Professional service provider needed for rural road asset management system (rams) implementation and management in sarah baartman district municipality

Closing date for bids: 17 July 2026 at 12h00. Public bid opening immediately thereafter in Committee Room No. 1, 6th Floor, 32 Govan Mbeki Avenue, Gqeberha.

Technical enquiries: Ms Sinovuyo Nondlazi, tel. (041) 508 7335, email: [email protected]. SCM enquiries: Ms. Khanyisile Notshulwana, tel: 041 508 7007, email: [email protected]. Bid documents available for free download on the e-tender portal (https://etenders.treasury.gov.za) or municipal website (https://www.sarahbaartman.co.za). Hard copies available from the Supply Chain Management Unit, 4th Floor, 32 Govan Mbeki Avenue, Gqeberha, tel: 041 508 7007, at a fee of R219.20.

Submit bids in a sealed envelope clearly marked with the bid number and description. Place the envelope in the Bid Box, 4th Floor, 32 Govan Mbeki Avenue, Gqeberha before 12h00 on 17 July 2026. Bids opened in public in Committee Room No. 1, 6th Floor, 32 Govan Mbeki Avenue, Gqeberha. Only use bid documentation provided by the municipality. Late, incomplete, facsimiled, or emailed bids will not be accepted. The lowest bid will not necessarily be accepted. SBDM reserves the right not to make an appointment. Value for money is a key consideration. Original documents from the municipality or printed originals from official websites must be submitted. Mandatory documents: Company registration (CK), certified ID copies of directors/owners, fully completed MBD forms 4, 6.1, 8, and 9. Bidder’s municipal statement of account (3 months) or valid lease agreement. Directors’ municipal statements of account (3 months) or valid lease agreement. If unavailable, submit an affidavit declaring no municipal service debt over 90 days.

Mandatory documents to submit: Company registration (CK) and certified ID copies of directors/owners. Fully completed and accurate MBD forms 4, 6.1, 8, and 9. Bidder’s municipal statement of account (3 months) or valid lease agreement. Directors’ municipal statements of account (3 months) or valid lease agreement. If unavailable, submit an affidavit declaring no municipal service debt over 90 days. Original bid documentation from the municipality or printed originals from official websites must be submitted. Bids must use only the bid documentation provided by the municipality.

Scope: Implementation and management of the Rural Road Asset Management System in the Sarah Baartman District Municipal Area for a period of three (3) years. Functionality assessment focuses on: Experience of the company in Rural Road Asset Management Systems, Qualifications and expertise of key personnel, Methodology for implementation and management.

Functionality criteria for experience and qualifications: Company experience on Rural Road Asset Management System (40 points), Qualifications and expertise of key personnel (35 points).

Mandatory registration on the Central Supplier Database (CSD). Failure to comply renders the bid null and void. Submit original or printed original bid documentation from the municipality. Mandatory documents: Company registration (CK), certified ID copies of directors/owners, fully completed MBD forms 4, 6.1, 8, and 9. Bidder’s municipal statement of account (3 months) or valid lease agreement. Directors’ municipal statements of account (3 months) or valid lease agreement. If unavailable, submit an affidavit declaring no municipal service debt over 90 days.

SBDM’s Supply Chain Management Policy applies. Late, incomplete, facsimiled, or emailed bids will not be accepted. The only or lowest bid received will not necessarily be accepted. SBDM reserves the right not to make an appointment. Value for money is a key consideration.

Prospective bidders must be registered on the Central Supplier Database (CSD). Failure to comply renders the bid null and void.

Evaluation uses an 80/20 preference points system: 80 points for price, 10 points for locality, and 10 points for B-BBEE status level of contribution. Bidders must achieve a minimum of 80% on functionality criteria to proceed. Functionality criteria: Experience of company on Rural Road Asset Management System (40 points), Qualifications and expertise of key personnel (35 points), Methodology (25 points).

Closing date: 17 July 2026. Closing time: 12h00. Bid opening will take place in public in Committee Room 1, 6th Floor, 32 Govan Mbeki Avenue, Gqeberha, immediately after the closing time.

