Analysis of annual performance plans for national and provincial departments (7-Month contract, 2027/2028)

Project scope: Procurement of a service provider to conduct analysis of the annual performance plans (APPs) of national and provincial departments for a period of 7 months during the 2027/2028 financial year. Project estimated start date: November 2026.

• Bid closing date and time: As specified in SBD1 (refer to tender record).
• Compulsory briefing session date/time (if applicable): As specified in SBD1.
• Project estimated start date: November 2026.
• Project duration: 7 months.

Compulsory briefing session (if applicable):

• Date and time specified in SBD1.
• Attendance is mandatory for bid consideration.
• Refer to SBD1 for details.

• SCM Contact: Ms. Nonkululeko Solontsi
• Email: [email protected], [email protected]
• Department: Department of Women, Youth and Persons with Disabilities (DWYPD)

Submission requirements:

• Submit 1 original and 5 copies of the proposal.
• Submit 1 original price proposal and SBDs.
• Use attached Excel templates for Annexures B1 to B4. Handwritten annexures will be rejected.
• Late bids will not be accepted.
• Bids must be valid for 120 days after closing date.
• Attendance at compulsory briefing session (if applicable) is mandatory for bid consideration.
• All required bid documents must be submitted for administrative compliance.

Disqualification risks:

• Non-attendance at compulsory briefing (if specified).
• Late submission.
• Incomplete or handwritten annexures.
• Failure to meet administrative requirements.

Required documents:

• 1 original and 5 copies of the proposal.
• 1 original price proposal and SBDs.
• Annexures B1-B4 (Excel templates only; handwritten submissions rejected).
• Published Terms of Reference (including Annexure A).
• All other forms/certificates as specified in bid documents.

Scope:

• Conduct analysis of annual performance plans (APPs) of national and provincial departments.
• Project duration: 7 months (2027/2028 financial year).

Team composition requirements:

• Roles: Monitoring & Evaluation specialist, Sector expert(s) (Gender/Youth/Disability), Project manager, Policy Analyst(s).
• One team member may fulfill multiple roles.
• Team members must be available for the project duration and play a meaningful role.
• Replacement of team members requires DWYPD consultation and must match PDI profile/qualifications.

Deliverables:

• Detailed project plan with deliverable dates (Annexure B3).
• All outputs as specified in the Terms of Reference.

Empowerment requirements:

• 30% of person-days allocated to Previously Disadvantaged Individuals (PDIs: Black, Indian, Coloured).
• 40% of person-days allocated to women OR 30% to youth (≤35 years) OR 7% to persons with disabilities.
• 30% of fully inclusive resource cost allocated to Black PDIs.

Methodology requirements:

• Proposal must include a detailed project plan with deliverable dates (Annexure B3).
• Project duration in the proposal is binding (except for delays beyond bidder’s control).
• Evaluation criteria for methodology:
• Alignment to purpose and objectives (min score: 3).
• Innovation and added value (score: 4).
• Costing methodology must be realistic and aligned to scope/timeframes (min score: 3).

Team requirements:

• Qualifications and experience:
• Monitoring & Evaluation specialist: Minimum Master’s in social science/public management (PhD advantageous), 5+ projects in M&E or Government Wide Planning.
• Sector expert (Gender/Youth/Disability): Minimum Diploma/Degree in relevant field (Postgraduate advantageous), 5+ years’ experience.
• Project manager: Minimum certificate in project management (tertiary qualification advantageous), 3+ successfully managed projects.
• Policy Analyst: Minimum Degree in Public Policy/Economics/Political Science (Master’s advantageous), 5+ years’ experience.
• Submission requirements per team member:
• Written confirmation of availability for project duration.
• Detailed CV with qualifications, experience, and contactable references.
• Copies of qualifications (foreign qualifications must be SAQA-evaluated).
• Past performance: DWYPD may verify experience and reserves the right to reject bids with unsatisfactory past performance.

Pricing requirements:

• Prices must be inclusive of VAT (if applicable).
• Must cover all costs for deliverables in the ToR.
• No price variations permitted.
• Use Annexure B4 (Excel template) for cost summary.

• Pricing must be inclusive of VAT (if VAT registered).
• Prices must cover all costs to execute deliverables in the ToR.
• No price variations permitted after submission.
• Use Annexure B4 (Excel template) for pricing summary.
• Fixed-price contract for the duration of the project.

• Administrative compliance: Submit all required annexures (B1-B4) in Excel format. Handwritten submissions rejected.
• Team qualifications: Submit written confirmation of availability, detailed CVs, copies of qualifications, and contactable references for all team members.
• Foreign qualifications: Must be evaluated by SAQA.
• B-BBEE: Empowerment requirements for team composition (PDI, gender, youth, disability, spend) as specified.
• Past performance: Satisfactory execution of similar projects required. DWYPD may verify with third parties.
• Bid validity: 120 days post-closing date.
• Compulsory briefing: Attendance required (if applicable).

