Request to test business continuity plans for four (4) ports of entry

Closing date: 14 August 2026 at 11:00. No briefing session or site visit is stated.

Bidding procedure enquiries: [email protected]. Technical enquiries: [email protected] (no quotes should be sent to this email, only enquiries). No telephone or fax numbers are provided.

Bids must be submitted electronically via e-Tender (e-submission). Late bids will not be accepted. Bids must be submitted on the official forms provided and must not be retyped. Photocopies may be used but must carry an original signature. Bids must be complete in all respects. Alterations must be initialled; correcting fluid is prohibited. Bids sent by post, courier, telefax or telegraph will not be considered if received after closing. Bids must not be included in packages containing samples. Returnable forms: SBD 1 (Invitation to Bid), SBD 3.1 (Pricing Schedule), SBD 4 (Bidder's Disclosure), SBD 6.1 (Preference Points Claim), SBD 7 (Contract Form), Declaration of CSD Registration, and proof of authority to sign (e.g. company resolution). The resolution must be signed by all directors/members/partners. Failure to provide or comply with any required particulars may render the bid invalid. Bids will be opened in public after closing; prices may be made public. The BMA may call for presentations from shortlisted suppliers, negotiate prices, and may award to more than one respondent. Service providers may not use employees who are not South African citizens unless vetted and holding a work permit; this may lead to contract termination. Invoices must be submitted to [email protected].

The following documents must be submitted: SBD 1 (Invitation to bid, Part A), Terms and Conditions for Bidding (Part B), Declaration of CSD Registration, SBD 3 (Pricing Schedule), SBD 4 (Bidder's Disclosure), SBD 6.1 (Preference Points claim, attach active BBBEE certificate or affidavit), and SBD 7. Also required: proof of authority to sign (e.g., company resolution), and a resolution to sign on behalf of the company.

Evaluation is in two stages: Administrative Compliance and Mandatory Compliance. Administrative compliance requires all returnable forms to be attached, signed and completed: SBD 1, SBD 3, SBD 4, SBD 6.1, authority to sign, and SBD 7. Mandatory requirements: submit a full CV of a facilitator with at least five years' experience in Business Continuity Management; submit a full CV of a Business Continuity Analyst with at least three years' experience in Business Continuity Management; both CVs must demonstrate ISO 22301 implementation experience; both individuals must be registered with a relevant business continuity professional body (attach proof); bidder must demonstrate experience in Business Continuity Management and/or Testing by attaching at least five reference letters from clients, on client letterhead, dated, signed, and describing the work conducted. Preference points: 80/20 system applies. Price scores a maximum of 80 points; specific goals score a maximum of 20 points. Specific goals: company owned by Black people (up to 10 points), by Women (up to 4 points), by Youth (up to 3 points), by Military Veterans (up to 3 points). Bidders must indicate how they claim points for each specific goal. Bidders must not be persons in the service of the state, nor have directors or members who are. Bidders must not be listed on the Register for Tender Defaulters or the List of Restricted Suppliers.

The Border Management Authority (BMA) requires a service provider to test existing business continuity plans (BCPs) for four ports of entry. Objectives: validate the effectiveness of the BCPs, test governance arrangements and decision-making when invoking business continuity, assess communication and escalation procedures, evaluate coordination between agencies at the port of entry, assess recovery procedures for critical business processes, and improve organisational readiness for emergencies. Scope of work and deliverables: review existing BCPs and produce a gap analysis report with recommendations; identify critical services and processes and report on critical functions and their impact on continuity; develop a detailed test plan including realistic disruption scenarios relevant to the port of entry (e.g. ICT failures, civil unrest, pandemic outbreak, cybersecurity, power outage); facilitate different testing methodologies and produce observation and evaluation reports; improve organisational readiness and report on outcomes including gaps and areas for improvement. The project has three phases: Phase 1 – detailed BCP testing plan; Phase 2 – report on outcomes of exercise; Phase 3 – lessons learned report including corrective action and recommendations for improvement. The proposal must include objectives, scope of work, methodology, and schedules to evaluate a recovery plan. The service provider must contact the Chief Risk Officer to obtain relevant information; responsibility for collecting all necessary information rests with the provider. Progress reports and meetings will be required as determined by the project team or steering committee. All information captured or used remains the property of BMA; copyright and intellectual rights are retained by BMA. The provider must sign a Non-Disclosure Agreement and a confidentiality agreement. The provider reports to BMA through the office of the Chief Risk Officer. The BMA may appoint one or multiple entities and may terminate or defer work; if terminated for reasons not attributable to the provider, the provider is remunerated for work completed up to the total fee quoted for the relevant phase. Proposed personnel must remain on the team unless BMA grants permission to change them. Costs of preparing proposals are not reimbursable.

