Digitalisation of agrément south africa’s certification system – 36-Month service provider contract

The tender is for the digitalisation of the Certification System at Hatfield Offices for 36 months.

Submit the completed SBD 6.1 Preference Points Claim Form as part of your tender. Failure to include required proof or documentation for preference points will result in those points not being awarded.

The 80/20 preference point system applies. Points breakdown: Price (80 points), Specific Goals (20 points). Specific Goals: SMMEs (10 points), >50% Black female ownership (5 points), >50% Black youth ownership (5 points). Price points are calculated using the formula: Ps = 80(1 - (Pt - Pmin)/Pmin), where Pt = tender price, Pmin = lowest acceptable tender price. Proof must be submitted to claim Specific Goals points.

The tender scope is the appointment of a service provider to assist Agrément South Africa with the digitalisation of the Certification System at Hatfield Offices for 36 months.

Price must include all applicable taxes and exclude unconditional discounts. The 'rand value' is the total estimated contract value, including all taxes.

Price must include all applicable taxes and exclude unconditional discounts. The 'rand value' refers to the total estimated contract value, including all taxes.

Complete and submit the SBD 6.1 Preference Points Claim Form with your tender. Provide proof to claim points for: SMME status, >50% Black female ownership, >50% Black youth ownership. Company details (name, registration number, type) must be declared. Fraudulent claims may result in disqualification, contract cancellation, cost recovery, restriction from future tenders (up to 10 years), or criminal prosecution.

Preference points are awarded for: SMMEs (10 points), >50% Black female ownership (5 points), >50% Black youth ownership (5 points). Submit proof with your tender to claim these points. The organ of state may verify claims and impose penalties for fraud.

Sign the SBD 6.1 form to certify the accuracy of claimed points and company details. Fraudulent claims may lead to disqualification, contract cancellation, cost recovery, restriction from future tenders (up to 10 years), or criminal prosecution. Documentary proof may be required post-award.

The 80/20 preference point system applies. Points: Price (80), Specific Goals (20). Specific Goals: SMMEs (10), >50% Black female ownership (5), >50% Black youth ownership (5). Price points use the formula Ps = 80(1 - (Pt - Pmin)/Pmin). Proof is required for Specific Goals points.

• Submit the General Conditions of Contract document with your bid, signed by an authorised representative.
• Accept the General Conditions of Contract as the minimum terms for the award.
• Bear all costs for preparing, submitting, and presenting the bid. ASA is not liable for these costs.
• Maintain strict confidentiality. Unauthorised disclosure of bid information may lead to disqualification and civil action.

• Complete and sign the Bidder Declaration form, committing to:
• Acting honestly, fairly, and with due skill, care, and diligence.
• Employing effective resources, procedures, and technological systems.
• Acting with circumspection in conflicts of interest.
• Complying with all applicable laws.
• Making adequate disclosures of material information.
• Avoiding fraudulent and misleading advertising.
• Conducting business transparently, prioritising ASA’s interests.
• Ensuring ASA information is not used or disclosed without consent.
• The form requires the bidder’s name, printed name and surname, signature, position, and date.

• Tax compliance: Valid tax clearance certificate required. ASA may withdraw the award or cancel the contract if tax compliance is not maintained or if a fraudulent certificate is submitted.
• No award to bidders listed on National Treasury’s Register of Tender Defaulters or List of Restricted Suppliers.
• Bidders must have the resources, procedures, and technological systems to perform the services.
• Bidders and their personnel/sub-contractors must comply with all tender terms and conditions.

• ASA reserves the right to:
• Award to a bidder that did not score the highest points, in accordance with PPPFA section 2(1)(f).
• Negotiate terms, including price, with preferred bidders.
• Conduct site inspections, product evaluations, or explanatory meetings to verify service quality.
• Correct mistakes in bid documents at any stage.
• Cancel or terminate the tender process at any stage, including after closing or evaluations.

• Upon award, a Service Level Agreement (SLA) will be negotiated based on draft service level indicators in the tender pack. ASA reserves the right to reject unacceptable amendments.
• The SLA must include:
• Resources allocated to ASA.
• Details of inclusions and exclusions.
• Standard turnaround times.
• In the technical response, bidders must declare they will:
• Act honestly, fairly, and with due skill, care, and diligence in ASA’s interests.
• Have and effectively employ resources, procedures, and appropriate technological systems.
• Act with circumspection and treat ASA fairly in conflicts of interest.
• Comply with all applicable statutory or common law requirements.
• Make adequate disclosures of relevant material information, including own interests.
• Avoid fraudulent and misleading advertising, canvassing, and marketing.
• Conduct business transparently, upholding ASA’s interests as the primary client.
• Ensure ASA-acquired information is not used or disclosed without written consent.
• In the event of conflict, the SLA prevails over the bidder’s proposal.

