Support & maintenance of icc – eastern cape government tender (3-Year contract)

{"closingDate":"09 JULY 2026","closingTime":"12:00"}

{"name":"Mr. S. Mpahla","email":"[email protected]","phone":"042 200 2200","department":"Supply Chain Office CONTACT PERSON Mr. S. Mpahla","address":"ocal Municipality"}

The service provider must submit:

4.1. Company profile and minimum of 5 years’ experience

4.2 At least 3 reference projects /References of similar scale

4.3 CVs and relevant technical certifications of all key technical personnel must be submitted

(Project Manager, Technical Lead and supporting technical engineers).

4.4 Proof of Hikvision / HikCentral training or certification

4.4.1 Hikvision Certified Security Expert: (HCSE) (Technical Lead)

4.4.2 Project Management Certification (any): (Project Manager)

4.5 Networking Certifications (e.g. Cisco, Mikrotik) – for personnel responsible for network

infrastructure supporting the ICC and SOC environments.

4.6 SAIDSA Accreditation – All installations must comply with SAIDSA standards, and a

Certificate of Compliance (COC) must be issued via SAIDSA for applicable security

installations. The evaluation team will verify all bidders Memberships on the SAIDSA.

4.7 PSIRA Act Certification (in the name of the Bidding entity)

5 pricing schedule template

Bidders must provide a detailed cost breakdown including:

Commercial Structure & Pricing Requirement

All costs associated with this tender must be structured over a 36-month period.

• Capital Expenditure (CAPEX):

All hardware, equipment, and infrastructure must be treated as a 36-month rental (rent-to-

own model), inclusive of support, maintenance, and insurance.

• Once-Off Costs (Including Labour):

Any once-off costs, including installation, setup, and professional services (e.g. Tier 3

labour), must not be quoted as a single upfront fee.

These costs must be:

o Amortized over the 36-month contract period, and

o Included either within the monthly rental fee or clearly itemized as a monthly line

item

• Objective:

To ensure a fully bundled, predictable monthly cost model, with no significant upfront

capital outlay.

Kouga Municipality operates an existing Incident Command Centre (ICC) comprising the following

components:

1.1 Video wall: 16 LCD TVs configured for multi-screen situational awareness;

1.2 Operators: Operating a minimum of 2 to 5 per shift;

1.3 Management platform: HikCentral Professional server providing Video Surveillance System

(VSS) and Video Wall functionality;

1.4 Monitoring approximately +/- 300 CCTV cameras deployed across various sites;

1.5 Some cameras are Kouga owned and some are privately owned (e.g. neighborhood watch),

but given to KLM for monitoring;

1.6 Network capacity is in the process of being upgraded and ensure dedicated adequate size and

ensure quality of service;

1.7 Power infrastructure at the ICC is supported by Inverter and solar panels to ensure continuity.

2.1 The bidder must provide support and maintenance of the ICC and ensure availability of SOC

functionality;

2.2 SOC must operate as a LIVE replicated environment of the Incident Command Centre (ICC)

capable of assuming full monitoring operations at any time should the ICC become

unavailable;

2.3 The bidder must provide a SAIDSA‐approved Backup Control Room referred to as a Security

Offsite Centre (SOC);

2.4 The bidder must ensure Redundant fiber connectivity between the ICC and SOC must be

implemented and quoted in accordance with Kouga Municipality network redundancy

standards;

2.5 The bidder will assist/guide/advise the municipality to upgrade the operating standards

(processes and infrastructure) of the ICC;

2.6 The SOC shall also be responsible for managing all AI alarms and triggers and provide daily

reporting of all AI triggers.

2.7 Migrating the current ICC services to the new HikCentral server with bigger capacity and

supplying a redundant HikCentral server incl all licensing of the same specs for the SOC;

2.8 Preventive and corrective maintenance for HikCentral server (OS, database, application

services), Video Wall layouts, decoders/controllers, and the 16 TV video wall (including

mounts and cabling) for both ICC and SOC;

2.9 Expand the viewing capabilities of the ICC (Video Wall layout) and a minimum of 9 x 46” LED

Video Wall screens at the SOC dedicated to the ICC for redundant purposes;

2.10 Pulling images from the cameras to project on the Video Wall using HikCentral platform;

2.11 Software and firmware lifecycle management: HikCentral upgrades/patches;

decoder/controller firmware updates; for both ICC and SOC;

2.12 The bidder shall provide an enterprise‐grade infrastructure health monitoring platform (e.g.

SolarWinds) capable of monitoring temperature, SNMP alerting, routers, switches, PCs,

servers, backup servers, VPN integrity, fiber connectivity, wireless infrastructure, LAN

infrastructure, inverters and access control systems. Daily reports to be given relating to all

the infrastructure including temperatures, Voltages, battery status, VPN integrity and

communication between all the CCTV cameras.

2.7 The system architecture must retain a minimum of six (6) months of live CCTV footage. All

recordings must be stored at both the ICC and the Backup SOC. Both environments must

mirror each other through synchronized storage replication ensuring continuous evidence

availability from either facility.

2.8 The Backup SOC must be fully operational and function as a redundant extension of the ICC

designed using high‐availability and disaster‐recovery architecture enabling seamless

operational failover of monitoring and command functions. The SOC must also handle and

drive all AI operations.

2.9 Operator and administrator training must be conducted at Both the ICC and the Backup SOC

to ensure operational readiness across both control room environments.

2.10 Provision of priority reports from go-live for the complete project at both the ICC and SOC

for the period of the contract (to be determined on project kickoff);

