Pre-employment and ongoing employee verification services – 3-Year contract

Closing date: 26 October 2026 at 11:00.

Compulsory briefing session: None (N/A).

Validity period: Quoted prices must remain valid for at least 60 days after the closing date.

Bidding procedure and technical enquiries:

• Contact: Ivor Mothoane
• Telephone: 012 366 2600
• Email: [email protected]

Submission email: [email protected]

Delivery address:

146 Lunnon Rd

Hillcrest

Pretoria 0083

Submission method: email only, to [email protected]. The email subject line must clearly indicate the RFQ number (RFQ-HO-1803.1).

Closing time: 26 October 2026 at 11:00. Late bids will not be considered.

Bids must be submitted on the official forms provided, not re-typed.

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

• Quotation on company letterhead, matching the pricing table.
• Signed SBD (RFQ) forms, including SBD 1 (Invitation to Bid), SBD 4 (Declaration of Interest), SBD 6.1 (Preference Points Claim).
• Recent CSD report, not older than 3 months.
• Tax pin certificate (SARS TCS PIN or printed certificate).
• Valid B-BBEE certificate.
• CK1 registration document (CIPC).
• ID copies of all listed owners as per the CSD report.
• Proof of address, not older than 3 months.
• Medical certificate/assessment (if claiming disability points).
• Consortiums and Joint Ventures Form (if applicable).

Disqualification risks:

• Any returnable form left unsigned or omitted.
• Failure to tick the Comply/Not Comply box for the mandatory online verification system requirement.
• Quotations received after the closing time, regardless of reason.
• Inconsistent information between submitted evidence and declarations may result in 0 points for the applicable goal, and SAMSA may disqualify the bid.

Required supporting documents checklist: Quotation, signed SBD (RFQ) forms, recent CSD (not older than 3 months), tax pin certificate, valid B-BBEE certificate, CK1 registration document (CIPC), ID copies of all listed owners as per CSD report, proof of address not older than 3 months, medical certificate/assessment (if applicable), consortium/JV form (if applicable).

Evaluation system: 80/20 preference point system (marked X on SBD 6.1).

Price: maximum 80 points, calculated using the formula Ps = 80(1 - Pt/Pmin).

Specific goals: maximum 20 points, allocated as follows:

• Equity ownership by persons who had no franchise in national elections: 7 points.
• Equity ownership by women: 5 points.
• Equity ownership by disabled persons: 2 points.
• Equity ownership by youth: 3 points.
• Locality (SMME located within the province of delivery): 3 points.

Points for specific goals are only awarded where supporting documents are provided. Ownership points are awarded pro-rata based on share certificates / CSD / SBD. Specific goal points are allocated to natural persons and awarded in accordance with company/consortium/JV ownership allocation. Locality points only for suppliers within the province of delivery.

Consortiums and joint ventures must detail the percentage of contract allocated to each member and the percentage ownership in each specific goal, with supporting documents. The total points claimed are the sum of the percentage contract allocation for each partner multiplied by the percentage weighting for each category, multiplied by the percentage ownership in the relevant specific goal.

SAMSA reserves the right to verify claims and to require substantiation before or after adjudication.

SAMSA requires the appointment of a service provider to render pre-employment and ongoing employee verification services for a period of three (3) years.

Scope of services (the provider must be able to perform some or all of the following):

• Identity verification.
• Educational verification, including National Senior Certificate (Matric) verification.
• Qualification verification with accredited educational institutions and relevant authorities.
• Criminal record checks.
• Professional reference verification.
• Ongoing employee verification during the term of employment, as requested by SAMSA.

Service requirements:

• Conduct all verification services in accordance with applicable South African legislation, including labour, privacy and data protection requirements.
• Obtain written consent from candidates or employees before conducting any verification.
• Ensure confidentiality and secure handling of all personal and sensitive information.
• Provide comprehensive electronic verification reports through a secure platform.
• Offer an online portal enabling SAMSA to submit requests and track status in real time.
• Allocate a dedicated account manager as primary point of contact.
• Maintain complete audit trails for all verification requests and reports.
• Meet agreed turnaround times for each verification category.
• Notify SAMSA promptly of any delays or issues affecting service delivery.

Deliverables: an online verification system/platform that produces reports for each request, secures electronic access to completed reports, provides progress updates and status tracking, and produces management reports summarising verification activities, turnaround times and service performance.

Service level requirements:

• Deliver verification results within agreed turnaround times.
• Maintain high levels of accuracy and quality assurance.
• Ensure system availability for online submissions and status tracking during normal business hours.
• Provide responsive customer support for verification queries and escalations.

Mandatory requirement (disqualifying if not met):

• The bidder must provide an online verification system or portal accessible to authorised SAMSA users, enabling them to independently submit, monitor and track the status of verification requests in real time. The bidder must confirm compliance by ticking the Comply/Not Comply box; failure to tick leads to disqualification.
• The recommended bidder will be required to present the online verification system prior to appointment. SAMSA users must be able to access the system directly, without going via the supplier. Failure to provide a system that SAMSA can readily use may lead to disqualification.

The bidder must be suitably qualified and experienced in providing employee verification services.

No specific years of experience or key personnel qualifications are stated in the document.

Service requirements include maintaining high levels of accuracy and quality assurance in verification results.

The provider must deliver verification results within agreed turnaround times.

The online verification system must be available during normal business hours for submissions and status tracking.

Responsive customer support must be provided for verification queries and escalations.

The provider must maintain complete audit trails for all verification requests and reports.

