Automated legislative and regulatory updates solution for ppecb

{"closingDate":"23 September 2026","closingTime":"16h00"}

{"name":"Mpumzi Mehlomakulu Email: [email protected]","email":"[email protected]","phone":null,"department":"RFQ Number: RFQ/CEO/Regulatory/2026/9","address":"meet the acceptable security"}

Returnable Documents: No. Pre-qualification/Mandatory Evaluation Criterion

Bidders must be registered on the Central Supplier Database (CSD) at closing time; bidders prohibited from doing business with the state will be disqualified. Must submit: SBD1 (Invitation to Bid), SBD4 (Bidder's Disclosure), valid Tax Clearance Certificate or PIN, valid B-BBEE certificate or EME/QSE affidavit, SBD6.1 (Preference Point Claim Form), and CSD registration report. Bidders must not be persons in the service of the state, nor companies with directors who are. Bidders must achieve a minimum functional score of 110 out of 117 points to proceed to price evaluation.

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. The PPECB manages and monitors the cold chain for the export of perishable products

from South Africa. The PPECB operates under two mandates, namely the Agricultural Products Standards

Act , and the Perishable Products Export Control Act .

3.1 Scope of requirements

The bidder shall provide an electronic solution that delivers automated legislative and regulatory updates

from the South African sources.

The solution must, at a minimum, provide the following functionality:

 Automated alerts:

o Automatically notify designated users of new or amended legislation, regulations, notices,

directives, standards, instructions, circulars, guidelines, and other relevant legal

instruments.

o Deliver notifications via email.

o Provide alerts as soon as reasonably practicable after publication by the relevant authority.

 User-Configurable Monitoring

The solution shall enable the PPECB to:

o Select the legislation and regulatory categories applicable to the organisation.

o Add or remove categories at any time.

o Monitor multiple sectors or regulatory frameworks simultaneously.

o Customise notification preferences by user or business unit.

Examples of categories may include:

o Public Sector regulatory framework (e.g. PFMA, PAJA etc)

o Employment and Labour

o Occupational Health and Safety

o Corporate Governance

o Public Procurement

o Data Protection and Privacy

o Information Security

o Agricultural sector specific legislation

o Consumer Protection

o Competition Law

o Taxation

o Environmental Law

 Alerts should include, where applicable:

o New Acts, Amendment Acts, Draft Bills, Regulations, Draft regulations, Government

Notices, Gazetted publications, Ministerial Directions, Circulars, Directives, Instructions,

Practice Notes, Guidelines, Codes of Practice, Standards, and relevant Constitutional

Court, Supreme Court of Appeal or other significant judicial decisions where they

materially affect regulatory compliance.

 Supporting Documentation

Where applicable, each notification shall include:

o The official published document as an attachment or downloadable copy.

o Links to the official Government Gazette of originating authority.

o Supporting explanatory documents where available.

o A summary of the change.

 Summary of changes

Each alert should provide:

o A concise summary of the legislative or regulatory change.

o The effective date.

o Whether the publication is final or still in draft form.

o A brief explanation of the practical impact.

o Recommended actions, where appropriate.

The solution must be compatible with Microsoft outlook email and must meet the acceptable security

standards.

4. Terms and conditions of bid

3.1 Bid submission

All quotations must be submitted to the address and instruction as stipulated in the SBD1 or in the following

method:

Via email to: [email protected]

Or

submitted electronically via Microsoft One Drive and shared with this email address

[email protected] This submission must contain all information and documentation relating to the

RFQ/CEO/Regulatory/2026/9

3.2 Closing date

3.2.1 Bids must be delivered by the stipulated date and time to the correct address. Late bids will not be

accepted for consideration.

3.2.2 PPECB reserves the right to extend the closing date. Bidders invited to bid, will be informed should

the closing date change.

3.3 Revisions to request for quotation

If it becomes necessary to revise any part of this Request for Quotation, an addendum setting out

such revisions will be provided to all Bidders by an email.

3.4 Bid validity period

The quotation must be valid for the duration specified on (Bid Validity Period).

3.5 Csd registration

3.5.1 Only bid responses from bidders that are registered on the Central Supplier Database (CSD) will

be considered.

3.5.2 Bidders are required to register on the CSD and to include in the SBD1 the Master Registration

Number in order to enable the PPECB to verify the supplier’s status on the CSD.

3.5.3 Responses from bidders not registered on the CSD at bid closing time or bidders that is prohibited

from doing business with the state will be disqualified.

3.6 Acknowledgement and acceptance

The bidder warrants by signature in this document that the bidder has read and accepts each page of the

RFQ, including the terms and conditions of this bid.

3.7 Declaration of interest

Bidders must make full disclosure where interest exists or may exist between parties under the proposed

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.

3.8 Insurance

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

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

for Proposal.

3.9 Response preparation cost and ongoing engagement

The PPECB is not liable for any costs incurred by a bidder in the process of responding to this Bid Invitation,

including on-site presentations.

3.10 Reservations

3.10.1 PPECB’s decision/s regarding the acceptance or non-acceptance of a quotation shall be final and

PPECB is not obliged to furnish any reason for such decision.

3.10.2 Proposals shall be considered and evaluated against a pre-determined evaluation value structure

determined by PPECB. All Suppliers shall provide all information requested in this RFQ to facilitate

the evaluation process. Suppliers shall strictly adhere to the instructions stated in this RFQ.

3.10.3 PPECB may, during and after the evaluation of the Proposals and in its sole and absolute

discretion, decide to:

 Accept a Quotation other than the lowest priced quotation.

 Refuse to consider any Quotation not conforming with the requirements of this RFQ;

 Ask any Service Provider to supply further information after the closing date;

 Cancel this RFQ or any part thereof at any time.

 Award the contract pursuant to this RFQ or any part thereof to any one or more Suppliers,

 Not to award the quotation at all.

5. Data protection

5.1 Any personal information and Confidential Information of the PPECB which may be provided

during the bidding process may only be processed by the bidder for the purposes of this bid.

