel yes

Emergency Engine

Services

Workshops

Pietermaritz

Street, P. M.

Burg 500Lt Nil 1 nil

Gear oil /90 210Lt Nil Nil nil yes

Transmission yes

/atf 500Lt Nil 1 nil

Hydraulic yes

sae10 500Lt Nil nil Nil

Multi- no

Grease Nil 180Kg nil Nil

5.0 Tender briefing

There is no Tender Briefing scheduled for this tender. Any clarity on the specifications can be

sought from the Project Champion.

6.0 Contract period

The contract period shall be three (3) years effective from the date of award.

7.0 Service level agreement

The successful Service Provider will be required to enter into a Service Level Agreement with

the Msunduzi Municipality before the commencement of any services.

8.0 Place of delivery and delivery period

8.1 Prices shall include costs of delivery, materials, labour, plant, fuels and insurances as detailed in

the specifications.

8.2 The Contractor shall be responsible for all damages or breakages in transit until the materials

have been accepted by the Municipal representative at the delivery site.

8.3 Immediately after forwarding any materials, an advice note shall be sent in duplicate to the

Project Champion, Private Bag X205, Pietermaritzburg, giving the size and mass of each article,

where applicable, and the date of despatch.

8.4 All ordered materials shall be delivered within the period stated in the tender. If a tenderer is

unable to comply with this clause, the delivery period offered must be stated.

8.5 The supplier shall be responsible for pumping oil into tanks as stationed in our sites.

8.6 The delivery of oil or grease shall be done within five (5) working days from the date of the

official order.

9.0 Penalties

Upon the services provider failure to deliver products within stipulated period on the contract, the

council shall be entitled to purchase goods of the same specification elsewhere during the

contract period. Contractor shall bear any difference in price between any materials so

purchased or pay 5% of the order price (incl. VAT), whichever is the greater. The amount of

such difference shall be paid by the Contractor to the Council immediately on demand, or the

Council may deduct such difference from moneys (if any) otherwise payable to the Contractor in

respect of materials or services already delivered under this or any other contract.

10.0 Escalation

Where the price of Lubricants and Oils is affected by fluctuations in the exchange rate, such

variations will only be allowed upon submission of proof supporting such claims. Prices will be

increase/decrease according to Ministry of mineral and petroleum resources publication each

month.

11.0 Insurances required

11.1 Environmental and spillage insurance to the value of R5 Million for any single claim is required

from the bidders. Site risk insurance required covering the Council equipment against any

damages. To produce the insurance cover upon appointment and must be kept in force for the

duration of the contract.

11.2 Bidder must submit a transportation/pollution liability policy.

12.0 Defects liability period

The Service Provider will be held liable for any defects for the full duration of the contract.

13.0 Materials

Supply and delivery lubricants and oils as specified in the scope of works in compliance with

SANS.

14.0 Inspection of service provider’s premises

The Municipality reserves the right to inspect the Service Provider’s premises.

15.0 Compliance with any legislation, bylaws, etc.

All works to be undertaken under this contract shall be compliant in accordance and/or governed

by the following Legislation and Regulations:

(1) The Constitution of the Republic of South Africa, 1996

(2) The Occupational Health and Safety (OHS) Act (Act No. )

(3) The Compensation for Occupational Injuries and Diseases Act (Act No. )

(4) The Labour Relations Act (Act No. )

(5) The Basic Conditions of Employment (BCE) Act (Act No. )

(6) The Income Tax Act (Act No. )

(7) The Value Added Tax (VAT) Act (Act No. ) Section 17

(8) The Municipal Finance Management Act (MFMA) (Act No. )

(9) The Municipal Systems Act (Act No. )

(10) The Municipal Supply Chain Management Regulations, 2005

(11) The Preferential Procurement Policy Framework Act (PPPFA), 2005

(12) The Preferential Procurement Regulations, 2022

(13) The Msunduzi Municipality Supply Chain Management Policy, as amended

(14) The Msunduzi Municipality Inventory Policy, as amended

(15) The Petroleum Products Act (Act No. )

(16) The Petroleum Products Amendment Act (Act No. )

(17) The Petroleum Products Amendment Act (Act No. )