The proposal must include the objectives of the exercise, scope of work, methodology to be utilised, and schedules to evaluate a recovery plan. The methodology should cover the planning, execution and reporting phases: reviewing existing BCPs, identifying critical services, conducting stakeholder consultations, developing a detailed BCP testing plan with realistic disruption scenarios, facilitating exercises, briefing participants, observing performance, recording observations, capturing evidence, evaluating responses against predetermined criteria, and producing an exercise report, gap analysis, lessons learned report and updated BCP recommendations.

The service provider must be suitably qualified and experienced to test business continuity plans. Mandatory requirements: a facilitator with at least five years' experience in Business Continuity Management; a Business Continuity Analyst with at least three years' experience in Business Continuity Management; both must demonstrate ISO 22301 implementation experience; both must be registered with a relevant business continuity professional body (attach proof). The bidder must demonstrate experience in Business Continuity Management and/or Testing by attaching at least five reference letters from clients, on client letterhead, dated, signed, and describing the work conducted.

Goods supplied must conform to the standards in the bidding documents and specifications. The supplier must permit the purchaser to inspect the supplier's records relating to performance and have them audited. Pre-bidding testing is for the bidder's account. If inspection is a bid condition, the bidder's premises must be open for inspection at all reasonable hours. If inspections show non-compliance, the cost of inspections is borne by the supplier and the supplies or services may be rejected. Rejected supplies are held at the supplier's cost and risk; the supplier must remove and substitute them immediately. The purchaser may purchase substitute supplies at the supplier's expense if the supplier fails to do so. The purchaser may cancel the contract for breach. The project deliverables must meet professional-level quality standards; disputes over reasonable standards are referred to an agreed arbitration service.

Pricing must be submitted on SBD 3.1 (Pricing Schedule – Firm Prices). Only firm prices will be accepted; non-firm prices (including prices subject to exchange rate variations) will not be considered. A separate pricing schedule must be submitted for each delivery point if pricing differs. The offer must remain valid for 120 days from the closing date. The total cost must cover all costs associated with the service. Delivery costs must be included in the bid price. 'All applicable taxes' includes VAT, PAYE, income tax, UIF contributions and skills development levies. Payment will be made in South African Rands on a fixed price (inclusive of VAT) within 30 days of receipt of an approved invoice, against key deliverables and provided professional-level quality standards are met. Disbursements must not exceed 10% of the total amount paid and require original receipts against expenses agreed in advance. The BMA reserves the right to negotiate prices with the preferred service provider.

Bidders must be registered on the Central Supplier Database (CSD) and provide a valid CSD number, or provide a SARS Tax Compliance Status (TCS) PIN. Where a TCS PIN is not available, a CSD number must be provided. Bidders may submit a printed TCS certificate. In consortia, joint ventures or subcontracting arrangements, each party must submit a separate TCS certificate/PIN/CSD number. Bidders must submit a valid B-BBEE status level verification certificate or sworn affidavit (for EMEs and QSEs) to qualify for preference points. Foreign suppliers must complete the questionnaire in Part A. Bidders must not be persons in the service of the state, nor have directors or members who are. Bidders must not be listed on the Register for Tender Defaulters or the List of Restricted Suppliers. Returnable forms: SBD 1 (Invitation to Bid), SBD 3.1 (Pricing Schedule), SBD 4 (Bidder's Disclosure), SBD 6.1 (Preference Points Claim), SBD 7 (Contract Form), Declaration of CSD Registration, and proof of authority to sign (e.g. company resolution).

