Frequently Asked Questions — Water Meter Reading Services – 36-Month Tender in KwaZulu-Natal

Question 1

What are the submission requirements for this tender (Ref: )?

Accepted Answer

Returnable Documents: Certified ID copies of all members/directors of company or sole proprietor, Bank details (together with an original cancelled cheque/ bank stamp or original letter from financial institution), All Municipal Bid Documents (MBD) must be completed and returned. Failure to fully complete and/or provision of incorrect information in the declaration will be regarded as a non-responsive tender., Copy of CSD (Central Supplier Database)., Copy of company registration documents., For Joint Venture Agreements, attach the CK’s of each of the joint venture members (if applicable), ID(s) copies of company director(s)., Copy of current municipal account for all Director/s and Company, not owing more than 90 days or copy of lease agreement from the relevant leasing authority. If the business is operated from the residence of one of the Director/s, an original affidavit, certified, must be submitted stating the address of the premises from your local SAPS office. In a case where the directors are not liable for the payment of rates/taxes, an affidavit commissioned by SAPS stating that the director is not liable for the payment of rates must be submitted. In case the director does not own property/is a tenant, leasing agreement should be submitted to confirm the place of residence. Tenders who are not registered with any municipality for the payment of rates and services due to their location may submit proof of residence / business address certified by a Municipal Councillor, but only if the residence is the same address as the business address, accompanied by an affidavit commissioned by SAPS., If the bidder’s place of work or the address is located in rural settlement under traditional council, the bidder must submit the proof of resident certified by the traditional council leader and proof of resident certified by ward councillor., Printed copy of SARS Tax Pin for further verification., Completed and signed Municipal Bidding Document attached to the tender document. Bids will be adjudicated in terms of the Council Supply Chain Management Policy on the 80/20 Preferential Point System. It is therefore compulsory that the municipal tender document be used. Amajuba District Municipality is not bound to accept the lowest or any quote. TOR APPPROVED BY MRS CB MKHIZE MUNICIPAL MANAGER MBD 4 DECLARATION OF INTEREST, No bid will be accepted from persons in the service of the state1., Any person, having a kinship with persons in the service of the state, including a blood relationship, may make an offer or offers in terms of this invitation to bid. In view of possible allegations of favouritism, should the resulting bid, or part thereof, be awarded to persons connected with or related to persons in service of the state, it is required that the bidder or their authorised representative declare their position in relation to the evaluating/adjudicating authority. 3 In order to give effect to the above, the following questionnaire must be completed and submitted with the bid. 3.1 Full Name of bidder or his or her representative:..................................................... 3.2 Identity Number: .............................................................................................. 3.3 Position occupied in the Company (director, trustee, hareholder2):............................. 3.4 Company Registration Number: ......................................................................... 3.5 Tax Reference Number:.................................................................................... 3.6 VAT Registration Number: .............................................................................. 3.7 The names of all directors / trustees / shareholders members, their individual identity numbers and state employee numbers must be indicated in paragraph 4 below. 3.8 Are you presently in the service of the state? YES / NO 3.8.1 If yes, furnish particulars. ......................................................................... 1MSCM Regulations: “in the service of the state” means to be – (a) a member of – (i) any municipal council; (ii) any provincial legislature; or (iii) the national Assembly or the national Council of provinces; (b) a member of the board of directors of any municipal entity; (c) an official of any municipality or municipal entity; (d) an employee of any national or provincial department, national or provincial public entity or constitutional institution within the meaning of the Public Finance Management Act, 1999 (Act No.); (e) a member of the accounting authority of any national or provincial public entity; or (f) an employee of Parliament or a provincial legislature. Shareholder” means a person who owns shares in the company and is actively involved in the management of the company or business and exercises control over the company. 3.9 Have you been in the service of the state for the past twelve months? .........YES / NO 3.9.1 If yes, furnish particulars...................…

Question 2

How will bids be evaluated?

