Repair of hopper unit and hydraulic cylinders on refuse compactor truck fmx 511 EC

Compulsory clarification meeting: 13 October 2026 at 14:00 at the municipal workshop, St. Croix Street, Jeffreys Bay. No attendee arriving 10 minutes or more late will be admitted. Bidders who do not attend will be automatically disqualified.

Closing date and time: 20 October 2026 at 12:00.

SCM / Bidding procedure enquiries:

• Contact: Supply Chain Office
• Email: [email protected]
• Telephone: 042 200 2200

Technical enquiries:

• Contact: Mr. N. Gouws
• Email: [email protected]
• Telephone: 042 200 2200

Submission address (tender box):

Kouga Local Municipality, Woltemade Building, 16 Woltemade Street, Room 122, Jeffreys Bay, 6330

Postal address: P.O. Box 21, Jeffreys Bay, 6330

Submission method: original hard copy plus an electronic copy on USB flash drive or SD card (CDs accepted but discouraged) deposited in the tender box at 16 Woltemade Street, Room 122, Jeffreys Bay, 6330.

Closing: 20 October 2026 at 12:00. Late bids will not be accepted.

Returnable documents (all must be completed, signed in black ink and submitted):

• SBD 1 / MBD 1 (Invitation to Bid): signed offer cover page with bidder details.
• SBD 4 / MBD 4 (Declaration of Interest): discloses state employment or connections of directors/shareholders.
• SBD 6.1 / MBD 6.1 (Preference Points Claim): claims B-BBEE and locality points under the 80/20 system.
• SBD 7.1 / MBD 7 (Contract Form): written contract to be signed by successful bidder.
• SBD 8 / MBD 8 (Declaration of Past SCM Practices): declares no abuse of SCM systems, fraud, corruption or contract failures in the past five years.
• SBD 9 / MBD 9 (Certificate of Independent Bid Determination): certifies no collusive bidding.
• Authority to Sign / Board Resolution: proof that the signatory is authorised to bind the bidder.
• Valid RMI certificate in the company name.
• Proof of workshop within 150 km of Jeffreys Bay (municipal billing certificate or lease agreement).
• Evidence of at least five previous projects involving similar refuse compactor repairs, with contactable references, appointment letters, work orders and invoices.
• Certified copy of a qualified welder's certificate for an individual employed by the bidding company.
• CSD summary report.
• Business registration documents (CIPC, JV agreements, etc.).
• SARS Tax Compliance Status PIN (or CSD number if TCS not available) for each JV partner.
• Certified ID copies of directors/shareholders.
• Latest municipal billing clearance certificate / municipal account / rental documentation for the operational office (affidavit required if account is in a director's name).
• Project implementation plan (if applicable).

Disqualification risks: missing or unsigned returnable forms; submission after closing time; failure to attend compulsory clarification meeting; use of correction fluid or pencil; submission of a copy of a certified copy instead of a certified copy; non-compliance with tax or CSD requirements; non-submission of required supporting documents for special conditions.

Evaluation follows a three-phase process:

Phase 1: Special conditions (mandatory compliance) — bidders must meet all special conditions (RMI certificate, workshop location, experience, qualified welder) or be disqualified.

Phase 2: Price scoring — 80 points allocated for price using the 80/20 preference point system (Ps = 80 × (1 − (Pt − Pmin) / Pmin)). Only firm prices accepted; non-firm prices are rejected.

Phase 3: Specific goals scoring — 20 points allocated as follows:

• B-BBEE Status Level Contributor: up to 10 points (Level 1 = 10, Level 2 = 8, Level 3 = 6, Level 4 = 4, Level 5 = 3, Level 6–8 = 2, Non-compliant = 0).
• Locality of supplier/contractor: up to 10 points (within Kouga LM = 10, within Sarah Baartman DM & Nelson Mandela Bay Metro = 6, within Eastern Cape = 4, outside Eastern Cape = 1).

Bidders must submit a valid B-BBEE certificate or sworn affidavit (EME/QSE) and a latest municipal billing clearance certificate / municipal account / rental documentation for the operational office to claim locality points. Virtual offices are not accepted.

Minimum qualifying score: not explicitly stated; award to the highest-scoring bidder after all phases.

The tender will be awarded to one bidder only.

Scope: Repair of the hopper unit and all leaking hydraulic cylinders on refuse compactor truck FMX 511 EC.

Vehicle collection and return: Municipal workshop, St. Croix Street, Jeffreys Bay. Collection and delivery only Monday–Friday 07:30–15:00, Friday until 12:00.

Hopper unit repairs:

• Cut out and replace rear mounts with new ones.
• Fit new spring mounts.
• Repair sub-frame.
• Cut and remove rear floor and supports; fabricate new rear floor section and weld in place.
• Make and fit new support gussets.
• Replace steel sheets with new sheets.
• Check and repair all lights on the unit.
• Install two white working LED lights at rear of compaction unit.
• Fit new chevron plate.
• Fit two new amber LED warning lights on top rear of compaction unit.

Hydraulic repairs:

• Overhaul all hydraulic cylinders; fit new seals.

