Payment gateway solution for elms online portal – KZN economic regulatory authority

Quotation Invitation Date: 07/08/2026

Quotation Closing Date: 24/08/2026

Quotation Closing Time: 16:00 PM

SCM Enquiries: Faheem Mahomed ([email protected]) / Nonhlanhla Blose ([email protected]), 033 345 7400 / 031 302 0600

Bidding Procedure Enquiries: Faheem Mahomed, 033 345 2714 / 061 078 8600, [email protected]

Technical Enquiries: Sherwin Charles, 033 345 2714, [email protected]

Submission Email: [email protected], copied to [email protected]

Quotations must be submitted electronically to [email protected] and copied to [email protected]. The quotation must be on the supplier's letterhead and include the Central Supplier Database number. All SBD forms must be completed in full. The B-BBEE certificate or sworn affidavit must be submitted electronically with the quotation. Emails exceeding 20MB are not the responsibility of KZNERA; the bidder must ensure the email is received before the closing date and time. Late submissions will not be considered. Quotations must be valid for 60 working days after the closing date. Prices must be inclusive of all applicable taxes. Returnable forms include SBD 1 (Invitation to Bid), SBD 3.1 (Pricing Schedule – Firm Prices), SBD 4 (Declaration of Interest), SBD 6.1 (Preference Points Claim), SBD 7.1 (Contract Form), and the Authority to Sign form. Failure to provide or comply with any required particulars may render the bid invalid.

The B-BBEE certificate/sworn affidavits must be submitted electronically with all quotations. To claim preference points, the Specific Goals table on SBD 6.1 must be completed and relevant supporting evidence submitted. Supporting evidence for specific goals includes: valid B-BBEE Certificate (SANAS) or valid Sworn Affidavit, Identity Documents, CSD report, or CIPC Documents. It is compulsory for bidders to substantiate specific goals by submitting: (i) Copy of Enterprise Registration Certificate from CIPC, (ii) B-BBEE Certificate or Sworn Affidavit.

The applicable preference point system is the 80/20 system. Points are allocated as follows: Price 80, Specific Goals 20, Total 100. Price points are calculated using the formula Ps = 80(1 - (Pt - Pmin)/Pmin). Specific goals points are awarded based on Table 1: Black Women Ownership 15 points, Youth 5 points. The formula NEP = NOP x (EP/100) is used to calculate points for women/youth equity ownership. Failure to complete the Specific Goals table and submit supporting evidence will result in no preference points being awarded. For evaluation purposes, pricing is based on estimated annual transaction volumes: Debit Card Transactions 33.33% of annual transaction value, Credit Card Transactions 33.33% of annual transaction value, EFT Transactions 33.33% of annual transaction value, Refund Transactions 120, Average Transaction Value R7 200, Estimated Annual Transaction Value R42 000 000. These figures are for evaluation purposes only and do not constitute a guaranteed minimum volume.

The scope of work covers the supply of a fully operational payment gateway solution for integration with the ELMS online portal system. The Terms of Reference detail the following areas:

• Payment Processing Services: core payment gateway functionality, payment channels, payment methods supported, transaction types, transaction lifecycle and exception management, refund governance and approval controls, chargeback management and dispute tracking, merchant account requirements, settlement requirements, settlement configuration requirements, data ownership and governance, and future enhancements.
• Security and Compliance: data protection and encryption, access control and authentication, audit logging and monitoring, fraud prevention and transaction monitoring, and security testing and compliance assurance.
• Reporting Functionality: MIS and operational reporting, three-way reconciliation capabilities, settlement and reporting integration, and data integrity and auditability.
• Service Levels and Support: service availability and SLA requirements, technical support and incident management, escalation management, account management and governance, and monitoring, availability and continuity.
• Training and Documentation: user training, administrator and technical training, and training materials and knowledge transfer.
• Implementation and Project Governance: system integration and deployment, testing and quality assurance, go-live and stabilisation support, and risk, issue and change management.

Deliverables include core platform delivery, merchant account integration support, system integration and configuration, settlement and financial processing, automated reconciliation and financial controls, reporting and MIS deliverables, testing and quality assurance, security and compliance deliverables, training and knowledge transfer, service levels, disaster recovery and business continuity, go-live and stabilisation, maintenance and ongoing support, data ownership, implementation management, and timelines.

Goods supplied must conform to the standards mentioned in the bidding documents and specifications. The supplier must permit the purchaser to inspect the supplier's records relating to performance and have them audited by auditors appointed by the purchaser. All pre-bidding testing is for the account of the bidder. The premises of the bidder or contractor must be open for inspection at all reasonable hours by a representative of the Department. Supplies and services that do not comply with contract requirements may be rejected. Rejected supplies are held at the cost and risk of the supplier, who must remove and substitute them at their own cost. If the supplier fails to provide substitute supplies, the purchaser may purchase them at the supplier's expense.

