Forensic investigation services for the perishable products export control board (ppecb)

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{"name":null,"email":"[email protected]","phone":"+27 21 930 1134","department":null,"address":null}

Submission instructions: Tender must be submitted in dual format - hard copy to PPECB tender box and electronic via Microsoft OneDrive. Envelope 1 (Technical Proposal) must contain: cover letter, table of contents, technical proposal, specification document with declaration, SBD1, SBD4, SBD6.1, valid B-BBEE certificate (or consolidated for JV), Non-Disclosure Agreement (Annexure A), Tax Compliance Pin Certificate, and for JV/consortium: joint venture agreement, tax clearance certificates, proof of ownership, company registration certificates. Envelope 2 (Pricing Proposal) must contain Annexure E. No pricing in Envelope 1; no technical info in Envelope 2. Physical submission must be sealed and marked with tender number and venue. Electronic submission must be in PDF with pricing matrix in Excel.

Bidders must be registered on the Central Supplier Database (CSD) and provide a Master Registration Number (MAAA). Bidders must submit a valid SARS Tax Compliance PIN or CSD number. The Lead Partner/Director must hold valid membership with at least one of the listed professional bodies (ACFE, ICFP, CISA, CISSP/CHFI/GCFA, ACDA, SAICA, ACCA, IIA, IRBA, SAIPA) and confirm in writing at least 5 years' experience in public sector forensic investigation, forensic auditing/accounting, computer forensics/cybercrime, or forensic data imaging. Bidders must submit SBD 1, SBD 4, SBD 6.1, a valid B-BBEE certificate (or sworn affidavit for EMEs/QSEs), a Non-Disclosure Agreement (Annexure A), and proof of authority to sign. For joint ventures/consortia, a signed Joint Venture Agreement, consolidated B-BBEE certificate, and tax clearance certificates for each member are required. Bidders must provide proof of insurance (public liability) and a sample certificate of insurance. Bidders must not be persons in the service of the state, and must not have directors/shareholders who are persons in the service of the state. Bidders must not be listed on the Register for Tender Defaulters or the List of Restricted Suppliers.

4.1 Project Background

A forensic investigator is required to conduct independent forensic or other investigations where there is suspected

misconduct, bribery, fraud and/or corruption, or following a compliant laid via the whistle blower’s hotline or other

reporting channels, on an ad hoc basis and provide findings and recommendations for implementation.

4.2 Scope of Service

The service provider must submit a detailed proposal and quotation for ad hoc forensic investigation services for a

period of thirty-six months (36) with the option to renew for a further twenty-four (24) months, based on a per hour

rate. The required ad hoc forensic services will include, but will not be limited to:

 Apply investigative strategies/methodologies or advice in respect of a complaint received;

 Investigation assignments are to be performed using the appointed firm’s investigative

strategies/methodologies; the professional standards set by the Association of Certified Fraud Examiners

(ACFE)/Institute of Commercial Forensic Practitioners (ICFP) and other related legislation, regulations, and

best practice applicable to forensic/fraud investigations;

 Write and/or present comprehensive investigation reports to the relevant PPECB governance structures in

respect of the allegations received, the manner in which the investigation was conducted, findings and

recommendations;

 The investigation scope may include but is not limited to the following:

 Determine whether irregularities occurred;

 Determine and identify officials of the PPECB and/or other parties responsible for and/or involved in

irregularities that occurred and if and to what extent they benefitted in any manner;

 Quantify any possible/actual losses and identify all relevant activities related to the irregularities that

occurred;

 Establish how financial transactions were managed and how PPECB funds that were transferred from the

PPECB were utilized. This part of the investigation may have to be conducted in conjunction with a relevant

law enforcement agency, should PPECB decide to go this route;

 Recommend appropriate action to be instituted by the PPECB where irregularities have been confirmed;

and

 Identify processes/internal control weaknesses/breakdowns;

 Utilise the requisite technology or specialised systems which includes hosting, to image relevant computers

and/or other devices, interrogate PPECB systems, download, and analyse and report on the relevant

electronic data and/or hard copy documents;

 Supply assistance as may be required and directed by the PPECB, i.e. participation in disciplinary hearings

and communication with law enforcement agencies;To assist with the investigation emanating from on-

going transactional data analytics with suspicions of fraud;

 To assist with completion of internal disciplinary charge sheets and supporting evidence, if required; and

 To investigate any other matters that may arise and deemed necessary for investigations by PPECB.

5 Instructions for Submitting Tender Response

5.1 General Submission Instructions

5.1.1 The tender must be submitted in dual format:

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5.1.1.1 A hard copy submission, that must be delivered to the designated PPECB Tender Box (refer

section 5.3 for physical submission instructions); and

5.1.1.2 An electronic submission, that must be stored via Microsoft OneDrive and shared with the

email address specified in section 5.4 (refer to section 5.4 for further instructions on the

electronic submission).

5.1.2 The hardcopy submission (in the tender box) and the electronic submission (via email) must be

delivered to the designated addresses before the tender closing date and time.

