1. BACKGROUND
The Environmental Assessment Practitioners Association of South Africa (EAPASA) was
formally established to address the need for quality assurance in professional practice
in environmental assessment in South Africa. On 8 February 2018, the Minister of
Environmental Affairs promulgated the appointment of EAPASA as the single
Registration Authority for Environmental Assessment Practitioners (EAPs) in South
Africa. This appointment was made indefinitely in terms of the National Environmental
Management Act (NEMA), Act No. 107 of 1998, as amended.

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2. PURPOSE/OBJECTIVE
The objective of this Request for Quotation (RFQ) is to appoint a suitably qualified and
competent service provider with a proven track record and experience to provide
Company Secretariat services to EAPASA board for a 24-month period.

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3. SCOPE OF WORK
To provide assistance to the operations of the EAPASA Board and its Committees
through the following services:-

• Assist with the process of Board and Committee Meetings (Max 5 meetings per
  quarter). Development of annual calendar
• Organise, prepare, publish notices, reports and Board and Committee packs
  per quarter
• Co-ordinate and attend Board and EXCO meetings
• Document minutes, Matters Arising and Resolutions taken
• Tracking of Matters Arising, Resolutions taken and all Action items
• Ensure comprehensive support between Management and the Board on
  Implementation of Resolutions and/or Decision taken
• Ensure the correct and effective application of the Constitution
• Ensure effective Board Charter application for the Board
• Ensure effective Terms of Reference application for the Committees
• Draft external stakeholder related correspondence on behalf of the Board
• Providing Corporate Governance and best practice advise to the Board/
  Strategic governance planning
• Record keeping and documentation of all Board and Committee Matters. This
  includes committees such as:
1. Registration Committee
2. Audit, Risk and Finance Committee
3. Public Relations Committee
4. Quality and Standards Committee
5. Governance Committee
6. Nominations Committee
• Governance Compliance Reporting through ensuring timely submission of
  Annual Reports and Financial Statements to relevant stakeholder and/or
  financial houses and/or regulators
• Assisting in managing the company’s risk identification, assessment, and
  mitigation, and risk monitoring and control
• Participating in year-end audit/and or periodic audits and engagements with
  external auditors
• Keeping all Board Folders upto date
• Ensuring continuity when contract lapses through the provision of Handover
  Reports and relevant documents
• Committee coordination across the governance structure
• Board governance advisory functions
• Governance monitoring and reporting on Constitution, Board Charter,
  Committee Terms of Reference and Governance Agreement with DFFE as a
  minimum
• Management of Board evaluation processes, Committee performance
  evaluation and Board effectiveness reviews.
• The Board Secretary should also support individual board members. Example:
  Director induction, Governance briefings, Conflict of interest management and
  Board training coordination

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