Fleet management system supply & installation tender – bergrivier municipality

{"name":"Mr. Coellin","email":"[email protected]","phone":"022 913 6000","department":", BERGRIVIER Municipality, 13 Kerk Street, Piketberg, 7320.","address":"unicipal Offices, 13 Church Street, Piketberg before 12:00 on Thursday, 16 July 2026,"}

Returnable Documents: BEEN SUBMITTED? (MBD 6.1): YES/NO, 1.2 Pricing schedule – Fixed prices MBD 1, 1.3 Declaration of Interests MBD, 1.5 Contract form – Purchase of goods/works MBD 4, 1.6 Declaration of Bidders past Supply Chain Management Practises MBD, ADDENDUM MBD 9

5 Tracking of private owned vehicles (Boomerang or

Month

equivalent system)

6 Training of staff to operate software for session of

Session

maximum 6 people.

7 Training of administrator product champion of

Session

system

Pricing Schedule B – Additional Costs

Rate (VAT inclusive)

ITEM DESCRIPTION Total

1 Driver Smart ID Tags (supply only) –

there will be more tags than vehicles in

the fleet.

As the municipality would like to run this system on a lease contract, the bidders would be responsible for the

removal of these devices after the contract period, should the service not be extended.

Fq 8/2/28-2026 (MN145-2026) bidder initial:................................

Bergrivier municipality mbd 4

Declaration of interest

1. No bid will be accepted from persons in the service of the state*.
2. 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’s representative.............................................................

3.2 Identity Number: ..............................................................................................

3.3 Position occupied in the Company (director, manager, shareholder)......................

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

3.8.1If 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) an executive member of the accounting authority of any national or provincial public entity; or

(f) An employee of Parliament or a provincial legislature.

2 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.

Fq 8/2/28-2026 (MN145-2026) bidder initial:................................

3.9 Have you been in the service of the state for the past twelve months?.... YES/NO

3.9.1If yes, furnish particulars.....................................................................

..........................................................................................................

3.10 Do you have any relationship (family, friend, other) with persons

in the service of the state and who may be involved with

the evaluation and or adjudication of this bid? .................................... YES / NO

3.10.1 If yes, furnish particulars.

..........................................................................................

..........................................................................................

3.11 Are you, aware of any relationship (family, friend, other) between

any other bidder and any persons in the service of the state who

may be involved with the evaluation and or adjudication of this bid? YES / NO

3.11.1 If yes, furnish particulars

.............................................................................................

.......................................................................................................

3.12 Are any of the company’s directors, trustees, managers,

Principal shareholders or stakeholders in service of the state? YES / NO

3.12.1 If yes, furnish particulars.

...........................................................................................

...........................................................................................

3.13 Are any spouse, child or parent of the company’s directors

trustees, managers, principal shareholders or stakeholders

in service of the state? YES / NO

3.13.1 If yes, furnish particulars.

Name of spouse/child/parent:...................................................

ID number of spouse/child/parent..............................................

Relationship to official.............................................................

Employer of spouse/child/parent...............................................

Designation of spouse/child/parent............................................

3.14 Do you or any of the directors, trustees, managers,

principal shareholders, or stakeholders of this company

have any interest in any other related companies or

business whether or not they are bidding for this contract. YES / NO

3.14.1 If yes, furnish particulars:

.........................................................................................

........................................................................................

Fq 8/2/28-2026 (MN145-2026) bidder initial:................................

4. Full details of directors / trustees / members / shareholders.

Full Name Identity Number State Employee

Number

......................................... ............................................

Signature Date

........................................ .............................................

Capacity Name of Bidder

NB. Failure to complete the above details will invalidate your offer.

Fq 8/2/28-2026 (MN145-2026) bidder initial:................................

Mbd 6.1

Bergrivier municipality

Mbd6.1 – Preference points claim form in terms of the preferential procurement

REGULATIONS 2022 – PURCHASES/SERVICES "Insert 80/20 or 90/10"

Nb:

Before completing this form, bidders must study the general conditions, definitions and

directives applicable in respect of B-BBEE, as prescribed in the Preferential Procurement

Regulations, 2022.

This preference form must form part of all bids invited. It contains general information and serves as a claim form

for preference points as well as a summary for preference points claimed for attainment of other specified goals

The Constitution of the Republic of South Africa, 1996, provides in sections 152(1)(c) and 152(2) that local

government must promote social and economic development and that the municipality must strive within its

financial and administrative capacity, to achieve the objects set out in subsection 152(1).

The Constitution provides in section 217 that an organ of state must contract for goods or services in accordance

with a procurement system which is fair, equitable, transparent, competitive, and cost effective and to implement a

policy to grant preferences within a framework prescribed by National Legislation.

The Broad-Based Black Economic Empowerment Act, 2003 requires: ‘’ (1) Every organ of state and public entity

must apply any relevant code of good practice issued in terms of this Act in (b) developing and implementing a

preferential procurement policy

The Preferential Procurement Policy Framework Act, 2000 (Act )-[PPPFA] was promulgated by the

Minister in response to the Constitutional provision and allow for a Municipality to develop a preferential

procurement policy and to implement such policy within the PPPFA framework.

