Msunduzi municipality corporate website re-development, integration, content migration and managed support services

• The project involves re-developing the Msunduzi Municipality corporate website (www.msunduzi.gov.za) to create a modern, integrated digital platform.
• Key objectives: enhance digital presence, improve service delivery, enable system interoperability, serve as primary communication tool, streamline access to services (payments, permits), and promote municipal programs.
• The solution must be dynamic, intuitive, responsive, and incorporate interactive components reflecting municipal identity.
• The appointed provider is responsible for research, content planning, visual asset acquisition, design, development, and deployment in collaboration with municipal communications and ICT sections.

• Tender documents available: From 12h00 on Thursday, 2 July 2026.
• Closing date and time: 12h00 on Wednesday, 5 August 2026.
• Tender briefing/site inspection: Not applicable (as per tender checklist).
• Tender validity: Four (4) months from closing date.

For technical enquiries:

• Contact: Siphesihle Madlala (Manager: Business Optimisation)
• Phone: 033 392 2616
• Email: [email protected]

For procurement enquiries:

• Contact: Vinesh Govender (Supply Chain Management Sub-Unit)
• Phone: 033 392 2027
• Email: [email protected]

General correspondence:

• Head: Supply Chain Management, Dr. D.N. Gambu
• Address: 333 Church Street, Private Bag X205, Pietermaritzburg, 3200
• Phone: 033 392 2597

Submission address:

• Msunduzi Municipality Central Stores, 2 Abattoir Road (off Kershaw Street), Pietermaritzburg, 3201.

• Submit tender in hard copy and on CD/USB flash drive in sealed envelopes marked with 'Contract No. SCM /27' and the contract description.
• Place submissions in the Tender Box at Msunduzi Municipality Central Stores, 2 Abattoir Road (off Kershaw Street), Pietermaritzburg, 3201.
• Deadline: 12h00 on Wednesday, 5 August 2026. Late submissions will not be accepted.
• Tender validity period is four (4) months from the closing date.
• Obtain tender documents from the National Treasury e-Tender Portal (www.etenders.gov.za) from 12h00 on Thursday, 2 July 2026, or purchase printed copies from the Supply Chain Management Unit Offices, 5th Floor, A S Chetty Centre, 333 Church Street, Pietermaritzburg, for a non-refundable fee of R1,327.86 (VAT inclusive). Cash or EFT only.
• Complete all required Data Sheets and the Tender Form. Failure to submit the full document set may result in disqualification.
• Do not communicate with Council members or employees about the tender between closing date and award notification.
• A penalty of R500 per calendar day (VAT inclusive) applies for missing agreed project milestones, unless delays are caused by the Municipality, third parties, or force majeure.
• A 12-month warranty and defects liability period applies from final project sign-off.

Tender Submission Checklist:

• Has the Tender Document been completed in handwriting or typed and all corrections counter-signed? (No correction fluid used)
• Has all tendered amounts been arithmetically checked and the correct total amounts carried forward to the Summary Page and Tender Form?
• Has all information as required in terms of the Tender Document been submitted with the tender?
• Has the compulsory Tender Briefing/Site Inspection meeting been attended and has the Tender Briefing/Site Inspection certificate been completed and signed at the meeting?
• Have all Declarations contained in the Tender Document been completed and signed by the Tenderer, and before a Commissioner of Oaths (if applicable)?
• Has the Tender Form been completed and signed?
• Is a valid Tax Clearance Status Verification Pin attached to the Tender Document?
• Has the CSD Supplier Number and Unique Registration Reference Number been submitted with the Tender Document?
• Does the price includes VAT regardless of VAT status of being a VAT or Non-VAT Vendor. All prices must include VAT.

Tender documents must be submitted both in hard copy and on a CD/USB Flash Drive contained in sealed envelopes and marked with Contract No. SCM/27 and the Contract Description.

Service Providers are required to complete all Data Sheets including: Declaration of Interest (MBD 4), Authority to Sign Document, Pricing Schedule (MBD 3.1/3.2/3.3), Declaration of Bidder's Past Supply Chain Management Practices Form (MBD 8), Certificate of Independent Bid Determination Form (MBD 9).

Joint Venture/Consortium documentation requirements: Tax Compliance Status Verification Pins from SARS, CSD Reports, signed Declaration of Interest Form, Declaration of Bidder's Past Supply Chain Management Practices Form, Certificate of Independent Bid Determination Form, and undertaking signed by all parties.

Registered on National Treasury Central Supplier Database (CSD); submission of valid Tax Compliance Status Pin; completion of all mandatory declarations (MBD forms); minimum 25 points in functionality evaluation; compliance with preferential procurement goals (Black-owned, Woman-owned, Local business); no conflicts of interest with municipal employees.

Scope: Deliver a fully re-developed, modern, integrated corporate website to enhance digital presence and service delivery.

