Recruitment advertising and application response handling services for the department of agriculture (36 months)

Closing date: 6 November 2026 at 11:00

Compulsory briefing session: 21 October 2026 at 10:00

Venue: Imbizo Hall, Harvest House, 30 Hamilton Street, Pretoria

Attendance at the briefing is mandatory; failure to attend disqualifies the bid.

Compulsory briefing session:

• Date: 21 October 2026
• Time: 10:00
• Venue: Imbizo Hall, Harvest House, 30 Hamilton Street, Pretoria
• Attendance is mandatory; failure to attend will result in disqualification.

Technical enquiries:

• Contact: Mr Godfrey Matloga
• Email: [email protected]
• Telephone: 012 319 6809

Bid-related enquiries:

• Contact: Ben Coetzer
• Email: [email protected]
• Telephone: (012) 312 8375
• Contact: Kedumetse Modise
• Email: [email protected]
• Telephone: (012) 312 8385

Directorate: Demand and Acquisition Management Services

• Contact: Mr Ben Coetzer
• Telephone: (012) 312 8375

Directorate: Human Resource Administration

• Contact: [email protected]
• Telephone: 012 319 7322
• Address: Private Bag X833, Pretoria, 0001; 20 Steve Biko Street, Pretoria, 0001

Submission address:

Department of Agriculture

20 Steve Biko Road

Arcadia

Pretoria

Submission method: sealed envelope, marked with the bidder's name and address, the bid number (5/2/2/1(007) 2026/2027) and the closing date. Failure to mark the envelope correctly disqualifies the bid.

Returnable documents (all must be completed and signed):

• SBD 1 (Invitation to Bid): bidder details and CSD reference number.
• SBD 3 (Pricing Schedule): fully completed on the prescribed template; no other pricing format accepted.
• SBD 4 (Declaration of Interest): discloses any connection to state employees.
• SBD 5 (Declaration of Bidder's Past SCM Practices).
• SBD 6.1 (Preference Points Claim): claims B-BBEE points.
• SBD 8 (Declaration of Bidder's Past Supply Chain Management Practices).
• SBD 9 (Certificate of Independent Bid Determination).
• Annexure A – Pricing Schedule (3.3): service fee per media and response handling cost per application.
• Proof of CSD registration (reference number on SBD 1).
• Tax clearance certificate (original from SARS) – required before award.
• Qualifications and CVs for the team leader and technical team members.
• Reference letters/testimonials for company experience (contracts, SLAs and purchase orders not accepted as proof).

Disqualification risks:

• Any returnable form omitted or unsigned.
• Incomplete pricing schedule or use of a non-prescribed pricing format.
• Bid received after closing time.
• Failure to attend the compulsory briefing session.

Evaluation is in three stages:

1. Functionality (minimum qualifying score: 70/100).
2. Onsite visit with presentation at the service provider's location.
3. 80/20 preference point system (price / B-BBEE).

Functionality criteria (scored 1=poor, 2=average, 3=good, 4=very good, 5=excellent):

• Team leader (weight 10): NQF 7 qualification in HR with at least 4 years' HR experience; 5 years' project management experience.
• Technical team member – Communication (weight 10): NQF 6 in Communication with 3 years' advertising experience.
• Technical team member – Record Management (weight 10): NQF 6 in Record Management with 3 years' data analysis and management experience.
• Technical team member – HR Recruitment (weight 10): NQF 6 in HR Recruitment with 3 years' recruitment experience.
• Technical team member – Public Management/Admin (weight 5): NQF 6 in Public Management/Admin with 3 years' experience.
• Technical team member – IT (weight 5): NQF 6 in IT with 3 years' IT and systems administration experience.
• Company capability (weight 20): at least 3 successfully completed projects combining advertising and response handling, each a minimum 1-year contract within the last 10 years, in local, provincial and national newspapers. Proof via reference letters/testimonials on client letterhead with client logo, signature and date; contracts, SLAs and purchase orders not accepted.
• Proposed methodology and project plan (weight 20): must clearly outline method and steps for response handling and application register, linked to time frames and billing procedures.