5.1.3 In the event of a conflict between the contents of the electronic submission and the hard copy

submission, the hard copy submission will take precedence.

5.1.4 No late bid responses will be considered.

5.1.5 The tender must be submitted on the Forms of Tender incorporated herein. The forms must be duly

signed by each Bidder and submitted in the sequence listed in paragraph 5.2

5.1.6 Envelope submission: Two Envelopes

5.1.7 Proposals must consist of two parts, each of which is submitted in a separate package clearly marked:

5.1.8 Envelop 1 – Technical Proposal: RFP/CEO/INVESTIGATION/2026/08 - The Provision of Ad Hoc

Forensic Investigation Services (No Pricing in this envelope)

Bidders must submit one (1) signed, completed original of the Technical Proposal, together with one

(1) electronic copy (in PDF format) via Microsoft One Drive (unencrypted). The envelope must

contain all information and documentation relating to the tender. Refer to Structure of the Proposal

below.

5.1.8.1 No pricing information must be included in Envelope One (Non-compliance will result in

automatic disqualification).

5.1.9 Envelope 2 – Pricing Proposal: RFP/CEO/INVESTIGATION/2026/08 - The Provision of Ad Hoc

Forensic Investigation Services

Bidders must submit one (1) signed, completed original Price Proposal (pricing schedule/schedule of

rates as applicable), together with one (1) electronic copy (in MS-Excel format) via One Drive

(unencrypted). No technical information must be included in Envelope Two.

5.2 Structure of the Proposal

Envelope 1: Technical Proposal

1. Bidder’s Cover letter on Company Letterhead
2. Table of Contents . Bidders written technical proposal, providing evidence/support for technical evaluation
3. Specification document, with the declaration section on , completed and signed by the

bidder

5. SBD 1 – Invitation to Submit Proposal
6. SBD 4 – Bidder Declaration
7. SBD 6.1 - Preference Point Claim Form

Valid B-BBEE Certificate

8. ** For a Joint Venture or Consortium, the consolidated B-BBEE certificate of the joint venture or

consortium must be submitted (refer paragraph 3.11.1)

9 Non-Disclosure Agreement -Annexure A

10. Tax Compliance Pin Certificate

In case of a proposal from a joint venture, consortium or subcontracting, the following must be

submitted:

Joint Venture Agreement including split of work and rand value signed by both parties;

The Tax Clearance Certificate / Proof Tax Compliance of each joint venture member;

Proof of ownership/shareholder certificates/copies of Identity document; and

Company registration certificates

Envelope 2: Pricing Proposal

1. Please complete Annexure E.

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5.3 Physical Submission - Tender Packaging and Delivery

5.3.1 The Technical and Pricing Proposal must be split into two separate envelopes, both sealed, which

must then be placed together in an outer envelope or parcel, which must also be sealed.

5.3.2 The outer envelope or packaging must be sealed and marked with the following information:

Tender: RFP/CEO/INVESTIGATION/2026/08 - The Provision of Ad Hoc Forensic Investigation

Services

Venue: THE PERISHABLE PRODUCTS EXPORT CONTROL BOARD (PPECB)

45 Silwerboom Avenue

Plattekloof

Cape Town, 7500

5.3.3 The sealed Tender submission documents must be placed in the Tender Box in the main reception

area at the PPECB Head Office no later than the closing date and time stipulated in the Tender

Summary Information (refer cover page).

5.3.4 Failure to comply with these instructions may result in the tender being considered ineligible.

5.4 Electronic Submission

5.4.1 An electronic copy must be submitted online via Microsoft OneDrive and shared with email address

[email protected] and [email protected].

5.4.2 The electronic submission must be structured in the same sequence as the physical submission

(Individually filed in folders and named accordingly)

5.4.3 The electronic copy must be in PDF format with all the relevant documents signed as per hard copy

original, but the electronic version must also have the completed pricing matrix in EXCEL format,

unencrypted.

6 Evaluation Process and Criteria.

The tender evaluation process will be conducted in compliance with the relevant Supply Chain acts

(including, the Public Finance Management Act of 1999, Preferential Procurement Policy Framework Act of

2000, etc.), its associated Regulations, and PPECB’s Procurement and Preferential Procurement Policies.

The bids will be evaluated based on the following stages and further described below:

 Stage 1 – Administrative/Compliance Evaluation.

 Stage 2 – Mandatory Criteria

 Stage 3 – Functional / Technical Evaluation.

 Stage 4 – Price and Preference Evaluation; and

 Stage 5 – Objective Criteria (Risk) Evaluation.

Should a bidder fail on any of the previous stages, they will be disqualified and not be considered for any of

the follow-on stages. These different stages are further described below.

 Stage 1 – Administrative/Compliance Evaluation. The bidders will be evaluated on the returnable

documents for administrative compliance and to confirm if the bidder meets all the terms and

conditions of bid as referenced in this document, including all annexures.

6.1 Stage 2 - Mandatory Criteria

In their responses, Bidder(s) must state whether (or not) they comply with the below requirements and

provide proof.

If a Bidder(s) does not comply with any requirement in the table below, they will be disqualified and not be

considered for further evaluation.