A B-BBEE status level verification certificate or sworn affidavit (for EMEs and QSEs) must be submitted to qualify for preference points for B-BBEE. The preference points claim form (SBD 6.1) includes specific goals for Black ownership (up to 10 points), Women ownership (up to 4 points), Youth ownership (up to 3 points), and Military Veterans ownership (up to 3 points), with points allocated based on percentage ownership as per the table. Bidders must indicate how they claim points for each specific goal.

The BMA reserves the right to call for presentations from shortlisted suppliers, accept bids in whole or in part, not make any award, award to more than one respondent, request further technical/functional information, verify information, not accept any bid document, withdraw or amend bid conditions, remedy incorrect awards, and apply objective criteria. Service providers may not use employees who are not South African citizens unless vetted and holding a work permit; this may lead to contract termination. The BMA may negotiate with shortlisted respondents before or after award. Payment is in South African Rands on a fixed price (inclusive of VAT) within 30 days of receipt of an approved invoice. Disbursements must not exceed 10% of the total amount and require original receipts. The BMA may terminate the appointment or defer work; if terminated for reasons not attributable to the provider, the provider is remunerated for work completed up to the total fee quoted for the relevant phase. Proposed personnel must remain on the team unless BMA grants permission to change them. No data derived from the services may be used except as authorised in writing. Costs of preparing proposals and negotiating the contract are borne by the provider. The BMA is not bound to accept any proposals and reserves the right to negotiate prices. The contract is subject to the General Conditions of Contract (GCC) and any Special Conditions of Contract. The supplier must not assign obligations without prior written consent. Subcontracts must be notified in writing. Delays in performance may incur penalties calculated at the current prime interest rate per day of delay. The purchaser may terminate for default, including corrupt or fraudulent practices, and may restrict the supplier from doing business with the public sector for up to 10 years. The supplier has 14 days to respond to a proposed restriction. The supplier warrants goods are new and free from defects for 12 months after delivery or 18 months after shipment, whichever is earlier. Prices charged must not vary from those quoted. Contract amendments require written agreement.

Bids must be delivered by the stipulated time to the correct address; late bids will not be accepted. All bids must be submitted on the official forms provided (not to be re-typed) or in the manner prescribed in the bid document. Bidders must ensure compliance with tax obligations, submit their unique PIN issued by SARS, and may submit a printed TCS certificate. In consortia/joint ventures/sub-contractors, each party must submit a separate TCS certificate/PIN/CSD number. Where no TCS PIN is available but the bidder is registered on the Central Supplier Database (CSD), a CSD number must be provided. No bids will be considered from persons in the service of the state, companies with directors who are persons in the service of the state, or close corporations with members who are persons in the service of the state. Failure to provide or comply with any of the above particulars may render the bid invalid.

Evaluation is in two stages: Administrative Compliance and Mandatory Compliance. Administrative compliance requires all returnable forms to be attached, signed and completed: SBD 1 (Invitation to bid, Part A), Terms and Conditions for Bidding (Part B), Declaration of CSD Registration, SBD 3 (Pricing Schedule), SBD 4 (Bidder's Disclosure), SBD 6.1 (Preference Points claim, attach active BBBEE certificate or affidavit), and SBD 7. Mandatory requirements: submit a full CV of a facilitator with at least five years' experience in Business Continuity Management; submit a full CV of a Business Continuity Analyst with at least three years' experience in Business Continuity Management; both CVs must demonstrate ISO 22301 implementation experience; both individuals must be registered with a relevant business continuity professional body (attach proof); bidder must demonstrate experience in Business Continuity Management and/or Testing by attaching at least five reference letters from clients, on client letterhead, dated, signed, and describing the work conducted. Preference points: 80/20 system applies. Price scores a maximum of 80 points; specific goals score a maximum of 20 points. Specific goals: company owned by Black people (up to 10 points), by Women (up to 4 points), by Youth (up to 3 points), by Military Veterans (up to 3 points). Bidders must indicate how they claim points for each specific goal.