Hire and maintenance of an electronic coid claims management system for the city of johannesburg (12 months)

Closing date: 07 October 2026

Closing time: 10:30

Advert date: 30 September 2026

Compulsory briefing: None (N/A)

Contact person: Jimmy Maluleke

Role: Contact person (Group Corporate Shared Services - GCSS)

Telephone: 083 702 4087

Submission address:

Sappi Building (Reception)

48 Ameshoff Street

Braamfontein, Johannesburg

(Opposite Food Lovers & Dischem)

Submission method: quotations must be deposited into the quotation box at Sappi Building (Reception), 48 Ameshoff Street, Braamfontein, Johannesburg (opposite Food Lovers & Dischem).

Envelope: sealed, bearing the RFQ number COJ0007-26/27, closing time and due date, addressed to the Group Head: Strategic Supply Chain Management, 15th Floor Metro Centre, 158 Civic Boulevard Street, Braamfontein.

All forms must be signed and all pages initialed, or the RFQ will be disqualified.

Returnable forms (all must be completed and signed):

• Form A: Conditions of Quotation
• Form B: Specification
• RFQ Checklist
• Form C: Form of Quotation and Form of Acceptance
• Form D: Statement of Authorisation
• Form E (MBD 4): Declaration of Interest
• Form F (MBD 8): Declaration of Tenderer's Past Supply Chain Management Practices
• Annexure G (MBD 9): Certificate of Independent Bid Determination
• Form H: Declaration on State of Municipal Account
• Form I: Article of Agreement in terms of the Occupational Health and Safety Act, 1993
• Form J (MBD 6.1): Preference Points Claim Form

Additional compulsory documents:

• Certified copy of company registration document
• Rates & taxes invoice for company OR certified copy of lease agreement OR affidavit from lessor certified by Commissioner of Oaths/SAPS
• Rates & taxes invoices for all directors OR certified lease agreements OR certified lessor affidavits
• Certified copy of B-BBEE certificate or sworn affidavit
• Original Tax Clearance Certificate or SARS One-Time PIN
• Municipal account not older than 3 months (for bidder and all directors)

Disqualification risks:

• Any form unsigned or pages not initialed
• Quotations deposited in the wrong box
• Price alterations not signed for
• Use of correction fluid on prices
• False declaration on any MBD form
• Recommended bidder will be subjected to a vetting process

Evaluation system: 80/20 preference point system (for RFQs above R30,000 up to R750,000 VAT inclusive).

Points allocation:

• Price: 80 points
• Preferential goals: 20 points

Specific goals (max 20 points):

• Business owned by 51% or more by Black People: 5 points
• Business owned by 51% or more by Black Youth: 5 points
• Enterprise located within the City of Johannesburg Metropolitan Municipality: 5 points
• SMMEs (EME or QSE): 5 points

Price formula (80/20): Ps = 80(1 - (Pt - Pmin)/Pmin)

Validity of RFQ: 30 days

Prices to be VAT exclusive.

Objective: Appoint a service provider to hire and maintain an electronic management system for processing injury-on-duty (COID) claims for the City of Johannesburg for 12 months.

Scope: Applies to CoJ Core Departments and eleven (11) Municipal Entities.

Key deliverables (not limited to):

• Log accidents, incidents, occupational diseases, and medical accounts
• Generate standard and user-defined pre-set tasks
• Make diary notes and set reminders
• Log medical accounts from authorised medical service providers only
• Filter out duplication
• Record and check all relevant incoming and outgoing documentation per department
• Print explanation of benefits for internal use and mailing to providers
• Record decisions taken by the Compensation Commissioner and employer's response
• Provide management reports to track safety trends and check volumes
• Provide monthly and quarterly reporting on claims trend analysis
• Assist CoJ in implementing control procedures, correct authorisation, and management supervision
• Print all documents required for reporting accidents and diseases
• Keep auditable records of snapshots of statutory documents and accounts
• Record and track flow of claim documents from source via employer's offices to Compensation Commissioner
• Track costs incurred from timeline level through claim level, report at divisional, departmental, or consolidated level

Mandatory requirements:

• Supplier must be suitably qualified in IT and computer software development, or have a suitably qualified systems developer employed
• Members or directors must possess a bachelor's degree in information technology
• Demonstrate 3-5 years' experience in COID claims management

Pricing schedule (Form C) requires rates per month for hiring costs, maintenance costs, and license fees, multiplied by 12 months, with a grand total exclusive of VAT.

Prices must be firm and remain valid for 30 days.

Prices must be quoted in South African Rand, exclusive of VAT.

No price increases will be considered after closing.

Pricing format: Form C - Form of Quotation and Form of Acceptance, with rates per month for:

• Hiring Costs (x12)
• Maintenance Costs (x12)
• License Fees (x12)
• Grand Total (excl. VAT)

Prices must be quoted in South African Rand, exclusive of VAT.

Prices must be firm (fixed) and remain valid for 30 days.

No price increases will be considered after closing.

Prices must be all-inclusive of delivery charges.

Forward exchange rate cover required if prices based on exchange rate; proof within 14 days of order.

Settlement discount of 2.5% may be offered (optional).

Registration:

• Must be registered on the Central Supplier Database (CSD)
• Must be registered and accredited on the City of Johannesburg Supplier Database; vendor number to be recorded on cover page

Tax:

• Valid Tax Clearance Certificate or SARS PIN required; each party to a consortium/joint venture must submit separate tax clearance

B-bbee:

• Certified copy of B-BBEE certificate or sworn affidavit required
• Preference points claimed under specific goals require supporting documentation (CSD report, B-BBEE certificate/affidavit, ID copies, shareholder's certificate, proof of municipal account)

Municipal accounts:

• Bid rejected if municipal rates, taxes or service charges owed by bidder or any director are in arrears for more than 3 months
• Municipal accounts not older than 3 months must be attached for bidder and all directors

Sector-specific (only if applicable):

• SETA accreditation for training suppliers
• Health certificate for catering suppliers
• CIDB registration for construction/building maintenance

Other:

• Company registration document (certified copy)
• Proof of address (rates invoice, lease agreement, or lessor affidavit)

The successful tenderer must comply with the Occupational Health and Safety Act, 1993 and its regulations.

Form I (Article of Agreement in terms of the OHS Act) must be signed, committing the contractor to comply with all relevant provisions, accept sole liability for compliance, and report any investigations, complaints or criminal charges arising from the work.

Contract period: 12 months.

Orders executed in strict accordance with accepted specification and quoted delivery period.

Copyright/patent rights in any documents, plant, machinery, system or process designed by the consultant/trainer vest in the Municipality.

The Municipality reserves the right to cancel and re-issue the quotation.

No goods or services to be delivered before an official purchase order is issued.

Recommended bidder will be subjected to a vetting process.

All forms must be signed or the RFQ will be disqualified.

Quotations must be deposited into the quotation box at the specified location; wrong box = rejected.

Lowest price not necessarily accepted.

All prices must be in South African Rand and firm.

Quantities are given in good faith without commitment.

Quoted price must remain firm for 30 days.

Additional conditions per Form A apply.

Mandatory requirement: Demonstrate 3-5 years' experience in COID claims management.

Evaluation uses the 80/20 preference point system (for RFQs above R30,000 up to R750,000 VAT inclusive). Price: 80 points; preferential goals: 20 points. Specific goals include Black-owned (51%+), Black Youth-owned (51%+), enterprise located within City of Johannesburg, and SMMEs (EME or QSE), each worth 5 points.