Contents Page
REQUEST FOR QUOTE
PROFESSIONAL SERVICES
BID DETAILS
BID NUMBER: / AS/2016/RFQ/030/ Organisational realignment including organisational structure design.CLOSE / Date: / 13 September 2016
Time: / 11:00
DESCRIPTION: / The appointment of a service provider to realign the organization including design of the Agriseta’S organizational structure
BRIEFING SESSION: / Yes / No / X
See division 1 on Special Conditions of Bid and Contract that the respondent needs to take note of.
Bidder details
(Use this as a cover page for response document and envelope)
Company Name:Completed by:
Email:
Telephone:
Mobile number:
Date:
Mark with X / ORIGINAL / COPY
Please indicated whether it is the original or copy, tick the applicable block
ORIGINAL / COPYProcurement process administered by AgriSETA.
Bid No: / AS/2016/RFQ/030/Designing Organisational Structure / AgriSETA Bid DocumentGlossary
GLOSSARY
AgriSETA / Agricultural Sector Education and Training AuthorityAward / Conclusion of the procurement process and final notification to the effect to the successful bidder
B-BBEE / Broad-based Black Economic Empowerment in terms of the Broad-based Black Economic Empowerment Act, 2003 (Act No. 53 of 2003) and the Codes of Good Practice issued there under by the Department of Trade and Industry
Bid / Written offer in a prescribed or stipulated form in response to an invitation by AgriSETA for the provision of goods, works or services
Contractor / Organisation with whom AgriSETA will conclude a contract and potential service level agreement subsequent to the final award of the contract based on this Request for Bid
Core Team / The core team are those members who fill the non-administrative positions against which the experience will be measured.
dti / Department of Trade and Industry
GCC / General Conditions of Contract
IP / Intellectual Property
NIPP / National Industrial Participation Programme
Original Bid / Original document signed in ink, or
Copy of original document signed in ink, or
Submitted Facsimile of original document signed in ink
Originally certified / To 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
Page 18
Bid No: / AS/2016/RFQ/030/Designing Organisational structure / AgriSETA Bid Document
SECTION A
DOCUMENTS IN THIS BID DOCUMENT PACK
Respondents are to ensure that they have received all pages (pp 41) of this document, which consist of the following sections:
SECTION ANote: Documents in this section are for information to/instruction of respondents and must not be returned with bids.
r Section A Part 1: Bid Submission Conditions and Instructions:
r Section A Part 2: Terms of Reference
r Section A Part 3: Evaluation Process/Criteria
r Section A Part 4: Contract Form (Rendering of Services) (Parts 1 & 2)/Letter of Acceptance/Formal Contract
(The pro forma contract is only included for respondents to take note of the contents of the contract that will be entered into with the successful contractor)
SECTION B
Note: Documents in this section must be completed and returned with bids. Bidders are encouraged to set out their proposal in the following format:
SECTION B: / DETAILS / Tick by bidder
Part 1 / Special Conditions of Bid and Contract
Part 2 / Invitation to Bid
Part 3 / Tax Clearance Certificate (The tax clearance certificate requirements page must not be returned with bids, an original, valid Tax Clearance Certificate must be submitted with the bid)
Part 4 / Declaration of Interest
Part 5 / Declaration of Bidders Past SCM Practices
Part 6 / Certificate of Independent Bid Determination
Part 7 / Preference Points Claim form in terms of the Preferential Procurement Regulations 2011
Part 8 / CV Template
Part 9 / Pricing Schedule
Part 10 / An original/certified copy of a valid B-BBEE Certificate
Part 11 / A valid copy of Business (company) registration and company incorporation certificate must be submitted.
Part 12 / Valid proof of designing organisational structures
Part 13 / Project Plan & List of references
Part 14 / Proof of Registration on the Central Database
SECTION A
Page 18Bid No: / AS/2016/RFQ/030/Designing Orgnisational Structure / AgriSETA Bid Document
Section A: Part 1: Bid submission conditions and instructions
BID SUBMISSION CONDITIONS AND INSTRUCTIONS
CONDITIONS AND INSTRUCTIONSTHAT BIDDERS NEED TO TAKE NOTE OF
1 SUBMITTING BIDS
1.1 One (1) original plus two (2) hard) of the RFQ documents, i.e. Three documents be handed in/delivered to:
The Supply Chain Unit
AgriSETA
AgriSETA House
529 Belvedere Street
Arcadia
1.2 NB: Respondents must indicate on the cover of each document whether it is the original or a copy.
1.3 Bids should be submitted in a sealed envelope, marked with:
r Quote number (AS/2016/RFQ/030/ Organisation realignment including designing Organisational Structure
r Closing date and time 09 September 2016 @11:00
r The name and address of the respondent.
1.4 Documents submitted on time by respondents shall not be returned.
2 CLARIFICATIONS/QUERIES
1
2
2.1 Any clarification required by a bidder regarding the meaning or interpretation of the Terms of Reference, or any other aspect concerning the quote, is to be requested in writing (letter, facsimile or e-mail) from Ms Dineo Dhlongolo by not later than 6 September 2016 at 11:00. A reply will be forwarded within two (2) working days. The quote number should be mentioned in all correspondence. Telephonic requests for clarification will not be accepted. The clarifying information will be made available to all respondents and will be placed on our website.
3 LATE SUBMISSIONS
3.1 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 received late shall be returned unopened to the respondent. Respondents 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.
3.2 Bids sent to the AgriSETA via normal post or any other mechanism shall be deemed to be received at the date and time of arrival at the AgriSETA premises (tender/bid box or reception). Bids received at the physical address after the closing date and time of the quotation, shall therefore be deemed to be received late.
