Government Pensions Administrations

Government Pensions Administrations

(GPAA)

TERMS OF REFERENCE

Provision of appointment of service provider for the Individual and Company Screening for 3 years.

ALL BID DOCUMENTS TO BE DEPOSITED AT THE TENDER BOX SITUATED AT THE RECEPTION AREA AT:

34 HAMILTON STREET

PRETORIA ARCADIA

PENSION ADMINISTRATION BUILDING

If the bid document is too large to fit in a Tender Box an official from the Demand and Acquisition section of the Supply Chain Management Directorate may be contacted at the following e-mail address:

Mr William Ramoroka

E-mail:

E-mail:

1.INTRODUCTION

1.1Government Pensions Administration Agency (GPAA) was established in 2010, in terms of section 7A (4) of the Public Service Act of 1994. The GPAA is responsible for managing and administering pensions and other benefits for government employees in South Africa.

1.2In terms of the General Intelligence Laws Amendment Act, 2013 (Act No. 11 of 2013). 2A. (1) the relevant members of the National Intelligence Structures may conduct a vetting investigation in the prescribed manner to determine the security competency of a person if such a person is:

a)employed by or is an applicant to an organ of state; or

b)rendering a service or has given notice of intention to render a service to an organ of state, which service may:

1. give him or her access to classified information and intelligence in the possession of the organ of state;
2. give him or her access to area designated national key points in terms of the National Key Points Act, 1980 (Act No. 102 of 1980).

1.3The services will be rendered from a dedicated service station to be set up within the premises of the GPAA Head Office located at 34 Hamilton Street, Pretoria.

2.PURPOSE

2.1The GPAAis seeking to appoint a sufficiently experienced service provider to provide screening services for a person who is employed or is an applicant and or a person who is rendering a service or has given notice of intention to render a service to GPAA.

3.OBJECTIVES

The main objective of proposing to appoint the service provider for vetting investigation is to:

3.1Ensure compliance with the provisions of the General Intelligence Laws Amendment Act, 2013 (Act No. 11 of 2013) for the purpose of vetting investigation,

3.2Develop and effectively implement personnel and service provider screening procedure,

3.3Ensure information security compliance with the Minimum Information Security Standards (MISS), and

3.4Enhance the support of the security personnel’s performance in conforming to local and international security standards.

4.SCOPE OF SERVICES

4.1SPECIFICATION FOR INDIVIDUAL/ CONSUMER TRACE/ ENQUIRY

4.1.1The service provider should have the ability to trace an individual by means of any of the following criteria:

Note that a “NO” will render your bid non-responsive and will lead to disqualification.

Description / Yes / No / Comment
ID Number
Passport Number
Name and Surname

4.1.2The service provider should have the ability to provide the following data:

Description / Yes / No / Comment
Account Information
Enquiry Information
Notice Information
Judgment Information
Default Information
Full names or aliases of individuals
Citizenship Verification
Known, associated and or historical contact numbers
Known, associated and or historical contact numbers
Employer Information

4.2Online Trace:

Description / Yes / No / Comment
Criminal Record Checks - Finger print record checks
Qualification verification

4.3COMPANY SCREENING SPECIFICATION

The Service Provider must be able to provide the GPAA with a company screening service. Below is a list of requirements/specification that the service provider would be expected to perform in terms of data elements:

4.3.1Level One Report

Description / Yes / No / Comment
Companies and Intellectual Property Commission (CIPC) updated daily
Non-researched report containing the CIPC data on the company, a credit risk rating, principal clearance, Judgment file, consumer clearance on principals on an unlimited access basis per annum
Complete Court Judgement File
Provisional and final liquidations and sequestrations
Notarial Bonds
Sales and transfers of Business
Deeds Office–direct link
Bank Codes–status/level of suppliers in respect of their account
Companies and Intellectual Property Commission (CIPC)–updated
Non-researched report containing the CIPC data on the company, a credit risk rating, principal clearance, Judgment file, consumer clearance on principals on an unlimited access basis per annum
Complete Court Judgement File
Provisional and final liquidations and sequestrations

4.3.2Level Two Report:

Description / Yes / No / Comment
Business details, including trading names, contact details, addresses, registration and VAT numbers, and financial year-end
Statutory information includes name of company, registration number and date
Company structure, includes holding and subsidiary companies
Principal details, including a list of their associated companies, current and previous
Active principals, including ID verification, Score, judgements, as well as current and previous business interests and property and bonds
Non-active principals’ names, ID numbers, appointment dates, designations, interests and share size, as well as addresses
Operations and history includes a branch, import & export summary, fleet and staff details
Bank code and banker’s history reflecting any unfavourable information over an extended period and at the same time indicating the bank’s opinion based on various amounts of credit and terms over a period of time. The banking details should include previous enquiries and enquiry terms
Financial information summary
At-a-glance summary of report highlights
Addresses and auditors
Premises summary
Payment analysis includes four trade references which reflect payment trends to specified suppliers over an extended period
Civil court record/s
Enquiry analysis – this information indicates a company’s credit activity, as well as the credit amount for which the company has applied

