Plant and equipment hire for 36 months - overberg water board RFP OW-022/2026/27

Closing date and time: 29 October 2026 at 12h00pm.

No compulsory briefing or site visit mentioned in the document.

Supply Chain Management enquiries:

• Contact: Edward Nwamafela
• Contact: Ayabulela Booi
• Contact: Sanelisa Mayixhale
• Contact: Nokukhanyakwezwe Tshobeni
• Telephone: 021 851 2155
• Email: [email protected]
• Email: [email protected]
• Email: [email protected]
• Email: [email protected]

Technical enquiries:

• Contact: Njabulo Manukuza
• Telephone: 060 368 2062 / 084 5477500
• Email: [email protected]

Submission/delivery address:

Overberg Water Board Corporate Office

Trident Park 3, Ground Floor

1 Niblick Way

Somerset West

Cape Town

Service delivery sites:

• Rûensveld-East Water Treatment Plant, Swellendam (34°04'34.69"S, 20°14'44.63"E)
• Rûensveld-West Water Treatment Plant, Mariasdal Farm, Caledon (-34.095319, 19.314672)
• Duivenhoks Water Treatment Plant, Heidelberg (-34.059237, 20.959151)

Submission method: Physical delivery of one original document in a sealed envelope.

Submission address: Overberg Water Board Corporate Office, Trident Park 3, Ground Floor, 1 Niblick Way, Somerset West, Cape Town.

Closing time: 29 October 2026 at 12h00pm.

Envelope marking: "RFP OW-022/2026/27 Plant and Equipment Hire for a 36-Months Period as and when required".

Registration: Bidders or couriers must sign the Lodging Sheet at reception, recording name, copies submitted, date and time.

Returnable forms (all must be completed, signed and submitted):

• SBD 1 (Invitation to Bid): signed offer cover page with bidder details.
• SBD 3.2 (Pricing Schedule): completed pricing for each area tendered; all line items priced.
• SBD 4 (Declaration of Interest): discloses state employment and conflicts of interest.
• SBD 6.1 (Preference Points Claim): claims specific-goal points under 80/20 system.
• Certificate of authority for signatory: board resolution authorising the signatory.
• ID copy of authorised signatory.
• CIPRO registration certificate.
• Valid BBBEE certificate (SANAS-accredited) or sworn affidavit (EME/QSE).
• CSD registration report.

Disqualification risks:

• Late submission (no exceptions).
• Telegraphic, faxed or emailed submissions.
• Any returnable form omitted or unsigned.
• Failure to price every line item in the pricing schedule.
• Failure to quote on all items in a group.
• Misrepresentation of information or empowerment credentials.
• Communication with Overberg Water staff outside designated contacts.

Price validity: 120 days from closing date.

Evaluation system: 80/20 preference points (PPPFA).

Four evaluation phases:

Phase 1 – Administrative compliance: all returnable forms completed and submitted (SBD 1, SBD 3.2, SBD 4, SBD 6.1, authority certificate, ID copy, CIPRO, BBBEE, CSD report).

Phase 2 – Mandatory requirements (failure = non-responsive):

• Proof of equipment ownership or legally enforceable access (lease/rental) for full contract duration.
• Valid COIDA certificate.
• Confirmation of ability to mobilise and deliver plant within 4 hours of authorised request.
• Proof of municipal rates account or lease agreement with lessor's municipal account.
• Full pricing on all items per group (SBD 3.2).

Phase 3 – Technical functionality (minimum 60/100 to proceed; below 60 = non-responsive):

• Locality (50 points): distance from bidder's address (per municipal account/lease) to the Water Treatment Works bid for:

• Within 60 km = 5 points
• Within 90 km = 4 points
• Within 110 km = 3 points
• Within 120 km = 2 points
• Beyond 120 km = 1 point

• Company experience (50 points): reference letters on client letterhead for similar services:

• 1 letter = 10 points
• 2 letters = 20 points
• 3 letters = 30 points
• 4 letters = 40 points
• 5 letters = 50 points

Phase 4 – Price and Preference: Tendered Price 80 points, Specific Goals 20 points.

