FWPQ 226 (2025/26) – Supply and Delivery of Hydraulic Oil for Municipal Fleet
Tender Overview
- Tender Number: FWPQ 226 (2025/26)
- Tender Type: Request for Quotation (RFQ)
- Department: Setsoto Local Municipality
- Delivery Location: Ficksburg
- Province: Free State
- Closing Date: 01 June 2026
- Closing Time: 16:30
- Category: Automotive and Equipment Fluid Supplies, Hydraulic and Pneumatic Tools and Equipment, Supply and Delivery
Project Objective
The objective of this RFQ is to appoint a supplier for the provision and delivery of hydraulic oil required for the maintenance and operation of the municipal fleet operated by Setsoto Local Municipality.
The successful bidder must ensure prompt delivery and compliance with municipal procurement requirements while supporting the efficient operation of municipal vehicles and hydraulic equipment.
Scope of Work
The successful supplier will be required to:
Supply Hydraulic Oil
- Provide hydraulic oil meeting the specifications outlined in the RFQ documentation.
- Ensure the product is suitable for municipal vehicles, machinery, and hydraulic systems.
Delivery
- Deliver the hydraulic oil to the municipality in Ficksburg.
- Complete delivery within 2 days of receiving an official purchase order.
- Clearly indicate alternative lead times if unable to meet the standard delivery period.
Contract Compliance
- Comply with all municipal procurement policies and procedures.
- Meet contractual obligations relating to quality, pricing, and delivery.
- Provide all required supporting documentation.
Technical Requirements
Suppliers must ensure that:
- Hydraulic oil complies with the required technical specifications.
- Products supplied are new, genuine, and fit for purpose.
- Quoted prices remain valid for at least 30 days after quotation submission.
- Delivery commitments are achievable and clearly stated.
- Documentation supporting product quality and compliance is available if requested.
Delivery Requirements
The municipality requires:
- Delivery within 2 working days from receipt of the purchase order.
- Safe transportation and handling of the hydraulic oil.
- Complete delivery of ordered quantities.
- Accurate invoicing and delivery documentation.
Failure to meet delivery timelines may result in:
- Cancellation of the order.
- Alternative procurement arrangements.
- Potential contractual remedies available to the municipality.
Socio-Economic and Transformation Requirements
The RFQ emphasizes compliance with transformation and empowerment objectives.
Preference may be awarded based on:
B-BBEE Status
- Submission of a valid B-BBEE Certificate; or
- Sworn B-BBEE Affidavit (for qualifying enterprises).
Additional Preference Criteria
Evidence may be required regarding:
- Black ownership.
- Women ownership.
- Youth ownership.
- Ownership by persons with disabilities.
- Local business participation.
- Other qualifying empowerment categories.
Supporting documents must accompany the quotation to substantiate any claims.
Supplier Requirements
Eligible bidders should demonstrate:
Business Compliance
- Registered business status.
- Tax compliance.
- Compliance with municipal procurement regulations.
Operational Capacity
- Availability of hydraulic oil stock.
- Reliable transportation arrangements.
- Ability to meet urgent delivery requirements.
- Experience in supplying lubricants or industrial fluids.
Administrative Capability
- Ability to provide quotations, invoices, and supporting documentation.
- Effective record keeping and communication.
- Compliance with tender submission requirements.
Recommended Supporting Documents
Although suppliers should confirm requirements in the official RFQ documents, submissions typically include:
- CIPC Registration Documents
- Tax Compliance Status PIN
- Certified copies of directors’ identification documents
- B-BBEE Certificate or Sworn Affidavit
- Proof of banking details
- Company profile
- Quotation on company letterhead
- Supporting documentation for preference claims
- Product specifications or technical data sheets (if requested)
Suitable Suppliers
This RFQ is appropriate for:
- Hydraulic oil suppliers
- Industrial lubricant distributors
- Automotive lubricant suppliers
- Fleet maintenance suppliers
- Engineering consumable suppliers
- Petroleum product distributors
- Industrial equipment service providers
- Hydraulic equipment maintenance companies
Key Success Factors
To improve the competitiveness of a submission, suppliers should:
- Offer competitive pricing.
- Guarantee rapid delivery capability.
- Demonstrate product quality and reliability.
- Submit complete compliance documentation.
- Provide proof supporting B-BBEE and transformation claims.
- Maintain accurate and professional quotation documentation.