Provide Risk Verification Services - Development Bank

Returnable Documents:

The successful bidder will be required to source, collect, and collate in a single report information to provide risk verification services to the DBSA within agreed timeframes. The services must be rendered mainly within South Africa and when required internationally. The verification services required relate to: 2.1 Adverse Credit History • Comprehensive credit checks inclusive of Experian, Transunion and XDS - South Africa • Comprehensive credit checks – International 2.2 Criminal Record Check • Criminal check using an Automated Fingerprint Identification or similar system – South Africa and International. • Render services to facilitate the logistics to obtain candidate fingerprints (South African and International) 2.3 Employment References • Comprehensive Employment References - South Africa and International 2.4 Identity • ID Verification - South Africa • Passport Verification - South Africa & International • Permanent Residence Permit - South Africa • Visa Verification - South Africa • Asylum Seeker and Refugee Permit - South Africa 2.5 Professional Registrations • PSIRA Registration verification – South Africa • Memberships and Professional Body verification - South Africa 2.6 Qualification • Matric including UMALUSI - South Africa • National Qualifications Register - South Africa • National including UMALUSI Secondary Department - South Africa • National Tertiary - South Africa • International 2.7 Driver’s License • A valid Driver’s License - South Africa and International • Professional Drivers Permit - South Africa and International 2.8 Social Media • Full Social Media Screening 2.9 Other • Directorship Search – South Africa • Deeds Search – South Africa • Fraud Listing Check – South Africa • Sanctions – World Check Integration with internal HR/Recruitment systems would be advantageous. 3. EVALUATION CRITERIA The Bids will be evaluated and adjudicated as follows: 3.1 Stage 1: Mandatory / Pre-Qualifying Criteria Bidders must meet all mandatory requirements to progress to the functional (technical) evaluation. Failure to provide proof for any mandatory item will result in disqualification. No. Mandatory Requirement Description / Proof Status Required (Comply / Non-Comply) 1 Proof of registration or authorisation to access Valid registration ☐ consumer credit data; compliance with credit certificate or bureau standards eg. with the National Credit confirmation letter Regulator (NCR) 2 Proof of being a member in good standing with a Valid registration ☐ recognised South African Professional Background certificate or Screeners Association/Body confirmation letter 3 Proof of being a member in good standing with the Valid membership ☐ Southern African Fraud Prevention Service certificate (SAFPS) 4 Proof of AFWISWITCH registration Valid registration ☐ certificate 5 Proof of access to the National Qualification Official confirmation ☐ Register (NQR) letter 6 Proof of existing client interfacing e-platform Screenshot, system ☐ description, or demo link 7 Proof of FIC compliance FIC registration ☐ confirmation 8 Proof of POPIA compliance and Data Privacy Company POPIA policy, ☐ Policy data-protection documentation Note: Only bidders who comply with all items above will be evaluated on functionality. 3.2 Functional evaluation criteria Only those Bidders who meet the minimum score (80) or above out of 100 of the technical requirements will proceed to pricing evaluation (third Stage). Bidders are required to submit supporting documentation evidencing their compliance with each requirement, where applicable. Bidders will be assessed on the functionality criteria (Second Stage) as set out in this RFQ. The following functional criteria will be utilised to test the service provider’s capability to deliver on the Terms of Reference (ToR): Total Weight: 100% 1. Main Criteria - Company Experience and Track Record [30%] Sub-Criteria Description / Scoring Scale Evidence Required Weighting Assessment Focus 1.1 Demonstrated years of 0 = <10 years and/or Company profile, 20% Demonstrated experience in providing no references CIPC registration, experience comprehensive risk POPIA compliance (profile + verification services. 10 = 10 years with ≥3 statement, signed references) Experience claimed in the valid references client reference letters profile must be on a company 20 = 10+ years with substantiated by reference letterhead ≥5 valid references letters. 1.2 Local and Ability to deliver 0 = Local only - Signed footprint 10% international verification services both confirmation letter on 0= International only company letterheadfootprint locally and internationally. (includes SADC) confirming operational reach (local and 10 = Local + international). international coverage AND/OR proven. - Partner or agency agreements with foreign/regional verification entities (where applicable). AND/OR - Proof of registration or trading license in multiple regions, if applicable. - 2. Main Criteria - Technical Delivery Capability [40%] Sub-Criteria Description / Scoring Scale Evidence Required Weighting Assessment Focus 2.1 Service Ability to conduct all 0 = Cannot deliver the Completed Annexure 20% scope verification types listed in full scope of services A1 matrix; list of in- capability Annexure A1 (credit, house and outsourced 20 = Can deliver full criminal, ID, qualification, checks scope. etc.). 