Vehicle tracking devices supply & installation (36 months)

1. Purpose and Objective

The uMkhanyakude District Municipality aims to appoint a reputable service provider to supply, install

vehicle tracking devices and to monitor usage/ movement of municipal vehicles.

2. Terms and Conditions

The interested party must submit a proposal / quotation which must be able to:

1.1 Install tracker on municipal fleet

1.2 Detect and report if the vehicle is in an accident

1.3 Be able to lock the speed and a buzzer which will alert the driver if he/she is driving over the speed

limit “exclusion of for Executive vehicles”

1.4 Detect the location, idling and speed of the vehicle

1.5 Door sensor

1.6 Driver ID Tag x (logbook functionality) and software for driver identification

1.7 Fuel cap sensor

1.8 Fuel monitoring

1.9 Rev monitoring

1.10 Remote assist

1.11 Battery disconnect sensor

1.12 Vehicle start prevention

1.13 Must be able to generate filtered reports on monthly usage e.g. Exceeding of speed limits, exact

physical address

1.14 Vehicle recovery

1.15 Anti-Jamming

1.16 Cut off- the modem must have a cut off the idling/engine of the vehicle if it is unauthorized/deviating

1.17 Live time SMS function notifying of any anomalies like speeding or battery disconnect

1.18 Dash-cam on selected vehicles.

The proposal must clearly provide evidence:

(i) that vehicle tracking products are tested for compliance against accepted international

standards,

(ii) that the installation methods used are safe,

(iii) that the installations are correct and in line with the VESA installation standards as far as people

and vehicle integrity and security are concerned,

pg. 14

(iv) that the unit has the ability to do an automated health check, where the consumer is notified the

moment the system no longer is operational,

(v) of successful recovery statistics,

(vi) of the applications software used (indicating whether web based or other) and mobile phone

compatibility indicating what the maximum number of users is, categorization of user rights.

2. Cost of the project

The quotation must indicate the following: -

 Outright purchase of the device per vehicle (option 1)

 Rental of the device per vehicle per month (option 2)

 Initial set up fees if applicable

 training and support fees per user (if applicable) – currently we have 3 users

 Removal or transfer fees of the device if applicable e.g. if the vehicle is sold or written off.

3. Competency/Expertise required

Service Providers shall provide only personnel with the required competency and skills necessary

to execute car tracking installation and support services.

4. Communication and Reporting

The successful tenderer(s) will report to the office of the Head of Department (Corporate Services)

administration in relation to the service provided and according to agreed terms as would be

documented on the subsequent Service Level Agreements (SLAs) and contracts.

5. Duration

The appointed service provider expected to enter into a Service Level Agreement for 36 months.

All prices must include VAT.

The successful bidder shall ensure to deliver the services up to the required standard, failing

which, the reasons for failing to deliver will be evaluated and the outcome of the evaluation may

lead to either of the following decisions by the Municipality:

 Extension of Contract Period, or

 Termination of Contract The contract between uMkhanyakude District Municipality and the

successful bidder shall officially commence from the date of signing the Service Level

Agreement relating to the appointment of Service Providers which will be signed between

the service provider and the Municipality.

6. General Tender Requirements

Tender offers will only be accepted on condition that:

a) The tender offer is signed by a person authorized to sign on behalf of the Tenderer

b) A Tenderer who submitted tenders as joint venture has included an acceptable Joint Venture

Agreement with his tender.

c) The Tenderer or any of its principals, directors or managers is not employed by the state or any

municipality.

d) Quotation/ proposal must be on a company letterhead

e) Bids submitted are to hold good for a period of 90 (ninety) days and must be inclusive of VAT,

pg. 15

f) Enclosed forms MBD 4, MBD 8 & MBD 9 must be scrutinized, completed and submitted together

with your Bid.

g) NB: No Bid will be considered from persons in the service of the state

h) Proof of company registration

i) A valid tax clearance certificate is included with this tender or tax compliance status with the pin.

j) In case of a bidder owning a property, they must provide a municipal statement confirming status of

municipal accounts not older than 3 months (Bidders must not be in arears for more than 90 days)

k) In case of a bidder leasing the property, they must attach a lease agreement & letter from landlord

stating that rent is up to date. The letter must not be older than 3 months.

