Appointment of law firms to a multi-year panel of legal service providers (3 years, extendable by 2)

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Submission format and channel:

• One hard copy plus a soft copy on USB must be delivered to the SHRA bid box at Sunnyside Office Park, Sentinel House, 3rd Floor, 32 Princess of Wales Terrace, Parktown.
• Faxed or e-mailed bids are not accepted.
• The sealed envelope must be marked with the RFB number, closing date and time, and the bidder's name and address.
• Bids may be delivered between 08H30 and 16H30 on weekdays before the closing date, and between 08H30 and 11H00 on the closing date.
• Bids arriving one second after 11H00 or later are late and will be returned unopened; the official Telkom time (dial 1026) verifies the closing time.
• Bids must be submitted on the official forms and must not be re-typed or altered.

Returnable documents (all must be completed, signed and submitted):

• SBD 1 (Invitation to Bid) — bidder and contact details, signed as the offer cover page.
• SBD 3.3 (Pricing Schedule for Professional Services) — confirms acceptance of the hourly and daily rates in Annexure B.
• SBD 4 (Declaration of Interest) — discloses any director or shareholder employed by the state or connected to the procuring institution.
• SBD 6.1 (Preference Points Claim) — claims B-BBEE points under the PPPFA 80/20 system.
• General Conditions of Contract (Annexure A) — each page must be initialled as acceptance.
• CSD registration report downloaded from the National Treasury CSD website.

Proposal structure (clearly labelled with dividers):

• Section 1: understanding of scope, methodology, workplan, deliverables, timeframes and a matrix of who undertakes each activity.
• Section 2: firm profile, team composition, roles, experience and outputs matrix, brief CVs, and at least 3 signed and contactable reference and appointment letters for work within the past 6 years.
• Section 3: signed consolidated hourly rates per tier as set out in Annexure B.

Disqualification risks:

• Any returnable form omitted, incomplete or defective.
• Late submission, submission to the wrong address, or communication with SHRA officials other than the Supply Chain Management official.
• Re-typed or amended bid documents, counter-conditions, bid rigging, fronting, cover bidding or collusive behaviour.
• Submitting from more than one firm with a common owner, partner, director, member, trustee or shareholder.
• Subcontracting any part of the work without prior declaration, except for counsel, subject matter experts and correspondent attorneys declared as potential sub-contractors.
• Failure to achieve the minimum functionality threshold of 70%.

Bidders must submit: Invitation to Bid (Part 1), Pricing Schedule (Part 2), Declaration of Interest (Part 3), General Conditions of Contract initialled (Part 4), Technical approach (Part 5), Team details (Part 6), Experience in this field (Part 7), and CSD registration forms (Part 8). Bids must be submitted in a sealed envelope marked with RFB number, closing date and time, and bidder's name and address.

Bidders must be registered with the Legal Practice Council and hold valid Fidelity Fund certificates for all directors and practicing team members. Bidders must be registered on the National Treasury Central Supplier Database (CSD) by the closing date and hold a valid Tax Compliance Certificate. Bidders must not have committed fraud, corruption, bid rigging, fronting, or collusive behaviour. Bidders must not submit bids from more than one firm with common ownership. Bidders must not subcontract any part of the work without prior declaration. Bidders must achieve a minimum functionality score of 70% to be appointed. Bidders must comply with the Preferential Procurement Regulations 2022 and the 80/20 preference point system.

2. RFB Submission Conditions and Instructions

3. Evaluation Process

The Social Housing Regulatory Authority (“SHRA”) was established by the National

Department of Human Settlements as prescribed by the Social Housing Act (Act ). The SHRA is classified as a national public entity listed under Schedule 3A of

the Public Finance Management Act (Act ) (“PFMA”).

The SHRA has been operational since January 2011, with a mandate to regulate,

invest in and capacitate the social housing sector. The social housing programme

aims to deliver affordable rental housing for low to medium income groups, currently

these are households whose income levels are between R1 850 and R22 000. There

are social housing projects throughout all nine (9) provinces.

The delivery and management of social housing units and projects is done through

accredited Social Housing Institutions (SHIs) and private sector companies known as

other delivery agents (ODAs) collectively defined as social housing landlords (SHLs).

1.1 Mission

To ensure there is quality housing for lower- to middle-income households

in integrated settlements by investing in, enabling, regulating, and

transforming the affordable social housing rental market.

Affordable rental homes in integrated urban environments through

sustainable institutions.

1.2 Vision

To create an integrated South Africa where citizens live a good quality life in

well-located, affordable, and quality rental homes.

1.3 Functions

o Promote the development and awareness of social housing by providing

an enabling environment for the growth and development of the social

housing sector.

o Provide advice and support to the National Department of Human

Settlements in its development of policy for the social housing sector and

facilitate national social housing programmes.

o Provide best practice information and research on the status of the social

housing sector.

o Support provincial governments with the approval of project applications

by social housing institutions.

o Provide assistance, when requested, with the process of the designation

of restructuring zones.

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o Enter into agreements with provincial governments and the National

Housing Finance Corporation to ensure the co-ordinated exercise of

powers

2. RFB submission conditions and instructions

2.1 Fraud and corruption

2.1.1 All Providers are to take note of the implications of contravening the

Prevention and Combating of Corrupt Activities Act, Act No

and any other Act applicable.

2.2 Compulsory briefing session

2.2.1 There will be NO compulsory briefing session for this Request for

Bids

2.3 Clarifications/queries

2.3.1 Any clarification required by a bidder regarding the meaning or

interpretation of the Terms of Reference, or any other aspect

concerning the bid, is to be requested in writing (e-mail) from Ms.

Dziphathutshedzo Nevari at [email protected] by Friday 04th

September 2026 at 16H00. The bid number should be mentioned in

all correspondence. Telephonic requests for clarification will not

be accepted. If appropriate, the clarifying information will be made

available to all bidders by e-mail only.

