Policy overhaul services for ewseta (RFQ EWSETA/RFQ/033/2026-27)

Closing date: 22 September 2026 at 13:00

Issue date: 15 September 2026

Service commencement: October 2026

No compulsory briefing or site visit is stated.

Enquiries

• Email: [email protected] (all inquiries in writing)
• Telephone: 011 274 4700

Submission

• Method: email
• Submission email: [email protected]

Fraud hotline

• EWSETA Vivuzela Fraud and Ethics Hotline
• Free call: 0800 611 205
• Sms: 30916
• Email: [email protected]
• Website: https://www.thehotline.co.za/

Submission method: email

Submission email: [email protected]

Closing time: 22 September 2026 at 13:00

Returnable documents (all must be completed and signed):

• SBD 1 (Annexure 1): Invitation to Bid, signed as the offer cover page.
• SBD 3.3 (Annexure 2): Pricing Schedule (Professional Services), firm prices only.
• SBD 4 (Annexure 3): Bidder's Disclosure, declares any state employment or connections.
• SBD 6.1 (Annexure 4): Preference Points Claim, claims B-BBEE points.
• Annexure 5: EWSETA General Conditions of Purchase, signed on last page and initialled on each page.
• Annexure 6: POPIA Consent Form, consent to process personal information; both JV parties must sign.
• Company registration documents (CIPC).
• CSD report or number.
• Joint Venture Agreement, if applicable.
• Valid B-BBEE certificate or sworn affidavit (for EMEs/QSEs); combined certificate for JVs.
• Tax PIN issued by SARS (tax clearance certificate); for each JV member.

Disqualification risks:

• Bids received after 13:00 on the closing date are not considered under any circumstances.
• VAT-registered bidders who submit bids without VAT will be disqualified.
• Plagiarism in any submitted document results in disqualification.
• Failure to provide requested clarification within 48 hours may lead to disqualification.
• Tax matters must be in order at the time of award; failure results in disqualification.

Evaluation in three stages:

Stage 1: Pre-Qualification (Returnable Administrative Documents)

• Bidders are not disqualified at this stage for missing documents, but all documents must be provided before award if recommended.

Stage 2: Technical/Functionality Evaluation (minimum qualifying score: 70/100)

• Project Proposal Technical Capability (25 points): understanding of the assignment (10) and methodology and approach (15).
• Company Profile and Relevant Experience (15 points): less than 5 years = 0, 5 years = 10, 5+ years = 15.
• Reference Letters (20 points): 3 letters = 30, 2 letters = 20, 1 letter = 10, none = 0. Letters must be from different sector clients, not older than 3 years, on client letterhead, signed, and include contactable references.
• Experience of Supporting Team Members (20 points): two key personnel only, CVs for additional personnel not evaluated. 8+ years = 20, 4-7 years = 10, 0-3 years = 0.
• Experience of Main Facilitator/Lead Consultant (20 points): 8+ years = 20, 6-7 years = 15, 4-5 years = 10, 0-1 years = 0.
• General work experience, project management, or facilitation not directly related to policy review/development is not considered relevant.

Stage 3: Price and Specific Goals (80/20 preference point system)

• Price: 80 points.
• B-BBEE status level contribution: 20 points (Level 1 = 20, Level 2 = 18, Level 3 = 14, Level 4 = 12, Level 5 = 8, Level 6 = 6, Level 7 = 4, Level 8 = 2, Non-compliant = 0).
• Bidders failing to submit B-BBEE proof score 0 for B-BBEE but are not disqualified.
• Trusts, consortia, or JVs must submit a consolidated B-BBEE certificate.
• Sub-contracting more than 25% of contract value to an enterprise that does not qualify for at least the same B-BBEE points results in no B-BBEE points, unless the sub-contractor is an EME with capability.

Scope of work:

• Policy Inventory and Verification: review and validate the existing policy register, confirm policy ownership and status, support classification of policies (active, obsolete, draft).
• Policy Review and Gap Analysis: conduct a comprehensive policy assessment across all divisions, identify duplication, inconsistencies, and misalignment, perform a legislative compliance assessment, produce a consolidated Gap Analysis Report.
• Policy Framework Development: develop a Policy of Policies (PoP), design a Core vs Non-Core Policy Framework.
• Knowledge Transfer: provide guidance and capacity building to Risk & Compliance officials, ensure sustainability of policy management processes.