l) In case of the bidder operating in an area that doesn’t pay rates, they must attach a sworn affidavit

stating that rates are not paid in that area. The affidavit must not be older than 3 months.

m) If the bidder is staying with parents, spouse or any family relative in an area where rates are paid (an

affidavit from the bidder or signed letter from the property owner stating that the bidder is not

responsible for municipal accounts must be attached. Affidavit or letter must not be older than 3

months

n) The Tenderer or any of its principles is not listed on the register of Tender Defaulters in terms of the

Prevention and Combating of Corrupt Activities Act of 2004 as a person prohibited from doing

business with public sector.

o) The tenderer has not abused the Employers’ Supply Chain Management System or has failed to

perform on any previous contract and has been given a written notice to this effect; and

p) The Employer is satisfied that the Tenderer or any of his principles has not influenced the tender

offer and acceptance by the following criteria:

• Having offered, or promised or given a bribe or other gift remuneration to any person in

connection with the obtaining or execution of this Contract.

• Having acted in fraudulent or corrupt manner in obtaining or executing of this contract.

• Having approached an officer or employee of the Employer or the Employers’ Agent with the

objective of influencing the award of a Contract in the Tenders’ favour.

• Having entered into any agreement or arrangement, whether legally binding or not, with any

other person, firm or company to refrain from Tendering for this Contract or as to the amount

of the Tender to be submitted by either party; and

• Having disclosed to any other person, firm or company other than the Employer, the exact

or approximate amount of his proposed Tender.

In the event of any of the above, the Municipality may, in addition to using any other legal remedies, repudiate

the Tender offer and acceptance and declare the Contract invalid should it have been concluded already.

h) The UMkhanyakude District Municipal Supply Chain Management Policy shall apply;

i) The council does not bind itself to accept the lowest or any Bid and reserves the right to accept the

Bid as whole or in part, at the rates quoted

7. Submission of Documents

 Bids must be submitted in a sealed envelope clearly marked

 and must be deposited in the Tender Box situated at uMkhanyakude District Municipality

Offices, on or before the closing date, Friday, 27 February 2026 at 12h00, where after

they will be opened in public. Late bids and bids submitted via facsimile or email will not be

accepted.

pg. 16

 A completed tender document with all necessary attachments (one copy), together with a

scanned copy on a USB-Flash Drive securely attached to the tender document, must be

submitted in a sealed envelope on the closing date of tender.

 For tenders to be responsive the following conditions will be applicable during the

evaluation of bids:

 Tax Compliant status or Tax Pin;

 CSD Full report; (not older than 3 months)

 Copy of company registration Certificate;

 Certified copies ID of shareholders

 Latest Municipal statement (rates and taxes) not older than 3 months and a copy of a lease

agreement and the confirmation of the landlord that the payments are up to date.

 Letter of Authority for signatory

 Tender document completed in full.

- In addition to the above requirements, Service Providers must maintain full support services,

which include the following:

1) Management of resources;

2) Project Management (from planning to output);

3) Guarantee of quality in the services provided; and

4) Contractual control for resources supplied.

8. FEATURES REQUIRING SPECIAL ATTENTION

All Annexure to these Terms of Reference that require completion by the bidder must be

completed in full and returned with the bid. Failure to do so may disqualify the bid.

9. TERMS AND CONDITIONS OF THE PROPOSAL

Appointment will be made in terms of the uMkhanyakude District Municipality Council’s SCM Policy.

10. NON-APPOINTMENT

The UMkhanyakude District Municipality reserves the right not to make an appointment should it find that

bidding parties do not meet the specified criteria.

11. COMPLETION

Projects will not be paid for unless the required services have been correctly delivered.

12. COURTESY

In dealings with the municipal internal structures, the bidder is required to deal with discussions and disputes

with deliberate courtesy and understanding, in close liaison with the Municipality.

Prior to the commencement of works, the successful bidder shall arrange through the office of the

uMkhanyakude District Municipality and/or the appointed Project/Programme Manager to be introduced to

the appropriate Municipal structures and to be briefed upon any sensitivities that need to be observed.

