Supply and Delivery of Plant, Vehicles and Equipment

MACHINGA DISTRICT COUNCIL
INVITATION FOR BIDS (IFB) — National Competitive Bidding

SUBJECT OF PROCUREMENT
Supply and Delivery of Plant, Vehicles and Equipment
IMPLEMENTATION PERIOD
2026 / 2027 Financial Year
DATE OF ISSUE
Monday, 26th October 2026

1. SCOPE OF SUPPLY AND FUNDING
Machinga District Council, with funding from the Central Government (Treasury) through the Local Government, has budgeted public funds under the Reformed Constituency Development Fund (District Wide Development Projects) for the Supply and Delivery of Plant, Vehicles and Equipment for the 2026/2027 financial year.
Machinga District Council now invites sealed bids from eligible suppliers for the supply and delivery of the following goods, each procured under a separate bidding document:
☐ One (1) Motor Grader
☐ One (1) 30-Seater Bus (Coaster type)
☐ Eight (8) Motorcycles with sixteen (16) full-face Helmets

2. BIDDING PROCEDURES
Bidding will be conducted through Open Tendering using National Competitive Bidding (NCB), as specified in the Public Procurement and Disposal of Assets Act No. 7 of 2025 and the Procurement Regulations of 2020 of the Government of the Republic of Malawi, and is open to all eligible bidders.
Interested eligible bidders may obtain further information from the Machinga District Council — Procurement Unit Section, or by calling +265 997 599 056 / +265 882 477 788, or by email at [unclear]@gmail.com / [email protected]. Bidding documents may be inspected at the address given in clause 4(a), from 08:00–12:00 and 13:30–16:00 local time, Monday to Friday, except on Public Holidays.

3. BIDDING DOCUMENTS
☐ Bidding documents will be available for collection from Wednesday, 26th October 2026.
☐ A complete set of Bidding Documents in English may be obtained by interested bidders on request, upon payment of a non-refundable fee of MK20,000.00 per document, payable in cash at the Council Cash Office. Documents will be issued in soft copy by email.
☐ Bids shall remain valid for a period of 50 days after the bid submission deadline.
☐ Requests for clarification must be submitted in writing to the address in (3) above, at least 7 calendar days before the tender closing date.
☐ Bidders shall submit with their bids a Manufacturer’s Authorisation, a Dealership Certificate and the warranty offered, together with manufacturer’s brochures/technical literature confirming the specifications offered.
☐ Machinga District Council is not bound to accept the lowest or any tender.

4. SUBMISSION OF BIDS
All bids must be deposited in the Tender Box at the address below, at or before the deadlines shown:

PROCUREMENT TYPE | DEADLINE | TIME
NCB – Goods (3 Packages) | Wednesday, 18th November 2026 | 14:00 Hrs.

Late bids shall be rejected. Bids shall be opened in the presence of bidders’ representatives who choose to attend, at the address below, at the same time and date as their respective deadline.
All bids must be accompanied by a Bid Securing Declaration.

Bids must be submitted to the address below:

a) The Chairperson
Internal Procurement & Disposal of Assets Committee
Machinga District Council
P/Bag 1, Machinga
Attention: Michael Khoko — Phone: +265 882 477 788
Email: [email protected]

b) Address of Bid Opening
Council Chamber
Machinga District Council

5. LIST OF GOODS
The goods open for bidding are listed below. Prices shall be quoted DDP (Delivered Duty Paid) to Machinga District Council Offices, Machinga:

Sn | Procurement Ref. No: | Description of Goods | Quantity | Method | Delivery Period | Bid Doc. Fee
1 | MHG-DC/DWDP/G/CDF/26-27/3 | One (1) Motor Grader with 14 ft moldboard and rear ripper | 1 No. | NCB | 50 Days | MK20,000
2 | MHG-DC/DWDP/G/CDF/26-27/4 | One (1) 30-Seater Bus (Coaster type), diesel, manual transmission | 1 No. | NCB | 50 Days | MK20,000
3 | MHG-DC/DWDP/G/CDF/26-27/5 | Eight (8) 125 cc on/off-road Motorcycles with sixteen (16) full-face Helmets | 8 No. | NCB | 50 Days | MK20,000

The detailed technical specifications for each item are set out in Section 7 (Statement of Requirements) of the respective bidding document. Bidders shall complete the Technical Specifications and Compliance Sheet and attach manufacturer’s brochures/technical literature for the models offered.