(18) The Regulations regarding Petroleum Products Wholesale Licenses as per Government

Gazette No. 28665 dated 27 March 2006

(19) The Occupational Health and Safety Act on regulation Major Hazard

Regulation Section 3 (1) read with section 5 (1) and 5 (5)(a)

(20) The National Environmental Management Act (NEMA), 1998, Listed Activities under

notice 1 R166 of the Act, including regulation 1R; section 24(4)(a); section 24(2)(a) or (b)

(21) The Environment Conservation Act (Act No. ), section 21 (Government Notice

No. R. 1182)

(22) The storage of fuel which is considered dangerous goods triggers Activity 14 of Listing

Notice 1 (Government Notice No. April 2017)

(23) The South African Bureau of Standards (SABS), as amended, wherever applicable

(24) Any other Legislation or Regulation regulating or pertaining to this contract

16.0 Submission of tenders

A completed tender document with all necessary attachments, together with a scanned copy

either on a Compact Disc (CD) or USB-Flash Drive securely attached to ANNEXURE “F” of this

tender document, must be submitted in a sealed envelope on the closing date of tender.

17.0 Mandatory requirements

17.1 The bidder must comply with ALL the requirements by providing substantiating evidence

in the form of documentation or information, failing which it shall be regarded as disqualified.

17.2 Technical mandatory requirements

No. TECHNICAL MANDATORY Substantiating evidence of compliance Attachments

REQUIREMENTS (used to evaluate bid)

1. WHOLESALERS LICENCE The Bidder must provide a copy of a Wholesalers

Wholesalers License indicating clearly the License and

The bidder MUST be accredited by the bidder’s name. Accompanied by proof of proof of payment

DEPARTMENT OF MINERAL AND payment for license fees. for license fees.

PETROLIUM RESOURCES to comply

by submitting the license as per the

below act.( Section 2A (b) of The

Petroleum Product Amendment Act,

2003 (Act No

) – the “Act” states that no

person must operate as a wholesaler

unless that person has a valid

wholesale licence, Accompanied by

proof of payment for license fees.

2. TRANSPORTATION POLLUTION The Bidder must provide a copy of a valid. Transportation

LIABILITY POLICY Transportation Pollution Liability policy: Pollution Liability

cover claims from third parties against Policy

The bidder MUST submit a R 5 000 bodily injury and property damage caused

000 Transportation Pollution Liability by hazardous waste materials released

Policy. during a company's business operations.

This insurance not only covers you while

you are completing a job but also covers

your "completed operations." This means

that if there is a problem with hazardous

waste materials after you have finished

the job, you are protected from any

liability issues.

17.3 The bidder must comply with the above MANDATORY REQUIREMENTS for the bidder to

proceed to the next stage of the evaluation. Failure to meet the Mandatory Requirements will

lead to disqualification of the bidder.

18.0 Evaluation criteria

18.1 The bid shall be evaluated on a Two Stage evaluation system – Stage one being Functionality

and Stage Two 80/20 Preference Point System in accordance with the Preferential Procurement

Regulations, 2022 issued in terms of section 5 of the Preferential Procurement Policy

Framework Act, Act no as amended in 2024.

18.2 Functionality stage one shall be evaluated on the following criteria:

‘Experience of company in supply and delivery of Lubricants and Oils’

18.3 Stage One: Functionality

Tenderers shall be scored against the following evaluation criteria:

Verification points

TARGET SCORING CRITERIA Point METHOD CLAIMABLE

1 1. Signed reference

letters from

previous clients:

should consist of

the following

Experience of oil and lubricants Organizations’

delivery with 5 or more projects 60 letterhead,

(contracts) completed. Description of the

contract; time frame

of the project; contact

details of the

respective referee;

letters should be 60 Points

Experience of Oil and lubricants signed.

delivery with 3 to 4 projects 40

(contracts) completed. 2. Appointment letters EXPERIENCE OF COMPANY showing the period of

IN SUPPLY AND DELIVERY appointment i.e.

OF LUBRICANTS AND OILS. number of years

Experience of Oil and lubricants

delivery with 1 to 2 projects

(contracts) completed. 20

Total Points Claimable 60 Points

Threshold to qualify for stage

Two 40 POINTS

18.4 Only companies that score a minimum of 40 points of a possible 60 points will be considered

for Stage Two of the evaluation criteria.

