Appointment of a service provider or consortium of service providers with professional and technical expertise to print, pack, distribute, and collect the 2026 systemic evaluation material in nine provinces and store at a central facility

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{"name":"Ms Nthabiseng Metula TEL","email":"[email protected]","phone":"012 357 3134","department":"/ PUBLIC ENTITY)","address":"RIPTION IN NINE PROVINCES AND STORE AT A CENTRAL FACILITY"}

Technical expertise to print, pack, distribute, and collect the 2026 systemic evaluation material

(c) monitoring and quality assurance.

The Systemic Evaluation is a triennial study that will be conducted on a sample of

Grade 3, 6 and 9 learners in a nationally representative sample of mainstream and

special schools and classes. The material printed by the service provider will be used

to administer the Systemic Evaluation study in 2026. The broad purpose of the study is

to:

(a) monitor system-level performance trends in local and national contexts;

(b) evaluate the implementation and impact of policies and programmes;

(c) inform educational policies and programmes;

(d) identify any areas and factors that enable or constrain learner performance; and

(e) obtain information about the education system and school contexts.

The DBE requires the services of a competent service provider to print, pack,

distribute, collect and store the Systemic Evaluation study material of a selected

sample of learners and schools across the nine provinces. The study will be

administered during the month of October 2026.

The service provider/s must be reputable with extensive knowledge and experience in

the printing of large volumes of highly confidential material and to undertake the

different printing, packing, distribution, collection and storage of the different material

of the study.

3.1 Material to be printed

It must be noted that all the materials that must be printed must include a 5% top up.

The 5% must be calculated from the total number of booklets per grade per subject

per test language per province to accommodate emergency packs that may be needed

due to possible changes in schools’ statistics.

(a) Grade 3, 6 and 9 Language and Mathematics tests available in various

languages and forms;

(b) A set of contextual questionnaires for each of Grades 3, 6 and 9;

(c) Manuals; and

(d) Other forms

3.1.1 Test forms

The Grade 3 Language and Mathematics tests have been developed in all eleven (11)

official languages while Grade 6 and 9 Language and Mathematics tests are set in

English and Afrikaans. The Language tests are presented in five (5) forms (booklets)

and Mathematics tests are in seven (7) forms (booklets) per grade per subject and

language.

An in-test field trial will be conducted in Grade 6 in one subject i.e. Mathematics. There

are (10) forms that have 10 sets of language variations. Each test will have English

with one of the African languages or Afrikaans items. These tests take the form of

Mother Tongue-based Bilingual Education (MTbBE) translanguaging principles.

3.1.2 Questionnaires and other material

The following contextual questionnaires must be printed:

(e) Learner questionnaire;

(f) Parent/Guardian questionnaire

3.1.3 Other types of materials to be printed include

i) Manuals (to guide/for use by Test Administrator and School Coordinator);

ii) Observation forms;

iii) Tracking forms (for Learner, Teacher, School and District).

(a) Learner and school participation

It is envisaged that approximately 200 000 learners will participate in the study across

Grades 3, 6 and 9. The DBE has collated printing statistics for each school. An intact class

of a maximum of 80 learners will be selected for each of the grades selected for that

school. However, in the in-test field trial 200 learners per language variation will participate.

The number of schools is indicated in Table 1A and 1B.

Table 1A: Number of schools

Main Study Number of schools

Primary schools (Grade 3 and 6) 1 572

Secondary schools (Grade 9) 1 597

Less schools that overlap (or combined schools) 137

Total 3 032

Overlapping schools are those that have more than one grade sampled e.g. a school that

has Grade 3 and 6 and both grades were sampled or a school that has Grade 6 and 9 and

both grades were sampled.

Table 1B: Number of schools

In-test Field Trial Number of schools

Grade 6 primary schools 480

To manage the printing, the service provider is expected to undertake the following processes,

which are referred to as phases in this bid document:

(1) Phase 1: preparations for printing.

(2) Phase 2: printing;

(3) Phase 3: packaging and labelling; and

(4) Phase 4: distribution, collection and storage of material

The printing, packing and distribution of materials must be completed by 30

September 2026. The collection of materials from schools must be completed by 30

November 2026. The period may exclude public holidays, if any. A comprehensive

business process (describing the methodology), workplan, and the appropriate

resources (human and physical) to be utilised must be presented in the bid document.

The workplan must cover all phases and clearly outline the sequence of activities,

deliverables, timing, budget, and risks and mitigation. The DBE requires evidence of

a proven track record to be supplied in the bid document.

Details for each phase and the responsibilities of the DBE and service provider are

explained in the sections that follow.

