Appointment of four (04) interim quality assurance administrators for eight (08) months period subject to a one (01) month cancellation notice

Closing date: Thursday, 20 August 2026 at 13:00. No briefing session or site visit is stated.

Submit bids and direct inquiries to [email protected]. Telephone: 011 274 4700. All inquiries must be in writing.

Submit bids by email to [email protected] before the closing time. Late bids are not considered under any circumstances. Bids must be submitted on the official forms provided, not re-typed. The following returnable documents must be included: CIPC registration, CSD report or number, Joint Venture Agreement if applicable, valid B-BBEE certificate or sworn affidavit (for EMEs/QSEs), completed and signed SBD 1, SBD 3.3, SBD 4, SBD 6.1, Annexure 5 (General Conditions of Purchase) signed on the last page and initialled on each page, Annexure 6 (POPI consent forms) signed by all JV parties if applicable, and SARS Tax PIN or Tax Clearance Certificate (each JV member must provide their own). Missing administrative documents will not disqualify at Stage 1, but must be provided before award if the bidder is recommended. Bidders must also submit proof of banking details and complete the VAT declaration. Failure to provide a valid VAT number if registered may lead to disqualification. Bids must remain valid for 90 working days from the closing date.

Evaluation is in four stages. Stage 1: Pre-qualification – returnable administrative documents checked. Stage 2: Functionality – scored out of 100; minimum 75 points (75%) required to proceed. Functionality criteria: administrative experience (50 points) – 2+ years in a fast-paced environment scores 50, less than 1 year scores 0; qualifications (50 points) – National Diploma (NQF Level 6) in a relevant field or higher scores 50, irrelevant or lesser qualification scores 0. Each candidate is evaluated individually with a minimum threshold of 50%. Stage 3: Skills assessment/interview – shortlisted bidders (those meeting 75% functionality) may be invited to an interview at EWSETA offices in Parktown, Johannesburg; must achieve an overall 'Satisfactory' score to proceed. Stage 4: Price and specific goals – 80/20 preference point system applies; 80 points for price, 20 points for B-BBEE status level contribution. Price points calculated using the formula Ps = 80(1 - (Pt - Pmin)/Pmin). B-BBEE points: Level 1 = 20, Level 2 = 18, Level 3 = 14, Level 4 = 12, Level 5 = 8, Level 6 = 6, Level 7 = 4, Level 8 = 2, non-compliant = 0. Bidders failing to submit B-BBEE proof may score 0 for that goal but are not disqualified. EWSETA reserves the right to appoint more than one service provider.

Appoint four (4) interim Quality Assurance Administrators for an eight (8) month period, subject to one (1) month cancellation notice. The role supports EWSETA's quality assurance functions, including certification processes (issuing serial numbers, preparing trade certification applications, submitting to NAMB), learner registrations, assessment administration, accreditation, data and records management, and possibly qualification development. Key responsibilities: data and records management (archiving, filing, verification and submission of trade test certificates to NAMB, support for quarterly reporting and audits), information and data management (capturing learner information, verifying documentation, maintaining MIS records, producing QA reports, analysing data, monitoring turnaround times, ensuring data integrity and confidentiality), and communication (professional stakeholder liaison, written correspondence, responding to enquiries, drafting minutes, preparing reports, presenting information). Candidate requirements: National Diploma (NQF Level 6) preferred; minimum 2 years administrative experience in a fast-paced environment; strong written and verbal communication; proficiency in Microsoft Office; excellent organisational and project management skills; ability to work independently and in a team; creative thinking and problem-solving; knowledge of the SETA space; ability to manage large volumes of paperwork; fluent in English; strong attention to detail; ability to multitask; good time management; high integrity and professionalism; adaptable; emotionally intelligent; able to work under pressure. Working conditions: office-based (no hybrid) at 22 Wellington Road, Parktown, Johannesburg; office hours Monday to Friday 08:00–16:30; domestic travel on a regular basis when required, possibly extending over weekends. Service delivery is monitored against the SLA. Placed candidates must remain independent and objective, adhere to confidentiality requirements, and uphold high ethical standards.

The service provider must deliver according to the required outcomes and deliverables as per the SLA. The role requires a structured approach to administrative tasks, including data capturing, verification, record management, and reporting. Candidates must demonstrate ability to work independently and as part of a team, manage multiple projects, and maintain efficient filing systems. The methodology should ensure timely processing, regulatory compliance, and effective stakeholder support.

