Supply, implementation, operation, support, maintenance and enhancement of an integrated traffic contravention and law enforcement management system for kouga municipality (36 months)

Closing

• Monday, 23 November 2026 at 12:00.

Compulsory virtual clarification session

• Thursday, 5 November 2026 at 10:00.
• Attendance is compulsory.
• Bidders arriving 10 minutes or more late will not be admitted.
• Platform: Microsoft Teams.
• Link: https://teams.microsoft.com/meet/3661788506326694?p=2LDz6mH9R90XjXLUra
• Meeting ID: 366 178 850 632 669 4
• Passcode: 7a2XH3KZ

Document availability

• Tender documents available on the e-Tender portal (www.etender.gov.za) and the municipal website (www.kouga.gov.za) from Thursday, 22 October 2026.

Bid validity

• 90 days from the closing date.

Compulsory virtual clarification session

• Date and time: Thursday, 5 November 2026 at 10:00.
• Attendance is compulsory.
• Bidders arriving 10 minutes or more late will not be admitted.
• Platform: Microsoft Teams.
• Link: https://teams.microsoft.com/meet/3661788506326694?p=2LDz6mH9R90XjXLUra
• Meeting ID: 366 178 850 632 669 4
• Passcode: 7a2XH3KZ

Bidding procedure enquiries

• Department: Supply Chain Office, Kouga Local Municipality
• Telephone: 042 200 2200
• Email: [email protected]

Technical enquiries

• Contact: Mr. S. Williams
• Telephone: 042 200 2200
• Email: [email protected]

Enquiry channel

• All enquiries must be submitted in writing by email to [email protected], copied to [email protected].

Issuing office

Kouga Local Municipality

PO Box 21

Jeffreys Bay

6330

Bid submission address

Tender Box

16 Woltemade Street (front entrance)

Jeffreys Bay

Room 122

Submission method

• Hand delivery of a sealed envelope into the tender box; telegraphic, telephonic, telex, facsimile, email or late bids will not be accepted.
• The envelope must be endorsed with the notice number and the contract description.
• Delivery point: Tender Box, 16 Woltemade Street (front entrance), Jeffreys Bay, Room 122.
• Closing: Monday, 23 November 2026 at 12:00.
• Bids placed in the wrong box or delivered to any other venue will not be considered.

Packaging and copies

• One original hard copy plus an electronic copy of the completed tender and all returnable documents on USB flash drive or SD card/CD.
• Omitting either the original hard copy or the electronic copy renders the bid non-responsive.
• USB and SD cards are preferred; the bidder is responsible for the readability of any CD, and visibly broken CDs will be rejected at opening.

Returnable forms and documents

• Bid cover / personal details of the tenderer: bidder, contact, CSD and pricing details, signed as the offer.
• MBD 4 (Declaration of Interest): discloses whether any director, shareholder or member is employed by the state or connected to anyone at the municipality.
• MBD 6.1 (Preference Points Claim Form): claims B-BBEE and specific-goal preference points.
• MBD 8 (Declaration of Bidder's Past Supply Chain Management Practices): discloses any restriction or blacklisting.
• MBD 9 (Certificate of Independent Bid Determination): certifies the price was set without collusion or contact with competing bidders.
• MBD 7 contract form: completed and signed by the successful bidder.
• Authority of Signature / board resolution authorising the signatory to bind the bidder.
• Indemnity Agreement, Joint Venture Declaration (where applicable) and Certificate for Payment of Municipal Services.
• Schedule of Previous Work Carried Out by Tenderer.
• National Treasury Central Supplier Database summary report.
• Business registration documents for all entity types, including JV agreements, consortia, partnerships and trusts; a CM9 or name-change document is not accepted as proof of registration.
• Valid Tax Compliance Status PIN for every entity and every joint-venture partner.
• Certified copies of identity documents.
• Latest municipal billing clearance certificate, municipal account or rental documentation.
• Audited financial statements for the last three financial years, if applicable.
• Project Implementation Plan, if applicable.
• Any special conditions of contract documentation.

Document handling

• All pages requiring signature must be signed in original black ink; copies of signatures are not accepted.
• No correction fluid; errors must be struck through and initialled.
• Documents completed in pencil will not be considered.
• A copy of a certified copy does not constitute a certified copy.
• Bid validity: 90 days from the closing date.
• An active email address must be supplied; failure to respond to a request for information within the stated time may render the bid non-responsive.

