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MEMORANDUM OF AGREEMENT
Made and entered into between
City of Cape Town Metropolitan Municipality
And
Ramm Systems (PTY) Ltd
(Registration number: 98/02923/07)
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PREAMBLE
WHEREAS the Parties entered into an agreement dated 1 March 2017 pursuant to the award
dated 28 November 2016 of Tender 387G/2015/16 (the “Initial Contract”) in line with resolutions
SCMB 85/11/16, for Supply, install and maintain integrated engineering communications system
for 3 years from 1 March 2017 until 28 February 2020.
AND WHEREAS a further contract in respect of Tender 387G/2015/16 was awarded to the
Supplier on 28 November 2016 for the further support, maintenance and services (the
“Maintenance Contract”) associated with the Initial Agreement from the Effective Date until 30
June 2025 (the “Term”), on the same terms and conditions as agreed to in the Initial Contract.
AND WHEREAS it is recorded that the Maintenance Contract will be governed by the provisions
of the National Treasury’s Government Procurement: General Conditions of Contract – July 2010
which can be downloaded at:
http://www.treasury.gov.za/divisions/ocpo/sc/GeneralConditions/, read with the Special
Conditions of Contract (“SCC”) as set out in Addendum A (Conditions of Contract-Tender
387G/2015/16).
AND WHEREAS The Services and the respective Contract Price applicable to the Contract are
set out in this Maintenance Contract and in particular as listed in Addendum B (Services) and
Addendum C (Contract Price) of this Maintenance Contract.
AND WHEREAS this Maintenance Contract is a rates based contract therefore no minimum
quantities are specified for the Services and will be undertaken as and when required.
NOW THEREFORE THE PARTIES AGREE AS FOLLOWS:
1. PARTIES
The Parties to this Maintenance Contract are:
1.1 The City of Cape Town, a metropolitan municipality, established in terms of the
Local Government: Municipal Structures Act. 117 of 1998 read with the Province of
the Western Cape: Provincial Gazette 5588 dated 22 September 2000 as amended
(“the Purchaser”), herein represented by Omeshnee Naidoo, Director IS&T of the
City and duly authorised hereto;
1.2 RAMM Systems (Pty) Ltd t/a RAMM Technologies, a company registered in terms
of the laws of the Republic of South Africa with registration no 98/02923/07 (the
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“Supplier”), herein represented by its duly authorised representative, Lindsay Welham his
capacity as Director; each A “Party” and together the “Parties”.
2. DEFINITIONS AND INTERPRETATION
In this Maintenance Contract unless the context otherwise dictates:
2.1 All references to Clauses, preamble and annexures are, unless otherwise expressly
stated, references to Clauses of and preamble and annexures to this Maintenance
Contract.
2.2 The headings to the clauses of this Maintenance Contract are for reference purpose
only and shall not govern or effect the interpretation of this Maintenance Contract
nor modify or amply the terms of this Maintenance Contract or any clause hereof.
2.3 Any reference to any statute or statutory instrument in this Maintenance Contract
shall be a reference to the same as amended, supplemented or re-enacted from
time to time. Any reference in this Maintenance Contract to another agreement
shall be construed as a reference to the same as amended, varied, supplemented
or notated prior to the date hereof.
2.4 Words importing the singular shall include the plural, and vice versa, words importing
the masculine gender shall include the feminine and neuter genders, and vice
versa, and words importing natural persons shall include legal persons, and vice
versa.
2.5 Any number of days prescribed in this Maintenance Contract shall be reckoned as
calendar days, exclusively of the first, inclusively of the last day, unless the last day
falls on a weekend or on a public holiday in the Republic of South Africa, in which
case the last day shall be the next succeeding day which is not a weekend or a
public holiday.
2.6 A reference to “writing” or “written” includes any non-transitory form of visible
reproduction of words (including e-mail).
2.7 Any phrase introduced by the terms “including”, “include”, “in particular” or any
similar expression will be construed as illustrative and will not limit the sense of the
words preceding those terms and they will be deemed to be followed by the
words “without limitation”.
2.8 Where figures are referred to in numerals and in words, if there is any conflict between
the two, the words shall prevail.
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2.9 If any provision in a definition is a substantive provision conferring rights or imposing
obligations on any Party, effect shall be given to it as if it were a substantive clause
in the body of the Maintenance Contract, notwithstanding that it is only
contained in this interpretation clause.
2.10 Words and expressions defined in any sub-clause shall, for the purpose of the
clause of which the sub-clause forms part, bear the meaning assigned to such
words and expressions in that sub-clause.
2.11 Expressions defined in this Maintenance Contract shall bear the same meanings in
any Annexure hereto which does not contain its own definitions.
2.12 In the event of any conflict between the provisions of this Maintenance Contract,
the Initial Contract and any Annexure attached hereto, or any other document
incorporated by reference to this Maintenance Contract, save to the extent
expressly stated to the contrary, such conflict will be resolved by giving
precedence to such different parts of this Maintenance Contract in the following
order of precedence:
2.12.1 first, the terms and conditions of this Maintenance Contract;
2.12.2 second, the terms and conditions of the Initial Contract;
2.12.3 third, Addendums and schedules to this Maintenance Contract; and
2.12.4 fourth, any other documents incorporated by reference.
2.13 The provisions of this Maintenance Contract supersede and replace the provisions
of any previous agreement entered into between the Parties relating to the same
subject matter.
2.14 Unless the context dictates otherwise, the words, phrases and expressions set forth
below shall bear the following meanings and cognate expressions shall bear
corresponding meanings:
2.14.1 “Applicable Law” means any of the following, to the extent that it applies
to a Party: any statute, regulation, policy, by-law, directive or
subordinate legislation in force from time to time, the common law (as
applicable), any binding court order or judgment, any applicable
industry policy or standards and any applicable direction, requirement,
rule or order that is given by any regulatory authority;
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2.14.2 “BCEA” means the Basic Conditions of Employments Act No 75 of 1997 as
amended or any succeeding legislation;
2.14.3 “Confidential Information” means all information or data which is imparted or
obtained under or in connection with the Initial Contract and this
Maintenance Contract (whether before or after the Effective Date) in
confidence (whether in writing, verbally or by any other means and
whether directly or indirectly) by one Party to the other in relation to each
Party’s business and/or the performance of each Party’s rights and
obligations in terms of this Maintenance Contract;
2.14.4 “EEA” means the Employment Equity Act No 55 of 1998 as amended or any
succeeding legislation;
2.14.5 “Effective Date” means 1 November 2019 notwithstanding the Signature
Date;
2.14.6 “Financial Year” means the financial year of the Purchaser commencing
on 1 July and ending on 30 June of a given year;
2.14.7 “International Financial Reporting Standards” or “IFRS” means the set of
international accounting standards issued by the IFRS Foundation and
the International Accounting Standards Board (“IABB”) to provide a
common global standard for the preparation of company financial
statements so that company financial statements are understandable
and comparable across international boundaries;
2.14.8 “KPI” means the key performance indicators as stipulated in section 1.8 of
Addendum B (Services);
2.14.9 “LRA” means the Labour Relations Act No 66 of 1995 as amended or any
succeeding legislation;
2.14.10 “Maintenance Contract” means this maintenance agreement together
with all of its addenda, as amended from time to time;
2.14.11 “Occupational Health and Safety Act” or “OHS” means the
Occupational Health and Safety Act No 85 of 1993 as amended;
2.14.12 “SARS” means the South African Revenue Service;
2.14.13 “Services” which means the full spectrum of maintenance and support
services to be performed by the Supplier including any Incidental
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Services pursuant to this Maintenance Contract and as more fully
described in Addendum B (Services), which shall include any and all
amendments thereto;
2.14.14 “Service Levels” means the agreed performance standards and best
practice measures set for the Services in terms of the provisions of this
Maintenance Contract and as set out in clause 8 below;
2.14.15 “Signature Date” means the date on which this Maintenance Contract is
signed by the Party last signing in time;
2.14.16 “Report(s)” means the performance reports provided by the Suppler to
the Purchaser as set out in Addendum B (Services);
2.14.17 “Termination Date” has the meaning set out in clause 3.1; and
2.14.18 “UIA” means the Unemployment Insurance Act No 30 of 1996 as
amended or any succeeding legislation.
3. APPOINTMENT AND DURATION
3.1 The Purchaser hereby appoints the Supplier to perform the Services to the
Purchaser from the Effective Date.
3.2 Unless terminated earlier in accordance with the provisions as set out in the Initial
Contract or any other provision in terms of this Maintenance Contract, this
Maintenance Contract shall commence on the Effective Date and shall
terminate on 30 June 2025 (the “Termination Date”).
4. MUTUAL GOOD FAITH / CO-OPERATION
4.1 The Parties represent and undertake to do all such things, perform all such acts
and take all steps to procure the doing of all such things and the performance of
all such acts, as may be necessary or incidental to give effect to the execution of
this Maintenance Contract.
4.2 The Parties shall at all times during the continuance of this Maintenance Contract
observe the principles of good faith towards one another in the performance of
their obligations in terms of this Maintenance Contract.
5. OBLIGATIONS OF THE PURCHASER
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5.1 The Purchaser undertakes to process the payments to the Supplier for the
Services, subject to the satisfactory fulfilment of the obligations by the Supplier as
set out in this Maintenance Contract.
5.2 The Purchaser shall monitor and evaluate the Supplier’s performance in respect of
the Services in accordance with this Maintenance Contract.
6 SERVICES, UNDERTAKINGS, OBLIGATIONS AND RESPONSIBILITIES OF THE SUPPLIER
6.1 The Supplier hereby agrees and undertakes to perform the Services to the
Purchaser, the scope of such Services being as set out in in Addendum B (Services).
The Supplier shall comply therewith.
6.2 The Supplier will perform the Services as expeditiously as possible in accordance
with the Service Levels. The Supplier furthermore agrees and undertakes to perform
the Services in accordance with the operational requirements of the Purchaser.
6.3 The Supplier will ensure that the Services will be of a satisfactory quality and fit for
purpose.
6.4 The Supplier will measure, and report on its performance against the Service Levels
using appropriate and accurate reporting tools in accordance with Addendum B
(Services).
6.5 The Supplier shall accept full liability and responsibility in terms of the OHS, for all of
its employees and persons under its control, including any sub-contractors and their
personnel.
6.6 The Supplier will not sub-contract performance of the Services without the
Purchaser’s prior written consent. The Supplier must ensure that the proposed sub-
contractor has entered into a contract with the Supplier which imposes obligations
substantially similar to those set out in this Maintenance Contract.
6.7 The Supplier shall, ensure that its employees, agents, representatives, sub-
contractors and suppliers comply with this Maintenance Contract and all
Applicable Laws in the execution of the Services.
6.8 The Supplier will not conduct any activity of whatsoever nature which may be
detrimental to the Purchaser’s reputation and goodwill.
6.9 The Supplier undertakes to and in favour of the Purchaser that it –
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6.9.1 has the resources, necessary expertise and skill, capabilities and
technology to provide the Services to the Purchaser;
6.9.2 has effective, efficient and transparent financial management and
control systems in place;
6.9.3 shall furnish the Purchaser with the Reports as set out in Addendum B
(Services) for the duration of this Maintenance Contract.
6.10 All Reports shall be submitted to the Purchaser in hard copy format and an
electronic version which should be in MS Word format for text and MS Excel
format for tables and databases. The format for maps shall be jpeg or pdf format.
7 CONTRACT PRICE
7.1 The Contract Price including the Contract Price Adjustment mechanism for the
Services shall be as set out in Addendum C:
7.2 The Supplier shall not be entitled to any other consideration for the rendering of the
Services other than as provided for in this Maintenance Contract.
8 PERFORMANCE STANDARDS
8.1 The Supplier represents and warrants to the Purchaser that it and its employees,
agents and subcontractors have the necessary facilities, skills, know-how and
expertise to render the Services in accordance with the provisions of this
Maintenance Contract.
8.2 The Supplier shall perform the Services as expeditiously as possible, using reasonable
skill and care, in a professional and diligent manner and in accordance with the
performance standards as specified in the Addendum B (Services).
9 NATURE OF RELATIONSHIP
9.1 The Supplier shall at all times be an independent contractor and will perform
independent services. Nothing in this Maintenance Contract will constitute or be
deemed to constitute, the Supplier as an employee, representative, agent,
partner or joint venture of the Purchaser. The Supplier and its employees will not
be deemed to be employees of the Purchaser for the purposes of the LRA, the
BCEA, the UIA, the EEA and/or any other relevant legislation that may normally be
applicable to an employer/employee relationship.
9.2 The Supplier and its employees shall not be entitled to or become a member of the
Purchaser’s provident, retirement and/or medical aid schemes as may be in
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existence from time to time. The Supplier and its employees shall not be entitled
to any other allowances or benefits, including leave pay or sick leave
entitlements that would normally be provided to the Purchaser’s employees.
9.3 The Purchaser will not carry or be responsible for any workman's compensation
insurance or any health or accident insurance to cover the Supplier and/or its
employees.
9.4 The Supplier represents and warrants to the Purchaser, as of the Effective Date, and
undertakes for the future that it has registered as an independent tax payer with
SARS and accordingly shall indemnify, defend and hold harmless the Purchaser
and its respective officials in respect of any claim for income tax that may be
successfully levied against the Supplier.
9.5 The Supplier shall be solely responsible for the payment of income tax on behalf of
its employees.
9.6 The Purchaser shall not be responsible for any dispute of whatsoever nature
between the Supplier and its employees. The Supplier shall indemnify, defend
and hold harmless the Purchaser and its respective officials against any claim,
including, but not limited to, any claim in terms of the LRA, BCEA, EEA or any other
form of minimum standards legislation that the employees or member/s of the
Supplier may have or attempt to institute against the Purchaser at any time.
9.7 Save as expressly authorised in this Maintenance Contract and then only to the
extent so authorised, the Supplier has no authority to act or make representations
on behalf of the Purchaser or create any contractual liability to a third party on
behalf of the Purchaser.
10 CONFIDENTIALITY
10.1 The Parties hereby acknowledge that, during the course of their association with
one another, they may acquire, possess and may have access to, inter alia, one
another’s Confidential Information.
10.2 Each Party (the “Recipient”) undertakes to the other Party (the “Discloser”) to:
10.2.1 hold all Confidential Information of the Discloser which it obtains in
relation to this Maintenance Contract, in strict confidence;
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10.2.2 not disclose, or authorise the disclosure of the Discloser’s Confidential
Information to any third party other than pursuant to clauses 10.3 and
10.4;
10.2.3 not use, or authorise anyone to use the Discloser’s Confidential
Information for any purpose other than the performance of the
Recipient’s obligations or the exercise of its rights or the receipt of any
benefits pursuant to this Maintenance Contract; and
10.2.4 promptly notify the Discloser of any suspected or actual unauthorised use
or disclosure of the Discloser’s Confidential Information of which the
Recipient becomes aware and promptly take all reasonable steps that
the Discloser may require in order to prevent, stop or remedy the
unauthorised use of disclosure.