18.5 Stage Two: 80/20 Preference Point System

In terms of regulation 6 of the Preferential Procurement Regulations pertaining to the

Preferential Procurement Policy Framework Act (Act No. ) as amended and approved

in 2022, and the Public Procurement Act (Act No. ), responsive tenders will be

adjudicated by the Municipality on the 80/20 Preference Point System in terms of which points

are awarded to tenderers on the basis of:

Tender Price : 80 Points

Preference Points (Specific Goals) : 20 Points

Total : 100 Points

Item CRITERIA BASIS OF POINTS ALLOCATION CLAIMAB VERIFICATION

No. LE DOCUMENT

POINTS (Signed

references with

contact details)

1. Black Owned Black Owned Enterprise (BOE)” in this Companies and

Enterprise context refers to a “black-owned Intellectual

(BOE)” enterprise” with at least 51% South 10 Points Property

African black ownership and/or more Commission

than 51% management control by South (CIPC) OR

African black people Central Supplier

Database (CSD)

2. Business A woman-owned business that is a Companies and

Enterprises continuing, independent, for profit 5 Points Intellectual

owned by business which performs a commercially Property

Women useful function, and is at least fifty-one Commission

percent (51%) owned and controlled by (CIPC) OR

one or more women; or, in the case of Central Supplier

any publicly owned business, at least Database (CSD)

fifty-one percent (51%) of the stock of

which is owned and controlled by one (1)

or more women and whose management

and daily business operations are under

the control of one (1) or more women.

3. means Business location is defined as a

Location of a place or structure occupied by a firm or 5 Points

Business enterprise to run its operations. This Utility Bill or

Enterprise includes any structure or establishment Lease

used in conducting a business within the agreement

Msunduzi municipality jurisdiction document or

Csd.

19.0 Other important information

19.1 Bidder must have transportation and liability insurance as required by the law, to the package

cost should be R5 Million per incident 14 days after receipt of award letter.

19.2 Service provider is subject to Service Level Agreement compliance.

19.3 Council reserves the right to verify the information provided by bidder.

19.4 This contract will be awarded per item and highest scoring preference point system.

The msunduzi municipality

SUPPLY AND SERVICES CONTRACT No. – SECTION 4

Supply and delivery of lubricants and oils for msunduzi municipality

Materials

sections and phases of such work, as described in the Act, particularly in regard to design,

supervision of construction and installation, and commission where applicable.

8.2 The Service Provider shall submit a certificate with the tender certifying compliance with all

these requirements in connection with the preparation and submission of the tender and shall

give an undertaking to comply in full during the contract period. Where applicable the Service

Provider shall submit at the time of tendering the name(s), qualifications and address(es) of the

Professional Engineer(s) responsible for the various disciplines and portions of the work

comprising this contract.

9.0 General conditions of the contract

1 1. Signed reference

letters from

previous clients:

should consist of

the following

Experience of oil and lubricants Organizations’

delivery with 5 or more projects 60 letterhead,

(contracts) completed. Description of the

contract; time frame

of the project; contact

details of the

respective referee;

letters should be 60 Points

delivery with 3 to 4 projects 40

(contracts) completed. 2. Appointment letters EXPERIENCE OF COMPANY showing the period of

been submitted with the tender?

Has the compulsory “Tender Briefing/Site Inspection” meeting

Not

4. been attended and has the “Tender Briefing/Site Inspection” D

accordance with the specification and shall be subjected to such tests, carried out by such

persons, as the Engineer may direct at the place of manufacture or fabrication or at the delivery

site or at all or any of such places. The Contractor shall provide such assistance, instruments,

machines, labour and materials as are normally required for examining, measuring and testing

any work and the quality, mass or quality, mass or quantity of any materials for testing as may

be required by the Engineer. The Contractor may be present at any tests which the Engineer

decides to carry out.

14.0 Inspection of service provider’s premises

The Municipality reserves the right to inspect the Service Provider’s premises.

