Board secretariat services – government tender in kwazulu-natal

Closing date and time: 06 October 2026 at 12:00.

Compulsory briefing session: none (N/A).

Quotation validity: 90 days from closing date.

No compulsory briefing session (N/A).

Enquiries:

• Email: [email protected]
• Telephone: 031 368 9600

Submission email: [email protected]

Service delivery / meeting venue:

Trade & Investment KwaZulu-Natal House

1 Arundel Close

Kingsmead Office Park

Durban, 4001

Submission method: email only.

Submission email: [email protected] (RFQ number must appear in the email subject line).

Closing date and time: 06 October 2026 at 12:00.

Late or incomplete submissions will be invalidated.

Returnable documents (all must be completed, signed and submitted):

• Quotation on company letterhead.
• SBD 1 (Invitation to Bid, Part A & B): bidder details and acceptance of terms.
• SBD 4 (Declaration of Interest): discloses any connection to state employees or the procuring institution.
• SBD 6.1 (Preference Points Claim): claims specific goals points.
• POPIA consent form: authorises TIKZN to process personal information.
• Copy of CSD report or MAAA number.
• Proof of mandatory requirements (professional registration of team leader).
• CVs for both proposed personnel and certified copies of qualifications.

Disqualification risks:

• Failure to meet mandatory requirements (Phase 1).
• Missing or unsigned returnable forms (Phase 2).
• Submission after the closing time.

Evaluation is in four phases:

Phase 1 – Mandatory: Team leader must provide proof of current registration with the Southern African Institute of Chartered Secretaries and Administrators (Chartered Secretaries South Africa). Failure disqualifies.

Phase 2 – Administrative: CSD registration/SARS PIN, signed SBD 4, SBD 1, POPIA consent, and SBD 6.1. Missing documents may end evaluation.

Phase 3 – Functionality (100 points): minimum qualifying score 70% to proceed.

• Company experience (10 points): relevant company secretarial, Board governance and compliance coordination experience, preferably in public entities. Scoring: no experience 0; 1–2 years 5; 3–4 years 8; more than 4 years 10.
• Completed similar projects in government in last 5 years (20 points): reference letters on client letterhead, signed, with contact details, contract amount, work performed and dates; not older than 5 years. Scoring: none/irrelevant 0; 1–2 letters 5; 3–4 letters 15; 5 or more 20.
• Expertise and company capacity (45 points): detailed programme and methodology covering Board Secretariat, governance, Risk Workshop and B-BBEE coordination. Scoring: none 0; poor 5; adequate 10; good 20; very good 30; excellent 45.
• Key personnel (25 points): Team Leader must have at least 8 years' relevant experience in Company Secretarial, Board Secretariat, legal or corporate governance, and be registered with a recognised professional body. Registered and compliant: 25; not registered: 15; non-compliant: 0.

Phase 4 – Price and Specific Goals (80/20 system):

• Price: 80 points.
• Specific goals: 20 points (see specific goals below).

Specific goals (20 points):

• 51% or more women ownership: 10 points (proof: RSA ID of director, CSD report, B-BBEE certificate or affidavit). Less than 51% scores 0.
• Enterprise located in KZN: 5 points (proof: certified utility bill, lease agreement, or letter from ward councillor). Outside KZN scores 0.
• 100% Black-owned: 5 points (proof: RSA ID of director, CSD report, B-BBEE certificate or affidavit).

Failing to submit SBD 6.1 results in zero specific goals points.

Tax compliance of the recommended bidder will be verified on CSD or SARS e-Filing before award.

Scope: Board Secretariat services to support the Board of Trade & Investment KwaZulu-Natal (TIKZN) and its subcommittees.

Contract period: 10 months, with an option to extend by 2 months (up to 12 months).

Subcommittees to be supported:

• Audit, Risk & Compliance Committee (ARC)
• Human Resources, Social and Ethics Remuneration Committee (HRSEC)
• Trade & Investment Committee (TIC)

Board meets at least quarterly and on an ad-hoc basis.

