What are the submission requirements for this tender (Ref: AGRISETA/2026/02)?

• Submit one (1) original, two (2) copies, and one (1) soft copy on a memory stick. • Price proposals must be submitted separately from the technical proposal. • Deliver to: SCM Manager, AgriSETA Offices, 529 Belvedere Street Arcadia, Pretoria, 0001. • Alternatively, deposit in the bid box at AgriSETA House, 529 Belvedere Street, Arcadia, 0083. • Closing date and time: 10 July 2026 at 11:00 am. Late bids will not be accepted. • Ensure all returnable bid documents are completed in full and submitted together with your proposal. • Mandatory returnables include: Tax compliant CSD report/tax PIN, SBD 4, SBD 6.1, SBD 3.1. • For EMEs/QSEs, submit a B-BBEE certificate issued by a registered auditor, accounting officer, accredited verification agency, or a sworn affidavit. • Submit company registration documents (CIPC), company profile, and certified ID copies of directors/shareholders. • Submit concrete proof of joint venture/consortium arrangements (signed agreements) if applicable. • Failure to provide required information or comply with technical mandatory requirements will lead to disqualification.

How will bids be evaluated?

{ "mandatory": [ "Valid OEM partnership/accreditation letter (bidder’s own).", "Registration on the National Treasury Central Supplier Database (CSD) with tax-compliant status.", "Submission of all required SBD forms and company documents.", "Proof of track record: 5+ reference letters for similar projects (≤8 years old).", "Key personnel must have NQF Level 6+ qualifications and 5+ years’ experience in ICT/document management systems.", "Compliance with B-BBEE requirements (if claiming preference points)." ], "disqualification": [ "Failure to meet technical mandatory requirements.", "Submission of incomplete or non-compliant documentation.", "Conflict of interest or involvement in corrupt practices.", "Late submission or non-adherence to bid format (e.g., retyped forms).", "Subcontracting without a valid joint venture agreement." ] }

What are the technical specifications?

• Scope: Provide implementation, licensing, configuration, data migration and verification, support and maintenance, training, and project management of a document management and tamper-proof digital certificate system. • Contract Period: 36 months, with an option to extend for a further 12 months at AgriSETA’s discretion. • Key Deliverables/Functionalities Required: - Produce tamper-proof digital learner certificates with QR code verification. - Bulk distribution of digital certificates to training providers and learners. - OTP-based recipient verification for secure document access. - Secure delivery of Discretionary Grant letters and contracts. - Electronic signing of contracts with automatic countersigning. - Internal inter-departmental document sharing and workflow-based signing. - Document approval and tracking workflows. - Automated board pack generation and secure distribution. - Centralized stakeholder document communication. - User access, administration, and security management. - Backup, disaster recovery (DRP) testing, audit management, vulnerability/penetration testing, and change management. - Monthly project/SLA meetings. • Technical Mandatory Requirement: Submit a valid Original Equipment Manufacturer (OEM) letter of partnership, certificate, or accreditation. Only the bidding company's certificate is considered; subcontractor certificates are not accepted unless in a joint venture.

What financial requirements apply to bidders?

• Payment Terms: AgriSETA will pay valid invoices in full within 30 days from date of receipt, for work done to its satisfaction. • No payment will be made if outstanding information exists until submitted and the deliverable is successfully submitted. • AgriSETA will not pay for unproductive or duplicated time due to staff changes or report redrafting. • The bid price must be inclusive of VAT and fixed for the 3-year duration. • The price proposal must cover all AgriSETA requirements in line with the scope of work; failure will result in disqualification. • The submitted price is a final offer and cannot be amended after submission.

What compliance and legal requirements must bidders meet?

• Bidders must be registered on the National Treasury Central Supplier Database (CSD) and submit a CSD report with a tax compliant status. • Submit a valid Tax Compliance Status (TCS) PIN or printed TCS certificate. If no PIN, provide CSD number. • For joint ventures/consortiums/sub-contractors, each party must submit a separate TCS certificate/PIN/CSD number. • Bidders must complete and submit SBD 4 (Bidder’s Disclosure) and SBD 6.1 (Preference Points Claim Form). • Submit company registration documents (CIPC) listing all directors/shareholders and certified ID copies. • Submit a company profile. • B-BBEE: A B-BBEE Status Level Verification Certificate or sworn affidavit (for EMEs/QSEs) must be submitted to qualify for preference points. • Foreign suppliers must complete the questionnaire in the bid document regarding residency, branch, establishment, income, and tax liability in RSA. • No bids will be considered from persons in the service of the state or companies with directors/members in the service of the state.

What are the important dates and deadlines for this tender?

• Closing Date: 10 July 2026. • Closing Time: 11:00 am. • Bid Validity Period: 120 days. • Briefing Session: No briefing session. Enquiries must be emailed to quotations@agriseta.co.za.

