Supply, implement & support property management system (36-month contract)

• Compulsory Briefing Session: 22 July 2026 at 11:00. Venue: Ground Floor, MEGA Office Park, 02 Eastern Boulevard, Riverside, Mbombela, 1200.
• Enquiries Deadline: 22 July 2026 (time not specified).
• Bid Closing Date and Time: 04 August 2026 at 12:00 PM (South African Time).
• Bid Validity Period: 90 days from the closing date.

• Bidding Procedure Enquiries: Contact Mr. Sibusiso Lekhuleni, Supply Chain Management. Phone: 013 492 5818. Email: [email protected].
• Technical Enquiries: Contact Mr. Erick Nyathikazi, Property Development and Infrastructure. Phone: 013 492 5818. Email: [email protected].
• Submission Address: MEGA Head Office, Supply Chain Management Unit, Ground Floor, MEGA Office Park, 02 Eastern Boulevard, Riverside, Mbombela, 1200.

• Submit your bid in a sealed envelope clearly marked with the bidder name, bid number (MEGA/2027/01), bid description, and closing date.
• Deposit the bid in the tender box located at: MEGA Head Office, Supply Chain Management Unit, Ground Floor, MEGA Office Park, 02 Eastern Boulevard, Riverside, Mbombela, 1200.
• Deadline: 04 August 2026 at 12:00 PM (South African Time). Late submissions will not be considered.
• Submit two formats: one original hard copy and one copy on a USB drive.
• Use the official bid forms provided (do not retype them).
• Include all mandatory returnable documents; failure to provide any may invalidate your bid.
• Attendance at the compulsory briefing session on 22 July 2026 at 11:00 is mandatory; failure to attend results in automatic disqualification.
• Bids must remain valid for 90 days from the closing date.

South African entity or foreign supplier with RSA branch/permanent establishment/source of income/tax liability. No bids from persons in service of the state, companies with directors in state service, or close corporations with members in state service. Must meet all 11 mandatory requirements. Functionality evaluation minimum 70% (Project Manager Experience 30pts, Project Plan 30pts, References 40pts). System demonstration minimum 80/100 points. Joint ventures require original/certified partnership agreement.

The service provider must supply, implement, and support a comprehensive Property Management System for 36 months. Key modules and minimum requirements include:

• Property Register: Centralised digital register with hierarchy, unique identifiers, ownership details, classification, occupancy tracking, and document management.
• Condition Assessment: Scheduled and ad-hoc inspections, component-based assessments, condition ratings, defect prioritisation, photo attachments, and historical tracking.
• Maintenance Management: Work order management, preventive and reactive maintenance schedules, contractor management, SLA tracking, cost tracking, and integration with other modules.
• Utilities Management: Meter registration, consumption tracking per tenant, automated billing, and integration with leases.
• Lease Management: Full lease lifecycle support including creation, rental billing, deposit management, renewal alerts, termination, and arrears analysis.
• Insurance Management: Policy registration, coverage tracking, expiry alerts, claims tracking, and document repository.
• Leads and CRM: Lead capture, categorisation, follow-up tracking, and conversion reporting.
• Customer/Tenant Portal: Secure self-service for viewing agreements, invoices, submitting maintenance requests, and utility visibility.
• Website and Property Listings: Public website with live listings, search functionality, and mobile-responsive design.
• Marketing and Flyers: Branded template generation, digital output, and campaign tracking.
• Digital Signature & Electronic Approval: Configurable workflows for legally compliant digital signing of leases, maintenance approvals, contracts, and internal documents with audit trails.
• Reporting and Dashboards: Configurable reports on occupancy, condition, maintenance, lease expiries, utility recovery, insurance, and lead conversion.
• Technical Requirements: Web-based, mobile-responsive, role-based access control, audit trails, secure data storage, and integration with MEGA's ERP system.
• Implementation Approach: Must include requirements validation, system configuration, data migration, user acceptance testing, training, go-live support, and post-implementation support.
• System Integration: Must integrate seamlessly with MEGA's ERP for real-time data exchange, customer account sync, payment integration, and consolidated financial reporting.

• Key Personnel: Must provide CVs and certified educational qualifications for professional personnel.
• Project Manager and ICT Specialist: Experience and qualifications are scored in functionality evaluation. ICT Specialist requires NQF Level 7 or equivalent; Project Manager requires a project management certificate (NQF Level 6 or equivalent). Points are awarded based on years of continuous experience in deploying property solutions.

• The system must support structured condition assessments with scheduled and ad-hoc inspections, component-based evaluations, condition rating scales, defect identification, photo attachments, and historical tracking.
• Implementation must follow a structured methodology including requirements validation, system configuration, data migration, user acceptance testing (UAT), training, go-live support, and post-implementation support.

• Bidders must complete the provided pricing schedule table, detailing costs for Software/Licensing, Solution Implementation and Configuration, Training and Skills Transfer, Post-implementation Support and Maintenance, and other items across Year 1, Year 2, and Year 3, with totals excluding and including VAT.

• Pricing must be submitted using the provided pricing schedule table, detailing costs for Software/Licensing, Solution Implementation and Configuration, Training and Skills Transfer, Post-implementation Support and Maintenance, and any other items for Year 1, Year 2, Year 3, and totals excluding and including VAT.
• The contract duration is 36 months, starting immediately after signing.
• Payment terms and financial guarantees are not specified in the provided text.

• Tax Compliance: Bidders must provide a SARS Tax Compliance Status (TCS) PIN or certificate. If not available, a Central Supplier Database (CSD) number must be provided. In consortia, each party must submit separate TCS/CSD details.
• Central Supplier Database (CSD): Proof of registration (detailed report) is required.
• B-BBEE: The document states 'B-BBEE Minimum Level: 7' but no further details are provided.
• Company Documentation: Certified copies of directors' or shareholders' ID documents, company registration details, and a letter of authority to sign bid documents.
• Joint Ventures: Must submit an original or certified copy of the joint venture/partnership agreement.
• Government Employees: If any member is a government employee, a letter of approval from the Executive Authority is required.
• ISO 27001 Certification: A certificate of compliance with Information Security Management (ISO 27001) is mandatory.
• Foreign Suppliers: Must complete a questionnaire; if not resident in RSA, tax registration may not be required.
• Persons in State Service: Bids from persons in the service of the state, or companies with such directors/members, will not be considered.

• Contract Duration: 36 months, starting immediately after signing.
• Confidentiality: All bid information must be kept confidential and used only for bid preparation.
• No Binding Agreement: Submission does not constitute a binding agreement; MEGA reserves the right not to award the bid.
• Bid Preparation Costs: All costs for preparation, presentation, and demonstration are borne by the bidder.
• Document Ownership: Supporting documentation submitted becomes MEGA's property unless otherwise stated.
• Amendment Rights: MEGA may amend bid documents or extend deadlines by written notice.
• Language: All bid documents and correspondence must be in English.