Provision of professional minute-taking services for merseta governance meetings

Procurement of a minute taker to record, compile, edit, and proofread minutes for merSETA’s Accounting Authority and its Committees (AA, EXCO, ARC, HRRC, FGC, GSC). Contract period runs from the date of the last SLA signature to 31 March 2028.

Closing date and time: 28 July 2026 at 12H00. Quotation validity period: 60 calendar days from the closing date.

SCM Enquiries: Thokozani Dlamini, Email: [email protected]. Technical Enquiries: Pinki Moloto, Email: [email protected]. Submission Email: [email protected]. Fraud Hotline: 0800 333 057.

Submit quotations by email to [email protected]. Clearly mark the email subject with the RFQ number (RFQ-COR-26-27-098) and description. Late submissions (after 12H00 on 28 July 2026) will not be considered. Required returnable documents: completed Bidders Information form, Terms and Conditions of RFQ, Undertaking by Bidder, Authority to Sign, SBD 4 (Bidder’s Disclosure), SBD 6.1 (Preference Points Claim Form), Specifications, Pricing Schedule, and SBD 7.1 Contract Form. Use the official merSETA quotation form; if space is insufficient, supplement with a pricing breakdown on company letterhead. Ensure the Price Declaration is completed—the price indicated here will be considered the correct price if discrepancies exist.

Required documents: Bidders Information form, Terms and Conditions of RFQ, Undertaking by Bidder, Authority to Sign, SBD 4 (Bidder’s Disclosure), SBD 6.1 (Preference Points Claim Form), Specifications, Pricing Schedule, SBD 7.1 Contract Form. For joint ventures, submit a signed JV Agreement and complete SBD forms for each legal entity. Quotations must be clearly marked with RFQ number and description, submitted via email to [email protected] with RFQ number as the subject.

Objective: Procure a minute taker to record, compile, edit, and proofread minutes for merSETA’s Accounting Authority and its Committees (AA, EXCO, ARC, HRRC, FGC, GSC). Contract period: From date of last SLA signature to 31 March 2028. Scope: Attend scheduled meetings (in-person or virtual), record proceedings using electronic audio equipment, and submit minutes and recordings to the Company Secretary within 3 working days. Minutes must follow merSETA’s standardized format and be proofread/edited before submission. Bidder must: be proficient in English with strong command of public sector/SETA governance terminology; use secure, compliant platforms (compatible with Microsoft Teams) for virtual meetings; be available on short notice (24 hours) for ad-hoc meetings; accommodate correction requests within 24 hours; provide verbatim meeting proceedings when required; and comply with POPIA for data protection. Meetings may be held at merSETA Head Office (8 Hillside Road, Parktown, Johannesburg) or other venues. Committees vary in size (18-25 delegates) and duration (1-6 hours). Bidder must also complete a declaration of interest and confidentiality undertaking at every meeting.

Bidder must submit a comprehensive methodology outlining processes for capturing, transcribing, editing, quality assurance, and delivery of minutes. Include tools/software used, turnaround times, internal review processes, and measures to ensure accuracy and neutrality. Bidder must use secure, compliant platforms (compatible with Microsoft Teams) for virtual meetings and adhere to data protection protocols. Must be available on short notice (24 hours) for ad-hoc meetings and accommodate correction requests within 24 hours.

Bidder requirements: Minimum 5 years’ relevant experience in minute taking or comparable field in a SETA/public entity (documented in company profile). Submit 2+ examples of previously prepared minutes. Provide 2+ CVs of team members, each with 3+ years’ experience, NQF Level 6+ qualifications, and appropriate professional background. Submit 3+ verifiable reference letters from clients in the last 5 years. Bidder must be proficient in English with strong command of public sector/SETA governance terminology. Must be capable of attending meetings across all South African provinces.

merSETA reserves the right to: amend bid conditions, validity period, or specifications before closing date; notify bidders of changes via website; reject any or all bids; award in whole or in part; conduct site inspections; and require additional verification documents. Bidders must monitor the merSETA website for updates. Award is based on functional compliance and financial advantage to merSETA.

