Appointment of Service Provider – Indigent Register Management System (3 Years)
Tender No: NLM: FIN 04 [02/2026]
Issued By: Ngwathe Local Municipality
Location: Parys, Free State
Tender Type: Open Tender (Request for Bid)
Contract Period: 3 Years
Closing Date: 31 March 2026 at 12:00
Briefing Session: Not Required
Objective
To appoint a qualified ICT service provider to supply, implement, and maintain a comprehensive Indigent Register Management System that supports:
Indigent vetting and verification
Revenue management integration
Legislative compliance
Accurate and auditable indigent records
Scope of Work
The appointed provider will deliver:
System Provision & Implementation
Full indigent application management system
Installation and setup within 30 days of appointment
Real-time application tracking
Document upload & image linking
Approval workflows and review processes
Verification & Integration
Integration with:
Department of Home Affairs
Credit Bureaus
CIPC
SASSA
Bulk verification capabilities
Third-party screening processes
Smart duplication detection (IDs, ERF, account numbers)
Data export to municipal billing and financial systems
Register & Reporting
Creation of compliant indigent register
Monthly, quarterly, and annual reporting
Financial year management
Historical data management
Audit trail functionality
Support & Maintenance
Ongoing system support for 3 years
User training
Software updates and performance maintenance
Compliance alignment with municipal policies
Technical Requirements
The system must:
Be accessible via computers and smart devices
Provide secure user-role management
Include tracking logs and validation alerts
Integrate seamlessly with financial systems
Support site inspection workflows
Maintain a secure electronic environment
Comply with the POPI Act and relevant municipal legislation
Skills & Experience Requirements
Service providers must demonstrate:
Minimum 5 years’ experience in local government indigent system implementations
At least 2–3 recent municipal references
Proven integration capability with DHA, SASSA, CIPC, and Credit Bureaus
Qualified project leaders registered with:
SAICA
SAIPA
ACCA
Clear methodology including:
System verification processes
Legal ownership proof
Licensing agreements
Capacity to deliver installation within 30 days and maintain performance over 3 years
Enquiries
Contact Person: Mr Serame Phetoane
Telephone: 056-816-2700
Email: phetoanes@ngwathe.co.za
Tender documents are also available on the official South African eTenders portal.
Key Submission Checklist
- Proof of system ownership or licensing rights
- Integration capability documentation
- Professional registration certificates
- Municipal reference letters
- Implementation timeline (30-day setup plan)
- Support & maintenance plan
- POPI compliance declaration