Supply, support and maintenance of electronic traffic-surveillance equipment and contravention management system (36 months, rent-to-own) – moretele local municipality

The municipality requires a professional service provider to supply, support and maintain electronic traffic-surveillance equipment and a contravention management system for 36 months, on a rent-to-own basis, including debt and fine collection services.

Closing date: 29 October 2026 at 12:00

Bid opening: 29 October 2026 at 12:00, at Moretele Local Municipality, 4065 B Mathibestad

Compulsory briefing: 23 September 2026 (e-tender only) – not applicable per F.2.7 (contradictory; treat as not compulsory)

Bid documents available on e-Tender from 23 September 2026

Clarification requests must be submitted at least 5 working days before closing.

SCM enquiries:

• Contact: Ms M Phenya
• Telephone: 012 716 1300/1314
• Email: [email protected]

Technical enquiries (Public Safety Unit):

• Contact: Ms NG Temba
• Telephone: 012 716 1300/74
• Email: [email protected]

Employer's representative: Ms NG Temba, 4065 B Mathibestad, Tel 012 716 1300/74, Email [email protected]

Submission address: Municipal Hall, Moretele Local Municipality, 4065 B Mathibestad, Makapanstad, 0404

Postal address: Private Bag X367, Makapanstad, 0404

Submission method: sealed bids deposited in the bid box at Moretele Local Municipality, 4065 B Mathibestad, Makapanstad, 0404.

Closing time: 12:00 on 29 October 2026. Late bids will not be considered.

Bids must be submitted on the official forms provided (not re-typed) or online.

Bids must remain valid for 90 days from the closing date.

Returnable documents (complete, sign, and submit):

• Company Profile
• Record of Addenda
• Certificate of Authority (on company letterhead)
• Compulsory Enterprise Questionnaire
• Proof of Registration and certified ID copies of owners/directors/shareholders
• Experience of Tenderer (schedule of work satisfactorily carried out)
• Joint Venture agreement (if applicable)
• Key Personnel schedule with certified copies of qualifications
• Deviations and Qualifications
• CSD Summary Report
• B-BBEE Verification Certificate
• Proof of purchase of tender documents
• Audited financial statements for the past one year
• Banking details and rating
• Municipal account (business/directors not owing more than 90 days) or landlord statement with valid lease
• Completed and signed Form of Offer
• MBD 4: Declaration of Interest
• MBD 6.1: Preference Points Claim Form
• MBD 7.2: Contract Form – Rendering Services
• MBD 8: Declaration of Bidder's Past Supply Chain Management Practices
• MBD 9: Certificate of Independent Bid Determination

Bids must be for the full scope of services; partial bids will be rejected.

Bids must be signed by an authorised person. Joint ventures must include a notarised formation document.

No two-envelope procedure applies.

Evaluation split: 80/20 (price / specific goals).

Bids are evaluated for functionality (quality, reliability, viability, durability) before price.

Bidders must achieve a minimum number of points for quality to have their financial proposal opened.

Preference points claimed under the Preferential Procurement Regulations 2022.

Bids will be adjudicated per the municipality's SCM Policy, PPPFA, and B-BBEE Act.

Scope: Supply, support and maintenance of electronic traffic-surveillance equipment and a contravention management system for 36 months, on a rent-to-own basis, including debt and fine collection services.

Equipment quantities:

• Radar Mobile Camera: 3
• Camera Fixed Sites: 1
• ANPR Roadblock Unit and ancillary equipment: 1
• Back Office – Traffic Contravention Management (processing of camera, handheld, handwritten notices from capture to finalisation): 1
• Back Office – Revenue Protection and Enhancement (online/walk-in payment, call centre, electronic communications, data management): 1
• Handheld Devices (S341, S54, S56, AARTO, Accidents, Impound, Events): 12

Service provider must:

• Train municipality back-office officials and traffic officers on systems and cameras.
• Supply roadblock technical equipment and roadblock units (with computers, printers, cameras, stationery).
• Provide technical support staff.
• Supply hardware and software for back-office systems.
• Prepare and print all relevant notices.
• Provide a team to serve Section 54 summonses.
• Manage case results.
• Supply handheld devices integrated with the contravention management system.
• Supply a call centre for traffic fine queries, electronic communications, data cleansing, bulk SMS and reminders.
• Compile DPP applications for submission by the client.
• Provide automatic offender change website for proxies.
• Provide fine payment website and walk-in payment centres.