15.0 Compliance with any legislation, bylaws, etc.

Supply and delivery of lubricants and oils

Price per Qty Lts/kg

litre or estimate per

Section Container kilogram year

Sub-Section Commodity Type or Brand size (Excl. VAT)

1. SUB-SECTION 1.1: SAE 15W40 10 000lt

Multigrade API CI-4SL

Petrol and acea

E5/E3/B4 diesel oil

Multigrade Petrol And

Diesel Oil

Sub-section 1.2: Sae 80w90

Gear oil API gl4 (mil-

L-2105D) 10 000Lt Gear Oil

SUB-SECTION 1.3: DEXRON II 1000lt

Automatic zf-allison

Transmission oil c3 & c4

Transmission Oil

SUB-SECTION 1.4: 10 000Lt

Gearbox oil

Gear box oil ATF

synthetic

Iso 32-DIN

SUB-SECTION 1.5: 10 000Lt 51524 PART 2

Hydraulic oil sabs 1218-

1984 Hydraulic Oil

Iso 68-DIN

51524 part 2

Sabs 1218-

1984

Sub-section 1.6: Heavy duty

Disc brake fluid high

BOILING 7 500Lt

Disc Brake Fluid 500ml POINT DISC

Brake fluid

DOT 4 sae j

1703 /1/75

SUB-SECTION 1.7: ANTIFREEZE 15 000Lt

Concentrated –sabs1251 –

Engine coolant (min)

Concentrated Engine

Coolant

irregularities of any kind in either the Tender Form or the Pricing Schedule.

the Tender Form and those contained in any covering letter or pricing schedule submitted by the

full disclosure of the rates/prices must be submitted together with the tender.

(b) Notwithstanding the provisions of paragraph (a), the Council shall not be liable for

adjustment unless the Contractor specifies a price index (or indices) in respect of the

materials to be supplied.

(c) For the purpose of calculating the amount of adjustment in terms of any formula, the

base index shall be the index for May 2026 regardless of the actual due tender date.

(d) The index for the previous month shall apply up to and including the 15th day of a

month, thereafter the current month's index shall apply.

(e) The applicable index (indexes) is: __________________________________________

foreign exchange cover on all imported goods or materials, with the cost thereof included in the

price schedule. In any case which a Contractor tenders a price subject to exchange rate

fluctuations, the exchange rate/s and the date/s thereof at which the goods or materials are

offered are based must be clearly indicated on Annexure “A”: Alterations by Tenderer. If no

exchange rate/s is indicated, the tender prices shall be considered not subject to any exchange

rate fluctuations.

preference, i.e. first preferred, second preferred and third preferred whose rates are market

related. Should the first preferred failed to perform on the contract Msunduzi Municipality

reserves the right to engage the second and third preferred suppliers.

4.0 Detail specification

Payment Terms: certificate of payment issued by the Engineer and will be made by means of a cheque drawn

upon the Council's bankers in Pietermaritzburg. No cash payments shall be made.

Where the value of the works exceeds R3 000.00 excluding VAT, the Contractor must quote the

Council’s VAT Registration No. 4600107835 on all Tax Invoices for payment purposes.

Where offers of disc

valid Tax Clearance Status Verification Pin attached to the

valid Tax Clearance Certificate and a Tax Compliance Status Verification Pin issued by SARS

valid Tax Clearance Certificate and a Tax Compliance Status Verification Pin, the

Tax Compliance Status Verification Pin issued by SARS

Tax Compliance Status Verification Pin, the

Tax Compliance Status Verification Pins issued by SARS of all parties of the Joint

Csd registration report

CSD Reports of all parties of the Joint Venture/Consortium

Central supplier database (csd)

Central Supplier Database (CSD) has been open for registration from

Joint venture agreements and consortiums

Appointment letters EXPERIENCE OF COMPANY showing the period of

(3) The Compensation for Occupational Injuries and Diseases Act (Act No. )

d enquiries, please contact Sibusiso Mkhize (Supply Chain Management Unit

For any procurement related enquiries, please contact Lindani Dlamini (Supply Chain Management

Points Allocation: 10 points

B-BBEE Details: t

Policy (incorporating Preferential Procurement) as prescribed in terms of the Preferential Procurement

Regulations 2022, pertaining to the Preferential Procurement Policy Framework Act, Act No.

and the Public Procurement Act, Act No. .

