Review of wrc organisational structure – RFQ 074/10/26-27

• Closing date: 06 November 2026
• Closing time: 11h00
• RFQ validity period: 90 days from closing date

Enquiries (both technical and commercial):

• Contact: WRC Supply Chain Management
• Email: [email protected]
• Telephone: 012 761 9300

Fraud hotline for reporting suspicious tender communications:

• Telephone: 0800 214 777
• Email: [email protected]

Submission method: online only, on the e-Tender Portal (https://www.etenders.gov.za). No physical or emailed quotations will be accepted. Quotations must be submitted before 11h00 on the closing date.

Returnable documents (all must be completed, signed in ink, dated and initialled on every page):

• SBD 1 (Invitation to Bid): bidder and contact details, signed as the offer cover page.
• SBD 4 (Declaration of Interest): discloses whether any director, shareholder or controlling person is employed by the state or connected to the procuring institution; false declarations disqualify the bid and may lead to penalties.
• SBD 6.1 (Preference Points Claim): claims specific-goal points for ownership and B-BBEE level.
• Valid SARS Tax Clearance Certificate or TCS PIN, or CSD number where no TCS is available.
• CSD registration report confirming compliance.
• B-BBEE Status Level Verification Certificate (original or certified copy) or sworn affidavit for EMEs/QSEs.
• Business registration certificate (e.g. CK 1 or certificate of incorporation).
• Proof of authority to sign (e.g. company resolution).
• The bid must be bound without pages torn out.

Disqualification risks:

• Submission after the closing time, regardless of reason.
• Use of unofficial forms (forms must not be re-typed).
• Failure to complete any mandatory form or to provide required certificates.
• Intentional misrepresentation or fraudulent information.
• Bidders listed on the Register for Tender Defaulters or the List of Restricted Suppliers are disqualified automatically.

Evaluation is in four phases:

• Phase 1 — Screening of minimum requirements (mandatory documents and compliance).
• Phase 2 — Technical/functionality evaluation (100 points). Minimum qualifying score: 75/100 to proceed.
• Phase 3 — Commercial evaluation: Price 80 points, Specific Goals 20 points (80/20 preference point system).
• Phase 4 — Due diligence on the top-scoring bidders (WRC may conduct checks and re-evaluate technical scores).

Technical/functionality criteria and weights:

• Company experience in organisational design and reviews (35 points): sliding scale based on number of similar projects in the last 10 years — 5+ projects = 35 points, 4 = 25, 3 = 15, 2 = 10, 1 = 5, none = 0.
• Relevant project references (15 points): from clients for similar projects in the last 5 years — 5+ references = 15 points, 4 = 12, 3 = 9, 2 = 6, 1 = 3, none = 0.
• Methodology and project approach (25 points): understanding, methodology for organisational review, stakeholder engagement, data collection, process mapping (As-Is/To-Be), skills audit, matching and placement, organisational design, Paterson Job Evaluation, change management, risk management, quality assurance, implementation and reporting.
• Project team competence and key personnel (10 points): team organogram, CVs, certified qualifications (not older than six months), certified Paterson Job Evaluation Practitioner certificate, professional registrations; experience levels score 10 (8+ years), 7 (5-7 years), 5 (3-4 years), 2 (less), 0 (no evidence).
• Project plan and deliverables (10 points): detailed plan with phases, activities, milestones, timelines, resource allocation, quality assurance, reporting, dependencies and risk mitigation — comprehensive = 10, good = 8, adequate = 5, limited = 2, none = 0.
• Knowledge of public sector environment and organisational transformation (5 points): extensive (8+ years, multiple assignments) = 5, good (5-7 years) = 3, limited (<5 years) = 1, none = 0.

Scope of work: The Water Research Commission (WRC) requires a service provider to review its organisational structure to ensure alignment with its mandate, vision, mission, strategy and business processes.

Key responsibilities:

• Analyse all relevant WRC documents (strategy, annual performance plans, quarterly reports, risk management framework, strategic risk register, business processes, annual reports, approved structure, policies, charters, job profiles).
• Consult with stakeholders (HR, senior managers, EXCO).
• Analyse the mandate to understand roles of business units and the Board.
• Assess programmes and functions against the strategy, mission and vision.
• Identify duplications, overlaps, dependencies and linkages across functional areas.
• Review the service delivery model and business processes (map As-Is and develop To-Be processes).
• Perform a skills audit, matching and placing.
• Design functional and operational structures.
• Determine staff establishment and requirements.
• Develop a business case and implementation plan.
• Submit the business case, structure and implementation plan to EXCO and the Board for approval.
• Review existing job profiles and develop new ones in consultation with line managers.
• Confirm position grades/levels using the Paterson Job Evaluation system.

Deliverables (pricing must align with these):

1. Inception Report and Project Plan.
2. Diagnostic Assessment Report.
3. Skills Audit Report.
4. Business Process Review Report (including As-Is and To-Be process maps).
5. Proposed Organisational Structure and Operating Model.
6. Staff Establishment and Workforce Planning Report.
7. Updated and New Job Profiles.
8. Paterson Job Evaluation Report.
9. Business Case for Organisational Redesign.
10. Change Management and Implementation Plan.
11. Final Presentation to EXCO and the Board.
12. Final Consolidated Report incorporating stakeholder feedback.

