Neftaly Spaza Shop Services for Municipalities

Neftaly Email: sayprobiz@gmail.com Call/WhatsApp: + 27 84 313 7407

PROPOSAL FOR THE APPOINTMENT OF ACCREDITED SERVICE PROVIDERS

FOR SPAZASHOP REGISTRATION, COMPLIANCE SUPPORT, BUSINESS LICENCE AUDIT/ENFORCEMENT, TRAINING AND PARTNERSHIP OPTIMIZATION

WITHIN THE CITY OF EKURHULENI

CONTRACT NUMBER: PS-REDP 06-2026
DURATION: From Date of Award until 30 June 2028

Submitted by:

Neftaly
19 Pitta Street, Rooihuiskraal
Rooihuiskraal, Centurion
+ 27 84 313 7407
neftaly.malatjie@gmail.com
www.saypro.online

Submitted to:

City of Ekurhuleni
Department of Development Planning and Real Estate
[Address]
[City, Postal Code]

Date of Submission:

25 December 2025

Confidentiality Statement:

This document contains proprietary information belonging to Neftaly and is submitted exclusively for the purposes of bidding for Contract PS-REDP 06-2026. Its contents may not be copied, disclosed, or distributed to any third party without the express written permission of Neftaly.

Letter of Submission

To:
The City Manager
City of Ekurhuleni Metropolitan Municipality
[Relevant Department / Supply Chain Management]
Ekurhuleni

Bid Reference: PS-REDP 06-2026
Bid Title: The Appointment of Accredited Service Providers for Spaza Shop Registration, Compliance Support, Business Licence Audit/Enforcement, Training and Partnership Optimisation within the City of Ekurhuleni

Dear Sir / Madam,

Neftaly hereby submits its proposal for the appointment of accredited service providers to support spaza shop registration, compliance, training, enforcement, and partnership optimisation within the City of Ekurhuleni, on an as-and-when-required basis from date of award until 30 June 2028.

We confirm that Neftaly has carefully reviewed and fully understood the scope of work, pricing structure, performance requirements, and contractual obligations as set out in Contract PS-REDP 06-2026. This proposal demonstrates our technical capacity, governance compliance, operational readiness, and financial sustainability to deliver services of this nature at scale and in alignment with the City’s developmental objectives.

Neftaly brings proven experience in enterprise development, informal economy support, regulatory compliance facilitation, skills development, monitoring and reporting, and multi-stakeholder coordination, with a strong focus on township and informal business ecosystems.

We confirm that:

All pricing submitted is inclusive of staffing, travel, administration, equipment, overheads and profit.
Services will be delivered strictly on an as-and-when-required basis, subject to City instruction and budget availability.
The proposed budget framework is aligned with the maximum allocation of R14,000,000 (excl. VAT).
Neftaly accepts the City’s Service Level Agreement, reporting requirements, and performance management framework.

We trust that this proposal meets the City’s requirements and look forward to the opportunity to partner with the City of Ekurhuleni in strengthening compliance, sustainability, and growth within the spaza shop and informal business sector.

Yours faithfully,

______________________________
Neftaly Malatjie
Authorised Representative
Neftaly

Proposal Body

1. Executive Summary

Neftaly is pleased to present this proposal to the City of Ekurhuleni for the appointment as an accredited service provider for spaza shop registration, compliance support, business licence audit/enforcement, training, and partnership optimization. This initiative aligns with the City’s mandate to formalise township businesses, strengthen local entrepreneurship, and promote inclusive economic growth.

Over three years, Neftaly will:

Register and profile over 4,500 spaza shops across Northern, Southern, and Eastern regions.
Ensure compliance for 1,500 shops per year, improving adherence to municipal, national, and health regulations.
Provide training and mentorship to 1,500 entrepreneurs, enhancing skills in business management, financial literacy, digital literacy, and regulatory compliance.
Facilitate financial assistance for at least 300 spaza shops and enable centralised procurement partnerships to reduce operational costs.
Implement a Business Pitching Programme, holding quarterly events to promote innovation, gender equity, youth participation, and support for people with disabilities.

The total program budget is R42,000,000 over three years (R14,000,000 per year) and includes all staffing, operational costs, training, financial facilitation, and monitoring. Our team of highly qualified professionals, accredited trainers, and field specialists is prepared to implement a structured, results-driven approach, ensuring maximum impact for the City and the township economy.

2. Introduction and Organisational Profile

Neftaly is a leading provider of enterprise development, SME support, and informal sector formalisation services. With over a decade of experience, Neftaly has successfully:

Assisted 10,000+ township businesses with registration, compliance, and licensing.
Delivered accredited training programs through QCTO, Services SETA, and Wholesale & Retail SETA.
Partnered with national and private financial institutions to provide grants, funding, and mentorship programs for SMEs.
Developed robust data collection and reporting systems to track growth, compliance, and financial sustainability.

Our multi-disciplinary team includes project managers, enterprise development specialists, accredited trainers, financial analysts, environmental health practitioners, and administrators. This team ensures efficient delivery, accountability, and alignment with municipal goals.

3. Understanding of the City’s Requirements

The City of Ekurhuleni requires support to formalise, regulate, and strengthen spaza shops and township businesses. Challenges include:

Less than 1,000 out of an estimated 6,000 spaza shops are currently licensed.
Limited access to finance, mentorship, and business training.
Non-compliance with municipal by-laws, SPLUMA regulations, and health and safety standards.

Neftaly understands that the City aims to:

Promote inclusive local economic development.
Ensure township businesses comply with all relevant municipal and national regulations.
Enable financial and technical support, improving productivity and sustainability.
Foster entrepreneurship, innovation, and partnerships, especially for youth, women, and people with disabilities.

Our proposal addresses these challenges using structured interventions, accredited training, data-driven monitoring, and partnerships with financial and procurement institutions.

4. Project Objectives

Business Formalisation: Register and profile 1,500 spaza shops per year, producing a comprehensive database for the City.
Compliance: Conduct audits and follow-ups to ensure adherence to business licensing, health, zoning, and tax regulations.
Capacity Building: Deliver accredited and non-accredited training to 500 entrepreneurs per year, covering financial literacy, digital skills, food safety, and business management.
Financial Assistance Facilitation: Support at least 100 businesses annually with grants, loans, and supplier credit.
Business Pitching: Conduct quarterly pitching events to promote entrepreneurship and recognition.
Monitoring and Evaluation: Implement a robust M&E system to track progress, measure impact, and inform City reporting.

5. Scope of Work

5.1 Spaza Shop Registration and Needs Assessment

Objective: To formally register and profile township spaza shops, ensuring an accurate database to guide development and support interventions.

Activities:

Conduct a baseline survey of all unregistered spaza shops across Northern, Southern, and Eastern regions.
Register and profile at least 1,500 spaza shops per year, capturing:
- Business details (owner, location, type of business)
- GPS coordinates and photos for verification
- Infrastructure and operational challenges
Engage with local trader associations to ensure inclusion and support.
Conduct a needs assessment to identify compliance gaps, training requirements, and infrastructure improvements.
Develop a spatial database integrating GIS for monitoring and reporting.

Deliverable:

Comprehensive Spaza Shop Registration Report, detailing the status of registered shops, compliance gaps, and recommendations for interventions.

5.2 Compliance and Enforcement Support

Objective: Ensure spaza shops meet all municipal and national regulatory requirements.

Activities:

Conduct compliance audits and follow-up inspections for 500 spaza shops annually.
Assist shops in achieving compliance with:
- Business Act No. 71 of 1991
- City’s Spaza Shop Policy (2024)
- SPLUMA By-Laws
- Health and Building Control requirements
- CIPC, SARS, zoning, and Certificates of Acceptability (COA)
Deliver education and awareness campaigns to enhance understanding of municipal regulations and obligations.
Provide support for business license applications, renewals, and enforcement where necessary.

Deliverable:

Compliance Audit Report for each audited shop, including recommendations and follow-up actions.

5.3 Training and Mentorship

Objective: Build capacity and enhance business sustainability through targeted training and mentorship.

Activities:

Develop accredited and non-accredited training programs covering:
- Business management and customer service
- Financial literacy and credit health
- Food safety and hygiene
- POS and digital literacy
- Legal and regulatory compliance
Train at least 500 shop owners per year in multiple languages (English, isiZulu, isiXhosa, and Sesotho).
Provide mentorship and coaching, including site visits and continuous support to ensure practical application of skills.
Develop training manuals, handouts, and digital resources for ongoing reference.

Deliverable:

Annual Training and Mentorship Report, including attendance, progress metrics, and business impact assessments.

5.4 Financial Assistance and Partnership Facilitation

Objective: Improve access to finance and procurement opportunities for township spaza shops.

Activities:

Establish and manage a Spaza Shop Financial Assistance Programme.
Partner with National Spaza Shop Fund, banks, and other financial institutions.
Conduct financial due diligence and grant assessments for at least 100 businesses per year.
Support shops in creating financial profiles to access supplier credit and negotiate better procurement deals.
Develop a centralised procurement model for bulk purchasing with suppliers.

Deliverable:

Financial Assistance Report detailing funded businesses, grants disbursed, and procurement partnerships established.

5.5 Business Pitching and Events

Objective: Enhance entrepreneurship, visibility, and recognition of township spaza shops.

Activities:

Design and implement quarterly Business Pitching Programmes.
Manage applications, shortlisting, and event logistics (venues, refreshments, workshops).
Prepare training manuals, presentation guides, and evaluation criteria.
Conduct judging and awards, providing certificates, prizes, and mentorship opportunities.
Ensure alignment with City priorities for youth, women, and persons with disabilities.

Deliverable:

Business Pitching Event Report, including winners, participation data, and post-event impact.

5.6 Monitoring, Evaluation, and Reporting

Objective: Ensure performance is measured, documented, and used for decision-making.

Activities:

Develop a Monitoring and Evaluation framework to track project outputs and outcomes.
Submit monthly dashboards tracking registrations, compliance, training, and financial support.
Provide quarterly progress reports for City review.
Conduct annual evaluations to assess impact, lessons learned, and recommendations for improvements.

Deliverable:

Monthly, Quarterly, and Annual M&E Reports with actionable insights and recommendations.

6. Proposed Methodology and Approach

Neftaly adopts a structured, results-driven, and inclusive methodology to ensure the successful delivery of the spaza shop formalisation and support program. Our approach combines field operations, data-driven decision-making, capacity building, and strategic partnerships to achieve measurable outcomes.

6.1 Project Mobilisation and Planning

Objective: Ensure proper initiation, coordination, and risk mitigation before project execution.

Activities:

Conduct a project inception meeting with the City’s Department of Development Planning and Real Estate.
Develop a detailed project implementation plan, including timelines, responsibilities, and key performance indicators (KPIs).
Create a risk register identifying potential challenges and mitigation strategies.
Set up project offices, communication channels, and branding for visibility and community engagement.
Conduct staff orientation and capacity briefing, ensuring all team members understand the scope, processes, and City requirements.

Deliverable:

Project Inception Report and detailed Implementation Plan.

6.2 Community Engagement and Stakeholder Management

Objective: Build trust, collaboration, and participation among spaza shop owners, associations, and local authorities.

Activities:

Conduct introductory meetings with local trader associations, municipal ward councillors, and business forums.
Disseminate information on registration, compliance, and training opportunities.
Establish feedback mechanisms, including suggestion boxes, surveys, and community liaison officers.
Schedule regular stakeholder updates and ensure alignment with municipal goals.

Deliverable:

Stakeholder Engagement Plan and Community Feedback Report.

6.3 Data Collection, Management, and Analysis

Objective: Maintain accurate and reliable data for informed decision-making and reporting.

Activities:

Deploy field enumerators to collect spaza shop information using tablets and GIS-enabled devices.
Verify registration details, photos, and GPS coordinates.
Maintain a centralised digital database with real-time updates on registrations, compliance status, and training participation.
Conduct data analysis to identify trends, gaps, and priority areas for intervention.

Deliverable:

Comprehensive Spaza Shop Database and Analytical Reports.

6.4 Training Implementation and Mentorship

Objective: Build entrepreneurial capacity, compliance knowledge, and business management skills among spaza shop owners.

Activities:

Develop accredited and non-accredited curricula in local languages, covering business management, financial literacy, digital tools, food safety, and compliance.
Schedule training sessions based on regional clusters for accessibility.
Conduct hands-on mentorship and coaching, including site visits, practical exercises, and business simulations.
Evaluate learning outcomes through pre- and post-training assessments.

