This Tender Has Expired

• Compulsory briefing session: 13 February 2026, 11:00 am – 1134 Park Street, Hatfield, Pretoria.
• Closing date & time: 03 March 2026, 11:00 am.
• No other dates (e.g., site visits) are specified in the document.

• General enquiries – Ms Refiloe Mofokeng, Supply Chain Management, email: [email protected].
• Technical enquiries – Ms Nkele Mukasi, email: [email protected].
• Submission address: Tender Box, 1134 Park Street, Hatfield, Pretoria, attention: The Senior Supply Chain Manager.
• Phone numbers are not provided in the document.

• Submit one sealed envelope marked “ARC/38/10/2025/2 – [Bidder Name]” to the Tender Box at 1134 Park Street, Hatfield, Pretoria, addressed to the Senior Supply Chain Manager.
• Deadline: 03 March 2026, 11:00 am (no extensions). Late submissions are rejected.
• No submissions by e‑mail or fax will be accepted.
• Include:

– One original Functionality Proposal and three copies.

– One original Financial Proposal and three copies.

– A USB drive containing the Functionality Proposal and a separate USB with the Financial Proposal.

• Joint‑venture bidders must submit a single joint proposal; separate individual proposals are disallowed and will lead to disqualification.
• Failure to provide the required administrative documents (Tax PIN, CSD report, signed SBD forms) results in immediate disqualification.

• Total score = 100 points.

– Experience (minimum three reference letters, each ≥ R1 000 000, projects in last 5 years) – 20 pts.

– Team composition (minimum six CVs: Project Manager, 2 Functional Consultants, 2 Developers, 1 Technical Consultant) – 20 pts.

– Project implementation methodology (detailed plan, timelines, milestones, risk & change management) – 15 pts.

– Integration capability (demonstrated ability to integrate with SAGE X3 ERP, Standard Bank 360, Eris, data migration) – 15 pts.

– Support & maintenance (comprehensive plan plus training plan) – 10 pts.

– Presentation (clarity of solution design, implementation plan, change‑management and training approach) – 20 pts.

• Minimum thresholds:

– At least 48 pts (60 %) overall functionality score to proceed to presentation.

– At least 12 pts (60 %) out of 20 pts for presentation to proceed to price & B‑BBBEE evaluation.

• Bidders scoring below thresholds are disqualified.
• Final evaluation includes price (80 pts) and B‑BBBEE status (20 pts) after functional and presentation thresholds are met.

Scope of Work:

• Design, develop, configure, test, implement and provide 36‑month technical support for a Fleet and Property Management System.
• Must integrate with ARC’s SAGE X3 ERP and also with Standard Bank 360, Eris Property Management and migrate data from the legacy EXSAM system.

Modules required:

– Fleet Management (maintenance, scheduling, fuel, incident, expense, cost recovery, location, statutory compliance, reporting, etc.).

– Property Management – Land & Buildings (asset repository, title deeds, location, layout, valuation, life‑cycle costing, maintenance alerts, job cards, lease/contract management, reporting).

– Training & Change Management (technical and user training manuals, training plan, active ICT involvement).

– Support & Maintenance (3‑year SLA, performance measurement).

– Project Management delivery (appointed Project Manager).

Deliverables include detailed functional design, integration plan, data migration plan, training materials, change‑management plan and SLA documentation.

• Provide a detailed price breakdown covering all phases, man‑days, rates, travel and other expenses; prices must be inclusive of VAT and any applicable taxes.
• Prices are fixed for the entire contract period (including escalations) and must remain valid for 180 days from the closing date.
• No price changes are permitted after submission.
• Payment on submission of invoice for satisfactory work as per scope.
• No specific bond or guarantee is mentioned; compliance with standard ARC contract terms applies.
• Include any service discounts offered over the contract duration.

• Valid SARS Tax PIN number.
• Current Central Supplier Database (CSD) full report.
• Complete and signed Standard Bidding Documents (SBD forms).
• Tax Clearance Certificate (original) – mandatory for bid validity.
• B‑BBBEE compliance: Minimum Level 1; evidence of B‑BBBEE status required for preference points.
• All bidders must be registered in the CSD; joint‑venture members must each provide separate PIN, CSD and tax clearance documents.
• No persons employed by the State (or close associates) may have an interest in the bidder.