Supply and support of a vehicle repairs estimation service system (vress) for g-fleet management – 3-Year contract

Compulsory briefing session: 16 October 2026, 10:00 to 13:00 (CAT), via Teams link: https://events.teams.microsoft.com/event/cacca2e4-9e4b-4277-b832-40ce89f3a42a@003f7489-c006-4532-90f3-d1feadc0d1af?source=copyLinkLegacyShareEventDialog

Closing date: 30 October 2026 at 11:00 (CAT).

Enquiries (SCM and technical specifications):

• Email: [email protected]

Issued by:

g-FleeT Management

Entity of Roads and Transport

Private Bag X1

Bedfordview

2008

Bidders must regularly check the eTender portal (www.etenders.gov.za) for responses and communication.

Submission method: TendaSwift system (electronic only). No physical documents accepted.

Closing time: 30 October 2026 at 11:00 (CAT). The system stops accepting bids at the closing time.

Bids must be properly bound if printed for reference, but submission is electronic.

Returnable documents (all must be completed, signed and submitted):

• SBD 1 (Invitation to Bid): signed as the offer cover page.
• SBD 4 (Bidder's Disclosure): declares any employment by an organ of state, relationships with procuring institution staff, and interests in related enterprises; false disclosure disqualifies.
• SBD 6.1 (Preference Points Claim): claims specific goals points; failure to complete forfeits all preference points.
• Integrity Pact: signed by the CEO or authorised representative; if not signed at submission, the bid is disqualified.
• Form B1-1 (Candidate's Technical/Managerial Record) for the Project Manager.
• Valid OEM letter from the developer OR certified copy of Software Patent.
• Joint Venture/Consortium agreement (if applicable), signed by all parties, indicating revenue split.
• Company profile.
• Certified ID copies of owners, directors, members, shareholders or trustees (certification not older than 6 months before closing).
• CIPC registration documents OR Master of the High Court registration.
• CSD registration report or MAAA number.
• Valid tax status PIN.
• B-BBEE certificate or sworn affidavit (to claim specific goals points).
• Municipal rates & taxes invoice/statement or lease agreement (to claim Gauteng location points).

Disqualification risks:

• Failure to attend the compulsory briefing session.
• Late submission (after closing time).
• Omission or non-signature of any returnable form.
• Being listed on National Treasury's register of defaulters or restricted suppliers.
• False declarations.

Evaluation stages:

1. Functionality (desktop evaluation) – scored out of 100 points. Minimum threshold to qualify: 70 points (70%).

• Company Experience (30 points, 30%): reference letters on client letterheads from organisations that used the bidder for VRESS. Each letter must include client name, contact person, phone number, business address, project description, and project value. Scoring: 4+ letters = 30, 3 = 20, 2 = 10, 1 = 5, 0 = 0. Letters missing any required element score 0.
• Key Personnel (30 points, 30%): complete Form B1-1 for one Project Manager with minimum 5 years' experience. Scoring: ≥5 years = 10 points; valid registration with Project Management South Africa (Project Manager, Senior or Professional) = 5 points; NQF 5 or 6 qualification in Project Management/ICT = 5 points. Support staff: established call centre = 10 points (submit confirmation letter or commitment to establish). Failure to include Form B1-1 scores zero.
• Training Requirements (10 points, 10%): submit training plan, SLA/MOU/contract with accredited training institution or internal trainer's accreditation, and provide 6 group training sessions in 36 months. All three = 10 points; less than three = 0.
• Total for desktop evaluation: 70 points (70%). Bidders scoring 49 or more proceed to system demonstration.

2. System Demonstration (30 points, 30%): bidder demonstrates system functionality. 15 functions, each worth 2 points (total 30). Functions include: real live data access, OEM link, integration with existing system, real-time updates/notifications, user-friendly interface, predictive/preventative maintenance, analytics and reporting, repair guidance with diagnostic steps and labour times, service history tracking, compliance with industry standards, vehicle information, labour time, part pricing, inventory management, integration with suppliers for real-time pricing and availability. Bidders scoring 21 or more proceed to price and preference evaluation.
3. Price and Preference Points (80/20 system): maximum 80 points for price, 20 for specific goals.

Specific goals (20 points total):

• HDI (black ownership ≥51%): 1 point
• Woman ownership ≥51%: 5 points
• Youth ownership ≥51%: 5 points
• People with disability ownership ≥51%: 5 points
• Military veterans ownership ≥51%: 2 points
• Bidder located in Gauteng Province (municipal rates & taxes invoice/statement not older than 3 months, or lease agreement in bidder's name): 2 points

Proof for each: valid B-BBEE certificate or sworn affidavit.

Bid validity period: 90 days (excluding public holidays). The entity may request extension.

The entity may verify prices that appear considerably below market by requesting quotations from cited suppliers.

The entity may cancel and blacklist a supplier for at least 12 months for inadequate performance.

Scope: Supply and support of a Vehicle Repairs Estimation Service System (VRESS) for g-FleeT Management for three years.