Bidders must submit a detailed technical proposal covering: understanding of the assignment and objectives; organisational review methodology; stakeholder engagement approach; data collection methods; business process mapping methodology (As-Is and To-Be); skills audit methodology; matching and placement methodology; organisational design methodology; Paterson Job Evaluation approach; change management approach; risk management and mitigation; quality assurance measures; and implementation and reporting approach. Score: up to 25 points; excellent and comprehensive = 25, good = 20, satisfactory = 15, limited = 5, poor/non-responsive = 0.

Company experience: evidence of similar projects in the last 10 years, with client details, scope, contract duration, value and contactable references; supported by signed reference letters, appointment letters, contracts, purchase orders or completion certificates. Scoring: 5+ projects = 35 points, 4 = 25, 3 = 15, 2 = 10, 1 = 5, none = 0.

Project references: from clients for similar projects in the last 5 years, on client letterhead, including description, value, period, confirmation of successful completion, and client representative contact details. Scoring: 5+ = 15, 4 = 12, 3 = 9, 2 = 6, 1 = 3, none = 0.

Key personnel: project team organogram, CVs, certified qualification copies (not older than 6 months), a certified Paterson Job Evaluation Practitioner certificate, professional registrations, and evidence of experience in organisational design, job evaluation, workforce planning, organisational development and change management. Scoring by years of relevant experience: 8+ = 10, 5-7 = 7, 3-4 = 5, less = 2, none = 0.

Public sector knowledge: company profile, details of assignments for public entities/government/SOEs/regulatory bodies, and evidence of knowledge of legislation and governance frameworks. Scoring: extensive (8+ years) = 5, good (5-7) = 3, limited (<5) = 1, none = 0.

The technical proposal must include quality assurance measures. The project plan must detail quality assurance for deliverables. The methodology section must describe how quality will be assured throughout the assignment.

Bidders must complete the pricing schedule with a fixed, all-inclusive lump-sum amount (excl. VAT) for each of the nine deliverables, plus 15% VAT and a total. Items: 1) Project Inception Report; 2) Current State Assessment Report; 3) Business Process Mapping and Analysis; 4) Skills Audit and Competency Assessment; 5) Organisational Structure and Operating Model Design; 6) Paterson Job Evaluation and Job Profiling; 7) Matching and Placement Framework; 8) Change Management and Implementation Plan; 9) Final Report and Executive Presentation. Confirmation that prices are firm and all-inclusive, and that invoices are submitted only on acceptance of deliverables.

• Pricing: fixed all-inclusive lump-sum price per deliverable, quoted in South African Rand, VAT inclusive where applicable.
• Prices must include professional fees, accommodation, travel, subsistence, workshops, stakeholder engagements, printing, administration and all other costs to complete the assignment.
• Contract duration: 6 months (practical and realistic); the service provider must submit a detailed project implementation plan and timeline at inception.
• Payment: invoices submitted only upon completion and acceptance of respective deliverables; WRC pays within 30 days of invoice date.
• Pricing schedule has 9 items (as listed under technical specifications), with sub-total, VAT (15%) and total.

• CSD registration: mandatory; submit CSD registration report.
• Tax compliance: valid SARS Tax Clearance Certificate or TCS PIN; bidders with tax matters not in order are excluded.
• B-BBEE: submit a valid B-BBEE Status Level Verification Certificate (original or certified copy), or a sworn affidavit for EMEs and QSEs, to claim preference points and be considered.
• Business registration: CK 1 or certificate of incorporation required.
• No bids from persons in the service of the state, or companies/close corporations with directors/members in the service of the state.
• Foreign suppliers: if not a resident, branch, permanent establishment, or source of income in South Africa, a TCS PIN is not required; otherwise register for one.
• For consortia/JVs/sub-contractors, each party must submit a separate TCS certificate/PIN/CSD number.
• The bid is subject to the Preferential Procurement Policy Framework Act (PPPFA), Preferential Procurement Regulations 2022, and the General Conditions of Contract (GCC).
• Successful bidder must sign a written contract (SBD 7).
• The WRC reserves the right to visit premises and re-evaluate technical scores.
• Bidders may be invited to present their proposals.

The National Treasury General Conditions of Contract apply. A formal contract will be entered into with one successful bidder; a service level agreement will also be signed. The WRC may terminate the contract if the service provider's performance is unsatisfactory. Any change in information that affects service delivery must be reported to WRC as soon as possible, else the contract may be terminated. The WRC reserves the right to award, cancel or partially award the contract. Prices are fixed and firm for the duration of the contract; no additional charges unless approved through formal contract variation.

In addition to the main evaluation criteria: bidders must achieve at least 75 out of 100 on functionality to proceed to price and preference evaluation. The 80/20 preference point system applies. Due diligence may be conducted on the top two or more bidders, and the WRC may conduct site visits or request presentations.