Provision of assistance with company secretary services

• Closing date: 24 July 2026.
• Closing time: 11:00 AM.

• Contact person for bidding and technical enquiries: Ms Kamogelo Dagane.
• Email for submission and enquiries: [email protected].

• Submit your bid via email to [email protected] before the closing date and time.
• The entire RFQ document must be numbered as per the provided checklist, converted to a single PDF file, and emailed.
• Mandatory returnable documents must be submitted. Failure to provide all mandatory documents by the closing date will result in disqualification.
• Do not include documents or references relating to any other quotation. Any additional conditions must be in an accompanying letter.
• Late bids will not be accepted.
• All bids must be submitted on the official forms provided (not re-typed) or as prescribed.
• Bidders are warned that canvassing any SCM officer or NHFC employee between the closing date and award date will lead to disqualification.
• Changes to quotations after the closing date and time will not be considered.
• The bidder must submit a soft copy of the RFQ via email; this serves as the legal bid contract document.
• The validity period for bids is 60 business days from the closing date. NHFC may request an extension on the same terms.
• Incomplete bids may be disqualified.
• The NHFC reserves the right to reject any bid, disqualify bidders for non-compliance, collusive behaviour, or failure to provide requested documentation.

Mandatory returnable 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 (Initialised GCC). Failure to submit all mandatory documents by the closing date results in disqualification.

Must be registered on the National Treasury Central Supplier Database (CSD). Must submit valid Tax Compliance Status PIN and B-BBEE certificate or sworn affidavit. Company registration documents and directors' IDs are mandatory. The proposed key personnel must have relevant qualifications (NQF Level 8, e.g., LLB) and preferably membership with CGISA. Bidders with adverse reputational reports (fraud, state capture, restricted database listing) will be disqualified.

Scope: Provision of company secretary services to NHFC for 12 months.

Key deliverables:

• Convene, attend, and minute Board meetings, committee meetings, and AGMs.
• Prepare and circulate agendas, meeting packs, and resolutions in consultation with the Chairperson and management.
• Handle board-related administrative responsibilities.
• Maintain statutory registers and records in compliance with the Companies Act.
• Ensure timely lodgement of statutory filings (e.g., annual returns, director changes) with CIPC and other regulators.
• Advise the Board on corporate governance best practices, compliance, and regulatory requirements.
• Provide legal advice on corporate governance, compliance, and legislative matters.
• Draft, review, and update company policies, board charters, terms of reference, and governance documentation.
• Facilitate director induction, training, and performance evaluations.
• Manage disclosure requirements and communication with shareholders and stakeholders.
• Monitor legislative changes and update the Board.
• Assist with governance disclosures in the integrated report.
• Support implementation of governance frameworks.
• Safeguard confidential information and act with integrity.
• Provide a resource on a full-time basis (Monday–Friday, 09:00–17:00), with extended hours as needed for meetings.
• Report to the Acting Company Secretary.

• Bidders must demonstrate past relevant experience via reference letters for similar services within the past 8 years (2018–2026).
• Key personnel must have an NQF level 8 qualification (LLB or other legal/compliance qualification) and relevant experience: 15+ years (50 points), 9–14 years (40 points), 4–8 years (30 points), 3 years (20 points), less than 3 years (10 points).
• Professional body affiliation: Proof of membership with Chartered Governance Institute of Southern Africa (CGISA) or equivalent awards 10 points.

• Use the provided pricing table: Item 'Company secretary services' for 12 months, with hourly rate (VAT excl.), quantity, subtotal (VAT excl.), VAT at 15%, and grand total (VAT incl.).
• All costs for the 12-month duration must be included.

• All prices must be quoted in South African Rand on a fixed price basis, inclusive of VAT if applicable.
• The pricing schedule must include all costs for the 12-month duration.
• Use the provided pricing table: Item 'Company secretary services' for 12 months, with hourly rate (VAT excl.), quantity, subtotal (VAT excl.), VAT at 15%, and grand total (VAT incl.).
• NHFC undertakes to pay within 30 days of receipt of a substantiated invoice, as per the service level agreement.
• The service provider must maintain an updated tax-compliant status for the contract duration.

Mandatory documents and registrations:

• Valid B-BBEE certificate from a SANAS-accredited rating agency or a sworn affidavit (for EMEs & QSEs) to qualify for preference points.
• Tax Compliance: Submit SARS-issued PIN or printed TCS certificate. If no PIN but registered on CSD, provide CSD number. In consortia/JVs, each party must submit separate TCS/CSD details.
• Central Supplier Database (CSD): Bidders must be registered on the National Treasury CSD. Foreign suppliers without a local entity are exempt.
• Company registration documents and copies of directors' ID documents.
• SBD forms: SBD1 (Invitation to Bid), SBD4 (Bidder’s Disclosure), SBD6.1 (Preference Points Claim Form).
• General Conditions of Contract (GCC) must be initialised.
• Local content commitments will be incorporated into the contract and monitored; non-compliance may lead to penalties or termination.
• Bidders must comply with all applicable national and local laws.
• No bids accepted from persons in the service of the state or companies with such directors.

• Submit a valid B-BBEE certificate from a SANAS-accredited rating agency or a sworn affidavit (for EMEs & QSEs) to qualify for preference points.
• Specific goals for preference points include ownership by South African citizens (>50%), women (>50%), disabled persons (>50%), military veterans (>50%), and youth (>50%).

• The contract is governed by South African law, with non-exclusive jurisdiction of South African courts.
• NHFC may terminate the contract if the supplier defaults, becomes bankrupt, or is in financial circumstances prejudicing performance.
• The supplier warrants that items/services conform to NHFC requirements, are fit for purpose, and defect-free for one year from acceptance (unless another period is stated).
• The supplier indemnifies NHFC against claims arising from negligence, infringement of rights, breach of statutory duty, or defective design/materials/workmanship.
• Assignment or subcontracting requires NHFC's prior written consent.
• NHFC may reject non-conforming items/services, requiring replacement or re-work at the supplier's risk and expense.
• Title and risk pass to NHFC upon acceptance.
• Local content obligations are contract terms; non-compliance may incur penalties or termination.
• Payment terms: NHFC pays within 30 days of receiving a correct tax invoice.
• The successful bidder must sign a Service Level Agreement (SLA).

• NHFC reserves the right to reject any bid, disqualify bidders for non-compliance, collusive behaviour, or failure to provide requested documentation.
• Canvassing SCM officers or NHFC employees between closing and award dates is prohibited.
• NHFC conducts due diligence, including background checks, which may affect evaluation.
• Bid rigging/collusive behaviour leads to disqualification.
• NHFC has zero tolerance for reputational harm; serious adverse reports may result in rejection.

• Bidders must satisfy pre-qualification/eligibility criteria to submit quotations.
• Bids must be submitted on official forms, not re-typed.
• Tax compliance is mandatory: provide SARS PIN or TCS certificate.
• CSD registration is required for local suppliers.
• Bidders must not be persons in the service of the state.
• The bid is subject to the Preferential Procurement Policy Framework Act, 2000 and Regulations 2022, GCC, and any special conditions.
• The successful bidder will sign a written contract (SBD7).