2.2 Service Ability to meet the 0 = Meets <80% of Completed Annexure 10% turnaround turnaround times in SLAs A2 SLA; signed capacity Annexure A2 (SLA 5 = Meets 81–99% of commitment requirements). SLAs 10 = Meets 100% of SLAs. 2.3 Digital Demonstrated presence of 0 = No system Screenshots, demo 10% client platform a secure, automated, and link, or user guide 5 = Basic manual or user-friendly e-platform. semi-automated system 10 = Secure automated platform with screenshots AND/OR demo provided. 3. Main Criteria - Reporting and Value-Add Analytics [30%] Sub-Criteria Description / Scoring Scale Evidence Required Weighting Assessment Focus 3.1 Candidate Quality, structured, and 0 = No sample reports At least 2–3 sample 15% verification comprehensiveness of provided. candidate reports that reporting candidate verification include the following 10 = Reports are reports. element: basic or missing 1 or more elements. Candidate Reports: a. Consistent, 15 = Reports are professional comprehensive, clear, layout. Analysis risk-rated reports with and interpretation provided beyond all elements provided raw data: a. Summarised individual candidate report per risk verification (ie. ID, credit, criminal etc.). SLA Tracked Reports: a. Consistent, professional layout b. SLA compliance tracked per candidate per risk verification check. 3.2 Ability to provide 0 = No management At least one Sample 15% Management management reports reporting Management Report and analytical (monthly/quarterly/annual) or dashboard 10 = Basic statistics reporting showing verification screenshots or volumes, SLA compliance, 15= Detailed monthly/quarterly and costs. analytical dashboards report showing or summaries analysis and SLA metrics: a. Visual dashboards, charts, or summaries not just static list or tables b. Includes insights that aid management decisions. • Minimum qualifying score: 80/100 • Bidders below 80% will not proceed to Price and BBBEE evaluation. Bidders who score 80% out of 100% will proceed to evaluation of Pricing and BBBEE. 3.3 Third Stage – price Those Bidders which have passed the First Stage (Responsiveness Test) and Second Stage (Functionality Evaluation) of the tender process will be eligible to be evaluated on the Third Stage, based on price, in accordance with the PPPFA regulations. The recommended preferred Bidder will be the Bidder with the lowest overall price in the Third Stage of the Bid evaluation, unless the DBSA exercises its right to cancel the RFQ, in line with the PPPFA Regulations. LIST A1. Screening Type & LIST A2. Turnaround Times A1. Screening Type Description A2. SLA / A2. Turnaround Indicate ability to meet the * Priortised Time turnaround times Requirement YES OR NO 1. Adverse Credit History a. *Combined Credit Consumer credit check Immediate Yes / No Check with all 4 bureaus 2. Criminal a. *Criminal by AFIS Automated Fingerprint 2 business days Yes / No Standard search Identification System (AFIS), supplied by AFISwitch, to determine the criminal record status of any individual b. *Fingerprint satellite Centres where clients 2 business day Yes / No branches can get their fingerprints captured and hosted on the Service Providers Database 3. Employment References a. *References Line manager 5 business days Yes / No references required to include but limited to: confirmation of position, attendance, roles and

YES NO One original Bid document in separate folders; Folder 1 - for Pre-Qualifying Criteria and Functional Evaluation and Folder 2 - Price / Financial Proposal – Electronic submission Part A: Invitation to Bid Part B: Terms and Conditions of Bidding Part C: Checklist of Compulsory Returnable Schedules and Documents Part D: Conditions of Tendering and Undertakings by Bidders Part E: Specifications/Terms of Reference and Project Brief Annexure A: List of Courses Per Category- Annexure B: SBD4 Declaration of Interest Annexure C: SBD6.1 and B-BBEE status level certificate Annexure D: Certified copies of your CIPC company registration documents listing all members with percentages, in case of a close corporation. Annexure E: Certified copies of latest share certificates, in case of a company. Annexure F: (if applicable): A breakdown of how fees and work will be spread between members of the bidding consortium. Annexure G: Supporting documents to responses to Pre-Qualifying Criteria and Functional Evaluation Criteria. Annexure H: General Condition of Contract Annexure I: CSD Tax Compliance Status and Registration Requirements Report PART D CONDITIONS OF TENDERING AND UNDERTAKINGS BY BIDDER DEFINITIONS In this Request for Proposals, unless a contrary intention is apparent: 1.1 B-BBEE means broad-based black economic empowerment as defined in section 1 of the Broad- Based Black Economic Empowerment Act, 2003; 1.2 B-BBEE Act means the Broad-Based Black Economic Empowerment Act, 2003; 1.3 B-BBEE status level of contributor means the B-BBEE status received by a measured entity based on its overall performance used to claim points in terms of regulation 6 and 7 of the Preferential Procurement Regulations, 2022. 1.4 Business Day means a day which is not a Saturday, Sunday or public holiday in South Africa. 1.5 Bid means a written offer in the prescribed or stipulated form lodged by a Bidder in response to an invitation in this Request for Proposal, containing an offer to provide goods, works or services in accordance with the Specification as provided in this RFQ. 1.6 Bidder means a person or legal entity, or an unincorporated group of persons or legal entities that submit a Bid. 1.7 Companies Act means the Companies Act, 2008. 