Supply, installation, and management of a smart prepayment electricity vending system for edumbe local municipality (36-Month contract)

PROJECT DESCRIPTION: ELECTRICITY VENDING SERVICES: 36 MONTH

CONTRACT

Terms of reference for the provision of Prepaid Vending Management System Services for

36 months

Purpose of this project is to appoint a service provider for the provision of the supply, Installation,

Management and Maintenance of an Online Prepayment Electricity Vending System.

 BACKGROUND

The municipality is therefore looking for a service provider that will assist in supplying, installing,

supporting and maintaining an electricity prepayment vending system as it is an integral part of the

municipality.

 LEGISLATIVE REQUIREMENTS

Municipal Finance Management Act .

 CURRENT SYSTEM CONFIGURATION

The current system is utilised to vend electricity and issue free electricity tokens to registered

Indigent debtors. The current system also includes an integrated AMI Head End System for 2 way

communication to the current installed meter base.

 OBJECTIVE OF THE TENDER

The objective of this tender is to invite bidders to supply a SMART Prepayment Electricity Meter

Vending System that is Standard Transfer Specification (STS) Edition 2 compliant and an

Advanced Metering Infrastructure/ Automated Meter Reading (AMI/AMR) Head End System to

serve the approximately 1000 existing smart meters (but not limited to) at the Municipal area.

The contract includes the supply, installation, commissioning as well as support and maintenance

of all hardware and software to meet the SMART STS Solution requirements; as well as Electricity

Electricity vending services – EDUMT12/2022/23

Prepayment Data Management and Revenue Protection Service and Revenue Management, to

ensure that it is operating efficiently in all areas right across the Municipality.

Scope and extent of work

A successful service provider needs to perform the following services:

 SCOPE OF TENDER

The Municipality is seeking to partner with a service provider for the following services:

PRIMARY SERVICES:

1. Supply, installation, and commissioning of a Cloud Smart STS prepayment system that is

STS Edition 2 Certified;

2. Supply of all prepayment high quality communication links;

3. Support and maintenance of all software and hardware to meet the new vending

requirements;

4. Provide functionality for internet, cellular phone, bank ATMs, as well as third party vending;

5. Integrate into the current Billing system for arrears payments and account payment for

prepaid and post-paid consumers.

6. Integration into existing Head End System for Remote token routing, meter diagnostics and

maintenance of existing and future meter support.

7. A complete TID Rollover implementation plan detailing multiple methods of token

distribution to be used to facilitate process.

SECONDARY SERVICES:

1. To provide Prepayment Electricity Data Management related to the Revenue

Management Function in order to ensure that customer and meter information in the

system is correct and up to date;

2. Distribute FBE Tokens to indigent consumers without the need to visit a vending station;

3. Prepayment Electricity Meter Data Management such as (but not limited to) meter

information, tariff information, faulty meters, meter changes, statistics, financial

information, blocked meters, debtor data information, synchronization of data between the

financial and vending system, historical information;

4. To provide a Revenue Protection Functionality to indicate tampered meters and irregular

transactions;

5. To supply a detailed hard and soft copy Operations and Maintenance Manual for each of

the supplied goods/ products;

6. To successfully migrate the data from the existing prepayment system to the new system;

Electricity vending services – EDUMT12/2022/23

7. The system must comply with all legislative and audit requirements;

8. The system must generate standard reports with filtering ability, as well as ad-hoc reports

that are requested from time to time

9. To provide training and transfer of skills to all relevant officials;

10. The Solution must integrate to the Billing system for mSCOA compliance.

NB: The primary and secondary services are compulsory and should the tender proposal

not meet the above requirements, the tenderer will be disqualified.

TENDER SPECIFICATIONS

The online and real-time prepayment electricity vending system to operate in a highly redundant

and secure, centralised server environment.

Software and Hardware requirements

Compliance and Certifications

a) Fully Compliant with IEC62055-41 (STS) Edition 2 specifications and all relevant STS

guidelines, with relevant certificate to be supplied as proof.

b) The Supplier needs to comply with National Rationalised Specification - NRSO47 and

NRS009 specifications.

1. Vending

The system must perform vending through:

 Point of sale terminals;

 Internet;

 Cellular phone Banking and

 ATM machines

The steps of vending shall be:

1.1 On receipt of the vend request the system shall have a provision to ascertain the identity

of the consumer;

1.2 The keys to identify the consumer shall be the meter serial number;

1.3 The vend terminal shall send the request to a central database server that shall

authenticate the transaction request and generate an encrypted code;

1.4 In order to provide maximum security to the system, the encryption shall not be done on

the vending terminal but only on the central database server;

1.5 On receipt of each request the vend terminal shall connect to the central database server

in order for the encrypted vending code to be generated;

1.6 The generated vending code shall be printed by the officially supplied hardware, and/or

digitally displayed as in the case of internet or cellular phone vending;

1.7 Token layout will comply with the Municipality’s specification;

Electricity vending services – EDUMT12/2022/23

1.8 Tokens will be legible for at least one month from date of purchase;

1.9 The monetary value per token can be limited per the municipality’s requirements e.g.

minimum and maximum value, per consumer etc;

1.10 The Municipality must have the option to limit the customer total monthly purchases per

customer.

