36-month fleet & property management system tender – gauteng

It is required and is expected that the Service Provider will prepare a proposal for

Development and Implementation of the system as per defined project time frame and

support and maintenance of fleet and property management system for a period of 36

APPOINTMENT OF A SUITABLY QUALIFIED SERVICE PROVIDER TO DESIGN,

DEVELOP, CONFIGURE, TEST, IMPLEMENT AND PROVIDE TECHNICAL SUPPORT

FOR THE FLEET AND PROPERTY MANAGEMENT SYSTEM FOR A PERIOD OF

THIRTY-SIX (36) MONTHS.

months that will successfully integrate with SAGE X3 (ERP) with the following components

and functionalities identified.

5.1 SCOPE OF WORK

The scope of work will include the development, implementation, configuration and support

and maintenance of the fleet and property management system according to ARC’s

requirements. The scope must also include the integration with all required internal systems,

including but not limited to SAGE X3 ERP, Standard Bank 360, Eris property management,

and data migration from the legacy system.

Below are the modules that are required:

5.1.1 Fleet Management

• Fleet maintenance management

• Vehicle scheduling and allocation for both rented and ARC owned vehicles.

• Fuel management

• Incident management

• Expense management

• Cost recovery / cost per hour per vehicle

• Vehicle location management

• Statutory compliance management (licenses etc.)

• Total number of fleets; number installed with tracking system

• Classification in terms of categories – vehicles (e.g., sedans; bakkies minibuses;

trucks, tractors etc.)

• Age – date of acquisition; odometer readings

• Reporting

5.1.2 Property Management - Land & Buildings

• Repository of assets – number of assets and their extents (sizes)

• Title deeds

• Physical location

• Building layout plan

• Valuation – market value vs current value based on physical condition due to

maintenance backlog

APPOINTMENT OF A SUITABLY QUALIFIED SERVICE PROVIDER TO DESIGN,

DEVELOP, CONFIGURE, TEST, IMPLEMENT AND PROVIDE TECHNICAL SUPPORT

FOR THE FLEET AND PROPERTY MANAGEMENT SYSTEM FOR A PERIOD OF

THIRTY-SIX (36) MONTHS.

• Life cycle costing - acquisition to disposal

• Asset Management

• Maintenance Management - timeous alerts/prompts of scheduled maintenance.

Alerts in case of equipment failure/break-down.

• Job card management

• Maintenance costs - monthly/annual maintenance costs record keeping.

• Cost benefit analysis - maintenance vs disposal

• Lease and contract management

• Reporting

5.1.3 Training and Change Management

Provide comprehensive training for ARC personnel on the use of the system. Develop

manuals for technical and general ARC users.

Technical Training

Technical Training on the Solution is a strict requirement to create capability for ARC ICT to

provide to the ARC Business sufficient support on the solution. The Service Provider is therefore

required to provide adequate technical Training of the ICT Resources to achieve this objective.

This Training must include active involvement of the ICT personnel.

A technical training manual must be provided.

User Training

The Service Provider must develop and execute a training plan for the users during the

implementation process. To achieve this, the Service Provider is required to engage with user

stakeholders to develop the plan, according to the different business process requirements. A

user training manual must be provided.

The table below indicates and estimates users to be trained on the Fleet and property solution.

Institutes Total City

API 4 Pretoria

CO 4 Pretoria

GCI 4 Potchefstroom

VIMP 4 Rustenburg/Pretoria

NRE 4 Pretoria

ITSC 4 Nelspruit

OVI 4 Pretoria

APPOINTMENT OF A SUITABLY QUALIFIED SERVICE PROVIDER TO DESIGN,

DEVELOP, CONFIGURE, TEST, IMPLEMENT AND PROVIDE TECHNICAL SUPPORT

FOR THE FLEET AND PROPERTY MANAGEMENT SYSTEM FOR A PERIOD OF

THIRTY-SIX (36) MONTHS.

PPRI 4 Pretoria

SGI 4 Bethlehem

Infruitec 4 Stellenbosch

Grand

Total 40

NB: The service provider is also required to provide a Training approach to meet the above

requirements.

