Tender Summary: Provision of Biometric Attendance Management Software Services

Objectives

The primary objective is to procure a secure and automated biometric attendance management software solution for the Ingonyama Trust Board. The goal is to replace manual or outdated tracking methods with a reliable digital system that ensures accurate, real-time employee attendance recording, reduces administrative overhead, and enforces strict workplace access policies.

Scope of Work

• Supply and provision of biometric attendance management software services for a licensed user capacity of 26 to 50 employees.
• Delivery of an annual software license renewal or subscription valid for twelve (12) months.
• Execution of a comprehensive one-off system setup, initialization, and baseline configuration.
• Implementation and customization of core attendance tracking functionalities aligned with organizational policies.

Technical Requirements

• System Specification: The tender specifies the "ZTKeco" system, noted as five years old. This indicates a requirement for a mature, stable biometric platform with proven reliability, capable of supporting established hardware integrations and legacy workflow compatibility.
• User Licensing: The solution must accommodate between 26 and 50 active users under a single 12-month subscription.
• Core Configuration Parameters: The software must be configured to enforce operational rules, synchronize time zone settings accurately, and implement granular access control protocols.
• Deployment & Initialization: A complete one-time installation, database initialization, and calibration of biometric capture devices/interfaces are mandatory before service commencement.
• Service Period: All software access, updates, and technical support must remain active and uninterrupted for the full twelve-month term.

Skills & Experience Requirements

Although not explicitly itemized in the documentation, successful bidders will be expected to demonstrate:

• Proven experience in deploying and configuring biometric attendance management platforms.
• Technical proficiency in system initialization, database setup, and biometric sensor/hardware calibration.
• Ability to customize operational logic, including time zone synchronization, shift scheduling, and access control rule enforcement.
• Capacity to provide immediate post-installation troubleshooting and ongoing technical support throughout the 12-month service period.

Key Procurement & Compliance Notes

Preference Point System (80/20): Evaluation follows the standard South African preferential procurement framework, awarding 80 points for price competitiveness and 20 points for specific socio-economic goals. Points for specific goals are allocated for achieving 100% black ownership and operating within the Umgungundlovu district.

Compliance Documentation: Bidders must submit a valid Tax Compliance Status (TCS) pin issued by the South African Revenue Service, a Central Supplier Database (CSD) report dated within one month of the closing date, proof of physical business address, and fully completed standard bidding forms. Missing or invalid documentation results in automatic disqualification.

Contractual Terms: The awarded supplier must execute a formal written contract (SBD7). Quotations remain valid for 60 days post-closing, and pricing must cover all setup, licensing, and implementation costs inclusive of applicable taxes.