1.11 All payment types are recorded as returned by the vending terminal or third party

aggregator;

1.12 The amount tendered must first be allocated to clear the debtor's arrear balance if

applicable, and then to allow for immediate purchasing of prepayment electricity;

1.13 The consumer can pay the municipal debtor account at any terminal which will be

transferred to the municipality's financial system, in a format as prescribed by the

municipality;

1.14 The system functionality must include reprints of tokens when required;

1.15 The system is capable of performing vending functions simultaneously across all terminals

and multiple types of vend can be combined one receipt at each terminal e.g. account

payment, EBSST and electricity token;

1.16 Cancellations are not allowed at the terminals;

1.17 Inclining block tariffs are supported per NERSA requirements;

1.18 The municipality’s image will be positively reflected by the service provider's staff,

collectors and aggregators per a code of conduct.

1.19 The system must support the TID rollover process and must be STS Edition 2 Compliant.

1.20 Tokens must be played remotely to meters on purchase should consumers wish to enable

this feature.

2. AMI/AMR STSTEM Integration Requirements

2.1 Collection of data from existing and new meters

2.2 Remotely send data and tokens to meters

2.3 Perform load balancing

2.4 Generate profiling reports

2.5 Perform demand side management

2.6 On demand meter profiling

2.7 Prepaid and post-paid meter switching capability.

2.8 Remote Meter disconnects and reconnects.

2.9 Event and alert notifications such as meter tamper conditions.

2.10 API for post-paid billing to billing system integration.

Electricity vending services – EDUMT12/2022/23

3. Account Payments

3.1 The consumer should be able to make bill payments at any point of sale. This is

in line with the municipality’s goal of increasing accessibility to municipal

services and debt reduction;

3.2 The consumer does not have to be registered to a meter to make a payment.

4. General

4.1 The system must integrate with the municipality's financial and other systems such as,

Debt Management System.

4.2 The system must support STS Edition 2 and provide a mechanism for a phased rollout

of key-change tokens to support the base date change over for management of the TID

rollover process. This must include automated TID rollover per region, zone, tariff, and

individual accounts at the minimum.

4.3 The system must cater for multiple base date functionality in the security module.

4.4 The system must support an import mechanism for loading of the new key-load file

specification as contained in STS600-4-2.

The service provider must provide the minimum number of vending terminals as required with the

following functionality, but not limited to:

 Integrated Modem;

 Integrated Printer;

 Integrated LAN Port;

 Integrated Display Screen.

5. Management Centre

The successful bidder to provide personnel that shall be a part of the vending system

process. The vending system must have capability to integrate with the financial

management system central database and produce the management reports. The

successful bidder must manage the administrative data, including settings of system

accounts, tariffs, meter and Consumer data.

Various tasks that should be performed for the municipality are outlined below, but not

limited to:

5.1 Consumer Data Maintenance related to the debtor's profile

5.2 Meter Database Management

5.3 Uploading of meter database

6. Meter Management

The system shall support at least the following meter states:

6.1 Scrapped;

6.2 Installed;

6.3 Removed;

6.4 In Stock

Meter states can be updated and modified as required.

Electricity vending services – EDUMT12/2022/23

7. Functionality

7.1 Link a consumer with a location / meter/Point of Connection;

7.2 Meter management processes shall automatically change the modes of operation

associated with a meter.

8. Tariff Management

8.1 Tariff Management

8.2 Tariff structure definition is to be in line with NERSA requirements;

8.3 Tariff change administration in line with Auditor General requirements;

8.4 Inclining Block Tariff (IBT) to be supported;

9. Debt Management

9.1 Transferring arrear information from the financial system into the Prepayment system;

9.2 Blocking and unblock meters manually and/or electronically;

9.3 Provision of various levels of blocking as prescribed by the Municipality;

9.4 Vending once arrears have been cleared

9.5 Account Payment

10. Revenue Protection

10.1 Irregular transactions indicator/s (nil, low, or abnormally high);

10.2 Free-format comments field (notes) (maximum 250 characters)

10.3 Remote meter tamper notifications.

10.4 Meters not connecting to the system, possible bypass.

10.5 The service provider shall perform a sweep audit of all installed meters at least once

per year for the duration of the contract.

10.6 Alternate audits may be required for meters suspected of tampering based on data

and reports from both the vending system and the AMI system.

11. Transaction management

The system shall support the following types of transaction:

11.1 Cash vend transaction;

11.2 Retained credit transaction;

11.3 Refund money transaction;

11.4 Purchase blocking facility;

11.5 Free basic electricity transaction;

11.6 Arrear collection and debtor account payments;

11.7 Engineering transactions

11.8 Account Payment transaction

Electricity vending services – EDUMT12/2022/23

12. Message Management

The system shall allow:

12.1 Entry of system messages;

12.2 Entry of customer specific messages;

12.3 Entry of predefined messages;

12.4 Ability to send short message service (SMS) or email

13. User Security Management

Security management shall include:

13.1 Group rights definition;

13.2 Entry of system users and allocation of group rights;

13.3 System administrator rights

13.4 Customer portal to view transaction history and messages

14. Monitoring

14.1 Control of all vending terminal operations;

14.2 Control and banking of cash collected through the prepayment system;

14.3 Issue of free basic electricity to indigent consumers;

14.4 On-line viewing of all vending terminals

15. TID Rollover

15.1 As part of the contract the service provider shall be responsible to implement the

TID rollover process commencing on commissioning of the new Vending System.

The process shall include the supply, implementation and commissioning of the

required STS hardware and software as well as the process to effect the base date

update on each STS meter.

15.2 The base date update on each STS meter shall be undertaken by physically

entering the tokens into the meter while auditing the meter installation at the same

time.

16. Reports

16.1 All reports must have the functionality to export into various formats, such as (but

not limited to) excel, csv, txt, etc. The export must be in a one-liner format;

16.2 The front-end screen of each report must include filters such as dates, areas, ward

numbers, tariffs, debtor types, surnames, ERF numbers, meter numbers, street

names, etc. The filters must be clearly defined in terms of data entry;

17. Access Management

The management interface required to operate the proposed solution shall be web-enabled.

