Election specialist – 7-Month fixed-term contract for 2026 local government elections support

The Department of Cooperative Governance and Traditional Affairs (KZN COGTA) seeks to appoint a service provider to assist the Chief Directorate: Municipal Governance and Administration in rendering support to the department and municipalities in preparation for the 2026 Local Government Elections (scheduled for 4 November 2026) and processes associated therewith after the announcement of results. Support covers three phases: pre-election activities (setting up oversight structures, multi-stakeholder task teams, ward delimitation), election-day activities, and post-election phase activities. The service provider will facilitate engagements with stakeholders (Municipal Managers, voters, multi-party forums) through workshops and orientations, and provide electoral advisory services.

Closing date: 11 September 2026

Closing time: 11H00

No compulsory briefing session or site visit is mentioned in the document.

SCM / bidding procedure enquiries:

• Contact person: Sandisiwe Ndlovu
• Telephone: 033 260 8197
• Email: [email protected]
• CC: [email protected]

Technical enquiries:

• Contact person: Ms N. P. Ngwenya
• Telephone: 033 355 6311
• Email: [email protected]

Submission address: Room 8, 13th Floor, Natalia Building, 330 Langalibalele Street, Pietermaritzburg

Submission method: Bids must be deposited in the bid box at Room 8, 13th Floor, Natalia Building, 330 Langalibalele Street, Pietermaritzburg, by the closing date and time. Late bids will not be accepted.

All bids must be submitted on the official forms provided (not re-typed) or in the manner prescribed in the bid document.

Returnable forms and documents that must be completed, signed and submitted with the quotation:

• SBD 1 (Invitation to Bid): signed offer cover page with bidder and contact details.
• SBD 4 (Declaration of Interest): discloses whether any director or shareholder is employed by the state or connected to anyone at the department; false declaration disqualifies the bid.
• SBD 6.1 (Preference Points Claim): claims B-BBEE points under the 80/20 preference point system; proof of B-BBEE status (certificate or sworn affidavit for EMEs/QSEs) must be attached to claim points.
• SBD 7.1 (Contract Form – Purchase of Goods/Works): signed by the successful bidder after award.
• Pricing Schedule – Firm Prices (Services): completed in detail, signed by the bidder and a witness; only firm prices accepted, validity period 120 days.
• Authority to Sign / Board Resolution: authorises the named signatory to bind the bidder.
• Proof of CSD registration (CSD number) and valid tax compliance status (SARS TCS PIN or certificate).
• Company experience: reference letters for projects undertaken in municipalities demonstrating minimum 5 years' experience in municipal electoral, governance, demarcation or related advisory services.
• Key personnel: original or certified copies of NQF Level 7+ qualifications in Law, Public Administration, Political Science, Social Sciences or relevant discipline; CV of proposed individual with written references from municipalities or copies of fixed-term contracts demonstrating minimum 5 years' relevant experience in municipal electoral processes, demarcation or related field.

Disqualification risks: any returnable form left unsigned or omitted; bids received after closing time; failure to provide CSD registration, tax compliance status, or B-BBEE verification; bids from persons in the service of the state, companies with directors in the service of the state, or close corporations with members in the service of the state.

Evaluation follows a two-stage process:

Stage 1 – Mandatory compliance: bidders must submit all mandatory returnable documents and meet all mandatory technical requirements stipulated in the Terms of Reference (Section 13). Only quotations meeting all mandatory technical requirements proceed to the next stage.

Stage 2 – Preference points (80/20 system):

• Price: 80 points (allocated using the formula Ps = 80(1 - (Pt - Pmin)/Pmin) where Pt is the tender price and Pmin the lowest acceptable tender).
• Specific Goals: 20 points (the specific goals and evidence required are not defined in the document; Table 1 shows N/A for all columns).

B-BBEE status level verification certificate or sworn affidavit (for EMEs/QSEs) must be submitted to qualify for preference points; failure to submit proof means specific-goal points are not claimed.

Minimum qualifying thresholds:

• Company: minimum 5 years' proven experience in municipal electoral, governance, demarcation or related advisory services; reference letters for projects undertaken in municipalities within the last 3 years required.
• Key personnel: appropriate NQF Level 7 qualification or higher in Law, Public Administration, Political Science, Social Sciences or another relevant discipline; minimum 5 years' relevant experience in municipal electoral processes, demarcation matters or related field; CV and written references required.

