Provision of productivity study for support services

Opening date: 14 August 2026.

Closing date and time: 28 August 2026 at 11:00 AM (compulsory).

Briefing session: must be held prior to commencement of the study (date not fixed in tender; to be arranged with successful bidder).

Debriefing session: after study completion with report outlining themes and recommendations.

Target study completion: 30 November 2026.

Bid validity: 60 days from closing date.

SCM / Bidding enquiries: Mr Simphiwe Yende, email [email protected], telephone 021 930-1134.

Technical enquiries: Roshon Omar, email [email protected], telephone 021 930-1134.

Submission address: email to [email protected].

Submission method: email to [email protected] with all information and documentation relating to RFQ number 20260709-RFQ-PRODUCTIVITY-SY.

Closing date and time: 28 August 2026 at 11:00 AM. Late submissions will not be accepted.

Bid validity period: 60 days from closing date.

Returnable forms (all must be completed, signed and submitted):

• SBD 1 (Invitation to Bid): includes bidder details, CSD master registration number, and signed offer.
• SBD 4 (Bidder's Disclosure): declares any interest of directors/shareholders in the state or the procuring institution.
• SBD 6.1 (Preference Points Claim Form): claims points for specific goals under the 80/20 system.
• Valid Tax Clearance Certificate or SARS Tax Compliance Status PIN.
• Valid B-BBEE Certificate or EME/QSE Sworn Affidavit.
• CSD Registration Report: proof of registration on the Central Supplier Database.

Disqualification risks: missing or unsigned returnable forms; submission after closing time; not registered on CSD at closing; prohibited from doing business with the state.

Five-stage evaluation:

Stage 1 – Compliance: all returnable documents submitted and signed per Section 8.

Stage 2 – Mandatory Criteria: none specified (N/A).

Stage 3 – Functional/Technical (100 points, minimum 70 points to proceed):

1. Company Experience in productivity studies (25 pts): ≥10 years = 25; 5–9 years = 15; ≤4 years = 10; 0 years = 0.
2. Consultant Experience & CVs (20 pts): >10 years + comprehensive CV = 20; 5–9 years + CV = 10; <5 years = 5; no CV = 0.
3. Methodology (40 pts): detailed proposal & methodology = 40; high-level = 10; none = 0.
4. References (15 pts): 3 contactable reference letters (2021 onward, on letterhead, signed, with dates and contacts) = 15; 2 letters = 10; 0 = 0.

Stage 4 – Price & Specific Goals (80/20 system): Price 80 points; Specific Goals 20 points.

Specific Goals allocation:

• Small business (EME/QSE): EME = 10, QSE = 10, turnover >R50m = 0 (proof: SANAS certificate/affidavit/AFS).
• Black woman ownership: 70–100% = 10; 51–69.99% = 5; 30–50.99% = 3; <30% = 0 (proof: B-BBEE certificate/affidavit/shareholding certificate).

Stage 5 – Objective Criteria: PPECB may consider risk of fruitless/wasteful expenditure, abnormally low bid, material irregularity, current litigation with PPECB, and proven poor performance on previous PPECB projects.

Scope: workplace productivity study for PPECB Support Services departments (ICT, Human Capital incl. Facilities Management & Health and Safety, Finance, Legal & Governance, Guest Services & Office Administration, Marketing & Communications) operating in a hybrid model.

Required outputs:

• Identify pressure points and bottlenecks (people, process, technology).
• Optimise resource utilisation in service delivery.
• Indicate appropriate headcount per department.
• Improve process efficiencies and work methods to reduce resource requirements.
• Identify automation opportunities for efficiencies.
• Observe productivity enablers and disablers.
• Provide input for revising and updating job profiles.

Deliverables:

• Pre- and post-study briefing/consultation sessions.
• Design of productivity study.
• Conducting the study.
• Detailed report with themes and recommendations.
• Travel to PPECB Plattekloof Office.

