Tender COGTA Tender APPOINTMENT OF A SERVICE PROVIDER TO

Ref #: Description: RENDER PERSONNEL SUITABILITY CHECKS,

Security vetting support, contractor

Screening, and related verification

Services to the department of cooperative

Governance (dcog) for a period of thirty-

Six (36) calendar months

Part a – bid details

1. The Department of Cooperative Governance (hereunder referred to as the Department or

DCOG) invites qualifying service providers to submit proposals for the appointment of a suitably

qualified, experienced, and accredited service provider to deliver electronic Personnel

Suitability Checks (PSC), security vetting support services, contractor screening, and related

verification services through a secure web-based platform for a period of thirty-six (36) calendar

months.

2. The Department is mandated to develop and monitor the implementation of national policy and

legislation on powers and functions aimed at transforming and strengthening key institutions

and mechanisms of governance in national, provincial, and local government to fulfil their

developmental role; develop, promote and monitor mechanisms, systems and structures to

enable integrated service delivery and implementation within government; and promote

sustainable development by providing support to and exercising oversight of provincial and

local government.

Part b –administrative requirements

1. Bid documents

Only bids that comply with all administrative requirements will be evaluated further onto the

Mandatory Requirement stage. Failure to submit the documents listed below will render your

bid as disqualified. With the exception of the SBD 6.1 (Failure to claim points will not lead to

disqualification but forfeit your points).

SCM administrative compliance

Criteria Yes /

No

1.1 Supplier is registered on the National Treasury Central Suppliers Database

(CSD) on or before the bid closing date.

1.2 SBD 1 Fully completed signed and submitted.

1.3 SBD 3.2 Fully completed signed and submitted.

1.4 SBD 4 Fully completed signed submitted.

1.5 SBD 6.1 Fully completed signed submitted.

2. Verification of information provided

No bids will be considered from:

1. Individuals in the service of the State.
2. Organisations with directors (whether remunerated or not) in the service of the State.

This clause does not apply to bidders that are government departments/entities.

NB: The Department may request the bidder to provide information to engage banks,

credit rating agencies and the relevant institutions to obtain information on credit

records, criminal records, and pending court cases.

3. Mandatory requirements

Failure to submit the documents listed below will render your bid disqualified.

Mandatory Requirement

Criteria Yes / No

3.1 Summary of Bidder Experience (Annexure A) must be fully completed and

attached.

3.2 Key Account Manager CV and qualifications (Annexure B) must be fully

completed and attached.

Technical Team CVs and qualifications must be attached.

3.3

3.4 Proof of registration with the National Credit Regulator as a Credit Bureau

(Certificate must be attached).

3.5 Reference letters on client's letterhead indicating the number of years of

experience rendering personnel suitability checks. Letters must be signed,

contain contact details, type of service, start and end date, and total number

of clients serviced.

3.6 The company profile and proposal must be attached.

3.7 Pricing information (Cost Breakdown – Annexure C) must be fully completed

and attached.

3.8 Proof of a web-based software solution

N/B: Only bids that comply with the administrative and mandatory requirements will be

evaluated further onto the functional evaluation stage 1.

Part c – detailed requirements

1. Introduction and background

The Department is therefore committed to implementing effective Personnel Suitability Checks

(PSC), Security Vetting Support Services, Contractor Screening and related verification processes

that comply with applicable legislation, public service directives and information security

requirements.

As part of its Corporate Services function, DCOG conducts personnel suitability assessments

before appointments are finalised and before service providers are appointed to render services to

the Department. These verification activities are undertaken primarily by:

• Directorate: Human Resource Administration (Recruitment and Selection)
• Directorate: Facilities and Security Management (Vetting Fieldwork Unit)

The Recruitment and Selection Unit is responsible for verifying the authenticity of qualifications,

criminal history, identity, citizenship, financial records, professional memberships and other

employment-related information for prospective employees.

The Vetting Fieldwork Unit is responsible for conducting security vetting investigations, personnel

screening and screening of companies, contractors and service providers to determine their

suitability to conduct business with the Department.

2. Problem Statement

The Department currently requires a secure, integrated and technologically advanced verification

solution capable of supporting multiple business units through a single web-based platform. The

Department is seeking to appoint a suitably qualified, experienced and accredited service provider

to deliver electronic Personnel Suitability Checks (PSC), security vetting support services,

contractor screening, and related verification services.

