Tender Application Workspace for Translation Services

• Submission method
• Email the complete response to [email protected] and/or [email protected].
• Use the official forms supplied; forms must not be retyped, and the response must follow the prescribed format.
• Responses received after the deadline are not accepted.
• Mandatory response
• Detailed quotation covering the prescribed price schedule.
• SBD 1 (Invitation to Bid): provides bidder and contact details and serves as the signed offer cover page.
• SBD 4 (Bidder's Disclosure): must be fully completed, all questions answered, signed and stamped by a Commissioner of Oaths.
• It discloses state-service links, related CSD-registered entities and conflicts.
• Any declared or identified conflict makes the bid non-responsive, while a false disclosure can disqualify it.
• SBD 6.1 (Preference Points Claim Form under the 2022 regulations): records the B-BBEE and subcontracting claim and must be completed in full.
• Proof of authority to sign, such as a company resolution.
• Other essential returnables
• Completed Vendor Accreditation Form.
• CSD registration proof with MAAA number.
• SARS tax-compliance evidence: TCS PIN and valid tax clearance certificate; a CSD number may be used where no PIN is available.
• B-BBEE certificate from a SANAS-accredited rating agency or sworn affidavit substantiating the bidder's rating.
• Cancelled cheque and/or stamped bank letter.
• Certified copies of shareholders' and directors' identity documents.
• KYC documents listed in Annexure D.

+ 11 more requirements in the full document analysis

• Returnables
• Detailed quotation.
• Proof of good standing with SARS, TCS PIN and valid tax clearance certificate.
• SBD 4 (Bidder's Disclosure): completed, signed and stamped disclosure of interests and conflicts.

• Stage 1 — mandatory responsiveness
• A detailed quotation is the stated mandatory requirement.
• Failure to meet any mandatory requirement causes immediate disqualification.
• Missing essential supporting documents may be cured within 5 working days; otherwise the bid is non-responsive.
• Stage 2 — price and specific goals
• Only bids that pass stage 1 enter scoring.
• Applicable preference system: 80/20 under the PPPFA 2022.
• Price: 80 points.
• Specific goals: 20 points.
• Total: 100 points.
• Price scoring: 80 × [1 − (bid price − lowest acceptable price) ÷ lowest acceptable price].
• Goal 1: at least 51% black ownership — 10 points.
• Preference evidence: a SANAS-accredited B-BBEE certificate or sworn affidavit substantiating the rating. Missing supporting proof means the affected points are treated as not claimed.
• Post-scoring suitability review
• Tax status must remain compliant at the point of recommendation, supported by an active tax-compliant SARS PIN.
• CSD registration and compliance must remain current.
• The review covers misrepresentation, prior non-performance on Land Bank work, tender-defaulter status, conflicts, fraud or corruption convictions, removal from a state contract for non-performance, and distorted pricing.
• Due diligence may consider financial standing, civil judgments, serious criminal convictions, pending litigation, poor performance and reputational harm.
• Non-compliance identified in the preferred bid may be corrected through clarification or negotiation; failure to resolve it by the close of negotiations permits award to the next-ranked bidder.

• An experienced language-services provider is required for translation covering English and Afrikaans, together with editing and proofreading of English documents.
• Translation: 20 000 words over 12 months, delivered project by project.
• Services apply to marketing and communication collateral, including flyers, brochures, booklets, reports, social-media content, media statements and newsletters.
• Physical location
• Lakefield Office Park
• 272 Lenchem Avenue (corner of Lenchen Avenue and West Avenue)
• De Hoewes, Centurion

• Preference methodology
• Apply the PPPFA 2022 scoring method.
• Applicable system: 80/20.
• Complete SBD 6.1 by the closing deadline, including all B-BBEE and subcontracting information.

• Price schedule
• Pricing rules
• Line prices exclude VAT, while VAT is shown separately.
• Each price must contain all costs required to deliver the services.

