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MOVING FORWARD
RT 46 Department of Transport Fleet Management Tender
Frequently Asked Questions (FAQ’s)
&
Step by Step-Guide
Engagement Mandate
RT46
Context
Your readiness to the new RT46 contract is a priority to
us and this short guide will help you understand how
best to complete the “Engagement Mandate” form.
Please remember that as of the 1 of April 2014, the new
RT46 contract will be implemented with changes to
processes. As a user you must have an understanding of
the new requirements and processes for you to benefit
from the services available to you.
RT46
Question
What is an Engagement Mandate?
An Engagement Mandate is when a nominated person or persons are authorised by a
business/Government entity to engage and or transact on behalf of that entity with
another entity.
Since the new RT46 contract has commenced, it is therefore required that an
“Engagement Mandate Form” be completed by all end user departments. This will be
enable services or transactions to be managed effectively and efficiently.
RT46
Question
Why do you need to complete this form?
The management processes related to the RT46 contract have now changed and new
processes are being implemented. With the new RT 46 contract, Transit Solutions
(Pty) Ltd is the primary contractor and the State User Departments must provide new
mandates to Transit Solutions (Pty) Ltd indicating which services need to be provided
to each user department.
In addition, all staff that we will be taking instructions from on the account, need to
be disclosed to Transit Solutions (Pty) Ltd in order to ensure we execute the service
requirements on mutually understood terms to meet the specific needs of each State
user department.
RT 46
Question
Why do you need to provide certified ID copies of the people we will be
taking instructions from?
Due to the nature of the processes involved with the new RT46 contract, FICA
requirements are a necessity for overall compliance purposes. These requirements
have been limited to the provision of certified ID copies of all staff that we will be
taking instructions from during the course of delivering the required services.
This will ensure transparency and legitimacy for Transit Solutions to act on instructions
from the various State user departments.
RT46
Question
What will happen if the form is not completed and returned before 1 April 2014?
In the absence of completing the Engagement Mandate, Transit Solutions will have no
formal instruction from your user department to participate in the new RT46 - 2014
contract and we will revert to the General Terms of Reference in the Tender.
Consequently, you run the risk of not receiving the services you require and/or the
terms of reference is left to interpretation and will remain unclear.
We therefore urge you to please complete the form and return to:
[email protected]
RT46
Question
When must the Engagement Mandate form with all FICA documents be sent?
In order to ensure that you have access to all services made available courtesy of the
new RT46 contract; please send your completed form by not later than the
11 April 2014
This will ensure that our interactions are facilitated efficiently.
RT 46
Questions
What to do with the Engagement Mandate once it is completed?
Once you have completed the form, kindly sign and scan the document and forward
the same to [email protected]
You can retain the original documents and inform the relevant Transit Account
Executive that it is ready for collection. Transit Account Executives will collect the
original documents from you.
RT 46
Questions
Completing an Engagement Mandate Form
How to complete an engagement form
RT 46
Engagement Mandate Form Page 1
Please enter primary contact person that
Transit Solutions will be dealing with and take
Customer:
Primary Contact Person:
instructions from in the execution of the RT 46
Telephone Number:
Fax Number:
eMail Address:
Cellular Number:
- 2014 contract. The nomination of secondary
Primary Address:
contact persons is also provided for. Kindly
complete the details as requested and provide
ERT46/001
Government RT 46 - 2014 Engagement Mandate
Date:
Transit Rep:
Standard Bank
Rep:
Client Code:
Participant Details:
Y/N
Province
National Department
SAPS
Other (Specify)
Secondary Contact
Persons:
Responsibility
Name
Departmental Break-Out
List Regions, Divisions, Cost Centers, etc. On Page 5
Note: We require a certified copy of the representative stated's ID to be
attached to this schedule
Name
Phone
Mobile
Fax
eMail
certified ID copies of the relevant persons.
