Development and maintenance of an enterprise risk management system for the city of tshwane

Risk Management division has identified the need to procure a Risk Management

system to:

• Strengthen the municipality's risk governance framework
• Enhance compliance with the Municipal Finance Management Act (MFMA), Act

• Support the Internal Audit and Risk Management functions
• Align with the King IV Report on Corporate Governance
• Improve accountability and reporting to Integrated Risk Management Committee

and the Audit Performance Committee

Currently, risk management processes are largely manual, fragmented, and

inconsistent across departments, resulting in inefficiencies and governance gaps.

3. Project scope

Generate a comprehensive risk register at all levels of the organization incorporating Key

Risk Indicators, Risk Appetite, Capacity and Threshold levels. Such register must also

have the functionality of Control Self-Assessments & surveys. It must accommodate

different types of risk categories and risk registers.

It must allow anonymous voting

Incident reporting and newly identified risks

Escalation function from all levels not limited to the following:

• Non achievement of deadlines
• Risk above acceptable tolerance
• Incidents

Showcase transversal risks in the organization

Colour indicating against action plans, Inherent and Residual risk ratings, appetite

settings.

Historic data display.

Provides a system-wide view of the risk universe at a strategic and operational, business

unit, processes and procedures level.

Functionality to keep risk oversight function and risk owners aware of a changing risk

environment to improve insight of existing and emerging risk exposures at all levels.

Enable City of Tshwane to manage its enterprise wide risk and specific risk universe.

The system should be able to provide various assessment methods including but not

limited to surveys and workshops

The system should be flexible enough to be aligned with City of Tshwane municipality

approved Risk Management Framework and strategies.

Provides standardised Risk Management templates for risk monitoring and reporting.

Enables the effective implementation of the Risk Management Framework with

functionality to manage, monitor and track risks at all levels including Risk Control Self

Assessments.

Includes an Incident and Near missed register

Automating risk identification, assessment and monitoring reports with flexible filter

options

Must have functionality to allow the controls to be captured at every level and linked to

risks and contributing factors and allow for rating of controls

Provides proactive monitoring, including status tracking, automated reminders and

progress updates

System to be able to hold a risk library for all users to access and administrators to modify

The system must be able to capture/ import existing risk register (excel document)

Linking risks to objectives identified in the SDBIP

System must allow capturing and management of contributing factors for each risk

System must provide risk dashboard for monitoring of risks by Executive Management

The system must be able to provide Combined Assurance model

Library

The solution should provide a library for all captured risks. The library must contain the

following:

• Controls library to store all controls
• Risk library to store all risks
• Project risks library to store all project risks
• Management action plans to keep all actions raised, including open and closed

actions

• Library for Key Performance Indicators and Key Risk Indicators for monitoring key

risks

• Opportunities register for ranking all opportunities
• The solution must also cater for sub-risks which will be linked to main risks
• Project risk register for ranking all project risks
• Emerging risk register
• Combined assurance for all risks per line (1st, 2nd and 3rd level)
• The system must have an interface with Internal Audit and Quality Assurance based

on the reported results that will automatically feed into Risk Management assurance

without having to repopulate the same data

4. Validity period

The validity period for the tender after closure is 90 days.

5. Stages of evaluation

This quotation will be evaluated in three (3) stages, namely:

Stage 1: Administrative Compliance

Stage 2: Mandatory Requirements

Stage 3: Preference Point System

5.1 Administrative compliance

All the bids will be evaluated against the administrative responsiveness requirements as set out

in the list of returnable documents.

Compulsory Returnable Documentation Submitted Checklist (Guide for

(Submission of (YES or NO) Bidder and the Bid

these are compulsory) Evaluation Committee)

a) To enable The City to verify the bidder’s tax Tax status must be compliant

compliance status, the bidder must provide; before the award.

• Tax compliance status PIN.

or

• Central Supplier Database (CSD)

b) A copy of their Central Supplier Database CSD must be valid.

