Appointment of a Suitably Qualified and Experienced Service Providers to Supply an Automated Compliance Management Software /system for the Agricultural Research Council (arc).

Returnable Documents:

The following deliverables are expected: 1. Providing the ARC with Compliance Management Software tool allowing access to three (3) users to the software/system. 2. Installation of the software/ system. 3. Providing training on the use of the software/ system. 4. Conduct pre-assessments to ensure the system is functioning as intended. 5. Monitoring of the software/system usage. 6. Providing regular software/system updates and maintenance. 7. The software/system must be able to integrate with internal systems. 5. Timeframes The software / system implementation must be concluded within four months (4) from the effective date of the Service Level Agreement. 6. EVALUATION CRITERIA The proposal will be evaluated in terms of 80/20 evaluation systems in line with the Preferential Procurement Regulations Act. 6.1 Bidders who score a minimum threshold of 70 out of 100 points on the evaluation criteria will be considered for further evaluation on Price and BBBEE. Bidders who fail to obtain the required minimum threshold will be disqualified. Criteria Weight 1. Company Experience 20 Company profile and relevant experience within the last five (5) years. Submission of company profile indicating completed projects from their past clients, where bidders have successfully assisted in providing an automated compliance management software/system. The company profile must be specific to the type of work delivered or similar in line with this tender • 1 completed projects in providing an automated compliance management software/systems for public entities or similar institutions: 1 point • 2 completed projects in providing an automated compliance management software/systems for public entities or similar institutions: 2 points • 3 completed projects in providing an automated compliance management software/systems for public entities or similar institutions: 3 points • 4 completed projects in providing an automated compliance management software/systems for public entities or similar institutions: 4 points • 5 or more completed projects in providing an automated compliance management software/systems for public entities or similar institutions: 5 points 2. Reference Letters 20 Submission of at least three (3) signed reference letters from clients within the previous five (5) years, including company name, on the company letterhead, contact person, contact telephone numbers/email, stating the duration of the service, the value where they successfully assisted in developing and managing compliance management systems. The reference letters must be specific to the type of work delivered or similar in line with this tender. • –1 reference letter in providing an automated compliance management software/systems: 1 point • 2 reference letters in providing an automated compliance management software/systems: 2 points • 3 reference letters in providing an automated compliance management software/systems: 3 points • 4 reference letters in providing an automated compliance management software/systems: 4 points • 5 or more reference letters in providing an automated compliance management software/systems 5 points. 3. Qualifications and experiences. 30 Key Personnel Expertise & Qualification (Bidder must provide a detailed CVs of the key team members to be deployed to the ARC, clearly indicating the relevant experience in automated compliance management software/systems. Relevant Qualification in Risk Management, Auditing, IT System Implementation, Compliance and Project Management, Bidders must provide an organogram indicating a multi-disciplinary team of the key personnel to be deployed at the ARC for the project. (ONE PERSON PER DISCIPLINE). Risk Management Resource • Relevant Degree or equivalent in risk management or compliance with 3 years’ experience 1 point • Degree or equivalent in risk management with 4 years’ experience 2 points • Degree or equivalent in risk management with 5 years’ experience 3 points • Degree or equivalent in risk management with 6 years’ experience 4 points • Degree or equivalent in risk management with 7 or more years’ experience 5 points Auditing Resource • Relevant Degree or equivalent in auditing with 3 years’ experience 1 point • Degree or equivalent in auditing with 4 years’ experience 2 points • Degree or equivalent in auditing with 5 years’ experience 3 points • Degree or equivalent in auditing with 6 years’ experience 4 points • Degree or equivalent in auditing with 7 or more years’ experience 5 points IT Systems Resource • Relevant Degree or equivalent in IT systems with 3 years’ experience 