Company secretarial services for the film and publication board council and committees — 3-Year appointment

Compulsory briefing session

• Date: 23 October 2026 at 11:00.
• Venue: Microsoft Teams.
• Link: https://teams.microsoft.com/meet/3902992629511854?p=sYfho
• Attendance is compulsory; non-attendance disqualifies the bid.

Closing

• Closing date: 10 November 2026 at 11:00.

Other

• Publication date: 09 October 2026.
• Bid validity: 120 days from the closing date.

SCM enquiries

• Contact: Ms. Makhosazana Hlatshwayo
• Role: Supply Chain Management
• Email: [email protected]
• Telephone: 012 003 1400

Technical enquiries

• Contact: SCM
• Email: [email protected]
• Telephone: 012 003 1400

Clarification questions

• Direct all clarity-seeking questions to the Supply Chain Management Division at [email protected] so that responses can be shared with other bidders where applicable.

Submission address

Film and Publication Board (FPB)

Eco Glades 2

420 Witch Hazel Ave

Eco Park

Centurion 0169

Pretoria

Service delivery address

FPB premises, Eco Glades 2, 420 Witch Hazel Ave, Eco Park, Centurion 0169, as and when required.

Submission method

• Hand delivery or courier only. Electronic or online submission is not accepted.
• Deliver to the FPB tender box at reception, Film and Publication Board, Eco Glades 2, 420 Witch Hazel Ave, Eco Park, Centurion 0169 (Pretoria).
• Tender box is accessible weekdays, Monday to Friday, 08:00 to 16:00.
• Closing time: 11:00 on the closing date. Late bids are unacceptable.
• Sign the bid submission register at reception on delivery.

Packaging and copies

• Submit the original bid documents plus a USB containing the bid and supporting documents.
• The financial proposal must be in a separate sealed envelope clearly marked with the bidder's name.
• Complete documents in black pen, initial every page, and bind neatly.
• Attach all supporting documents and list them as annexures in the table of contents.

Returnable documents (non-submission disqualifies)

• Technical proposal: original, copy and USB.
• SBD 1 (Invitation to Bid): bidder details and offer cover page, completed and signed.
• SBD 4 (Declaration of Interest): discloses state employment or connections to the procuring institution.
• SBD 6.1 (Preference Points Claim Form): claims preference points for specific goals.
• SBD 3.3 (Pricing Schedule): fully completed with all applicable costs.
• Proof of CSD registration (MAAA) confirming tax compliance, no state employee involvement, and that the bidder is not a tender defaulter or restricted supplier.
• Fully completed company profile showing experience related to the terms of reference.
• Financial proposal in a separate sealed envelope.
• Proof of head office address.
• Certified copies of ID documents of all active directors.
• B-BBEE scorecard or sworn affidavit to claim B-BBEE preference points.
• Proof of authority to sign (board resolution, member resolution, partnership authorisation or joint venture authorisation, as applicable).

Disqualification risks

• Any mandatory document omitted or unsigned.
• Bid received after the closing time.
• Bid not deposited in the FPB tender box.
• Failure to attend the compulsory briefing session.

Submission

• Hand delivery or courier to the FPB tender box at reception, Eco Glades 2, 420 Witch Hazel Ave, Eco Park, Centurion 0169 (Pretoria).
• Tender box accessible weekdays, Monday to Friday, 08:00 to 16:00.
• Electronic or online submission is not accepted; bids not deposited in the tender box are rejected.
• Sign the bid submission register at reception.
• Submit the original documents plus a USB with the bid and supporting documents.

Mandatory documents (non-submission disqualifies)

• Technical proposal: original, copy and USB.
• SBD 1 (Invitation to Bid): bidder details and offer cover page, completed and signed.
• SBD 4 (Declaration of Interest): discloses state employment or connections to the procuring institution.
• SBD 6.1 (Preference Points Claim Form): claims preference points for specific goals.
• SBD 3.3 (Pricing Schedule): fully completed with all applicable costs.
• Proof of CSD registration (MAAA) confirming tax compliance, no state employee involvement, and that the bidder is not a tender defaulter or restricted supplier.
• Fully completed company profile showing experience related to the terms of reference.
• Financial proposal in a separate sealed envelope.
• Proof of head office address.
• Certified copies of ID documents of all active directors.
• B-BBEE scorecard or sworn affidavit to claim B-BBEE preference points.
• Proof of authority to sign (board resolution, member resolution, partnership authorisation or joint venture authorisation).

