DBE214 - Non-Compulsory Briefing Session Minutes - Data Capturing of 2026 Systemic Evaluation

Oct 19, 2026

Non-compulsory briefing session minutes for tender number DBE214, held via MS Teams on 13 August 2026 from 10:00 to 11:00. The session covers appointment of a service provider or consortium for data capturing of the 2026 systemic evaluation for four months, including bid submission rules, hard-copy requirements, tender closing on 04 September 2026 at 11:00, and guidance on SBD forms, CSD matching, and question submission timelines. It also records bidder questions and official responses regarding prior evaluations, staffing levels, software installation, security responsibilities, electronic forms, and reporting requirements.

LanguageEnglish

CategoryResearch & Report

FormatPDF

Pages6

Reading Time15 min

AccessFree to download

Welcome and Introduction

Bid Presentation

Supply Chain Management (SCM) Matters

Questions Raised and Responses Provided (during the briefing session)

NON-COMPULSORY BRIEFING SESSION – MS TEAMS DATE: 13 AUGUST 2026 TIME: 10:00 to 11:00 TENDER NUMBER DBE214 DESCRIPTION: APPOINTMENT OF A SERVICE PROVIDER OR CONSORTIUM OF SERVICE PROVIDERS FOR THE DATA CAPTURING OF THE 2026 SYSTEMIC EVALUATION FOR FOUR MONTHS 1. WELCOME AND INTRODUCTION Ms N Metula welcomed everyone and introduced the Department of Basic Education’s (DBE) team; Mr R Legodi, Ms N Banda ,(Supply Chain Management) , and Dr M Chetty, Dr N Shozi (Project Managers) . Bidders were advised to introduce themselves on the Chat to save time. 2. BID PRESENTATION Presentation of the Terms of Reference (TORs) by Dr N Shozi. 3. SUPPLY CHAIN MANAGEMENT (SCM) MATTERS The SCM indicated that: a. The Briefing Session was non-compulsory as indicated in the bid document. Non-attendance to the Briefing Session does not lead to the disqualification of the bidders’ proposal/s. b. The tender will close on 04 September 2026 at 11:00 . Any bid submitted after 11:00 will be considered late and will not be accepted by the DBE. The tender box is situated on the right-hand side before the main building entrance to the reception and is clearly marked “TENDER BOX”. Regarding the submission of larger documents/proposals that cannot fit in the tender box, the bidder is required to request the reception to call the SCM officials, who will register the document/s in the Register of submitted tender documents. c. Bids must be submitted as hard copies; the DBE would not accept electronic/ emailed submissions. d. One original bid proposal would suffice; there was no need to submit a copy of it as well. e. The discussions during the Briefing Session and the questions raised after the Briefing Session will be consolidated and uploaded to the Department’s website ([www.education.gov.za](www.education.gov.za) ), and to the eTender Portal ([www.etenders.gov.za](www.etenders.gov.za) ), where the tender advert and documents are published. The presentation will also be published. Bidders could forward their clarity-seeking questions regarding the bid until 12 days before the tender closes. Make reference to a tender number when raising a question regarding that tender. The questions should be directed [to tenders@dbe.gov.za](to tenders@dbe.gov.za). f. Bidders must read Mandatory Requirements carefully as listed in the TORs and ensure that they respond as required. Also see the tax requirements listed on SBD1, Part B. Below the table, it is stated that “Failure to provide/ or comply with any of the above particulars may render the bid invalid”. g. Bidders must full complete, sign, and submit the SBD forms (with their bid document), which were uploaded with this tender document by the Department. Alteration or retyping of the SBD forms is not allowed and will result in the disqualification of the submitted bid. h. Please note, bidders, that when completing the SBD1 form, you are required to provide your contact details and CSD number. It is important to ensure that these details correspond exactly with the information registered on the Central Supplier Database (CSD) . The Department uses this information when publishing the list of received bids and their corresponding bid prices. Should the CSD number or contact details provided on your SBD1 form not match the information reflected on the CSD, your submission may not be accepted. Bidders are therefore encouraged to verify those details carefully before submitting their bids. 4. QUESTIONS RAISED AND RESPONSES PROVIDED (during the briefing session) | No. | Question raised | Response/ clarity | | --- | --- | --- | | 1. | Is this the first time this kind of project is being undertaken? | No, this is the second time the evaluation has been conducted. The first evaluation was carried out in 2022; and this was the second round of the evaluation. | | 2. | The minimum number of data capturers is 60; how many more than 60 would be considered reasonable to be recruited for the

FAQs

Is attendance at the briefing session mandatory for bidders?

No. The briefing session is non-compulsory, and non-attendance does not disqualify the bidder’s proposal(s).

How and when must bids be submitted, and what happens if they are late?

Bids must be submitted as hard copies. The tender closes on 04 September 2026 at 11:00; bids submitted after 11:00 are considered late and will not be accepted by the DBE.

Does the Department install the software needed for data capturing on the laptops?

Yes. The Department will provide and install the software on the service provider’s computers to capture the data.

Oct 19, 2026

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