Objectives

The primary objective of this tender is to obtain a compliant, competitive quotation for routine fleet maintenance services for a specific municipal vehicle. The City of uMhlathuze seeks to secure cost-effective, manufacturer-specification servicing while adhering to municipal supply chain management regulations, transparency standards, and socio-economic procurement policies.

Scope of Work

The contract covers a scheduled 135,000 km service for a 2021 Audi A1 (Registration: CN61CGZN). The required scope includes:

• Complete engine oil service change
• Replacement of filter (part number 115562B)
• Replacement of drain plug (part number 103801D)
• Supply and installation of specified motor oil (part number 65577FM)

Bidders must provide a comprehensive, line-item breakdown of all labour, parts, and associated costs. The service is to be executed at an approved workshop facility.

Technical Requirements

• Quotations must be completed in black ink, fully signed, and submitted before the closing date and time. Late or incomplete submissions will be invalidated.
• All pricing or term alterations must be manually signed by the bidder; unsigned changes result in immediate disqualification.
• No post-submission price increases will be permitted under any circumstances.
• A detailed cost breakdown for every individual part and service task is mandatory.
• The supplier must hold valid accreditation from the Road Motor Industry (RMI) and be officially recognised by the Original Equipment Manufacturer (OEM) for Audi vehicles.

Skills and Compliance Requirements

• Mandatory registration with the Central Suppliers Database (CSD) with a valid CSD number provided.
• Submission of a current Tax Compliance Certificate and a Letter of Good Standing from the Compensation Fund.
• Registration on the uMhlathuze Local Municipality’s supplier database.
• Completion of standard municipal bidding declarations covering conflict of interest, past supply chain practices, and independent bid determination.
• Provision of a Safety, Health, and Environment (SHE) risk management file.
• Submission of a Preferential Procurement Points Claim Form under the 80:20 scoring system, demonstrating compliance with Broad-Based Black Economic Empowerment (B-BBEE) targets for ownership, management, youth, and disabled participation. Proof of claimed points must be attached.

Key Terms and Clarifications

RMI/OEM Accreditation: Bidders must be officially authorised by Audi to perform manufacturer-specified maintenance. Unaccredited or independent workshops without OEM recognition are ineligible to quote.

CSD Registration: The national government database used to verify supplier legitimacy, tax compliance, and BBBEE credentials. Non-registration automatically disqualifies a bid.

MBD Forms: Standardised municipal bidding templates mandated to enforce transparency, prevent collusion, verify bid independence, and declare any conflicts of interest with state officials or related entities.

80:20 Preferential System: The evaluation methodology allocates 80% weighting to price competitiveness and 20% to socio-economic development goals aligned with national transformation targets. Failure to submit supporting proof results in zero points awarded for these criteria.