6. Audited financial Statements for the last 3 financial years (if applicable)

7. Project Implementation Plan to Be Submitted (if applicable)

3.1 Noncompliance on one of the following requirements of the technical specification will disqualify the bidder: 3.2 Technical Specification Req Requirement description Comply Comment # No Yes 1 Consolidate all CCTV views at the ICC on to the new HikCentral-P-Ver-HW1D. 2 Ensure System availability target (up to 99.9%), this KPI is excluding failure of hosting environment / infrastructure and refers to contracting hours (7-7). 3 REAL-TIME redundant synchronization between the ICC and the Backup SOC ensuring continuous replication and instant failover capability. 4 Continuous CCTV stream availability and monitoring support must apply to BOTH the ICC and the Backup SOC ensuring synchronized camera feeds and operational redundancy. 5 Availability of support from 7am to 7pm 5 days a week Monday till Friday. 6 Availability of support as after-hours support complying to service standards Req #2, Req #20. 7 Demonstrated experience with HikCentral-P-Ver- HW1D (current supported version) and Video Wall configuration specified on the reference letter (5 years and 3 letters). 8 Capability to support existing hardware: 300+ TVs forming the video wall, HikCentral server, decoders/controllers, and operator monitors. 9 Provide remote monitoring capability for proactive alerts and automated health checks. 10 Provide secure API integration for authorized blacklist or watchlist verification 11 Provide Continuous support and linking of CCTV views, ANPR detection events, snapshots, and clips to the HikCentral server as part of AI scope 12 Compliance with municipal ICT governance, cybersecurity standards, and physical security policies, align with vendor guidance for HikCentral Professional, ANPR data handling, API integrations, and watchlists 13 Documented change control, patch management, and rollback procedures. 14 Preventive maintenance: quarterly (firmware/software checks, panel calibration, decoder diagnostics, health review). 15 Availability of local technical support resources Kouga/PE with location evidence. 16 Firmware/Software updates: within 30 days of vendor release, subject to change control 17 Perform Backup validation: monthly; evidence retrieval from offsite storage within 4 hours of request 18 Reports must also include temperature spikes, VPN integrity monitoring, network stability metrics and failover verification logs across ICC and SOC infrastructure. 19 Provide audit trails and access logs for all camera access and blacklist queries. 20 Service provider will ensure compliance with the following services standards as part of Managed Service: 1 Critical fault / incidents (system down): restoration within 1 hour 2 Major fault / incidents: restoration within 4 hours 3 Minor fault/ incidents: restoration within 24 hours 4 Daily 12 hours managed service availability 7am till 7pm support hotline 5 Remote diagnostic capabilities 6 Minimum 3-year maintenance agreement 7 Software updates and patches included 21 Provide reporting on the following monitoring capabilities

Real-time device status dashboard

Automated failure detection and alerting

Predictive maintenance algorithms

Camera tampering detection

Storage system health checks

Continuous Functional / business reporting based on Hik capabilities (details to be decided during operationalization of the project) 22 Provide Maintenance Management as follows

Automated ticket generation for failures

Scheduled maintenance windows

Service level agreement (SLA) monitoring 23 Provide for the following training

Administrator training (40 hours)

Operator training (80 hours)

Maintenance training (40 hours)

Train-the-trainer program

Simulation-based training environment

Annual refresher training (when necessary) 24 Compliance must also include SAIDSA and PSIRA regulatory requirements where applicable. 25 Full migration from old server to new HikCentral Server with all functionalities (in scope requirements) must take maximum of 2 months 26 Incident evidence must additionally be archived to offsite storage and retained for a minimum of five (5) years. 27 The system architecture must retain a minimum of six (6) months of live CCTV footage. All recordings must be stored at both the ICC and the Backup SOC. 28 All Bidders are required to attend the site visit at a date to be announced during tender briefing session 29 Letter of Good Standing – The bidder must provide a valid Letter of Good Standing confirming compliance with applicable regulatory bodies and statutory requirements.

B-BBEE Details: Refer to new legislation, circulars, and codes regarding B-BBEE.

12. Correspondence

An active email address must be provided. All correspondence and request for information

with bidder will be sent to this email address as provided. If not submitted within the

specified timeframe of the request for information, the bid may be declared non-responsive.

13. Contract period

For a period of 3 years after the date of appointment.

Signed Date Name (block letters) Capacity in firm

Kouga local municipality

Notice NO: 135/2026

Provision of support & maintenance services for the incident

Command centre (icc) for a period of three (3) years

3.1 Unless otherwise indicated in the bidding documents, the purchaser shall not be liable for any

expense incurred in the preparation and submission of a bid. Where applicable a non-refundable

fee for documents may be charged.

3.2 With certain exceptions, invitations to bid are only published in the Government Tender

10.1 Delivery of the goods shall be made by the supplier in accordance with the terms specified in

the contract. The details of shipping and/or other documents to be furnished by the supplier are

specified in SCC.

10.2 Documents to be submitted by the supplier are specified in SCC.

6. Annual refresher training (when necessary)

16. Payment

17. Prices

18. Contract amendments

19. Assignment

20. Subcontracts

21. Delays in the suppliers performance

22. Penalties

23. Force Majeure

24. Termination for insolvency

25. Settlement of disputes

26. Limitation of liability

27. Governing language

28. Applicable law

29. Taxes and duties

30. Prohibition of restrictive practices

31. Restriction of Suppliers

General Conditions of Contract

1. Definitions

1. The following terms shall be interpreted as indicated:

1.1 ‘’Award’’ shall mean the acceptance of a bid or proposal.

1.2 “Collusion” means any agreement, arrangement, understanding, or coordinated conduct,

whether formal or informal, between two or more parties, including suppliers, officials, or third

parties, which is intended to improperly influence procurement outcomes, pricing, competition, or

decision-making processes, or to deceive or prejudice the Municipality.

1.3 “Closing time” means the date and hour specified in the bidding documents for the receipt of

bids.

1.4 “Contract” means the written agreement entered into between the purchaser and the supplier,

as recorded in the contract form signed by the parties, including all attachments and appendices

thereto and all documents incorporated by reference therein.

1.5 ‘’Contract period’’ shall mean the duration of the contract as set out in the contract.

1.6 “Contract price” means the price payable to the supplier under the contract for the full and

proper performance of his contractual obligations.

1.7 “Corrupt Practice” means the offering, giving, receiving, or soliciting of anything of value to

influence the action of a public official in the procurement process or in contract execution.

1.8 "Countervailing duties" are imposed in cases where an enterprise abroad is subsidized by its

government and encouraged to market its products internationally.

1.9 “Country of Origin” means the place where the goods were mined, grown or produced or from

which the services are supplied. Goods are produced when, through manufacturing, processing or

substantial and major assembly of components, a commercially recognized new product results

that is substantially different in basic characteristics or in purpose or utility from its components.

1.10 “Days” means calendar day.

1.11 “Delivery” means delivery in compliance of the conditions of the contract or order.

1.12 “Delivery ex stock” means immediate delivery directly from stock actually on hand.

1.13 “Delivery into consignees store or to his site” means delivered an unloaded in the specified

store or depot or on the specified site in compliance with the conditions of the contract or order, the

supplier bearing all risks and charges involved until the supplies are so delivered and a valid

receipt is obtained.

1.14 “Force majeure” means an event beyond the control of the supplier and not involving the

supplier’s fault or negligence and not foreseeable. Such events may include, but is not restricted

to, acts of the purchaser in its sovereign capacity, wars or revolutions, fires, floods, epidemics,

quarantine restrictions and freight embargoes.

1.15 “Fraudulent practice” means a misrepresentation of facts in order to influence a procurement

process or the execution of a contract to the detriment of any bidder and includes collusive

practice among bidders (prior to or after bid submission) designed to establish bid prices at

artificial non-competitive levels and to deprive the bidder of the benefits of free and open

competition.

1.16 “GCC” means the General Conditions of Contract.

1.17 “Goods” means all of the equipment, machinery, and/or other materials that the supplier is

required to supply to the purchaser under the contract.

1.18 “Order” means an official written order issued for the supply of goods or works or the

rendering of a service.

1.19 “Project site” where applicable, means the place indicated in bidding documents.

