Bidders to Submit Proposals - Companies And

I. The bidder must provide assurance/guarantee to the integrity and safe keeping of the information (that it will not amended/corrupted/distributed/permanently stored/copied by the service provider) for the duration of the contract and thereafter. II. CIPC reserves the right to negotiate with the successful bidder on price. III. The Service Provider must ensure that their work is confined to the scope as defined and agreed. IV. Travel between the consultant’s home, place of work to the dti Campus (CIPC) will not be for the account of CIPC, including any other disbursements unless agreed to in writing by CIPC prior to the expense being incurred. V. Government Procurement General Conditions of Contract (GCC) as issued by National Treasury will be applicable on all instances. The general conditions are available on the National Treasury website (www.treasury.gov.za); VI. No advance payment will be made. Payment would be made in terms of the deliverables or other unless otherwise agreed upon by CIPC and the successful bidder. CIPC will pay within the prescribed period according to PFMA. VII. The price quoted by the prospective service provider must include Value Added Tax (VAT). VIII. The successful bidder must at all times comply with CIPC’s policies and procedures as well as maintain a high level of confidentiality of information. IX. The successful bidder must ensure that the information provided by CIPC during the contract period is not transferred/copied/corrupted/amended in whole or in part by or on behalf of another party. X. Further, the successful bidder may not keep the provided information by way of storing/copy/transferring of such information internally or to another party in whole or part relating to companies and/or close corporation. XI. As such all information, documents, programs and reports must be regarded as confidential and may not be made available to any unauthorized person or institution without the written consent of the Commissioner and/or his/her delegate. XII. The service provider will therefore be required to sign a Declaration of Secrecy with CIPC. At the end of the contract period or termination of the contract, all information provided by CIPC will become the property of CIPC and the service provider may not keep any copy /store/reproduce/sell/distribute the whole or any part of the information provided by CIPC unless authorized in terms of the Declaration of Secrecy. XIII. The Service Provider (successful bidder) will be required to sign a Service Level Agreement with CIPC prior to the commencement of the contract; and XIV. Compliance with PFMA regulations in terms of the safeguarding of assets and adequate access control must be guaranteed. Assets include all infrastructure, software, documents, backup media and information that will be hosted at the Offsite ICT Recovery Site. These security measures must be specified in the SLA. XV. As the commencement of this contract is of critical importance, it is imperative that the prospective Service Provider has resources that are available immediately. Failure to commence with this contract immediately from date of notification by CIPC could invalidate the prospective Service Provider’s proposal. “TOR” AI-powered multi-channel transactional chatbot of 25 XVI. The Service Provider shall be required to provide training & skills transfer for the services as per paragraph 3 of this document. XVII. Service Provider shall provide CIPC with all the license documentation that CIPC is entitled to as per the costing of the licenses. XVIII. The Service Provider shall be required to provide training & skills transfer for the services as per paragraph 3 of this document. XIX. Bidders shall be subjected requested to demonstrate all claims made in the proposal. XX. The resources that a bidder supply will be subjected to an assessment result which will determine the suitability of the service provider to implement against the assignment of the ToR. Failure to provide suitable candidates will lead to cancellation of award of the tender. XXI. CIPC reserves the right not to make this appointment XXII. The service provider will sign a confidentiality agreement regarding the protection of CIPC information that is not in the public domain. XXIII. Appointment will be subject to positive security screening results by the State Security Agency. XXIV. All possible steps shall be taken by the contract to ensure full execution of this agreement. XXV. CIPC reserves the right not to make this appointment 14. EVALUATION PROCESS (Criteria) The evaluation process will be done in accordance with the following criteria: • Bids will be evaluated in accordance with the 80/20 preference point system contemplated in the Preferential Procurement Policy • Framework Act (Act ). 