Teta request for proposal: service provider to establish and operate a strategic project management office (pmo)

Purpose: TETA invites proposals from competent service providers to establish a Project Management Office (PMO) as a central governance and coordination structure. The PMO will implement the TETA Integrated Governance Improvement Plan (IGIP) to enhance project delivery, compliance, and accountability.

Objectives:

• Render services as per the Terms of Reference (Schedule 4).
• Ensure compliance with all relevant legislation and regulations (e.g., Skills Development Act, PFMA).
• Sign a Service Level Agreement (SLA) and contract with TETA.
• Select a preferred bidder based on evaluation criteria under the PPPFA 80/20 preferential points system.

Context:

• TETA, established under the Skills Development Act, aims to develop sector skills, monitor training, and allocate grants to stakeholders.
• The PMO will act as a strategic enabler to improve institutional effectiveness, streamline implementation, and ensure optimal use of levy income for measurable impact.
• The PMO will align projects with TETA’s strategic plan, enforce governance, and support consistent standards/methodologies.

Closing date: 28 July 2026 at 11:00.

Compulsory briefing session: 10 July 2026 at 13:00 via Microsoft Teams (link: https://teams.microsoft.com/meet/334594040858595?p=3jLgElIGSb6050GMvk).

Cut-off date for queries: 23 July 2026 (end of business day).

Bid validity period: 90 days after the closing date.

SCM Specialist (for bidding procedure and technical enquiries):

• Telephone: 011 577 7027
• Email: [email protected]

Submission address:

Bid box at 344 Pretoria Avenue, Ferndale, Randburg, 2194.

Submit bids by the closing date and time (28 July 2026, 11:00) to the bid box at 344 Pretoria Avenue, Ferndale, Randburg, 2194. Late submissions will not be accepted.

Required returnable documents:

• Invitation to Bid (SBD 1): Completed and signed electronically or in permanent black ink.
• Bid submission: Fully completed bid documents, with all declarations of interest signed. For joint ventures (JVs) or consortia, all parties must sign. Submit only one (1) original signed copy.
• Declaration of Interest (SBD 4): Fully completed and signed. For JVs/consortia, each company must complete and sign.
• Pricing/Costing Schedule: Fully complete Schedule 20 (Pricing Proposal) and SBD 3.3 (Schedule 19) electronically or in black ink.
• SARS PIN/CSD Supplier Number: Submit a SARS PIN with expiry date for tax verification. If unavailable, provide a CSD Supplier Number. For JVs/consortia, submit tax clearance certificates or SARS PINs for all parties.
• Central Supplier Database (CSD) Registration: Proof of registration on www.csd.gov.za must be attached.
• Methodology and Approach: Submit a detailed methodology and approach for executing the required services.
• Team Qualifications: Provide certified copies of qualifications and CVs for the Project Leader (PMO Lead) and all team members. Uncertified documents will not be accepted.

Additional requirements:

• Submit one (1) original hard copy and one (1) electronic copy (virus-free USB) of the technical submission.
• Bids must be sealed in an envelope and deposited in the tender box by the deadline.
• Bids sent by post/courier must arrive at least 36 hours before closing to be deposited in the bid box.
• Use official forms provided; do not re-type or redraft. Offers in other formats may be disregarded.
• Bids must be in English.
• Failure to comply with any mandatory requirement will result in disqualification at the Pre-Compliance Phase.

Scope: Establishment of a Project Management Office (PMO) for TETA to serve as a central governance and coordination structure for implementing the TETA Integrated Governance Improvement Plan (IGIP).

Key Objectives:

• Render services as per the Terms of Reference (Schedule 4).
• Ensure compliance with all relevant legislation and regulations.
• Sign a Service Level Agreement (SLA) and contract with TETA.

PMO Mandate and Scope:

• Align all TETA projects (grants, learnerships, skills programmes, internal projects, compliance/audit actions, sector skills planning, stakeholder engagements) with TETA’s strategic priorities.
• Enforce governance and compliance with legislative/regulatory prescripts (e.g., PFMA, Skills Development Act) and internal policies.
• Portfolio management: Prioritisation, resource allocation, benefits realisation, risk management.
• Monitoring, evaluation, and reporting to the Board, Audit Committee, and stakeholders.
• Coordinate internal/external audit processes and governance requests.

PMO Governance Structures:

• Project Steering Committee (PSC): Oversees project direction, decision-making, and issue resolution. Chaired by the CEO.
• Portfolio Review Sub-Committee (PRC): Quarterly reviews of projects (prioritisation, funding, progress, bottlenecks).
• Risk & Quality Sub-Committee (RQC): Oversight of compliance, audit, financial risks, and quality assurance.

Project Lifecycle Phases:

• Initiation: Project request, business case, feasibility, alignment with TETA strategy.
• Planning: Detailed project plan, resource/budget plans, risk/issue registers, stakeholder/communication plans, M&E plans.
• Execution: Task implementation, resource mobilisation, stakeholder coordination.
• Monitoring & Control: Tracking schedule, cost, quality, risks, status reporting, gate reviews, compliance checks.
• Closure: Final deliverables, post-implementation review, lessons learnt, benefits realisation, audit documentation.

