230 Johannes Ramokgoase Street - Pretora - Pretora - 0002
Organization Type
GOVERNMENT
Published
03 Jul 2026
OCDS Reference
ocds-9t57fa-161119
Summary
The department of home affairs (DHA) is seeking a service provider to develop and support a biometric case management system (bcms) for its inspectorate, and to procure 600 handheld devices with built-in biometric readers. The contract is for 36 months on an as-and-when-required basis, with a possible 2-year extension, and includes system development, data migration, training, and support/maintenance. Bidders must be accredited on the SITA rfb1183 contract and meet strict technical and compliance requirements.
Key Requirements
Submit bids online via the e-Tender portal by 24 July 2026 at 11:00; late or hardcopy bids will not be accepted.
Attend the compulsory virtual briefing session on 10 July 2026 at 13:00.
Be accredited on the SITA RFB1183 Transversal Contract for Business Solution Implementation, Delivery Services, and Application Development.
Provide accreditation letter/certificate from the OEM for the handheld devices (mandatory requirement).
Demonstrate experience in software development, system integration, and supplying/maintaining handheld biometric devices (minimum 70/100 functionality score).
Submit a valid SARS tax clearance, CSD registration, and B-BBEE certificate or sworn affidavit.
Prices must be in ZAR, inclusive of all taxes, and fixed for the contract duration; variable prices will be rejected.
The appointment of a service provider for development and support of a biometric case management system (bcms) for inspectorate and to procure handheld devices with built-in biometric readers for the period of thirty-six (36) months on an as-and-when-required basis of which after care services for support and maintenance will be provided for the same 36-months period, with a possible extension of a further two (2) years, through SITA rfb1183
Briefing Session
Date & Time
Friday, 24 July 2026 - 11:00
Venue
MICROSOFT TEAMS
Requirements & Eligibility
Eligibility Criteria
Only bidders that are accredited on SITA RFB 1183 are eligible to apply.
230 Johannes Ramokgoase Street - Pretora - Pretora - 0002
Professional Services & Consulting Industry Profile
Regulatory Bodies
SAGCSAICA
Tenders in this industry often require registration with these bodies.
Typical Documents
5 items
Company Registration (CIPC)
Tax Clearance Certificate
B-BBEE Certificate
CSD Registration
Company Profile
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Document read. The full tender notice and its supporting documents are read end-to-end. Key sections, requirements, dates, and contact details are identified and pulled into a working summary you can act on.
Compliance review. The working summary is checked against South African procurement standards — PFMA, PPPFA, B-BBEE, CIDB, local content, and preferential procurement — so nothing critical is missed before you start your bid response.
Procurement Rules & Compliance ContextThis tender may be governed by South African public procurement rules covering fairness, transparency, preferential procurement, anti-corruption, administrative justice and access to information.
7 rules
These references help suppliers understand the public-procurement framework around this opportunity. They are generated from the tender category, issuing organisation type and procurement context.
Core procurement rules
These rules commonly apply to South African public-sector procurement.
7
Broad-Based Black Economic Empowerment Act (B-BBEE Act)
Act 53 of 2003
high
Provides the empowerment-compliance context often used in public-sector supplier evaluation.
Relevant because this is a South African public-sector procurement opportunity.
Constitution of the Republic of South Africa, 1996 – Section 217
Act 108 of 1996 (s217)
high
This is general procurement context, not legal advice. Always verify requirements in the official tender documents and issuing authority notices.
The Department of Home Affairs (DHA) invites bids for the development, support, and maintenance of a Biometric Case Management System (BCMS) for its Inspectorate Directorate, including the procurement of 600 handheld devices with built-in biometric readers. The contract duration is 36 months, with a possible 2-year extension. The system must integrate with existing DHA applications, support real-time biometric verification, and enable mobile field operations. The tender also includes data migration, training, and after-care services for the devices and system.
