Development and 3-Year support of a rural road asset management system (rrams) for amajuba district municipality

The National Department of Transport (NDoT) has identified forty-four (44) rural district municipalities in the

country as beneficiaries of their Rural Road Asset Management System grant to assist and support the

management of rural roads through the development of a Road Assets Management System (RAMS).

The scope and purpose of this grant is to assist rural municipalities to setup rural roads assets management

system and to collect rural data in line with the Road Infrastructure Strategic Framework for South Africa

(RISFSA) with the following measurable outputs:

3.1 Collection of road inventory data including condition assessment and traffic data; and

3.2 Setting up pavement and bridge management system compatible with national standards.

4. Statement of Work

Amajuba District Municipality (ADM) is looking for a Professional Service Provider to supply a Rural Road

Asset Management System (RRAMS) under a subscription basis for a period of 36 months.

The objectives of the project are to provide the Amajuba District Municipality with a sustainable spatial data

subscription solution that meets the technical requirements of the Rural Road Asset Management System

grant and assists the district to collect and maintain data in a timeous and accurate manner.

All roads’ authorities should conduct roads condition surveys regularly, for both surfaced and unsurfaced

roads. Such information coupled with increased levels for roads should aim at reducing the capital and

maintenance backlog on the South African road network.

The need to access the current backlog with respect to the road provision and maintenance needs has been

identified. Through Visual Surveys use of surveillance equipment, a combined analysis of both paved and

unpaved roads, we will be able to get the status of deterioration of roads such as potholes, rutting,

corrugations, broken edges, erosion, shoulder wear and deformation. Once the Road Network Assessment

has been done, an Optimum Maintenance Fund Allocation can be done accordingly to address the current

backlog of the South African Road Network Condition. Knowing the condition of the road network, the

managers and engineers will be able to maintain and improve the quality of our roads.

Serve Hardware

>=12 core@>=2.1Ghz

>=2TB Storage

Backup Storage

NAS[OR] separate dedicated server

>=5TB

Baremental Hypervisor OH(Host)

Windows Server 2016+ with HyperV [OR]VMWare ESXi installed

Virtual Machine Back software installed

Application Serve (Virtual Machine)

500GB hard disk

In/outbound ethernet configured

Ubuntu 16.04LTS installed

Data Server (Virtual Machine)

>=500GB hard disk

In/outbound ethernet configured

Ubuntu 16.04 LTS installed

Backup Regine

Application and Database virtual machine added to Backup software”s automated backup

configuration.

Network Connectivity

Isolation subnet in the DMZ for the host and Virtual Machines

External Access to the subnet via VPN

External Fixed IP for the Application Server

Routes configured to allow TCP in/out non VPN traffic on posts 80 and 443 to the Application

server via the External Fixed IP

Data Collection

The system must have an integrated mobile application that can collect data in off-line mode (able to function

in areas where there are no network/data coverage) in support of the RRAMS data collection processes as

outlined below:

6.1 Road network inventory – road geometry, name, length, surface type, administrative regions, and

classification (RSFSA)

6.2 Road condition data – visual condition data in accordance with THM9 and TMH12 guidelines.

6.3 Traffic data – traffic volume data reported by calculating average daily traffic (ADT), annual average daily

traffic (AADT), vehicle kilometres and percentage heavy vehicles.

6.4 Roadside furniture – this includes guardrails, road signs, road markings, bush shelters, and minor retaining

structures as per THM22.

6.5 Bridges – bridge inventory data (condition assessments can only be carried out by a qualified and

registered bridge inspector).

Calculations

7.1 The system must be utilised, to identify and prioritise the maintenance requirements within the relevant

budget limit, to improve condition of the roads and extend the lifespan of road infrastructure. To determine

treatment actions, the system must perform calculations from the visual condition and traffic data. The

system must support the calculation of functional and engineering indices as per the TMH22 guidelines

and include (but not limited to):

7.1.1 Development and/or Installation of a system and the software for Rural Road Asset Management

System (RRAMS) to ten (10) users.

7.1.2 The service provider must be qualified and be registered as a professional with a relevant body

association. (SAGC,SAC)

7.1.3 The service provider must be able to deliver the following support to the district:

The proposed system should:

➢ Be Web/mobile based.

➢ Have a User-configurable dashboard.

➢ Provide Interactive maps & layers, which can be used through the ESRI Arc suite of software products

as well.

➢ Provide the user with Charts & reports which are User-customizable.

➢ Provide Search, filter, and query features.

➢ Provide for the Import & export of data specifically for (but not limited to) the TMH18 formats,

DISTRESS SUMMERY REPORTS, etc.

➢ Provide the latest Gravel Road Management Systems & Pavement Management System (VGI and

VCI) calculations.

➢ Have user account and access control.

➢ Provide the Mobile data collection tablets and the software and the system must be automatically

linked to avoid manual export and import to software and system.