1 point • Degree or equivalent in IT systems with 4 years’ experience 2 points • Degree or equivalent in IT systems with 5 years’ experience 3 points • Degree or equivalent in IT systems with 6 years’ experience 4 points • Degree or equivalent in IT systems with 7 or more years’ experience 5 points Project Management Resource • Relevant Degree or equivalent in Project management with 3 years’ experience 1 point • Degree or equivalent in Project management with 4 years’ experience 2 points • Degree or equivalent in Project management with 5 years’ experience 3 points • Degree or equivalent in Project management with 6 years’ experience 4 points • Degree or equivalent in Project management with 7 or more years’ experience 5 points Compliance Management Resource • Relevant Degree or equivalent in compliance management with 3 years’ experience 1 point • Degree or equivalent in compliance management with 4 years’ experience 2 points • Degree or equivalent in compliance management with 5 years’ experience 3 points • Degree or equivalent in compliance management with 6 years’ experience 4 points • Degree or equivalent in compliance management with 7 or more years’ experience 5 points 4. Project Plan / Methodology 30 Submission of a detailed project plan (The project plan should address the following): deliverables, timelines, work breakdown structure, resource allocation, quality management approach, integration training, risk mitigation strategies, and value-added services Detailed technical proposal including methodology and work plan. • Submitted a project plan but not detailed: 1 point • Submitted a project plan with deliverables and timelines. 2 Points • Submitted a project plan with deliverables, timelines, resources allocation, and risk mitigation strategies: 3 points • Submitted a project plan with deliverables, timelines, quality management approach, integration, resource allocation, risk mitigation strategies: 4 points • Submitted a project plan with deliverables, timelines, work breakdown structure, resource allocation, quality management approach, integration, risk mitigation strategies, and value-added services. 5 points Note: (1) The replacement of the resources should be at the same level in terms of experience and expertise. TOTAL 100 1=poor, 2=average, /acceptable, 3=good, 4=very and 5=excellent. N.B. Bidders who score a minimum threshold of 70 out of 100 points on the evaluation criteria will be considered for further evaluation on Price and BBBEE. Bidders who fail to obtain the required minimum threshold will be disqualified. The 80/20 system and the BBBEE principle will apply in terms of the preferential procurement policy framework act (PPPFA) to determine the pricing. BBBEE goals in terms of the Preferential Procurement Policy Framework Act will be allocated as follows: Minimum threshold 70 Price Points allocated for price 80 BBBEE Status Points Points allocated for BBBEE 20 Total points for Price and BBBEE 100 Preference Points Specific Goals Percentage Specific Ownership Points (20) Points (10) Goals (1%) Ownership by 51%+ 6 3 HDIs Ownership by 51%+ 4 2 Women Ownership by 51%+ 4 2 Youth Ownership by 51%+ 2 1 PwD BEE Status Level 1 - 4 2 1 RDP Goals RDP Goals 2 1 The promotion of enterprise located in rural areas. TOTAL POINTS 20 10 7. LODGING OF SUBMISSIONS Tenderers are requested to submit one (01) complete document into the tender box (one original functionality proposal and prepare three (3) copies of the functionality proposal and three (3) copies of the financial proposal. A USB of the Functionality Proposal and A USB of the Financial Proposal should also be submitted. Tenderer’s name and tender number to: The Agricultural Research Council, ATTENTION: The Senior Supply Chain Manager, ARC 1134 Park Street PRETORIA, by no later than 11:00 (eleven o’clock) on 10 March 2026. Submissions not received on time and date specified will not be considered. Any entities/companies that are submitting their proposals as joint ventures/sub- contracting are not allowed to submit their own proposals separately from the joint venture/sub-contracting. Submitting a second separate proposal from the joint venture/sub-contracting will lead to disqualification. 8. COMPLIANCE WITH GENERAL CONDITIONS OF CONTRACT No alteration, variation or amendment of the Contract (of which this Tender represents the offer) shall be permitted unless otherwise agreed to in writing. Should the prospective provider, in the case of non-compliance, wish to make any amendments to the conditions stipulated by the ARC in this Tender, which shall form the offer element of a Contract and if it is accepted by the ARC, then such proposed amendments shall be clearly stipulated by the prospective provider and where possible stating the increase or decrease in the cost involved by such proposals. The ARC reserves the right to reject such submissions. Misrepresentation of facts will result in disqualification and cancellation of the Contract. 