Section 2 (1) (d) (i) and (ii) of the Preferential Procurement Policy Framework Act, 2000 refers to specific goals

which may include:

(i) contracting with persons, or categories of persons, historically disadvantaged by unfair discrimination on

the basis of race, gender or disability;

(ii) implementing the programmes of the Reconstruction and Development Programme (RDP) as published

in Government Gazette 16085 dated 23 November 1994.

The RDP (1994), as basis for development in South Africa, was meant to provide a holistic, integrated, coherent

socio-economic policy that is aimed at mobilizing people and resources to work towards the upliftment of the

material and social conditions of local communities to build sustainable livelihoods for these communities.

In terms of Section 2 (1)(d)(ii), the following activities may be regarded as a contribution towards achieving the

goals of the RDP, in addition to the awarding of preference points in favour of HDIs (published in Government

Gazette No. 16085 dated 23 November 1994):

(i) The promotion of South African owned enterprises;

(ii) The promotion of export orientated production to create jobs;

(iii) The promotion of SMMEs;

(iv) The creation of new jobs or the intensification of labour absorption;

(v) The promotion of enterprises located in a specific province for work to be done or services to be

rendered in that province;

Fq 8/2/28-2026 (MN145-2026) bidder initial:................................

(vi) The promotion of enterprises located in a specific region for work to be done or services to be

rendered in that region;

(vii) The promotion of enterprises located in a specific municipal area for work to be done or services to be

rendered in that municipal area;

(viii) The promotion of enterprises located in rural areas;

(ix) The empowerment of the work force by standardizing the level of skill and knowledge of workers;

(x) The development of human resources, including by assisting in tertiary and other advanced training

programmes, in line with key indicators such as percentage of wage bill spent on education and

training and improvement of management skills; and

(xi) The upliftment of communities through, but not limited to, housing, transport, schools, infrastructure

donations, and charity organisations.

1. General conditions

1.1 The following preference point systems are applicable to all bids:

• the 80/20 system for requirements with a Rand value of up to R50 000 000; and
• the 90/10 system for requirements with a Rand value above R50 000 000.

1.2 The value of this bid is estimated to exceed/not exceed R50 000 000 and therefore

the........................system shall be applicable.

1.3 Preference points for this bid shall be awarded for:

(a) Price; and

(b) Specific contract participation goals, as specified below.

1.3.1 The points for this bid are allocated as follows:

POINTS WILL BE ALLOCATED AS FOLLOWS below R50 000 000

For

office

POINTS use

Price 80

Specific participation goals

Bergrivier Jurisdiction 10

West Coast jurisdiction 5

Western Cape Province 3

South Africa 2

BBBEE score card

BBBEE points 10

Total 100

Fq 8/2/28-2026 (MN145-2026) bidder initial:................................

POINTS WILL BE ALLOCATED AS FOLLOWS above R50 000 000

For

office

POINTS use

Price 90

Specific participation goals

Bergrivier Jurisdiction 5

West Coast jurisdiction 3

Western Cape Province 1

South Africa 1

BBBEE score card

BBBEE points 5

Total 100

1.4 Failure on the part of a bidder to fill in and/or to sign this form may be interpreted to mean that

preference points are not claimed.

1.5. The purchaser reserves the right to require of a bidder, either before a bid is adjudicated or at any time

subsequently, to substantiate any claim in regard to preferences, in any manner required by the

purchaser.

1.6. If you want to claim the specific goals you need to attach the business registration from CIPC,

and if you’re are a small business/SMME you need to attach the physical address of the

business in the form of a municipal account in your personal name or the business name.

1.7. Please complete your CSD registration number: MAAA....................................

2. General definitions

In this application, unless the context indicates otherwise, any word or expression to which a meaning has

been assigned in the Act must bear the meaning so assigned—

"Acceptable Tender" mean any tender which, in all respects, complies with the specification and

conditions of tender as set out in tender document

“Black designated groups” has the meaning assigned to it in the codes of good practice issued in

terms of section 9 (1) of the BBBEEA.

“Black people” has the meaning assigned to it in section 1 of the BBBEEA.

“Designated group” means black designated groups, black people, women, people with disabilities;

or small enterprises which are enterprises, owned, managed, and controlled by previously

disadvantaged persons and which is overcoming business impediments arising from the legacy of

apartheid.

“Disability” means in respect of a person, a permanent means, in respect of a person, a permanent

impairment of a physical, intellectual, or sensory function, which results in restricted, or lack of, ability

to perform an activity in the manner, or within the range, considered normal for a human being.

“EME” means

(1) exempted micro enterprise in terms of a code of good practice on black economic empowerment issued

in terms of a code of good practice on black economic empowerment issued in terms of section 9(1) of the

Bbbeea.

