NON COMPULSORY BRIEFING SESSION HELD VIRTUALLY – MICROSOFT TEAMS - TENDER NUMBER DBE169 - SERVICE PROVIDER APPOINTMENT BRIEFING SESSION MINUTES

Oct 19, 2026

Uploaded by Jacob

Non-compulsory virtual briefing session minutes held via Microsoft Teams outline the Department of Basic Education (DBE) tender DBE169 for appointing a service provider to support DBE in finance-related areas. The record covers welcome and introductions, presentation of the Terms of Reference, supply chain management guidance, and consolidated questions with responses. It specifies submission and closing deadlines, requirements to comply with TORs, and notes that clarity questions may be submitted until 26 April 2021 at 16:00.

LanguageEnglish

CategoryResearch & Report

FormatPDF

Pages4

Reading Time10 min

AccessFree to download

Welcome and Introduction

Bid Presentation

Supply Chain Management (SCM) Matters

Questions Raised and Responses Provided

Conclusion

NON COMPULSORY BRIEFING SESSION HELD VIRTUALLY – MICROSOFT TEAMS DATE: 20 April 2021 TIME: 11:00 to 12:00 TENDER NUMBER DBE169 DESCRIPTION: APPOINTMENT OF A SERVICE PROVIDER TO SUPPORT THE DEPARTMENT OF BASIC EDUCATION (DBE) ON AREAS OF FINANCE 1. WELCOME AND INTRODUCTION Ms Metula welcomed everyone and introduced the DBE team; Mr Serache, Ms Metula and Mr Mabilo. She gave the Biddersan opportunity to introduce themselves (indicating the individual’s names and the name of the company/ organisation one is presenting) . 2. BID PRESENTATION Presentation of the Terms of Reference (TORs) by the Project Manager, Mr Serache. He went through the TORs. 3. SUPPLY CHAIN MANAGEMENT (SCM) MATTERS The participants/ Bidders who joined the session when the presentation was taking place were given an opportunity to present themselves. The SCM indicated that: 􀁸 The briefing session is non-compulsory as indicated in the tender advert. 􀁸 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 where the tender advert and documents are published. Bidders can still forward the clarity seeking questions regarding the bid until seven days (26 April 2021 at 16:00) before the tender closes (as indicated in the Terms of Reference) . The questions should be directed [to](to tenders@dbe.gov.za)[ ](to tenders@dbe.gov.za)[tenders@dbe.gov.za](to tenders@dbe.gov.za). 􀁸 The tender is closing on 4 May 2021 at 11:00 . Bidders must submit (courier or hand delivery) their tenders on time. Abid which is submitted after 11:00 will be regarded as late and will not be accepted by the DBE. 􀁸 Bidders must read the Requirements carefully as listed in the TORs and ensure that they comply with the Requirements as listed in the TORs. 4. QUESTIONS RAISED AND RESPONSES PROVIDED (during the briefing session) | No. | Question raised | Response/ clarity | | --- | --- | --- | | 1. | The tender closing date is 4 May 2021 and the service provider will be required to review the Financial Statements for 2021 . After the evaluationsand contractual formalities, there would be little time before end May 2021 when the financial statements are submitted. What are the Department’s expectation in that limited timeframe? | There was a delay in the advertisement of the tender because the Tender Portal was not working hence it was advertised on the Department’s website. The project is for 12 months. For 2021 , if the audit is still on when the service provider starts working, the service provider will assist with the response to the audit findings and will be preparing for 2021/ 2022 financial year. | | 2. | In terms of the Costing Schedule, should we work on 12 months’ period for the three resources (as explained) , for 168 hours per month? Are they going to be fully resourced the whole time or there would be times when these resources are not needed on site and we cannot bill for them or we just quote for 12 months, 168 hours for the three resources? | It will be better to cost for three resources for a period of 12 months. | | 3. | In terms of travel expenditure will our resources be required to visit the Implementing Agents in different provinces to liaise with the Financial Managers or do we work with the assumption that they will be only office based in DBE, Pretoria. | Services providers are not expected to travel, assumption should be that they will only be based on DBE office. | | 4. | The question is linked much with travelling, the sense that I get is that the asset base is spread throughout the country to the extent there might be travelling required especially for reconciliation of the movable and immovable assets. One might need to get a sense of the footprint of the asset base. In resolving some of these legacy issues there might be a requirement to visit these sites. | The Department has appointed the Implementing Agents and t

FAQs

What was the tender number and what did the DBE seek to appoint?

The tender number was DBE169. The DBE sought the appointment of a service provider to support the Department of Basic Education in finance-related areas.

Is attendance at the briefing session compulsory, and how are questions handled?

The briefing session was non-compulsory as indicated in the tender advert. Questions raised during and after the briefing session are consolidated, responded to, and uploaded on the DBE website, and bidders can still submit clarity questions until 26 April 2021 at 16:00.

When is the tender closing date and what happens to late submissions?

The tender closes on 4 May 2021 at 11:00. Submissions after 11:00 are regarded as late and will not be accepted by the DBE.

Oct 19, 2026

Uploaded by Jacob