4.3.3Level Three Report:

Description / Yes / No / Comments
Level Three Report are specialised and detailed researched reports in the fields of accounting, auditing, forensics, financial analysis and business reporting
Financial Information including bank information, judicial information, guarantees that have been issued by third parties for GPAA, Financial Statement and Ratios Reporting, scoping exercise for strategic clients and Holding Company information
International and Local Industry Analysis, which enables GPAA to understand where the specific company fits into the industry or where the industry is experiencing financial strain
Production information of the entities for the current year and projected production for the next three years
News and media reports on companies that can negatively or positively influence decisions
Competition Commission rulings or cases that have been registered against the entity
Management Reporting and Participation
Corporate Governance and Internal Control Reporting, with regards to, regulatory standards
King Reports on Corporate Governance within South Africa, Management and Internal Audit
Product and trade information with regards to, nature of business, client demographics, base stability and classification including current and prospective product offering.

4.4PROVIDE REPORTS

Description / Yes / No / Comment
Ability to print the data as displayed (hard copy, email or PDF)

5.PROVISION OF RESOURCES

5.1The service provider shall provide two (2) Morphotouch for fingerprint verification or identification,

5.2The GPAA shall provide personal computer for Morphotouch connection and processing of consumer and company screening reports, and

5.3Training shall take place in line with the GPAA policies and government directives.

6.EVALUATION CRITERIA

Item No / Evaluation Criteria Items
90/10 Principle / Weight
A / Phase 1: Administrative compliance / The following compulsory statutory documents:

• A valid National Credit Regulator (NCR) with the registration number;
• Completed SBD1;
• Valid Original Tax Clearance Certificate (SBD 2);
• Completed SBD 3.1;
• Completed SBD 4;
• Completed SBD 6.1;
• Completed SBD 8;
• Completed SBD 9;

• Pricing proposal; and
• Attendance of compulsory briefing session.

Failure to comply with the administrative required documents will render your bid non-responsive and will lead to disqualification.
B / Phase 2: Functionality

1. Track record and

previous experience /

• Minimum 5 years’ experience in delivering projects of Individual and Company Screening. The bidder’s past experience in delivering services of a similar nature and scale within the timelines specified. Pre-employment screening will be requested by the GPAA to test professional skills and pleasant personality of the assigned personnel.

• 3 reference letters of awards from previous and current clients showing capability in the Individual and Company Screening;

• The value of projects of R1 Million and above must have been rendered in the field of Individual and Company Screening Services at least one confirmed by reference or award letter.

The service provider must demonstrate if they have necessary capacity to provide the required service, this may include but not limited to the following resources:

• Equipment, Bidder to include a separate sheet detailing the capacity (asset register, tools) to deliver the service.

/ 20
20
15
15

1. Capability

/ The ability to demonstrate technical
capability, clear planning.
1. Technical Approach: The ability to demonstrate technical, clear planning, project management, quality controls (detailed project plan with timelines for the duration of the tender (period of three (3)years).
2. Capability: The experience of Third Level Report Analyst (2-3 years relevant work experience in analysing or operations in Third Level Reports and curriculum vitae attached).
Tertiary qualification equivalent to NQF 6 (Business Administration coupled with Credit Management studies at least Part One level, Security Risk Management or Finance Studies). / 20
10
NB Minimum 60% qualifications on functionality.
For purpose of evaluating functionality, the following values will be applicable:
1= / Poor / Will not be able to fulfil the requirements
2= / Average / Will partially fulfil the requirements
3= / Good / The bidder will be able to fulfil the requirements
4= / Very Good / The bidder will be able to fulfil better in terms
of the requirements
5= / Excellent / Fully fulfil in terms of the requirements
C / Total Functionality
Phase 3: Preference and Price
Price score
B-BBEE level score
Total score on preference and price

7.SCOPE OF REQUIREMENTS

7.1The GPAA is inviting accredited service providers that are members of the South African Credit and Risk Reporting Association (SACRRA) then credit provider association certificate.

7.2The service provider should be able to demonstrate an understanding of the GPAA's requirements and come up with an appropriate work plan and overall approach on how to meet these requirements.

