RFI: single software platform for events management accreditation solution

• Closing date and time: 14 August 2026 at 11:00.
• Expression of Interest submission deadline: within 21 days from the RFI issue.
• Short-listed bidders will be invited to a Compulsory Briefing Session (date not specified).
• Bid/proposal submission deadline for the RFP phase: within 21 days after the briefing.

• Bidding procedure enquiries: Contact Ms. Nobantu Mogotsi.
• Telephone: +27 (12) 427 4174.
• Email: [email protected].
• Submission address: SSA Headquarters Reception, Musanda Complex, R50 Delmas Road, Rietvlei, Pretoria (Joe Nhlanhla Street 377-JR, Rietvlei, Pretoria).

• Submit your bid by the stipulated closing time; late bids will not be considered.
• Bids must be delivered to the correct address: SSA Headquarters Reception, Musanda Complex, R50 Delmas Road, Rietvlei, Pretoria (Joe Nhlanhla Street 377-JR, Rietvlei, Pretoria).
• Use the official bid forms provided; do not retype them.
• Ensure all required particulars are provided; failure to comply may render the bid invalid.
• Include a signed bid with the bidder's name, capacity (with proof of authority), and date.

Mandatory criteria: Service provider must be a South African company with at least 5 years of proven track record in Forensic Investigation (note: this appears to be a possible error in the document, as it conflicts with the events management focus). Must undergo comprehensive security screening including disclosure of directors' personal details, criminal records, foreign contacts, and financial interests. Must provide audited financial statements, bank credit rating, company registration, B-BBEE compliance proof (certificate or sworn affidavit), and tax compliance (SARS PIN or CSD number). Must score at least 80 out of 100 technical points in the RFI evaluation. Foreign suppliers must complete additional tax questionnaires.

• The solution must be a single software platform for events management accreditation.
• Key modules required: Event Creation and Management, Zone Management, Accreditation Badge Management, Event Invitation/Registration, Accreditation, Attendee Screening/Verification, Access Control and Security, Workflow Management, Report and Dashboard, and User Management.
• The platform must support: multiple concurrent events, offline capabilities, self-hosting and/or cloud-hosting, integration with existing SSA systems (e.g., MS SQL), customizable GUI badge design, multi-factor access control (RFID, QR codes, barcode, biometric), role-based user management, and comprehensive reporting/analytics.
• The process flow covers Pre-Event (event creation, registration, zone setup), Event (accreditation, self check-in, access control), and Post-Event (data upload to master database, historical access) phases.

• Bidders must ensure tax compliance and submit a SARS Tax Compliance Status PIN or CSD number.
• Submit a B-BBEE Status Level Verification Certificate or sworn affidavit (for EMEs and QSEs) to qualify for preference points.
• Foreign suppliers must complete a questionnaire regarding residency, branch presence, permanent establishment, income source, and tax liability in South Africa.
• Additional mandatory requirements for service providers: be a South African company, have at least 5 years proven track record in Forensic Investigation, undergo security screening, and submit documents including company profile, audited financial statements, bank credit rating letter, company registration certificate, and proof of BEE compliance if applicable.