13. Mandatory Conditions

13.1 The Services Providers must have an office in the Province of KwaZulu-Natal that is

functional.

13.2 The successful tenderer(s) will enter into a contractual agreement(s) with the

uMkhanyakude Municipality confirming the appointment.

13.3 The appointed Service Provider(s) may not recruit or shall not attempt to recruit an

employee of the principal for purposes of preparation of the tender or for the duration of the

execution of this contract or any part thereof.

13.4 Payment will only be made upon approved deliverables.

pg. 17

14. Inspection of service provider’s premises

The Municipality reserves the right to inspect the Service Provider’s premises to verify the existence

and functionality of such an office.

15. Evaluation Criteria

15.1 Stage One: Functionality Stage

15.1.1 NB. Functionality will be assessed separately from the 80/20 formula. The first stage

will be the assessment of functionality through the use of rating criteria determined

by the uMkhanyakude District Municipality, wherein the tenderers with a score of 75%

will be selected to move to the second stage

15.1.2 Stage Two: 80/20 Special Goals Point System

The second stage will be the assessment and evaluation of tenderers in terms of

80/20, where 80 points shall be used for pricing scores only, and the 20 used for

Special Goals points.

In terms of UKDM SCM Policy, points must be awarded to a tenderer for attaining the

special goals contribution in accordance with the table below:

POINTS AWARDED FOR SPECIFIC GOALS

In terms of Regulation 3 (1) an organ of state must, in the tender documents, stipulate the specific

goal in the invitation to submit the tender for which a point may be awarded, and the number of points

that will be awarded to each goal, and proof of the claim for such goal.

SPECIFIC GOAL NUMBER OF NUMBER OF REQUIREMENTS

POINTS (80/20) POINTS (90/10) TO CLAM

PREFERENCE PREFERENCE

SYSTEM

SYSTEM

1.Enterprise owned by Black people 4 2 Certified ID Copies /

≥ 51% CSD Full Report /

Shareholder

certificate

2.Enterprise owned by Women 4 2 Certified ID Copies /

≥ 51% CSD Full Report /

Shareholder

certificate

3. Enterprise owned by Youth 4 2 Certified ID Copies /

CSD Full Report /

Shareholder

certificate

4.Enterprise owned by Disabled 4 2 Medical Certificate

Persons

5. Enterprise owned by SMME`S – 4 2 CSD Full report /

Proof of municipal

QSE and EME accounts / affidavit /

proof of residence

signed by ward

councilor (for those

residing in rural

areas) / lease

agreement

pg. 18

The contract shall thereafter be adjudicated on the 80/20 Points System, where:

Price 80 Points

Special Goals 20 Points

TOTAL 100 Points

16. Council’s Liability and Indemnity

16.1 The Service Providers hereby indemnifies the Council and its employees and agents against all losses

and claims for injuries or damages to any person or property whatsoever which may arise out of the

execution of this contract.

16.2 The Council shall not be held liable to the Service Providers for any direct or indirect damages or losses

and the Council shall be indemnified and held free against claims arising out of:

16.2.1 any negligent or innocent misrepresentations made by the Council, its employees or agents in

respect of any data, information and statistics supplied to the Service Providers prior to or

during the contract; provided that this condition shall not deprive the Contractor of any

payments lawfully due to the Service Providers in terms of the contract, and

16.2.2 a change in a legislative provision applicable to the contract.

17. Secrecy of information

Subject to the provisions of the Promotion of Access to Information Act, the information revealed in this tender

document is to be classified as confidential. Accordingly, the Council reserves the right to request references

and generally examine bona fides and available facilities of any Company of Firm wanting to participate in this

contract.

18. Law to apply

The contract shall in all respects be construed in accordance with the law of the Republic of South

Africa, and any difference that may arise between the Council and the Service Providers in regard to

the contract shall be settled in the Republic of South Africa.

19. Patent rights

The Service Providers shall pay all royalties and expenses and be liable for all claims in respect of

the use of patent rights, trade marks or other protected rights, and shall hold the Council indemnified

and harmless against any claims for loss or damage to (including legal expenses) arising therefrom.