10.3 The Recipient may disclose the Discloser’s Confidential Information, including the
contents of this Maintenance Contract to its respective officers, directors,
employees, contractors, advisors, auditors and any third party, but only to the
extent, and provided that such persons:
10.3.1 need to know the Confidential Information disclosed to them for the
purpose of the provision or receipt of the Services, or who otherwise have a
legal right or duty to know the Confidential Information;
have been informed in writing of the confidential nature of the Confidential Information and
the purpose for which it may be lawfully used; and
comply with the terms of this Maintenance Contract in respect of the Confidential Information
disclosed to them.
10.4 The Recipient may disclose the Discloser’s Confidential Information if, and to the
extent that, it is required to do so by Applicable Law.
10.5 The obligations with respect to Confidential Information will survive termination of
this Maintenance Contract.
11 ANNOUNCEMENTS
11.1 The Supplier shall not, without the prior written consent of the Purchaser, whose
consent shall not be unreasonably withheld of delayed, issue any press release or
any other public document or make any public statement relating to or
connected with or arising out of this Maintenance Contract or in relation to the
Services rendered by the Supplier.
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11.2 Neither Party will withhold its consent if the other is required to make the public
statement in respect of Applicable Law.
12 FINANCIAL AND ACCOUNTING RECORDS
12.1 All relevant Reports to be provided by the Supplier for the applicable Financial Year
to the Purchaser in accordance with the provisions of this Maintenance Contract,
will be prepared in accordance with International Financial Reporting Standards.
12.2 Subject to the Purchaser providing reasonable notice to the Supplier (and such
notice may be immediate where the Purchaser, acting reasonably, determines
the circumstances to be an emergency), the Purchaser, its authorised
representative and/or the Auditor-General will have the right to conduct audit(s)
once in every Financial Year, and may for the purposes of such audit(s):
10.3.1 inspect the books, records, any other relevant document and facilities of
the Supplier (and take copies thereof) relating to the Services in
accordance with the terms of this Maintenance Contract;
10.3.1 enter any premises of the Supplier from which the Services or part of the
Services are provided, assembled, packaged, marked, stored or
prepared; and/or
10.3.1 conduct an operational audit of the Services.
12.3 The Supplier shall furnish the Purchaser and/or its authorised representative or
Auditor-General with all reasonable assistance and full access to any systems it
specifically uses to measure, monitor or assess the Services and otherwise to fulfil
its obligations under this Maintenance Contract, including access to any data or
results produced by such systems in respect of any audit procedure conducted
by the Purchaser, its authorised representatives and/or the Auditor-General.
13 ACCESS
If, in relation to this Maintenance Contract, the Supplier gains any direct or remote logical
access or direct physical access to the Purchaser’s computer system or networks or any
physical access to a non-public part of the Purchaser’s site then:
13.1 all such access will be strictly limited to that part of the system or site and will only
be carried out in such a manner as is required for the proper performance of the
Supplier’s obligations under this Maintenance Contract; and
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13.2 the Supplier will comply with all security procedures and requirement of the
Purchaser, as notified to it from time to time by the Purchaser, in relation to such
access.
14 NOTICES AND DOMICILIA
14.1 Each of the Parties choose as domicilia citandi et executandi their respective
addresses set out in this clause for the purposes of the giving of any notice, the
serving of any process and for any other purpose arising out of or in connection
with this Maintenance Contract.
14.2 Each of the Parties shall be entitled from time to time to vary its domicilia citandi et
executandi to any other address within the Republic of South Africa which is not a
post office box or post restante.
14.3 For purposes of this Maintenance Contract the Parties' respective addresses shall
be –
10.3.1 The Purchaser:
Attention: Director: IS&T: O Naidoo
Address: 4th Floor, Podium Block, Civic Centre, Hertzog
Boulevard, Cape Town, South Africa
Telephone: 021 400 1250
E-mail: [email protected]
10.3.1 The Supplier:
Attention: Director Ramm Technology
Address: Unit 512, Tyger Lake, Tyger Falls,
Tygervalley, Sanlamhof
Telephone: 021 4533554
Mobile Number: 0836266100
E-mail: [email protected]
14.4 Any notice given in terms of this Maintenance Contract shall be in writing and
shall –
14.4.1 if delivered by hand be deemed to have been duly received by the addressee
on the date of delivery;
14.4.2 if posted by prepaid registered post be deemed to have been received by the
addressee on the 4th (fourth) day following the date of such posting;
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14.4.3 if transmitted by facsimile be deemed to have been received by the addressee
on the expiration of 24 (twenty-four) hours after transmission;
14.4.4 if sent by courier be deemed to have been received on the date of delivery by
the courier service concerned, unless the contrary is proved;
14.4.5 if transmitted by electronic mail message, be deemed to have been delivered to
and received by the addressee upon receipt of an automated
acknowledgement of receipt by the sender from the addressee or any conduct
of the addressee sufficient to indicate to the sender that the electronic mail
message has been received.
14.5 Notwithstanding anything to the contrary contained or implied in this Maintenance
Contract, a written notice or communication actually received by one of the
Parties from the other including by way of facsimile transmission or electronic mail
shall be adequate written notice or communication to such Party.
15 GOOD FAITH
15.1 The Parties shall at all times for the duration of this Maintenance Contract observe
the principles of good faith towards one another in the performance of their
obligations in terms of this Maintenance Contract.
15.2 The Parties represent and undertake to do all such things, perform all such acts and
take all steps to procure the doing of all such things and the performance of all
such acts, as may be necessary or incidental to give or conducive to the giving of
effect to the terms of this Maintenance Contract.
16 GENERAL
16.1 Compliance with Laws
The Parties shall at all times comply with all Applicable Law in the performance
and execution of the Parties obligations in terms of this Maintenance Contract.
16.2 Severance
Each of the provisions of this Maintenance Contract is separate and severable
and enforceable accordingly. If any such term or condition is or becomes
unenforceable for any reason whatsoever, that term or condition is severable
from and shall not affect the validity of any other term or condition contained in
this Maintenance Contract.
16.3 Entire Agreement
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This Maintenance Contract constitutes the entire agreement between the Parties
as to the subject matter hereof and save as may be expressly set out herein, no
agreements, representations or warranties between the Parties regarding the
subject matter hereof other than those set out herein are binding on the Parties.
16.4 Cession and Assignment
No Party shall be entitled to cede, assign, novate, delegate or otherwise transfer
any of its rights or obligations under this Maintenance Contract to any third party
without the prior written consent of the other Party. Subject to the foregoing, this
Maintenance Contract will be binding upon and inure to the benefit of the Parties
and their respective officers, directors, employees, successors and assigns.
16.5 No Waiver
No indulgence, leniency or extension of time which any Party may give or allow
to the other Party in respect of the performance of any of its obligations, shall in
any way prejudice the Party giving or allowing the indulgence, leniency or
extension or preclude such Party from exercising any of its rights an enforcing the
obligations of the other Party in terms of this Maintenance Contract.
16.6 Variation
No addition to, alteration, cancellation, variation or novation of this Maintenance
Contract and no waiver of any right arising from this Maintenance Contract or its
breach or termination shall be of any force or effect unless reduced to writing
and signed by all the Parties or their duly authorised representatives.
16.7 Remedies
The rights and remedies of the Purchaser contained or referred to in this
Maintenance Contract are cumulative and not exclusive of any other rights or
remedies provided by Applicable Law.
16.8 Governing Law
This Maintenance Contract, including any non-contractual disputes arising out of
or in relation to it, shall be governed by and construed in accordance with the
Applicable Laws of the Republic of South Africa and the Parties submit to the
exclusive jurisdiction of the South African courts, Western Cape.
16.9 Costs
16.9.1 Each Party shall bear its own costs in respect of its individual obligations and
responsibilities in accordance with the provisions of this Maintenance Contract.
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16.9.2 Each Party shall bear its own costs in the negotiation, drafting, execution and
implementation of this Maintenance Contract.
16.10 Further Assurance
Each Party will do and execute, or arrange for the doing and executing of, each
necessary act, document and thing reasonably within its power to implement
and give effect to this Maintenance Contract.
16.11 Capacity
Each Party represents and warrants to the other Party as of the commencement
date, and undertakes for the future that:
16.11.1 it has full capacity, power and authority to enter into this Maintenance Contract;
and
16.11.2 the persons entering into this Maintenance Contract on its behalf have been duly
authorised to do so.
16.12 Survival of Terms
All terms that by their nature are intended to survive termination or expiry of this
Maintenance Contract, will survive the termination or expiry of this Maintenance
Contract.
16.13 Signature and Counterparts
16.13.1 This Maintenance Contract is signed by the Parties on the dates and at the
places indicated opposite their respective names.
16.13.2 This Maintenance Contract may be executed in several counterparts, each of
which shall be deemed an original and all of which shall be taken together and
deemed to be one single agreement between the Parties.
THE CITY OF CAPE TOWN RAMM TECHNOLOGIES
Signature: Signature:
Name: Name:
Title: Title:
Date: Date:
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Witness 1: Witness 1:
Witness 2: Witness 2:
ADDENDUM A
CONDITIONS OF CONTRACT
The provisions of the Initial Contract, being the National Treasury – General Conditions of
Contract (revised July 2010 and as updated from time to time) and the Special Conditions of
Contract are applicable to this Maintenance Contract as set out hereunder.
NATIONAL TREASURY: GENERAL CONDITIONS OF CONTRACT
NATIONAL
TREASURY GENERAL CONDITIONS OF CONTRACT 2010.pdf
SPECIAL CONDITIONS OF CONTRACT
7.1 Standards
Failure to comply with the standards and Specification as set out in the tender document shall
constitute a material breach of this Contract, in which case the CCT reserves the right to cancel
the Contract.
7.2 Copyright
Copyright of copyright works prepared for this Contract shall vest with the Purchaser
7.3 Guarantee /Performance Security – Clause 7 of the GCC
Not applicable, disregard schedule 12: Annexure 1
7.4 Insurance – Clause 11 of the GCC
7.4.1 Without limiting the obligations of the supplier in terms of this Contract, the supplier shall
effect and maintain the following insurances:
a) Public liability insurances, in the name of the supplier, covering the supplier and
the CCT against liability for the death of or injury to any person, or loss of or
damage to any property, arising out of or in the course of this Contract, in an
amount not less than R20 million
b) Any goods supplied to the CCT by the supplier in terms of this Contract shall be
fully and adequately insured by the supplier against any loss or damage
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incidental to manufacture or acquisition, transportation, storage, delivery,
installation and other activities related to the supply.
c) Professional indemnity insurance providing cover in an amount of not less than R5
million in respect of each and every claim during the contract period.
7.4.2 The supplier shall be obliged to furnish the CCT with proof of such insurance as the CCT
may require from time to time for the duration of this Contract. Evidence that the
insurances have been effected in terms of clause 7.4, shall be in the form of an insurance
broker’s warranty worded precisely as per Schedule 12: Annex 6- Insurance Broker’s
Warranty.
7.5 Payment – Clause 16 of the GCC
7.5.1 A monthly payment cycle will be the norm. All invoices received for goods and services
which are dated on or before the 20th of a particular month will typically be paid
between the 23rd and 26th of the following month. The actual payment run dates will be
dependent on the number of days in the month and the influence of public holidays.
7.6 Purchase Orders
The CCT will issue official purchase orders for the goods required under this Contract. No
work should be undertaken without an official purchase order that is addressed to the
successful tenderer. The relevant purchase order number must be reflected on every
invoice. No payments will be processed without an official purchase order
7.7 Prices/Price Adjustment – Clause 17 of the GCC
The Contract Price shall be subject to Contract Price adjustment
7.8 Penalties – Clause 22 of the GCC
The following penalties shall be applicable to this contract as described in detail in the
tender specification and Annexure C:
KPI
Description Benchmark Impact on
business
Penalty (% of
monthly service
fee)
Max
IECS Infrastructure
1 The IECS and reporting platform must be
monitored 24/7/365 and for any faults a
technician must be on site within time
frames according to severity
classification(Excluding external
transmission and communication system
100%
Very high
2% of total CoCT
monthly invoice
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KPI
Description Benchmark Impact on
business
Penalty (% of
monthly service
fee)
Max
Severity 1: 4 hours to site, 24/7/365,
Restore 8 hours
Severity 2: 12 Hours to site, 24/7/365,
Restore 12 hours
Severity 3: Next working day to site,
Restore next day
Severity 4: Complete within 5 working
days failures):
2 Accuracy of maps for reporting on
vehicle movements, accidents,
disciplinary cases or AARTO related
matters must be 100% accurate and
regularly updated with the latest
industrial/urban/rural developments
within the boundaries of the City of
Cape Town.
>95%
Very high
2% of total CoCT
monthly invoice
3 Percentage of repair and maintenance
invoices not received within 14 days of
job completion
<1%
Medium
0.5% of total
CoCT monthly
invoice
4
Time taken to accurately update master
data from notification to completion
within 24 hours.
0% High 1% of total CoCT
monthly invoice
General – Infield
1 Percentage of non-reporting vehicles or
portable devices caused by faulty
equipment as a percentage of the total
fleet (Excluding OOS vehicles)
< 5% over
month
period
Very high
2% of total CoCT
monthly invoice
2 For faulty equipment in vehicles or
portable devices, a technician must
make contact with relevant department
within 1 hour from detected failure or
notification and arrange visit within 4
hours
100%
High
100% of affected
vehicle monthly
invoice
3 Any non-functionality on a vehicle shall
be restored to full operation within 24
hours
100%
High
100% of affected
vehicle monthly
invoice
Vehicle tracking and management specific
1
The odometer readings (vehicle tracking
software) for every actual 1000 km’s
travelled per individual vehicle must be
≤ 6%. i.e.60km’s to ensure the vehicle
span is within OEM stipulated allowance
for the servicing intervals.
≤ 6% High
100% of affected
vehicle monthly
invoice
2 Number of Group A High Risk vehicles
recovery not initiated within (any alarm)
≤ 2 min (Ground and air crew
mobilisation).
