Panel of accredited training service providers for workplace skills plan (3-year)

1.1 The purpose of these terms of reference is to establish a panel of service providers that meet the

requirements of this bid process to Education, Training and Development (ETD) services

encompassing generic, core and technical training services to the specific requirements of the

Department as and when required over a period of three (3) years.

2. INTRODUCTION AND BACKGROUND

2.1. Directorate Employee Development is responsible for consolidating the personal development

plans and developing the workplace skills plan that must be submitted to PSETA. The directorate

is also responsible for the implementation of the training plan for the officials in the department.

For this purpose, the Department implements training through Accredited Training Service

Providers to address the following:

▪ Personal development plan,

▪ Skills development,

▪ Addressing the poor performance identified through performance assessment

2.2. The Department intends to implement the personal development plan, provide skills development

and address the poor performance identified during the performance assessment. Accredited

training refers to training based on registered qualifications by SAQA, bearing credits. Training

is offered by providers accredited by the Sector Education and Training Authorities (SETAs),

Quality Council for Trade and Occupations (QCTO), the Department of Education (DoE), uMalusi

and CITI & Guilds, etc.

2.3. It is within this context that the Department of Forestry, Fisheries and the Environment

(DFFE/The Department) wishes to request interested and suitably qualified and accredited

Training Providers to express interest to be enlisted on the Department’s panel, which will be

used to source companies/organizations for appointment “as and when” a need arises.

2.4. Service providers can apply for more than one training intervention programme and will be

evaluated based on a set criteria, and qualifying providers will be listed in the Department’s panel

of providers to implement accredited trainings.

2.5. The final number of Service Providers enlisted to the panel will be dependent on the quality of

tenders submitted for the period of three years and the resultant scores achieved by the

respective bidders as defined later in this tender document.

2.6. Once the panel is established, a closed competitive process will be followed in line with the

Supply Chain Management policy. A fair and transparent process will be used for the selection

of the Service providers on the panel as and when required by the department.

2.7. The Service Providers may be afforded more than one contract. Allocation of 2nd and subsequent

contracts will depend on the service providers meeting capacity requirements and/or the previous

performance in delivering training to the Department.

2.8. The Service Providers will be afforded the opportunity to prove capabilities in the delivery of

training. Being part of the panel does not guarantee any work from the Department. Poor

performance by the service provider will result in the notification of such performance and will be

given an opportunity to rectify; failure thereof will lead to the termination of the contract and the

removal from the panel.

2.9. The Service Providers will be required to confirm the availability of specific resources like subject

specialists and facilitators as part of the training allocation and contracting process on an “as and

when required basis, such process is undertaken. Not having suitable resources at the time of

project allocation could result in a Service Provider being passed over until the next round of

training project allocations.

3. OBJECTIVES OF THE PROPOSAL

3.1 To invite relevant accredited training service providers to enlist their services on the Panel of

Accredited Training Service Providers for training intervention/ programmes listed on Annexure

A. Only Training Service Providers who are accredited in relevant unit standards will be

considered for enlistment purposes on an “as and when required basis” for a period of three (3)

years.

4. SCOPE AND EXTENT OF WORK

4.1. As indicated, the purpose of this bid is to get training accredited service providers to enlist their

services on the Department’s Panel, which will be utilised for appointment purposes on an “as

and when required basis”. The tasks to be carried out on the appointment are as follows, but not

limited to:

4.1.1. Offer accredited training in the form of skills programmes to officials on an “as and when

required basis.

4.1.2. Ensure that the training is facilitated, assessed, and moderated by suitably qualified

persons.

4.1.3. Ensure that the statement of results and competency certificates are issued to the

participants.

4.1.4. Plan, Organize, Lead, Control and Coordinate the training activities, such as venue, and

catering (where applicable), etc.

4.1.5. Issue reports on the templates and format prescribed by the department.

4.1.6. Administration of statutory requirements.

4.1.7. Comply with the contractual obligations for the training project.

4.1.8. Stakeholder engagements.

4.2. The specific training needs are given in detail and listed in Annexure A. The attached list of

accredited training interventions for the Department is not completely exhaustive, and it must be

understood that due to the ever-changing requirements as well as regulations, there may be a

need for additional services required and may be amended over the contract period.

4.3. The accredited service provider (s) will be responsible for the provision of all required content,

execution and delivery of the ETD services, which includes classroom/in contact training,

practicals and simulation, as well as on-job or workplace experience training.

