Provision, support & maintenance of electronic traffic surveillance equipment – city of johannesburg tender

Closing date: 16 November 2026 at 11:00.

Bid validity: 90 days from the closing date.

Compulsory briefing or site visit: none stated in the document.

Technical enquiries

• Name: Mr. Mametja MZ
• Role: Community Services
• Email: [email protected]
• Telephone: (015) 633 4575
• Fax: (015) 632 4594
• Address: Private Bag X 07, Chuenespoort, 0745

Bidding and SCM enquiries

• Name: Ms. Mavhungu E
• Role: Supply Chain Management
• Email: [email protected]
• Telephone: (015) 633 4519/4545
• Fax: (015) 633 6896
• Address: Private Bag X 07, Chuenespoort, 0745

Submission address

• Municipal Offices (Civic Centre)
• Unit 170 BA, Unit F
• Lebowakgomo, 0737

Submission

• Method: hard copy only; no faxed or emailed bids are accepted.
• Where: bid box at Municipal Offices (Civic Centre), Unit 170 BA, Unit F, Lebowakgomo.
• Packaging: sealed envelope clearly marked with the bid number and description of the service; the municipality accepts no responsibility for documents lost due to poor packaging.
• Deadline: on or before 16 November 2026 at 11:00; late bids are not accepted.
• Courier bids: the bidder must ensure the courier deposits the document in the bid box before closing; municipal officials will not collect courier bids.
• Bid validity: 90 days from the closing date.
• Registration: all bidders must be registered on the National Treasury Central Supplier Database (CSD).
• Document source: downloadable free of charge from www.lepelle-nkumpi.gov.za or the E-tenders portal.

Returnable forms (complete, sign and submit with the bid)

• MBD 1 – Invitation to Bid: bidder details and offer.
• MBD 3.1 – Pricing Schedule (firm prices, purchases): firm price offer.
• MBD 4 – Declaration of Interest: state employment or state connections of directors or shareholders.
• MBD 5 – Declaration for Procurement Above R10 Million: financial and procurement history declarations.
• MBD 6.1 – Preference Points Claim Form: claim specific-goal points under the 80/20 system.
• MBD 8 – Declaration of Past Supply Chain Management Practices: disclose supply chain abuse, fraud, corruption or default history.
• MBD 9 – Certificate of Independent Bid Determination: certify the bid was prepared independently without collusion.

Administrative rules that disqualify if broken

• Every page must be initialled or signed.
• Alterations must be signed or initialled.
• No correction fluid (Tippex); any use automatically disqualifies the bid.
• The document and annexures must be completed in indelible ink.

Returnable forms (one line each)

• MBD 1 – Invitation to Bid: bidder details and offer.
• MBD 3.1 – Pricing Schedule (firm prices, purchases): firm price offer.
• MBD 4 – Declaration of Interest: state employment or connections of directors or shareholders.
• MBD 5 – Declaration for Procurement Above R10 Million: financial declarations.
• MBD 6.1 – Preference Points Claim Form: claim specific-goal points.
• MBD 8 – Declaration of Past Supply Chain Management Practices: disclose supply chain abuse, fraud or default.
• MBD 9 – Certificate of Independent Bid Determination: certify independent bid preparation.

Supporting attachments are listed under compliance requirements.

Evaluation is in three phases; a bid must pass each phase to continue.

Phase 1 – Administrative compliance: sealed envelope marked with the bid number and service description; deposited in the bid box by the closing date and time; MBD forms 1, 3.1, 4, 5, 6.1, 8 and 9 completed in full; all pages initialled or signed; alterations signed or initialled; no Tippex; indelible ink; all compulsory attachments included.

Phase 2 – Functionality: minimum qualifying score 80 out of 100; bidders below 80 are eliminated.

Functionality scorecard (100 points total)

• Company experience in traffic management systems: 45 points, evidenced by appointment letters or orders.
• Organisational skills matrix: 35 points — Contracts Manager (law enforcement qualification and experience), traffic contravention system experts (IT qualification and experience), traffic contravention systems development (minimum NQF level 5, ICITP or IITPSA registration).
• Summons servers: 5 points (up to five CVs meeting Magistrates' Courts Act Section 15 requirements).
• Road traffic enforcement cameras: 10 points (quantity; calibration or type approval certificates).
• Handheld ticket issuing devices: 10 points (quantity; licence, certificate or serial numbers).

Phase 3 – Price and special goals: 80/20 preference point system — 80 points for price, 20 points for specific goals.

Specific goals (20 points total)

• 100% black-owned as per CSD: 4 points.
• People or businesses residing in Lepelle-Nkumpi Local Municipality as per proof of residence: 4 points.
• 100% woman-owned as per CSD: 4 points.
• 100% disability-owned as per CSD: 4 points.
• 100% youth-owned (18–35 years) as per CSD: 4 points.

