RFQ: 11/2013
REQUEST FOR PROPOSAL TO REVIEW PERFORMANCE MANAGEMENT PROCESS AND SYSTEMS
CLOSING DATE: 28 MARCH 2013 / CLOSING TIME: 12:00NAME OF BIDDER* / …………………………………………………………………………………
ADDRESS* / ………………………………………………………………………………….
………………………………………………………………………………….
………………………………………………………......
………………………………………………………......
TEL NUMBER* / …………………………………………………………………………………
FAX NUMBER* / …………………………………………………………………………………
TOTAL QUOTATION AMOUNT, INCL VAT
(*TO BE COMPLETED BY BIDDER) / …………………………………………......
SECTION 1.1: REQUEST FOR QUOTATION
REQUEST FOR QUOTATION TO REVIEW PERFORMANCE MANAGEMENT PROCESS AND SYSTEMS
Quotations are hereby invited to review performance management process and systems
RFQ must be submitted on the original documents and shall remain valid for 30 days after the closing date of the quotation. Enquiries pertaining to the TOR can be address to Mlamli Zenzile at telephone (042) 288 7283 or
RFQ documents can be obtained at Koukamma Municipality, Supply Chain Management offices at 5 Keet Street, Kareedouw or alternatively contact Siyamthanda Dyubere at (042) 288 7257 to receive the document electronically.
Fully completed RFQ documents must be placed in a sealed envelope and placed in the tender box next to the security at the main entrance of Koukamma Municipality, 5 Keet Street, and Kareedouw by not later than 12:00 on Thursday, 28 March 2013. The envelopes must be endorsed clearly with the number, title and closing date of the tender as above. Or alternatively documents can be faxed to 086 292 4958 or emailed to
The RFQ will be evaluated on the 80/20 Preference Points system as prescribed by the Preferential Procurement Regulations, 2011.
NB. No RFQ will be considered from persons in the service of the state.
The RFQ will only be awarded to a bidder who has a good track record in this field.
Bidders who failed to submit a Tax Clearance Certificate or complete MBD 4,8 and 9 will be disqualified
The tender box will be emptied just after 12:00 on the closing date, hereafter all RFQ will be opened in public. Late RFQ or proposals submitted by e-mail or fax will under no circumstances be accepted.
The Municipality reserves the right to withdraw any request for quotation and/or to re-advertise or to reject any quotations or to accept a part of it. The Municipality does not bind itself to accepting the lowest quotation or approve a quotation to the bidder scoring the highest number of points.
S NKUHLU
MUNICIPAL MANAGER
SECTION 2.1: MBD1: BID FOR THE REQUIREMENTS OF THE MUNICIPALITY OF KOUKAMMA
RFP NO 11 OF 2013CLOSING DATE: 28 MARCH 2013 / CLOSING TIME: 12:00
DESCRIPTION: REQUEST FOR PROPOSAL TO REVIEW PERFORMANCE MANAGEMENT PROCESS AND SYSTEMS
Proposal documents, placed in a sealed envelope and clearly marked with the RFP number on the outside, must be deposited in the tender box situated:
Next to the security at the Main entrance of Koukamma Municipality, 5 Keet Street Kareedouw, 6400
Please note:
· Bidders must ensure that quotes are delivered timeously to the correct address, emailed or faxed.
If the quotation is late, it will not be accepted for consideration.
· All quotations must be submitted on the official forms. Forms may not be retyped.
THE FOLLOWING PARTICULARS MUST BE FURNISHED. FAILURE TO DO SO MAY RESULT IN YOUR BID BEING NOT BEING ACCEPTED.NAME OF BIDDER …………………………………………………………………………………………………………………
POSTAL ADDRESS……………………………………………………………………………………………………………….
STREET ADDRESS…………………………………………………………………………………………………………………
TELEPHONE NUMBER
CODE……………NUMBER……………………………………………………………………………………………………….
CELLPHONE NUMBER……………………………………………………………………………………………………………
FACSIMILE NUMBER
CODE …………. NUMBER…………………………………………………………………………………
E-MAIL ADDRESS…………………………………………………………………………………………………………………..
