Quality management system audit software – 3-Year contract (agrément south africa, RFQ asa 09/07/2026) – 80/20 preference points apply

Department: SUPPLY CHAIN MANAGEMENT

Eligibility requirements for bidders:

• Must NOT be listed on the Register for Tender Defaulters or the List of Restricted Suppliers (automatic disqualification applies).
• Must truthfully and fully complete all sections of the SBD4 disclosure form.
• Must disclose any employment relationships with the State for the bidder or its directors/trustees/shareholders/members/partners or any person with controlling interest.
• Must disclose any relationships with employees of Agrément South Africa (the procuring institution).
• Must disclose any interests in related enterprises, whether or not they are bidding for this contract.
• Bid must be submitted independently, without collusion with competitors. Joint ventures or consortiums are exempt from this rule.
• Must not have consulted, communicated, or made agreements with competitors regarding bid details (quality, quantity, specifications, prices, methods, etc.).
• Must not have disclosed bid terms to competitors before the official bid opening or contract award.
• Must not have consulted or communicated with procuring institution officials during the bidding process, except for clarification requests.
• Must not have been involved in drafting the specifications or terms of reference for this bid.
• Bids found suspicious may be reported to the Competition Commission, NPA, or result in a 10-year public sector restriction under the Prevention and Combating of Corrupt Activities Act.
• False or incomplete declarations may lead to bid rejection or action under PFMA SCM Instruction /22.

Compliance requirements for bidders:

• Automatic disqualification if listed on the Register for Tender Defaulters or the List of Restricted Suppliers.
• Must certify that all information in the SBD4 disclosure form is true and complete.
• Must declare any state employment, relationships with procuring institution employees, or interests in related enterprises.
• Must confirm no collusion with competitors and no involvement in drafting bid specifications.
• Must accept potential legal consequences for false declarations, including bid rejection, Competition Commission investigation, NPA referral, or public sector restrictions.

Bidder must certify that all information in the SBD4 form is correct and accept that the State may reject the bid or take action under PFMA SCM Instruction /22 if the declaration is false.

Mandatory requirements:

• Must be tax compliant (valid tax clearance certificate).
• Must not appear on National Treasury's Tender Defaulters or Restricted Suppliers lists.
• No history of fraud, forgery, or collusive tendering.
• No conflict of interest with ASA or government entities (direct/indirect ownership >15% scrutinized).
• Must act ethically, avoiding bribery, gifts, or inducements to ASA officials.

Legal requirements:

• Must accept South African law as governing jurisdiction.
• Must indemnify ASA for breaches causing financial/operational harm.

Technical requirements:

• Must demonstrate capacity to deliver QMS Audit Software with required functionalities.
• Must have adequate technological systems and skilled resources.

ASA reserves the right to:

• Award the tender to a bidder that did not score the highest points, in accordance with section 2(1)(f) of the PPPFA.
• Negotiate with preferred bidders on terms, conditions, or price.
• Conduct site inspections or evaluations to verify service quality.
• Correct mistakes in bid documents or processes at any stage.
• Cancel or terminate the tender process at any stage.

The successful bidder must provide Quality Management System Audit Software for a 3-year period.

The bidder's Service Level Agreement (SLA) must include:

• Resources allocated to Agrément South Africa (ASA).
• Details of inclusions and exclusions.
• Standard turnaround times.

Bidder declarations required in the technical response:

• Commitment to act honestly, fairly, and with due skill, care, and diligence in ASA's interests.
• Effective employment of resources, procedures, and technological systems for service performance.
• Fair treatment of ASA in conflicting interest situations.
• Compliance with all applicable statutory or common law requirements.
• Adequate disclosure of material information, including potential conflicts of interest.
• Avoidance of fraudulent or misleading advertising, canvassing, or marketing.
• Transparent business activities, prioritising ASA's interests.
• Non-disclosure of ASA's information without written consent.

Mandatory compliance requirements:

• Tax compliance: Valid tax clearance certificate required. ASA may withdraw awards or cancel contracts if non-compliance is detected at any stage.
• Central Supplier Database (CSD) verification: Non-compliance disqualifies the bidder.
• No listing on the Register of Tender Defaulters or National Treasury's List of Restricted Suppliers. ASA may withdraw awards or cancel contracts if blacklisting is discovered post-award.
• Conflict of interest, corruption, and fraud: Bidders (or their members, directors, or senior management) must not engage in collusive tendering, anti-competitive conduct, bribery, or fraud. Past convictions for fraud/forgery may disqualify.
• Proprietary information: Bidders must declare they have not accessed ASA's proprietary information to gain an unfair advantage.