Key deliverables:

• Design and develop a responsive, accessible website aligned with municipal branding.
• Full front-end (HTML5, CSS3, JavaScript/Bootstrap) and back-end (PHP/Laravel) development.
• Migrate all existing content to the new platform.
• Integrate with municipal CRM, ERP, and GIS systems via APIs.
• Implement features: online bill payments, permit applications, fault logging, emergency portals.
• Ensure security compliance (HTTPS, OAuth2, POPIA).
• Coordinate hosting, deployment, DNS, and SSL with SITA.
• Provide application-level backup and disaster recovery aligned with SITA policies.
• Train internal staff on Laravel and WordPress for day-to-day management.
• Provide user manuals and 36 months of post-launch technical support.
• The website must be multilingual, SEO-optimised, integrate with social media, and include interactive maps.
• Preferred tech stack: WordPress CMS, MySQL database, Laravel framework.
• Compliance required with OHS Act, POPIA, MFMA, mSCOA, SAP integration, and municipal bylaws.
• Monthly maintenance and support for 36 months, including quarterly reviews and bi-annual audits.

• A penalty of R500 per calendar day (VAT inclusive) applies for failure to meet milestones in the approved Project Implementation Plan (PIP).
• Penalties only apply where delays are the Contractor's fault, not due to the Municipality, third parties (like SITA), or force majeure.

• Provide evidence of completed website development projects of similar scale/complexity within the last 10 years.
• Provide evidence of signed website maintenance/support contracts (minimum 12 months each) for public-facing organisational websites.
• Provide evidence of completed training programmes (Laravel/WordPress), supported by attendance registers and materials.
• For joint ventures, submit qualifications and addresses of responsible Professional Engineers if engineering work is involved.

• You must complete the detailed Bill of Quantities (BoQ) covering:

• Planning & Documentation (e.g., Information Architecture, Governance Plan).
• UI/UX Design (Wireframes, Mock-ups, Style Guide).
• Requirements & Strategy (Project Planning, Content Strategy).
• Development & Integration (Front-end/Back-end, CMS, API Integration, Security, AI features).
• Training & Documentation (Technical Training, User Manuals).
• Maintenance & Support (36 months of monthly support, quarterly reviews, audits).
• Additional Services (Dedicated Remote Developer, Project Manager, Travel, Onsite Support).

• All amounts must be stated exclusive of VAT. The total including VAT must be carried to the Tender Form.

• Complete the provided Bill of Quantities (BoQ) in full. Failure to complete all line items results in automatic disqualification.
• All prices must be exclusive of VAT. Note: The final tender price is deemed VAT-inclusive regardless of your VAT vendor status.
• Price all activities: planning, design, development, testing, deployment, training, and 36 months of maintenance.
• The 'Dedicated Remote Support' pricing in the BoQ will be used for evaluation.
• Travel costs must be calculated from City Hall, Pietermaritzburg, using the current AA rate per kilometre.
• Prices are subject to escalation according to the Consumer Price Index (CPI), specifically for maintenance costs.
• The Council reserves the right to enter into price negotiations with the appointed tenderer.
• The BoQ must be completed in original handwriting.

Mandatory submissions with your tender:

• Valid Tax Clearance Certificate and Tax Compliance Status Verification Pin from SARS.
• Central Supplier Database (CSD) Supplier Number and Unique Registration Reference Number. Registration is mandatory; no award will be made to unregistered suppliers.
• Companies and Intellectual Property Commission (CIPC) registration certificate.
• Completed declaration forms: Interest (MBD 4), Bidder's Past SCM Practices (MBD 8), Certificate of Independent Bid Determination (MBD 9).
• For B-BBEE preference points, submit proof for:

• Black Owned Enterprise (≥51%): CIPC/CSD documentation for 10 points.
• Woman Owned Enterprise (≥51%): CIPC/CSD documentation for 5 points.
• Locality within municipality: Utility bill or lease agreement for 5 points.

• Joint Ventures/Consortiums must submit Tax Pins, CSD reports, and signed declarations from all parties.
• Declaration that municipal fees (rates and taxes) are in order.
• Compliance with all applicable legislation including OHS Act, POPIA, COID Act, Labour Relations Act, and Basic Conditions of Employment Act.

• Preference points are awarded for Specific Goals: Black Owned Enterprise (10 points), Woman Owned Enterprise (5 points), Locality within municipality (5 points).
• Submit proof via CIPC registration, CSD report, or utility/lease agreement to claim points.
• Complete Annexure B (Preferential Procurement Policy) in full. Failure to submit proof results in zero preference points.

• The Contractor (Mandatory) must comply with the Occupational Health and Safety Act.
• Keep records of all incidents, investigate them, and have records examined by a Safety Committee.
• Designate a full-time employee to supervise work safety.
• Notify the divisional inspector in writing before work starts, providing premises address, work nature, and expected start/completion dates.
• Register as an employer with the Compensation for Occupational Injuries and Diseases Act (COID) and pay all due assessments for employees and subcontractors.

• Contract duration: 36-month Service Level Agreement (SLA) commences upon appointment.
• Domicilium: Council's address for legal service is City Hall, 169 Chief Albert Luthuli Street, Pietermaritzburg.
• Assignment: The contract cannot be assigned or sublet without written consent from the Council.
• Liability: The Contractor indemnifies the Council against all losses arising from contract execution. Council liability for misrepresentations or legislative changes is limited.
• Termination: Council may terminate contract without compensation if Contractor is sequestrated, liquidated, or enters into compromise with creditors.
• Governing law: South African law applies; disputes settled in South Africa.
• Patent Rights: Contractor liable for all royalties and claims related to use of protected rights and must indemnify the Council.
• The tender, Letter of Acceptance, and SLA constitute the binding agreement.