Appointment of a service provider for qualification verification and background screening for city of tshwane employees

• Closing date: 22 June 2026.
• Closing time: 10:00.
• Bid validity period: 90 days after closing date.
• There is a mention of a compulsory briefing session, but no specific date, time, or venue is provided in the extracted text.

• A compulsory briefing session is mentioned, but no details (date, time, venue) are provided in the extracted text. Bidders must attend if applicable; failure to attend leads to disqualification.

• Technical enquiries: Riana Zaayman – Tel: (012) 358 4363, Email: [email protected]
• Supply Chain enquiries: Josia Masenya – Tel: (012) 358 0658, Email: [email protected]
• Department: Group Human Capital Management.
• Physical address for reference: Tshwane House, 320 Madiba Street, Pretoria, 0001. GPS: 25.74431°S, 28.19464°E.
• General Tel: (012) 358 9999.

• Submit your bid via the City of Tshwane e-tender portal only. Do not deposit physical bids in the tender box.
• Closing date and time: 22 June 2026 at 10:00.
• Bids received after the closing date and time will not be considered.
• Bid documents must be completed using a black pen (not re-typed or scanned).
• All compulsory returnable documents must be included:
• Pricing Schedule (Pg. 14–15).
• Invitation to Bids (MBD 1, Pg. 16–17).
• Declaration of Interest (MBD 4, Pg. 18–20).
• Preference points claimed form (MBD 6.1, Pg. 21–26).
• Contract form – Rendering of services (MBD 7.2, Pg. 27–28).
• Declaration of Past Supply Chain Management practice (MBD 8, Pg. 29–30).
• Certificate of independent bid determination (MBD 9, Pg. 31–34).
• Company Registration Certificate.
• Tax Clearance Certificate or Unique PIN.
• CSD summary report.
• BBBEE Certificate.
• Price schedule corrections must be crossed out in ink and initialled. Using correction fluid (e.g., Tippex) will lead to disqualification.
• Bids remain valid for 90 days after the closing date.

Scope: Verification of qualifications and background screening for current and prospective City of Tshwane employees.

• The service provider must verify various qualification types:
• National Secondary Qualification.
• National Tertiary Qualification.
• International Qualification.
• Trade-related course certificates (e.g., Trade Certificates, N4–N6).
• Registration with a professional body (e.g., PSIRA).
• Employment Confirmation.
• Employment Reference.
• Criminal record check.
• Any other qualification not listed.
• Key deliverables:
• Verify national and international qualifications.
• Maintain or develop a dedicated database for CoT to access verification data for audits, court cases, arbitrations, forensic investigations.
• Issue a formal, authentic verification certificate with company logo for each candidate (used as proof in disputes).
• Turnaround time: preferably less than one work week per verification.
• Conduct background screening as needed, including qualification verifications, employment reference checks, confirmation of employment, checking past dismissals, and criminal record checks.
• Handle high-volume requests for special projects or as directed by the Auditor General.
• Volume and frequency are variable, dependent on monthly appointments and requests from auditors or forensic investigators.

• Provide at least two contactable reference letters for completed similar work, signed and on company letterhead.
• Submit a proposal listing the types of qualifications you can verify and indicating turnaround times for verification and background screening.

• Include a detailed pricing schedule with unit prices (excl. VAT) for:

1. National Secondary Qualification.

2. National Tertiary Qualification.

3. International Qualification.

4. Registration with a professional body (e.g., PSIRA).

5. Employment Confirmation.

6. Employment Reference.

7. Criminal record check.

• Also include a supplementary list of additional costs from third parties (e.g., UMALUSI, MERSETA, universities) per qualification type.
• The City reserves the right to adjust quantities based on budget.

• Pricing schedule must be included, listing all items with unit prices (excl. VAT).
• Items to price:

1. National Secondary Qualification.

2. National Tertiary Qualification.

3. International Qualification.

4. Registration with a professional body (e.g., PSIRA).

5. Employment Confirmation.

6. Employment Reference.

7. Criminal record check.

• The pricing schedule must include a supplementary list indicating additional costs from third parties or governing bodies (e.g., UMALUSI, MERSETA, universities) per qualification type.
• The City reserves the right to increase or decrease quantities subject to budget availability.
• Market analysis: The City may negotiate market-related prices with the highest-scoring tenderers and can disqualify bids deemed non-viable.
• Payment terms: The contract indicates payment within 30 days after receipt of an invoice.

• Central Supplier Database (CSD) registration and CSD number are compulsory. Only CSD-registered bidders will be considered.
• Tax compliance: Submit Tax Compliance Status PIN or CSD number. Foreign suppliers must complete a pre-award questionnaire.
• B-BBEE: A B-BBEE Status Level Verification Certificate or sworn affidavit (for EMEs & QSEs) must be submitted to qualify for preference points.
• Municipal rates and taxes: Confirm that the bidding company and its owners/directors/major shareholders are up to date with municipal service charges, rates, and taxes (not in arrears for more than 90 days). Provide municipal account statements not older than 3 months or alternative proof.
• Declaration of Interest (MBD 4): Must be completed to disclose any relationships with persons in the service of the state.
• Audited Financial Statements: Required for the most recent three years (or from date of establishment if less than three years old). If not required by law, submit proof thereof.
• Joint Ventures: If bidding as a JV, submit all required documents for all parties plus a signed JV agreement. The JV must continue for the contract duration unless prior approval is obtained.
• Certificate of Independent Bid Determination (MBD 9) must be submitted to prevent collusive bidding.

• B-BBEE points are awarded as per the 80/20 preference point system.
• Submit a B-BBEE Status Level Verification Certificate or sworn affidavit (for EMEs & QSEs).
• Points: Level 1 (8), Level 2 (7), Level 3 (6), Level 4 (5), Level 5 (4), Level 6 (3), Level 7 (2), Level 8 (1), Non-compliant (0).
• Additional points for EME/QSE (2), 51% women-owned (2), 51% owned by people with disability (2), 51% youth-owned (2), and local economic participation (City of Tshwane: 4, Gauteng: 2, National: 1).

• Contract duration: Services are required with effect from 1 July 2026.
• Bid validity: 90 days after the closing date.
• The successful bidder must sign a written contract form (MBD 7).
• The contract includes standard bidding documents, tax clearance, pricing schedule, preference claims, declarations, and certificates.
• The purchaser undertakes to pay within 30 days after receipt of an invoice.
• The City reserves the right to cancel the quotation if a market-related price is not agreed upon after negotiations.

• Only CSD-registered bidders with a CSD number are eligible.
• Bids must be submitted via the e-tender portal by the closing date and time.
• All compulsory returnable documents and MBD forms must be completed and submitted.
• Price schedule corrections must be in ink and initialled; correction fluid is prohibited.
• Joint venture bidders must submit all required documents for all partners and a signed JV agreement.

• Three-stage evaluation: Administrative Compliance, Mandatory Requirements, Preference Point System.
• Mandatory requirements include reference letters and a proposal with qualification types and turnaround times.
• Preference points: 80 for price, 20 for specific goals (B-BBEE, EME/QSE, ownership demographics, local participation).