Panel of service providers: new tyres & puncture repairs for council fleet (3 years)

SCM enquiries: Mr Bongani Mfenqa, Treasury Department, telephone 039 312 8304, email [email protected]. Technical enquiries: Fleet/Assets, contact Ms Nomhle Gwiji, telephone 039 315 1196, email [email protected]. Alternative technical contact: Mr Vuyani Gqoboka, Asset/Fleet Manager, telephone 039 312 8308, email [email protected]. Submission address: Bid box, 10 Connor Street, Port Shepstone, 4240. Postal address: PO Box 5, Port Shepstone, 4240. Municipal Manager: Mr K J Zulu. Objections/complaints: within 14 days of decision to Municipal Manager via email [email protected] or fax 086 529 7195.

Submission method: sealed envelope deposited in the bid box at 10 Connor Street, Port Shepstone, 4240. Closing: 29 September 2026 at 12:00. Late bids are not accepted. Bidders must submit the original bid document plus one (1) copy; failure to submit the copy results in disqualification. All bids must be on the official forms provided (not re-typed). A compulsory clarification meeting must be attended on 11 September 2026 at 10:00 at 10 Connor Street, Port Shepstone, Council Chambers; late arrivals will not be allowed to sign the attendance register. Returnable forms and documents to be completed, signed and submitted with the bid: RNM/MBD 3.1 Pricing Schedule (firm prices), MBD 4 Declaration of Interest, Past Experience schedule, RNM/MBD 6.1 Preferential Procurement Claim (2022 Regulations), RNM/MBD 8 Declaration of Past SCM Practices, RNM/MBD 9 Certificate of Independent Bid Determination. Supporting documents required: company registration documents, certified copies of ID documents of directors/owners/members/shareholders, valid Tax Compliance Certificate or Tax Compliance Status PIN, proof of CSD registration, joint venture agreement (if applicable). Bids must remain valid for 120 days.

Evaluation follows Method 4: functionality (quality) scored first, then price and specific goals under the 80/20 preference point system. Minimum functionality threshold: 60% of the maximum functionality points (35 points) to proceed to financial evaluation. Functionality criteria and maximum points: Capability — two (2) or more light delivery vehicles registered in the company/director's name (eNATIS documents) = 10 points; one (1) light delivery vehicle = 5 points. Experience — 2 to 5 or more years relevant experience in supplying, fitting new tyres and puncture repairs for vehicles and trucks (business profile) = 5 points; 1 to less than 2 years = 0 points. Company Capacity (site inspection, total 20 points): operational workshop for heavy-duty and light-duty tyre repairs within Ray Nkonyeni Municipality jurisdiction (lease agreement or rates statement in company/director name) = 5 points; tyre fitting machine = 5 points; wheel alignment system = 5 points; wheel balancing machine = 5 points. Financial offer scored using formula Nf = W1 x [1 - (P - Pm) / Pm] with W1 = 80 for values up to R50 million (VAT inclusive). Specific goals: up to 20 points for black ownership — EME/QSE 100% black-owned = 10 points; EME/QSE 51% black-owned = 6 points; EME/QSE 25-50% black-owned = 2 points. Verification: CIPC Shareholders Certificate, Sworn Affidavit, Company Registration Documents. Failure to submit proof for specific goals means points are not claimed.

Scope: Panel of qualified service providers for the supply of new tyres and tyre puncture repair services for the Ray Nkonyeni Municipality council fleet for a period of three (3) years. Service requirements: workshop must be within Ray Nkonyeni Municipality jurisdiction (verified by lease agreement or rates statement). Call-out response time: maximum 3 hours. Tyres to be supplied, fitted and repaired within seven (7) days of receipt of purchase order. Operational workshop must handle heavy-duty and light-duty tyre repairs. Equipment required (verified by site inspection): tyre fitting machine, wheel alignment system, wheel balancing machine. Delivery vehicles: at least one light delivery vehicle registered in company/director name (eNATIS); two or more vehicles scores higher. Experience: minimum 2 years relevant experience in supplying, fitting new tyres and performing puncture repairs for vehicles and trucks (business profile).

Quality evaluated through functionality scoring (minimum 60% threshold). Criteria: Capability — vehicle fleet verified by eNATIS registration documents; Experience — business profile showing 2-5+ years in tyre supply, fitting and puncture repairs for vehicles and trucks; Company Capacity — site inspection of workshop verifying operational facility for heavy-duty and light-duty tyre repairs within RNM jurisdiction (lease agreement/rates statement), tyre fitting machine, wheel alignment system, wheel balancing machine. Goods must conform to standards in bidding documents/specifications. Warranty: 12 months after delivery/acceptance or 18 months after shipment. Supplier must repair/replace defective goods at no cost within specified period. Inspections/tests: purchaser may inspect supplier's premises at reasonable hours; costs borne by purchaser if compliant, by supplier if non-compliant. Non-compliant goods may be rejected and must be replaced at supplier's cost and risk.