1.8 Compulsory Documents means the list of compulsory schedules and documents set out in Part B. 1.9 Closing Time for the OneDrive Link submissions – 16h00 on the 26 August 2024 (Telkom Time) 1.10 DBSA means the Development Bank of Southern Africa Limited. 1.11 DFI means Development Finance Institution. 1.12 Evaluation Criteria means the criteria set out under the clause 26 (Evaluation Process) of this Part C, which includes the Qualifying Criteria, Functional Criteria and Price and Preferential Points Assessment (where applicable). 1.13 Functional Criteria means the criteria set out in clause 27 of this Part C. 1.14 Intellectual Property Rights includes copyright and neighbouring rights, and all proprietary rights in relation to inventions (including patents) registered and unregistered trademarks (including service marks), registered designs, confidential information (including trade secrets and know how) and circuit layouts, and all other proprietary rights resulting from intellectual activity in the industrial, scientific, literary or artistic fields. 1.15 PFMA means the Public Finance Management Act, 1999. 1.16 PPPFA means the Preferential Procurement Policy Framework Act, 2000. 1.17 PPPFA Regulations means the Preferential Procurement Regulations, 2022 published in terms of the PPPFA. 1.18 Pre-Qualifying Criteria means the criteria set out in clause Error! Reference source not found. of t his Part C. 1.19 Price and Preferential Points Assessment means the process described in clause Error! Reference s ource not found. of this Part C, as prescribed by the PPPFA. 1.20 Proposed Contract means the agreement including any other terms and conditions contained in or referred to in this RFQ that may be executed between the DBSA and the successful Bidder. 1.21 Request for Proposal or RFQ means this document (comprising each of the parts identified under Part A, Part B, Part C and Part D) including all annexures and any other documents so designated by the DBSA. 1.22 SARS means the South African Revenue Service. 1.23 Services means the services required by the DBSA, as specified in this RFQ Part D. 1.24 SLA means Service Level Agreement. 1.25 SOE means State Owned Enterprise, as defined by the Companies Act. 1.26 Specification means the conditions of tender set and any specification or description of the DBSA’s requirements contained in this RFQ. 1.27 State means the Republic of South Africa. 1.28 Statement of Compliance means the statement forming part of a Tender indicating the Bidders compliance with the Specification. 1.29 Tendering Process means the process commenced by the issuing of this Request for Proposals and concluding upon formal announcement by the DBSA of the selection of a successful Bidder(s) or upon the earlier termination of the process. 1.30 Website means a website administered by DBSA under its name with web address www.dbsa.org INTERPRETATIONS In this RFQ, unless expressly provided otherwise a reference to: 2.1 “includes” or “including” means includes or including without limitation; and 2.2 “R” or “Rand” is a reference to the lawful currency of the Republic of South Africa. TENDER TECHNICAL AND GENERAL QUERIES Queries pertaining to this tender must be directed to:- DBSA Supply Chain Management Unit Email: Tumim@dbsa.org No questions will be answered telephonically. SUBMISSION OF TENDERS COMPULSORY BRIEFING: 20th January 2026- Tender briefing will be done online via Microsoft teams. LINK: Compulsory Briefing Session Link_Risk verification Time: 10:30am Johannesburg time (Microsoft Teams) LINK REQUESTS: Bidders are asked to nominate one dedicated contact person (name, email address and phone number to request a submission link in writing to Tumim@dbsa.org. Tender Submission Deadline: CLOSING DATE: 28th January 2026 CLOSING TIME: 23H55pm RULES GOVERNING THIS RFQ AND THE TENDERING PROCESS 5.1 Participation in the tender process is subject to compliance with the rules contained in this RFQ Part 5.2 All persons (whether a participant in this tender process or not) having obtained or received this RFQ may only use it, and the information contained herein, in compliance with the rules contained in this RFQ. 5.3 All Bidders are deemed to accept the rules contained in this RFQ Part C. 5.4 The rules contained in this RFQ Part C apply to: 5.4.1 The RFQ and any other information given, received or made available in connection with this RFQ, and any revisions or annexure. 5.4.2 the Tendering Process; and 5.4.3 any communications (including any briefings, presentations, meetings and negotiations) relating to the RFQ or the Tendering Process. STATUS OF REQUEST FOR PROPOSAL 6.1 This RFQ is an invitation for person(s) to submit a proposal(s) for the provision of the services as set out in the Specification contained in this RFQ. Accordingly, this RFQ must not be construed, interpreted, or relied upon, whether expressly or implicitly, as an offer capable of acceptance by any person(s), or as creating any form of contractual, promissory or other rights. No binding contract or other understanding for the supply of services will exist between the DBSA and any Bidder unless and until the DBSA has executed a formal written contract with the successful Bidder. ACCURACY OF REQUEST FOR PROPOSAL 7.1 Whilst all due care has been taken in connection with the preparation of this RFQ, the DBSA makes no representations or warranties that the content in this RFQ or any information communicated to or provided to Bidders during the Tendering Process is, or will be, accurate, current or complete. The DBSA, and its officers, employees and advisors will not be liable with respect to any information communicated which is not accurate, current or complete. 