Contractor requirements: experienced specialists in workplace productivity studies; briefing before commencement and debriefing after; report with themes and recommendations; study to be completed by 30 November 2026.

person

• 3 x reference letters = 15 Points
• 2 x reference letters = 10 Points
• 0 x reference letter = 0 points

Total 100

The minimum functional threshold is 70 points. Bidders who score less than this threshold will be disqualified

and not considered for any further evaluation.

10.4 Stage 4 – price and specific goals

Bidders that passed the previous evaluation stage(s) will be evaluated on one of the following two options:

10.1.1 Price and Specific Goals - Where the price of the lowest acceptable bidder is R 2,000 or greater, the

bid will be evaluated using the 80/20 preference point system as per the current Preferential

Procurement Regulations;

10.1.2 Price - Where the price of the lowest acceptable bidder is less than R 2,000, the bid will be evaluated

using price as the key determinant. The Pricing Schedule below must be used for pricing. Bidders who

fail to quote as guided may be disqualified.

points

claimed

(80/20

system)

(To be

completed by

the bidder)

1 Small business Proof of B-BBEE status level of Total Points: 10

including EMEs contributor, specifically in line with EME = 10

or QSEs; the respective Sector Codes which QSE = 10

the company operates - SANAS Enterprises with

Approved certificate or turnover above R50m

Commissioned affidavit or Annual = 0

2 Black woman Proof of B-BBEE status level of Total Points: 10

ownership contributor, specifically in line with % Shareholding and

the respective Sector Codes which Points allocation out of

the company operates - SANAS total of 10 points.

Approved certificate or 70% to 100% = 10

Commissioned affidavit 51% to 69.99% = 5

30% to 50.99% = 3

Below 30% = 0

Total Specific Goals 20

10.6 Stage 5 - objective criteria

In terms of Preferential Procurement Regulation 11 and section 2(1)(f) of the Preferential Procurement

1 Black woman Proof of B-BBEE status level of % Shareholding and

ownership contributor, specifically in line with the Points allocation out of

respective Sector Codes which the total of 20 points.

company operates - SANAS Approved

certificate or Commissioned affidavit or

70% to 100% = 10 Shareholding certificate

51% to 69.99% = 5

30% to 50.99% = 3

Below 30% = 0

Total Specific Goals 20

Pricing format: fixed-price schedule (SBD 3.1 style) with five line items:

1. Pre- and post-study briefing/consultation
2. Design of productivity study
3. Conducting the productivity study
4. Detailed report
5. Travel to PPECB Plattekloof Office

Prices must include VAT (15%).

Evaluation: 80/20 preference point system applies where lowest acceptable bid ≥ R2,000; if lowest acceptable bid < R2,000, price alone determines award.

Payment terms: not explicitly stated in RFQ; standard PPECB purchase order terms provide for payment within 30 days of receipt of a correct, undisputed invoice.

No bid bond, performance guarantee, or advance payment mentioned.

Mandatory compliance documents:

• CSD registration (master registration number on SBD 1).
• Valid Tax Clearance Certificate or SARS Tax Compliance Status PIN.
• Valid B-BBEE Certificate or EME/QSE Sworn Affidavit (required to claim preference points).
• SBD 1 (Invitation to Bid) completed and signed.
• SBD 4 (Bidder's Disclosure) completed and signed.
• SBD 6.1 (Preference Points Claim Form) completed and signed.
• Proof of CSD registration report.

Other requirements:

• Bidder must not be listed on National Treasury's Register of Tender Defaulters or List of Restricted Suppliers.
• No director/shareholder may be a person in the service of the state (per SBD 4 declaration).
• Foreign suppliers must complete the foreign supplier questionnaire in SBD 1.
• Authority to sign (board resolution) must be submitted.

RFQ Number: 20260709-RFQ-PRODUCTIVITY-SY

Opening Date: 14 August 2026

Closing Date: 28 August 2026 Time: 11:00AM

Contact Person: Mr. Simphiwe Yende Email: [email protected]

Bid Validity Period 60 Days

Support areas comprising ICT, Human Capital (incl Facilities Management and Health and Safety), Finance,

resources. Each of the Support departments have adjusted their resources to utilize the systems and achieve

organisational objectives, however, there have been requests for additional headcount. The PPECB wants to

understand what is driving the request for more headcount in administrative and specialist roles.