20. Contract to be in conformity with BY-LAWS and any other applicable laws

The contract shall be carried out subject to and in conformity with any law, regulation or By-law which

is of application thereto and shall be conditional upon any necessary consent required by law being

obtained.

FAILURE TO COMPLY WITH THE ABOVE CONDITIONS IN ALL RESPECTS WILL RESULT IN

THE TENDER BEING DEEMED NON-RESPONSIVE. IF THE PRICE OFFERED IS NOT MARKET

RELATED, THE MUNICIPALITY MAY NOT AWARD THE CONTRACT TO THAT TENDERER AND

MAY NEGOTIATE FOR MARKET RELATED PRICE WITH THE TENDERER, FAILING WHICH,

NEGOTIATE WITH THE NEXT PREFERRED TENDERER OR TENDER MAY BE CANCELLED.

pg. 19

THE UMKHANYAKUDE DISTRICT MUNICIPALITY

SCMU 012/2025/2026

SUPPLY AND INSTALLATION OF TRACKING DEVICES ON MUNICIPAL VEHICLES (36 MONTHS)

PRICING SCHEDULE

Please attach the company’s pricing schedule as per the specification provided.

Signature ................................................................ Date .....................................

pg. 20

THE UMKHANYAKUDE DISTRICT MUNICIPALITY

SCMU 012/2025/2026

SUPPLY AND INSTALLATION OF TRACKING DEVICES ON MUNICIPAL VEHICLES (36 MONTHS)

AUTHORITY TO SIGN DOCUMENT

I/We*, the undersigned, am/are* duly authorised to sign the tender document on behalf of

....................................................................................................................................................

by virtue of the Articles of Association/Resolution of the Board of Directors*, of which a certified

copy is attached, or ....................................................................................................................

Full Name of Signatory: .............................................................................................................

Capacity of Signatory: ................................................................................................................

Signature: .................................................................................................................................

Date: .........................................................................................................................................

Witnesses: -

(1) Full Name: ..................................................................................................................

Signature: ..................................................................Date.........................................

(2) Full Name: .................................................................................................................

Signature: ..................................................................Date........................................

* Delete whichever is inapplicable or complete as indicated if none are applicable.

pg. 21

THE UMKHANYAKUDE DISTRICT MUNICIPALITY

SCMU 012/2025/2026

SUPPLY AND INSTALLATION OF TRACKING DEVICES ON MUNICIPAL VEHICLES (36 MONTHS)

STATEMENT OF PREVIOUS EXPERIENCE

The nomination of works, preferably of a similar nature to the works in this contract and which the Tenderer

has successfully completed, is invited for adjudication purposes.

Tenderers are hereby required to complete the schedule below in its entirety.

Alternatively, Tenderers without experience may submit statements from a person or persons or organisation

as to their abilities and standing in support of their tender, for adjudication purposes.

Failure to comply with either of these requirements shall lead to disqualification.

Project Name of Company Contact Person Contact No. Project description

value and

SIGNATURE........................................................................ DATE................................................

pg. 22

THE UMKHANYAKUDE DISTRICT MUNICIPALITY

SCMU 012/2025/2026

SUPPLY AND INSTALLATION OF TRACKING DEVICES ON MUNICIPAL VEHICLES (36 MONTHS)

SCHEDULE OF RESOURCES/PERSONNEL

Tenderers are required to submit details of their management, office and supervisory personnel, yard and

office personnel and full-time work-force that will be responsible for this contract.

SIGNATURE........................................................................ DATE................................................

pg. 23

THE UMKHANYAKUDE DISTRICT MUNICIPALITY

SCMU 012/2025/2026

SUPPLY AND INSTALLATION OF TRACKING DEVICES ON MUNICIPAL VEHICLES (36 MONTHS)

DECLARATION OF MUNICIPAL FEES

I/We do hereby declare that the Municipal Fees of _________________________________

__________________________________________________________________________

Is/are, as at the date of the tender closing, fully paid up, or arrangements have been concluded with the

Municipality to pay the said Fees: -

DESCRIPTION ACCOUNT No.

