Panel of two service providers for learner time and attendance management and stipend disbursement solution, sasseta, to 31 march 2030 (extendable five years)

Closing date: 01 December 2026

Closing time: 11:00

Clarification queries: submit in writing by email to [email protected] no later than 20 November at 12:00. Telephonic queries are not accepted.

Compulsory briefing session: none.

Bid validity period: 120 days from the closing date.

Contract period: from date of appointment until 31 March 2030, with an option to extend for a further five years.

Learner onboarding: to be completed within one month per project.

Bidding procedure enquiries

• Contact: Ms. Olivia Khoza
• Email: [email protected]

Technical enquiries

• Contact: Ms. Olivia Khoza
• Email: [email protected]

Submission

• Email: [email protected]
• Attention: Ms. Olivia Khoza

Anti-corruption hotline

• Telephone: 0800 162 111

Submission method: email only

• Primary email: [email protected]
• Attention: Ms. Olivia Khoza
• Reference to quote: RFP/SASSETA/24251124/1
• Maximum email size: 30MB; larger submissions are automatically rejected by the server.
• Alternative: WeTransfer is permitted, but no expiry date may be set. A submission that expires during evaluation is non-responsive. A paid WeTransfer licence is recommended because free transfers expire after seven days.
• Not permitted: Google Drive or any method requiring SASSETA to request access or create an email address on its domain. Such submissions are non-responsive.
• Late bids: not considered under any circumstances; a bid arriving one second after 11:00 is late.
• Bidders should double-check their submission before sending.

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

• SBD 1 (Invitation to Bid): bidder and contact details, signed by a duly authorised delegate.
• SBD 3.3 (Pricing Schedule – Professional Services): total contract price inclusive of VAT, signed.
• SBD 4 (Bidder's Disclosure): discloses employment by the state and relationships with the procuring institution; a false declaration disqualifies the bid.
• SBD 6.1 (Preference Points Claim): claims specific-goal points under the 80/20 system.
• Annexure A (General Conditions of Contract): each page must be initialled.
• Annexure B (CV Template): completed for the team leader; non-submission is an automatic disqualification.
• Annexure C (Pricing Schedule, Excel): all items quoted, unaltered; submit both the Excel file and a signed PDF.
• CSD registration report downloaded from the National Treasury CSD website.
• Company resolution or proof of authority for the signatory.
• Detailed proposal: full solution proposal, implementation plan with activities, timeframes and resources, and risk identification and mitigation plan.
• Minimum three signed reference letters demonstrating ability to render learner time and attendance management and learner payroll/stipend/disbursement solutions.
• Proof of liquidity: bank statement, bank guarantee letter or NCR-registered sponsorship letter (see financial requirements).
• PCI-DSS compliance confirmation.
• TPPP compliance certificate issued by PASA or SARB.
• POPIA registration certificate with the Information Regulator in the bidding company's name.
• PASA proof of bank sponsorship certificate.
• B-BBEE certificate or sworn affidavit, CIPC registration documents, certified director ID copies and CSD report (for specific-goal points).

Disqualification risks:

• Late submission.
• Omission of any mandatory document listed above.
• Incomplete or altered Annexure C.
• Failure to submit the team leader's CV on Annexure B.
• Failure to submit proof of liquidity.
• Non-compliance with PCI-DSS, TPPP, POPIA or PASA bank sponsorship.
• Not registered on CSD by the closing date.
• False declaration on SBD 4.
• Use of SBD forms from another entity instead of the SASSETA-issued forms.

Evaluation stages:

1. Compliance check: all bids are examined for compliance with bidding requirements and conditions.
2. Phase 1 – Mandatory requirements: bidders must submit on time, the team leader's CV (Annexure B), proof of liquidity, PCI-DSS confirmation, TPPP certificate, POPIA registration, PASA bank sponsorship proof, complete and unaltered Annexure C, all SBD forms, CSD registration report, initialled GCC, and the detailed proposal with reference letters. Failure on any item leads to automatic disqualification.
3. Phase 2 – Functionality evaluation (100 points):

• Suitability of proposed bidder: detailed proposal including full solution, implementation plan with activities, timeframes and resources, and risk mitigation plan — 40 points.
• Reference letters: minimum three signed letters demonstrating ability to render learner time and attendance management and learner payroll/stipend/disbursement solutions — 30 points.
• Team leader's CV (Annexure B): demonstrating management of at least three successful assignments/projects in learner time and attendance management and learner payroll/stipend/disbursement solutions — 30 points.
• Scoring scale: 0 = requirement not met or unacceptable; 1 = exceptional mastery.
• Minimum qualifying score: 100% of functionality points. Bidders scoring less than 100% are disqualified from further evaluation.

