Supply and delivery of 4 petrol water pumps – RFQ in eastern cape

Closing date: 20 August 2026, closing time 12H00 (Noon). Briefing session: none. Hard copy bid documents available from 14 August 2026. Bids remain valid for 120 days after closing.

Technical enquiries: Mr L Kroutz (Manager Fleet Control), email [email protected], tel 045 979 3030, office hours 08H00–16H00 Monday to Friday. Evaluation criteria enquiries: Mr Thomas Maseko (Manager Supply Chain Management), email [email protected], tel 045 979 3160, office hours 08H00–16H00 Monday to Friday. Submission address: Tender Box outside the Main Building, Joe Gqabi District Municipality, Corner of Cole & Graham Streets, Ekhephini (Barkly East).

Submission method — sealed envelope clearly marked "ONCE OFF SUPPLY & DELIVERY OF FOUR (04) PETROL POWERED WATER PUMPS JGDM2026/27-RFQ-03", with an accompanying electronic submission on a USB flash drive clearly marked with the tender number, deposited in the formal Tender Box outside the Main Building, Joe Gqabi District Municipality, Corner of Cole & Graham Streets, Ekhephini (Barkly East), before 12H00 (Noon) on 20 August 2026. Bids may be deposited by the bidder's representative or courier; no municipal official will deposit documents. Faxed or e-mailed bids will not be accepted. Bids must be submitted on original documents, completed in black ink, all pages signed where necessary, and remain intact. Use of Tippex or erasable ink renders the bid non-responsive. Bids must remain valid for 120 days after closing. Returnable forms and documents: SBD 4 (Declaration of Interest), Annexure E (company composition form), proof of company registration, SARS PIN and Tax Reference Number on the cover page, CSD registration number, proof of company office address for locality points, and a detailed manufacturer specification sheet confirming engine type, flow rate, head capacity, fuel consumption, and material construction of pump housing and impeller. Joint Ventures must provide signed agreements and all returnable documents for each partner. Failure to complete and submit all required information renders the bid non-responsive. No bids from persons in the service of the state will be considered. Bidders must be registered on the Central Supplier Database (CSD). The municipality does not bind itself to accept the lowest or any bid and may award to more than one bidder. Hard copies of bid documents available from SCM offices from 14 August 2026 on payment of a non-refundable R200.00 fee; free downloads from www.etenders.gov.za and www.jgdm.gov.za.

Returnables: The supplier shall submit a detailed manufacturer specification sheet confirming engine type, flow rate, head capacity, fuel consumption, and material construction of pump housing and impeller.

Evaluation under the 80/20 Preference Point System per the Preferential Procurement Policy Framework Act (Act No. 5 of 2000) and Preferential Procurement Regulations 2022, and the Joe Gqabi District Municipality Supply Chain Management Policy. Price: 80 points; Specific Goals: 20 points. Specific goals points (evidence required to claim): 1. HDI: 51% owned by Black Directors — 4 points; 51% owned by Women — 2 points; 51% owned by Youth — 2 points; 51% owned by Disabled — 2 points. Evidence: copy of Identity documents, CSD form, and Company Registration Documents. 2. Locality: within Joe Gqabi District Municipality — 10 points; within Eastern Cape but outside JGDM — 5 points; outside Eastern Cape — 0 points. Evidence: proof of company office address (municipal account not older than 90 days, municipal clearance certificate, lease agreement, or proof of address and affidavit from village residents). Failure to submit evidence results in no points for that goal. Bids must pass a completeness check and comply with all tender conditions; failure renders the bid non-responsive. No bids from persons in the service of the state will be considered.

Supply and delivery of four (4) petrol-powered water pumps for municipal water supply, emergency response and related service delivery. Technical specifications: Power output 5.5 HP; maximum output 22,000 L/H; inlet and outlet size 2" IN (50 mm); one inlet and one outlet; head capacity 25 m; pump lift 26 m; self-priming required; engine type WH20CX; displacement 163 CC; pull start ignition; petrol powered; fuel capacity 3.6 L. Warranty: minimum 24 months or 500 operating hours, whichever occurs first; spare parts must be available within South Africa. Pumps must be new, unused, free from defects, fit for purpose and of merchantable quality. The municipality may reject equipment that does not meet output capacity, is not aligned with the submitted specification sheet, is damaged/refurbished/second-hand, or fails operational testing. Equipment must comply with relevant SANS or ISO mechanical safety standards. Delivery to a municipal site as designated in the official purchase order within 14–21 calendar days from the date of order. Supplier must provide delivery note referencing the purchase order number, serial numbers of each pump, manufacturer warranty certificates, and user manuals and maintenance guidelines. Ownership and risk transfer only upon physical delivery, inspection and acceptance by the authorised municipal representative.

Quantity changes: if the estimated value of changes does not exceed 15% of the original contract value, the contractor may be instructed to deliver revised quantities; the contractor may be approached to reduce unit prices, with no price escalation.

Reference Form of Bidder: bidders must send the assessment form to references listed in the Experience of Tenderer schedule and attach all completed assessment forms to the tender submission. The form assesses turn-around times, quality of feedback, accessibility and availability, reliability, and customer satisfaction, rated 1 (Poor) to 5 (Excellent).

