What are the submission requirements for this tender (Ref: DHA10-2026)?

• Submit your bid online via the National Treasury e-Tender portal at https://www.etenders.gov.za/. Hardcopy, faxed, or emailed bids will not be accepted. • The closing date is 24 July 2026 at 11h00. Late bids will not be considered. • Your bid must be valid for 90 days from the closing date. • You must submit both a Technical Bid and a Financial Bid separately, clearly marked as "Original Technical Bid" and "Original Financial Bid". • The bid must include: Invitation to Bid (SBD 1), Letter of Authority, Bidder’s Disclosure (SBD 4), General Conditions of Contract, CSD report, company profile, Pricing Schedule (SBD 3), Pricing Schedule Annexure/Fee Structure, Preferential Points Claim Forms (SBD 6.1), and a valid SANAS B-BBEE Certificate/Sworn Affidavit/DTIC B-BBEE certificate. • All prices must be quoted in South African Rands, inclusive of all taxes, duties, transport, insurance, and incidental costs. Prices must be fixed for the contract duration; variable prices will lead to rejection. • Non-compliance with online submission rules will invalidate your bid.

How will bids be evaluated?

{ "general": [ "Registered on **National Treasury Central Supplier Database (CSD)**.", "Not a **restricted supplier** or director (verified via CSD).", "Not a **government employee** or entity with government directors/members.", "Compliant with **RSA tax obligations** (SARS TCS PIN or CSD number).", "Accredited under **SITA RFB1183** (mandatory for service providers).", "Valid **VAT registration** and business registration (CIPC)." ], "technical": [ "Proven experience in **software development** (web/mobile) and **system integration** (reference letters required).", "Proven experience in **supplying/maintaining handheld biometric devices** (reference letters with quantities supplied).", "Ability to **integrate with DHA’s Active Directory** and existing systems.", "Capacity to **migrate 45,000 records** without data loss.", "Ability to provide **3-year warranty** for devices and support for BCMS." ], "preferential": [ "B-BBEE status (points awarded for ownership by Women, Black, or Disabled individuals).", "Local content preference (South African-based suppliers may have an advantage)." ] }

What are the technical specifications?

• Scope: Develop, implement, support, and maintain a web and mobile Biometric Case Management System (BCMS) for the Inspectorate Directorate, and procure 600 handheld devices with built-in biometric readers. • Key deliverables: - Develop BCMS to enable search, registration, verification, and integration with existing DHA applications and Active Directory. - Migrate approximately 45,000 volumes of data from the current Case Management Solution (CMS) to BCMS. - Provide skills transfer, training (using train-the-trainer approach), and system support/maintenance for 3 years. • Handheld device specifications: - Built-in fingerprint reader for 10P and 2P searches, 1:1 verification. - Front and rear cameras (min 20MP) meeting ICAO standards, with document/QR scanning. - SIM and SD card slots, 5G (Dual SIM), Wi-Fi, USB, Bluetooth 5.0 connectivity. - Battery life minimum 8 hours, USB charging. - Android 10.0 or higher OS, 5.5-inch or larger display, 128GB storage (expandable), 8GB RAM. - Rugged, waterproof, and easily portable. - Capabilities for electronic signatures, offline data storage, position tracking, and fingerprint login security. • The service provider must be accredited on the SITA RFB 1183 Transversal Contract under Business Solution Implementation, Delivery Services, and Application Development Services categories. • Project location: Hallmark, Pretoria (specified designated area). Contract duration: 36 months on an as-and-when-required basis, with possible 2-year extension.

What financial requirements apply to bidders?

• Submit a Financial Bid separately from the Technical Bid. • Use the Pricing Schedule (SBD 3) and provide an all-inclusive price per device covering demonstration, professional fees, VAT, disbursements, transport, training, etc. • Prices must be quoted in South African Rands, inclusive of all applicable taxes, duties, transport, insurance, and incidental costs. • Prices must be fixed for the duration of the contract; variable price quotations will be rejected. • Provide a ceiling price based on total estimated time and expenses for the project. • Indicate the period required to commence after acceptance and estimated man-days for completion. • The department emphasizes competitive, market-related pricing as a deciding factor. • The contract period is 36 months on an as-and-when-required basis, with support and maintenance for the same period.

What compliance and legal requirements must bidders meet?

• Mandatory requirement: The bidder must be accredited with the Vendor/Original Equipment Manufacturer (OEM) for the handheld device. Submit an accreditation letter or certificate as evidence. • General compliance: - Be registered on the National Treasury Central Supplier Database (CSD) and be tax compliant as per CSD. - Not be a restricted supplier, have restricted directors, or be a government employee. - Complete SBD 1 and SBD 4 forms fully. - Be accredited on the SITA RFB1183 contract. • Tax compliance: Submit a valid SARS tax clearance certificate/VAT certificate and TCS PIN or CSD number. For joint ventures/consortia, each party must submit separate certificates. • B-BBEE: Submit a valid SANAS B-BBEE certificate or CIPC-issued certificate, or a sworn affidavit for EMEs/QSEs. For joint ventures/consortia, submit a consolidated certificate. • Other: Provide company registration proof (CIPC), referral letters from previous clients, and agree not to recruit DHA employees during bidding/contract execution.

What are the important dates and deadlines for this tender?

• Bid closing date and time: 24 July 2026 at 11h00. • Compulsory virtual briefing session: 10 July 2026 from 13h00 to 14h00 via Microsoft Teams. Link: https://teams.microsoft.com/meet/360175569563534?p=6yVXCScLh6e7B4gvE5. • Bid validity period: 90 days from the closing date. • Clarification requests must be submitted at least one week before the bid closing date.

Who should be contacted for queries about this tender?

• For bidding procedure enquiries: Lettie Mbatha, email Lettie.Makhudu@dha.gov.za, telephone (012) 406 2750. • For technical enquiries: Viwe Gqoli and Nqobile Chonco, emails Viwe.Gqoli@dha.gov.za and Nqobile.Chonco@dha.gov.za, telephones (012) 406 2536 and (012) 406 2789. • All submissions must be made online via the e-Tender portal; no physical submission address is provided.

Home Affairs BCMS and handheld devices tender National

DocumentGeneral_Conditions_of_Contract-_July_2011.pdfReview complete

Description

Source: General_Conditions_of_Contract-_July_2011.pdf

The document highlights general conditions for government procurement, ensuring bidders understand their rights and obligations when engaging with public sector contracts.

Submission Guidelines