4. Due diligence (100 points): SASSETA selects one reference site where a similar solution was implemented. The bidder must arrange with referees for a site where the biometric system is fully implemented and demonstrate the live/demo system that manages and disburses funds. Scoring: 0 = system not implemented or does not meet SASSETA requirements; 1 = system implemented and meets requirements. Minimum qualifying score: 100%. Bidders below the threshold are disqualified.
5. Phase 3 – Price and specific goals (80/20 system):

• Price: 80 points.
• Specific goals: 20 points, allocated as follows:
• At least 100% Black people ownership: 5 points.
• At least 30% Black women ownership: 4 points.
• At least 30% Black youth ownership: 4 points.
• Promotion of South African owned enterprises: 7 points.
• Total: 100 points.
• Price formula: Ps = 80 × (1 − (Pt − Pmin) / Pmin), where Pt is the bid price and Pmin is the lowest acceptable bid.

6. Adjudication: the Bid Adjudication Committee considers the Bid Evaluation Committee's recommendations and recommends to the Award Authority. The highest-scoring bidder is usually awarded, but the Award Authority may award to a lower-scoring bidder on firm, verifiable and justifiable grounds, or make no award.

Estimated bid value: not exceeding R50 000 000 (all applicable taxes included), which determines the 80/20 system.

Purpose: appoint a panel of two service providers to deliver learner time and attendance management and learner payroll/stipend/disbursement solutions to SASSETA.

Learner management

• Register all learners per project code.
• Assign learners to Project Administrators and Project Managers.
• Record absenteeism and upload supporting proof.
• Record learner terminations.

Stipend disbursement

• Calculate stipend amounts.
• Generate a payment upload file compatible with banking platforms (e.g. CSV).
• Execute payments to learners.
• Reconcile stipend payments.
• SASSETA reimburses the supplier for amounts paid to learners.
• Generate stipend disbursement reports.

System functionality

• Upload functionality to track absenteeism.
• Efficient and effective learner administration and reporting.

Enrolment and attendance monitoring device/system

• Cloud-based software system.
• Software system and/or biometric device that centrally generates attendance and stipend reports.
• Unique facial recognition biometric scanning.
• Ability to detect abnormalities.
• Wireless capability: Wi-Fi and cellular data enabled, transmitting attendance logs in real time.
• Compatible with Android, iOS, Windows and major operating systems.
• Operates without electricity (e.g. batteries, solar power).
• Records data in offline mode.
• Operates under extreme conditions (high temperature, all-weather).
• Records location (GPS coordinates) at sign-in and sign-out, with geofencing.
• API capabilities.

Services to be provided

• User demonstration and training for internal staff.
• Training video for users.
• National roll-out of the solution on SASSETA-funded training projects.
• Monthly reporting to SASSETA on all payments made to learners.
• Helpdesk support for queries.

Disaster recovery and information protection

• Assurance that all data and systems used for learner management and stipend disbursement are protected against accidental loss, malicious loss, theft, unauthorised access, sabotage and privacy breaches.
• Detailed proposal on how these risks will be mitigated.
• Compliance with POPIA.

Reporting and accountability

• Service provider reports directly to SASSETA Learning Programme Managers.
• Monthly progress reports highlighting challenges, recommendations and actions taken.

Handover

• On contract expiry, hand over all access credentials for all portals to SASSETA.

Team leader

• Submit a comprehensive CV on Annexure B demonstrating management of at least three successful assignments/projects in learner time and attendance management and learner payroll/stipend/disbursement solutions.
• The CV is a mandatory requirement; non-submission leads to automatic disqualification.
• Three or more successful projects score maximum points in the functionality evaluation.

Reference letters

• Submit at least three signed reference letters demonstrating the entity's ability to render learner time and attendance management and learner payroll/stipend/disbursement solutions.
• Three or more signed reference letters score maximum points.
• SASSETA may select one reference site for due diligence; bidders must arrange with referees for a site where the biometric system is fully implemented.

Proposal

• Submit a detailed proposal including a full solution proposal, implementation plan with activities, timeframes and resources, and a risk identification and mitigation plan.

Pricing form: Annexure C (Excel) and SBD 3.3.

• Record itemised amounts on Annexure C and the total contract price on SBD 3.3.
• All prices inclusive of VAT (where applicable).
• Total costs must include fixed once-off costs and ad-hoc costs.
• Provide a cost per beneficiary for all categories on Annexure C.
• Submit Annexure C in Excel format and a signed PDF version.
• All items on Annexure C must be quoted; no alterations are permitted. Incomplete or altered Annexure C leads to automatic disqualification.
• Annual prices are subject to CPIX adjustment on each contract anniversary.
• Travel mileage reimbursed at Department of Transport rates.
• The service provider arranges travel, which SASSETA reimburses at cost.
• Submit invoices/receipts and a Google map for private car travel.
• Accommodation limited to R1 400 per night per person, including dinner, breakfast and parking.
• Economy-class flights only; Group A hire cars (Group B only with SASSETA approval); use cost-effective transport for airport transfers.
• All travel must be approved by SASSETA before it is undertaken.

