Ai-powered minute-taking software, licenses, support, and secure tenancy management for 36 months

For a period of thirty-six (36) months.

Closing date: 09 September 2026 at 11:00. No briefing session or site visit is stated.

Supply Chain Management – MHSC: [email protected] (for enquiries and submissions). No telephone or physical address is provided.

Bids must be submitted electronically to [email protected] only; submissions via any other channel will not be accepted. The bid response must be fully completed, signed, and include all returnable documents. Late bids will be disqualified. Bidders must not contact MHSC staff other than the officials indicated. The RFQ is a binding offer for 30 days from closure; pricing may not be modified during this period. No service may commence before an official MHSC purchase order is issued. Where a quote and SBD 3 differ, the SBD 3 price prevails. Returnable forms: SBD 1 (Invitation to Bid), SBD 4 (Bidders' Disclosure), SBD 6.1 (Preference Claim), SBD 3 (Pricing Schedule), proof of CSD registration, and tax verification (SARS PIN or CSD number).

Phase 1 requires fully completed and signed Invitation to Bid (SBD 1), Bidders' Disclosure form (SBD 4), SBD 6.1 Preference Claim Form, Pricing Schedule (SBD 3), proof of CSD registration, and tax verification (CSD supplier number or SARS PIN). Failure to provide any of these renders the bid non-responsive.

Evaluation is in three phases. Phase 1: SCM compliance – completeness and correctness of returnable documents; no award without them. Phase 2: Mandatory technical evaluation – bidders must provide a certified partner certificate or letter from the software vendor confirming active partner status, valid on the closing date; expired letters are not considered. Phase 3: Price and specific goals – 80/20 preference point system, with a maximum of 80 points for price and 20 for specific goals. Price points are calculated using the formula Ps = 80(1 - (Pt - Pmin)/Pmin). Specific goals points are claimed via SBD 6.1 and must be supported by a valid B-BBEE certificate or certified sworn affidavit. Specific goals include Black-owned enterprises (up to 10 points), Black woman-owned enterprises (up to 5 points), and youth-owned enterprises (up to 5 points), with points allocated based on ownership percentages. Bidders must indicate how they claim points for each specific goal. The award may be subject to price negotiations if prices are not market-related.

The MHSC requires an AI-powered minute-taking software solution for a 36-month contract. Scope includes: provision of software licenses for a minimum of 35 users (scalable to 65) with real-time transcription, speaker identification, automated summarisation, action item extraction, customisable templates, manual editing/review, searchable archive, integration with Microsoft Teams and Zoom (optional Google Meet), role-based access control, and single sign-on (SAML/OIDC). Secure AI processing must be deployed within the MHSC's dedicated tenant or on-premise infrastructure, with no external data sharing. The provider must manage the tenancy (user onboarding/offboarding, policy configuration, security patching, compliance reporting), provide training for 4 MHSC ICT team members (within 3 months of commencement), and offer ongoing technical support during office hours (Monday to Friday 08h00-17h00). Deliverables include: fully deployed and configured solution within 4 weeks, secure AI processing environment, system integration, training completion, system documentation, POPIA compliance documentation, annual license provisioning, continuous tenancy management, technical support, monthly health and security reporting, and change management support. SLA requirements: 99.5% system availability, incident response within 4 hours (critical) and 24 hours (non-critical), resolution times (critical 24 hours, high 48 hours, medium/low 5 business days), user onboarding within 2 business days, security patch deployment within 7 days (critical within 48 hours), monthly reports by the 7th business day, and training delivery within 1 month. Exclusions: hardware procurement, internet connectivity, and Microsoft 365/Teams/Zoom platform licenses.

The service provider must ensure secure AI processing with data stored in the MHSC's dedicated tenant or on-premise infrastructure, no external data sharing, and support for technical infrastructure and integration with Microsoft Teams, Zoom, and optional Google Meet. Implementation includes deployment within 4 weeks with full configuration and integration.

• A submission submitted in response to this RFQ will constitute a binding offer which will remain

binding and irrevocable for a period of thirty (30) days from the date of submission to the MHSC.

Bidders may not modify their initial pricing offer whilst the RFQ validity period is still in force. (RFQ

Validity Period: 30 days from date of closure)

• No service will be rendered, or goods delivered before an official MHSC Purchase Order has been

issued to the awarded bidder.

• It is the responsibility of the bidder to ensure that its response reaches MHSC on or before the

closing date and time of the RFQ.

