Invitation to Submit Proposals (Sbd 1)

INVITATION TO SUBMIT PROPOSALS (SBD 1)

YOU ARE HEREBY INVITED TO SUBMIT A FUNDING PROPOSAL FOR THE FOLLOWING SPECIFIED SUPPLY REQUIREMENTS
BID NUMBER: / NRF/SAASTA 12/2013-14 / CLOSING DATE: / 6 September 2013 / CLOSING TIME / 11:00
(11am)
TO APPOINT A NUMBER OF SERVICE PROVIDERS FROM
·  HIGHER EDUCATION INSTITUTIONS (HEIs) and
·  NRF Facilities
TO OFFER A SERIES OF ACTIVITIES TO UNDERGRADUATE STUDENTS IN PHYSICS
Bidders are required to fill in and sign the written offer form (SBD7 Contract Form – Part 1) in this Invitation

ELECTRONIC APPLICATION DOCUMENTS ARE TO BE EMAILED TO THE FOLLOWING SECURED EMAIL ADDRESS:

TENDER+

Applicants should timeously deliver their applications to the correct email address. If the application is received late at the email address, it is not considered.

ALL APPLICATIONS MUST BE SUBMITTED ON THE OFFICIAL FORMS IN THIS INVITATION – (NOT TO BE RE-TYPED)

THIS APPLICATION IS SUBJECT TO THE PREFERENTIAL PROCUREMENT POLICY FRAMEWORK ACT AND THE PREFERENTIAL PROCUREMENT REGULATIONS, 2011, THE GENERAL CONDITIONS OF CONTRACT AND SPECIAL CONDITIONS OF CONTRACT AS STIPULATED IN THIS INVITATION.

THE FOLLOWING PARTICULARS MUST BE FURNISHED AS LEAD PAGE OF THE BID RESPONSE
BID NUMBER: / NRF/SAASTA 12/2013-14 / CLOSING DATE: / 6 September 2013 / CLOSING TIME / 11:00
NAME OF BIDDER
REPRESENTED BY
POSTAL ADDRESS
PHYSICAL ADDRESS
TELEPHONE NUMBER / CODE / NUMBER
CELL PHONE NUMBER / CODE / NUMBER
FACSIMILE NUMBER / CODE / NUMBER
E-MAIL ADDRESS
VAT REGISTRATION NUMBER (if applicable)
HAS AN ORIGINAL AND VALID TAX CLEARANCE CERTIFICATE OR A LETTER FROM SARS THAT THE TAX AFFAIRS ARE IN ORDER BEEN SUBMITTED? / YES or NO
HAS A PREFERENCE CLAIM FORM BEEN SUBMITTED? (SBD 6.1) / YES or NO
(A B-BBEE STATUS LEVEL VERIFICATION CERTIFICATE MUST SUPPORT PREFERENCE POINTS CLAIMED
SMALL ORGANISATIONS WHOSE TURNOVER IS LESS THAN R 5 MILLION AUTOMATICALLY OBTAINS A LEVEL 4, AND WHERE ITS SHAREHOLDING IS 50% OR MORE LEVEL 3, ON SUBMISSION OF A LETTER FROM THEIR ACCOUNTANTS OR AUDITORS).
IF YES, WHO WAS THE B-BBEE CERTIFICATE ISSUED BY
AN ACCOUNTING OFFICER AS CONTEMPLATED IN THE CLOSE CORPORATION ACT (CCA) /
A VERIFICATION AGENCY ACCREDITED BY THE SOUTH AFRICAN ACCREDITATION SYSTEM (SANAS); OR /
A REGISTERED AUDITOR /
[Tick Applicable Box]
ARE YOU THE ACCREDITED REPRESENTATIVE IN SOUTH AFRICA FOR THE GOODS/SERVICES/WORKS OFFERED? / YES or NO
IF YES ENCLOSE PROOF
SIGNATURE OF APPLICANT
NAME of APPLICANT
DATE
CAPACITY UNDER WHICH THIS BID IS SIGNED
ANY ENQUIRIES REGARDING THE BIDDING PROCEDURE DIRECTED TO:
Contact Person: / Rose Mahlaule
SCM Coordinator
Tel: / +27 (0)12392 9300
Email: /
ANY ENQUIRIES REGARDING TECHNICAL INFORMATION DIRECTED TO:
Contact Person: / Mrs Erna Taljaard, Project Coordinator
Tel: / (012) 392 9300 or Fax (012) 320 7803
Email: /
Contact Person: / Mrs Christina Baatjies, project officer
Tel: / (012) 392 9300
Email: /
BID RESPONSE SUBMISSION FORMAT / CHECKLIST
PROPOSAL INDEX
Lead Page (page 2 of the Invitation) completed and signed / Yes/ No
Proposal – The completed specification schedule where stipulated / Yes/ No
Proposal – Quotation Schedules completed on the Price Template
The cost schedules clearly stipulate costs by type and breakdown together with all the relevant assumptions and information as outlined in this section of the bid invitation
Signed Preference claim form (SBD 6.1) / Yes/ No
Bidder Due Diligence:
Signed Declaration of Bidder’s Past Supply Chain Management Practices.(SBD 8)
Signed confirmation that no National Treasury restrictions (both restricted supplier and tender defaulter on the National Treasury Website www.treasury.gov.za) exist on the bidder or on the bidder’s shareholders and management.
Signed Declaration of Interest (SBD 4)
Signed Competitive bidding declaration (SBD 9) / Yes/ No
Written Offer - Contract Form – Standard Bidding Document 7 Part 1. / Yes/ No
SUPPLIER ACCREDITATION
Applicants are encouraged to be registered as service providers with the NRF\SAASTA. Supplier registration forms can be requested or downloaded from www.nrf.ac.za\bids \call for bids through clicking on the “bid documents” link.
An up to date and original tax clearance certificate issued by SARS for the current year / Yes/ No
Certified copies of certificate of incorporation (as per entity type) / Yes/ No
B-BEE transformation level certificate for the current year / Yes/ No

