Proofreading, formatting consistency and quality review of nmisa board and committee charters

Closing

• 9 October 2026 at 15:00 — responses must reach NMISA by this time.

Other dates

• No compulsory briefing session or site visit is specified.
• Appointment of the successful service provider is confirmed in writing.

Enquiries

• Channel: written enquiries to [email protected]

Submission

• Method: email
• Submission email: [email protected]

RFQ requesting official

• Name: Busisiwe Mkhize
• Section: CEO Office
• Email: [email protected]
• Telephone: 012 947 2720

Submission method

• Email submission to [email protected].
• Closing: 9 October 2026 at 15:00. Submissions received after this time will not be considered.
• Mailbox capacity is 8MB; proposals larger than this must be split across several emails.

Quotation format

• Submit on the bidder's company letterhead.
• All pages must be signed by the responsible person.
• Include a cost breakdown; quoted prices must be VAT inclusive.
• State the delivery period.
• Quotation validity: 30 days.

Returnable documents

• Quotation covering every item in the RFQ.
• Project proposal: approach, methodology, deliverables, review process, implementation plan and timeframes.
• Company profile: similar-project experience, company capacity, and the software, tools or quality assurance systems used for review, editing, proofreading, formatting and version control.
• Key personnel CVs with qualifications and experience in proofreading, editing, quality assurance review and document layout.
• Contactable reference letters on client letterheads, signed by an authorised client employee, with contact details.
• Portfolio of related work covering charters, board charters, policies, governance frameworks, editing and proofreading assignments, and quality assurance of corporate documents.
• Central Supplier Database summary showing the supplier registration number and unique supplier registration number — a quotation without it will not be accepted.
• SBD 4 (Bidder's Disclosure): discloses whether any director, shareholder or controlling-interest holder is employed by the state or connected to anyone at NMISA; a false disclosure disqualifies the bid.
• SBD 6.1 (Preference Points Claim): claims B-BBEE preference points and must be supported by proof of B-BBEE status.
• B-BBEE certificate where the price exceeds R2 000.00.

Disqualification risks

• SBD forms not completed — treated as non-compliance.
• Missing CSD summary.
• Late submission.
• Non-compliance with the RFQ terms and conditions; NMISA may then appoint the next highest-scoring bidder.

Documents required with the quotation:

• Quotation with a cost breakdown, VAT-inclusive prices, and every page signed by the responsible person.
• Project proposal covering approach, methodology, deliverables, review process, implementation plan and timeframes.
• Company profile showing similar-project experience, capacity, and the software, tools or quality assurance systems used.
• CVs of the key personnel who will perform the work.
• Contactable reference letters on client letterheads, signed by an authorised client employee, with contact details.
• Portfolio of related work covering charters, board charters, policies, governance frameworks, editing and proofreading assignments, and quality assurance of corporate documents.
• Central Supplier Database summary with the supplier registration number and unique supplier registration number.
• SBD 4 (Bidder's Disclosure) and SBD 6.1 (Preference Points Claim), both completed and signed.
• B-BBEE certificate where the price exceeds R2 000.00.

Evaluation stages

1. Functionality assessment.
2. Price and B-BBEE preference points under the 80/20 system.

Minimum qualifying score

• 70 out of 100 for functionality. Bidders scoring below 70 are not considered further.

Functionality criteria (100 points)

• Approach and methodology: 25 points. Scored on the project proposal's work plan and its link to deliverables, outputs and timelines. No work plan = 0; poor plan = 5; adequate plan = 15; very good plan = 20; excellent plan with additional detail on proofreading and quality assurance approach = 25.
• Company profile: 15 points. Minimum 5 years' experience in proofreading, editing, quality assurance review, governance documentation review, board charters, policies or similar documents. 0 to 5 years = 5; more than 5 but less than 10 years = 10; more than 10 years = 15.
• Competency of team: 20 points. Assessed on the qualifications and technical skills of the team assigned to the project. No CVs = 0; 1 to 2 years' experience = 8; 2 to 3 years = 10; 3 to 4 years = 15; 4 years or more = 20. The committee may consider the combined experience of the team.
• Contactable references: 10 points. Letters must be on original client letterheads, signed by an authorised client employee, and confirm performance and successful completion of similar work. No compliant letters = 0; 1 to 2 compliant letters = 4; 3 to 4 = 8; 5 or more = 10.
• Demonstrated relevant experience: 30 points. Assessed on the portfolio of related work. Insufficient methodology, experience or competency = 0; adequate capability with limited specialised experience = 10; good methodology and experience with minor gaps = 20; exceptional proofreading methodology, highly qualified team, demonstrated public-sector experience and outstanding editing test results = 30.

