Security/pre-employment screening services for deeds registration trading entity (drte) – 6 month contract

Closing date: 16 October 2026 at 11:00

No briefing or site visit is stated.

Enquiries:

• Contact: Ms T Masilela
• Telephone: 082 785 6228
• Email: [email protected]

Submission:

• Email: [email protected] or [email protected]

Office address:

Office of the Chief Registrar of Deeds

Directorate: Supply Chain and Facilities Management Services

Private Bag X918, Pretoria, 0001

Telephone: (012) 337 9339

Website: www.dlrrd.gov.za

Submission method: email

Submission emails: [email protected] or [email protected]

Closing time: 16 October 2026 at 11:00

Returnable documents (all must be completed, signed and submitted):

• Pricing Schedule: fully completed using the provided template only; no other pricing template accepted.
• SBD 4 (Bidder's Disclosure): discloses any state employment or relationship with the procuring institution; false disclosure disqualifies.
• SBD 6.1 (Preference Points Claim): claims specific goals points; table in paragraph 2.12 must be fully completed.
• Supplier Maintenance form: bank details stamped by the bank, matching CSD records.
• Full CSD report.
• Company registration and ID copies of directors.
• Banking details (bank, account name and number) matching CSD.
• SARS tax status PIN.
• At least three (3) Contract Completion Certificates/testimonials on client's official letterhead (see experience requirements).

Disqualification risks:

• Quotations received after closing date and time, unless prior arrangement made.
• Non-CSD registered suppliers.
• Non-tax compliant bidders.
• Banking details not matching CSD.
• Failure to submit any mandatory requirement listed above.
• Bidders listed on Register for Tender Defaulters or List of Restricted Suppliers.

Preference point system: 80/20

• Price: maximum 80 points
• Specific goals: maximum 20 points
• Total: 100 points

Price points formula: Ps = 80(1 − (Pt−Pmin)/Pmin), where Pt is the price under consideration and Pmin is the lowest acceptable price.

Specific goals points (based on percentage ownership equity):

• Historically Disadvantaged Individuals (HDI): up to 10 points
• Female: up to 5 points
• Persons with disabilities: up to 2 points
• Youth (not older than 35 on closing date): up to 3 points

Failure to claim points or fully complete the specific goals table results in no points for specific goals. The department verifies claims against the CSD and submitted documents.

The Deeds Registration Trading Entity (DRTE) requires a service provider to conduct pre-employment security screening and background checks on prospective departmental personnel and companies, and to provide a web-based screening system with maintenance and support.

Scope of work:

• Conduct security screening as and when required.
• Provide a web-system for background screening on personnel and companies.
• System must generate user reports (what was accessed and for how long) and billing reports.
• System must have offline functionality.
• Provide training to 35 departmental users every three months for the six-month contract period.
• Provide training and fingerprint readers at service inception.
• Provide support and maintenance for the contract duration.

Background screening must cover (at least):

• Biometric (fingerprint) criminal record checks
• Citizenship verification (validate ID numbers, confirm identity, check population register status)
• Residence and work permit verification
• Qualification verification (matric and tertiary)
• Driver's licence verification
• Employment reference checks (positions held, responsibilities, performance, reason for leaving)
• Credit/financial record checks (consumer records, sequestration history, fraud listing registers)
• Comprehensive business interests reports (directorships, shareholding, trusteeships, SARS VAT numbers, business details, principal details)
• PSIRA verification
• ENatis vehicle checks

Deliverables:

• Proper functional background screening system
• Proper functional system
• Comprehensive monthly management report on background screening

Payment: only per use of activities (per search).

Service provider must have a web-system for background screening. System must generate user and billing reports, and have offline functionality. Training for 35 users every three months for six months; training and fingerprint readers provided at inception. Support and maintenance for contract duration. Screening paid per search. Deliverables: functional screening system, functional system, and monthly management report.

Pricing schedule with fixed rates per activity and specified quantities: biometric criminal record checks (140), permanent residence and work permit (140), citizenship verification (140), credit/financial record checks (140), qualification/study verification (140), PSIRA verification (140), driver's licence verification (140), ENatis vehicle check (140), training for users (35), fingerprint readers/gadgets (35). Provide totals excluding VAT, VAT at 15%, and including VAT. Only firm prices accepted; all prices VAT inclusive.

Pricing schedule: fixed rates per activity, quantities as specified:

• Biometric (fingerprint) criminal record checks: 140
• Permanent residence and work permit: 140
• Citizenship verification: 140
• Credit/financial record checks: 140
• Qualification/study verification: 140
• PSIRA verification: 140
• Driver's licence verification: 140
• ENatis vehicle check: 140
• Training for users: 35
• Fingerprint readers/gadgets: 35

Totals required: cost excluding VAT, VAT at 15%, and total cost including VAT.

Only firm prices accepted; non-firm prices (including exchange-rate variations) will not be considered. All prices must be VAT inclusive; if not indicated, prices evaluated as inclusive.

Quotation validity: 30 days (tick 30 or 60 days on the form; the pricing schedule states 30 days).

Bank details must match CSD records; Supplier Maintenance form must be stamped by the bank.

Mandatory requirements (failure leads to disqualification):

• CSD registration prior to submission; full CSD report attached.
• Tax compliance (SARS tax status PIN).
• Company registration and ID copies of directors.
• Banking details matching CSD.
• Fully completed Pricing Schedule (no other template accepted).
• At least three (3) Contract Completion Certificates/testimonials on client's official letterhead confirming successful completion of similar projects. Each must state: type of services, address of premises, explicit confirmation of successful completion to client's satisfaction, be signed, and include contact person (name and designation) and contact details. Contracts, SLAs, appointment letters and purchase orders are not accepted as proof.
• Completed SBD 4 (Bidder's Disclosure) and SBD 6.1 (Preference Points Claim).
• Not listed on Register for Tender Defaulters or List of Restricted Suppliers.

Specific goals evidence:

• HDI, female, youth: ID copy and company registration document.
• Disability: certified copy or original doctor's letter.

Subcontracting: if subcontracting more than 25% of contract value to an entity not qualifying for the same or more HDI points, HDI points will not be awarded.

Contract duration: six (6) months, starting from date of appointment.

Subject to National Treasury General Conditions of Contract of July 2010.

Quotation must remain valid for 30 days from closing date.

Only firm prices accepted.

Payment per use of screening activities (per search).

Mandatory requirements (failure leads to disqualification): fully complete the Pricing Schedule (no other template accepted); submit at least three (3) Contract Completion Certificates/testimonials on client's official letterhead confirming successful completion of similar projects, with specified content (type of services, address, explicit confirmation of success, signature, contact person and details). Contracts, SLAs, appointment letters and purchase orders are not accepted as proof.

80/20 preference point system: 80 points for price, 20 points for specific goals. Price points formula: Ps = 80(1 − (Pt−Pmin)/Pmin). Specific goals: HDI up to 10 points, female up to 5 points, disability up to 2 points, youth up to 3 points, based on percentage ownership equity. Failure to claim or complete table results in no specific goal points.