Professional service provider for rural roads asset management system (rrams) – xhariep district municipality (3-Year contract)

{

"closingDate": "2026-07-14T12:00:00.000Z"

}

{

"name": "Mrs TF Tshabalala",

"email": "[email protected]",

"phone": "066 416 3298",

"department": "Supply Chain Management Office"

}

Submission Requirements:

• Method of Submission: Bids must be enclosed in a sealed envelope clearly stating the tender reference number. Bids must be placed in the Xhariep District Municipality's tender box at reception (20 Louw Street, Trompsburg). Emailed or faxed tenders will not be accepted.

• Deadline: No later than 12:00 on 14 July 2026.

• Bid Document Availability: Available for a non-refundable fee of R550.00 at the SCM Office or for free on the National Treasury E-tender portal.

• Disqualification Risks:

• Late submissions will not be considered.

• Incomplete or unsigned bid documents will be rejected.

• Use of correction fluid is prohibited.

• Lump-sum bids without full itemisation in the pricing schedule will be declared non-responsive.

• Bids from persons in service of the state will not be considered.

The evaluation follows a two-stage process: Functionality and then Price/Preference (80/20 system).

Stage 1: Functionality (Minimum Threshold: 70%)

• Relevant Experience (40 Points):

• Must have 6+ years of RRAMS/RAMS project experience (5 points) or 3-5 years (3 points).

• Assessment volume: 1000-2000+ km (5 points) down to 0-500 km (1 point).

• Expertise (60 Points):

• Project Manager: Pr.Eng/Pr.EngTech (ECSA registered) with 5+ years experience (5 points).

• Pavement/Materials Engineer: Pr.Eng/Pr.EngTech/Pr.Sci.Nat with 3+ years experience (5 points).

• GIS Specialist: ArcGIS/QGIS/GeoRAMS proficiency with 3+ years experience (5 points).

• Traffic/Transport Planning Specialist: Relevant qualification + 2-3 years experience (3 points).

• Data Analyst: Road VCI/VGI/TMH methods (3+ years = 5 points).

• Bridge/Culvert Inspector: COTA Accredited (3+ years = 5 points).

• Road Safety Specialist: RSA/iRAP/SARF course & audits (3+ years = 5 points).

• Visual Assessors: Min. 1000 km paved/unpaved assessment (5 points).

Stage 2: Price and Preference

• 80/20 preferential procurement points system applied.

Scope of Work: Implementation and maintenance of a Rural Roads Asset Management System (RRAMS) for a 3-year period.

Key Deliverables & Tasks:

• Asset Management: Maintain/update Road, Bridge, and Major Culvert Network Inventories; update Ancillary Road Asset Inventory (signs, guardrails, etc.).

• Fieldwork:

• Visual Condition Assessments (Paved: VCI/TMH 9; Unpaved: VGI/RCI).

• Road Inventory Data Fieldwork (road logs for furniture/assets).

• Traffic Data: Manual counts at 60 stations (Mohokare, Kopanong, Letsemeng) on Tue/Wed/Thu.

• Bridge/Culvert Surveys: Structural inspections per TMH 19.

• Data Management: Update GIS layers, configure electronic visual assessment systems, and upload verified data to GeoRAMS.

• Graduate Development: Recruit and train 3 unemployed civil engineering graduates (N.Dip/BTech) from Xhariep District; provide ECSA mentorship.

• Reporting: Monthly progress reports, quarterly reports to NDoT/FS DPRT, and annual RAMP/business plan.

Bidders must provide a detailed Proposed Work Plan outlining the Methodology and Technical Approach for implementation over the 2027/28, 2028/29, and 2029/30 financial years.

Bidders must provide:

• Traceable Records: Appointment or award letters and reference letters clearly stating the date and scope of work for previous projects.
• Organogram: A proposed project team structure aligned with the required key positions.
• CVs: Detailed CVs for each team member, stating qualifications, RRAMS experience, professional registration, and years of experience.

Quality Assurance Requirements:

• Standards: All services must comply with TMH 22, TMH 9, TMH 18, TMH 19, and TRH 26.
• Inspections: The purchaser reserves the right to inspect and audit the supplier's records and premises.
• Verification: An independent assessor must verify a minimum 10% representative sample of all roads and structures assessed (DoRA requirement).
• Data Integrity: Captured data must be screened for quality and verified by a lead professional (Pr.Eng/Pr.EngTech) before being uploaded to GeoRAMS.

Bidders must submit a fully itemised pricing schedule for each of the three financial years (2026/27, 2027/28, and 2028/29) separately. Only firm prices are accepted; non-firm prices (including those subject to exchange rate variations) will be disqualified. All prices must be inclusive of VAT.

Bidders must submit a fully itemised pricing schedule for each of the three financial years (2026/27, 2027/28, and 2028/29) separately.

• Pricing Format: Lump-sum bids without itemisation will be declared non-responsive. All prices must include VAT.

• Pricing Schedule Components:

• Professional Fees (Project management, traffic counts, assessments, GIS, reports, graduate training).

• Graduate/Technician Costs (Salaries and benefits for 3 graduates).

• Training & Registration (ECSA fees, CPD courses, calibration).

• Independent Assessor (Mandatory 10% verification fee).

• Disbursements (Travel, equipment hire, printing, GeoRAMS licenses).

• District OPEX (Max 5% of annual DoRA allocation).

• Validity: Offers must be valid for 90 days from the closing date.

• Note: Only firm prices will be accepted; no non-firm prices (including exchange rate variations) will be considered.

Mandatory Compliance Items:

• CSD: Proof of Central Supplier Database registration.
• Tax Compliance: Valid Tax Compliance Status (TCS) pin must be submitted. The bidder's tax status must remain compliant at all times.
• Municipal Rates: Proof of municipal rates and taxes clearance (not older than 90 days) or a valid lease agreement.
• B-BBEE: A valid B-BBEE status level verification certificate must be submitted to qualify for preference points.
• Staffing: No bids from persons in service of the state.
• Documentation: All MBD forms (1, 2, 3, 4, 5, 6, 8, 9) must be completed and signed. No correction fluid allowed.

The service provider is responsible for providing necessary Personal Protective Equipment (PPE), such as reflective jackets and hand tools, for field teams. All fieldwork must be conducted safely and in accordance with prescribed technical standards.

General Conditions of Contract (GCC) apply. Key terms include:

• Performance Security: Must be furnished within 30 days of award (bank guarantee, irrevocable letter of credit, or certified cheque).
• Payment: Payments are made in Rand, typically within 30 days of invoice submission.
• Variation Orders: Changes up to 15% of the original contract value may be instructed.
• Termination: The purchaser may terminate for default (failure to perform or corrupt practices) or insolvency.
• Liability: The supplier is liable for damages, but aggregate liability is generally limited to the total contract price, except in cases of criminal negligence or wilful misconduct.

Bids must be submitted in a sealed envelope clearly marked with the tender reference number. Failure to comply with any special conditions or the General Conditions of Contract (GCC) will result in disqualification.

Prospective bidders must provide a detailed proposal (Proposed Work Plan) detailing the methodology and technical approach for the implementation of the RRAMS programme over the three-year contract period.

Functionality evaluation is based on a 1-5 scoring system (1=poor to 5=excellent) across two main categories: Relevant Experience (40 points) and Expertise (60 points). A minimum score of 70% is required to proceed to the price and preference stage.