Review and enhance delegations of authority framework – ingonyama trust tender in kwazulu-natal

Bidding procedure enquiries: Contact person Ms M Ngubo, telephone 033 846 9958/071 882 9592, email [email protected]. Technical enquiries: Contact person Mr S Kunene, telephone 033 846 9980/060 577 8926, email [email protected].

Bids must be delivered by the stipulated time to the correct address. Late bids will not be accepted for consideration. All bids must be submitted on the official forms provided (not to be re-typed) or in the manner prescribed in the bid document. The successful bidder will be required to fill in and sign a written contract form (SBD 7.1). The quotation submission must be accompanied by the following compulsory documents: Company Profile, Valid Tax Compliance Verification Pin issued by SARS, ID copy of director(s), Company registration document, and CSD report not older than one month from the closing date (summary or detailed).

The applicable preference point system for this tender is the 80/20 preference point system. The maximum points for this tender are allocated as follows: Price 80 points, Specific Goals 20 points, Total 100 points. Points for specific goals are claimed for 100% black ownership. Required proof includes: CSD report not older than one (1) month showing ownership details, ID copy of Director(s) and Company registration document, and Company Profile. Failure to submit proof or documentation required to claim points for specific goals will be interpreted to mean that preference points for specific goals are not claimed.

The Entity seeks to appoint a suitably qualified and experienced service provider to review, develop and enhance its Delegations of Authority (DoA) Framework to strengthen governance, accountability, decision-making, internal controls and operational efficiency. The framework must clearly define the delegation of powers, responsibilities and accountabilities from the Board to the Chief Executive Officer (CEO)/Head of Secretariat and further sub-delegations to Executive Management, Senior Management, key operational functionaries and outsourced service providers. The assignment aims to develop a comprehensive Delegations of Authority Framework that: clearly defines Board reserved powers and statutory responsibilities; establishes delegations from the Board to the CEO/Head of Secretariat; establishes sub-delegations to Executive Management, Senior Management and designated officials; clarifies approval authorities, financial thresholds and accountability measures; strengthens governance, internal controls and risk management; supports effective service delivery and operational decision-making; ensures compliance with applicable legislation and governance standards. The framework must be aligned to: Public Finance Management Act (PFMA), Treasury Regulations and National Treasury Instructions, Supply Chain Management Prescripts, Basic Conditions of Employment Act (BCEA), Labour Relations Act (LRA), Employment Equity Act, Protection of Personal Information Act (POPIA), Promotion of Administrative Justice Act (PAJA), King IV Report on Corporate Governance, Public Sector Corporate Governance Principles, and relevant sector legislation, regulations and organisational policies. The service provider shall: Review existing Delegations of Authority Framework, Board and Committee Charters, Organisational Structure, Strategic and Annual Performance Plans, Financial, SCM, HR, Land Management and Investment Policies, and Risk, Compliance and Internal Control Frameworks. Conduct consultations and validation workshops with the Board and Board Committees, CEO/Head of Secretariat, Manager: Quality Assurance and Internal Control, Chief Financial Officer, Executive Manager: Corporate Services, Executive Manager: Land Management Services, Executive Manager: Community Development and Support, Head: Legal Services, Chief Investment Officer, Head: Transactions, Land Development and Investment, Senior Manager: Financial Management, Senior Manager: Supply Chain Management, Senior Manager: Land Management Services, Human Resources Practitioner, ICT Practitioner, Communications Practitioner, Project Management Unit (PMU), Outsourced Internal Auditors, and Risk Management and Compliance officials. Develop a framework that clearly defines Board Reserved Powers, including oversight and approval of strategy and Annual Performance Plans, budgets and Annual Financial Statements, Risk Management and Governance Frameworks, appointment and performance management of the CEO, material contracts, investments, land transactions and litigation, and organisational structures and key governance policies. Delegations to the CEO/Head of Secretariat, including authority over operations and administration, budget execution and resource management, human capital management, contract and stakeholder management, and governance, compliance and performance management. Sub-Delegations: The framework must define authority, accountability and reporting responsibilities for the specified roles, including the PMU for project administration, monitoring, reporting and contract management functions, and outsourced Internal Auditors in respect of independent assurance, audit execution and reporting responsibilities, while preserving independence and reporting obligations to the Audit and Risk Committee and Board. Develop detailed authority matrices covering Financial Management, Supply Chain Management, Human Resources Management, Information and Communication Technology, Communications and Stakeholder Management, Legal Services, Land Management, Investments and Development Projects, Project Management, and Governance, Risk, Compliance and Internal Control. The matrices must clearly define Responsibility, Accountability, Recommending Authority, Reviewing Authority, Approval Authority, Escalation Requirements, Approval Thresholds, and Reporting Obligations. The successful service provider shall submit: 1. Inception Report and Project Plan. 2. Legislative and Governance Gap Analysis Report. 3. Draft Delegations of Authority Framework. 4. Delegation and Approval Matrices. 5. Stakeholder Consultation Report. 6. Final Delegations of Authority Framework. 7. Presentation to Executive Management and the Board. The assignment must be completed within a maximum period of four (4) weeks from the date of appointment. Indicative Timeline: Week 1: Inception, document review and stakeholder consultations. Week 2: Gap analysis, benchmarking and legislative review. Week 3: Draft framework and delegation matrices. Week 4: Validation workshops, finalisation and Board presentation. Expected Outcome: A comprehensive, legally compliant and Board-approved Delegations of Authority Framework that clearly defines reserved Board powers, delegations to the CEO/Head of Secretariat, and sub-delegated authorities throughout the organisation, including Executive Management, Senior Management, the PMU and outsourced Internal Audit functions, supported by detailed authority matrices, approval thresholds and accountability mechanisms.

