Quarterly preventive maintenance of 450 kva standby diesel generator (24-month contract)

Closing date: 09 October 2026 at 16:30.

RFQ validity period: 60 days from the closing date.

No briefing or site visit is stated.

Enquiries

• Contact: Lihle Cindi
• Email: [email protected]

Submission

• Method: email
• Submission email: [email protected]

Service delivery address

Freepen Building

120A Henry Street

Westdene

Bloemfontein

Submission method: email only, to [email protected]. Quotations sent to any other address will not be considered.

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

• Completed pricing schedule (Annex D) on official company letterhead.
• SBD 4 (Bidder's Disclosure): discloses whether any director, shareholder or connected person is employed by the state or has a relationship with anyone at Postbank. A false declaration disqualifies the bid.
• SBD 6.1 (Preference Points Claim): claims specific-goal points under the 80/20 system.
• Proof of CSD registration.
• Valid tax compliance status.
• All annexures and Standard Bidding Documents must be signed.

Disqualification risks:

• Late submissions, regardless of reason.
• Submitting to the wrong email address.
• Missing or unsigned returnable forms.
• Failure to comply with mandatory requirements.

No goods or services may be delivered before a signed Postbank Award Letter or Purchase Order is issued; delivery before that may result in non-payment.

Evaluation process:

• Phase 1 — Mandatory Requirements: bidders must indicate compliance and submit the required documents. Failure to comply disqualifies the bid.
• Phase 2 — Commercial Evaluation: Price (80 points) and Specific Goals (20 points).

Mandatory requirements (Phase 1):

• Minimum 5 years' experience in diesel generator maintenance, supported by 3 reference letters.
• Valid CIPC business registration.
• Company profile with at least three references for similar contracts.
• Proposed service schedule.

Commercial evaluation (Phase 2):

• Price: 80/100, benchmarked against the lowest quote.
• Specific Goals: 20/100, awarded according to the specific goals claimed.

Specific goals and points:

• Historically Disadvantaged individuals: 8 points.
• Women: 7 points.
• Disabled: 5 points.

Preference point system: 80/20 (applicable to requirements up to R50 million).

Scope: Quarterly preventive maintenance on a standby diesel generator over a 24-month contract term.

Generator details:

• Make & model: Volvo DGDF2389 UTAD 1344GE
• Capacity: 450 kVA
• Serial number: 6518
• Fuel tank capacity: ±450 litres
• Location: Freepen Building, 120A Henry Street, Westdene, Bloemfontein

Service frequency: 4 visits per year × 2 years = 8 scheduled visits.

Each quarterly service includes:

• Full inspection of the generator set: engine, alternator, control panel and instrumentation, battery system (starter batteries, charger, connections).
• Oil and filter change using OEM-approved lubricants and filters.
• Fuel, air and coolant system service: replace fuel filter(s) and water separator; replace or clean air filter as recommended; inspect, test and top up or replace coolant/anti-freeze.
• Load bank testing once per year: minimum 30 minutes at 80% of rated load (±360 kW); record voltage, frequency, current, power factor, oil pressure, temperature and other key parameters.
• Cleaning of radiator and cooling system.
• Annual internal inspection of the fuel tank for contamination, sludge or water.
• Functional testing of the Auto-Transfer Switch (ATS): simulate mains failure to verify automatic start-up, transfer to generator supply and return to mains; confirm correct operation, timing and interlocking.
• Calibration/check of all gauges, meters and instrumentation.
• Testing and verification of all safety shutdowns and protection devices (low oil pressure, high temperature, overspeed, etc.).

Reporting:

• Comprehensive service report after each visit, including date/time/duration, work performed, parts replaced, test results and readings, photographs of key components and issues, and recommendations.
• Reports must be delivered to Postbank within 5 working days of each service visit.

Emergency support:

• 24/7 emergency call-out included in the contract price.
• Response time in accordance with Postbank requirements.
• Dedicated emergency contact number to be provided.

The appointed service provider must perform full preventive maintenance on the 450 kVA Volvo standby diesel generator four times per year (8 visits over 24 months). Each quarterly service includes: full inspection of the generator set (engine, alternator, control panel, battery system), oil and filter change, fuel/air/coolant system service, load bank testing once per year, cleaning of radiator and cooling system, annual internal fuel tank inspection, functional testing of the ATS, calibration and verification of gauges and safety devices, and detailed service reporting within 5 working days. 24/7 emergency call-out support is included in the contract price.

