Supply and delivery of vacuum tankers, water trucks & roll back trucks – eastern cape tender

Technical enquiries:

• Contact: Mr L Kroutz (Manager Fleet Control)
• Email: [email protected]
• Telephone: 045 979 3030

Evaluation criteria enquiries:

• Contact: Mr Thomas Maseko (Manager Supply Chain Management)
• Email: [email protected]
• Telephone: 045 979 3160

Submission address:

Joe Gqabi District Municipality

Corner of Cole & Graham Streets

Ekhephini, 9786

Tender Box outside the Main Building.

Municipal offices: Tel 045 979 3000, Fax 045 971 0251.

Submission method: sealed envelope, clearly marked with the tender number and title, containing the original signed bid document plus an electronic copy on a USB flash drive, deposited in the Tender Box outside the Main Building, Joe Gqabi District Municipality, Corner of Cole & Graham Streets, Ekhephini.

Closing time: 16 November 2026 at 12:00 (noon).

Bids must be submitted on original bid documents; all pages signed where required; no Tippex or erasable ink; bid documents must remain intact.

Faxed or emailed bids will not be accepted; late, incomplete or unsigned bids will be rejected.

Returnable documents (all mandatory, failure to submit any renders the bid non-responsive):

• Proof of registration and good standing with the Retail Motor Industry (RMI) or equivalent body.
• Coach builder's registration certificate from an SA approved body (e.g., NRCS) or equivalent.
• Full technical specifications of the offered vehicle model.
• Specifications from the conversion supplier detailing full dimensions for vacuum tanker, water truck, roll back and 5-ton crane conversions.
• Warranty, Service and Maintenance Plan details.
• Completed and signed declaration pages (e.g., SBD 4 Declaration of Interest, SBD 9 Certificate of Independent Bid Determination).
• Proof of company registration and completed company composition form (Annexure E).
• SARS PIN and Tax Reference Number declared on the cover page; each party to a Trust/JV/Consortium must submit a separate Tax Clearance Certificate.
• Joint Ventures/Consortiums: signed agreements and all returnable documents for each partner.
• Proof of company office address for locality points (municipal account not older than 90 days, municipal clearance certificate, lease agreement, or proof of address and affidavit for village residents).
• Completed JGDM Performance Assessment Forms for each reference project, signed and stamped by previous clients.

Disqualification risks:

• Any returnable document omitted or unsigned.
• Use of Tippex or erasable ink.
• Failure to complete the pricing schedule in full.
• Bids from persons in the service of the state.

Evaluation stages:

1. Completeness and compliance check – failure to comply renders the bid non-responsive.
2. Functionality (supplier experience in vehicle modification) – maximum 50 points, minimum qualifying score 30 out of 50. Points awarded based on number of completed projects: >5 projects = 50 points, 4 projects = 40 points, 3 projects = 30 points. Acceptable proof: order, invoice, appointment letter or contract, plus a signed and stamped JGDM Performance Assessment Form for each project.
3. Price and specific goals – 80/20 preference point system (PPPFA and Preferential Procurement Regulations 2022).

• Price: 80 points.
• Specific goals: 20 points.

Specific goals breakdown (evidence required to claim points):

• 51% owned by Black people: 4 points.
• 51% owned by Women: 2 points.
• 51% owned by Youth: 2 points.
• 51% owned by Disabled: 2 points.
• Locality: within Senqu Local Municipality, within JGDM, within Eastern Cape but outside JGDM, or outside Eastern Cape – points vary; proof of company office address required (municipal account not older than 90 days, municipal clearance certificate, lease agreement, or proof of address and affidavit for village residents). Address on CSD is deemed the bidder's address.

Points are rounded to 2 decimal places; price points added to specific goal points for final score.

Minimum qualifying score: 30/50 on functionality to proceed to price evaluation.

Scope: Supply and delivery of fully converted vacuum tanker trucks, water trucks, roll back trucks and a 5-ton truck crane, on a rates-based contract for 3 years, as and when required. One service provider to be appointed.

Delivery: To the Main Building, Joe Gqabi District Municipality, Cnr Cole and Graham Streets, Barkly East, within a maximum of 8 weeks after order.

Quality: Dealer network within South Africa; conversions by certified coach builders that do not void warranty; good standing with the Retail Motor Industry.

Chassis specifications:

• 4x2 chassis cab: 6-cylinder turbo diesel, ATM, payload 7500–8500 kg, GVM 15500–16000 kg, power 165–200 kW, torque 700–950 Nm, length 6397–9300 cm, warranty 6 yrs/600,000 km, service and maintenance plan 3 yrs/300,000 km.
• 6x2 chassis cab: 6-cylinder turbo diesel, ATM, payload 17000–19000 kg, GVM 25000–34000 kg, power 200–290 kW, torque 850–1400 Nm, overall length 9500–10300 cm, warranty 6 yrs/600,000 km, service and maintenance plan 3 yrs/300,000 km.

Drop side truck conversion (on 4x2): deck length based on standard truck length; side height 400–600 mm; 2-year warranty on workmanship.