Preference points

• System: 80/20 (price and B-BBEE), in line with the PPPFA Regulations and the NMISA Supply Chain Management Policy.
• Price carries a maximum of 80 points; B-BBEE status level carries a maximum of 20 points.
• B-BBEE points under 80/20: 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.
• No proof of B-BBEE status submitted means no B-BBEE preference points are claimed.

Other evaluation notes

• NMISA may invite bidders to present their proposals before a final decision.
• NMISA may withdraw any quotation during its validity period.

Scope

• Comprehensive proofreading, formatting consistency and overall quality review of the NMISA Board and Committee Charters.
• Each Charter is estimated at 12 to 20 pages.
• The review must preserve the intent and approved content of each document while improving readability, consistency and professional presentation.

Deliverables

• Proofreading review of all Board and Committee Charters, correcting grammar, spelling, punctuation, syntax and typographical errors.
• Improved language, clarity, readability and consistency of expression.
• Consistent terminology and referencing across all Charters.
• Standardised formatting: headings, numbering, clause references, page layouts, fonts and styles.
• Correction of formatting inconsistencies, duplications, omissions and editorial anomalies.
• Consistent structure, presentation and professional appearance across all Charters.
• Marked-up versions showing all recommended amendments and corrections.
• Clean final Word versions incorporating approved amendments.
• A consolidated quality review report covering observations, inconsistencies identified and recommendations implemented.

Working arrangements

• The service provider must work closely with NMISA and accommodate comments or revisions from the Company Secretary Office and Legal Office.

Duration

• Completion within 30 days of appointment.

The appointed service provider must:

• Proofread all Board and Committee Charters and correct grammar, spelling, punctuation, syntax and typographical errors.
• Improve language, clarity, readability and consistency of expression without changing the intent or approved content.
• Apply consistent terminology and referencing across all Charters.
• Standardise formatting, including headings, numbering, clause references, page layouts, fonts and styles.
• Identify and correct formatting inconsistencies, duplications, omissions and editorial anomalies.
• Ensure a consistent structure, presentation and professional appearance across all Charters.
• Supply marked-up versions showing all recommended amendments and corrections.
• Supply clean final Word versions incorporating approved amendments.
• Submit a consolidated quality review report covering observations, inconsistencies identified and recommendations implemented.
• Work closely with NMISA and accommodate comments or revisions from the Company Secretary Office and Legal Office.

Company profile (15 points)

• Must show the bidder's experience on similar projects, with emphasis on work of a similar nature, references, and comparable conditions to this scope.
• Must describe company capacity and the software, tools or quality assurance systems used for document review, editing, proofreading, formatting and version control.
• Minimum 5 years' experience in proofreading, editing, quality assurance review, governance documentation review, board charters, policies or similar documents. 0 to 5 years = 5 points; more than 5 but less than 10 years = 10 points; more than 10 years = 15 points.

Key personnel (20 points)

• The bidder must have suitably qualified personnel, with qualifications and experience in proofreading, editing, quality assurance review and layout of similar documents.
• Full CVs must be attached. No CVs = 0; 1 to 2 years' experience = 8; 2 to 3 years = 10; 3 to 4 years = 15; 4 years or more = 20. The committee may consider the combined experience of the team.

Contactable references (10 points)

• Valid, contactable reference letters on client letterheads from clients for whom similar services were provided.
• Letters must be signed by an authorised client employee and give the contact person's details, confirming performance and successful completion of similar assignments.
• Previous work for public entities and state-owned entities is beneficial. No compliant letters = 0; 1 to 2 = 4; 3 to 4 = 8; 5 or more = 10.

Demonstrated relevant experience (30 points)

• A portfolio of related work covering all aspects of the RFQ, with examples of charters reviewed, board charters reviewed, policies reviewed, governance frameworks reviewed, editing and proofreading assignments, and quality assurance of corporate documents.
• Insufficient methodology, experience or competency = 0; adequate capability with limited specialised experience = 10; good methodology and experience with minor gaps = 20; exceptional proofreading methodology, highly qualified team, demonstrated public-sector experience and outstanding editing test results = 30.

The assignment is a quality assurance review of NMISA's governance documents.

• Charters must be reviewed for consistency in language, structure, formatting, numbering, cross-referencing, terminology and overall presentation.
• Each Charter is estimated at 12 to 20 pages.
• The portfolio of related work must show quality assurance of corporate documents, plus charters, board charters, policies, governance frameworks, and editing and proofreading assignments.
• The review must preserve the intent and approved content of each document while improving readability, consistency and professional presentation.

Quotation requirements

• Cost breakdown must be reflected where applicable.
• Prices must be VAT inclusive.
• All pages must be signed by the responsible person.
• Quotation validity: 30 days.

NMISA's rights

• NMISA may withdraw any quotation at any time within the validity period.
• NMISA may invite suppliers to present their proposals before a final decision.
• NMISA will not award to a bidder that does not comply with the RFQ terms and conditions, and may appoint the next highest-scoring bidder.