Technical requirements:

• Mobile radar camera: automatic mode, GPS/3G/LTE, remote access, wireless flash, lane identification (up to 5 lanes), dual direction, 9MP colour camera, video capture, ANPR, SANS 1795 certified (Parts 0, 2, 5), DPP approval.
• Roadblock/ANPR system: ANPR screening, live NaTIS link, print unpaid fines/summonses/warrants, web viewing, payment facilities, drop-safe vehicle, self-contained, alarm within 2 seconds of ANPR read.
• Back office: Microsoft SQL platform, internet-based, interface with payment systems (banks, SAPO), interface with e-NaTIS, generate and print Section 341 notices, Section 54 summonses, court rolls, warrants, etc.
• All systems must be AARTO ready with no additional cost.

Approach: Provide a structured, integrated service for electronic traffic surveillance and contravention management.

Implementation: Supply equipment, train officials, provide technical support, and manage back-office processing.

Roadblock system must be fully self-contained and networked to regional and national databases.

ANPR screening must alert officials within 2 seconds of a read.

Experience: Schedule of work satisfactorily carried out by the tenderer required.

Key personnel: Schedule with certified copies of qualifications required.

Joint venture: Agreement required if applicable.

Quality: Bids evaluated on functionality (quality, reliability, viability, durability).

Inspection: Supplies may be inspected, tested, or analysed after delivery; rejected supplies must be replaced at provider's cost.

Standards: Camera systems must comply with SANS 1795 (Parts 0, 2, 5) and National Prosecuting Guidelines.

Pricing schedule: Part of the contract volume.

Rates and prices fixed for contract duration.

Include all duties, taxes (except VAT) and levies; VAT shown separately.

Prices in Rand.

If unit rates or lump sums are unreasonable, bidder may be required to justify or adjust them within 7 days while keeping total price unchanged.

Pricing: Fixed rates and prices for the duration of the contract, not subject to adjustment.

Prices must include all duties, taxes (except VAT) and levies applicable 14 days before closing.

VAT must be shown separately.

Prices in Rand.

Bid security: Not specified.

Bonds/guarantees: If requested, submit securities, bonds, guarantees, policies and certificates of insurance before contract formation.

Insurance: Bidder advised to seek qualified advice; employer's cover may not be full.

Document fee: R1,000.00 (non-refundable), payable to Moretele Local Municipality, ABSA cheque account 405 331 7014, branch code 632005, reference: Company Name and Bid Number. Cash not accepted; only proof of payment or debit card.

Audited financial statements for the past year required.

Banking details and rating required.

CSD registration: Required; provide CSD number or SARS Tax Compliance PIN.

Tax compliance: Valid SARS Tax Clearance Certificate or TCS PIN required. Foreign suppliers must complete pre-award questionnaire (Part B:3).

B-BBEE: Valid B-BBEE Status Level Certificate required (SANAS-accredited or IRBA-approved). Trusts/consortia/JVs must submit consolidated scorecard if unincorporated.

Eligibility: Bidder or directors must not be listed on Register of Defaulters (Prevention and Combating of Corrupt Activities Act, 2004).

Must not have abused SCM system, failed to pay municipal rates/taxes/service charges in arrears >3 months, or failed to perform on a previous contract.

Must complete Compulsory Enterprise Questionnaire.

Local content: Not specified.

CIDB grading: Not applicable (not construction).

Contract form: MBD 7.2 (Rendering Services) must be signed.

Contract period: 36 months.

Bid validity: 90 days from closing date.

Employer may accept or reject any bid, cancel the process, and re-advertise; no reasons given.

Rejected supplies may be held at provider's cost and risk; provider must substitute immediately.

Provider may be required to provide on-site assembly, commissioning, tools, operations/maintenance manuals, and training.

Confidentiality: Bidder must treat all matters as confidential.

Alterations to documents: No alterations except to correct errors; all signatories must initial.

Alternative offers: Only if a main compliant bid is also submitted, with a comparison schedule.

Communication: All communication via employer's representative only, in English.

Clarification: Requests must be made at least 5 working days before closing.

Addenda: Acknowledge receipt; employer may issue addenda up to 7 days before closing.

Non-disclosure: Evaluation information not disclosed until after award.

Grounds for rejection: Corrupt or fraudulent practices lead to immediate disqualification.

Unreasonable rates: Bidder may be required to justify rates within 7 days of written notice.

Evaluation: 80/20 split (price / specific goals).

Functionality evaluated first; minimum quality points required to proceed.

Preference points under Preferential Procurement Regulations 2022.