The system must integrate mechanical repair and panel beating workflows, handling the full lifecycle of vehicle damage.

Key system functions required:

• Accurate repair estimation
• Real live data access
• Link with OEM data
• Integration with g-FleeT's existing systems
• Real-time updates/notifications
• User-friendly interface for technicians
• Predictive/preventative maintenance
• Analytics and reporting
• Repair guidance with diagnostic steps, repair procedures and labour times
• Service history tracking (by make and model)
• Compliance with industry standards
• Vehicle information
• Labour time calculation
• Part pricing
• Inventory management
• Integration with suppliers for real-time pricing and parts availability

Training: Provide group training sessions (6 in 36 months) to g-FleeT staff, with a training plan and accredited training institution or internal trainer accreditation.

Support: Established call centre (or commitment to establish one).

Company experience: reference letters from clients who used the bidder for VRESS. Each letter must include client name, contact person, phone number, business address, project description, and project value. Scoring: 4+ letters = 30 points, 3 = 20, 2 = 10, 1 = 5, 0 = 0. Letters missing any element score 0.

Key personnel: One Project Manager with minimum 5 years' experience. Scoring: ≥5 years = 10 points; valid registration with Project Management South Africa (Project Manager, Senior or Professional) = 5 points; NQF 5 or 6 qualification in Project Management/ICT = 5 points. Support staff: established call centre = 10 points (submit confirmation letter or commitment to establish). Form B1-1 must be completed for the Project Manager; failure to include it scores zero.

The system must comply with industry standards. The entity may verify proposed prices for critical materials by requesting quotations from cited suppliers. The entity may cancel and blacklist suppliers for inadequate performance. No specific quality management certification is stated.

Pricing must be provided for a 3-year period, with unit prices and total prices for each line item: Advanced System Implementation (once-off), OEM Data integration/DaaS (annual), Software Licensing (annual), AI Compute & Advanced Services (monthly/annual), Custom Feature Development (ad-hoc/retainer), System Maintenance & SLA (monthly/annual), and Training & Support (fixed/annual). Sub-total, VAT at 15%, and grand total must be shown.

Pricing schedule must be completed with unit prices and total price for 3 years, including:

• Advanced System Implementation (once-off): setup of base platform and integration of proprietary damage identification engine
• OEM Data integration / DaaS (annual): licensing fees for authorised third-party OEM API
• Software Licensing (annual): full platform access, 3D/2D visual mapping, end-to-end automated repair estimate
• AI Compute & Advanced Services (monthly/annually): dedicated cloud infrastructure including GPU processing for real-time image analysis, automated damage identification, and predictive analytics
• Custom Feature Development (ad-hoc/retainer): agile development of new modules, bespoke reporting, additional API integrations
• System Maintenance & SLA (monthly/annual): high-availability cloud hosting, automated database backups, premium SLA response times
• Training & Support (fixed/annual): comprehensive training plan, advanced system admin training, priority call centre

VAT at 15% must be added to the sub-total.

Bid validity: 90 days (excluding public holidays).

No bid security or guarantee is specified.

The entity will not compensate bidders for preparation or testing costs.

Mandatory requirements (failure disqualifies):

• CSD registration (report or MAAA number)
• Valid tax status PIN (non-compliance handled per National Treasury Instruction note 4.2 of 2018)
• CIPC registration OR Master of the High Court registration
• Certified ID copies of owners, directors, members, shareholders or trustees (not older than 6 months before closing)
• Valid OEM letter from developer OR certified copy of Software Patent
• Attendance at compulsory briefing session
• Completion and signing of all SBD documents (SBD 1, SBD 4, SBD 6.1) and Integrity Pact
• Joint Venture/Consortium agreement (if applicable), signed by all parties, with revenue split; each party must submit individual enterprise documents (CIPC, certified IDs, tax compliance)
• Company profile
• B-BBEE certificate or sworn affidavit to claim specific goals points
• Municipal rates & taxes invoice/statement or lease agreement to claim Gauteng location points
• Bidders listed on National Treasury's register of defaulters or restricted suppliers are disqualified.

The Integrity Pact requires compliance with all applicable environmental, health, and safety regulations. No specific OHS plan or certification is required in the tender document.

The successful bidder must enter into a formal contract governed by the General Conditions of Contract (revised July 2010). The contract period is three years. The entity may cancel and blacklist a supplier for at least 12 months for inadequate performance. The entity will not compensate bidders for preparation or testing costs. Bid validity is 90 days (excluding public holidays), extendable at the entity's request. The entity may verify prices that appear abnormally low.

Functionality is scored out of 100 points. Desktop evaluation (70 points) covers company experience (30), key personnel (30), and training requirements (10). Bidders scoring 49 or more proceed to system demonstration (30 points). Bidders scoring 21 or more on demonstration proceed to price and preference evaluation. Price and preference use the 80/20 system: 80 points for price, 20 for specific goals. Specific goals: HDI (1), woman (5), youth (5), disability (5), military veterans (2), Gauteng location (2).