What are the submission requirements for this tender (Ref: A044 - 2025/26)?

• Submit sealed bids by 12:00 on Wednesday, 5 August 2026. • Deposit in the tender box at Newcastle Municipality Municipal Civic Offices (Rates Hall), 1st Floor, 37 Murchison Street, Newcastle. • Endorse the envelope with Bid No. A044 - 2025/26 and the tender title; write your name and address on the back. • Late, faxed, emailed, or incorrectly deposited bids will not be considered. • Bids must be submitted on the official forms provided; do not reformat or edit soft copies. • Complete and sign all required returnable documents: MBD 1, Authority to Sign, MBD 3.1, MBD 3.2, MBD 4, MBD 6.1, MBD 8, MBD 9, Declaration for Municipal Accounts, Experience of Bidder, and Pricing Schedule. • Bids remain valid for 120 days after the closing date. • Withdrawal before award requires written notice; withdrawal after award may incur damages. • Ensure all literature is securely attached; couriers must deposit directly into the bid box.

How will bids be evaluated?

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What are the technical specifications?

• Supply, delivery, and maintenance of an on-site Enterprise Resource Planning (ERP) system for a period of 60 months. • Goods/services must conform to standards mentioned in the bidding documents and specifications. • The successful bidder must fill in and sign a written contract form (MBD7). • Bidders may be required to demonstrate services free of charge at Newcastle Municipality or within its boundary. • Inspections, tests, and analyses may be conducted; costs are borne by the vendor if non-compliant. • The vendor must provide packing to prevent damage during transit. • Incidental services may include on-site assembly, commissioning, tools, manuals, maintenance, repair, and training.

What financial requirements apply to bidders?

• Prices must be quoted in South African Rand inclusive of VAT. • Bid prices must include all expenses, disbursements, costs, overheads, and profit. • Prices are final and binding; discrepancies between words and figures favour the amount in words. • Payment terms: Newcastle Municipality pays creditors within 30 days after receipt of a compliant invoice via electronic bank transfer. • Invoices must include the official order number, accurate descriptions, and comply with SARS VAT requirements. • Forward exchange rate cover may be required for prices based on exchange rates; proof must be provided within 14 days after order placement. • Authorised disbursements (travel, subsistence) will be refunded at reasonable actual cost, supported by receipts.

What compliance and legal requirements must bidders meet?

• Bidders must be registered on the National Treasury Central Supplier Database (CSD); register at www.csd.gov.za. • Submit a valid Tax Compliance Status (TCS) PIN or CSD number. Foreign suppliers must complete a Pre-Award Questionnaire. • Joint ventures/consortiums must submit valid TCS verification PINs from SARS for all parties, signed declarations (Interest, Past SCM Practices, Independent Bid Determination), an undertaking, and a consolidated B-BBEE Status Level Verification Certificate. • B-BBEE preference points are allocated as per the CSD report for HDI categories. • No awards to persons in the service of the state. • Provide proof of municipal good standing (not indebted for more than 90 days for municipal services).

What are the important dates and deadlines for this tender?

• Closing date and time: Wednesday, 5 August 2026 at 12:00. • Bid documents available from 6 July 2026. • No other dates (briefings, site visits, clarification deadlines) are specified in the document.

Who should be contacted for queries about this tender?

• Procurement enquiries: Ms Dalene Marais, Tel: 034 328 7769, Email: Dalene.Marais@newcastle.gov.za • Technical enquiries: Mr M.S Ndlovu / Mr M. Nkosi, Tel: 034 312 7807 / 7608, Email: Mfanafuthi.Ndlovu@newcastle.gov.za / Mzomuhle.Nkosi@newcastle.gov.za • Submission address: Newcastle Municipality Municipal Civic Offices (Rates Hall), 1st Floor, 37 Murchison Street, Newcastle, 2940. • Document collection address: Office of the Strategic Executive Director: Budget and Treasury Office, Municipal Civic Centre Tower Block – Office B218 2nd Floor, 37 Murchison Street, Newcastle.

