The community schemes ombud service - community schemes

Closing date: 10 September 2026, 12:00 PM.

Publication date: 14 August 2026.

No briefing session or site visit is stated.

Bidding procedure enquiries: Ntokozo Hlangwane, telephone (010) 593 0533, email [email protected].

Technical enquiries: Tiyiselani Chavalala, telephone (010) 593 0533, email [email protected].

All communication must be in writing.

Bids must be deposited in the bid box at the CSOS office: Ground Floor, Die Anker Building, 1279 Mike Crawford Road, Centurion, 0157, before the closing time of 12:00 on 10 September 2026. Late bids will not be accepted and, where practicable, will be returned unopened.

Bids must be submitted on the official forms provided, not re-typed, and in the prescribed format. One (1) original copy of the bid document is required.

Returnable documents (all must be completed, signed and submitted):

• SBD 1 (Invitation to Bid): bidder and contact details, signed as the offer cover page.
• SBD 4 (Declaration of Interest): discloses whether any director or shareholder is employed by the state or connected to anyone at the CSOS.
• SBD 6.1 (Preference Points Claim): claims B-BBEE points under the PPPFA 80/20 system.
• Valid B-BBEE certificate (SANAS-accredited, CIPC-issued, or sworn affidavit for EME/QSE).
• Proof of CSD registration (full detailed CSD report).
• Valid SARS tax pin number or tax compliance letter.
• Company profile and completed Table A (areas of specialisation).
• Lead Attorney's admission certificate, Right of Appearance in the High Court, valid Attorney's Fidelity Fund certificate (2026), and letter of good standing from the Legal Practice Council (2026).
• Detailed CV of the Lead Attorney (only one, clearly marked as Lead Attorney).
• Reference letters or assessment forms (Table B) from current or previous clients.
• CVs and admission certificates of professional staff.

Disqualification risks:

• Any returnable form left unsigned or omitted.
• Failure to comply with mandatory requirements.
• Setting counter conditions or amending bid conditions.
• Involvement in more than one bid for this RFP, directly or indirectly.
• Bids received after the closing date and time.

Bidders must submit one (1) original copy of the bid document. Proposals must be submitted in the prescribed format, with standard bidding documents attached with Terms of Reference completed in full. Required documents include: valid B-BBEE certificate or sworn affidavit, proof of registration on the Central Supplier Database (detailed CSD report), valid tax pin number/tax compliance letter, fully completed SBD documents (1, 4 and 6.1).

Evaluation uses the 80/20 preference method (PPPFA).

Stage 1 – Mandatory Requirements: failure to comply results in disqualification and no further evaluation.

Stage 2 – Functionality: only bidders achieving a minimum qualifying score of 65% out of 100% will be recommended for appointment. Functionality criteria:

• Experience of the Lead Attorney (30 points): must have at least 4 years post-admission experience. Scoring: less than 4 years = 0; 4 years = 1; 5 years = 2; 6–7 years = 3; 8–9 years = 4; 10 or more years = 5. Only one CV, clearly marked as Lead Attorney, must be submitted; failure to do so scores 0.
• References (30 points): reference letters (on client letterhead, describing services per Table A areas, with client contact details) or assessment forms (Table B) from current/previous clients. Scoring: 0 references = 0; 1 = 1; 2 = 2; 3 = 3; 4 = 4; 5 or more = 5.
• Professional Staff of the Firm / Team Experience (40 points): CVs and admission certificates of admitted attorneys. Scoring: none = 0; 1 = 1; 2 = 2; 3 = 3; 4 = 4; 5 or more = 5.

Bidders may be invited to give written or oral presentations or participate in interviews. Reference checks will be conducted. The CSOS is not obliged to appoint the lowest-priced bidder if it lacks capacity or comprehension of the scope.

The CSOS seeks to appoint a Panel of Attorneys to provide legal services on an 'as and when required' basis for a period of three (3) years. Services include, but are not limited to:

• Litigation before various courts, including interdict applications against defaulting community schemes.
• Corporate, commercial and regulatory compliance legal advice.
• Reviewing, negotiating and drafting contracts.
• Chairing and representing the CSOS in employee disciplinary hearings.
• Representation at the CCMA and Labour Courts.
• Arbitrations and other alternative dispute resolution platforms and quasi-judicial forums.
• Investigation of cases or incidents.
• Debt collection.
• Legislative review and drafting.
• Training on legislation and related legal issues.
• Conducting legal due diligence.

Bidders must indicate their areas of specialisation in Table A, covering 18 listed areas including Public Finance Management, Debt Collection, Constitutional and Administrative Law, IT Law, Intellectual Property Law, Sectional Title Schemes and Community Schemes Legislation, Property Law and Conveyancing, Labour Law, Company Law, Corporate Governance, Insolvency Law, Law of Contract, Law of Insurance, Law of Delict, Consumer Law, Interpretation of Statutes, Access to Information, and POPIA.