7.4The service provider shall provide the latest audited financial report that shows financial position which will be such that they should be able to cover costs even before payment.

7.5The service providershall guarantee the delivery of products and services in accordance with the performance standards required and service levels.

7.6The service provider should have in its current office all the necessary equipment and facilities and sufficient number of experienced and professional trained experts and staff to handle the GPAA requirements.

8. BRIEFING SESSION

8.1A compulsory briefing session will be held at the GPAA Head Office 34,Hamilton Street, Arcadia, Pretoria. Travel and accommodation costs will be for the service provider's account.

9.DISCLAIMER

9.1The GPAA reserves the right not to appoint a provider and is also not obligated to provide reasons for the rejection of any proposal.

SBD1

INVITATION TO BID

YOU ARE HEREBY INVITED TO BID FOR REQUIREMENTS OF GOVERNMENT PENSIONS ADMINISTRATION AGENCY (GPAA)

BID NUMBER: GPAA 26/2015CLOSING DATE: 16 October 2015

CLOSING TIME: 11:00am

DESCRIPTIONRender Individual and Company Screening services for the period of three years.

THE SUCCESSFUL BIDDER WILL BE REQUIRED TO FILL IN AND SIGN A WRITTEN CONTRACT FORM (SBD7.1 / SBD7.2 / SBD7.3)

BID DOCUMENTS MAY BE POSTED TOORDEPOSITED IN THE BID BOX SITUATED AT GEPF ADDRESSED TO:

The CEO: Government Pensions Administration Agency (GPAA)

Bid Administration

34 HAMILTON STR

ARCADIA

PRETORIA, TSHWANE

0001

Bidders should ensure that bids are delivered timorously to the correct address. If the bid is late, it will not be accepted for consideration.The bid box is generally open 8 hours a day between 08:00 to 16:30, Monday to Fridays.

ALL BIDS MUST BE SUBMITTED WITH THE STANDARD FORMS – (NOT TO BE RE-TYPED)

THIS BID IS SUBJECT TO THE GENERAL CONDITIONS OF CONTRACT (GCC) AND, IF APPLICABLE, ANY OTHER SPECIAL CONDITIONS OF CONTRACT

THE FOLLOWING PARTICULARS MUST BE FURNISHED (FAILURE TO DO SO MAY RESULT IN THE BID BEING DISQUALIFIED) ALL STANADARD BIDDING DOCUMENT AS ATTACHED

NAME OF BIDDER……………………………………………………………………………………………………………

POSTAL ADDRESS………………………………………………………………………………………………………….

STREET ADDRESS…………………………………………………………………………………………………………

TELEPHONE NUMBER CODE……………NUMBER……………………………………………….

CELLPHONE NUMBER…………………………………

FACSIMILE NUMBERCODE ………… NUMBER…………………………………

VAT REGISTRATION NUMBER …………………………………………………………………………

HAS A TAX CLEARANCE CERTIFICATE BEEN SUBMITTED (SBD2)?YES/NO

SIGNATURE OF BIDDER ……………………………………………………

DATE……………………………………………………

CAPACITY UNDER WHICH THIS BID IS SIGNED……………………………………………

SBD 2

TAX CLEARANCE CERTIFICATE REQUIREMENTS

It is a condition of bid that the taxes of the successful bidder must be in order, or that satisfactory arrangements have been made with South African Revenue Service (SARS) to meet the bidder’s tax obligations.

1 In order to meet this requirement bidders are required to complete in full the attached form TCC 001

“Application for a Tax Clearance Certificate” and submit it to any SARS branch office nationally. The Tax Clearance Certificate Requirements are also applicable to foreign bidders / individuals who wish to submit bids.

2 SARS will then furnish the bidder with a Tax Clearance Certificate that will be valid for a period of 1 (one) year from the date of approval.

3 The original Tax Clearance Certificate must be submitted together with the bid. Failure to submit the original and valid Tax Clearance Certificate will result in the invalidation of the bid. Certified copies of the Tax Clearance Certificate will not be acceptable.

4In bids where Consortia / Joint Ventures / Sub-contractors are involved, each party must submit a separate Tax Clearance Certificate.

5 Copies of the TCC 001 “Application for a Tax Clearance Certificate” form are available from any SARS branch office nationally or on the website

6 Applications for the Tax Clearance Certificates may also be made via eFiling. In order to use this provision, taxpayers will need to register with SARS as eFilers through the website

SBD3.1

PRICING SCHEDULE – FIRM PRICES

NOTE:ONLY FIRM PRICES WILL BE ACCEPTED. NON-FIRM PRICES (INCLUDING PRICES SUBJECT TO RATES OF EXCHANGE VARIATIONS) WILL NOT BE CONSIDERED

IN CASES WHERE DIFFERENT DELIVERY POINTS INFLUENCE THE PRICING, A SEPARATEPRICING SCHEDULE MUST BE SUBMITTED FOR EACH DELIVERY POINT.

