Background screening and candidate vetting services for PRASA — 36 months, as and when

Closing date: 27 October 2026 at 12:00

Enquiries: Moipone Mosiapane, Telephone: 011 013 1584, Email: [email protected].

Complaints: [email protected].

Submission Address: Umjantshi House, 30 Wolmaraans, Braamfontein, Johannesburg.

Bid response documents must be hand-delivered to Umjantshi House, 30 Wolmaraans, Braamfontein, Johannesburg, on or before the closing date. Ensure you sign the submission register. Late bids will not be considered. All bids must be submitted on the official forms provided or as prescribed in the bid document. This bid is subject to the Preferential Procurement Policy Framework Act, 2000, the Preferential Procurement Regulations, 2022, and the General Conditions of Contract (GCC). Failure to provide mandatory returnable documents will result in disqualification.

Mandatory returnable documents include: a completed and signed submission register, a valid SAQA accreditation certificate, sample verification reports, three contactable reference letters, a certificate from the National Credit Bureau, a valid SARS Tax Compliance Status (TCS) PIN, all completed RFQ documentation including declarations, and the CSD supplier registration number. Failure to submit any mandatory document will result in disqualification.

The evaluation will proceed in stages:

Stage 1A: Mandatory Requirements. Failure to meet these will result in automatic disqualification. Requirements include: signing the submission register, submitting a valid SAQA accreditation certificate, a sample of verification reports (criminal record, academic, SAQA, financial credit, citizenship/ID, driver's license, professional association membership, employment history), three contactable reference letters demonstrating experience, and a certificate from the National Credit Bureau.

Stage 1B: Other Mandatory Requirements. Failure to submit may lead to disqualification after a request for information within 3 working days. Requirements include: a valid SARS Tax Compliance Status (TCS) PIN, completion of all RFQ documentation (including declarations), and a CSD supplier registration number.

Stage 2: Technical/Functional Requirements (Not Applicable).

Stage 3: Price (80 points) and Specific Goals (20 points). The 80/20 preference point system will be used. Points for specific goals can be claimed for B-BBEE Level 1 or 2 Contributor (4 points), ownership by Black People living in rural areas (4 points), at least 51% owned by black persons with disabilities (4 points), at least 51% owned by black youth (4 points), and at least 51% owned by black women (4 points). Acceptable evidence for each goal must be provided. PRASA reserves the right to apply objective criteria for award.

The service provider will conduct personnel suitability checks for prospective employees of PRASA Group Capital Human Capital Management Department. Services include:

• Criminal Record verification (Local and International).
• Academic Qualification verification (Local, Africa, and International).
• SAQA verification (matric and tertiary).
• Financial Credit information.
• Citizenship/ID verification.
• Driver’s license verification.
• Professional Association Membership verification.
• Employment history verification (Local, Africa, and International).

Service provider must be registered with the National Credit Bureau.

Expected turnaround times for reports:

• Criminal Record Local: 2-5 Business Days.
• Criminal Record Africa/International (Senior): 3-9 Business Days.
• Academic Qualification Local: 2-5 Business Days.
• Academic Qualification Africa/International (Senior): 5-15 Business Days.
• SAQA Verification: 2-5 Business Days.
• Financial Credit Information: 2-5 Business Days.
• Citizenship/ID Verification: 2-5 Business Days (locals), 5-10 Business Days (Africa/International).
• Driver’s License Verification: 2-5 Business Days.
• Professional Association Membership Verification: 2-5 Business Days.
• Employment History Local: 2-5 Business Days.
• Employment History International: 5-15 Business Days.
• Final credential verification report: 5-15 Business Days.

Bidders must demonstrate experience in background verification and submit three contactable reference letters on the client's formal letterhead. The service provider must be registered with the National Credit Bureau.

The service provider must be accredited for verification with SAQA. Verification reports must cover criminal records, academic qualifications (local, Africa, international), SAQA verification (matric and tertiary), financial credit information, citizenship/ID, driver's license, professional association membership, and employment history. Specific turnaround times are stipulated for each service.