Pricing must be submitted on the provided pricing tables (Annexures B, C, D for Years 1, 2, 3), with unit prices for each verification category and a total inclusive of VAT.

Annexure E captures the total contract value for three years (Year 1, Year 2, Year 3 totals).

Estimated quantities per year: ID with photo verification (100), driver's license verification (100), matric verification (100), fingerprints verifications/criminal checks (100), academic qualification verifications (200 qualifications per candidate), reference checks (300 references per candidate).

Quantities are estimates only and do not constitute guaranteed volumes; services are used on an as-and-when-required basis.

A quotation on company letterhead must be submitted in line with the pricing table.

Pricing format: unit prices per verification category, as per the pricing tables (Annexures B, C, D for Years 1, 2, 3). All prices must be inclusive of VAT.

Estimated quantities per year (estimates only, not guaranteed volumes):

• ID with photo verification: 100
• Driver's license verification: 100
• Matric verification: 100
• Fingerprints verifications (criminal checks): 100
• Academic qualification verifications (2 qualifications per candidate for higher education): 200
• Reference checks (3 references per candidate): 300

Annexure E provides the total contract value for three years (Year 1, Year 2, Year 3 totals).

Services will be utilised on an as-and-when-required basis. Itemised cost components may be used interchangeably as operational needs dictate, provided cumulative expenditure does not exceed the approved total contract value.

Delivery costs are not considered separately; they form part of the total quotation during evaluation.

No bid security, bonds, guarantees or retention mentioned.

Eligibility:

• Must be a legally registered entity in South Africa.
• No bids will be considered from persons in the service of the state, companies with directors who are persons in the service of the state, or close corporations with members who are persons in the service of the state.
• Bidders listed on the Register for Tender Defaulters or the List of Restricted Suppliers are automatically disqualified.

Tax compliance:

• Submit a unique SARS Tax Compliance Status (TCS) PIN, or a printed TCS certificate.
• Where no TCS PIN is available, a CSD number must be provided.
• Consortia, joint ventures and sub-contractors must each submit a separate TCS certificate / PIN / CSD number.

Data protection and security:

• Demonstrate compliance with POPIA (Protection of Personal Information Act, 2013).
• Have documented information security and data management policies.
• Ensure all employees involved in the verification process are bound by confidentiality agreements.
• Use secure systems and appropriate encryption for storage and transmission of personal information.
• Demonstrate ability to safeguard confidential information against unauthorised access, loss or disclosure.

B-bbee:

• A valid B-BBEE certificate is required (submitted with the bid).
• Preference points are claimed under the 80/20 system for specific goals (equity ownership, youth, locality).
• Supporting documents for specific goals must be submitted with the bid; failure to do so results in 0 points for those goals.

Standard forms (compress to one line each):

• SBD 1 (Invitation to Bid): captures 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 SAMSA; false declaration disqualifies the bid.
• SBD 6.1 (Preference Points Claim): claims B-BBEE points under the PPPFA 80/20 system.
• SBD 7 (Contract Form): may be required for long-term contracts.
• SBD 9 (Certificate of Independent Bid Determination): certifies the price was set independently, with no collusion.

Preference points are claimed under the 80/20 system (marked X on SBD 6.1). Specific goals and maximum points: equity ownership by persons who had no franchise in national elections (7 points), equity ownership by women (5 points), equity ownership by disabled persons (2 points), equity ownership by youth (3 points), locality (3 points), total 20 points.

Supporting documents required for claiming points: ID copies of all listed owners as per CSD report, CK1 registration document (CIPC), B-BBEE certificate, medical certificate/assessment for disability, and for locality the address on the CIPC/SARS document or, if different, an address listed on the CSD with valid proof of residence reflecting a listed owner's name and physical address.

Ownership points are awarded pro-rata using share certificates / CSD / SBD. Specific goal points are allocated to natural persons and awarded in accordance with company/consortium/JV ownership allocation. Locality points only for suppliers within the province of delivery.

Consortiums and joint ventures must detail the percentage of contract allocated to each member and the percentage ownership in each specific goal, with supporting documents.

Contract duration: three (3) years.

The appointed service provider must comply with all applicable South African legislation, including labour, privacy and data protection requirements.

The provider must obtain written consent from candidates/employees before verification, ensure confidentiality and secure handling of personal information, provide electronic reports through a secure platform, offer an online portal for real-time submission and tracking, allocate a dedicated account manager, maintain complete audit trails, meet agreed turnaround times, and notify SAMSA promptly of any delays.

The provider must be a legally registered entity in South Africa, demonstrate POPIA compliance, have documented information security and data management policies, ensure employees are bound by confidentiality agreements, use secure systems and encryption, and safeguard confidential information.

Quantities in the pricing tables are estimates only and do not constitute guaranteed volumes; services are used on an as-and-when-required basis. Itemised cost components may be used interchangeably as operational needs dictate, provided cumulative expenditure does not exceed the approved total contract value.

Quantities provided in the pricing tables are estimates only and do not constitute guaranteed volumes. Services will be utilised on an as-and-when-required basis. Itemised cost components may be used interchangeably as operational needs dictate, provided cumulative expenditure does not exceed the approved total contract value. Quotation must be submitted on company letterhead in line with the pricing table.

The 80/20 preference point system is applicable. Price points are calculated using the formula Ps = 80(1 - Pt/Pmin). Specific goal points are claimed as per the tables (max 20 points). Failure to submit proof for specific goals results in zero points for those goals. SAMSA reserves the right to verify claims and to require substantiation before or after adjudication.