1.20 “Purchaser” means the organization purchasing the goods.

1.21 “Republic” means the Republic of South Africa.

1.22 ‘’Blacklisting/restricting’’ shall mean the act of disqualifying a person or an entity from

participating in the procurement process of Kouga Local Municipality.

1.23 “SCC” means the Special Conditions of Contract.

1.24 “Services” means those functional services ancillary to the supply of the goods, such as

transportation and any other incidental services, such as installation, commissioning, provision of

technical assistance, training, catering, gardening, security, maintenance and other such

obligations of the supplier covered under the contract.

1.25 “Written” or “in writing” means handwritten in ink or any form of electronic or mechanical

writing.

2. Application

2.1 These general conditions are applicable to all bids, contracts and orders including bids for

functional and professional services, sales, hiring, letting and the granting or acquiring of rights,

but excluding immovable property, unless otherwise indicated in the bidding documents.

2.2 Where applicable, special conditions of contract are also laid down to cover specific supplies,

services or works.

2.3 Where such special conditions of contract are in conflict with these general conditions, the

special conditions shall apply.

3. General

3.1 Unless otherwise indicated in the bidding documents, the purchaser shall not be liable for any

expense incurred in the preparation and submission of a bid. Where applicable a non-refundable

fee for documents may be charged.

3.2 With certain exceptions, invitations to bid are only published in the Government Tender

Bulletin. The Government Tender Bulletin may be obtained directly from the Government Printer,

Private Bag X85, Pretoria 0001, or accessed electronically from www.treasury.gov.za.

4. Standards

4.1 The goods supplied shall conform to the standards mentioned in the bidding documents and

specifications.

5. Use of contract documents and information; inspection.

5.1 The supplier shall not, without the purchaser’s prior written consent, disclose the contract, or

any provision thereof, or any specification, plan, drawing, pattern, sample, or information furnished

by or on behalf of the purchaser in connection therewith, to any person other than a person

employed by the supplier in the performance of the contract. Disclosure to any such employed

person shall be made in confidence and shall extend only so far as may be necessary for

purposes of such performance.

5.2 The supplier shall not, without the purchaser’s prior written consent, make use of any

document or information mentioned in GCC clause 5.1 except for purposes of performing the

contract.

5.3 Any document, other than the contract itself mentioned in GCC clause 5.1 shall remain the

property of the purchaser and shall be returned (all copies) to the purchaser on completion of the

supplier’s performance under the contract if so, required by the purchaser.

5.4 The supplier shall permit the purchaser to inspect the supplier’s records relating to the

performance of the supplier and to have them audited by auditors appointed by the purchaser, if

so, required by the purchaser.

6. Patent rights

6.1 The supplier shall indemnify the purchaser against all third-party claims of infringement of

patent, trademark, or industrial design rights arising from use of the goods or any part thereof by

the purchaser.

7. Performance security

7.1 Within thirty (30) days of receipt of the notification of contract award, the successful bidder

shall furnish to the purchaser the performance security of the amount specified in SCC.

7.2 The proceeds of the performance security shall be payable to the purchaser as compensation

for any loss resulting from the supplier’s failure to complete his obligations under the contract.

7.3 The performance security shall be denominated in the currency of the contract, or in a freely

convertible currency acceptable to the purchaser and shall be in one of the following forms:

(a) a bank guarantee or an irrevocable letter of credit issued by a reputable bank located in the

purchaser’s country or abroad, acceptable to the purchaser, in the form provided in the bidding

documents or another form acceptable to the purchaser; or

(b) a cashier’s or certified cheque

7.4 The performance security will be discharged by the purchaser and returned to the supplier not

later than thirty (30) days following the date of completion of the supplier’s performance obligations

under the contract, including any warranty obligations, unless otherwise specified in SCC.

8. Inspections, tests and analyses

8.1 All pre-bidding testing will be for the account of the bidder.

8.2 If it is a bid condition that supplies to be produced or services to be rendered should at any

stage during production or execution or on completion be subject to inspection, the premises of the

bidder or contractor shall be open, at all reasonable hours, for inspection by a representative of the

Department or an organization acting on behalf of the Department.

8.3 If there are no inspection requirements indicated in the bidding documents and no mention is

made in the contract, but during the contract period it is decided that inspections shall be carried

out, the purchaser shall itself make the necessary arrangements, including payment arrangements

with the testing authority concerned.

8.4 If the inspections, tests and analyses referred to in clauses 8.2 and 8.3 show the supplies to be

in accordance with the contract requirements, the cost of the inspections, tests and analyses shall

be defrayed by the purchaser.

8.5 Where the supplies or services referred to in clauses 8.2 and 8.3 do not comply with the

contract requirements, irrespective of whether such supplies or services are accepted or not, the

cost in connection with these inspections, tests or analyses shall be defrayed by the supplier.

8.6 Supplies and services which are referred to in clauses 8.2 and 8.3 and which do not comply

with the contract requirements may be rejected.

8.7 Any contract supplies may on or after delivery be inspected, tested or analysed and may be

rejected if found not to comply with the requirements of the contract. Such rejected supplies shall

be held at the cost and risk of the supplier who shall, when called upon, remove them immediately

at his own cost and forthwith substitute them with supplies which do comply with the requirements

of the contract. Failing such removal the rejected supplies shall be returned at the suppliers cost

and risk. Should the supplier fail to provide the substitute supplies forthwith, the purchaser may,

without giving the supplier further opportunity to substitute the rejected supplies, purchase such

supplies as may be necessary at the expense of the supplier.

8.8 The provisions of clauses 8.4 to 8.7 shall not prejudice the right of the purchaser to cancel the

contract on account of a breach of the conditions thereof, or to act in terms of Clause 23 of GCC.

9. Packing

9.1 The supplier shall provide such packing of the goods as is required to prevent their damage or

deterioration during transit to their final destination, as indicated in the contract. The packing shall

be sufficient to withstand, without limitation, rough handling during transit and exposure to extreme

temperatures, salt and precipitation during transit, and open storage. Packing, case size and

weights shall take into consideration, where appropriate, the remoteness of the goods final

destination and the absence of heavy handling facilities at all points in transit.

9.2 The packing, marking, and documentation within and outside the packages shall comply strictly

with such special requirements as shall be expressly provided for in the contract, including

additional requirements, if any, specified in SCC, and in any subsequent instructions ordered by

the purchaser

10. Delivery and documents

10.1 Delivery of the goods shall be made by the supplier in accordance with the terms specified in

the contract. The details of shipping and/or other documents to be furnished by the supplier are

specified in SCC.

10.2 Documents to be submitted by the supplier are specified in SCC.

11. Insurance

11.1 The goods supplied under the contract shall be fully insured in a freely convertible currency

against loss or damage incidental to manufacture or acquisition, transportation, storage and

delivery in the manner specified in the SCC.