3.2 Phase 1: Preparations for printing

The DBE will orientate the core team of the service provider to ensure that documents

received are clearly understood. The DBE shall utilise the following

documents/material:

(a) A list (in Excel) per province that includes statistics per school per grade per

language that must be used for printing, packaging and labelling for each of

the sampled schools;

(b) A list of all sampled schools per district and province which has replacement

schools. This will be availed by the DBE should the need arise to replace a

sampled school;

(c) A set of the Language and Mathematics tests for mainstream schools in all

eleven (11) official languages applicable for a grade;

(d) A set of the Language and Mathematics tests adapted for the Blind and

partially sighted learners in all official languages. These learners may be in

special or mainstream schools. Note that these tests will require to be

translated into Braille format by the service provider before they are printed;

(e) A set of Grade 6 Mathematics tests for the in-test trial in ten languages.

(f) A set of manuals for the study;

(g) A set of contextual questionnaires in the applicable official languages (see

DBE list in excel); and

(h) A set of observation forms.

The service provider must provide detailed business processes for this phase on the

following but not limited to the:

i. creation of a database of sampled schools for printing, packaging and

labelling, storage, transportation purposes;

ii. recruitment (at own cost if need be), appointment and training of packers and

security personnel; and monitoring to ensure that they are suitably qualified

and experienced;

iii. safe-keeping, confidentiality and security of all project material for the

duration of the contract. This includes the confidentiality of the particulars of

the schools in the sample, the test instruments and all questionnaires.

3.3 Phase 2: Printing

The tests, questionnaires and all other material to be printed will be shared through a

digital platform for the service provider.

The service provider is expected to:

i. access and download material from the shared digital platform;

ii. transform the adapted Word format of the tests into Braille;

iii. enlarge the Word format of tests into the required font sizes;

iv. prepare the artwork before printing commences, which must be signed off by

the DBE;

v. verify the print-pack information per school before printing commences; and

vi. print all documents.

The service provider must provide detailed business processes for this phase on the

following but not limited to the:

(a) printing of Grades 3, 6 and 9 Language and Mathematics test forms;

(b) printing of contextual questionnaires per grade, stickers, manuals and forms;

(c) monitoring and quality assurance.

3.3.3 Printing of test forms

Note that the quantities provided in Table 3 are inclusive of the various test forms for

the grade, language and subject. The matrix of forms per subject per grade per

language will be provided to the successful bidder. Printing of test forms and other

material in Table 4 must be done:

• on 80 gsm paper including cover pages;

• in black and white;

• with saddle stitched A4 booklets;

• back to back; and

• have colour coded spines per subject per form (according to requirements

listed in Table 2).

Table 2: Colour code specification per subject per form

Subject Colour Form Colour

Language Green (grass) 1 Orange

Mathematics Red (blood) 2 Purple

3 Yellow

4 Brown

5 Pink (flamingo)

6 Grey

7 Navy Blue

Please note!

• The colour indicating the subject must run along the spine and must be 1 cm thick

on both the back and front of the cover page.

• The colour code for the test forms must be on the text box indicating the form

number on the cover page. All test forms with the same form number e.g. Form 1

of both Language and Mathematics must have the same colour code. This means

Forms 1 – 5 of Mathematics and Language will have the same colour code on the

text box indicating the form number. Note that Forms 6 and 7 only apply to

Mathematics.

The estimated number of copies and number of pages per subject per grade is

summarised in Table 3A and 3B.

Table 3A: Number of pages and copies per test booklet per grade (mainstream)

LANGUAGE (set of 5) MATHEMATICS (set of 7)

No. of No. of test No. of No. of test

Grade 3 pages booklets Grade 3 pages booklets

Form 1-5 14 each 117 760 Form 1-7 23 each 117 761

Grade 6 Grade 6

Form 1-5 15 each 156 720 Form 1-7 20 each 156 723

Grade 9 Grade 9

Form 1-5 16 each 10 120 Form 1-7 22 each 10 122

Total 284 600 284 606

In-Test Field Trial

Table 3B: Number of pages and copies per test booklet

Mathematics

No. of test

Grade 6 No. of pages booklets

Form 1-10 20 each 48 000

The in-test field trial booklets will be in Grade 6 and for Mathematics only. The

quantities are in addition to those in Table 3A. Each set of a language variation will

have 1 500 copies. There are 10 language sets of language variation in total. English

is the common language in all sets. This means that one test will have two languages

i.e. English and one of the African languages including Afrikaans.

There are no adapted versions for these tests.