Change Management

Develop and implement a change management plan to support organizational efforts to ensure

seamless adoption

5.1.4 Support and Maintenance (SLA)

The service provider will be expected to sign a service level agreement which will be signed by

both parties for period of three years (3) to manage and measure performance.

5.1.5 Project Management Delivery

The service provider is required to assign the project manager that will lead the project.

6. TECHNICAL EVALUATION CRITERIA

No Criteria Weighting Score Measurement

Allocation

1. Experience: Service providers 20

submit a minimum of three (3)

reference letters of work completed

within the past five (5) years.

Reference Letters to have the

following: Company name, Company

letterhead, contact person and

contact telephone numbers

Completion date, Project value of

each reference letter should not be

less than one million (R1 000 000.00)

on similar projects successfully

completed in the past five (5) years

2 Team Members 20

Submit at least six curriculum vitae

APPOINTMENT OF A SUITABLY QUALIFIED SERVICE PROVIDER TO DESIGN,

DEVELOP, CONFIGURE, TEST, IMPLEMENT AND PROVIDE TECHNICAL SUPPORT

FOR THE FLEET AND PROPERTY MANAGEMENT SYSTEM FOR A PERIOD OF

THIRTY-SIX (36) MONTHS.

No Criteria Weighting Score Measurement

Allocation

and qualifications of assigned

members.

One for Project Manager / service

delivery manager

Two for Functional Consultants and

Two for Developers and one for

technical official/s.

3. Project Implementation: The 15

methodology to be used for the

project must be logical, realistic to

address the project scope and show

that the Tenderer has a clear

understanding of the project. A

detailed execution methodology shall

be submitted, with clear assumptions

and shall include as a minimum:

detailed project plan, timelines,

milestones, clear deliverables,

resource allocation and risk

management plan.

4. Integration Capability: integration 15

with all required internal systems,

including but not limited to SAGE X3

ERP, Standard Bank 360, Eris

property management. Evidence of

similar integrations conducted

previously.

5. Support and Maintenance: - 10

Comprehensive technical support

and maintenance plan.

- Training plan for ARC staff.

6. Presentation 20

Threshold 80

Total 100

• Failure to obtain a minimum of 48 points and above which is 60% threshold for

functionality will lead to disqualification and disqualified bidders will not be invited

for a presentation.

• Failure to obtain a minimum of 12 points and above from 20 points (60%) for

presentation will lead to disqualification and disqualified bidders will not be allowed

to proceed to the price and the BBBEE phase

6.1 GUIDELINES

Experience: The Tenderer shall provide reference letters as evidence to prove that they

APPOINTMENT OF A SUITABLY QUALIFIED SERVICE PROVIDER TO DESIGN,

DEVELOP, CONFIGURE, TEST, IMPLEMENT AND PROVIDE TECHNICAL SUPPORT

FOR THE FLEET AND PROPERTY MANAGEMENT SYSTEM FOR A PERIOD OF

THIRTY-SIX (36) MONTHS.

have executed and successfully completed at least three (3) projects of similar requirements

in the last 7 years. The letters should contain a description of the service, duration of the

successfully completed project and value of the contract.

Experience of the Company ARC SCM

Evaluation Score

No reference letters 1= Poor

Submitted at least one-two reference letters 2= Acceptable

Submitted at least three reference letters 3= Good

Submitted at least four reference letters 4= Very good

Submitted at least five and/or more reference

letters 5= Excellent

Team Members

Submit at least six curriculum vitae of assigned members.

One for Project Manager

Two for Functional Consultants and Two for Developers and one for technical

consultants.

Qualifications and Experience of the Team

Members ARC SCM

Evaluation Score

No curriculum vitae 1= Poor

Submitted at least one-five curriculum vitae with the

relevant experience. 2= Acceptable

Submitted at least six curriculums (two Developers,

two Functional Consultants, one Project Manager

and one technical consultant). 3= Good

Submitted at least seven-eight curriculums. (Three

Developers, Two Functional Consultants, one

Project Manager and one technical consultant) 4= Very good

Submitted at least nine and/or more curriculum

(Three Developers, Three Functional Consultants,

one Project Manager and two Technical

Consultants) 5= Excellent

Project Implementation: The methodology to be used for the project must be logical, realistic

to address the project scope and show that the Tenderer has a clear understanding of the

project. A detailed execution methodology shall be submitted, with clear assumptions and shall

include as a minimum: detailed project plan, timelines, milestones, resource allocation and risk

management plan.

