Web-based project information management system development and support – 36-Month appointment (umzinyathi district municipality)

Closing date: 10 September 2026, 12h00. Tender documents available from 11 August 2026 on the e-tender portal and municipal website. No briefing or site visit is stated.

Technical enquiries: PMU Manager Mr. PP Mtshali, tel 034 219 1500, email [email protected]. SCM enquiries: Mr. Kwanda Ngubane, tel 034 219 1500, email [email protected]. Submission address: tender box, reception area, Princess Magogo Building, 39 Victoria Street, Dundee 3000.

Bids must be submitted on the official forms provided, in a sealed envelope clearly marked with the tender number and description, and deposited in the tender box at the reception area, Princess Magogo Building, 39 Victoria Street, Dundee 3000, before the closing time. Late bids, or bids sent by post, fax, telex, telegram or e-mail, will not be considered. Courier-delivered bids must be placed in the tender box, not handed to municipal staff. Bids must remain valid for 120 days from the closing date. Compulsory returnable documents: MBD 1 (Invitation to Bid), MBD 3.3 (Pricing Schedule for Professional Services), 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), proof of CIPC registration or ID for sole proprietors, certified ID copies (not older than six months), recent municipal account or proof of residence for the bidder and each director, and a full CSD report. Failure to submit any compulsory document in full will render the bid non-responsive.

Evaluation is in two stages. First, functionality is assessed out of 100 points; bidders must score at least 70 points to proceed. Second, qualifying bidders are evaluated under the 80/20 preferential point system: price 80 points, specific goal 20 points. Functionality criteria and maximum points: Senior Business Analyst / Project Manager (proof of experience and qualification) 15; Senior Application Developer 10; Database Administrator 10; Networking Engineer 10; Civil Engineer 5; Company experience in system development and support 20; Experience in developing and implementing software 10; Experience in maintenance and administration of municipal information 20. Minimum requirements to avoid disqualification: at least one Senior Business Analyst with 10 years' experience; a Senior Application Developer with a Computer Science degree; a Database Administrator experienced in spatial and alphanumeric data management; at least one Senior (Certified) Networking Engineer; and at least one Senior Professional Civil Engineer.

The municipality seeks a service provider to develop and implement integrated IT systems supporting compliance and governance across municipal business. The appointment is for 36 months. The work is phased: Phase 1 – Needs Assessment: analyse current processes, challenges and resource constraints to produce a blueprint aligned with municipal objectives; the provider must have thorough knowledge of municipal processes and systems. Phase 2 – Customisation/Implementation: implement approved systems based on priority and budget; a programme and cost estimate must be approved before work starts; new systems must integrate with existing systems, be scalable, ensure data security and privacy, and use open-source technologies where possible. The provider must supply source code or a product API with detailed documentation to allow another provider to take over support. Phase 3 – Monthly Support: software support (bug fixes), minor modifications (point releases), data maintenance, system maintenance and updates, monitoring and performance analysis, statutory reporting assistance, and a dedicated helpdesk. The contract is intended as a partnership, with shared accountability and flexibility.

The project is delivered in three phases: needs assessment, customisation/implementation, and monthly support. The provider must present a programme and cost estimate for approval before implementation. New systems must integrate with existing systems, be scalable, and use open-source technologies where possible. The provider must supply source code or a product API with documentation. Monthly support includes software support, minor modifications, data maintenance, system maintenance, monitoring, statutory reporting, and helpdesk support. The relationship is intended as a partnership with shared accountability.