1.1 WHEREAS some of the information contained in the Tender Documents and shared at

compulsory briefing sessions (if held) or obtained during due diligence may be of a

confidential nature and must only be used for purposes of responding to this RFP. This

confidentiality clause extends to bidder partners whom you may decide to involve in preparing

a response to this RFP.

1.2 AND WHEREAS the Parties do not wish such Confidential Information to be disclosed to third

parties, or the general public, or to be used by the Receiving Party for his/her own benefit unless

such Party has expressly consented to the disclosure of such information.

1.3 NOW THEREFORE the Parties agree to the terms and conditions stipulated hereunder.

2. Definitions

2.1 In this Agreement, unless the context indicates otherwise:

2.1.1. “Agreement” means this Confidentiality and Non – Disclosure Agreement and any

addendums and annexures thereto;

2.1.2. "Confidential Information" means any information or data shared by the Disclosing

Party which by its nature or content is identifiable as confidential and/or proprietary to the

Disclosing Party and/or any third party, or which is provided or disclosed in confidence

and which the Disclosing Party or any person acting on its behalf may disclose or provide

to the Receiving Party or which may come to the knowledge of the Receiving Party by

whatsoever means, including all information relating to the Disclosing Party's current and

existing strategic objectives, its business activities, business relationships, technical,

scientific, commercial, financial and market information and trade secrets, data

concerning its architectural information, demonstrations, processes and machinery, all

agreements to which it or its clients is/are a party, information relating to the Services and

information relating to its clients and facilities and including in all cases the PPECB

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Classification: Confidential

forensic investigations in a table format by completing Annexure C.

Scoring

 Public Sector Forensic Investigation=5 points

 Forensic Auditing and Accounting= 5 points

 Computer Forensics and Cybercrimes investigations=5 points

 Forensic Data Imaging and Investigation= 5 points

 No proof of experience in the above investigations = 0 points

2. Investigative methodology 30

analysis, execution, quality assurance and adherence to deadlines.

Scoring

 The methodology is tailored to suit the above requirements and

needs of PPECB. = 30 points

 The methodology is partially tailored to suit the above

requirements and needs of PPECB= 15 points.

 Methodological approach is generic and does not suit the

requirements and needs of PPECB = 0 points

letter/certificate from the applicable Institutes, which

certified copy is not older than 6 months, confirming the

validity of membership. The letter must be on

the institution letterhead.

2. The Lead Partner/Director MUST confirm in writing 5 or more years

experience in conducting Public Sector Forensic Investigation,

1. Bidders Experience Conducting Forensic Investigations 20

Scoring

 Certified copies of Registration/Membership Certificates and

Qualifications, which certified copy is not older than 6 months,

of all proposed team members as listed in point 1 of the

mandatory requirements =10 points

 Fully Completed Annexure D =10 points

Incomplete/Partially completed Annexure= 0 points

 Organogram reflecting the full investigation team= 5 points

 Overall Team Experience excluding the Lead Partner/Director

Between 5-10 years or more= 10 points

Between 3-4 years- = 5 points

Less than 3 years = 0 points

Bidders must submit one (1) signed, completed original Price Proposal (pricing schedule/schedule of

rates as applicable), together with one (1) electronic copy (in MS-Excel format) via One Drive

(unencrypted). No technical information must be included in Envelope Two.

5.2 Structure of the Proposal

Envelope 1: Technical Proposal

1. Bidder’s Cover letter on Company Letterhead

Envelope 2: Pricing Proposal

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5.3 Physical Submission - Tender Packaging and Delivery

5.3.1 The Technical and Pricing Proposal must be split into two separate envelopes, both sealed, which

must then be placed together in an outer envelope or parcel, which must also be sealed.

5.3.2 The outer envelope or packaging must be sealed and marked with the following information:

Tender: RFP/CEO/INVESTIGATION/2026/08 - The Provision of Ad Hoc Forensic Investigation

claimed (80/20

No Specific Goal Supporting Evidence Preference Points system) (To be

completed by the

bidder)

1 Small Proof of B-BBEE status Total Points: 10

businesses level of contributor, EME = 10

including EMEs specifically in line with the QSE = 10

or QSEs; respective Sector Codes Enterprises with turnover

which the company above R50m = 5

operates - SANAS

ownership level of contributor, Total Points: 10

specifically in line with % Shareholding and

the respective Sector Points allocation out of

Codes which the total of 10 points.

company operates -

70% to 100% = 10 SANAS Approved

certificate or 51% to 69.99% = 5

Commissioned affidavit 30% to 50.99% = 3

or Annual Financial Below 30% = 0

Note: The Bidder’s Proposal must set out all pricing assumptions.