Pumps must be new, unused, free from defects, fit for purpose and of merchantable quality. The municipality may reject equipment that does not meet specified output capacity, is not aligned with the submitted specification sheet, is damaged/refurbished/second-hand, or fails operational testing. Equipment must comply with relevant SANS or ISO mechanical safety standards. The municipality may inspect, test and analyse supplies and reject non-compliant goods; rejected goods are held at the supplier's cost and risk.

Pricing schedule: Petrol Powered Water Pump, quantity 4, unit price and total (VAT excluded). Rates must be fixed for 12 months. Delivery cost must be included in the rate. Failure to complete the schedule in full renders the bid non-responsive. Incidental services prices, if not included in the contract price, must be agreed in advance and not exceed prevailing rates.

Pricing schedule: Petrol Powered Water Pump, quantity 4, unit price and total (VAT excluded). Rates must be fixed for 12 months. Delivery cost must be included in the rate. Failure to complete the pricing schedule in full renders the bid non-responsive. VAT must be included in the bid price but shown separately (for VAT vendors). Price escalation: not applicable. Payment within 30 days after submission of a valid tax invoice. The municipality may require sureties for due fulfilment of the contract. The successful bidder must submit proof of insurance or indemnification within 14 days of acceptance; failure renders the contract null and void.

CSD registration: mandatory — bidders must be registered on the Central Supplier Database (online at https://secure.csd.gov.za). Tax compliance: SARS PIN and Tax Reference Number must be declared on the cover page; for Trusts, Joint Ventures or Consortia, each party must submit a separate Tax Clearance Certificate. No bids from persons in the service of the state. B-BBEE: specific goals points claimed under HDI and locality (see evaluation criteria); evidence required to claim points. Joint Ventures awarded a contract must register as a separate company with the Registrar of Businesses, register with SARS, and open a separate bank account (clauses apply after award). Returnable forms: SBD 4 (Declaration of Interest), Annexure E (company composition form), proof of company registration, and proof of company office address for locality points.

Equipment must comply with relevant SANS or ISO mechanical safety standards. The municipality is not liable for claims, damages, accidents or injuries arising from the contract; the contractor must insure personnel and equipment and indemnify the municipality.

Contract duration: once-off. Bids valid for 120 days. Delivery within 14–21 calendar days from official order. Ownership and risk transfer only upon physical delivery, inspection and acceptance. The municipality may inspect and test equipment prior to acceptance. Warranty: minimum 24 months from written municipal acceptance, covering engine defects, mechanical failure, manufacturing defects and performance failure under normal use; supported by a written manufacturer warranty certificate and contact details of authorised repair agents in the Eastern Cape; repairs at no cost to the municipality; if repairs exceed 14 working days, a replacement unit may be required. Poor performance: if pumps fail during inspection or warranty, the supplier must repair or replace at its own cost within 7 working days; failure constitutes breach and may result in cancellation, recovery of costs, and blacklisting considerations. Penalty provision: if the successful bidder withdraws, fails to fulfil the contract, or fails to sign the agreement or provide surety, it is liable for the municipality's re-advertising costs and any price difference. Insurance: the contractor must insure personnel and equipment and indemnify the municipality; proof of insurance required within 14 days of acceptance. General Conditions of Contract apply, including performance security, inspections, payment within 30 days, penalties for delay at the prime interest rate, termination for default, force majeure, dispute resolution (amicable, then mediation, then South African courts), and limitation of liability to the contract price except for repair/replacement of defective equipment.

No business with persons in the service of the state. Bidders must be registered on the CSD. The municipality does not bind itself to accept the lowest or any bid and may award to more than one bidder. Late, incomplete, unsigned, faxed or e-mailed bids will not be accepted. All pages must be signed where necessary; bids must be submitted as originals. Additional annexures accepted only if cross-referenced and signed. Bids valid for 120 days. SARS PIN and Tax Reference Number declared on the cover page; each party to a Trust/Joint Venture/Consortium submits a separate Tax Clearance Certificate. Bid documents must remain intact. Proof of company office address required for locality points. Use of Tippex or erasable ink renders the bid non-responsive. Declaration pages must be fully completed and signed. Joint Ventures must provide signed agreements and all returnable documents for each partner. Failure to complete and submit all required information renders the bid non-responsive.

General prerequisites: proof of company registration and/or legal standing, completed company composition form (Annexure E), completed Declaration of Interest form, bid document completed in black ink, submitted on original documents, and remaining intact. Joint Ventures awarded a contract must register as a separate company with the Registrar of Businesses, register with SARS, and open a separate bank account (clauses apply after award).

Evaluation under the 80/20 Preference Point System per the Preferential Procurement Policy Framework Act (Act No. 5 of 2000) and Preferential Procurement Regulations 2022, and the Joe Gqabi District Municipality Supply Chain Management Policy. Price: 80 points; Specific Goals: 20 points. Specific goals: HDI (51% owned by Black Directors — 4 points; 51% owned by Women — 2 points; 51% owned by Youth — 2 points; 51% owned by Disabled — 2 points) and Locality (within JGDM — 10 points; within Eastern Cape but outside JGDM — 5 points; outside Eastern Cape — 0 points). Evidence required to claim points; failure to submit evidence results in no points. Bids must pass a completeness check and comply with all tender conditions; failure renders the bid non-responsive. No bids from persons in the service of the state will be considered.