Candidates must have a National Diploma (NQF Level 6) in a relevant field (Business Administration, Office Administration, Public Administration, Office Management, Human Resources, Administrative Management, or related) or higher. Minimum 2 years administrative experience in a fast-paced environment. Strong written and verbal communication skills, proficiency in Microsoft Office, excellent organisational and project management skills. Preferred skills include ability to address issues in certification and submission processes, knowledge of the SETA space, and managing large volumes of paperwork. Bidders must submit four detailed CVs for the proposed candidates, with certified copies of qualifications (certification not older than 6 months). Foreign qualifications must be accompanied by SAQA evaluation. Each candidate is evaluated individually.

The Quality Assurance Administrator must ensure all documentation and processes meet regulatory standards, including compliance with the QCTO framework. The role involves maintaining data integrity, confidentiality, and accurate records for audit purposes. The service provider must adhere to the SLA deliverables and EWSETA's quality assurance objectives. Inspection and testing clauses in the General Conditions of Purchase apply: if supplies/services do not comply with contract requirements, the supplier bears the cost of inspections and must replace rejected items at their own cost.

The pricing schedule (SBD 3.3) requires bidders to indicate a ceiling price based on total estimated time for completion, including all expenses and taxes. Bidders must provide hourly and daily rates for persons involved, and detail phases, cost per phase, and man-days. Travel and other expenses (e.g., accommodation) are recoverable only at actual cost with proof. The offer must be valid for 90 days from closing date. Rates must be firm for the full contract period; if not, provide basis for adjustments (e.g., CPI). The financial proposal must be on company letterhead and include total amount inclusive of VAT. Rates must align with DPSA Hourly Fee Rates for Consultants, using 'long term' rates and 'partial overheads'. The pricing table requires hourly and monthly rates (excl. and incl. VAT) for a Quality Assurance Administrator, with a minimum of 170 hours per month.

Financial proposals must be submitted on company letterhead and include total amount inclusive of VAT and all related costs. Pricing schedule is compulsory; failure to complete it in the prescribed manner without alterations may result in disqualification. Rates must align with DPSA Hourly Fee Rates for Consultants, using 'long term' rates (engagement over three months) and 'partial overheads' as EWSETA provides some overheads. If the DPSA circular is updated, EWSETA will adjust payment rates accordingly. The pricing table requires hourly rates (excl. and incl. VAT) and monthly rates (excl. and incl. VAT) for a Quality Assurance Administrator, with a minimum of 170 hours per month. Prices must be firm and not subject to exchange-rate fluctuations. Bidders registered for VAT who submit bids without VAT will be disqualified. The service provider is responsible for their own travel expenses to EWSETA offices; for assignments outside head office, EWSETA will make travel arrangements and reimburse claims per SARS subsistence allowance and mileage rates. EWSETA will not make upfront payments and will pay within 30 days of a valid tax invoice. A probation period of 30 days applies. Scheduled outages, after-hours or weekend work must be included in total costs, not additional.

Bidders must be tax compliant and registered on the CSD; tax matters must be in order at time of award. Provide a SARS Tax PIN or Tax Clearance Certificate; each JV member must provide their own. Bidders must not be persons in the service of the state, nor have directors/shareholders who are state employees. Bidders must not be listed on the Register for Tender Defaulters or the List of Restricted Suppliers. B-BBEE: submit a valid B-BBEE certificate from a SANAS accredited entity or a sworn affidavit for EMEs/QSEs; JVs must submit a consolidated certificate. Bidders must complete and sign SBD 1 (Invitation to Bid), SBD 3.3 (Pricing Schedule – Professional Services), SBD 4 (Declaration of Interest), and SBD 6.1 (Preference Points Claim). Annexure 5 (General Conditions of Purchase) must be signed on the last page and initialled on each page. Annexure 6 (POPI consent forms) must be signed; both JV parties must consent. Bidders must complete the VAT declaration and provide proof of banking details. Bidders must commit to ethical conduct and confirm no fronting, collusion, or corrupt practices; any breach is reported per Treasury Instruction Note 22.

The contract is for eight months, subject to one month's cancellation notice by either party. A probation period of 30 days applies. The contract is managed under Treasury Regulation 16A9; non-performance may attract penalties including withholding of payments, contract termination, and reporting to National Treasury. The successful bidder must sign a written contract (SBD 7) and abide by confidentiality undertakings in the SLA. Staff changes during the engagement require EWSETA approval. The SLA will be reviewed annually or when necessary. EWSETA will not make upfront payments and will pay within 30 days of a valid tax invoice. Bidders must adhere to the EWSETA employee code of conduct. Any plagiarism in the bid will result in disqualification. Bidders must provide requested clarification within 48 hours or risk disqualification. EWSETA may cancel the RFQ or not make an appointment at its sole discretion.