Appointment of a service provider to conduct verification of indigent applicants within msunduzi municipality – once off verification

Closing date: Wednesday, 09 September 2026, at 12h00 (public opening at the same time).

Tender document availability: from 12h00 on Wednesday, 02 September 2026 at the Supply Chain Management Unit Offices, 5th Floor, A.S. Chetty Centre, 333 Church Street, Pietermaritzburg.

Tender briefing meeting: Not applicable.

Site meeting: No site meeting will be held.

Tender briefing meeting: Not applicable. No site meeting will be held.

Technical enquiries: Marlon Hoskins (Budget and Treasury), Tel 033 392 2405, email [email protected].

Procurement enquiries: Sibusile Mhlongo (Supply Chain Management Unit), Tel 033 392 3093, email [email protected].

Head: Supply Chain Management: Mrs D Ndlovu-Gambu, Tel 033 392 3093, Fax 033 392 2532.

Submission address: Msunduzi Municipality's Central Stores, 2 Abattoir Road (off Kershaw Street), Pietermaritzburg, 3201.

Submission method: sealed quotation endorsed on the envelope "QUOTATION No. Q12//27" must be placed in the Tender Box at Msunduzi Municipality's Central Stores, 2 Abattoir Road (off Kershaw Street), Pietermaritzburg, 3201, not later than 12h00 on Wednesday, 09 September 2026. Only quotations placed in the Tender Box will be accepted; no electronic, fax, or late submissions.

Returnable documents (all must be completed, signed, and submitted):

• Tender Form (fully completed and signed by an authorised representative; failure renders bid unresponsive).
• Data Sheet 1 – Invitation to Bid (bidder details, TCS PIN or CSD number).
• Data Sheet 2 – Authority to Sign Document (with certified copy of resolution/articles).
• Data Sheet 3 – Statement of Previous Experience.
• Data Sheet 4 – Schedule of Resources.
• Data Sheet 5 – Declaration of Municipal Fees (electricity, water, rates).
• Data Sheet 6 – Declaration of Interest (MBD 4).
• Data Sheet 7 – Declaration of Bidder's Past Supply Chain Management Practices (MBD 8).
• Data Sheet 8 – Certificate of Independent Bid Determination (MBD 9).
• Annexure A – Alterations by Tenderer (if any).
• Annexure B – Occupational Health and Safety Act compliance.
• Annexure C – Preferential Procurement Policy (for preference points).
• Annexure D – Tax Clearance Certificate.
• Annexure F – CIPC Registration Certificate.
• Annexure G – CSD Registration Report.

Disqualification risks:

• Any required form omitted, unsigned, or not completed in full.
• Corrections made with correction fluid (all corrections must be countersigned).
• Tender not submitted on official forms (re-typing not allowed).
• Failure to attend a compulsory briefing (if applicable – none stated for this tender).
• Prices not including VAT (all prices must be VAT inclusive regardless of VAT status).
• Tender documents must be handwritten or typed and originally signed in pen.

Tender submission checklist: complete tender document in handwriting or typed with corrections counter-signed; arithmetically check amounts; submit all required information; attend compulsory site inspection/tender briefing if applicable; complete and sign all declarations (before Commissioner of Oaths if applicable); complete and sign Tender Form; attach valid Tax Clearance Status Verification Pin; submit CSD Supplier Number and Unique Registration Reference Number. Data sheets to complete: Invitation to Bid, Authority to Sign, Statement of Previous Experience, Schedule of Resources, Declaration of Municipal Fees, Declaration of Interest, Declaration of Bidder's Past SCM Practices, Certificate of Independent Bid Determination. Annexures: A (Alterations), B (OHS Act), C (Preferential Procurement), D (Tax Clearance), F (CIPC Registration), G (CSD Registration).

Two-stage evaluation:

Stage One – Functionality (70 points, minimum qualifying score 50 points / 71.4%):

• Team Leader: Bachelor's degree in finance or accounting with experience in data verification or similar projects. More than 10 years (30 points), 5–10 years (20 points), 1–4 years (10 points). Attach CV with contactable references and copy of qualifications.
• Data Analyst: BSc degree/national diploma in data science or bachelor's degree in statistics with experience in data verification or similar projects. More than 10 years (30 points), 5–10 years (20 points), 1–4 years (10 points). Attach CV with contactable references and copy of qualifications.
• Schedule of timeframes (demonstrated in charts) showing when each deliverable will be achieved: clear/understandable (10 points), submitted but unclear (5 points), no submission (0 points).

Stage Two – 80/20 preference point system (Preferential Procurement Regulations 2022):

• Price: 80 points.
• Specific Goals: 20 points.
• Black Owned Enterprise (BOE): at least 61% South African black ownership and/or more than 61% management control by black people – 10 points. Verification via CSD report.
• Business Enterprise owned by Women: at least 61% owned and controlled by one or more women – 10 points. Verification via CSD report.

Bidders must achieve the minimum functionality threshold to proceed to Stage Two. Preference points require submission of proof (CSD report) – failure results in no preference points.

Scope: Verification of the 2025–2026 Indigent Register (7 271 applicants) within Msunduzi Municipality – once off verification.

