The appointment of service providers for support, maintenance, upgrade, expansion and transfer of skills of the enterprise resource planning solution implemented by the city of ekurhuleni (coe) and all its entities on as and when required basis from date of award until 30 june 2029 or until the replacement of the system, whichever comes first

Closing date: 07 September 2026 at 10:00.

Information session: 19 August 2026 at 11:00 at Boksburg Library, Auditorium, Corner Trichardt Street and Voortrekker Road, Boksburg North. Bid documentation will not be available at the information session.

Advertised in Sowetan on 07 August 2026.

Bids must remain valid for 120 days from the closing date.

An information session will be held at 11:00 am on 19 August 2026 at Boksburg Library, Auditorium, Corner Trichardt Street and Voortrekker Road, Boksburg North. Bid documentation will not be available at the information session.

Bidding procedure enquiries: Sduduzo Sikhakhane, email [email protected].

Technical information enquiries: Jaclyn Erasmus, email [email protected].

Submission address: Bid Box Number 02, Ground Floor, Golden Heights, 141 Victoria Street (corner Victoria and F H Odendaal Streets), Germiston 1400, use entrance at 65 FH Odendaal Street.

Bids must be submitted on the official forms provided and not re-typed. Deliver to Bid Box Number 02, Ground Floor, Golden Heights, 141 Victoria Street (corner Victoria and F H Odendaal Streets), Germiston 1400, using the entrance at 65 FH Odendaal Street, by 10:00 on 07 September 2026. Late bids will not be considered. Bids must be valid for 120 days from the closing date. Telefax or e-mail bids are not acceptable. Bids completed in pencil will be invalid. Only information entered in the spaces provided will be evaluated; additional information must be referenced by page number and section heading. Unsolicited attachments such as company profiles and CVs are discouraged. Bidders must check the COE website daily for amendments, addenda, and extensions of validity. No communication is allowed after bid closing. The list of successful and unsuccessful bidders will be published on the city's website.

Returnable forms (all must be completed, signed where applicable, and submitted as a complete set):

• Form of Bid (General Declaration)
• Form A (Procurement Form of Bid)
• Form B (Declaration of Interest)
• Form C (Declaration for Procurement above R10 Million, if applicable)
• Form D (Declaration of Bidder's Past SCM Practices)
• Form E (Certificate of Independent Bid Determination)
• Form G (Declaration for municipal accounts)
• Form H (Declaration for municipal accounts where bids exceed R10 million)
• Form I (Specification)
• Form J (Variations and Omissions)
• Form K (Schedule of Prices)
• Form L (General Conditions of Contract)
• Form M (Special Conditions and Undertakings)
• Form N (Contract form - Rendering of services, Part 1 and Part 2)

Disqualification risks:

• Non-compliance with CSD registration and legislative requirements.
• Failure to complete and sign the Schedule of Prices (Form K) in full.
• Scratching out, writing over, or painting out rates without initialling.
• Use of correction fluid, erasable ink, or pencil on sections affecting evaluation.
• Bid not properly signed by an authorised person.
• Attempting to influence evaluation or award.
• Misrepresentation affecting evaluation or specific goals.
• Submission in the wrong bid box or after closing date/time.
• Non-submission of municipal account (not older than 3 months), lease agreement, or affidavit.
• Municipal arrears exceeding 3 months (for bids up to R10 million) or 30 days (for bids above R10 million), unless proof of payment arrangement is attached.
• Unsatisfactory performance on a previous contract with the municipality or organ of state within the last 5 years.
• Being in the service of the state, or having directors/managers/principal shareholders in state service.
• Being listed on the Register of Bid Defaulters.
• Abusing the COE's Supply Chain Management System.
• Non-submission of three annual financial statements if the bid value exceeds R10 million.
• Failure to submit all required documents as specified.
• Failure to fully complete and sign Forms of Bid, B, C, D, E, G, and H as applicable.
• Not being registered in the required CIDB contractor grading designation, if applicable.
• Submitting a bid with any false information regarding specific goals or subcontracting arrangements.

