Organisational structure & workforce model consultancy – bma tender (national)

Bidding procedure enquiries:

• Email: [email protected]

Technical enquiries:

• Contact: Lindiwe Dlamini
• Email: [email protected]
• Telephone: N/A

Submission: via e-Tender portal (e-submissions). No physical address for submission is provided; documents are downloaded from e-tender.

Submission method: e-Tender portal (e-submissions) only.

• Bids must be submitted through the e-Tender portal by the closing time. Telegraphic, telephonic, telex, facsimile, and late bids will not be accepted.
• Bids must be submitted on the official forms provided; forms may be completed online but must not be retyped or redrafted. Photocopies are allowed but must bear an original signature.
• Bids must be complete in all respects and lodged in a separate sealed envelope with the bidder's name, address, bid number, and closing date indicated on the envelope. Envelopes must not contain documents for other bids.
• Any alterations must be initialled; use of correcting fluid is prohibited.
• Bids will be opened in public as soon as practicable after closing time; prices may be made public.
• Bids received after the closing date/time, even if posted or couriered, will not be considered; proof of posting is not proof of delivery.

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

• SBD 1 (Invitation to Bid): bidder and contact details, signed as the offer cover page.
• SBD 3.1 (Pricing Schedule – Firm Prices): firm prices only; non-firm prices (including exchange-rate variations) will not be considered.
• SBD 4 (Declaration of Interest): discloses whether any director or shareholder is employed by the state or connected to anyone at the procuring institution; every question must be answered.
• SBD 6.1 (Preference Points Claim): claims B-BBEE preference points; attach an active B-BBEE certificate or affidavit.
• SBD 7.1 (Contract Form): signed by the successful bidder as the service provider.
• Declaration of CSD Registration and confirmation that CSD information is correct and up to date.
• Authority to Sign / Board Resolution: authorises the named signatory to bind the bidder; must be signed by all directors/members/partners.
• Tax Compliance Status PIN or printed TCS certificate, or CSD number if no TCS.

Disqualification risks:

• Not registered on the Central Supplier Database (CSD) at closing time.
• Failure to provide or comply with any required particulars (e.g., tax compliance, CSD declaration).
• Any returnable form left unsigned or omitted.
• Bids received late, by prohibited means, or in the wrong box.
• Alterations not initialled or use of correcting fluid.
• Bids from persons in the service of the state, or companies/close corporations with directors/members in the service of the state.

Evaluation stages:

1. Administrative Compliance / Mandatory Compliance – bidders must submit all required forms and documents (SBD 1, SBD 3.1, SBD 4, SBD 6.1, SBD 7, CSD declaration, tax compliance). Failure results in disqualification.
2. Preference point system: 80/20 system (price 80 points, specific goals 20 points).

• Price points calculated using the 80/20 formula: Ps = 80(1 - (Pt - Pmin)/Pmin).
• Specific goals points (max 20):
• Black ownership: 100% = 10 points; ≥51% and <100% = 5 points; >0% and <51% = 2 points; 0% = 0 points.
• Women ownership: 100% = 4 points; ≥51% and <100% = 2 points; >0% and <51% = 1 point; 0% = 0 points.
• Youth ownership: 100% = 3 points; ≥51% and <100% = 2 points; >0% and <51% = 1 point; 0% = 0 points.
• Military Veteran ownership: 100% = 3 points; ≥51% and <100% = 2 points; >0% and <51% = 1 point; 0% = 0 points.
• Failure to submit proof/documentation for specific goals means no preference points are claimed.
• BMA reserves the right to call for presentations from shortlisted suppliers, negotiate with shortlisted respondents, and apply objective criteria.

Scope of work:

• Conduct categorisation and develop fit-for-purpose organisational structures, workforce models, and institutional alignment frameworks for the Border Management Authority (BMA).
• Coverage: Head Office, Regional Offices, and Ports of Entry.
• Contract period: 24 months.

Deliverables (as per pricing schedule item 1):

• Categorisation of the BMA's functions and structures.
• Fit-for-purpose organisational structures.
• Workforce models.
• Institutional alignment frameworks.

Quality/inspection:

• Services must conform to the specifications in the bidding documents.
• The supplier must permit inspection of records and premises by the purchaser or its representatives.
• Non-compliant services may be rejected; the supplier must remedy or substitute at its own cost.

Pricing format:

• Firm prices only (SBD 3.1). Non-firm prices, including those subject to exchange-rate variations, will not be considered.
• Prices must be quoted in South African Rands, inclusive of VAT (fixed price).
• The total cost must cover all costs associated with the service.
• Offer validity: 120 days from the closing date of the bid.

Payment terms:

• Payment within 30 days of receipt of an approved invoice, according to an agreed payment schedule.
• Payment is against key deliverables, provided professional-level quality standards are met.
• Disbursements must not exceed 10% of the total amount paid and are paid only with original receipts against an agreed list of expenses.

Penalties (GCC):

• For late delivery or performance, a penalty is deducted from the contract price calculated at the current prime interest rate per day of delay.
• The purchaser may terminate the contract for default and claim damages.

CSD registration:

• Mandatory registration on the Central Supplier Database (CSD) by closing time; non-registration results in disqualification.
• Self-register at www.csd.gov.za.
• Declaration that CSD information is correct and up to date must be submitted.

Tax compliance:

• Bidders must be tax compliant and submit a SARS Tax Compliance Status (TCS) PIN or a printed TCS certificate.
• If no TCS is available, a CSD number must be provided.
• Consortia, joint ventures, and sub-contractors must each submit a separate TCS certificate/PIN/CSD number.
• Foreign suppliers with no RSA residency, branch, permanent establishment, income source, or tax liability are not required to register for a TCS PIN.

B-bbee:

• A valid B-BBEE status level verification certificate or a sworn affidavit (for EMEs and QSEs) must be submitted to qualify for preference points.

State employment:

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

Employment restriction:

• Service providers may not use employees who are not South African citizens unless vetted and holding a work permit; violation may lead to contract termination.

Fronting:

• BMA does not support any form of fronting; bidders must conduct themselves in accordance with the Constitution and in an honest, fair, equitable, transparent, and legally compliant manner.