Appointment of a recruitment agency to facilitate the response handling of recruitment applications, facilitation of shortlisting and interviews for the filling of 30 vacancies

Closing date: 26 August 2026 at 11:00 AM. No briefing session (N/A). Offer validity: 120 days from closing date.

Bidding procedure enquiries: Supply Chain Management, e-mail [email protected]. Technical enquiries: Mr. Neo Smouse, e-mail [email protected]. VOCMA Information Officer: Ms. Lerato Morake, Chief Executive Officer, e-mail [email protected], phone 051 405 9000.

Bids must be submitted via the e-Tenders portal by the closing date and time. Late bids will not be accepted. All bids must be submitted on the official forms provided, not re-typed. Returnable documents: SBD 1 (Invitation to Bid), SBD 3.3 (Pricing Schedule – Professional Services), SBD 4 (Bidder's Disclosure), SBD 6.1 (Preference Points Claim), Annexure 5 (General Conditions of Purchase, signed on last page and initialled on each page), Annexure 6 (POPI Consent Form), CIPC registration documents, CSD report/number, valid B-BBEE certificate or affidavit, SARS Tax PIN, and a letter of appointment of the authorised signatory with proof of authority. Bidders will not be disqualified at the administrative stage if documents are missing, but must provide them prior to award. Joint ventures must submit tax clearance and SBD 4 for each member.

Stage 2 Returnable Administrative documents: Company Registration Documents (CIPC); declaration that neither company nor directors are listed on National Treasury Database of Restricted Suppliers or Register of Tender Defaulters; CSD Report/Number; Joint Venture Agreement if applicable; Valid B-BBEE Certificate (SANAS accredited) or B-BBEE Affidavit (for EMEs and QSEs); fully completed and signed SBD forms (SBD 1, SBD 3.3, SBD 4, SBD 6.1); Annexure 5 General Conditions of Purchase fully signed and initialed; Tax PIN issued by SARS (or for each JV member); Annexure 6 POPI Consent forms; Letter of appointment of duly authorized person to sign bid. Bidders will not be disqualified at this stage if documents not attached, but must be provided prior to award.

Evaluation follows the 80/20 preference point system: 80 points for price, 20 points for specific goals (claimed via SBD 6.1). The RFQ is evaluated in three stages: Stage 1 – Pre-Qualification (mandatory): Team Lead must be a qualified HR Practitioner with SABPP registration; three reference letters from similar work (not older than 5 years, on letterhead, with contactable references); company profile of at least 3 years. Stage 2 – Returnable administrative documents (see submission guidelines). Stage 3 – Price and specific goals. Bidders must not be listed on the National Treasury Database of Restricted Suppliers or Register of Tender Defaulters.

The service provider must facilitate the response handling of recruitment applications, shortlisting, and interviews for 30 vacancies within VOCMA. Scope includes: receive and screen electronic applications; verify required documents; prepare master lists and three schedules per position (fully comply, partially comply, do not meet criteria); prepare shortlist files; arrange dates and venues for shortlisting and interviews; facilitate shortlisting and compile documentation (e.g., Shortlisting Certificate and minutes); prepare interview files and scoring sheets; invite shortlisted candidates; conduct vetting of successful candidate; prepare final submission to the CEO; advertise vacant positions (develop advertisement, publish through appropriate channels, ensure compliance with policy and legislation, receive and record applications, close and acknowledge); facilitate recruitment and selection of contract workers for general administration, revenue management, and supply chain management. VOCMA will provide support upon commencement. Quality of services will be managed through a signed service level agreement. Staff must maintain independence, objectivity, and confidentiality throughout the process.

The service provider must follow the scope of work: conduct response handling for recruitment applications (receive electronic applications, capture and screen, verify documents, prepare master list and schedules, prepare shortlist files); facilitate shortlisting processes (arrange dates and venue, facilitate process, compile documentation); facilitate interview processes (arrange dates, prepare interview files, invite candidates, arrange venues and equipment, prepare scoring sheets, conduct vetting, prepare final submission to CEO); advertise vacant positions (develop advertisement, advertise through channels, ensure compliance, publish, receive and record applications, close and acknowledge, proceed to shortlisting); facilitate recruitment and selection of contract workers for general administration, revenue management and supply chain management.

