Supply, support and maintenance of electronic traffic surveillance equipment and contravention management system, including debt and fine-collection services, for emakhazeni local municipality (60 months)

Procurement enquiries:

Contact person: Mr. Sibusiso Gwebu

Email: [email protected]

Telephone: 013 253 7601

Fax: 013 253 1889

Technical enquiries:

Contact person: Mr. VSH Mnisi

Email: [email protected]

Telephone: 013 253 7600

Fax: 013 253 1889

Submission address:

Emakhazeni Local Municipality

25 Scheepers Street

Belfast, 1100

Mpumalanga

(Deposit in the Tender Box at the SCM Office, Ground Floor)

Submission must be made in a sealed envelope clearly marked with the project number (ELM 26-27/10/06) and description, deposited into the Tender Box at the SCM Office, Emakhazeni Local Municipality, 25 Scheepers Street, Belfast, 1100, Mpumalanga.

Bids must be completed in black ink, with all required pages and schedules signed by an authorised person. Bids that are late, incomplete, unsigned, submitted by fax, email, or not completed in black ink will be rejected.

Returnable forms (Forms A to R) must be fully completed, signed and returned; failure to do so results in automatic disqualification.

The following returnable documents are mandatory:

• Form A: Compulsory Enterprise Questionnaire (enterprise details, shareholders, service-of-state record)
• Form B: Record of Addenda to Tender Documents
• Form C: Authority for Signatory (must be signed by a person with authority to bind the bidder)
• Form D: Declaration of Interest (disclose any connection to the state)
• Form E: Declaration of Past Supply Chain Management Practices
• Form F: Declaration of Good Standing Regarding Tax
• Form G: Declaration of Procurement Above R10 Million (VAT included)
• Form H: Declaration of Tenderer's Litigation History
• Form I: Certificate of Independent Bid Determination
• Form J: Declaration of Municipal Account
• Form K: Preference Schedule (B-BBEE preference points)
• Form L: Financial References / Credit Rating and Bank Details
• Form M: Proposed Key Personnel
• Form N: Schedule of Proposed Sub-Consultants
• Form O: Schedule of Previous Experience
• Form P: Schedule of Current Commitments
• Form Q: Tenderer's Project Structure
• Form R: Form of Indemnity

Additional required attachments: CSD registration number, tax compliance status PIN or TCS certificate, company registration certificate(s) (for joint ventures, both parties plus the JV agreement), relevant qualification certificates, appointment/reference letters as required by the functionality criteria.

Tenders must remain valid for 90 days from the closing date. No tender may be withdrawn or substituted after submission.

Bids will not be considered from persons in the service of the state.

Council reserves the right not to accept the lowest or any bid, and to accept the whole or part of a bid.

Evaluation uses an 80/20 preference point system (price and specific goals) in terms of the Preferential Procurement Regulations, 2022.

Stage 1 – Functionality: A minimum of 91 points out of 130 is required to pass functionality. Bidders scoring less than 70% (91 points) are disqualified. Functionality criteria and maximum scores:

1. Experience – Traffic System and Law Enforcement Systems: max 20 points (15+ projects = 20; 10–14 = 10; 1–10 = 5). Appointment letters and signed reference letters required.
2. Experience – Mobile/Fixed Camera and Back Office services: max 5 points (5+ projects = 5; 3–4 = 2; 1–2 = 1). At least 5 reference projects with monthly volumes ≥10 000, including traffic system, ANPR, DPP applications. Appointment and signed reference letters required.
3. Experience – Handheld Ticket Issuing Devices: max 10 points (50+ = 10; 21–49 = 5; 1–20 = 1). Proof of supply required (license/certificate/serial numbers, appointment letters/purchase orders).
4. Experience – Handheld Android Smartphone Devices with ANPR Interface: max 5 points (15–20 devices = 5; 10–14 = 3; 6–9 = 2; 1–5 = 1). At least one appointment letter or purchase order required.
5. Experience – Back Office services with supporting Camera Technology: max 5 points (5+ projects = 5; 3–4 = 2; 1–2 = 1). Reference projects with contract values, appointment and signed reference letters required.
6. Financial Capacity: max 5 points (5+ contracts/letters from financial institutions = 5; 3–4 = 2; 1–2 = 1). Proof of arrangements to interact with banking systems required.
7. Experience – Panel Van fitted with ANPR System and Back Office System: max 15 points (5 points per reference letter not older than 10 years). Five appointment and reference letters on client's letterhead required; sub-contracting appointments not considered.
8. Experience – ANPR Vehicles (owned or leased): max 5 points (1–5 owned = 3; 1–5 leased = 2). Certificates of ownership required.
9. Key Personnel: max 20 points, scored as follows:

• Traffic Contravention System Expert: 10+ years = 5; 5–9 = 3; 3–4 = 1; ≤2 = 0. IT degree or NQF level 7 IT diploma, Microsoft certification.
• Traffic Contravention System Developer: 10+ years = 5; 5–9 = 3; 3–4 = 1; ≤2 = 0. Minimum NQF level 6 IT qualification, registered with ICITP or IITPSA.
• Maintenance and Repair Technician: 5+ years = 5; 3–4 = 3; 1–2 = 1; ≤1 = 0. Minimum NQF level 6 in IT/IS/ICT/Computer Systems or equivalent.
• Contracts Manager: 10+ years = 5; 5–9 = 3; 3–4 = 1; ≤2 = 0. Law Enforcement degree or IT.

10. mSCOA integration and compliance: max 5 points. Confirmation letter from both Local Authority and Financial System Service Provider required.
11. Road traffic enforcement cameras: max 5 points (20+ = 5; 10–19 = 3; 1–9 = 1). Cameras must have remote monitoring capability; calibration and type approval certificates must be attached.
12. Experience – Stop Sign Law Enforcement: max 10 points (1 project with appointment and reference letters = 5; no proof = 0).
13. AARTO Experience: max 10 points (5+ projects = 5; 3–4 = 3; 1–2 = 1; none = 0). Appointment/contracts and reference letters required.

Stage 2 – Price and preference points under the 80/20 system after passing functionality.

Bids will be evaluated according to the Emakhazeni Local Municipality SCM Policy and applicable regulations. The council reserves the right to reject any bid that does not comply with tender conditions or specifications.

The contract is for the supply, support and maintenance of electronic traffic surveillance equipment and a contravention management system for Emakhazeni Local Municipality, over a 60-month period.

Scope includes debt and fine-collection services, as well as related services such as:

• Supply and delivery of mobile and fixed camera systems, with remote monitoring capability.
• Handheld ticket issuing devices.
• Handheld Android smartphone devices with ANPR interface.
• Panel van(s) fitted with Automatic Number Plate Recognition (ANPR) system and back office system.
• Back office services for contravention management and fine collection.
• Integration with mSCOA (Municipal Standard Chart of Accounts) – confirmation required.
• AARTO-related system implementation and support.
• Stop sign law enforcement capability.

Bidders must demonstrate experience and capacity for monthly volumes of at least 10 000 contraventions (for camera/back office services).

Key personnel must be proposed for the roles of Traffic Contravention System Expert, Traffic Contravention System Developer, Maintenance and Repair Technician, and Contracts Manager, with specified qualifications and experience.

Equipment must have calibration and type approval certificates where applicable.

Bid price must be quoted in the pricing schedule (SBD/MBD forms) and must remain firm for 90 days after closing.

The 80/20 preference point system applies: price is allocated 80 points, preference goals 20 points.

Bid security: No specific bid guarantee or bond is mentioned.

The council may request financial information, including evidence of arrangements with financial institutions for banking system integration (functionality criterion).

The municipality may investigate the financial status of any bidder via a chartered accountant or auditor.

Successful bidder will be required to sign a written contract (MBD7).

The municipality reserves the right to alter quantities based on supplied rates.

No specific payment terms, retention, or turnover thresholds are stated.

Penalties for fraudulent preference claims: cancellation of contract, financial penalty of twice the preference value, and restriction from doing business with the municipality for 5 years.

Central Supplier Database (CSD): Registration is mandatory; provide CSD number.

Tax compliance: Provide a valid tax compliance status PIN (TCS PIN) or a printed TCS certificate from SARS. Foreign suppliers must complete the pre-award questionnaire (Part B:3) and may not need a SARS PIN if they have no SA tax liabilities.

Company registration: Submit a copy of the company or close corporation registration; for joint ventures, both companies' registrations and the JV agreement.

Declaration of Interest (Form D): Must be completed; false declaration leads to disqualification.

Declaration of Municipal Account (Form J): Provide proof of no municipal account arrears exceeding three months, or a letter for non-rated areas.

B-BBEE: A B-BBEE certificate or sworn affidavit (for EMEs/QSEs) must be submitted to claim preference points for specific goals.

State employees: Bidders with directors/shareholders who are state employees are not allowed to bid.

No specific CIDB grading is required (professional service, not construction).

Minimum B-BBEE level: Not explicitly stated.

No local content percentage stated.