Strip and repair of lawnmowers, brush cutters, chain saws and similar small plant equipment – mossel bay municipality

Closing date: 13 November 2026 at 12h00

Contract period: 1 July 2027 to 30 June 2030

Bid validity: 120 days after closing date

No compulsory briefing or site visit is specified in the document.

Technical enquiries:

• Contact: Mr Francois Nieuwoudt
• Telephone: (044) 606-5144
• Email: [email protected]

Document and submission enquiries:

• Contact: Ms Nicole Saunders
• Telephone: (044) 606-5194
• Email: [email protected]

Document purchase payment enquiries:

• Contact: E Snyders
• Email: [email protected]

Submission address:

Tender Box, Entrance of Mossel Bay Town Hall

101 Marsh Street

Mossel Bay

Submission method: sealed envelope, placed in the tender box at the Entrance of the Mossel Bay Town Hall, 101 Marsh Street, Mossel Bay, by 12h00 on 13 November 2026. Envelope must be endorsed with the tender number, title, and closing date. Late, faxed, or emailed tenders will not be accepted.

Returnable documents (all must be completed, signed in black ink, and submitted):

• MBD1: Bid requirements of the Mossel Bay Municipality.
• MBD4: Declaration of Interest – discloses any connection between bidder/directors and the state or municipality.
• MBD5: Declaration for procurement above R10 million.
• MBD6.1: Preference Points Claim – claims B-BBEE and locality points.
• MBD8: Declaration of Bidder's Past Supply Chain Management Practices.
• MBD9: Certificate of Independent Bid Determination – certifies no collusion.
• Section 5 Declaration – signed by authorised signatory.
• Section 6 Contract Form – signed by both parties.
• Joint Venture Agreement (if applicable).
• Pricing Schedule (Section 2.1) – fully completed.
• Tax Compliance Status Pin (SARS) – for each JV member.
• Letter of Good Standing from Compensation Commissioner.
• Municipal account or affidavit (see compliance).
• Board resolution authorising signatory (unless sole proprietor).
• B-BBEE certificate or sworn affidavit.
• Proof of locality (municipal account or lease agreement).

Disqualification risks:

• Any returnable document omitted or unsigned.
• Retyped tender documents.
• Unauthorised alterations to the tender document.
• Failure to submit a price for every line item in the pricing schedule.
• Submission after closing time, by fax, or by email.

Evaluation is based on the 80/20 or 90/10 Preference Points System. The applicable system is determined by the tender value.

Specific goals points (maximum 20 for 80/20, 10 for 90/10) are allocated as follows:

• 50% of these points (i.e., 10 or 5) for B-BBEE status level.
• 50% of these points (i.e., 10 or 5) for locality.

Locality points (only one category applies):

• Under 80/20: Western Cape province – 10 points; Mossel Bay municipal area – 6 points; Garden Route District – 4 points.
• Under 90/10: Western Cape province – 5 points; Mossel Bay municipal area – 3 points; Garden Route District – 2 points.

Bids are evaluated for responsiveness to specifications and requirements. The Municipality does not bind itself to accept the lowest or highest-scoring tender. The Municipality may negotiate with the successful bidder if prices exceed available funds.

Scope: Strip and repair of lawnmowers, brush cutters, chain saws and similar small plant equipment for Mossel Bay Municipality.

Contract period: Three years from 1 July 2027 to 30 June 2030.

Options: The tender is split into two options (Option 1 and Option 2). Bidders may tender for one or both options. A maximum of three service providers may be appointed for both options; work is allocated on a rotational basis.

Requirements:

• Service provider must have a suitable workshop where all maintenance and repair work is carried out.
• Service provider must collect machinery from designated municipal premises at their own cost within 24 hours of instruction.
• Service provider must have qualified technicians to service and repair the equipment.
• Service provider must be able to collect equipment from various municipal premises.
• Work may include equipment from manufacturers other than Stihl and Husqvarna, charged at the rates in the pricing schedule.

Key performance indicators (target 100%):

• On-time delivery of repaired items.
• High quality of service (no returns due to bad workmanship).
• Compliance with specifications in the tender document.

No specific methodology or execution plan is required beyond the operational requirements: having a suitable workshop, qualified technicians, and the ability to collect equipment within 24 hours. Work is allocated on a rotational basis among appointed service providers.

