What are the submission requirements for this tender (Ref: (RFQ NO. 012-26))?

• Submit your bid via email to don.mandlazi@nrcs.org.za only. Hand-delivered quotes will not be accepted. • The closing date and time is 12 June 2026 at 11:00. Late bids will be rejected. • Use the official bid forms provided; do not re-type them. • Ensure your bid includes all required SBD forms (SBD 1, 3.3, 4, 6.1, 7) completed and signed. • Structure your bid document in a file with dividers between each schedule as specified in the bid checklist. • The successful bidder must sign a written contract (SBD7). • Your offer must remain valid for 90 days from the closing date. • Failure to comply with submission instructions or mandatory requirements will invalidate your bid.

How will bids be evaluated?

• The evaluation uses the 80/20 preference point system under the Preferential Procurement Regulations 2022. • Price carries 80 points, calculated using the formula: Ps = 80(1 - (Pt - Pmin)/Pmin), where Pt is your tender price and Pmin is the lowest acceptable tender price. • B-BBEE status contributes up to 20 points: 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). Submit a B-BBEE verification certificate or sworn affidavit (for EMEs/QSEs). • Functionality is scored out of 100 points: Past Relevant Experience (30 points), Proposed Approach and Methodology (60 points), Qualification and Experience of Employees (10 points). • You must score at least 60 points in functionality to proceed to price and preference evaluation. • Provide detailed supporting evidence (e.g., reference letters, CVs, methodology description) for all criteria.

What are the technical specifications?

• Provide a 24/7, 365-day fraud and corruption hotline service for NRCS for 36 months. • Deliverables: A fully operational hotline, on-site and off-site call recordings (retained for 2 months), monthly management reports (max 50 per month), and regular reports to SAPS when immediate threats are identified. • Communication channels: Toll-free telephone number, toll-free fax number, and secure email address. • Call handling: A call operator must transcribe information onto NRCS-specific sheets, allocate a reference number per call, and guarantee caller anonymity unless required by law. • Awareness initiatives: Conduct quarterly workshops, distribute bi-annual laminated posters (30 x A3), send monthly email newsletters, and provide a one-off interactive presentation CD. • Assist NRCS in drafting a marketing and operational project plan, launch the hotline, and develop ongoing marketing. • All services must comply with the Protected Disclosure Act and other relevant South African legislation. • Staff must remain independent from NRCS day-to-day operations and system development.

What financial requirements apply to bidders?

• Submit firm prices only, in South African Rand (ZAR), inclusive of VAT. • Provide a detailed cost breakdown covering: promotional materials, monthly reports, retainer fees for 36 months, and VAT. • Your price must include all delivery costs and applicable taxes (VAT, PAYE, income tax, UIF, skills development levies). • The offer must remain valid for 90 days from the closing date (12 June 2026). • Payment terms: NRCS will pay within 30 days of invoice submission, upon acceptance of work by the NRCS Internal Audit Manager. • NRCS will not pay tariffs exceeding published hourly rates prescribed by SAICA or DPSA. • Submit supporting documentation for any disbursements with invoices. • Travel costs between home/office and consultant locations are not reimbursable.

What compliance and legal requirements must bidders meet?

• Tax Compliance: Submit your Tax Compliance Status (TCS) PIN from SARS or your Central Supplier Database (CSD) registration number. Consortia/joint ventures must submit separate certificates. • B-BBEE: Provide a valid B-BBEE Status Level Verification Certificate or a sworn affidavit (for EMEs/QSEs) to qualify for preference points. • State Employees: Bidders, their directors, shareholders, or members must not be persons in the service of the state. • Registration: Provide business registration details, including directorship and membership. • Authority to Sign: Submit proof of authority (e.g., company resolution) for the signatory. • SBD Forms: Complete and sign SBD 1, 3.3, 4, 6.1, and 7. • Foreign Suppliers: If applicable, complete the foreign supplier questionnaire. • Disqualification: Bidders listed in the Register for Tender Defaulters or List of Restricted Suppliers will be disqualified. • Late or non-compliant bids (e.g., telephonic, faxed) will not be accepted.

