Appointment of panel for car hire services (36 months) – kwazulu-natal tender

Closing date: 31 August 2026, 12h00. Tender documents available from 04 August 2026. No briefing meeting is applicable.

SCM Office: [email protected], (033)-263 7701/7714. Technical enquiries: Mr. Mhlengi Sithole, [email protected], (033)-263 7717. Technical information: Sandy Govender, 033 263 7765, [email protected]. Submission address: Mpofana Local Municipality, 10 Claughton Terrace, Mooi River 3300.

Bids must be deposited in the official tender box at Mpofana Local Municipality, 10 Claughton Terrace, Mooi River 3300, before the closing time. Late, faxed, emailed or electronically submitted bids will not be accepted. Bids must be submitted on the official bid document only; no retyping, no Tip-ex, no pencil, no removed pages. All forms must be completed and not amended; mark N/A where not applicable. Compulsory returnable documents: MBD 1 (Invitation to Bid), MBD 2 (Tax Requirements), MBD 4 (Declaration of Interest), MBD 6.1 (Preference Points Claim), MBD 8 (Declaration of Past SCM Practices), MBD 9 (Certificate of Independent Bid Determination), CSD summary report, CIPC registration, proof of municipal rates or lease agreement, vehicle registration (NaTIS) for offered vehicles, and proof of comprehensive insurance. Bids must be clearly marked with the bid number and description. The successful bidder will be required to sign a written contract form (MBD 7.2).

Returnable documents include: completed bid document, MBD 1, MBD 2, MBD 4, MBD 6.1, MBD 8, MBD 9, CSD summary report, CIPC registration, proof of municipal rates or lease, vehicle registration documents, proof of insurance, and any other required forms.

Evaluation uses the 80/20 preference point system: 80 points for price, 20 points for specific goals. Specific goals: 100% Black Owned (10 points), 100% Black Woman Owned (5 points), Disability (5 points). Bidders must score a minimum of 70 points out of 100 on functionality to proceed to price and preference evaluation and be registered on the panel. Functionality criteria include: key personnel experience (project manager with fleet management experience, up to 20 points), company experience with reference letters (up to 25 points), fleet capacity (minimum 10 vehicles under company name, 3 points each, up to 30 points), vehicle condition and maintenance plan (up to 15 points), and response time/operational support (up to 10 points).

Appointment of a panel of car hire service providers for 36 months. Services provided on an as-and-when-required basis for short, medium, or long-term periods. Vehicle categories: hatchback, sedan, SUV, single cab bakkies (4x2 and 4x4), double cab bakkies (4x2 and 4x4), light commercial vehicles, and any other category required. All vehicles must be white unless approved otherwise. Service provider responsible for routine maintenance, servicing, repairs, comprehensive insurance, and a functional vehicle tracking system. Vehicles must be roadworthy, licensed, and registered per the National Road Traffic Act. Rates must include all applicable costs; kilometre charges where applicable must be stated. Replacement vehicles required within agreed turnaround time on breakdown, accident, theft, or mechanical failure. Services include domestic, regional, cross-border, and rural rentals; emergency services; tollgate eTags; monthly usage and cost reporting; dedicated account management. Specialised equipment (canopies, roof racks, tow bars, toolboxes, tracking systems, beacons, spotlights, two-way radios, PA systems, sirens, emergency lighting, reflective markings) may be requested via quotation from panel members. The Municipality does not guarantee any minimum number of hire requests or specific vehicle categories. Where a vehicle is required, the Municipality will invite quotations from panel members specifying category, rental period, transmission, fuel type, accessories, delivery location, collection arrangements, and other operational requirements. The Municipality reserves the right to award each request to the panel member offering best value for money.

Scope of services: The Municipality may hire vehicles for short-term, medium-term, or long-term periods. Vehicle categories include hatchback, sedan, SUV, single cab bakkies (4x2 and 4x4), double cab bakkies (4x2 and 4x4), light commercial vehicles, and any other category as required. The Municipality does not guarantee minimum number of hire requests or specific categories. Requests for Quotations (RFQ) from the panel will be issued in accordance with SCM policy and legislation, specifying vehicle category, rental period, transmission type, fuel type, required accessories, delivery location, collection arrangements, and other operational requirements.