In addition, you are required to elect the
Address and Location of
Secondary Contact
Persons
(if different)
RT 46 Services
Required:
specific services you require Transit Solutions
to provide to your user department in terms of
the RT 46 contract. Kindly select the
appropriate box by marking the same and
Note: We require a certified copy of the representative stated's ID to be
attached to this schedule
*Indicate the fleet management services you require from Transit / Standard Bank
Y/N
Fuel Cards
- Fuel, Oil and Till
- Fuel Only (SAPS)
-Toll Only
VIT
- eFuel
- eFuel eAssy
- Gap Cards
Estimated
Number of
Vehicles
Comment
*Note that in future the Fuel,Oil and Toll Cards will be used as the Gap Cards. Gap Cards will only be able to
transact at the approved Gap Sites.
Managed Maintenance
- Managed Maintenance
- Accident Repairs
- Vehicle license
Renewal
Comments:
provide additional information if necessary.
Initial:………
……
Page 1
RT 46
Engagement Mandate Form Page 2
This page needs to be completed by all State user
departments making use of the Managed Maintenance
service. The RT 46 - 2014 contract provides for an extensive
service and the terms of reference is extremely broad.
Government RT 46 - 2014 Engagement Mandate
Managed Maintenance Services
Mandate:
Type Of Service, Policies and
Restrictions
Approximate Number of Vehicles
to be Serviced
Vehicle Replacement Policy /
Maintenance Restrictions
Mechanical Service Intervals
Accessories and Hydraulics
Service Requirements
Accessory Fitent Restrictions
your specific user requirements, kindly complete this section
as requested and provide certified ID copies of relevant
persons ID documents. In addition, the levels of authority
between the Managed Maintenance Call Center, transport
managers and Management need to be declared together
Comments / Details
Number of Government Garages in
Service
- Vehicle Radios
- Airconditioners
- Protective Gear (bull-bars etc)
- Gearlocks
- Branding and Signage
Accident Repairs
Should you wish to restrict the application of the service to
ERT46/001
- Self Insured
- Insurance Company
- Special Conditions
- Instructions to Inspecctors
Car Wash Payable via Fleet Card
Valet Services Payable via Fleet
Card
Drive Train Unit Policy /
Restrictions
Engine Overhaul
Policy/Restrictions
Towe In Services
YES
NO
Other:
YES
NO
YES
NO
Reestrictions:
Reestrictions:
- Office Hours
- After Hours
Tyres:
- Tyre Replacement Policy
- Wheel Alignment Intervals /
Fitments
Exhaust Systems - Standard /
Stainless Steel
Batteries
- Replacement Policy
- Warranty Period Preference
Glass Work Replacement
Restrictions
- Windscreens
- Head and Tail Lights
- Side Windows and Other Glass
Vehicle Inspections
with the contact detail of your relevant staff.
General Exclusions/Restrictions
Preferential Dealers, Workshop,
Merchants
List Preferential Motor Dealerships
List Preferential Workshops
Please ensure that you supply us with the mandate
amounts/limits above which your officials must
approve.
List Preferential Merchants
List Preferential BBBEE Work
Distribution
Limits of Authority
Transit / Standard Bank Limits Of
Approval
Escallations Of Authority If The Transit /
Standard Bank Limit Is Exceeded
Responsibility
Name
Phone
Mobile
Fax
eMail
RT 46
Engagement Mandate Form Page 2 continued
Government RT 46 - 2014 Engagement Mandate
Please ensure that you supply us with the
mandate amounts/limits above which your
officials must approve.
