Supply and installation of a disaster management centre communication system for amajuba district municipality

Closing date: 11 June 2026 at 12h00. Bids opened in public immediately after.

Technical enquiries: Neliswa Shabalala, email: [email protected]. SCM enquiries: Sabelo Zulu, phone: 034 329 7200, email: [email protected], fax: 034 314 3785. Submission address: Amajuba District Municipality, B9356 Amajuba Road, Section 1, Madadeni, 2951.

Submit sealed, numbered bid documents endorsed with 'Quotation No. Q2026/03: DISASTER MANAGEMENT CENTRE COMMUNICATION SYSTEM' to the Amajuba District Municipality tender box at B9356, Amajuba Road, Section 1, Madadeni, 2951 by 11 June 2026 at 12h00. Late or unsealed bids will be disqualified. Use official forms only—do not retype. Required returnable documents: Certified ID copies of all directors/members; bank details with cancelled cheque/bank stamp; completed Municipal Bid Documents (MBD); CSD registration copy; company registration documents; Joint Venture CKs (if applicable); current municipal account (or lease agreement/affidavit if applicable); proof of residence for rural/traditional council areas; SARS Tax PIN; signed MBD forms.

Required returnable documents: Certified ID copies of all members/directors; bank details with cancelled cheque/bank stamp; completed Municipal Bid Documents (MBD); CSD registration copy; company registration documents; Joint Venture CKs (if applicable); current municipal account (or lease agreement/affidavit if applicable); proof of residence for rural/traditional council areas; SARS Tax PIN; signed MBD forms. For rural/traditional council areas: proof of residence certified by traditional council leader and ward councillor. For businesses operated from a director’s residence: certified affidavit from SAPS stating the address.

Evaluation uses the 80/20 preference point system under the Preferential Procurement Policy Framework Act and Regulations 2022. 80 points for price (calculated as Ps = 80(1 - (Pt - Pmin)/Pmin), where Pt = tender price, Pmin = lowest acceptable tender price). 20 points for specific goals: 5 points for >50% black ownership; 5 points for youth ownership; 5 points for female ownership; 5 points for businesses located in Amajuba District Municipality. Proof must be submitted via CSD report, ID copies, or company registration documents. Failure to submit proof forfeits points. Mandatory compliance: CSD registration; ICASA authorization (Frequency Spectrum/Radio Station License/Radio Dealer Certificate); tax compliance (SARS TCS PIN or CSD number).

Supply and install a web/mobile-ready Disaster Management Centre Communication System for efficient, coordinated, resilient incident management in connectivity-challenged environments. Must provide a unified, real-time command and control center for incident reporting, resource deployment, communication, and post-incident analysis. Hardware requirements: 2-way radio system for 3 Disaster Management Vehicles and 3 Centers (Amajuba, Emadlangeni, Dannhauser). Deploy at least 2 repeater channels in Volksrust, Vryheid, Utrecht, Newcastle, Paulpietersberg. Ensure existing channel coverage in 17 listed areas (e.g., Amersfoort, Dundee, Glencoe, Piet Retief). Solar-powered systems at Centers: 455W Super Power Mono Solar Panel, 12V lithium-ion PO4 battery (12.8V 100A), 1x desktop microphone, 2x desktop headphones, 1x mobile radio. Vehicles: DV-2066 Mobile Radios (66-88 MHz) with DV4050 Mobile DV2 Series 66MHz antennas. Service provider must hold ICASA Frequency Spectrum License/Radio Station License/Radio Dealer Certificate under Section 22 of the Radio Frequency Spectrum Regulations (Electronic Communications Act, 2005).

Install 2-way radio systems in 3 Disaster Management Vehicles and 3 Centers (Amajuba, Emadlangeni, Dannhauser). Deploy at least 2 repeater channels in Volksrust, Vryheid, Utrecht, Newcastle, Paulpietersberg. Ensure existing channel coverage in 17 listed areas. Solar-powered systems at Centers: 455W panels, 12V lithium-ion PO4 batteries (12.8V 100A), desktop microphones/headphones, mobile radios. Vehicles: DV-2066 Mobile Radios (66-88 MHz) with DV4050 antennas. System must support real-time command/control and post-incident analysis. Delivery and shipping arrangements per contract terms. Variation orders allowed for changes ≤15% of contract value without price escalation.