Deliverables:

• Policy Gap Analysis Report
• Policy of Policies (PoP)
• Core vs Non-Core Policy Framework
• Draft and Final Policy Statements

All deliverables must meet agreed quality standards and be submitted in line with project timelines.

Required experience:

• Proven experience in policy development within the public sector.
• Strong knowledge of PFMA and Treasury Regulations, corporate governance frameworks, and legislative compliance environments.
• Experience in organisational policy reviews or transformation projects.
• Strong technical writing and analytical capability.
• Experience working with SETAs or similar entities is an added advantage.

Methodology and approach (15 points in functionality evaluation):

• The proposed methodology must be structured, logical, and aligned to the scope of work.
• It should include key activities, sequencing, deliverables, timelines, quality assurance measures, and risk management.
• A detailed, innovative, risk-informed methodology with clear milestones, tools, and quality assurance measures scores 15 points.
• A structured, logical methodology with clear deliverables and timelines scores 10 points.
• An acceptable approach lacking detail, sequencing, or risk considerations scores 5 points.
• A generic approach not aligned to the ToR scores 0 points.

Required experience:

• Proven experience in policy development within the public sector.
• Strong knowledge of PFMA and Treasury Regulations, corporate governance frameworks, and legislative compliance environments.
• Experience in organisational policy reviews or transformation projects.
• Strong technical writing and analytical capability.
• Experience working with SETAs or similar entities is an added advantage.

Key personnel:

• The bidder must nominate two key personnel for the assignment and submit only two CVs for evaluation.
• CVs for additional personnel will not be evaluated.
• Nominated personnel must demonstrate specific professional experience in policy review and/or policy development.
• General work experience, project management, or facilitation experience not directly related to policy review/development is not considered relevant.

Scoring for supporting team members:

• 8+ years of demonstrable experience: 20 points.
• 4-7 years: 10 points.
• 0-3 years: 0 points.

Scoring for main facilitator/lead consultant:

• 8+ years of relevant experience: 20 points.
• 6-7 years: 15 points.
• 4-5 years: 10 points.
• 0-1 years: 0 points.

Reference letters:

• Required from different sector clients as evidence of similar services successfully completed.
• Must not be older than three years, on the client's letterhead, signed by the appropriate delegate, and include the client name, title of work, year conducted, and contactable reference details.
• Must indicate the quality of the service rendered.
• Scoring: 3 letters = 30 points, 2 letters = 20 points, 1 letter = 10 points, none = 0 points.

Quality assurance:

• Quality of services will be managed through a signed service level agreement (SLA) between both parties.
• All deliverables must meet agreed quality standards and be submitted in line with project timelines.

Pricing schedule (SBD 3.3):

• Bidders must indicate a ceiling price based on the total estimated time for completion of all phases, including all expenses and all applicable taxes.
• Provide hourly and daily rates for persons involved in the project.
• Provide phases, cost per phase, and man-days to be spent.
• Travel expenses: only actual costs recoverable; proof must accompany certified invoices.
• Other expenses (e.g., accommodation, telephone, reproduction): only actual costs recoverable; proof required.
• State the period required for commencement after acceptance of bid.
• State estimated man-days for completion.
• Confirm whether rates are firm for the full period of contract; if not, provide basis for adjustments (e.g., CPI).
• Offer valid for 90 working days from closing date.
• Financial proposals must be on company letterhead in a separate envelope marked 'Financial Proposal'.
• Only firm prices accepted; non-firm prices not considered.
• Bidders must complete the VAT declaration; VAT-registered bidders who submit bids without VAT will be disqualified.

