Appointment of service provider for traffic and law enforcement system (24 months) – tswaing local municipality

Appointment of a service provider for traffic and law enforcement system for a period of 24 months. The service provider will supply and install fixed and portable digital speed enforcement systems, provide electronic ticketing devices, establish a service centre, and provide related services including maintenance, calibration, training, and support.

Closing date: 21 September 2026 at 16H00. No other dates (briefings, site visits, clarification deadlines) are stated in the document.

Bidding procedure enquiries: Tswaing Local Municipality, Department: Community Services, Contact Person: Gomolemo Moipolai, Tel: 053 948 9400, Email: [email protected]. Also: Supply Chain Management, Contact Person: Mr T J Melken, Tel: 053 948 9400, Email: [email protected]. Technical enquiries: Contact Person: Mr M.B Lesesa (also listed as Mr L.B Lesesa), Tel: 053 948 9400, Email: [email protected]. Submission address: Tswaing Local Municipality, Erf #395 De Jager Street, Delareyville, 2770 (bid box) or P.O. Box 24, Delareyville, 2770.

Bids must be submitted in a sealed envelope marked with the bid number and description, deposited in the bid box at Erf #395 De Jager Street, Delareyville, 2770, or posted to P.O. Box 24, Delareyville, 2770, to arrive before the closing time. No electronic submissions (e-mail, fax, telegram) will be accepted; late bids are disqualified. The official bid document must be submitted intact, completed in black ink, with all schedules and forms signed. Corrections must be crossed out and initialled, not made with correction fluid. Required returnable documents include: MBD 1 (Invitation to Bid), MBD 3.1 (Pricing Schedule – Firm Prices), MBD 4 (Declaration of Interest), MBD 6.1 (Preference Points Claim), MBD 8 (Declaration of Past SCM Practices), MBD 9 (Certificate of Independent Bid Determination), the Bid Declaration, board resolution (or consortium/JV resolution where applicable), proof of bid document fee payment, company and VAT registration certificates, ID copy for sole proprietors, tax compliance PIN, CSD report, B-BBEE certificate or sworn affidavit, company and directors' municipal rates and taxes, and a detailed company profile. Where applicable, MBD 5 (Declaration for Procurement Above R10 million) with annual financial statements must be included. Bids must remain valid for 90 days from closing.

Bidders must first pass a functionality evaluation, scoring at least 75% to advance to price consideration. Functionality is scored out of 100 claimable points: Traffic contravention management system (40 points) – relational database, integrated Section 56/341/camera/roadblock modules, mSCOA compliance, In-Car ANPR, handheld module; Mobile Speed (20 points) – camera capability for 4-lane bi-directional monitoring, self-operation without officer, semi-permanent placement, remote monitoring; Experience in the industry (10 points) – number of similar projects (1–5 projects: 4 points, 6–10: 7, 11+: 10); Qualifications of project team (10 points) – Project Manager's CV with project management qualification and IT degree/diploma with Microsoft certification, Traffic contravention system expert's CV with IT degree and Microsoft certification; Capability to compile DPP application (20 points) – reference letters from municipal/provincial traffic authorities (1–2 letters: 5 points, 3–4: 10) and DPP approval letters from past 24 months (2+ from same provincial DPP: 5, from different provincial DPPs: 10). Bidders scoring below 75 points will not be considered further. Preference points will be allocated under the Preferential Procurement Regulations 2017 via MBD 6.1.

Scope: Supply, install and maintain traffic and law enforcement camera systems for 24 months. Equipment and services include:

• Fixed and portable digital speed enforcement systems (SANS 1795 compliant, type approved).
• At least 2 portable digital speed enforcement systems using Laser/Radar, with tripods, field power packs, GPRS modems, portable flash units for night operations.
• At least 2 branded support vehicles.
• Electronic ticketing devices (hand-held) and printers for issuing Section 341 notices and Section 56 summonses, with capabilities including scanning licence barcodes, photo capture, signature capture, GPS tracking, offline operation, IP64 rating, 1.5m drop resistance, 6-hour battery life.
• Establish a Service Centre for administration and management of traffic and by-law contraventions, with staffing, hardware, software, networking, and internet access.

Mandatory technical requirements:

• All enforcement equipment must be SANS 1795 certified and type approved by an independent laboratory, covering red-light cameras, speed enforcement, and average speed systems.
• Video camera primary capture: sensor 2/3 inch or greater, 5MP or more, 720p HD video, 5-second buffer, embedded date/time/location encrypted, real-time ANPR.
• Automatic enforcement modes: speed, red-light, average speed, stop line, barrier line, yellow lane.
• Operator access via smart-card electronic identification.

Recommended requirements (must score 75% or more to advance):

• TCSP guideline compliance, DPP written authorisation for stand-alone operation.
• Minimum hardware: Intel i7-3612QE or better, 4GB RAM, 128GB SSD.
• Communications: Wireless LAN, 3G or better, remote flash, USB 2.0.
• GPS on data block, LED infrared/white light flash, road-side housing with tamper alarms, 3-point lock, concrete plinth mounting.
• User interface: remote tablet, web-based access via Wi-Fi/3G/secure Ethernet, live view, status display.

