{"name":null,"email":null,"phone":null,"department":"of Social Development (DSD). Bidders","address":null}

No eligibility criteria specified

The appointed service provider must deliver the following online services:

3.1. Core Verification Services

Service Description

1 ID Verifications Verification of South African and/or foreign identity documents

against authoritative databases.

2 Driver's License Validation of driving license authenticity, classification, and

Verifications validity.

3 National Qualification Verification of qualifications obtained from South African

Verifications institutions, including accreditation status.

4 Criminal Record Checks Comprehensive criminal record screening across all South

African jurisdictions (and international where required).

5 Credit Bureau Credit history and financial standing checks (where legally

Verifications permissible and job-relevant).

6 Employment References Contactable and documented employment reference checks

(minimum two references per candidate).

7 Passport Match / Validation of passport details and international travel

Verifications documentation.

8 Global Qualification Verification of qualifications obtained from international

Verifications institutions.

9 Professional Confirmation of professional body registrations (e.g., SAICA,

Registration/Membership SACAP, HPCSA, etc.).

10 Academic Institution Validation of institutional accreditation status for qualifications

Accreditation submitted.

11 Fraud and Sanctions Screening against global fraud, sanctions, and watchlists.

Screening

3.2. Technology Platform Requirements

Requirement Description

12 Online A secure, web-based platform enabling authorised HSRC users to

Verification submit verification requests, track progress, and retrieve reports.

Platform

13 Mobile The platform should be accessible via mobile devices (responsive

Accessibility design or native app) to support remote and field-based users.

15 Customisable Ability to configure verification workflows based on different job

Workflows categories and risk levels.

16 Role-Based Granular user permissions to ensure only authorised personnel can

Access Control initiate, view, or approve verification requests.

17 Audit Trail Full, immutable audit trail of all actions performed on the platform for

compliance and forensic purposes.

18 Electronic Automated generation and delivery of verification reports in a

Reporting standardised, easy-to-read format (PDF/CSV).

19 Real-Time End-user visibility into the status of each verification request (e.g.,

Status Tracking submitted, in-progress, completed, flagged).

20 Data Ensure all personal and sensitive data is hosted in a secure

Sovereignty & environment compliant with POPIA and relevant data protection

Security legislation.

3.3. Support and Training Requirements

Requirement Description

21 End-User Training Comprehensive training for HSRC personnel (HR, Recruitment, and

line managers) on the verification platform.

22 Administrator Advanced training for platform administrators on configuration,

Training reporting, and user management.

23 Account A dedicated account manager responsible for the HSRC

Management relationship, performance reviews, and issue resolution.

24 Social Media Public information and social media screening (when applicable and

Verifications legally permissible).

standards of integrity, credibility, and professional competence. Background screening and verification

are critical to safeguarding the organisation's reputation, ensuring compliance with applicable

legislation, and mitigating risks associated with fraudulent qualifications, criminal history, and financial

misconduct

HSRC seek to appoint a specialist verification service provider effective 1 February 2027 to deliver a

comprehensive online background screening and vetting solution for:

(a) Pre-employment and pre-contract screening of all new appointments (permanent, fixed-term, and

contract).

(b) Ongoing verification of existing employees and contractors where required (e.g., promotions,

transfers, or risk-based reviews).

(c) Verification of qualifications, criminal records, credit history, employment references, professional

registrations, and other relevant background checks.

(d) The appointed service provider must demonstrate credibility, accuracy, speed, and technological

capability aligned to the HSRC's operational needs and legislative obligations

3. Scope of work

bidder must submit a company profile demonstration experience in

the academic and/ research institutions. The company profile must

demonstrate experience in chronological order, showing client

name, nature of service and the year.

a) The user experience for HSRC personnel submitting and tracking verification requests.

b) The speed and accuracy of verification responses.

c) The flexibility to configure workflows and user permissions.

d) The reporting and analytics capabilities.

e) .

f) The data security and POPIA compliance mechanisms.

Bidders must score a minimum of 70% of 20 points in order to progress to be evaluated for price and

preference points

Table 6: Phase 2- System demonstration

Assessment Area Description Points

5.1 Platform Navigation &

• Ease of use for non-technical users. 3

User Experience

• Intuitive interface for request submission and

tracking.

• Mobile responsiveness or app availability.

5.2 Verification Accuracy &

• Demonstration of real-time verification 4

• Poor (vague, no specifics) = 0

• Fair (some detail, but incomplete) = 5

• Good (comprehensive, logical) = 10

• Excellent (detailed, innovative, includes SLAs, QA, and

contingency) = 15

6.2.2 Phase 2 LIVE DEMONSTRATION ASSESSMENT (20 POINTS)

a) To award this tender to a bidder that did not score the highest total number of points, only

in accordance with section 2(1)(f) of the PPPFA (Act )

b) To negotiate with one or more preferred bidder(s) identified in the evaluation process,

regarding any terms and conditions, including price without offering the same opportunity

to any other bidder(s) who has not been awarded the status of the preferred bidder(s).

c) To accept part of a tender rather than the whole tender

d) To carry out site inspections, product evaluations or explanatory meetings in order to verify

the nature and quality of the services offered by the bidder(s), whether before or after

adjudication of the Bid.

e) To request for additional information not asked for in the standard bidding documents

f) To correct any mistakes at any stage of the tender that may have been in the Bid

documents or occurred at any stage of the tender process.

g) To cancel and/or terminate the tender process at any stage, including after the Closing

7.1 The pricing schedule (see Annexure A) provided in this bid forms an integral part of the

bid document and bidders must ensure that it is completed in full without changing the

structure thereof.

