Response handling service provider for 8,580 mmsez soc internship applications

The Musina Makhado Special Economic Zone (MMSEZ) seeks a qualified service provider to manage the response handling for approximately 8 580 internship applications. The provider will collect applications, organise them into a database, screen against eligibility criteria, produce short‑list reports and maintain records in line with POPIA. The contract duration is three (3) months, and the successful bidder must demonstrate at least five (5) years of relevant experience and provide qualified personnel. Bids must be submitted electronically by 11:00 hrs on 29 June 2026.

• Closing date & time: 29 June 2026, 11:00 hrs (bid submission deadline).
• Query cut‑off: 29 June 2026, 23:00 hrs (queries must be submitted in writing via email; telephone queries not accepted).
• No briefing or site‑visit dates are specified in the document.

Technical queries: [email protected]

Administrative queries: [email protected]

Primary contact person: Ms Kgomotso Marole (phone +27 67 411 9192, email [email protected])

Submission address: [email protected] (copy to [email protected])

• Submit the complete bid package by 11:00 on 29 June 2026 to [email protected] with a copy to [email protected].
• Use only the official bid forms; do not re‑type or use pencil/erasable ink.
• All bidders must be registered on the Central Supplier Database (CSD) before submission.
• Bids must be signed by an authorised representative and include a valid Tax Compliance Status (TCS) PIN or CSD number.
• Failure to meet any of the above requirements will result in automatic disqualification.
• The successful bidder will sign a Service Level Agreement (SLA) and must deliver the service within three (3) months.
• Musina Makhado SEZ reserves the right to:
• Appoint the most capable bidder;
• Cancel or withdraw the tender if the service is no longer needed, funds become unavailable, no acceptable bids are received, or a material irregularity occurs;
• Require interviews with short‑listed bidders;
• Conduct supplier due‑diligence, including surprise site visits;
• Reject bids received after the closing date and time.
• Confidentiality: the tender document may not be reproduced, disclosed or used for any purpose other than preparing a response without written permission from Musina Makhado SEZ.

Scope of Services (response handling for 8 580 internship applications):

1. Receiving & Managing Applications

• Collect applications via email, online portal or physical submission.
• Download, organise and archive CVs and supporting documents.
• Create a central database/register of all applicants.
• Categorise applications by internship discipline/department.

2. Screening & Shortlisting Support

• Review each application against minimum eligibility criteria.
• Filter out incomplete or non‑compliant submissions.
• Produce preliminary short‑list reports for MMSEZ.
• Match applicant qualifications, experience and skills to internship requirements.

3. Data Capture & Record Management

• Enter applicant data into spreadsheets or a database.
• Maintain accurate records for audit and compliance (POPIA).
• Produce a final “close‑up” report summarising the process.

Project duration: 3 months from contract award.

Key competency required: demonstrable experience in large‑scale response handling (≥5 years, preferably with at least 5 reference letters).

Methodology & Approach (Scoring 10 points):

1. Understanding of Assignment – clear grasp of the project objectives and deliverables (2.5 pts).

2. Approach – logical step‑by‑step plan for receiving, screening and reporting on applications (2.5 pts).

3. Methodology – description of tools, databases and data‑capture techniques to be used (2.5 pts).

4. Delivery Plan – timeline showing key milestones within the three‑month contract period (2.5 pts).

All points are awarded only if the methodology is realistic, adequately resourced and aligns with the functional requirements.

Experience & Qualifications Requirements:

• Demonstrated experience in handling large‑scale response processes (minimum 5 years, preferably ≥8 580 applications).
• Provide at least five (5) reference letters from similar projects; three (3)‑four (4) reference letters earn 15 pts, five (5) or more earn 40 pts.
• Project Leader: minimum four (4) CVs, each with ≥4 years recruitment/response‑handling experience and relevant NQF‑7 qualification (30 pts total).
• Key Personnel: minimum two (2) CVs, each with ≥2 years experience and NQF‑6 qualification (10 pts total).
• Company profile must show at least five (5) years of relevant business experience and completed projects (5 pts).
• All CVs and qualifications must be certified copies and not older than three (3) months.

Quality Management Requirements:

• All goods/services must conform to the standards specified in the tender documents.
• Supplier must keep all contract documents confidential; disclosure to any third party requires prior written consent.
• Pre‑bidding testing is at the bidder’s expense.
• If inspection, testing or analysis is required, the supplier’s premises must be accessible during reasonable hours for inspection by the purchaser or its representative.
• Costs of inspections that confirm compliance are borne by the purchaser; costs of inspections that reveal non‑compliance are borne by the supplier.
• Non‑conforming supplies may be rejected and must be replaced at the supplier’s cost and risk.
• The purchaser retains the right to cancel the contract if inspections reveal breaches.
• All inspections, tests and analyses must be documented and reported in accordance with the contract requirements.

Pricing Schedule Requirements:

1. Provide a ceiling price inclusive of all taxes, travel, accommodation and other reimbursable expenses.

2. List hourly and daily rates for all personnel involved; rates must be firm for the entire contract period unless a price‑adjustment clause is included.

3. Detail phase‑wise cost breakdown and estimated man‑days for each activity.

4. Include travel expense rates (e.g., km rate, air‑travel class) and accommodation rates; attach supporting calculations and certify invoices.

5. State whether the rates are firm for the full contract period (YES/NO). If NO, describe the adjustment mechanism (e.g., CPI).

6. Indicate the period required to commence work after award and the total estimated man‑days for project completion.

7. Submit the pricing schedule as part of the returnable bid document, together with the required supporting documentation.