Electricity vending services – EDUMT12/2022/23

18. Customer Service And Technical Support

Bidder to provide technical and customer support services as follows:

18.1 Personnel on call and available to visit the site when

18.2 Detailed problem logging and escalation process with timelines;

18.3 To provide a flow chart - At a minimum, explain the number of severity levels, the

criteria used to define problem severity at each level, who is notified at each level,

and the time period between each severity level;

18.4 To provide a solution that has proactive service features. Bidder to describe any

ability to self-diagnose errors and perform automated corrective action;

18.5 To describe the Professional Services capability as it pertains to this project. Include

services offered, locations provided, and whether insourced or outsourced

personnel are used;

18.6 To provide the details of the contractual arrangements between the bidder and the

various communication networks, such as mobile telephone networks; to ensure

that an uninterrupted service is provided.

19. Operation And Maintenance Manuals

The operation and maintenance manuals of software, application and equipment supplied shall be

furnished with the detail diagram of the design. The manuals must be available in hard copy and

electronic format. A "help" facility must be available to all users of the system.

20. Training & Administration

The successful bidder shall provide training as follows:

Department Training Requirements

Counter Services and Prepayment Operational and Administrative

Vendor Training Operational

Debt Management Operational and Administrative

Revenue Protection Operational and Administrative

Electrical Engineering Administrative and Technical

ICT System Administrator System Maintenance

ICT Technical Engineers Hardware Maintenance

The training will be conducted onsite and all trained staff members must be issued with a certificate

after completion.

The bidder shall create a Standard Administration and Maintenance Procedure for solution

provided.

Electricity vending services – EDUMT12/2022/23

21. Maintenance And Defects Liability Period

The bidder shall provide regular maintenance services as per the manufacturer's instructions,

which shall include but not limited to the following work, during the thirty six (36 months warranty

period)

21.1 Inspect and repair where necessary;

21.2 Adjustment of applications;

21.3 Replacement of any defective parts

The successful bidder to ensure service continuity on solution proposed without transaction/data

loss.

22. Service Level Agreement

A three (3) year Service Level Agreement (SLA) will govern the working relationship between the

Municipality and the successful bidder for the solution provided. The contract (SLA) must be in line

with the tender specification.

23. Maintenance Contract

The services to be rendered through this contract will be as follows:

23.1 Support and maintenance;

23.2 Preventative maintenance;

23.3 Remote support;

23.4 Onsite support (such as, but not limited to onsite visits, onsite meetings, etc.);

23.5 Telephone support;

23.6 Upgrade services;

23.7 Enhancement services (such as, but not limited to amendments to reports, new

reports, etc.);

23.8 Consulting service;

23.9 Licenses;

23.10 Patches updates;

The contract will be managed as follows:

The user department will log the calls to the ICT Department and will escalate the faults to the

service provider when needed;

The calls logged will be categorised as follows:

Priority Fault Severity Description

1 CRITICAL Vending System is not functioning — high impact on Business

2 HIGH Processing can continue — circumvention acceptable in the short term

3 MEDIUM Processing can continue — acceptable circumvention

4 LOW No impact on processing

5 ENHANCEMENT Request for additional functionality

Electricity vending services – EDUMT12/2022/23

The response and resolution times are expected to be as follows:

Priority Description Response Resolution times

1 CRITICAL Respond within one (1) working Best effort to resolve within two

hour (2) working hours

2 HIGH Respond within two (2) working Best effort to resolve within four

hours. (4) working hours

3 MEDIUM Respond within four (4) working Best effort to resolve within six

hours. (6) working hours

4 LOW Solution may be implemented

in future releases

5 ENHANCEMENT Quotation for enhancements

and procurements of new

equipment must be supplied

with milestone dates for

additional functionality and both

parties will have to agree

24. Guarantees System Performance

24.1 The successful Tenderer shall have the new system commissioned within Two (2)

months of the contract being awarded;

24.2 The Tenderer shall guarantee the systems’ functional performance and any

upgrades required to correct any system mal-operation, shall be for the Tenderer’s

account;

24.3 In the event of any latent defect (programming “bug”) becoming evident, the

Tenderer shall be responsible for the immediate rectification of such defects at their

own cost.

25. Tender Documents And Format Of Submission

Bidders are requested to present one copy of the response in ORIGINAL hardcopy. All documents

relating to the tender must be in English.

Tender documents and submissions must be properly indexed for ease of reference.

Electricity vending services – EDUMT12/2022/23

26. Evaluation Criteria

The Bids will be evaluated in three stages, namely:

1. Administrative Compliance

2. Functionality

3. Price and Specific Goals.

Only bidders who are found to be responsive on this stage will be considered for functionality. Only

bidders who score 70% or more of the points for functionality on stage 2 would be further

evaluated on Price and Specific Goals therefore be eligible for the award.

It must be noted that bidders that fail to meet 70% of the points for functionality will result in the

tender not considered further. This will lead to the tender deemed non-responsive

27. Functionality

Only responsive tenders will be subjected to further evaluation in terms of the

following:

(a) Functionality Criteria and Weight

. Description Value

1 Single interface, integrated multi-utility system, vending Electricity. STS Certificate to 10

be in the name of the bidding company. A demonstration of this may

be requested.

2 Broad based third-party vending footprint provided to municipalities including 10

retail, banks, informal sector and web vendors. (Include listing). include the

volume of transactions, size and number of vending points;

3 Hosted on-line vending provided to municipalities proof to be in the form of reference 10

and appointment letters(5) from Municipalities with contact information and dates of

appointment period.

