REQUEST FOR BIDPROFESSIONAL SERVICES
BID DETAILS
BID NUMBER: FAS/TL/PD/BP/CON814/Y17
CLOSE Date: 06 October 2016Time: 11:00
DESCRIPTION: Fasset Bursary Scheme that funds the progression of learners Candidates from Public Universities and Universities of Technology at NQF 6 or higher, from one academic year to another or for the completion of a qualification(s) (for penultimate and/or final year students) in 2017. Programmes must be aligned to the top ten scarce skills in the Fasset sector.
BRIEFING SESSION: Yes √ NoSee Section A, 2 on Bid Submission Conditions and Instructions that the bidder needs to take note of.
DETAILS OF BIDDER
Organisation/individual:
Please indicated whether it is the original or copy, tick the applicable block
ORIGINAL COPY NR:
Procurement process administered by Fasset
Bid No: FAS/TL/PD/BP/CON814/Y17 Fasset Bid Document
Glossary
GLOSSARY
AccreditedThe certification of a provider by the relevant quality council or its delegated quality assurance partner, to deliver and/or assess one or more qualifications, as registered on the NQF
Award Conclusion of the procurement process and final notification to the effect to the successful bidder
B-BBEEBroad-based Black Economic Empowerment Act, 2003 (Act No. 53 of 2003) and the Codes of Good Practice issued thereunder by the Department of Trade and Industry
BidWritten offer in a prescribed or stipulated form in response to an invitation by Fasset for the provision of goods, works or services
ContractorOrganisation with whom Fasset will conclude a contract and potential service level agreement subsequent to the final award of the contract based on this Request for Bid
Core TeamThe core team are those members who fill the non-administrative positions against which the experience will be measured.
dti Department of Trade and Industry
EME Exempted Micro Enterprise in terms of the Codes of Good Practice
FassetSector Education and Training Authority (Seta) for Finance, Accounting, Management Consulting and other Financial Services
GCC General Conditions of Contract
IP Intellectual Property
NIPP National Industrial Participation Programme
Original BidOriginal document signed in ink, orCopy of original document signed in ink, orSubmitted Facsimile of original document signed in ink
Originally certifiedTo comply with the principle of originally certified, a document must be both stamped and signed in original ink by a commissioner of oaths.
SCM Supply Chain Management
SLA Service Level Agreement
CSD Central Supplier Database
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Bid No: FAS/TL/PD/BP/CON814/Y17 Fasset Bid Document
SECTION A
DOCUMENTS IN THIS BID DOCUMENT PACK
Bidders are to ensure that they have received all pages (93) of this document, which consist of the following sections:
SECTION ANote: Documents in this section are for information to or the instruction of bidders and must not be returned with bids.
Section A 1: Background
Section A 2: Bid Submission Conditions and Instructions
Section A 3: Terms of Reference
Section A 4: Evaluation Process/Criteria
Section A Part 5: Contract Form (Rendering of Services) (Parts 1 & 2)(The pro forma contract is only included for bidders to take note of the contents of the contract that will be entered into with the successful contractor)
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Bid No: FAS/TL/PD/BP/CON814/Y17 Fasset Bid Document
SECTION A
SECTION B
Part 1: Special Conditions of Bid and Contract and POPI Act Consent : Special conditions that the bidder needs to accept
Part 2: Tax Clearance Certificate Part 3: Additional Registration Certificates and CSD Summary Report Part 4: Declaration of Interest Part 5: Declaration of bidder’s past SCM practices Part 6: Certificate of Independent Bid Determination Part 7: HIV and Aids Policy Part 8: Preference Points Claim form in terms of the Preferential Procurement
Regulations 2011 Part 9: Declaration Certificate for Local Production and Content for Designated
Sectors Part 10: Compliance
o Pre Compliance Checklisto Proof of Accreditation
Part 11: Invitation to Bido Sub Section: Executive Summary
Part 12: Technical Approach including: The Problem Statement The Proposed Solution
Part 13: Project Plan Part 14: Risk Management Strategy
Part 15: Compulsory CV template and References Part 16: Experience in this field
Company Profile Detail of relevant experience conducting similar programmes
Part 17: Pricing Schedule (Professional Services)
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Bid No: FAS/TL/PD/BP/CON814/Y17 Fasset Bid Document
SECTION A
SECTION A(This section must not be returned as part of the bid
document)
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Bid No: FAS/TL/PD/BP/CON814/Y17 Fasset Bid Document
Section A 1: Background
BACKGROUND
Fasset is a statutory body established through the Skills Development Act of 1998 to enable its stakeholders to advance the national and global position of the industry for finance, accounting, management consulting and other financial services.
The members of a Seta include employers, trade unions, professional bodies, government departments and bargaining councils, where relevant, from each industrial sector. The Seta landscape was revised to 21 Setas in April 2011.
The objectives of Fasset are:
To develop the competence of employees and potential employees:
Improving the quality of life of employees, their prospects of work and labour mobility
Improving productivity in the workplace and the competitiveness of employers Promoting self-employment in situations where the sector is experiencing job
shrinkage.
To increase the levels of investment in education and training and to optimise the return on this investment
To position this sector as the sector of career choice for prospective learners and entrants into the labour market
To encourage employers and employees to adopt a culture of lifelong learning through:
Using the workplace as an active learning environment Providing employees with the opportunities to acquire new skills Providing opportunities for new entrants and potential entrants into the sector
labour market and enhancing access to opportunities to gain work experience.
To support the objectives of the Employment Equity Act of 1998 To enhance access to learning opportunities and to facilitate the recognition of prior
learning To ensure the quality of education and training in the sector To expand the provision of education and training in this sector through sound
partnerships with public and private sector service providers To encourage greater cooperation between the public and private sectors To co-operate with the South African Qualifications Authority and other Setas, in
support of the objectives of the Act
All the bids by Fasset are intended to promote the objectives of Fasset.
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Section A 2: Bid submission conditions and instructions
BID SUBMISSION CONDITIONS AND INSTRUCTIONS
CONDITIONS AND INSTRUCTIONS THAT BIDDERS NEED TO TAKE NOTE OF
1 FRAUD AND CORRUPTION
1.1 All providers are to take note of the implications of contravening the Prevention and Combating of Corrupt Activities Act, Act No 12 of 2004 and any other Act applicable.
2 BRIEFING SESSION
2.1 Compulsory Briefing Session
2.1.1 A compulsory briefing session will be held from 09H00 to 13H00 on 21 September 2016. People arriving more than 15 minutes late will not be allowed into the venue and will be deemed not to have attended the briefing session.
2.2 General notes related to the Briefing Session:
2.2.1 The venue for the briefing session will be confirmed once bidder has RSVP’d to attend the session. A map and directions will be emailed to confirmed attendees.
2.2.2 Any changes in venue details will be published on Fasset’s website and will be confirmed with each provider upon receiving your RSVP to attend.
2.2.3 Bidders should bring their own copies of the bid documentation to the briefing session as bid documents will not be made available at the session.
2.2.4 Any individual wishing to bid must attend the briefing in person or send a representative. Any organisation wishing to bid must send a representative. For bids from a Consortium or Joint Venture, a representative of at least one of the organisations must attend the briefing. Bids from individuals, organisations or consortia of organisations that have not met the attendance requirements will not be considered.
2.2.5 Any clarification required by a bidder regarding the meaning or interpretation of the Terms of Reference, or any other aspect concerning the bid, is preferably to be requested at the briefing session. Bidders are advised to study this document before attending the briefing session and to have all their questions ready.
2.2.6 All those attending will be issued with minutes of the session within one week of the briefing session, forwarded electronically.
3 CLARIFICATIONS/ QUERIES
3.1 Telephonic requests for clarification will not be accepted. Any clarification required by a bidder regarding the meaning or interpretation of the Terms of Reference, or any other aspect concerning the bid, is to be requested in writing (letter, facsimile or e-mail) from Nomandla Mtetwa at [email protected] by not later than 16H00 on Monday, 3 October 2016 A reply will be forwarded within three (3) working days. All questions and
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Section A 2: Bid submission conditions and instructions
answers will be published on the Fasset website and e-mails to all prospective bidders after the above date. The bid number should be mentioned in all correspondence. If appropriate, the clarifying information will be made available to all bidders by e-mail only.
4 SUBMITTING BIDS
4.1 One (1) original plus four (4) hard copies as well as one (1) electronic copy (CD / DVD or memory card / flash drive) of the bid, (The electronic copy format should be a secure PDF) i.e. five (5) documents and a CD be handed in/delivered to:
DEPOSITED IN THE BID/TENDER BOX SITUATED AT(Street address)
Fasset, Building 3, Ground Floor, 299 Pendoring Road, Blackheath, Randburg.
OR
* POSTED TO: The Projects Director, Fasset, P O Box 6801, Cresta, 2118, Gauteng.
ORHANDED IN AT RECEPTION SITUATED AT(Street address)
Fasset, Building 3, Ground Floor, 299 Pendoring Road, Blackheath, Randburg, prior to the official closure time and the bidder must complete and sign the Register which is kept by the Receptionist.
No faxed or e-mailed quotations will be accepted
Respondents should ensure that quotations are delivered to Fasset before the closing date and time to the correct physical address. If the quotation
is late, it will not be accepted for consideration.* Refer to Paragraph 5 below
Bids can be delivered and deposited into the tender box between 08:00 and 16:30, Mondays to Thursdays and 08:00 to 16:00 on Fridays, prior to the closing date, and between 08:30 and 11:00 on the closing date.
All bids must be submitted on the official forms (not to be re-typed).
4.2 Only bids that are submitted as one (1) original, four (4) copies and an electronic copy will be accepted as valid and responsive. The original and copies will be distributed to the tender evaluation panel, and must contain the same information and must all be nearly marked and professionally presented.
4.3 NB: Bidders must indicate on the cover of each document whether it is the original or a copy. Copies must be numbered, e.g. Copy 1.
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Section A 2: Bid submission conditions and instructions
4.4 Bids should be submitted in a sealed envelope, marked with:
Bid number (FAS/TL/PD/BP/CON814/Y17) Closing date and time 11h00 on 06 October 2016 The name and address of the bidder
4.5 Documents submitted on time by bidders shall not be returned.
5 LATE BIDS
5.1 Bids received late shall not be considered. A bid will be considered late if it arrived even one second after 11:00 or any time thereafter. The tender (bid) box shall be locked at exactly 11:00 and bids arriving late will not be considered under any circumstances. Bids received late shall be returned unopened to the bidder. Bidders are therefore strongly advised to ensure that bids be despatched allowing enough time for any unforeseen events that may delay the delivery of the bid.
5.2 The official Telkom time (dial 1026) will be used to verify the exact closing time.
5.3 Bids sent to the Fasset via normal post or any other mechanism shall be deemed to be received at the date and time of arrival at the Fasset premises (tender/bid box or reception). Bids received at the physical address after the closing date and time of the bid, shall therefore be deemed to be received late.
6 DIRECTIONS TO FASSET OFFICES FOR DELIVERY OF BIDS / COMPULSORY BRIEFING
Respondents should allow time to access the premises due to security arrangements that need to be observed.
6.1 Directions from N1 Pretoria / Polokwane
Follow the N1 (Ben Schoeman) highway in a southerly direction towards Johannesburg, past Midrand
At the Buccleuch Interchange, follow the signs toward Roodepoort / Bloemfontein onto the N1 highway
Proceed straight on the N1 highway, past the following turnoffs: Rivonia Road, William Nicol, Malibongwe
Take the next turnoff, Beyers Naude Drive and turn left into Beyers Naude Drive
After ± 1.9kms, turn right into Pendoring Road Past McDonalds on your left. At the next traffic intersection, turn left into 299
Pendoring (± 300m from the corner).
6.2 Directions from O.R Tambo International Airport
On exiting the airport, follow the signs for Johannesburg, which will lead you onto the R24 highway
The R24 highway links up with the N12 highway just before Gillooly’s Interchange
At Gillooly’s Interchange, follow the signs for Pretoria, onto the N3 highway Travel north on the N3 highway, past the following turnoffs, Linksfield,
Modderfontein, London Road and Marlboro Drive
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Section A 2: Bid submission conditions and instructions
At the Buccleuch Interchange, the N3 highway will become the N1 highway. Follow the Roodepoort / Bloemfontein signs
Proceed straight on the N1 highway, past the following turnoffs: Rivonia Road, William Nicol, Malibongwe
Take the next turnoff, Beyers Naude Drive and turn left into Beyers Naude Drive
After ± 1.9kms, turn right into Pendoring Road Pass McDonalds on your left. At the next traffic intersection, turn left into 299
Pendoring (± 300m from the corner).
DIRECTIONS TO FASSET
Bidders should allow time to access the premises due to security arrangements that need to be observed.
7 PAYMENTS
7.1 Fasset will pay the Contractor the fees set out in the final contract according to the table of deliverables. No additional amounts will be payable by the Fasset to the Contractor.
7.1.1 The Contractor shall from time to time during the currency of the contract, invoice the Fasset for the services rendered.
7.1.2 The invoice must be accompanied by supporting source document(s) containing detailed information, as Fasset may reasonably require, for the purposes of establishing the specific nature, extent and quality of the services which were undertaken by the Contractor.
7.1.3 No payment will be made to the Contractor unless an original tax invoice complying with section 20 of the VAT Act No 89 of 1991, as amended, has been submitted to the Fasset.
7.1.4 Payment shall be made by bank transfer into the Contractor’s back account normally 30 days after receipt of an acceptable, original, valid tax invoice.
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Section A 2: Bid submission conditions and instructions
Money will only be transferred into a South African bank account. (Banking details must be submitted as soon as the bid is awarded).
7.2 The Contractor shall be responsible for accounting to the appropriate authorities for its income tax, VAT or other moneys required to be paid in terms of the applicable law.
8 GENERAL CONDITIONS OF CONTRACT
1. The General Conditions of Contract must be accepted. The GCC can be downloaded from the Fasset website. Please refer to link below:
http://www.fasset.org.za/Procurement/Procurement.aspx
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TERMS OF REFERENCE (TOR)
Fasset Bursary Scheme (FBS)
1. OVERALL OBJECTIVE
Fasset requires the services of one or more suitably qualified Bursary Management Agents from Public Universities and Universities of Technology as listed by DHET, Private Bursary Management Agencies and/or Professional Bodies to manage a bursary fund on behalf of Fasset. The bursary is aimed at African Black candidates in all provinces, Coloured candidates in the Western and Northern Cape and learners with disabilities of any race who qualify Candidates from Public Universities and Universities of Technology, IRO qualifications mapped to one of the top ten identified scarce skills in the Fasset’s Sector Skills Plan (SSP). Bursary Management Agents should be located in South Africa and must propose a strategy for managing bursaries for penultimate and/or final year students in 2017. The programme must be concluded by 31st March 2018.
Candidates will include: 2nd and 3rd year students on a 3 year degree / diploma in 2017; 3rd and 4th year students on a 4 year degree / diploma in 2017; and Post graduate students in 2017.
Eligibility Criteria:
The Bursary Management Agents will select and recruit: Candidates from Public Universities and Universities of Technology who are financially needy; Candidates with the required potential to succeed; Candidates who meet pre-set minimum academic criteria as determined by the respondent to
this tender; Candidates from the “Missing Middle” grouping. Fasset has defined the “Missing Middle” as
candidates with a total combined household income of: o No less than R 123 000 p.a (NSFAS cut off = R 122 000); ando No more than R 350 000 p.a.
The managing agent must present a full bursary administration solution which will include specific criteria on how potential learners will be identified.