14.1.1 EVALUATION PROCESS (Criteria) The evaluation process will be done in accordance with the following criteria: Bids will be evaluated in accordance with the 80/20 preference point system contemplated in the Preferential Procurement Policy Framework Act (Act ). Evaluation (Phases): The evaluation will be completed in 3 phases: • Phase 1: Compliance to minimum requirements • Phase 2: Functional Evaluation • Phase 3: Functional Evaluation 14.1.2 PHASE 1: COMPLIANCE TO MINIMUM REQUIREMENTS AND MANDATORY REQUIREMENTS During Phase 1 all bidders will be evaluated to ensure compliance to minimum document requirements. Without limiting the generality of the CIPC‘s other critical requirements for this Bid, bidder(s) must submit the documents listed in the Table below. All documents must be completed and signed by the duly authorized representative of the prospective bidder(s). During this phase Bidders’ response will be evaluated based on compliance with the listed administration and mandatory bid requirements. All bidders that comply with the minimum requirements will advance to Phase 2. “TOR” AI-powered multi-channel transactional chatbot of 25 BIDDERS TO COMPLETE THE TABLE BELOW Ite Document that must be submitted Compliance Non-submission may result in disqualification m provide No ANSWER: Yes /No 1. Invitation to Bid – SBD 1 Complete and sign the supplied pro forma document. 2. Tax Status – SBD1 Bidders must submit Tax Clearance Certificate (TCC) PIN The TCS PIN will be used for the verification of tax compliance status a Bidder 3. Declaration of Interest –SBD 4 Complete and sign the supplied pro forma document. 4. Declaration of Bidder’s Past Supply Chain Management Practices – Complete and sign the supplied pro forma document. SBD 8 5. Certificate of Independent Bid Determination – SBD 9 Complete and sign the supplied pro forma document. Completion in full of the Request for Proposal documents Bidder to complete and sign documents 6. BIDDERS TO SUBMIT VALID AND COMPLIANT B-BBEE Certificate VALID AND COMPLIANT B-BBEE Certificate (Compulsory) (Compulsory). Latest valid BBBEE certificate- SANAS Accredited or sworn affidavit for EME/QSE signed by the deponent and the FAILURE TO SUBMIT WILL IMMEDIATELY DISQUALIFY YOUR BID Commissioner of Oath FAILURE TO SUBMIT WILL IMMEDIATELY DISQUALIFY YOUR BID. THIS DISQUALIFICATION DOES NOT APPLY TO NON- SOUTH AFRICAN BIDDERS 7. Registration on Central Supplier Database (CSD) Compulsory The Service Provider is encouraged to be registered as a service provider on the Central Note: Important: Bidders to submit valid and compliant B-BBEE Supplier Database (CSD). Visit https://secure.csd.gov.za/ to obtain your. Vendor number. Certificate as well as the CSD report. The BBBEE certificate- SANAS Submit PROOF of registration on the Central Supplier Database (CSD Report) Accredited or sworn affidavit for EME/QSE is the primary verification document to claim points for specific goals for this bid. Failure to SUBMIT SUPPLIER UNIQUE REFERENCE NUMBER submit a compliant B-BBEE certificate will result in disqualification. 8. NB: Pricing Schedule: Submit full details of the Price Proposal in a separate SEALED envelope. Compliance to AND 21- ANNEXURE “A” Price must be carried over to BOTH SBD 3.3 (Pricing Schedule) and SBD FORM1: (Invitation REFER TO TO 5 and 22 TO 24 for Bids). The Total Bid Amount (CEILING AMOUNT) will be used for the evaluation of bids FAILURE TO COMPLY WITH THIS REQUIREMENT SHALL therefore it must be inclusive of all costs for the duration of the contract) IMMEDIATELY DISQUALIFY A BIDDER. FAILURE TO COMPLY WITH THIS REQUIREMENT SHALL IMMEDIATELY DISQUALIFY A BIDDER. 9. IMPORTANT: SUBMISSION OF USB . Bidders must submit a USB with their proposal- 1 copy of the original document . USB to be submitted in pdf format and to be read only REFER TO . All documents to be signed and bidders initial each page . Bidders must check that USB sticks open, are readable, and contain no blank pages, BIDDERS TO READ AND UNDERSTAND THE CONDITIONS STATED documents, or folders. Ensure that each folder created is numbered and avoid clustering IN TO OF THIS TOR folders with many documents rather create separate folders. . No password protected USB allowed. Do not submit CDS FAILURE TO COMPLY WITH THIS REQUIREMENT SHALL . Bidders will be disqualified should the requirements mentioned on and 6 not complied IMMEDIATELY DISQUALIFY A BIDDER. with. . Important: The USB will be used for evaluation purposes up to tender award, so all documents must be included in the USB, including SBD forms, technical proposal mandatory documents etc.. . FAILURE TO COMPLY WITH THIS REQUIREMENT SHALL IMMEDIATELY DISQUALIFY A BIDDER. 10. Note: All prospective bidders will be expected to attend a mandatory FAILURE TO ATTEND THE COMPULSORY BRIEFING SESSION WILL RENDER YOUR briefing session/site visit as determined by the CIPC where BID BEING DISQUALIFIED questions will be addressed by a panel of the CIPC. 11. Mandatory Requirement: OEM Certificates/Partnership letters for 1. The letter or a testimonial or certification must be submitted in order to proceed to the proposed solution. (bidders to submit relevant accreditation the next phase (phase 2). Bidders to ensure that a letter/ testimonial /certification etc. certificate/letter) – addressing this requirement is attached. • The bidders must provide a letter from Solution Vendor Original 2. All bidders are required to comply with this requirement. Equipment Manufacturer (OEM) which indicates that they are 3. Should there be no letter/ testimonial /certification etc attached the bid will accredited for product/Solution/Systems/Technology manufacturer immediately be disqualified. /owner authorising the resale or support of the proposed 4. The letter/ testimonial /certification must be signed dated by authorized representative Product/Solution/System/Technology. 5. It should state expiry date or validity • In the event that the bidder is the owner of the proposed FAILURE TO SUBMIT WILL RENDER YOUR BID BEING DISQUALIFIED Product/Solution/Systems/Technology, a letter must be attached for confirmation. 