Overview

Swartland Municipality invites quotations from suitably experienced service providers for the provision of transport services for the Mayoral Senior Choir Festival. This is an informal tender (SCM53/26/27) governed by the municipality’s Preferential Procurement Policy and the General Conditions of Tender. The successful bidder will be selected based on the 80/20 preference point system, which prioritises price and socio-economic objectives.

Objectives

• To secure reliable, safe, and efficient transport for the Mayoral Senior Choir Festival.
• To ensure that all transport-related services comply with the specifications outlined in the official bid document.
• To support local economic development through the application of preferential procurement (B-BBEE and locality criteria).

Scope of Services

• Provision of transport for participants, staff, and equipment associated with the Mayoral Senior Choir Festival.
• Services must be delivered in accordance with the specific schedules, routes, and timing set out in the full tender specification.
• The contractor will be responsible for all operational aspects of transport, including vehicle suitability, driver management, and adherence to safety and legal requirements.
• The tender is an informal quotation, meaning a single or limited submission process; bids must be submitted in a sealed envelope to the municipal tender box before the deadline.

Technical Requirements

• Bidders must provide vehicles that are roadworthy, insured, and appropriate for the festival’s needs (e.g., passenger capacity, accessibility, and comfort for senior participants).
• All vehicles must be operated by qualified and licensed drivers with the necessary professional driving permits.
• Detailed transport plans (routes, pickup/drop-off points, contingency procedures) must be included as part of the bid.
• Compliance with all relevant municipal by-laws, national traffic regulations, and safety standards is mandatory.
• The tender document contains the full specifications; bidders must submit their quotation strictly on the official issued document.

Skills and Experience Requirements

• Demonstrated experience in providing transport services for events of a similar scale, preferably involving senior citizens or community gatherings.
• Ability to manage logistics, scheduling, and coordination with event organisers.
• Financial capacity to deliver the service without interruption.
• Understanding of and compliance with B-BBEE (Broad-Based Black Economic Empowerment) requirements, including submission of a valid B-BBEE Status Level Verification Certificate or certified copy.
• Proof of locality to claim preference points – bidders must submit evidence of being based within the Swartland municipal area or benefiting the local community.

Evaluation and Special Conditions

• Bids are evaluated using the 80/20 preference point system: 80 points are awarded for the lowest acceptable price, and 20 points for specific goals (B-BBEE status and locality).
• Bidders must thoroughly complete Annexure MBD 6.1 to claim B-BBEE points; failure to do so will result in no preference benefits.
• Original B-BBEE certificates and proof of locality must accompany the bid.
• The municipality reserves the right not to accept the lowest bid or any bid, and may partially reject any submission.
• Late, electronic, or faxed quotations will not be considered.

Unusual / Complicated Terms Explained

• 80/20 Preference Point System: A scoring method where price contributes 80% of the total score and a further 20% is awarded for achieving socio-economic objectives (B-BBEE status and locality). This is common in South African municipal tenders.
• B-BBEE Act: The Broad-Based Black Economic Empowerment Act encourages economic transformation. Bidders must submit a valid B-BBEE certificate to claim points; higher levels yield more points.
• Locality Points: Additional points are granted to bidders who are located within the Swartland municipal area, as a means of supporting local businesses.
• Informal Tender: A simplified procurement process (often below a threshold) that uses quotation rather than a full tender process, but still requires formal submission and compliance with municipal policies.

Submission and Deadline

The tender must be submitted in a sealed envelope clearly marked “Informal Tender SCM53/26/27 – Transport for Mayoral Senior Choir Festival” and deposited into the tender box at the Municipal Head Offices before 11h00 on Thursday 3 September 2026. Late, electronic, or faxed bids will not be accepted. The municipality is not obliged to accept the lowest or any bid.