6. News and press releases

6.1. Bidders or their agents shall not make any news releases concerning this RFP or the awarding of

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

Ppecb.

7. Disclaimer

7.1. This RFQ is a request for quotation 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.

7.2. By submission of its proposal, bidders shall be deemed to have satisfied themselves with and to

have accepted all Terms & Conditions of this RFQ.

7.3. The PPECB makes no representation, warranty, assurance, guarantee or endorsements to bidder

concerning the RFQ, 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.

8. General terms and conditions

The attached terms and conditions must be signed and send back with the RFQ response.

9. Compliance documents

The following documents are required for the proposal to be considered for evaluation process.

1. SBD1 – Invitation to bid;

2. SBD4 - Bidder’s Disclosure;

3. Valid Tax Clearance Certificate or Pin;

4. Valid B-BBEE Certificate or EME/QSE Affidavit;

5. SBD6.1 – Preference Point Claim Form;

6. Central Supplier Database Registration (CSD) Report – Proof of CSD registration.

7. RFQ evaluation process and criteria

All quotations or bids will be evaluated according to the following stages. Should a bidder fail any of the

previous stages, they may be disqualified and not be considered for the next evaluation stage.

The following preference point systems are applicable to all bids whereby preference points shall be

awarded for Price; and Specific Goals.

• the 80/20 Preference Point System for bids with a Rand value of more than R2,000-00 but not

exceeding R50,000,000-00 (all applicable taxes included);

10.1 Stage 1 – compliance evaluation

Bidders must comply with all the terms and conditions of the RFQ and submit all returnable documents as

listed in Section 9. Bidders must ensure that they complete and sign returnable documents.

10.2 Stage 2 – mandatory requirements

The following is the mandatory criteria that is applicable to this tender, any Bidder who does not meet them

will be disqualified and shall not be evaluated further.

Reference Requirement Met:

No. Pre-qualification/Mandatory Evaluation Criterion

page (YES / NO)

N/a

10.3 Stage 3 – functional/technical evaluation

A technical evaluation will be conducted to determine the preferred supplier.

Weighted Functional Criteria

Bidders will be evaluated based on the following Weighted Functional Evaluation Criteria.

No. Evaluation Criterion Minimum Maximum

Points points

1. Number of years of bidder’s experience in providing a regulatory and 20

legislative update solution specifically with a component of

automated alerts via emails (must be compatible with Microsoft

Outlook)

 10 years or more (20 points)

 5 years or more (10 points)

Less than 5 years (5 points)

2. The bidder must demonstrate the capabilities of the proposed 72 82

solution in delivering the specified requirements as listed in the

scope (provide screenshots as proof where applicable)

 The solution must automatically notify designated users, via

email, of new or amended legislation, regulations, notices,

directives, standards, instructions, circulars, guidelines, and

other relevant legal instruments. (10 points)

 The solution must allow the user to select the legislation and

regulatory categories applicable to the organisation. (10

points)

 The solution must allow the user to add or remove

categories at any time. (5 points)

 The solution must allow for customisation of notification

preferences by user or business unit. (5 points)

 The bidder must specifically confirm its ability to provide

regulatory and legislative updates on the following

categories in its entirety. (12 points).

All categories are critical and failure to provide all shall

result in zero points for this criteria

o Public Sector regulatory framework (e.g. PFMA,

PAJA etc)

o Employment and Labour

o Occupational Health and Safety

o Corporate Governance

o Public Procurement

o Data Protection and Privacy

o Information Security

o Agricultural sector specific legislation

o Consumer Protection

o Competition Law

o Taxation

o Environmental Law

 The bidder must list and confirm the type of alerts provided

by the solution; Individual scores will be as follows: (Total

points: 15 points)

o New Acts (1 point)

o Amendment Acts (1 point)

o Draft Bills (1 point)

o Regulations (1 point)

o Draft Regulations (1 point)

o Government Notices (1 point)

o Gazetted Publications (1 point)

o Circulars (1 point)

o Directives (1 point)

o Instructions (1 point)

o Practice Notes (1 point)

o Guidelines (1 point)

o Codes of Practice (1 point)

o Standards (1 point)

o Relevant Constitutional Court, Supreme Court of

Appeal, or other significant judicial decisions where

they materially affect regulatory compliance (1

point)

 The bidder must confirm the proposed solutions ability to:

o Attach the official published document as an

attachment or downloadable copy (10 points)

o Provide links to the official Government Gazette of

originating authority. (5 points)

o In the alert email, provide a summary of the

regulatory or legislative update. (10 points).

3. Bidders to provide at least three contactable written reference letters 15

from clients (on the client letterhead), not older than 3 years where

similar services have been rendered in a corporate environment

and/or public sector

 3 or more relevant written reference letters (15 points)

 1 – 2 written relevant reference letters (10 points)

 0 written relevant reference letter (0 points)

Total 117

The minimum functional threshold is [110] Points. Bidders who score less than this threshold will be

disqualified and not considered for any further evaluation.

10.4 Stage 4 - price and specific goals

Bidders that passed the previous evaluation stage(s) will be evaluated on one of the following two options:

10.4.1 Price and Specific Goals - The bid will be evaluated using the 80/20 preference point system as

per the current Preferential Procurement Regulations.

10.5 Points awarded for specific goals

10.5.1 In terms of Regulation 4(2); 5(2); 6(2) and 7(2) of the Preferential Procurement Regulations,

preference points must be awarded for specific goals stated in the tender. For the purposes of this

tender the tenderer will be allocated points based on the goals stated in table 1 below as may be

supported by proof/ documentation stated in the conditions of this tender:

10.5.2 In cases where organs of state intend to use Regulation 3(2) of the Regulations, which states that, if

it is unclear whether the 80/20 or 90/10 preference point system applies, an organ of state must, in

the tender documents, stipulate in the case of—

(a) an invitation for tender for income-generating contracts, that either the 80/20 or 90/10

preference point system will apply and that the highest acceptable tender will be used to

determine the applicable preference point system; or

(b) any other invitation for tender, that either the 80/20 or 90/10 preference point system will

apply and that the lowest acceptable tender will be used to determine the applicable

preference point system,

then the organ of state must indicate the points allocated for specific goals for both the 90/10 and

80/20 preference point system.

