Objectives

The primary objective of this tender is to appoint a contractor responsible for the finance, administration, and management of the subsidised vehicle fleet of the State over a period of sixty (60) months. The contractor will oversee vehicle procurement, financing, administration, maintenance, insurance, reporting, and communication processes to ensure efficient and cost-effective fleet management aligned with government policies and regulations.

Scope

The scope encompasses the full lifecycle management of subsidised vehicles, including:

• Vehicle procurement through RT57 contract
• Finance and credit checks in line with the National Credit Act
• Vehicle ordering, delivery, and re-allocation
• Management of vehicle maintenance, insurance, and accessories
• Interaction with government payroll systems (Persal and Persol)
• Provision of web-based and electronic reporting systems
• Communication with officials via SMS/email regarding vehicle status and processes
• Call centre operations for query resolution
• Provincial and national offices for fleet management support
• Compliance with B-BBEE and HDI reporting requirements
• Implementation of penalties for service failures and system enhancements

Technical Requirements

The contractor must demonstrate the ability to:

• Integrate with government payroll and procurement systems (Persal, Persol, CSD)
• Provide web-based, user-friendly vehicle ordering, management, and reporting platforms
• Ensure secure and auditable data management, including database transfer upon contract termination
• Implement a call centre operational on all business days with recording and performance metrics
• Support provincial offices with dedicated representatives for operational support
• Manage vehicle procurement, delivery, re-allocation, and disposal processes efficiently
• Ensure compliance with insurance, maintenance, and repair standards (RT58, RT62)
• Provide training, user satisfaction surveys, and continuous system improvements
• Adhere to penalty schedules and system enhancement procedures

Skills Requirements

The contractor must possess:

• Strong technical expertise in fleet management systems, IT integration, and data security
• Experience in government procurement, finance, and reporting frameworks
• Capability to develop and maintain web-based platforms and electronic reporting tools
• Proven ability to interface with government payroll systems (Persal, Persol)
• Effective communication skills for SMS/email notifications and user support
• Capacity to establish provincial offices with qualified personnel for fleet administration
• Knowledge of B-BBEE and HDI compliance and reporting standards
• Ability to monitor, evaluate, and improve system performance and service delivery
• Competence in managing penalties, system upgrades, and system security enhancements