Three-year contract for online booking and queue management system (obs+qms) – supply, delivery, installation & maintenance

Technical enquiries: Ms. Pauline Tibane ([email protected], 015 290 2221) and Mr. Phala Seabi ([email protected], 015 290 2184). Supply Chain Management enquiries: Mr. Tiro Pilusa ([email protected], 015 290 2148). Submission address: Polokwane Municipality Civic Centre, corner Bodenstein and Landdros Mare Street, Polokwane, 0699.

Submit bids in a sealed envelope marked with the bid number (PM07-25/26) and description. Deposit in the bid box at Polokwane Municipality Civic Centre, corner Bodenstein and Landdros Mare Street, Polokwane, by 10:00 on 09 March 2026. Late bids will not be accepted. Bid documents must be downloaded from www.etenders.gov.za (no fee). Completed bids must be fully priced, signed, and each page initialed in black ink (pencil is not allowed). No compulsory briefing session. Bid box is open 24/7. Bids remain valid for 90 days after closing. Disqualification risks: missing pages, pencil use, late submission, influence attempts, past poor performance, state employees or conflicts of interest, bid defaulter listing, SCM abuse, or incomplete/inaccurate disclosure forms.

Bids will be evaluated using the 80/20 preference point system: 80 points for price, 20 points for specific goals (e.g., B-BBEE, HDI, or other municipal objectives). Responsiveness criteria include: sealed envelope with bid number/description, submission to the correct bid box by the deadline, valid CSD number, fully completed and initialed bid forms, Joint Venture Agreement (if applicable), proof of municipal rates/taxes payment (or tribal authority letter/lease), compliance with technical specifications, adherence to pricing instructions, demonstrated financial ability, and track record of similar projects. Non-compliance with any peremptory requirement (e.g., tax compliance, fraud/corruption history) will result in disqualification. Municipality reserves the right to accept/reject any bid and negotiate further with the successful bidder.

Supply, delivery, installation, and maintenance of an Online Booking and Queue Management System (OBS+QMS) for a period of three (3) years. The successful bidder must sign a written contract (MBD7). The system must meet the municipality’s technical and functional requirements as specified in the bid documents (available on www.etenders.gov.za). Bidders must demonstrate experience with similar projects of comparable scope and size. The system must include all necessary components for online booking, queue management, and integration with municipal processes. Maintenance and support must be provided for the full contract duration.

Pricing must be provided in the official bid forms (MBD3.1 Schedule of Prices). Bids must include a total bid amount in Rand. Payment terms: invoices must be accompanied by a delivery note, and payments will be made within 30 days of submission. Performance security (e.g., bank guarantee or cashier’s cheque) may be required within 30 days of contract award, as specified in Special Conditions of Contract (SCC). Prices must remain fixed for the contract duration unless adjusted per municipal policies. Financial ability to execute the contract is a responsiveness criterion.

Mandatory: Valid Central Supplier Database (CSD) number or Tax Compliance Status (TCS) PIN from SARS. Foreign suppliers must complete the pre-award questionnaire (Part B:3) if not registered in RSA. Consortia/joint ventures must submit separate TCS/CSD proof for each party. Proof of municipal rates/taxes payment (or tribal authority letter/valid lease) must be attached. Bidders must not be in the service of the state, listed on the Register of Tender Defaulters, or have a history of fraud/corruption/SCM abuse. Compliance with Preferential Procurement Policy Framework Act and 2022 Regulations is required. B-BBEE status may be considered under the 20-point specific goals. All bid documents must be signed and initialed; alterations must be signed in full.