Newcastle Municipality Tower blk, 37 Murchison Street - Central - Newcastle - 2940
Organization Type
GOVERNMENT
Published
06 Jul 2026
OCDS Reference
ocds-9t57fa-161402
Summary
Newcastle local municipality is inviting proposals for the supply, delivery, and maintenance of an on-site enterprise resource planning (ERP) system for a 60-month period. This tender is aimed at qualified service providers registered on the central supplier database who can meet the municipality's functional and compliance requirements. Bids must be submitted by 5 august 2026 at 12:00.
Key Requirements
Submit sealed bids by 12:00 on 5 August 2026 to the tender box at Newcastle Municipality, 37 Murchison Street, with the bid number and title endorsed on the envelope.
Must be registered on the Central Supplier Database (CSD) and provide a valid Tax Compliance Status (TCS) PIN or CSD number.
Complete and sign all required forms (MBD 1, MBD 3.1, MBD 3.2, MBD 4, MBD 6.1, MBD 8, MBD 9, Authority to Sign, Declaration for Municipal Accounts, Experience of Bidder, and Pricing Schedule).
Achieve a minimum functionality score of 70% to proceed to the next evaluation stage; scoring uses a 90/10 preference points system.
Prices must be quoted in South African Rand inclusive of VAT and remain valid for 120 days after the closing date.
Provide proof of municipal good standing (not indebted for more than 90 days for municipal services).
For joint ventures/consortiums, submit valid TCS PINs for all parties, signed declarations, an undertaking, and a consolidated B-BBEE certificate.
Newcastle Municipality Tower blk, 37 Murchison Street - Central - Newcastle - 2940
Professional Services & Consulting Industry Profile
Regulatory Bodies
SAGCSAICA
Tenders in this industry often require registration with these bodies.
Typical Documents
5 items
Company Registration (CIPC)
Tax Clearance Certificate
B-BBEE Certificate
CSD Registration
Company Profile
Recommended Certifications
Having these can improve your winning chances: CA(SA) - Chartered Accountant, PMI-PMP (Project Management Professional), Prince2 Practitioner, Six Sigma Certification
Document read. The full tender notice and its supporting documents are read end-to-end. Key sections, requirements, dates, and contact details are identified and pulled into a working summary you can act on.
Compliance review. The working summary is checked against South African procurement standards — PFMA, PPPFA, B-BBEE, CIDB, local content, and preferential procurement — so nothing critical is missed before you start your bid response.
DocumentA044-2025 26 RFP FOR SUPPLY, DELIVERY & MAINTENANCE OF AN ON-SITE ERP SYSTEM.pdfReview complete
Description
Important Dates
06 Jul
2026
PUBLICATION
Tender Published
Tender was published
05 Aug
2026
DEADLINE
Closing Date
Tender closing date
Procurement Rules & Compliance ContextThis tender may be governed by South African public procurement rules covering fairness, transparency, preferential procurement, anti-corruption, administrative justice and access to information.
7 rules
These references help suppliers understand the public-procurement framework around this opportunity. They are generated from the tender category, issuing organisation type and procurement context.
Core procurement rules
These rules commonly apply to South African public-sector procurement.
7
Broad-Based Black Economic Empowerment Act (B-BBEE Act)
Act 53 of 2003
high
Provides the empowerment-compliance context often used in public-sector supplier evaluation.
Relevant because this is a South African public-sector procurement opportunity.
Constitution of the Republic of South Africa, 1996 – Section 217
Act 108 of 1996 (s217)
high
This is general procurement context, not legal advice. Always verify requirements in the official tender documents and issuing authority notices.
A044-2025 26 RFP FOR SUPPLY, DELIVERY & MAINTENANCE OF AN ON-SITE ERP SYSTEM.pdf
Newcastle Local Municipality (KwaZulu-Natal) invites bids for the **supply, delivery, and maintenance of an on-site Enterprise Resource Planning (ERP) system** for **60 months**. The tender (Bid No.: A044 - 2025/26) closes on **05 August 2026 at 12:00 SAST**, with bids to be submitted physically to the Municipal Civic Centre, Newcastle. The project is governed by South African procurement laws, including the **Preferential Procurement Policy Framework Act (2000)** and **Municipal Finance Management Act (2003)**, with a **90/10 points scoring system** (90 for functionality, 10 for B-BBEE/preference points). The successful bidder must provide a **written contract (MBD7)**, comply with tax and CSD registration, and meet technical/functional ERP specifications.
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Bid-ready summary. The submission guidelines, evaluation criteria, technical, financial, and compliance sections are refined into professional, easy-to-scan prose. This is the final version you can rely on when preparing your bid or briefing your team.
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Bid-ready summary
Source: A044-2025 26 RFP FOR SUPPLY, DELIVERY & MAINTENANCE OF AN ON-SITE ERP SYSTEM.pdf
Supply, delivery, and maintenance of an on-site Enterprise Resource Planning (ERP) system for a period of 60 months for Newcastle Municipality.