0% Very High 2% of total CoCT
monthly invoice
3 Number of Group B High Risk vehicle
recovery not initiated (any alarm) ≤ 2
0% Very High 2% of total CoCT
Page 19 of 72
KPI
Description Benchmark Impact on
business
Penalty (% of
monthly service
fee)
Max
min after client authorization has been
telephonically received for recovery
team mobilisation.
monthly invoice
4 Number of standard vehicle recovery
not initiated (any alarm) ≤ 2 min after
client authorization has been
telephonically received for recovery
team mobilisation.
0%
High
1% of total CoCT
monthly invoice
In vehicle LAN system - specific
1 % of non-functioning caused by a failure
of any of the components of the In
vehicle LAN system (Excluding OOS)
<5% over
month
period
Medium
0.5% of total
CoCT monthly
invoice
2 The functionality of the system must be
monitored continuously. A notification
must be sent (SMS and EMAIL) to the
designated authority and a technician
must make contact with relevant
department within 1 hour from detected
failure or notification and arrange visit
within 4 hours
100%
medium
100% for specific
Vehicle
3 Any non-functionality of an in-vehicle
LAN shall be restored to full operation
within 24 hours of notification
100%
medium
100% for specific
Vehicle
SCADA system
1 Due to static installation of SCADA OBC’s and
the extreme reliability required for this system a
high functional reliability is required
>99%
over a
month
period
Very High
2% of total CoCT
monthly invoice
WEB database access
` Update of the database shall be done within 8
hours of receiving an update (relates to no.5
VTAM).
100% Medium 0.5% of total
CoCT monthly
invoice
7.9 Death of Sole Proprietor/Member
Upon the death of the supplier who was a Sole Proprietor, or a sole member of a Close
Corporation, the contract will terminate forthwith. The Purchaser shall pay to the tenderer’s
estate any money which it considers due under the contract.
7.10 Settlement of Disputes – Clause 27 of the GCC
7.10.1 Should the parties fail to resolve any dispute by way of mutual consultation as
contemplated in clause 27.1 of the GCC, either party shall be entitled to refer the matter
for mediation before an independent and impartial person appointed by the City
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Manager in accordance with regulation 50(1) of the Local Government: Municipal
Finance Management Act, Act 56 of 2003 – Municipal Supply Chain Management
Regulations (Notice 868 of 2005). Such referral shall be done by way of notice to the
other party in accordance with clause 27.2 of the GCC. The mediator’s ruling shall
become final and binding on the parties only to the extent that it is correctly recorded as
being agreed by the parties in writing.
7.10.2 Save for reference to any portion of any settlement or decision which has been agreed
to be final and binding on the parties, no reference shall be made by or on behalf of
either party, in any subsequent court proceedings, to any outcome of an an amicable
settlement by mutual consultation, or to the fact that any particular evidence was given,
or to any submission, statement or admission made in the course of amicable settlement
by mutual consultation or mediation.
7.10.3 Should it not be possible to settle a dispute by means of mediation, it shall be settled in a
South African court of law as contemplated in clause 27.3 of the GCC.
7.11 Limitation of Liability- Clause 28 of GCC
7.11.1 Without detracting from, and in addition to, any of the other indemnities
in this Contract, the supplier shall be solely liable for and hereby
indemnifies and holds the CCT harmless against all claims, charges,
damages, costs, actions, liability, demands and/or proceedings and
expense in connection with:
a) personal injury or loss of life to any individual;
b) loss of or damage to the property of any individual;
arising from, out of, or in connection with the provision by the supplier in
terms of this Contract, save to the extent caused by the gross negligence
or wilful misconduct of the CCT.
7.11.2 The supplier and/or its employees, agents, concessionaires, suppliers,
contractors or customers shall not have any claim of any nature against
the CCT for any loss, damage, injury or death which any of them may
directly or indirectly suffer, whether or not such loss, damage, injury or
death is caused through the negligence of the CCT or its agents or
employees.
7.11.3 Notwithstanding anything to the contrary contained in this Contract,
under no circumstances whatsoever, including as a result of its negligent
(including grossly negligent) acts or omissions or those of its servants,
agents or contractors or other persons for whom in law it may be liable,
shall any party or its servants (in whose favour this constitutes a stipulatio
alteri) be liable for any indirect, extrinsic, special, penal, punitive,
exemplary or consequential loss or damage of any kind whatsoever
(whether the loss was actually foreseen or reasonably foreseeable)
Page 21 of 72
sustained by the other party, its directors and/or servants, including but
not limited to any loss of profits, loss of operation time, corruption or loss of
information and/or loss of contracts.
7.12 Applicable Law – Clause 30 of the GCC
7.12.1 The supplier, by completing Schedule 10, hereby indemnifies the CCT in
respect of the provisions of the Occupational Health and Safety Act, Act
85 of 1993 (‘OHAS Act’), in accordance with the provisions of the OHAS
Act.
7.12.2 The supplier shall ensure compliance with the provisions of the OHAS Act
and all applicable regulations, by all employees of the supplier and other
contractors on the site. The supplier shall provide a suitable health and
safety plan appropriate for the contract tendered for.
7.12.3 The supplier shall comply with all laws relating to wages and conditions
generally governing the employment of labour in the Cape Town area
and any applicable Bargaining Council agreements.
7.12.4 If the supplier is an employer as defined in the Compensation for
Occupational Injuries and Diseases Act, Act 130 of 1993 (‘COIDA’), the
supplier shall attach proof of registration/insurance in terms of COIDA. This
may take the form of either a certified copy of a valid Letter of Good
Standing issued by the Compensation Commissioner, or proof of insurance
with a licenced compensation insurer, from either the supplier’s broker or
the insurance company itself.
7.13 Notices – Clause 31 of the GCC
The CCT will inform a successful tenderer in writing of the award. No rights
accrue to the successful tenderer until such time as the acceptance part
(Section B) of the Form of Offer and Acceptance has been signed by the
CCT. The CCT will provide a signed copy of the Form of Offer and
Acceptance upon request by the supplier.
7.14 Value Added Tax – Clause 32 of the GCC
7.14.1 Where a supplier, in the course of carrying on business, delivers taxable
supplies exceeding R1 million, the supplier must be registered with the
South African Revenue Service for value added tax (VAT) purposes. The
supplier’s attention is drawn to section 23 of the Value Added Tax Act, Act
89 of 1991. Failure to comply with Act 89 of 1991 shall constitute a material
breach of the Contract.
7.14.2 It is a requirement of this Contract that the amount of VAT must be shown
clearly on each invoice. The supplier’s attention is drawn to section 40 of
the Value Added Tax Act, Act 89 of 1991.
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7.14.3 The VAT registration number of the City of Cape Town is 4500193497.
7.14.4 Suppliers shall be registered and in good standing with the South African
Revenue Service (SARS). In this regard, it is the responsibility of the supplier
to submit documentary evidence in the form of an original valid Tax
Clearance Certificate issued by SARS to the CCT at the Supplier
Management Unit located within the Tender Distribution Office, 2nd Floor
(Concourse Level), Civic Centre, 12 Hertzog Boulevard, Cape Town (Tel
021 400 9242/3/4/5).
7.15 Reporting Obligations.
7.15.1 The supplier shall complete, sign and submit with each invoice, the
following:
a) Project Labour Report (Schedule 14: Annex 3).
b) B-BBEE Sub-contract Expenditure Report (Schedule 14: Annex 4).
c) Joint Venture Expenditure Report (Schedule 14: Annex 5).
7.15.2
a) The Project Labour Report must include details of all labour (including that of
sub-contractors) that are South African citizens earning less than R270 per
day, (as adjusted from time to time and excluding any benefits), who are
employed on a temporary or contract basis on this contract.
b) In addition to the Project Labour Report the supplier shall furnish the CCT with
copies of the employment contracts entered into with such labour, together
with copies of identification documents as well as evidence of payments to
such labour in the form of copies of payslips or payroll runs. These documents
shall be submitted simultaneously. If the worker is paid in cash or by cheque,
this information must be recorded on the envelope and the worker must
acknowledge receipt of payment by signing for it and proof of such
acknowledgement shall be furnished to the CCT.
c) Project Labour Reports shall be completed and submitted in accordance
with the instructions therein.
7.15.3 The B-BBEE Sub-contract Expenditure Report is required for monitoring the
supplier’s compliance with condition b) of Section 2 of Schedule 4 (Preference
Schedule) where preferences are granted in respect of B-BBEE contribution. In the
aforesaid schedule, where the supplier has declared in Section 5 that “I/we DO
NOT intend sub-contracting more than 25% of the value of the contract to sub-
contractor’s that do not qualify for at least the points that I/we as supplier qualify
for”, the supplier shall be monitored and is required to submit the aforesaid
expenditure report.
7.15.4 The Joint Venture Expenditure Report is required for monitoring the joint
venture’s/consortium/partnership compliance with the percentage contributions
of the partners as tendered, where the joint venture/consortium/partnership has
been awarded preference points in respect of its consolidated B-BBEE scorecard.
Page 23 of 72
ADDENDUM B
DESCRIPTION OF SERVICES
1 Provision of services and standards
1.1. The Services to be performed by the Supplier under this Maintenance Contract will consist
of:
1.1.1. the services, functions and responsibilities described in the Maintenance
Contract, including in this Addendum B (Services); and
1.1.2. such other services, functions and responsibilities reasonably required for the
proper performance of the services, functions and responsibilities described in
section 1.1.1 and 1.1.2 of this Addendum B (Services) in accordance with the
Service Levels,
as more fully set out in sections 2 until 13 of this Addendum B (Services).
1.2. The Supplier will perform the Services so as to meet or exceed the Service Levels.
1.3. The Supplier represents and warrants to the Purchaser that it and its employees, agents and
subcontractors have the necessary facilities, skills, know-how and expertise to render the
Services in accordance with the provisions of this Contract.
1.4. The Supplier shall perform the Services as expeditiously as possible, using reasonable skill
and care, in a professional and diligent manner and in accordance with the performance
standards as specified in this Addendum B (Services).
1.5. The Supplier will (and will ensure that the key personnel will):
1.5.1. perform the Services and obligations under this Contract in accordance with all
applicable law;
1.5.2. unless otherwise directed by the Purchaser, keep any software used to perform
the Services updated with the then latest stable versions as they are released;
1.5.3. ensure that all written information and materials provided by the Supplier relating
to this Contract and the Services were, when provided, and remain, accurate
and comprehensive in all material respects for the Term;
1.5.4. provide detailed records of all duties carried out in relation to the provision of the
Services upon request by the Purchaser; and
1.5.5. comply with all reasonable directions of the Purchaser.
Page 24 of 72
1.6. Supplier undertakes to comply with all the Purchaser’s internal policies, by-laws, directives
and/or standard operating procedures as notified to the Supplier by the Purchaser as
updated from time to time.
1.7. The Supplier will use commercially reasonable efforts to improve the Services during the
Term to enable the Purchaser to maintain market competitiveness.
1.8. Performance Standards
1.8.1. The following KPI’s shall be applicable to the Services:
KPI Description Benchmark Impact
on
business
Penalty (%
of monthly
service
fee)
Max
IECS Infrastructure
1 The IECS and reporting platform must
be monitored 24/7/365 and for any
faults a technician must be on site
within time frames according to
severity classification (Excluding
external transmission and
communication system Severity 1: 4
hours to site, 24/7/365, Restore 8 hours
Severity 2: 12 Hours to site, 24/7/365,
Restore 12 hours
Severity 3: Next working day to site,
Restore next day
Severity 4: Complete within 5 working
days failures):
100%
Very high
2% of total
CoCT
monthly
invoice
2 Accuracy of maps for reporting on
vehicle movements, accidents,
disciplinary cases or AARTO related
matters must be 100% accurate and
regularly updated with the latest
industrial/urban/rural developments
within the boundaries of the City of
Cape Town.
>95%
Very high
2% of total
CoCT
monthly
invoice
Page 25 of 72
KPI Description Benchmark Impact
on
business
Penalty (%
of monthly
service
fee)
Max
3 Percentage of repair and
maintenance invoices not received
within 14 days of job completion
<1%
Medium
0.5% of
total CoCT
monthly
invoice
4
Time taken to accurately update
master data from notification to
completion within 24 hours.
0% High
1% of total
CoCT
monthly
invoice
General - Infield
1 Percentage of non-reporting
vehicles or portable devices caused
by faulty equipment as a percentage
of the total fleet (Excluding OOS
vehicles)
< 5% over
month period
Very high
2% of total
CoCT
monthly
invoice
2 For faulty equipment in vehicles or
portable devices, a technician must
make contact with relevant
department within 1 hour from
detected failure or notification and
arrange visit within 4 hours
100%
High
100% of
affected
vehicle
monthly
invoice
3 Any non-functionality on a vehicle
shall be restored to full operation
within 24 hours
100%
High
100% of
affected
vehicle
monthly
invoice
Vehicle tracking and management specific
1
The odometer readings (vehicle
tracking software) for every actual
1000 km’s travelled per individual
≤ 6% High
100% of
affected
vehicle
Page 26 of 72
KPI Description Benchmark Impact
on
business
Penalty (%
of monthly
service
fee)
Max
vehicle must be ≤ 6%. i.e.60km’s to
ensure the vehicle span is within OEM
stipulated allowance for the servicing
intervals.
monthly
invoice
2 Number of Group A High Risk vehicles
recovery not initiated within (any
alarm) ≤ 2 min (Ground and air crew
mobilisation).
0% Very
High
2% of total
CoCT
monthly
invoice
3 Number of Group B High Risk vehicle
recovery not initiated (any alarm) ≤ 2
min after client authorization has
been telephonically received for
recovery team mobilisation.
0% Very
High
2% of total
CoCT
monthly
invoice
4 Number of standard vehicle recovery
not initiated (any alarm) ≤ 2 min after
client authorization has been
telephonically received for recovery
team mobilisation.
0%
High
1% of total
CoCT
monthly
invoice
In vehicle LAN system - specific
1 % of non-functioning caused by a
failure of any of the components of
the In vehicle LAN system (Excluding
OOS)
<5% over
month period
Medium
0.5% of
total CoCT
monthly
invoice
2 The functionality of the system must
be monitored continuously. A
notification must be sent (SMS and
EMAIL) to the designated authority
and a technician must make contact
with relevant department within 1
hour from detected failure or
notification and arrange visit within 4
100%
medium
100% for
specific
Vehicle
Page 27 of 72
KPI Description Benchmark Impact
on
business
Penalty (%
of monthly
service
fee)
Max
hours
3 Any non-functionality of an in-vehicle
LAN shall be restored to full operation
within 24 hours of notification
100%
medium
100% for
specific
Vehicle
SCADA system
1 Due to static installation of SCADA
OBC’s and the extreme reliability
required for this system a high
functional reliability is required
>99% over a
month
period
Very
High
2% of total
CoCT
monthly
invoice
WEB database access
` Update of the database shall be done
within 8 hours of receiving an update
(relates to no.5 VTAM).