The tender is for the appointment of a service provider to develop and support a Biometric Case Management System (BCMS) for the Department of Home Affairs' inspectorate, including the procurement of handheld devices with built-in biometric readers. The contract duration is 36 months, with possible extension for two additional years. The service provider must also offer after-care support and maintenance for the same period. The tender is managed through SITA (State Information Technology Agency) under RFB1183.
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Bid-ready summary
The document provides general conditions for government procurement, outlining the rights and obligations of parties when doing business with the South African government.
The General Conditions of Contract (GCC) form part of all bid documents and may not be amended.
Special Conditions of Contract (SCC) may supplement the GCC; where there is a conflict, the SCC prevails.
Bidders must not engage in collusive bidding, bid rigging, or restrictive practices as per the Competition Act No. 89 of 1998.
If found guilty of restrictive practices, the purchaser may invalidate bids, terminate contracts, restrict the bidder from public sector business for up to 10 years, and/or claim damages.
Bidders must comply with all GCC and SCC provisions in their submission.
The purchaser is not liable for any expenses incurred in preparing and submitting a bid unless otherwise stated.
Bids must be submitted by the closing time and date specified in the bidding documents.
Mandatory requirements include: valid tax clearance certificate from SARS; no record of corrupt, fraudulent, or collusive practices; compliance with South African law and GCC July 2010; ability to provide performance security as specified in SCC; financial and technical capability; no restrictions on doing business with the public sector.
Preferential points may apply for B-BBEE compliance, local content, and NIPP compliance.
Experience in developing biometric systems or supplying biometric devices for government use may be advantageous.
Evaluation may include inspections, tests, and analyses at any stage; non-compliance may lead to rejection at the supplier's cost.
Goods and services must conform to standards specified in the bidding documents and specifications.
All deliverables must meet technical and quality requirements outlined in the SCC.
Inspections, tests, and analyses may be conducted at any stage; non-compliant supplies may be rejected at the supplier's cost and risk.
Suppliers must provide packing sufficient to prevent damage or deterioration during transit, including rough handling, extreme temperatures, salt, precipitation, and open storage.
Packing, marking, and documentation must comply with special requirements in the contract and SCC.
Suppliers must not disclose contract documents or information without the purchaser's written consent; all documents remain the purchaser's property and must be returned on request.
Suppliers must permit the purchaser to inspect and audit performance-related records.
Payment terms, pricing, and financial obligations are specified in the SCC.
Suppliers must submit invoices with delivery notes and fulfill all contractual obligations for payment.
Payments are made in Rand within 30 days of invoice submission unless otherwise stipulated.
Prices must not vary from bid quotes unless adjusted per SCC or bid validity extensions.
Performance security (e.g., bank guarantee, irrevocable letter of credit, or cashier's cheque) must be furnished within 30 days of contract award, in contract currency or a freely convertible currency.
Performance security is discharged 30 days after completion of all obligations, including warranty.
The supplier is responsible for all taxes, duties, and levies until delivery (local) or outside South Africa (foreign).
Anti-dumping and countervailing duties imposed after bid are the supplier's responsibility.
The National Industrial Participation Programme (NIPP) applies to contracts subject to NIP obligations, as administered by the Department of Trade and Industry. Bidders should check if this tender is subject to NIP and comply accordingly.
Suppliers must adhere to delivery schedules specified in the contract.
Delays must be reported in writing, including likely duration and causes.
The purchaser may grant extensions with or without penalties.
Persistent delays may lead to penalties (calculated at prime interest rate per day), substitution of goods at supplier's expense, or contract termination.
Termination for default may occur if the supplier fails to deliver, fails to perform obligations, or engages in corrupt/fraudulent practices.
Termination may lead to restriction from public sector business for up to 10 years.
Disputes are first resolved by mutual consultation, then mediation, then South African courts.
The supplier's aggregate liability is limited to the total contract price, except for criminal negligence, willful misconduct, or patent infringement.
If bidders are found guilty of restrictive practices (e.g., collusive bidding), the purchaser may invalidate bids, terminate contracts, restrict the bidder from public sector business for up to 10 years, and/or claim damages.