3.3.2 Other Material

These materials are used by fieldworkers, learners, principals, teachers,

parents/guardians and district officials. The summary of the material is listed in

Table 4A.

Table 4A: Other Systemic Evaluation material

Number of pages and copies per item

Item Pages Full Gloss Stich Back 2 Quantity

colour cover back

1. Test Administration Manual 36 Yes Yes Saddle Yes 3 180

2. School Coordinators Manual 27 No Yes Saddle Yes 3 180

3. Observation Forms 3 No No Saddle Yes 3 180

4. Tracking Forms 2 No No stapled Yes 3 180

5. Learner Questionnaire 17 No No Saddle Yes 284 600

6. Parent Questionnaire 15 No No Saddle Yes 284 600

7. Self-adhesive stickers for 1 200 400 tower

booklets (test forms and No No No No (single or roll

questionnaires) stickers)

Note!

Specification for stickers

• Size 37 mm x 101 mm per sticker
• The peelable precut sticker may be in a roll or tower
• Each subject, per school must have its own stickers
• Each questionnaire per school and district must have its own stickers
• ALL stickers are personalised (with a special learner/teacher ID and

school/district ID numbers) per individual that has been sampled. For

learners, each must have a sticker for Mathematics, MTbBE Mathematics

(Grade 6 only), Language, learner questionnaire and parent/guardian

questionnaire totaling 5.

3.3.3 Braille

The successful service provider will electronically receive the material to be Brailled

and for large prints. These are the same tests in Table 3 but presented in a different

format. Average page numbers per test for the adapted version on Word is 20.

The material is already adapted and needs be translated into Braille using latest

version of Duxbury software. The master copies must first be approved by the DBE

before printing starts.

During the Braille translation the service provider must not amend the version of the

test forms provided by the DBE. Should there be circumstances that may warrant an

amendment during the translation, the service provider must inform the DBE for

approval.

Braille specifications

All Braille translations must comply with the latest rules as in “The Rules of Unified

English Braille” published by the International Council on English Braille.

The following Braille translation requirements must be adhered to:

a. Uncontracted Unified Braille Code (UBC) and contracted UBC will be

required;

b. Single sided and 14 to 25-line printing per page;

c. Tables must be included and printed on the pages;

d. The graphics must be made available on a separate diagram sheet/book;

e. Captions, texts and questions must be retained on the Braille copy;

f. The recommended paper must be no less than 146 gsm (grams per square

metre);

g. The dimensions of the paper are on average 280 mm width by 286 mm

length.

The quantities for each of the uncontracted and contracted Braille per grade per

subject is shown in Table 4B – 4D.

