Objectives

The primary objective is to appoint a competent and reputable service provider for the reliable supply and delivery of specified industrial lubricants to support municipal vehicle and machinery maintenance operations. The procurement also aims to advance local economic development by integrating preferential scoring mechanisms that prioritise historically disadvantaged business categories.

Scope

The tender encompasses the complete supply and delivery of eight (8) drums, each containing 210 litres, of four distinct types of automotive and industrial oils. All deliveries must be made directly to the designated municipal technical offices. The scope includes ensuring product authenticity, compliance with municipal quality standards, accurate documentation, and adherence to strict delivery deadlines and contractual terms.

Technical Requirements

• 2 × 210L 80/90 Gearbox Oil: High-performance gear lubricant formulated for heavy-duty manual transmissions.
• 2 × 210L ATF Oil: Automatic Transmission Fluid designed for smooth hydraulic operation and wear protection in automatic gearboxes.
• 2 × 210L Rondo Transmission Oil: Specialised transmission fluid meeting specific municipal fleet compatibility standards.
• 2 × 210L 530 Engine Oil: Heavy-duty engine lubricant (typically SAE 30/40 equivalent) optimised for high-temperature and high-load diesel engines.

All products must conform to original equipment manufacturer specifications. The municipality reserves the right to request physical samples prior to purchase order issuance and retains full discretion to cancel the order if delivered goods fail to meet agreed specifications, quality benchmarks, or quantities.

Skills Requirements

No advanced engineering or specialised technical skills are mandated. Providers must demonstrate standard commercial and logistical competencies, including inventory management, safe handling of hazardous materials, timely delivery coordination, and accurate administrative processing. Familiarity with municipal procurement compliance, tax verification, and central supplier registration is essential.

Key Terms & Clarifications

Preferential Procurement (80/20 or 90/10 System): Evaluation uses a weighted scoring model where up to 80 or 90 points are awarded for competitive pricing, and up to 20 points are allocated for socio-economic goals. Points are granted based on verified ownership percentages for Black-owned, women-owned, disability-owned, and youth-owned enterprises. Documentation such as CSD reports and identity copies must substantiate claims.

MBD Forms: Standard Municipal Bid Documents (MBD 4, 6.1, 8, and 9) are mandatory. These forms capture company classification, preference claims, historical supply chain conduct, and anti-collusion declarations to ensure transparent and lawful procurement.

CSD Registration & MAAA Number: Suppliers must be active on the National Treasury’s Central Supplier Database. The MAAA (Municipal Accounting Officer Approval) number must be included with the quotation to confirm vendor eligibility and financial standing.

VAT Compliance Rule: Non-VAT registered bidders must quote a single inclusive total without separating VAT. The municipality will evaluate the pre-VAT amount for such quotations, as non-registered entities cannot legally charge VAT.

Declaration of Interest: Bidders must formally disclose any familial, financial, or professional ties to public officials involved in evaluation or adjudication to mitigate conflict-of-interest risks and maintain procurement integrity.