Confidential

Government Pension

Administration Agency

(GPAA)

Request for Proposal for

Personnel Suitability Assessment and Verification Services for GPAAfor the period of three (3) years

Enquiries:

Mr William Ramoroka

E-mail:

Ms Talitha Le Roux

E-mail:

GPAA Offices

34 Hamilton Street

Arcadia

Pretoria

INDEX

Section Topic Page

  1. Terms of Reference 4-7
  1. Evaluation Criteria 8-9
  1. SBD Forms 10-27
  1. Special Conditions of Contract 28-31
  1. General Conditions of Contract 32-41

Index to Administrative Annexure

Annexure Topic

ASBD Forms

B Special Conditions of Contract

C General Conditions of Contract

TERMS OF REFERENCE

  1. PURPOSE

1.1The GPAA wishes to contract service providers for a period of 36 months to provide verification /risk assessment services for recruitment purposes. GPAA reserves the right to appoint one or more companies for the services required.

  1. BACKGROUND

2.1The Corporate Services Division within the GPAA is responsible for verification of candidates for recruitment purposes. These services are provided by the Recruitment Unit prior to appointment/promotion/transfer.

2.2Verification services for recruitment purposes are done in line with the Personnel Suitability Checks as directed by the Minister for Public Service and Administration in 2008, and include, as a minimum, the following checks:

  • Qualification checks
  • Criminal record checks
  • Financial Record checks
  • Citizenship checks
  • Reference checks

2.3Certain positions, however, require additional checks, such as driver’s license and the verification of professional memberships as example.

  1. OBJECTIVE

3.1The objective of this request for proposal is to acquire the services of an external partner to conduct personnel suitability checks for recruitment purposes.

  1. METHODOLOGY

4.1 Service providers are expected to outline and explain the methodology that will be used to conduct the various verification checks.

  1. SCOPE OF WORK

5.1The services will include all potential employees prior to appointment to the GPAA, as and when the recruitment process requires such checks to be conducted, whether this is for a permanent, contract, intern or any other position recruited for.

5.2It will also include existing employees of the GPAA (permanent and contract) who have applied for higher/other positions within the GPAA.

5.3The service will be for a period of 36 months.

5.4The service provider will invoice the GPAA on a monthly basis based on the number of requests submitted. A detailed list of requests must accompany each invoice.

5.5It is anticipated that approximately 16 requests will be submitted per month (for verification), however this number may fluctuate as per business demands.

5.6The following baskets of services have been identified for recruitment purposes:

INTERNSHIP EMPLOYEES
Services required:
  • Criminal record check (SAPS69h via Afiswitch)(clarification of information if record is negative)
  • Creditrecord check (clarification of information)
  • ID verification
  • Qualification verification (highest school certificateand highest qualification)
  • One telephonic reference check
  • Integrated report to summarize findings and make recommendation on suitability for the role applied

BELOW SMS LEVEL PERMANENT/CONTRACT
  • Criminal record check (SAPS69h via Afiswitch) (clarification of information if record is negative)
  • Credit record check (clarification of information)
  • ID verification
  • Qualification verification (highest schoolcertificate)
  • Qualification verification (up to two tertiary academic qualifications)
  • Verification of employment history as indicated on the candidate's CV
  • Two comprehensive personal work enquiries (face to face) that will cover Key Result indicators/areas of the role applied for as well as generic competencies
  • Directorship/ Shareholder check if required
  • Professional association membership if required
  • Driver’s license if required
  • Integrated report to summarize findings and make recommendation on suitability for the role applied

SMS EMPLOYEES
  • Criminal record check (SAPS69h via Afiswitch) (clarification of information if record is negative)
  • ID Verification
  • Credit record check (clarification of information)
  • Qualification verification (highest schoolcertificate)
  • Qualification verification (up to two tertiaryacademic qualifications )
  • Verification of employment history as indicated on the candidate's CV
  • Two comprehensive personal work enquiries (face to face) that will cover Key Result indicators/areas of the role applied for as well as generic and/or specific competencies
  • Directorship/ Shareholder check
  • Professional association membership if required
  • Driver’s license if required
  • Integrated report to summarize findings and make recommendation on suitability for the role applied

5.7In order to conduct criminal record scans, the GPAA has purchased Ideco AFISwitch Fingerprint readers and Aware licenses that is the property of the GPAA. GPAA will provide the fingerprints of the candidate. It may however be required from the service provider to assist with fingerprint scanning on an ad hoc basis in some of the Regional Offices.