Evaluation stages

• Phase 1: pre-qualification against the mandatory returnable documents.
• Phase 2: functional evaluation out of 100 points.
• Phase 3: price and specific goals (preference points) for bidders who pass Phase 2.

Minimum qualifying score

• 70 out of 100 on functionality. Bidders scoring below 70 are not evaluated further.

Functionality criteria (100 points)

• Bidder Experience: 20 points. Reference letters from different public organisations (PFMA schedule entities) evidencing related Council secretariat work. Letters must be on company letterhead, dated, signed and carry a contactable email address. One letter scores 1; five or more score 5; no submission scores 1.
• Company Secretary Experience and Qualification: 25 points. Detailed CVs showing public sector Council Secretary experience. Two resources with 1 year scores 1; two resources with 5 or more years scores 5.
• Council Secretary Qualifications: 25 points. Only an admitted attorney with an LLB degree, a Legal Practice Council letter of good standing and valid CGISA accreditation scores; anything less scores no points.
• Methodology and Work Plan: 30 points. A methodology aligned to the scope of work with a work plan schedule scores 1; a detailed methodology with a work plan, deliverables, responsible personnel and timelines scores 5.

Scoring method

• Each criterion is scored 1 to 5 (Poor to Excellent).
• Weighted score = (score awarded ÷ 5) × criterion weight.

Preference points

• Price: 80 points.
• Specific goals: 20 points.
• Total: 100 points.
• Preference points for specific goals are forfeited if the required proof is not submitted with the bid.

Purpose

• Appointment of a company secretariat service provider to support the FPB Council and its governance committees for three years.
• Council comprises a chairperson, deputy chairperson and seven members, supported by three governance committees.

Council and committee meetings

• Develop the annual calendar and Council annual work plan.
• Issue meeting notices timeously and prepare agendas and supporting documents.
• Meeting volumes: 4 statutory meetings per year for each of 4 committees; 4 Council meetings per year; special meetings for Council and the 4 committees as and when required.
• Coordinate submission of reports to Council and committees and manage Council requests.
• Track actions requested by Council through to completion and report back.
• Draft accurate minutes and resolutions, communicate resolutions, and maintain action sheets.
• Prepare and update a matters-arising schedule after each meeting and monitor outstanding items.
• Administer written resolutions of Council in line with legislation and governance requirements.
• Facilitate the annual conflict-of-interest declaration process for Council and committee members and maintain the register.
• Administer Council members' remuneration claims under the applicable framework.
• Facilitate Council members' professional body membership and renewals.
• Provide secretariat support for special meetings held outside the approved calendar; these are billed separately as agreed.

Governance, legal and compliance

• Provide independent professional governance and secretarial advice to Council and committees, covering the FPB's enabling legislation, the PFMA, applicable regulations, the Companies Act and King V.
• Advise the Chairperson on governance, procedure and Council functioning.
• Review and amend governance documents and contracts.
• Provide general legal, governance and compliance advice to Council and the Chairperson.
• Liaise with FPB legal advisors, external legal advisors and executive management on legal work, litigation and other legal processes.
• Develop and update the corporate governance policy framework, including delegation of authority, Council code of conduct, Council charter, committee terms of reference and legislative compliance matrix.
• Oversee company-wide legislative compliance (Companies Act, King V) and report on compliance or non-compliance to Council and shareholders.
• Assist the CEO to develop a company-wide legislative compliance matrix.
• Manage compliance with the Companies Act and the Electronic Communications and Transactions Act for meeting documentation.

Statutory registers

• Maintain the register of Council and committee members and its index.
• Maintain minutes and the resolution register.
• Lodge required company forms with the Registrar of Companies, including annual returns, name or address changes and Council member resignations.
• Retain and maintain the company's statutory registers.

Training and induction

• Arrange skills training and induction for Council and committee members where necessary.
• Train Council members on fiduciary duties, corporate governance and relevant legislation.

Ad hoc tasks

• The provider must respond to ad hoc tasks as and when required, including Council and committee self-evaluations and independent external evaluations, standalone policy reviews arising from legislative or governance changes, King V readiness assessments and gap analyses, governance training and workshop facilitation beyond induction, printing and hard-copy production of meeting documentation, and external professional support at Council level.
• Maintain continuous liaison with Council members and FPB executive management on governance matters.
• Attend status and progress-update EXCO meetings.
• Report functionally to the CEO and remain accountable to Council.

