Vehicle tracking system supply & installation – western cape government tender

Closing date: 13 November 2026 at 11:00.

Contract period: until 30 June 2030.

Compulsory briefing or site visit: not specified in the document. If any are specified, attendance is compulsory and late arrival (15 minutes or more) disqualifies the bidder.

No compulsory briefing or site visit is specified in the tender document. If any are specified, attendance is compulsory; bidders arriving 15 minutes or more late will not be allowed to attend or sign the attendance register. All partners or the leading partner of a joint venture must attend.

Technical enquiries:

• Contact: Dorian Heath
• Telephone: 023 348 2305

Technical information (as per MBD 1):

• Contact: Karina Smit
• Telephone: 021 888 5312
• Email: [email protected]

Bidding procedure enquiries:

• Contact: Elmine Niemand
• Telephone: 021 888 5175
• Email: [email protected]

Supply Chain Management (general):

• Telephone: 086 126 5263

Submission address:

Cape Winelands District Municipality

29 Du Toit Street

Stellenbosch

Submission method: sealed envelope, endorsed with the tender number and description, placed in the official tender box at 29 Du Toit Street, Stellenbosch, before 11:00 on 13 November 2026. Late, faxed, emailed or telexed bids will not be accepted.

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

• MBD 1 (Invitation to Bid): bidder and contact details, signed as the offer cover page.
• MBD 4 (Declaration of Interest): discloses whether any director or shareholder is employed by the state or connected to anyone at the municipality.
• MBD 5 (Declaration for Procurement Above R10 Million): declaration for contracts above R10 million.
• MBD 6.1 (Preference Points Claim): claims B-BBEE and locality points under the PPPFA 80/20 system.
• MBD 7.1/7.2 (Contract Form): the written contract to be signed by the successful bidder.
• MBD 8 (Declaration of Bidder's Past Supply Chain Management Practices): discloses any past improper conduct.
• MBD 9 (Certificate of Independent Bid Determination): certifies the price was set independently, with no collusion.
• Authority for Signatory / Board Resolution: authorises the named signatory to bind the bidder.
• Credit Order Instruction: payment instruction form.
• Questionnaire (Annexure I): must be completed to qualify for preference points.
• Capability of Bidder (Annexure T): evidence of capability to execute the contract.

Disqualification risks:

• Any returnable form left unsigned or omitted.
• Corrections made with correction fluid (Tippex).
• Missing pages from the tender document.
• Bids received after the closing time.
• Bidders not registered on the CWDM Supplier Database and Central Supplier Database before closing date.

Evaluation stages: compliance with specifications, value for money, capability to execute the contract, and PPPFA & associated regulations.

Preference points system: 80/20 (for contracts up to R50 million).

• Price: 80 points for the lowest compliant price.
• Specific goals: 20 points, split equally:
• B-BBEE status level: 10 points (allocated per the B-BBEE scorecard).
• Locality: 10 points, allocated as follows:
• Head office or primary place of business within the Cape Winelands District: 5 points.
• Head office or primary place of business within the Western Cape Province: 5 points.

Minimum qualifying score: not stated.

Bidders who do not submit a B-BBEE certificate or affidavit score zero for B-BBEE but are not disqualified.

Scope: supply, installation, commissioning and monitoring of a vehicle tracking system for the Cape Winelands District Municipality fleet.

Purpose: monitor and manage vehicle movement, driver behaviour, vehicle utilisation and operational performance; enhance security and protection of municipal vehicles.

Coverage areas: Ceres, Paarl, Robertson, Stellenbosch, Worcester.

Fleet: passenger vehicles, MPVs, kombis, bakkies (light delivery vehicles) and similar municipal vehicles.

Estimated number of vehicles: approximately 110 to 130, but no minimum quantity is guaranteed; services are on an as-and-when-required basis.

System requirements:

• GPS tracking for real-time and historical location monitoring.
• Weekly system health report confirming operational status of all installed units, identifying faults, communication failures or inactive devices.
• Reporting capabilities: vehicle location and route history, driver behaviour, speeding violations, excessive idling, harsh acceleration/braking/cornering, vehicle utilisation and trip reporting, geofencing and exception reporting, vehicle downtime and operational status, and customised management reports.
• Secure web-based monitoring platform with real-time visibility, historical reporting and data export.

Installation requirements:

• Must comply with vehicle manufacturers' specifications and must not invalidate any vehicle warranty.
• Additional units to be supplied and installed for new vehicles at tendered rates; de-installation and reinstallation for disposed or replaced vehicles as instructed.

Data ownership:

• All data generated remains the exclusive property of the municipality.
• Service provider must not withhold, restrict, delete or transfer data.
• On contract expiry or termination, all historical data must be provided to the municipality in a commonly accessible electronic format at no additional cost.
• Service provider must retain all historical data for the contract duration.

Support: technical support, maintenance and troubleshooting for the contract duration.

The supplier must provide a proven vehicle monitoring and tracking system, including hardware, software, licensing, installation, configuration and commissioning. Installation must follow vehicle manufacturers' specifications. The supplier must maintain adequate resources to install, remove, replace and maintain units across the municipality's area of jurisdiction. The system must be operational and supported for the contract duration.