7.2 If a Bidder finds or reasonably believes it has found any discrepancy, ambiguity, error or inconsistency in this RFQ or any other information provided by the DBSA (other than minor clerical matters), the Bidder must promptly notify the DBSA in writing of such discrepancy, ambiguity, error or inconsistency in order to afford the DBSA an opportunity to consider what corrective action is necessary (if any). 7.3 Any actual discrepancy, ambiguity, error or inconsistency in this RFQ or any other information provided by the DBSA will, if possible, be corrected and provided to all Bidders without attribution to the Bidder who provided the written notice. ADDITIONS AND AMENDMENTS TO THE RFQ 8.1 The DBSA reserves the right to change any information in, or to issue any addendum to this RFQ before the Closing Time. The DBSA and its officers, employees and advisors will not be liable in connection with either the exercise of, or failure to exercise this right. 8.2 If the DBSA exercises its right to change information in terms of clause 8.1, it may seek amended Tenders from all Bidders. REPRESENTATIONS No representations made by or on behalf of the DBSA in relation to this RFQ will be binding on the DBSA unless that representation is expressly incorporated into the contract ultimately entered between the DBSA and the successful Bidder. CONFIDENTIALITY 10.1 All persons (including all Bidders) obtaining or receiving this RFQ and any other information in connection with this RFQ, or the Tendering Process must keep the contents of the RFQ and other such information confidential and not disclose or use the information except as required for the purpose of developing a proposal in response to this RFQ. REQUESTS FOR CLARIFICATION OR FURTHER INFORMATION 11.1 All communications relating to this RFQ and the Tendering Process must be directed to the Tender Officer. 11.2 All questions or requests for further information or clarification of this RFQ or any other document issued in connection with the Tendering Process must be submitted to the Tender Officer in writing, and most preferably by e-mail to tumim@dbsa.org 11.3 Any communication by a Bidder to the DBSA will be effective upon receipt by the Tender Officer (provided such communication is in the required format). 11.4 The DBSA has restricted the period during which it will accept questions or requests for further information or clarification and reserves the right not to respond to any enquiry or request, irrespective of when such enquiry or request is received. 11.5 Except where the DBSA is of the opinion that issues raised apply only to an individual Bidder, questions submitted and answers provided will be made available to all Bidders by e-mail, as well as on the DBSA’s website without identifying the person or organisation which submitted the question. 11.6 In all other instances, the DBSA may directly provide any written notification or response to a Bidder by email to the address of the Bidder (as notified by the Bidder to the Tender Manager). 11.7 A Bidder may, by notifying the Tender Officer in writing, withdraw a question submitted in accordance with clause 12, in circumstances where the Bidder does not wish the DBSA to publish its response to the question to all Bidders. UNAUTHORISED COMMUNICATIONS 12.1 Communications (including promotional or advertising activities) with staff of the DBSA or their advisors assisting with the Tendering Process are not permitted during the Tendering Process, or otherwise with the prior consent of the Tender Officer. Nothing in this clause 12 is intended to prevent communications with staff of, or advisors to, the DBSA to the extent that such communications do not relate to this RFQ or the Tendering Process. 12.2 Bidders must not otherwise engage in any activities that may be perceived as, or that may have the effect of, influencing the outcomes of the Tendering Process in any way. IMPROPER ASSISTANCE, FRAUD AND CORRUPTION 13.1 Bidders may not seek or obtain the assistance of employees of the DBSA in the preparation of their tender responses. 13.2 The DBSA may in its absolute discretion, immediately disqualify a Bidder that it believes has sought or obtained such improper assistance. 13.3 Bidders are to be familiar with the implications of contravening the Prevention and Combating of Corrupt Activities Act, 2004 and any other relevant legislation. ANTI-COMPETITIVE CONDUCT 14.1 Bidders and their respective officers, employees, agents and advisors must not engage in any collusion, anti-competitive conduct or any other similar conduct in respect of this Tendering Process with any other Bidder or any other person(s) in relation to: 14.1.1 the preparation or lodgement of their Bid 14.1.2 the evaluation and clarification of their Bid; and 14.1.3 the conduct of negotiations with the DBSA. 14.2 For the purposes of this clause 14, collusion, anti-competitive conduct or any other similar conduct may include disclosure, exchange and clarification of information whether or not such information is confidential to the DBSA or any other Bidder or any other person or organisation. 