Pricing schedule: RNM/MBD 3.1 (firm prices) must be completed in full; incomplete schedule leads to disqualification. Annual escalation linked to Consumer Price Index (CPI). Total bid price for three-year period to be indicated. Financial offer evaluated using formula Nf = W1 x [1 - (P - Pm) / Pm] with W1 = 80 for values up to R50 million VAT inclusive. Payment within 30 days of invoice and delivery note submission. Performance security required per SCC amount.

Pricing schedule: RNM/MBD 3.1 (firm prices) must be completed in full; incomplete pricing schedule leads to disqualification. Annual price escalation linked to Consumer Price Index (CPI). Performance security: successful bidder must furnish performance security of the amount specified in the Special Conditions of Contract within 30 days of contract award notification; acceptable forms: bank guarantee/irrevocable letter of credit from a reputable bank, or cashier's/certified cheque. Payment terms: payment within 30 days of submission of invoice and delivery note, subject to supplier having submitted the required database application form to the satisfaction of the CFO. Payment in Rand. Prices quoted are fixed for the contract duration except for authorised price adjustments or bid validity extensions. Contract value threshold: 80/20 preference point system applies for financial values up to R50 million (VAT inclusive); if any acceptable bid exceeds R50 million, all bids evaluated on 90/10 system.

Mandatory compliance: registered on Central Supplier Database (CSD) with proof attached; valid tax compliance status (TCS PIN or Tax Compliance Certificate); not a person in the service of the state; attendance at compulsory clarification meeting; submission of original bid document plus one copy. Returnable forms: RNM/MBD 3.1 Pricing Schedule, MBD 4 Declaration of Interest, Past Experience schedule, RNM/MBD 6.1 Preferential Procurement Claim, RNM/MBD 8 Declaration of Past SCM Practices, RNM/MBD 9 Certificate of Independent Bid Determination. Supporting documents: company registration documents, certified ID copies of directors/owners/members/shareholders, valid TCS PIN or certificate, proof of CSD registration, joint venture agreement (if applicable) with MBD 4, 8 & 9 for each JV entity. Specific goals claim requires CIPC Shareholders Certificate, Sworn Affidavit, Company Registration Documents. Workshop location verified by lease agreement or rates statement in company/director name showing physical address within Ray Nkonyeni Municipality. Vehicle registration verified by eNATIS documents. Experience verified by business profile showing 2-5 years relevant experience.

No specific occupational health and safety requirements detailed in the tender document beyond general GCC provisions. Compulsory clarification meeting at 10 Connor Street, Port Shepstone, Council Chambers on 11 September 2026 at 10:00. Site inspection of workshop will assess operational safety for heavy-duty and light-duty tyre repairs.

Contract governed by General Conditions of Contract (GCC) and any Special Conditions of Contract. Contract duration: three (3) years. Performance security required within 30 days of award notification (amount per SCC); forms: bank guarantee/irrevocable letter of credit or cashier's/certified cheque. Security discharged within 30 days after completion of performance obligations including warranty. Payment within 30 days of invoice and delivery note, subject to database application form submission. Prices fixed except authorised adjustments. Penalties for late delivery: prime interest rate per day on delayed goods/services. Termination for default: failure to deliver within specified period, failure to perform obligations, or corrupt/fraudulent practices. Restriction penalty up to 10 years for terminated suppliers. Force majeure: supplier not liable for delays due to events beyond control; must notify purchaser promptly. Dispute resolution: mutual consultation, then mediation after 30 days, then South African court. Governing law: South African law. Language: English. Warranty: goods new, unused, current models; 12 months after delivery/acceptance or 18 months after shipment, whichever earlier. Supplier must indemnify purchaser against patent/trademark/industrial design claims. Intellectual property from developed documentation vests in municipality. Insurance: goods fully insured in freely convertible currency. Packing: prevent damage/deterioration during transit. Delivery: in accordance with contract terms. Variation orders: up to 15% of contract value without price escalation. Subcontracting: must notify purchaser in writing; does not relieve supplier liability. Assignment: requires purchaser's prior written consent.

Evaluation Method 4: functionality (quality) scored first with 60% minimum threshold, then price and specific goals under 80/20 preference point system. Functionality criteria (max 35 points): Capability — 2+ light delivery vehicles (10 pts), 1 vehicle (5 pts); Experience — 2-5+ years relevant experience (5 pts), 1-<2 years (0 pts); Company Capacity site inspection (20 pts): operational workshop in RNM jurisdiction (5 pts), tyre fitting machine (5 pts), wheel alignment system (5 pts), wheel balancing machine (5 pts). Financial offer formula: Nf = W1 x [1 - (P - Pm) / Pm] with W1 = 80 for values up to R50m VAT inclusive. Specific goals (20 pts): EME/QSE 100% black-owned (10 pts), 51% black-owned (6 pts), 25-50% black-owned (2 pts). Verification documents required for each criterion.