9. ARC LIABILITY The ARC does not bind itself to accept the lowest or any tender proposal, nor to assign any reason for the rejection of a tender proposal, nor shall it be responsible for or pay any expenses or losses that may be incurred by the prospective provider in the preparation and delivery of its submission. 10. SUBMISSION ACCEPTANCE No submission shall be deemed to have been accepted, unless and until a formal appointment letter is issued to the successful tenderer. Submissions shall remain open for acceptance by the ARC for a period of 180 (one hundred and eighty) days from the date on which they are returnable in terms of this Tender. 11. PRICES Tenderers shall indicate the basis on which the services will be charged. In this regard the following information shall be provided: • Where a Tenderer lacks in-house expertise and may have to outsource certain services, the detail and basis of charges of any such service that may be required must be outlined. • The tenderer shall reflect service discounts that they will offer throughout the contract duration. • Tenderers submissions must reflect the detailed breakdown of the tender price as per the costing structure or bill of quantities • Prices must include VAT, if it is applicable and all other costs related to the execution of the required services. • The tenderer agrees not to change the price with VAT or any other Tax subsequent to submitting the tender. This includes subsequent VAT registration. • All prices quoted are to be in SA Rand and inclusive of Value Added Tax (VAT). • No change in the prices submitted shall be considered after receipt of response to the Tender submission within the validity period of the tender. • Bidders shall ensure that the bid price is for the duration of the project, including escalations. 12. TERMS OF ENGAGEMENT • The successful bidder shall not take more than three (3) months from date of Bid award unless otherwise indicated and agreed between the successful Bidder and the ARC. • The Service Provider shall be available for consultation with the ARC representative. • The Service Provider shall manage as confidential all data, information and insights gained in execution of work for the ARC. • ARC retains the right to negotiate with the successful Bidder for partial execution of the proposal. • ARC retains the right to enter into non-exclusive agreements with Service Providers that do not restrict procurement of goods and services from other Service Providers. • ARC retains the right to require the Service Provider to obtain permission in writing from the ARC prior to replacement of individuals proposed for execution of this Bid. • Service Providers to accept professional liability for services rendered, including those rendered under sub-contract to the service provider 13. CONTENTS OF SUBMISSION Proposals shall include all relevant information about the Bidder, which is thought appropriate to assist the ARC to assess its capabilities, capacity, outputs, value adding abilities, competitive advantage, etc. The proposals presented are to be comprehensive and should describe the methodology to be followed in doing the following: • The Breakdown of the complete specification with associated costs. • All SBD (Standard Bidding Documents) must be completed and signed. The proposals presented are to be as comprehensive as possible and ARC reserves the right to request the Bidder to provide more details. Bidders shall adhere to the conditions stipulated in the General Conditions of Contract as prescribed by the National Treasury. Bidders must ensure that the complete bid document is submitted with all additional required information and any other documents that the bidder wishes to supply to substantiate or clarify specific aspects in the proposal. Failure to submit all the signed and completed Standard Bidding documents and / or any required documentation will result in disqualification. 