4 Disaster recovery and business continuity plan 10

5 Provision for an off-line database snapshot hosted at the municipality 5

6 Letters from municipalities confirming third party vending and arrears collection. At 05

least one of the letters to be for a fully integrated setup between vending system and

billing system meaning where Live daily or real time updates for bill payments and

arrears collections are in place.

7 Detailed mSCOA implementation approach included and one letter confirming on- 10

line integration

8 Overview of approach to the 10

Revenue Enhancement Programme

9 Mobile engineering application for field staff which is used to supply engineering 10

Electricity vending services – EDUMT12/2022/23

tokens, perform audits, meter exchanges in the field etc.

10 Financial System Integration Demonstration of the system integration with a

Financial Management 05

System preferably SAGE will be awarded as follows:

11 The bidder should be a manufacturer or the OEM authorized representative of

respective system and or supply and maintenance of the offered items for a minimum 10

period of three years in South Africa

12 The bidder to provide the name, respective titles, and years of experience of

the person/s who will be responsible for management/co-ordination of all work 05

on the project. In addition, provide the names of all personnel that are

proposed to be involved in the project, their resumes, and their proposed

roles/responsibilities (including the name of subcontractors and their

personnel who will be working on the project, if any);

(b) A minimum score of 70 points are required to advance to the next stage of evaluation.

Electricity vending services – EDUMT12/2022/23

28. EDumbe Municipality Schedule of Compliance

Supply, installation and management of an STS EDITION 2 compliant prepayment electrical

SMART Solution, Revenue Management and Revenue Protection for a period not more than

three years

Tender Number: EDUMT10/2025/26

VENDING SYSTEM

1. Offered solution provides for a fully functional SMART Meter System for the YES NO

entire vending domain of the municipal area (must be demonstrated during

practical evaluation).

2. Offered Solution has integrated AMI functionality with remote meter reading YES NO

and token routing capability (must be demonstrated during practical

evaluation).

3. Vending solution includes Retail Shops, Internet, ATM, Cellular Phone and YES NO

Mobile Devices as points of sale (system implementation plan must be

included)

4. The SMART Meter System supplier needs to comply with National YES NO

Rationalised Specification - NRSO47 and NRS009 specifications.

(documentary proof must be included).

5. Tenderer is certified as an ISO 9001 company (documentary proof must be YES NO

included).

6. The SMART Meter System must be able comply with municipal MSCOA YES NO

requirements by integrating into a compliant Billing System (must be

demonstrated during practical evaluation)

7. SMART Meter System provide for all types of payments i.e. cash, credit YES NO

card, debit card, bank transfer and cheque.

8. SMART Meter System can generate STS Electricity, STS Water and STS YES NO

Smart Meter Currency Token (must be demonstrated during practical

evaluation).

9. SMART Meter System is real time and on-line (must be demonstrated YES NO

during practical evaluation).

10. SMART Meter Solution support is provided on a 24x7x365 basis. YES NO

11. SMART Meter Solution is operational on a 24x7x365 basis. YES NO

12. The SMART Meter Solution must be fully Compliant with IEC62055-41 YES NO

(STS) Edition 2 specifications and all relevant STS guidelines.

(documentary proof must be included).

13. The System must support the STS TID rollover process, and documented YES NO

approach must be included.

14. Guarantee of the vending systems’ functional performance during the YES NO

tender period (documentary proof must be included)

15. Active STS Vending Hardware shall be hosted in a secure cloud YES NO

environment (documentary proof must be included)

Electricity vending services – EDUMT12/2022/23

16. Back-up SMART Meter System shall be hosted off the designated site - YES NO

another location that meets compliant environment standards (documentary

proof must be included)

17. Existing direct on-line vendors which are managed by the current service YES NO

provider shall be facilitated and equipped with the necessary hardware to

fully operate (system implementation plan must be included).

18. Existing 3rd party vendors which are managed by aggregators of the YES NO

current supplier, shall remain operational during the installation and

commissioning of the SMART Meter System (system implementation plan

must be included).

19. SMART Meter System must be able to vend to all active STS meters YES NO

installed in the municipal distribution jurisdiction (documentary proof must

be included)

20. The SMART Meter System shall accommodate both 11 (eleven) and 13 YES NO

(thirteen) digit STS meter serial numbers (must be demonstrated during

practical evaluation)

21. The transfer from the existing system to a new system shall be executed YES NO

without any hindrance to the normal vending operations (system

implementation plan must be included)

22. The proposed system should be able to support multiple meter technologies YES NO

i.e. Smart Metering and Automatic Metering Reading (must be

demonstrated during practical evaluation)

23. The proposed SMART Meter solution should be able to interface with the YES NO

existing municipal financial billing system, (system implementation plan

must be included and an integration example must be demonstrated during

practical evaluation).

24. The system shall be fully STS Edition 2 compliant and capable of vending YES NO

STS prepayment credit and engineering tokens on both legacy STS and

STS Edition 2 as required for the TID Rollover process (must be

demonstrated during practical evaluation)

25. The SMART Meters System shall have an Application Programme interface YES NO

(API) to allow third parties to access the system securely for integration

purposes (must be demonstrated during practical evaluation)

26. The tenderer must be able to have all hardware operational for the hosted YES NO

environment 2 (two) weeks before start date of the tender period (system

implementation plan must be included)

27. The database must allow concurrent users to access data on a central YES NO

database from various online terminals (must be demonstrated during

practical evaluation)

28. Generate Reports as requested as per specification (must be demonstrated YES NO

during practical evaluation)

29. The SMART Meter System shall operate on a standard readily available, YES NO

PC-based machine Windows with no special modifications required to any

parts (must be demonstrated during practical evaluation)

30. The SMART Meter System must include a consumer portal that will enable YES NO

end consumers i.e. view sales history, usage profiles, display alerts, etc.

