Appointment of service provider for vending management – RFP in kwazulu-natal

Closing date: 31 August 2026, closing time: 12H00. No briefing meeting is applicable.

Bidding procedure enquiries: SCM Office, telephone (033)-263 7701/7714, email [email protected]. Technical information: Mfanafuthi Mkhize, telephone 082 879 3791, email [email protected]. Submission address: Bid box at 10 Claughton Terrace, Mooi River, 3300.

Bids must be delivered by the stipulated time to the correct address. Late bids will not be accepted. All bids must be submitted on the official forms provided (not to be re-typed) or online. This bid is subject to the Preferential Procurement Policy Framework Act and the Preferential Procurement Regulations, 2017, the General Conditions of Contract (GCC) and, if applicable, any other special conditions of contract.

Returnable documents include: MBD 1 (Invitation to Bid), MBD 2 (Tax Clearance Certificate Requirements), MBD 4 (Declaration of Interest), MBD 6.1 (Preference Points Claim), MBD 7.2 (Contract Form – Rendering of Services), MBD 9 (Certificate of Independent Bid Determination), Declaration of Bidder's Past Supply Chain Management Practices, and the Compulsory Enterprise Questionnaire. All forms must be completed and signed; failure to submit any required form may invalidate the bid.

Bidders must submit the following with their bid: Tax Clearance Certificate or PIN, B-BBEE certificate or sworn affidavit, Declaration of Interest (MBD 4), Declaration of Bidder's Past SCM Practices, Certificate of Independent Bid Determination (MBD 9), and any other required forms. The bid must be submitted on the official forms provided, not re-typed.

The applicable preference point system for this tender is the 80/20 system. Points are allocated as follows: Price 80 points, Specific Goals 20 points, total 100 points. The 80/20 formula: Ps = 80(1 - (Pt - Pmin)/Pmin).

Specific goals and points: 100% Black Owned (10 points), 100% Black Woman Owned (5 points), Disability (5 points). Bidders must indicate in writing how they claim points for each specific goal.

Bidders must not be persons in the service of the state (as defined in MSCM Regulations). Bidders must not be listed on National Treasury's Database of Restricted Suppliers or Register for Tender Defaulters. Bidders must not have been convicted of fraud or corruption in the past five years. Bidders must not owe municipal rates/taxes in arrears for more than three months. Bidders must not have had a contract terminated for non-performance in the past five years. Foreign suppliers must complete Part B:3 questionnaire. All bidders must be tax compliant (submit TCS or CSD number). Bidders must certify independent bid determination (no collusion).

The municipality invites proposals for a multi-utility prepaid vending system solution integrated with its existing billing system. The appointment period is 3 years (36 months). The system must operate in a highly redundant and secure cloud server environment within South African data centres.

Existing environment: Financial system is Sage Evolution; vending management system is Conlog. Average monthly prepaid electricity sales (VAT inclusive) R 2,300,000.00; 75% of collections processed through municipal cashiers. Vending points: 2 municipal, 7 third-party. Prepaid meters: 5,000 registered, all active and STS compliant. Smart meters: Conlog models BEC 44/09, BEC 62, BEC 32; 3,500 smart meters; 118 business/commercial meter types.

Compliance: Must be compliant with IEC62055-41 (STS) Edition 2, NRSO47 and NRS009 specifications. Support for electricity, water, gas and electricity currency.

Vending functionality: Must allow purchase of STS prepaid electricity and water tokens via merchant and retail point of sale terminals, ATMs, Android/iOS mobile applications, web applications, major banking applications, and WhatsApp. Token generation must be encrypted on the cloud server, not on the POS client. Must support STS credit and management tokens, account payments, free basic units, impulse vending, TID rollover, CT/PT ratio conversions, inclining block tariffs per NERSA, and multi-language support. Must support various charge types (fixed monthly, per transaction, per unit, etc.). Must include a reporting solution with standard reports (sales revenue, energy sold, free issues, post-paid collections, low/no purchase customers, cancellations, engineering tokens, active/inactive meters, merchant transactions, customer summary, user activity). Reporting data must be near real-time.