The successful bidder must fill in and sign a written contract form (MBD7).
Important Dates
Source: A044-2025 26 RFP FOR SUPPLY, DELIVERY & MAINTENANCE OF AN ON-SITE ERP SYSTEM.pdf (RFP)
Closing date and time: Wednesday, 5 August 2026 at 12:00.
Bid documents available from 6 July 2026.
No other dates (briefings, site visits, clarification deadlines) are specified in the document.
Contact Information
Source: A044-2025 26 RFP FOR SUPPLY, DELIVERY & MAINTENANCE OF AN ON-SITE ERP SYSTEM.pdf (RFP)
Document collection address: Office of the Strategic Executive Director: Budget and Treasury Office, Municipal Civic Centre Tower Block – Office B218 2nd Floor, 37 Murchison Street, Newcastle.
Submission Guidelines
Source: A044-2025 26 RFP FOR SUPPLY, DELIVERY & MAINTENANCE OF AN ON-SITE ERP SYSTEM.pdf (RFP)
Submit sealed bids by 12:00 on Wednesday, 5 August 2026.
Deposit in the tender box at Newcastle Municipality Municipal Civic Offices (Rates Hall), 1st Floor, 37 Murchison Street, Newcastle.
Endorse the envelope with Bid No. A044 - 2025/26 and the tender title; write your name and address on the back.
Late, faxed, emailed, or incorrectly deposited bids will not be considered.
Bids must be submitted on the official forms provided; do not reformat or edit soft copies.
Complete and sign all required returnable documents: MBD 1, Authority to Sign, MBD 3.1, MBD 3.2, MBD 4, MBD 6.1, MBD 8, MBD 9, Declaration for Municipal Accounts, Experience of Bidder, and Pricing Schedule.
Bids remain valid for 120 days after the closing date.
Withdrawal before award requires written notice; withdrawal after award may incur damages.
Ensure all literature is securely attached; couriers must deposit directly into the bid box.
Returnable Documents
Source: A044-2025 26 RFP FOR SUPPLY, DELIVERY & MAINTENANCE OF AN ON-SITE ERP SYSTEM.pdf (RFP)
Complete and sign: MBD 1, Authority to Sign, MBD 3.1, MBD 3.2, MBD 4, MBD 6.1, MBD 8, MBD 9, Declaration for Municipal Accounts, Experience of Bidder, Pricing Schedule.
Evaluation Criteria
Source: A044-2025 26 RFP FOR SUPPLY, DELIVERY & MAINTENANCE OF AN ON-SITE ERP SYSTEM.pdf (RFP)
Evaluation uses a 90/10 scoring system.
Minimum functionality score of 70% required to proceed to next stage.
Preference points allocated based on CSD report for HDI categories: Black people (8), Women (2), People with disability (2), Youth (4), Locality within Amajuba district (4).
Mandatory requirements: CSD registration, valid TCS PIN, no restrictions, all required MBD forms.
Disqualifiers: late submissions, missing forms, tax non-compliance, poor performance history.
Technical Specifications
Source: A044-2025 26 RFP FOR SUPPLY, DELIVERY & MAINTENANCE OF AN ON-SITE ERP SYSTEM.pdf (RFP)
Supply, delivery, and maintenance of an on-site Enterprise Resource Planning (ERP) system for a period of 60 months.
Goods/services must conform to standards mentioned in the bidding documents and specifications.
The successful bidder must fill in and sign a written contract form (MBD7).
Bidders may be required to demonstrate services free of charge at Newcastle Municipality or within its boundary.
Inspections, tests, and analyses may be conducted; costs are borne by the vendor if non-compliant.
The vendor must provide packing to prevent damage during transit.
Incidental services may include on-site assembly, commissioning, tools, manuals, maintenance, repair, and training.
Methodology
Source: A044-2025 26 RFP FOR SUPPLY, DELIVERY & MAINTENANCE OF AN ON-SITE ERP SYSTEM.pdf
Variation orders may be issued for changes not exceeding 15% of original contract value.
No communication between bidders and council officers after bid closing without written authority, except for clarification or extension requests.
Experience & Qualifications
Source: A044-2025 26 RFP FOR SUPPLY, DELIVERY & MAINTENANCE OF AN ON-SITE ERP SYSTEM.pdf
Bidders must submit a Schedule of Work Experience.
Only bidders with necessary experience, qualifications, and technical ability should submit bids.
Quality Management
Source: A044-2025 26 RFP FOR SUPPLY, DELIVERY & MAINTENANCE OF AN ON-SITE ERP SYSTEM.pdf
Goods/services must conform to standards in bidding documents.
Inspections, tests, and analyses may be conducted; vendor bears cost if non-compliant.
Samples may be required at vendor's cost; approved samples retained by municipality.
Demonstrations may be required free of charge within Newcastle Municipality boundary; costs for external demonstrations borne by bidder.
