TENDER DOCUMENT

TENDER NO / E/06/16-17
TENDER DESCRIPTION / SUPPLY, INSTALL AND MONITOR TRACKER SERVICES
CLOSING DATE / 02 JUNE 2017 / CLOSING TIME / 11:00
POSTAL ADDRESS:
Eden District Municipality
Attention: Supply Chain Management Unit
PO Box 12
George, 6530 / TO BE DEPOSITED IN:
The bid box at the entrance of the Municipal Offices
Eden District Municipality
54 York Street
George
6529
Clearly mark the Bid envelope with the bid number and title of bid on the face of the envelope
Any tenders couriered to be deposited in the Municipality's Bid Box, any bids sent to the wrong recipient other than being deposited in the Bid Box will not be considered
ATTENTION:
FINANCIAL DIRECTORATE
SUPPLY CHAIN MANAGEMENT UNIT
EDEN DISTRICT MUNICIPALITY
GEORGE / A bid posted or couriered (at sender’s risk) to the Municipality, PO Box 12, George, 6530, in good time so as to reach the Municipality before the above-mentioned closing date and clearly indicated attention supply chain management unit, may be accepted on condition that it is placed in the correct Bid box before the closing time, it being understood that the Council disclaims any responsibility for seeing that such bids are in fact lodged in the bid box.
SUMMARY FOR TENDER OPENING PURPOSES
NAME OF TENDERER: ......
CENTRAL SUPPLIER DATABASE NO: ......
TOTAL BIDDING PRICE (INCLUDING VAT)
Total Bidding Price (Including VAT) / R
PREFERENCE CLAIMED FOR:
B-BBEE Status Level of Contributor:
Preference Points Claimed:
B-BBEE certificates submitted with the quotation document MUST be VALID ORIGINAL B-BBEE CERTIFICATES or VALID CERTIFIED COPIES OF B-BBEE CERTIFICATES
VALIDITY PERIOD:
AVAILABLE FOR 90 DAYS AFTER THE BID CLOSURE
CONTACT DETAILS FOR:
Bidding procedures and documents / Bid Scope and technical specifications
Ms Sandisa Gologolo
Tel: (044) 803 1313
E-mail: / Mr Deon Van Wyk
Cell: 084782 2287
E-mail:
CHECKLIST

Please ensure that the following forms have been completed and signed and all documents, as requested, are attached to the tender document

Description of document / Document number / Yes / No
Bid Conditions & Information
Invitation to bid & Details of the bidder / MBD 1
Terms of Reference
Tax clearance certificate / MBD 2.
Current Municipal Certificate / Lease Agreement
Pricing schedule – firm prices (purchases) / MBD 3.1
Form of Offer & Acceptance
Declaration of Interest / MBD 4
Preference points claim form for preference points for Broad-Based Black Economic Empowerment (B-BBEE) Status Level of Contribution. / MBD 6.1
Formal contracts for services / MBD 7.1
Declaration of bidder’s past supply chain management practices / MBD 8
Certificate of independent bid determination / MBD 9
Authority of Signatory
General Conditions of contract & Bid Requirements
Annexure A : Past Experience

Please sign on Completion.

......

NAME OF THE BIDDER SIGNATURE DATE

BID CONDITIONS AND INFORMATION

1Agreement

The successful bidder will be expected to sign the Contract Form (Part 1) of this bid document within 30 days of the date of notification by the Eden District Municipality that his/her bid has been accepted.

2Completion of Bid Documents

(a)The original bid document must be completed fully in black ink and signed by the authorised signatory to validate the proposal. All the pages must be initialled by the authorised signatory. Failure to do so may result in the invalidation of the bid.

(b)Bid documents may not be retyped or altered in any way.

3Alteration or Qualification of Bid

No unauthorised alteration of this set of bid documents will be allowed. Any unauthorised alteration will disqualify the proposal automatically. Any ambiguity has to be cleared with contact person for the bid before the closure date.

4Authorised Signatory

(a)A copy of the recorded Resolution taken by the Board of Directors, members, partners or trustees authorising the representative to submit this bid on the bidder’s behalf must be attached to the Bid Document on submission of same.

(b) A bid shall be eligible for consideration only if it bears the signature of the bidder or of some person duly and lawfully authorised to sign it for and on behalf of the bidder.

5Submission of Bid

(a)The bid must be put in a sealed envelope, or envelopes when the two-envelope system is specified, clearly marked with the bid number, title as well as closing date and time and placed in the Tender Box at the Eden District Municipality by not later than 11h00 on Friday 02 June 2017

(b)Faxed, e-mailed and late bids will not be accepted. Bids may be delivered by hand, by courier, or posted at the bidder’s risk and must be received by the deadline specified above, irrespective of how they are sent or delivered.

6Opening, Recording and Publications of Bids Received.

