Xbrl taxonomy development, maintenance, and training services for cipc

Supply Chain Enquiries:

• Ms Ntombi Maqhula or Mr Solomon Motshweni
• Phone: (012) 394 3971 / 45344
• Email: [email protected] or [email protected]

Technical Enquiries:

• Mr. Joey Mathekga
• Email: [email protected]

Note: Bidders must call CIPC if emails are unanswered, as emails may be flagged as spam.

Submission requirements:

• Submit sealed proposals to the Tender Box at the main gate, 77 Meintjies Street, Sunnyside, the dtic Campus, Pretoria. Address to: Manager (Supply Chain Management), Companies and Intellectual Property Registration Office, Block F, the dtic Campus, 77 Meintjies Street, Sunnyside, Pretoria.
• Submit a USB with the proposal (1 copy, PDF format, read-only, no password protection). Ensure USB is readable, contains no blank pages, and all documents (including SBD forms, technical proposal, and mandatory documents) are included. Number folders and avoid clustering.
• Submit a separate SEALED envelope with the full Price Proposal (Annexure A, SBD 3.3, SBD Form 1, and price breakdown on company letterhead). Total bid price must be carried over to SBD 3.3 and SBD Form 1, inclusive of all costs for the contract duration.
• All documents must be signed, with each page initialed by the bidder.
• Attend the mandatory briefing session/site visit (failure to attend disqualifies the bid).
• Submit OEM certificates/partnership letters for the proposed solution (e.g., proof of valid license to use the taxonomy development tool or authorization from the tool owner). Failure to submit disqualifies the bid.
• Submit all mandatory documents: SBD 1, SBD 4, SBD 8, SBD 9, valid B-BBEE certificate (SANAS-accredited or sworn affidavit for EME/QSE), CSD registration proof (including supplier unique reference number), and Tax Clearance Certificate (TCC) PIN.
• Bidders must demonstrate all claims made in the proposal. Resources provided will be assessed for suitability; failure to provide suitable candidates may lead to contract cancellation.
• Late proposals or those delivered to the incorrect address will not be accepted. CIPC is not responsible for postal delays.

Contractual obligations:

• Successful bidder must sign a Declaration of Secrecy and a Service Level Agreement (SLA) with CIPC prior to contract commencement.
• No advance payments; payments are tied to deliverables and made within the PFMA-prescribed period. Prices must include VAT and remain firm for the contract duration.
• Travel and other disbursements are not covered by CIPC unless agreed in writing beforehand.
• Government Procurement General Conditions of Contract (GCC) apply. Available at www.treasury.gov.za.
• Immediate contract commencement is required upon notification. Failure to commence immediately may invalidate the proposal.
• Compliance with PFMA regulations for safeguarding assets and access control is mandatory. Security measures must be specified in the SLA.
• All information, documents, and reports provided by CIPC are confidential and may not be copied, distributed, or retained without written consent. At contract end, all CIPC-provided information must be returned or destroyed.

Evaluation process: 80/20 Preferential Procurement Policy Framework Act (PPPFA) system.

Phases:

1. Phase 1: Compliance to minimum requirements

• Bidders must submit all mandatory documents (SBD 1, SBD 4, SBD 8, SBD 9, valid B-BBEE certificate, CSD registration proof, TCC PIN, OEM certificates/partnership letters). Non-compliance may result in disqualification.
• Bidders must confirm they have read and understood the TOR conditions.
• Only compliant bidders advance to Phase 2.

2. Phase 2: Functional Evaluation (100 points, minimum 60 required to advance)

• Criteria and weights:

a. Technical Expertise (25 points): Demonstrate expertise in taxonomy development/updates (IFRS, GRAP, ESG, etc.). Submit abridged company profile, evidence of taxonomy projects, and ability to apply approved changes (e.g., IFRS/GRAP updates, gap analysis).

• Scoring: 1 (no demonstration) to 5 (detailed, multi-client, CIPC-specific standards).

b. Training Plan (25 points): Provide details on training for 1–5 CIPC resources, including tool provisioning, platform requirements, licensing, and breakdown of training content/hours.

• Scoring: 1 (no plan) to 5 (detailed plan with samples/materials).

c. Company Competency Testimonials (25 points): Submit 1+ letters/testimonials from past clients for similar services in the last 5 years.

• Scoring: 1 (no/poor testimonial) to 5 (excellent performance).

d. Resource Competency CVs (25 points): Submit CVs of team members (e.g., Project Leader, IFRS Experts) with experience in XBRL taxonomy development/maintenance.

• Scoring: 1 (<2 years) to 5 (>8 years).