Reporting and conduct

• Ordinary meetings are those in the approved Council annual work plan; special meetings outside that plan are billed separately as agreed and approved by the designated FPB representative.
• The provider is responsible for the conduct of its employees and subcontractor employees for the full contract period.
• The resources named in the company profile or whose CVs were evaluated must be the resources used for FPB work; replacements must be equally or more competent.

Bidders must submit a detailed methodology covering the approach to delivering each component of the scope of work, supported by a work plan.

• The work plan must specify deliverables, responsible personnel and timelines.
• Methodology and work plan carry 30 of the 100 functionality points; a methodology aligned to the scope with a work plan schedule scores 1, while a detailed methodology with work plan, deliverables, responsible personnel and timelines scores 5.
• The provider must attend status and progress-update EXCO meetings and report on work done.
• The provider reports functionally to the CEO and is accountable to Council.
• Ordinary meetings are those in the approved Council annual work plan; special meetings outside that plan are billed separately as agreed and approved by the designated FPB representative.

Assigned resource qualifications

• LLB degree.
• Proof of admission as an admitted attorney.
• Letter of good standing from the Legal Practice Council.
• Accredited certification with the Chartered Governance Institute of Southern Africa (CGISA).
• Only a resource meeting all four requirements scores on the Council Secretary Qualifications criterion (25 points).

Experience

• Detailed CV showing five years of relevant experience, including public sector governance and Council management.
• Knowledge of the PFMA, Treasury regulations, labour relations and governance codes.
• Company Secretary Experience and Qualification carries 25 points; two resources with 1 year of public sector Council Secretary experience scores 1, two resources with 5 or more years scores 5.
• Bidder Experience carries 20 points, evidenced by reference letters from different public organisations (PFMA schedule entities) on company letterhead, dated, signed and with a contactable email address.

Behavioural attributes required

• Strong written, verbal and presentation communication.
• Policy development and report writing.
• Confidentiality and integrity.
• Understanding of administrative functions and meeting procedures.
• Ability to operate at executive management level and work under pressure to strict deadlines.
• Computer literacy, interpersonal and relationship-building skills, and a motivated, energetic and assertive approach.

Pricing form

• SBD 3.3 (Pricing Schedule) must be fully completed with all applicable costs.
• Bidders must price two options: an hourly rate fee option and a retainer fee option; both must be priced and FPB may select either.
• The financial proposal must be submitted in a separate sealed envelope clearly marked with the bidder's name.
• Prices must include all applicable taxes and all delivery costs.
• The offer must remain valid for 120 days from the closing date.

Completion rules

• Complete the schedule in black ink.
• Do not erase or paint out an incorrect entry; strike through it, write the correct entry above in black ink and sign next to the correction.
• Where a fixed price applies, enter the amount in the price column only.
• Where a unit rate applies, enter the rate and multiply by the quantity to produce the price.
• Where a schedule of rates applies, enter the rate only and leave the other columns blank; the offer cannot include a total covering all items if any item is rate-only.
• Rate-only entries must not be used for work covered by other items.

Pricing format

• Bidders must price two options: an hourly rate fee option and a retainer fee option.
• Both options must be priced. FPB reserves the right to select either option.
• Pricing must be submitted in a separate sealed envelope clearly marked with the bidder's name.
• SBD 3.3 (Pricing Schedule) must be fully completed with all applicable costs.
• Prices must include all applicable taxes; all delivery costs must be included in the bid price.
• The offer must remain valid for 120 days from the closing date.
• Corrections to price schedule entries must not be erased or painted out; strike through the incorrect entry, write the correct entry above in black ink and sign next to the correction.

Insurance

• The successful bidder must have adequate professional indemnity and liability insurance in place on contracting.

Payment and subcontracting

• The service provider is responsible for delivering services through any subcontractors and for paying them.
• Special meetings outside the approved Council calendar are subject to a separate billing arrangement agreed between the parties.

Registration and tax

• Register on the Central Supplier Database (CSD) and provide the CSD number (MAAA).
• Submit a SARS tax compliance status PIN or a printed TCS certificate. Bidders who are tax non-compliant may be given 7 working days to rectify.
• Consortia, joint ventures and subcontractors must each submit a separate TCS certificate or PIN and CSD number.
• No bid will be considered from a person in the service of the state, a company with directors in state service, or a close corporation with members in state service.
• Bidders listed on the Register for Tender Defaulters or the List of Restricted Suppliers are automatically disqualified.

