This Tender Has Expired

• Closing date and time: 10 March 2026, 11:00 am.
• No briefing session is scheduled.
• Site inspections may be conducted at the bidder’s premises or client sites at the ARC’s discretion (no specific date provided).
• Clarification enquiries must be submitted in writing before the closing time.
• Validity period of the bid: 180 days from the submission date.

• Contact person: Ms Refiloe Mofokeng
• Department: Supply Chain Management, Agricultural Research Council
• Telephone: 012 310 2620 (also listed as 012 427 9733 in a later section)
• Email: [email protected]
• Postal address for submissions: 1134 Park Street, Hatfield, Pretoria (Attention: Senior Supply Chain Manager).

• Submit one sealed envelope containing both the Functional Proposal and the Financial Proposal to the Tender Box at 1134 Park Street, Hatfield, Pretoria, addressed to “The Senior Supply Chain Manager, ARC”.
• Include three (3) hard‑copy copies of the Functional Proposal and three (3) hard‑copy copies of the Financial Proposal.
• Also attach a USB drive with the Functional Proposal and a separate USB drive with the Financial Proposal.
• Envelope and all copies must be clearly marked with the tender reference “ARC/70/01/2026” and the bidder’s name.
• Deadline: 11:00 am on 10 March 2026. Late submissions will be rejected.
• No submissions by email or fax are accepted.
• Joint‑venture or consortium bidders must submit a single joint proposal; separate submissions will lead to disqualification.
• Failure to provide any of the compulsory documents (CSD report, Tax PIN, SBD forms, company registration, professional indemnity, POPIA/GDPR compliance, ISO certifications) will result in disqualification.

• Overall scoring is 100 points, split 80 points for price and 20 points for B‑BBEE status (80/20 preference system).
• Minimum threshold: 70 points out of 100. Bidders scoring below this are disqualified and will not proceed to price/B‑BBEE evaluation.
• Scoring breakdown:

1. Company Experience – 20 points (points awarded per number of completed similar projects).

2. Reference Letters – 20 points (points awarded per number of valid reference letters).

3. Qualifications & Experience of key personnel – 30 points (points per years of experience/qualification in risk management, auditing, IT systems, project management, compliance management).

4. Project Plan / Methodology – 30 points (points for detail, deliverables, timelines, resource allocation, risk mitigation, quality management, value‑added services).

• After reaching the 70‑point threshold, the bidder’s price and B‑BBEE status will be assessed to determine final ranking.

Scope of work:

• Supply an automated compliance management software/system for the ARC (3 user licences).
• Installation, configuration and integration with ARC internal systems.
• Provide training, pre‑assessment, monitoring, regular updates and maintenance.
• Functional capabilities required:
• Organisation‑wide view of compliance universe.
• Management of legislation, internal policies, procedures and non‑binding codes.
• Risk rating (inherent and residual) with impact analysis (reputation, fines, resources).
• Generation of compliance risk management plans, checklists and detailed reporting.
• Issue management for non‑compliance, amendment handling, survey creation, email notifications, reminders, web‑based survey completion, incident reporting.
• Document management for records and historical reference.
• Pre‑defined, downloadable reports for all modules.
• Implementation timeframe: completion within four (4) months from the effective date of the Service Level Agreement.
• Deliverables: software tool, installation, training, pre‑assessments, usage monitoring, updates/maintenance, integration capability.

• Pricing must be submitted in South African Rand, inclusive of VAT and all applicable taxes.
• Provide a detailed price breakdown (labour rates, man‑days, travel, accommodation, other expenses) and indicate whether rates are firm for the whole contract period.
• Include any service discounts offered over the contract duration.
• Prices must cover the entire contract period (3 years) and include escalation provisions.
• Bid validity: 180 days from the submission date.
• Payment: upon submission of a satisfactory invoice for each completed transaction/work package.
• No price changes after submission; VAT and tax rates are locked in.
• Submit a separate Financial Proposal envelope (original + three copies) and a USB drive with the financial details.

• Tax compliance: valid SARS Tax PIN and Tax Clearance Certificate (original, not a copy) valid for at least one year.
• Central Supplier Database (CSD) report must be current.
• Complete and signed Standard Bidding Documents (SBD forms) – SBD 1, 2, 3, 4, 6.1.
• Company registration documents (CIPC).
• Professional indemnity insurance, active at the time of submission.
• POPIA, GDPR and relevant data‑protection policy/procedure manual.
• ISO certifications: ISO 37301:2021 (Compliance Management Systems), ISO/IEC 27002, ISO/IEC 27005 (provide valid certificates).
• B‑BBEE: Minimum Level 1; submit certified B‑BBEE certificate or sworn affidavit.
• Joint‑venture/consortium participants must each provide their own tax PIN, CSD number and B‑BBEE documentation.
• No persons employed by the State (or close corporations with state employees) may be involved; otherwise disqualification.