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Invitation to Tender:

Provision of Recruitment Services and Vacancy Advertising

Tender: RFQ/HC/RSV/015

Date of Issue Friday, 02 November 2018

Closing Date Friday, 23 November 2018 at 12h00

Method of Submission Tender box, PPECB Main Reception

Enquiries Procurement Unit

PPECB business hours 08:15 – 16:45 E-mail: unathi@ppecb.com

Category Human Resource Services

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Contents 1. INVITATION TO TENDER ................................................................................................................. 3

2. PPECB BACKGROUND ..................................................................................................................... 3

3. SCOPE OF TERMS OF REFERENCE ................................................................................................... 3

4. TENDER INFORMATION AND INSTRUCTIONS................................................................................ 4

5. REQUIREMENTS FOR TENDER SUBMISSION .................................................................................. 5

6. BID EVALUATION AND POINT ALLOCATION FRAMEWORK .......................................................... 5

7. TECHNICAL SPECIFICATIONS .......................................................................................................... 6

8. TENDER RESPONSE FORMAT ....................................................................................................... 11

9. BID RESPONSE EVALUATION ........................................................................................................ 11

10. SPECIAL CONDITIONS ............................................................................................................... 13

11. BIDDER’S FINANCIAL INFORMATION ....................................................................................... 14

12. CUSTOMER REFERENCES .......................................................................................................... 14

13. FORM OF CONTRACT ................................................................................................................ 15

14. FURTHER INFORMATION.......................................................................................................... 15

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1. INVITATION TO TENDER Bidders are invited to tender for the provision of recruitment services for the Perishable Products

Export Control Board (PPECB) for a period of three (3) years with an option to renew based on

performance.

Bidders must comply with the instructions to Bidders and all other requirements of this Invitation

to Tender. Non-compliance may lead to a tender not being considered by the PPECB.

2. PPECB BACKGROUND PPECB is a Schedule 3A Public Entity that is constituted and mandated in terms of the PPEC Act,

No 9, of 1983 to perform cold chain services. PPECB also delivers inspection and food safety

services as mandated by the Department of Agriculture, Forestry and Fisheries under the APS Act,

No.119 of 1990.

PPECB’s executive Authority is the Minister of Agriculture, Forestry and Fisheries who appoints

the board of directors. The board comprises of representatives from the perishable product

industries.

PPECB employs more than 500 people, who deal with more than 200 products and 500 varieties.

There are 50 service types, over 30 offices in 11 production regions, at more than 1,500 locations.

A large percentage of staff are inspectors and therefore not office bound. In addition to these

offices PPECB also has a number of sub offices that operate on a seasonal or ad-hoc basis.

PPECB, mandated by the Department of Agriculture, Forestry and Fisheries, has been delivering

end-point inspection services on perishable products destined for export since 1991. Inspectors,

stationed across the country; deliver inspection services on 200 product types at more than 1500

locations.

PPECB is responsible for South Africa's cold chain management and ensures that products for

export are handled, stored and transported at specific temperatures and optimum conditions.

Please visit PPECB’s website on www.PPECB.com for more information on the PPECB.

3. SCOPE OF TERMS OF REFERENCE 3.1. The PPECB invites bidders to submit proposals for a recruitment services and vacancy advertising

for a period of three years on “as and when required basis” with an option to renew for one more

year based on performance which will be assessed on an annual basis.

3.2. The bidder’s proposal must include:

Recruitment Services for the following category of appointments:

o Permanent

o Fixed-Term Contract

o Contingency/ Temporary staffing placement

o Head hunting

Vacancy Advertising

3.3. The PPECB reserves the right to terminate without penalty if the successful Bidder is not able to

honour the terms and conditions specified by the tender requirements.

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4. TENDER INFORMATION AND INSTRUCTIONS The tender submission and assessment process will be conducted in compliance with the Public

Finance Management Act of 1999, Supply Chain Regulations and PPECB’s Procurement Policy.

PPECB is committed to support and grow Black Economic Empowerment and Small Medium

Enterprises in South Africa, emphasis being placed on procurement from historically

disadvantaged South Africans.

The following terms shall have the following meanings:

Invitation to Tender: This Document Contact Person: The Procurement Officer

PPECB 45 Silverboom Avenue Plattekloof

Public Entity: Perishable Products Export Control Board (PPECB) Bidder: The person / organisation submitting a tender bid to

the PPECB under this tender.

The PPECB invites Bidders in accordance with the information in this pack to submit a fixed price

for providing the required products and services.

Bidders are required to submit detailed evidence to demonstrate its ability to provide the products

and services they will deliver on this tender.

The tender shall be submitted on the Forms of Tender incorporated herein. The form shall be

signed by each Bidder and submitted in the manner and by the date and time stated below

together with the documents listed duly completed.

The bid will consist of three parts and shall be submitted in two separate sealed envelopes

indicating the name of the bidder, tender number and date.

All of the following documents (Part 1 to VI) must be submitted as part of the response to this bid

request.

Form Document Description

1. SBD 1 Invitation to Bid

2. SBD 2 Tax Clearance Certificate Requirements

3. SBD 3.1 Pricing Schedule

4. SBD 4 Declaration of Interest

5. SBD 6.1 Preference Point Claim form

6. SBD 7.1 Contract form: Purchase of goods/works

7. SBD 8 Declaration of Bidder’s past SCM Practices

8. SBD 9 Certificate of Independent Bid Determination

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5. REQUIREMENTS FOR TENDER SUBMISSION The Bidder will submit 2 envelopes as follows

Envelope 1 includes the technical proposal/specifications (No Pricing in this envelope).

Please insert a copy of the tender documents in a MS Word format on a USB stick in

envelope 1 as well.