Table 1: Specific goals for the tender and points claimed are indicated per the table below.

(Note to organs of state: Where the 80/20 preference point system is applicable, corresponding

points must also be indicated as such.

(Note to tenderers: The tenderer must indicate how they claim points for each preference point

system.)

No Specific Goal Supporting Evidence Preference Points Number of points

Number of points claimed (80/20

claimed system)

(80/20 system) (To be

completed by

the bidder)

1 Black Women- Proof of B-BBEE status level of Total Points: 10

owned contributor, specifically in line with % Shareholding and

enterprises; the respective Sector Codes which Points allocation out of

the company operates - SANAS total of 5 points.

Approved certificate or 70% to 100% = 10

Commissioned affidavit or 51% to less than 70% = 5

Shareholding certificate 30% to less than 51% = 3

Below 30% = 0

2 Small business Proof of B-BBEE status level of Total Points: 10

including EMEs contributor, specifically in line with EME = 10

or QSEs; the respective Sector Codes which QSE = 10

the company operates - SANAS Enterprises with

Approved certificate or turnover above R50m

Commissioned affidavit or Annual = 1

Financial Statements

Total Specific Goals 20

11. Stage 5 – demonstration

The three (3) highest-ranked Bidders, based on the combined evaluation of Price and Specific Goals, will

be shortlisted and invited to present a demonstration of their proposed solution.

The demonstration shall be conducted virtually via Microsoft Teams and will form part of the final

evaluation process. Bidders will be required to demonstrate the functionality, capabilities, and suitability of

the proposed system against the requirements outlined in this bid document.

12. Stage 6 - objective criteria

In terms of Preferential Procurement Regulation 11 and section 2(1)(f) of the Preferential Procurement

Policy Framework Act, the PPECB may consider the following objective criteria in the bid award:

I. The risk of fruitless and wasteful expenditure to the PPECB;

II. The risk of an abnormally low bid;

III. The risk of a material irregularity;

IV. The PPECB reserve the right not to consider bids from Bidders who are currently in

litigation with the PPECB; and

V. 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 projects within the

PPECB and the referee submitted by the Bidder.

13. Declaration by the bidder

Only bidders who have completed the declaration below will be considered for evaluation.

RFQ No: RFQ/CEO/Regulatory/2026/9 - The Provision of Regulatory & Legislative Updates for the

PPECB Legal Unit

I hereby undertake to render services described in the attached RFQ documents to PPECB in accordance

with the requirements and task directives / proposal specifications stipulated in RFQ 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.

I accept full responsibility for the proper execution and fulfilment of all obligations and conditions devolving

on me under this proposal as the principal liable for the due fulfilment of this proposal.

I declare that I have not participation in any collusive practices with any bidder or any other person regarding

this or any other proposal.

I accept that the PPECB may take appropriate action should there be a conflict of interest or if this

declaration proves to be false.

The bidder herewith consents to the processing of it’s Personal Information, as defined in the Protection of

Personal Information Act and any other applicable data protection legislation, for the purposes of

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

Manager of the PPECB. The personal information collected for the purpose of this bid will be retained for a

period of three 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.

I confirm that I have read and accepts each page of this RFQ.

I confirm that I am duly authorised to sign this proposal.

NAME (PRINT) .......................................... Signature ........................................

Witnesses:

1 .........................................................

2 ........................................................

Sbd1

Part a

Invitation to bid

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

The bidder shall provide an electronic solution that delivers automated legislative and regulatory updates from South African sources. The solution must include: automated alerts (notify designated users of new or amended legislation, regulations, notices, directives, standards, instructions, circulars, guidelines, and other legal instruments; deliver via email; provide alerts as soon as reasonably practicable after publication); user-configurable monitoring (select and modify categories, monitor multiple sectors, customise notification preferences by user or business unit); alerts covering new Acts, Amendment Acts, Draft Bills, Regulations, Draft Regulations, Government Notices, Gazetted publications, Ministerial Directions, Circulars, Directives, Instructions, Practice Notes, Guidelines, Codes of Practice, Standards, and significant judicial decisions; supporting documentation (official published document as attachment or downloadable copy, links to Government Gazette, explanatory documents, summary of change); and summary of changes (concise summary, effective date, final or draft status, practical impact, recommended actions). The solution must be compatible with Microsoft Outlook and meet acceptable security standards.

The Supply and Deliver of Technical Consumables to the PPECB

Name of Bidder..................................................................Bid number... RFQ/CEO/Regulatory/2026/9

Closing Time 16:00 ............................................................. Closing date...23 September 2026.........

Offer to be valid for...60......DAYS From the closing date of bid.

Supplier name:

Item description total cost

Total Inclusive Cost for the Services required 1

Total

Value added tax

Total inclusive of value added tax

Pricing Notes

Please also include a price breakdown for the above Total Cost.

Sbd4

Bidder’s disclosure

1. Purpose of the form

Any person (natural or juristic) may make an offer or offers in terms of this

invitation to bid. In line with the principles of transparency, accountability,

impartiality, and ethics as enshrined in the Constitution of the Republic of

South Africa and further expressed in various pieces of legislation, it is

required for the bidder to make this declaration in respect of the details

required hereunder.

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

List of Restricted Suppliers, that person will automatically be disqualified from

the bid process.

2. Bidder’s declaration

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

partners or any person having a controlling interest1 in the enterprise,

employed by the state? YES/NO

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:

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

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

Number of points claimed (80/20

claimed system)

(80/20 system) (To be

completed by

the bidder)

1 Black Women- Proof of B-BBEE status level of Total Points: 10

owned contributor, specifically in line with % Shareholding and

enterprises; the respective Sector Codes which Points allocation out of

the company operates - SANAS total of 5 points.