Electronic copy

• The completed tender and all returnable documents must be submitted electronically on a flash drive, SD card or CD, together with the original hard copy.
• Omitting either the original hard copy or the electronic copy renders the bid non-responsive.
• USB and SD cards are preferred; the bidder is responsible for the readability of any CD, and visibly broken CDs are rejected at opening.

Documents to submit

• National Treasury Central Database summary report.
• Business registration documents.
• Tax Compliance PIN.
• Certified copies of identity documents.
• Municipal billing clearance certificate, municipal account or rental documentation.
• Audited financial statements for the last three financial years, if applicable.
• Project Implementation Plan, if applicable.
• Special conditions of contract documentation.

Preference point system: 80/20 — 80 points for price and 20 points for specific goals.

Evaluation phases

• Phase 1: Special Conditions.
• Phase 2: Price Scoring (80 points).
• Phase 3: Specific Goals Scoring (20 points).

Specific goals (20 points)

• B-BBEE status level contributor: 10 points, allocated per the B-BBEE points table.
• Promotion of enterprises located in a specific province: 10 points.
• 10 points: located within the boundaries of Kouga Local Municipality.
• 6 points: located within Sarah Baartman District Municipality or Nelson Mandela Metro Municipality.
• 4 points: located elsewhere within the Eastern Cape.
• 1 point: located outside the Eastern Cape.

Evidence required to claim specific-goal points

• A valid B-BBEE sworn affidavit or certificate.
• Latest municipal billing clearance certificate, municipal account or rental documentation in the name of the bidding entity.
• Where the municipal account is in a director's name, an affidavit confirming the company operating from that address.
• Virtual office addresses are not accepted.

Scope

• Appointment of a service provider for the supply, implementation, operation, support, maintenance and enhancement of an integrated traffic contravention and law enforcement management system, including training, for 36 months.
• Deployment area: Jeffreys Bay, Humansdorp, St Francis Bay, Hankey, Patensie, Thornhill and Loerie.

Services to be provided

• Software licences, system implementation, data migration, training, technical support, software maintenance, upgrades and enhancements, documentation, and hosting support where applicable.

Platform requirements

• Web-based solution; endpoints must not require a client installation.
• Must support iOS, Microsoft and Android platforms.
• The public self-service portal must be mobile compatible.

Legislative and regulatory compliance

• Criminal Procedure Act, National Road Traffic Act, National Prosecuting Authority directives, eNaTIS processes, MFMA, POPIA, Cybercrimes Act, municipal ICT governance frameworks, and future AARTO implementation requirements.

Functional modules

• Traffic contravention management: notice capture, contravention tracking, representation management, court administration, summons administration, warrant administration, offender administration, document management and audit trails; support for Section 341 notices, Section 54 summonses, Section 56 notices, admission of guilt fines, representations, court processes, warrant administration and case finalisation.
• Camera enforcement: fixed and mobile speed cameras, digital enforcement systems and future approved technologies, with image import, validation, verification, adjudication and evidence management.
• Accident management: accident recording, driver, vehicle and witness information, photo management, reporting and statistics, investigations, trend analysis and hotspot identification.
• Vehicle pound management: vehicle intake, inventory management, vehicle history, release management and reporting.
• Roadblock management: online and offline operations, driver and vehicle searches, contravention enquiries and warrant searches.
• ANPR: mobile and roadblock ANPR, watchlists, fine detection, warrant detection, alerts and reporting.
• Public self-service portal: fine search, notice viewing, document downloads, submission of representations, court dates and online payments.
• Revenue enhancement: payment processing, revenue reconciliation, online payments, fine enquiries, offender tracing and revenue reporting.

Mandatory functional and technical requirements

• Numbered mandatory requirements cover traffic contravention administration, court administration, warrant administration and eNaTIS integration.
• Traffic contravention administration: Section 341 notices, Section 54 summonses, Section 56 notices, contravention lifecycle management, data capture, verification against eNaTIS data, printing of all reports, tracking, payment processing and finalisation.
• Court administration: court scheduling, registers, case administration, court results, charge sheets and court reporting.
• Warrant administration: warrant generation, tracking, execution recording, reporting and bench warrants.
• eNaTIS integration: vehicle ownership enquiries, driver enquiries, batch processing and audit history.
• Failure to comply with any mandatory requirement may result in disqualification.

