Agriseta internal audit software procurement

Closing date: 02 December 2026 at 11:00

Briefing session: none (no compulsory briefing or site visit)

Bid validity period: 120 days from closing date

Bidding procedure enquiries

• Contact: Dineo Dhlongolo
• Telephone: 012 301 5616
• Email: [email protected]

Technical enquiries

• Contact: Dineo Dhlongolo
• Telephone: 012 301 5678
• Email: [email protected]

General enquiries

• Email: [email protected]
• Telephone: (012) 301 5600
• Fax: (012) 325 1677

Submission address

• AgriSETA House
• 529 Belvedere Street
• Arcadia
• Pretoria, 0083

Postal address

• P O Box 23378
• Gezina, 0031

Fraud and corruption reporting

• Contact: Kubenokuthula Ndlovu, Chief Risk Officer
• Telephone: (012) 301 5687
• Email: [email protected]
• Anti-Corruption Hotline: 0800 869 624
• Email: [email protected]

Submission channel and format

• Method: deposit in the bid box at AgriSETA Offices, 529 Belvedere Street, Arcadia, Pretoria, 0083, attention SCM Manager
• Copies: one (1) original, two (2) copies and one (1) soft copy on a memory stick
• Price proposal: submit separately from the technical proposal
• Labelling: documents must be clearly labelled "Original" and "Copy"
• Company profile: must accompany the bid proposal
• Briefing session: none; email enquiries to [email protected]
• Bid validity: 120 days
• Late bids: not accepted

Disqualification risks

• Bid received after 11:00 on 02 December 2026
• Any SBD form left unsigned or incomplete
• Total bid price not inclusive of VAT
• Price not fixed for the full three-year period
• Missing mandatory technical requirement documents

Returnable forms — all must be completed, signed and submitted

• SBD 1 (Invitation to Bid): bidder particulars and signed offer
• SBD 3.1 (Pricing Schedule – Firm Prices): firm price offer
• SBD 4 (Declaration of Interest): state employment and conflict-of-interest disclosures
• SBD 6.1 (Preference Points Claim): specific goals points claim

Evaluation stages

• Phase 1: mandatory technical requirements — valid OEM accreditation letter; failure disqualifies the bidder
• Phase 2: functionality, minimum qualifying score 60/100
• Phase 3: system demonstration and presentation for bidders scoring 60 points or more
• Phase 4: price and specific goals

Scoring split

• Functionality total: 100 points
• Company experience: 10 points
• Trainer CVs and qualifications: 5 points
• Implementation support plan (12 months): 5 points
• Customisation of audit templates and reports: 15 points
• Internal audit methodology: 25 points
• Information sharing: 15 points
• Integration with existing systems: 5 points
• Data analytics: 10 points
• Infrastructure requirements: 10 points
• Price: 80 points
• Specific goals: 20 points
• Phase 4 total: 100 points

Preference point system: 80/20

• Bidders who do not complete SBD 6.1 or do not wish to claim specific goals are not disqualified; they score price only and 0 for specific goals

Procurement: internal audit software for the AgriSETA internal audit function

Contract period: once-off implementation, three-year annual licensing for four users, with support and maintenance for three years

Deliverables

• Fully functional internal audit software solution
• User manuals and training materials
• Training for system usage and administration for a minimum of four (4) users
• Technical support and maintenance plan
• Documentation of software customisation and integration processes
• Customisation of audit methodology, templates and reports
• Scheduling of audit teams and resource allocation
• Reporting on internal audit resources, time and expenses
• Audit documentation system with cross-referencing of working papers
• Support for multiple file types, including PDF, Microsoft Office and emails
• Dashboard reporting and data analytics
• Technology road-map with post-implementation support

Mandatory technical requirement (Phase 1)

• Valid Original Equipment Manufacturer (OEM) letter accrediting the bidder to resell, install, support and maintain the proposed system; failure to provide this disqualifies the bidder

Technical capabilities

• Integration with existing ICT systems, including Active Directory, without disruption
• Cloud hosting support
• Operation on Windows Server 2022 or latest
• Persistent data storage in SQL Server 2022, MySQL 8.3 or PostgreSQL 16
• Data tier on a different virtual machine from the presentation/logic tier
• Daily data backup with weekly and monthly reports
• Backup record retention for 12 months

Reporting line: service provider reports to the Chief Audit Officer (CAO)

Required approach and deliverables

• Fully functional internal audit software solution
• User manuals and training materials
• Training and development for current and future staff as required
• Technical support and maintenance plan
• Documentation of software customisation and integration processes
• Customisation of audit methodology, templates and reports
• Scheduling: managing audit teams and allocating resources
• Reporting on internal audit resource use, time and expenses
• Audit documentation system enabling cross-referencing of working papers
• Support for multiple file types: PDF, Microsoft Office, emails
• Information sharing
• Internal audit reporting and tracking of audit findings (audit database)
• Dashboard reporting
• Data analytics
• Technology road-map: post-implementation support for best practices, new updates, features, troubleshooting and functionality
• Training for system usage and administration for a minimum of four (4) users

Mandatory: valid OEM letter accrediting the bidder to resell, install, support and maintain the proposed system

Company experience

• Reference letters proving track record for supply, implementation, maintenance and support of internal audit software
• Five or more letters preferred; not older than five years; on company letterhead; signed; with description of services, contact person and project duration
• Letters failing to meet these details are not considered

Key personnel / trainers

• Two CVs with relevant NQF Level 6 qualification or CISA certificate
• Certified copies not older than six months
• Six or more years of relevant experience on each CV scores highest; less than three years or no NQF Level 6 scores 0
• Trainers must demonstrate proficiency in the proposed audit software
• CVs and qualifications must be well labelled, role-linked to the project team structure, and packaged starting with the CV then qualifications