Approved certificate or 70% to 100% = 10

Commissioned affidavit or 51% to less than 70% = 5

Shareholding certificate 30% to less than 51% = 3

Below 30% = 0

2 Small business Proof of B-BBEE status level of Total Points: 10

including EMEs contributor, specifically in line with EME = 10

or QSEs; the respective Sector Codes which QSE = 10

the company operates - SANAS Enterprises with

Approved certificate or turnover above R50m

Commissioned affidavit or Annual = 1

State.”

Nb: failure to provide / or comply with any of the above particulars may render the bid invalid.

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

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

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

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

Sbd 3.2

Pricing schedule

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 ACCREDITED ARE YOU A FOREIGN BASEDREPRESENTATIVE IN Yes No SUPPLIER FOR THE GOODS SOUTH AFRICA FOR Yes No /SERVICES /WORKS OFFERED? THE GOODS [IF YES, ANSWER THE /SERVICES /WORKS [IF YES ENCLOSE PROOF] QUESTIONNAIRE BELOW ] 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: ................................................... SBD 3.2

Points Allocation: 5 points

B-BBEE Details: on, warranty, assurance, guarantee or endorsements to bidder

concerning the RFQ, 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.

8. General terms and conditions

The attached terms and conditions must be signed and send back with the RFQ response.

9. Compliance documents

The following documents are required for the proposal to be considered for evaluation process.

1. SBD1 – Invitation to bid;
2. SBD4 - Bidder’s Disclosure;
3. Valid Tax Clearance Certificate or Pin;
4. Valid B-BBEE Certificate or EME/QSE Affidavit;
5. SBD6.1 – Preference Point Claim Form;
6. Central Supplier Database Registration (CSD) Report – Proof of CSD registration.
7. RFQ evaluation process and criteria

All quotations or bids will be evaluated according to the following stages. Should a bidder fail any of the

previous stages, they may be disqualified and not be considered for the next evaluation stage.

The following preference point systems are applicable to all bids whereby preference points shall be

awarded for Price; and Specific Goals.

• the 80/20 Preference Point System for bids with a Rand value of more than R2,000-00 but not

exceeding R50,000,000-00 (all applicable taxes included);

10.1 Stage 1 – compliance evaluation

Bidders must comply with all the terms and conditions of the RFQ and submit all returnable documents as

listed in Section 9. Bidders must ensure that they complete and sign returnable documents.

10.2 Stage 2 – mandatory requirements

The following is the mandatory criteria that is applicable to this tender, any Bidder who does not meet them

will be disqualified and shall not be evaluated further.

Reference Requirement Met:

No. Pre-qualification/Man

RFQ Number: RFQ/CEO/Regulatory/2026/9

Opening Date: 08 September 2026

Closing Date: 23 September 2026 Time 16h00

Contact Person: Mpumzi Mehlomakulu Email: [email protected]

Bid Validity Period 60 Days

The Perishable Products Export Control Board (PPECB) hereby invites suitably qualified and experienced

suppliers to submit quotations for the provision of regulatory & legislative updates for the PPECB Legal Unit.

The successful Bidder will enter into a contract with the PPECB for a period of three (3) years with an option

to renew for two (2) years.

the PPECB Legal Unit with accurate, timely, and automated updates on legislative and regulatory

developments applicable to the PPECB environment.

manually search for the regulatory and legislative updates.

2. Background

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. The PPECB manages and monitors the cold chain for the export of perishable products

from South Africa. The PPECB operates under two mandates, namely the Agricultural Products Standards

o Public Sector regulatory framework (e.g. PFMA, PAJA etc)

o Employment and Labour

o Occupational Health and Safety

o Corporate Governance

o Public Procurement

o Data Protection and Privacy

o Information Security

o Agricultural sector specific legislation

o Consumer Protection

o Competition Law

o Taxation

o Environmental Law

 Alerts should include, where applicable:

o New Acts, Amendment Acts, Draft Bills, Regulations, Draft regulations, Government

o The official published document as an attachment or downloadable copy.

o Links to the official Government Gazette of originating authority.

o Supporting explanatory documents where available.

o A summary of the change.

 Summary of changes

3.1 Bid submission

All quotations must be submitted to the address and instruction as stipulated in the SBD1 or in the following

method:

Via email to: [email protected]

[email protected] This submission must contain all information and documentation relating to the

RFQ/CEO/Regulatory/2026/9

3.2 Closing date

3.2.1 Bids must be delivered by the stipulated date and time to the correct address. Late bids will not be

accepted for consideration.

3.2.2 PPECB reserves the right to extend the closing date. Bidders invited to bid, will be informed should

the closing date change.

3.3 Revisions to request for quotation

such revisions will be provided to all Bidders by an email.

3.4 Bid validity period

The quotation must be valid for the duration specified on (Bid Validity Period).

3.5 Csd registration

3.5.1 Only bid responses from bidders that are registered on the Central Supplier Database (CSD) will

be considered.

3.5.2 Bidders are required to register on the CSD and to include in the SBD1 the Master Registration

Number in order to enable the PPECB to verify the supplier’s status on the CSD.

3.5.3 Responses from bidders not registered on the CSD at bid closing time or bidders that is prohibited

from doing business with the state will be disqualified.

3.6 Acknowledgement and acceptance

including on-site presentations.

3.10 Reservations

3.10.1 PPECB’s decision/s regarding the acceptance or non-acceptance of a quotation shall be final and

3.10.2 Proposals shall be considered and evaluated against a pre-determined evaluation value structure

determined by PPECB. All Suppliers shall provide all information requested in this RFQ to facilitate

the evaluation process. Suppliers shall strictly adhere to the instructions stated in this RFQ.

