Appointment of a service provider for company secretarial and corporate governance support services in pietermaritzburg

Submit proposals via email to the SCM Unit by the closing date and time (refer to SBD 1). Mandatory returnables: CV of the proposed expert (Annexure A template, max 5 pages) with certified copies of qualifications; work plan and methodology for each scope area; original valid tax clearance certificate, tax PIN, and CSD Report; original or certified B-BBEE certificate or affidavit; completed and signed SBD forms (incomplete forms = disqualification); proof of CSD registration (CSD number must be included in proposal); pricing summary per deliverable (inclusive of VAT, taxes, and all charges); supporting documents for specific goal points claimed (SBD 6.1 must be completed); minimum one reference letter (on client letterhead, signed, with contact details). Failure to submit any mandatory returnable = disqualification. Proposals must be on the service provider's letterhead.

Evaluation sequence: initial screening for completeness; functionality assessment (70-point max, 49-point threshold required to proceed); price evaluation (80/20 preference points system). Functionality criteria: 1) Proposal and work plan (0-15 points: Poor=0, Satisfactory=10, Good=15); 2) Expert qualifications (15 points: Admitted Attorney/Masters/Honours + CGISA/ICSA=15, Bachelor's + CGISA/ICSA=10, other 3-year relevant=5); 2b) Experience (25 points: 0-5 years=5, 5-10 years=15, 10+ years=25); 3) Reference letters (15 points: 1 letter=5, 2-4 letters=10, 5+ letters=15). Price evaluation: 80 points for price, 20 points for B-BBEE/Specific Goals. KZNERA reserves the right to conduct a competency interview with the proposed expert. Non-compliance with mandatory returnables or failure to meet the 49-point threshold = disqualification.

Scope: Provide Company Secretarial and Corporate Governance Support Services to KZNERA and its Accounting Authority (Board) for 12 months, full-time at KZNERA Pietermaritzburg Office. Key deliverables: Board and Committee Secretarial Services: coordinate/administer all Board, sub-committee, and ad hoc meetings (scheduling, packs, agendas, logistics); attend meetings, record minutes/resolutions/action items, distribute approved minutes timeously; maintain rolling meeting calendar and forward agenda planner; manage declarations of interest, conflicts register, Board induction, and development programs; ensure quorum, recusal, and procedural compliance. Statutory Compliance: ensure KZNERA meets all statutory filing/reporting (PFMA, KZNERA legislation, Treasury Regulations, provincial laws); maintain/update statutory registers (Board members, interests, attendance, resolutions); monitor legislative changes; advise on policy/procedural updates; liaise with Office of the Premier, Provincial Treasury, and oversight authorities. Corporate Governance Framework: review/update Board Charter, committee terms of reference, delegation of authority (King IV/V, PFMA); develop/maintain governance framework, manual, and policy register; facilitate annual Board/committee performance self-assessment; compile report; support annual governance report for Annual Report; advise on King IV/V principles. Board Support: provide induction (orientation packs on fiduciary duties, PFMA, governance framework); advise Board/Chairperson on governance, ethics, and procedures; coordinate capacity-building opportunities. Reporting: report to CEO; work with GRC Team and EMT; present progress reports to EMT; hand over final deliverables (framework, policies, registers) for adoption. Travel: reimbursed at R4.50/km + actual tolls/parking (documented). No flights/accommodation unless entity-initiated.

Pricing: Fixed price for full scope (inclusive of VAT, taxes, all charges), broken down per deliverable (Section 4). Payment: Monthly, linked to deliverable completion. Travel reimbursement: R4.50/km + actual tolls/parking (documented). No flights or accommodation costs reimbursed unless initiated by KZNERA.

Mandatory compliance: valid tax clearance certificate, tax PIN, and CSD Report; proof of CSD registration (CSD number must be in proposal); original or certified B-BBEE certificate or affidavit; completed and signed SBD forms (incomplete = disqualification); supporting documents for specific goal points (SBD 6.1 must be completed); minimum one reference letter (on client letterhead, signed, with contact details). Functionality threshold: 70% (49/70 points) to proceed to price evaluation. Non-compliance with mandatory returnables = disqualification. Service provider must be registered on the National Treasury Central Supplier Database (CSD).