14.3 In addition to any other remedies available to it under law or contract, the DBSA may, in its absolute discretion, immediately disqualify a Bidder that it believes has engaged in any collusive, anti- competitive conduct or any other similar conduct during or before the Tendering Process. COMPLAINTS ABOUT THE TENDERING PROCESS 15.1 Any complaint about the RFQ or the Tendering Process must be submitted to the Supply Chain Management Unit in writing, by email, immediately upon the cause of the complaint arising or becoming known to the Bidder, (tenders@dbsa.org) 15.2 The written complaint must set out: 15.2.1 the basis for the complaint, specifying the issues involved; 15.2.2 how the subject of the complaint affects the organisation or person making the complaint; 15.2.3 any relevant background information; and 15.2.4 the outcome desired by the person or organisation making the complaint. 15.3 If the matter relates to the conduct of an employee of the DBSA, the complaint should be addressed in writing marked for the attention of the Chief Executive Officer of the DBSA, and delivered to the physical address of the DBSA, as notified. CONFLICT OF INTEREST 16.1 A Bidder must not, and must ensure that its officers, employees, agents and advisors do not place themselves in a position that may give rise to actual, potential or perceived conflict of interest between the interests of the DBSA and the Bidder’s interests during the Tender Process. 16.2 The Bidder is required to provide details of any interests, relationships or clients which may or do give rise to a conflict of interest in relation to the supply of the services under any contract that may result from this RFQ. If the Bidder submits its Bid and a subsequent conflict of interest arises, or is likely to arise, which was not disclosed in the Bid, the Bidder must notify the DBSA immediately in writing of that conflict. 16.3 The DBSA may immediately disqualify a Bidder from the Tendering Process if the Bidder fails to notify the DBSA of the conflict as required. LATE BIDS 17.1 Bids must be delivered by the Closing Time. The Closing Time may be extended by the DBSA in its absolute discretion by providing written notice to Bidders. 17.2 Bids delivered after the Closing Time or lodged at a location or in a manner that is contrary to that specified in this RFQ will be disqualified from the Tendering Process and will be ineligible for consideration. However, a late Bid may be accepted where the Bidder can clearly demonstrate (to the satisfaction of the DBSA, in its sole discretion) that late lodgement of the Bid was caused by the DBSA; that access was denied or hindered in relation to the physical tender box; or that a major/critical incident hindered the delivery of the Bid and, in all cases, that the integrity of the Tendering Process will not be compromised by accepting a Bid after the Closing Time. 17.3 The determination of the DBSA as to the actual time that a Bid is lodged is final. Subject to clause 17.2, all Bids lodged after the Closing Time will be recorded by the DBSA and will only be opened for the purposes of identifying a business name and address of the Bidder. The DBSA will inform a Bidder whose Bid was lodged after the Closing Time of its ineligibility for consideration. The general operating practice is for the late Bid to be returned within 5 (five) working days of receipt or within 5 (five) working days after determination not to accept a late Bid. BIDDER’S RESPONSIBILITIES 18.1 Bidders are responsible for: 18.1.1 examining this RFQ and any documents referenced or attached to this RFQ and any other information made or to be made available by the DBSA to Bidders in connection with this RFQ; 18.1.2 fully informing themselves in relation to all matters arising from this RFQ, including all matters regarding the DBSA’s requirements for the provision of the Services; 18.1.3 ensuring that their Bids are accurate and complete; 18.1.4 making their own enquiries and assessing all risks regarding this RFQ, and fully considering and incorporating the impact of any known and unknown risks into their Bid; 18.1.5 ensuring that they comply with all applicable laws in regard to the Tendering Process particularly as specified by National Treasury Regulations, Guidelines, Instruction Notes and Practice Notes and other relevant legislation as published from time to time in the Government Gazette; and 18.1.6 submitting all Compulsory Documents. 18.2 South African bidders with annual total revenue of ZAR10 million or less qualify as Exempted Micro Enterprises (EMEs) in terms of the B-BBEE Act must submit a certificate issued by a registered, independent auditor (who or which is not the Bidder or a part of the Bidder) or an accredited verification agency. 18.3 South African bidders other than EMEs must submit their original and valid B-BBEE status level verification certificate or a certified copy, or a sworn affidavit thereof, substantiating their B-BBEE status. The submission of such certificates must comply with the requirements of instructions and guidelines issued by National Treasury and be in accordance with the applicable notices published by the Department of Trade and Industry in the Government Gazette. 18.4 The DBSA reserves the right to require of a Bidder, either before a Bid is adjudicated or at any time subsequently, to substantiate any claim in regard to preferences, in any manner required by the DBSA. 18.5 Failure to provide the required information may result in disqualification of the Bidder. PREPARATION OF BIDS 19.1 Bidders must ensure that: 19.1.1 their Bid is submitted in the required format as stipulated in this RFQ; and 19.1.2 all the required information fields in the Bid are completed in full and contain the information requested by the DBSA. 19.2 The DBSA may in its absolute discretion reject a Bid that does not include the information requested or is not in the format required. 