7.2 Bidders are required to complete a mandatory Pricing Schedule, herewith attached as

Annexure A as a response to how much the items offered will be charged. Failure to submit

the Annexure A Pricing Schedule will invalidate the bid response.

7.3 Bidders must quote and ZAR and include all applicable taxes

7.4 The HSRC reserves the right to negotiate rates submitted by bidders

8. Contract price adjustment

Contract price adjustments will be done annually on the anniversary of the contract start

date

9. General condition of contract

Any award made to a bidder(s) under this bid is conditional, amongst others, upon –

a) The bidder(s) accepting the terms and conditions contained in the General Conditions of Contract

as the minimum terms and conditions upon which the HSRC is prepared to enter into a contract

with the successful Bidder(s).

b) The bidder submitting the General Conditions of Contract to the HSRC together with its bid, duly

signed by an authorised representative of the bidder.

c) HSRC reserves the right to appoint one or two service providers for this service.

10. Service level agreement

a) Upon award the HSRC and the successful bidder/s will conclude a Service Level Agreement

regulating the specific terms and conditions applicable to the services being procured by the

HSRC more or less in the format of the draft Service Level Indicators included in this tender pack.

b) The HSRC reserves the right to vary the proposed draft Service Level Indicators during the

course of negotiations with a bidder/s by amending or adding thereto.

c) Bidder(s) are requested to:

i. Comment on draft Service Level Indicators and where necessary, make proposals to the

indicators;

ii. Explain each comment and/or amendment; and

iii. Use an easily identifiable colour font or “track changes” for all changes and/or amendments

to the Service Level Indicators for ease of reference.

iv. The HSRC reserves the right to accept or reject any or all amendments or additions

proposed by a bidder if such amendments or additions are unacceptable to the HSRC or

pose a risk to the organisation.

d) The Service Level Agreement will be for four (4) and no automatic renewal will be allowed.

11. Special conditions of this bid

The HSRC reserves the right:

a) To award this tender to a bidder that did not score the highest total number of points, only

in accordance with section 2(1)(f) of the PPPFA (Act )

b) To negotiate with one or more preferred bidder(s) identified in the evaluation process,

regarding any terms and conditions, including price without offering the same opportunity

to any other bidder(s) who has not been awarded the status of the preferred bidder(s).

c) To accept part of a tender rather than the whole tender

d) To carry out site inspections, product evaluations or explanatory meetings in order to verify

the nature and quality of the services offered by the bidder(s), whether before or after

adjudication of the Bid.

e) To request for additional information not asked for in the standard bidding documents

f) To correct any mistakes at any stage of the tender that may have been in the Bid

documents or occurred at any stage of the tender process.

g) To cancel and/or terminate the tender process at any stage, including after the Closing

Date and/or after presentations have been made, and/or after tenders have been

evaluated and/or after the preferred bidder(s) have been notified of their status as such.

h) Award to multiple bidders based either on size or geographic considerations.

12. Hsrc requires bidder(s) to declare

In the Bidder’s Technical response, bidder(s) are required to declare the following:

Confirm that the bidder(s) is to: –

a) Act honestly, fairly, and with due skill, care and diligence, in the interests of the HSRC

b) Have and employ effectively the resources, procedures and appropriate technological

systems for the proper performance of the services;

c) Act with circumspection and treat the HSRC fairly in a situation of conflicting interests;

d) Comply with all applicable statutory or common law requirements applicable to the conduct

of business;

e) Make adequate disclosures of relevant material information including disclosures of actual

or potential own interests, in relation to dealings with the HSRC

f) Avoidance of fraudulent and misleading advertising, canvassing and marketing;

g) To conduct their business activities with transparency and consistently uphold the interests

and needs of the HSRC as a client before any other consideration; and

h) To ensure that any information acquired by the bidder(s) from the HSRC will not be used

or disclosed unless the written consent of the client has been obtained to do so.

13. Conflict of interest, corruption and fraud

The HSRC reserves its right to disqualify any bidder who either itself or any of whose members

(save for such members who hold a minority interest in the bidder through shares listed on

any recognised stock exchange), indirect members (being any person or entity who indirectly

holds at least a 15% interest in the bidder other than in the context of shares listed on a

recognised stock exchange), directors or members of senior management, whether in respect

of HSRC or any other government organ or entity and whether from the Republic of South

