Three-year vehicle tracking services for umeda fleet (4 vehicles)

• The uMgungundlovu Economic Development Agency (UMEDA) seeks reputable and qualified service providers for the provision of vehicle tracking services for four UMEDA vehicles over a three-year period.

• Closing Date: 30 July 2026 at 12h00.
• Site Briefing Meeting: 15 July 2026 at UMEDA Showgrounds.
• Written queries must be submitted at least two weeks before the closing date for a timely response.

• Site Briefing Meeting: 15 July 2026 at UMEDA Showgrounds.
• Attendance is not compulsory but recommended for clarity on scope and requirements.

• SCM/Technical Queries: Mr. Mpumelelo Hadebe, Email: [email protected], Phone: (033) 342 3396.
• Bidding Procedure Enquiries: Ms. Lethiwe Zondi, Email: [email protected], Phone: (033) 342 3396.
• Submission Address: uMgungundlovu Economic Development Agency Offices, UMEDA House, UMEDA Show Grounds, 1 Howick Road, Wembley, Pietermaritzburg.

• Submit bids in a sealed envelope, clearly marked with the Tender Number (07/2026) and Tender Description, to the tender box at: uMgungundlovu Economic Development Agency Offices, UMEDA House, UMEDA Show Grounds, 1 Howick Road, Wembley, Pietermaritzburg. Late, faxed, or emailed bids will not be accepted.
• Bids must be delivered by 12h00 on 30 July 2026.
• Use official forms provided; do not re-type.
• Bids must be valid for 90 days from the closing date.
• Required returnable documents: Invitation to Bid (MBD 1), Declaration of Interest (MBD 4), Declaration of Bidder’s Past Supply Chain Management Practices (MBD 8), Certificate of Independent Bid Determination (MBD 9), Proof of Good Standing with Municipal Accounts, Authority for Signatory, and Joint Venture Agreement (if applicable). All copies of qualifications must be certified; copies of certified copies will not be accepted.
• Failure to submit any mandatory document will result in disqualification.
• Within two weeks of receiving the signed agreement, the successful bidder must provide bonds, guarantees, proof of insurance, and other required documentation.

• Scope: Provision of vehicle tracking services for four UMEDA vehicles over a three-year period.
• Required Deliverables:
• Software features for tracking, reporting, and recovery services.
• Mobile application and web portal for real-time monitoring.
• Installation methodology and timelines.
• Training and support for end-users.
• Bidders must demonstrate experience in vehicle tracking services with signed reference letters from clients for similar work completed in the last five years.

• Bidders must submit a detailed Implementation Plan and Project Methodology, including:
• Installation methodology.
• Timelines for delivery and setup.
• Training and support plans for end-users.

• Bidders must have specific experience in vehicle tracking services.
• Submit reference letters (on organization’s letterhead) with details: contact person, nature of service, contract amount, commencement date, telephone, fax, and email.
• Reference letters must confirm satisfactory performance for similar work completed in the last five years.
• Appointment letters or purchase orders are not accepted in lieu of reference letters.

• Pricing must be submitted in the official Pricing Schedule, including:
• Installation cost per vehicle.
• Monthly subscription per vehicle.
• Replacement unit cost.
• Optional accessories.
• Total price for 36 months per vehicle.
• Pricing must be inclusive of VAT.
• Amount in words governs in case of discrepancy between words and figures.

• Pricing must be submitted in the official Pricing Schedule, including:
• Installation cost per vehicle.
• Monthly subscription per vehicle.
• Replacement unit cost.
• Optional accessories.
• Total price for 36 months per vehicle.
• Payment terms and guarantees: Successful bidder must provide bonds, guarantees, proof of insurance, and other documentation within two weeks of contract award.
• Tenders must remain valid for 90 days from the closing date.

• Mandatory Documents:
• Company registration certificate (CK) with certified ID copies of directors.
• Valid Tax Compliance Status (TCS) PIN or CSD registration number. Foreign suppliers must complete the pre-award questionnaire.
• VAT Registration Certificate (if applicable).
• Proof of good standing with municipal accounts (not in arrears for >90 days; 30 days if tender price exceeds R10 million).
• Central Supplier Database (CSD) registration.
• B-BBEE Status Level Verification Certificate or sworn affidavit (for EMEs & QSEs).
• Audited annual financial statements for the last three years.
• Proof of professional indemnity insurance (where applicable).
• Declaration of Interest (MBD 4), Declaration of Past SCM Practices (MBD 8), and Certificate of Independent Bid Determination (MBD 9).
• Joint Venture Agreement (if applicable).
• Exclusions: No bids accepted from persons in the service of the state or listed on the Register of Tender Defaulters.
• Additional: Bidders must not have abused SCM systems, failed to perform on previous contracts, or been involved in litigation with the state in the past five years.

• B-BBEE Status Level Verification Certificate or sworn affidavit (for EMEs & QSEs) must be submitted to qualify for preference points.
• Specific Goals for B-BBEE:
• Race: 10 points for 100% Black Owned (HDP), 5 points for <50% Black Owned (HDP). Proof: CSD/CIPC certificate or certified ID copy.
• Locality: 10 points for office in uMgungundlovu District, 5 points for KwaZulu-Natal (outside uMgungundlovu), 3 points for outside KwaZulu-Natal. Proof: Municipal account or letter from councillor.

I, the undersigned (name) ,

certify that the information furnished in paragraph 3 is correct.

4. A valid Tax Compliance Status Pin Sheet;

• Contract terms include the General Conditions of Contract 2010 and any Special Conditions of Contract.
• Successful bidder must sign a written contract form (MBD 7).
• Contract duration: Three years.
• Failure to provide required bonds, guarantees, or documentation within two weeks of contract award constitutes a repudiation of the agreement.
• Contract becomes binding unless the tenderer objects in writing within five days of receipt.

• UMEDA’s procurement policy applies.
• UMEDA reserves the right to accept the lowest tender, any tender, or part of a tender.
• Tenders must remain valid for 90 days from the closing date.
• Contract comes into effect upon receipt of the signed agreement unless the tenderer objects in writing within five days.

• Bid Submission:
• Bids must be delivered on time to the correct address. Late bids are not accepted.
• Use official forms provided; do not re-type.
• Subject to Preferential Procurement Policy Framework Act and Regulations 2022, GCC, and Special Conditions of Contract.
• Tax Compliance:
• Submit TCS PIN or CSD number. Foreign suppliers must complete the pre-award questionnaire.
• Each party in a consortium/joint venture must submit separate TCS/PIN/CSD.
• Foreign Suppliers:
• Must declare residency, branch, permanent establishment, income source, and tax liability in South Africa.
• If no South African presence, no TCS PIN is required.
• Eligibility:
• No bids from persons in the service of the state.
• Bidders with kinship to state employees must declare their relationship.
• Failure to provide required particulars may render the bid invalid.

• Evaluation uses the 80/20 Preference Points System: 80 points for price and 20 points for Specific Goals (Race and Locality).
• Price scoring formula: Ps = 80
• (1 - (Pt - Pmin) / Pmin), where Ps = points scored, Pt = tender price, Pmin = lowest acceptable tender price.
• Specific Goals:
• Race: 10 points for 100% Black Owned (HDP), 5 points for <50% Black Owned (HDP).
• Locality: 10 points for office in uMgungundlovu District, 5 points for KwaZulu-Natal (outside uMgungundlovu), 3 points for outside KwaZulu-Natal.
• Bidders scoring below 70 points for functionality are disqualified.