Scope of work

• Traffic contravention management: notice capture, contravention tracking, representation management, court administration, summons administration, warrant administration, offender administration, document management and audit trails.
• Camera enforcement management: fixed and mobile speed cameras, digital enforcement systems and future approved technologies, with image import, validation, verification, adjudication and evidence management.
• Accident management: accident recording, driver, vehicle and witness information, photo management, reporting and statistics.
• Vehicle pound management: vehicle intake, inventory management, vehicle history, release management and reporting.
• Roadblock management: online and offline operations, driver and vehicle searches, contravention enquiries and warrant searches.
• ANPR: mobile and roadblock ANPR, watchlists, fine detection, warrant detection, alerts and reporting.
• Public self-service portal: fine search, notice viewing, document downloads, representations, court dates and online payments.

Standards and inspection

• Goods and services must conform to the standards stated in the bidding documents and specifications.
• Pre-bidding testing is for the bidder's account.
• Where inspection is a bid condition, the bidder's premises must be open at all reasonable hours for inspection by the department or its representative.
• If inspections are decided during the contract period, the purchaser arranges and pays for them.
• Inspection, test and analysis costs are borne by the purchaser where the supplies comply, and by the supplier where they do not.
• Non-compliant supplies may be rejected; rejected supplies are held at the supplier's cost and risk, must be removed and replaced at the supplier's cost, and the purchaser may buy replacements at the supplier's expense.
• Rejection does not affect the purchaser's right to cancel the contract for breach.

Confidentiality and records

• Contract documents and information may not be disclosed or used without the purchaser's prior written consent, other than by employees who need them to perform the contract.
• Documents remain the purchaser's property and must be returned on completion if requested.
• The supplier must allow the purchaser to inspect and audit records relating to performance.

Currency and pricing

• All prices, deposits and payments are in South African Rand.
• Prices remain fixed for the contract period.
• Tendered prices include VAT and delivery costs to the various localities in the Kouga area.
• Bidders must state delivery time in days from the date of the official order.
• Rates apply from the date of appointment; escalation requires proof of the increase.
• An unconditional discount may be offered and must be stated as a percentage on the Schedule of Prices.

Pricing

• All prices and payments in South African Rand.
• Prices must remain fixed for the contract period; a price change may only be requested 12 months after award and once annually thereafter, on one month's written notice, and the municipality may accept the amended price, call for new tenders or negotiate with alternative suppliers.
• Tendered prices must include VAT and delivery costs to the various localities in the Kouga area.
• Bidders must state delivery time in days from the date of the official order.
• Rates apply from the date of appointment; escalation requires proof of the increase.
• An unconditional discount may be offered and must be stated as a percentage on the Schedule of Prices.
• Pricing is submitted on the Pricing Schedule / Bill of Quantities.

Performance security

• The successful bidder must furnish a performance security within 30 days of notification of award, in the amount stated in the Special Conditions of Contract.
• Acceptable forms: a bank guarantee or irrevocable letter of credit from a reputable bank, or a cashier's or certified cheque.
• The security is released within 30 days after completion of the supplier's obligations, including warranty obligations.

Payment

• Payment is made in Rand within 30 days of submission of an invoice.
• Subcontractors and local SMMEs must be paid within 7 days of a valid invoice for completed work, and in any event not later than 14 calendar days.

Warranty

• Goods must be new, unused and current models; the warranty runs for 12 months after delivery and acceptance, or 18 months after shipment, whichever ends first.

Penalties

• Late delivery or non-performance attracts a penalty calculated on the delivered price of the delayed goods or unperformed services at the current prime interest rate for each day of delay.

Registration and tax

• Registration on the Kouga Municipality supplier database is required.
• A valid SARS Tax Compliance Status PIN must be submitted; where no TCS is available but the bidder is registered on the CSD, the CSD number must be provided.
• Each party to a consortium, joint venture or subcontract arrangement must submit a separate TCS certificate/PIN or CSD number.
• The National Treasury Central Supplier Database summary report must be submitted.
• Tax compliance and the National Treasury central database are verified on the day of evaluation; non-compliance renders the bid non-responsive.
• Foreign suppliers must complete the pre-award questionnaire; if the entity has no RSA residency, branch, permanent establishment, income source or tax liability, a SARS PIN is not required.

B-bbee

• A valid B-BBEE status level verification certificate or a sworn affidavit (for EMEs and QSEs) must be submitted to claim preference points.
• B-BBEE points are allocated per the B-BBEE points table; the specific-goal allocation is 10 points.

Business and ownership documents

• Business registration documents for all entity types, including JV agreements, consortia, partnerships and trusts; a CM9 or name-change document is not accepted as proof of registration.
• Certified copies of identity documents.
• Latest municipal billing clearance certificate, municipal account or rental documentation in the name of the bidding entity; if in a director's name, an affidavit is required. Virtual office addresses are not accepted.
• Audited financial statements for the last three financial years, if applicable.
• Project Implementation Plan, if applicable.

