Supply and installation of a vehicle tracking and management system for mossel bay municipality

Closing date: 20 November 2026 at 12:00

Compulsory online briefing: 26 October 2025 at 11:00 via Microsoft Teams. Attendance is mandatory for all bidders and all JV partners. Bidders must register by sending company name, email, cell number, and contact person to [email protected] before 10:00 on the day of the briefing. Logging in 15 minutes or more late results in exclusion unless the chairperson and all other bidders agree.

A compulsory online briefing meeting will take place at 11h00 on Monday, 26 October 2025 via Microsoft Teams. All bidders, including all partners of a joint venture, must attend. Bidders who do not attend will be deemed non-responsive. Bidders must send their details (company name, e-mail address, cell phone number, contact person) to [email protected] before 10h00 on the day of the briefing meeting to receive an invite. Bidders logging in 15 minutes or more after the advertised start time will not be allowed to attend unless the chairperson and all other bidders give permission. The Municipality prefers senior company staff to attend as special conditions, specifications and pricing schedule will be discussed.

Specification enquiries:

• Contact: Mr. Vuyisile Tshantshana
• Email: [email protected]
• Telephone: (044) 606-5275

Document completion enquiries:

• Contact: Ms. Juanita Schutte
• Email: [email protected]
• Telephone: (044) 606-5198

Submission address:

Tender Box, Entrance of Mossel Bay Town Hall

101 Marsh Street

Mossel Bay

Municipality address:

Mossel Bay Municipality

PO Box 25

Mossel Bay

6500

Submission method: sealed envelope placed in the tender box at the Entrance of the Mossel Bay Town Hall, 101 Marsh Street, Mossel Bay, by 12:00 on 20 November 2026. Envelopes must be clearly marked with the tender number, title, and closing date. Late, faxed, or emailed tenders will not be accepted. Tenders may be delivered by hand, courier, or post at the bidder's risk.

Returnable documents (all must be completed, signed, and submitted):

• Original bid document, fully completed and signed in black ink by the authorised signatory.
• Section 5 Declaration, signed by the authorised signatory.
• MBD1: Bid for Requirements of the Municipality of Mossel Bay.
• MBD4: Declaration of Interest (discloses any state employment or connection to the municipality).
• MBD5: Declaration for Procurement Above R10 Million.
• MBD6.1: Preference Points Claim Form (claims B-BBEE and locality points).
• MBD8: Declaration of Bidder's Past Supply Chain Management Practices.
• MBD9: Certificate of Independent Bid Determination.
• Authorised Signatory resolution (unless sole proprietor).
• Tax Compliance Status Pin (each JV member separately).
• Letter of Good Standing from the Compensation Commissioner (each JV member separately).
• Municipal rates and taxes account copies or affidavits (see compliance).
• Proof of B-BBEE status level (sworn affidavit or certificate).
• Proof of locality (municipal account, lease agreement, or affidavit).
• Joint venture agreement, if applicable.

Disqualification risks:

• Failure to attend the compulsory online briefing meeting.
• Any returnable form left unsigned or omitted.
• Retyped tender documents or unauthorised alterations.
• Omission of material pages from the original bid document.
• Bids scoring less than 30 out of 45 on functionality.
• Bids received after the closing time, regardless of reason.

Evaluation stages:

1. Functionality pre-evaluation (pass mark: 30 out of 45 points). Bids scoring below 30 are non-responsive.

• Company (or JV) Experience: 30 points.
• References relating to experience: 15 points.

2. Responsive bids are then evaluated on the 80/20 or 90/10 Preference Points System.

• Specific goals: maximum 20 points (80/20) or 10 points (90/10).
• 50% of these points for B-BBEE status level; 50% for locality.

Locality points (only one category applies):

• 80/20 system: 10 points for Mossel Bay municipal area; 6 for Garden Route District; 4 for Western Cape and other provinces.
• 90/10 system: 5 points for Mossel Bay; 3 for Garden Route; 2 for Western Cape and other provinces.

Proof of locality required: municipal account, lease agreement, or sworn affidavit from property owner. Only fully operational business premises qualify; vacant erven, storage units, and postal addresses do not.

