Automated E-PMS and E-Risk Management System

Matatiele Local Municipality, in the Eastern Cape, is seeking a qualified service provider to supply, implement, and support a fully automated electronic Performance Management System (e-PMS) and an electronic Risk Management System. The system is intended to digitise the municipality's performance management and risk management processes, replacing manual or fragmented workflows with an integrated platform for capturing, monitoring, reporting, and auditing performance and risk data. The contract also requires full backup and support services for a period of three years from the date of appointment.

Bidders must demonstrate both company experience and key personnel capability. Functionality is assessed in two phases: Phase 1 scores functionality out of 100 points, with Company Experience weighted at 30 points and Key Personnel at 70 points. Only bidders scoring at least 80 points for functionality proceed to Phase 2, which is evaluated on the 80/20 preference point system under the Preferential Procurement Policy Framework Act (PPPFA), as amended in January 2023. In Phase 2, 80 points are allocated to tender price and 20 points to preferential goals: HDI ownership (6 points), youth ownership aged 18 to 35 (6 points), women ownership (4 points), disability ownership (2 points), and rural enterprise status (2 points). Verification requires certified ID copies of owners or directors and a valid Central Supplier Database (CSD) report.

Mandatory submission requirements include proof of CSD registration (full report), completed MBD forms 3.3, 4, 6.1, 8 and 9 with all annexures, an authority to sign, and a signed joint venture agreement where applicable. Prices must be firm and inclusive of VAT for VAT-registered vendors. Tender documents must be submitted on the municipality's official form, completed in black ink, in a sealed envelope endorsed with the tender number, description, and closing date. The closing date is 16 November 2026 at 10:00, with bids opened publicly at the Mountain View BTO Offices, R56. Documents are available from the municipal website (www.matatiele.gov.za) and the BTO Offices. Bidders should note that the municipality reserves the right not to award to the highest-scoring bidder, and that value for money, past experience, and functionality are key determinants. Any request for payment in exchange for award should be reported to the nearest police station.