Appointment of a service provider to develop and implement ai-powered multilingual translation and interpretation platform for a period of 02 years

Closing date: 11 September 2026 at 11:00. Non-compulsory briefing session: 27 August 2026, 10:00 to 12:00 via Microsoft Teams (Meeting ID: 379 826 918 826 090, Passcode: vL6QE7VU). Bid validity period: 120 days from closing date.

Bidding procedure enquiries: Tiyani Thuketane, telephone (012) 366 7252, email [email protected]. Technical enquiries: Cleopar Mahlangu, telephone (012) 366 7214, email [email protected]. Submission address: 175 Lunnon Street, Hillcrest Office Park, Hillcrest, Pretoria, 0083.

Bids must be deposited in the tender/bid box at 175 Lunnon Street, Hillcrest Office Park, Hillcrest, Pretoria, 0083, before the closing time. Late bids will not be considered. All bids must be submitted on the official forms provided and not re-typed. Returnable documents: SBD 1 (Invitation to Bid) signed; SBD 3.3 (Pricing Schedule) completed; SBD 4 (Bidder's Disclosure) signed; SBD 6.1 (Preference Points Claim Form) signed; CSD registration report or CSD number; proof of specific goals claimed (CIPC documents, B-BBEE certificate/sworn affidavit, SA ID, CSD; for disability: doctor's letter or medical certificate); two signed reference letters from clients for similar projects; a detailed business proposal addressing all eight business requirements; a proposed solution architecture showing integration with the PPSA Case Management System; a completed General Terms and Conditions of Contract; a tax compliance status PIN or printed TCS certificate. Proof of authority (e.g. company resolution) must be submitted. Failure to provide or comply with any of the above may render the bid invalid. Disqualification risks: unsigned or omitted returnable forms; late submission; incomplete information; incorrect or misleading information; fraud; collusive tendering; fronting; conflict of interest; bidder or director in the service of the state; bidder on the Register of Tender Defaulters or List of Restricted Suppliers.

Mandatory returnable documents: Signed SBD 1 (Invitation to Bid); Completed SBD 3.3 (Pricing Schedule); Signed SBD 4 (Bidder's Disclosure); Signed SBD 6.1 (Preference Points Claim Form); CSD registration report or CSD registration number; Proof of specific goals claimed (CIPC registration documents, B-BBEE certificate/sworn affidavit, South African ID documents, CSD report; for disability: letter from doctor confirming disability or medical certificate); Company experience reference letters (signed on client letterhead with client name, contact person, phone/email); Detailed business proposal addressing BR-01 through BR-08; Proposed solution architecture showing integration with PPSA Case Management System covering 6 key capabilities; General Terms and Conditions of Contract (completed); Tax compliance status PIN or printed TCS certificate.

Three-phase evaluation. Phase 1 (Administrative Compliance): all mandatory documents must be submitted and signed. Phase 2 (Functionality): Functionality A (100 points, minimum 70 to proceed) scores company experience (20 points: two reference letters = 20, one = 10, none = 0), mobile and web translation requirements (40 points: detailed proposal addressing all 8 BR items = 40, 6-7 = 30, 5 = 20, 4 or less = 10, none = 0), and solution architecture (40 points: addressing 6 capabilities = 40, 5 = 30, 4 = 20, 3 or fewer = 10, none = 0). Functionality B (100 points, minimum 60 to proceed) is a live Microsoft Teams demonstration scoring text translation English to at least two SA languages (40 points: two languages = 40, one = 20, none = 0), voice translation from any two African languages to English (30 points: two = 30, one = 20, none = 0), and document translation from Portuguese and French to English (30 points: both = 30, one = 20, none = 0). Phase 3 (Price and Specific Goals): 80/20 preference point system (price 80 points, specific goals 20 points). Specific goals: 51%+ Black ownership (10 points), 51%+ Women ownership (5 points), 51%+ Youth ownership (3 points), 51%+ Disability ownership (2 points), less than 51% in any category (0 points). Contract awarded to highest total points; tie-break by highest specific goals points, then drawing of lots.

Scope: develop and implement an AI-powered multilingual translation and interpretation platform for two years. The solution must include a secure internal web application for translating investigation reports into six official South African languages (isiZulu, isiXhosa, Afrikaans, Tshivenda, English, Sesotho) and integrate with the PPSA Case Management System via API. Key capabilities: upload/authoring of reports in English; automated translation into six languages; side-by-side comparison; workflow for review, approval, and sign-off; version control and audit trail; secure export (PDF/HTML). Mobile and web translation requirements: support eight languages (six official SA plus Portuguese and French); mobile app on Android and iOS; text translation; voice translation (speech-to-text and text-to-speech); document translation; case management enablement; offline capability for predefined languages; accessibility features for users with disabilities. Non-functional requirements: security and privacy per POPIA; availability during standard operational hours; usability for non-technical staff; performance within acceptable timeframes for live engagements. Out of scope: translations as sworn legal evidence; replacement of accredited interpreters; translation of classified documents without authorisation. Assumptions: users have smartphones/tablets; AI translation accuracy improves over time; connectivity may be intermittent. Constraints: compliance with POPIA and government ICT policies; budget availability including CARA funding conditions.

In-scope business requirements: BR-00 (Web-Based Investigation Report Translation Platform) requires a secure internal web application for translating reports into six official SA languages, integrating with the Case Management System via API, with capabilities for upload/authoring, automated translation, side-by-side comparison, workflow for review/approval/sign-off, version control/audit trail, and secure export. BR-01 to BR-08 cover multi-language support (eight languages), mobile accessibility (Android and iOS), text translation, voice translation, document translation, case management enablement, offline capability, and user accessibility. Out of scope: translations as sworn legal evidence, replacement of accredited interpreters, translation of classified documents without authorisation. Assumptions: users have smartphones/tablets, AI translation accuracy improves, connectivity may be intermittent. Constraints: compliance with POPIA and government ICT policies, budget availability including CARA funding conditions. Non-functional requirements: security and privacy per POPIA, availability during operational hours, usability for non-technical staff, performance within acceptable timeframes.