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7.1 Notes on Quantities and Pricing

a) To facilitate like-for-like comparison bidders must submit pricing strictly in accordance with this pricing

schedule, marked Annexure E, and not utilise a different format. Deviation from this pricing schedule

will result in a bid being declared non-responsive.

b) Please note that should you have offered a discounted price(s), PPECB will only consider such price

discount(s) in the final evaluation stage if offered on an unconditional basis.If travelling and

accommodation is required, PPECB will only make payment in accordance with themPPECB’s

business travel policy and/or National Treasury rates.

c) Errors and omissions will not be accepted and only the total price submitted in your bid will be

considered.

d) The Tender must be quoted in its entirety in the pricing schedule. No portion may be left blank – failure

to quote on all components will disqualify you from the tender process.

e) Please ensure that a detailed description accompanies the pricing schedule that describes how the

pricing has been derived.

f) The price submitted will be used for evaluation purposes only.

 The pricing schedule aims to ensure consistency in price evaluation.

 The above pricing schedule relates to the first year of the Agreement only.

No. Reference Pre-qualification/Mandatory Evaluation Criterion Met: (YES / page NO)

Bidders and/or Lead Partner/Director must have a valid membership/registration with at least one of the following professional bodies: of 17

Association of Certified Fraud Examiners (ACFE) or Institute of Commercial Forensics Practitioners (ICFP) SA, or

Cyber Fraud Specialists – Certified Information Systems Auditors (CISA), or

Certified Information Systems Security Professional (CISSP, CHFI or GCFA), or

Certified Data Analysts (ACDA) for example (ACL and/or IDEA or similar); or

Accountants – South African Institute of Charted Accountants (SAICA), or

Association of Chartered Certified Accountants (ACCA); or

Auditors – Institute of Internal Auditors South Africa (IIA); or

Independent Regulatory Board for Auditors (IRBA) or

South African Institute of Professional Accountants (SAIPA). Please provide a certified copy of the applicable letter/certificate from the applicable Institutes, which certified copy is not older than 6 months, confirming the validity of membership. The letter must be on the institution letterhead.

The Lead Partner/Director MUST confirm in writing 5 or more years experience in conducting Public Sector Forensic Investigation, Forensic Auditing and Accounting, Computer Forensics and Cybercrimes investigations, Forensic Data Imaging and Investigation. 6.2 Stage 3 - Functional / Technical Evaluation This bid will be evaluated on functionality. The functional / technical evaluation is further sub- divided in the following sub-stages. 6.2.1 Weighted/Rated Technical Evaluation Bidders will be evaluated based on the following Weighted/Rated Technical/Functional Evaluation Criteria. Points may not be awarded for the failure to submit any of the required documentation. Minimum Maximum No. Evaluation Criterion Points points

Bidders Experience Conducting Forensic Investigations 20 Bidder must highlight relevant investigations illustrating the bidder's expertise in the following fields, Public Sector Forensic Investigation, Forensic Auditing and Accounting, Computer Forensics and Cybercrimes investigations, Forensic Data Imaging and Investigation. Please provide proof of experience of the bidder in conducting forensic investigations in a table format by completing Annexure C. 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] ARE YOU THE ARE YOU A FOREIGNACCREDITED Yes No BASED SUPPLIER FOR THE REPRESENTATIVE IN Yes No GOODS /SERVICES /WORKS SOUTH AFRICA FOR THE [IF YES, ANSWER THE OFFERED? GOODS /SERVICES [IF YES ENCLOSE PROOF] QUESTIONNAIRE BELOW ] /WORKS 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. SBD1 PART B TERMS AND CONDITIONS FOR BIDDING

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).

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 PIN 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: ................................................... SBD4 BIDDER’S DISCLOSURE

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.

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 2.1.1 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 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. SBD4 2.2.1 If so, furnish particulars: ................................................................................................ ................................................................................................ 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: ........................................................................................ ........................................................................................

Points Allocation: 90 points

B-BBEE Details: PPECB's written permission.

3.10 Bidder’s Authorised Signatory

Proposals submitted by companies must be signed by a person or persons duly authorised thereto. The Bidder

must provide proof of authority to sign this bid (e.g. resolution of board of directors, etc).

3.11 Joint Ventures, Consortium, Trusts, Partnership, Agency and/or Distribution Agreements

Bidders must submit proof of the existence of joint ventures, consortiums, trusts, partnership, agency and/or

distribution arrangements. PPECB will accept signed agreements as acceptable proof of the existence of these

agreements. In the B-BBEE Codes, joint ventures, consortiums or trusts are referred to as incorporated joint

ventures or unincorporated joint ventures (such as a consortium).

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The joint venture, consortium, partnership, agency and/or distribution agreements must clearly set out the

names and roles and responsibilities of the Lead Partner in the agreement. 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, consortium, partnership, agency and/or distribution agreement/arrangement. In

addition, provide the following information:

 Entity(is) that will be guaranteeing contract performance.

 Date of the agreement formation, if applicable; and

 Details regarding the nature of the agreement between the parties including the proposed percentage

division of work between the constituent members. Each party to the Tender, if that party is a

subsidiary company, is required to give details of the extent to which the holding company and related

subsidiaries and associates are prepared to provide guarantees.