➢ Support data import/export from/to other GRMS/PMS and data collection software for the purpose of

LMs to access it in their systems.

➢ Training of the identified users.

➢ Annual Licensing, Geographical Information System (GIS), and Software Support Services.

➢ Quarterly reports for Local municipalities.

➢ Distress Summery Reports of Road Surface Types (District and Local municipalities).

➢ Current Replacement Cost and Depreciated Replacement Cost Reports.

7.2 The following reports are required from the system.

➢ Streets/Roads Segments Master (District) report.

➢ Streets/Roads Segments Local report,

➢ Streets/Roads Segments by Wards report

➢ Streets/Roads Segments by Street report

➢ Streets/Roads Segments Attention Cost – Master (District) report

➢ Streets/Roads Segments Attention Cost – Local

➢ Streets/Roads Segments Attention Cost – by Ward report

➢ Streets/Roads Segments Attention Cost – by Suburb/Village report

➢ Streets/Roads Segments Attention Cost – by Street report

➢ Streets/Roads Segments Visual Condition Index (VCI) Paved Roads – by Master (District) report

➢ Streets/Roads Segments Visual Condition Index (VCI) Paved – by Local

➢ Streets/Roads Segments Visual Condition Index (VCI) Paved Roads – by Ward report

➢ Streets/Roads Segments Visual Condition Index (VCI) Paved Roads – by Suburb/Village report

➢ Streets/Roads Segments Visual Condition Index (VCI) Paved Roads – by street report

➢ Streets/Roads Segments Visual Gravel Index (VGI) Gravel Roads by Master (District) report

➢ Streets/Roads Segments Visual Gravel Index (VGI) Gravel Roads Local

➢ Streets/Roads Segments Visual Gravel Index (VGI) Gravel Roads by Ward report

➢ Streets/Roads Segments Visual Gravel Index (VGI) Gravel Roads by Suburb/Village report

Streets/Roads Segments Visual Gravel Index (VGI) Gravel Roads – by Street report

➢ Streets/Roads Segments by Recommended Attention or Action

➢ Traffic count reports by, village local and district

➢ Structures reports by district, local and village

➢ Roads signs report by district, local and village.

7.3 The following analysis in graphs (Histogram and Pie Charts) should be viewed and

printed out from the system.

➢ Visual Condition Index (VCI) Analysis Master (District) – Paved Roads

➢ Visual Condition Index (VCI) Analysis Local – Paved Roads

➢ Visual Condition Index (VCI) Analysis by Ward analysis - Paved Roads

➢ Visual Condition Index (VCI) Analysis by Suburb/Village analysis Paved Roads

➢ Visual Condition Index (VCI) Analysis by Street/Road – Paved Roads

➢ Visual Gravel Index (VGI) Analysis Master (District) – Gravel Roads

➢ Visual Gravel Index (VGI) Analysis Local

➢ Visual Gravel Index (VGI) Analysis by Ward analysis - Gravel Roads

➢ Visual Gravel Index (VGI) Analysis by Suburb/Village analysis – Gravel Roads

➢ Visual Gravel Index (VGI) Analysis by Street/Road – Gravel Roads

➢ Attention Cost Analysis Master (district)

➢ Attention Cost Analysis Local

➢ Attention Cost Analysis by Ward

➢ Attention Cost Analysis by Suburb/Village

➢ Attention Cost Analysis by Street/Road

➢

7.4 The following mapping functions are required:

➢ To link the data with Google roads maps.

➢ Capturing of data should be performed on mobile tablets and/or cell phones.

7.5 Report and Data

7.5.1 The system must provide interactive and on-line maps and reports for reporting on various metrics

in accordance with the TMH22 guidelines, including (but not limited to):

➢ The extent of the road network in the municipality.

➢ The condition and condition trends of the network in the municipality.

➢ Technical maintenance needs and treatment programs.

➢ Road usage, asset value and depreciation.

➢ The status of the municipality’s RAMS.

➢ The proportion of municipal roads with updated data captured on its RAMS.

The municipality is also responsible for submitting RRAMS data to NDoT on an annual basis. The proposed

RRAMS must assist the ADM in the above reporting and data submission requirements.

7.6 System Specification

The system must comply to the following specification:

7.6.1 Web/mobile-based.

➢ The system should be accessible via a modem web-browser (on a desktop PC or smartphone) so that

it is accessible to a wider audience without requiring specialised software to be installed.

➢ The web interface should have an interactive map interface so that spatial data, such as the road

network or road condition, can be visualised and edited (if the user has sufficient permissions).

➢ The system must support cloud-hosting or client self-hosting options.

7.6.2 User-customisable charts and reports.

➢ The system should have functionality that allows users to explore and query data in the system and

produce saveable output reports and charts.

➢ The system should allow the sharing (to other authorised users) of output reports and charts.

➢ The system should come pre-configured with standard reports as described in the applicable

TRH/TMH manuals.

