Meter reading and related services for george municipality (2026-2029)

Numbers

Tenderer Contact Details

4-5

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Invitation to Bid

Details of Tenderer

Details of Tendering Entity’s Bank

Resolution taken by the Board of Directors / Members / Partners

Resolution taken by the Board of Directors of a Consortium or Joint

10-11

Venture

Joint Venture Information / Agreement

Schedule of Proposed Sub-Contractors

14-29

Tender Specifications

Pricing Schedule 30-34

The Contract entails the reading of water and electricity meters and the

provision of other meter related services on behalf of George Municipality.

The Municipality herewith extends this invitation to call for tenders from

experienced meter reading companies or service providers, who meet the

eligibility criteria as set out in the conditions of the tender.

The George Municipality requires water and electricity meter reading services

and other related services for a period from the date of appointment until 30

June 2029. The service provider will provide the meter reading services within

the Greater George, including George Industrial Area, Pacaltsdorp,

Wilderness, Herolds Bay, Rural Areas, Uniondale, and Haarlem.

The municipality is busy implementing a smart water meter project that will

run for a three (3) year period to replace all domestic water meters which will

in turn reduce the number of water meters to be read over the period of the

tender term. The conversion of all credit electricity meters to prepaid meters

in households is also a project that the municipality has prioritized for the next

two (2) financial years that will eliminate all credit electricity meters to be read.

George Municipality has approximately 1 850 credit electricity meters and 36

500 water meters (excluding smart water meters). The average number of

meters per route list is 254. The normal reading cycle is from the 15th of each

month until the 15th of the following month.

The meter reading process generates a substantial percentage of the

municipality’s income and therefore the municipality could suffer significant

losses if the meter readings provided are not accurate. There is also a

significant customer service focus associated with the meter reading process

that impacts on the municipality’s image. The successful bidder must be

committed to strict confidentiality both during and after the meter reading task.

The successful bidder must ensure that no conflict of interest occurs during

the meter reading process and if any potential conflict arises, the successful

bidder must advise the municipality accordingly. The successful bidder will be

required to prepare a project plan and adhere to the time schedules as

agreed by the George Municipality.

The Municipality will provide the successful bidder with the following

information electronically:

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• Current meter master data, including meter details and status;
• All relevant and specific information required to enable the service provider

to effectively carry out its duties in terms of the contract;

• Route lists, including street addresses, meter numbers, and meter types

(water and electricity);

• Alpha-Numeric error codes and exception indicators (e.g. meters that

cannot be read, inaccessible meters, or other reading anomalies);

• Statistical data relating to meters recorded on the municipal system.

The service scope is to undertake the meter reading services on behalf of

George Municipality and the implementation thereof, reporting directly to the

designated official.

Services required

3.1 The successful bidder will be required to read water and electricity

meters and render related meter services for the full duration of the

contract.

3.2 The successful bidder will only be remunerated for acceptable

actual, first and final readings as well as special readings. No

payment will be made for checking or re-readings of meters.

3.3 The successful bidder will be penalised for non-performance.

3.4 The successful bidder must take into consideration that the number

of water and electricity meters will decrease over the term of the

contract due to the implementation of the smart water meter project

and the phasing out of the credit electricity meters at households.

3.5 A detailed project plan for meter readings will be finalised with the

successful bidder upon award of the contract. All reading cycles

must be conducted monthly and completed by no later than the 15th

of each month.

3.6 The successful bidder will be required to undertake the following

functions and/or services:

3.6.1 Meter reading functions.

3.6.2 The successful bidder will be required to adhere to the following

actual billable reading percentages:

• minimum of 80% actual billable reading ratio per quarter for the

first (1st) contract year;

• minimum of 85% actual billable reading ratio per quarter for the

second (2nd) contract year;

• and 90% for every month thereafter.

Penalties

Penalties will be levied if the above percentages cannot be adhered

to.

Penalties will be levied against non-performance at 5% of the

monthly invoice provided by the contractor The municipality also

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reserves the right to impose the default terms according to the

General Conditions of Contract, which may inter alia lead to

cancellation of the contract.

3.6.3 The reading of water and electricity meters per route list.

3.6.4 The contractor to supply a monthly meter reading programme not

exceeding 35 days or less than 27 days before the start of every

reading cycle.

3.6.5 Any changes in the proposed reading cycle to be communicated

timeously to the designated official as well as the reason for the

change.

3.6.6 The taking of readings as per reading cycle, as determined by the

George Municipality.

3.6.7 Proof reading or re-reading (check reading) of meters as requested

by the Municipality.

3.6.8 The supply and maintenance of reading equipment is compatible

and can be integrated with the SOLVEM Platinum System, e.g.

hand-held terminals. (Handhelds camera quality must be minimum

5 mega pixels). The handheld unit must not accept a meter reading

without prompting for a photo.

3.6.9 Training requirements: Once-off training must be provided to

municipal officials within 30 days after the final award.

3.6.10 The contractor shall be responsible for obtaining readings from all

meters, including those that are underground, inaccessible, or

otherwise difficult to access, where reasonable measures can be

applied.

3.6.11 Obtaining of first and final readings of disconnected or reconnected

electricity and water meters.

3.6.12 The drying (pumping out) of manholes where meters are under

water.

3.6.13 The successful bidder must issue a notice to consumers in cases

where meters cannot be read during normal office hours. Proof of

this notice must accompany each after hour meter reading

performed.

3.6.14 Installation of GPS coordinates of meter location per property.

(GPS coordinates MUST be captured accurately, as close as

possible to the meter location). In addition to the capturing of GPS

coordinates of meters, GPS exception reporting is also required (for

the purpose comparing GPS coordinates of meters on a month-to-

month basis).

3.7. Back- office functions

3.7.1. The successful bidder will be required to have or establish a fully

equipped and functioning local back office in George that will deal

with the following functions:

3.7.2. Reporting faulty or damaged meters.

3.7.3. Reporting of tampered and possible bypassed meters, if detected.

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3.7.4. Reporting of faulty / damaged meter kiosks if detected.

3.7.5. Reporting of water and electricity meters not captured in the meter

reading records. (New buildings or vacant plots being connected to

the network.)

3.7.6 Reporting of new connections or electricity meters replaced by pre-

paid meters.

3.7.7. Attending to meter related queries from the end-user / consumer.

3.7.8. The checking of fault and variance reports and related re-readings.

3.7.9. Supplying the necessary infrastructure in aid of the meter reading

process e.g. vehicles to access farms, computers and telephones.

Vehicles must be branded for high visibility where meter readers

are active.

3.7.10. The service provider must ensure that all employees wear uniforms

approved by the Municipality while performing duties under this

agreement. In addition, all personnel must visibly always wear

official identification cards while carrying out their duties,

contemplated in this agreement.

3.7.11. Quarterly audits must be conducted on all self-readings, as well as

all instances where meter readings could not be obtained for a

period of three (3) consecutive months. A comprehensive report

must be submitted to the Municipality reflecting the outcomes of

such audits, including findings and recommendations. Verification

of meters must be undertaken where required, including after-hours

inspections, upon instruction from the Municipality. Failure to

conduct the required quarterly audits shall be regarded as a

material breach of contract and may result in contractual

remedies being applied by the Municipality.

3.7.12 Special readings requested by the Municipality shall be prioritized

and must be completed within seven (7) calendar days from the

date of instruction. The execution of special readings must be

planned and managed in such a manner that it does not interfere

with delay or compromise the normal monthly reading cycle. The

contractor shall ensure adequate resources and operational

capacity are in place to accommodate special readings without

impacting scheduled route readings, billing timelines, or service

delivery obligations. Any constraints that may affect compliance

with this requirement must be communicated in writing to the

Municipality immediately upon receipt of the instruction. Failure to

comply with the above requirements, including the prescribed

timeframe, shall constitute a breach of contract and may result

in the Municipality invoking its contractual remedies.

3.7.13. Receiving all self-readings and following up cases where self-

readings were not supplied. The verification must be done every

three (3) months and, if necessary, after hours.

3.7.14. Reporting of no-read meters with note on monthly basis. The

successful bidder must use correct no-reading codes to ensure

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effective follow up and corrective measures are taken to make

meters accessible in the future.

3.7.14.1 Checking of meter readings on request of the Municipality.

3.7.14.2 Reporting meters that register abnormally high or fast readings

when taking meter readings.

3.7.14.3 Reporting on GPS coordinates exception reports.

3.7.14.4 Down-time for communication lines not to exceed 24 hours.

Municipality to be informed timeously of any downtime and the

reason for the downtime.

QUANTITY (Applicable for

(type, size, capacity and year of registration)

plant/vehicles/trailer

s etc.)