Deliverable:

Training Delivery Reports, Attendance Sheets, and Post-Training Evaluation Reports.

6.5 Financial Support Facilitation

Objective: Enable spaza shops to access grants, funding, and procurement opportunities.

Activities:

Develop eligibility criteria and manage grant applications.
Conduct financial due diligence and verify documentation.
Establish partnerships with banks, National Spaza Shop Fund, and other financial institutions.
Facilitate bulk procurement agreements to reduce operational costs.

Deliverable:

Financial Assistance and Partnership Facilitation Report.

6.6 Business Pitching and Events

Objective: Promote entrepreneurship, recognition, and innovation among township businesses.

Activities:

Conduct quarterly business pitching events.
Provide preparation workshops, presentation coaching, and evaluation guidelines.
Award certificates, prizes, and mentorship opportunities to winners.
Align events with the City’s Gender, Youth, and Disability objectives.

Deliverable:

Business Pitching Event Reports and Winner Profiles.

6.7 Monitoring, Evaluation, and Reporting

Objective: Ensure transparency, accountability, and continuous improvement.

Activities:

Develop KPIs and performance indicators aligned with City objectives.
Prepare monthly dashboards and quarterly reports for submission.
Conduct annual evaluations, including lessons learned and recommendations.
Integrate feedback from stakeholders to adjust strategies and optimize outcomes.

Deliverable:

Monthly, Quarterly, and Annual M&E Reports with recommendations.

6.8 Risk Management and Quality Assurance

Approach:

Identify potential risks including delays, non-compliance, and data inaccuracies.
Develop a risk mitigation plan, assigning responsibilities and monitoring measures.
Apply quality assurance procedures, ensuring all outputs meet City standards and accreditation requirements.

Deliverable:

Risk Register and Quality Assurance Plan.

6. Proposed Methodology and Approach

6.1 Project Mobilisation and Planning

Objective: Ensure proper initiation, coordination, and risk mitigation before project execution.

Activities:

Conduct a project inception meeting with the City’s Department of Development Planning and Real Estate.
Develop a detailed project implementation plan, including timelines, responsibilities, and key performance indicators (KPIs).
Create a risk register identifying potential challenges and mitigation strategies.
Set up project offices, communication channels, and branding for visibility and community engagement.
Conduct staff orientation and capacity briefing, ensuring all team members understand the scope, processes, and City requirements.

Deliverable:

Project Inception Report and detailed Implementation Plan.

6.2 Community Engagement and Stakeholder Management

Objective: Build trust, collaboration, and participation among spaza shop owners, associations, and local authorities.

Activities:

Conduct introductory meetings with local trader associations, municipal ward councillors, and business forums.
Disseminate information on registration, compliance, and training opportunities.
Establish feedback mechanisms, including suggestion boxes, surveys, and community liaison officers.
Schedule regular stakeholder updates and ensure alignment with municipal goals.

Deliverable:

Stakeholder Engagement Plan and Community Feedback Report.

6.3 Data Collection, Management, and Analysis

Objective: Maintain accurate and reliable data for informed decision-making and reporting.

Activities:

Deploy field enumerators to collect spaza shop information using tablets and GIS-enabled devices.
Verify registration details, photos, and GPS coordinates.
Maintain a centralised digital database with real-time updates on registrations, compliance status, and training participation.
Conduct data analysis to identify trends, gaps, and priority areas for intervention.

Deliverable:

Comprehensive Spaza Shop Database and Analytical Reports.

6.4 Training Implementation and Mentorship

Objective: Build entrepreneurial capacity, compliance knowledge, and business management skills among spaza shop owners.

Activities:

Develop accredited and non-accredited curricula in local languages, covering business management, financial literacy, digital tools, food safety, and compliance.
Schedule training sessions based on regional clusters for accessibility.
Conduct hands-on mentorship and coaching, including site visits, practical exercises, and business simulations.
Evaluate learning outcomes through pre- and post-training assessments.

Deliverable:

Training Delivery Reports, Attendance Sheets, and Post-Training Evaluation Reports.

6.5 Financial Support Facilitation

Objective: Enable spaza shops to access grants, funding, and procurement opportunities.

Activities:

Develop eligibility criteria and manage grant applications.
Conduct financial due diligence and verify documentation.
Establish partnerships with banks, National Spaza Shop Fund, and other financial institutions.
Facilitate bulk procurement agreements to reduce operational costs.

Deliverable:

Financial Assistance and Partnership Facilitation Report.

6.6 Business Pitching and Events

Objective: Promote entrepreneurship, recognition, and innovation among township businesses.

Activities:

Conduct quarterly business pitching events.
Provide preparation workshops, presentation coaching, and evaluation guidelines.
Award certificates, prizes, and mentorship opportunities to winners.
Align events with the City’s Gender, Youth, and Disability objectives.

Deliverable:

Business Pitching Event Reports and Winner Profiles.

6.7 Monitoring, Evaluation, and Reporting

Objective: Ensure transparency, accountability, and continuous improvement.

Activities:

Develop KPIs and performance indicators aligned with City objectives.
Prepare monthly dashboards and quarterly reports for submission.
Conduct annual evaluations, including lessons learned and recommendations.
Integrate feedback from stakeholders to adjust strategies and optimize outcomes.

Deliverable:

Monthly, Quarterly, and Annual M&E Reports with recommendations.

6.8 Risk Management and Quality Assurance

Approach:

Identify potential risks including delays, non-compliance, and data inaccuracies.
Develop a risk mitigation plan, assigning responsibilities and monitoring measures.
Apply quality assurance procedures, ensuring all outputs meet City standards and accreditation requirements.

Deliverable:

Risk Register and Quality Assurance Plan.

8. Detailed Workplan and Timelines

Neftaly proposes a structured 3-year implementation plan for the Spaza Shop Registration, Compliance, Training, and Partnership Optimization Program. The plan outlines phased activities, deliverables, timelines, and responsible personnel to ensure measurable impact and accountability.

8.1 Year 1 (FY 2026/2027)

Activity	Deliverable	Timeline	Responsible Personnel	Notes
Project mobilisation & inception	Project Inception Report, Risk Register, Implementation Plan	Month 1	Project Manager, Project Administrator	Includes stakeholder meeting with CoE
Branding & outreach	Branded materials, signage, stationery	Month 1	Project Manager, Field Team	For all regions
Stakeholder engagement	Stakeholder Engagement Plan, community liaison feedback	Month 1-2	Enterprise Development Specialist	Local associations, ward councillors
Spaza shop registration & profiling	1,500 shops registered, database updated	Month 2-12	Field Enumerators, Project Team	GIS-enabled data collection, photos, verification
Compliance support	500 shops supported to comply with regulations	Month 3-12	Environmental Health Practitioner, Enterprise Dev Specialist	COA, CIPC registration, SARS compliance
Training & mentorship	500 shop owners trained, mentorship sessions conducted	Month 4-12	Skills Training Facilitators	Accredited and non-accredited training in four languages
Financial assistance facilitation	100 shops assessed & funded	Month 5-12	Financial Analyst, Enterprise Development Specialist	Grant applications, financial due diligence
Business pitching programme	1 pitching event, 25 participants awarded	Quarter 4	Project Manager, Skills Facilitators	Training manuals, evaluation, certificates
Monitoring & reporting	Monthly dashboards, quarterly reports	Month 1-12	Project Administrator, Project Manager	Submitted to CoE

8.2 Year 2 (FY 2027/2028)

Activity	Deliverable	Timeline	Responsible Personnel	Notes
Spaza shop registration & profiling	1,500 shops registered, database updated	Month 1-12	Field Enumerators, Project Team	Annual update, regional audits
Compliance support	500 shops supported	Month 1-12	Environmental Health Practitioner, Enterprise Dev Specialist	Regular audits and awareness campaigns
Training & mentorship	500 shop owners trained	Month 2-12	Skills Training Facilitators	Include refresher courses for Year 1 participants
Financial assistance facilitation	100 shops assessed & funded	Month 3-12	Financial Analyst	Maintain centralised procurement model
Business pitching programme	1 pitching event, 25 participants awarded	Quarter 4	Project Manager, Skills Facilitators	Focus on innovation and youth-owned businesses
Monitoring & reporting	Monthly dashboards, quarterly reports	Month 1-12	Project Administrator, Project Manager	Mid-year and end-of-year evaluations

8.3 Year 3 (FY 2028/2029)

Activity	Deliverable	Timeline	Responsible Personnel	Notes
Spaza shop registration & profiling	1,500 shops registered, database updated	Month 1-12	Field Enumerators, Project Team	Final year, prepare data for close-out report
Compliance support	500 shops supported	Month 1-12	Environmental Health Practitioner	Include follow-up on prior years’ non-compliant shops
Training & mentorship	500 shop owners trained	Month 2-12	Skills Training Facilitators	Focus on sustainability and advanced skills
Financial assistance facilitation	100 shops assessed & funded	Month 3-12	Financial Analyst	Final disbursement and reporting
Business pitching programme	1 pitching event, 25 participants awarded	Quarter 4	Project Manager, Skills Facilitators	Celebrate achievements, awards ceremony
Monitoring & reporting	Monthly dashboards, quarterly reports, annual close-out report	Month 1-12	Project Administrator, Project Manager	Lessons learned and recommendations for continuation

8.4 Cross-Cutting Activities

Data Analysis & Reporting: Continuous throughout the 3-year period to support evidence-based decision-making.
Stakeholder Engagement: Regular community, municipal, and funding partner consultations.
Quality Assurance: Ongoing verification of registration data, compliance standards, and training outcomes.
Risk Management: Monthly review of risk register with mitigation strategies implemented promptly.

8.5 Budget Allocation (R14,000,000 per year)

Category	Annual Budget (R)	Notes
Project Mobilisation & Planning	1,000,000	Inception, branding, stakeholder engagement
Staffing (Fixed Team)	5,000,000	Project Manager, Enterprise Dev Specialist, Facilitators, Analyst, EHP, Admin
Field Support Staff (Variable)	2,500,000	Enumerators, Trainers, Assessors
Registration & Profiling	1,500,000	Data collection, GIS, verification
Training & Capacity Building	1,800,000	Curriculum, workshops, manuals, mentorship
Financial Assistance & Partnerships	1,200,000	Grant facilitation, procurement systems
Business Pitching & Events	500,000	Events, awards, logistics
Monitoring & Evaluation	500,000	Monthly dashboards, quarterly, annual reports
Travel & Operations	500,000	Field visits, office consumables
Contingency (Max 10%)	500,000	Unforeseen expenses
Total	14,000,000	Annual allocation for 3 years

9. Risk Management, Quality Assurance, and Health & Safety Compliance

Neftaly is committed to delivering a high-quality, safe, and compliant program. This section outlines our approach to identifying, mitigating, and monitoring risks, ensuring project quality, and adhering to Occupational Health and Safety (OHS) requirements.

9.1 Risk Management Approach

Neftaly employs a structured risk management framework for all projects. Key components include risk identification, assessment, mitigation, monitoring, and reporting.

Table 1: Key Project Risks and Mitigation Strategies

Risk	Impact	Likelihood	Mitigation Strategy	Responsible Party
Low spaza shop participation	Medium	Medium	Community engagement, local associations, incentives	Enterprise Development Specialist
Non-compliance with regulations	High	Medium	Pre-registration compliance workshops, ongoing support	Environmental Health Practitioner
Data collection errors	Medium	Low	GIS-enabled data capture, double verification, field audits	Field Team Leader
Funding delays	High	Low	Pre-assessment of financial readiness, multiple funding partners	Financial Analyst
Training delivery disruptions	Medium	Medium	Flexible schedules, blended delivery methods	Skills Training Facilitators
Staff turnover	Medium	Medium	Succession planning, cross-training, contract staff pool	Project Manager
Health & safety incidents	High	Low	PPE provision, first aid training, risk assessments	OHS Officer / Project Administrator

Regular risk reviews will be conducted monthly, and high-priority risks will be escalated to the Project Steering Committee.

9.2 Quality Assurance Framework

To ensure the highest standards across all deliverables, Neftaly will implement a multi-layered quality assurance approach:

Standard Operating Procedures (SOPs): Documented procedures for registration, compliance audits, and training delivery.
Training and Accreditation Compliance: All facilitators are QCTO-registered; training materials will be reviewed for alignment with CoE and SETA standards.
Monitoring & Evaluation (M&E): Monthly dashboards, quarterly reports, and annual evaluations will track program performance against KPIs and targets.
Data Verification: Multi-level verification of registration and compliance data, including field checks and GIS validation.
Client Feedback Loop: Surveys and focus groups with spaza shop owners to ensure continuous improvement.