19.3 Unnecessarily elaborate responses or other representations beyond that which is sufficient to present a complete and effective tender proposal are not desired or required. Elaborate and expensive visual and other presentation aids are not necessary. 19.4 Where the Bidder is unwilling to accept a specified condition, the non-acceptance must be clearly and expressly stated. Prominence must be given to the statement detailing the non-acceptance. It is not sufficient that the statement appears only as part of an attachment to the Bid or be included in a general statement of the Bidders usual operating conditions. 19.5 An incomplete Bid may be disqualified or assessed solely on the information completed or received with the Bid. ILLEGIBLE CONTENT, ALTERATION AND ERASURES 20.1 Incomplete Bids may be disqualified or evaluated solely on information contained in the Bid. 20.2 The DBSA may disregard any content in a Tender that is illegible and will be under no obligation whatsoever to seek clarification from the Bidder. 20.3 The DBSA may permit a Bidder to correct an unintentional error in its Bid where that error becomes known or apparent after the Closing Time, but in no event will any correction be permitted if the DBSA reasonably considers that the correction would materially alter the substance of the Bid or affect the fairness of the Tendering Process. OBLIGATION TO NOTIFY ERRORS If, after a Bidder’s Response has been submitted, the Bidder becomes aware of an error in the Bidder’s Response (including an error in pricing but excluding clerical errors which would have no bearing on the evaluation of the Bid), the Bidder must promptly notify the DBSA of such error. RESPONSIBILITY FOR BIDDING COSTS 22.1 The Bidder’s participation or involvement in any stage of the Tendering Process is at the Bidder’s sole risk, cost and expense. The DBSA will not be held responsible for, or pay for, any expense or loss that may be incurred by Bidders in relation to the preparation or lodgement of their Bid. 22.2 The DBSA is not liable to the Bidder for any costs on the basis of any contractual, promissory or restitutionary grounds whatsoever as a consequence of any matter relating to the Bidde’rs participation in the Tendering Process, including without limitation, instances where: 22.2.1 the Bidder is not engaged to perform under any contract; or 22.2.2 the DBSA exercises any right under this RFQ or at law. DISCLOSURE OF BID CONTENTS AND BID INFORMATION 23.1 All Bids received by the DBSA will be treated as confidential. The DBSA will not disclose contents of any Bid and Bid information, except: 23.1.1 as required by law; 23.1.2 for the purpose of investigations by other government authorities having relevant jurisdiction; 23.1.3 to external consultants and advisors of the DBSA engaged to assist with the Tendering Process; or for the general information of Bidders required to be disclosed as per National Treasury Regulations, Guidelines, Instruction Notes or Practice Notes. USE OF BIDS 24.1 Upon submission in accordance with the requirements relating to the submission of Bids, all Bids submitted become the property of the DBSA. Bidders will retain all ownership rights of any intellectual property contained in the Bids. 24.2 Each Bidder, by submission of their Bid, is deemed to have licensed the DBSA to reproduce the whole, or any portion, of their Bid for the sole purposes of enabling the DBSA to evaluate the Bid. BID ACCEPTANCE All Bids received must remain open for acceptance for a minimum period of 120 (one-hundred and twenty) days from the Closing Time. This period may be extended by written mutual agreement between the DBSA and the Bidder. EVALUATION PROCESS 26.1 The Bids will be evaluated and adjudicated as follows: 26.1.1 First Stage – Test for administrative Responsiveness The test for administrative responsiveness will include the following: Stage 1: Responsiveness The Tenderer should be able to provide all the relevant information required in the Supplier Information Form (SIF) which will include but is? not limited to; Tenderers who do not adhere to those criteria listed a PRE-QUALIFIER, will be disqualified immediately. Applicable to Prequalifying Responsiveness Criteria this Tender Criteria (Y/N) Adherence to submitting Tender as a two-folder tender. Folder 1 1: Functionality and returnable submission separate from Folder Pre-Qualifier Y 2: Pricing proposal submission Attendance Register of the Compulsory Briefing Session Pre-Qualifier Y 2 attended by the Tenderer. Proof of registration or authorisation to access consumer credit data; compliance with credit bureau standards eg. with the National Credit Regulator (NCR) Proof of being a member in good standing with a recognised South African Professional Background Screeners Association/Body Proof of being a member in good standing with the South Pre-Qualifier Y 3 African Fraud Prevention Service (SAFPS) Proof of access to the National Qualifications Register Proof of AFISWITCH registration Proof of existing client interfacing e-platform Proof of FIC Compliance Proof of POPIA Compliance and Data Privacy Policy Tenderers who do not adhere to the indicated response time for clarifications requested by the Employer will be deemed to be non-responsive and their submissions will not be evaluated further. Applicable to Clarification Responsiveness Criteria this Tender Time (Y/N) Standard conditions of tender as required. 1 48hours Y Returnable documents completed and signed. 