Bursary Outcomes for 2017: Progression from one academic year to another or qualification completion. Achievement of an 80% pass rate.
* NB: This funding window is only open to Ppublic Universities and Universities of Technology as listed by DHET, Private Bursary Management Agencies and Professional Bodies who will manage a bursary fund on behalf of Fasset IRO qualifications mapped to one of the top ten identified scarce skills in the Fasset’s Sector Skills Plan (SSP) and as indicated in the table below.* Any applicant not meeting the above criteria will be eliminated.
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Top 10 Scarce Skills, ranked in demand for 2016/17# Occupation Qualification1 Trainee accountant / auditor / article clerk2 External Auditor3 Computer Network and Systems Engineer4 Debt Collector5 Finance Manager6 Management Consultant7 Financial Investment Advisor8 Office Administrator9 Accountant (General)
10 EconomistSource: Final Draft SSP 2016/2017
NB: Bidders are to indicate whether the bursary will be for a degree or diploma IRO each scarce skill, using the table above.
2. COMPETENCY AND EXPERTISE REQUIREMENTS
2.1 As a minimum criteria, respondents to this bid are required to be fully conversant with and have extensive proven experience in the following: Bursary Fund Management; Recruitment and Selection methodology; In depth knowledge of the provision and delivery of PIVOTAL training programmes at
accredited and recognised training institutions; Academic mentoring; Soft Skills including study skills; Computer literacy training; In depth knowledge of academic course development specifically for training
programmes at accredited and recognised training institutions.
In addition, Providers must:
2.2 Understand Fasset's aims and objectives, vision, mission and values (www.fasset.org.za); 2.3 Understand the relevant Government Acts/legislation, including:
The Skills Development Act (SDA) of 1998 as amended; and The Public Finance Management Act (PFMA).
2.4 Accreditation:- It is assumed that Universities and Universities of Technology are accredited with the
Council for Higher Education (CHE). However, bidders must present proof of accreditation and/or registration (where required) of all qualifications offered as part of this bid.
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3. CONDUCT OF WORK
3.1 The Service Provider is expected to, at all times behave and conduct themselves in a professional manner, with respect to: Professionalism; Presentation; Language; Punctuality; Honesty; and Reporting of any fraud or irregular activities.
4. ROLES AND RESPONSIBILITIES
Deliverable RESPONSIBILITIESService provider Fasset
1. Project Plan Provide a comprehensive project plan, for approval by Fasset, including, but not limited to the following:o The plan must demonstrate a clear solution as proposed
by the respondent.o The plan must contain sufficient detail to allow an
analysis of the solution to determine the sustainability and feasibility of the solution.
o Provide sufficient details on how the project would be organised.
o Provide a clear indication of the NQF level(s) being proposed.
o Demonstrate a clear link to Government’s as well as Fasset’s Strategic Imperatives, as detailed below:
A strategic contribution to government’s growth, employment and development strategies. Each project proposal should indicate the
geographical region(s)/district(s) to which it will make a contribution. Projects should also indicate a link to Government’s Medium Term Strategic Framework (MTSF), the Human Resource Development Strategy for South Africa (HRD SA), the National Development Plan (NDP), as well as the Industrial Policy Action Plan (IPAP) which contributes towards the achievement of the country’s new economic growth and social development goals. Read more at www.info.gov.za.
Alignment to the National Skills Development Strategy (NSDS III). Each project proposal should indicate the
contribution to the achievement of NSDS targets. Fasset will only fund interventions that cater for
African Black candidates in all provinces, Coloured candidates in the Western and Northern Cape and people with disabilities of any race who qualify.
Fasset recommends a recruitment ratio of 54% women and 4% people with disabilities.
Alignment to Fasset’s top ten Scarce Skills requirements as listed in the Sector Skills Plan (SSP). Proposals will be given preference according to
Fasset’s Scarce Skills hierarchy, as detailed in our
Vet and approve the project plan.
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Deliverable RESPONSIBILITIESService provider Fasset
SSP Update on Fasset’s website (http://www.fasset.org.za/Research/Scarce_Skills_Guidelines.aspx).
Evidence should be used to show that the project(s) proposed have the potential to contribute to economic and employment growth and/or social development of the sector and the broader economy.
The plan must indicate which sectors the candidates are likely to be employed in upon completion and for which occupation.
The lead or primary service provider will be responsible for collating all the discrete levels into a consolidated service pack and managing the service delivery against this consolidated service pack.
2. Unique Skill offered
Describe any unique skill sets that you will utilise. Elaborate on how these skill sets would differentiate your organisation from its competitors.
Fasset will consider unique skills when evaluating the functionality element of proposed projects.
3. Course Material
The bursary management agent must ensure that quality assured and accredited course material is utilised.
Vet and approve all course material.
4. Marketing Plan
Market the project in the media e.g. Radio, press, flyers according to Fasset’s regulations and approval thereof.Providers are required to co-brand all marketing initiatives in order to acknowledge Fasset’s contribution.All marketing material and interventions must therefore be submitted to Fasset for approval prior to being released to the general public.
Create awareness about the project. This function will also be implemented once the service providers have been approved so as not to disadvantage any other providers but at the same time to market the initiative to learners who could apply for the intervention through Fasset awareness initiatives.
5. Recruitment and Selection
Provide Fasset with a Recruitment and Selection Strategy as part of the proposal which highlights a plan for recruiting and selecting suitable candidates who have the requisite skills to enter and successfully complete the qualifications proposed. Recruitment and selection must take the following into account:o Based on the budget available, Fasset has estimated that
approximately 330 students will stand to benefit;o Providers appointed will be responsible for all recruitment
activities;o The number of learners ultimately recruited and trained
will depend on:1.6.1 The fees per learner, per university;1.6.2 Consideration for assistive devices for learners
with disability; and1.6.3 Learners with outstanding university fees IRO a
previous year’s studies (to be settled in full);o Learners will be recruited from public Universities and
Universities of Technology across all nine provinces;o The recruitment methodology has historically been
Service Provider initiated and implemented, however
Vet and approve recruitment strategy as part of the overall strategy proposed.
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Deliverable RESPONSIBILITIESService provider Fasset
assessment methods must be benchmarked against national standards (e.g. SAQA, HET, FET and/or Professional Body);
o Proposed learner numbers which are subsequently accepted may not be amended without Fasset’s approval; and
o Specific considerations of employer needs with regard to recruitment. Providers are encouraged to establish relationships with employers to ensure alignment of the qualification to the workplace.
6. Database establishment
Establish a database that meets Fasset’s requirements, in order to keep an accurate record of learner participation and attendance throughout the project.Providers will be required to present information on a monthly and quarterly basis, as per the DHET and Fasset requirements.
o This includes but is not limited to:
- Copies of learner bursary agreements;
- Copies of learner IDs;
- Transcripts of highest level achieved;
- Copies of results achieved per semester and annually;
- Confirmation of qualification completion;
- Full learner contact details.
Review monthly submissions to ensure the on-going success of the project.Facilitate and co-ordinate quarterly reporting to the DHET.
7. Academic Training Programme
The bursary management agent must ensure:o Technical academic training is conducted, is monitored
and quality assured.o Progression from one academic year to another e.g. 2nd
year to 3rd year and/or from 3rd to 4th year. (The bursary programme must address any one part or multiple parts of the academic progression route where a blockage(s) is identified.).
o The proposed programme(s) must result in the achievement of an 80% pass rate per year.
The bursary management agent must address the compulsory skills-set identified below as part of the soft skills training:
Communication Read / Observe Write (business) Speak including Telephone skills Listen Business Writing skills Study Skills
Interpersonal Skills Teamwork
Monitor / Moderate / Quality Assure the programme.
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Deliverable RESPONSIBILITIESService provider Fasset
Networking
Decision Making Skills Critical thinking Problem-solving
Lifelong Learning Stress management Time management Managing Distraction Job search strategies Self-confidence Office Etiquette Personal Finance Ethics BCEA and Labour Relations Interview skills
Basic SoftwareMS Office Suite
8. Mentorship Provide a comprehensive mentorship programme for the duration of the project.
Monitor / Moderate / Quality Assure the programme.
9. Learner Allowances Meals (& Accommodation)
Make provision for allowances, travelling, meals. and accommodation (where needed by the learners)
Monitor / Moderate / Quality Assure the programme.
10.Monitoring/ Moderating/ Quality Assurance
The bursary management agent must ensure that:o Regular assessments / testing of learners is conducted;o Additional tuition support is provided as required;o Regular assessment and quality assurance of the content
of the programme is conducted; ando Regular reporting is facilitated.
o Review assessments / tests;
o Review results;o Arrange regular site
visits by Fasset stakeholders;
o Conduct regular surveys ; and
o Facilitate visits from third party providers; and strategic partners.
11.Pass rates All qualifications must be mapped to one of the top ten identified scarce skills in the Fasset SSP.The Bursary Management Agent must ensure:
o Progression from one academic year to another.o The achievement of an 80% pass rate per year.
NB: The Bursary Management Agent should note that failure to achieve the prescribed pass rate objective will result in a 20% penalty on the overall administration fee.
The proposal should include:o Monthly and quarterly learner tracking and
Vet and approve the pass rate strategy.Track pass rates throughout the project’s life cycle, and verify learner results.
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Deliverable RESPONSIBILITIESService provider Fasset
monitoring, during the course.The Bursary Management Agent will be required to:
o Provide Fasset with a comprehensive database of learner results which includes full contact details for participating learners.
o Provide access to learners on specific date(s) to invite employers to potentially recruit.
The proposal should include:o A commitment from the provider to achieve an 80%
pass rate in 2017.NB:1. The Bursary Management Agent should note that failure
to achieve the prescribed pass rate objective will result in a 20% penalty on the overall administration fee.
12.Risk Management
Provide Fasset with a Risk Management Strategy as part of the proposal which highlights a plan for risk mitigation.Specific attention must be given to possible fraudulent activity in the process of awarding the bursary.
Vet and approve the risk management strategy
13.Ceremonies /Graduations
Plan and arrange opening ceremonies, as well as graduation / certification ceremonies (where appropriate), in accordance with Fasset’s policies, as well as availability.
Attend and communicate to Fasset stakeholders as appropriate.
14.Reporting & Invoicing
Reports on progress, together with invoices, are to be submitted electronically and in hard copy to Fasset on a monthly basis. This is to include a day to day management of the service delivery, based on the approved Table of Deliverables, whereby the Service Provider will be expected to gather performance statistics, information on service delivery, learner detail, risk mitigation and a financial update in accordance with Fasset requirements.The Bursary Management Agent must make provision for the storage of reports for a minimum of 10 years after project completion in hard and electronic copy.
Review and approve Project Progress Reports, approve monthly deliverables and facilitate payment in respect thereof.
15.Meetings Attend Progress Meetings / Feedback Sessions. Facilitate and attend regular Progress Meetings / Feedback Sessions.
16.Provisions Provide all printed training material, supplies and other training equipment as required for the learners of this project.
Monitor / Moderate / Quality Assure the programme.
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5. SCOPE OF THE PROJECT
THE BURSARY MANAGEMENT AGENT WILL BE REQUIRED TO:
5.1 Ensure that the programme is concluded by 31st March 2018. 5.2 Any extension of time should be justified as part of the proposal and / or discussed and
agreed with Fasset at the time of contracting.5.3 Manage a bursary scheme, which will result in:
o Progression from one academic year to another or qualification completion. o The achievement of an 80% pass rate.
NB:o The Bursary Management Agent should note that failure to achieve the prescribed
pass rate objective will result in a 20% penalty on the overall administration fee.
5.4 Provide technical and/or academic support as required, to achieve the proposed qualification.5.5 Provide additional tuition support as required.5.6 Provide soft skills training as appropriate and as specified.5.7 Align the programme to achieve National Skills Development Strategy III (NSDS III)
transformation objectives i.e. Each project proposal should indicate the contribution to the achievement of the NSDS III
targets. Fasset will only fund interventions that cater for African Black candidates in all provinces,
Coloured candidates in the Western and Northern Cape and people with disabilities of any race who qualify.
Fasset recommends a recruitment ratio of 54% women and 4% people with disabilities.5.8 Align the programme to address Fasset’s top ten Scarce Skills requirements:
Proposals that address Fasset’s Scarce skills hierarchy will be given preference. Refer to details on Fasset’s website: (http://www.fasset.org.za/Research/Scarce_Skills_Guidelines.aspx).
5.6.1 Based on the budget available, Fasset has estimated that approximately 330 students will stand to benefit.
5.6.2 The number of learners ultimately recruited and trained will depend on: The fees per learner, per university; Consideration for assistive devices for learners with disability; and Learners with outstanding fees IRO a previous year’s studies (to be settled in full).
5.6.3 Learners will be recruited from Public Universities and Universities of Technology across all nine provinces;
5.6.4 Specific considerations have been made for the recruitment of learners with disabilities;5.6.5 The recruitment methodology will be Service Provider initiated and implemented, however
assessment methods must be benchmarked against national standards (e.g. SAQA, HET, FET and/or Professional Body); and
5.6.6 Proposed learner numbers which are subsequently accepted may not be amended without Fasset’s approval.
5.9 Monitor/Moderate/Quality Assure the programme based on the following: Regular assessment of learners; Regular assessment and quality assurance of the content of the programme; and Regular reporting.
5.10 Ensure that the programme meets the proposed outcomes as stipulated in 5.3
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Bid No: FAS/TL/PD/BP/CON814/Y17 Fasset Bid Document
Section A 2: Bid submission conditions and instructions
5.11 The Bursary Management Agent need to be aware that Fasset research might be conducted on the project(s) at the project venue. This would require an additional 6 days to be included in the project schedule and providers are required to account for these days in their project plans. Full learner details must be available for all learners.
6. EXPECTED OUTCOMES AND DELIVERABLES
6.1 A comprehensive project plan is produced and approved.6.2 A complete set of academic and soft skills course material appropriate to the delivery of the
programme is available.6.3 Suitable learners are recruited, selected and assessed according to pre-set programme
criteria.6.4 Academic and Soft skills Training Programme is delivered in accordance with the SLA.6.5 Additional academic/technical support is provided in accordance with the SLA.6.6 Learners are mentored and coached throughout the programme and for 6 months after the
programme has ended.6.7 Progression from one academic year to another or qualification completion in accordance
with the SLA.6.8 The achievement of a 80% pass rate in accordance with the SLA; 6.9 Transcripts of results are provided at the end of each academic year.6.10 Learners are certificated at the successful completion of the qualification.6.11 Reports are produced monthly and quarterly as required, are vetted and accepted.6.12 Programme risks are monitored, evaluated and mitigated regularly in accordance with the
SLA.6.13 Meetings are attended as required.6.14 A comprehensive closure report is submitted in accordance with the SLA.
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Bid No: FAS/TL/PD/BP/CON814/Y17 Fasset Bid Document
Section A 2: Bid submission conditions and instructions
Schedule of costs covered by the Fasset Bursary:
Table to be populated by bursary management agent:
Tuition + Additional Support
Accommodation Books Meals Travel Living
AllowanceADMINISTRATION
Soft Skills Training
Notebook / TabletCapped at Mid-level bundle
TOTAL AWARD
± R 13 000.00
Provider to state maximumBursary amount per student(People with disabilities may receive additional support)
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Bid No: FAS/TL/PD/BP/CON814/Y17 Fasset Bid Document
Section A 3: Terms of reference
Envisaged Process for awarding Bursaries:
Phase 1:
1. Student who meets the criteria applies to the Fasset Bursary Fund at an institution approved to manage the bursary fund (FBF).