3.10.3 PPECB may, during and after the evaluation of the Proposals and in its sole and absolute

discretion, decide to:

 Accept a Quotation other than the lowest priced quotation.

 Refuse to consider any Quotation not conforming with the requirements of this RFQ;

 Ask any Service Provider to supply further information after the closing date;

 Cancel this RFQ or any part thereof at any time.

 Award the contract pursuant to this RFQ or any part thereof to any one or more Suppliers,

 Not to award the quotation at all.

5.1 Any personal information and Confidential Information of the PPECB which may be provided

during the bidding process may only be processed by the bidder for the purposes of this bid.

result in zero points for this criteria

o Public Sector regulatory framework (e.g. PFMA,

PAJA etc)

o Employment and Labour

o Occupational Health and Safety

o Corporate Governance

o Public Procurement

o Data Protection and Privacy

o Information Security

o Agricultural sector specific legislation

o Consumer Protection

o Competition Law

o Taxation

o Environmental Law

 The bidder must list and confirm the type of alerts provided

by the solution; Individual scores will be as follows: (Total

points: 15 points)

o New Acts (1 point)

o Amendment Acts (1 point)

o Draft Bills (1 point)

o Regulations (1 point)

o Draft Regulations (1 point)

o Government Notices (1 point)

o Gazetted Publications (1 point)

o Circulars (1 point)

o Directives (1 point)

o Instructions (1 point)

o Practice Notes (1 point)

o Guidelines (1 point)

o Codes of Practice (1 point)

o Standards (1 point)

o Relevant Constitutional Court, Supreme Court of

they materially affect regulatory compliance (1

point)

 The bidder must confirm the proposed solutions ability to:

o Attach the official published document as an

attachment or downloadable copy (10 points)

o Provide links to the official Government Gazette of

originating authority. (5 points)

o In the alert email, provide a summary of the

regulatory or legislative update. (10 points).

3. Bidders to provide at least three contactable written reference letters 15

from clients (on the client letterhead), not older than 3 years where

similar services have been rendered in a corporate environment

and/or public sector

 3 or more relevant written reference letters (15 points)

 1 – 2 written relevant reference letters (10 points)

 0 written relevant reference letter (0 points)

Total 117

The minimum functional threshold is [110] Points. Bidders who score less than this threshold will be

disqualified and not considered for any further evaluation.

10.4 Stage 4 - price and specific goals

Bidders that passed the previous evaluation stage(s) will be evaluated on one of the following two options:

10.4.1 Price and Specific Goals - The bid will be evaluated using the 80/20 preference point system as

per the current Preferential Procurement Regulations.

10.5 Points awarded for specific goals

10.5.1 In terms of Regulation 4(2); 5(2); 6(2) and 7(2) of the Preferential Procurement Regulations,

preference points must be awarded for specific goals stated in the tender. For the purposes of this

tender the tenderer will be allocated points based on the goals stated in table 1 below as may be

supported by proof/ documentation stated in the conditions of this tender:

10.5.2 In cases where organs of state intend to use Regulation 3(2) of the Regulations, which states that, if

it is unclear whether the 80/20 or 90/10 preference point system applies, an organ of state must, in

the tender documents, stipulate in the case of—

(a) an invitation for tender for income-generating contracts, that either the 80/20 or 90/10

preference point system will apply and that the highest acceptable tender will be used to

determine the applicable preference point system; or

(b) any other invitation for tender, that either the 80/20 or 90/10 preference point system will

apply and that the lowest acceptable tender will be used to determine the applicable

preference point system,

then the organ of state must indicate the points allocated for specific goals for both the 90/10 and

80/20 preference point system.

Table 1: Specific goals for the tender and points claimed are indicated per the table below.

(Note to organs of state: Where the 80/20 preference point system is applicable, corresponding

points must also be indicated as such.

(Note to tenderers: The tenderer must indicate how they claim points for each preference point

system.)

I. The risk of fruitless and wasteful expenditure to the PPECB;

II. The risk of an abnormally low bid;

III. The risk of a material irregularity;

litigation with the PPECB; and

with the requirements and task directives / proposal specifications stipulated in RFQ 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

period of three 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.

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

E-mail proposals to [email protected]

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

I certify that the information furnished in paragraphs 1, 2

and 3 ABOVE IS CORRECT.

PPECB, as described in the Purchase Order; 2.2. Without such written acceptance, execution of the

1. INTERPRETATION AND APPLICABILITY 1.1.6. “PPECB” means the Perishable Products order whether partially or complete, is in itself an

1.1. In this Terms and Conditions of Purchase, unless Export Control Board; acceptance of the Purchase Order and this Terms

the context indicates otherwise; 1.1.7. "Personal Information" is Personal and Conditions by the SUPPLIER.

1.1.1. “Agreement” / “Terms and Conditions” Information as defined in the Protection of

means this Purchase Order Terms and Personal Information Act No. ; 3. PRICES

Conditions; 1.1.8. “Purchase Order” means the Purchase 3.1. FIXED PRICES

1.1.2. "Confidential Information" means any Order issued for this transaction and to which 3.1.1. Unless otherwise agreed upon by the PPECB

information or data, including any Personal these Terms and Conditions are attached; and the SUPPLIER in writing, prices shall be

Information, shared by the Disclosing Party 1.1.9. "Receiving Party" means the Party, other considered to be fixed and will not be subject

which by its nature or content is identifiable as than the Disclosing Party, to the extent that it to change.

confidential and/or proprietary to the receives any Confidential Information from 3.1.2. For avoidance of doubt, clause 3.1.1 includes

Disclosing Party and/or any third party, or the Disclosing Party; prices subject to fluctuations in the exchange

which is provided or disclosed in confidence 1.1.10. “Services” means the Services to be rate, the price quoted must be done on a fixed

and which the Disclosing Party or any person rendered by the Supplier to the PPECB as rate of exchange and will not be subject to

acting on its behalf may disclose or provide to described in the Purchase Order; change.