3.3 Bidders should, in preparing their quotes, plan for delays related to the load shedding of electricity by ESKOM in order to submit bids on time. No late bids due to load shedding will be considered.
4 DIRECTIONS TO AGRISETA OFFICES FOR DELIVERY OF BIDS
4.1 Physical Address
The Supply Chain Unit
AgriSETA
AgriSETA House
529 Belvedere Street
Arcadia
0084
DIRECTIONS TO AGRISETA
Page 18
Bid No: / AS/2016/RFQ/030/Designing Organisational Structure / AgriSETA Bid Document
Section A : Part 2: Terms of Reference
TERMS OF REFERENCE (TOR)
1. BACKGROUND TO AgriSETA
The Agricultural Sector Education and Training Authority (AgriSETA) is a statutory body established through the Skills Development Act of 1998 to enable its stakeholders to advance the skills levels in the sector in accordance to government’s growth initiatives. Additional information can be obtained from the following website: www.agriseta.co.za
The Service provider must design an effective organisation design considers five interrelated components : Leadership, Decision making and structure, People, Work Processes and Culture. The flow of information is essential to an organisation’s success. The structure should be designed to ensure that individuals and departments that need to coordinate their efforts have lines of communication that are built into the structure.
The AgriSETA requires the provider to assist in the realignment of a Functional Model Organogram, organised around key functions and departments as follows :
Phase 1
· Conduct Analysis and Assessment of the current organisation and current structure in consultation with HR
· Aligning the positions to the structure in line with the organisations strategy and objectives.
· Aligning departmental groupings and reporting lines
· Design the final an Organisational Structure.
Phase 2.
Workshop to Senior Managers on the final Organisational design structure and delegation of Authority on the structure.
Page 18Bid No: / AS/2016/RFQ/030/Designing Organisational Structure / AgriSETA Bid Document
Section A : Part 3: Evaluation Process
ALL RESPONDENTS MUST TAKE NOTE OF THE EVALUATION PROCESS THAT WILL BE FOLLOWED
1 EVALUATION PROCESS AND CRITERIA
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 bid requirements and conditions. Bids with obvious deviations from the requirements/conditions will be eliminated from further consideration.
1.2 DETERMINATION OF SCORE FOR FUNCTIONALITY
1.2.1 The functionality calculation will be done based on the defined criteria and weighting thereof as stated below:
CRITERIA / MAXIMUM TO BE AWARDED /Functionality / 100
r Experience of prospective provider
Previous experience in conducting Organisational Design or re design and similar interventions including references / 30
r Technical approach
§ Summary of Approach
§ Roll out plan / 20
20
r Capability of staff to be used
§ Demonstrated HR experience and capability of the staff to be used for the specific project (CV’s of project team must be included) / 30
TOTAL SCORE FOR PRICE AND FUNCTIONALITY / 80
2. Preference points
r B-BBBE status level of contributor / 20
Subtotal (maximum) / 20
1.2.2 The score for functionality should be calculated as follows:
r 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.
r 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 respondent for functionality.
1.2.3 If a bidder fails to score a minimum of 70% out of 100% for functionality, his bid will be disregarded from further consideration.
1.3 CALCULATION OF POINTS FOR PRICE
1.3.1 If appropriate, implied contract price adjustments will be made to the cost proposals of all remaining bids.
1.3.2 The lowest acceptable quote/proposal (adjusted or not), will obtain the maximum score allocated for price, taking into consideration the relative competitiveness of the proposed price. The other quotations/proposals with higher prices (adjusted or not), will proportionately obtain lower scores.
1.3.3 The price points scored out of 80 shall be calculated according to the following formula:
r The 80/20 preference point system (up to R1 million budget)
where
Ps = points scored for price of the quote/proposal under consideration
Pt = rand value of quote under consideration
Pmin = Rand value of lowest acceptable quote
1.4 COMBINING PRICE AND B –BBEE STATUS LEVEL POINTS
1.4.1 All remaining quotations will be evaluated as follows:
1.4.2 80 Marks will be awarded for price and 20 marks will be awarded for the B-BBEE status level certificate submitted. If no certificate is submitted, zero (0) points will be awarded. B-BBEE points will be awarded as follows:
B-BBEE Status Level of Contributor / Number of Points1 / 20
2 / 18
3 / 16
4 / 12
5 / 8
6 / 6
7 / 4
8 / 2
Non-compliant contributor / 0
1.4.3 EMEs are deemed to have a B-BBEE status level four (4) contributor, in instances where EMEs are more that 50% black owned, such enterprise qualify for promotion to a B-BBEE status level three (3) contributor and points will be awarded accordingly.
1.5 ADJUDICATION OF BID
1.5.1 The relevant award structure will consider the recommendations and make the final award. The successful respondent will usually be the service provider scoring the highest number of points or it may be a lower scoring quote on justifiable grounds or no award at all.
Page 18Bid No: / AS/2016/RFQ/030/Designing Organisational Structure / AgriSETA Bid Document
Section A : Part 4: Contract Form
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 AgriSETA in accordance with the requirements and task directives/proposals specifications stipulated in Bid Number ……………………………….. 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
r Invitation to bid
r Tax clearance certificate
r Pricing schedule(s)
r Filled in terms of reference/task directive/proposal
r B-BBEE certificates in terms of the Preferential Procurement Regulations, 2001
r Declaration of interest
r Declaration of bidder’s past SCM practices
r 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.