(CSD) registration; or indicate their Master

Registration Number / CSD Number;

c) Confirmation that the bidding company’s Was a Municipal Account

municipal service charges, rates and taxes Statement, or signed lease

are up to date: Original or copy of Municipal agreement or letter from the

Account Statement of the Bidder (bidding local councillor provided for the

company) not older than 3 months and bidding company? The name

account must not be in arrears for more than and / or addresses of the

ninety (90) days; or ,signed lease agreement bidder’s statement correspond

or In case of bidders located in informal with CIPC document, Address

settlement, rural areas or areas where they on CSD or Company profile?

are not required to pay Rates and Taxes a Are municipal service charges,

letter from the local councillor confirming they rates and taxes up to date (i.e.

are operating in that area not in arrears for more than 90

days?

d) In addition to the above, confirmation that all Was a Municipal Account

the bidding company’s owners / members / Statement, or signed lease

directors / major shareholders municipal agreement or letter from the

service charges, rates and taxes are up to local councillor provided for the

date:

• Original or copy of Municipal Account company’s owners / members /

Statement of all the South African based directors / major shareholders?

owners / members / directors / major Are municipal service charges,

shareholders not older than 3 months and the rates and taxes up to date (i.e.

account/s may not be in arrears for more than not in arrears for more than 90

ninety (90) days; or a signed lease agreement days?

of owners / members / directors / major

shareholders or In case of bidders located in

informal settlement, rural areas or areas

Compulsory Returnable Documentation Submitted Checklist (Guide for

(Submission of (YES or NO) Bidder and the Bid

these are compulsory) Evaluation Committee)

where they are not required to pay Rates and

Taxes a letter from the local councillor

confirming they are residing in that area

e) Duly Signed and completed MBD forms (MBD All documents fully completed

1, 4, 5, 8 and 9) The person signing the bid (i.e. no blank spaces), All

documentation must be authorized to sign on documents fully signed by (any

behalf of the bidder. Where the signatory is not director / member / trustee as

a Director / Member / Owner / Shareholder of indicated on the CIPC

the company, an official letter of authorization document, alternatively a

or delegation of authority should be submitted delegation of authority would

with the bid document. be required, Documents

completed in black ink (i.e. no

NB: Bidders must ensure that the directors, “Tippex” corrections, no pencil,

trustees, managers, principal shareholders, no other colour ink, or non-

or stakeholders of this company, declare submission of the MBD

forms, will not be considered) any interest in any other related companies

or business, whether or not they are

bidding for this contract. See Question 3.14

of MBD 4. Failure to declare interest will

result in a disqualification

f) Audited Financial Statements for the most Applicable for tenders above

recent three (3) years or Audited Financial R10m in conjunction with MBD

Statements from date of existence for 5)

companies less than three years old.

NB: The bidder must submit signed audited Are Audited financial

annual financial statements for the most recent statements provided (Audited

three years, or if established for a shorter financials must be signed by

period, submit audited annual financial auditor) Or proof that the

statements from date of establishment. bidder is not required by law to

prepare audited financial

If the bidder is not required by law to prepare statements.

signed annual financial statements for auditing

purposes, then the bidder must submit proof

that the bidder is not required by law to

prepare audited financial statements.

g) Joint Ventures (JV) – (Only applicable when If applicable. JV agreement

the bidder tenders as a joint venture) Where provided? JV agreement

the bidder bids as a joint venture (JV), the complete and relevant?

required or relevant documents as per (a) to Agreement signed by all

(f) above must be provided for all JV parties. parties? All required

In addition to the above the bidder must documents as per (i.e. a to f)

submit a Joint Venture (JV) agreement signed must be provided for all

by the relevant parties. partners of the JV.

NB: It is a condition of this bid that the

successful bidder will continue with the same

Joint Venture (JV) for the duration of the

contract unless prior approval is obtained from

the City.

h) Bidder attended a compulsory briefing session A compulsory briefing register

where applicable must be signed by the bidder.

