Objectives

The primary objective is to secure reliable, compliant, and cost-effective transport services for a two-day men’s conference. The municipality aims to ensure safe, punctual passenger movement between designated residential areas, sports centres, and conference venues while adhering to public sector procurement, safety, and preferential procurement standards.

Scope

The contract covers transport operations on 7–8 September 2026, with daily service hours between 08h00 and 15h00. Pick-ups are scheduled at approximately 08h00 and 15h00. The scope encompasses two distinct routes:

• Route 1: Collection of 20 attendees from various pick-up points in Idasvalley, Cloetesville, and Weltevrede, transportation to the SAPS Idasvalley Stadium/Cloetesville venue, and return transport.
• Route 2: Collection of 30 attendees from the Franschhoek Indoor Sports Centre, transportation to Kayamandi Funeka, and return transport.

Technical Requirements

• Valid Professional Driver’s Permit (PDP) documentation for all operators to satisfy safety mandates.
• Roadworthy, fully insured vehicles capable of accommodating specified passenger loads per route.
• Registration on the Centralised Supplier Database (CSD) and a valid Tax Compliance Status PIN.
• Submission of completed municipal bidding documents (MBD 4, 6.1, 8, and 9), covering conflict of interest, preference points, past supply chain practices, and independent bid determination.
• Original sworn affidavit or SANAS-accredited B-BBEE verification certificate, plus municipal account statements for the company and all directors (not older than 90 days).
• Execution of an indemnity form and provision of comprehensive insurance covering liability, damages, injuries, or loss of life during service delivery.
• Strict adherence to pricing formats, use of indelible ink, prohibition of correction fluids/tapes, and zero tolerance for late submissions.

Skills Requirements

Bidders must demonstrate operational competence in commercial passenger transport, including licensed drivers with proven experience, proficiency in route planning and schedule adherence, and the ability to maintain vehicles to municipal safety standards. Familiarity with public sector compliance documentation and reporting is also expected.

Explanation of Unusual or Complicated Terms

• PDP (Professional Driver’s Permit): A mandatory South African licence for drivers operating vehicles carrying passengers for hire or reward, ensuring compliance with national road traffic safety regulations.
• 80/20 Preference Point System: An evaluation model allocating 80 points to price competitiveness and 20 points across Broad-Based Black Economic Empowerment (B-BBEE) status levels and supplier locality within the Stellenbosch municipal boundary.
• Sworn Affidavit Requirement: While B-BBEE certificates may be verified electronically, the municipality requires the original sworn affidavit to be physically delivered by hand to qualify for preference points, as digital copies are ineligible.
• MBD Forms: Standard municipal bidding templates mandating statutory declarations on conflicts of interest, past contractual performance, independent bidding practices, and preferential procurement claims.