Subsidised public passenger transport services in phokwane municipal areas (18 months) – tender ncdtsl 04/2026/27

Briefing session (compulsory): 14 August 2026, 10h00–11h00, at Kimberley Provincial Traffic Station (Padkamp), 45 Schmidtsdrift Road, Carters Glen.

Clarification queries must be submitted in writing at least seven calendar days before the closing date and time.

Technical enquiries: submit written queries to the DTSL representative listed under technical enquiries at least seven calendar days before closing. No contact details are provided in the document.

Returnable documents — all must be completed, signed and submitted with the bid:

• SBD 1 (Invitation to Bid): bidder and contact details, signed as the offer cover page.
• SBD 3.1 (Pricing Schedule – Firm Prices): firm prices only, valid for 120 days from closing.
• SBD 4 (Bidder's Disclosure): declares any state employment or relationship with the procuring institution; false disclosure disqualifies the bid.
• SBD 6.1 (Preference Points Claim): claims B-BBEE points under the 80/20 system.
• Copy of CSD report or SARS tax pin certificate.
• Letter of authority to sign on behalf of the company.
• Compulsory meeting certificate confirming attendance at the briefing session.
• A table of contents indicating where each document is located in the proposal.

Disqualification risks:

• Failure to provide or comply with any required particulars may render the bid invalid.
• Bids received after the closing time are not considered.
• Bidders or subcontractors listed on the Register for Tender Defaulters or List of Restricted Suppliers are automatically disqualified.
• Failure to comply with the 20–25% subcontracting requirement results in disqualification.
• Bidders who do not respond in writing to a bid validity extension will not be considered further upon expiry of the initial validity period.

Evaluation is carried out in three phases:

• Phase 1 (Pre-compliance): checks SCM returnable documents, tax matters, and CSD registration submitted by closing date and time.
• Phase 2 (Mandatory requirements): bidders must subcontract 20–25% of the contract value to subcontractors; a list of subcontractors is provided at the compulsory briefing session. A subcontracting agreement between bidder and subcontractor is required. Failure to comply disqualifies the bid.
• Phase 3 (Price and Preference Points): the 80/20 preference point system applies. Price scores a maximum of 80 points using the formula Ps = 80[1-(Pt-Pmin)/Pmin]. Up to 20 points for specific goals: 20 points if the bidder has more than 50% ownership by Black people, women, or people with disabilities; fewer points for 50% and below.

The bid is awarded to the bidder with the highest combined points, provided all phases are met. The department may award to a tenderer that did not score the highest points in terms of section 2(1) of the PPPFA.

Scope: provision of subsidised public passenger transport services in Phokwane Local Municipality, mainly in Pampierstad and Hartswater, for a period of eighteen (18) months.

Fleet requirements:

• Provide and operate a total of 12 standard buses (60–65-seating capacity), registered in the name of the company/operator and subcontractor. Vehicles above 60–65 seats are classified as 60–65-seaters.
• Operate subsidised services across nine (9) approved routes with ten (10) buses in service and two (2) buses on standby at all times.
• Services operate Monday to Saturday in accordance with the approved timetable.
• Each bus must be fitted with a tracking system accessible by the Department for monitoring and report generation.
• Buses must not be older than fifteen (15) years; chassis must not be older than thirty (30) years.
• Refurbished vehicles require all relevant supporting documents.
• Buses must be roadworthy at all times, with a valid Certificate of Fitness (COF), valid disc, and valid Certificate of Roadworthiness (COR).

Contract conditions:

• Subcontracting of 20–25% of contract value is mandatory; a list of subcontractors is provided at the compulsory briefing.
• Subcontractors are not allowed after award without prior written permission from the Department.
• The successful bidder must not cede, transfer, sell, or alienate the contract or any part thereof.
• The successful bidder must obtain an operating licence before operations commence.
• Certified copies of vehicle registration certificates and licences must be submitted.
• Monthly claims are based on kilometres operated.

Pricing schedule: SBD 3.1 with firm prices only; non-firm prices (including exchange rate variations) will not be considered. Prices must be all-inclusive of applicable taxes and delivery costs. Offer valid for 120 days from closing date.

Payment and claims:

• Monthly claims calculated as (Operated KMs x KM rate).
• Total monthly income = claimed amount + passenger ticket revenue.
• Monthly operated kilometres fluctuate based on days in the month.
• The contract is escalated annually in line with the PTOG allocation percentage increase.

General Conditions of Contract (GCC) apply, including:

• Performance security may be required within 30 days of award, in a form specified in the Special Conditions of Contract.
• Payment within 30 days of invoice submission.
• Prices must not vary from those quoted, except as authorised in the SCC or bid validity extension.

CSD registration: proof of registration on the Central Supplier Database must be submitted with the bid at closing.

Tax compliance: bidders must be tax compliant at submission and for the entire contract term; a SARS tax status pin or CSD number/report is required. Bidders making taxable supplies over R1 million in any 12-month period must register as VAT vendors within one month of award.

B-BBEE: submit a valid B-BBEE Status Level Verification Certificate issued by SANAS-accredited agency, or a CIPC B-BBEE certificate, or a sworn affidavit commissioned by a Commissioner of Oaths. Joint ventures/partnerships must submit credentials in the name of the joined entities.

Legislative framework: bidders must comply with the Preferential Procurement Policy Framework Act, 2000, and the Preferential Procurement Regulations, 2022.

POPIA: bidders must comply with the Protection of Personal Information Act, 2013, regarding processing of personal information.