Appointment of agency to verify indigent subsidy applicant status

Closing date and time: 05 October 2026 at 12:00.

Site inspection: none – there will be no site inspection for this project.

Tender validity period: 90 days after closing date.

There will be no site inspection for this project.

Technical enquiries:

• Contact: Mr M. Mtsolo
• Telephone: 045 931 1011
• Email: [email protected]

Supply Chain Management enquiries:

• Telephone: 045 931 1011
• Email: [email protected]

Bidding procedure enquiries:

• Contact: Ms Yandiswa Tofile
• Department: Finance Department / Supply Chain Management Unit
• Telephone: 045 931 1011
• Fax: 045 931 1361
• Email: [email protected]

Technical information:

• Contact: Mr Y. Nqwena
• Telephone: 045 931 1011
• Fax: 045 931 0000
• Email: [email protected]

Submission address:

15 Maclear Road

Elliot

5460

Submission method: hand delivery only. No faxed, couriered or emailed tenders will be accepted.

Submission address: 15 Maclear Road, Elliot, 5460 (Reception).

Closing time: 05 October 2026 at 12:00 local time.

Envelope must be sealed and endorsed with: Bid No SLM/SCM/20/2026/2027 – Appointment of Agency to Verify the Status of Applicants who Apply for Indigent Subsidy, and the bidder's name and address.

Bids will be opened in public immediately after closing.

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 2 (Tax Clearance): original valid tax clearance certificate or TCS PIN.
• MBD 4 (Declaration of Interest): discloses any connection to persons in the service of the state.
• MBD 6.1 (Preference Points Claim): claims B-BBEE preference points.
• MBD 7 (Contract Form): successful bidder will be required to sign.
• MBD 8 (Past Supply Chain Management Practices): declares past SCM conduct.
• MBD 9 (Certificate of Independent Bid Determination): certifies no collusion.
• Latest full CSD report (not older than 3 months).
• Rates clearance certificate not older than 3 months (or lease agreement if property is leased).
• B-BBEE status level verification certificate or sworn affidavit (for EMEs & QSEs).
• Proof of locality (full CSD report, municipal account statement, or proof of residence).

Disqualification risks:

• Any required document omitted or unsigned.
• Late submission, regardless of reason.
• Bids not on the official forms, or with unauthorised amendments.
• Bids from persons in the service of the state, or from bidders listed on the Register of Tender Defaulters.

Required documents: All municipal rates and taxes paid, rates clearance certificate not older than 3 months, lease agreement if property is leased, latest full CSD Report (not older than 3 months), fully completed and signed bid document (MBD 1 to 9).

Evaluation system: 80/20 preference point system (Preferential Procurement Regulations 2022).

Price: 80 points.

Specific Goals: 20 points.

Pre-qualification (functionality) evaluation is undertaken first; bidders must score a minimum of 70 out of 100 to proceed to financial evaluation.

Functionality scoring (total 100 points):

• Experience on data verification: submit 5 appointment letters/orders with reference letters of similar projects with Metro, District or Local Municipality – 10 points per project, max 50 points.
• Experience and qualifications of key personnel (Project Leader): Bachelor's degree with 10 years' experience = 30 points; National Diploma with 5 years' experience = 20 points; any qualification below and less experience = 0 points.
• Expertise: company accredited with National Credit Regulator (NCR) – 10 points; company complies with POPI Act – 10 points; 0 for non-submission.

Specific Goals allocation:

• Woman Owned Company: 4 points.
• Black Owned Company: 8 points.
• Locality: 8 points (attach full CSD report, statement of municipal account, or proof of residence).

Locality points: within Sakhisizwe Local Municipality = 8 points; within Chris Hani District = 6 points; within Eastern Cape = 4 points; outside Eastern Cape but within South Africa = 2 points; outside South Africa or failure to provide proof = 0 points.

The municipality does not bind itself to accept the lowest or any bid and reserves the right to accept the whole or part of the bid.

The municipality requires a verification agency to verify the status of applicants who apply for indigent subsidy.

Scope of work (for 6,744 applicants):

• Authentication of applicant identity.
• Indication if the applicant is deceased.
• Indication of marital status of the applicant.
• Verification of employment details of the applicant and spouse.
• Estimation of monthly earnings (income) of the applicant and spouse.
• Provision of latest contact details (telephone, cell phone, email) of the applicant.
• Information about the business connections of the applicant.
• Details of properties owned by the applicant.
• Bulk search function (quantity 1).

Deliverables:

• Bulk report in Excel/CSV formats or any other format the municipality may require.
• All data searches must be provided to the municipality in soft copies for all 6,744 applicants.

The verification agency must be able to provide the bulk report in Excel/CSV formats or any other format the municipality may require.

All data searches must be provided to the municipality in soft copies for all 6,744 applicants.

Bidders must submit details of similar projects completed in the past, including description, contract value, name of employer and contactable references.

Key personnel: the Project Leader must hold a Public Administration Degree, Project Management Qualification or Diploma.

• Bachelor's degree with 10 years' experience = 30 points.
• National Diploma with 5 years' experience = 20 points.
• Any qualification below and with less experience = 0 points.

The company must be accredited with the National Credit Regulator (NCR) and comply with the POPI Act (10 points each).

The municipality may inspect the supplier's premises and records at all reasonable hours.

If inspections or tests show non-compliance, the supplier bears the cost and must replace rejected supplies at its own expense.

The supplier must permit the municipality to audit its records relating to contract performance.

No specific quality certifications are required beyond the NCR and POPI compliance noted in the evaluation criteria.