APPOINTMENT OF A SUITABLY QUALIFIED SERVICE PROVIDER TO DESIGN,

DEVELOP, CONFIGURE, TEST, IMPLEMENT AND PROVIDE TECHNICAL SUPPORT

FOR THE FLEET AND PROPERTY MANAGEMENT SYSTEM FOR A PERIOD OF

THIRTY-SIX (36) MONTHS.

Project Implementation ARC SCM Evaluation

Score

No project management plan attached 1= Poor

Incomplete/insufficient Project management plan 2= Acceptable

A Project management plan including timelines

and milestones change management 3= Good

A Project management plan including timelines,

milestones, and resource allocation.

Risk management strategies and change

management 4= Very good

A Project management plan including timelines,

milestones, and resource allocation.

Risk management and mitigation strategies,

change management and value-added service 5= Excellent

Integration Capability: - Ability to integrate with SAGE X3 ERP system and any system that

is used by the ARC.

Evidence of similar integrations conducted previously.

Integration Capacity ARC SCM

Evaluation Score

No integration method defined. 1= Poor

Integration method is not clearly

defined/presented. 2= Acceptable

Integration method showing the capability to

integrate with other ERP systems 3= Good

Integration method showing fleet and property

management integration with SAGE X3 ERP

systems 4= Very good

Integration method showing fleet and property

management integration with SAGE X3 ERP

systems and any other third-party system. 5= Excellent

Support and Maintenance: - Comprehensive technical support and maintenance plan with a

detailed training plan for ARC staff.

Support and Maintenance ARC SCM Evaluation

Score

Did not provide any plan 1= Poor

Provided insufficient support and maintenance

plan. 2= Acceptable

Provided sufficient support and maintenance plan. 3= Good

Provided comprehensive support and maintenance

plan. Clear training plan for ARC end users and

technical support staff. 4= Very good

Provided comprehensive support and maintenance

plan. Clear training plan for ARC end users and 5= Excellent

APPOINTMENT OF A SUITABLY QUALIFIED SERVICE PROVIDER TO DESIGN,

DEVELOP, CONFIGURE, TEST, IMPLEMENT AND PROVIDE TECHNICAL SUPPORT

FOR THE FLEET AND PROPERTY MANAGEMENT SYSTEM FOR A PERIOD OF

THIRTY-SIX (36) MONTHS.

technical support staff.

and any other value-added services

Presentation

• The requirements and deliverables in terms of the Fleet and Property Management

Modules.

• Reflect on the solution design or architecture.

• Reflect on the clear project, implementation plan and timelines

• Demonstration of successfully completed projects on integration with ERP system.

• Present a Change Management plan

• Training plan.

Presentation ARC SCM Evaluation

Score

Did not provide any information as per the

above requirements. 1= Poor

Provided insufficient information as per the

above requirements. 2= Acceptable

Provided the requirements and deliverables

in terms of the Fleet and Property

Management Modules.

• Reflect on the solution design or

architecture.

• Reflect on the clear project,

implementation plan and timelines.

• System should be able to integrate

with other ERP systems. 3= Good

Provided the requirements and deliverables

in terms of the Fleet and Property

Management Modules.

• Reflect on the solution design or

architecture.

• Reflect on the clear project,

implementation plan and timelines.

• System should be able to integrate

with other ERP systems. 4= Very good

APPOINTMENT OF A SUITABLY QUALIFIED SERVICE PROVIDER TO DESIGN,

DEVELOP, CONFIGURE, TEST, IMPLEMENT AND PROVIDE TECHNICAL SUPPORT

FOR THE FLEET AND PROPERTY MANAGEMENT SYSTEM FOR A PERIOD OF

THIRTY-SIX (36) MONTHS.

• Present integration with any other

system.

Provided the requirements and deliverables

in terms of the Fleet and Property

Management Modules.

• Reflect on the solution design or

architecture.

• Reflect on the clear project,

implementation plan and timelines.

• Present a similar system that has

been done before.