3. Phase 3: Price Evaluation (80 points)

• Pricing must be fixed for the contract duration, VAT-inclusive, and in ZAR. Costs must align with project phases/deliverables.
• Price is evaluated alongside 20 points for specific goals (B-BBEE, HDI, gender, disability ownership).
• Specific goals (20 points):
• HDI/Black ownership: 10 points (pro rata for <100%). Verified via B-BBEE certificate and CSD report.
• Women ownership: 8 points (pro rata for <100%). Verified via B-BBEE certificate and CSD report.
• Disability ownership: 2 points (pro rata for <100%). Verified via SARS ITRDD Form and medical certificate.
• Failure to submit proof for specific goals means no points are claimed.
• Total score = Price (80) + Specific Goals (20). Highest score wins.

Note: CIPC reserves the right to negotiate with the successful bidder on price and to not make an appointment.

Scope of work:

• Provide expert services for taxonomy maintenance and updates on an as-and-when-required basis (e.g., GRAP/IFRS changes, bug fixes).
• Regularly review changes applicable to taxonomies (e.g., IFRS updates by IASB, including 2026/2027 releases).
• Maintain and expand the ESG taxonomy (ISSB’s IFRS S1 and IFRS S2) and GRI taxonomy in the CIPC Base Taxonomy to support sustainability/climate-related reporting.
• Source approval for revised taxonomy from XBRL International and apply approved changes in line with IFRS, GRAP, Financial Reporting Standards Council updates, and Companies Act developments.
• Maintain the current CIPC taxonomy published on www.cipc.co.za.
• Train 1–5 CIPC resources to independently develop/maintain taxonomies in the future, including provisioning of a taxonomy development/maintenance tool (with platform requirements and licensing details).
• Provide onsite and virtual support (e.g., training workshops, troubleshooting) during the contract period.

Deliverables:

1. Provision of expert services for taxonomy updates.

2. Consolidation of CIPC taxonomy with approved changes (IFRS, GRAP, Cooperatives, Chart of Accounts, Companies Act, ESG, GRI, multi-regulator inputs).

3. Approval and publication of taxonomy for software service providers.

4. Provision of a taxonomy maintenance tool and full skills transfer to CIPC resources.

Reporting:

• Monthly written progress reports (during active projects) to Senior Manager, including incidents logged, progress against deliverables, and additional issues.
• Project plans required for major updates (e.g., new IFRS taxonomy releases).

Contract terms:

• Duration: 24 months, subject to 3-month termination notice.
• Proprietary rights: All work products belong to CIPC; no copying/distribution without consent.
• Indemnity: Service provider must indemnify CIPC against losses, damages, or claims arising from service delivery or IP violations.
• Quality: CIPC may request alternative resources if quality is unsatisfactory; service provider bears all costs for changes.
• Knowledge transfer: Open and transparent collaboration with CIPC resources.
• Working conditions: Service provider must comply with CIPC security measures and government safety legislation.

Pricing requirements:

• Submit pricing in ZAR, VAT-inclusive, and fixed for the 24-month contract duration.
• Use Annexure A (pricing schedule) and include SBD 3.3 (Pricing Schedule) and SBD Form 1 (Invitation to Bids) in the sealed price envelope.
• Provide a detailed price breakdown on company letterhead, including unit costs and total bid price. Total must match the pricing schedule and SBD forms.
• Costs must cover all deliverables, activities, and phases (e.g., taxonomy updates, training, tool provisioning, support).
• Service provider is responsible for all costs (e.g., transportation, disbursements) unless agreed in writing by CIPC.
• For imported goods/services, specify foreign currency and exchange rate; indicate portions subject to fluctuations in SBD 3.3.
• No advance payments; payments are tied to deliverables and made per PFMA timelines.
• Failure to comply with pricing requirements (e.g., missing documents, mismatched totals) will invalidate the bid.

Mandatory compliance documents:

• SBD 1 (Invitation to Bid): Completed and signed.
• SBD 4 (Declaration of Interest): Completed and signed.
• SBD 8 (Declaration of Bidder’s Past Supply Chain Management Practices): Completed and signed.
• SBD 9 (Certificate of Independent Bid Determination): Completed and signed.
• Valid B-BBEE Certificate: SANAS-accredited or sworn affidavit for EME/QSE (signed by deponent and Commissioner of Oath). Failure to submit disqualifies the bid (non-South African bidders exempt).
• Central Supplier Database (CSD) Registration: Proof of registration (CSD report) and supplier unique reference number required. Submit CSD report alongside B-BBEE certificate.
• Tax Clearance Certificate (TCC) PIN: For verification of tax compliance status.
• OEM Certificates/Partnership Letters: Proof of valid license to use the taxonomy development tool or authorization from the tool owner. Must be signed/dated by an authorized representative and include expiry/validity date. Failure to submit disqualifies the bid.

Additional requirements:

• Compliance with PFMA regulations for asset safeguarding and access control.
• All information provided by CIPC must be treated as confidential; sign a Declaration of Secrecy.
• Service provider must comply with CIPC’s policies, procedures, and security measures (specified in the SLA).
• Government Procurement General Conditions of Contract (GCC) apply.