4.4. The training required by the Department is diversified as listed below. To ensure that the panel

is effective and serves the appropriate needs, the Department has listed the training interventions

according to the areas of specialisation. Therefore, bidders are required to indicate their areas of

specialisation for which they will be considered for the training service.

4.5. Below is a list of training interventions:

ANNEXURE A: LIST OF ACCREDITED TRAINING INTERVENTIONS

REGISTRATION

# SAQA ID COURSE TITLE LEVEL NQF CREDIT PURPOSE REGISTERED

EXPIRY DATE DATE

1 EXECUTIVE DEVELOPMENT PROGRAMME

Executive Development Programme NQF Level 07

PROJECT MANAGEMENT2

Programme and Project Management NQF Level 03

Programme and Project Management NQF Level 04

Programme and Project Management NQF Level 05

Programme and Project Management NQF Level 06

Programme and Project Management NQF Level 07

FINANCE MANAGEMENT3

Finance for non-financial managers NQF Level 03

Finance for non-financial managers NQF Level 04

Finance for non-financial managers NQF Level 05

Financial management NQF Level 06

POLICY DEVELOPMENT4

Policy development NQF Level 04

Policy development NQF Level 05

Policy development NQF Level 06

PEOPLE MANAGEMENT AND EMPOWERMENT5

People Management and Empowerment NQF Level 06

STRATEGIC MANAGEMENT6

Strategic Management NQF Level 06

Strategic Management NQF Level 07

Strategic Management NQF Level 08

LEADERSHIP DEVELOPMENT7

Leadership Development NQF Level 07

Leadership Development NQF Level 08

CHANGE MANAGEMENT8

Change Management NQF Level 08

REGISTRATION

# SAQA ID COURSE TITLE LEVEL NQF CREDIT PURPOSE REGISTERED

EXPIRY DATE DATE

ADVANCE MANAGEMENT DEVELOPMENT PROGRAMME 9

Advanced Management Development Programme NQF Level 07

EMERGING MANAGEMENT DEVELOPMENT PROGRAMME10

Emerging Management Development Programme NQF Level 06

REPORT WRITING11

Report writing NQF Level 03

Report writing NQF Level 04

Report writing NQF Level 05

COMPUTER12

Computer Literacy (MS Word, MS Excel, MS PowerPoint) NQF Level 03

Computer Literacy (MS Word, MS Excel, MS PowerPoint) NQF Level 04

Computer Literacy (MS Word, MS Excel, MS PowerPoint) NQF Level 05

ADVANCED COMPUTER SKILLS13

Advanced Computer skills (Advanced MS Word, Advanced MS

Excel, Advanced MS PowerPoint) NQF Level 03

Advanced Computer skills (Advanced MS Word, Advanced MS

Excel, Advanced MS PowerPoint) NQF Level 04

Advanced Computer skills (Advanced MS Word, Advanced MS

Excel, Advanced MS PowerPoint) NQF Level 05

PRESENTATION SKILLS14

Presentation skills NQF Level 03

Presentation skills NQF Level 04

Presentation skills NQF Level 05

TIME MANAGEMENT15

Time management NQF Level 03

Time management NQF Level 04

Time management NQF Level 05

CONTRACT MANAGEMENT16

Contract Management NQF Level 05

REGISTRATION

# SAQA ID COURSE TITLE LEVEL NQF CREDIT PURPOSE REGISTERED

EXPIRY DATE DATE

MONITORING AND EVALUATION17

Monitoring and Evaluation NQF Level 05

Monitoring and Evaluation NQF Level 06

Monitoring and Evaluation NQF Level 07

CUSTOMER SERVICE18

Customer service NQF Level 03

Customer service NQF Level 04

Customer service NQF Level 05

BID COMMITTEE TRAINING19

Bid Specification Committee/Bid Evaluation Committee and Bid

Adjudication Committee NQF Level 05

4.6. Training programmes offered by the service provider must provide unit standards ID’s and/or credits

that fall within the primary focus area of the ETQA body of the relevant Sector Education and Training

Authority (SETA) or professional body.

5. TRAINING MATERIAL/RESOURCES

5.1. All training equipment’s and tools, training materials or hand-outs, visual enhancement and stationery

must be supplied by the training service provider for the purpose of teaching and learning.

5.2. Training service providers must indicate their capacity in terms of the number of qualified facilitators

available to render the training required.

