Tender Summary

Objectives

The primary objective is to appoint a qualified service provider to deliver dedicated law enforcement back-office administrative support to the Victor Khanye Local Municipality. The appointment aims to streamline internal operations, improve record-keeping efficiency, and ensure consistent administrative backing for law enforcement activities over a fixed contractual period.

Scope

• Contract Duration: Three (3) years from the date of formal appointment.
• Service Focus: Comprehensive back-office administrative support specifically aligned with law enforcement departmental functions.
• Operational Coverage: Provision of administrative services including document management, scheduling, correspondence processing, data entry, filing systems maintenance, and logistical coordination to support frontline and managerial law enforcement staff.

Detailed task lists, performance metrics, and reporting structures are specified in the official bid documentation.

Technical Requirements

Bidders must satisfy the following mandatory compliance and technical prerequisites:

• Submission of all prescribed Municipal Bid Document (MBD) forms: MBD1, MBD2, MBD4, MBD6.1, MBD8, and MBD9.
• A valid Tax Clearance Certificate confirming good standing with revenue authorities.
• Current municipal account statements for the registered business and all directors/shareholders, issued no earlier than three months prior to the closing date.
• Proof of operational premises, either via a signed lease agreement or title deed.
• Mandatory registration on the Central Supplier Database (CSD).
• All submitted tenders must remain valid for a minimum of ninety (90) working days from the closing date.
• Pricing must be quoted inclusive of value-added tax (VAT).

Additional technical specifications, service level agreements, and quality assurance standards are outlined in the complete tender package.

Skills Requirements

Service providers must demonstrate the following capabilities:

• Proven track record in delivering administrative and back-office support, ideally within municipal or law enforcement contexts.
• Competency in managing confidential, sensitive, or legally protected documentation in compliance with data privacy regulations.
• Proficiency in modern office administration software, digital filing systems, and standard municipal reporting formats.
• Skilled administrative personnel capable of maintaining high accuracy, confidentiality, and turnaround times under pressure.
• Organisational resilience to sustain service delivery consistently across the three-year contract term without degradation in quality.

Key Procurement Terms & Clarifications

• 80/20 Evaluation Criteria: Proposals are scored using an 80-point pricing model and a 20-point targeted goals model. Targeted goals refer to preferential procurement allocations for historically disadvantaged individuals or businesses, as mandated by national preferential procurement legislation.
• MBD Forms: Standardised South African municipal bidding templates used to verify bidder eligibility, financial viability, tax compliance, conflict-of-interest declarations, and commitment to supply chain management policies.
• CSD Registration: A mandatory national supplier registry required for all entities participating in government and municipal procurement processes.
• Non-Refundable Bid Fee: A fixed administrative charge applies for the acquisition of tender documentation.

The municipality reserves the full discretion to accept or reject any tender, in whole or in part, and is not bound to award the contract to the lowest or any specific bidder. Applicants who do not receive feedback within ninety days of the closing date may consider their submission unsuccessful.