Appointment of a service provider to implement an end-to-end inspection automation solution for nrcs

Collection of bid documents: from 28 October 2026 to 11 November 2026 (download from www.nrcs.org.za or National Treasury e-portal, or collect from NRCS).

Compulsory briefing session: 13 November 2026 at 10:00, held online. Interested bidders must email their address to [email protected] on or before 11 November 2026 for logistics.

Closing date and time: 30 November 2026 at 11:00.

Bidding procedure enquiries (administrative):

• Contact: Thobela Mqikela
• Email: [email protected]
• Telephone: 012 482 8831

Technical enquiries:

• Contact: Phatudi Mudzunga
• Email: [email protected]
• Telephone: 066 437 1919

Submission address:

NRCS Tender Box, SABS Campus, 1 Dr Lategan Road, Groenkloof, Pretoria

Submission method: physical drop-off only.

• Deliver the bid, sealed and marked with the reference number NRCS 008-2026/2027, to the NRCS Tender Box before the closing time.
• The tender box is on the ground floor of the SABS Campus, 1 Dr Lategan Road, Groenkloof, Pretoria.
• No bids will be accepted after 30 November 2026 at 11:00.
• Bids submitted by fax, post, or email will not be accepted.
• Bids must be submitted on the official forms provided, not re-typed.
• Bids are publicly opened at the same address.

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

• SBD 1 (Invitation to Bid) — supplier details and declaration as the bid cover page.
• SBD 3.1 (Pricing Schedule) — firm, fixed prices for the full five-year contract.
• SBD 4 (Declaration of Interest) — discloses any state employment, relationships with procuring institution staff, related enterprises, and CSD-linked companies; false disclosure leads to disqualification.
• SBD 6.1 (Preference Points Claim) — claims B-BBEE specific-goal points; the points table and claimed points must be completed.
• Certificate of Attendance for the compulsory briefing session.
• Proof of authority for the signatory (e.g., company resolution).
• SARS Tax Compliance Status (TCS) PIN or CSD number; each consortium/JV/subcontractor party must submit its own.
• B-BBEE certificate or sworn affidavit (for EMEs/QSEs).

Failure to provide or comply with any of these particulars may invalidate the bid.

Preference point system: 80/20 (80 for price, 20 for B-BBEE specific goals).

• Evaluation stages: minimum requirements, functionality, then 80/20 preference points.

Price points (max 80): awarded based on the lowest acceptable tender price.

B-BBEE specific-goal points (max 20):

• Level 1: 20
• Level 2: 18
• Level 3: 14
• Level 4: 12
• Level 5: 8
• Level 6: 6
• Level 7: 4
• Level 8: 2
• Non-compliant: 0

Points are claimed on SBD 6.1. If the required proof is not submitted with the bid, no specific-goal points are awarded.

The NRCS is not obliged to accept the cheapest bid and may reject any bid or re-advertise.

The NRCS requires the implementation of an end-to-end inspection automation solution.

Scope includes:

• Project blueprint (requirements definition, design, configuration) — once-off phase.
• Testing phase.
• Change management phase.
• Training of business users and ICT administrator: 200 users, in 3 sessions.
• System support and maintenance for five years.
• Licensing for five years.

The solution must be delivered at the NRCS location in Groenkloof, Pretoria.

The goods/services must conform to the standards in the bidding documents and specifications.

The supplier must allow access for inspection and audits.

Total cost of ownership must be included in the total contractual amount.

Goods and services must conform to the standards in the bidding documents and specifications.

The supplier must permit the NRCS to inspect its records and have them audited.

Inspections and tests: any pre-bidding testing is for the bidder's account; if inspections show non-compliance, the cost of such inspections is for the supplier.

Non-compliant supplies may be rejected and the supplier must replace them at its own cost.

Pricing must be firm and fixed for the full contract period (5 years), in South African Rand, all applicable taxes included. The schedule must cover: once-off implementation (blueprint), testing, change management, training of 200 users in 3 sessions, system support and maintenance (years 1–5), licensing (years 1–5), and any other costs. The total inclusive of VAT becomes the contractual amount. Separate pricing schedules are required for different delivery points if applicable. Any escalation clauses must be specified separately.

Pricing format: firm and fixed prices for the full contract period (5 years). Non-firm prices (including exchange-rate indexed) are not considered.

• All prices in South African Rand (ZAR), all applicable taxes included.
• The total bid price (inclusive of VAT) is the amount used for price evaluation.
• The pricing schedule must be completed on SBD 3.1, covering each year plus the once-off implementation phase.
• The bid offer must remain valid for 180 days from the closing date.
• The total contractual amount is the total inclusive of VAT at 15%.
• No reference to bid security or performance security amounts is given in the document.

Mandatory compliance:

• CSD registration or SARS TCS PIN (each consortium/JV/subcontractor party must submit its own).
• If not registered on CSD, provide a CSD number if no TCS PIN is available.
• No bids from persons in the service of the state, or companies with directors who are.
• Bidders listed on the Register for Tender Defaulters or List of Restricted Suppliers are automatically disqualified.

B-BBEE requirements:

• A valid B-BBEE certificate (SANAS-accredited) or a sworn affidavit (for EMEs and QSEs) must be submitted to qualify for preference points.
• Large enterprises (turnover above R35 million) must submit a B-BBEE certificate based on the generic scorecard.

Local production and content: not referenced in the document.

Foreign suppliers: must complete the Questionnaire to Bidding Foreign Suppliers; if not a resident, no branch, no permanent establishment, no source of income, and not liable for taxation in RSA, then no TCS PIN is required.

Supplier Declaration Form (SDF) and vendor registration: must be completed for payments, but the document does not require it as part of the bid.

The contract is subject to the General Conditions of Contract (GCC) and any applicable Special Conditions of Contract (SCC); in conflict, the SCC prevails.

• Payment: within 30 days of invoice and delivery note, unless otherwise specified.
• Prices must not vary from the bid, except as authorised.
• The supplier must not assign the contract without consent, and must notify of any subcontracts.
• Delays: penalties may be deducted at the current prime interest rate per day of delay, and the contract may be terminated for default.
• The successful bidder must sign a written contract (SBD 7).
• Termination for default is allowed for failure to deliver or perform, or for corrupt/fraudulent practices.

Evaluation is in three stages: 1) minimum requirements, 2) functionality, 3) 80/20 preference points (price and B-BBEE specific goals). Minimum qualifying score for functionality is not stated in the document. The 80/20 system applies.