Africa or otherwise ("Government Entity")

a) Engages in any collusive tendering, anti-competitive conduct, or any other similar

conduct, including but not limited to any collusion with any other bidder in respect of the

subject matter of this bid;

b) Seeks any assistance, other than assistance officially provided by a government entity,

from any employee, advisor or other representative of a government entity in order to

obtain any unlawful advantage in relation to procurement or services provided or to be

provided to a government entity;

c) Makes or offers any gift, gratuity, anything of value or other inducement, whether lawful

or unlawful, to any of the HSRC’s officers, directors, employees, advisors or other

representatives;

d) Makes or offers any gift, gratuity, anything of any value or other inducement, to any

government entity's officers, directors, employees, advisors or other representatives in

order to obtain any unlawful advantage in relation to procurement or services provided or

to be provided to a government entity;

e) accepts anything of value or an inducement that would or may provide financial gain,

advantage or benefit in relation to procurement or services provided or to be provided to

a Government Entity;

f) pays or agrees to pay to any person any fee, commission, percentage, brokerage fee, gift

or any other consideration, that is contingent upon or results from, the award of any

tender, contract, right or entitlement which is in any way related to procurement or the

rendering of any services to a Government Entity;

g) has in the past engaged in any matter referred to above; or

h) has been found guilty in a court of law on charges of fraud and/or forgery, regardless of

whether or not a prison term was imposed and despite such bidder, member or director’s

name not specifically appearing on the List of Tender Defaulters kept at National Treasury.

14. Misrepresentation during the lifecycle of the contract

The bidder should note that the terms of its Tender will be incorporated in the proposed

contract by reference and that the HSRC relies upon the bidder’s Tender as a material

representation in making an award to a successful bidder and in concluding an agreement

with the bidder.

a) It follows therefore that misrepresentations in a Tender may give rise to service

termination and a claim by the HSRC against the bidder notwithstanding the

conclusion of the Service Level Agreement between the HSRC and the bidder for

the provision of the Service in question. In the event of a conflict between the

bidder’s proposal and the Service Level Agreement concluded between the parties,

the Service Level Agreement will prevail.

15. Preparation costs

a) The Bidder will bear all its costs in preparing, submitting and presenting any response

or Tender to this bid and all other costs incurred by it throughout the bid process.

b) Furthermore, no statement in this bid will be construed as placing the HSRC, its

employees or agents under any obligation whatsoever, including in respect of costs,

expenses or losses incurred by the bidder(s) in the preparation of their response to this

bid.

b) NB: The HSRC shares the building with the Department of Social Development (DSD). Bidders

are requested to ensure that their bid documents are deposited in the correct tender box. Bid

documents deposited in the wrong tender box and received from DSD after the closing date will

not be considered.

c) Bid documents will only be considered if received by the HSRC before the closing date and

time, regardless of the method used to send or deliver such documents to the HSRC.

d) This is a two (2) stage bidding process. Bidders are required to submit an original file consisting

of a proposal in one (1) envelope as well as a USB containing a duplicate soft copy. Envelope

two (2) should contain pricing schedule and 6.1 and supporting documentation for stage 2 (price

and preference points) bid evaluation. Each envelope and USB must be marked correctly and

sealed separately for ease of reference during the evaluation process. Furthermore, the file and

information in the USB must be labelled and submitted in the following format depicted in the

table 1 below:

Table 1: Format of bid submission

Envelope 1 and USB (Technical Envelope 2 (Price and preference

file) points

e) Bidders are requested to initial each page of the tender document including supporting

document and pricing schedules.

Table 2: Bid timelines

registered medical practitioner

Total points to be 20

claimed

a) Failure to submit a fully completed SBD 6.1 will lead to no award of points for preference.

b) The points scored by a bidder in respect of points indicated above will be added to the

points scored for price.

c) Bidders are requested to complete the various preference claim forms in order to claim

preference points.

d) Only a bidder who completed and signed the declaration part of the preference claim form

will be considered for preference points.

e) Points scored will be rounded off to the nearest 2 decimals.

f) In the event that two or more bids have scored equal total points, the contract will be

awarded to the bidder scoring the highest number of points for preference points. Should

two or more bids be equal in all respects, the award shall be decided by the drawing of

lots.

g) A contract may, on reasonable and justifiable grounds, be awarded to a bid that did not

score the highest number of points.

h) Joint ventures, consortiums and trusts:

i A trust, consortium or joint venture, will qualify for points for their preference points as a

legal entity, provided that the entity submits their preference points claims.

ii A trust, consortium or joint venture will qualify for points for their preference points

as an unincorporated entity, provided that the entity submits their consolidated

preference points scorecard as if they were group structure and that such a

consolidated preference points scorecard is prepared for every separate bid.

iii Bidders must submit concrete proof of the existence of joint venture and/ or

consortium arrangements. HSRC will accept signed agreements as acceptable

proof of the existence of a joint venture and/or consortium arrangement.

i) The joint venture and/ or consortium arrangements must clearly set out the roles

and responsibilities of the Lead Partner and the joint venture and/or consortium

party. The agreement must also clearly identify the Lead Partner, with the power of

attorney to bind the other party/ parties in respect of matters pertaining to the joint

venture and/ or consortium arrangement.

j) Subcontracting after award of tender

i A person awarded a contract may only enter into a subcontracting arrangement with the

approval of HSRC

ii A person awarded a contract in relation to a designated sector, may not subcontract in

such a manner that the local production and content of the overall value of the contract is

reduced to below stipulated minimum threshold.

7. Pricing schedule

7.1 The pricing schedule (see Annexure A) provided in this bid forms an integral part of the

bid document and bidders must ensure that it is completed in full without changing the

structure thereof.

