Design and development of inep grant management system for department of electricity and energy

Closing date: 28 July 2026 at 11:00. Offer validity: 120 days from closing date.

Bid enquiries (procedural): Mr. Samuel Msiza, Tel: 012 406 7910, Email: [email protected]. Technical enquiries (written only): Mr. Lufuno Madzhie, Tel: 012 406 7559, Email: [email protected].

Submit the following returnable documents as part of your proposal:

• Completed pricing schedule (SBD 3.3) with all applicable taxes included (VAT, PAYE, income tax, UIF, skills development levies).
• Ceiling price for the total estimated time to complete all project phases, including all expenses.
• Breakdown of persons involved in the project, their positions, hourly/daily rates, and certified invoices for verification.
• Phases of project completion, cost per phase, and man-days allocated.
• Travel and other expenses (e.g., accommodation, airfare, reproduction costs) with proof of expenditure attached to certified invoices.
• Confirmation if rates are firm for the contract period or details of adjustment basis (e.g., CPI).
• Offer validity period: 120 days from bid closing date.
• Period required to commence work post-bid acceptance and estimated man-days for project completion.

Standard SBD 3.3 pricing schedule eligibility requirements apply. Service providers must be legally registered and capable of providing professional services. Bidders should have experience in system design and development, particularly for grant management or similar government systems. Proof of expenses must accompany certified invoices for reimbursement.

Scope: Design and develop the INEP Grant Management System for the Department of Electricity and Energy.

• Use the accompanying tender information to formulate proposals.
• Specify all phases of the project, including deliverables, timelines, and resource allocation (man-days).
• Detail the team involved: positions, roles, and applicable rates (hourly/daily).

Pricing must be in South African Rand (ZAR) and include all applicable taxes (VAT, PAYE, income tax, UIF, skills development levies).

• Provide a ceiling price covering all phases, expenses, and taxes.
• Breakdown required for:
• Personnel costs (hourly/daily rates per role).
• Travel expenses (rate/km, airfare class, total km, etc.). Only actual costs are recoverable; proof must accompany invoices.
• Other expenses (e.g., accommodation, telephone, reproduction). Certified invoices must be submitted for verification.
• Cost per phase and man-days allocated.
• Indicate if rates are firm for the contract duration. If not, specify adjustment basis (e.g., Consumer Price Index).
• Offer must remain valid for 120 days from the bid closing date.

Contact department is Supply Chain Management. No specific contact person, email address, or phone number is provided in this document.

The SBD4 - Bidder's Disclosure form is a mandatory returnable document that must be completed and submitted with your bid. Complete all sections of the form and sign the declaration at the end. The form must be submitted as part of your bid package - failure to include it will result in disqualification.

The SBD4 - Bidder's Disclosure form is a mandatory returnable document. It must be completed in full, signed, and submitted with your bid. The form requires the bidder's representative to sign and date the declaration certifying all information provided is true and correct.

Automatic disqualification applies to persons/enterprises listed on the Register for Tender Defaulters and/or List of Restricted Suppliers. Bidders must not have state-employed directors or controlling persons who have not disclosed their positions. Any undisclosed relationships with procuring institution staff will disqualify the bid. False or incomplete disclosures will result in bid rejection and potential legal action under PFMA SCM Instruction 22, Prevention and Combating of Corrupt Activities Act, and Competition Act.

Key compliance requirements from SBD4:

• Bidders listed on the Register for Tender Defaulters or List of Restricted Suppliers will be automatically disqualified
• Declare whether any director, trustee, shareholder, member, partner, or person with controlling interest is employed by the state - if yes, provide their names, identity numbers, and state employee numbers
• Declare any relationship with persons employed by the procuring institution - if yes, provide particulars
• Declare any interest in other related enterprises whether or not bidding for this contract - if yes, provide particulars
• Certify that the bid was submitted independently without consultation, communication, agreement, or arrangement with competitors
• Certify no discussions with competitors regarding quality, quantity, specifications, prices, market allocation, or bidding intentions
• Certify terms of the bid have not been disclosed to competitors before bid opening or contract award
• Certify no unauthorized communication with procuring institution officials during the bidding process
• Note: Joint ventures or consortiums are permitted and will not be construed as collusive bidding
• Consequences of false declaration: bid rejection, reporting to Competition Commission for administrative penalties, possible criminal investigation by NPA, and restriction from public sector for up to 10 years under the Prevention and Combating of Corrupt Activities Act

Mandatory declarations required:

• State employment disclosure: Declare if any director/trustee/shareholder/member/partner/controlling person is employed by the state
• Relationship disclosure: Declare any relationship with persons employed by the procuring institution
• Related enterprise disclosure: Declare any interest in other related enterprises
• Independence certification: Certify bid was submitted independently without competitor collusion
• Non-disclosure certification: Certify bid terms were not disclosed to competitors before award
• Official communication certification: Certify no unauthorized communication with procuring institution officials during bidding
• Note: Joint ventures and consortiums are permitted and not considered collusive bidding

Pricing must include:

• Total amount tendered for goods/services, inclusive of all applicable taxes.
• All unconditional discounts must be deducted from the total price.
• Rand value of the contract is calculated at the time of bid invitation and includes all applicable taxes.

Compliance requirements include:

• Submission of the SBD 6.1 Preference Points Claim Form as part of the tender.
• Proof of company registration (CIPC or equivalent).
• Declaration of company type (e.g., Partnership, Close Corporation, (Pty) Ltd, Non-Profit, State-Owned).
• Certification that all information provided is true and correct.
• B-BBEE status and ownership details to claim preference points for specific goals (Black, Women, Youth, Disabled, SMME ownership).
• Failure to submit required documentation for specific goals will result in zero points for those goals.
• The Preferential Procurement Policy Framework Act, 2000, and PPR 2022 apply.

