NON-COMPULSORY BRIEFING SESSION - MS TEAMS - TENDER DBE205 BRIEFING SESSION MINUTES

Oct 19, 2026

Non-compulsory briefing session minutes for Tender DBE205 held on MS Teams (13 May 2025, 10:00–11:00) by South Africa’s Department of Basic Education for the National School Nutrition Programme awards. The document records welcome and bidder introductions, bid presentation focused on TORs, quality and standards, and supply chain management rules on non-attendance, hard-copy submission, deadlines, tender box placement, and SBD form requirements. It also captures clarifications on provider appointment, acceptable brands, national delivery approach, evaluation of delivery capability, and whether a USB is required, plus guidance on question submission timing and referencing the tender number.

LanguageEnglish

CategoryResearch & Report

FormatPDF

Pages4

Reading Time10 min

AccessFree to download

1. Welcome and Introduction

2. Bid Presentation

3. Supply Chain Management (SCM) Matters

4. Questions Raised and Responses Provided During the Briefing Session

5. Conclusion

6. Questions Raised After the Briefing Session and the Responses

NON-COMPULSORY BRIEFING SESSION – MS TEAMS DATE: 13 May 2025 TIME: 10:00 to 11:00 TENDER NUMBER DBE205 DESCRIPTION: Appointment of a service provider or a consortium of service providers for supply and delivery of catering equipment to the Department of Basic Education for the National School Nutrition Programme awards for a period of 2 years. 1. WELCOME AND INTRODUCTION Ms N Metula: i. Welcomed everyone and introduced the Department of Basic Education’s (DBE) team; Ms N Metula, Ms N Banda and Mr R Legodi (Supply Chain Management) and Ms N Sediti and Ms A Tshovhote (Project Managers) . ii. She gave the bidders an opportunity to introduce themselves (indicating the individual’s names and the name of the company/ organisation re-presenting) . 2. BID PRESENTATION Ms Tshovhote presented the Terms of Reference (TORs) giving emphasis that the DBE would look at the quality, and whether standards have been met. The expectation is to deliver the best quality product to schools which meets the South African Bureau of Standards (SABS) . It is important to maintain as well as sustain the items for a period of years. Bidders must quote all the equipment listed on Table 3 and also quote for the supply and delivery of these goods. 3. SUPPLY CHAIN MANAGEMENT (SCM) MATTERS The SCM indicated that: i. 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. ii. The tender is closing on 30 May 2025 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-hand side before accessing the main entrance (from the gate) to the Reception; and is clearly marked “TENDERS”. With regards to the submission of bigger documents, you are required to go to Reception and the receptionist will call the SCM officials who would register the document/s in the Register for receiving the tender documents. If sending through the courier, the bidder must give the courier clear instructions to drop the document in the Tender Box or in a case of a bigger document the courier must ensure that it is correctly received and registered (as mentioned above) . iii. Bids must be submitted as hard copies; electronic/ emailed submissions will not be accepted by the DBE. iv. An original bid proposal/ document will suffice, there is no need for copies as well. v. 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.education.gov.za](www.education.gov.za) ), eTender 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 12 days before the tender closes. It is important to make a reference to a tender number when raising a question regarding that tender. The questions should [be directed to](be directed to tenders@dbe.gov.za)[ ](be directed to tenders@dbe.gov.za)[tenders@dbe.gov.za](be directed to tenders@dbe.gov.za). and tender number used as a reference. vi. 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”. vii. Bidders must fully complete, sign and submit (with their bid document) the SBD forms which were uploaded with this 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. | How many service providers will

FAQs

Is attendance at the briefing session mandatory for Tender DBE205?

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

What submission method and format are required for this tender?

Bids must be submitted as hard copies only; electronic or emailed submissions are not accepted. Only one original bid proposal/document is required.

How and when may bidders submit clarity-seeking questions before the tender closes?

Bidders may forward clarity-seeking questions until 12 days before the tender closes, and should reference the tender number when raising questions.

Are bidders required to provide a USB or memory stick with the submission?

No. Only one hard copy document/proposal is required; there is no need for a USB or memory stick.

Oct 19, 2026

Uploaded by Valentina