(must be demonstrated during the practical evaluation)

Electricity vending services – EDUMT12/2022/23

31. The functionality of the security module must be in compliance with STS YES NO

600-4-x (documentary proof and system implementation plan to be

included)

32. The data model of the SMART Meter System must allow for multiple meters YES NO

to be linked to a single consumer account (must be demonstrated during

the practical evaluation)

33. The software and database shall be able to accommodate, with no special YES NO

changes other than hardware scaling, more than 1 million consumer

records and 120 million transaction records from the main sewer (must be

demonstrated during the practical evaluation)

34. A full system description and technical details of the solutions offered must YES NO

be included (system implementation plan must be included)

35. Guarantee the systems‘ functional performance and any upgrades required YES NO

to correct any system mal-operation will be for the Tenderer's account

(system implementation plan to be included)

36. The system shall support the latest version of the NRS009-6-10 XMLVend YES NO

specification (must be demonstrated during the practical evaluation).

37. Detailed plan and costs of TID rollover process and implementation. YES NO

38. Revenue protection program including sweep audit plan and YES NO

implementation plan included

VENDOR MANAGEMENT

1 Payment of collected revenue into the Municipalities bank account must be YES NO

completed within 72 hours (working days) of transaction date (system

implementation plan must be included).

2 The tenderer must have insurance against revenue loss (proof needs to be YES NO

included).

3 Payment of revenue received (Prepaid & Auxiliary separately) directly in the YES NO

municipalities account at predetermined times together with a reconciliation

of said revenue.

4 The tenderer will not allow any vending outlets to charge any additional cost YES NO

for electricity on top of the YES approved municipal tariffs (system

implementation plan to be included)

DATA MANAGEMENT AND REVENUE PROTECTION

1 The tenderer must have a proven experience at least 5 year track record to YES NO

revenue protection services in a municipal environment, and may be

required to demonstrate their solution an provide physical proof of the in-

field tools used for these services.

2 The tenderer shall include the details (identity documents and electrical YES NO

trade certificates) of at least two qualified technicians (proof must be

included)

3 SARPA registration must be provided (proof must be included) YES NO

PROOF OF EVIDENCE

Electricity vending services – EDUMT12/2022/23

1 Attachment of full description and technical details of the solutions offered YES NO

(System implementation Plan).

2 Submit a schedule listing clause-by-clause, specific details indicating YES NO

compliance or non-compliance with the requirements of specifications.

3 Tenders shall supply independent, documented proof to substantiate YES NO

conformance to these aspects.

The tenderer must attach all supporting documents and will be subjected to a technical evaluation

during a practical demonstration of the proposed system.

Total score points

Tenderer will be automatically disqualified if the evaluation score points is less than

70 points

Electricity vending services – EDUMT12/2022/23

EDUMBE MUNICIPALITY

TENDER NO: EDUMT10/2025/26

PROJECT DESCRIPTION: ELECTRICITY VENDING SERVICES: 36 MONTH

CONTRACT

2. RETURNABLE SCHEDULES FOR TENDER EVALUATION

A MBD 1 – BIDDING INFORMATION & TERMS OF BIDDING 22

B MDB 4 - DECLARATION OF INTEREST 24

C MDB 6.1 - PREFERENCE SCHEDULE 27

D MDB 8 - PAST SCM PRACTICES 32

E MDB 9 - CERTIFICATE OF INDEPENDENT BID 34

F AUTHORITY OF SIGNATORY 38

G PROOF OF BANKING DETAILS 40

H MUNICIPAL UTILITY ACCOUNTS 41

I SCHEDULE OF PROPOSED SUBCONTRACTORS 42

J RECORD OF ADDENDA 43

K SCHEDULE OF TENDERER'S EXPERIENCE 44

L KEY PERSONNEL – ORGANOGRAM & CURRICULUM VITAE OF 46

KEY PERSONNEL

M PROVEN VENDING 47

N PRODUCT OWNERSHIP 48

O THIRD PARTY VENDING 49

P CSD REGISTRATION 50

Q FORM OF OFFER AND ACCEPTANCE 52

R GENERAL CONDITIONS OF CONTRACT 54

S EDUMBE LM DATABASE FORM 75

Electricity vending services – EDUMT12/2022/23

FORM A: MBD 1

PART A

INVITATION TO BID

YOU ARE HEREBY INVITED TO BID FOR REQUIREMENTS OF THE (NAME OF MUNICIPALITY/ MUNICIPAL ENTITY)

BID NUMBER: EDUMT10/2025/26 CLOSING DATE: 03 MARCH 2026 CLOSING TIME: 12H00

DESCRIPTION ELECTRICITY VENDING SERVICES : 36 MONTHS CONTRACT

BID RESPONSE DOCUMENTS MAY BE DEPOSITED IN THE BID BOX

SITUATED AT (STREET ADDRESS

EDUMBE MUNICIPALITY (MAIN OFFICES)

TENDER BOX AT RECEPTION

10 HOOG STREET

PAULPIETERSBURG

3180

SUPPLIER INFORMATION

NAME OF BIDDER

POSTAL ADDRESS

STREET ADDRESS

TELEPHONE NUMBER CODE NUMBER

CELLPHONE NUMBER

FACSIMILE NUMBER CODE NUMBER

E-MAIL ADDRESS

VAT REGISTRATION NUMBER

TAX COMPLIANCE STATUS TCS PIN: OR CSD No:

ARE YOU A FOREIGN

ARE YOU THE ACCREDITED Yes No

BASED SUPPLIER FOR

REPRESENTATIVE IN SOUTH AFRICA Yes No THE GOODS

FOR THE GOODS /SERVICES [IF YES, ANSWER PART B:3

/SERVICES OFFERED?