Accepted Answer

MBD FORMS (MBD 1, MBD 4, MBD 6.1, MBD 8 & MBD 9 INSTRUCTION TO BIDDERS GENERAL CONDITIONS OF CONTRACT PART A INVITATION TO BID YOU ARE HEREBY INVITED TO BID FOR REQUIREMENTS OF THE AMAJUBA DISTRICT MUNICIPALITY BID NUMBER: T2026/17 CLOSING DATE: 19 OCTOBER 2026 CLOSING TIME: 12H00 DESCRIPTION PROVISION FOR WATER METER READING SERVICES A PERIOD OF 36 MONTHS THE SUCCESSFUL BIDDER WILL BE REQUIRED TO FILL IN AND SIGN A WRITTEN CONTRACT FORM (MBD7). BID RESPONSE DOCUMENTS MAY BE DEPOSITED IN THE BID BOX SITUATED AT AMAJUBA DISTRICT MUNICIPALITY RECEPTION AREA AT B9356, AMAJUBA ROAD, SECTION 1 MADADENI SUPPLIER INFORMATION NAME OF BIDDER POSTAL ADDRESS STREET ADDRESS TELEPHONE NUMBER CODE NUMBER CELLPHONE NUMBER FACSIMILE NUMBER CODE NUMBER E-MAIL ADDRESS VAT REGISTRATION NUMBER TAX COMPLIANCE STATUS TCS PIN: OR CSD No: ARE YOU A FOREIGN BASEDARE YOU THE ACCREDITED REPRESENTATIVE IN Yes No Yes No SUPPLIER FOR THE GOODSSOUTH AFRICA FOR THE GOODS /SERVICES /SERVICES OFFERED?OFFERED? [IF YES ENCLOSE PROOF] [IF YES, ANSWER PART B:3 ] TOTAL BID PRICE FOR 36 TOTAL NUMBER OF ITEMS OFFERED MONTHS R................................ SIGNATURE OF BIDDER .................................... DATE CAPACITY UNDER WHICH THIS BID IS SIGNED BIDDING PROCEDURE ENQUIRIES MAY BE DIRECTED TO: TECHNICAL INFORMATION MAY BE DIRECTED TO: DEPARTMENT BTO CONTACT PERSON Mandisa Dlamini CONTACT PERSON Sabelo Zulu TELEPHONE NUMBER 034 329 7200 TELEPHONE NUMBER 034 329 7200 FACSIMILE NUMBER FACSIMILE NUMBER E-MAIL ADDRESS mandisad@amajuba.gov.za E-MAIL ADDRESS sabeloz@amajuba.gov.za PART B TERMS AND CONDITIONS FOR BIDDING 1. BID SUBMISSION: 1.1. BIDS MUST BE DELIVERED BY THE STIPULATED TIME TO THE CORRECT ADDRESS. LATE BIDS WILL NOT BE ACCEPTED FOR CONSIDERATION. 1.2. ALL BIDS MUST BE SUBMITTED ON THE OFFICIAL FORMS PROVIDED (NOT TO BE RE-TYPED) OR ONLINE 1.3. THIS BID IS SUBJECT TO THE PREFERENTIAL PROCUREMENT POLICY FRAMEWORK ACT AND THE PREFERENTIAL PROCUREMENT REGULATIONS THE GENERAL CONDITIONS OF CONTRACT (GCC) AND, IF APPLICABLE, ANY OTHER SPECIAL CONDITIONS OF CONTRACT. 2. TAX COMPLIANCE REQUIREMENTS 2.1 BIDDERS MUST ENSURE COMPLIANCE WITH THEIR TAX OBLIGATIONS. 2.2 BIDDERS ARE REQUIRED TO SUBMIT THEIR UNIQUE PERSONAL IDENTIFICATION NUMBER (PIN) ISSUED BY SARS TO ENABLE THE ORGAN OF STATE TO VIEW THE TAXPAYER’S PROFILE AND TAX STATUS. 