The appointment of a service provider for the supply, delivery, installation, and commissioning of a vehicle management system for five (5) motor vehicles for the department air quality services (d: aqs) for three (3) years.

{"closingDate":"07 July 2026","closingTime":"11:00 am","briefingSession":"{\"date\":null,\"time\":null,\"venue\":\"e: N/A\",\"is_compulsory\":true}"}

{"name":null,"email":"[email protected]","phone":null,"department":"South African Weather Service","address":"llowing section must be completed by the bidder. Failure to do so may result in the offer being rejected."}

evaluation committee. The shortlisted service providers will be subjected to present their service

of service, quality and value- required to comply with

the above condition, and also provide a scorecard on how their product / service offering is being

Ce points claim form in terms of the preferential

This preference form must form part of all tenders invited. It contains general information

and serves as a claim form for preference points for specific goals.

1.1 The following preference point systems are applicable to invitations to tender

the 80/20 system for requirements with a Rand value of up to R50 000 000 (all

the 90/10 system for requirements with a Rand value above R50 000 000 (all

The applicable preference point system for this tender is the 80/20 preference point

1.3 Points for this tender (even in the case of a tender for income-generating contracts)

(b) Specific Goals.

The maximum points for this tender are allocated as follows

Specific goals 20

Total points for Price and SPECIFIC GOALS 100

this tender to claim points for specific goals with the tender, will be interpreted to mean

that preference points for specific goals are not claimed.

preferences, in any manner required by the organ of state.

Preference points claim form in terms of the Preferential Procurement Regulations 2022 .. Annexure F

Submitted in order to qualify for points claimed]

management system for five (5) motor vehicles for the Department Air Quality Services (D: AQS) for three (3)

Preference Points Claim Form in terms of the

Preference points claim form in terms of the preferential

The appointment of a service provider for the supply, delivery, installation, and commissioning of a vehicle

management system for five (5) motor vehicles for the Department Air Quality Services (D: AQS) for three (3)

years.

The South African Weather Service (SAWS) is a public entity of the Department of Forestry, Fisheries and the

Environment (DFFE) and derives its mandate from the South African Weather Service Act (No as

amended). The public entity is listed as a Schedule 3A Public Entity in terms of the Public Finance Management

Act (PFMA).

SAWS is tasked with providing timely and accurate scientific data in the field of meteorology to the broader

South African society: a combination of both public good and commercial services. The organisation plays a

vital role in South African public life, not just as a provider of key services, but also in empowering citizens to

adapt the effects of the ever-changing weather.

The D: AQS has purchased five (5) motor vehicles via the SAWS participation in the RT57-02-20-07 Transversal

Contract with the National Treasury. To ensure the protection of motor vehicles and staff, a fleet management

solution is required. This will assist by providing

and operating costs are monitored, and the motor vehicles are used efficiently.

4 requirement / scope of work

Bidders must provide a detailed proposal of the Fleet Management solution that they are providing. The

system should have security features that will assist in reducing insurance costs. The system should provide

tracking information so that the position of the motor vehicle can be located on a map in real time. The system

should assist with information on reducing maintenance, fuel, and operating costs. This should be a real-time

management tool with nationwide service. The upgrading of the hardware and software should be included

in the proposal for the three (3) years. The service provider is to provide evidence of being accredited and

certified for this type of industry, as they would be required to provide the necessary after-sales service and

maintenance

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Annexure H

5 evaluation of bids

The RFQ will be evaluated in 4 phases as mentioned below:

Phase 1: SCM Administrative Requirements.

Phase 2: Mandatory Requirements.

Phase 3: Functional Evaluation.

Phase 4: Price and Specific Goals.

5.1 Phase 1: SCM Administrative Requirements

RFQs received will be verified for completeness and correctness. SAWS reserves the right to accept or reject

an RFQ based on the completeness and correctness of the documentation and information provided.

Bidders are to ensure that they submit the following documentation/information with their RFQ.

Document Comments

Proof of registration on the Central Supplier Bidders must be registered on the CSD. CSD

Database (CSD) of the National Treasury registration number must be provided.

Request for Invitation (Annexure A) Completed and signed

Completed

Bidders must note that the non-submission or

SBD 3.3 for services (Pricing Schedule) submission of incomplete Pricing Schedule

(Annexure G) will result in the disqualification of

a bidder.

SBD 4 ( ) Completed and signed

Completed and signed if points are claimed

(A valid B-BBEE certificate, sworn affidavit, or

SBD 6.1 (Preference Points Claim Form)

relevant supporting documentation will be used

to claim specific goals.)

SARS (South African Revenue Service) Tax

Bidders' tax matters must be in order

Compliant

Valid and compliant original B-BBEE and/or

BBBEE Certificate

certified copies of the Sworn Affidavit must be

submitted for any points claimed

Bidders who comply with the above requirements will be considered for further evaluation.

