Fully automated e-pms & e-risk management system with 3-Year backup support – eastern cape tender

Closing date: 16 November 2026 at 10:00

Tender documents available from: 23 October 2026

Public opening: immediately after closing at Matatiele Local Municipality Mountain View BTO Offices, R56

SCM enquiries:

• Contact: Ms M. Sabasaba
• Email: [email protected]
• Office hours: 07:30–16:00 weekdays

Technical enquiries:

• Contact: Ms T. O'Reilly
• Email: TO'[email protected]
• Office hours: 07:30–16:00 weekdays

Document requests:

• Email: [email protected]

Submission address: Matatiele Local Municipality, Mountain View BTO Offices, R56

Submission method: sealed envelope, externally endorsed with the tender number, description and closing date.

• Tenders must be completed in black ink only; do not re-type the document.
• Only the tender document issued by Matatiele Local Municipality may be used.
• Returnable forms (all mandatory; failure to submit any invalidates the offer):
• MBD 3.3 (Pricing Schedule): firm prices, inclusive of VAT for VAT vendors.
• MBD 4 (Declaration of Interest): discloses any connection to the state or the municipality.
• MBD 6.1 (Preference Points Claim): claims preference points under the 80/20 system.
• MBD 8 (Declaration of Bidder's Past Supply Chain Management Practices).
• MBD 9 (Certificate of Independent Bid Determination): certifies no collusion.
• Authority to Sign form: authorises the signatory to bind the bidder.
• Joint Venture Agreement signed by all parties, where applicable.
• Proof of Central Supplier Database (CSD) registration (full report).
• Tenders are opened immediately after closing, in public at the Matatiele Local Municipality Mountain View BTO Offices, R56.

Two-phase evaluation:

• Phase 1 – Functionality (100 points): minimum threshold of 80 points to proceed. Criteria: company experience (30 points) and key personnel (70 points). Detailed sub-criteria are binding and contained in the tender document.
• Phase 2 – 80/20 preference system (PPPFA, as amended 16 January 2023): tender price (80 points) and preferential goals (20 points), total 100 points.

Preferential goals (max 20 points):

• HDI ownership: 6 points – ID copy of owner/director and CSD.
• Youth ownership (14–35 years, MLM enterprises): 6 points – CSD plus proof of municipal account, or proof of residence signed by ward councillor, or affidavit.
• Women ownership: 4 points – ID copy of owner/director and CSD.
• Disability ownership: 2 points – ID copy of owner/director and CSD.
• Rural enterprises: 2 points – CSD plus proof of municipal account, or proof of residence signed by ward councillor, or affidavit.

The municipality may appoint a bidder other than the highest scorer; value for money, past experience and functionality are key determinants. No award to persons working for the state or lacking required credentials.

Provision of a fully automated system for e-PMS (Performance Management System) and e-Risk Management System, with full back-up support for a period of three years.

• The system must be fully automated and include back-up support.
• Contract period: three years.
• Scope includes supply, implementation and ongoing support.

Functionality evaluation allocates 30 points to company experience and 70 points to key personnel. The municipality considers past experience and functionality as key determinants of appointment. Bidders must be competent in the advertised work and meet the minimum functionality threshold of 80 points.

Tender document fee: R500.00, non-refundable, payable to the Municipal bank account (Nedbank, account 1011292106, branch code 198765) with company name and bid number as reference.

Prices must be firm and inclusive of VAT (for VAT vendors).

No other financial requirements (bonds, guarantees, retention) are stated.

Mandatory registrations and forms:

• Central Supplier Database (CSD) registration – full report required.
• Valid tax compliance status (implied by CSD registration).
• MBD 3.3, 4, 6.1, 8 and 9 forms completed in full.
• Authority to Sign form.
• Joint Venture Agreement signed by all parties, where applicable.
• Bidders must not be employed by the state.
• Bidders must possess the relevant credentials stipulated in the tender requirements.
• Preference point claims require supporting verification documents as listed in the evaluation criteria.

Preference points under the 80/20 system are awarded for ownership categories: HDI (6 points), youth 14–35 years (6 points), women (4 points), disability (2 points), and rural enterprises (2 points). Verification requires ID copies of owners/directors and CSD registration; for youth and rural claims, also proof of municipal account, or proof of residence signed by a ward councillor, or an affidavit.

Evaluation is in two phases: Phase 1 functionality (100 points, minimum 80 to proceed) and Phase 2 the 80/20 preference system (price 80, goals 20). Functionality is scored on company experience (30) and key personnel (70). The municipality may not appoint the highest scorer; value for money, past experience and functionality are key. No award to state employees or those lacking credentials.