RFI for conflict of interest management and association link software

A core eligibility criterion is the tenderer's clean record regarding bribery and corruption. While a 'Yes' answer does not automatically disqualify, full transparency is mandatory. Failure to disclose accurately or a history of serious corruption could render the tenderer non-compliant or ineligible based on the organization's integrity standards.

The tenderer must complete a Bribery and Corruption Declaration (Annexure G). This is a mandatory returnable document. The declaration requires the following information for the past five years regarding all members, partners, directors, employees, or agents whose conduct renders the tenderer responsible:

• Declare whether any member has been charged with bribery or corruption.
• Declare whether any member has been convicted of bribery or corruption.
• Declare whether any member has been implicated or alleged to be involved in corrupt practices, collusion, bribery, or related practices.
• Declare if there is reason to believe a charge will be laid against a member for bribery or corruption.

If any answer is 'Yes', full details must be provided, including:

• Date and nature of the charge.
• Current status of the charge.
• Date of conviction (if any).
• Court where charges are/were prosecuted.
• Details of convicted members, facts, charges, and court judgement.
• Details of any contract affected by the bribery or corruption.
• Sentence imposed on the member.

The declaration must be signed and dated.

The tenderer must provide a Bribery and Corruption Declaration (Annexure G) covering the last five years. The declaration applies to all members, partners, directors, employees, or agents whose conduct renders the tenderer responsible. It requires disclosure of:

• Any charges related to bribery or corruption.
• Any convictions for bribery or corruption.
• Any implication or allegation of involvement in corrupt practices, collusion, bribery, or related practices.
• Any reason to believe a charge will be laid for bribery or corruption.

If any disclosure is affirmative, full supporting details must be furnished.

The tenderer must provide a Bribery and Corruption Declaration covering the last five years for all members, partners, directors, employees, or agents whose conduct renders the tenderer responsible. The declaration must answer:

• Whether any member has been charged with bribery or corruption.
• Whether any member has been convicted of bribery or corruption.
• Whether any member has been implicated or alleged to be involved in corrupt practices, collusion, bribery, or related practices.
• Whether there is reason to believe a charge will be laid against a member for bribery or corruption.

If any answer is 'Yes', full details must be provided.

• This is a Service Procurement Agreement between Land Bank and a Contractor for the provision of Services as detailed in Annexure A.

• Land Bank's physical address for notices: 420 Witch-Hazel Avenue, Block D Eco Glades Office Park, Highveld, Centurion.
• Land Bank telephone: 012 686 0789.
• Contact person and email are not specified in the document.
• Notices can be delivered by hand, registered post, telefax, or email. Delivery rules apply as per clause 25.

The contractor must be a duly incorporated South African company capable of rendering the services. It must comply with Broad-Based Black Economic Empowerment (BEE) laws, the Public Finance Management Act (PFMA), and all relevant South African labour, tax, and safety legislation. Land Bank's consent is required for any assignment or change in control of the contractor.

• The Services are defined in Annexure A (not provided in this extract).
• The Contractor is appointed on a non-exclusive basis to provide the Services.
• Time is of the essence in performance.
• The Contractor must cooperate with Land Bank, exercise utmost diligence and skill, and provide Services in accordance with sound industry practices.
• The Contractor must correct deficiencies at its own cost if not caused by Land Bank.

• The Contractor must cooperate with Land Bank, comply with the agreement, exercise utmost diligence and skill, provide services according to sound industry practices, and correct deficiencies at its own cost.

• Payment based on Cost Schedule (Annexure B).
• Exit Management Services compensated on time and materials basis, not exceeding usual hourly rates.

• Payment is based on a Cost Schedule (Annexure B).
• Invoices must be submitted on a deliverable basis and include specific details: 'Tax Invoice', Land Bank VAT number (4560121081), Contractor's VAT number, invoice number, date, description of Services, amount excluding VAT, and banking details.
• Land Bank pays within 30 days of invoice presentation.
• Travel and subsistence reimbursements are capped: accommodation max R1,300 per person per night (3-4 star), domestic economy air travel, B Class car hire, own car at AA rate per km.
• All amounts are exclusive of VAT.
• Land Bank may dispute charges and withhold payment pending resolution; Contractor may not suspend services.
• Exit Management Services are compensated on a reasonable time and materials basis, not exceeding usual hourly rates.

• The Contractor must comply with Land Bank Policies, which include BEE Laws, PFMA compliance, ethical conduct, health, safety, and environment, and quality/performance requirements.
• The Contractor must comply with all applicable South African legislation, including labour, employment, industry, health and safety, tax, and other relevant laws.
• The Contractor is responsible for its Staff Members and must indemnify Land Bank against claims related to them.

• Land Bank Policies include health, safety, and environment requirements.
• The Contractor must comply with all applicable South African health and safety legislation.

