Ps 08/2026: appointment of a service provider for the supply, install and maintenance of a workshop management system for a period of three years

• The tender is for the appointment of a service provider to supply, install and maintain a Workshop Management System for a period of three years.
• The system is required for the Alfred Duma Local Municipality's fleet management, currently installed in approximately 300 vehicles including sedans, LDVs, trucks, compactors and yellow plant.
• The Workshop Management System must have robust features to optimize automotive, repair, or service operations, including job scheduling, inventory management, CRM, invoicing, and reporting.
• Recommended system specifications: Windows 10/11 or modern macOS, 2.6Ghz+ processor, 4GB+ RAM, web-based functionality, Google Chrome, stable internet, active compatible anti-virus protection.

• Compulsory Briefing Session: Monday 20 July 2026 at 10:00, Legal Services Boardroom, Lister Clarence Building, 221 Murchison Street, Ladysmith.
• Closing and Opening Date: Thursday 13 August 2026 at 11:00, Room 206, Lister Clarence Building, 221 Murchison Street, Ladysmith.
• Bid documents obtainable from Thursday 9 July 2026.

• Bid Enquiries: Mr SN Gumede, Telephone: (036) 637 2231 Extension 0787.
• General Contact: Department of Public Safety and Emergency Services, P O Box 29, Ladysmith, 3370, Telephone: 036 631 1777, Email: [email protected].

• Submit sealed bids with contract number and description endorsed on the envelope, with bidder details clearly indicated.
• Deposit into the bid box located at Public Entrance Door, Ground Floor, Lister Clarence Building, 221 Murchison Street, Ladysmith.
• Deadline: Thursday 13 August 2026 at 11:00.
• Bids received after closing time or not clearly marked will not be considered.
• Fax and emailed bids are not accepted.
• Use only the original bid documentation form issued by the Municipality.
• Mandatory documents to include: up-to-date Municipal Rates and Service Charges and Water Statements for company location; Joint Venture Agreement if applicable; CSD Report and BBBEE Certificate/Sworn Affidavit.
• Failure to attend the compulsory briefing session invalidates your bid.
• Bids must remain open for acceptance for 120 days from lodgement.
• Corrections must be crossed out in ink with a full signature at each alteration; correcting fluid is not allowed.
• All pages and annexures must be initialled/signed where required.
• Only bids received by 11:00 on the closing date in the bid box will be considered.

Bidder must have successfully completed similar projects for a fleet of 200+ vehicles in public or private sector. Company must be registered on the Central Supplier Database (CSD). Must provide proof of company registration, similar project references (orders/invoices/appointment letters), and a written confirmation of a one-month free trial. Must attend the compulsory briefing session. Tax matters must be in order per SARS, and municipal rates must not be in arrears. Joint ventures require a Joint Venture Agreement.

• Scope: Supply, install and maintain a Workshop Management System for a fleet of approximately 300 vehicles (sedans, LDVs, trucks, compactors, yellow plant).
• System must include robust features: job scheduling, inventory management, CRM, invoicing, reporting.
• Recommended specifications: Windows 10/11 or modern macOS, 2.6Ghz+ processor, 4GB+ RAM, web-based functionality, Google Chrome, stable internet, active compatible anti-virus.
• Key functional specifications include: service finder, parts finder, repair support, labour guidelines, checklist, graphic designs, VIN filter, wheels & tyres, maintenance plan, repair manuals, service circulars & OE recalls, technical data, assembly position, special tools, diagnostic data, electronic/hydraulic schematics, fuse & relay assignment.
• Core functionalities: real-time drag-and-drop job scheduling, technician allocation, job card creation, WIP tracking; inventory tracking with automated stock alerts; CRM with customer/vehicle history and SMS/WhatsApp reminders; real-time vehicle status upload with 360-degree photo upload per panel; automated tax-compliant invoicing; integration with accounting software (Xero/MYOB); mobile capability for technicians.
• Advanced reporting: performance metrics for profitability, staff productivity, sales; digital time-sheets.
• Supplier must be prepared to demonstrate services free of charge at Municipality premises or within municipal boundary.

• Variation orders: where estimated value of changes does not exceed 15% of original contract value, contractor may be instructed to deliver goods/render services as such.
• For measurable quantities, contractor may be approached to reduce unit price, offers accepted if no price escalation.