7.7 System/user documentation

➢ The system must be sufficiently documented in terms of how to use and administer the system.

➢ The documentation should preferably be available online and should be searchable.

7.8 Database-driven

➢ To ensure data integrity, the system must utilise a suitable relational database to house and manage

data.

➢ The database should be spatially enabled so that all road and related features can be stored therein.

7.9 Search and filter

➢ The system must have search functionality that allows users to find specific features of interest e.g.,

show all the paved roads within a certain Municipality, Ward or Town.

7.10 Importing and Exporting

➢ The system must support importing of data exported from other systems or applications (e.g.,

MobiCap). The following import formats must be supported: csv, xlsx, ESRI shp file.

➢ The system must support direct exporting of data in the formats prescribed by the prevailing TMH18

manual.

➢ The system should support exporting spatial data in the following spatial formats: ESRI shp and

Google Earth km'.

➢ The system should support exporting non-spatial data in the following formats: csv, xlsx.

7.11 GRMS & PMS Calculations

➢ The system should include calculations specified in the applicability RAMS-related TRH/TMH

manuals.

7.12 Mobile Data Collection

(The service provider must also provider the MACHINES or TEBLET and GPS that will suit the

system)

➢ The system should have a supporting mobile application, preferably Android-based, that allows for

viewing, capturing, and updating of information in the field (mobile data collection) on a smartphone

or tablet device.

➢ Data collected via the mobile application must automatically flow to the system.

➢ The mobile application must include support for capturing photos and GPS co-ordinates of features

as points (e.g., for roadside furniture) and lines (e.g., for road geometry).

➢ The mobile application must be able to view, capture and update information when not connected to

the Internet (offline mode) and synchronise changes back to the server when Internet connectivity is

available.

7.13 Data review and validation

➢ The system should have functionality that allows an administrator/manager to review and authorise

(accept/reject) data that has been submitted to the system from the field (via mobile data collection).

➢ The system must implement the specified.

7.14 Systems Integration

➢ System data must be accessible from mainstream Desktop GIS packages (e.g., QGIS and ArcGIS)

so that geospatial data can be maintained, geospatial analysis performed, and printable map layouts

produced.

➢ The system should allow administrators to create authorisation groups and set appropriate user/group

access rights and permission levels (e.g., can view, can edit, can add, can delete).

7.15 User/group access control and permissions

➢ The system should support multiple users.

➢ The system should allow administrators to create authorisation groups and set appropriate user/group

access rights and permission levels (e.g., can view, can edit, can add, can delete).

8 Bid Requirements

➢ Bidders must be registered with the Engineering Council of South Africa (ECSA) as a Professional Civil

Engineer and have a minimum tertiary qualification of NQF 7 in Civil Engineering.

➢ Registered GIS practitioner with the South African Geomatics Council and a minimum tertiary qualification

of NQF 7.

9 Duration of Project

➢ The solution must be on subscription basis, under a Service Level Agreement to fulfil our system and

software licensing needs for a period of three (3) years after signing of a service level agreement.

➢ The license will be yearly renewal able based on performance and paid yearly based on their Contract

amount.

10 Functional/Technical Evaluation Criteria

Evaluation criteria are a standard or test used in the evaluation of Bids/Proposals to select the Most

Advantageous Bid/Proposal which best meets the requirements and offers the best value for money (VFM).

The evaluation of the functional / technical detail of the proposal will be based on the following criteria.

FUNCTIONALITY SUB TOTAL

WEIGHTING WEIGHTING

EVIDENCE OF RRAMS PROJECTS WITHIN THE LOCAL 15 15

GOVERNMENT SECTOR & REFERENCES

Relevant evidence of RRAMS projects undertaken within the

Local Government Sector coupled with references for projects

(provide evidence of projects in either a soft or hard copy and

reference letters with traceable referee’s details for the

projects) in the last 10 years.

Evidence of one project & reference = 5 points 5

Evidence of two projects & references = 10 points 10

Evidence of three and above projects & references =15 15

DESKTOP RRAMS INTERFACE 20 20

Snap/screen shots examples by the bidder of the system 20

installed at the municipalities mentioned on the above criteria.

PRESENTATION OF PROPOSED SYSTEM 30 30

Compliance TMH18 requirements 10

Cost estimation measure and roads prioritization for 10

maintenance/refurbishment/upgrades 10

System accessibility to various stakeholders and reporting.

TOTAL SCORE 65

MINIMUM SCORE REQUIRED 50

NB: A bidder that does not comply with the mandatory requirements and a bidder

that score less than 50 points for functionality will be deemed non-compliant

with the bid specifications and will not be evaluated any further. Bid companies scoring 50

points and above will be called for presentation.

11 Returnable documents

Service providers are required to submit the following:

Certified ID copies of all members/directors of company or sole proprietor

Bank details (together with an original cancelled cheque/ bank stamp or original letter from financial

institution)

All Municipal Bid Documents (MBD) must be completed and returned, where applicable.