Key responsibilities:

• Provide secretarial services to the Board and all subcommittees.
• Schedule and coordinate meeting attendance to ensure quorum.
• Compile and circulate draft agendas, previous minutes and action lists in consultation with the CEO.
• Collate, index and paginate meeting document packs; distribute seven days before the meeting (electronically or via iBoard).
• Handle logistics for meetings, ad-hoc meetings, workshops (virtual and in-person) and board strategy/risk sessions.
• Assist in preparing chairperson and committee chairperson reports.
• Assist Finance with Board members' claim forms and manage the claims process.
• Compile meeting administrative documents, including attendance registers and declaration of interest forms.
• Provide or facilitate legal opinion and governance advice as required.
• Ensure effective filing of Board documents and support Internal Audit and Auditor-General information requirements.

In-meeting assistance:

• Support the Chairperson, subcommittee chairpersons and CEO on corporate governance practices, including SOE guidelines and King IV principles.

Reporting and record keeping:

• Circulate meeting minutes and action lists within two weeks of each meeting.
• Compile and format Board resolutions and maintain the resolutions register.
• Ensure minutes and resolutions are signed by the respective Chairperson.
• Record (voice) all meetings and safekeep all administrative documents, master document packs, minute books and recordings.
• Provide input for the annual report and quarterly reports.

Board compliance and performance:

• Review Board and subcommittee charters.
• Update or draft annual work-plans for the Board and subcommittees.
• Ensure confidentiality and security of Board documents.
• Conduct an annual Board assessment, including subcommittees.
• Ensure an annual Internal Audit assessment is conducted.
• Prepare an evaluation form for the Company Secretarial Service.

Risk management and B-BBEE compliance coordination (limited period):

• Coordinate and facilitate annual Business Units (7), OPCO/EXCO and Board Risk Workshops.
• Coordinate participation of Board, Executive Management and internal stakeholders.
• Facilitate collation and circulation of documentation for the Risk Workshop.
• Provide secretariat and administrative support for the workshop.
• Coordinate submission and escalation of risk-related matters to the Audit and Risk Committee and/or Board.
• Make available a resource to coordinate B-BBEE compliance information and submissions.
• Liaise with internal business units and the appointed B-BBEE agency.
• Monitor information requirements and submission timelines.
• Maintain records of B-BBEE information submitted and track outstanding items.

Meeting venues and travel logistics:

• Coordinate venue bookings for Board and subcommittee meetings (may be virtual or at other locations).
• Coordinate travel logistics for Board, including accommodation, in consultation with TIKZN's contracted travel agency.

Reporting lines: CEO and Chairperson of the Board.

Deliverables:

• Meeting attendance, minute taking and related administration.
• Formal typed draft and final minutes with action lists.
• Up-to-date Board Resolutions Register.
• Meeting scheduling and coordination, including meeting packs.
• Board and subcommittee assessments.
• Updated charters.
• Reporting on meetings held and attendance.
• Annual Work Plan development/updating.
• Narrative for the Annual Report.
• Coordination of the annual Board Risk Workshop.
• Coordination of B-BBEE compliance information.
• Liaison with the B-BBEE agency.
• Maintenance of B-BBEE records.
• Annual close-out report to the Board and CEO and/or handover report to the Company Secretary.

Resource requirements:

• Outsourced service; office space provided at TIKZN when required.
• Bidder must indicate allocation of a team of no more than two people for the assignment.
• Quotation must cover all applicable costs.

The bidder must submit a detailed programme and methodology demonstrating the skills and capacity to provide Board Secretariat services. The programme must show knowledge of legislation governing the Board and its committees, the PFMA and Schedule 3A requirements, King IV corporate governance principles, strategic meeting management and protocols, strong governance and administrative capabilities, coordination of the annual Board Risk Workshop, and coordination of B-BBEE compliance information. The methodology should include clear sequencing, responsibilities, timelines, stakeholder coordination, and links between tasks and risks, including a defined approach to the Risk Workshop and B-BBEE compliance coordination.

Company experience: The company must demonstrate relevant experience in company secretarial, Board governance and related compliance coordination services, preferably to public entities, by submitting a company profile. Scoring: no experience 0; 1–2 years 5; 3–4 years 8; more than 4 years 10.