Plant / tools / equipment that will be acquired or hired

DESCRIPTION (type, size, capacity etc) QUANTITY SOURCE HIRE / ACQUIRED

If plant / tools / equipment, as stipulated above, will be rented, proof of the

intention to lease it from the supplier must be submitted with the tender

document. No points will be awarded if proof is not submitted.

2. Presentation (Stage 1B)

Those Tenderers that pass the first Stage 1A functionality above will be invited to

do a presentation. On scoring 75 points or more (out of 100) in the second stage

evaluation, your bid will be regarded as responsive and will be evaluated further.

Tender offers that fail to score the minimum score for functionality will be deemed as

non-responsive.

Bids will be evaluation in terms of the following criteria:

Second stage evaluation weight

(Points)

1) Look & Feel

a. Demonstration of existing systems 20

Proposed mock-up with George branding

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2) Simplicity & Ease of Use

a. The simplicity of the existing system (Administration/operation) 30

How easy the system is to use by the user (Staff)

3) Functionality

a. Existing functionality of the application

b. Ability to add & remove functionality

c. Integration with other systems

d. Types of management reports available

4) Implementation Plan

a. Timeframes 20

Deliverables

Total 100

Scoring for each section will be based on the bid evaluation committee’s discretion.

The scoring will be done on each section accordingly:

1) The criteria do not meet expectation = 0

2) The criteria have some elements of the requirements = 0 - 50%

3) The criteria meet most of the expectations = 51% to 74%

4) The criteria meet the expectations = 75% to 85%

5) The criteria presented exceeds expectations = 86% - 100%

The minimum qualifying score for functionality is 75 points. All bids that fail to achieve

the minimum score shall not be considered for further evaluation on Price, BBBEE

and Specific Goals (Stage 2).

The successful bidder must, at own cost, consult with SOLVEM to facilitate

interfacing of its computer system with the SOLVEM Platinum Financial

System. Contact person and detail at SOLVEM is as follows: Adele Bouwer,

Lead Consultant; [email protected] or Tel 021 0012116, Ext 1001.

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Stage 1: Functionality Fase 1: Funksionaliteit

Functionality will be evaluated in two (2) separate and Funksionaliteit sal in twee (2) afsonderlike en

independent stages. Bidders must achieve the minimum onafhanklike fases geëvalueer word. Bieërs moet die

qualifying score for each individual stage to progress to minimum kwalifiserende punte vir elke individuele

the next phase of evaluation. Failure to meet the minimum stadium behaal om na die volgende fase van evaluering

threshold in either stage will result in immediate te vorder. Versuim om die minimum drempel te bereik in

Stage 1A: Fase 1A

documentation submitted. A minimum score of 70 out of dokumentasie wat ingedien is. 'n Minimum van 70 uit 100

100 is required to progress to Stage 1B, presentation of their word vereis om na Fase 1B te vorder, aanbieding van hul

of 30 points. gewig van 30 punte dra.

of maximum 30 points. gewig van maksimum 30 punte dra.

carrying a weight of 20 points. aan hierdie Tender met 'n gewig van 20 punte.

of 20 points. gewig van 20 punte dra.

Stage 1B: Presentation Fase 1B: Aanbieding

Only tenders scoring a minimum of 75 out of 100 points in Slegs tenders wat 'n minimum van 75 uit 100 punte in

stage will be further considered for evaluation in Stage 2, hierdie fase behaal, sal verder oorweeg word vir

price and preference. evaluering in Fase 2, prys en voorkeur.

maximum 20 points. gedurende gebruik sal 'n gewig van maksimum 20

of maximum 30 points. 2. Eenvoud en gebruiksgemak van die stelsel wat 'n

3. Functionality of the system carrying a weight of gewig van maksimum 30 punte dra

maximum 30 points. 3. Funksionaliteit van die stelsel wat 'n gewig van

maximum 20 points. gedurende gebruik sal

f maximum 20 points.

3. Functionality of the system carrying a weight of maximum 30 points.

Only bidders scoring 75 points or more (out of 100) in stage 1B

4.1 The service provider must issue a formal notification to clients

where meter is underground/under grass or covered with a cement

block. For purposes of this contract, a formal notification shall

include written communication delivered either by official notice to

the property, registered communication, and a electronic notification

such as SMS or email where contact details are available. The

notification must clearly indicate the access issue and request

corrective action to enable meter reading.

4.2 The contractor must have resources to provide manpower to field

all routes. The contractor is required to indicate how many staff they

intend to employ when tendering.

4.3 The successful bidder can subcontract/outsource and source 30%

local labour from the George Municipal Area.

4.4 The successful bidder must establish an operational office in the

George Municipal Area after the successful bidder has been

notified of the final award within 30 days. The office must be fully

functional and cabable of supporting contract operations,

including administrative, operational and supervisory functions.

Compliance with this requirement shall be verified through

submission of proof of lease or ownership, municipal account

details, and physical address confirmation. The Municipality

reserves the right to conduct an on-site inspection to confirm

operational readiness of the office prior to or during contract

implementation. Failure to establish and maintain such office

to the satisfaction of the Municipality shall constitute a breach

of contract.

4.5 The contractor shall provide his/her own tools, equipment and

apparatus to carry out the work required and all maintenance on

this equipment will be for the account of the tenderer.

4.6 The Contractor will provide his/her own meter readers with uniform

prior to the commencement of work. The uniform must be of such

nature that the person is easily identifiable as a meter reader and

must be worn whilst on duty.

4.7 The contractor must issue the meter readers with identity cards and

shall produce such identity cards when requested by customers.

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5. Evaluation of tender

This tender will be evaluated on three stages, namely Functionality (Stage 1A),

Presentation (Stage 1B) and Price, BBBEE and specific goals (Stage 2).

1. Functionality Evaluation (Stage 1A)

(a) Tenders will be evaluated on the functionality criteria as set out below.

Bidders that score less than 70 out of 100 points for these criteria will be

regarded as non-responsive and will not be evaluated on Stage 1B

presentation. Unclear, vague, fragmented or incomplete information

provided will result in no points being allocated.

(b) Bidders must ensure that relevant information is submitted on closing date

with tender. If information is not submitted no points will be awarded.

(c) No information or documentary proof will be requested after closure of the

tender, relating to tender functionality.

(d) The following criteria will be used to calculate points for the functionality of

tenders and bidders should ensure that they submit all information in

order to be pre-evaluated on the criteria mentioned below:

Maximum

Stage 1acriterion bidder score

Points

1. Company (or JV) Experience 30

References Related to that

2. 30

39-40

MBD1 – Tax Compliance Information

41-44

MBD4 – Declaration of Interest

45-51

MBD6.1 – Preference Points Claim form

52-53

MBD8 – Declaration of Bidder’s Past Supply Chain Management Practices

54-56

MBD9 – Certificate of Independent Bid Determination

several liability with parties under item 1 above for the fulfillment of the

obligations of the joint venture deriving from, and in any way connected with

the contract to be entered into with the George Municipality in respect of the

project described above under item 1.

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constitute a breach of contract.

municipality’s income and therefore the municipality could suffer significant

losses if the meter readings provided are not accurate. There is also a

significant customer service focus associated with the meter reading process

that impacts on the municipality’s image. The successful bidder must be

committed to strict confidentiality both during and after the meter reading task.

are active.

3.7.10. The service provider must ensure that all employees wear uniforms

approved by the Municipality while performing duties under this

agreement. In addition, all personnel must visibly always wear

official identification cards while carrying out their duties,

contemplated in this agreement.

3.7.11. Quarterly audits must be conducted on all self-readings, as well as

all instances where meter readings could not be obtained for a

period of three (3) consecutive months. A comprehensive report

must be submitted to the Municipality reflecting the outcomes of

such audits, including findings and recommendations. Verification

of meters must be undertaken where required, including after-hours

inspections, upon instruction from the Municipality. Failure to

conduct the required quarterly audits shall be regarded as a

material breach of contract and may result in contractual

remedies being applied by the Municipality.

3.7.12 Special readings requested by the Municipality shall be prioritized

and must be completed within seven (7) calendar days from the

date of instruction. The execution of special readings must be

planned and managed in such a manner that it does not interfere

with delay or compromise the normal monthly reading cycle. The

contractor shall ensure adequate resources and operational

capacity are in place to accommodate special readings without

impacting scheduled route readings, billing timelines, or service

delivery obligations. Any constraints that may affect compliance

with this requirement must be communicated in writing to the

comply with the above requirements, including the prescribed

timeframe, shall constitute a breach of contract and may result

in the Municipality invoking its contractual remedies.

3.7.13. Receiving all self-readings and following up cases where self-

readings were not supplied. The verification must be done every

three (3) months and, if necessary, after hours.

3.7.14. Reporting of no-read meters with note on monthly basis. The

successful bidder must use correct no-reading codes to ensure

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effective follow up and corrective measures are taken to make

meters accessible in the future.