12. BIDDERS TO INDICATE IF THEY READ AND UNDERSTOOD THE FAILURE TO COMPLY WITH THIS REQUIREMENT SHALL IMMEDIATELY DISQUALIFY A CONDITIONS STATED IN TO OF THIS TOR BIDDER. ALL BIDDERS THAT COMPLY WITH THE MINIMUM REQUIREMENTS WILL ADVANCE TO PHASE 2. “TOR” AI-powered multi-channel transactional chatbot of 25 14.1.3 PHASE 2: FUNCTIONAL EVALUATION AND COMPLIANCE TO SPECIFICATION 1. All bidders that advance to Phase 2 will be evaluated by a panel to determine compliance to the functional requirements of the bid. 2. IMPORTANT: The following documents need to be submitted as part of the proposal and will be used during the evaluation. a. Experience of company (Testimonials need to be provided) b. Resources (CVs of staff who will assist with this project) Kindly take note of the criteria on which the scoring is based. c. Project plan with timelines d. Technical Requirements / Proposal. NB: Bidders must respond systematically, and address separately and clearly marked all requirements, indicate understanding, approach, methodology, technology, systems etc. ❖ Include architectural diagram ❖ OEM certificates ❖ Print screens of reports and wallboard/dashboard Proposals will be evaluated on the following: • Technical functionality and innovation. • Project Team members expertise in AI Chatbot implementation. • Proven experience in AI chatbot and transactional automation solutions. • Capability in multi-channel integration (WhatsApp, social, web, mobile). • Project management methodology and implementation plan. • Skills transfer and sustainability approach. The functional evaluation will be rated out of 100 points and will be determined as follows: No Evaluation Criteria Rating Weight Total 1 2 3 4 5 % 1. EXPERIENCE OF THE COMPANY 30 The bidder must have relevant experience in the implementation of an ai-powered multi- channel transactional chatbot. • Provide at least three references letters, not older than 3 years, with contactable references (on clients’ letterhead) relating to AI powered multichannel chatbot implementation, indicating relevant experience (Preferably cloud based solutions). • Note:At least one (1) referenced implementation must be active/live, and CIPC reserves the right to conduct site visits or solution demonstrations, where deemed necessary. Ratings to be awarded as follows: 1. Score = 1: No letters submitted or irrelevant letters. 2. Score = 2: Relevant Experience of less than 3 years of implementing ai- powered multi-channel transactional chatbot 3. Score = 3: Relevant Experience of 3 years, but less than 4 of implementing ai-powered multi-channel transactional chatbot 4. Score =4: Relevant Experience of 4 years, but less than 5 years of implementing ai-powered multi-channel transactional chatbot 5. Score = 5: Relevant experience of 5 years and above of implementing of ai-powered multi-channel transactional chatbot “TOR” AI-powered multi-channel transactional chatbot of 25 No Evaluation Criteria Rating Weight Total 1 2 3 4 5 % 2. PROPOSED PROJECT TEAM EXPERTISE & INDIVIDUAL RESOURCES (BASED ON 25 THE CV OF RESOURCES/ TEAM WHO WILL WORK DIRECTLY IN THE PROJECT): Bidders must submit detailed CVs and/or profiles for all core team members, clearly indicating: • Role and Responsibilities on the project (e.g., Project Manager, AI/NLU Engineer, Systems Integrator, Data Security Specialist, UX/UI Designer, Change Management Lead, etc.). • Educational Qualifications & certificates (relevant ICT, AI, data science, or engineering degrees, Professional Certifications (e.g., AWS, Azure AI, Google Dialogflow, Microsoft Copilot Studio, Project Management, Cybersecurity, etc). • Practical Experience in implementing similar chatbot or AI automation solutions (especially those with transactional or government integrations). • Minimum 2-year Experience in their relevant field. • Track Record of projects completed in similar environments (include project name, client, and brief description). Ratings to be awarded as follows: 1. Score = 1: Does not meet requirements- Team composition is inappropriate or unqualified for the project: ❖ No relevant experience in AI, chatbot development, or integration. ❖ Missing or incomplete CVs. CVs that lack depth. ❖ Evidence of insufficient capacity or lack of qualified personnel. 2. Scoring of 2: Below requirements - Limited or inconsistent evidence of relevant experience: ❖ Less than 1 year experience, with few team members having directly applicable expertise. ❖ CVs lack clarity or depth. ❖ Unclear or no demonstrated experience in similar chatbot or AI-driven service automation projects. 3. Score =3: Sufficient Expertise of team members ❖ Team demonstrates adequate technical expertise with some relevant experience. ❖ 2 year+ experience on Ai Chatbot, OR ❖ 3 year exposure to projects of comparable scale or complexity. ❖ Team qualifications/certifications are aligned 4. Score = 4: Meets all requirements ❖ Team includes qualified and experienced professionals with relevant AI/chatbot or digital transformation backgrounds. ❖ Most key resources have 3–5 years of relevant experience. ❖ Some public sector or/and large-enterprise experience. ❖ Team composition is well-balanced, especially in relevant specialized skills areas. 