Objectives

The primary objective is to appoint a qualified service provider to supply, install, and maintain vehicle tracking systems for the municipality’s fleet. The contract aims to ensure continuous, accurate monitoring of vehicle movement, usage patterns, and driver compliance over a fixed thirty-six-month period.

Scope

The contract encompasses the complete lifecycle of tracking services for a municipal fleet comprising fifty-four assets, including tractors, motor vehicles, heavy-duty vehicles, mobile plant, and trailers. Scope includes hardware procurement, professional installation, software platform provisioning, real-time telemetry monitoring, routine maintenance, system troubleshooting, and comprehensive operational reporting throughout the agreement term.

Technical Requirements

• Real-time geolocation tracking with exact physical address logging, daily logbooks, and monthly driver/tag reports.
• Automated alerts for speeding, route deviations, unauthorised use, signal disconnection, power loss, and device tampering.
• Configurable speed limit alerts with specified exclusions for executive vehicles.
• Integration of annual vehicle licensing and driver licence expiry reminders, with mandatory system deactivation upon licence expiration.
• Hardware and software must comply with recognised international safety and operational standards.
• Installation procedures must follow VESA standards to guarantee vehicle integrity and prevent interior damage.
• Automated daily system health diagnostics with instant offline failure notifications.
• Submission of documented successful vehicle recovery statistics.
• Web-based or mobile-compatible management software supporting defined maximum user limits and tiered role-based access controls.
• Minimum sixty-month historical data retention and on-demand retrieval capability.

Skills and Experience Requirements

• Proven corporate experience in supplying and installing vehicle tracking systems, verified through signed appointment letters and traceable reference contacts.
• Certified installation technicians demonstrating either two to four years’ experience or five or more years, alongside relevant industry certifications (minimum of three required).
• Demonstrated financial capacity and operational stability to sustain long-term service delivery.
• Full regulatory compliance, including valid Central Supplier Database (CSD) registration, SARS Tax Compliance Status (TCS) PIN, and BBBEE documentation.
• Bidders must achieve a minimum of seventy functional points during the first-stage quality evaluation to qualify for the financial assessment phase.

Explanation of Key Terms

VESA Installation Standards: Guidelines established by the Video Electronics Standards Association that dictate secure, non-invasive mounting techniques. These standards ensure trackers are installed without compromising vehicle electronics, structural integrity, or interior aesthetics.

80/20 Preference Points System: A South African public procurement evaluation model where eighty percent of scoring points are allocated to price competitiveness, and twenty percent are reserved for socio-economic transformation goals. These goals typically prioritise black ownership, small-medium enterprise development, and local economic participation within the municipality’s jurisdiction.

TCS PIN / CSD Registration: Mandatory South African Revenue Service (SARS) Tax Compliance Status identification and Central Supplier Database registration. These serve as official verification tools to confirm a bidder’s tax standing and legal eligibility to participate in government contracts.

MBD Documentation: Standard Municipal Bidding Documents required by South African municipalities. They mandate statutory declarations regarding conflicts of interest, past supply chain conduct, independent bidding certification, and formal claims for preferential procurement points.