Functionality scoring details:

• Company (or JV) Experience: 5 points for 1-2 contracts, 15 for 3-5, 20 for more than 5 up to 8, 30 for more than 8. Experience must be in vehicle tracking and fleet management with a fleet size of minimum 100 vehicles, supported by appointment letters, completion certificates, or signed service agreements.
• References: maximum 15 points, 5 points per questionnaire (three required), completed and signed by the reference. References must be current, relevant, and verifiable. No questionnaires = no points.

For joint ventures, the rating of the leading partner is used for functionality.

Scope: Supply and installation of a vehicle tracking and management system for Mossel Bay Municipality's fleet of approximately 300 vehicles (sedans, light delivery vehicles, trucks, refuse compactors, motorcycles, and specialised vehicles). The municipality currently has no fully integrated Fleet Management Information System.

Solution requirements:

• Must provide all vehicle tracking, driver monitoring, reporting, and support services.
• Must be modular and scalable, allowing progressive introduction of additional fleet management functionality.
• Must support future integration with the municipality's ERP, financial management, and mSCOA-compliant systems.
• Must provide secure APIs and support data export in non-proprietary formats to avoid vendor lock-in.
• Must cover: vehicle and asset register management, preventative maintenance, workshop and job-card management, fuel management, driver licence and PDP monitoring, vehicle licensing, accident management, battery and tyre management, vehicle utilisation and lifecycle costing, vehicle condition assessment, vehicle replacement planning, and management dashboards and statutory reporting.
• The municipality may activate additional modules during the contract period.

Bidders must indicate whether their solution will integrate with existing tracking units, retain/reuse existing hardware, require replacement of some/all units, or require complete migration.

Compliance response: Bidders must provide a point-by-point response to the specification, marking each item 'COMPLY' or 'DO NOT COMPLY' and referencing a page number in supporting documentation (brochures, technical specifications). Failure to provide sufficient reference pages renders the bid non-responsive.

Performance targets: After each order, the contractor must achieve 100% for supplied items in terms of specifications, timeframes (within 1 week/5 working days from standard order), and quality.

Bidders must provide a point-by-point response to the specification, marking each item 'COMPLY' or 'DO NOT COMPLY' and referencing a page number in supporting documentation (brochures, technical specifications) to substantiate compliance. If the reference page is not completed or insufficient, the bid will be deemed non-responsive. The specification covers functional requirements (tracking, driver behaviour, operational performance, compatibility with vehicle range, installation lead times) and operational requirements (recording road speed, distance, vehicle utilisation, engine rev count, green band driving compliance, unauthorised driving detection, and system parameters).

Functionality evaluation includes Company (or JV) Experience: contracts relevant to Vehicle Tracking and Fleet Management with a fleet size of minimum 100 vehicles. Scoring: 5 points for 1-2 contracts, 15 points for 3-5 contracts, 20 points for more than 5 up to 8 contracts, 30 points for more than 8 contracts. References: maximum 15 points awarded at the sole discretion of the Municipality's Bid Evaluation Committee based on reference responses to questions about completion within contractual timeframe, completion within contract amount, and overall satisfaction. For joint ventures, the rating of the leading partner will be used.

Goods and services must conform to the standards in the bidding documents and specifications. The municipality may inspect, test, or analyse goods at any time; non-compliant goods may be rejected and must be replaced at the supplier's cost. Pre-bidding testing is for the bidder's account. The supplier's premises must be open for inspection at reasonable hours.

The pricing schedule must include all costs associated with implementation of the proposed solution, including any recurring costs. No undisclosed implementation, activation, configuration, migration or transition costs will be accepted afterward. The tender amount (VAT included) must be stated on the cover page.

Pricing schedule: Must include all costs for implementation, including recurring costs. No undisclosed implementation, activation, configuration, migration, or transition costs will be accepted afterwards. Tender amount (VAT included) must be stated on the cover page.

Bid security: Performance guarantees must be provided (amount not specified in the document).

Payment terms: Payment within 30 days of invoice submission. Payment in Rand.

Price variation: Prices quoted in the bid shall not vary, except for authorised adjustments.

Variation orders: The municipality may instruct changes up to 15% of the original contract value without price escalation.

