Provision of company secretarial services to the eastern cape provincial arts and culture council (ecpacc) for 36 months

Closing date: 04 December 2026 at 12:00 (Tender Box submission)

Enquiries

• Contact: Ms Bongeka Mhlaba (Supply Chain Officer)
• Department: Supply Chain Management
• Telephone: 043 743 6187
• Cell: 079 736 7880
• Email: [email protected]

Submission / Tender Box address

Eastern Cape Provincial Arts and Culture Council

3-33 Phillip Frame Road, Portion of Waverly Office Park

Chiselhurst

kuGompo

Submission method: deposit complete bid into the Tender Box at the address below.

Courier-delivered bids must be deposited into the correct Tender Box; bids delivered anywhere else are treated as late and not considered.

Bids must arrive on or before 04 December 2026 at 12:00.

Returnable documents (all must be completed, signed and attached):

• SBD 4 (Declaration of Interest): discloses any director/shareholder employed by the state or connected to the procuring institution.
• SBD 6.1 (Preference Points Claim): used to claim preference points under the 80/20 system.
• SBD 8 (Declaration of Bidder's Past SCM Practices): declares past supply chain management practice.
• SBD 9 (Certificate of Independent Bid Determination): certifies the price was set independently, with no collusion.
• Letter of Authority for Signatory / Board Resolution: authorises the named signatory to bind the bidder.
• Certified copy of business registration (CIPC) and certified ID copies of directors.

Disqualification risks:

• Any mandatory document missing, incomplete or unsigned.
• Bid received after the closing time, including courier bids left anywhere other than the Tender Box.
• Essential particulars (bidder name, addresses, VAT number, contact and authorised signatory details) not fully furnished.

Evaluation is in three stages:

Stage 1 – Responsiveness / Mandatory: CSD registration proof, signed SBD forms, authorisation letter and certified business/ID documents. Not scored; failure disqualifies the bid.

Stage 2 – Functionality (score /100, minimum threshold 70):

• Qualification (20 points): recognised Law, Secretarial, Corporate Law, Business Management degree or equivalent. 20 pts for postgraduate, 15 for degree, 10 for diploma.
• Professional registration of key staff (20 points): registration with ICSA, Law Society of South Africa (LSSA) or similar; 20 pts for certification, 0 without.
• Company secretary experience, preferably with public entities (30 points): 30 for more than five reference letters, 20 for three to five, 10 for fewer than three.
• Proposed project methodology, max five pages (30 points): 30 for full coverage of scope, 20 for partial coverage, 0 if significantly insufficient.

Bidders failing to reach 70/100 are not evaluated further.

Stage 3 – Price and Specific Goals (80/20):

• Price: 80 points.
• Specific goals (20 points total):
• Women-owned enterprises (51% female owned): 6 points. Evidence: certified company registration documents and ID copies of directors.
• Persons with disabilities: 2 points. Evidence: summary from CSD.
• Youth promotion: 2 points. Evidence: ID copies of directors.
• Enterprise located in Eastern Cape: 10 points. Evidence: municipal clearance or lease agreement.

ECPACC is not obliged to accept the lowest price and reserves the right not to appoint.

Scope: provision of company secretariat services to the ECPACC Council and Sub-Committees for 36 months, giving administrative and legal support so the Council functions effectively and professionally.

Duties include:

• Accountable to ECPACC for fulfilling the service functions.
• Compile an archival record of all Council and Committee proceedings, including round-robin correspondence, audio/visual material and other documents; submit a comprehensive record to Council on a bi-annual basis.
• Keep Council Members advised on laws relevant to or affecting public entities that ECPACC must comply with.
• Develop and keep up to date Council and committee charters and terms of reference.
• Properly record proceedings; prepare minutes and circulate them to Members promptly after the Chairperson (or committee chair) approves them.
• Compile council packs for all meetings and prepare agendas.
• Record Council resolutions accurately; maintain a resolution register and track implementation in liaison with the CEO.
• Advise Members on new industry developments and their legal implications.
• Render any other statutory services requested by the Council or CEO.

Meeting resource caps:

• Maximum of two (2) people per meeting.
• Meeting preparation time maximum 2 hours per meeting.
• Drafting of minutes and reports maximum 3 hours per meeting.

A detailed proposed project methodology (not more than five pages) must be provided, covering the scope of work. Scoring: 30 pts if it fully covers all aspects, 20 pts if partial, 0 if significantly insufficient.

Experience: Company Secretary experience, preferably with public entities, evidenced by reference letters. Scoring: 30 for more than five, 20 for three to five, 10 for fewer than three.

Key staff: must be registered with a recognised professional body such as ICSA or LSSA, with evidence of certification.

Pricing format: total bid price including VAT, excluding escalations, stated in words and figures. Offer valid for 90 days from closing date.

No bid security, bonds, guarantees or retention mentioned in the document.

Mandatory (Stage 1 – non-compliance disqualifies):

• Proof of Central Supplier Database (CSD) registration.
• Certified copy of business registration (CIPC) and certified ID copies of directors.
• Letter of Authority for Signatory / Board Resolution.
• Fully completed and signed SBD 4, SBD 6.1, SBD 8 and SBD 9.

Specific goals require supporting evidence (see evaluation criteria).

Additional to main evaluation: The 80/20 preferential point system applies, with specific goals as listed. Bidders must meet the mandatory stage and the 70-point functionality threshold to proceed to price and specific goals.