Hire of landfill site compactor (cat 816 equivalent) on call-out basis for 12 months at dry rate

The municipality seeks to appoint a qualified service provider for the hire of a landfill site compactor on a call-out basis for a period of twelve (12) months at a dry rate. The successful bidder will enter into a contract with the Municipality. The Municipality will hire the equipment on an as-and-when-required basis with no guarantee of frequency or number of days of utilisation. Required service-level response time is 48 hours from call-out. The appointed service provider must supply the compactor as requested, ensure availability within the agreed response time, provide equipment in good working condition compliant with health and safety requirements, maintain and service equipment per manufacturer recommendations, and replace equipment promptly if it becomes unserviceable. Pricing is a dry rate (excluding fuel) per operating day of 8 hours. Minimum equipment specifications: similar or equivalent to CAT 816 Landfill Compactor, minimum gross power 210 kW, minimum net power 180 kW, designed for landfill compaction, fully operational and compliant with occupational health and safety legislation, equipped with standard safety features for landfill operations. General requirements: equipment insured for contract duration; service provider responsible for all repairs, maintenance and breakdowns; compliance with environmental, health and safety legislation; provision of a competent operator. Contract duration 12 months from appointment. Appointment on call-out basis with no guaranteed minimum hours or value; payment only for actual hours worked and approved. Project location: Richmond Landfill Site, coordinates 29.90309°S / 30.25170°E. Rainy days, equipment breakdowns, public holidays and other non-working days do not constitute grounds for contract extension or additional compensation.

Closing date and time: 15 September 2026 at 10h00 (public opening follows).

Compulsory briefing session: 04 September 2026 at 10h00, Council Chamber, Richmond, followed by a site visit (attendance mandatory).

Bid document reservation deadline: 03 September 2026 before 16h00 (written request to SCM email).

Tender validity period: 90 days from closing date.

Technical enquiries: Mr M. Ntanzi, Tel: (033) 212 2155, Email: [email protected]

SCM / Bid document enquiries: Mr Sandile Sithole, Tel: (033) 212 2155, Email: [email protected]

Submission address: Reception Area (tender box), 57 Shepstone Street, Richmond, KZN 3780.

Submission method: hand-delivered only, sealed and endorsed "HIRE OF LANDFILL SITE COMPACTOR ON A CALL-OUT BASIS FOR A PERIOD OF TWELVE (12) MONTHS AT A DRY RATE: RLM_02/2026/2027", deposited in the official tender box at the reception area, 57 Shepstone Street, Richmond, during office hours 08h00–16h00 Monday to Friday. No emailed, faxed or late bids accepted; late bids returned unopened.

Returnable forms and documents (all compulsory; omission renders bid non-responsive):

• MBD 1: Invitation to Tender (must be front sheet)
• MBD 2: Valid Original Tax Clearance Certificate in the name of the tenderer
• MBD 4: Declaration of Interest
• MBD 6.1: Preferential Procurement Claim Form
• MBD 8: Declaration of Past Supply Chain Management Practice
• MBD 9: Certificate of Independent Bid Determination
• Company profile
• Proof of enterprise ownership
• Letter of good standing
• Recent municipal utility bill / lease agreement / affidavit (if rural/informal settlement) confirming no municipal rates arrears
• Proof of CSD registration
• Proof of CIDB Grade 2CE or higher
• Bank letter from a registered financial institution

Bid documents must be reserved in writing via SCM email ([email protected]) by 03 September 2026 before 16h00. Non-refundable document fee R634.20 (cash only) payable at Budget & Treasury Office, 57 Shepstone Street, Richmond, 08h00–16h00 Monday to Friday.