Table 4B: Quantities for Grade 3 Braille per Subject per Language and Province

Braille: Uncontracted

Subject LOLTA EC FS GP KZN LP MP NC NW WC Total

Afrikaans 0 4 8 4 4 0 6 2 2 30

English 12 8 6 14 5 6 6 4 4 65

IsiNdebele 10 0 6 6 0 4 0 0 0 26

IsiZulu 12 0 6 14 0 6 0 0 0 38

IsiXhosa 10 0 6 6 0 4 0 0 0 26

Sepedi 0 0 4 0 5 0 0 0 0 9

Sesotho 0 6 2 0 0 0 0 0 0 8 Language

Setswana 0 2 2 0 0 0 2 4 0 10

Siswati 0 0 0 0 0 6 0 0 0 6

Xitsonga 0 0 4 0 4 2 0 0 0 10

Tshivenμa 0 0 6 0 14 0 0 0 0 20

Total 44 20 50 44 32 28 14 10 6 248

Afrikaans 0 4 8 4 4 0 6 2 2 30

English 12 8 6 14 5 6 6 4 4 65

IsiNdebele 10 0 6 6 0 4 0 0 0 26

IsiZulu 12 0 6 14 0 6 0 0 0 38

IsiXhosa 10 0 6 6 0 4 0 0 0 26

Sepedi 0 0 4 0 5 0 0 0 0 9

Sesotho 0 6 2 0 0 0 0 0 0 8

10 Mathematics Setswana 0 2 2 0 0 0 2 4 0

Siswati 0 0 0 0 0 6 0 0 0 6

Xitsonga 0 0 4 0 4 2 0 0 0 10

Tshivenμa 0 0 6 0 14 0 0 0 0 20

Total 44 20 50 44 32 28 14 10 6 248

Table 4C: Quantities for Grade 6 Braille per Subject per Language and Province

Braille: Uncontracted

Grade Subject LOLTA EC FS GP KZN LP MP NC NW WC Total

Afrikaans 3 9 10 6 6 4 8 2 6 54

Language English 6 4 6 4 2 4 6 4 6 42

Total 9 13 16 10 8 8 14 6 12 96

6 Mathematics Afrikaans 3 9 10 6 6 4 8 2 6 54

English 6 4 6 4 2 4 6 4 6 42

Total 9 13 16 10 8 8 14 6 12 96

Braille: Contracted

Afrikaans 4 6 9 6 5 2 2 6 13 53

Language English 8 5 11 8 7 5 5 2 9 60

Total 12 11 20 14 12 7 7 8 22 113

Mathematics Afrikaans 4 6 9 6 5 2 2 6 13 53

English 8 5 11 8 7 5 5 2 9 60

Total 12 11 20 14 12 7 7 8 22 113

Table 4D: Quantities for Grade 9 Braille per Subject per Language and Province

Braille: Uncontracted

Grade Subject LOLTA EC FS GP KZN LP MP NC NW WC Total

Afrikaans 0 2 10 6 6 0 8 2 6 40

Language English 6 4 6 4 2 4 6 4 6 42

Total 6 6 16 10 8 4 14 6 12 82

Mathematics Afrikaans 0 2 10 6 6 0 8 2 6 40

English 6 4 6 4 2 4 6 4 6 42

9 Total 6 6 16 10 8 4 14 6 12 82

Braille: Contracted

Afrikaans 4 5 9 3 8 2 1 2 6 40

Language English 18 12 12 18 8 10 12 10 10 110

Total 22 17 21 21 16 12 13 12 16 150

Mathematics Afrikaans 4 5 9 3 8 2 1 2 6 40

English 18 12 12 18 8 10 12 10 10 110

Total 22 17 21 21 16 12 13 12 16 150

3.3.4 Large print

Tests for large print are printed on standard paper as specified in 3.3.1.

Additional specifications for large print:

(a) Enlarged font sizes must be on A4 booklet

(b) The content on the page from the original source may be spread over

few pages in the enlarged test

(c) Paragraph and line referencing must be in line with the enlarged test

(d) Visual and graphic material in the test must be equally enlarged to align

with the required font size

(e) The font size for each test must be indicated on the cover page just

below the text corresponding to the “Duration”

The service provider must enlarge the tests as per the required font sizes. The

quantities for each font size per subject per language is shown in Table 4E. Average

page numbers per test is 30.

Table 4E: Quantities for Grade 3 per Subject per Language per Font Size and Province

Grade Subject LOLTA EC FS GP KZN LP MP NC NW WC Total

Afrikaans 0 4 12 0 0 2 5 3 6 32

English 0 0 1 3 5 5 3 3 3 23

IsiNdebele 0 0 2 0 0 2 0 0 0 4

IsiXhosa 3 0 1 0 0 0 0 0 1 5

IsiZulu 0 0 14 8 0 0 0 0 0 22

Sepedi 0 0 3 0 2 0 0 0 0 5

Sesotho 0 0 12 8 0 0 0 0 0 20 Language Setswana 0 0 0 0 0 0 3 0 0 3

Siswati 0 0 0 0 0 0 0 0 0 0

Xitsonga 0 0 0 0 3 8 0 0 0 11

Tshivenμa 0 0 0 0 4 4 0 0 0 83

(Size Totals 3 4 45 19 14 21 11 6 10 133

16. Afrikaans 0 4 12 0 0 2 5 3 6 32

English 0 0 1 3 5 5 3 3 3 23

IsiNdebele 0 0 2 0 0 2 0 0 0 4

IsiXhosa 3 0 1 0 0 0 0 0 1 5

IsiZulu 0 0 14 8 0 0 0 0 0 22

Sepedi 0 0 3 0 2 0 0 0 0 5

Sesotho 0 0 12 8 0 0 0 0 0 20 Mathematics Setswana 0 0 0 0 0 0 3 0 0 3

Siswati 0 0 0 0 0 0 0 0 0 0

Xitsonga 0 0 0 0 3 8 0 0 0 11

Tshivenμa 0 0 0 0 4 4 0 0 0 8

Totals 3 4 45 19 14 21 11 6 10 133

Table 4F: Quantities for Grade 6 per Subject per Language per Font Size and Province

