Three-year appointment of a service provider for qualification, ID verification and background/reference checks

Closing

• Date and time: 16 October 2026 at 11:00
• Submission email: [email protected]
• Offer validity: 60 days from the closing date.

Correction periods

• Non-tax compliance may be corrected within 7 days.
• Standard Bidding Document disclosures may be completed within 3 days.
• Objections to a brand-specific specification must be raised within 3 days of publication of the RFQ.

Enquiries

• Email: [email protected]

Submission

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

Procuring organisation

• Cross-Border Road Transport Agency (C-BRTA)

Submission

• Method: email only, to the address on the cover page.
• Submission email: [email protected]
• Closing: 16 October 2026 at 11:00
• Bids sent to any other email address will not be considered.
• Bids received after the closing date and time will not be considered.
• Bids must be submitted on the official forms supplied; retyped forms are not accepted.
• Offer validity: 60 days from the closing date (the cover page states 60 working days from the official closing date).

Returnable schedules — complete, sign and submit in the prescribed order; failure to follow the response format results in rejection of the bid:

• Schedule 1: SBD 1 (Invitation to Bid) — completed and signed.
• Schedule 2: CSD registration report.
• Schedule 3: SARS Tax Compliance System PIN.
• Schedule 4: sworn affidavit or valid B-BBEE certificate.
• Schedule 5: SBD 4 (Bidder's Disclosure) — completed and signed.
• Schedule 6: Bidder's Disclosure Annexure A — declares every enterprise in which directors, members or partners hold an interest; the list must be at least equal to that on the CSD report.
• Schedule 7: SBD 6.1 (Preference Points Claim) — completed and signed; no submission scores zero on specific goals.
• Schedule 8: price quotation on the bidder's company letterhead.

Disqualification risks

• Any mandatory document omitted — immediate disqualification.
• Bid not complying with the specification or terms of reference.
• Incomplete pricing proposal.
• Bid delivered late or to the wrong email address.
• Bidder, or its directors or members, in the service of the state.
• Listing on the Register for Tender Defaulters or the List of Restricted Suppliers.

Schedule 1: SBD 1 (Invitation to Bid) — completed and signed.

Schedule 2: CSD registration report.

Schedule 3: SARS Tax Compliance System PIN.

Schedule 4: sworn affidavit or valid B-BBEE certificate.

Schedule 5: SBD 4 (Bidder's Disclosure) — completed and signed.

Schedule 6: Bidder's Disclosure Annexure A.

Schedule 7: SBD 6.1 (Preference Points Claim) — completed and signed.

Schedule 8: price quotation on the bidder's company letterhead.

System: 80/20 preference points under the Preferential Procurement Regulations 2022.

Points split

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

Price scoring

• Formula: Ps = 80(1 - (Pt - Pmin)/Pmin), where Pt is the price of the bid under consideration and Pmin the lowest acceptable bid price.

Specific goals (20 points)

• B-BBEE Level 1 to 4: 10 points — verified by a B-BBEE certificate or sworn affidavit submitted with the bid.
• Women-owned enterprises: 5 points — verified against the Central Supplier Database.
• Enterprises owned by disabled people: 5 points — verified by a medical report.
• Total claimed = A + B + C.
• Bidders must state the points claimed against their B-BBEE status level and ownership.
• No supporting proof submitted means no preference points are claimed.
• Consortium or joint venture bidders must attach a breakdown of the contract percentage per member, ownership by race category per member, and the resulting points.

Evaluation stages

1. Mandatory compliance — all mandatory documents, compliance with the specification and terms of reference, and a full pricing proposal. Non-submission of any mandatory item is immediate disqualification.
2. Price and specific goals (80/20).
3. Administrative compliance — SBD 1, CSD report, SBD 4 and SBD 6.1; a missing SBD 6.1 scores zero on specific goals.

Scope

• Conduct qualifications, identity and reference/background verification checks on candidates recommended for appointment to vacant C-BRTA positions.
• Contract period: three (3) years.
• The service supports the HR Unit's recruitment process under the approved C-BRTA workforce plan and the Recruitment and Placement policy.

Deliverables

• Background verification covering experience, qualifications and criminal record checks.
• Verification and reference check reports issued only to the Human Resources Unit (HR Business Partners).

Turnaround

• Reports must reach HR within seven (7) days, or as quickly as possible, after a verification request is submitted.

Verification categories priced (national and global)

• Qualification verification: qualification checks, membership verification, fit and proper compliance, national qualifications register, academic transcripts, institution accreditation.
• Criminal records: criminal record check, AFISwitch fingerprint capturing training, SAPS 91A fingerprints, fingerprint zone.
• Driver's licence, vehicle registration and vehicle ownership checks.
• Credit checks: consumer records, company credit checks, sequestration and consumer trace.
• Identity verification: ID verification, citizen and passport verification, visa verification, permanent residence, screening history, marital trace.
• Risk management: fraud prevention services, industry employment checks, employment history, employee risk management.
• Global verifications: qualifications, criminal, credit, identity and driver's licence checks.
• Social media screening: basic, standard, full and high profile reports.
• Each line item is priced per unit for Year 1, Year 2 and Year 3.