Phase 2:
1. The bursary management team screens candidates.2. Identifies candidates for testing.3. Candidates are tested.4. Testing results received and analysed.
Phase 3:
From this point on, all decisions are made by Project Managers at respective Universities or Managing agencies, in consultation with Fasset team
1. The Bursary Management team shortlists students who meet Fasset and university criteria for admission to the degree or diploma linked to Fasset’s top 10 scarce skills.
2. Provisional offer letters and FBF contracts sent to candidates based on university shortlists.3. Students commit - sign offer letters and contracts and return same to FBF team at the university.4. Contracts must clearly indicate that the bursary is awarded on an annual basis.5. The Bursary Management team contacts candidates- phone, sms, letters confirming provisional
award as well as outlining matters such as orientation, residence, date of arrival.
Phase 4:
1. The Bursary Management team confirms eligibility of shortlisted candidates in January as per the acceptance letters.
2. FBF Universities and agencies send final lists to FBF team.3. Students arrive at universities for academic year.
Progression criteria:
Students who fail to meet the progression criteria will not be funded in the following year.Students who perform poorly during the course of the year will run the risk of funding being withdrawn during the course of the year.
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Bid No: FAS/TL/PD/BP/CON814/Y17 Fasset Bid Document
Section A 3: Terms of reference
Pre-qualification criteria
Fasset’s Board have identified the following pre-qualification criteria for providers who want to tender with Fasset:
A. The tenderer must have a stipulated minimum B-BBEE Black ownership status of 51%; B. If a tenderer does not meet the criterion above then the tenderer must sub-contract at a
minimum of 30 per cent of the value of the contract to one or more black owned EMEs.
NB: A tender that fails to meet the pre-qualification criteria will not be accepted.
Tenderers who are excluded from the above requirement are:
Public Universities and Universities of Technology not partnering with a private provider; Professional Bodies in the Fasset sector not partnering with a private provider; and Section 21 companies not partnering with a private provider.
If one of the excluded organisations above intends partnering with a private provider(s) then the private provider(s) must meet the Fasset prequalification criteria, i.e.
A. The private provider(s) must have a stipulated minimum B-BBEE Black ownership status of 51%; and
B. If the private provider(s) does not meet the criterion above then the provider must sub-contract at a minimum of 30 per cent of the value of the contract to one or more black owned EMEs.
Please note that Fasset may, on reasonable and justifiable grounds, award a contract to a tenderer that did not score the highest number of points.
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Bid No: FAS/TL/PD/BP/CON814/Y17 Fasset Bid Document
Section A 4: Evaluation Process/Criteria
ALL BIDDERS MUST TAKE NOTE OF THE EVALUATION PROCESS THAT WILL BE FOLLOWED
1 EVALUATION PROCESS
1.1 COMPLIANCE WITH MINIMUM REQUIREMENTS
1.1.1 All bids duly lodged as specified in the Request for Bid will be examined to determine compliance with bidding requirements and conditions. Bids with obvious deviations from the requirements/conditions, will be eliminated from further consideration.
1.2 COMPLIANCE WITH MINIMUM REQUIREMENT FOR LOCAL PRODUCTION AND CONTENT FOR THE DESIGNATED SECTOR (IF APPLICABLE)
1.2.1 The Declaration Certificate for Local Production and Content (SBD6.2) together with the Annex C (Local Content Declaration: Summary Schedule) must be completed, duly signed and submitted by the bidder at the closing date and time of the bid.
1.2.2 The rates of exchange quoted by the bidder in paragraph 4.1 of the Declaration Certificate will be verified for accuracy.
1.2.3 Bids will be evaluated in terms of the minimum threshold stipulated in the bid document. Bids submissions that do not meet the minimum threshold as stipulated will be eliminated from further evaluation.
1.3 DETERMINATION OF SCORE FOR FUNCTIONALITY
1.3.1 The evaluation criteria and weights for functionality as indicated in the table below, will apply.
Functionality 100Is the bursary programme proposed aligned to the top ten scarce skills in the Fasset sector? (IF NO, ELIMINATE) YES/NO
Is the bursary aimed at the correct NQF level of candidates, i.e. NQF 6 and above penultimate and/or final year students (from the “missing middle”) in 2017? (IF NO, ELIMINATE)
YES/NO
Experience of prospective contractor 5.00Experience with Setas, education and training environment as well as National Skills Development III imperatives. 2.00
Experience of bidder / provider IRO delivering academic bridging, mentoring and general student support. 3.00
Technical Approach / Methodology 35.00Detail of the problem statement: 15.00
Provide details of at risk learners, i.e. “missing middle” learners; Overview of trends / statistical research to support findings regarding the
problem statement; Details of possible causes of the problem or factors that impact on learner
success.
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Bid No: FAS/TL/PD/BP/CON814/Y17 Fasset Bid Document
Section A 4: Evaluation Process/Criteria
Detail of the proposed solution: 20.00 Provide an overview of the proposed solution and where applicable, state
what has been used in the past to address the problem; Present a project plan for the proposed solution; Provide the recruitment and selection criteria and methodology; Proposed learner number is feasible as benchmarked against available
budget and Fasset pre-selection criteria; The proposed strategy and plan includes consideration of inclusion of
learners from rural areas; Bursary management methodology must detail the envisaged plan to
assist learners to achieve pre-set milestones ITO progressing from one level to the next or achieving a qualification;
Methodology must address corrective actions (including academic mentoring) to be taken should learners fail to achieve milestones;
A comprehensive academic mentorship programme and soft skills (including study skills) has been included for the duration of the project;
Project plan and solution must include regular reporting to Fasset on project progress, performance statistics, information on service delivery, learner detail, risk mitigation and a financial update; and
Continuous evaluation is integrated into the project plan and solution with the objective of informing future sustainable improvements or solutions.
Programme Outcome: 20.00The proposed implementation strategy meets the project objectives and deliverables.
Bursary Outcomes for 2017: Progression from one academic year to another or qualification completion. Achievement of an 80% pass rate.
1. The bursary management agent highlights a plan for working with candidates who qualify for assistance taking into account the problem statement presented in the proposal.
2. The bursary management agent takes into account the level at which learners will enter the programme and assists learners to enhance and improve their grades incrementally.
3. The bursary management agent must assist learners to achieve pre-set milestones ITO progressing to the next level and / or achieving the qualification.
4. The bursary management agent must implement corrective actions (including academic mentoring and soft skills training interventions) should learners fail to achieve milestones.
5. The bursary management agent must implement penalties for learners failing to achieve milestones, including a replacement and exit strategy.
Scarce Skills: 10.00The proposed programme is clearly aligned to Fasset’s scarce skills requirements, i.e. the bidder clearly indicates how the proposed programme aligns to one or more of the top ten scarce skills as detailed in the SSP.
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Bid No: FAS/TL/PD/BP/CON814/Y17 Fasset Bid Document
Section A 4: Evaluation Process/Criteria
Alignment to Government Strategy: 5.00Alignment to Government's Medium Term Strategic Framework (MTSF), the Human Resource Development Strategy for South Africa (HRD SA), the National Development Plan (NDP), as well as the Industrial Policy Action Plan (IPAP) which contributes towards the achievement of the country’s new economic growth and social development goals
1. Narrative addresses programme alignment to MTSF.2. Narrative addresses programme alignment to HRDS SA.3. Narrative addresses programme alignment to the NDP.4. Narrative addresses programme alignment to IPAP.5. Narrative addresses plans to contribute towards the achievement of the
country’s new economic growth and social development goals.Risk Management Strategy 10.00A full risk register is provided. 5.00
1. All risks associated with the programme have been identified and are in line with the programme as set out in the project plan and solution; and is not simply a reproduction of the Fasset list of risks.
Risk mitigation is sufficiently detailed. (Failure to provide detailed mitigations may result in the bid being considered non-responsive). 5.00
1. All risks have been addressed with appropriate mitigations.
Resources 15.00Capacity to implement a programme of this size 10.00
1. Have appropriately qualified resources (i.e. CVs are relevant to the programme delivery, including project management and support functions).
2. Relevant expertise and experience of team (Admin / co-ordinators / trainers / facilitators / Tutors).
3. Have sufficient resources. (i.e. Proportion of facilitators / co-ordinators / tutors to number of learners proposed is feasible.)
4. Have appropriate facilities (i.e. bursary management software and infrastructure in place).
5. The bursary management agent must provide evidence of financial stability.
Relevant experience in management of bursary funds and learner development. 5.001. Evidence has been included on CVs of experience in managing bursary
funds.2. Evidence has been included on CVs of experience in soft skills
delivery.3. Narrative in technical submission details experience of learner
management systems IRO bursary disbursement and control.4. References attest to experience in expertise of individuals IRO the
management of bursary funds and quality standards.5. Evidence of past successful bursary fund management is presented
(including the ability to achieve the desired pass rate).
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Bid No: FAS/TL/PD/BP/CON814/Y17 Fasset Bid Document
Section A 4: Evaluation Process/Criteria
1.3.2 The score for functionality should be calculated as follows:
Each panel member shall award values for each individual criterion on a score sheet. The value scored for each criterion shall be multiplied with the specified weighting for the relevant criterion to obtain the marks scored for the various criteria. These marks should be added to obtain the total score for functionality.
The score of each panel member shall be added together and divided by the number of panel members to establish the average score obtained by each individual bidder for functionality.
1.4 DETERMINATION OF SCORE FOR PRESENTATIONS
1.4.1 The Fasset may decide to have compulsory presentations made either by all bidders who have obtained at least 70% of the marks for functionality, or by the bidders ranked first to a maximum of six, but not less than the three highest scoring bidders, once the price and preference marks have been combined.
1.4.2 Presentations shall only affect the marks awarded for functionality. If the Fasset wishes to use presentations to discriminate between bidders, the evaluation criteria to be affected shall be determined in advance and due allowance made in the mark scheme and indicated in paragraph 1.3.1.
1.4.3 Points determined by the presentation will be awarded to each bidder by each member of the Bid Evaluation Committee and then an average calculated. Such score will be added to the original score for functionality.
1.4.4 A bidder will be disqualified if the combined score for functionality fails to meet the minimum threshold for functionality as per paragraph 1.5.1.
1.5 ELIMINATION OF PROPOSALS ON GROUNDS OF FUNCTIONALITY
1.5.1 Bids that score less than 70% of the marks available for functionality will be eliminated from further consideration. Marks will therefore not be awarded for their cost proposals or for preference.
1.6 PRICE AND B –BBEE STATUS LEVEL POINTS
1.6.1 All remaining bids will be evaluated as follows:1.6.2 The 90/10 preference point system will be applied. Points for price and B-BBEE
status level certificate will be awarded in accordance with the stipulations in the Preference Point Claim Form in terms of the Preferential Procurement Regulations, 2011.
1.6.3 If appropriate, implied contract price adjustments will be made to the cost proposals of all remaining quotations.
1.6.4 The point scored for the B-BBEE status level certificate for each acceptable quotation will now be added to the price point.
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Bid No: FAS/TL/PD/BP/CON814/Y17 Fasset Bid Document
Section A 4: Evaluation Process/Criteria
1.6.5 The Evaluation Committee may recommend that the contract be awarded to the respondent obtaining the highest aggregate mark as determined by 1.6.4 or to a lower scoring quotation on justifiable grounds.
1.7 ADJUDICATION OF BID
1.7.1 The Bid Adjudication Committee will consider the recommendations and make the final award. The successful bidder will usually be the service provider scoring the highest number of points or it may be a lower scoring bid on justifiable grounds or no award at all.
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Bid No: FAS/TL/PD/BP/CON814/Y17 Fasset Bid Document
Section A 5: Contract Forms
Section A 5Contract Forms
√ The Contract Forms Below are only a sample
If you are awarded a project, the contract forms below will be signed.
I FULLY UNDERSTAND THIS SECTION!
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Section divider and / or Tab
Example
Bid No: FAS/TL/PD/BP/CON814/Y17 Fasset Bid Document
Section A 5: Contract Forms
CONTRACT FORM: RENDERING OF SERVICES
THIS FORM MUST BE FILLED IN DUPLICATE BY BOTH THE SERVICE PROVIDER (PART 1) AND THE PURCHASER (PART 2). BOTH FORMS MUST BE SIGNED IN THE ORIGINAL SO THAT THE SERVICE PROVIDER AND THE PURCHASER WOULD BE IN POSSESSION OF ORIGINALLY SIGNED CONTRACTS FOR THEIR RESPECTIVE RECORDS.
PART 1 (TO BE FILLED IN BY THE SERVICE PROVIDER)
1. I/we hereby undertake to render services described in the attached bidding documents to Fasset in accordance with the requirements and task directives/proposals specifications stipulated in Bid Number FAS/TL/PD/BP/CON0814/Y17 at the price/s quoted. My/our offer/s remain binding upon me/us and open for acceptance by the Purchaser during the validity period indicated and calculated from the closing date of the bid.
2. The following documents shall be deemed to form and be read and construed as part of this agreement:
2.1 Bidding documents, viz Invitation to bid Valid Tax clearance certificate or SARS Pin to verify Tax Standing CSD ( Centralised Supplier Database) Report Pricing schedule(s) Technical Specification, terms of reference/task directive/proposal Preference claims for Broad Based Black Economic Empowerment Status Level of Contribution
in terms of the Preferential Procurement Regulations 2011; Certificate: Local Production and Content (if applicable) Declaration of interest Declaration of bidder’s past SCM practices Certificate of Independent Bid Determination Special Conditions of Contract
2.2 General Conditions of Contract
2.3 Other (specify)
3. I/we confirm that I/we have satisfied myself as to the correctness and validity of my/our bid; that the price(s) and rate(s) quoted cover all the services specified in the bidding documents; that the price(s) and rate(s) cover all my obligations and I accept that any mistakes regarding price(s) and rate(s) and calculations will be at my own risk.
4. I/we accept full responsibility for the proper execution and fulfilment of all obligations and conditions devolving on me/us under this agreement as the principal liable for the due fulfilment of this contract.
5. I/we declare that I/we have no participation in any collusive practices with any bidder or any other person regarding this or any other bid.
6. I confirm that I am duly authorised to sign this contract.NAME (PRINT) WITNESSESCAPACITY 1SIGNATURE 2NAME OF FIRM DATE:DATE
Page 30
Example
Bid No: FAS/TL/PD/BP/CON814/Y17 Fasset Bid Document
Section A 5: Contract Forms
CONTRACT FORM: RENDERING OF SERVICES
PART 2 (TO BE FILLED IN BY THE PURCHASER)
1. I ……………………………………………………..……………… in my capacity as …………………………………………….. accept your bid under reference number ……………………………………………. dated ……………………………………. for the rendering of services indicated hereunder and/or further specified in the annexures.
2. An official order indicating service delivery instructions is forthcoming.
3. I undertake to make payment for the services rendered in accordance with the terms and conditions of the contract within 30 (thirty) days after receipt of an invoice.
DESCRIPTION OF SERVICE
PRICE (ALL APPLICABLE TAXES
INCL)COMPLETION DATE
B-BBEE STATUS LEVEL OF
CONTRIBUTION
4. I confirm that I am duly authorised to sign this contract.
SIGNED AT ON
NAME (PRINT)
SIGNATURE
OFFICIAL STAMP WITNESSES
1
2
DATE:
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Bid No: FAS/TL/PD/BP/CON814/Y17 Fasset Bid Document
SECTION B
Section BBid Submission Template
Notes: Documents in this section must be completed and returned or supplied with bids as prescribed.
The submission template is compulsory and represents the minimum requirements for submission.
Incomplete submissions or omission of any of the required sections may result in the bid being deemed non-responsive.