Pricing schedule for verification services (quantities):

• Authentication of applicants identity: 6,744
• Indications if applicant is deceased: 6,744
• Indication of marital status: 6,744
• Verify employment details of applicant and spouse: 6,744
• Provide estimation of monthly earnings: 6,744
• Provide latest contact details: 6,744
• Provide information about business connections: 6,744
• Provide details of properties owned: 6,744
• Bulk search function: 1

Subtotal, 15% VAT, and grand total to be calculated.

VAT must be included in bid rates.

Pricing format: itemised pricing schedule with unit prices and totals for each of the 9 items (8 items at quantity 6,744 each, plus bulk search function at quantity 1).

VAT: bidders must include 15% VAT in their bid rates; subtotal, VAT and grand total to be calculated.

Rates are fixed – no contract adjustment will be allowed during the contract period.

Penalty: if the service provider fails to deliver as specified, the employer may withhold 10% of the invoice amount.

Payment: per GCC, payment within 30 days after submission of a valid invoice.

Performance security: per GCC, the successful bidder must furnish performance security within 30 days of contract award, in the form and amount specified in the SCC (amount not stated in the document).

CSD registration: bidders must be registered on the Central Supplier Database and submit a full CSD report not older than 3 months.

Tax compliance: bidders must be tax compliant and submit a SARS Tax Compliance Status (TCS) PIN or printed TCS certificate. Where no TCS is available, a CSD number must be provided.

Rates clearance: all municipal rates and taxes must be paid where the business has its head or regional office; a rates clearance certificate not older than 3 months must be submitted. If the property is leased, a lease agreement must be submitted.

B-BBEE: a B-BBEE status level verification certificate or sworn affidavit (for EMEs & QSEs) must be submitted to qualify for preference points.

Disqualification: no bids from persons in the service of the state, or from bidders listed on the Register of Tender Defaulters, or who have abused the employer's Supply Chain Management System or failed to perform on previous contracts.

Foreign suppliers: must complete the questionnaire in Part B:3.

Consortia/JVs/subcontractors: each party must submit a separate TCS certificate/PIN/CSD number.

Specific Goals: Woman Owned Company 04 points, Black Owned Company 08 points, Locality 08 points (attach a full CSD report/statement of Municipal account/proof of residence).

Locality points: Within Sakhisizwe Local Municipality 08 points, within Chris Hani District 06 points, within Eastern Cape 04 points, outside Eastern Cape/within South Africa 02 points, outside South Africa or failure to provide proof 0 points.

A B-BBEE status level verification certificate or sworn affidavit (for EMEs & QSEs) must be submitted to qualify for preference points.

No specific health and safety requirements are stated in the tender document.

The General Conditions of Contract for Supply Chain Management apply, read with any special conditions.

The municipality does not bind itself to accept the lowest or any bid and reserves the right to accept the whole or part of the bid.

Penalty: if the service provider fails to deliver as specified, the employer may withhold 10% of the invoice amount.

Rates are fixed – no contract adjustment will be allowed during the contract period.

The service provider must indemnify the municipality against claims for damage to person or property arising from contract execution.

Payment: per GCC, within 30 days after submission of a valid invoice.

Performance security: per GCC, the successful bidder must furnish performance security within 30 days of contract award, in the form and amount specified in the SCC (amount not stated).

The contract is governed by South African law and written in English.

Disputes: parties must attempt amicable resolution; if unresolved after 30 days, mediation may be initiated, then a South African court.

Termination: the municipality may terminate for default, insolvency, or corrupt/fraudulent practices.

Delays: the supplier is liable for penalties calculated at the prime interest rate per day of delay, unless force majeure applies.

The Sakhisizwe Local Municipality is under no obligation to accept any proposal/tender and reserves the right to accept the whole or any part of the proposal/tender.

No proposals/tenders will be considered from persons in the service of the state, the bidder or any of its directors/shareholders that is listed on the Register of Tender Defaulters in terms of the Prevention and Combating of Corrupt Activities Act of 2004 as a person prohibited from doing business with the public sector; the bidder has not abused the Employer's Supply Chain Management System; or failed to perform on any previous contract and has been given a written notice to this effect.

Bidders must note that upon award, the Sakhisizwe Local Municipality's supply chain policy will apply in all tender stages.

The municipality reserves the right to extend the tender period by notice in the press and on the municipality's official website.

Bidders must submit: all municipal rates and taxes paid where the business has its head or regional office, rates clearance certificate not older than 3 months, lease agreement if property is leased, latest full CSD Report (not older than 3 months), fully completed and signed bid document (MBD 1 to 9). Failure to do so will lead to disqualification.

No bids will be considered from persons in the service of the state, or from bidders listed on the Register of Tender Defaulters, or who have abused the Employer's Supply Chain Management System or failed to perform on previous contracts.

Evaluation criteria: 80/20 system - Price=80 points, Specific Goals=20 points. Pre-qualification evaluation will be undertaken; bidders must score a minimum of 70 points to proceed to financial evaluation.

Functionality scoring: Experience on data verification (submit 5 appointment letters/orders with reference letters of similar projects with Metro, District or Local Municipality, 10 points per project, max 50 points); Experience and qualifications of key personnel (Project Leader with Public Administration Degree, Project Management Qualification or Diploma; Bachelor's degree with 10 years' experience = 30 points, National Diploma with 5 years' experience = 20 points, below and less experience = 0 points); Expertise (company accredited with National Credit Regulator (NCR) and complies with POPI Act, 10 points each, 0 for non-submission). Minimum functionality threshold required: 70 points. Total points: 100.