7.2 Bidders are required to complete a mandatory Pricing Schedule, herewith attached as

the Annexure A Pricing Schedule will invalidate the bid response.

7.3 Bidders must quote and ZAR and include all applicable taxes

7.4 The HSRC reserves the right to negotiate rates submitted by bidders

Tax compliance

Tax compliance status system pin code from the south

Tax compliance requirements

Tax compliance status (tcs) pin may be made via e-filing

CSD report showing EME/QSE

CSD report/ CSD registration number

Csd number

Csd number must be provided

Central Supplier Database (CSD)

Central Supplier Database

Central supplier database (csd), a csd number must be provided

power of attorney to bind the other party/ parties in respect of matters pertaining to the joint

qualification validation).

Pre-qualification criteria Technical Evaluation Price and Preference Point

to achieve a minimum of 80% of system. 80 points will representqualification criteria. Only

6.1 Stage 0- Pre-qualification Criteria

The following pre-qualification criteria will be applied in the initial stage of the evaluation. Bidders who

Table 4: Documents that must be submitted for Pre-qualification

Document that must be Non-submission will result in immediate disqualification?

Invitation to Bid – SBD 1 Yes Complete and sign the supplied pro forma document

Declaration of Interest – SBD 4 Yes Complete and sign the supplied pro forma document

SBD 6.1 goals

following pre-qualification criteria will be applied in the initial stage of the evaluation. Bidders who

Registration on Central No Service provider must be registered with Central Supplier

Database (CSD). If you are not registered proceed toSupplier Database (CSD)

submitting your proposal. Visit https://secure.csd.gov.za/

Points Allocation: 80 points

B-BBEE Details: Table 6: Phase 2- System demonstration

Assessment Area Description Points

5.1 Platform Navigation &

• Ease of use for non-technical users. 3

User Experience

• Intuitive interface for request submission and

tracking.

• Mobile responsiveness or app availability.

5.2 Verification Accuracy &

• Demonstration of real-time verification 4

Speed responses.

• Accuracy of data returned (e.g., ID matching,

qualification validation).

• Turnaround times per category.

5.3 Workflow

• Ability to configure verification workflows 3

Customisation & based on job categories.

Reporting

• Customisable reports and export options.
• Dashboard analytics for management

oversight.

5.4 Exception Handling &

• How the platform handles discrepancies, 3

Adverse Findings adverse findings, or failures.

• Escalation workflows.
• Notifications and alerts.

5.5 Security, POPIA

• Demonstration of data encryption, access 3

Compliance & Data controls, and audit trail.

Protection

• POPIA compliance mechanisms (consent

capture, data retention policies).

• Hosting environment security.

5.6

• . 2

National and Global Demonstrate national footprint where

capabilities and fingerprints will be done (map)

footprint International presence and capabilities

(membership of international verification

network or client references for international

verification work)

5.7 Presenter Knowledge &

• Ability of the presenters (technical and 2

Responsiveness business) to answer questions confidently.

• Clarity of communication.
• Responsiveness to committee queries.

|

Total Live Demonstration Points | 20 |

6.3 Stage 2- Price and Specific Goals

Price and specific goals will be evaluated as follows:

In terms of regulation 6 of the Preferential Procurement Regu

The Human Sciences Research Council (HSRC) is a research organisation that advances social

sciences and humanities for public use. The HSRC subscribes to the values of good governance,

accountable public administration and sound management of the resources as reflected in the Public

Financial Management Act of 1999 (PFMA as amended by Act ) and other laws and

regulations applicable to public administration.

Established in 1968 as South Africa’s statutory research agency the HSRC has grown to become the

largest dedicated research institute in the social sciences and humanities on the African continent,

doing cutting-edge public research in areas that are crucial to development.

Our mandate is to inform the effective formulation and monitoring of government policy; to evaluate

policy implementation; to stimulate public debate through the effective dissemination of research-based

data and fact-based research results; to foster research collaboration; and to help build research

capacity and infrastructure for the human sciences.

Advertisement of bid on Government e-tender 04 September 2026

portal / HSRC website

None -compulsory virtual briefing session (Microsoft N/A

Teams)

Closing date for bid-related enquiries 14 September 2026

Publication of questions and answers on HSRC 16 September 2026

website

Bid closing date 25 September 2026 @11:00

Notice to bidder(s) HSRC will endeavour to inform

bidders of the progress until

conclusion of the tender.

Bid validity The bid must be valid for a period of 90

days from the closing date

f) All dates and times in this bid are South African standard time.

g) Any time or date in this bid is subject to change at the HSRC’s discretion.

h) The establishment of a time or date in this bid does not create an obligation on the part

of the HSRC to take any action or create any right in any way for any bidder to demand

that any action be taken on the date established. The bidder accepts that, if the HSRC

extends the deadline for bid submission (the Closing Date) for any reason, the

requirements of this bid otherwise apply equally to the extended deadline.