DocumentINVITATION TO BID DHA10-2026.pdfReview complete
Description
Source: INVITATION TO BID DHA10-2026.pdf
Objective: Develop and support a Biometric Case Management System (BCMS) for the Inspectorate to verify and identify suspected foreigners during field/office operations, using handheld mobile devices for remote access.
Background: The Inspectorate handles arrests, detention, prosecution, and deportation of illegal foreigners, requiring processing within 48 hours. The current system is web-based and outdated; BCMS will enable real-time biometric capture, verification, and data integrity improvements in the field.
Scope: The service provider must deliver a web and mobile BCMS, procure 600 handheld devices with specified biometric capabilities, migrate data from the existing CMS, provide training and skills transfer, and offer 3-year support and maintenance.
Device specifications include built-in fingerprint readers, cameras meeting ICAO standards, 5G connectivity, rugged design, and offline data storage.
Technical enquiries: Viwe Gqoli and Nqobile Chonco, emails [email protected] and [email protected], telephones (012) 406 2536 and (012) 406 2789.
All submissions must be made online via the e-Tender portal; no physical submission address is provided.
Submission Guidelines
Source: INVITATION TO BID DHA10-2026.pdf (TENDER)
Submit your bid online via the National Treasury e-Tender portal at https://www.etenders.gov.za/. Hardcopy, faxed, or emailed bids will not be accepted.
Closing date: 24 July 2026 at 11h00. Late bids will not be considered.
Bid validity: 90 days from the closing date.
Submit Technical Bid and Financial Bid separately, clearly marked "Original Technical Bid" and "Original Financial Bid".
Required documents: SBD 1 (Invitation to Bid), Letter of Authority, SBD 4 (Bidder's Disclosure), General Conditions of Contract, CSD report, company profile, SBD 3 (Pricing Schedule), Pricing Schedule Annexure/Fee Structure, SBD 6.1 (Preferential Points Claim Forms), and valid SANAS B-BBEE Certificate/Sworn Affidavit/DTIC B-BBEE certificate.
All prices in South African Rands, inclusive of all taxes, duties, transport, insurance, and incidental costs. Prices must be fixed for the contract duration; variable prices will be rejected.
Non-compliance with online submission rules will invalidate your bid.
Ensure your bid status shows "Submitted" before closing time on the portal.
Evaluation Criteria
Source: INVITATION TO BID DHA10-2026.pdf (TENDER)
Stage 1A: Compulsory virtual briefing session (10 July 2026).
Stage 1B: Initial screening – must be registered on CSD, in business, not restricted, tax compliant, not a government employee, complete SBD 1 and SBD 4, and be accredited on SITA RFB1183.
Stage 2: Pre-qualification – not applicable.
Stage 3: Mandatory requirements – must be accredited with the Vendor/OEM for handheld devices (submit accreditation letter/certificate).
Stage 4: Functionality evaluation (out of 100, minimum 70 points to pass):
Criterion 1 (40 points): Experience in software development and system integration of handheld mobile devices. Score based on number of reference letters (1=10, 2=20, 3=30, 4+=40). Letters must include service type, company header, authorized signature, and satisfactory service confirmation.
Criterion 2 (40 points): Experience in supplying and maintaining handheld devices with biometric/photo verification. Scoring same as Criterion 1.
Criterion 3 (10 points): Skills and knowledge transfer methodology, plan, and assessment. Score: 0 (none/irrelevant), 5 (methodology only), 7 (methodology and plan or assessment), 10 (all three provided).
Criterion 4 (10 points): Quantity of handheld devices supplied in past contracts. Score based on quantity in reference letter: <100=0, 100-199=3, 200-399=5, 400-499=7, 500+=10.
Stage 5: Price and Specific Goals (80/20 split, 80/20 system since value ≤ R50 million):
Price: 80 points.
Specific Goals (20 points):
Women ownership: 100%=10, 51-99%=7, 1-50%=2, 0%=0.
Proof for Specific Goals: CIPC registration and B-BBEE certificate/affidavit.
