Tender for end-to-end talent acquisition, response handling, and recruitment services with ats for IDC

Non-compulsory briefing session: 11 June 2026 at 14:00 via Microsoft Teams (Link: https://teams.microsoft.com/meet/358119972108425?p=0y8TF1nRLqXpedkrCR). Closing date and time: 23 June 2026 at 11h00 AM. Bid validity period: 120 days from closing date. Enquiries deadline: 17 June 2026.

SCM Contact: Mr Fhulufhedzani Kone, Email: [email protected], Phone: +27 11 269 3565. Submission email: https://idcza-my.sharepoint.com/:f:/g/personal/moitlisim_idc_co_za/IgAC1s4J0iLNQ5aC8zF9TwjEAc9uug84r. IDC website for updates: www.idc.co.za (under tenders).

Submit bids electronically only to: https://idcza-my.sharepoint.com/:f:/g/personal/moitlisim_idc_co_za/IgAC1s4J0iLNQ5aC8zF9TwjEAc9uug84r. No other email addresses will be accepted. Bids must be in standard electronic formats (e.g., Microsoft Office or PDF). File size limit: 50MB. Submit at least 30 minutes before the deadline (11h00 AM on 23 June 2026) to avoid technical issues. Late or incomplete bids will be disqualified. Amended bids must be marked 'Amendment to bid' and submitted before the closing date and time. Required returnable schedules: Cover Page, Schedule 1 (Executive Summary), Schedule 2 (Certified Board Resolution, ID copy of Company Representative, Annexures 2-8), Schedule 3 (Response to Functional Requirements), Schedule 4 (Price Proposal, submitted separately). All pages must be numbered and checked for completeness.

Evaluation occurs in 4 phases: Phase 1 (Initial Screening): Compliance with RFP requirements, including CSD checks (Company Registration, tax compliance), submission of all Standard Bidding Documents (Annexures 2-8), and mandatory requirements. Non-compliance may lead to disqualification. Phase 2 (Technical/Functionality): Mandatory Functional Requirements must be met; failure results in disqualification. Other Functional Requirements are scored as follows: Functionality of Career Interface (ATS & Careers Page) - 25 points; Bidder’s experience in end-to-end response handling and recruitment - 10 points; Bidder’s ability and experience in verification checks - 5 points; Qualifications, skills, and experience of the proposed team - 5 points; Bidder’s proposed methodology and project plan - 15 points. Subtotal: 60 points. Demonstration: 40 points. Minimum 70% (42/60) in functional/technical requirements to proceed to demonstration. Phase 3 (Preference Points): Price - 80 points; Specific Goals (B-BBEE) - 20 points. Specific Goals include: Black ownership (100% = 10 points, 51%-99.99% = 4 points), 30% Black women ownership (5 points), Black Designated Groups ownership (2 points), Promotion of SMMEs (EME/QSE). Phase 4 (Objective Criteria): Award may go to the highest scorer unless objective criteria (reputational risk, concentration risk, financial capability, past performance) justify otherwise.

Scope: End-to-end talent acquisition response handling and recruitment services, including: 1) Applicant Tracking System (ATS) and Careers Page: Cloud-based SaaS solution with job management, multi-posting (internal/external/LinkedIn), automated approvals, pre-screening, talent pools, workflows, digital offers, notifications, analytics, and reporting. Must be accessible via desktop and mobile, POPIA-compliant, with role-based access, encryption, and audit logs. 2) Response Handling: Manage intake (internal/external/agency), deliver Vacancy Summary Reports (source totals, demographics, shortlist packs), and maintain consistent formatting. 3) Verification Checks: Accredited third-party checks (ID, credit, criminal, qualifications, employment, references, social media, directorships, sanctions, citizenship/residency, memberships). Submit valid verification agency agreement and sample reports with SLAs. 4) On-Site Resources: Minimum 3 specialists (1 Talent Acquisition Manager + 2 TA Specialists) to support sourcing, advertising, line manager engagements, interviews, assessments, offer management, and handover to Payroll. 5) Training: Train 15 HC users on ATS/processes, provide IDC-branded user guides, establish Super Users, and supply FAQs. 6) Technical Support: Multi-channel support (email/portal/phone), 90 hours ad-hoc support over 3 years, 12-hour response, 48-hour resolution for standard tickets. Implementation: 3-year contract (extendable to 5 years), with discovery, config, data migration, UAT, training, go-live, and hyper-care.

Bidder must provide a detailed methodology and project plan covering: Implementation steps, timelines, and approach; transition into IDC environment; orientation and training (including Super User training and 'How-To' guides); user support and technical problem logging; sample user awareness/communication materials; timeline for unavailable system functionalities; approach and timelines for on-site resourcing; ad-hoc technical support (12-hour response, 48-hour resolution for standard tickets).

