Electronic home affairs ID verification services for the national museum, bloemfontein

The National Museum requires a knowledgeable and experienced service provider to run electronic identity verification for programme beneficiaries, checking identity information against Department of Home Affairs records through an authorised data source.

• The service must offer functionality comparable to Windeed Home Affairs ID verification or an equivalent offering.
• The museum is a declared cultural institution established in 1877, governed by a council and falling under the Department of Arts and Culture.
• The service is used electronically by authorised museum officials from its offices or other authorised locations; no physical equipment is delivered.

• Issue date: 03 November 2026
• Closing: 13 November 2026 at 12:00
• Briefing session: none scheduled
• Bid validity: 90 days

Enquiries

• Contact: Mr. G. Dlamini
• Email: [email protected]

Submission

• Method: email
• Email: [email protected]

Service delivery

• The service is accessed and used electronically by authorised National Museum officials; no physical delivery of equipment is required.

Submission

• Method: email
• Submission email: [email protected]
• Closing: 13 November 2026 at 12:00
• No briefing session is held.

Returnable documents (compulsory — omission disqualifies)

• Written reference letters evidencing prior experience in pre-employment vetting services.
• SBD 4 (Declaration of Interest): signed disclosure of any director, shareholder or controlling-interest party employed by the state or connected to the department.
• Proof of office location: a recent rates and taxes account, or a lease agreement where premises are rented.
• CSD supplier report confirming registration on the Central Supplier Database.
• CIPC registration documents confirming an active South African company.
• SARS-issued tax compliance PIN.

Optional

• Valid B-BBEE certificate or completed and signed B-BBEE declaration — not compulsory, but needed to earn preference points.

Disqualification risks

• Any compulsory document omitted, incomplete or unsigned.
• Tax non-compliance: the preferred bidder is allowed at least 7 days to correct its tax status; failure to do so disqualifies the bid automatically.

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

• Price: 80 points
• Specific goals: 20 points
• Total: 100 points

Evaluation stages

1. Pre-screening: verification of compliance with the compulsory requirements. Bidders must pass this stage to be evaluated further.
2. Preference point calculation on price and the specific goals.

Specific goals (20 points under 80/20)

• B-BBEE status: 4 points
• Business based in the Free State: 4 points
• Ownership by youth (at least 51%): 4 points
• Ownership by women (at least 51%): 4 points
• Ownership by people with disabilities (at least 51%): 4 points

B-BBEE status points

• Level 1: 4
• Level 2: 3
• Level 3: 2
• Level 4 and below: 1
• Non-compliant: 0

Ownership points (youth, women, people with disabilities)

• Above 50%: 4
• Above 40%: 3
• Above 25%: 2
• Above 10%: 1

Proof of claim

• Valid proof must be submitted for every criterion claimed.
• Missing or invalid proof does not disqualify the bid but forfeits the points for that criterion.

Service required

• Electronic identity verification of South African identity numbers and associated identity details against Department of Home Affairs records, through an authorised data source or verification channel.
• Functionality comparable to Windeed Home Affairs ID verification or an equivalent service.

Minimum functionality

• Return a clear outcome showing whether the submitted identity details match the records checked, or whether the check is unsuccessful or inconclusive.
• Where the authorised source supports it, confirm relevant identity particulars and status information linked to the identity number.
• Allow the museum to submit identity details and retrieve results electronically, via a secure online platform, portal, system integration or another agreed electronic method.
• Provide an auditable record or report of each verification, showing the date of the check, a reference number and the outcome.
• Make results available to authorised museum officials and process personal information securely in line with applicable data-protection law, including POPIA.
• Supply user guidance and reasonable technical support.
• Disclose any limitations, extra charges, subscription fees, minimum usage requirements, or charges for unsuccessful or inconclusive checks.

Volumes and delivery

• Estimated quantity: 800 verifications, indicative only for quotation evaluation; not a guaranteed purchase quantity or minimum commitment.
• Verifications are requested as and when required and only checks actually performed are paid for, at the quoted rates.
• Place of work: the museum's offices and other authorised locations; access is electronic only.