(save for such members who hold a minority interest in the bidder through shares listed on

any recognised stock exchange), indirect members (being any person or entity who indirectly

holds at least a 15% interest in the bidder other than in the context of shares listed on a

recognised stock exchange), directors or members of senior management, whether in respect

of HSRC or any other government organ or entity and whether from the Republic of South

Africa or otherwise ("Government Entity")

a) Engages in any collusive tendering, anti-competitive conduct, or any other similar

conduct, including but not limited to any collusion with any other bidder in respect of the

subject matter of this bid;

b) Seeks any assistance, other than assistance officially provided by a government entity,

from any employee, advisor or other representative of a government entity in order to

obtain any unlawful advantage in relation to procurement or services provided or to be

provided to a government entity;

c) Makes or offers any gift, gratuity, anything of value or other inducement, whether lawful

or unlawful, to any of the HSRC’s officers, directors, employees, advisors or other

representatives;

d) Makes or offers any gift, gratuity, anything of any value or other inducement, to any

government entity's officers, directors, employees, advisors or other representatives in

order to obtain any unlawful advantage in relation to procurement or services provided or

to be provided to a government entity;

e) accepts anything of value or an inducement that would or may provide financial gain,

advantage or benefit in relation to procurement or services provided or to be provided to

a Government Entity;

f) pays or agrees to pay to any person any fee, commission, percentage, brokerage fee, gift

or any other consideration, that is contingent upon or results from, the award of any

tender, contract, right or entitlement which is in any way related to procurement or the

rendering of any services to a Government Entity;

g) has in the past engaged in any matter referred to above; or

h) has been found guilty in a court of law on charges of fraud and/or forgery, regardless of

whether or not a prison term was imposed and despite such bidder, member or director’s

name not specifically appearing on the List of Tender Defaulters kept at National Treasury.

right to withdraw an award made, or cancel a contract concluded with a successful bidder

in the event that it is established that such bidder was in fact not tax compliant at the time

of the award, or has submitted a fraudulent Tax Clearance

a) Certificate to the HSRC, or whose verification against the Central Supplier Database

(CSD) proves non-compliant. The HSRC further reserves the right to cancel a contract

with a successful bidder in the event that such bidder does not remain tax compliant

for the full term of the contract.

No tender shall be awarded to a bidder whose name (or any of its members, directors,

partners or trustees) appear on the Register of Tender Defaulters kept by National

Treasury, or who have been placed on National Treasury’s List of Restricted Suppliers.

a Bidder should it be established, at any time, that a bidder has been blacklisted with

legislation.

I CERTIFY THAT THE INFORMATION FURNISHED IN PARAGRAPHS 1, 2 and 3 ABOVE IS

[Tick applicable box]

4.6. I, the undersigned, who is duly authorised to do so on behalf of the company/firm, certify that the

points claimed, based on the specific goals as advised in the tender, qualifies the company/

firm for the preference(s) shown and I acknowledge that:

i) The information furnished is true and correct; ii) The preference points claimed are in

accordance with the General Conditions as indicated in paragraph 1 of this form;

iii) In the event of a contract being awarded as a result of points claimed as shown in

paragraphs 1.4 and 4.2, the contractor may be required to furnish documentary proof to

the satisfaction of the organ of state that the claims are correct;

iv) If the specific goals have been claimed or obtained on a fraudulent basis or any of

the conditions of contract have not been fulfilled, the organ of state may, in addition to any

other remedy it may have –

(a) disqualify the person from the tendering process;

(b) recover costs, losses or damages it has incurred or suffered as a result of

that person’s conduct;

(c) cancel the contract and claim any damages which it has suffered as a

result of having to make less favourable arrangements due to such cancellation;

(d) recommend that the tenderer or contractor, its shareholders and directors,

or only the shareholders and directors who acted on a fraudulent basis, be

restricted from obtaining business from any organ of state for a period not

exceeding 10 years, after the audi alteram partem (hear the other side) rule has

been applied; and

(e) forward the matter for criminal prosecution, if deemed necessary.

..............................................

Signature(s) of tenderer(s)

Surname and name: ................................................................

Date: ...............................................................

Address: ...............................................................

...............................................................

...............................................................

...............................................................

1. Definitions 1. The following terms shall be interpreted as indicated:

1.1 “Closing time” means the date and hour specified in

the bidding documents for the receipt of bids.

1.2 “Contract” means the written agreement entered into

between the purchaser and the supplier, as recorded in

the contract form signed by the parties, including all

attachments and appendices thereto and all documents

incorporated by reference therein.

1.3 “Contract price” means the price payable to the supplier

under the contract for the full and proper performance

of his contractual obligations.

1.4 “Corrupt practice” means the offering, giving, receiving, or

soliciting of anything of value to influence the action of a

public official in the procurement process or in contract

execution.

1.5 "Countervailing duties" are imposed in cases where an

enterprise abroad is subsidized by its government and

encouraged to market its products internationally.

1.6 “Country of origin” means the place where the goods

were mined, grown or produced or from which the services

are supplied. Goods are produced when, through

manufacturing, processing or substantial and major

assembly of components, a commercially recognized

new product results that is substantially different in basic

characteristics or in purpose or utility from its components.

1.7 “Day” means calendar day

1.8 “Delivery” means delivery in compliance of the conditions

of the contract or order.

1.9 “Delivery ex stock” means immediate delivery directly

from stock actually on hand.