Work is allocated on a rotational basis, considering geographical location, specialisation, complexity, experience, performance record, workload balancing and cost effectiveness. Appointment to the Panel does not guarantee allocation of work.

The service provider must present CSOS management with a comprehensive proposal and model outlining how they intend to address the requirements listed in the Terms of Reference.

Mandatory: Lead Attorney must have at least four (4) years post-admission working legal experience. Only one CV, clearly marked as Lead Attorney, must be submitted; failure to do so scores 0 points. Provide CVs and admission certificates of admitted attorneys for the professional staff of the firm. The CSOS reserves the right to verify admission with the Legal Practice Council. References: provide reference letters or assessment forms from current or previous clients for legal services rendered per the areas of law in Table A.

Service delivery levels and quality of work are critical factors for allocating work to firms on the Panel. The CSOS reserves the right to conduct site inspections or call for additional supporting documentation to confirm information provided in bids. The CSOS may conduct supplier due diligence prior to final award or at any time during the contract period.

No pricing format, bond, guarantee, or payment terms are stated in the document. The CSOS will share its Tariff of Fees with successful firms during SLA negotiation, and firms must sign and abide by the CSOS tariffs.

Mandatory compliance requirements (failure results in disqualification):

• Registration on the National Treasury Central Supplier Database (CSD), maintained for the contract duration. A full detailed CSD report must be submitted.
• Tax compliance: valid SARS tax pin number or tax compliance letter; must remain tax compliant for the contract duration.
• Valid B-BBEE certificate (SANAS-accredited, CIPC-issued, or sworn affidavit for EME/QSE). A detailed CSD report reflecting EME/QSE with 51% or more black ownership is required to qualify for preference points for specific goals.
• No bids from persons in the service of the state, or companies/close corporations with directors/members in the service of the state.
• Lead Attorney: admission as an Attorney (Legal Practitioner), Right of Appearance in the High Court, valid Attorney's Fidelity Fund certificate (2026), and letter of good standing from the Legal Practice Council (2026). CSOS will verify authenticity with the Legal Practice Council.
• Company profile and completed Table A.
• No entity or associated entities may be involved in more than one bid.
• No fronting; the CSOS may investigate representations, and failure to prove absence of fronting within 14 days of notification may invalidate the bid and lead to restriction from public sector business for up to ten years.

A bid constitutes a binding offer, irrevocable for 120 days from submission. No agreement is reached until a binding contract is concluded. The CSOS may amend, modify, withdraw or terminate the RFP at any time without liability. Bidders must be CSD-registered and tax compliant at submission and for the contract duration. The CSOS may conduct site inspections or request additional documentation. No entity may be involved in more than one bid. Material changes in control or composition must be reported in writing to the CSOS SCM Section. The CSOS may waive any requirement in its sole discretion. Bids become the property of the CSOS and will not be returned. Non-responsive bids may be rejected, but the CSOS may waive non-responsiveness. The CSOS may accept or reject any bid in part or whole. The CSOS may require a formal presentation at the bidder's expense. All preparation costs are the bidder's responsibility. Bids received after closing are rejected. The CSOS is not obliged to appoint the lowest-priced bidder if it lacks capacity or comprehension. The contract duration is three (3) years. The CSOS may conduct supplier due diligence prior to award or during the contract. Counter conditions invalidate bids. Fronting may lead to invalidation or restriction.

Appointment is for a fixed period of three (3) years, subject to performance review. Successful bidders must sign a Service Level Agreement (SLA) and abide by CSOS tariffs. If no consensus on the SLA, the firm ceases to be on the Panel with immediate effect (suspensive condition). Work is allocated on a rotational basis; appointment does not guarantee work. No ceding, assigning or sub-contracting without prior written consent. Correspondent attorneys must be from the Panel and fees must not exceed the CSOS tariff. Firms report directly to the Senior Manager: Legal Services. The CSOS may remove a firm from the Panel before expiry per the SLA breach clause. The CSOS reserves the right to procure legal services from outside the Panel. Successful firms may provide legal training at no cost to the CSOS.

Mandatory requirements (failure results in disqualification):

• Submit a company profile and complete Table A (areas of specialisation).
• Attach copies of admission as an Attorney (Legal Practitioner) and Right of Appearance in the High Court certificates for the Lead Attorney.
• Attach a valid Attorney's Fidelity Fund certificate issued under the Legal Practice Act for the Lead Attorney (valid for 2026).
• Attach a letter of good standing from the Legal Practice Council for the Lead Attorney (issued in 2026).

Evaluation uses the 80/20 preference method. Stage 1: Mandatory Requirements – failure results in disqualification. Stage 2: Functionality – minimum qualifying score of 65%. Functionality criteria: Experience of the Lead Attorney (30 points), References (30 points), Professional Staff of the Firm (40 points). Total 100 points. Bidders may be invited to presentations or interviews. Reference checks are conducted.