• Present an integration with SAGE

X3 5= Excellent

6.2 Specific Goals

The 80/20 principle will apply in terms of the Preferential Procurement Policy

FRAMEWORK Act.

Percentage

Specific Goals Ownership Points (20) Points (10)

(1%)

Ownership by HDIs 51%+ 6 3

Ownership by Women 51%+ 4 2

Ownership by Youth 51%+ 4 2

Ownership by PwD 51%+ 2 1

BEE Status Level 1 - 4 2 1

RDP Goals RDP Goals 2 1

The promotion of

enterprise located in

rural areas.

TOTAL POINTS 20 10

Minimum threshold 80

Price 80

Points allocated for price

BBBEE Status Points 20

Points allocated for BBBEE

Total points for Price and BBBEE Preference

Points 100

7. CONDITIONS OF BID

7.1 The contract with each service provider will not be exclusive.

7.2 Performance of appointed service provider(s) will be reviewed on an annual basis

and/or on completion of a specific project. ARC reserves its right to continue using

the service provider subject to their performance. Non-performance or failure to meet

the required standards may result in removal from the panel.

7.3 The service provider will be required to provide a fee estimation for each case on

instruction and to revise the fee estimation on an annual basis. The service provider

is also required to timeously provide contingent liability information as required by the

Auditor General of South Africa from time to time.

7.4 As and when required, the service will be required to submit a written motivation to

the ARC for approval before instruction of any advocate/counsel on the matter.

7.5 The ARC reserves the right to appoint more than one service provider relating to a

single matter or to substitute one service provider on the panel for another in relation

to a specific matter or to pursue other available alternative mechanisms to resolve

the matter.

7.6 All laws that must be complied to before the issuance of any court process against

any public entity must first be complied with.

7.7 The successful bidder is required to share all applicable pleadings as and when the

cases progress and to submit quarterly reports clearly and fully setting out the latest

progress status of each matter in its care in the format agreed to with the ARC.

7.8 The ARC reserves the right to enter into a service level agreement with the

successful bidder/s.

8. BID ENQUIRIES

For general bid enquiries contact Ms. Refiloe Mofokeng at [email protected] and

for technical bid enquiries contact Ms. Nkele Mukasi at [email protected]

9. TENDER EVALAUTION STAGES

This bid will be evaluated in four-stages. Bids evaluation process will be conducted, and

the bidder must qualify at each stage to be eligible to proceed to the next stage of the

evaluation as follows:

Stage 1: Administrative requirements

Bidders will be evaluated on the submitted administrative documents as follows:

• A valid Tax PIN number from SARS.

• Current Central Supplier Database (Full CSD Report)

• Complete and sign all the Standard Bidding Documents (SBD forms)

Stage 2: Mandatory requirements

• Bidders will be evaluated on mandatory requirements as indicated above and failure

to meet this requirement will result in disqualification and bidders will not proceed to

be evaluated on functionality.

Stage 3: Functionality and Presentation.

• Bidders who score a minimum threshold of 80 out of 100 points on the evaluation

criteria will be considered for further evaluation on Price and B-BBEE. Bidders who

fail to obtain the required minimum threshold will be disqualified.

Presentation.

• Bidders’ failure to obtain a minimum of 12 points and above from 20 points (60%)

for presentation will lead to disqualification and disqualified bidders will not be

allowed to proceed to the price and the BBBEE phase.

Stage 4: Price and BBBEE

• Bidders that do not meet the minimum threshold as indicated above will not be

evaluated for pricing and BBBEE.

Price and BBBEE Evaluation

The 80/20 principle will apply in terms of the Preferential Procurement Policy

Framework Act.

80 Points will be allocated to price, and 20 Points will be allocated to the BBBEE

status level contribution in terms of the PPPFA.

BBBEE status level points in terms of the Preferential Procurement Policy Framework

Act will be allocated as follows:

10. LODGING OF SUBMISSIONS

10.1 Completed tender submissions reflecting “ARC/38/10/2025/2 and the name of the

tenderer” must be deposited into the Tender Box located at 1134 Park Street,

Hatfield, Pretoria for the attention of: “The Senior Supply Chain Manager” by no later

than 11:00 (eleven o’clock) on 03 March 2026.

