SANRAL property administration services tender - 5-Year contract for itis-based management

• This document is Appendix A: Property Administration Specifications for SANRAL tender HO 1005/68120/2025/01RR.
• It provides detailed specifications for the appointment of a service provider for property administration services for a five-year period.
• The document includes a comprehensive table of contents covering general matters, establishment obligations, transitional arrangements, handling of documentation, reimbursable costs, penalties, subcontracting requirements, business management, information availability, and specific property administration functions (e.g., illegal occupations, leasing, municipal accounts, alienation of surplus land, valuations).
• Key definitions are provided for terms like Contract Instruction, Employer, ITIS, Key Personnel, Land Register, Prime Cost, Provisional Sum, and Subcontractors.

• Scope: Comprehensive property administration services for SANRAL's land portfolio for a five-year period.
• Key systems: Must use the Integrated Transport Information System (ITIS) for all data entry, reporting, and management of land-related data.
• Key responsibilities include:
• Managing illegal occupations and land invasions: Act within 24 hours of notification, following relevant legislation and government protocols.
• Collecting fees and levies for statutory consents (e.g., for road accesses).
• Managing leases: collect rentals, escalate as per agreements, renew leases, and perform lease valuations.
• Handling municipal accounts: check accounts, object to or appeal municipal valuations as required.
• Alienation of surplus land: follow prescribed procedures, advertise, and manage tender processes.
• General property administration including valuations, handling of documentation, and compliance with a wide range of legislation.
• Programme of work: Must submit revised programmes if falling behind; work is subject to changing priorities with no entitlement to time extensions.
• Quality management: Must establish a system with experienced staff to ensure adequate supervision, control, and compliance with all specifications.
• File and document management: Must comply with National Archives and SANRAL filing systems, use a computer-based file management system, and ensure proper storage of documents.
• Reporting: All reports should be produced using the ITIS system where possible.
• Subcontracting: Requirements for domestic, nominated, and selected subcontractors are specified, including pro-forma documents and payment terms.
• Transitional arrangements: A change management committee must be established within 10 working days of contract commencement to manage handover from the previous service provider.

• Key personnel listed in the Returnable Schedules at tender stage must be available for the full contract period, except for lawful absences.
• Unavailability of these personnel is considered non-compliance.
• If key personnel become unavailable or the business is restructured, the Service Provider must propose solutions to the Employer.
• Penalties apply if key personnel are unavailable on a full-time basis for more than two months without Employer approval.
• The Service Provider must ensure security of electronic data through weekly backups to a secure, offsite location.
• Must secure legal documents (e.g., lease agreements) in fire and thief-proof safes, with electronic records on the Employer's system.
• Must comply with a comprehensive legislative framework governing the property portfolio.

• The Service Provider is responsible for complying with work programmes and producing work that meets all quality and accuracy requirements in the specifications and scope of work.
• Must not rely on the accuracy of data in the ITIS system; must update any inaccurate data found.
• Must regularly check the quality of all service aspects to ensure compliance.
• Staff must be properly trained, equipped, and provided with reference materials (software, manuals, procedures).
• Must establish a system with experienced staff to ensure adequate supervision and control.
• Control checks must be adequate to ensure timeliness and quality; evidence of these checks must be provided to the Employer within 14 days if requested.
• File and document management must comply with National Archives and SANRAL systems, using a computer-based system compatible with offsite storage.
• If performance inadequacies are identified, the Service Provider must, at its own cost, implement remedial measures (processes, procedures, quality checks) as directed by the Employer.
• Must maintain a risk register with likelihood, impact, financial risk, and mitigating measures.
• Reporting should primarily use the ITIS system; specialised reports may be developed at the Service Provider's cost.
• Payment for cancelled or modified work is based on tendered rates; no additional payment for rework due to the Service Provider's fault.
• Overall project management must coordinate all duties, subcontractors, and third parties; the Employer will not accept claims for additional costs or delays due to poor coordination.
• ITIS usage is mandatory for data entry; the Service Provider is responsible for data accuracy and must keep separate records supporting data entered.
• Must comply with all policies and procedures in the contract documents.
• Must maintain confidentiality of all contract-related information and delete Employer data after contract termination.
• Must adhere to ethical standards, including fair competition, value for money, and integrity.
• Must comply with corporate governance principles, OHS Act requirements, and ensure timely payment of subcontractors.
• BBBEE rating must be updated annually and not fall below the tender stage rating.

• Contract rates are based on actual quantities of authorised work done, using tendered rates regardless of scheduled quantities.
• Tendered rates in the schedule of quantities constitute full payment for executing services, including all costs, profit, and incidentals.
• Costs not covered by specific payment items must be included in the tendered rates.
• Specialised reports developed within the Service Provider's computer system are at the Service Provider's cost.
• Payment for cancelled or modified work is based on tendered rates.
• Corporate governance principles include paying promptly for work done and responding efficiently to enquiries.

• Payment terms: Payment certificates must be prepared in Microsoft Excel (or exported to Excel), submitted in printed form with an electronic copy on CD. Spreadsheets must show formulas, but can be password-protected.
• Contract rates: Payment is based on actual quantities of authorised work done at tendered rates, irrespective of scheduled quantities.
• Rates are inclusive: Tendered rates constitute full payment for executing services, including all costs, profit, risk, and incidentals. Costs not covered by specific payment items must be included in the tendered rates.
• Contract price adjustment: Value of payment certificates is adjusted based on a formula using the Consumer Price Index. A proportion (0.15) of the amount 'Ac' is not subject to adjustment.
• Payment of subcontractors: Must pay subcontractors within 7 days of receiving payment from SANRAL or within 30 days of a valid invoice, whichever occurs first. Late payments incur interest and penalties for the service provider's account.
• Reimbursable costs: Includes accommodation, subsistence, travel (air and land), acquisition of materials, formal charges, inspection costs, courier services, printing, and advertising, as specified.
• Establishment and management obligations: A lump sum for establishment is payable once; time-related obligations are paid monthly. The total of items under this section may not exceed 20% of the total tender amount (VAT excluded).

• B-BBEE: The Service Provider must annually update its BBBEE Rating through an accredited verification agency. The rating must not fall below the level at contract commencement unless due to regulatory changes.
• Legislative compliance: Must comply with a wide range of legislation, including but not limited to:
• Broad-Based Black Economic Empowerment Act.
• Preferential Procurement Policy Framework Act.
• Public Finance Management Act.
• Occupational Health and Safety Act and Construction Regulations.
• Employment Equity Act.
• Protection of Personal Information Act.
• Various property and land-related acts (e.g., Alienation of Land Act, Deeds Registry Act, National Environmental Management Act).
• Ethical conduct: Must adhere to a strict code of ethical conduct, including ensuring value for money, maintaining confidentiality, avoiding conflicts of interest, and rejecting gifts or hospitality that could impair judgement.
• Corporate governance: Must conform to the latest 'King' codes on corporate governance and all legislation governing supply chain management and professional services.
• Insurance: Must maintain adequate insurance, including public liability and professional indemnity.
• Key personnel: Personnel listed in Returnable Schedules at tender stage must be available for the contract duration. Unavailability for more than two months without approval may incur penalties.
• Subcontractor payment compliance: Proof of payment to subcontractors must be submitted with each invoice to SANRAL.

• The Service Provider must comply with the Occupational Health and Safety Act 1993 and its Regulations.
• Must provide all necessary training, appoint qualified personnel, and develop and maintain OHS manuals and procedures.
• Must report monthly on OHS matters to the Employer.
• Must ensure subcontractors and third parties are also compliant through training, assistance with documentation, and inspections.
• Prior to commencing services, must submit an OHS compliance plan to the Employer, updated annually.
• The Employer may direct remedial actions for unsafe working conditions at the Service Provider's cost.
• Some property maintenance activities fall under Construction Regulations; the Service Provider and any sub-service providers must adhere to these.
• The Employer reserves the right to stop unsafe activities.
• Must designate personnel responsible for Occupational Health and Safety.

• The Service Provider must comply with all applicable environmental legislation, including:
• National Environmental Management Act 1998.
• National Heritage Resources Act 1999.
• National Water Act 1998.
• Spatial Planning and Land Use Management Act 2013.
• Other relevant acts listed in the legislative framework.

• The contract includes detailed specifications for leasing property, managing municipal accounts, alienating surplus land, and valuations.
• Penalties are specified for non-compliance and failure to subcontract.
• The Service Provider must maintain adequate insurance (public liability, professional indemnity) and is responsible for all data accuracy entered into the ITIS system.
• Upon contract termination, all data paid for by the Employer must be transferred and deleted from the Service Provider's records.
• Ethical standards require ensuring value for money, accountability, confidentiality, transparency, avoiding conflicts of interest, and fostering professional competence.
• Ownership of documents and data produced or procured at the Employer's cost rests with the Employer.
• Subcontractors must be paid within 7 days of SANRAL payment or 30 days of invoice.
• The contract includes provisions for establishment costs, time-related obligations, and transitional arrangements with the previous service provider.

• Evaluation will involve justifiable criteria aimed at achieving maximum benefit and a client-directed quality service.
• The Service Provider is expected to use resources optimally to provide maximum benefit to the Employer.
• Compliance with the Subdivision of Agricultural Land Act 1970 is noted as part of the legislative framework.

The purpose of the contract for Property Administration Services is to administer the

immovable properties of the Employer.

2. Scope

Interested experienced parties are to provide a range of immovable property administration

services under one contract.

The services to be provided can broadly be categorised as follows below.

2.1 Description of the works

2.1.1 Nature of work

The description of the project contained in this section is merely an outline of the services and

shall not limit the work to be carried out by the Service Provider under this contract.

Approximate quantities of each type of work to be carried out in accordance with the contract

documents are listed in the Pricing Schedule bound in this volume.

The nature of the work is primarily immovable property administration, but financial, legal,

security, GIS and IT skills are also essential for the success of the contract.

The Service Provider will be required to deal with illegal occupations on a regular basis, and

on an ad-hoc basis, deal with land invasions (including trespassing, etc.) on the Employer’s

properties. The Service Provider will negotiate lease agreements, collect rentals and fees,

seek to raise income from the Employer’s properties and pay the rental amounts for leased

properties on behalf of the Employer.

The Service Provider shall also manage municipal accounts and pay them on behalf of the

Employer. When disposing of identified surplus land (outside the road reserves), the Service

Provider shall provide administrative services as required including the procurement of buyers.

The Service Provider shall also assist the Employer if required with the further administrative

services to procure Service Providers and Contractors to carry out alterations to the offices or

properties of the Employer. Specifically, the Service Provider shall (a) compile tenders, (b)

advertise tenders, (c) report on tenders and progress, (d) prepare memorandums and

submissions, (e) follow all required governance including having BSC, BEC and BAC processes,

(f) attend to deed of sale agreements, property transfer processes, and any other related

property disposal processes as applicable in terms of the applicable legislation and regulations,

and (g) be responsible for reporting.