12. Transportation

12.1 Should a price other than an all-inclusive delivered price be required, this shall be specified in

the SCC.

13. Incidental services

13.1 The supplier may be required to provide any or all of the following services, including

additional services, if any, specified in SCC:

(a) performance or supervision of on-site assembly and/or commissioning of the supplied goods;

(b) furnishing of tools required for assembly and/or maintenance of the supplied goods;

(c) furnishing of a detailed operations and maintenance manual for each appropriate unit of the

supplied goods;

(d) performance or supervision or maintenance and/or repair of the supplied goods, for a period of

time agreed by the parties, provided that this service shall not relieve the supplier of any warranty

obligations under this contract; and

(e) training of the purchaser¡¦s personnel, at the supplier’s plant and/or on-site, in assembly, startup, operation, maintenance, and/or repair of the supplied goods.

13.2 Prices charged by the supplier for incidental services, if not included in the contract price for

the goods, shall be agreed upon in advance by the parties and shall not exceed the prevailing

rates charged to other parties by the supplier for similar services.

14. Spare parts

14.1 As specified in SCC, the supplier may be required to provide any or all of the following

materials, notifications, and information pertaining to spare parts manufactured or distributed by

the supplier:

(a) such spare parts as the purchaser may elect to purchase from the supplier, provided that this

election shall not relieve the supplier of any warranty obligations under the contract; and

(b) in the event of termination of production of the spare parts:

(i) Advance notification to the purchaser of the pending termination, in sufficient time to permit the

purchaser to procure needed requirements; and

(ii) following such termination, furnishing at no cost to the purchaser, the blueprints, drawings, and

specifications of the spare parts, if requested.

15.1 The supplier warrants that the goods supplied under the contract are new, unused, of the

most recent or current models, and that they incorporate all recent improvements in design and

materials unless provided otherwise in the contract. The supplier further warrants that all goods

supplied under this contract shall have no defect, arising from design, materials, or workmanship

(except when the design and/or material is required by the purchasers specifications) or from any

act or omission of the supplier, that may develop under normal use of the supplied goods in the

conditions prevailing in the country of final destination.

15.2 This warranty shall remain valid for twelve (12) months after the goods, or any portion thereof

as the case may be, have been delivered to and accepted at the final destination indicated in the

contract, or for eighteen (18) months after the date of shipment from the port or place of loading in

the source country, whichever period concludes earlier, unless specified otherwise in SCC.

15.3 The purchaser shall promptly notify the supplier in writing of any claims arising under this

warranty.

15.4 Upon receipt of such notice, the supplier shall, within the period specified in SCC and with all

reasonable speed, repair or replace the defective goods or parts thereof, without costs to the

purchaser.

15.5 If the supplier, having been notified, fails to remedy the defect(s) within the period specified in

SCC, the purchaser may proceed to take such remedial action as may be necessary, at the

supplier’s risk and expense and without prejudice to any other rights which the purchaser may

have against the supplier under the contract.

16. Payment

16.1 The method and conditions of payment to be made to the supplier under this contract shall be

specified in SCC.

16.2 The supplier shall furnish the purchaser with an invoice accompanied by a copy of the

delivery note and upon fulfilment of other obligations stipulated in the contract.

16.3 Payments shall be made promptly by the purchaser, but in no case later than thirty (30) days

after submission of an invoice or claim by the supplier.

16.4 Payment will be made in Rand unless otherwise stipulated in SCC.

17. Prices

17.1 Prices charged by the supplier for goods delivered and services performed under the contract

shall not vary from the prices quoted by the supplier in his bid, with the exception of any price

adjustments authorized in SCC or in the purchasers request for bid validity extension, as the case

may be.

18. Contract amendments

18.1 No variation in or modification of the terms of the contract shall be made except by written

amendment signed by the parties concerned.

19. Assignment

19.1 The supplier shall not assign, in whole or in part, its obligations to perform under the contract,

except with the purchasers prior written consent.

20. Subcontracts

20.1 The supplier shall notify the purchaser in writing of all subcontracts awarded under this

contract if not already specified in the bid. Such notification, in the original bid or later, shall not

relieve the supplier from any liability or obligation under the contract.

20.2 Subcontractors or local SMME’s shall be paid within 7 days after submitting their valid invoice

for works completed to the Contractor unless the bidder provides the payment arrangement within

their structure, however this may not exceed 14 calendar days, notwithstanding payment claims

received by the Municipality.

21. Delays in the supplier’s performance

21.1 Delivery of the goods and performance of services shall be made by the supplier in

accordance with the time schedule prescribed by the purchaser in the contract.

21.2 If at any time during performance of the contract, the supplier or its subcontractor(s) should

encounter conditions impeding timely delivery of the goods and performance of services, the

supplier shall promptly notify the purchaser in writing of the fact of the delay, its likely duration and

its cause(s). As soon as practicable after receipt of the suppliers notice, the purchaser shall

evaluate the situation and may at his discretion extend the suppliers time for performance, with or

without the imposition of penalties, in which case the extension shall be ratified by the parties by

amendment of contract.

21.3 No provision in a contract shall be deemed to prohibit the obtaining of supplies or services

from a national department, provincial department, or a local authority.

21.4 The right is reserved to procure outside of the contract small quantities or to have minor

essential services executed if an emergency arises, the suppliers point of supply is not situated at

or near the place where the supplies are required, or the suppliers services are not readily

available.

21.5 Except as provided under GCC Clause 23, a delay by the supplier in the performance of its

delivery obligations shall render the supplier liable to the imposition of penalties, pursuant to GCC

Clause 22, unless an extension of time is agreed upon pursuant to GCC Clause 21.2 without the

application of penalties.

21.6 Upon any delay beyond the delivery period in the case of a supplies contract, the purchaser

shall, without cancelling the contract, be entitled to purchase supplies of a similar quality and up to

the same quantity in substitution of the goods not supplied in conformity with the contract and to

return any goods delivered later at the suppliers expense and risk, or to cancel the contract and

buy such goods as may be required to complete the contract and without prejudice to his other

rights, be entitled to claim damages from the supplier.

22. Penalties

22.1 Subject to GCC Clause 23, if the supplier fails to deliver any or all of the goods or to perform

the services within the period(s) specified in the contract, the purchaser shall, without prejudice to

its other remedies under the contract, deduct from the contract price, as a penalty, a sum

calculated on the delivered price of the delayed goods or unperformed services using the current

prime interest rate calculated for each day of the delay until actual delivery or performance. The

purchaser may also consider termination of the contract pursuant to GCC Clause 31.

23. Force Majeure

23.1 Notwithstanding the provisions of GCC Clauses 22 and 31, the supplier shall not be liable for

forfeiture of its performance security, damages, or termination for default if and to the extent that

his delay in performance or other failure to perform his obligations under the contract is the result

of an event of force majeure.