2.3 APPLICATION FOR THE TAX COMPLIANCE STATUS (TCS) CERTIFICATE OR PIN MAY ALSO BE MADE VIA E-FILING. IN ORDER TO USE THIS PROVISION, TAXPAYERS WILL NEED TO REGISTER WITH SARS AS E-FILERS THROUGH THE WEBSITE WWW.SARS.GOV.ZA. 2.4 FOREIGN SUPPLIERS MUST COMPLETE THE PRE-AWARD QUESTIONNAIRE IN PART B:3. 2.5 BIDDERS MAY ALSO SUBMIT A PRINTED TCS CERTIFICATE TOGETHER WITH THE BID. 2.6 IN BIDS WHERE CONSORTIA / JOINT VENTURES / SUB-CONTRACTORS ARE INVOLVED, EACH PARTY MUST SUBMIT A SEPARATE TCS CERTIFICATE / PIN / CSD NUMBER. 2.7 WHERE NO TCS IS AVAILABLE BUT THE BIDDER IS REGISTERED ON THE CENTRAL SUPPLIER DATABASE (CSD), A CSD NUMBER MUST BE PROVIDED. 3. QUESTIONNAIRE TO BIDDING FOREIGN SUPPLIERS 3.1. IS THE ENTITY A RESIDENT OF THE REPUBLIC OF SOUTH AFRICA (RSA)? YES NO 3.2. DOES THE ENTITY HAVE A BRANCH IN THE RSA? YES NO 3.3. DOES THE ENTITY HAVE A PERMANENT ESTABLISHMENT IN THE RSA? YES NO 3.4. DOES THE ENTITY HAVE ANY SOURCE OF INCOME IN THE RSA? YES NO 3.5. IS THE ENTITY LIABLE IN THE RSA FOR ANY FORM OF TAXATION? YES NO IF THE ANSWER IS “NO” TO ALL OF THE ABOVE, THEN IT IS NOT A REQUIREMENT TO REGISTER FOR A TAX COMPLIANCE STATUS SYSTEM PIN CODE FROM THE SOUTH AFRICAN REVENUE SERVICE (SARS) AND IF NOT REGISTER AS PER 2.3 ABOVE. NB: FAILURE TO PROVIDE ANY OF THE ABOVE PARTICULARS MAY RENDER THE BID INVALID. NO BIDS WILL BE CONSIDERED FROM PERSONS IN THE SERVICE OF THE STATE. SIGNATURE OF BIDDER: ................................................... CAPACITY UNDER WHICH THIS BID IS SIGNED: ................................................... DATE: ................................................... AMAJUBA DISTRICT MUNICIPALITY INVITATION TO BID BID No.: T2026/17 PROVISION FOR WATER METER READING SERVICES A PERIOD OF 36 MONTHS Bids are hereby invited from suitably qualified and experienced service providers registered on the Central Supplier database for the provision of water meter reading services at Amajuba District Municipality for a period of 36 months. Bid documents with detailed information can be downloaded from these websites www.amajuba.gov.za and e tender website. This bid will be evaluated on price and functionality in terms of the 80/20 preference point system as prescribed in the Preferential Procurement Policy Framework Act (No ) and Preferential Procurement Regulations of 2022 where 80/20 points system will be applied wherein 80 points are for price and 20 for specific goals. Bidders are required to submit original tax clearance or income tax reference number, security pin and TCC number. The tender validity period is 90 days after tender closing date. Number of points Verification The specific…

