Objectives

The primary objective is to procure a reliable, compliant, and cost-effective transport service provider for a single municipal event scheduled for 17 October. The municipality aims to ensure safe, punctual passenger movement while adhering to public sector supply chain management regulations, socio-economic transformation goals, and strict procurement timelines.

Scope of Work

• Service Type: One round-trip transport operation for a designated event.
• Passenger Capacity: Exactly 15 individuals.
• Vehicle Specification: A fully licensed 15-seater vehicle.
• Route: Pickup from Groendal Hall, delivery to Plein Street Library, and return transit.
• Contract Flexibility: The municipality reserves the right to accept any quotation, part thereof, or adjust the scope. Award is not guaranteed to the lowest bidder.

Technical Requirements

• Vehicle & Licensing: The service provider must operate a legally registered 15-seater vehicle suitable for commercial passenger transport.
• Compliance Documentation: Valid Central Supplier Database (CSD) registration, SARS Tax Compliance PIN, VAT registration, company registration number, and municipal accounts not older than 90 days for both the entity and all directors.
• B-BBEE Evidence: An original sworn affidavit or a SANAS-accredited verification certificate must be physically delivered. Digital copies are invalid for preference point claims.
• Mandatory Forms: Completed MBD 4 (Declaration of Interest), MBD 6.1 (Preference Points Claim), MBD 8 (Past SCM Practices Declaration), and MBD 9 (Certificate of Independent Bid Determination).
• Insurance & Liability: Comprehensive coverage for third-party liability, passenger safety, and property damage. Successful bidders must sign an indemnity form protecting the municipality against operational claims.
• Submission Protocol: Quotations must be printed on official letterhead, fully completed in indelible ink, and emailed by 13 October 2026 at 08h00. Late or incomplete bids will be rejected.

Skills & Qualifications

• Driver Certification: All operators must hold valid professional driving credentials, including a Professional Driving Permit (PDP) and appropriate license codes for passenger transport.
• Operational Experience: Demonstrated capability in event logistics, route optimization, passenger management, and adherence to strict schedules.
• Administrative Competence: Ability to accurately compile financial, tax, and compliance documentation within rigid municipal deadlines.
• Safety & Compliance: Knowledge of occupational health and safety regulations, vehicle maintenance protocols, and driver fitness certification requirements.

Key Terms & Conditions

• PDP (Professional Driving Permit): A mandatory South African certification required for drivers operating commercial vehicles carrying passengers for remuneration. It ensures rigorous background screening, medical fitness assessments, and specialized defensive driving training.
• 80/20 Preference Point System: A procurement evaluation model allocating 80 points to competitive pricing and 20 points to socio-economic transformation. Ten points are awarded for B-BBEE status level, and ten points for suppliers whose physical business premises fall within the Stellenbosch municipal boundary (WC024).
• Locality Requirement: To claim locality preference points, the bidder must prove their office is situated within the municipality. Acceptable proof includes a valid municipal account or lease agreement.
• Independent Bid Determination: Bidders must certify that their quotation was prepared independently without collusion, price-fixing, or market allocation agreements with competitors. Violations may result in disqualification, contract cancellation, or public sector blacklisting.
• Indemnity Clause: Contractors assume full financial and legal responsibility for accidents, injuries, or property damage during service execution, effectively exempting the municipality from related claims under the Occupational Health and Safety Act.