Design, development, implementation, support and maintenance of the bma administrative fines management system (36 months + 24-Month renewal option)

Design, develop, implement, support, and maintain the Border Management Authority (BMA) Administrative Fines Management System for 36 months, with an option to renew for 24 months based on performance. Scope includes supply, configuration, deployment, and support for 600 handheld devices and 300 portable printers.

Closing date: 17 August 2026 at 11:00. Non-compulsory briefing session: 30 July 2026 at 11:00 via MS Teams (link: https://teams.microsoft.com/meet/323398535795388?p=6GSsJTbo990ASfTrVv).

General enquiries: [email protected]. Technical enquiries: Katlego Ndlhovu, email: [email protected]. Submission: e-Tender portal only.

Submit proposals exclusively via the e-Tender portal (e-submissions). Late, telegraphic, telephonic, telex, or facsimile submissions will not be accepted. Use only official bid forms provided—do not retype or redraft. Ensure all pages are present, signed in original ink, and no correcting fluid is used. Bids must be complete and addressed correctly. Photocopies of original documents are permitted if signed in original ink. Alterations must be initialed. Do not include bids with samples in the same package. Bids will be opened in public after the closing time. The Border Management Authority reserves the right to accept bids in whole or in part, reject any bid, or request further information post-closing date.

Bid documents must be submitted via the e-Tender portal (e-submissions). Download tender documents from e-tender. Use official forms; do not retype or redraft. Include all required annexures (SBD 1, SBD 3.1, SBD 4, SBD 6.1, CSD registration, tax compliance proof, B-BBEE certificate/affidavit, authority to sign).

Design, develop, implement, support, and maintain the Border Management Authority (BMA) Administrative Fines Management System for 36 months, with an option to renew for a further 24 months based on performance. The system must meet professional-level quality standards. Deliverables include supply, configuration, deployment, and support for 600 handheld devices and 300 portable printers. All goods must conform to specified standards and be new, unused, and of current models. Warranty: 12 months post-delivery or 18 months post-shipment, whichever is earlier. Supplies may be inspected, tested, or analyzed at any stage; non-compliant items will be rejected at the supplier's cost and risk.

Goods must conform to bidding document standards and specifications. Supplier must not disclose contract details or specifications without purchaser’s written consent. Purchaser may inspect supplier’s records and audit performance. Pre-bidding testing costs are the bidder’s responsibility. Premises must be open for inspection at reasonable hours if required. Purchaser covers inspection costs if supplies comply; supplier covers costs if supplies are non-compliant. Non-compliant supplies may be rejected and must be replaced at the supplier’s expense. All documents and information provided by the purchaser remain their property and must be returned upon request.

Use SBD 3.1 (Pricing Schedule – Firm Prices). Only firm prices accepted; non-firm prices (e.g., subject to exchange rate fluctuations) are disqualified. Separate pricing schedules required for different delivery points. Offer validity: 120 days from closing date. Pricing must include all applicable taxes (VAT, PAYE, income tax, UIF, skills development levies). Delivery costs must be included in the bid price. Specify lead time, brand/model, country of origin, and compliance with specifications. Indicate deviations if any.

Submit pricing on SBD 3.1 (Pricing Schedule – Firm Prices). Only firm prices are accepted; non-firm prices (e.g., subject to exchange rate variations) will be disqualified. Pricing must cover all costs, including VAT and delivery. Offer validity: 120 days from closing date. Payment terms: Fixed price in South African Rands (inclusive of VAT), paid within 30 days of approved invoice submission. Disbursements must not exceed 10% of the total contract value and require original receipts against pre-agreed expenses. Payment is tied to key deliverables meeting quality standards.

Mandatory compliance: Register on the Central Supplier Database (CSD) at www.csd.gov.za. Submit CSD registration number; failure to register by closing date results in disqualification. Tax Compliance: Provide SARS Tax Compliance Status (TCS) PIN or CSD number. Apply for TCS PIN via SARS e-filing (www.sars.gov.za). For consortia/joint ventures, each party must submit separate TCS/CSD documentation. B-BBEE: Submit a valid B-BBEE certificate or sworn affidavit (for EMEs & QSEs) to qualify for preference points. Foreign suppliers: If not a RSA resident, without a branch, permanent establishment, or tax liability in RSA, TCS PIN registration is not required. Bidders must declare any conflicts of interest or relationships with state employees. Fronting is prohibited.

Contract duration: 36 months with an option to renew for 24 months based on performance. Warranty: 12 months post-delivery or 18 months post-shipment for goods. Supplier must repair or replace defective goods at no cost to the purchaser upon notification. Payment: Fixed price in ZAR, inclusive of VAT, within 30 days of approved invoice. Penalties: Deductions from contract price for delays, calculated using the current prime interest rate per day until delivery. Termination: Purchaser may terminate for default (e.g., non-delivery, breach of contract, or corrupt practices) and procure alternatives at the supplier’s expense. Force majeure: Supplier not liable for delays due to unforeseeable events beyond their control but must notify purchaser promptly. Subcontracts: Must be notified in writing; supplier remains liable. Assignment: Requires purchaser’s written consent. Performance security: Due within 30 days of award; discharged 30 days post-contract completion. Anti-dumping/countervailing duties: Supplier bears costs for post-bid impositions. Disputes: Referred to agreed arbitration. Non-SA employees: Not permitted unless vetted and authorized.

CSD registration mandatory; submit CSD number. Tax Compliance: Provide SARS TCS PIN or CSD number. B-BBEE: Submit valid certificate or sworn affidavit (EMEs/QSEs) to qualify for preference points. Foreign suppliers: Exempt from TCS PIN if no RSA residency, branch, establishment, income source, or tax liability. Declare conflicts of interest or state employee relationships. Fronting is prohibited and may result in disqualification or legal action.

80/20 preference point system applies. 80 points for price (lowest acceptable tender scores highest), 20 points for specific goals (B-BBEE ownership: Black, Women, Youth). Submit SBD 6.1 form to claim preference points. Price scoring formula: Ps = 80(1 - (Pt - Pmin)/Pmin). Specific goals: Black ownership (10 points max), Women ownership (7 points max), Youth ownership (3 points max). Failure to submit proof for specific goals results in zero points for those goals. Quality standards must be professional-level; disputes resolved via arbitration.