Provide a Co-sourced Internal Audit Service to the Department of - National -

Returnable Documents:

1.1. The purpose of this Request for Bid (RFB) is to obtain bids from prospective independent service providers for the provision of a co-sourced Internal Audit (IA) service at the Department of Forestry, Fisheries and the Environment (“Department”) for a period of three (03) years. 1.2. In all cases, staff of the Directorate: Internal Audit (DIA) must be empowered in the process of carrying out the assignment. Staff must develop appropriate skills and experience in their interaction with the relevant appointed service provider, which will decrease the necessity in the need for future assignments of this nature. A detailed skills transfer plan will have to be submitted with the proposal. 1.3. Bidders should note that the Department will monitor the process very closely and that bidders will be required to submit a collaborative progress or status report weekly and present such to the Audit and Risk Committee (ARC) as and when required. 2. INTRODUCTION AND BACKGROUND 2.1 The Public Finance Management Act No. (as amended) (PFMA) requires the establishment of an effective system of internal audit under the control and direction of an Audit Committee (Section 38 (1) (a) (ii). Internal auditing is an independent, objective assurance and consulting activity designed to add value and improve an organisation's operations. It helps an organisation accomplish its objectives by bringing a systematic, disciplined approach to evaluate and improve the effectiveness of risk management, control, and governance processes. 2.2 The co-sourced IA service has functioned in-house at the Department for the past thirteen (13) years, with a staff complement of four (4) officials. 2.3 The external audit services are performed by the Office of the Auditor-General of South Africa (AGSA). The Internal Audit team is expected to liaise closely with the Office of the AGSA to avoid unnecessary duplication of audit work. 3. OBJECTIVES 3.1. The objective is to appoint a suitable service provider for Internal Audit services at the Department in cooperation with Management, the DIA, ARC and the AGSA. The awarded service provider will be required to attend meetings with the DIA, ARC and Director-General or his/her delegate. 3.2. The awarded service providers should fulfil all requirements pertaining to internal audit in line with the PFMA, Treasury Regulations and the Institute of Internal Auditors (IIA) Standards, as well as the scope of the Departmental Internal Audit Charter and Methodology, which will contribute to the achievement of the Department’s clean audit. 4. SCOPE AND EXTENT OF WORK 4.1. The work of the co-sourced IA service includes the under-mentioned. Any other functions that may be required by the service provider may be offered and/or clearly defined. 4.2 The co-sourced service provider, in consultation with the Directorate: Internal Audit and the Audit and Risk Committee (ARC), will provide input for the following: 4.2.1. The rolling three (3)-year strategic IA plan is based on an assessment of key risk areas of the Department with regard to its current operations, the proposed operations in the Department’s strategic plan and its risk management strategy. 4.2.2. The risk-based annual operational IA plan. 4.2.3. Plans indicating the scope, cost and timelines of each audit area contained in the annual operational plan mentioned in 4.2.2 above. 4.2.4. Progress reports to the ARC detailing its performance against the IA plans to allow effective monitoring and intervention. 4.2.5. The co-sourced service provider will ensure that audits, as planned in the IA plan, are performed in line with the department's Internal Audit methodology and the Institute of Internal Audit standards. 4.2.6. The IA function must coordinate with other internal and external assurance providers to ensure adequate coverage and to minimise duplications. 4.3. The IA function must assist Management in maintaining effective controls by evaluating the control environment and the system of internal control through audit assignments and providing recommendations for the enhancement of existing processes through which: 4.3.1. Objectives and values are established and communicated. 4.3.2. Achievement of objectives is monitored. 4.3.3. Accountability is ensured. 4.3.4. Corporate values are preserved. 4.3.5. The adequacy and effectiveness of the system of internal controls are reviewed and appraised. 4.3.6. The relevance, reliability and integrity of management, financial and operating data and reports are appraised. 4.3.7. Systems are established to ensure compliance with policies, plans, procedures, statutory requirements and regulations, which could have a significant impact on operations. 4.3.8. The safeguarding assets are reviewed, and as appropriate, verifying the existence of such assets. 4.3.9. The economy, efficiency and effectiveness with which resources are employed are appraised. 