The proposed solution must provide:

• Secure electronic submission of verification requests;
• Automated workflow management;
• Real-time status tracking;
• Secure document management;
• Dashboard reporting;
• Audit trail functionality;
• Management reporting;
• Secure storage and retrieval of verification reports.

The successful service provider demonstrates the operational capacity, technical capability and

industry accreditation necessary to provide these services throughout the duration of the contract.

3. Detailed Scope of the assignment

The appointed service provider shall provide an end-to-end electronic verification solution

supporting the Recruitment and Selection Unit, the Vetting Fieldwork Unit and other authorised

users within the Department. The solution shall enable authorised users to submit, monitor,

manage and receive verification requests electronically through a secure web-based platform.

3.1 Recruitment Verification Services

The service provider will provide the following verification services for all prospective employees:

• Criminal Record Verification (fingerprint-based)
• Citizenship Verification
• Permanent Residence Verification
• Credit Record Verification
• Professional Membership Verification
• Driver's Licence Verification

3.2 Vetting Unit Services

The service provider should support the Vetting Fieldwork Unit by providing:

• Criminal Record Verification
• Financial Record Checks
• Citizenship Verification
• Travel History Information (where legally permissible)
• Qualification Verification
• Professional Membership Verification
• Driver's Licence Verification
• Company Registration Verification
• Company Criminal & Regulatory Record
• Company employees directly/indirectly involved in rendering services to the department
• CIPC Verification
• Director Verification
• Shareholding Verification
• Ultimate Beneficial Ownership Verification
• SARS Tax Compliance Verification
• Business Credit Reports
• Business Financial Health Assessment
• Tender Defaulter Register Checks
• Restricted Supplier Database Checks
• Litigation History Searches
• Business Rescue Status
• Liquidation Status
• Regulatory Compliance Verification

4. Technical and Functional Requirements

The appointed service provider shall provide a secure, reliable, web-based verification solution

that enables authorised DCOG officials to initiate, manage, monitor and retrieve verification

requests and reports electronically. The solution should be fully operational throughout the

contract period and accessible through standard internet browsers without requiring

specialised software installation on DCOG workstations.

4.1 The proposed solution shall:

• Be cloud-based or web-enabled with secure encrypted connectivity.
• Support concurrent access by multiple authorised users.
• Be accessible 24 hours per day, seven days per week, excluding scheduled

maintenance periods.

• Operate through secure HTTPS protocols.
• Maintain high availability with a minimum system uptime of 99%.
• Provide automatic backup and disaster recovery capability

4.2 The solution should provide Role-Based Access Control (RBAC) allowing DCOG to

assign different access rights based on organisational responsibilities. Each user shall

only have access to information relevant to their official responsibilities.

4.3 The system should include integrated reporting functionality capable of generating:

Standard Reports, Monthly reports, Quarterly reports, Annual reports, Operational

Reports, Dashboard and be able to filter.

4.4 The system shall allow authorised users to export reports in multiple formats including

Microsoft Excel, CSV, PDF and Microsoft Word.

4.5 The service provider should provide and maintain functionality that supports fingerprint-

based criminal record verification.

4.6 Security Requirements: The solution shall incorporate industry best-practice information

security controls, including:

• Multi-factor authentication
• Password complexity requirements
• Account lockout controls
• Encryption of stored data
• User session time-outs
• Secure audit logs
• Disaster recovery capability
• Business continuity arrangements

4.7 Technical Support: The successful service provider shall provide:

• Helpdesk support during normal business hours.
• Emergency support for critical system failures.
• Software updates.
• System maintenance.
• User support.
• Incident management.

4.8 Training

The service provider shall provide comprehensive training to authorised DCOG users,

including:

• System navigation.
• Submission of verification requests.
• Retrieval and interpretation of reports.
• Dashboard utilisation.
• Report generation.
• System administration.
• Information security responsibilities.
• Troubleshooting procedures.

Training shall include:

• Instructor-led sessions.
• User manuals.
• Quick reference guides.
• Frequently Asked Questions (FAQs).
• Refresher training where required

5. Project Output

• The expected output of the project is a web-based solution that will give the Department

access to real-time consumer information reports as referred to under scope above for

the purpose of screening all applicants or candidate employees of the Department of

Cooperative Governance.

• The solution/system must give access to and produce information and reports 24 hours,

seven days a week (24/7), with no more than twelve (12) consecutive hours' downtime.

6. Roles and Responsibilities

6.1 The Department of Cooperative Governance reserves the right to appoint or not to appoint

a service provider for this project and as such the department holds the following

responsibilities:

• Define Requirements: Clearly articulating the requirements, standards, and

expectations to the service provider to ensure alignment with the needs of the DCoG.