5. Score = 5: Exceeds requirements Project team demonstrates exceptional qualifications and experience. All proposed key resources have: ❖ 5+ years of directly relevant experience delivering AI chatbot or automation projects of similar complexity. ❖ Prior experience in public sector or/ & big organizations (high query volumes) Team qualifications/certifications are aligned + strong evidence of collaboration across technical, data, and customer experience disciplines. ❖ Team qualifications/certifications are aligned to requirements “TOR” AI-powered multi-channel transactional chatbot of 25 No Evaluation Criteria Rating Weight Total 1 2 3 4 5 % 3 TECHNICAL SOLUTION CAPABILITY & FUNCTIONAL FIT: 25 Assesses the proposed chatbot’s functionality, architecture, integrations, compliance, and ability to meet CIPC’s operational and transactional requirements: • Core Requirements: • Provides conversational, natural language automated responses • Supports multi-channel deployment - with consistency across web and social media, specifically WhatsApp. • Enables authenticated transactional interactions, e.g checking outstanding balances or compliance status, filing annual reports, etc. • Offers escalation to human agents with full traceability and SLA monitoring. • Integrates seamlessly with CIPC internal systems and APIs for real-time data access. • Includes an AI-assisted knowledge base for chatbot and agent use. • Solid AI/NLU capability and multi-channel coverage. • Demonstrates sound security controls and POPIA compliance. Non- Core Requirements: • Provides reporting and analytics dashboards to track service performance and customer satisfaction. • clear documentation and APIs for future integration. • Supports multi-channel deployment for consistency other social platforms. Ratings to be awarded as follows: 1. Score =1: Below requirements ❖ Proposal is generic, off-the-shelf, or unrelated to the required scope. ❖ The solution has less than 4 or core/ key functional requirements and atleast 1 non- core requirements 2. Score = 2: Does not/ or partially meet requirements ❖ The solution has less than 5 core/ key functional requirements and atleast 1 non- core requirements or vice versa. 3. Score = 3: Meets all requirements ❖ The solution has atleast 7 core/ key functional requirements and/& atleast 2 non- core requirements and/or extra functionalities. 4. Score =4: Fully meets requirements ❖ The solution has atleast All core/ key functional requirements and atleast 3 non- core requirements &/ or 2 other extra functionalities. 5. Score = 5: Exceeds all requirements ❖ The proposed solution fully meets and exceeds all functional, technical, and security requirements: ❖ The solution has atleast All core/ key functional requirements and atleast All non- core requirements plus 3 or more other extra functionalities. “TOR” AI-powered multi-channel transactional chatbot of 25 No Evaluation Criteria Rating Weight Total 1 2 3 4 5 % 4 EVALUATION CRITERION: IMPLEMENTATION APPROACH & PROJECT 10 MANAGEMENT: • Assesses the bidder’s delivery methodology, project governance, resourcing, timelines, risk management, quality assurance, and approach to testing, rollout, and support:- Ratings to be awarded as follows: 1. Score = 1: The bidder fails to demonstrate any structured implementation approach or project management capability: _ ❖ No clear methodology, timeline, or deliverable plan. ❖ Timelines and deliverables are unclear or unrealistic. ❖ Limited indication of governance or accountability ❖ Project dependencies and resourcing not well addressed. 2. Score = 2: The plan addresses most project management aspects, but with limited depth or clarity: - ❖ Milestones and timelines are included but may appear generic. ❖ Risk and QA measures are basic or incomplete. ❖ Limited evidence of structured governance or communication strategy. 3. Score =3: Meets all requirements: ❖ Includes milestones and deliverables. ❖ Adequate project governance and resource allocation. ❖ Risk and quality management processes are well-defined ❖ Sufficient evidence of structured governance or communication strategy. 4. Score = 4: Fully meets requirements The plan covers all key aspects of implementation with clear methodology and achievable timelines: ❖ Includes milestones and deliverables, adequate project governance and resource allocation. ❖ Risk and quality management processes are well-defined ❖ Demonstrates a proven, agile or hybrid project management approach with clear governance and communication structures. 5. Scoring = 5: Exceeds requirements- The implementation plan is comprehensive, realistic, and well-structured, clearly exceeding expectations. ❖ Includes a detailed project plan with milestones, deliverables, and dependencies. ❖ Demonstrates a proven, agile or hybrid project management approach with clear governance and communication structures. ❖ Robust risk management, quality assurance, and testing plans are clearly defined. ❖ Demonstrates readiness for pilot rollout, change management, and post- deployment support. ❖ Shows strong understanding of CIPC’s operating environment and interdependencies with existing systems. 5. SKILLS TRANSFER, SUSTAINABILITY & KNOWLEDGE MANAGEMENT 10 • Skills transfer- ensuring CIPC’s internal teams can fully operate and maintain the solution within the period of implementation. • including training, documentation, and knowledge-sharing frameworks: Ratings to be awarded as follows: 1. Scoring of 1: Below requirements ❖ The bidder fails to include any plan or commitment to skills transfer, training, or sustainability. ❖ No indication of documentation, knowledge management, or capacity building. ❖ Approach is fully vendor-dependent, undermining CIPC’s self-sufficiency goals. 