• The bidder must attach written reference letters demonstrating prior experience in pre-employment vetting services.
• The bidder must be an active company registered in the Republic of South Africa, evidenced by CIPC registration documents.
• Proof of office location is required: a recent rates and taxes account, or a lease agreement where premises are rented.
• Registration on the Central Supplier Database is required, with the CSD supplier report attached.
• Tax compliance is required, evidenced by a SARS-issued tax PIN.
• SBD 4 (Declaration of Interest) must be completed and signed.

• Pricing is submitted on the quotation's pricing table, inclusive of VAT.
• Unit price per identity verification submitted, covering access to the verification service and provision of the outcome or report.
• The bidder must state whether the same rate applies to successful, unsuccessful and inconclusive checks.
• Additional fees — once-off setup, platform access, subscription, monthly, integration, support or other compulsory charges — must be disclosed separately; if there are none, state "Nil".
• A total cost inclusive of VAT must be given.
• The estimated quantity of 800 verifications is indicative for evaluation only and is not a guaranteed purchase quantity.

Pricing format

• Complete the pricing table with all amounts inclusive of VAT.
• Unit price per identity verification submitted, covering access to the verification service and provision of the outcome or report.
• State whether the same rate applies to successful, unsuccessful and inconclusive checks.
• Disclose once-off setup, platform access, subscription, monthly, integration, support or other compulsory fees separately; state "Nil" if there are none.
• Provide a total cost inclusive of VAT.

Volumes and payment

• 800 verifications is an indicative estimate for evaluation purposes only, not a guaranteed quantity or minimum commitment.
• Payment is made for the number of checks actually requested and performed, at the quoted rates.

Bid validity

• Quotations remain valid for 90 days, even where a shorter expiry period is shown on the quote.

Compulsory

• CSD registration, with the CSD supplier report attached.
• Active South African company, with CIPC registration documents attached.
• Tax compliance, with a SARS-issued tax PIN attached.
• Written reference letters showing prior experience in pre-employment vetting services.
• SBD 4 (Declaration of Interest) completed and signed.
• Proof of office location: recent rates and taxes account, or lease agreement if renting.
• Non-compliance with any compulsory requirement disqualifies the bid. Tax non-compliance is the exception: the preferred bidder is given at least 7 days to rectify, and failure to do so disqualifies automatically.

B-bbee

• A valid B-BBEE certificate or a completed and signed B-BBEE declaration is optional, but required to earn preference points.
• Points by level: Level 1 = 4, Level 2 = 3, Level 3 = 2, Level 4 and below = 1, non-compliant = 0.
• Valid proof of claim must accompany each criterion claimed; without it the points are not awarded.

• Quotations remain valid for a minimum of 90 days, even where the quote itself shows a shorter expiry period.
• The 800 verifications are an indicative estimate only; the museum gives no guaranteed volume or minimum commitment.
• Verifications are ordered as and when required and the museum pays only for checks actually requested and performed, at the quoted rates.
• The service is delivered electronically through a secure platform or another agreed electronic channel.

Preference points are awarded under the 80/20 system: 80 points for price and 20 points for specific goals, out of a total of 100.

Specific goals and their weighting (80/20)

• B-BBEE status: 4 points
• Business based in the Free State: 4 points
• Ownership by youth (at least 51%): 4 points
• Ownership by women (at least 51%): 4 points
• Ownership by people with disabilities (at least 51%): 4 points

B-BBEE status scoring

• Level 1: 4 points
• Level 2: 3 points
• Level 3: 2 points
• Level 4 and below: 1 point
• Non-compliant: 0 points

Ownership scoring for youth, women and people with disabilities

• Above 50%: 4 points
• Above 40%: 3 points
• Above 25%: 2 points
• Above 10%: 1 point

Proof of claim

• Valid proof of claim must be submitted for each criterion claimed.
• Failure to submit proof does not disqualify the bid, but no points are awarded for that criterion.

Stages

• Pre-screening against the compulsory requirements must be passed before further evaluation.
• Compliant bids then move to the price and preference point calculation.