Banking services for ditsong museums of south africa – 5-Year tender in gauteng

Closing date: 14 December 2026 at 11:00

• Bids must be deposited into the tender box by 11:00 on the closing date.

Bid validity period: 120 days from closing.

Pricing effective date: 1 February 2027.

Enquiry deadline: One week before the submission deadline (close of business).

No briefing or site visit is specified.

Bid enquiries:

• Contact: Mr Ntsako Thwala
• Telephone: (012) 492 5744
• Email: [email protected]

Technical enquiries:

• Contact: Ms Tshepiso Diphoko
• Telephone: (012) 492 5744
• Email: [email protected]

Submission address:

DITSONG: Museums of South Africa

Head Office, GaMohle Building

70 WF Nkomo Street

Pretoria

(Tender box, Ground Floor reception area)

Submission method and address:

• Method: physical delivery into the tender box on the ground floor reception area.
• Address: DITSONG Museums of South Africa, Head Office, GaMohle Building, 70 WF Nkomo Street, Pretoria.
• Submit one original plus one electronic copy (PDF on a memory stick/USB), all bound in a sealed envelope.
• Two-envelope system: technical proposal and financial proposal must be in separate envelopes; SBD forms arranged in numerical order.
• Complete the bid register when submitting.
• Must be submitted by 11:00 on 14 December 2026. Late bids are returned unopened.

Returnable documents (failure to submit any disqualifies):

• Company profile.
• CSD report (most recent) and tax compliance status; tax status must be compliant.
• Original company resolution or letter of authority authorising the signatory.
• Certified ID copies of all directors (certified within the last three months).
• At least three reference letters for similar projects.
• Latest audited financial statements.
• Most recent published credit rating from an independent agency.
• Completed SBD forms: SBD 1 (invitation to bid), SBD 3.1 (firm pricing schedule), SBD 4 (declaration of interest), SBD 6.1 (preference points claim), SBD 7 (contract form), SBD 8 (declaration of past SCM practices), SBD 9 (independent bid determination).
• Any other documents listed under "Additional Information to be Supplied".

Evaluation stages:

• Stage 1: Administrative compliance check (mandatory documents verified).
• Stage 2: Functionality evaluation out of 100 points; minimum threshold 70 points to proceed.
• Stage 3: Price and Specific Goals evaluation under the 80/20 preference point system.

Functionality breakdown (Phase 1 – paper-based, total 70 points, minimum threshold 55 to be shortlisted for Phase 2):

• Transactional and electronic banking services – 40 points.
• Dedicated relationship management team and escalation levels – 20 points.
• Positive reference letters – 10 points.

Phase 2 – Presentation (30 points) held at DMSA premises; combined with Phase 1 for an overall 100-point score.

Price and preference points (Stage 3):

• Price: 80 points.
• Preferential points (Specific Goals): 20 points.
• 80/20 preference point system applies (bid value below R50 million).
• Lowest acceptable bid scores 80 price points.

Scope: Provision of corporate/commercial banking services to Ditsong Museums of South Africa (DMSA) for a period of 60 months.

DMSA background (for capacity planning):

• Annual turnover (2025/26): R159,245,000.
• Staff complement: 200 employees.

Account structure required:

• One current account and one infrastructure bank account, maintained at a Pretoria Central branch.
• Twelve petty cash sub-accounts with cards or wallets.
• Third-party deposit identification with full 20-digit validation.

Key service requirements:

• Real-time electronic banking with SAGE 300 (ACCPAC) and SAP integration.
• Electronic fund transfers: real-time, same-day value for transactions by 16:00 on weekdays.
• Beneficiary bank account verification; verification at least twice a year (end of March and September).
• Daily physical statements by 9:00 the following day, plus electronic delivery.
• Data imaging of deposit slips.
• Dedicated relationship management team with escalation clause.
• Cashless petty cash solutions compliant with PFMA and National Treasury rules.
• Fleet management solutions.
• Point-of-sale machines at 8 sites, plus additional units during events.
• Host-to-host facilities for high-volume electronic statement downloads.
• Designated interest account; interest payment date flexible.
• Foreign exchange services with dedicated consultant, SARB BOP category codes.
• Implementation and training: dedicated Electronic Banking Manager, SLA before commencement, user manuals.
• Workplace banking schemes and benefits for DMSA staff.
• The bidder must be a single legal entity and will be bound by a single contract.