5.3. The information must be presented as follows:

5.3.1 Number of facilitators who are contracted to present training supported by copies of CVs with

the relevant experience.

5.3.2 The Professional Registrations of Assessors and Moderators.

5.4. The Approach and Methodology, when required, must provide a detailed work/training implementation

plan with specific reference to the following:

5.4.1. Pre-Visits (Consultation with the Department authorised officials before the required training

session).

5.4.2. Customisation of material to the unit standards agreed upon during planning (how will the

content be relevant and suitable to the Department context).

5.4.3. Assessments (what and how will assessments be conducted).

5.4.4. Tracking of attendance (registers, etc.).

5.4.5. Training Reports (examples of Training Reports that must be submitted after each training

session).

5.4.6. Certification (what certification of competence will be issued).

5.4.7. Monitoring and tracking (how will the execution of the scope be tracked and presented to the

Department) and

5.4.8. Any other relevant submission not included above as may be required.

5.5 All training material must be:

5.5.1 In line with what was discussed with the Department officials in terms of requirements and

covering all unit standards as outlined in the contract.

5.5.2 Of high quality and bind accordingly (clearly visible, accurate, and in a good format - preferably

hard cover files).

5.5.3 At the correct standard required/provided by the SETA (in line with the NQF level and credits).

5.6 It must be noted that the Department, through the project coordinator, will provide service providers

enlisted on the panel who are awarded a training contract with the following:

5.6.1 All requirements regarding the type of training services needed.

5.6.2 Project start and end date for the required training services.

5.6.3 Instructions for all requirements, including special arrangements

5.7 The service provider must ensure that training is implemented as per the conditions of the contract.

5.8 The service provider must be able to produce and deliver/present/facilitate the training material in any

official South African language on an as and when required basis.

6 EXPECTED DELIVERABLES / OUTCOMES

6.1. Delivery of training as per scope, as and when required, as will be stipulated by the Department.

6.2. Production and delivery of periodic training reports (weekly, monthly, quarterly) and post each training

session or programme detailing the outcome of the session or programme, any issues, concerns, action

items, etc.

6.3. Production and delivery of a final report with an overview of the total work completed per purchase order

or assignment, and this must include a breakdown of each training session or programme, number of

trainees, costs, competency rate, etc. Note: the template will be prescribed by the Department.

6.4. The successful learners declared competent should be issued with competency certificates on project

completion.

7. PERIOD/DURATION OF PROJECT/ASSIGNMENT

7.1. The enlistment on the Panel will be valid for a period of three (3) years from the date of signature of the

enlistment letter.

8 INFORMATION / BRIEFING SESSION

8.1 Is the briefing session applicable? YES

8.2 Is it a compulsory briefing session? NO

8.3 The briefing session will be held as follows:

Date: 16 February 2026

Time: 11:00am-12:00pm

Venue: https://teams.microsoft.com/meet/34555954991317?p=osNXFCFDre4xL3SD7p

8.4 Request for clarification of the tender document, questions, or queries, if necessary, must be

submitted to the DFFE representative as listed under technical enquiries at least seven (07)

calendar days before the stipulated closing date and time of the tender in writing. However, DFFE

shall not be liable nor assume liability for failure to respond to any questions and/or queries raised

by the bidder.

9. COSTING / COMPREHENSIVE BUDGET

9.1 Bidders are not required to submit pricing or a quotation at this stage. The request for quotation (RFQ)

will be sent to service providers who will be successful in being included in a panel of service providers

as and when the service is required.

9.2 DFFE reserves the right to negotiate price with a recommended bidder identified in the evaluation

process without offering the same opportunity to any other bidder (s) who have not been

recommended.

9.3 The validity period is 120 days from the closing date of the bid. The department reserves the right to

extend the validity of the bid, where a written letter will be sent to every bidder who responds to the

bid. In terms of procedural fairness, the bidder will be allowed to respond, in writing, to the terms and

conditions of the bid and the bid price. Such acceptance of the terms and conditions of the bid and

bid price becomes legally binding in the procurement process. Any bidder that did not respond to the

extension of the bid validity period in writing will not be considered further for the bid upon the expiry

of the initial validity period.

9.4 Bidders are free to apply for any training where they have the capacity and capability to undertake

the task. Bidder must tick the training(s) they intend to bid, e.g. the bidder must tick the relevant box

YES/ NO.

9.5 The bidder must submit one (1) bid document. In case a bidder intends to bid for more than one

training, submit a valid accreditation certificate and /or accreditation letter (s) listing all the training

they are bidding for.