the Receiving Party or which may come to the 1.1.11. “SUPPLIER” means the natural person or 3.1.3. Prices will include the cost of delivery as per

knowledge of the Receiving Party by juristic person described in the Purchase the delivery address indicated on the

whatsoever means, including all information Order. Purchase Order.

relating to the Disclosing Party's current and 1.2. Save for as set out below, in the event of any 3.1.4. Where prices are subject to change, such

existing strategic objectives, its business conflict, ambiguity or inconsistency between changes will be calculated on the basis set

activities, business relationships, technical, these Terms and Conditions and any other out in the Purchase Order, or as accepted by

scientific, commercial, financial and market document relating to this transaction, including the PPECB in writing.

information and trade secrets, data any Terms and Conditions in any invoice, 3.1.5. Should the basis not have been agreed upon

concerning its architectural information, proposal or other SUPPLIER document, these prior to the issue of this order, then

demonstrations, processes and machinery, Terms and Conditions shall prevail. documentary proof of all changes shall be

all agreements to which it or its clients is/are a 1.3. Any Terms and Conditions incorporated in or furnished by the SUPPLIER and the price

Party, information relating to the Services and affixed to the SUPPLIER’s quotation will be of no shall then be subject to acceptance by the

information relating to its clients and facilities; force and effect, unless the PPECB has agreed to PPECB in its sole discretion.

1.1.3. "Data Protection Legislation" means any them, or to any part thereof, expressly and in 3.1.6. If the changed price is unacceptable, then the

and all applicable laws relating to data writing. PPECB shall be entitled to cancel the order

protection in force in the Republic of South 1.4. These Terms and Conditions will only apply and with immediate effect and without prejudice.

Africa, including but not limited to the be binding on the Parties where there is no 3.1.7. Unless stipulated to the contrary in the order,

Protection of Personal Information Act No. 4 agreement in place between the Parties additional charges of whatsoever nature will

of 2013; regarding the purchase of the item/s and/or not be accepted by the PPECB unless the

1.1.4. "Disclosing Party" means either Party service/s, described in this Purchase Order. SUPPLIER has obtained acceptance in

and/or any third Party to the extent that it writing of such additional charges prior to the

performance or delivery of this order.

cost, the remaining portion of the order as per the 6.4. No charges will be allowed for containers, crating

3.2. DISCOUNT new agreed delivery date. boxing, drayage, etc. unless agreed to between

3.2.1. All discounted rates, including early payment, 5.3. If the SUPPLIER fails to deliver the Goods and/or the Parties prior to delivery of any orders.

should be communicated to the PPECB and Services on or before the delivery date, and fails

reflected as a separate invoiced amount. to notify the PPECB of any delays, or then fails to 7. QUALITY AND SPECIFICATION

deliver as per the new agreed date, then the 7.1. Goods and Services delivered shall be in

11.1. The SUPPLIER shall be liable for all loss and

9.2. Unless agreed by the Parties to the contrary, 14. RESTRICTED DATABASE OF SUPPLIERS

damage to the Goods from whatsoever cause

reduced to writing and signed by both Parties, all 14.1. The PPECB may terminate this agreement with

arising, until the Goods have been delivered to

and accepted by the PPECB, or its receiving

documentation furnished by the PPECB in or in National Treasury’s database of restricted

agent. Rejected Goods shall be held by the

relation to this Agreement are and shall remain at suppliers.

16.2. If such amendment affects the prices or the

agreed delivery date, then the SUPPLIER shall

notify the PPECB in writing and such changes

shall only be of force and effect if agreed upon by

the PPECB.

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.

3.8 Insurance

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

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

for Proposal.

3.9 Response preparation cost and ongoing engagement

7.1. This RFQ is a request for quotation 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.

7.2. By submission of its proposal, bidders shall be deemed to have satisfied themselves with and to

have accepted all Terms & Conditions of this RFQ.

7.3. The PPECB makes no representation, warranty, assurance, guarantee or endorsements to bidder

concerning the RFQ, whether with regard to its accuracy, completeness or otherwise and the

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]

of 5

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

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

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

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

of 5

PURCHASE ORDER TERMS AND CONDITIONS discloses any Confidential Information in 2. ACKNOWLEDGEMENT AND ACCEPTANCE OF

terms of this Agreement; THE ORDER

The following Terms and Conditions apply between the 1.1.5. “Goods” means the movable Goods to be 2.1. Acceptance of the order must be acknowledged

4.1. Unless other arrangements have specifically entirely or partially, and in which event the complete satisfaction of the PPECB. If the Goods

been agreed upon in writing, the PPECB shall pay PPECB shall, at its sole discretion, be entitled to do not comply with these requirements, the

the SUPPLIER for the Goods and Services within recover any loss or damages suffered as a result PPECB shall, at its sole discretion, be entitled to:

thirty (30) days of the receipt by the PPECB of a of late delivery by the SUPPLIER, or the 7.2. Call upon the SUPPLIER to make good any

correct, undisputed, and properly due statement. cancellation of this order by the PPECB. defects in workmanship and material within a

4.2. The PPECB shall not be liable for any amounts 5.4. Any Goods delivered that do not comply with the specified period at the cost of the SUPPLIER; or

not explicitly set out in the Purchase Order, or as specifications of this order, or out of box failures 7.3. Refuse to take delivery, or, having taken delivery,

agreed by the Parties in writing. shall be returned / collected by the SUPPLIER at to reject the Goods and service and to recover

the SUPPLIER’s own cost. from the SUPPLIER all direct costs and damages

4.3. INVOICING 5.5. The PPECB reserves the right to amend the sustained by the PPECB arising from the

4.3.1. Invoices, reflecting the PPECB order number, delivery date originally specified in this order SUPPLIER’s breach of the conditions; or

shall be submitted to the PPECB by the provided that the date of delivery shall not be 7.4. Purchase Goods and Services of the specified