1.10 “Delivery into consignees store or to his site” means

delivered and unloaded in the specified store or depot

or on the specified site in compliance with the conditions

If a bidder breaches the conditions of this bid and, as a result of that breach, the HSRC

incurs costs or damages (including, without limitation, the cost of any investigations,

procedural impairment, repetition of all or part of the bid process and/or enforcement of

intellectual property rights or confidentiality obligations), then the bidder indemnifies and

holds the HSRC harmless from any and all such costs which the HSRC may incur and

for any damages or losses the HSRC may suffer.

17. Precedence

This document will prevail over any information provided during any briefing session

whether oral or written, unless such written information provided, expressly amends this

document by reference.

18. Limitation of liability

A bidder participates in this bid process entirely at its own risk and cost. The HSRC shall

not be liable to compensate a bidder on any grounds whatsoever for any costs incurred

or any damages suffered as a result of the Bidder’s participation in this Bid process.

19. Tax compliance

No tender shall be awarded to a bidder who is not tax compliant. The HSRC reserves the

right to withdraw an award made, or cancel a contract concluded with a successful bidder

in the event that it is established that such bidder was in fact not tax compliant at the time

of the award, or has submitted a fraudulent Tax Clearance

a) Certificate to the HSRC, or whose verification against the Central Supplier Database

(CSD) proves non-compliant. The HSRC further reserves the right to cancel a contract

with a successful bidder in the event that such bidder does not remain tax compliant

for the full term of the contract.

20. Tender defaulters and restricted suppliers

No tender shall be awarded to a bidder whose name (or any of its members, directors,

partners or trustees) appear on the Register of Tender Defaulters kept by National

Treasury, or who have been placed on National Treasury’s List of Restricted Suppliers.

The HSRC reserves the right to withdraw an award, or cancel a contract concluded with

a Bidder should it be established, at any time, that a bidder has been blacklisted with

National Treasury by another government institution.

21. Availability of funds

Should funds no longer be available to pay for the execution of the responsibilities of this

bid, the HSRC may terminate the Agreement at its own discretion or temporarily suspend

all or part of the services by notice to the successful bidder who shall immediately make

arrangements to stop the performance of the services and minimize further expenditure:

Provided that the successful bidder shall thereupon be entitled to payment in full for the

services delivered, up to the date of cancellation or suspension.

22. Confidentiality clause

Except as may be required by operation of law, by a court or by a regulatory authority having

appropriate jurisdiction, no information contained in or relating to this bid or a bidder’s tender(s) will

be disclosed by any bidder or other person not officially involved with HSRC’s examination and

evaluation of a tender. The process being fully compliant with the HSRC’s Protection of Personal

Information Policy of 2023.

No part of the bid may be distributed, reproduced, stored or transmitted, in any form or by any

means, electronic, photocopying, recording or otherwise, in whole or in part except for the purpose

of preparing a tender. This bid and any other documents supplied by HSRC remain proprietary to

HSRC and must be promptly returned to HSRC upon request together with all copies, electronic

versions, excerpts, or summaries thereof or work derived there from.

Throughout this bid process and thereafter, bidder(s) must secure HSRC’s written approval prior

to the release of any information that pertains to (i) the potential work or activities to which this bid

relates; or (ii) the process which follows this bid. Failure to adhere to this requirement may result

in disqualification from the bid process and civil action.

No confidential information relating to the process of evaluating or adjudicating tenders or

appointing a bidder will be disclosed to a bidder or any other person not officially involved with such

process

Sbd1

Part a

Invitation to bid

You are hereby invited to bid for requirements of the (name of department/

Public entity)

25 September CLOSING 11:00

Bid number: HSRC/10/2026/27 closing date: 2026 time: AM

Appointment of a service provider to conduct employee

Description verification to the hsrc for a period of four (4) years

Bid response documents may be deposited in the bid box situated at (street

Address)

HSRC Building

134 Pretorius Street

Pretoria

0002

Bidding procedure enquiries may be technical enquiries may be

Directed to directed to:

CONTACT PERSON Bid Section CONTACT PERSON

Telephone

Number 012 302 2180 telephone number

FACSIMILE NUMBER n/a FACSIMILE NUMBER n/a

E-MAIL ADDRESS [email protected] E-MAIL ADDRESS

Supplier information

Name of bidder

Postal address

Street address

Telephone

Number code number

Cellphone

Number

Facsimile

Number code number

E-mail address

VAT registration

Number

Supplier tax central

Compliance compliance supplier

Or

Status system pin: database

No: MAAA

B-bbee status tick applicable box] b-bbee status [tick

Level level sworn applicable

Verification affidavit box]

CERTIFICATE Yes No

Yes

No

[A b-bbee status level verification certificate/ sworn affidavit (for emes &

QSEs) MUST BE SUBMITTED IN ORDER TO QUALIFY FOR PREFERENCE POINTS FOR B-

Bbee]

1 are you the

2 are you a

Accredited

Foreign based

REPRESENTATIVE Yes No

Supplier for the

IN SOUTH AFRICA Yes No

Goods /services

For the goods [if yes, answer

/Works offered?

/Services /works [if yes enclose proof] part b:3 ]

Offered?