Copy of CSD (Central Supplier Database).

Copy of company registration documents.

For Joint Venture Agreements, attach the CK’s of each of the joint venture members (if applicable)

ID(s) copies of company director(s).

Copy of current municipal account for all Director/s and Company, not owing more than 90 days or

copy of lease agreement from the relevant leasing authority. If the business is operated from the

residence of one of the Director/s, an original affidavit, certified, must be submitted stating the

address of the premises from your local SAPS office. In a case where the directors are not liable for

the payment of rates/taxes, an affidavit commissioned by SAPS stating that the director is not liable

for the payment of rates must be submitted. In case the director does not own property/is a tenant,

leasing agreement should be submitted to confirm the place of residence. Tenders who are not

registered with any municipality for the payment of rates and services due to their location may

submit proof of residence / business address certified by a Municipal Councillor, but only if the

residence is the same address as the business address, accompanied by an affidavit commissioned

by SAPS.

If the bidder’s place of work or the address is in rural settlement under traditional council, the bidder

must submit the proof of resident certified by the traditional council leader and proof of resident

certified by ward councillor.

Printed copy of SARS Tax Pin for further verification.

Completed and signed Municipal Bidding Document attached to the tender document.

Bids will be adjudicated in terms of the Council Supply Chain Management Policy on the 80/20

Preferential Point System. It is therefore compulsory that the municipal tender document be used.

Amajuba District Municipality is not bound to accept the lowest or any quote.

TERMS OF REFERENCE APPROVED/NOT APPROVED

Mrs A.N Dlamini

ACTING MUNICIPAL MANAGER

PART A

INVITATION TO BID MBD 1

YOU ARE HEREBY INVITED TO BID FOR REQUIREMENTS OF AMAJUBA DISTRICT MUNICIPALITY

BID NUMBER: T2026/02 CLOSING DATE: 09 MARCH 2026 CLOSING TIME: 12h00 NOON

DESCRIPTION DEVELOPMENT OF ROAD ASSET MANAGEMENTY SYSTEM RAMS FOR A PERIOD OF 3 YEARS

THE SUCCESSFUL BIDDER WILL BE REQUIRED TO FILL IN AND SIGN A WRITTEN CONTRACT FORM (MBD7).

BID RESPONSE DOCUMENTS MAY BE DEPOSITED IN THE BID BOX SITUATED AT

(STREET ADDRESS RECEPTION AREA AT B9356, AMAJUBA ROAD, SECTION 1 MADADENI

B9356 AMAJUBA DISTRICT MUNICIPALITY BUILDING, SECTION 1, MADADENI, 2951

SUPPLIER INFORMATION

NAME OF BIDDER

POSTAL ADDRESS

STREET ADDRESS

TELEPHONE NUMBER CODE NUMBER

CELLPHONE NUMBER

FACSIMILE NUMBER CODE NUMBER

E-MAIL ADDRESS

VAT REGISTRATION NUMBER

TAX COMPLIANCE STATUS TCS PIN: OR CSD No:

ARE YOU A FOREIGN BASED

ARE YOU THE ACCREDITED REPRESENTATIVE IN Yes No SUPPLIER FOR THE GOODS Yes No

SOUTH AFRICA FOR THE GOODS /SERVICES /SERVICES /WORKS

/WORKS OFFERED? [IF YES ENCLOSE PROOF] OFFERED? [IF YES, ANSWER PART B:3 ]

TOTAL NUMBER OF ITEMS OFFERED TOTAL BID PRICE R.............................

SIGNATURE OF BIDDER

.................................... DATE

CAPACITY UNDER WHICH THIS BID IS SIGNED

BIDDING PROCEDURE ENQUIRIES MAY BE DIRECTED TO: TECHNICAL INFORMATION MAY BE DIRECTED TO:

DEPARTMENT BTO CONTACT PERSON SIPHAMANDLA MABIZELA

CONTACT PERSON SABELO ZULU TELEPHONE NUMBER 034 329 7200

TELEPHONE NUMBER 034 329 7200 FACSIMILE NUMBER 034 314 3785

FACSIMILE NUMBER 034 314 3785 E-MAIL ADDRESS [email protected]

E-MAIL ADDRESS [email protected]

PART B

TERMS AND CONDITIONS FOR BIDDING MBD 1

BID SUBMISSION:

1.1. BIDS MUST BE DELIVERED BY THE STIPULATED TIME TO THE CORRECT ADDRESS. LATE BIDS WILL NOT BE

ACCEPTED FOR CONSIDERATION.

1.2. ALL BIDS MUST BE SUBMITTED ON THE OFFICIAL FORMS PROVIDED–(NOT TO BE RE-TYPED) OR ONLINE

1.3. THIS BID IS SUBJECT TO THE PREFERENTIAL PROCUREMENT POLICY FRAMEWORK ACT AND THE

PREFERENTIAL PROCUREMENT REGULATIONS, 2017, THE GENERAL CONDITIONS OF CONTRACT (GCC) AND, IF

APPLICABLE, ANY OTHER SPECIAL CONDITIONS OF CONTRACT.