The Functionality for Stage One shall be evaluated on the following evaluation criteria:

No. Evaluation Criteria Maximum Points

Experience of Company in the supply and delivery of Lubricants and

1. 60 Points

Oils

Total Functionality Points 60 Points

Minimum Threshold 40 Points

The allocation of Preference Points will be according to the following Specific Goals:

No. Specific Goal Points

1. Black Owned Enterprise (BOE) 10 Points
2. Business Enterprise owned by Women 5 Points
3. Location of Business Enterprise 5 Points

Total Preference Points (Specific Goals) 20 Points

The Msunduzi Municipality does not bind itself to accept the lowest or any tender and reserves the right

to accept the whole or any part of a tender. Each tenderer will be informed of the tender result.

The Msunduzi Municipality expects businesses within the Pietermaritzburg and Midlands Region to

support its contract and BEE/SMME initiatives.

Mr s. F. Mndebele (municipal manager)

The msunduzi municipality

Standard conditions of tender

1. Documents

This document comprises of the Standard Conditions of Tender, Standard Conditions of

Contract, Special Conditions of Contract (if any), Legislation, Specifications, Pricing Schedule,

Data Sheets, Tender Form, Annexures and Drawings (if any) thereto.

2. Submission of tenders

Tenders must be made out on the Tender Form annexed hereto. Service Providers are advised

that this document must be completed by being hand written or typed and originaly signed by

Pen and submitted in its entirety. Fai

Contract, Special Conditions of Contract (if any), Legislation, Specifications, Pricing Schedule,

Data Sheets, Tender Form, Annexures and Drawings (if any) thereto.

within fourteen (14) calendar days from the day of receipt of a regret letter, a written objection or

complaint to the Municipal Manager / Supply Chain Management. The appeal must be

submitted in writing with the grounds of appeal within the stipulated fourteen (14) days. No

appeal/objection will be entertained should the afore-mentioned condition not be adhered to,

and the Municipality shall not be held liable for any loss or damages sustained by the Service

Provider due to the Service Provider’s failure to adhere to the above condition.

unethical and illegal. These include but are not limited to:

(i) Suggestions to fictious lower quotations,

(ii) Reference to non-existent competition,

(iii) Exploiting errors in tenders,

(iv) Soliciting tenders from Service Providers whose names appear on the list of restricted

"Special Conditions" means any addition to or departure from or amendment of these

Standard Conditions as set out in Annexure “A” hereof.

"Drawings" means the drawings referred to in the Specification and any modification of such

drawings approved in writing by the Engineer and such other drawings as may from time to time

be furnished or approved in writing by the Engineer.

"Contract Document" means the Conditions of Tender, Scope of Contract, Terms of

Reference, these Definitions, Special Conditions (if any), Equipment Specifications, Rates,

legislation listed herein.

2.0 The occupational, health and safety act (act ) (OHS act)

2.1 The OHS Act covers inter alia "any work in connection with –

a) the erection, maintenance, alteration, renovation, repair, demolition or dismantling of an

addition to a building;

b) the installation, erection or dismantling of machinery;

c) the construction, maintenance, demolition or dismantling of any bridge, dam, canal,

railway, street, runway, sewer or water reticulation system or work on any similar project;

d) the moving of earth, clearing of land or making of an excavation or work on any similar

project." (General Administrative Regulations Clause 1).

2.3.1 The Mandatory shall keep a record of all incidents in terms of Clause 10 (1) of the

General Administration Regulations (GAR).

2.3.2 The Mandatory shall cause every incident to be investigated in terms of Clause 10 (2) of

the GAR.

2.3.3 The Mandatory shall cause all such records to be examined by a Safety Committee in

terms of Clause 10 (3) of the GAR.

2.3.4 The Mandatory shall on demand furnish the divisional inspector with such returns as

may be required in terms of Clause 14 of the GAR.

2.3.5 The Mandatory shall charge a full-time employee designated in writing by the Mandatory

with the duty of supervising the performance of the work (or the Mandatory may

personally undertake this duty) in terms of Clause 11 of the General Safety Regulations.