Two-stage evaluation:

Stage 1 – Functionality (minimum 70 out of 100 points required to proceed):

• Experience of the bidder (max 30 points): 3 appointment letters/orders from government institutions = 30 pts; 2 = 20 pts; 1 = 10 pts.
• Proof of ownership/lease agreement for construction plant (max 20 points): Landfill/Trash Compactor = 20 pts; Dozer = 15 pts.
• Radius from Richmond Municipal Landfill Site (max 50 points): operational base within 35 km = 50 pts; >35 km ≤60 km = 30 pts; >60 km ≤100 km = 20 pts; >100 km = 0 pts. Distance measured by road travel (Google Maps or equivalent route printout required).

Stage 2 – 80/20 Preference Point System (applicable for contracts up to R50 million):

• Price: 80 points
• Specific goals: 20 points (full CSD report must be submitted to claim specific goals points).

Bids scoring below 70 on functionality are disqualified and not evaluated further.

Scope: Hire of a landfill site compactor on a call-out basis for 12 months at a dry rate (fuel excluded). No guaranteed minimum hours or days; payment only for actual hours worked and approved.

Service-level response time: equipment must be available within 48 hours of call-out.

Minimum equipment specifications:

• Similar or equivalent to CAT 816 Landfill Compactor
• Minimum gross power: 210 kW
• Minimum net power: 180 kW
• Specifically designed for landfill compaction operations
• Fully operational and compliant with applicable occupational health and safety legislation
• Equipped with all standard safety features required for landfill operations

Service provider obligations:

• Supply compactor on call-out basis as requested
• Ensure equipment is in good working condition and maintained per manufacturer recommendations
• Replace equipment promptly if unserviceable during hire period
• Insure equipment for contract duration
• Responsible for all repairs, maintenance and mechanical breakdowns
• Comply with all environmental, health and safety legislation
• Provide a competent operator

Contract duration: 12 months from date of appointment.

Project location: Richmond Landfill Site, coordinates 29.90309°S / 30.25170°E.

Rainy days, equipment breakdowns, public holidays and other non-working days do not entitle the service provider to contract extension or additional compensation.

Pricing: dry rate per operating day (8 hours per day) quoted in South African currency, VAT status indicated.

Functionality evaluation requires demonstration of experience and capacity:

• Experience of the bidder: up to 3 appointment letters/approved orders from government institutions on similar projects, submitted on company letterhead as proof. Scoring: 3 letters = 30 points, 2 letters = 20 points, 1 letter = 10 points.
• Proof of ownership/lease agreement for construction plant: Landfill/Trash Compactor ownership/lease = 20 points; Dozer ownership/lease = 15 points.
• Operational base proximity: road travel distance from bidder's operational base to Richmond Landfill Site (Google Maps or equivalent route printout required). Within 35 km = 50 points; >35 km ≤60 km = 30 points; >60 km ≤100 km = 20 points; >100 km = 0 points.
• Appointment & Reference Letter Verification Form provided for completion by previous government clients to confirm performance ratings (quality, technical competence, adherence to schedule, contract management, communication, overall performance).

Pricing instruction: bidders must quote a dry rate (excluding fuel) per operating day at 8 hours per day. Rate to be quoted in South African currency, indicating whether inclusive or exclusive of VAT. Pricing schedule format: single line item "Hire of landfill site compactor" with unit "Rate per day", quantity "1 day", and rate per hour. Total bid price (including VAT) to be stated in numeric and words on the tender form. Validity period: 90 days. Bidders may indicate a percentage discount for early settlement. No advance payment; payment only for actual hours worked and approved, within MFMA prescribed periods.

Pricing format: dry rate (excluding fuel) per operating day (8 hours) quoted in ZAR, inclusive or exclusive of VAT as indicated. Validity period: 90 days. Bidders may indicate a percentage discount for early settlement.

No advance payment; payment made for actual hours worked and approved, within MFMA prescribed periods.

No bid bonds, performance guarantees or insurance amounts specified beyond the requirement that equipment be insured for the contract duration.

Bidders must not owe municipal rates and taxes in arrears for more than three months (declaration required in MBD 8).

Bank letter from a registered financial institution required as a returnable document.