Tender documents submitted after the closing time and date specified will not be

considered.

No submissions submitted through e mails or facsimile will be accepted

10.2 Bid proposals/submissions not received on time and date specified will not be

considered. Any entities/companies that are submitting their proposals as joint

ventures are not allowed to submit their own proposals separately from the joint

venture. Submitting a second separate proposal from the joint venture will lead to

disqualification.

11. COMPLIANCE WITH GENERAL CONDITIONS OF CONTRACT

No alteration, variation or amendment of the Contract (of which this Tender

represents the offer) shall be permitted unless otherwise agreed to in writing. Should

the prospective provider, in the case of non-compliance, wish to make any

amendments to the conditions stipulated by the ARC in this Tender, which shall form

the offer element of a Contract and if it is accepted by the ARC, then such proposed

amendments shall be clearly stipulated by the prospective provider and where

possible stating the increase or decrease in the cost involved by such proposals.

The ARC reserves the right to reject such submissions.

Misrepresentation of facts will result in disqualification and cancellation of the

Contract.

12. ARC LIABILITY

The ARC does not bind itself to accept the lowest or any tender proposal, nor to

assign any reason for the rejection of a tender proposal, nor shall it be responsible

for or pay any expenses or losses that may be incurred by the prospective provider in

the preparation and delivery of its submission.

13. SUBMISSION ACCEPTANCE

No submission shall be deemed to have been accepted, unless and until a formal

appointment letter is issued to the successful tenderer. Submissions shall remain

open for acceptance by the ARC for a period of 180 (one hundred and eighty) days

from the date on which they are returnable in terms of this Tender.

14. PRICES

Tenderers shall indicate the basis on which the services will be charged. In this

regard the following information shall be provided:

• Where a Tenderer lacks in-house expertise and may have to outsource certain

services, the detail and basis of charges of any such service that may be required

must be outlined.

• The tenderer shall reflect service discounts that they will offer throughout the contract

duration.

• Tenderers submissions must reflect the detailed breakdown of the tender price as

per the costing structure or bill of quantities

• Prices must include VAT, if it is applicable and all other costs related to the execution

of the required services.

• The tenderer agrees not to change the price with VAT or any other Tax subsequent

to submitting the tender. This includes subsequent VAT registration.

• All prices quoted are to be in SA Rand and inclusive of Value Added Tax (VAT).

• No change in the prices submitted shall be considered after receipt of response to

the Tender submission within the validity period of the tender.

• Bidders shall ensure that the bid price is for the duration of the project, including

escalations.

15. TERMS OF ENGAGEMENT

• The successful bidder shall not take more than three (3) months from date of Bid

award unless otherwise indicated and agreed between the successful Bidder and the

ARC.

• The Service Provider shall be available for consultation with the ARC representative.

• The Service Provider shall manage as confidential all data, information and insights

gained in execution of work for the ARC.

• ARC retains the right to negotiate with the successful Bidder for partial execution of

the proposal.

• ARC retains the right to enter into non-exclusive agreements with Service Providers

that do not restrict procurement of goods and services from other Service Providers.

• ARC retains the right to require the Service Provider to obtain permission in writing

from the ARC prior to replacement of individuals proposed for execution of this Bid.

• Service Providers to accept professional liability for services rendered, including

those rendered under sub-contract to the service provider

16. CONTENTS OF SUBMISSION

Proposals shall include all relevant information about the Bidder, which is thought

appropriate to assist the ARC to assess its capabilities, capacity, outputs, value

adding abilities, competitive advantage, etc.

The proposals presented are to be comprehensive and should describe the

methodology to be followed in doing the following:

• The Breakdown of the complete specification with associated costs.

• All SBD (Standard Bidding Documents) must be completed and signed.

The proposals presented are to be as comprehensive as possible and ARC reserves

the right to request the Bidder to provide more details.

Bidders shall adhere to the conditions stipulated in the General Conditions of

Contract as prescribed by the National Treasury.

Bidders must ensure that the complete bid document is submitted with all additional

required information and any other documents that the bidder wishes to supply to

substantiate or clarify specific aspects in the proposal.