2. Scoring of 2: Does not meet requirements ❖ The bidder provides minimal reference to skills transfer or knowledge sharing. ❖ No clear training or handover plan. ❖ Limited evidence of sustainability measures or CIPC capacity enablement. “TOR” AI-powered multi-channel transactional chatbot of 25 No Evaluation Criteria Rating Weight Total 1 2 3 4 5 % ❖ Relies heavily on continued vendor support without a defined exit or independence strategy. 3. Scoring of 3: The bidder mentions skills transfer activities with some detail or structure. ❖ Training plan is high-level, lacking defined outcomes or evaluation metrics. ❖ Documentation approach is mentioned but not clearly outlined. ❖ Limited detail on sustainability or ongoing capacity building. 4. Scoring of 4: Fully meets requirements: ❖ The bidder provides solid skills transfer and sustainability plan post implementation that covers key areas: training, documentation, support and maintenance. ❖ Includes timelines and responsible parties. ❖ Adequate measures for CIPC staff enablement and maintenance handover. ❖ Knowledge materials are clearly defined 5. Scoring of 5: Exceeds requirements- ❖ The bidder presents a comprehensive, structured, and measurable skills transfer plan aligned with CIPC’s one-year target. ❖ Includes clear training roadmap (technical and non-technical), mentorship, and certification opportunities for CIPC staff. ❖ Provides detailed knowledge management framework (documentation, SOPs, FAQs, maintenance guides ❖ Commits to co-development or shadowing to ensure true hands-on transfer. ❖ Plan includes post-project sustainability mechanisms, such as internal capability retention and refresher training. TOTAL 100 Note: 1. Functionality will count out of 100 points. Bidders must achieve a minimum score of 60 points out of 100 on the functionality evaluation to proceed to the next phase. 2. BIDDERS THAT ACHIEVE LESS THAN 60 POINTS ON FUNCTIONALITY WILL BE DISQUALIFIED FOR FURTHER EVALUATION “TOR” AI-powered multi-channel transactional chatbot of 25 15 PHASE 4: PRICING AND PREFERENTIAL PROCUREMENT POLICY Preferential Procurement Policy The bidders that have successfully progressed will be evaluated in accordance with the 80/20 preference point system contemplated contemplated in the Preferential Procurement Policy Framework Act (Act ) as amended together with Preferential Procurement Regulations, 2022 In terms of Regulation 4(2); 5(2); 6(2) and 7(2) of the Preferential Procurement Regulations, preference points must be awarded for specific goals stated in the tender. For the purposes of this tender the tenderer will be allocated points based on the goals stated in table 1 below as may be supported by proof/ documentation stated in the conditions of this tender: The maximum points for this tender are allocated as follows: POINTS PRICE 80 SPECIFIC GOALS 20 Total points for Price and SPECIFIC GOALS 100 1. Failure on the part of a tenderer to submit proof or documentation required in terms of this tender to claim points for specific goals with the tender, will be interpreted to mean that preference points for specific goals are not claimed. Note: Bidders to submit valid and compliant B-BBEE Certificate as well as the CSD report. The B-BBEE Certificate is used as our primary verification document to claim points for specific goals for this bid. Failure to submit a compliant B-BBEE certificate will result in disqualification 2. The purchaser reserves the right to require of a bidder, either before a bid is adjudicated or at any time subsequently, to substantiate any claim in regard to preferences, in any manner required by the purchaser # Specific goals allocated points Means of verification and Required Evidence Preference Points (80/20) 1 HDI, Race are black persons (ownership)* • B-BBEE Certificate 10 100% black ownership • CSD Registration report = 10 points • CIPC Company Registration and based on percentage pro rata for black ownership less than 100% Important the CSD will be used as our primary eg: 67% = 6.7 points verification documents 2 Gender are women (ownership)* • B-BBEE Certificate 8 100% or more women ownership = 8 points • CSD Registration report and based on percentage pro rata for black ownership less than 100% • CIPC Company Registration eg: 50% = 4.0 points Important the CSD will be used as our primary verification documents 3 Disability are disabled persons (ownership)* • Confirmation of Disability Form as per SARS 2 WHO disability guideline (ITRDD Form) 100% ownership = 2 points • Medical Certificate and based on percentage pro rata for black ownership less than 100% Important the CSD will be used as our primary eg: 50% = 1.0 points verification documents 3. Important: Bidders to submit valid and compliant B-BBEE Certificate as well as the CSD report. The B-BBEE Certificate the primary verification document to claim points for specific goals for this bid. Failure to submit a compliant B-BBEE certificate will result in disqualification. • Provide fixed price quotation for the duration of the contract • Cost must be VAT inclusive and quoted in South African Rand • Costing should be aligned with the project activities / project phases The bidder with the highest score will be recommended as the successful service