Appointment of service provider to provide 24 hours fraud and corruption hotline services to national regulator for compulsory specifications for period of 36 months

• Closing date and time: 09 July 2026 at 11:00.

• For bidding procedure enquiries: Don Mandlazi, Tel: 012 482 8921, Email: [email protected].
• For technical enquiries: Tshilidzi Tshisikhawe, Tel: 012 842 8926, Email: [email protected].
• Submission email: [email protected].

• Submit your quotation by email only to [email protected]. No hand-delivered quotes will be accepted.
• The closing date is 09 July 2026 at 11:00. Late bids will not be considered.
• All bids must be submitted on the official forms provided (not to be re-typed) or in the manner prescribed in the bid document.
• The successful bidder will be required to fill in and sign a written contract form (SBD7).
• Bids must be placed in a file with dividers between every schedule, numbered as per the bid document checklist.
• Failure to provide or comply with any submission particulars may render the bid invalid.

be placed into a file with dividers between every schedule. The schedule must be numbered as follows:

1. Tax Compliance: Valid Tax Compliance Status PIN from SARS or CSD registration number. 2. B-BBEE: Submission of a B-BBEE certificate or sworn affidavit (for EMEs/QSEs) is mandatory to claim preference points. 3. Functionality Score: Minimum of 60/100 points based on past experience (30 points), proposed methodology (60 points), and staff qualifications (10 points). 4. Mandatory Documentation: Completed SBD 1, 3.1, 4, 6.1; business registration details; proof of no state employee conflict (SBD 4). 5. Late, non-compliant, or incomplete bids will be disqualified.

• Provide 24-hour, 365-day fraud and corruption hotline services for a period of 36 months.
• Services must include:

• A toll-free telephone number, toll-free fax number, and secure email address.
• Call handling by an operator who transcribes information onto a customised sheet.
• Allocation of a reference number for each call.
• Transmission of information to NRCS per approved reporting protocols.
• Option for caller anonymity explained; identity not disclosed unless required by law.
• All calls recorded and recordings maintained for two months, with off-site backup.
• Immediate reporting to SAPS (10111) and NRCS if information indicates a physical threat.
• Quarterly workshops on hotline use and information disclosures.
• Assistance in promoting awareness materials.
• Monthly reports on fraud hotline activities.
• Maximum of 50 reports per month.
• Marketing materials: monthly newsletters, 30 x A3 laminated posters bi-annually, quarterly presentation workshops, and an interactive CD once off.

• Key deliverables: a working hotline, on-site and off-site recording backups, regular reports to SAPS where applicable, monthly management reports.
• Contractor must have no executive/managerial powers in NRCS operations and must remain independent.
• Staff continuity must be guaranteed throughout the contract.

• The proposal must outline the service provider's ethics line approach and methodology, demonstrating flexibility to NRCS needs.
• Key activities include: helping NRCS draft a project plan, furnishing details of reporting mediums, managing day-to-day operations, assisting in launch and awareness creation, and developing continuous marketing initiatives.
• Deliverables include: a working hotline, on-site/off-site backups, reports to SAPS where applicable, monthly management reports, and specified marketing materials.
• Regular progress reports must be submitted to NRCS.
• Staff continuity must be guaranteed; no billing for unproductive or duplicated time.

• Provide detailed CVs of key personnel managing the ethics hotline.
• Managers: Minimum requirement is Ethics Officer (EO), Certified Fraud Examiner (CFE), or Compliance Officer with 3-5 years practical experience in ethics hotline.
• Call centre operators: Call centre certificate with 3 years practical experience in ethics hotline.
• Company background and track record: Submit 3 contactable references with confirmation letters.
• Key expertise required: practical/technical competencies in fraud/corruption hotline, understanding of applicable standards, extensive public sector experience, appreciation of PFMA and Treasury Regulations, project management skills, relevant academic qualifications.
• Team leader and personnel must have high communication, interpersonal, analytical skills, ability to work under pressure, and attention to detail.
• Submit a list of similar contracts awarded over the last 5 years, including company name, nature of work, value, contact person, and duration.

• All work must conform to relevant South African legislation and is subject to external quality assurance review as necessary.
• The supplier must ensure staff maintain objectivity and independence from NRCS activities.
• The supplier shall not disclose contract details without prior written consent from the purchaser.
• The purchaser may inspect and audit the supplier's records relating to performance.
• Pre-bid testing is for the bidder's account. Inspections may be conducted during production or execution; costs are borne by the purchaser if supplies comply, otherwise by the supplier.
• Non-compliant supplies may be rejected and replaced at supplier's cost.

