Facilitation of board and management strategic planning session for national lotteries commission

The National Lotteries Commission (NLC) is a public entity established by the Lotteries Act. In preparation for the 2027/28 financial year, the NLC seeks to appoint a service provider to facilitate a two-day Board and Management Strategic Planning session. This is essential for aligning goals, assessing risks, and ensuring an integrated performance planning approach.

• RFQ Issue Date: 09 July 2026
• Closing Date and Time: 14 July 2026 at 11:00
• RFQ Validity Period: 90 days from the closing date
• Queries deadline: 3 days before the closing date (forwarded to [email protected])

• Bid Enquiries: Calvin Kabinde at [email protected]
• Technical Enquiries: Calvin Kabinde at [email protected] or 012 432 1302

• Submissions must be made exclusively via the E-tender portal.
• Late and incomplete submissions will not be accepted.
• No services or goods should be rendered or delivered before an official Purchase Order is received.

Bidders must: 1) Be registered on the National Treasury's Central Supplier Database (CSD) with a valid CSD number and tax compliance status. 2) Provide at least one contactable reference letter for past strategic planning facilitation projects (within last 5 years). 3) The proposed lead facilitator must have demonstrable experience (scored 1-5 points for 1-5+ years) in facilitation, strategic reporting, APP, and SP development. 4) Obtain a minimum of 70 out of 100 functionality points across criteria: company experience/references (30 points), lead facilitator experience (30 points), methodology (30 points), and implementation plan (10 points). 5) Submit a fully compliant bid including all SBD forms and supporting documents. Late or incomplete submissions are disqualified.

• The service provider will facilitate a two-day Board & Management Strategic Planning session.
• Key deliverables include:
• Inception Report (outlining project understanding, objectives, methodology, work plan, roles and responsibilities).
• Facilitation of the 2-day session, ensuring alignment with King V/IV principles and documenting outcomes.
• Compilation of a comprehensive Strategic Planning Report summarizing discussions, decisions, and recommendations.
• Assistance in developing the Annual Performance Plan (APP) 2027/28, ensuring alignment with national and provincial strategies.
• Assistance in developing the Strategic Plan (SP) 2027/28, aligning it with the APP.
• Provision of 3 possible speakers (NLC to identify or suggest areas).
• The project duration is expected to be 1 month after appointment and receipt of the purchase order.
• The appointed facilitator will report to the Manager: Strategy & Corporate Performance.

• Bidders must submit a detailed Methodology and Approach that covers the following four activities:
• Facilitation of a 2-Day Board & Management Strategic Planning Session.
• Compilation of the Strategic Planning Report.
• Development of the Annual Performance Plan (APP) 2027/28.
• Development of the Strategic Plan to align with the draft APP.
• The methodology should be impeccably organized, easy to navigate, comprehensively explained, and use flawless language.
• A scoring system from 0 to 30 points is allocated based on the detail and comprehensiveness of the methodology provided.
• Bidders must also provide an Approach and Implementation Plan for the same four activities, with a scoring system from 0 to 5 points.

• Bidders must demonstrate relevant experience and competency through successfully completed projects.
• Provide full details of reliable, contactable reference letters from clients for whom strategic planning facilitation projects were successfully completed within the past 5 years.
• Reference letters must be on the client's letterhead, include contact details, contract duration, and a description of services provided, and be duly signed. Appointment letters will not be accepted.
• CVs and profiles of the proposed lead facilitator must demonstrate experience in facilitating Board and Management strategic planning sessions, overseeing projects, and developing strategic reports, APP, and SP.
• Points are awarded based on the years of experience of the proposed lead facilitator:
• Above 5 years: 5 points

• 4 years and ≤ 5 years: 4 points

• 3 years and ≤ 4 years: 3 points

• 2 years and ≤ 3 years: 2 points

• 1 year and ≤ 2 years: 1 point

• Less than 2 years or no experience: 0 points.

• Bidders must submit a completed Pricing Schedule (Annexure A).
• The schedule includes line items for: Inception Report, Facilitation of 2-Day Session, Compilation of Strategic Planning Report, Development of APP 2027/28, Alignment of Strategic Plan with APP, and Contingency fee for speakers.
• Pricing should be provided per unit/rate and total cost, excluding VAT.
• The total cost excluding VAT, 15% VAT, and total cost including VAT must be clearly indicated.

• Bidders must submit a completed Pricing Schedule (Annexure A).
• Pricing should be submitted in ZAR, excluding VAT.
• The evaluation will consider price using the 80/20 preference point system.
• Specific goals related to B-BBEE will contribute up to 20 points to the total score.

• Suppliers must be registered on the National Treasury's Central Supplier Database (CSD) and provide their CSD number and a CSD Summary report.
• Tax matters must be compliant, and bidders must provide their SARS Tax Compliance Status (TCS) PIN.
• Bidders must submit signed standard bidding documents (SBD 1, SBD 4, SBD 6.1).
• A signed POPIA Consent Form is required.
• A valid B-BBEE Certificate or Sworn Affidavit is required.
• CIPC registration documents must be submitted.
• For Joint Ventures (JV), a completed and signed JV Agreement with supporting documents is required.
• Bidders must warrant that their employees are covered under the Compensation for Occupational Injuries and Diseases Act (COIDA) and provide proof if requested.
• Bids will not be considered from persons in the service of the state.

The Bidder warrants that all its employees (including those of any subcontractor) are covered under the Compensation for Occupational Injuries and Diseases Act (COIDA) for the duration of the adjudication and any subsequent agreement. The Commission may request documentary proof of registration and good standing with the Compensation Fund.

• The RFQ document contains confidential information belonging to the Commission.
• No part of the document may be used, copied, disclosed, or conveyed to any party without prior written permission.
• All copyright and intellectual property rights vest with the Commission.
• The contract will be subject to the Preferential Procurement Policy Framework Act (PPPFA), General Conditions of Contract (GCC), and any other applicable special conditions of contract.
• The successful bidder will be required to sign a written contract form (SBD7).
• The Commission reserves the right to undertake due diligence on preferred bidders.
• Negotiations may occur before contract conclusion to obtain improvements in price, delivery, or content.

Stage 1: RFQ Closing Date and Submission Instructions, and Format

Stage 2: Administrative Compliance (Signed SBDs, POPIA Consent, B-BBEE Certificate/Sworn Affidavit, CSD Report, CIPC Documents)

Stage 3: Mandatory Requirements (Completed SBD 4, Signed JV Agreement if applicable, Completed Pricing Schedule)

Stage 4: Evaluation on Functionality (Minimum 70% required)

• Company Experience (30 points)
• Experience of Proposed Lead Facilitator (25 points)
• Methodology and Approach (30 points)
• Approach and Implementation Plan (5 points)

Stage 5: Evaluation on Price and Specific Goals (80/20 Principle)

• Price (80 points)
• Specific Goals (B-BBEE related) (20 points)

Stage 6: Due Diligence

Stage 7: Contract and Award