Bidders will be disqualified

should they fail to attend

compulsory briefing session

i) Pricing schedule (All items must be quoted for Incomplete pricing schedule

in pricing schedule and if not, all items are results in totals being

Compulsory Returnable Documentation Submitted Checklist (Guide for

(Submission of (YES or NO) Bidder and the Bid

these are compulsory) Evaluation Committee)

quoted the bidder will be disqualified). Unless incomparable. Bidder must be

the tender is awarded per item or per section disqualified.

where the bidder only quoted the items or

sections, they are interested in. Bidder will be disqualified

should they make

corrections on the price

schedule without attaching a

signature or initialising

thereto.

Bidder will be disqualified

should they use tippex/

correction ink, on the price

schedule.

5.2 Mandatory requirements

NB: Failure to submit a bid with a demonstrable and detailed solution

architecture as part of the bid submission

• Bidder must have a minimum of 10 years or more experience and must

submit at least 3 or more contactable reference letters demonstrating

previous relevant experience. (Letters must be signed and in the

company’s letterhead)

• System Demonstration

It is ideal for scenarios to be seen in a demonstration; therefore, focused

demonstrations must also be of sufficient detail to allow the City of Tshwane

to seriously compare the proposed solutions.

The bidder(s) shall be requested to provide a 45-minute demonstration of the

proposed solution

Working offline capability i.e. supports online and offline usage in terms of

files replicas and merging of files.

5.3 Preference point system

The preferential points to be used will be the 80/20 points system in terms

of the Preferential Procurement Policy Framework Act, 2000 (Act )

Regulations 2022.

• 80 points for price
• 20 points for specific goals

Specific goals 80/20 preference Proof of specific goals to be

point system submitted

BB-BEE score of companies Valid Certified copy of BBBEE

• Level 1
• 8 Points certificate. Sworn Affidavit for B-
• Level 2
• 7 Points BBEE qualifying small enterprise or
• Level 3
• 6 Points Exempt Micro Enterprises or CIPC
• Level 4
• 5 Points BBBEE certificate.
• Level 5
• 4 Points
• Level 6
• 3 Points
• Level 7
• 2 Points
• Level 8
• 1 Point
• Non-compliant
• 0 Points

EME and/ or QSE 2 Points Valid Sworn affidavit for B-BBEE

qualifying small enterprise or Exempt

Micro Enterprises or CIPC BBBEE

• The system must have an interface with Internal Audit and Quality Assurance based

5. Stages of evaluation

This quotation will be evaluated in three (3) stages, namely

Stage 1: Administrative Compliance

Stage 2: Mandatory Requirements

Stage 3: Preference Point System

these are compulsory) Evaluation Committee)

have the functionality of Control Self-Assessments & surveys. It must accommodate

Functionality to keep risk oversight function and risk owners aware of a changing risk

functionality to manage, monitor and track risks at all levels including Risk Control Self

Must have functionality to allow the controls to be captured at every level and linked to

5.3 Preference point system

The preferential points to be used will be the 80/20 points system in terms

• 80 points for price
• 20 points for specific goals

Specific goals 80/20 preference Proof of specific goals to be

BB-BEE score of companies Valid Certified copy of BBBEE

• Level 1
• 8 Points certificate. Sworn Affidavit for B
• Level 2
• 7 Points BBEE qualifying small enterprise or
• Level 3
• 6 Points Exempt Micro Enterprises or CIPC
• Level 4
• 5 Points BBBEE certificate.
• Level 5
• 4 Points
• Level 6
• 3 Points
• Level 7
• 2 Points
• Non-compliant
• 0 Points

8. Certificate of independent bid determination MBD 9 Pg. 31 – 34

(i) Bidding documents, viz

• Invitation to bid;
• Tax clearance certificate;
• Pricing schedule(s);
• Filled in task directive/proposal;
• Preference claims for Broad Based Black Economic Empowerment Status Level of