OFFERED? [IF YES ENCLOSE PROOF] ]

TOTAL NUMBER OF ITEMS OFFERED TOTAL BID PRICE R

SIGNATURE OF BIDDER

.................................... DATE

CAPACITY UNDER WHICH THIS BID IS

SIGNED

BIDDING PROCEDURE ENQUIRIES MAY BE DIRECTED TO: TECHNICAL INFORMATION MAY BE DIRECTED TO:

DEPARTMENT Supply Chain DEPARTMENT Revenue

CONTACT PERSON Nkambule ZP CONTACT PERSON Ntuli AD

TELEPHONE NUMBER 034 995 1650 TELEPHONE NUMBER 034 995 1650

FACSIMILE NUMBER NONE FACSIMILE NUMBER NONE

E-MAIL ADDRESS [email protected] E-MAIL ADDRESS [email protected]

Electricity vending services – EDUMT12/2022/23

PART B

TERMS AND CONDITIONS FOR BIDDING

1. BID SUBMISSION:

1.1. BIDS MUST BE DELIVERED BY THE STIPULATED TIME TO THE CORRECT ADDRESS. LATE BIDS WILL NOT BE

ACCEPTED FOR CONSIDERATION.

1.2. ALL BIDS MUST BE SUBMITTED ON THE OFFICIAL FORMS PROVIDED (NOT TO BE RE-TYPED) OR ONLINE

1.3. THIS BID IS SUBJECT TO THE PREFERENTIAL PROCUREMENT POLICY FRAMEWORK ACT AND THE PREFERENTIAL

PROCUREMENT REGULATIONS THE GENERAL CONDITIONS OF CONTRACT (GCC) AND, IF APPLICABLE, ANY

OTHER SPECIAL CONDITIONS OF CONTRACT.

2. TAX COMPLIANCE REQUIREMENTS

2.1 BIDDERS MUST ENSURE COMPLIANCE WITH THEIR TAX OBLIGATIONS.

2.2 BIDDERS ARE REQUIRED TO SUBMIT THEIR UNIQUE PERSONAL IDENTIFICATION NUMBER (PIN) ISSUED BY SARS

TO ENABLE THE ORGAN OF STATE TO VIEW THE TAXPAYER’S PROFILE AND TAX STATUS.

2.3 APPLICATION FOR THE TAX COMPLIANCE STATUS (TCS) CERTIFICATE OR PIN MAY ALSO BE MADE VIA E-FILING. IN

ORDER TO USE THIS PROVISION, TAXPAYERS WILL NEED TO REGISTER WITH SARS AS E-FILERS THROUGH THE

WEBSITE WWW.SARS.GOV.ZA.

2.4 FOREIGN SUPPLIERS MUST COMPLETE THE PRE-AWARD QUESTIONNAIRE IN PART B:3.

2.5 BIDDERS MAY ALSO SUBMIT A PRINTED TCS CERTIFICATE TOGETHER WITH THE BID.

2.6 IN BIDS WHERE CONSORTIA / JOINT VENTURES / SUB-CONTRACTORS ARE INVOLVED, EACH PARTY MUST SUBMIT

A SEPARATE TCS CERTIFICATE / PIN / CSD NUMBER.

2.7 WHERE NO TCS IS AVAILABLE BUT THE BIDDER IS REGISTERED ON THE CENTRAL SUPPLIER DATABASE (CSD), A

CSD NUMBER MUST BE PROVIDED.

3. QUESTIONNAIRE TO BIDDING FOREIGN SUPPLIERS

3.1. IS THE ENTITY A RESIDENT OF THE REPUBLIC OF SOUTH AFRICA (RSA)? YES NO

3.2. DOES THE ENTITY HAVE A BRANCH IN THE RSA? YES NO

3.3. DOES THE ENTITY HAVE A PERMANENT ESTABLISHMENT IN THE RSA? YES NO

3.4. DOES THE ENTITY HAVE ANY SOURCE OF INCOME IN THE RSA? YES NO

3.5. IS THE ENTITY LIABLE IN THE RSA FOR ANY FORM OF TAXATION? YES NO

IF THE ANSWER IS “NO” TO ALL OF THE ABOVE, THEN IT IS NOT A REQUIREMENT TO REGISTER FOR A TAX

COMPLIANCE STATUS SYSTEM PIN CODE FROM THE SOUTH AFRICAN REVENUE SERVICE (SARS) AND IF NOT

REGISTER AS PER 2.3 ABOVE.

NB: FAILURE TO PROVIDE ANY OF THE ABOVE PARTICULARS MAY RENDER THE BID INVALID.

NO BIDS WILL BE CONSIDERED FROM PERSONS IN THE SERVICE OF THE STATE.

SIGNATURE OF BIDDER: ...................................................

CAPACITY UNDER WHICH THIS BID IS SIGNED: ...................................................

DATE: ...................................................

Electricity vending services – EDUMT12/2022/23

FORM B: MBD4

MBD4

DECLARATION OF INTEREST

1. No bid will be accepted from persons in the service of the state1.

2. Any person, having a kinship with persons in the service of the state, including a blood

relationship, may make an offer or offers in terms of this invitation to bid. In view of

possible allegations of favouritism, should the resulting bid, or part thereof, be awarded

to persons connected with or related to persons in service of the state, it is required that

the bidder or their authorised representative declare their position in relation to the

evaluating/adjudicating authority and/or take an oath declaring his/her interest.

