Panel of service providers for cellphone and data services for councillors, ward committees and employees – 24-Month contract

Closing date: 19 November 2026 at 12:00

Advert date: 16 October 2026

No compulsory briefing or site visit mentioned

Technical enquiries:

• Contact: M. Mfingwana
• Department: Corporate Services
• Telephone: 039 252 0131
• Email: [email protected]

Supply Chain Management enquiries:

• Contact: A. Ntongana
• Telephone: 039 252 0131 (ext 3108)
• Email: [email protected]

Submission address:

Ingquza Hill Local Municipality

135 Main Street

Flagstaff, 4810

Submission method: hand delivery only

Submission address: Ingquza Hill Local Municipality, 135 Main Street, Flagstaff, 4810 (Municipal Reception)

Closing date: 19 November 2026

Closing time: 12:00

Envelope: sealed, endorsed with tender number IHLM/62/2026-27/ADMIN and tender description

No late, couriered, faxed, or emailed tenders accepted under any circumstances

All pages of the tender document must be initialled

Do not reproduce, take apart, omit pages, or insert documents between pages of the tender document

Returnable forms (all must be completed and signed):

• MBD 1 (Invitation to Bid): bidder and contact details, signed as cover page
• MBD 2 (Tax Clearance Certificate Requirements): confirms tax compliance; original TCC or TCS PIN required
• MBD 3.1 (Pricing Schedule – Firm Prices): firm prices only, VAT inclusive
• MBD 3.3 (Pricing Schedule and Specification): detailed pricing per category
• MBD 4 (Declaration of Interest): discloses any connection to state employees
• MBD 6.1 (Preference Points Claim): claims specific goals points
• MBD 7.1 (Contract Form – Purchase of Goods/Works): to be signed by successful bidder
• MBD 8 (Declaration of Bidder's Past SCM Practices): discloses past SCM abuse, fraud, or contract failures
• MBD 9 (Certificate of Independent Bid Determination): certifies no collusion
• Valid full CSD proof of registration
• Valid SARS TCS PIN printout
• Proof of ICASA registration or reseller registration
• Signed letter confirming no undisputed municipal accounts overdue by more than 30 days
• Signed reference letters and appointment letters (for experience points)

Disqualification risks:

• Any mandatory document omitted or unsigned
• Submission after closing time
• Bid not on official forms or altered
• Bidder in service of the state or listed on Register of Tender Defaulters

Bidders must submit the completed tender document, including all mandatory documents, on the official forms provided. The tender must be submitted in a sealed envelope endorsed with the tender number and description. All pages must be initialed. The tender document must not be reproduced or altered.

Two-stage evaluation:

Stage 1 – Functionality (100 points):

• Capacity and Experience: 40 points
• Proof of at least 90% coverage of Edge/5G/4G/LTE networking in Ingquza Hill area (attach provider system-generated report and heat map): 20 points
• Proof of service centre within 200 km radius from Ingquza Hill demarcation: 20 points
• Experience: 40 points
• Proven experience from current/previous clients (government entities) in supply and delivery of cellular phones and mobile data cards; attach signed appointment letters and signed reference letters for each; reference letters not older than 6 months; 10 points per client, verified: 40 points
• Methodology: 20 points
• Detailed narrative approach of how service execution will be undertaken upon receiving appointment letter, including timeframes and project plan

Minimum qualifying score: 70 out of 100 to proceed to Stage 2

Stage 2 – 80/20 preference point system:

• Price: 80 points
• Specific Goals: 20 points
• Company owned by youth (18-35 years): 4 points
• Company owned by women: 6 points
• Company owned by people with disability: 2 points
• Company owned by black people: 8 points

Successful service providers must present their products and services to the Council of IHLM

Scope: Supply of cellphones, 5G data cards, and 4G mini routers for municipal councillors, ward committees, traditional leaders, and employees for 24 months

Package categories:

• Cellphone contracts for councillors (handset and SIM card)
• Cellphone contracts for ward committees (handset and SIM card)
• Cellphone contracts for traditional leaders (handset and SIM card)
• 5G cards with 200 GB data (Day & Night Owl), inclusive of staff as deemed necessary
• iPad Troika SIM card with data (package to be presented by service provider)

Contract requirements:

• 24-month contract with 0% escalation
• Secure network connection to municipality's network for mobile users
• Online user account management system for the municipality to administer accounts (limits, PIN, PUK)
• Pricing must include insurance cover
• Service Account Manager with full contact details
• Loan equipment provided within 72 hours
• Connection fees and SIM card fees waived
• Discounts on contract and airtime usage charges
• All data cards blocked from making voice calls
• Municipality allowed to manage voice and data limits via administration portal
• All phones provided with screen guard film protector and protective casing
• Free calls within a defined user group
• Porting of numbers
• Network coverage to be indicated for Flagstaff Town and Lusikisiki Town (coverage, edge, other)
• Detailed monthly statements to be sent to municipality
• All mobile charges (subscription and usage) specified in monthly statement