What are the important dates and deadlines for this tender?

• Closing date and time: 12 June 2026 at 11:00. • Your offer must remain valid for 90 days from the closing date.

Who should be contacted for queries about this tender?

• For bidding procedure enquiries: Contact Don Mandlazi, Telephone: 012 482 8921, Email: Don.Mandlazi@nrcs.org.za. • For technical enquiries: Contact Tshilidzi Tshisikhawe, Telephone: 012 842 8926, Email: Tshilidzi.Tshisikhawe@nrcs.org.za. • Submit your quotation via email to: don.mandlazi@nrcs.org.za.

NRCS 24/7 Fraud Hotline Services Tender Gauteng

RFQRFQ 012-26 - Fraud hotline.pdf

Description

Source: RFQ 012-26 - Fraud hotline.pdf

Provide 24/7 fraud and corruption hotline services to NRCS for 36 months.
Enable anonymous reporting by employees, contractors, suppliers, and the public.
Manage all aspects: call handling, transcription, reporting, and awareness initiatives.

Important Dates

Source: RFQ 012-26 - Fraud hotline.pdf (RFQ)

Closing date and time: 12 June 2026 at 11:00.
Your offer must remain valid for 90 days from the closing date.

Contact Information

Source: RFQ 012-26 - Fraud hotline.pdf (RFQ)

For bidding procedure enquiries: Contact Don Mandlazi, Telephone: 012 482 8921, Email: [email protected].
For technical enquiries: Contact Tshilidzi Tshisikhawe, Telephone: 012 842 8926, Email: [email protected].
Submit your quotation via email to: [email protected].

Submission Guidelines

Source: RFQ 012-26 - Fraud hotline.pdf (RFQ)

Submit your bid via email to [email protected] only. Hand-delivered quotes will not be accepted.
The closing date and time is 12 June 2026 at 11:00. Late bids will be rejected.
Use the official bid forms provided; do not re-type them.
Ensure your bid includes all required SBD forms (SBD 1, 3.3, 4, 6.1, 7) completed and signed.
Structure your bid document in a file with dividers between each schedule as specified in the bid checklist.
The successful bidder must sign a written contract (SBD7).
Your offer must remain valid for 90 days from the closing date.
Failure to comply with submission instructions or mandatory requirements will invalidate your bid.

Returnable Documents

Source: RFQ 012-26 - Fraud hotline.pdf (RFQ)

Structure your bid in a file with dividers between schedules.
Number schedules as specified.
Include: Proof of CSD registration, tax compliance status proof, certified ID copies of directors/shareholders, fully completed SBD forms, original/certified B-BBEE certificate or affidavit, and evaluation criteria supporting documents.

Evaluation Criteria

Source: RFQ 012-26 - Fraud hotline.pdf (RFQ)

The evaluation uses the 80/20 preference point system under the Preferential Procurement Regulations 2022.
Price carries 80 points, calculated using the formula: Ps = 80(1 - (Pt - Pmin)/Pmin), where Pt is your tender price and Pmin is the lowest acceptable tender price.
B-BBEE status contributes up to 20 points: 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). Submit a B-BBEE verification certificate or sworn affidavit (for EMEs/QSEs).
Functionality is scored out of 100 points: Past Relevant Experience (30 points), Proposed Approach and Methodology (60 points), Qualification and Experience of Employees (10 points).
You must score at least 60 points in functionality to proceed to price and preference evaluation.
Provide detailed supporting evidence (e.g., reference letters, CVs, methodology description) for all criteria.