• What are the pressure points and bottlenecks and what are they related to (people, process,

technology)

• Optimizing the utilization of resources required in the process of service delivery
• Improving process efficiencies and work methods in order to reduce resource requirements
• Automation required for efficiencies
• Job profiles to be revised and updated

1. Background

The PPECB is a Schedule 3A public entity as defined in the Public Finance Management Act and is

established in terms of Section 2 of the Perishable Products Export Control Act . The main purpose

of the PPECB is to promote the orderly, efficient, and sustainable export of perishable products from South

Africa. The PPECB operates under two mandates, namely the Agricultural Products Standar2ds Act , and the Perishable Products Export Control Act .

2. Specification

payroll. The Support Services departments comprises ICT, Human Capital (incl Facilities Management and

Health and Safety), Finance, Legal and Governance, Guest Services and Office Administration, Marketing and

Communications, where employees operate in a hybrid setting. In the last 4 years, an ERP technology system

was implemented for Finance and another for Human Capital, in order to improve efficiencies and reduce

reliance on human resources. Each of the Support Services departments have adjusted their resources to

utilize the systems and achieve organisational objectives, however there have been requests for additional

headcount in the last 2 years due to dual systems and manual work. The PPECB wants to understand what

is driving the request for more headcount in administrative and specialist roles.

• Experienced specialists in conducting workplace productivity studies
• A briefing session must be held prior to the commencement of the study and a debriefing session

afterwards.

• Provision of a report outlining themes and recommendations
• PPECB intends to complete the study by 30 November 2026.

3.1 Bid submission

All quotations must be submitted to the address and instruction as stipulated in the SBD1 or in the following

method: Via email to: [email protected]. This submission must contain all information and

documentation relating to the 20260709-RFQ-PRODUCTIVITY-SY

3.2 Closing date

3.2.1 Bids must be delivered by the stipulated date and time to the correct address. Late bids will not be

accepted for consideration.

3.2.2 PPECB reserves the right to extend the closing date. Bidders invited to bid, will be informed should

the closing date change.

3.3 Revisions to request for quotation

revisions will be provided to all Bidders by an email.

3.4 Bid validity period

The quotation must be valid for the duration specified on (Bid Validity Period).

3.5 Csd registration

3.5.1 Only bid responses from bidders that are registered on the Central Supplier Database (CSD) will be

considered.

3.5.2 Bidders are required to register on the CSD and to include in the SBD1 the Master Registration

Number in order to enable the PPECB to verify the supplier’s status on the CSD.

3.5.3 Responses from bidders not registered on the CSD at bid closing time or bidders that is prohibited

from doing business with the state will be disqualified.

3.6 Acknowledgement and acceptance

contract. In the event that a conflict of interest exists between the most advantageous Bidder and the

PPECB, and this was not disclosed, the said Bidder’s bid will not be accepted. The next most advantageous

including on-site presentations.

3.10 Reservations

3.10.1 PPECB’s decision/s regarding the acceptance or non-acceptance of a quotation shall be final and

3.10.2 Proposals shall be considered and evaluated against a pre-determined evaluation value structure

determined by PPECB. All Suppliers shall provide all information requested in this RFQ to facilitate the

evaluation process. Suppliers shall strictly adhere to the instructions stated in this RFQ.

3.10.3 PPECB may, during and after the evaluation of the Proposals and in its sole and absolute discretion,

decide to:

• Accept a Quotation other than the lowest priced quotation.
• Refuse to consider any Quotation not conforming with the requirements of this RFQ;
• Ask any Service Provider to supply further information after the closing date;
• Cancel this RFQ or any part thereof at any time.
• Award the contract pursuant to this RFQ or any part thereof to any one or more Suppliers,
• Not to award the quotation at all.

