Negotiation skills training programme for samsa officials – RFQ (national)

Closing date: 23 November 2026 at 11:00

Briefing session: none (N/A)

Training date: to be agreed with SAMSA, within 20 working days after the purchase order is issued (envisaged for the first half of December 2026)

Price validity: at least 60 days after the closing date

SCM and technical enquiries:

• Contact: Nomfundo Mji
• Role: SCM contact person
• Email: [email protected]
• Telephone: 012 366 2600

Submission email: [email protected]

Delivery address (training venue):

SAMSA Head Office

146 Lunnon Road

Hillcrest

Pretoria, 0083 (Gauteng)

Submission method: email only, to [email protected]. The email subject line must clearly state the RFQ number (RFQ – HO – 1838).

Closing time: 23 November 2026 at 11:00. Late bids will not be considered.

Bids must be submitted on the official forms provided, not re-typed.

Returnable forms (all must be completed, signed and submitted):

• SBD 1 (Invitation to Bid): bidder and contact details, signed as the offer cover page.
• SBD 4 (Declaration of Interest): discloses whether any director or shareholder is employed by the state or connected to anyone at SAMSA.
• SBD 6.1 (Preference Points Claim): claims specific goal points under the 80/20 system.
• Annexure B (Pricing Schedule): must be fully priced; every line item must be priced.
• Annexure C (Consortium/JV Ownership Form): only if bidding as a consortium or joint venture.

Supporting documents for specific goal points (see checklist): CSD number or report, tax pin certificate, valid B-BBEE certificate or sworn affidavit, CK1 registration document (CIPC), ID copies of all listed owners, proof of address not older than 3 months, medical certificate for disability claims (if applicable).

Disqualification risks:

• Any returnable form left unsigned or omitted.
• Quotations received after the closing time.
• Bids that are materially qualified, conditional, excluded or deviated from the specification.
• Unpriced line items in Annexure B that affect evaluation or mean the full scope is not priced.
• Abnormally low or unrealistic prices without satisfactory written justification.
• Inconsistent information between supporting documents and declarations (may result in 0 points for the applicable goal).

Evaluation stages:

• Stage 1 – Administrative compliance: completed and signed SBD 1, SBD 4 and SBD 6.1, completed Annexure B, and registration on the Central Supplier Database (CSD) with a compliant tax status.
• Stage 2 – Mandatory technical requirements (pass/fail): all requirements T1 to T7 in Annexure A must be met. Failure of any requirement makes the bid non-responsive.
• Stage 3 – Price and specific goals: evaluated on the 80/20 preference point system (80 points for price, 20 points for specific goals).

Specific goal points (80/20 system):

• Equity ownership by persons who had no franchise in national elections before the 1983 and 1993 Constitutions: 7 points.
• Equity ownership by women: 5 points.
• Equity ownership by disabled persons: 2 points.
• Equity ownership by youth: 3 points.
• Locality (supplier located in Gauteng, the province of the delivery address): 3 points.

Specific goal points are only awarded where supporting documents are provided. Ownership points are awarded pro-rata based on share certificates / CSD / SBD. Shares held by juristic persons do not qualify. Locality points only for suppliers located in the province of the delivery address.

SAMSA may verify any information submitted, including contacting referees and the certificate-issuing body.

Scope: Customisation and facilitation of a one (1) day, face-to-face Negotiation Skills training programme for 22 SAMSA officials, tailored to the public sector (PFMA) procurement environment.

Training details:

• Duration: One (1) day, minimum six (6) contact hours excluding breaks (indicatively 08h30 to 16h00).
• Number of delegates: 22 SAMSA officials (final list confirmed by SAMSA at least 5 working days before the training).
• Venue: SAMSA Head Office, 146 Lunnon Road, Hillcrest, Pretoria. SAMSA provides the venue, data projector/screen and catering.
• Language: English.
• Delivery approach: Interactive and practical, with at least 40% of contact time on case studies, exercises, role-plays and simulations.