Question 3

What are the technical specifications?

Accepted Answer

APPOINTMENT OF A SERVICE PROVIDER FOR WATER METER READING SERVICES FOR A PERIOD OF THREE (3) YEARS Amajuba District Municipality is a Category C Water Services Authority responsible for the provision of water and sanitation services within its area of jurisdiction. The Municipality hereby invites suitably qualified and experienced service providers to render monthly water meter reading services in support of accurate billing, revenue management, and financial reporting in compliance with mSCOA and applicable legislation. 2. LEGISLATIVE AND REGULATORY FRAMEWORK This appointment shall be governed by: • Local Government: Municipal Finance Management Act (MFMA), 2003 (Act ) • Local Government: Municipal Systems Act, 2000 (Act ) • Municipal Supply Chain Management Regulations, 2005 • Municipal Standard Chart of Accounts (mSCOA) Regulations • Protection of Personal Information Act (POPIA) • ADM SCM Policy The procurement process shall comply with Section 112 of the MFMA and applicable SCM Regulations. 3. PURPOSE OF THE APPOINTMENT The purpose of this tender is to appoint a service provider to: • Conduct accurate monthly water meter readings. • Support revenue enhancement through improved billing accuracy. • Ensure data integrity for mSCOA-compliant billing and financial reporting. • Reduce estimated billing and billing exceptions. 4. BID REQUIREMENTS 4.1 Bidders must attach CVs of staff with certified copies of qualifications. 4.2 Attach proof of registration with COIDA 4.3 Attached Letter of intent or Formal quotation for Public Liability Insurance (minimum R1 million) 4.4 Detailed Project Proposal with clear phases and timelines. The proposals should include the following; Methodology Approach – Approach to monthly meter reading across the district, including deployment strategy, staffing and supervision, adherence to billing cycle timelines, quality control measures, exception handling (zero consumption, abnormal readings, inaccessible meters), re-read processes, data validation, and fraud prevention controls. The methodology must clearly demonstrate the bidder’s technological capability, including system functionality, electronic data capture, GPS tracking, secure data management, compatibility with the Municipality’s billing and mSCOA financial system, and the ability to support future upgrades and integration. 5.1 Meter Reading Services The service provider shall: Conduct physical monthly readings of all allocated water meters. • Complete readings within the municipal billing cycle (approximately 30 days). • Capture readings electronically using handheld or mobile-enabled devices. • Ensure devices are GPS-enabled and capable of recording geo-location and time stamps. • Ensure the system supports secure digital upload of readings to the Municipality’s billing system. • Perform re-reads (check readings) as instructed. • Perform final readings upon request. • Provide valid no-read codes with supporting evidence where required. • Identify meters not appearing on the billing system. • Report suspected tampering, bypasses, illegal connections or irregularities. The service provider’s technology must be capable of updates and configuration adjustments to accommodate system changes during the contract period. This contract excludes meter maintenance, installation, replacement or repair. 5.2 Data Capture and Submission The service provider must: • Submit meter readings in electronic format compatible with the Municipality’s mSCOA-compliant financial/billing system. • Ensure data export format aligns with the Municipality’s financial system requirements. • Ensure readings are uploaded within agreed timelines to allow billing processing. • Maintain historical reading data for audit purposes. The system must allow seamless import into the Municipality’s mSCOA billing environment without manual manipulation. 5.3 Monthly Reporting The service provider shall submit the following monthly reports: • Total meters allocated • Total meters read • Actual billable reading percentage • Meters not read with codes • Abnormal consumption reports • Zero consumption reports • Inaccessible meters • Suspected tampering cases • Variance reports • GPS exception report (where applicable) Reports must support internal audit and AG audit requirements. 6. PERFORMANCE STANDARDS (KPIs) The following minimum performance ratios shall apply: • Minimum 90% actual billable reading ratio during first contract year. • Minimum 95% actual billable reading ratio from year two onwards. • 100% submission of monthly reports within agreed timelines. Failure to meet performance standards may result in penalties or contract review. Performance will be reviewed quarterly. 7. BACK-OFFICE REQUIREMENTS The service provider must: • Have operational capacity within KwaZulu-Natal. • Provide vehicles for field operations. • Ensure all meter readers wear visible identification and safety clothing. • Maintain a local coordination office. • Attend monthly performance mee…

Question 4

What financial requirements apply to bidders?

Accepted Answer

Payment Terms: PAYMENT TERMS • Payment shall be made only for actual acceptable meter readings. • No payment shall be made for re-reads unless formally instructed. • Payment within 30 days upon submission of valid tax invoice. • Invoices must reconcile to approved reading statistics. Bid price - BOQ Number of Rate Year 1 Rate Year 2 Rate Year 3 Water per Amount per A

Question 5

What compliance and legal requirements must bidders meet?

