Supply and installation of speed measuring equipment with maintenance services – lepelle-nkumpi local municipality (LNM064/2026/27)

Closing date: 12 October 2026.

Closing time: 11:00.

No briefing or site visit is stated in the document.

Technical enquiries: Mr. Mametja MZ, Community Services, Lepelle-Nkumpi Local Municipality, Private Bag X 07, Chuenespoort 0745. Tel: (015) 633 4575. Fax: (015) 632 4594. Email: [email protected].

Bidding-related enquiries: Ms. Mavhungu E, Supply Chain Management, Lepelle-Nkumpi Local Municipality, Private Bag X 07, Chuenespoort 0745. Tel: (015) 633 4616/4545. Fax: (015) 633 6896. Email: [email protected].

Submission address: Bid box at Municipal Offices (Civic Centre), 170 BA, Unit F, Lebowakgomo.

Submission channel: sealed envelope marked with the bid number and description, deposited in the bid box at Municipal Offices (Civic Centre), 170 BA, Unit F, Lebowakgomo, on or before the closing date and time. No faxed or emailed bids accepted; courier deliveries must reach the bid box before closing. Bids must be submitted on the official forms provided, not re-typed. Bids remain valid for 90 days from closing; failure to reject an extension of validity is treated as acceptance.

Returnable forms (all must be completed in full, signed, and submitted; failure disqualifies):

• MBD 1 (Invitation to Bid): bidder and contact details, signed as the offer cover page.
• MBD 3.3 (Pricing Schedule – Professional Services): ceiling price, personnel rates, phase costs and man-days.
• MBD 4 (Declaration of Interest): discloses any connection between the bidder or its principals and persons in the service of the state.
• MBD 5 (Declaration for Procurement Above R10 million): financial statements, outstanding municipal debts, prior contracts, foreign sourcing.
• MBD 6.1 (Preference Points Claim): claims specific-goal points under the 80/20 system.
• MBD 8 (Declaration of Bidder's Past SCM Practices): confirms no abuse of SCM systems, no fraud/corruption convictions, no tender default listing.
• MBD 9 (Certificate of Independent Bid Determination): certifies the price was set independently, with no collusive bidding.

Additional mandatory attachments:

• Company/entity registration certificate.
• Certified copies of IDs for all directors (certification not older than 3 months before closing).
• Tax compliance PIN or CSD number.
• Authority for signatory (resolution) where there is more than one director.
• Proof of municipal rates on municipality letterhead (not older than 90 days), or a letter from a traditional authority, or a signed lease agreement indicating who is liable for rates; if the rates statement is not in the bidder's name, an affidavit from SAPS.
• Proof of ability to access NaTIS online and in real time to obtain vehicle licensing status (including AARTO integration).
• Proof of ability to access SAPS systems online and in real time to check whether ANPR-read vehicles are stolen or wanted.
• ISO 9001:2015 certificate of compliance.
• SABS certification of camera equipment (SANS 1795, including Part 5) and SANAS accreditation.
• At least three approval letters from different clients/stakeholders, each with a Director of Public Prosecutions approval letter; each speed-measuring device must have Type Approval under the Legal Metrology Act.
• For joint ventures, associations or consortia: a signed formal contract agreement between the parties.

Disqualification risks:

• Any required form or attachment omitted or left unsigned.
• Pages not initialled or signed; alterations not signed or initialled.
• Use of Tippex.
• Document not completed in indelible ink.
• Late submission, regardless of reason.
• Bids from persons in the service of the state are not considered.
• The municipality is not responsible for documents lost due to poor packaging.

Required documents: MBD 1 (Invitation to Bid), MBD 3.3 (Pricing Schedule – Professional Services), MBD 4 (Declaration of Interest), MBD 5 (Declaration for Procurement Above R10 Million), MBD 6.1 (Preference Points Claim Form), MBD 8 (Declaration of Bidder's Past SCM Practices), MBD 9 (Certificate of Independent Bid Determination), company registration certificate, certified IDs of directors, tax compliance PIN/CSD number, authority for signatory, proof of municipal rates, proof of NaTIS access, proof of SAPS access, ISO 9001:2015 certificate, SABS certification, DPP approval letters, joint venture agreement if applicable.

Evaluation is in three phases; a bid must pass each phase to proceed.

Phase 1 – Administrative compliance: all MBD forms (1, 3.3, 4, 5, 6.1, 8, 9) completed in full, all pages initialled or signed, no Tippex, completed in indelible ink, and all required attachments submitted. Failure disqualifies.

