Company secretary support services for NHFC (12-Month contract)

• NHFC is a national public entity and development finance institution established in 1996, operating under the PFMA.
• It provides wholesale funding for affordable housing.
• This RFQ seeks a company to provide interim company secretarial support for 12 months to the NHFC Board.

• Closing Date: 19 June 2026.
• Closing Time: 11:00 AM.

• For bid submission and enquiries: Email [email protected].
• Contact Person: Ms Kamogelo Dagane.

• Submit your bid via email to [email protected] before the closing date and time.
• The entire RFQ document must be converted to a single PDF file and submitted.
• Use the official forms provided; do not retype them.
• Include all mandatory returnable documents; failure to submit any will result in disqualification.
• Mandatory documents include: Annexure 1 (Tax Compliance PIN), Annexure 2 (Company Registration), Annexure 3 (B-BBEE Certificate/Affidavit), Annexure 4 (CSD Report), Annexure 5 (SBD1), Annexure 6 (Pricing Schedule), Annexure 7 (SBD4), Annexure 8 (SBD6.1), Annexure 9 (Directors' IDs), Annexure 10 (Signed GCC).
• The soft copy submitted via email serves as the legal bid contract document.
• Late submissions will not be accepted.
• Do not canvass any NHFC or SCM officials between closing and award date; this leads to disqualification.
• Bids are valid for 60 business days from the closing date; you may be asked to extend this period.
• If you receive no communication within the validity period, consider your bid unsuccessful.

via email before the closing date. Please complete the checklist below to verify your submission of the relevant documents: Schedules Description Submitted – Indicate

• Service Required: Provision of company secretary support services for 12 months.
• Key Deliverables:
• Convene, attend, and minute Board, Board committee, and Annual General Meetings.
• Prepare and circulate agendas, meeting packs, and resolutions.
• Handle Board administrative responsibilities.
• Maintain statutory registers and records in compliance with the Companies Act.
• Ensure timely statutory filings with CIPC and other regulators.
• Advise the Board on corporate governance, compliance, and regulatory requirements.
• Provide legal advice on governance and compliance matters.
• Draft, review, and update company policies, Board charters, and governance documentation.
• Facilitate director induction, training, and performance evaluations.
• Manage disclosure and communication with shareholders and stakeholders.
• Monitor legislative changes and update the Board.
• Assist with integrated report governance disclosures.
• Support implementation of governance frameworks.
• Safeguard confidential information and act with integrity.
• The resource must be available full-time, Monday to Friday, 09:00 to 17:00, with extended hours as needed for meetings.
• The appointed company reports to the Acting Company Secretary.

• Past Experience: Demonstrate by providing at least three contactable reference letters for similar company secretarial services completed within the past eight years (2018–2026). Letters must be on client letterhead, signed, and include client satisfaction and contact details.
• Key Personnel: The proposed resource must have an NQF level 8 qualification (e.g., LLB or legal/compliance qualification) and combined experience in the public sector. Points are awarded based on years of experience: 25+ years (40 points), 15–24 years (30 points), 10–14 years (20 points), 5 years (10 points). Submit a CV with proof of qualification.
• Professional Affiliation: Proof of membership with the Chartered Governance Institute of Southern Africa (CGISA) or equivalent body is required for scoring (20 points).

• Use the provided Pricing Schedule (Table 1) to quote an hourly rate for 'Company secretary services', excluding VAT.
• The schedule must show: Item description, hourly rate (VAT excl.), subtotal (VAT excl.), VAT at 15%, and grand total (VAT incl.).
• Ensure all costs for the 12-month project are included in the quoted price.

• Quote in South African Rand on a fixed-price basis, inclusive of VAT if applicable.
• Use the provided Pricing Schedule (Table 1) to quote an hourly rate for company secretary services, excluding VAT.
• Include all costs for the project duration.
• The quoted price must show subtotal (VAT excl.), VAT at 15%, and grand total (VAT incl.).
• NHFC will pay within 30 days of receiving a correct, substantiated invoice.
• Maintain a tax-compliant status throughout the contract.

