Appointment of Service Provider – Indigent Register Management System (3 Years)
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Tender No: NLM: FIN 04 [02/2026]
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Issued By: Ngwathe Local Municipality
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Location: Parys, Free State
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Tender Type: Open Tender (Request for Bid)
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Contract Period: 3 Years
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Closing Date: 31 March 2026 at 12:00
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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:
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Indigent vetting and verification
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Revenue management integration
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Legislative compliance
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Accurate and auditable indigent records
Scope of Work
The appointed provider will deliver:
System Provision & Implementation
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Full indigent application management system
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Installation and setup within 30 days of appointment
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Real-time application tracking
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Document upload & image linking
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Approval workflows and review processes
Verification & Integration
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Integration with:
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Department of Home Affairs
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Credit Bureaus
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CIPC
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SASSA
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Bulk verification capabilities
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Third-party screening processes
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Smart duplication detection (IDs, ERF, account numbers)
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Data export to municipal billing and financial systems
Register & Reporting
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Creation of compliant indigent register
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Monthly, quarterly, and annual reporting
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Financial year management
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Historical data management
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Audit trail functionality
Support & Maintenance
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Ongoing system support for 3 years
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User training
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Software updates and performance maintenance
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Compliance alignment with municipal policies
Technical Requirements
The system must:
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Be accessible via computers and smart devices
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Provide secure user-role management
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Include tracking logs and validation alerts
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Integrate seamlessly with financial systems
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Support site inspection workflows
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Maintain a secure electronic environment
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Comply with the POPI Act and relevant municipal legislation
Skills & Experience Requirements
Service providers must demonstrate:
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Minimum 5 years’ experience in local government indigent system implementations
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At least 2–3 recent municipal references
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Proven integration capability with DHA, SASSA, CIPC, and Credit Bureaus
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Qualified project leaders registered with:
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SAICA
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SAIPA
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ACCA
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Clear methodology including:
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System verification processes
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Legal ownership proof
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Licensing agreements
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Capacity to deliver installation within 30 days and maintain performance over 3 years
Enquiries
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Contact Person: Mr Serame Phetoane
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Telephone: 056-816-2700
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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