Panel of four labour law firms for sasseta (RFP/SASSETA/26271108)

SASSETA, a Sector Education and Training Authority established under the Skills Development Act and classified as a schedule 3A Public Entity under the PFMA, seeks to appoint a panel of four experienced labour law firms. The contract runs from appointment until 31 March 2030. Services are provided on an ad hoc basis and include legal opinions, disciplinary hearing support, representation in external dispute resolution, reporting, and sharing labour law developments.

Closing date: 21 October 2026 at 11h00

Clarification deadline: 12 October 2026 at 12h00 (written email only)

Briefing session: none (no compulsory briefing)

Validity period: 120 days from closing date

There is no briefing session for this Request for Proposal.

Bidding and technical enquiries:

• Contact: Ms. Lebo Hlombe
• Email: [email protected]
• Telephone: not stated

Submission email (for proposals only): [email protected]

Anti-corruption hotline: 0800 162 111

Submission method: email to [email protected], attention Ms. Lebo Hlombe, quoting reference RFP/SASSETA/26271108. Maximum email size 30 MB; larger submissions are automatically rejected. Submissions may also be sent via WeTransfer (ensure a licensed account so the link does not expire within 7 days). Do not use Google Drive or any method requiring SASSETA to request access. Do not set an expiry date on submissions. Late bids (arriving after 11h00 on closing date) are not considered under any circumstances. SASSETA may negotiate terms and price with recommended bidders before award.

Returnable documents (all must be completed, signed by a duly authorised delegate, and submitted):

• SBD 1 (Invitation to Bid): bidder details and signed offer cover page.
• SBD 3.3 (Pricing Schedule – Professional Services): completed rates.
• SBD 4 (Bidder's Disclosure): declaration of interest and independence.
• SBD 6.1 (Preference Points Claim): claims specific goals points.
• General Conditions of Contract (Annexure A): initial each page.
• CSD registration report from the National Treasury CSD website.
• Quotation on company letterhead inclusive of VAT and all applicable costs.
• CV templates: Annexure B (team leader) and Annexure C (two additional members).
• Legal Practice Council Membership Certificate for all directors.
• Fidelity Fund Certificate for all directors.
• Proof of Right of Appearance from the Legal Practice Council for the team leader and two additional members.
• Minimum three signed reference letters on official letterheads from different clients.
• CIPC company registration documents.
• Certified copies of identity documents of company directors.

Disqualification risks:

• Any mandatory document omitted or unsigned.
• Submission after closing time, regardless of reason.
• Submission via Google Drive or expired WeTransfer link.
• Failure to disclose all CSD-registered active companies linked to directors.

Evaluation is in three phases:

Phase 1 – Compliance: Bids are checked for submission by closing date/time, all mandatory documents (CV templates, LPC and Fidelity Fund certificates, proof of Right of Appearance, SBD forms, CSD registration, initialled GCC). Any missing mandatory item disqualifies the bid.

Phase 2 – Functionality (rated 0 or 1 on each element):

• Reference letters: 40% weight. Score 1 if three or more signed reference letters from different clients are submitted; 0 if fewer than three.
• Team leader CV (Annexure B): 35% weight. Score 1 if the CV shows three or more labour/employee relations assignments for different corporate clients; 0 otherwise.
• Additional members' CVs (Annexure C): 25% weight. Score 1 if both members each show two or more assignments; 0 otherwise.
• Minimum qualifying score: 100% for functionality. Bidders scoring less than 100% are disqualified from further evaluation.

Phase 3 – Price and Specific Goals (80/20 system):

• Price: 80 points (formula: Ps = 80(1 - (Pt - Pmin)/Pmin)).
• Specific Goals: 20 points.
• Total: 100 points.

Adjudication: The Bid Adjudication Committee considers the Bid Evaluation Committee's recommendation and recommends an award to the Award Authority. The highest-scoring bidder is usually awarded, unless there are firm, verifiable grounds to award to a lower-scoring bidder or to make no award.

SASSETA seeks to appoint a panel of four (4) experienced labour law firms to provide professional labour law services on an ad hoc basis from the date of appointment until 31 March 2030.

Scope of work includes:

• Advising and providing legal opinions on labour/employee relations matters.
• Providing services during internal disciplinary hearings.
• Representing SASSETA in external labour dispute resolution forums/structures.
• Preparing and submitting regular reports on matters handled.
• Sharing new developments in labour law and case law with the HR Department.

Team composition:

• One team leader (CV in Annexure B) with a minimum of three assignments leading labour/employee relations projects for different corporate clients.
• Two additional team members (CVs in Annexure C), each with a minimum of two assignments handling labour/employee relations for different corporate clients.

Reporting: The service provider reports directly to the SASSETA HR Manager.

Contract period: From date of appointment until 31 March 2030.

Assignments are allocated on a rotational basis among the four appointed firms.

