Appointment of a service provider for background verification checks (12 months, as and when required)

Closing date: 12 November 2026 at 16:00.

Advert date: 05 November 2026.

Compulsory briefing session: none (venue, date and time not applicable).

Quotation validity period: 60 days from the closing date.

Supply Chain Management

• Name: Tlangelani Nkuna
• Telephone: 011 688 1925
• Email: [email protected]

End user department

• Name: Nosiphelo Tollie
• Telephone: 011 688 6591
• Email: [email protected]

eTenders portal support

• Telephone: 012 406 9222 / 012 406 9229 / 012 312 5000
• Email: [email protected]

CSD support

• Email: [email protected]

Submission address

• National eTenders portal: https://www.etenders.gov.za/

Service delivery address

• Johannesburg Water SOC Ltd
• Turbine Hall
• 65 Ntemi Piliso Street
• Newtown
• Johannesburg, 2107

Submission method

• Electronic submission via the National eTenders portal (https://www.etenders.gov.za/).
• Locate the RFQ by browsing opportunities for Johannesburg Water or searching the RFQ reference number.
• Log in with CSD credentials; contact [email protected] if login details are forgotten.
• Complete the submission checklist and upload all compulsory documents.
• Portal support: 012 406 9222 / 012 406 9229 / 012 312 5000; [email protected].

Format requirements

• Quotation must be on company letterhead.
• Submit as PDF only; MS Word, MS Excel and picture files are not accepted.
• Total quotation value must include all applicable taxes; failure to do so leads to disqualification.
• Late submissions will not be accepted.

Returnable documents (all compulsory)

• Original valid tax clearance certificate or valid SARS PIN.
• Certified or original valid B-BBEE certificate or sworn affidavit compliant with the B-BBEE Practice Guide; a non-compliant affidavit scores zero.
• Municipal rates and taxes account not older than 90 days and not in arrears for more than 90 days.
• MBD 4 (Declaration of Interest): discloses any state employment or connection to evaluators.
• MBD 8 (Declaration of Bidder's Past Supply Chain Management Practices): declares no abuse of SCM systems, no fraud/corruption convictions in the past five years, no failure on public contracts, and no listing on the Tender Defaulters Register.
• MBD 9 (Certificate of Independent Bid Determination): certifies the bid was independently determined without collusion.
• Proof of CSD registration / MAAA supplier number.
• MBD 6.1 (Preference Points Claim Form): claims specific goals points under the 80/20 system.
• Company registration documents with ID copies of directors/shareholders.
• Joint Venture Agreement, properly signed by all parties, where applicable.

Disqualification risks

• Quotation received after the closing date and time.
• Total quotation value not inclusive of all applicable taxes.
• Missing or unsigned compulsory returnable documents.
• Non-PDF submission or submission not on company letterhead.
• Bidder or directors in the service of the state.
• Bidder blacklisted by National Treasury or any national authority for non-performance.

Preference point system

• 80/20 system applies.
• Price: 80 points.
• Specific goals: 20 points.

Specific goals scoring

• 20 points allocated for a business owned by 51% or more Black people.
• Evidence: valid B-BBEE certificate issued by a SANAS-accredited verification agency, a DTI/CIPC B-BBEE certificate for Exempted Micro Enterprises, or a sworn affidavit.
• Failure to submit the required proof means specific goals points are not claimed.

Evaluation stages

• Administrative compliance check against the compulsory returnable documents.
• Price and specific goals scored on the 80/20 basis.
• No minimum qualifying score for functionality is stated.

Scope

• Appointment of a service provider to conduct background verification checks for Johannesburg Water on an as-and-when-required basis for a period of 12 months.
• No minimum number or value of requests is guaranteed.

Verification services required

• Driver's licence: verify authenticity, licence code, validity and expiry date with the issuing authority.
• Professional Driving Permit (PrDP): verify authenticity, category, validity and expiry date.
• Identity verification: verify identity number and personal particulars against an authorised source.
• Matric or Grade 12: verify qualification, awarding institution or examining body, and year obtained.
• Professional membership or registration: verify membership or registration with the relevant professional body, including category and current status.
• South African tertiary qualifications: verify qualification title, awarding institution and date awarded with the institution or an authorised verification source.
• Qualifications from other African countries: verify authenticity with the relevant institution or authorised verification source.
• Qualifications from countries outside Africa: verify authenticity with the relevant institution or authorised verification source.
• Criminal record checks: fingerprint-based checks through authorised channels, including fingerprint capture arrangements where required.
• Credit checks: employment-related checks only for positions requiring honesty in dealing with cash or finances, supported by written candidate consent and the relevant job description.

Service delivery requirements

• Provide a secure method for submitting requests, consent forms and supporting documents, and for receiving results.
• Specify the documents required for each check.
• Confirm receipt of requests and promptly identify incomplete information.
• State turnaround times in working days from receipt of complete documentation and consent.
• Notify Johannesburg Water of delays, reasons and revised completion dates.
• Provide a designated account manager or contact person for queries and escalations.
• Have capacity to process individual and bulk verification requests.

Verification reports

• Provide a written report for each candidate showing name and request reference, checks requested, completion dates, verification sources or methods, outcomes and discrepancies.
• Identify outstanding or inconclusive checks, reasons and further action required.
• Distinguish inability to verify from a confirmed discrepancy.
• Submit reports securely to authorised Johannesburg Water officials.