TAX COMPLIANCE REQUIREMENTS

2.1 BIDDERS MUST ENSURE COMPLIANCE WITH THEIR TAX OBLIGATIONS.

2.2 BIDDERS ARE REQUIRED TO SUBMIT THEIR UNIQUE PERSONAL IDENTIFICATION NUMBER (PIN) ISSUED BY SARS TO ENABLE THE ORGAN

OF STATE TO VIEW THE TAXPAYER’S PROFILE AND TAX STATUS.

2.3 APPLICATION FOR THE TAX COMPLIANCE STATUS (TCS) CERTIFICATE OR PIN MAY ALSO BE MADE VIA E-FILING. IN ORDER TO USE THIS

PROVISION, TAXPAYERS WILL NEED TO REGISTER WITH SARS AS E-FILERS THROUGH THE WEBSITE WWW.SARS.GOV.ZA.

2.4 FOREIGN SUPPLIERS MUST COMPLETE THE PRE-AWARD QUESTIONNAIRE IN PART B:3.

2.5 BIDDERS MAY ALSO SUBMIT A PRINTED TCS CERTIFICATE TOGETHER WITH THE BID.

2.6 IN BIDS WHERE CONSORTIA / JOINT VENTURES / SUB-CONTRACTORS ARE INVOLVED; EACH PARTY MUST SUBMIT A SEPARATE TCS

CERTIFICATE / PIN / CSD NUMBER.

2.7 WHERE NO TCS IS AVAILABLE BUT THE BIDDER IS REGISTERED ON THE CENTRAL SUPPLIER DATABASE (CSD), A CSD NUMBER MUST BE

PROVIDED.

QUESTIONNAIRE TO BIDDING FOREIGN SUPPLIERS

3.1. IS THE ENTITY A RESIDENT OF THE REPUBLIC OF SOUTH AFRICA (RSA)? YES NO

3.2. DOES THE ENTITY HAVE A BRANCH IN THE RSA? YES NO

3.3. DOES THE ENTITY HAVE A PERMANENT ESTABLISHMENT IN THE RSA? YES NO

3.4. DOES THE ENTITY HAVE ANY SOURCE OF INCOME IN THE RSA? YES NO

3.5. IS THE ENTITY LIABLE IN THE RSA FOR ANY FORM OF TAXATION? YES NO

IF THE ANSWER IS “NO” TO ALL OF THE ABOVE, THEN IT IS NOT A REQUIREMENT TO REGISTER FOR A TAX COMPLIANCE STATUS SYSTEM PIN

CODE FROM THE SOUTH AFRICAN REVENUE SERVICE (SARS) AND IF NOT REGISTER AS PER 2.3 ABOVE.

NB: FAILURE TO PROVIDE ANY OF THE ABOVE PARTICULARS MAY RENDER THE BID INVALID.

NO BIDS WILL BE CONSIDERED FROM PERSONS IN THE SERVICE OF THE STATE.

SIGNATURE OF BIDDER: ...................................................

CAPACITY UNDER WHICH THIS BID IS SIGNED: ...................................................

DATE: .............................................

MBD 3.3

PRICING SCHEDULE

(Professional Services)

Name of Bidder:............................................................ Bid Number: T2026/02

Closing Time: 12H00 NOON Closing Date: 9 March 2026

OFFER TO BE VALID FOR 90 DAYS FROM THE CLOSING DATE OF QUOTATION.

ITEM DESCRIPTION BID PRICE IN RSA CURRENCY

NO INCLUSIVE OF VALUE ADDED TAX

The accompanying information must be used for the formulation

of proposals.

Bidders are required to indicate a ceiling price based on the total

estimated time for completion of all phases and including all

expenses inclusive of VAT for the project. R.......................................................................

PERSONS WHO WILL BE INVOLVED IN THE PROJECT AND

RATES APPLICABLE (CERTIFIED INVOICES MUST BE

RENDERED IN TERMS HEREOF)

PERSON AND POSITION HOURLY RATE DAILY RATE

------------------------------------------------------------------------------------- R------------------------------ ---------------------------------

------------------------------------------------------------------------------------- R------------------------------ ---------------------------------

------------------------------------------------------------------------------------- R------------------------------ ---------------------------------

------------------------------------------------------------------------------------- R------------------------------ ---------------------------------

------------------------------------------------------------------------------------- R------------------------------ ---------------------------------

PHASES ACCORDING TO WHICH THE PROJECT WILL BE

COMPLETED, COST PER PHASE AND MAN-DAYS TO BE

SPENT

------------------------------------------------------------------------------ R------------------------------ -------------------------- days

------------------------------------------------------------------------------ R------------------------------ -------------------------- days

------------------------------------------------------------------------------ R------------------------------ -------------------------- days

------------------------------------------------------------------------------ R------------------------------ -------------------------- days

5.1 Travel expenses (specify, for example rate/km and total km, class

of airtravel, etc). Only actual costs are recoverable. Proof of the

expenses incurred must accompany certified invoices.

