Appointment of a service provider to cleanse the nrcs customer address book for a period of twelve (12) months (RFQ NO: 054-26)

Closing date and time: 09 September 2026 at 11h00.

Enquiry: Mandla Mokoena

Telephone: 012 482 8922

E-mail: [email protected]

Returnable documents — all must be completed, signed and submitted with the quotation:

• SBD 1 (Invitation to Bid): signed as the offer cover page.
• SBD 3.3 (Pricing Schedule): all-inclusive price, valid for 90 days from closing date.
• SBD 4 (Declaration of Interest): discloses any director/shareholder employed by the state or connected to the procuring institution; failure to disclose all CSD-registered active companies linked to directors leads to disqualification.
• SBD 6.1 (Preference Points Claim): claims B-BBEE points under the 80/20 system.
• Supplier Declaration Form (NRCS): required for vendor registration before payment.
• Team leader's and team members' CVs with copies of relevant academic qualifications.
• Schedule of work carried out by the bidder: list of similar contracts over the last five years.
• Proof of CSD registration and tax compliance status.
• Bidders must initial every page of the bid document.
• Submission must be in a file with dividers between schedules, numbered as per the bid document checklist.
• Late submissions will not be accepted.

Evaluation stages:

1. Functionality: minimum qualifying score is 60% out of 100%. Bidders scoring below 60% are disqualified.
2. Price and preference: bidders meeting the 60% threshold are evaluated on price and preference points under the PPPFA 80/20 system (80 points for price, 20 for specific goals).

• Bidders must submit detailed information substantiating compliance with functionality criteria, e.g. details of relevant previous work and client references.

Scope of work:

• Cleanse and update the NRCS customer address book (database) for a period of 12 months.
• Approximately 19,200 customers are registered; the service provider must trace all customers, confirm their existence, and update/confirm contact details including contact person, email, telephone, cellphone, physical address, and operating status (inactive).
• Provide an electronic copy of the updated database.
• Investigate and address any customer address book issues brought to the bidder's attention within 2 days.
• The database update must be completed within six months; for the remaining six months, the provider is responsible for updating any information that formed part of the updated database and resolving related issues.
• Deliverables: monthly database for 12 months, report on inactive companies with portfolio of evidence, and updated details on all active companies with portfolio of evidence.
• All intellectual property rights emanating from the project vest with the NRCS.
• The service provider must comply with all applicable legislation, including the POPI Act, when handling the database.
• The database may not be reused for any purpose other than the appointed one.

Pricing format: all-inclusive price as per the pricing schedule (SBD 3.3). Offer valid for 90 days from closing date.

Payment schedule (as special conditions):

• 25% of contract amount at end of month 3 (provided half of the database has been updated)
• 25% at end of month 6 (provided all of the database has been updated)
• 25% at end of month 9 (as warranty that the updated database is correct; disputed information must be proven with facts)
• 25% at end of month 12 (as warranty that the updated database is correct; disputed information must be proven with facts)
• Invoices based on satisfactory service rendered; NRCS will not pay for unproductive or duplicated time.

Mandatory requirements (failure leads to immediate disqualification):

• Team leader's (or senior member's) CV and copy of relevant academic qualifications.
• Team members' CVs and copies of relevant academic qualifications.
• Registration on the Central Supplier Database (CSD).
• Valid tax compliance status.
• Bidders must not be listed in the Register for Tender Defaulters or the List of Restricted Suppliers.
• B-BBEE documentation: as per the Supplier Declaration Form, provide a signed letter from auditor/accountant confirming annual turnover and percentage black ownership, or a B-BBEE certificate and detailed scorecard from an accredited rating agency (SANAS member). EMEs (turnover < R5m) may provide a letter; QSEs (R5m–R35m) and large enterprises (>R35m) must provide a B-BBEE certificate.
• If subcontracting, submit proof of subcontractor documentation: B-BBEE, company registration, and signed subcontractor agreement.
• No services will be rendered without a signed contract.