3. In order to give effect to the above, the following questionnaire must be

completed and submitted with the bid. Also select the applicable answers ☑

3.1 Full Name of bidder or his or her representative:

.....................................................

...................................................................................................................

3.2 Identity Number: ...........................................................................................

3.3 Position occupied in the Company (director, trustee, shareholder2) ..........................

.................................................................................................................

3.4 Company Registration Number:

........................................................................

3.5 Tax Reference Number:

.................................................................................

3.6 VAT Registration Number:

...............................................................................

3.7 The names of all directors / trustees / shareholders members, their individual identity

numbers and state employee numbers must be indicated in paragraph 4 below.

3.8 Are you presently in the service of the state* YES  / NO 



3.8.1 If yes, furnish particulars.

......................................................................................................................

...................................................................................................................

1MSCM Regulations: “in the service of the state” means to be –

(a) a member of –

(i) any municipal council;

(ii) any provincial legislature; or

(iii) the national Assembly or the national Council of provinces;

(b) a member of the board of directors of any municipal entity;

(c) an official of any municipality or municipal entity;

(d) an employee of any national or provincial department, national or provincial public entity or

constitutional institution within the meaning of the Public Finance Management Act, 1999 (Act

No.);

(e) a member of the accounting authority of any national or provincial public entity; or

(f) an employee of Parliament or a provincial legislature.

Electricity vending services – EDUMT12/2022/23

2 Shareholder” means a person who owns shares in the company and is actively involved in the management of

the company or business and exercises control over the company

3.9 Have you been in the service of the state for the past twelve months? YES  / NO 



3.9.1 If yes, furnish particulars

..................................................................................................................

.................................................................................................................

3.10 Do you, have any relationship (family, friend, other) with person in the service of

the state and who may be involved with the evaluation and or adjudication of

this bid? YES  / NO 



3.10.1 If yes, furnish particulars

...................................................................................................................

..................................................................................................................

3.11 Are you, aware of any relationship (family, friend, other) between bidder and any

persons in the service of the state who may be involved with the evaluation and

adjudication of this bid? YES  / NO 



3.11.1 If yes, furnish particulars

.................................................................................................................

..................................................................................................................

3.12 Are any of the company’s directors, managers, principle shareholders or stakeholders

in service of the state? YES  / NO 



3.12.1 If yes, furnish particulars

...................................................................................................................

..................................................................................................................

3.13 Are any spouse, child or parent of the company’s directors, trustees, managers,

principle shareholders or stakeholders in service of the state? YES  / NO 



3.13.1 If yes, furnish particulars

...................................................................................................................

.................................................................................................................

3.14 Do you or any of the directors, trustees, managers, principle shareholders, or

stakeholders of this company have any interest in any other companies or business

whether or not they are bidding for this contract? YES  / NO 



3.14.1 If yes furnish particulars:

...................................................................................................................

..................................................................................................................

Electricity vending services – EDUMT12/2022/23

4. Full details of directors / trustees / members / shareholders.

Full Name Identity Number Employee

Number

CERTIFICATION

I, THE UNDERSIGNED

(NAME)

.............................................................................................................

CERTIFY THAT THE INFORMATION FURNISHED ON THIS DECLARATION FORM IS

CORRECT.

I ACCEPT THAT THE STATE MAY ACT AGAINST ME SHOULD THIS DECLARATION

PROVE TO BE FALSE.

........................................................ ..................................

Signature Date

........................................................ ...................................................

Capacity Name of Bidder

Electricity vending services – EDUMT12/2022/23

FORM C : MBD 6.1

MBD 6.1

PREFERENCE POINTS CLAIM FORM IN TERMS OF THE PREFERENTIAL PROCUREMENT

REGULATIONS 2022

This preference form must form part of all tenders invited. It contains general information and serves as a

claim form for preference points for specific goals.

NB: BEFORE COMPLETING THIS FORM, TENDERERS MUST STUDY THE GENERAL CONDITIONS,

DEFINITIONS AND DIRECTIVES APPLICABLE IN RESPECT OF THE TENDER AND

PREFERENTIAL PROCUREMENT REGULATIONS, 2022

1. GENERAL CONDITIONS

1.1 The following preference point systems are applicable to invitations to tender:

- the 80/20 system for requirements with a Rand value of up to R50 000 000 (all applicable taxes

included); and

- the 90/10 system for requirements with a Rand value above R50 000 000 (all applicable taxes

included).

1.2 To be completed by the organ of state

(delete whichever is not applicable for this tender).

a) The applicable preference point system for this tender is the 90/10 preference point system.

b) The applicable preference point system for this tender is the 80/20 preference point system.

c) Either the 90/10 or 80/20 preference point system will be applicable in this tender. The lowest/

highest acceptable tender will be used to determine the accurate system once tenders are

received.

1.3 Points for this tender (even in the case of a tender for income-generating contracts) shall be awarded

for:

(a) Price; and

(b) Specific Goals.

1.4 To be completed by the organ of state:

The maximum points for this tender are allocated as follows:

POINTS

PRICE 80

SPECIFIC GOALS 20

Total points for Price and SPECIFIC GOALS 100

1.5 Failure on the part of a tenderer to submit proof or documentation required in terms of this tender to

claim points for specific goals with the tender, will be interpreted to mean that preference points for

specific goals are not claimed.

1.6 The organ of state reserves the right to require of a tenderer, either before a tender is adjudicated or at

any time subsequently, to substantiate any claim in regard to preferences, in any manner required by

the organ of state.

