Objectives

The primary objective is to appoint a panel of suitably qualified service providers for a twenty-four-month term to deliver comprehensive fleet maintenance and repair services. This arrangement aims to safeguard operational continuity, ensure statutory roadworthiness compliance, maintain vehicle safety standards, and guarantee sustained fleet availability across Johannesburg, Cape Town, and Durban.

Scope of Work

The service provider will deliver comprehensive maintenance and repair services on an as-and-when-required basis. The scope includes:

• Preventative maintenance, scheduled inspections, and routine servicing
• Mechanical repairs (engine diagnostics, transmission, suspension, and steering)
• Electrical systems diagnostics, alternator/starter repairs, and battery management
• Brake system inspections and component replacement
• Cooling and air conditioning servicing
• Exhaust system leak detection and component replacement
• Tyre fitment, balancing, alignment, and pressure checks
• Body structure repairs and spray painting
• Hydraulic system support, lubrication, and fluid replenishment
• On-site breakdown response, vehicle recovery, and roadworthiness certification
• Provision of genuine or approved replacement parts and consumables

Technical Requirements

• Submit fixed pricing schedules per maintenance category, inclusive of VAT, labour, materials, and overheads. Unforeseen replacement parts identified during assessments must be priced separately.
• Hold valid airside/tarmac access permits authorising both personnel and vehicles to operate within restricted airport zones.
• Provide proof of ownership or a valid lease agreement for a dedicated Light Delivery Vehicle (LDV) breakdown unit per geographical location.
• Submit clear photographic evidence of essential workshop and field equipment, including hydraulic gantries, diagnostic scanners, jacks, and complete toolboxes.
• Demonstrate a breakdown response plan guaranteeing arrival on site within fifteen minutes of notification.
• Submit standard operating procedures aligned with airport safety regulations to prevent disabled vehicles from obstructing aircraft movements.
• Provide detailed service report templates and material/spare parts usage reports following each activity.
• Warrant all labour, materials, parts, and repairs for twelve months against defects arising from faulty workmanship or non-compliant components.
• Comply with occupational health and safety legislation, food safety standards, manufacturer specifications, and statutory roadworthiness requirements.

Skills and Experience Requirements

• Minimum five years of verifiable practical experience in fleet maintenance and servicing.
• Curricula vitae and valid professional qualifications for key technical roles: electricians, welders/fabricators, panel beaters, diesel mechanics, motor mechanics, and hydraulic technicians.
• Three reference letters from clients within the past three years confirming satisfactory delivery of similar fleet maintenance services, including signed verification and contact details.
• Proof of a permanent business site via a municipal rates statement (dated within three months) or a valid lease agreement.
• Standard administrative compliance documentation, including BBBEE certificates or sworn affidavits, SARS tax compliance status, company registration, and conflict-of-interest declarations.

Explanation of Unusual or Complicated Terms

• Airside/Tarmac Access Permits: Authorisations granting entry to restricted airport operational zones where active aircraft taxiing, loading, and ground handling occur. Holders must adhere to strict aviation safety protocols to avoid flight delays or security breaches.
• LDV Breakdown Vehicle: A dedicated light commercial vehicle strategically stationed at each site, fully equipped with diagnostic tools, lifting equipment, towing gear, and critical spare parts to enable immediate emergency response.
• Fixed Category Pricing with Separate Unforeseen Parts: A procurement model where bidders quote standardised rates for routine maintenance tasks to ensure consistent bid evaluation, while actual replacement components discovered during vehicle assessments are invoiced separately based on prevailing market rates.
• Sequential Panel Quotation: A ranking-based allocation method where successful suppliers form a tiered panel. Future maintenance requests are issued sequentially according to established rank and demonstrated capacity, without guaranteeing minimum contract volumes or expenditure.