Biometric attendance management software services – RFQ ITB/06/08/2026

Closing date: 19 October 2026 at 15:00.

Bidding procedure enquiries:

• Contact: Ms. M Ngubo
• Email: [email protected]
• Telephone: 033 846 9958 / 071 882 9592

Technical enquiries:

• Contact: Mr P Ngema
• Email: [email protected]
• Telephone: 033 846 9963 / 083 636 4743

Submission address:

65 Trelawney Road

Fillan Park

Pietermaritzburg

3201

Submission method: deliver to the ITB offices at 65 Trelawney Road, Fillan Park, Pietermaritzburg, 3201, before the closing time. Late bids will not be considered.

Returnable forms (all must be completed and signed):

• SBD 1 (Invitation to Bid): bidder details and signed offer cover page.
• SBD 3.3 (Pricing Schedule): priced offer, signed by an authorised representative.
• SBD 4 (Bidder's Disclosure): declares any state employment or relationship with the procuring institution; false disclosure disqualifies.
• SBD 6.1 (Preference Points Claim): claims specific-goal points under the 80/20 system.
• SBD 7.1 (Contract Form): signed by the successful bidder at contract award.

Compulsory supporting documents:

• Duly completed quotation document.
• Valid Tax Compliance Status PIN issued by SARS.
• CSD report not older than one month from the closing date.
• Proof of address (utility bill or lease agreement).

Disqualification risks:

• Any compulsory document missing or unsigned.
• Submission after the closing time.
• Bidders who are persons in the service of the state, or companies/close corporations with directors/members in the service of the state.

Preference point system: 80/20.

Maximum points: Price 80, Specific Goals 20, Total 100.

Specific goals (20 points):

• 100% black ownership: 10 points.
• Located within Umgungundlovu: 10 points.

Required proof for specific goals:

• CSD report not older than one month showing ownership details.
• Proof of address (utility bill or lease agreement).

Failure to submit proof for specific goals means no points are claimed for those goals.

System: ZTKeco (5 years old).

Authentication factors: fingerprint, palm and card.

Process: user presents credentials to the reader; system captures biometric/card data, performs verification, and returns verification results.

Operational rules:

• Finger: index or middle finger.
• Palm: held steady at 18–35 cm distance until capture is complete.
• Card: presented within 50 mm of the reader; card number captured and associated with the user profile.

Time zone rules:

• Supports up to 50 time rules.
• Each rule represents up to 10 time zones (7 days + holidays).

Access control rules:

• Prevents unauthorised tailgating.
• Requires check-in/check-out sequence.

Pricing schedule (SBD 3.3) requires a total price for the provision of biometric attendance management software services, including annual licence renewal/subscription for 26–50 users for 12 months and a once-off set-up and initialisation. VAT at 15% must be added if the bidder is a VAT vendor. The offer must be valid for 60 days from the closing date. The price page must be signed by an authorised representative; failure to sign invalidates the bid.

Pricing: fixed price for the service, including annual licence renewal/subscription for 26–50 users for 12 months, plus a once-off set-up and initialisation of the biometric system.

VAT: 15% applies; VAT vendors must provide proof of VAT registration.

Offer validity: 60 days from the closing date of the bid.

Tax compliance: valid Tax Compliance Status PIN from SARS required; a printed TCS certificate or CSD number may be accepted where applicable.

CSD: registration on the Central Supplier Database required; CSD report not older than one month from closing date.

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

State employment: bids from persons in the service of the state, or companies/close corporations with directors/members in the service of the state, will not be considered.

Foreign suppliers: must complete the questionnaire on residency, branch, permanent establishment, source of income, and tax liability in South Africa.

Specific goals for preference points: 100% black ownership (10 points) and located within Umgungundlovu (10 points). Proof required: CSD report not older than one month showing ownership details, and proof of address (utility bill or lease agreement). A B-BBEE certificate or sworn affidavit (for EMEs/QSEs) must be submitted to claim preference points.

The successful bidder must sign a written contract form (SBD 7.1). The contract is subject to the General Conditions of Contract (GCC) and any special conditions. The bidder's offer remains binding for 60 days from the closing date. Fraudulent claims for preference points may lead to disqualification, recovery of costs, contract cancellation, restriction from state business for up to 10 years, or criminal prosecution.

The 80/20 preference point system applies. Maximum points: Price 80, Specific Goals 20, Total 100. Specific goals: 100% black ownership (10 points) and located within Umgungundlovu (10 points). Proof required: CSD report and proof of address. Failure to submit proof means no points for specific goals.