Post-qualification: Department will verify the highest evaluated bidder's financial, technical, and production capabilities.
Technical Specifications
Source: INVITATION TO BID DHA10-2026.pdf (TENDER)
Scope: Develop, implement, support, and maintain a web and mobile Biometric Case Management System (BCMS) for the Inspectorate Directorate, and procure 600 handheld devices with built-in biometric readers.
Key deliverables:
Develop BCMS to enable search, registration, verification, and integration with existing DHA applications and Active Directory.
Migrate approximately 45,000 volumes of data from the current Case Management Solution (CMS) to BCMS.
Provide skills transfer, training (using train-the-trainer approach), and system support/maintenance for 3 years.
Handheld device specifications:
Built-in fingerprint reader for 10P and 2P searches, 1:1 verification.
Front and rear cameras (min 20MP) meeting ICAO standards, with document/QR scanning.
SIM and SD card slots, 5G (Dual SIM), Wi-Fi, USB, Bluetooth 5.0 connectivity.
Battery life minimum 8 hours, USB charging.
Android 10.0 or higher OS, 5.5-inch or larger display, 128GB storage (expandable), 8GB RAM.
Rugged, waterproof, and easily portable.
Capabilities for electronic signatures, offline data storage, position tracking, and fingerprint login security.
The service provider must be accredited on the SITA RFB 1183 Transversal Contract under Business Solution Implementation, Delivery Services, and Application Development Services categories.
Project location: Hallmark, Pretoria (specified designated area). Contract duration: 36 months on an as-and-when-required basis, with possible 2-year extension.
The department will conduct Joint Application Design (JAD) sessions to gather business requirements; the service provider must compile Business Requirements Specification (BRS), Functional Requirement Specification (FRS), and technical design documents for sign-off.
The service provider must test the proposed devices with the solution and departmental biometric integration at no cost.
Provide on-site training to DHA members on handheld devices; minimum of 10 officials per training group.
Methodology
Source: INVITATION TO BID DHA10-2026.pdf
The department will conduct Joint Application Design (JAD) sessions to gather business requirements; the service provider must compile Business Requirements Specification (BRS), Functional Requirement Specification (FRS), and technical design documents for sign-off.
The service provider must procure and maintain 600 handheld devices, test them with the solution and departmental biometric integration at no cost, and ensure BCMS integrates with existing DHA applications and Active Directory.
Data migration of approximately 45,000 volumes from CMS to BCMS is required.
Skills transfer to internal DHA resources and training for technical resources and end-users (using train-the-trainer approach) must be provided.
The bidder must submit a detailed skills and knowledge transfer methodology, plan, and assessment as part of the functionality evaluation.
Pricing Schedule
Source: INVITATION TO BID DHA10-2026.pdf
Use the Pricing Schedule (SBD 3) form. Provide a ceiling price inclusive of all applicable taxes for the entire project.
Indicate the period required to commence after acceptance and estimated man-days for completion.
Confirm that rates are firm for the full contract period; only firm prices are accepted.
The Financial Bid must also include: Pricing Schedule Annexure/Fee Structure as per TOR, Preferential Points Claim Forms (SBD 6.1), and B-BBEE certificate/affidavit.
Prices must cover all duties, taxes, transportation, insurance, and incidental costs.
Financial Requirements
Source: INVITATION TO BID DHA10-2026.pdf (TENDER)
Submit a Financial Bid separately from the Technical Bid.
Use the Pricing Schedule (SBD 3) and provide an all-inclusive price per device covering demonstration, professional fees, VAT, disbursements, transport, training, etc.
Prices must be quoted in South African Rands, inclusive of all applicable taxes, duties, transport, insurance, and incidental costs.
Prices must be fixed for the duration of the contract; variable price quotations will be rejected.
Provide a ceiling price based on total estimated time and expenses for the project.
Indicate the period required to commence after acceptance and estimated man-days for completion.
Confirm that rates are firm for the full contract period; only firm prices are accepted.
