Alfred duma local municipality is seeking a qualified service provider to supply, install, and maintain a comprehensive workshop management system for its fleet of approximately 300 vehicles over a three-year period. The contract will be awarded based on functionality and the 80/20 preferential points system, with a strong emphasis on local ownership and rdp goals. Bidders must attend a compulsory briefing session and meet strict compliance and functionality requirements to be considered.
Key Requirements
Compulsory briefing session on Monday 20 July 2026 at 10:00 at the Legal Services Boardroom, Lister Clarence Building, 221 Murchison Street, Ladysmith; failure to attend invalidates your bid.
Bids must be submitted in sealed envelopes, clearly marked with the contract number and description, and deposited into the bid box at the Public Entrance Door, Ground Floor, Lister Clarence Building, Ladysmith by 11:00 on 13 August 2026. Fax/email bids are not accepted.
Must be registered on the Central Supplier Database (CSD) and submit a CSD report, BBBEE certificate or sworn affidavit, up-to-date municipal rates/water statements, and a COIDA certificate (for preferred bidder).
Score a minimum of 80% on functionality criteria (similar work, years in practice, one-month free trial) to proceed to the next evaluation round; proof of references and company registration is mandatory.
Must demonstrate experience with a fleet of 200+ vehicles and be prepared to give a presentation to the Bid Evaluation Committee if shortlisted.
Prices must include VAT (indicated separately) and remain valid for 120 days; the contract is for three years with annual performance reviews.
Penalties of 5% per day of the official order value apply for non-compliance with agreed timeframes.
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DocumentPS 08 2026.pdfReview complete
Description
Source: PS 08 2026.pdf
Important Dates
10 Jul
2026
PUBLICATION
Tender Published
Tender was published
13 Aug
2026
DEADLINE
Closing Date
Tender closing date
Procurement Rules & Compliance ContextThis tender may be governed by South African public procurement rules covering fairness, transparency, preferential procurement, anti-corruption, administrative justice and access to information.
10 rules
These references help suppliers understand the public-procurement framework around this opportunity. They are generated from the tender category, issuing organisation type and procurement context.
Core procurement rules
These rules commonly apply to South African public-sector procurement.
7
Broad-Based Black Economic Empowerment Act (B-BBEE Act)
Act 53 of 2003
high
Provides the empowerment-compliance context often used in public-sector supplier evaluation.
Relevant because this is a South African public-sector procurement opportunity.
Constitution of the Republic of South Africa, 1996 – Section 217
Act 108 of 1996 (s217)
high
This is general procurement context, not legal advice. Always verify requirements in the official tender documents and issuing authority notices.
Alfred Duma Local Municipality invites bids for the supply, installation, and maintenance of a Workshop Management System for its fleet of approximately 300 vehicles over a three-year period. The tender uses an 80/20 preferential points system (price vs. ownership) and includes functionality scoring. A compulsory briefing session and strict submission requirements apply.
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Bid-ready summary
The tender is for the appointment of a service provider to supply, install and maintain a Workshop Management System for a period of three years.
The system is required for the Alfred Duma Local Municipality's fleet management, currently installed in approximately 300 vehicles including sedans, LDVs, trucks, compactors and yellow plant.
The Workshop Management System must have robust features to optimize automotive, repair, or service operations, including job scheduling, inventory management, CRM, invoicing, and reporting.
Recommended system specifications: Windows 10/11 or modern macOS, 2.6Ghz+ processor, 4GB+ RAM, web-based functionality, Google Chrome, stable internet, active compatible anti-virus protection.
Important Dates
Source: PS 08 2026.pdf (TENDER)
Compulsory Briefing Session: Monday 20 July 2026 at 10:00, Legal Services Boardroom, Lister Clarence Building, 221 Murchison Street, Ladysmith.
Closing and Opening Date: Thursday 13 August 2026 at 11:00, Room 206, Lister Clarence Building, 221 Murchison Street, Ladysmith.
Bid documents obtainable from Thursday 9 July 2026.