The following documents must be completed, signed where applicable, and submitted as a complete set: Form of Bid (Declaration), Form A (Procurement Form of Bid), Form B (Declaration of Interest), Form C (Declaration for Procurement above R10 Million), Form D (Declaration of Bidder's Past SCM Practices), Form E (Certificate of Independent Bid Determination), Form G (Declaration for municipal accounts), Form H (Declaration for municipal accounts where bids exceed R10 million), Form I (Specification), Form J (Variations and Omissions), Form K (Schedule of Prices), Form L (General Conditions of Contract), Form M (Special Conditions and Undertakings), Form N (Contract form - Rendering of services, Part 1 and Part 2).

Acceptable bids will be evaluated using a points system: 90 points for price and 10 points for specific goals (90/10 system) as the bid value exceeds R50 million. For bids between R2,000 and R50 million, the 80/20 system applies. The bidder with the highest total points will be awarded the contract. Points are calculated based on comparative price. In case of equal scores, the bidder with the highest specific goal points wins; if still equal, the bidder with the highest functionality score wins; if still equal, the award is decided by drawing of lots. Functionality evaluation criteria, weights, values, and minimum qualifying score will be specified in the bid invitation. Bidders not achieving the minimum functionality score are eliminated from further evaluation. The price used for evaluation includes all applicable taxes, including VAT.

Technical adjudication and minimum requirements: bids must comply with bid conditions and technical specifications; non-compliance leads to rejection. Evaluation also considers infrastructure and resources (physical facilities, plant and equipment owned or leased), size of enterprise (previous and expected annual turnover), staffing profile (staff available, qualifications and experience of key staff), previous experience (relevant technical field, contracts of similar size, references may be contacted), and financial ability to execute the contract (proof of access to credit or financing, bank statements, or funding commitments from development finance institutions).

The scope is the appointment of service providers for support, maintenance, upgrade, expansion, and transfer of skills of the Enterprise Resource Planning (ERP) solution implemented by the City of Ekurhuleni and all its entities, on an as-and-when-required basis from date of award until 30 June 2029 or until the replacement of the system, whichever comes first. The bid may be awarded to more than one bidder.

Bidders must provide details of physical facilities (description, address, area in m²) and infrastructure and resources available (plant and equipment owned or leased, with number of units).

Bidders must provide details of key staff to be utilised on this contract, including name, identity number, relevant qualifications, and years of relevant experience.

Bidders must demonstrate previous experience in the relevant technical field and experience with contracts of similar size. References may be contacted.

Joint venture/consortium information: if bidding as a JV/consortium, bidders must provide full names and addresses of each partner, the share of each partner, and authorise the lead partner to incur liabilities, receive instructions and payments, sign documents, and be responsible for execution and administration. The JV/consortium may not be terminated until the contract is awarded or completed. No party may transfer its interest without prior written consent. Parties must cooperate on an exclusive basis. All signatories must attach original or certified copies of dated and signed resolutions of members/directors/partners.

Bidders must demonstrate previous experience in the relevant technical field and experience with contracts of similar size. References may be contacted. Bidders must provide details of key staff to be utilised on this contract, including name, identity number, relevant qualifications, and years of relevant experience. Bidders must also demonstrate adequate financial capacity to execute the contract, with proof from a registered financial institution (e.g., proof of access to credit or financing, bank statements, or funding commitments from development finance institutions). The City may request updated financial information and re-verify financial ability prior to award.

Bidders must complete and sign the Schedule of Prices (Form K) in full. Prices must be placed in the column on the form provided. The total bid price must be indicated. Prices must include all applicable taxes, including VAT.

Bidders must demonstrate adequate financial capacity to execute the contract. As proof, bidders may submit one of the following issued by a registered financial institution: proof of access to credit or financing, bank statements, or funding commitments from development finance institutions. The City may request updated financial information and re-verify financial ability prior to award.

If the bid value exceeds R10 million, bidders must submit three annual financial statements: audited or independently reviewed statements for the most recent financial year (prepared within 6 months of year-end) and the two preceding years, unless the bidder was established within the past three years, in which case all statements since establishment must be submitted. Close corporations must submit statements prepared within 9 months of year-end. If not required to be audited or reviewed, non-audited statements must be submitted. Failure to attach the required annual financial statements will result in rejection.

Bidders must be registered on the Central Supplier Database (CSD) and comply with all applicable legislative requirements. Tax compliance will be dealt with in terms of MFMA Circular No. 90. Bidders must provide a TCS PIN or CSD number. Foreign suppliers must complete the pre-award questionnaire in Part B:3.