(2) an entity with an annual turnover less than R10 000 00.000 (ten million Rand)

“Historically disadvantaged individual (HDI)” means a South African citizen –

(1) who, due to the apartheid policy that had been in place, had no franchise in national elections prior to the

introduction of the Constitution of the Republic of South Africa,1983 (Act No ); and / or

(2) who is a female; and / or

(3) who has a disability:

Provided that a person who obtained South African citizenship on or after the coming to effect of the Interim

Constitution, is deemed not to be an HDI.

Fq 8/2/28-2026 (MN145-2026) bidder initial:................................

“highest acceptable tender” means a tender that complies with all specifications and

conditions of tender and that has the highest price compared to other tenders;

“lowest acceptable tender” means a tender that complies with all specifications and

conditions of tender and that has lowest price compared to other tenders;

“Locality” means the local suppliers and/or service providers that reside within the Municipal area and within

the district boundaries.

“Large Enterprises” is a company with an annual turnover in excess of R50 million.

“Market Analysis” means a technique used to identify market characteristics for specific goods or services

“National Treasury” has the meaning assigned to it in section 1 of the Municipal Finance Management Act,

2003 (Act No. );

“price” means an amount of money tendered for goods or services, and includes all applicable taxes less all

unconditional discounts;

“Proof of B-BBEE status level of contributor” means the B-BBEE status level certificate issued by an

authorized body or person

1. a sworn affidavit as prescribed by the B-BBEE Codes of Good Practice; or
2. any other requirement prescribed in terms of the Broad-Based Black Economic Empowerment Act.

“Qualifying Small Enterprise (QSE) “is a company with a turnover between R10 million and R50 million

“Rand value” means the total estimated value of a contract in Rand, calculated at the time of the tender

invitation;

“Region” means the district and/or West Coast District Municipality.

“Rural area” means1) a separately populated area in which people farm or depend on natural resources, including villages

and small towns that are dispersed through the area; or

2. an area including a large settlement which depends on migratory labour and remittances and

government social grants for survival and may have a traditional land tenure system.

“Specific goals” means specific goals as contemplated in section 2(1)(d) of the Act which may include

contracting with persons, or categories of persons, historically disadvantaged by unfair discrimination on the

basis of race, gender and disability including the implementation of programmes of the Reconstruction and

Development Programme as

published in Government Gazette No. 16085 dated 23 November 1994;

“SMME” means small, medium and micro enterprises namely Exempted Micro Enterprises and Qualifying Small

Enterprises

“Tender” means a written offer in the form determined by a Municipality in response to an invitation to provide

goods or services through price quotations, competitive tendering process or any other method envisaged in

legislation;

“tender for income-generating contracts” means a written offer in the form determined by an organ of state in

response to an invitation for the origination of income-generating contracts through any method envisaged in

legislation that will result in a legal agreement between the organ of state and a third party that produces

revenue for the organ of state, and includes, but is not limited to, leasing and disposal of assets and concession

contracts,

excluding direct sales and disposal of assets through public auctions;

“The Act” means the Preferential Procurement Policy Act, 2000 (Act No. ).

“Youth” has the meaning assigned to it in section 1 of the National Youth Development Agency Act, 2008 (Act

No. ).

3. Adjudication using a point system

3.1 The bidder obtaining the highest number of points will be awarded the contract.

3.2 Preference points shall be calculated after prices have been brought to a comparative basis.

3.3 Points scored will be rounded off to 2 decimal places.

3.4 In the event of equal points scored, the bid will be awarded to the bidder scoring the highest number of

points for specified goals.

Fq 8/2/28-2026 (MN145-2026) bidder initial:................................

The 80/20 or 90/10 preference point systems

3.5 Points awarded for price

1. Formulae for procurement of goods and services

2. Points awarded for price

A maximum of 80 or 90 points is allocated for price on the following basis:

80/20 or 90/10

or

Where

Ps = Points scored for price of bid under consideration

Pt = Price of bid under consideration

Pmin = Price of lowest acceptable bid

3. Formulae for disposal or leasing of state assets and income-

Generating procurement

3.6 Points awarded for price

A maximum of 80 or 90 points is allocated for price on the following basis:

80/20 or 90/10

or

Where

Ps = Points scored for price of bid under consideration

Pt = Price of bid under consideration

Pmax = Price of highest acceptable bid

4 points awarded for b-bbee status level of contributor

4.6 In terms of Regulation 6 (2) and 7 (2) of the Preferential Procurement Regulations, preference

points must be awarded to a bidder for attaining the B-BBEE status level of contribution in

accordance with the table below:

B-BBEE Status Level of Number of points Number of points

Contributor (90/10 system) (80/20 system)

1 5 10

2 4 8

3 3 6

4 2 4

5 1 2

6 1 2

Fq 8/2/28-2026 (MN145-2026) bidder initial:................................

7 1 2

8 1 2

Non-compliant 0 0

contributor

5. Bid declaration

5.1 Bidders who claim points in respect of equity ownership must complete the Bid Declaration at the end of

this form.