The supplier's premises must be open for inspection by the municipality at all reasonable hours. Goods and services not complying with contract requirements may be rejected; rejected goods must be removed and replaced at the supplier's cost. The cost of inspections showing non-compliance is borne by the supplier. Key performance indicators: 100% on-time delivery, 100% service quality (no returns due to bad workmanship), and 100% compliance with specifications.

Pricing must be firm and inclusive of VAT, collection, and labour costs. Bidders must submit a price for every line item in the pricing schedule; missing prices make the bid non-responsive. Prices for years 2 and 3 must include annual escalations. Evaluation is based on total cost per option (labour rate per hour plus spare parts cost multiplied by estimated quantities for three years). The pricing schedule is in Section 2.1 of the tender document.

Pricing format: Firm pricing only. Non-firm prices (including exchange rate variations) will not be considered. Prices for years 2 and 3 must include annual escalations.

Prices must be inclusive of VAT, collection of items, and labour costs. Labour rates must include delivery and collection costs.

Bidders must submit a price for every line item in the pricing schedule. Failure to do so makes the bid non-responsive.

Evaluation is based on the total cost of each option separately: labour rate per hour plus cost of spare parts multiplied by estimated quantities for three years.

Payment: Within 30 days after receipt of an official invoice or statement.

Performance security: The successful bidder must furnish performance security within 30 days of contract award, in the amount specified in the Special Conditions (not stated in the document).

Penalties: For late delivery or non-performance, a penalty is calculated using the current prime interest rate per day of delay.

Central Supplier Database (CSD): Bidders must be registered on the CSD. The Municipality may not award to unregistered bidders.

Tax Compliance: A valid SARS Tax Compliance Status Pin must accompany the bid. For joint ventures, each member must submit a separate pin. The Municipality verifies tax status on the SARS website.

Municipal Rates and Taxes: Bidders and their directors must not be in arrears with any municipality for more than three months. Submit municipal account for the month preceding closure, or lease agreement, or affidavits if no property is owned. If living outside South Africa, submit a company affidavit.

Compensation Fund: A valid Letter of Good Standing from the Compensation Commissioner must accompany the bid. For joint ventures, each member must submit one. If expired during the contract, a renewed certificate must be submitted.

B-BBEE: Proof of B-BBEE status level is required to claim preference points. Acceptable evidence: sworn affidavit (for EMEs/QSEs) or a certificate from a SANAS-accredited verification agency, an Accounting Officer/Registered Auditor, or an IRBA-approved auditor. The certificate must be original or certified copy and contain all required details.

CIDB: If applicable, include CIDB registration number. Bidders with suspended, inactive, or deregistered CIDB status on evaluation day are non-responsive.

Authorised Signatory: A board resolution authorising the signatory must be attached, unless the bidder is a sole proprietor.

Joint Ventures: Must submit a joint venture agreement, each member's tax pin, profit/liability sharing agreement, and board resolution. JV qualifies for B-BBEE points only if it submits a B-BBEE certificate in the JV's name. Locality points based on lead partner's address.

Locality proof: Municipal account, lease agreement, or sworn affidavit from property owner. Business premises must be fully operational and established/leased before the advertisement date. Vacant erven, storage units, and postal addresses do not qualify.

The document includes a Service Provider Health and Safety Specifications section (referenced in the index). Specific health and safety requirements are not detailed in the extracted text. Bidders must comply with the municipality's health and safety specifications as provided in the full tender document.

Contract term: 3 years from 1 July 2027 to 30 June 2030. The successful bidder must sign the contract form (Section 6). The municipality may require an additional Service Level Agreement. Subcontracting the whole contract is prohibited; partial subcontracting requires prior written consent. The supplier warrants goods are new, unused, and defect-free for 12 months after delivery or 18 months after shipment, whichever is earlier. Payment within 30 days of invoice. Prices are firm and cannot vary. Variation orders up to 15% of contract value may be instructed. Assignment of obligations requires prior written consent. Delays attract penalties calculated at the prime interest rate per day. The municipality may terminate for default, including corrupt or fraudulent practices, and may restrict the supplier from doing business with the public sector for up to 10 years.

Bids are evaluated on the 80/20 or 90/10 preference points system. Specific goals points (max 20 or 10) are split equally between B-BBEE status and locality. Locality points: Western Cape 10 (80/20) or 5 (90/10); Mossel Bay 6 or 3; Garden Route 4 or 2. The municipality verifies CIDB registration during evaluation; suspended/inactive/deregistered bidders are non-responsive. Joint venture points are allocated based on the lead partner's address (or closest address for 50/50 splits).