Provision of an online 360 degree evaluation of Leadership

Effectiveness and related services

Briefing Session 26 August 2013 14h00

RFP No RFP 14/2013

Closing Date 16 September 2013, 11h00

Procurement

Senior Manager: Professional Services

Commodity Leader: Professional Services

Finance Evaluator: Value Delivery Plan

BBBEE Specialist: Support Services

Operations Specialist: Governance, Compliance & Risk

Procurement Trainee

SARS – Leadership Development

Executive: Leadership Development

Specialist: Psychological Services & Assessment

Consultant: Psychological Services & Assessment

IT Security Infrastructure

Senior Specialist: Human Resources

HR Finance Support

Corporate Legal Services

Legal Specialist

Bid Evaluation Committee

2

1. Welcome and Introduction

2. RFP Timelines

3. Background

4. Scope of Work

5. Bid Evaluation Process

6. RFP submission and contact details

7. Q&A

Table of Content

3

RFP Timelines

ACTIVITY DUE DATE

RFP Advertisement in Sunday Times 25 August 2013

RFP Advertisement in Government Tender Bulletin

16 August 2013

Tender documents on SARS website 20 August 2013

Non-Compulsory briefing session 26 August 2013, 14H00

Questions relating to RFP 30 August 2013

RFP Closing Date 16 September 2013, 11h00

Notice to bidders SARS will endeavour to inform bidders

of the progress until conclusion of the

tender

4

5

1. Welcome and Introduction

2. RFP Timelines

3. Background

4. Scope of Work

5. Bid Evaluation Process

6. RFP submission and contact details

7. Q&A

Table of Content

6

As an organ of state, SARS’s mandate outlines its obligations towards the state and

its people by:

Background

7

• The Leadership Effectiveness Index (LEI) is a multi-rater instrument designed to

assess the effectiveness of the leadership performance.

• Consists of a series of statements scored by Raters who are nominated by Ratees

in the work environment.

• Scores on various dimensions are aggregated reflecting ratee leadership

effectiveness, and an overall score on leadership effectiveness for SARS as a

whole. Dimensions include:

• Integrity;

• Empowering Delivery;

• Transformation; and

• Insight.

• Outcomes of the 360 degree evaluation:

• Individual Ratee reports;

• Comprehensive Organisational report.

Background Cont.…

The “Bidders(s)” are required to respond to both options of the requirement:

(i) to host the solution internally, on SARS data centre, and

(ii) to host the solution externally on the internet.

1. Welcome and Introduction

2. RFP Timelines

3. Background

4. Scope of Work

5. Bid Evaluation Process

6. RFP submission and contact details

7. Q&A

8

Table of Content

9

Scope of Work Refer to section 8.3 of RFP doc

Data collection

Nomination Verification Evaluation Reporting

10

1. Welcome and Introduction

2. RFP Timelines

3. Background

4. Scope of Work

5. Bid Evaluation Process

6. RFP submission and contact details

7. Q&A

Table of Content

11

Pre-Qualification

Gate 0

Bid Evaluation Process Gate 0: Pre-Qualification Criteria

Name of Document that must be submitted Non-submission may result in

disqualification?

Tax Clearance Certificate – SBD 2 YES

SARS’ s Oath of Secrecy YES

Invitation to Bid – SBD 1 YES

Pricing Schedule – Annexure B YES

Declaration of Interest – SBD 4 YES

Preference Point Claim Form - SBD 6.1 NO

Declaration of Bidder’s Past Supply Chain Management Practices – SBD 8 YES

Certificate of Independent Bid Determination – SBD 9 YES

Bidder Compliance form for Technical evaluation – Annexure A 2 YES

12

• Project Support Costs

• Functionality System Requirement -

Communication

• Automation of the Leadership

Effectiveness Index Questionnaire to

enable online assessment

• Reports

• Format of online questionnaire

• Project Timelines

• IT Architectural Compliance

• References

Desktop Technical

Evaluation 70 points

Gate 1

Bid Evaluation Process Gate 1

Annexure A – Technical

Scorecard

Demonstration 30 points

Only Bidder(s) that have met the Pre-Qualification Criteria in (Gate 0) will be evaluated in Gate 1 for functionality.

Functionality will be evaluated as follows:

• Desktop Technical Evaluation – Only the top 5 Bidders will be invited for a Demonstration.

• Demonstration – The minimum threshold for Demonstration is 15 points.

The overall combined score must be equal or above 60 points in order to proceed to the Gate 2 and

further evaluated for Financial Statement analysis.