The Service Provider must also provide a financial service, including debt collection, determine

the contingent liability of the Employer with respect to municipal accounts, and reporting.

The Service Provider must subcontract no less than 30% of the value of the Contract to blackowned entities (note: fixed costs and provisional sums form part of the value of the contract),

including full compliance with the requirements as per FORM A18.

Appointment of a service provider for the property administration services for a period of five (5) years.

SANRAL Request for Tender No: SANRAL HO 1005/68120/2025/01RR of 121

2.1.2 Detailed description of the project

The contract will include the following services:

2.1.2.1 Managing illegal occupations, land invasions, and related legal services. The Service

Provider is expected to ensure the implementation of measures to prevent illegal

occupation and land invasion. Where illegal occupation and/or land invasion has

occurred, to prevent further occurrence of the aforementioned, the Service Provider

shall obtain instruction from Employer to appoint suitable legal representation to

ensure that SANRAL regains possession of the invaded or occupied land through

litigation;

2.1.2.2 Collecting fees and levies with respect to the statutory consents issued by the

Employer, such as from Service and Rest Facility (RSF) Areas, telecommunication

(fibre, cell-masts), outdoor advertising, etcetera;

2.1.2.3 Leasing properties and related processes, including security, maintenance, repairs,

fire breaks, clearing, inspections, lease diagrams and related matters;

2.1.2.4 Appointing and managing litigation firms instructed to institute legal proceedings for

collection of arrear rentals and/or unpaid fees due to SANRAL emanating from the

Service Providers responsibilities;

2.1.2.5 Checking municipal accounts, and paying them;

2.1.2.6 Providing contingent rates liability statements;

2.1.2.7 Alienating identified surplus land;

2.1.2.8 Valuing land and property for disposal and leasing; and

2.1.2.9 Procuring other service providers for alterations, municipal valuation rolls and

objection processes to contest valuations, etcetera.

The “Specifications” included as Appendix A describe all and each of the functions

to be performed under the contract in details.

2.1.3 General Requirements

2.1.3.1 The Service Provider must plan its operations to allow it to outsource 30% or more of

its work, manage their subcontractors, perform property administration as required, submit

reports and enter data into the Employer’s computer system (information technology systems)

such as document management system, ITIS, PIMS, and any other relevant systems, and

meet the deadlines stipulated in the Specifications. It is important to consider that the

Employer has the stated computer systems which must be utilised for recording of

transactions, as required by the Employer. The Employer will also require Full Integration of

Systems with the Service Provider now and in the future as the environment changes.

2.1.3.2 Data must be entered into ITIS, which is the acronym for the “Integrated Transport

Information System”. ITIS includes interfaces that the Service Provider must use to enter data,

generate reports, measure progress and coordinate the various aspects of the Service

Provider’s work. Each user of the interface will be required to register on the system. Guidance

in the use of the system is provided in the ITIS guidelines.

2.1.3.3 Whilst ITIS is a system that maintains certain checks and balances and is approved of

and regarded by the Auditor-General as the definitive record of the Employer’s land portfolio,

the Service Provider shall maintain adequate skills, training levels, quality management

procedures and information technology resources to ensure that by the time data is entered

Appointment of a service provider for the property administration services for a period of five (5) years.

SANRAL Request for Tender No: SANRAL HO 1005/68120/2025/01RR of 121

into ITIS, it is of such a quality that it will withstand any enquiry into its reliability as a source

of accurate information. The Employer retains the right, at any time, to require of the Service

Provider to produce its quality management procedures to provide evidence of its diligence

with regard to quality management. In order to be able to deal with audit queries, the Service

Provider shall provide the Employer with copies of its quality management system and shall

accept that these documents may be used verbatim, or in an adapted form to further enhance

the specifications of future contracts.

2.1.3.4 A Work Programme required to be developed by the Service Provider at the start of

the contract must be updated regularly for discussion in the monthly progress meetings

between the Service Provider and the Employer.

2.1.3.5 The Service Provider shall be required to adhere to the requirements of Occupational

Health and Safety legislation and be especially prudent to maintain safety procedures

whenever staff travels and works. An OHS Officer who is a specialist in the field must be in

the employment of the Service Provider.

2.1.3.6 The Service Provider shall consider that any erroneous work produced will be required

to be corrected at its own cost and penalties will be imposed for delayed completion of works.

2.1.3.7 The Service Provider shall consider that accuracy of data is paramount and that work

must be carried out within the accuracies and tolerances generally accepted by and adhered

to by the members of professional bodies which govern the work disciplines to be involved in

the contract.

2.1.3.6.8 Payments will be made monthly to the Service Provider upon the presentation of

detailed monthly certificates, and where indicated in the specifications, must be supported by

copies of invoices of actual expenses incurred. Remuneration will be based on the principle of

payment being made for all work done to-date, less all previous payments. This method is

entirely “self-healing” in the sense that any inaccuracies of measurement are automatically

corrected in later claims, without the need for credits and debits to be made, which complicate

accounting.

2.1.3.6.9 The Service Provider’s attention is drawn to the numerous Acts and Regulations that

apply to the various disciplines of work to be carried out. In addition, it must be noted that

the Employer is a State-owned enterprise that operates as a Limited Company, and as a result

is governed by such legislation as the Treasury Regulations, the Preferential Procurement Act,

Public Finance Management Act (PFMA) and others more fully described in the Specifications,

or which may be applicable without reference to them in the Specifications. The bidder must

take note that relevant information pertaining to legislation, policies and procedures if so

required will be communicated with the successful bidder, and not at tender stage.

2.1.3.6.10 The Service Provider shall maintain a Risk Register for the purposes of mitigating

any risks identified to potentially affect the business of the Service Provider and that of the

Employer.

2.1.3.6.11 The Service Provider shall be required to produce Regular Reports and Summaries

of Work Planned, Work in Progress and Work Completed. Although most of these reports will

be able to be generated by the ITIS system, the Service Provider will be required to produce

other reports, such as Financial Reports and Reports of Actions taken during the carrying out

of its duties from its own records and make data transfers to the Employer.

Appointment of a service provider for the property administration services for a period of five (5) years.

SANRAL Request for Tender No: SANRAL HO 1005/68120/2025/01RR of 121

2.1.3.6.12 All data collected by the Service Provider belongs to the Employer and shall not be

disclosed to third parties without the knowledge and written permission of the Employer and

may not be used to place the Service Provider in any position of advantage during or after the

termination of the contract. Any transgression of this requirement may be adequate reason

for the Employer to terminate the contract.

2.1.3.6.13 The Service Provider shall be required to maintain high ethical and professional

standards in the carrying out of its duties, actively combat any form of fraud or corruption and

shall avoid placing the Employer in any embarrassing or untenable position. The Service

Provider shall pursue the objectives of creating fair competition in the property sector, always

strive to obtain fair value for money and efficiency and observe the highest levels of corporate

governance.

2.1.3.6.14 Other than is provided for in the Establishment and Time Related Costs section of

the Specifications for a Property Administration Service, no specific mention is made of dayto-day administration, staffing, offices, office equipment, profit, etcetera, and neither are these

items measured and paid for separately, as these costs are deemed to be covered by the rates

tendered.

2.1.3.6.15 The Service Provider must note that certain Targets are set in the Specifications for

work that must be carried out by subcontractors of the Service Provider. The purpose of these

targets is twofold, firstly to provide the Service Provider with a known quantity of work that

will keep its employees fully occupied and which will enable peaks in workload to be performed

by others and, secondly, to provide for transformation and the engaging of black enterprises

and individuals that would otherwise have insufficient resources to tender for and perform the

whole of the works. The sub-contracting requirements of the works is described in this RFT

document and Specifications. It is a requirement that 30% by total value of the contract

tendered must be subcontracted to black-owned entities. The Service Provider shall pay all its

sub-contractors within 7 days of receiving payment from SANRAL or within 30 days of receiving

a valid and undisputed invoice from sub-contractor, whichever occurs first. The service

provider should not put sub-contractors at a disadvantage regarding payment due to them,

even in cases the service provider has not been paid by SANRAL. However, SANRAL will

endeavour to honour payment certificates, as stipulated in this RFT and/or Specifications. The

bidder should comply with A2110 as detailed regarding subcontractors’ procurement and

management of security services for SANRAL’s Property Portfolio? PC Sum include

subcontractors’ procurement and management of security services for SANRAL’s Property

Portfolio. An hourly rate should be indicated as part of the A21.07 Compiling or amending

proforma procurement documents. The details of the required sub-contractor as per Form

A18, clause 6.1.1 (ii)- the name of the sub-contractor shall be provided to the Employer after

the bidder has been appointed as successful bidder (post award); however, the bidder must

fully comply by committing to all the other sections of 6.1 including all other requirements to

BBBEE requirements in terms of this RFT.

2.1.3.6.16 The contract provides for two transition periods; (a) one to pick up the services

from the previous Service Provider, and (b) another to terminate and hand-over the services

to the next Service Provider. It must be noted that at the beginning of this contract, the

Service Provider shall be obliged to hire the previous Service Provider in the form of a

nominated subcontractor until the handover has been completed, which is expected to last 3

Appointment of a service provider for the property administration services for a period of five (5) years.

SANRAL Request for Tender No: SANRAL HO 1005/68120/2025/01RR of 121

(three) months, but may extend to 4 (four) months because of the industry shutdown period,

including festive season or any other related matter.

2.1.3.6.17 A period will follow during which the Service Provider conducts its business under

Probation, as described in the Specifications and Agreement. Once the Service Provider has

successfully completed its probationary period, it will be required to fully provide the services

described and specified until 3 (three) months before the termination of the contract.

Within the last 3 (three) months of the contract, the Service Provider will be required to wind

down its operations in accordance with a Pre-Programmed Plan and hand over the services

rendered to a new Service Provider that will be appointed after a further tendering process.

2.1.3.6.18 The documents and files belonging to the Employer are required to be managed by

the Service Provider. A list of available file numbers is provided and must be adhered to, while

the requirements of the National Archives and Records Service must be followed.

2.1.3.6.19 Provision is made for the reimbursement of travel and subsistence expenses

incurred in the course of carrying out the duties of the Service Provider.

2.1.3.6.20 Annual and monthly budgeting and financial record keeping and control

requirements must be adhered to at all times.

2.1.3.6.21 Penalties will be imposed on the Service Provider for a variety of failures to conduct

its business to the satisfaction of the Employer.

2.1.3.6.22 The Employer shall insource some or all scope of works, from time-to-time, as the

Employer builds internal capacity to perform the property administration services; and the

Service Provider must comply with all requirements to ensure efficient transition to fulfil the

insourcing objectives.

2.1.4 Time for completion

The Time for Completion of the Works shall be 5 years from the Commencement Date.