Newcastle Municipality ERP System Tender KwaZulu-Natal

• Bid submission deadline is 12:00 on wednesday, 5 august 2026, at the newcastle municipal civic offices. • The contract is for the supply, delivery, and maintenance of an on-site ERP system for 60 months. • Bidders must be registered on the national treasury central supplier database (csd). • Evaluation uses a 90/10 scoring system (90 for price, 10 for preference), with a minimum 70% functionality score required. • All prices must be quoted in south african rand inclusive of VAT and are final and binding. • Bidders must submit a valid tax compliance status (tcs) pin or csd number. • Bids must be submitted on the official forms provided and include all required signed declarations.

Request for proposal for supply, delivery and maintenance of an on-site enterprise resource planning (ERP) system for a period of 60 months

Supply, delivery, and maintenance of an on-site Enterprise Resource Planning (ERP) system for a period of 60 months for Newcastle Municipality.
The successful bidder must fill in and sign a written contract form (MBD7).

Closing date and time: Wednesday, 5 August 2026 at 12:00.
Bid documents available from 6 July 2026.
No other dates (briefings, site visits, clarification deadlines) are specified in the document.

Procurement enquiries: Ms Dalene Marais, Tel: 034 328 7769, Email: [email protected]
Technical enquiries: Mr M.S Ndlovu / Mr M. Nkosi, Tel: 034 312 7807 / 7608, Email: [email protected] / [email protected]
Submission address: Newcastle Municipality Municipal Civic Offices (Rates Hall), 1st Floor, 37 Murchison Street, Newcastle, 2940.
Document collection address: Office of the Strategic Executive Director: Budget and Treasury Office, Municipal Civic Centre Tower Block – Office B218 2nd Floor, 37 Murchison Street, Newcastle.

Submit sealed bids by 12:00 on Wednesday, 5 August 2026.
Deposit in the tender box at Newcastle Municipality Municipal Civic Offices (Rates Hall), 1st Floor, 37 Murchison Street, Newcastle.
Endorse the envelope with Bid No. A044 - 2025/26 and the tender title; write your name and address on the back.
Late, faxed, emailed, or incorrectly deposited bids will not be considered.
Bids must be submitted on the official forms provided; do not reformat or edit soft copies.
Complete and sign all required returnable documents: MBD 1, Authority to Sign, MBD 3.1, MBD 3.2, MBD 4, MBD 6.1, MBD 8, MBD 9, Declaration for Municipal Accounts, Experience of Bidder, and Pricing Schedule.
Bids remain valid for 120 days after the closing date.
Withdrawal before award requires written notice; withdrawal after award may incur damages.
Ensure all literature is securely attached; couriers must deposit directly into the bid box.

Complete and sign: MBD 1, Authority to Sign, MBD 3.1, MBD 3.2, MBD 4, MBD 6.1, MBD 8, MBD 9, Declaration for Municipal Accounts, Experience of Bidder, Pricing Schedule.

Supply, delivery, and maintenance of an on-site Enterprise Resource Planning (ERP) system for a period of 60 months.
Goods/services must conform to standards mentioned in the bidding documents and specifications.
The successful bidder must fill in and sign a written contract form (MBD7).
Bidders may be required to demonstrate services free of charge at Newcastle Municipality or within its boundary.
Inspections, tests, and analyses may be conducted; costs are borne by the vendor if non-compliant.
The vendor must provide packing to prevent damage during transit.
Incidental services may include on-site assembly, commissioning, tools, manuals, maintenance, repair, and training.

Variation orders may be issued for changes not exceeding 15% of original contract value.
No communication between bidders and council officers after bid closing without written authority, except for clarification or extension requests.

Bidders must submit a Schedule of Work Experience.
Only bidders with necessary experience, qualifications, and technical ability should submit bids.

Goods/services must conform to standards in bidding documents.
Inspections, tests, and analyses may be conducted; vendor bears cost if non-compliant.
Samples may be required at vendor's cost; approved samples retained by municipality.
Demonstrations may be required free of charge within Newcastle Municipality boundary; costs for external demonstrations borne by bidder.

