Whistleblowing Hotline Services NEW

The South African Maritime Safety Authority (SAMSA) is seeking a qualified service provider to establish and manage an independent, confidential whistleblowing hotline for a three-year period. The service supports SAMSA's Whistleblowing Policy by giving employees, stakeholders, service providers and members of the public a secure channel to report suspected fraud, corruption and other misconduct, with the option to remain anonymous. The contract also requires the successful bidder to take over SAMSA's existing hotline telephone, SMS and fax numbers, including all transfer costs, so that the numbers remain unchanged and the service is not interrupted.

The scope of work requires a hotline operating 24 hours a day, 7 days a week, 365 days a year, with toll-free telephone, SMS, email and a secure online reporting form as minimum reporting channels. Any additional channels, such as WhatsApp or a mobile application, must be included in the price. Reports must be accepted in all official South African languages, either directly or through an interpreter. The provider must protect whistleblower anonymity and confidentiality in line with the Protected Disclosures Act, 2000 and the Protection of Personal Information Act, 2013 (POPIA), and must sign an agreement for the processing of personal information as an operator. Every report must be recorded in a secure case register with a unique reference number, category and risk rating, and referred to SAMSA's Risk Management Department within two working days, or within 24 hours for urgent or high-risk matters. The provider receives, records and refers reports only; it does not investigate allegations. The hotline, including the number transfer, must be fully operational within 30 days of appointment. Reporting obligations include urgent alerts within 24 hours, monthly performance reports, quarterly trend reports and quarterly service review meetings. At contract end, all records must be handed over securely and remaining copies deleted as instructed.

Evaluation is in two phases. Phase 1 is pass/fail on mandatory requirements: at least two reference letters from current or previous clients for whom the bidder has provided an independent whistleblowing hotline, dated within five years of the closing date, and a service proposal of no more than five pages addressing hotline operations, reporting channels, language availability, anonymity measures, an implementation plan and a sample monthly report. Phase 2 uses the 80/20 preference point system, with 80 points for price and 20 points for specific goals under the Preferential Procurement Regulations, 2022. Pricing must be in South African Rand and include a once-off set-up fee, a monthly service fee covering all costs, and VAT where applicable. Bids are emailed to rfqresponses@samsa.org.za by 11:00 on 19 November 2026, with the RFQ number in the subject line. Bidders should note that the cover page states a validity period of 60 days, while the pricing schedule states 90 days, and should confirm the applicable period with the contact person before submitting.