• Oversight and Evaluation: Monitoring the quality of services provided by the selected

service provider and submitting Reports to the end user and supplier as and when it is

necessary.

• Provide authorised system users.

• Supply verification requests with the required supporting documentation.

• Obtain signed consent from applicants where applicable.

• Monitor service provider performance.

• Review submitted reports.

• Verify invoices prior to payment.

• Facilitate access to relevant stakeholders.

• Conduct contract performance reviews.

• Feedback and Improvement: Providing constructive feedback to enhance the quality of

verification services and ensuring continuous improvement.

• Compliance: Ensuring that the service provider complies with applicable legislations i.e.

Popia, PFMA.

• The department reserves the right to verify the information provided as and when

required during the term of the contract.

6.2 The successful service provider shall:

• Deliver services in accordance with these Terms of Reference.
• Comply with all applicable legislation.
• Maintain confidentiality of all DCOG information.
• Ensure information security at all times.
• Maintain system availability.
• Provide accurate verification reports.
• Meet agreed turnaround times.
• Maintain sufficient technical resources.
• Provide continuous user support.

7. Bid Documents Submission Format

a) Package 1: The following should be submitted – :

i) SBDs 1, 4, and 6.1.

ii) National Treasury Central Suppliers Database (CSD) report, not older than 30 days

(www.csd.gov.za).

iii) Proposal Format – Bidders must include a detailed company profile and proposal in their

bid.

iv) Previous and/or current similar work conducted by the bidder and contactable references

(Annexure A).

b) Package 2: Pricing information.

v) Separate envelope. Price proposals must include 15% VAT and must be fully inclusive to

deliver all goods, services and outputs indicated in the terms of reference.

vi) SBD 3.2 (Pricing Schedule)

vii) Proposed cost breakdown on the last page of the ToR (Annexure C)

Part d – functional evaluation – to be evaluated by the bec

Each Bid Evaluation Committee (BEC) member will evaluate acceptable bids based on the

proposals and bid documents submitted. The scoring system to be utilized will be from 0 – 4 as

per the functional evaluation below

The Score obtained for each criterion will be calculated by multiplying the score awarded by a

BEC member by the weight for that criterion. The overall score for a BEC member will be

expressed as a percentage (Total weighted score divided by the maximum possible score, then

multiplied by 100). The overall score obtained by a bidder will be the average of the overall

scores awarded by BEC Members (rounded to the nearest whole number). Only Bidders that

received the indicated minimum overall scores will proceed to Part E – Price Evaluation and

Award.

Where functional evaluation is conducted in stages, bidders must meet the minimum overall score

for a particular stage to proceed to the next stage, and only bidders that meet the minimum overall

scores for all stages will proceed to Part E – Price Evaluation

The Bid Evaluation Committee may:

• Evaluate and score bids based on the bid documents and proposals submitted; or
• The final evaluation and scoring of bids will be based on the proposals submitted, as well as

on information provided by bidders during bid presentations (if applicable). Presentations can

be used to summarise and clarify bids and may not substantially depart from the proposals

submitted.

DCoG must be satisfied, in all respects, that the service providers appointed to the panel possess

the necessary resources, qualifications, and capacity to render the required services, and that all

bids are evaluated fairly in accordance with the prescribed evaluation criteria and process.

Accordingly, the 80/20 Preference Point System will be applied in the evaluation of received

proposals, which will be conducted in the following phases:

Phase 1: functional evaluation stage 1

This phase measures the capability and capacity of the service provider to deliver on the

assignment.

The criterion below will be applied to score the proposals from which a service provider must

score a minimum of 75% to be evaluated further onto the Price and Specific Goals stage.

Company Experience relevant to the assignment:

Detailed company profile outlining the company's relevant experience must be

1.1 attached. Reference letters/testimonials proving that such projects were executed Weight 10

successfully or similar service was provided should be included. Contact details

for verification should be included.

