36-Month 24/7 fraud & corruption hotline services for nrcs

The tender is for the appointment of a service provider to deliver 24-hour fraud and corruption hotline services to the National Regulator for Compulsory Specifications (NRCS) for a period of 36 months. The hotline must be operational 24/7, 365 days a year, enabling employees, contractors, suppliers, and the public to anonymously report fraudulent and corrupt activities. The service provider must manage all aspects of the hotline, including call handling, transcription, reporting, and awareness initiatives.

Closing date and time: 12 June 2026 at 11:00. Offer must be valid for 90 days from the closing date of the bid.

Bidding procedure enquiries: Don Mandlazi, Telephone: 012 482 8921, Email: [email protected]. Technical enquiries: Tshilidzi Tshisikhawe, Telephone: 012 842 8926, Email: [email protected]. Quotations must be emailed to: [email protected].

Submission must be emailed to [email protected]. No hand-delivered quotes will be accepted. Bids must be submitted on the official forms provided (not re-typed) and delivered by the stipulated closing date and time (12 June 2026 at 11:00). Late bids will not be accepted. All bids must comply with the General Conditions, Definitions, and Directives applicable to the tender and Preferential Procurement Regulations, 2022. The successful bidder will be required to fill in and sign a written contract form (SBD7). Bidders must ensure independence and objectivity of staff, with no involvement in NRCS day-to-day operations or system development. Progress must be monitored, and staff continuity guaranteed unless otherwise agreed with the NRCS Internal Audit Manager.

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The scope is to provide 24/7, 365-day fraud and corruption hotline services for the National Regulator for Compulsory Specifications (NRCS) over 36 months. Key deliverables include: a working and effective fraud hotline, on-site and off-site backup recordings, regular reports to SAPS (where applicable), and monthly management reports (max 50 per month). Communication mediums required: toll-free telephone number, toll-free fax number, and secure email address. All calls must be handled by a call operator, transcribed onto NRCS-specific sheets, and allocated a reference number. Caller anonymity must be guaranteed unless required by law. Call recordings must be maintained for 2 months, with off-site backups. Immediate threats must be reported to SAPS (10111) and NRCS. Awareness initiatives include: quarterly workshops, bi-annual laminated posters (30 x A3), monthly newsletters via email, and a one-time interactive presentation CD. Marketing and operational project plans must be drafted with NRCS. All branded materials must include artwork and design costs. Services must comply with the Protected Disclosure Act and other relevant South African legislation.

The service provider must outline a comprehensive methodology addressing all Terms of Reference (TOR) requirements, including: hotline operations, reporting, backups, SAPS reporting, awareness initiatives, implementation plan, and stakeholder engagement. Key activities include: drafting a marketing and operational project plan, furnishing NRCS with reporting mediums (toll-free number, fax, email, web link), managing day-to-day hotline operations, launching and creating awareness of the hotline, and developing continuous marketing initiatives. The methodology will be scored out of 60 points, with higher scores for comprehensive, detailed, and NRCS-tailored approaches.

Key personnel must include: Managers with Ethics Officer (EO), Certified Fraud Examiner (CFE), or Compliance Officer qualifications, coupled with 3–5 years of practical ethics hotline experience. Call centre operators must have a call centre certificate and at least 3 years of ethics hotline experience. The team must possess: practical and technical competencies in fraud and corruption hotlines, understanding of applicable standards, extensive public sector experience, knowledge of PFMA and Treasury Regulations, project management skills, and relevant academic qualifications. Team leaders and personnel must demonstrate high communication, interpersonal, and analytical skills, ability to work under pressure, and attention to detail and deadlines. Company profile must include: date established, directors, operating structure, standards utilized, financial status, and personnel qualifications.

All work must conform to relevant South African legislation and is subject to external quality assurance reviews. Service providers must ensure independence and objectivity of staff, with no executive or managerial powers beyond hotline operations. Staff must not be involved in NRCS day-to-day operations or system development. Work must be carried out within reasonable timeframes. NRCS may inspect supplier records and audit performance as required.

Pricing must be firm and in RSA currency (VAT inclusive). Bidders must submit a detailed price breakdown, including: promotional materials, monthly reports, retainer fees for 36 months, and VAT. The offer must be valid for 90 days from the closing date (12 June 2026). All applicable taxes (VAT, PAYE, income tax, UIF, skills development levies) must be included. Delivery costs must be included in the bid price. Pricing must align with the scope of work and Terms of Reference.