3.7.14.1 Checking of meter readings on request of the Municipality.

3.7.14.2 Reporting meters that register abnormally high or fast readings

when taking meter readings.

3.7.14.3 Reporting on GPS coordinates exception reports.

3.7.14.4 Down-time for communication lines not to exceed 24 hours.

submission of proof of lease or ownership, municipal account

details, and physical address confirmation. The Municipality

reserves the right to conduct an on-site inspection to confirm

operational readiness of the office prior to or during contract

implementation. Failure to establish and maintain such office

to the satisfaction of the Municipality shall constitute a breach

of contract.

4.5 The contractor shall provide his/her own tools, equipment and

apparatus to carry out the work required and all maintenance on

this equipment will be for the account of the tenderer.

4.6 The Contractor will provide his/her own meter readers with uniform

prior to the commencement of work. The uniform must be of such

nature that the person is easily identifiable as a meter reader and

must be worn whilst on duty.

4.7 The contractor must issue the meter readers with identity cards and

shall produce such identity cards when requested by customers.

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leaders must be an employee with the leading partner of the consortium or

joint venture. The leading partner of the consortium or joint venture is

determined by the shareholding regarding the liability, which is included in the

consortium or joint venture agreement.

transfers, will only be permitted for a maximum period of six (6) months from

the contract commencement date. This period is granted to allow for the

development, testing, and full implementation of the required API integration.

reason for the downtime.

4. Special conditions

4.1 The service provider must issue a formal notification to clients

where meter is underground/under grass or covered with a cement

block. For purposes of this contract, a formal notification shall

include written communication delivered either by official notice to

the property, registered communication, and a electronic notification

such as SMS or email where contact details are available. The

notification must clearly indicate the access issue and request

corrective action to enable meter reading.

4.2 The contractor must have resources to provide manpower to field

all routes. The contractor is required to indicate how many staff they

intend to employ when tendering.

4.3 The successful bidder can subcontract/outsource and source 30%

local labour from the George Municipal Area.

4.4 The successful bidder must establish an operational office in the

_______________________________________________

and who will sign as follows: __________________________________

(Speciman signature)

be, and is hereby, authorized to sign the Tender and any and all other documents

and/or correspondence in connection with and relating to the Tender, as well as to

sign any contract, and or all documentation resulting from the award of the Tender to

the enterprise mentioned above.

Note: The resolution must be signed by all the directors or members / partners of

the bidding enterprise. Should the space provided below not be sufficient for all the

directors to sign, please provide a separate sheet in the same format below.

et executandi for all purposes arising from this joint venture agreement and

contract with the George Municipality in respect of the project under item 1:

(Physical Address)

________________________________________________

______________________________________________________________

Note: The resolution must be signed by all the directors or members / partners of

the bidding enterprise. Should the space provided below not be sufficient for all the

directors to sign, please provide a separate sheet in the same format below.

The Bidder shall list below the sub-contractors he/she proposes to employ for part(s)

of the works/goods/services.

3.6.7 Proof reading or re-reading (check reading) of meters as requested

by the Municipality.

3.6.8 The supply and maintenance of reading equipment is compatible

and can be integrated with the SOLVEM Platinum System, e.g.

hand-held terminals. (Handhelds camera quality must be minimum

5 mega pixels). The handheld unit must not accept a meter reading

without prompting for a photo.

3.6.9 Training requirements: Once-off training must be provided to

municipal officials within 30 days after the final award.

3.6.10 The contractor shall be responsible for obtaining readings from all

meters, including those that are underground, inaccessible, or

otherwise difficult to access, where reasonable measures can be

applied.

3.6.11 Obtaining of first and final readings of disconnected or reconnected

electricity and water meters.

3.6.12 The drying (pumping out) of manholes where meters are under

water.

3.6.13 The successful bidder must issue a notice to consumers in cases

where meters cannot be read during normal office hours. Proof of

this notice must accompany each after hour meter reading

performed.

3.6.14 Installation of GPS coordinates of meter location per property.

(GPS coordinates MUST be captured accurately, as close as

possible to the meter location). In addition to the capturing of GPS

coordinates of meters, GPS exception reporting is also required (for

the purpose comparing GPS coordinates of meters on a month-to-

month basis).

3.7. Back- office functions

3.7.1. The successful bidder will be required to have or establish a fully

equipped and functioning local back office in George that will deal

with the following functions:

3.7.2. Reporting faulty or damaged meters.

3.7.3. Reporting of tampered and possible bypassed meters, if detected.

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3.7.4. Reporting of faulty / damaged meter kiosks if detected.

3.7.5. Reporting of water and electricity meters not captured in the meter

reading records. (New buildings or vacant plots being connected to

the network.)

3.7.6 Reporting of new connections or electricity meters replaced by pre-

paid meters.

3.7.7. Attending to meter related queries from the end-user / consumer.

3.7.8. The checking of fault and variance reports and related re-readings.

3.7.9. Supplying the necessary infrastructure in aid of the meter reading

process e.g. vehicles to access farms, computers and telephones.

current. Points can only be allocated once, meaning one-person-one-score,

no multiple scoring. Please note the staff allocated to this Tender must be on-

site and used for this Tender. If the person is unavailable during time of

execution he/she must be replaced with someone of equal of better value and

experience and proof as per CV submitted.

NB: Relevant experience is defined as the accumulation of knowledge or skill

that results from direct participation in relevant similar events or activities and/or

as determined by the George Municipality and/or professional consulting

engineer where applicable.

Criterion 4: Plant / Tools / Equipment

of maximum 30 points. 2. Eenvoud en gebruiksgemak van die stelsel wat 'n

3. Functionality of the system carrying a weight of gewig van maksimum 30 punte dra

maximum 30 points. 3. Funksionaliteit van die stelsel wat 'n gewig van

4. Implementation plan of the system carrying a weight of maksimum 30 punte dra

maximum 20 points. 4. Implementeringsplan van die stelsel wat 'n gewig van

maksimum 20 punte dra

Stage 1B: Functionality will be done in the form a presentation and the

criteria and weight are as follows:

1. Look and Feel of the system carrying a weight of maximum 20 points.

2. Simplicity & ease of use of the system carrying a weight of maximum 30

points.

3. Functionality of the system carrying a weight of maximum 30 points.

4. Implementation plan of the system carrying a weight of maximum 20

points.

Only bidders scoring 75 points or more (out of 100) in stage 1B

evaluation, will be regarded as responsive and will be evaluated further.

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2) Simplicity & Ease of Use

a. The simplicity of the existing system (Administration/operation) 30

How easy the system is to use by the user (Staff)

3) Functionality

a. Existing functionality of the application

b. Ability to add & remove functionality

c. Integration with other systems

d. Types of management reports available

4) Implementation Plan

a. Timeframes 20

36-38

The Tender Offer and Acceptance

39-40

MBD1 – Tax Compliance Information

41-44

MBD4 – Declaration of Interest

45-51

MBD6.1 – Preference Points Claim form

52-53

MBD8 – Declaration of Bidder’s Past Supply Chain Management Practices

54-56

MBD9 – Certificate of Independent Bid Determination

57Certificate for Municipal Services

58-69

General Conditions of Contract

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Bidder contact details

This information shall be used for any correspondence or contact with the bidder.

Please indicate whether you want to receive any correspondence via e-mail or

send to your postal address by registered mail.

Mark choice of

correspondenceName of Bidding Company: .................................................................... with X

Postal ..............................................................................................

Address:

..............................................................................................

..............................................................................................

.................................................. Postal Code: ....................

E-mail

Address: ..............................................................................................

Telephone

Number: ..............................................................................................

Cellular

Number: ..............................................................................................

Facsimile

Number: ..............................................................................................

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George municipality / george munisipaliteit

Tender number / nommer: GMT055/25-26

Tenders are hereby invited for the: TENDER FOR THE Tenders word hiermee ingewag vir die: TENDER VIR DIE

Appointment of a service provider for the aanstelling van 'n diensverskaffer vir die

Reading of water and electricity meters and lees van water- en elektrisiteitsmeters en

Provision of other meter related services voorsiening van ander meterverwante

On behalf of george municipality from date dienste namens george munisipaliteit vanaf

Of appointment until 30 june 2029. Datum van aanstelling tot 30 junie 2029.

Completed tenders in a sealed envelope, clearly marked: Voltooide tenders in ‘n verseëlde koevert, duidelik

gemerk:

Tender No. GMT055/25-26 must be placed in the tender Tender Nr.GMT055/25-26 moet voor Maandag, 06 Julie

box at the George Municipality on the Fifth (5) Floor, 2026 om 12:00 in die tender bus by die George

Supply Chain Management, Civic Centre, 71 York Street, Munisipaliteit op die Vyfde (5de) Vloer,

George by no later than 12:00 on Monday, 06 July 2026. Voorsieningskanaalbestuurseenheid, Burgersentrum,

Tenders will be opened on the same day in the Committee Yorkstraat 71, George geplaas word. Tenders sal om

Room at 12:05. Late or unmarked tenders will not be 12:05 dieselfde dag in die Komiteekamer oopgemaak

considered. No posted tenders or tenders per fax or e-mail word. Laat of ongemerkte tenders sal nie oorweeg word

will be accepted. nie. Geen tenders per pos, faks of e-pos sal aanvaar

word nie.