Bidders may add any such additional information/ documents as deemed applicable as annexures where appropriate.
Documents in this section must be completed and returned or supplied with bids as prescribed.
√ Tick to verify criteria met
All the required details below have been submitted and / or typed in Arial font, 11 pt as required
Fasset has been contacted via email to clarify any discrepancy iro the requirement
OR
I FULLY UNDERSTAND THE REQUIREMENTS IN THIS SECTION!
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Bid No: FAS/TL/PD/BP/CON814/Y17 Fasset Bid Document
Section B 1: Special Conditions of Bid and Contract
SPECIAL CONDITIONS OF BID AND CONTRACT
SPECIAL CONDITIONS
1 GENERAL
1.1 The bidder must clearly state if a deviation from these special conditions are offered and the reason therefor. If an explanatory note is provided, the paragraph reference must be indicated in a supporting appendix to the application submission.
1.2 Should the bidder fail to indicate agreement/ compliance or otherwise, Fasset will assume that the bidder is in compliance or agreement with the statement(s) as specified in this bid.
1.3 Bids not completed in this manner may be considered incomplete and rejected.
1.4 Fasset shall not be liable for any expense incurred by the bidder in the preparation and submission of a bid.
2 CANCELLATION OF PROCUREMENT PROCESS
2.1 This procurement process can be postponed or cancelled at any stage at the sole discretion of Fasset provided that such cancellation or postponement takes place prior to entering into a contract with a specific service provider to which the bid relates.
3 BID SUBMISSION CONDITIONS, INSTRUCTIONS AND EVALUATION PROCESS/CRITERIA
3.1 Bid submission conditions and Instructions as well as the evaluation process/criteria have been noted.
4 NEGOTIATION AND CONTRACTING
4.1 Fasset or its authorised representatives have the right to enter into negotiation with one or more bidders regarding any terms and conditions, including price(s), of a proposed contract.
4.2 Under no circumstances will negotiation with any bidders, including preferred bidders, constitute an award1 or promise/ undertaking to award the contract.
4.3 Fasset shall not be obliged to accept the lowest or any bid, offer or proposal.
4.4 A contract will only be deemed to be concluded when reduced to writing in a formal contract and Service Level Agreement (if applicable) signed by the designated responsible person of both parties. The designated responsible person of Fasset is the CEO.
4.5 Fasset also reserves the right to enter into one contract with a bidder for all required functions or into more than one contract with different bidders for different functions.
1 See GLOSSARY.
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Bid No: FAS/TL/PD/BP/CON814/Y17 Fasset Bid Document
Section B 1: Special Conditions of Bid and Contract
SPECIAL CONDITIONS
5 ACCESS TO INFORMATION
5.1 All bidders will be informed of the status of their bid once the procurement process has been completed.
5.2 Requests for information regarding the bid process will be dealt with in line with the Fasset SCM Policy and relevant legislation.
5.3 Fasset will facilitate such communication.
6 REASONS FOR REJECTION
6.1 The Fasset shall reject a proposal for the award of a contract if the recommended bidder has committed a proven corrupt or fraudulent act in competing for the particular contract.
6.2 The Fasset may disregard the bid of any bidder if that bidder, or any of its directors: Have abused the SCM system of the Fasset. Have committed proven fraud or any other improper conduct in relation to such
system. Have failed to perform on any previous contract and the proof exists.
Such actions shall be communicated to the National Treasury.
7 GENERAL CONDITIONS OF CONTRACT
7.1 The General Conditions of Contract must be accepted.
8 ADDITIONAL INFORMATION REQUIREMENTS
8.1 During evaluation of the bids, additional information may be requested in writing from bidders. Replies to such request must be submitted, within 3 (three) working days or as otherwise indicated. Failure to comply, may lead to your bid being disregarded.
8.2 No additional information will be accepted from any individual bidder without such information having been requested
9 CONFIDENTIALITY
9.1 The bid and all information in connection therewith shall be held in strict confidence by bidders and usage of such information shall be limited to the preparation of the bid. Bidders shall undertake to limit the number of copies of this document.
10 INTELLECTUAL PROPERTY, INVENTIONS AND COPYRIGHT
10.1 Copyright of all documentation relating to this contract belongs to Fasset. No bidder may disclose any information, documentation or products to other clients without the written approval of the accounting authority or the delegate.
10.2 This paragraph shall survive termination of this contract.
11 NON-COMPLIANCE WITH DELIVERY TERMS
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Bid No: FAS/TL/PD/BP/CON814/Y17 Fasset Bid Document
Section B 1: Special Conditions of Bid and Contract
SPECIAL CONDITIONS
11.1 As soon as it becomes known to the contractor that he/she will not be able to deliver the professional services within the delivery period and/or against the quoted price and/or as specified, the Fasset must be given immediate written notice to this effect. The Fasset reserves the right to implement remedies as provided for in the GCC.
12 WARRANTS
12.1 The Contractor warrants that it is able to conclude this Agreement to the satisfaction of the Fasset.
12.2 Although the contractor will be entitled to provide services to persons other than Fasset, the contractor shall not without the prior written consent of Fasset, be involved in any manner whatsoever, directly or indirectly, in any business or venture which competes or conflicts with the obligations of the contractor to provide Services.
13 PARTIES NOT AFFECTED BY WAIVER OR BREACHES
13.1 The waiver (whether express or implied) by any Party of any breach of the terms or conditions of this contract by the other Party shall not prejudice any remedy of the waiving party in respect of any continuing or other breach of the terms and conditions hereof .
13.2 No favour, delay, relaxation or indulgence on the part of any Party in exercising any power or right conferred on such Party in terms of this contract shall operate as a waiver of such power or right nor shall any single or partial exercise of any such power or right under this agreement.
14 RETENTION
14.1 On termination of this agreement, the contractor shall, on demand hand over all documentation provided as part of the project and all deliverables, etc., without the right of retention, to the Fasset.
14.2 No agreement to amend or vary a contract or order or the conditions, stipulations or provisions thereof shall be valid and of any force and effect unless such agreement to amend or vary is entered into in writing and signed by the contracting parties. Any waiver of the requirement that the agreement to amend or vary shall be in writing, shall also be in writing.
15 FORMAT OF BIDS
15.1 Bidders must complete all the necessary bid documents and undertakings required in this bid document. Bidders are advised that their proposal should be concise, written in plain English and simply presented.
15.2 Bidders are to set out their proposal in the format prescribed hereunder. This means that the proposal must be structured in the parts noted below. Relevant information not submitted in the relevant part, may not be considered for evaluation purposes.
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Bid No: FAS/TL/PD/BP/CON814/Y17 Fasset Bid Document
Section B 1: Special Conditions of Bid and Contract
SPECIAL CONDITIONS
15.3 Part 1: Special conditions of bid and contract
15.3.1 Bidders must complete and return the Special Conditions of Bid and Contract.Bids submitted without a completed Special Conditions of Bid form may be deemed to be non-responsive.
15.4 Part 2: SARS Tax Clearance Certificate(s)
15.4.1 A valid SARS Tax Clearance Certificate may accompany the proposal and must be valid at the date of closing of the bid or a pin provided by SARS needs to be provided to verify Tax Standing. In case of a consortium/ joint venture, or where sub-contractors are utilised, a valid SARS Tax Clearance Certificate for each consortium/ joint venture member and/or sub-contractor (individual) may be submitted or a pin provided by SARS needs to be provided to verify Tax Standing . Bids submitted without a valid “Tax Clearance Certificate” or a pin provided by SARS will be deemed to be non-responsive unless Fasset is already in possession of such an original valid “Tax Clearance Certificate.
15.5 Part 3: Additional Registration Certificates
15.5.1 A valid copy of Business (company) registration certificate must be submitted, if applicable.
15.5.2 A CSD (Centralised Supplier Database) Summary Report containing the supplier number and the unique code must be submitted, failure to submit may be deemed to be non-responsive
15.5.2 A valid copy of VAT registration certificate (VAT103) must be submitted, if applicable.
15.5.3 Copy of company incorporation certificate(s) must be submitted, if applicable.
15.5.4 A list of the directors/ owners of the bidder or in the case of a consortium/ joint venture, a list of the directors/ owners of each party to the consortium/ joint venture. This list must be aligned to the company registration certificate, if applicable. Fasset reserves the right to request each bidder to, after closing, forward such list of directors/ owners to Fasset in electronic (word) format.
15.6 Part 4: Declaration of Interest
15.6.1 Each party to the bid must complete and return the Declaration of Interest. Bids submitted without a complete and signed Declaration of Interest may be deemed to be non-responsive.
15.7 Part 5: Declaration of bidder’s past Supply Chain Management practices
15.7.1 Each party to the bid must complete and return “Declaration of bidder’s past Supply Chain Management practices”. Bids submitted without a completed and signed Declaration of bidder’s past Supply Chain Management practices may be deemed non-responsive.
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Bid No: FAS/TL/PD/BP/CON814/Y17 Fasset Bid Document
Section B 1: Special Conditions of Bid and Contract
SPECIAL CONDITIONS
15.8 Part 6: Certificate of Independent Bid Determination
15.8.1 Each party to the bid must complete and sign the Certificate. Bids submitted without a completed and signed Certificate of Independent Bid Determination may be deemed non-responsive.
15.9 Part 7: HIV and Aids policy
15.9.1 Bidders must provide a copy of their HIV and Aids policy
15.10 Part 8: Preference Points Claim Form in terms of the Preferential Procurement Regulations 2011
15.10.1 Compliance option 1:Bidders other than Exempted Micro Enterprises (EME) in terms of the B-BBEE Act must provide proof of their B-BBEE status level in the form of a certificate.Such certificate must be an original or a certified copy (the certification stamp and certification signature must be original) and issued by a SANAS accredited B-BBEE verification agency or IRBA accredited auditor.
15.10.2 Compliance option 2:Bidders who qualify as Exempted Micro Enterprises in terms of the B-BBEE Act must, if measured under the old Codes of Good Practice, submit a certificate issued by a registered auditor, Accounting Officer (as contemplated in the Close Corporation Act, Act No 69 of 1984) or an accredited verification agency providing its status by confirming that the total revenue of the contracting entity does not exceed R10 million in the case of the generic score card or that it does not exceed the thresholds as stipulated and approved by the Sector Codes.Such certificate must be an original or an originally certified copy (the certification stamp and certification signature must be original).
15.10.3 Compliance option 3If measured under the new Codes of Good Practice, as published on 06 May 2015 in the Government Gazette, EME’s and QSE’s can submit a sworn affidavit, obtained on an annual basis, confirming the following:
For an EME:o Annual Total Revenue of R10 million or less; ando Level of black ownership.
For a QSE:o Annual Total Revenue of between R10 million and R50 million; ando Level of black ownership.
15.10.4 Notes:All certificates submitted must be valid at the closing date of the submission.Requirements for a valid Auditor or Accounting Officer certificate are that the following information should be detailed on the face of the certificate: The Auditor’s/Accounting Officer’s letter head with full contact details The Auditor’s/Accounting Officer’s practice number The name and the physical location of the measured entity
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Bid No: FAS/TL/PD/BP/CON814/Y17 Fasset Bid Document
Section B 1: Special Conditions of Bid and Contract
SPECIAL CONDITIONS
The registration number and, where applicable, the VAT number of the measured entity
The date of issue and date of expiry The B-BBEE Status Level of Contribution obtained by the measured entity The total black shareholding and total black female shareholding.
A trust, consortium or joint venture will qualify for points for their B-BBEE status level as an unincorporated entity, provided that the entity submits their consolidated B-BBEE scorecard as if they were a group structure and that such a consolidated B-BBEE scorecard is prepared for every separate tender.Non-compliance may result in a bidder scoring zero (0) for this element.
15.11 Part 9: Declaration – Local production and content
15.11.1 The service procured through this bid is not relevant to any of the identified sectors as published by the dti. There is no compulsory local production involved in this bid. Please confirm on the declaration certificate to indicate “not applicable” and sign the relevant certificate. OR
15.11.2 The service procured through this bid is relevant to some of the identified sectors as published by the dti. There is compulsory local production involved in this bid. Complete and sign the Certificate. Bids submitted without a completed and signed Certificate may be deemed non-responsive.
15.12 Part 10: Invitation to Bid
15.12.1 Bidders must complete, sign and return the full “Invitation to Bid” document. Bids submitted without a completed and signed Invitation to Bid may be deemed to be non-responsive.
15.13 Part 11: Technical approach
15.13.1 Bidders must submit a description of the methodology and approach that will be used to perform the work as set out in the Terms of Reference. This methodology and approach must demonstrate the bidder’s understanding of the requirement and also of the environment.
15.13.2 Bidders must, at least cover the under-mentioned in their technical approach and return as part of their submission:
Describe, in detail, exactly how they propose to carry out the activities to achieve the outcomes identified in the terms of reference. They should identify any possible problems that might hinder delivery and indicate how they will avoid, or overcome such problems.
Describe how the work will be managed. Provide an organisation chart clearly indicating:
The lines of reporting and supervision within the bidder’s team.
The lines of reporting between the bidder and the Fasset and other stakeholders,
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Section B 1: Special Conditions of Bid and Contract
SPECIAL CONDITIONS
if applicable.
Identify the position(s) involved in the direct delivery of the service to be provided and in the overall management of the work and name the people who will fill these positions.
15.13.3 Provide a project plan of activities. In addition to providing details of the estimated number of work days for each activity, bidders are to supply a detailed timetable that identifies when certain activities will be undertaken and over what period they will be spread. The timing of activities, the time needed to complete them, and the order in which they will be undertaken must be explained and justified.
15.13.4 Please note that part 12 should be no longer than 30 single-sided A4 pages in Arial 11 (font size).
15.14 Part 12: Team details
15.14.1 In this part that must be returned as part of the submission, bidders must provide details of the team named in the previous part.
15.14.2 For each team member there must be:
A complete curriculum vitae confirming suitability for the position. A format is provided for the compilation of the CVs.
15.15 Part 13: Experience in this field
15.15.1 Bidders should provide in this part, and return as part the submission, at least the following information.
Details of contracts for similar work within the last 5 years.
Contact details of a maximum of 3 organisations for which work was done.
15.16 Part 14: Pricing Schedule
15.16.1 Any budget amount that may be indicated in this document shall be deemed to be a guide only and bidders are expected to submit a costing that is fair and reasonable.
15.16.2 All costs related to this assignment are to be allowed for in the pricing schedule and in the formats prescribed and must be returned as part of the submission.
15.16.3 Rates for the first year of the contract must be firm and must be indicated in the formats prescribed. All normal operating costs and out of pocket expenses such as photocopies, telephone calls, printing, travel, etc. must be covered in the rates quoted.
15.16.4 A pricing schedule with one of the specified elements (fees and reimbursable costs) omitted from the costing, may be considered non-responsive.
15.16.5 Fees:
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Section B 1: Special Conditions of Bid and Contract
SPECIAL CONDITIONS
The budgeted days/hours and applicable rates of all team members as per the pricing schedule. The rates applicable to consultants may only be in accordance with the following: As determined in the “Guideline for fees”, issued by SAICA as set out in the “Guide on Hourly Fee Rates for Consultants”, by the DPSA as prescribed by the body regulating the profession of the consultant
15.16.6 Reimbursable costs
Travel (Where Applicable)
Only economy class flights and preferably Group A hire cars, otherwise Group B are to be used.
A rate to be indicated per kilometre for the use of a personal car. Only rates as approved by the Automobile Association of South Africa will be accepted
Accommodation/meals (Where Applicable)
Only hotels, or other equivalent accommodation, with a rating of up to three stars are to be booked. A maximum of R1 400 per night per person will be allowed, this includes dinner, bed, breakfast, tourism levy and parking.