The pricing schedule (Section 8) requires bidders to provide rates for various services including criminal record checks (local, Africa, international), academic qualification verifications (local, Africa, international), SAQA verification, financial credit information, citizenship/ID verification, driver's license verification, professional association membership verification, and employment history (local, Africa, international). Prices must be quoted in South African Rand, inclusive of all taxes, and be firm. A cost breakdown and any price escalation basis/formula must be provided. Strict adherence to the provided format is required.

Prices must be quoted in South African Rand, inclusive of all applicable taxes. The price offer must be firm. Bidders must submit pricing strictly in accordance with the provided price schedule. Deviation from the schedule may result in disqualification. Discounted prices will only be considered in the final evaluation stage on an unconditional basis. If the highest scoring bidder's price is not market-related, PRASA may negotiate a market-related price, potentially with the second or third highest scoring bidder. If no agreement is reached, the RFQ may be cancelled.

Bidders must comply with the following:

• Tax Compliance: Submit a valid SARS Tax Compliance Status (TCS) PIN or a printed TCS certificate. In case of consortia/joint ventures/sub-contractors, each party must submit a separate TCS certificate/PIN/CSD number.
• Central Supplier Database (CSD): Bidders must be registered on the CSD and provide their CSD number. Foreign suppliers without a local registered entity need not register.
• Persons in Service of the State: No bids will be considered from persons in the service of the state, companies with directors who are persons in the service of the state, or close corporations with members who are persons in the service of the state.
• SBD 4 (Declaration of Interest): Discloses any interest in the state or the procuring institution.
• SBD 6.1 (Preference Points Claim Form): Used to claim preference points for specific goals, supported by documentary proof.
• National Credit Bureau Registration: Bidders must be registered and provide a certificate issued by the National Credit Bureau in terms of the National Credit Act.

The contract will be governed by the laws of the Republic of South Africa. PRASA's General Conditions of Purchase apply, unless expressly agreed otherwise in writing by PRASA. Title and risk in the items pass to PRASA upon acceptance. The supplier warrants that the items are fit for purpose and free from defects for one year from acceptance. The supplier indemnifies PRASA against claims arising from negligence, infringement of rights, or defective workmanship. Assignment and sub-contracting require PRASA's prior written approval. PRASA pays within 30 days of receiving a correct tax invoice. Late deliveries may incur penalties.

The bid has a validity period of 60 working days from the closing date. Bidders may be requested to extend this period. PRASA reserves the right to modify the RFQ, reject non-conforming bids, or reject late submissions. Awards will be published on the National Treasury e-Tender Portal. Bidders are warned against canvassing SCM officers. Changes to submissions after the closing date will not be considered. PRASA reserves the right to award to the highest scoring bidder unless objective criteria justify otherwise.

Mandatory requirements for bidders include: completing and signing the submission register; submitting a valid accreditation certificate for verification with SAQA; providing a sample of verification reports covering criminal records, academic qualifications, SAQA, financial credit, citizenship/ID, driver's license, professional association membership, and employment history; submitting three contactable reference letters demonstrating experience in background verification; and being registered with the National Credit Bureau and providing the relevant certificate. Additionally, bidders must supply a valid SARS Tax Compliance Status (TCS) PIN, complete all RFQ documentation including declarations, and provide their CSD supplier registration number.

The evaluation process involves three stages: Stage 1A (Mandatory Requirements), Stage 1B (Other Mandatory Requirements), and Stage 3 (Price and Specific Goals). Stage 2 (Technical/Functional Requirements) is not applicable. The bid will be scored out of 100 points, with 80 points allocated for Price and 20 points for Specific Goals, utilizing the 80/20 preference point system. Specific goals include B-BBEE Level 1 or 2 Contributor, ownership by black people in rural areas, black persons with disabilities, black youth, and black women, each contributing 4 points. PRASA may apply objective criteria to award the bid.