Exclusions and declarations

• No bid will be considered from a person in the service of the state.
• False information submitted for preference points makes the bidder liable for the difference between its tender and the tender that would otherwise have been awarded.
• The Kouga Municipality Supply Chain Policy approved 30 March 2026 and the Municipal Restriction (Blacklisting) of Suppliers Policy approved 29 April 2026 apply.
• Grounds for restriction include poor performance, material breach, fraudulent or misleading information (including falsified B-BBEE certificates), fraud, corruption, collusion or bribery, improper influence on officials, material non-compliance, conviction for dishonesty offences, reputational risk, and listing on a National Treasury or other government restriction list.
• Sanctions range from one to five years' restriction, with mandatory reporting to National Treasury and law-enforcement agencies for fraud-related findings.

Governing framework

• The General Conditions of Contract apply, covering definitions, standards, contract documents, patent rights, performance security, inspections, packing, delivery, insurance, transportation, incidental services, spare parts, warranty, payment, prices, amendments, assignment, subcontracts, delays, penalties, force majeure, insolvency termination, dispute settlement, limitation of liability, governing language, applicable law, taxes and duties, restrictive practices and supplier restriction.

Key terms

• Performance security within 30 days of award.
• Warranty: 12 months after delivery or 18 months after shipment.
• Payment within 30 days of invoice.
• Disputes: mutual consultation, then mediation, then a South African court.
• Supplier liability limited to the contract price.
• South African law governs.
• No contract will be concluded with a bidder whose tax matters are not in order.
• Collusive bidding may lead to invalidation, termination, restriction for up to 10 years and damages.

Municipal restriction policy

• Grounds: poor performance, material breach, fraudulent or misleading information, fraud, corruption, collusion, bribery, improper influence on officials, material non-compliance, dishonesty convictions, reputational risk, or listing on a National Treasury or other government restriction list.
• Sanctions: up to 5 years for fraudulent B-BBEE submissions or other documentation fraud; up to 5 years for fraud, corruption, collusion or bribery; 1 to 5 years for poor performance or contractual breach; 1 to 5 years for misrepresentation and reputational damage.

Applicable framework

• Preferential Procurement Policy Framework Act and Preferential Procurement Regulations, 2022.
• General Conditions of Contract and any special conditions of contract.
• Kouga Municipality Supply Chain Policy approved 30 March 2026.
• Municipal Restriction (Blacklisting) of Suppliers Policy approved 29 April 2026.

Contract terms

• Contract period: 36 months.
• Prices remain fixed; changes only 12 months after award and annually thereafter, on one month's written notice.
• Bid validity: 90 days from the closing date.

Reservations

• The council may accept any tender or part of it, appoint more than one contractor, and is not bound to accept the lowest or any tender.
• The municipality may use additional vetting methods to assess bidder capacity.
• Bids placed in the wrong box or delivered to another venue will not be considered.

Documents to submit

• National Treasury Central Database summary report.
• Business registration documents, JV agreements, consortia, partnerships and trust documents; a CM9 or name-change document is not accepted as proof of registration.
• Valid Tax Compliance PIN for every entity and every joint-venture partner.
• Certified copies of identity documents.
• Latest municipal billing clearance certificate, municipal account or rental documentation.
• Audited financial statements for the last three financial years, if applicable.
• Project Implementation Plan, if applicable.
• Any special conditions of contract documentation.

Compliance

• Bidders must be tax compliant and submit a TCS PIN or CSD number.
• Foreign suppliers must complete the pre-award questionnaire.
• Tax compliance and the National Treasury central database are verified on the day of evaluation; non-compliance renders the bid non-responsive.
• Prospective service providers must register on the Kouga Municipality supplier database.

Preference point system: 80/20 — 80 points for price and 20 points for specific goals.

Phases

• Phase 1: Special Conditions.
• Phase 2: Price Scoring.
• Phase 3: Specific Goals Scoring.

Specific goals

• B-BBEE status level contributor: 10 points.
• Location of the enterprise: 10 points — 10 points within Kouga Local Municipality, 6 points within Sarah Baartman District Municipality or Nelson Mandela Metro Municipality, 4 points elsewhere in the Eastern Cape, 1 point outside the Eastern Cape.

Evidence required

• Valid B-BBEE sworn affidavit or certificate.
• Latest municipal billing clearance certificate, municipal account or rental documentation in the name of the bidding entity; if in a director's name, an affidavit confirming the company operating from that address.
• Virtual office addresses are not accepted.