6. Declaration with regard to equity

6.1 Name of firm : .............................................................................................

6.2 VAT registration number : .............................................................................................

6.3 Company registration number :...............................................................................

6.4 Type of firm

 Partnership

 One-person business/sole trader

 Close corporation

 Company

 (Pty) Limited

[Tick applicable box]

6.5 Describe principal business activities

............... .................................................................................................................................................

.................. .............................................................................................................................. ..............

................. ...............................................................................................................................................

6.6 Company classification

 Manufacturer

 Supplier

 Professional service provider

 Other service providers, e.g. transporter, etc.

[Tick applicable box]

6.7 Municipal information

Municipality where business is situated: ........................................................

Registered Account No: ......................................................

Stand No: ..........................................................................

6.8 Total number of years the firm has been in business? ..........................................

Fq 8/2/28-2026 (MN145-2026) bidder initial:................................

Bergrivier Municipality requires the supply, installation & monitoring of a fleet management,

vehicle location & monitoring system for their vehicle fleet ranging from light cars to heavy

trucks, motorcycles, construction vehicles and other plant for a period starting on date of

appointment until 31 January 2027.

The scope consists of all the hardware required, supporting services, controlling software and

interfaces with existing hardware and software where typically:

• Hardware relates to tracking devices installed in vehicles (on-board computer / telematics

unit), satellite receivers and antennae, computer server, driver identification tags, vehicle

identification device, etc.

• Supporting services relate to SIM cards, airtime, mobile contract charges, mobile

connection costs and all other related costs to keep the hardware operational.

• Controlling software relates to a single user interface software package that provides the

required reporting and functionality, smartphone mobile applications that provides the

required reporting and functionality, information handling software that connects with

hardware, stores data and connect with the user interface software package and related

Bergrivier Municipality data exchange files to provide the required functionality.

Bergrivier Municipality currently has 140 vehicles fitted with tracking management devices

(these include cars, LDV’s, trucks (big and small), tractors, construction vehicles etc.). The

bidders are required to price on a total of 140 new units to be installed into these various

vehicles. The successful bidder will also have to present an implementation plan for the

installation of the new hardware, as well as for the software (if required) so that the service will

successfully commence from date of appointment.

• Full adherence to Technical Specifications (if offer not fully compliant – rejected

based on technically non-compliant)

It is also important that the bidders must have an office/facility within 150 Kilometres for

Piketberg, where training etc. can be accommodated. Non-compliance with the prescribed

requirements may result in the bid being declared non-responsive.

Fleet Management

The intention of the quotation is to combine fleet management, tracking and driver

behaviour functions into one software/cloud platform with related products and

services required.

Towards this intention the fleet management functionality additional to the tracking and

monitoring software specified above should relate to:

• Fleet inventory tracking
• Preventative maintenance
• Repair maintenance
• History recording
• Flexible reporting
• Monitor downtime
• Inspection management
• Electronic Logbook

Fq 8/2/28-2026 (MN145-2026) bidder initial:................................

Ease of use

Training

The successful bidder shall be responsible for training the following Municipal officials in the

use of the application software and the system:

• Normal users
• Administrator / product champion

The successful bidder shall supply a user guide or operating manual to all the users of the

software and the system.

Bergrivier Municipality requires the system to be a cloud-based operation, which will be

accessible on a tablet or cellular phone should a manager/supervisor require to do checks.

Minimum specifications

Offers will be subjected to compliance tests against the under mentioned criteria, which are

deemed to be essential for the success of the system offered. Bidders must respond to the list

of requirements by indicating whether the service offering comply by indicating YES/NO as

appropriate. Bidders may not leave blank or indicate “NO” to more than five (5) of the

specifications below.

Technical Requirement that must be offered Indicate with an X

Software Specifications

1. The application software must be able to be networked from various user YES NO

computer stations to the main server hub on Supplier premises.

The application software must be able to communicate with the latest

2. tracking unit technology of the bidder throughout the contract period. OR an YES NO

upgrade must be installed to ensure that a single controlling platform is

used.

3. Supplier can provide a readily available “off the shelf” system for a bid YES NO

period of at least one years.

The successful bidder shall be responsible for facilitating the GSM

4. subscription for the service and will include providing and managing of the YES NO

sim cards required for this service

5. The successful bidder shall be responsible for the loading, configuration and YES NO

support of the application software required for the service.

The successful bidder shall create an information exchange protocol and

6. implement such integration to exchange information on requisitions, orders YES NO

and vehicle use with the Bergrivier financial system.

The successful bidder shall provide an information exchange protocol to a

7. next service provider of a similar appointment upon completion of the YES NO

contract to enable continued use of the hardware installed with new

software control and avoid redundancy of operational hardware.

The vehicle location and monitoring system must use GPS for vehicle

8. location, speed and distance recording, GPRS as the primary means of data YES NO

communications with automatic fall back to SMS where there is no GPRS

coverage.

9. All access to the application software and data MUST be password protected YES NO

with multiple layers of Passwords and functions tailored to suit each user.

