Appointment of a service provider for qualification verification and background screening for city of tshwane employees

• Technical enquiries: Riana Zaayman – Tel: (012) 358 4363, Email: [email protected].
• Supply Chain Management enquiries: Josia Masenya – Tel: (012) 358 0658, Email: [email protected].
• Department: Group Human Capital Management, City of Tshwane.
• Physical address (for reference): Tshwane House, 320 Madiba Street, Pretoria, 0001. GPS: 25.74431°S, 28.19464°E.
• General Tel: (012) 358 9999.

Submit bids exclusively via the City of Tshwane e-tender portal. Do not use the tender box. Closing date and time: 2 June 2026 at 10:00. Bids must remain valid for 90 days after closing.

Required returnable documents (all compulsory):

• Pricing Schedule (pages 14-15, all items quoted, no Tippex or correction fluid; corrections must be crossed out in ink and initialled).
• Completed MBD forms: MBD 1 (Invitation to Bids), MBD 4 (Declaration of Interest), MBD 5 (not explicitly detailed but referenced), MBD 6.1 (Preference Points Claim Form), MBD 7.2 (Contract Form), MBD 8 (Declaration of Past SCM Practices), MBD 9 (Certificate of Independent Bid Determination).
• Company Registration Certificate.
• Tax Clearance Certificate or Unique PIN (or CSD number if no TCS available).
• B-BBEE Certificate or Sworn Affidavit (for EME/QSE).
• Municipal Rates and Taxes statement (not older than 3 months, no arrears >90 days) or alternative proof (lease agreement, councillor letter) for the bidding company and all owners/members/directors/major shareholders.
• CSD Summary Report.
• Audited Financial Statements (last 3 years or from establishment; or proof of exemption if not legally required).

Document rules:

• Use black pen only; no re-typing or scanning of forms.
• No blank spaces in MBD forms; all must be fully completed and signed by an authorised person.
• Joint Ventures: Submit all required documents for each JV party + signed JV agreement.

Disqualification risks:

• Late submission.
• Missing returnable documents.
• Use of correction fluid on pricing schedule.
• Failure to attend compulsory briefing session (27 May 2026).
• Non-compliance with document completion rules (e.g., unsigned, incomplete, or unauthorised signatory).

Evaluation occurs in three stages:

Stage 1: Administrative Compliance

• All bids checked against compulsory returnable documents (see submissionGuidelines).
• Failure to submit any required document or meet administrative rules (e.g., Tippex on pricing, unsigned forms) results in disqualification.

Stage 2: Mandatory Requirements

• Must provide 2+ signed reference letters (on company letterhead) for similar work completed.
• Must submit a proposal detailing:
• List of verifiable qualification types.
• Turnaround times for verifications and background screening.
• Failure to meet these requirements leads to disqualification.

Stage 3: Preference Point System (80/20)

• 80 points for price (lowest acceptable tender scores highest; formula: Ps = 80

• (1 - (Pt / Pmin))).

• 20 points for specific goals:
• B-BBEE Level: Level 1 (8), Level 2 (7), Level 3 (6), Level 4 (5), Level 5 (4), Level 6 (3), Level 7 (2), Level 8 (1), Non-compliant (0). EME/QSE with Sworn Affidavit: 2 points.
• 51% Women-owned: 2 points (submit proof of ownership + ID documents).
• 51% People with Disability-owned: 2 points (submit medical certificate + proof of ownership).
• 51% Youth-owned: 2 points (submit proof of ownership + ID documents).
• Local Economic Participation: City of Tshwane (4), Gauteng (2), National (1) (submit municipal account/lease).
• Proof of claims must be submitted; no proof = 0 points for that goal.

Additional notes:

• Market analysis may be conducted. If a bidder’s price is deemed non-viable, they must confirm ability to deliver; failure to confirm results in disqualification.
• City may negotiate market-related prices with top-scoring tenderers in descending order. Non-agreement may lead to cancellation.

Scope: Appointment of a service provider for verification of qualifications and background screening for current and prospective City of Tshwane employees, effective 1 July 2026.