Bidders must not be in the service of the state, nor have directors, managers, principal shareholders or stakeholders in the service of the state. Bidders must not be listed on the Register of Bid Defaulters. Bidders must not have abused the COE's Supply Chain Management System.

Bidders must submit a municipal account not older than three months, or a lease agreement or affidavit if they do not own property. Bidders must not have municipal rates and taxes or service charges in arrears for more than three months (for bids up to R10 million) or more than 30 days (for bids above R10 million), unless proof of payment arrangement is attached.

Bidders must not have failed to perform satisfactorily on a previous contract with the municipality or any organ of state within the last five years.

Bidders must not use correction fluid, erasable ink, or pencil on sections affecting evaluation. Bids must be signed by an authorised person.

B-BBEE: To qualify for preference points, bidders must submit a B-BBEE status verification certificate (original or certified copy), or an original sworn affidavit or certified copy (for EMEs and QSEs), or a certificate from CIPC. Bidders claiming specific goals must submit the required evidence at bid closure, valid at that time.

CIDB: Bidders must be registered in the required CIDB contractor grading designation, if applicable.

Preference points for specific goals are awarded as follows: 2 points for EME/QSE status (with original sworn affidavit or certified copy of BBBEE certificate); 2 points for enterprise situated within Ekurhuleni demarcation (with municipal account, lease agreement, or affidavit); 2 points for enterprise at least 50% owned by youth (with ID and share certificate or CIPC composition); 2 points for enterprise at least 50% owned by women (with ID and share certificate or CIPC composition); 2 points for enterprise at least 50% owned by people with disabilities (with ID and medical certificate). Total specific goal points maximum is 10. Proof must be submitted at bid closure and be valid at that time. Bidders claiming specific goals must complete the bid declaration. A trust, consortium, or joint venture may qualify if it meets the requirements and submits consolidated B-BBEE scorecard. Subcontracting more than 30% of the contract value is not permitted.

The successful bidder will be required to fill in and sign a written contract form (MBD7). The contract will be governed by the General Conditions of Contract (GCC) and any special conditions. The contract period is from date of award until 30 June 2029 or until the replacement of the system, whichever comes first. The COE reserves the right to accept a bid in whole or part. Bids must remain valid for 120 days from the closing date. The COE may extend the validity period, and bidders must check the website for such extensions.

Bids must be submitted on the official forms provided and not re-typed. Bids must be delivered to the correct bid box by the stipulated time. Late bids will not be accepted. Bids must be valid for 120 days from the closing date. Bids completed in pencil will be regarded as invalid. Telefax or e-mail bids are not acceptable. The lowest or any bid will not necessarily be accepted. The COE reserves the right to accept a bid in whole or part. Bidders must check the COE website daily for possible amendments/addenda and extensions of validity. No communication will be allowed after the closing of the bid. The list of successful and unsuccessful bidders will be published on the city's website. Bidders must note that only information filled in at the spaces provided will be considered for evaluation. Additional information must be properly referenced by page number and section heading. Attachment of unsolicited information such as company profiles and CVs is not desirable and may lead to delays.

Bidders must be registered on the Central Supplier Database (CSD) and comply with all applicable legislative requirements. Bidders must not be in arrears with municipal rates and taxes or service charges for more than three months (or 30 days for bids exceeding R10 million). Bidders must not have failed to perform satisfactorily on a previous contract with the municipality or any organ of state within the last five years. Bidders must not be persons in the service of the state, nor have directors, managers, principal shareholders or stakeholders in the service of the state. Bidders must not be listed on the Register of Bid Defaulters. Bidders must submit three annual financial statements if the bid value exceeds R10 million. Bidders must not have abused the COE's Supply Chain Management System. Bidders must not have attempted to influence the evaluation or award process, and must not have made any misrepresentation affecting evaluation. Bidders must not use correction fluid, erasable ink, or pencil on sections affecting evaluation. Bidders must sign the bid properly by an authorised person. Bidders must submit a municipal account not older than three months, or a lease agreement or affidavit if they do not own property. Bidders must not have any outstanding municipal arrears as specified. Bidders must not be registered in a lower CIDB contractor grading designation than required, if applicable.

Enquiries must be directed to Jaclyn Erasmus at email: [email protected]. Bidding procedure enquiries may be directed to Sduduzo Sikhakhane at email: [email protected].