Supply and installation of disaster management centre communication system with two-way radio hardware

Supply and installation of a Disaster Management Centre Communication System. The system must be a web and mobile-ready platform for real-time command and control, incident reporting, resource deployment, communication, and post-incident analysis, designed to operate in connectivity-challenged environments.

• Closing date: Thursday, 25 June 2026.
• Closing time: 12h00 noon.
• No other dates (e.g., briefings, site visits) are specified in the document.

• Technical enquiries: Contact Neliswa Shabalala. Email: [email protected].
• Supply Chain Management (SCM) enquiries: Contact Sabelo Zulu. Phone: 034 329 7200. Email: [email protected].
• Submission address: Tender box at reception, Amajuba District Municipality, B9356 Amajuba Road, Section 1, Madadeni, 2951.

• Submit sealed bid envelopes clearly marked with 'Quotation No. Q2026/03: DISASTER MANAGEMENT CENTRE COMMUNICATION SYSTEM'.
• Deposit in the tender box at the reception of Amajuba District Municipality, B9356 Amajuba Road, Section 1, Madadeni, 2951.
• Closing date and time: 25 June 2026 at 12h00 noon. Late submissions will not be considered.
• Use official bid forms provided; do not retype.
• Include all required returnable documents:
• Certified ID copies of all directors/members.
• Bank details with original cancelled cheque or bank letter.
• Completed Municipal Bid Documents (MBDs).
• Copy of Central Supplier Database (CSD) registration.
• Company registration documents.
• Joint Venture agreements if applicable.
• Municipal account or lease agreement for directors, not in arrears >90 days, or alternative proof of residence.
• Proof of residence certified by traditional council and ward councillor if in rural area.
• Printed SARS Tax Pin.
• Tax compliance: Submit Tax Clearance Status (TCS) PIN or CSD number.
• Foreign suppliers must complete a pre-award questionnaire.
• Declarations required: MBD 4 (Declaration of Interest), MBD 8 (Past Supply Chain Practices), MBD 9 (Certificate of Independent Bid Determination).
• Bids from persons in the service of the state will not be accepted.

1. Must be registered on Central Supplier Database; 2. Must possess Frequency Spectrum License/Radio Station License/Radio Dealer Certificate; 3. Must be registered and authorized by ICASA under Section 22 of Radio Frequency Spectrum Regulations; 4. Must submit original tax clearance or income tax reference number, security pin and TCC number; 5. Must comply with all returnable document requirements including certified IDs, bank details, company registration, municipal accounts, and completed MBD forms.

• Scope: Supply and installation of a Disaster Management Centre Communication System.
• System must be a web and mobile-ready platform for real-time command and control, incident reporting, resource deployment, and post-incident analysis. Must operate in connectivity-challenged environments.
• 2-Way Radio System Hardware:
• Install in 3 Disaster Management Vehicles and 3 Centres (Amajuba, Emadlangeni, Dannhauser).
• Hire at least 2 repeater channels.
• Repeaters required in: Volksrust, Vryheid, Utrecht, Newcastle, Paulpietersberg.
• Existing channels required in: Amersfort, Bothaspass, Dundee, Groenvlei, Ingogo, Memel, Emerlo, Newcastle, Glencoe, Normandien, Piet Retief, Utrecht, Volksrust, Vyheid, Wakkerstroom, Vrede.
• Centre installations must be solar-powered with:
• 455W Super Power Mono Solar Panel.
• 12V lithium-ion PO4 battery, 12.8V 100 Amplifier.
• 1x Desktop Microphone, 2x Desktop Headphones, 1x Mobile Radio.
• Vehicle installations: Fit with DV-2066 Mobile Radios (66-88 MHz) and DV4050 Mobile DV2 Series 66MHz Mobile Antennas.
• Inspection and testing: The purchaser may inspect premises and test goods; costs borne by supplier if non-compliant.

• Variation orders: Changes up to 15% of contract value may be instructed without price escalation; for measurable quantities, unit price reductions may be requested.

• Bidders must have ICASA licenses and authorization to buy, sell, hire, or repair radio apparatus.
• No other specific experience or key personnel qualifications stated.

• Pre-bidding testing is at bidder's cost.
• Purchaser may inspect bidder's premises and test goods at any reasonable time.
• If inspections/tests show compliance, purchaser bears cost; if non-compliance, supplier bears cost.
• Non-compliant goods may be rejected and replaced at supplier's cost.

• No detailed pricing schedule or bill of quantities provided.
• Financial checks: Directors/company must not have municipal arrears >90 days; provide proof of address and tax compliance.

• Submit bank details with original cancelled cheque or bank letter.
• Directors/company must not owe municipal rates/taxes for more than 90 days; provide current municipal account or lease agreement.
• If operating from residence, provide certified affidavit from SAPS.
• In rural areas, provide proof of residence certified by traditional council leader and ward councillor.
• No specific pricing format, bonds, or payment terms detailed beyond general conditions.

• Mandatory: Must possess all of: Frequency Spectrum License, Radio Station License, Radio Dealer Certificate.
• Must be registered and authorized by ICASA under Section 22 of the Radio Frequency Spectrum Regulations (Electronic Communications Act, 2005).
• Must be registered on the Central Supplier Database (CSD).
• Tax compliance: Submit TCS PIN or CSD number.
• B-BBEE/Preference points: Specific goals include black ownership (50%+), youth, female, and local enterprise promotion in Amajuba District.
• Declarations required: MBD 4 (no state employment conflicts), MBD 8 (clean supply chain history), MBD 9 (independent bid determination).
• Foreign suppliers must complete a pre-award questionnaire.

• General Conditions of Contract (GCC) apply.
• Performance security may be required within 30 days of award, as a bank guarantee or certified cheque.
• Warranty: Goods must be new, unused, with latest models; warranty valid for 12 months after delivery or 18 months after shipment.
• Payment: Terms to be specified; payments within 30 days of invoice.
• Prices are fixed unless adjusted per contract.
• Variation orders allowed up to 15% of original contract value.
• No assignment without purchaser consent.
• Subcontracts must be notified.
• Delays may incur penalties based on prime interest rate.
• Termination for default, corruption, or insolvency.
• Force majeure provisions apply.
• Disputes resolved first by mutual consultation, then mediation, then South African courts.