• Pricing format
• Two firm-price lines are required for 12 months: translation for English and Afrikaans covering 20 000 words, and editing and proofreading covering 30 000 words.
• State each line's total excluding VAT, followed by the subtotal, VAT separately, and total including VAT.
• Price conditions
• Quoted prices must remain valid for 120 days and firm for the 12-month agreement, including provision for price increases.
• Land Bank may choose to include or exclude quoted modules or other RFQ elements during contracting or purchase-order processing.
• VAT must be excluded from line pricing and shown separately.
• The price must cover all service-delivery costs, including applicable taxes, duty fees, logistics or delivery, storage, labour, overtime, subsistence and travel.
• Pricing assumptions, excluded costs and estimates must be clearly stated.
• No price adjustment will be considered because the bidder is deemed to have included all costs associated with the services.
• Financial capacity
• Financial statements may be assessed if needed to confirm the bidder's ability to perform; the review may include receivables and payables turnover, liquidity and solvency.
• For an unincorporated joint venture or SPV, every partner must provide financial statements for consolidated assessment.

• Core registration and tax
• Active CSD vendor registration and MAAA number are required; registration is available at https://secure.csd.gov.za/.
• CSD evidence must comply with National Treasury paragraph 4.2 and instruction note 4a of 2016/2017.
• Submit a unique SARS TCS PIN and valid tax clearance certificate. A printed TCS certificate may accompany the response.
• Where no TCS PIN is available but the bidder is CSD-registered, provide its CSD number.
• Each consortium, joint venture or subcontractor must provide its own TCS certificate, PIN or CSD number.
• Foreign suppliers must complete the applicable SBD 1 residence and tax questionnaire and enclose requested proof.
• A supplier with no RSA residence, branch, permanent establishment, RSA source of income or RSA tax liability need not obtain a TCS PIN, subject to the stated SARS registration route.
• Forms and declarations
• SBD 4 (Bidder's Disclosure): discloses state-service connections, related enterprises, active CSD-linked companies and conflicts.
• SBD 6.1 (Preference Points Claim Form): must state all B-BBEE and subcontracting claims by closing.
• Missing preference evidence results in no claim to the affected points; fraudulent claims can result in disqualification and contractual remedies.
• All supplier and disclosure forms must be properly completed, signed and stamped by a Commissioner of Oaths.
• B-BBEE requirements
• Tax and CSD compliance will be checked again when the preferred bidder is recommended.
• Other statutory documents
• False information results in exclusion from consideration.

• Contract execution and governing framework
• The successful bidder must complete and sign the written contract form, SBD 7.
• The procurement is governed by the PPPFA 2000, the Preferential Procurement Regulations, the General Conditions of Contract and any applicable Special Conditions of Contract.

• Confidentiality
• The successful bidder must sign a confidentiality agreement covering management of Land Bank data and information.
• Amendment rights
• Land Bank may amend the terms of reference at its sole and absolute discretion.
• FICA and PEP screening
• Comprehensive PEP screening will be conducted on the successful bidder.
• Personal information
• Submission consents to processing of bidder information by Land Bank or oversight stakeholders and to relevant third-party disclosure for oversight.
• The bidder must obtain any required consents and indemnifies Land Bank against claims, administrative fines, penalties or losses arising from the processing of submitted information.

• Provide proof of good standing with SARS through CSD or a SARS e-filing PIN before award.
• Provide proof of CSD vendor registration.
• SBD 4 (Bidder's Disclosure): complete every page, answer every question, mark inapplicable items where appropriate, sign and disclose all relevant interests and conflicts.
• A declared conflict or false disclosure can result in non-responsiveness or disqualification.
• SBD 6.1 (Preference Points Claim Form): complete and sign in full, including B-BBEE and subcontracting information.
• Complete the Vendor Accreditation Form.
• Complete and sign all supplier and disclosure forms and obtain a Commissioner of Oaths stamp.

• Two-stage evaluation
• Stage 1 checks detailed quotation and mandatory requirements. Any failure causes immediate disqualification; missing essential documents may be cured within 5 working days.
• Post-scoring risk review
• Confirm an active tax-compliant PIN, current CSD compliance and the absence of misrepresentation.
• Consider prior non-performance on Land Bank projects, tender-defaulter status, conflicts, fraud or corruption convictions, removal from a state contract for non-performance, and unduly high or low rates.
• The preferred bidder may be allowed to correct identified non-compliance; unresolved non-compliance by the close of negotiations allows award to the next-ranked bidder.

• Name: A Legwale
• Role: SCM, bidding-procedure and technical enquiries
• Email: [email protected]
• Submission emails
• [email protected]
• [email protected]
• Physical address