• Tax Compliance: Valid tax clearance certificate required. ASA may withdraw the award or cancel the contract if tax compliance is not maintained or if a fraudulent certificate is submitted.
• Central Supplier Database (CSD): Verification against CSD is mandatory; non-compliance leads to disqualification.
• Tender Defaulters and Restricted Suppliers: No award to bidders listed on the National Treasury Register of Tender Defaulters or List of Restricted Suppliers. ASA may withdraw an award or cancel a contract if blacklisting is discovered.
• Conflict of Interest, Corruption, and Fraud: ASA may disqualify bidders engaged in collusive tendering, anti-competitive conduct, offering inducements, or with past convictions for fraud/forgery.
• Bidders are responsible for ensuring their personnel and sub-contractors comply with all terms and conditions.
• Governing law is South African law, with exclusive jurisdiction of South African courts.
• Strict confidentiality applies; bid documents are proprietary and must be returned upon request.
• Bidders must declare no access to ASA proprietary information providing unfair advantage.

• Any award is conditional upon the bidder accepting the General Conditions of Contract as the minimum terms and submitting a signed copy with the bid.
• Upon award, a Service Level Agreement (SLA) will be negotiated based on draft service level indicators. ASA reserves the right to reject unacceptable amendments.
• The SLA must include: resources allocated to ASA, details of inclusions and exclusions, and standard turnaround times.
• ASA may disqualify bidders for collusive tendering, anti-competitive conduct, offering inducements, or past fraud/forgery convictions.
• Bidders indemnify ASA against costs or damages resulting from breach of bid conditions.
• This document prevails over briefing session information unless expressly amended in writing.
• Bidders participate at their own risk and cost; ASA is not liable for bid preparation costs or damages.
• Tax compliance is mandatory throughout the contract term; non-compliance allows ASA to cancel.
• No award to bidders on National Treasury’s Register of Tender Defaulters or List of Restricted Suppliers.
• South African law governs, with exclusive jurisdiction of South African courts.
• Bidders are responsible for their personnel and sub-contractors’ compliance.
• Strict confidentiality applies; bid documents are proprietary and must be returned upon request.
• Bidders must declare no access to ASA proprietary information providing unfair advantage.
• Penalties for non-adherence to commission payments are enforced as per the SLA.
• ASA may terminate or suspend services if funds are unavailable or services are non-compliant, with payment for services delivered up to that date.
• A bidder declaration form must be completed, committing to ethical conduct, resource employment, transparency, and confidentiality.

• ASA reserves the right to award to a bidder that did not score the highest points, in accordance with PPPFA section 2(1)(f).
• ASA may negotiate terms, including price, with preferred bidders identified in the evaluation.
• Site inspections, product evaluations, or explanatory meetings may be conducted to verify service quality, before or after adjudication.
• Mistakes in bid documents may be corrected at any stage of the tender process.
• The tender process may be cancelled or terminated at any stage, including after the closing date or after evaluations.

Department: Supply Chain Management. No specific contact person, email, phone, or submission address provided in the document.

Required returnable document: Complete and sign the SBD 4 Bidder's Disclosure form. Key submission requirements: 1. Declare if the bidder or any person with controlling interest is employed by the state. 2. Disclose any relationship with employees of the procuring institution. 3. Declare any interest in other related enterprises. 4. Certify the bid was prepared independently without collusion. 5. Confirm no undisclosed consultations with competitors or procuring institution officials. Failure to comply or false declarations will result in disqualification and potential legal action.

Required returnable document: SBD 4 Bidder's Disclosure form. Must be completed and signed, declaring: 1. State employment status of the bidder or persons with controlling interest. 2. Relationships with employees of the procuring institution. 3. Interests in other related enterprises. Bidder must certify the bid is independent, non-collusive, and prepared without undisclosed consultations.

Disqualification criteria: 1. Bidder listed in the Register for Tender Defaulters or List of Restricted Suppliers. 2. False or incomplete declarations in the SBD 4 form. 3. Evidence of collusion with competitors regarding bid details, pricing, or submission decisions. 4. Disclosure of bid terms to competitors before official bid opening or contract award. 5. Undisclosed consultations with procuring institution officials during the bidding process.

Primary compliance requirement: Submission of a fully completed and signed SBD 4 Bidder's Disclosure form. No additional compliance requirements (e.g., CSD, tax, B-BBEE, CIDB, CIPC) are specified in this document.

1. Bidder must declare no collusion with competitors regarding bid quality, quantity, specifications, prices, market allocation, or submission decisions. 2. Bid terms must not be disclosed to competitors before the official bid opening or contract award. 3. Bidder must not have consulted with procuring institution officials during the bidding process, except for clarification requests.