Large Print: Font 16

Grade

Subject LOLTA EC FS GP KZN LP MP NC NW WC Total

Afrikaans 3 4 7 2 5 3 7 2 4 37

Language English 4 6 9 5 6 2 4 4 6 46

Total 7 10 16 7 11 5 11 6 10 83

Mathematics Afrikaans 3 4 7 2 5 3 7 2 4 37

English 4 6 9 5 6 2 4 4 6 46

Total 7 10 16 7 11 5 11 6 10 83

6 Large Print: Font 18

Afrikaans 2 2 4 2 0 0 0 0 4 14

Language English 2 3 7 4 6 0 4 2 5 33

Total 4 5 11 6 6 0 4 2 9 47

Mathematics Afrikaans 2 2 4 2 0 0 0 0 4 14

English 2 3 7 4 6 0 4 2 5 33

Total 4 5 11 6 6 0 4 2 9 47

Table 4G: Quantities for Grade 9 per Subject per Language per Font Size and Province

Large Print: Font 16

Grade

Subject LOLTA EC FS GP KZN LP MP NC NW WC Total

Afrikaans 2 2 4 2 0 0 0 0 4 14

Language English 2 3 5 1 5 2 2 0 4 24

Total 4 5 9 3 5 2 2 0 8 38

Mathematics Afrikaans 2 2 4 2 0 0 0 0 4 14

English 2 3 5 1 5 2 2 0 4 24

Total 4 5 9 3 5 2 2 0 8 38

9 Large Print: Font 18

Afrikaans 2 2 4 2 0 0 0 0 4 14

Language English 10 8 6 4 0 0 0 0 8 36

Total 12 10 10 6 0 0 0 0 12 50

Mathematics Afrikaans 2 2 4 2 0 0 0 0 4 14

English 10 8 6 4 0 0 0 0 8 36

Total 12 10 10 6 0 0 0 0 12 50

3.4 Phase 3: Packaging and labelling

Preferably double walled boxes for packaging material should be used. Temper proof

sealing material must be used on the big box containing the different specified

packages.

The service provider must be clear in the business process on how the following will

be done:

(a) Packaging and labelling of all various tests forms per subject per language

per grade per school;

(b) Packaging and labelling of contextual questionnaires, manuals and forms per

language per grade per school;

(c) Manuals per province; and

(d) Monitoring and quality assurance.

3.4.1 Packaging per school

Each school must have one big box with two (2) packages per grade. Some schools

will have three (3) packages. Schools with the third package will be uniquely identified

from the sampled list. The one big box must be labelled per school (school name)

including the EMIS number and province. If a school has more than one grade, then

each grade must have its own box.

Please Note!

✓ Packaging for each subject must be in smaller packs per forms.

Mathematics tests must be in sets of Form 1-7 while Language tests

must be in sets of Form 1-5.

Example 1: If a total number of learners is 35 in a grade there will be 5

sets of Form 1-7 for Mathematics and 7 sets of Form 1-5 for Language.

Example 2: If a total number of learners is 68 in a grade there will be 10

sets of Form 1-7 for Mathematics and 14 sets of Form 1-5 for Language.

The number of copies will therefore exceed the original number of

learners indicated in the spreadsheet. The extras will be drawn from the

top up.

✓ Package 1 and 2, within the big box, must be individually sealed with a

transparent and durable watertight plastic/cling wrap that can sustain

harsh handling.

i. Package 1 contains (individually labelled in a transparent seal):

• Mathematics tests per forms per grade (cling wrapped and labelled);

• Language tests per forms per grade (cling wrapped and labelled);

• Learner Tracking forms and

• An observation form per sampled grade.

• Stickers.

ii. Package 2 contains (individually labelled in a transparent seal):

• Learner questionnaires (for each learner participating in the study) cling

wrapped per grade;

• Parent/guardian questionnaires (for one parent of each learner participating

in the study) cling wrapped per grade; and

• School Tracking form, Teacher Tracking form (one per school, packed in the

box of the highest grade.

iii. Package 3 (contains tests specified in Table 3B)

• Only 480 schools from the sample must be packaged for.

• Each school will receive one set of a language variation e.g. English mixed

with Sepedi.

• Package 3 must individually be labelled in a transparent seal. Note that this

package only has Mathematics tests.

3.4.2 Packaging per province

Other packages must be packaged and labelled per province as follows:

i. Package 4 contains manuals for

• Test administrators;

• School coordinators;

• District Tracking form; and

• Checklist for Test Administrators.

Each of the type of manual stated above must be cling wrapped separately, boxed

and labelled per province. This means there is a box for each type of manual per

province. All surplus manuals if any must be handed over to the DBE.

ii. Package 5 contains emergency packs:

• Test forms must be packed per grade per subject per language per form per

province not per school; and

• All the printing surpluses (in good condition) for a province must form an

emergency pack for that province.