  • Bids will be opened in public immediately after the bid closure date, or at such
  • time as specified in the bid documents. If requested by any bidder present,
  • names of the bidders, and if practical the total amount of each bid and of any alternative bids will be read out aloud.
  • Bids received in time recorded and entered in a register which is open for public inspection.

7Tax Clearance Certificate

  1. A valid original Tax Clearance Certificate must accompany the bid documents.

The onus is on the bidder to ensure that the Eden District Municipality has an original Tax Clearance Certificate on

record and obtain confirmation from the Supply Chain Management Unit of the Eden District Municipality.

  1. Bids not supported by a valid original Tax Clearance Certificate, as an attachment to the bid documents will be invalidated.
  2. In bids where consortia/joint ventures/sub-contractors are involved, each party must submit a separate valid original Tax Clearance Certificate.

8Evaluation of Bids

Bids will be evaluated in terms of their responsiveness to the bid specifications and requirementsas well as such additional criteria as set out in the bid documents.

9Acceptance or Rejection of a Bids

The Eden District Municipality reserves the right to withdraw any invitation to submit a bid and/or to re-advertise or to reject any bid or to accept a part of it. The Eden District Municipality does not bind itself to accepting the lowest bid.

10Registration on Accredited Supplier Database

It is expected of all prospective service providers who are not yet registered on the Central Supplier Database to register online ( and verify their company information at Eden District Municipality Database Department. The Eden District Municipality reserves the right not to award proposals to prospective suppliers who are not registered on the CSD (Central Supplier Database).

11Site / Information Meetings

No site meeting

12Stamp and Other Duties

The successful bidder will be liable for all duties and costs on legal documents resulting in the .

establishment of a contract and for the surety and retentions.

13Language of Contract

The contract documents will be compiled in English and the English versions of all referred documents

will be taken as applicable.

14 Procurement Policy

Bids will be awarded in accordance with the Preferential Procurement Regulations, 2001 pertaining to

the Preferential Procurement Policy Framework Act, No 5 of 2000.

15Expenses Incurred in Preparation of Bid

The Eden District Municipality shall not be liable for any expenses incurred in the preparation and submission of the bid.

16Wrong Information Furnished

Where a contract has been awarded on the strength of the information furnished by the bidder which, after the conclusion of the relevant agreement, is proved to have been incorrect, the Eden District Municipality may, in addition to any other legal remedy it may have, recover from the contractor all costs, losses or damages incurred or sustained by the Municipality as a result of the award of the contract.

17Validity Period

Bids shall remain valid for 90 days after the bid closure date.

18General and Special Conditions of Contract

The General Conditions of Contract as well as any Special Conditions of Contract that may form part of

this set of bid documents will be applicable to this bid in addition to the conditions of bid.

19Municipal Rates, Taxes and Charges

The bidder to provide their municipal account of rates and taxes of both the Bidding entity and its directors’ in its Bid Document submission. Any bidder which is or whose directors are in arrear with their municipal rates and taxes due to any Municipality within South Africa for more than three months and have not made an arrangement for settlement of or same before the bid closure date will be disqualified.

20Contact with Municipality after Bid Closure Date

Bidders shall not contact the Eden District Municipality on any matter relating to their bid from the time of the opening of the bid to the time the contract is awarded. If a bidder wishes to bring additional information to the notice of the Eden District Municipality, it should do so in writing to the Eden District Municipality. Any effort by the firm to influence the Eden District Municipality in the bid evaluation, bid comparison or contract award decisions may result in the rejection of the bid.

MBD 1

INVITATION TO BID

YOU ARE HEREBY INVITED TO BID FOR REQUIREMENTS OF THE (EDEN DISTRICT MUNICIPALITY)

BID NO / E/06/16-17 / DESCRIPTION / SUPPLY, INSTALL AND MONITOR TRACKER SERVICES
CLOSING DATE / 02 JUNE 2017 / CLOSING TIME / 11:00

The successful bidder will be required to fill in and sign a written Contract Form (MBD 7.1).

BID DOCUMENTS MAY BE POSTED TO:

BOX SITUATED AT (STREET ADDRESS)

Eden District Municipality

Supply Chain Management

(Ground Floor)

54 York Street

GEORGE

Bidders should ensure that bids are delivered timeously to the correct address. If the bid is late, it will not be accepted for consideration.