4.1 Any personal information and Confidential Information of the PPECB which may be provided during

the bidding process may only be processed by the bidder for the purposes of this bid.

5.1 Bidders or their agents shall not make any news releases concerning this RFP or the

warding of the same or any resulting agreement(s) without the consent of, and then only in co-

ordination with PPECB.

1 1 Pre- and post-study briefing/consultation

2 1 Design of productivity study

3 1 Conducting the productivity study

4 1 Detailed report

5 1 Travel to PPECB Plattekloof Office

I. The risk of fruitless and wasteful expenditure to the PPECB;

II. The risk of an abnormally low bid;

III. The risk of a material irregularity;

proven poor record of accomplishment of the Bidder in previous projects within the PPECB

and the referee submitted by the Bidder.

the requirements and task directives / proposal specifications stipulated in RFQ mentioned above at the price/s

quoted. My offer/s remains binding upon me and open for acceptance by the PPECB during the validity period

indicated and calculated from the closing date of the proposal.

I confirm that I am satisfied with the correctness and validity of my proposal; that the price(s) and rate(s) quoted

cover all the services specified in the proposal documents; that the price(s) and rate(s) cover all my obligations,

and I accept that any mistakes regarding price(s) and rate(s) and calculations will be at my own risk.

bidder wish to withdraw its consent as discussed above at any time, it must do so in writing and address such

notification to the Procurement Manager of the PPECB. The personal information collected for the purpose of

this bid will be retained for a period of three years after the bid has been awarded.

Europe/European Union for the relevant retention periods as may be provided for in the PPECB’s retention

policy.

Bid response documents may be deposited in the bid box situated at (street address)

[email protected]

E-MAIL ADDRESS [email protected] E-MAIL ADDRESS [email protected]

4.3. Name of company/firm...............................................................................

4.4. Company registration number: .....................................................................

4.5. Type of company/ firm

 Partnership/Joint Venture / Consortium

 One-person business/sole propriety

 Close corporation

 Public Company

 Personal Liability Company

 (Pty) Limited

 Non-Profit Company

 State Owned Company

[Tick applicable box]

4.6. I, the undersigned, who is duly authorised to do so on behalf of the company/firm,

certify that the points claimed, based on the specific goals as advised in the tender,

qualifies the company/ firm for the preference(s) shown and I acknowledge that:

of 5

i) The information furnished is true and correct;

ii) The preference points claimed are in accordance with the General Conditions as

indicated in paragraph 1 of this form;

iii) In the event of a contract being awarded as a result of points claimed as shown

in paragraphs 1.4 and 4.2, the contractor may be required to furnish documentary

proof to the satisfaction of the organ of state that the claims are correct;

iv) If the specific goals have been claimed or obtained on a fraudulent basis or any

of the conditions of contract have not been fulfilled, the organ of state may, in

addition to any other remedy it may have –

(a) disqualify the person from the tendering process;

(b) recover costs, losses or damages it has incurred or suffered as a

result of that person’s conduct;

(c) cancel the contract and claim any damages which it has suffered

as a result of having to make less favourable arrangements due

to such cancellation;

(d) recommend that the tenderer or contractor, its shareholders and

directors, or only the shareholders and directors who acted on a

fraudulent basis, be restricted from obtaining business from any

organ of state for a period not exceeding 10 years, after the audi

alteram partem (hear the other side) rule has been applied; and

(e) forward the matter for criminal prosecution, if deemed necessary.

..............................................

Signature(s) of tenderer(s)

Surname and name: ................................................................

Date: ...............................................................

Address: ...............................................................

...............................................................

...............................................................

...............................................................

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PURCHASE ORDER TERMS AND CONDITIONS 1.1.5. “Goods” means the movable Goods to be 2.2. Without such written acceptance, execution of the

supplied and delivered by the Supplier to the order whether partially or complete, is in itself an

The following Terms and Conditions apply between the PPECB, as described in the Purchase Order; acceptance of the Purchase Order and this Terms

PPECB and the SUPPLIER. 1.1.6. “PPECB” means the Perishable Products and Conditions by the SUPPLIER.

