Appointment of a panel of two service providers for end-to-end management of the individual bursary process for sasseta until 31 march 2030

The tender is for the appointment of a panel of two service providers to implement end-to-end management of the individual bursary process for SASSETA, on an ad hoc or full-scale basis, from date of appointment until 31 March 2030.

Closing date: 29 October 2026 at 11:00

Returnable documents:

• Annexure B (Pricing Schedule) must be submitted in Excel format and as a signed PDF version.
• Non-submission, incomplete submission, or alteration of Annexure B leads to automatic disqualification.
• Bidders must quote for all items in Annexure B; incomplete schedules are disqualified.
• Do not change any details on Annexure B; altered schedules are disqualified.
• Submission method: not specified in this document.
• Closing time: 11:00

Evaluation will consider the total cost including delivery cost as specified in Annexure B.

Unit prices refer to the unit descriptions in Annexure B.

Prices will escalate on the anniversary of the contract.

Non-submission, incomplete submission, or alteration of Annexure B leads to automatic disqualification.

The pricing schedule covers the following activities for the end-to-end management of the individual bursary process:

• Application and Advertising
• Pre-Screening
• Evaluation and due diligence
• Contracting and induction
• Monitoring and Evaluation
• Reporting

Rates are quoted per activity per student, on three scales:

• 0 to 2000 students
• 2001 to 5000 students
• 5001 and above students

Pricing must be submitted on Annexure B (Pricing Schedule).

Total cost including delivery cost will be considered for evaluation.

Prices will escalate on the anniversary of the contract.

SASSETA is a Sector Education and Training Authority established under the Skills Development Act, classified as a schedule 3A Public Entity under the PFMA, reporting to the DHET. SASSETA seeks to appoint a panel of two service providers to implement end-to-end management of the individual bursary process on an ad hoc or full-scale basis from appointment until 31 March 2030, with an option to extend up to five years. The service providers will manage bursaries in public and private institutions of higher learning in line with the SASSETA Bursary legislative framework, and may administer new applications as well as take over existing beneficiaries.

There will be no briefing session for this Request for Proposal.

Bidding procedure and technical enquiries:

• Contact: Ms. Lebo Hlombe
• Email: [email protected]
• Telephone: not stated

Submission:

• Email: [email protected]
• Attention: Ms. Lebo Hlombe

Anti-corruption hotline: 0800 162 111

Submission method: electronic only, by email to [email protected], for the attention of Ms. Lebo Hlombe, quoting the reference RFP/SASSETA/24251126/2.

• Maximum email size: 30 MB. Larger submissions are automatically rejected.
• Submissions may also be sent via WeTransfer. Do not set an expiry date; expired links make the bid non-responsive.
• Do not use Google Drive or any method requiring SASSETA to request access.
• Closing: 29 October 2026 at 11:00. Bids arriving even one second late are rejected.

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

• SBD 1 (Invitation to Bid): bidder details and signed offer cover page.
• SBD 3.3 (Pricing Schedule – Professional Services): all-inclusive cost, signed.
• SBD 4 (Bidder's Disclosure): declares any employment by the state or connection to the procuring institution; false disclosure disqualifies.
• SBD 6.1 (Preference Points Claim): claims specific-goal points under the 80/20 system.
• General Conditions of Contract (Annexure A): initial each page.
• Annexure B (Pricing Schedule): complete, unaltered, in Excel and signed PDF.
• Annexure C (CV Template) for the Team Leader.
• CSD registration report.
• Proof of liquidity or financial assistance letter (see financial requirements).
• POPIA registration certificate with the Information Regulator.
• Minimum three signed reference letters (see evaluation criteria).
• Team Leader's NQF level 7 qualification certificate and comprehensive CV.
• Detailed project implementation plan including a Gantt Chart.
• Quotation on company letterhead inclusive of VAT.

Disqualification risks:

• Any mandatory document omitted, incomplete, unsigned, or altered.
• Submission after the closing time, regardless of reason.
• Submission via Google Drive or any method requiring SASSETA to request access.
• Expired WeTransfer link during evaluation.

Evaluation is phased:

Phase 1 – Automatic disqualification (mandatory requirements):

• Proposal submitted by closing date/time.
• Proof of liquidity or financial assistance letter (see financial requirements).
• Valid POPIA registration certificate.
• CV Template (Annexure C) of the Team Leader.
• Completed and signed SBD 1, SBD 3.3, SBD 4, SBD 6.1.
• CSD registration by closing date.
• Initialled GCC (Annexure A).
• Complete, unaltered Annexure B.
• Minimum three signed reference letters (see below).
• Team Leader qualifications and experience (see below).
• Detailed project implementation plan with Gantt Chart.