• Bidders may not make any alterations or additions to the content of this bid document, except to

comply with the instructions issued by the MHSC.

• There shall be no discussions with any enterprise until evaluation of the proposal has been

complete.

• RFQ’s received after closing time and date will be classified as LATE and will not be considered.
• With regards to pricing, where a bidder submits both a quote and SBD 3, should the total bid prices

differ, or calculation errors be identified, the one indicated on the SBD 3 pricing schedule shall be

considered the correct price.

• MHSC reserves the right to cancel this RFQ due to the following reasons:

a) Due to changed circumstances, there is no longer a need for the services specified in this

• Bidders should ensure the points are

correctly claimed for the specific goals and

information is captured correctly and

information is true.

Pricing Schedule (SBD 3). The bidder must submit and attach to the RFQ

response fully completed pricing Schedule (SBD

3). Pricing schedules must be completed in full.

1. Applicable currency: All prices shall be quoted in South African Rand (R).

2. Completion of pricing schedule: Bidders shall complete the pricing schedule in full,

inserting all the information required therein.

3. Price Quotation Basis: total prices quoted must be inclusive of all applicable taxes

including VAT, less all unconditional discounts, plus all costs to deliver the services and/or

goods. Where imported goods/services are to be used, and pricing is subject to exchange

rate fluctuations, the exchange currency against the Rand must be stipulated, as well as

the exchange rate at the time of bidding. The portion of the bid price subject to exchange

rate fluctuations must be stated. Price changes whether because of CPI, PPI, industry

extensions or expansions will be allowed in terms of the signed contract by both parties.)

4. Submission of pricing: bidders must submit their pricing proposals with the technical

proposal. The pricing folder must be clearly labelled as such.

5. Validity Period: SBD 3 is valid for 30 days from date of closure of this RFQ

6. Payment terms: Payment will be made in accordance with Treasury Regulations

15.10.1.and 8.2.3 (within 30 days from receipt of invoice after completion of

deliverables).

PRICE SCHEDULE (SBD 3.1 Firm Unit Prices)

bid pricing requirements. Qualifying bids are ranked on price and specific goals points

claimed in the following manner:

(i) Price - with the lowest priced bid receiving the highest price score as set out in the Preferential

Procurement Regulations 2022.

(ii) Preference - preference points are allocated in accordance with the Preferential Procurement

Policy Framework Act (Act ) and its Regulations 2022 as claimed in the specific goals

claim form (SBD 6.1) are added to the price ranking scores. The points for specific goals must be

supported by a valid B-BBEE certificate or certified sworn affidavit.

A maximum of 80 points will be allocated for price on the following basis:

80/20

Pt−Pmin

Ps= 80(1− )

Pmin

Where;

Ps = Points scored for price of tender under consideration

Pt = Price of tender under consideration

Pmin = Price of lowest acceptable tender

A maximum of 20 points will be allocated for specific goals on the following basis:

• The tenderer must indicate how they claim points for each preference

point system in line with the specific goals of the RFQ as outlined in SBD

6.1.

1.4 Price negotiations

Prices must be quoted in South African Rand, inclusive of all applicable taxes including VAT, less unconditional discounts, plus all delivery costs. The pricing schedule (SBD 3.1 Firm Unit Prices) must be completed in full; total cost is quantity multiplied by unit price. Line items: 35 AI Minute-Taking Software licenses, 35 Technical Support & Tenancy Management, 30 additional licenses for scalability to 65, 30 additional Technical Support & Tenancy Management for scalability, and 1 Implementation/Deployment/Secure AI Engine Setup/Training for 4 people. The total bid price must be VAT inclusive. Payment will be made within 30 days of receipt of invoice after completion of deliverables, per Treasury Regulations 15.10.1 and 8.2.3. The RFQ validity period is 30 days from closure; pricing may not be modified during this period. Where a quote and SBD 3 differ, the SBD 3 price prevails.