23.2 If a force majeure situation arises, the supplier shall promptly notify the purchaser in writing of

such condition and the cause thereof. Unless otherwise directed by the purchaser in writing, the

supplier shall continue to perform its obligations under the contract as far as is reasonably

practical, and shall seek all reasonable alternative means for performance not prevented by the

force majeure event.

24. Termination for insolvency

24.1 The purchaser may at any time terminate the contract by giving written notice to the supplier if

the supplier becomes bankrupt or otherwise insolvent. In this event, termination will be without

compensation to the supplier, provided that such termination will not prejudice or affect any right of

action or remedy which has accrued or will accrue thereafter to the purchaser.

25. Settlement of Disputes

25.1 If any dispute or difference of any kind whatsoever arises between the purchaser and the

supplier in connection with or arising out of the contract, the parties shall make every effort to

resolve amicably such dispute or difference by mutual consultation.

25.2 If, after thirty (30) days, the parties have failed to resolve their dispute or difference by such

mutual consultation, then either the purchaser or the supplier may give notice to the other party of

his intention to commence with mediation. No mediation in respect of this matter may be

commenced unless such notice is given to the other party.

25.3 Should it not be possible to settle a dispute by means of mediation, it may be settled in a

South African court of law.

25.4 Mediation proceedings shall be conducted in accordance with the rules of procedure specified

in the SCC.

25.5 Notwithstanding any reference to mediation and/or court proceedings herein,

(a) the parties shall continue to perform their respective obligations under the contract unless they

otherwise agree; and

(b) the purchaser shall pay the supplier any monies due the supplier.

26. Limitation of liability

26.1 Except in cases of criminal negligence or wilful misconduct, and in the case of infringement

pursuant to Clause 6;

(a) the supplier shall not be liable to the purchaser, whether in contract, tort, or otherwise, for any

indirect or consequential loss or damage, loss of use, loss of production, or loss of profits or

interest costs, provided that this exclusion shall not apply to any obligation of the supplier to pay

penalties and/or damages to the purchaser; and

(b) the aggregate liability of the supplier to the purchaser, whether under the contract, in tort or

otherwise, shall not exceed the total contract price, provided that this limitation shall not apply to

the cost of repairing or replacing defective equipment.

27. Governing language

27.1 The contract shall be written in English. All correspondence and other documents pertaining

to the contract that is exchanged by the parties shall also be written in English.

28. Applicable law

28.1 The contract shall be interpreted in accordance with South African laws, unless otherwise

specified in SCC.

29. Taxes and duties

29.1 A foreign supplier shall be entirely responsible for all taxes, stamp duties, license fees, and

other such levies imposed outside the purchasers country.

29.2 A local supplier shall be entirely responsible for all taxes, duties, license fees, etc., incurred

until delivery of the contracted goods to the purchaser.

29.3 No contract shall be concluded with any bidder whose tax matters are not in order. Prior to

the award of a bid the Department must be in possession of a Valid tax compliance pin certificate,

submitted by the bidder. This certificate must be issued by the South African Revenue Services.

30. Prohibition of Restrictive practices

30.1 In terms of section 4 (1) (b) (iii) of the Competition Act No. , as amended, an

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

prohibited if it is between parties in a horizontal relationship and if a bidder (s) is / are or a

contractor(s) was / were involved in collusive bidding (or bid rigging).

30.2 If a bidder(s) or contractor(s), based on reasonable grounds or evidence obtained by the

purchaser, has / have engaged in the restrictive practice referred to above, the purchaser may

refer the matter to the Competition Commission for investigation and possible imposition of

administrative penalties as contemplated in the Competition Act No. .

30.3 If a bidder(s) or contractor(s), has / have been found guilty by the Competition Commission of

the restrictive practice referred to above, the purchaser may, in addition and without prejudice to

any other remedy provided for, invalidate the bid(s) for such item(s) offered, and / or terminate the

contract in whole or part, and / or restrict the bidder(s) or contractor(s) from conducting business

with the public sector for a period not exceeding ten (10) years and / or claim damages from the

bidder(s) or contractor(s) concerned.

31. Restriction of Suppliers

31.1 Authority to Restrict Suppliers

31.1.1 The Municipality may, independently of the National Treasury restriction process,

restrict a supplier, contractor, service provider or any associated person from doing business with

the Municipality where such conduct undermines the integrity, fairness, transparency or

effectiveness of the supply chain management system.

31.1.2 This municipal restriction process shall function as an internal control and riskmanagement mechanism and shall not replace or contradict the National Treasury restriction

process.35.1.3 The Accounting Officer shall be the final authority for approving any restriction

imposed in terms of this policy.

31.2 Grounds for Restriction

A supplier must be restricted from doing business with the Municipality if the supplier has:

a) Failed to perform satisfactorily in terms of a municipal contract, including persistent poor

performance after written warnings;

b) Breached any material term or condition of a contract with the Municipality;

c) Submitted fraudulent, false or misleading information, including but not limited to:

• Fraudulent or falsified B-BBEE certificates or affidavits;
• Misrepresentation of experience, capacity, qualification, financial standing or

subcontracting arrangements;

d) Engaged in fraud, corruption, collusion, bribery or unethical conduct;

e) Attempted to improperly influence municipal officials, councillors or SCM role-players;

f) Failed to comply with applicable legislation where such non-compliance materially affects

performance;

g) Been convicted of an offence involving dishonesty, fraud, corruption or financial misconduct.

h) If found that the appointment of the bidder/vendor/service provider caused or poses a

reputational risk to the Municipality in line with the provisions of the Kouga Municipality Supply

Chain Management Policy.

i) is listed on the National Treasury or any other Governmental Restriction or blacklisting list.

31.3 Restriction Periods and Sanctions

31.3.1 Restriction periods shall be proportionate to the severity, intent and impact of the

offence.

31.3.2 Without limiting the Municipality’s discretion, the following guideline sanctions apply:

a) Fraudulent B-BBEE Submissions or other Documentation

• Restriction for up to five (5) years from doing business with the Municipality;
• Mandatory reporting to National Treasury for possible national restriction;
• Possible termination of existing contracts, subject to legal advice.

b) Fraud, Corruption, Collusion or Bribery

• Restriction for up to five (5) years;
• Reporting to National Treasury and law-enforcement agencies.

c) Poor Performance or Contractual Breach

• Restriction for one (1) year to five (5) years, depending on severity and recurrence.

d) Misrepresentation (excluding B-BBEE fraud) and Reputational Damage

• Restriction for one (1) to five (5) years.

Kouga local municipality (ec108)

Directorate: office of the deputy municipal manager

Notice NO: 135/2026

Provision of support & maintenance services for the incident command centre (icc) for a

Period of three (3) years

Prospective Service Providers are hereby invited to submit tenders for the Provision of Support & Maintenance Services

for the Incident Command Centre (ICC) for a period of three (3) years.