Failure to submit the listed will result in your bid deemed non- respon

E-mail: [email protected]

Tel: +27 21 930 1134

PPECB business hours 08:15 – 16:45

1 Invitation to Tender...........................................................................................................3

2 PPECB Background.........................................................................................................3

3 Conditions of Tender and Tender Instructions................................................................3

4 Terms of Reference..........................................................................................................7

5 Instructions for Submitting Tender Response.................................................................9

6 Evaluation Process and Criteria....................................................................................10

7 Financial Proposal.........................................................................................................14

8 General Conditions of Contract and Special Conditions of Contract.........................15

Unauthorized use of the PPECB’s Logo and/or branding in any proposal document is strictly prohibited. No

explicit permission of the PPECB’s Marketing and Communication Department.

may lead to a tender not being considered by the PPECB.

tender box in the reception area of PPECB Head Office by no later than 30 September 2026 at 11H00.

The PPECB is a Schedule 3A public entity as defined in the Public Finance Management Act and is

established in terms of Section 2 of the Perishable Products Export Control Act . The main purpose of

the PPECB is to promote the orderly, efficient, and sustainable export of perishable products from South Africa.

handled, stored and transported at specific temperatures and optimum conditions.

Please visit the PPECB’s website on www.ppecb.com for more information on the PPECB.

3.1 Central Supplier Database

Bidders are required to register on the Central Supplier Database (Welcome - Central Supplier Database

Application (csd.gov.za) ) and to include their Master Registration Number (Supplier MAAA Number) in SBD1

in order to enable the PPECB to verify the supplier’s tax status, company registration, bank details, directors

and shareholders.

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3.2 Cost of proposal preparation

including post submission tender activities, such as responding to clarification questions, preparing for, and

conducting presentations and demonstration, responding to the PPECB due diligence requirements, etc.

3.3 Questions from bidders & additional tender information

will apply if the Tender is accepted by the PPECB.

revisions will be published on the E-Tenders and the PPECB website.

in writing, signed by a PPECB authorized signatory and added to this Tender as an addendum.

3.5 Clarification from bidders following tender submission

aspect of this Bidder’s tender submission. The Bidder must supply the requested information in writing within

the time frames stipulated by the PPECB, otherwise the proposal may be disqualified.

3.6 Declarations of Interest

contract. In the event that a conflict of interest exists between the most advantageous Bidder and the PPECB,

and this was not disclosed, the said Bidder’s bid will not be accepted. The next most advantageous Bidder will

be awarded the contract.

3.7 Tender Award

response to this Tender. The document is not to be duplicated and distributed, nor is its information to be

disclosed to any third party without PPECB's written permission.

3.10 Bidder’s Authorised Signatory

distribution arrangements. PPECB will accept signed agreements as acceptable proof of the existence of these

agreements. In the B-BBEE Codes, joint ventures, consortiums or trusts are referred to as incorporated joint

ventures or unincorporated joint ventures (such as a consortium).

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right to recover any additional expense incurred by PPECB having to accept any less favourable proposal or

the additional expenditure incurred by PPECB in the preparation of a new Tender and by the subsequent

acceptance of any less favourable proposal.

3.13 Extension of Proposal Validity Period

a Bidder fail to respond or respond after the specified deadline, the Bidder’s proposal will no longer be

considered for further evaluation.

3.16 Rejection of proposal

3.16.1 The PPECB reserves the right to reject any proposal found to be inadequate or non-compliant to

the Scope of the Terms of Reference.

3.16.2 PPECB may reject a bid if it doesn’t comply with the instruction of submission of the proposal referred

to above.

3.16.3 No tender will be awarded if the proposed solution does not meet the technical compliance criterion

as set out in the tender documents.

3.17 Data Protection

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disclose, directly or indirectly, the confidential information of the PPECB (even if received before the date of this

process) to any person whether in the employment of the receiving party or not, who does not take part in the

performance of this process.

The receiving party shall take all such steps as may be reasonably necessary to prevent the PPECB’s

confidential information coming into the possession of unauthorized third parties. In protecting the receiving

party’s confidential information, the PPECB shall use the same degree of care, but no less than a reasonable

degree of care, to prevent the unauthorized use or disclosure of the confidential information as the receiving

party uses to protect its own confidential information.

the possession of the receiving party during the period of validity of this process or at any time thereafter or

which has so come into its possession before the period of validity of this process:

 shall be deemed to form part of the confidential information of the PPECB,

 shall be deemed to be the property of the PPECB;

 shall not be copied, reproduced, published or circulated by the receiving party unless and to the extent

that such copying is necessary for the performance of this process and all other processes as

contemplated in; and shall be surrendered to the PPECB on demand, and in any event on the

termination of the investigations and negotiations, and the receiving party shall not retain any extracts

thereof.

3.20 General legal conditions

The preparation of response will be made without obligation to acquire any of the items included in any Bidder’s

proposal or to select any proposal, or to discuss the reasons why such Bidder’s or any other proposal was

accepted or rejected.

deliver on this Tender. A detailed specification of the services required by the PPECB is contained herein.

For further tender instructions, refer to Tender submission instructions, refer to Section 5.