Stage 1 Pre-Qualification Criteria: The Team Lead must be a qualified HR Practitioner with valid certified copy of proof of registration with SABPP. Reference letters from companies as evidence of similar/related work successfully conducted, not older than 5 years, on letterhead, reflecting name of organization, team leader's name, title of related work, year conducted, contactable reference name and contact details, signed by appropriate delegate, indicating quality of service. Three valid letters attached. Company track record: Company Profile minimum of 3 years and above.

Quality of services will be managed through a signed service level agreement. The supplier must permit inspection of records and premises by the purchaser. Services must conform to standards in the bidding documents. Rejected supplies or services must be replaced at the supplier's cost.

Financial proposals will be compared based on total amount inclusive of VAT and all other related costs. Bidders must submit financial proposals on company letterhead clearly marked Financial Proposal, with cost per position, cost for 30 positions (excl. VAT and incl. VAT) for: Response handling for Recruitment Applications, Facilitation of the shortlisting processes, Facilitation of the interview processes, Facilitate the recruitment and selection of contract workers, Facilitation of advertisement of vacant position. Pricing schedule is compulsory; failure to complete may result in disqualification. Only firm prices accepted. Bidders registered for VAT who submit bids without VAT will be disqualified. VAT declaration required.

Financial proposals must be submitted on company letterhead, clearly marked 'Financial Proposal', and include cost per position, cost for 30 positions (excl. VAT and incl. VAT) for each service line: response handling, shortlisting facilitation, interview facilitation, recruitment of contract workers, and advertisement facilitation. Pricing schedule is compulsory; failure to complete may result in disqualification. Only firm prices accepted; non-firm prices (including exchange rate variations) will not be considered. Bidders registered for VAT who submit bids without VAT will be disqualified. A VAT declaration is required. Offer must be valid for 120 days from closing date. Bidders must indicate a ceiling price based on total estimated time and all expenses inclusive of taxes. Rates for personnel (hourly/daily) and phases (cost per phase, man-days) must be provided. Travel and other expenses are recoverable only at actual cost with certified invoices.

Bidders must be registered on the Central Supplier Database (CSD) and provide a CSD number or report. A valid SARS Tax Compliance Status PIN or printed TCS certificate must be submitted; for joint ventures, each member must submit separately. Bidders must not be persons in the service of the state, nor have directors/members in the service of the state. Bidders must declare they are not listed on the National Treasury Database of Restricted Suppliers or Register of Tender Defaulters. B-BBEE: a valid B-BBEE certificate issued by a SANAS accredited entity, or a sworn affidavit for EMEs and QSEs, must be submitted to claim preference points. For joint ventures, a combined certificate/affidavit is required. Company registration documents (CIPC) must be submitted. The following SBD forms must be completed and signed: SBD 1, SBD 3.3, SBD 4, SBD 6.1. Annexure 5 (General Conditions of Purchase) must be signed on last page and initialled on each page. Annexure 6 (POPI Consent) must be signed; for joint ventures, both parties must consent. A letter of appointment of the authorised signatory with proof of authority is required.

The contract is subject to the General Conditions of Contract (GCC) and any Special Conditions of Contract (SCC). The successful bidder must sign a contract form (SBD 7.2) in duplicate. The supplier must maintain confidentiality and objectivity, and staff must agree to a confidentiality clause. Performance security may be required as specified in the SCC. The GCC covers standard terms including payment, penalties, termination for default, force majeure, and dispute resolution.

The evaluation will be in accordance with Vaal-Orange Catchment Management Agency (VOCMA) SCM Policy, and the Preferential Procurement Regulations 2022 issued in terms of the Preferential Procurement Policy Framework Act (Act No. 5 of 2000), whereby the 80/20 preference point system will be applied to evaluate the received proposals. A total of 80 points will be allocated on price and 20 points on specific goals, using SBD 6.1 to claim the points. The RFQ will be evaluated in three stages: Stage 1: Pre-Qualification Criteria (Mandatory Requirements) - Team Lead must be a qualified HR Practitioner with SABPP registration, reference letters from similar work (not older than 5 years, on letterhead, with contactable references), company track record of minimum 3 years; Stage 2: Returnable Administrative documents; Stage 3: Price and Specific Goals.