The Financial Bid must also include: Pricing Schedule Annexure/Fee Structure as per TOR, Preferential Points Claim Forms (SBD 6.1), and B-BBEE certificate/affidavit.
The department emphasizes competitive, market-related pricing as a deciding factor.
The contract period is 36 months on an as-and-when-required basis, with support and maintenance for the same period.
Compliance Requirements
Source: INVITATION TO BID DHA10-2026.pdf (TENDER)
Mandatory requirement: The bidder must be accredited with the Vendor/Original Equipment Manufacturer (OEM) for the handheld device. Submit an accreditation letter or certificate as evidence.
General compliance:
Be registered on the National Treasury Central Supplier Database (CSD) and be tax compliant as per CSD.
Not be a restricted supplier, have restricted directors, or be a government employee.
Complete SBD 1 and SBD 4 forms fully.
Be accredited on the SITA RFB1183 contract.
Tax compliance: Submit a valid SARS tax clearance certificate/VAT certificate and TCS PIN or CSD number. For joint ventures/consortia, each party must submit separate certificates.
B-BBEE: Submit a valid SANAS B-BBEE certificate or CIPC-issued certificate, or a sworn affidavit for EMEs/QSEs. For joint ventures/consortia, submit a consolidated certificate.
Other: Provide company registration proof (CIPC), referral letters from previous clients, and agree not to recruit DHA employees during bidding/contract execution.
The department reserves rights to: accept/reject any or all bids, vary quantities at award, annul the tender process, and award to one or more bidders without liability.
The successful bidder must sign and return the contract form (SBD 7) within 2 days of notification.
Contract duration: 36 months on an as-and-when-required basis, with possible 2-year extension.
Termination: The department may cancel the contract for non-compliance after a 7-day written notice, with rights to claim damages.
Assignment: The contractor may not cede, assign, or transfer contract rights without prior written authority.
The department owns all information, documents, and copyrights produced during the contract; confidentiality is required.
The service provider must not recruit DHA employees during bidding or contract execution.
Section
Source: INVITATION TO BID DHA10-2026.pdf
Functionality evaluation (Stage 4) details:
Criterion 1 (40 points): Experience in software development and system integration of handheld mobile devices. Score based on number of reference letters (1=10, 2=20, 3=30, 4+=40). Letters must include service type, company header, authorized signature, and satisfactory service confirmation.
Criterion 2 (40 points): Experience in supplying and maintaining handheld devices with biometric/photo verification. Scoring same as Criterion 1.
Criterion 3 (10 points): Skills and knowledge transfer methodology, plan, and assessment. Score: 0 (none/irrelevant), 5 (methodology only), 7 (methodology and plan or assessment), 10 (all three provided).
Criterion 4 (10 points): Quantity of handheld devices supplied in past contracts. Score based on quantity in reference letter: <100=0, 100-199=3, 200-399=5, 400-499=7, 500+=10.
Specific Goals (Stage 5) points allocation:
Women ownership: 100%=10 points, 51-99%=7 points, 1-50%=2 points, 0%=0 points.
Black ownership: 100%=7 points, 51-99%=5 points, 1-50%=2 points, 0%=0 points.
Disabled ownership: 100%=3 points, 51-99%=2 points, 1-50%=1 point, 0%=0 points.
Proof for Specific Goals: CIPC registration and B-BBEE certificate/affidavit.
Sets the constitutional standard for fair, equitable, transparent, competitive and cost-effective public procurement.
Relevant because this is a South African public-sector procurement opportunity.
HALLMARK BUILDING, 230 Johannes Ramokhoase St, Pretoria Central, Pretoria, 0001, South Africa
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eTenders.gov.za
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Last checked
02 Aug 2026
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This tender has strong source evidence, including source metadata and supporting tender information synced from the government tender portal.
Tenders SA is not the issuing authority. All tenders are automatically synced from the official government tender portal. Always confirm final submission details, closing dates, briefing sessions, eligibility requirements, and documents on the official government portal before applying.