Phase 2 – Functionality: minimum threshold of 80 points out of 100. Bidders scoring below 80 are eliminated. Scorecard:

• Company experience in traffic management systems: 45 points (10 points for appointment letters/orders, 20 for more, 30 for more, 45 for the highest).
• Organisational skills matrix: 35 points.
• Contracts Manager (10 points): 10+ years law enforcement experience, Law Enforcement Degree; qualification 5 points, experience 5 points (5–9 years = 3, 3–4 = 1, ≤2 = 0).
• Traffic contravention system experts (10 points): 10+ years in traffic system development, IT NQF level 6 diploma; qualification 5, experience 5 (5–9 = 3, 3–4 = 1, ≤2 = 0).
• Traffic contravention systems development (10 points): 10+ years, IT/software qualifications (minimum NQF level 5); registration with ICITP or IITPSA = 2, qualification = 5, experience 3 (5–9 = 1, 3–4 = 0).
• Summons servers (5 points): 5 CVs of appointed summons servers per Section 15 of the Magistrates' Courts Act, 1944; each must be a SA citizen, 18+, with certified ID (not older than 6 months) and a clearance certificate showing no criminal record. 5 CVs = 5 points, 4 = 4, 3 = 3, 2 = 2, 1 = 1.
• Road traffic enforcement cameras (10 points): 5+ cameras = 10, 4 = 8, 3 = 6, 2 = 4, 1 = 2; cameras must have remote monitoring capability; calibration/type approval certificates must be attached.
• Handheld ticket issuing devices (10 points): 5+ = 10, 4 = 8, 3 = 6, 2 = 4, 1 = 2; licence/certificate/serial number must be attached.

Phase 3 – Price and special goals (80/20 system):

• Price: 80 points.
• Special goals: 20 points, allocated as follows:
• 100% Black person owned (as per CSD): 4 points.
• People or businesses residing within Lepelle-Nkumpi Local Municipality (proof of residence): 4 points.
• 100% woman owned (as per CSD): 4 points.
• 100% disability owned (as per CSD): 4 points.
• 100% youth owned, 18–35 years (as per CSD): 4 points.

Bidders must indicate on MBD 6.1 how they claim each specific goal and submit supporting proof; failure to submit proof means no points are claimed. The council may verify any claim and is not obliged to accept the lowest bid.

Scope of work – supply, support and maintenance of electronic traffic surveillance equipment and a contravention management system for 36 months. Deliverables:

• 3 radar mobile cameras.
• 1 ANPR roadblock unit with ancillary equipment.
• 1 back-office traffic contravention management system, covering processing of camera violations, handheld-device violations and handwritten notices from capture to finalisation.
• 1 back-office revenue protection and enhancement service, including online and walk-in payment platforms, call centre, electronic communications, data management and other revenue enhancement opportunities.
• 10 handheld devices (for S341, S54, S56, AARTO, accidents, impound and events).

Service provider obligations:

• Train municipality back-office officials to use the systems.
• Supply roadblock technical equipment and train traffic officers.
• Supply technical support staff.
• Provide hardware and software for the back-office systems.
• Supply a roadblock unit equipped with computers, printers, cameras and stationery for printing summonses and enquiries.
• Prepare and print all relevant notices from the back office.
• Provide a team of at least 5 members to serve Section 54 summonses.
• Manage case results.
• Supply handheld devices integrated with the contravention management system for issuing Section 341 and Section 56 notices, serving Section 54 summonses and capturing accident reports.
• Train officers on cameras and roadblock systems.
• Supply a call centre for traffic fine queries, electronic communications, data cleansing, bulk SMS to offenders and reminder notifications for fine collection.
• Supply mobile radar and ANPR cameras, and fixed ANPR camera sites.
• Compile DPP applications for submission by the client.
• Automate a change-of-offender website for proxies so businesses with large fleets can automatically redirect fines to the driver.
• Provide a fine payment website for internet and walk-in payments.

Data ownership: Lepelle-Nkumpi Local Municipality shall have unconditional access to all forms of data during and after the term of the contract.

Company experience in traffic management systems: 45 points, scored on appointment letters/orders (10, 20, 30 or 45 points depending on value/volume).

Key personnel:

• Contracts Manager (10 points): 10+ years law enforcement experience, Law Enforcement Degree; qualification 5 points, experience 5 points (5–9 years = 3, 3–4 = 1, ≤2 = 0).
• Traffic contravention system experts (10 points): 10+ years in traffic system development, IT NQF level 6 diploma; qualification 5, experience 5 (5–9 = 3, 3–4 = 1, ≤2 = 0).
• Traffic contravention systems development (10 points): 10+ years, IT/software qualifications (minimum NQF level 5); registration with ICITP or IITPSA = 2, qualification = 5, experience 3 (5–9 = 1, 3–4 = 0).
• Summons servers (5 points): 5 CVs of appointed summons servers per Section 15 of the Magistrates' Courts Act, 1944; each must be a SA citizen, 18+, with certified ID (not older than 6 months) and a clearance certificate showing no criminal record. 5 CVs = 5 points, 4 = 4, 3 = 3, 2 = 2, 1 = 1.

Certified copies of qualifications must be attached.

Pricing schedule: total commission including VAT %, 15% VAT applicable to registered VAT vendors. Annexure A (MBD 3.3) requires ceiling price based on total estimated time, hourly/daily rates for personnel, phases with cost and man-days, travel expenses, other expenses, period for commencement, estimated man-days, firm rates or basis for adjustments.