• Dispute resolution: Mediation first, then arbitration under AFSA rules; interim court relief is possible.
• Breach: Defaulting Party has 7 Business Days to remedy; repeated breaches allow termination.
• Termination: Land Bank can terminate with 30 days' notice without reason.
• Post-termination: Contractor must cease services, return Land Bank property, remove its property, and provide a compliance certificate.
• Exit Management: Contractor must assist with transition for up to 30 Business Days after termination notice, compensated at usual rates.
• Notices: Specific address and communication rules apply.
• General: No oral variations; entire agreement is in writing; severability applies.
• Governing law: South African law.

• The Contractor must comply with Land Bank Policies and accreditation processes.
• The Contractor must make Staff Members available as required.
• The Contractor acknowledges Land Bank is subject to the PFMA and must assist compliance.

• The quality, standard, and performance requirements in relation to the Services are part of Land Bank Policies.

• This is a Request for Information (RFI) to gather details from suppliers about a Conflict of Interest Management and Association Link Software solution.
• The goal is to procure a system that centralizes declarations, facilitates investigations, and identifies conflicts between employees and external parties.
• The ideal solution should integrate conflict management with association linking, using data correlation from various sources (financial, business, family, social media, etc.).
• Land Bank provides a disclaimer: issuing this RFI does not commit it to any course of action; it reserves the right to use information for an RFP, take no action, withdraw, change dates, or adjust scope.

• Closing date and time: 20 August 2026 at 11:00.
• Written questions for clarification must be submitted by 27 July 2026 at 16:00.
• Written responses to all clarifications will be provided by 29 July 2026.
• No briefing session is applicable.
• Tender validity period: 180 business days from the closing date.

• No briefing session is applicable.
• Deadline for written clarification questions: 27 July 2026 at 16:00.
• Responses to clarifications will be provided by 29 July 2026.

• For all tender enquiries and clarifications: Email [email protected].
• Submission address: Land Bank Head Office, Tender Box, Lakefield Office Park, Block A, first floor, 272 West Avenue, Die Hoewes, Centurion.
• For account queries: Contact Ms. Jeanette Raphalalani at Tel: (+27 12) 686 0848, Email: [email protected].
• General correspondence: The Land and Agricultural Development Bank of South Africa, P O Box 375, Pretoria, 0001; Physical: First Floor Block A, Lakefield Office Park, 272 Lenchem Avenue (Corner of Lenchen Avenue and West Avenue), De Hoewes, Centurion.

• Submit one original hard copy and one electronic copy on a USB flash drive in PDF format.
• Ensure the electronic copy matches the hard copy exactly.
• Place the USB in a sealed padded envelope clearly marked.
• Deliver to: Land Bank Head Office, Tender Box, Lakefield Office Park, Block A, first floor, 272 West Avenue, Die Hoewes, Centurion.
• Deadline: 20 August 2026 at 11:00. Late submissions will not be accepted.
• Submit all required annexures, including Vendor Accreditation Form, Bidders Disclosure, Covenant of Integrity, FICA requirements, and SBD forms.
• Land Bank may request missing essential documents within 5 working days during evaluation; failure to provide will render the bid non-responsive.
• Notify intention to bid via email to [email protected] with company name, contact person, phone, CSD number, B-BBEE level, and email address.

5.1. Documents for submission

5.1.1. Non-mandatory essential returnable documents

document.

• Land Bank reserves the right to request outstanding essential documents during the

evaluation process and the bidder will be expected to provide such within a limited

period (not more than 5 working days).

• Failure to provide any outstanding information within the required timeframe will lead

to a proposal being deemed non-responsive.

Mandatory compliance documents include: 1) Proof of good standing with SARS (CSD registration or SARS PIN). 2) Valid B-BBEE certificate or affidavit. 3) Completed SBD1, SBD4, and SBD6.1 forms. 4) Tax Compliance Status (TCS) PIN and valid tax clearance certificate. 5) Cancelled cheque/bank letter. 6) Certified IDs of shareholders/directors. 7) FICA/KYC documents for all relevant parties (Annexure D). Bidders must not be listed on the Register of Tender Defaulters, must have no conflicts of interest, and must pass objective criteria checks (financial health, litigation history, performance record).

• This RFI seeks information for a Conflict of Interest Management and Association Link Software solution.
• The system must be able to: centralize conflict declarations; facilitate investigations; identify potential conflicts between employees and external parties (clients, suppliers, vendors).
• Key functional requirements include:

• Conflict Declaration and Management: Centralized database, automated workflows, customizable forms, integration with HR systems.
• Investigation and Link Detection: Advanced search, integration with external data sources (CIPC, cell records, social media, banking details), relationship analysis and visualization.
• Data Analytics and Reporting: Customizable dashboards, alerts and notifications.
• Integration and Security: Integration with existing systems (e.g., SAP), information security controls, infrastructure/hosting details, POPIA compliance.
• User Experience: Intuitive interface for employees and administrators.

• Suppliers are not required to meet all listed requirements but must clearly indicate which their solution supports and provide explanations, descriptions, case studies, and technical specifications.