Page 4 of 37

1.  Background to the National Research Foundation

The National Research Foundation (“NRF”) is a juristic person established in terms of section 2 of the National Research Foundation Act, Act 23 of 1998. The NRF supports and promotes research and human capital development through funding, the provision of National Research Facilities and science outreach platforms and programs to the broader community in all fields of science and technology, including natural science , engineering, social science and humanities.

2.  Background to the South African Agency for Science and Technology

The South African Agency for Science and Technology (SAASTA) is business unit of the National Research Foundation (NRF) with the mandate to advance public awareness, appreciation and engagement of science, engineering and technology (SET) in South Africa.

3.  Background to the Undergraduate Support Programme

The rapid advancement in Computer Science and Information Technology has brought the added need and challenge for qualified personnel such as engineers, technicians, physicist , scientists, radiological technicians and other related professionals in order to cope with and address the needs of every nation, in particular South Africa. It is thus fitting that the school education system and the Higher Education Sector should be in a position to prepare our youth, especially in scientific and technological fields.

South Africa’s Human Resource in Science, Engineering and Technology (SET) is facing a great challenge. Among others, the following are some of the major challenges:

·  Shortage of Human Resources skills in Science, Engineering and Technology to service a population of over 48 million citizens,

·  A Human Resource in Science, Engineering and Technology which is not adequately renewed (currently about 50% of scientific output is due to scientists over the age of 50.)

·  There are only very few females professionals in SET fields. Thus lack of appropriate female role models that the female learner can emulate.

·  A skewed distribution of skills in SET careers along racial lines. While Africans constitute approximately 80% of the country’s population, their out-put in terms of skills in SET careers is alarmingly low,

·  High drop-out rates at Higher Education Institutions.

The remedy for this state of affairs depends on:

·  Increasing the number of undergraduate students, particularly the number of blacks and young women enrolled in Physics;

·  Exposing undergraduate students in Physics to career opportunities in Physics; through interacting with appropriate role models, visiting of science councils, research facilities and industries.

The Undergraduate Support Programme for undergraduate students is a programme initiated by SAASTA towards increasing the SET human capital in the country.

4.  Purpose of this Invitation/Call

The objective is to appoint a number of HEIs and NRF Facilities in any province to conduct activities to encourage 2nd, 3rd and 4th year students (including Honours students) to follow a career in Physics.

5.  Timelines

Closing date is Friday 6 September 2013 at 11am.

6.  Scope of Work

The aim of this project is informed by the objective of the Undergraduate Support Programme which is to create an awareness of SET careers amongst undergraduate science students and thus increase the SET work force.

6.1 Objectives

·  To expose undergraduate students to career opportunities in Physics through undertaking field trips to research facilities, science councils and industries which currently employ Physicists and other scientists;

·  Expose and promote interaction with appropriate role models, in particular Physicists; and

·  Identify and nurture talent towards SET careers, in particular a career in Physics.

6.2 TARGET AUDIENCE

This intervention will target the following groups:

·  Undergraduate students in their 2nd, 3rd and 4th year (including honours students) from Universities or Universities of Technology, who are enrolled for Physics.

·  A minimum of 30 students and 2 staff members must be involved in the activities. The maximum number of students will depend on the planned activities and corresponding budget.

7.  Detail Specifications and Quotation Template

7.1.  General

The South African Agency for Science and Technology Advancement (SAASTA) has earmarked an amount of funds to support projects and activities to be implemented by various Higher Education Institutions as well as NRF facilities around South Africa. SAASTA is hereby inviting you to submit a creative/innovative proposal for organizing field trips during 2013 up to January 2014 for undergraduate students in Physics to expose them to career opportunities in Physics.

Applicants are encouraged to organize multiple activities. These activities do not have to be on consecutive days.