4.3.10. The results of operations or programmes are reviewed to ascertain whether the results are consistent with the Department’s established objectives and goals and whether the operations or programmes are being carried out as planned. 4.3.11. The adequacy of established systems and procedures is assessed. 4.6 In planning and conducting its work, the service provider should seek to identify serious defects in the internal controls, which might result in possible maladministration. Any such defects must be reported immediately to the Director: Internal Audit (DIA)/ CAE, Director-General (DG) and/or the ARC, without disclosing said defects to any other staff member. This also applies to instances where fraudulent irregularities are uncovered. 4.7 The awarded service provider shall provide a transfer of skills plan to the in-house internal team, including the approach to how this will be tracked. 4.8 The proposed experts and audit team to be deployed to the Department should be registered with the Institute of Internal Auditors and other relevant professional bodies. 4.9 In addition to the above, the skills, including but not limited to the below, are required: 4.9.1. The project requires the services of a service provider possessing practical and technical competencies in Internal Auditing. 4.9.2. Understanding of the International Standards of Professional Practice in Internal Auditing and including but not limited to extensive experience in conducting IT and Financial Internal Audits engagements in the public sector. 4.9.3. A thorough understanding of the Public Finance Management Act (PFMA) and National Treasury Regulations, and Project Management skills and experience. 5. EXPECTED DELIVERABLES / OUTCOMES 5.1. Performance of audit assignments 5.1.1. All audit assignments are to be carried out according to the annual strategic IA plan, as approved by Management and the ARC. Each audit assignment should at least consist of the following: • Pre-audit survey. • An engagement/notification letter. • Audit Planning Memorandum (APM). • Minutes of opening and closing meetings. • Risk assessment document. • Systems description/documentation. • Audit programmes. • Sampling methodology. • Mechanisms for follow-up on the progress of the implementation of management- agreed action plans and feedback to Management and the ARC. • Mechanism to ensure that working papers are reviewed at the appropriate level. • Record of work performed (Audit Working Papers). • Audit findings, root cause, the impact of risk, audit recommendations and management agreed action plans/dates. • Reporting (draft IA report and final IA report). • Presentation of the significant findings and critical audit findings to Management and/or the ARC. • Follow-up of previously reported internal/external audit findings. 5.2. Reporting Requirements 5.2.1 The structure of IA reports submitted by the co-sourced IA service provider should be as follows: • Introduction. • Audit objectives and scope. • Background. • An executive summary highlighting significant and critical findings. • Findings, audit recommendations and agreed management action plans, including implementation dates. • Conclusion and/or audit opinion. 5.3. The co-sourced service provider is to deliver to the Department electronic copies of the final IA report for onward submission to the DG, ARC and other interested parties as per the distribution list. 5.4. The service provider will ensure that the working paper files conform to the Standards for the Professional Practice of the Institute of Internal Auditors (IIA Standards). The original working paper files, reviewed by the senior official and such, shall become the property of the Department and must be delivered with the final IA report. 5.5. Audit and Risk Committee Administration Requirements: (a) The service provider will assist with documenting of the minutes for the Audit & Risk Committee. 6. PERIOD / DURATION OF PROJECT / ASSIGNMENT 6.1. The contract with the service provider will run for a period of three (3) years and will commence as agreed in the Memorandum of Agreement (MOA) signed between the Department and the service provider and the issuing of an official purchase order. 7. COSTING / COMPREHENSIVE BUDGET 7.1. A comprehensive budget must be provided, inclusive of all disbursement costs, expenses and VAT (SBD 3.3 for detailed and Annexure A - Price Schedule Guidance). The service provider must quote for all activities. Note: Travelling costs and time spent or incurred between home and the office of the service provider and the DFFE office will not be for the account of the DFFE. 7.2. Bidders must utilise the attached SBD 3.3 and Annexure A - Price Schedule Guidance to provide a breakdown of the hourly tariff per Resource category for the estimated hours, as required for the service, the estimated percentage of disbursements not exceeding 7% and Value Added Tax (VAT) where applicable, per year for the period of three (3) years. The Department has estimated a total of 7000 hours per year for evaluation purposes. In the event that a Expert is required as per 4.4 of the TOR, then the hourly rate for Engagement Manager/ Project Leader/ Senior Internal Auditors/Supervisor will be applicable. For minute taking for the Audit and Risk meetings, the Internal Auditor hourly rate will be applicable. 