Bidders must be registered on the Central Supplier Database (CSD) – proof required; only CSD-registered suppliers will be considered. Bidders must be tax compliant and provide a SARS Tax Compliance Status (TCS) PIN or CSD number. Bidders must not be persons in the service of the state, nor companies or close corporations with directors/members who are persons in the service of the state. Returnable forms: SBD 1 (Invitation to Bid), SBD 4 (Bidders' Disclosure – discloses any relationship with state employees or the procuring institution), SBD 6.1 (Preference Claim – claims specific goals points, supported by B-BBEE certificate or sworn affidavit), SBD 3 (Pricing Schedule). Mandatory technical requirement: certified partner certificate or letter from the software vendor confirming active partner status, valid on the closing date. The service provider must hold valid ISO/IEC 27001 or SOC 2 Type II certification for information security management (proof required at bid submission). The service provider must be POPIA-compliant and provide a signed Data Processing Agreement (DPA). Bidders must not be listed on the Register for Tender Defaulters or the List of Restricted Suppliers.

1.1 Overview

The Mine Health and Safety Council is a national public entity (Schedule 3A) established in terms of

the Mine Health and Safety Act, No , as amended.

safety legislation and research outcomes focused on improving and promoting occupational health

and safety in South African mines. The Council also oversees the activities of its committees;

promotes a culture of health and safety in the mining industry; arranges a summit every two years to

review the state of occupational health and safety at mines; and liaises with the Mining Qualifications

prices are not market related. Under no circumstances will negotiation with any Bidders, constitute an

award or promise/ undertaking to award the contract.

1.5 Protection of personal information act, (popia)

MHSC adheres to the Protection of Personal Information Act, (POPIA) requirements

regarding personal information which came into effect 1 July 2021. As MHSC, we are committed to

protecting your privacy and ensuring that personal information collected is used properly, lawfully,

and transparently.

1.6 Occupational health and safety

Awarding of RFQ’s will not be published on the National Treasury e-tender portal or MHSC’ website.

• Bidder whose tax matters are not in order (Instruction Note /2018 Tax Compliance

Status will apply).

• Bidders who are not registered with the Central Supplier Database (CSD).
• submitted incomplete information and documentation according to the requirements of this RFQ

document.

• submitted information that is fraudulent, factually untrue or inaccurate information.
• received information not available to other potential bidders through fraudulent means.
• failed to comply with mandatory and technical requirements as stipulated in the RFQ document.
• misrepresented or altered material information in whatever way or manner.
• promised, offered, or made gifts, benefits to any The Mine Health and Safety Council (MHSC)

employee.

• canvassed, lobbied to gain unfair advantage.
• committed fraudulent acts; and
• acted dishonestly and/or in bad faith etc.

NB: it is the responsibility of the bidder to ensure the bid response is fully completed and signed

and all required documents are valid and submitted upon closing date. The bidder should

ensure that their response reaches the MHSC on the stipulated date and time.

terms of section 59 of the Competition Act No and or may be reported to the National

Prosecuting Authority (NPA) for criminal investigation and or may be restricted from conducting

business with the public sector for a period not exceeding ten (10) years in terms of the Prevention

and Combating of Corrupt Activities Act No or any other applicable legislation.

I CERTIFY THAT THE INFORMATION FURNISHED IN PARAGRAPHS 1, 2 and 3 ABOVE IS

• The service provider must provide a legally binding commitment that:

o All audio, transcript, and metadata are processed and stored within the MHSC's dedicated

tenant or on-premise infrastructure.

o No data is transmitted to, or processed by, any external AI model provider, public cloud AI

service, or third-party agent.

o The AI models used for transcription and summarisation are either:

▪ Deployed on-premise within the MHSC's environment; or

▪ Run within a dedicated, isolated tenant where the MHSC's data is not commingled

with other customers' data, and the vendor's personnel cannot access the data

without explicit authorisation.

o MHSC data is not used to train or improve the vendor's general AI models.

• The service provider must demonstrate the capability to host all data within South African borders

(South African data residency) or, if using a global cloud provider, must host within a South African

data centre region with full tenant isolation.

• The service provider must be POPIA-compliant and provide a signed Data Processing Agreement

(DPA) that allocates appropriate obligations to the service provider as an Operator under POPIA.

• The service provider must hold a valid ISO/IEC 27001 or SOC 2 Type II certification for information

security management (proof required at bid submission).

• The service provider must be a certified partner of the proposed software solution (proof required

at bid submission).

Outputs / Deliverables

The service provider must deliver the following outputs over the contract period:

Item Deliverable Description Timeline

1 Fully Deployed & Complete installation, configuration, Within 4 weeks of

Configured AI and deployment of the AI minute-taking contract

Minute-Taking software within the MHSC's dedicated commencement

Solution tenant or on-premise infrastructure,

including integration with Microsoft

Teams and Zoom.