The service provider must conduct background verification covering experience, qualifications and criminal record checks.

Verification and reference check reports must be forwarded only to the Human Resources Unit (HR Business Partners).

HR must receive the verification reports within seven (7) days, or as quickly as possible, after a verification request is submitted.

Competency required

• C-BRTA requires a competent service provider able to deliver verification reports on every candidate recommended for a role.
• Every candidate recommended after interviews must complete the qualifications, ID and reference check process before appointment.
• The service provider conducts background verification covering experience, qualifications and criminal record checks.
• Reports go only to the Human Resources Unit (HR Business Partners).
• The previous background-check contract has expired, so turnaround on verification requests is time-sensitive.

Rates are quoted per line item for Year 1, Year 2 and Year 3, inclusive of all applicable taxes.

Categories priced

• Qualification verification (national and global): qualification checks, membership verification, fit and proper compliance, national qualifications register, academic transcripts, institution accreditation.
• Criminal records: criminal record check, AFISwitch fingerprint capturing training, SAPS 91A fingerprints, fingerprint zone.
• Driver's licence, vehicle registration and vehicle ownership checks.
• Credit checks: consumer records, company credit checks, sequestration and consumer trace.
• Identity verification: ID verification, citizen and passport verification, visa verification, permanent residence, screening history, marital trace.
• Risk management: fraud prevention services, industry employment checks, employment history, employee risk management.
• Global verifications: qualification verification, criminal checks, credit checks, identity verification, driver's licences.
• Social media screening: basic, standard, full and high profile reports.

The grand total rate (Year 1 + Year 2 + Year 3) is used for evaluation. Prices are firm and the offer is valid for 60 days from the closing date.

Pricing

• Firm prices, quoted per line item for Year 1, Year 2 and Year 3, inclusive of all applicable taxes.
• The grand total (Year 1 + Year 2 + Year 3) is the figure used for evaluation.
• VAT is shown at 15% on the pricing schedule, with the total RFQ price quoted VAT inclusive.
• The price quotation must be on the bidder's company letterhead (Schedule 8).
• Offer validity: 60 days from the closing date.

Registration and tax

• CSD registration is mandatory to do business with C-BRTA; submit the CSD registration report.
• Submit a SARS Tax Compliance Status PIN, or a printed TCS certificate with the bid.
• Where no TCS PIN is available but the bidder is registered on the CSD, provide the CSD number.
• Consortia, joint ventures and subcontractors: each party submits its own TCS certificate, PIN or CSD number.
• Non-tax compliance may be corrected within 7 days; failure leads to disqualification.

B-bbee

• A valid B-BBEE certificate or a sworn affidavit must be submitted to claim preference points.
• B-BBEE Level 1 to 4 claims 10 of the 20 specific-goals points.

Exclusion

• Bids are not considered from persons in the service of the state, companies whose directors are in state service, or close corporations whose members are in state service.
• Bidders on the Register for Tender Defaulters or the List of Restricted Suppliers are automatically disqualified.

Forms

• SBD 1 (Invitation to Bid): bidder details and signed offer.
• SBD 4 (Declaration of Interest): discloses state employment or relationships with the procuring institution; a false declaration disqualifies the bid.
• Annexure A to SBD 4: declares all enterprises in which directors, members or partners hold interests.
• SBD 6.1 (Preference Points Claim): claims specific-goals points; no submission means zero points.
• SBD 7 (Contract Form): the successful bidder must complete and sign it.
• Proof of authority to sign, such as a company resolution, must accompany the bid.
• Standard Bidding Document disclosures may be completed within 3 days of request; failure leads to disqualification.

Bidders must be registered on the Central Supplier Database.

Bidders must meet their tax obligations and submit a SARS Tax Compliance Status PIN, or a CSD number where no PIN is available.

Bids from persons in the service of the state, or from companies whose directors are in state service, are not considered.

All documents listed in the schedule index must be submitted.

Evaluation uses the 80/20 preference points system under the Preferential Procurement Regulations 2022, in three stages: mandatory compliance, price and specific goals, and administrative compliance.

Mandatory compliance: all mandatory documents, compliance with the specification, and a full pricing schedule.

Price: 80 points, scored as Ps = 80(1 - (Pt - Pmin)/Pmin).

Specific goals: 20 points — B-BBEE Level 1 to 4 (10 points), women-owned enterprises (5 points), enterprises owned by disabled people (5 points).

Administrative compliance: SBD 1, CSD report, SBD 4 and SBD 6.1.