The bid box is open from 7:30 till 16:00, five (5) days a week

ALL BIDS MUST BE SUBMITTED ON THE OFFICIAL FORMS – (NOT TO BE RE-TYPED)

THIS BID IS SUBJECT TO THE PREFERENTIAL PROCUREMENT POLICY FRAMEWORK ACT AND THE PREFERENTIAL PROCUREMENT REGULATIONS, 2011, THE GENERAL CONDITIONS OF CONTRACT (GCC) AND, IF APPLICABLE, ANY OTHER SPECIAL CONDITIONS OF CONTRACT

NB: NO BIDS WILL BE CONSIDERED FROM PERSONS IN THE SERVICE OF THE STATE (as defined in Regulation 1 of the Local Government: Municipal Supply Chain Management Regulations)

DETAILS OF BIDDER

NAME OF BIDDER: ……………………………………………………………………………………………………..…

POSTAL ADDRESS: ………………………………………………………………………………………………………

STREET ADDRESS: ………………………………………………………………………………………………………

………………………………………………………………………………………………………...

TELEPHONE NUMBERCODE……………NUMBER………………………………………………………………….

CELLPHONE NUMBER: ………………………………………………………………………………….…………..

FACSIMILE NUMBER: CODE: ……………NUMBER………………………………………..………………………

E-MAIL ADDRESS: ……………………………………………………………………………………………………...

VAT REGISTRATION NUMBER …………………………………………………………………………………………

HAS AN ORIGINAL AND VALID TAX CLEARANCE CERTIFICATE BEEN ATTACHED? (MBD 2) YESNO

HAS A B-BBEE STATUS LEVEL VERIFICATION CERTIFICATE BEEN SUBMITTED? (MBD 6.1) YES NO

IF YES, WHO WAS THE CERTIFICATE ISSUED BY?

IF YES, WHO WAS THE CERTIFICATE ISSUED BY?

AN ACCOUNTING OFFICER AS CONTEMPLATED IN THE CLOSE CORPORATION ACT (CCA) 

A VERIFICATION AGENCY ACCREDITED BY THE SOUITH AFRICAN NATIONAL ACCREDITATION SYSTEM (SANAS) 

A REGISTERED AUDITOR 

A SWORN AFFIDAVIT 

(Tick applicable box) 

(A B-BBEE STATUS LEVEL VERIFICATION CERTIFICATE MUST BE SUBMITTED IN ORDER TO QUALIFY FOR PREFERENCE POINTS FOR B-BBEE)

ARE YOU THE ACCREDITED REPRESENTATIVE

IN SOUTH AFRICA FOR THE GOODS/SERVICES/WORKS OFFERED?

YES/NO (IF YES ENCLOSE PROOF)

SIGNATURE OF BIDDER ………………………………………………………………………………………………

DATE……………………………………………………………………………………………………………….….....

CAPACITY UNDER WHICH THIS BID IS SIGNED……………………………………………………………………………………………………….….…

ANY ENQUIRIES REGARDING THE BIDDING PROCEDURE MAY BE DIRECTED TO:

Municipality / Municipal Entity : Eden District Municipality

Department : Financial Services

Section : Supply Chain Management Unit

Contact Person : Sandisa Gologolo

Tel : 044 803 1313

E-mail :

ANY ENQUIRIES REGARDING TECHNICAL INFORMATION MAY BE DIRECTED TO:

Contact Person : Mr Deon Van Wyk

Department : Community Services

Section : Fire Services

Tel: : 084782 2287

E-mail :

1

EDEN DISTRICT MUNICIPALITY
FORMAL TENDER E/06/16-17
SUPPLY, INSTALL AND MONITOR TRACKER SERVICES
Service providers are herby invited to tender for the supply, installation and monitoring of a vehicle tracking system for the Eden District Municipality (EDM) fleet vehicles for a period of three years.
Tender documents are obtainable from Ms Sandisa Gologoloduring office hours (Mondays to Thursday 08:00 – 16:30
and Fridays 08:00 to 13:30) Tel: 044 803 1313; Fax: 086215 5506; E-mail:
For any technical enquiries contact: Mr Deon Van Wyk at Cell: 084782 2287 or e-mail:
Tenders will be evaluated and adjudicated in terms of the Preferential Procurement Policy Framework Act (Act 5 of 2000), Regulations 2011, and the Eden District Municipality Supply Chain Management Policy, where 80 points will be allocated in respect of price and 20 points in respect of BBBEE.
Tender must be submitted on official tender form in compliance with Council’s Supply Chain Management Policy.
Tenders in sealed envelopes, clearly marked “Tender E/06/16-17:SUPPLY, INSTALL AND MONITOR TRACKER SERVICES” must be placed in the tender box of the Eden District Municipality, 54York Street, George, not later than 11:00 on Friday, 02 June 2017, when it will be opened in public at the District Municipality’s office at the abovementioned address.
No late tenders, tenders per facsimile or e-mail and tenders per post will be accepted.
Tenders may only be submitted on the tender document that is issued.
Requirements for sealing, addressing, delivery, opening and assessment of tenders are stated in the tender document.
Important note: A valid original Tax Certificate and certified copies of directors and owners’ identity documents must be submitted with the documentation.
It will be required from successful tenderers to register on the Central Supplier Database (CSD).
Tender documents are obtainable at a non-refundable deposit of R80.00 each from the Supply Chain Management Unit, Ground Floor, 54 York Street, George or are obtainable free of charge on Eden District Municipality’s website at
VAT must be included in all prices.
The Council reserves the right to accept any tender or part thereof, and with the increase in price of any of the commodities, its purchases of those commodities from the specific tenderer will be considered and to determine the period of tenders to be awarded.
MG Stratu
Municipal Manager
Eden District Municipality
54 York Street
P.O. Box 12
GEORGE
6530
Notice number: 35/2017 EDEN COMMUNICATIONS