A maximum daily per diem for meals and incidentals of either R150,00 (incl VAT) per day for lunch and dinner or R120,00 (incl VAT) per day for breakfast, lunch and dinner will be paid for period in excess of 24 hours and thereafter in cycles of 24 hours away from original location.
Note: Hotel room calls, pay channel utilisation, alcohol consumption are for the bidder’s own account.
Communication costs (indicate a maximum allocation or whether proof will be submitted up to a ceiling amount)
Office supplies Computer software Postage, telephones, faxes Couriers
Reproduction costs (indicate a maximum allocation or whether proof will be submitted up to a ceiling amount)
Printing/copying costs (estimates of cost per page and number of pages must be provided, where applicable).
Note 1: The cost of travel and accommodation for persons who are not part of the prospective contractor’s team should not be included. These costs will be borne by the Client.
Note 2: No handling fee on disbursements will be considered
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Section B 1: Special Conditions of Bid and Contract
SPECIAL CONDITIONS
VAT: Value Added Tax must be included and shown separately.
16 dti Requirements in terms of the National Industrial Participation Programme (NIPP)
16.1 In order to ensure effective implementation of the NIPP, the successful bidder will be required to immediately after the award of this contract in excess of R10 million, submit details of such contract to the dti for reporting purposes.
17 Logistics for presentations
17.1 The Fasset or its authorised representative reserves the right to invite bidders for presentations before the award of the bid.
17.2 Shortlisted bidders will be given three (3) days advance notice to attend the presentation. The date as well as the detail for the venue and the agenda for the presentations will be provided.
17.3 Presentations will be made to the full Bid Evaluation Committee.
17.4 Under no circumstances will a presentation by any bidder constitute and award or promise/undertaking to award the contract.
I/we herewith accept all the above-mentioned special conditions of the bid. If I/we do consider a deviation therefrom, I have noted those as per the instruction in paragraph 1 (General) above.
Name of applicant:
Signature of applicant:Date:
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Section B 1: Protection of Personal Information Act 2013
CONSENT AND ACKNOWLEDGMENTS IN TERMS OF THE PROTECTION OF PERSONAL INFORMATION ACT 2013 (POPI)
This section sets out how personal information will be collected, used and protected by Fasset, as required by the Protection of Personal Information Act. The use of the words “the individual” for the purposes of this document shall be a reference to any individual communicating with Fasset and/or concluding any agreement, registration or application, with the inclusion of each of those individuals referred to or included in terms of such agreement, registration or application.
1. What is personal information?
The personal information that Fasset requires relate to names and surnames, birth dates, identity numbers, passport numbers, demographic information, education information, occupation information, health information, addresses, memberships, and personal and work email and contact details.
2. What is the purpose of the collection, use and disclosure (the processing) of personal information?
Fasset is legally obligated to collect, use and disclose personal information for the purposes of: • reporting Fasset initiatives to the Department of Higher Education and Training;• reporting to National Treasury all contracts awarded ; • obtaining information related to Tax Clearance Certificates from SARS;• Verifying information on the National Treasury database of defaulters;• evaluating and processing applications for registration on the database;• compiling statistics and other research reports;• providing personalised communications;• complying with the law; and/or• for a purpose that is ancillary to the above.
Personal information will not be processed for a purpose other than what is identified (the purpose) above without obtaining consent beforehand.
3. How will Fasset process personal information? Fasset will only collect personal information for the purpose as stated above. Information will be collected in the following manner:
• directly from the individual;• from an agent, work colleague or other duly authorised representative;• from service providers that were provided with services or goods by the individual;• from service providers who provided with services or goods to Fasset; • from Fasset’s own records relating to previous supply of services or goods; and/or• from a relevant public or equivalent entity.
4. To whom will personal information be disclosed?
The personal information may be disclosed to other relevant public or other entities on whose behalf we act as intermediaries, other third parties referred to above in relation to the purpose or who are sources of personal information, service providers such as professional bodies who operate across the borders of this country (trans-border flow of information) where personal information must be sent in order to provide the information and/or services and/or benefits requested or applied for. In the event of another party/ies acquiring all of or a portion of Fasset’s mandate or functions, personal information will be disclosed to that party but they will equally be obliged as we are, to protect personal information in terms of this policy and the law.
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Section B 1: Protection of Personal Information Act 2013
5. Consent and Permission to process personal information:
• I hereby agree with the policy and provide authorisation to Fasset to process the personal information provided for the purpose stated.
• I understand that withholding of or failure to disclose personal information will result in Fasset being unable to perform its functions and/or any services or benefits I may require from Fasset.
• Where I shared personal information of individuals other than myself with Fasset I hereby provide consent on their behalf to the collection, use and disclosure of their personal information in terms of this personal information policy and I warrant that I am authorised to give this consent on their behalf.
• To this end, I indemnify and hold Fasset not responsible in respect of any claims by any other person on whose behalf I have consented, against Fasset should they claim that I was not so authorised.
• I understand that in terms of POPI and other laws of the country, there are instances where my express consent is not necessary in order to permit the processing of personal information, which may be related to police investigations, litigation or when personal information is publicly available.
• I will not hold Fasset responsible for any improper or unauthorised use of personal information that is beyond its reasonable control.
Signature : Date :
6. Rights regarding the processing of personal information:
• The individual may withdraw consent to the processing of personal information at any time, and should they wish to do so, must provide Fasset with reasonable notice to this effect. Please note that withdrawal of consent is still subject to the terms and conditions of any contract that is in place. Should the withdrawal of consent result in the interference of legal obligations, then such withdrawal will only be effective if Fasset agrees to same in writing. Fasset specifically draws to the attention that the withdrawal of consent may result in it being unable to provide the requested information and/or services and/or financial or other benefits.
• In order to withdraw consent, please contact the Information Officer at [email protected].• A copy of the full Fasset policy is available at our offices, situated at Building 3 Ground
floor, 299 Pendoring Road, Blackheath, Randburg, South Africa.• Individuals are encouraged to ensure that where personal information have changed in any
respect to notify Fasset so that our records may be updated. Fasset will largely rely on the individual to ensure that personal information is correct and accurate.
• The individual have the right to access their personal information that Fasset may have in its possession and are entitled to request the identity of which third parties have received and/or processed personal information for the purpose. Please note however, that any request in this regard may be declined if:
- the information comes under legal privilege in the course of litigation, - the disclosure of personal information in the form that it is processed may result in the
disclosure of confidential or proprietary information,- giving access may cause a third party to refuse to provide similar information to Fasset,- the information was collected in furtherance of an investigation or legal dispute, instituted or
being contemplated,
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Section B 1: Protection of Personal Information Act 2013
- the information as it is disclosed may result in the disclosure of another person’s information,
- the information contains an opinion about another person and that person has not consented, and/or
- the disclosure is prohibited by law.
7. Requesting access and lodging of complaints: • Please submit any requests for access to personal information in writing to Fasset’s
information officer at [email protected]. • With any request for access to personal information, Fasset will require the individual to
provide personal information in order to verify identification and therefore the right to access the information.
• There may be a reasonable charge for providing copies of the information requested.• If any request has not been addressed to satisfaction a complaint may be lodged at the
office of the Information Regulator.
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Section B 3: Additional Registration certificates
Tax Clearance CertificateSection B Part 2
√ Tick to verify criteria met
Tax Status must be in good standing on the bid closing date
A SARS compliance report containing a pin must be provided or an original valid tax clearance certificate
A valid tax clearance certificate has been submitted for each of the entities participating in a consortium / joint venture or a SARS compliance report containing a pin to verify the tax standing of the entities
Tax exempt organisations are also required to provide an original valid Tax Clearance Certificate issued by SARS or a compliance report containing a pin
A CSD summary report containing the supplier number and the unique code
Fasset has been contacted to clarify any discrepancy iro the requirement
OR
I FULLY UNDERSTAND THE REQUIREMENTS IN THIS SECTION!
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Section B4: Declaration of Interest
Additional Registration Certificates
Section B Part 3
√ Tick to verify criteria met
A valid copy of Business (company) registration certificate must be submitted, if applicable.
A CSD (Central Supplier Database) report containing the supplier number and the unique code must be submitted.
A valid copy of VAT registration certificate (VAT103) must be submitted, if applicable.
Copy of company incorporation certificate(s) must be submitted, if applicable.
A list of the directors/ owners of the bidder or in the case of a consortium/ joint venture, a list of the directors/ owners of each party to the consortium/ joint venture. This list must be aligned to the company registration certificate, if applicable. Fasset reserves the right to request each bidder to, after closing, forward such list of directors/ owners to Fasset in electronic (word) format.
I FULLY UNDERSTAND THE REQUIREMENTS IN THIS SECTION!
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Section B4: Declaration of Interest
DECLARATION OF INTEREST1. Any legal person, including persons employed by the State2, or persons having a kinship with persons
employed by the State, including a blood relationship, may make an offer or offers in terms of this invitation to bid (includes an advertised competitive bid, limited bid or proposal or a written price quotation,). In view of possible allegations of favouritism, should the resulting bid, or part thereof, be awarded to persons employed by the State, or to persons connected with or related to them, it is required that the bidder or his/her authorised representative declare his/her position in relation to the evaluating/ adjudicating authority where –
1.1. The bidder is employed by the State; and/or
1.2. The bidder is a Management Board member of Fasset and/or
1.3. The legal person on whose behalf the bidding document is signed, has a relationship with persons/a person who are/is involved in the evaluation and or adjudication of the bid(s), or where it is known that such a relationship exists between the person or persons for or on whose behalf the declarant acts and persons who are involved with the evaluation and or adjudication of the bid.
2. In order to give effect to the above, the following questionnaire must be completed and submitted with the bid.
2.1. Full Name of bidder or his or her representative:
2.2. Identity Number:
2.3. Position occupied in the Company (director, trustee, shareholder, member, etc3):
2.4. Registration number of company, enterprise, close corporation, partnership agreement or trust
2.5. Tax Reference Number:
2.6. VAT Registration Number:
2.6.1. The names of all directors/ trustees/ shareholders/ members, their individual identity numbers, tax reference numbers and, if applicable, employee/ PERSAL numbers must be indicated in paragraph 3 below
2.7. Are you or any person connected with the bidder presently employed by the State? YES / NO
2.7.1. If so, furnish the following particulars
Name of person/ director/ trustee/ shareholder/ member:
Name of State institution at which you or the person connected to the bidder is employed:
Position occupied in the State institution:
2 “State” means(a) Any national or provincial department, national or provincial public entity or constitutional institution within the
meaning of the Public Finance Management Act, 1999 (Act No 1 of 1999);(b) Any municipality or municipal entity;(c) Provincial legislature;(d) National Assembly or the National Council of Provinces;(e) Parliament.
3 “Shareholder” means a person who owns shares in the company and is actively involved in the management of the enterprise or business and exercises control over the enterprise
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Section B4: Declaration of Interest
Any other particulars:
2.7.2. If you are presently employed by the state, did you obtain the appropriate authority to undertake remunerative work outside employment in the public sector?
YES / NO
2.7.2.1. If yes, did you attach proof of such authority to the bid document? YES / NO
(Note: Failure to submit proof of such authority, where applicable, may result in the disqualification of the bid.)
2.7.3. If no, furnish reasons for non-submission of such proof:
2.8. Did you or your spouse, or any of the company’s directors/trustees/ shareholders/ members or their spouses conduct business with the State in the previous twelve (12) months?
YES / NO
2.8.1. If so, furnish the following particulars.
2.9. Do you, or any person connected with the bidder, have any relationship (family, friend, other) with a person employed by the State or Deloitte Consulting4 (Pty) Ltd and who may be involved with the evaluation and or adjudication of this bid?
YES / NO
2.9.1. If so, furnish the following particulars.
2.10. Are you, or any person connected with the bidder, aware of any relationship (family, friend, other) between any other bidder and any person employed by the State or Deloitte Consulting (Pty) Ltd who may be involved with the evaluation and or adjudication of this bid?
YES / NO
2.10.1. If so, furnish the following particulars.
4 Deloitte Consulting (Pty) Ltd assists in the procurement administration
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Section B4: Declaration of Interest
2.11. Do you or any of the directors/trustees/shareholders/members of the company have any interest in any other related companies whether or not they are bidding for this contract?
YES / NO
2.11.1. If so, furnish the following particulars.
3. Full details of directors/ trustees/ members/ shareholders.
Full Name Identity Number Personal Income Tax Reference No
State Employee Number/ PERSAL Number
DECLARATION
I, THE UNDERSIGNED (NAME)
CERTIFY THAT THE INFORMATION FURNISHED IN PARAGRAPHS 2 AND 3 ABOVE IS CORRECT. I ACCEPT THAT THE STATE MAY REJECT THE BID OR ACT AGAINST ME SHOULD THIS DECLARATION PROVE TO BE FALSE.
Signature Date
Position Name of bidder
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Section B 5: Declaration Of Bidder's past SCM Practices
DECLARATION OF BIDDER'S PAST SUPPLY CHAIN MANAGEMENT PRACTICES
1 This declaration will be used by institutions to ensure that when goods and services are being procured, all reasonable steps are taken to combat the abuse of the supply chain management system.
2 The bid of any bidder may be disregarded if that bidder, or any of its directors have:
a. abused the Fasset’s supply chain management system;b. committed fraud or any other improper conduct in relation to such system; orc. failed to perform on any previous contract.
3 In order to give effect to the above, the following questionnaire must be completed and submitted with the bid.
Item Question Yes No3.1 Is the bidder or any of its directors listed on the National Treasury’s
database of Restricted Suppliers as companies or persons prohibited from doing business with the public sector?(Companies or persons who are listed on this database were informed in writing of this restriction by the Accounting Officer/ authority of the institution that imposed the restriction after the audi alteram partem rule was applied).The database of Restricted Suppliers now resides on the National Treasury’s website (www.reatury.gov.za) and can be accessed by clicking on its link at the bottom of the homepage.
Yeso
Noo
3.1.1 If so, furnish particulars:
3.2 Is the bidder or any of its directors listed on the Register for Tender Defaulters in terms of section 29 of the Prevention and Combating of Corrupt Activities Act (No 12 of 2004)?The Register for Tender Defaulters can be accessed on the National Treasury’s website, (www.treasury.gov.za ) by clicking on its link at the bottom of the homepage.
Yeso
Noo
3.2.1 If so, furnish particulars:
3.3 Was the bidder or any of its directors convicted by a court of law (including a court outside of the Republic of South Africa) for fraud or corruption during the past five years?
Yeso
Noo
3.3.1 If so, furnish particulars:
3.4 Was any contract between the bidder and any organ of state terminated during the past five years on account of failure to perform on or comply with the contract?
Yeso
Noo
3.4.1 If so, furnish particulars:
CERTIFICATION
I, THE UNDERSIGNED (FULL NAME) ………………………………………………………………………………………….CERTIFY THAT THE INFORMATION FURNISHED ON THIS DECLARATION FORM IS TRUE AND CORRECT.
I ACCEPT THAT, IN ADDITION TO CANCELLATION OF A CONTRACT, ACTION MAY BE TAKEN AGAINST ME SHOULD THIS DECLARATION PROVE TO BE FALSE.