Contribution in terms of the Preferential Procurement Regulations 2022;

• Declaration of interest;
• Declaration of Bidder’s past SCM practices;
• Certificate of Independent Bid Determination;
• Special Conditions of Contract;

(ii) General Conditions of Contract; and

(iii) Other (specify)

3. I confirm that I have satisfied myself as to the correctness and validity of my bid; that the price(s) and

rate(s) quoted cover all the services specified in the bidding documents; that the price(s) and rate(s) cover

all my obligations and I accept that any mistakes regarding price(s) and rate(s) and calculations will be at

my own risk.

that, when bids are considered, reasonable steps are taken to prevent any form of bid-

rigging.

5 In order to give effect to the above, the attached Certificate of Bid Determination (MBD 9)

must be completed and submitted with the bid:

following:

• Controls library to store all controls
• Risk library to store all risks
• Project risks library to store all project risks
• Management action plans to keep all actions raised, including open and closed

actions

• Library for Key Performance Indicators and Key Risk Indicators for monitoring key

risks

• Opportunities register for ranking all opportunities
• The solution must also cater for sub-risks which will be linked to main risks
• Project risk register for ranking all project risks
• Emerging risk register
• Combined assurance for all risks per line (1st, 2nd and 3rd level)
• The system must have an interface with Internal Audit and Quality Assurance based

on the reported results that will automatically feed into Risk Management assurance

without having to repopulate the same data

opportunities published by the City of Tshwane. The portal enables interested bidders to

download bid documents and respond to the bid through online submission at their

convenience before the closing time no later than

confirming they are residing in that area

e) Duly Signed and completed MBD forms (MBD All documents fully completed

1, 4, 5, 8 and 9) The person signing the bid (i.e. no blank spaces), All

documentation must be authorized to sign on documents fully signed by (any

behalf of the bidder. Where the signatory is not director / member / trustee as

a Director / Member / Owner / Shareholder of indicated on the CIPC

the company, an official letter of authorization document, alternatively a

or delegation of authority should be submitted delegation of authority would

with the bid document. be required, Documents

completed in black ink (i.e. no

NB: Bidders must ensure that the directors, “Tippex” corrections, no pencil,

trustees, managers, principal shareholders, no other colour ink, or non-

or stakeholders of this company, declare submission of the MBD

forms, will not be considered) any interest in any other related companies

or business, whether or not they are

bidding for this contract. See Question 3.14

of MBD 4. Failure to declare interest will

result in a disqualification

f) Audited Financial Statements for the most Applicable for tenders above

recent three (3) years or Audited Financial R10m in conjunction with MBD

Statements from date of existence for 5)

companies less than three years old.

NB: The bidder must submit signed audited Are Audited financial

annual financial statements for the most recent statements provided (Audited

three years, or if established for a shorter financials must be signed by

period, submit audited annual financial auditor) Or proof that the

statements from date of establishment. bidder is not required by law to

prepare audited financial

should they use tippex/

correction ink, on the price

schedule.

5.2 Mandatory requirements

NB: Failure to submit a bid with a demonstrable and detailed solution

architecture as part of the bid submission

• Bidder must have a minimum of 10 years or more experience and must

submit at least 3 or more contactable reference letters demonstrating

previous relevant experience. (Letters must be signed and in the

company’s letterhead)

• System Demonstration

It is ideal for scenarios to be seen in a demonstration; therefore, focused

demonstrations must also be of sufficient detail to allow the City of Tshwane

to seriously compare the proposed solutions.

