Supply, installation, and management of sts-compliant pre-paid electricity vending system and smart meters for alfred duma local municipality

• Appointment of service provider for supply of STS compliant pre-payment electricity online vending and management system, installation and management of pre-paid smart meters and LPU meters with AMR for 3 years.
• Summary of municipality's critical requirements for STS compliant system.
• Municipality currently uses existing service provider for prepayment electricity vending; seeks new provider to supply, install, support and maintain system as part of service delivery.
• Vending points throughout geographic areas as per Annexure B.

• Compulsory briefing session: Wednesday 17 June 2026 at 10:00 am, Legal Services Boardroom, Lister Clarence Building, 221 Murchison Street, Ladysmith.
• Closing and opening date: Wednesday 8 July 2026 at 11:00 am, Room 206, Lister Clarence Building, 221 Murchison Street, Ladysmith.
• Bid documents obtainable from Thursday 4 June 2026.

• Bid enquiries: Mr M Mthimkhulu, telephone (036) 637 2231 extension 0787.
• Employer contact: Alfred Duma Local Municipality, P O Box Ladysmith 3370, Tel +27 (036) 637-2231, Fax +27 (036) 631 1400, Email [email protected].

• Submit sealed bids with contract number and description endorsed on the envelope, clearly indicating bidder details.
• Deposit into the bid box at Public Entrance Door, Ground Floor, Lister Clarence Building, 221 Murchison Street, Ladysmith by closing date and time.
• Bids received after closing time or not clearly marked will not be considered.
• Fax and emailed bids are not accepted.
• Use only the original bid documentation form issued by the Municipality.
• Mandatory documents: Up-to-date Municipal Rates and Service Charges and Water Statements for company location; Joint Venture Agreement if applicable; CSD Report and BBBEE Certificate/Sworn Affidavit.
• Failure to attend the compulsory briefing session invalidates your bid.
• Bids must remain open for acceptance for 120 days from lodgement.
• Complete documents in black ink, include VAT, initial all pages, and do not use correcting fluid.
• Submit a comprehensive company profile and detailed exposition of previous work.
• Only bids received by 11:00 on the closing date in the bid box will be considered.

The following documents are mandatory: 1. Up to date Municipal Rates and Service Charges and Water Statements where the company is located. 2. Joint Venture Agreement if the company has entered into a joint venture and specifying the name of the signatory in the JV. 3. CSD Report and BBBEE Certificate/Sworn Affidavit.

• Evaluation uses the 80/20 preferential points system: 80 points for price, 20 points for Ownership as a Specific Goal.
• Ownership verification (5 points) aligns with Central Supplier Database and BBBEE scorecard attributes.
• RDP Goals (15 points) require proof the bidding company is located in Alfred Duma Local municipal area.
• Functionality criteria (scored out of 100):

1. Experience: 20 points for prepaid electricity vending and management solutions for municipalities in last 3 years to value ≥ R10 million. Provide appointment letters and completion certificates/reference letters.

2. Meter infrastructure: 15 points based on number of meters using Advanced Metering Infrastructure system (10,000 meters = 7 points; 30,000 meters = 10 points; 50,000+ meters = 15 points). Provide appointment letter and evidence from management system.

3. Solution proposal: 15 points total, covering vending system, installation/audits/reconnection/disconnection, and AMI/AMR/Head End System (5 points); methodology including rollout, timelines, resource allocation, quality assurance, risk management, local participation (5 points); connectivity and future readiness including communication technologies, network reliability, scalability, socio-economic benefits (5 points).

• Technical specification requirements: Bidders must achieve minimum 80% in each category (Category 1: Prepaid Vending System; Category 2: Installation and AMR/Head End System).
• Bidders need minimum 90% score to be eligible for second round evaluation.
• Failure to provide sufficient detail for any component may result in lower score or disqualification.

• Supply, install, maintain and support an STS compliant Pre-payment Electricity Online Vending and Management System, including installation and management of pre-paid smart meters and LPU meters with AMR.
• System must operate 24/7/365 for contract duration.
• Mandatory requirements: Submit clause-by-clause compliance schedule; demonstrate size and ability to support online vending system; describe existing vending infrastructure; provide past performance information for last 5 financial years; be manufacturer or OEM authorized partner; supply and maintain items for minimum 3 years in South Africa; have technical and human resources within province; provide project team details and resumes; submit company profile and resource capabilities.
• Only bidders offering a fully functional vending system that can be demonstrated will be considered.
• Successful bidder must commission new system within 1 month of contract award.
• Bidder guarantees system functional performance; upgrades for mal-operation and latent defects at bidder's cost.
• Pricing plan must detail server hosting proposal, support costs per hour, and include draft Service Level Agreement.
• Identify cost components: vending terminals, management stations, database/OS/licenses, additional hardware, integration with Munsoft financial system, testing, training.
• Vending points throughout municipal geographic areas as per Annexure B.

• Bidder must provide detailed rollout, project timelines and phases, resource allocation and capacity.
• Outline connectivity options supporting smart metering solution, including communication technologies, network reliability, scalability, socio-economic benefits.
• Submit program of confirmed activities within 3 days after award and bimonthly progress reports.
• Vending channels include municipal terminals and third-party bank ATM machines.