provider. “TOR” AI-powered multi-channel transactional chatbot of 25 16 ANNEXURE “A” BID PRICING SCHEDULE THIS PAGE TO BE INCLUDED IN THE PRICE FOLDER AS WELL AS IN THE SEALED PRICE ENVELOP TOGETHER WITH ALL OTHER PRICE DOCUMENTS AS LISTED BELOW TABLE 1: No PRICING INSTRUCTIONS: BIDDERS TO COMPLY WITH ALL REQUIREMENTS 1. Applicable Currency: All prices shall be quoted in South African Rand. 2. Completion of Pricing Schedule: Bidders shall complete the pricing schedule in full, inserting all the information required therein. In addition to the pricing schedule in this bid document, bidders may prepare a more detailed pricing schedule should they wish to do so, and include this in their pricing proposal, provided that such additional pricing schedule is in line with the deliverables on the CIPC issued pricing schedule. 3. Applicability of Quoted Prices: • All quoted prices must remain firm for the duration of the contract, unless stipulated otherwise in the special conditions of contract. • The condition must be stated in SBD3.3 • Bidders to note that price validity is one hundred and twenty days (120) days • The service provider must clearly indicate whether the price is firm or subject to the Statutory Wage Increase 4. Total Bid Cost: Prices quoted must include all applicable taxes including VAT, less all unconditional discounts, plus all costs to deliver the services and/or goods. Note: Service providers will be responsible for all costs e.g. transportation for ALL activities associated with this bid. It is therefore the bidder’s responsibility to ensure that all costs are included in the price proposal submitted to CIPC 6. Bid Price Calculation: Bidders to not that estimates of quantities are provided to allow for the calculation of a bid price that allows equal comparison between bidders. 8. Applicable SBD Document to be included in the USB as well as sealed Pricing envelop THIS PRICING SCHEDULE (ANNEXURE H (“A”) SDB 3.3: PRICING SCHEDULE SBD FORM 1: INVITATION TO BIDS FOR A BIDDER MUST ATTACH PRICE BREAKDOWN IN THE BIDDER’S COMPANY LETTERHEAD SIGNED BY AUTHORISED REPRESENTATIVE FAILURE TO COMPLY WITH ALL THE ABOVE REQUIREMENTS FOR PRICING SHALL IMMEDIATELY INVALIDATE THE BID Prospective bidders must submit a comprehensive proposal. The onus is upon the prospective bidders to take into account all costs for the duration and the price must be fixed for the duration of the contract. 1. All prices must be VAT inclusive and quoted in South African Rand (ZAR), with details on price elements that are subjected to escalation (statutory wage increase) and exchange rate fluctuations clearly indicated. 2. Pricing must be based on an estimated two million (2,000,000) customer interactions per month, inclusive of, but not limited to, the following: “TOR” AI-powered multi-channel transactional chatbot of 25 a. End-to-end chatbot configuration and implementation- deployment. b. Full setup and enablement of the WhatsApp channel, including authentication and transactional capabilities. c. Integration with CIPC systems and APIs, where required. d. Ongoing maintenance and support, including bug fixes, upgrades, and performance optimisation; e. Hosting, licensing, subscription, and usage costs (where applicable); f. Security, compliance, and POPIA-related requirements. g. Training, skills transfer, and documentation for CIPC staff; and h. Any other costs necessary to deliver a fully functional, secure, and operational AI-powered chatbot solution. i. Pricing must be all-inclusive, clearly broken down into: i. Once-off implementation costs, and ii. Recurring monthly or annual costs, where applicable. iii. The estimated interaction volumes are provided for costing purposes only and may vary over time. 3. The terms of payment are Net 30 days after receipt of invoice and acceptance of work; 4. The proposal must include supporting documents and the price schedule. TABLE 2 No PRICING Once off fee Year 1 (VAT Year 2 (VAT Year 3 (VAT TOTAL (Vat inclusive) Incl) Incl) incl) 1 End-to-end chatbot configuration and implementation- deployment 2 Full setup and enablement of the WhatsApp channel, including authentication and transactional capabilities 3 Integration with CIPC systems and APIs, where required 4 Ongoing maintenance and support, including bug fixes, upgrades, and performance optimization 5 Hosting, licensing, subscription, and usage costs (where applicable). 6 Security, compliance, and POPIA-related requirements. 7 Training, skills transfer, and documentation for CIPC staff 8 Support (On-site and remote) On-site support as and when requested during the maintenance period (200 hours per year; – Unlimited remote support. CIPC should not be charged extra for transport to CIPC offices. (where applicable) 9 Any other costs necessary to deliver a fully functional, secure, and operational AI-powered chatbot solution. TOTAL PRICE • Cost breakdown must be provided, covering all required aspects in this tender. “TOR” AI-powered multi-channel transactional chatbot of 25 • Configuration of system, integration with CIPC systems, maintenance and support. • On-site support as and when requested during the maintenance period (200 hours per year; – Unlimited remote support. CIPC should not be charged extra for transport to CIPC offices. (where applicable) • Ability to upgrade/scale to allow for additional functionality and/or licences on pay-as-you-go basis. There should be an option to