48hours 2 Y Submission of Registration with National Treasury Central 48 hours Supplier Database (CSD) Summary Report: 3 Bidder must be registered to do business with the DBSA. Y 48hours 4 A Tax Pin issued by SARS. Y Only those Bidders which satisfy all the Pre-Qualifying Criteria of the First Stage will be eligible to participate in the Tendering Process further. Bids which do not satisfy all the Pre-Qualifying Criteria of the First Stage will not be evaluated further. 26.1.2 Second Stage –Technical/Functional criteria Only those Bidders who meet the minimum score (70) or above out of 100 of the technical requirements will proceed to pricing evaluation (third Stage). Bidders are required to submit supporting documentation evidencing their compliance with each requirement, where applicable. Bidders will be assessed on the functionality criteria (Second Stage) as set out in this RFQ. 26.1.3 Third Stage – price 26.1.3.1 Those Bidders which have passed the First Stage (Responsiveness Test) and Second Stage (Functionality Evaluation) of the tender process will be eligible to be evaluated on the Third Stage, based on price, in accordance with the PPPFA regulations. 26.1.3.2 The recommended preferred Bidder will be the Bidder with the lowest overall price in the Third Stage of the Bid evaluation, unless the DBSA exercises its right to cancel the RFQ, in line with the PPPFA Regulations. 26.2 NB: Bidders are required to submit, as Annexure G to their Bids, any documentation which supports the responses provided in respect of the functionality Criteria above. Risk Analysis and Objective Criteria Risk Analysis and Objective Criteria (This must only be included in the tender document if it is applicable, ensure that the list is specific as to what your objective criteria are) The DBSA reserves the right to award the tender to the tenderer who scores the highest number of points overall in line with Section (2) (1) (f) of the PPPFA, unless there are objective criteria which will justify the award of the tender to another tenderer. The objective criteria that the DBSA may apply in this bid process include: Any bidder that has a cumulative order book totalling 3 Awards with outstanding value, may be excluded from further evaluation. ii. Where a bidder has 3 active Awards with an outstanding value and the outstanding value is 10% or less, indicating the project is nearing completion, the bidder may be included for further evaluation and/or recommendation for award. iii. Where a bidder has 3 active Awards with an outstanding value and at least one of the projects has stalled for a period of 6 months or more, or the client has placed the project on hold indefinitely, the bidder may be included for further evaluation and/or recommendation for award. iv. The DBSA has the discretion to apply an objective criterion. Due Diligence DBSA shall perform a due diligence exercise on the preferred bidder to determine its risk profile. The due diligence exercise may take the following factors into account inter alia. Judgements and criminal convictions DBSA may consider previous civil judgements against the preferred bidder as part of its risk assessment. DBSA may also consider whether the preferred bidder or any of its directors have been convicted of a serious offence. Pending litigation/liquidation/business rescue (distinct from Working Capital) DBSA may consider any pending litigation in a court of law or administrative tribunal as part of its risk assessment. Performance DBSA will not consider the Service provider having a history of poor performance on any task orders/purchase orders or contracts, including poor performance in respect of compliance with policies or procedures regarding safety, health, quality control or environment, or having committed a serious and gross breach of contract. Reputational harm If DBSA is likely to suffer substantial reputational harm because of doing business with the preferred service provider, it may take this into account as part of its risk assessment. Restricted/Blacklisted Is not under restrictions, or has principals who are under restrictions, preventing participating in the employer’s procurement. Vetting The DBSA reserves the right to conduct vetting on the tenderer or any of its directors. PEP Checks for both Companies and Individual directors, as well as Procure Check and/or any other systems that the DBSA may choose to utilize (which may be conducted by an authorized third party) that would be done to assess all risks, including but not limited to Financial stability of the bidder based on key ratio analysis ; Efficiency; Profitability; Financial Risk; Solvency; and Commercial relationship with a politically exposed and brand risk. The DBSA reserves the right to award the scope in full or part thereof, subject to budget availability. ii. The DBSA reserves the right to negotiate to ensure the value for money principle is not compromised. Generally, suppliers have their own business standards and regulations. Although DBSA cannot control the actions of our suppliers, we will not tolerate any Illegal activities. These include, but are not limited to: Misrepresentation of any kind (e.g. origin of manufacture, specifications, intellectual property rights, etc.); Failure to disclose accurate information required during the sourcing activity (ownership, financial situation, BBBEE status, etc.); Corrupt activities listed above; and Harassment, intimidation or other aggressive actions towards DBSA employees. STATUS OF BID 30.1 Each Bid constitutes an irrevocable offer by the Bidder to the DBSA to provide the Services required and otherwise to satisfy the requirements of the Specification as set out in this RFQ. 30.2 A Bid must not be conditional on: 30.2.1 the Board approval of the Bidder or any related governing body of the Bidder being obtained. 