Transcribing and report writing services for ewseta pcc skills indaba 2026 – RFQ in gauteng

Enquiries and submissions:

• Contact: SCM Admin
• Email: [email protected]
• Telephone: (011) 274 4700
• Fax: -

Fraud hotline:

• EWSETA Vuvuzela Fraud and Ethics Hotline
• Free Call: 0800 611 205
• Email: [email protected]
• Website: www.thehotline.co.za
• Sms: 30916

Submission method: email

Submission email: [email protected]

Closing time: 23 October 2026 at 11:00

Returnable documents (all must be completed and signed unless noted):

• SBD 1 (Invitation to Bid): bidder details and signed offer cover page.
• SBD 3.3 (Pricing Schedule – Professional Services): firm ceiling price, rates, and phase costs.
• SBD 4 (Bidder's Disclosure): declares any state employment or connection to the procuring institution; false disclosure disqualifies.
• SBD 6.1 (Preference Points Claim): claims B-BBEE points under the 80/20 system.
• Annexure 5 (General Conditions of Purchase): signed on last page and initialled on each page.
• Annexure 6 (POPI Consent): consent to process personal information.
• Company registration documents (CIPC).
• Joint Venture Agreement, if applicable.
• CSD report or number.
• Valid B-BBEE certificate (SANAS accredited) or sworn affidavit for EMEs/QSEs; joint ventures must submit a joint certificate or affidavit.
• Tax PIN issued by SARS (tax clearance certificate).
• For consortia/JVs/prime contractors with subcontractors: valid tax clearance, tax compliance PIN, and SBD 4 for each member or subcontractor.

Disqualification risks:

• Late bids are not considered under any circumstances.
• Failure to meet minimum specifications results in automatic disqualification.
• Plagiarism in any bid document leads to disqualification.
• Clarification requests must be answered within 48 hours, otherwise the bidder may be disqualified.
• Tax matters must be in order at the time of award; failure results in disqualification.
• Non-firm prices (subject to exchange rate variations) are not considered.
• The pricing schedule is compulsory; failure to complete it as prescribed may result in disqualification.

Evaluation stages:

• Stage 1: Pre-qualification (returnable administrative documents). Bidders are not disqualified at this stage if documents are missing, but all documents are required before award.
• Stage 2: Technical/Functionality evaluation. Minimum qualifying score: 75 out of 100.
• Stage 4: Price and Specific Goals (80/20 preference point system).

Technical/Functionality scoring (total 100):

• Methodology and work plan (20 points): comprehensive and detailed = 20, adequate = 10, limited with gaps = 5, none = 0. Must cover approach to raw material, writing and transcription process, QA and editing steps, turnaround time, and tools/software.
• Reference letters and relevant experience (30 points): 3 valid letters = 30, 2 = 20, 1 = 10, none = 0. Letters must be from three different clients, not older than 5 years, signed, on client letterhead, and include client name, description of similar work, year(s), contactable reference, and quality of service. EWSETA may contact references; responses must be provided within 3 business days or the letter scores zero.
• Quality of previous work samples (20 points): excellent = 20, good = 10, average = 5, poor or none = 0. Submit one professionally written event report and one transcription (minimum 1–2 pages). Assessed on writing quality, structure, grammar, coherence, summarisation, accuracy, formatting, and professional layout.
• Capacity and team qualifications (30 points): one CV each for transcriber and writer. Transcriber experience: 5+ years = 10, 3–4 years = 5, less than 3 years = 0. Transcriber qualification: NQF level 5 or equivalent in relevant field = 5. Writer experience: 6+ years = 10, 4–5 years = 5, less than 4 years = 0. Writer qualification: B Degree or equivalent (NQF level 7) in relevant field = 5. CVs must be accompanied by certified copies of qualifications (certified no later than 6 months); uncertified certificates score no points. Foreign qualifications require a SAQA evaluation certificate.

Price and Specific Goals:

• 80 points for price, 20 points for B-BBEE status level contribution.
• Price points 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 proof of B-BBEE status or non-compliant contributors are not disqualified but score 0 out of 20 for B-BBEE.
• Trusts, consortia, or joint ventures must submit a consolidated B-BBEE certificate for each separate bidder.
• No B-BBEE points are awarded if the bidder intends subcontracting more than 25% of the contract value to an enterprise that does not qualify for at least the points the bidder qualifies for, unless the subcontractor is an EME with the capability to execute the sub-contract.

