Sheq management software installation & support for aidc sites (36 months)

Closing date: 1 April 2026.

Department: SUPPLY CHAIN MANAGEMENT. No specific contact person, email, phone, or address provided.

Returnable Documents: Submit the completed SBD4 Bidder's Disclosure form. Ensure the declaration is signed and dated. Bids will be disqualified if the disclosure is not true and complete. Do not disclose bid terms to competitors before the official bid opening.

Required returnable document: Completed SBD4 Bidder's Disclosure form. The form requires disclosure of: State employment of bidder or its directors/trustees/shareholders/members/partners. Relationships with employees of the procuring institution. Interests in other related enterprises. A signed declaration certifying independent bidding, no collusion, and understanding of penalties for false declarations.

Bidders cannot be listed on the Register for Tender Defaulters or List of Restricted Suppliers. Bidders must truthfully complete the SBD4 disclosure form. Failure to provide true and complete information will result in disqualification. The bid must be prepared independently without consultation with competitors.

No technical specifications for the SHEQ software system found in the provided text.

Bidders must complete the SBD4 Bidder's Disclosure form. Disqualification applies if listed on the Register for Tender Defaulters or the List of Restricted Suppliers. Declaration covers state employment, relationships with procuring institution officials, and interests in other enterprises.

Bids will be evaluated for compliance with the SBD4 declaration requirements, including independence from competitors and absence of collusion.

• Gauteng Ethics Hotline: Toll-free 080 1111 633, SMS call-back 49017, Email [email protected], Fax 086 726 1681, Website www.thehotline.co.za.
• National Anti-Corruption Hotline: Toll-free 0800 701 701, Email [email protected], Fax 0800 204 965, Website www.publicservicecorruptionhotline.org.za.
• Physical addresses for reports: Office of the Premier at 55 Marshall Street, Marshalltown, Johannesburg, 2001; and Public Service Commission Gauteng Provincial Office at Schreiner Chambers, 6th Floor, 94 Pritchard Street, Johannesburg.

• The Integrity Pact is a mandatory part of the tender document.
• It must be signed by the Chief Executive Officer of the bidding company or an authorised representative.
• Submit the signed Integrity Pact along with your tender submission.
• If the winning bidder has not submitted a signed Integrity Pact, the tender will be disqualified.

The bidder must be legally compliant and have a clean ethical record: no court convictions for fraud/corruption in procurement, theft, or extortion; not listed on the National Treasury's Restricted Suppliers or Register of Tender Defaulters; and must have the CEO or authorized representative sign the Integrity Pact.

• The Integrity Pact is a pre-contract agreement to ensure a fair, transparent, and corruption-free procurement process.
• Both parties must comply with all applicable laws and regulations regarding fair competition and anti-corruption.
• Both parties must comply with all applicable environmental, health, and safety regulations.
• Both parties must protect the confidentiality of information accessed during the business relationship.
• Bidders are expected to adhere to ethical conduct and protect the government's reputation.

• The bidder warrants that it has not been convicted for fraud, corruption, theft, or extortion related to procurement.
• The bidder must not be listed on the National Treasury’s database of Restricted Suppliers or Register of Tender Defaulters.
• The bidder must not collude with other bidders or engage in any anti-competitive practices.
• In case of sub-contracting, the Principal Contractor must ensure the sub-contractor adopts the Integrity Pact.
• The bidder must report any unethical conduct or violations to the Gauteng Ethics Hotline.
• The bidder must avoid conflicts of interest and must not engage in monetary dealings with tender committee members or GPG officials.

• The Integrity Pact requires both parties to comply with all applicable environmental, health, and safety regulations.
• The bidder commits to ethical business practices and refrains from offering bribes or inducements.
• The bidder must not collude with other parties or engage in anti-competitive behaviour.
• The bidder must report violations and warrants it has no relevant criminal convictions or listings on restricted supplier databases.
• Conflicts of interest must be avoided, including no monetary dealings with GPG officials.

• Both parties must protect the confidentiality of information.
• Breach of the Pact or provision of false information by the bidder will result in administrative charges and penal actions as per relevant laws.
• Violations will be dealt with under the Prevention and Combating of Corrupt Activities Act.

• The GPG commits to fairness and equity in the tender process.
• Officials will not accept any inducements for advantage during bidding, evaluation, contracting, or implementation.
• The GPG values suppliers with a reputation for fair dealing and quality delivery.

• Closing date: 22 July 2026.
• Closing time: 11:00.
• RFQ validity period: 90 business days from closing date.
• No briefing session is scheduled.

• No briefing session is scheduled for this RFQ.

• For general RFQ enquiries and submissions: [email protected].
• SCM Department contact number: 012 564 5001.
• Department requested: SHEQ.
• Submission email: [email protected].
• Important: Do not copy any AIDC personnel on your submission email; doing so will lead to disqualification.

• Submit your quotation via email to [email protected].
• Closing date: 22 July 2026 at 11:00.
• Do not copy any AIDC personnel on your submission email; doing so will lead to disqualification.
• Your quotation must be submitted using the RFQ document provided; submissions on your own letterhead only will not be considered.
• You must fully complete and sign the attached SBD forms (SBD 4, 6.1, 6.2). Failure to complete SBD 4 will result in disqualification; incomplete SBD 6.1 and 6.2 will result in zero points.
• The pricing schedule must be fully completed and signed; an incomplete form will lead to disqualification.
• All prices must be firm, inclusive of all costs plus VAT, and valid for at least 90 days from the closing date.
• No changes to your quotation are permitted after the closing date.
• All purchases require an official AIDC Purchase Order; do not deliver goods or services without one.

