Meter reading and related services for george municipality (2026-2029)

• The tender is for the appointment of a service provider to read water and electricity meters and provide related services on behalf of George Municipality.
• Contract period: From date of appointment until 30 June 2029.
• The municipality is implementing projects that will reduce the number of meters over the contract term.
• The service is critical for municipal revenue and customer service; bidders must ensure accuracy and confidentiality.
• The municipality will provide electronic data including meter master data, route lists, and error codes to the successful bidder.

• Tender Closing Date: Monday, 06 July 2026.
• Closing Time: 12:00.
• Tender Opening: Same day at 12:05.
• No briefing sessions, site visits, or clarification deadlines are mentioned in the document.

• For tender enquiries: Mr. Renaldo (R.) Coetzee.
• Telephone: (044) 801 9031.
• Email: [email protected].
• Submission Address: Supply Chain Management Unit, Civic Centre (5th Floor), York Street, George.
• Document Purchase: R297.85 non-refundable deposit at the Supply Chain Management Unit, 5th Floor, Civic Centre, 71 York Street, George.
• Free download: www.george.gov.za.

• Submit your tender in a sealed envelope clearly marked "Tender No. GMT055/25-26".
• Place the envelope in the tender box at George Municipality, Supply Chain Management Unit, Civic Centre (5th Floor), 71 York Street, George.
• Deadline: Monday, 06 July 2026 at 12:00. Late or unmarked tenders will not be considered.
• Tenders will be opened on the same day at 12:05 in the Committee Room.
• No posted tenders, faxes, or email submissions will be accepted.
• Bids must be submitted on the Official Forms (not to be re-typed).
• The bid box is open from 07:45 to 16:30, five days a week.
• Include all required documentation, including a TCS PIN for tax compliance, valid B-BBEE certificate (original or certified copy), and all functionality evidence.
• Failure to submit required information by the closing date will result in no points being awarded for that criteria.

Evaluation is a three-stage process:

• Stage 1A: Functionality (written documentation). Minimum score of 70/100 required to proceed.

• Company (or JV) Experience: 30 points.
• References related to Experience: 30 points.
• Key Site Staff & Personnel: 20 points.
• Plant, Equipment, Tools & Machinery: 20 points.

• Stage 1B: Presentation (invitation only for those scoring ≥70 in Stage 1A). Minimum score of 75/100 required to proceed.

• Look and Feel of the system: max 20 points.
• Simplicity & ease of use: max 30 points.
• Functionality of the system: max 30 points.
• Implementation plan: max 20 points.

• Stage 2: Price and Preference.

• 80 points for price.
• 20 points for B-BBEE status and Specific Goals, evaluated under the Preferential Procurement Policy Framework Act (Act 5 of 2000) Regulations 2022 and municipal policies.

• Tenders failing the minimum thresholds at any stage are immediately disqualified.

Scope: Reading of water and electricity meters and provision of related services for George Municipality from appointment until 30 June 2029.

• Service Area: Greater George, including George Industrial Area, Pacaltsdorp, Wilderness, Herolds Bay, Rural Areas, Uniondale, and Haarlem.
• Current Meter Count: Approximately 1,850 credit electricity meters and 36,500 water meters (excluding smart meters). Numbers will decrease due to smart meter and prepaid meter projects.
• Reading Cycle: Monthly, from the 15th of each month to the 15th of the following month.

Key Service Requirements:

• Provide all meter reading functions, including actual, first, final, and special readings. No payment for check/re-readings.
• Adhere to minimum actual billable reading ratios: 80% per quarter (Year 1), 85% per quarter (Year 2), 90% monthly thereafter. Penalties apply for non-performance.
• Supply and maintain reading equipment (e.g., handheld terminals with min. 5MP camera) compatible with SOLVEM Platinum System. Equipment must prompt for a photo with each reading.
• Establish a fully equipped local back office in George to handle functions like fault reporting, query resolution, and quarterly audits.
• Provide uniforms and ID cards for all staff; vehicles must be branded.
• Submit a monthly meter reading programme (27-35 days) and communicate any cycle changes.
• Obtain readings from all meters, including difficult-to-access locations; issue formal notifications to consumers for access issues.
• Capture GPS coordinates for meter locations and provide exception reporting.
• Provide once-off training to municipal officials within 30 days of award.
• System must be sophisticated, ISO or SOC2 compliant, and integrate via API with the SOLVEM Platinum Financial System. Manual CSV uploads are permitted only for the first six months.