Pricing must be on a firm price basis. The bidder must provide a fully transparent and comparable pricing model with all costs clearly separated into categories: implementation and setup costs (platform setup and onboarding, integration and API implementation, configuration and customisation, testing and UAT support, data migration if applicable, training and user enablement, project management and implementation services, go-live and stabilisation support); transaction fees, recurring costs, settlement and bank charges, and support fees. All fees and recurring costs must be clearly stated as a percentage, fixed fee, or other costing structure. Hidden or ancillary costs must be disclosed. Any cost not explicitly disclosed but later determined necessary may be deemed included. For evaluation purposes, pricing must be based on estimated annual transaction volumes: Debit Card Transactions 33.33% of annual transaction value, Credit Card Transactions 33.33% of annual transaction value, EFT Transactions 33.33% of annual transaction value, Refund Transactions 120, Average Transaction Value R7 200, Estimated Annual Transaction Value R42 000 000. Total costs for evaluation purposes = Implementation Cost (A) + estimated transaction fees (B) + estimated refund/chargeback fees (C) + Total monthly fees x12 (D) + optional services (E) + support costs (F).

Pricing must be on a firm price basis; non-firm prices (including those subject to exchange rate variations) will not be considered. The bidder must provide a fully transparent and comparable pricing model with all costs clearly separated into categories: implementation and setup costs (platform setup and onboarding, integration and API implementation, configuration and customisation, testing and UAT support, data migration if applicable, training and user enablement, project management and implementation services, go-live and stabilisation support); transaction fees, recurring costs, settlement and bank charges, and support fees. All fees and recurring costs must be clearly stated as a percentage, fixed fee, or other costing structure. Hidden or ancillary costs must be disclosed. Any cost not explicitly disclosed but later determined necessary for full solution implementation and operation may be deemed to be included in the submitted pricing. For evaluation purposes, pricing must be based on the estimated annual transaction volumes provided. Total costs for evaluation purposes = Implementation Cost (A) + estimated transaction fees (B) + estimated refund/chargeback fees (C) + Total monthly fees x12 (D) + optional services (E) + support costs (F). Prices must be inclusive of all applicable taxes. Quotations must be valid for 60 working days after the closing date.

All suppliers must be registered on the National Treasury Central Supplier Database, and the CSD number must be included on the quotation. Bidders must ensure compliance with tax obligations and submit their SARS Tax Compliance Status PIN or a printed TCS certificate; a CSD number may be provided where no TCS PIN is available. In consortia, joint ventures, or subcontracting arrangements, each party must submit a separate TCS certificate/PIN/CSD number. Bids will not be considered from persons in the service of the state, companies with directors who are persons in the service of the state, or close corporations with members who are persons in the service of the state. A valid B-BBEE certificate (SANAS accredited) or sworn affidavit (for EMEs and QSEs) must be submitted to qualify for preference points. The B-BBEE certificate or sworn affidavit must indicate the black ownership percentage, be valid for 12 months from the date signed, and be on the correct template for the Financial Sector. A trust, consortium, or joint venture must submit a consolidated B-BBEE status level certificate. Returnable forms include SBD 4 (Declaration of Interest), SBD 6.1 (Preference Points Claim), SBD 9 (Certificate of Independent Bid Determination), and the Authority to Sign form. Failure to provide or comply with any required particulars may render the bid invalid.

To claim preference points, bidders must submit a valid B-BBEE certificate (SANAS accredited) or a sworn affidavit (for EMEs and QSEs) on the accredited template issued by DTI/CIPC. The certificate or affidavit must indicate the black ownership percentage and be valid for 12 months from the date signed by the commissioner. The sworn affidavit must be signed by the deponent and commissioned by an authorised commissioner of oaths, indicating the date, month, and year on which the annual total revenue is based and the level of black ownership claimed. Bidders must ensure the correct sworn affidavit for the Financial Sector is submitted. A trust, consortium, or joint venture must submit a consolidated B-BBEE status level certificate. Specific goals points are allocated as follows: Black Women Ownership 15 points, Youth 5 points. Supporting evidence includes a copy of the Enterprise Registration Certificate from CIPC, B-BBEE certificate or sworn affidavit, Identity Documents, CSD report, or CIPC documents.

The contract is subject to the General Conditions of Contract (GCC) and any Special Conditions of Contract. The supplier must not disclose contract documents or information without prior written consent. The supplier must indemnify the purchaser against third-party claims of infringement of patent, trademark, or industrial design rights. Performance security must be furnished within 30 days of notification of contract award. The supplier warrants that goods are new, unused, of the most recent models, and free from defects for 12 months after delivery or 18 months after shipment, whichever concludes earlier. Payment shall be made within 30 days after submission of an invoice or claim. Prices shall not vary from quoted prices except as authorised. No variation or modification of contract terms except by written amendment. The supplier shall not assign obligations without prior written consent. Subcontracts must be notified in writing. Delays in performance may incur penalties calculated at the current prime interest rate per day of delay. The purchaser may terminate the contract for default and impose restriction penalties for up to 10 years. The supplier must continue performance to the extent not terminated.

All suppliers must be registered on the National Treasury Central Supplier Database, and the CSD number must be included on the quotation. The quotation must be on the supplier's letterhead. Prices must be inclusive of all applicable taxes. Quotations must be valid for 60 working days after the closing date. Late submissions will not be considered. All SBD forms must be completed in full. KZNERA will not be responsible for emails exceeding 20MB; the bidder must ensure the email is received before the closing date and time.