Tender Summary: REQ10868

Objectives

The primary objective is to deliver a targeted, one-day training programme that enhances the administrative, secretarial, and organisational competencies of municipal staff. The initiative aims to standardise workplace practices, improve documentation quality, and increase operational efficiency for 11 designated participants within the Ba-Phalaborwa Municipality.

Scope

• Facilitate a comprehensive day-long training session exclusively for 11 secretarial/administrative personnel.
• Deliver instruction across six core competency modules aligned with national occupational standards.
• Provide all necessary training materials, venue logistics, facilitation, and post-training reporting.
• Submit a formal written quotation on official company letterhead, detailing unit pricing, total cost, and a firm delivery timeframe.

Technical Requirements

Service providers must satisfy the following technical and procedural criteria:

• Curriculum Alignment: Training content must strictly map to the specified Unit Intervention Standards (US IDs), covering business writing processes, time management, administration records, general administration, records management, and administrative procedure development.
• Compliance Documentation: Providers must be registered on the Central Supplier Database (CSD), hold a valid Tax Clearance Pin, and submit a fully completed MBD4 Declaration of Interest form.
• Quotation Validity: All submitted prices must remain binding for a minimum of thirty (30) days from the submission date.
• Data Protection: All handling of participant and institutional information must comply with the Protection of Personal Information Act (POPIA) 4 of 2013 and the Promotion of Access to Information Act (PAIA) 2 of 2000.
• Delivery Commitment: A firm, non-negotiable delivery period must be explicitly stated in the quotation.

Skills Requirements

The service provider and lead facilitators must demonstrate proven expertise in the following areas:

• Business Communication & Writing: Ability to instruct participants on structured writing processes for drafting official municipal correspondence, reports, and memoranda.
• Time Management: Competence in delivering practical strategies for prioritisation, scheduling, and workflow optimisation in high-volume administrative environments.
• Records & Administration Management: Proficiency in managing physical and digital administrative records, maintaining compliant filing systems, and ensuring accurate documentation retention.
• Administrative Procedure Development: Skill in designing, documenting, and implementing standard operating procedures to streamline office operations and improve accountability.
• Adult Learning Facilitation: Experience in delivering intensive, single-day training sessions using interactive methodologies suitable for professional secretarial staff.

Key Terms & Procurement Framework

This tender utilises several South African public procurement conventions that require clarification:

• MBD4 (Declaration of Interest): A standard municipal bid form used to disclose any actual or potential conflicts of interest between the bidder and the procuring entity, ensuring transparency and fairness.
• CSD (Central Supplier Database): A national government repository that verifies supplier legitimacy, tax compliance, and historical performance before contract award.
• 80/20 Evaluation Model: A standard scoring framework where 80 points are allocated to price competitiveness and 20 points to Broad-Based Black Economic Empowerment (B-BBEE) status. The B-BBEE portion is tiered: 20 points for 100% black-owned entities, 18 points for entities with over 51% black ownership, and 14 points for those with less than 51%.
• Unit Intervention Standards (US IDs): National occupational competency frameworks that define specific skill units, learning outcomes, and assessment criteria for secretarial and administrative roles.