Warning alarm to warn driver of speed and engine r.p.m. infringements

10. (Must be able to be adjusted to suit specific requirements i.e emergency YES NO

vehicles).

Fq 8/2/28-2026 (MN145-2026) bidder initial:................................

Technical Requirement that must be offered Indicate with an X

11. Real-Time GPS Tracking of Vehicle within 30 minutes of enquiry being made. YES NO

12. Automatic downloading by GPRS or GMS. YES NO

13. The vehicle location and monitoring system include the provision of all YES NO

relevant software for use on the computers of Council users.

14. The variation between actual vehicle speed and that indicated by the vehicle YES NO

mounted unit must not exceed 5%.

15. The software must enable an operator to replay a trip and/or movement of YES NO

vehicles visually on a map.

Any parameter changes and/or upgrades to the units’ software must be able

16. to be made from the base station without the need for work to be done to YES NO

each vehicle.

The system must automatically take the direction of movement into account

17. to adjust the rate of recording to enable alignment of movement with maps YES NO

in the most cost-efficient way.

The installed system must be capable of reporting data and tracking at

18. various intervals and sending data which are not delayed by more than 3 YES NO

minutes, including the exact location of the vehicle.

19. The system must interact with the driver by means of a warning buzzer, to YES NO

prevent where possible actual violation of parameters.

20. The installed system must be capable of recording route information and YES NO

report on any deviation from the route.

The system must be capable of defining safe / preferred areas and no-go

areas and report on any event of leaving the safe / preferred area or

21. entering a no-go area. The intelligence / settings for such geo-fences must YES NO

be stored on the actual vehicle mounted unit so that a violation is

immediately detected and immediately reported.

22. The system must be capable of overriding driver access by enabling an YES NO

“authorised manager” to immobilise a vehicle remotely.

23. The system must be capable of forwarding selected alarm messages to one YES NO

or more cell phones.

The software must allow for a search by Point of Interest, by address or by

24. location marked by the system operator and should allow the system YES NO

operator to view which vehicles are closest to that location. The radius for

the search of vehicles closest to the location must be user definable.

• OWNERSHIP OF DATA: Municipality remains the owner of all Data

generated because of the Municipality using the Service Providers

services.

• The successful service provider may be requested to supply data

diagram and data flow charts. 25. YES NO

• The service provider must have data protection mechanisms to

protect data from unauthorized internal external access.

• The files used for integration with the financial system must at no

point be accessible for human manipulation or tempering.

• Access must follow a “principle of least-privilege” approach,

26. whereby all access is revoked by default and users are only allowed YES NO

access based on their specific requirements.

Fq 8/2/28-2026 (MN145-2026) bidder initial:................................

Technical Requirement that must be offered Indicate with an X

• A facility must exist for Reviewing user access permissions, and User

and administrator activity monitoring.

• The systems must establish an audit trail to log all attempts to alter

or edit electronic records and their metadata.

• Access controls must protect records against unauthorized access

and tampering.

• The system must ensure that electronic records, that must be legally

admissible in court and carry evidential weight, are protected to

ensure that they are authentic, not altered or tampered with,

auditable and produced in systems which utilize security measures

to ensure their integrity.

• The Promotion of Access to Information Act, Act No. , gives

effect to the right to access personal information held by the

Municipality and must be complied with.

• The Protection of Personal Information Act, Act No. , gives

effect to the right to privacy and must be complied with.

Hardware Specifications

The vehicle location and monitoring system will include all hardware

27. required to comply with this bid specification but will exclude the computer YES NO

hardware required to operate this vehicle location and monitoring system.

A splash-proof vehicle-mounted tracking unit that is robust in construction

28. and designed to handle off-road conditions must be installed in the vehicle YES NO

fleet.

This vehicle-mounted tracking unit must be installed out of sight in the

29. vehicle and should be mounted in such a way that it can be repaired or YES NO

replaced easily and quickly by qualified technicians if required.

30. The tracking unit must make use of a tag system/immobilizer to identify YES NO

individual drivers for monitoring purposes.

Connections between the vehicle-mounted vehicle-tracking unit and the

31. vehicle’s electrical wiring shall not be done on the wiring harness but should YES NO

terminate directly via an in-line fuse on the vehicle’s electrical controls or

battery.

32. The vehicle-mounted vehicle-tracking unit must report loss of external YES NO

power and detect tampering.

The vehicle-mounted vehicle-tracking unit must be capable of receiving

33. outside inputs (signals) e.g. for the monitoring of power take offs etc. (must YES NO

be able to interface with 8 generic, 1 Auxiliary and).

34. The vehicle-mounted vehicle-tracking unit must provide a running odometer YES NO

independent of the vehicle odometer.

The vehicle-mounted vehicle-tracking unit must incorporate a built-in

35. backup battery which must ensure independent operation of the unit for a YES NO

minimum period of at least 24 hours.

