Provision of an electronic performance management system for tswelopele local municipality (3-Year contract)

Enquiries (SCM Unit): Mr Thabiso Matyesini / Mr Vuyisile Frans – Tel: (051) 853 1111 (office hours).

Technical enquiries: same contacts.

Submission address: Tender box, 01 Bosman Street, Civic Centre, Bultfontein, 9670.

• Submit the complete bid in a sealed envelope clearly marked with the project name and number (SCM/TSW/22/2025-2026) and the closing date/time.
• Deliver the envelope to the tender box at 01 Bosman Street, Civic Centre, Bultfontein, 9670 no later than 08 June 2026 12:00. Late submissions will be returned unopened and will be rejected.
• Bids must be submitted on the official forms provided; re‑typing or electronic/fax submissions are not accepted.
• All required returnable schedules (Part T2) and supporting documents must be fully completed, signed and attached before sealing.
• The bid must be signed by an authorised signatory and initial any amendments; erasures or masking fluid are prohibited.
• The municipality will not return any documents; retain copies for your records.
• Disqualification triggers include non‑compliance with any requirement, front‑running, conflict‑of‑interest, missing tax/municipal charge clearances, or falsified returnables.

• Evaluation follows an 80/20 preference‑point system (80 points for price, 20 points for specific B‑B‑BEE goals).
• Bids are first screened for compliance with all returnable documents and functionality requirements; a minimum of 70 functionality points is required to proceed to price evaluation.
• Scoring stages: 1) Returnable schedule compliance, 2) Functionality (technical solution), 3) Calculation of specific goals (race, gender, disability, youth), 4) Service presentation (if shortlisted).
• Price points are calculated using Np = 80[1 – (Pt – Pmin)/Pmin]; the lowest responsive price receives the highest price points.
• Preference points are added after price normalisation; ties are broken by higher preference points, then by higher functionality score, and finally by drawing of lots.
• The bidder with the highest total points (price + preference) is awarded the contract, not necessarily the lowest price.

Scope: Provision of an electronic performance management system for a three‑year period, including design, implementation, training and ongoing support.

Deliverables: Fully functional system meeting the municipality’s specifications, integration with existing municipal processes, and compliance with relevant legislation (e.g., Occupational Health and Safety Act).

Service levels: All staff assigned to the contract must be adequately trained before commencement; the municipality may request evidence of financial, labour and resource capacity.

Key performance criteria: functionality score (minimum 70 points), system scalability, AI/predictive analytics capability, and alignment with 4IR transformation goals.

Required documentation: Returnable schedules (equipment list, enterprise size, key personnel, previous work, financial references, sub‑contractors), proof of CSD registration, SARS PIN, and evidence of no municipal tax arrears (>90 days).

Pricing must be submitted on the official pricing forms (C1.1, Bill of Quantities) in South African Rand, inclusive of VAT and all taxes.

Prices must be fixed for the contract duration and valid for 60 days from the closing date.

Bid validity: 90 days after closing (as stated in the tender).

If requested, the municipality may require securities, bonds or guarantees before contract formation.

Financial capacity evidence: stamped bank rating (A = 15 points, B = 10 points, C = 5 points) and financial references (Form 2.1.7).

• Register on the Central Supplier Database (CSD) and provide the CSD number.
• Submit a valid SARS Tax Compliance Status (TCS) PIN or printed TCS certificate; joint ventures must provide a TCS/CSD for each party.
• Provide proof that municipal rates/charges are not in arrears for more than three months (or 90 days for municipal charges).
• No bidder who is a person in the service of the state, or whose directors/shareholders are, may be awarded.
• B‑B‑BEE specific goals: points awarded for Black‑owned, Women‑owned, Disability‑owned and Youth‑owned enterprise status as per the 80/20 preference system (documentation: CSD report, ID copies, medical certificates where applicable).
• Provide any required professional registrations, licences or certifications relevant to the electronic performance management system.
• Foreign suppliers must complete the pre‑award questionnaire and may need to prove a permanent establishment in RSA.