Company experience: bidders must submit signed reference letters from previous or current clients for similar projects. Each letter must be on the client's official letterhead and include the client/company name, contact person, and telephone number or email address. Two reference letters score 20 points, one scores 10 points, none or non-compliant scores 0 points.

Testing and quality assurance: functional, security, and user testing required. Security and compliance: penetration testing and POPIA compliance. Security monitoring: continuous monitoring and audits. Version control and audit trail for governance and accountability. Workflow for review, approval, and sign-off by investigators, legal services, and communications. Supplier performance management: SLA will measure, monitor, and assess supplier performance; successful bidders must provide a scorecard on how their service is measured.

Pricing on SBD 3.3 (Professional Services). Bid price in RSA currency, all applicable taxes included. Offer valid for 120 days from closing date. Total cost for the two-year period must be stated. Bidders must indicate period required for commencement after acceptance, estimated days for completion, and whether rates are firm for the full contract period (if not, provide basis for adjustment e.g. CPI). Costing model indicative: development costs (business analysis and design, mobile app development for Android and iOS, report web app translation development, security and compliance, testing and quality assurance, training and change management) and annual maintenance and hosting costs (translation engine AI/NLP licensing, hosting, support and maintenance, security monitoring). Price must include VAT and disbursements.

Tax compliance: bidders must be tax compliant and submit a SARS Tax Compliance Status PIN or a printed TCS certificate. If no TCS PIN, provide a CSD number. Consortia/joint ventures/sub-contractors must each submit separate TCS/CSD. CSD registration: bidders must be registered on the Central Supplier Database and provide the CSD report or registration number. B-BBEE: specific goals claimed require proof (CIPC documents, B-BBEE certificate/sworn affidavit, SA ID, CSD; for disability: doctor's letter or medical certificate). No bids from persons in the service of the state, companies with directors in state service, or close corporations with members in state service. Bidders must not be on the Register of Tender Defaulters or List of Restricted Suppliers. Fronting is condemned; investigations may be conducted and if fronting is found, the bidder has 14 days to prove otherwise or the bid/contract may be invalidated and the bidder restricted for up to 10 years.

Specific goals for preference points (20 points total under 80/20 system): 51%+ ownership by Black persons (10 points), 51%+ by Women (5 points), 51%+ by Youth (3 points), 51%+ by persons with Disability (2 points), less than 51% in any category (0 points). Required proof: CIPC registration documents, B-BBEE certificate/sworn affidavit, SA ID, CSD; for disability: doctor's letter or medical certificate. PPSA supports B-BBEE and condemns fronting; investigations may be conducted and if fronting is found, the bidder has 14 days to prove otherwise or the bid/contract may be invalidated and the bidder restricted for up to 10 years.

Contract period: two years. General Conditions of Contract (GCC) as set by National Treasury apply. Successful bidder must conclude a Service Level Agreement (SLA) with PPSA. PPSA reserves the right to not award or cancel the bid at any time, negotiate with preferred bidders, award in part or full, award to one or more bidders, negotiate prices, cancel or terminate the bid process at any stage, carry out explanatory meetings, correct mistakes, and amend bid conditions before closing. No canvassing of PPSA employees before award. All enquiries in writing to specified persons. Bidder's offer remains binding during the validity period. Bidder bears all preparation, presentation, and demonstration costs. Supporting documentation becomes PPSA property unless otherwise stated. Counter conditions (amendments by bidders) may invalidate bids. Fronting is prohibited; investigations may lead to bid invalidation and restriction from public sector for up to 10 years. Supplier performance will be measured via the SLA. Screening clearance may be required. Conflict of interest, corruption, and fraud may lead to disqualification. Misrepresentation may lead to termination and claims. The bidder indemnifies PPSA for costs or damages from breach of bid conditions. This document prevails over any briefing session information unless expressly amended in writing. Bidder participates at own risk and cost.

Contract period: two years. Successful bidder must conclude an SLA with PPSA. PPSA reserves extensive rights including cancellation, negotiation with preferred bidders, partial awards, price negotiation, termination at any stage, explanatory meetings, corrections, amendments before closing, background checks/FICA verification, no canvassing, written enquiries only. Counter conditions invalidate bids if amended by bidders. Fronting investigations with a 14-day remedy period. Supplier performance management framework includes appointment letter, SLA, litigation protocols, and SCM manual. Screening clearance may be required. Conflict of interest, corruption, and fraud disqualification clauses apply. Misrepresentation leads to termination and claims. Preparation costs borne by bidder. Indemnity for breach. Document precedence over briefing sessions. Bidder participates at own risk.

Tax compliance: bidders must be tax compliant and submit a SARS Tax Compliance Status PIN or printed TCS certificate; consortia/joint ventures/sub-contractors each submit separate TCS/CSD. No bids from persons in the service of the state, companies with directors in state service, or close corporations with members in state service. Administrative compliance: complete and sign all required SBD forms; register on CSD; submit proof of specific goals claimed. Technical requirements: solution must comply with POPIA and government ICT policies; support eight languages; mobile app on Android/iOS; text, voice, and document translation; case management integration; offline capability; accessibility features; security and privacy per POPIA; availability during operational hours; usability for non-technical users; performance within acceptable timeframes. Solution architecture must integrate with PPSA Case Management System via API. Hosting on government-approved cloud (Azure/AWS). AI translation services from an accredited provider.