36. The vehicle-mounted vehicle-tracking unit, fully functional including GSM YES NO

must be able to operate within a range of -10 Celsius to + 60 ° Celsius.

Fq 8/2/28-2026 (MN145-2026) bidder initial:................................

Technical Requirement that must be offered Indicate with an X

The successful bidder shall be responsible for training the following Council

officials in the use of the application software and the system:

• Normal users

37. Yes NO

• ICT staff

• Administrator / product champion

38. The successful bidder shall supply a user guide or operating manual to all the YES NO

users of the software and the system.

Special Requirements

It is expected on occasion that a representative from the successful bidder

39. to appear in a court of law regarding information generated by the system YES NO

that may assist in the reconstruction of a motor vehicle accident and/or

incident.

All wiring and connectors shall be durable, protected by a heat resistant

40. sleeve and in compliance with International and National automotive YES NO

standards.

41. The vehicle-mounted vehicle-tracking unit must have South African YES NO

Insurance Association (SAIA) approval.

42. Proof that vehicle-mounted unit is SAIA approved is required to be included YES NO

in the bid.

The complete system must be certified by an international accredited test

43. facility and carry the ‘E’ and ‘CE’ mark. Proof that the unit does carry these YES NO

marks is required to be included in the bid.

44. The successful bidder must be an ISO 9001:2015 certified service provider. YES NO

45. The successful respondent will be required to enter into a Service Level YES NO

Agreement with Bergrivier Municipality.

46. The system offered must have a report that identifies the units that are not YES NO

functional / sending information every 24 hours.

The system offered must have an electronic report on vehicle allocation.

Filtered according to:

• Directorate

• Branch

• Division

• Vehicle Control Officer

Such report must include information on: (content)

• Identification number of the vehicle YES NO

• Registration number of the vehicle

• Driver allocated to the vehicle (tag)

• Year model of vehicle

• Status of vehicle

o Active

o Inactive

Fq 8/2/28-2026 (MN145-2026) bidder initial:................................

Technical Requirement that must be offered Indicate with an X

48. The system offered must produce a vehicle log sheet according to the YES NO

format provided.

The system offered must have an electronic report on vehicle utilization.

Filtered according to:

• Directorate

• Branch

• Division

Such report must include information on: (content)

• Identification number of the vehicle

• Registration number of the vehicle

49. Yes NO

• Driver allocated to the vehicle (tag)

• Kilometres or hours of utilization

o Per day for a week (define start date)

o Per day for a calendar month (select)

o Average per month for 1 calendar year (select)

o Average per month for 1 financial year (select)

o Average per year for life of vehicle

The system offered must have an electronic report on after hour utilization

of vehicles:

• Directorate

• Branch

• Division

Such report must include information on: (content)

• Identification number of the vehicle

• Registration number of the vehicle

50. Yes NO

• Driver allocated to the vehicle (tag)

• Only vehicles driven outside business hours

o Per day for a week (define start date)

o Per day for a calendar month (select)

o Average per month for 1 calendar year (select)

o Average per month for 1 financial year (select)

o Average per year for life of vehicle

Fq 8/2/28-2026 (MN145-2026) bidder initial:................................

Technical Requirement that must be offered Indicate with an X

The system must have an electronic report on exceptions, filtered per:

• Directorate

• Branch

• Division

Such report must include information on: (content)

• Identification number of the vehicle

• Registration number of the vehicle

• Driver allocated to the vehicle (tag)

• Exceptions to be tracked YES NO

o Speed violation

o Excessive idling

• Timescale of report

o Per day for a week (define start date)

o Per day for a calendar month (select)

o Average per month for 1 calendar year (select)

o Average per month for 1 financial year (select)

Fleet management system requirements

Bids will be subjected to compliance tests against the under mentioned criteria, which are deemed to be

essential for the success of the system offered. Bidders must respond to the list of requirements by indicating

whether the service offering comply by indicating YES/NO as appropriate. Bidders may not leave blank any of

the specifications below.

Technical Requirement that must be offered Indicate with an X

Software Specifications

Fleet inventory tracking - organising fleet assets associated to directorates,

divisions, sections, vehicle control officers, supervisors and drivers. The

1. information that must be tracked must enable the municipality to effectively YES NO

manage the fleet, update asset registers and asset management information,

make renewal decisions, improve utilization, etc.

Preventative maintenance - Define preventative maintenance tasks per

2. vehicle to be tracked by date, kilometres or hours with automated YES NO

maintenance due notifications and driver ignition cut-off if not adhered to.

Flexible reporting - Bidders must clearly define standard reports and method3. YES NO

of customization available.

Monitor downtime - Through the working order evaluation, the time that

4. each vehicle stands or is not available for service must be logged and YES NO

exceptions reports generated.

Inspection management - The bids must specify which driver vehicle

5. inspection and maintenance vehicle inspection reports functionality they YES NO

offer.

Fq 8/2/28-2026 (MN145-2026) bidder initial:................................

