Appointment of a specialised commercial assurance, cost optimisation, financial recovery and operational efficiency partner (self-funded, performance-based)

The document is the standard SBD 1 Invitation to Bid form. It contains no tender-specific scope description beyond the requirement to complete and sign a contract form (SBD 7) and the submission instructions.

No specific contact details are provided in this document.

Submission method: bids must be delivered to the correct address by the stipulated time; late bids will not be considered.

• Bids must be submitted on the official forms provided (not re-typed) or online.
• Bidders must register on the Central Supplier Database (CSD) to upload mandatory information: business registration, directorship/membership/identity numbers, tax compliance status, and banking details.
• If not registered on CSD, mandatory information may not be submitted with the bid; a CSD number must be provided.
• B-BBEE certificate or sworn affidavit (for EMEs and QSEs) must be submitted to the bidding institution.
• Foreign suppliers must complete the questionnaire in Part B:3.
• Failure to provide required particulars may render the bid invalid.
• Returnable forms: SBD 1 (Invitation to Bid) – signed as the offer cover page; SBD 7 (Contract Form) – successful bidder must fill in and sign.

Evaluation is subject to the Preferential Procurement Policy Framework Act 2000 and the Preferential Procurement Regulations, 2017.

• Preference points for B-BBEE: bidders must submit a B-BBEE certificate or sworn affidavit (for EMEs and QSEs) to qualify.
• No specific scoring split or minimum qualifying score is stated in this document.

The successful bidder will be required to fill in and sign a written contract form (SBD 7).

• Bid response documents may be deposited in the bid box situated at (street address) – address not specified in this document.

Tax compliance:

• Bidders must ensure compliance with tax obligations.
• Submit a unique SARS Tax Compliance Status (TCS) PIN or CSD number.
• TCS or PIN may be applied for via e-Filing (www.sars.gov.za).
• A printed TCS may be submitted with the bid.
• For consortia/joint ventures/sub-contractors, each party must submit separate proof of TCS/PIN/CSD number.
• If no TCS is available but the bidder is registered on CSD, a CSD number must be provided.

B-bbee:

• B-BBEE certificate or sworn affidavit (for EMEs and QSEs) must be submitted to qualify for preference points.
• Certificate must be issued by an accounting officer (as per Close Corporation Act), a SANAS-accredited verification agency, or a registered auditor.

Foreign suppliers:

• Must answer the questionnaire in Part B:3 (residency, branch, permanent establishment, source of income in RSA).
• If answer is "No" to all, no TCS/PIN is required.

Returnable documents:

• SBD 6.1 (Preference Points Claim Form): completed, signed and submitted with the bid to claim specific goal points. Failure to submit proof of claimed goals means no preference points for those goals are awarded.
• Proof of ownership or location for each specific goal claimed (e.g., 51% Black ownership, 51% youth ownership, 51% women ownership, 51% ownership by persons with disabilities, or location in the Eastern Cape).
• Company name and registration number must be provided on the form.

Disqualification risks:

• Omitting or not signing the SBD 6.1 form.
• Claiming specific goals without supporting proof.

Evaluation uses the 80/20 preference point system.

• Price: 80 points
• Specific goals: 20 points
• Total: 100 points

Specific goals (each worth 4 points unless noted):

• 51% plus ownership by women
• 51% youth ownership
• 51% Black owned
• Bidders located in the Eastern Cape
• 51% owned by persons living with disabilities

Bidders must indicate on the SBD 6.1 form how they claim points for each goal and provide supporting documentation. The organ of state may require substantiation of any preference claim before or after adjudication.

Bidders must complete and submit the SBD 6.1 Preference Points Claim Form. To claim specific goal points, bidders must provide proof of ownership or location as applicable: 51% Black ownership, 51% youth ownership, 51% women ownership, 51% ownership by persons with disabilities, or location in the Eastern Cape. Failure to submit proof with the tender means no preference points for specific goals will be awarded.

The SBD 6.1 form includes a declaration that the bidder is duly authorised to sign on behalf of the company/firm, that the information furnished is true and correct, and that preference points claimed are in accordance with the general conditions. If specific goals are claimed fraudulently or conditions are not fulfilled, the organ of state may disqualify the bidder, recover costs, cancel the contract, recommend restriction from doing business with any organ of state for up to 10 years, or refer for criminal prosecution.