Questionnaire to bidding foreign suppliers

Is the entity a resident of the republic of south africa (RSA)?

Yes NO

Does the entity have a branch in the RSA?

Yes NO

Does the entity have a permanent establishment in the RSA?

Yes NO

Does the entity have any source of income in the RSA?

Yes NO

Is the entity liable in the RSA for any form of taxation?

Yes NO

If the answer is “NO” to all of the above, then IT is not a requirement to

Register for a tax compliance status system pin code from the south

African revenue service (SARS) and if not register as per 2.3 Below.

Part b

Terms and conditions for bidding

1. Bid submission:

1.1. Bids must be delivered by the stipulated time to the correct address. Late

Bids will not be accepted for consideration.

1.2. All bids must be submitted on the official forms provided–(not to be re-

Typed) or in the manner prescribed in the bid document.

1.3. This bid is subject to the preferential procurement policy framework

Act, 2000 and the preferential procurement regulations, 2017, the general

Conditions of contract (gcc) and, if applicable, any other special

Conditions of contract.

1.4. The successful bidder will be required to fill in and sign a written

Contract form (sbd7).

2. Tax compliance requirements

2.1 Bidders must ensure compliance with their tax obligations.

2.2 Bidders are required to submit their unique personal identification

Number (pin) issued by SARS to enable the organ of state to verify the

Taxpayer’s profile and tax status.

2.3 Application for tax compliance status (tcs) pin may be made via e-filing

Through the SARS website www.SARS.GOV.ZA.

2.4 Bidders may also submit a printed tcs certificate together with the bid.

2.5 In bids where consortia / joint ventures / sub-contractors are involved,

Each party must submit a separate tcs certificate / pin / csd number.

2.6 Where NO tcs is available but the bidder is registered on the central

Supplier database (csd), a csd number must be provided.

2.7 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 persons in the service of the state.”

Nb: failure to provide / or comply with any of the above particulars

May render the bid invalid.

Signature of bidder: ...................................................

Capacity under which this bid is signed:.............................................

(Proof of authority must be submitted e.g. company resolution)

Date: ...................................................

Sbd 4

Bidder’s disclosure

1. Purpose of the form

Any person (natural or juristic) may make an offer or offers in terms of this invitation to bid. In

line with the principles of transparency, accountability, impartiality, and ethics as enshrined in

the Constitution of the Republic of South Africa and further expressed in various pieces of

legislation, it is required for the bidder to make this declaration in respect of the details required

hereunder.

Where a person/s are listed in the Register for Tender Defaulters and / or the List of Restricted

Suppliers, that person will automatically be disqualified from the bid process.

2. Bidder’s declaration

2.1 Is the bidder, or any of its directors / trustees / shareholders / members / partners or any person

having a controlling interest1 in the enterprise,

employed by the state? YES/NO

1.1.1 If so, furnish particulars of the names, individual identity numbers, and, if applicable, state

employee numbers of sole proprietor/ directors / trustees / shareholders / members/ partners or

any person having a controlling interest in the enterprise, in table below.

Full Name Identity Number Name of State institution

2.2 Do you, or any person connected with the bidder, have a relationship with any person who is

employed by the procuring institution? YES/NO

2.2.1 If so, furnish particulars:

................................................................................................

................................................................................................

1 the power, by one person or a group of persons holding the majority of the equity of an enterprise, alternatively,

the person/s having the deciding vote or power to influence or to direct the course and decisions of the

enterprise.

2.3 Does the bidder or any of its directors / trustees / shareholders / members / partners or any

person having a controlling interest in the enterprise have any interest in any other related

enterprise whether or not they are bidding for this contract? YES/NO

2.3.1 If so, furnish particulars:

........................................................................................

........................................................................................

6.2 Stage 1: functionality evaluation criteria

The functionality criteria aim to assess the bidder’s capability, reliability and ability to execute and

maintain a bid and / or contract. Stage 1.Functionality will be evaluated in two phases- Phase 1:

Desktop evaluation, and phase 2: System demonstration. Phase 1: minimum of 80% of 80 points

that bidders have to obtain in order to progress to phase 2. Bids that score less than 80% on stage

1 will be disqualified and will not progress to phase 2: System demonstration.

6.2.1 Phase 1: Desktop evaluation

Table 5: Phase 1- Desktop evaluation

Criteria Description Weight

1 Experience & Proof that the bidder has been providing background screening 40

• Verification workflow (initiation to reporting).

• Turnaround times per verification category.

• Quality assurance and accuracy mechanisms.

• Escalation process for disputes or adverse findings.

• POPIA compliance and data security protocols.

• Business continuity and disaster recovery plans.

contract by reference and that the HSRC relies upon the bidder’s Tender as a material

representation in making an award to a successful bidder and in concluding an agreement

with the bidder.

a) It follows therefore that misrepresentations in a Tender may give rise to service

termination and a claim by the HSRC against the bidder notwithstanding the

conclusion of the Service Level Agreement between the HSRC and the bidder for

the provision of the Service in question. In the event of a conflict between the

bidder’s proposal and the Service Level Agreement concluded between the parties,

the Service Level Agreement will prevail.

incurs costs or damages (including, without limitation, the cost of any investigations,

procedural impairment, repetition of all or part of the bid process and/or enforcement of

intellectual property rights or confidentiality obligations), then the bidder indemnifies and

holds the HSRC harmless from any and all such costs which the HSRC may incur and

for any damages or losses the HSRC may suffer.