Preference points for specific goals are awarded based on Table 1, which includes ownership by Black people, Women, Youth, Disabled persons, and SMMEs (QSE and EME).

Contractual terms include:

• The tenderer must certify that all information provided is true and correct.
• The organ of state may require documentary proof to substantiate claims for preference points.
• Fraudulent claims or non-fulfillment of contract conditions may result in:
• Disqualification from the tendering process.
• Recovery of costs, losses, or damages incurred by the organ of state.
• Contract cancellation and damages claimed.
• Restriction from doing business with any organ of state for up to 10 years (after due process).
• Criminal prosecution.

If the applicable preference point system (80/20 or 90/10) is unclear, the organ of state will use the lowest/highest acceptable tender to determine the system post-submission.

Bidders must ensure their taxes are in order or have satisfactory arrangements with SARS. Key requirements:

• Complete and submit form TCC 001 (Application for a Tax Clearance Certificate) to any SARS branch office.
• The Tax Clearance Certificate (TCC) must be original and valid for 1 year from the date of approval.
• Submit the original TCC with the bid. Certified copies are not accepted.
• For consortia, joint ventures, or sub-contractors, each party must submit a separate TCC.
• TCC 001 forms are available at SARS branches or via www.sars.gov.za.
• Applications can also be made via eFiling (requires registration as an eFiler on www.sars.gov.za).
• Failure to submit a valid original TCC will invalidate the bid.

Bidders must have their taxes in order or have made satisfactory arrangements with SARS to meet tax obligations.

Mandatory compliance requirements: Submit a valid CSD report. Ensure all information in SBD 4 and SBD 6.1 forms aligns with the CSD report. For SBD 4: Disclose if the company or any of its directors have interests in other companies (bidding or not) as per paragraph 2.3. If additional companies need to be declared, provide details on a separate sheet in the prescribed format and attach it to SBD 4. For SBD 6.1: Attach relevant proof for all points claimed as outlined in the form.

For B-BBEE points claimed: Ensure all claims in SBD 6.1 are supported by relevant proof as outlined in the form. Align all B-BBEE-related information with the CSD report.

• The General Conditions of Contract (GCC) form part of all bid documents and may not be amended.
• Special Conditions of Contract (SCC) relevant to this bid must be compiled separately and will supplement the GCC. In case of conflict, the SCC provisions prevail.
• Collusive bidding (bid rigging) is prohibited under the Competition Act (No. 89 of 1998). If a bidder is found engaging in such restrictive practices, the purchaser may refer the matter to the Competition Commission for investigation and penalties.

• The goods/services supplied must conform to the standards mentioned in the bidding documents and specifications.
• The supplier must not disclose any contract documents or purchaser-provided information without prior written consent.
• The purchaser may inspect the supplier’s records and have them audited if required.
• The supplier must indemnify the purchaser against third-party claims of patent, trademark, or industrial design infringement.

• The supplier must not disclose contract documents or information without prior written consent and must return all copies upon completion if required.
• The purchaser may inspect the supplier’s records and have them audited.

• A performance security is required within 30 days of contract award. It must be in the form of a bank guarantee, irrevocable letter of credit, or certified cheque, denominated in the contract currency or a freely convertible currency.
• Payment terms will be specified in the SCC. Payments will be made promptly, but no later than 30 days after invoice submission, typically in Rand.
• Prices quoted in the bid cannot be varied except as authorized in the SCC or a bid validity extension.

• A valid tax clearance certificate issued by SARS is required prior to award. No contract will be concluded with a bidder whose tax matters are not in order.
• The National Industrial Participation Programme (NIPP) applies to contracts subject to the NIP obligation.
• Collusive bidding is prohibited. Engaging in such practices can lead to bid invalidation, contract termination, restriction from public sector business for up to 10 years, and claims for damages.

• Delays in the supplier’s performance must be notified promptly in writing, stating the cause and duration. The purchaser may extend time or impose penalties.

• If a bidder is found to have engaged in restrictive practices, the purchaser may invalidate the bid, terminate the contract, restrict business with the public sector for up to 10 years, and claim damages.

Closing date: 28 July 2026. Closing time: 11:00.

Bidding procedure enquiries: Mr. Samuel Msiza, Tel: 012 406 7910, Email: [email protected]. Technical enquiries: Mr. Lufuno Madzhie, Tel: (012) 406 7559, Email: [email protected].

Bids must be delivered by the stipulated closing date and time (28 July 2026, 11:00) to the bid box at: Department of Electricity and Energy (DEE), 192 Cnr Visagie and Paul Kruger Street, Matimba Building, Pretoria, 0001. Late bids will not be accepted. All bids must be submitted on the official forms provided (not re-typed) or in the manner prescribed in the bid document. Failure to comply may render the bid invalid.

Bidders must comply with tax obligations. Submit a Tax Compliance Status (TCS) PIN issued by SARS (via e-filing at www.sars.gov.za) or a printed TCS certificate with the bid. If no TCS PIN is available but the bidder is registered on the Central Supplier Database (CSD), provide the CSD number. For consortia/joint ventures/sub-contractors, each party must submit a separate TCS certificate/PIN/CSD number. Bids from persons in the service of the state, or companies/directors/members in the service of the state, will not be considered.