REQUEST FOR QUOTATION
PROFESSIONAL SERVICES
QUOTATION DETAILS
QUOTATION NUMBER: / AGRI/0809/ASSESSMENT/CON007CLOSE / Date: / 8 August 2008
Time: / 11:00
DESCRIPTION: / The appointment one or more suitable providers to assist AgriSETA to evaluate the registration application for Assessors and Moderators who wishes to register with the AgriSETA and to moderate learner achievements for the period 1 September 2008 to 31 March 2010
BRIEFING SESSION: / Yes / No / X
See division 1 on Special Conditions of Quotation and Contract that the respondent needs to take note of.
DETAILS OF RESPONDENT
Organisation/individual:Contact person:
Date:
Email address:
Telephone Number:
Cellular Number:
Fax Number:
Procurement process administered by Deloitte.
Quotation No: / AGRI/0809/ASSESSMENT/CON007 / AgriSETA Quotation DocumentContent Page
DOCUMENTS IN THIS QUOTATION DOCUMENT PACK
Respondents are to ensure that they have received all pages of this document, which consist of the following sections:
SECTION 1Note: Documents in this section are for information to/instruction of respondents and must not be returned with quotations.
r Background
r Special Conditions of Bid and Contract: Division 1
r General Conditions of Contract (Available on the AgriSeta website at www.org.za)
r Terms of Reference
r Evaluation Process/Criteria
r 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 2
Note: Documents in this section must be completed and returned or supplied with quotations.
r Special Conditions of Quotation and Contract: Division 2 – Special conditions that the respondent needs to accept
r Tax Clearance Certificate (The tax clearance certificate requirements page must not be returned with quotations)
r Declaration of Interest
r Declaration of bidder’s past SCM practices
r Preference Points Claim Form in terms of the Preferential Procurement Regulations 2001 (Purchases)
r Preference Points Claim Form in terms of the Preferential Procurement Regulations 2001 (Promotion of Small Enterprises)
SECTION 3
Note: Documents in this section must be completed and returned or supplied with quotations.
r Invitation to Quote
r Compulsory CV template
r Pricing Schedule (Professional Services)
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Quotation No: / AGRI/0809/ASSESSMENT/CON007 / AgriSETA Quotation Document
SECTION 1
SECTION 1
Draft 1 / 28 February 2008Page 12
Quotation No: / AGRI/0809/ASSESSMENT/CON007 / AgriSETA Quotation Document
SECTION 1: Background
BACKGROUND
AgriSETA covers all the economic sub sectors previously demarcated to PAETA (Primary Agriculture) and SETASA (Secondary Agriculture). As the list of sub sectors is identified by their SIC codes, is quite extensive, the following is a broad summary:· All types of farming such as horticulture, animal husbandary, game, fish, crop and mixed farms
· Slaughtering and handling of meant and livestock products – red meat and poultry (including egg production)
· Processing of fibre, tea & coffee, macadamia nuts and tobacco
· Packing, drying, liquefying, exporting and importing fruit
· Milling, manufacture, storage and handling of sugar and grain products and starch
· Animal feeds and pet foods
· Sales and distribution of agricultural raw materials and other farming inputs and requisites
· Agricultural research
· Pest Control
· Seed production and marketing
The Minister of Labour, after consultation with the National Skills Development Authority, has under section 9(1) of the Skills Development Act, 1998 (Act No. 97 of 1998) read with Government Notice No. R.1082 of 7 September 1999 as amended, established the Sector Education and Training Authorities (SETAs) as indicated in the Schedule 1 from 01 July 2005 to 31 March 2010 with a jurisdiction as indicated in schedule 2 of Government Notice No. R.656. The functions of AgriSeta are inter alia to:
· develop a sector skills plan within the framework of the national skills development strategy;
· implement its sector skills plan by establishing learnerships, approving workplace skills plans, allocating grants as well as monitoring education training in the sector;
· promote learnerships by identifying workplaces for practical work experience, supporting the development of learning materials, improving the facilitation of learning and assisting in the conclusion of learnership agreements;
· register learnership agreements;
· obtain accreditation from the South African Qualifications Authority;
· collect and disburse the skills development levies in its sector;
· liaise with the National Skills Authority on the national skills development policy, the national skills development strategy as well as its sector skills plan;
· report to the Director-General of Labour on its income and expenditure as well as the implementation of it sector skills plan;
· liaise with the employment services of the Department of Labour and any education body established under any law regulating education in the Republic of South Africa to improve information about employment opportunities and information between education training providers and the labour market;
· appoint staff necessary for the performance of its functions; and
· perform any other duties imposed by the Skills Development Act and the Skills Development Levies Act or consistent with the purposes thereof.