Required in the technical proposal:

• Project plan and project implementation plan.
• Project management plan covering planning, execution, timelines, milestones, and realistic budget (12 points in evaluation).
• Risk management plan (2 points).
• Clear implementation timeline, system setup plan, training of end users, and handover/maintenance plan.
• Presentation phase to demonstrate specific capabilities (e.g., fraud detection, cashless solutions, integration with ERP systems).

Bidder must demonstrate:

• The team leader (Account Manager) must have a minimum of 5 years' experience in the banking industry.
• Individual team members must have at least 3 years' banking industry experience.
• Submit CVs of all personnel, including qualifications and current designations.
• Provide a dedicated relationship management team.
• Submit at least three (3) reference letters for similar projects (evaluation awards up to 10 points for four letters).
• Capability to handle DMSA's account volumes (DMSA annual turnover R159m, 200 employees).
• Financial stability, national geographic representation, and technological capability demonstrated in the submission.

Pricing requirements:

• Firm prices effective 1 February 2027, VAT inclusive.
• Fixed for year one then escalate annually by CPI (Statistics South Africa).
• Tender per item and monthly charge on the provided template.
• Additional costs as appendix; implementation/training costs separate.

Schedule items include:

• Current account services (per statement item fee, cash deposit fee, bank confirmation letter fee, encashment fee, fleet management, mobile ATM, cash-in-transit).
• Search fees for statements (less than 3 months and older than 3 months).
• Cash management services and interest rates.
• Electronic banking services (local and international).
• Point of sale (speedpoint) services.
• Corporate credit card and petty cash cards.
• Automated Clearing Bureau charges.
• Guarantees (performance and property).
• Discounting rental agreements at prime-linked rates.

Pricing format:

• Bidders to quote firm prices effective 1 February 2027.
• VAT inclusive; fixed for year one, then escalate annually by CPI (Statistics South Africa).
• Tender per item and monthly charge; complete the provided price schedule.
• Additional costs listed as appendix.
• Implementation/training costs shown separately.

Payment terms:

• Payment after service delivery against certified invoice.
• Payment within 30 days of receipt of correct invoice.

Guarantees and bonds:

• Performance guarantees and property guarantees are listed as pricing items.

Financial information required:

• Latest audited financial statements.
• Independent published credit rating.
• DMSA reserves the right to consult the Registrar of Banks on the bidder's financial resources.

No bid security amount is specified.

Mandatory registrations:

• CSD registration (National Treasury Central Supplier Database) with compliant tax status.
• Bank registered in South Africa and approved in writing by National Treasury (PFMA s7(2)).

Legislative compliance evidence required:

• Financial Sector Charter (Industry Charter) – documentary proof of commitment.
• Financial Intelligence Centre Act (FICA) – compliance details and risk prevention measures.
• Banks Act – compliance with banking regulations enforced by the Registrar of Banks, including Basel II progress.
• Public Finance Management Act (PFMA) – demonstrate compliance.
• Protection of Personal Information Act (POPIA) – compliance.

B-bbee:

• Valid B-BBEE certificate or sworn affidavit required (no specific level threshold stated).

Other:

• Bidders must not be persons in the service of the state.
• Conflict of interest declaration (employees' interests in DMSA or vice versa).
• Non-disclosure agreement for successful bidder and staff.
• DMSA reserves the right to conduct supplier due diligence and verify submitted information; misrepresentation disqualifies.

Contract duration: five years (60 months).

Key contractual conditions:

• Successful bidder must sign a Service Level Agreement (SLA) before services commence; SLA includes service levels, monitoring tools, and penalties for non-performance.
• National Treasury General Conditions of Contract (2010) apply.
• No service is provided before an official order is issued.
• DMSA pays only after services rendered, within 30 days of a correct invoice.
• Ownership and copyright of all work produced vest in DMSA; all material must be handed over at contract termination.
• Bidders indemnify DMSA against third-party IP infringement claims.
• DMSA may discontinue specific services with 30 days written notice; no exclusive rights granted.
• The successful bidder's staff must sign a non-disclosure agreement.
• DMSA may conduct supplier due diligence at any time; misrepresentation leads to disqualification.
• Prices are firm for year one, then escalate by CPI annually.

Additional evaluation details:

• Stage 1 administrative compliance must be passed.
• Stage 2 functionality threshold: 70/100 to qualify for price evaluation.
• Phase 1 paper-based evaluation threshold: 55/70 to be shortlisted for presentation.
• Phase 2 presentation: 30 points.
• Reference letters: minimum 4 for full points; scoring 0, 3, 5, 8, 10 for 1 to 4 letters.
• Shortlisted bidders present at DMSA premises.