Specific goals allocation (20 points total):

• Women ownership: 5 points
• People with disability: 5 points
• Youth (35 and below): 5 points
• Location in Western Cape: 2 points
• BBBEE Level 1-2 EME/QSE: 3 points

Minimum qualifying score: 60/100 on functionality.

Scope: Hire of plant and equipment as and when required for 36 months across three Overberg Water Board Water Treatment Works in the Western Cape.

Equipment required:

• Digger Loader (91-120 kW) – primary item.
• Honey sucker services for all water treatment plants.
• Earthmoving equipment for pipeline and road repairs.

Service locations (bidders may tender for one or more areas):

1. Duivenhoks – Heidelberg
2. Rûensveld-East – Swellendam
3. Rûensveld-West – Caledon

Delivery requirements:

• All equipment (including digger loader) must be delivered within 4 hours of official order.
• Deliveries during normal working hours 08H00–17H00 unless otherwise agreed by System Area Manager.
• Official order required before delivery, except emergencies or weekend/public holiday requests.
• Supplier must have capacity to supply at short notice (within 24 hours of order).
• Tendered prices must include operator, delivery, fuel, labour and collection.
• Suppliers must acquaint themselves with access roads and delivery points.

Contract period: 36 months from award.

Rates-based tender – pricing schedule to be completed for each area.

Certificate of ownership and Department of Transport licence for each plant/equipment item required before award.

Compliance with Occupational Health and Safety Act mandatory.

Emergency contact details of responsible person must be provided.

Delivery within 4 hours of official order (all equipment including digger loader).

Working hours: 08H00–17H00 unless otherwise agreed with System Area Manager.

Orders placed on as-and-when-required basis; official order required before delivery (except emergencies/weekends/public holidays).

Supplier must supply within 24 hours of order/request.

Prices must include operator, delivery, fuel, labour and collection.

Suppliers must familiarise themselves with access roads and delivery points at each site.

Rates-based tender with separate schedules for three areas:

1. Duivenhoks – Heidelberg
2. Rûensveld-East – Swellendam
3. Rûensveld-West – Caledon

Each schedule requires:

• Digger Loader hourly rate (R/h)
• Establishment and disestablishment fee (rate)
• Subtotal, VAT at 15%, Total
• Escalation Year 2: CPI + %
• Escalation Year 3: CPI + %

All prices exclude VAT; non-VAT vendors may not charge VAT.

Unit prices valid 120 days.

Failure to price any line item = non-responsive.

Bidders may tender for any area; Overberg Water may appoint a panel per area/category.

Pricing format: Rates-based (hourly rates for Digger Loader plus establishment/disestablishment fee).

Separate pricing schedules for each of the three areas (Duivenhoks-Heidelberg, Rûensveld-East-Swellendam, Rûensveld-West-Caledon).

All prices/rates exclude VAT (VAT added at 15% in schedule).

Non-VAT vendors may not charge VAT.

Unit prices valid for 120 days from closing date.

Escalation: Year 2 = CPI + %; Year 3 = CPI + % (percentage to be filled in by bidder).

Failure to price every line item = non-responsive.

No advance payments by Overberg Water.

Bid security / performance guarantee: Not explicitly stated in document.

Retention: Not explicitly stated.

Payment terms: Not explicitly stated beyond "no advance payments".

Financial capacity: No minimum turnover threshold stated; due diligence may assess creditworthiness.

Central Supplier Database (CSD): Registration mandatory; CSD report must be submitted.

Tax compliance: SARS Tax Compliance Status PIN or printed TCS required; each JV/consortium party must submit separate proof.

BBBEE: Valid BBBEE verification certificate from SANAS-accredited agency required to claim preference points. EMEs (≤R10 million turnover) may submit a sworn affidavit; QSEs (≤R50 million) must submit applicable certificate or qualifying affidavit. Entities above R50 million require a valid certificate.

CIDB: Not mentioned (not construction works).