Signature Date
Position Name of Bidder
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Section B 6: Certificate of Independent Bid Determination
CERTIFICATE OF INDEPENDENT BID DETERMINATION
I, the undersigned, in submitting the accompanying bid:
FAS/TL/PD/BP/CON/814/Y17
in response to the invitation for the bid made by:
FASSET(Name of Institution)
do hereby make the following statements that I certify to be true and complete in every respect:
I certify, on behalf of: _______________________________________________________that:
(Name of Bidder)
1. I have read and I understand the contents of this Certificate;
2. I understand that the accompanying bid will be disqualified if this Certificate is found not to be true and complete in every respect;
3. I am authorized by the bidder to sign this Certificate, and to submit the accompanying bid, on behalf of the bidder;
4. Each person whose signature appears on the accompanying bid has been authorized by the bidder to determine the terms of, and to sign the bid, on behalf of the bidder;
5. For the purposes of this Certificate and the accompanying bid, I understand that the word “competitor” shall include any individual or organization, other than the bidder, whether or not affiliated with the bidder, who:
has been requested to submit a bid in response to this bid invitation; could potentially submit a bid in response to this bid invitation, based on
their qualifications, abilities or experience; and provides the same goods and services as the bidder and/or is in the same
line of business as the bidder
6. The bidder has arrived at the accompanying bid independently from, and without consultation, communication, agreement or arrangement with any competitor. However communication between partners in a joint venture or consortium5 will not be construed as collusive bidding.
7. In particular, without limiting the generality of paragraphs 6 above, there has been no consultation, communication, agreement or arrangement with any competitor regarding:
prices;
5 Joint venture or Consortium means an association of persons for the purpose of combining their expertise, property, capital, efforts, skill and knowledge in an activity for the execution of a contract.
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Section B 6: Certificate of Independent Bid Determination
geographical area where product or service will be rendered (market allocation)
methods, factors or formulas used to calculate prices; the intention or decision to submit or not to submit, a bid; the submission of a bid which does not meet the specifications and
conditions of the bid; or bidding with the intention not to win the bid.
8. In addition, there have been no consultations, communications, agreements or arrangements with any competitor regarding the quality, quantity, specifications and conditions or delivery particulars of the products or services to which this bid invitation relates.
9. The terms of the accompanying bid have not been, and will not be, disclosed by the bidder, directly or indirectly, to any competitor, prior to the date and time of the official bid opening or of the awarding of the contract.
10. I am aware that, in addition and without prejudice to any other remedy provided to combat any restrictive practices related to bids and contracts, bids that are suspicious will be reported to the Competition Commission for investigation and possible imposition of administrative penalties in terms of section 59 of the Competition Act No 89 of 1998 and or may be reported to the National Prosecuting Authority (NPA) for criminal investigation and or may be restricted from conducting business with the public sector for a period not exceeding ten (10) years in terms of the Prevention and Combating of Corrupt Activities Act No 12 of 2004 or any other applicable legislation.
………………………………………………… …………………………………Signature Date
…………………………………………………. …………………………………Position Name of Bidder
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Section B 7: HIV / Aids Policy
HIV / Aids PolicySection B Part 7
√ Tick to verify criteria met
HIV / Aids Policy Document
I HAVE COMPLIED WITH THE REQUIREMENTS OF THIS SECTION!
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Section B 8: Preference Points Claim Form ito the Preferential Procurement Regulations 2011
PREFERENCE POINTS CLAIM FORM IN TERMS OF THE PREFERENTIAL PROCUREMENT REGULATIONS 2011
NB: BEFORE COMPLETING THIS FORM, BIDDERS MUST STUDY THE GENERAL CONDITIONS, DEFINITIONS AND DIRECTIVES APPLICABLE IN RESPECT OF B-BBEE, AS PRESCRIBED IN THE PREFERENTIAL PROCUREMENT REGULATIONS, 2011.
1. GENERAL CONDITIONS
1.1 The following preference point systems are applicable to all bids:
- the 80/20 system for requirements with a Rand value of up to R1 000 000 (all applicable taxes included); and
- the 90/10 system for requirements with a Rand value above R1 000 000 (all applicable taxes included).
1.2 The value of this bid is estimated to exceed R1 000 000 (all applicable taxes included) and therefore the 90/10 system shall be applicable.
1.3 Preference points for this bid shall be awarded for:
(a) Price; and(b) B-BBEE Status Level of Contribution.
1.3.1 The maximum points for this bid are allocated as follows:
POINTS1.3.1.1 Price 901.3.1.2 B-BBEE Status Level of Contribution 10
Total points for Price and B-BBEE must not exceed 100
1.4 Failure on the part of a bidder to fill in and/or to sign this form and submit any of the following
a valid original or originally certified B-BBEE Verification Certificate from a Verification Agency accredited by the South African Accreditation System (SANAS) or a Registered Auditor approved by the Independent Regulatory Board of Auditors (IRBA) or an Accounting Officer as contemplated in the Close Corporation Act (CCA) or
An original affidavit in the case of EMEs together with the bid, will be interpreted to mean that preference points for B-BBEE status level of contribution are not claimed.
1.5. The purchaser reserves the right to require of a bidder, either before a bid is adjudicated or at any time subsequently, to substantiate any claim in regard to preferences, in any manner required by the purchaser.
2. DEFINITIONS
2..1 “all applicable taxes” includes value-added tax, pay as you earn, income tax, unemployment insurance fund contributions and skills development levies;
2.2 “B-BBEE” means broad-based black economic empowerment as defined in section 1 of the Broad-Based Black Economic Empowerment Act;
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2.3 “B-BBEE status level of contributor” means the B-BBEE status received by a measured entity based on its overall performance using the relevant scorecard contained in the Codes of Good Practice on Black Economic Empowerment, issued in terms of section 9(1) of the Broad-Based Black Economic Empowerment Act;
2.4 “bid” means a written offer in a prescribed or stipulated form in response to an invitation by an organ of state for the provision of services, works or goods, through price quotations, advertised competitive bidding processes or proposals;
2.5 “Broad-Based Black Economic Empowerment Act” means the Broad-Based Black Economic Empowerment Act, 2003 (Act No. 53 of 2003);
2.6 “comparative price” means the price after the factors of a non-firm price and all unconditional discounts that can be utilized have been taken into consideration;
2.7 “consortium or joint venture” means an association of persons for the purpose of combining their expertise, property, capital, efforts, skill and knowledge in an activity for the execution of a contract;
2.8 “contract” means the agreement that results from the acceptance of a bid by an organ of state;
2.9 “EME” means any enterprise with an annual total revenue of R10 million or less .
2.10 “Firm price” means the price that is only subject to adjustments in accordance with the actual increase or decrease resulting from the change, imposition, or abolition of customs or excise duty and any other duty, levy, or tax, which, in terms of the law or regulation, is binding on the contractor and demonstrably has an influence on the price of any supplies, or the rendering costs of any service, for the execution of the contract;
2.11 “functionality” means the measurement according to predetermined norms, as set out in the bid documents, of a service or commodity that is designed to be practical and useful, working or operating, taking into account, among other factors, the quality, reliability, viability and durability of a service and the technical capacity and ability of a bidder;
2.12 “non-firm prices” means all prices other than “firm” prices;
2.13 “person” includes a juristic person;
2.14 “rand value” means the total estimated value of a contract in South African currency, calculated at the time of bid invitations, and includes all applicable taxes and excise duties;
2.15 “sub-contract” means the primary contractor’s assigning, leasing, making out work to, or employing, another person to support such primary contractor in the execution of part of a project in terms of the contract;
2.16 “total revenue” bears the same meaning assigned to this expression in the Codes of Good Practice on Black Economic Empowerment, issued in terms of section 9(1) of the Broad-Based Black Economic Empowerment Act and promulgated in the Government Gazette on 9 February 2007;
2.17 “trust” means the arrangement through which the property of one person is made over or bequeathed to a trustee to administer such property for the benefit of another person; and
2.18 “trustee” means any person, including the founder of a trust, to whom property is bequeathed in order for such property to be administered for the benefit of another person.
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Bid No: FAS/TL/PD/BP/CON814/Y17 Fasset Bid Document
Section B 8: Preference Points Claim Form ito the Preferential Procurement Regulations 2011
3. ADJUDICATION USING A POINT SYSTEM
3.1 The bidder obtaining the highest number of total points will be awarded the contract.
3.2 Preference points shall be calculated after prices have been brought to a comparative basis taking into account all factors of non-firm prices and all unconditional discounts;.
3.3 Points scored must be rounded off to the nearest 2 decimal places.
3.4 In the event that two or more bids have scored equal total points, the successful bidmust be the one scoring the highest number of preference points for B-BBEE.
3.5 However, when functionality is part of the evaluation process and two or more bids havescored equal points including equal preference points for B-BBEE, the successful bid must be the one scoring the highest score for functionality.
3.6 Should two or more bids be equal in all respects, the award shall be decided by thedrawing of lots.
4. POINTS AWARDED FOR PRICE
4.1 THE 80/20 OR 90/10 PREFERENCE POINT SYSTEMS
A maximum of 80 or 90 points is allocated for price on the following basis:
80/20 or 90/10
Ps=80(1− Pt−PminPmin ) orPs=90(1−Pt−PminPmin )
Where
Ps = Points scored for comparative price of bid under consideration
Pt = Comparative price of bid under consideration
Pmin = Comparative price of lowest acceptable bid
5. Points awarded for B-BBEE Status Level of Contribution
5.1 In terms of Regulation 5 (2) and 6 (2) of the Preferential Procurement Regulations, preference points must be awarded to a bidder for attaining the B-BBEE status level of contribution in accordance with the table below:
B-BBEE Status Level of Contributor
Number of points(90/10 system)
Number of points(80/20 system)
1 10 202 9 183 8 164 5 125 4 86 3 67 2 48 1 2
Non-compliant contributor 0 0
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Bid No: FAS/TL/PD/BP/CON814/Y17 Fasset Bid Document
Section B 8: Preference Points Claim Form ito the Preferential Procurement Regulations 2011
EME = Level 1 (at least 75% black beneficiaries, having a B-BBEE recognition level of
135%)
10 20
EME = Level 2 at least 51% black beneficiaries, having a B-BBEE recognition level of
125%)9 18
5.2 Bidders who qualify as EMEs in terms of the B-BBEE Act must submit a certificate or a certified copy thereof, issued by an Accounting Officer as contemplated in the CCA or a Verification Agency accredited by SANAS or a Registered Auditor. Registered auditors do not need to meet the prerequisite for IRBA’s approval for the purpose of conducting verification and issuing EMEs with B-BBEE Status Level Certificates.
5.3 Bidders other than EMEs must submit their original and valid B-BBEE status level verification certificate or a certified copy thereof, substantiating their B-BBEE rating issued by a Registered Auditor approved by IRBA or a Verification Agency accredited by SANAS.
5.4 A trust, consortium or joint venture, will qualify for points for their B-BBEE status level as a legal entity, provided that the entity submits their B-BBEE status level certificate.
5.5 A trust, consortium or joint venture will qualify for points for their B-BBEE status level as an unincorporated entity, provided that the entity submits their consolidated B-BBEE scorecard as if they were a group structure and that such a consolidated B-BBEE scorecard is prepared for every separate bid.
5.6 Tertiary institutions and public entities will be required to submit their B-BBEE status level certificates in terms of the specialized scorecard contained in the B-BBEE Codes of Good Practice.
5.7 A person will not be awarded points for B-BBEE status level if it is indicated in the bid documents that such a bidder intends sub-contracting more than 25% of the value of the contract to any other enterprise that does not qualify for at least the points that such a bidder qualifies for, unless the intended sub-contractor is an EME that has the capability and ability to execute the sub-contract.
5.8 A person awarded a contract may not sub-contract more than 25% of the value of the contract to any other enterprise that does not have an equal or higher B-BBEE status level than the person concerned, unless the contract is sub-contracted to an EME that has the capability and ability to execute the sub-contract.
6. BID DECLARATION
6.1 Bidders who claim points in respect of B-BBEE Status Level of Contribution must complete the following:
7. B-BBEE STATUS LEVEL OF CONTRIBUTION CLAIMED IN TERMS OF PARAGRAPHS 1.3.1.2 AND 5.1
7.1 B-BBEE Status Level of Contribution: = (maximum of 10 or 20 points)
(Points claimed in respect of paragraph 7.1 must be in accordance with the table reflected in paragraph 5.1 and must be substantiated by means of a B-BBEE certificate issued by a Verification Agency accredited by SANAS or a Registered Auditor approved by IRBA or an Accounting Officer as contemplated in the CCA).
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Bid No: FAS/TL/PD/BP/CON814/Y17 Fasset Bid Document
Section B 8: Preference Points Claim Form ito the Preferential Procurement Regulations 2011
8 SUB-CONTRACTING
8.1 Will any portion of the contract be sub-contracted? YES / NO (delete which is not applicable)
8.1.1 If yes, indicate:(i) what percentage of the contract will be subcontracted? ............……………….…%(ii) the name of the sub-contractor?
………………………………………………………………………………………………(iii) the B-BBEE status level of the sub-contractor?
…………………………………………..(iv) whether the sub-contractor is an EME? YES / NO (delete which is not applicable)
9 DECLARATION WITH REGARD TO COMPANY/FIRM
9.1 Name of company/firm .............................................................................................
9.2 VAT registration number :............................................................................................
9.3 Company registration number …………………………………………………………………
9.4 TYPE OF COMPANY/ FIRM
Partnership/Joint Venture / Consortium One person business/sole propriety Close corporation Company (Pty) Limited[TICK APPLICABLE BOX]
9.5 DESCRIBE PRINCIPAL BUSINESS ACTIVITIES
………………………………………………………………………………………………………..………………………………………………………………………………………………………..………………………………………………………………………………………………………..
9.6 COMPANY CLASSIFICATION
Manufacturer Supplier Professional service provider Other service providers, e.g. transporter, etc.[TICK APPLICABLE BOX]
9.7 Total number of years the company/firm has been in business? ……………………………………
9.8 I/we, the undersigned, who is / are duly authorised to do so on behalf of the company/firm, certify that the points claimed, based on the B-BBE status level of contribution indicated in paragraph 7 of the foregoing certificate, qualifies the company/ firm for the preference(s) shown and I / we acknowledge that:
(i) The information furnished is true and correct;
(ii) The preference points claimed are in accordance with the General Conditions as indicated in paragraph 1 of this form.
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Bid No: FAS/TL/PD/BP/CON814/Y17 Fasset Bid Document
Section B 8: Preference Points Claim Form ito the Preferential Procurement Regulations 2011
(iii) In the event of a contract being awarded as a result of points claimed as shown in paragraph 7, the contractor may be required to furnish documentary proof to the satisfaction of the purchaser that the claims are correct;
(iv) If the B-BBEE status level of contribution has been claimed or obtained on a fraudulent basis or any of the conditions of contract have not been fulfilled, the purchaser may, in addition to any other remedy it may have –
(a) disqualify the person from the bidding process;
(b) recover costs, losses or damages it has incurred or suffered as a result of that person’s conduct;
(c) cancel the contract and claim any damages which it has suffered as a result of having to make less favourable arrangements due to such cancellation;
(d) restrict the bidder or contractor, its shareholders and directors, or only the shareholders and directors who acted on a fraudulent basis, from obtaining business from any organ of state for a period not exceeding 10 years, after the audi alteram partem (hear the other side) rule has been applied; and forward the matter for criminal prosecution
WITNESSES:
1. ………………………………..
_____________________________SIGNATURE OF BIDDER (S)
2. …………………………………
DATE:………………………………..
ADDRESS:…………………………………..
……………………………………….……….
