Objectives

The primary objective of this tender is to appoint a professional secretarial service provider to provide minute-taking and recording services at all merSETA Supply Chain Management Bid Committee meetings on an ad-hoc basis for a period of 12 months.

Scope

The scope of work includes:

• Recording and compiling minutes of merSETA Supply Chain Management Bid Committee meetings.
• Ensuring confidentiality and signing confidentiality undertakings at each meeting.
• Submitting electronic minutes in Microsoft Word format to the Supply Chain Unit within five (5) working days after each meeting.
• Providing verbatim minutes for future reference as required by the Supply Chain Management unit and committee members.
• Pricing based on the number of hours of each meeting, as per the attached pricing schedule.

Technical Requirements

The technical requirements include:

• Provision of minute-taking services at all merSETA SCM Bid Committee meetings, which may be conducted physically or virtually.
• Adherence to confidentiality and signing confidentiality undertakings at every meeting.
• Submission of minutes in Microsoft Word format within five working days of each meeting.
• Experience in minute-taking, with at least two years of relevant experience demonstrated through company profile and reference letters.
• Provision of detailed explanation on how the bidder will ensure the protection of personal information in compliance with the POPI Act.
• Compliance with all relevant procurement and legal regulations, including registration on the Central Supplier Database (CSD).

Skills Requirements

The skills and experience required from the bidder include:

• Minimum of two (2) years of experience in minute-taking or similar secretarial services, supported by company profile and reference letters.
• Experience in preparing minutes for meetings, with proof of minutes previously prepared.
• Ability to provide minutes in verbatim format when required.
• Understanding of confidentiality and data protection, with a detailed plan to ensure compliance with the POPI Act.
• Proven ability to deliver quality secretarial services in a professional and timely manner.
• Capability to handle virtual and physical meetings, including technical proficiency with Microsoft Word and electronic document submission.