Technical Specifications

Source: RFQ 012-26 - Fraud hotline.pdf (RFQ)

Provide a 24/7, 365-day fraud and corruption hotline service for NRCS for 36 months.
Deliverables: A fully operational hotline, on-site and off-site call recordings (retained for 2 months), monthly management reports (max 50 per month), and regular reports to SAPS when immediate threats are identified.
Communication channels: Toll-free telephone number, toll-free fax number, and secure email address.
Call handling: A call operator must transcribe information onto NRCS-specific sheets, allocate a reference number per call, and guarantee caller anonymity unless required by law.
Awareness initiatives: Conduct quarterly workshops, distribute bi-annual laminated posters (30 x A3), send monthly email newsletters, and provide a one-off interactive presentation CD.
Assist NRCS in drafting a marketing and operational project plan, launch the hotline, and develop ongoing marketing.
All services must comply with the Protected Disclosure Act and other relevant South African legislation.
Staff must remain independent from NRCS day-to-day operations and system development.

Methodology

Source: RFQ 012-26 - Fraud hotline.pdf

Outline a comprehensive methodology addressing all Terms of Reference requirements: hotline operations, reporting, backups, SAPS reporting, awareness initiatives, implementation plan, and stakeholder engagement.
Key activities: Draft a marketing and operational project plan with NRCS, furnish reporting mediums (toll-free number, fax, email, web link), manage day-to-day operations, launch and create awareness, and develop continuous marketing.
Your methodology will be scored out of 60 points, with higher scores for detailed, NRCS-tailored approaches.

Experience & Qualifications

Source: RFQ 012-26 - Fraud hotline.pdf

Key personnel: Managers must hold Ethics Officer (EO), Certified Fraud Examiner (CFE), or Compliance Officer qualifications, with 3–5 years of practical ethics hotline experience.
Call centre operators must have a call centre certificate and at least 3 years of ethics hotline experience.
Team competencies: Practical and technical expertise in fraud hotlines, understanding of applicable standards, extensive public sector experience, knowledge of PFMA and Treasury Regulations, project management skills, and relevant academic qualifications.
Soft skills: High communication, interpersonal, and analytical skills; ability to work under pressure; attention to detail and deadlines.
Company profile: Provide date established, directors, operating structure, standards used, financial status, and personnel qualifications.

Quality Management

Source: RFQ 012-26 - Fraud hotline.pdf

All work must conform to relevant South African legislation.
Services are subject to external quality assurance reviews.
Staff must maintain independence and objectivity, with no involvement in NRCS day-to-day operations or system development.
Work must be carried out within reasonable timeframes.
NRCS may inspect supplier records and audit performance.

Pricing Schedule

Source: RFQ 012-26 - Fraud hotline.pdf

Submit firm prices in ZAR, VAT inclusive.
Provide a detailed breakdown covering: promotional materials, monthly reports, retainer fees for 36 months, and VAT.
Include all applicable taxes (VAT, PAYE, income tax, UIF, skills development levies) and delivery costs.
Offer must be valid for 90 days from closing date (12 June 2026).
Align pricing with the scope of work and Terms of Reference.

Financial Requirements

Source: RFQ 012-26 - Fraud hotline.pdf (RFQ)

Submit firm prices only, in South African Rand (ZAR), inclusive of VAT.
Provide a detailed cost breakdown covering: promotional materials, monthly reports, retainer fees for 36 months, and VAT.
Your price must include all delivery costs and applicable taxes (VAT, PAYE, income tax, UIF, skills development levies).
The offer must remain valid for 90 days from the closing date (12 June 2026).
Payment terms: NRCS will pay within 30 days of invoice submission, upon acceptance of work by the NRCS Internal Audit Manager.
NRCS will not pay tariffs exceeding published hourly rates prescribed by SAICA or DPSA.
Submit supporting documentation for any disbursements with invoices.
Travel costs between home/office and consultant locations are not reimbursable.