Evaluation Score

No reference letter attached or less than 1 year experience 0

Above 1 year to 9 months experience 1

2-3 years’ experience 2

4-5 years’ experience 3

5+ years’ experience 4

Bidder's understanding of the scope of work. Bidders must submit:

1.2 Detailed company profile demonstrating a clear understanding of the Weight 15

Department’s needs, the types of checks required

Description Score

No understanding of the scope of work 0

Re-stating the scope of work 1

Demonstrating an understanding of the scope of work based on limited experience 2

Demonstrating an understanding of the scope of work based on substantial experience 3

Demonstrating an understanding of the scope of work based on substantial experience with added 4

value & innovation

Experience of the Key-Account Manager (Attach CVs of proposed Key

Account Manager highlighting expertise)

The account manager assigned must have a minimum NQF Level 6/7 in the

following fields: Project Management/ Information Systems/ Information

1.3 Weight 10

Communication Technology/ Business Analysis/ Business Management/

Commercial Studies or relevant qualification. The account manager must have a

minimum of five (5) years of relevant management experience where similar

service was provided relating to personnel suitability checks.

Evaluation Score

Does not meet any of the requirements in terms of experience and qualification 0

Has a qualification with less than two (2) years of experience 1

Has a qualification with between two (2) to three (3) years’ experience 2

Has a qualification with between three (3) to four (4) years’ experience 3

Has more qualifications with more than five (5) years’ experience 4

Experience of the proposed team members by the bidder (Attach CVs of

proposed team members highlighting expertise):

The assigned team member must have a minimum NQF Level 6/7 in the following

fields: Project Management/ Information Systems/ Information Communication

1.4 Weight 10

Technology/ Business Analysis/ Business Management/ Commercial Studies or

relevant qualification. The account manager must have a minimum of three (3)

years of relevant experience where similar service was provided relating to

personnel suitability checks.

Evaluation Score

Does not meet any of the requirements in terms of experience and qualification 0

Has a qualification with one (1) year and less than two (2) years of experience 1

Has a qualification with between two (2) to three (3) years’ experience 2

Has a qualification with between three (3) to four (4) years’ experience 3

Has more qualifications with more than five (5) years’ experience 4

Proposed Verification Solution and Technical Capability

The Bid Evaluation Committee will evaluate the proposed solution's compliance

1.5 Weight 15

with the Technical and Functional Requirements listed in Part C, Section 4.

Evaluation Score

Solution does not meet any of the technical requirements 0

Solution meets 1-2 of the technical requirements 1

Solution meets 3-4 of the technical requirements 2

Solution meets 5-6 of the technical requirements 3

Solution meets all 7+ of the technical requirements 4

Only bidders that met the minimum qualifying score of 75% for

Functionality would be evaluated further for the price and specific

Goals stage.

Part e – price evaluation and award– to be evaluated by the bec

a. Only bids that meet all administrative requirements and the minimum functional requirements

will be evaluated in terms of the provisions of the Preferential Procurement Policy Framework

Act and related regulations – see attached bid documents. The evaluation method (80/20) and

preference points allocation applicable to this bid are indicated in the attached SBD 6.1.

Failure on the part of a tenderer to submit proof or documentation required in terms of this tender

to claim points for specific goals with the tender, will be interpreted to mean that preference

points for specific goals are not claimed.

Number of points claimed (80/20

The Specific goals allocated Number of points allocated

system)

points in terms of this tender (80/20 System)

To be completed by the tenderer.

Women Ownership (51% or

more) 5

a) 0% a) = 0

b) 1%-10% b) = 1

c) 11%-25% c) = 2

d) 26% - 50% d) = 3

e) 51%-100% e) = 5

Youth Ownership (51% or

more) 7

a) 0% a) = 0

b) 1%-10% b) = 1

c) 11%-25% c) = 3

d) 26% - 50% d) = 5

e) 51%-100% e) = 7

Disability Ownership (51% or 8

more)

a) 0% a) = 0

b) 1%-10% b) = 2

c) 11%-25% c) = 4

d) 26% - 50% d) = 6

e) 51%-100% e) = 8

b. The below documents must be submitted as POE in order to claim points for specific goals:

• Disability Ownership – Doctor`s Certificate or SAPS Sworn Affidavit
• Ownership (Certificate issued by CIPC)

Part f – special conditions and contract management

Special conditions applicable to this bid

DCoG has the right to:

• Extend the closing date.
• Verify any information contained in a proposal.
• Request documentary proof regarding any tendering issue.
• Appoint minimum Appoint one or more service providers, separately or jointly (whether

they submitted a joint proposal or not).

• Award this RFP as a whole or in part.
• Cancel or withdraw this RFP as a whole or in part.

1. Information Security and Confidentiality

The successful service provider shall implement appropriate administrative, technical, and physical

safeguards to ensure the confidentiality, integrity, availability, and lawful processing of all

information entrusted to it by the Department of Cooperative Governance (DCOG).