Verification tasks:

• Verify all indigent applications submitted to the Municipality.
• Verify applicants against national and provincial databases where legally permissible.
• Validate identity numbers of applicants.
• Verify if applicant is living or deceased.
• Verify if applicants who are directors of companies are doing business with the state.
• Verify indigent applicants who are privately employed and have a salary exceeding R6 108.

Reporting: Produce exception reports indicating discrepancies.

Contract period: Services must be supplied within ten (10) days of receiving an official order.

Place of delivery: Services provided as required by the municipality, delivery at AS Chetty Building.

Mandatory requirement: The company must have completed verification of indigent applicants in three (3) municipalities. Proof of implementation must be submitted as a signed reference letter with contact details. Project completion dates on the reference letter must not be older than seven (7) years.

No deviations from specifications are allowed.

Plumbing South Africa (IOPSA) or any other relevant authority shall be considered for

appointment. In this instance, certified proof of such registration must be submitted

together with the tender for adjudication purposes. Failure to comply with these

conditions will prejudice the tender.

i) Tenderers should propose a detailed implementation plan for the completion of works and

the production of deliverables. The following framework should serve as a rough guide for

the preparation of tenders:

• Background of the Contractor;
• Experience and capacity relevant for the project;
• Overall management of the project in terms of personnel;
• Approach and understanding of the project requirements;
• Implementation plan to achieve the objectives within the required time

frame;

• Phasing of tasks, deliverables and reports for the project; and,

Team Leader experience (Qualifications in finance/ accounting and 30 Points

Relevant Experience)

Data Analyst (Qualifications in Data Science or statistics and Relevant 30 Points

Experience)

Schedule of time frames (Demonstrated in charts - showing when each of 10 points

the deliverables will be achieved)

Total Functionality Points 70 Points

Minimum Threshold (75%) 50 Points

biographic data, educational qualifications and experience.

consortium/joint venture that draws on multiple disciplines, practices and experiences.

The project team leader must possess

• More than 10 years (30 points)

the following minimum qualifications

• 5 to 10 years (20 points)

and experience:

• 1 to 4 years (10 points)

accounting with experience data and a copy of qualifications

verification or similar projects.

• More than 10 years (30 points)

Data analyst: BSC degree/ national

• 5 to 10 years (20 points)

diploma in data science or bachelor’s

• 1 to 4 years (10 points) 30

degree in Statistics with experience in

data verification or similar projects Attach CV with contactable references

and copy qualifications

Clear time frames

• Clear/understandable (10 points)
• Submitted but unclear (5 points)

Schedule of timeframes (Demonstrated

• No submission (0 points) 10

in charts) showing when each of the

deliverable will be achieved.

Total 70

Minimum Qualifying Score: Bidders must achieve at least 50 points out of 70 (71,4%) on

functionality to be considered further.

17.2 Stage Two: Price and Preference Points (Specific goals)

“competitor” shall include any individual or organization, other than the bidder, whether or

not affiliated with the bidder, who:

(a) has been requested to submit a bid in response to this bid invitation;

(b) could potentially submit a bid in response to this bid invitation, based on

their qualifications, abilities or experience; and

(c) provides the same goods and services as the bidder and/or is in the same

line of business as the bidder

Description quantity total cost

Verification of indigent applicants 7 271 applicants

within Msunduzi Municipality – once

off verification, as per the

specification.

TOTAL Excl. VAT

Vat@15%

TOTAL Incl. VAT

Notes:

1. When submitting this quote, regardless of the VAT status of being a VAT or non-VAT

vendor, the price must include VAT.

2. Further to the above, the price shall be deemed to be VAT inclusive regardless of whether

the tenderer is the VAT vendor or not.

Signed on behalf of the tenderer:

Name of Tenderer: ................................................................................................

Name of Signatory: ................................................................................................

Capacity of Signatory..............................................................................................

Signature ................................................... Date............................................

• 17 -

The msunduzi municpality

QUOTATION No. Q12//27

Pro appointment of a service provider to conduct verification of

Indigent applicants within msunduzi municipality – once off verification

Data sheet 1 – invitation to bid

Part a

You are hereby invited to bid for requirements of the (name of municipality/ municipal entity)

Bid number: Q12//27 closing date: 09 september 2026 closing time: 12:00pm

Appointment of a service provider to conduct verification of indigent applicants within msunduzi

Description municipality – once off verification

The successful bidder will be required to fill in and sign a written contract form (mbd7).