Functionality evaluation rates the bidder's approach on three elements, each scored 0 or 1:

• Reference letters (40%): three or more signed reference letters from different clients demonstrating labour/employee relations services to full satisfaction.
• Team leader CV (35%): Annexure B showing three or more assignments leading labour/employee relations projects for different corporate clients.
• Additional members' CVs (25%): Annexure C for both members, each with two or more assignments.

Bidders must achieve 100% on functionality to proceed to price and specific goals evaluation.

The bidder must demonstrate relevant experience through:

• Minimum three signed reference letters on official letterheads from different clients, confirming labour/employee relations services rendered to full satisfaction.
• Team leader: minimum three assignments leading labour/employee relations projects for different corporate clients (CV in Annexure B).
• Two additional team members: each with minimum two assignments handling labour/employee relations for different corporate clients (CVs in Annexure C).

All proposed team members must have valid Right of Appearance from the Legal Practice Council.

Pricing is submitted on SBD 3.3 (Professional Services). Bidders provide all-inclusive hourly and daily rates for four tiers: Candidate Attorney, Junior Associate/Professional Assistant, Senior Associate, and Director. Rates are consolidated for evaluation. SASSETA may negotiate with recommended bidders to reach an average cost. Annual inflationary adjustments at CPIX effective April each year.

Travel costs: mileage at Department of Transport rates, economy-class flights, Group A hire cars (Group B with approval), cost-effective transport (Uber/Taxify/Gautrain/shuttle), accommodation up to R1,400 per night per person (including dinner, breakfast, parking). Submit invoices/receipts and Google map for private car travel. All travel must be approved by SASSETA before undertaken.

Pricing format: Complete SBD 3.3 (Pricing Schedule – Professional Services) with all-inclusive rates (all applicable taxes included).

Rate structure – provide hourly and daily rates for four tiers:

• Tier 1: Candidate Attorney
• Tier 2: Junior Associate / Professional Assistant
• Tier 3: Senior Associate
• Tier 4: Director

Rates are consolidated for evaluation. SASSETA may negotiate with recommended bidders to reach an average cost before award.

Annual inflationary adjustments: at Consumer Price Index (CPIX), effective April each year.

Travel and accommodation costs (to be claimed and reimbursed):

• Mileage at Department of Transport rates.
• Economy-class flights only.
• Group A hire cars (Group B only with SASSETA approval).
• Cost-effective transport (Uber/Taxify/Gautrain/shuttle).
• Accommodation up to R1,400 per night per person (including dinner, breakfast, parking).
• Submit invoices/receipts and a Google map for private car travel.
• All travel must be approved by SASSETA before undertaken.

Bid security, bonds, guarantees, retention, and payment terms: not stated.

Mandatory eligibility (non-submission leads to automatic disqualification):

• Valid Legal Practice Council (LPC) Membership Certificate for all directors of the company.
• Valid Fidelity Fund Certificate for all directors.
• Valid proof of Right of Appearance issued by the LPC for the proposed team leader and two additional members.

Registration and tax compliance:

• Registered on the National Treasury Central Supplier Database (CSD) by closing date and time; submit a CSD registration report.
• Tax compliance: provide a SARS Tax Compliance Status (TCS) PIN or a printed TCS certificate. If no TCS is available, provide a CSD number. For consortia/JVs/subcontractors, each party must submit a separate TCS/PIN/CSD number.

B-bbee:

• To claim preference points, submit a valid B-BBEE certificate or a sworn affidavit (for EMEs and QSEs).
• Specific goals (20 points) require supporting documents: B-BBEE certificate/affidavit, CIPC registration documents, certified ID copies of directors, CSD report, medical report (if claiming disability), and a signed declaration letter.

Other compliance:

• Not listed on the Register for Tender Defaulters or List of Restricted Suppliers.
• No person in the service of the state may bid, nor companies/close corporations with directors/members in state service.
• POPIA: bid information is used solely for evaluation and retained per SASSETA records management policies.

Specific goals (20 points under the 80/20 system):

• At least 100% Black People ownership: 10 points
• At least 30% Black Women Ownership: 5 points
• Black youth ownership: 3 points
• At least 20% Black people with Disability (PwD) ownership: 2 points

To claim these points, bidders must submit:

• Original/certified copy of a valid B-BBEE certificate or sworn affidavit (for EMEs/QSEs).
• Valid CIPC company registration documents.
• Certified copies of identity documents of company directors.
• CSD report.
• Medical report (if claiming disability points).
• Declaration letter signed by the bidder.

Non-submission of these documents means specific goal points are not awarded.

Contract duration: from date of appointment until 31 March 2030.

Service Level Agreement (SLA): final project timelines are agreed and incorporated into the SLA. SASSETA may enforce penalties, withhold payment, or take remedial action if the service provider fails to meet agreed service levels, timelines, or deliverables.

Handover: on contract expiry, the service provider must hand over all access credentials of all portals to SASSETA.

