Objectives

The primary objectives of the tender are to appoint a higher education institution (university) to provide comprehensive services for the KwaZulu-Natal Provincial House of Traditional and Khoi-san Leaders (PHTKL) Strategic Planning Session scheduled for 21 – 23 May 2026. These services include professional secretariat, rapporteur, report-writing, post-session implementation support, skills transfer, and capacity-building. The aim is to produce credible documentation of deliberations, develop strategic reports and frameworks, embed key skills within traditional leadership support structures, and foster a sustainable academic-government partnership in traditional governance and rural development.

Scope

The scope of work encompasses:

• Review of existing strategic plans, reports, and background documentation.
• Consultation with departmental officials on programme structure and reporting templates.
• Development of rapporteur handbooks, report templates, and data management protocols.
• Pre-session briefing and orientation with stakeholders.
• Deployment of a multidisciplinary team including senior academic rapporteurs, editors, and AV/transcription officers.
• Real-time capture of plenary and breakaway commission proceedings, keynote addresses, and presentations.
• Daily consolidation meetings and secure data handling.
• Production of draft and final comprehensive session reports within specified timelines.
• Development of a turnaround strategy framework and resolution implementation matrix.
• Design, editing, and publication of final documents in multiple formats.
• Post-session support including technical advisory, quarterly monitoring, workshops, research briefs, and policy inputs over a 12-month period.
• Design and delivery of a structured skills transfer and capacity-building program, including assessments, training modules, on-the-job coaching, shadowing, and certification.

Technical Requirements

The technical requirements include:

• Deployment of a qualified team with a Lead Rapporteur (senior academic), ten Commission Rapporteurs, a plenary rapporteur, an editor, and AV/transcription officers.
• Development of standardized templates, rapporteur handbooks, and data protocols.
• Real-time verbatim and thematic capturing of proceedings, with simultaneous recording of breakaway commissions.
• Secure handling, encryption, and custody of all recordings, transcripts, and notes.
• Delivery of draft and final comprehensive reports within 10 and 21 working days respectively.
• Development of a turnaround strategy framework and resolution implementation matrix within 30 working days.
• Provision of ongoing technical advisory support, monitoring, and capacity-building over 12 months.
• Design and implementation of a skills transfer program, including assessments, training modules, mentorship, shadowing, and certification.

Skills Requirements

The skills and capacity requirements include:

• Demonstrable experience in academic research, report-writing, and policy analysis within public administration or related fields.
• Ability to deploy at least eleven qualified rapporteurs simultaneously, including a senior academic lead.
• Expertise in real-time documentation, thematic analysis, and audio/video recording technologies.
• Proficiency in developing standardized templates, data management protocols, and report formatting.
• Capacity to deliver structured training, mentorship, and certification programs in secretariat, rapporteurship, research methodology, and traditional governance frameworks.
• Experience in post-session support, monitoring, and evaluation over an extended period.
• Strong project management skills to adhere to timelines, deliverables, and quality assurance standards.