4 Terms of Reference

4.1 Project Background

period of thirty-six months (36) with the option to renew for a further twenty-four (24) months, based on a per hour

rate. The required ad hoc forensic services will include, but will not be limited to:

 Apply investigative strategies/methodologies or advice in respect of a complaint received;

 Investigation assignments are to be performed using the appointed firm’s investigative

strategies/methodologies; the professional standards set by the Association of Certified Fraud Examiners

(ACFE)/Institute of Commercial Forensic Practitioners (ICFP) and other related legislation, regulations, and

best practice applicable to forensic/fraud investigations;

 Write and/or present comprehensive investigation reports to the relevant PPECB governance structures in

respect of the allegations received, the manner in which the investigation was conducted, findings and

recommendations;

 The investigation scope may include but is not limited to the following:

 Determine whether irregularities occurred;

 Determine and identify officials of the PPECB and/or other parties responsible for and/or involved in

irregularities that occurred and if and to what extent they benefitted in any manner;

 Quantify any possible/actual losses and identify all relevant activities related to the irregularities that

occurred;

 Establish how financial transactions were managed and how PPECB funds that were transferred from the

law enforcement agency, should PPECB decide to go this route;

 Recommend appropriate action to be instituted by the PPECB where irregularities have been confirmed;

and

 Identify processes/internal control weaknesses/breakdowns;

 Utilise the requisite technology or specialised systems which includes hosting, to image relevant computers

and/or other devices, interrogate PPECB systems, download, and analyse and report on the relevant

electronic data and/or hard copy documents;

 Supply assistance as may be required and directed by the PPECB, i.e. participation in disciplinary hearings

and communication with law enforcement agencies;To assist with the investigation emanating from on-

going transactional data analytics with suspicions of fraud;

 To assist with completion of internal disciplinary charge sheets and supporting evidence, if required; and

 To investigate any other matters that may arise and deemed necessary for investigations by PPECB.

5.1 General Submission Instructions

5.1.1 The tender must be submitted in dual format:

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5.1.1.1 A hard copy submission, that must be delivered to the designated PPECB Tender Box (refer

section 5.3 for physical submission instructions); and

5.1.1.2 An electronic submission, that must be stored via Microsoft OneDrive and shared with the

email address specified in section 5.4 (refer to section 5.4 for further instructions on the

electronic submission).

5.1.2 The hardcopy submission (in the tender box) and the electronic submission (via email) must be

delivered to the designated addresses before the tender closing date and time.

5.1.3 In the event of a conflict between the contents of the electronic submission and the hard copy

submission, the hard copy submission will take precedence.

5.1.4 No late bid responses will be considered.

5.1.5 The tender must be submitted on the Forms of Tender incorporated herein. The forms must be duly

signed by each Bidder and submitted in the sequence listed in paragraph 5.2

5.1.6 Envelope submission: Two Envelopes

5.1.7 Proposals must consist of two parts, each of which is submitted in a separate package clearly marked:

5.1.8 Envelop 1 – Technical Proposal: RFP/CEO/INVESTIGATION/2026/08 - The Provision of Ad Hoc

Forensic Investigation Services (No Pricing in this envelope)

Bidders must submit one (1) signed, completed original of the Technical Proposal, together with one

(1) electronic copy (in PDF format) via Microsoft One Drive (unencrypted). The envelope must

contain all information and documentation relating to the tender. Refer to Structure of the Proposal

below.

5.1.8.1 No pricing information must be included in Envelope One (Non-compliance will result in

automatic disqualification).

5.1.9 Envelope 2 – Pricing Proposal: RFP/CEO/INVESTIGATION/2026/08 - The Provision of Ad Hoc

Venue: THE PERISHABLE PRODUCTS EXPORT CONTROL BOARD (PPECB)

Cape Town, 7500

5.3.3 The sealed Tender submission documents must be placed in the Tender Box in the main reception

area at the PPECB Head Office no later than the closing date and time stipulated in the Tender

Summary Information (refer cover page).

5.3.4 Failure to comply with these instructions may result in the tender being considered ineligible.

5.4 Electronic Submission

5.4.1 An electronic copy must be submitted online via Microsoft OneDrive and shared with email address

[email protected] and [email protected].

5.4.2 The electronic submission must be structured in the same sequence as the physical submission

(Individually filed in folders and named accordingly)

5.4.3 The electronic copy must be in PDF format with all the relevant documents signed as per hard copy

original, but the electronic version must also have the completed pricing matrix in EXCEL format,

unencrypted.

(including, the Public Finance Management Act of 1999, Preferential Procurement Policy Framework Act of

2000, etc.), its associated Regulations, and PPECB’s Procurement and Preferential Procurement Policies.

4. Investigation Completion Date (submission of final report)
5. The reference letter must be for investigations done from 2021 to

date.

NB: A PPECB reference letter will not be considered, reference letters

must be from different companies or institutions.