Pricing format: total commission including VAT (percentage). 15% VAT applies only to registered VAT vendors.

Annexure A (MBD 3.3) requires:

• A ceiling price based on the total estimated time for completion of all phases, including all expenses and all applicable taxes.
• Hourly and daily rates for each person involved in the project.
• Phases with cost per phase and man-days to be spent.
• Travel expenses (rate/km, total km, class of air travel, etc.) – only actual costs recoverable, with proof.
• Other expenses (accommodation, telephone, reproduction, etc.) – only actual costs recoverable, with proof.
• Period required for commencement after acceptance of the bid.
• Estimated man-days for completion.
• Whether rates are firm for the full contract period; if not, the basis for adjustments (e.g. CPI).

Bids must remain valid for 90 days from closing date.

CSD registration: all bidders must be registered on the National Treasury Central Supplier Database; CSD number must be provided.

Tax compliance: bidders must submit a SARS Tax Compliance Status PIN or CSD number; a printed TCS certificate may also be submitted. Foreign suppliers must complete the pre-award questionnaire in Part B:3. In consortia/joint ventures/subcontracting, each party must submit a separate TCS PIN/CSD number.

Company registration: copy of the entity/company registration certificate.

Director identification: certified copies of IDs for all directors (certification not older than 3 months before closing).

Municipal rates: proof of municipal rates on municipality letterhead (not older than 90 days), or a traditional authority letter, or a signed lease agreement; if the rates statement is not in the bidder's name, an SAPS affidavit.

System access: proof of ability to access NaTIS online and in real time (including AARTO integration) and proof of ability to access SAPS systems online and in real time.

Quality and equipment certification:

• ISO 9001:2015 certificate of compliance.
• SABS certification of camera equipment per SANS 1795 (including Part 5) and SANAS accreditation.
• At least three approval letters from different clients/stakeholders, each with a Director of Public Prosecutions approval letter; each speed-measuring device must have Type Approval under the Legal Metrology Act.

Joint ventures: a signed formal contract agreement between the parties must be attached.

Persons in the service of the state are not eligible to bid.

Returnable forms (each one line):

• MBD 1 (Invitation to Bid): bidder and contact details, signed as the offer cover page.
• MBD 3.3 (Pricing Schedule – Professional Services): ceiling price, personnel rates, phase costs and man-days.
• MBD 4 (Declaration of Interest): discloses any connection between the bidder or its principals and persons in the service of the state.
• MBD 5 (Declaration for Procurement Above R10 million): financial statements, outstanding municipal debts, prior contracts, foreign sourcing.
• MBD 6.1 (Preference Points Claim): claims specific-goal points under the 80/20 system.
• MBD 8 (Declaration of Bidder's Past SCM Practices): confirms no abuse of SCM systems, no fraud/corruption convictions, no tender default listing.
• MBD 9 (Certificate of Independent Bid Determination): certifies the price was set independently, with no collusive bidding.

The contract will be governed by the General Conditions of Contract (GCC) and any Special Conditions of Contract. The successful bidder must sign a written contract form (MBD 7.1) in duplicate. The municipality reserves the right to negotiate further conditions with the successful bidder, to appoint or not to appoint, and is not obliged to accept the lowest bid. Bids remain valid for 90 days from closing; failure to reject an extension of validity is treated as acceptance. The municipality is not responsible for documents lost due to poor packaging.

The municipality reserves the right to negotiate further conditions with the successful bidder, to appoint or not to appoint, and is not obliged to accept the lowest bid. Bids must be deposited in the bid box at Municipal Offices (Civic Centre) 170 BA, Unit F Lebowakgomo, on or before closing date and time. No faxed or email bids accepted. The municipality is not responsible for lost documents due to poor packaging.

Bidders must be registered on the National Treasury Central Supplier Database. Bids must remain valid for 90 days from closing. Bids must be submitted on official forms, not re-typed. Tax compliance: bidders must submit a SARS PIN or CSD number; foreign suppliers must complete the pre-award questionnaire. Required attachments: company registration certificate, certified IDs of directors, tax compliance PIN/CSD number, authority for signatory, proof of municipal rates or traditional authority letter or lease agreement, proof of ability to access NaTIS online and in real time, proof of ability to access SAPS systems online and in real time, ISO 9001:2015 certificate, SABS certification of camera equipment (SANS 1795), at least three DPP approval letters, and a joint venture agreement if applicable.

Evaluation in three phases: Phase 1 – Administrative compliance (MBD forms 1, 3.3, 4, 5, 6.1, 8, 9 must be completed; all pages initialled/signed; no Tippex; completed in indelible ink; required attachments). Phase 2 – Functionality: minimum threshold of 80 points (scorecard: company experience 45 points, organisational skills matrix 35 points, road traffic enforcement cameras 10 points, handheld ticket issuing devices 10 points). Phase 3 – Price and special goals: 80 points for price, 20 points for special goals (Black owned 4 points, local businesses 4 points, women owned 4 points, disability owned 4 points, youth owned 4 points).