100% Medium 0.5% of
total CoCT
monthly
invoice
1.9. Key Personnel:
Full Name Designation Contact Details Party
[ Tel:
Tel:
Email:
1.10. Penalties
1.10.1. If the Supplier fails to provide the Services, then the Purchaser is entitled to apply
the applicable penalties as set out in section 1.8 of Addendum B (Services) and
clause 22 of the SCC in accordance with the Initial Contract.
Page 28 of 72
1.10.2. The Purchaser shall be entitled to terminate this Maintenance Contract upon
written notice if the Supplier fails to meet the Service Levels and is unable to
implement successful remedial action within a 3 (three) month period.
1.11. Monitoring, Evaluation Support and Reporting
1.11.1. The Supplier will provide the City with monitoring, evaluation support and
Reporting to the Purchaser, as further set out in this Addendum B (Services), for
the duration of the Maintenance Contract.
2 Radio GPS tracking service
2.1 Description of required Services:
2.1.1 It is required to track the movement of trunked radios (GPS enabled) and to display on
a Web application operating on the Purchaser’s corporate network.
2.1.2 These radios report position based on time, distance travelled and on certain
conditions with radios (emergency alarms, battery low, etc.)
2.1.3 It is required for the radios spatial information to be recorded. This includes as a
minimum GPS position, name or ISSI, service/ department/function/ depot, date, time
and associated event information.
2.1.4 This information must be displayed on Google maps via the web based application
with information such as current location, movement history, places visited (AOI/POI)
2.1.5 shall be possible to display additional overlays such as GIS layers- roads, beats, wards,
service areas, etc.
2.1.6 It is a prerequisite that the Purchaser’s ortho-photography be incorporated into the
spatial framework
2.1.7 It shall be possible for users to select radios to be displayed based on different fleets,
services, departments, functions or depots
2.1.8 This information will be uploaded and stored on a database on a dedicated server(s) in
the infrastructure.
2.1.9 It shall be required to draw different types of report on movement history for each
vehicle/radio to assist in investigations, enquiries and shall include accurate maps,
addresses, etc.
2.1.10 Alerts and messages needs to be automatically sent to responsible users in the event of
certain limits being exceeded
2.2 Scope of Work: Responsibilities of the Supplier.
The following work and responsibilities shall be included in the scope of work as a
minimum:
2.2.1 Validating incoming data and correct data or delete and report missing data
Page 29 of 72
2.2.2 Build and maintain a register of radios included in the contract;
2.2.3 Provide means of updating and maintaining this register via the web based
application;
2.2.4 Provide Google maps and special GIS overlays via the web based application to
display above movement information;
2.2.5 It is required that logs be kept of all data sent and received for audit trail purposes;
2.2.6 Provided as a minimum the following functionality for users via the web based
application on the IS&T network:
a) Current location, identification (name/ISSI/reg nr), speed of radios on
vector/raster maps;
b) Display all alerts and alarms (emergency button, battery low, log on/of, etc);
c) Movement history;
d) AOI and POI;
e) Any additional GIS, ortho photography supplied as overlays;
f) Provide allowable/disallowed configurable areas for radios; and
g) Ability for the user to select radios to be displayed based on
service/department/function/depot, etc.,
2.2.7 Design, develop and implement the necessary software for the infield devices and
infrastructure to provide the necessary operational functionality;
2.2.8 Automatically generating alerts if certain conditions occur or limits exceeded via a
messaging service operating over TETRA, GSM and internet (Outlook);
2.2.9 Ensuring automated archiving of data to be able to meet KPI’s and provide history for
a minimum of one (1) year;
2.2.10 Continuously develop and maintain reports via the web based reporting and
management interface to meet operation’s needs;
2.2.11 Ongoing training for in field and web application users;
2.2.12 The cost to develop and implement the SAP interface shall be included in the
pricing as well as any 3rd party software licensing costs (Excluding SAP license
costs and development);
2.2.13 Responsible to create, staff and operate a back office on a 24/7/365 basis,
directly connected to the IECS infrastructure, to ensure all the requirements and
specifications for radio tracking as specified in this Maintenance Contract can be
met, all the client assistance, reporting, updating of documentation, handling of
emergencies and alarms and recovery of vehicles can be met according to
stipulated KPI’s; and
2.2.14 All the costs associated with these services must be included in the tender price
as no additional costs will be entertained by the Purchaser.
2.2.15 Scope of work: Responsibilities of the Purchaser
Page 30 of 72
The Prucahser shall be responsible for the following:
a) Purchase of all in field and infrastructure hardware and software;
b) Installation of in field devices (Unless separate orders are placed);
c) Maintenance of the infield and infrastructure hardware (Unless the separate
option for maintenance is requested);
d) Monitoring, managing and drawings reports for the service via the web based
reporting application; and
e) Any SAP development work and software licencing.
3 Toilet and tap counting and tagging service
3.1 Description of required service
3.1.1 The Purchaser has the need to control and manage the cleaning and maintaining of
various types of toilets, taps and standpipes;
3.1.2 For asset management purposes all assets will be fitted with an RFID tag to enable
spatial capturing, maintaining and reporting on these assets;
3.1.3 This information will be used to update SAP, AM and GIS on a continuous basis;
3.1.4 The asset will be scanned with a RFID reader whenever visited or functions performed
thereon;
3.1.5 Each visit by the Purchaser’s staff and contractors are to be recorded. This includes as
a minimum GPS position, name, company, date, time and very important the
action taken by the visitor (cleaning, asset verification, inspection, etc.). This
intelligence will reside in the OBC/ scanner used (either logging in as specific user
or using a RFID tag to identify);
3.1.6 This information will be uploaded to a database on a dedicated server in the
infrastructure using TETRA, Wi-Fi or 3G as the transfer medium;
3.1.7 Various reports is required to undertake asset management and to properly manage
billing by external service providers and billing for city clients;
3.1.8 Operations in the field will be managed by having information available such as
frequencies of visits, identifying persons, time of visit, type of visit, actions taken,
etc.; and
3.1.9 Alerts and messages needs to be automatically sent to responsible users in the event
that certain limits are exceeded or not met.
3.2 Scope of Work: Responsibilities of the Supplier.
The following work and responsibilities shall be included in the scope of work as a
minimum:
3.2.1 Validating incoming data and correct data or delete and report missing data;
Page 31 of 72
3.2.2 Build and maintain a register of assets that have been RFID tagged;
3.2.3 Provide means of updating and maintaining this register via web based application;
3.2.4 Spatially map these assets to beats, depots, suburbs or constituencies and update
spatial maps;
3.2.5 Provide spatial maps and special overlays via the web based application to display
above asset information;
3.2.6 Responsible for loading and configuring GIS spatial data for all assets;
3.2.7 Responsible for extracting changes and enhancements of GIS spatial information by
users and uploading changes;
3.2.8 Maintain asset usage/visit history;
3.2.9 It is required that logs be kept of all data sent and received for audit trail purposes;
3.2.10 Record and process all actions undertaken on assets by city staff and
contractors;
3.2.11 Monitor assets and report if no action is undertaken or visits reported within a
defined window;
3.2.12 Analysis of service delivery by contractor/city staff, area, and or time period;
3.2.13 Produce reconciled billing reports for all work undertaken on assets and upload to
SAP for billing purposes;
3.2.14 Design, develop and implement the necessary software for the infield devices
and infrastructure to provide the necessary operational functionality;
3.2.15 Automatically generating alerts if certain conditions occur or limits exceeded via
a messaging service operating over TETRA, GSM and internet (Outlook);
3.2.16 Ensuring automated archiving of data to be able to meet KPI’s and providing
history for a minimum of one (1) year;
3.2.17 Continuously develop and maintain reports via the web based reporting and
management interface to meet changing operational needs;
3.2.18 Ongoing training for in field and web application users;
3.2.19 The cost to develop and implement the SAP interface shall be included in the
pricing as well as any 3rd party software licensing costs (Excluding SAP license
costs and development);
3.2.20 Responsible to create, staff and operate a back office on a 24/7/365 basis,
directly connected to the IECS infrastructure, to ensure all the requirements and
specifications for asset tracking as specified in this document can be met, all the
client assistance, reporting, updating of documentation, handling of
emergencies and alarms and recovery of vehicles can be met according to
stipulated KPI’s;
3.2.21 All the costs associated with these services must be included in the tender price
as no additional costs will be entertained by the Purchaser; and
Page 32 of 72
3.2.22 The cost for a 25MB data only package on GSM APN must be included in the
tender price. Any additional data requirements must be priced for in the pricing
schedule.
3.3 Scope of work: Responsibilities of the Purchaser
The Purchaser shall be responsible for the following:
3.3.1 Maintenance of the infield and infrastructure hardware (Unless the separate orders for
maintenance are placed);
3.3.2 Monitoring, managing and drawings reports for the service via the web based
reporting application; and
3.3.3 Any SAP development work and licensing.
4 Solid Waste Bin counting and tag reading service
4.1 Description of required service
4.1.1 The Purchaser has the need to control and manage the emptying of Solid Waste Bins
(240 liter Wheely bins) as well as the logistics around issuing new bins, replacing faulty
bins and, managing contractors and business partners (rate payers) and providing
management reports on these operations in the field;
4.1.2 For asset management purposes all bins will be fitted with an RFID tag to enable spatial
capturing, erf and owner information and maintaining and reporting on these assets;
4.1.3 This information will be stored on the infrastructure and used to produce management
and spatial reports and to update SAP AM and GIS on a continuous basis;
4.1.4 The asset will be scanned with a RFID reader whenever visited or functions performed;
4.1.5 Each visit by council staff and contractors are to be recorded. This includes as a
minimum GPS position, name, company, date, time and very important the action
taken by the visitor (cleaning, asset verification, inspection, replacement, etc.). This
intelligence will reside in the Bin counting and tagging system unit on trucks, RFID
scanners used (either logging in as specific user or using a RFID tag to identify);
4.1.6 This information will be uploaded to a database on a dedicated server in the data
infrastructure using either TETRA, Wi-Fi or 3G as the transfer medium;
4.1.7 Various reports are required to undertake asset management and to properly manage
billing by external service providers and billing for city clients;
4.1.8 The RFID captured bins, together with rate payer properties shall be displayed on
vectorised maps with the requirement to overlay these maps with other GIS or ortho-
photography maps supplied by the City of Cape Town;
4.1.9 It shall be possible to display Areas of Interest and Points of Interest;
4.1.10 It shall be possible to select vehicles, bins, erf to be displayed based on
service/department/depot/area/beat Etc.;
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4.1.11 Operations in the field will be managed by having information available such as
frequencies of visits, identifying persons, time of visit, type of visit, actions taken, action
required etc.; and
4.1.12 Alerts and messages needs to be automatically sent to responsible users in the event
that certain limits are exceeded or not met.
4.2 Scope of Work: Responsibilities of the Supplier.
The following work and responsibilities shall be included in the scope of work as a
minimum:
4.2.1 All the data being read on the units shall be locally stored with capacity for storing at
least 5 days’ data in case of communication failure. The stored data shall then be
downloaded either at first available GSM link, via USB docking or a serial
communication system provided by the Purchaser;
4.2.2 The data collected shall in real time be downloaded to the infrastructure via the GSM
network;
4.2.3 The units shall have their own unique identity number for identification and be
transmitted with data collected
4.2.4 The units shall have audible (Buzzer) and visual (light) means to indicate to the
operators of truck that a bin was successfully read;
4.2.5 Validating incoming data and correct data or delete and report missing data;
4.2.6 Build and maintain a register of assets that have been RFID tagged with at least date,
time, geographical location, load mass if fitted, action taken/required (lift, faulty
tag/bin, service, replacement, etc.) left and right bin lift count, RFID number all referred
to as data of each Wheely bin serviced by the city’s refuse collection trucks equipped
with high-level bin lifters;
4.2.7 Provide means of updating and maintaining this register via web based application;
4.2.8 Geo-code and correctly link refuse bins fitted with RFID tags, read in the field to the
appropriate LIS Key/Erf where billing occurs;
4.2.9 Load Solid Waste Management Collections refuse collection “Beats” and various other
information;
4.2.10 Spatially map these assets to beats, depots, suburbs or constituencies and update
spatial maps;
4.2.11 Provide spatial maps and special overlays via the web based application to display
above asset information;
4.2.12 Responsible for loading and configuring GIS spatial data for all assets;
4.2.13 Responsible for extracting changes and enhancements of GIS spatial information by
users and uploading changes;
4.2.14 Maintain asset usage/visit history;
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4.2.15 Intelligent filtering shall be employed to prevent duplicate counts during process of
lifting bins, shaking bins or re lift of bins if not completely emptied with first lift;
4.2.16 Determining when the truck has discharged a load and the number of bins lifted
relative to each specific load;
4.2.17 It is required that logs be kept of all data sent and received for audit trail purposes;
4.2.18 Record and process all actions undertaken on assets by city staff and
contractors;
4.2.19 Monitor assets and report if no action is undertaken or visits reported within a
defined window;
4.2.20 Analysis of service delivery by contractor/city staff, area, and or time period;
4.2.21 Produce reconciled billing reports for all work undertaken on assets and upload to
SAP for billing purposes;
4.2.22 Requests for development of new reports shall be implemented within 8 weeks;
4.2.23 Reports and tool outputs must be exportable to Excel, PDF or text files.
4.2.24 Design, develop and implement the necessary software for the infield devices
and infrastructure to provide the necessary operational functionality;
4.2.25 Automatically generating alerts if certain conditions occur or limits exceeded via
a messaging service operating over TETRA, GSM and internet (Outlook);
4.2.26 Ensuring automated archiving of data to be able to meet KPI’s and providing
history for a minimum of one (1) year;
4.2.27 Continuously develop and maintain reports via the web based reporting and
management interface to meet changing operational needs;
4.2.28 Ongoing training for in field and web application users;
4.2.29 The cost to develop and implement the SAP interface shall be included in the
pricing as well as any 3rd party software licensing costs (Excluding SAP license
costs and development);
4.2.30 Responsible to create, staff and operate a back office on a 24/7/365 basis,
directly connected to the IECS infrastructure, to ensure all the requirements and
specifications for Bin counting and tagging as specified in this document can be
met, all the client assistance, reporting, updating of documentation, handling of
emergencies and alarms and recovery of vehicles can be met according to
stipulated KPI’s;
4.2.31 All the costs associated with these services must be included in the Contract Price
as no additional costs will be entertained by the Purchaser;
4.2.32 The cost for a 25MB data only package on GSM APN must be included in the
tender price. Any additional data requirements must be priced for in the pricing
schedule;
4.2.33 Scheduling and auctioning of maintenance and repairs of the system and
components;
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4.2.34 Data backup and recovery; and
4.2.35 System upgrades.
4.3 Scope of work: Responsibilities of the Purchaser
The Purchaser shall be responsible for the following:
4.3.1 Purchase of all in field hardware;
4.3.2 Installation of in field devices (Unless separate orders are placed);
4.3.3 Maintenance of the infield and infrastructure hardware (Unless the separate orders for
maintenance are placed);
4.3.4 Monitoring, managing and drawings reports for the service via the web based reporting
application; and
4.3.5 Any SAP development work and licensing.
5 In vehicle LAN service
5.1 Description of the service:
5.1.1 It is required to use the in vehicle LAN to prove network connectivity, via the on board
OBC to devices, such as cell phones, laptops, tablets, Mobile Data terminals, CCTV
cameras, etc. via GSM 3G, Wi-Fi and TETRA back to the infrastructure;
5.1.2 The LAN shall provide connectivity for these devices via Ethernet, Power over USB,
RS232;
5.1.3 The LAN shall also provide power to the in vehicle devices;
5.1.4 It is also required to link computer devices around the vehicle to this LAN via Wi-Fi;
5.1.5 For this a GSM APN is required to ensure security of data communication and to
prevent misuse of the GSM service by users and to protect the city in case of theft of
these units or SIM cards; and
5.1.6 Further the infrastructure needs to be connected to the city’s corporate network to
enable computer devices connected to the LAN to have IP access to the corporate
network.