SCM enquiries: Ms Khanyisile Notshulwana, Tel: 041 508 7007, Email: [email protected]. Technical enquiries: Ms Sinovuyo Nondlazi, Tel: 041 508 7335, Email: [email protected]. Bid documents are available for free download on the e-tender portal (https://etenders.treasury.gov.za) or the municipal website (https://www.sarahbaartman.co.za). Hard copies can be obtained from the Supply Chain Management Unit, 4th Floor, 32 Govan Mbeki Avenue, Gqeberha, Tel: 041 508 7007, at a fee of R219.20.

Submit bids in a sealed envelope clearly marked with the bid number and title. Place the envelope in the Bid Box on the 4th Floor, 32 Govan Mbeki Avenue, Gqeberha, before 12h00 on 17 July 2026. Late, incomplete, facsimiled, or emailed bids will not be accepted. Bids must be submitted on the official bid documentation provided by the municipality. The original document collected from the municipality must be submitted; if printed from the website, the original printed document must be submitted. Bids must include all mandatory documents: Company registration (CK) documents, certified ID copies of directors/owners, fully completed and accurate MBD forms 4, 6.1, 8, and 9, bidder’s municipal statement of account (3 months) or valid lease agreement, directors’ municipal statements of account (3 months) or valid lease agreement, or an affidavit declaring no municipal service debt over 90 days. All documentation must be originally signed in black ink. Copies of signatures will not be accepted.

The scope involves the implementation and management of the Rural Road Asset Management System (RAMS) for the Sarah Baartman District Municipality for three years. Key deliverables include: Implementation of a RAMS (Operation Level II compliant, SQL Server database with GIS integration), familiarization with the current RAMS and operational requirements, upgrading the current RAMS, updating inventories (road network, bridges, major culverts, other structures, ancillary road assets, borrow pits), borrow pit investigations, road and stormwater master plans, field data acquisition (paved/unpaved road visual condition assessments, Falling Weight Deflection, imaging, riding quality, rut depth, texture), system support and maintenance, network road safety assessments, bridge/major culvert/other structure inspections, manual traffic counting, accident reporting, data analysis/verification/capture, quality control, panel inspections, network report compilation, development of road maintenance plans, compilation of business plans, Integrated Transport Plan (ITP) review and update, ad hoc support, mentorship, and training. The RAMS must include modules such as Road Network Information Module (RNIM), Pavement Management System (PMS), Traffic Information Management System (TIMS), Borrow Pit Materials Management System (BPMMS), Bridge Management System (BMS), Construction Record Management System (CRMS), Asset Management Reporting System (AMRS), and Road Safety Management System (RSMS). Data collection must comply with Draft TMH 13 Part A to G and TMH 22 standards. Electronic data exchange format must comply with TMH 18. Automated data collection equipment must meet Draft TMH 22 A to G specifications.

The Service Provider must submit a detailed methodology for data collection, analysis, and reporting. Visual condition assessments must follow TMH9 Manual requirements and calibration from the Calibration session. Control assessments by the Employer will cover at least 10% of the road network. The Visual Condition Index (VCI) of the Service Provider’s assessment must correlate within 15% variance of the Employer’s control assessment for more than 90% of segments. Individual distress ratings will be checked for correctness. If using the 'post-rating method' (applying TMH9 to images), full details of assessment approaches, methodology, and equipment must be provided with the tender. Results must satisfy the Employer when compared to the traditional TMH9 approach. Data must be submitted bi-weekly to substantiate progress and allow ongoing quality checks. Segment data inconsistencies or errors must be noted and marked on maps. Road sections under construction or inaccessible must be noted on assessment forms and maps.

Bidders must demonstrate experience in Rural Road Asset Management Systems. Key personnel qualifications and expertise are critical, with 35 points allocated to this criterion. The Service Provider must have experience in: Implementation of RAMS, familiarization with current RAMS and operational requirements, upgrading current RAMS, updating inventories, field data acquisition, system support and maintenance, network road safety assessments, bridge/major culvert/other structure inspections, manual traffic counting, accident reporting, data analysis/verification/capture, quality control, panel inspections, network report compilation, development of road maintenance plans, compilation of business plans, Integrated Transport Plan (ITP) review and update, ad hoc support, mentorship, and training. Visual assessors must attend and pass a 3-day calibration and accreditation session. Only accredited bridge and culvert inspectors may undertake inspections. Replacement personnel costs for failed accreditation are the Service Provider’s responsibility.