• Use SBD 3.1 Pricing Schedule – Firm Prices.
• Only firm prices accepted. Non-firm prices will not be considered.
• Submit separate pricing schedules if different delivery points influence pricing.
• Indicate total ceiling price and detailed breakdown for promotional materials, monthly report, and retainer fee for 36 months, VAT inclusive.
• Example line item: '24 Hour Hotline Services and provision of reports as per scope of work' for 36 months.
• Include subtotal, VAT at 15%, and total including VAT.
• All applicable taxes must be included in bid price.

• Submit firm prices only. Non-firm prices (including those subject to exchange rate variations) will not be considered.
• The offer must be valid for 90 days from the closing date of the bid.
• Provide a detailed price breakdown including:

• Promotional materials, monthly report, and retainer fee for 36 months.
• All prices must be VAT inclusive for the 36-month period.

• All branded materials must include artwork and design costs.
• All delivery costs must be included in the bid price.
• 'All applicable taxes' includes VAT, PAYE, income tax, UIF contributions, and skills development levies.

• Tax Compliance: Bidders must submit their unique Personal Identification Number (PIN) issued by SARS or a printed Tax Compliance Status (TCS) certificate. If no TCS PIN is available but registered on CSD, provide CSD number. In consortia/JVs, each party must submit separate TCS certificate/PIN/CSD number.
• B-BBEE: Submit a B-BBEE Status Level Verification Certificate or a sworn affidavit (for EMEs & QSEs) to qualify for preference points.
• No bids will be considered from persons in the service of the state, companies with directors in the service of the state, or close corporations with members in the service of the state.
• Foreign suppliers: If not a resident of RSA, no branch, no permanent establishment, no source of income, and not liable for taxation in RSA, then tax compliance registration is not required.
• Mandatory requirements also include business registration details and submission of completed and signed SBD 1, 3.3, 4 and 6.1.

• The bidder must submit a disclosure declaration certifying no conflicts of interest, collusion, or improper communications.
• Bidders found to have made fraudulent declarations may be disqualified, face cost recovery, contract cancellation, restriction from business with organs of state for up to 10 years, or criminal prosecution.
• The hotline service must ensure caller anonymity and safe storage of information, with immediate reporting to SAPS and NRCS in case of physical threats.

• The contract duration is 36 months. Successful bidder must enter into a formal contract prior to execution.
• General Conditions of Contract apply and may not be amended. Special Conditions of Contract (SCC) will supplement and prevail in case of conflict.
• Key contractual clauses cover: definitions, application, standards, use of contract documents, patent rights, performance security, inspections/tests/analyses, packing, delivery/documents, insurance, transportation, incidental services, spare parts, warranty, payment, prices, amendments, assignment, subcontracts, delays, penalties, termination for default, dumping/countervailing duties, force majeure, termination for insolvency, dispute settlement, limitation of liability, governing language, applicable law, notices, taxes/duties, National Industrial Participation Programme (NIPP), and prohibition of restrictive practices.
• Payment will be made in Rand, within 30 days after submission of an invoice, subject to acceptance of work by NRCS Internal Audit Manager.
• The supplier warrants goods/services are new, unused, and defect-free. Warranty period is 12 months from delivery or 18 months from shipment, unless specified otherwise.
• Performance security may be required within 30 days of award, in the form of a bank guarantee, irrevocable letter of credit, or certified cheque.
• Intellectual property rights and all working papers vest in NRCS upon conclusion of services.
• Travel costs between home and office are not for NRCS account.
• NRCS will not pay tariffs exceeding published hourly rates as per SAICA or DPSA guidelines.
• NRCS reserves the right to award the quote in part or as a whole.

• Mandatory requirements: tax compliance status, business registration details, submission of completed and signed SBD 1, 3.3, 4 and 6.1.
• Telephonic, telegraphic, telexed, faxed, late quotations and non-compliant bids will not be accepted.
• Bidders must study the General Conditions, Definitions and Directives applicable to the tender and Preferential Procurement Regulations, 2022.
• Bidders must disclose any relationship with state employees or interests in other enterprises.
• Foreign suppliers must answer a questionnaire regarding residency, branch, establishment, income, and tax liability in RSA.

• The 80/20 preference point system applies. Points awarded for Price (80) and Specific Goals (B-BBEE Status Level) (20).
• Formula for price points: Ps = 80(1 - (Pt - Pmin)/Pmin), where Pt is tender price and Pmin is lowest acceptable tender.
• Failure to submit proof for specific goals means no points claimed.
• Organ of state reserves right to substantiate any preference claim.