The bidder(s) shall be requested to provide a 45-minute demonstration of the

proposed solution

Company [TICK

Applicable box]

4.6. I, the undersigned, who is duly authorised to do so on behalf of the

company/firm, certify that the points claimed, based on the specific goals as

advised in the tender, qualifies the company/ firm for the preference(s) shown

and I acknowledge that:

i) The information furnished is true and correct;

ii) The preference points claimed are in accordance with the General

Conditions as indicated in paragraph 1 of this form;

iii) In the event of a contract being awarded as a result of points claimed as

shown in paragraphs 1.4 and 4.2, the contractor may be required to

furnish documentary proof to the satisfaction of the organ of state that the

claims are correct;

iv) If the specific goals have been claimed or obtained on a fraudulent basis or

any of the conditions of contract have not been fulfilled, the organ of state

may, in addition to any other remedy it may have –

(a) disqualify the person from the tendering process;

(b) recover costs, losses or damages it has incurred or suffered

as a result of that person’s conduct;

(c) cancel the contract and claim any damages which it has

suffered as a result of having to make less favourable

arrangements due to such cancellation;

(d) recommend that the tenderer or contractor, its shareholders

and directors, or only the shareholders and directors who

acted on a fraudulent basis, be restricted from obtaining

business from any organ of state for a period not exceeding

10 years, after the audi alteram partem (hear the other

side) rule has been applied; and

(e) forward the matter for criminal prosecution, if deemed necessary.

..............................................

Signature(s) of tenderer(s)

Surname and name: ................................................................

Date: ...............................................................

Address: ...............................................................

...............................................................

...............................................................

Mbd 7.2

in the list of returnable documents.

Compulsory Returnable Documentation Submitted Checklist (Guide for

(Submission of (YES or NO) Bidder and the Bid

these are compulsory) Evaluation Committee)

a) To enable The City to verify the bidder’s tax Tax status must be compliant

compliance status, the bidder must provide; before the award.

• Tax compliance status PIN.

or

• Central Supplier Database (CSD)

b) A copy of their Central Supplier Database CSD must be valid.

(CSD) registration; or indicate their Master

Registration Number / CSD Number;

c) Confirmation that the bidding company’s Was a Municipal Account

municipal service charges, rates and taxes Statement, or signed lease

are up to date: Original or copy of Municipal agreement or letter from the

Account Statement of the Bidder (bidding local councillor provided for the

company) not older than 3 months and bidding company? The name

account must not be in arrears for more than and / or addresses of the

ninety (90) days; or ,signed lease agreement bidder’s statement correspond

or In case of bidders located in informal with CIPC document, Address

settlement, rural areas or areas where they on CSD or Company profile?

are not required to pay Rates and Taxes a Are municipal service charges,

letter from the local councillor confirming they rates and taxes up to date (i.e.

are operating in that area not in arrears for more than 90

days?

d) In addition to the above, confirmation that all Was a Municipal Account

the bidding company’s owners / members / Statement, or signed lease

directors / major shareholders municipal agreement or letter from the

service charges, rates and taxes are up to local councillor provided for the

date:

• Original or copy of Municipal Account company’s owners / members /

Statement of all the South African based directors / major shareholders?

owners / members / directors / major Are municipal service charges,

shareholders not older than 3 months and the rates and taxes up to date (i.e.

account/s may not be in arrears for more than not in arrears for more than 90

ninety (90) days; or a signed lease agreement days?

of owners / members / directors / major

shareholders or In case of bidders located in

informal settlement, rural areas or areas

Compulsory Returnable Documentation Submitted Checklist (Guide for

(Submission of (YES or NO) Bidder and the Bid

these are compulsory) Evaluation Committee)

where they are not required to pay Rates and

“competitor” shall include any individual or organization, other than the bidder, whether or

not affiliated with the bidder, who:

(a) has been requested to submit a bid in response to this bid invitation;

(b) could potentially submit a bid in response to this bid invitation, based on

their qualifications, abilities or experience; and

(c) provides the same goods and services as the bidder and/or is in the same

line of business as the bidder

Mbd 9

Unit price

Item material description unit (excl VAT)

NUMBER R c

1 3039601 Core module 1

2 3039602 License fee 1

3 3039603 Implementation fee 1

4 3039604 Annual maintenance and support fees 1

Total excl VAT

VAT

Total incl VAT

Nb: the city reserves the right to increase or decrease the quantities of products or

Services subject to budget availability.