Key deliverables:

• Signed contract with municipality
• Cellphone handsets, chargers, earphones, and accessories
• Tablets, notebooks, or iPads
• Mini routers
• Insurance

Key competencies:

• Sound track record in cellphone service provision
• Ability to repair and provide loan phones
• Dedicated person/caller line for technical problems
• 100% network coverage of Ingquza Hill (Flagstaff and Lusikisiki) for data and voice
• Offices within reasonable distance from OR Tambo District Municipality
• Courier services for collection and delivery of repairs

Corporate Social Investment plan required with dates and investment amounts for each programme

Bidders must present a detailed methodology and approach for service execution upon receiving the appointment letter, including timeframes and project plan. The methodology must address the deliverables required by the terms of reference.

Bidders must provide proof of at least 90% network coverage of the Ingquza Hill area (Flagstaff and Lusikisiki) for data and voice, and proof of a service center within a 200km radius. They must demonstrate proven experience from current or previous clients (government entities) in supplying cellular phones and mobile data cards, with signed appointment and reference letters not older than 6 months.

Goods supplied must conform to standards in bidding documents and specifications

Supplier must permit inspection of premises and records by purchaser's representative at all reasonable hours

If inspections/tests show non-compliance, costs borne by supplier and supplies may be rejected; supplier must replace non-compliant supplies at own cost

Pre-bidding testing costs borne by bidder

Pricing must be tendered including VAT and all applicable taxes. Prices must be firm and cover all expenses, disbursements, and costs. The bidder must provide package prices as total rate-based, VAT inclusive, open line monthly ranges for categories including cellphone contracts for councilors, ward committees, traditional leaders, 5G data cards, and iPad Troika SIM cards. Contract must be for 24 months with 0% escalation.

Pricing format: firm prices only; non-firm prices (including those subject to exchange rate variations) not considered

All prices must be tendered including VAT and all applicable taxes, customs or excise duty, and any other duties or levies

Prices must cover all expenses, disbursements, and costs (e.g., transport, overheads, accommodation) and be final and binding

Bidders must indicate expected delivery date

Package prices must be total rate-based, VAT inclusive, open line monthly ranges

Contract period: 24 months at 0% escalation

Tender validity: 90 days from closing date

No bid security, guarantee, or retention mentioned

CSD registration: valid full CSD proof of registration required

Tax compliance: valid SARS TCS PIN printout required; original Tax Clearance Certificate (TCC) may be submitted; certified copies not acceptable; each party in a consortium/JV/subcontract must submit separate TCS/CSD

ICASA: valid proof of registration with Independent Communications Authority of South Africa, or registration as a reseller

Municipal accounts: signed letter confirming no undisputed municipal accounts overdue by more than 30 days

State employees: bids from persons in service of the state will not be considered

Restricted suppliers: bidders listed on Register of Tender Defaulters or National Treasury's Database of Restricted Suppliers are excluded

B-BBEE: specific goals points claimed via MBD 6.1; proof required (CSD report, ID copy, medical letter) for each claimed goal

No CIDB grading required (not construction)

The tender offer must remain valid for 90 days from the closing date. Withdrawal of the tender after closing may result in liability for additional expenses incurred by the municipality. The contract will be subject to the municipality's Supply Chain Management Policy and the General Conditions of Contract.

The municipality reserves the right to accept or reject any tender, and is not obliged to accept the lowest bid. Tenders must be submitted by hand before the closing time; no late, couriered, faxed, or emailed tenders will be accepted. The municipality may extend the tender period by notice. The municipality's Supply Chain Management Policy applies at all stages.

Mandatory documents include: valid full CSD proof of registration, completed and signed declarations (MBD1-9), valid proof of registration with ICASA or as a reseller, valid SARS TCS PIN printout, and a signed letter confirming no undisputed municipal accounts are overdue by more than 30 days. Bidders must be registered on CSD and comply with tax obligations. Bids from persons in the service of the state or listed on the Register of Tender Defaulters will not be considered.

Evaluation criteria: Functionality (100 points) - Capacity and Experience (40 points), Experience (40 points), Methodology (20 points). Bidders must score at least 70 out of 100 to proceed to the 80/20 preference point system: Price (80 points) and Specific Goals (20 points). Specific goals: youth-owned (4 points), women-owned (6 points), disability-owned (2 points), black-owned (8 points).