Prices must be written by hand on the pricing schedule, signed by authorised signatory.
All prices in ZAR inclusive of VAT.
Forward exchange rate cover may be required; proof within 14 days after order.
Invoices must comply with SARS requirements and include official order number.

Prices must be quoted in South African Rand inclusive of VAT.
Bid prices must include all expenses, disbursements, costs, overheads, and profit.
Prices are final and binding; discrepancies between words and figures favour the amount in words.
Payment terms: Newcastle Municipality pays creditors within 30 days after receipt of a compliant invoice via electronic bank transfer.
Invoices must include the official order number, accurate descriptions, and comply with SARS VAT requirements.
Forward exchange rate cover may be required for prices based on exchange rates; proof must be provided within 14 days after order placement.
Authorised disbursements (travel, subsistence) will be refunded at reasonable actual cost, supported by receipts.

Bidders must be registered on the National Treasury Central Supplier Database (CSD); register at www.csd.gov.za.
Submit a valid Tax Compliance Status (TCS) PIN or CSD number. Foreign suppliers must complete a Pre-Award Questionnaire.
Joint ventures/consortiums must submit valid TCS verification PINs from SARS for all parties, signed declarations (Interest, Past SCM Practices, Independent Bid Determination), an undertaking, and a consolidated B-BBEE Status Level Verification Certificate.
B-BBEE preference points are allocated as per the CSD report for HDI categories.
No awards to persons in the service of the state.
Provide proof of municipal good standing (not indebted for more than 90 days for municipal services).

Preference points allocated for HDI categories: Black people (8), Women (2), People with disability (2), Youth (4), Locality within Amajuba district (4).
Points allocated as per information on the attached CSD report.

Contract duration: 60 months from date of appointment.
Warranty: Goods are new, unused, with recent models; warranty valid for 12 months after delivery or 18 months after shipment, whichever is earlier.
Payment: Made within 30 days after invoice submission, in Rand.
Prices are firm unless adjustments authorised in Special Conditions of Contract (SCC).
Variation orders allowed for changes not exceeding 15% of original contract value.
Delays may incur penalties based on prime interest rate; termination possible for default or corrupt practices.
Force majeure events may excuse delays.
Disputes resolved first by mutual consultation, then mediation, then South African courts.
Governing law: South African law; contract in English.

Bids valid for 120 days after closing.
Council reserves right to accept all, some, or none of bids, and not obliged to accept lowest.
Bidders may submit alternative proposals economically and technically advantageous.
Post-award product compliance: changes to equipment require manufacturer letters and approval from Accounting Officer.
Price adjustment: council may withdraw if total price increase exceeds inflation rate; see MBD 3.2 for formula.
Redundant materials removed from site remain municipality property.

Bids must be delivered on time to correct address; late bids not accepted.
Submit on official forms without reformatting.
Comply with Preferential Procurement Policy Framework Act and Regulations 2022, General Conditions of Contract, and Special Conditions.
Tax compliance: submit TCS PIN or CSD number; foreign suppliers complete Pre-Award Questionnaire.
Joint ventures/consortiums submit TCS PINs, declarations, undertaking, and B-BBEE certificate.
Samples required at vendor's cost if specified.
Authorised disbursements require documentary evidence.

Evaluation uses a 90/10 scoring system.
Minimum functionality score of 70% required to proceed.
Preference points allocated based on CSD report for HDI categories: Black people (8), Women (2), People with disability (2), Youth (4), Locality within Amajuba district (4).

Supply, delivery and maintenance of an on-site ERP system for newcastle municipality

Eligibility Criteria

Professional Services & Consulting Industry Profile

Regulatory Bodies

Typical Documents

Core procurement rules

Broad-Based Black Economic Empowerment Act (B-BBEE Act)

Constitution of the Republic of South Africa, 1996 – Section 217

Newcastle Local Municipality

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