30.2.2 the Bidder conducting due diligence or any other form of enquiry or investigation. 30.2.3 the Bidder (or any other party) obtaining any regulatory approval or consent. 30.2.4 the Bidder obtaining the consent or approval of any third party; or 30.2.5 the Bidder stating that it wishes to discuss or negotiate any commercial terms of the contract. 30.3 The DBSA may, in its absolute discretion, disregard any Bid that is, or is stated to be, subject to any one or more of the conditions detailed above (or any other relevant conditions). 30.4 The DBSA reserves the right to accept a Bid in part or in whole or to negotiate with a Bidder in accordance with the provisions of this RFQ and the applicable laws and regulations. CLARIFICATION OF BIDS 31.1 The DBSA may seek clarification from and enter into discussions with any or all of the Bidders in relation to their Bid. The DBSA may use the information obtained when clarification is sought or discussions are held in interpreting the Bid and evaluating the cost and risk of accepting the Bid. Failure to supply clarification to the satisfaction of the DBSA may render the Bid liable to disqualification. 31.2 The DBSA is under no obligation to seek clarification of anything in a Bid and reserves the right to disregard any clarification that the DBSA considers to be unsolicited or otherwise impermissible or irrelevant in accordance with the rules set out in this RFQ. DISCUSSION WITH BIDDERS 32.1 The DBSA may elect to engage in detailed discussions with any one or more Bidder(s), with a view to maximising the benefits of this RFQ as measured against the evaluation criteria and in fully understanding a Bidder’s offer. 32.2 Where applicable, the DBSA will invite Bidders to give a presentation to the DBSA in relation to their submissions. 32.3 The DBSA is under no obligation to undertake discussions with, and Bidders. 32.4 In addition to presentations and discussions, the DBSA may request some or all Bidders to: 32.4.1 conduct a site visit, if applicable. 32.4.2 provide references or additional information; and/or 32.4.3 make themselves available for panel interviews. SUCCESSFUL BIDS 33.1 Selection as a successful Bidder does not give rise to a contract (express or implied) between the successful Bidder and the DBSA for the supply of the Services. No legal relationship will exist between the DBSA and a successful Bidder for the supply of the Services until such time as a binding contract is executed by them. 33.2 The DBSA may, in its absolute discretion, decide not to enter into pre-contractual negotiations with a successful Bidder. 33.3 A Bidder is bound by its Bid and all other documents forming part of the Bidder’s Response and, if selected as a successful Bidder, must enter into a contract on the basis of the Bid with or without further negotiation. NO OBLIGATION TO ENTER INTO CONTRACT 34.1 The DBSA is under no obligation to appoint a successful Bidder or Bidders (as the case may be), or to enter into a contract with a successful Bidder or any other person, if it is unable to identify a Bid that complies in all relevant respects with the requirements of the DBSA, or if due to changed circumstances, there is no longer a need for the Services requested, or if funds are no longer available to cover the total envisaged expenditure. For the avoidance of any doubt, in these circumstances the DBSA will be free to proceed via any alternative process. 34.2 The DBSA may conduct a debriefing session for all Bidders (successful and unsuccessful). Attendance at such debriefing session is optional. BIDDER WARRANTIES 35.1 By submitting a Bid, a Bidder warrants that: 35.1.1 it did not rely on any express or implied statement, warranty or representation, whether oral, written, or otherwise made by or on behalf of the DBSA, its officers, employees, or advisers other than any statement, warranty or representation expressly contained in the RFQ; 35.1.2 it did not use the improper assistance of DBSA employees or information unlawfully obtained from them in compiling its Bid; 35.1.3 it is responsible for all costs and expenses related to the preparation and lodgement of its Bid, any subsequent negotiation, and any future process connected with or relating to the Tendering Process; 35.1.4 it accepts and will comply with the terms set out in this RFQ; and 35.1.5 it will provide additional information in a timely manner as requested by the DBSA to clarify any matters contained in the Bid. DBSA’S RIGHTS 36.1 Notwithstanding anything else in this RFQ, and without limiting its rights at law or otherwise, the DBSA reserves the right, in its absolute discretion at any time, to: 36.1.1 cease to 36.1.2 in the Tendering Process. 36.1.3 require additional information or clarification from any Bidder or any other person; 36.1.4 provide additional information or clarification. 36.1.5 negotiate with any one or more Bidder; 36.1.6 call for a new Bid. 36.1.7 reject any Bid received after the Closing Time; or 36.1.8 reject any Bid that does not comply with the requirements of this RFQ. GOVERNING LAWS 37.1 This RFQ and the Tendering Process are governed by the laws of the Republic of South Africa. 37.2 Each Bidder must comply with all relevant laws in preparing and lodging its Bid and in taking part in the Tendering Process. 37.3 All Bids must be completed using the English language and all costing must be in South African Rand (ZAR). PART E