Objectives

The primary objective of this tender is to procure an online, web-based operational management, reporting, and communication tool that includes onsite training. The system aims to enhance municipal service delivery by providing integrated incident management, reporting, communication, and resource tracking capabilities tailored to Knysna Municipality's needs.

Scope

The scope encompasses the development, implementation, and support of a comprehensive operational management platform accessible via web and mobile devices. It includes integration with existing municipal systems (such as GIS and VoIP), vehicle and personnel tracking, incident reporting, hierarchical reporting structures, and user-specific functionalities across various municipal departments including Fire & Rescue, Law Enforcement, Traffic, Environmental Services, and others. The solution must support offline capabilities, real-time updates, customizable reports, and future integration possibilities.

Technical Requirements

• The platform must be an online, web-based system with mobile support for iOS and Android devices, including offline mode.
• Support operational hours from 08h00 to 17h00 on weekdays, with after-hours standby arrangements.
• Ability to integrate with existing municipal VoIP telephone systems and vehicle/personnel tracking systems.
• Functionality to record incidents with geolocation (latitude/longitude), map plotting, and GIS integration for address lookup and resource allocation.
• Capability to generate hierarchical incident reports and custom reports per department.
• Real-time incident updates, notifications, and messaging (including SMS moderation queue).
• Support for incident workflow management with role-based permissions for call takers, managers, inspectors, etc.
• Ability to link people, places, groups, and resources; track incident areas over time; and manage occurrence book entries.
• System must support data export, cloud storage, report printing, and live display during presentations.
• Regular backup procedures, data exportability, and future integration with municipal programs like GIS.
• Compliance with technical standards such as reporting on smart devices, offline support, and secure data management.

Skills Requirements

• Proven experience in developing and deploying web-based management and incident reporting systems, preferably for municipal or public sector clients.
• Technical expertise in mobile application development for iOS and Android, including offline functionality and synchronization.
• Knowledge of GIS integration, geolocation services, and resource tracking systems.
• Ability to customize and build reports tailored to municipal departments’ needs.
• Experience with system integration, including VoIP, GIS, and other municipal systems.
• Capacity to provide onsite training, ongoing support, and system maintenance.
• Skills in data security, backup management, and compliance with municipal procurement standards.
• Strong project management and communication skills to coordinate with municipal stakeholders and ensure delivery within specified timelines.