2.1.5 Occupational health and safety

The Service Provider must engage the services of a suitably qualified person to analyse its

operations and prepare the required documentation required in terms of the Occupations

Health and Safety Act (Act ) and regulations, and thereafter to consistently monitor

the safety of the Service Provider and deal with any accident or incident covered by the Act.

2.1.6 Changes to scope of work

It is a condition of this contract that the employer reserves the right to limit the total

expenditure on the Works due to possible budget constraints. Should the tender sum exceed

the budgeted amount, the scope of the works may be reduced at any time before or during

the contract period to ensure that the final contract amount does not exceed the budgeted

amount. Furthermore, the Employer may during this period or any other period during the

contract term elect to insource some or all scope of works without any penalties to the

Employer provided sufficient notice has been given to the Service Provider, which notice shall

not be less than 3 (three) months.

Appointment of a service provider for the property administration services for a period of five (5) years.

SANRAL Request for Tender No: SANRAL HO 1005/68120/2025/01RR of 121

2.1.7 Integrated transportation information system

The Employer has developed a comprehensive information management tool called ITIS

(Integrated Transportation Information System) to address all facets of its strategic and

tactical planning, design, construction and maintenance of the entire road network. This

provides support for the management tasks of the Employer and allows its personnel to make

technical decisions more quickly and efficiently.

ITIS is an integrated approach to the sharing and inter-relating of technical performance

information for the Employer and relies on people following procedures to populate the system

with data. ITIS currently consists of the following platforms:

i) ITIS Web – Web enabled portal providing online access to various functions,

workflows and reports.

ii) ITIS Desktop – Offline data capture tool enabling the capture of information offline,

validation and then synchronisation of data with the ITIS database.

iii) ITIS Mobile – Application (Android 6 or later) that allows the in-field capture of

information using a smart phone or tablet (must have camera and GPS), validation

and then synchronisation of data with the ITIS database. This system is under

development and is not yet ready for use.

Currently, the Employer utilises the SAP system. The Service Provider will be required to

familiarise itself with SAP features to improve efficiencies and ensure effective management

of the contract. Should the system changes, the Service Provider shall utilise the changed

system and features to ensure efficient integration of systems.

2.1.8 Requirements in respect of the use of itis

The repository of all property related data is the Employer’s computer database, accessed

through the ITIS interface. If needed, the Service Provider shall be furnished, at no cost, with

adequate licensed software to enable it to enter data into the Employer’s database, view it

graphically though the GIS system (at present, GeoMedia) and to record documentation into

the Employer’s document management system (EDMS).

Data is displayed by means of a GIS, which is the best way of identifying data that is spatially

incorrect and provides scope for a variety of facilities for viewing data graphically, or in tabular

form.

The system is capable of producing numerous reports which have been coded into the system.

It is possible for the Service Provider to have other reports suited to its particular needs

programmed into ITIS. Requests for new reports must be discussed with the Employer, who,

in its sole and absolute discretion, may accede to or refuse any request for a new report.

The Service Provider must note that ITIS shall be available at least 90% of time between

08h00 and 17h00, Monday to Friday and that any problems with the system will be dealt with

as soon as is possible by the Employer. Although attention to problems cannot be guaranteed

after hours, access to the system will still be possible. The Service Provider shall note that

downtime shall only be measured from the time at which any problems are reported to the

Employer. The Service Provider shall also ensure SANRAL has access to WinDeed for a

maximum of 6 employees to be identified as part of the work programme.

Appointment of a service provider for the property administration services for a period of five (5) years.

SANRAL Request for Tender No: SANRAL HO 1005/68120/2025/01RR of 121

Although ITIS is by no means failproof and will not warn the user of erroneous input in respect

of all data, it includes a variety of quality management features that will alert the Service

Provider of data that does meet with data tests defined by the Employer. Quality management,

accuracy and quality control shall always remain the ultimate responsibility of the Service

Provider.

The manual for the employment data capture system within ITIS will be shared with the

successful bidder. The ITIS Manual shared with this RFT is sufficient for the purposes of this

RFT and should be sufficient to respond to this RFT [Attached is the ITIS Desktop Project

Information Module (PIM) – User Manual, reflecting the latest updates as of

October 2025. This covers all elements, including Upload of Beneficiary data;

Upload of Vendor data; Project Expenditure data and Invoice Upload; Project

Employment data; and Timesheet/Proof of Payment upload; Project Training data

etc.].

SANRAL ICT is responsible for ITIS and any enhancements thereto. Should a new report be

required, as specification / business need will be required and assigned to a relevant SANRAL

developer/report-author. SANRAL ICT is adequately capacitated and fully able to develop and

generate the required reports, should such support be needed.

Upon commencement of the contract, the Service Provider shall be required to attend training

on the use of ITIS and familiarise itself with the data that is contained on the database behind

the ITIS interface.

2.1.9 Personnel requirements

11 Key Persons Required for this RFT

The names of the Service Provider’s key persons are shown in FORM B3 and FORM B18

Contract Data – Information must be provided by the Tenderer.

The Key Persons required for this contract are as follows:

1. Contract Manager - with experience in immovable property contract management.

2. Service Provider’s Representative - with experience in immovable property administration

services.

3. Occupational Health and Safety officer – experienced OHSO and registered with SACPCMP

or South African Institute of Occupational Safety and Health (SAIOSH).

4. Illegal Occupation and Land Invasion Manager - an admitted attorney experienced in

managing illegal occupations and land invasions and duly registered with the Legal Practice

Council. Such a person must have proven post-admission experience in this area, particularly in

handling evictions, interdicts, and related proceedings.

5. Property Manager – with experience in handling all aspects of an immovable property portfolio.

6. Municipal Accounts Manager - experience dealing with multiple municipal accounts per annum.

7. Accountant – experienced Accountant and registered with SAICA or SAIPA or CIMA or

equivalent.

8. GIS Specialist – experienced GIS Specialist and registered with SA Geomatics Council.

9. IT Specialist – experienced as IT Specialist.

10. Property Valuer – experienced and registered with the South African Council for the Property

Valuers Profession (SACPVP) as Professional Valuer (PR Val) or Professional Associated Valuer

(Pr. Aval), with no restrictions.

11. Financial Manager - experienced and registered with SAICA or SAIPA or CIMA or equivalent.

Appointment of a service provider for the property administration services for a period of five (5) years.

SANRAL Request for Tender No: SANRAL HO 1005/68120/2025/01RR of 121

For any proposed change in key personnel during the contract, the Service Provider shall

submit the name and particulars of the key persons the Contractor proposes to appoint to the

Employer for consideration. The Service Provider shall not, without the prior consent of the

Employer, revoke the appointment of the Service Provider’s key personnel or appoint a

replacement.

The Employer shall, if it so chooses, second a maximum of 4 (four) of its own employees to

perform duties under the scope of works for training, skills transfer and in-sourcing purposes

at any time during the term of this contract. These employees will be additional to the Service

Providers key persons listed above; and this is in no shape or form intended to replace the

required Service Provider’s key persons. The seconded employees of SANRAL shall be paid by

the Employer and will form part of the Employer's payroll, including employer-employee

contractual arrangements, Labour Relations Act, as amended, Basic Conditions of

Employment Act, as amended, and any other application legislation and policies of

SANRAL. The Service Provider shall ensure that the SANRAL employees have full and

unfettered access to all of the Service Provider’s Operational Systems, including but not limited

to ICT, Financial, Property Administration, Legal, Security, and any other that the Employer

shall identify from time-to-time during the term of the contract. Failure to comply with this

minimum requirement will attract penalties as specified below in 2.1.10 and detailed in the

Specifications.

Working Hours

The working hours and holiday for staff are as applicable in the Basic Conditions of Employment

Act of 1997 (Act ), as amended.

2.1.10 Penalties

The Service Provider shall consider that provision has been made in the “Specifications in

Section A1600” for the imposition of penalties on a monthly basis, and at the end of the

contract.

The penalty system covers all infringements of, and failures to comply with the Specifications,

with penalties that range from as little as R5 000, to as much as R75 000. Serious

infringements may lead to termination of the contract (See A1606).

The penalty system will also penalise the Service Provider if it fails to meet the contract

participation requirements, with as much as 15% of the contract being at stake, as per A2100.

The penalty system is moderated by allowing the Service Provider to deduct a specified number

of bonus points for satisfactory and good performance.

2.1.11 Insurance

The Service Provider is required to provide the following insurances:

(a) Insurance against Professional indemnity: Cover is: R15 000 000-00 for Period of

cover: 5 years

(b) Insurance against General Public Liability: Cover is: R 15 000 000-00 for Period of

cover: 5 years

Appointment of a service provider for the property administration services for a period of five (5) years.

SANRAL Request for Tender No: SANRAL HO 1005/68120/2025/01RR of 121

The Tenderer shall complete FORM B22.

The contracting party/s should have adequate insurance. Tenderers shall be required to

provide evidence of adequate insurance.

2.1.12 Performance gruarantee

The provision of a Performance Guarantee will be required under this Contract for an amount

of 1.00% of the Total Tender Price, excluding VAT. See FORM B18 and FORM B20.

2.1.13 Commencement

The time to commence the performance of the Services will be 14 days after signing of the

contract. The Contract is concluded 5 (five) calendar years after commencement.

Appointment of a service provider for the property administration services for a period of five (5) years.

SANRAL Request for Tender No: SANRAL HO 1005/68120/2025/01RR of 121

Section 4

Evaluation methodology, criteria and returnable documents

4.1 STEP ONE: Test for Responsiveness (Mandatory Requirements)

The test for administrative responsiveness will include the following:

Administrative responsiveness check

• Bid received before closing date and time
• Bidder has completed SECTION 1: SBD1 Form
• Bidder has submitted a Signed Price Offer and Price Schedule
• Bidder has attended a Compulsory Briefing Session
• Registered on National Treasury Central Supplier Database at the

closing of tender.

• Audited Annual Financial Statements (AFS) for at least a minimum

period of one (1) year (Note: if a bidder is a Joint Ventures (JV), it

must provide audited AFS for each company in the JV).

The test for administrative responsiveness [Step One] must be passed for a

Respondent’s Proposal to progress to Step Two

4.2 STEP TWO: Functionality evaluation scoring matrix

Note to Tenderer:

(a) The Tenderer is required to achieve a threshold score on this functionality

assessment to proceed to the next step [Step Three: Pricing].

The Tenderer must obtain a minimum of 60 out of 100 points (60%) to be regarded

as responsive. Bids that do not meet the minimum functionality score as indicated,

will be regarded as nonresponsive, and will not proceed to evaluation on price and

preference points.