2.4 Submitting bids

Nb: one hard copy and its soft copy in an USB format

Faxed or e-mailed bids will not be accepted

Bids should be submitted in a sealed envelope, marked with:

 RFB number: SHRA/RFB/ADMIN/01/202627

 Closing date and time: Friday, 11th September 2026 at 11H00

 The name and address of the bidder

Documents submitted on time by bidders shall not be returned.

2.5 Late bids

2.5.1 Bids received late shall not be considered. A bid will be considered

late if it arrived only one second after 11H00 or any time thereafter.

Bids arriving late will not be considered under any circumstances.

Bids received late shall be returned unopened to the bidder.

Bidders are therefore strongly advised to ensure that bids be

despatched allowing enough time for any unforeseen events that may

delay the delivery of the bid.

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2.5.2 The official Telkom time (dial 1026) will be used to verify the exact

closing time (11H00)

2.5.3 Bids sent to SHRA via normal post or any other mechanism shall be

deemed to be received at the date and time of arrival at the SHRA

premises (tender/bid box or reception). Bids received at the physical

address after the closing date and time of the bid, shall therefore be

deemed to be received late.

2.6 Directions to shra office for delivery of bids

2.6.1 Bidders should allow time to access the premises due to security

arrangements that need to be observed.

2.7 Format of bids

2.7.1 Bidders must complete all the necessary bid documents and

undertakings required in this bid document. Bidders are advised that

their bid should be concise, written in plain English and simply

presented.

2.7.2 Bidders are to set out their bid in the following format:

Part 1: Invitation to Bid

Bidders must complete and submit the Invitation to Bid document.

Part 2: Pricing Schedule

Bidders must complete and submit the pricing schedule document.

This is to confirm acceptance of the hourly and daily rates stipulated in

Annexure A.

Bidders must note that, where a service provider is appointed, all

travel, accommodation and related disbursement costs applicable to

this contract shall be subject to prior written approval by SHRA and

must comply with applicable National Treasury cost containment

measures and SHRA policies. Claims must be supported by proof of

payment and submitted separately from professional fees.

The value of this bid and subsequent appointments as and when

required are estimated not to exceed R50 000 000 (all applicable

taxes included) and therefore the 80/20 system shall be

applicable.

Part 3: Declaration of Interest

Each party to the bid must complete and submit the Declaration of

Interest.

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Part 4: General Conditions of Contract

Bidders must initial each page of the General Conditions of Contract

and submit with their bid document.

Part 5: Technical approach

Bidder must at least:

Describe, in detail, exactly how they propose to carry out the activities

to achieve the outcomes identified in the terms of reference. Bidders

are required to have the basic office equipment and the resource/s

(which must include, laptop, 3G connection, landline, own office with

the basic office equipment) will be located within the region where the

work will be done. They should identify any possible problems that

might hinder delivery and indicate how they will avoid or overcome

such problems.

Describe how the work will be managed. Provide an organisation

chart clearly indicating:

 The lines of reporting and supervision within the bidder’s team.

 The lines of reporting between the bidder and SHRA.

The bidder must be able to work within strict timelines and have the

capacity to do so.

Part 6: Team Details

The bidder must provide:

 A comprehensive curricula vita (relevant to this bid and limited to

two pages). In particular, the CV must highlight the team member(s)

experience and qualifications to carry out the work

Part 7: Experience in this field

It is essential the service provider displays:

 Experience as set out in the terms of reference

 At least 3 signed and contactable reference and appointment

letters for work conducted within 6 years for each reference and

appointment letters confirming the service provider’s successful

completion of similar projects.

Part 8: Bidders National Treasury Central Supplier Database

(CSD) forms indicating the validity of the bidder’s registration

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2.8 Negotiation

2.8.1 SHRA has the right to enter into negotiation with a prospective service

provider regarding any terms and conditions, including price(s), of a

proposed contract.

2.9 Reasons for rejection

2.9.1. SHRA shall reject a bid for the award of a contract if the

recommended bidder has committed a proven corrupt or fraudulent

act in competing for the particular contract.

2.9.2. SHRA may disregard the bid of any bidder if that bidder, or any of its

directors:

2.9.2.1. has abused the Supply Chain Management systems of

Shra;

2.9.2.2. has committed proven fraud or any other improper conduct in

relation to such systems; or

2.9.2.3. has failed to perform on any previous contract and proof of

such failure exists.

2.9.3. Such actions shall be communicated to National Treasury after

following the applicable blacklisting process.

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3.1. Introduction and background

The Social Housing Regulatory Authority (“SHRA”) was established by Parliament as

prescribed by the Social Housing Act (). The SHRA is classified as a

national public entity in terms of Schedule 3A of the Public Finance Management Act

() (“PFMA”).

The SHRA’s mandate is to invest in and regulate the social housing sector. The

primary intention of the Social Housing Act is to deliver affordable rental housing to the

low to medium income groups. The main aim of the Act is to achieve spatial, economic

and social integration of the urban environments in South Africa.

3.2. Purpose

The purpose of this assignment is to appoint a panel of law firms to serve in the panel

of legal service providers that will be rendering legal services on different issues with

legal implications to the SHRA, as and when required.

3.3. Scope of work

3.3.1 The service providers will be required to provide legal services to the SHRA

legal department across all legal matters affecting the business of the SHRA.

3.3.2 Assist, advise and / or represent the SHRA on all aspects relevant to the

conduct of civil and commercial litigation, fraud and corruption; regulatory

enforcement, including advice on evidence and legal opinions in relation to the

following but not limited to the following categories:

• Constitution Law;
• Social Housing Act and its Regulations;
• Procurement Law (i.e., PFMA, MFMA, etc.);
• Company Law;
• Tax Law;
• Banking, Financing and debt structures;
• Corporate Governance;
• Competition Law;
• Regulatory Compliance and Enforcement;
• Forensic Investigation;
• Employee Relations;
• Property Law;
• Conveyancing and Notarial Services;
• Construction Law;
• Data Protection, Privacy and Information Technology;
• Alternative Dispute Resolution;

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• Public and Administrative Law;
• Contract Law;
• Business Rescue and Insolvency.