17. BROADBASED BLACK ECONOMIC EMPOWERMENT (BBBEE)

In terms of the Preferential Procurement Policy Framework Act (PPPFA), Act , the 80 / 20 principle shall be applicable to this bid and points shall be allocated

as indicated under functionality. Sound evidence for points claimed must be attached

so that points can be allocated.

BBBEE status level points will be awarded to service providers who will submit

certified copy of BBBEE certificates or original BBBEE certificates from SANAS

accredited agencies and IRBA registered auditors or BBBEE letters from an auditor

or accountant.

Joint Ventures / Consortium / Partnerships must submit a BBBEE document as

indicated above for that particular entity e.g JV or Consortium otherwise no BBBEE

points shall be awarded.

No BBBEE points shall be awarded to a tenderer who fails to comply with the

above.

18. AMPLIFICATION OF SUBMISSIONS

The ARC may, after the opening of submissions, call on the prospective Bidder to

amplify in writing any matter which is not clear in the prospective Bidder’s submission

and such amplification shall form part of the original submission. In the event of the

prospective Bidder failing to supply such information, the submission will be liable to

rejection.

19. COST OF PROPOSAL

Bidders shall bear all costs associated with the preparation and submission of their

proposals, the ARC will in no case be responsible or liable for those costs, regardless

of the conduct or outcome of the Bid.

20. BID DOCUMENTS

This document in its entirety serves as the complete Bid document. Proposals

offering only part of the requirements will be rejected. The Bidder is expected to

examine all corresponding instructions, forms, terms and specifications contained in

this document. Failure to comply with these documents will be at the Bidder’s risk

and may affect the evaluation of their proposal.

21. DOCUMENTS COMPRISING THE PROPOSAL

In preparing the technical and price components of the submissions all references to

descriptive material and brochures should be included in the appropriate response

paragraph, although material documents themselves may be provided as annexes to

the proposal / response. Bidders are requested to focus on the provision of relevant

information and to limit the amount of marketing and “boilerplate” material. The

successful Bidder’s proposal may be incorporated in whole or in part in the final

contract. Any information that the Bidder considers proprietary should be marked as

such.

22. INFORMATION

Information that the Bidder considers proprietary, if any, should be clearly marked

“proprietary” next to the relevant part of the text and it will be treated as such

accordingly.

23. PERIOD OF VALIDITY

Proposals shall remain valid for one hundred and eighty (180) days after the date of

proposal submission. A proposal valid for a shorter period may be rejected by the

ARC on the grounds that it is non-responsive.

In exceptional circumstances, the ARC may solicit the Bidder’s consent to an

extension of the period of validity. The request and the responses thereto shall be

made in writing.

24. FORMAT AND SIGNING OF PROPOSALS

The Bidder shall prepare one submission of the complete proposal and clearly name

the documents as per the requirements and submit online on e-tender portal on

specified folders. The proposals shall be signed by the Bidder, or a person or

persons duly authorised to bind the Bidder to the contract.

25. INTERLINEATIONS

A proposal shall contain no interlineations, erasures, or overwriting except, as

necessary to correct errors made by the Bidder, in which case such corrections shall

be initiated by the person or persons signing the proposal.

26. PAYMENT

The successful Bidder shall be paid upon submission of an invoice for each

transaction of satisfactory work detailed in the scope.

27. DUE DILIGENCE EXERCISE

The ARC reserves the right to perform due diligence exercise for the purpose of

appointing a credible tenderer.

28. PRICE AND PRICING STRUCTURE

(To be inserted or attached to the Financial Proposal folder on e-tender portal)

• Bidders shall indicate the basis on which the services will be charged.

• Where a Bidder lacks in-house expertise and may have to outsource certain

services, the detail and basis of charges of any such service that may be required

must be outlined.

• The Bidder shall reflect service discounts that they will offer throughout the contract

duration.

• Bidders submissions must reflect the detailed breakdown of the bid price as follows:

• Prices must be for the entire period of the tender including price escalation.

• Prices must include VAT, if it is applicable and all other costs related to the execution

of the required services.

29. CANCELLATION OF THE BID

The ARC reserves the right to cancel the bid at any time of the process should the

recommended service provider/s fail to meet the requirements of the bid.

No specific requirements found

B-BBEE Minimum Level: 1