Functionality evaluation scoring matrix:

Description of Functionality Criteria Point Maximum

allocation Points

Key Persons

Key persons shall be used to calculate the technical experience and managerial

ability score. Each proposed candidate shall complete all the relevant FORM B

included in the Returnable Schedules. When a proposed candidate for any

position is not in the permanent employ of the tenderer but a contracted person, this

must be indicated on FORM B2 and FORM B3. A signed letter of consent from

the candidate must be submitted with the relevant B-forms. The Contract Manager

and Service Provider’s representative must be in the permanent employment of the

company, or one of the JV partners.

1) Contract Manager’s – experience in immovable property contract

management - [FORM-B4]

• 8 years or more experience in immovable property contract management. 10
• 5 to 7 years’ experience in immovable property contract management. 5 10
• 1 to 4 years’ experience in immovable property contract management. 1
• Less than 1 years’ experience in immovable property contract management. 0

Appointment of a service provider for the property administration services for a period of five (5) years.

SANRAL Request for Tender No: SANRAL HO 1005/68120/2025/01RR of 121

2) Service Provider’s Representative – experience in immovable property

administration services - [FORM-B5]

• 8 years or more experience in immovable property administration services. 5
• 5 to 7 years’ experience in immovable property administration services. 3 5
• 1 to 4 years’ experience in immovable property administration services. 1
• Less than 1 years’ experience in immovable property administration services. 0

3) Occupational Health and Safety Officer - experienced OHSO and

registered with the South African Council for the Project and Construction

Management Professions (SACPCMP) or South African Institute of

Occupational Safety and Health (SAIOSH) - [FORM-B6]

• OHS Officer with 8 years or more experience and registered with SACPCMP or 5

South African Institute of Occupational Safety and Health (SAIOSH).

• OHS Officer with 7 to 8 years' experience and registered with registered with 3

SACPCMP or South African Institute of Occupational Safety and Health

(Saiosh).

• OHS Officer with 4 to 6 years' experience and registered with registered with 2 5

SACPCMP or South African Institute of Occupational Safety and Health

(Saiosh).

• OHS Officer with 1 to 3 years' experience and registered with registered with 1

SACPCMP or South African Institute of Occupational Safety and Health

(Saiosh).

• OHS Officer with less than 1 years’ experience with or without registration with 0

SACPCMP or South African Institute of Occupational Safety and Health

(Saiosh).

4) Illegal Occupation and Land Invasions Manager – an admitted attorney

experienced in managing illegal occupations and land invasions and duly

registered with the Legal Practice Council. Such a person must have

proven post-admission experience in this area, particularly in handling

evictions, interdicts, and related proceedings - [FORM-B7]

• Professional with 8 years or more experience managing illegal occupations and 10

land invasions, an admitted attorney and duly registered with the Legal Practice

Council. Such a person must have proven post-admission experience in this

area, particularly in handling evictions, interdicts, and related proceedings.

• Professional with 4 to 7 years’ experience managing illegal occupations and 5 10

land invasions, an admitted attorney and duly registered with the Legal Practice

Council. Such a person must have proven post-admission experience in this

area, particularly in handling evictions, interdicts, and related proceedings.

• Professional with 1 to 3 years’ experience managing illegal occupations and 2

land invasions, an admitted attorney and duly registered with the Legal Practice

Council. Such a person must have proven post-admission experience in this

area, particularly in handling evictions, interdicts, and related proceedings.

• Professional with less than 1 years’ experience managing illegal occupations 0

and land invasions, an admitted attorney and duly registered with the Legal

Practice Council.

5) Property Manager’s - experience in handling all aspects of an immovable

property portfolio - [FORM-B8]

• Manage 251 or more immovable properties at the same time [provide an excel

spreadsheet listing 251 immovable properties managed as evidence of

experience and indicate the following: province, title deed number, property 10

description, property physical address, period managing property (from– to

(mm/yyyy)) and category. See Form B8]

Appointment of a service provider for the property administration services for a period of five (5) years.

SANRAL Request for Tender No: SANRAL HO 1005/68120/2025/01RR of 121

• Managed 151 to 250 immovable properties at the same time [provide an excel 7

spreadsheet listing between 151 to 250 immovable properties managed as

evidence of experience and indicate the following: province, title deed number,

property description, property physical address, period managing property

(from– to (mm/yyyy)) and category. See Form B8]

• Managed 75 to 150 immovable properties at the same time [provide an excel 4

spreadsheet listing between 75 and 150 immovable properties managed as

evidence of experience and indicate the following: province, title deed number,

property description, property physical address, period managing property

(from– to (mm/yyyy)) and category. See Form B8]

• Managed 50 to 74 immovable properties at the same time [provide an excel 3 10

spreadsheet listing between 50 and 74 immovable properties managed as

evidence of experience and indicate the following: province, title deed number,

property description, property physical address, period managing property

(from– to (mm/yyyy)) and category. See Form B8]

• Managed 1 to 49 immovable properties at the same time [provide an excel 1

spreadsheet listing between 1 and 49 immovable properties managed as

evidence of experience and indicate the following: province, title deed number,

property description, property physical address, period managing property

(from– to (mm/yyyy)) and category. See Form B8]

• Managed less than 1 immovable property at the same time [provide an excel 0

spreadsheet listing less than 1 immovable property managed as evidence of

experience and indicate the following: province, title deed number, property

description, property physical address, period managing property (from– to

(mm/yyyy)) and category. See Form B8]

6) Municipal Accounts Manager’s - experience dealing with multiple

municipal accounts per annum - [FORM-B9]

• Experience dealing with 1500 or more accounts per annum [provide an excel 5

spreadsheet listing municipal accounts as evidence and a sworn affidavit]

• Experience dealing with 1000 to 1499 accounts per annum [provide an excel 3

spreadsheet listing municipal accounts as evidence and a sworn affidavit]

• Experience dealing with 501 to 999 accounts per annum [provide an excel 2 5

spreadsheet listing municipal accounts as evidence and a sworn affidavit]

• Experience dealing with 1 to 500 accounts per annum [provide an excel 1

spreadsheet listing municipal accounts as evidence and a sworn affidavit].

• Experience dealing with less than 1 account per annum [provide an excel 0

spreadsheet listing municipal accounts as evidence and a sworn affidavit].

7) Accountant – experienced Accountant and registered with SAICA or

SAIPA or CIMA or equivalent - [FORM-B10]

• Accountant with 10 years or more experience and registered with SAICA or 5

SAIPA or CIMA or equivalent.

• Accountant with 6 to 9 years’ experience with or without registration with SAICA 3 5

or SAIPA or CIMA or equivalent.

• Accountant with 3 to 5 years’ experience with or without registration with SAICA 2

or SAIPA or CIMA or equivalent.

• Accountant with 1 to 2 years' experience with or without registration with SAICA 1

or SAIPA or CIMA or equivalent.

• Accountant with less than 1 years' experience with or without registration with 0

SAICA or SAIPA or CIMA or equivalent.

8) GIS Specialist – experienced GIS Specialist and registered with SA

Geomatics Council - [FORM-B11]

Appointment of a service provider for the property administration services for a period of five (5) years.

SANRAL Request for Tender No: SANRAL HO 1005/68120/2025/01RR of 121

• GIS specialist with 10 years or more experience and registered with SA 10

Geomatics Council.

• GIS specialist with 6 to 9 years’ experience and registered with SA Geomatics 7

Council. 10

• GIS specialist with 4 to 5 years’ experience and registered with SA Geomatics 4

Council.

• GIS specialist with 1 to 3 years’ experience and registered with SA Geomatics 1

Council.

• GIS specialist with less than 1 years’ experience and registered or not 0

registered with SA Geomatics Council.

9) IT Specialist – experienced as IT Specialist - [FORM-B12]

• IT specialist with 10 years or more experience. 5
• IT specialist with 6 to 9 years’ experience. 3
• IT specialist with 4 to 5 years’ experience. 2 5
• IT specialist with 1 to 3 years’ experience. 1
• IT specialist with less than 1 years’ experience. 0

10) Property Valuer – experienced and registered with the South African

Council for the Property Valuers Profession (SACPVP) as Professional

Valuer (PR Val) or Professional Associated Valuer (Pr. Aval), with no

restrictions - [FORM-B13]

• Property Valuer with 10 years or more experience. 5
• Property Valuer with 6 to 9 years’ experience. 3 5
• Property Valuer with 4 to 5 years’ experience. 2
• Property Valuer with 1 to 3 years’ experience. 1
• Property Valuer with less than 1 years’ experience. 0

11) Financial Manager – experienced and registered with SAICA or SAIPA or

CIMA or equivalent - [FORM-B14]

• Financial manager with 10 years or more experience and registered with SAICA 10

or SAIPA or CIMA or equivalent.

• Financial manager with 6 to 9 years’ experience and registered with SAICA or 7

SAIPA or CIMA or equivalent.

• Financial manager with 3 to 5 years’ experience and registered with SAICA or 4

10 SAIPA or CIMA or equivalent.

• Financial Manager with 1 to 2 years’ experience with or without registration with 1

SAICA or SAIPA or CIMA or equivalent.

• Financial Manager with less than 1 years’ experience and not registered with 0

SAICA or SAIPA or CIMA or equivalent.

12) Objections made in terms of section 50 of the MPRA, Act (In the 5

last 5 years may be chosen) - [FORM-B23]

• 800 or more objections per annum. 5
• 501 to 799 objections per annum. 3
• 101 to 500 objections per annum. 2
• 1 to 100 objections per annum. 1
• Less than 1 objection per annum. 0

13) Queries made in terms of section 78 of the MPRA, Act (In the

last 5 years may be chosen) - [FORM-B24]

• 100 or more Queries per annum. 5
• 71 to 99 Queries per annum. 3 5
• 31 to 70 Queries per annum. 2

Appointment of a service provider for the property administration services for a period of five (5) years.

SANRAL Request for Tender No: SANRAL HO 1005/68120/2025/01RR of 121

• 1 to 30 Queries per annum. 1
• Less than 1 Query per annum. 0

14) Appeals made in terms of section 54 of the MPRA, Act (In the

last 10 years may be chosen) - [FORM-B25]

• 5 or more Appeals per annum. 5
• 3 to 4 Appeals per annum. 3 5
• 2 Appeals per annum. 2
• 1 Appeal per annum. 1
• Less than 1 Appeal per annum. 0

15) Calculation of contingent rates liability amounts involving 100 immovable

properties (In the last 5 years may be chosen) - [FORM-B26]

• 100 or more immovable properties. 5
• 70 to 99 immovable properties. 4 5
• 30 to 69 immovable properties. 3
• 1 to 29 immovable properties. 1
• Less than 1 property. 0

Total Points 100

The minimum number of evaluation points for quality evaluation criteria is not less than 60

points. The tenderer/s that meet the minimum points will be evaluated further in terms of price

and preference points as stated.