5.2 Scope of Work: Responsibilities of the Supplier.
The following work and responsibilities shall be included in the scope of work as a
minimum:
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5.2.1 Provision of a GSM APN on at least two GSM service providers to allow for redundancy;
5.2.2 Responsible for the procurement, logistics and administration of the required SIM cards;
5.2.3 Responsible for the installation, maintenance and administration of the GSM, Wi-Fi and
TETRA routes between the LAN and corporate network;
5.2.4 The cost for a 25MB data only package on GSM APN must be included in the tender
price. Any additional data requirements must be priced for in the pricing schedule;
5.2.5 Responsible to create, staff and operate a back office on a 24/7/365 basis, directly
connected to the IECS infrastructure, to ensure all the requirements and specifications
for LAN services as specified in this document can be met, all the client assistance,
reporting, updating of documentation, handling of emergencies and alarms and
recovery of vehicles can be met according to stipulated KPI’s; and
5.2.6 All the costs associated with these services must be included in the tender price as no
additional costs will be entertained by the Purchaser.
5.3 Scope of work: Responsibilities of the Purchaser
The Purchaser shall be responsible for the following:
5.3.1 Purchase of all in field hardware;
5.3.2 Installation of in field devices (Unless separate orders are placed);
5.3.3 Maintenance of the infield and infrastructure hardware (Unless the separate orders for
maintenance are placed);
5.3.4 Utilising the data links and funding the data costs; and
5.3.5 Any SAP development work and licensing.
6 WAP service
5.4 Description of required service
5.4.1 It is required for the Purchaser’s officials to access database information stored in a
dedicated server on the IECS infrastructure via a WAP enabled TETRA radio or mobile
data terminal coupled to a TETRA radio;
5.4.2 It is required to track the movement of the radios (If GPS enabled);
5.4.3 It is required for the radios spatial information to be recorded. This includes as a
minimum GPS position, name or ISSI, service/ department/function/ depot, date, time
and associated event information;
5.4.4 Updates to this database is received via the internet from a third party and it is required
that the local database be automatically synchronized/updated and that the data
received as well as total database be verified as correct with each update;
5.4.5 It shall be possible for users to request different type of reports to access the information
available in the local database;
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5.4.6 It is required for users to be enabled on the system to access the information via
usernames and passwords;
5.4.7 It shall be possible to draw management reports on the following:
a) Users registered for the service; and
b) Usage by volume, type of query, time, date and location per user or groups of
users,
5.4.8 Alerts and messages needs to be automatically sent to responsible users in the event
of certain limits or conditions being exceeded;
5.4.9 No city work flow processing such as time, kilometers, material and work order
generation is required for this function; and
5.4.10 No interface to SAP is required.
5.5 Scope of Work: Responsibilities of the tenderer.
The following work and responsibilities shall be included in the scope of work as a
minimum:
5.5.1 Automatically updating the local traffic offence database on the IECS infrastructure;
5.5.2 Validating the updates and database and correcting or deleting and flagging/
reporting on errors;
5.5.3 Build and maintain a register of radios and users included in the Initial Contract and
Maintenance Contract;
5.5.4 Provide means of updating and maintaining this register via web based application;
5.5.5 It is required that logs be kept of all data sent and received for audit trail purposes;
5.5.6 Provided as a minimum the following functionality for users via the web based
application on the IS&T network:
a) Users registered for the service; and
b) Usage by volume, type of query, time, date and location per user or groups of
users,
5.5.7 Design, develop and implement the necessary software for the infield devices and
infrastructure to provide the necessary operational functionality;
5.5.8 Automatically generating alerts if certain conditions occur or limits exceeded via a
messaging service operating over TETRA, GSM and internet (Outlook);
5.5.9 Ensuring automated archiving of data to be able to meet KPI’s and providing history for
a minimum of one (1) year;
5.5.10 Continuously develop and maintain reports via the web based reporting and
management interface to meet operation’s needs;
5.5.11 Ongoing training for in field and web application users;
5.5.12 No interface to SAP is required;
5.5.13 Responsible to create, staff and operate a back office on a 24/7/365 basis, directly
connected to the IECS infrastructure, to ensure all the requirements and specifications
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for WAP services as specified in this document can be met, all the client assistance,
reporting, updating of documentation, handling of emergencies and alarms and
recovery of vehicles can be met according to stipulated KPI’s; and
5.5.14 All the costs associated with this services must be included in the tender price as no
additional costs will be entertained by the Purchaser.
5.6 Scope of work: Responsibilities of the Purchaser
The Purchaser shall be responsible for the following:
5.6.1 Purchase of all in field and infrastructure hardware and software;
5.6.2 Installation of in field devices (unless separate orders are placed);
5.6.3 Maintenance of the infield and infrastructure hardware (unless the separate option
for maintenance is requested);
5.6.4 Undertake WAP queries in the field, monitoring, managing and drawings reports for
the service via the web based reporting application; and
5.6.5 Any future workflow or SAP requirements
7 Supervisory Control and Data Acquisition (SCADA) service
7.1 Description of required service
7.1.1 It is required for city owned SCADA/telemetry outstations to be connected to a central in
station via the TETRA data network and GSM 3G network to enable required data to be
transferred between the in station and outstation;
7.1.2 For this, SCADA OBC’s will be connected to the SCADA outstation in the field via the
RS232 connector. The SCADA in station will be connected to the IECS infrastructure via a
firewall and Ethernet connection;
7.1.3 It is required that necessary connection tables be created, maintained and updated as
outstation equipment are moved, added or deleted to ensure seamless connectivity
through the data switch;
7.1.4 It is required that the communication links between the in station and outstations be
monitored on a continuous basis for correct operation and immediate alerting/reporting
of any communication failures;
7.1.5 Data traffic management and troubleshooting shall be undertaken on a continuous
basis;
7.1.6 It is required that logs be kept of all data sent and received for audit trail purposes;
7.1.7 Various reports is required to enable proper management of the service with respect to
data traffic between the in station and outstations;
7.1.8 No city work flow processing such as time, kilometers, material and work order
generation is required for this function; and
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7.1.9 No SAP interfacing is required.
7.2 Scope of work: Responsibilities of the tenderer
The following work and responsibilities shall be included in the scope of work as a
minimum:
7.2.1 Provide the necessary data switch tables and links to enable seamless connection
between the in station and outstations;
7.2.2 Continuously update and maintain these tables and links as changes occur to ensure a
reliable and seamless service;
7.2.3 Provide means of updating and maintaining this tables and links via web based
application;
7.2.4 Monitor and validate all data traffic on a continuous basis for correctness and rectify or
delete and generate appropriate alerts and alarms;
7.2.5 Monitor all communication links between in and outstations on a continuous basis for
correct operation bases on data size and time reporting and generate alerts and alarms
for any incorrect operation;
7.2.6 It is required that logs be kept of all data sent and received for audit trail purposes;
7.2.7 Provided as a minimum the following functionality for users via the web based
application on the IS&T network:
a) Outstations connected to the network with identification and location
information; and
b) Usage by volume, type of query, time, date and location per unit or groups of
units,
7.2.8 Design, develop and implement the necessary software for the infield devices and
infrastructure to provide the necessary operational functionality;
7.2.9 Automatically generating alerts if certain conditions occur or limits exceeded via a
messaging service operating over TETRA, GSM and internet (Outlook);
7.2.10 Ensuring automated archiving of data to be able to meet KPI’s and provide history for a
minimum of one (1) year;
7.2.11 Continuously develop and maintain reports via the web based reporting and
management interface to meet operational needs;
7.2.12 Ongoing training for in field and web application users;
7.2.13 Responsible to create, staff and operate a back office on a 24/7/365 basis, directly
connected to the IECS infrastructure, to ensure all the requirements and specifications for
SCADA services as specified in this document can be met, all the client assistance,
reporting, updating of documentation, handling of emergencies and alarms and
recovery of vehicles can be met according to stipulated KPI’s; and
7.2.14 All the costs associated with this services must be included in the tender price as no
additional costs will be entertained by the Purchaser.
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7.3 Scope of work: responsibilities of the Purchaser
The Purchaser shall be responsible for the following:
7.3.1 Maintenance of the infield and infrastructure hardware (Unless the separate option for
maintenance is requested);
7.3.2 Undertake monitoring, managing and drawings reports for the service via the web based
reporting application; and
7.3.3 Any future SAP development work and licence costs required to implement.
8 Fleet Management service
8.1 Description of required service
8.1.1 It is required to track the movement of fleet vehicle equipped with an OBC, to store all
the relevant information and to display on a Web application operating on the
Purchaser’s corporate network;
8.1.2 These vehicles report position based on time, distance travelled, 30 degree turned and
on certain conditions (emergency alarms, battery low, etc.);
8.1.3 It is required for the vehicles spatial information to be recorded. This includes as a
minimum driver details, vehicle identification, GPS coordinates, service/
department/function/depot, date, time, closest street address within 50 meters and
associated event information;
8.1.4 This information must be displayed on Google maps or equivalent via the web based
application with information such as current location, movement history, places visited
(AOI/POI);
8.1.5 It shall be possible to display additional overlays such as GIS layers- roads, beats, wards,
service areas, etc.;
8.1.6 It is required to indicate allowable areas or no go areas for vehicles which if transgressed
must raise alarms or alerts;
8.1.7 It is a prerequisite that the Purchaser’s ortho-photography be incorporated into the
spatial framework;
8.1.8 It shall be possible for users to select vehicles to be displayed based on different fleets,
services, departments, functions or depots;
8.1.9 This information will be uploaded and stored on a database on a dedicated server(s) in
the infrastructure;
8.1.10 It shall be required to draw different types of report on movement history for each
vehicle/radio to assist in investigations, enquiries and shall include accurate maps,
addresses, driver details and vehicle details with ignition on or off status’s etc.;
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8.1.11 The accuracy of the movement reports with respect to position, date, time, driver,
speed, etc. as it is required to be used in disciplinary hearings, mediations and/or
arbitrations or courts of law;
8.1.12 Alerts and messages needs to be automatically sent to responsible users in the event of
certain limits being exceeded;
8.1.13 The retention of the existing driver and vehicle identification databases as well as the
archived vehicle monitoring and tracking data must at all times be maintained as matter
of priority;
8.1.14 The system shall have the means to:-
a) Remotely immobilise driver ID tag and vehicle;
b) Blacklist driver Tag (immobilise the tag) when required;
c) Remotely update driver ID tag information; and
d) The ID tags must be department specifically grouped. I.e. a hierarchy and one
sub fleet cannot operate another’s vehicles.
8.1.15 It is a requirement to interface with SAP, HR SAP, PM and AM to synchronise the driver
database and vehicle assets on a continuous basis.
8.1.16 It is required that the following documentation be stored on the infrastructure and that it
be updated and actions taken as required:
a) ID document;
b) Driver’s License;
c) PDP; and
d) Proof of address.
8.1.17 It is required that the system automatically disable a driver Tag if the driver’s license or
PDP has expired, if the driver is no longer working for the Purchaser, if the driver has lost
and/or stolen (unauthorized keys).
8.1.18 It is required that reports as requested be delivered (via email) the city clients or pushed
at agreed intervals;
8.1.19 It is essential that traffic offence date and time stamps can confirm the location and
speed of the vehicle with a high accuracy;
8.1.20 Should the vehicle experience high acceleration or deceleration, it shall down load its
last one minute of data to the server at a minimum of 1 second intervals. This is to allow
for the scenario to be replayed with as much crucial information as possible;
8.1.21 Once implemented, it is a requirement to access and utilise the E-Natis driver warrants /
demerit point’s system database to report on driver demerit status as well as the
accumulated Operator point’s status;
8.1.22 Weekly polling/health checks must be performed on all vehicle OBC’s;
8.1.23 Monthly polling/health checks must be performed on all vehicles equipped with RF units.
This includes RF units and motion sensors installed where applicable;
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8.1.24 The following alarms/events shall be responded to and automated e-mails/SMS send to
fleet controllers:
a) Battery disconnect;
b) Vehicles crossing pre-defined geo-fencing boundaries or user defined roads;
c) Non reporting vehicles;
d) Vehicles over speeding; and
e) LAN disconnect.
8.1.25 Fleet controller shall have the means to override these alarms via Web reporting
application in cases where vehicles are in for repairs at vendors
8.1.26 The reports to be supplied immediately (standard) and within 2 months (customized)
from the Effective Date.
8.2 Scope of Work: Responsibilities of the tenderer.
The following work and responsibilities shall be included in the scope of work as a
minimum:
8.2.1 Validating incoming data and correct data or delete and report missing data;
8.2.2 Build and maintain a register of vehicles, OBC’s and drivers and included in the
Maintenance Contract;
8.2.3 Provide means of updating and maintaining this register via the web based application;
8.2.4 Provide Google maps or equivalent and special GIS overlays via the web based
application to display above movement information;
8.2.5 It is required that logs be kept of all data sent and received for audit trail purposes;
8.2.6 Provided as a minimum the following functionality for users via the web based
application on the IS&T network:
a) Current location (address), identification (name/reg nr), speed on vector/raster
maps;
b) Display all alerts and alarms (emergency button, battery low, log on/of, etc.);
c) Movement history;
d) AOI and POI;
e) Any additional GIS, ortho-photography supplied as overlays;
f) Provide allowable/disallowed configurable areas for vehicles; and
g) Ability for the user to select vehicles to be displayed based on
service/department/function/depot, etc.