3.3.3 Assist the SHRA in the preparation for the instituting, conducting of, and

enforcement of all steps and processes relevant to civil litigation (whether by

motion or action proceedings), from the perspective of a Plaintiff/Applicant.

Alternatively, assist the SHRA in the preparation for the opposition and defence

of, and enforcement of all steps and processes relevant to civil litigation

(whether by motion or action proceedings), from the perspective of a

Defendant/Respondent, whichever may be applicable to the SHRA.

3.3.4 Preparation of opinions and advice on corporate structures and financial

modelling.

3.3.5 Preparing and settling papers for the Tribunals or Courts of law.

3.3.6 Ensure the briefing of appropriate Counsel to conduct litigation and appropriate

continued interaction with such Counsel, where necessary.

3.3.7 Facilitation of consultations with and preparation of witnesses and experts for

hearings/trials or for the preparation of papers.

3.3.8 The sourcing and briefing of subject matter experts.

3.3.9 Ensure compliance with processes required by relevant civil procedure

prescripts including but not limited to service of process and preparation and

pagination of court/tribunal files etc.

3.3.10 Advice on reviews and appeals and conducting such processes.

3.3.11 Advice on enforcement and execution of orders and judgment.

3.3.12 Settlement Negotiations.

3.4 Contract duration

It is expected that the successful service providers should be able to commence the

contract from date of appointment and avail the services to the SHRA for a period of 3

years with an option to extend for a further 2 years.

Service providers will be appointed on a rotational basis as and when the service is

required through the fixed hourly and daily rates and preference points claimed subject

to their availability and performance. Notwithstanding with the above, if any service

provider is found to have committed a misconduct, they will be removed from the

panel.

3.5 Utilization of services by shra

SHRA may from time to time utilise the services of the aforesaid panellists to

provide legal assistance to the SHRA, which assistance may include instituting or

defending legal actions on behalf of or against the SHRA, drafting and/or advising on

complex commercial agreements, interpretation and/or review of legislative framework

and/or the provision to SHRA of complex legal opinions.

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3.6 Appointment terms

i) SHRA does not guarantee that successful service providers will receive work

during their appointment term. Service providers will be used as and when

required and work allocated will be based on the expertise of the Service

Provider in relation to each matter.

ii) There is no monthly retainer on this appointment.

iii) Payments will be made upon submission of an invoice following provision of

satisfactory service by the service provider.

iv) Delay in submitting the deliverables to SHRA may be considered as non-

performance and may lead to future work not being allocated to the service

provider. Lastly, the service provider may be excluded from the panel.

v) Bidders are required to specify their various areas of specialisation and/or

practice.

3.7 The bidding firm to demonstrate the skills and experience

 Suitability of the bidding firm to undertake the assignment.

• The Bidding firm to demonstrate that it has been duly registered, incorporated

and approved by the Legal Practice Council.

• The CV of the team leader to demonstrate a minimum of ten (10) years of

managing/leading/supervising in assignments in the legal

category/specialization of choice of the bidding firm.

• The CV of the team members to demonstrate a minimum of three (3) to six (6)

years’ experience in the legal category/specialization of choice of the bidding

firm.

 The Bidders must have adequate capacity (both structural and human

resources) to deliver as per the scope of work.

 All Bidders must be in possession of a valid fidelity fund certificate and

certificates of good standing from the Legal Practice Council.

3.8 Skills transfers and transformation

It is to be noted that this is an establishment of a panel of law firms and at the time of

allocating work, skills transfer will be expected where law firms will be required to

include candidate attorneys, people with disabilities, youth and women as part of their

management and team members for the purposes of transformation skills transfer.

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3.9 Negotiations

SHRA has the right to enter into negotiations with the prospective bidder(s) regarding

any terms and conditions and/or pricing.

3.10 Pricing

There will be no Price Evaluation for this bid as this is only the establishment of a

panel, but bidders are required to confirm the hourly rates as per the proposed

Annexure B, hourly tariffs.

Bidders are to note that SHRA will allow an annual increase of {CPI + 1%} on the

hourly and daily rates for the outer years.

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3.11 Accountability and reporting

The Service Providers will report to the Legal Manager administratively for the duration

of the contract and be accountable to the Corporate Services Manager.

SHRA will apply strict project management and cost-control measures. Each

instruction issued to a panel member must be supported by a clearly defined scope of

work, deliverables, timelines, reporting requirements and an approved cost estimate or

fee proposal before work commences. Panel members will be required to monitor time

spent, provide regular progress and cost updates, seek prior written approval for any

variation, additional work, disbursement, travel or counsel fees, and ensure that all

invoices are aligned to the approved scope, applicable rates and work performed.

SHRA reserves the right to query, reduce or reject any costs not properly authorised,

justified or supported.

3.12 Disclaimer

The SHRA has not appointed external consultants to liaise with service

providers on any matter and all matters regarding this bid will be channelled in

writing via supply chain. It is also to be noted that SHRA will not at any given

time solicit money from service providers.

3.13 Submission requirements and format of the proposal

The format of the proposal the bidder is required to consist of and demonstrate the

following: (please clearly label the various sections with dividers in your file

submission)

Section 1

Understanding of the required scope of work and operating environment.

Methodology and approach which include workplan, deliverables, timeframes and

matrix depicting who in the proposed team will be undertaking the respective activities.

Section 2

Profile of the bidder

Team composition, roles and responsibilities

Experience of the bidder’s team and outputs matrix

Experience evidence in firm’s profile and team brief CVs

At least 3 signed and contactable reference and appointment letters for work

conducted within 6 years for each reference and appointment letters confirming the

service provider’s successful completion of similar projects.

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Section 3

Costing of this bid will be assessed on an hourly rate basis. Bidders are thus expected

sign-off the consolidated hourly rates per tiers, as set out in Annexure B.

