Independent fraud hotline management service – gauteng government RFQ

Technical enquiries:

• Contact: Aluwani Themeli
• Email: [email protected]
• Telephone: not provided

General SCM enquiries:

• Email: [email protected] (do not send quotes to this address)

Submission channel: E-Tender portal (no physical address for submission).

Submission method: E-Tender portal only. No physical submissions accepted.

Closing: 16 October 2026 at 11:00.

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

• SBD 1 (Invitation to Bid): bidder details and signed offer cover page.
• SBD 3.1 (Pricing Schedule – Firm Prices): fixed pricing for the three-year service; non-firm prices are rejected.
• SBD 4 (Bidder’s Disclosure): declares state employment, relationships with procuring institution, and interests in other enterprises; false declaration disqualifies the bid.
• SBD 6.1 (Preference Points Claim): claims B-BBEE points under the 80/20 system; attach valid B-BBEE certificate or sworn affidavit.
• SBD 7.1 (Contract Form – Purchase of Goods/Works): signed by successful bidder after award.
• Declaration of CSD Registration: confirms CSD details are correct and up to date.
• Authority to Sign / Board Resolution: authorises the named signatory to bind the bidder.

Disqualification risks: late submission; any returnable form omitted or unsigned; bids not on official forms; use of correction fluid; uninitialled alterations; bids from persons in the service of the state.

Evaluation follows a two-stage process:

1. Administrative compliance (mandatory): all returnable forms submitted and correctly completed.
2. Preference points (80/20 system):

• Price: 80 points (lowest acceptable price scores maximum).
• Specific Goals: 20 points allocated as follows:

• Black ownership: 100% = 10 pts; ≥51% <100% = 5 pts; >0% <51% = 2 pts; 0% = 0 pts.

• Women ownership: 100% = 4 pts; ≥51% <100% = 2 pts; >0% <51% = 1 pt; 0% = 0 pts.

• Youth ownership: 100% = 3 pts; ≥51% <100% = 2 pts; >0% <51% = 1 pt; 0% = 0 pts.

• Military Veteran ownership: 100% = 3 pts; ≥51% <100% = 2 pts; >0% <51% = 1 pt; 0% = 0 pts.

Failure to submit proof for specific goals means zero points for those goals. No minimum qualifying score is stated.

Scope: Independent Fraud Hotline Management Service for the Border Management Authority (BMA) for three (3) years.

Reporting channels required:

• Toll-free hotline number.
• WhatsApp functionality.
• Telegram functionality.
• Web-based reporting platform.
• Electronic case management system.

Call centre operations:

• 24 hours a day, 7 days a week.
• Minimum four (4) official South African languages.
• Accept anonymous reports on fraud, corruption, maladministration, regulatory non-compliance, financial misconduct, general misconduct, other irregularities.

Case management:

• Unique reference numbers for each case.
• Record and document disclosures.
• Translate all reports into English.
• Upload disclosure reports to case management system within 24 hours.
• Follow up on reported cases.
• Provide feedback to whistleblowers where applicable.
• Retain case records for contract period plus six (6) months after termination.

Reporting deliverables:

• Immediate notification of high-risk incidents.
• Monthly disclosure reports.
• Monthly trend analysis reports.
• Call statistics and performance reports.
• Management information reports on request.

Emergency escalation: immediate notification to designated BMA officials and/or SAPS for immediate danger, threats to assets, or criminal conduct requiring urgent intervention.

Awareness and promotion: posters, banners, email signatures, screensavers, computer backgrounds, lanyards, other innovative campaigns (costs quoted separately).

Key deliverables: hosting of hotline facility, toll-free services, WhatsApp/Telegram reporting, web-based reporting, case management system access, individual disclosure reports, monthly management and analytical reports, awareness materials, compliance certificates, Service Level Agreement (SLA).

Milestones: Project Initiation (contract award and SLA signing), Service Setup (platform implementation), Operational Readiness (24/7 activation), Monthly Reporting, Annual Review, Contract Completion (final report and handover).

Proposal contents required: Executive Summary, Company Profile, Technical Proposal, Methodology and Approach, Project Team Structure, Relevant Experience, Similar Project References, Service Delivery Model.

Pricing: firm prices only (inclusive of VAT); non-firm prices subject to exchange-rate variations are not accepted.

Offer validity: 120 days from closing date.

Payment: in South African Rands, fixed price inclusive of VAT; payment within 30 days of receipt of approved invoice per agreed payment schedule; payment against key deliverables meeting professional quality standards; disputes referred to agreed arbitration.

Disbursements: capped at 10% of total amount paid; payable only with original receipts for pre-agreed expenses.

Performance security: successful bidder must furnish performance security within 30 days of contract award notification; amount and form specified in Special Conditions of Contract (not detailed in this pack); acceptable forms: bank guarantee/irrevocable letter of credit from a reputable bank, or cashier’s/certified cheque; security returned within 30 days after completion of all obligations including warranty.

Penalties: delay penalties calculated at current prime interest rate per day of delay on delivered price of delayed services; purchaser may terminate for default and impose restriction up to 10 years.

No bid security or advance payment mentioned.

Mandatory eligibility:

• Central Supplier Database (CSD) registration (CSD number required).
• Tax compliance: valid SARS Tax Compliance Status (TCS) PIN or printed TCS certificate; each consortium/joint venture/sub-contractor party must submit separate TCS PIN/certificate/CSD number.
• No bids from persons in the service of the state, companies with directors in the service of the state, or close corporations with members in the service of the state.

B-BBEE: certificate issued by SANAS-accredited verification agency, or sworn affidavit (EMEs ≤ R10m turnover, QSEs ≤ R50m turnover); required to claim preference points; affidavit must contain ownership and revenue information, deponent and Commissioner of Oaths must sign on same date, Commissioner must be independent.

CIDB: not applicable (services, not construction).

Local content: not specified.

Professional registrations: not specified.

Returnable compliance forms: SBD 1, SBD 3.1, SBD 4, SBD 6.1 (with B-BBEE evidence), SBD 7.1, Declaration of CSD Registration, Authority to Sign / Board Resolution.