Three-year contract-- supply an online sts prepaid vending and management system

• Closing date: 13 August 2026 at 12:00.
• Tender documents available for purchase from 14 July 2026 to 12 August 2026.
• No briefing session scheduled.
• Mandatory objection period: 14 days after award decision for appeals.

• Technical queries: Mr. Khulekani Nxumalo, Tel: +27 35 473 3300 (Ext 3356), Email: [email protected].
• SCM queries: Mr. Sanele Duma, Tel: +27 35 473 3300 (Ext 3457), Email: [email protected].
• General SCM enquiries: Tel 035 473 3300 ext. 3445.
• Submission address: SCM offices, KV Challenor Street (Industrial Area), Eshowe, 3815.
• Postal address: P O Box 37, Eshowe, 3815.

• Submit sealed tender envelope endorsed with tender number and description.
• Hand deliver to the Tender Box at SCM offices, KV Challenor road (Industrial Area), Eshowe.
• Deadline: 13 August 2026 at 12:00. Late, emailed, or electronically altered tenders will not be considered.
• Include all returnable documents fully completed and signed on all pages with allocated signing spaces.
• Proof of purchase of tender document required if purchased directly from municipality.
• Tender validity period is 120 days.
• Any upward amendment of tendered price will invalidate the bid.
• Canvassing is prohibited and leads to disqualification.

• Submit all listed returnable documents fully completed and signed on all pages with signing spaces.
• Compulsory documents include: Proof of tender purchase (if applicable), tax clearance, company registration, CSD proof, rates clearance, Workmen’s Compensation proof, audited financials if price ≥ R10 million, STS ownership certificate.
• Schedule documents: Preferential procurement claim form, supporting documents, declarations, OHS agreement, addenda record, authority certificate, amendments.
• Tenderer details form must be completed.

Only bidders who own an STS compliant prepaid vending and management system are eligible to submit tenders. Bidders must be registered on Central Supplier Database (CSD). Municipal rates and service charges must not be in arrears for more than 3 months. No failure to perform satisfactorily on previous contracts in last 5 years. Must comply with all compulsory returnable document requirements. Joint ventures require acceptable JV agreement. Authority to sign documents must be submitted.

• Supply and manage an online STS prepaid vending and management system for uMlalazi Municipality.
• System must fully comply with latest STS and NRS standards and all applicable legislation.
• Must cater for approximately 6000 prepayment electricity meters, with aggressive conversion ongoing.
• Provide vending infrastructure hosted at tenderer’s offices (active and backup).
• Ensure seamless migration from existing system with data backup and recovery responsibility.
• Interface capability with municipality’s PHOENIX ERP financial system.
• System must support real-time operations, 24/7 availability, and handle >5000 customers with >18000 transactions/month.
• Must include vending to all prepayment meters, engineering tokens, free electricity grants, arrears collection, and step tariffs.
• Provide extensive reporting capabilities as listed (e.g., debt overview, transaction summaries, audit logs).
• Training for municipality staff on system administration, database, and report writing required.
• Minimum expertise: Business Development Manager/Team Leader and Customer Services Desk with previous similar project experience.
• Qualified personnel must perform work; unqualified personnel may only assist.

• Complete pricing schedule fully; failure may render bid non-responsive.
• Prices must be unconditional and inclusive of all costs.
• Annual escalation equivalent to CPI but not exceeding 10%.
• Non-VAT registered vendors will be treated as such.
• Provisional sums are estimates; claims based on actual costs.
• Municipality may negotiate with lowest acceptable bid.
• Performance security of 10% of contract value required within 30 days of award.
• Payment upon delivery of service via EFT within 30 days of valid tax invoice submitted on month-end.
• Penalties: 10% of invoice amount for delayed services, may lead to termination.
• Force majeure provisions apply.

• Eligibility: Must own an STS compliant prepaid vending and management system.
• Compulsory returnable documents include:

• Valid tax clearance certificate (original).
• Company/CC/Trust registration certificates and certified IDs of directors/owners.
• Proof of CSD registration.
• Rates clearance certificate.
• Proof of Workmen’s Compensation registration.
• Audited annual financial statements if tender price is R10 million or above.
• Certificate of ownership of STS compliant system.
• Preferential procurement claim form and supporting documents.
• Declaration of interest, past SCM practices, independent bid determination.
• MBD5 declaration if price ≥ R10 million.
• OHS agreement (section 37(2)).
• Record of addenda, certificate of authority to sign.

• B-BBEE preference points: Levels 1 (10 points), 2 (6 points), 3 & below (2 points).
• RDP goals: Enterprise location within municipality (4 points), district (2 points), province (1 point).
• SMME development: EME/QSE 100% black-owned (4 points), 51% (2 points), 25-50% (1 point).
• Combination goals: EME/QSE 100% black (youth, women, disabled, military veterans) residing in municipality (2 points).
• Registration on Council’s database preferred; CSD registration requested.

• Preferential points for B-BBEE: Level 1 (10 points), Level 2 (6 points), Level 3 & below (2 points).
• RDP location: Enterprise within municipality (4 points), within district (2 points), within province (1 point).
• SMME development: EME/QSE 100% black-owned (4 points), 51% black-owned (2 points), 25-50% black-owned (1 point).
• Combination: EME/QSE 100% black (youth, women, disabled, military veterans) residing in municipality (2 points).

• Must adhere to all health and safety requirements in accordance with OHSA.
• Submit Agreement in terms of section 37(2) of the Occupational Health and Safety Act (OHS) for contract purposes.

• Tender documents available for purchase at Municipal offices, Financial Services Revenue Section, Hutchinson Street, Eshowe, Monday-Friday 08:30-14:30, from 14 July to 12 August 2026, cost R1000 non-refundable.
• EFT payment to First National Bank, Acc No: 52191090523, Branch: 220230, reference company name; proof required.
• Tender validity: 120 days.
• No upward price amendments allowed.
• Municipality not liable for bid preparation costs; withdrawal after acceptance liable for re-advertising costs.
• Alternatives allowed if submitted additionally based on specifications.
• Mandatory 14-day objection period after award.
• Confidentiality clauses restrict use of contract information.

• Eligibility: Must own an STS compliant prepaid vending and management system.
• Provide system and manage third-party vendors, ensuring electricity purchase through at least three major South African banks.
• Host active and backup vending systems at tenderer’s offices.
• Ensure seamless migration, data backup, and historical transactions up to 3 years.
• Interface with PHOENIX ERP; provide API for third-party integration.
• Data model must support point-of-connection independent of meter/consumer, GPS coordinates, multiple consumer agreements.
• System must handle step tariffs, arrears collection, and extensive reporting.
• Service provider must familiarize themselves with municipal area.

• Technical contact: Khulekani Nxumalo, Tel: +27 35 473 3300 (Ext 3356), Email: [email protected].
• SCM contact: Sanele Duma, Tel: +27 35 473 3300 (Ext 3457), Email: [email protected].
• Address: KV Challenor Street (Industrial Areas), Eshowe, 3815; Postal: P O Box 37, Eshowe, 3815.