DESCRIPTION OF EXPENSE TO BE INCURRED RATE QUANTITY AMOUNT

------------------------------------------------------------------------------- ................... ................. R....................

------------------------------------------------------------------------------- ................... ................. R....................

------------------------------------------------------------------------------- ................... ................. R....................17

------------------------------------------------------------------------------- ................... ................. R....................

TOTAL: R..........................................................

5.2 Other expenses, for example accommodation (specify, eg. Three

star hotel, bed and breakfast, telephone cost, reproduction cost,

etc.). On basis of these particulars, certified invoices will be checked

for correctness. Proof of the expenses must accompany invoices.

DESCRIPTION OF EXPENSE TO BE INCURRED RATE QUANTITY AMOUNT

--------------------------------------------------------------------------------- ................... ................. R....................

--------------------------------------------------------------------------------- ................... ................. R....................

--------------------------------------------------------------------------------- ................... ................. R....................

--------------------------------------------------------------------------------- ................... ................. R....................

TOTAL: R..........................................................

Period required for commencement with project after

acceptance of bid .........................................................................

Estimated man-days for completion of project .........................................................................

Are the rates quoted firm for the full period of contract? .........................................................................

If not firm for the full period, provide details of the basis on which

adjustments will be applied for, for example consumer price index. .........................................................................

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

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

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

MBD 4

DECLARATION OF INTEREST

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

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, hareholder2):.............................

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.

2 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

3.10.1 If 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,

principle 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 directors

trustees, managers, principle 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,

principle 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:

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

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

Full details of directors / trustees / members / shareholders.

Full Name Identity Number State Employee

Number

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

Signature Date

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

Capacity Name of Bidder

MBD 6.1

PREFERENCE POINTS CLAIM FORM IN TERMS OF THE PREFERENTIAL

PROCUREMENT REGULATIONS 2022

This preference form must form part of all tenders invited. It contains general information

and serves as a claim form for preference points for specific goals.

NB: BEFORE COMPLETING THIS FORM, TENDERERS MUST STUDY THE

GENERAL CONDITIONS, DEFINITIONS AND DIRECTIVES APPLICABLE IN

RESPECT OF THE TENDER AND PREFERENTIAL PROCUREMENT

REGULATIONS, 2022

GENERAL CONDITIONS

1.1 The following preference point systems are applicable to invitations to tender:

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

applicable taxes included);

The applicable preference point system for this tender is the 80/20 preference point

system.

1.2 Points for this tender (even in the case of a tender for income-generating contracts)

shall be awarded for:

(a) Price; and

(b) Specific Goals.

1.3 The maximum points for this tender are allocated as follows:

POINTS

PRICE 80

SPECIFIC GOALS 20

Total points for Price and SPECIFIC GOALS 100

1.4 Failure on the part of a tenderer to submit proof or documentation required in terms of

this tender to claim points for specific goals with the tender, will be interpreted to mean

that preference points for specific goals are not claimed.

1.5 The organ of state reserves the right to require of a tenderer, either before a tender is

adjudicated or at any time subsequently, to substantiate any claim in regard to

preferences, in any manner required by the organ of state.

DEFINITIONS

(a) “tender” means a written offer in the form determined by an organ of state in

response to an invitation to provide goods or services through price quotations,

competitive tendering process or any other method envisaged in legislation;

(b) “price” means an amount of money tendered for goods or services, and

includes all applicable taxes less all unconditional discounts;

(c) “rand value” means the total estimated value of a contract in Rand, calculated at the

time of bid invitation, and includes all applicable taxes;

(d) “tender for income-generating contracts” means a written offer in the form

determined by an organ of state in response to an invitation for the origination of

income-generating contracts through any method envisaged in legislation that will

result in a legal agreement between the organ of state and a third party that produces

revenue for the organ of state, and includes, but is not limited to, leasing and disposal

of assets and concession contracts, excluding direct sales and disposal of assets

through public auctions; and

(e) “the Act” means the Preferential Procurement Policy Framework Act, 2000 (Act No.

).

FORMULA FOR PROCUREMENT OF SERVICES

3.1. POINTS AWARDED FOR PRICE

3.1.1 THE 80/20 PREFERENCE POINT SYSTEMS

A maximum of 80 points is allocated for price on the following basis:

80/20

Pt−Pmin

Ps= 80(1− )

Pmin

Where

Ps = Points scored for price of tender under consideration

Pt = Price of tender under consideration

Pmin = Price of lowest acceptable tender

POINTS AWARDED FOR SPECIFIC GOALS

4.1. In terms of Regulation 4(2); 5(2); 6(2) and 7(2) of the Preferential

Procurement Regulations, preference points must be awarded for specific

goals stated in the tender.