2 Secure AI Deployment and validation of the Within 4 weeks of

Processing secure AI processing engine ensuring contract

Environment all audio, transcription, and metadata commencement

are processed and stored within the

MHSC's controlled environment with no

external data sharing with third-party AI

agents or model providers.

3 System Successful integration with MHSC's Within 4 weeks of

Integration existing meeting platforms (Microsoft contract

Teams and Zoom) enabling seamless commencement

meeting capture, transcription, and

minute generation.

4 Training Delivery of a once-off training session Within 3 months of

Completion for 4 MHSC ICT team members contract

covering system administration, commencement

security configuration, compliance

reporting, and troubleshooting.

5 System Provision of comprehensive system At go-live (within 4

Documentation documentation including: weeks of contract

• Admin User Guide commencement)

• End-User Quick Reference Guide

• Security & Compliance Configuration

Manual

• Troubleshooting Guide

6 POPIA Provision of a signed Data Processing Prior to system go-

Compliance Agreement (DPA), Privacy Impact live

Documentation Assessment (PIA) support

documentation, and evidence of South

African data residency compliance.

7 Licenses Provision of AI minute-taking software Annually, prior to

Provisioning licenses for 35 users (scalable to 65) for license expiry

each year of the 36-month contract

period.

8 Tenancy Ongoing administration of the software Continuous

Management tenancy, including: throughout the

• User onboarding and offboarding contract period

• License assignment and management

• Policy configuration (retention,

security, access)

• System health checks and

performance monitoring

• Security patching and vulnerability

management

• POPIA compliance monitoring and

reporting

9 Technical Support Provision of technical support during Continuous

office hours (Monday to Friday 08h00 to throughout the

17h00) including: contract period

• Telephone support

• Portal access

• Knowledge base access

• Incident response, troubleshooting,

and resolution

10 Health & Security Regular reports (monthly or as agreed) Monthly throughout

Reporting on: the contract period

• System health and uptime

• Security posture

• License usage and utilisation

• Compliance status

11 Change Assistance with any changes to the AI As required during

Management minute-taking environment, including the contract period

Support upgrades, new feature deployments, or

scalability adjustments as required by

Mhsc.

Service Level Agreement (SLA) Requirements

The service provider must adhere to the following service level requirements:

Metric Target Measurement

System 99.5% uptime (excluding scheduled maintenance) Monthly reporting

Availability

Incident Within 4 hours for critical issues; within 24 hours for Incident tickets

Response Time non-critical issues

Incident Critical: within 24 hours; High: within 48 hours; Incident tickets

Resolution Time Medium/Low: within 5 business days

Support Monday to Friday, 08h00 to 17h00 (South African Service desk records

Availability Standard Time)

User Within 2 business days of request User provisioning

Onboarding records

Security Patch Within 7 days of patch release (critical patches Patch management

Deployment within 48 hours) logs

Reporting Monthly health, security, and compliance reports Report delivery

delivered by the 7th business day of the following records

month

Training Delivery Within 1 month of contract commencement Training attendance

records

Exclusions

The following items are excluded from the scope of this contract:

• Hardware procurement (desktops, servers, or networking equipment).

• Internet connectivity or bandwidth upgrades.

• Microsoft 365, Teams, or Zoom platform licenses (these are provided separately by MHSC).

• Any services or deliverables not explicitly stated in this Terms of Reference.

1.3 Contract period

The contract will be valid for a period of 36 months.

RFQ evaluation process

SCM compliance requirements (returnable documents)

The RFQ will be evaluated in various phases as mentioned below:

1. Phase 1: SCM compliance requirements (returnable documents).

2. Phase 2: Mandatory/Technical evaluation.

3. Phase 3: Price and Specific Goals evaluation.

Phase 1: SCM Compliance requirements (Returnable documents)

RFQs received will be verified for completeness and correctness. MHSC reserve the right to accept or

reject an RFQ based on the completeness and correctness of the documentation and information

provided.

No award will be done without complete provision of returnable documents and any schedules.

Returnable documents are categorized as follows:

Invitation to Bid (SBD 1) Fully completed and signed.

Bidders’ Disclosure form (SBD 4) Fully completed and signed.

SBD 6.1 (Preference Claim Form) Fully completed and signed.

Proof of evidence:

• valid and certified sworn affidavit or B-

BBEE certificate.

• Bidders should ensure the points are

correctly claimed for the specific goals and

information is captured correctly and

information is true.

