Request for quotation: work permit services for expatriates at south african airways

Proposal opens: 14 July 2026. Closing date: 17 July 2026 at 11:00 AM. Validity period of quotes: 6 months.

Email: [email protected]. Department: SAAT Business Unit Technical Material.

Submission deadline: 17 July 2026 at 11:00 AM. Late or incomplete submissions will be disqualified. Required documents: Completed proposal form, vendor details (name, postal address, telephone, cell, email, contact person).

Scope: End-to-end work permit application process for ~3 expatriates annually for Botswana. Must comply with Botswana’s Department of Labour and Home Affairs regulations, including localization and points-based assessment criteria.

Service provider responsibilities:

• Pre-Assessment: Review candidate CVs and company structures to determine the fastest, compliant visa route.
• Document Procurement & Legalization: Guide through police clearances, medical certifications, and academic credential authentications.
• Application Processing: Draft, compile, and submit application dossiers to relevant government ministries.
• Local Entity Liaison: Coordinate with SAA’s local offices in Abuja/Lagos, Accra, Gaborone, and Harare for signatures and documentation.
• Tracking & Compliance: Provide monthly status updates and notifications 90 days prior to permit expirations.

Service provider must:

• Pre-Assessment: Review candidate CVs and company structures for fastest compliant visa route.
• Document Procurement & Legalization: Guide through police clearances, medical certifications, and academic credential authentications.
• Application Processing: Draft, compile, and submit dossiers to government ministries.
• Local Entity Liaison: Coordinate with SAA’s offices in Abuja/Lagos, Accra, Gaborone, Harare for signatures/documentation.
• Tracking & Compliance: Monthly status updates; 90-day advance notifications for permit expirations.

Required:

• Company profile: Footprint, years in African corporate immigration, case management team size.
• References: Contact details for ≥3 corporate clients of similar scale.
• In-country representation: Proof of direct staff or third-party agents in specified countries.

Functional evaluation:

• Experience (50 points): Submit 2 letters of prior successful service delivery.
• Lead time (50 points): 1-7 weeks = 50 points; 8-14 weeks = 30 points. Threshold: 80/100.

Breakdown required in ZAR (excl. VAT):

• Professional Service Fees (Agency/Service Fee).
• Disbursements: Government fees, courier, medicals, etc.
• Total Cost per Permit Type (e.g., Botswana Work & Residence Permit).

Include estimated processing time (e.g., [X] weeks). Validity period: 6 months.

Pricing must be in ZAR, exclusive of VAT. Breakdown required:

• Professional Service Fees (Agency/Service Fee).
• Disbursements: Government fees, courier, medicals, etc.
• Total Cost per Permit Type (e.g., Botswana Work & Residence Permit).

Include estimated processing time (e.g., [X] weeks). Quoted prices must state validity period (6 months).

Mandatory documents:

• SARS Tax Clearance Certificate (or proof of application). Follow National Treasury instructions: http://www.treasury.gov.za/legislation/pfma/TreasuryInstruction/Treasury%20Instruction%203%20of%202014%202015%20on%20Tax%20Clearance%20Certificates.pdf.
• B-BBEE Rating Certificate from a SANAS-accredited agency (South African companies only).

Disqualification risks:

• Attempting to solicit or canvass information from SAA employees/agents during the bid process.
• Incomplete or late submissions.

Additional conditions:

• Final terms subject to negotiation and Letter of Award.
• SAA reserves the right to retract the RFQ or award at its discretion.
• Successful bidder liable for damages if failing to honor quoted prices.
• Proposals treated as confidential.

Final terms subject to negotiation and Letter of Award. SAA may award in whole/part or retract the RFQ at any time. Not obligated to award to lowest bidder. Successful bidder liable for damages if failing to honor quoted prices. Bidders disqualified for soliciting information from SAA staff during bid period. SAA will correct arithmetical errors in proposals. All proposals treated as confidential.

Submissions must reach SAAT by 17 July 2026 at 11:00 AM. Late submissions will not be considered.

Evaluation aligns with Preferential Procurement Policy Framework Act Regulations of 2022. Preference points: 80/20 (≤R50M) or 90/10 (>R50M).

Phase 1 (Critical - Disqualification if unmet):

• Company profile, experience in African immigration, case team size.
• ≥3 corporate client references.
• Proof of in-country representation (direct staff or agents).

Phase 2 (Functional - Threshold: 80/100):

• Experience (50 points): 2 letters of prior similar service.
• Lead time (50 points): 1-7 weeks = 50 points; 8-14 weeks = 30 points.

Phase 3 (Price & Specific Goals - 100 points):

• Price: 80 (80/20) or 90 (90/10) points.
• B-BBEE Goals:

• Race: 100% Black = 10/4; 75-99% = 8/3; 50-74% = 5/2; <50% = 0.

• Gender: 100% Black Woman = 5/3; 75-99% = 4/2; 50-74% = 3/1; <50% = 0.

• Disability: 100% = 5/3; 75-99% = 4/2; 50-74% = 2/1; <50% = 0.

All prices exclusive of VAT.

Any legal person may bid, including state employees or those with kinship to state employees, provided they declare their position. Bidders presently employed by the state must have appropriate authority to undertake remunerative work outside public sector. No specific technical eligibility criteria are detailed in this declaration form - this appears to be a compliance/integrity declaration rather than a technical specification document.

Compliance requirements for bidders:

• All legal persons, including those employed by the state or related to state employees, may submit bids but must declare any conflicts of interest.
• 'State' includes: national/provincial departments, public entities, constitutional institutions, municipalities, municipal entities, legislatures, Parliament, or any person employed by these.
• 'Shareholder' is defined as a person who owns shares and is actively involved in management/control of the business.
• Bidders must disclose any direct or indirect relationships with state employees involved in evaluation/adjudication to avoid allegations of favouritism.
• Proof of authority for state-employed bidders to undertake external remunerative work is mandatory. Non-compliance risks disqualification.

False declarations or non-disclosure of conflicts of interest may result in bid rejection or action under Paragraph 23 of the General Conditions of Contract.

State-employed bidders must obtain and submit proof of authority to undertake remunerative work outside public sector employment. Failure to do so may result in bid disqualification.