Supply, support, and maintenance of online and third-party vending system for electricity prepayment (3-Year contract)

• Technical Enquiries: Mr. W Sephton, Electricity Unit, Matjhabeng LM. Tel: 057 391 3911. Email: [email protected].
• SCM/General Enquiries: Mr. L Sebatane / Ms. Sylvia Malgas, Finance Dept. Supply Chain Management Unit. Tel: 057 391 3911. Email: [email protected] or [email protected].
• Document Collection: Matjhabeng Local Municipality Main Building, Room 123, C/O Ryk and Stateway Street, Welkom, 9460.
• Submission Address: Tender Box at entrance of Municipal Offices, Municipal Civic Centre, 319 Stateway, Welkom.
• Payment for Documents: R1,200 non-refundable. Payments at Cashiers, Welkom Offices or direct deposit to ABSA Bank Account No: 4053705465, Branch Code: 632 005, Ref: Tender Number.

• Submit sealed bids clearly marked with tender number, title, closing date and time.
• Place in the Tender Box at Municipal Civic Centre, 319 Stateway, Welkom by 14:00 on Thursday 09 July 2026.
• Hand delivery only; faxed, emailed or late tenders will not be accepted.
• Complete original tender document must be returned fully in black ink, signed by authorized signatory.
• Do not retype documents or make unauthorized alterations; this will cause disqualification.
• Include all compulsory documentation: Tax Compliance Status Letter and PIN, CIDB certificate (if applicable), Municipal Accounts for bidder and directors, proof of CSD registration, quality management certifications, CIPC annual returns, company profile, all MBD forms, Declaration and Contract Form.
• Joint Ventures must submit Joint Venture Agreement and individual member documents.
• Failure to submit required documents or attend compulsory site/information meetings (if specified) will result in disqualification.

Scope: Supply, support and maintenance of an online, third-party vending and value-add system for electricity prepayment for three years.

Key Requirements:

• System must be a cloud-based, web-enabled, hosted solution, STS Edition 2 compliant, integrating with existing billing and AMI head-end systems.
• Provide vending through point-of-sale terminals, website, internet banking, cellular phone, mobile app, and third-party vendors.
• Ensure vending footprint within 1 km radius for all customers.
• Support TID rollover implementation, including base date update on each STS meter.
• Deliver primary services: commissioning of cloud STS system, supply of communication links, support/maintenance of hardware/software, integration for arrears payments, remote token routing, meter diagnostics.
• Deliver secondary services: prepayment electricity data management, FBE token distribution, revenue protection functionality, data migration, training, mSCOA compliance.
• System must include customer portal, real-time operation 24/7, standard and ad-hoc reporting with export functionality.
• Provide 24/7/365 call centre with onsite support, detailed problem logging, escalation processes.
• Training required for counter services, vendor, debt management, revenue protection, electrical engineering, ICT staff.
• Three-year Service Level Agreement (SLA) with remote support and site visits within 150 km of municipality offices, specifying response/resolution times for fault priorities.
• Warranty/maintenance: 36-month warranty period with regular inspections, adjustments, part replacements.

• Submit detailed methodology and implementation plan for scoring in functionality evaluation.
• Methodology scored 4 points, implementation plan 6 points out of 10.

• Submit company profile detailing client names, services provided, award amounts, contact persons and numbers for all members/partners (Joint Ventures).
• For functionality, submit appointment letters and stamped reference letters for prepaid vending projects to claim company experience points.

• Submit proof of quality management certification (ISO 9001:2015, ISO14001:2015, ISO27001:2018, ISO8583, ISO45001:2018) for all members/partners (Joint Ventures).
• Inspections, tests and analyses may be conducted by purchaser; costs borne by supplier if goods non-compliant.
• Provide detailed problem logging, escalation process, proactive service features, and 24/7/365 call centre proof.

• Refer to Part 2.2 Pricing Schedule in tender document for detailed pricing form.
• Ensure pricing includes all taxes and duties; supplier responsible until delivery.

• Tender Document Cost: R1,200 non-refundable.
• Pricing must be as quoted in bid; no variations except authorized adjustments.
• Payment terms: Payments within 30 days after invoice submission, in Rand.
• Variation orders: Changes not exceeding 15% of original contract value may be instructed; unit price reductions may be accepted without escalation.
• Taxes and duties: Supplier responsible for all taxes, duties, license fees until delivery. No contract if tax matters or municipal rates/taxes are in arrears.
• Performance security may be required within 30 days of award (bank guarantee or irrevocable letter of credit).

• Central Supplier Database (CSD): Proof of registration required for all members/partners (Joint Ventures). If not registered, valid Tax Compliance Status Letter and PIN must be submitted.
• Tax Compliance: Submit Tax Compliance Status Letter and PIN; municipality will verify with SARS.
• B-BBEE: Submit proof of B-BBEE status level certificate. Certificates must be valid, original or certified copies, with required details (SANAS logo, BVA number, dates, etc.). Non-compliance results in zero preference points.
• Municipal Rates and Taxes: Submit municipal account (or lease agreement including rates) for bidder and all directors for month preceding tender closure, not more than three months in arrears.
• CIDB Registration: If applicable, submit CIDB registration certificate (consolidated for Joint Ventures).
• CIPC: Submit CIPC abridged certificate annual returns if in business over 12 months.
• Letter of Good Standing: From Compensation Commissioner required unless on CSD with valid copy on record.
• Company Registration: Certified company registration documents for all members (Joint Ventures).
• Authorized Signatory: Submit board resolution authorizing signatory.
• Joint Ventures: Submit Joint Venture agreement with profit/liability sharing clarity, individual tax compliance, CSD proof, company registration, and board resolution.

• All work must comply with Occupational Health and Safety Act and Regulations, Explosive Material Act, Minerals Act, Factories Machinery and Building Work Act.
• Keep copy of OHS Act on site.

• Contract Duration: Three years, with possible extension if additional funds available.
• Warranty: Goods warranted new, unused, defect-free for 12 months after delivery or 18 months after shipment.
• Payment: Within 30 days after invoice, in Rand.
• Subcontracting: Not allowed without prior written consent; whole contract cannot be subcontracted.
• Termination: Municipality may terminate for default (e.g., failure to deliver, corrupt practices), with possible restriction from public sector business for up to 10 years.
• Penalties: Deductions for delays based on prime interest rate.
• Force Majeure: Not liable for delays due to unforeseen events.
• Dispute Resolution: Mutual consultation, then mediation, then South African court.
• Governing Law: South African law, English language.
• Performance Security: May be required within 30 days of award (bank guarantee or irrevocable letter of credit).

• No bids from persons in service of the state.
• Telegraphic, faxed, telephonic or pencil tenders not considered.
• Municipality reserves right to accept part of bid, appoint multiple bidders, or not appoint.
• Municipal SCM Policy and Preferential Procurement Regulations 2022 apply.
• Bid validity 120 days; outcome communicated only to successful bidder.