discontinue with a specific service without a lengthy waiting period if required. • CIPC should not be charged extra for transport to CIPC offices during installation or maintenance and support, or for meetings. • The following pricing table needs to be completed: TABLE 3: INSERT TOTAL BID PRICE INCLUSIVE OF ALL TO BE CARRIED TO SBD 3.3 AND SBDFORM 1 TOTAL BID PRICE (CEILING PRICE) FOR THE DURATION OF 5 3 YEARS: NB PRICE MUST BE INCLUSIVE OF ALL REQUIREMENTS OF THE TOR TOTAL YEAR 1 TO 3: (PRICE MUST BE INCLUSIVE OF VAT) TOTAL BID PRICE TO BE CARRIED OVER TO SBD 3.3 AND SBD FORM 1 3 YEARS FAILURE TO COMPLY WITH ALL THE ABOVE REQUIREMENTS FOR COSTING SHALL IMMEDIATELY INVALIDATE THE BID. “TOR” AI-powered multi-channel transactional chatbot of 25 17 BRIEFING SESSION PLEASE NOTE THAT THERE IS A COMPULSORY BRIEFING SESSION SCHEDULED FOR THIS. COMPULSORY BRIEFING SESSION DATE: 19 JANUARY 2026 TIME 11:00 AM ONLINE VIA MS TEAM MEETING LINK - MS TEAMS Meeting ID: 387 414 468 715 04 Passcode: u7Wm2gW6 HTTPS://TEAMS.MICROSOFT.COM/L/MEETUP- JOIN/19%3AMEETING_MMY1NZCXMTYTMDC3YS00YJBHLWI2ZDGTYJY2ODQ1Y2VHMTLI%40THREAD.V2/0?CONTEXT=%7B%22TID%22%3A%2298FCF51F-86E0-475C-9429- B51CD8D1BF46%22%2C%22OID%22%3A%227A1642CD-A497-49EC-92B0-53F40836F5EA%22%7D MANDATORY ONLINE BRIEFING SESSION DURING THIS SESSION A TECHNICAL PANEL OF THE CIPC WILL OUTLINE THE SCOPE OF THE PROJECT AND WILL ADDRESS QUESTIONS FROM PROSPECTIVE BIDDERS. IMPORTANT NOTE TO BIDDERS: - This is a compulsory briefing session, FAILURE TO ATTEND IMMEDIATELY DISQUALIFIES YOUR BID 18 SUBMISSION OF PROPOSALS Sealed proposals will be received at the Tender Box at the main gate, 77 Mentjies Street, Sunnyside, the DTIC campus, Proposals should be addressed to: Manager (Supply Chain Management) Companies and Intellectual Property Registration Office the dtic Campus, 77 Meintjies Street, Sunnyside PRETORIA 18.1 ENQUIRIES A. Supply Chain Enquiries Ms Ntombi Maqhula OR Mr Solomon Motshweni Contact No: (012) 394 3971 /45344 E-mail: Nmaqhula@cipc.co.za OR SMotshweni@cipc.co.za B. Technical Enquiries Ms.Thobile Jiyane – E-mail : TJiyane@cipc.co.za Note : It is the bidder's responsibility to call CIPC if they have any questions that have not been answered via email, as the system may have flagged their email as spam. 18.2 DEADLINE FOR SUBMISSION BIDS OPENING DATE: 11 DECEMBER 2025 BIDS CLOSING TIME: 11: 00 AM COMPULSORY BRIEFING SESSION: 19 JANUARY 2026 @11H00am BIDS CLOSING DATE: 06 FEBRUARY 2026 BIDDERS MUST ENSURE THAT BIDS ARE DELIVERED IN TIME TO THE CORRECT ADDRESS. LATE PROPOSALS WILL NOT BE ACCEPTED FOR CONSIDERATION NB: IT IS THE PROSPECTIVE BIDDERS’ RESPONSIBILITY TO OBTAIN BID DOCUMENTS IN TIME SO AS TO ENSURE THAT RESPONSES REACH CIPC, TIMEOUSLY. CIPC SHALL NOT BE HELD RESPONSIBLE FOR DELAYS IN THE POSTAL SERVICES AND BIDS DEPOSITED IN THE INCORRECT BID BOX. BID PROPOSAL MUST BE HAND DELIVERED TO THE CIPC BID BOX AT THE DTIC MAIN GATE”.AT 77 MEINTJIES STREET, SUNNYSIDE “TOR” AI-powered multi-channel transactional chatbot of 25

The scope of services includes, but is not limited to, the following components: 7.1 AI Chatbot Design and Implementation • Develop and configure a multilingual, conversational chatbot capable of handling both generic and transactional queries. • Implement Natural Language Understanding (NLU) to interpret user intent, informal speech, and multiple South African languages. • Enable contextual awareness to maintain conversational continuity. • Include no-code or low-code tools for CIPC staff to update content independently. 7.2 Transactional Capabilities • Integrate with CIPC systems (e.g., BizPortal, eServices, payment gateways) to enable customers to: o File and pay annual returns. o Access entity records and compliance data. o View and settle outstanding balances. o Receive digital confirmation or proof of transactions. o And many more... • Ensure secure authentication mechanisms (e.g., OTP, entity number validation). • Provide chat-to-pay functionality via integrated payment APIs. 7.3 Multi-Channel Integration • Mandatory deployment on WhatsApp. • Integration with two or more additional digital channels, such as: o Facebook Messenger o Instagram o TikTok o Website Chat Widget o CIPC Mobile App • Maintain consistent service experience across all platforms. 7.4 Knowledge Base • Develop a centralised knowledge repository that powers both the chatbot and live agent responses. • Include AI-assisted recommendations to improve accuracy and speed of service. • Allow CIPC staff to easily manage and update content. “TOR” AI-powered multi-channel transactional chatbot of 25 7.5 Reporting & Analytics • Provide dashboards and reporting tools showing: o Query volumes by channel. o Resolution times and escalation rates. o Transaction metrics (e.g., filings, payments, completions). o Customer satisfaction and engagement levels. • Enable export of reports for performance monitoring and audit purposes. 7.6 Security & Compliance • Full compliance with POPIA and other applicable legislation. • Role-based access controls and user authentication. • End-to-end encryption for data in transit and at rest. • Regular vulnerability assessments and penetration testing. • Secure audit trails for all chatbot interactions. 7.7 Skills Transfer and Training • Develop and execute skills transfer plan for CIPC staff. • Provide training manuals, technical documentation, and capacity-building workshops. • Ensure CIPC self-sufficiency within one year of project inception. 