Matjhabeng local municipality invites bids for a 3-year contract to supply, support, and maintain an online and third-party vending system for electricity prepayment, including value-added services. The system must be cloud-based, sts-compliant, and integrate with existing billing systems, offering multiple vending channels and 24/7 support.
Key Requirements
Submit sealed bids by 14:00 on 09 July 2026 to Municipal Civic Centre, 319 Stateway, Welkom. Hand delivery only; no faxed/emailed/late submissions.
Mandatory documentation: Tax Compliance Status Letter and PIN, CSD registration, Municipal Accounts (bidder and directors), CIDB certificate (if applicable), B-BBEE certificate, quality management certifications (ISO), CIPC annual returns, company profile, and all MBD forms.
System must be cloud-based, web-enabled, STS Edition 2 compliant, and support vending via POS, web, mobile, and third-party vendors with 1 km radius coverage.
24/7/365 call centre and onsite support required, with 36-month warranty and SLA specifying response/resolution times.
Price evaluation uses 80/20 or 90/10 preference point system; B-BBEE and locality points apply.
Joint Ventures must submit individual member compliance documents and a signed JV agreement.
Document read. The full tender notice and its supporting documents are read end-to-end. Key sections, requirements, dates, and contact details are identified and pulled into a working summary you can act on.
Compliance review. The working summary is checked against South African procurement standards — PFMA, PPPFA, B-BBEE, CIDB, local content, and preferential procurement — so nothing critical is missed before you start your bid response.
DocumentTENDER DOCUMENT - RFP_06_2025-26 - ONLINE VENDING AND A THIRD-PARTY VENDING SYSTEM INCLUDING VALUE-ADD SYSTEMS FOR A PERIOD OF THREE (3) YEARS.pdfReview complete
Important Dates
Important Dates
12 Jun
2026
PUBLICATION
Tender Published
Tender was published
09 Jul
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.
7 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.
TENDER DOCUMENT - RFP_06_2025-26 - ONLINE VENDING AND A THIRD-PARTY VENDING SYSTEM INCLUDING VALUE-ADD SYSTEMS FOR A PERIOD OF THREE (3) YEARS.pdf
Matjhabeng Local Municipality invites bids for the implementation of an Online Vending and Third-Party Vending System, including value-add systems, for a period of three (3) years. The tender (RFP/06/2025-26) closes on 09 July 2026 at 14:00. The project aims to modernize vending operations with a focus on efficiency, transparency, and revenue generation. Evaluation is based on functionality (minimum 70 points), price, and preferential procurement criteria (80/20 or 90/10).
Not sure if your business is ready for this tender? Check CSD, CIDB, and B-BBEE requirements, run a readiness assessment, and move from opportunity to submission.
Based on Municipal avg. Companies with similar profiles typically bid near the median.
* Estimates are based on historical data and do not guarantee actual award values.
Bid-ready summary. The submission guidelines, evaluation criteria, technical, financial, and compliance sections are refined into professional, easy-to-scan prose. This is the final version you can rely on when preparing your bid or briefing your team.
We refine every tender document through these stages so you can brief your team and prepare your bid with confidence. Anything marked as "in progress" will be upgraded automatically — no action required from you.
Document read
Compliance review
Bid-ready summary
Source: TENDER DOCUMENT - RFP_06_2025-26 - ONLINE VENDING AND A THIRD-PARTY VENDING SYSTEM INCLUDING VALUE-ADD SYSTEMS FOR A PERIOD OF THREE (3) YEARS.pdf (RFP)
Closing Date: Thursday 09 July 2026.
Closing Time: 14:00.
Submission Venue: Municipal Civic Centre, 319 Stateway, Welkom, 9460.
Tender Documents Available: From Friday 12 June 2026.
Bid Validity Period: 120 days after tender closure date.
Contact Information
Source: TENDER DOCUMENT - RFP_06_2025-26 - ONLINE VENDING AND A THIRD-PARTY VENDING SYSTEM INCLUDING VALUE-ADD SYSTEMS FOR A PERIOD OF THREE (3) YEARS.pdf (RFP)
Technical Enquiries: Mr. W Sephton, Electricity Unit, Matjhabeng LM. Tel: 057 391 3911. Email: [email protected].
SCM/General Enquiries: Mr. L Sebatane / Ms. Sylvia Malgas, Finance Dept. Supply Chain Management Unit. Tel: 057 391 3911. Email: [email protected] or [email protected].
Document Collection: Matjhabeng Local Municipality Main Building, Room 123, C/O Ryk and Stateway Street, Welkom, 9460.
Submission Address: Tender Box at entrance of Municipal Offices, Municipal Civic Centre, 319 Stateway, Welkom.
Payment for Documents: R1,200 non-refundable. Payments at Cashiers, Welkom Offices or direct deposit to ABSA Bank Account No: 4053705465, Branch Code: 632 005, Ref: Tender Number.