8.2.7 Weekly polling/health checks must be performed on all vehicle OBC’s;
8.2.8 Monthly polling/health checks must be performed on all vehicles equipped with RF units.
This includes RF units and motion sensors installed where applicable;
8.2.9 Manual Polling rate increase from the web application;
8.2.10 Design, develop and implement the necessary software for the infield devices and
infrastructure to provide the necessary operational functionality.
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8.2.11 Automatically generating alerts if certain conditions occur or limits exceeded via a
messaging service operating over TETRA, GSM and internet (Outlook);
8.2.12 Ensuring automated archiving of data to be able to meet KPI’s and provide history for a
minimum of one (1) year. Historical data must be stored in yearly packages;
8.2.13 Continuously develop and maintain reports via the web based reporting and
management interface to meet operational needs;
8.2.14 Ongoing training for in field and web application users;
8.2.15 The cost to develop and implement the SAP interface shall be included in the pricing as
well as any 3rd party software licensing costs (Excluding SAP license costs and
development);
8.2.16 Responsible to create, staff and operate a back office on a 24/7/365 basis, directly
connected to the IECS infrastructure, to ensure all the requirements and specifications for
fleet tracking and management as specified in this document can be met, all the client
assistance, reporting, updating of documentation, handling of emergencies and alarms
and recovery of vehicles can be met according to stipulated KPI’s;
8.2.17 All the costs associated with these services must be included in the tender price as no
additional costs will be entertained by the Purchaser; and
8.2.18 All the costs for GSM data via the APN for fleet tracking and management shall be
included in the tender pricing.
8.3 Scope of work: Responsibilities of the Purchaser
The Purchaser shall be responsible for the following:
8.3.1 Maintenance of the infield and infrastructure hardware (Unless the separate option for
maintenance is requested);
8.3.2 Monitoring, managing and drawings reports for the service via the web based reporting
application; and
8.3.3 Any SAP development work and software licensing.
9 Vehicle recovery service
9.1 Description of required service
9.1.1 It is required to initiate responses on any suspicion or reported theft or tampering with the
Purchaser’s vehicles.
9.1.2 It is required to on a 24/7/365 basis monitor the total fleet equipped with fleet tracking
devices;
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9.1.3 For this it is required to operate, staff, maintain a Stolen Vehicle Recovery call centre that
is directly linked to the IECS infrastructure;
9.1.4 Action is required for the following instances:
a) A vehicle is started without the driver identification key;
b) A vehicle is moved more than 300m without the use of a vehicle driver
identification key;
c) A vehicles battery or LAN network is disconnected;
d) Initiation of an emergency alarm; and
e) Initiation of any alarm device installed in the vehicle.
9.1.5 The response shall be as follows:
a) For Group A (High risk vehicles, fitted with wireless RF units) immediate response is
required, within 2 minutes of alarm trigger. This could involve both dedicated
ground and air response; and
b) For Group B (Normal vehicles) require immediate response, within 2 minutes, after
client authorization has been telephonically obtained.
9.1.6 Annexure B1 summarises the process to be followed for vehicle recovery;
9.1.7 The communications centre and dispatched recovery crews must be in constant
communication with the city’s Special Investigations Unit until the vehicle is recovered;
9.1.8 The position of affected vehicle shall be reported to the recovery centre at least every 10
seconds via the OBC’s internal battery;
9.1.9 If required and fitted the control centre shall activate the wireless RF unit fitted to the
vehicle and utilize their RF direction finding equipment to assist with tracking the position
of the vehicle;
9.1.10 A full report is required of each incident within 1 working day of the incident.
9.1.11 A debriefing meeting is to be arranged by the Purchaser’s after the report is submitted
involving the Supplier, Special Investigations, Recovery team representative, the
Purchaser’s fleet coordinator, cost centre manager, driver of the vehicle and witness if
applicable.
9.2 Scope of Work: Responsibilities of the tenderer.
The following work and responsibilities shall be included in the scope of work as a
minimum:
9.2.1 Respond to various alerts and alarms utilizing processes and procedures as specified in
this specification;
9.2.2 Perform all logistics, reporting required;
9.2.3 Responsible for all communications, vehicle response teams and air response teams;
9.2.4 Ensuring that all relevant KPI’s and service levels for this service is met as specified;
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9.2.5 Responsible to create, staff and operate a back office on a 24/7/365 basis, directly
connected to the IECS infrastructure, to ensure all the requirements and specifications for
vehicle recovery as specified in this document can be met, all the client assistance,
reporting, updating of documentation, handling of emergencies and alarms and
recovery of vehicles can be met according to stipulated KPI’s; and
9.2.6 All the costs associated with these services must be included in the tender price as no
additional costs will be entertained by the city.
9.3 Scope of work: Responsibilities of the Purchaser
The Purchaser shall be responsible for the following:
9.3.1 Reporting of any alerts or alarms to the vehicle recovery call centre; and
9.3.2 Monitoring, managing and drawings reports for the service via the web based reporting
application.
10 Reporting and management service (Web reporting application)
10.1 Description of required service
10.1.1 The city requires an integrated reporting and management platform to report
and manage all the services offered in this specification.
10.1.2 It is required for this platform to operate as a web application service on the city’s
corporate network.
10.1.3 It is required that this application will be licensed as an enterprise service with
unrestricted users.
10.1.4 It is required that this service will be provided by a web server situated on the IECS
infrastructure and connected to the corporate network via a IECS firewall and
IS&T firewall and the web application to be installed on corporate PC’s.
10.2 Scope of Work: Responsibilities of the Supplier.
The following work and responsibilities shall be included in the scope of work as a
minimum:
10.2.1 The Supplier is responsible for all the software, licensing and hardware required to
ensure compliance to the reporting and management requirements as specified
in this tender.
10.2.2 All the hardware, licensing and software cost associated with developing further
reports, maintenance of web reporter, expansion of web reporter, all licensed
costs, all hardware required, all costs associated with web reporter must be
included in the relevant tender pricing items.
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10.3 Scope of work: Responsibilities of the Purchaser
The Purchaser shall be responsible for the following:
10.3.1 The Purchaser shall from time to time indicate further specific reports required to
be developed at no further cost; and
10.3.2 Arrange necessary peering requests for connection to the corporate network and
for installation of web application on corporate PC’s.
11 WAP database access
11.1 Description of required service
11.1.1 It is required for the Purchaser’s officials to access database information stored in
a dedicated server on the data infrastructure via a WAP enable TETRA radio or
mobile data terminal coupled to a TETRA radio;
11.1.2 It is required to track the movement of the radios (If GPS enabled);
11.1.3 It is required for the radios spatial information to be recorded. This includes as a
minimum GPS position, name or ISSI, service/ department/function/ depot, date,
time and associated event information;
11.1.4 Updates to this database is received via the internet from a third party and it is
required that the local database be automatically synchronized/updated and
that the data received as well as total database be verified as correct with each
update;
11.1.5 It shall be possible for users to request different type of reports to access the
information available in the local database;
11.1.6 It is required for users to be enabled on the system to access the information via
usernames and passwords;
11.1.7 It shall be possible to draw management reports on the following:
a) Users registered for the service; and
b) Usage by volume, type of query, time, date and location per user or groups of
users,
11.1.8 Alerts and messages needs to be automatically sent to responsible users in the
event of certain limits or conditions being exceeded;
11.1.9 No city work flow processing such as time, kilometers, material and work order
generation is required for this function; and
11.1.10 No interface to SAP is required.
11.2 Scope of Work: Responsibilities of the tenderer.
The following work and responsibilities shall be included in the scope of work as a
minimum:
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11.2.1 Automatically updating the local traffic offence database on the IECS
infrastructure;
11.2.2 Validating the updates and database and correcting or deleting and flagging/
reporting on errors;
11.2.3 Build and maintain a register of radios and users included in the contract
11.2.4 Provide means of updating and maintaining this register via web based
application;
11.2.5 It is required that logs be kept of all data sent and received for audit trail
purposes;
11.2.6 Provided as a minimum the following functionality for users via the web based
application on the IS&T network:
a) Users registered for the service; and
b) Usage by volume, type of query, time, date and location per user or groups of
users,
11.2.7 Design, develop and implement the necessary software for the infield devices
and infrastructure to provide the necessary operational functionality as
described;
11.2.8 Automatically generating alerts if certain conditions occur or limits exceeded via
a messaging service operating over TETRA, GSM and internet (Outlook);
11.2.9 Ensuring automated archiving of data to be able to meet KPI’s and providing
history for a minimum of one (1) year;
11.2.10 Continuously develop and maintain reports via the web based reporting and
management interface to meet operation’s needs;
11.2.11 Ongoing training for in field and web application users; and
11.2.12 No interface to SAP is required.
11.3 Scope of work: Responsibilities of the Purchaser
The Purchaser shall be responsible for the following:
11.3.1 Maintenance of the infield and infrastructure hardware (Unless the separate
option for maintenance is requested);
11.3.2 Undertake WAP queries in the field, monitoring, managing and drawings reports
for the service via the web based reporting application; and
11.3.3 Any future workflow or SAP requirements.
12 Maintenance services– in field equipment
12.1 All main and associated hardware (looms and accessories) and software making up the
total vehicle installation shall be included to ensure a fully operational installation at Key
Performance Indicators as stipulated in section 1.8 of this Addendum B (Services).
Page 48 of 72
12.2 Service to include arranging and visiting the installation in the field and undertaking cable
and accessories repairs, testing, configuration and replacement of the units, if faulty, with
new replacement units;
12.3 The tenderer is responsible to carry a stock of new units for replacement and the faulty new
units must be repaired by the tenderer or replaced at the tenderers cost unless it is willful or
negligent damage;
12.4 The Purchaser reserves the right to not take out maintenance for some of its units and
request labour rates for repair of faulty units.
13 Maintenance services– iecs
13.1 The maintenance of the IECN shall be all inclusive of all hardware, software and cabling
making up the full operational system;
13.2 Any software failure or hardware failure or replacement shall be for the cost of the
tenderer;
13.3 Tenderers shall provide maintenance services to ensure that the system complies to the Key
Performance Indicators as stipulated in this Addendum B (Services);
13.4 The cost associated to this maintenance and support service shall be included in
Addendum B (Contract Price).