Bid response documents may be deposited in the bid box

Situated at (street address

Msunduzi Municipality’s Central Stores

2 Abattoir Road( Off Kershaw Street)

Pietermaritzburg,

3201

(Coordinates -29.6126297;30.3610014)

Supplier information

Name of bidder

Postal address

Street address

Telephone number code number

Cellphone number

Facsimile number code number

E-mail address

VAT registration number

TAX COMPLIANCE STATUS TCS PIN: OR CSD No:

[A B-BBEE STATUS LEVEL VERIFICATION CERTIFICATE/ SWORN AFFIDAVIT (FOR EMES & QSEs) MUST BE SUBMITTED IN

Order to qualify for preference points for b-bbee]

Are you a foreign

Are you the accredited based supplier

REPRESENTATIVE IN SOUTH Yes No FOR THE GOODS Yes No

Africa for the goods /services /works

/Services /works offered? [If yes enclose proof] offered? [If yes, answer part b:3]

Total number of items

Offered total bid price r

Signature of bidder .................................... Date

Capacity under which this

Bid is signed

Bidding procedure enquiries may be directed to: technical information may be directed to:

DEPARTMENT Supply Chain Management CONTACT PERSON Marlon Hoskins

CONTACT PERSON Sibusile Mhlongo TELEPHONE NUMBER 033 392 2405

Telephone number 033 392 3093 facsimile number n/a

FACSIMILE NUMBER N/A E-MAIL ADDRESS [email protected]

E-MAIL ADDRESS [email protected]

• 18 -

Part b

Terms and conditions for bidding

1. Bid submission:

1.1. Bids must be delivered by the stipulated time to the correct address. Late bids will not be accepted for

Consideration.

1.2. All bids must be submitted on the official forms provided– (not to be re-typed) or online

1.3. This bid is subject to the preferential procurement policy framework act and the preferential

Procurement regulations, 2022, the general conditions of contract (gcc) and, if applicable, any other

Special conditions of contract.

2. Tax compliance requirements

2.1 Bidders must ensure compliance with their tax obligations.

2.2 Bidders are required to submit their unique personal identification number (pin) issued by SARS to enable

The organ of state to view the taxpayer’s profile and tax status.

2.3 Application for the tax compliance status (tcs) certificate or pin may also be made via e-filing. In order to

Use this provision, taxpayers will need to register with SARS as e-filers through the website

Www.SARS.GOV.ZA.

2.4 Foreign suppliers must complete the pre-award questionnaire in part b:3.

2.5 Bidders may also submit a printed tcs certificate together with the bid.

2.6 In bids where consortia / joint ventures / sub-contractors are involved, each party must submit a separate

Tcs certificate / pin / csd number.

2.7 Where NO tcs is available but the bidder is registered on the central supplier database (csd), a csd number

Must be provided.

3. Questionnaire to bidding foreign suppliers

3.1. Is the entity a resident of the republic of south africa (RSA)? yes NO

3.2. Does the entity have a branch in the RSA? yes NO

3.3. Does the entity have a permanent establishment in the RSA? yes NO

3.4. Does the entity have any source of income in the RSA? yes NO

3.5. Is the entity liable in the RSA for any form of taxation? Yes NO

If the answer is “NO” to all of the above, then IT is not a requirement to register for a tax compliance status

System pin code from the south african revenue service (SARS) and if not register as per 2.3 Above.

Nb: failure to provide any of the above particulars may render the bid invalid.

NO bids will be considered from persons in the service of the state.

Signature of bidder: ...................................................

Capacity under which this bid is signed: ...................................................

Date: ...................................................

• 19 -

The msunduzi municpality

QUOTATION No. Q12//27

Appointment of a service provider to conduct verification of indigent

Applicants within msunduzi municipality – once off verification

Data sheet 2 - authority to sign document

I/We*, the undersigned, am/are* duly authorised to sign the tender document on behalf of

....................................................................................................................................................

by virtue of the Articles of Association/Resolution of the Board of Directors*, of which a certified

copy is attached, or ....................................................................................................................

Full Name of Signatory: .............................................................................................................

Capacity of Signatory: ................................................................................................................

Signature: .................................................................................................................................

Date: .........................................................................................................................................

Witnesses: -

(1) Full Name: ...............................................................................................................

Signature: ..................................................................Date......................................

(2) Full Name: ...............................................................................................................

Signature: ..................................................................Date......................................

• Delete whichever is inapplicable or complete as indicated if none are applicable.

• 20 -

The msunduzi municipality

QUOTATION No. Q12//27

Appointment of a service provider to conduct verification of indigent

Applicants within msunduzi municipality – once off verification

Data sheet 3 - statement of previous experience

The nomination of works, preferably of a similar nature to the works in this contract and which the

Tenderer has successfully complete.

Please list in full the Employer's name and address, and the name of the professional person

responsible for supervising the works. Where a project has been supervised by a Consultant, the

name and address of the firm should also be listed.

Value of Works

Name of Company Contact Person Contact No. Nature of Works

and Duration

Signature: ____________________________________ date: ____________________

• 21 -

The msunduzi municipality

QUOTATION No. Q12//27

Appointment of a service provider to conduct verification of indigent

Applicants within msunduzi municipality – once off verification

Data sheet 4 - schedule of resources

Tenderers are required to submit details of their management, office and supervisory resources,

training programmes, yard and office facilities, full-time work force including trainees, and plant

and equipment for adjudication purposes.

Signature: ____________________________________ date: ____________________

• 22 -

The msunduzi municipality

QUOTATION No. Q12//27

Appointment of a service provider to conduct verification of indigent

Applicants within msunduzi municipality – once off verification

Data sheet 5 – declaration of municipal fees

I/We do hereby declare that the Municipal Fees of _________________________________

Is/are, as at the date of the tender closing, fully paid up, or arrangements have been concluded

with the Municipality to pay the said Fees:-

Description Account No.

Electricity ___________________________________________

Water ___________________________________________

Rates ___________________________________________

I/We acknowledge that should it be found that the Municipal Fees are not up to date, the Council

may take such remedial action as it required, including termination of contract, and any income

due to the Contractor shall be utilised to offset any monies due to the Council.

Full Name of Signatory...............................................................................................................

Capacity of Signatory.................................................................................................................

I.D. Number................................................................................................................................

Duly Authorised to sign on behalf of: -......................................................................................

Physical Address.......................................................................................................................

...................................................................................................................................................

........................................................................................................................

Signature.....................................................................DATE................................................

• 23 -

The msunduzi municipality

QUOTATION No. Q12//27

Pr appointment of a service provider to conduct verification of

Indigent applicants within msunduzi municipality – once off verification

Data sheet 6 – declaration of interest

1. No bid will be accepted from persons in the service of the state1.

2. Any person, having a kinship with persons in the service of the state, including a blood

relationship, may make an offer or offers in terms of this invitation to bid. In view of possible

allegations of favouritism, should the resulting bid, or part thereof, be awarded to persons

connected with or related to persons in service of the state, it is required that the bidder or

their authorised representative declare their position in relation to the

evaluating/adjudicating authority.

3. In order to give effect to the above, the following questionnaire must be completed

and submitted with the bid.

3.1 Full Name of bidder or his or her representative: .......................................

3.2 Identity Number: .................................................................................

3.3 Position occupied in the Company (director, trustee shareholder2):

..........................................................................................................

3.4 Company Registration Number: ...............................................................

3.5 Tax Reference Number: .........................................................................

3.6 VAT Registration Number: ......................................................................

3.7 The names of all directors / trustees / shareholders’ members, their individual

identity numbers and state employee numbers must be indicated in paragraph 4

below.

3.8 Are you presently in the service of the state? YES / NO

3.8.1 If yes, furnish particulars. ........................................................................

..........................................................................................................

1MSCM Regulations: “in the service of the state” means to be –

(a) a member of –

(i) any municipal council;

(ii) any provincial legislature; or

(iii) the national Assembly or the national Council of provinces;

• 24 -

(b) a member of the board of directors of any municipal entity;

(c) an official of any municipality or municipal entity;

(d) an employee of any national or provincial department, national or provincial public entity or

constitutional institution within the meaning of the Public Finance Management Act, 1999

(Act No.);

(e) a member of the accounting authority of any national or provincial public entity; or

(f) an employee of Parliament or a provincial legislature.

‘’Shareholder” means a person who owns shares in the company and is actively involved in

the management of the company or business and exercises control over the company.

3.9 Have you been in the service of the state for the past twelve months? YES / NO

3.9.1 If yes, furnish particulars ...................................................................

......................................................................................................

3.10 Do you have any relationship (family, friend, other) with persons in the service of the

state and who may be involved with the evaluation and or adjudication of this bid?

Yes / NO

3.10.1If yes, furnish particulars..................................................................

..............................................................................................................

3.11 Are you, aware of any relationship (family, friend, other) between any other bidder

and any persons in the service of the state who may be involved with the evaluation

and or adjudication of this bid? YES / NO

3.11.1 If yes, furnish particulars ..................................................................

..............................................................................................................

3.12 Are any of the company’s directors, trustees, managers, principle shareholders or

stakeholders in service of the state? YES / NO

3.12.1 If yes, furnish particulars .................................................................

.............................................................................................................

3.13 Are any spouse, child or parent of the company’s directors’ trustees, managers,

principle shareholders or stakeholders in service of the state? YES / NO

3.13.1 If yes, furnish particulars ................................................................

.............................................................................................................

3.14 Do you or any of the directors, trustees, managers, principle shareholders, or

stakeholders of this company have any interest in any other related companies or

business whether or not they are bidding for this contract? YES / NO

3.14.1 If yes, furnish particulars...............................................................

• 25 -

.............................................................................................................

4. Full details of Directors / Trustees / Members / Shareholders.

Full Name Identity Number State Employee Number

Certification

I, the undersigned, (name) ..............................................................................

Certify that the information furnished on this declaration form is

Correct.

I accept that the state may act against me should this declaration prove

To be false.

............................................ ............................................

Signature Date

• 26 -

The msunduzi municipality

QUOTATION No. Q12//27

Appointment of a service provider to conduct verification of indigent

Applicants within msunduzi municipality – once off verification

Data sheet 7 – declaration of bidder’s past supply chain management

Practices

1 This Municipal Bidding Document must form part of all bids invited.

2 It serves as a declaration to be used by municipalities and municipal entities in

ensuring that when goods and services are being procured, all reasonable steps are

taken to combat the abuse of the supply chain management system.

3 The bid of any bidder may be rejected if that bidder, or any of its directors have:

a. abused the municipality’s / municipal entity’s supply chain management system or

committed any improper conduct in relation to such system;

b. been convicted for fraud or corruption during the past five years;

c. willfully neglected, reneged on or failed to comply with any government, municipal

or other public sector contract during the past five years; or

d. been listed in the Register for Tender Defaulters in terms of section 29 of the

Prevention and Combating of Corrupt Activities Act (No ).

4 In order to give effect to the above, the following questionnaire must be

completed and submitted with the bid.

Item Question Yes No

4.1 Is the bidder or any of its directors listed on the National Treasury’s Yes No

Database of Restricted Suppliers as companies or persons

prohibited from doing business with the public sector?

(Companies or persons who are listed on this Database were informed

in writing of this restriction by the Accounting Officer/Authority of the

institution that imposed the restriction after the audi alteram partem

rule was applied).

The Database of Restricted Suppliers now resides on the National

Treasury’s website (www.treasury.gov.za) and can be accessed by

clicking on its link at the bottom of the home page.

4.1.1 If so, furnish particulars:

• 27 -

4.2 Is the bidder or any of its directors listed on the Register for Tender Yes No

Defaulters in terms of section 29 of the Prevention and Combating of

Corrupt Activities Act (No )?

The Register for Tender Defaulters can be accessed on the National

Treasury’s website (www.treasury.gov.za) by clicking on its link at

the bottom of the home page.

4.2.1 If so, furnish particulars:

4.3 Was the bidder or any of its directors convicted by a court of law Yes No

(including a court of law outside the Republic of South Africa) for fraud

or corruption during the past five years?

4.3.1 If so, furnish particulars:

4.4 Does the bidder or any of its directors owe any municipal rates and Yes No

taxes or municipal charges to the municipality / municipal entity, or to

any other municipality / municipal entity, that is in arrears for more

than three months?

4.4.1 If so, furnish particulars:

4.5 Was any contract between the bidder and the municipality / municipal Yes No

entity or any other organ of state terminated during the past five years

on account of failure to perform on or comply with the contract?

4.7.1 If so, furnish particulars:

Certification

I, the undersigned (name) ...........................................................................

...........................................................................................................................

Certify That The Information Furnished On This Declaration Form Is Correct.

I Accept That The State May Act Against Me Should This Declaration Prove To Be False.

Signature................................................DATE..............................................

• 28 -

The msunduzi municipality

QUOTATION No. Q12//27

Appointment of a service provider to conduct verification of indigent

Applicants within msunduzi municipality – once off verification

Data sheet 8: certificate of independent bid dertermination

1 This Municipal Bidding Document (MBD) must form part of all bids1 invited.

2 Section 4 (1) (b) (iii) of the Competition Act No. , as amended, prohibits an

agreement between, or concerted practice by, firms, or a decision by an association of

firms, if it is between parties in a horizontal relationship and if it involves collusive bidding

(or bid rigging).2 Collusive bidding is a pe se prohibition meaning that it cannot be justified

under any grounds.

3 Municipal Supply Regulation 38 (1) prescribes that a supply chain management policy

must provide measures for the combating of abuse of the supply chain management

system, and must enable the accounting officer, among others, to:

a. take all reasonable steps to prevent such abuse;

b. reject the bid of any bidder if that bidder or any of its directors has abused the

supply chain management system of the municipality or municipal entity or has

committed any improper conduct in relation to such system; and

c. cancel a contract awarded to a person if the person committed any corrupt or

fraudulent act during the bidding process or the execution of the contract.

4 This MBD serves as a certificate of declaration that would be used by institutions to ensure

that, when bids are considered, reasonable steps are taken to prevent any form of bid-

rigging.

5 In order to give effect to the above, the attached Certificate of Bid Determination (MBD 9)

must be completed and submitted with the bid:

1 Includes price quotations, advertised competitive bids, limited bids and proposals.

2 Bid rigging (or collusive bidding) occurs when businesses, that would otherwise be expected to compete, secretly conspire to raise prices or

lower the quality of goods and / or services for purchasers who wish to acquire goods and / or services through a bidding process. Bid rigging

is, therefore, an agreement between competitors not to competed

• 29 -

Certificate of independent bid determination

I, the undersigned, in submitting the accompanying bid:

(Bid Number and Description)

in response to the invitation for the bid made by:

(Name of Municipality / Municipal Entity)

do hereby make the following statements that I certify to be true and complete in every respect:

I certify, on behalf of:_______________________________________________________that:

(Name of Bidder)

1. I have read and I understand the contents of this Certificate;

2. I understand that the accompanying bid will be disqualified if this Certificate is found not

to be true and complete in every respect;

3. I am authorized by the bidder to sign this Certificate, and to submit the accompanying bid,

on behalf of the bidder;

4. Each person whose signature appears on the accompanying bid has been authorized by

the bidder to determine the terms of, and to sign, the bid, on behalf of the bidder;

5. For the purposes of this Certificate and the accompanying bid, I understand that the word

“competitor” shall include any individual or organization, other than the bidder, whether or

not affiliated with the bidder, who:

(a) has been requested to submit a bid in response to this bid invitation;

(b) could potentially submit a bid in response to this bid invitation, based on

their qualifications, abilities or experience; and

(c) provides the same goods and services as the bidder and/or is in the same

line of business as the bidder

6. The bidder has arrived at the accompanying bid independently from, and without

consultation, communication, agreement or arrangement with any competitor. However

communication between partners in a joint venture or consortium3 will not be construed

as collusive bidding.

• 30 -

distribution of work in order to empower SMME’S and BEE’S. Such distribution may take

place with reference to items, sections as indicated in the price schedule or such other

bases the council may decide.

Applicants within msunduzi municipality – once off verification

Pricing schedule

Electricity ___________________________________________

Water ___________________________________________

Rates ___________________________________________

Treasury’s website (www.treasury.gov.za) by clicking on its link at

the bottom of the home page.

4.2.1 If so, furnish particulars:

4.3 Was the bidder or any of its directors convicted by a court of law Yes No

(including a court of law outside the Republic of South Africa) for fraud

or corruption during the past five years?

4.3.1 If so, furnish particulars:

4.4 Does the bidder or any of its directors owe any municipal rates and Yes No

taxes or municipal charges to the municipality / municipal entity, or to

any other municipality / municipal entity, that is in arrears for more

than three months?

4.4.1 If so, furnish particulars:

4.5 Was any contract between the bidder and the municipality / municipal Yes No

entity or any other organ of state terminated during the past five years

on account of failure to perform on or comply with the contract?

4.7.1 If so, furnish particulars:

Pricing schedule: Verification of indigent applicants – 7 271 applicants, once off verification, as per specification. Provide total cost excluding VAT, VAT at 15%, and total including VAT.

VAT: All prices must include VAT regardless of whether the bidder is a VAT or non-VAT vendor. Prices are deemed VAT inclusive.

Price firm: The price remains firm for the contract period and is not subject to escalation.

Payment: Payment will be made by the Chief Financial Officer within 30 days on receipt of a certificate of payment issued by the Engineer, by cheque drawn on the Council's bankers in Pietermaritzburg. No cash payments.

VAT registration: Where the value of works exceeds R3 000.00 excluding VAT, the bidder must quote the Council's VAT Registration No. (460 010 783 5) on all tax invoices.

Bank account: The bidder must have a bank account in the legal name of the tenderer as indicated on the Tax Clearance Certificate; no payment will be made otherwise.

Penalties: R500.00 per calendar day for late delivery, deducted from monies due.

Insurance: Professional Indemnity insurance required from the successful service provider after award, prior to commencement of work.

CSD registration: Mandatory – bidders must be registered on the Central Supplier Database (CSD) and provide CSD Supplier Number and Unique Registration Reference Number. From 01 July 2016, the municipality will not award any tender to a supplier not registered on CSD.

Tax compliance: Submit a valid Tax Clearance Certificate and Tax Compliance Status Verification Pin issued by SARS. If the certificate expires before award, the bidder will be given seven (7) working days to submit a new one. If already registered on CSD with a valid tax clearance, no hardcopy needed.

CIPC: Submit CIPC Registration Certificate (Annexure F).

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

Declaration of Interest (MBD 4): Disclose any connection to persons in the service of the state; no bids accepted from persons in the service of the state.

Declaration of Bidder's Past SCM Practices (MBD 8): Declare any abuse of SCM system, fraud or corruption convictions, or listing on the Register for Tender Defaulters.

Certificate of Independent Bid Determination (MBD 9): Certify no collusive bidding.

Declaration of Municipal Fees: Declare that municipal fees (electricity, water, rates) are fully paid up or arrangements made.

No CIDB grading or ECB/IOPSA registration required for this service (not construction/electrical/plumbing works).

9.1 Tender form ............................................................................................................ 33

9.2 Annexure “a” – alterations by tenderer ...................................................... 35

9.3 Annexure “b” – occupational health and safety act ............................... 36

9.4 Annexure “c” – preferential procurement policy ................................... 38

9.5 Annexure “d” – tax clearance certificate ................................................... 44

9.6 Annexure “f” – cipc registration certificate ............................................. 45

9.7 Annexure “g” – csd registration report...............................................46

• 2 -

“smaller” but capable organizations, which, while strengthening the proposal, will also

receive some developmental benefit from partnering with larger organizations. In the

event the selected proposal is a consortium/joint venture, the contract will be signed with

the lead organization, which must be identified in the proposal.

• 8 -

j) Proposals are to be formulated using efficiency, effectiveness, economy and sustainability

as a basis.

k) Tenderers shall be required to detail their experience applicable to the works mentioned

herein in Data Sheet 1 – Statement of Previous Experience for adjudication purposes.

l) In the event of late delivery, penalties in the amount of R500.00 per calendar day shall be

levied. Such monies shall be deducted from any monies due to the Contractor or which

shall become due to the Contractor.

m) Service Providers claiming preference points shall be required to complete Annexure “C”

hereto in its entirety and to fully comply with the General Conditions, Definitions and

damages shall be accepted whilst samples are on Council’s premises.

u) The onus rests with the Tenderer to ensure the safekeeping of all property belonging to the

Tenderer whilst working on Council’s sites as no claims for any loss or damages will be

entertained.

v) Unless otherwise specified in these documents, the Tenderer shall state the period within

which the complete delivery of all items described in these tender documents and covered by

this contract is offered. Such period(s) shall form part of the Conditions of Contract and may

be taken into consideration in the adjudication of tenders.

w) If a Tenderer wishes to submit alternative proposals for consideration or wishes to change the

Indigent applicants within msunduzi municipality – once off verification

Data sheet 1 – invitation to bid

Applicants within msunduzi municipality – once off verification

Data sheet 2 - authority to sign document

I/We*, the undersigned, am/are* duly authorised to sign the tender document on behalf of

....................................................................................................................................................

by virtue of the Articles of Association/Resolution of the Board of Directors*, of which a certified

copy is attached, or ....................................................................................................................

Full Name of Signatory: .............................................................................................................

Capacity of Signatory: ................................................................................................................

Signature: .................................................................................................................................

Date: .........................................................................................................................................

Witnesses: -

(1) Full Name: ...............................................................................................................

Signature: ..................................................................Date......................................

(2) Full Name: ...............................................................................................................

Signature: ..................................................................Date......................................

• Delete whichever is inapplicable or complete as indicated if none are applicable.

• 20 -

Applicants within msunduzi municipality – once off verification

Data sheet 3 - statement of previous experience

Applicants within msunduzi municipality – once off verification

Data sheet 4 - schedule of resources

Applicants within msunduzi municipality – once off verification

Data sheet 5 – declaration of municipal fees

I/We do hereby declare that the Municipal Fees of _________________________________

Indigent applicants within msunduzi municipality – once off verification

Data sheet 6 – declaration of interest

1. No bid will be accepted from persons in the service of the state1.

Applicants within msunduzi municipality – once off verification

Data sheet 7 – declaration of bidder’s past supply chain management

1. Contents ..................................................................................................2

2. Tender submission checklist .................................................................3

3. Tender notice ..........................................................................................4

4. Conditions of contract ...............................................................................6

5. Terms and conditions.............................................................................................7

6. Specification...........................................................................................12

7. Pricing schedule....................................................................................17

8. Data sheets 1 - 8

8.1 Invitation to bid document ................................................................................ 19

8.2 Authority to sign document ............................................................................. 21

8.3 Statement of previous experience ................................................................ 22

8.4 Schedule of resources...................................................................................... 23

8.5 Declaration of municipal fees ......................................................................... 24

8.6 Declaration of interest..................................................................................... 25

8.7 Bidders past supply chain management practices .................................. 28

8.8 Certificate of independent bid determination .......................................... 30

c) The prices, rates or percentages quoted in the proposal shall be deemed to include all

costs, including but not limited to materials, plant, labour, patent rights and royalties,

freight, insurance, customs, railage, delivery, etc., unless the Service Provider states

otherwise on Annexure A hereto.

d) “Price” means an amount of money tendered for goods or services and includes all

applicable taxes less unconditional discounts. Section 64 (1) of the VAT Act states that:

document. These include, but are not limited to, the following:

• Declaration of Interest (MBD 4);
• Authority to Sign Document;
• Pricing Schedule (MBD 3.1 / 3.2 / 3.3 as applicable);
• Declaration of Bidder’s Past Supply Chain Management Practices (MBD 8);
• Certificate of Independent Bid Determination (MBD 9); and
• Any other applicable Data Sheets or forms contained within the tender documentation.

indicated on the Tax Clearance Certificate. No payment whatsoever will be made should

the Tenderer fail to comply with this requirement and the Council shall not be held liable

for any loss or damages sustained by the Tenderer in this regard.

• 9 -

o) Where Insurances or any other information as requested for in the tender are required, the

Tenderer shall submit such Insurances and/or information within fourteen (14) days from date

of letter of provisional acceptance. In cases of Insurances, these are to be kept in force for

the full duration of the contract period.

p) Once the requirements of the provisional letter of acceptance have been satisfied, a final letter

of acceptance will be forwarded by the Head: Supply Chain Management to the Tenderer and

the tender, provisional letter of acceptance together with the final letter of acceptance shall

constitute a binding agreement between the Tenderer and the Council.

q) If the Tenderer fails to enter a contract when called upon to do so, then the Council may refuse

to receive or consider for such period as it may think fit, any further tenders from that tenderer.

r) Where awards of contracts are not subject to (p) above, a final letter of acceptance will be

forwarded by the Head: Supply Chain Management to the Tenderer and the tender together

with the final letter of acceptance shall constitute a binding agreement between the Tenderer

and the Council.

s) In the event of a presentation being required, all costs arising from such presentations shall

be borne by the Tenderer.

t) In the event of samples being required, all samples supplied shall be at no extra cost to

state. This will significantly reduce the administrative burden for businesses, especially small

and medium sized enterprises. The database interfaces with the South African Revenue

Service (SARS), the Companies and Intellectual Property Commission (CIPC) and the payroll

• 10 -

system. It will electronically verify a supplier’s tax status and enable public sector officials

doing business with the state to be identified.

12.1 The service provider will guarantee/warranty to offer the services in accordance with the

prescripts of relevant legislation, financial reporting requirements and must be within the

agreed completion date.