Negotiation: If tender prices exceed available funds, the municipality may negotiate to limit the work to fit the budget.

Mandatory registrations and documents:

• Central Supplier Database (CSD) registration required; the municipality may not award to unregistered bidders.
• Valid SARS Tax Compliance Status Pin (each JV member separately).
• Valid and relevant Letter of Good Standing from the Compensation Commissioner (each JV member separately).
• CIDB registration number if applicable (verified during evaluation).
• Municipal rates and taxes: bidders and directors/members must not be in arrears for more than three months; if in arrears, a settlement arrangement must be submitted. Provide municipal account copies for the month preceding closure, or affidavits if no property is owned.
• Authorised signatory resolution (not required for sole proprietors).

B-BBEE evidence:

• Sworn affidavit (EME) or certificate (QSE/Generic) as per B-BBEE Codes. Certificates must be original or certified copies, with required details (SANAS logo, BVA number, issue/expiry dates, etc.).
• B-BBEE points claimed via MBD6.1.

Locality proof:

• Municipal account, lease agreement, or sworn affidavit from property owner. Only fully operational business premises qualify.

Joint ventures:

• JV agreement must be submitted; no amendments without municipality approval.
• Each JV member must submit a separate SARS tax pin, Letter of Good Standing, and a resolution.
• JV qualifies for B-BBEE and locality points only as a legal entity with the required certificates/address.

OHS specifications are included in the tender document (Section 6). The contractor must comply with all applicable occupational health and safety regulations. No further details are provided in the extracted text.

General Conditions of Contract (GCC) apply, with Special Conditions prevailing in case of conflict. Contract will be in English. The supplier shall not assign or subcontract without prior written consent. The supplier warrants goods are new and free from defects for 12 months after delivery or 18 months after shipment, whichever is earlier. Payment within 30 days of invoice. Prices shall not vary from bid prices. The municipality may cancel for breach. The supplier shall indemnify against third-party patent claims. Intellectual property developed for the municipality vests in the municipality. Performance security may be required. Penalties may apply for delays. The contract may be terminated for collusive bidding under the Competition Act.

Special Conditions of Tender (Section 1.4) apply. The solution must be modular and scalable, allowing progressive introduction of additional fleet management functionality. Bidders must indicate whether their proposed solution will integrate with existing tracking units, retain/reuse existing hardware, require replacement of some/all units, or require complete migration. All implementation, activation, configuration, migration and transition costs must be disclosed in the pricing schedule; no undisclosed costs will be accepted. The contractor must provide comprehensive services including technical support, contract management, preventative and corrective maintenance, repair/replacement of defective units, software licences and updates, communication and data charges, ongoing training, replacement stock management, system hosting/backup/disaster recovery, and access to reports and dashboards. Performance will be assessed after each order with targets of 100% for supplied in terms of specifications, timeframes (within 1 week/5 working days from standard order), and quality.

Tenders must be submitted on original documents and remain valid for 120 days after closing date. Bidders must be registered on the Central Supplier Database. Compulsory documentation includes: Tax Compliance Status Pin from SARS (each JV member separately); CIDB registration if applicable; municipal rates and taxes account copies for bidder and directors/members, or affidavits if no property owned; a valid and relevant Letter of Good Standing from the Compensation Commissioner (each JV member separately); and a resolution authorising the signatory (not required for sole proprietors). Bidders must complete and sign the Declaration in Section 5. Tender documents may not be retyped. No unauthorised alterations allowed. The complete original document must be returned.

Bids will be pre-evaluated on functionality criteria: Company (or JV) experience carrying a weight of 30 points, and References relating to experience carrying a weight of 15 points. Bids scoring less than 30 out of 45 points will be considered non-responsive. Responsive bids will be evaluated on the 80/20 or 90/10 Preference Points System. A maximum of 20 points (80/20) or 10 points (90/10) will be allocated for specific goals: 50% for B-BBEE status level and 50% for locality. Locality points: for 80/20 system, 10 points for Mossel Bay municipal area, 6 for Garden Route District, 4 for Western Cape and other provinces; for 90/10 system, 5, 3, and 2 points respectively. Bidders must submit proof of locality (municipal account, lease agreement, or sworn affidavit). Only fully operational business premises qualify.