Tender documents are available at a non-refundable deposit Tender dokumente is verkrygbaar teen ‘n R297.85 nieof R297.85 each from the Supply Chain Management Unit, terugbetaalbare deposito elk by die Voorsieningskanaal

Fifth Floor, Civic Centre, 71 York Street, George. Bestuurseenheid op die Vyfde Vloer, Burgersentrum,

Yorkstraat 71, George.

Tender documents are available on the George Tender dokumente is gratis op die George Munisipaliteit

Municipality’s website: www.george.gov.za, free of charge. se webblad beskikbaar: www.george.gov.za.

Tenders will be evaluated and awarded as follows: Tenders sal as volg ge-evalueer en toegeken word:

Stage 1: Functionality Fase 1: Funksionaliteit

Functionality will be evaluated in two (2) separate and Funksionaliteit sal in twee (2) afsonderlike en

independent stages. Bidders must achieve the minimum onafhanklike fases geëvalueer word. Bieërs moet die

qualifying score for each individual stage to progress to minimum kwalifiserende punte vir elke individuele

the next phase of evaluation. Failure to meet the minimum stadium behaal om na die volgende fase van evaluering

threshold in either stage will result in immediate te vorder. Versuim om die minimum drempel te bereik in

disqualification. enige stadium sal lei tot onmiddellike diskwalifikasie.

Stage 1A: Fase 1A:

Bidders will be evaluated based on the written Bieërs sal geëvalueer word op grond van die geskrewe

documentation submitted. A minimum score of 70 out of dokumentasie wat ingedien is. 'n Minimum van 70 uit 100

100 is required to progress to Stage 1B, presentation of their word vereis om na Fase 1B te vorder, aanbieding van hul

system. stelsel.

Criteria: Kriteria:

1. Relevant Company (or JV) Experience carrying a weight 1. Relevante Maatskappy (of JV) Ondervinding wat 'n

of 30 points. gewig van 30 punte dra.

2. Relevant references of the Company carrying a weight 2. Relevante verwysings van die Maatskappy wat 'n

of maximum 30 points. gewig van maksimum 30 punte dra.

3. Key Site Staff and Personnel allocated to this Tender 3. Sleutel Terrein Personeel en Personeel toegeken

carrying a weight of 20 points. aan hierdie Tender met 'n gewig van 20 punte.

4. Plant, Equipment, Tools & Machinery carrying a weight 4. Aanleg, toerusting, gereedskap en masjinerie wat 'n

of 20 points. gewig van 20 punte dra.

Stage 1B: Presentation Fase 1B: Aanbieding

Only tenders scoring a minimum of 75 out of 100 points in Slegs tenders wat 'n minimum van 75 uit 100 punte in

stage will be further considered for evaluation in Stage 2, hierdie fase behaal, sal verder oorweeg word vir

price and preference. evaluering in Fase 2, prys en voorkeur.

Tender GMT055/25-26

Criteria Kriteria

1. Look and Feel of the system carrying a weight of 1. Hoe die stelsel visueel vertoon en die gevoel

maximum 20 points. gedurende gebruik sal 'n gewig van maksimum 20

2. Simplicity & ease of use of the system carrying a weight punte dra

of maximum 30 points. 2. Eenvoud en gebruiksgemak van die stelsel wat 'n

3. Functionality of the system carrying a weight of gewig van maksimum 30 punte dra

maximum 30 points. 3. Funksionaliteit van die stelsel wat 'n gewig van

4. Implementation plan of the system carrying a weight of maksimum 30 punte dra

maximum 20 points. 4. Implementeringsplan van die stelsel wat 'n gewig van

maksimum 20 punte dra

Tenderers that fail to score the minimum score for Tenderaars wat nie die minimum telling vir funksionaliteit

functionality will be deemed as non-responsive. behaal nie, sal as nie-reagerend beskou word.

Note: Stage 1A and Stage 1B are independent Let wel: Fase 1A en Fase 1B is onafhanklike

evaluations. Scores will not be combined or averaged. evaluerings. Tellings sal nie gekombineer of die

gemiddelde telling gebruik word nie.

Stage 2 : Price and Preference Fase 2: Prys en Voorkeur

Tenders will be evaluated and awarded in terms of the Tenders sal ge-evalueer en toegeken word in terme van

Preferential Procurement Policy Framework Act (Act 5 of die Wet op die Raamwerk vir Voorkeurverkrygingsbeleid

2000) Regulations 2022; the George Municipality’s Supply (Wet 5 van 2000) Regulasies 2022; die George

Chain Management Policy as well as the George Munisipaliteit se Voorsieningskanaalbestuursbeleid sowel

Municipality’s Preferential Procurement Policy, where 80 die George Munisipaliteit se Voorkeurverkrygingsbeleid,

points will be scored for price and 20 points for B-BBEE waar 80 punte ten opsigte van die prys en 20 punte ten

status and Specific Goals. opsigte van B-BBEE status en Spesifieke Doelwitte

toegeken sal word.

For more information contact Mr R. Coetzee at (044) 801 Vir verdere inligting, kontak Mnr. R. Coetzee by (044) 801

9031 or email at [email protected]. 9031 of per epos by [email protected].

The Municipality reserves the right to withdraw any invitation Die Munisipaliteit behou die reg voor om enige versoek

to tender and/or to readvertise or to reject any tender or to vir ‘n tender terug te trek en/of te her-adverteer of enige

accept a part of it. The Municipality is not bound to accept tender te verwerp of gedeeltelik te aanvaar. Die

the lowest or any tender. Munisipaliteit is nie daartoe gebind om die laagste of

enige tender te aanvaar nie.

An alternative bidder may be appointed. 'n Alternatiewe tenderaar kan aangestel word.

A TCS PIN for bidders’ tax compliance information must be ‘n “TCS PIN” vir tenderaars se belasting nakoming

submitted with the tender document. inligting moet ingesluit wees by die tender dokument.

It will be required from the successful bidder to register on Dit sal van die suksesvolle tenderaar verwag word om op

the Central Supplier Database (CSD). die Sentrale Verskaffersdatabasis (SVD) te registreer.

Mr. B.ELLMAN Mnr. B. Ellman

Acting municipal manager waarnemende munisipale bestuurder

George municipality george munisipaliteit

George george

6530 6530

Tender GMT055/25-26

Invitation to bid

You are hereby invited to bid for GMT055/25-26 -

Tender for the appointment of a service provider for the

Reading of water and electricity meters and provision of

Other meter related services on behalf of george

Municipality from date of appointment until 30 june 2029

Bid number: GMT055/25-26

CLOSING DATE: 06 July 2026

Closing time: 12:00

Bid documents must be deposited in the tender box situated at:

Supply Chain Management Unit

The Civic Centre (5th Floor)

York Street

George

Bidders should ensure that bids are delivered timeously to the correct address.

If the bid is late, it will not be accepted for consideration.

The bid box is open from 07:45 until 16:30, 5 days a week. Bids must be submitted

on the Official Forms (NOT TO BE RE-TYPED).

B-BBEE certificates submitted with the tender documents MUST be a VALID

ORIGINAL B-BBEE CERTIFICATE or VALID CERTIFIED COPY OF THE B-BBEE

Certificate.

In the case of a Trust, Consortium or Joint Venture, they will qualify for points for their

B-BBEE status level as a legal entity, provided that the entity submits their B-BBEE

status level certificate.

This Bid is subject to the General Conditions of Contract (GCC) and, if applicable,

any other Special Conditions of Contract.

This Bid will be evaluated and adjudicated according to the following criteria:

1. Relevant specifications;

2. Value for money;

3. Capacity to execute the contract;

4. PPPFA Regulations 2022.

Nb: NO bids will be considered from persons in the service of

The state, provincial government or municipality.