4.2. For the purposes of this tender the tenderer will be allocated points based on

the goals stated in table 1 below as may be supported by proof/

documentation stated in the conditions of this tender:

Table 1: Specific goals for the tender and points claimed are indicated per the table

below.

Note to tenderers: The tenderer must indicate how they claim points for each

preference point system.)

Number of points Number of points

claimed (80/20 allocated

The specific goals allocated points in system)

(80/20 system)terms of this tender (To be completed by

(To be completed by the the tenderer)

organ of state)

HDI Points:

Business owned more than 50% 5

black person

Gender = Female 5

Youth 2

Disability 3

Specific goals: Promotion of business

located within Amajuba District 5

Municipality

TOTAL POINTS CLAIMED 20

DECLARATION WITH REGARD TO COMPANY/FIRM

4.3. Name of company/firm...............................................................................

4.4. Company registration number: .....................................................................

4.5. TYPE OF COMPANY/ FIRM

 Partnership/Joint Venture / Consortium

 One-person business/sole propriety

 Close corporation

 Public Company

 Personal Liability Company

 (Pty) Limited

 Non-Profit Company

 State Owned Company

[TICK APPLICABLE BOX]

4.6. I, the undersigned, who is duly authorised to do so on behalf of the company/firm,

certify that the points claimed, based on the specific goals as advised in the tender,

qualifies the company/ firm for the preference(s) shown and I acknowledge that:

The information furnished is true and correct;

ii) The preference points claimed are in accordance with the General Conditions as

indicated in paragraph 1 of this form;

iii) In the event of a contract being awarded as a result of points claimed as shown

in paragraphs 1.4 and 4.2, the contractor may be required to furnish documentary

proof to the satisfaction of the organ of state that the claims are correct;

iv) If the specific goals have been claimed or obtained on a fraudulent basis or any

of the conditions of contract have not been fulfilled, the organ of state may, in

addition to any other remedy it may have –

(a) disqualify the person from the tendering process;

(b) recover costs, losses or damages it has incurred or suffered as a

result of that person’s conduct;

(c) cancel the contract and claim any damages which it has suffered

as a result of having to make less favourable arrangements due

to such cancellation;

(d) recommend that the tenderer or contractor, its shareholders and

directors, or only the shareholders and directors who acted on a

fraudulent basis, be restricted from obtaining business from any

organ of state for a period not exceeding 10 years, after the audi

alteram partem (hear the other side) rule has been applied; and

(e) forward the matter for criminal prosecution, if deemed necessary.

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

SIGNATURE(S) OF TENDERER(S)

SURNAME AND NAME: ................................................................

DATE: ...............................................................

ADDRESS: ...............................................................

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

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

MBD 8

DECLARATION OF BIDDER’S PAST SUPPLY CHAIN MANAGEMENT

PRACTICES

1 This Municipal Bidding Document must form part of all bids invited.

2 It serves as a declaration to be used by municipalities and municipal entities

in ensuring that when goods and services are being procured, all reasonable

steps are taken to combat the abuse of the supply chain management system.

3 The bid of any bidder may be rejected if that bidder, or any of its directors

have:

abused the municipality’s / municipal entity’s supply chain management

system or committed any improper conduct in relation to such system;

been convicted for fraud or corruption during the past five years;

willfully neglected, reneged on or failed to comply with any government,

municipal or other public sector contract during the past five years; or

been listed in the Register for Tender Defaulters in terms of section 29

of the Prevention and Combating of Corrupt Activities Act (No ).

4 In order to give effect to the above, the following questionnaire must be

completed and submitted with the bid.

Item Question Yes No

4.1 Is the bidder or any of its directors listed on the National Yes No

Treasury’s database as a company or person prohibited from

doing business with the public sector?

(Companies or persons who are listed on this database were

informed in writing of this restriction by the National Treasury after

the audi alteram partem rule was applied).

4.1.1 If so, furnish particulars:

4.2 Is the bidder or any of its directors listed on the Register for Tender Yes No

Defaulters in terms of section 29 of the Prevention and Combating of

Corrupt Activities Act (No )?

(To access this Register enter the National Treasury’s website,

www.treasury.gov.za, click on the icon “Register for Tender

Defaulters” or submit your written request for a hard copy of the

Register to facsimile number (012) 3265445).

4.2.1 If so, furnish particulars:

4.3 Was the bidder or any of its directors convicted by a court of law Yes No

(including a court of law outside the Republic of South Africa) for

fraud or corruption during the past five years?

4.3.1 If so, furnish particulars:

Item Question Yes No

4.4 Does the bidder or any of its directors owe any municipal rates and Yes No

taxes or municipal charges to the municipality / municipal entity, or to

any other municipality / municipal entity, that is in arrears for more than

three months?

