Objectives

The primary objective of this tender is to appoint a service provider to implement, manage, and coordinate a 24-hour Whistle Blowing Hotline for Breede Valley Municipality over an 11-month period, from 01 August 2026 to 30 June 2027. The service aims to facilitate the reporting of unlawful, unethical, or irregular conduct within the Municipality, promoting transparency, accountability, and fraud prevention in line with the Municipality’s Fraud Prevention Policy and related frameworks.

Scope

The scope includes:

• Implementation, management, and coordination of the Municipality’s whistleblowing hotline.
• Provision of a secure, web-based Case Management System for effective administration, tracking, and reporting of reports and allegations.
• Handling reports in multiple languages (Afrikaans, English, Xhosa).
• Ensuring compliance with applicable legislation such as POPIA and the Protected Disclosures Act.
• Monthly reporting and analysis of reported cases, including summaries and trend analysis.
• Operational management on the provider’s premises, including confidentiality and security controls.

Technical Requirements

The technical requirements specify that the service provider must:

• Implement and operate a secure, web-based Case Management System that supports case tracking, interaction logging, and report generation.
• Provide a toll-free hotline number (080 348 2600) accessible 24/7.
• Ensure the system complies with the Safeline-EX Standard by the Ethics Institute of South Africa (Ethics SA).
• Maintain confidentiality, data security, and privacy in accordance with legislation.
• Generate monthly reports with case summaries, graphs, and trend analysis.
• Support multiple languages and provide user support and training as needed.
• Ensure the system is capable of exporting reports and data for municipal review.

Skills Requirements

The tender requires the service provider to possess:

• Expertise in implementing and managing secure whistleblowing and case management systems.
• Experience in handling confidential reports and managing sensitive information.
• Knowledge of South African legislation related to privacy, data protection, and whistleblowing (POPIA, Protected Disclosures Act).
• Ability to provide multilingual support (Afrikaans, English, Xhosa).
• Capability to generate detailed reports, including statistical analysis and trend summaries.
• Proven track record of delivering similar services in the public sector or comparable environments.
• Strong communication, confidentiality, and ethical standards.