Eligibility and mandatory compliance:

• Registered on National Treasury Central Supplier Database (CSD) – proof required.
• Valid CIDB contractor grading 2CE or higher – proof required.
• Valid original Tax Clearance Certificate (MBD 2) or SARS Tax Compliance Status PIN / CSD number.
• Company registration (CIPC) implied by proof of enterprise ownership.
• Letter of good standing (COIDA / Workmen's Compensation).
• Municipal rates clearance: recent utility bill / lease agreement / affidavit confirming no arrears >3 months.
• Completed and signed mandatory returnable forms: MBD 1, MBD 4, MBD 6.1, MBD 8, MBD 9.
• Company profile.
• Bank letter from registered financial institution.
• Full CSD report must be submitted to claim specific goals points.
• No bids accepted from persons in the service of the state.
• Foreign suppliers must complete pre-award questionnaire (MBD 1 Part B:3).

Failure to submit any compulsory document in its entirety renders the bid non-responsive and disqualified.

Equipment must be fully operational and compliant with applicable occupational health and safety legislation. Equipment must be equipped with all standard safety features required for landfill operations. Service provider must comply with all applicable environmental, health and safety legislation. Service provider must provide a competent operator. Equipment must be maintained and serviced in accordance with manufacturer's recommendations.

Contract duration: 12 months from date of appointment.

Basis: as-and-when-required (call-out); no guaranteed minimum hours or value of work.

Payment: only for actual hours worked and approved by the Municipality; no advance payment; payment within MFMA prescribed periods.

Service provider obligations: insure equipment for contract duration; responsible for all repairs, maintenance and mechanical breakdowns; comply with environmental, health and safety legislation; provide competent operator; replace unserviceable equipment promptly; maintain equipment per manufacturer recommendations.

Response time: equipment available within 48 hours of call-out.

Non-working days (rain, breakdowns, public holidays) do not entitle extension or additional compensation.

General Conditions of Contract (GCC) issued by National Treasury apply; Special Conditions prevail over GCC in case of contradiction.

Municipality reserves right to negotiate price with successful bidder; not obliged to accept lowest bid or any bid; may cancel tender at any time; may award whole or part to one or more providers.

Bid documents remain property of Richmond Municipality and will not be returned.

Bidders may not contact Municipality on bid matters from submission until panel finalised; attempts to influence evaluation may lead to rejection.

Short-listed bidders may be called for interviews; presentations not required.

Proposed changes to GCC or Special Conditions evaluated and may be incorporated if acceptable; otherwise original conditions stand.

Two-stage evaluation process:

Stage 1 – Functionality (minimum 70/100 points to proceed):

• Experience of the bidder (max 30 points): submission of up to 3 appointment letters/approved orders from government institutions on similar projects on company letterhead. 3 letters = 30 pts, 2 letters = 20 pts, 1 letter = 10 pts.
• Proof of ownership/lease agreement for construction plant (max 20 points): Landfill/Trash Compactor = 20 pts, Dozer = 15 pts.
• Radius from Richmond Municipal Landfill Site (max 50 points): measured by road travel distance (Google Maps or equivalent route printout required) from contractor's operational base to the landfill site. Within 35 km = 50 pts; >35 km ≤60 km = 30 pts; >60 km ≤100 km = 20 pts; >100 km = 0 pts.

Stage 2 – 80/20 Preference Point System (for contracts up to R50 million):

• Price: 80 points
• Specific goals: 20 points (full CSD report required to claim specific goals points).

Specific goals point allocation (per MBD 6.1):

• EME or QSE at least 51% owned by black people: 5 points
• EME or QSE at least 51% owned by black women: 5 points
• EME or QSE at least 51% owned by black youth: 5 points
• EME or QSE at least 51% owned by black people residing within Richmond Municipality jurisdiction: 5 points; within district: 3 points; within KZN Province: 2 points; outside KZN: 0 points.

Bids failing to achieve minimum 70 points on functionality are not considered for price and specific goals evaluation.