General Contact: Department of Public Safety and Emergency Services, P O Box 29, Ladysmith, 3370, Telephone: 036 631 1777, Email: [email protected].
Submission Guidelines
Source: PS 08 2026.pdf (TENDER)
Submit sealed bids with contract number and description endorsed on the envelope, with bidder details clearly indicated.
Deposit into the bid box located at Public Entrance Door, Ground Floor, Lister Clarence Building, 221 Murchison Street, Ladysmith.
Deadline: Thursday 13 August 2026 at 11:00.
Bids received after closing time or not clearly marked will not be considered.
Fax and emailed bids are not accepted.
Use only the original bid documentation form issued by the Municipality.
Mandatory documents to include: up-to-date Municipal Rates and Service Charges and Water Statements for company location; Joint Venture Agreement if applicable; CSD Report and BBBEE Certificate/Sworn Affidavit.
Failure to attend the compulsory briefing session invalidates your bid.
Bids must remain open for acceptance for 120 days from lodgement.
Corrections must be crossed out in ink with a full signature at each alteration; correcting fluid is not allowed.
All pages and annexures must be initialled/signed where required.
Only bids received by 11:00 on the closing date in the bid box will be considered.
Evaluation Criteria
Source: PS 08 2026.pdf (TENDER)
Acceptable bids evaluated using 80/20 preferential points system: 80 points for price, 20 points for Ownership as a Specific Goal.
Ownership verification (5 points) conducted via Central Supplier Database and BBBEE scorecard attributes.
RDP Goals (15 points): bidding company must prove location within Alfred Duma Local municipal area.
Functionality Criteria (50 points total):
Undertaken work of similar nature (20 points): 5 points per order/invoice/appointment letter AND reference letter.
Number of years company in practice (15 points): 5 points per year; attach company registration documents.
One-Month Free Trial (15 points): attach written letter of confirmation.
Bidders must score minimum 80% on functionality to be eligible for second round evaluation.
Bidders meeting minimum functionality requirements must prepare a presentation to Bid Evaluation Committee.
Company must have successfully completed similar projects for a fleet of 200+ vehicles in public or private sector.
Must be registered on the Central Supplier Database (CSD).
Must provide proof of company registration, similar project references, and written confirmation of one-month free trial.
Must attend compulsory briefing session.
Tax matters must be in order per SARS, and municipal rates must not be in arrears.
Joint ventures require a Joint Venture Agreement.
Technical Specifications
Source: PS 08 2026.pdf (TENDER)
Scope: Supply, install and maintain a Workshop Management System for a fleet of approximately 300 vehicles (sedans, LDVs, trucks, compactors, yellow plant).
System must include robust features: job scheduling, inventory management, CRM, invoicing, reporting.
Recommended specifications: Windows 10/11 or modern macOS, 2.6Ghz+ processor, 4GB+ RAM, web-based functionality, Google Chrome, stable internet, active compatible anti-virus.
Key functional specifications include: service finder, parts finder, repair support, labour guidelines, checklist, graphic designs, VIN filter, wheels & tyres, maintenance plan, repair manuals, service circulars & OE recalls, technical data, assembly position, special tools, diagnostic data, electronic/hydraulic schematics, fuse & relay assignment.
Core functionalities: real-time drag-and-drop job scheduling, technician allocation, job card creation, WIP tracking; inventory tracking with automated stock alerts; CRM with customer/vehicle history and SMS/WhatsApp reminders; real-time vehicle status upload with 360-degree photo upload per panel; automated tax-compliant invoicing; integration with accounting software (Xero/MYOB); mobile capability for technicians.
Advanced reporting: performance metrics for profitability, staff productivity, sales; digital time-sheets.
Supplier must be prepared to demonstrate services free of charge at Municipality premises or within municipal boundary.
All pre-bidding testing at bidder's account.
If inspections/tests/analyses are required, bidder's premises must be open for inspection by purchaser's representative.
If inspections are decided during contract period, purchaser will arrange and pay if goods comply; supplier pays if goods do not comply.