The tender uses the 80/20 preference point system. Points are allocated as follows: Price 80 points, Specific Goals 20 points. Specific goals include: 51% plus ownership by women, 51% youth ownership (4 points), 51% Black owned (4 points), bidders located in the Eastern Cape (4 points), and 51% owned by persons living with disabilities (4 points).

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"SBD 4 (Bidder's Disclosure) - must be completed and signed, disclosing any relationship with the state and certifying independent bid preparation.",

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The South African Library for the Blind (SALB) is a Schedule 3A Public Entity providing accessible library and information services to blind, visually impaired and print-disabled persons. SALB seeks a specialist service provider to run a comprehensive commercial assurance, supplier optimisation, contract review, expenditure analysis, cost-reduction, financial recovery and operational efficiency programme. The appointment is self-funded, risk-sharing and performance-based: the provider bears all costs and is paid only from actual, measurable and verified value realised by SALB.

Closing date: 22 September 2026 at 16:00

Contact: Simcelele Martin

Telephone: 046 622 7226

For any queries, contact the office at 046 622 7226.

Submission method: not explicitly stated in the document.

Returnable forms (all must be completed, signed and submitted with the quotation):

• SBD 1 (Invitation to Bid): bidder and contact details, signed as the offer cover page.
• SBD 4 (Declaration of Interest): discloses whether any director or shareholder is employed by the state or connected to anyone at the procuring institution.
• SBD 6.1 (Preference Points Claim): claims B-BBEE points under the PPPFA 80/20 or 90/10 system.
• SBD 8 (Declaration of Bidder's Past Supply Chain Management Practices): declares past SCM practices.
• SBD 9 (Certificate of Independent Bid Determination): certifies no collusion, no price disclosure.
• Original or certified copy of CIPC company registration documents.
• Valid SARS tax clearance certificate or PIN.
• B-BBEE status level certificate or sworn affidavit (for preference points).
• Proof of registration on the Central Supplier Database (CSD).

Quotations not accompanied by the above documentation may be disqualified.

Evaluation is in three phases:

Phase 1 – Compliance: verification of mandatory documents, tax compliance, CSD registration, and declarations.

Phase 2 – Functionality (minimum threshold 70/100):

• Relevant Experience: 25 points
• Proven Cost Savings Achieved: 25 points
• Financial Recovery Track Record: 20 points
• Methodology: 20 points
• References (with company letterhead): 10 points
• Total: 100 points

Phase 3 – Commercial Evaluation: assessment of the percentage-based remuneration model, value-sharing model, risk allocation, cost-effectiveness, and sustainability of benefits. Preference is given to bidders who require no upfront payment, assume maximum commercial risk, link remuneration exclusively to realised savings, and demonstrate the highest level of measurable value creation.

Price and specific goals split (for purchases between R30,000 and R500,000):

• Price: 80%
• Specific Goals: 20%

Additional functionality criteria (if applicable): compliance to specifications, delivery lead time, experience and references.

The South African Library for the Blind (SALB) requires a specialist service provider to undertake a comprehensive commercial assurance, supplier optimisation, contract review, expenditure analysis, cost-reduction, financial recovery and operational efficiency programme.

Scope of services (minimum):

• Commercial Assurance Reviews: review operational expenditure, contracts and supplier arrangements to identify pricing anomalies, contractual inefficiencies, billing inaccuracies, unused services, duplicate charges, historical overpayments, and cost-saving opportunities.
• Financial Recovery Services: identify and pursue historical credits, supplier refunds, billing corrections, contractual recoveries, overpayment claims, and commercial settlements.
• Supplier and Contract Optimisation: review existing contracts and supplier relationships to improve commercial terms, negotiate cost reductions, improve service levels, secure additional value, and reduce expenditure.
• Implementation Support: implement approved recommendations, manage supplier negotiations where authorised, support SALB management throughout implementation, monitor savings realised, and verify benefits achieved.

