Appointment of a service provider for cloud-based queue management system implementation and maintenance for cipc self service centres

• Compulsory briefing session: 18 August 2026 at 11:00 AM via Microsoft Teams.
• Meeting details: Join link https://teams.microsoft.com/meet/325571056975926?p=RfaWcnc8yS2TBfObeB, Meeting ID: 325 571 056 975 926, Passcode: HY3Md6Em.
• Bidders who do not attend will not be allowed to bid.

• Compulsory briefing session: 18 August 2026 at 11:00 AM via Microsoft Teams.
• Join link: https://teams.microsoft.com/meet/325571056975926?p=RfaWcnc8yS2TBfObeB.
• Meeting ID: 325 571 056 975 926, Passcode: HY3Md6Em.
• Attendance mandatory; non-attendees cannot bid.

• Supply Chain Enquiries: Mr Solomon Motshweni, email [email protected].
• Technical Enquiries: Mr Ofentse Hadebi, email [email protected].
• Submission address: Manager (Supply Chain Management), Companies and Intellectual Property Registration Office, Block F, the dti Campus, 77 Meintjies Street, Sunnyside, Pretoria.

• Submit sealed proposals to the Tender Box at Reception, 77 Meintjies Street, Sunnyside, the dti campus, Block F.
• Address proposals to: Manager (Supply Chain Management), Companies and Intellectual Property Registration Office, Block F, the dti Campus, 77 Meintjies Street, Sunnyside, Pretoria.
• Late and incomplete submissions will not be accepted.
• Ensure all documents are fully completed and signed in ink as per Standard Conditions of Tender.
• Failure to comply with submission requirements may result in disqualification.

Applicants must be registered companies, have a valid tax clearance certificate, and comply with the Preferential Procurement Policy Framework Act. They must also submit a completed Preference Points Claim Form (SBD 6.1) to claim preference points.

• Scope: Implement and maintain a cloud-based queue management system for CIPC Self Service Centres (SSCs) across multiple branches.
• Contract period: 3 years.
• System must be cloud-hosted within South Africa, with local interfaces at SSCs.
• Must-have features include: physical printed tickets, real-time dashboard, wait time estimates, basic and advanced analytics, multi-location support, staff management, custom branding, API access, admin roles, and security controls.
• Hardware required per location: one digital kiosk, one 40-inch overhead screen, audio system, two rugged tablets (12.5-inch).
• Initial deployment for 4 locations, with provision for up to 9 locations; additional hardware procured on pay-as-use basis.
• Support and maintenance: 4-hour turnaround time, 150 hours per year for system and hardware each.
• Training required for all staff at all branches.
• Project plan must outline design, implementation, and support over 3 years.

• Submit CVs for project team, clearly stating roles and relevant queue management and project management experience.
• Scoring based on average team experience: less than 2 years (Score=1), 2-3 years (Score=2), 3-6 years (Score=3), 6-8 years (Score=4), over 8 years (Score=5).

• Pricing must be itemized per year (Year 1, Year 2, Year 3) including VAT.
• Components: licenses for up to 60 users, once-off software installation/configuration, hardware per location (digital kiosks, display screens, audio equipment, mobile devices), 150 hours annual system maintenance/support, 150 hours annual hardware maintenance/support, training.
• Hardware quoted for up to 9 locations, with additional procurement on pay-as-use basis.
• Service provider responsible for all associated costs (e.g., transportation).

• All prices must be inclusive of VAT and valid for 90 days.
• No advance payment; payment within prescribed period per PFMA.
• Pricing must be broken down in a bill of quantities with itemized billing for Year 1, Year 2, Year 3.
• Cost components include: licenses for up to 60 users, once-off software installation/configuration, hardware per location (digital kiosks, display screens, audio equipment, mobile devices), 150 hours annual system maintenance/support, 150 hours annual hardware maintenance/support, and training.
• Service provider responsible for all costs, including transportation.
• CIPC reserves right to procure only selected services (e.g., installation from one supplier, support from another).

• Submit original Tax Clearance Certificate for quotations exceeding R30,000 (VAT included); certified copies not accepted.
• Submit valid B-BBEE certificate or exemption certificate.
• Submit company registration certificate from CIPC.
• Submit Declaration of Interest.
• Bidders must comply with CIPC policies, maintain confidentiality, and sign a declaration of secrecy.
• Security screening by State Security Agency (SSA) required for successful bidder, directors, and subcontractors.
• Provide valid COIDA Letter of Good Standing or licensed compensation insurer.
• Adhere to Occupational Health and Safety Act and CIPC OHS requirements.
• Government Procurement General Conditions of Contract (GCC) apply.
• Preference points allocated for black ownership, women ownership, and ownership by persons with disabilities, evidenced via CSD report, B-BBEE certificate, and CIPC registration.

• CIPC commits to safe work environment; service provider must comply with Occupational Health and Safety Act.
• Provide valid COIDA Letter of Good Standing or licensed compensation insurer.
• Accept OHS legislative obligations.
• Upon award, OHS obligations include Section 37(2) Agreement and other scope-specific requirements.
• Service provider must ensure personnel and subcontractors adhere to OHS Act and CIPC directives.
• Take all reasonable precautions to maintain health and safety.

• Contract period: 3 years.
• Confidentiality: Bidder must guarantee integrity and safekeeping of CIPC information; no copying, distribution, or storage without authorization.
• Successful bidder must comply with CIPC policies and sign declaration of secrecy.
• All information becomes CIPC property at contract end.
• CIPC’s standard conditions of purchase apply.
• Government Procurement General Conditions of Contract (GCC) apply.
• No services rendered before official purchase order received.
• Service provider must commence immediately upon notification.
• Service Level Agreement will be entered into with successful provider.

• Cloud-based queue management system to organize, track, and optimize customer flow at CIPC Self Service Centres.
• Must cater for check-in, waiting, and service stages.
• Core system hosted in South Africa with local interfaces at SSCs.

• Detailed scoring for Technical Expertise: No plan (Score=1), basic plan (Score=3), detailed plan with additional aspects (Score=5).
• Company Competency Testimonials: Scored from 1 (no/poor letters) to 5 (excellent performance).
• Resource Competency CVs: Scored based on average team experience: less than 2 years (Score=1), 2-3 years (Score=2), 3-6 years (Score=3), 6-8 years (Score=4), over 8 years (Score=5).
• Solution Functionality: Scoring from 1 (not cloud/no hardware/<8 features) to 5 (cloud, all features, hardware).