…………………………………………………
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Bid No: FAS/TL/PD/BP/CON814/Y17 Fasset Bid Document
Section B 9: Declaration Certificate for Local Production and content for Designated Sectors (SBD 6.2)
DECLARATION CERTIFICATE FOR LOCAL PRODUCTION AND CONTENT FOR DESIGNATED SECTORS
This Standard Bidding Document (SBD) must form part of all bids invited. It contains general information and serves as a declaration form for local content (local production and local content are used interchangeably).
Before completing this declaration, bidders must study the General Conditions, Definitions, Directives applicable in respect of Local Content as prescribed in the Preferential Procurement Regulations, 2011, the South African Bureau of Standards (SABS) approved technical specification number SATS 1286:2011 (Edition 1) and the Guidance on the Calculation of Local Content together with the Local Content Declaration Templates [Annex C (Local Content Declaration: Summary Schedule), D (Imported Content Declaration: Supporting Schedule to Annex C) and E (Local Content Declaration: Supporting Schedule to Annex C)].
1. General Conditions
1.1. Preferential Procurement Regulations, 2011 (Regulation 9) makes provision for the promotion of local production and content.
1.2. Regulation 9.(1) prescribes that in the case of designated sectors, where in the award of bids local production and content is of critical importance, such bids must be advertised with the specific bidding condition that only locally produced goods, services or works or locally manufactured goods, with a stipulated minimum threshold for local production and content will be considered.
1.3. Where necessary, for bids referred to in paragraph 1.2 above, a two stage bidding process may be followed, where the first stage involves a minimum threshold for local production and content and the second stage price and B-BBEE.
1.4. A person awarded a contract in relation to a designated sector, may not sub-contract in such a manner that the local production and content of the overall value of the contract is reduced to below the stipulated minimum threshold.
1.5. The local content (LC) expressed as a percentage of the bid price must be calculated in accordance with the SABS approved technical specification number SATS 1286: 2011 as follows:
LC = [1 - x / y] * 100
Wherex is the imported content in Randy is the bid price in Rand excluding value added tax (VAT)
Prices referred to in the determination of x must be converted to Rand (ZAR) by using the exchange rate published by South African Reserve Bank (SARB) at 12:00 on the date of advertisement of the bid as indicated in paragraph 4.1 below.
The SABS approved technical specification number SATS 1286:2011 is accessible on http:/www.thedti.gov.za/industrial development/ip.jsp at no cost.
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Bid No: FAS/TL/PD/BP/CON814/Y17 Fasset Bid Document
Section B 9: Declaration Certificate for Local Production and content for Designated Sectors (SBD 6.2)
1.6 A bid may be disqualified if –
(a) this Declaration Certificate and the Annex C (Local Content Declaration: Summary Schedule) are not submitted as part of the bid documentation; and
(b) the bidder fails to declare that the Local Content Declaration Templates (Annex C, D and E) have been audited and certified as correct.
2. Definitions
2.1. “bid” includes written price quotations, advertised competitive bids or proposals;
2.2. “bid price” price offered by the bidder, excluding value added tax (VAT);
2.3. “contract” means the agreement that results from the acceptance of a bid by an organ of state;
2.4. “designated sector” means a sector, sub-sector or industry that has been designated by the Department of Trade and Industry in line with national development and industrial policies for local production, where only locally produced services, works or goods or locally manufactured goods meet the stipulated minimum threshold for local production and content;
2.5. “duly sign” means a Declaration Certificate for Local Content that has been signed by the Chief Financial Officer or other legally responsible person nominated in writing by the Chief Executive, or senior member / person with management responsibility(close corporation, partnership or individual).
2.6. “imported content” means that portion of the bid price represented by the cost of components, parts or materials which have been or are still to be imported (whether by the supplier or its subcontractors) and which costs are inclusive of the costs abroad (this includes labour or intellectual property costs), plus freight and other direct importation costs, such as landing costs, dock duties, import duty, sales duty or other similar tax or duty at the South African port of entry;
2.7. “local content” means that portion of the bid price which is not included in the imported content, provided that local manufacture does take place;
2.8. “stipulated minimum threshold” means that portion of local production and content as determined by the Department of Trade and Industry; and
2.9. “sub-contract” means the primary contractor’s assigning, leasing, making out work to, or employing another person to support such primary contractor in the execution of part of a project in terms of the contract.
3. The stipulated minimum threshold(s) for local production and content (refer to Annex A of SATS 1286:2011) for this bid is/are as follows:
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Section B 9: Declaration Certificate for Local Production and content for Designated Sectors (SBD 6.2)
Description of services, works or goods Stipulated minimum threshold
_______________________________ _______%
_______________________________ _______%
_______________________________ _______%
4. Does any portion of the services, works or goods offered have any imported content?(Tick applicable box)
YES NO
4.1 If yes, the rate(s) of exchange to be used in this bid to calculate the local content as prescribed in paragraph 1.5 of the general conditions must be the rate(s) published by SARB for the specific currency at 12:00 on the date of advertisement of the bid. The relevant rates of exchange information is accessible on www.reservebank.co.za.
Indicate the rate(s) of exchange against the appropriate currency in the table below (refer to Annex A of SATS 1286:2011):
Currency Rates of exchangeUS DollarPound SterlingEuroYenOther
NB: Bidders must submit proof of the SARB rate (s) of exchange used.
5. Were the Local Content Declaration Templates (Annex C, D and E) audited and certified as correct?(Tick applicable box)
YES NO
5.1. If yes, provide the following particulars:
(a) Full name of auditor
(b) Practice number
(c) Telephone and cell number
(d) Email address:
(Documentary proof regarding the declaration will, when required, be submitted to the satisfaction of the Accounting Officer / Accounting Authority)
6. Where, after the award of a bid, challenges are experienced in meeting the stipulated minimum threshold for local content the dti must be informed accordingly in order for the dti to verify and in consultation with the AO/AA provide directives in this regard.
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Bid No: FAS/TL/PD/BP/CON814/Y17 Fasset Bid Document
Section B 9: Declaration Certificate for Local Production and content for Designated Sectors (SBD 6.2)
LOCAL CONTENT DECLARATION(REFER TO ANNEX B OF SATS 1286:2011)
LOCAL CONTENT DECLARATION BY CHIEF FINANCIAL OFFICER OR OTHER LEGALLY RESPONSIBLE PERSON NOMINATED IN WRITING BY THE CHIEF EXECUTIVE OR SENIOR MEMBER/PERSON WITH MANAGEMENT RESPONSIBILITY (CLOSE CORPORATION, PARTNERSHIP OR INDIVIDUAL)
IN RESPECT OF BID NO. FAS/NF/ETQA/TAXLEARNERDEV/CON441
ISSUED BY: FassetNB
1. The obligation to complete, duly sign and submit this declaration cannot be transferred to an external authorized representative, auditor or any other third party acting on behalf of the bidder.
2. Guidance on the Calculation of Local Content together with Local Content Declaration Templates (Annex C, D and E) is accessible on http://www.thdti.gov.za/industrial development/ip.jsp. Bidders should first complete Declaration D. After completing Declaration D, bidders should complete Declaration E and then consolidate the information on Declaration C. Declaration C should be submitted with the bid documentation at the closing date and time of the bid in order to substantiate the declaration made in paragraph (c) below. Declarations D and E should be kept by the bidders for verification purposes for a period of at least 5 years. The successful bidder is required to continuously update Declarations C, D and E with the actual values for the duration of the contract.
I, the undersigned, …………………………….................................................... (full names),do hereby declare, in my capacity as ………………………………………………..of ...............................................................................................................(name of bidder entity), the following:
(a) The facts contained herein are within my own personal knowledge.
(b) I have satisfied myself that:
(i) the goods/services/works to be delivered in terms of the above-specified bid comply with the minimum local content requirements as specified in the bid, and as measured in terms of SATS 1286:2011; and
(ii) the declaration templates have been audited and certified to be correct.
(c) The local content percentage (%) indicated below has been calculated using the formula given in clause 3 of SATS 1286:2011, the rates of exchange indicated in paragraph 4.1 above and the information contained in Declaration D and E which has been consolidated in Declaration C:
Bid price, excluding VAT (y) RImported content (x), as calculated in terms of SATS 1286:2011 RStipulated minimum threshold for local content (paragraph 3 above)Local content %, as calculated in terms of SATS 1286:2011
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Bid No: FAS/TL/PD/BP/CON814/Y17 Fasset Bid Document
Section B 9: Declaration Certificate for Local Production and content for Designated Sectors (SBD 6.2)
If the bid is for more than one product, the local content percentages for each product contained in Declaration C shall be used instead of the table above.The local content percentages for each product has been calculated using the formula given in clause 3 of SATS 1286:2011, the rates of exchange indicated in paragraph 4.1 above and the information contained in Declaration D and E.
(d) I accept that the Procurement Authority / Institution have the right to request that the local content be verified in terms of the requirements of SATS 1286:2011.
(e) I understand that the awarding of the bid is dependent on the accuracy of the information furnished in this application. I also understand that the submission of incorrect data, or data that are not verifiable as described in SATS 1286:2011, may result in the Procurement Authority / Institution imposing any or all of the remedies as provided for in Regulation 13 of the Preferential Procurement Regulations, 2011 promulgated under the Preferential Policy Framework Act (PPPFA), 2000 (Act No. 5 of 2000).
SIGNATURE: DATE: ___________
WITNESS No. 1 DATE: ___________
WITNESS No. 2 DATE: ___________
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Bid No: FAS/TL/PD/BP/CON814/Y17 Fasset Bid Document
Section B 10: Compliance - Pre-Compliance Checklist
PRE COMPLIANCE CHECKLIST (Please complete Excel version provided)
Attended Compulsory info session IF NO BID WILL BE ELIMINATED
Original + 4 copies and soft copy of bid submitted? IF NO BID WILL BE ELIMINATED
Programme is PIVOTAL & Bidder is Accredited? IF NO BID WILL BE ELIMINATED
Invitation to bid completed and signed IF NO BID WILL BE ELIMINATED
Special conditions of bid and contract signed IF NO BID WILL BE ELIMINATED
Valid original tax certificate or a SARS compliance report containing a PIN or a valid CSD Summary Report with the supplier number and the unique code IF NO BID WILL BE
ELIMINATED
CSD Summary Report with the supplier number and the unique code
POPI Act ConsentDeclaration of interest signed
Declaration of bidders past SCM practices signed
Certificate of Independent Bid Determination (SBD 9)
Bidder's own conditions
Business (Company) Registration Certificate
VAT registration certificate (insert here)Income tax reference number (insert here)Company PAYE number (insert here)Company UIF number (insert here)
Skills Development Levy registration number
Contactable referencesVendor acceptable with reference to National Treasury "Restricted List" IF NO BID WILL BE
ELIMINATED
Vendor acceptable with reference to National Treasury "Tender Defaulters List" IF NO BID WILL BE
ELIMINATED
Original valid BEE certificate, or originally certified copy thereof, certificate issued by accounting officer or registered auditor or an original sworn affidavit.
IF NO MARK N/A
Copy of company incorporation certificate(s)Employment Equity compliance and plansHIV and Aids policyPriceFeesExpenses/DisbursementsTotal excluding VATVATTotal including VATPerson days
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Bid No: FAS/TL/PD/BP/CON814/Y17 Fasset Bid Document
Section B 10: Compliance - Pre-Compliance Checklist
Average per day
Any other Comments:Fixed rates?
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Bid No: FAS/TL/PD/BP/CON814/Y17 Fasset Bid Document
Section B 10: Compliance - Proof of Accreditation
NB: Failure to provide the documentation below will result in the bid being disqualified!
Proof of AccreditationSection B1 Part 10
√ Programmes from public higher education institutions:
Submit copy of the qualification as per SAQA’s website to prove valid and current registration on the NQF.
Fasset has been contacted to clarify any discrepancy iro the requirement
OR
I FULLY UNDERSTAND THE REQUIREMENTS IN THIS SECTION!
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Section B 11: Invitation to Bid
Invitation to BidSection B Part 10
√ Tick to verify criteria met
Bidders details have been completed in full (Typed not handwritten)
Invitation to Bid is signed
Any and all critical partners are listed in full IRO Consortiums / Joint Ventures
Fasset has been contacted to clarify any discrepancy iro the requirement
OR
I FULLY UNDERSTAND THE REQUIREMENTS IN THIS SECTION!
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Section B 11: Invitation to Bid
INVITATION TO BID
YOU ARE HEREBY INVITED TO BID FOR REQUIREMENT OF THE
All bidders must furnish the following particulars and include it in their submission(Failure to do so may result in your bid being disqualified)
Name of bidder:
Valid, original Tax Clearance Certificate submitted YES / NO
Postal address:
Street address:
Telephone number: Code Number
Cellular number:
Facsimile number: Code Number
e-Mail address:
In case of a consortium/joint venture, full details on consortium/joint venture members:
Entity nameVAT registration number
Tax Clearance Certificate submitted YES / NO
Entity nameVAT registration number
Tax Clearance Certificate submitted YES / NO
Entity nameVAT registration number
Tax Clearance Certificate submitted YES / NO
Name of contracting entity in case of a consortium/joint venture
Entity name:
Postal address:
Street address:
Contact details of responsible person who will act on behalf of the entity/consortium/joint venture for this bid
Name and Surname
Telephone number: Code Number
Cellular number:
Facsimile number: Code Number
e-Mail address:
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Section B 11: Invitation to Bid
Contact details of alternative responsible person who will act on behalf of the person above should he/she not be available
Name and Surname
Telephone number: Code Number
Cellular number:
Facsimile number: Code Number
e-Mail address:
Domicilium
Fasset chooses the following as its domicilium citandi et executandi for all purposes of and in connection with the final contract:
Fasset, Block A, Building 3, Ground Floor, 299 Pendoring Road, Blackheath, Randburg
The bidder must indicate its domicilium citandi et executandi for all purposes of and in connection with the final contract.
Confirmation
Are you the accredited representative in South Africa for the services offered by you: YES / NO
Declaration
I/We have examined the information provided in your bid documents and offer to undertake the work prescribed in accordance with the requirements as set out in the bid document. The prices quoted in this bid are valid for the stipulated period. I/We confirm the availability of the proposed team members. We confirm that this bid will remain binding upon us and may be accepted by you at any time before the expiry date.
Signature of bidder:
Date:
Are you duly authorised to commit the bidder: YES / NO
Capacity under which this bid is signed
TOTAL BID PRICE (INCLUSIVE OF VAT)
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Bid No: FAS/TL/PD/BP/CON814/Y17 Fasset Bid Document
Sub Section: Executive Summary
Executive Summary
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Sub Section: Executive Summary
EXECUTIVE SUMMARY (Max 3 Pages) Name of the Organisation.
Project Name
Fasset Bursary Scheme: Bursary Management Agent Name
Contact person and details for the person responsible for the proposal.
Project Purpose (brief description).
Project time-frame.
Specific Objectives.
Outputs & Benefits of project.
Number of Learners.
Total Budget Proposed (including VAT).
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Bid No: FAS/TL/PD/BP/CON814/Y17 Fasset Bid Document
Sub Section: Executive Summary
Particulars of the programme and compliance with criteria details.
Proposed SA Qualifications Structure
Name of Qualification NQF Level Programme meets proposed NQF level(s)
(Tick the relevant box)
Doctoral Degree (360 credits) 10
Master’s Degrees (180 credits) 9
Bachelor Honours Degree (120 credits)
Postgraduate Diploma (120 credits)
8
Bachelor’s Degree (360 credits)
Advanced Diploma (120 credits)
7
Diploma (360 credits)
Advanced Certificate (120 credits)
6
Higher certificate (120 credits) 5
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Bid No: FAS/TL/PD/BP/CON814/Y17 Fasset Bid Document
Section B12: Technical Approach
Proposed Strategy(Technical Approach)
Section B Part 11
√ Tick to verify criteria met
A detailed strategic proposal has been included to clarify the solution proposed. (This must not be a reproduction of a company brochure or of the Fasset Terms of Reference)
The typed proposal does not exceed the prescribed number of pages, ie 30
Fasset has been contacted to clarify any discrepancy iro the requirement
OR
I FULLY UNDERSTAND THE REQUIREMENTS IN THIS SECTION!
