Project Contracting
Overall Progress
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Management Team
Analysis
and Constraints
Plan
check List
Summary Budget
Schedule
Contract Pack Overview
| Description | Part to Complete |
|---|---|
| Provider Full Name (e.g., Department of Public Works) | Garden Route District Municipality |
| Provider Short Name (e.g., DPW) | GRDM |
| Signatory Title, Name, and Surname of Provider Signatory (e.g., Dr GF Mbalula) | |
| Designation of Provider Signatory (e.g., Deputy Director-General of the Department of Public Works) | |
| Contract End Date | |
| Organisation Form (e.g., Private Company, Public Company, National Department, Public Entity, Non-Governmental Organisation, etc.) | |
| Project Amount | R36 378 000.00 (Thirty Six Million Three Hundred and Seventy Eight Thousand Rand) VAT Inclusive |
| Description | Part to Complete |
|---|---|
| Document Retention Clause | |
| Provider's Physical Address, Postal Address, Telephone Number and Fax |
Shaded rows are editable. All other values come from your approved application.
Project Summary
Details of the Skills Development Provider as captured in your approved application.
| Full Legal Name (Business Name): | |
| Acronym (where applicable): | |
| Legal Status & Registration Number: | |
| VAT Registration Number (where applicable): | |
| Business Address: | |
| Income Tax Number: | |
| Postal Address: | |
| Contact person: | |
| Signature: | |
| Telephone Number: | |
| Cell Phone Number: | |
| Email Address: | |
| Website: |
Project Site
Trades, targeted sectors, and municipalities where training will be delivered.
| OCCUPATION/TRADE (E.G., ELECTRICAL) | Economic Sector Targeted | Estimated number of beneficiaries per trade | District Municipality | Local Municipality | TRAINING CENTRE PHYSICAL ADDRESS | Workshop Physical Address |
|---|---|---|---|---|---|---|
Beneficiaries
Learner numbers per site by race, gender, and youth category. Totals are calculated automatically.
| Province | Site | Black | White | Total | Youth (18–35) | |||
|---|---|---|---|---|---|---|---|---|
| Male | Female | Male | Female | Male | Female | |||
| 25 | ||||||||
| 25 | ||||||||
| Totals | 2 | 4 | 44 | 0 | 50 | 0 | 0 | |
Row totals and column totals are calculated automatically from the race and gender counts.
Project Management Team – Roles and Responsibilities
Confirm each role, its responsibilities, and the responsible person. All fields are editable.
| Role | Responsibility | Name/Position |
|---|---|---|
All role, responsibility and name fields are editable. Hover a row and use the ✕ on the right to remove it.
Stakeholder Analysis
List each stakeholder or stakeholder group and its role in the project.
| # | Stakeholder / Stakeholder Group | Roles and/or Responsibilities |
|---|---|---|
| 1 | ||
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Stakeholder names and responsibilities are editable. Row numbers update automatically. Hover a row and use the ✕ on the right to remove it.
Project Risk and Constraints
Rate each risk by likelihood and impact, then record the mitigation and contingency measures.
| # | Risk | Likelihood | Impact | Rating | Mitigation | Contingency |
|---|---|---|---|---|---|---|
| 1 | ||||||
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| 5 |
Select a likelihood and impact for every risk. Row numbers update automatically. Hover a row and use the ✕ on the right to remove it.
Signatories
Capture the authorised signatory for each annexure and section in the contract pack.
| Sr. No. | Annexure | Section | Name | Designation | Email Address | Phone Number |
|---|---|---|---|---|---|---|
| 1 | Annexure A | G |
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| 2 | Annexure B | F |
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| 3 | Annexure C | A |
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| 4 | Annexure D | B |
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| 5 | Annexure F | C |
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Select the country code, then enter the phone number using digits only. Hover over a row and click the × icon on the right to remove it.
Annexure A: Project Implementation Plan
Project timeline: March 2026 to November 2028. Edit the From and To dates, and the Gantt chart will update automatically.
| # | Activity | Deliverable | Lead | From | To |
|---|---|---|---|---|---|
| 1 | |||||
| 2 | |||||
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| 10 |
All fields are editable. Adding, removing or editing a row redraws the Gantt chart below.
Implementation Plan — Gantt Chart
Bars are repositioned automatically when the From and To Dates change. Hover over a bar for details.
Scroll horizontally to navigate the timeline. The # and Activity columns remain fixed.