14. APPROACH AND METHODOLOGY Bidders should propose a comprehensive approach and methodology regarding the experience in developing and managing compliance management systems for public entities or similar institutions. Bidders should also indicate proactive good will services expected to be provided to ARC. 15. TRACK RECORD Bidders shall provide a list of companies for which similar services have been rendered/ provided for (attach at least five reference letters) 16. BROADBASED BLACK ECONOMIC EMPOWERMENT (BBBEE) In terms of the Preferential Procurement Policy Framework Act (PPPFA), Act , the 80 / 20 principle shall be applicable to this bid and points shall be allocated as indicated under functionality. Sound evidence for points claimed must be attached so that points can be allocated. BBBEE status level points will be awarded to service providers who will submit certified copy of BBBEE certificates or original BBBEE certificates from SANAS accredited agencies and IRBA registered auditors or BBBEE letters from an auditor or accountant. Joint Ventures / Consortium / Partnerships must submit a BBBEE document as indicated above for that particular entity e.g. JV or Consortium otherwise no BBBEE points shall be awarded. No BBBEE points shall be awarded to a tenderer who fails to comply with the above. 17. AMPLIFICATION OF SUBMISSIONS The ARC may, after the opening of submissions, call on the prospective Bidder to amplify in writing any matter which is not clear in the prospective Bidder’s submission and such amplification shall form part of the original submission. In the event of the prospective Bidder failing to supply such information, the submission will be liable to rejection. 18. COST OF PROPOSAL Bidders shall bear all costs associated with the preparation and submission of their proposals, the ARC will in no case be responsible or liable for those costs, regardless of the conduct or outcome of the Bid. 19. BID DOCUMENTS This document in its entirety serves as the complete Bid document. Proposals offering only part of the requirements will be rejected. The Bidder is expected to examine all corresponding instructions, forms, terms and specifications contained in this document. Failure to comply with these documents will be at the Bidder’s risk and may affect the evaluation of their proposal. 20. DOCUMENTS COMPRISING THE PROPOSAL In preparing the technical and price components of the submissions all references to descriptive material and brochures should be included in the appropriate response paragraph, although material documents themselves may be provided as annexes to the proposal / response. Bidders are requested to focus on the provision of relevant information and to limit the amount of marketing and “boilerplate” material. The successful Bidder’s proposal may be incorporated in whole or in part in the final contract. Any information that the Bidder considers proprietary should be marked as such. 21. INFORMATION Information that the Bidder considers proprietary, if any, should be clearly marked “proprietary” next to the relevant part of the text and it will be treated as such accordingly. 22. PERIOD OF VALIDITY Proposals shall remain valid for one hundred and eighty (180) days after the date of proposal submission. A proposal valid for a shorter period may be rejected by the ARC on the grounds that it is non-responsive. In exceptional circumstances, the ARC may solicit the Bidder’s consent to an extension of the period of validity. The request and the responses thereto shall be made in writing. 23. FORMAT AND SIGNING OF PROPOSALS The Bidder shall prepare four copies of the proposal, clearly marking one “Original Proposal” and three “Copies of Proposal” as appropriate. In the event of any discrepancies between them, the original shall govern. The four proposals shall be signed by the Bidder or a person or persons duly authorised to bind the Bidder to the contract. 24. INTERLINEATIONS A proposal shall contain no interlineations, erasures, or overwriting except, as necessary to correct errors made by the Bidder, in which case such corrections shall be initiated by the person or persons signing the proposal. 25. PAYMENT The successful Bidder shall be paid upon submission of an invoice for each transaction of satisfactory work detailed in the scope. 26. DUE DILIGENCE EXERCISE The ARC reserves the right to perform due diligence exercise for the purpose of appointing a credible tenderer. 27. PRICE AND PRICING STRUCTURE (To be inserted or deposited into the Financial Proposal Envelope) o Bidders shall indicate the basis on which the services will be charged. • Where a Bidder lacks in-house expertise and may have to outsource certain services, the detail and basis of charges of any such service that may be required must be outlined. • The Bidder shall reflect service discounts that they will offer throughout the contract duration. • Bidder’s submissions must reflect the detailed breakdown of the bid price as follows: • Prices must be for the entire period of the tender including price escalation. o Prices must include VAT, if it is applicable and all other costs related to the execution of the required services. 28. CANCELLATION OF THE BID The ARC reserves the right to cancel the bid at any time of the process should the recommended service provider/s fail to meet the requirements of the bid.