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Annexure H

5.2 Phase 2: Mandatory Requirements

The system offered to SAWS in terms of this bid will be verified for compliance by SAWS against the technical

requirements listed in the table below. In response to this bid, bidders must provide the technical

specifications of the system, either in the form of a Datasheet, Quotation, or written confirmation by the

bidder on company letterhead.

The table below will be used by SAWS to verify compliance with the technical requirements of the system.

Mandatory Requirement

1 Real-time Tracking device

2 Online Mapping System

3 Sms, email & mobile app alerts

4 Driver identification solution nine (9)

5 Monthly trip reports on:

• Vehicle usage
• Driver behaviour

6 Emergency panic button Control room officer to alert the SAWS-DAQS

representative on record.

Bidders whose system complies with the technical requirements listed above will be further evaluated on Price

and Specific Goals.

5.3 Phase 3: Functional Evaluation

Functional evaluation will be done in terms of the criteria as stated in the table below.

Bidders should take note of the Criterion, Weighting & Scoring when responding to this bid.

Criterion Weight Score

Bidder to provide years of experience in supplying, 50 10 = 1 Year experience

installing, and commissioning motor vehicle fleet 20 =

management systems. 50 = More than 2

experience.

Contactable references 50 0 = None provided

20 = 1 Reference provided

40 = 2 References provided

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Annexure H

Bidders must provide contactable references from clients 50 = 3 or more References

for whom the bidder has installed and currently provided

monitors a Vehicle Management System within the past

three (3) years. Contactable references shall include the

following:

• Name of client
• Contact Person
• Telephone number/email address

Total 100

Bidders who score 70% and more will qualify for further evaluation in terms of Price and Specific Goals.

5.4 Phase 4: Price and Specific Goals

Bidders who comply with the requirements of this bid will be evaluated according to the preference point

scoring system as determined in the Preferential Procurement Regulations, 2022, pertaining to the Preferential

Procurement Policy Framework Act, Act No .

Points for this RFQ shall be awarded for:

(a) Price; and

(b) Specific Goals (Refer to Annexure F: Preference Points Claim Form).

The maximum points for this bid are allocated as follows:

Points

Price 80

SPECIFIC GOALS (Refer to Annexure F: Preference Points Claim 20

Form)

Total points for Price and Specific Goals 100

Subject to section 2(1)(f) of the Preferential Procurement Policy Framework Act, 2000 (Act no ), the

RFQ will be awarded to the bidder scoring the highest points.

6 due diligence

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Annexure H

The South African Weather Service reserves the right to conduct supplier due diligence prior to final award

or at any time during the contract period. This may include site visits, reference checks and requests for

additional information.

7 special conditions of contract

This bid and all contract emanating there from will be subject to the General Conditions of Contract (GCC)

issued in accordance with Chapter 16A of the Treasury Regulations published in terms of the Public Finance

Management Act, 1999 (Act ). The Special Conditions are supplement to that of the General

Conditions of Contract. Where, however the Special Conditions of Contract are in conflict with the General

Conditions of Contract, the Special Conditions of the Contract prevail.

SAWS reserve the right to exclude bidders who fail to comply with any of the Special Conditions of Contract

as stated below.

7.1 Counter Conditions

conditions by Bidders or qualifying any Bid Conditions will result in the invalidation of such bids.

7.2 Address where services are required.

The successful bidder will be required to render the services at the following address:

Department Air Quality Services

South African Weather Service

Irene Weather Office (situated on the premises of the Agricultural Research Council (ARC) Premises.

Main Road

Irene

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Annexure I

POPIA : Supplier Notice and Consent Form

Private Bag X097, Pretoria, 0001 + 27 (0) 12 367 6000 www.weathersa.co.za USSD: 1207297#

Popia: supplier notice and consent form

I confirm that I am duly authorised to sign this consent form.

Name (Print)

Capacity

Email: [email protected]

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[A B-BBEE STATUS LEVEL VERIFICATION CERTIFICATE / SWORN AFFIDAVID (FOR EMES & QSEs) MUST BBE

Submitted in order to qualify for points claimed]

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Is the entity a resident of the republic of south africa (RSA)? yes NO

Does the entity have a branch in the RSA? yes NO

Does the entity have a permanent establishment in the RSA? yes NO

Does the entity have any source of income in the RSA? yes NO

Is the entity liable in the RSA for any form of taxation? Yes NO

Compliance status system pin code from the south african revenue service (SARS) and if

Not register as per 2.3 Below.

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page of the RFQ.

