Car tracker services for aemfc's 15-Vehicle fleet — three-year contract (RFQ 6000008302)

Closing date and time: 27 October 2026 at 12:00.

Clarification enquiries close: 22 October 2026 at 12:00.

Issue date: 14 October 2026.

Briefing session: none — recorded as not applicable and non-compulsory.

Bid validity: 60 business days from the closing date.

Bidding procedure and technical enquiries

• Contact: Bulelwa Mabena
• Telephone: 010 010 6100
• Email: [email protected]

Clarification enquiries

• Email: [email protected]

Submission

• Method: email
• Submission email: [email protected]

Fraud and ethics reporting (Vuvuzela hotline)

• Toll-free: 0800 333 118
• Email: [email protected]
• Fax: 0867 261 681
• Sms: 30916
• Online: https://www.thehotline.co.za/report
• Postal: PO Box 10512, Centurion, 0046

Submission method: email only.

Submission email: [email protected]

Closing: 27 October 2026 at 12:00.

Disqualification risks

• Bids received after the closing time.
• Bids sent to any address other than [email protected].
• Any mandatory returnable document missing at closing.
• Bids not submitted on the official forms; retyped forms are not accepted.
• Collusion with another bidder, or listing on the Register of Bid Defaulters.
• Material deviation from AEMFC's standard contract terms.

Submission format

• Every returnable section must be signed and dated by the bidder.
• The signatory must be legally authorised; proof of authority such as a company resolution must accompany the bid.
• Submit at least one day before closing to avoid upload or bandwidth problems; AEMFC accepts no liability for technical failures.
• Quotations must not reference any other bid; any additional conditions must be set out in a covering letter.
• Bid validity: 60 business days from the closing date.

Mandatory returnable documents (missing any one disqualifies the bid)

• SBD 1 (Invitation to Bid): bidder details and signed offer.
• Pricing Schedule (Section 4): completed in the prescribed format.
• Qualifications of the auto technician who will perform the installations.
• PSIRA registration.

Returnable documents used for scoring (missing one scores zero for that criterion)

• Valid B-BBEE certificate or sworn affidavit.
• CSD registration certificate with a detailed report not older than one month.
• Proof of business address (municipal account or affidavit).

Essential returnable documents (AEMFC may grant a further deadline before disqualifying)

• CSD registration certificate with a detailed report not older than one month.
• Tax Clearance Certificate or SARS Tax Compliance Status PIN; consortia, joint ventures and sub-contractors must each submit separately.
• Section 5 (Evaluation Methodology, Criteria).
• Section 6 (Returnable Documents Required).
• SBD 4 (Declaration of Interest).
• SBD 6.1 (B-BBEE Preference Points Claim).

Three categories of returnable documents apply, each with a different consequence for non-submission.

Mandatory returnable documents

• Missing any one at the closing date and time disqualifies the bid.
• SBD 1 (Invitation to Bid), Pricing Schedule (Section 4), qualifications of the installing auto technician, and PSIRA registration.

Returnable documents used for scoring

• Non-submission does not disqualify, but scores zero for the applicable criterion.
• Valid B-BBEE certificate or sworn affidavit, CSD registration certificate with a report not older than one month, and proof of business address (municipal account or affidavit).

Essential returnable documents

• Non-submission gives AEMFC grounds to allow a further deadline; failure to submit by that deadline may disqualify the bid.
• CSD registration certificate, Tax Clearance Certificate or TCS PIN, Section 5, Section 6, SBD 4 and SBD 6.1.

All returnable sections must be signed and dated by the bidder.

Preference point system: 80/20, because the bid value is estimated below R50 000 000.

Stage 1 — Administrative responsiveness

• Bid lodged on time.
• All returnable documents completed and returned by the closing date and time.
• Validity of all returnable documents verified.
• Must be passed to proceed.

Stage 2 — Substantive responsiveness

• Fully completed Price Schedule.
• Material compliance with the scope and specification.
• Must be passed to proceed.

Stage 3 — Weighted scoring (100 points)

• Price: 80 points.
• Specific Goals: 20 points.
• Price formula: Ps = 80 x (1 - (Pt - Pmin) / Pmin), where Pt is the price of the bid under consideration and Pmin the lowest acceptable bid.
• Final scores are rounded to two decimal places.

Specific Goals (20 points)

• Business located in Gauteng Province where the goods or services are required: 10 points.
• Business located in South Africa: 10 points.
• Evidence required: valid B-BBEE certificate or sworn affidavit, CSD report, and proof of address (municipal account or affidavit).
• No proof submitted means zero points for Specific Goals.

Stage 4 — Post-bid negotiations, at AEMFC's discretion.

No minimum functionality or qualifying score is set; a separate functionality evaluation is recorded as not applicable.

Scope: supply, installation and maintenance of vehicle tracking services for AEMFC's fleet.

Duration: three years (36 months).

Vehicles: 15, split between Vlakfontein Mine near Ogies in Mpumalanga and AEMFC's Head Office in Midrand.

Service requirements

• Proven high vehicle recovery rates.
• Reliable tracking technology.
• Nationwide coverage across urban and rural areas.
• Features: geofencing, panic buttons, crash detection, tamper alerts and driver behaviour reporting.
• Installation of tracking devices in all designated vehicles.
• Devices must be operational and compliant with relevant standards.
• Ongoing support and maintenance for the contract term.
• Trackers must be recognised by the insurer or finance company so that insurance discounts apply.