All mandatory forms (SBD 1, SBD 4, SBD 6.1, SBD 7.1, Pricing Schedule, Authority to Sign) must be completed and submitted.

Scope of work – the service provider must assist the Chief Directorate: Municipal Governance and Administration in preparation for the 2026 Local Government Elections and post-election processes. Functions include:

• Voter education.
• Conducting capacity-building workshops with Municipal Managers, Senior Managers and Councillors.
• Multi-party engagements.
• Analysis of unregistered voters.
• Providing content to other appointed service providers unfamiliar with local government processes.
• Providing content for video clips to be produced by influencers.
• Developing and implementing a structured stakeholder engagement plan for inclusive participation.
• Coordinating with electoral and municipal institutions to align voter education activities with statutory frameworks and guidelines.
• Maintaining accurate records of all engagements, workshops and outreach activities.
• Facilitating capacity-building sessions for municipal officials and stakeholders involved in voter education and civic engagement.
• Ensuring effective communication and coordination between all implementing partners and service providers.
• Ensuring compliance with all applicable legislation, including electoral laws, municipal governance frameworks and relevant regulations.
• Developing a database or repository of stakeholder and voter engagement activities for institutional memory and future planning.
• Compiling periodic progress reports outlining activities undertaken, challenges experienced and recommendations for improvement.

Deliverables:

• Monthly progress reports.
• Compliance with legislative requirements.
• Meetings with relevant stakeholders.
• Reports on electoral matters, emerging issues and outputs of engagements held.
• Review and documentation of business work processes.
• Portfolio of evidence on transfer of skills to municipal governance staff.
• Exit strategy.
• Comprehensive close-out report together with an operating manual for the next local government elections and ward delimitation processes.

Contract period: 7 months with an option to extend.

Service provider will be based at Wadely House for the duration of the fixed-term contract.

Remuneration: Specialist remunerated in accordance with a Level 11 Deputy Director all-inclusive package.

Minimum competencies and expertise required:

• Excellent communication skills (verbal and written).
• Knowledge of local government.
• Appropriate B Degree.
• Working knowledge at local government or municipal level.
• In-depth understanding of local government legislation.
• Proven knowledge of electoral processes.
• Ability to engage stakeholders at all levels.

Methodology and reporting approach:

• Service provider must provide monthly reports indicating progress against all milestones in the implementation plan.
• A comprehensive close-out report together with an operating manual must be produced to chart the way forward for the next local government elections and ward delimitation processes.
• Develop and implement a structured stakeholder engagement plan to ensure inclusive participation of all relevant role-players.
• Coordinate with electoral and municipal institutions to ensure alignment of voter education activities with statutory frameworks and guidelines.
• Maintain accurate records of all engagements, workshops and outreach activities conducted.
• Ensure effective communication and coordination between all implementing partners and service providers.
• Develop a database or repository of stakeholder and voter engagement activities for institutional memory and future planning.
• Compile periodic progress reports outlining activities undertaken, challenges experienced and recommendations for improvement.

Company experience: minimum 5 years' proven experience in providing municipal electoral, governance, demarcation or related advisory services; proposal must include specific details of projects undertaken within the municipal environment within the last 3 years; reference letters from municipalities required.

Key personnel qualifications: appropriate NQF Level 7 qualification or higher in Law, Public Administration, Political Science, Social Sciences or another relevant discipline; original or certified copies of qualifications required.

Key personnel experience: minimum 5 years' relevant experience in municipal electoral processes, demarcation matters or related field; CV of proposed individual together with written references from municipalities or copies of fixed-term contracts of appointment required.

All specialists must have detailed knowledge of relevant legislation relating to the municipal environment.

Experience with compilation of comprehensive close-out reports including summary of highlights, achievements, challenges encountered, lessons learned and recommendations for future projects.

Pricing Schedule – Firm Prices (Services) must be completed in detail, signed by the bidder and a witness; failure to comply may result in the bid being disregarded.

Only firm prices accepted; non-firm prices (including prices subject to exchange-rate variations) will not be considered.

Validity period: 120 days from closing date.