Tenders

An electronic copy of the tender document will be available on E-Tender portal www.etender.gov.za or the municipal

website www.kouga.gov.za as from Monday, 08 June 2026. After downloading the tender document from the website

each prospective bidder MUST ensure that all the pages of the tender document are printed.

A Compulsory Virtual Clarification Session will be arranged for Tuesday, 23 June 2026 @10h00am. Prospective

bidders can use link below which is direct from this advert to access the meeting. Please take note that no attendee

arriving 10 minutes late or more will be allowed to attend the clarification meeting.

Join Teams Meeting

https://teams.microsoft.com/meet/391961530974448?p=S9wWJooUz9ixuNClCV

Meeting ID: 391 961 530 974 448

Passcode: Ur9Yk9VR

Please note:

• Telegraphic, telephonic, telex, facsimile, email, or late tenders will not be accepted.
• This contract will be evaluated on the 80/20-point system. 80 points for price and 20 points for specific goals. To claim

points for specific goals prospective bidders MUST submit proof/ required documents.

• An electronic copy of the completed tender document with returnable documents must be submitted with tender

submission saved in a flash drive or SD Card/CD. Failure to submit AN ORIGINAL HARD COPY AND A COPY ON

EITHER USB or SD Card/CD will deem the bid non-responsive. Bidders are encouraged to submit USB’s and SD

Cards only. The submission of CDs in a condition that is capable of being handled i.e. device that is readable and

not broken is solely the responsibility of the bidder. Visibly broken CDs at tender opening stage will not be

accepted.

• Bidders must note that the Municipality may make use of additional vetting methods to further qualify capacity

of bidders to eliminate delays during project implementation.

• Draft Project Implementation may be requested.
• A valid Tax compliance Status pin must be submitted.
• Prospective Service Providers must register on Kouga Municipality’s Supplier database as per the registration

requirements.

• The National Treasury Central Supplier Database Summary report must be submitted.
• The Council reserves the right to accept any tender and, or part thereof, appoint more than one contractor, and does not

bind itself to accept the lowest or any tender. The Council reserves the right to appoint any contractor.

• The validity period for submission will be 90 days from the closing date.
• Tenders that are deposited in the incorrect box or delivered to any other venue will not be considered.

Any inquiries relating to this tender must be submitted in writing via e-mail to [email protected] and copied to

[email protected]

Completed documents in a sealed envelope endorsed “NOTICE NO: 135/2026: PROVISION OF SUPPORT &

Maintenance services for the incident command centre (icc) for a period of three (3) years”

Must be placed in the Tender Box at 16 Woltemade Street (front entrance), Jeffrey’s Bay, Room 122 on or before

THURSDAY, 09 JULY 2026 at 12:00.

C. Du plessis

P.O. Box 21

Municipal manager jeffreys bay

6330

For Placement: Herald/Municipal Website/ Municipal Notice Boards in all offices/areas – 08 June 2026

Conditions of tender

1. Prices

• All prices tendered and all deposits or payments made shall be in the currency of the

Republic of South Africa.

• Prices should remain fixed for the period of the Tender. Should the successful Tenderer

wish to alter any Tender price during the currency of the Tender period bidder can only do

so twelve months after award has been made and thereafter once annually, the

Municipality reserve the right to:

o Accept the amended price provided that one (1) month written notice was given to

the Municipality; or

o Call for new Tenders in respect of the particular items concerned or negotiate new

prices with alternative suppliers to the exclusion of the Tenderer.

o Tenderers shall state the time of delivery in days from date of the official order by

the Municipality and all tendered prices are to include VAT as well as costs of

delivery to the various localities in the Kouga Area as may be indicated by the

Kouga Local Municipality.

o All prices tendered shall be VAT included (if the tenderer is a VET vendor.

o Rates inserted should be applicable from date of appointment. The applicable

measure for escalation shall apply. Proof to be provided for any request for

increase.

2. Layout

This tender document is divided into several sections. Please read through all the sections. In

particular, the Conditions of Tender and table of clauses are most important, as they contain

several new clauses in the light of the procurement policy and please take note of the

conditions of tender and the list of required documents to be handed in, seeing that

nonadherence to these requirements can lead to non-responsiveness of tender.

Certificate of independent bid determination 51

Authority of signature 54

Indemnity agreement 55

Joint venture declaration 56

Certificate for payment of municipal services 57

Schedule of previous work carried out by tenderer 59

1.1 ‘’Award’’ shall mean the acceptance of a bid or proposal.

1.2 “Collusion” means any agreement, arrangement, understanding, or coordinated conduct,

whether formal or informal, between two or more parties, including suppliers, officials, or third

parties, which is intended to improperly influence procurement outcomes, pricing, competition, or

decision-making processes, or to deceive or prejudice the Municipality.

1.3 “Closing time” means the date and hour specified in the bidding documents for the receipt of

bids.

1.4 “Contract” means the written agreement entered into between the purchaser and the supplier,

as recorded in the contract form signed by the parties, including all attachments and appendices

thereto and all documents incorporated by reference therein.

1.5 ‘’Contract period’’ shall mean the duration of the contract as set out in the contract.

1.6 “Contract price” means the price payable to the supplier under the contract for the full and

proper performance of his contractual obligations.

1.7 “Corrupt Practice” means the offering, giving, receiving, or soliciting of anything of value to

influence the action of a public official in the procurement process or in contract execution.

1.8 "Countervailing duties" are imposed in cases where an enterprise abroad is subsidized by its

government and encouraged to market its products internationally.

1.9 “Country of Origin” means the place where the goods were mined, grown or produced or from

which the services are supplied. Goods are produced when, through manufacturing, processing or

substantial and major assembly of components, a commercially recognized new product results

that is substantially different in basic characteristics or in purpose or utility from its components.

1.10 “Days” means calendar day.

1.11 “Delivery” means delivery in compliance of the conditions of the contract or order.

1.12 “Delivery ex stock” means immediate delivery directly from stock actually on hand.

1.13 “Delivery into consignees store or to his site” means delivered an unloaded in the specified

store or depot or on the specified site in compliance with the conditions of the contract or order, the

supplier bearing all risks and charges involved until the supplies are so delivered and a valid

receipt is obtained.

1.14 “Force majeure” means an event beyond the control of the supplier and not involving the

supplier’s fault or negligence and not foreseeable. Such events may include, but is not restricted

to, acts of the purchaser in its sovereign capacity, wars or revolutions, fires, floods, epidemics,

quarantine restrictions and freight embargoes.

1.15 “Fraudulent practice” means a misrepresentation of facts in order to influence a procurement

process or the execution of a contract to the detriment of any bidder and includes collusive

practice among bidders (prior to or after bid submission) designed to establish bid prices at

artificial non-competitive levels and to deprive the bidder of the benefits of free and open

competition.

1.16 “GCC” means the General Conditions of Contract.