Phase 2 – Functionality (rated 0–2 per element, weights in brackets):

• Suitability of bidder (40%): minimum three signed reference letters on client letterhead demonstrating experience in managing bursaries; at least one letter for a contract of R50,000,000 or more; letters not older than five years from closing date. Copies of contracts to substantiate amounts. Score 2 requires four or more letters with at least two of R50,000,000+.
• Experience of team leader (40%): NQF level 7 in Project Management (certificate submitted), minimum 10 years' project management experience, and team leader on at least three assignments, one of which was a contract of R50,000,000+. Score 2 requires four or more assignments with two of R50,000,000+.
• Bidder's demonstration on project management (20%): detailed project implementation plan including Gantt Chart covering the seven scope-of-work items (2.3.1.1–2.3.1.7). Score 1 covers six items; score 2 covers all seven.
• Minimum: score at least 1 in each element and 70% overall on functionality to proceed.

Phase 3 – Due diligence (rated 0–1, 100% weight):

• Shortlisted bidders must demonstrate their bursary management system (client solution or demo) covering all seven scope-of-work items. Must obtain 100% to proceed.

Phase 4 – Price and Specific Goals (80/20 system):

• Price: 80 points.
• Specific Goals: 20 points.
• Award to the bidder scoring the highest total points, subject to adjudication.

SASSETA requires a panel of two service providers to manage the end-to-end individual bursary process, on an ad hoc or full-scale basis, from appointment until 31 March 2030, with an option to extend up to five years.

Scope of work (seven areas):

1. Application and advertising: identify priority qualifications from the Annual Performance Plan and Sector Skills Plan; draft adverts per Discretionary Grant Policy and SOP.
2. Pre-screening: shortlist on the learner management system; conduct interviews and assessments where required.
3. Evaluation and due diligence: evaluate applications against criteria; perform due diligence per SOP; validate learner information and documents; compile reports of recommended learners.
4. Contracting and induction: enrol learners; capture contracting documentation; prepare award letters; facilitate contract signing; induct learners; communicate feedback to unsuccessful applicants.
5. Monitoring and evaluation: monitor learner performance by institution; evaluate accommodation conditions; identify risks and mitigations; provide wellness and career guidance; maintain administration documentation.
6. Invoicing and payment: ensure timely payment of registration fees, learning materials, first-month accommodation; prepare payment packs; invoice SASSETA timeously.
7. Reporting: quarterly reports on learner performance per SETMIS; quarterly reports on key performance metrics including financial disbursement; ad-hoc reports for decision-making; provide information for reporting entered learners and completions.

Service providers may administer new applications and take over existing beneficiaries. Reporting is to the Office of the Chief Financial Officer.

Service providers must perform the seven scope-of-work functions: application and advertising; pre-screening; evaluation and due diligence; contracting and induction; monitoring and evaluation; invoicing and payment; and reporting. The project implementation plan must include a Gantt Chart covering all seven items.

Bidder experience: minimum three signed reference letters on client letterhead demonstrating experience in managing bursaries; at least one letter for a contract of R50,000,000 or more; letters not older than five years from closing date. Copies of contracts to substantiate amounts.

Team leader: NQF level 7 in Project Management (certificate submitted), minimum 10 years' project management experience, and team leader on at least three assignments, one of which was a contract of R50,000,000 or more. CV Template (Annexure C) must elaborate this experience.

Service providers must demonstrate in-depth understanding of project management, monitoring and evaluation, quality assurance, training, and reporting. Specific quality-related duties include validating learner information and documents, evaluating accommodation conditions, and maintaining administration documentation on the learner management system.

All-inclusive cost on SBD 3.3 and Annexure B, inclusive of VAT. Annexure B must be submitted in Excel and signed PDF; incomplete or altered Annexure B disqualifies. Prices escalate with CPIX on the anniversary of the contract. Travel and accommodation reimbursed at government rates, subject to SASSETA approval, with accommodation capped at R1,400 per night per person.

Pricing format:

• All-inclusive cost on SBD 3.3 and Annexure B, inclusive of VAT.
• Annexure B must be submitted in Excel and signed PDF; incomplete or altered Annexure B disqualifies.
• Prices escalate with CPIX on the anniversary of the contract.

Liquidity requirement (mandatory, automatic disqualification if not met):

• Bank statement with closing balance of R10,000,000, not older than 21 days from RFP closure, OR
• Financial assistance letter from an NCR-registered institution for a minimum of R10,000,000, not older than 21 working days from RFP closure.
• SASSETA may verify the authenticity of external funding.

Travel and disbursement (reimbursed at government rates, subject to SASSETA approval):

• Mileage at Department of Transport rates.
• Economy-class flights only.
• Group A hire cars (Group B with approval).
• Cost-effective transport (Uber, Taxify, Gautrain, shuttle).
• Accommodation up to R1,400 per night per person (including dinner, breakfast, parking).
• Submit invoices/receipts and a Google map for private-car trips.
• All travel must be approved by SASSETA before undertaken.