The service provider must demonstrate: At least ten (10) years' experience in governance, compliance and organisational design. Proven experience in developing Delegations of Authority Frameworks within public sector institutions, state-owned entities or public entities. Expertise in PFMA, Treasury Regulations, King IV, risk management, internal controls, labour legislation and governance frameworks. Availability of governance, legal, finance, risk and organisational development specialists.

Pricing must be submitted on the pricing schedule (SBD 3.3) with the offer valid for 60 days from the closing date of bid. The pricing schedule requires a description and price details of the service, subtotal, VAT at 15%, and total. The pricing and specific goals use the 80/20 point system: Price 80 points, Specific Goals 20 points, Total 100 points. 100% Black ownership is the specific goal.

Bidders must ensure compliance with their tax obligations. Bidders are required to submit their Unique Personal Identification Number (PIN) issued by SARS to enable the organ of state to verify the taxpayer's profile and tax status. Application for Tax Compliance Status (TCS) PIN may be made via e-filing through the SARS website www.sars.gov.za. Bidders may also submit a printed TCS certificate together with the bid. In bids where consortia / joint ventures / sub-contractors are involved, each party must submit a separate TCS certificate / PIN / CSD number. Where no TCS PIN is available but the bidder is registered on the Central Supplier Database (CSD), a CSD number must be provided. No bids will be considered from persons in the service of the state, companies with directors who are persons in the service of the state, or close corporations with members persons in the service of the state. Failure to provide or comply with any of the above particulars may render the bid invalid. Bidders must complete and submit the required SBD forms (including SBD 1, SBD 3.3, SBD 4, SBD 6.1, SBD 7.1) and the preference claim form for specific goals (100% black ownership). A B-BBEE status level verification certificate or sworn affidavit (for EMEs & QSEs) must be submitted in order to qualify for preference points for B-BBEE.

The successful bidder will be required to fill in and sign a written contract form (SBD 7.1). The contract form must be filled in duplicate by both the successful bidder (Part 1) and the purchaser (Part 2). Both forms must be signed in the original so that the successful bidder and the purchaser would be in possession of originally signed contracts for their respective records. The bidder undertakes to supply all or any of the goods and/or works described in the attached bidding documents in accordance with the requirements and specifications stipulated in bid number ITB/02/09/2026 at the price/s quoted. The offer remains binding upon the bidder and open for acceptance by the purchaser during the validity period indicated and calculated from the closing time of bid. The following documents shall be deemed to form and be read and construed as part of this agreement: bidding documents (invitation to bid, proof of tax compliance status, pricing schedule(s), technical specification(s), preference claim form for Preferential Procurement in terms of the Preferential Procurement Regulations, bidder's disclosure form, special conditions of contract), General Conditions of Contract, and other (specify). The bidder confirms that they have satisfied themselves as to the correctness and validity of their bid; that the price(s) and rate(s) quoted cover all the goods and/or works specified in the bidding documents; that the price(s) and rate(s) cover all their obligations and they accept that any mistakes regarding price(s) and rate(s) and calculations will be at their own risk. The bidder accepts full responsibility for the proper execution and fulfilment of all obligations and conditions devolving on them under this agreement as the principal liable for the due fulfilment of this contract. The bidder declares that they have no participation in any collusive practices with any bidder or any other person regarding this or any other bid. The bidder confirms that they are duly authorised to sign this contract.