DBE195 - Non-compulsory Briefing Session Minutes (02 July 2024)

Oct 19, 2026

Uploaded by Rhys

Minutes from a non-compulsory virtual briefing session held on 02 July 2024 for tender DBE195. The meeting covered welcome and bidder introductions, presentation of the terms of reference, and key supply chain management submission requirements. Guidance included tender closing rules, tender-box location, registration for larger documents, how questions and consolidated responses will be published, and completion/signing of SBD forms without alteration. Responses addressed bidder questions on quantities, appointment structure, evaluation of functionality, specification availability, samples, and storage compliance.

LanguageEnglish

CategoryResearch & Report

FormatPDF

Pages7

Reading Time18 min

AccessFree to download

Welcome and Introduction

Bid Presentation

Supply Chain Management (SCM) Matters

Questions Raised and Responses Provided

NON COMPULSORY BRIEFING SESSION HELD VIRTUALLY – MICROSOFT TEAMS DATE: 02 JULY 2024 TIME: 10:00 to 11:00 TENDER NUMBER: DBE195 DESCRIPTION: APPOINTMENT OF A SERVICE PROVIDER ORA CONSORTIUM OF SERVICE PROVIDERS FOR THE PRINTING, PACKAGING, WAREHOUSING, AND DELIVERY OF EARLY GRADE READING ASSESSMENT TOOLKITS TO THE DEPARTMENT OF BASIC EDUCATION. 1. WELCOME AND INTRODUCTION Ms Metula welcomed everyone and introduced the Department of Basic Education’s (DBE) team; Mr R Legodi, Ms N Banda, Ms T Skosana (Supply Chain Management) Ms K Modiba, Mr P Prinsloo (Project Management Team) . She gave the Bidders an opportunity to introduce themselves (indicating the person’s name/s and the name of the company or organisation one was representing) . 2. BID PRESENTATION Presentation of the Terms of Reference (TORs) by Mr Prinsloo. 3. SUPPLY CHAIN MANAGEMENT (SCM) MATTERS The SCM indicated that: a. The briefing session is non-compulsory as indicated in the Tender advert. Non-attendance to the briefing session does not lead to disqualification of the Bidders’ proposal/s. b. The tender is closing on 16 July 2024 at 11:00 . A bid which is submitted after 11:00 will be regarded as late and will not be accepted by the DBE. The Tender box is situated on the right side before accessing the door to the reception; and is clearly marked “TENDER BOX”. With regard to the submission of bigger documents, the reception will call the SCM officials who would register your document/s in the Register for receiving the tender documents. Bidders should not leave their documents without registering them. c. The discussions during the briefing session and the questions raised after the briefing session will be consolidated, responded to and uploaded on the Department’s website ([www.etenders.gov.za](www.etenders.gov.za) ) e-Tender Portal ([www.etenders.gov.za](www.etenders.gov.za) ) where the tender advert and documents are published. Bidders can still forward the clarity seeking questions regarding the bid until at least twelve (12) days before the tender closing date. The questions should be directed [to](to Tenders@dbe.gov.za. When)[ ](to Tenders@dbe.gov.za. When)[Tenders@dbe.gov.za.](to Tenders@dbe.gov.za. When)[ When](to Tenders@dbe.gov.za. When) asking questions, Bidders should state the tender number as reference. d. Bidders must read the following requirements carefully as listed in the bid document and comply/ respond as required: 􀁸 Mandatory Requirements; 􀁸 Non-Mandatory Requirements; and 􀁸 SBD1 form including Part B, paragraph 2. e. Bidders must fully complete, sign and submit (with their bid document) the SBD Forms which were uploaded with the tender document by the Department. Alteration or re-typing of the SBD Forms is not allowed and will lead to the disqualification of the bid submitted. 4. QUESTIONS RAISED AND RESPONSES PROVIDED – DURING THE BRIEFING SESSION | No. | Question | Response/ clarity | | --- | --- | --- | | 1. | Does 9000 copies mean 9000 per page or 9000 packages? | The total number of EGRA Tooklits as listed in paragraph 4.4 of the Terms of Reference is 900. The quantities of the Assessment Charts is:
􀁸 900 Assessment Charts, with each Chart multiplied by 4 = 3600 copies per Chart.
􀁸 3600 copies for Chart 1, | | | | 􀁸 3600 for Chart 2, and
􀁸 3600 for Chart 3.
Totalling to 10,800 copies (when all three Assessment Charts are added together) .
The Specifications include Charts printed on text and on both sides.
The Teacher Guides = 900: A4 booklet glossy cover saddled stitched, 25 pages back-to-back printed text. Glossy folders = 900: A4 laminated with branding and captions on the front cover and printed information on the front inside cover. | | --- | --- | --- | | 2. | How many companies is the Department intending to appoint? | One service provider or one consortium of service providers as stated in the tender description. The tender also allows for subcontracting. Under

FAQs

Is the briefing session for tender DBE195 compulsory, and does non-attendance disqualify bidders?

The briefing session is non-compulsory. Non-attendance does not lead to disqualification of bidders’ proposals.

What is the tender closing time for DBE195, and how are late bids treated?

The tender closes on 16 July 2024 at 11:00. A bid submitted after 11:00 is regarded as late and will not be accepted.

How are assessment toolkit quantities interpreted for pricing and volumes?

The total number of EGRA toolkits listed is 900. Assessment charts quantity is 900 charts with each chart multiplied by 4 (3600 copies per chart), totaling 10,800 copies when all three charts are added together.

Oct 19, 2026

Uploaded by Rhys