5.8In order to ensure optimal turnaround times, it is required that the appointed service provider has anonline system for submitting and tracking verification requests.

5.9Explanation of integrated report: Report should provide a summary of checks done, verification of employment history, behavioral competencies of post applied for, key result areas and requirements on advert/JD, management concerns (if any), potential risk in employing the applicant for the role, conclusion and recommendation.

6DELIVERABLES

The appointed service provider will be required to deliver to the GPAA:

6.1Verification services in respect of criminal records, qualifications, telephonic references (interns), face to face references (personal interview), CV checks,creditchecks, citizenship check as well as any other checks that may from time to time be required;

6.2Provide quality and detailed reports for interns, below SMS and SMS level employees on the specific verification checks requested within set timeframes that will be agreed upon and included in the service level agreement;

6.3Provide an internet based electronic system for the electronic capturing and submission of verification requests. The system should also be able to provide detailed reports for management purposes and should include but not limited to: indicating the individual that uploaded the vetting, date and time uploaded, content of request, etc.

6.4 Provide training to Recruitment consultants/administrators on the electronic system as and when required.

6.5Provide training to Recruitment consultants/administrators on biometric fingerprint scan as and when required.

7CONDITIONS OF PROPOSAL

The Professional Service Provider should have the following;

7.1Experience in verification servicesas indicated in the baskets of service (par 5.6) as well as in the writing of detailed and quality reports;

7.2A successful track record of large scale verifications done for recruitment purposes in an organisation similar or larger in employee size to GPAA (approximately a 1000 employees);

7.3A demonstrable methodology and approach to demonstrate the process followed to conduct the different verification checks

7.4An in-depth knowledge of personnel suitability assessments;

7.5Have an electronic system for capturing and submitting of verification checks and to obtain various reports from that are important from a management perspective.

7.6Provide technical specifications and system requirements for the software used for capturing of verification requests as well as for the ID AFiSwitch fingerprint checks. All software should be compatible with the GPAA’s IT environment. More information will be provided in the compulsory briefing session.

7.7The Service Provider must be locally based (South Africa) and have the capacity to do personnel suitability assessments in all provinces

7.8Team members with the required skills and experience necessary to undertake the range of tasks set out in the terms of reference.

7.9Examples of the following risk assessment reports must be submitted together with your quotations/proposals:

  • Standard report for intern
  • Advanced report for below SMS permanent/contract appointment
  • Advanced report for SMS level

8PRICE

8.8A detailed Separate itemized budget quoted in South African currency (ZAR). This should include a payment schedule linked to deliverables (Please see pricing on page 13and 14of the ToR in this regard)

8.9The Financial Proposal for the work to be carried out must be inclusive of VAT.

8.10Service providers must ensure that their company completes all the necessary documentation required by GPAA with regards to Procurement Policy and guidelines

9SERVICE PROVIDER OBLIGATIONS

The appointed service provider undertakes to:

9.8Act as an independent contractor in respect of work;

9.9Attend meetings with officials whenever required for purposes of obtaining information or advice with regard to the work and assignments or any matters arising there from or in connection therewith;

9.10Exercise all reasonable skill, care and diligence in the execution of the work and shall carry out their obligations in accordance with international professional standards. The service provider shall in all professional matters act as faithful advisor to the GPAA as well as respecting the laws and customs of the country, including the following minimum mandatory and regulatory requirements:

  • The Constitution of the Republic of South Africa, 1996, the Labour Relations Act, 1995 and the Employment Equity Act, 1998 as well as the GPAA’s Employment Equity plans and targets in this regard.
  • Chapter 10 of the Constitution inter alia requires that good human resource practices be employed with employment and personnel management practices based on ability, objectivity, fairness and a need to redress imbalances of the past. Proposals and quotations should strongly subscribe to these principles.
  • The Public Service Act and Public Service Regulations
  • The GPAA’s policies and procedures around recruitment and selection
  • Minimum Information Security Standards (MISS)
  • Satisfy itself as to the correctness and sufficiency of the rates and prices set out in the quotation for the work to be rendered.
  • Plan and provide for all possible risks that may affect the delivery of the project on time.
  • Ensure that the information provided in the verification reports is accurate and of a high standard as per agreed templates and level of detail required;
  • Engage meaningfully with the GPAA HR staff throughout each project and
  • Be available to assume work with immediate effect.