Minimum content areas (must cover all):

• Negotiation principles and techniques applicable to public sector procurement (distributive and integrative negotiation, phases, BATNA, zone of possible agreement, sources of power, ethics).
• Legal and governance framework for negotiations in the PFMA environment (Constitution s217, PFMA, Treasury Regulation 16A, PPPFA, Preferential Procurement Regulations 2022, National Treasury SCM instructions, delegations of authority, anti-collusion, audit risks, Public Procurement Act 2024 overview).
• Market analysis methodologies (market research, benchmarking, historical price analysis, cost/price analysis, indices, exchange rates).
• Indicators and drivers that necessitate negotiations (prices above market, variances, sole supplier situations, budget constraints, contract variations).
• Determining an acceptable price (market intelligence, benchmarking, total cost of ownership, value-for-money).
• When a price must not be accepted and when to end negotiations without agreement (walk-away, BATNA, abnormally low prices, options after unsuccessful negotiations).
• Practical case studies and simulations: at least two (2) realistic South African public sector scenarios, with negotiation plan, role-play and negotiation record.

Customisation: A virtual alignment meeting (max one hour) with SAMSA within 5 working days after the purchase order is issued. Cost of customisation must be included in Annexure B.

Deliverables:

• D1: Customised programme outline, session plan and case studies, submitted for approval at least 5 working days before the training.
• D2: Course material (delegate workbook/slides, pre-reading, practical templates) – electronic copy and pre-reading 3 working days before; printed copies on the day.
• D3: Facilitation of the one-day training by the proposed facilitator.
• D4: Attendance register signed by each delegate (on the day).
• D5: Pre- and post-training knowledge assessment for each delegate (on the day).
• D6: Delegate evaluation of the training (on the day).
• D7: Certificate of completion for each delegate who attended the full day and completed the post-training assessment – within 10 working days after the training.
• D8: Close-out report (attendance, assessment results, summary of evaluations, observations, recommendations) – within 10 working days after the training.

Certificate requirements:

• Each certificate must state: delegate's full name, course title, date and duration, number of CPD hours, name of issuing body and its accreditation/registration reference, authorised signature, and a unique certificate number verifiable with the issuing body.
• Certificate must be issued or endorsed by: a recognised professional body for procurement and supply (or approved/endorsed training partner) with CPD hours (preferred); a public higher education institution; or a skills development provider accredited by QCTO or a SETA for a programme aligned to a registered skills programme or unit standard in negotiation.
• A one-day programme is not expected to award NQF credits. Bidders may claim NQF credits or "accredited" status only with proof of accreditation for that specific programme and required assessment. Certificates must not misrepresent accreditation status.
• A sample certificate must be submitted with the bid.

Delivery approach: Interactive and practical, with at least 40% of contact time spent on case studies, exercises, role-plays and simulations.

The programme must be customised to the South African public sector and PFMA environment, covering all content areas (a) to (g) in the specification.

A virtual alignment meeting (max one hour) with SAMSA within 5 working days after the purchase order is issued to confirm customisation of content, case studies and templates.

Quality requirements:

• Certificates of completion must meet the specified content requirements (delegate name, course title, date/duration, CPD hours, issuing body and accreditation reference, authorised signature, unique certificate number).
• Certificate must be issued or endorsed by a recognised professional body, a public higher education institution, or a QCTO/SETA-accredited skills development provider.
• NQF credits or "accredited" status may only be claimed with proof of accreditation for that specific programme and required assessment.
• A sample certificate must be submitted with the bid.
• Mandatory technical requirements (pass/fail) include proof of certificate-issuing status, reference letters, facilitator qualifications and experience, programme coverage, and sample certificate.

Pricing schedule (Annexure B) is the governing pricing document. All line items must be priced; the total bid price (including VAT) is used for evaluation.

Line items:

1. Customisation of programme content, case studies and templates to the SAMSA/PFMA environment, including the alignment meeting – lump sum, qty 1.
2. Facilitation of the one-day face-to-face training at SAMSA Head Office, Pretoria, including facilitator fees, travel and accommodation – lump sum, qty 1.
3. Course material per delegate (printed workbook, electronic copy, pre-reading and templates) – per delegate, qty 22.
4. Pre- and post-training assessment and certificate of completion (with CPD hours) per delegate – per delegate, qty 22.
5. Close-out report (deliverable D8) – lump sum, qty 1.
6. Other costs required to deliver the full scope (bidder to specify).

VAT (15%) added if VAT registered. Total bid price (incl. VAT) carried over to SBD 1 Part B.