Export Control Board;

1. INTERPRETATION AND APPLICABILITY 1.1.7. "Personal Information" is Personal 3. PRICES

1.1. In this Terms and Conditions of Purchase, unless Information as defined in the Protection of 3.1. FIXED PRICES

the context indicates otherwise; Personal Information Act No. ; 3.1.1. Unless otherwise agreed upon by the PPECB

1.1.1. “Agreement” / “Terms and Conditions” 1.1.8. “Purchase Order” means the Purchase and the SUPPLIER in writing, prices shall be

means this Purchase Order Terms and Order issued for this transaction and to which considered to be fixed and will not be subject

Conditions; these Terms and Conditions are attached; to change.

1.1.2. "Confidential Information" means any 1.1.9. "Receiving Party" means the Party, other 3.1.2. For avoidance of doubt, clause 3.1.1 includes

information or data, including any Personal than the Disclosing Party, to the extent that it prices subject to fluctuations in the exchange

which by its nature or content is identifiable as the Disclosing Party; rate of exchange and will not be subject to

confidential and/or proprietary to the 1.1.10. “Services” means the Services to be change.

Disclosing Party and/or any third party, or rendered by the Supplier to the PPECB as 3.1.3. Prices will include the cost of delivery as per

which is provided or disclosed in confidence described in the Purchase Order; the delivery address indicated on the

and which the Disclosing Party or any person 1.1.11. “SUPPLIER” means the natural person or Purchase Order.

acting on its behalf may disclose or provide to juristic person described in the Purchase 3.1.4. Where prices are subject to change, such

the Receiving Party or which may come to the Order. changes will be calculated on the basis set

knowledge of the Receiving Party by 1.2. Save for as set out below, in the event of any out in the Purchase Order, or as accepted by

whatsoever means, including all information conflict, ambiguity or inconsistency between the PPECB in writing.

relating to the Disclosing Party's current and these Terms and Conditions and any other 3.1.5. Should the basis not have been agreed upon

existing strategic objectives, its business document relating to this transaction, including prior to the issue of this order, then

activities, business relationships, technical, any Terms and Conditions in any invoice, documentary proof of all changes shall be

scientific, commercial, financial and market proposal or other SUPPLIER document, these furnished by the SUPPLIER and the price

information and trade secrets, data Terms and Conditions shall prevail. shall then be subject to acceptance by the

concerning its architectural information, 1.3. Any Terms and Conditions incorporated in or PPECB in its sole discretion.

demonstrations, processes and machinery, affixed to the SUPPLIER’s quotation will be of no 3.1.6. If the changed price is unacceptable, then the

all agreements to which it or its clients is/are force and effect, unless the PPECB has agreed to PPECB shall be entitled to cancel the order

a Party, information relating to the Services them, or to any part thereof, expressly and in with immediate effect and without prejudice.

and information relating to its clients and writing. 3.1.7. Unless stipulated to the contrary in the order,

facilities; 1.4. These Terms and Conditions will only apply and additional charges of whatsoever nature will

1.1.3. "Data Protection Legislation" means any be binding on the Parties where there is no not be accepted by the PPECB unless the

and all applicable laws relating to data agreement in place between the Parties SUPPLIER has obtained acceptance in

protection in force in the Republic of South regarding the purchase of the item/s and/or writing of such additional charges prior to the

5.2. If only a portion of the order is available for 6.4. No charges will be allowed for containers, crating acquired such information without restriction,

delivery, the SUPPLIER shall, on agreement by boxing, drayage, etc. unless agreed to between or information which acquired or developed

the PPECB, deliver the available Goods and/or the Parties prior to delivery of any orders. by a Party or its affiliates independently

Services, and deliver, at the SUPPLIER’S own without access or reference to Confidential

cost, the remaining portion of the order as per the 7. QUALITY AND SPECIFICATION Information of the Disclosing Party; or

new agreed delivery date. 7.1. Goods and Services delivered shall be in 8.2.4. is disclosed or released with prior written

5.3. If the SUPPLIER fails to deliver the Goods and/or compliance with the order and shall be to the authorisation by the Disclosing Party to

10.2. SUPPLIER confirms that it is aware of the actions brought against the PPECB and/or its

provisions of section 21 of the Perishable customers for actual or alleged infringement of 16. AMENDMENT OF THE ORDER

16.2. If such amendment affects the prices or the

agreed delivery date, then the SUPPLIER shall

notify the PPECB in writing and such changes

shall only be of force and effect if agreed upon by

the PPECB.

without the PPECB’s written permission.