7.3. The award will be based on the RATES that will be provided by bidders using the breakdown listed in Annexure A, as such, forms an integral part of the contract. The actual number of hours to be spent on this project will depend on the actual need during the project execution stage. Failure to comply will result in your bid being considered non-responsive. 7.4. In the event that an audit requires travel to another province or office of the Department other than Head Office in Pretoria, reasonable travel expenses may be claimed by the bidder according to National Treasury rates. 7.5. Expenditure incurred without the prior approval of the Department will not be reimbursed. 7.6. The Department shall not pay for any unproductive or duplicated time spent by the service provider on any assignment as a result of staff changes, sub-contracting or re-drafting of reports due to errors, corrections or incorrect/incomplete findings. 7.7. DFFE reserve the right to negotiate with the preferred bidder/s identified in the evaluation process regarding any terms and conditions, including prices, without offering the same opportunity to any other bidder/s who has not been awarded the status of the preferred bidder/s. 7.8. DFFE reserve the right to benchmark and negotiate rates with the successful bidder before award. 7.9. The validity period is 120 calendar days from the closing date of the bid. The department reserves the right to extend the validity of the bid, where a written letter will be sent to every bidder that responds to the bid. In terms of procedural fairness, the bidder will be allowed to respond, in writing, to the terms and conditions of the bid and the bid price. Such acceptance of the terms and conditions of the bid and bid price becomes legally binding in the procurement process. Any bidder that did not respond to the extension of the bid validity period in writing will not be considered further for the bid upon the expiry of the initial validity period. 7.10. NOTE: Where applicable, modification (Increase/ Decrease) of the given total capped hours on the pricing schedule is strictly prohibited. However, bidders are allowed to be innovative in allocating the hours across the line items or activities, with the total capped hours remaining the same as provided by DFFE. Bidders who fail to comply with the requirements will be considered non- responsive and not further evaluated. 8. INFORMATION SESSION NO8.1. Is the briefing session applicable? 8.2. Is it a compulsory briefing session? NA 8.3. Request for clarification of the tender document, questions, or queries, if necessary, must be submitted to the DFFE email as listed under technical enquiries at least seven (07) calendar days before the stipulated closing date and time of the tender in writing. However, DFFE shall not be liable nor assume liability for failure to respond to any questions and/or queries raised by the bidder. 9. EVALUATION CRITERIA 9.1. The evaluation for this bid will be carried out in the following phases: • Phase 1: Pre-compliance. • Phase 2: Mandatory requirements • Phase 3: Functionality Evaluation • Phase 4: Price and Preference Points. 9.2. PHASE 1: PRE-COMPLIANCE 9.2.1. During this phase, bid documents will be reviewed to determine compliance with SCM returnable documents, tax matters, and whether proof of registration on the Central Supplier Database (CSD) has been submitted with the bid documents at the closing date and time of the bid. 9.2.2. The bid proposal will be screened for compliance with administrative requirements as indicated below: ITEM NO. ADMINISTRATIVE REQUIREMENTS CHECK/ COMPLIANCE 1 Master Bid Document Provided and bound 2 Electronic Copy (USB) Same as the master bid document 3 SCM - SBD 1 - Invitation to Bid Completed and signed Attached CSD registration number/ Proof 4 Tax Compliance and CSD Registration of CSD registration and/ or SARS Tax Pin 5 SBD 3.3 - Pricing Schedule Completed 6 SCM - SBD 4 – Bidders Disclosure Completed and signed Completed and signed, Valid B-BBEE Status Level Verification Certificate issued by SANAS, or Accredited SCM - SBD 6.1 - Preference Points Claim Verification Agency, or B-BBEE Certificate 7 Form in terms of the Preferential issued by CIPC, or a Sworn Affidavit Procurement Regulations 2022 commissioned by the Commissioner of Oaths together with their bids and CSD report In case of bids where Consortia / Joint Ventures, Consortia/ Joint Venture JV agreement completed and signed, if agreement signed by both parties must be applicable submitted with bid proposal 9 Consent and Indemnity Form Completed and signed Letter of Authority to sign documents on 10 Completed and signed behalf of the company. 9.3. PHASE 2: MANDATORY REQUIREMENT 9.3.1. The mandatory requirements will apply, and bidders must submit all requirements indicated hereunder with the bid documents at the closing date and time of the bid. During this evaluation phase, the bidder’s responses will be evaluated based on the documents submitted under mandatory requirements. 