Interpreting, translation & editing services – RFQ in gauteng (6 months)

Closing date: 13 October 2026 at 10:00

Compulsory briefing session: Not applicable (N/A) – no briefing session is scheduled.

Supply Chain enquiries:

• Contact: Josia Masenya
• Telephone: (012) 358 0658
• Email: [email protected]

Technical enquiries:

• Contact: Landela Nyambintsimbi
• Telephone: (012) 358 4762
• Email: [email protected]

Submission address (online only):

City of Tshwane e-tender portal

Tshwane House

320 Madiba Street

Pretoria, 0001

Submission method: online via the City of Tshwane e-tender portal. Do not deposit bids in the tender box.

Closing time: 13 October 2026 at 10:00.

Bids must be completed in black ink (not re-typed or scanned). Corrections must be crossed out and initialled; no correction fluid (Tippex) may be used. If correction fluid is used on any item price, that item is not considered; if used on a bill of quantities, the whole quotation is rejected.

Returnable documents (all must be completed, signed and submitted):

• MBD 1 (Invitation to Bid): bidder and contact details, signed as the offer cover page.
• MBD 4 (Declaration of Interest): discloses any connection to the state or related companies; failure to declare interest disqualifies the bid.
• MBD 6.1 (Preference Points Claim): claims B-BBEE and specific goal points under the 80/20 system.
• MBD 7.2 (Contract Form – Rendering of Services): to be signed by the successful bidder.
• MBD 8 (Declaration of Past SCM Practices): declares any past improper conduct, fraud, or contract failures.
• MBD 9 (Certificate of Independent Bid Determination): certifies the price was set independently.
• Company Registration Certificate.
• Tax Clearance Certificate or Unique PIN (or CSD number).
• B-BBEE Certificate or sworn affidavit (for EME/QSE).
• Rates and Taxes statement (Municipal Account Statement) or lease agreement or councillor's letter.
• CSD summary report.
• Audited financial statements for the most recent three years (or from date of establishment if less than three years old), or proof that the bidder is not required by law to prepare audited statements.
• If bidding as a joint venture: JV agreement signed by all parties, plus all required documents for each JV partner.
• If the signatory is not a director/member/owner/shareholder, an official letter of authorization or delegation of authority.

Disqualification risks:

• Any returnable document omitted, incomplete, or unsigned.
• Late submission (after 10:00 on 13 October 2026).
• Use of correction fluid on the pricing schedule.
• Failure to attend a compulsory briefing session (if applicable).
• Incomplete pricing schedule (all items must be quoted).
• Corrections on the price schedule not initialled.
• Bids from persons in the service of the state.

Evaluation in three stages:

Stage 1: Administrative Compliance – all returnable documents must be present, complete, and signed.

Stage 2: Mandatory Requirements – bidder must meet experience and qualification requirements.

Stage 3: Preference Point System – 80/20 system (80 points for price, 20 points for specific goals).

Specific goals (80/20 system):

• B-BBEE level: Level 1 = 8 points, Level 2 = 7, Level 3 = 6, Level 4 = 5, Level 5 = 4, Level 6 = 3, Level 7 = 2, Level 8 = 1, Non-compliant = 0.
• EME or QSE: 2 points.
• At least 51% women-owned: 2 points.
• At least 51% owned by people with disability: 2 points.
• At least 51% youth-owned: 2 points.
• Local Economic Participation: City of Tshwane = 4 points, Gauteng = 2 points, National = 1 point.

Proof required for each specific goal claimed; failure to submit proof results in zero points for that goal.

The City reserves the right to conduct market analysis and to negotiate a market-related price with the highest-scoring bidder, then the second and third if needed; if no agreement, the quotation may be cancelled.

Scope: Provision of professional simultaneous and consecutive interpreting, translation and editing services for a period of six months, on an as-and-when-required basis.

Language combinations for interpreting (simultaneous and/or consecutive):

• Afrikaans ↔ English
• Sepedi ↔ English
• Setswana ↔ English
• isiZulu ↔ English
• isiNdebele ↔ English
• Xitsonga ↔ English
• Sesotho ↔ English
• isiXhosa ↔ English
• SiSwati ↔ English
• Foreign languages ↔ English
• Any official language ↔ South African Sign Language

Translation and editing languages: Afrikaans, Sepedi, Setswana, English, isiZulu, isiNdebele, Xitsonga, Tshivenda, Siswati, Sesotho, isiXhosa, and foreign languages.

Services required at: monthly Council meetings, formal disciplinary hearings, conferences, workshops, public participation programmes, IDP consultations, and other ad hoc meetings.

Remote (virtual) interpreting capacity is required.