Goods/services not complying may be rejected.
Contract goods may be inspected after delivery and rejected if non-compliant; rejected goods held at supplier's cost/risk and must be removed/substituted immediately at supplier's cost.
Variation orders: where estimated value of changes does not exceed 15% of original contract value, contractor may be instructed to deliver goods/render services as such.
For measurable quantities, contractor may be approached to reduce unit price, offers accepted if no price escalation.
Financial Requirements
Source: PS 08 2026.pdf (TENDER)
Prices must include VAT.
15% VAT must be indicated separately.
No contract will be concluded with any bidder whose municipal rates, taxes and service charges are in arrears.
No contract will be concluded with any bidder whose tax matters are not in order; SARS must certify tax matters of preferred bidder.
Payment terms: purchaser will pay promptly, but no later than 30 days after submission of invoice/claim.
Payment will be made in Rand unless otherwise stipulated.
Prices quoted in bid cannot vary except for authorised price adjustments or bid validity extension.
Compliance Requirements
Source: PS 08 2026.pdf (TENDER)
Mandatory registration on Central Supplier Database (CSD). Submit CSD Report.
Submit BBBEE Certificate or Sworn Affidavit; ownership verification will use BBBEE scorecard attributes.
Submit up-to-date Municipal Rates and Service Charges and Water Statements for company location.
Joint Venture Agreement required if company is in a joint venture, specifying name of signatory.
Preferred service provider must have a COIDA certificate.
Tax Clearance Certificate required; SARS must certify tax matters are in order.
Bidders must provide proof of qualification documents and reference letters for previously completed projects.
General Conditions of Contract apply, including definitions, application, standards, use of contract documents, patent rights, performance security, inspections/tests/analyses, packing, delivery, insurance, transportation, incidental services, spare parts, warranty, payment, prices, variation orders, assignment, subcontracts, delays, penalties, termination for default, anti-dumping/countervailing duties, force majeure, termination for insolvency, dispute settlement, limitation of liability, governing language (English), applicable law (South African), notices, taxes/duties, transfer of contracts, amendment of contracts, prohibition of restrictive practices.
Performance security may be required within 30 days of award, in form of bank guarantee/irrevocable letter of credit or cashier's/certified cheque.
Warranty: goods new, unused, latest models; warranty valid for 12 months after delivery/final acceptance or 18 months after shipment, whichever earlier.
Payment: within 30 days of invoice submission, in Rand.
Variation orders: changes not exceeding 15% of original contract value may be instructed.
Assignment and subcontracting require purchaser's prior written consent.
Penalties for delay: calculated on delivered price using current prime interest rate per day.
Termination for default, insolvency, or corrupt/fraudulent practices.
Dispute resolution: mutual consultation, then mediation, then South African court.
Special Conditions
Source: PS 08 2026.pdf
Contract duration: three years, with annual performance review; contract extension subject to satisfactory performance.
Work commences after receipt of official order from Municipality; repair lead times to be communicated thereafter.
Service Level Agreement (SLA) to be entered into with successful bidder; negotiations must be finalised within 14 calendar days of letter of acceptance.
If no SLA consensus within 14 days, Municipality may cancel acceptance or extend negotiation period.
Penalties for non-compliance with agreed time frames: 5% of total official order per day.
Bid validity: 120 days from lodgement date.
Bid compliance: 15% VAT must be indicated separately; bid may not be ceded.
Progress meetings as required, covered in SLA.
Mandatory objection period: 14 days for appeals against award decision.
Preferred service provider must have COIDA certificate.
Sets the constitutional standard for fair, equitable, transparent, competitive and cost-effective public procurement.
Relevant because this is a South African public-sector procurement opportunity.
This tender has strong source evidence, including source metadata and supporting tender information synced from the government tender portal.
Tenders SA is not the issuing authority. All tenders are automatically synced from the official government tender portal. Always confirm final submission details, closing dates, briefing sessions, eligibility requirements, and documents on the official government portal before applying.
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