The minimum threshold for technical/functionality [Step TWO] must be met or

exceeded for a Respondent’s Proposal to form part of Property Administration

Services (Step Three)

4.3 STEP THREE: Minimum Threshold Evaluation and Final Weighted Scoring

a. Price and Specific Goal: SANRAL will utilise the following formula in its

evaluation of Price:

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

80/20 or 90/10

 Pt − P min   Pt − P min  Ps = 80 1 − or Ps = 90 1 −  P min   P min 

Where

Ps = Points scored for comparative price of bid under consideration

Pt = Comparative price of bid under consideration

Pmin = Comparative price of lowest acceptable bid

Appointment of a service provider for the property administration services for a period of five (5) years.

SANRAL Request for Tender No: SANRAL HO 1005/68120/2025/01RR of 121

Specific goals Criteria 10 points 20 points

Point Maximum Point Maximum

allocation points allocation points

B-BBEE Level Level 1 10.00 20.00

Level 2 9.00 18.00

Level 3 6.00 14.00

Level 4 5.00 12.00

Level 5 4.00 8.00

Level 6 3.00 6.00

10.00 20.00 Level 7 2.00 4.00

Level 8 1.00 2.00

Non- 0.00 0.00

compliant

contributor

b. Specific Goals [Weighted score 20 point]

• Specific goals preference points claim form

• Preference points will be awarded to a bidder for attaining the specific goals

requirements in accordance with the table indicated in the specific goals Claim Form.

4.4 STEP FOUR: Post Tender Negotiations (PTN) (if applicable)

• Respondents are to note that SANRAL may not award a contract if the price offered is

not market related. In this regard, SANRAL reserves the right to engage in PTN with

the view to achieving a market-related price. Moreover, SANRAL reserves the right to

cancel the tender, in its discretion, if the PTN does not yield satisfactory outcome.

• Negotiations will be done in a sequential manner i.e.;

− First, negotiate with the highest ranked bidder, and in SANRAL’s discretion may

elect to cancel the bid, should such negotiations fail;

− Second, negotiate with the 2nd and 3rd ranked bidders (if required) in a sequential

manner;

• In the event of any Respondent being notified of such short-listed/preferred bidder

status, his/her bid, as well as any subsequent negotiated Best and Final Offers

(BAFO), will automatically be deemed to remain valid during the negotiation period and

until the ultimate award of business; and

Appointment of a service provider for the property administration services for a period of five (5) years.

SANRAL Request for Tender No: SANRAL HO 1005/68120/2025/01RR of 121

• Should SANRAL conduct post tender negotiations, Respondents will be requested to

provide their Best and Final Offers to SANRAL based on such negotiations. Where a

market related price has been achieved through negotiation, the contract will be

awarded to the successful Respondent(s).

4.5 STEP FIVE: Award of business and conclusion of contract

• Immediately after approval to award the contract has been received, the successful or

preferred bidder(s) will be informed of his/their Tender bid by way of a Letter of Award.

Thereafter, the final contract will be concluded with the successful Respondent(s).

• Otherwise, a final contract will be concluded and entered into with the successful

Bidder at the acceptance of a letter of award by the Respondent.

• Respondents are to note that, on award of business, SANRAL is required to publish

the tendered prices of the successful and unsuccessful Respondents inter alia on the

National Treasury e-Tender Publication Portal, (www.etenders.gov.za), as required per

National Treasury Instruction Note /2023 as well as SANRAL website. [This

is not applicable if RFT was not advertised on National Treasury e-Tender

Publication Portal]

• Respondents declaring a commercial relationship with a DPIP or FPPO are to note that

SANRAL is required to annually publish on its website a list of all business contracts

entered into with DPIP or FPPO. This list will include successful Respondents, if

applicable.

Appointment of a service provider for the property administration services for a period of five (5) years.

SANRAL Request for Tender No: SANRAL HO 1005/68120/2025/01RR of 121

• Closing Date and Time: Tuesday, 14 July 2026 at 11:00 AM.
• Compulsory Briefing: Tuesday, 23 June 2026 at 14:00 via virtual platform (Microsoft Teams). Link and passcode provided. Attendance is mandatory; late arrivals not permitted.
• Enquiries Deadline: Friday, 03 July 2026 at 16:00. No queries accepted after this date.
• Validity Period: Bids remain valid for 90 working days from the closing date.
• Contract Duration: Five years from commencement date.

Briefing session 23 june 2026 @ 14h00

• Procurement Office: Contact for bidding procedure enquiries.
• Email: [email protected]
• Physical Submission Address: SANRAL COC, 36 Assegaai Wood Road, The Reeds, Centurion 0157.
• Tender Box GPS Coordinates: Provided via link (https://share.google/X1drxPpwHeYkATAGP).
• No telephone number specified.

• Submit one original hard copy and one electronic copy (e.g., USB memory stick) by the closing date and time.
• Clearly mark the envelope with the RFT reference number and address to: SANRAL COC, 36 Assegaai Wood Road, The Reeds, Centurion 0157.
• Include bidder details on the back of the envelope.
• No telegraphic, emailed, or faxed bids will be accepted.
• Bids must be placed in the tender box by 11:00 AM on Tuesday, 14 July 2026.
• Bids are binding for 90 working days from the closing date.
• Properly motivated alternatives may be submitted but only if a compliant offer is also provided.
• Disqualification risks: furnishing misleading or incorrect information, collusion, failure to attend the compulsory briefing, or failure to register on the Central Supplier Database (CSD).

Closing date: 14 july 2026 closing time: 11:00 AM

Unable to extract eligibility criteria

• Scope: Provide immovable property administration services for SANRAL's property portfolio for five years.
• Key Services Include: Managing illegal occupations and land invasions (including legal proceedings), collecting fees and levies, leasing properties (including security, maintenance, inspections), managing municipal accounts (checking and paying), alienating surplus land, property valuation, and procuring other service providers for alterations.
• Systems Integration: Must use SANRAL's systems including ITIS (Integrated Transport Information System), SAP, and document management systems. Full integration and data entry into ITIS required.
• Subcontracting: Minimum 30% of contract value must be subcontracted to black-owned entities.
• Personnel Requirements: Eleven key persons required with specific qualifications and registrations (e.g., Contract Manager, OHS Officer registered with SACPCMP/SAIOSH, Illegal Occupation Manager admitted attorney, Property Valuer registered with SACPVP).
• Quality and Reporting: Maintain quality management procedures, produce regular reports (work planned, in progress, completed), and adhere to data accuracy standards.
• OHS: Employ a specialist OHS Officer and comply with Occupational Health and Safety legislation.
• Insurance: Required professional indemnity and public liability insurance of R15 million each for five years.
• Performance Guarantee: 1% of total tender price (excluding VAT).
• Contract Changes: SANRAL reserves right to reduce scope due to budget constraints or insource work with three months' notice.

Centurion 0157

Tender Box location GPS Coordinates: (https://share.google/X1drxPpwHeYkATAGP)

1.1.1 Bidders must submit one original hard copy and electronic copy (e.g. USB-memory

stick). Additional supporting information can be provided in a separate file and

cross-referenced in the main submission. The RFT envelope must also contain the

Bidder’s details on the back of the envelope.

1.1.2 No bid may be withdrawn after it has been submitted to SANRAL unless the Bidder

so requests in writing and such request is received by SANRAL before the

scheduled closing date. All bids received by SANRAL on or before the scheduled

closing date and time shall be valid and binding for a period of 90 (Ninety) working

days calculated from the last scheduled closing date (“validity period”). During the

validity period or any extensions to the validity period, bid prices shall remain firm

save only for cost variations as are measurable by the permissible contract price

adjustments as set out elsewhere in this document.

1.1.3 No telegraphic, e-mailed or faxed bids will be accepted.

1.1.4 Properly motivated alternatives may be submitted but will only be considered if a

compliant offer has been submitted. The alternative shall be approached and

priced to the same detail as required by this RFT.

1.1.5 Bidders will be judged on the basis of the information submitted by the due date

as well as additional information as may have been requested by SANRAL. A Bidder

will be disqualified for the furnishing of, misleading or incorrect information, which

accuracy and quality control shall always remain the ultimate responsibility of the Service

A1300 transitional arrangements

A13.01 Engagement of previous Service Provider PC sum 1 R 24 000 000,00 R 24 000 000,00

A13.01(a) Mark up on engaging previous Service Provider Percentage R

A13.02 Plan and program taking on operations Lump sum 1 R R

A13.03 Taking over files and documentation Lump sum 1 R R

A13.04 Taking on operations Month 3mths R R

A13.05 Plan and programme handing over operations Lump sum 1 R R

A13.06 Handing over operations Month 3mths R R

A1300 subtotal transitional arrangements r r

A1400 handling of documentation

A14.01 Purchase of internal file management system PC sum 1 R 200 000,00 R 200 000,00

A14.01(a) Mark up on file management system Percentage R R

A14.02 License charges PC sum 1 R 200 000,00 R 200 000,00

A14.02(a) Mark up on license charges Percentage R R

A1400 subtotal handling of documentation r r

A1500 reimbursable costs

A15.01 Overnight accommodation PC sum 1 R 4 000 000,00 R 4 000 000,00

A15.01(a) Mark up on Accommodation Percentage R R

A15.02 Meals PC sum 1 R 700 000,00 R 700 000,00

A15.02(a) Mark up on meals Percentage R R

A15.03 Flight costs PC sum 1 R 800 000,00 R 800 000,00

A15.03(a) Mark up on flight costs Percentage R R

A15.04 Use of rented Vehicles PC sum 1 R 1 250 000,00 R 1250000,00

A15.04(a) Mark up on rented vehicles Percentage R R

A15.05 Use of private and company vehicles PC sum 1 R 8 000 000,00 R 8 000 000,00

A15.05(a) Mark up on private and company vehicles Percentage R R

A15.06 Acquiring materials and documents PC sum 1 R 200 000,00 R 200 000,00

A15.06(a) Mark up on materials and documents Percentage R R

A15.07 Formal charges PC sum 1 R 600 000,00 R 600 000,00

A15.07(a) Mark up on formal charges Percentage R R

A15.08 Scrutiny, inspections and application fees PC sum 1 R 20 000,00 R 20 000,00

A15.08(a) Mark up on Scrutiny, inspection and application Percentage

• Pricing Format: Submit pricing strictly according to the provided schedule (bill of quantities). All prices in South African Rand, inclusive of VAT.
• Payment Terms: Monthly payments based on detailed certificates, supported by invoices for reimbursable expenses. 'Self-healing' payment method corrects inaccuracies in later claims.
• Performance Guarantee: 1% of total tender price (excluding VAT) required.
• Subcontractor Payment: Pay subcontractors within 7 days of receiving payment from SANRAL or within 30 days of valid invoice, whichever is first.
• Reimbursable Costs: Include travel, accommodation, meals, printing, advertising, and other approved expenses as per schedule.
• Penalties: Financial penalties for non-compliance, ranging from R5,000 to R75,000, and potential contract termination.
• Insurance: Evidence of adequate insurance (professional indemnity and public liability) required.