3.14 Intellectual property

The service provider will be contracting with SHRA. All products and data of this

appointment, in whatever format raw or analyzed, will be regarded as confidential

information for utilization by SHRA and will not be used or distributed for purposes

other than processing in accordance with this RFB.

4. Proposed selection criteria

4.1. Compliance with minimum requirements

i) The SHRA may reject/disqualify any submitted bid/proposal for the reasons set

out in this RFB, as read with the Terms of Reference (“ToR”) and other bid

documents, the SCM prescripts and/or as otherwise deemed necessary for a

lawful reason.

ii) Without limiting the generality of the aforesaid and for purposes of example

only:

iii) Should it be discovered by the SHRA that the bidder did not act in good faith

and/or has declared incorrect, false, misleading and/or incomplete information

(in any respect) to the SHRA in the bid/proposal documents, the SHRA

reserves the right to reject/disqualify the bid/proposal, and reserves the right to

take further action against the offending bidder (e.g. criminal charges, referrals

for disciplinary or administrative sanctions, civil proceedings and/or application

for restriction/black-listing from participation in public sector procurement, which

will also be reported to National Treasury etc.).

iv) Should it be discovered that the official bid invitation/bidding forms/documents

were re-typed or changed, or that any changes or amendments to any of the bid

documents or Bid Conditions were made in respect of any of the bids/proposals

received or that the bidder had brought-in any counter conditions, then the

bid/proposal will be rejected/disqualified.

v) If the bidder’s bid/proposal is not compliant with the SHRA’s scope of work or

ToR, the SHRA reserves the right to reject/disqualify the bid/proposal and the

bidder from further evaluation or consideration.

vi) Bid rigging, fronting, cover bidding and/or collusive behaviour by the bidder will

result in rejection/disqualification.

vii) A bidder is not permitted to submit a bid/proposal from more than one

registered firms or business with a common owner, partner, director, member,

trustee, trust beneficiary and/or shareholder.

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viii) Except for the appointment and briefing of counsel or subject matter experts

required for any legal matter, and for correspondent attorneys used for court

paper service address purposes and who were formally declared as potential

sub-contractors as part of the bidder’s proposal, a bidder is not permitted to

submit a bid/proposal in the name of one firm or business, in circumstances

where any part of the contract or the work under the contract or the income

received under the contract will be assigned, ceded, delegated and/or sub-

contracted to any other firm, business and/or person/entity.

ix) If the bidder is not registered with the Central Supplier Database (“CSD”), as

maintained by National Treasury, or has also not applied for such registration,

and provided proof of such Application for Registration on the CSD to the SHRA,

as part of the bid documents submitted by the bidder to the SHRA, then that

bidder’s bid/proposal may be rejected/disqualified.

x) Bids/proposals submitted late or submitted to the incorrect address will be

rejected/disqualified.

xi) Non-submission, incomplete submission and/or otherwise defective submission

of any of the administrative compliance requirement documents will lead to

rejection/disqualification of the bidder.

xii) Any communication with SHRA officials, employees and/or members, except

with the relevant Supply Chain Management official for anything pertaining to this

bid/proposal, will result in the bidder’s bid/proposal being rejected/disqualified.

xiii) Bidders who fail to achieve the minimum predefined functionality threshold set

for functionality as prescribed in this invitation, the ToR and/or the other bid

documents, after evaluation of the PROPOSAL Sections of the bids/proposals,

will be disqualified from further evaluation.

4.2. Additional bid information

 This bid/proposal is subject to the Preferential Procurement Policy Framework

Act and the Preferential Procurement Regulations - 2022. This bid/proposal is

subject to the General Conditions of Contract (“GCC”), as prescribed by

National Treasury, as read with the Special Conditions for managing contractual

obligations (“SCC”), as stipulated in this invitation, the ToR, the other bid

documents, and as ultimately set out in or incorporated into the written

Contract(s) to be concluded between the successful bidder(s) and the SHRA.

 The SHRA deems that the bidder has read, understood and accepted all the

terms and conditions, as set out in this invitation, the ToR, the other bid

documents, the GCC and the SCC.

4.3. Conditions for selection/short listing

All submissions will be evaluated as follows:

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4.3.1. Phase 1 – Mandatory Requirements

Failure to submit the below mandatory requirements will result in bid

disqualification:

• Letter of good standing with the Legal Practice Council:

Submission of the letter(s) of good standing for all Directors and all

practicing team members is a mandatory requirement. Proposals

submitted without a Legal Practice Council letter(s) of good

standing will be disqualified from evaluation.

• Fidelity Fund Certificate: Submission of the Fidelity Fund

registration certificate for all Directors is a mandatory requirement.

Proposals submitted without all Directors Fidelity Fund

certificate will be disqualified from evaluation.

• Admission Certificate
• Be registered on the National Treasury Central Supplier Database

(CSD) by the closing date and time of this request for bids.

Bidders are to provide SHRA with a copy of their CSD registration

report downloaded from the National Treasury CSD Website.

• Valid Tax Compliance Certificate

4.3.2. Phase 2 – Functionality evaluation

Bidders who meet the mandatory items requirements above will be evaluated on

functionality requirements as per the table below.

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5. Evaluation process

5.1 Compliance with minimum requirements

5.1.1 All bids duly lodged will be examined to determine compliance with

bidding requirements and conditions. Bids with obvious deviations from

the requirements/conditions, will be eliminated from further adjudication.

5.2 Pre-qualification criteria for preferential

Procurement

5.2.1 As per the preferential Procurement Regulations (PPR) 2022, the SHRA

is applying Pre-Qualification Criteria this bid to advance certain

designated groups.

5.3 Functionality, price and preference points

5.3.1 All remaining bids will be evaluated as follows:

5.3.2 The functionality calculation will be done based on the defined criteria

and weighting thereof. Functionality will be scored out of a 100. If a

bidder fails to score a minimum of 70% out of 100% for

functionality, the bid will be disregarded from further consideration.