Who should be contacted for queries about this tender?

• For bidding procedure and technical enquiries: Contact Person: Dineo Dhlongolo. • Telephone: 012 301 5616 (bidding enquiries) / 012 301 5678 (technical enquiries). • Email: quotations@agriseta.co.za (for all enquiries). • Physical Address for Submission: AgriSETA Offices, 529 Belvedere Street Arcadia, Pretoria, 0001. • Bid Box Address: AgriSETA House, 529 Belvedere Street, Arcadia, 0083. • Postal Address: P O Box 23378, Gezina, 0031. • General Contact: Tel: 012 301 5600, Fax: 012 325 1677, Email: info@agriseta.co.za, Website: www.agriseta.co.za.

AgriSETA Document Management System Tender Gauteng

Request for proposals for the appointment of a service provider to: provide implementation, licensing, configuration, data migration and verification, support and maintenance, training, and project management of a document management and tamper proof digital certificate system for a period of thirty-six (36) months with an option to extend further for a period of twelve (12) months at agriseta discretion/decision.

- Submit a valid oem partnership letter/certificate (mandatory for qualification). - Provide 5+ reference letters (≤8 years old) proving experience with similar systems (20 points). - Include cvs and certified qualifications for key personnel (project manager, business analyst, lead implementer) with nqf level 6+ in ICT (20 points). - Demonstrate system workflows, tamper-proof security (qr codes, unique numbers), and approval processes via presentation (20 points). - Submit a project plan with timelines (≤16 weeks) and methodology (20 points). - Detail service management process with turnaround times (critical: ≤2 hours, medium: ≤16 hours) (20 points). - Bid price must be fixed for 3 years, vat-inclusive, and cover all scope requirements; late or incomplete submissions are disqualified.

AgriSETA is a public entity listed under Schedule 3 Part A of the PFMA.
The entity operates under various legislations including the Skills Development Act, Higher Education Act, NSFAS Act, NQF Act, SDL Act, PFMA, and National Treasury regulations.
The project involves appointing a service provider to implement, license, configure, migrate data, verify, support, maintain, train, and manage a document management and tamper-proof digital certificate system.
The system will enable secure electronic issuing of learner certificates, electronic signatures, document verification via QR codes, bulk delivery, and encryption.
The current contract for support and maintenance is ending, necessitating a new service provider.
The existing system is operational and provides secure electronic certificate management with tamper-proof features, QR codes, OTPs, and role-based access.

Closing Date: 10 July 2026.
Closing Time: 11:00 am.
Bid Validity Period: 120 days.
Briefing Session: No briefing session. Enquiries must be emailed to [email protected].

For bidding procedure and technical enquiries: Contact Person: Dineo Dhlongolo.
Telephone: 012 301 5616 (bidding enquiries) / 012 301 5678 (technical enquiries).
Email: [email protected] (for all enquiries).
Physical Address for Submission: AgriSETA Offices, 529 Belvedere Street Arcadia, Pretoria, 0001.
Bid Box Address: AgriSETA House, 529 Belvedere Street, Arcadia, 0083.
Postal Address: P O Box 23378, Gezina, 0031.
General Contact: Tel: 012 301 5600, Fax: 012 325 1677, Email: [email protected], Website: www.agriseta.co.za.

Submit one (1) original, two (2) copies, and one (1) soft copy on a memory stick.
Price proposals must be submitted separately from the technical proposal.
Deliver to: SCM Manager, AgriSETA Offices, 529 Belvedere Street Arcadia, Pretoria, 0001.
Alternatively, deposit in the bid box at AgriSETA House, 529 Belvedere Street, Arcadia, 0083.
Closing date and time: 10 July 2026 at 11:00 am. Late bids will not be accepted.
Ensure all returnable bid documents are completed in full and submitted together with your proposal.
Mandatory returnables include: Tax compliant CSD report/tax PIN, SBD 4, SBD 6.1, SBD 3.1.
For EMEs/QSEs, submit a B-BBEE certificate issued by a registered auditor, accounting officer, accredited verification agency, or a sworn affidavit.
Submit company registration documents (CIPC), company profile, and certified ID copies of directors/shareholders.
Submit concrete proof of joint venture/consortium arrangements (signed agreements) if applicable.
Failure to provide required information or comply with technical mandatory requirements will lead to disqualification.

