Appointment of labour relations retainer (24 months) – national government tender

Tender briefing not applicable.

Administration / Supply Chain Management enquiries:

• Contact: Abdul Rassool
• Email: [email protected]
• Telephone: 011 877 3600

Technical enquiries:

• Contact: Ramaredi Mathibela
• Email: [email protected]
• Telephone: 011 877 3600

Submission email: [email protected]

Service delivery location: SAHRC Head Office, Johannesburg, and eight provincial offices.

Submission method: email only.

Submission email: [email protected]

Closing date and time: 09 October 2026 at 11:00 (GMT+2)

Reference the tender number RFP-HO-09-2026 in the submission.

Package the bid in the following annexures:

• Annexure A: Signed tender document and completed SBD forms
• Annexure B: SCM administrative documents
• Annexure C: Functionality response
• Annexure D: Company profile
• Annexure E: Pricing proposal

All SBD forms must be completed and signed in full; failure to do so invalidates the bid.

Returnable forms include:

• SBD 1 (Invitation to Bid): bidder and contact details, signed as the offer cover page.
• SBD 3.1 (Pricing Schedule – Firm Prices): firm prices only; non-firm prices will not be considered.
• SBD 4 (Declaration of Interest): discloses whether any director or shareholder is employed by the state or connected to anyone at the procuring institution.
• SBD 6.1 (Preference Points Claim): claims specific goals points under the PPPFA 80/20 system.
• SBD 7 (Contract Form): to be signed by the successful bidder.
• SBD 8 (Declaration of Bidder's Past Supply Chain Management Practices): declares past SCM practices.
• SBD 9 (Certificate of Independent Bid Determination): certifies the price was set independently, with no collusion.
• Authority to sign / board resolution: proof of authority for the signatory.

Disqualification risks:

• Late submissions, regardless of reason.
• Missing or unsigned mandatory forms.
• Failure to meet the mandatory LPC registration requirement.
• Failure to achieve the 70-point functionality threshold.

Evaluation follows the 80/20 preferential point system under the Preferential Procurement Regulations 2022, in four phases:

Phase 1 – Mandatory: submit a valid confirmation letter of registration with the Legal Practice Council (LPC) confirming the Lead Legal Practitioner (Director/Partner) is registered. Failure disqualifies the bid.

Phase 2 – SCM Administrative Documents: proposal, Central Supplier Database report, valid tax clearance certificate or tax compliance status PIN, all SBD forms completed and signed, and supporting documents for specific goals claims under SBD 6.1.

Phase 3 – Functionality (minimum qualifying score: 70/100):

• Project Team Leader Law Qualification (max 30 points): 0 = no proof; 10 = NQF level 6; 20 = NQF level 7; 30 = NQF level 8. Attach proof of qualification.
• Project Team Leader Expertise – Relevant Experience (max 20 points): 0 = no CV or no relevant experience; 5 = less than 2 years; 10 = 2–5 years; 20 = more than 10 years. Attach the Team Leader's CV.
• Skills and competencies on labour and industrial relations via reference letters (max 40 points): letters must be signed on client company letterhead and dated within the last 5 years. 0 = none or non-compliant; 10 = 1 letter; 15 = 2 letters; 20 = 3 letters; 30 = 4 letters; 40 = 5 letters.
• Service Delivery Model / Implementation Plan (max 10 points): 0 = no plan; 5 = generic plan; 10 = detailed plan covering dedicated personnel and structure, response times, support hours, escalation matrix, and communication/reporting approach.

Phase 4 – Price and Specific Goals:

• Price: maximum 80 points, calculated using the formula Ps = 80 × (1 - (Pt - Pmin)/Pmin).
• Specific Goals: maximum 20 points, allocated as follows:
• 51% or more black ownership: 10 points
• 51% or more women ownership: 5 points
• 51% or more youth ownership: 3 points
• 51% or more disability ownership: 2 points

Only bidders achieving the 70-point functionality threshold proceed to price and specific goals evaluation. The contract is awarded to the bidder with the highest combined score.

The South African Human Rights Commission (SAHRC) requires a labour relations retainer service for a period of 24 months (2 years), serving staff at the head office in Johannesburg and across eight provincial offices.

Scope of services includes:

• Labour relations compliance and best practice: review current policies, procedures, and practices for compliance with the Labour Relations Act, Basic Conditions of Employment Act, and other applicable labour legislation.
• Policy and document drafting: draft, review, and update employment contracts, HR policies, operational procedures, disciplinary and grievance codes; develop and standardise templates for performance evaluation and disciplinary documentation.
• Performance and employee management: provide guidance on performance management, counselling, and incapacity cases; facilitate training for HR practitioners and line managers on mediation, grievances, disciplinary processes, and employee relations.
• Disciplinary and dispute management: chair disciplinary hearings, act as the Commission's representative in grievances and internal processes, and represent SAHRC at external forums including the CCMA and Labour Courts.
• Mediation services: serve as mediator during Alternative Dispute Resolution.
• Restructuring and organisational change: support restructuring, retrenchments, transfers, and redeployments in compliance with labour legislation; draft and review communication and consultation frameworks for affected employees and unions.
• Legal and advisory support: provide on-demand advisory services on complex or urgent labour relations matters; draft and vet Service Level Agreements and related employment documentation.

Project duration: 24 months from contract signing.

Pricing format: fixed monthly retainer fee for services within scope, plus a single hourly rate for additional services outside scope, capped at a maximum of 100 hours over the 24-month contract period.

Total evaluated price = (Monthly Retainer Fee × 24 months) + (Hourly Rate × 100 hours).

All prices must be quoted in South African Rand, VAT exclusive and VAT inclusive.

The quotation must be firm and valid for 24 months.

The price proposal must be valid for 120 days.

No upfront payments will be made before services are rendered.

A pricing schedule with any element omitted may be considered non-responsive.

The successful bidder must take out sufficient insurance against claims, costs, loss, or damage at their own expense, and maintain it for the contract duration.

Mandatory: valid confirmation letter of registration with the Legal Practice Council (LPC) confirming the Lead Legal Practitioner (Director/Partner) is registered.

Central Supplier Database (CSD) registration report required.

Valid Tax Clearance Certificate or Tax Compliance Status PIN from SARS required.

All SBD forms must be completed and signed.

Supporting documents for specific goals claims under SBD 6.1 required.

Bidders must not be persons in the service of the state, nor companies with directors or close corporations with members who are in the service of the state.

B-BBEE: specific goals points are claimed under the 80/20 system; no minimum B-BBEE level is stated, but ownership thresholds apply for specific goals points.