Staff requirements:

• Deploy experienced personnel for all three functions.
• Interpreters must be punctual, preferably 15 minutes early.
• Standby interpreters must be available for emergencies.
• Interpreters must be familiar with simultaneous interpreting equipment.
• Interpreters must familiarise themselves with local government subject fields and terminology.
• An on-site coordinator/manager may be required for simultaneous assignments.
• No meals provided for interpreters; no reimbursement for meals.
• Interpreters may not bring guests to official meetings.

Notice and cancellation:

• Preliminary details of assignments will be communicated at least three days in advance.
• Urgent requests may require one day's notice.
• Cancellations may also be given at one day's notice; no cancellation fee will be paid.

Mandatory requirements:

• Bidder must have experience, evidenced by at least 2 contactable reference letters on company letterhead, signed, demonstrating previous relevant experience.
• South African official spoken language practitioners: Bachelor's degree in Arts or Social Sciences, or BTech/Diploma in Language Practice, Translation and Editing, or Interpreting, or equivalent relevant qualification, and at least three years' experience. Attach a CV for each language combination and certified copies of qualifications.
• Foreign language practitioners (French and Portuguese): Bachelor's degree in Arts or Social Sciences, or BTech/Diploma in Language Practice, Translation and Editing, or Interpreting, or equivalent relevant qualification, with experience in at least two foreign languages. Attach CV and certified copies of qualifications.
• South African Sign Language interpreters: Matric or equivalent qualification and at least three years' experience. Attach at least two CVs and certified copies of qualifications.

Pricing schedule: Fixed unit rates (excl. VAT) for each item, with totals for VAT and total incl. VAT.

Items:

Interpreting (per hour):

• Simultaneous interpreting – any combination of SA official spoken languages
• Consecutive interpreting – any combination of SA official spoken languages
• Simultaneous interpreting – SA Sign Language and any other SA official language
• Consecutive interpreting – SA Sign Language and any other SA official language
• Simultaneous interpreting – English and any foreign language
• Consecutive interpreting – English and any foreign language
• Interpreting for lip-speaking
• Facilitator for simultaneous interpreting

Translation (per 100 words):

• Any combination of SA official languages
• English and any foreign language

Editing (per 100 words):

• Any SA official language
• Any foreign language

The City reserves the right to increase or decrease quantities subject to budget availability.

Market analysis: The City may assess price viability; if a bidder cannot deliver at the quoted price, the bid is disqualified. The City may negotiate a market-related price with the highest-scoring bidder, then the second and third if needed; if no agreement, the quotation may be cancelled.

Bid validity: 90 days after closing date.

Payment terms: Payment within 30 days after receipt of invoice (per MBD 7.2).

CSD registration: Mandatory – bidders must be registered on the Central Supplier Database and provide a CSD number.

Tax compliance: Must be compliant; provide SARS TCS PIN or CSD number. Foreign suppliers must complete the pre-award questionnaire in MBD 1 Part B:3.

Municipal account: The bidding company and its owners/members/directors/major shareholders must provide a Municipal Account Statement (not older than 3 months) showing no arrears exceeding 90 days, or a signed lease agreement, or a letter from the local councillor for informal/rural areas.

B-BBEE: Valid B-BBEE certificate, or sworn affidavit for EME/QSE, or CIPC B-BBEE certificate, required to claim preference points.

Company registration: CIPC registration certificate required.

Audited financial statements: Required for the most recent three years (or from date of establishment if less than three years old), or proof that the bidder is not required by law to prepare audited statements.

Joint ventures: If bidding as a JV, all required documents must be provided for each partner, plus a signed JV agreement; the JV must continue for the duration of the contract unless prior approval is obtained.

No bids from persons in the service of the state.

MBD 8: Bidder must not be listed on the National Treasury's Database of Restricted Suppliers or the Register for Tender Defaulters, and must not have been convicted of fraud or corruption in the past five years.

MBD 9: Certificate of Independent Bid Determination – no collusion or price disclosure.

No specific health and safety requirements are stated beyond general staff provisioning: interpreters must be punctual, standby interpreters available, and interpreters familiar with equipment and subject fields. No meals are provided for interpreters.

Contract form: MBD 7.2 – Rendering of Services, to be signed by the successful bidder. The contract will incorporate the bidding documents, General Conditions of Contract, and any special conditions.

Bid validity: 90 days after closing date.

The City reserves the right to increase or decrease quantities subject to budget availability.

The City may conduct market analysis and negotiate a market-related price; if the highest-scoring bidder does not agree, the City may negotiate with the second and third highest-scoring bidders, and may cancel the quotation if no agreement is reached.

Payment terms: Payment within 30 days after receipt of invoice.

The successful bidder must continue with the same joint venture (if applicable) for the duration of the contract unless prior approval is obtained.