The service provider shall recognise that all information collected, processed, generated, or stored

during the execution of this contract remains the sole property of DCOG and shall not be disclosed,

copied, transferred, retained, or used for any purpose other than the execution of this contract

without prior written approval from the Department.

2. Contract Period

The successful service provider shall be appointed for a period of thirty-six (36) months,

commencing on the date of signature of the Service Level Agreement by both parties, unless

otherwise determined by DCOG.

The Department reserves the right to:

• Extend the contract in accordance with applicable legislation;

• Terminate the contract in accordance with contractual provisions;

• Increase or decrease verification volumes;

• Request additional verification services;

• Amend operational requirements during the contract period.

3. Performance Management

The Department shall monitor the performance of the appointed service provider throughout the

duration of the contract. Performance shall be measured against, but not limited to:

• Compliance with the Terms of Reference.
• Compliance with the Service Level Agreement.
• Achievement of agreed turnaround times.
• Quality and accuracy of verification reports.
• System availability and reliability.
• User satisfaction.
• Technical support responsiveness.
• Information security compliance.
• Reporting requirements.
• Continuous improvement initiatives.

Where performance deficiencies are identified, the Department may require the service provider

to submit a Performance Improvement Plan within a specified period. Failure to improve

performance may result in contractual remedies in accordance with the Service Level Agreement.

4. Termination of Contract

The Department reserves the right to terminate the contract:

• Upon expiry of the contract period.
• For material breach of contract.
• For persistent failure to meet agreed performance standards.
• Where the service provider becomes insolvent, enters business rescue, or is placed under

liquidation.

• Where fraudulent, unethical, or unlawful conduct is identified.
• In accordance with applicable procurement legislation and contractual provisions.
• If the service provider is found to have engaged in fraudulent activities or caused the

Department to incur irregular expenditure, the Department reserves the right to cancel the

bid and any subsequent SLA with immediate effect

5. Contract Management

The successful bidders will be expected to enter into a service level agreement (SLA) with the

Department of Cooperative Governance. The National Treasury General Conditions of Contract

(GCC) will form part of the SLA to be concluded between DCOG and the successful bidder.

The Contract Managers shall be responsible for:

• Monitoring contract performance.

• Reviewing SLA compliance.

• Resolving operational issues.

• Approving deliverables.

• Reviewing invoices.

• Monitoring KPIs.

• Facilitating communication between the parties.

• Recommending service improvements.

• Ensuring compliance with the contractual obligations.

Annexure a: bidder experience summary

Contracting party (Company/entity Project title and description Start date End date Budget

name)

Above annexure must be fully completed and failure might lead to disqualification

Bidders must ensure that their proposals contain details of how the projects listed above are relevant to the objectives.

Bidders must attach reference letters and/or contactable references for projects listed above.

Bidders must not deviate from this table as prescribed above.

Annexure b: key account manager summary

Role Surname, Name Highest Current Total Year of Total Year of Experience in

Qualification Employer Experience similar projects

Key Account

Manager

a) The above annexure must be fully completed and failure might lead to disqualification

b) Attach detailed CV

c) Attach copies of qualifications for person listed above,

d) Bidder must not deviate from this table as prescribed above.

Annexure c: cost breakdown information

Product & Service Description Price (Excluding VAT)

1 Credit Record Enquiry - Check candidates' credit history using detailed R

ID TransUnion and Experian credit bureau reports

2 Criminal Record Enquiry – Illicit Activity Check (Fingerprints) R

3 Qualification Verification It is understood that certain institutions R

charge additional fees for the verification of their qualifications. The

appointed service provider will request authorization for these additional

fees, as and when required.

Academic Qualifications (SA) R

Academic Qualification (AFRICA) R

Academic Qualification (GLOBAL) R

Senior Certificate (SA) - Matric Post – 1992 R

Senior Certificate (SA) – Matric Pre - 1992 R

4 Professional Association Membership R

5 Citizenship check R

6 Driver's Licence - Check driver's license status, including date of issue R

and expiry, code status as well as endorsements

7 Company Registration Verification R

8 Company Criminal & Regulatory Record R

9 Litigation & Dispute History Search R

10 Shareholder & Ultimate Beneficial Ownership Verification R

VAT r

Total Price (VAT Incl) R

*The above annexure must be fully completed, and failure will lead to disqualification

• Bidder must not deviate from this table as prescribed above.

Name of Bidder: ______________________________________________________________

Name of contact person ________________________________________________________

Capacity _____________________________________________________________________

Signature _______________________________________Date ________________________