• Complete bidder details: company name, contact person, telephone, cell, fax, email.
• Provide consent for POPIA compliance.
• Tick and attach required documents: SARS Pin, B-BBEE affidavit/certificate, SBD 6.1, SBD 6.2, Integrity Pact, SBD 4, pricing schedule, and two reference letters for SHEQ software services.
• Sign certification confirming accuracy and acceptance of AIDC terms.

Must be registered on National Treasury's Central Supplier Database (CSD) with active status. Must provide valid B-BBEE certificate or sworn affidavit (DTI/CIPC template). Must submit SARS PIN, integrity pact, and declaration of interest (SBD 4). Must have successfully provided SHEQ management software services to at least two other companies (reference letters required).

• Scope: Supply, install, and support a SHEQ (Safety, Health, Environment, Quality) management software system for all AIDC sites for 36 months.
• The system must provide:

• Real-time dashboards for user performance, incident statistics, non-conformance, waste streams, customer complaints, inspections compliance, training matrix, risk dashboards, document change requirements, and year planners.
• Subscription for 25 users.
• Backup access and remote support.
• Utility training and setup.
• Ongoing support including maintenance, updates, and troubleshooting.
• Software license with access to a cloud-based platform.
• User documentation and technical support.
• Minimum 30GB disk storage.

• The system must enable AIDC to manage compliance, risks, and continuous improvement across all sites.

• The system should adopt a dashboard approach, providing real-time information to assist in effective business decision-making.

• Pre-qualification requirement: Provide two reference letters from companies where you have successfully installed and supported SHEQ management software systems.

• The SHEQ software must track and report on: user performance, standard operating procedures, ISO documents, incident statistics, non-conformance statistics, waste streams, customer complaints, inspections compliance, and training matrix compliance.

• Submit a detailed pricing schedule with firm prices in ZAR (excl. VAT) for:

• Once-off installation for 25 users.
• Once-off training for 25 users.
• Monthly support and maintenance for 36 months.
• Yearly software license for 3 years.

• Indicate delivery period in weeks.
• All prices must be valid for 90 days from closing.

• Submit firm prices in South African Rand (R), exclusive of VAT.
• Pricing schedule must detail costs for:

• Once-off installation for 25 users.
• Once-off training for 25 users.
• Monthly support and maintenance for 36 months.
• Yearly software license for 3 years.

• All prices must be inclusive of all costs, with VAT shown separately by VAT-registered vendors.
• Prices must be valid for at least 90 days from the closing date.
• No price alterations are permitted after the closing date.
• The 80/20 preference point system applies (price = 80 points).

• Mandatory registration on the National Treasury Central Supplier Database (CSD). Provide your CSD number.
• Valid B-BBEE certificate or sworn affidavit (using DTI/CIPC template) required. Must be active (not expired).
• For B-BBEE points: Submit affidavit or SANAS-accredited verification certificate. Points awarded: Level 1 (20), Level 2 (15), Level 3 (10), Level 4 (5).
• EMEs (annual revenue ≤ R10 million) must submit a sworn affidavit confirming revenue and black ownership.
• QSEs (annual revenue R10–50 million) must submit a sworn affidavit or B-BBEE certificate confirming revenue and black ownership.
• Submit SARS Pin for tax status verification.
• Complete SBD 6.1 and SBD 6.2 forms for preferential points and local content declarations.
• Note: For construction-related services, a Safety File and compliance with CIDB grading may be required upon appointment.

• B-BBEE points are awarded based on status level: Level 1 (20 points), Level 2 (15), Level 3 (10), Level 4 (5).
• Submit valid affidavit (DTI/CIPC) or SANAS-accredited verification certificate as evidence.
• EMEs and QSEs must submit sworn affidavits confirming revenue and black ownership to claim points.

• Note: For construction-related services, the successful contractor must submit a Safety File to AIDC before commencing work and comply with relevant CIDB grading requirements.

• Quotes are subject to Government Procurement General Conditions of Contract; do not qualify with your own conditions.
• Prices must be firm, inclusive of all costs plus VAT, valid for 90 days.
• No changes to bid rates after closing date.
• AIDC reserves right to validate submitted information.
• Deliver goods only to specified address.
• Purchases require official AIDC Purchase Order.
• Complete and sign SBD 4, 6.1, 6.2; failure may lead to disqualification or zero points.

• Mandatory CSD registration; AIDC cannot do business with unregistered suppliers.
• Ensure B-BBEE certificate or affidavit is valid (active status).
• For construction services, prepare a Safety File and comply with CIDB grading upon appointment.

• Evaluation criteria include compliance, pre-qualification (two reference letters for SHEQ software services), price (80 points), and specific goals (20 points).
• Mandatory documents: SARS Pin, B-BBEE affidavit/certificate, SBD 6.1, SBD 6.2, Integrity Pact, SBD 4, pricing schedule, and pre-qualification reference letters.
• The 80/20 preference point system applies, with specific goals scored based on B-BBEE status level.