Deliverables:

• Phase 1: Diagnostic Assessment Report detailing findings, risks, opportunities, and estimated savings potential.
• Phase 2: Implementation Plan detailing savings initiatives, negotiation strategy, timeline, and resource requirements.
• Phase 3: Implementation and Benefits Realisation Report detailing savings achieved, refunds secured, credits obtained, contracts renegotiated, and financial benefits verified.

The successful bidder must undertake:

• Commercial Assurance Reviews: review operational expenditure, contracts and supplier arrangements to identify pricing anomalies, contractual inefficiencies, billing inaccuracies, unused services, duplicate charges, historical overpayments, and cost-saving opportunities.
• Financial Recovery Services: identify and pursue historical credits, supplier refunds, billing corrections, contractual recoveries, overpayment claims, and commercial settlements.
• Supplier and Contract Optimisation: review contracts and supplier relationships to improve commercial terms, negotiate cost reductions, improve service levels, secure additional value, and reduce expenditure.
• Implementation Support: implement approved recommendations, manage supplier negotiations where authorised, support SALB management, monitor savings realised, and verify benefits achieved.

Deliverables:

• Phase 1: Diagnostic Assessment Report (findings, risks, opportunities, estimated savings potential).
• Phase 2: Implementation Plan (savings initiatives, negotiation strategy, timeline, resource requirements).
• Phase 3: Implementation and Benefits Realisation Report (savings achieved, refunds secured, credits obtained, contracts renegotiated, financial benefits verified).

Bidders must demonstrate at least ten (10) years' experience in commercial advisory services, contract negotiations, cost optimisation, financial recovery, and procurement and supplier management. They must show a track record of cost-saving initiatives, financial recoveries, supplier optimisation, and successful implementation projects. Clients must include public entities, non-profit organisations, and/or large corporate organisations. At least one contactable reference letter from clients for whom similar services were rendered is required.

Mandatory commercial model (only bidders complying with all of the following are considered responsive):

• Self-Funded Engagement: the service provider bears all costs of investigations, diagnostic assessments, resource deployment, supplier engagement, commercial negotiations and implementation support. SALB makes no upfront payment.
• Performance-Based Remuneration: the bidder is entitled to remuneration only where actual financial benefits are realised, savings are measurable, auditable and verified by SALB.
• Tangible Savings Principle: compensation is based exclusively on realised cash savings, actual supplier refunds, verified credits, historical recoveries and proven cost reductions. Estimated savings, soft benefits, productivity assumptions, theoretical efficiencies and non-monetary improvements do not qualify as savings.
• Risk Transfer Requirement: the bidder assumes full commercial risk.

General conditions:

• All prices must be inclusive of VAT and quoted in South African Rand (ZAR).
• Proposals must be valid for at least 30 days from the closing date.
• The successful bidder may be required to enter into a Service Level Agreement (SLA).

Mandatory documents (must be submitted with the quotation):

• Original or certified copy of CIPC company registration documents.
• Valid SARS tax clearance certificate or PIN.
• B-BBEE status level certificate or sworn affidavit (for preference points).
• Completed and signed SBD forms (SBD 1, 4, 6.1, 8, 9).
• Proof of registration on the Central Supplier Database (CSD).

Governance requirements:

• Demonstrate compliance with POPIA, confidentiality protocols, governance frameworks, internal controls, and conflict-of-interest management processes.
• The successful bidder must sign a Confidentiality Agreement, Non-Disclosure Agreement, and Service Level Agreement.

B-BBEE specific goals (preference points under PPPFA 80/20 and 90/10 systems):

• 80/20 system for acquisitions from R2,000 up to R50 million.
• 90/10 system for acquisitions above R50 million.
• Points awarded for:
• 51% ownership by women: 4 points (80/20) or 2 points (90/10)
• 51% youth ownership: 4 points (80/20) or 2 points (90/10)
• 51% ownership by persons living with disabilities: 4 points (80/20) or 2 points (90/10)
• 51% Black ownership: 4 points (80/20) or 2 points (90/10)
• Bidders located in the Eastern Cape: 4 points (80/20) or 2 points (90/10)
• Total specific goals points: 20 (80/20) or 10 (90/10).