Tender GMT055/25-26

Details of tenderer

Name of firm / entity / enterprise

Trading as (if different from above)

Postal address

Postal Code _______

Physical address

Contact Details of the Person Name: _____________________________________

Signing the Tender:

Telephone: (___) __________ Fax: (___) __________

Cellular Number: _____________________________

E-mail address: _____________________________

Contact Details of the Senior Name: _____________________________________

Manager Responsible for

Overseeing Contract Telephone: (___) __________ Fax: (___) __________

Performance:

Cellular Number: _____________________________

E-mail address: _____________________________

Contact Details of Person Name: _____________________________________

Responsible for Accounts /

Invoices: Telephone: (___) __________ Fax: (___) __________

Cellular Number: _____________________________

E-mail address: _____________________________

Tender GMT055/25-26

Details of tendering entity’s bank

I/We hereby authorize the Employer/Client to approach all or any of the following

bank/s for the purposes of obtaining a financial reference:

Description of bank details applicable to

Bank detail tenderer’s head office

Name of bank

Branch name

Branch code

Name of Account Holder

Account number

Type of Account

Signature of Tenderer:___________________________________

Date: ___________________________________

Tender GMT055/25-26

The resolution taken by the board of directors /

Members / partners

RESOLUTION of a meeting of the Board of Directors / Members / Partners of

___________________________________________________________________

Name of tenderer

Held at ____________________________________ on ______________________

(Place) (Date)

Resolved that:

1. The Enterprise submits a Tender to the George Municipality in respect of the

following:

Tender number: GMT055/25-26 - tender for the appointment of a

Service provider for the reading of water and electricity

Meters and provision of other meter related services on

Behalf of george municipality from date of appointment until

30 june 2029

2. Mr/Mrs/Ms

_______________________________________________________

In his/her capacity as

_______________________________________________

and who will sign as follows: __________________________________

(Speciman signature)

be, and is hereby, authorized to sign the Tender and any and all other documents

and/or correspondence in connection with and relating to the Tender, as well as to

sign any contract, and or all documentation resulting from the award of the Tender to

the enterprise mentioned above.

Note: The resolution must be signed by all the directors or members / partners of

the bidding enterprise. Should the space provided below not be sufficient for all the

directors to sign, please provide a separate sheet in the same format below.

Name Capacity Signature

Tender GMT055/25-26

The resolution taken by the board of directors

Of a consortium or joint venture

RESOLUTION of a meeting of the Board of Directors / Members / Partners of

___________________________________________________________________

Name of tenderer

Held at ____________________________________ on ______________________

(Place) (Date)

Resolved that:

1. The Enterprise submits a Tender to the George Municipality in respect of the

following:

Tender number: GMT055/25-26 - tender for the appointment of a

Service provider for the reading of water and electricity

Meters and provision of other meter related services on

Behalf of george municipality from date of appointment until

30 june 2029

(list all the legally correct full names and registration numbers, if applicable, of the

Enterprises forming the Consortium / Joint Venture):

___________________________________________________________________

and

___________________________________________________________________

and

___________________________________________________________________

2. Mr/Mrs/Ms ______________________________________________________

In his/her capacity as ______________________________________________

and who will sign as follows: __________________________________

(Speciman signature)

be, and is hereby, authorized to sign the Tender and any and all other documents

and/or correspondence in connection with and relating to the Tender, as well as to

sign any contract, and or all documentation resulting from the award of the Tender to

the Consortium / Joint Venture enterprise mentioned above.

3. The enterprise in the form of a consortium or joint venture accept jointly and

several liability with parties under item 1 above for the fulfillment of the

obligations of the joint venture deriving from, and in any way connected with

the contract to be entered into with the George Municipality in respect of the

project described above under item 1.

Tender GMT055/25-26

4. The Consortium / Joint Venture enterprise chooses as its domicilium citandi

et executandi for all purposes arising from this joint venture agreement and

contract with the George Municipality in respect of the project under item 1:

(Physical Address)

________________________________________________

______________________________________________________________

Note: The resolution must be signed by all the directors or members / partners of

the bidding enterprise. Should the space provided below not be sufficient for all the

directors to sign, please provide a separate sheet in the same format below.

Name Capacity Signature

Tender GMT055/25-26

Joint venture

Only to be completed if applicable

Name of Joint Venture:

Names of Each Enterprise:

(1) Name and Address of

Enterprise:

(2) Name and Address of

Enterprise:

(3) Name and Address of

Enterprise:

Has an original valid Tax

Clearance Certificate been YES

submitted for each

enterprise? NO

CIDB Registration

Number(s), if any:

Submit your Joint Venture Agreement together with

this annexure. If no Joint Venture Agreement is

submitted, your tender will be disqualified.

Signed on behalf of joint venture

Tender GMT055/25-26

Schedule of sub-contractors

The Bidder shall list below the sub-contractors he/she proposes to employ for part(s)

of the works/goods/services.

If any or all of the sub-contractor/s listed hereunder are not approved subsequent

to acceptance of the Tender, it shall in no way invalidate the Tender or the

Contract, and the Tendered unit rates for the respective items of work shall remain

final and binding even if a sub-contractor/s not listed below is approved by the

Employer.

Sub-Contractor’s Name Work Activities to be Work Recently

undertaken by the Sub- Executed by Sub-

Contractor/s Contractor/s

Tender GMT055/25-26

Tender number: GMT055/25-26 - tender for the appointment of a

Service provider for the reading of water and electricity

Meters and provision of other meter related services on

Behalf of george municipality from date of appointment until

30 june 2029

Special conditions of contract

1.1 Functionality criteria:

The tender is subject to functionality criteria.

Bids will be pre-evaluated on the following functionality criteria and bids that

score less than 70 out of 100 points will be considered as non-responsive:

Stage 1A: Functionality scoring criteria and weight:

1. Relevant Company (or JV) Experience carrying a weight of 30 points.

2. Relevant references for the Company carrying a weight of maximum 30

points.

3. Key Site Staff and Personnel allocated to this Tender carrying a weight of

20 points.

4. Plant, Equipment, Tools & Machinery carrying a weight of 20 points.

Bidders who score 70 and above out of 100 will then proceed to stage

1B evaluation and will be invited to do a presentation of their system.

Stage 1B: Functionality will be done in the form a presentation and the

criteria and weight are as follows:

1. Look and Feel of the system carrying a weight of maximum 20 points.

2. Simplicity & ease of use of the system carrying a weight of maximum 30

points.

3. Functionality of the system carrying a weight of maximum 30 points.

4. Implementation plan of the system carrying a weight of maximum 20

points.

Only bidders scoring 75 points or more (out of 100) in stage 1B

evaluation, will be regarded as responsive and will be evaluated further.

Tender offers that fail to score the minimum score for functionality will

be deemed as non-responsive.

Responsive bids will then be evaluated on the 80/20 Preference Points

system as prescribed by the Preferential Procurement Regulations, 2022 and

the municipality’s Preferential Procurement Policy 2025/26.

Tender GMT055/25-26

1.2 Electronic meter reading system:

The bidder must utilise a sophisticated computer system to effectively

manage the meter reading process on behalf of the Municipality. The system

needs to be either ISO or SOC2 compliant or the municipality reserves

the right to request such confirmation. The Municipality currently operates

the SOLVEM Platinum Financial System, and the successful bidder must

demonstrate the capability to integrate with this system through an

appropriate electronic interface.

Such interface must support the full meter reading process and provide for

real time or near real time data exchange, online reporting and data access,

and other required functional features.

The integration must be achieved via an Application Programming Interface

(API) to enable the automated import of meter readings directly into the

financial system.

Manual processes, including the use of CSV file uploads or similar flat file

transfers, will only be permitted for a maximum period of six (6) months from

the contract commencement date. This period is granted to allow for the

development, testing, and full implementation of the required API integration.

Failure to implement fully functional API integration within this timeframe may

constitute a breach of contract.

In this regard:

• Where an interface already exists, the bidder must submit written

confirmation from the current financial system provider, SOLVEM

Platinum, confirming compatibility, functionality, and API-based

integration capability with the SOLVEM Platinum system.

• Where such an interface does not already exist, the bidder shall be

responsible, at their own cost, for the design, development, and

implementation of the API to the satisfaction of George Municipality

within the stipulated six (6) month period.

Failure to submit documentary proof, on closing date, of whether a

bidder has an existing interface or not, may be considered as submitting

a non-responsive bid.

Furthermore, should the Municipality transition to a different core financial

system during the contract period, the successful bidder shall be fully

responsible for all costs associated with ensuring seamless API-based

integration with the new system.

1.3 Definitions:

Actual meter reading – Meter reading that could be used for billing purposes.

Final reading – Instruction from municipality when a consumer moved out of a

premises including sealing of meter.

Special reading – Instruction from municipality when a consumer asks for a

reading outside of the normal reading schedules.

Tender GMT055/25-26

Check reading – A verification of a reading taken in the normal meter reading

cycle. Reasons for check readings include but are not limited to the following:

• Unclear photos (either meter number unclear, meter reading unclear

or both);

• Abnormally high consumption;
• Abnormally low consumption; and
• Any other valid reason.

1.4 Objectives

The successful bidder is to provide and manage software for the reading of

water and electricity meters and other meter related services from the date of

appointment up until 30 June 2029.

The successful bidder and George Municipality will conclude a Service Level

Agreement (“SLA”) based on mutually agreed performance measures. The

Successful bidder’s performance in terms of the SLA will be reviewed

annually.