3.4.3 General packaging requirements for special tests (Braille and large prints)

All boxes must be:

• clearly labelled per provinces (for sighted readers);
• contents and quantities per box must be indicated on the outer side of the box;
• the boxes must also be numbered e.g. “Box 1 of ...” for each province; and
• boxes must be filled or resized if not full to avoid collapsing when in transit.

(a) Braille:

• The Brailed material must be handled with care.
• In each box the number of copies must not exceed 14.
• Each copy must be wrapped individually before they are put together per

subject and language.

• Contracted and uncontracted must be clearly labelled and packaged separately

if packaged in one box.

• Each province must have own labelled package(s) for Braille and large fonts.

(b) Large print:

• Tests of the same font sizes per language per subject per province must be

cling wrapped together.

• Different font sizes of the same subject must be packed in one box.

• Tests of the same province may be packed in one box if they fit.

3.4.4 Labelling

i. Each subject pack e.g. Mathematics or Language test forms must be clearly

labelled with the following information on an A5 size paper/sticker using any

font type but with font size 72 uppercase letters:

• Grade: ...;

• Subject: ...; and

• Language of the test (LoLTA): ...

Example:

Grade 3

Language

Sepedi

and

Grade 3

Mathematics: sepedi

The in-test field trial material must be labelled on top of the cling wrap as follows:

Grade 6

MTbBE

Mathematics: isizulu variation

ii. The label on each box for a school must have the following information (Bold

font size 72 or bigger):

• Name of province in full

• School name

• EMIS no.

• District

• Box ... of ...

Example:

Gauteng

Rodney mokoena primary school

Emis: 700000000

Tshwane west district

Box

iii. Contents in all boxes must be full to capacity or the boxes must be re-sized to

avoid them collapsing when stacked.

iv. The service provider must ensure that labelling corresponds to each material

per school per language per grade and per province.

v. The labelling of all materials applies for special tests (Braille and large fonts) if

they are printed by a subcontractor, and they must be delivered at the same

time with all other material.

3.5 Phase 4: Distribution, collection and storage of material

The safety of the materials is the responsibility of the service provider at all stages i.e.

during printing, packaging, storage and in transit. It must be noted that the materials

are highly confidential.

The service provider must note that:

i. Packaged and labelled materials must be stored safely before, during and after

preparation for distribution to the delivery point including when in transit;

ii. The exact location and contact persons per province will be made available by

the DBE to the successful bidder.

iii. All printed material must be stored and be made available to the DBE before

the commencement of the administration period in October 2026.

After administration of the study the service provider must collect material from the

same delivery points, where material were delivered, in provinces. The material must

be stored centrally for a month (November 2026). The DBE will collect from the service

provider’s storage facility to another venue by end November 2026.

3.5.1 Delivery and collection points

Delivery and collection points across all provinces are indicated in Table 5.1

Table 5.1: Delivery and collection addresses

Districts (some are grouped for

Nodal Point Addresses

delivery and collection purposes) Province

OR Tambo Inland District Mthatha Leadership Institute (TRINSET)

OR Tambo Coastland District Zamukulungisa Industrial Heights

Alfred Nzo East Amendu Road, Sdwadwa View Mthatha

Alfred Nzo West

Chris Hani West District Queenstown District Office (Curriculum) DoE

Chris Hani East on

Joe Gqabi 2 Limpopo Drive

Lauriedashwood

EC Homestead Site,

Queenstown

Sara Baardman Algoa Leadership Institute Building,

Nelson Mandela Bay Straun way, Straundale, Gqeberha

Port Elizabeth

Buffalo City Metropolitan East London Leardership Institute

Amathole East 25 Epsom Road

Amathole West Stirling,

East London

Free State Education Department Room 01/02 Exam Office,

N8 Gateway Office Park, Cnr Rudolf Greyling

FS

and AW Louw Street,

Estoire, Bloemfontein

Amajuba District 113 Panoroma Drive, Lennoxton, Newcastle

Harry Gwala District JY Building, 8 Main Street, Kokstad

Ilembe District Corner Link Road and R102, Kwa-Dukuza

(opp. fire station)