Billing integration: Must integrate with the billing system via an API layer, supporting customer, account, meter, location and post-paid account creation/updates, post-paid charge and balance updates, payment and refund types, export of transactions, blocking, meter connection/disconnection, tariff index updates, and configurable synchronization period. Must support seamless migration of postpaid to prepaid accounts and recovery of postpaid arrears on prepaid token purchases.

Migration: Must provide a detailed migration and implementation plan to ensure uninterrupted vending services during transition from the current service provider (Conlog).

The proposed vending management solution must integrate with the Municipality's existing Financial System (Sage Evolution) and vending management system (Conlog). The system must support the existing meter infrastructure and future expansion, including smart meters (BEC 44/09, BEC 62, BEC 32). The system must be compliant with IEC62055-41 (STS) Edition 2, NRSO47 and NRS009 specifications. It must support various payment channels including point of sale terminals, ATMs, Android/iOS mobile applications, web applications, major banking applications, and WhatsApp. The system must provide for secure token generation, integration with billing systems via API, and support for various charge types and reporting. A detailed migration and implementation plan must be provided to ensure uninterrupted vending services during transition.

Bidders must have specific experience and submit at least two recent references (in the form of written proof(s) on municipality's letterhead including relevant contact person, nature of service, contract amount, commencement date, telephone number, and email addresses) of similar work undertaken.

The bidder must provide the total bid price for 36 months inclusive of VAT. The offered total price must be stated in words and figures. The bidder must list any proposed sub-contractors, with the value of work to be sub-contracted. The bidder must provide a bank manager's declaration certifying financial ability to complete the contract. The contract will be paid within 30 days after receipt of invoice, as per the contract form.

Bidders must be registered on the Central Supplier Database (CSD). Bidders must be tax compliant and submit a valid Tax Clearance Certificate (TCS) or a SARS PIN. In consortia/joint ventures/sub-contractors, each party must submit a separate TCS/PIN/CSD number. Foreign suppliers must complete the pre-award questionnaire in Part B:3. Bidders must submit a B-BBEE status level verification certificate or sworn affidavit (for EMEs & QSEs) to qualify for preference points. Bidders must complete and submit the Declaration of Interest (MBD 4), Declaration of Bidder's Past Supply Chain Management Practices, and Certificate of Independent Bid Determination (MBD 9). Bidders must not be in the service of the state, and must not have any conflict of interest as per the Compulsory Enterprise Questionnaire.

Preference points for specific goals: 100% Black Owned (10 points), 100% Black Woman Owned (5 points), Disability (5 points). A B-BBEE status level verification certificate or sworn affidavit (for EMEs & QSEs) must be submitted to qualify for preference points for B-BBEE.

The bidder shall within two weeks after receiving a copy of the agreement, including the schedule of deviations (if any), contact the employer's agent to arrange the delivery of any bonds, guarantees, proof of insurance and any other documentation required by the contract. Failure to fulfil these obligations constitutes repudiation of the agreement. The agreement comes into effect on the date the bidder receives one fully completed original copy of the document, including the schedule of deviations. Unless the bidder notifies the employer in writing within five days of receipt of any reason why they cannot accept the content, the agreement becomes binding. The contract is subject to the General Conditions of Contract (GCC) and any special conditions.

Bidders must ensure compliance with their tax obligations. 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. Application for the Tax Compliance Status (TCS) certificate or PIN may also be made via e-Filing. Foreign suppliers must complete the pre-award questionnaire in Part B:3. Bidders may also submit a printed TCS certificate together with the bid. In bids where consortia / joint ventures / sub-contractors are involved, each party must submit a separate TCS certificate / PIN / CSD number. Where no TCS is available but the bidder is registered on the Central Supplier Database (CSD), a CSD number must be provided.

The applicable preference point system for this tender is the 80/20 preference point system. Points are allocated as follows: Price 80 points, Specific Goals 20 points, total 100 points. The 80/20 formula: Ps = 80(1 - (Pt - Pmin)/Pmin).