Supply of goods/services - tender 31168-1Z (ethekwini municipality, 12-Month contract, csd registration required)

Closing date: Friday, 16 October 2026 at 11:00am

No clarification meeting will be held.

Email queries deadline: 1 October 2026

Consolidated questions and answers posted on eTenders/Municipal website: 9 October 2026

No clarification meeting will be held. Email queries must be submitted by 1 October 2026. Questions and answers will be consolidated and posted on eTenders/Municipal website by 9 October 2026.

General / Contractual queries:

• Contact: Zama Myeza
• Email: [email protected]
• Telephone: 031-322-7192

General / Contractual queries:

• Contact: Ndoda Mthembu
• Email: [email protected]
• Telephone: 031-322-7188

Technical queries:

• Contact: Kershia Bell
• Email: [email protected]
• Telephone: 031 322 9618

ESP queries:

• Contact: Lindo Dlamini
• Email: [email protected]
• Telephone: 031-322-7133 / 031-322-7153

ESP technical queries:

• Contact: Kgopotso Maja
• Email: [email protected]
• Telephone: 031 322 3808

Submission address:

Tender Box, ground floor foyer, Municipal Buildings, 166 KE Masinga Road (Old Fort Rd), Durban

Submission method: sealed hard copy deposited in the Tender Box, ground floor foyer, Municipal Buildings, 166 KE Masinga Road (Old Fort Rd), Durban, plus an identical electronic copy via the eThekwini JDE System (ESP Module). The hard copy is the ruling version; the tender is only valid if the hard copy is received. Late tenders are not considered. Fax, email or posted tenders are not accepted.

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

• Authority of Signatory: authorises the named signatory to bind the bidder; attach a board resolution (company) or power of attorney (joint venture).
• Tax Compliance Status PIN or Tax Clearance Certificate: valid at closing time.
• Declaration of Municipal Fees: declares municipal fees are paid or an acknowledgement of debt is in place; include account numbers.
• Declaration with respect to the Occupational Health and Safety Act: acceptance of the OHS undertaking.
• MBD 4 (Declaration of Interest): discloses any relationship with municipal officials involved in the evaluation.
• MBD 5 (Declaration for Procurement Above R10 Million): required if the procurement exceeds R10 million.
• MBD 6.1 (Preference Points Claim): claims preference points for specific goals.
• MBD 8 (Declaration of Bidder's Past Supply Chain Management Practices): declares past SCM conduct.
• MBD 9 (Certificate of Independent Bid Determination): certifies no collusive tendering or bid rigging.
• Official Tender Form: must be fully completed and signed.
• Schedule of Experience: reference letters as per the mandatory requirements.

Disqualification risks:

• Any returnable form omitted or unsigned.
• Material deviations or qualifications from the official conditions or specification.
• Alterations not made in black non-erasable ink and signed.
• Failure to resolve JDE access or submission queries before closing.
• Electronic copy not identical to the hard copy.

Returnable documents include: Authority of Signatory, Tax Compliance Status PIN / Tax Clearance Certificate, Declaration of Municipal Fees, Declaration with respect to the Occupational Health and Safety Act, MBD 4 (Declaration of Interest), MBD 5 (Declaration for Procurement Above R10 Million), MBD 6.1 (Preference Points Claim), MBD 8 (Declaration of Bidder's Past Supply Chain Management Practices), MBD 9 (Certificate of Independent Bid Determination), and the Official Tender Form. Schedule of Experience in the form of reference letters is also required.

Evaluation is a three-stage process:

1. Mandatory requirements: must be met to proceed.
2. Scenario-based demonstration: shortlisted bidders demonstrate their solution.
3. Price and preference points.

Mandatory requirements:

• At least 3 years' cumulative experience providing credential verification services in South Africa within the past 5 years, evidenced by reference letters on customer letterhead, signed by an authorised official.
• A web-based solution for submitting and tracking requests electronically, certified ISO/IEC 27001.

Scenario-based demonstration:

• The application must be accessible via a standard web URL in any modern browser (Chrome, Firefox, Edge, Safari).
• No local installation required; the browser is the only client software.
• Works identically across Windows, macOS, Linux, iOS and Android using only a browser.
• No installation guides for local software, drivers or runtime environments (e.g. .NET, Java Runtime).

Price and preference:

• The 80/20 preference points system applies.
• Price points (max 80) calculated per PPPFA Regulation 4.1.
• Preference points (max 20) for specific goals:
• Ownership Goal (Race: Black) – 50% weighting: 0% = 0 points, >0% and <51% = 4, >51% and <100% = 7, 100% = 10.
• RDP Goal (promotion of South African owned enterprises) – 50% weighting: Not in South Africa = 0, South Africa = 4, KZN = 7, ETM = 10.
• Proof of claim via MBD 6.1 and supporting documents (CIPC registration, CSD report, B-BBEE certificate, consolidated B-BBEE certificate for JV/consortium/trust, or agreement).

The municipality requires appointment of service provider(s) for the provision of online credential verification services for a period of 36 months.

Scope:

• Provide a web-based solution for submitting and tracking credential verification requests electronically.
• The solution must be certified ISO/IEC 27001 for information security, cybersecurity and privacy protection.
• The solution must be accessible via a standard web URL in any modern browser, with no local installation required.
• The solution must work identically across Windows, macOS, Linux, iOS and Android using only a browser.