5.3.3 The second part will then be done on the 80/20 split whereby (80) points

will be awarded for price and 20 points will be awarded for B-BBEE

Status Level Contribution.

5.3.4 Kindly note that the preference point system will apply as and when

RFQs are issued to the panel upon appointment thereof.

5.4 Panel appointment on grounds of functionality

5.4.1 Bids that score less than 70% of the 100% available for functionality will

be eliminated and not considered for panel appointment.

5.4.2 The percentage scored for functionality should be calculated as follows:

5.4.3 Each Bid Evaluation Committee panel member shall award values for

each individual criterion on a score sheet. The value scored for each

criterion shall be multiplied with the specified weighting for the relevant

criterion to obtain the marks scored for the various criteria. These marks

should be added to obtain the total score. The following formula should

then be used to convert the total score to a percentage for functionality:

So Ps = X Ap

Ms

where

Ps = percentage scored for functionality by bid/bid under consideration

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So = total score of bid/bid under consideration

Ms = maximum possible score

Ap = percentage allocated for functionality

The percentages of each panel member shall be added together and

divided by the number of panel members to establish the average

percentage obtained by each individual bidder for functionality.

After calculation of the percentage for functionality, the prices of all bids

that obtained the minimum score for functionality should be taken into

consideration.

5.5 Adjudication of bid

5.5.1 The Adjudication Committee will consider the recommendations and

make the final award. The successful bidders will be those that scored at

or above the minimum threshold of 70% on functionality.

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A bidder must achieve a minimum of 70% to be appointed in this panel

Bidders may submit a bid for Phase 2A: Conveyancing and Notarial Services, Phase 2B: All Other Legal Categories, or both Phase 2A and 2B.

Bidders must clearly indicate the phase(s) and legal category/specialisation for which they are bidding. Where a bidder bids for both phases,

the bidder must submit separate, clearly labelled supporting information for each phase. Each phase will be evaluated separately, and the

bidder must achieve the minimum functionality threshold of 70% for each phase for which appointment is sought. Appointment in one phase

does not automatically qualify the bidder for appointment in the other phase.

Phase 2a – technical functionality evaluation: conveyancing and notarial services

Element rating functionality evaluation criteria weight score

Bidding firm did not submit any signed and relevant

1 reference and appointment letters for conveyancing

and/or notarial services.

Relevant firm experience in conveyancing and Bidding firm submitted fewer than 3 signed and relevant

notarial services 2 reference and appointment letters for conveyancing

and/or notarial services.

• Bidding firm submitted a minimum of 3 Bidding firm submitted a minimum of 3 signed and

signed and relevant reference and 3 relevant reference and appointment letters demonstrating

appointment letters demonstrating successful conveyancing and/or notarial services. successful conveyancing and/or notarial 25% Bidding firm submitted 4 signed and relevant reference services for work conducted within the past 4 and appointment letters demonstrating successful 6 years, confirming successful completion conveyancing and/or notarial services. of similar projects. Bidding firm submitted 5 or more signed and contactable

reference and appointment letters demonstratingContactable references:

successful provision of conveyancing and/or notarialReferences may be contacted directly by SHRA. 5 services, including property transfers, registration of

servitudes, notarial bonds, deeds office processes and

related property transactions.

1 No admitted conveyancer or notary public proposed.

Qualifications and registration of key personnel One admitted conveyancer or notary public proposed with 30% 5 evidence of experience.

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Project leader or director demonstrates 0 to 3 years’

1 relevant post-admission experience in conveyancing

and/or notarial matters.

Project leader or director demonstrates more than 3

2 years, but less than 7 years, of relevant post-admission

experience in conveyancing and/or notarial matters.

Project leader or director demonstrates 7 to 15 years’

3 relevant post-admission experience in conveyancingPost-admission experience of project and/or notarial matters. 25%leader/director Project leader or director demonstrates more than 15 and

4 up to 18 years’ relevant post-admission experience in

conveyancing and/or notarial matters.

Project leader or director demonstrates more than 18

years’ relevant post-admission experience in

5 conveyancing and/or notarial matters, including

management of property-related legal assignments and

oversight of deeds office lodgements.

No service delivery approach provided, or submission

1 does not demonstrate capacity to perform conveyancing

and/or notarial services.

Limited information provided regarding resource

allocation, workflow management, reporting

2 arrangements or turnaround times. Capacity to deliver the

required services is not clearly demonstrated.

Capacity and Service Delivery Approach for Submission demonstrates adequate capacity through the 20%Conveyancing and Notarial Services proposed team structure and service delivery approach. 3 Basic procedures for instruction management, document

preparation, lodgement and reporting are provided.

Submission demonstrates good capacity supported by an

appropriately resourced team, defined processes for

4 instruction management, document preparation,

lodgement, reporting and monitoring of matters, including

indicative turnaround times.

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Submission demonstrates substantial capacity and a

comprehensive service delivery approach, including

dedicated resources, clear procedures for instruction

management, document preparation, lodgement, follow- 5 up, reporting, escalation of matters, management of

statutory deadlines and evidence of the ability to

efficiently manage multiple conveyancing and/or notarial

instructions simultaneously.

Total points 100%

Phase 2b – technical functionality evaluation by the shra bid evaluation committee on submitted

Proposals

Element functionality evaluation functionality total

Weight score

Suitability and relevant experience of the bidding firm to Rating Evaluation criteria

undertake the assignment

1 Bidding firm did not submit any

relevant reference and

appointment letters.

The bidding firm must demonstrate experience by submitting 2 Bidding firm submitted fewer than

signed and contactable reference and appointment letters for 3 signed and relevant reference

work conducted within the past 6 years, confirming successful and appointment letters.

completion of similar projects. 3 Bidding firm submitted a minimum

Contactable references: of 3 signed and relevant reference 25%

References may be contacted directly by SHRA. and appointment letters.

NB: The legal category/specialisation selected by the 4 Bidding firm submitted 4 signed

bidder will be used to assess the relevance of the and relevant reference and

reference and appointment letters. appointment letters.