Mandatory experience requirements:

• Minimum 5 years' experience in diesel generator maintenance, supported by 3 reference letters.
• Company profile with at least three references for similar contracts.
• Valid CIPC business registration.
• Proposed service schedule.

Quality requirements for each service visit:

• Use OEM-approved lubricants and filters.
• Replace or clean air filter as per manufacturer recommendation and site conditions.
• Inspect, test and top up or replace coolant/anti-freeze as required.
• Load bank testing once per year: minimum 30 minutes at 80% of rated load (±360 kW), recording key performance parameters.
• Thorough cleaning of radiator and cooling system.
• Annual internal inspection of the fuel tank for contamination, sludge or water.
• Functional testing of the Auto-Transfer Switch (ATS) to verify correct operation, timing and interlocking.
• Calibration/check of all gauges, meters and instrumentation.
• Testing and verification of all safety shutdowns and protection devices.
• Detailed service report within 5 working days of each visit, including test results, readings and photographs.

Cost breakdown required on official company letterhead. Prices must be VAT inclusive (if VAT registered) and quoted in ZAR. Include discounts for the 2-year commitment. Items: Quarterly Generator Servicing (per visit, 8 total), Annual Load Bank Testing (per test, 2 total), Emergency Call-Out (within 2 hours, max 4 per year). VAT at 15% to be added.

Pricing format:

• Full cost breakdown for each item on official company letterhead.
• All prices must be VAT inclusive (if VAT registered) and quoted in South African Rand (ZAR).
• Include any discounts for the 2-year commitment.

Cost breakdown items:

• Quarterly Generator Servicing: per visit, 4 visits per year, 8 total.
• Annual Load Bank Testing: per test, 2 total (one in Year 1, one in Year 2).
• Emergency Call-Out (within 2 hours): per call, maximum 4 per year.

VAT: 15% to be added.

No bid security, bonds, guarantees, retention or payment terms are stated.

Mandatory registrations and documents:

• CSD registration (Central Supplier Database) — required.
• Valid CIPC business registration.
• Tax compliance — suppliers must ensure compliance with their tax obligations.

Mandatory experience and references:

• Minimum 5 years' experience in diesel generator maintenance, supported by 3 reference letters.
• Company profile with at least three references for similar contracts.

B-BBEE / specific goals:

• Specific goals claimed via SBD 6.1: Historically Disadvantaged individuals (8 points), Women (7 points), Disabled (5 points).
• No B-BBEE level threshold is stated; points are claimed for specific goals.

No CIDB grading is required (not construction-related).

Specific goals for this tender (claimed via SBD 6.1):

• Historically Disadvantaged individuals: 8 points.
• Women: 7 points.
• Disabled: 5 points.

No B-BBEE level threshold is stated; points are claimed for specific goals.

No specific OHS requirements are stated beyond the general obligation to perform the service safely and in accordance with manufacturer recommendations. The service provider must provide a dedicated emergency contact number and respond to emergency call-outs in accordance with Postbank requirements.

Postbank's standard conditions of purchase apply. The recommended bidder must complete and sign all Standard Bidding Documents and annexures. All bidders must adhere to the General Conditions of Contract as prescribed by National Treasury. No goods or services may be delivered before a signed Postbank Award Letter or Purchase Order is issued; delivery before that may result in non-payment. Postbank reserves the right to cancel or reject any quote, not to award to the lowest bidder, to award parts to different bidders, or not to award at all. The bidder must keep Postbank updated on the status of their business.

Late submissions will not be accepted. The Postbank reception is accessible 07h30 to 16h00, Monday to Friday, for delivery of goods. Bidders must complete and sign all annexures and Standard Bidding Documents. Suppliers must comply with tax obligations. No goods or services may be delivered before a signed Postbank Award Letter or Purchase Order is issued. Bidders must be registered on the CSD. Postbank reserves the right to cancel or reject any quote, not to award to the lowest bidder, to award parts to different bidders, or not to award at all.

Mandatory requirements (Phase 1):

• Minimum 5 years' experience in diesel generator maintenance – 3 reference letters.
• Valid CIPC business registration.
• Company profile with at least three references for similar contracts.
• Proposed service schedule.

Failure to comply results in disqualification.

Evaluation process:

• Phase 1: Mandatory Requirements – only bidders that comply proceed to commercial evaluation.
• Phase 2: Commercial Evaluation – Price (80 points) and Specific Goals (20 points).

Price is benchmarked against the lowest quote; specific goals points awarded according to the specific goals claimed.