Verification requirements:

• National Secondary Qualifications.
• National Tertiary Qualifications.
• International Qualifications.
• Trade-related certificates (e.g., Trade Certificates, N4-N6, emergency services).
• Professional body registrations (e.g., PSIRA).
• Employment Confirmation.
• Employment References.
• Criminal record checks.
• Any other qualifications or certificates not listed above.

Key deliverables:

• Verify qualifications (national and international) and issue formal certificates with company logo, including qualification details, institution, and verification date. Certificates must be authentic for use in disputes, arbitrations, court cases, and disciplinary cases.
• Develop and maintain a dedicated database for CoT to access and retrieve verification data for auditing, court cases, arbitrations, and forensic investigations.
• Conduct background screening as requested, including:
• Qualification verifications.
• Employment reference checks.
• Confirmation of employment (current/previous).
• Checks for prior dismissals due to misconduct or poor performance.
• Criminal record checks.
• Turnaround time: Preferably less than one work week per verification.
• Handle high volumes of requests for special projects, intakes, or Auditor General directives.

Note: Volume/frequency of verifications cannot be predetermined; depends on monthly appointments and auditor/forensic requests.

• Pricing format: Submit a detailed pricing schedule (excl. VAT) for each line item. Include a supplementary list of potential third-party costs (e.g., UMALUSI, MERSETA, universities) per qualification type.
• Items to price (unit: per verification):

• National Secondary Qualification.
• National Tertiary Qualification.
• International Qualification.
• Registration with a professional body (e.g., PSIRA).
• Employment Confirmation.
• Employment Reference.
• Criminal record check.

• Payment terms: Payment within 30 days after receipt of invoice (as per MBD 7.2).
• Financial capacity: Audited financial statements for the last 3 years (or from establishment) may be required. If not legally required to prepare audited statements, submit proof of exemption.
• Market analysis: City reserves the right to:

• Verify if a bidder’s price is viable; non-confirmation of ability to deliver results in disqualification.
• Negotiate market-related prices with top-scoring tenderers in descending order. Non-agreement may lead to contract cancellation.

• Bonds/guarantees: Not specified.

• Central Supplier Database (CSD): Mandatory registration with a valid CSD number. Only CSD-registered bidders will be considered.
• Tax Compliance: Submit Tax Compliance Status PIN or CSD number. Foreign suppliers must complete a pre-award questionnaire (Part B:3 of MBD 1).
• B-BBEE: Submit a valid B-BBEE certificate or Sworn Affidavit (for EME/QSE) to qualify for preference points.
• Company Registration: Provide a Company Registration Certificate (CIPC).
• Municipal Rates and Taxes: Submit proof for the bidding company and all owners/members/directors/major shareholders:

• Municipal account statement (not older than 3 months, no arrears >90 days), OR
• Signed lease agreement, OR
• Letter from local councillor (for informal/rural areas).

• MBD Forms: Complete and sign all compulsory forms:

• MBD 1 (Invitation to Bid).
• MBD 4 (Declaration of Interest; declare any relationships with state employees or other bidders).
• MBD 5 (not explicitly detailed but referenced).
• MBD 6.1 (Preference Points Claim Form).
• MBD 7.2 (Contract Form).
• MBD 8 (Declaration of Past SCM Practices; confirm no abuse, fraud, or contract failures).
• MBD 9 (Certificate of Independent Bid Determination; certify no collusive bidding).

• Joint Ventures: If bidding as a JV, submit all required documents for each party + signed JV agreement. Must maintain the same JV for the contract duration unless prior approval is obtained.
• Restricted Suppliers: Bidders or directors listed on National Treasury’s Database of Restricted Suppliers or Register for Tender Defaulters are disqualified.
• State Employees: No bids accepted from persons in the service of the state (as defined in MSCM Regulations). Must declare any relationships with state employees involved in evaluation/adjudication.
• Past SCM Practices: Must confirm no:

• Abuse of supply chain management systems.
• Fraud/corruption convictions in the past 5 years.
• Contract terminations due to non-performance in the past 5 years.