Total functionality points must add to 100. Bids scoring below 70 on functionality do not proceed to the second stage.

Scope: design and place recruitment advertisements (for posts and internship opportunities) in national and local newspapers, DPSA Vacancy Circular, internet, intra-departmentally, organisations for people with disabilities or any other preferred publication; render a response handling service for employment applications on a decentralised basis.

Contract period: 36 months from date of formal contract.

Advertisement requirements:

• Publications scheduled weekly.
• Advertisements and response handling documents in English; must be able to translate into all official languages as required.
• Must accommodate late advertisement submissions beyond normal deadlines.
• Creative design with departmental logo; reflect government corporate identity, Batho Pele principles and employer of people with disabilities.
• Full advertisements must include reference number, job title, salary, centre, core functions, key competencies, application process, enquiries, closing date/time, standard clauses provided by DoA, and submission address.
• Teaser advertisements must include reference number, job title, salary, centre, standard clauses, and direction to full advertisement.
• Wording scripted by a copywriter employed by the service provider to avoid errata.
• DoA may cancel/amend advertisements at no cost within booking deadlines: daily and weekly newspapers – one week prior; Sunday newspapers – Thursday prior to publication.
• Final copy must be signed off by the Department before placement.
• Master design must be convertible for any governmental website environment.
• If an advertisement fails to appear for reasons beyond the service provider's control, alternative dates must be submitted; otherwise the advertisement may be cancelled with approval.
• Errata published at service provider's own cost if at fault.
• Advertisements distributed to organisations for people with disabilities and placed on service provider's website at no additional cost.
• Toll-free number for applicant enquiries.

Response handling requirements:

• Applications on the latest Z83 form with comprehensive CV.
• Provide lockable strong boxes and an Employment Application Register at drop-off points in departmental buildings across all nine provinces.
• Provide an email address for electronic submissions.
• Collect applications daily and on closing date by 16:00.
• Transport applications in sealed, lockable containers; comply with Information Security Standards.
• Date stamp, acknowledge, reconcile applications with register.
• Print electronically submitted applications with supporting documents.
• Scan all applications in original colour and save on USB per position.
• Screen applications against inherent position requirements; summarise on screening sheet stapled to top left corner.
• Complete long list categorising candidates: fully compliant, not fully compliant but with potential, or not meeting criteria; indicate internal/external candidates.
• Deliver post applications in lever arch files (reference number and title on spine and front) with five coloured copies of long lists, manually and on USB, to HR offices nationally or provincially.
• Complete response handling and deliver applications on the 7th working day after closing date for posts, irrespective of volume.
• Internship applications packaged separately in boxes; delivered on the 30th working day after closing date.

Reporting and governance:

• Inception workshop within 5 working days after appointment.
• Weekly status reports to the Departmental Project Manager (Deputy Director: Recruitment and Selection) for posts; to the Departmental Project Skills Manager (Deputy Director: Skills Development Facilitation) for internships.
• Monthly reports/statistics on applications per position, posts advertised and demographics.
• Monthly meetings with the Department; secretariat services and minutes within 5 working days.
• Quarterly media analysis reports.
• Maintain a library/database of positions advertised and applications received.
• Quarterly training and information sharing sessions with HR Practitioners.
• Provide accessible USBs with all employment information per position/internship.

Service levels:

• Respond to DoA enquiries within 24 hours.
• Service available continuously (telephonically and/or email) for contract duration.
• Office in Gauteng for site inspection and presentation; able to open offices in all provinces within 21 days where required.
• Resources allocated must remain unchanged for project duration unless prior written consent granted.