SUPPLIER within seven (7) days of the date advanced without the consent of the SUPPLIER. quality on the open marker, in which case, the

of delivery of the Goods, if it is not delivered 5.6. All Goods and/or Services delivered must be excess between the price then paid and the price

with the Goods. accompanied by a delivery note and every agreed to in terms of this order shall be payable

4.3.2. Each invoice must be a valid tax invoice and delivery note or invoice delivered shall: by the SUPPLIER to the PPECB.

shall contain a sufficient and correct 5.6.1. Be accompanied by a waybill which shall

description of the Goods and/or Services and reflect the SUPPLIER’s name, PPECB order 8. CONFIDENTIALITY

must reflect the correct order number as set number, and an accurate description of the 8.1. The Parties shall keep confidential and shall not

out in the Purchase Order. Goods delivered; and disclose to any third Party (other than for the

5.6.2. Include the serial number of equipment, purposes of performing Services under this

5. DELIVERY where applicable. Agreement) any of the Confidential Information

5.1. The SUPPLIER shall immediately notify the disclosed to either Party during the discussions or

PPECB in the event that the SUPPLIER’s timely 6. PACKAGING AND SHIPMENT negotiations or implementation of this Agreement

performance under this Purchase Order is 6.1. All equipment ordered shall be suitably packed or or at any time thereafter.

delayed or likely to be delayed, in whole or part, otherwise prepared and to meet shipping agent 8.2. The provisions of 8.1 shall not apply to any

and the SUPPLIER shall provide all available requirements. confidential information which:

information of such delay. Such notice shall not 6.2. Returnable containers shall be clearly marked as 8.2.1. is or hereafter becomes part of the public

constitute a waiver by the PPECB of any of the returnable and show the name of the SUPPLIER domain (otherwise than as result of a breach

SUPPLIERs obligations hereunder. and the price chargeable if not returned. of the provisions of 8.1 above);

5.2. If only a portion of the order is available for 6.3. If the shipment is not forwarded according to the 8.2.2. can be shown to have been lawfully in the

delivery, the SUPPLIER shall, on agreement by PPECB’s instructions, the difference in cost will possession of the Receiving Party, or its

the PPECB, deliver the available Goods and/or be charged to the SUPPLIER. affiliates, prior to its disclosure and is not

Services, and deliver, at the SUPPLIER’S own subject to any existing Contract between the

Parties and/or their affiliates;

8.2.3. is acquired by a Party or its affiliates 9.4. In the event of termination or cancellation of this the SUPPLIER guarantees the Goods and

independently from a third Party, who lawfully Agreement, the SUPPLIER shall return all Services delivered to be as specified in this order

acquired such information without restriction, PPECB Intellectual Property to PPECB. and free from defects in workmanship and

or information which acquired or developed 9.5. Neither Party’s trademarks nor brands shall be material for a period of not less than twelve (12)

by a Party or its affiliates independently used by the other Party for any purpose without months from the date of delivery. This guarantee

without access or reference to Confidential obtaining prior written consent of the relevant shall be over and above any rights and remedies

Information of the Disclosing Party; or Party and then only in the manner prescribed. which the PPECB has at law. The SUPPLIER

8.2.4. is disclosed or released with prior written shall replace, free of charge, all such Goods and

authorisation by the Disclosing Party to 10. INDEMNITY Services which fails to meet this guarantee.

satisfy an order of Court or otherwise comply 10.1. The SUPLLIER hereby indemnifies the PPECB

with the provisions of any law or regulation in against any loss or damage to the property or 13. TRADEMARKS AND PATENTS

force at the time. person resulting from or in connection with the 13.1. The SUPPLIER shall indemnify the PPECB

8.3. In the event of termination or cancellation of this work or Goods or materials furnished by the against any and all liability, damage, costs, claims

PPECB Confidential Information to PPECB or 10.2. SUPPLIER confirms that it is aware of the PPECB by reason of any claims, demands or

destroy such Confidential Information and provide provisions of section 21 of the Perishable actions brought against the PPECB and/or its

a signed certificate of destruction, at PPECB’s Products Export Control Act . customers for actual or alleged infringement of

election. SUPPLIER indemnifies and holds the PPECB, any trade Mark, Letters Patent, Copyright or other

its employees, officials, and board members similar protection by reason of the manufacture of

harmless against any claim as envisaged in the9. INTELLECTUAL PROPERTY Goods or materials covered by this order by the

said section 21, notwithstanding the provisions 9.1. All Intellectual Property Rights belonging to a SUPPLIER, the resale thereof by the PPECB, or

of Section 20.

all times vested in the PPECB.

required, at the SUPPLIER’s sole risk and cost. 15. DISPUTES 9.3. All Intellectual Property Rights in and to any

Such rejected Goods shall, at the PPECB’s sole 15.1. If there is any dispute regarding the interpretation PPECB Materials shall vest in and shall remain

discretion, be replaced with new Goods meeting of this Agreement, or if there is any other dispute vested in PPECB and where the SUPPLIER is

the required specifications by the SUPPLIER between the Parties arising from or in connection provided access to any PPECB Materials, the

forthwith with this Agreement or action taken pursuant to its SUPPLIER shall use such PPECB Materials

11.2. The PPECB cannot be held liable for any loss, provisions or its termination, the Parties shall strictly in accordance with the terms of this

direct or indirect, including loss to third Parties, make every effort to resolve amicably such Agreement. the SUPPLIER shall perform all such

arising while Goods ordered are in transit prior to dispute or difference by mutual consultation. This actions and take all such steps as may be

delivery. clause does not detract from a party’s right to reasonably required for the purpose of preserving

or perfecting such vesting and shall only use institute action or motion proceedings in the High

12.1. The SUPPLIER undertakes to deliver Goods and in respect of any dispute that may arise out of or in this Agreement.

15.2. If after thirty (30) days the Parties have failed to

resolve their dispute or difference by mutual

consultation, then such matter ("the Dispute")

shall be determined by an independent expert in

the particular field.