1.5 Key Performance Indicators

Indicator target measurement

1. Meter reading system to be The commencement Initial

operational and fully functional. date will be the 15th measurement

of the following

month after final

award.

2. The bidder will be required to adhere Quarterly

to the following actual billable measurement

reading ratios:

• minimum of 80% average actual

billable reading ratio per quarter for

the first (1st) contract year;

• minimum of 85% average actual

billable reading ratio per quarter for

the second (2nd) contract year; and

a

• 90% for every month thereafter.

3. Operating office, vehicles, The commencement

equipment, and staff to be in place date will be within 30

days of the final

award.

4. The successful Bidder will be Ongoing Ongoing

required to attend monthly meetings

with George Municipality.

In addition, the bidder must prepare

and submit a comprehensive

monthly report prior to each meeting,

Tender GMT055/25-26

detailing performance against

service levels, meter reading

statistics, exceptions, re-reads, and

any operational challenges

encountered during the reporting

period.

3. Key Site Staff & Personnel 20

Plant, Equipment, Tools &

4. 20

Machinery

Total 100

Functionality criterion are further divided as follows and points will be awarded as

indicated below:

Criterion 1: Company (or JV) Experience

(a) A maximum of 30 points will be awarded at the sole discretion of the

Municipality’s Bid Functionality Scoring Committee based on the information

provided. Please note that this section refers to the Company’s and its legacy

firms past experience and is not a duplication of Criterion 3’s Key staff and

Personnel. Meaning this section takes into consideration that the company as

an entity has gained relevant experience in the past and shows that the

company is in the business of said Scope of Works.

Tender GMT055/25-26

(b) Relevant experience is defined as the accumulation of knowledge or skill that

results from direct participation in relevant/similar events or activities and/or

as determined by the George Municipality.

Experience required:

Maximum

Experience relevant to meter reading BIDDER SCORE POINTS

services

A minimum of 3 years’ but up to 5 years’ total

relevant experience.

More than 5 years, but up to 10 years’ total

relevant experience.

More than 10 years’ total relevant experience

of the company.

Total

(c) In order to claim points for the above, bidders must submit sufficient

information as well as documentary proof of experience relating to meter

reading services, by means of appointment letters and letter proving if

the work was successfully completed/ on-going.

(d) Points will only be awarded for relevant & completed experience obtained

relevant to the Tender Scope of Works. To be able to gain points the

Tenderer must submit proof that the company has obtained the relevant

experience for this Tender’s Scope of Works & Specifications, and not only

parts thereof. If experience is listed, please ensure it is applicable and

relevant to the whole of this Tender and not only to parts thereof, otherwise

the Bidder will not be awarded the necessary points. Bidders to provide

enough experience to score the total points as prescribed e.g. in order

to claim 30 points, relevant projects should be listed for projects that

was done in the last five (5) years or longer.

NB: If no information is provided below OR referred to as an additional

attachment NO POINTS WILL BE AWARDED.

Joint ventures:

Companies who intend to bid as Joint ventures (JV), must attach Joint

venture agreements, clearly indicating partnership percentage and who

the leading partner in the JV will be.

The evaluation of functionality regarding a Consortium or Joint venture, will be

performed as follows:

For company experience the evaluation is based on the experience of the

partner with the highest/longest experience record.

Tender GMT055/25-26

For the evaluation of the project team, if applicable, at least one of the Project

leaders must be an employee with the leading partner of the consortium or

joint venture. The leading partner of the consortium or joint venture is

determined by the shareholding regarding the liability, which is included in the

consortium or joint venture agreement.

If required for the evaluation of the financial ratings, if not issued for the

consortium or joint venture specifically, the rating of the leading partner will be

use in the assessment.

The designated Project leaders, if applicable, may not be changed without the

prior approval of the accounting officer or his/her nominated person once the

bid was awarded

Criterion 2: References related to Experience

Please note that this section refers to the Company’s and its legacy firms’ references

related to the experience. It also takes into account that the references are related &

relevant to meter reading services. Bidders should provide copies of three (3)

reference letters, on an official letterhead of the reference, in relation to the

experience gained on projects relevant to the scope of work.

The following detail should be included in the reference letter:

• Detail of the work that have been successfully completed or are currently

being performed (similar to this scope of work).

• Period/duration of the project/service with start and finish dates.
• In general, were / are the monthly reading schedule dates adhered to?
• Are queries resolved within a reasonable time-frame?
• In general were you satisfied with their performance - thus would you

recommend them for this Tender considering all of above?

The letter should also include who the contact person is with all his/her detail.

The Municipality/Consultant reserves the right to validate and verify the information

from the references or to ask more questions or proof to satisfy the evaluation

process.

Please note that points will not overlap, meaning points are awarded only once per

reference/company/entity per project experience. Please refrain from submitting

multiple references from the same company on the same project. Please note it is

the duty of the Bidder to ensure that the references given are relevant to the Scope

of Works.

• Reference Scoring: A maximum of 30 points will be awarded at the sole

discretion of the Functionality Scoring Committee based on the information

provided and will be split as follows.

• In order to claim points, bidders must submit, with the tender document, three

reference letters to which the abovementioned Experience have been

provided.

• These references letters must be current/most recent, relevant and related to

the Experience provided in criteria one (1). The letters must not be older than

seven (7) years.

Tender GMT055/25-26

• It is the bidders’ responsibility to ensure that the details provided are correct,

before submitting his tender, and that the references will be available and be

able to provide additional feedback, if necessary.

• If the references are unable to validate, verify or provide additional

information on the projects, no points will be awarded for that particular

reference.

• 10 points will be awarded for each reference letter which is positive and

relevant to the Scope of Works of this contract, subject to the final discretion

of the Bid Evaluation Committee. 2 points per detail provided in the reference

letter.

NB: If no reference letters are attached NO POINTS WILL BE AWARDED.

Completion certificates and/or appointment letters will

Not be accepted for this criteria.

Criterion 3: Key Staff & Personnel allocated / reserved for this Tender

(a) A maximum of 20 points will be awarded at the sole discretion of the

Municipality’s Bid Evaluation Committee based on the information provided

and will be split as follows. Points will only be awarded once for each

staff/personnel allocated to this Tender, no multiple scoring per person.

Bidder

Site Staff & Personnel Required: Max points

Score

Project Manager

(min 16 hours / 2 days per week)

• Must be suitably skilled and have

CV verifiable experience

managing projects. Is overall

responsible for the execution of 1-2y = 1 point

the work and all associated 3-5y = 3 points

project management

• Must manage all Municipal More than 5y = 5

points instructions and ensure execution

of Tender specifications. Must

manage Payment Certificates /

Invoices

• Must be computer literate,

compile admin reports, proficient

in the use of Excel Spread

Sheets, capture data and

quantities, daily communication

electronically via email etc.

1 x Senior Meter Reader (Supervisor)

(min 40 hours / 5 days per week / full

time on site) 1-2y = 1 point

• Must be suitably skilled and 3-5y = 3 points

have CV verifiable experience

working with managing Meter More than 5y = 5

Readers. Must have the points

applicable drivers’ licence and

Tender GMT055/25-26

Bidder

Site Staff & Personnel Required: Max points

Score

PDP and be able to transport

the meter readers

12 x Meter Readers

(min 40 hours / 5 days per week / full

time on site) 1-6 meter

• Must be suitably skilled and readers = 2

have CV verifiable experience points

working with Meter Readings 7-11 meter

(if a meter reader does not readers = 6

have any experience in meter points

readings, such meter reader

will not be counted). More than 12

meter readers =

10 points

Total 20

(b) In order to claim points for the above bidders must submit detailed Curriculum

Vitae (CV) of each key personnel to be used/allocated for this Tender. The

staff or personnel listed above must currently be employed by the

Bidder company. CV experience listed of key staff must be relevant and

current. Points can only be allocated once, meaning one-person-one-score,

no multiple scoring. Please note the staff allocated to this Tender must be on-

site and used for this Tender. If the person is unavailable during time of

execution he/she must be replaced with someone of equal of better value and

experience and proof as per CV submitted.

NB: Relevant experience is defined as the accumulation of knowledge or skill

that results from direct participation in relevant similar events or activities and/or

as determined by the George Municipality and/or professional consulting

engineer where applicable.

Criterion 4: Plant / Tools / Equipment

If the Bidder intend to use plant / tools / equipment other than those stipulated in the

Tender Specifications the Bidder must qualify/declare this in their tender document,

for the evaluation process. If nothing is qualified or declared, then those stipulated in

the Tender Specifications are applicable to this Tender.

A maximum of 20 points will be awarded based on the information provided.

