Comprehensive Fleet Management System(3) Years
Job Overview / Description
- Tender Title: Comprehensive Fleet Management System for Three (3) Years
- Tender Number: RFP/02/2025-26
- Client / Employer: Matjhabeng Local Municipality
- Tender Type: Request for Information / Request for Proposal
- Location: Welkom, Free State
C/O Ryk and Stateway Street – CBD – Welkom – 9460 - Closing Date: Monday, 26 January 2026 at 14:00
- Briefing Session: No briefing session
Job Overview
Matjhabeng Local Municipality requires a Comprehensive Fleet Management System to manage and monitor its vehicle fleet efficiently for a period of three (3) years. The system must be capable of tracking vehicles, scheduling maintenance, generating reports, and supporting data-driven fleet operations.
Objectives
- The main objectives of this tender are:
- To implement a full fleet management system for a 3-year contract
- To improve fleet visibility and operational efficiency
- To enable real-time tracking and monitoring of municipal vehicles
- To improve maintenance scheduling and asset lifecycle management
- To generate management reports and analytics for better decision-making
- To ensure data security and system reliability
Scope of Work
- The scope includes:
1. System Supply
Provide a complete fleet management software solution (cloud-based or on-premise)
Include all necessary hardware (GPS trackers, telematics devices) where required
Provide access for multiple users across departments
2. Installation & Commissioning
Install and configure the system
Integrate with existing municipal systems if required
Ensure all devices are properly installed and operational
3. Maintenance & Support
Provide technical support and system maintenance for the entire 3-year period
Provide software updates and upgrades as needed
Provide troubleshooting and user support
4. Training
Provide training for municipal staff and system administrators
Provide user manuals and training documentation
Technical Requirements
- The system must include:
- Real-time vehicle tracking
- Fleet maintenance scheduling and alerts
- Vehicle diagnostics and performance monitoring
- Fuel management & consumption reporting
- Driver behavior monitoring (optional but preferred)
- Automated reporting and analytics
- System security and data protection
- Mobile access / app support
- Integration capability with existing systems
Deliverables
- The service provider must deliver:
Fully functional fleet management system
Hardware (if applicable)
System documentation and user manuals
Training sessions for users and administrators
Monthly/quarterly reports
Ongoing support and maintenance for 3 years
Skills & Competency Requirements
- The bidder must demonstrate:
- Experience in deploying fleet management systems
- Ability to provide user training and technical support
- Knowledge of data security best practices
- Ability to customize the system to municipal needs
- Proven track record with similar government or municipal projects
- Strong technical support capacity
Evaluation Criteria
- Evaluation will be based on:
Technical compliance
System functionality
Price
Support and maintenance offering
Experience and track record
B-BBEE status
Enquiries
- Contact Person: Dr. Kukuni
Email: TSHEPO.KUKUNI@MATJHABENG.CO.ZA
Tel: 057-391-3911