9.3 Health & Safety Compliance

Neftaly will fully comply with the Occupational Health and Safety Act (Act 85 of 1993) and related regulations. Key components include:

OHS Requirement	Neftaly Compliance Strategy
Registration with Compensation Commissioner	Proof of registration and Good Standing certificate provided
First Aid Certification	All field staff certified; refresher courses annually
Personal Protective Equipment (PPE)	Issued to all enumerators, trainers, and field staff
Risk Assessments	Conducted for all fieldwork activities; reviewed quarterly
Health & Safety Plan	Detailed site-specific safety plan for each region
Insurance	Public Liability and Professional Indemnity insurance coverage maintained and certificates submitted to CoE
Employee Coverage	Compliance with COIDA for all staff; proof of coverage available upon request

Regular audits of safety compliance will be performed, and all incidents will be documented and reported promptly to the Project Manager and CoE liaison.

9.4 Governance for Risk, Quality, and Safety

Project Manager / Team Leader: Oversight of risk mitigation, QA, and H&S compliance.
Environmental Health Practitioner: Lead for regulatory compliance and safety inspections.
Project Administrator: Documentation of QA audits, incident reports, and compliance certificates.
Field Team Leaders: Ensure daily adherence to SOPs, PPE usage, and safe working practices.

This structured approach ensures that all project activities are delivered safely, to specification, on time, and within budget, while mitigating operational, financial, and regulatory risks.

10. Monitoring, Evaluation, and Reporting Framework

Neftaly recognises that effective monitoring and evaluation (M&E) is critical for ensuring the success of the Spaza Shop Registration, Compliance, Training, and Partnership Optimization Program. Our approach combines real-time data collection, continuous performance tracking, and systematic reporting to enable evidence-based decision-making and continuous improvement.

10.1 Objectives of M&E

The M&E framework aims to:

Track progress against annual and quarterly targets for registration, compliance, training, and financial support.
Ensure accountability and transparency to the City of Ekurhuleni.
Assess the impact of interventions on township economic development, enterprise compliance, and job creation.
Provide timely insights to support adaptive management and policy recommendations.
Document lessons learned for sustainability and scalability of the program.

10.2 Key Performance Indicators (KPIs)

Neftaly will monitor project performance against specific, measurable, achievable, relevant, and time-bound (SMART) indicators, including:

Program Component	KPI	Target per Year	Data Source
Spaza Shop Registration	Number of spaza shops registered	1,500	Registration database, GIS mapping
Compliance Support	Number of shops achieving full compliance	500	Compliance audit reports
Training & Mentorship	Number of beneficiaries trained and mentored	500	Attendance registers, assessment results
Financial Assistance	Number of shops receiving grants or financial support	100	Grant records, financial assessment reports
Business Pitching	Number of pitching events conducted	1 per quarter	Event reports, participant lists
Data Accuracy	% of verified data	≥95%	Field verification, GIS audits
Stakeholder Engagement	Number of engagement sessions	12 per year	Minutes, reports, sign-in sheets
Reporting Timeliness	Submission of monthly, quarterly, annual reports	100% on schedule	Submitted reports, CoE confirmation

10.3 Monitoring and Reporting Methodology

1. Data Collection:

Field Enumerators and Data Collectors use GIS-enabled devices for accurate registration and profiling.
Training attendance, compliance audits, and financial assessments are recorded electronically for real-time analysis.

2. Data Verification:

Double verification of all spaza shop registration data.
Periodic spot checks and audits conducted by Project Manager and Field Team Leaders.
Cross-checks against City municipal databases and CIPC records.

3. Data Analysis:

Monthly aggregation and analysis of quantitative and qualitative data.
Identification of trends, challenges, and opportunities.
Integration of findings into dashboards and visual reporting formats.

4. Reporting:

Monthly Progress Dashboards: Key activities, achievements, challenges, and field updates.
Quarterly Progress Reports: Comprehensive analysis, including KPIs, financial tracking, and recommendations.
Annual Evaluation and Close-Out Report: Summarises overall performance, lessons learned, impact assessment, and strategic recommendations for sustainability.

5. Feedback Loop:

Reports shared with the City of Ekurhuleni for review and feedback.
Findings used to adjust program implementation, training content, and compliance strategies.
Stakeholder consultation ensures program responsiveness to community needs.

10.4 Tools and Systems

Neftaly will deploy the following tools to support M&E:

Centralised Database: Secure cloud-based system for storing registration, compliance, and training data.
GIS Mapping System: Tracks locations, compliance status, and infrastructure needs of all registered spaza shops.
Dashboard Analytics: Real-time KPIs, training participation, financial disbursements, and compliance rates.
Mobile Data Collection Tools: Tablet-based forms for field enumerators with offline capabilities.
Survey Instruments: For post-training evaluation, mentorship feedback, and stakeholder engagement insights.

10.5 Continuous Improvement

Monthly Review Meetings: Project team reviews progress, identifies challenges, and updates action plans.
Quarterly Steering Committee Meetings: Strategic discussions with City representatives and key partners.
Annual Lessons Learned Workshop: Evaluation of program outcomes and recommendations for Year 3 and beyond.
Adaptive Management: Program activities adjusted based on M&E insights to maximize impact and efficiency.

This robust M&E framework ensures accountability, transparency, and measurable impact, aligning with the City of Ekurhuleni’s objectives for township enterprise formalisation, economic empowerment, and compliance.

11. Staffing Structure and Key Personnel

Neftaly recognises that skilled human capital is the backbone of successful project implementation. Our staffing structure ensures efficient management, accountability, and delivery of all program objectives. The team is designed to cover all technical, administrative, and field-based requirements as outlined in the RFP.

11.1 Organisational Chart

Project Manager / Team Leader
│
├─ Enterprise Development / Economic Development Specialist
├─ Financial Analyst
├─ Environmental Health Practitioner
├─ Project Administrator
├─ Skills Training Facilitators (x3)
└─ Field Enumerators / Data Collectors (as required)

The Project Manager / Team Leader oversees overall program execution, reporting, and coordination with the City.
The Enterprise Development Specialist leads registration, profiling, compliance support, and mentorship activities.
Skills Training Facilitators deliver accredited and non-accredited training courses and workshops.
The Financial Analyst manages financial assessments, grant facilitation, and procurement partnerships.
The Environmental Health Practitioner ensures compliance with health, food safety, and building regulations.
The Project Administrator manages documentation, reporting, and logistics.
Field Enumerators and Data Collectors support on-the-ground registration, profiling, and monitoring.

11.2 Key Personnel Profiles

Designation	Name & Surname	Qualifications & NQF Level	Years of Experience	Role & Responsibility
Project Manager / Team Leader	[Name]	BCom in Business Administration (NQF 7), PMP Accredited	5 years	Lead project execution, risk management, reporting to CoE, overall quality assurance
Enterprise Development Specialist	[Name]	Degree in Entrepreneurship / LED (NQF 7)	4 years	Registration & compliance support, mentorship, partnership facilitation
Skills Training Facilitator 1	[Name]	HRD Qualification / Social Sciences (NQF 6), QCTO Registered	3 years	Accredited training delivery, learner assessment, mentorship
Skills Training Facilitator 2	[Name]	HRD Qualification / Social Sciences (NQF 6), QCTO Registered	3 years	Accredited & non-accredited workshops, post-training coaching
Skills Training Facilitator 3	[Name]	HRD Qualification / Social Sciences (NQF 6), QCTO Registered	2 years	Digital literacy, customer service, financial literacy training
Financial Analyst	[Name]	BCom Accounting (NQF 7)	4 years	Financial profiling, grant facilitation, supplier negotiations
Environmental Health Practitioner	[Name]	National Diploma in Environmental Health (NQF 6), HPCSA Registered	3 years	Health inspections, food safety compliance, COA verification
Project Administrator	[Name]	National Certificate in Administration (NQF 5)	3 years	Documentation, reporting, logistics, coordination of field staff

Note: All personnel have demonstrated experience in enterprise development, township economy interventions, compliance, and capacity building. Detailed CVs and professional certificates will be submitted as part of the bid package.

11.3 Field Support Staff

Field Enumerators / Data Collectors: Approximately 50 enumerators deployed regionally, equipped with GIS-enabled devices for accurate registration and verification.
Trainers / Assessors / Moderators: Deployed as per training schedules; ensure all sessions are delivered to accredited standards.
All field staff will undergo induction training, safety briefings, and operational orientation before deployment.

11.4 Staffing Justification

Dedicated Core Team: Ensures continuity and institutional knowledge for the duration of the contract.
Flexible Field Staff: On-demand deployment ensures cost-effectiveness and scalability.
Technical Expertise: Each key role aligns with RFP minimum requirements and contributes to quality delivery.
Accountability: Clear reporting lines and defined responsibilities support compliance with deadlines, KPIs, and budget management.

12. Implementation Plan and Work Schedule

Neftaly proposes a structured, phased approach to implement the Spaza Shop Registration, Compliance, Training, and Partnership Optimization Program across all regions of the City of Ekurhuleni. The plan ensures efficient resource deployment, milestone-based progress tracking, and adaptive management.

12.1 Implementation Phases

Phase 1: Project Mobilisation & Planning (Month 1 – Month 2)

Conduct project inception and mobilisation meeting with City representatives.
Develop detailed implementation plan, risk register, and operational framework.
Procure and prepare outreach materials, signage, stationery, and field equipment.
Recruit and orient field enumerators, trainers, and support staff.
Establish project offices in the Northern, Southern, and Eastern Regions.

Deliverables:

Detailed Implementation Plan & Risk Register
Outreach & Branding Materials
Staff Induction Reports

Phase 2: Spaza Shop Registration & Profiling (Month 2 – Month 36)

Conduct a situational needs assessment for all targeted spaza shops.
Register and profile 1,500 spaza shops per year using GIS-enabled data collection.
Collect baseline data on infrastructure, compliance status, and training needs.
Engage local trader associations and community stakeholders.

Deliverables:

Monthly registration and profiling reports
GIS maps of registered spaza shops
Annual summary report on status and recommendations

Phase 3: Compliance Support & Business Licence Audits (Month 3 – Month 36)

Support 500 spaza shops per year to achieve full compliance with municipal and national regulations.
Assist with CIPC registration, SARS compliance, zoning certificates, COAs, and business licences.
Conduct awareness campaigns and workshops to educate spaza shop owners on regulatory requirements.

Deliverables:

Compliance audit reports
Certificates of Acceptability & Licensing Support Reports
Awareness campaign materials and feedback

Phase 4: Training & Mentorship (Month 3 – Month 36)

Develop and deliver accredited and non-accredited training programs covering:
- Business management and customer service
- Financial literacy and credit health
- Food safety and hygiene
- Point of Sale (POS) systems
- Digital literacy and regulatory compliance
Provide post-training mentorship and coaching to support ongoing growth for at least 500 participants per year.

Deliverables:

Training manuals (translated into four local languages)
Attendance registers and assessment results
Mentorship and coaching logs

Phase 5: Financial Assistance & Partnerships (Month 4 – Month 36)

Develop a Spaza Shop Financial Assistance Programme in collaboration with funding partners.
Support 100 spaza shops per year with grants or supplier credit access.
Facilitate partnerships with wholesalers, suppliers, and funding institutions.

Deliverables:

Grant and financial assistance reports
Centralised procurement system documentation
Partnership agreements and progress reports

Phase 6: Business Pitching & Events (Quarterly, Month 6 – Month 36)

Design and implement quarterly Spaza Shop Business Pitching Events to build entrepreneurship skills and confidence.
Manage application processes, shortlisting, training manuals, and event logistics.
Provide awards, certificates, and mentorship follow-up.

Deliverables:

Event planning documents and logistics reports
Participant lists, awards, and certificates
Post-event evaluation and feedback reports

Phase 7: Monitoring, Evaluation & Reporting (Month 1 – Month 36)

Track KPIs across registration, compliance, training, financial assistance, and business pitching programs.
Prepare monthly dashboards, quarterly progress reports, and annual evaluation reports.
Conduct impact assessments and adapt program strategies based on insights.

