Database access service for real-time employee screening and verification

Technical enquiries: Mr Borna Lewele, Tel: 012 312 8364, Email: [email protected]. Bid-related enquiries: Mr Jabu Mahlangu, Tel: 012 312 8397, Email: [email protected]. Submission email: [email protected].

Submit your quotation via email to: [email protected]. Failure to use this email will result in disqualification. Quotations received after the closing date and time (26 June 2026 at 11:00) will not be considered. Required documents to be submitted with your quotation: 1. Completed quotation or proposal. 2. Completed SBD forms 1, 3.1, 4, and 6.1. 3. Tax Clearance Certificate (TCC). 4. CIPC registration and copy of ID. 5. Latest full Central Supplier Database (CSD) report. All documents must be completed in detail and returned with your quotation.

The service provider must grant the Department of Rural Development & Land Reform access to its database for a period of 12 months. The database must enable real-time screening and verification of employees who do business with the state. The service must include: real-time background checks, personnel suitability checks for registration, ownership of companies, fraud listing checks, and verification of public servants and state-owned entities (SOEs).

Pricing must be submitted on the official SBD 3 form. Include: total quote price (inclusive of VAT), unit price per grant/licence, duration (12 months), and total amount. Prices must be firm for 12 months. The pricing schedule must cover: real-time background checks, personnel suitability checks, ownership verification, fraud listing checks, and verification of public servants and SOEs. Sub-total (excluding VAT), VAT (15%), and total (including VAT) must be clearly stated. Offers must be valid for 60 days from the closing date of the RFQ.

Prices must be firm for 12 months and inclusive of VAT (15%). The total quote price must be provided in South African Rand (ZAR). The pricing schedule must include: unit price per grant/licence, duration (12 months), and total amount. Payment will be made in Rand within 30 days of invoice submission. Performance security may be required within 30 days of contract award, in the form of a bank guarantee, irrevocable letter of credit, or cashier’s/certified cheque.

Bidders must comply with the following: 1. Tax Compliance: Submit a valid Tax Clearance Certificate (TCC) or Tax Compliance Status (TCS) PIN. Apply for TCS PIN via SARS e-filing (www.sars.gov.za) if not already obtained. 2. Central Supplier Database (CSD): Provide a CSD number if no TCS PIN is available. Submit the latest full CSD report. 3. CIPC Registration: Submit proof of company registration and a copy of the director’s ID. 4. B-BBEE: Preference points may be awarded for B-BBEE compliance (specific goals). 5. No bids will be considered from persons in the service of the state, companies with directors who are persons in the service of the state, or close corporations with members who are persons in the service of the state. 6. Complete and submit SBD forms 1, 3.1, 4, and 6.1. 7. Bidder’s disclosure (SBD 4) must be completed to confirm no conflicts of interest or restrictive practices.

Contract terms include: Payment within 30 days of invoice submission, in Rand unless otherwise specified. Prices must remain firm for the contract duration unless adjusted per Special Conditions of Contract (SCC). Contract amendments require written agreement. Subcontracts must be notified in writing and do not relieve the supplier of liability. Delays may incur penalties calculated using the current prime interest rate. Termination for default or insolvency is possible, with potential restrictions from doing business with the public sector for up to 10 years. Force majeure events may relieve the supplier of liability. Disputes will first attempt mediation, then proceed to South African courts if unresolved. The contract is governed by South African law and must be written in English. Suppliers must indemnify the purchaser against patent infringement claims. Performance security may be required. Warranty is valid for 12-18 months, depending on delivery or shipment dates.

The 80/20 preference point system applies. 80 points are allocated for price using the formula: Ps = 80(1 - (Pt - Pmin)/Pmin) for standard procurement, or Ps = 80(1 + (Pt - Pmax)/Pmax) for disposal/leasing of state assets or income-generating procurement. 20 points are allocated for specific goals (e.g., HDI, female ownership, disability, youth). Points for specific goals must be claimed on the SBD 6.1 form and supported by proof (e.g., ID copies, company registration documents, doctor’s letters for disability). Consortia/joint ventures may claim points based on the percentage of contract value managed by qualifying members. Sub-contracting more than 25% of the contract value to a non-qualifying enterprise will disqualify the tenderer from HDI points.