Key Performance Indicators:

• Delivery within 20 working days from order date.
• Quality of work meeting all tender requirements.
• Failure to meet KPIs without satisfactory reasons may lead to contract cancellation and listing on National Treasury restricted supplier list.

Warranty: One-year written warranty on all repairs.

Price: Firm, no escalation permitted.

Project implementation plan to be submitted if applicable.

Proven previous experience required: evidence for at least five different projects consisting of similar repairs to refuse compactors. Contactable references, appointment letters, work orders and invoices of relevant work done must be provided. A certified copy of a qualified welder's certificate for an individual employed by the bidding company is also required.

Pricing schedule: single item — "Repairs to FMX 511 EC refuse compactor as per tender requirements" (quantity 1). Only firm prices accepted; non-firm prices rejected. All delivery costs included in bid price. Document completed in non-erasable black ink; no correction fluid/tape. Mistakes crossed out in ink and initialled. Bidder must indicate VAT vendor status; if not VAT registered, VAT-exclusive and VAT-inclusive columns must reflect the same amount.

Pricing: Firm prices only; non-firm prices will not be considered. All delivery costs must be included in the bid price. Price schedule: single line item — "Repairs to FMX 511 EC refuse compactor as per tender requirements" (quantity 1). Bidder must indicate VAT registration status; if not VAT registered, both VAT-exclusive and VAT-inclusive columns must show the same amount.

Bid security / guarantee / retention: Not specified in the document.

Payment terms: Not specified in the document.

Financial capacity / turnover thresholds: Not specified.

Mandatory eligibility and compliance:

• Registered on National Treasury Central Supplier Database (CSD).
• Valid SARS Tax Compliance Status PIN (or CSD number if TCS not available) for each entity and JV partner.
• Not listed on National Treasury Database of Restricted Suppliers or Register of Tender Defaulters.
• No director convicted of fraud or corruption in the past five years.
• No municipal rates/taxes/charges in arrears > 1 month for the bidder or any director.
• No contract terminated for non-performance in the past five years.
• No person in the service of the state may bid.
• Compulsory clarification meeting attendance (13 October 2026, 14:00).
• Valid RMI certificate in the company name.
• Workshop within 150 km of Jeffreys Bay (municipal billing certificate or lease agreement as proof).
• At least five previous projects of similar refuse compactor repairs with contactable references, appointment letters, work orders, invoices.
• Certified copy of qualified welder's certificate for an employee of the bidding company.
• B-BBEE: Certificate (SANAS-accredited) or sworn affidavit (EME ≤ R10m, QSE ≤ R50m) required to claim preference points. Non-submission means zero points for B-BBEE.
• Locality proof: Latest municipal billing clearance certificate / municipal account / rental documentation for operational office (affidavit if account in director's name).
• All forms completed in black ink, no correction fluid, no pencil. Original signatures required; copies of signatures not accepted.

Contract terms:

• Successful bidder must sign a written contract form (MBD 7).
• Contract governed by General Conditions of Contract (GCC) and Kouga Municipality Supply Chain Management Policy (approved 30 March 2026), Municipal Restriction (Blacklisting) of Suppliers Policy (approved 29 April 2026), and 2022 Preferential Procurement Regulations.
• Special Conditions of Contract apply as set out in the tender.
• One-year written warranty on all repairs.
• Price firm for contract duration; no escalation.
• Delivery lead time: maximum 20 working days from order date.
• KPIs: timely delivery and quality; failure may result in contract cancellation and listing on National Treasury restricted supplier list.
• Form of Offer and Acceptance (signed by bidder and accepted by Accounting Officer) constitutes a legal and binding contract.
• Bidder warrants price correctness, no collusive practices, and authority to sign.
• Fraudulent claims for specific goals may lead to disqualification, cost recovery, contract cancellation, restriction from public sector business up to 10 years, and criminal prosecution.

Special conditions (mandatory, non-submission leads to disqualification):

1. Copy of valid RMI certificate in the name of the bidding company.
2. Proof of workshop within 150 km radius of Jeffreys Bay (municipal billing certificate or lease agreement).
3. Proven previous experience: evidence for at least five different projects of similar repairs to refuse compactors, with contactable references, appointment letters, work orders, invoices.
4. Proof of qualified welder: certified copy of certificate of individual employed in the name of the bidding company.

Engineering work details and hydraulic repairs as specified in technical specifications.

Evaluation in three phases:

Phase 1: Special conditions compliance (RMI certificate, workshop location, experience, qualified welder) — pass/fail.

Phase 2: Price (80 points) using 80/20 formula Ps = 80 × (1 − (Pt − Pmin) / Pmin).

Phase 3: Specific goals (20 points) — B-BBEE status (max 10 points) and locality (max 10 points). Locality points: within Kouga LM = 10, within Sarah Baartman DM & Nelson Mandela Bay Metro = 6, within Eastern Cape = 4, outside Eastern Cape = 1. Proof required: B-BBEE certificate/affidavit and municipal billing clearance/account/rental documentation for operational office. Virtual offices not accepted. Award to highest total score; one bidder only.