Bidder submission requirements

• Company profile demonstrating relevant background verification experience.
• Verification methodology and authorised information sources.
• Evidence of relevant authorisations, registrations, accreditations or access arrangements applicable to the services offered.
• Disclose subcontractors and third-party verification platforms, their roles, and arrangements for confidentiality and quality control; the appointed provider remains accountable for all services delivered.
• Provide three contactable client references for similar services.
• Complete the pricing schedule, including turnaround times for every listed check.

Confidentiality and protection of personal information

• Comply with the Protection of Personal Information Act, 2013 (POPIA) and other applicable requirements.
• Process information only for authorised verification purposes and on Johannesburg Water's documented instructions.
• Confirm that required candidate consent and supporting documents are in place before checks.
• Maintain appropriate security safeguards and restrict access to authorised personnel.
• Notify Johannesburg Water immediately upon discovering suspected unauthorised access to or disclosure of candidate information.
• Enter into a confidentiality and personal information processing agreement before services commence.
• Retain, return or securely destroy information in accordance with applicable requirements and agreed retention arrangements.

Bidders must submit a company profile demonstrating relevant background verification experience, their verification methodology and authorised information sources, and evidence of relevant authorisations, registrations, accreditations or access arrangements applicable to the services offered. Three contactable client references for similar services are required. Subcontractors and third-party verification platforms must be disclosed, including their roles and arrangements for confidentiality and quality control.

Provide a unit rate (excluding VAT) and turnaround time in working days for each of the following 10 items:

1. Driver's licence
2. Professional Driving Permit (PrDP)
3. Identity verification
4. Matric / Grade 12
5. Professional membership / registration
6. Tertiary qualification – South African institution
7. Qualification – other African institution
8. Qualification – institution outside Africa
9. Criminal record check
10. Credit check – qualifying positions only

Institutions include universities, colleges, institutes, qualification authorities, societies, examination councils, qualification boards, associations, quality councils, sectoral education and training authorities, departments of education and schools. Disclose all institution, third-party, fingerprint capture, travel and administration charges, and country-specific rates for foreign qualification checks where applicable. Disclose charges for cancelled, unsuccessful or inconclusive checks. Rates must remain fixed for the appointment period.

Pricing format

• Firm prices only; non-firm prices or prices subject to exchange rate variations will not be considered.
• Provide a separate unit rate (excluding VAT) for each of the 10 verification types in the schedule of rates.
• Identify the charging unit for each verification type (e.g. per identity check, qualification, licence or professional registration).
• State turnaround times in working days for each check.
• Disclose all institution, third-party, fingerprint capture, travel and administration charges.
• Attach country-specific rates for foreign qualification checks where applicable.
• Disclose charges, if any, for cancelled, unsuccessful or inconclusive checks.
• Rates must remain fixed for the 12-month appointment period; no additional charges may be incurred.
• Total quotation value must include all applicable taxes; failure to do so leads to disqualification.
• Quotation validity: 60 days from the closing date.

Bid security and guarantees

• No bid security, performance bond or retention requirement is stated.

Mandatory eligibility

• CSD registration with a valid MAAA supplier number.
• Valid tax clearance certificate or valid SARS PIN.
• No bidder or director in the service of the state.
• No bidder blacklisted by National Treasury or any national authority due to non-performance.
• Municipal rates and taxes account not older than 90 days and not in arrears for more than 90 days.

B-bbee

• Valid B-BBEE certificate issued by a SANAS-accredited verification agency, a DTI/CIPC B-BBEE certificate for Exempted Micro Enterprises, or a sworn affidavit compliant with the B-BBEE Practice Guide.
• 20 preference points are allocated for a business owned by 51% or more Black people.
• A non-compliant affidavit will be scored zero.

Returnable forms (one line each)

• MBD 4: discloses any state employment or connection to evaluators.
• MBD 8: declares past supply chain management practices and confirms no restrictions or fraud/corruption convictions.
• MBD 9: certifies independent bid determination and no collusion.
• MBD 6.1: claims specific goals preference points under the 80/20 system.
• MBD 3.1: firm pricing schedule.

Other requirements

• Company registration documents with ID copies of directors/shareholders.
• Joint Venture Agreement, properly signed by all parties, where applicable.
• POPIA consent form for processing of personal information.

The appointment is for 12 months on an as-and-when-required basis, with no guaranteed minimum number or value of requests. The appointed provider remains accountable for all services delivered, including those by subcontractors or third-party platforms. A confidentiality and personal information processing agreement must be signed before services commence. Information must be retained, returned or securely destroyed in accordance with applicable requirements and agreed retention arrangements. Rates must remain fixed for the appointment period and no additional charges may be incurred.

The 80/20 preference point system applies: 80 points for price and 20 points for specific goals. The specific goal is a business owned by 51% or more Black people, evidenced by a valid B-BBEE certificate from a SANAS-accredited verification agency, a DTI/CIPC B-BBEE certificate for Exempted Micro Enterprises, or a sworn affidavit. Failure to submit the required proof means specific goals points are not claimed. The organ of state may require substantiation of any preference claim before or after adjudication.