Appointment of a professional service provider to GIS licences and maintenance services for a period of three (3) years

Closing Date: 04 November 2026

Closing Time: 11:00

Briefing Session: Compulsory (Date and Time to be confirmed, Venue: DATE TIME)

SCM Enquiries:

• Contact Person: Voster Masemola
• Department: Supply Chain Management
• Telephone: +27 (13) 262 7656
• Email: [email protected]

Technical Enquiries:

• Contact Person: Rebotile Makgati
• Department: Planning and Economic Development
• Telephone: 013 262 7300
• Email: [email protected]

Submission Address:

Sekhukhune District Municipality

AB Sikhosana Fire Station

Groblersdal WTW

Service Delivery Address:

(Not specified, assumed to be the same as submission address or Groblersdal)

Bid documents must be submitted in the bid box at the AB Sikhosana Fire Station offices of Sekhukhune District Municipality, located next to Groblersdal WTW. The bid box is open 24 hours a day, 7 days a week. Bid documents submitted at Bareki Mall offices will not be considered.

Returnable documents include:

• Original Certified Copy of Identity Documents for Directors (not older than three months)
• Copy of Company Registration Documents or CK1 for Close Corporations
• Valid Tax Clearance Certificate or SARS PIN
• Compliant CSD Registration/Summary Report
• Invitation to Bid, Part A & B (MBD1)
• Pricing Schedule
• Declaration of Interest (MBD4)
• Declaration for Procurement Above R10 Million (MBD5) (if applicable)
• Preference Points Claim Form (MBD6.1)
• Contract Form - Rendering of Services (MBD7.2)
• Declaration of Bidder’s Past Supply Chain Management Practices (MBD8)
• Certificate of Independent Bid Determination (MBD9)
• Schedule 1A: Compulsory Enterprise Questionnaire
• Schedule 1B: Authority for Signatory / Letter of authorized signatories
• Form of Offer to be properly signed
• Bidder Municipal Services Account Verification Consent Form

For bids less than R10 million, bidders must also provide:

• Municipal rates for the bidder and directors (not overdue by more than 90 days) or proof of lease agreement including rates for the landlord.
• Proof from Local Authority/Municipality and Affidavit under oath, or proof of no municipal rates payable if registered in a rural area.
• Consent forms to verify outstanding municipal services.

For bids exceeding R10 million, bidders must also provide:

• Audited annual financial statements for the past three years (or since establishment if less than three years old).
• For Joint Ventures, Lead Partner's audited annual financial statements for the past three years.
• Certificate certifying no undisputed municipal service payments are overdue by more than 30 days.
• Particulars of any contracts awarded by an organ of state in the past five years, including material non-compliance or disputes.
• Statement on whether any portion of goods/services are sourced from outside the Republic and if payment is expected to be transferred out.

The bid will be evaluated using the 80/20 preference point system.

Evaluation Stages:

1. Evaluation of returnable documents and completeness.
2. Functionality: 100 points (minimum qualifying score of 70 points). Bidders scoring below 70 will be disqualified.
3. Preferential points: 80 points for price and 20 points for specific goals.

Functionality Assessment Criteria:

• Company Experience in GIS Licensing: Up to 30 points (based on number of appointment letters with completion certificates).
• Valid registration with Environmental Systems Research Institute (ESRI): Up to 30 points.
• CV and Certified Qualifications of Key Personnel: Up to 20 points (must be qualified in GIS related fields like BSc/BA Geomatics, BSc/BA Surveying, or National Diploma in Geography).
• Methodology and Understanding of the Scope of Work: Up to 20 points (demonstrating clear understanding of all scope activities).

Pricing Schedule Conditions:

• Price must be firm for Year 1, with escalation per CPIX for Year 2 and 3.
• All licenses to be registered in the name of Sekhukhune District Municipality.

The municipality requires the supply, delivery, installation, maintenance, and support of two (2) ArcGIS software licenses for a period of three (3) years.

Scope of Work:

• Supply of Licenses (2 Users):
• 2 x ArcGIS Pro Standard (Creator User Type) – concurrent/single use
• Extensions per license: Spatial Analyst, 3D Analyst, Network Analyst, Geostatistical Analyst
• 1 x ArcGIS Online – 10,000 credits per annum (pooled)
• ArcGIS Pro includes ArcGIS Online Creator access
• Installation and Configuration:
• Deactivation of old licenses and activation of new licenses on 3 workstations and 1 server.
• Configuration of Enterprise Geodatabase connection to existing MS SQL Server.
• Migration of existing MXDs to ArcGIS Pro Projects (APR X).
• Setup of Named User accounts on ArcGIS Online for Sekhukhune DM.
• Maintenance and Support for 3 Years:
• Annual Software Assurance / Maintenance for all licenses.
• All version upgrades and patches during the contract period.
• Telephonic, remote, and on-site support (on-site within 48 hours if remote fails).
• Response time: 4 hours for critical issues, 8 hours for non-critical issues.
• Quarterly system health check reports.
• License compliance audit report annually.
• Training and Capacity Building:
• Train 6 officials (2 GIS Officers, 4 Technicians/Planners).
• Training to be conducted at Sekhukhune District Municipality – Groblersdal.
• Modules: ArcGIS Pro Fundamentals (5 days), ArcGIS Online & Field Maps (2 days).
• Provision of SAGI/CPD certificates and training manuals.

Contract Duration: 36 Months fixed-term contract. Licenses billed annually in advance.

