Objectives

The primary objectives of this tender are to:

• Implement a structured fleet replacement programme to modernize and maintain a reliable, safe, and fully operational fleet for the municipality.
• Ensure asset ownership of all financed vehicles and equipment at the end of the 36-month lease period.
• Provide full maintenance, insurance, tracking, and operational support for the fleet throughout the lease term.
• Enhance fleet reliability and service delivery efficiency.
• Enable predictable financial planning through structured monthly premiums.

Scope

The scope of work includes providing a comprehensive finance lease (lease-to-own) solution for procurement, maintenance, insurance, tracking, and fleet management of light vehicles, trucks, yellow plant, and specialized equipment over a period of 36 months. Specific scope elements include:

• Supply of new vehicles and equipment as specified by the municipality.
• Finance lease arrangement with ownership transfer to the municipality at lease end.
• Technical submission of detailed vehicle drawings, including dimensions, body configurations, fittings, hydraulic components, and load capacities.
• Provision of a 24/7 call centre for breakdowns, emergencies, vehicle tracking, and incident reporting.
• Implementation of a fully integrated fleet management system with tracking units, driver identification, immobilisers, geofencing, fuel monitoring, and reporting dashboard.
• Warranty and full maintenance coverage for all vehicles and equipment for the entire lease period.
• Workshop requirements, including accreditation and location within 60 km radius, or use of manufacturer-approved workshops.
• Comprehensive insurance coverage for all assets.
• Tyre management, branding, and compliance with relevant legislation.
• Provision of training for municipal drivers on specialized vehicles.
• Contract duration of 36 months with options for municipality to appoint more than one service provider.

Technical Requirements

The technical requirements encompass:

• Supply of vehicles and equipment including light vehicles, trucks, yellow plant, cherry pickers, excavators, and specialized safety and maintenance vehicles.
• Vehicles must meet specified specifications such as engine capacity, transmission type, tyre type, and extras like branding, safety equipment, and communication systems.
• Vehicles requiring reflectors, branding, and safety markings must comply with the National Road Traffic Act.
• All vehicles must have a minimum warranty of three years, including full maintenance and hydraulic servicing where applicable.
• Breakdown response times must not exceed one working day, with courtesy vehicles provided for essential equipment during repairs exceeding one month.
• Workshop accreditation by relevant manufacturers and location within 60 km of the municipality.
• Insurance to be comprehensive, covering the full contract period, with no liability on the municipality for insurance excess.
• Vehicles must be fitted with tracking, immobilisers, geofencing, fuel monitoring, and other fleet management features.
• All costs for the fleet management system must be included in the monthly premium.
• Vehicles must be fitted with branding, reflectors, and comply with safety standards.

Skills and Skills Requirements

The skills and expertise required from bidders include:

• Demonstrated experience with similar fleet leasing projects, with proof such as appointment letters and reference letters indicating successful supply of leased vehicles with contract values of R50 million or more.
• Qualified personnel, including a project manager with a minimum degree or diploma in fleet management, logistics, or transportation, with at least three years’ relevant experience.
• Proof of accreditation and registration with relevant professional bodies such as NADA, SAVRLA, or RMI.
• Technical expertise in vehicle design, fleet management systems, and maintenance planning.
• Operational capability to provide 24/7 call centre support, breakdown response, and vehicle tracking services.
• Financial capacity demonstrated through audited financial statements for the past three years (for contracts exceeding R10 million).
• Proven ability to provide training to municipal drivers on specialized vehicles and equipment.
• Capability to supply vehicles with the specified technical drawings, certifications, and compliance with safety and legislative standards.