Request for quotation: employee vetting, qualification verification and credit check services for gateway airports authority limited (3-Year contract)

Gateway Airports Authority Limited (GAAL) seeks to appoint a reputable service provider to deliver employee vetting, verification of qualifications, and credit checks for a three-year period. The service provider must be capable of verifying qualifications (including Grade 12/Matric and higher), conducting TransUnion checks, confirming employment history, performing fraud checks, validating Persal Public Sector Employment Status, and processing fingerprint verification.

Closing date for submissions: 19 June 2026 at 11:00.

Closing date for bid enquiries: 18 June 2026 (submitted in writing to [email protected]).

SCM Enquiries:

• Contact: Julius Ramatjie
• Phone: 087-291-1088
• Fax: 015-288-0125
• Email: [email protected]

Technical Enquiries:

• Contact: Nolitha Klu
• Fax: 015-288-0122
• Email: [email protected]

Submission Address:

Bid Box at Admin Block, N1 North to Makhado, Gateway Weg, Polokwane, 0700.

General Contact:

• Phone: 087 291 1099 / 087 291 1103 / 015 324 0810
• Fax: 015 288 0125
• Postal: P.O. Box 1309, Polokwane, Limpopo Province, RSA, 0700

Submit quotations and supporting documents via bid box, courier, or email by the closing date and time specified in SBD1. Late submissions will not be considered.

Required submission structure:

• Exhibit 1: Administrative and mandatory documents (refer to Gate 0 requirements in Table 1).
• Exhibit 2: Pricing Schedule/Quotation for all service categories.
• Exhibit 3: SBD 6.1 Preference Points Claim Form, including CSD report and disability medical certificate (if applicable).

Disqualification risks:

• Non-submission of any mandatory document.
• Use of correction fluid or unsigned alterations on bid documents.
• Omission of pricing for any service category.
• Amendments to bid conditions or counter conditions by bidders.

All documents must be completed and signed in black ink by an authorised representative. Envelopes must be clearly marked.

Table 1: Documents that must be submitted for administrative/mandatory requirements. ▪ Full CSD Report ▪ Medical certificate for disability ▪ Proof of address not older than three months.

Evaluation follows a two-gate process:

Gate 0 (Administrative/Mandatory):

• Bidders must submit all documents listed in Table 1 to proceed. Non-compliance results in disqualification.
• Mandatory documents: SBD 1 (Invitation to Bid), SBD 4 (Declaration of Interest), SBD 6.1 (Preference Points Claim Form), full CSD report, medical certificate for disability (if applicable), proof of address (not older than 3 months), and pricing schedule.

Gate 1 (Preference Point System - 80/20):

• 80 points for price (weighted, lowest acceptable tender scores highest).
• 20 points for specific goals (B-BBEE, SMMEs, rural/township location, etc.).
• Total: 100 points.
• Specific goals require supporting documentation (e.g., CSD report for verification).
• Formula for price: Ps = 80(1 - (Pt - Pmin)/Pmin), where Pt = bidder’s price, Pmin = lowest acceptable price.

Specific goals and points (80/20 system):

• Black ownership (51%+): 4 points
• Women ownership (51%+): 4 points
• Youth ownership (51%+): 4 points
• Disability ownership (51%+): 2 points
• SMMEs/QSEs: 2 points
• Rural/township location: 4 points

Failure to submit proof for specific goals results in a zero score for those points.

Scope: Provide employee vetting, verification of qualifications, and credit checks for Gateway Airports Authority Limited (GAAL) over a three-year period.

Services required:

• Verification of qualifications (including Grade 12/Matric and higher qualifications).
• TransUnion Notice (Handling of Money).
• Employment confirmation (previous and current employer).
• Fraud check.
• Persal Public Sector Employment Status.
• Fingerprint verification.

All services must be provided as and when required by GAAL.

Pricing must be provided for all service categories in the following table format:

| No | Description | Year 1 | Year 2 | Year 3 | Total (VAT Included) |

|----|-------------|--------|--------|--------|----------------------|

| 1 | Qualifications Verification (Grade 12/Matric and higher) | | | | |

| 2 | TransUnion Notice (Handling of Money) | | | | |

| 3 | Employment Confirmation (Previous and Current Employer) | | | | |

| 4 | Fraud Check | | | | |

| 5 | Persal Public Sector Employment Status | | | | |

| 6 | Fingerprints | | | | |

Note: Omission of pricing for any category will result in disqualification.

Pricing Schedule:

• Must be completed in full for all service categories (Year 1, Year 2, Year 3, and Total).
• Omission of pricing for any category will result in disqualification.
• Total must include VAT.
• Pricing must be comparable across all bidders.

Payment Terms:

• Subject to the Preferential Procurement Policy Framework Act, 2000, and General Conditions of Contract (GCC).

Mandatory Compliance:

• Registration on the Central Supplier Database (CSD) as a service provider (detailed CSD report required).
• Tax Compliance Status (TCS) PIN from SARS (submit via e-filing at www.sars.gov.za or provide a printed TCS certificate).
• For consortia/joint ventures/sub-contractors: Each party must submit a separate TCS certificate/PIN/CSD number.
• If no TCS PIN is available but registered on CSD, provide CSD number.

Disqualification Criteria:

• Bids from persons in the service of the state, or companies with directors/members in the service of the state, will not be considered.
• Failure to comply with tax obligations or provide required documentation may render the bid invalid.

Additional Requirements:

• Complete and sign SBD 1 (Invitation to Bid) with a fixed physical address for business operations.
• Complete and sign SBD 4 (Declaration of Interest).
• Submit proof of address not older than three months.
• Foreign suppliers: Must answer the foreign supplier questionnaire and provide proof if applicable.

B-BBEE and Specific Goals:

• Preference points (20 out of 100) are awarded for specific goals as per the Preferential Procurement Regulations, 2022.
• Points are allocated as follows (80/20 system):
• Black ownership (51%+): 4 points
• Women ownership (51%+): 4 points
• Youth ownership (51%+): 4 points
• Disability ownership (51%+): 2 points
• SMMEs/QSEs: 2 points
• Rural/township location: 4 points
• Bidders must submit proof/documentation to claim points (e.g., CSD report, medical certificate for disability).
• Failure to submit proof results in a zero score for specific goals.
• GAAL may require substantiation of claims at any time.

Contractual Terms:

• GAAL reserves the right to conduct supplier due diligence (including unannounced site visits) before final award or during the contract period. Misrepresentation of information may lead to disqualification.
• Amendments to bid conditions or counter conditions by bidders may invalidate the bid.
• GAAL reserves the right to negotiate with preferred bidders pre-award and with successful bidders post-award.
• All bid enquiries must be submitted in writing to [email protected] by 18 June 2026. Late enquiries will not be considered.
• Bidders must notify GAAL in writing of any discrepancies, ambiguities, or errors in the bid documents. Corrections will be issued to all bidders without attribution.
• All communication with the Supply Chain Management office must be in writing.
• Successful bidder must sign a written contract form (SBD7).
• Contract is subject to the Preferential Procurement Policy Framework Act, 2000, Preferential Procurement Regulations, General Conditions of Contract (GCC), and any special conditions.

Special Conditions:

• Bid is subject to the Preferential Procurement Policy Framework Act, 2000, and Preferential Procurement Regulations.
• Successful bidder must complete and sign SBD7 (written contract form).
• Any other special conditions of contract may apply as stipulated by GAAL.