• Pricing format: Professional services schedule with all taxes inclusive.
• Bidders must provide a ceiling price covering total estimated effort, travel, accommodation and any other reimbursable expenses (all supported by certified invoices).
• Rates must be firm for the entire contract period unless a price‑adjustment mechanism (e.g., CPI) is clearly stated.
• Payment terms: invoice submission upon delivery of deliverables; payment within 30 days of receipt of a valid invoice.
• Performance security: to be provided within 30 days of award as specified in the Special Conditions of Contract (bank guarantee, irrevocable LC or cashier’s cheque).
• Financial capacity: evidence of ability to meet the project budget and to provide the required performance security.

• Tax compliance: valid SARS Tax Compliance Status (TCS) PIN or CSD number.
• B‑B‑BEE: Minimum Level 7, with points allocated for specific goals (Black ownership 6, women 3, youth 3, disability 2, small business promotion 3). Proof required via CSD registration and company registration documents.
• Central Supplier Database (CSD): mandatory registration before bid submission.
• Legal status: registration with CIPC and provision of company registration number.
• Professional registrations: relevant NQF‑7 (Human Resources) or NQF‑6 qualifications for project leader and key personnel.
• Local content: not explicitly required for this professional service.
• No persons employed by the State (or with close relationships) may be directors/shareholders of the bidding entity; disclosures required.
• Suppliers on the Register of Tender Defaulters or Restricted Suppliers are automatically disqualified.

Health, Safety & Ethics Declarations:

• Bidder confirms that all information provided is true and complete; false statements will lead to disqualification.
• Bidder declares independence of the bid – no collusion, consultation or agreement with competitors, except within a joint‑venture.
• No communications with competitors regarding price, specifications, or allocation of work have occurred.
• No discussions with officials of the procuring institution beyond clarification of the tender documents.
• Any suspicious bidding activity may be reported to the Competition Commission, the National Prosecuting Authority, or result in a ban from public contracts for up to ten (10) years under the Prevention and Combating of Corrupt Activities Act.
• The purchaser is not liable for any costs incurred by bidders in preparing their submissions.

Key contractual provisions (Special Conditions of Contract):

1. Payment – as per clause 16, payment within 30 days of a valid invoice; currency in Rand unless otherwise stated.

2. Prices – fixed as quoted in the bid; no variation except as authorised in the SCC or by a bid‑validity extension.

3. Contract amendments – only by written amendment signed by both parties.

4. Assignment – supplier may not assign obligations without prior written consent of the purchaser.

5. Sub‑contracts – supplier must notify the purchaser of any sub‑contracts; supplier remains liable for all obligations.

6. Delays – supplier must notify the purchaser in writing of any delay; purchaser may grant extensions with or without penalties.

7. Penalties – for late delivery or non‑performance, a daily penalty based on the prime interest rate will be deducted from the contract price.

8. Termination for default – purchaser may terminate for non‑delivery, non‑performance or corrupt/fraudulent conduct; supplier may be liable for damages and may be barred from future public contracts for up to 10 years.

9. Dumping & counter‑vailing duties – supplier bears any duties or provisional payments; the State is not liable.

10. Force majeure – supplier not liable for delays caused by events beyond its control; must notify purchaser promptly.

11. Termination for insolvency – purchaser may terminate if supplier becomes insolvent, without compensation to the supplier.

12. Dispute settlement – parties must attempt amicable resolution; if unsuccessful, mediation may be initiated, otherwise disputes are resolved in South African courts.

13. Limitation of liability – supplier’s liability limited to the contract price, except for penalties, damages for fraud or gross negligence, and warranty obligations.

14. Governing language – English.

15. Applicable law – South African law.

16. Notices – written notices deemed served on the date of posting (registered or certified mail).

17. Taxes & duties – foreign suppliers bear all taxes outside South Africa; local suppliers bear all taxes up to delivery.

18. National Industrial Participation Programme – applicable where required.

19. Prohibition of restrictive practices – collusive bidding is prohibited and may be reported to the Competition Commission.

• Musina Makhado SEZ may appoint the most capable bidder and may cancel or withdraw the tender if the service is no longer needed, funds become unavailable, no acceptable bids are received, or a material irregularity occurs.
• The successful bidder must sign a Service Level Agreement (SLA).
• Bidders must be registered on the Central Supplier Database (CSD) before submission.
• Bids must be submitted electronically to [email protected] (copy to [email protected]) by 11:00 hrs on 29 June 2026; late bids will be rejected.
• Pencil or erasable ink on any bid document results in automatic disqualification.
• Confidentiality: the tender document may not be reproduced or disclosed except for the purpose of preparing a bid; any unauthorized use is prohibited.
• All queries must be submitted in writing via email; telephone queries are not accepted. Query cut‑off is 23:00 hrs on 29 June 2026.

Evaluation follows the 80/20 preference point system:

1. Administrative compliance (mandatory) – tax compliance, B‑B‑BEE certificate, CSD registration, signed SBD forms.

2. Functionality (100 pts, minimum 70 pts) – experience, project leader, key personnel, methodology, company profile.

3. Price & Specific Goals (80/20 split) – price points calculated using Ps = 80 × (1 – (Pt‑Pmin)/Pmin); specific goal points awarded for claimed preference goals (e.g., Black ownership, women, youth, disability, small business) as per the Preference Points Claim Form.

Only bidders meeting all mandatory criteria and achieving ≥70 functionality points proceed to price evaluation.