7. Market analysis

The city of Tshwane reserves the right to conduct market analysis. Should the city

exercise this option, where a tenderer offers a price that is deemed not to be viable to

supply goods or services as required, written confirmation will be made with the

tenderer if they will be able to deliver on the price, if a tenderer confirms that they

cannot, the tenderer will be disqualified on the basis of being non-responsive. If they

confirm that they can deliver, a tight contract to mitigate the risk of non-performance

will be entered into with the service provider. Further action on failures by the supplier

to deliver will be handled in terms of the contract including performance warnings and

listing on the database of restricted suppliers.

The city further reserves the right to negotiate a market related price with a tenderer

scoring the highest points. If the tenderer does not agree to a market-related price, the

city reserves the right to negotiate a market-related price with the tenderer scoring the

second highest points, if the tenderer scoring the second highest points does not agree

to a market-related price, negotiate a market-related price with the tenderer scoring

the third highest points. If a market-related price is not agreed, the city reserves the

right to cancel the quotation.

Mbd1

bid on the online platform not later than 10:00 on the 11 June 2026.

Technical enquiries: Lebogang Dichaba at (012) 358 5066 or [email protected]

Supply Chain enquiries: Josia Masenya at (012) 358 0658 or [email protected]

Bids will remain valid for a period of 90 days after the closing date

• Received after the closing date and time will not be considered. CoT does not bind itself to

accept the lowest or any other bid in whole or in part

• Bid documents must be completed using a black pen (not re-typed or scanned)
• Mistakes made on the price schedule must be crossed out in ink and each price alteration

must be initialled.

• Price corrections may not be made with correction fluid, such as Tippex or a similar product.
• If correction fluid was used on any specific item price, such an item will not be considered. No

correction fluid may be used on a bill of quantities where prices are calculated to arrive at a

total amount. If correction fluid was used, the quotation as a whole will be repudiated.

• The Municipality will reject the quotation if corrections are not made in accordance with the

above.

No Details Document . Scope of Work Pg. 5 – 13

2. Pricing Schedule Pg. 14 – 15

3. Invitation to Bids MBD 1 Pg. 16 – 17

4. Declaration of Interest MBD 4 Pg. 18 – 20

5. Preference points claimed form MBD 6.1 Pg. 21 – 26

6. Contract form – Rendering of services MBD 7.2 Pg. 27 – 28

Declaration of Past Supply Chain MBD 8 Pg. 29 – 30

should they fail to attend

compulsory briefing session

i) Pricing schedule (All items must be quoted for Incomplete pricing schedule

in pricing schedule and if not, all items are results in totals being

Compulsory Returnable Documentation Submitted Checklist (Guide for

(Submission of (YES or NO) Bidder and the Bid

these are compulsory) Evaluation Committee)

quoted the bidder will be disqualified). Unless incomparable. Bidder must be

the tender is awarded per item or per section disqualified.

where the bidder only quoted the items or

sections, they are interested in. Bidder will be disqualified

should they make

corrections on the price

schedule without attaching a

signature or initialising

thereto.

• City of Tshwane 4 Points agreement.
• Gauteng 2 Points
• National 1 Point

6. Pricing schedule

4.4 Does the bidder or any of its directors owe any municipal rates and taxes or Yes No

municipal charges to the municipality / municipal entity, or to any other

municipality / municipal entity, that is in arrears for more than three months?

4.4.1 If so, furnish particulars:

4.5 Was any contract between the bidder and the municipality / municipal entity or any Yes No

other organ of state terminated during the past five years on account of failure to

perform on or comply with the contract?

4.7.1 If so, furnish particulars: