Interpreting, translation and editing services tender – professional services (gauteng)

Closing date: 5 November 2026 at 10:00

Compulsory briefing: none (N/A)

Validity period: 90 days after closing date

Technical enquiries:

• Contact: Landela Nyambintsimbi
• Email: [email protected]
• Telephone: (012) 358 4762

Supply Chain enquiries:

• Contact: Josia Masenya
• Email: [email protected]
• Telephone: (012) 358 0658

Submission address (online only): City of Tshwane e-tender portal

Physical address (for reference): Tshwane House, 320 Madiba Street, Pretoria, 0001

Submission method: online via the City of Tshwane e-tender portal. Do not deposit bids in the tender box.

Closing time: 5 November 2026 at 10:00.

Bids must be completed in black ink (not re-typed or scanned). Corrections must be crossed out in ink and initialled; no correction fluid (Tippex) may be used. Use of correction fluid on any item price disqualifies that item; on a bill of quantities it repudiates the whole quotation.

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

• MBD 1 (Invitation to Bid): bidder and contact details, signed as the offer cover page.
• MBD 4 (Declaration of Interest): discloses whether any director or shareholder is employed by the state or connected to anyone at the municipality; failure to declare interest disqualifies the bid.
• MBD 6.1 (Preference Points Claim): claims B-BBEE and specific-goal points under the 80/20 system.
• MBD 7.2 (Contract Form – Rendering of Services): to be signed by the successful bidder.
• MBD 8 (Declaration of Past SCM Practices): declares no abuse of the supply chain system, no fraud/corruption convictions in the past five years, and no outstanding municipal arrears.
• MBD 9 (Certificate of Independent Bid Determination): certifies the price was set independently, with no collusion.
• Company registration certificate.
• Tax clearance certificate or unique PIN.
• B-BBEE certificate (or sworn affidavit for EME/QSE).
• Municipal account statement (rates and taxes) – see compliance requirements.
• CSD summary report.

Disqualification risks:

• Any returnable form omitted, incomplete, or unsigned.
• Signatory not authorised (must be a director/member/owner/shareholder per CIPC, or provide a delegation of authority).
• Incomplete pricing schedule (all items must be quoted).
• Corrections on the price schedule without signature/initials.
• Use of correction fluid on the price schedule.
• Late submission.

Evaluation in three stages:

Stage 1 – Administrative Compliance: all returnable documents present, signed, and completed in black ink; tax status compliant; CSD registration valid; municipal rates and taxes up to date (company and owners/directors); audited financial statements (or proof of exemption); MBD forms signed; pricing schedule fully quoted.

Stage 2 – Mandatory Requirements:

• Bidder experience: at least 2 contactable reference letters on company letterhead demonstrating relevant experience.
• South African official language practitioners: Bachelor's degree in Arts or Social Sciences, or BTech/Diploma in Language Practice, Translation and Editing, or Interpreting (or equivalent), plus at least three years' experience. Attach a CV for each language combination and certified copies of qualifications.
• Foreign language practitioners: relevant qualification (as above) and experience in at least two foreign languages (French and Portuguese). Attach CV and certified qualifications.
• South African Sign Language interpreters: Matric or equivalent, plus at least three years' experience. Attach at least two CVs and certified qualifications.

Stage 3 – Preference Point System (80/20):

• Price: 80 points.
• Specific goals: 20 points.

Specific goals and points:

• B-BBEE level: Level 1 = 8, Level 2 = 7, Level 3 = 6, Level 4 = 5, Level 5 = 4, Level 6 = 3, Level 7 = 2, Level 8 = 1, Non-compliant = 0.
• EME/QSE: 2 points.
• At least 51% women-owned: 2 points.
• At least 51% owned by people with disability: 2 points.
• At least 51% youth-owned: 2 points.
• Local economic participation: City of Tshwane = 4 points, Gauteng = 2 points, National = 1 point.

Proof required for each specific goal claimed; failure to submit proof results in zero points for that goal.

The City reserves the right to conduct market analysis and to negotiate a market-related price with the highest-scoring bidder, then the next, and so on; if no agreement, the quotation may be cancelled.

Scope: Provision of professional simultaneous and consecutive interpreting, translation and editing services for the City of Tshwane for a period of six months, on an as-and-when-required basis.

Language combinations for interpreting (simultaneous and/or consecutive):

• Afrikaans ↔ English
• Sepedi ↔ English
• Setswana ↔ English
• isiZulu ↔ English
• isiNdebele ↔ English
• Xitsonga ↔ English
• Sesotho ↔ English
• isiXhosa ↔ English
• SiSwati ↔ English
• Foreign languages ↔ English
• Any official language ↔ South African Sign Language

Translation and editing languages: Afrikaans, Sepedi, Setswana, English, isiZulu, isiNdebele, Xitsonga, Tshivenda, Siswati, Sesotho, isiXhosa, and foreign languages.

Services required at: monthly Council meetings, formal disciplinary hearings, conferences, workshops, public participation programmes, IDP consultations, and other ad hoc meetings.

Remote (virtual) interpreting capacity required.

Staff requirements:

• Experienced personnel for all three functions (interpreting, translation, editing).
• Interpreters must be on time (preferably 15 minutes early).
• Standby interpreters must be available for emergencies.
• Interpreters must be familiar with simultaneous interpreting equipment.
• Interpreters must know local government subject fields, terminology, and relevant laws.
• An on-site coordinator/manager may be required for simultaneous assignments.
• No meals provided for interpreters (unless arranged with the event organiser); no reimbursement for meals.
• Interpreters may not bring guests to official meetings.

Notice and cancellation:

• Preliminary details of meetings (dates, times, venues, language combinations) will be communicated at least three days in advance.
• Urgent requests may be required at one day's notice.
• Cancellations may also be given at one day's notice; no cancellation fee will be paid.

Pricing must be submitted on the provided pricing schedule, quoting unit rates (excl. VAT) for each item. All items must be quoted; incomplete schedules are disqualified. Items are as listed in the financial requirements section. The City reserves the right to increase or decrease quantities subject to budget availability. The City may conduct market analysis and negotiate market-related prices with the highest-scoring bidder(s).

Pricing schedule – unit rates (excl. VAT) for each item; all items must be quoted. Items:

Interpreting (per hour):

• Simultaneous interpreting – any combination of SA official spoken languages
• Consecutive interpreting – any combination of SA official spoken languages
• Simultaneous interpreting – SA Sign Language and any other SA official language
• Consecutive interpreting – SA Sign Language and any other SA official language
• Simultaneous interpreting – English and any foreign language
• Consecutive interpreting – English and any foreign language
• Interpreting for lip-speaking
• Facilitator for simultaneous interpreting

Translation (per 100 words):

• Any combination of SA official languages
• English and any foreign language

Editing (per 100 words):

• Any SA official language
• Any foreign language

The City reserves the right to increase or decrease quantities subject to budget availability.

Market analysis: The City may assess whether prices are viable; if a bidder cannot confirm delivery at the quoted price, the bid is disqualified. The City may negotiate a market-related price with the highest-scoring bidder, then the next, and so on; if no agreement, the quotation may be cancelled.

Payment terms: The contract form (MBD 7.2) states payment within 30 days after receipt of invoice.

No bid security, bond, or guarantee is specified.

CSD registration: Compulsory – bidders must be registered on the Central Supplier Database and provide a CSD number.

Tax compliance: Must be compliant – provide SARS Tax Compliance Status PIN or CSD number.

Municipal rates and taxes: The bidding company and all its owners/members/directors/major shareholders must have municipal accounts not in arrears for more than 90 days. Provide original or copy of municipal account statement (not older than 3 months), or signed lease agreement, or a letter from the local councillor for informal settlements/rural areas.

B-BBEE: A valid B-BBEE certificate (or sworn affidavit for EME/QSE, or CIPC certificate) is required to claim preference points. Points awarded per level as per evaluation criteria.

Audited financial statements: For the most recent three years (or from date of establishment if less than three years old). If not legally required to prepare audited statements, submit proof of exemption.

Joint Ventures: If bidding as a JV, provide a signed JV agreement and all required documents for each JV party. The JV must continue for the duration of the contract unless prior approval is obtained.

No bids from persons in the service of the state.

MBD 8 declaration: Bidders must declare no abuse of SCM, no fraud/corruption convictions in the past five years, no outstanding municipal arrears, and no terminated contracts due to non-performance in the past five years.

No specific OHS requirements are stated. Interpreters must be familiar with the interpreting equipment used for simultaneous interpreting, and an on-site coordinator may be required. No other health and safety provisions are specified.

The successful bidder will be required to sign a written contract form (MBD 7.2). The contract will incorporate the bidding documents, tax clearance, pricing schedule, preference claims, declarations, and the General Conditions of Contract. The bidder accepts responsibility for the correctness of prices and rates quoted. The contract is subject to the Preferential Procurement Regulations 2022 and the General Conditions of Contract. No specific termination or penalty clauses are stated beyond the standard conditions.

Evaluation is in three stages: Administrative Compliance, Mandatory Requirements, and Preference Point System (80/20). Administrative compliance checks all returnable documents, tax status, CSD, municipal rates, audited financials, and MBD forms. Mandatory requirements include experience reference letters and qualifications for language practitioners. Preference points: 80 for price, 20 for specific goals as detailed in the evaluation criteria section.