1.7. The South African Weather Service (SAWS) is not bound to accept any of the offers submitted and

reserves the right to:

1.7.1 Reject bids that are not according to Specifications / Terms of Reference;

1.7.2

1.7.3 Request further information from any bidder after the closing date of the bid for clarity purposes;

1.7.4 Conduct site inspection/s to verify the infrastructure of bidders before final selection and award;

1.7.5 Not to award the bid if the bid price is not market related;

1.7.6 Not to award the bid to a bidder whose tax matters have not been declared by the SARS to be in

order;

1.7.7 Reject a bid if the bidder has committed a proven corrupt or fraudulent act in competing for any

contract;

1.7.8 Award the bid in totality to one or partially to more than one bidder;

1.7.9 Conduct reference / background checks on bidders and / or individuals to, among other things,

verify

owners and affiliations or verify .

1.8. The South African Weather Service may, prior to award of the bid, cancel the bid if:

1.8.1. Due to changed circumstances, there is no longer a need for the goods or services requested;

1.8.2. Funds are no longer available to cover the total envisaged expenditure;

1.8.3. No acceptable tenders are received;

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1.8.4. Due to material irregularities in the tender process.

1.9. Any effort or attempt by a bidder to influence the award decision in any matter may result in the

rejection of the bid.

1.10. Costs incurred by the bidder in respect of attending any briefing / information / site visit /

presentation will be borne by the bidder and the South African Weather Service will not be liable to

reimburse such costs incurred by the bidder or his/her representative/s.

1.11. Cost incurred by the bidder in preparing and submission of any bid proposal will be borne by the

bidder and the South African Weather Service will not be liable to reimburse such costs incurred by

the bidder of his/her representative/s.

1.12. The South African Weather Service shall on receipt of any proposal relating to this bid become the

owner thereof and shall not be obliged to return any proposal.

1.13. The bidders shall indemnify the South African Weather Service against all third-party claims of

infringement of patent, trademark, or industrial design rights arising from the use of the goods or

any part thereof by the South African Weather Service.

1.14. The South African Weather Service reserves the right to request a bidders latest audited financial

statements prior to the award of the bid in order to ascertain financial stability of the bidder. Failure

by a bidder to provide such information upon request may result in the rejection of the bid submitted

by the bidder.

1.15. Subcontracting: Tenderers or contractors must submit proof of subcontracting between the main

tenderer and the subcontractor. Proof of subcontracting arrangement may include a subcontracting

agreement between the main tenderer and the subcontractor.

1.16. The SAWS reserves the right to request final presentation only to the short listed bidders to the

evaluation committee. The shortlisted service providers will be subjected to present their service

offering in line with the bid requirements/scope of work. The SAWS might also conduct site visit to

office.

1.17. The service provider must have duly approved operational premises with the necessary

infrastructure to provide services and relevant accreditation by the relevant body. Before the

awarding of the tender a due diligence site visit will be carried out at the premises of the service

provider.

1.18. Supplier Performance Management is viewed by the SAWS as critical component in ensuring value

for money acquisition and good supplier relations between the SAWS and all its suppliers. The

successful bidders shall upon receipt of written notification of an award, be required to conclude a

of service, quality and value- required to comply with

the above condition, and also provide a scorecard on how their product / service offering is being

measured to achieve the objectives of this condition.

1.19. The SAWS respects your privacy and acknowledge that your submission/s will contain personal

details, which may belong to you, others and / or to your company (Personal Information). By sending

us your submissions, you expressly give us consent to process and further process the Personal

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. hereby declare that I have read and

understood the contents and conditions of this bid and certify that the information furnished is true

and correct. I accept that, in addition to cancellation of a contract, action may be taken against me

should the information provided prove to be false.

.

D

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Pricing schedule services : annexure g

Sbd3.3

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Pricing schedule services : annexure g

1.1.1 Bidders are required to indicate a ceiling price based on

the total estimated time for completion of all phases and

including all expenses inclusive of VAT for the project. R

1.1.2 Any other costs not included in the above price? *YES NO

• If YES, please specify

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Pricing schedule services : annexure g

1.1.3 Cost break-down of ceiling price in 1.1.1

Bidders are required to indicate the cost component/s used for determining the ceiling price as given in 1.1.1 above.

Description Cost (VAT Incl.)

1.1.4 Period required for commencement of the project after acceptance of bid?

1.1.5 Are the rates quoted firm for the full period of the project? YES *NO

1.1.6 *If not firm for the full period, provide details of the basis on which

adjustments will be applied for, for example consumer price index.

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SBD 3.3 for services (Pricing Schedule) submission of incomplete Pricing Schedule

(Annexure G) will result in the disqualification of

a bidder.