Methodology requirements (evaluated under functionality, weight 20):

• Provide a proposed methodology and project/implementation plan linked to time frames and billing procedures.
• The plan must clearly outline the method and steps to ensure proper response handling and an application register.
• Scoring: Poor (1) if methodology and plan do not outline ToR requirements; Average (2) if inadequately address; Good (3) if adequately address most; Very Good (4) if adequately specify all and acceptable for implementation; Excellent (5) if exceptionally specify clear deliverable dates and provide additional value adds.

Operational methodology:

• Resources allocated must remain unchanged for project duration unless prior written consent.
• Office in Gauteng for site inspection and presentation; able to open offices in all provinces within 21 days where required.
• Weekly publication schedule; accommodate late submissions.
• Daily collection of applications; on closing date by 16:00.
• Sealed and lockable transport; comply with Information Security Standards.
• Date stamp, acknowledge, reconcile applications with register.
• Screen applications; complete long list categorising candidates.
• Deliver applications on 7th working day after closing date for posts; 30th working day for internships.
• Conduct inception workshop within 5 working days after appointment.
• Weekly status reports, monthly reports, monthly meetings, quarterly media analysis, quarterly training sessions.

Team leader:

• NQF level 7 qualification in Human Resources.
• At least 4 years' experience in HR.
• At least 5 years' experience in project management.
• Attach copy of qualification and CV with detailed skills and knowledge.

Technical team members (each with NQF level 6 qualification and 3 years' relevant experience):

• Communication: 3 years' advertising experience.
• Record Management: 3 years' data analysis and management experience.
• HR Recruitment: 3 years' recruitment field experience.
• Public Management/Admin: 3 years' experience.
• IT: 3 years' IT and systems administration experience.
• Attach copies of qualifications and CVs.

Company experience:

• Must have successfully completed at least 3 projects with combined experience in both advertising and response handling.
• Each project must have been a minimum 1-year contract within the last 10 years.
• Projects must be in local, provincial and national newspapers.
• Proof via reference letters/testimonials from client companies, on client letterhead with client logo, signature and date, indicating type of services rendered and period of project.
• Contracts, SLAs and purchase orders will not be considered as proof of experience.

Quality requirements:

• Advertisements must be quality assured and high-quality, reflecting government's corporate identity and employer-of-choice status.
• Wording scripted by a copywriter employed by the service provider to avoid errata.
• Final copy of each advertisement must be signed off by the Department before placement.
• Master design must be convertible for any governmental website environment.
• Service provider must comply with Information Security Standards for handling employment applications.
• All applications must be scanned in original colour and saved on USB per position.

Inspection:

• The Department may inspect the service provider's premises at all reasonable hours.
• The service provider must permit inspection of records and audits by auditors appointed by the purchaser.

Pricing requirements:

• Complete Annexure A – Pricing Schedule (3.3) on the prescribed template (SBD 3). No other pricing format accepted.
• Disclose a % service fee per media for summary (teaser) and full advertisement.
• Include response handling cost per application.
• All prices fixed for the term of the contract.
• Prices include all applicable taxes (80/20 preference point system applies).
• Service provider must secure most advantageous rates for the Department; ensure optimal and cost-effective use of advertising space.
• Payment only for work done and services rendered to the satisfaction of the DoA.
• Financial penalties for missed milestones, targets and deadlines without valid reasons.
• If sole agent/supplier, indicate market price after discount or net profit percentage.

Pricing format:

• Complete Annexure A – Pricing Schedule (3.3) on the prescribed template (SBD 3). No other pricing format accepted.
• Disclose a % service fee per media for summary (teaser) and full advertisement.
• Include response handling cost per application.

Price basis:

• All prices fixed for the term of the contract.
• Prices include all applicable taxes (80/20 preference point system applies).
• Service provider must secure the most advantageous rates for the Department and ensure optimal, cost-effective use of advertising space.

Payment:

• Payment only for work done and services rendered to the satisfaction of the DoA.
• Financial penalties imposed for agreed milestones, targets and deadlines not met without valid reasons and supporting evidence.