• Central Supplier Database (CSD): Mandatory registration on National Treasury's CSD. Foreign suppliers without a local entity may be exempt.
• Tax Compliance: Submit Tax Compliance Status (TCS) PIN or certificate. For consortia/JVs/subcontractors, each party must provide separate TCS/CSD details.
• B-BBEE: Submit a B-BBEE Status Level Verification Certificate or sworn affidavit. Preference points awarded based on B-BBEE level.
• Joint Ventures/Consortia: Must submit agreement or written confirmation with percentage split and responsibilities. Consolidated B-BBEE scorecard used for evaluation.
• Legal and Regulatory: Compliance with all applicable national and local laws, including Treasury Regulations, PFMA, and Preferential Procurement Act.
• Foreign Suppliers: Must complete questionnaire; if no local presence, tax registration may not be required.
• Subcontracting: Minimum 30% of contract value to black-owned entities, compliant with FORM A18 requirements.

MAAA B-BBEE STATUS LEVEL [TICK APPLICABLE BOX] B-BBEE STATUS LEVEL [TICK APPLICABLE VERIFICATION SWORN AFFIDAVIT BOX] CERTIFICATE Yes No Yes No [A B-BBEE STATUS LEVEL VERIFICATION CERTIFICATE/ SWORN AFFIDAVIT MUST BE SUBMITTED FOR PURPOSES OF COMPLIANCE WITH THE B-BBEE ACT] Yes No

a result of its issuance of this RFT and/or its receipt of a Proposal in response to it. Please

note that SANRAL reserves the right to:

• modify the RFT’s goods / service(s) and request Respondents to re-bid on any

changes;

• reject any Proposal which does not conform to instructions and specifications which

are detailed herein;

• disqualify Proposals submitted after the stated submission deadline;
• not necessarily accept the lowest priced Proposal or an alternative bid;
• place an order in connection with this Proposal at any time after the RFT’s closing

date;

• award only a portion of the proposed goods / services which are reflected in the

scope of this RFT;

• split the award of the order/s between more than one Supplier/Service Provider

should it at SANRAL’s discretion be more advantageous in terms of, amongst others,

cost or developmental considerations;

• cancel the RFT process;

Appointment of a service provider for the property administration services for a period of five (5) years.

SANRAL Request for Tender No: SANRAL HO 1005/68120/2025/01RR of 121

• validate any information submitted by Respondents in response to this bid. This

would include, but is not limited to, requesting the Respondents to provide

supporting evidence. By submitting a bid, Respondents hereby irrevocably grant the

necessary consent to SANRAL to do so;

• request audited financial statements or other documentation for the purposes of a

due diligence exercise;

• not accept any changes or purported changes by the Respondent to the bid rates

after the closing date and/or after the award of the business, unless the contract

specifically provides for it;

• to cancel the contract and/request that National Treasury place the Respondent on

its Database of Restricted Suppliers for a period not exceeding 10 years, on the

basis that a contract was awarded on the strength of incorrect information furnished

by the Respondent or on any other basis recognised in law;

• award the business to the next ranked bidder, provided that he/she is still prepared

to provide the required Goods/Services at the quoted price, should the preferred

bidder fail to sign or commence with the contract within a reasonable period after

being requested to do so. Under such circumstances, the validity of the bids of the

next ranked bidder(s) will be deemed to remain valid, irrespective of whether the

next ranked bidder(s) were notified of their bid being unsuccessful. Bidders may

therefore be requested to advise whether they would still be prepared to provide

the required Goods/Services at their quoted price; and

• Should a bidder fail to respond to a request for extension of the validity period before

it expires, that bidder will be excluded from tender process.

1.12 Security clearance

1.14 National Treasury’s Central Supplier Database

Respondents are required to self-register on National Treasury’s Central Supplier Database

(CSD) which has been established to centrally administer supplier information for all

organs of state and facilitate the verification of certain key supplier information. SANRAL

is required to ensure that the revenue model and proposals are invited and accepted from

prospective bidders listed on the CSD. Business may not be awarded to a respondent who

has failed to register on the CSD. Only foreign suppliers with no local registered entity

need not register on the CSD. The CSD can be accessed at https://secure.csd.gov.za

For this purpose, the attached SBD 1 Form must be completed and submitted

as a mandatory returnable document by the closing date and time of the bid.

1.15 Tax Compliance

insourcing objectives.

2.1.4 Time for completion

The Time for Completion of the Works shall be 5 years from the Commencement Date.

2.1.5 Occupational health and safety

operations and prepare the required documentation required in terms of the Occupations

Health and Safety Act (Act ) and regulations, and thereafter to consistently monitor

the safety of the Service Provider and deal with any accident or incident covered by the Act.

2.1.6 Changes to scope of work

familiarise itself with SAP features to improve efficiencies and ensure effective management

of the contract. Should the system changes, the Service Provider shall utilise the changed

system and features to ensure efficient integration of systems.

2.1.8 Requirements in respect of the use of itis

The repository of all property related data is the Employer’s computer database, accessed

through the ITIS interface. If needed, the Service Provider shall be furnished, at no cost, with

adequate licensed software to enable it to enter data into the Employer’s database, view it

graphically though the GIS system (at present, GeoMedia) and to record documentation into

the Employer’s document management system (EDMS).

successful bidder. The ITIS Manual shared with this RFT is sufficient for the purposes of this

RFT and should be sufficient to respond to this RFT [Attached is the ITIS Desktop Project

Information Module (PIM) – User Manual, reflecting the latest updates as of

October 2025. This covers all elements, including Upload of Beneficiary data;

Upload of Vendor data; Project Expenditure data and Invoice Upload; Project

Employment data; and Timesheet/Proof of Payment upload; Project Training data

etc.].

2. Service Provider’s Representative - with experience in immovable property administration

services.

3. Occupational Health and Safety officer – experienced OHSO and registered with SACPCMP

or South African Institute of Occupational Safety and Health (SAIOSH).

ability score. Each proposed candidate shall complete all the relevant FORM B

included in the Returnable Schedules. When a proposed candidate for any

position is not in the permanent employ of the tenderer but a contracted person, this

must be indicated on FORM B2 and FORM B3. A signed letter of consent from

the candidate must be submitted with the relevant B-forms. The Contract Manager

and Service Provider’s representative must be in the permanent employment of the

company, or one of the JV partners.

1) Contract Manager’s – experience in immovable property contract

management - [FORM-B4]

• 8 years or more experience in immovable property contract management. 10
• 5 to 7 years’ experience in immovable property contract management. 5 10
• 1 to 4 years’ experience in immovable property contract management. 1
• Less than 1 years’ experience in immovable property contract management. 0

Appointment of a service provider for the property administration services for a period of five (5) years.

SANRAL Request for Tender No: SANRAL HO 1005/68120/2025/01RR of 121

2) Service Provider’s Representative – experience in immovable property

administration services - [FORM-B5]

• 8 years or more experience in immovable property administration services. 5
• 5 to 7 years’ experience in immovable property administration services. 3 5
• 1 to 4 years’ experience in immovable property administration services. 1
• Less than 1 years’ experience in immovable property administration services. 0

3) Occupational Health and Safety Officer - experienced OHSO and

registered with the South African Council for the Project and Construction

Management Professions (SACPCMP) or South African Institute of

Occupational Safety and Health (SAIOSH) - [FORM-B6]

• OHS Officer with 8 years or more experience and registered with SACPCMP or 5

South African Institute of Occupational Safety and Health (SAIOSH).

• OHS Officer with 7 to 8 years' experience and registered with registered with 3

5) Property Manager’s - experience in handling all aspects of an immovable

property portfolio - [FORM-B8]

• Manage 251 or more immovable properties at the same time [provide an excel

spreadsheet listing 251 immovable properties managed as evidence of

experience and indicate the following: province, title deed number, property 10

description, property physical address, period managing property (from– to

(mm/yyyy)) and category. See Form B8]

Appointment of a service provider for the property administration services for a period of five (5) years.

SANRAL Request for Tender No: SANRAL HO 1005/68120/2025/01RR of 121

• Managed 151 to 250 immovable properties at the same time [provide an excel 7

spreadsheet listing between 151 to 250 immovable properties managed as

evidence of experience and indicate the following: province, title deed number,

property description, property physical address, period managing property

(from– to (mm/yyyy)) and category. See Form B8]

• Managed 75 to 150 immovable properties at the same time [provide an excel 4

spreadsheet listing between 75 and 150 immovable properties managed as

evidence of experience and indicate the following: province, title deed number,

property description, property physical address, period managing property

(from– to (mm/yyyy)) and category. See Form B8]

• Managed 50 to 74 immovable properties at the same time [provide an excel 3 10

spreadsheet listing between 50 and 74 immovable properties managed as

evidence of experience and indicate the following: province, title deed number,

property description, property physical address, period managing property

(from– to (mm/yyyy)) and category. See Form B8]

• Managed 1 to 49 immovable properties at the same time [provide an excel 1

spreadsheet listing between 1 and 49 immovable properties managed as

evidence of experience and indicate the following: province, title deed number,

property description, property physical address, period managing property

(from– to (mm/yyyy)) and category. See Form B8]

• Managed less than 1 immovable property at the same time [provide an excel 0

spreadsheet listing less than 1 immovable property managed as evidence of

experience and indicate the following: province, title deed number, property

description, property physical address, period managing property (from– to

(mm/yyyy)) and category. See Form B8]

6) Municipal Accounts Manager’s - experience dealing with multiple

municipal accounts per annum - [FORM-B9]

• Experience dealing with 1500 or more accounts per annum [provide an excel 5

spreadsheet listing municipal accounts as evidence and a sworn affidavit]

• Experience dealing with 1000 to 1499 accounts per annum [provide an excel 3

spreadsheet listing municipal accounts as evidence and a sworn affidavit]

• Experience dealing with 501 to 999 accounts per annum [provide an excel 2 5

spreadsheet listing municipal accounts as evidence and a sworn affidavit]

• Experience dealing with 1 to 500 accounts per annum [provide an excel 1

spreadsheet listing municipal accounts as evidence and a sworn affidavit].

• Experience dealing with less than 1 account per annum [provide an excel 0

spreadsheet listing municipal accounts as evidence and a sworn affidavit].

7) Accountant – experienced Accountant and registered with SAICA or

SAIPA or CIMA or equivalent - [FORM-B10]

• Accountant with 10 years or more experience and registered with SAICA or 5

A15.11(f) Colour on A3 using synthetic translucent media No./pages 350 000

R r

Appointment of a service provider for the property administration services for a period of five (5) years.