Items 3 and 4 are used as the rate per delegate if the confirmed number of delegates changes.

Prices must remain valid for 60 days after the closing date.

Pricing format: Fixed, all-inclusive price (customisation, facilitator fees, travel, accommodation, printing of course material, assessments, certificates and close-out report). No additional costs will be paid.

Pricing schedule (Annexure B) is the governing pricing document; any separate quotation or cost breakdown is supplementary only, and in case of discrepancy the Annexure B price prevails.

All line items in Annexure B must be priced. The total bid price (including VAT) will be used for evaluation.

Per-delegate items (course material, assessment and certificate) will be paid on the actual number of delegates confirmed by SAMSA in writing 5 working days before the training. Lump-sum items are fixed.

VAT: Total price must be inclusive of VAT. Bidders not registered for VAT must not add VAT.

Price validity: at least 60 days after the closing date.

Payment: within 30 days of receipt of a valid tax invoice, after all deliverables (including certificates and close-out report) have been received and accepted by SAMSA. No payment in advance.

Delivery costs are not considered separately but as part of the total quotation.

Abnormally low or unrealistic prices may require written justification; failure may result in non-responsiveness.

CSD registration: Bidders must be registered on the Central Supplier Database (CSD). Provide CSD number (e.g. MAAA) or CSD report. Foreign suppliers without a registered entity in South Africa are exempt.

Tax compliance: Submit a SARS TCS PIN or a printed TCS certificate. If no TCS PIN is available but the bidder is registered on CSD, provide the CSD number. For consortia/JVs/sub-contractors, each party must submit a separate TCS certificate/PIN/CSD number.

If the recommended bidder is not tax compliant, SAMSA will allow 7 working days to regularise tax affairs with SARS; failure may result in disqualification.

B-BBEE: A valid B-BBEE certificate or sworn affidavit is required to claim specific goal points. Specific goal points are only awarded to bidders that submit a valid B-BBEE certificate or sworn affidavit with the supporting documents.

Exclusions:

• No bids from persons in the service of the state, companies with directors who are persons in the service of the state, or close corporations with members in state service.
• No bids from bidders whose owners, directors, members or shareholders are former SAMSA employees, board or board committee members until 24 months have passed from the end of their service/employment. Former employees dismissed by SAMSA may not do business with SAMSA for 5 years from the date of dismissal.
• Bidders listed in the Register for Tender Defaulters or the List of Restricted Suppliers will be automatically disqualified.

Foreign suppliers: If the entity is not a resident of RSA, has no branch, no permanent establishment, no source of income and no tax liability in RSA, complete and sign the questionnaire in SBD 1 Part A. SAMSA will submit it to SARS to confirm no tax obligations before award.

Special conditions:

• Price is fixed and all-inclusive; no additional costs will be paid.
• Per-delegate items paid on actual confirmed delegate numbers; lump-sum items fixed.
• Payment within 30 days of receipt of valid tax invoice, after all deliverables accepted. No advance payment.
• The facilitator proposed in the bid must deliver the training. A substitute may be used only with SAMSA's prior written approval and must have equal or better qualifications and experience.
• Either party may postpone the training with at least 5 working days' written notice, without penalty. A new date will be agreed in writing.
• The service provider retains copyright in its standard course material but grants SAMSA the right to use the material and templates internally for non-commercial training and reference.
• The service provider must treat delegates' personal information in line with POPIA and use it only for this training.

Additional evaluation criteria:

• Specific goal points (80/20 system) are awarded as follows: equity ownership by persons who had no franchise in national elections before the 1983 and 1993 Constitutions (7 points), equity ownership by women (5 points), equity ownership by disabled persons (2 points), equity ownership by youth (3 points), locality (3 points). Total 20 points.
• Points are only awarded where supporting documents are provided. Ownership points are pro-rata. Shares held by juristic persons do not qualify. Locality points only for suppliers located in the province of the delivery address (Gauteng).
• For consortia/joint ventures, the points claimed for ownership must be detailed separately in Annexure C, including the percentage of contract allocated to each member and the percentage ownership in each specific goal. The total points claimed is the sum of the percentage contract allocation multiplied by the percentage weighting for each category multiplied by the percentage ownership in the relevant specific goal.
• SAMSA may verify any information submitted, including contacting referees and the certificate-issuing body.