Pricing Schedule (SBD 3). The bidder must submit and attach to the RFQ

response fully completed pricing Schedule (SBD

3). Pricing schedules must be completed in full.

Proof of registration on the Central Supplier Please provide proof of registration on the Central

Database (CSD) of National Treasury Supplier Database. Only suppliers who are

registered with the Central Supplier Database

(CSD) will be considered.

Tax Verification Proof of Tax Verification PIN from SARS or CSD

supplier number

NB: MHSC only conducts business with bidders whose tax matters and CSD

registration are in order. Failure to comply in terms of tax obligations and CSD

registration will render your RFQ non-responsive and disqualified. It is the

responsibility of the bidder to ensure they are tax compliant and are registered on CSD

at time of submitting their response.

Phase 2: Mandatory Evaluation

Mandatory requirements.

The following Technical / Functional requirements which are mandatory must be complied with by the

bidder.

Please note that bidders will not be evaluated further if they do not provide evidence confirming

compliance with any of the specified mandatory requirements.

Mandatory technical / functional comply not comply

Service provider must provide a certified

partner certificate (or letter from the software

vendor confirming active partner status). (Attach

valid copy — must be valid on the closing date

of the RFQ.)

Expired letters will not be considered

Phase 3: Price and Specific Goals Evaluation

Pricing instructions

1. Applicable currency: All prices shall be quoted in South African Rand (R).

2. Completion of pricing schedule: Bidders shall complete the pricing schedule in full,

inserting all the information required therein.

3. Price Quotation Basis: total prices quoted must be inclusive of all applicable taxes

including VAT, less all unconditional discounts, plus all costs to deliver the services and/or

goods. Where imported goods/services are to be used, and pricing is subject to exchange

rate fluctuations, the exchange currency against the Rand must be stipulated, as well as

the exchange rate at the time of bidding. The portion of the bid price subject to exchange

rate fluctuations must be stated. Price changes whether because of CPI, PPI, industry

extensions or expansions will be allowed in terms of the signed contract by both parties.)

4. Submission of pricing: bidders must submit their pricing proposals with the technical

proposal. The pricing folder must be clearly labelled as such.

5. Validity Period: SBD 3 is valid for 30 days from date of closure of this RFQ

6. Payment terms: Payment will be made in accordance with Treasury Regulations

15.10.1.and 8.2.3 (within 30 days from receipt of invoice after completion of

deliverables).

PRICE SCHEDULE (SBD 3.1 Firm Unit Prices)

The following Schedule of Prices must be completed by the Tenderer. The total price must include

everything necessary to complete the terms of the Specifications or scope of work.

Total Cost is determined by multiplying quantity by unit price for all line items.

Quantity Description Unit price TOTAL Price Excl

Excluding VAT VAT

35 AI Minute-Taking Software licenses for R R

35 users (includes real-time

transcription, summarisation, action

item extraction, speaker ID, RBAC,

SSO, and secure private AI

deployment)

35 Technical Support & Tenancy R R

Management (office hours support,

system monitoring, security patching,

user admin, compliance reporting).

30 AI Minute-Taking Software licenses for R R

65 users (includes real-time

transcription, summarisation, action

item extraction, speaker ID, RBAC,

SSO, and secure private AI

deployment)

Note: For scalability to 65 licences

30 Technical Support & Tenancy R R

Management (office hours support,

system monitoring, security patching,

user admin, compliance reporting).

Note: For scalability to 65 licences

1 Implementation, Deployment, Secure AI R R

Engine Setup, and Training for 4 people

(system admin, security, compliance).

SubTotal R

Excl VAT

Vat@15% r

Grand Total R

incl VAT

TOTAL BID PRICE (VAT Inclusive): R..........................................................

Mandatory technical requirements include providing a certified partner certificate or letter from the software vendor confirming active partner status, valid at the closing date of the RFQ. Expired letters are not acceptable.

Pt−Pmin

Ps= 80(1− )

Pmin

Where;

Ps = Points scored for price of tender under consideration

Pt = Price of tender under consideration

Pmin = Price of lowest acceptable tender

A maximum of 20 points will be allocated for specific goals on the following basis:

• The tenderer must indicate how they claim points for each preference

point system in line with the specific goals of the RFQ as outlined in SBD

6.1.