15.3. Within 5 (five) days after the failure to resolve the

dispute, the Parties shall agree upon such

independent expert.

15.4. Such expert shall act as an expert and not as an

arbitrator and shall in his sole discretion lay down

the procedure to be followed and the manner in

which evidence, if any, shall be allowed.

15.5. The dispute shall be determined in Cape Town,

without the PPECB’s written permission.

DATA PROTECTION ADDENDUM is reasonably believed to have been accessed or acquired 1.10. The obligations in this clause shall also apply to

(to be signed by the SUPPLIER and returned to the by an unauthorised person or if a breach has occurred with and extend to any Personal Information disclosed or

PPECB) reference to its use of the Personal Information under the received by the SUPPLIER prior to the signature date of the

1. DATA PROTETION information to allow affected individuals to take measures 1.11. The SUPPLIER warrants that, where it discloses

1.1. The SUPPLIER acknowledges that the Parties against the potential consequences of the compromise, Personal Information to the PPECB that it has obtained the

are required to Process each other’s Personal Information including, if known to the SUPPLIER, the identity of the necessary consent of the relevant Data Subject who’s

insofar as is necessary for each Party to comply with its unauthorised person who may have accessed or acquired Personal Information it is disclosing under the Agreement

obligations in terms of this Purchase Order. the Personal Information; and/or is otherwise authorised to make such disclosure to

1.2. The SUPPLIER shall Process such Personal 1.6.2. within 3 Business Days of receipt thereof, of any the PPECB in accordance with Data Protection Legislation.

Information only: request for access to Personal Information or correction of 1.12. The SUPPLIER indemnifies the PPECB and

1.2.1. in compliance with Data Protection Legislation, Personal Information or complaints received by the holds the PPECB harmless from all losses, liabilities,

the PPECB's instructions and these Terms and Conditions; SUPPLIER and provide the PPECB with full details of such penalties, fines, damages and claims, and related costs and

1.2.2. for purposes connected with performing in terms request or complaint; and expenses (including legal fees on the scale as between

of this Purchase Order or as specifically otherwise 1.6.3. Promptly of any legally binding request for attorney and client, interest and penalties) arising from any

instructed or authorised by the PPECB in writing. disclosure of Personal Information or any other notice or claim or action brought against the PPECB due to the

1.3. The SUPPLIER shall treat the Personal communication which relates to the Processing of the SUPPLIER's breach of the provisions of these Terms and

1.5. The SUPPLIER agrees that it may not modify unless the PPECB consents in writing to such transfer of Date: ____________________________________2026.

any Personal Information which comes into its possession Personal Information to the foreign country in question,

in terms of the Agreement, merge it with other data, which country must provide an adequate level of protection

commercially exploit it or engage in any other practice or that effectively upholds the protection of Personal

activity that may in any manner adversely affect the Information principles contained in these Terms and Signed By: _____________________________________.

integrity, security or confidentiality of such Personal Conditions.

Information, other than as specifically permitted herein or as 1.9 The SUPPLIER hereby consents to the retention

directed by the PPECB in writing. and storage of its Personal Information pursuant to this

1.6. The SUPPLIER shall notify the PPECB in Agreement on a private/public cloud hosted in Western Designation: __________________________________.

writing: Europe/European Union for the relevant retention periods

1.6.1. within 1 Business Day or otherwise as soon as as may be provided for by relevant statute(s), PPECB

reasonably possible if any Personal Information has been or retention policy or this Agreement.

Signature: ____________________________________.

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

Bid submission: All quotations must be submitted via email to [email protected] or electronically via Microsoft One Drive shared with that email address, containing all information and documentation relating to RFQ/CEO/Regulatory/2026/9. Bids must be delivered by the stipulated date and time; late bids will not be accepted. PPECB reserves the right to extend the closing date. Revisions to the RFQ will be provided via addendum by email. The quotation must be valid for the specified bid validity period (60 days). Only bidders registered on the Central Supplier Database (CSD) will be considered; bidders must include their CSD Master Registration Number in SBD1. Bidders not registered on CSD at closing time or prohibited from doing business with the state will be disqualified. The bidder warrants by signature that they have read and accept each page of the RFQ. Bidders must make full disclosure of any conflict of interest; failure to disclose may result in rejection. The successful bidder is responsible for all work, materials, tools, equipment, and property. PPECB is not liable for costs incurred by bidders in responding. PPECB's decisions on acceptance are final and not obliged to furnish reasons. PPECB may accept a quotation other than the lowest, refuse non-conforming quotations, request further information, cancel the RFQ, award to one or more suppliers, or not award at all.

3.10.2 Proposals shall be considered and evaluated against a pre-determined evaluation value structure

the evaluation process. Suppliers shall strictly adhere to the instructions stated in this RFQ.

3.10.3 PPECB may, during and after the evaluation of the Proposals and in its sole and absolute

The following documents are required for the proposal to be considered for evaluation process.

The solution must, at a minimum, provide the following functionality

o Customise notification preferences by user or business unit.

5. SBD6.1 – Preference Point Claim Form;
6. RFQ evaluation process and criteria

All quotations or bids will be evaluated according to the following stages. Should a bidder fail any of the

previous stages, they may be disqualified and not be considered for the next evaluation stage.

The following preference point systems are applicable to all bids whereby preference points shall be

awarded for Price; and Specific Goals.

the 80/20 Preference Point System for bids with a Rand value of more than R2,000-00 but not

10.1 Stage 1 – compliance evaluation

10.2 Stage 2 – mandatory requirements

No. Pre-qualification/Mandatory Evaluation Criterion

10.3 Stage 3 – functional/technical evaluation

A technical evaluation will be conducted to determine the preferred supplier.

Bidders will be evaluated based on the following Weighted Functional Evaluation Criteria.

No. Evaluation Criterion Minimum Maximum

Points points

 10 years or more (20 points)

 5 years or more (10 points)

Less than 5 years (5 points)

other relevant legal instruments. (10 points)