EVALUATION CRITERA

1.Proposal Submission Format and Evaluation Criteria

1.1Submission Format

Service Providers are required to structure their responses as depicted in the table below.

The table also depicts the evaluation criteria for functionality (Phase 1 evaluation) and associated weighting for each of the elements:

Section / Evaluation Criteria / Description
Section 1 / Administrative compliance / The following compulsory statutory documents must be completed and signed:
2.1 - Completed SBD1;
2.2 - Valid Tax Clearance Certificate (SBD 2);
2.3 - Completed SBD 3.1;
2.4 - Completed SBD 4;
2.5 - Completed SBD 6.1;
2.6 - Completed SBD 8;
2.7 - Completed SBD 9;
2.8 – Standard report for intern level;
2.9 – Standard report for below SMS level (level 13)/Senior Manager
2.10- Standard report for SMS
Failure to comply with the administrative required documents may render your bid non responsive.
Annexure A / Technical Proposal
Weighting - 40% / The Service Provider should:
Provide a detailed outline of the project deliverables.The 40% weighting for this section will be broken down as follows:
  • Approach, methodology and tools - 20%; (Demonstrate their understanding of the requirements and expectations of GPAA as outlined in the scope of work);
  • Project deliverables - 20%; (Should include an example of a standard report for Interns, a standard report for below SMS and a standard report for SMS - Describe in detail their proposed approach, methodology and tools, and how these will assist GPAA in achieving their objectives as per the scope of work;

Annexure B / Electronic system
Weighting - 15% / The Service Provider should:
  • Provide details on the electronicsystem used for capturing and submitting of personnel suitability assessments and checks (13%);
  • Provide detail on training to be provided to GPAA staff on electronic system and biometric fingerprint scan and provide screen print-out of the electronic system used(2%);

Annexure C / Company Experience
Weighting - 35% / The Service Provider should:
  • Demonstrate their experience in personnel suitability assessments (9%)
  • Demonstrate their experience of large scale verifications done for recruitment purposes in an organisation similar in employee size to GPAA; (4%)
  • Demonstrate their knowledge of personnel suitability checks; (9%)
  • Demonstrate their ability to do personnel suitability assessments in all provinces; (9%)
The Service Provider should re-produce the table below and provide a comprehensive list of references of which at least 2 should be in the Public Sector (4%)
Client / Number of Client employees / Scope / Deliverables / Number of positions / Contact details / Contactable Reference (Name, position, tel. number, email
Annexure D / Team Skills and Capability
Weighting - 10% / The Service Provider should re-produce the table below and provide details for the individual team members;
Ensure that the listed members form part of the team that is deployed at GPAA. Any amendments to the team should be done in writing and agreed to by GPAA;
Name / Level and Designation / Qualifications / Number of years relevant experience / Industry Experience / Number of positions filled
and role / Role on GPAA Project / Responsibility on GPAA Project / % Time to be Spent on GPAA Project
  • Provide summarised curriculum vitae's for the key members of the proposed team

This bid will follow a two stage evaluation process, the first phase being an evaluation of functionality, as per criteria set out in the table above. The second stage of evaluation will be a Price and Broad-Based Black Economic Empowerment (B-BBEE) Status Level of Contribution, where the 80/20 system shall be applied.

N.B. The minimum qualifying score for functionality in this bid is 65%. Suppliers who fail to meet the minimum qualifying score of 65% will be eliminated and not considered for the second stage of evaluation.

10CONTRACTUAL PERIOD

Service providers will be appointed for a period of 36 months.