VAT REGISTRATION NUMBER…………………………………………………………………………………………………
HAS AN ORIGINAL AND VALID TAX CLEARANCE CERTIFICATE BEEN ATTACHED? YES/NO
HAS A VALID ORIGINAL OR A VALID CERTIFIED COPY OF A B-BBEE STATUS LEVEL VERIFICATION CERTIFICATE BEEN SUBMITTED? (MBD 6.1) YES/NO
IF YES, WHO WAS THE CERTIFICATE ISSUED BY?
AN ACCOUNTING OFFICER AS CONTEMPLATED IN THE CLOSE CORPORATION ACT (CCA) □
A VERIFICATION AGENCY ACCREDITED BY THE SOUITH AFRICAN NATIONAL
ACCREDITATION SYSTEM (SANAS) □
A REGISTERED AUDITOR □
(Tick applicable box)
MUNICIPAL RATES ACCOUNT YES/NO
( THE QUOTATION WON’T BE AWARDED TO A BIDDER WHO WHO’S RATES ARE NOT IN ORDER OR HAS MADE ARRANGEMENTS WITH THE MUNICIPALITY IN ADVANCE ON HOW TO PAY MONIES DUE TO KOUKAMMA MUNICIPALITY)
(A B-BBEE STATUS LEVEL VERIFICATION CERTIFICATE 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)
SIGNATURE OF BIDDER ……………………………………………………………………………………………………..
DATE………………………………………………………………………………………………………………..
CAPACITY UNDER WHICH THIS BID IS SIGNED ……………………………………………………………………………
TOTAL BID PRICE……………………………………
TOTAL NUMBER OF ITEMS OFFERED …………………………………
TERMS OF REFERENCE TO REVIEW PERFORMANCE MANAGEMENT PROCESS AND SYSTEMS
The Municipality is looking for a suitable consulting firm in the field of Performance management to conduct a performance review.
1. To align the existing performance management system (PMS with the planning and Performance Management Regulations (2001).
2. To align the existing Performance Management Regulations (2006).
3. To ensure that Performance Management System is congruent with terms of the Performance Agreements.
4. Review Performance Agreement to incorporate the following:
4.1 Variance reporting
4.2 Remedial Action reporting format
4.3 Consequence Management
5. Review and adjust performance reporting template to incorporate the following:
5.1 Variance reporting
5.2 Remedial Action Reporting format
5.3 Consequence Management
6. Devise a method of calculation for the following:
6.1 Core Competency Requirements
6.2 Core Occupational Competencies
6.3 Core Managerial Requirements
6.4 Key Performance Areas
6.5 Key Performance Indicators
7. A calculation method for performance bonus
7.1 Include a calculation method into reviewed performance agreements.
8. Design a percentage allocation of CCR’s for each section 56 managers.
9. Ensure that the following Performance Management tools are aligned:
9.1 Service Delivery Budget Implementation Plan
9.2 Performance reporting template
9.3 Performance Management System
9.4 Performance Agreement
EVALUATION CRITERIA FOR FUNCTIONALITY
The below criteria will be used to evaluate bidders on functionality. It is imperative for bidders to submit their company profiles and in addition document proof on experience, expertise and methodology for each of the above mentioned competency tendered on.
Functionality will be evaluated through the following:
VALUES: 1=POOR, 2 = AVERAGE, 3 = GOOD, 4= VERY GOOG, 5= EXCELLENT
CRITERIA / WEIGHTING1. / Experience: performance management projects conducted by Company (attach Certificates) / 30
2. / Capacity: Proven track record on completed project of this nature (provide evidence with contactable reference) / 30
3. / Methodology / 40
GRAND TOTAL / 100
Formula: Proposal under consideration x Percentage allocated
Maximum possible score for functionality /
Bids that do not meet a minimum of 70% for each competency tendered for based on the functionality criteria listed above will not be considered further. Only bidders that satisfied the minimum qualification score of 70 out of 100 will be evaluated further on price and BBBEE. Bidders are required to submit comprehensive company profile that substantiates their experience, capacity and methodology.
1