Providers are urged to address all the functionality areas below in their Technical Approach!
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Section B 13: Project Plan
FunctionalityIs the bursary programme proposed aligned to the top ten scarce skills in the Fasset sector? (IF NO, ELIMINATE)Is the bursary aimed at the correct NQF level of candidates, i.e. NQF 6 and above penultimate and/or final year students (from the “missing middle”) in 2017? (IF NO, ELIMINATE)Experience of prospective contractorExperience with Setas, education and training environment as well as National Skills Development III imperatives.Experience of bidder / provider IRO delivering academic bridging, mentoring and general student support.
Bidders are encouraged to structure their technical approach in line with the scoring criteria:
Technical Approach / MethodologyDetail of the problem statement:
Provide details of at risk learners, i.e. “missing middle” learners; Overview of trends / statistical research to support findings regarding the problem
statement; Details of possible causes of the problem or factors that impact on learner success.
Detail of the proposed solution: Provide an overview of the proposed solution and where applicable, state what has
been used in the past to address the problem; Present a project plan for the proposed solution; Provide the recruitment and selection criteria and methodology; Proposed learner number is feasible as benchmarked against available budget and
Fasset pre-selection criteria; The proposed strategy and plan includes consideration of inclusion of learners from
rural areas; Bursary management methodology must detail the envisaged plan to assist learners to
achieve pre-set milestones ITO progressing from one level to the next or achieving a qualification;
Methodology must address corrective actions (including academic mentoring) to be taken should learners fail to achieve milestones;
A comprehensive academic mentorship programme and soft skills (including study skills) has been included for the duration of the project;
Project plan and solution must include regular reporting to Fasset on project progress, performance statistics, information on service delivery, learner detail, risk mitigation and a financial update; and
Continuous evaluation is integrated into the project plan and solution with the objective of informing future sustainable improvements or solutions.
Programme Outcome:The proposed implementation strategy meets the project objectives and deliverables.
Bursary Outcomes for 2017: Progression from one academic year to another or qualification completion. Achievement of an 80% pass rate.
1. The bursary management agent highlights a plan for working with candidates who qualify for assistance taking into account the problem statement presented in the proposal.
2. The bursary management agent takes into account the level at which learners will enter the programme and assists learners to enhance and improve their grades incrementally.
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Section B 13: Project Plan
3. The bursary management agent must assist learners to achieve pre-set milestones ITO progressing to the next level and / or achieving the qualification.
4. The bursary management agent must implement corrective actions (including academic mentoring and soft skills training interventions) should learners fail to achieve milestones.
5. The bursary management agent must implement penalties for learners failing to achieve milestones, including a replacement and exit strategy.
Scarce Skills:The proposed programme is clearly aligned to Fasset’s scarce skills requirements, i.e. the bidder clearly indicates how the proposed programme aligns to one or more of the top ten scarce skills as detailed in the SSP.Alignment to Government Strategy:Alignment to Government's Medium Term Strategic Framework (MTSF), the Human Resource Development Strategy for South Africa (HRD SA), the National Development Plan (NDP), as well as the Industrial Policy Action Plan (IPAP) which contributes towards the achievement of the country’s new economic growth and social development goals
1. Narrative addresses programme alignment to MTSF.2. Narrative addresses programme alignment to HRDS SA.3. Narrative addresses programme alignment to the NDP.4. Narrative addresses programme alignment to IPAP.5. Narrative addresses plans to contribute towards the achievement of the country’s new
economic growth and social development goals.Risk Management StrategyA full risk register is provided.
1. All risks associated with the programme have been identified and are in line with the programme as set out in the project plan and solution; and is not simply a reproduction of the Fasset list of risks.
Risk mitigation is sufficiently detailed. (Failure to provide detailed mitigations may result in the bid being considered non-responsive).
1. All risks have been addressed with appropriate mitigations.ResourcesCapacity to implement a programme of this size
1. Have appropriately qualified resources (i.e. CVs are relevant to the programme delivery, including project management and support functions).
2. Relevant expertise and experience of team (Admin / co-ordinators / trainers / facilitators / Tutors).
3. Have sufficient resources. (i.e. Proportion of facilitators / co-ordinators / tutors to number of learners proposed is feasible.)
4. Have appropriate facilities (i.e. bursary management software and infrastructure in place).
5. The bursary management agent must provide evidence of financial stability.Relevant experience in management of bursary funds and learner development.
1. Evidence has been included on CVs of experience in managing bursary funds.2. Evidence has been included on CVs of experience in soft skills delivery.3. Narrative in technical submission details experience of learner management systems
IRO bursary disbursement and control.4. References attest to experience in expertise of individuals IRO the management of
bursary funds and quality standards.5. Evidence of past successful bursary fund management is presented (including the
ability to achieve the desired pass rate).
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Bid No: FAS/TL/PD/BP/CON814/Y17 Fasset Bid Document
Section B 13: Project Plan
Project Plan
√ Tick to verify criteria met
A detailed project plan has been included as part of the submission and is accompanied by sufficient narrative to clarify the solution proposed.
Fasset has been contacted to clarify any discrepancy iro the requirement
OR
I FULLY UNDERSTAND THE REQUIREMENTS IN THIS SECTION!
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Section B 13: Project Plan
Detailed Project Plan ExampleActivity Schedule for: Provider Name
Date Activity Reason for Activity Responsible Entity Comments
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Bid No: FAS/TL/PD/BP/CON814/Y17 Fasset Bid Document
Section B 14: Risk Management Strategy
Risk Register&
Risk Mitigations
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Section B 14: Risk Management Strategy
Please note, risks already listed in the table are examples of common risks associated with development projects as experienced in the past. This list is neither comprehensive nor final. Providers may take away from, or add to this list as is appropriate to the delivery of individual projects.
RISK RESPONSE PLAN & REGISTER
Identify and rank all possible risks (strategic, operational, financial and compliance) with this project, on a scale of 1 to 10:
LIKELIHOOD KEY:Likelihood of an adverse event which could cause materialisation of the risk to occur
1 Adverse event will not occur3 Highly unlikely that adverse event will occur
5It is more likely that adverse event will occur than not
7 Highly likely that adverse event will occur10 Adverse event will definitely occur
IMPACT KEY:Potential loss to the business should the risk materialise
1 Ignore: impact of adverse event is negligible3 Minor: event will be coped with. No loss of jobs5 Significant: minimal loss of jobs7 Severe
8Major: critical event resulting executive management intervention. High rate of job loss.
10 Catastrophic: potential collapse of organisation
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Bid No: FAS/TL/PD/BP/CON814/Y17 Fasset Bid Document
Section B 14: Risk Management Strategy
Operational Risks Likelihood Impact Overall Risk Assurance
Priority (Likelihood x
Impact)
Legislation
Fasset name used incorrectly and unethically.
Misrepresentation, resulting in poor Fasset
reputation.
Inaccurate marketing of candidates to sector.
Legislation / Educational Institution amendments
(e.g. Companies Act, UNISA Diploma
amendments, etc).
Research
Insufficient budgeted funds to conduct analysis of project success.
Reporting
Project not implemented satisfactorily.
Project not monitored regularly.
Project does not meet stated goals / outcomes.
Staffing
Inadequate resources exist to assist with the
delivery of the project.
Loss of facilitators, strategic partners, managers,
etc
Lack of project management / monitoring.
Discontinued operations / failure of internal
management systems.
Financial
Payments for project not made in accordance with
deliverables obtained.
Inadequate indemnity insurance taken out.
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Bid No: FAS/TL/PD/BP/CON814/Y17 Fasset Bid Document
Section B 14: Risk Management Strategy
Subcontractor invoicing delays which affect
timeous service provider invoicing.
Project funds not adequately managed.
Abuse of funds not identified.
Project not financially viable.
General
Poor recruitment in line with NSDS targets.
Poor learner response to recruitment efforts (lack of
sufficient numbers).
Poor calibre of learners.
Recruitment from non-accredited universities.
University entrance requirements change.
Training venue(s) inadequate.
Learner living arrangement difficulties.
Learner drop-outs due to socio-economic factors,
lack of discipline and/or alternative employment
offers.
Inferior training material developed.
International training material not customised for
SA learning environment.
Breakdown of effective communication with
learners.
Poor academic pass rates for learners.
Poor employer buy-in.
Employers reluctant to employ candidates with
significant disabilities (e.g. Blind candidates).
Insufficient learner placement (less than 70%).
Placement outside of the sector (more than 30%).
Learners uncontactable for mentoring and post
project tracking.
Failure to provide mitigations for all the risks identified may result in the bid being deemed non-responsive!
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Bid No: FAS/TL/PD/BP/CON814/Y17 Fasset Bid Document
Section B 15: Compulsory CV Template and References
References
√ Tick to verify criteria met
A complete list of relevant references have been included with latest and valid contact details
Testimonials have been included for the principal bidder as well as for Consortium/ JV partners as required (at least 3)
Fasset has been contacted to clarify any discrepancy iro the requirement
I FULLY UNDERSTAND THE REQUIREMENTS IN THIS SECTION!
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Section B 15: Compulsory CV Template and References
Curriculum Vitae
√ Tick to verify criteria met
All the required details below have been typed in Arial 11 pt in the templates provided
Fasset has been contacted to clarify any discrepancy iro the requirement
I FULLY UNDERSTAND THE REQUIREMENTS IN THIS SECTION!
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Section B 15: Compulsory CV Template and References
SUMMARY OF ALL ROLE PLAYERS
Please complete the table below:
Initials & Surname
Proposed role in the project
Relevant Experience
No. of years
Professional Affiliation
CV (√)
1.Brief description:
2.Brief description:
3.Brief description:
4.Brief description:
5.Brief description:
6.Brief description:
7.Brief description:
8.Brief description:
9.Brief description:
10.Brief description:
** Please add lines to the table as required**
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Bid No: FAS/TL/PD/BP/CON814/Y17 Fasset Bid Document
Section B 15: Compulsory CV Template and References
COMPULSORY CV TEMPLATEProposed role in the project:
1. Family name
2. First name:
3. Date of birth:
4. Nationality
5. Education
Institution(Date from - Date to)
Degree(s) or Diploma(s) obtained
6. Membership of professional bodies
7. Other skills (e.g. computer literacy, etc.)
8. Present position:
9. Years within the organisation:
10. Key qualifications (relevant to the project)
11. Professional experience
Date(From – To) (mm/yy)OrganisationLocationPositionDescription of duties
Date(From – To) (mm/yy)OrganisationLocationPositionDescription of duties
12. Other relevant information (e.g. Publications)
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Bid No: FAS/TL/PD/BP/CON814/Y17 Fasset Bid Document
Section B 16: Experience
Experience
Documents to be included in this section:
Company Profile Detail of relevant experience conducting similar programmes
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Section B Part 17: Pricing Schedule
Pricing Schedule
Bidders are encouraged to investigate NSFAS tariffs for bursaries and loans as well as similar agencies in order to benchmark their pricing.
Bidders should note that the lowest cost per head proposed will still be the final award criterion.
√ Tick to verify criteria met
All the required details below have been typed in in Arial 11 pt in the template provided
Fasset has been contacted to clarify any discrepancy iro the requirement
I FULLY UNDERSTAND THE REQUIREMENTS IN THIS SECTION!
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Bid No: FAS/TL/PD/BP/CON814/Y17 Fasset Development Projects
Bid DocumentSection B2 Part 6: Pricing Schedule
PRICING SCHEDULE(Professional Services)
NAME OF BIDDER:
OFFER TO BE VALID FOR 90 DAYS FROM THE CLOSING DATE OF BID
BID DESCRIPTION:
Fasset requires the services of one or more suitably qualified Bursary Management Agents from Public Universities and Universities of Technology as listed by DHET, Private Bursary Management Agencies and/or Professional Bodies to manage a bursary fund on behalf of Fasset. The bursary is aimed at African Black candidates in all provinces, Coloured candidates in the Western and Northern Cape and learners with disabilities of any race Candidates from Public Universities and Universities of Technology who qualify, IRO qualifications mapped to one of the top ten identified scarce skills in the Fasset’s Sector Skills Plan (SSP). Bursary Management Agents should be located in South Africa and must propose a strategy for managing bursaries for penultimate and/or final year students in 2017. The programme must be concluded by 31st March 2018
Period required for commencement with project after acceptance of bid:
Estimated duration for completion of the project:
Confirm whether proposed rates are firm for the full period of the contract:
If not firm for the full period, provide details of the basis on which adjustments will be applied for
(e.g. consumer price index xxx):
Clearly state any pricing assumptions, excluded costs and/or unknown costs:
Pricing Schedule to clearly show:
o Fixed Costs vs Variable Costs
o Assessment Costs per learner
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Bid No: FAS/TL/PD/BP/CON814/Y17 Fasset Development Projects
Bid DocumentSection B2 Part 6: Pricing Schedule
o Please note:
All Administrative Costs, including project management, related to the delivery of the project must not exceed 7% of the overall budget proposed.
The accompanying information must be used for the formulation of costing of proposals. Providers only need to use line items below as applicable to the specific project being proposed:
Component Outcome / Deliverable
Date/s Planned
Proposed costs
(incl. VAT)
% ofTotal Cost
Cost Per Learner
Project Establishment
Legal Fees(where applicable)
Marketing CampaignLearner Selection (including: Screening, Assessment and Interviewing
Opening Ceremonies
Induction Programme
Academic Tuition Fees(Primary Focus)
Bridging Programme (Soft skills)
Additional Learner Support(e.g. Learners with Disabilities)
Learner Transport
Learner Meals
Learner Allowances
Accommodation (as required)
Assessment Fees (Including Rewrite)
Academic Mentorship Programme
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Bid No: FAS/TL/PD/BP/CON814/Y17 Fasset Development Projects
Bid DocumentSection B2 Part 6: Pricing Schedule
Component Outcome / Deliverable
Date/s Planned
Proposed costs
(incl. VAT)
% ofTotal Cost
Cost Per Learner
Quality Assurance
Graduation / Certification CeremoniesLearner Tracking(for the duration of the programme)
Labour Relations
Project Management (7%)
Training provider Travel and Accommodation (according to National Treasury regulations)Equipment Rental Costs(according to National Treasury regulations)Venue Costs(according to National Treasury regulations)
Other:(specify)
Other:(specify)
TOTAL: R
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Bid No: FAS/TL/PD/BP/CON814/Y17 Fasset Development Projects
Bid DocumentSection B2 Part 6: Pricing Schedule
PRICING SUMMARIES:Please provide a detailed breakdown of the total cost per learner per week for Academic Training:Assumption: *A week implies 6 – 8 contact hrs per day X 5 days
Days = total number of contact days with learners.
Proposed Costs (Project Name)
Total Number of Learners
Total Learner Cost per Week for Soft Skills Training (Bridging)
Total Learner Cost per Week for Academic Training
(Incl. VAT)
Total Learner Cost per Week for Project Management
(Incl. VAT)
Total Learner Cost per Week for meals, allowances, etc.
(Incl. VAT)
Total Learner Cost per Week(Incl. VAT)
Total Bid Price
Please draw up a payment schedule in MS Excel format detailing the payment intervals
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