B-BBEE empowerment requirements for team composition:

• 30% of person-days allocated to Previously Disadvantaged Individuals (PDIs: Black, Indian, Coloured).
• 40% of person-days allocated to women OR 30% to youth (≤35 years) OR 7% to persons with disabilities.
• 30% of fully inclusive resource cost allocated to Black PDIs.
• All experts must meet minimum criteria to score.

Additional contractual terms:

• SLA and National Treasury GCC apply.
• DWYPD standard SLA template available on DWYPD tender website; bidders must familiarise themselves with it.

Special conditions:

• No late bids accepted.
• Compulsory briefing attendance required (if specified).
• Bids must remain valid for 120 days after closing date.

Evaluation method: Two-part functional evaluation (quantitative and qualitative) followed by Price/Specific Goals evaluation under the Preferential Procurement Framework Act. Scoring uses weighted criteria (1-4) with minimum thresholds. Only bids meeting all minimum scores advance. Evaluation method (80/20 or 90/10) and preference points are specified in SBD 6.1.

Closing date: 21 July 2026 at 11:00. No compulsory briefing session is scheduled.

Enquiries may be directed to the Head of Procurement Services at: 268 Lilian Ngoyi Street, Fedsure Forum Building, 1st Floor, Pretoria Central, 0002. Email: [email protected]. Tel: 012 359 0320.

Submit bids by the closing date and time (21 July 2026, 11:00) to the bid box at: 268 Lilian Ngoyi Street, Fedsure Forum Building, 1st Floor, Reception, Pretoria Central. The bid box is accessible on working days between 08:00 and 17:00. Bids must be submitted on official forms provided (do not re-type). Late or incomplete bids may be rejected. Required documents: CSD Registration Report (not older than 30 days), SBD 1 (Invitation to Bid), SBD 4 (Declaration of Interest), SBD 6.1 (Preference Points Claim), Valid B-BBEE Certificate (SANAS-accredited or sworn affidavit for EMEs/QSEs), SBD 6.2 (Local Production and Content Declaration, if applicable), and any additional documents specified in the Terms of Reference. Only suppliers registered on CSD may bid. All CSD information must be up to date.

The scope is to provide a service provider to conduct analysis of the annual performance plans of national and provincial departments for a period of seven (7) months during the 2027/2028 financial year. Functional requirements are detailed in the Terms of Reference (ToR). Only service providers meeting all functional/specification requirements will proceed to the PPPFA evaluation phase.

DWYPD reserves the right to verify the following for each bidder: citizenship status (individuals), company information, criminal records (individuals), previous tender and government contract track records, government employment status (individuals), company/close corporation ownership/membership, suitability to handle confidential government information, qualifications of bidders/contractors/team members, and any other information in the bid documents.

All quoted prices must be inclusive of VAT and valid for 120 days from the closing date. Prices dependent on exchange rates must reference the rate used. Price escalations and conditions must be clearly indicated. No variation of contract price or scope creep is permitted unless allowed in the ToR/specifications. Payment of valid invoices will be made within 30 calendar days.

Bidders must be registered on the Central Suppliers Database (CSD) with up-to-date information, including tax compliance status, B-BBEE Level, turnover, ownership details, and verified banking details. Tax compliance: Submit a TCS certificate or PIN (via SARS e-filing) or provide a CSD number if registered. Foreign bidders with no South African tax obligations are exempt but must complete a SARS pre-award questionnaire. Consortia/joint ventures must submit separate TCS certificates/PINs/CSD numbers for each party. Bidders must not be persons in the service of the state or entities with directors/members in state service. Bidders must declare any conflicts of interest (SBD 4) and provide proof of B-BBEE status (SANAS-accredited certificate or sworn affidavit for EMEs/QSEs).

The Service Provider must ensure all work and equipment used at DWYPD facilities comply with the Occupational Health and Safety Act, 1993, and DWYPD’s standard instructions. All staff must be adequately trained before project commencement. DWYPD reserves the right to vet all personnel working on the project. Changes in staff must be reported to DWYPD.

The successful bidder must sign a written contract (SBD 7 or as directed). The Service Provider undertakes to: conduct business professionally, provide requested documentation, comply with employment legislation (UIF, PAYE, etc.), manage internal disputes without affecting DWYPD, comply with DWYPD security and emergency policies, ensure OHS Act compliance for work and equipment, train staff adequately, inform DWYPD of staff changes, store and hand over project data confidentially, and not incur expenses without a government purchase order. DWYPD undertakes to manage contracts professionally, provide necessary information, not accept liability for damages or unagreed expenses, and pay valid invoices within 30 days. Non-compliance may result in penalties, contract cancellation, or legal action.

Evaluation is governed by the PPPFA and Preferential Procurement Regulations (2017). The 80/20 preference point system applies unless all bids exceed R50,000,000, in which case the 90/10 system is used. Points are awarded for Price (80 or 90) and Specific Goals (20 or 10). Specific Goals include: Black Women Owned (3 points), Black Disability Owned (3 points), Black Youth Owned (3 points), Black Owned (1 point). Only bids meeting all administrative and functional requirements proceed to evaluation. The Bid Evaluation Committee may adjust scores based on presentations. Collusion or influence attempts may result in disqualification.