Frequently Asked Questions (FAQ’s)&

Step by Step-Guide

Engagement Mandate

RT 46 Department of Transport Fleet Management TenderMOVING FORWARD

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.

Context

RT46

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.

Question

RT46

What is an Engagement Mandate?

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.

Question

RT46

Why do you need to complete this form?

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.

Question

RT 46

Why do you need to provide certified ID copies of the people we will be taking instructions from?

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:

gov.rt46@standardbank.co.za

Question

RT46

What will happen if the form is not completed and returned before 1 April 2014?

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 2014This will ensure that our interactions are facilitated efficiently.

Question

RT46

When must the Engagement Mandate form with all FICA documents be sent?

Once you have completed the form, kindly sign and scan the document and forward

the same to gov.rt46@standardbank.co.za

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.

Questions

RT 46

What to do with the Engagement Mandate once it is completed?

How to complete an engagement form

Questions

RT 46

Completing an Engagement Mandate Form

ERT46/001

Government RT 46 - 2014 Engagement Mandate   Customer:   Date:  Primary Contact Person:   Transit Rep:  Telephone Number:  

Standard Bank Rep:  

Fax Number:   Client Code:  eMail Address:      Cellular Number:        Primary Address:  Participant Details:               

 Y/N Name Departmental Break-Out

Province    

List Regions, Divisions, Cost Centers, etc. On Page 5National Department    SAPS    Other (Specify)    

 Note: We require a certified copy of the representative stated's ID to be attached to this schedule  

Secondary Contact Persons:                

Responsibility Name Phone Mobile Fax eMail                                                                  

 Note: We require a certified copy of the representative stated's ID to be attached to this schedule  

Address and Location of

Secondary Contact Persons (if

different)     RT 46 Services Required:                

*Indicate the fleet management services you require from Transit / Standard Bank

 Y/N

Estimated Number of Vehicles Comment

Fuel Cards   - Fuel, Oil and Till       - Fuel Only (SAPS)       -Toll Only      VIT   - eFuel       - eFuel eAssy       - Gap Cards      

 *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:

 

     

Initial:…………… Page 1

RT 46

Engagement Mandate Form Page 1

Please enter primary contact person that

Transit Solutions will be dealing with and take

instructions from in the execution of the RT 46

- 2014 contract. The nomination of secondary

contact persons is also provided for. Kindly

complete the details as requested and provide

certified ID copies of the relevant persons.

In addition, you are required to elect the

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

provide additional information if necessary.

    ERT46/001

Government RT 46 - 2014 Engagement MandateManaged Maintenance Services Mandate:                Type Of Service, Policies and Restrictions Comments / DetailsApproximate Number of Vehicles to be Serviced  

Number of Government Garages in Service  

Vehicle Replacement Policy / Maintenance Restrictions  Mechanical Service Intervals  Accessories and Hydraulics Service Requirements  Accessory Fitent Restrictions   - Vehicle Radios   - Airconditioners   - Protective Gear (bull-bars etc)   - Gearlocks   - Branding and Signage  Accident Repairs   - Self Insured YES   NO   Other: - Insurance Company   - Special Conditions   - Instructions to Inspecctors  Car Wash Payable via Fleet Card YES   NO  

Reestrictions:

Valet Services Payable via Fleet Card YES   NO  

Reestrictions:

Drive Train Unit Policy / Restrictions  Engine Overhaul Policy/Restrictions  Towe In Services   - 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  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                                                                  

 Note: We require a certified copy of the representative stated's ID to be attached to this schedule

Address and Location of Contact Persons  

Initial:…………… Page 2

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.

Should you wish to restrict the application of the service to

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

with the contact detail of your relevant staff.

Please ensure that you supply us with the mandate amounts/limits above which your officials must approve.

    ERT46/001

Government RT 46 - 2014 Engagement MandateManaged Maintenance Services Mandate:                Type Of Service, Policies and Restrictions Comments / DetailsApproximate Number of Vehicles to be Serviced  

Number of Government Garages in Service  

Vehicle Replacement Policy / Maintenance Restrictions  Mechanical Service Intervals  Accessories and Hydraulics Service Requirements  Accessory Fitent Restrictions   - Vehicle Radios   - Airconditioners   - Protective Gear (bull-bars etc)   - Gearlocks   - Branding and Signage  Accident Repairs   - Self Insured YES   NO   Other: - Insurance Company   - Special Conditions   - Instructions to Inspecctors  Car Wash Payable via Fleet Card YES   NO  

Reestrictions:

Valet Services Payable via Fleet Card YES   NO  

Reestrictions:

Drive Train Unit Policy / Restrictions  Engine Overhaul Policy/Restrictions  Towe In Services   - 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  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                                                                  

 Note: We require a certified copy of the representative stated's ID to be attached to this schedule

Address and Location of Contact Persons  

Initial:…………… Page 2

RT 46

Engagement Mandate Form Page 2 continued

Please ensure that you supply us with the mandate amounts/limits above which your officials must approve.

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..

RT 46

Engagement Mandate Page 3

 

  ERT46/001

Government RT 46 - 2014 Engagement MandateOn-Site Service Requirements:                

  Y/N Comments / DetailsOn-Site Managed Maintenance Call Center    

On-Site Bank Administration Required    

Monthly Management Meetings    

Weekly Management Meetings    Government Garage Maintenance Transactions    

Card Readers for Internal Fuel Bowsers    

  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:          

           

           

           

           

 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:        

         

         

         

         

         

  Daily Weekly Monthly Other (Specify)

Payment / Settlement Instructions:        

Date Specific?        Are you registeres as a VAT vendor? Y/N   VAT Number:

Payment by EFT or debit order? 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 Sign Sign

In Terms Of RT 46 - 2014  Name Name

  Designation DesignationNote: We require a certified copy of the representative stated's ID to be attached to this schedule

Initial:…………… Page 3

This page requires the details of your payment

offices so we can direct the billing. In addition,

your preferential payment terms need to be

indicated. Please ensure this page is duly

signed by the appropriate authority in your

structure and a certified ID copy of the

relevant persons ID documents are also

provided.

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

Regions and Departments

Client Code Billing Code DepartmentNumber of Vehicles Payment Office

Contact Person Phone Mobile Fax eMail

                   

                   

                   

                   

                   

                   

                   

                   

                   

                   

                   

                   

                   

                   

                   

                   

                   

                   

Note: We require a certified copy of the representative stated's ID to be attached to this schedule Initial:…………… Page 4

RT 46

Engagement Mandate 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

ERT46

/001   

Government RT 46 - 2014 Engagement Mandate   NOTES and Additional Information          

 

Initial:……………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.