Name of bidder……………………………………Bid numberGPAA 26/2015
Closing Date: 16 October 2015 at 11h00am.

OFFER TO BE VALID FOR 120DAYS FROM THE CLOSING DATE OF BID.

Item No / Quantity / Description / BID PRICE IN RSA CURRENCY
YEAR 1 / YEAR 2 / YEAR 3 / TOTALS (Year 1, 2 &3)
A / As when requested / Consumer Checks:
The service provider should have the ability to provide the following data: / Unit price at instant access to database / Unit price at instant access to database / Unit price at instantaccess to database
Account Information / R / R / R / R
Enquiry information / R / R / R / R

• Judgement Information

/ R / R / R / R
Notice Information / R / R / R / R
Default Information / R / R / R / R
Employer information / R / R / R / R
Full names or aliases of individuals / R / R / R / R
Known, associated and historical contact numbers / R / R / R / R
Citizenship verification / R / R / R / R
Total Consumer Checks for three years (Item No A) / R
1.2 Online Trace
Item No / Quantity / Description / Year 1 / Year 2 / Year 3 / Totals (Year 1,2 & 3)
B / As when requested / Criminal record checks / Unit price at standard delivery of 24hrs (2 working days) / Unit price at standard delivery of 24hrs (2 working days) / Unit price at standard delivery of 24hrs (2 working days)
R / R / R / R
As when requested / Qualification Verification / Unit price at standard delivery of 24hrs (2 working days) / Unit price at standard delivery of 24hrs (2 working days) / Unit price at standard delivery of 24hrs (2 working days)
R / R / R / R
Online Trace Totals for three years (Item No B) / R

1. Company Screening Information

2.1 Level One Company Screening Information
Item No / Quantity / Description / Year 1 / Year 2 / Year 3 / Totals
C / As when requested / Level One Report / Unit price at standard delivery of 24 hrs (2 working days) / Unit price at standard delivery24 hrs (2 working days) / Unit price at standard delivery 24 hrs(2 working days) / (Unit prices Year 1,2 & 3)
R / R / R / R
Level One Totals for three years (Item No C) / R
2.2 Level Two Company Screening Information
Item No / Quantity / Description / Year 1 / Year 2 / Year 3 / Totals (Year 1,2 &3)
D / As when requested / Level Two Report / Unit price at standard delivery of 3 working days / Unit price at standard delivery of 3 working days / Unit price at standard delivery of 3 working days / (total of unit price only)
R / R / R / R
Level Two Totals for three years (Item No D) / R
2.3 Level Three Company Screening Information
Item No / Quantity / Description / Year 1 / Year 2 / Year 3 / Totals (Year 1,2 &3)
E / As when requested / Level Three Report / Unit price at standard delivery of One Week (five working days) / Unit price at standard delivery of One Week (five working days) / Unit price at standard delivery of One Week (five working days) / (total of unit price only)
R / R / R / R
Level Three Totals for three years (Item No E) / R

1. Print data as displayed

Item No / Quantity / Description / Year 1 / Year 2 / Year 3 / Totals (Year 1,2 &3)
F / As when requested / Report data / R / R / R / R
Total Report data (Item No F) / R
SUB-TOTAL (totals of units less vat) / R
VAT / R
GRAND TOTAL OF THE TENDER VAT INCLUSIVE(Items No’s A,B,C,D,E &F) / R

Required by:GPAA /CEO

At:34 Hamilton str

Brand and model………………………………….

Country of origin………………………………….

Does offer comply with specification?*YES/NO

If not to specification, indicate deviation(s)………………………………….

Period required for delivery………………………………….

*Delivery: *FIRM/NOT FIRM

Delivery basis………………………………….

Note:All delivery costs must be included in the bid price, for delivery at the prescribed destination.

* Delete if not applicable

SBD 4

DECLARATION OF INTEREST

1.Any legal person, including persons employed by the state¹, or persons having a kinship with persons employed by the state, including a blood relationship, may make an offer or offers in terms of this invitation to bid (includes a price quotation, advertised competitive bid, limited bid or proposal). In view of possible allegations of favouritism, should the resulting bid, or part thereof, be awarded to persons employed by the state, or to persons connected with or related to them, it is required that the bidder or his/her authorised representative declare his/her positionin relation to the evaluating/adjudicating authority where-