Three-year appointment of a provider for on-demand online Deeds Office, CIPC company and credit searches for Polokwane Municipality. Requires a live, real-time Deeds Office link, per-search pricing, and attendance at a compulsory briefing on 4 November 2026.
Polokwane Municipality has issued a tender (Bid PM29-26/27) to appoint a service provider for a period of three years, starting from the signing of a Service Level Agreement, to supply online deeds, CIPC (Companies and Intellectual Property Commission) and credit search services. The municipality needs these searches to support its responsibilities for issuing clearances, conducting property valuations, processing changes of property ownership, handling account refunds and verifying customer data. Services will be requested as and when required rather than on a fixed volume basis, and the municipality will pay per search according to the prices quoted in the pricing schedule.
The scope of work covers 23 search and verification services. These include Deeds Office property, transfer detail, person, document and title deed copy searches; the Deeds Office tracing system and automated document tracking; sequestration checks; surveyor-general diagrams; property reports; map searches; street address conversion; automated valuations; CIPC company and director reports; contact information searches; Home Affairs ID verification; vehicle ownership searches, including TransUnion vehicle enquiries; credit bureau searches to trace customer contact details for the collections department; VAT number searches; and bank account verification. The special conditions require the bidder to have proven experience in providing online deeds, CIPC and credit searches, to provide a live and real-time link to the Deeds Office, to present all Deeds, CIPC and credit searches on one page, and to be available for queries and consultation on reports. Prices must include all costs, and prices may be escalated annually in line with the Consumer Price Index.
Bidders must note the strict administrative requirements. A compulsory briefing session takes place on Wednesday, 4 November 2026 at 10:00 at the New Peter Mokaba Stadium Complex, and failure to attend will disqualify a bid. Bids close on 26 November 2026 at 10:00 and remain valid for 90 days. Bidders must hold a valid Central Supplier Database (CSD) number and a valid tax compliance status, provide certified ID copies of all directors and shareholders, submit proof of payment of municipal rates and taxes, and complete all mandatory forms (MBD 1, 4, 5, 6.1, 8 and 9). Bids are evaluated in two phases: functionality (out of 100, with a minimum score of 80 to proceed) based on previous experience (40 points), project implementation plan (30 points) and financial standing (30 points), followed by evaluation on price (80 points) and specific goals (20 points) under the 80/20 preference point system. Benefits for the successful provider include a stable three-year contract with a public-sector client and a steady, demand-driven revenue stream.
This tender suits information service providers, data aggregators and technology companies with established access to Deeds Office, CIPC, credit bureau, vehicle enquiry and bank verification systems, and with a track record of delivering online search platforms. Bidders should be able to prove at least one comparable project (ideally six or more) and have a documented implementation plan, financial capacity, a valid CSD number and tax compliance status. Businesses that are 51% or more owned by black people, women, people with disabilities or youth, or that reside within the Polokwane Municipality jurisdiction, can claim additional specific-goal points. Small firms may apply as part of a joint venture, but must meet the same administrative and functionality requirements, including attending the compulsory briefing session. Businesses without this technology, reliable integration capability or the ability to support real-time queries should not apply.
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