4.4.1 If so, furnish particulars:

4.5 Was any contract between the bidder and the municipality / Yes No

municipal entity or any other organ of state terminated during the

past five years on account of failure to perform on or comply with

the contract?

4.7.1 If so, furnish particulars:

CERTIFICATION

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

CERTIFY THAT THE INFORMATION FURNISHED ON THIS

DECLARATION FORM TRUE AND CORRECT.

I ACCEPT THAT, IN ADDITION TO CANCELLATION OF A CONTRACT, ACTION

MAY BE TAKEN AGAINST ME SHOULD THIS DECLARATION PROVE TO BE

FALSE.

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

Signature Date

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

Position Name of Bidder

MBD 9

CERTIFICATE OF INDEPENDENT BID DETERMINATION

1 This Municipal Bidding Document (MBD) must form part of all bids1 invited.

2 Section 4 (1) (b) (iii) of the Competition Act No. , as amended, prohibits an

agreement between, or concerted practice by, firms, or a decision by an association

of firms, if it is between parties in a horizontal relationship and if it involves collusive

bidding (or bid rigging).2 Collusive bidding is a pe se prohibition meaning that it

cannot be justified under any grounds.

3 Municipal Supply Regulation 38 (1) prescribes that a supply chain management

policy must provide measures for the combating of abuse of the supply chain

management system, and must enable the accounting officer, among others, to:

take all reasonable steps to prevent such abuse;

reject the bid of any bidder if that bidder or any of its directors has abused the

supply chain management system of the municipality or municipal entity or has

committed any improper conduct in relation to such system; and

cancel a contract awarded to a person if the person committed any corrupt or

fraudulent act during the bidding process or the execution of the contract.

4 This MBD serves as a certificate of declaration that would be used by institutions to

ensure that, when bids are considered, reasonable steps are taken to prevent any

form of bid-rigging.

5 In order to give effect to the above, the attached Certificate of Bid Determination

(MBD9) must be completed and submitted with the bid:

1 Includes price quotations, advertised competitive bids, limited bids and proposals.

2 Bid rigging (or collusive bidding) occurs when businesses, that would otherwise be expected to compete, secretly conspire to raise

prices or lower the quality of goods and / or services for purchasers who wish to acquire goods and / or services through a bidding

process. Bid rigging is, therefore, an agreement between competitors not to compete.

MBD 9

CERTIFICATE OF INDEPENDENT BID DETERMINATION

I, the undersigned, in submitting the accompanying bid:

T2026/02: DEVELOPMENT OF ROAD ASSET MANAGEMENT SYSTEM AND

PROFESSIONAL SUPPORT FOR A PERIOD OF 3 YEARS

(Bid Number and Description)

in response to the invitation for the bid made by:

AMAJUBA DISTRICT MUNICIPALITY

do hereby make the following statements that I certify to be true and complete in every

respect:

I certify, on behalf of: -------------------------------------------------------------------------that:

(Name of Bidder)

I have read and I understand the contents of this Certificate;

I understand that the accompanying bid will be disqualified if this Certificate is found

not to be true and complete in every respect;

I am authorized by the bidder to sign this Certificate, and to submit the

accompanying bid, on behalf of the bidder;

Each person whose signature appears on the accompanying bid has been

authorized by the bidder to determine the terms of, and to sign, the bid, on behalf of the

bidder;

For the purposes of this Certificate and the accompanying bid, I understand that the

word “competitor” shall include any individual or organization, other than the bidder,

whether or not affiliated with the bidder, who:

(a) has been requested to submit a bid in response to this bid invitation;

(b) could potentially submit a bid in response to this bid invitation, based on

their qualifications, abilities or experience; and

(c) provides the same goods and services as the bidder and/or is in the same

line of business as the bidder

MBD 9

The bidder has arrived at the accompanying bid independently from, and without

consultation, communication, agreement or arrangement with any competitor. However

communication between partners in a joint venture or consortium3 will not be construed as

collusive bidding.

In particular, without limiting the generality of paragraphs 6 above, there has been

no consultation, communication, agreement or arrangement with any competitor

regarding:

(a) prices;

(b) geographical area where product or service will be rendered (market

allocation)

(c) methods, factors or formulas used to calculate prices;

(d) the intention or decision to submit or not to submit, a bid;

(e) the submission of a bid which does not meet the specifications and

conditions of the bid; or

(f) bidding with the intention not to win the bid.

In addition, there have been no consultations, communications, agreements or

arrangements with any competitor regarding the quality, quantity, specifications and

conditions or delivery particulars of the products or services to which this bid

invitation relates.

The terms of the accompanying bid have not been, and will not be, disclosed by the

bidder, directly or indirectly, to any competitor, prior to the date and time of the official

bid opening or of the awarding of the contract.

3 Joint venture or Consortium means an association of persons for the purpose of combining their expertise, property, capital,

efforts, skill and knowledge in an activity for the execution of a contract.