Supply, installation and delivery of GPS vehicle tracking devices for four (4) vehicles, including 24-Month sim and data connectivity

Closing

• 21 October 2026 at 11:00. Late submissions are not accepted.

Enquiries and clarifications

• Deadline: 19 October 2026 at 16:00. Queries must reach SAST no later than two days before closing.

Issue date

• 14 October 2026.

Briefing session

• None. No compulsory briefing or site visit applies to this RFQ.

Bid validity

• Prices must remain valid for at least 120 days after the closing date.

Enquiries

• Contact: SCM Office
• Telephone: 012-392-4019
• Email: [email protected]
• Clarification deadline: 19 October 2026 at 16:00

Submission

• Method: email
• Submission email: [email protected]
• Subject line must state the RFQ number

Delivery address

320 Pretorious Street

Pretoria

0001

Submission method

• Email bid documents to [email protected].
• The email subject line must clearly indicate the RFQ number.
• Bids must be in English and submitted on the official forms provided; the forms may not be retyped.
• Closing: 21 October 2026 at 11:00. Late submissions are not considered, regardless of the method used.

Returnable documents (complete, sign and submit all)

• SBD 1 (Invitation to Bid): bidder and contact details, signed as the offer cover page.
• SBD 4 (Bidder's Disclosure): discloses whether any director, shareholder or controlling-interest holder is employed by the state or connected to anyone at SAST.
• SBD 6.1 (Preference Points Claim Form): required only where preference points are claimed, and must be supported by proof.
• CIPC company registration documents (CK document).
• Certified ID copies of every director listed on the registration document.
• Valid SARS tax compliance status PIN.
• Valid B-BBEE certificate or sworn affidavit, required for any points claimed.
• Certified share certificate.
• Signed SAST POPIA consent form.
• Initialled General Conditions of Contract (GCC).
• Joint ventures, consortia, trusts and partnerships: CSD registration for each party.
• An official quotation on the bidder's company letterhead.

Disqualification risks

• Any required document omitted, unsigned, or inconsistent with the declarations made in support of points claimed.
• Bids received after the closing time.
• Failure to meet the mandatory delivery confirmation requirement.
• Failure to comply with the technical specification.
• Collusion with other bidders, or canvassing SAST officials between closing and award.
• Bids from persons in the service of the state, or from companies whose directors are.

Submit with the RFQ: proof of CSD registration (MAAA), completed and signed SBD 1, SBD 4 and SBD 6.1 (if points are claimed), CIPC company registration documents, certified ID copies of directors, valid SARS tax pin, valid B-BBEE certificate or sworn affidavit, certified share certificate, signed SAST POPIA consent form, initialled GCC, and CSD registration for each party in a joint venture, consortium, trust or partnership. An official quotation on the bidder's company letterhead must also be provided.

Evaluation stages (in order)

• Phase 1: SCM administrative compliance — completeness and correctness of the returnable documents.
• Phase 2: Mandatory requirements — a signed letter on the bidder's official letterhead confirming the ability to deliver the goods within five (5) days of receiving the purchase order. Failure disqualifies the bid.
• Phase 3: Technical compliance — the products offered are checked against the specification, and bidders must submit the technical specifications of what they offer. Non-compliance disqualifies the bid from further evaluation.
• Phase 4: Price and specific goals.

Preference point system

• System: 80/20.
• Price: 80 points.
• Specific goals: 20 points.
• Total: 100 points.
• Award goes to the bidder with the highest points, subject to section 2(1)(f) of the PPPFA.

Specific goals allocation (20 points)

• Exempted Micro Enterprise / Qualifying Small Enterprise: 4 points.
• Minimum 25% black ownership: 4 points.
• Minimum 100% female ownership: 4 points.
• Minimum 100% black youth ownership: 4 points.
• Minimum 25% ownership by people living with disabilities: 4 points.
• Points not claimed with the required supporting proof are not awarded.

Scope

• Supply, installation and configuration of four (4) GPS vehicle tracking devices for four (4) SAST vehicles.
• Delivery to 320 Pretorious Street, Pretoria 0001.

Device and platform functionality

• Real-time vehicle location tracking.
• Historical trip and route information.
• Geofencing functionality with relevant alerts.
• Authorised-user access to the tracking platform.

Connectivity and service period

• SIM cards and data connectivity included for twenty-four (24) months.
• All costs for SIM cards, data connectivity and platform access must be included in the quoted price.
• No additional charges for SIM cards, data connectivity or platform access will be accepted during the 24-month period.

Delivery obligation

• A signed letter on the bidder's official letterhead must confirm the ability to deliver the goods within five (5) days of receipt of the purchase order.

Supply, installation and configuration of four (4) GPS tracking devices, with real-time location tracking, historical trip and route data, geofencing and alerts, and authorised-user access to the platform. SIM cards and data connectivity are included for 24 months, with all related costs in the quotation and no additional charges during that period.

No minimum years of experience or reference projects are specified. SAST seeks a reputable and experienced service provider and reserves the right to take into account its own professional conduct and experience with a bidder that rendered similar services to SAST in the past five (5) years, over and above the references submitted.