SANRAL Request for Tender No: SANRAL HO 1005/68120/2025/01RR of 121

A15.11(g) Colour on A0 paper No./pages 1000 R R

A15.11(h) Laminating of A4 sheets No./pages 400 R R

A15.11(i) Laminating of A3 sheets No./pages 380 R R

A15.11(j) Laminating of A0 sheets No./pages 100 R R

A15.12 Advertising costs (tenders, etc) PC sum 1 R2 500 000,00 R2 500 000,00

A15.12(a) Administration involving advertising Percentage R R

A1500 subtotal reimbursable costs r r

A1600 penalties

A16.01 Penalties for incompliance (Negative value) Prov. sum 1 R0 R0

A16.02 Penalties for failure to meet subcontract targets Sum 1

(Negative value)

A1600 subtotal penalties r 0 r 0

A2100 subcontracting r r

A21.01 Negotiations with nominated contractors No of neg. 20 R R

A21.02 Payment of nominated subcontractors PC sum 1 R 1 500 000,00 R 1 500 000,00

A21.02(a) Administration of nominated subcontractors Percentage R R

A21.03 Compiling of documents to procure selected

subcontractors:

A21.03(a) Quotes No of quotes 150 R R

A21.03(b) Tenders No of Tenders 150 R R

A21.04 Obtaining prices from selected subcontractors:

A21.04(a) Obtain quotes by direct contact No of quotes 150 R R

A21.04(b) Obtain quotes or tenders using professional 50

the contingent liability of the Employer with respect to municipal accounts, and reporting.

The Service Provider must subcontract no less than 30% of the value of the Contract to blackowned entities (note: fixed costs and provisional sums form part of the value of the contract),

including full compliance with the requirements as per FORM A18.

Appointment of a service provider for the property administration services for a period of five (5) years.

SANRAL Request for Tender No: SANRAL HO 1005/68120/2025/01RR of 121

2.1.2 Detailed description of the project

occupation and land invasion. Where illegal occupation and/or land invasion has

occurred, to prevent further occurrence of the aforementioned, the Service Provider

shall obtain instruction from Employer to appoint suitable legal representation to

ensure that SANRAL regains possession of the invaded or occupied land through

litigation;

2.1.2.2 Collecting fees and levies with respect to the statutory consents issued by the

Employer, such as from Service and Rest Facility (RSF) Areas, telecommunication

(fibre, cell-masts), outdoor advertising, etcetera;

2.1.2.3 Leasing properties and related processes, including security, maintenance, repairs,

fire breaks, clearing, inspections, lease diagrams and related matters;

2.1.2.4 Appointing and managing litigation firms instructed to institute legal proceedings for

collection of arrear rentals and/or unpaid fees due to SANRAL emanating from the

Service Providers responsibilities;

2.1.2.5 Checking municipal accounts, and paying them;

2.1.2.6 Providing contingent rates liability statements;

2.1.2.7 Alienating identified surplus land;

2.1.2.8 Valuing land and property for disposal and leasing; and

2.1.2.9 Procuring other service providers for alterations, municipal valuation rolls and

objection processes to contest valuations, etcetera.

The “Specifications” included as Appendix A describe all and each of the functions

to be performed under the contract in details.

2.1.3 General Requirements

2.1.3.1 The Service Provider must plan its operations to allow it to outsource 30% or more of

its work, manage their subcontractors, perform property administration as required, submit

reports and enter data into the Employer’s computer system (information technology systems)

such as document management system, ITIS, PIMS, and any other relevant systems, and

meet the deadlines stipulated in the Specifications. It is important to consider that the

2.1.3.2 Data must be entered into ITIS, which is the acronym for the “Integrated Transport

Information System”. ITIS includes interfaces that the Service Provider must use to enter data,

generate reports, measure progress and coordinate the various aspects of the Service

Provider’s work. Each user of the interface will be required to register on the system. Guidance

in the use of the system is provided in the ITIS guidelines.

2.1.3.3 Whilst ITIS is a system that maintains certain checks and balances and is approved of

and regarded by the Auditor-General as the definitive record of the Employer’s land portfolio,

the Service Provider shall maintain adequate skills, training levels, quality management

procedures and information technology resources to ensure that by the time data is entered

Appointment of a service provider for the property administration services for a period of five (5) years.

SANRAL Request for Tender No: SANRAL HO 1005/68120/2025/01RR of 121

into ITIS, it is of such a quality that it will withstand any enquiry into its reliability as a source

of accurate information. The Employer retains the right, at any time, to require of the Service

2.1.3.6.11 The Service Provider shall be required to produce Regular Reports and Summaries

of Work Planned, Work in Progress and Work Completed. Although most of these reports will

be able to be generated by the ITIS system, the Service Provider will be required to produce

other reports, such as Financial Reports and Reports of Actions taken during the carrying out

of its duties from its own records and make data transfers to the Employer.

Appointment of a service provider for the property administration services for a period of five (5) years.

SANRAL Request for Tender No: SANRAL HO 1005/68120/2025/01RR of 121

2.1.3.6.12 All data collected by the Service Provider belongs to the Employer and shall not be

disclosed to third parties without the knowledge and written permission of the Employer and

may not be used to place the Service Provider in any position of advantage during or after the

termination of the contract. Any transgression of this requirement may be adequate reason

for the Employer to terminate the contract.

2.1.3.6.13 The Service Provider shall be required to maintain high ethical and professional

standards in the carrying out of its duties, actively combat any form of fraud or corruption and

shall avoid placing the Employer in any embarrassing or untenable position. The Service

strive to obtain fair value for money and efficiency and observe the highest levels of corporate

governance.

2.1.3.6.14 Other than is provided for in the Establishment and Time Related Costs section of

the Specifications for a Property Administration Service, no specific mention is made of dayto-day administration, staffing, offices, office equipment, profit, etcetera, and neither are these

items measured and paid for separately, as these costs are deemed to be covered by the rates

tendered.

2.1.3.6.15 The Service Provider must note that certain Targets are set in the Specifications for

work that must be carried out by subcontractors of the Service Provider. The purpose of these

targets is twofold, firstly to provide the Service Provider with a known quantity of work that

will keep its employees fully occupied and which will enable peaks in workload to be performed

by others and, secondly, to provide for transformation and the engaging of black enterprises

and individuals that would otherwise have insufficient resources to tender for and perform the

whole of the works. The sub-contracting requirements of the works is described in this RFT

document and Specifications. It is a requirement that 30% by total value of the contract

tendered must be subcontracted to black-owned entities. The Service Provider shall pay all its

sub-contractors within 7 days of receiving payment from SANRAL or within 30 days of receiving

a valid and undisputed invoice from sub-contractor, whichever occurs first. The service

provider should not put sub-contractors at a disadvantage regarding payment due to them,

even in cases the service provider has not been paid by SANRAL. However, SANRAL will

endeavour to honour payment certificates, as stipulated in this RFT and/or Specifications. The

bidder should comply with A2110 as detailed regarding subcontractors’ procurement and

management of security services for SANRAL’s Property Portfolio? PC Sum include

subcontractors’ procurement and management of security services for SANRAL’s Property

Portfolio. An hourly rate should be indicated as part of the A21.07 Compiling or amending

proforma procurement documents. The details of the required sub-contractor as per Form

A18, clause 6.1.1 (ii)- the name of the sub-contractor shall be provided to the Employer after

the bidder has been appointed as successful bidder (post award); however, the bidder must

fully comply by committing to all the other sections of 6.1 including all other requirements to

successfully completed its probationary period, it will be required to fully provide the services

described and specified until 3 (three) months before the termination of the contract.

Within the last 3 (three) months of the contract, the Service Provider will be required to wind

down its operations in accordance with a Pre-Programmed Plan and hand over the services

rendered to a new Service Provider that will be appointed after a further tendering process.

2.1.3.6.18 The documents and files belonging to the Employer are required to be managed by

the Service Provider. A list of available file numbers is provided and must be adhered to, while

the requirements of the National Archives and Records Service must be followed.

2.1.3.6.19 Provision is made for the reimbursement of travel and subsistence expenses

incurred in the course of carrying out the duties of the Service Provider.

2.1.3.6.20 Annual and monthly budgeting and financial record keeping and control

requirements must be adhered to at all times.

2.1.3.6.21 Penalties will be imposed on the Service Provider for a variety of failures to conduct

its business to the satisfaction of the Employer.

2.1.3.6.22 The Employer shall insource some or all scope of works, from time-to-time, as the

Employer builds internal capacity to perform the property administration services; and the

programmed into ITIS. Requests for new reports must be discussed with the Employer, who,

in its sole and absolute discretion, may accede to or refuse any request for a new report.

The Service Provider must note that ITIS shall be available at least 90% of time between

08h00 and 17h00, Monday to Friday and that any problems with the system will be dealt with

as soon as is possible by the Employer. Although attention to problems cannot be guaranteed

after hours, access to the system will still be possible. The Service Provider shall note that

downtime shall only be measured from the time at which any problems are reported to the

with penalties that range from as little as R5 000, to as much as R75 000. Serious

infringements may lead to termination of the contract (See A1606).

of bonus points for satisfactory and good performance.

2.1.11 Insurance

(a) Insurance against Professional indemnity: Cover is: R15 000 000-00 for Period of

cover: 5 years

(b) Insurance against General Public Liability: Cover is: R 15 000 000-00 for Period of

cover: 5 years

Appointment of a service provider for the property administration services for a period of five (5) years.

SANRAL Request for Tender No: SANRAL HO 1005/68120/2025/01RR of 121

The Tenderer shall complete FORM B22.

provide evidence of adequate insurance.

2.1.12 Performance gruarantee

12) Objections made in terms of section 50 of the MPRA, Act (In the 5

last 5 years may be chosen) - [FORM-B23]

• 800 or more objections per annum. 5
• 501 to 799 objections per annum. 3
• 101 to 500 objections per annum. 2
• 1 to 100 objections per annum. 1
• Less than 1 objection per annum. 0

13) Queries made in terms of section 78 of the MPRA, Act (In the

last 5 years may be chosen) - [FORM-B24]

• 100 or more Queries per annum. 5
• 71 to 99 Queries per annum. 3 5
• 31 to 70 Queries per annum. 2

Appointment of a service provider for the property administration services for a period of five (5) years.

SANRAL Request for Tender No: SANRAL HO 1005/68120/2025/01RR of 121

• 1 to 30 Queries per annum. 1
• Less than 1 Query per annum. 0

14) Appeals made in terms of section 54 of the MPRA, Act (In the

last 10 years may be chosen) - [FORM-B25]

• 5 or more Appeals per annum. 5
• 3 to 4 Appeals per annum. 3 5
• 2 Appeals per annum. 2
• 1 Appeal per annum. 1
• Less than 1 Appeal per annum. 0

15) Calculation of contingent rates liability amounts involving 100 immovable

properties (In the last 5 years may be chosen) - [FORM-B26]

• 100 or more immovable properties. 5
• 70 to 99 immovable properties. 4 5
• 30 to 69 immovable properties. 3
• 1 to 29 immovable properties. 1
• Less than 1 property. 0

Total Points 100

The minimum number of evaluation points for quality evaluation criteria is not less than 60

points. The tenderer/s that meet the minimum points will be evaluated further in terms of price

and preference points as stated.