ADDENDUM B1
DESCRIPTION OF SERVICES – VEHICLE TRACKING SYSTEM: RECOVERY PROCESS
Vehicle tracking system: Recovery process
Page 49 of 72
Page 50 of 72
ADDENDUM C
CONTRACT PRICE AND CONTRACT PRICE ADJUSTMENT
1. Subject to the Contract Price Adjustment mechanism as further set out this Addendum C
(Contract Price and Price Adjustment), the Contract Price for the Services shall be as
follows:
ITEM
NO: DESCRIPTION
B C D
Net Unit once off
cost Net unit hourly rate Net Unit monthly
Excluding VAT Excluding VAT Price for 1 month
Excluding VAT
(R) (R) (R)
2 IN FIELD SPARES
2.1 Basic OBC
2.1.1 GPS antenna 183.54 XXXXX N/A XXXXX XXXXX N/A XXXXX
2.1.2 GSM antenna 73.95 XXXXX N/A XXXXX XXXXX N/A XXXXX
2.1.3 Wi-Fi antenna 161.68 XXXXX N/A XXXXX XXXXX N/A XXXXX
2.1.4 Dallas tag reader 110.59 XXXXX N/A XXXXX XXXXX N/A XXXXX
2.1.5 Dallas tag reader with tag clip
lock 200.90 XXXXX N/A XXXXX XXXXX N/A XXXXX
2.1.6 Starter inhibitor relay 47.76 XXXXX N/A XXXXX XXXXX N/A XXXXX
2.1.7 Emergency button 24.51 XXXXX N/A XXXXX XXXXX N/A XXXXX
2.1.8 Voltage sensor 1.45 XXXXX N/A XXXXX XXXXX N/A XXXXX
2.1.9 RPM sensor 78.51 XXXXX N/A XXXXX XXXXX N/A XXXXX
2.1.10 CAN BUS interface 725.24 XXXXX N/A XXXXX XXXXX N/A XXXXX
2.1.11 Dallas Tag Programmer 836.65 XXXXX N/A XXXXX XXXXX N/A XXXXX
2.1.12 OBC loom – 3meters 360.00 XXXXX N/A XXXXX XXXXX N/A XXXXX
2.1.13 OBC loom - 5 meters 408.00 XXXXX N/A XXXXX XXXXX N/A XXXXX
2.2 Bin lifting and tagging
2.2.1 100 x RFID tags 2.351.75 XXXXX N/A XXXXX XXXXX N/A XXXXX
2.2.2 1000 x RFID tags 23.313.00 XXXXX N/A XXXXX XXXXX N/A XXXXX
Page 51 of 72
2.2.3 10 000 x RFID tags 224.950.00 XXXXX N/A XXXXX XXXXX N/A XXXXX
2.2.4 RFID reader for truck 4.030.39 XXXXX N/A XXXXX XXXXX N/A XXXXX
2.2.5 Buzzer for truck 220.88 XXXXX N/A XXXXX XXXXX N/A XXXXX
2.2.6 Flashing light for truck 220.88 XXXXX N/A XXXXX XXXXX N/A XXXXX
2.2.7 Loom for truck unit (1 of 2) 314.50 XXXXX N/A XXXXX XXXXX N/A XXXXX
2.3 SCADA
2.3.1 Loom 88.20 XXXXX N/A XXXXX XXXXX N/A XXXXX
2.3.2 GPS antenna 183.54 XXXXX N/A XXXXX XXXXX N/A XXXXX
2.3.3 GSM antenna 73.95 XXXXX N/A XXXXX XXXXX N/A XXXXX
2.4 Toilet and tap counting and
tagging
2.4.1 100 x RFID tags for toilets 2.350.60 XXXXX N/A XXXXX XXXXX N/A XXXXX
2.4.2 1000 x RFID tags for toilets 23.301.60 XXXXX N/A XXXXX XXXXX N/A XXXXX
2.4.3 10 000 x RFID tags for toilets 224.840.00 XXXXX N/A XXXXX XXXXX N/A XXXXX
2.4.4 100 x RFID tags for standpipes 3.041.75 XXXXX N/A XXXXX XXXXX N/A XXXXX
2.4.5 100 x RFID tags for taps 3.041.75 XXXXX N/A XXXXX XXXXX N/A XXXXX
2.4.6 1000 x RFID tags for standpipes 30.153.00 XXXXX N/A XXXXX XXXXX N/A XXXXX
2.4.7 1000 x RFID tags for taps 30.153.00 XXXXX N/A XXXXX XXXXX N/A XXXXX
2.4.8 RFID tag reader for portable
unit 4.504.94 XXXXX N/A XXXXX XXXXX N/A XXXXX
2.4.9 Battery for portable unit 677.12 XXXXX N/A XXXXX XXXXX N/A XXXXX
3 INSTALLATIONS
3.1 Install OBC in vehicle 831.83 XXXXX N/A XXXXX XXXXX N/A XXXXX
3.2 De install OBC from vehicle 443.64 XXXXX N/A XXXXX XXXXX N/A XXXXX
3.3
Install one bin lifting and tag
reading unit in truck (1 of 2 for
dual lifting truck)
1.950.00 XXXXX N/A XXXXX XXXXX N/A XXXXX
3.4
De install one bin lifting and
tag reading unit in truck (1 of 2
for dual lifting truck)
1.039.99 XXXXX N/A XXXXX XXXXX N/A XXXXX
3.5 Install in vehicle bracket and
cradle 1.258.96 XXXXX N/A XXXXX XXXXX N/A XXXXX
Page 52 of 72
3.6 De install in vehicle bracket
and cradle 671.44 XXXXX N/A XXXXX XXXXX N/A XXXXX
3.7 Install in vehicle LAN 1.258.96 XXXXX N/A XXXXX XXXXX N/A XXXXX
3.8 De install in vehicle LAN 671.44 XXXXX N/A XXXXX XXXXX N/A XXXXX
3.9 Install RFID tag in a refuse bin 18.00 XXXXX N/A XXXXX XXXXX N/A XXXXX
3.1 Install RFID tag in chemical
toilets 28.00 XXXXX N/A XXXXX XXXXX N/A XXXXX
3.11 Install RFID tag in containerised
toilets 28.00 XXXXX N/A XXXXX XXXXX N/A XXXXX
3.12 Install RFID tag in portable
flush toilets tanks 28.00 XXXXX N/A XXXXX XXXXX N/A XXXXX
3.13 Install RFID tag in full flush
toilets 28.00 XXXXX N/A XXXXX XXXXX N/A XXXXX
3.14 Install RFID tag in pitliners
toilets 28.00 XXXXX N/A XXXXX XXXXX N/A XXXXX
3.15 Install RFID tag in modified
Afrisan toilets 28.00 XXXXX N/A XXXXX XXXXX N/A XXXXX
3.16 Install RFID tag in and pour
flush Toilets 28.00 XXXXX N/A XXXXX XXXXX N/A XXXXX
3.17 Install RFID tag in Mobisan
toilets 28.00 XXXXX N/A XXXXX XXXXX N/A XXXXX
3.18 Install RFID tag on standpipes 32.00 XXXXX N/A XXXXX XXXXX N/A XXXXX
3.19 Install RFID tag on taps 32.00 XXXXX N/A XXXXX XXXXX N/A XXXXX
4 MAINTENANCE – IN FIELD
4.1 In vehicle OBC installation
4.1.1 Maintenance of OBC in vehicle XXXXX N/A XXXXX XXXXX N/A XXXXX 134.01
4.1.2 Maintenance Wireless RF
tracking unit XXXXX N/A XXXXX XXXXX N/A XXXXX 77.64
4.1.3 Maintenance in vehicle storage
device XXXXX N/A XXXXX XXXXX N/A XXXXX 22.18
4.2 In vehicle LAN installation
4.2.1 Maintenance of In vehicle LAN XXXXX N/A XXXXX XXXXX N/A XXXXX 22.18
4.2.2 Maintenance of CCTV camera XXXXX N/A XXXXX XXXXX N/A XXXXX 22.18
4.2.3 Maintenance of sound
microphone XXXXX N/A XXXXX XXXXX N/A XXXXX 22.18
Page 53 of 72
4.3 Bin counting and tag reading
system
4.3.1
Maintenance of one Bin
counting and tag reading unit(1
of 2 for dual lifting truck)
XXXXX N/A XXXXX XXXXX N/A XXXXX 356.03
4.3.2
Maintenance of one external
CCTV camera control and video
display unit (4 x power over
USB camera inputs, 10 inch
display)
XXXXX N/A XXXXX XXXXX N/A XXXXX 134.01
4.3.3 Maintenance of one external
CCTV camera (USB) XXXXX N/A XXXXX XXXXX N/A XXXXX 22.18
4.3.4 Maintenance of Portable RFID
reader – Basic store use XXXXX N/A XXXXX XXXXX N/A XXXXX 22.18
4.3.5 Maintenance of Portable RFID
reader – Field use XXXXX N/A XXXXX XXXXX N/A XXXXX 44.36
4.3.6 Maintenance of Portable RFID
reader - Executive use XXXXX N/A XXXXX XXXXX N/A XXXXX 22.18
4.4 Toilet and tap counting and tag reading system
4.4.1
Maintenance of portable
toilet/tap counting and tag
reading unit
XXXXX N/A XXXXX XXXXX N/A XXXXX 64.32
5 LABOUR RATES
5.1 Project Manager XXXXX N/A XXXXX 743.00 XXXXX N/A XXXXX
5.2 Electronic Engineer XXXXX N/A XXXXX 594.00 XXXXX N/A XXXXX
5.3 Mechanical engineer XXXXX N/A XXXXX 594.00 XXXXX N/A XXXXX
5.4 GIS specialist XXXXX N/A XXXXX 432.00 XXXXX N/A XXXXX
5.5 IT Network Engineer XXXXX N/A XXXXX 378.00 XXXXX N/A XXXXX
5.6 IT Sequel database
programmer XXXXX N/A XXXXX 378.00 XXXXX N/A XXXXX
5.7 IT firmware
programmer/debugger XXXXX N/A XXXXX 270.00 XXXXX N/A XXXXX
5.8 Technician XXXXX N/A XXXXX 216.00 XXXXX N/A XXXXX
6 SERVICES
Page 54 of 72
6.1 Radio GPS tracking service per
radio per month XXXXX N/A XXXXX XXXXX N/A XXXXX 43.54
6.2 Field asset tracking service,
cost per scan 0.56 XXXXX N/A XXXXX XXXXX N/A XXXXX
6.3
Solid Waste Bin counting and
tag reading system, cost per
successful lift
0.19 XXXXX N/A XXXXX XXXXX N/A XXXXX
6.4 In vehicle LAN service per unit
installed per month XXXXX N/A XXXXX XXXXX N/A XXXXX 133.02
6.5 SCADA service XXXXX N/A XXXXX XXXXX N/A XXXXX 89.46
6.6 Fleet management service per
unit per month XXXXX N/A XXXXX XXXXX N/A XXXXX 133.02
6.7 Vehicle recovery service per
unit per month XXXXX N/A XXXXX XXXXX N/A XXXXX 77.64
6.8 WAP database access service
per radio per month XXXXX N/A XXXXX XXXXX N/A XXXXX 89.46
6.9 25MB per month data only
package on GSM APN XXXXX N/A XXXXX XXXXX N/A XXXXX 4.29
6.1
Toilet counting and tag reading
system, cost per successful
service (scan)
0.56 XXXXX N/A XXXXX XXXXX N/A XXXXX
6.11
Tap counting and tagging
system, cost per successful
service (scan)
0.56 XXXXX N/A XXXXX XXXXX N/A XXXXX
6.12 50MB per month data only
package on GSM APN XXXXX N/A XXXXX XXXXX N/A XXXXX 8.58
6.13 100MB per month data only
package on GSM APN XXXXX N/A XXXXX XXXXX N/A XXXXX 17.16
6.14 250MB per month data only
package on GSM APN XXXXX N/A XXXXX XXXXX N/A XXXXX 42.89
6.15 500MB per month data only
package on GSM APN XXXXX N/A XXXXX XXXXX N/A XXXXX 85.78
6.16 1GB per month data only
package on GSM APN XXXXX N/A XXXXX XXXXX N/A XXXXX 175.68
6.17 5GB per month data only
package on GSM APN XXXXX N/A XXXXX XXXXX N/A XXXXX 878.38
6.18 10GB per month data only
package on GSM APN XXXXX N/A XXXXX XXXXX N/A XXXXX 1.756.77
6.19 100GB per month data only
package on GSM APN XXXXX N/A XXXXX XXXXX N/A XXXXX 16.896.00
Page 55 of 72
2. Contract Price Adjustment and/or Rate of Exchange Variation
2.1 The Contract Price adjustment mechanism and/or provisions relating to Rate of
Exchange Variation, contained in this Addendum B is compulsory and binding on
the Supplier.
2.2 Items 1 – 6
The values of columns A, B, C and D shall total 100%. The Supplier shall indicate
below the percentage values of B to Ds it intends using for the duration of this
Maintenance Contract. Complete columns 1 to 5 if value of D is greater than 0%.
A B C D (1) (2) (3) (4) (5)
Item no DESCRIPTION
Fixed
(Min
10%)
Labour
South
Africa
n CPI
Manufactures
Pricelist
(complete
Clause 10.6)
Exchange
rate
(complete
clause
10.5)
Total
(100%)
Unit amount
and
denomination
of foreign
currency
required
Rate of
exchange
as at 14
days prior
to date of
tender
Equivalent
in Rand, of
foreign
currency
content
(columns
1&2)
Unit
Amount of
South
African
Content
Total unit
amount
(equivalent in
Rand of
columns 3+4)
(Excl. VAT)
(%) (%) (%) (%) (%) (R) (R) (R)
1.1.1 Basic OBC
100
1.1.2 Dual SIM upgrade for OBC
100
1.1.3 Wi-Fi upgrade for OBC
100
1.1.4 Wireless RF tracking unit
upgrade for OBC
100
1.1.5 Movement sensor upgrade
for OBC
100
1.1.6 Proximity sensor upgrade for
OBC
100
1.1.7 CAN BUS upgrade for OBC
100
1.1.8 MPI upgrade for OBC
100
1.1.9 In Vehicle storage device for
OBC
100
Page 57 of 72
A B C D (1) (2) (3) (4) (5)
Item no DESCRIPTION
Fixed
(Min
10%)
Labour
South
Africa
n CPI
Manufactures
Pricelist
(complete
Clause 10.6)
Exchange
rate
(complete
clause
10.5)
Total
(100%)
Unit amount
and
denomination
of foreign
currency
required
Rate of
exchange
as at 14
days prior
to date of
tender
Equivalent
in Rand, of
foreign
currency
content
(columns
1&2)
Unit
Amount of
South
African
Content
Total unit
amount
(equivalent in
Rand of
columns 3+4)
(Excl. VAT)
(%) (%) (%) (%) (%) (R) (R) (R)
1.2.1 Mobile Data Terminal
bracket and cradle
100
1.2.2 Basic in vehicle LAN
100
1.2.3 3G modem and SIM
upgrade for LAN
100
1.2.4 CCTV camera for odometer
reading upgrade
100
1.2.5 Sound microphone upgrade
100
1.2.6 CCTV Dash camera
upgrade
100
1.2.7 CCTV external camera
upgrade
100
1.2.8 Mobile Data terminal -
Standard
100
1.2.9 Mobile Data Terminal-
Ruggedised
100
Page 58 of 72
A B C D (1) (2) (3) (4) (5)
Item no DESCRIPTION
Fixed
(Min
10%)
Labour
South
Africa
n CPI
Manufactures
Pricelist
(complete
Clause 10.6)
Exchange
rate
(complete
clause
10.5)
Total
(100%)
Unit amount
and
denomination
of foreign
currency
required
Rate of
exchange
as at 14
days prior
to date of
tender
Equivalent
in Rand, of
foreign
currency
content
(columns
1&2)
Unit
Amount of
South
African
Content
Total unit
amount
(equivalent in
Rand of
columns 3+4)
(Excl. VAT)
(%) (%) (%) (%) (%) (R) (R) (R)
1.3.1 One Bin counting and tag
reading unit(1 of 2 for dual
lifting truck)
100
1.3.2 One external CCTV camera
control and video display
unit (4 x power over USB
camera inputs, 10 inch
display)
100
1.3.3 One external CCTV camera
(USB)
100
1.3.4 Portable RFID reader – Basic
store use
100
1.3.5 Portable RFID reader – Field
use
100
1.3.6 Portable RFID reader -
Executive use
100
1.4.1 SCADA unit
100
Page 59 of 72
A B C D (1) (2) (3) (4) (5)
Item no DESCRIPTION
Fixed
(Min
10%)
Labour
South
Africa
n CPI
Manufactures
Pricelist
(complete
Clause 10.6)
Exchange
rate
(complete
clause
10.5)
Total
(100%)
Unit amount
and
denomination
of foreign
currency
required
Rate of
exchange
as at 14
days prior
to date of
tender
Equivalent
in Rand, of
foreign
currency
content
(columns
1&2)
Unit
Amount of
South
African
Content
Total unit
amount
(equivalent in
Rand of
columns 3+4)
(Excl. VAT)
(%) (%) (%) (%) (%) (R) (R) (R)
1.5.1 One Portable toilet/tap
counting and tagging unit
100
2.1.1 GPS antenna
100
2.1.2 GSM antenna
100
2.1.3 Wi-Fi antenna
100
2.1.4 Dallas tag reader
100
2.1.5 Dallas tag reader with tag
clip lock
100
2.1.6 Starter inhibitor relay
100
2.1.7 Emergency button
100
2.1.8 Voltage sensor
100
2.1.9 RPM sensor
100
Page 60 of 72
A B C D (1) (2) (3) (4) (5)
Item no DESCRIPTION
Fixed
(Min
10%)
Labour
South
Africa
n CPI
Manufactures
Pricelist
(complete
Clause 10.6)
Exchange
rate
(complete
clause
10.5)
Total
(100%)
Unit amount
and
denomination
of foreign
currency
required
Rate of
exchange
as at 14
days prior
to date of
tender
Equivalent
in Rand, of
foreign
currency
content
(columns
1&2)
Unit
Amount of
South
African
Content
Total unit
amount
(equivalent in
Rand of
columns 3+4)
(Excl. VAT)
(%) (%) (%) (%) (%) (R) (R) (R)
2.1.10 CAN BUS interface
100
2.1.11 Dallas tag programmer
100
2.1.12 OBC loom – 3meters
100
2.1.13 OBC loom - 5 meters
100
2.2.1 100 x RFID tags
100
2.2.2 1000 x RFID tags
100
2.2.3 10 000 x RFID tags
100