Contract period: 36 months.

The municipality intends to award a maximum of 3 bidders under this enquiry.

Shortlisted bidders must demonstrate their application/solution in a scenario-based demonstration. Technical testing during the demo/POC will verify: (1) access via a standard web URL in any modern browser, (2) no local installation required, (3) cross-platform access across Windows, macOS, Linux, iOS and Android using only a browser, and (4) no installation guides for local software, drivers or runtime environments.

Mandatory: at least 3 years' cumulative experience providing credential verification services in South Africa, obtained through one or more projects over the past 5 years. Each reference letter must be on the customer's letterhead and signed by an authorised official.

The solution must be certified ISO/IEC 27001 for information security, cybersecurity and privacy protection. Bidders may be required to provide samples for inspection prior to closing. The names of manufacturers of goods or equipment must be stated. Bidders who are not manufacturers, accredited distributors or agents must provide a valid agreement or joint venture agreement with the manufacturer, covering the contract period.

Pricing must be submitted on the Official Tender Form. Prices in South African Rand, exclusive and inclusive of VAT stated separately. Firm prices may be submitted for each 12-month period. Only one price per item; the price must hold for the full contract period. Estimated quantities are provided in Section 8 (Bill of Quantities / Schedule of Rates/Activities) for information only; the supplier is bound to supply whatever quantities the municipality actually requires.

Pricing:

• Prices must be quoted in South African Rand, exclusive and inclusive of VAT stated separately on the Official Tender Form.
• Bidders may submit firm prices for each 12-month period, free from all fluctuations.
• Only one price per item; the price must hold for the full contract period.
• Pricing structure must not deviate from the Official Tender Form.

Payment:

• Payment will be made only to the supplier(s); factoring arrangements will not be accepted.

Financial standing:

• The Head: Supply Chain Management may require bidders to submit evidence of adequate financial standing.
• If required, audited annual financial statements for the past three years (or since establishment) must be submitted.

Objection fee:

• A non-refundable administration fee of R6,131.00 (including VAT) applies to any objection to the award decision, payable into FNB account 631 6574 6331, reference 1Z-31168.

CSD registration:

• Mandatory registration on the National Treasury Central Supplier Database (CSD) as a service provider at the time of closing. For joint ventures, each party must be registered.
• The CSD supplier number (starting with 'MAAA') must be provided on the information table in Section 1.

Tax compliance:

• A valid SARS Tax Compliance Status PIN or Tax Clearance Certificate must be submitted with the tender, valid at closing time.

Municipal fees:

• Only bidders whose municipal fees are fully paid, or who have concluded acknowledgement of debt agreements, are eligible. The Declaration of Municipal Fees must be signed and include account numbers.

State service:

• No tender will be considered from persons in the service of the state (per Regulation 44 of the Local Government: Municipal Supply Chain Management Regulations).

B-bbee:

• Preference points are claimed via MBD 6.1. Proof of ownership and location is required (CIPC registration, CSD report, B-BBEE certificate, consolidated B-BBEE certificate for JV/consortium/trust, or agreement).

Other:

• Bidders must be registered on the eThekwini Municipality's supplier database (optional but indicated on the information table).
• Joint ventures must include an acceptable Joint Venture Agreement and a B-BBEE certificate pertaining to the joint venture.

Bidders must accept the undertaking in terms of the Occupational Health and Safety Act and relevant regulations, as per the Declaration with respect to the Occupational Health and Safety Act.

The contract will be governed by the Standard Conditions of Tender (Goods/Services), Special Conditions of Tender, General Conditions of Contract (Government Procurement, July 2010, as amended by National Treasury Circular 52), Special Conditions of Contract, the Occupational Health and Safety Act, and the eThekwini Code of Conduct. The successful tenderer must sign a written Contract Form (MBD 7). Tenders must remain valid for 120 days after opening, plus a further 12 months unless the bidder advises otherwise in writing. The municipality may negotiate final terms with preferred bidders under MFMA Regulation 24. The municipality may cancel the tender at any time before award. Payment will be made only to the supplier; factoring is not accepted. Appeals against award decisions must be lodged within 14 days, with a non-refundable fee of R6,131.00 (incl. VAT).

Tender validity: 120 days after opening, plus a further 12 months unless advised otherwise. The municipality intends to award a maximum of 3 bidders. Complaints and objections: written objection within 14 days to the City Manager, attention Ms S Pillay, with a non-refundable administration fee of R6,131.00 (incl. VAT), paid into FNB account 631 6574 6331, reference 1Z-31168.

Mandatory requirements: (1) 3 years' cumulative experience in credential verification services in South Africa within the past 5 years, with signed reference letters on customer letterhead. (2) A web-based solution for submitting and tracking requests electronically, certified ISO/IEC 27001. Tenderers must be registered on the CSD at closing time; for joint ventures, each party must be registered. Tenderers must also be registered on the eThekwini Municipality's supplier database.

Three-stage evaluation: (1) Mandatory requirements, (2) Scenario-based demonstration, (3) Price and preference points. The 80/20 preference points system applies. Price points (max 80) calculated per PPPFA Regulation 4.1. Preference points (max 20) for specific goals as described in the B-BBEE section.