Service provider must hold ICASA Frequency Spectrum License/Radio Station License/Radio Dealer Certificate under Section 22 of the Radio Frequency Spectrum Regulations (Electronic Communications Act, 2005). Must be authorized to buy, exchange, sell, hire, or repair radio apparatus. Bidders must declare any relationships with state employees or other bidders (MBD4). Joint ventures must submit CKs for all members. Foreign suppliers must complete pre-award questionnaire.

Goods must conform to bidding document specifications. Pre-bidding testing costs are the bidder’s responsibility. Supplier premises must be open for inspections/tests at reasonable hours. If goods/services fail inspections, supplier bears costs and must replace non-compliant items. Rejected goods held at supplier’s risk; failure to replace allows purchaser to procure substitutes at supplier’s expense. Packing must prevent damage during transit (rough handling, extreme temperatures, salt, precipitation). Packing/marking must comply with contract requirements. Supplier must permit purchaser to audit performance records.

Submit all-inclusive delivered pricing unless otherwise specified. Pricing must align with bid; variations require purchaser authorization. Payment terms: Invoices with delivery notes; payment within 30 days. Performance security required (bank guarantee/irrevocable letter of credit or cashier’s cheque). Municipal rates/taxes must not be in arrears (>90 days).

Submit all-inclusive delivered pricing in Rand unless specified otherwise. Pricing must align with bid; variations require purchaser authorization. Payment terms: Invoices with delivery notes; payment within 30 days of submission. Performance security (bank guarantee/irrevocable letter of credit or cashier’s cheque) due within 30 days of contract award; discharged within 30 days of contract completion. Variation orders allowed up to 15% of contract value without price escalation. Municipal rates/taxes must not be in arrears (>90 days).

Mandatory: Registered on the Central Supplier Database (CSD); holds valid ICASA licenses (Frequency Spectrum/Radio Station License/Radio Dealer Certificate) under Section 22 of the Electronic Communications Act, 2005; submit original tax clearance (TCS PIN) or CSD number. For joint ventures/consortia, each party must submit separate TCS/PIN/CSD. Foreign suppliers: Complete pre-award questionnaire (Part B:3). No bids from persons in the service of the state. Declare any conflicts of interest (MBD4). Submit MBD8 (Supply Chain Management Practices Declaration) and MBD9 (Certificate of Independent Bid Determination). B-BBEE: 20 points for specific goals (HDI ownership, youth, female, local business in Amajuba).

20 points allocated for specific goals under the 80/20 system: 5 points for >50% black ownership; 5 points for youth ownership; 5 points for female ownership; 5 points for businesses located in Amajuba District Municipality. Submit proof via CSD report, ID copies, or company registration documents. Failure to submit proof forfeits points.

Contract governed by General Conditions of Contract (GCC) and Special Conditions of Contract (SCC). Key terms: Performance security (bank guarantee/irrevocable letter of credit or cashier’s cheque) due within 30 days of award; discharged within 30 days of contract completion. Warranty: 12 months post-delivery or 18 months post-shipment (whichever earlier). Supplier must indemnify purchaser against third-party patent/trademark claims. Intellectual property rights vest in the municipality. Delivery must comply with contract terms; delays incur penalties (prime interest rate per day). Termination for default or insolvency permitted. Force majeure exempts supplier from liability. Disputes resolved via mediation then South African courts. Payment within 30 days of invoice submission. Prices fixed unless authorized variation (≤15% of contract value). Subcontracts require purchaser notification. Supplier must insure goods against loss/damage. Packing must prevent transit damage. Inspections/tests may be conducted at supplier’s premises; non-compliance costs borne by supplier.

(Independent Communications Authority of South Africa) to buy, exchange or offer sale, hire out, or repair radio apparatus in terms of Section 22 of the Radio Frequency Spectrum Regulations currently in force under Section 4 (1) of the Electronic Communications Act, 2005 (Act No.)

Evaluation uses the 80/20 preference point system under the Preferential Procurement Policy Framework Act and Regulations 2022. 80 points for price (calculated as Ps = 80(1 - (Pt - Pmin)/Pmin), where Pt = tender price, Pmin = lowest acceptable tender price). 20 points for specific goals: 5 points each for >50% black ownership, youth ownership, female ownership, and businesses located in Amajuba District Municipality. Proof must be submitted via CSD report, ID copies, or company registration documents. Failure to submit proof forfeits points.