Key personnel requirements (proof of experience and qualifications required): Senior Business Analyst / Project Manager – at least 10 years' experience; qualification (degree/diploma) scores 5 points, experience under 10 years scores 10, over 10 years scores 5 (max 15). Senior Application Developer – Computer Science degree required; BSc plus Microsoft certification scores 5, BSc alone 2.5; experience: 7 years scores 5, 3 years 2.5, 1 year 1 (max 10). Database Administrator – experience in spatial and alphanumeric data management; degree scores 5, diploma 2.5; experience: over 7 years 5, 3-7 years 2.5, under 3 years 0 (max 10). Networking Engineer – at least one Senior (Certified) Networking Engineer; over 10 years' experience scores 10, under 10 scores 0 (max 10). Civil Engineer – at least one Senior Professional Civil Engineer; over 10 years' experience scores 5, under 10 scores 0 (max 5). Company experience: development and support of municipal information systems (project management, customer care, supplier management, document management, networking and cyber security, asset management, website CMS, Microsoft SQL Server, spatial technologies) up to 20 points; experience in developing software using current web-based technologies (Microsoft.NET, GIS, asset management) up to 10 points; experience in maintenance and administration of municipal information (project lifecycle, document management, customer care) up to 20 points.

Pre-bidding testing is for the bidder's account. The purchaser may inspect, test or analyse goods or services at any stage; the bidder's premises must be open for inspection. If inspections show compliance, the purchaser bears the cost; if not, the supplier bears the cost and may be required to replace rejected goods at its own expense. Rejected goods must be removed and substituted promptly; failure allows the purchaser to procure substitutes at the supplier's expense.

Pricing must be in South African Rand and include all applicable taxes. Bidders must complete the MBD 3.3 pricing schedule, indicating a ceiling percentage for total estimated time and expenses, hourly and daily rates for project personnel, cost per phase and man-days, and details of travel and other expenses (only actual costs recoverable, with certified invoices). The schedule includes items for needs assessment, system implementation (software cost, deployment/data migration, hosting for 3 years), and annual support for each of three years, with specified quantities of hours for analysts, developers, database administrators, GIS specialists, data capture, and civil engineering support, plus cloud hosting, connectivity, security, and IIoT-related services. Rates must be firm for the full contract period unless otherwise stated, with the basis for adjustments specified. Payment is within 30 days of invoice submission. A performance security may be required within 30 days of contract award, as specified in the special conditions.

Bidders must be registered on the Central Supplier Database (CSD) and provide a full CSD report. Tax compliance: provide a SARS Tax Compliance Status PIN or CSD number; each party in a consortium/JV/subcontract must submit a separate TCS/PIN/CSD. Bidders must not owe municipal rates and taxes or services for more than 90 days; provide a recent municipal account or proof of residence for the bidder and each director. Bidders must not be in the service of the state. B-BBEE: MBD 6.1 must be completed and signed for preference points. Local content: MBD 6.2 may apply. No contract will be concluded with a bidder whose tax matters are not in order or whose municipal charges are in arrears.

The contract is governed by the General Conditions of Contract (GCC) and any Special Conditions of Contract (SCC); where they conflict, SCC prevails. The contract is written in English and interpreted under South African law. The supplier must not disclose contract information without prior written consent, and must permit the purchaser to audit records. Intellectual property developed for the municipality vests in the municipality. Performance security may be required within 30 days of award. Payment is due within 30 days of invoice. Prices may not vary from the bid, except for authorised adjustments. Variation orders up to 15% of the original contract value may be instructed. Assignment and subcontracting require prior written consent. Delays may incur penalties calculated at the prime interest rate per day of delay, and may lead to termination. Termination for default, insolvency, or corrupt/fraudulent practices is possible; restrictions from doing business with the public sector may be imposed for up to 10 years. Disputes are first resolved by mutual consultation, then mediation, then South African courts. The supplier's aggregate liability is limited to the contract price, except for criminal negligence or wilful misconduct.

Functionality is scored out of 100 points; bidders must score at least 70 to proceed. Criteria and maximum points: Senior Business Analyst / Project Manager 15; Senior Application Developer 10; Database Administrator 10; Networking Engineer 10; Civil Engineer 5; Company experience in system development and support 20; Experience in developing and implementing software 10; Experience in maintenance and administration of municipal information 20. Minimum requirements to avoid disqualification: at least one Senior Business Analyst with 10 years' experience; a Senior Application Developer with a Computer Science degree; a Database Administrator experienced in spatial and alphanumeric data management; at least one Senior (Certified) Networking Engineer; and at least one Senior Professional Civil Engineer. After functionality, the 80/20 preference point system applies: price 80, specific goal 20.