Accepted Answer

MBD 1 Invitation to Bid Confirms bidder’s details and Omission of bidder details acceptance of bid conditions. automatically disqualifies the Bidders must complete all parts, bid, as the offer cannot be offer validity period, and evaluated. signature. MBD 4 Declaration of Interest Requires bidders declare Failure to disclose relationships interest and to declare any or interests constitutes a false relationship with municipal declaration under the Municipal employees, councillors, or other Supply Chain Management state officials. All directors, Regulations, 2005 (Reg. 38) and shareholders, and partners must may lead to disqualification, be listed including JV partners in blacklisting, or cancellation of case of a joint venture if the the contract. form is not completed separately Bidders to note that the failure to by the joint venture partners. declare interest on other related Bidders must also declare if they companies constitutes a false have an interest in any other declaration and bidders will be company to avoid false disqualified for non-disclosure declarations. MBD 6.1 Preference Points Used to claim preference points Bidder forfeits preference points Claim Form (Specific for specific goals in line with the if not claimed and if the form is Goals) Preferential Procurement not fully completed and signed. Regulations, 2022. Bidders must claim points by writing the number of points claimed and not by ticking. MBD 8 Declaration of Declares whether the bidder has Failure to disclose or false Bidder’s Past Supply been restricted, terminated, or declaration may result in Chain Practices failed to perform on any disqualification or blacklisting. previous government contract. MBD 9 Certificate of Confirms that the bid was Omission renders bid non- Independent Bid prepared independently without responsive. Determination collusion or price fixing. IMPORTANT REMINDER Incomplete, unsigned, or missing mandatory documents cannot be rectified after closing. Bidders are strongly advised to review their submission using a compliance checklist before submission/delivery. No bids/quotations will be accepted from persons in the service of the state/ persons who owe rates, services and taxes to any Municipality for a period longer than 90 days/ bidders who are listed on National Treasury list of Tender defaulters or list of restricted service providers SECTION C - CHECKLIST The Checklist below is attached hereto to assist Service Providers with the completion of the tender document. Service Providers are required to TICK the relevant boxes for verification purposes. Where information is not applicable to the tender, the symbols N/A must be inserted in the space provided. The tenderer must complete and return documents, all returnable documents listed below as part of his/her tender submission: Returnable Schedules (Documents) for Tender Evaluation Purposes Yes No N/A Has the Tender Document been completed in BLACK INK and all corrections counter-signed? (No correction fluid used) Is a valid Tax Clearance Status Verification Certificate with pin attached to the Tender Document? In case of a joint venture, has the tenderer attached a joint venture agreement signed by both parties indicating the lead partner of the joint venture (company documents to be attached for all JV Partners i.e CSD, Tax Verification certificate, etc) Has the compulsory “Site Inspection/Tender Briefing” meeting been attended and has the tenderer signed the register (when applicable) Has the tenderer fully completed the Declaration of Interest (MBD 4) form, (Directors must be listed on the table on MBD 4 form) Has the “Preference Points Claim Form (MBD 6.1) in terms of the Preferential Procurement Regulations 2022” been completed in its entirety and signed? Has the tenderer attached proof that the DIRECTOR/S of the company do not owe Municipal rates (Refer section J for the required documentation). Has the tenderer attached proof that the COMPANY does not owe Municipal rates (Refer section J for the required documentation). Central Supplier’s Database registration certificate - Detailed CSD Has the “Declaration of Bidder’s Past SCM practices (MBD 8)’ been completed in its entirety and signed? Has the “Independent Bid Determination (MBD 9)” been completed in its entirety and signed. Has all information as required in terms of the Tender Document been submitted with the tender? Name of the Bidder: __________________________________________________ Signature: ___________________________________ Date: ______________________ SECTION D REGISTRATION ON THE CENTRAL SUPPLIERS DATABASE In terms of the Amajuba District Municipality Supply Chain Management Policy Framework, all suppliers of goods and services are required to register on the Central Suppliers Database. If you wish to apply for Central Supplier Database (CSD) registration, suppliers may go to www.csd.gov.za to register or call KZN Provincial Treasury on 033 897 4223/4676/4509 for assistance. If a …

Question 6

What are the important dates and deadlines for this tender?

Accepted Answer

{"closingDate":"19 OCTOBER 2026","closingTime":"12H00","briefingSession":"{\"date\":null,\"time\":\"12H00\",\"venue\":\"ION TO BID\",\"is_compulsory\":true}"}

Question 7

Who should be contacted for queries about this tender?

Accepted Answer

{"name":null,"email":"mandisad@amajuba.gov.za","phone":"034 329 7200","department":"BTO CONTACT PERSON Mandisa Dlamini","address":null}

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