Deliverables:

Monthly progress dashboards
Quarterly progress reports
Annual evaluation and close-out report

12.2 Work Schedule (Gantt Overview)

Activity	Year 1	Year 2	Year 3
Project Mobilisation & Planning	Jan – Feb	–	–
Registration & Profiling	Mar – Dec	Jan – Dec	Jan – Dec
Compliance Support & Audits	Mar – Dec	Jan – Dec	Jan – Dec
Training & Mentorship	Mar – Dec	Jan – Dec	Jan – Dec
Financial Assistance & Partnerships	Apr – Dec	Jan – Dec	Jan – Dec
Business Pitching & Events	Jun, Sep, Dec	Mar, Jun, Sep, Dec	Mar, Jun, Sep, Dec
Monitoring & Evaluation	Jan – Dec	Jan – Dec	Jan – Dec

Note: Activities will be coordinated to ensure efficient resource use, minimize downtime, and maximize impact across all three regions.

13. Budget and Cost Breakdown

The total budget allocation is R14,000,000 per year, for a three-year period, giving a cumulative contract value of R42,000,000. The budget covers all staffing, operational, training, compliance, financial assistance, and monitoring costs required to deliver the project successfully. All rates are inclusive of staff costs, travel, equipment, administration, and overheads.

13.1 Summary of Budget Allocation (Per Year)

Item	Description	Unit / Qty	Unit Rate (R)	Total (R)	Notes
A	Project Mobilisation & Planning	Lump Sum	500,000	500,000	Inception, risk register, outreach materials
B	Staffing – Fixed Project Team	6 roles x 12 months	500,000	3,000,000	Salaries for Project Manager, Specialist, Facilitators, Analyst, EHP, Administrator
C	Field Support Staff	3,400 days	2,000	6,800,000	Enumerators, trainers, assessors, moderators
D	Registration & Profiling	3,000 shops	1,500	4,500,000	Annual registration, compliance audits, database reporting
E	Training & Capacity Building	1,000 learners, 60 workshops	1,000	1,500,000	Curriculum, manuals, accredited & non-accredited courses
F	Financial Assistance & Centralized Procurement	100 beneficiaries	10,000	1,000,000	Grant facilitation, procurement partnerships
G	Business Pitching & Events	4 events	50,000	200,000	Event logistics, prizes, certificates
H	Monitoring, Evaluation & Reporting	Monthly & quarterly reports	Lump Sum	500,000	Dashboards, reports, annual evaluations
I	Travel and Operations	30,000 km + office consumables	Lump Sum	1,000,000	Fuel, maintenance, communication, consumables
J	Contingency (Max 10%)	10% of subtotal	–	1,000,000	Unforeseen costs or additional work
K	Overheads & Profit	10% of subtotal	–	1,000,000	Inclusive of insurance, statutory costs, administration

Subtotal (A–I): R18,000,000
Contingency (10%): R1,800,000
Total with Contingency: R19,800,000
VAT (15%): R2,970,000
Grand Total (Per Year): R22,770,000

Note: The above table reflects indicative costs. Final values will be adjusted according to verified quantities, operational needs, and approvals by the City of Ekurhuleni.

13.2 Budget Justification

Staffing Costs: Ensure deployment of experienced professionals, aligned with RFP qualifications, to achieve program targets efficiently.
Field Operations: Budget reflects daily rates for enumerators, trainers, and assessors necessary for profiling 1,500 shops per year and delivering 500 training sessions.
Training & Mentorship: Covers curriculum development, translation, printing, and delivery for at least 1,000 learners annually.
Financial Assistance & Procurement: Provides financial support to 100 spaza shops annually while facilitating centralized procurement partnerships.
Monitoring & Evaluation: Ensures transparent reporting, progress tracking, and adaptive management.
Travel & Operations: Covers fuel, vehicle maintenance, and logistical support across all three administrative regions.
Contingency & Overheads: Included to accommodate unforeseen costs, statutory compliance, insurance, and operational overheads.

14. Risk Management and Mitigation Strategy

Effective risk management is critical to the successful implementation of the Spaza Shop Registration, Compliance, Training, and Partnership Optimization Program. Neftaly adopts a structured risk management framework to identify, assess, mitigate, and monitor potential risks throughout the project lifecycle.

14.1 Risk Identification

The following risks have been identified as high-probability or high-impact for this project:

Risk	Impact	Likelihood	Potential Effect
Delayed spaza shop registration due to lack of cooperation	High	Medium	Reduced registration numbers, missed annual targets
Non-compliance of shops with municipal regulations	High	Medium	Increased enforcement costs, reputational risk
Insufficient attendance in training programs	Medium	Medium	Limited skills development, low impact of training interventions
Financial mismanagement or delays in grant disbursement	High	Low	Reduced trust in program, delayed business support
Field staff attrition or absenteeism	Medium	Medium	Disruption in data collection and compliance monitoring
Supply chain disruptions for procurement partnerships	Medium	Low	Delayed access to goods and services for spaza shops
Unforeseen regulatory changes	Medium	Low	Adaptation required in compliance and registration procedures
Health & safety incidents in the field	High	Low	Legal liability, project delays, reputational damage
Data loss or IT system failure	High	Low	Delayed reporting, inaccurate program tracking

14.2 Risk Mitigation Measures

Risk	Mitigation Strategy
Delayed registration due to shop non-cooperation	Conduct community engagement, awareness campaigns, and stakeholder liaison with local trader associations
Non-compliance of shops	Provide hands-on compliance support, audits, mentorship, and step-by-step guidance for meeting municipal requirements
Insufficient training attendance	Schedule sessions during accessible hours, provide incentives, and conduct local outreach in multiple languages
Financial mismanagement or delays	Implement robust financial controls, regular audits, and reporting mechanisms; collaborate with accredited financial institutions
Field staff attrition	Recruit backup staff, maintain competitive remuneration, provide induction and continuous support
Supply chain disruptions	Establish multiple supplier partnerships and centralized procurement processes to ensure reliability
Regulatory changes	Maintain close liaison with municipal authorities and adjust training, compliance, and registration processes accordingly
Health & safety incidents	Enforce OHS protocols, provide PPE, conduct safety induction, and maintain insurance coverage
Data loss or IT failure	Use cloud-based data management, conduct regular backups, and ensure secure access controls

14.3 Risk Monitoring and Reporting

The Project Manager / Team Leader will be responsible for overall risk oversight.
Monthly risk review meetings will identify emerging risks, evaluate mitigation effectiveness, and adjust strategies accordingly.
Quarterly risk reports will be submitted to the City of Ekurhuleni, highlighting residual risks and any corrective actions taken.
A risk register will be maintained and updated throughout the project lifecycle to ensure proactive management.

14.4 Contingency Planning

A 10% contingency budget has been allocated to address unforeseen operational or financial risks.
Approval for using contingency funds will follow the RFP guidelines: written motivation, project manager assessment, Divisional Head recommendation, and Head of Department approval.
Contingency use will focus on ensuring continuity of operations, compliance, and achievement of program targets.

15. Monitoring, Evaluation, and Reporting Framework

The success of the Spaza Shop Registration, Compliance, Training, and Partnership Optimization Program depends on continuous monitoring, timely evaluation, and transparent reporting. Neftaly proposes a comprehensive M&E framework to measure performance against targets, inform adaptive management, and demonstrate program impact.

15.1 Monitoring Approach

Monitoring will focus on tracking outputs and progress against pre-defined KPIs. Key activities include:

Monthly Progress Tracking
- Registration and profiling of spaza shops
- Compliance audits completed
- Training sessions conducted and number of learners trained
- Financial assistance disbursed and partnerships facilitated
- Business pitching events executed
Data Management and Validation
- Utilize GIS-enabled tools for spaza shop mapping and profiling
- Maintain a secure, centralised database for all beneficiaries
- Validate collected data through random spot checks and field audits
Staff Performance Monitoring
- Evaluate field enumerators, trainers, and facilitators based on productivity and accuracy
- Conduct monthly performance reviews of the project team

15.2 Evaluation Approach

Evaluation will focus on assessing outcomes and impact of the program. Key activities include:

Quarterly Evaluations
- Assess progress against annual targets for registration, compliance, and training
- Measure improvements in business compliance and operational standards
- Evaluate effectiveness of mentorship and financial assistance programs
Annual Impact Assessment
- Measure overall program contribution to local economic growth, township business formalization, and job creation
- Assess the uptake of financial assistance, procurement partnerships, and business pitching program benefits
- Solicit feedback from spaza shop owners and other stakeholders
Beneficiary Feedback Mechanisms
- Conduct surveys and focus groups with spaza shop owners
- Gather qualitative insights on training effectiveness, mentorship, and financial support

15.3 Key Performance Indicators (KPIs)

Program Component	KPI	Target per Year
Registration & Profiling	Number of spaza shops registered	1,500 shops
Compliance Support	Number of shops achieving full compliance	500 shops
Training & Mentorship	Number of learners trained and mentored	500 learners
Financial Assistance	Number of beneficiaries receiving grants or credit	100 shops
Business Pitching	Number of pitching events conducted	4 events annually
Monitoring & Reporting	Monthly dashboards and quarterly reports submitted on time	12 monthly dashboards, 4 quarterly reports
Stakeholder Engagement	Satisfaction rating from spaza shop owners	≥80% satisfaction

15.4 Reporting Framework

Monthly Reports
- Summary of activities, field operations, and KPIs achieved
- Challenges encountered and corrective actions taken
- Updated database and GIS maps of registered spaza shops
Quarterly Reports
- Detailed performance analysis and trends
- Compliance audits, training outcomes, and financial assistance summary
- Lessons learned and recommendations for program adjustments
Annual Evaluation and Close-Out Report
- Comprehensive review of all deliverables and outcomes
- Impact assessment on local economic development and township entrepreneurship
- Recommendations for policy alignment, program scaling, or improvement
Ad-Hoc Reports
- Generated upon request by the City for special audits, inspections, or stakeholder meetings

15.5 Data Quality Assurance

Data collection tools will include digital forms, GPS tagging, and photographic evidence.
Regular field audits and cross-verification will ensure data integrity.
Data will be stored in a centralised, secure database with controlled access.
All reports will comply with City of Ekurhuleni standards and RFP requirements.

15.6 Feedback and Adaptive Management

M&E findings will inform strategic adjustments in program implementation.
Feedback loops with City officials, local trader associations, and beneficiaries will ensure continuous improvement.
Lessons learned will be documented and shared quarterly to enhance overall program effectiveness.

15. Monitoring, Evaluation, and Reporting Framework

15.1 Monitoring Approach

Monitoring will focus on tracking outputs and progress against pre-defined KPIs. Key activities include:

Monthly Progress Tracking
- Registration and profiling of spaza shops
- Compliance audits completed
- Training sessions conducted and number of learners trained
- Financial assistance disbursed and partnerships facilitated
- Business pitching events executed
Data Management and Validation
- Utilize GIS-enabled tools for spaza shop mapping and profiling
- Maintain a secure, centralised database for all beneficiaries
- Validate collected data through random spot checks and field audits
Staff Performance Monitoring
- Evaluate field enumerators, trainers, and facilitators based on productivity and accuracy
- Conduct monthly performance reviews of the project team

15.2 Evaluation Approach

Evaluation will focus on assessing outcomes and impact of the program. Key activities include:

Quarterly Evaluations
- Assess progress against annual targets for registration, compliance, and training
- Measure improvements in business compliance and operational standards
- Evaluate effectiveness of mentorship and financial assistance programs
Annual Impact Assessment
- Measure overall program contribution to local economic growth, township business formalization, and job creation
- Assess the uptake of financial assistance, procurement partnerships, and business pitching program benefits
- Solicit feedback from spaza shop owners and other stakeholders
Beneficiary Feedback Mechanisms
- Conduct surveys and focus groups with spaza shop owners
- Gather qualitative insights on training effectiveness, mentorship, and financial support

15.3 Key Performance Indicators (KPIs)

Program Component	KPI	Target per Year
Registration & Profiling	Number of spaza shops registered	1,500 shops
Compliance Support	Number of shops achieving full compliance	500 shops
Training & Mentorship	Number of learners trained and mentored	500 learners
Financial Assistance	Number of beneficiaries receiving grants or credit	100 shops
Business Pitching	Number of pitching events conducted	4 events annually
Monitoring & Reporting	Monthly dashboards and quarterly reports submitted on time	12 monthly dashboards, 4 quarterly reports
Stakeholder Engagement	Satisfaction rating from spaza shop owners	≥80% satisfaction

15.4 Reporting Framework

Monthly Reports
- Summary of activities, field operations, and KPIs achieved
- Challenges encountered and corrective actions taken
- Updated database and GIS maps of registered spaza shops
Quarterly Reports
- Detailed performance analysis and trends
- Compliance audits, training outcomes, and financial assistance summary
- Lessons learned and recommendations for program adjustments
Annual Evaluation and Close-Out Report
- Comprehensive review of all deliverables and outcomes
- Impact assessment on local economic development and township entrepreneurship
- Recommendations for policy alignment, program scaling, or improvement
Ad-Hoc Reports
- Generated upon request by the City for special audits, inspections, or stakeholder meetings

15.5 Data Quality Assurance

Data collection tools will include digital forms, GPS tagging, and photographic evidence.
Regular field audits and cross-verification will ensure data integrity.
Data will be stored in a centralised, secure database with controlled access.
All reports will comply with City of Ekurhuleni standards and RFP requirements.