Annexure A

(GPAA)

SCM

Standard Documents

SBD1

PART A

INVITATION TO BID

YOU ARE HEREBY INVITED TO BID FOR REQUIREMENTS OF THE (NAME OF DEPARTMENT/ PUBLIC ENTITY)
BID NUMBER: / GPAA 02/2018 / CLOSING DATE: / 5 March 2018 / CLOSING TIME: / 11:00 am
DESCRIPTION / Personnel Suitability Check for GPAA
THE SUCCESSFUL BIDDER WILL BE REQUIRED TO FILL IN AND SIGN A WRITTEN CONTRACT FORM (SBD7).
BID RESPONSE DOCUMENTS MAY BEDEPOSITED IN THE BID BOX SITUATED AT (STREET ADDRESS)
34 HAMILTON STREET
ARCADIA
PRETORIA
SUPPLIER INFORMATION
NAME OF BIDDER
POSTAL ADDRESS
STREET ADDRESS
TELEPHONE NUMBER / CODE / NUMBER
CELLPHONE NUMBER
FACSIMILE NUMBER / CODE / NUMBER
E-MAIL ADDRESS
VAT REGISTRATION NUMBER
TCS PIN: / OR / CSD No:
B-BBEE STATUS LEVEL VERIFICATION CERTIFICATE
[TICK APPLICABLE BOX] / Yes
No / B-BBEE STATUS LEVEL SWORN AFFIDAVIT / Yes
No
IF YES, WHO WAS THE CERTIFICATE ISSUED BY?
AN ACCOUNTING OFFICER AS CONTEMPLATED IN THE CLOSE CORPORATION ACT (CCA) AND NAME THE APPLICABLE IN THE TICK BOX / AN ACCOUNTING OFFICER AS CONTEMPLATED IN THE CLOSE CORPORATION ACT (CCA)
A VERIFICATION AGENCY ACCREDITED BY THE SOUTH AFRICAN ACCREDITATION SYSTEM (SANAS)
A REGISTERED AUDITOR
NAME:
[A B-BBEE STATUS LEVEL VERIFICATION CERTIFICATE/SWORN AFFIDAVIT(FOR EMEs& QSEs) MUST BE SUBMITTED IN ORDER TO QUALIFY FOR PREFERENCE POINTS FOR B-BBEE]
ARE YOU THE ACCREDITED REPRESENTATIVE IN SOUTH AFRICA FOR THE GOODS /SERVICES /WORKS OFFERED?
/ Yes No
[IF YES ENCLOSE PROOF] /
ARE YOU A FOREIGN BASED SUPPLIER FOR THE GOODS /SERVICES /WORKS OFFERED?
/ Yes No
[IFYES ANSWER PART B:3 BELOW ]
SIGNATURE OF BIDDER
/ ……………………………… /
DATE
CAPACITY UNDER WHICH THIS BID IS SIGNED (Attach proof of authority to sign this bid; e.g. resolution of directors, etc.)
TOTAL NUMBER OF ITEMS OFFERED
/
TOTAL BID PRICE (ALL INCLUSIVE)
BIDDING PROCEDURE ENQUIRIES MAY BE DIRECTED TO: / TECHNICAL INFORMATION MAY BE DIRECTED TO:
DEPARTMENT/ PUBLIC ENTITY / CONTACT PERSON
CONTACT PERSON / TELEPHONE NUMBER
TELEPHONE NUMBER / FACSIMILE NUMBER
FACSIMILE NUMBER / E-MAIL ADDRESS
E-MAIL ADDRESS