Failure to submit proof for specific goals means no preference points are claimed.

Scope: provision, support and maintenance of electronic traffic surveillance equipment and a contravention management system for 36 months.

Items to supply

• Radar mobile cameras: 3
• ANPR roadblock unit and ancillary equipment: 1
• Back office – traffic contravention management (processing of camera violations, handheld-device violations and handwritten notices from capture to finalisation): 1
• Back office – revenue protection and enhancement services (online and walk-in payment platforms, call centre, electronic communications, data management): 1
• Handheld devices (S341, S54, S56, AARTO, accidents, impound and events): 10
• Fixed camera at a stop sign: 1

Service provider obligations

• Train municipal back-office officials on the systems.
• Supply roadblock technical equipment and train traffic officers.
• Supply technical support staff.
• Provide hardware and software for back-office systems.
• Supply a roadblock unit equipped with computers, printers, cameras and stationery for printing summonses and enquiries.
• Prepare and print all notices from the back office.
• Provide a team of at least 5 members to serve Section 54 summonses.
• Manage case results.
• Supply handheld devices integrated with the contravention management system for Section 341 and Section 56 notices, Section 54 summonses and accident reports.
• Train officers on camera use.
• Train officers on roadblock systems.
• Supply a call centre for traffic fine queries, electronic communications, data cleansing, bulk SMS and collection reminders.
• Supply mobile radar and ANPR cameras.
• Install the fixed camera at the stop sign.
• Supply fixed ANPR camera sites.
• Compile Director of Public Prosecutions applications for submission by the client.
• Automate the change-of-offender website for proxy redirection of fines to fleet drivers.
• Provide a fine payment website for internet and walk-in payment centres.

Data ownership: the municipality has unconditional access to all data during and after the contract.

Functionality experience requirements

• Company experience in traffic management systems: 45 points, evidenced by appointment letters or orders.
• Contracts Manager: CV with certified qualifications (law enforcement degree); 10 or more years' law enforcement experience scores 5 points, 5–9 years 3 points, 3–4 years 1 point, 2 years or less 0 points; qualification worth 5 points.
• Traffic contravention system experts: CV with IT or software development qualifications; IT NQF level 6 diploma; 10 or more years' experience scores 5 points.
• Traffic contravention systems development: minimum NQF level 5; registration with ICITP or IITPSA worth 2 points; 10 or more years' experience scores 3 points.
• Summons servers: 5 CVs of appointed summons servers as prescribed by Section 15 of the Magistrates' Courts Act, 1944; each must be a South African citizen, aged 18 or older, with a certified identity document not older than 6 months and a criminal-record clearance certificate.

Certified copies of all qualifications must be attached.

ISO 9001:2015 certificate of compliance is required.

Camera equipment must comply with SABS 1795 including Part 5 (data capturing and recording devices for road traffic law enforcement equipment) and hold SANAS accreditation (SANS 1795); equipment must be approved for use in South Africa.

Calibration certificates or type approval certificates must be attached for road traffic enforcement cameras.

Licence, certificate or serial numbers must be attached for handheld ticket issuing devices.

Pricing schedule (MBD 3.1, firm prices)

• Item: fixed payment per successfully paid camera or handwritten notice.
• Unit of measurement: number.
• Price column: excl. VAT.
• Sub-total, VAT percentage and grand-total required.
• Remuneration is based on actuals for the month.
• Prices must include the SAPO fee for posting AARTO-related notices and the bidder must conclude a tripartite agreement.
• 15% VAT applies only to registered VAT vendors.
• Only firm prices are accepted; non-firm prices are not considered.
• All delivery costs must be included in the bid price.

Pricing basis: firm prices only; non-firm prices, including prices subject to exchange-rate variation, are not accepted.

• Price per successfully paid camera or handwritten notice, excl. VAT, measured per number.
• Remuneration is based on actuals for the month.
• Prices must include the SAPO fee for posting AARTO-related notices as per AARTO regulations.
• The successful bidder must conclude a tripartite agreement for this purpose.
• 15% VAT applies only to registered VAT vendors.
• All delivery costs must be included in the bid price for delivery at the prescribed destination.
• Bid offer valid for 90 days from the closing date.
• Payment terms: the municipality pays within 30 days after receipt of an invoice accompanied by a delivery note.
• No bid security, bond, retention or turnover threshold is stated in the document.

Mandatory registrations and certificates

• Central Supplier Database (CSD) registration: compulsory for all bidders.
• Tax compliance: SARS tax compliance status PIN or CSD number; each party in a consortium, joint venture or sub-contracting arrangement must submit a separate TCS certificate, PIN or CSD number.
• No bids from persons in the service of the state.