Bidders must have specific experience and submit at least two recent references (written proof on municipality letterhead including contact person, nature of service, contract amount, commencement date, telephone number, email addresses) of similar work undertaken. The service provider must provide one dedicated and capable on-site project manager with fleet management experience for Mpofana Municipality; detailed CV showing years of experience and skills must be submitted. Points awarded for project manager experience: 1-3 years (8 points), 4-6 years (14 points), 7 or more years (20 points). Company experience with reference letters: no references (0), 1-2 (10), 3-4 (15), 5 or more (25). Fleet capacity: minimum 10 vehicles under company name, 3 points each up to 30 points. Vehicle condition and maintenance plan: no plan (0), basic (5), detailed schedule with proof of servicing (10), detailed plan plus proof of regular servicing and roadworthy management (15). Response time: more than 24 hours (2), 12-24 hours (5), 4-12 hours (8), less than 4 hours with emergency support (10).

The offered total price for 36 months inclusive of VAT must be stated in words and figures. Pricing schedule includes total bid price for 36 months (VAT inclusive). Note: Pricing Schedule is not applicable at this stage as this is a panel; rates will be quoted per request.

Total bid price for 36 months must be stated inclusive of VAT, in words and figures. Pricing schedule is not applicable at this stage as this is a panel; rates will be quoted per request. Payment terms: the Municipality undertakes to make payment within 30 days after receipt of an invoice. The bidder must provide proof of financial standing via a bank manager's declaration confirming ability to complete a contract of the bid amount over the bid duration.

Bidders must be registered on the Central Supplier Database (CSD) and provide a CSD summary report. Tax compliance: valid Tax Clearance Certificate or SARS PIN required; original certificate must be submitted, certified copies not acceptable; each party in a consortium/JV/subcontracting must submit separate TCS/PIN/CSD. B-BBEE: B-BBEE status level verification certificate or sworn affidavit (for EMEs/QSEs) required to claim preference points. Company registration (CIPC) document required. Proof of municipal rates and services (3 months up to date) or signed lease agreement required. Vehicle registration documents (NaTIS) for all offered vehicles. Proof of comprehensive insurance. Bidders must not be in the service of the state; directors must not be listed on the National Treasury's Database of Restricted Suppliers or Register for Tender Defaulters; no convictions for fraud or corruption in the past five years. MBD 4 (Declaration of Interest) discloses any connection to state employees. MBD 8 (Declaration of Past SCM Practices) declares any abuse of SCM systems. MBD 9 (Certificate of Independent Bid Determination) certifies no collusive bidding.

The contract will be formed by the Form of Offer and Acceptance. The bidder's offer remains binding for the validity period stated in the tender data. The contract comprises Part 1 (Agreement and contract data), Part 2 (Pricing data), Part 3 (Scope of Work), and Part 4 (Briefing Session). Deviations from the tender documents are only valid if contained in the signed schedule of deviations. Within two weeks of receiving the signed agreement, the bidder must arrange delivery of any bonds, guarantees, proof of insurance, and other documentation. The agreement comes into effect when the bidder receives a fully completed original copy; unless the bidder notifies the employer in writing within five days of any reason for non-acceptance, the agreement becomes binding. The successful bidder will be required to sign a written contract form (MBD 7.2).

Bids must comply with conditions: sealing, delivery, opening and assessment as stated in bid document; emailed, telefaxed or late bids not accepted; bidder responsible for bid reaching municipality before closing; bids only on provided bid document; no Tip-ex; no pencil; no page removal; all forms completed and not amended; mark N/A if not applicable. Compulsory documents include Advertisement, Specification/Terms of Reference, MBD 1, MBD 2, MBD 4, MBD 6.1, MBD 8, MBD 9, CSD summary report, CIPC registration, proof of municipal rates or lease, vehicle registration (NaTIS), proof of comprehensive insurance.

Evaluation criteria: Phase 1 Administration Compliance – bidders must score minimum 60% on functionality to be considered; Phase 2 Functionality – bidders must score minimum 70 points out of 100 to proceed to price and preference evaluation and be registered on the panel. The 80/20 preference point system applies: 80 points for price, 20 points for specific goals (100% Black Owned 10 points, 100% Black Woman Owned 5 points, Disability 5 points).