Scope: End-to-end transcribing, rapporteuring, and report-writing services for the one-day EWSETA PCC Skills Indaba 2026, held on 30 October 2026.

Key tasks:

• Pre-event preparation: attend briefing sessions with EWSETA and PCC project teams to review agenda, thematic focus areas, working group templates, and output formats.
• Audio recording and transcription: supply professional audio recording equipment (or interface with the event's AV team) to capture high-fidelity audio across all plenary and breakout sessions; provide clean, accurate, verbatim/intelligent transcriptions.
• On-site rapporteuring: deploy a qualified team of rapporteurs and note-takers to cover plenary and all parallel breakout working groups simultaneously; record discussions, priority interventions, lead institutions, implementation partners, funding mechanisms, and monitoring frameworks.
• Synthesis and action plan drafting: work with Working Group Rapporteurs and Facilitators during Session 2 (Plenary) to synthesise breakout outputs into clear, thematic action plans.
• Final report writing and editing: compile, structure, write, edit, and proofread comprehensive event documentation into a polished, executive-ready Consolidated Skills Implementation Roadmap and Final Report.

Additional requirements:

• Sufficient number of qualified rapporteurs and transcribers to cover all sessions simultaneously without disruption.
• Service provider is fully responsible for providing primary and backup audio recording devices, laptops, and digital tools for on-site recording and real-time note-taking.
• All written deliverables must undergo rigorous internal quality control, structural editing, and professional proofreading, adhering to professional language, grammar, and formal South African English standards.
• Strict adherence to agreed delivery schedules for draft and final outputs.
• All raw audio recordings, transcripts, draft notes, synthesised reports, and final deliverables remain the sole and exclusive intellectual property of EWSETA and the PCC; may not be shared, published, or distributed without prior written consent.
• Lead writer and project lead must maintain open communication with EWSETA and PCC technical teams, participate in feedback sessions, and integrate revision inputs accurately across all draft stages.

Pricing format: Financial proposals must be submitted on company letterhead, itemised as follows:

• Pre-Production & Coordination
• Audio/Video Transcription
• Report Writing & Content Development
• Report Design & Layout
• Quality Assurance & Final Delivery

Total cost must be shown Ex. VAT, VAT @ 15%, and Total Inc. VAT.

Only firm prices will be accepted; non-firm prices (including prices subject to exchange rate variations) will not be considered.

The pricing schedule is compulsory; failure to complete it as prescribed may result in disqualification.

Bidders must complete a VAT declaration; failure to declare VAT status or provide a valid VAT number (if registered) may lead to disqualification or non-evaluation.

No upfront payments will be made by EWSETA.

Travel and other expenses: only actual costs are recoverable, with proof of expenses accompanying certified invoices.

CSD registration: Bidders must be registered on the Central Supplier Database (CSD) and provide their CSD report or number.

Tax compliance: Tax matters must be in order in line with Treasury Regulations and reflected on CSD; tax matters must be in order at the time of award. A valid tax PIN issued by SARS (tax clearance certificate) is required.

B-BBEE: A valid B-BBEE certificate issued by a SANAS accredited entity, or a sworn affidavit for EMEs and QSEs, is required to claim preference points. Joint ventures must submit a joint certificate or affidavit. B-BBEE points are awarded per the 80/20 system (Level 1 = 20 points down to non-compliant = 0).

CIPC: Company registration documents (CIPC) are required.

POPIA: Annexure 6 (POPI Consent) must be completed and signed.

Professional registrations: Not specified.

Local content: Not specified.

Inquiries should be directed to [email protected]. Bids must be submitted to [email protected]. Closing date: Friday, 23 October 2026 @ 11:00HRS. Tender validity: 90 days from closing date. Fraud hotline: EWSETA Vuvuzela Fraud and Ethics Hotline, Free Call 0800 611 205, email [email protected], website www.thehotline.co.za, SMS 30916.