Review, update and implement the departmental file plan for the department of cooperative governance (RFQ FQ134/2026)

The department requires a service provider to review, update and implement the departmental file plan for the Department of Cooperative Governance, for a period of six months. The detailed specification is attached to the tender document.

Closing date: 20 November 2026 at 11:00

Enquiries (SCM):

• Name: Olivia Thobejane
• Telephone: (012) 334 0565
• Email: [email protected]

Submission address: e-tender portal on the National Treasury website (no physical drop-off).

Submission method: e-tender portal on the National Treasury website only. No hard copies, faxed, emailed or mailed bids will be accepted. Bids must be uploaded timeously before the closing time; the department accepts no responsibility for late uploads. The portal is open from advertisement until closing.

Returnable documents (all must be fully completed and signed):

• SBD 1 (Invitation to Bid): bidder and contact details, signed as the offer cover page.
• SBD 3.3 (Pricing Schedule – Firm Prices): firm prices only, fully completed and signed.
• SBD 4 (Bidder's Disclosure): declares any relationship with state employees or the procuring institution; false disclosure disqualifies.
• Certified ID copy of director(s).
• SBD 6.1 (Preference Points Claim): must be completed and signed to claim specific-goal points; otherwise no points awarded.

Disqualification risks:

• Any returnable form missing, incomplete, or unsigned.
• Late submission, regardless of reason.
• Bids from persons in the service of the state, or companies/close corporations with directors/members in the service of the state.
• Misrepresentation of information to claim points.

Evaluation is in two phases:

Phase One – Mandatory requirements (pass/fail):

• SBD 1, SBD 3.3, SBD 4 fully completed and signed.
• Certified ID copy of director(s).

Phase Two – PPPFA and specific goals (80/20 system):

• Price: 80 points.
• Specific goals: 20 points.
• Total: 100 points.

Specific-goal points:

• Claimed via SBD 6.1; failure to submit proof means no points for specific goals.
• Disability ownership claims require a valid medical certificate from a registered medical practitioner or a commissioned affidavit.

Other conditions:

• The department may verify references and disqualify any bidder who misrepresents information to claim points.
• The department reserves the right to award to more than one bidder.

Scope: Appointment of a service provider to review, update and implement the departmental file plan for the Department of Cooperative Governance.

Contract period: Six (06) months.

Note: The detailed specification is attached to the tender document; bidders must refer to it for full requirements.

Pricing must be transparent: bidders must indicate the basis of their pricing calculation and submit a detailed quotation separately. Only firm prices are accepted.

Pricing must be submitted on the official Pricing Schedule (SBD 3.3) with firm prices only. Prices must be inclusive of VAT. A separate detailed quotation is required. The offer must remain valid for 60 days from closing.

Pricing format:

• Firm prices only; non-firm prices (including exchange-rate variations) will not be considered.
• Prices must be stated inclusive of VAT (if applicable).
• A detailed quotation must be submitted separately, indicating the basis of pricing.
• Offer must remain valid for 60 days from the closing date.

Other:

• No bid security, bond, or guarantee requirements are stated.
• The department may negotiate with the recommended bidder for fair and market-aligned rates.

Tax compliance:

• Bidders must be tax compliant and provide a SARS Tax Compliance Status (TCS) PIN, or a CSD number if no TCS PIN is available.
• For consortia/JVs/sub-contractors, each party must submit a separate TCS certificate/PIN/CSD number.
• Foreign suppliers not resident in South Africa may not need a TCS PIN if they have no SA income or tax liability.

CSD registration:

• Bidders must be registered on the Central Supplier Database (CSD) or provide a CSD number.

State employment:

• Bids from persons in the service of the state, or companies with directors who are state employees, will not be considered.

B-bbee:

• Preference points for specific goals are claimed via SBD 6.1; no specific B-BBEE level threshold is stated in the document.

The department reserves the right to withdraw the bid, terminate any party's participation, or accept/reject any response without liability. Bidders bear all costs of preparing and submitting their proposal. The department may cancel the process at any stage and may negotiate with the recommended bidder for fair rates. The successful bidder must sign a written contract (SBD 7). The bidder may be subject to security clearance before commencing services. The bidder must sign the department's standard Service Provider Data Processing Agreement as part of appointment. POPIA obligations apply to handling personal information.

Evaluation is in two phases: Phase One mandatory requirements (SBD 1, SBD 3.3, SBD 4, certified ID copy of director(s)). Phase Two: 80/20 PPPFA – price 80 points, specific goals 20 points. SBD 6.1 must be completed to claim specific-goal points. Disability ownership claims require medical certificate or affidavit.