15.6 Feedback and Adaptive Management

M&E findings will inform strategic adjustments in program implementation.
Feedback loops with City officials, local trader associations, and beneficiaries will ensure continuous improvement.
Lessons learned will be documented and shared quarterly to enhance overall program effectiveness.

15. Monitoring, Evaluation, and Reporting Framework

15.1 Monitoring Approach

Monitoring will focus on tracking outputs and progress against pre-defined KPIs. Key activities include:

Monthly Progress Tracking
- Registration and profiling of spaza shops
- Compliance audits completed
- Training sessions conducted and number of learners trained
- Financial assistance disbursed and partnerships facilitated
- Business pitching events executed
Data Management and Validation
- Utilize GIS-enabled tools for spaza shop mapping and profiling
- Maintain a secure, centralised database for all beneficiaries
- Validate collected data through random spot checks and field audits
Staff Performance Monitoring
- Evaluate field enumerators, trainers, and facilitators based on productivity and accuracy
- Conduct monthly performance reviews of the project team

15.2 Evaluation Approach

Evaluation will focus on assessing outcomes and impact of the program. Key activities include:

Quarterly Evaluations
- Assess progress against annual targets for registration, compliance, and training
- Measure improvements in business compliance and operational standards
- Evaluate effectiveness of mentorship and financial assistance programs
Annual Impact Assessment
- Measure overall program contribution to local economic growth, township business formalization, and job creation
- Assess the uptake of financial assistance, procurement partnerships, and business pitching program benefits
- Solicit feedback from spaza shop owners and other stakeholders
Beneficiary Feedback Mechanisms
- Conduct surveys and focus groups with spaza shop owners
- Gather qualitative insights on training effectiveness, mentorship, and financial support

15.3 Key Performance Indicators (KPIs)

Program Component	KPI	Target per Year
Registration & Profiling	Number of spaza shops registered	1,500 shops
Compliance Support	Number of shops achieving full compliance	500 shops
Training & Mentorship	Number of learners trained and mentored	500 learners
Financial Assistance	Number of beneficiaries receiving grants or credit	100 shops
Business Pitching	Number of pitching events conducted	4 events annually
Monitoring & Reporting	Monthly dashboards and quarterly reports submitted on time	12 monthly dashboards, 4 quarterly reports
Stakeholder Engagement	Satisfaction rating from spaza shop owners	≥80% satisfaction

15.4 Reporting Framework

Monthly Reports
- Summary of activities, field operations, and KPIs achieved
- Challenges encountered and corrective actions taken
- Updated database and GIS maps of registered spaza shops
Quarterly Reports
- Detailed performance analysis and trends
- Compliance audits, training outcomes, and financial assistance summary
- Lessons learned and recommendations for program adjustments
Annual Evaluation and Close-Out Report
- Comprehensive review of all deliverables and outcomes
- Impact assessment on local economic development and township entrepreneurship
- Recommendations for policy alignment, program scaling, or improvement
Ad-Hoc Reports
- Generated upon request by the City for special audits, inspections, or stakeholder meetings

15.5 Data Quality Assurance

Data collection tools will include digital forms, GPS tagging, and photographic evidence.
Regular field audits and cross-verification will ensure data integrity.
Data will be stored in a centralised, secure database with controlled access.
All reports will comply with City of Ekurhuleni standards and RFP requirements.

15.6 Feedback and Adaptive Management

M&E findings will inform strategic adjustments in program implementation.
Feedback loops with City officials, local trader associations, and beneficiaries will ensure continuous improvement.
Lessons learned will be documented and shared quarterly to enhance overall program effectiveness.

18. Financial Proposal and Costing

Neftaly proposes a comprehensive and transparent financial plan to deliver the Spaza Shop Registration, Compliance, Training, and Partnership Optimization Program. The financial proposal ensures efficient use of funds, value for money, and alignment with program objectives.

18.1 Budget Overview

Budget Component	Annual Allocation (R)	Three-Year Total (R)	Notes
Project Mobilisation & Planning	1,000,000	3,000,000	Includes inception meeting, implementation plan, branding, and outreach materials
Fixed Project Team (Staffing)	6,000,000	18,000,000	Project Manager, ED Specialist, Skills Facilitators, Financial Analyst, EHP, Project Administrator
Field Support Staff (Variable)	1,500,000	4,500,000	Enumerators, Trainers/Assessors, based on days worked
Registration & Profiling	1,200,000	3,600,000	Registration of spaza shops, compliance audits, database management
Training & Capacity Building	1,500,000	4,500,000	Curriculum development, training courses, mentorship, manuals, materials
Financial Assistance & Centralized Procurement	1,200,000	3,600,000	Grant administration, due diligence, supplier partnerships, procurement system
Business Pitching & Events	800,000	2,400,000	Event planning, execution, awards, certificates
Monitoring, Evaluation & Reporting	800,000	2,400,000	Monthly dashboards, quarterly reports, annual evaluations
Travel & Operations	500,000	1,500,000	Travel, subsistence, office consumables
Contingency (10% Max)	1,400,000	4,200,000	Reserved for unforeseen circumstances with City approval
Total Annual Budget	14,000,000	42,000,000	Inclusive of all overheads, profit, and statutory costs

Note: All rates are inclusive of staff costs, travel, administration, communication, equipment, insurance, and profit.

18.2 Cost Allocation by Deliverable

Deliverable	Unit	Estimated Annual Target	Budget Allocation (R)
Spaza Shop Registration & Profiling	Shops	1,500	1,200,000
Compliance Support	Shops	500	800,000
Training & Mentorship	Learners	500	1,500,000
Financial Assistance Facilitation	Shops	100	1,200,000
Business Pitching Programme	Events	4	800,000
Monitoring & Reporting	Reports/Dashboards	Monthly/Quarterly	800,000
Project Mobilisation & Planning	Lump Sum	1	1,000,000
Field & Operational Support	Variable	As required	2,000,000

18.3 Cost Justification

Personnel Costs
- Salaries for fixed project team and field staff are aligned with market rates and required qualifications.
- Includes performance-based incentives to ensure timely delivery.
Training & Capacity Building
- Covers curriculum design, translations, printing of manuals, training venues, materials, and refreshments.
- Mentorship and coaching visits are included to ensure sustained impact.
Financial Assistance & Partnerships
- Provides resources for grant assessments, due diligence, and partnership facilitation with funding institutions.
- Centralised procurement system costs are included to help spaza shops access better pricing.
Operational & Field Costs
- Travel, subsistence, communication, and office consumables for effective field operations.
- Field enumerators and trainers are budgeted based on the estimated number of visits and learners.
Contingency
- 10% of the total budget is reserved for unforeseen circumstances, subject to City approval.
Overheads & Profit
- Inclusive of insurance (public liability, professional indemnity), statutory contributions, equipment, and administrative costs.

18.4 Payment Schedule

Payments will be linked to approved deliverables and performance milestones, as follows:

Milestone	Payment (% of Annual Budget)	Deliverables
Project Mobilisation	10%	Project inception, implementation plan, branding & outreach materials
Registration & Profiling	20%	Completed registration of spaza shops and compliance audits
Training & Mentorship	20%	Delivery of accredited and non-accredited training, mentorship reports
Financial Assistance & Partnerships	15%	Grant disbursement, supplier partnerships facilitated
Business Pitching Programme	10%	Execution of quarterly pitching events and award distribution
Monitoring & Reporting	15%	Monthly dashboards, quarterly reports, and annual evaluation report
Operational & Field Support	10%	Travel, office consumables, field staff payments

18.5 Financial Control Measures

All expenditures will be tracked and documented in financial management systems.
Quarterly audits will be conducted to ensure accountability and transparency.
Variance analysis will be performed monthly to identify over/under-spending and adjust allocations as necessary.
Contingency funds will only be used with written approval from the City and documented justification.

This financial proposal ensures that the R14,000,000 annual budget is allocated efficiently, covers all operational requirements, and aligns with City of Ekurhuleni objectives, program deliverables, and compliance standards.

19. Risk Management Plan

Neftaly is committed to ensuring that the Spaza Shop Registration, Compliance, Training, and Partnership Optimization Program is delivered efficiently, safely, and sustainably. The Risk Management Plan identifies potential risks, assesses their impact and likelihood, and details mitigation strategies.

19.1 Risk Identification

Potential risks are categorized into Operational, Financial, Compliance, and External Risks:

Risk Category	Description
Operational Risks	Delays in registration and compliance audits due to high spaza shop volume or inaccessible locations
	Staff absenteeism or turnover affecting program continuity
	Logistical challenges in training and mentorship delivery
Financial Risks	Misallocation or delayed disbursement of financial assistance and grants
	Inflation or price increases affecting budget allocations
Compliance Risks	Failure to comply with municipal or national regulations (e.g., business licences, SPLUMA requirements)
	Non-compliance with occupational health and safety regulations for field staff
External Risks	Community resistance or low participation in registration and training programs
	Political, economic, or environmental events affecting program operations
	Technological failures (data management, GIS mapping, database access)

19.2 Risk Assessment

Each risk is assessed based on likelihood and impact, using a scale from Low, Medium, to High:

Risk	Likelihood	Impact	Priority
Delays in spaza shop registration	Medium	High	High
Staff turnover	Medium	Medium	Medium
Logistical challenges	Medium	Medium	Medium
Misallocation of funds	Low	High	High
Inflation affecting budget	Medium	Medium	Medium
Compliance failures	Low	High	High
Low community participation	Medium	High	High
Technological failures	Low	Medium	Medium

19.3 Risk Mitigation Strategies

Neftaly has implemented comprehensive mitigation measures for identified risks:

Operational Risks
- Deploy field enumerators and mobile teams to ensure timely registration and audits.
- Implement staff retention strategies, including competitive remuneration and performance incentives.
- Develop contingency schedules for training, mentoring, and community engagement events.
Financial Risks
- Use a centralised financial tracking system for grants and procurement.
- Conduct quarterly financial audits to ensure transparency and prevent misallocation.
- Include budget contingency (10%) to account for inflation or unforeseen expenses.
Compliance Risks
- Continuous training for staff on municipal and national regulatory requirements.
- Regular compliance monitoring and reporting to City authorities.
- Ensure all field operations adhere to OH&S standards and COIDA requirements.
External Risks
- Conduct community awareness campaigns to increase participation.
- Engage local leaders, trader associations, and community groups to foster cooperation.
- Implement robust IT and GIS systems, with backup and disaster recovery plans.

19.4 Risk Monitoring and Reporting

Monthly Risk Reviews: The Project Manager reviews risk logs and reports changes to the Project Steering Committee.
Quarterly Risk Audits: Evaluate the effectiveness of mitigation strategies and adjust as necessary.
Incident Reporting: All incidents, accidents, or compliance breaches are documented, investigated, and corrective measures implemented.
Continuous Improvement: Feedback from stakeholders informs ongoing risk mitigation planning.

19.5 Contingency Planning

Operational Contingency: Additional field staff and mobile teams on standby during peak registration periods.
Financial Contingency: Reserve funds (10% of budget) managed transparently and accessed only with City approval.
Technical Contingency: Backup data systems and cloud storage to prevent data loss or GIS mapping disruptions.
Safety Contingency: Emergency response protocols, first aid, and insurance coverage for all field operations.

19.6 Risk Management Governance

Project Manager: Oversees daily risk identification and mitigation implementation.
Steering Committee: Provides strategic guidance on high-priority risks and approves major mitigation measures.
City Liaison Officer: Ensures that mitigation measures align with municipal policies and reporting requirements.
Field Supervisors: Monitor operational risks and report immediately to Project Manager.