Sole agent/supplier:

• If a sole agent or sole supplier, indicate market price after discount to other clients, or percentage net profit before tax, to assess fairness of price.

CSD registration:

• Must be registered on the National Treasury Central Supplier Database (CSD); provide reference number on SBD 1.

Tax compliance:

• Tax clearance certificate (original from SARS) required before award.

B-bbee:

• 80/20 preference point system applies (all taxes included).
• B-BBEE minimum level: 7 (stated in document).
• Claim points via SBD 6.1.

Standard forms:

• SBD 1, SBD 3, SBD 4, SBD 5, SBD 6.1, SBD 8, SBD 9 – all must be completed and signed.

Experience proof:

• Reference letters/testimonials on client letterhead with client logo, signature and date; contracts, SLAs and purchase orders not accepted as proof of experience.

The applicable preference point system is the 80/20 system (all applicable taxes included). B-BBEE minimum level: 7. Bidders must claim preference points via SBD 6.1. A valid B-BBEE certificate or sworn affidavit (for EMEs/QSEs) is required to claim points.

No specific health and safety requirements are stated in the tender document beyond general GCC provisions on inspections and safety of goods. The service provider must ensure safe, sealed and lockable transport of employment applications to prevent loss or damage.

General Conditions of Contract (GCC) apply and may not be amended; Special Conditions of Contract (SCC) supplement and prevail on conflict.

Key GCC provisions:

• Performance security: within 30 days of contract award, furnish security as specified in SCC (bank guarantee, irrevocable letter of credit, or cashier's/certified cheque).
• Payment: within 30 days of invoice submission; in Rand unless otherwise specified.
• Prices: fixed for contract term; no variation except as authorised in SCC.
• Contract amendments: only by written amendment signed by both parties.
• Assignment: not permitted without purchaser's prior written consent.
• Subcontracts: must be notified in writing.
• Delays: penalties calculated at prime interest rate per day of delay; purchaser may terminate for default.
• Termination for default: purchaser may terminate for failure to deliver, failure to perform obligations, or corrupt/fraudulent practices; supplier may be restricted from public sector business for up to 10 years.
• Force majeure: relieves liability for delay if notified promptly.
• Disputes: amicable resolution, then mediation, then South African courts.
• Taxes: local supplier responsible for all taxes until delivery; no contract with bidder whose tax matters are not in order.
• Restrictive practices: collusive bidding referred to Competition Commission; may invalidate bid, terminate contract, restrict business up to 10 years, or claim damages.

Special conditions (from ToR):

• Service provider liable for any loss and/or damage incurred.
• If unable to meet obligations due to circumstances accepted by DoA as beyond control, provisions of contract regarding such circumstances apply.

Evaluation is in three stages:

1. Functionality (minimum qualifying score: 70/100).
2. Onsite visit with presentation at the service provider's location.
3. 80/20 preference point system.

Functionality criteria (scored 1=poor, 2=average, 3=good, 4=very good, 5=excellent):

• Team leader (weight 10): NQF 7 in HR with 4 years' HR experience; 5 years' project management.
• Technical team member – Communication (weight 10): NQF 6 in Communication with 3 years' advertising experience.
• Technical team member – Record Management (weight 10): NQF 6 in Record Management with 3 years' data analysis and management.
• Technical team member – HR Recruitment (weight 10): NQF 6 in HR Recruitment with 3 years' recruitment experience.
• Technical team member – Public Management/Admin (weight 5): NQF 6 in Public Management/Admin with 3 years' experience.
• Technical team member – IT (weight 5): NQF 6 in IT with 3 years' IT and systems administration.
• Company capability (weight 20): at least 3 projects combining advertising and response handling, each 1-year contract within last 10 years, in local, provincial and national newspapers; proof via reference letters/testimonials.
• Proposed methodology and project plan (weight 20): must outline method and steps for response handling and application register, linked to time frames and billing.

Total functionality points must add to 100. Bids scoring below 70 on functionality do not proceed to the second stage.