Appointment of a service provider to provide anonymous whistleblowing hotline services for a period of three (3) years

Closing date and time: 14 October 2026 at 16:00

• Contract period: 3 years, 1 January 2027 to 31 December 2029
• Quotation validity: 90 days
• Presentation date: to be confirmed (TBC)

Enquiries

• Contact: Khumbuzile Ndevu
• Email: [email protected]
• Telephone: (011) 377-6650

Submission

• Method: email
• Submission email: [email protected]

Delivery address

28 Harrison Street

Johannesburg

2001

Postal address

Private Bag X94

Marshalltown

2107

Submission method: email only

• Submission email: [email protected]
• Quotations sent to any other address will be disqualified
• All quotations must be on official letterhead
• Quotation validity period: 90 days

Returnable forms required:

• SBD 4 (Bidder's Disclosure): declares whether any director or shareholder is employed by the state or connected to anyone at the CCMA; also certifies independent bid determination
• SBD 6.1 (Preference Points Claim Form): claims points for ownership categories under the 80/20 system
• Proof of CSD registration
• Proof of accreditation with The Ethics Institute (Safeline-EX, Safeline-DigEX or equivalent)
• Founding documentation (CIPC etc.) and owner ID documents for ownership verification
• Medical certificate confirming disability of owner(s) if claiming PWD points

Disqualification risks:

• Submission to any email address other than [email protected]
• Failure to meet mandatory accreditation requirement
• Missing or unsigned returnable forms
• Submission after closing time

Evaluation stages: three-stage process

Stage 1 — Mandatory requirements

• Full compliance with mandatory requirements required to proceed
• Mandatory: valid certification by The Ethics Institute (Safeline-EX, Safeline-DigEX or equivalent regulatory body)
• Non-compliant bidders automatically disqualified

Stage 2 — Functionality/Technical evaluation (100 points total)

• Phase 1 (document evaluation): minimum 50 points required to qualify for Phase 2
• Phase 2 (presentation and live demonstration): virtual via MS Teams, 30 minutes (20 min presentation + 10 min Q&A)
• Overall functionality minimum threshold: 70 out of 100 points to proceed to Stage 3

Functionality scoring breakdown:

• Previous experience: 20 points
• 5 contactable reference letters (client letterhead, dated, signed, not older than 5 years): 20 points
• 4 letters: 16 points; 3 letters: 12 points; 2 letters: 8 points; 1 letter: 4 points
• Key personnel/resources: 35 points
• Administrator (5 years+ experience = 5 pts; 3-4 years = 3 pts; <3 years = 0 pts) + (NQF 4 = 5 pts; NQF 3 or less = 0 pts)
• Team Leader (6 years+ = 5 pts; 4-5 years = 3 pts; <4 years = 0 pts) + (NQF 7+ in related field = 5 pts; NQF 6 or less = 0 pts) + (Certified Fraud Examiner/Practitioner or Certified Ethics Officer = 5 pts; none = 0 pts)
• Project Manager (10 years+ = 5 pts; 6-9 years = 3 pts; <6 years = 0 pts) + (NQF 8+ = 5 pts; NQF 7 or less = 0 pts)
• Methodology and approach: 25 points
• 100% scope coverage = 25 pts; 75% = 20 pts; 50% = 15 pts; 25% = 10 pts; 0% = 0 pts
• Presentation and system demonstration (Phase 2): 20 points
• Live system demonstration: 5 points
• Security and data privacy protocols: 5 points
• Case management walkthrough: 5 points
• Documentary evidence: 5 points
• Failure to cover all prescribed key areas under any subheading = 0 points for that subheading

Stage 3 — Price and specific goals

• Preference point system: 80/20
• Price: 80 points (lowest acceptable quotation scores 80, others pro rata)
• Specific goals: 20 points
• Black owned entities: 8 points
• Women owned entities: 6 points
• Youth owned entities: 4 points
• Persons with disability owned entities: 2 points
• Total: 100 points

Scope: anonymous whistleblowing hotline services for the CCMA

Contract duration: 3 years (1 January 2027 to 31 December 2029)

Core service requirements:

• 24/7 toll-free anonymous hotline
• Multi-lingual capability: all 11 official South African languages
• Multiple reporting channels: phone (free call), SMS, email, fax, online chat, WhatsApp, postal box
• Signage and posters to publicise reporting channels