Submit firm prices valid for 60 days from closing date (28 July 2026). Prices must be inclusive of VAT and all related expenses. Use the official merSETA pricing schedule (Annexure B). Bill of Quantities includes: Attendance at meetings (per meeting), Preparation of minutes report (per report), Travel costs (per kilometre), Delivery costs/charges. Standard working day: 7 hours. Estimated meetings per annum: 60. Meeting duration may vary (1-7 hours). Preparation fee covers drafting, formatting, proofreading, and submission. Travel reimbursed at approved rates. All rates must clearly state VAT inclusion/exclusion.

Pricing: Submit firm prices valid for 60 days from closing date. Prices must be inclusive of VAT and all related expenses (transport, accommodation, etc.). Use the official merSETA pricing schedule (Annexure B). Pricing is based on the number of meeting hours, with a standard working day defined as 7 hours. Daily rate applies to assignments up to 7 hours; shorter assignments may be billed hourly if agreed. Preparation fee includes drafting, formatting, proofreading, and incorporating amendments. Travel costs are reimbursed at approved rates per kilometre. Estimated annual expenditure is based on 60 meetings but may vary. Payment terms: merSETA pays valid invoices within 30 days from statement date for work done to its satisfaction. No payment for unproductive or duplicated time due to inefficiencies or rework. Price Declaration must be completed; discrepancies will default to the Price Declaration amount.

Mandatory: Registration on National Treasury’s Central Suppliers Database (CSD) with valid CSD number. Tax matters must be in order at the time of award. Submit: completed SBD 4 (Bidder’s Disclosure), SBD 6.1 (Preference Points Claim Form), SBD 7.1 (Contract Form), and all RFQ forms. Provide a copy of B-BBEE Certificate. For joint ventures, submit a signed JV Agreement and complete SBD forms for each legal entity. Bidders must have at least 5 years’ relevant experience in minute taking or comparable field in a SETA/public entity (documented in company profile). Submit 2+ examples of previously prepared minutes, 2+ CVs of team members (each with 3+ years’ experience and NQF Level 6+ qualifications), and 3+ verifiable reference letters from clients in the last 5 years. Submit a comprehensive methodology for capturing, transcribing, editing, and delivering minutes. POPIA compliance: Provide a detailed explanation of how personal/confidential information will be protected, including collection, transfer, storage, access controls, retention, and destruction protocols. Failure to demonstrate POPIA compliance results in immediate disqualification.

Preference points are awarded under the 80/20 system for Specific Goals. Goals and points: Black People Ownership (51%-100%: 6 points), Black Women Ownership (30%-100%: 4 points), Black Youth Ownership (30%-100%: 4 points), White Women Ownership (30%-100%: 2 points), People with Disability Ownership (20%+: 4 points). Submit valid B-BBEE certificate, CIPC certificate, or affidavit as proof. Failure to submit proof means no points are claimed for specific goals.

Contract terms: Offer remains binding for 60 days from closing date. Contract is subject to the Public Finance Management Act (1999), merSETA Supply Chain Management Policy, General Conditions of Contract (GCC), and any Special Conditions. Withdrawal of quote or failure to fulfill the contract may result in merSETA recovering additional expenses incurred. Acceptance may be communicated via email. South African law governs the contract. Successful supplier may be required to sign an SLA or SBD 7.1/7.2 Contract Form. merSETA reserves the right to recover damages, cancel the contract, or restrict future business for fraudulent claims or non-compliance. Contractor must provide documentary proof if requested.

General requirements: Bidders must ensure tax matters are in order and reflected on CSD. Quotations must comply with specifications and include all related expenses. Late submissions are not considered. merSETA reserves the right to not accept the lowest financial offer or any offer. Bidders must address all technical/functional requirements. POPIA compliance is mandatory; failure to demonstrate it results in immediate disqualification.

Evaluation uses the 80/20 preference point system under PPPFA and Preferential Procurement Regulations 2022. Points are allocated as follows: Price (80 points), Specific Goals (20 points). Specific Goals include: Black People Ownership (51%-100%: 6 points), Black Women Ownership (30%-100%: 4 points), Black Youth Ownership (30%-100%: 4 points), White Women Ownership (30%-100%: 2 points), People with Disability Ownership (20%+: 4 points). Functional evaluation requires a minimum 65% score to proceed to price and preference evaluation. Failure to submit proof for specific goals means no points are awarded for those goals.