King Cetshwayo District Coner Maxwell street and Hancock Avenue,

KZN Empangeni

Pinetown District 41 Voortrekker Street, Ashley, Pinetown

Ugu District 3 Jan Smuts Road, Port Shepstone

Umgungundlovu District 175 Jabu Ndlovu Street, Pietermaritzburg

Umkhanyakude Corner of De Kock and King Fisher Roads,

Mkhuze

Districts (some are grouped for

Nodal Point Addresses

delivery and collection purposes) Province

Umlazi District 17 Victoria Embankment, Truro House,

Margaret Mncadi Avenue, Durban

Mzinyathi District 7 Watt Street, Forestdale, Dundee

Thukela District 46 Settlers drive, Ladysmith

Zululand District Vryheid Comprehensive, Boys Hostel, 577

Stretch Crescent, Vryheid

GP Gauteng Education Department Quality Assurance Directorate,

90 Corner East and Montague street,

Boksburg

Capricorn South District Studio 2 Building, Lebowakgomo

Sekhukhune East and South

Districts

Capricorn North District Cnr Yster and Blaauwberg Street, Landanna,

Polokwane

Mopani West District Tivumbeni CTPD, Nkowankowa Township

LP Mopani East District Giyani Exam Office (next to stadium)

Giyani Township

Mogalakwena District 805 Rufus Seakamela Street, EMPC Building,

Mokopane

Waterberg District 2 Sakkie Burger, Nylsroom (Modimolle)

Vhembe East & West Districts Makwerela Exam Building, Sibasa,

Thohoyandou

Mpumalanga Education 7 Magnolia street, Nanfin Building,

MP

Department Valencia Park, Mbombela

Northern Cape Education 156 Barkly Road, Homestead, Kimberley

NC

Department

Dr Kenneth Kaunda District 90 Thabo Mbeki Drive, Potchefstroom

Bojanala District Corner Kock & Heystek, Rustenburg

NW Ngaka Modiri Molema District Cnr Modiri Molema & Vryburg Road (N18),

Mahikeng

Dr Ruth S Mompati District 30 Emmanuel Street, Colridge, Vryburg

WC Metro Central 12th Floor, 01 North Wharf Building, Lower

Metro East Loop Street, Foreshore

Metro North

Metro South

Cape Winelands and West Coast

Districts

Overberg Education District 15 College Road,

Caledon, 7230

Eden and Central Karoo Education 1st Floor, York Park Building,

Districts St Johns Street,

George

Material may be collected from nodal points from October and must be stored up to

the end of November 2026.

The DBE will communicate with service provider the readiness for collection of

material from provinces.

Table 5.2: Delivery of additional/extra material at one nodal point in provinces

Nodal Points Province

1. Eastern Cape Education Department

Steve Vukile Tshwete Education Complex, Zone 6, EC

Zwelitsha

2. Examinations and Assessment Directorate, N8

Gateway Office Park, Exam Room 01/02, Corner FS

Rudolf Greyling & AW Louw Avenue, Estoire,

Bloemfontein

3. Quality Assurance Directorate,

90 Corner East and Montague street, GP

Boksburg

4. Malgate House, 72 Stalwart Simelane Street, Office

301, KZN

Durban

5. Department of Education

113 Biccard street, LP

Polokwane

6. 7 Magnolia street,

Nanfin Building, MP

Valencia Park, Mbombela

7. I K Nkoane Education House,

156 Barkly Road, Homestead, NC

Kimberley

8. Former Inset Building,

Cnr Modiri Molema and NW

Dr Albert Luthuli Drives, Mmabatho

9. ENS Building

1 North Wharf Square, WC

2 Lower Loop Street,

Foreshore, Cape Town

Extra copies of tests or questionnaires including manuals or forms must be delivered

centrally in the province. All unused materials in Table 5.2 must be collected and

stored together with those in Table 5.1 at the central venue post the administration

period.

4. Deliverables and time frames

The key deliverables must be aligned to the scope of work and the following must be

reflected in the detailed work plan submitted in the bid document. The main activities

are summarised in Table 6.

Table 6: Expected deliverables and timeframes

Phase deliverables quantity delivery time frame

Phase 1

• 1 hard copy and 1 soft Upon commencement (1) Detailed printing plan

copy of the plan

(2) Printing flowchart Upon commencement

• 1 hard copy and soft copy

(3) A draft printing programme

• 1 hard and 1 soft copy of Upon commencement

Preparations for for training of officials (where the programme

printing applicable)

(4) Management plan for

• 1 hard and 1 soft copy of Upon commencement

disposal of waste material framework/template

(5) Monitoring plan for each

• 1 hard and 1 soft copy of On or before the end of the

phase. the monitoring plan and 10th working day after the

(6) Floor plan for picking and picking and packing floor commencement date

packing plan

Phase 2

• 1 hard copy of each

(7) Signed-off proofs of the

instrument that must be

artwork (tests)

printed (with colour codes

where required) On or before the end of

(8) Signed-off proofs of the

Printing

• 1 hard copy of each of week 3 after the artwork (questionnaires,

the other material commencement date manuals and other material)

(without colour codes)

(It must be noted that (9) Signed-off proofs of the

all proofs will be signed artwork (stickers)

on site by the DBE.)