Quote number: A60380; period: once-off.

Total bid price inclusive of VAT to be stated in figures and words.

Professional fees calculated using compulsory Auditor-General (AG) rates.

Travel, subsistence and disbursements calculated using compulsory Department of Transport (DOT) rates.

Proposal must include allocation rate per skills/resource category.

All applicable taxes include VAT, PAYE, income tax, UIF contributions and skills development levies.

Pricing format: firm prices only (non-firm prices, including prices subject to exchange-rate variations, will not be considered). Pricing Schedule must be completed in detail, signed by the bidder and a witness; validity period 120 days.

Professional fees must be calculated using compulsory Auditor-General rates.

Travel, subsistence and disbursements must use compulsory Department of Transport (DOT) rates.

Proposal must include: professional fees, method of calculation (AG rates), allocation rate per skills/resource category, travel/subsistence/disbursements (DOT rates), and other matters (Memorandum of Agreement).

Payment terms: the purchaser undertakes to make payment within 30 days after receipt of an invoice accompanied by the delivery note (per SBD 7.1 Part 2).

Invoices and original supporting documents must be posted or hand-delivered to KZN CoGTA Office of the Chief Director: Municipal Governance and Administration, Wadely House Building, 5th Floor.

No bid bond, performance guarantee or insurance requirements are stated in the document.

Mandatory compliance requirements:

• Central Supplier Database (CSD) registration: CSD number must be provided (MAAA number).
• Tax compliance: valid SARS Tax Compliance Status (TCS) PIN or printed TCS certificate; where no TCS PIN is available, the CSD number must be provided. Each party in a consortium/joint venture/sub-contractor arrangement must submit a separate TCS certificate/PIN/CSD number.
• B-BBEE: B-BBEE status level verification certificate or sworn affidavit (for EMEs/QSEs) must be submitted to claim preference points; failure to submit means specific-goal points are not claimed.
• No bids accepted from persons in the service of the state, companies with directors in the service of the state, or close corporations with members in the service of the state.
• Company experience: minimum 5 years' proven experience in municipal electoral, governance, demarcation or related advisory services; reference letters for projects undertaken in municipalities within the last 3 years.
• Key personnel qualifications: appropriate NQF Level 7 qualification or higher in Law, Public Administration, Political Science, Social Sciences or another relevant discipline; original or certified copies required.
• Key personnel experience: minimum 5 years' relevant experience in municipal electoral processes, demarcation matters or related field; CV and written references from municipalities or copies of fixed-term contracts required.
• All specialists must have detailed knowledge of relevant legislation relating to the municipal environment.
• Experience with compilation of comprehensive close-out reports including highlights, achievements, challenges, lessons learned and recommendations.

Returnable forms (one line each):

• SBD 1 (Invitation to Bid): signed offer cover page.
• SBD 4 (Declaration of Interest): discloses state employment and connections; false declaration disqualifies.
• SBD 6.1 (Preference Points Claim): claims B-BBEE points under 80/20 system; proof of B-BBEE status required.
• SBD 7.1 (Contract Form – Purchase of Goods/Works): signed by successful bidder after award.
• Pricing Schedule – Firm Prices (Services): completed, signed by bidder and witness; 120-day validity.
• Authority to Sign / Board Resolution: authorises named signatory to bind the bidder.

Contract type: fixed-term contract of employment for 7 months with an option to extend.

Service provider will be based at Wadely House for the duration of the contract.

Service provider performs functions under the direct supervision of the Chief Director: Municipal Governance and Administration or designated nominee.

Accountability: service provider is accountable to the Chief Director: Municipal Governance and Administration.

Monitoring and reporting: monthly progress reports against implementation plan milestones; comprehensive close-out report with operating manual for future elections and ward delimitation.

Deliverables as listed in technicalSpecifications.

Payment terms: payment within 30 days of receipt of invoice and delivery note (per SBD 7.1 Part 2).

General Conditions of Contract (GCC) and any applicable Special Conditions of Contract apply.

Preference points claimed on fraudulent basis or failure to fulfil contract conditions may lead to disqualification, cost recovery, contract cancellation, restriction from public sector business for up to 10 years, and/or criminal prosecution (per SBD 6.1 declaration).