Contractual terms and conditions:

• Bidders must accept ASA's General Conditions of Contract as the minimum terms for any agreement.
• A signed copy of the General Conditions of Contract must be submitted with the bid.
• A Service Level Agreement (SLA) will be negotiated post-award, including resources, inclusions/exclusions, and turnaround times. ASA reserves the right to reject unacceptable amendments.
• The SLA prevails in case of conflict with the bidder's proposal.
• Misrepresentations in the tender may lead to termination and claims for damages.
• Bidders bear all costs related to bid preparation and submission.
• Indemnity: Bidders must indemnify ASA for costs or damages resulting from breaches of bid conditions.
• Limitation of liability: ASA is not liable for bidder costs or damages incurred during the bid process.
• Governing law: South African law applies, with exclusive jurisdiction of South African courts.
• Sub-contractors: Bidders are responsible for their sub-contractors' compliance with all terms.
• Confidentiality: Bid information is proprietary to ASA and may not be disclosed without written approval.
• Proprietary information: Bidders must declare no unfair access to ASA's proprietary information.
• Penalty clause: Non-adherence to commission payments may result in penalties as per the SLA.
• Escape clause: ASA may terminate or suspend services if funds are unavailable or services are non-compliant, with payment for services rendered up to the termination date.

Bidder declaration:

The bidder hereby declares the following:

We confirm that [Bidder's Name] will:

• Act honestly, fairly, and with due skill, care and diligence, in the interests of Agrément South Africa.
• Employ effectively the resources, procedures and appropriate technological systems for the proper performance of the services.
• Act with circumspection and treat the Agrément South Africa fairly in a situation of conflicting interests.
• Comply with all applicable statutory or common law requirements applicable to the conduct of business.
• Make adequate disclosures of relevant material information including disclosures of actual or potential own interests, in relation to dealings with Agrément South Africa.
• Avoid fraudulent and misleading advertising, canvassing and marketing.
• Conduct business activities with transparency and consistently uphold the interests and needs of Agrément South Africa as a client before any other consideration.
• Ensure that any information acquired by the bidder(s) from Agrément South Africa will not be used or disclosed unless the written consent of the client has been obtained to do so.

The declaration must be signed by an authorised representative, with name, surname, position, and date.

The tender uses the 80/20 preference point system. Maximum points: 80 for price, 20 for specific goals (SMMEs: 10, >50% Black female ownership: 5, >50% Black youth ownership: 5). Price points are calculated using the formula Ps = 80(1 - (Pt - Pmin)/Pmin), where Pt is the tender price and Pmin is the lowest acceptable tender price. Specific goal points are awarded based on documented claims. Bidders must indicate how they claim points for each specific goal. Failure to submit proof for specific goals means no points are claimed for those goals.

Price must include all applicable taxes and exclude unconditional discounts. The rand value of the contract is the total estimated value at the time of bid invitation, inclusive of all taxes.

Bidders must be legally registered entities in South Africa. To claim specific goal points, submit proof of SMME status, >50% Black female ownership, and/or >50% Black youth ownership. All claims must be truthful and verifiable; fraudulent claims may lead to disqualification, cost recovery, contract cancellation, restriction from doing business with the state for up to 10 years, or criminal prosecution. Bidders must complete and sign the SBD 6.1 form, including company name, registration number, and type of company.

Specific goals and points: SMMEs (10 points), >50% Black female ownership (5 points), >50% Black youth ownership (5 points). Bidders must indicate how they claim points for each goal and submit supporting documentation.

Bidders must certify that all information and preference point claims are true and correct. Documentary proof may be required to substantiate claims if awarded the contract. Fraudulent claims or non-fulfillment of contract conditions may result in disqualification, recovery of costs/losses/damages, contract cancellation, restriction from obtaining business from any organ of state for up to 10 years, or criminal prosecution. Bidders must provide company name, registration number, type of company, and a signed declaration by an authorized representative.

The 80/20 preference point system applies. Price points: 80. Specific goals: SMMEs (10 points), >50% Black female ownership (5 points), >50% Black youth ownership (5 points). Bidders must indicate how they claim points for each goal.