Water truck conversion (on 6x2): 3CR12 stainless steel tank; internal dividers; 500 mm top manhole; safety overflow and vacuum relief valve; non-slip walkway and access ladder; six outlet valves per side; bottom outlet valve; mounting per OEM.

Roll back truck conversion (on 6x2): deck length based on standard truck length; 12-ton load capacity; double-acting hydraulic cylinders; steel deck with tie-down tracks; hydraulic winch pulling 12 tons; LED beacon, mud flaps, side impact beams; 2-year warranty on hydraulic components.

Vacuum tank conversion (on 4x2, 8-ton chassis):

• 6000-litre 3CR12 stainless steel tank, 4.5 mm barrel, 6 mm dished ends.
• Partitioned: 4000 L sewerage, 2000 L fresh water.
• High-visibility white paint; withstand 700 mmHg vacuum.
• Three removable baffle plates (min 3 mm 3CR12); two 500 mm manholes; internal strainer; gate and flap valves with quick-connect couplings; sight glass; vacuum release cock; 100 mm vacuum gauge; 150 mm discharge gate valve; 85 mm suction valve.
• Discharge system: 100 mm knife gate valve, 225 mm quick-discharge flap valve, 150 mm channel steel sub-frame with three-point swivel mounting, 25 mm fresh water outlet.
• Vacuum pump: rated 3000–6000 L, 3 kW, suction up to 65 kPa at 1500 rpm, PTO drive with min 140 mm pulley, hydraulic-drive coupling.
• Exhauster: heavy-duty with water trap, min 700 mm vacuum, airflow 100 L/sec at -50 kPa, hydraulic motor from PTO, reverse airflow for clearing blockages.
• PTO: 350 mm ground clearance, controls inside cab.
• Bucket collection system: rear/left/right platforms with safety rails, rear-mounted collection box, suction pipe inside box.
• Pipes and hoses: six 8-m hoses with quick-detach couplings, 6-m Heli-flex suction hose, heavy-duty steel mudguards.
• Hydraulic system: 43 cc pump, 25 mm lever bank, 130 L oil tank, 130 L oil supplied.
• Full dimensioned engineering drawings and specifications must be attached to the bid; metric units; service/maintenance/lubrication schedule; spare parts and service support in South Africa; minimum 2-year warranty on tank corrosion, structural integrity, hydraulics, vacuum system and mechanical parts.

5-ton truck crane conversion:

• Max reach 12 m; load torque min 50 kNm; lifting capacity 590 kg at 12 m; two hydraulic extensions; crane weight 1.70–1.90 t; hydraulic rotation 390°; working pressure 30 MPa.
• Two-year warranty on hydraulic winch (5-ton minimum).

Occupational health and safety: Compliance with the Occupational Health and Safety Act and regulations for both the truck and conversions.

Pricing format: Schedule of rates, VAT shown separately (VAT inclusive totals required).

Pricing schedule must be completed in full – failure renders the bid non-responsive.

Price components for each chassis cab (4x2 and 6x2): truck model, warranty (6 years), service plan (3 years), maintenance plan (3 years), wheelbase modification, on-road and licensing fees, handling fees, delivery fees.

Separate prices for each conversion: drop side truck, water truck, roll back truck, vacuum truck, 5-ton crane.

Pricing summary: total price (VAT exclusive and inclusive) for all items.

Rates fixed for 12 months.

PPI escalation applies from month 13 and 25; supplier must notify the Municipality 30 days before invoking escalation.

Warranty calculation assumes maximum 40,000 km per year.

Performance security: within 30 days of contract award, the successful bidder must furnish performance security (bank guarantee, irrevocable letter of credit, or cashier's/certified cheque) – amount specified in Special Conditions of Contract (not stated in document).

Insurance: successful bidder must submit proof of insurance or indemnification within 14 days of bid acceptance; failure is a material breach and renders the contract null and void.

Price escalation: CPI-based from month 13 and 25 after appointment.

VAT: tax invoice required; VAT included in bid price but shown separately.

CSD registration: Mandatory – bidders must be registered on the Central Supplier Database (CSD). Registration online at https://secure.csd.gov.za.

Tax compliance: SARS PIN and Tax Reference Number must be declared on the cover page; each party to a Trust/JV/Consortium must submit a separate Tax Clearance Certificate.

State employees: No bids from persons in the service of the state will be considered.

Company registration: Proof of company registration and/or legal standing required; company composition form (Annexure E) must be completed.

Joint Ventures: If awarded a contract, the JV must be registered as a separate company with the Registrar of Businesses, registered with SARS, and have a separate bank account.

B-BBEE: Specific goals points (max 20) are awarded for HDI ownership (Black, Women, Youth, Disabled) and locality. Evidence required: ID copies of directors, CSD form, company registration documents, and proof of office address. No B-BBEE level threshold stated; points are claimed based on ownership percentages.

RMI registration: Proof of registration and good standing with the Retail Motor Industry (or equivalent) required.

Coach builder certification: Registration certificate from an SA approved coach building body (e.g., NRCS) or equivalent required.

Local content: Not explicitly stated as a percentage; however, parts and service support must be available in South Africa, and OEM parts must be readily available.