20. Monitoring, Evaluation, and Reporting Framework

Neftaly is committed to transparent, evidence-based, and results-driven implementation of the Spaza Shop Registration, Compliance, Training, and Partnership Optimization Program. Our M&E framework ensures timely identification of challenges, continuous improvement, and clear reporting to the City of Ekurhuleni.

20.1 Objectives of M&E

Track Program Implementation
- Monitor progress on registration, compliance support, training, mentorship, and financial assistance.
- Ensure activities are delivered according to the agreed timelines and standards.
Assess Effectiveness
- Measure the impact of training, mentorship, and financial assistance on spaza shop growth and compliance.
- Evaluate the improvement in business operational skills, compliance rates, and access to funding.
Ensure Accountability
- Provide transparent reporting to the City of Ekurhuleni and other stakeholders.
- Facilitate evidence-based decision-making for program improvements.
Identify Lessons and Best Practices
- Document successes, challenges, and lessons learned for scaling and replication.

20.2 Key Performance Indicators (KPIs)

Program Component	KPI	Target	Frequency of Measurement
Spaza Shop Registration & Profiling	Number of shops registered and profiled	1,500 per year	Monthly
Compliance Support	Number of shops compliant with municipal and national regulations	500 per year	Quarterly
Training & Mentorship	Number of shop owners trained and mentored	500 per year	Quarterly
Financial Assistance Facilitation	Number of shops supported with grants/credit	100 per year	Quarterly
Business Pitching Programme	Number of events held and participants trained	4 events/year	Quarterly
Field Staff Deployment	Days worked by enumerators and trainers	As per project plan	Monthly
Reporting	Timely submission of dashboards, quarterly, and annual reports	100% compliance	Monthly/Quarterly/Annually
Stakeholder Engagement	Number of community/trader meetings conducted	Minimum 12 per year	Quarterly

20.3 Data Collection Methods

Field Surveys and Registration Forms
- Enumerators capture spaza shop details, GPS locations, photos, and compliance documentation.
Training and Mentorship Records
- Attendance registers, pre- and post-training assessments, and mentorship logs.
Financial Assistance Tracking
- Documented applications, grant approvals, and disbursement reports.
Partnership and Supplier Engagement Records
- Memoranda of understanding (MOUs), procurement agreements, and meeting minutes.
Database and Dashboard
- Centralized database to consolidate and analyze registration, compliance, and financial data.
- Real-time dashboards for City officials to monitor progress.

20.4 Reporting Structure

Report Type	Audience	Frequency	Content
Monthly Progress Dashboard	Project Manager, City Liaison	Monthly	Registration numbers, compliance updates, training attendance, financial assistance overview
Quarterly Progress Report	Steering Committee, City Department	Quarterly	KPI achievement, challenges, lessons learned, financial summary
Annual Evaluation Report	City of Ekurhuleni, Project Steering Committee	Annually	Comprehensive performance analysis, impact assessment, recommendations for next year
Ad-hoc Reports	City Officials / Stakeholders	As requested	Specific inquiries, data requests, or event reporting

20.5 Data Quality Assurance

Verification: Random spot checks during field visits to ensure accuracy of registration and compliance data.
Validation: Cross-checking database records against physical forms and training attendance logs.
Audit Trail: Maintain a secure, traceable system for all data entries and changes.
Feedback Mechanisms: Implement continuous feedback loops from spaza shop owners and community representatives.

20.6 Performance Review and Adaptive Management

Monthly team meetings to review progress against KPIs and resolve operational challenges.
Quarterly steering committee meetings to assess overall program effectiveness and approve adjustments.
Annual program evaluation to document impact, identify gaps, and recommend improvements for the next cycle.

20.7 Technology and Tools

Geographic Information System (GIS): Map registered spaza shops, monitor regional distribution, and identify service gaps.
Centralized Database: Integrates registration, training, compliance, and financial assistance data.
Mobile Data Collection Tools: For real-time field data capture and submission.
Dashboard Reporting: Visual representation of KPIs, trends, and program outcomes.

21. Human Capital and Staffing Plan

Neftaly recognizes that the success of the Spaza Shop Program depends on the expertise, experience, and commitment of the project team. The Human Capital and Staffing Plan outlines the proposed personnel structure, roles, qualifications, and deployment strategy to ensure effective, timely, and high-quality service delivery.

21.1 Project Team Structure

The project team comprises a core fixed team and variable field support staff, supported by administrative and technical resources.

Organizational Structure:

Project Steering Committee
        │
Project Manager / Team Leader
        │
 ┌──────┴─────────┐
Compliance & LED Specialist   Training & Mentorship Lead
        │                       │
Financial Analyst         Skills Training Facilitators (x3)
        │
Environmental Health Practitioner
        │
Project Administrator
        │
Field Enumerators / Data Collectors (Variable)
Trainers / Assessors / Moderators (Variable)

21.2 Key Roles and Responsibilities

Project Manager / Team Leader
- Qualification: Bachelor’s Degree (NQF Level 7) in Business Administration, Economics, Public Management, or Project Management.
- Accreditation: Project Management Professional (PMP).
- Experience: Minimum 3 years in enterprise development or LED projects.
- Responsibilities: Oversee project execution, monitor KPIs, coordinate with City officials, manage risk, and ensure timely reporting.
Enterprise Development / Economic Development Specialist
- Qualification: Degree (NQF Level 7) in Entrepreneurship or Local Economic Development.
- Experience: Minimum 3 years in SME or township enterprise development projects.
- Responsibilities: Conduct needs assessments, compliance audits, provide business advisory support, and facilitate partnerships.
Skills Training Facilitators (x3)
- Qualification: NQF Level 6 in Human Resource Development or Social Sciences.
- Registration: QCTO accredited Skills Development Facilitator.
- Experience: Minimum 1 year in skills training facilitation.
- Responsibilities: Deliver accredited and non-accredited training, develop curricula, translate materials, and provide mentorship.
Financial Analyst
- Qualification: BCom Degree in Accounting (NQF Level 7).
- Experience: Minimum 2 years in SMME financing and funding.
- Responsibilities: Manage financial assistance programs, conduct due diligence, track grants, and prepare financial reports.
Environmental Health Practitioner
- Qualification: National Diploma in Environmental Health or Public Health (NQF 6).
- Registration: HPCSA accredited.
- Experience: Minimum 1 year in food safety and environmental compliance.
- Responsibilities: Conduct health and safety audits, ensure COA compliance, and provide guidance on hygiene standards.
Project Administrator
- Qualification: National Certificate in Administration (NQF Level 5).
- Experience: Minimum 2 years in project administration.
- Responsibilities: Manage documentation, coordinate logistics, maintain database, and support reporting processes.
Field Support Staff (Variable / Short-Term)
- Roles: Enumerators, data collectors, trainers, assessors, moderators.
- Responsibilities: Conduct field registration, profiling, audits, and support training and mentoring activities.

21.3 Staffing Deployment Strategy

Fixed Core Team: Dedicated to planning, coordination, reporting, and technical oversight.
Variable Field Staff: Deployed based on operational demand for spaza shop registration, audits, and training events.
Regional Coverage: Staff assigned to Northern, Southern, and Eastern regions of Ekurhuleni to ensure local presence and accessibility.
Language Proficiency: Staff fluent in local languages to ensure effective communication and engagement with spaza shop owners.

21.4 Recruitment and Capacity Development

Recruitment: Staff selected based on qualifications, experience, and prior experience with township or SME development projects.
Orientation: Initial induction program covering municipal regulations, program objectives, OH&S compliance, and reporting protocols.
Continuous Capacity Building: Ongoing training for skills facilitators, compliance staff, and field enumerators to maintain high-quality service delivery.

21.5 Performance Management

KPI-Driven Evaluation: Staff performance monitored against program deliverables and quality standards.
Regular Reviews: Monthly performance appraisals and feedback sessions to improve productivity.
Incentives: Recognition and rewards for exceptional performance to encourage retention and commitment.

21.6 Human Capital Compliance

Certifications and Registrations: All professional registrations verified and maintained in good standing throughout the project.
Health and Safety: Staff covered under COIDA, with first aid and occupational safety training.
Legal Compliance: All staff employment complies with labour laws, UIF, and PAYE requirements.

22. Financial Management and Budget Plan

Neftaly commits to sound financial management, accountability, and transparency in implementing the Spaza Shop Registration, Compliance, Training, and Partnership Optimization Program. The plan ensures that the City of Ekurhuleni receives value for money while supporting sustainable township business development.

22.1 Total Budget

Annual Budget: R14,000,000
Project Duration: 3 years
Total Budget for 3 Years: R42,000,000

The budget is structured to cover all aspects of project implementation, including staffing, training, field operations, financial assistance, monitoring, overheads, and contingencies.

22.2 Budget Allocation by Component

Neftaly proposes the following comprehensive financial plan, structured to cover all project deliverables, staffing, field support, training, financial assistance facilitation, business pitching events, monitoring & evaluation, and operational costs. All costs are exclusive of VAT.

The proposed budget ensures efficient utilisation of funds, compliance with the RFP, and achievement of all targets.

15.1 Summary of Budget Allocation (Annual)

Category	Annual Budget (R)	Notes
Project Mobilisation & Planning	1,000,000	Includes inception, mobilisation meetings, risk register, branding & outreach materials
Staffing (Fixed Project Team)	6,500,000	Project Manager, Enterprise Development Specialist, Skills Facilitators, Financial Analyst, Environmental Health Practitioner, Project Administrator
Field Support Staff (Short-Term / Variable)	1,800,000	Enumerators / data collectors, trainers / assessors / moderators
Registration & Profiling	1,200,000	Data collection, verification, GPS, compliance audits, database management
Training & Capacity Building	1,500,000	Curriculum development, manuals, accredited & non-accredited courses, mentorship
Financial Assistance & Centralised Procurement	1,000,000	Grant assessments, procurement facilitation, supplier partnerships
Business Pitching & Events	500,000	Quarterly pitching events, awards, prizes, certificates
Monitoring, Evaluation & Reporting	500,000	Monthly dashboards, quarterly reports, annual evaluation
Travel and Operations	500,000	Travel, subsistence, office consumables, communications
Contingency (Max 10%)	1,000,000	For unforeseen costs, approved by City
TOTAL ANNUAL BUDGET	14,000,000	Exclusive of VAT

The budget will be applied consistently across 3 years, resulting in a total project value of R42,000,000 (exclusive of VAT).

15.2 Detailed Schedule of Prices

Item No	Description	Unit of Measure	Unit Rate (R)	Estimated Quantity	Total (R)	Notes
A. Project Mobilisation & Planning
A1	Project inception, mobilisation meeting, implementation plan & risk register	Lump Sum	1,000,000	1	1,000,000	Once-off
A2	Branding, outreach materials, signage, stationery	Lump Sum	Included	1	Included	Once-off
B. Staffing (Fixed Project Team)		Month		30	6,500,000	As and when required basis
B1	Project Manager / Team Leader	Month	150,000	30	4,500,000
B2	Enterprise Development / Economic Development Specialist	Month	100,000	30	3,000,000
B3	Skills Training Facilitators (x3)	Month	50,000	30	1,500,000
B4	Financial Analyst	Month	80,000	30	2,400,000
B5	Environmental Health Practitioner	Month	60,000	30	1,800,000
B6	Project Administrator	Month	50,000	30	1,500,000
C. Field Support Staff (Variable)					1,800,000
C1	Field Enumerators / Data Collectors	Day	1,000	1,500	1,500,000	Profiling & follow-ups
C2	Trainers / Assessors / Moderators	Day	750	400	300,000	Accredited & non-accredited
D. Registration & Profiling					1,200,000
D1	Registration of spaza shops	Each	400	3,000	1,200,000	Data collection, GPS, photos, verification
D2	Compliance audits & follow-ups	Each	Included	Included	Included
D3	Database management & reporting	Month	Included	Included	Included	Continuous
E. Training & Capacity Building					1,500,000
E1	Curriculum development, translation & printing	Lump Sum	500,000	1	500,000	Once-off
E2	Accredited training courses	Course	10,000	40	400,000	±1,000 learners
E3	Non-accredited workshops	Workshop	10,000	60	600,000	24 per year
E4	Training materials & stationery	Each	500	1,000	500,000	Per learner
E5	Mentorship & coaching	Each	Included	Included	Included	Monthly/quarterly visits
F. Financial Assistance & Procurement					1,000,000
F1	Set-up of grant administration system	Lump Sum	300,000	1	300,000	Once-off
F2	Grant assessment / due diligence	Each	2,000	300	600,000	300 applicants/year
F3	Supplier & wholesaler partnerships	Lump Sum	100,000	1	100,000	Annual updates
F4	Procurement system implementation	Lump Sum	Included	1	Included	Once-off
G. Business Pitching & Events					500,000
G1	Pitching events planning & execution	Event	50,000	8	400,000	Quarterly events
G2	Awards, prizes & certificates	Each	1,000	100	100,000	Winners/beneficiaries
H. Monitoring, Evaluation & Reporting					500,000
H1	Monthly dashboards	Month	Included	30	Included	Monthly submission
H2	Quarterly reports	Report	Included	10	Included	1 per quarter
H3	Annual evaluation & close-out	Lump Sum	250,000	3	750,000	Annual reviews
I. Travel & Operations					500,000
I1	Travel & subsistence (fieldwork)	Km	5	30,000	150,000	1,000 km/month average
I2	Office consumables & printing	Month	10,000	30	300,000
J. Contingency, Overheads & Profit					1,500,000
J1	Contingency (max 10%)	%	10%	Included	1,000,000	For unforeseen costs
J2	Overheads & profit (inclusive of insurances & statutory costs)	%	5%	Included	500,000	Bidder specified %

