RFP – municipal parking management system (36‑month contract)

• Technical enquiries: Ms. S. Nyandeni – Tel: 034 328 7608 – Email: [email protected]
• Financial enquiries: Ms. M. Marais – Tel: 034 328 7769 – Email: [email protected]
• Bidding procedure enquiries: Mr. S. Vilakazi – Tel: 034 328 7818 – Email: [email protected]
• General contact (employer’s agent): Governance Unit & Budget and Treasury Office – Tel: (034) 328 7600 – Address: 37 Murchison Street, Newcastle, 2940.

• Submit one sealed envelope (original and required copies) to the Newcastle Municipality Civic Centre, 37 Murchison Street, Newcastle, 2940. Envelope must clearly show the description of the service and Tender No. A001‑2023/24.
• Closing date/time: 12:00 hrs on 05 February 2025 (note earlier date in draft appears as 30 January 2026 – use the explicit closing time of 12:00 hrs on 05 Feb 2025).
• All official forms must be used; no re‑formatting or soft‑copy editing.
• Required returnable documents: completed returnable schedules, signed Form of Offer (MBD7), CIDB grading proof (3 EB or higher), valid Electrical Wireman’s Licence, Tax Compliance Pin or TCS certificate, CSD number, proof of municipal rates/taxes paid (no arrears >3 months), company registration (CIPC) copy, certified ID copies of directors, joint‑venture agreement (if applicable), workmen’s compensation certificate, and any other certificates listed in the returnable documents.
• Bids must be signed in permanent black ink; all pages completed; no alterations except as authorised.
• Late submissions, incomplete forms, missing returnables, or use of fax/e‑mail will be rejected.
• Disqualification risks: non‑compliance with tax status, CIDB grading, CSD registration, municipal tax arrears, being listed as a tender defaulter, fraudulent or corrupt conduct, or failure to meet the minimum functionality score (70%).

• Evaluation follows a five‑stage process: 1) Administrative compliance, 2) Mandatory technical requirements, 3) Eligibility criteria, 4) Price & preference scoring (80 % price, 20 % HDI points), 5) Objective criteria (risk of wasteful/irregular expenditure, poor project management, abnormally low bid, material irregularity).
• Minimum functionality (quality) score: 70 % to progress to price evaluation.
• Preference points (HDI) total 20 % (e.g., black people, women, youth, locality). Total points = 100 (Price 80 % + HDI 20 %).
• Scoring method: CIDB Method 2; financial offer scored against lowest acceptable price; preference points verified against CSD report.
• Minimum qualifying score for functionality: 70 %.
• Bids may be rejected at any stage; Council not obliged to accept the lowest price.
• Post‑award price negotiations allowed but must not give unfair advantage.

Scope: Supply, delivery, installation and commissioning of a new Uninterruptible Power Supply (UPS) system to replace the existing unit.

Deliverables include removal of the old UPS, installation of the new UPS, testing and training of staff, and provision of as‑built documentation.

Standards: Must comply with CIDB Standard Conditions of Tender, Preferential Procurement Regulations 2022, and any applicable SANS/SAICE standards.

Capacity requirements: CIDB grading 3 EB or higher, valid Electrical Wireman’s Licence, proven experience on similar UPS projects (minimum 5 projects preferred), key personnel CVs with qualifications (NQF 6 Electrical Engineering for team leader, NQF 3 for artisans), and evidence of financial/technical capability.

Service levels: Project to be completed within the contract period (36 months) with performance guarantees as stipulated in the contract data.

• Pricing must be in Rand, inclusive of all duties and taxes except VAT (VAT shown separately).
• Fixed rates for the contract duration; no price adjustments unless allowed by the contract.
• Tender validity: 120 days after closing.
• No bid bonds required unless later requested; however, the municipality may request securities, bonds or guarantees after evaluation.
• Payment terms: as per contract data (not detailed in extracted text).
• Submit a completed pricing schedule (Part C2) following the pricing instructions.

• Register on the National Treasury Central Supplier Database (CSD) and provide CSD number.
• Tax compliance: submit Tax Compliance Pin or TCS certificate; alternative CSD verification accepted.
• Provide original tax clearance certificate.
• B‑BBEE: Minimum Level 6 (as noted); submit HDI score and supporting documentation.
• CIDB: Registration with grading 3 EB or higher and provide proof.
• CIPC: Certified copy of company registration.
• Professional registrations: Valid Electrical Wireman’s Licence; workmen’s compensation certificate; ID copies of directors.
• No outstanding municipal rates/taxes (arrears >3 months disqualify).
• Not listed as a tender defaulter or prohibited person.