PART B

TERMS AND CONDITIONS FOR BIDDING

  1. BID SUBMISSION:

1.1.BIDS MUST BE DELIVERED BY THE STIPULATED TIME TO THE CORRECT ADDRESS. LATE BIDS WILL NOT BE ACCEPTED FOR CONSIDERATION.
1.2.ALL BIDS MUST BE SUBMITTED ON THE OFFICIAL FORMS PROVIDED–(NOT TO BE RE-TYPED) OR ONLINE
1.3.BIDDERS MUST REGISTER ON THE CENTRAL SUPPLIER DATABASE (CSD) TO UPLOAD MANDATORY INFORMATION NAMELY: ( BUSINESS REGISTRATION/ DIRECTORSHIP/ MEMBERSHIP/IDENTITY NUMBERS; TAX COMPLIANCE STATUS; AND BANKING INFORMATION FOR VERIFICATION PURPOSES). B-BBEE CERTIFICATE OR SWORN AFFIDAVIT FOR B-BBEE MUST BE SUBMITTED TO BIDDING INSTITUTION.
1.4.WHERE A BIDDER IS NOT REGISTERED ON THE CSD, MANDATORY INFORMATION NAMELY: (BUSINESS REGISTRATION/ DIRECTORSHIP/ MEMBERSHIP/IDENTITY NUMBERS; TAX COMPLIANCE STATUS MAY NOT BE SUBMITTED WITH THE BID DOCUMENTATION. B-BBEE CERTIFICATE OR SWORN AFFIDAVIT FOR B-BBEE MUST BE SUBMITTED TO BIDDING INSTITUTION.
1.5.THIS BID IS SUBJECT TO THE PREFERENTIAL PROCUREMENT POLICY FRAMEWORK ACT 2000 AND THE PREFERENTIAL PROCUREMENT REGULATIONS, 2017, THE GENERAL CONDITIONS OF CONTRACT (GCC) AND, IF APPLICABLE, ANY OTHER LEGISLATION OR SPECIAL CONDITIONS OF CONTRACT.
  1. TAX COMPLIANCE REQUIREMENTS

2.1BIDDERS MUST ENSURE COMPLIANCE WITH THEIR TAX OBLIGATIONS.
2.2BIDDERS ARE REQUIRED TO SUBMIT THEIR UNIQUE PERSONAL IDENTIFICATION NUMBER (PIN) ISSUED BY SARS TO ENABLE THE ORGAN OF STATE TO VIEW THE TAXPAYER’S PROFILE AND TAX STATUS.
2.3APPLICATION FOR TAX COMPLIANCE STATUS (TCS) OR PIN MAY ALSO BE MADE VIA E-FILING. IN ORDER TO USE THIS PROVISION, TAXPAYERS WILL NEED TO REGISTER WITH SARS AS E-FILERS THROUGH THE WEBSITE
2.4BIDDERS MAY ALSO SUBMIT A PRINTED TCS TOGETHER WITH THE BID.
2.5IN BIDS WHERE CONSORTIA / JOINT VENTURES / SUB-CONTRACTORS ARE INVOLVED, EACH PARTY MUST SUBMIT A SEPARATE PROOF OF TCS / PIN / CSD NUMBER.
2.6WHERE NO TCS IS AVAILABLE BUT THE BIDDER IS REGISTERED ON THE CENTRAL SUPPLIER DATABASE (CSD), A CSD NUMBER MUST BE PROVIDED.
  1. QUESTIONNAIRE TO BIDDING FOREIGN SUPPLIERS

3.1.IS THE BIDDER A RESIDENT OF THE REPUBLIC OF SOUTH AFRICA (RSA)? YES NO
3.2.DOES THE BIDDER HAVE A BRANCH IN THE RSA? YES NO
3.3.DOES THE BIDDER HAVE A PERMANENT ESTABLISHMENT IN THE RSA? YES NO
3.4.DOES THE BIDDER HAVE ANY SOURCE OF INCOME IN THE RSA? YES NO
IF THE ANSWER IS “NO” TO ALL OF THE ABOVE, THEN, IT IS NOT A REQUIREMENT TO OBTAIN A TAX COMPLIANCE STATUS / TAX COMPLIANCE SYSTEM PIN CODE FROM THE SOUTH AFRICAN REVENUE SERVICE (SARS) AND IF NOT REGISTER AS PER 2.3 ABOVE.

NB: FAILURE TO PROVIDE ANY OF THE ABOVE PARTICULARS MAY RENDER THE BID INVALID.

SBD3.1

PRICING SCHEDULE – FIRM PRICES

NOTE:ONLY FIRM PRICES WILL BE ACCEPTED. NON-FIRM PRICES (INCLUDING PRICES SUBJECT TO RATES OF EXCHANGE VARIATIONS) WILL NOT BE CONSIDERED

IN CASES WHERE DIFFERENT DELIVERY POINTS INFLUENCE THE PRICING, A SEPARATE PRICING SCHEDULE MUST BE SUBMITTED FOR EACH DELIVERY POINT

Name of bidder…...... Bid number GPAA 02/2018
Closing Time 11:00am on Monday, 5 March 2018

OFFER TO BE VALID FOR120DAYS FROM THE CLOSING DATE OF BID.