SBD 4 ( ) Completed and signed

Tax compliance requirements

Tax Compliance Status (TCS) Pin may be made via e-filing through the SARS website

Tax Compliance Status (TCS) certificate together with the bid

TCS Pin is available but the bidder is registered on the Central Supplier Database (CSD), a

CSD number

CSD number must be provided

Central Supplier Database (CSD), a

2. Tax compliance requirements

2.3 Application for a Tax Compliance Status (TCS) Pin may be made via e-filing through the SARS website

2.4 Bidders may also submit a printed Tax Compliance Status (TCS) certificate together with the bid.

separate TCS certificate / Pin / CSD number.

2.6 Where no TCS Pin is available but the bidder is registered on the Central Supplier Database (CSD), a

CSD number must be provided.

B-BBEE Minimum Level: 1

Points Allocation: 3 points

B-BBEE Details: P-TEP-005

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Template: Request for quotation up to R500 000 - Annexure A

Part a

Invitation to bid

You are hereby invited to bid for requirements of south african weather service

1 supplier information

The following section must be completed by the bidder. Failure to do so may result in the offer being rejected.

Name of

Bidder

Postal

Address

Street address

Telephone

Number code number

Cellphone

Number

Facsimile

Number code number

E-mail address

VAT

Registration

Number

Supplier tax central

Compliance compliance supplier

Or

Status system pin: database

No: MAAA

B-bbee status tick applicable box] b-bbee status [tick applicable box]

Level level sworn

Verification affidavit

CERTIFICATE Yes No Yes No

[A B-BBEE STATUS LEVEL VERIFICATION CERTIFICATE / SWORN AFFIDAVID (FOR EMES & QSEs) MUST BBE

Submitted in order to qualify for points claimed]

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Are you the

Accredited

Are you a foreign

Representative

Based supplier for

In south

The goods

AFRICA FOR THE Yes No

/Services /works

GOODS Yes No

Offered?

/Services [if yes, answer the

/Works [if yes enclose proof] questionnaire below]

Offered?

Questionnaire to bidding foreign suppliers

Is the entity a resident of the republic of south africa (RSA)? yes NO

Does the entity have a branch in the RSA? yes NO

Does the entity have a permanent establishment in the RSA? yes NO

Does the entity have any source of income in the RSA? yes NO

Is the entity liable in the RSA for any form of taxation? Yes NO

Compliance status system pin code from the south african revenue service (SARS) and if

Not register as per 2.3 Below.

Public Document: Document Te

Authority (NPA) for criminal investigation and or may be restricted from conducting

business with the public sector for a period not exceeding ten (10) years in terms of

the Prevention and Combating of Corrupt Activities Act No or any other

applicable legislation.

I CERTIFY THAT THE INFORMATION FURNISHED IN PARAGRAPHS 1, 2 and 3

[Tick applicable box]

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4.6. I, the undersigned, who is duly authorised to do so on behalf of the company/firm,

certify that the points claimed, based on the specific goals as advised in the tender,

qualifies the company/ firm for the preference(s) shown and I acknowledge that:

i) The information furnished is true and correct;

ii) The preference points claimed are in accordance with the General Conditions as

indicated in paragraph 1 of this form;

iii) In the event of a contract being awarded as a result of points claimed as shown

in paragraphs 1.4 and 4.2, the contractor may be required to furnish documentary

proof to the satisfaction of the organ of state that the claims are correct;

iv) If the specific goals have been claimed or obtained on a fraudulent basis or any

of the conditions of contract have not been fulfilled, the organ of state may, in

addition to any other remedy it may have

(a) disqualify the person from the tendering process;

(b) recover costs, losses or damages it has incurred or suffered as a

(c) cancel the contract and claim any damages which it has suffered

as a result of having to make less favourable arrangements due

to such cancellation;

(d) recommend that the tenderer or contractor, its shareholders and

directors, or only the shareholders and directors who acted on a

fraudulent basis, be restricted from obtaining business from any

organ of state for a period not exceeding 10 years, after the audi

alteram partem (hear the other side) rule has been applied; and

(e) forward the matter for criminal prosecution, if deemed necessary.

Signature(s) of tenderer(s)

management system for five (5) motor vehicles for the Department Air Quality Services (D: AQS) for three (3)

years.

2 introduction

The South African Weather Service (SAWS) is a public entity of the Department of Forestry, Fisheries and the

Environment (DFFE) and derives its mandate from the South African Weather Service Act (No as

amended). The public entity is listed as a Schedule 3A Public Entity in terms of the Public Finance Management

Act (PFMA).

requirements listed in the table below. In response to this bid, bidders must provide the technical

specifications of the system, either in the form of a Datasheet, Quotation, or written confirmation by the

bidder on company letterhead.

This bid and all contract emanating there from will be subject to the General Conditions of Contract (GCC)

issued in accordance with Chapter 16A of the Treasury Regulations published in terms of the Public Finance

Management Act, 1999 (Act ). The Special Conditions are supplement to that of the General