9.3.2. Bidders who fail to comply with or meet mandatory requirements will be disqualified and will not be evaluated further. 9.3.3. Bidders are required to complete the table below by answering YES or NO and attach proof of the document listed in the table below: PROOF REQUIREMENTS ATTACHED: YES NO 1. Bidder certification or Affiliation requirements The bidder must have enterprise membership or a Director, or Partner employed must be a Member of the Institute of Internal Auditors (IIA). Provide a copy of a valid membership in the name of the company or director/partner which is employed, indicating the following: • Name of Enterprise or Director, or Partner, and • Date membership was granted. 2. Bidder certification/ Affiliation requirements Bidder must have a Certified Internal Auditor (CIA) in the name of the Director/ Partner in charge of the project. Provide a copy of a valid professional certificate (CIA) of a director or partner who is employed, indicating the following: • Director or Partner name; • Issuing date; and • Confirmation from the Institute of Internal Auditors that the Certification are valid and in good standing at the time of closing of the bid. *Note the Director must be clearly identified on Organigram in bid submission. 9.4. PHASE 3: FUNCTIONALITY CRITERIA 9.4.1. Only bid proposals that meet the mandatory requirements will be evaluated on functionality criteria. 9.4.2. The bidder must score a minimum of 75% during Phase 3 (functionality) of the evaluation to qualify for Phase 4 of the evaluation, where only points for price and preference points will be considered. 9.4.3. Indicator: Actual score will be divided by 5 and multiplied by the weight. 9.4.4. The following values/ indicators will be applicable when evaluating functionality: FUNCTIONALITY: (GUIDELINES FOR CRITERIAGUIDELINES FOR WEIGHT APPLICATION)CATEGORY CRITERIA Bidder(s) are required to demonstrate relevant experience in Internal Audit services in the public sector and the competency of the company for all successfully completed projects. Bidder (s) should submit a positive reference letter from clients on previous work successfully completed projects. The completion certificates/ letters must be in the client’s letterhead, indicating the type, duration of the project and the role of the bidder in that particular project. The letter must be signed by the client and have the details of the contact person. COMPANY’S RELATED Company experience in successfully executing EXPERIENCE WITH and implementing co-sourced internal audit Indicator EVIDENCE OF services projects. SUCCESSFUL More than 5 successfully completed projects with COMPLETION OF more than 5 duly signed positive Completion 5 certificates/References Letters.INTERNAL AUDIT 5 successfully completed projects with 5 duly SERVICES IN THE signed positive Completion certificates/References 4 20 PUBLIC SECTOR. Letters 4 successfully completed projects with 4 duly signed positive Completion certificates/References 3 Letters 3 successfully completed projects with 3 duly signed positive Completion certificates/References 2 Letters FUNCTIONALITY: (GUIDELINES FOR CRITERIAGUIDELINES FOR WEIGHT APPLICATION)CATEGORY CRITERIA 2 successfully completed projects with 2 duly signed positive Completion certificates/References 1 Letters Less than 2 successfully completed projects with less than 2 duly signed positive Completion 0 certificates/References Letters, or no experience Relevant qualifications (Internal Audit, Risk Management and Finance/Accounting) for theQUALIFICATIONS OF Indicator Project Senior Manager/Director who will beTHE key to the project or engagement.ENGAGEMENT SENIOR A Masters qualification (s) (NQF 9) 5MANAGER/DIRECTOR TO BE ASSIGNED TO A Honours degree/Postgraduate Diploma 4 20 THE PROJECT IN qualification (s) (NQF 8) INTERNAL AUDIT IN A degree or Advanced Diploma qualification (s) 3 THE PUBLIC SERVICE (NQF 7) A three year national diploma (NQF 6) 2 No qualification (s) attached/ submitted 0 Relevant qualifications (Internal Audit, Risk Management and Finance/Accounting) for the Indicator Engagement Manager /Team leader who will QUALIFICATIONS OF be key to the project or engagement. THE A Masters qualification (s) (NQF 9) 5ENGAGEMENT MANAGER/TEAM A Honours degree or Postgraduate Diploma 4 10 LEADER TO BE qualification (s) (NQF 8) ASSIGNED TO THE A degree or Advanced Diploma qualification (s) 3 PROJECT INTERNAL (NQF 7). AUDIT IN THE PUBLIC A three-year national diploma (NQF 6). 2 SERVICE No qualification (s) attached/ submitted. 0 Relevant Designation/Occupational Indicator 10 qualifications for the Engagement Manager FUNCTIONALITY: (GUIDELINES FOR CRITERIAGUIDELINES FOR WEIGHT APPLICATION)CATEGORY CRITERIA /Team leader who will be key to the project or engagement. Certified Internal Auditor (CIA) 5 No qualification (s) attached/ submitted. 