13

The Bidder(s)’ information will be scored according to the following points system:

Functionality Maximum Points

Achievable

Minimum

Threshold

Desktop Technical Evaluation Criteria:

Projects support cost

Communication

Automation of the Leadership Effectiveness Index questionnaire

to enable online assessment

Reports

Format of online Questionnaire

Project Timelines

IT Architectural

References

70

Top 5

Demonstration 30 15

Overall Combined Score 100 60

Bid Evaluation Process Gate 1 Cont…

14

Price Evaluation

10 points

Gate 2

Bid Evaluation Process Gate 2: Price & BBBEE Evaluation

BBBEE Evaluation

90 points

Price Evaluation (90 points)

Adjudication Criteria Points

Price Evaluation

90

BBBEE Evaluation (10 Points)

Adjudication Criteria Points

BBBEE Evaluation

(BBBEE Certificate and/or submission

of SBD 6.1)

10

Where:

Ps = Points scored for price of Bid under

consideration

Pt = Rand value of Bid under consideration

Pmin = Rand value of lowest acceptable Bid

15

Bid Evaluation Process Gate 2: Pricing Schedule Annexure B

Bidders must quote on

both internal and external

hosted solutions

Classification Turn Over

Submission Requirement

Exempted Micro Enterprise (EME) Below R5 million p.a

Certified Copy of BBBEE Rating Certificate from a SANAS Accredited rating agency or a Registered Auditor approved by IRBA or a letter from an Accounting Officer as contemplated in the CCA

Qualifying Small Enterprise (QSE) Between R5 million and R35 million p.a

Certified Copy of BBBEE Rating Certificate from a SANAS Accredited rating agency or a Registered Auditor approved by IRBA

Large Entity (LE) Above R35 million p.a

Certified Copy of BBBEE Rating Certificate from a SANAS Accredited rating agency or a Registered Auditor approved by IRBA

Joint Ventures and Consortiums (JV's collectively) Incorporated JV's must submit the B-BBEE status of the entity. Unincorporated JV's must submit a consolidated B-BBEE scorecard as if they were a group structure for every separate tender. Submit SBD 6.1

16

Bid Evaluation Process Gate 2: BBBEE

6. BID DECLARATION 6.1 Bidders who claim points in respect of B-BBEE Status Level of Contribution must complete the following:

7. B-BBEE STATUS LEVEL OF CONTRIBUTION CLAIMED IN TERMS OF PARAGRAPHS 1.3.1.2

AND 5.1

7.1 B-BBEE Status Level of Contribution: …………. = ……………(maximum of 10 or 20 points)

(Points claimed in respect of paragraph 7.1 must be in accordance with the table reflected in paragraph 5.1 and

must be substantiated by means of a B-BBEE certificate issued by a Verification Agency accredited by SANAS

or a Registered Auditor approved by IRBA or an Accounting Officer as contemplated in the CCA).

8. SUB-CONTRACTING 8.1 Will any portion of the contract be sub-contracted? YES / NO (delete which is not applicable)

8.1.1 If yes, indicate:

(i) what percentage of the contract will be subcontracted? ............……………….…%

(ii) the name of the sub-contractor? …………………………………………………………..

(iii) the B-BBEE status level of the sub-contractor? ……………..

(iv) whether the sub-contractor is an EME? YES / NO (delete which is not applicable)

Bid Evaluation Process Gate 2: BBBEE SBD 6.1

17

B-BBEE Contributor Level Number of Points

(80/20 system)

Number of Points

(90/10 system)

1 20 10

2 18 9

3 16 8

4 12 5

5 8 4

6 6 3

7 4 2

8 2 1

Non-Compliant Contributor 0 0

Bid Evaluation Process Gate 2: BBBEE Point allocation

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19

1. Welcome and Introduction

2. RFP Timelines

3. Background

4. Scope of Work

5. Bid Evaluation Process

6. RFP submission and contact details

7. Q&A

Table of Content

20

+

TENDER BOX SARS Brooklyn Bridge,570 Fehrsen Street, Linton

House, Brooklyn

Any enquiries must be referred, in writing via email to:

rft-professionalservices@sars.gov.za or tenderoffice@sars.gov.za

1 2

Bidders must submit copies of each file (Original and Duplicate) and a CD-ROM with

content of each file by the 16 September 2013 at 11:00

Original Duplicate

Bid Submission

+

Content of File 1

and 2

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Exhibit 1

Pre-qualification documents (SBD documents)

• Tax Clearance Certificate – SBD 2

• SARS Oath of Secrecy

• Invitation to Bid – SBD 1

• Declaration of Interest – SBD 4

• Preference Point Claim Form – SBD 6.1

• Declaration of Bidders Past SCM Practices – SBD 8

• Certificate of Independent Bid Determination – SBD 9

• Bidder Compliance Form for Technical Evaluation

Exhibit 2

• Bidder Compliance Checklist for Technical Evaluation

• Technical Responses

• Supporting documents for technical responses

• References/ testimonials

Exhibit 3 • Company profile

• Supplementary information

File 1: Original/ Duplicate

Exhibit 4 • General Conditions of Contract

• Draft Services Agreement

22

File 2 :Original/ Duplicate

Exhibit 5 • BBBEE Certificate

Each file and CD-ROM must be marked correctly and sealed separately for easy

reference during the evaluation process. NB

Exhibit 6 • Pricing Schedule

23

1. Welcome and Introduction

2. RFP Timelines

3. Background

4. Scope of Work

5. Bid Evaluation Process

6. RFP submission and contact details

7. Q&A

Table of Content

24