Goods and services must conform to the standards in the bidding documents and specifications. The municipality may inspect, test and analyse goods or services at any stage; costs of testing are borne by the municipality if compliant, by the supplier if not. Non-compliant goods may be rejected and must be replaced at the supplier's cost. The supplier's premises must be open for inspection at all reasonable hours.

Pricing must be submitted on the official pricing schedule (MBD 3). Prices are firm and may not vary during the contract. Payment is made within 30 days of a valid invoice. If the contract value exceeds R1 million (per GCC) or R2.3 million (per SCC), the bidder must be VAT-registered; the municipality will deem prices above R2.3 million as VAT-inclusive. VAT must be shown on each invoice.

Pricing: prices quoted in the tender are firm and may not vary during the contract, except for authorised price adjustments or bid validity extension.

Payment terms: payment within 30 calendar days of receiving a valid invoice; payment in Rand.

VAT:

• If the contract value exceeds R2.3 million, the bidder must be registered for VAT; the municipality will deem the price VAT-inclusive even if no VAT is indicated.
• VAT must be shown clearly on each invoice; invoices above R3,000 must disclose the recipient's VAT registration number.
• Municipality VAT number: 4700193495.

Bid security, performance bond, retention: not specified in the document.

Financial capacity / turnover: not specified.

Registration:

• Must be registered and accredited on the CWDM Supplier Database and the Central Supplier Database before the closing date.

Tax compliance:

• Submit a Tax Compliance Status PIN (printed from SARS website) with the bid; for consortia/JVs, each member must submit a separate PIN.
• If no TCS PIN is available, provide a CSD number.
• No contract will be concluded with a bidder whose tax matters are not in order.

Municipal rates and taxes:

• Submit a certified copy of the bidder's and directors' municipal accounts for the month preceding the closing date.
• Bidders or directors in arrears with any municipality for more than three months (without a settlement arrangement) will be unsuccessful.
• If renting, proof that rent includes municipal charges and that rent is not in arrears.

B-bbee:

• Submit an original or certified copy of a valid B-BBEE Status Level Verification Certificate, or a sworn affidavit for EMEs/QSEs.
• B-BBEE points are allocated per the scorecard; non-submission results in zero B-BBEE points but not disqualification.
• Trusts, consortia or JVs must submit a consolidated certificate.

Coida:

• A valid Letter of Good Standing from the Department of Employment and Labour (or licensed insurer) must accompany the bid, if applicable.

Other:

• No bids will be considered from persons in the service of the state.
• Foreign suppliers must complete the pre-award questionnaire (Part B:3).

B-BBEE requirements:

• Submit a valid B-BBEE Status Level Verification Certificate (original or certified copy) or a sworn affidavit for EMEs/QSEs.
• EMEs (revenue ≤ R10 million) may submit a sworn affidavit; EMEs with 51% black ownership qualify as Level 2, with 100% as Level 1.
• QSEs (revenue R10–50 million) may submit a sworn affidavit or certificate; QSEs with 51% black ownership qualify as Level 2, with 100% as Level 1.
• Non-submission results in zero B-BBEE points but not disqualification.
• Trusts, consortia or JVs must submit a consolidated certificate.

No specific health and safety requirements are stated in the tender document. The general conditions require the supplier to comply with all applicable laws and to ensure that installations do not invalidate vehicle warranties.

Contract duration: until 30 June 2030, with possible extension if additional funds become available.

Warranty: goods must be new, unused, of the most recent models, and free from defects for 12 months after delivery/acceptance or 18 months after shipment, whichever ends earlier.

Variation orders: the municipality may instruct changes up to 15% of the original contract value (20% for construction-related contracts) without price escalation.

Assignment and subcontracting: the supplier may not assign the contract or subcontract any part without the municipality's prior written consent; the whole contract may not be subcontracted.

Delays and penalties: if the supplier delays delivery or performance, the municipality may deduct a penalty calculated at the current prime interest rate per day of delay, and may terminate the contract.

Termination for default: the municipality may terminate if the supplier fails to deliver, fails to perform obligations, or engages in corrupt or fraudulent practices. The supplier may be restricted from doing business with the public sector for up to 10 years.

Termination for insolvency: the municipality may terminate if the supplier becomes bankrupt or insolvent.

Dispute resolution: parties must attempt amicable resolution; after 30 days, either party may refer to mediation, and if unresolved, to a South African court.

Intellectual property: any documentation or projects developed for the municipality vest in the municipality.

Collusive bidding: if found guilty by the Competition Commission, the bid may be invalidated, the contract terminated, and the supplier restricted for up to 10 years.

Special conditions of contract (SCC) prevail over the General Conditions of Contract (GCC) in case of conflict. The municipality reserves the right to withdraw, re-advertise, reject any tender, or accept more than one tender. Bids remain valid for 180 days from closing date. Bidders must not contact the municipality regarding their bid from opening to award. No contract will be concluded with bidders whose tax matters or municipal accounts are not in order. Bidders must be registered on the CWDM Supplier Database and Central Supplier Database before closing date.

Evaluation is based on compliance with specifications, value for money, capability to execute the contract, and PPPFA regulations. The 80/20 preference points system applies: 80 points for price, 20 points for specific goals (10 for B-BBEE status level, 10 for locality). Locality points: 5 points if the enterprise's head office or primary place of business is within the Cape Winelands District, and 5 points if within the Western Cape Province (under the 80/20 system).