Objectives

The primary objective of this tender is to appoint a qualified and compliant service provider for the timely supply and delivery of essential automotive fluids and lubricants to support the fleet maintenance and mechanical workshop operations of Umdoni Municipality.

Scope

The scope covers the provision of six specific fluid categories, all supplied in 20-litre containers. The required quantities are:

• Hydraulic Oil: 60 units
• ATF Transmission Oil: 25 units
• 15W40 Engine Oil: 5 units
• 80W90 Gear Oil: 10 units
• Antifreeze: 5 units
• Liquid Grease: 5 units

All products must be manufactured by or sourced from approved brands: B.P, Shell, Engen, or Caltex. The successful bidder will execute a formal written contract and deliver goods according to municipal scheduling and storage requirements.

Technical Requirements

Bidders must satisfy stringent administrative, financial, and regulatory compliance standards. Key requirements include:

• Mandatory Registrations: Active registration on the Central Suppliers Database (CSD) with a submitted CSD summary report, valid company registration certificate, current tax pin sheet, certified B-BBEE certificate, and VAT registration (if applicable).
• Submission Protocol: Quotations must be printed on official company letterhead, fully completed, signed, and stamped. They must be hand-delivered to the designated municipal tender box before the stipulated closing date and time. Courier deliveries and late submissions will be automatically disqualified.
• Bid Validity: All quoted prices must remain binding for a minimum period of 30 days.
• Evaluation Framework: Awards will be determined using an 80/20 or 90/10 preference point system based on total contract value. Points are allocated for price competitiveness, black ownership levels, and geographic proximity (municipal, district, or provincial level). Full compliance with the Preferential Procurement Policy Framework Act (PPPFA) is mandatory.
• Contractual Compliance: The contract is governed by the General Conditions of Contract (GCC), which enforce delivery timelines, 12-month warranty periods, inspection and testing rights, delay penalties, and standard dispute resolution procedures.

Skills Requirements

Although the tender does not mandate specialized technical certifications, bidders must demonstrate proven operational competency in the following areas:

• Logistics & Distribution: Capability to safely store, transport, and deliver bulk automotive fluids to municipal facilities while maintaining product integrity and adhering to delivery schedules.
• Product Expertise: Understanding of automotive lubricant grades, viscosity classifications, and manufacturer specifications to ensure correct product matching and genuine brand authorization.
• Public Sector Procurement Navigation: Proficiency in completing standardized municipal bidding documentation, maintaining ongoing tax compliance, and adhering to supply chain management policies and declaration requirements.
• Financial & Operational Stability: Demonstrated capacity to sustain inventory levels, manage cash flow through municipal payment cycles, and fulfill contractual obligations without interruption.

Key Terminology Explanation

CSD (Central Suppliers Database): A national government registry used to centralize and verify supplier credentials, ensuring transparency and efficiency in public sector procurement.

PPPFA (Preferential Procurement Policy Framework Act): South African legislation that mandates state entities to integrate socio-economic objectives—such as black economic empowerment, youth/women/disabled person participation, and local business development—into contract awards alongside price and quality.

GCC (General Conditions of Contract): Standardized national treasury contract terms that legally define supplier and purchaser obligations regarding delivery, warranties, inspections, penalties for non-performance, insurance, and dispute resolution for all municipal supply agreements.