1.4 Price negotiations

The award of this RFQ may be subject to price negotiations where there are opportunities where

prices are not market related. Under no circumstances will negotiation with any Bidders, constitute an

award or promise/ undertaking to award the contract.

1.5 Protection of personal information act, (popia)

MHSC adheres to the Protection of Personal Information Act, (POPIA) requirements

regarding personal information which came into effect 1 July 2021. As MHSC, we are committed to

protecting your privacy and ensuring that personal information collected is used properly, lawfully,

and transparently.

1.6 Occupational health and safety

The service provider acknowledges that he is fully aware of the provisions of the OHS Act

and that he is an employer in his own right with duties and responsibilities as prescribed in the Act.

1.7 Important notice to bidders

Bidders are to be aware of scammers who pose as MHSC employees selling bid documents or

offering monetary gratuity in exchange for information or awarding of bids.

MHSC is in no way selling the bid document, all documents shall be found on the MHSC

website and National Treasury eTender Portal and awarded bids are notified through the

website and MHSC shall never ask any bidder for monetary gratuity in exchange for

information or manipulating outcome of bids.

General conditions of contract (gcc)

In accordance with the Framework for Supply Chain Management [Section 76 (4) (c) of the PFMA] that

was promulgated in Government Gazette Number 25767 on 5 December 2003 as Treasury

Regulations, National Treasury is required to issue general conditions of contract and bid

documentation for supply chain management.

This Request for Quotation and any contract emanating from this Request for Quotation are subject to

the General Conditions of Contract (GCC) which were revised in July 2010.

The General Conditions of Contract (GCC) revised and issued by National Treasury in July 2010 are

available on the website of National Treasury.

http://ocpo.treasury.gov.za/Resource_Centre/Legislation/General%20Conditions%20of%20Contract-

%20Inclusion%20of%20par%2034%20CIBD.pdf

The SBD 7 contract form will be required, where applicable, from the recommended bidder

upon award.

Due diligence

The MHSC reserves the right to conduct supplier due diligence prior to final award

or at any time during the contract period. This may include site visits, reference checks and requests

for additional information. The MHSC may where applicable request samples from the bidder/s to

confirm capability.

RFQ award

Awarding of RFQ’s will not be published on the National Treasury e-tender portal or MHSC’ website.

No regret letters will be sent out. An RFQ is considered awarded when an official purchase order as

signed by the delegated authority of the MSC is issued to the service provider. Goods may be delivered,

or services may be rendered only with an official purchase order as signed and issued by the MHSC.

Reasons for disqualification

MHSC reserves the right to disqualify any bidders who do not comply with one or more of the following

RFQ requirements and may take place without prior notice to the bidder:

• Bidder whose tax matters are not in order (Instruction Note /2018 Tax Compliance

Status will apply).

• Bidders who are not registered with the Central Supplier Database (CSD).
• submitted incomplete information and documentation according to the requirements of this RFQ

document.

• submitted information that is fraudulent, factually untrue or inaccurate information.
• received information not available to other potential bidders through fraudulent means.
• failed to comply with mandatory and technical requirements as stipulated in the RFQ document.
• misrepresented or altered material information in whatever way or manner.
• promised, offered, or made gifts, benefits to any The Mine Health and Safety Council (MHSC)

employee.

• canvassed, lobbied to gain unfair advantage.
• committed fraudulent acts; and
• acted dishonestly and/or in bad faith etc.

NB: it is the responsibility of the bidder to ensure the bid response is fully completed and signed

and all required documents are valid and submitted upon closing date. The bidder should

ensure that their response reaches the MHSC on the stipulated date and time.

Bidders are not allowed to contact any other MHSC staff in the context of this tender other than the

indicated officials under SBD 1 above or as mentioned under “correspondences”.

Bidder’s disclosure (sbd 4)

1. Purpose of the form

Any person (natural or juristic) may make an offer or offers in terms of this invitation to bid. In line

with the principles of transparency, accountability, impartiality, and ethics as enshrined in the

Constitution of the Republic of South Africa and further expressed in various pieces of legislation, it

is required for the bidder to make this declaration in respect of the details required hereunder.

Where a person/s are listed in the Register for Tender Defaulters and / or the List of Restricted

Suppliers, that person will automatically be disqualified from the bid process.