8. High-level Deliverables 1. Functional and secure AI-powered chatbot deployed across defined platforms. 2. Integration with internal systems and payment gateway(s). 3. Dashboards for analytics and SLA monitoring. 4. Skills transfer and training completion report. 5. Centralised knowledge base. 6. System documentation, source code, and architecture diagrams. 7. POPIA and CIPC security compliance certification. 9. Duration and Implementation Plan The implementation will be executed in phases over a maximum period of 36 months, which must include: • Solution design and development. • Pilot testing and refinement. • Full-scale deployment. • Training and skills transfer. • Post-implementation support and handover. “TOR” AI-powered multi-channel transactional chatbot of 25 10. BID COSTING REFER AND COMPLETE ANNEXURE “A” TO 24 Pricing must be based on an estimated two million (2,000,000) customer interactions per month, inclusive of, but not limited to, the following: a. End-to-end chatbot configuration and implementation- deployment; b. Full setup and enablement of the WhatsApp channel, including authentication and transactional capabilities; c. Integration with CIPC systems and APIs, where required; d. Ongoing maintenance and support, including bug fixes, upgrades, and performance optimisation; e. Hosting, licensing, subscription, and usage costs (where applicable); f. Security, compliance, and POPIA-related requirements; g. Training, skills transfer, and documentation for CIPC staff; and h. Any other costs necessary to deliver a fully functional, secure, and operational AI-powered chatbot solution. i. Pricing must be all-inclusive, clearly broken down into: i. Once-off implementation costs, and ii. Recurring monthly or annual costs, where applicable. iii. The estimated interaction volumes are provided for costing purposes only and may vary over time. J. the terms of payment are Net 30 days after receipt of invoice and acceptance of work; K. the proposal must include supporting documents THE FOLLOWING DOCUMENTS TO BE ATTACHED 1. SDB 3.3: PRICING SCHEDULE 2. SBD FORM 1: INVITATION TO BIDS 3. A BIDDER MUST ATTACH PRICE BREAKDOWN IN THE BIDDER’S COMPANY LETTERHEAD STATING UNIT COSTS AS WELL AS THE TOTAL BID PRICE INCLUSIVE OF ALL FOR THE DURATION OF THE CONTRACT 4. BIDDERS TO COMPLY WITH ALL CONDITIONS BELOW AS WELL AS THOSE ON WITH REGARDS TO PRICE The costing should be based on all requirements of the terms of reference. The onus is upon the prospective bidders to take into account all costs and to CLEARLY indicate the price. Cost breakdown must be provided, covering all required aspects in this tender. NB The total price must be carried over to the pricing schedule and will be used to evaluate the bids. Prices must be firm for the duration of the project. PRICE CARRIED OVER TO SBD FORM 3.3 AND SBD FORM 1 MUST INCLUDE ALL COSTS FOR THE DURATION OF ALL PERIOD STATED ABOVE UNDER PRICING. FAILURE TO COMPLY WITH THIS REQUIREMENT SHALL IMMEDIATELY INVALIDATE THE BID. Note: Service providers will be responsible for all costs e.g. transportation for ALL activities associated with this bid. “TOR” AI-powered multi-channel transactional chatbot of 25 11. Reporting Service provider will be reporting to the Senior Manager: Innovation and Collaboration. Service provider will report on a weekly basis via MS Teams or email, unless otherwise required for an in-office in-person meeting. 12. WORKING CONDITIONS Proprietary rights The proprietary right with regards to copyright, patents and any other similar rights that may result from the service rendered by the resource belong to CIPC. • The final product of all work done by the resource, shall at the end of service period, be handed over to CIPC. • The resource may not copy documents and/or information of the relevant systems for any other purpose than CIPC specifically. • All Intellectual Property developed and implemented with be the property of CIPC Indemnity / Protection / Safeguard • The resources safeguard and set CIPC free to any losses that may occur due to costs, damage, demands, and claims that is the result of injury or death, as well as any damage to property of any or all contracting personnel, that is suffered in any way, while delivering a service to CIPC. • The resources safeguard and set CIPC free to any or all further claims for losses, costs, damage, demands and legal expenses as to the violation on any patent rights, trademarks or other protected rights on any software or related data used by the resources. Government Safety • The resources attention is drawn to the effect of government Safety Legislation. The resources must ensure (be sure) that relevant steps are taken to notify the person(s) of this requirement. • The resource must at all times follow the security measures and obey the rules as set by the organization. Quality • The Senior Manager: Information Assurance and Information Security will subject the quality and standard of service rendered by resources to quality control. • Should CIPC, through the Senior Manager: Information Assurance and Information Security, be of the opinion that the quality of work is not to the required level, the service provider will be requested to provide another resource. The service provider will carry the cost related to these changes. “TOR” AI-powered multi-channel transactional chatbot of 25

No specific requirements found