0 EXPERIENCE OF THE Bidder(s) are required to demonstrate that they have the SENIOR MANAGER/ necessary resources and technical expertise to undertake DIRECTOR TO BE and successfully complete the project. ASSIGNED TO THE PROJECT IN INTERNAL Bidder(s) should submit a curriculum vitae (Annexure B) for AUDIT IN THE PUBLIC the Senior Manager/Director proposed to be employed on SERVICE the project. Curriculum vitae are to include specific details of the proposed individuals, including inter alia, relevant experience and to include contactable references, and past experience in Internal Audit in the public service. Experience of the Senior Manager/Director in Indicator Internal Audit in the Public Service. 6 years or more experience 5 5 years or more but less than 6 years’ experience 4 3 years or more but less than 5 years’ experience 3 2 years or more but less than 3 years’ experience 2 1 year or more but less than 2 years’ experience 1 Less than 1 year experience or no experience 0 CAPABILITY/ Bidder(s) should submit a curriculum vitae (Annexure B) for EXPERTISE AND the Engagement Manager/ Team Leader proposed to be EXPERIENCE OF THE employed on the project. Curriculum vitae are to include ENGAGEMENT specific details of the proposed individual, including inter 20 MANAGER/ TEAM alia, relevant experience and to include contactable LEADER TO BE references, relevant qualifications, professional registration ASSIGNED TO THE and past experience in Internal Audit in the public service. FUNCTIONALITY: (GUIDELINES FOR CRITERIA GUIDELINES FOR WEIGHT APPLICATION) CATEGORY CRITERIA PROJECT IN INTERNAL Experience of the Engagement Manager/Team Indicator leader in Internal Audit in the Public Service AUDIT IN THE PUBLIC 6 years or more experience 5 SERVICE 5 years or more but less than 6 years’ experience 4 3 years or more but less than 5 years’ experience 3 2 years or more but less than 3 years’ experience 2 1 year or more but less than 2 years’ experience 1 Less than 1 year experience or no experience 0 TOTAL POINTS ON FUNCTIONALITY 100 9.5. PHASE 4: PRICE AND PREFERENCE POINTS (BELOW 50 MILLION) 9.5.1. The preference point system applicable for this bid is 80/20. 9.5.2. The following preference point system will be followed to advance the categories of persons: a. For contracts with a Rand value up to R50 000 000, a maximum of 20 points may be allocated for specific goals as contemplated above, provided that the lowest acceptable tender scores 80 points for price. i. The applicable formula to be used is Ps=80[1-(Pt-Pmin)/Pmin]. Provided: Ps = Points scored for the price of the tender under consideration. Pt = Price of tender under consideration; and Pmin = Price of the lowest applicable tender. ii. A total of 20 points may be awarded to a tenderer as follows: 20 Points: if the Bidder has more than 50% (fifty percent) of Black people, Women, or people with disabilities 0 Points: for 50% and below ownership by stipulated categories of persons 9.5.3. The bid will be awarded to a bidder with the highest points on price and Preference Points on condition that they have met all phases of the evaluation criteria and complied with the tender requirements set out in the tender document. However, a contract may be awarded to a tenderer that did not score the highest points by section 2(1) of the PPPFA. 9.5.4. A maximum of 20 Points will be allocated for one of the specific goals below: SPECIFIC GOALS 80/20 >50% ownership by Black people, or 20 >50% ownership by Women, or 20 >50% ownership by people with Disability 20 9.5.5. For service providers to claim preference points, the following must be adhered to: a) Submit a complete and signed SBD 6.1, b) Submit a valid B-BBEE Status Level Verification Certificate issued by SANAS, an Accredited Verification Agency, or B-BBEE Certificate issued by CIPC, or a Sworn Affidavit commissioned by the Commissioner of Oaths in the presence of the bidder together with their bids. c) Submit CSD Registration Report or MAAA number NB: Failure on the part of a tenderer to submit proof or documentation stated above in terms of this tender to claim preference points for specific goals with the tender will be interpreted to mean that preference points for specific goals are not claimed. 10. BID SUBMISSION REQUIREMENTS 10.1. Bidders must ensure that the following submission requirements, which will be needed for evaluation purposes, are included in their bid proposal and are as follows: 10.1.1. The bidder must draft a table of contents which will indicate where each document is in the proposal. 10.1.2. The proposal shall consist of one (01) master original document, and an Electronic Copy (USB) and must indicate the prices on SBD 3.3 and Annexure A for a detailed price schedule. 10.1.3. The information in the CV (Annexure B) of the proposed Engagement Senior Manager/Director and Project Manager should include relevant experience in the chosen area of expertise. 10.1.4. If a resource provided for the project is not assigned a role on the CV Template (Annexure B) provided by the Department, that resource will not be allocated points, and if there are two different CVs for a resource, then the CV on the DFFE template will take precedence. 