COIDA: Valid COIDA certificate mandatory.

Equipment ownership/access: Proof of ownership (registration documents) or legally enforceable arrangement (lease/rental agreements) for full contract duration.

Municipal proof: Current municipal rates account or lease agreement with lessor's municipal account (used for locality scoring).

Professional registrations: Not specified.

Local content: Not specified.

Other:

• Certificate of authority for signatory (board resolution).
• ID copy of authorised signatory.
• CIPRO/CIPC registration certificate.
• Compliance with OHSA.
• Compliance with Regulation 13(c) of Public Service Regulations 2016 (no state employees conducting business with organs of state).
• Supplier due diligence cooperation within 2 days of notification.

Occupational Health and Safety Act compliance mandatory.

Supplier must provide emergency contact details of a responsible person for delivery-related or chemical-related incidents.

No specific environmental requirements stated beyond general water treatment infrastructure context. Overberg Water operates within Breede-Gouritz Water Management Area.

Contract duration: 36 months from award.

Termination: Overberg Water may terminate if supplier fails to comply with specifications or contractual arrangements.

No advance payments.

Public liability: Overberg Water not liable for claims, damage or accidents arising from contract execution.

Price validity: 120 days from closing date.

Overberg Water reserves the right not to accept the lowest proposal, in part or whole.

Joint venture/consortium: Joint venture agreement must be submitted; joint and several liability applies; domicilium citandi et executandi must be nominated.

Fraudulent claims: Contract cancellation, cost recovery, restriction from state business up to 10 years, possible criminal prosecution.

General Conditions of Contract (GCC) apply, along with PPPFA, PFMA and any special conditions.

One original document in sealed envelope marked with bid number and description.

Closing: 29 October 2026 at 12h00pm at Overberg Water Corporate Office reception.

No late submissions accepted.

No telegraphic, telexed, faxed or emailed submissions.

Submissions registered on Lodging Sheet at reception (name, copies, time, date, signature).

All enquiries only to designated SCM and technical contacts; communication with other staff may cause disqualification.

Misrepresentation of capability or empowerment credentials leads to disqualification.

Overberg Water may conduct supplier due diligence (legal, empowerment, technical, creditworthiness, security) before award or during contract; bidder must cooperate within 2 days.

Award to one or more service providers per site able to supply all listed items; failure to quote all items in a group = non-responsive.

Tender prices valid 120 days from closing.

No reimbursement of bid preparation costs.

Mandatory compliance documents:

• CSD registration report
• SARS Tax Compliance PIN or TCS
• Valid BBBEE certificate (SANAS) or sworn affidavit (EME/QSE)
• Valid COIDA certificate
• Proof of equipment ownership or legally enforceable access (lease/rental) for full contract
• Municipal rates account or lease with lessor's municipal account (for locality scoring)
• Certificate of ownership and DoT licence for each plant item before award
• Board resolution authorising signatory
• ID copy of authorised signatory
• CIPRO/CIPC registration certificate
• Completed SBD 1, SBD 3.2, SBD 4, SBD 6.1

Operational requirements:

• Mobilise and deliver within 4 hours of authorised request
• Supply capacity at short notice (24 hours)
• OHSA compliance
• Emergency contact person details
• Quote all items in chosen group(s)

Four-phase evaluation:

1. Administrative: all returnable forms submitted and completed.
2. Mandatory: equipment ownership/access proof, COIDA, 4-hour mobilisation confirmation, municipal proof, full pricing per group.
3. Functionality (min 60/100):

• Locality (50 pts): distance from bidder address to WTW (≤60km=5, ≤90km=4, ≤110km=3, ≤120km=2, >120km=1)
• Experience (50 pts): reference letters (1=10, 2=20, 3=30, 4=40, 5=50)

4. Price & Preference: 80/20 split (Price 80, Specific Goals 20).

Specific Goals (20 pts): Women 5, Disability 5, Youth 5, Western Cape location 2, BBBEE Level 1-2 EME/QSE 3.

Below 60 functionality = non-responsive.