Scope: Provide implementation, licensing, configuration, data migration and verification, support and maintenance, training, and project management of a document management and tamper-proof digital certificate system.
Contract Period: 36 months, with an option to extend for a further 12 months at AgriSETA’s discretion.
Key Deliverables/Functionalities Required:
Produce tamper-proof digital learner certificates with QR code verification.
Bulk distribution of digital certificates to training providers and learners.
OTP-based recipient verification for secure document access.
Secure delivery of Discretionary Grant letters and contracts.
Electronic signing of contracts with automatic countersigning.
Internal inter-departmental document sharing and workflow-based signing.
Document approval and tracking workflows.
Automated board pack generation and secure distribution.
Centralized stakeholder document communication.
User access, administration, and security management.
Backup, disaster recovery (DRP) testing, audit management, vulnerability/penetration testing, and change management.
Monthly project/SLA meetings.
Technical Mandatory Requirement: Submit a valid Original Equipment Manufacturer (OEM) letter of partnership, certificate, or accreditation. Only the bidding company's certificate is considered; subcontractor certificates are not accepted unless in a joint venture.

Bidders must submit proposals detailing their approach to implementation, licensing, configuration, data migration, verification, support, maintenance, training, and project management.
For evaluation, bidders must submit a project plan with clear timelines and articulated methodology. Scoring is based on implementation timeline (e.g., 8 weeks or less scores highest).

Bidders must submit proof of experience for key personnel (Project Manager, Business Analyst, Lead Implementer/Specialist) with minimum NQF Level 6 qualifications in ICT and relevant experience.
Scoring is based on number of CVs provided and years of experience per personnel.
Certified copies of qualifications must not be older than 3 months.
Failure to submit both CVs and certified qualifications results in forfeiting points.

The system must provide functionalities for document sharing, approval workflows, label creation, board pack generation, self-annotation, and form submission.
It must include user access management, security management, backup and DRP recovery, quarterly DRP testing, audit management, vulnerability/penetration testing, change management, and monthly project/SLA meetings.
The service provider must provide helpdesk, project management, and user training support.

Payment Terms: AgriSETA will pay valid invoices in full within 30 days from date of receipt, for work done to its satisfaction.
No payment will be made if outstanding information exists until submitted and the deliverable is successfully submitted.
AgriSETA will not pay for unproductive or duplicated time due to staff changes or report redrafting.
The bid price must be inclusive of VAT and fixed for the 3-year duration.
The price proposal must cover all AgriSETA requirements in line with the scope of work; failure will result in disqualification.
The submitted price is a final offer and cannot be amended after submission.

Bidders must be registered on the National Treasury Central Supplier Database (CSD) and submit a CSD report with a tax compliant status.
Submit a valid Tax Compliance Status (TCS) PIN or printed TCS certificate. If no PIN, provide CSD number.
For joint ventures/consortiums/sub-contractors, each party must submit a separate TCS certificate/PIN/CSD number.
Bidders must complete and submit SBD 4 (Bidder’s Disclosure) and SBD 6.1 (Preference Points Claim Form).
Submit company registration documents (CIPC) listing all directors/shareholders and certified ID copies.
Submit a company profile.
B-BBEE: A B-BBEE Status Level Verification Certificate or sworn affidavit (for EMEs/QSEs) must be submitted to qualify for preference points.
Foreign suppliers must complete the questionnaire in the bid document regarding residency, branch, establishment, income, and tax liability in RSA.
No bids will be considered from persons in the service of the state or companies with directors/members in the service of the state.

AgriSETA may vary instructions to include more or reduce work at its discretion.
Contract renewal on a month-to-month basis is dependent on approval by the Accounting Authority.
Extension option is at AgriSETA’s discretion.
AgriSETA reserves the right to cancel the agreement summarily if conflict of interest is discovered.
Bidders must not disclose proposal details or issue press releases without prior written approval.
Bidders must declare any conflict of interest.
Bidders must accept the General Conditions of Contract as minimum terms.
Disputes to be settled by mutual consultation, mediation, or in a South African court.
Joint venture agreements must be attached, signed by both parties, and clearly define roles and the lead partner.

Detailed scoring for Company Experience (20 points) based on number and validity of reference letters proving track record in similar systems.
Detailed scoring for Project Team Experience (20 points) based on CVs, qualifications, and experience of key personnel.
Note: Only evidence from the bidding company is considered; subcontractor evidence is not accepted unless in a joint venture.

Agriseta document management & tamper-proof digital certificate system implementation and support

Eligibility Criteria

Agriseta document management & tamper-proof digital certificate system implementation and support

Eligibility Criteria

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Critical Requirements

Regulatory Bodies

Typical Documents

Core procurement rules

Broad-Based Black Economic Empowerment Act (B-BBEE Act)

Constitution of the Republic of South Africa, 1996 – Section 217

Preferential Procurement Policy Framework Act (PPPFA)

Prevention and Combating of Corrupt Activities Act (PRECCA)

Public Procurement Act, 2024 (PPA)

Promotion of Access to Information Act (PAIA)

Promotion of Administrative Justice Act (PAJA)

Agricultural Sector Education and Training Authority

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