Annual Total (Excl. VAT): R14,000,000

Total Project Cost for 3 Years (Excl. VAT): R42,000,000

Component	Budget Allocation (per year)	Purpose / Notes
Project Mobilisation & Planning	R1,200,000	Project inception, mobilisation meetings, risk register, planning, and branding.
Staffing – Core Team	R4,800,000	Salaries for Project Manager, LED Specialist, Skills Facilitators, Financial Analyst, EHP, Project Administrator.
Field Support Staff (Variable)	R2,000,000	Daily allowances, field enumerators, trainers, assessors, and moderators.
Registration & Profiling	R1,500,000	Spaza shop registration, profiling, database management, compliance audits, GPS verification.
Training & Capacity Building	R1,800,000	Accredited/non-accredited training courses, curriculum development, translation, manuals, mentorship sessions.
Financial Assistance & Centralised Procurement	R1,200,000	Grants/funding facilitation, supplier partnerships, procurement system setup and maintenance.
Business Pitching & Events	R700,000	Planning and execution of pitching events, awards, prizes, and certificates.
Monitoring, Evaluation & Reporting	R600,000	Monthly dashboards, quarterly and annual evaluation reports, data management tools, GIS.
Travel & Operations	R700,000	Travel, subsistence, office consumables, communication, and minor operational costs.
Contingency (Max 10%)	R1,400,000	Covers unforeseen circumstances, subject to approval by City of Ekurhuleni.
Overheads & Profit (Inclusive)	R1,100,000	Covers insurance, statutory costs, administration, and reasonable profit margin.

Total Annual Budget: R14,000,000
Total 3-Year Budget: R42,000,000

22.3 Financial Management Approach

Budget Control
- Each project component tracked against approved allocations.
- Variance analysis conducted monthly to address deviations and reallocations.
Financial Reporting
- Monthly financial reports submitted to City of Ekurhuleni finance team.
- Quarterly consolidated reports detailing expenditure per program component, with supporting invoices and receipts.
- Annual audited financial statements for transparency and compliance.
Payment Schedule
- Linked to verified deliverables and milestones to ensure accountability.
- Payments released upon approval of monthly, quarterly, or annual reports.
Procurement and Grant Disbursement
- Transparent procurement procedures for goods, services, and training materials.
- Financial assistance disbursed to spaza shops following due diligence and City-approved processes.
Internal Controls
- Segregation of duties for financial operations.
- Regular internal audits to monitor compliance with financial policies and City regulations.
- Approval hierarchy for expenditures above set thresholds.
Contingency Management
- Contingency fund not exceeding 10% of annual budget.
- Usage subject to formal approval by Project Manager, Divisional Head, and City’s Head of Department.
- Written justification required for all contingency expenditures.

22.4 Risk Mitigation in Financial Management

Fraud and Mismanagement: Regular internal audits, reconciliations, and independent oversight.
Budget Overruns: Continuous monitoring and early corrective measures for underperforming components.
Delayed Payments: Clear invoicing and approval workflow with the City’s finance department.
Exchange and Inflation Risks: Fixed-price contracts with vendors and pre-negotiated service rates.

22.5 Compliance and Accountability

Neftaly will ensure full compliance with:

City of Ekurhuleni procurement policies and regulations.
National Treasury guidelines for municipal grant management.
Tax compliance, UIF, PAYE, and other statutory obligations.
Occupational Health & Safety regulations (COIDA compliance, first aid certificates, PPE provision).

22.6 Financial Sustainability

Leveraging Partnerships: Collaborate with the National Spaza Shop Fund, private financiers, and suppliers to extend the impact of financial assistance beyond the budget allocation.
Capacity Building: Train spaza shop owners to manage finances effectively and access sustainable funding.
Cost Efficiency: Maximize resource utilization, minimize wastage, and negotiate bulk procurement discounts for materials and supplies.

23. Risk Management Framework

Neftaly recognizes that effective risk management is critical to the success of the Spaza Shop Program. This framework identifies key risks, evaluates their impact, and establishes mitigation strategies to ensure uninterrupted project implementation while protecting the interests of the City of Ekurhuleni and participating spaza shop owners.

23.1 Risk Identification

Potential risks associated with the project include:

Risk Category	Description
Operational Risks	Delays in spaza shop registration, incomplete data collection, logistical challenges in fieldwork.
Financial Risks	Misallocation of funds, delayed payments, insufficient financial controls.
Compliance Risks	Non-compliance with municipal by-laws, SPLUMA regulations, CIPC and SARS requirements.
Human Capital Risks	Staff turnover, unavailability of qualified personnel, inadequate training.
Stakeholder Engagement Risks	Resistance from spaza shop owners, poor participation in training and mentorship, lack of cooperation from local trader associations.
Environmental & Health Risks	Food safety violations, hygiene-related issues, field accidents.
External Risks	Inflationary pressures, socio-economic disruptions, community unrest, natural disasters, load-shedding interruptions.
Reputation Risks	Negative publicity, stakeholder dissatisfaction, failure to meet City objectives.

23.2 Risk Assessment and Prioritization

Neftaly adopts a risk matrix approach, evaluating both the likelihood and impact of each risk to prioritize mitigation efforts.

Risk Matrix Example:

Likelihood	Impact	Risk Level	Action Required
High	High	Critical	Immediate mitigation, continuous monitoring
Medium	High	High	Implement controls and contingency planning
Medium	Medium	Moderate	Regular monitoring and corrective measures
Low	High	Moderate	Preventive measures and stakeholder engagement
Low	Low	Low	Routine observation and reporting

23.3 Risk Mitigation Strategies

Operational Risks
- Develop detailed project schedules and field deployment plans.
- Use GIS and mobile data collection tools to ensure accurate, real-time reporting.
- Maintain backup teams to address unexpected field shortages.
Financial Risks
- Implement a strict budget control system with internal audits.
- Tie payments to verified deliverables and City approval.
- Use pre-approved financial procedures for grants and disbursements.
Compliance Risks
- Conduct regular workshops for field staff and spaza shop owners on regulatory requirements.
- Engage legal experts to ensure all operations meet municipal, national, and SPLUMA standards.
- Maintain a compliance tracking dashboard with real-time updates.
Human Capital Risks
- Recruit qualified personnel based on the City’s staffing criteria.
- Offer competitive compensation, incentives, and career development opportunities.
- Conduct continuous training and capacity building for staff.
Stakeholder Engagement Risks
- Establish early communication with trader associations, spaza shop owners, and municipal authorities.
- Conduct awareness campaigns and participatory workshops to build trust and buy-in.
- Create feedback loops to address concerns promptly.
Environmental & Health Risks
- Ensure Environmental Health Practitioner conducts all audits and provides hygiene training.
- Provide PPE, first aid kits, and safety guidelines for field staff.
- Develop contingency plans for food safety incidents and health emergencies.
External Risks
- Maintain flexible scheduling to account for load-shedding or socio-economic disruptions.
- Establish a reserve fund to manage inflationary impacts.
- Collaborate with local authorities and security agencies to address unforeseen external events.
Reputation Risks
- Maintain transparency in reporting, communication, and financial management.
- Develop a media and stakeholder communication strategy to highlight achievements and address concerns.
- Respond promptly to complaints and issues raised by spaza shop owners, the public, or municipal officials.

23.4 Risk Monitoring and Reporting

Monthly Risk Reviews: Conduct risk assessment meetings to evaluate existing risks and identify new ones.
Quarterly Reports: Submit risk management reports to the City detailing risk status, mitigation actions, and lessons learned.
Incident Log: Maintain a centralized log of incidents, actions taken, and resolutions for accountability and future reference.

23.5 Contingency Planning

Allocate 10% contingency funds within the project budget to address unforeseen circumstances, operational disruptions, or emergency interventions.
Ensure contingency use is documented, justified, and approved by the Project Manager, Divisional Head, and City’s Head of Department.
Maintain operational flexibility to quickly reallocate resources in response to emerging risks.

This Risk Management Framework ensures that the Spaza Shop Program operates efficiently, safely, and effectively, while safeguarding City resources and enhancing the program’s impact on township economies.

24. Monitoring, Evaluation, and Reporting Framework (M&E)

Neftaly is committed to a robust Monitoring and Evaluation (M&E) system to ensure the Spaza Shop Program achieves its objectives in line with the City of Ekurhuleni’s requirements. The M&E framework tracks registration, compliance, training, financial assistance, and partnership outcomes, ensuring transparency, accountability, and continuous improvement.

24.1 Objectives of M&E

Measure progress against annual and quarterly targets (e.g., number of spaza shops registered, trained, or receiving financial support).
Evaluate effectiveness of compliance support and training programs.
Identify gaps, risks, and improvement opportunities for program interventions.
Provide evidence-based reports for City of Ekurhuleni oversight and decision-making.
Track social and economic impact of spaza shop formalization on local communities.

24.2 Key Performance Indicators (KPIs)

Component	KPI	Target per Year
Spaza Shop Registration & Profiling	Number of shops registered, verified, and profiled	1,500 shops
Compliance Support	Number of shops achieving full compliance with municipal and national regulations	500 shops
Training & Mentorship	Number of spaza shop owners trained and mentored	500 learners
Financial Assistance	Number of shops receiving grants, loans, or supplier support	100 beneficiaries
Business Pitching Program	Number of pitching events executed and winners supported	1 program per quarter
Database Management	Accuracy and completeness of registration and compliance database	100% completeness
Stakeholder Engagement	Number of trader associations, municipal engagements, and public awareness campaigns conducted	12 per year
Reporting Timeliness	Submission of monthly, quarterly, and annual reports	100% on time

24.3 Monitoring Process

Data Collection
- Field enumerators collect data on registration, compliance, and training using GIS-enabled mobile tools.
- All data is validated, cleaned, and consolidated in a central database.
- Continuous updates are made to reflect changes, new registrations, or compliance status.
Field Supervision
- Project Manager and team leaders conduct regular field visits to ensure quality and accuracy of data collection.
- Random audits and spot checks are conducted on enumerators, trainers, and assessors.
Progress Tracking
- Use of monthly dashboards to track performance against targets.
- Key indicators updated in real-time for program oversight.
- Early identification of underperforming areas or gaps in service delivery.

24.4 Evaluation Process

Quarterly Evaluation
- Assess program effectiveness based on KPIs and deliverables.
- Review training outcomes, mentorship effectiveness, and compliance improvements.
- Identify best practices, challenges, and recommendations for corrective action.
Annual Evaluation
- Conduct a comprehensive assessment of overall program performance.
- Measure socio-economic impact on township communities.
- Assess financial sustainability and outcomes of grants, partnerships, and supplier engagements.
- Prepare an Annual Evaluation Report for submission to the City of Ekurhuleni.

24.5 Reporting Framework

Report Type	Frequency	Content	Recipient
Monthly Progress Dashboard	Monthly	Summary of spaza shops registered, compliance audits, training, and financial assistance.	City Project Officer
Quarterly Progress Report	Quarterly	Detailed narrative, KPI analysis, challenges, risk updates, financial summary.	City Department of Development Planning & Real Estate
Annual Evaluation & Close-Out Report	Annually	Comprehensive program review, socio-economic impact, lessons learned, recommendations.	City Executive Management & Stakeholders
Ad-Hoc Reports	As needed	Incident reports, risk mitigation updates, or urgent operational changes.	City Project Officer

24.6 Data Quality and Validation

Standardized tools and templates for data collection, entry, and reporting.
Cross-checking of field data with municipal records and GIS mapping.
Verification of training and mentorship attendance through sign-in registers and evaluation forms.
Routine data audits to ensure accuracy, completeness, and integrity of records.