A Contract Quality Plan must be submitted for Employer approval prior to data collection, as per Draft TMH 13 Part A and Draft TMH 22. For automated/instrument data collection, submit a current (not more than 12 months) minimum Class 2 Calibration Report and a current (not more than 3 months) minimum Class 2 Validation Report, as per Draft TMH 13 Part A to G. On-site calibration/validation and control testing are required during data collection. Data integrity checks must be performed by the service provider’s RAMS pavement engineer before capturing data to the RAMS. Checks include positional data integrity, condition reviews, logical checks, and cross-referencing with other data sources. A data verification certificate must be issued once data integrity is confirmed. Control assessments will be carried out by the Employer on random road segments (at least 10% of the total network). Visual Condition Index (VCI) correlation must be within 15% variance for more than 90% of segments. Non-compliant data batches will be rejected.

Pricing must be completed on Part 2.2: Pricing Schedule and must be inclusive of all applicable taxes (VAT) and less all unconditional discounts. No price adjustments for VAT will be made during the contract term. The pricing schedule includes: Lump Sum for RAMS system implementation (including software development, end-user licensing, technical support, labor, materials, travel, equipment), Man Hour rates for system familiarization and upgrades, Lump Sum for establishment/de-establishment of equipment (FWD, Digital Laser Profiler, Roughness Meter, Visual Assessors, Continuous Digital Imaging, Traffic Enumerators, Road Safety Appraisal Personnel, Ancillary Asset Personnel), Lump Sum for traffic control measures (paid in two equal installments), Man Hour rates for data collection and analysis tasks. Travel costs and subsistence costs (pre-approved by the Employer) must be claimed under Section 7000 of the Pricing Schedule of Rates. Payment for data collection tasks is contingent on data verification certificates.

Pricing must be completed on Part 2.2: Pricing Schedule and must be inclusive of all applicable taxes (VAT) and less all unconditional discounts. No prices will be amended for VAT purposes during the contract term. Bids with a value of more than R10 million (VAT included) must submit financial statements for the past three years or since establishment if established within the past three years. Travel costs and subsistence costs (pre-approved by the Employer) must be claimed under the appropriate pay item in Section 7000 of the Pricing Schedule of Rates. Payment terms: Lump Sum for system implementation, Man Hour rates for familiarization and upgrades, and Lump Sum for establishment/de-establishment of equipment and personnel. Payments for traffic control measures will be made in two equal installments: the first upon commencement and the second upon completion.

All fieldwork must comply with relevant safety legislation and regulations. The Service Provider performs work at its own risk and must ensure suitable safety precautions are taken at all times. Requirements include: Wearing approved high-visibility safety vests by staff during assessments, equipping vehicles with appropriate signage and orange lights. Traffic control must adhere to SARSTM Chapter 13. A detailed traffic management plan must be submitted to the Employer for approval prior to any work. Non-compliance with the approved plan results in a fixed penalty of R2,500 per occurrence and a time-related hourly penalty of R250 measured from non-compliance notification to rectification. Surveyors must be positioned in safe locations during traffic counting.

The successful bidder will be required to sign a written contract form. The bid is subject to the Preferential Procurement Policy Framework Act and the Preferential Procurement Regulations, 2022, the General Conditions of Contract (GCC), and any other special conditions of contract. The contract duration is three years. The Employer reserves the right not to make an appointment. The bid box is open during office hours (08h00 to 16h30, Monday to Friday). All bids must be submitted on the official original forms. No bid will be considered from persons in the service of the state. The Employer may terminate the contract if non-accredited personnel are used for visual assessments or inspections.

Evaluation will follow the 80/20 preference points system: 80 points for price, 10 points for locality, and 10 points for B-BBEE status level of contribution. Bidders must achieve a minimum score of 80% on functionality criteria to proceed. Functionality criteria: Experience of Company on Rural Road Asset Management System (35 points), Qualifications and expertise of key personnel (35 points), Methodology (25 points). Total: 100 points. The only or lowest bid received shall not necessarily be accepted. Value for money will be a key consideration.