• All pre-bidding testing at bidder's account.
• If inspections/tests/analyses are required, bidder's premises must be open for inspection by purchaser's representative.
• If inspections are decided during contract period, purchaser will arrange and pay if goods comply; supplier pays if goods do not comply.
• Goods/services not complying may be rejected.
• Contract goods may be inspected after delivery and rejected if non-compliant; rejected goods held at supplier's cost/risk and must be removed/substituted immediately at supplier's cost.

• Prices must include VAT.
• 15% VAT must be indicated separately.
• No contract will be concluded with any bidder whose municipal rates, taxes and service charges are in arrears.
• No contract will be concluded with any bidder whose tax matters are not in order; SARS must certify tax matters of preferred bidder.
• Payment terms: purchaser will pay promptly, but no later than 30 days after submission of invoice/claim.
• Payment will be made in Rand unless otherwise stipulated.
• Prices quoted in bid cannot vary except for authorised price adjustments or bid validity extension.

• Mandatory registration on Central Supplier Database (CSD). Submit CSD Report.
• Submit BBBEE Certificate or Sworn Affidavit; ownership verification will use BBBEE scorecard attributes.
• Submit up-to-date Municipal Rates and Service Charges and Water Statements for company location.
• Joint Venture Agreement required if company is in a joint venture, specifying name of signatory.
• Preferred service provider must have a COIDA certificate.
• Tax Clearance Certificate required; SARS must certify tax matters are in order.
• Bidders must provide proof of qualification documents and reference letters for previously completed projects.

• General Conditions of Contract apply, including definitions, application, standards, use of contract documents, patent rights, performance security, inspections/tests/analyses, packing, delivery, insurance, transportation, incidental services, spare parts, warranty, payment, prices, variation orders, assignment, subcontracts, delays, penalties, termination for default, anti-dumping/countervailing duties, force majeure, termination for insolvency, dispute settlement, limitation of liability, governing language (English), applicable law (South African), notices, taxes/duties, transfer of contracts, amendment of contracts, prohibition of restrictive practices.
• Performance security may be required within 30 days of award, in form of bank guarantee/irrevocable letter of credit or cashier's/certified cheque.
• Warranty: goods new, unused, latest models; warranty valid for 12 months after delivery/final acceptance or 18 months after shipment, whichever earlier.
• Payment: within 30 days of invoice submission, in Rand.
• Variation orders: changes not exceeding 15% of original contract value may be instructed.
• Assignment and subcontracting require purchaser's prior written consent.
• Penalties for delay: calculated on delivered price using current prime interest rate per day.
• Termination for default, insolvency, or corrupt/fraudulent practices.
• Dispute resolution: mutual consultation, then mediation, then South African court.

• Contract duration: three years, with annual performance review; contract extension subject to satisfactory performance.
• Work commences after receipt of official order from Municipality; repair lead times to be communicated thereafter.
• Service Level Agreement (SLA) to be entered into with successful bidder; negotiations must be finalised within 14 calendar days of letter of acceptance.
• If no SLA consensus within 14 days, Municipality may cancel acceptance or extend negotiation period.
• Penalties for non-compliance with agreed time frames: 5% of total official order per day.
• Bid validity: 120 days from lodgement date.
• Bid compliance: 15% VAT must be indicated separately; bid may not be ceded.
• Progress meetings as required, covered in SLA.
• Mandatory objection period: 14 days for appeals against award decision.
• Preferred service provider must have COIDA certificate.

• Acceptable bids evaluated using 80/20 preferential points system: 80 points for price, 20 points for Ownership as a Specific Goal.
• Ownership verification (5 points) conducted via Central Supplier Database and BBBEE scorecard attributes.
• RDP Goals (15 points): bidding company must prove location within Alfred Duma Local municipal area.
• Functionality Criteria (50 points total):

• Undertaken work of similar nature (20 points): 5 points per order/invoice/appointment letter AND reference letter.
• Number of years company in practice (15 points): 5 points per year; attach company registration documents.
• One-Month Free Trial (15 points): attach written letter of confirmation.

• Bidders must score minimum 80% on functionality to be eligible for second round evaluation.
• Bidders meeting minimum functionality requirements must prepare a presentation to Bid Evaluation Committee.