Electricity vending services – EDUMT12/2022/23

2. DEFINITIONS

(a) “tender” means a written offer in the form determined by an organ of state in response to an invitation

to provide goods or services through price quotations, competitive tendering process or any other

method envisaged in legislation;

(b) “price” means an amount of money tendered for goods or services, and includes all applicable

taxes less all unconditional discounts;

(c) “rand value” means the total estimated value of a contract in Rand, calculated at the time of bid

invitation, and includes all applicable taxes;

(d) “tender for income-generating contracts” means a written offer in the form determined by an organ

of state in response to an invitation for the origination of income-generating contracts through any

method envisaged in legislation that will result in a legal agreement between the organ of state and a

third party that produces revenue for the organ of state, and includes, but is not limited to, leasing and

disposal of assets and concession contracts, excluding direct sales and disposal of assets through

public auctions; and

(e) “the Act” means the Preferential Procurement Policy Framework Act, 2000 (Act No. ).

3. FORMULAE FOR PROCUREMENT OF GOODS AND SERVICES

3.1. POINTS AWARDED FOR PRICE

3.1.1 THE 80/20 OR 90/10 PREFERENCE POINT SYSTEMS

A maximum of 80 or 90 points is allocated for price on the following basis:

80/20 or 90/10

or

Where

Ps = Points scored for price of tender under consideration

Pt = Price of tender under consideration

Pmin = Price of lowest acceptable tender

3.2. FORMULAE FOR DISPOSAL OR LEASING OF STATE ASSETS AND INCOME GENERATING

PROCUREMENT

3.2.1. POINTS AWARDED FOR PRICE

A maximum of 80 or 90 points is allocated for price on the following basis:

80/20 or 90/10

or

Where

Ps = Points scored for price of tender under consideration

Pt = Price of tender under consideration

Pmax = Price of highest acceptable tender

Electricity vending services – EDUMT12/2022/23

4. POINTS AWARDED FOR SPECIFIC GOALS

4.1. In terms of Regulation 4(2); 5(2); 6(2) and 7(2) of the Preferential Procurement Regulations, preference

points must be awarded for specific goals stated in the tender. For the purposes of this tender the

tenderer will be allocated points based on the goals stated in table 1 below as may be supported by

proof/ documentation stated in the conditions of this tender:

4.2. In cases where organs of state intend to use Regulation 3(2) of the Regulations, which states that, if it

is unclear whether the 80/20 or 90/10 preference point system applies, an organ of state must, in the

tender documents, stipulate in the case of—

(a) an invitation for tender for income-generating contracts, that either the 80/20 or 90/10

preference point system will apply and that the highest acceptable tender will be used to

determine the applicable preference point system; or

(b) any other invitation for tender, that either the 80/20 or 90/10 preference point system will

apply and that the lowest acceptable tender will be used to determine the applicable

preference point system,

then the organ of state must indicate the points allocated for specific goals for both the 90/10 and 80/20

preference point system.

Table 1: Specific goals for the tender and points claimed are indicated per the table below.

(Note to organs of state: Where either the 90/10 or 80/20 preference point system is applicable,

corresponding points must also be indicated as such.

Note to tenderers: The tenderer must indicate how they claim points for each preference point

system.)

Number of points Number of points claimed

The specific goals allocated (80/20 system)

allocated points in (80/20 system) (To be completed by the

terms of this tender (To be completed by the tenderer)

organ of state)

LOCALITY  Within KZN Claim your points here

(Provide the Proof of boundaries = 20

Municipal rates,  Any other areas in

statement not older than SA = 15

3 months / Lease

agreement or equivalent

as proof of business

address.)

Electricity vending services – EDUMT12/2022/23

DECLARATION WITH REGARD TO COMPANY/FIRM

4.3. Name of company/firm...............................................................................

4.4. Company registration number: .....................................................................

4.5. TYPE OF COMPANY/ FIRM

 Partnership/Joint Venture / Consortium

 One-person business/sole propriety

 Close corporation

 Public Company

 Personal Liability Company

 (Pty) Limited

 Non-Profit Company

 State Owned Company

[TICK APPLICABLE BOX]

4.6. I, the undersigned, who is duly authorised to do so on behalf of the company/firm, certify that the

points claimed, based on the specific goals as advised in the tender, qualifies the company/ firm for

the preference(s) shown and I acknowledge that:

i) The information furnished is true and correct;

ii) The preference points claimed are in accordance with the General Conditions as indicated in

paragraph 1 of this form;

iii) In the event of a contract being awarded as a result of points claimed as shown in paragraphs 1.4

and 4.2, the contractor may be required to furnish documentary proof to the satisfaction of the

organ of state that the claims are correct;

iv) If the specific goals have been claimed or obtained on a fraudulent basis or any of the

conditions of contract have not been fulfilled, the organ of state may, in addition to any other

remedy it may have –

(a) disqualify the person from the tendering process;

(b) recover costs, losses or damages it has incurred or suffered as a result of that

person’s conduct;

(c) cancel the contract and claim any damages which it has suffered as a result of

having to make less favourable arrangements due to such cancellation;

(d) recommend that the tenderer or contractor, its shareholders and directors, or only

the shareholders and directors who acted on a fraudulent basis, be restricted from

obtaining business from any organ of state for a period not exceeding 10 years,

after the audi alteram partem (hear the other side) rule has been applied; and

(e) forward the matter for criminal prosecution, if deemed necessary.

..............................................

SIGNATURE(S) OF TENDERER(S)

SURNAME AND NAME: ................................................................

DATE: ...............................................................

ADDRESS: ...............................................................

...............................................................

...............................................................

No specific requirements found