The HSRC has set minimum standards (Stages) that a bidder needs to meet in order to be evaluated

and selected as a successful bidder. The minimum standards consist of the following:

Table 3: Evaluation stages

Pre-qualification criteria Technical Evaluation Price and Preference Point

(Stage 0) Criteria (Stage 1) Systems Evaluation (Stage 2)

Bidders must submit all This stage has two phases. Bidder(s) will be evaluated using

documents as on pre- Phase 1 Bidder(s) are required the 80/20 preference points

to achieve a minimum of 80% of system. 80 points will representqualification criteria. Only

80 points order to proceed to price and 20 points willbidders that comply with ALL

phase 2 represent preference points

these criteria will proceed to Phase 2 to achieve a minimum

the next stage. of 70% of 20 points order to

proceed to Stage 2 (Price and

Preference Point Systems).

6.1 Stage 0- Pre-qualification Criteria

The following pre-qualification criteria will be applied in the initial stage of the evaluation. Bidders who

do not meet these requirements will not proceed to the next stage of the evaluation.

Bidders must submit documents required in table 5 in order for BEC to evaluated and test the bidder’s

legal suitability to provide services to the HSRC

Table 4: Documents that must be submitted for Pre-qualification

Document that must be Non-submission will result in immediate disqualification?

submitted

Invitation to Bid – SBD 1 Yes Complete and sign the supplied pro forma document

Declaration of Interest – SBD 4 Yes Complete and sign the supplied pro forma document

Preference Point Claim Form – No Non-submission will lead to a zero (0) score on specific

SBD 6.1 goals

National Association of Yes Proof of membership/accreditation

Professional Background

Screeners (NAPBS)

Southern African Fraud Yes Proof of membership/accreditation

Prevention Service (SAFPS)

Registration on Central No Service provider must be registered with Central Supplier

Database (CSD). If you are not registered proceed toSupplier Database (CSD)

complete the registration of your company prior to

submitting your proposal. Visit https://secure.csd.gov.za/

to obtain your vendor number.

Submit proof of registration

General Conditions of Contract Yes Initial each page and sign

6.2 Stage 1: functionality evaluation criteria

The functionality criteria aim to assess the bidder’s capability, reliability and ability to execute and

maintain a bid and / or contract. Stage 1.Functionality will be evaluated in two phases- Phase 1:

Desktop evaluation, and phase 2: System demonstration. Phase 1: minimum of 80% of 80 points

that bidders have to obtain in order to progress to phase 2. Bids that score less than 80% on stage

1 will be disqualified and will not progress to phase 2: System demonstration.

6.2.1 Phase 1: Desktop evaluation

Table 5: Phase 1- Desktop evaluation

Criteria Description Weight

1 Experience & Proof that the bidder has been providing background screening 40

Track Record and vetting services in academic and/or research institutions. A

bidder must submit a company profile demonstration experience in

the academic and/ research institutions. The company profile must

demonstrate experience in chronological order, showing client

name, nature of service and the year.

Points allocation:

• Less than 10 years = 5 points

• 10 – 14 Years = 15 points

• 15 – 19 Years = 30 points

• 20 years and above = 40 points

2 Company Provide four (4) relevant and contactable reference letters where 25

reference the background screening service has been successfully

letters implemented in the past five (5) years.

Reference letters will only be considered valid if they meet the

following criteria:

• if on an official client letterhead.
• if it makes reference to provision of background screening

and vetting services.

• if not older than 5 years.
• if signed and dated by relevant personnel

Points allocation:

• No letters or letters not meeting requirements = 0

• 1 Letter = 5

• 2 Letters = 10

• 3 Letters = 15

• 4 Letters = 25

3 Service Delivery Demonstrate how background screening and verification 15

Methodology services will be delivered, including:

• Verification workflow (initiation to reporting).

• Turnaround times per verification category.

• Quality assurance and accuracy mechanisms.

• Escalation process for disputes or adverse findings.

• POPIA compliance and data security protocols.

• Business continuity and disaster recovery plans.

Points allocation:

• Poor (vague, no specifics) = 0

• Fair (some detail, but incomplete) = 5

• Good (comprehensive, logical) = 10

• Excellent (detailed, innovative, includes SLAs, QA, and

contingency) = 15

6.2.2 Phase 2 LIVE DEMONSTRATION ASSESSMENT (20 POINTS)

The live demonstration is a critical phase to meant test and evaluate the system capability of bidder/s.

Shortlisted bidder/s will be required to conduct a live, interactive demonstration of their platform and

service delivery capability before the HSRC evaluation committee

a) Demonstration Objectives

The demonstration must illustrate:

a) The user experience for HSRC personnel submitting and tracking verification requests.

b) The speed and accuracy of verification responses.

c) The flexibility to configure workflows and user permissions.

d) The reporting and analytics capabilities.

e) .

f) The data security and POPIA compliance mechanisms.

Bidders must score a minimum of 70% of 20 points in order to progress to be evaluated for price and