Compliance Requirements

Source: RFQ 012-26 - Fraud hotline.pdf (RFQ)

Tax Compliance: Submit your Tax Compliance Status (TCS) PIN from SARS or your Central Supplier Database (CSD) registration number. Consortia/joint ventures must submit separate certificates.
B-BBEE: Provide a valid B-BBEE Status Level Verification Certificate or a sworn affidavit (for EMEs/QSEs) to qualify for preference points.
State Employees: Bidders, their directors, shareholders, or members must not be persons in the service of the state.
Registration: Provide business registration details, including directorship and membership.
Authority to Sign: Submit proof of authority (e.g., company resolution) for the signatory.
SBD Forms: Complete and sign SBD 1, 3.3, 4, 6.1, and 7.
Foreign Suppliers: If applicable, complete the foreign supplier questionnaire.
Disqualification: Bidders listed in the Register for Tender Defaulters or List of Restricted Suppliers will be disqualified.
Late or non-compliant bids (e.g., telephonic, faxed) will not be accepted.

B-BBEE Requirements

Source: RFQ 012-26 - Fraud hotline.pdf (RFQ)

Submit a B-BBEE Status Level Verification Certificate or sworn affidavit (for EMEs/QSEs) to qualify for preference points.
Points allocation: 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).
Failure to submit proof results in 0 points.
The organ of state may require substantiation of claims at any time.

Contractual Terms

Source: RFQ 012-26 - Fraud hotline.pdf

Contract duration: 36 months.
Intellectual property: All IP rights from the services vest in NRCS.
Records: All working papers and records become NRCS property upon conclusion.
Travel costs: Costs between home/office and consultant locations are not reimbursable.
Payment: Only upon acceptance of work by the NRCS Internal Audit Manager.
Legislation: Adhere to all relevant legislation (e.g., LRA, Protected Disclosure Act).
Award: NRCS reserves the right to award the contract in part or whole.
Performance security: Must be furnished within 30 days of contract award.
General Conditions: The GCC applies, covering delays, penalties, termination, force majeure, and dispute settlement.

Special Conditions

Source: RFQ 012-26 - Fraud hotline.pdf (RFQ)

Intellectual property rights vest in NRCS.
Working papers and records become NRCS property upon conclusion.
Travel costs between home/office and consultant locations are not reimbursable.
Submit supporting documentation for disbursements with invoices.
NRCS will not pay tariffs exceeding SAICA or DPSA prescribed rates.
Payment only upon acceptance by the NRCS Internal Audit Manager.
Adhere to all relevant legislation (e.g., LRA, Protected Disclosure Act).
NRCS reserves the right to award the contract in part or whole.

Requirements

Source: RFQ 012-26 - Fraud hotline.pdf (RFQ)

Mandatory: Tax Compliance Status (TCS PIN or CSD registration), B-BBEE certificate or affidavit, completed SBD forms (1, 3.3, 4, 6.1, 7), business registration details, proof of authority to sign.
Foreign suppliers must complete a questionnaire if applicable.
Bidders must not be listed in the Register for Tender Defaulters or List of Restricted Suppliers.
Late, telephonic, telexed, or faxed quotations will not be accepted.
Non-compliance with specifications invalidates the bid.

Section

Source: RFQ 012-26 - Fraud hotline.pdf

Evaluation uses the PPPFA 80/20 system.
Price: 80 points, calculated via formula Ps = 80(1 - (Pt - Pmin)/Pmin).
B-BBEE: Up to 20 points based on level.
Functionality (100 points): Past Relevant Experience (30), Proposed Approach and Methodology (60), Qualification and Experience of Employees (10).
Minimum 60 points in functionality required to proceed.
Provide detailed supporting documentation.

36-Month 24/7 fraud and corruption hotline services for nrcs

Professional Services & Consulting Industry Profile

Regulatory Bodies

Typical Documents

Core procurement rules

Broad-Based Black Economic Empowerment Act (B-BBEE Act)

Constitution of the Republic of South Africa, 1996 – Section 217

National Regulator for Compulsory Specifications

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