Scoring

 Fully Completed Annexure C = 10 points

 3 Reference Letters attached = 20 points

 2 Reference Letters attached= 15 points

 1 Reference Letter attached = 5 points

 No attached reference letter = 0 points

1. The risk of fruitless and wasteful expenditure to the PPECB;
2. The risk of an abnormally low bid;
3. The risk of a material irregularity;
4. The PPECB reserve the right not to consider bids from Bidders who are currently in litigation with the

PPECB; and

5. The PPECB further reserve the right not to award this tender to any Bidder based on the proven poor

record of accomplishment of the Bidder in previous investigations within the PPECB and the referee

submitted by the Bidder.

8.1 The National Treasury’s General Conditions of Contract (GCC) will apply and is enforceable on this

tender (Refer Annexure B).

8.1.1 PPECB may not amend the GCC but may supplement this with its own Special Conditions of

Contract (SCC), which commence at Paragraph 8.2.

8.1.2 Where there is a conflict between the GCC and the SCC the provisions of the SCC shall prevail.

8.2 Special Conditions of Contract

8.2.1 The PPECB reserves the right to reject any proposal found to be inadequate or non-compliant to the

of the same or any resulting agreement(s) without the consent of, and then only in co-ordination

with the PPECB.

8.6 Quality

8.6.1 The quality of the products/services delivered shall not differ from that specified in Point 7 of

this document.

8.7 Payment

8.7.1 The PPECB shall pay the price to the appointed Bidder in accordance with the contract

signed pursuant to the award of this tender, which payment shall be subject to:

8.7.1.1 the price being in accordance with the agreed quotes and as per the contract;

8.7.1.2 the products/services being received and accepted by the PPECB in terms of the contract;

8.7.1.3 Goods and services VAT being included in the price.

8.7.1.4 A correct purchase order number being quoted on the tax invoice.

8.7.2 The payments terms shall be 30 days from invoice date.

8.8 Subcontracting will not be applicable for this tender

8.9 Duration of Contract

8.9.1 This contract and/or Service Level Agreement shall commence on the commencement date

and terminate as per the agreement terms signed by both parties.

8.9.2 The duration of the agreement shall be subject to an annual performance review by the PPECB,

which shall entitle the PPECB to cancel this agreement if the performance of the services do not meet

the required agreed performance standards.

8.9.3 The PPECB reserves the right to terminate without penalty if the successful tenderer is not able to

honour the terms and conditions specified by the contract. Further to this, should there be any risk in

terms of reputational damage by association the PPECB reserves the right to cancel the contract.

8.10 Legal Jurisdiction

with the requirements and task directives / proposal specifications stipulated in the Tender mentioned above

at the price/s quoted. My offer/s remains binding upon me and open for acceptance by the PPECB during the

validity period indicated and calculated from the closing date of the proposal.

I confirm that I am satisfied with the correctness and validity of my proposal; that the price(s) and rate(s)

quoted cover all the services specified in the proposal documents; that the price(s) and rate(s) cover all my

obligations and I accept that any mistakes regarding price(s) and rate(s) and calculations will be at my own

risk.

the evaluation, adjudication, and appointment of a successful bidder. Where applicable, the bidder warrants

that it has obtained the necessary consent to process any personal information of its employees and/or any

third parties whose personal information is provided for this bid. The bidder consents that the PPECB may

verify personal information, where necessary, with the National Treasury CSD website and any other

regulatory/ industry or any accredited/certification bodies. Should the bidder wish to withdraw its consent as

discussed above at any time, it must do so in writing and address such notification to the Procurement

years after the bid has been awarded. The bidder further consents to retention of its information including

personal information pursuant to this Agreement and agrees that such information may be stored on a

private/public cloud hosted in Western Europe/European Union for the relevant retention periods as may be

provided for in the PPECB’s retention policy.

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

I certify that the information furnished in paragraphs 1, 2

and 3 ABOVE IS CORRECT.

(hereinafter referred to as the “PPECB”)

and which the Disclosing Party or any person acting on its behalf may disclose or provide

to the Receiving Party or which may come to the knowledge of the Receiving Party by

whatsoever means, including all information relating to the Disclosing Party's current and

existing strategic objectives, its business activities, business relationships, technical,

scientific, commercial, financial and market information and trade secrets, data

concerning its architectural information, demonstrations, processes and machinery, all

agreements to which it or its clients is/are a party, information relating to the Services and

information relating to its clients and facilities and including in all cases the PPECB

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Classification: Confidential

names and roles and responsibilities of the Lead Partner in the agreement. 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, consortium, partnership, agency and/or distribution agreement/arrangement. In

addition, provide the following information:

 Entity(is) that will be guaranteeing contract performance.

 Date of the agreement formation, if applicable; and

 Details regarding the nature of the agreement between the parties including the proposed percentage

division of work between the constituent members. Each party to the Tender, if that party is a

subsidiary company, is required to give details of the extent to which the holding company and related

subsidiaries and associates are prepared to provide guarantees.

process may only be processed by the Bidder for the purposes of this bid.

3.18 Disclaimer

This specification document is an invitation for tender only and not an offer document; answers to it must not be

construed as acceptance of an offer or imply the existence of a contract between the parties. By submission of

its tender response, bidders shall be deemed to have satisfied themselves with and to have accepted all Terms

and Conditions of this Tender. The PPECB makes no representation, warranty, assurance, guarantee or

endorsements to bidder concerning the tender, whether with regard to its accuracy, completeness or otherwise

and the PPECB shall have no liability towards the bidder or any other party in connection therewith.