1.17 “Goods” means all of the equipment, machinery, and/or other materials that the supplier is

required to supply to the purchaser under the contract.

1.18 “Order” means an official written order issued for the supply of goods or works or the

rendering of a service.

1.19 “Project site” where applicable, means the place indicated in bidding documents.

1.20 “Purchaser” means the organization purchasing the goods.

1.21 “Republic” means the Republic of South Africa.

1.22 ‘’Blacklisting/restricting’’ shall mean the act of disqualifying a person or an entity from

participating in the procurement process of Kouga Local Municipality.

1.23 “SCC” means the Special Conditions of Contract.

1.24 “Services” means those functional services ancillary to the supply of the goods, such as

transportation and any other incidental services, such as installation, commissioning, provision of

technical assistance, training, catering, gardening, security, maintenance and other such

obligations of the supplier covered under the contract.

1.25 “Written” or “in writing” means handwritten in ink or any form of electronic or mechanical

writing.

6.1 The supplier shall indemnify the purchaser against all third-party claims of infringement of

patent, trademark, or industrial design rights arising from use of the goods or any part thereof by

the purchaser.

7.1 Within thirty (30) days of receipt of the notification of contract award, the successful bidder

shall furnish to the purchaser the performance security of the amount specified in SCC.

7.2 The proceeds of the performance security shall be payable to the purchaser as compensation

for any loss resulting from the supplier’s failure to complete his obligations under the contract.

7.3 The performance security shall be denominated in the currency of the contract, or in a freely

convertible currency acceptable to the purchaser and shall be in one of the following forms:

(a) a bank guarantee or an irrevocable letter of credit issued by a reputable bank located in the

purchaser’s country or abroad, acceptable to the purchaser, in the form provided in the bidding

documents or another form acceptable to the purchaser; or

(b) a cashier’s or certified cheque

7.4 The performance security will be discharged by the purchaser and returned to the supplier not

later than thirty (30) days following the date of completion of the supplier’s performance obligations

under the contract, including any warranty obligations, unless otherwise specified in SCC.

13.1 The supplier may be required to provide any or all of the following services, including

additional services, if any, specified in SCC:

(a) performance or supervision of on-site assembly and/or commissioning of the supplied goods;

(b) furnishing of tools required for assembly and/or maintenance of the supplied goods;

(c) furnishing of a detailed operations and maintenance manual for each appropriate unit of the

supplied goods;

(d) performance or supervision or maintenance and/or repair of the supplied goods, for a period of

time agreed by the parties, provided that this service shall not relieve the supplier of any warranty

obligations under this contract; and

(e) training of the purchaser¡¦s personnel, at the supplier’s plant and/or on-site, in assembly, startup, operation, maintenance, and/or repair of the supplied goods.

13.2 Prices charged by the supplier for incidental services, if not included in the contract price for

the goods, shall be agreed upon in advance by the parties and shall not exceed the prevailing

rates charged to other parties by the supplier for similar services.

14.1 As specified in SCC, the supplier may be required to provide any or all of the following

materials, notifications, and information pertaining to spare parts manufactured or distributed by

the supplier:

(a) such spare parts as the purchaser may elect to purchase from the supplier, provided that this

election shall not relieve the supplier of any warranty obligations under the contract; and

(b) in the event of termination of production of the spare parts:

(i) Advance notification to the purchaser of the pending termination, in sufficient time to permit the

purchaser to procure needed requirements; and

(ii) following such termination, furnishing at no cost to the purchaser, the blueprints, drawings, and

specifications of the spare parts, if requested.

15. Warranty

15.1 The supplier warrants that the goods supplied under the contract are new, unused, of the

most recent or current models, and that they incorporate all recent improvements in design and

materials unless provided otherwise in the contract. The supplier further warrants that all goods

supplied under this contract shall have no defect, arising from design, materials, or workmanship

(except when the design and/or material is required by the purchasers specifications) or from any

act or omission of the supplier, that may develop under normal use of the supplied goods in the

conditions prevailing in the country of final destination.

15.2 This warranty shall remain valid for twelve (12) months after the goods, or any portion thereof

as the case may be, have been delivered to and accepted at the final destination indicated in the

contract, or for eighteen (18) months after the date of shipment from the port or place of loading in

the source country, whichever period concludes earlier, unless specified otherwise in SCC.

15.3 The purchaser shall promptly notify the supplier in writing of any claims arising under this

warranty.

15.4 Upon receipt of such notice, the supplier shall, within the period specified in SCC and with all

reasonable speed, repair or replace the defective goods or parts thereof, without costs to the

purchaser.

15.5 If the supplier, having been notified, fails to remedy the defect(s) within the period specified in

20.1 The supplier shall notify the purchaser in writing of all subcontracts awarded under this

contract if not already specified in the bid. Such notification, in the original bid or later, shall not

relieve the supplier from any liability or obligation under the contract.

20.2 Subcontractors or local SMME’s shall be paid within 7 days after submitting their valid invoice

for works completed to the Contractor unless the bidder provides the payment arrangement within

their structure, however this may not exceed 14 calendar days, notwithstanding payment claims

received by the Municipality.

21. Delays in the supplier’s performance

21.1 Delivery of the goods and performance of services shall be made by the supplier in

accordance with the time schedule prescribed by the purchaser in the contract.

21.2 If at any time during performance of the contract, the supplier or its subcontractor(s) should

encounter conditions impeding timely delivery of the goods and performance of services, the

supplier shall promptly notify the purchaser in writing of the fact of the delay, its likely duration and

its cause(s). As soon as practicable after receipt of the suppliers notice, the purchaser shall

evaluate the situation and may at his discretion extend the suppliers time for performance, with or

without the imposition of penalties, in which case the extension shall be ratified by the parties by

amendment of contract.

21.3 No provision in a contract shall be deemed to prohibit the obtaining of supplies or services

from a national department, provincial department, or a local authority.

21.4 The right is reserved to procure outside of the contract small quantities or to have minor

essential services executed if an emergency arises, the suppliers point of supply is not situated at

or near the place where the supplies are required, or the suppliers services are not readily

available.

21.5 Except as provided under GCC Clause 23, a delay by the supplier in the performance of its

delivery obligations shall render the supplier liable to the imposition of penalties, pursuant to GCC

Clause 22, unless an extension of time is agreed upon pursuant to GCC Clause 21.2 without the

application of penalties.

21.6 Upon any delay beyond the delivery period in the case of a supplies contract, the purchaser

shall, without cancelling the contract, be entitled to purchase supplies of a similar quality and up to

the same quantity in substitution of the goods not supplied in conformity with the contract and to

return any goods delivered later at the suppliers expense and risk, or to cancel the contract and

buy such goods as may be required to complete the contract and without prejudice to his other

rights, be entitled to claim damages from the supplier.