Electricity ___________________________________________

Water ___________________________________________

Rates ___________________________________________

I/We acknowledge that should it be found that the Municipal Fees are not up to date, the Council may take

such remedial action as it required, including termination of contract, and any income due to the Contractor

shall be utilised to offset any monies due to the Council.

Full Name of Signatory.......................................................................................................................

Capacity of Signatory..........................................................................................................................

I.D. Number.........................................................................................................................................

Duly authorised to sign on behalf of...................................................................................................

Physical Address...............................................................................................................................

............................................................................................................................................................

...................................................................................................................................

Signature ............................................................ Date ..........................................

pg. 24

MBD. 4

THE UMKHANYAKUDE DISTRICT MUNICIPALITY

SCMU 012/2025/2026

SUPPLY AND INSTALLATION OF TRACKING DEVICES ON MUNICIPAL VEHICLES (36 MONTHS)

DECLARATION OF INTEREST

1. No bid will be accepted from persons in the service of the state1.

2. Any person, having a kinship with persons in the service of the state, including a blood relationship,

may make an offer or offers in terms of this invitation to bid. In view of possible allegations of

favouritism, should the resulting bid, or part thereof, be awarded to persons connected with or related

to persons in service of the state, it is required that the bidder or their authorised representative declare

their position in relation to the evaluating/adjudicating authority.

3. In order to give effect to the above, the following questionnaire must be completed and

submitted with the bid.

3.1 Full Name of bidder or his or her representative: ..........................................

3.2 Identity Number: ....................................................................................

3.3 Position occupied in the Company (director, trustee shareholder2):

..........................................................................................................

3.4 Company Registration Number: ...............................................................

3.5 Tax Reference Number: .........................................................................

3.6 VAT Registration Number: ......................................................................

3.7 The names of all directors / trustees / shareholders members, their individual identity numbers

and state employee numbers must be indicated in paragraph 4 below.

3.8 Are you presently in the service of the state? YES / NO

3.8.1 If yes, furnish particulars. ........................................................................

..........................................................................................................

1MSCM Regulations: “in the service of the state” means to be –

(a) a member of –

(i) any municipal council;

(ii) any provincial legislature; or

(iii) the national Assembly or the national Council of provinces;

(b) a member of the board of directors of any municipal entity;

(c) an official of any municipality or municipal entity;

(d) an employee of any national or provincial department, national or provincial public entity or

constitutional institution within the meaning of the Public Finance Management Act, 1999 (Act No.);

(e) a member of the accounting authority of any national or provincial public entity; or

(f) an employee of Parliament or a provincial legislature.

pg. 25

‘’Shareholder” means a person who owns shares in the company and is actively involved in the

management of the company or business and exercises control over the company.

3.9 Have you been in the service of the state for the past twelve months? YES / NO

3.9.1 If yes, furnish particulars ...................................................................

............................................................................................................

3.10 Do you have any relationship (family, friend, other) with persons in the service of the

state and who may be involved with the evaluation and or adjudication of this bid?

YES / NO

3.10.1If yes, furnish particulars ..................................................................

..............................................................................................................

3.11 Are you, aware of any relationship (family, friend, other) between any other bidder

and any persons in the service of the state who may be involved with the evaluation and or

adjudication of this bid? YES / NO

3.11.1 If yes, furnish particulars ..................................................................

..............................................................................................................

3.12 Are any of the company’s directors, trustees, managers, principal shareholders or stakeholders in

service of the state? YES / NO

3.12.1 If yes, furnish particulars .................................................................

.............................................................................................................

3.13 Are any spouse, child or parent of the company’s director’s trustees, managers, principal

shareholders or stakeholders in service of the state? YES / NO

3.13.1 If yes, furnish particulars .................................................................

.............................................................................................................

3.14 Do you or any of the directors, trustees, managers, principal shareholders, or stakeholders of this

company have any interest in any other related companies or business whether or not they are

bidding for this contract? YES / NO

3.14.1 If yes, furnish particulars:

.............................................................................................................

pg. 26

4. Full details of Directors / Trustees / Members / Shareholders.

Full Name Identity Number State Employee Number

CERTIFICATION

I, THE UNDERSIGNED, (NAME) .................................................................................