5 Bidding firm submitted 5 or more

signed and relevant reference and

appointment letters.

The CV of the team leader must demonstrate experience in 1 Team leader demonstrates less 45%

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Element functionality evaluation functionality total

Weight score

managing, leading or supervising assignments in the legal than 6 years’ relevant managing,

category/specialisation selected by the bidding firm. leading or supervising experience.

2 Team leader demonstrates 6

years, but less than 10 years, of

relevant managing, leading or

supervising experience.

3 Team leader demonstrates a

minimum of 10 years’ relevant

managing, leading or supervising

experience.

4 Team leader demonstrates more

than 10 and up to 15 years’

relevant managing, leading or

supervising experience.

5 Team leader demonstrates more

than 15 years’ relevant managing,

leading or supervising experience.

1 Team members demonstrate less

than 1 year of relevant

experience.

2 Team members demonstrate

more than 1 year, but less than 3

years, of relevant experience.

The CVs of team members must demonstrate experience in the 3 Team members demonstrate a 30%legal category/specialisation selected by the bidding firm. minimum of 3 years’ relevant

experience.

4 Team members demonstrate

more than 3 up to 4 years’

relevant experience.

5 Team members demonstrate 5 or

more years’ relevant experience.

Total points 100%

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NB.: For the basis of price evaluation, the consolidated hourly rates per tiers (refer to Annexure B) will be utilised.

8. Engagement process after the award of the panel

Once the panel has been established and appointed, a rotational system will be applicable as and when the services are required.

When applying the rotational system, the SHRA reserves the right to prioritise and empower designated enterprises with %

ownership by a person/s who are Women, Youth or Persons with disabilities, scored on a sliding scale from 1 to 10 or 1 to 5

depending on the allocation of the twenty (20) preference points, the eighty (80) points for price will be the same for all as the

hourly and daily rate are fixed.

When allocating work to appointed panel members, SHRA may consider the geographic location, and/or office footprint of the

appointed service providers, where relevant to the matter, to promote efficient service delivery, accessibility, cost containment and

timely attendance to matters requiring local presence. Bidders are therefore required to provide their geographic location, and/or

office footprint.

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Section b

1. Special conditions of contract

1.1. General

1.1.1. Proper bids for the services specified must be submitted.

1.2. Additional information requirements

1.2.1. During evaluation of the bids, additional information may be requested

in writing from Bidders. Replies to such request must be submitted in

writing, within five (5) working days or as otherwise indicated. Failure

to comply may lead to your bid being disregarded.

1.3. Confidentiality

1.3.1. The bid and all information in connection therewith shall be held in

strict confidence by bidders and usage of such information shall be

limited to the preparation of the bid. Bidders shall undertake to limit

the number of copies of this document.

1.3.2. All bidders are bound by a confidentially agreement preventing the

unauthorised disclosure of any information regarding the SHRA or of

its activities to any other organisation or individual. The bidders may

not disclose any information, documentation or products to other

clients without written approval of the accounting authority or the

delegate.

1.4. Intellectual property, inventions and copyright

1.4.1. Copyright of all documentation relating to this contract belongs to the

SHRA. The successful bidder may not disclose any information,

documentation or products to other clients without the written

approval of the accounting authority or the delegate.

1.4.2. All the intellectual property (IP) rights arising from the execution of this

Agreement shall vest in SHRA and the Service provider undertakes to

honour such intellectual property rights and all future rights by

keeping the know-how and all published and unpublished material

confidential.

1.4.3. In the event that the service provider would like to use information or

data generated by the service, the prior written permission must be

obtained from SHRA.

1.4.4. SHRA shall own all materials produced by the Service provider during

the course of this contract, or as part of the service including without

limitation, deliverables, computer programmes (source code and

object code), programming aids and tools, documentation, reports,

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data, designs, concepts and other information whether capable of

being copyrighted or not (“IP”).

1.4.5. The Service provider assigns all IP rights in respect of all materials

referred to in clause 1.4.4 to SHRA. No other document needs to be

executed to give effect to this cession, assignment or transfer.

1.4.6. The Service provider hereby irrevocably cedes, assigns and transfers

to SHRA, as SHRA directs, all rights, title and interest in and to all IP

(which includes, but is not limited to methodologies and products)

connected with or applicable to the Services.

1.4.7. The Service provider acknowledges and agrees that:

1.4.7.1. Each provision of clause 1.3 is separate, severally and

separately enforceable from any other provisions of this

agreement.

1.4.7.2. The invalidity or non-enforceability of any one or more provision

hereof, shall not prejudice or effect the enforceability and validity

of the remaining provisions of this agreement; and

1.4.7.3. This clause 1.3 shall survive termination of this agreement.

1.5. Non-compliance with delivery terms

1.5.1. As soon as it becomes known to the Service provider that he will not

be able to deliver the goods/services within the delivery period and/or

against the bid price and/or as specified, the SHRA must be given

immediate written notice to this effect. The SHRA serves the right to

implement remedies as provided for in the GCC.

1.6. Warrants

1.6.1 The Service provider warrants that it is able to conclude this

Agreement to the satisfaction of the SHRA.

1.6.2 Although the Service provider will be entitled to provide services to

persons other than SHRA, the Service provider shall not without the

prior written consent of SHRA, be involved in any manner whatsoever,

directly or indirectly, in any business or venture which competes or

conflicts with the obligations of the Service provider to provide the

Services.

1.7. Parties not affected by waiver or breaches

1.7.1 The waiver (whether express or implied) by any Party of any breach of

the terms or conditions of this contract by the other Party shall not

prejudice any remedy of the waiving party in respect of any continuing

or other breach of the terms and conditions hereof.

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1.7.2 No favour, delay, relaxation or indulgence on the part of any Party in

exercising any power or right conferred on such Party in terms of this

contract shall operate as a waiver of such power or right nor shall any

single or partial exercise of any such power or right under this

agreement.

