Objectives

The primary objective is to secure reliable, safe, and timely coach bus transport for 125 athletes participating in the Provincial Golden Games in Durban, scheduled for 16–18 September 2026.

Scope

The service provider will be responsible for hiring and operating two coach buses to execute a three-day itinerary:

• 16 September 2026: Transport from Richards Bay to Durban.
• 17 September 2026: Daily shuttle services between designated hotels and playing venues, including returns to hotels.
• 18 September 2026: Return transport from Durban to Richards Bay.

The scope encompasses full operational costs, including vehicle provision, licensed drivers, fuel, routine maintenance, insurance, and strict adherence to the specified schedule.

Technical Requirements

• Registration with the Central Suppliers Database (CSD).
• Valid Bus Roadworthy Licence or Certificate.
• Current Driver’s Licence and Professional Driving Permit (PDP) for all assigned drivers.
• Valid Workmen’s Compensation Commissioner certificate or letter of good standing.
• Proof of up-to-date municipal rates and taxes payment for business premises.
• One written, verifiable business reference demonstrating experience in providing similar transport services.
• Completion of all mandatory municipal compliance forms, including Declaration of Interest, Independent Bid Determination, Supply Chain Management Practices declaration, and Preference Points Claim Form.
• Pricing must include VAT, remain firm for ninety (90) days post-closing, and be fixed for twelve (12) months upon contract award.
• Submissions must utilise official municipality quotation templates, be completed by hand, signed, sealed in an envelope clearly marked “Request for Quotation KCDM.Q.41.2026”, and physically deposited before the closing deadline.

Skills & Experience Requirements

• Proven track record in commercial passenger transport, preferably involving large delegations, sports events, or multi-day logistical operations.
• Ability to manage complex itineraries, ensure strict adherence to schedules, and maintain high safety and customer service standards.
• Familiarity with public sector procurement compliance, documentation standards, and audit-ready record keeping.
• Capacity to mobilise two fully compliant coach buses and qualified drivers within the short notice period preceding the event.

Key Terms & Clarifications

Professional Driving Permit (PDP): A specialised licensing requirement for drivers operating vehicles above a prescribed mass or carrying passengers for reward. It mandates additional training in defensive driving, hazard perception, and passenger safety protocols.

80/20 Preference Point System: A procurement evaluation framework mandated by national legislation. Eighty percent of the total score is allocated to price competitiveness, while twenty percent is awarded for socio-economic transformation goals. These goals include ownership by black people, youth/women/disabled empowerment, local economic development through subcontracting, and job creation. Bidders must submit certified supporting documentation to claim these points; failure to do so results in zero allocation for this category.

MBD Forms: Standardised municipal bidding templates used across South Africa to verify legal compliance, tax status, past performance, conflict-of-interest declarations, and independent bidding assurances. All forms must be accurately completed, as omissions or inaccuracies may render the quotation non-responsive.