Checklist for the Project Cash Flow Projection
Review each item against the MoA, Approval Letter, and Implementation Plan. Select the reviewer checkboxes after verification.
| # | Check | Further Comments | Importance | Preparer (SDP) | Reviewer (SDP) | Reviewer (NSF PM) | Comment | FMU Check |
|---|---|---|---|---|---|---|---|---|
| 1 | Contractual Period (Start date and End Date) as per cash flow agrees with the contractual period as per the MOU/Approval Letter | NSF PM to check and confirm whether the contractual period as per cash flow agrees with the contractual period as per MOA (Check the MOA and the Approval Letter for confirmation) | Required | Yes | ||||
| 2 | Deliverables as per cash flow agrees with deliverables as per approval letter and the implementation plan. | NSF PM to check and confirm whether the deliverables accounted for in the detailed cash flow agrees with the deliverables per Approval Letter (Check the Approval Letter and the implementation plan for confirmation) | Required | Yes | ||||
| 3 | Number of beneficiaries/Units as per cash flow agrees with Number of beneficiaries/Units as per approval letter and the implementation plan | NSF PM to check and confirm whether the units / number of beneficiaries accounted for on the Cash Flow agrees with the number of beneficiaries as per the Approval Letter and the implementation plan for confirmation | Required | Yes | ||||
| 4 | Total amount per deliverable as per cash flow agrees with the total amount/cost per deliverables as per the Approval letter as well as Annexure A of the approval letter | NSF PM to check and confirm whether the total cost per deliverables as per the Cash Flow agrees with the total cost per deliverables as per the Approval Letter (the Approval Letter and the implementation plan for confirmation) | Required | Yes | ||||
| 5 | Unit Cost per deliverable as per cash flow agrees with the Unit Cost ofAnnexure A of the approval letter | NSF PM to check and confirm whether the cash flow agrees Check or Verify with the Unit Cost as per approval letter (the Approval Letter and the implementation plan for confirmation) | Required | Yes | ||||
| 6 | Project management fee as per cash flow has been calculated at (Total Project Cost before PM fee × 7.5% × 90%) of the total amount of the deliverables per quarter and the total for the year inclusive of the retention fee agrees to the total Project management fee. | MOA / Ideally there should not be uniform amount allocated as project management fees on the Cash flow, however the PM fee should be informed by the quarterly deliverables. | Required | Yes | ||||
| 7 | Retention fee has been calculated at 10% and allocated to last quarter of the project closure as per the relevant MOA clause. | MOA Retention fee is paid a last quarterly report and the final close-out report should be submitted to NSF for processing and closure of the project. | Required | Yes | ||||
| 8 | Cross casted and casted the cash flow. | Ensure that the figures add up vertically and horizontally (please use MS Excel and make use of formulas that could be easily traceable) | Required | Yes | ||||
| 9 | Quarterly tranches must be a reflection of a well thought program plan and realistic enough supporting the quarterly deliverables state of readiness for roll out. | Verify implementation plan timeline matches quarterly cash flow allocations and deliverable scheduling. | Required | Yes | ||||
| – | The revised cash flow projection line items are the same as the initial cash flow budget line items (exception is where there are additional line items as per the change request). | The NSF PM to check and agree the line item(s)/deliverable(s) as per the revised cash flow projection to the initial cash flow projection line items. | Required | Yes | ||||
| – | The revised cash flow projection amount per line item/deliverable are the same as the initial cash flow budget/projection amount per line items. | The NSF PM to check and agree the amount as per the revised cash flow projection (line item/deliverables) to the initial cash flow projection line items. | Required | Yes | ||||
| – | Total funds received to date agrees to the total funds paid to the SDP as per the latest BAS payment report. | Check the BAS payment report. | Required | No | ||||
| – | Revised Contractual End Date as per cash flow agrees with the addendum/revised implementation plan/change request approval letter. | NSF PM to check the addendum/revised implementation plan/change request approval letter and confirm whether the revised cash flow revised contractual end date is correct. | Required | Yes | ||||
| – | The total amount per line item of the budget of the revised cash flow projection agrees with total amount line item of the remaining balance. | Compare and ensure that the total amount per line item of the budget of the revised cash flow projection agrees with the total amount line item of the remaining balance. | Required | Yes | ||||
The Reviewer (NSF PM) and FMU Check columns are completed by NSF after submission.
Annexure B: Project Budget and Cash Flow Forecast
Contracting Entity: Detailed budget by quarter. Contracted units and unit costs are editable; totals and subtotals are recalculated automatically.
Blue cells contain contracted figures and are editable. Proposed columns are read-only. Use the collapse icon on any quarter header to hide the Units and Unit Cost columns. The quarter total remains visible. Sequence Number, Program, and Activity columns remain fixed while the quarterly sections scroll.
