Service provider needed for waste tyre management system implementation, hosting, support & maintenance (36 months)

SCM Officials. Email: [email protected]. Submission address: Department of Forestry, Fisheries and the Environment, The Environment House, 473 Steve Biko Road, Cnr Soutpansberg and Steve Biko Road, Arcadia, Pretoria/Tshwane. Technical and bidding procedure enquiries: Same contact as above.

Submit bids by 29 June 2026 at 11:00 AM to the bid box at: Department of Forestry, Fisheries and the Environment, The Environment House, 473 Steve Biko Road, Cnr Soutpansberg and Steve Biko Road, Arcadia, Pretoria/Tshwane. Late bids will not be accepted. Bids must use official forms provided (do not re-type). Required returnable documents: Master Bid Document (bound), Electronic Copy (USB, identical to master), Valid B-BBEE Certificate or Sworn Affidavit (for EMEs/QSEs), Tax Compliance Status (TCS) PIN or CSD Registration Report, CSD Supplier Number, Completed and signed SBD1 (Invitation to Bid), SBD3.3 (Pricing Schedule, aligned to Annexure A), SBD4 (Bidder’s Disclosure), SBD6.1 (Preference Points Claim Form). For consortia/joint ventures: signed JV agreement and Letter of Authority to sign documents. Failure to submit any required document may disqualify the bid. Only bidders accredited under SITA Transversal Contract RFB 1183-2022 will be considered.

Evaluation phases: Phase 1 (Pre-compliance): Compliance with SCM returnable documents, tax matters, and CSD registration. Phase 2 (Mandatory): Registration on SITA Transversal Contract RFB 1183-2022 (proof required), attendance at compulsory briefing session (11 June 2026), valid Tax Compliance Status (TCS) PIN or CSD registration, submission of B-BBEE Certificate/Sworn Affidavit, no conflict of interest, not listed on Register for Tender Defaulters or Restricted Suppliers List. Phase 3 (Functionality): Minimum 75% score required to proceed. Criteria include project plan (structured work breakdown, objectives, milestones, timeframes, resource allocation, risk management), qualifications of project team leader (higher qualifications score more), and experience of project team leader in Computer Science/IT/.NET. Phase 4 (Price and Preference): 80/20 preference point system. Price: 80 points (lowest acceptable tender scores highest). Preference: 20 points for >50% Black ownership, >50% Women ownership, or >50% disability ownership. Bidders must submit proof to claim preference points.

Scope: Implement, host, support, and maintain an existing Waste Tyre Operations Management System for 36 months. Must be accredited under SITA Transversal Contract RFB 1183-2022. Key deliverables: Gap analysis of current system and Business Requirement Specification & Gap Analysis Document. Enhanced online Waste Tyre Operations Management System with improved registration, stock management, scheduling, invoicing, reporting, and mobile-friendly access. Training (physical/online) for stakeholders (Waste Bureau Officials, Transporters, Depot Operators, Processors, Micro-collectors, Collection Points). Change management strategy and interactive communication materials (videos, brochures, posters). Hosting, maintenance, and support: Security measures, error resolution, monthly service reports, technical support, ad-hoc user queries, SLA management. System functionality: Registration & verification (online portal, workflows, unique codes), spatial mapping, collections/transport/depot operations (call logging, volume tracking, job cards, performance scoring), mobile app (Android/iOS, real-time updates), GIS & spatial intelligence (ArcGIS, roll-up reporting), reporting (standard/ad-hoc), user roles & administration (secure access, document management). SLA principles: 95% of calls resolved within: Critical (16 working hrs), High (24 working hrs), Medium (32 working hrs), Low (40 working hrs). Monthly performance reports. Technologies: ASP.Net, C#, AngularJS, HTML, CSS, Microsoft Power BI, GIS Integration, Native Mobile Apps, Microsoft SQL 2016/2019, Custom reporting tool, bulk email integration.

Pricing: Submit a comprehensive offer inclusive of all costs, expenses, and applicable taxes (VAT 15%). Bid validity: 120 days from closing date (may be extended in writing). Pricing must align with Annexure A and SBD 3.3 (SBD 3.3 takes precedence in case of discrepancies). Cost structure: Breakdown by year (Year 1, 2, 3) and by service elements (e.g., hosting, support, maintenance, project meetings, ad-hoc improvements, training). Travel costs between Service Provider and DFFE offices are not covered by DFFE. Payment terms: As per contract. DFFE reserves the right to negotiate price with recommended bidders. Service provider must cost enhancements as part of the initial proposal.

Mandatory: Bidders must be registered on the Central Supplier Database (CSD) and submit CSD number/registration report. Tax Compliance: Submit TCS PIN (via SARS e-filing: www.sars.gov.za) or TCS Certificate. If no TCS, CSD registration is mandatory. B-BBEE: Valid B-BBEE Status Level Verification Certificate (SANAS/CIPC-accredited) or Sworn Affidavit (for EMEs/QSEs) must be submitted to qualify for preference points. Foreign suppliers: Must confirm residency, branch, or permanent establishment in RSA; if none, no TCS PIN required. Additional: SBD4 (Bidder’s Disclosure) must be completed, including declarations on state employment, conflicts of interest, and related enterprises. Consortia/JV: Each party must submit separate TCS/CSD proof. Disqualification: Bids from state employees, companies with state-employed directors, or close corporations with state-employed members will not be considered. Bidders listed in the Register for Tender Defaulters or List of Restricted Suppliers are automatically disqualified.