1.8. Retention

1.8.1. On termination of this agreement, the Service provider shall on

demand hand over all documentation, information, software, etc.,

relating to the provision of services as per this bid without the right of

retention, to the SHRA.

1.8.2. No agreement to amend or vary a contract or order or the conditions,

stipulations or provisions thereof shall be valid and of any force and

effect unless such agreement to amend or vary is entered into in

writing and signed by the contracting parties. Any waiver of the

requirement that the agreement to amend or vary shall be in writing,

shall

2. General conditions of contract

2.1 The General Conditions of Contract must be accepted. The general

conditions applicable to government entity bids, contracts and order are

attached herein as Annexure A as they will apply to this bidding

process.

2.2 Bidders are required to initial each page of the General Conditions of

Contract as an indication of acceptance.

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Sbd 1

Invitation to submit bids

You are hereby invited to propose for requirements of the shra

RFB NUMBER: SHRA/RFB/ADMIN/01/202627 DATE: 11 September 2026 CLOSING TIME:11H00

DESCRIPTION: Appointment of law firms to serve on a panel of Legal Service Providers for a

period 3 years with an option to extend for a further 2 years.

VALITY PERIOD: Proposal to be valid for 120 days from the closing date of the bid.

The successful bidder will be required to fill in and sign a written Contract Form.

Bid document must be deposited in the bid box situated at (street

Address)

Ms Dziphathutshedzo Nevari

Supply Chain Management

Shra

Sunnyside Office Park

Sentinel House

3rd Floor

32 Princess of Wales Terrace

Parktown

Faxed or e-mailed bids will not be accepted. An e-tendering method for the

electronical receipt of bids is under development for future bids.

Bidders should ensure that bids are delivered timeously to the correct address. If the

bid is late, it will not be accepted for consideration.

Bids can be delivered between 08H30 and 16H30, Mondays to Friday, prior to the

closing date and between 08H30 and 11H00 on the closing date.

All bids must be submitted on the official forms (not to be re-typed).

This RFB is subject to the following:

 General Conditions of Contract (GCC) and, if applicable, any other Special Conditions of

Contract.

 the Preferential Procurement Policy Framework Act, 2000

 the Preferential Policy Regulations, 2022

 Bids submitted that do not comply with the following will be disqualified

 A late Bid (a bid arriving one second after 11H00 or any time thereafter)

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Sbd 1

Part a

Invitation to bid

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

BID NUMBER: SHRA/RFB/ADMIN/01/202627 CLOSING DATE: 11th September 2026 CLOSING TIME: 11H00

Appointment of law firms to serve on a panel of Legal Service Providers for a period 3 years with an option to extend

DESCRIPTION for a further 2 years.

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

SHRA, Sunnyside Office Park, Sentinel House, 3rd Floor, 32 Princess of Wales Terrace, Parktown

Bidding procedure enquiries may be directed to technical enquiries may be directed to:

CONTACT PERSON Ms Dziphathutshedzo Nevari CONTACT PERSON Ms Dziphathutshedzo Nevari

Telephone number telephone number

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

Supplier information

Name of bidder

Name of representative

Postal address

Street address

Telephone number code number

Cellphone number

Facsimile number code number

E-mail address

VAT registration

Number

Supplier compliance tax central

Status compliance supplier or system pin: database

No: MAAA

B-bbee status level tick applicable box] b-bbee status level [tick applicable box]

Verification certificate sworn affidavit

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 Yes No

REPRESENTATIVE IN SOUTH Yes No BASED SUPPLIER FOR THE

Africa for the goods goods /services [if yes, answer part b:3

/Services /works [if yes enclose proof] /works offered? ]

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.

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Sbd 3.3

Bidders must describe in detail how they propose to carry out activities to achieve outcomes in the terms of reference. They must have basic office equipment and resources (laptop, 3G connection, landline, own office) located within the region where work will be done. They should identify potential problems and how to overcome them. They must describe how work will be managed, providing an organisation chart showing lines of reporting and supervision within the team and between the bidder and SHRA. They must be able to work within strict timelines.

Bidders must provide comprehensive CVs relevant to the bid (limited to two pages) highlighting team members' experience and qualifications. They must demonstrate experience as set out in the terms of reference, with at least 3 signed and contactable reference and appointment letters for work conducted within 6 years confirming successful completion of similar projects. The team leader's CV must demonstrate a minimum of 10 years of managing/leading/supervising assignments in the chosen legal category. Team members must demonstrate 3 to 6 years' experience.

(Professional Services)

Name of bidder: ........................... Bid NO.: SHRA/RFB/ADMIN/01/202627

CLOSING TIME: 11H00 CLOSING DATE: 11th September 2026

Offer to be valid for 120 days from the closing date of bid.

**(All applicable taxes included)

1. The accompanying information must be used for the formulation of proposals.

2. Bidders to indicate proposed hourly and daily rates for tiers below. Cost per tier

should be inclusive of all applicable taxes.

TIER 3 TIER 2 TIER 4 10 Years of Minimum of 3 years for 7-15 years post- managing/leading TIER 1 team members admission / supervising in Trainees/ Candidate experience in experience of the assignments in Attorney assignments in legal project leader/ or legal category/ category/ specialization directors of theLEGAL PRACTITIONER specialization choice of the bid firm TIERS choice of the bid

DESCRIPTION OF Daily Daily Hourly Daily Hourly Daily

SERVICES Hourly Rate Rate Hourly Rate Rate Rate Rate Rate Rate

As per Annexure B

Total rates

NB.: For price evaluation, total hourly rates for all tiers will be considered during the RFQ

stage.

Bidders are to note that SHRA will allow for an annual increase of CPI +1% on the

hourly and daily rates for the outer years. This will be considered during the

contracting stage.

Please state the team leader details below for the purpose of evaluation.

Team leader name/surname

Please indicate the legal category/specialization that the Firm would like to bid

(Refer to the categories listed under 3.3.2)

No. Legal category/specialization Select

Category/s

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Sbd 4

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

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.