• Evaluation will follow the Preferential Procurement Policy Framework Act (PPPFA) 2022.
• Either an 80/20 or 90/10 preference point system will be used.
• Bidders must complete the SBD 6.1 form in full to claim B-BBEE and sub-contracting preference points.

• Provide the company's annual turnover.
• List all shareholders with their identity numbers, race, and percentage shareholding.
• Indicate if the company currently supplies commodities/services to Land Bank.

• Bidders must disclose if any director, employee, or agent has been convicted of a Prohibited Practice (corrupt or fraudulent) related to tendering in the past 5 years, or dismissed/resigned for being implicated.
• Full details of any such incidents must be provided to Land Bank, along with measures taken to prevent future occurrences.
• If awarded the contract, Land Bank reserves the right to inspect the bidder's records, which must be preserved for at least 3 years after transaction conclusion.

• Submit a Pricing Proposal as part of the bid.
• Tendered rates will be analysed for reasonableness; unduly high or low rates may lead to disqualification.
• Provide banking details including account type (e.g., Current, Cheque, Savings).

• Pricing information must be submitted as a separate Pricing Proposal.
• Bidders must provide banking details on an original letterhead signed by the CEO/Director, including bank name, branch, account type, account number, and branch code.
• Indicate payment terms and currency for payments.
• Tendered rates will be subject to a financial risk analysis to verify they are reasonable and balanced; unduly high or low rates may lead to disqualification.

• Tax Compliance: Submit a valid Tax Compliance Status (TCS) PIN from SARS or a printed TCS certificate. If no PIN but registered on CSD, provide CSD number. For consortia/JVs, each party must submit separate proof.
• Central Supplier Database (CSD): Proof of registration on the National Treasury CSD (https://secure.csd.gov.za/) is mandatory.
• B-BBEE: A valid B-BBEE certificate from a SANAS accredited agency or an affidavit substantiating the rating must be submitted. Complete SBD 6.1 form for preference points.
• Company Documentation: Certified copies of ID documents for shareholders/directors; cancelled cheque or stamped bank letter; completed Vendor Accreditation Form.
• Disclosure and Integrity: Fully complete and sign SBD 1, SBD 4 (disclosure form), Covenant of Integrity, and Bribery & Corruption Declaration. Any conflict of interest declared will render the bid non-responsive.
• FICA/POPIA: Submit Know Your Customer (KYC) documents as per Annexure D for FICA compliance. Consent to processing of personal information under POPIA is required.
• State Employees: Bids from persons in the service of the state, or companies with such directors, will not be considered.

• Land Bank is committed to socio-economic transformation and will apply the Preferential Procurement Policy Framework Act and Broad-Based Black Economic Empowerment Act.
• Bidders must indicate business type: International, Joint Venture, Historically Disadvantaged Persons, or Existing Business.
• A valid B-BBEE certificate or affidavit must be submitted to qualify for preference points.

• The successful bidder will enter into a Service Level Agreement (SLA) with Land Bank before any work commences.
• The SLA forms the contractual basis, includes General Conditions of Contract, and defines performance measurement.
• Do not commence any work without a signed SLA or formal communication from Land Bank Procurement; doing so is at the service provider's own risk.
• The bidder may be required to sign a confidentiality agreement to protect Bank data.
• Land Bank reserves the right to amend terms of reference.

• Submit one original and one electronic copy (USB, PDF) of the bid.
• Tender validity: 180 business days.
• Foreign suppliers must answer a questionnaire regarding residency, branch, establishment, income, and tax liability in RSA to determine if a SARS PIN is required.
• Bids must be submitted on official forms, not retyped.
• Comply with the Preferential Procurement Policy Framework Act, 2000, its regulations, GCC, and any special conditions.
• The successful bidder will sign a written contract (SBD7).
• Provide tax compliance proof: SARS PIN or TCS certificate; if consortia/JV, each party submits separately; if no PIN but CSD registered, provide CSD number.
• No bids from persons in the service of the state or companies with such directors.
• Submit all required annexures including Vendor Accreditation, Bidders Disclosure, Covenant of Integrity, FICA KYC documents, SBD forms, B-BBEE certificate, tax compliance proof, bank confirmation, CSD registration, and financial proposal.
• Declare any relationship with Land Bank employees, interest in other related enterprises, and ensure bid is independent without collusion.
• Land Bank may invite bidders for an oral interview at no cost to the Bank.

• This is an RFI; formal bid evaluation stages are not applicable.
• If proceeding to tender, the final evaluation stage will consider price and specific goals (B-BBEE).
• Additional objective criteria for risk assessment include tax compliance, CSD registration, no misrepresentation, past performance, no listing on tender defaulters, no conflicts of interest, no fraud/corruption convictions, contract removal history, and reasonableness of tendered rates.
• Land Bank may perform due diligence covering financial analysis, judgements, criminal convictions, pending litigation, performance history, and reputational harm.