EDEN DISTRICT MUNICIPALITY

TERMS OF REFERENCE

Specifications of required items for the total vehicle tracking system

  1. Scope of Work:
  2. Eden municipality requires service providers to supply, install and monitor tracker services for a contract period ending on 30 June 2020
  3. Estimated quantities required: 32
  4. The selected supplier will be required to supply and install a proven monitoring system on an outright purchase basis.
  5. This will include the provision of all relevant software that is compatible with the municipality’s information technology systems.
  6. The system will also be used to monitor driving methods, vehicle performance and utilisation
  7. The system must incorporate GPS tracking to enable vehicle position to be tracked by the municipality
  8. All vehicles are required to be fitted with the monitoring system
  9. The installation need to be set up at fire stations situated throughout the Eden District Municipal area
  10. The municipality will add or de-commission vehicles as-and-when required.
  11. The tracking devices must be installed into new vehicles prior to delivery to Eden District Municipality. The successful tenderer will be responsible for the arrangement of the installation.
  12. Tracking devices removed from de-commissioned vehicles become the property of the municipality and re-installation might be required free of charge as-and-when required.
  13. Call out’s for maintenance and technical issues must be dealt with in a period no longer than 48hrs of a call been logged
  14. Sufficient training to operate the system must be provided by the service provider.
  15. After hours and weekend service will be required from the service provider as well.
  16. The service provider will be required to attend court appearances following accidents involving council vehicles as-and-when required.
  17. A representative of the service provider may occasionally be required to give evidence in a court of law in order to assist with the reconstruction of motor vehicle accidents according to information generated by the system.
  18. Provision of dedicated in-house support where feasible
  19. The variation between actual vehicle speed and that indicated by the tracking unit must not exceed 5%
  20. The variation between actual time and that indicated by the vehicle tracking unit must not exceed 1%.
  21. The service provider will assess whether current hardware is compatible with his system and submit proposals to integrate the hardware into his system or to have it de-commissioned
  1. General specifications:

The system offered must be able to monitor the following functions and record them for subsequent downloading.

  • Road Speed
  • Vehicle Utilisation (Distance and time)
  • Excessive engine revolutions
  • Green band driving
  • Excessive Idling
  • Rough Driving
  • Hard Braking
  • Free Wheeling
  1. System capabilities:
  • Individual driver Identification
  • Buzzer to warn driver of speed and engine rpm infringements (Must be able to be adjusted to suit specific requirements).
  • Ability to immobilise vehicle from base station.
  • Real-time GPS tracking of vehicle within 30 minutes of enquiry being made.
  • Ability to display position of vehicle either moving or stationary on detailed maps of the entire Eden District Municipality area to within 10 metres accuracy.
  • Automatic downloading by GPRS or GMS.
  1. Polling/tracking
  • The vehicle tracking unit must incorporate a global positioning system with an accuracy of 10 metres.
  • It should be possible to adjust the time interval between each positional recording from 10 seconds to at least 30 minutes.
  • Following the activation of the panic button by a driver, the location of the vehicle must be relayed to the base.
  • The unit must incorporate RF technology( Radio Frequency) to assist in situations where the vehicle needs to be recovered
  1. Base Station Software

The software supplied for use with council owned equipment must provide the following:

  • Downloading via GPRS and GSM of data from mobile units as and when required.The system must be capable of using SMS for the communication on the event of the GPRS communication failure.
  • When outside a GPRS/GSM network area the unit must be able to store a minimum of 5000 events and send this information back as soon as the vehicle is in a GPRS/GSM network area again.
  1. The system must be able to indicate the following information on screen of each vehicle when requested:
  • Date and Time
  • Status of the Vehicle
  • Vehicle registration number
  • Location of relevant street/locality map
  • Driver name
  • Vehicle speed.
  • Be able to replay historical information from any vehicle by the selection of specific date and time.
  • Be able to generate the majority of the required reports within a maximum time of 150 seconds.
  • Make provision for ID codes for different drivers on pool vehicles.
  1. General
  • The quantities indicated above are the approximate anticipated number of units required by the municipality.
  • Quantities might be reduced or increased depending on the available budget.
  1. Product description and technical documentation

Supplier must submit together with tender submission a catalogue or operational manual of the system.