Objectives

• Improve vehicle security.
• Reduce insurance costs.
• Improve driver safety.
• Optimise fleet management.
• Provide real-time location updates.

Complete the prescribed Pricing Schedule (Section 4) in the format provided; a different format may render the bid non-responsive.

Items to price

• Hardware (GPS tracking device): 15 units.
• Subscription plans: 36 months.
• Installation: 15 units.
• Optional add-ons: 15 units.
• Maintenance and repair: per unit.

Required figures

• Unit price for Year 1, Year 2 and Year 3.
• Total price excluding VAT.
• VAT at 15%, if applicable.
• Total price including VAT.
• Total price in words.
• Delivery lead-time from date of purchase order.

Conditions

• Prices must be quoted in South African Rand, inclusive of VAT.
• Any disbursement not specifically priced will not be accepted.

Pricing format: complete the prescribed Pricing Schedule (Section 4) only; a different format may render the bid non-responsive.

Prices: quoted in South African Rand, inclusive of VAT.

VAT: 15%, if applicable.

Pricing schedule items

• Hardware (GPS tracking device): 15 units.
• Subscription plans: 36 months.
• Installation: 15 units.
• Optional add-ons: 15 units.
• Maintenance and repair: per unit.
• Unit prices required for Year 1, Year 2 and Year 3, plus total price excluding VAT, VAT, total price including VAT, total price in words, and delivery lead-time from purchase order date.

Other financial terms

• Bid validity: 60 business days from closing.
• Any disbursement not specifically priced will not be accepted.
• If the highest-scoring bid is not market related, AEMFC may negotiate with the highest, then second, then third ranked bidder, or cancel the RFQ.
• AEMFC will not reimburse bidders for preparatory costs.

CSD registration

• Bidders must self-register on National Treasury's Central Supplier Database before submitting; only foreign suppliers with no local entity are exempt.
• Submit a CSD registration certificate with a detailed report not older than one month.

Tax compliance

• Bidders must be tax compliant at submission and throughout the contract.
• Submit a Tax Clearance Certificate or a SARS Tax Compliance Status PIN.
• Consortia, joint ventures and sub-contractors must each submit separate proof.

B-bbee

• Submit a valid B-BBEE certificate or sworn affidavit to claim Specific Goals points; without it, zero points are awarded.

Psira

• Registration with the Private Security Industry Regulatory Authority is a mandatory returnable document.

Technical personnel

• Qualifications of the auto technician who will carry out the installations must be submitted.

Proof of address

• Municipal account or affidavit.

Standard forms

• SBD 1 (Invitation to Bid): signed offer and bidder details.
• SBD 4 (Declaration of Interest): discloses any state employment or relationship with persons involved in evaluating the bid.
• SBD 6.1 (B-BBEE Preference Points Claim): claims the Specific Goals points.

Disqualification

• Entity or directors listed on the Register of Bid Defaulters.
• Collusion with other bidders.
• Material deviation from AEMFC's standard terms and conditions.

AEMFC may negotiate with bidders before or after award.

AEMFC reserves the right to modify the scope and call for re-bids, reject non-conforming quotations, disqualify late submissions, award only part of the scope, split the award between suppliers, cancel the RFQ, verify submitted information, request audited financial statements for due diligence, and terminate the contract if information provided proves incorrect.

AEMFC may conduct a risk assessment on the preferred bidder, including on unusually high or low prices and on contract data.

A quotation is treated as an offer; any exceptions must be stated clearly.

The successful bidder must comply with all applicable laws and regulations.

All information about the RFQ and any resulting contract is confidential; written approval from AEMFC is needed to disclose it.

Proposed contractual terms are reviewed by AEMFC's legal counsel before award; a material deviation from the standard terms may disqualify the bid.

AEMFC does not reimburse bidders for preparatory costs.

Bids must reach [email protected] before the closing time; late bids and bids sent to other addresses are disqualified.

Submit at least a day before closing; AEMFC is not liable for technical or bandwidth problems experienced by bidders.

No work may start without a valid AEMFC purchase order. Verbal or telephonic instructions from AEMFC staff breach AEMFC's procurement policy and will result in an unlawful transaction and non-payment.

Mandatory returnable documents (missing any one disqualifies the bid)

• SBD 1 (Invitation to Bid).
• Pricing Schedule (Section 4).
• Qualifications of the auto technician who will perform the installations.
• PSIRA registration.

Essential returnable documents (AEMFC may grant a further deadline before disqualifying)

• CSD registration certificate with a detailed report not older than one month.
• Tax Clearance Certificate or SARS Tax Compliance Status PIN; consortia and joint ventures must submit separate proof for each party.

Preference point system: 80/20, as the bid value is estimated below R50 000 000.

Stage 1 — Administrative responsiveness: on-time lodgement, all returnable documents completed and valid.

Stage 2 — Substantive responsiveness: fully completed Price Schedule and material compliance with the scope.

Stage 3 — Weighted scoring: Price 80 points, Specific Goals 20 points. Price formula: Ps = 80 x (1 - (Pt - Pmin) / Pmin).

Stage 4 — Post-bid negotiations, if AEMFC considers them necessary.

Specific Goals (20 points)

• Business located in Gauteng Province where the goods or services are required: 10 points.
• Business located in South Africa: 10 points.
• Evidence: valid B-BBEE certificate or sworn affidavit, CSD report, and proof of address.