Confidentiality: all products and data are confidential and may not be used or distributed without SASSETA's written approval. A confidentiality agreement must be signed within the SLA.

POPIA: vendor information is used solely for bid evaluation, retained per SASSETA records management policies, not altered, and secured by the Information Officer. No vendor records are distributed outside the current bid process.

Intellectual property: all project products and data belong to SASSETA.

Submission must be electronic via email to [email protected], maximum 30 MB. Submissions exceeding 30 MB are automatically rejected. WeTransfer is allowed but must not expire (use a licensed account). Google Drive or any method requiring SASSETA to request access is non-responsive. Late bids (after 11h00 on closing date) are not considered. SASSETA may negotiate terms and price. Bids may be rejected for corrupt or fraudulent acts, abuse of SCM systems, or failure to perform on previous contracts.

Mandatory requirements (non-submission leads to automatic disqualification):

• Fully completed CV templates: Annexure B for team leader, Annexure C for two additional members.
• Valid Legal Practice Council Membership Certificate for all directors.
• Valid Fidelity Fund Certificate for all directors.
• Valid proof of Right of Appearance from the LPC for the team leader and two additional members.

Submission requirements:

• Minimum three signed reference letters from different clients.
• Team leader CV demonstrating minimum three assignments.
• Each additional member's CV demonstrating minimum two assignments.

Evaluation is in three phases:

1. Compliance: submission by closing date/time, all mandatory documents (CV templates, LPC and Fidelity Fund certificates, proof of Right of Appearance, SBD forms, CSD registration, initialled GCC). Missing any mandatory item disqualifies the bid.
2. Functionality: rated 0 or 1 on three elements – reference letters (40%), team leader CV (35%), additional members' CVs (25%). Bidders must obtain 100% to proceed.
3. Price and Specific Goals: 80/20 system – 80 points for price, 20 for specific goals.

Adjudication by the Bid Adjudication Committee based on the Bid Evaluation Committee's recommendation.

Eligibility requirements:

• Must be a registered legal entity in South Africa.
• Must hold a valid tax clearance certificate from SARS.
• Must not be involved in corrupt, fraudulent or collusive practices.
• Must not be listed as a tender defaulter.
• Must be capable of providing the required performance security.
• Must satisfy any additional pre-qualification criteria in the Special Conditions of Contract.

Performance security:

• The successful bidder must furnish performance security within 30 days of notification of contract award.
• The amount and form are specified in the Special Conditions of Contract.
• Acceptable forms: bank guarantee, irrevocable letter of credit, or cashier's/certified cheque.
• The security is discharged and returned within 30 days after completion of performance obligations, including warranty.

Payment:

• Payment is made within 30 days after submission of a valid invoice or claim.
• Payment is in Rand unless otherwise specified in the Special Conditions of Contract.
• Prices quoted in the bid are firm and cannot vary except as authorised in the Special Conditions of Contract.

Tax compliance:

• No contract will be concluded with a bidder whose tax matters are not in order.
• A valid tax clearance certificate issued by SARS must be submitted before award.
• The certificate must be an original.

General:

• The bidder must not be involved in corrupt, fraudulent or collusive practices.
• The bidder must not be listed as a tender defaulter.

The General Conditions of Contract (GCC) apply to all bids, contracts and orders and may not be amended. Special Conditions of Contract (SCC) supplement the GCC and prevail in case of conflict. Key provisions include:

• Performance security required within 30 days of award.
• Inspections and tests at supplier's cost if non-compliant.
• Warranty of 12 months after delivery or 18 months after shipment, whichever ends earlier.
• Payment within 30 days of invoice.
• No price variation except as authorised.
• Contract amendments only by written agreement.
• Assignment requires purchaser's consent.
• Subcontracts must be notified.
• Delays may incur penalties at the prime interest rate per day of delay.
• Termination for default may lead to restriction from doing business with the public sector for up to 10 years.
• Force majeure relief.
• Termination for insolvency.
• Dispute resolution: amicable consultation, then mediation, then court.
• Limitation of liability to total contract price.
• English as governing language; South African law applies.
• Notices by registered mail.
• Taxes and duties responsibility.
• NIP programme applicable.
• Prohibition of restrictive practices under the Competition Act.

The tender is for the appointment of a panel of four (4) experienced labour law experts (Labour Law Firms) from the date of appointment until 31 March 2030. Bidders must complete Annexure B (CV of the Team Leader) as a disqualification criterion, demonstrating the assignments led by the Team Leader/Project Manager.

Completion of Annexure B (CV of the Team Leader) is a disqualification criterion. The CV must demonstrate the assignments led by the Team Leader/Project Manager and will be used for evaluation purposes.

The tender seeks to appoint a panel of four (4) experienced labour law experts (Labour Law Firms) from the date of appointment until 31 March 2030. Bidders must complete Annexure B (CV of the Team Leader) as a disqualification criterion, detailing assignments led by the Team Leader/Project Manager.