Pricing

• Complete Annexure C (Excel pricing schedule) with itemised amounts; record the total on SBD 3.3.
• All prices inclusive of VAT (where applicable).
• Total costs must include fixed once-off costs and ad-hoc costs.
• Provide a cost per beneficiary for all categories on Annexure C.
• Submit Annexure C in Excel format and a signed PDF version.
• Annual prices are subject to CPIX adjustment on each contract anniversary.
• Services are requested on an ad hoc basis.

Proof of liquidity (mandatory)

Submit one of the following:

• Bank statement showing a minimum average closing balance of R20 000 000 over August 2026, September 2026 and October 2026; or
• Bank guaranteed letter of R20 000 000 or more, dated not more than 21 calendar days before the closing date; or
• Sponsorship letter from a credit offering company registered with the National Credit Regulator (NCR) for R20 000 000 or more, dated not more than 21 calendar days before the closing date, with the NCR registration certificate.

Failure to submit any of these leads to automatic disqualification. SASSETA may verify the validity or authenticity of external funding before appointment.

Professional indemnity

• Shortlisted bidders must submit proof of Company Professional Indemnity insurance of at least R20 000 000 within five working days of SASSETA's request, before award. Non-submission by the due date leads to disqualification.

Travel and reimbursement

• Service provider arranges travel; SASSETA reimburses at cost.
• Mileage reimbursed at Department of Transport rates; submit invoices/receipts and a Google map for private car travel.
• Economy-class flights only.
• Group A hire cars; Group B only with SASSETA approval.
• Use cost-effective transport (Uber, Taxify, Gautrain or shuttle) for airport transfers.
• Accommodation limited to R1 400 per night per person, including dinner, breakfast and parking.
• All travel must be approved by SASSETA before it is undertaken.

Payment and penalties

• SASSETA may withhold payment or impose penalties for failure to meet service levels, timelines or deliverables as set out in the Service Level Agreement.

Mandatory eligibility and compliance

• CSD registration: must be registered on the National Treasury Central Supplier Database by the closing date and time; submit the CSD registration report.
• Tax compliance: submit a valid SARS Tax Compliance Status PIN or printed TCS certificate. For consortia, joint ventures or subcontractors, each party must submit a separate TCS certificate/PIN and CSD number.
• B-BBEE: submit an original or certified copy of a valid B-BBEE certificate or sworn affidavit to claim specific-goal points. Non-submission means specific-goal points are not awarded.
• CIPC: submit valid company registration documents.
• Director identity documents: submit certified copies of directors' identity documents.
• Company resolution: proof of authority for the signatory must be submitted.
• POPIA: submit a valid registration certificate with the Information Regulator of South Africa in the bidding company's name. Non-submission is an automatic disqualification.
• PCI-DSS: submit confirmation of compliance. Non-submission is an automatic disqualification.
• TPPP: submit a compliance certificate issued by the Payment Association of South Africa (PASA) or the South African Reserve Bank (SARB). Non-submission is an automatic disqualification.
• PASA bank sponsorship: submit proof of bank sponsorship certificate. Non-submission is an automatic disqualification.
• Professional indemnity: proof of at least R20 000 000 required before award (see financial requirements).

Standard forms to be completed and signed

• SBD 1 (Invitation to Bid)
• SBD 3.3 (Pricing Schedule)
• SBD 4 (Bidder's Disclosure)
• SBD 6.1 (Preference Points Claim)
• General Conditions of Contract (Annexure A) – initial each page

Other requirements

• Detailed proposal with implementation plan, timeframes, resources and risk mitigation plan.
• Minimum three signed reference letters.
• Team leader's CV on Annexure B demonstrating at least three successful assignments/projects.
• No person in the service of the state may be a bidder, director or member.
• Bidders listed on the Register for Tender Defaulters or the List of Restricted Suppliers are automatically disqualified.

Contract period: from date of appointment until 31 March 2030, with an option to extend for a further five years, subject to SASSETA's licence.

Service levels and penalties

• Final project timelines will be agreed with the appointed service provider and incorporated into the Service Level Agreement (SLA).
• SASSETA may impose penalties, withhold payment or take other remedial action if the provider fails to meet agreed service levels, timelines or deliverables.

Reporting

• The provider reports directly to SASSETA Learning Programme Managers.
• Monthly progress reports must highlight challenges, recommendations and actions taken.

Handover

• On contract expiry, the provider must hand over all access credentials for all portals to SASSETA.

Confidentiality and intellectual property

• All products and data from the project, in raw or analysed form, are confidential to SASSETA.
• Information received from SASSETA or stakeholders may not be used or distributed without written approval.
• The provider must sign a confidentiality agreement within the SLA.
• SASSETA owns its logo and intellectual property; unauthorised use may lead to legal action.

General Conditions of Contract

• The GCC (Annexure A) forms part of the contract; bidders must initial each page.

Negotiation

• SASSETA may negotiate with a prospective service provider.
• A contract is concluded only when reduced to writing and signed by authorised representatives of both parties.

Popia

• The provider must comply with POPIA and other applicable data privacy laws.
• Bid information will be used solely for evaluation and supply chain processes, retained for records management, and not distributed outside the current bid.