Submission Guidelines
Source: TENDER DOCUMENT - RFP_06_2025-26 - ONLINE VENDING AND A THIRD-PARTY VENDING SYSTEM INCLUDING VALUE-ADD SYSTEMS FOR A PERIOD OF THREE (3) YEARS.pdf (RFP)
Submit sealed bids clearly marked with tender number, title, closing date and time.
Place in the Tender Box at Municipal Civic Centre, 319 Stateway, Welkom by 14:00 on Thursday 09 July 2026.
Hand delivery only; faxed, emailed or late tenders will not be accepted.
Complete original tender document must be returned fully in black ink, signed by authorized signatory.
Do not retype documents or make unauthorized alterations; this will cause disqualification.
Include all compulsory documentation: Tax Compliance Status Letter and PIN, CIDB certificate (if applicable), Municipal Accounts for bidder and directors, proof of CSD registration, quality management certifications, CIPC annual returns, company profile, all MBD forms, Declaration and Contract Form.
Joint Ventures must submit Joint Venture Agreement and individual member documents.
Failure to submit required documents or attend compulsory site/information meetings (if specified) will result in disqualification.
Evaluation Criteria
Source: TENDER DOCUMENT - RFP_06_2025-26 - ONLINE VENDING AND A THIRD-PARTY VENDING SYSTEM INCLUDING VALUE-ADD SYSTEMS FOR A PERIOD OF THREE (3) YEARS.pdf (RFP)
Stage 1: Administrative compliance and functionality evaluation.
Functionality minimum threshold: 70 out of 100 points. Bidders scoring below 70 are eliminated.
Functionality criteria and points: Company experience (40 points), Standard Transfer Specification (STS) certificate (20 points), Methodology and implementation plan (10 points), Call centre facility (10 points), Banking ratings letter (10 points), Specific personnel qualifications (10 points).
Stage 2: Price and preference evaluation for bidders passing Stage 1.
Price scoring uses 80/20 or 90/10 preference point system per Preferential Procurement Regulations 2022.
Specific goals points: B-BBEE status level (up to 10 points for 80/20, 5 points for 90/10) and locality (up to 10 points for 80/20, 5 points for 90/10).
Locality points: Within Matjhabeng Municipality (10/5), within Lejweleputswa District (6/3), within Free State Province (4/2), outside Free State (0).
Contract awarded to tenderer scoring highest total points.
Technical Specifications
Source: TENDER DOCUMENT - RFP_06_2025-26 - ONLINE VENDING AND A THIRD-PARTY VENDING SYSTEM INCLUDING VALUE-ADD SYSTEMS FOR A PERIOD OF THREE (3) YEARS.pdf (RFP)
Scope: Supply, support and maintenance of an online, third-party vending and value-add system for electricity prepayment for three years.
System must be cloud-based, web-enabled, hosted, STS Edition 2 compliant, and integrate with existing billing and AMI head-end systems.
Provide vending through point-of-sale terminals, website, internet banking, cellular phone, mobile app, and third-party vendors.
Ensure vending footprint within 1 km radius for all customers.
Support TID rollover implementation, including base date update on each STS meter.
Deliver primary services: commissioning of cloud STS system, supply of communication links, support/maintenance of hardware/software, integration for arrears payments, remote token routing, meter diagnostics.
Deliver secondary services: prepayment electricity data management, FBE token distribution, revenue protection functionality, data migration, training, mSCOA compliance.
System must include customer portal, real-time operation 24/7, standard and ad-hoc reporting with export functionality.
Provide 24/7/365 call centre with onsite support, detailed problem logging, escalation processes.
Training required for counter services, vendor, debt management, revenue protection, electrical engineering, ICT staff.
Three-year Service Level Agreement (SLA) with remote support and site visits within 150 km of municipality offices, specifying response/resolution times for fault priorities.
Warranty/maintenance: 36-month warranty period with regular inspections, adjustments, part replacements.
Methodology
Source: TENDER DOCUMENT - RFP_06_2025-26 - ONLINE VENDING AND A THIRD-PARTY VENDING SYSTEM INCLUDING VALUE-ADD SYSTEMS FOR A PERIOD OF THREE (3) YEARS.pdf
Submit detailed methodology and implementation plan for scoring in functionality evaluation.
Methodology scored 4 points, implementation plan 6 points out of 10.
Experience & Qualifications
Source: TENDER DOCUMENT - RFP_06_2025-26 - ONLINE VENDING AND A THIRD-PARTY VENDING SYSTEM INCLUDING VALUE-ADD SYSTEMS FOR A PERIOD OF THREE (3) YEARS.pdf
Submit company profile detailing client names, services provided, award amounts, contact persons and numbers for all members/partners (Joint Ventures).
For functionality, submit appointment letters and stamped reference letters for prepaid vending projects to claim company experience points.
Quality Management
Source: TENDER DOCUMENT - RFP_06_2025-26 - ONLINE VENDING AND A THIRD-PARTY VENDING SYSTEM INCLUDING VALUE-ADD SYSTEMS FOR A PERIOD OF THREE (3) YEARS.pdf
Submit proof of quality management certification (ISO 9001:2015, ISO14001:2015, ISO27001:2018, ISO8583, ISO45001:2018) for all members/partners (Joint Ventures).