Owned or Hired /

contracted by Bidder Score

Equipment Bidder Subject to points

(Maximum Points)

Tender GMT055/25-26

Owned or Hired /

contracted by Bidder Score

Equipment Bidder Subject to points

(Maximum Points)

Transport: LDV / Bakkie or Truck or

suitable vehicle capable of safely

transporting meter readers and able

to operate on gravel roads and other

municipal terrain conditions. 0 vehicles = 0

Proof of ownership or a valid lease 1 vehicle = 5

agreement for the required vehicles

2 vehicles = 8 must be attached to the tender

submission. Failure to provide 3 vehicles = 10

proof of vehicle ownership or

lease registration will render the

bid non-responsive.

Meter Reading Handheld Devices

linked to the Meter Reading Back

Office Software / System (with GPS

capabilities and a minimum of 5-

megapixel camera quality) –

minimum of 13 handheld devices.

The bidder must submit a list of

0-12 devices = 5 handheld devices to be used for the

contract, clearly indicating 13 or more

devices = 10 Device make or model

Individual serial numbers for each

device

Quantity of device with photos, for

the Municipality to be able to assess

whether the equipment is sufficient

to carry out the function.

Total 20

The tenderer shall state below what plant / tools / equipment will be available

specifically for this Contract. The tenderer shall differentiate, if applicable, between

plant / tools / equipment immediately available plant / tools / equipment will be

acquired or hired for the work should he be awarded the tender.

If no information is provided below or referred to as an additional attachment NO

Points will be awarded.

Tender GMT055/25-26

Plant / tools / equipment available and allocated for this

Project

Registration

Number

Pricing Schedule 30-34

Past Experience

36-38

Municipality’s website: www.george.gov.za, free of charge. se webblad beskikbaar: www.george.gov.za.

Tenders will be evaluated and awarded as follows: Tenders sal as volg ge-evalueer en toegeken word:

Stage 1: Functionality Fase 1: Funksionaliteit

Functionality will be evaluated in two (2) separate and Funksionaliteit sal in twee (2) afsonderlike en

independent stages. Bidders must achieve the minimum onafhanklike fases geëvalueer word. Bieërs moet die

qualifying score for each individual stage to progress to minimum kwalifiserende punte vir elke individuele

the next phase of evaluation. Failure to meet the minimum stadium behaal om na die volgende fase van evaluering

threshold in either stage will result in immediate te vorder. Versuim om die minimum drempel te bereik in

disqualification. enige stadium sal lei tot onmiddellike diskwalifikasie.

Stage 1A: Fase 1A:

Bidders will be evaluated based on the written Bieërs sal geëvalueer word op grond van die geskrewe

documentation submitted. A minimum score of 70 out of dokumentasie wat ingedien is. 'n Minimum van 70 uit 100

100 is required to progress to Stage 1B, presentation of their word vereis om na Fase 1B te vorder, aanbieding van hul

system. stelsel.

Criteria: Kriteria:

1. Relevant Company (or JV) Experience carrying a weight 1. Relevante Maatskappy (of JV) Ondervinding wat 'n

of 30 points. gewig van 30 punte dra.

2. Relevant references of the Company carrying a weight 2. Relevante verwysings van die Maatskappy wat 'n

of maximum 30 points. gewig van maksimum 30 punte dra.

3. Key Site Staff and Personnel allocated to this Tender 3. Sleutel Terrein Personeel en Personeel toegeken

carrying a weight of 20 points. aan hierdie Tender met 'n gewig van 20 punte.

4. Plant, Equipment, Tools & Machinery carrying a weight 4. Aanleg, toerusting, gereedskap en masjinerie wat 'n

of 20 points. gewig van 20 punte dra.

Stage 1B: Presentation Fase 1B: Aanbieding

Only tenders scoring a minimum of 75 out of 100 points in Slegs tenders wat 'n minimum van 75 uit 100 punte in

stage will be further considered for evaluation in Stage 2, hierdie fase behaal, sal verder oorweeg word vir

price and preference. evaluering in Fase 2, prys en voorkeur.

Tender GMT055/25-26

score less than 70 out of 100 points will be considered as non-responsive:

Stage 1A: Functionality scoring criteria and weight:

1. Relevant Company (or JV) Experience carrying a weight of 30 points.

2. Relevant references for the Company carrying a weight of maximum 30

points.

experienced meter reading companies or service providers, who meet the

eligibility criteria as set out in the conditions of the tender.

2 background

1. Company (or JV) Experience 30

2. 30

Experience

3. Key Site Staff & Personnel 20

indicated below:

Criterion 1: Company (or JV) Experience

(a) A maximum of 30 points will be awarded at the sole discretion of the

Municipality’s Bid Functionality Scoring Committee based on the information

provided. Please note that this section refers to the Company’s and its legacy

firms past experience and is not a duplication of Criterion 3’s Key staff and

an entity has gained relevant experience in the past and shows that the

company is in the business of said Scope of Works.

Tender GMT055/25-26

(b) Relevant experience is defined as the accumulation of knowledge or skill that

results from direct participation in relevant/similar events or activities and/or

as determined by the George Municipality.

services

A minimum of 3 years’ but up to 5 years’ total

relevant experience.

More than 5 years, but up to 10 years’ total

relevant experience.

More than 10 years’ total relevant experience

of the company.

(c) In order to claim points for the above, bidders must submit sufficient

information as well as documentary proof of experience relating to meter

reading services, by means of appointment letters and letter proving if

the work was successfully completed/ on-going.

(d) Points will only be awarded for relevant & completed experience obtained

relevant to the Tender Scope of Works. To be able to gain points the

experience for this Tender’s Scope of Works & Specifications, and not only

parts thereof. If experience is listed, please ensure it is applicable and

relevant to the whole of this Tender and not only to parts thereof, otherwise

the Bidder will not be awarded the necessary points. Bidders to provide

enough experience to score the total points as prescribed e.g. in order

to claim 30 points, relevant projects should be listed for projects that

was done in the last five (5) years or longer.

NB: If no information is provided below OR referred to as an additional

attachment NO POINTS WILL BE AWARDED.

partner with the highest/longest experience record.

Tender GMT055/25-26

prior approval of the accounting officer or his/her nominated person once the

bid was awarded

Criterion 2: References related to Experience

Please note that this section refers to the Company’s and its legacy firms’ references

related to the experience. It also takes into account that the references are related &

relevant to meter reading services. Bidders should provide copies of three (3)

reference letters, on an official letterhead of the reference, in relation to the

experience gained on projects relevant to the scope of work.

reference/company/entity per project experience. Please refrain from submitting

multiple references from the same company on the same project. Please note it is

the duty of the Bidder to ensure that the references given are relevant to the Scope

of Works.

• Reference Scoring: A maximum of 30 points will be awarded at the sole

discretion of the Functionality Scoring Committee based on the information

provided and will be split as follows.

• In order to claim points, bidders must submit, with the tender document, three

reference letters to which the abovementioned Experience have been

provided.

• These references letters must be current/most recent, relevant and related to

the Experience provided in criteria one (1). The letters must not be older than

seven (7) years.

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• It is the bidders’ responsibility to ensure that the details provided are correct,

before submitting his tender, and that the references will be available and be

able to provide additional feedback, if necessary.

• If the references are unable to validate, verify or provide additional

information on the projects, no points will be awarded for that particular

reference.

• 10 points will be awarded for each reference letter which is positive and

relevant to the Scope of Works of this contract, subject to the final discretion

of the Bid Evaluation Committee. 2 points per detail provided in the reference

letter.

NB: If no reference letters are attached NO POINTS WILL BE AWARDED.

quantities, daily communication

electronically via email etc.

1 x Senior Meter Reader (Supervisor)

(min 40 hours / 5 days per week / full

time on site) 1-2y = 1 point

• Must be suitably skilled and 3-5y = 3 points

have CV verifiable experience

working with managing Meter More than 5y = 5

the meter readers

12 x Meter Readers

(min 40 hours / 5 days per week / full

time on site) 1-6 meter

• Must be suitably skilled and readers = 2

have CV verifiable experience points

working with Meter Readings 7-11 meter

(if a meter reader does not readers = 6

have any experience in meter points

readings, such meter reader

will not be counted). More than 12

meter readers =

10 points

Total 20

(b) In order to claim points for the above bidders must submit detailed Curriculum

Vitae (CV) of each key personnel to be used/allocated for this Tender. The

staff or personnel listed above must currently be employed by the

Pricing Instructions mean the criteria as set out below, read together with all Parts of

this contract document, which it will be assumed in the contract that the tenderer has

taken into account when developing his prices.

1. The short descriptions and category number given in the pricing schedule

below are brief descriptions used to identify the activities for which prices are

required.

2. While it is entirely at the tenderer’s discretion as regards to the pricing

schedule below, guideline tariffs of fees or indicative time based fee rates are

gazetted annually, which are useful documents that will give tenderers some

idea of industry norms against which they may compare their rates, sums,

percentage fees and/or prices as applicable.