Joint venture evidence

• Only the bidding company's certificates or evidence considered unless a signed JV agreement is attached
• JV agreements must be signed by both parties

Form: SBD 3.1 Pricing Schedule – Firm Prices (Purchases); only firm prices accepted

Prices inclusive of VAT and delivery costs; all applicable taxes included

VAT: 15%

Price fixed for three years; total bid price is the final offer

Pricing items

• Audit software solution (once off): per number of users, quantity 1
• Four user licences per year: per number of users, quantity 12
• Implementation and installation assistance (once off): per year, quantity 1
• User acceptance testing: per number of users, quantity 4
• Training: per number of users, quantity 4
• Annual renewable support and maintenance agreement: per year, quantity 3 (new software releases, bug and security fixes, dedicated call logging system, dedicated account manager, same-day telephonic or web support, next business day resolution)

Authorised signature required on the price proposal

Pricing format

• Firm prices only; non-firm prices, including prices subject to exchange rate variation, are not accepted
• Total bid price inclusive of VAT and delivery costs
• Price fixed for the duration of three (3) years
• No amendment to the bid price after submission
• VAT rate: 15%

Pricing schedule items (Annexure A / SBD 3.1)

• Audit software solution (once off): quantity 1
• Four user licences per year: quantity 12
• Implementation and installation assistance (once off): quantity 1
• User acceptance testing: quantity 4
• Training: quantity 4
• Annual renewable support and maintenance agreement: quantity 3 (covering new releases, bug and security fixes, dedicated call logging system, dedicated account manager, same-day telephonic/web support and next business day resolution)

Payment terms

• Valid invoices paid in full within 30 (thirty) days from receipt of invoice, for work done to AgriSETA's satisfaction
• No payment where outstanding information has not been submitted or the deliverable has not been successfully submitted
• No payment for unproductive or duplicated time due to staff changes or redrafting

Mandatory registrations and documents

• CSD registration with tax compliant status; submit CSD report or tax pin with the proposal
• CIPC company registration documents listing all directors or shareholders, with certified ID copies
• Company profile
• Completed and signed SBD 1, SBD 3.1, SBD 4 and SBD 6.1
• Valid OEM manufacturer accreditation letter (mandatory technical requirement)

B-BBEE and specific goals

• EME/QSE evidence: certificate issued by a registered auditor, accounting officer or accredited verification agency, or affidavit
• Specific goals points claimed only with completed SBD 6.1 and supporting proof; non-completion means 0 specific goal points, not disqualification

Joint ventures and consortia

• Signed JV/consortium agreement attached, signed by both parties
• Agreement must identify the lead partner and grant power of attorney to bind the other party/parties
• Each party must submit separate tax compliance documents

General eligibility

• No bids from persons in the service of the state, or companies with directors or members in the service of the state
• Declaration of any conflict of interest required
• Reference letters: five or more preferred, not older than five years, on company letterhead, with description of services, contact person and project duration
• Trainer CVs: NQF Level 6 or CISA qualification, certified copies not older than six months, with relevant experience

Contract basis: General Conditions of Contract (GCC) as minimum terms; signed GCC must be submitted with the bid

Contract period: once-off implementation, three-year licensing and support and maintenance

Price: total bid price inclusive of VAT, fixed for three years; no amendment after submission

Payment: valid invoices paid within 30 days of receipt, subject to satisfactory work and complete deliverables

Disputes: mutual consultation, then mediation, then a South African court of law

Confidentiality: no disclosure of proposal details or press releases without AgriSETA's prior written approval

Conflict of interest: must be declared; AgriSETA may cancel the agreement and require return of all information, documents and property

Joint venture: signed agreement required, identifying the lead partner with power of attorney; both parties sign; competitors sub-contracting to each other are prohibited and both disqualified

Cancellation: AgriSETA may vary the scope or cancel where fraud, corruption or collusive conduct is found

Functionality scoring scale: 0 to 5 per criterion

Criterion weights (total 100 points): company experience 10; trainer CVs and qualifications 5; implementation support plan 5; customisation of audit templates and reports 15; internal audit methodology 25; information sharing 15; integration with existing systems 5; data analytics 10; infrastructure requirements 10

Company experience: reference letters not older than five years, on company letterhead, signed, with description of services, contact person and project duration; five or more letters score highest, less than three score 0

Trainer CVs: NQF Level 6 or CISA qualification, certified copies not older than six months; six or more years of relevant experience scores 5 points, less than three years or no NQF Level 6 scores 0

Implementation support plan: must cover letterhead, detailed deliverables, post-implementation support, system maintenance support and milestone tracking; all five required score 5 points, fewer than 5 score 0

Customisation: audit templates and reports customised within three to six months score 5 points; outside three to six months score 0

Internal audit methodology: plan must meet all six requirements (risk-based audit plan, planning, fieldwork, reporting, follow-up, scheduling, teams and resources); all met score 5 points, any not met score 0

Information sharing: plan must meet all eight requirements (secured repository, security protocols, segregation, import and export, audit trails, escalation, off-site access, file formats); all met score 5 points, any not met score 0

Integration: integration with existing ICT systems indicated scores 5 points, not indicated scores 0

Data analytics: integrated analytics and report and dashboard generation detailed scores 10 points, not detailed scores 0

Infrastructure: cloud hosting, Windows Server 2022 or latest, SQL Server 2022, MySQL 8.3 or PostgreSQL 16, separate data-tier virtual machine, daily backup with weekly and monthly reports, 12-month backup retention; all six supported score 10 points, fewer than four or any not met score 0

Minimum threshold: 60/100; below is disqualified

Phase 3: demonstration and presentation for bidders scoring 60 or more

Phase 4: price 80, specific goals 20, total 100 under the 80/20 system