Technical Requirement that must be offered Indicate with an X

Electronic Logbook

6. Over and above the custom vehicle log sheet provided the bidder must YES NO

indicate what automated electronic logbook capability they offer.

Pricing Instructions

Bidders are required to complete the pricing schedule included below. The following guidance applies to the

items listed in the pricing submission, as applicable:

The fundamental principle is that the monthly costs must be all inclusive of the ad-hoc installations and

maintenance exclusions catering for additions and uncertain costs.

Should the successful bidder include all the costs in their monthly subscription fee, it should be indicated as

such.

Items not priced:

• “0” returned in a field or cell of a Line Item has been interpreted as a “zero” rate, whether it be in units of

“Rands” or “%”;

• A “blank” field or cell of a Line Item has been interpreted as non-Responsive in accordance with sub-

clauses 12.2 and 12.5.1 of the Document which requires that all the fields of an item be priced. Failure to

price each field makes it impossible to score.

• a field whose value has been deleted, but not replaced with another value has been interpreted as being

a blank field and therefore as non-Responsive for the reasons stated above.

• A field that has been deleted and not replaced with another value has been interpreted as a blank field

and therefore as non-Responsive for the reasons stated above.

• Fields that contain a “-“have been interpreted as being zero.

Pricing Schedule A – Monthly Costs (Incl. installation and maintenance)

Rate

(Incl. VAT)

ITEM DESCRIPTION UNIT Total

1 All-inclusive maintenance, repair, upgrade and

communication of newly installed own unit, including

ensuring continuous support of and communication Installed devices /

with control and reporting software over the Month

quotation period for the tracking and monitoring

device.

2 All-inclusive standardized airtime, sim, subscription, Installed devices /

and other device operation costs. Month

3 All-inclusive set-up, maintain and upgrade of a single

controlling and reporting software package and

Month related systems for tracking and monitoring only

Fq 8/2/28-2026 (MN145-2026) bidder initial:................................

4 All-inclusive set-up, maintain and upgrade of a single

controlling and reporting software package and

Month

related systems for adding fleet management

Signature of bidder: ...................................................

Capacity under which this bid is signed: ...................................................

Date: ...................................................

Fq 8/2/28-2026 (MN145-2026) bidder initial:................................

Bergrivier municipality mbd 3.2

Pricing schedule – firm prices

Note: only fixed prices will be accepted. Firm & non-firm prices (including

Prices subject to rates of exchange variations) will not be

(Including VAT)

Required by: BERGRIVIER Municipality

Refer to pricing schedule on -21.

a. The pricing must be fixed.

b. The total bid price must be inclusive of VAT or exclusive for non-VAT vendors.

c. Please Note: BERGRIVIER Municipality reserve the right to downward/upward adjust the scope

of work/ quantity required to stay within its budget. Don’t add VAT if you are not registered with

indicate what automated electronic logbook capability they offer.

Pricing schedule

items listed in the pricing submission, as applicable:

• “0” returned in a field or cell of a Line Item has been interpreted as a “zero” rate, whether it be in units of

“Rands” or “%”;

• A “blank” field or cell of a Line Item has been interpreted as non-Responsive in accordance with sub-

clauses 12.2 and 12.5.1 of the Document which requires that all the fields of an item be priced. Failure to

price each field makes it impossible to score.

• a field whose value has been deleted, but not replaced with another value has been interpreted as being

a blank field and therefore as non-Responsive for the reasons stated above.

• A field that has been deleted and not replaced with another value has been interpreted as a blank field

and therefore as non-Responsive for the reasons stated above.

• Fields that contain a “-“have been interpreted as being zero.

Pricing Schedule A – Monthly Costs (Incl. installation and maintenance)

Rate

(Incl. VAT)

system

Pricing Schedule B – Additional Costs

Rate (VAT inclusive)

Valid tax clearance certificate been submitted/ tsc pin: yes/no

Tax Compliance Status (TCS) Pin and Centralized Suppliers Database (CSD) Registration

Tax Compliance Status /TCS

Tax Compliance Status System implemented by SARS on 18 April 2016,

TAX COMPLIANCE STATUS TCS PIN: OR CSD No

Tax compliance requirements

Tax compliance status (tcs) certificate or pin may also be made via e-filing

Tax compliance

TCS Pin/CSD registration number may result in the invalidation of the bid

TCS Pin which will be used to verify a

TCS PIN: OR CSD No

CSD registration number may result in the invalidation of the bid

Csd number

Csd number must be provided

CSD registration number: MAAA

Central Supplier Database

Central supplier database (csd), a csd

Bidders must be registered as a prospective supplier on National Treasury’s Central Supplier Database

(CSD). The Tax Compliance Status (TCS) Pin and Centralized Suppliers Database (CSD) Registration

Number must be submitted together with the bid. Failure to submit a Tax Compliance Status /TCS

Pin/CSD registration number may result in the invalidation of the bid.

