Vehicle fleet rental services for statistics south africa (36-Month contract)

• Appointment of one or more fleet service providers to supply hired vehicles for short-term, medium-term, and long-term rental over a 36-month period.

• Closing date and time: 31 July 2026 at 11:00 AM.
• Information session: 22 July 2026 at 10:00 AM, online via Microsoft Teams. Link: https://teams.microsoft.com/meet/331779996320215?p=jzFk7DJb9iZYtsR8HC. Connect 10 minutes before start.

• Bid Office, Statistics South Africa.
• Telephone: 012-310 8940 / 6978 / 2114 / 012 406 3154 / 3158.
• Cell: 082 903 7611 / 076 511 7800 / 076 596 3836 / 076 511 7787 / 076 596 2234.
• Email: [email protected].
• Physical submission address: Bid box at reception, Statistics South Africa Head Office, Isibalo House, Koch Street, Salvokop, Pretoria, 0002.
• Postal address: Bid Section, Statistics South Africa, Private Bag x44, Pretoria.

• Submit one sealed envelope containing all bid documents: SBD 1, SBD 3.2, SBD 4, SBD 6.1, General Conditions of Contract, Specifications, and required supporting documents.
• Provide one original, one copy, and one electronic copy (USB) of the bid proposal.
• The original must be signed in ink by an authorised representative and every page initialled.
• Deliver to the bid box at Statistics South Africa Head Office, Isibalo House, Koch Street, Salvokop, Pretoria, 0002, by 11:00 AM on 31 July 2026.
• If posting or using courier, ensure it arrives at least 36 hours before the closing date for deposit into the bid box. Late bids will not be considered.
• The bid box is open from 06:00 to 16:00, seven days a week, and will be closed at the bid closing time.
• Bids submitted by telegram, fax, or similar means will not be accepted.
• Administrative documents required for submission include: SBD 1, SBD 3.2, SBD 4, SBD 6.1, General Conditions of Contract, Terms of Reference, board resolution letter, CIPC registration (certified copy <6 months), ID copy of owner/director (<6 months), medical certificate for disabled owner/director, CSD full detail report, valid SARS certificate/TCS Pin, company profile/proposal, and any other documents related to specifications.
• Failure to submit as requested will invalidate your bid.

Eligible bidders must be registered on the Central Supplier Database (CSD) with valid tax compliance status (TCS pin or SARS certificate). Companies must provide certified registration documents, director/owner ID copies, and proof of authorization to sign. Bidders must comply with all mandatory requirements in the bid specification. Foreign suppliers must answer residency questions; if no RSA presence/income, tax compliance not required. Preference points claimed for specific goals (Black ownership, women, disabled, youth) require supporting documentation (certified IDs, company registration, CSD report, BBBEE certificate/sworn affidavit, medical certificate for disability). No collusive bidding, fronting, or conflict of interest allowed. Sub-contracting permitted but must be declared with sub-contractor details and their specific goal points.

• Scope: Appointment of one or more fleet service providers to supply hired vehicles for short-term (1-31 days), medium-term (31+ days to 12 months), and long-term (over 12 months) rental for 36 months.
• Vehicle categories required include hybrid hatchbacks, hybrid SUVs, hatchbacks, sedans, luxury sedans, small to medium SUVs, high-level SUVs, bakkies (4x2 and 4x4 single, double, extended cab), panel vans, kombis (8-16 seater with/without driver), buses (22-100 seater semi-luxury/luxury with/without driver), and closed trucks (1-8 ton with driver).
• Additional requirements per vehicle type: normal ground clearance for most; capability for urban, rural, gravel, and farming areas for SUVs; high raised/lifted suspension with increased ground clearance for off-road capabilities for high-level SUVs and 4x4 bakkies; diff lock, canopy for bakkies.
• Bidders may choose to provide rates for all or some vehicle categories; Stats SA reserves the right to hire all or some categories from the successful bidder.

• Submit a company profile/proposal as part of the bid documents.
• Provide a board resolution letter on company letterhead confirming the signatory's authority to sign and conclude legal documents.
• Disqualification may occur for submitting fraudulent information, receiving unfair advantage, or non-compliance with mandatory bid specifications.

• Complete the detailed pricing table (SBD 3.2) with daily rates and excess kilometre rates for short, medium, and long-term rental across 46 vehicle categories, including hybrids, SUVs, sedans, bakkies, kombis, buses, and trucks.
• Also complete Annexure C (as noted in the document).
• Note: Prices are non-firm; adjustments allowed per specified escalation formula and exchange rate variation procedures.

• Pricing is non-firm and subject to escalation; bidders must state reasons for price escalation.
• Complete the pricing schedule (SBD 3.2) for daily rates and excess kilometre rates for short, medium, and long-term rental across all vehicle categories.
• Daily rates must be inclusive of: rental rate, comprehensive insurance, tracker, VAT, contract/admin fee, tourism levies, carbon emission tax, and 100 km free per day.
• Line prices are VAT-inclusive (for registered VAT vendors).
• Price adjustments for escalation will use a formula where 85% of the original bid price is adjustable based on index factors (e.g., labour, transport) totalling 100%, and 15% remains firm.
• Provide a breakdown of price factors (D1, D2, etc.) as percentages totalling 100%.
• If prices are subject to exchange rate variations, furnish details of financial institution, currencies, portions subject to variation, and amounts remitted abroad, with proof from bank.
• Bid price must be valid for 90 days from closing date.

• Mandatory registration on the Central Supplier Database (CSD) and submission of a recent full detail CSD report.
• Tax compliance: Submit a valid SARS certificate or TCS Pin. If no TCS, provide CSD number. Foreign suppliers without RSA residency/branch/income may not need TCS.
• B-BBEE: Points claimed for specific goals (Black, Woman, Disabled, Youth ownership) require proof: certified ID, company registration, CSD report, BBBEE certificate/sworn affidavit; for disabled, HPCSA medical certificate.
• Company documents: Certified copy of CIPC registration document not older than six months; certified copy of ID of owner/director not older than six months.
• Declaration of interest (SBD 4) required, disclosing any state employment, relationships with procuring institution, or interests in other bidding enterprises.
• Bidders listed on the Register for Tender Defaulters or List of Restricted Suppliers will be disqualified.

• Contract will be based on the Preferential Procurement Policy Framework Act 2000, Preferential Procurement Regulations 2022, General Conditions of Contract (GCC), and any other applicable legislation or special conditions.
• The successful bidder must sign a written contract (SBD 7.2).
• Definitions provided for terms like 'bid', 'contract', 'price', 'EME', 'youth' (ages 14-35 as of original closing date), 'sub-contract', and 'tender for income-generating contracts'.

• This section duplicates the standard evaluationCriteria field; refer to that section for detailed points on price scoring, specific goals, proof requirements, and subcontracting.