Managed Maintenance Services
Mandate:
Type Of Service, Policies and
Restrictions
Approximate Number of Vehicles
to be Serviced
Vehicle Replacement Policy /
Maintenance Restrictions
Mechanical Service Intervals
Accessories and Hydraulics
Service Requirements
Accessory Fitent Restrictions
ERT46/001
Comments / Details
Number of Government Garages in
Service
- Vehicle Radios
- Airconditioners
- Protective Gear (bull-bars etc)
- Gearlocks
- Branding and Signage
Accident Repairs
- Self Insured
- Insurance Company
- Special Conditions
- Instructions to Inspecctors
Car Wash Payable via Fleet Card
Valet Services Payable via Fleet
Card
Drive Train Unit Policy /
Restrictions
Engine Overhaul
Policy/Restrictions
Towe In Services
YES
NO
Other:
YES
NO
YES
NO
Reestrictions:
Reestrictions:
- Office Hours
- After Hours
Tyres:
- Tyre Replacement Policy
- Wheel Alignment Intervals /
Fitments
Exhaust Systems - Standard /
Stainless Steel
Batteries
- Replacement Policy
- Warranty Period Preference
Glass Work Replacement
Restrictions
- Windscreens
- Head and Tail Lights
- Side Windows and Other Glass
Vehicle Inspections
Please also ensure that you supply us with the name
and contact information for the officials that must
approve amounts exceeding maximum limits. Please
add the details here..
General Exclusions/Restrictions
Preferential Dealers, Workshop,
Merchants
List Preferential Motor Dealerships
List Preferential Workshops
List Preferential Merchants
List Preferential BBBEE Work
Distribution
Limits of Authority
Transit / Standard Bank Limits Of
Approval
Escallations Of Authority If The Transit /
Standard Bank Limit Is Exceeded
Responsibility
Name
Phone
Mobile
Fax
eMail
RT 46
Engagement Mandate Page 3
This page requires the details of your payment
ERT46/001
Government RT 46 - 2014 Engagement Mandate
On-Site Service Requirements:
offices so we can direct the billing. In addition,
Y/N
Comments / Details
On-Site Managed Maintenance Call Center
On-Site Bank Administration Required
Monthly Management Meetings
your preferential payment terms need to be
Weekly Management Meetings
Government Garage Maintenance
Transactions
Card Readers for Internal Fuel Bowsers
indicated. Please ensure this page is duly
Kindly provide as much information as possible on page 3,4 and 5
Vendor Payment Offices:
Contact Person
Phone
Mobile
Fax
eMail
Payment Offices Details:
signed by the appropriate authority in your
structure and a certified ID copy of the
Note: We require a certified copy of the representative stated's ID to be attached to this schedule
Account Holder
Bank
Branch #
Account #
Bank Account Details:
relevant persons ID documents are also
provided.
Daily
Weekly
Monthly
Other (Specify)
Payment / Settlement Instructions:
Date Specific?
Are you registeres as a VAT vendor?
Payment by EFT or debit order?
Y/N
VAT Number:
EFT
Y/N
Debit Order
Y/N
Authority To Deliver Services
I declare that the services required by the Province/Department/National Accounts in term of the Contract RT 46 2014, are the services set out in this
document, and undertake to inform Transit Solutions of any changes to the services required.
Service Delivery Reqiured
In Terms Of RT 46 - 2014
Sign
Sign
Name
Designation
Name
Designation
Note: We require a certified copy of the representative stated's ID to be attached to this schedule
Initial:…………
…
Page 3
RT 46
Engagement Mandate Page 4
ERT46/001
Government RT 46 - 2014 Engagement Mandate
* If your account is paid at regional or divisional level, kindly indicate the payment office responsible for the account
Client Code
Billing Code
Department
Number of
Vehicles
Regions and Departments
Payment Office
Note: We require a certified copy of the representative stated's ID to be attached to this schedule
Contact Person
Phone
Mobile
Fax
Initial:……………
eMail
Page 4
This page needs to be completed if you have cost centers on the account that operate at
different locations and/or you have staff in the regions that will be providing Transit
Solutions with operational instructions during the course of execution of the contract.
RT 46
Engagement Mandate Page 5
This page provides space for any additional considerations on the account. User
departments are encouraged to complete or attach any information they deem
necessary for Transit Solutions to consider in the delivery of the services required.
ERT46/
001
Government RT 46 - 2014 Engagement Mandate
NOTES and Additional
Information
Initial:…………… Page 5