Database access service for real-time employee screening and verification (12-Month contract)

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

Closing date: 26 June 2026 at 11:00. Quotation validity period: 120 days from closing date.

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 exclusively via email to: [email protected]. Failure to use this email will result in disqualification. Quotations received after 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. Valid Tax Clearance Certificate (TCC). 4. CIPC registration and copy of director’s ID. 5. Latest full Central Supplier Database (CSD) report. All documents must be completed in detail and returned with your quotation. Non-compliance with submission requirements will disqualify your quotation.

Evaluation follows the 80/20 preference point system: 80 points for price (calculated as Ps = 80(1 - (Pt - Pmin)/Pmin) for standard procurement) and 20 points for specific goals. Specific goals include: HDI ownership (Africans, Coloureds, Indians, Chinese descent), female ownership, disability (certified doctor’s letter required), and youth (≤35 years old). Points must be claimed on SBD 6.1 form with supporting proof (e.g., ID copies, company registration, doctor’s letters). Consortia/joint ventures may claim points based on the percentage of contract value managed by qualifying members. Sub-contracting >25% to a non-qualifying enterprise disqualifies HDI points. Disqualification risks: state employees, directors/shareholders of state employees, or entities listed in the Register for Tender Defaulters/Restricted Suppliers. Tax compliance (valid TCS PIN or CSD registration) is mandatory. Evidence of corrupt/fraudulent practices or restrictive trade practices (e.g., bid-rigging) will disqualify the bid.

The service provider must grant the Department of Rural Development & Land Reform access to its database for 12 months. The database must enable real-time screening and verification of employees who do business with the state. Required functionalities: 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 at 15%), 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 120 days from the closing date. 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 specific goals (HDI, female, disability, youth) as per SBD 6.1. 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, restrictive practices, or corrupt/fraudulent practices.

Contract terms: Payment within 30 days of invoice submission, in Rand. 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. 20 points are allocated for specific goals: HDI ownership, female ownership, disability, and youth. Points must be claimed on the SBD 6.1 form with supporting proof (e.g., ID copies, company registration, doctor’s letters for disability). Consortia/joint ventures may claim points based on the percentage of contract value managed by qualifying members. Sub-contracting >25% to a non-qualifying enterprise disqualifies HDI points.