22.1 Subject to GCC Clause 23, if the supplier fails to deliver any or all of the goods or to perform

the services within the period(s) specified in the contract, the purchaser shall, without prejudice to

its other remedies under the contract, deduct from the contract price, as a penalty, a sum

calculated on the delivered price of the delayed goods or unperformed services using the current

prime interest rate calculated for each day of the delay until actual delivery or performance. The

purchaser may also consider termination of the contract pursuant to GCC Clause 31.

23.1 Notwithstanding the provisions of GCC Clauses 22 and 31, the supplier shall not be liable for

forfeiture of its performance security, damages, or termination for default if and to the extent that

his delay in performance or other failure to perform his obligations under the contract is the result

of an event of force majeure.

23.2 If a force majeure situation arises, the supplier shall promptly notify the purchaser in writing of

such condition and the cause thereof. Unless otherwise directed by the purchaser in writing, the

supplier shall continue to perform its obligations under the contract as far as is reasonably

practical, and shall seek all reasonable alternative means for performance not prevented by the

force majeure event.

24.1 The purchaser may at any time terminate the contract by giving written notice to the supplier if

the supplier becomes bankrupt or otherwise insolvent. In this event, termination will be without

compensation to the supplier, provided that such termination will not prejudice or affect any right of

action or remedy which has accrued or will accrue thereafter to the purchaser.

25.1 If any dispute or difference of any kind whatsoever arises between the purchaser and the

supplier in connection with or arising out of the contract, the parties shall make every effort to

resolve amicably such dispute or difference by mutual consultation.

25.2 If, after thirty (30) days, the parties have failed to resolve their dispute or difference by such

mutual consultation, then either the purchaser or the supplier may give notice to the other party of

his intention to commence with mediation. No mediation in respect of this matter may be

commenced unless such notice is given to the other party.

25.3 Should it not be possible to settle a dispute by means of mediation, it may be settled in a

26.1 Except in cases of criminal negligence or wilful misconduct, and in the case of infringement

pursuant to Clause 6;

(a) the supplier shall not be liable to the purchaser, whether in contract, tort, or otherwise, for any

indirect or consequential loss or damage, loss of use, loss of production, or loss of profits or

interest costs, provided that this exclusion shall not apply to any obligation of the supplier to pay

penalties and/or damages to the purchaser; and

(b) the aggregate liability of the supplier to the purchaser, whether under the contract, in tort or

otherwise, shall not exceed the total contract price, provided that this limitation shall not apply to

the cost of repairing or replacing defective equipment.

a) Failed to perform satisfactorily in terms of a municipal contract, including persistent poor

performance after written warnings;

b) Breached any material term or condition of a contract with the Municipality;

c) Submitted fraudulent, false or misleading information, including but not limited to:

• Fraudulent or falsified B-BBEE certificates or affidavits;
• Misrepresentation of experience, capacity, qualification, financial standing or

subcontracting arrangements;

d) Engaged in fraud, corruption, collusion, bribery or unethical conduct;

e) Attempted to improperly influence municipal officials, councillors or SCM role-players;

f) Failed to comply with applicable legislation where such non-compliance materially affects

performance;

g) Been convicted of an offence involving dishonesty, fraud, corruption or financial misconduct.

h) If found that the appointment of the bidder/vendor/service provider caused or poses a

reputational risk to the Municipality in line with the provisions of the Kouga Municipality Supply

i) is listed on the National Treasury or any other Governmental Restriction or blacklisting list.

31.3 Restriction Periods and Sanctions

31.3.1 Restriction periods shall be proportionate to the severity, intent and impact of the

offence.

31.3.2 Without limiting the Municipality’s discretion, the following guideline sanctions apply:

a) Fraudulent B-BBEE Submissions or other Documentation

• Restriction for up to five (5) years from doing business with the Municipality;
• Mandatory reporting to National Treasury for possible national restriction;
• Possible termination of existing contracts, subject to legal advice.

b) Fraud, Corruption, Collusion or Bribery

• Restriction for up to five (5) years;
• Reporting to National Treasury and law-enforcement agencies.

c) Poor Performance or Contractual Breach

• Restriction for one (1) year to five (5) years, depending on severity and recurrence.

d) Misrepresentation (excluding B-BBEE fraud) and Reputational Damage

• Restriction for one (1) to five (5) years.

Kouga local municipality (ec108)

Directorate: office of the deputy municipal manager

Notice NO: 135/2026

Provision of support & maintenance services for the incident command centre (icc) for a

Period of three (3) years

All costs associated with this tender must be structured over a 36-month period.

• Capital Expenditure (CAPEX):

All hardware, equipment, and infrastructure must be treated as a 36-month rental (rent-to-

own model), inclusive of support, maintenance, and insurance.

• Once-Off Costs (Including Labour):

Any once-off costs, including installation, setup, and professional services (e.g. Tier 3

labour), must not be quoted as a single upfront fee.

Phase 1 Special Conditions

Phase 2 Price Scoring

Phase 3 Specific Goals Scoring

No Specific Goals Categories Max points Evaluation Indicators

allocation

1 B-BBE Status Level Contributor 10 As for B-BBEE points allocation table below.

2 The promotion of enterprises located 10 10 Points- Located within the boundaries of

in a specific province for work to be the Kouga Local Municipality

done or services to be rendered in that

6 Points- Located within the boundaries of province.

Sarah Baartman District Municipality &

Nelson Mandela Metro Municipality

4 Points- Located within the boundaries of

the Eastern Cape

1 Point- Outside of the boundaries of the

Eastern Cape

Bidders MUST submit a valid B-BBEE sworn affidavit/ certificate AND Latest Municipal Billing

Clearance Certificate/ Copy of Municipal Account / Rental Documentation in the name of the bidding

entity, to claim points for specific goals. . In the event that the municipal account is in the name of the

director, an affidavit must be done to that effect clearly stating the company name operating from the

address. Information provided for Virtual offices will not be accepted.

An electronic copy of the completed tender document with returnable documents must be submitted

with tender submission saved a in a flash drive or SD Cards/CD. Failure to submit AN ORIGINAL HARD

COPY AND A COPY ON EITHER USB or SD Cards/CD will deem the bid non-responsive. Bidders are

encouraged to submit USB’s and SD Cards only. The submission of CDs in a condition that is capable

of being handled i.e. device that is readable and not broken is solely the responsibility of the bidder.

Visibly broken CDs at tender opening stage will not be accepted.

Tender Specification

Project Overview & Requirements: The Kouga Local Municipality (KLM) integrated Incident

Command Centre (ICC) is currently fully operational. Kouga Local Municipality seeks to appoint a

qualified service provider to deliver ongoing support, maintenance, and enhancements of the

existing ICC in line with Hikvision best practices and Municipal ICT governance policies.

A Backup Security Operations Centre (SOC) is also required to provide full redundancy, manage

AI-driven functionality, and operate as a seamless failover control room in the event of ICC

downtime.