• Company must have undertaken prepaid electricity vending and management solutions for municipalities in last 3 years to value ≥ R10 million.
• Experience with Advanced Metering Infrastructure system: points for 10,000, 30,000 or 50,000+ meters.
• Submit comprehensive company profile, including founding statements and exposition of previous work.
• Provide details of existing vending infrastructure, past performance for last 5 years, be manufacturer or OEM authorized partner, have technical and human resources within province, provide project team details and resumes, submit company capability summary.
• All documents must be in bidding company's name.

• Goods must conform to standards in bidding documents.
• Pre-bidding testing at bidder's account.
• Inspections, tests and analyses may be conducted; costs borne by purchaser if compliant, by supplier if non-compliant.
• Goods may be rejected if non-compliant; supplier must replace at own cost.
• Quality assurance and risk management strategies required in methodology.
• System demonstration required for consideration.

• Detail pricing plan based on server hosting proposal.
• Prices fixed, include design, supervision, etc.; survey under provisional sum.
• Identify cost components: vending terminals, management stations, database/OS/licenses, additional hardware, integration with Munsoft, testing, training.
• All pre-paid sales paid to Municipality daily.
• Payments via monthly invoice for commission on sales.

• Prices quoted must be fixed cost, including design, compilation of bid documents, supervision, disbursements. Survey covered under provisional sum; management fee for provisional sum must be reflected.
• Prices must include VAT and be indicated separately.
• Prices charged for goods and services under contract shall not vary from quoted prices, except for authorized adjustments.
• All pre-paid sales must be paid over to Municipality daily through agreed process.
• Payments to service provider via monthly invoice stipulating commission charged on sales.
• Payments made by purchaser within 30 days after invoice submission, in Rand.

• Mandatory registration on Central Supplier Database (CSD).
• Submit CSD Report and BBBEE Certificate/Sworn Affidavit.
• Ownership verification for preferential points uses CSD and BBBEE scorecard.
• Proof of company location in Alfred Duma Local municipal area for RDP goals.
• Submit up-to-date Municipal Rates and Service Charges and Water Statements for company location.
• Submit three-year audited financial statements.
• Certify no outstanding debts due to Municipality or any service provider.
• Only solutions comprising vending systems and AMI/AMI platforms from a single OEM considered.
• Company must have established track record in South Africa with all three components deployed and functioning as unified solution in municipal environment.
• Submit verifiable reference letters from municipalities confirming operation of OEM's vending system and functionality of OEM's AMI/AMI platform as integrated solution.
• Tax matters must be in order, certified by SARS prior to award.
• Municipal rates and taxes and service charges must not be in arrears.
• Performance security required within 30 days of contract award, as specified in SCC.

• Ownership verification for preferential points uses BBBEE scorecard attributes.
• Proof of company location in Alfred Duma Local municipal area for RDP goals.
• Submit BBBEE Certificate/Sworn Affidavit.
• Preferential procurement forms: MBD 6.1 (Preference Points Claim) and MBD 6.2 (Local Production and Content Declaration).

• Contract duration: 3 years upon receipt and signing of appointment letter.
• Service Level Agreement to be negotiated within 14 days of acceptance letter; failure may lead to cancellation or extension.
• Penalties: R500 per day for non-compliance with agreed time frames, as per SLA.
• Prices fixed, include design, supervision, etc.; survey under provisional sum.
• Bid validity: 120 days from lodgement, not withdrawable.
• Compliance: VAT indicated separately; bid not ceded.
• Meetings: Fortnightly during implementation, monthly for up to 6 months, then quarterly.
• Programme: Submit program of confirmed activities within 3 days after award and bimonthly progress reports.
• Mandatory objection period: 14 days for objections under MFMA.
• General conditions include definitions, application, standards, confidentiality, patent rights, performance security, inspections, packing, delivery, insurance, transportation, incidental services, spare parts, warranty, payment, prices, variation orders, assignment, subcontracts, delays, penalties, termination for default, anti-dumping, force majeure, termination for insolvency, dispute settlement, limitation of liability, governing language (English), applicable law (South African), notices, taxes and duties, transfer, amendments, prohibition of restrictive practices.
• Specific clauses: Performance security required within 30 days of award; goods fully insured; warranty for 12 months after delivery or 18 months after shipment; termination for failure to deliver or perform; penalties for delays calculated on prime interest rate; disputes resolved via consultation, then mediation or court.

• Failure to attend compulsory briefing session invalidates bid.
• Municipality reserves right to accept whole or part of bid or reject without stating reasons.
• Bids open for acceptance for 120 days from lodgement.
• Bid not withdrawable for 120 days.
• VAT indicated separately; bid not ceded.
• Contract duration 3 years.
• SLA negotiations within 14 days of acceptance; failure may lead to cancellation or extension.
• Penalties: R500 per day for non-compliance.
• Progress meetings: fortnightly during implementation, monthly for up to 6 months, then quarterly.

• Bidders must address all three solution components fully; insufficient detail may lower score or disqualify.
• Achieve minimum 80% in each technical category (Category 1 and 2).
• Mandatory documents: Municipal Rates and Service Charges and Water Statements; Joint Venture Agreement if applicable; CSD Report and BBBEE Certificate/Sworn Affidavit.
• Must be registered on CSD.
• Need minimum 90% score for second round evaluation.
• Provide proof of qualification documents and reference letters for previously completed projects; failure invalidates bid.
• Submit comprehensive company profile and exposition of previous work.

CLOSING AND OPENING DATE, TIME AND VENUE: Wednesday 8 July 2026 at 11:00 am in Room 206 – Lister Clarence Building, 221 Murchison Street, Ladysmith.