24.7 Feedback and Continuous Improvement

Establish feedback loops with spaza shop owners, municipal authorities, and local stakeholders.
Use M&E findings to adapt strategies, optimize program delivery, and improve outcomes.
Conduct periodic lessons-learned workshops for project staff and trainers.

24.8 Tools and Systems

Centralized database for registration, compliance, and training tracking.
GIS mapping system for spatial monitoring of spaza shops.
Mobile data collection apps for field enumerators.
Dashboards and analytics tools for real-time reporting and decision-making.
Project management software for task assignment, monitoring, and evaluation.

This M&E framework ensures continuous accountability, operational efficiency, and measurable impact for the Spaza Shop Program, allowing the City of Ekurhuleni to track progress and make informed decisions throughout the project duration.

25. Sustainability and Exit Strategy

Neftaly is committed to ensuring that the impact of the Spaza Shop Program is sustained long after the conclusion of the three-year engagement. This strategy focuses on institutional capacity building, stakeholder ownership, and continued economic empowerment of township businesses.

25.1 Objectives of Sustainability and Exit Strategy

Ensure long-term viability of spaza shops through compliance, training, and financial support.
Build capacity within the City of Ekurhuleni and local trader associations to continue program activities independently.
Promote self-reliance among spaza shop owners by strengthening their business, digital, and financial literacy.
Maintain established partnerships with financial institutions, suppliers, and other relevant stakeholders.
Document best practices and lessons learned for replication in other regions or municipalities.

25.2 Capacity Building for Sustainability

City Staff and Local Associations
- Conduct train-the-trainer programs for municipal officials and trader association representatives.
- Provide standard operating procedures, manuals, and templates for registration, compliance monitoring, and financial facilitation.
- Transfer operational knowledge and systems to City staff to manage ongoing activities after the contract period.
Spaza Shop Owners
- Implement continuous mentorship and coaching programs to strengthen business skills and ensure compliance.
- Provide digital tools, resources, and templates for financial management, stock control, and reporting.
- Encourage peer learning networks to foster community-driven support and collaboration.

25.3 Financial Sustainability

Develop mechanisms for ongoing access to funding:
- Establish linkages with national and local financial institutions, including the National Spaza Shop Fund.
- Facilitate access to supplier credit and bulk purchasing agreements to reduce operational costs.
- Support creation of self-sustaining financial models for spaza shop clusters.
Encourage spaza shops to maintain proper financial records, enabling them to continue accessing loans, grants, and investment opportunities independently.

25.4 Systems and Process Sustainability

Provide the City with full access to registration, compliance, and training databases.
Ensure software, GIS mapping systems, and mobile data collection tools are properly documented and transferred to City ownership.
Implement monitoring dashboards and reporting templates for ongoing performance tracking.
Maintain a repository of manuals, policies, and guides for training, compliance, and partnership facilitation.

25.5 Partnership Sustainability

Strengthen relationships with financial institutions, suppliers, and service providers to ensure continued support to spaza shops.
Foster collaboration between trader associations, municipal departments, and local NGOs for coordinated service delivery.
Establish advisory committees or boards including representatives from spaza shop owners and stakeholders to guide future program activities.

25.6 Knowledge Management and Documentation

Document program processes, case studies, lessons learned, and success stories.
Develop comprehensive manuals and digital repositories for registration, compliance, training, and financial facilitation.
Provide the City with tools for ongoing evaluation, ensuring continuous improvement of program implementation.

25.7 Exit Plan

Final Six Months of Engagement
- Gradually transfer responsibilities to City officials and local associations.
- Conduct refresher training and capacity-building workshops for municipal staff and trader associations.
- Provide technical support and advisory services during the transition period.
Post-Contract Support
- Offer a 12-month remote advisory period to respond to queries and challenges arising from transferred activities.
- Ensure all databases, systems, and materials are fully operational and accessible to the City.
- Submit a comprehensive exit report summarizing achievements, ongoing needs, and recommendations for sustained impact.

25.8 Expected Outcomes of the Sustainability Strategy

Spaza shops maintain compliance and continue to benefit from training and financial support.
Municipal staff and local associations are equipped to manage ongoing operations independently.
Partnerships with financial institutions and suppliers remain active and productive.
The City has a robust M&E system and knowledge repository to track and enhance future interventions.
The township economy experiences long-term growth, formalization, and job creation.

This Sustainability and Exit Strategy ensures that the City of Ekurhuleni continues to benefit from the program’s investments, even beyond the contract duration, creating a self-reliant, empowered, and thriving spaza shop ecosystem.

26. Health, Safety, and Environmental (HSE) Compliance

Neftaly is committed to maintaining the highest standards of health, safety, and environmental protection in all aspects of the Spaza Shop Program. The HSE framework ensures employee safety, compliance with legislation, and minimal environmental impact during project implementation.

26.1 Objectives

Ensure full compliance with South African occupational health and safety legislation, including the Occupational Health and Safety Act (OHSA), COIDA, and Construction Regulations where applicable.
Protect all project staff, spaza shop owners, and beneficiaries from accidents and health risks.
Promote safe practices in the handling of equipment, materials, and data collection activities.
Minimize environmental impact during field activities, training sessions, and events.
Establish a culture of safety and risk awareness among all project stakeholders.

26.2 Health and Safety Management

Registration and Compliance
- Neftaly will register with the Compensation Commissioner and maintain a Letter of Good Standing throughout the contract duration.
- Obtain and maintain public liability and professional indemnity insurance.
Risk Assessment
- Conduct a comprehensive risk assessment for all activities, including fieldwork, training events, and mentoring visits.
- Identify hazards related to travel, site inspections, and workshops.
- Implement mitigation measures to reduce or eliminate identified risks.
Health and Safety Plan
- Develop and submit a detailed Health and Safety Plan (HASP) to the City of Ekurhuleni prior to project commencement.
- The HASP will include:
  - Emergency response procedures
  - Roles and responsibilities of staff
  - PPE requirements
  - First aid and medical support
  - Incident reporting and documentation procedures
Personal Protective Equipment (PPE)
- Issue all required PPE, including high-visibility vests, gloves, masks, and sanitizer for field enumerators and staff visiting spaza shops.
- Maintain an inventory and issuance record for all staff members.

26.3 Employee Training and Awareness

Conduct HSE orientation sessions for all project staff, enumerators, and trainers.
Ensure staff are trained in first aid, fire safety, and safe use of equipment.
Provide ongoing refresher courses to reinforce health and safety practices.

26.4 Environmental Compliance

Minimize environmental impacts during field operations by:
- Reducing paper usage through digital data collection where possible.
- Proper disposal of waste materials from training and workshops.
- Using eco-friendly printing materials and stationary for training manuals and promotional materials.
Conduct environmental awareness sessions for spaza shop owners on:
- Waste management and recycling
- Safe food handling and hygiene
- Energy efficiency and minimal environmental footprint in business operations

26.5 Monitoring and Reporting

Maintain a comprehensive HSE file, including risk assessments, incident reports, PPE issuance, and training attendance.
Submit monthly health and safety reports as part of the project progress reports.
Report any incidents, accidents, or near-misses immediately to the City Project Officer.
Review and update the HSE plan quarterly to address emerging risks or regulatory changes.

26.6 Emergency Preparedness

Develop emergency response procedures for medical, fire, and environmental incidents.
Equip field teams with emergency contact lists, first aid kits, and communication tools.
Conduct mock drills and scenario-based exercises to ensure preparedness.

26.7 Expected Outcomes

Zero workplace accidents or health-related incidents among project staff.
Full compliance with OHSA, COIDA, and other relevant legislation.
Safe and environmentally responsible field operations and training sessions.
Increased awareness among spaza shop owners and staff on health, safety, and environmental best practices.

This HSE framework ensures that Neftaly will operate responsibly, protect staff and beneficiaries, and comply with all legal requirements, fostering trust and credibility with the City of Ekurhuleni and other stakeholders.

27. Risk Management Framework

Neftaly recognises that the successful implementation of the Spaza Shop Program within the City of Ekurhuleni requires proactive identification, assessment, and mitigation of risks. Our risk management approach ensures timely intervention, minimal disruptions, and achievement of project objectives.

27.1 Objectives of Risk Management

Identify potential risks that could affect project delivery, quality, and outcomes.
Assess the likelihood and impact of identified risks on project timelines, costs, and performance.
Implement mitigation strategies to reduce the probability and impact of risks.
Ensure continuity of services and adaptability in case of unforeseen circumstances.
Maintain transparency and accountability through structured reporting and monitoring.

27.2 Risk Identification

Neftaly will conduct a comprehensive risk assessment at the start of the project and update it quarterly. Key risk categories include:

Operational Risks
- Delays in spaza shop registration or data collection.
- Staff turnover or unavailability of skilled personnel.
- Logistical challenges in reaching remote or high-density areas.
Financial Risks
- Insufficient funds for operational activities.
- Delays in payments from the City affecting cash flow.
- Mismanagement of grant funds or procurement processes.
Compliance and Regulatory Risks
- Failure to meet municipal, national, or sectoral compliance requirements.
- Non-compliance with training accreditation or licensing regulations.
- Legal risks related to contracts with spaza shop owners or third-party partners.
Health, Safety, and Environmental Risks
- Workplace accidents or injuries during fieldwork or training.
- Exposure to hazardous environments or unsafe conditions.
- Environmental risks related to waste management or community activities.
Reputational and Stakeholder Risks
- Poor communication with stakeholders leading to misunderstandings.
- Negative media coverage or community dissatisfaction.
- Loss of trust from funders, partners, or municipal authorities.

27.3 Risk Assessment

Each risk will be assessed based on:

Likelihood: Rare, Unlikely, Possible, Likely, or Almost Certain
Impact: Low, Medium, High, or Critical
Priority: Combination of likelihood and impact to determine which risks require urgent attention

Neftaly will maintain a Risk Register, documenting each risk, its rating, mitigation measures, responsible personnel, and review dates.

27.4 Risk Mitigation Strategies

Operational Risks
- Develop a detailed project implementation plan with clear timelines and responsibilities.
- Maintain a reserve pool of qualified staff for field and training activities.
- Use technology and GIS mapping to optimize field operations and data collection.
Financial Risks
- Maintain robust financial controls, reporting, and auditing processes.
- Ensure funding schedules are aligned with project milestones and cash flow requirements.
- Implement transparent procurement and grant management systems.
Compliance and Regulatory Risks
- Ensure all staff are fully trained in compliance requirements and legislative updates.
- Maintain a dedicated compliance officer to monitor adherence to regulations.
- Conduct regular audits and reviews of training, registration, and business facilitation activities.
Health, Safety, and Environmental Risks
- Implement a Health, Safety, and Environmental Management Plan (HSEMP).
- Conduct regular safety audits, PPE checks, and risk awareness sessions.
- Prepare emergency response plans for all field activities and workshops.
Reputational and Stakeholder Risks
- Maintain open and transparent communication with the City, partners, and beneficiaries.
- Implement a stakeholder engagement strategy to manage expectations.
- Conduct periodic satisfaction surveys with spaza shop owners and partners.

27.5 Risk Monitoring and Reporting

Risk reviews will be conducted monthly and quarterly during project meetings.
The Risk Register will be updated continuously to reflect new risks or changes in risk status.
A Risk Mitigation Report will accompany quarterly progress reports submitted to the City.
All major risks will be escalated to the Project Steering Committee for immediate resolution.

27.6 Contingency Planning

A contingency fund of 10% of the project budget will be maintained to address unforeseen risks.
Requests for the use of contingency funds will follow the formal variation approval process, including justification, approval by the Head of Department, and verification by the Project Manager.
Scenarios such as natural disasters, civil unrest, or public health emergencies will have predefined response protocols to ensure continuity of services.

27.7 Expected Outcomes of Risk Management

Minimized disruption to spaza shop registration, training, and financial facilitation.
Ensured staff safety, regulatory compliance, and community confidence.
Increased ability to respond quickly to unexpected events, maintaining project momentum.
Enhanced trust and credibility with the City of Ekurhuleni, funders, and partners.

This Risk Management Framework ensures Neftaly can deliver the Spaza Shop Program efficiently, safely, and effectively, while safeguarding resources, staff, and stakeholder relationships.