Inspections, tests and analyses may be conducted by purchaser; costs borne by supplier if goods non-compliant.
Provide detailed problem logging, escalation process, proactive service features, and 24/7/365 call centre proof.
Pricing Schedule
Source: TENDER DOCUMENT - RFP_06_2025-26 - ONLINE VENDING AND A THIRD-PARTY VENDING SYSTEM INCLUDING VALUE-ADD SYSTEMS FOR A PERIOD OF THREE (3) YEARS.pdf
Refer to Part 2.2 Pricing Schedule in tender document for detailed pricing form.
Ensure pricing includes all taxes and duties; supplier responsible until delivery.
Financial Requirements
Source: TENDER DOCUMENT - RFP_06_2025-26 - ONLINE VENDING AND A THIRD-PARTY VENDING SYSTEM INCLUDING VALUE-ADD SYSTEMS FOR A PERIOD OF THREE (3) YEARS.pdf (RFP)
Tender Document Cost: R1,200 non-refundable.
Pricing must be as quoted in bid; no variations except authorized adjustments.
Payment terms: Payments within 30 days after invoice submission, in Rand.
Variation orders: Changes not exceeding 15% of original contract value may be instructed; unit price reductions may be accepted without escalation.
Taxes and duties: Supplier responsible for all taxes, duties, license fees until delivery.
Performance security may be required within 30 days of award (bank guarantee or irrevocable letter of credit).
Compliance Requirements
Source: TENDER DOCUMENT - RFP_06_2025-26 - ONLINE VENDING AND A THIRD-PARTY VENDING SYSTEM INCLUDING VALUE-ADD SYSTEMS FOR A PERIOD OF THREE (3) YEARS.pdf (RFP)
Central Supplier Database (CSD): Proof of registration required for all members/partners. If not registered, valid Tax Compliance Status Letter and PIN must be submitted.
Tax Compliance: Submit Tax Compliance Status Letter and PIN; municipality will verify with SARS.
B-BBEE: Submit proof of B-BBEE status level certificate. Certificates must be valid, original or certified copies. Non-compliance results in zero preference points.
Municipal Rates and Taxes: Submit municipal account (or lease agreement including rates) for bidder and all directors for month preceding tender closure, not more than three months in arrears.
CIDB Registration: If applicable, submit CIDB registration certificate (consolidated for Joint Ventures).
CIPC: Submit CIPC abridged certificate annual returns if in business over 12 months.
Letter of Good Standing: From Compensation Commissioner required unless on CSD with valid copy on record.
Company Registration: Certified company registration documents for all members (Joint Ventures).
Joint Ventures: Submit Joint Venture agreement with profit/liability sharing clarity, individual tax compliance, CSD proof, company registration, and board resolution.
Health & Safety
Source: TENDER DOCUMENT - RFP_06_2025-26 - ONLINE VENDING AND A THIRD-PARTY VENDING SYSTEM INCLUDING VALUE-ADD SYSTEMS FOR A PERIOD OF THREE (3) YEARS.pdf
All work must comply with Occupational Health and Safety Act and Regulations, Explosive Material Act, Minerals Act, Factories Machinery and Building Work Act.
Keep copy of OHS Act on site.
Contractual Terms
Source: TENDER DOCUMENT - RFP_06_2025-26 - ONLINE VENDING AND A THIRD-PARTY VENDING SYSTEM INCLUDING VALUE-ADD SYSTEMS FOR A PERIOD OF THREE (3) YEARS.pdf
Contract Duration: Three years, with possible extension if additional funds available.
Warranty: Goods warranted new, unused, defect-free for 12 months after delivery or 18 months after shipment.
Payment: Within 30 days after invoice, in Rand.
Subcontracting: Not allowed without prior written consent; whole contract cannot be subcontracted.
Termination: Municipality may terminate for default (e.g., failure to deliver, corrupt practices), with possible restriction from public sector business for up to 10 years.
Penalties: Deductions for delays based on prime interest rate.
Force Majeure: Not liable for delays due to unforeseen events.
Dispute Resolution: Mutual consultation, then mediation, then South African court.
Governing Law: South African law, English language.
Performance Security: May be required within 30 days of award (bank guarantee or irrevocable letter of credit).
Special Conditions
Source: TENDER DOCUMENT - RFP_06_2025-26 - ONLINE VENDING AND A THIRD-PARTY VENDING SYSTEM INCLUDING VALUE-ADD SYSTEMS FOR A PERIOD OF THREE (3) YEARS.pdf (RFP)
No bids from persons in service of the state.
Telegraphic, faxed, telephonic or pencil tenders not considered.
Municipality reserves right to accept part of bid, appoint multiple bidders, or not appoint.
Municipal SCM Policy and Preferential Procurement Regulations 2022 apply.
Bid validity 120 days; outcome communicated only to successful bidder.
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.