9.6 Bidder(s) must tick the relevant box YES/ NO below to indicate the training they are bidding for.

BIDDER PARTICIPATING

TRAINING DESCRIPTION

YES NO

Executive development programme

Project management

Finance management

Policy development

People management and empowerment

Strategic management

Leadership development

Change management

Advanced management development programme

Emerging management development programme

Report writing

Computer

Advance computer skills

Presentations skills

Time management

Contract management

Monitoring and evaluation

Customer services

Bid Specification Committee/Bid Evaluation Committee

training

10. EVALUATION CRITERIA

10.1 The evaluation for this bid will be carried out in the following three phases:

10.1.1 Phase 1: Pre-compliance

10.1.2 Phase 2: Mandatory requirements

10.1.3 Phase 3: Functionality Criteria

10.2 PHASE 1: PRE-COMPLIANCE

10.2.1 During this phase, bid documents will be reviewed to determine the compliance with SCM returnable

documents, tax requirements, and whether proof of registration on the Central Supplier Database

(CSD) has been submitted with the bid documents at the closing date and time of the bid.

10.2.2 The bid proposal will be screened for compliance with administrative requirements as indicated

below:

ITEM NO. ADMINISTRATIVE REQUIREMENTS CHECK/COMPLIANCE

1 Master Bid Document provided and bound

2 Electronic Copy (USB) Same as the master bid document

3 SCM - SBD 1 - Invitation to Bid Completed and signed

Attached CSD registration number/

Tax Compliance and CSD

4 Proof of CSD registration and/or

Registration

SARS Tax Pin

5 SCM - SBD 4 – Bidders Disclosure Completed and signed

SCM - SBD 6.1 - Preference Points

Claim Form in terms of the

6 Completed and signed

Preferential Procurement Regulations

2022

Valid B-BBEE Status Level

Verification Certificate issued by

SANAS, or Accredited

Verification Agency, or B-BBEE

No specific requirements found

B-BBEE Minimum Level: 07

B-BBEE Details: Certificate issued by CIPC, or a

Sworn Affidavit commissioned by

the Commissioner of Oaths

together with their bids

Submit a Medical Health

8 Disability confirmation (if applicable) Practitioner's Certificate confirming

the disability

In case of bids where Consortia /

Joint Ventures, Consortia/Joint

JV agreement completed and signed,

9 Venture agreement signed by both

if applicable

parties must be submitted with the

bid proposal

Letter of Authority to sign documents on

10 Completed and signed

behalf of the company.

10.3 PHASE 2: MANDATORY REQUIREMENTS

10.3.1 The following mandatory requirements will apply, and tenderers must submit all requirements

indicated hereunder with the bid documents at the closing date and time of the bid. During this

evaluation phase, the bidder’s responses will be evaluated based on the documents submitted under

mandatory requirements.

10.3.2 Bidders who fail to comply with the mandatory requirements will be disqualified and will not be

evaluated further on functionality criterion.

10.3.3 Bidders are required to complete the table below by answering YES or NO and attach proof of the

document listed in the table below:

Item No. MANDATORY REQUIREMENTS Proof attached

YES NO

Bidders must submit a valid accreditation certificate and /or

1 accreditation letter listing all the training they are bidding for.

10.4 PHASE 3: FUNCTIONALITY CRITERIA

10.4.1 Only bid proposals that meet mandatory requirements will be evaluated on functionality criteria.

10.4.2 Bidders must achieve a minimum score of 75% during Phase 3 (functionality/technical) of the

evaluation will qualify to be appointed in a panel of service providers.

10.4.3 The following functionality evaluation criteria and corresponding values and indicators will be

applicable when evaluating functionality:

GUIDELINES FOR FUNCTIONALITY: (GUIDELINES FOR CRITERIA

CATEGORY WEIGHT APPLICATION) CRITERIA

Bidders are required to provide a detailed project plan with A proposed

intermediate and final outputs and identified timeframes/ project plan,

milestones of the proposed methodology in Training. methodology and

A proposed project plan, methodology and management management of

of the project, which covers the following sub-headings: the project in

• Structured Work Breakdown: A logical breakdown of Training

tasks and activities.

• Defined Objectives: stated, measurable, and

achievable objectives.

GUIDELINES FOR

FUNCTIONALITY: (GUIDELINES FOR CRITERIACATEGORY WEIGHT

APPLICATION)CRITERIA

• Milestones and Deliverables: Specific, time-bound

milestones with corresponding deliverables.