Technology and security:

• Technological infrastructure for hotline operation
• Secure case management system with unique reference numbers and anonymous follow-up functionality
• Secure recording and data storage system capable of producing reports, audio recordings, audit trails, and case information on request
• Measures to ensure anonymity and confidentiality of reporters
• Protection of whistleblower identity in accordance with the Protected Disclosures Act and POPIA

Call centre and reporting:

• Trained call centre agents skilled in interviewing techniques
• Agents capable of distinguishing service delivery complaints from allegations of fraud, corruption, theft, bribery, unethical conduct, irregularities, and protected disclosures
• Acknowledgement of receipt within 48 hours
• Monthly, quarterly, and annual reports including: number of reports received, incident categories, trend analysis, status of cases, ageing analysis, closure statistics, repeat allegations, management dashboards with graphical analysis

Compliance:

• Accreditation with The Ethics Institute meeting Safeline-EX Standard, Safeline-DigEX, or equivalent regulatory body
• Compliance with Protected Disclosures Act (PDA)
• Compliance with Protection of Personal Information Act (POPIA)

Data transfer:

• Upon contract termination: secure transfer of all records and data to CCMA or replacement service provider

Bidders must submit detailed project implementation methodology and project plan covering activities and timelines from start to finalisation. Scoring: full scope coverage 25 points, 75% coverage 20 points, 50% coverage 15 points, 25% coverage 10 points, 0% coverage 0 points. Phase 2 requires virtual presentation via MS Teams demonstrating live system, security protocols, case management, and documentary evidence.

Key personnel requirements:

• Administrator: 5+ years experience (5 pts) or 3-4 years (3 pts); NQF 4 qualification (5 pts)
• Team Leader: 6+ years experience (5 pts) or 4-5 years (3 pts); NQF 7+ in related field (5 pts); Certified Fraud Examiner/Practitioner or Certified Ethics Officer (5 pts)
• Project Manager: 10+ years experience (5 pts) or 6-9 years (3 pts); NQF 8+ qualification (5 pts)
• Previous experience: 5 contactable reference letters from similar projects within 5 years required for maximum 20 points

Pricing: total fixed amount including all applicable taxes. Submission via email to [email protected] only. Quotations above R2 000 evaluated on 80/20 preference points system. Price component: 80 points. Ownership goals component: 20 points.

Pricing format: total fixed amount required, all costs included, all applicable taxes included

• Quotations above R2 000 evaluated on price and preferential points
• Price evaluation: 80 points under 80/20 system
• No bid security, bond, guarantee, retention or insurance requirements stated
• No turnover or financial capacity thresholds stated

Mandatory registrations and status:

• CSD registration required before submission
• Valid tax compliance status required

Mandatory accreditation:

• Certification by The Ethics Institute (Safeline-EX Standard, Safeline-DigEX, or equivalent regulatory body)

B-BBEE/Ownership requirements:

• Preference points claimed under 80/20 system for ownership categories
• Black owned entities: up to 8 points
• Women owned entities: up to 6 points
• Youth owned entities: up to 4 points
• Persons with disability owned entities: up to 2 points
• Proof required: copy of founding documentation (CIPC etc.), copy of owner ID documents, medical certificate confirming disability (for PWD points)
• Ownership verification conducted via Central Suppliers Database by National Treasury

Disqualification grounds:

• Listing on Register for Tender Defaulters or List of Restricted Suppliers
• Failure to submit proof of accreditation
• Failure to meet mandatory requirements
• Fraudulent claims for specific goals

Returnable forms:

• SBD 4: disclosure of interest and independent bid determination
• SBD 6.1: preference points claim for specific goals
• POPIA consent form (implied by signing)

Contract duration: 3 years (1 January 2027 to 31 December 2029). Service provider must ensure secure data handling per POPIA and PDA. Upon termination, secure transfer of all records and data to CCMA or replacement provider required. No liquidated damages or penalty clauses stated.

Three-stage evaluation. Stage 1: mandatory compliance including Ethics Institute accreditation. Stage 2: functionality assessment (100 points) covering experience (20), key personnel (35), methodology (25), and presentation/demonstration (20); minimum 50 points to reach Phase 2 presentation, minimum 70 points overall to proceed. Stage 3: 80/20 preference points system — 80 points for price, 20 points for ownership goals (black 8, women 6, youth 4, PWD 2).