All the quotations by AgriSETA are intended to promote the objectives of AgriSETA.
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Quotation No: / AGRI/0809/ASSESSMENT/CON007 / AgriSETA Quotation Document
SECTION 1: Special Conditions of Bid and Contract:: Division 1
SPECIAL CONDITIONS OF QUOTATION AND CONTRACT
PORTION 1: SPECIAL CONDITIONS THAT THE RESPONDENT NEEDS 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 No briefing session will be held.
3 CLARIFICATIONS/ QUERIES
3.1 Any clarification required by a respondent regarding the meaning or interpretation of the Terms of Reference, or any other aspect concerning the quotation, is to be requested in writing (letter, facsimile or e-mail) from Lizette du Toit by not later than 31 July 2008. A reply will be forwarded within three (3) working days. All questions and answers will be published on the AgriSETA website and e-mails to all prospective respondents after the above date. The quotation number should be mentioned in all correspondence. Telephonic requests for clarification will not be accepted. If appropriate, the clarifying information will be made available to all respondents by e-mail only.
4 SUBMITTING QUOTATIONS
4.1 One (1) original plus three (3) hard copies of the bid, i.e. four documents be handed in/delivered to:
The Procurement Manager
Deloitte
Deloitte Brooklyn House
Reception (bid box is here)
315 Veale Street
Brooklyn
Pretoria
4.2 NB: Respondents are to indicate on the cover of each document whether it is the original or a copy.
4.3 Quotations should be submitted in a sealed envelope, marked with:
r Quotation number (AGRI/0809/ASSESSMENT/CON007)
r Closing date and time (8 August 2008 @ 11:00)
r The name and address of the respondent.
4.4 Documents submitted on time by respondents shall not be returned.
5 LATE SUBMISSIONS
5.1 Quotations received late shall not be considered. A quotation will be considered late if it arrived only one second after 11:00 or any time thereafter. The tender (bid) box shall be locked at exactly 11:00 and quotations arriving late will not be considered under any circumstances. Quotations received late shall be returned unopened to the respondent. Respondents are therefore strongly advised to ensure that quotations be despatched allowing enough time for any unforeseen events that may delay the delivery of the quotation.
5.2 Quotations 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). Quotations received at the physical address after the closing date and time of the quotation, shall therefore be deemed to be received late.
5.3 Bidders should, in preparing their bids, 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.
6 DIRECTIONS TO DELOITTE OFFICES FOR DELIVERY OF QUOTATIONS
6.1 Physical Address
The Procurement Manager
Deloitte
Deloitte Brooklyn House
Reception (bid box is here)
315 Veale Street
Brooklyn
Pretoria
7 NEGOTIATION
7.1 The AgriSETA and Deloitte have the right to enter into negotiation with a prospective contractor regarding any terms and conditions, including price(s), of a proposed contract.
7.2 The AgriSETA shall not be obliged to accept the lowest of any quotation, offer or proposal.
7.3 All respondents will be informed whether they have been successful or not. A contract will only be deemed to be concluded when reduced to writing in a letter of acceptance/formal contract signed by the designated responsible person of both parties. The designated responsible person of the AgriSETA is Mr Machiel van Niekerk or his written authorised delegate.
8 REASONS FOR REJECTION
8.1 The AgriSETA shall reject a proposal for the award of a contract if the recommended respondent has committed a proven corrupt or fraudulent act in competing for the particular contract.