Applicants could seek guidance from SAASTA on how they could go about putting together their proposals. (Refer to the project coordinator on page 3 of this document)

7.2.  General Submission Requirements

Price is fully inclusive of all costs; value added tax and other taxes.

Proposal price in South African currency, foreign exchange risk is for the account of the service provider.

Detailed proposal including detailed calculations must be submitted on the prescribed template in section 8.4 and only in ELECTRONIC FORMAT.

Any deviation from the framework must be approved by SAASTA in writing.

7.3.  Proposal Quotation Template (SBD 3)

Applicants are required to submit their proposal on the standard template set out below.

The SBD3 template allows for fair, transparent and efficient evaluation of proposals received.

Applicants are encouraged to be registered as service providers with the NRF\SAASTA on the database. Supplier registration forms can be requested or downloaded from www.nrf.ac.za\bids \call for bids through clicking on the “bid documents” link.

Activities to undergraduate students

Application and Submission of Proposal Form (SBD 3)

For SAASTA office use only

Project: / SAASTA Ref Number: / Closing Date:

Please complete all fields of this form, stating N/A (not applicable) where appropriate. Additional information is provided at the end of the document.

SECTION A: ORGANISATION PROFILE

A1. Organisations’ Background Information /
Name of Organization / Institution
Type of Organisation / Institution
(Example: Higher Education Institute. Science Council, etc)
Organisation’s Reference / Registration / VAT Number
Province where the Organisation / Institution is located
District Municipality where the Organisation / Institution is located
Physical Address for courier purposes
(Please complete if different from the Project Leader)
Postal Address of Organisation / Institution
Organizations’ Contact Details
(Please supply both landline and Cellular Number)
Organizations’ / Institution’s Fax Number
Organizations’ / Institution’s e-mail address
A2. General Project Administration Information /
Authorized Signatory for Organisation / Institution / Name / Position
Name and designation of Project Financial Administrator / Name / Position
Alternative Contact Person if Project Leader is Unable to Complete Obligations / Name / Position
A3. Organisation / Institution Banking Details /
Name of account holder
Type of account
Name of Bank
Branch
Bank Branch Code
Bank Account Number
A4. Organisation / Institution Business Profile /
Number of Employees
Organisation Management
(Example: CEO, Director, HOD, partners etc) / Name / Position
Nature of Core Business
Indicate Financial Controls in Place
Date of Last Audited Annual Financial Statement
Name and Address of Auditors
A5. Details of Project Leader /
Title and Surname
Full Names
Nationality
Identity Number
Current Position in the Organisation / Institution
Similar Projects Undertaken Previously
Contact Number (Landline and Cellular Phone)
Fax Number
E-mail Address
Physical Address
Highest Academic Qualifications
Summary of Relevant Experience
Brief Career History
Recent Publications
(Maximum 5 lines)

SECTION B: PROJECT DETAILS

B1. Project Overview

Briefly summarize your project in a reader-friendly manner, covering amongst others, the following headings:

1.1. Place where activities will take place (In-house or outreach) Please state location of in-house and outreach activities.

______

______

1.2. Target participants including projected numbers to be reached.

______

______

1.3. Mode or method to be used (e.g. role models, lab/site exposure, field trips, etc.)

______

1.4. How your project will address the objectives of the Undergraduate Support Programme. Your activities must address at least one of objectives below. (Maximum 1 Page)

Objective One – To expose undergraduate students to career opportunities in Physics through undertaking field trips to research facilities, science councils and industries which currently employ Physicists and other scientists;
______
______
______
______
______
Objective Two – To expose and promote interaction with appropriate role models, in particular Physicists
______
______
______
______
______
Objective Three – Identify and nurture talent towards SET careers, in particular a career in Physics ______
______
______
______
______

B2. Project Duration

Indicate when your activities will be conducted.

Project Duration
(No of Days) / Starting Day / Last Day / Project location
(Province/District Municipality/ Place name/ Sites)

B3. Project Implementation Plan

Use a table to present your work plan against which implementation of your project will be measured. Insert as many rows as you need.

Activity/Milestone / Target Date / Progress Indicator / Means of verification

B4. Project Activities

Describe each of your activities per the template below. This means that you have to duplicate the template for each of the activities you wish to host. Kindly do not use any other format.

Activity 1

Topic: ______

Detailed content: ______

______

______

______

Duration of the activity: (e.g. 30 minutes, 1 hour) ______

Target number: ______

Place where activity will be conducted: ______

Activity 2

Topic: ______

Detailed content: ______

______

______

______

Duration of the activity: (e.g. 30 minutes, 1 hour) ______

Target number: ______

Place where activity will be conducted: ______

Activity 3 etc. (please copy and paste the template above for each of your activities)

SECTION C: PROJECT BUDGET

Detailed budgets that include VAT must be submitted in the range as stipulated in the call depending on the capacity of the organization and intended reach of project. Please provide full details of all expected costs for the project (list separately under the main headings) as outlined in the table below and refer to footnote regarding capital equipment[1].