B-bbee

• Submit a B-BBEE status level verification certificate or a sworn affidavit (for EMEs and QSEs) to claim preference points.
• Preference points are forfeited if the required proof is not submitted with the bid.

Resource qualifications

• The assigned resource must hold an LLB degree, proof of admission as an admitted attorney, a letter of good standing from the Legal Practice Council, and accredited certification with the Chartered Governance Institute of Southern Africa (CGISA).
• A detailed CV showing at least five years of relevant experience, including public sector governance and Council management, is required.
• Experience must cover the PFMA, Treasury regulations, labour relations and governance codes.

Required forms

• SBD 1 (Invitation to Bid): bidder and contact details, signed as the offer cover page.
• SBD 4 (Declaration of Interest): discloses state employment or connections to the procuring institution; a false declaration disqualifies the bid.
• SBD 6.1 (Preference Points Claim Form): claims B-BBEE preference points.
• SBD 3.3 (Pricing Schedule): records the priced offer.
• SBD 7 (Contract Form): signed by the successful bidder.
• Proof of authority to sign: board resolution for companies, member resolution for close corporations, partnership authorisation, or joint venture authorisation.

Other obligations

• Comply with the SCM legislative framework and prescripts.
• Protect information in line with POPIA.
• Declare any potential conflicts of interest arising from other assignments that may impair independence.

Contract duration and scope

• Three years from contract signature, estimated at 600 hours per year (1800 hours over the term).
• Contract site is FPB premises, as and when required.

Performance and personnel

• The bidder is subject to annual review of satisfactory performance.
• The resources named in the company profile or whose CVs were evaluated must be the resources used for FPB work; replacements must be equally or more competent.
• The provider is responsible for the conduct of its employees and subcontractor employees for the full contract period.
• Subcontractors remain the provider's responsibility, including payment.

Insurance and compliance

• Adequate professional indemnity and liability insurance must be in place on contracting.
• The provider must comply with the SCM legislative framework and prescripts and protect information in line with POPIA.

Obligation and confidentiality

• No legal obligation arises until both parties sign a formal contract or service level agreement.
• All material received from FPB or stakeholders, and any analyses based on it, must be kept confidential, used only for this assignment, shared only on a need-to-know basis, and remains FPB property.
• Bidders must declare any potential conflicts of interest that may impair independence.
• Non-compliance with the listed obligations disqualifies the bid.

Bidders must declare any potential conflicts of interest arising from other assignments or involvement that may impair their independence.

• The resources named in the company profile or whose CVs were evaluated must be the resources used for FPB work; replacements must be equally or more competent.
• The successful bidder must have adequate professional indemnity and liability insurance in place on contracting.
• Special meetings outside the approved Council annual work plan are billed separately as agreed and approved by the designated FPB representative.
• Non-compliance with the listed contractual obligations disqualifies the bid.

Pre-qualification requirements

• Register on the Central Supplier Database (CSD) and provide the CSD number (MAAA).
• The CSD record must confirm tax compliance, that no government employee is employed by the bidder or is a shareholder or board member, and that the bidder is not on the list of tender defaulters or restricted bidders.
• Tax non-compliant bidders may be given 7 working days to rectify their status.
• Submit a fully completed company profile showing experience related to the terms of reference.
• Submit the financial proposal in a separate sealed envelope.
• Submit proof of head office address and certified ID copies of all active directors.
• Submit a B-BBEE scorecard or sworn affidavit to claim preference points.
• Failure to submit any mandatory document results in disqualification.

Functional evaluation (Phase 2) is scored out of 100 points; a minimum of 70 points is required to proceed to Phase 3 (price and specific goals).

• Bidder Experience: 20 points, based on reference letters from different public organisations (PFMA schedule entities) for related Council secretariat work; letters must be on company letterhead, dated, signed and carry a contactable email address.
• Company Secretary Experience and Qualification: 25 points, based on detailed CVs showing public sector Council Secretary experience; two resources with 1 year scores 1, two resources with 5 or more years scores 5.
• Council Secretary Qualifications: 25 points; only an admitted attorney with an LLB degree, Legal Practice Council letter of good standing and valid CGISA accreditation scores.
• Methodology and Work Plan: 30 points; a methodology aligned to the scope with a work plan schedule scores 1, while a detailed methodology with work plan, deliverables, responsible personnel and timelines scores 5.
• Each criterion is scored 1 to 5; weighted score = (score awarded ÷ 5) × criterion weight.