Hired tracking units for live vehicle tracking and stolen vehicle response with training and support – kouga municipality

Closing date: Monday, 14 September 2026 at 12:00. Compulsory virtual clarification session: Friday, 28 August 2026 at 10:00. Attendance is compulsory; no attendee arriving 10 minutes or more late will be allowed. Meeting link: https://teams.microsoft.com/meet/367232502641829?p=Lltj3VQQ5vnez4KNOC, Meeting ID: 367 232 502 641 829, Passcode: GD7YP9it.

Bidding procedure enquiries: Supply Chain Office, contact person Mr. N. Gouws, telephone 042 200 2200, email [email protected] and copy [email protected]. Technical information: contact person Mr. N. Gouws, telephone 042 200 2200, email [email protected]. Issued by: Kouga Local Municipality, PO Box 21, Jeffreys Bay, 6330.

Submission must include an original hard copy and an electronic copy on USB or SD card/CD. Failure to submit both will render the bid non-responsive. Bidders are encouraged to use USB or SD cards; CDs must be readable and unbroken. The sealed envelope must be endorsed with the notice number and title, and deposited in the Tender Box at 16 Woltemade Street (front entrance), Jeffreys Bay, Room 122, before the closing time. Late, telegraphic, telephonic, telex, facsimile, or email tenders will not be accepted. Bids deposited in the incorrect box or at any other venue will not be considered. All documentation must be completed in ink, signed in black ink, and no correction fluid may be used. Returnable forms include: MBD7 (Contract Form), Declaration of Interest, Preference Points Claim Form, Declaration of Bidder's Past Supply Chain Management Practices, Certificate of Independent Bid Determination, Authority of Signature, Indemnity Agreement, Joint Venture Declaration (if applicable), Certificate for Payment of Municipal Services, and Schedule of Previous Work. Additional required documents: National Treasury Central Supplier Database Summary Report, business registration documents, valid Tax Compliance PIN, certified ID copies, latest Municipal Billing Clearance Certificate or municipal account/rental documentation, audited financial statements for the last 3 years (if applicable), and Project Implementation Plan (if applicable).

Bidders must be registered on the National Treasury Central Supplier Database and submit a CSD Summary Report. A valid SARS Tax Compliance Status PIN must be submitted, and tax compliance will be verified on the day of evaluation; non-compliant bidders will be declared non-responsive (subject to MFMA Circular 90). Bidders must also be registered on the Kouga Municipality Supplier Database. Required returnable documents include: certified ID copies, business registration documents (CIPC, JV agreements, or equivalent — CM9/name change documents alone are insufficient), a latest municipal billing clearance certificate or copy of municipal account or rental documentation in the bidding entity's name (with affidavit if in a director's name; virtual offices not accepted), audited financial statements for the last three financial years where applicable, a project implementation plan where applicable, and a valid B-BBEE sworn affidavit or certificate to claim preference points. Foreign suppliers must complete the pre-award questionnaire in Part B:3. The Municipality's Supply Chain Policy (approved 30 March 2026) and Restriction (Blacklisting) of Suppliers Policy (approved 29 April 2026) apply. Telegraphic, telephonic, telex, facsimile, email, or late tenders will not be accepted. Bids deposited in the incorrect box or venue will not be considered. Standard National Treasury forms to be completed and signed in original black ink include: SBD 1 (Invitation to Bid), SBD 4 (Declaration of Interest), SBD 6.1 (Preference Points Claim), SBD 8 (Declaration of Past SCM Practices), SBD 9 (Certificate of Independent Bid Determination), Authority of Signature, Joint Venture Declaration where applicable, and the Certificate for Payment of Municipal Services.

Scope: Supply, delivery, and installation of hired tracking units for live vehicle tracking/stolen vehicle response, with ongoing training and support, for a period of three years. The municipality has 230 vehicles requiring new units. The system must be GPS/GPRS with pinpoint accuracy to within 5 metres. Must provide real-time tracking of multiple vehicles simultaneously, showing ignition status. Web-based multi-user system accessible via any internet-enabled device; no special software installation required. Service provider must supply one laptop and two smart TV screens not smaller than 85 inches. Must provide 24/7 telephonic support and 24-hour stolen vehicle response. Full audit trail: each user has username/password; records of device, browser, OS, IP address; changes logged; monthly usage report emailed. Driver identification via Dallas tags; immobiliser override with driver's tag. Ability to immobilise vehicles by authorised staff. Installation certificates downloadable in PDF. Grouping of vehicles per department. Live alerts (e.g., tipping alerts) via SMS or email. Over-speeding alarm with emailed reports and live alert to control room; WhatsApp group between control room and council. Panic button/call back number (optional) sending location map link. Battery-powered GPS/GPRS units for vehicles without power (yellow metal/trailers) with battery life of at least 1 year. Two cameras per truck (forward and interior). Integration with cameras for live view. Customisation of reports within 30 days. Record of email read receipts. All technical work and new installations must be done at the Municipal Workshop in Jeffreys Bay. Control room must be inspected and approved by SAIDSA under asset recovery class. Compliance with PSIRA legislation.