Completed similar projects in the government sector in the last five years: The bidder must attach duly signed reference letters on clients' letterheads, signed by authorised representatives, including contact details, contract amount, work performed and dates. Letters must not be older than five years. Where contract amount is not stated, attach the award letter. Similar projects relate to Company Secretarial, Board Secretariat, governance and/or related compliance coordination services. Scoring: none/irrelevant 0; 1–2 letters 5; 3–4 letters 15; 5 or more 20.

Key personnel: The Team Leader/Board Secretariat resource must have at least eight years' relevant experience in Company Secretarial, Board Secretariat, legal and/or corporate governance services. The bidder must attach certified copies of relevant qualifications and/or professional certificates and a comprehensive CV. The proposed resource must demonstrate capacity to oversee coordination of the annual Board Risk Workshop and B-BBEE compliance information. The Team Leader must be registered with a recognised professional body for governance professionals/company secretaries. Scoring: registered and compliant 25; not registered 15; non-compliant 0.

CVs for both proposed personnel and relevant qualifications must be submitted.

Pricing format:

• Rates based on an estimated 80 hours per month.
• Price must be inclusive of all applicable taxes (including VAT).
• Provide hourly rate for Team Leader (20 hours per month) and hourly rate for second resource (60 hours per month).
• Total price (inclusive of VAT at 15%) for 80 hours per month.
• Rates must exclude travel, administrative and operational costs, which are billed as incurred.
• Additional hours charged at the quoted rates.
• Disbursement rates required: travel expenses (rate per km), travel time cost, and any other administrative fees.
• Preferred bidder must provide a detailed time sheet when claiming.
• Price weighs 80 points in the 80/20 preference point system.

No bid security, guarantee or retention requirements are stated.

Mandatory (Phase 1):

• Team leader must be registered with the Southern African Institute of Chartered Secretaries and Administrators (Chartered Secretaries South Africa) and provide documentary proof.

Administrative (Phase 2):

• Proof of CSD registration or SARS PIN.
• Completed and signed SBD 4 (Declaration of Interest).
• Completed and signed SBD 1 (Invitation to Bid, Part A & B).
• Completed and signed POPIA consent form.
• Completed and signed SBD 6.1 (Preference Points Claim).

Tax compliance:

• Recommended bidder's tax matters will be verified on CSD or SARS e-Filing before award.
• Non-compliance may be handled per National Treasury Instruction No. 4 of 2018 (Tax Compliance Status Verification).

General:

• Bids from persons in the service of the state, or companies with directors who are state employees, will not be considered.
• Bidders listed on the Register for Tender Defaulters or List of Restricted Suppliers are automatically disqualified.
• The successful bidder will be required to sign a written contract form (SBD 7).

Contract period: 10 months, with an option to extend by 2 months (up to 12 months).

The quotation remains open for acceptance for 90 days from the closing date.

No contract is formed until a formal contract/letter of award/order is executed.

The bidder bears all costs of preparing and submitting the RFQ; TIKZN is not liable for any such costs.

The contract is subject to the Preferential Procurement Policy Framework Act, 2000, the Preferential Procurement Regulations, the General Conditions of Contract (GCC), and any special conditions.

The successful bidder must sign a written contract form (SBD 7).

Bids must be delivered by the stipulated time to the correct address. All bids must be submitted on the official forms provided (not to be re-typed). The successful bidder will be required to fill in and sign a written contract form (SBD 7). The bid is subject to the Preferential Procurement Policy Framework Act, 2000, the Preferential Procurement Regulations, the General Conditions of Contract (GCC), and any other special conditions of contract.

Evaluation is in four phases: Phase 1 mandatory (team leader registration with Chartered Secretaries South Africa), Phase 2 administrative (CSD, SBD 4, SBD 1, POPIA, SBD 6.1), Phase 3 functionality (minimum 70% to proceed), Phase 4 price and specific goals (80/20 system). Price weighs 80 points, specific goals 20 points. The 90/10 system applies for requirements above R50 million; this tender uses the 80/20 system.