DATA PROTECTION ADDENDUM Information under the Agreement. Such notification must 1.11. The SUPPLIER warrants that, where it discloses

(to be signed by the SUPPLIER and returned to the provide sufficient information to allow affected individuals to Personal Information to the PPECB that it has obtained the

PPECB) take measures against the potential consequences of the necessary consent of the relevant Data Subject who’s

compromise, including, if known to the SUPPLIER, the Personal Information it is disclosing under the Agreement

1.4. The SUPPLIER warrants that it shall secure the otherwise disposed of to third parties by the SUPPLIER or

integrity of the Personal Information in its possession or commercially exploited by or on behalf of the SUPPLIER or ______________________________________________

under its control by taking appropriate, reasonable technical its Staff.

and organisational measures to prevent: 1.8. Where applicable, the SUPPLIER shall not be

1.4.1. Loss of, or damage to, or unauthorised entitled to transfer Personal Information to a foreign country Date: ____________________________________2025.

destruction of the Personal Information; and/or unless the PPECB consents in writing to such transfer of

1.4.2. Unlawful access to or unlawful Processing of the Personal Information to the foreign country in question,

PPECB reserves the right during and after evaluation to:

• Accept a quotation other than the lowest priced.
• Refuse any quotation not conforming to RFQ requirements.
• Request further information from any service provider after closing date.
• Cancel the RFQ or any part thereof at any time.
• Award the contract to one or more suppliers.
• Not award the quotation at all.

PPECB's decision on acceptance or non-acceptance is final and no reasons need be furnished.

PPECB is not liable for bidder's response preparation costs, including on-site presentations.

Bidders may not issue news releases concerning the RFQ or award without PPECB's consent.

RFQ is not an offer document; submission does not imply a contract.

Bidders deemed to have accepted all terms and conditions by submitting a proposal.

PPECB makes no representations, warranties, or guarantees regarding the RFQ.

3.10.2 Proposals shall be considered and evaluated against a pre-determined evaluation value structure

evaluation process. Suppliers shall strictly adhere to the instructions stated in this RFQ.

3.10.3 PPECB may, during and after the evaluation of the Proposals and in its sole and absolute discretion,

The following documents are required for the proposal to be considered for evaluation process.

5. SBD6.1 – Preference Point Claim Form;
6. RFQ evaluation process and criteria

All quotations or bids will be evaluated according to the following stages. Should a bidder fail any of the

previous stages, they will be disqualified and not be considered for the next evaluation stage.

The following preference point systems are applicable to all bids whereby preference points shall be awarded

for Price; and Specific Goals.

the 80/20 Preference Point System for bids with a Rand value of more than R2,000-00 but not

10.1 Stage 1 – compliance evaluation

10.2 Stage 2 – mandatory criteria

No Mandatory Functional/Technical Evaluation Comply Bidder Comments/

10.3 Stage 3 – functional/technical evaluation

A technical evaluation will be conducted to determine the preferred supplier.

Bidders will be evaluated based on the following Weighted Functional Evaluation Criteria.

Company

• 10 or more years’ experience - 25 points

1. Experience

• 5-9 years’ experience - 15 points
• 4 years or less – 10 points
• Bidder has zero years’ experience - 0 points

2. CONSULTANT included - 20 points

• Less than 5 years’ experience - 5 points
• NO comprehensive CV included - 0 points

3. Methodology

• Detailed proposal and methodology = 40 points