CERTIFY THAT THE INFORMATION FURNISHED ON THIS DECLARATION FORM IS CORRECT.

I ACCEPT THAT THE STATE MAY ACT AGAINST ME SHOULD THIS DECLARATION PROVE TO BE

FALSE.

............................................ ............................................

Signature Date

.............................................. ...........................................

Position Name of Bidder

pg. 27

MBD. 5

THE UMKHANYAKUDE DISTRICT MUNICIPALITY

SCMU 012/2025/2026

SUPPLY AND INSTALLATION OF TRACKING DEVICES ON MUNICIPAL VEHICLES (36 MONTHS)

DECLARATION FOR PROCUREMENT ABOVE R10 MILLION

(ALL APPLICABLE TAXES INCLUDED)

For all procurement expected to exceed R10 million (all applicable taxes included), bidders must

complete the following questionnaire:

* Delete if not applicable

1. Are you by law required to prepare annual financial statements for auditing?

*YES / NO

1.1 If yes, submit audited annual financial statements for the past three years or since the date of

establishment if established during the past three years.

..................................................................................................................

..................................................................................................................

2. Do you have any outstanding undisputed commitments for municipal services towards any municipality

for more than three months or any other service provider in respect of which payment is overdue for

more than 30 days?

*YES / NO

2.1 If no, this serves to certify that the bidder has no undisputed commitments for municipal services

towards any municipality for more than three months or other service provider in respect of which

payment is overdue for more than 30 days.

2.2 If yes, provide particulars.

..................................................................................................................

...................................................................................................................

3. Has any contract been awarded to you by an organ of state during the past five years, including

particulars of any material non-compliance or dispute concerning the execution of such contract?

*YES / NO

3.1 If yes, furnish particulars

..................................................................................................................

..................................................................................................................

pg. 28

4. Will any portion of goods or services be sourced from outside the Republic, and, if so, what portion

and whether any portion of payment from the municipality / municipal entity is expected to be

transferred out of the Republic?

*YES / NO

4.1 If yes, furnish particulars

......................................................................................................................

......................................................................................................................

CERTIFICATION

I, THE UNDERSIGNED, (NAME) .................................................................................

CERTIFY THAT THE INFORMATION FURNISHED ON THIS DECLARATION FORM IS CORRECT.

I ACCEPT THAT THE STATE MAY ACT AGAINST ME SHOULD THIS DECLARATION PROVE TO BE

FALSE.

............................................ ............................................

Signature Date

.............................................. ...........................................

Position Name of Bidder

pg. 29

MBD. 6.1

THE UMKHANYAKUDE DISTRICT MUNICIPALITY

SCMU 012/2025/2026

SUPPLY AND INSTALLATION OF TRACKING DEVICES ON MUNICIPAL VEHICLES (36 MONTHS)

This preference form must form part of all bids invited. It contains general information and serves as a

claim form for preference points for specific goals.

NB: BEFORE COMPLETING THIS FORM, BIDDERS MUST STUDY THE GENERAL

CONDITIONS, DEFINITIONS AND DIRECTIVES APPLICABLE IN RESPECT OF

SPECIFIC GOALS, AS PRESCRIBED IN THE PREFERENTIAL PROCUREMENT

REGULATIONS, 2022.

1. GENERAL CONDITIONS

1.1 The following preference point systems are applicable to all bids:

- the 80/20 system for requirements with a Rand value of up to R50 000

000 (all applicable taxes included); and

- the 90/10 system for requirements with a Rand value above R50 000 000

(all applicable taxes included).

1.2 The value of this bid is estimated not to exceed R50 000 000 (all applicable

taxes included) and therefore the 80/20 preference point system shall be

applicable.

1.3 Preference points for this bid shall be awarded for:

(a) Price; and

(b) Specific goals

1.4 The maximum points for this bid are allocated as follows:

POINTS

PRICE 80

SPECIFIC GOALS OF CONTRIBUTION 20

Total points for Price and Specific Goals must 100

not exceed

pg. 30

No specific requirements found