Objectives

The primary objective is to appoint a qualified supplier to provide workshop materials to the Breede Valley Municipality on an as-needed basis until June 2027. The procurement aims to secure reliable, cost-effective, and specification-compliant goods while supporting local economic development and transformation goals through a structured preferential scoring system.

Scope

The contract covers the supply and delivery of a diverse range of automotive and maintenance workshop items, including spark plugs, engine and transmission oils, industrial greases, cutting blades, electrical cables, trailer connectors, welding electrodes, paraffin, bearings, and battery terminals. Deliveries operate on a call-off basis against estimated annual quantities, with a total financial cap of R300,000.00. The municipality retains discretion to adjust order volumes based on operational requirements and budget availability. All goods must be delivered to the designated municipal store, with the supplier responsible for offloading.

Technical Requirements

• Strict compliance with detailed product specifications (e.g., thread dimensions, viscosity grades, NLGI consistency, core sizes, and voltage ratings).
• Alternative products may be proposed but require complete technical specifications and prior written approval from the municipality.
• Delivery must occur within 21 working days of an official order, during normal business hours (08:00–15:00).
• Goods must be new, unused, free from design/material/workmanship defects, and carry a warranty of 12 months post-delivery or 18 months from shipment.
• Pricing must be firm, inclusive of all taxes, freight, and offloading costs, and remain valid for 45 days.
• Late deliveries incur a 1% daily penalty on the affected order value, capped at 10%.
• Suppliers must maintain adequate stock or guarantee full fulfillment per official orders to prevent contract breaches.

Skills & Qualification Requirements

• Mandatory registration on the Central Supplier Database (CSD).
• Valid tax compliance status (SARS PIN or Tax Compliance Certificate).
• Broad-Based Black Economic Empowerment (B-BBEE) status verification via SANAS-accredited certificate or sworn affidavit for qualifying entities.
• Declaration confirming no municipal account arrears exceeding three months.
• Signed declarations regarding past supply chain management practices, conflict of interest, and independent bid determination.
• Administrative and logistical capacity to manage call-off orders, issue compliant invoices, and adhere to 30-day payment terms upon successful delivery.

Explanation of Unusual or Complicated Terms

80/20 Preference Point System: Evaluations allocate 80 points to price competitiveness and 20 points to socio-economic goals. Ten points are awarded for B-BBEE status level, and ten points for local economic development based on the bidder’s registered office location. Bidders must submit verified documentation to claim these points.

Performance Security: Upon contract award, the successful bidder must furnish a bank guarantee or certified cheque within 30 days as financial assurance for contract execution. This security is refundable upon satisfactory completion of all obligations, including warranties.

Restriction Penalty & Anti-Collusion Clauses: The municipality reserves the right to restrict non-compliant or fraudulent suppliers from public sector contracts for up to 10 years. Collusive bidding practices are strictly prohibited and subject to investigation by competition authorities and criminal prosecution.