Supporting evidence for specific goals:

• For women/youth ownership: shareholders' agreement or CIPC documents showing 51% or more equity, certified ID copies of shareholders, B-BBEE affidavit or certificate, share certificates.
• For disability ownership: company ownership documents, certified ID copies, medical confirmation or disability certificate, B-BBEE affidavit or verification certificate, declaration/affidavit from owners.
• For Eastern Cape location: lease agreement or municipal account.

Preferential procurement follows the PPPFA 80/20 and 90/10 framework. 80/20 applies to acquisitions from R2,000 up to R50 million; 90/10 applies above R50 million. The lowest price scores a maximum of 80 or 90 points. Specific goals points are awarded as follows (80/20 points / 90/10 points):

• 51% ownership by women: 4 / 2
• 51% youth ownership: 4 / 2
• 51% owned by persons living with disabilities: 4 / 2
• 51% Black owned: 4 / 2
• Bidders located in the Eastern Cape: 4 / 2
• Total: 20 / 10

Supporting evidence:

• Women/youth ownership: shareholders' agreement or CIPC documents showing 51% or more equity, certified ID copies, B-BBEE affidavit or certificate, share certificates.
• Disability ownership: company ownership documents, certified ID copies, medical confirmation or disability certificate, B-BBEE affidavit or verification certificate, declaration/affidavit from owners.
• Eastern Cape location: lease agreement or municipal account.

Governance requirements: the bidder must demonstrate compliance with POPIA, confidentiality protocols, governance frameworks, internal controls, and conflict-of-interest management. The successful bidder must sign a Confidentiality Agreement, Non-Disclosure Agreement, and Service Level Agreement.

General conditions: the lowest or any quotation will not necessarily be accepted; proposals valid for at least 30 days from closing; all prices inclusive of VAT and in ZAR; delivery within stipulated timeframe and to specified location; successful bidder may be required to enter into an SLA.

The successful bidder must not commit SALB to supplier agreements, sign contracts on behalf of SALB, access confidential information without authorisation, or engage suppliers without approved mandates. All recommendations remain subject to approval by SALB management and relevant governance structures.

Mandatory requirements: original or certified CIPC documents, valid SARS tax clearance certificate/PIN, B-BBEE certificate or sworn affidavit, completed and signed SBD forms (SBD 1, 4, 6.1, 8, 9), and proof of CSD registration. Quotations without these may be disqualified.

Procurement thresholds:

• Petty cash up to R2,000: no quotation process required; one written quotation sufficient.
• R2,000 to R1,000,000: at least three written quotations from CSD-registered suppliers; 80/20 price/preference evaluation; invitation periods: 3 days (up to R30,000), 7 days (R30,001–R500,000), 14 days (R500,001–R1,000,000); procurement between R30,000 and R1,000,000 requires SCMC approval.
• Above R1,000,000: open competitive bids advertised on eTender Portal and SALB website for at least 21 days; awards published; evaluated by the three-committee system.

Returnable documents:

• SBD 4 (Bidder's Disclosure): discloses whether the bidder or any director/trustee/shareholder/member/partner is employed by an organ of state, has a relationship with anyone employed by the procuring institution, or has an interest in any related enterprise. Must list all CSD-registered active companies linked to all directors. Failure to disclose leads to disqualification.
• The bid must be submitted before the closing time. Late bids are disqualified.

Disqualification risks:

• Being listed on the Register for Tender Defaulters or the List of Restricted Suppliers.
• Failing to disclose any employment by an organ of state, relationship with a person employed by the procuring institution, or interest in a related enterprise.
• Failing to list all CSD-registered active companies linked to all directors.
• Submitting a bid that is not independent (collusion, price disclosure, or involvement in drafting the specifications).

Bidders must certify that the bid was arrived at independently, without consultation, communication, agreement or arrangement with any competitor regarding quality, quantity, specifications, prices, methods, factors or formulas used to calculate prices, market allocation, intention to bid, or conditions of delivery. No bid terms may be disclosed to competitors before the official bid opening or contract award. Bidders must not have consulted with any official of the procuring institution during the bidding process except for clarification, and must not have been involved in drafting the specifications or terms of reference.

Returnable forms: SBD 9 (Certificate of Independent Bid Determination) — certifies the bid was prepared independently without collusion, and that bid terms were not disclosed to competitors before bid opening or award; a false declaration disqualifies the bid.