2.3.6 The Mandatory shall, before commencing or carrying out the work, inform the divisional

inspector in writing of: -

a) the address of the premises on which such work will be carried out;

b) the nature of such work;

c) the date on which it is expected that such work will be commenced; and

d) the date on which it is expected that such work will be completed.

all in terms of Clause 15c of the GAR

2.3.7 The Mandatory shall comply with all other aspects of the OHS Act relative to the nature

of the works and shall scrupulously observe and execute any instruction given by an

official inspector with reference thereto.

3.0 The compensation for occupational injuries and diseases act (act ) (coid act)

3.1 Contractors are required to register as employers in terms of the COID Act.

3.2 Contractors must pay the assessments due in terms of the COID Act relative to their employee

records including all sub-contractors and community based labour.

3.3 In this specific contract the Contractor further acknowledges that the Employer shall have the

right, without prejudice, to deduct any shortfall in compensation due to any employee of the

Contractor (or sub-contractor) from monies due or which may become due to the Contractor,

and so effect settlement of the matter.

4.0 The labour relations act (act ) (lr act)

4.1 Contractors are required to register as employers in terms of the LR Act.

4.2 Contractors are required to pay all employee and employer contributions to the Unemployment

by the following Legislation and Regulations:

(1) The Constitution of the Republic of South Africa, 1996

(2) The Occupational Health and Safety (OHS) Act (Act No. )

(3) The Compensation for Occupational Injuries and Diseases Act (Act No. )

(4) The Labour Relations Act (Act No. )

(5) The Basic Conditions of Employment (BCE) Act (Act No. )

(6) The Income Tax Act (Act No. )

(7) The Value Added Tax (VAT) Act (Act No. ) Section 17

(8) The Municipal Finance Management Act (MFMA) (Act No. )

(9) The Municipal Systems Act (Act No. )

(10) The Municipal Supply Chain Management Regulations, 2005

(11) The Preferential Procurement Policy Framework Act (PPPFA), 2005

(12) The Preferential Procurement Regulations, 2022

(13) The Msunduzi Municipality Supply Chain Management Policy, as amended

(14) The Msunduzi Municipality Inventory Policy, as amended

(15) The Petroleum Products Act (Act No. )

(16) The Petroleum Products Amendment Act (Act No. )

(17) The Petroleum Products Amendment Act (Act No. )

(18) The Regulations regarding Petroleum Products Wholesale Licenses as per Government

Gazette No. 28665 dated 27 March 2006

(19) The Occupational Health and Safety Act on regulation Major Hazard

Regulation Section 3 (1) read with section 5 (1) and 5 (5)(a)

(20) The National Environmental Management Act (NEMA), 1998, Listed Activities under

notice 1 R166 of the Act, including regulation 1R; section 24(4)(a); section 24(2)(a) or (b)

(21) The Environment Conservation Act (Act No. ), section 21 (Government Notice

No. R. 1182)

(22) The storage of fuel which is considered dangerous goods triggers Activity 14 of Listing

Notice 1 (Government Notice No. April 2017)

(23) The South African Bureau of Standards (SABS), as amended, wherever applicable

(24) Any other Legislation or Regulation regulating or pertaining to this contract

16.0 Submission of tenders

you are completing a job but also covers

your "completed operations." This means

that if there is a problem with hazardous

waste materials after you have finished

the job, you are protected from any

liability issues.

17.3 The bidder must comply with the above MANDATORY REQUIREMENTS for the bidder to

proceed to the next stage of the evaluation. Failure to meet the Mandatory Requirements will

lead to disqualification of the bidder.

18.0 Evaluation criteria

18.1 The bid shall be evaluated on a Two Stage evaluation system – Stage one being Functionality

and Stage Two 80/20 Preference Point System in accordance with the Preferential Procurement

Regulations, 2022 issued in terms of section 5 of the Preferential Procurement Policy

Framework Act, Act no as amended in 2024.