3. For the purpose of the pricing schedule, the following words shall have the

meanings hereby assigned to them:

Unit: The unit of measurement for each item.

Quantity: The number of units of work for each item.

Rate: The agreed payment per unit of measurement.

Amount: The product of the quantity and the agreed rate for an item.

4. A rate, sum, percentage fee and/or price as applicable, is to be entered

against each item in the pricing schedule. An item against which no price or

the wording N/A or included is not indicated will be considered as a no offer

and will not be evaluated.

5. The rates, sums, percentage fees and prices in the pricing schedule are to be

fully inclusive prices described under the several items. Such prices and rates

are to cover all costs and expenses that may be required in and for the

execution of the work described, and shall cover the cost of all general risks,

liabilities, and obligations set forth or implied in the Contract Data, as well as

overhead charges and profit.

6. Where quantities are given in the pricing schedule, these are provisional and

do not necessarily represent the actual amount of work to be done. The

quantities of work accepted and certified for payment will be used for

determining payments due and not the quantities given in the pricing

schedule. In respect of time-based services, the allocation of staff must be

agreed with the employer before such services are rendered.

7. All rates, sums, percentage fees or prices (as applicable) tendered in the

pricing schedule shall be final and binding throughout the period of the

contract.

8. Prices should be exclusive of VAT. However, those bidders who are registered

for VAT shall account for VAT at 15% in order to obtain the Grand Total.

9. Only firm pricing will be accepted, non-firm prices (including prices subject to

rates of exchange variations) will not be considered. The prices for years

two (2) and three (3) should include annual escalations if any.

Name of bidder: .....................................................................................................

Supplier database NO.: maaa ............................................

Total rates (all applicable

R

Taxes included)

manage the meter reading process on behalf of the Municipality. The system

needs to be either ISO or SOC2 compliant or the municipality reserves

the right to request such confirmation. The Municipality currently operates

the SOLVEM Platinum Financial System, and the successful bidder must

demonstrate the capability to integrate with this system through an

appropriate electronic interface.

interfacing of its computer system with the SOLVEM Platinum Financial

System. Contact person and detail at SOLVEM is as follows: Adele Bouwer,

Lead Consultant; [email protected] or Tel 021 0012116, Ext 1001.

Tender GMT055/25-26

Pricing schedule

below are brief descriptions used to identify the activities for which prices are

required.

2. While it is entirely at the tenderer’s discretion as regards to the pricing

schedule below, guideline tariffs of fees or indicative time based fee rates are

gazetted annually, which are useful documents that will give tenderers some

idea of industry norms against which they may compare their rates, sums,

percentage fees and/or prices as applicable.

against each item in the pricing schedule. An item against which no price or

the wording N/A or included is not indicated will be considered as a no offer

and will not be evaluated.

fully inclusive prices described under the several items. Such prices and rates

are to cover all costs and expenses that may be required in and for the

execution of the work described, and shall cover the cost of all general risks,

liabilities, and obligations set forth or implied in the Contract Data, as well as

overhead charges and profit.

do not necessarily represent the actual amount of work to be done. The

quantities of work accepted and certified for payment will be used for

determining payments due and not the quantities given in the pricing

schedule. In respect of time-based services, the allocation of staff must be

agreed with the employer before such services are rendered.

7. All rates, sums, percentage fees or prices (as applicable) tendered in the

pricing schedule shall be final and binding throughout the period of the

contract.

for VAT shall account for VAT at 15% in order to obtain the Grand Total.

9. Only firm pricing will be accepted, non-firm prices (including prices subject to

rates of exchange variations) will not be considered. The prices for years

two (2) and three (3) should include annual escalations if any.

The tender is for the appointment of a service provider to perform the reading of water and electricity meters and provide other meter-related services on behalf of George Municipality. The contract period is from the date of appointment until 30 June 2029.

Evaluation is conducted in two stages: Functionality (Stage 1) and Price & Preference (Stage 2). Stage 1 is split into 1A (documentation, min 70/100) and 1B (presentation, min 75/100). Criteria for Stage 1A: Company Experience (30), References (30), Key Staff (20), Equipment (20). Criteria for Stage 1B: System Look & Feel (20), Simplicity & Ease of Use (30), Functionality (30), Implementation Plan (20). Stage 2 allocates 80 points to Price and 20 points to B-BBEE Status and Specific Goals. Failure to meet minimum thresholds in either Stage 1A or 1B results in disqualification.

The bidder’s methodology will be evaluated in Stage 1B (Presentation) based on:

• Look and Feel of the system: 20 points
• Simplicity and Ease of Use: 30 points
• Functionality of the system: 30 points
• Implementation Plan: 20 points

A minimum score of 75/100 is required in this stage to progress to Stage 2.

Bidders must demonstrate:

• Relevant Company (or JV) Experience: 30 points
• Relevant Company References: 30 points
• Key Site Staff and Personnel allocated to the tender: 20 points
• Plant, Equipment, Tools & Machinery: 20 points

A minimum score of 70/100 in Stage 1A (documentation) is required to progress to Stage 1B (presentation).

The tender is for the appointment of a service provider to perform the reading of water and electricity meters and provide other meter-related services on behalf of George Municipality. The contract period is from the date of appointment until 30 June 2029.

Submit the following:

• Completed tender documents in a sealed envelope, clearly marked 'Tender No. GMT055/25-26'.
• TCS PIN for tax compliance information.

Tender documents can be obtained:

• For a non-refundable deposit of R297.85 from the Supply Chain Management Unit, Fifth Floor, Civic Centre, 71 York Street, George.
• Free of charge from the George Municipality’s website: www.george.gov.za.

Submit the following:

• Completed tender documents in a sealed envelope, clearly marked 'Tender No. GMT055/25-26'.
• TCS PIN for tax compliance information.

Tender documents can be obtained:

• For a non-refundable deposit of R297.85 from the Supply Chain Management Unit, Fifth Floor, Civic Centre, 71 York Street, George.
• Free of charge from the George Municipality’s website: www.george.gov.za.

Evaluation is conducted in two stages: Functionality (Stage 1) and Price & Preference (Stage 2). Stage 1 is split into 1A (documentation, min 70/100) and 1B (presentation, min 75/100). Criteria for Stage 1A: Company Experience (30), References (30), Key Staff (20), Equipment (20). Criteria for Stage 1B: System Look & Feel (20), Simplicity & Ease of Use (30), Functionality (30), Implementation Plan (20). Stage 2 allocates 80 points to Price and 20 points to B-BBEE Status and Specific Goals. Failure to meet minimum thresholds in either Stage 1A or 1B results in disqualification.

Evaluation is conducted in two stages: Functionality (Stage 1) and Price & Preference (Stage 2). Stage 1 is split into 1A (documentation, min 70/100) and 1B (presentation, min 75/100). Criteria for Stage 1A: Company Experience (30), References (30), Key Staff (20), Equipment (20). Criteria for Stage 1B: System Look & Feel (20), Simplicity & Ease of Use (30), Functionality (30), Implementation Plan (20). Stage 2 allocates 80 points to Price and 20 points to B-BBEE Status and Specific Goals. Failure to meet minimum thresholds in either Stage 1A or 1B results in disqualification.

Evaluation is conducted in two stages: Functionality (Stage 1) and Price & Preference (Stage 2). Stage 1 is split into 1A (documentation, min 70/100) and 1B (presentation, min 75/100). Criteria for Stage 1A: Company Experience (30), References (30), Key Staff (20), Equipment (20). Criteria for Stage 1B: System Look & Feel (20), Simplicity & Ease of Use (30), Functionality (30), Implementation Plan (20). Stage 2 allocates 80 points to Price and 20 points to B-BBEE Status and Specific Goals. Failure to meet minimum thresholds in either Stage 1A or 1B results in disqualification.

Evaluation is conducted in two stages: Functionality (Stage 1) and Price & Preference (Stage 2). Stage 1 is split into 1A (documentation, min 70/100) and 1B (presentation, min 75/100). Criteria for Stage 1A: Company Experience (30), References (30), Key Staff (20), Equipment (20). Criteria for Stage 1B: System Look & Feel (20), Simplicity & Ease of Use (30), Functionality (30), Implementation Plan (20). Stage 2 allocates 80 points to Price and 20 points to B-BBEE Status and Specific Goals. Failure to meet minimum thresholds in either Stage 1A or 1B results in disqualification.

For more information, contact Mr R. Coetzee at (044) 801 9031 or email [email protected].

The Municipality reserves the right to:

• Withdraw any invitation to tender.
• Readvertise the tender.
• Reject any tender or accept part of it.
• Appoint an alternative bidder.

The Municipality is not bound to accept the lowest or any tender.

Bidders must submit a TCS PIN for tax compliance information with the tender document. The successful bidder must register on the Central Supplier Database (CSD).