Only firm prices in RSA currency (VAT inclusive) will be accepted. Prices subject to exchange rate variations will not be considered. Bidders must provide a total cost breakdown, including promotional materials, monthly reports, retainer fees for 36 months, and VAT. The offer must be valid for 90 days from the closing date (12 June 2026). All delivery costs must be included in the bid price. Payment terms: invoices must be accompanied by a delivery note, and payments will be made within 30 days of submission. NRCS will not pay tariffs exceeding published hourly rates for consultants as prescribed by SAICA or DPSA. Payment will only be made upon acceptance of work by the NRCS Internal Audit Manager. Supporting documentation for disbursements must be submitted with invoices.

Mandatory compliance requirements: Tax Compliance Status (TCS) PIN from SARS or CSD registration number must be submitted. Bidders must ensure compliance with tax obligations. Consortia/joint ventures/sub-contractors must each submit separate TCS certificates/PINs/CSD numbers. B-BBEE Status Level Verification Certificate or sworn affidavit (for EMEs & QSEs) must be submitted to qualify for preference points. Bidders must not be persons in the service of the state, nor companies with directors or close corporations with members in the service of the state. Foreign suppliers must complete a questionnaire if applicable. Proof of authority to sign (e.g., company resolution) must be submitted. Completed and signed SBD forms (1, 3.3, 4, 6.1, 7) must be included. Business registration details, including directorship and membership, must be provided. Bidders listed in the Register for Tender Defaulters or List of Restricted Suppliers will be disqualified.

B-BBEE Status Level Verification Certificate or sworn affidavit (for EMEs & QSEs) must be submitted to qualify for preference points. Points are allocated as follows: Level 1 (20), Level 2 (18), Level 3 (14), Level 4 (12), Level 5 (8), Level 6 (6), Level 7 (4), Level 8 (2), Non-compliant (0). Failure to submit proof or documentation for B-BBEE status will result in 0 points for specific goals. The organ of state may require substantiation of B-BBEE claims at any time.

Contract duration is 36 months. Key terms include: intellectual property rights vest in NRCS; all working papers and records become NRCS property upon conclusion. Travel costs between home/office and consultant locations are not NRCS's responsibility. NRCS will only pay upon acceptance of work by the Internal Audit Manager. Service providers must adhere to all relevant legislation (e.g., LRA, Protected Disclosure Act). NRCS reserves the right to award the contract in part or whole. Performance security must be furnished within 30 days of contract award. Payments will be made in Rand within 30 days of invoice submission. Contracts may include clauses on delays, penalties, termination for default or insolvency, force majeure, and dispute settlement.

Special conditions include: All intellectual property rights vest in NRCS. Working papers and records become NRCS property upon conclusion. Travel costs between home/office and consultant locations are not NRCS's responsibility. Supporting documentation for disbursements must accompany invoices. NRCS will not pay tariffs exceeding SAICA or DPSA prescribed rates. Payment is contingent on acceptance by the NRCS Internal Audit Manager. Service providers must adhere to all relevant legislation (e.g., LRA, Protected Disclosure Act). NRCS reserves the right to award the contract in part or whole.

Mandatory requirements: Tax Compliance Status (TCS) PIN or CSD registration. B-BBEE Status Level Verification Certificate or sworn affidavit (for EMEs & QSEs). Completed and signed SBD forms (1, 3.3, 4, 6.1, 7). Business registration details, including directorship and membership. Proof of authority to sign (e.g., company resolution). Foreign suppliers must complete a questionnaire if applicable. Bidders must not be listed in the Register for Tender Defaulters or List of Restricted Suppliers. Late, telephonic, telexed, or faxed quotations will not be accepted. Non-compliance with specifications will invalidate the bid.

Evaluation is based on the PPPFA 80/20-point system. Price accounts for 80 points, calculated using the formula: Ps = 80(1 - (Pt - Pmin)/Pmin), where Ps is the points scored, Pt is the tender price, and Pmin is the lowest acceptable tender price. B-BBEE status level accounts for 20 points, with allocations as follows: Level 1 (20), Level 2 (18), Level 3 (14), Level 4 (12), Level 5 (8), Level 6 (6), Level 7 (4), Level 8 (2), Non-compliant (0). Functionality evaluation (100 points) includes: Past Relevant Experience (30 points), Proposed Approach and Methodology (60 points), and Qualification and Experience of Employees (10 points). A minimum of 60 points in functionality is required to proceed to price and preference evaluation. Bidders must submit detailed supporting documentation.