• Mandatory Documents: Submit Company Registration Documents, Directors' ID copies, Valid B-BBEE Certificate (from SANAS accredited agency) or Sworn Affidavit, Valid Tax Clearance Certificate (valid on closing date) and SARS PIN, CSD Report/Reference Number, Company Profile.
• B-BBEE: A B-BBEE Status Level Verification Certificate or Sworn Affidavit (for EMEs & QSEs) must be submitted to qualify for preference points.
• Tax Compliance: Provide your SARS-issued Tax Compliance Status PIN or a printed TCS certificate. If part of a consortium/JV, each party must submit separately.
• Central Supplier Database (CSD): Registration on the CSD is mandatory for local suppliers; foreign suppliers without a local entity are exempt.
• Legal Compliance: Bidders must comply with all applicable national and local laws.
• State Employees: No bids will be considered from persons in the service of the state or companies with directors who are state employees.
• Disclosure: Complete SBD 4 (Bidder's Disclosure) declaring any state employment, relationships with NHFC employees, or interests in other bidding enterprises.
• Local Content: Commitments will be contractually monitored; non-compliance may lead to penalties or termination.

• Submit a valid B-BBEE Certificate from a SANAS accredited rating agency or a Sworn Affidavit (for EMEs & QSEs) to qualify for preference points.
• Preference points are awarded for specific ownership goals: South African citizen (>50% ownership) – 7 points, Woman (>50%) – 8 points, Disabled (>50%) – 1 point, Military veteran (>50%) – 1 point, Youth (>50%) – 3 points.
• Provide supporting documents: Company Registration (CIPC), certified IDs of directors, CSD report/number, and where applicable, medical certificate or military status letter.

• Contract Basis: The General Conditions of Purchase form the basis of the contract.
• Warranty: The supplier warrants that services are fit for purpose and defect-free for one year from acceptance.
• Indemnity: The supplier indemnifies NHFC against claims arising from negligence, infringement of rights, or defective workmanship.
• Assignment: No assignment or subcontracting without NHFC's written consent.
• Termination: NHFC may terminate for default, bankruptcy, financial prejudice, or other reasons, with compensation for costs incurred.
• Governing Law: South African law applies; parties submit to non-exclusive jurisdiction of South African courts.
• Local Content: Non-compliance with local content obligations may result in penalties or termination.
• Payment: NHFC pays within 30 days of correct tax invoice.
• Delivery: Services must be delivered as per contract; late completion may incur penalties.
• Rejection: NHFC may reject non-conforming services and require correction at supplier's cost.

• NHFC reserves the right to reject any bid, not necessarily accept the lowest bid, and disqualify bids for non-compliance, lack of good faith, incorrect declarations, or failure to provide requested documentation.
• Bid rigging or collusive behaviour leads to disqualification; submitting from multiple companies with common directors/shareholders is not permitted.
• NHFC will conduct due diligence, background checks, and PEP screening; reputational harm risks may result in rejection.
• Bidders must not canvass NHFC or SCM officials between closing and award.
• The bid validity period is 60 business days; may be extended.
• Personal data must be processed only for evaluation and award purposes.
• Local content commitments are contractual and monitored; non-compliance may incur penalties or termination.

• Bids must be submitted by the stipulated time and address; late bids are not accepted.
• Use official forms; do not retype.
• Comply with the Preferential Procurement Policy Framework Act, 2000 and Regulations 2022, and General Conditions of Contract.
• Successful bidder must sign a written contract (SBD7).
• Ensure tax compliance and submit SARS PIN or TCS certificate.
• Register on the Central Supplier Database (CSD) unless a foreign supplier without a local entity.
• No bids from state employees or their companies.
• Submit all mandatory returnable documents.
• Bids are valid for 60 business days; extension may be requested.
• Do not canvass NHFC officials.
• All prices in ZAR, fixed, inclusive of VAT.
• The bid is a binding offer unless exceptions are clearly indicated.
• NHFC reserves rights to reject non-compliant bids, conduct due diligence, and disqualify for collusion or reputational risk.
• Protect personal data as per agreement.