Pricing

• Quotation must include a cost breakdown where applicable.
• Quoted prices must be VAT inclusive.
• Quotation validity: 30 days.
• All pages of the quotation must be signed by the responsible person.

Payment

• Payment within 30 days of a substantiated invoice for work done to NMISA's satisfaction.
• Payment is made against completed milestones or deliverables in line with the project implementation plan agreed at inception.

Other

• No bid security, performance guarantee or retention provision is specified.
• NMISA may withdraw any quotation during its validity period.

Registration and database

• Central Supplier Database summary with the supplier registration number and unique supplier registration number must accompany the quotation; without it the quotation will not be accepted.

B-bbee

• B-BBEE certificate required where the price exceeds R2 000.00.
• Preference points are claimed on SBD 6.1 and must be supported by proof of B-BBEE status; no proof means no points claimed.
• Applicable system: 80/20, with up to 20 points for B-BBEE status level.

Standard forms

• SBD 4 (Bidder's Disclosure): declares whether any director, shareholder or controlling-interest holder is employed by the state or connected to anyone at NMISA; a false declaration disqualifies the bid.
• SBD 6.1 (Preference Points Claim): claims B-BBEE preference points and records any sub-contracting.
• Non-completion of the SBD form is treated as non-compliance.

Other

• Quotation must be on company letterhead, signed on all pages, and comply with the RFQ terms and conditions; non-compliant bidders are not awarded and NMISA may appoint the next highest-scoring bidder.
• No CIDB grading, tax clearance PIN or professional-body registration is specified.

Preference point system

• 80/20 applies to requirements valued up to R50 million; 90/10 applies above R50 million. This RFQ uses 80/20.
• Points are awarded for price and B-BBEE status level of contributor, capped at 100 in total.

B-BBEE points under 80/20

• 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.

Evidence

• Bidders claiming B-BBEE points must complete the claim on SBD 6.1 and submit proof of B-BBEE status.
• No proof submitted means no B-BBEE preference points are claimed.
• A B-BBEE certificate must be attached where the price exceeds R2 000.00.
• Any sub-contracting must be disclosed, including the percentage, the sub-contractor's name and B-BBEE status level, and whether it is an EME or QSE.

Payment

• Payment in full within 30 days of a substantiated invoice for work done to NMISA's satisfaction.
• Payment is made against completed milestones or deliverables in line with the implementation plan agreed at project inception.

Supplier obligations

• Quotation must be on company letterhead and state the delivery period.
• SBD forms must be completed; non-completion is treated as non-compliance.
• Central Supplier Database summary with the supplier registration number and unique supplier registration number must be included, failing which the quotation is not accepted.
• B-BBEE certificate required where the price exceeds R2 000.00.
• Quotations go to [email protected]; the mailbox limit is 8MB, so larger proposals must be split across emails.
• Only submissions received on time are considered; the deadline is 9 October 2026 at 15:00.

The proposal must include a comprehensive methodology and timelines showing how the deadline will be met, supported by evidence of previous similar work.

Required submissions

1. Complete quote covering all items in the RFQ, valid for 30 days.
2. Project proposal setting out the approach, methodology, deliverables, review process, implementation plan and timeframes.
3. Company profile showing similar-project experience, company capacity, and the software, tools or quality assurance systems used.
4. Key personnel experience: qualifications and experience of nominated staff in proofreading, editing, quality assurance review and layout of similar documents, with full CVs attached.
5. Contactable references: valid reference letters on client letterheads from clients for whom similar services were provided.
6. Demonstrated relevant experience: a portfolio covering charters, board charters, policies, governance frameworks, editing and proofreading assignments, and quality assurance of corporate documents.

Proposals are assessed under the NMISA Supply Chain Management Policy and the PPPFA, using the 80/20 preference point system for price and B-BBEE.

• Minimum functionality score: 70 out of 100. Bidders below 70 are not considered further.
• Approach and methodology: 25 points. No work plan = 0; poor plan = 5; adequate plan = 15; very good plan = 20; excellent plan = 25.
• Company profile: 15 points. Minimum 5 years' relevant experience. 0 to 5 years = 5; more than 5 but less than 10 years = 10; more than 10 years = 15.
• Competency of team: 20 points. No CVs = 0; 1 to 2 years' experience = 8; 2 to 3 years = 10; 3 to 4 years = 15; 4 years or more = 20.
• Contactable references: 10 points. No compliant letters = 0; 1 to 2 = 4; 3 to 4 = 8; 5 or more = 10.
• Demonstrated relevant experience: 30 points. Insufficient = 0; adequate but limited = 10; good with minor gaps = 20; exceptional = 30.
• Total: 100 points.