3.19 Confidentiality

used for purposes of responding to this Tender. This confidentiality clause extends to bidder’s partners or

consortium members whom you may decide to involve in preparing a response to this Tender.

For purposes of this process, the term “Confidential Information” shall include all technical and business

information, including, without limiting the generality of the foregoing, all secret knowledge and information

(including any and all financial, commercial, market, technical, functional and scientific information, and

information relating to a party’s strategic objectives and planning and its past, present and future research and

development), technical, functional and scientific requirements and specifications, data concerning business

relationships, demonstrations, processes, machinery, know-how, architectural information, information

contained in a party’s software and associated material and documentation, plans, designs and drawings and

all material of whatever description, whether subject to or protected by copyright, patent or trademark,

registered or un-registered, or otherwise disclosed or communicated before or after the date of this process.

comprehensive, nor to have been independently verified. The PPECB does not accept any liability for its

adequacy, accuracy, or completeness, nor does it make representation or warranties with respect to

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information contained in it, or upon which the Tender is based.Prior to submitting the proposal, Bidders should

satisfy themselves of the accuracy and completeness of all the information submitted. Bidders should be

confident that the pricing submitted is sufficient for the company to meet all its obligations in terms of this

8.2.2 The PPECB needs to be formally informed of any change/replacement of approved resources.

8.2.3 Non-Disclosure of Information

8.2.4 The successful Bidder will be required to sign a formal agreement with the PPECB.

8.3 Insurance

8.3.1 The successful bidder will be responsible for its work and every part thereof, and for all materials,

tools, equipment, appliances, and property of any and all descriptions issued in connection with this

8.3.2 Upon award of contract and prior to beginning work, the successful bidder must provide proof of

insurance. Insurance must be maintained for the duration of the contract.

8.3.3 Bidders are required to provide a sample certificate of insurance that indicates your company’s

limitations of liability as part of your tender response.

8.3.4 The bidder is to submit a copy of their public liability insurance

8.4 Assignment and Cession

8.4.1 A Bidder may not assign, in whole or in part, any of its obligations to perform in terms of the contract

to any third party.

8.4.2 A Bidder may not intend to cede his right to payment in terms of a contact to a third party without

prior written consent.

8.5 News and press releases

4.3. Name of company/firm...............................................................................

4.4. Company registration number: .....................................................................

4.5. Type of company/ firm

 Partnership/Joint Venture / Consortium

 One-person business/sole propriety

 Close corporation

 Public Company

 Personal Liability Company

 (Pty) Limited

 Non-Profit Company

 State Owned Company

[Tick applicable box]

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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: ...............................................................

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

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

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

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Annexure E: Pricing Schedule

(hereinafter referred to as the “Bidder”)

Individually known as “Party” and Jointly known as the “Parties”

Introduction

1.1 WHEREAS some of the information contained in the Tender Documents and shared at

compulsory briefing sessions (if held) or obtained during due diligence may be of a

confidential nature and must only be used for purposes of responding to this RFP. This

confidentiality clause extends to bidder partners whom you may decide to involve in preparing

a response to this RFP.

1.2 AND WHEREAS the Parties do not wish such Confidential Information to be disclosed to third

parties, or the general public, or to be used by the Receiving Party for his/her own benefit unless

such Party has expressly consented to the disclosure of such information.

1.3 NOW THEREFORE the Parties agree to the terms and conditions stipulated hereunder.

2.1 In this Agreement, unless the context indicates otherwise:

2.1.1. “Agreement” means this Confidentiality and Non – Disclosure Agreement and any

addendums and annexures thereto;

2.1.2. "Confidential Information" means any information or data shared by the Disclosing

PPECB may request written clarification or further information after submission; failure to respond within stipulated timeframes may lead to disqualification. Bidders must disclose any conflicts of interest; non-disclosure may result in bid rejection. PPECB reserves the right to conduct reference checks and obtain additional information. Bidders must accept all terms and conditions by submitting a proposal.

Bidders must register on the Central Supplier Database (CSD) and provide their Master Registration Number (MAAA) in SBD1. Bidders must comply with all instructions; non-compliance may lead to disqualification. Joint ventures, consortia, trusts, partnerships must submit proof of agreement including lead partner details, guarantee entities, date of formation, and percentage division of work.

Technical evaluation (80 points):

• Mandatory criteria (pass/fail): CSD registration, tax compliance, 5 years' experience, client references.
• Experience of team: Lead investigator must have 5+ years' experience in public sector forensic investigations.
• Methodology: Approach to forensic investigations, evidence preservation, and reporting.
• Client references: Must be from different companies, not PPECB, for investigations from 2021 to date.
• Scoring: Fully completed Annexure C with reference letters.

Price evaluation (20 points):

• Total price must be quoted in entirety, inclusive of VAT.
• Detailed pricing derivation required.

Preference points: 80/20 system; bidders must indicate how they claim points.