8.2 The AgriSETA may disregard the quotation of any respondent if that respondent, or any of its directors:
8.2.1 Have abused the SCM system of the AgriSETA.
8.2.2 Have committed proven fraud or any other improper conduct in relation to such system.
8.2.3 Have failed to perform on any previous contract and the proof exists.
8.3 Such actions shall be communicated to the National Treasury.
9 PAYMENTS
9.1 AgriSETA 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 AgriSETA to the Contractor.
9.1.1 The Contractor shall from time to time during the currency of the contract, invoice the AgriSETA for the services rendered.
9.1.2 The invoice must be accompanied by supporting source document(s) containing detailed information, as AgriSETA may reasonably require, for the purposes of establishing the specific nature, extent and quality of the services which were undertaken by the Contractor.
9.1.3 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 AgriSETA.
9.1.4 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. Money will only be transferred into a South African bank account. (Banking details must be submitted as soon as the bid is awarded).
9.2 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.
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Quotation No: / AGRI/0809/ASSESSMENT/CON007 / AgriSETA Quotation Document
SECTION 1: General Conditions of Contract
GENERAL CONDITIONS OF CONTRACT
1 The General Conditions of Contract are available on the AgriSETA Website or on request.
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Quotation No: / AGRI/0809/ASSESSMENT/CON007 / AgriSETA Quotation Document
SECTION 1: Terms of Reference
TERMS OF REFERENCE (TOR)
1 Background to the project
The AgriSETA has identified the need to appoint one or more suitable providers to assist AgriSETA to evaluate the registration applications for Assessors, moderators and to moderate learner achievements. This is to ensure that the Agricultural sector skills development goals in the sector are achieved on the required standard.
2 Objectives
The appointed, accredited provider must assist AgriSETA in:
2.1 the evaluation of the registration application for Assessors and
2.2 to moderate learner achievements.
3 Roles and objectives
3.1 The AgriSETA will be responsible for:
3.1.1 Providing the registration forms to the provider for assessment
3.1.2 Registration of the Assessors onto MIS database
3.1.3 Provide learners’ portfolios to the provider, to enable the provider to moderate the learner achievements
3.2 The provider will be responsible for:
3.2.1 Evaluation of the registration application for Assessors and moderators.
3.2.2 Verifying of the background of the applicant against the qualification he is applying for by using the tools as provided by the AgriSETA.
3.2.3 The list of qualifications against which the assessors will be applying are available on the AgriSETA website: www.agriseta.co.za
3.2.4 Judging the application and make an recommendation to AgriSETA regarding the application
3.2.5 Approximately 50 applications for registration as assessors/moderators are expected to be processed quarterly.
3.2.6 Moderating the learner achievements against the required unit standard outcomes as submitted by the provider in the form of portfolios.
3.2.7 Provide a moderating report to AgriSETA regarding the learner achievements.
4 Competency and expertise required
4.1 The following minimum requirements will apply to the successful provider and the AgriSETA reserves the right to eliminate bids from further evaluation should it not comply with the minimum requirements:
4.1.1 The successful provider/s must be registered as moderator/s with the relevant body. Proof of registration has to be submitted with the submission.
4.1.2 The successful provider must have previous relevant experience and qualifications as per the list of qualifications listed in the agricultural sector.
4.1.3 The successful provider must also be able to demonstrate:
4.1.4 Previous experience in conducting similar evaluation and assessments in:
4.1.4.1 Applications for registration as Assessors
4.1.4.2 Moderation of learners’ portfolios
4.1.4.3 Reporting on learners achievements.
4.1.5 A thorough understanding of the scarce and critical skills required in the agricultural sector.
5 Contract period
5.1 The contract should start mid to end September and will continue up to 31 March 2010
Note:
It will be preferred if the provider/s is/are located within a -+ 120 km radius of Pretoria.
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Quotation No: / AGRI/0809/ASSESSMENT/CON007 / AgriSETA Quotation Document
SECTION 1: Evaluation Process/Criteria
ALL RESPONDENTS MUST TAKE NOTE OF THE EVALUATION PROCESS THAT WILL BE FOLLOWED