Pricing format:

• Financial proposals must be submitted on company letterhead in a separate envelope clearly marked 'Financial Proposal'.
• Pricing schedule (SBD 3.3) is compulsory; failure to complete it may result in disqualification.
• Only firm prices are accepted; non-firm prices (including those subject to exchange rate variations) will not be considered.
• Financial proposals are compared on total amount inclusive of VAT and all related costs.
• Bidders must complete the VAT declaration; VAT-registered bidders who submit bids without VAT will be disqualified.
• The pricing schedule requires a ceiling price based on total estimated time for completion, including all expenses and taxes.
• Rates for personnel (hourly/daily) and cost per phase with man-days must be provided.
• Travel and other expenses (e.g., accommodation) are recoverable only at actual cost, with proof accompanying certified invoices.
• Offer valid for 90 working days from the closing date.

Payment terms:

• EWSETA will not make upfront payments.
• A probation period of 30 days applies to the agreement.
• A penalty regime system will be implemented.

Performance security:

• Within 30 days of contract award notification, the successful bidder must furnish performance security in the amount specified in the Special Conditions of Contract (amount not stated in the document).
• Security may be a bank guarantee, irrevocable letter of credit, or cashier's/certified cheque.
• Security is discharged and returned within 30 days after completion of performance obligations.

Mandatory compliance:

• CSD registration: bidders must be registered on the Central Supplier Database and provide their CSD report or number.
• Tax compliance: valid SARS Tax Compliance Status PIN or certificate; tax matters must be in order at the time of award.
• B-BBEE: valid B-BBEE certificate issued by a SANAS-accredited entity, or a sworn affidavit for EMEs and QSEs. For JVs, a combined certificate/affidavit is required.
• CIPC: company registration documents.
• POPIA: consent form (Annexure 6) must be signed.
• No bids from persons in the service of the state, or companies with directors who are state employees.
• Bidders listed on the Register for Tender Defaulters or List of Restricted Suppliers are automatically disqualified.
• Joint ventures: each member must submit a separate tax PIN, SBD 4, and tax clearance certificate.

Contract formation:

• A contract is only concluded when reduced to writing and signed by the designated responsible person of both parties. The EWSETA CEO or written authorised delegate signs for EWSETA.
• A probation period of 30 days applies.
• A penalty regime system will be implemented.
• No amendments to the Terms of Reference without written confirmation from the EWSETA CEO or delegate.
• Staff changes during the engagement require consultation with and approval of EWSETA.
• The proposed graphic designer and copywriter cannot be changed without prior EWSETA approval.
• The successful bidder must abide by confidentiality undertakings in the agreement.
• EWSETA is not liable for costs incurred in preparing proposals.
• EWSETA does not bind itself to make an appointment and may cancel the RFQ at its sole discretion.
• EWSETA may request clarification; the bidder must respond within 48 hours or risk disqualification.
• Plagiarism in any bid document results in disqualification and may have legal ramifications.
• Performance security must be furnished within 30 days of contract award notification, in the amount specified in the Special Conditions of Contract (amount not stated).
• The supplier must indemnify the purchaser against third-party claims of patent, trademark, or industrial design infringement.
• The supplier must permit the purchaser to inspect and audit records relating to performance.

Special conditions:

• Sub-contracting more than 25% of contract value to an enterprise that does not qualify for at least the same B-BBEE points results in no B-BBEE points, unless the sub-contractor is an EME with capability and ability.
• A probation period of 30 days applies.
• A penalty regime system will be implemented.
• The proposed graphic designer and copywriter cannot be changed during the engagement without prior EWSETA approval.
• Staff changes require consultation with and approval of EWSETA.
• No amendments to the Terms of Reference without written CEO confirmation.
• EWSETA may request clarification; bidder must respond within 48 hours or risk disqualification.
• Plagiarism results in disqualification and may have legal ramifications.

Additional evaluation criteria:

• The evaluation follows EWSETA's SCM Policy and the Preferential Procurement Regulations 2022.
• The 80/20 preference point system applies.
• Three stages: Stage 1 Pre-Qualification (returnable administrative documents), Stage 2 Technical/Functionality (minimum 70/100), Stage 3 Price and Specific Goals.
• Stage 2 criteria and weightings: Project Proposal Technical Capability (25), Company Profile and Relevant Experience (15), Reference Letters (20), Experience of Supporting Team Members (20), Experience of Main Facilitator/Lead Consultant (20).
• Stage 3: Price 80 points, B-BBEE status level 20 points.