18.2 Functionality stage one shall be evaluated on the following criteria:

‘Experience of company in supply and delivery of Lubricants and Oils’

18.3 Stage One: Functionality

1. Cover page .................................................................................................................... 1

2. Contents ........................................................................................................................ 2

3. Tender submission checklist ................................................................................ 3

4. Tender notice ............................................................................................................... 4

5. Standard conditions of tender .......................................................................... 6

6. Standard conditions of contract ................................................................... 13

7. Legislation................................................................................................................... 18

8. Specification .............................................................................................................. 21

9. Pricing schedule ...................................................................................................... 30

10. Data sheets 1 – 7

10.1 Invitation to bid document ................................................................................... 32

10.2 Authority to sign document ............................................................................... 35

10.3 Declaration of municipal fees ........................................................................... 36

10.4 Declaration of interest ....................................................................................... 37

10.5 Bidders past supply chain management practices .................................. 40

10.6 Certificate of independent bid determination ........................................... 42

10.7 Declaration for procurement above r10 million ..................................... 45

11. Tender form ................................................................................................................ 47

12. Annexures “a” – “f”

12.1 Annexure “a” – alterations by tenderer ........................................................ 49

12.2 Annexure “b” – preferential procurement policy .................................... 51

12.3 Annexure “c” – tax clearance certificate ...........................................57

12.4 Annexure “d” – cipc registration certificate .. ....................................58

12.5 Annexure “e” – csd registration report...............................................59

12.6 Annexure “f” – compact disc (CD) or USB- flash drive .............................60

13.1 Tenderers are advised to check the number of pages, and should any be missing or duplicated,

or the reproduction thereof indistinct, or any descriptions ambiguous, or if this document

contains any obvious errors, they shall inform the Senior Manager: Supply Chain Management

or the Engineer at once and have same rectified. No liability whatsoever will be incurred by the

Council in respect of errors in any tender due to the Tenderer’s failure to observe this

requirement.

13.2 The Tender Notice was advertised in The Witness newspaper on Friday, 17 July 2026.

13.3 The tender closes at the Tender Box located at the Msunduzi Municipality’s Central Stores, 2

Abattoir Road (off Kershaw Street), Pietermaritzburg, 3201, at 12h00 on Wednesday, 19

August 2026.

goods or materials required for the execution of this contract. The Service Provider must apply

directly for any import permits or currency needed. However, the Council will furnish the

successful Service Provider with a supporting statement, if required.

5. Registration with the central supplier database (csd)

The National Treasury’s Central Supplier Database (CSD) has been open for registration from

01 September 2015. The CSD serves as one single source of supplier information to all spheres

of government. Within this system, suppliers are required to register once when they do

business with the state. This will significantly reduce the administrative burden for businesses,

especially small and medium sized enterprises. The database interfaces with the South African

Revenue Service (SARS), the Companies and Intellectual Property Commission (CIPC) and the

payroll system. It will electronically verify a supplier’s tax status and enable public sector officials

doing business with the state to be identified.

including but not limited to materials, plant, labour, patent rights and royalties, freight, insurance,

customs, railage, delivery, etc, unless the Service Provider states otherwise in the proposal.

• "Price" means an amount of money tendered for goods or services and includes all

applicable taxes less unconditional discounts.

• Section 64(1) of the VAT Act states: Any price charged by a vendor for a taxable

supply is deemed to include VAT, whether or not explicitly stated. Thus, even if bidder

B’s invoice does not explicitly include VAT, the price is considered VAT inclusive.

• NB: when submitting this tender bidders are advised that regardless of the VAT status of

being a VAT or non VAT vendor the price must include VAT

• Further to the above the price shall be deemed to be VAT inclusive regardless of

whether the bidder is the VAT vendor or not.

the Service Provider/s and the Council.

9.2.7 Should the Service Provider/s fail to enter into a contract when called upon to do so,

then the Council may refuse to receive or consider for such period as it may think fit, any

further tenders from that/those Service Provider/s.

9.3 Where no Insurances, Sureties or any other provisional criteria are required, a Final Letter of

• Declaration of Interest (MBD 4);
• Authority to Sign Document;
• Pricing Schedule (MBD 3.1 / 3.2 / 3.3 as applicable);
• Declaration of Bidder’s Past Supply Chain Management Practices (MBD 8);
• Certificate of Independent Bid Determination (MBD 9); and
• Any other applicable Data Sheets or forms contained within the tender documentation.