• For Stage 1B presentation, bidders will be evaluated on:

• Look and Feel of the system (max 20 points).
• Simplicity & ease of use (max 30 points).
• Functionality of the system (max 30 points).
• Implementation plan (max 20 points).

• The presentation should demonstrate the system's administration, operation, integration capabilities, and available management reports.

• The meter reading system must be sophisticated and either ISO or SOC2 compliant; the municipality reserves the right to request confirmation.
• API integration with the SOLVEM Platinum Financial System is required; manual CSV uploads are only permitted for a maximum of six months from contract commencement.
• The successful bidder is responsible for all costs to achieve and maintain this integration, including if the municipality changes its financial system.

• Prices must be entered against each item in the official Pricing Schedule; items with no price or marked N/A will not be evaluated.
• Prices are to be fully inclusive, covering all costs, risks, liabilities, overheads, and profit.
• Quantities are provisional; payment is based on certified work done, not scheduled quantities.
• Prices should be exclusive of VAT; VAT-registered bidders add 15%.
• Only firm pricing is accepted; prices for years two and three should include any annual escalations.

• Pricing must be submitted on the official Pricing Schedule.
• Prices should be exclusive of VAT; VAT-registered bidders add 15% for Grand Total.
• Only firm pricing is accepted; non-firm prices or those subject to exchange rate variations will not be considered.
• Prices for years two and three should include any annual escalations.
• Rates must be fully inclusive, covering all costs, risks, liabilities, overheads, and profit.
• Quantities in the schedule are provisional; payment will be based on certified work done.
• The successful bidder will be responsible for all costs associated with integrating its system with the municipality's financial system, including any future system changes.

• Submit a valid TCS PIN for tax compliance with your tender.
• Submit a valid original B-BBEE certificate or valid certified copy. Certificates must be current.
• Trusts, Consortia, or Joint Ventures must submit their B-BBEE status level certificate.
• The successful bidder must register on the Central Supplier Database (CSD).
• No bids will be considered from persons in the service of the state, provincial government, or municipality.
• Joint Ventures must submit a Joint Venture Agreement; failure to do so results in disqualification.
• Bidders must disclose any potential conflicts of interest and maintain strict confidentiality.

• The contract includes standard government forms: MBD1 (Tax Compliance), MBD4 (Declaration of Interest), MBD6.1 (Preference Points), MBD8 (Past SCM Practices), MBD9 (Independent Bid Determination).
• Joint ventures accept joint and several liability.
• Breach of contract conditions (e.g., failure to establish office, conduct quarterly audits, meet special reading deadlines) can lead to contractual remedies, including cancellation.
• The successful bidder must maintain strict confidentiality and avoid conflicts of interest.
• Staff must wear uniforms and ID cards at all times while on duty.
• The leading partner in a consortium/JV is determined by shareholding/liability in the agreement.

• The service provider must issue formal notifications to consumers where meters are inaccessible (e.g., underground). Notifications can be written notice, registered post, SMS, or email.
• The contractor must have sufficient resources/manpower to field all routes and indicate intended staff numbers in the tender.
• The successful bidder may subcontract/outsource and must source 30% local labour from the George Municipal Area.
• The successful bidder must establish a fully operational office in the George Municipal Area within 30 days of final award, providing proof of lease/ownership.
• The contractor provides all tools, equipment, and apparatus, and is responsible for their maintenance.
• Meter readers must wear approved uniforms and carry ID cards, producing them when requested.