12.2 The service providers will further guarantee/warranty to accept and abide by the mode of

payment stipulated or agreed upon by the parties.

may take such remedial action as it required, including termination of contract, and any income

due to the Contractor shall be utilised to offset any monies due to the Council.

Applicants within msunduzi municipality – once off verification

Data sheet 8: certificate of independent bid dertermination

1 This Municipal Bidding Document (MBD) must form part of all bids1 invited.

2 Section 4 (1) (b) (iii) of the Competition Act No. , as amended, prohibits an

agreement between, or concerted practice by, firms, or a decision by an association of

firms, if it is between parties in a horizontal relationship and if it involves collusive bidding

(or bid rigging).2 Collusive bidding is a pe se prohibition meaning that it cannot be justified

under any grounds.

3 Municipal Supply Regulation 38 (1) prescribes that a supply chain management policy

must provide measures for the combating of abuse of the supply chain management

system, and must enable the accounting officer, among others, to:

a. take all reasonable steps to prevent such abuse;

b. reject the bid of any bidder if that bidder or any of its directors has abused the

supply chain management system of the municipality or municipal entity or has

committed any improper conduct in relation to such system; and

c. cancel a contract awarded to a person if the person committed any corrupt or

fraudulent act during the bidding process or the execution of the contract.

that, when bids are considered, reasonable steps are taken to prevent any form of bid-

rigging.

5 In order to give effect to the above, the attached Certificate of Bid Determination (MBD 9)

must be completed and submitted with the bid:

Validity period: 90 days from closing date. Tender documents available from Supply Chain Management Unit Offices, 5th Floor, A.S. Chetty Centre, 333 Church Street, Pietermaritzburg from 12h00 on 02 September 2026. Non-refundable tender fee R265.56 (incl. VAT) per document, cash or EFT only. Documents also downloadable from e-Tender portal. Sealed tenders endorsed 'QUOTATION No. Q12//27' placed in Tender Box at Central Stores, 2 Abattoir Road, Pietermaritzburg, not later than 12h00 on 09 September 2026. Only tenders placed in the box accepted. Council does not bind itself to accept lowest or any quotation, reserves right to accept whole or part. Partial awards may be made. Council may distribute work to empower SMMEs and BEEs.

Mandatory requirements: The company must have completed verification of indigent applicants in three (3) municipalities. Proof of implementation must be submitted in the form of a signed reference letter with contact details. Project completion dates on the reference letter must not be older than seven (7) years. Tenderers must be registered on the Central Supplier Database (CSD). Valid Tax Clearance Certificate and Tax Compliance Status Verification Pin required. All prices must include VAT regardless of VAT status.

The quotation shall be evaluated on a two-stage evaluation system, stage one:

Functionality and Stage Two: 80/20 preference point system in accordance with the

Msunduzi Municipality Supply Chain Management Policy.

• 14 -

17.1 Stage One: Functionality

Maximum Point allocation

Criteria

Points

The project team leader must possess

• More than 10 years (30 points)

the following minimum qualifications

• 5 to 10 years (20 points)

and experience:

• 1 to 4 years (10 points)

Bachelor's degree in finance or Attach CV with contactable references

accounting with experience data and a copy of qualifications

verification or similar projects.

• More than 10 years (30 points)

Data analyst: BSC degree/ national

• 5 to 10 years (20 points)

diploma in data science or bachelor’s

• 1 to 4 years (10 points) 30

degree in Statistics with experience in

data verification or similar projects Attach CV with contactable references

and copy qualifications

Clear time frames

• Clear/understandable (10 points)
• Submitted but unclear (5 points)

Schedule of timeframes (Demonstrated

• No submission (0 points) 10

in charts) showing when each of the

deliverable will be achieved.

Total 70

Minimum Qualifying Score: Bidders must achieve at least 50 points out of 70 (71,4%) on

functionality to be considered further.

17.2 Stage Two: Price and Preference Points (Specific goals)

Preference Point System as prescribed in terms of the Preferential Procurement

Regulations 2022.

Price : 80 points

Specific goals : 20 points

• 15 -

Specific Goals Basis of points allocation Claimable Verification

Points Document

Black Owned Black Owned Enterprise (BOE)” in Full Central Supplier

Enterprise this context refers to a “black-owned Database (CSD)

(BOE)” enterprise” with at least 61% South 10 Points report.

African black ownership and/or

more than 61% management

control by South African black

people

Business A woman-owned business that is a Full Central Supplier

Enterprises continuing, independent, for profit 10 Points Database (CSD)

owned by business which performs a report.

Women commercially useful function, and is

at least fifty-one percent (61%)

owned and controlled by one or

more women; or, in the case of any

publicly owned business, at least

fifty-one percent (61%) of the stock

of which is owned and controlled by

one (1) or more women and whose

management and daily business

operations are under the control of

one (1) or more women.

Total Preference Points (Specific Goals) 20 points

18. Any other important information

18.1 All tenderers must quote according to specifications, no deviations.

• 16 -

The msunduzi municipality

QUOTATION No. Q12//27

Appointment of a service provider to conduct verification of indigent

Applicants within msunduzi municipality – once off verification