Tender Summary: Transport Services for 24 September 2026

Objectives

The primary objective is to procure reliable, compliant, and cost-effective passenger transportation services for the Kwa-Ntu Heritage Festival Event on 24 September 2026. The municipality seeks to ensure seamless participant movement between designated venues while strictly adhering to public procurement regulations, preferential scoring frameworks, and operational deadlines.

Scope of Work

The contract entails the provision of passenger transport for a single-day event. The awarded supplier must deliver four (4) fifteen-seater Quantum vehicles to execute scheduled pick-up and return trips across multiple locations in the Vredenburg and St Helena Bay areas. Key routes include:

• Laingville (Mfesane Offices) → Middelpos Old Primary School → Oppi Kaai Restaurant → Return to Laingville.
• Ongegund Carwash (Vredenburg) → Middelpos Old Primary School → Oppi Kaai Restaurant → Return to Ongegund Carwash.
• Oppi Kaai Restaurant → Middelpos Old Primary School → Return coordinated from Middelpos.
• Middelpos Old Primary School → Oppi Kaai Restaurant → Return to Middelpos Carwash.

All pick-ups commence at 08h30. Returning times will be communicated to the successful bidder on the day of service. Full delivery must occur exclusively on 24 September 2026.

Technical Requirements

• Vehicles: Four (4) fifteen-seater Quantum vehicles that are roadworthy, insured, and equipped for safe passenger transport.
• Pricing & Submission: Quotations must be itemised, VAT-exclusive, and inclusive of all collection/delivery charges. Bids require a formal quotation on company letterhead and must remain valid for ninety (90) days. Late submissions are strictly rejected.
• Compliance Documentation: Mandatory submission of Municipal Bidding Documents (MBD 4: Declaration of Interest, MBD 6.1: Preference Points Claim Form, MBD 9: Certificate of Independent Bid Determination), valid CIPC registration, third-party insurance certificates, operating licences, and active Central Supplier Database (CSD) registration.
• Invoicing: Successful suppliers must issue tax invoices fully compliant with Section 20(4) of the VAT Act. Invalid invoices will result in delayed payments.
• Operational Standards: Contractors must maintain site cleanliness and properly contain/dispose of any waste generated during service execution, providing certified disposal documentation upon project completion.

Skills Requirements

No formal academic or professional certifications are explicitly mandated. However, bidders must demonstrate practical competence in passenger transport logistics, including route navigation, strict schedule adherence, vehicle maintenance, and licensed driver operation. Suppliers must also possess strong administrative capabilities to accurately compile complex compliance documentation, verify locality claims, and manage VAT invoicing without errors.

Notable Terms & Conditions

80/20 Preference Point System: Evaluations utilise an 80/20 scoring model where eighty (80) points are allocated to price competitiveness and twenty (20) points to specific goals. Ten (10) points are awarded based on Broad-Based Black Economic Empowerment (B-BBEE) status levels, and ten (10) points are granted for supplier locality (within the municipality, district, or province). Missing or unverified proof results in zero points for that category.

Strict Locality Verification: Claiming locality points requires rigorous documentation. Property owners must submit recent municipal accounts under the business name. Non-owners must provide valid lease agreements or detailed sworn affidavits from property owners confirming business use, rental terms, and ID numbers. Postal addresses are explicitly invalid for verification.

Mandatory Clarification Meeting: Attendance at a compulsory clarification session is required. Absence automatically disqualifies the bid.

Boilerplate Waste Management Clause: Despite being a transport tender, the document includes standard construction waste handling instructions. Bidders should note that proper waste containment and certified disposal may be required if incidental activities generate refuse.

Contract Formation: No legal agreement exists until an official order or appointment letter is issued by the Council. The municipality reserves the right to accept partial quotes or reject the lowest bid.