Bidder must demonstrate: Relevant experience in end-to-end recruitment response handling for professional/specialist roles in large corporates (provide 2 contactable references from the past 3 years and a sample response handling/shortlisting report). Ability to conduct verification checks (submit valid verification agency agreement and sample reports with SLAs). Proposed team must have: 5+ years’ experience in recruitment response handling; relevant qualifications and skills; CVs highlighting expertise. Team structure must outline disciplines/specialties. IDC may conduct site visits or request additional information for verification. Past performance with IDC (if applicable) will be considered.

Contract duration: 3 years, subject to annual performance reviews. IDC may extend up to 5 years. Implementation plan must include: discovery, configuration, data migration, continuity, user acceptance testing (UAT), training, go-live, and hyper-care. Supplier Performance Management: Successful bidder must conclude a Service Level Agreement (SLA) with IDC to measure, monitor, and assess performance, ensuring service quality and value-add. Scorecards required to track product/service delivery against objectives.

Pricing must be VAT-inclusive (ZAR). Tables required: A) System Costs (ATS, maintenance/support for Years 1-3); B) Professional Services (implementation, training for 15 IDC employees); C) Ad-Hoc Support (90 hours over 3 years, 30 hours/year); D) On-Site Managed Recruitment (Talent Acquisition Manager + 2 Specialists for Years 1-3); E) Verification Checks (annual quantities and unit prices for credit, criminal, ID, fraud, qualifications, references, employment, memberships, social media, directorships, residency). Additional: Table F for indicative costs of extra Talent Acquisition Specialists. Disbursements (e.g., travel, printing) must be itemized; if none, state 'No Charge'. Price Declaration Form must confirm total amount (including VAT) and that no additional costs will be incurred by IDC. Rates must align with National Treasury Cost Containment Measures where applicable.

Pricing must be VAT-inclusive and quoted in ZAR. All costs must be included in the Total Bid Price. Rates must be firm for the contract period or adjusted per specified basis (e.g., CPI). Indicate if bid price is linked to exchange rates. Payments: Linked to deliverables, paid within 30 days of invoice approval. Costing Model: Tables A-E cover System Costs (ATS, maintenance, support), Professional Services (implementation, training), Ad-Hoc Support (90 hours over 3 years), On-Site Managed Recruitment Services (Talent Acquisition Manager + 2 Specialists), and Verification Checks (credit, criminal, ID, fraud, qualifications, references, employment, memberships, social media, directorships, residency). Disbursements (e.g., travel, printing) must be clearly defined; if none, state 'No Charge'. Price Declaration Form must confirm total amount (including VAT) and that no additional costs will be incurred by IDC. National Treasury Cost Containment Measures may apply.

Mandatory: Tax compliance (SARS confirmation required). CSD registration and vetting (Company Registration, tax status). B-BBEE: Submit verification certificate (or sworn affidavit for EMEs/QSEs). Specific Goals (20 points): Black ownership (100% = 10 points, 51%-99.99% = 4 points), 30% Black women ownership (5 points), Black Designated Groups ownership (2 points), Promotion of SMMEs (EME/QSE). Only direct Black shareholding qualifies (exercisable voting rights for Black people, women, designated groups, or ESOPs). POPIA compliance: Documented systems/procedures required. Prime Contractor with subcontractors: Prime must not hold a lower % of contract value than any subcontractor. Complete all Standard Bidding Documents: Annexures 2-8 (Acceptance of Bid Conditions, Tax Compliance, Bidder’s Disclosure, Shareholders’ Information, BEE Commitment Plan, Disclosure Statement, POPIA Requirements). Failure to comply with any mandatory requirement may result in disqualification.

Bid validity period: 120 days from closing date. IDC reserves rights to: amend bid conditions/validity period/RFP specs/extend closing date; reject any bid; conduct site visits; request additional documents; verify bidder information (including FICA checks); appoint multiple vendors; interpret tender requirements; consider past conduct. Bidders must: keep offers binding during validity period; confirm prices cover all obligations; accept responsibility for execution; bear all preparation/presentation costs. Late bids, incorrect email submissions, non-standard formats, or file sizes >50MB will be disqualified. Amended bids must be marked and submitted before deadline. Incomplete bids (missing schedules) will be disqualified.

Evaluation follows a 4-phase process: Phase 1 (Initial Screening): Compliance with RFP, CSD checks, and mandatory documents (Annexures 2-8). Non-compliance may disqualify. Phase 2 (Technical/Functionality): Mandatory requirements must be met; other criteria scored as: ATS & Careers Page functionality (25), end-to-end response handling experience (10), verification checks ability (5), team qualifications (5), methodology/project plan (15). Subtotal: 60 points. Demonstration: 40 points. Minimum 70% (42/60) required to advance. Phase 3 (Preference Points): Price (80), Specific Goals (20). Specific Goals: Black ownership (100% = 10, 51%-99.99% = 4), 30% Black women ownership (5), Black Designated Groups (2), SMME promotion (EME/QSE). Phase 4 (Objective Criteria): Highest scorer wins unless risk factors (reputational, concentration, financial capability, past performance) justify otherwise.