Standardised Processes and Tools:

• Project Management Methodology: Tailored for TETA’s skills development context (intake, planning, scheduling, budget control, risk/issue management, change control, QA, stakeholder management, document management, M&E).
• Templates: Mandatory use of PMO templates (business case, charter, stakeholder register, risk register, project plan, budget, status reports, change requests, closure reports).
• Portfolio Management: Prioritisation criteria, benefits realisation framework, decision matrix, portfolio dashboard, project pipeline tracker, capacity/resource planning tools.
• Technology: PPM software (e.g., MS Project Online), document management (SharePoint/Teams), dashboard tools (Power BI/Tableau), collaboration tools (Teams/Slack). Optional integrations with finance, HR, and CRM systems.

Key Deliverables:

• Implementation of TETA APP and SLA until March 2030.
• Expedited implementation of Discretionary Grants (DGs) and Special/Flagship Projects in compliance with DG policy and funding framework.
• Oversight of annual discretionary grants (advertisements, evaluation, contracting, implementation).
• Review of TETA Audit Remediation Plan.
• Review of ICT stabilisation programme.

Success Metrics (KPIs):

• Project success rate (on-time, within budget, scope/quality standards).
• Budget adherence (variance tracking, cost overruns).
• Timely delivery of programmes.
• Benefits realised (learners trained, placements, skills alignment, grants disbursed, compliance improvements).
• Audit & compliance outcomes (findings resolved, remediation time).
• Resource utilisation efficiency.
• Reporting cycle compliance, template adoption rate, stakeholder satisfaction, training delivered vs. target, QA compliance rate.

Pricing must be submitted in South African Rand (ZAR) and VAT inclusive.

• Complete the Pricing Schedule (Schedule 20) and SBD 3.3 form (Schedule 19) in full, electronically or in black ink.
• Prices must align with the units shown in the cost breakdown.
• Firm prices are preferred. If non-firm prices are bid, the General Conditions of Contract and Order will apply.
• Clearly state whether prices will remain firm for the contract duration.
• For consortia/JVs/sub-contractors, each member must submit a separate SARS PIN/CSD Supplier Number.
• Payment terms and financial capacity requirements are subject to the General Conditions of Contract (GCC) and any special conditions outlined in Schedule 5.

Mandatory Compliance Requirements:

• Tax Compliance: Submit a valid SARS PIN (with expiry date) or CSD Supplier Number for tax verification. For JVs/consortia, each party must provide a separate PIN/CSD number. If no PIN is available but the bidder is registered on CSD, provide the CSD number.
• Central Supplier Database (CSD) Registration: Proof of registration on www.csd.gov.za must be attached.
• B-BBEE: Submit a valid B-BBEE Status Level Verification Certificate or sworn affidavit (for EMEs and QSEs) to qualify for preference points.
• Company Experience: Minimum of 5 years’ experience in providing project management consulting services. Submit a completed company experience schedule and corresponding reference letters.
• Project Leader/Head of PMO: Must have led and completed projects in the last 5 years, with a minimum of 5 years’ experience in project management services. Attach certified copies of qualifications and CV.
• Team Members: Provide certified copies of qualifications and CVs for all team members. Uncertified documents will not be accepted.
• Methodology and Approach: Submit a detailed methodology for executing the required services.
• Declaration of Interest (SBD 4): Fully completed and signed by all parties (for JVs/consortia, each company must sign).
• Non-Collusion: Submit a completed Non-Collusion Form (Schedule 6).
• Employment Equity (EE) Compliance Certificate: Submit as part of the bid (Schedule 13).
• Proof of Authority: For bid signing, submit proof of authority (e.g., company resolution).
• Foreign Suppliers: If applicable, complete the Questionnaire for Bidding Foreign Suppliers and provide proof of residency, branch, or permanent establishment in South Africa.

Disqualification Risks:

• Failure to submit any mandatory document or meet mandatory requirements.
• False declarations or non-compliance with tax, B-BBEE, or other statutory obligations.
• Bids from persons in the service of the state, or companies with directors/members in the service of the state, will not be considered.

Evaluation Process:

• Stage 1: Pre-Compliance (Administrative Compliance) Evaluation
• Mandatory Requirements: Bidders must meet all mandatory criteria (e.g., completed SBD 1, signed declarations, pricing schedules, tax compliance). Failure results in disqualification.
• Administrative Requirements: Compliance with submission guidelines, document completeness, and prescribed formats.
• Stage 2: Quality/Technical Proposal Evaluation
• Technical and methodological proposals are assessed for alignment with TETA’s needs, feasibility, and quality.
• Stage 3: Price and Specific Goals Evaluation
• 80 points for Price.
• 20 points for Specific Goals (B-BBEE and other preferential procurement criteria per PPPFA Regulations 2022).
• The bid will be evaluated under the PPPFA 80/20 preferential points system.