(2) CSD Reports of all parties of the Joint Venture/Consortium.

(3) Signed copies of:

(a) The Declaration of Interest Form,

(b) The Declaration of Bidder’s Past Supply Chain Management Practices Form, and

(c) The Certificate of Independent Bid Determination Form.

(4) An undertaking duly signed by all parties of the Joint Venture/Consortium indicating their

intention to enter into an agreement for the purposes of this contract.

of the Engineer and such consent, if given, shall not relieve the Contractor from any liability or

obligation under the contract.

which is of application thereto and shall be conditional upon any necessary consent required by

law being obtained.

20. Council’s liability and indemnity

20.1 The Contractor hereby indemnifies the Council and its employees and agents against all losses

and claims for injuries or damages to any person or property whatsoever which may arise out of

the execution of this contract.

20.2 The Council shall not be held liable to the Contractor for any direct or indirect damages or losses

and the Council shall be indemnified and held free against claims arising out of:

20.2.1 any negligent or innocent misrepresentations made by the Council, its employees or

agents in respect of any data, information and statistics supplied to the Contractor prior

to or during the contract; provided that this condition shall not deprive the Contractor of

any payments lawfully due to the Contractor in terms of the contract, and

20.2.2 a change in a legislative provision applicable to the contract.

the Msunduzi Municipality before the commencement of any services.

8.0 Place of delivery and delivery period

8.1 Prices shall include costs of delivery, materials, labour, plant, fuels and insurances as detailed in

the specifications.

8.2 The Contractor shall be responsible for all damages or breakages in transit until the materials

have been accepted by the Municipal representative at the delivery site.

8.3 Immediately after forwarding any materials, an advice note shall be sent in duplicate to the

Project Champion, Private Bag X205, Pietermaritzburg, giving the size and mass of each article,

where applicable, and the date of despatch.

8.4 All ordered materials shall be delivered within the period stated in the tender. If a tenderer is

unable to comply with this clause, the delivery period offered must be stated.

8.5 The supplier shall be responsible for pumping oil into tanks as stationed in our sites.

8.6 The delivery of oil or grease shall be done within five (5) working days from the date of the

official order.

9.0 Penalties

variations will only be allowed upon submission of proof supporting such claims. Prices will be

increase/decrease according to Ministry of mineral and petroleum resources publication each

month.

11.0 Insurances required

11.1 Environmental and spillage insurance to the value of R5 Million for any single claim is required

from the bidders. Site risk insurance required covering the Council equipment against any

damages. To produce the insurance cover upon appointment and must be kept in force for the

duration of the contract.

11.2 Bidder must submit a transportation/pollution liability policy.

12.0 Defects liability period

LIABILITY POLICY Transportation Pollution Liability policy: Pollution Liability

cover claims from third parties against Policy

The bidder MUST submit a R 5 000 bodily injury and property damage caused

19.0 Other important information

19.1 Bidder must have transportation and liability insurance as required by the law, to the package

cost should be R5 Million per incident 14 days after receipt of award letter.

19.2 Service provider is subject to Service Level Agreement compliance.

19.3 Council reserves the right to verify the information provided by bidder.

19.4 This contract will be awarded per item and highest scoring preference point system.

Tender Adjudication/Evaluation Criteria: Tenderers complying with the Mandatory Requirements of

the tender shall be evaluated on a Two Stage Evaluation System – Stage One: Functionality and Stage

Two: 80/20 Point System in accordance with the Msunduzi Municipality’s Supply Chain Management

The Functionality for Stage One shall be evaluated on the following evaluation criteria

No. Evaluation Criteria Maximum Points

1. 60 Points

Total Functionality Points 60 Points

Minimum Threshold 40 Points

The allocation of Preference Points will be according to the following Specific Goals

No. Specific Goal Points

1. Black Owned Enterprise (BOE) 10 Points
2. Business Enterprise owned by Women 5 Points
3. Location of Business Enterprise 5 Points

Total Preference Points (Specific Goals) 20 Points

2. Quality of materials and workmanship and tests

any work and the quality, mass or quality, mass or quantity of any materials for testing as may

3. Samples for quality control

delivered which, in the opinion of the Engineer, are inferior in quality or workmanship to the