CSD registration: mandatory by closing date; submit CSD registration report.

Tax compliance: valid SARS Tax Compliance Status PIN or CSD number; each consortium/joint venture/subcontractor party must submit its own.

POPIA: valid registration certificate with the Information Regulator of South Africa in the bidding company's name; non-submission disqualifies.

B-BBEE: valid B-BBEE certificate or sworn affidavit (for EMEs/QSEs) required to claim specific-goal points.

CIPC: valid company registration documents.

Directors' ID copies: certified copies required.

No persons in the service of the state may bid, nor companies with directors in the service of the state.

Bidders must not be listed on the Register for Tender Defaulters or the List of Restricted Suppliers.

Specific-goal points (20 total):

• At least 100% Black People ownership: 5 points
• At least 30% Black Women Ownership: 4 points
• At least 30% Black youth ownership: 4 points
• Promotion of South African owned enterprises: 7 points

Non-submission of supporting documents (B-BBEE certificate/affidavit, CIPC, ID copies, CSD report) means specific-goal points are not awarded.

Specific goals for preference points (20 points total): At least 100% Black People ownership (5 points), At least 30% Black Women Ownership (4 points), At least 30% Black youth ownership (4 points), Promotion of South African owned enterprises (7 points). Bidders must submit an original/certified copy of a valid B-BBEE Certificate or Sworn Affidavit, CIPC registration documents, certified ID copies of directors, and CSD report to claim these points.

Contract duration: from appointment date until 31 March 2030, with an option to extend up to a maximum of five years.

Penalties: SASSETA may enforce penalties, withhold payment, or take remedial action if service levels, timelines, or deliverables in the SLA are not met.

Handover: on contract expiry, the service provider must hand over all access credentials of all portals to SASSETA.

Intellectual property: all products and data of the project are confidential and for SASSETA's use only; a confidentiality agreement is required within the SLA.

POPIA: bid information is used for evaluation and retained per SASSETA records management policies; the Information Officer is responsible for safeguarding vendor records.

Proposals must be submitted electronically via email to [email protected] (maximum email size 30 MB). Submissions can be made via email or WeTransfer; bidders must not set an expiry date on submissions. Submissions via Google Drive or any method requiring SASSETA to request access will be considered non-responsive. Bids received after the closing time (29 October 2026 at 11:00) will not be considered under any circumstances.

Mandatory requirements (automatic disqualification if not met):

• Proof of liquidity: bank statement with closing balance of R10,000,000 not older than 21 days from RFP closure, OR financial assistance letter from an NCR-registered institution for a minimum of R10,000,000 not older than 21 working days.
• Valid POPIA registration certificate with the Information Regulator in the bidding company's name.
• CV Template (Annexure C) of the Team Leader.
• CSD registration by closing date.
• Completed and signed SBD 1, SBD 3.3, SBD 4, SBD 6.1.
• Initialled GCC (Annexure A).
• Complete, unaltered Annexure B.
• Minimum three signed reference letters.
• Team Leader's NQF level 7 qualification certificate and comprehensive CV.
• Detailed project implementation plan including Gantt Chart.

Evaluation is phased: Phase 1 – automatic disqualification criteria; Phase 2 – functionality (rated 0–2, minimum 1 in each element and 70% overall); Phase 3 – due diligence (demonstration of bursary management system, must obtain 100%); Phase 4 – price and specific goals (80/20 system). Adjudication by Bid Adjudication Committee based on recommendations of Bid Evaluation Committee.

Bidders must have a valid tax clearance certificate (original issued by SARS) prior to award. Bidders must not have tax matters that are not in order. Bidders must not have engaged in corrupt, fraudulent, or collusive practices; such conduct may lead to termination and restriction from doing business with the public sector for up to 10 years. Bidders must comply with the Competition Act No. 89 of 1998 regarding restrictive practices. Bidders must furnish a performance security within 30 days of contract award, as specified in the SCC. Bidders must be able to provide services in accordance with the GCC, including warranty and delivery obligations.

The contract is governed by the General Conditions of Contract (GCC) and any Special Conditions of Contract (SCC) that may apply. In case of conflict, the SCC prevails. The supplier must not assign or subcontract without the purchaser's prior written consent. The contract may be amended only by written agreement of both parties. The supplier must notify the purchaser in writing of any delays and may be subject to penalties for late delivery. The purchaser may terminate the contract for default, insolvency, or corrupt/fraudulent practices. Disputes are to be resolved through mutual consultation, then mediation, and finally in a South African court. The contract is written in English and interpreted under South African law. The supplier's liability is limited to the contract price, except for criminal negligence or willful misconduct. The supplier must indemnify the purchaser against third-party claims of patent, trademark, or industrial design infringement.