FWPQ 227 (2025/26) – Supply and Delivery of Engine Oil for Municipal Fleet
Tender Overview
- Tender Number: FWPQ 227 (2025/26)
- Tender Type: Request for Quotation (RFQ)
- Department: Setsoto Local Municipality
- Location of Delivery: Ficksburg
- Province: Free State
- Closing Date: 01 June 2026 at 16:30
- Category: Automotive and Equipment Fluid Supplies, Lubricant Supplies and Lubrication Services, Supply and Delivery
Project Objective
The purpose of this quotation is to appoint a service provider to supply and deliver engine oil for the municipal fleet operated by Setsoto Local Municipality.
The successful bidder must ensure prompt delivery of the required engine oil to support the maintenance and operational readiness of municipal vehicles and equipment.
Scope of Work
The successful supplier will be responsible for:
Supply
- Providing engine oil that complies with the specifications contained in the RFQ documentation.
- Ensuring the oil is suitable for municipal fleet vehicles and equipment.
Delivery
- Delivering the engine oil to Ficksburg.
- Completing delivery within 2 days after receipt of an official purchase order.
- Indicating an alternative delivery timeframe if unable to meet the standard requirement.
Compliance
- Adhering to municipal procurement procedures.
- Meeting all contractual and legal obligations associated with public-sector procurement.
Technical Requirements
Bidders must ensure that:
- Engine oil supplied meets the technical specifications stipulated in the RFQ.
- Products are new, genuine, and fit for purpose.
- Quoted prices remain valid for at least 30 days from the quotation closing date.
- Delivery commitments are clearly stated.
- Supporting documentation is submitted with the quotation.
Supplier Eligibility Requirements
To be considered, suppliers should demonstrate:
Business Compliance
- Registration as a legal business entity.
- Tax compliance status.
- Compliance with municipal procurement regulations.
Operational Capacity
- Ability to source and supply the required engine oil.
- Capacity to deliver within the required timeframe.
- Availability of transport and logistics arrangements.
Administrative Compliance
Submission of all required supporting documents including those related to preference points and compliance requirements.
Preference Point System
The municipality may allocate preference points based on supporting evidence submitted by bidders.
Documentation may include:
B-BBEE Documentation
- Valid B-BBEE Certificate; or
- Sworn B-BBEE Affidavit (where applicable).
Additional Preference Categories
Proof may be required for:
- Youth ownership.
- Persons with disabilities.
- Local enterprise status.
- Other designated groups recognized in procurement regulations.
Failure to submit supporting documentation may result in preference points not being awarded.
Key Deliverables
The appointed supplier must:
- Supply the required quantity of engine oil.
- Deliver products to Ficksburg.
- Meet delivery deadlines.
- Provide tax-compliant invoicing.
- Maintain product quality standards.
- Comply with municipal procurement requirements.
Recommended Supporting Documents
Although suppliers should verify the official RFQ documentation, bidders are typically expected to submit:
- Company Registration Documents (CIPC)
- Tax Compliance Status PIN
- Certified ID copies of directors or members
- Valid B-BBEE Certificate or Sworn Affidavit
- Proof of banking details
- Quotation on company letterhead
- Municipal bid forms (if required)
- Proof supporting locality, youth ownership, or disability claims
- Product specifications or technical data sheets (if requested)
Suitable Suppliers
This RFQ is suitable for businesses such as:
- Automotive lubricant suppliers
- Engine oil distributors
- Vehicle maintenance suppliers
- Fleet support companies
- Petroleum product suppliers
- Industrial lubricant suppliers
- Automotive parts and consumables businesses
- Mechanical workshop supply companies
Key Success Factors for Bidders
To strengthen a quotation submission, suppliers should:
- Offer competitive pricing.
- Demonstrate ability to deliver within 2 days.
- Supply quality products meeting required specifications.
- Submit complete compliance documentation.
- Provide proof of B-BBEE and preference claims where applicable.
- Clearly indicate delivery arrangements and lead times.