1.2 Pricing schedule – Fixed prices MBD 1

1.3 Declaration of Interests MBD

1.5 Contract form – Purchase of goods/works MBD 4

1.6 Declaration of Bidders past Supply Chain Management Practises MBD

Addendum mbd 9

B-BBEE Minimum Level: 4

Points Allocation: 80 points

B-BBEE Details: QUOTATION 8/2/28-2026 / MN145-2026

Supply, installation and monitoring of a fleet management, vehicle

Location and monitoring system for bergrivier municipality from date

Of appointment until 31 january 2027

Fq document

Name of bidder:

Quotation amount:

B-bbee level:

Municipal area:

Please refer to and tick as micro small medium

Appropriate: smme

Fq 8/2/28-2026 (MN145-2026) bidder initial:................................

Bergrivier municipality

Quotation 8/2/28-2026 / MN145-2026: supply, installation and monitoring of a

Fleet management, vehicle location and monitoring system for bergrivier

Municipality from date of appointment until 31 january 2027

QUOTATIONS are hereby requested from competent and experienced service providers for the supply,

installation and monitoring of a fleet management, vehicle location and monitoring system for Bergrivier

Municipality from date of appointment until 31 January 2027, as set out in the specifications.

Quotations in sealed envelopes clearly marked “Quotation 8/2/28-2026 / MN145-2026: Supply,

installation and monitoring of a fleet management, vehicle location and monitoring system for

Bergrivier Municipality from date of appointment until 31 January 2027” must be deposited in the

tender box at the Municipal Offices, 13 Church Street, Piketberg before 12:00 on Thursday, 16 July 2026,

when quotations will be opened in public. Bids addressed to any municipal official in his/her personal

capacity will not be considered and will immediately be disqualified. It is the bidder’s responsibility

to make sure that bids are being placed in the tender box by courier companies. The Municipality

will not be held accountable for any bids not being placed in the tender box by courier companies.

Quotation documents that contain

2. tracking unit technology of the bidder throughout the contract period. OR an YES NO

upgrade must be installed to ensure that a single controlling platform is

used.

3. Supplier can provide a readily available “off the shelf” system for a bid YES NO

period of at least one years.

10. (Must be able to be adjusted to suit specific requirements i.e emergency YES NO

vehicles).

Fq 8/2/28-2026 (MN145-2026) bidder initial:................................

39. to appear in a court of law regarding information generated by the system YES NO

that may assist in the reconstruction of a motor vehicle accident and/or

incident.

procurement policy and to implement such policy within the PPPFA framework.

Section 2 (1) (d) (i) and (ii) of the Preferential Procurement Policy Framework Act, 2000 refers to specific goals

which may include:

(i) contracting with persons, or categories of persons, historically disadvantaged by unfair discrimination on

the basis of race, gender or disability;

(ii) implementing the programmes of the Reconstruction and Development Programme (RDP) as published

in Government Gazette 16085 dated 23 November 1994.

The RDP (1994), as basis for development in South Africa, was meant to provide a holistic, integrated, coherent

socio-economic policy that is aimed at mobilizing people and resources to work towards the upliftment of the

material and social conditions of local communities to build sustainable livelihoods for these communities.

In terms of Section 2 (1)(d)(ii), the following activities may be regarded as a contribution towards achieving the

goals of the RDP, in addition to the awarding of preference points in favour of HDIs (published in Government

Gazette No. 16085 dated 23 November 1994):

(i) The promotion of South African owned enterprises;

(ii) The promotion of export orientated production to create jobs;

(iii) The promotion of SMMEs;

(iv) The creation of new jobs or the intensification of labour absorption;

(v) The promotion of enterprises located in a specific province for work to be done or services to be

rendered in that province;

Fq 8/2/28-2026 (MN145-2026) bidder initial:................................

(vi) The promotion of enterprises located in a specific region for work to be done or services to be

rendered in that region;

(vii) The promotion of enterprises located in a specific municipal area for work to be done or services to be

rendered in that municipal area;

(viii) The promotion of enterprises located in rural areas;

(ix) The empowerment of the work force by standardizing the level of skill and knowledge of workers;

(x) The development of human resources, including by assisting in tertiary and other advanced training

programmes, in line with key indicators such as percentage of wage bill spent on education and

training and improvement of management skills; and

(xi) The upliftment of communities through, but not limited to, housing, transport, schools, infrastructure

donations, and charity organisations.

published in Government Gazette No. 16085 dated 23 November 1994;

“SMME” means small, medium and micro enterprises namely Exempted Micro Enterprises and Qualifying Small

NO.

1.1 Covering letter – Invitation to bid

1.2 Pricing schedule – Fixed prices MBD 1

1.3 Declaration of Interests MBD

1.4 BBBEE 3.2

1.5 Contract form – Purchase of goods/works MBD 4

1.6 Declaration of Bidders past Supply Chain Management Practises MBD

1.7 Certificate of independent proposal determination 6.1

1.8 Certificate for Payment of Municipal Services MBD

1.9 General Contract Conditions 7.1

Mbd 8

Addendum mbd 9

Mbd 10

Insurance Association (SAIA) approval.