10.1.5. Where applicable, contactable reference will be required on the CV for due diligence. Bidders are encouraged to provide the information to assist the evaluation committee with the assessment. 10.1.6. Project reference specifying the role played by the service provider in the listed projects or assignments. 10.1.7. An organigram listing names and roles of resources. 10.1.8. A detailed project plan with a clear indication of who will be responsible for the management of the assignment as well as its execution. The allocation of team members on the assignments should be based on the experience in delivering the scope of work as listed. 10.1.9. Standard bidding documents (SBD1, 3.3, 4 and 6.1). 10.1.10. Copy of Central Supplier Database (CSD) report 10.1.11. Tax PIN certificate from SARS. 10.1.12. Letter of Authority to sign documents on behalf of the company. 11. LEGISLATIVE FRAMEWORK OF THE BID 11.1. Tax Legislation 11.1.1 Bidder must at all times be compliant when submitting a proposal to DFFE and remain compliant for the entire contract term with all applicable tax legislation, including but not limited to the Income Tax Act, 1962 (Act No. ) and Value Added Tax Act, 1991 (Act No. ). 11.1.2 Bidders who make taxable supplies more than R1 million in any 12-month conservative period are liable for compulsory VAT registration, but a person may also choose to register voluntarily, provided that the minimum threshold of R50 000 has been exceeded in the past 12-month period. 11.1.3 Bidders who meet the above requirement must register as VAT vendors, if successful, within one month of the award of the bid. 11.1.4 SARS Tax Status Pin requirements / or Central Supplier Database (CSD) number, or a report must be provided. 11.2. Procurement Legislation 11.2.1 Bidders must be cognisant of the legislation and/or standards specifically applicable to the services. 11.2.2 Bidders are requested to submit a valid B-BBEE Status Level Verification Certificate issued by a SANAS Accredited Verification Agency, or B-BBEE Certificate issued by CIPC, or a Sworn Affidavit commissioned by a Commissioner of Oaths together with their bids. The sworn affidavit must be signed by the deponent (Bidder) in the presence of a Commissioner of Oaths, where the Commissioner of Oaths must affix his/her signature, together with the stamp of the office, and affix a date on which the signature was affixed. Furthermore, the dates of the deponent and the CoO must correspond. 11.2.3 If the application is made by a Joint Venture or Partnership, the B-BBEE accreditation credentials in the name of the joined entities must be submitted. The joint venture must meet the requirements of the proposal. 11.3. Privacy and Protection of Personal Information Act 11.3.1 Protecting personal information is important to the Department of Forestry, Fisheries, and the Environment. To do so, DFFE follows general principles by applicable privacy laws and the Protection of Personal Information Act (POPIA). 11.3.2 DFFE’s role as the responsible party is, amongst others, to process personal information for the intended purpose for which it was obtained and in line with legal agreements with its respective/ prospective service providers and third parties. 11.3.3 DFFE will process personal information only with the knowledge and authorisation of the bidder/ respondent and will treat the personal information which comes to its knowledge as confidential and will not disclose it unless so required by law or subject to the exception contained in the POPIA. 11.3.4 DFFE reserves all the rights afforded to it by the POPIA in the processing of any of its information as contained in this bid, and the bidder/respondent is required to comply with all prescripts as detailed in the POPIA relating to all information concerning DFFE. 11.3.5 In responding to this bid, DFFE acknowledges that it will obtain and have access to the personal information of the bidder/ respondent. DFFE agrees that it shall only process the information disclosed by the bidder/ respondent in their response to this bid for evaluation and subsequent award of the tender, and by any applicable law. 12. SPECIAL CONDITIONS OF THE CONTRACT 12.1. On appointment, the performance measures for the delivery of the project will be closely monitored by the DFFE. 12.2. The service provider/s will have weekly progress meetings or submit progress reports from the start of the project for the duration of the project. Failure to submit the required reports on time will result in penalties. 12.3. The Project Manager shall do the ongoing management of the Service Level Agreement. 12.4. Appointed service providers may be subjected to security vetting and screening. 12.5. The service provider/s must guarantee the presence of the senior/manager in charge of fieldwork throughout the contract. 12.6. Before the appointment of a replacement, the Department must approve such appointment. If the senior/ manager must leave the project, a period of at least one (01) month is required, in which the

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