• Timeframes: A project schedule outlining task

durations, dependencies, and deadlines.

• Resource Allocation: Identification of required

personnel, tools, and resources per task.

• Risk Management Approach: Identification of potential

risks with proposed mitigation measures.

Project plan, methodology, and project Indicator Weight

management in Training.

Project Plan and methodology, which covers

all six sub-headings with the indicated content 5

as listed above

Project Plan and methodology, which covers

five sub-headings with the indicated content 4

as listed above

Project Plan and methodology, which covers

four sub-headings with the indicated content 3

as listed above 15

Project Plan and methodology, which covers

three sub-headings with the indicated content 2

as listed above

Project Plan and methodology, which covers

less than three sub-headings with the 1

indicated content as listed above

No Project Plan and Methodology submitted 0

Criterion covers the experience of the proposed Team Leader/Project

Manager in Project Management (total duration of professional activity as

Project Manager/Team Leader in Project Management).

10 years’ experience and more 5

Experiences of a

7 years or above but less than 10 years’

Team Leader in 4

experience

Project

5 years or above but less than 7 years’ experience 3

Management 20

3 years or above but less than 5 years’ experience 2

2 years or above but less than 3 years’ experience 1

Less than 2 years’ experience or no experience 0

GUIDELINES FOR

FUNCTIONALITY: (GUIDELINES FOR CRITERIACATEGORY WEIGHT

APPLICATION)CRITERIA

Bidders must demonstrate that proposed facilitators hold the relevant

qualifications and valid registration/accreditation for training. To this end,

bidders must submit a completed Resource Allocation Analysis Tool

(Annexure C) indicating:

⦁ The names of all proposed facilitators.

⦁ Certified copies of relevant qualifications for each facilitator; and

⦁ Proof of registration/accreditation of each facilitator with at least one of

the following Sector Education and Training Authorities (SETAs)

Relevant qualifications for the Facilitators in

Indicator Weight

Human resources relation to training indicated in paragraph 9.7

capacity 5 Facilitators or more assigned to this project that 5

are registered

4 Facilitators assigned to this project that are

registered

3 Facilitators assigned to this project that are

registered

2 Facilitators assigned to this project for this unit

standard that are registered

1 Facilitator assigned to this project for this unit

standard that is registered

No Facilitators allocated for this unit standard that

are registered

Bidder(s) are required to demonstrate relevant experience and competency

of the company for all successfully completed projects. Bidder(s) should

submit full details of contactable reference letters on client letterhead, duly

signed and including the referee’s name, position, and contact details

positive reference letters on client letterhead, where successfully

completed projects were done in Training.

Company experience in successfully

Indicator Weight

managing projects in training.

GUIDELINES FOR

FUNCTIONALITY: (GUIDELINES FOR CRITERIA CATEGORY WEIGHT

APPLICATION) CRITERIA

5 successfully completed projects with 5 or more

contactable, duly signed positive reference letters, 5

and purchase orders or appointment letters

The service 4 successfully completed projects with 4

provider contactable, duly signed positive reference letters 4

experience, track and purchase orders or appointment letters

record and 3 successfully completed projects with 3

knowledge in contactable, duly signed positive reference letters 3

40 managing and purchase orders or appointment letters

training. 2 successfully completed projects with 2

contactable, duly signed positive reference letters 2

and purchase orders or appointment letters

1 successfully completed project with 1

contactable, duly signed positive reference and 1

purchase order or appointment letter

No successfully completed project 0

TOTAL POINTS ON FUNCTIONALITY 100

NB: Only bidders who achieve 75% or more points on functionality evaluation will be included in a panel.

10.5 PREFERENCE POINT SYSTEM 80/20

10.5.1 The 80/20 preference point system will be applicable when a specific training is procured from

the appointed panel.

10.5.2 Bidders are not required to submit pricing or a quotation at this stage. The request for quotation

(RFQ) will be sent to service providers who will be successful in being included in a panel of

service providers as and when the service is required.

10.5.3 The 80/20 preference point system will apply to the request for quotation process, where 80 is

for price and 20 for specific goals.

10.5.4 The following preference point system will be followed to advance the categories of persons:

a) For contracts with a Rand value up to R50 000 000, a maximum of 20 points may be

allocated for specific goals as contemplated above, provided that the lowest acceptable

tender scores 80 points for price.