Bidders must submit a Project Implementation Plan (if applicable). The system must be off the shelf with minimal development. Bidders must show willingness to customise reports and execute reasonable requests within 30 days. Training must be provided with minimal disruption; online tutorials available; training costs absorbed by bidder.

Goods must conform to standards in the bidding documents. The supplier must permit inspection of records and premises. Pre-bidding testing is for the bidder's account. Inspections, tests, and analyses may be carried out; costs borne by purchaser if compliant, by supplier if not. Non-compliant supplies may be rejected and must be replaced at supplier's cost. The system must be based on tried and tested technology, off the shelf with minimal development. Spare parts availability and replacement of faulty units within 12 hours required. Service Level Agreement (SLA) with full maintenance plan for contract duration.

Pricing must be submitted on the official Pricing Schedule / Bill of Quantities. Prices must be in South African Rand and include VAT (if VAT vendor). Prices remain fixed for the tender period; escalation only after 12 months with proof. Unconditional discounts may be offered and must be stated. Delivery time in days from official order must be stated.

Prices must be in South African Rand and include VAT (if the bidder is a VAT vendor). Prices remain fixed for the tender period; adjustments only after 12 months from award and thereafter once annually, subject to one month's written notice and proof of escalation. Tenderers must state delivery time in days from official order. Prices include delivery costs to various localities in the Kouga area. Unconditional discounts may be offered and must be stated on the Schedule of Prices. Performance security may be required as per GCC; amount specified in Special Conditions of Contract. Payment terms: within 30 days of invoice submission, unless otherwise specified.

Bidders must be registered on the National Treasury Central Supplier Database (CSD) and submit the CSD Summary Report. Valid Tax Compliance Status (TCS) PIN or CSD number must be submitted; tax compliance will be verified on the day of evaluation. Bidders must be registered on Kouga Municipality's Supplier Database. Bidders must have active VESA (Vehicle Security Association of South Africa) and PSIRA (Private Security Industry Regulatory Authority) registrations; member codes and PSIRA numbers must be submitted and verified. B-BBEE status level verification certificate or sworn affidavit (for EMEs and QSEs) must be submitted to claim preference points. Municipal Billing Clearance Certificate or municipal account/rental documentation in the name of the bidding entity required for specific goals points. Business registration documents (CIPC, etc.) required; CM9/name change document not sufficient. Certified ID copies required. Joint venture partners must each submit separate TCS/CSD numbers. Foreign suppliers must complete the pre-award questionnaire in Part B:3.

Compliance with PSIRA legislation is required. Control room must be inspected and approved by SAIDSA under asset recovery class. All technical work and installations must be done at the Municipal Workshop in Jeffreys Bay. No specific OHS requirements beyond these are stated.

Contract period: three years from date of appointment. The successful bidder must sign a written contract form (MBD7). General Conditions of Contract (GCC) apply, including: performance security within 30 days of award, warranty of 12 months after delivery or 18 months after shipment (whichever earlier), payment within 30 days of invoice, penalties for delay calculated at prime interest rate per day, termination for insolvency, dispute resolution via mediation then court, limitation of liability to contract price, and prohibition of restrictive practices. Subcontractors must be paid within 7 days of invoice, not exceeding 14 days. The municipality may restrict suppliers for poor performance, fraud, or misrepresentation for up to 5 years.

Bidders must have active VESA and PSIRA registrations; member codes and PSIRA numbers must be submitted and verified. Special conditions include: instant positioning via control room or client login, position on map and ignition status, position in less than 30 seconds, power event notification, rechargeable back-up battery with automated testing, international roaming, free 24-hour unit testing, ground and air recovery response, recovery throughout South Africa, warranty for contract period (36 months), speed monitoring and movement detection, alerts on speed limit, tipping PTO, excessive idling, accurate GPS positioning with multi-layer mapping, geo-fence settings and alerts, border alerts, system event alerts via SMS/email, customer or municipal site visit reports, standard trip and movement reports, odometer reports, logbook reports, driver identification (Dallas Tags), route/trip replay, automated reports, daily trip/speed reports via email, weekly reports on driver licence expiry, PDP expiry, vehicle licence expiry, and service km. Pre-qualification requirements: tried and tested technology, off the shelf, spare parts and replacement within 12 hours, SLA with maintenance plan, and at least five contactable references.

Evaluation phases: Phase 1 Special Conditions, Phase 2 Functionality, Phase 3 Specific Goals Scoring, Phase 4 Pricing Schedule. Functionality criteria (25 points): PSIRA registration of control room, recovery service, and installation personnel (5 each); proof of similar installations (2 per contract, max 10). Minimum functionality score of 70% required. Specific goals: B-BBEE status (10 points), enterprise location (10 points) with points based on location within Kouga, Sarah Baartman/Nelson Mandela Metro, Eastern Cape, or outside. Proof required to score points.