This Tender Has Expired

Closing date: 15 May 2026 at 11:00 AM. Validity period: 90 days from closing date. Contract period: 180 days. Strategic Planning Session: 21–23 May 2026. Key deliverables: Project Inception Report (within 5 working days of contract signature), Rapporteur Handbook and Templates (at least 5 working days before session), Summary of Resolutions (by 09:00 on 23 May 2026), Draft Comprehensive Report (within 10 working days post-session), Final Comprehensive Report (within 21 working days post-session), Draft Turnaround Strategy Framework (within 30 working days post-session), Resolution Implementation Matrix (within 30 working days post-session), Training Needs Assessment (within 30 days of contract signature), Skills Transfer Plan (within 45 days of contract signature).

Bidding procedure enquiries: Helene Ruiters, Tel: 033 260 8195, Email: [email protected]. Technical enquiries: Mrs P Mtshali, Tel: 071 354 2181, Email: [email protected]. Submission emails: [email protected], [email protected] (CC: [email protected]). Submission address: Room 8, 13th Floor, Natalia Building, 330 Langalibalele Street, Pietermaritzburg.

Submit bids by 15 May 2026 at 11:00 AM to the bid box at Room 8, 13th Floor, Natalia Building, 330 Langalibalele Street, Pietermaritzburg. Alternatively, email to [email protected] or [email protected] (CC: [email protected]). Use official forms provided—do not re-type. Late bids will be rejected. Required documents: SBD 6.1 (Preference Points Claim Form), SBD 7.1 (Contract Form), SBD 3.1 (Pricing Schedule), Tax Compliance Status (TCS) PIN or CSD number, B-BBEE certificate/affidavit, and proof of authority to sign. Failure to comply may disqualify the bid.

Evaluation uses the 80/20 preference point system: 80 points for price, 20 points for specific goals (KwaZulu-Natal-based institution). Points for price are calculated as Ps = 80(1 - (Pt - Pmin)/Pmin), where Pt is the tender price and Pmin is the lowest acceptable tender price. Bidders must submit proof of KwaZulu-Natal base to claim the 20 preference points. Failure to submit required documentation for specific goals will result in zero points for that category.

Scope: Provide professional secretariat, rapporteur, report-writing, post-session implementation support, and skills transfer services for the KZN Provincial House of Traditional and Khoi-San Leaders (PHTKL) Strategic Planning Session (21–23 May 2026).

Pre-Session: Review 2022–2027 PHTKL Strategic Plan and prior reports; consult with Directorate on programme structure; develop rapporteur handbook, report templates, resolution-tracking template, and data-management protocol; conduct briefing with PHTKL leadership; submit project inception report (methodology, team, plan, risk register, QA framework).

On-Site (21–23 May 2026): Deploy multi-disciplinary team (Lead Rapporteur, 10 Commission Rapporteurs, plenary rapporteur, quality-assurance editor, AV/transcription officer). Capture verbatim and thematic content of all plenary and 10 breakaway commissions (Social Development/Health/Education; Gender/Youth/Disabilities; Heritage/Arts/Culture/Customs; Land Reform/Planning; Agriculture/Rural Development; Justice/Crime Prevention/Security; Governance/Institutional Development; Local Economic Development/Tourism; Water/Sanitation; Climate Change/Environment/Disaster Management). Daily consolidation meetings with PHTKL Secretary. Draft Summary of Resolutions for Day 3 presentation. Secure audio/video recording and data custody.

Post-Session Reporting: Draft Comprehensive Report (10 working days post-session), Final Comprehensive Report (21 working days), Draft Turnaround Strategy Framework (30 working days), Resolution Implementation Matrix (30 working days). All documents must be editable (MS Word) and print-ready (PDF), with source data and transcripts.

Post-Session Support (12 months): Quarterly implementation reviews, two mid-cycle workshops, ad-hoc research briefs, technical input into PHTKL Turnaround Strategy.

Skills Transfer: Conduct Training Needs Assessment (30 days post-contract), develop Skills Transfer Plan (45 days), deliver accredited modules (secretariat, rapporteurship, research, report-writing, resolution tracking, traditional governance, strategic planning), provide on-the-job coaching, shadowing opportunities, and certification. Submit Skills Transfer Close-Out Report at engagement end.

Submit a completed SBD 3.1 Pricing Schedule with firm prices for all services, signed by the bidder and a witness. Prices must include all applicable taxes and cover all obligations. Validity period: 90 days from closing date. Contract period: 180 days. Payment terms: Within 30 days of receipt of invoice and delivery note. Ensure pricing aligns with deliverables and timelines specified in the technical requirements.

Tax Compliance: Submit TCS PIN (via SARS e-filing or printed certificate) or CSD number. All consortium/joint venture members must submit separate TCS/CSD proof. Non-compliance disqualifies the bid.

B-BBEE: Submit B-BBEE Status Level Verification Certificate or sworn affidavit (for EMEs/QSEs) to qualify for preference points.

Disqualification Risks: Bidders in the Register for Tender Defaulters or List of Restricted Suppliers are automatically disqualified. State employees, companies with state-employed directors, or close corporations with state-employed members are ineligible.

Additional Requirements: Proof of authority to sign (e.g., company resolution). Complete SBD 6.1 (Preference Points Claim Form) and SBD 7.1 (Contract Form). Foreign suppliers must disclose status and provide proof if applicable.