Goods must conform to the standards set out in the specification. SAST may inspect, test and analyse supplies at any stage; pre-bid testing is at the bidder's cost. Where supplies comply, the purchaser bears the inspection costs; where they do not, the supplier bears them and must replace rejected supplies at its own cost and risk.

Pricing table: item 1 GPS vehicle tracking devices, quantity 4, unit price and total price; item 2 installation, quantity 4, unit price and total price; sub-total; VAT at 15%; grand total. Bidders must also send an official quotation on their company letterhead. Any other costs not included must be specified. Bidders must state the period required to commence after acceptance of the bid, and whether rates are firm for the full project period; if not firm, the basis of adjustment (for example the consumer price index) must be given.

Pricing format

• Priced on the RFQ pricing table: item 1 GPS tracking devices (quantity 4) and item 2 installation (quantity 4), each with unit price and total price.
• Sub-total, VAT at 15% and grand total must be shown.
• An official quotation on the bidder's company letterhead must also be submitted.
• Any costs not covered by the pricing table must be specified.
• Delivery costs are not evaluated separately; they form part of the total quotation.

Price validity and adjustment

• Quoted prices must remain valid for at least 120 days after the closing date.
• Rates must be firm for the full project period; if not firm, the basis of adjustment (for example the consumer price index) must be stated.
• Bidders must state the period required to commence the project after acceptance of the bid.

Security

• The General Conditions of Contract require a performance security within 30 days of notification of award where the Special Conditions of Contract specify an amount; no amount is stated in this RFQ.

Registration and tax

• Valid registration on the National Treasury Central Supplier Database (CSD) with registration number (MAAA); SAST may not award to an unregistered bidder. Only foreign suppliers without a local registered entity are exempt.
• Valid SARS tax compliance status PIN, or a printed TCS certificate, or a CSD number where no PIN is available.
• Joint ventures, consortia, trusts and partnerships: each party must submit its own CSD registration and tax compliance PIN or certificate.

Statutory documents

• CIPC company registration documents and certified ID copies of the listed directors.
• Certified share certificate.
• Valid B-BBEE certificate or sworn affidavit, required to claim preference points.
• Signed SAST POPIA consent form.
• Initialled General Conditions of Contract.

Exclusions and warranties

• Bids are not considered from persons in the service of the state, companies with such directors, or close corporations with such members.
• Bidders warrant that all employees, including those of any contractor they appoint, are covered under the Compensation for Occupational Injuries and Diseases Act for the duration of the adjudication and any resulting agreement; proof of good standing with the Compensation Fund may be requested.
• Bidders listed on the Register for Tender Defaulters or the List of Restricted Suppliers are disqualified.

Bidders warrant that all employees, including employees of any contractor they appoint, are covered under the Compensation for Occupational Injuries and Diseases Act, and that this cover remains in force for the duration of the adjudication and any resulting agreement. SAST may request documentary proof of registration and good standing with the Compensation Fund.

The General Conditions of Contract apply, supplemented by Special Conditions of Contract that prevail in the event of conflict. They address performance security, inspection and testing, packing, delivery, insurance, transport, incidental services, spare parts, warranty, payment, prices, amendments, assignment, subcontracting, delays, penalties, termination for default, force majeure, termination for insolvency, dispute settlement, limitation of liability, governing language, applicable law, notices, taxes and duties, and the National Industrial Participation Programme.

SAST may amend bid conditions, the validity period or the specification, and extend the closing date, before closing; amendments are published on its website and bidders should check for them. SAST may reject the lowest-priced bid, award in whole or in part, conduct site visits at bidder or client premises, verify information and run background checks including FICA, appoint multiple vendors to a panel, and decide finally on the interpretation of its requirements. Supplier performance is reviewed at least annually for contracts longer than a year and at completion for shorter contracts, with ad-hoc reviews and escalating action where remedial steps are not followed. CSD registration is a condition of award. The RFQ's stipulations take precedence over other documents, and the PPPFA applies where the RFQ is silent. Bids must be in English. Personal information is processed under POPIA. Canvassing SAST officials between closing and award is prohibited, and collusion leads to disqualification and restriction from doing business with the state.

Phase 1 (SCM compliance): CSD registration (MAAA), completed and signed SBD 1, SBD 4 and SBD 6.1 (if points are claimed), CIPC documents, certified ID copies of directors, valid SARS tax pin, valid B-BBEE certificate or sworn affidavit, certified share certificate, signed SAST POPIA consent form, initialled GCC, and CSD registration for each party in a joint venture, consortium, trust or partnership. Phase 2 (mandatory): a signed confirmation letter on the bidder's official letterhead confirming delivery of the goods within five (5) days of receipt of the purchase order. Failure to meet the mandatory requirement disqualifies the bid.

Evaluation runs in four phases: SCM administrative compliance; mandatory requirements; compliance with the technical specification; and price and specific goals. The 80/20 preference point system applies — 80 points for price and 20 for specific goals, out of a total of 100. The contract is awarded to the bidder with the highest points, subject to section 2(1)(f) of the PPPFA.