Annexure B: Contract Summary Budget
Summary budget table — Year 1
| Program | Activity | Approved Beneficiaries | Approved Cost Per Unit | Total Approved Costs | CF_Yr1 | CF_Yr2 | Total |
|---|---|---|---|---|---|---|---|
| PROGRAMME 1 NAME : Professional Cookery: Occupational Certificate - Cook | Programme total | 200 | R 35 800,00 | R 13 520 000,00 | R 10 505 000,00 | R 3 015 000,00 | R 13 520 000,00 |
| PROGRAMME 1 NAME : Professional Cookery: Occupational Certificate - Cook | 1. Recruitment and Selection Program | 200 | R 800,00 | R 160 000,00 | R 60 000,00 | - | R 160 000,00 |
| PROGRAMME 1 NAME : Professional Cookery: Occupational Certificate - Cook | 2. Learning Delivery Program | 200 | R 30 300,00 | R 6 060 000,00 | R 4 545 000,00 | R 1 515 000,00 | R 6 060 000,00 |
| PROGRAMME 1 NAME : Professional Cookery: Occupational Certificate - Cook | 3. Learner Toolkits Program | 200 | R 5 000,00 | R 1 000 000,00 | R 1 000 000,00 | - | R 1 000 000,00 |
| PROGRAMME 1 NAME : Professional Cookery: Occupational Certificate - Cook | 4. PPE Program | 200 | R 1 500,00 | R 300 000,00 | R 300 000,00 | - | R 300 000,00 |
| PROGRAMME 1 NAME : Professional Cookery: Occupational Certificate - Cook | 5. Medical Assessment Program | - | - | - | - | - | - |
| PROGRAMME 1 NAME : Professional Cookery: Occupational Certificate - Cook | 6. Stipend for 12 Months Program | 200 | R 30 000,00 | R 6 000 000,00 | R 4 500 000,00 | R 1 500 000,00 | R 6 000 000,00 |
| PROGRAMME 2 NAME : Work Integrated Learning | Programme total | 200 | R 99 800,00 | R 19 960 000,00 | R 9 280 600,00 | R 10 679 400,00 | R 19 960 000,00 |
| PROGRAMME 2 NAME : Work Integrated Learning | 1. Recruitment and Selection Program | 200 | R 800,00 | R 160 000,00 | R 160 000,00 | - | R 160 000,00 |
| PROGRAMME 2 NAME : Work Integrated Learning | 2. Learning Delivery Program | 200 | - | - | - | - | - |
This summary is generated from the approved budget and cash flow. All values are read-only.
Annexure C: Project Reporting Schedule
NSF Project: Garden Route District Municipality · Reference: PRN001
| No. | Planned Reporting (COMPLETE LIST ONLY FROM LAST QUARTERLY REPORT RECEIVED UNTIL PROJECT END DATE) | Actual Reporting | ||||
|---|---|---|---|---|---|---|
| Report Type | Reporting Period End Date | Report Due Date | Date of First Submission to NSF | DATE OF FINAL SUBMISSION TO NSF (AFTER REVIEW AND CORRECTIONS) | Date of Approval by NSF | |
| 1 | Quarterly Financial Report | 30 June 2024 | 05 July 2024 | |||
| 2 | Quarterly Performance Information Report | 30 June 2024 | 05 July 2024 | |||
| 3 | Quarterly Financial Report | 30 September 2024 | 05 October 2024 | |||
| 4 | Quarterly Performance Information Report | 30 September 2024 | 05 October 2024 | |||
| 5 | Quarterly Financial Report | 31 December 2024 | 05 January 2025 | |||
| 6 | Quarterly Performance Information Report | 31 December 2024 | 05 January 2025 | |||
| 7 | Quarterly Financial Report | 31 March 2025 | 05 April 2025 | |||
| 8 | Quarterly Performance Information Report | 31 March 2025 | 05 April 2025 | |||
| 9 | Quarterly Financial Report | 30 June 2025 | 05 July 2025 | |||
| 10 | Quarterly Performance Information Report | 30 June 2025 | 05 July 2025 | |||
| 11 | Quarterly Financial Report | 30 September 2025 | 05 October 2025 | |||
| 12 | Quarterly Performance Information Report | 30 September 2025 | 05 October 2025 | |||
| 13 | Quarterly Financial Report | 31 December 2025 | 05 January 2026 | |||
| 14 | Quarterly Performance Information Report | 31 December 2025 | 05 January 2026 | |||
| 15 | Quarterly Financial Report | 31 March 2026 | 05 April 2026 | |||
Planned reporting dates are generated based on the contract period. The Actual Reporting columns will be completed by NSF as reports are submitted and approved.
Annexure F
Annexure F: Undertaking by Garden Route District Municipality
1. All Project beneficiaries will be notified of the requirement to provide consent to the sharing of their personal information as defined in Chapter 1 of the POPI Act;
2. If the Project beneficiaries do not consent to the sharing of the personal information the GRDM shall inform the NFS within 5 (five) days of receiving such information;
3. All Project beneficiaries understand the purpose of the collection of the personal information to be shared with the NSF;
4. The Project beneficiaries will inform the GRDM if the personal information changes, the GRDM will inform the NSF so that their personal information is updated;
5. The GRDM shall secure the personal information in its possession;
6. The GRDM shall inform the Project beneficiary and the NSF if the personal information in its possession is compromised by any security breach or otherwise;
7. Should the GRDM use any existing personal information for further processing, the GRDM shall ensure compatibility between the original purpose and the further processing of the personal information;
8. Before the GRDM continue to support or include a new beneficiary to the Project, the GRDM will ensure that the beneficiary has consented in writing to sharing of the personal information. In the event the new beneficiary does not consent to sharing of his/her personal information, the GRDM will exclude the said beneficiary from being part of the Project;
9. The GRDM shall ensure that all new Project related contracts the GRDM enter into hereafter such as but not limited to internships, employment and training have an undertaking which mutatis mutandis mirrors this undertaking; and
10. The GRDM have no objection to providing all evidence (including personal information) required for reporting purposes by the NSF.
This undertaking once signed shall become an Annexure to the MOA and be incorporated therein by reference.
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