Supporting documents to attach

• Company or close corporation registration certificate.
• Certified copies of identity documents for all directors (certification not older than 3 months before closing).
• Authority to sign: resolution where there is more than one director.
• Proof of municipal rates on municipal letterhead not older than 90 days; if not in the bidder's name, a SAPS affidavit; or a letter of traditional authority not older than 90 days; or a signed lease agreement stating who is liable for municipal rates.
• Proof of real-time online access to NaTIS to obtain vehicle licensing status for ANPR number plates (AARTO integration).
• Proof of real-time online access to SAPS systems to determine whether vehicles are stolen or wanted.
• ISO 9001:2015 certificate of compliance.
• SABS certification of camera equipment complying with SABS 1795 including Part 5, with SANAS accreditation (SANS 1795); equipment must be approved for use in South Africa.
• At least three approval letters from different stakeholders or clients, with Director of Public Prosecutions approval; each speed-measuring device must have type approval or legal metrology documentation.
• Joint venture: formal contract agreement signed by both parties.

CIDB grading: not stated (not a construction tender).

B-BBEE level: not stated; preference is claimed through specific goals under the 80/20 system instead.

The tender uses the 80/20 preference point system with specific goals rather than B-BBEE levels.

Specific goals (20 points)

• 100% black-owned as per CSD: 4 points.
• People or businesses residing in Lepelle-Nkumpi Local Municipality as per proof of residence: 4 points.
• 100% woman-owned as per CSD: 4 points.
• 100% disability-owned as per CSD: 4 points.
• 100% youth-owned (18–35 years) as per CSD: 4 points.

Failure to submit proof means no specific-goal points are claimed. Fraudulent claims can lead to disqualification, cost recovery, contract cancellation, restriction from state business for up to 10 years, and criminal prosecution.

Contract period: 36 months.

The successful bidder must sign the MBD 7.1 contract form (purchase of goods or services) in duplicate, in original.

The contract incorporates the bidding documents, proof of tax compliance, pricing schedule, technical specification, preference claim form, declaration of interest, declaration of past supply chain management practices, certificate of independent bid determination, special conditions of contract and the General Conditions of Contract (GCC).

Payment: within 30 days after receipt of an invoice accompanied by a delivery note.

The municipality may negotiate further conditions with the successful bidder, may appoint or not appoint, and is not obliged to accept the lowest bid.

Bids remain valid for 90 days from closing.

Bid validity: 90 days from the closing date.

No faxed or emailed bids are accepted.

Bids must be deposited in the bid box at Municipal Offices (Civic Centre), Unit 170 BA, Unit F, Lebowakgomo, by the closing date and time.

Courier bids must be deposited by the courier; municipal officials will not collect them.

The municipality accepts no responsibility for documents lost due to poor packaging.

The municipality may negotiate further conditions, may appoint or not appoint, and is not obliged to accept the lowest bid.

All bidders must be registered on the Central Supplier Database.

Administrative requirements (failure disqualifies)

• MBD forms 1, 3.1, 4, 5, 6.1, 8 and 9 completed in full (joint ventures: authorised representative completes).
• Every page initialled or signed.
• Alterations signed or initialled.
• No Tippex (automatic disqualification).
• Completed in indelible ink.
• Sealed envelope marked with the bid number and service description.
• Deposited in the bid box by 16 November 2026 at 11:00.

Attachments

• Company registration certificate.
• Certified IDs of all directors (not older than 3 months).
• Tax compliance PIN or CSD number.
• Signatory authority or resolution if more than one director.
• Proof of municipal rates (not older than 90 days), SAPS affidavit, traditional authority letter, or lease agreement.
• Proof of real-time NaTIS access (AARTO integration).
• Proof of real-time SAPS access (stolen or wanted vehicle checks).
• ISO 9001:2015 certificate.
• SABS or SANS 1795 certification and SANAS accreditation for camera equipment.
• At least three approval letters with Director of Public Prosecutions approval and type approval or legal metrology documents.
• Joint venture agreement if applicable.

Three-phase evaluation: administrative compliance, functionality (minimum 80 out of 100), then price and special goals under the 80/20 system.

Functionality scorecard (100 points total)

• Company experience in traffic management systems: 45 points.
• Organisational skills matrix: 35 points — Contracts Manager (law enforcement qualification, 10 or more years' experience), traffic contravention system experts (IT qualification, 10 or more years' experience), traffic contravention systems development (minimum NQF level 5, ICITP or IITPSA registration).
• Summons servers: 5 points (up to five CVs meeting Magistrates' Courts Act Section 15 requirements).
• Road traffic enforcement cameras: 10 points (quantity; calibration or type approval certificates).
• Handheld ticket issuing devices: 10 points (quantity; licence, certificate or serial numbers).

Special goals (20 points): 4 points each for 100% black ownership, 100% woman ownership, 100% disability ownership, 100% youth ownership (18–35 years), and businesses or people residing in Lepelle-Nkumpi Local Municipality, all as per CSD or proof of residence.