Objectives

The primary objective of this tender is to appoint a suitable and qualified service provider to provide the Department of Agriculture with access to conduct security and pre-employment screening for a period of 12 months. The service aims to facilitate background checks on personnel and companies, ensuring compliance with government vetting standards and enhancing security measures within the department.

Scope

The scope of work includes:

• Providing a web-based system accessible from anywhere to conduct background screening on personnel and companies.
• Generating user activity and management reports on system access and usage.
• Training departmental staff on system operation and access every three months, as needed.
• Conducting background checks covering areas such as citizenship, residence and work permits, qualifications (local and international), employment references, PSIRA checks, ID verification, driver’s license validation, deeds search, criminal record checks, credit record checks, and business interests.
• Providing support, maintenance, and system upgrades, including conflict of interest detection tools.
• Delivering monthly comprehensive management reports based on screening activities.

Technical Requirements

The technical specifications include:

• A secure, functional online background screening system capable of generating detailed reports and audit trails.
• Ability to validate personnel identity numbers and confirm their status within the Department of Home Affairs’ population register.
• Verification of driver’s licenses, deeds, criminal records, employment references, credit records, and business interests.
• Support for international verification processes where applicable.
• Provision of a conflict of interest investigation tool with support, maintenance, upgrade plans, and licensing in line with national tariffs, with escalations based on CPI.
• System turnaround time for results within 24 hours.
• Support for training departmental staff on system operation every three months, with documentation and support plans.

Skills Requirements

The service provider must demonstrate:

• Minimum of three (3) years’ experience in conducting security screening and background checks.
• Capability to support and maintain the screening system throughout the contract period.
• Provision of training to departmental staff on system use and updates.
• Ability to generate comprehensive reports and support audit and compliance requirements.
• Expertise in verifying personal and professional information, including biometric and manual criminal record checks, deeds searches, and business interests.
• Capacity to provide support, maintenance, and system upgrades, including conflict of interest tools, with escalation fees aligned to CPI.