2.2.4 RFID reader for truck
100
2.2.5 Buzzer for truck
100
2.2.6 Flashing light for truck
100
Page 61 of 72
A B C D (1) (2) (3) (4) (5)
Item no DESCRIPTION
Fixed
(Min
10%)
Labour
South
Africa
n CPI
Manufactures
Pricelist
(complete
Clause 10.6)
Exchange
rate
(complete
clause
10.5)
Total
(100%)
Unit amount
and
denomination
of foreign
currency
required
Rate of
exchange
as at 14
days prior
to date of
tender
Equivalent
in Rand, of
foreign
currency
content
(columns
1&2)
Unit
Amount of
South
African
Content
Total unit
amount
(equivalent in
Rand of
columns 3+4)
(Excl. VAT)
(%) (%) (%) (%) (%) (R) (R) (R)
2.2.7 Loom for truck unit (1 of 2)
100
2.3.1 Loom
100
2.3.2 GPS antenna
100
2.3.3 GSM antenna
100
2.4.1 100 x RFID tags for toilets
100
2.4.2 1000 x RFID tags for toilets
100
2.4.3 10 000 x RFID tags for toilets
100
2.4.4 100 x RFID tags for
standpipes
100
2.4.5 100 x RFID tags for taps
100
2.4.6 1000 x RFID tags for
standpipes
100
Page 62 of 72
A B C D (1) (2) (3) (4) (5)
Item no DESCRIPTION
Fixed
(Min
10%)
Labour
South
Africa
n CPI
Manufactures
Pricelist
(complete
Clause 10.6)
Exchange
rate
(complete
clause
10.5)
Total
(100%)
Unit amount
and
denomination
of foreign
currency
required
Rate of
exchange
as at 14
days prior
to date of
tender
Equivalent
in Rand, of
foreign
currency
content
(columns
1&2)
Unit
Amount of
South
African
Content
Total unit
amount
(equivalent in
Rand of
columns 3+4)
(Excl. VAT)
(%) (%) (%) (%) (%) (R) (R) (R)
2.4.7 1000 x RFID tags for taps
100
2.4.8 RFID tag reader for portable
unit
100
2.4.9 Battery for portable unit
100
3.1 Install OBC in vehicle
100
3.2 De install OBC from vehicle
100
3.3 Install one bin lifting and tag
reading unit in truck (1 of 2
for dual lifting truck)
100
3.4 De install one bin lifting and
tag reading unit in truck (1 of
2 for dual lifting truck)
100
3.5 Install in vehicle bracket and
cradle
100
3.6 De install in vehicle bracket
and cradle
100
Page 63 of 72
A B C D (1) (2) (3) (4) (5)
Item no DESCRIPTION
Fixed
(Min
10%)
Labour
South
Africa
n CPI
Manufactures
Pricelist
(complete
Clause 10.6)
Exchange
rate
(complete
clause
10.5)
Total
(100%)
Unit amount
and
denomination
of foreign
currency
required
Rate of
exchange
as at 14
days prior
to date of
tender
Equivalent
in Rand, of
foreign
currency
content
(columns
1&2)
Unit
Amount of
South
African
Content
Total unit
amount
(equivalent in
Rand of
columns 3+4)
(Excl. VAT)
(%) (%) (%) (%) (%) (R) (R) (R)
3.7 Install in vehicle LAN
100
3.8 De install in vehicle LAN
100
3.9 Install RFID tag in a refuse bin
100
3.10 Install RFID tag in chemical
toilets
100
3.11 Install RFID tag in
containerised toilets
100
3.12 Install RFID tag in portable
flush toilets tanks
100
3.13 Install RFID tag in full flush
100
3.14 Install RFID tag in pitliners
toilets
100
3.15 Install RFID tag in modified
Afrisan toilets
100
3.16 Install RFID tag in and pour
flush toilets
100
Page 64 of 72
A B C D (1) (2) (3) (4) (5)
Item no DESCRIPTION
Fixed
(Min
10%)
Labour
South
Africa
n CPI
Manufactures
Pricelist
(complete
Clause 10.6)
Exchange
rate
(complete
clause
10.5)
Total
(100%)
Unit amount
and
denomination
of foreign
currency
required
Rate of
exchange
as at 14
days prior
to date of
tender
Equivalent
in Rand, of
foreign
currency
content
(columns
1&2)
Unit
Amount of
South
African
Content
Total unit
amount
(equivalent in
Rand of
columns 3+4)
(Excl. VAT)
(%) (%) (%) (%) (%) (R) (R) (R)
3.17 Install RFID tag in Mobisan
toilets
100
3.18 Install RFID tag on standpipes
100
3.19 Install RFID tag on taps
100
4.1.1 Maintenance of OBC in
vehicle
100
4.1.2 Maintenance Wireless RF
tracking unit
100
4.1.3 Maintenance in vehicle
storage device
100
4.2.1 Maintenance of In vehicle
LAN
100
4.2.2 Maintenance of CCTV
camera
100
4.2.3 Maintenance of sound
microphone
100
Page 65 of 72
A B C D (1) (2) (3) (4) (5)
Item no DESCRIPTION
Fixed
(Min
10%)
Labour
South
Africa
n CPI
Manufactures
Pricelist
(complete
Clause 10.6)
Exchange
rate
(complete
clause
10.5)
Total
(100%)
Unit amount
and
denomination
of foreign
currency
required
Rate of
exchange
as at 14
days prior
to date of
tender
Equivalent
in Rand, of
foreign
currency
content
(columns
1&2)
Unit
Amount of
South
African
Content
Total unit
amount
(equivalent in
Rand of
columns 3+4)
(Excl. VAT)
(%) (%) (%) (%) (%) (R) (R) (R)
4.3.1 Maintenance of one Bin
counting and tag reading
unit(1 of 2 for dual lifting
truck)
100
4.3.2 Maintenance of one
external CCTV camera
control and video display
unit (4 x power over USB
camera inputs, 10 inch
display)
100
4.3.3 Maintenance of one
external CCTV camera (USB)
100
4.3.4 Maintenance of Portable
RFID reader – Basic store use
100
4,3.5 Maintenance of Portable
RFID reader – Field use
100
4.3.6 Maintenance of Portable
RFID reader - Executive use
100
Page 66 of 72
A B C D (1) (2) (3) (4) (5)
Item no DESCRIPTION
Fixed
(Min
10%)
Labour
South
Africa
n CPI
Manufactures
Pricelist
(complete
Clause 10.6)
Exchange
rate
(complete
clause
10.5)
Total
(100%)
Unit amount
and
denomination
of foreign
currency
required
Rate of
exchange
as at 14
days prior
to date of
tender
Equivalent
in Rand, of
foreign
currency
content
(columns
1&2)
Unit
Amount of
South
African
Content
Total unit
amount
(equivalent in
Rand of
columns 3+4)
(Excl. VAT)
(%) (%) (%) (%) (%) (R) (R) (R)
4.4.1 Maintenance of portable
toilet/tap counting and tag
reading unit
100
5.1 Project Manager
100
5.2 Electronic Engineer
100
5.3 Mechanical engineer
100
5.4 GIS specialist
100
5.5 IT Network Engineer
100
5.6 IT Sequel database
programmer
100
5.7 IT firmware
programmer/debugger
100
5.8 Technician
100
Page 67 of 72
A B C D (1) (2) (3) (4) (5)
Item no DESCRIPTION
Fixed
(Min
10%)
Labour
South
Africa
n CPI
Manufactures
Pricelist
(complete
Clause 10.6)
Exchange
rate
(complete
clause
10.5)
Total
(100%)
Unit amount
and
denomination
of foreign
currency
required
Rate of
exchange
as at 14
days prior
to date of
tender
Equivalent
in Rand, of
foreign
currency
content
(columns
1&2)
Unit
Amount of
South
African
Content
Total unit
amount
(equivalent in
Rand of
columns 3+4)
(Excl. VAT)
(%) (%) (%) (%) (%) (R) (R) (R)
6.1 Radio GPS tracking service
per radio per month
100
6.2 Field asset tracking service,
cost per scan
100
6.3 Solid Waste Bin counting and
tag reading system, cost per
successful lift
100
6.4 In vehicle LAN service per
unit installed per month
100
6.5 SCADA service
100
6.6 Fleet management service
per unit per month
100
6.7 Vehicle recovery service per
unit per month
100
6.8 WAP database access
service per radio per month
100
6.9 25MB per month data only
package on GSM APN
100
Page 68 of 72
A B C D (1) (2) (3) (4) (5)
Item no DESCRIPTION
Fixed
(Min
10%)
Labour
South
Africa
n CPI
Manufactures
Pricelist
(complete
Clause 10.6)
Exchange
rate
(complete
clause
10.5)
Total
(100%)
Unit amount
and
denomination
of foreign
currency
required
Rate of
exchange
as at 14
days prior
to date of
tender
Equivalent
in Rand, of
foreign
currency
content
(columns
1&2)
Unit
Amount of
South
African
Content
Total unit
amount
(equivalent in
Rand of
columns 3+4)
(Excl. VAT)
(%) (%) (%) (%) (%) (R) (R) (R)
6.10 Toilet counting and tag
reading system, cost per
successful service (scan)
100
6.11 Tap counting and tagging
system, cost per successful
service (scan)
100
6.12 50MB per month data only
package on GSM APN
100
6.13 100MB per month data only
package on GSM APN
100
6.14 250MB per month data only
package on GSM APN
100
6.15 500MB per month data only
package on GSM APN
100
6.16 1GB per month data only
package on GSM APN
100
6.17 5GB per month data only
package on GSM APN
100
Page 69 of 72
A B C D (1) (2) (3) (4) (5)
Item no DESCRIPTION
Fixed
(Min
10%)
Labour
South
Africa
n CPI
Manufactures
Pricelist
(complete
Clause 10.6)
Exchange
rate
(complete
clause
10.5)
Total
(100%)
Unit amount
and
denomination
of foreign
currency
required
Rate of
exchange
as at 14
days prior
to date of
tender
Equivalent
in Rand, of
foreign
currency
content
(columns
1&2)
Unit
Amount of
South
African
Content
Total unit
amount
(equivalent in
Rand of
columns 3+4)
(Excl. VAT)
(%) (%) (%) (%) (%) (R) (R) (R)
6.18 10GB per month data only
package on GSM APN
100
6.19 100GB per month data only
package on GSM APN
100
2.3 The following Rate of Exchange Table (“ROE”) shall be applicable to this Maintenance Contract:
Rate of Exchange
Table (ROE).xlsx
2.4 The Purchaser will not allow any escalation in respect of foreign Consumer Price
Index (“CPI”) Indices.
2.5 Pricing will be fixed for the first year in respect of this Maintenance Contract with
respect to CPI. Thereafter annual CPI adjustments will be allowed based on
the previous 12 (twelve) months average CPI increase.
2.6 Rate of exchange
2.6.1 Where the Contract Prices quoted are subject to adjustment the
following shall apply:
RATE OF EXCHANGE VARIATIONS
Exchange Rate/s on which this Maintenance Contract is based
Denomination Amount Denomination Amount
Exchange rate 1 USD 1.00 = S A Rand R14.23
Exchange rate 2 1.00 = S A Rand
Exchange rate 3 1.00 = S A Rand
Exchange rate 4 1.00 = S A Rand
2.6.2 Name of Bank: Not required
2.6.3 Date of quoted rate of exchange (14 days prior to Effective Date): Not
required
2.6.4 End date applicable for variation (i.e.) Date of shipment received (waybill),
in terms of Forward Cover Contract, etc: [Not Applicable
2.7 The Suppliers breakdown of each item’s exchange rate variation in the table
referred to in section 2.3 above shall be used for rate of exchange adjustment.
2.8 The actual rates and the dates on which these items are based must be
quoted. Merely to state “ruling rates” at a particular date is not acceptable.
If more than one tendered item is affected, the relevant information shall be
stated in the table attached hereto.
2.9 Where prices are subject to a rate of exchange, the Suppliers must indicate on
their invoices the applicable exchange rate, as well as the date and method
of the foreign payment (for example, against L/C on date of shipment, or
upon receipt, etc.).
2.10 The Supplier shall purchase forward cover for each individual order at the time
of placing the order during the Maintenance Contract period and shall supply
the Purchaser with a copy of the foreign contract and such other
documentation as the Purchaser may deem necessary.
2.11 If forward cover has not been obtained, it shall be a condition of this
Maintenance Contract that prior to the Effective Date, the Supplier must
immediately make appropriate arrangements to take out forward cover to
avoid further fluctuations in the Rand value of the Maintenance Contract.
2.12 In the event of clause 2.10 above, the Supplier must ensure that the Director:
Supply Chain Management is furnished with a full set of supporting documents
(e.g. Bill of Entry, Proof of Purchase of Foreign Exchange from Bank) and
Foreign Invoice – before payment for the imported Good and/or Services can
be claimed.
2.13 This condition may be varied by written agreement between the Parties in
accordance with the provisions set out in this Maintenance Contract.
3. Tenderers Who Are Not Manufacturers: Supplier Price List – This option not applicable
3.1 The Contract Price shall be subject to adjustment based on Supplier’s Price Lists.
3.2 Date of Price List: [
3.3 Price List/Quotation Reference Number: ]
3.4 N.B.
3.4.1 The above information must be provided for each item supplied by the
Supplier.
3.4.2 Copies of price lists on which contract prices are based must be enclosed
for all items.
3.4.3 the Supplier will be entitled to claim only the difference between the cost
of the product at the time of tendering and the new cost. Documentation
to this effect must be submitted with each claim.
4. Notwithstanding anything to the contrary contained in the Purchaser’s Council
Conditions of Tender, the Initial Contract, this Maintenance Contract and/or the
price schedule in connection with the Contract Price, any claim for an increase in
the Contract Prices herein shall be submitted in writing to the City Manager, City of
Cape Town, P O Box 655, Cape Town, 8000, in the form of a written letter (not in form
of an invoice or a general circular) for approval and recorded in writing as such
before the said increase is to become effective. This is possible, as the Initial
Contract may be based on three-month-old indices, and escalations may likewise
be based on three-month-old revised indices. The Purchaser’s Council reserves the
right to withhold payment of any escalation while only provisional figures are
available until the final (revised) figures are issued by the Government’s Central
Statistical Services.
When submitting any such claim, the Supplier shall indicate the actual amount
claimed for each item. A mere notification of a claim for an increase without stating
the new price claimed for each item shall, for the purpose of this section, not be
regarded as a valid claim.