The minimum threshold for technical/functionality [Step TWO] must be met or

exceeded for a Respondent’s Proposal to form part of Property Administration

Services (Step Three)

4.3 STEP THREE: Minimum Threshold Evaluation and Final Weighted Scoring

a. Price and Specific Goal: SANRAL will utilise the following formula in its

evaluation of Price:

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

80/20 or 90/10

 Pt − P min   Pt − P min  Ps = 80 1 − or Ps = 90 1 −  P min   P min 

A53.06 Manage lease diaries and programmes Month 60 R R

A53.07 Existing leases:

A53.07(a) Invoicing and processing of income No of invoices 30000 R R

A53.07(b) Debt collection Hour 2000 R R

A53.07(c) Inspections of leased properties No of inspect. 2000 R R

A53.07(d) Actions taken following lease inspections Hour 1000 R R

A53.07(e) Lease renewals No of leases 500 R R

A53.07(f) Lease property maintenance (ad-hoc) Prov. sum 1 R8 000 000,00 R8 000 000,00

A53.07(f)(i) Lease property Percentage R R

A5300 subtotal leasing of property r r

A5400 municipal accounts

A54.01 Analysis in ITIS to determine liability for accounts Lump sum 1 R R

A54.02 Monthly following up of received accounts not yet No 5000

A54.03 Checking of single property municipal accounts No 10000 R R

A54.04 Checking of multiple property municipal accounts No 1000

R r

A54.05 Payment of municipal accounts No 35000 R R

A54.06 Monitoring of municipal valuation rolls Month 60 R R

A54.07 Objections in terms of Section 50 of the MPRA, No. 6 No 2500

R R of 2004

A54.08 Queries in terms of Section 78 of the MPRA, No. 6 of No 750

R r 2004

A54.09 Requesting reasons for a decision of a municipal No 150

valuer in terms of Section 53 of the MPRA, No. 6 of R R

2004

A54.10 Appeals in terms of Section 54 of the MPRA, No. :

A54.10(a) Professional Valuer Hour 200 R R

A54.10(b) Professional Associated Valuer Hour 400 R R

A54.10(c) Candidate Valuer Hour 150 R R

A54.10(d) Non-Valuer Staff Hour 250 R R

A54.11 Remunerable Fees for lodging objections and Prov. sum 1

R 100 000,00 R 100 000,00 appeals

A54.11(a) Mark up for handling fee payments Percentage R R

Appointment of a service provider for the property administration services for a period of five (5) years.

SANRAL Request for Tender No: SANRAL HO 1005/68120/2025/01RR of 121

A54.12 Valuation Reports for queries, objections or appeals No 350

in terms of Sections 50, 54 and 78 of the MPRA, No. R R

A5400 subtotal municipal accounts r r

A5500 contingent rates liability statements

A55.01 April Annual Contingent Rates Liability Statement:

A55.01(a) Professional Valuer Hour 60 R R

A55.01(b) Professional Associated Valuer Hour 100 R R

A55.01(c) Candidate Valuer Hour 100 R R

A55.01(d) Other Staff Hour 100 R R

A55.02 September Annual Contingent Rates Liability

A55.02(a) Professional Valuer Hour 60 R R

A55.02(b) Professional Associated Valuer Hour 100 R R

A55.02(c) Candidate Valuer Hour 100 R R

A55.02(d) Other Staff Hour 100 R R

A5500 subtotal contingent rates liability

VALIDITY PERIOD 90 working days including the first day and including the last day.

Supplier compliance tax compliance unique status system pin: registration central reference or supplier number: database

disqualification with no further evaluation of their bid.

4.2 STEP TWO: Functionality evaluation scoring matrix

(a) The Tenderer is required to achieve a threshold score on this functionality

The Tenderer must obtain a minimum of 60 out of 100 points (60%) to be regarded

as responsive. Bids that do not meet the minimum functionality score as indicated,

will be regarded as nonresponsive, and will not proceed to evaluation on price and

preference points.

Functionality evaluation scoring matrix

Description of Functionality Criteria Point Maximum

allocation Points

ability score. Each proposed candidate shall complete all the relevant FORM B

rer/s that meet the minimum points will be evaluated further in terms of price

and preference points as stated.

The minimum threshold for technical/functionality [Step TWO] must be met or

4.3 STEP THREE: Minimum Threshold Evaluation and Final Weighted Scoring

evaluation of Price

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

80/20 or 90/10

Ps = Points scored for comparative price of bid under consideration

Specific goals Criteria 10 points 20 points

allocation points allocation points

b. Specific Goals [Weighted score 20 point]

• Specific goals preference points claim form
• Preference points will be awarded to a bidder for attaining the specific goals

requirements in accordance with the table indicated in the specific goals Claim Form.

General scope:

• This is the ITIS Desktop Project Information Module User Manual, developed for SANRAL.
• It covers basic use of ITIS Desktop software and the Project Info Module for property administration services.
• The PIM module captures project-related data: estimates, expenditure, employment, and training.

For technical support, content revisions, questions, or comments:

• Email: [email protected]
• Include a short description of the problem in the subject line; emails without a subject will be rejected.
• Provide contact details and describe the problem in the body.

For user registration and software access:

• ITIS website: https://itis.nra.co.za/portal

For service desk issues:

• Service Desk Website: https://jira.nra.co.za:8443/servicedesk/
• Use this for updating user details, reporting missing products, or project-related issues.

Documents to be uploaded as part of project administration:

• Proof of payment: upload, edit, delete, verification.
• Photos: upload project photos.
• Reports: download and view project reports.
• Site minutes: upload and delete monthly site minute reports.
• Payment certificates: upload and delete monthly payment certificates.

The bidder must meet the following criteria:

• Must be a registered service provider with valid VAT and vendor numbers.
• Must comply with South African legal and regulatory requirements for property administration.
• Must have experience in property management, data administration, or similar services for large organizations.
• Must demonstrate ability to use ITIS Desktop or similar project management software.
• Must have capacity to handle data synchronization, validation, and bulk uploads without errors.
• Must have access to reliable internet for server synchronization and support requests.
• Must submit a CIDB certificate (if applicable).
• Must provide a BBBEE certificate (mandatory).
• Must provide a valid tax clearance certificate and other statutory compliance documents.

Scope and system requirements:

• The service involves using the ITIS Desktop Project Information Module (PIM) for property administration services.
• The PIM module is used to capture all project-related data: estimates, expenditure, employment, and training data.
• Software must be installed and registered; refer to ITIS Desktop Installation Manual for installation, system requirements, and prerequisites.
• Software modules include Administration, Contract Module, Incident Module, Project Info Module, RRM Module, and Structure Module.
• Key functionalities:
• Starting the program via Start menu or desktop icon.
• First-time registration requires username, password, and software license code.
• Data capture via text boxes, dropdown lists, check boxes, and calendar fields.
• Synchronization of lookups and projects with SANRAL server.
• Force commit to submit data to server.
• Project data capture: estimates, expenditure, employment/training, proof of payment, timesheets, photos, reports, site minutes, payment certificates.
• Expenditure data must be captured within 21 days after month-end; locked periods require unlock requests.
• Data verification by SANRAL for expenditure and employment records.
• Vendor/Service Provider registration requires entity details, CIDB certificate, BBBEE certificate, and supporting documents.
• Beneficiary registration and linking to projects.
• Import of data via CSV files with specific formatting rules.

Operational procedures for using ITIS Desktop:

• Starting the program: via Start menu or desktop icon.
• First-time registration: requires username, password, software license code.
• Software modules: Administration, Contract, Incident, Project Info, RRM, Structure.
• Registration details: organization name, branch, registration date, license state, expiry.
• Web service settings: default address https://itis.nra.co.za; do not change unless instructed.
• User management: verify details via Service Desk Website.
• New user registration: steps include accepting terms, selecting service provider, entering user/organization details, uploading ID/photo, selecting projects, and email verification.
• Product management: view installed modules and updates.
• Software updates: synchronize and check for updates; run as administrator if needed.
• User manual downloads: available online.
• Data field types: text boxes, dropdown lists, check boxes, calendar.
• PIM module: capture project estimates, expenditure, employment/training, proof of payment, timesheets, photos, reports, site minutes, payment certificates.
• Synchronization and commit: synchronize lookups/projects, force commit to server.
• Project data status indicators: no changes, uncommitted changes, conflict.
• Estimates: add/edit figures excluding VAT.
• Expenditure: add/edit/delete records; validate against uploaded invoices; lockdown after 21 days; unlock requests to SANRAL; data verification.
• Employment data: add/edit/delete per beneficiary; bulk add/upload; import via CSV; job type selection; timesheet upload; data verification.
• Training data: add/edit.
• Beneficiaries: add/edit/link using RSA ID, smart ID, or foreign passport; upload consent form; data verification.
• Vendors/service providers: add/edit/link; provide entity types, CIDB/BBBEE certificates, division/group details, supporting documents; data verification.
• Import rules: CSV file formatting with delimiters, column headers, and layout rules.

Experience and qualification requirements:

• A CIDB certificate is mandatory (if applicable).

Payment and financial reporting requirements:

• Payment certificates must be uploaded for verification.
• Proof of payment and timesheets are required for monthly submissions.
• Expenditure data must be captured excluding VAT.
• Invoice details (number, date, copy) must be uploaded and validated.
• Financial data is subject to SANRAL verification; discrepancies result in decline notifications.

Mandatory compliance documents and registrations:

• BBBEE Certificate is required for vendor/service provider registration.
• CIDB Certificate is mandatory (if applicable).
• Supporting documents must be uploaded during vendor registration.
• Vendor must provide: VAT number, vendor number, physical and postal addresses, and contact details.
• Valid tax clearance certificate and other statutory compliance documents are required.
• Disclaimer: SANRAL disclaims all warranties regarding accuracy, reliability, or usability of the document; risk of use rests with the user; information may change without notice.

B-BBEE requirements:

• A BBBEE certificate is required for vendor/service provider registration.

Disclaimer and risk allocation:

• SANRAL disclaims all warranties regarding the accuracy, reliability, or usability of the document.
• The entire risk of use rests with the user.
• Information may change without prior notice.

Contact points for support and registration:

• For content revisions, questions, or comments: contact the writer at [email protected].
• For technical support: email ITIS Support at [email protected]; include subject line and contact details.
• For user detail updates: use Service Desk Website at https://jira.nra.co.za:8443/servicedesk/.
• For user registration: go to ITIS website https://itis.nra.co.za/portal.
• For project-specific issues: email [email protected] with project number or use Service Desk Website.
• For conflict resolution: contact support at [email protected].
• For missing software products: use Service Desk Website with software license ID.