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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

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:

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

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

2. General Conditions of Contract (Annexure A)

3. Invitation to Quote (SBD 1)

4. Pricing Schedule (SBD 3.3)

5. Declaration of Interest (SBD 4)

Part 2: Pricing Schedule

required through the fixed hourly and daily rates and preference points claimed subject

to their availability and performance. Notwithstanding with the above, if any service

provider is found to have committed a misconduct, they will be removed from the

panel.

3.5 Utilization of services by shra

allocating work, skills transfer will be expected where law firms will be required to

include candidate attorneys, people with disabilities, youth and women as part of their

management and team members for the purposes of transformation skills transfer.

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3.9 Negotiations

SHRA has the right to enter into negotiations with the prospective bidder(s) regarding

any terms and conditions and/or pricing.

3.10 Pricing

panel, but bidders are required to confirm the hourly rates as per the proposed

Bidders are to note that SHRA will allow an annual increase of {CPI + 1%} on the

hourly and daily rates for the outer years.

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3.11 Accountability and reporting

instruction issued to a panel member must be supported by a clearly defined scope of

work, deliverables, timelines, reporting requirements and an approved cost estimate or

fee proposal before work commences. Panel members will be required to monitor time

spent, provide regular progress and cost updates, seek prior written approval for any

variation, additional work, disbursement, travel or counsel fees, and ensure that all

invoices are aligned to the approved scope, applicable rates and work performed.

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.

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Sbd 3.3

Pricing schedule

(Professional Services)

Name of bidder: ........................... Bid NO.: SHRA/RFB/ADMIN/01/202627

CLOSING TIME: 11H00 CLOSING DATE: 11th September 2026

Offer to be valid for 120 days from the closing date of bid.

**(All applicable taxes included)

NB.: For price evaluation, total hourly rates for all tiers will be considered during the RFQ

stage.

Bidders are to note that SHRA will allow for an annual increase of CPI +1% on the

hourly and daily rates for the outer years. This will be considered during the

contracting stage.

Minimum functionality/qualifying score: 70%

Tax Compliance Certificate

Tax compliance status system pin code from the south african revenue service (SARS) and if not register

CSD registration

Central Supplier Database

Central Supplier Database (“CSD”), as

appointment letters for work conducted within 6 years for each reference and

appointment letters confirming the service provider’s successful

appointment letters for work

appointment letters confirming the

appointment letters for conveyancing

appointment letters demonstrating

appointment letters demonstrating successful conveyancing and/or notarial services

appointment letters demonstrating successful 6 years, confirming successful completion conveyancing and/or notarial services

appointment letters demonstratingContactable references

appointment letters

appointment letters for 3 signed and relevant reference

two pages). In particular, the CV must highlight the team member(s)

experience and qualifications to carry out the work

Part 8: Bidders National Treasury Central Supplier

Part 2: Pricing Schedule

Bidders must complete and submit the pricing schedule document.

Part 3: Declaration of Interest

B-BBEE Details: Qualification Criteria this bid to advance certain

designated groups.

5.3 Functionality, price and preference points

5.3.1 All remaining bids will be evaluated as follows:

5.3.2 The functionality calculation will be done based on the defined criteria

and weighting thereof. Functionality will be scored out of a 100. If a

bidder fails to score a minimum of 70% out of 100% for

functionality, the bid will be disregarded from further consideration.

5.3.3 The second part will then be done on the 80/20 split whereby (80) points

will be awarded for price and 20 points will be awarded for B-BBEE

Status Level Contribution.

5.3.4 Kindly note that the preference point system will apply as and when

RFQs are issued to the panel upon appointment thereof.

5.4 Panel appointment on grounds of functionality

5.4.1 Bids that score less than 70% of the 100% available for functionality will

be eliminated and not considered for panel appointment.

5.4.2 The percentage scored for functionality should be calculated as follows:

5.4.3 Each Bid Evaluation Committee panel member shall award values for

each individual criterion on a score sheet. The value scored for each

criterion shall be multiplied with the specified weighting for the relevant

criterion to obtain the marks scored for the various criteria. These marks

should be added to obtain the total score. The following formula should

then be used to convert the total score to a percentage for functionality:

So Ps = X Ap

Ms

where

Ps = percentage scored for functionality by bid/bid under consideration

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So = total score of bid/bid under consideration

Ms

The bid is subject to the Preferential Procurement Policy Framework Act and Preferential Procurement Regulations 2022. Pre-qualification criteria are applied to advance designated groups. Preference points (20) are awarded for B-BBEE status level contribution. When allocating work, SHRA may prioritise designated enterprises with ownership by women, youth, or persons with disabilities.

Contractual terms include: confidentiality, intellectual property, warranties, waiver and breach, retention, and general conditions of contract. The service provider warrants ability to conclude the agreement, must not compete or conflict with obligations, and must hand over all documentation on termination. The General Conditions of Contract (GCC) apply and must be accepted.

Special conditions of contract include: additional information may be requested during evaluation and must be submitted within 5 working days; confidentiality obligations; intellectual property rights vest in SHRA; non-compliance with delivery terms must be reported immediately; warranties; waiver and breach provisions; retention of documentation on termination.

Mandatory requirements for bidders: submission of Letter of good standing with the Legal Practice Council for all directors and practicing team members; Fidelity Fund Certificate for all directors; Admission Certificate; registration on the National Treasury Central Supplier Database (CSD) by closing date; valid Tax Compliance Certificate. Bidders must be duly registered, incorporated and approved by the Legal Practice Council.

Evaluation process: Phase 1 – Mandatory requirements compliance; Phase 2 – Functionality evaluation. Functionality is scored out of 100, with a minimum threshold of 70% to be appointed. The 80/20 system applies: 80 points for price and 20 points for B-BBEE status level contribution. Preference point system applies when RFQs are issued to the panel. Bidders must achieve minimum 70% functionality to be considered for panel appointment.