Foreign currency services provider for IDC corporate travel (RFP T46-08-26)

Appointment of a service provider for the provision of foreign currency services for the IDC, supporting official international travel for IDC Corporate Travel.

• Closing date: 21 August 2026 at 11:00 AM
• Enquiries deadline: 13 August 2026 (no enquiries entertained after this date)
• Enquiries response: IDC will post consolidated response within two days after last enquiry day on IDC website (www.idc.co.za) under tenders
• Tender validity: 120 days from closing date
• Contract duration: 3 years, starting immediately after award

• Procurement Specialist: Amelia Rawstorne
• Email: [email protected]
• Telephone: 011 269 3645
• Submission address: https://idcza-my.sharepoint.com/:f:/g/personal/tinys_idc_co_za/IgCeS5cqhf63SrgaF332tZmDAS30mJv-To7Qki7776lYiDY

• Submit electronically only, via the dedicated SharePoint link: https://idcza-my.sharepoint.com/:f:/g/personal/tinys_idc_co_za/IgCeS5cqhf63SrgaF332tZmDAS30mJv-To7Qki7776lYiDY
• Closing date: 21 August 2026 at 11:00 AM (before midday). No late bids will be considered.
• Bids sent to any other email address will be disqualified.
• Use standard electronic formats (Microsoft Office or PDF). Non-standard formats may lead to disqualification.
• Email servers accept up to 50MB. Bids larger than 50MB will not be accepted.
• Submit at least 30 minutes before the deadline to avoid technical issues.
• Amended bids must be sent to the same SharePoint link, marked "Amendment to bid", before closing.
• All documentation must be in English.
• Include all returnable schedules: Cover Page, Schedule 1 (Executive Summary), Schedule 2 (Board Resolution, ID copy, Annexures 2-8, financial statements, JV/consortium agreements if applicable), Schedule 3 (Response to Section 2 using Annexure 1 format), Schedule 4 (Price Proposal as separate file).
• Each schedule must be clearly marked.
• Bids must be signed by a person duly authorised by a Board Resolution (certified copy required).
• Ensure tax affairs with SARS are in order; provide written confirmation.
• If bidding as Prime Contractor with subcontractors, the Prime Contractor must hold a higher % of contract value than any subcontractor.
• Incomplete or late bids will be disqualified.

• Phase 1: Initial Screening – compliance with general conditions, CSD checks, tax compliance, B-BBEE status, submission of all required documents. Failure leads to disqualification.
• Phase 2: Technical/Functionality – Mandatory requirements (SARB authorisation) must be met; otherwise disqualified. Other functional criteria weighted: Bidder's Relevant Experience (40), Proposed Methodology (20), Geographic Branch Coverage (20), Proposed Account Manager (10), Sample Reports (10). Minimum qualifying score: 70%.
• Phase 3: Preference Points (80/20 system) – Price (80 points), Specific Goals (20 points). Specific Goals: Black ownership (10 points for 100% black-owned; 4 points for 51%-99.99%), 30% Black women ownership (5 points), any % Black Designated Groups (2 points), Promotion of SMMEs (EME/QSE) (3 points). Only direct Black shareholding with exercisable voting rights qualifies.
• Phase 4: Objective Criteria – Award to highest scoring bidder unless objective criteria justify otherwise. Risk assessed: reputational, concentration, financial capability, past performance with IDC.
• IDC reserves right to conduct site visits, verify references, and consider past professional conduct over the last 5 years.

• Scope: Provision of foreign currency services for IDC Corporate Travel, including:
• Buying and selling foreign currency at competitive market-related rates
• Provision of major international currencies (USD, EUR, GBP, AUD, CNY, AED, CHF, etc.)
• Transparent pricing with clear margins, fees, charges
• Multi-currency card services: issuing, loading, reloading, cash-out, PIN control, lost/stolen support, balance enquiries, online access
• Delivery and collection channels: to IDC offices, at major airports (Johannesburg, Durban, Cape Town), defined turnaround times
• Dedicated account manager and support team
• Systems integration capability with IDC's online booking/travel management tools
• Compliance with SARB regulations, exchange control, POPIA
• Reporting: periodic reports on transactions, volumes, trends, costs; support audit and reconciliation
• Service levels: consistent, reliable, secure; willingness to sign SLA
• Mandatory: Must be authorised by SARB as a Dealer in foreign exchange; provide documentary proof (SARB authorisation letter, certificate/licence, listing on SARB authorised dealers list, or regulatory approval documentation)
• Technical requirements: Provide 3 references of similar work in past 5 years (2021-2026); detailed methodology; geographic coverage with addresses; CV of proposed Key Account Manager; sample reports (most bought/sold currency, number of cards, spend per quarter, updates on new currencies) – can use fictional data

• Provide detailed methodology for: buying/selling foreign currency; issuing, loading, reloading, cash-out of multi-currency cards; order processing, delivery, collection procedures; handling urgent/ad-hoc requirements.
• Outline controls for accuracy, security, turnaround times, and service continuity.
• Methodology weighted at 20% in functionality evaluation.

