Specialised secretarial services for atm council meetings – 3-Year hourly contract

The ATM is a Schedule 3A public entity under the PFMA, requiring professional secretarial services for its Council. The contract is for three years, subject to fund availability, satisfactory performance, and annual reviews. Extension possible under written agreement, continued need, funds, performance, and ATM approval. The service provider will provide hourly-based secretarial and administrative support, including preparation, coordination, documentation, and follow-up of council meetings and related activities.

Closing date and time: 07 August 2026 at 11:00. No compulsory briefing session is mentioned.

For bidding procedure and CSD enquiries: Contact person Fabian Ontong (Finance Assistant). Telephone: 021 872 3441. Fax: 021 872 3642. Email: [email protected]. For technical enquiries: Contact person Rodene Williams. Telephone: 021 872 3441. Fax: 021 872 3642. Email: [email protected]. Physical submission address: Historium Building, 11 Pastorie Avenue, Paarl, 7646.

Submit your quotation in a file with dividers between each schedule, punched and formatted as per the checklist. The submission address is the Historium Building, 11 Pastorie Avenue, Paarl. The closing date is 07 August 2026 at 11:00. Late, incomplete, or non-compliant submissions will not be considered. You must include all required documents: CSD registration number, original valid tax clearance certificate, original valid B-BBEE certificate, certified proof of company registration, and completed and signed SBD forms 1, 3.3, 4, 6.1, 6.2, 7.2, 8, 9, and GCC initialised on each page. Failure to provide any of these will lead to immediate disqualification. The ATM reserves the right not to accept any proposal and is not obliged to accept the lowest price. Prior to award, the ATM will check the National Treasury database for restricted suppliers or tender defaulters.

The service provider will deliver professional secretarial services to the ATM Council on an hourly basis. Scope includes planning, coordination, administration, documentation, and follow-up of all council-related matters. The service provider reports to the CEO/Director. Specific duties: Attend a minimum of four Council meetings per year plus additional meetings as required; coordinate meetings and logistics; prepare and distribute agendas; take and record minutes; prepare and distribute draft and final minutes. Provide administrative support: manage official Council correspondence; organise, control, and securely maintain documentation; maintain Council registers and records; ensure compliance with legislation and governance requirements. Follow up on Council resolutions: maintain a resolutions register; monitor progress and prepare follow-up reports; track deadlines and responsibilities. Provide strategic and governance support: assist during strategic sessions, workshops, and special meetings; contribute to the ATM's Annual Report; facilitate professional communication with stakeholders; support governance and compliance matters. Reporting requirements: submit minutes of all meetings; quarterly progress reports on Council activities and follow-up actions; updated Council resolutions registers; any additional reports requested by the CEO/Director.

Your proposal must include a technical proposal outlining your approach to delivering the services.

The service provider must have: minimum three years' proven experience in secretarial, executive support, governance, or corporate administrative services; experience in taking minutes and preparing professional meeting records; experience in reporting and administration within the public sector or similar environments; sound understanding of relevant legislation, governance processes, and corporate governance practices; proficiency in Microsoft Office (Word, Excel, Outlook, PowerPoint); excellent organisational, administrative, and communication skills; full bilingualism in English and Afrikaans; at least three contactable references for similar services rendered in the past five years.

Complete the SBD 3.3 pricing schedule. Provide: a ceiling price for the project; hourly/daily rates for each person involved; cost per phase and man-days; details of travel and other expenses (rate, quantity, amount). Rates must be firm for the full contract period unless otherwise stated. All applicable taxes (VAT, PAYE, income tax, UIF, skills levies) must be included.

Payment is based on approved hours worked. Submit detailed timesheets with each invoice. The hourly rate must include all normal administrative costs. Any additional costs require prior written approval from the ATM. Rates will remain fixed for the contract duration unless otherwise agreed in writing. Payments follow the ATM's payment policies and contractual conditions. Prices must remain valid for a minimum of 60 days and include VAT where applicable. The pricing schedule (SBD 3.3) requires: a ceiling price for the project; hourly/daily rates for personnel involved; cost per phase and man-days; details of travel and other expenses (only actual costs recoverable with proof).

Mandatory for consideration: Valid tax compliance status issued by SARS; registration on the Central Supplier Database (CSD); completed and signed applicable SBD forms; certified copy of company registration documents or valid ID (where applicable); B-BBEE certificate or sworn affidavit (where applicable). Only service providers meeting all minimum requirements and registered on the CSD will be considered. The ATM will verify tax compliance via the SARS PIN or TCS certificate. Bidders must submit their CSD number. No bids will be considered from persons in the service of the state or companies with directors/members in the service of the state.

The ATM may terminate the contract if performance is unsatisfactory, contract requirements are not met, funds are no longer available, or a material breach occurs. The ATM reserves the right to amend RFQ conditions, validity, specifications, or closing date before closure; not appoint any service provider; vary terms before adjudication; not accept the lowest or any proposal; award the RFQ in whole or in part without reasons; and cancel or withdraw without liability. The service provider's proposal acceptance is subject to the terms in the RFQ document.