Objectives

The primary objective is to appoint a qualified service provider to deliver a Basic Registry, Records and Archives Management training course to nine (9) delegates for the Department of Public Works. The appointment aims to enhance administrative staff competency in foundational records handling, archival principles, and registry operations.

Scope

The scope encompasses the complete provision of the specified training service, including instructional delivery, facilitation, and associated learning materials for the designated cohort. Detailed curriculum outcomes, module structures, and assessment criteria are governed by the attached Terms of Reference. The contract covers the full execution of the training program under stipulated government procurement conditions, including delivery scheduling, participant management, and post-training compliance reporting.

Technical Requirements

• The service provider must be physically located in the Gauteng province to qualify for location-based scoring under specific goals.
• All quotations must be submitted on official company letterhead or bear a valid company stamp.
• Suppliers must ensure their banking details are successfully registered and verified on the Central Supplier Database (CSD); verification may be requested at any stage.
• Completed PA-10 compliance forms must be returned with the quotation; omission renders the bid non-responsive.
• The successful bidder will be required to furnish performance security (via bank guarantee or certified cheque) within thirty days of contract award.
• Compliance with standard government procurement regulations, including a valid tax clearance certificate, is mandatory prior to contract award.
• Services are subject to inspection, testing, and analysis by the Department, with costs allocated to either party based on compliance outcomes.
• Payment terms dictate settlement within thirty days of invoice submission, provided all contractual obligations and delivery milestones are met.

Skills Requirements

While detailed pedagogical criteria are referenced in the attached Terms of Reference, the core requirement is the proven capability to facilitate foundational training in registry operations, records lifecycle management, and archival preservation principles. The service provider must demonstrate competent instructional design, subject matter expertise, and effective adult learning facilitation skills tailored to public sector administrative contexts. Trainer qualifications, industry certifications, and prior experience in delivering government-aligned records management programs are expected to align with national professional standards.

Key Terms & Conditions

General Conditions of Contract (GCC): A comprehensive set of standardized government procurement clauses governing rights, obligations, risk allocation, performance metrics, warranty periods, penalty calculations (based on prime interest rates for delays), and termination procedures.

Performance Security: A financial guarantee required post-award to mitigate non-performance risk, refundable upon satisfactory contract completion and warranty period expiry.

Restriction Penalty: A regulatory measure allowing the Department to prohibit non-compliant suppliers from public sector business for up to ten years following findings of corruption, fraud, or collusive bidding.

Force Majeure & Limitation of Liability: Clauses defining unforeseeable events excusing performance delays and capping financial liability, excluding cases of gross negligence or willful misconduct.

CSD Verification: Mandatory registration and validation of supplier banking and compliance data on the government's central supplier registry to ensure transparency and audit readiness.