Phase 3

• 1 hard and 1 soft copy of On or before the end of

(10) Report on material packaged the record based on week 5-6 after the

Packaging and per province per school packaging and labelling commencement date

including, emergency packs,

labelling

special tests e.g. Braille etc.

• 1 hard and 1 soft copy of

(11) Checklist per language per a completed checklist

school per province

indicating packaged material

Phase 4

(12) Delivery plan per province 1 hard and 1 soft copy of On or before the end of

the record of: week 6 after the

Distribution, collection (13) Proof of delivery (PODs) for commencement date

both distribution and

• all material dispatched and storage of

collection per school per province

material to designated delivery

points

• Hard copies of signed

PODs

Phase deliverables quantity delivery time frame

(14) Collection of material to the

• 1 hard and 1 soft copy of At the end of the contract

central storage and checklist the completed checklist period

of material collected

• Signed PODs of the

(15) Submission of electronic materials collected to the

media devices and signed off central storage

proofs

• Hard copies of the proofs

(16) Close up report and electronic media

• 1 hard and 1 soft copy of

the close up report

4.1 Time frames

(a) It must be noted that the administration (writing) of the tests is in October

(b) When deadlines are set, it will be expected of the service provider to deliver

the required services within set timeframes. The timeframes agreed upon

by the service provider and the DBE are binding.

(c) The further breakdown of activities and its deliverables will be agreed upon

with the appointed service provider, and a final work plan must be

approved by the DBE.

Table 7: Summary of Key Activities

Preparations for printing including the printing 4 weeks after the commencement

date

Packaging and labelling Within 8 weeks or less after the

commencement date

Distribution to nodal points (as indicated in Within 12 weeks or less after the

section 3) commencement date

Collection of material from nodal points in October – November 2026

provinces to a storage centre (that of the

service provider)

5. Duration of the project

The service provider will be expected to deliver the identified deliverables within

good conditions. The commencement date will be the day on which the last signing

party appends the signature to the contract.

follows

DATE : 16 July 2026

VENUE : Microsoft Teams

TIME : 10:00 until 11:00

CONTACT PERSON : Ms Nthabiseng Metula

Tel : (012) 357 3134

The Department of Basic Education (DBE) will

hold a non-compulsory virtual briefing session on

the date and time as published. Bidders who

wish to attend are advised to join the session

using the link provided. Microsoft Teams meeting Join:

https://teams.microsoft.com/meet/395698068300666?p=cDKYqhWt

2Yz5sOyqgP

Meeting ID: 395 698 068 300 666

Passcode: 5zh6Zf6J

Sbd 3.1

Pricing schedule – firm prices

(Purchases)

Note: only firm prices will be accepted. Non-firm prices (including

Prices subject to rates of exchange variations) will not be

Tax compliance status

Tax compliance requirements

Tax compliance status (tcs) pin may be made via e-filing through the SARS

Tcs pin is available but the bidder is registered on the central supplier

Csd number

Csd number must be provided

Central supplier database (csd), a csd number must be provided

2. Tax compliance requirements

2.3 Application for tax compliance status (tcs) pin may be made via e-filing through the SARS

Submit a separate tcs certificate / pin / csd number.

2.6 Where NO tcs pin is available but the bidder is registered on the central supplier

Database (csd), a csd number must be provided.

Hen IT is not a requirement to register for a tax compliance status

at a central facility. Refer to paragraph 7.1.1.

of the Terms of Reference. R........................................

• Required by: ........................................

• At: ........................................

.......................................

• Brand and model ........................................

• Country of origin ........................................

• Does the offer comply with the specification(s)? *YES/NO

• If not to specification, indicate deviation(s) ........................................

• Period required for delivery ........................................

*Delivery: Firm/not firm

• Delivery basis ..........................................

Note: All delivery costs must be included in the bid price, for delivery at the prescribed destination.

** “all applicable taxes” includes value- added tax, pay as you earn, income tax, unemployment

insurance fund contributions and skills development levies.

following but not limited to the:

i. creation of a database of sampled schools for printing, packaging and

labelling, storage, transportation purposes;

ii. recruitment (at own cost if need be), appointment and training of packers and

security personnel; and monitoring to ensure that they are suitably qualified

and experienced;

iii. safe-keeping, confidentiality and security of all project material for the

duration of the contract. This includes the confidentiality of the particulars of

the schools in the sample, the test instruments and all questionnaires.

3.3 Phase 2: Printing