• Bidder must have relevant experience in foreign currency services; provide minimum 3 references of similar work in past 5 years (2021-2026).
• Provide CV of proposed Key Account Manager with qualifications and experience in foreign currency services.
• Key Account Manager must submit consolidated monthly reports to IDC.
• IDC reserves right to verify references and conduct site visits.
• IDC may consider past professional conduct with bidder over last 5 years.
• Complete Annexure 1 tables: (a) bidder's experience, (b) key personnel details.

• Prices must be VAT inclusive (where applicable) and in ZAR.
• Indicate if rates are firm for full contract period; if not, provide adjustment basis (e.g., CPI).
• All additional costs must be included in Total Bid Price.
• Indicate if bid price is linked to exchange rate; specify which portion.
• Payments linked to approved deliverables; payment within 30 days from invoice.
• Rates should align with National Treasury Instruction 2017 Cost Containment Measures.
• Costing model based on estimated monthly volumes: 25 multi-currency cards, 50 transactions, R500,000 transaction value.
• Provide Table A (service fees per item) and Table B (commission percentage).
• Total bid price = Subtotal A + Subtotal B (VAT Excl.).
• Complete Price Declaration Form with total estimated amount (including VAT).

• All prices must be VAT inclusive (where applicable) and quoted in ZAR
• Indicate if rates are firm for full contract period; if not, provide basis for adjustments (e.g., CPI)
• All additional costs must be specified and included in Total Bid Price
• Indicate if bid price is linked to exchange rate; if yes, specify which portion
• Payments linked to deliverables approved by IDC; payment within 30 days from invoice
• Rates should align with National Treasury Instruction 2017 Cost Containment Measures, DPSA Guide on Hourly Fee Rates, or professional body guidelines
• Costing model: submit pricing based on estimated monthly volumes: 25 multi-currency cards, 50 transactions, R500,000 transaction value per month (for evaluation only)
• Provide Table A (service fees per item: multi-currency card, transaction fee, delivery fee, other costs, annual escalation) and Table B (commission percentage on R500,000)
• Total bid price = Subtotal A + Subtotal B (VAT Excl.)
• Price Declaration Form must be completed with total estimated amount (including VAT) and signed

• Must be registered on Central Supplier Database (CSD); provide CSD supplier number and unique registration reference
• Tax compliance: Must be tax compliant with SARS; submit Tax Compliance Status (TCS) PIN or printed TCS; each JV/consortium/subcontractor party must submit separate proof
• B-BBEE: Submit valid B-BBEE certificate or sworn affidavit (for EME with revenue <R10m or QSE with revenue R10m-R50m). Misrepresentation is a criminal offence.
• B-BBEE points: Black ownership (10 pts for 100%, 4 pts for 51-99.99%), 30% Black women ownership (5 pts), Black Designated Groups (2 pts), SMME promotion (3 pts)
• Must not be listed on Register for Tender Defaulters or List of Restricted Suppliers
• Complete Annexure 4 (Bidder's Disclosure) – declare any state employment, relationships, interests; false declarations lead to disqualification
• Complete Annexure 5 (Shareholders and Directors Information) – include trust details if applicable
• Complete Annexure 7 (Disclosure Statement) and Annexure 8 (POPIA requirements)
• Provide latest audited financial statements (or independently reviewed, or cashflow budget for new entities)
• If JV/consortium/subcontracting, submit signed agreement and all required documents for each party
• Prime Contractor must hold higher % of contract value than any subcontractor

• Contract duration: 3 years, starting immediately after award.
• Successful bidder must conclude a Service Level Agreement (SLA) with IDC, forming part of the contract.
• Bid validity: 120 days from closing date.
• IDC may amend bid conditions, validity, specifications, or extend closing date before closing; amendments posted on IDC website.
• IDC not bound to accept lowest or any bid; may award to bidder that is functionally acceptable and financially advantageous.
• IDC may conduct site visits, request additional information, and perform background checks (including FICA).
• IDC may appoint any number of vendors if panel is considered.
• IDC may consider past professional conduct with any bidder over last 5 years.
• Bidder must prepare for possible presentation within 5 days of notification.
• Bidder's offer remains binding during validity period.
• Bidder accepts responsibility for price mistakes and all costs of preparation.
• All supporting documentation becomes IDC property unless stated otherwise.
• Prime Contractor must hold higher % of contract value than any subcontractor.

• Phase 2: Technical/Functionality – Mandatory requirements must be met; other criteria weighted: Relevant Experience (40), Proposed Methodology (20), Geographic Branch Coverage (20), Account Manager (10), Sample Reports (10). Minimum 70% to proceed.
• Phase 3: Preference Points (80/20) – Price (80), Specific Goals (20). Specific Goals: Black ownership (10 pts for 100%, 4 pts for 51-99.99%), 30% Black women ownership (5 pts), Black Designated Groups (2 pts), SMME promotion (3 pts). Only direct Black shareholding with exercisable voting rights.
• Phase 4: Objective Criteria – Award to highest scorer unless risk assessment justifies otherwise. Risk factors: reputational, concentration, financial capability, past performance.
• Bidders must have valid B-BBEE certificate or sworn affidavit (EME/QSE).