Deliverables:

• Proof of License Authenticity from Esri South Africa.
• License Installation and Activation Certificate.
• Maintenance and Support Plan.
• Training Report with attendance registers and certificates.
• Quarterly Support and Usage Report.

The bidder must demonstrate a clear, explicit, and easy-to-understand methodology that shows a comprehensive understanding of all scope of work activities (Sections 3.1, 3.2, 3.3, and 3.4) to achieve the maximum 20 points for this criterion.

Company Experience in GIS Licensing: Up to 30 points awarded based on the number of appointment letters for GIS Licensing with completion certificates (3 letters = 30 points, 2 letters = 20 points, 1 letter = 10 points, 0 letters = 0 points).

ESRI Registration: Up to 30 points for valid registration with Environmental Systems Research Institute (ESRI).

Key Personnel Qualifications: Up to 20 points for CVs and certified qualifications of key personnel. Personnel must hold relevant GIS qualifications such as BSc/BA Geomatics, BSc/BA Surveying, or National Diploma in Geography. CVs must be certified and not older than 3 months.

Pricing Schedule:

• Bidders must complete the pricing schedule for:
• 2 x ArcGIS Pro Standard with Extensions
• 2 ArcGIS Online Credits (10,000 pa)
• Installation & Configuration (Once-off)
• Training
• Annual Maintenance & Support

Conditions:

• Price must be firm for Year 1, with escalation per CPIX for Year 2 and 3.
• All licenses to be registered in the name of Sekhukhune District Municipality.

Financial Capacity (for bids exceeding R10 million):

• Audited annual financial statements for the past three years (or since establishment if less than three years old).
• For Joint Ventures, Lead Partner's audited annual financial statements for the past three years.

Municipal Services Verification:

• Bidders must have no undisputed commitments for municipal services towards a municipality or other service provider in respect of which payment is overdue for more than 30 days.
• Bidders must have municipal rates for themselves and directors not overdue by more than 90 days, or provide proof of lease agreement including rates for the landlord.
• If registered in a rural area where rates are not paid, attach proof from Local Authority/Municipality and Affidavit under oath, or proof of no municipal rates payable.
• A Bidder Municipal Services Account Verification Consent Form must be submitted.

Mandatory Requirements:

• CSD Registration: Compliant CSD Registration/CSD Summary Report required.
• Tax Compliance: Valid Tax Clearance Certificate or SARS PIN required.
• Company Registration: Copy of Company Registration Documents or CK1 for Close Corporations.
• Identity Documents: Original Certified Copy of Identity Documents for Directors (not older than three months).
• MBD1: Invitation to Bid, Part A & B, must be completed and signed.
• MBD4: Declaration of Interest must be completed and signed.
• MBD8: Declaration of Bidder’s Past Supply Chain Management Practices must be completed and signed.
• MBD9: Certificate of Independent Bid Determination must be completed and signed.
• Schedule 1A: Compulsory Enterprise Questionnaire.
• Schedule 1B: Authority for Signatory / Letter of authorized signatories.
• Form of Offer to be properly signed.
• Bidder Municipal Services Account Verification Consent Form.

Specific Requirements:

• Company Experience: Minimum of 1 appointment letter for GIS Licensing with completion certificates required. Scoring increases with 2 or 3 letters.
• ESRI Registration: Valid registration with Environmental Systems Research Institute (ESRI) is required for points.
• Key Personnel Qualifications: Personnel must hold relevant GIS qualifications (BSc/BA Geomatics, BSc/BA Surveying, or National Diploma in Geography) and CVs must be submitted and certified (not older than 3 months).

B-bbee:

• The 80/20 preference point system applies, with 20 points allocated for Specific Goals.
• Specific goals include HDI Specific Goals (10 points), Woman ownership >50% (2 points), Disability ownership >50% (2 points), HDI youth (2 points), and Locality within SDM jurisdiction (2 points).

Municipal Services Verification: Bidders must have no outstanding undisputed municipal charges for more than 30 days. A Bidder Municipal Services Account Verification Consent Form is required.

Financial Requirements for Bids Exceeding R10 Million:

• Audited annual financial statements for the past three years (or since establishment if less than three years old).
• For Joint Ventures, Lead Partner's audited annual financial statements for the past three years.
• Certificate confirming no undisputed municipal service payments are overdue by more than 30 days.
• Municipal rates for bidder and directors not overdue by more than 90 days, or proof of lease agreement including rates for the landlord. If registered in a rural area, provide proof from Local Authority/Municipality and Affidavit under oath, or proof of no municipal rates payable.
• Particulars of contracts awarded by an organ of state in the past five years, including material non-compliance or disputes.
• Statement on sourcing from outside the Republic and expected transfer of payment out of the Republic.

Evaluation will be based on the 80/20 preference point system.

Stages:

1. Returnable documents and completeness.
2. Functionality (100 points, minimum 70 points required). Bidders scoring below 70 will be disqualified.
3. Preferential points (80 for price, 20 for specific goals).

Functionality Assessment:

• Company Experience in GIS Licensing: Max 30 points (based on 1, 2, or 3 appointment letters with completion certificates).
• ESRI Registration: Max 30 points for valid registration.
• Key Personnel Qualifications: Max 20 points for CVs and certified qualifications (BSc/BA Geomatics, BSc/BA Surveying, or National Diploma in Geography).
• Methodology and Understanding of Scope: Max 20 points for clear demonstration of understanding all scope activities.

Pricing Schedule Conditions:

• Price must be firm for Year 1, with escalation per CPIX for Year 2 and 3.
• All licenses to be registered in the name of Sekhukhune District Municipality.