2. Bidder’s declaration

2.1 Is the bidder, or any of its directors / trustees / shareholders / members / partners or any person

having a controlling interest1 in the enterprise,

employed by the state? YES/NO

2.1.1 If so, furnish particulars of the names, individual identity numbers, and, if applicable, state employee

numbers of sole proprietor/ directors / trustees / shareholders / members/ partners or any person

having a controlling interest in the enterprise, in table below.

Full Name Identity Number Name of State

institution

1 the power, by one person or a group of persons holding the majority of the equity of

an enterprise, alternatively, the person/s having the deciding vote or power to

influence or to direct the course and decisions of the enterprise.

2.2 Do you, or any person connected with the bidder, have a relationship with any person who is

employed by the procuring institution? YES/NO

2.2.1 If so, furnish particulars:

................................................................................................

................................................................................................

2.3 Does the bidder or any of its directors / trustees / shareholders / members / partners or any person

having a controlling interest in the enterprise have any interest in any other related enterprise

whether or not they are bidding for this contract? YES/NO

2.3.1 If so, furnish particulars:

........................................................................................

........................................................................................

Pt−Pmin

Ps= 80(1− )

Pmin

Where

Ps = Points scored for price of tender under consideration

Pt = Price of tender under consideration

Pmin = Price of lowest acceptable tender

3.2. Formulae for disposal or leasing of state assets and income generating

Procurement

3.2.1. Points awarded for price

A maximum of 80 points is allocated for price on the following basis:

Pt−Pmax

Ps= 80(1+ )

Pmax

Where

Ps = Points scored for price of tender under consideration

Pt = Price of tender under consideration

Pmax = Price of highest acceptable tender

4. Points awarded for specific goals

4.1. In terms of Regulation 4(2); 5(2); 6(2) and 7(2) of the Preferential Procurement Regulations,

preference points must be awarded for specific goals stated in the tender. For the purposes of this

tender the tenderer will be allocated points based on the goals stated in table 1 below as may be

supported by proof/ documentation stated in the conditions of this tender:

4.2. In cases where organs of state intend to use Regulation 3(2) of the Regulations, which states that,

if it is unclear whether the 80/20 or 90/10 preference point system applies, an organ of state must,

in the tender documents, stipulate in the case of—

(a) an invitation for tender for income-generating contracts, that either the 80/20 or 90/10

preference point system will apply and that the highest acceptable tender will be used to

determine the applicable preference point system; or

(b) any other invitation for tender, that either the 80/20 or 90/10 preference point system will

apply and that the lowest acceptable tender will be used to determine the applicable

preference point system,

then the organ of state must indicate the points allocated for specific goals for both the 90/10 and

80/20 preference point system.

Table 1: Specific goals for the tender and points claimed are indicated per the table below.

(Note to organs of state: Where either the 90/10 or 80/20 preference point system is applicable,

corresponding points must also be indicated as such.

Note to tenderers: The tenderer must indicate how they claim points for each preference point

system.)

Number of points Number of points

allocated allocated Number of points

The specific claimed (80/20 system) (example)

goals allocated

(80/20 system) points in terms of (To be completed

this tender by the organ of (To be completed by

state) the tenderer)

Total Points: 10

Black owned 100% black

enterprises ownership = 10 For example, if the

bidder’s Black “enterprises owned 76% to 99% black

Ownership is by black people”. ownership = 8

between 61% and Persons

61% to 75% black 75%, it will historically

ownership = 6 score/claim 6 points disadvantaged on

for 80/20 the basis of race: 41% to 60% black

ownership = 4

20% to 40% black

ownership = 2

0 to 19% black

ownership = 0

Total Points: 5

100% black women

ownership = 5

76% to 99% black

Black women women ownership =

owned enterprises 4

“Enterprises 61% to 75% black For example, if the

owned by women” women ownership = bidder is 61 to 75%

Persons 3 owned by Women, it

will score/claim 3

historically 41% to 60% black points for 80/20.

disadvantaged on women ownership =

the basis of 2

gender:

20% to 40% black

women ownership =

0 to 19% black

women ownership =

Total Points: 5

100% owned by

Enterprises owned youth = 5

by Youth

76% to 99%

“Enterprises owned by youth = 4 For example, if the

owned by people bidder is 61 to 75%

61% to 75% ownedwho are youth. owned by Women, it

by youth = 3Persons will score/claim 3

historically 41% to 60% owned points for 80/20.

disadvantaged on by youth = 2

the basis of youth. 20% to 40% owned

by youth = 1

0 to 19% owned by

youth = 0

Total Points for

20.00Specific Goals