Service provider obligations:

• Prepare way-leave applications, conduct field surveys, monthly inspections, maintenance, repairs, calibration every 6 months, on-site support, training workshops.
• Obtain comprehensive liability insurance and indemnify the municipality.
• Upload images/data, ensure tamper-proof evidence, provide web-based fine viewing and payment, produce expert court evidence, provide remote monitoring.
• System must be AARTO compliant and interface with NATIS.
• Provide monthly data to the municipality in usable electronic format.

The service provider must prepare and submit way-leave applications, conduct field surveys, inspect cameras monthly, maintain and repair equipment, calibrate cameras every six months, provide on-site field support, provide training workshops, upload images and data, ensure system integrity, provide internet facility for viewing and payment, produce expert evidence in court, provide remote monitoring, ensure AARTO compliance, and provide electronic ticketing devices with specified capabilities. Service Centre services: Establish a Service Centre, staff it adequately, provide hardware/software/networking, perform functions such as importing offence records, providing technical support, interfacing with NATIS, managing user access, officer book administration, statistics reporting, serving summonses, cashiering, call centre operations, warrant administration, and roadblock support.

Bidders must complete a section on previous work experience of a similar nature, listing projects successfully executed or ongoing in the last five years. Experience points are awarded for number of similar projects (1–5 projects: 4 points, 6–10: 7, 11+: 10). Bidders may claim experience of holding/subsidiary/sister companies with written proof of the link. Project Manager's CV must show project management qualification and IT degree/diploma with Microsoft certification. Traffic contravention system expert's CV must show IT degree or NQF level 7 IT diploma with Microsoft certification. Reference letters from municipal or provincial traffic authorities confirming assistance with DPP applications (1–2 letters: 5 points, 3–4: 10). Copies of DPP approval letters from past 24 months (2+ from same provincial DPP: 5, from different provincial DPPs: 10).

All enforcement equipment must be SANS 1795 compliant and type approved. Evidence produced must be tamper detectable and encrypted (1024-bit preferred). The system must be fully auditable, with activity logs per user and per offence. Monthly inspection reports must be submitted to the chief traffic officer. Calibration certificates must be updated every 6 months. The system must provide detailed statistical reports on images uploaded, adjudicated, accepted or rejected. Monthly data must be provided to the municipality in a usable electronic format.

Pricing must be firm (MBD 3.1) – non-firm prices, including those subject to exchange rate variations, will not be considered. Prices must be VAT inclusive. The bidder must quote a bid amount per paid fine for fines up to R500.00, and a revenue share percentage per paid fine for fines above R500.00. Payment will be based on a base fee and/or percentage according to collection on paid camera offences. Fines are paid into a special account, with the municipal revenue share paid by the 7th of the following month. An 18-month phasing period applies for outstanding fines. Monthly reports and invoices must be submitted within 10 days after each month. The offer must remain valid for 90 days from closing. Where the bid exceeds R10 million (all taxes included), MBD 5 and annual financial statements are required.

Bidders must be registered as an accredited prospective supplier with Tswaing Local Municipality. Persons in the service of the state are not eligible. Required compliance documents:

• Valid tax compliance status PIN or CSD number (each party in a consortium/JV/sub-contractor must submit separately).
• Certified B-BBEE verification certificate from a SANAS-accredited agency, or sworn affidavit for EMEs/QSEs (MBD 6.1).
• Company registration and VAT registration certificates (certified copies).
• Certified ID copy for sole proprietors.
• CSD report.
• Company and directors' municipal rates and taxes.
• MBD 4 (Declaration of Interest) – disclose any state employment or connections.
• MBD 8 (Declaration of Bidder's Past SCM Practices).
• MBD 9 (Certificate of Independent Bid Determination).
• MBD 5 (Declaration for Procurement Above R10 million) if applicable.
• Board resolution authorising the signatory (or consortium/JV resolution).

No specific health and safety requirements are stated in the document beyond equipment durability standards (IP64 for hand-held devices, IP54 for printers, 1.5m drop resistance) and the requirement for road-side housing to be secure and tamper-proof.

The contract will be governed by South African law. The successful bidder must sign a written contract form (MBD 7). The municipality may accept the whole or any portion of a bid. Copyright and patent rights in any documents, systems or processes devised during the consultancy vest in the municipality. If the bidder withdraws within the 90-day validity period or fails to fulfil the contract, the municipality may recover additional expenses incurred from accepting a less favourable bid or re-inviting bids, and may set off such amounts against any moneys due. Acceptance of the bid may be communicated by certified or registered mail, deemed served from the date of posting. The bidder must maintain comprehensive liability insurance and indemnify the municipality against third-party claims. If AARTO is implemented during the contract period, the service level agreement must be re-negotiated.

Mandatory requirements: All enforcement equipment must be SANS 1795 compliant and type approved. The system must use a video camera with specified minimum capabilities (sensor size, resolution, video buffer, ANPR). The system must have automatic modes of enforcement (speed, red-light, average speed, etc.). Operator access via smart-card electronic identification. Recommended requirements: TCSP compliance, DPP authorization, minimum technical specifications (processor, memory, storage), integrated functional requirements, communications, location identification, night-time illumination, road-side housing, user interface, and other elements.

Functionality evaluation: Bidders must score 75% or more to advance. Criteria include: Traffic contravention management system (40 points) - relational database, integrated Section 56/341/camera/roadblock modules, mSCOA compliance, In-Car ANPR, handheld module; Mobile Speed (20 points) - details not fully provided; Personnel qualifications (points for IT degree/diploma, project management). Total 100 claimable points. Bidders scoring less than 75 points will not be considered further for price.