Pricing Schedule
Source: A044-2025 26 RFP FOR SUPPLY, DELIVERY & MAINTENANCE OF AN ON-SITE ERP SYSTEM.pdf
Prices must be written by hand on the pricing schedule, signed by authorised signatory.
All prices in ZAR inclusive of VAT.
Forward exchange rate cover may be required; proof within 14 days after order.
Invoices must comply with SARS requirements and include official order number.
Financial Requirements
Source: A044-2025 26 RFP FOR SUPPLY, DELIVERY & MAINTENANCE OF AN ON-SITE ERP SYSTEM.pdf (RFP)
Prices must be quoted in South African Rand inclusive of VAT.
Bid prices must include all expenses, disbursements, costs, overheads, and profit.
Prices are final and binding; discrepancies between words and figures favour the amount in words.
Payment terms: Newcastle Municipality pays creditors within 30 days after receipt of a compliant invoice via electronic bank transfer.
Invoices must include the official order number, accurate descriptions, and comply with SARS VAT requirements.
Forward exchange rate cover may be required for prices based on exchange rates; proof must be provided within 14 days after order placement.
Authorised disbursements (travel, subsistence) will be refunded at reasonable actual cost, supported by receipts.
Compliance Requirements
Source: A044-2025 26 RFP FOR SUPPLY, DELIVERY & MAINTENANCE OF AN ON-SITE ERP SYSTEM.pdf (RFP)
Bidders must be registered on the National Treasury Central Supplier Database (CSD); register at www.csd.gov.za.
Submit a valid Tax Compliance Status (TCS) PIN or CSD number. Foreign suppliers must complete a Pre-Award Questionnaire.
Joint ventures/consortiums must submit valid TCS verification PINs from SARS for all parties, signed declarations (Interest, Past SCM Practices, Independent Bid Determination), an undertaking, and a consolidated B-BBEE Status Level Verification Certificate.
B-BBEE preference points are allocated as per the CSD report for HDI categories.
No awards to persons in the service of the state.
Provide proof of municipal good standing (not indebted for more than 90 days for municipal services).
B-BBEE Requirements
Source: A044-2025 26 RFP FOR SUPPLY, DELIVERY & MAINTENANCE OF AN ON-SITE ERP SYSTEM.pdf (RFP)
Preference points allocated for HDI categories: Black people (8), Women (2), People with disability (2), Youth (4), Locality within Amajuba district (4).
Points allocated as per information on the attached CSD report.
Contractual Terms
Source: A044-2025 26 RFP FOR SUPPLY, DELIVERY & MAINTENANCE OF AN ON-SITE ERP SYSTEM.pdf
Contract duration: 60 months from date of appointment.
Warranty: Goods are new, unused, with recent models; warranty valid for 12 months after delivery or 18 months after shipment, whichever is earlier.
Payment: Made within 30 days after invoice submission, in Rand.
Prices are firm unless adjustments authorised in Special Conditions of Contract (SCC).
Variation orders allowed for changes not exceeding 15% of original contract value.
Delays may incur penalties based on prime interest rate; termination possible for default or corrupt practices.
Force majeure events may excuse delays.
Disputes resolved first by mutual consultation, then mediation, then South African courts.
Governing law: South African law; contract in English.
Special Conditions
Source: A044-2025 26 RFP FOR SUPPLY, DELIVERY & MAINTENANCE OF AN ON-SITE ERP SYSTEM.pdf (RFP)
Bids valid for 120 days after closing.
Council reserves right to accept all, some, or none of bids, and not obliged to accept lowest.
Bidders may submit alternative proposals economically and technically advantageous.
Post-award product compliance: changes to equipment require manufacturer letters and approval from Accounting Officer.
Price adjustment: council may withdraw if total price increase exceeds inflation rate; see MBD 3.2 for formula.
Redundant materials removed from site remain municipality property.
Requirements
Source: A044-2025 26 RFP FOR SUPPLY, DELIVERY & MAINTENANCE OF AN ON-SITE ERP SYSTEM.pdf (RFP)
Bids must be delivered on time to correct address; late bids not accepted.
Submit on official forms without reformatting.
Comply with Preferential Procurement Policy Framework Act and Regulations 2022, General Conditions of Contract, and Special Conditions.
Source: A044-2025 26 RFP FOR SUPPLY, DELIVERY & MAINTENANCE OF AN ON-SITE ERP SYSTEM.pdf
Evaluation uses a 90/10 scoring system.
Minimum functionality score of 70% required to proceed.
Preference points allocated based on CSD report for HDI categories: Black people (8), Women (2), People with disability (2), Youth (4), Locality within Amajuba district (4).
Sets the constitutional standard for fair, equitable, transparent, competitive and cost-effective public procurement.
Relevant because this is a South African public-sector procurement opportunity.
37Murchison Street, Newcastle CBD, Newcastle, 2940, South Africa
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Official source
eTenders.gov.za
Documents found
1
Last checked
02 Aug 2026
AI status
Enhanced
Data conflicts
None detected
This tender has strong source evidence, including source metadata and supporting tender information synced from the government tender portal.
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