Envelope 2 includes pricing and SBD documents indicated under Point No. 4 above.

The Standard bidding forms (SBD Forms) must be signed by an authorized person representing

the bidders.

The tender and accompanying documents shall be carefully parcelled, sealed and be delivered to the Procurement Officer no later than 12:00 on 23 November 2018. Failure to comply with these instructions may result in the tender being considered ineligible. Written tenders will only be accepted in a sealed envelope or parcel which shall bear the word:

BID: RFQ/HC/RSV/015

No late tender shall be considered. Late tenders will be opened after the Contract has been

awarded, for the sole purpose of identifying Bidders.

Tenders will be opened in accordance with the relevant procedures.

6. BID EVALUATION AND POINT ALLOCATION FRAMEWORK The following preference point systems are applicable to all bids whereby preference points shall

be awarded for Price and B-BBEE Status Level of Contribution.

the 80/20 system for requirements with a Rand value of up to R50 000 000 (all applicable

taxes included); and

the 90/10 system for requirements with a Rand value above R50 000 000 (all applicable taxes

included).

Preference points for this bid shall be awarded for:

Price; and

B-BBEE Status Level of Contribution.

6.1 POINTS AWARDED FOR PRICE A cost estimate for the contract period of the year, which must include related assumptions

and details make up.

(i) Costs must be quoted per item required

(ii) The total quotation must be inclusive of VAT

NOTE: No variation, to the accepted quote, will be allowed unless the service provider has

obtained prior written approval from PPECB.

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Quotes should include the following;

All prices must include VAT.

A complete solution has to be provided. Service providers must add required equipment/ services that are not mentioned to ensure a workable solution.

Service providers are welcome to add an Annexure with a more comprehensive cost breakdown, however the following minimum prices/ costs must be provided

Offer to be valid for 90 DAYS from the closing date of the Tender.

6.2 POINTS AWARDED FOR B-BBEE STATUS LEVEL CONTRIBUTION In terms of Regulation 5 (2) and 6 (2) of the Preferential Procurement Regulations, preference

points will be awarded to a bidder for attaining the B-BBEE status level of contribution in

accordance with the table as set out in the Preference Points Claim Form.

7. TECHNICAL SPECIFICATIONS

7.1. RECRUITMENT SERVICES REQUIREMENTS Bidders are to use the requirements below for costing purposes.

This service providers need to provide a comprehensive range of recruitment, search and placement services to facilitate: 1. Permanent Staff Placement 2. Contract Placement 3. Contingency/ Temporary staffing 4. Executive Search/ Head Hunting

7.1.1. Permanent

Brief taking

Sourcing of suitable candidates; including multiple advertising mediums including social media

Response handling

Pre-Screening of applicants, that is face to face or skype interviews, pre-employment verification and provide job match report

Provide certified copies of candidates’ qualification and other documents required by PPECB

Scheduling of interviews with the shortlisted candidates

Obtain detailed feedback from both parties regarding the interview experience and decline unsuccessful candidates

Conducting reference checks of the shortlisted candidates post interviews

Arrange psychometric assessments of the shortlisted candidates post the interviews to the PPECB with agreed timelines

Address counter offer concerns, negotiate notice periods, discuss induction / on boarding schedule with the candidate and co-ordinate the logistics around relocation where applicable;

Upload applicants on PPECB’s talent portal.

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7.1.2. Fixed-term Contract

Brief taking

Sourcing of suitable candidates; including existing databases and multiple advertising mediums including social media

Response handling

Pre-Screening of applicants, that is face to face or skype interviews, pre-employment verification and provide job match report

Upload applicants on PPECB’s talent portal.

Provide certified copies of candidates’ qualification and other documents required by PPECB

Scheduling of interviews with the shortlisted candidates

Obtain detailed feedback from both parties regarding the interview experience and decline unsuccessful candidates

Conducting reference checks of the shortlisted candidates post interviews

Schedule the shortlisted candidates post interviews for PPECB psychometric assessments according to agreed timelines

Address counter-offer concerns, negotiate notice periods, discuss induction / on boarding schedule with the candidate and co-ordinate the logistics around relocation where applicable;

7.1.3. Contingency/ Temporary staffing placement

Brief taking

Sourcing of suitable candidates from existing databases

Provide suitable; pre-screened contingency staff ready to begin work immediately

7.1.4. Executive search (head hunting)

Brief taking

Market search

Response handling

Candidate profiling

Pre-employment verification

Search report presentation to PPECB management

Reference checking

Pre-Screening of applicants, that is face to face or skype interviews, pre-employment verification and provide job match report

Upload applicants on PPECB’s talent portal.

Provide certified copies of candidates’ qualification and other documents required by PPECB

Scheduling of interviews with the shortlisted candidates

Obtain detailed feedback from both parties regarding the interview experience and decline unsuccessful candidates

Conducting reference checks of the shortlisted candidates post interviews

Schedule the shortlisted candidates post interviews for PPECB psychometric assessments according to agreed timelines

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Address counter offer concerns, negotiate notice periods, discuss induction / on boarding schedule with the candidate and co-ordinate the logistics around relocation where applicable;

7.2. VACANCY ADVERTISING REQUIREMENTS

Successful bidders should be able to demonstrate a competitive advertising strategy using a variety of suitable media. Social Media platforms Ability to advertise on behalf of client on different recruitment portals/ job boards Ability to advertise on behalf of client on suitable online platforms Ability to advertise on behalf of client in print-media when required

7.3. DISBURSEMENTS The service provider is expected to:

Assume the costs for their own travel and accommodation where applicable; The PPECB may cover the disbursement costs for interviews for the successful

shortlisted candidates where travel maybe required to other provinces as and when agreed.

The PPECB will cover the cost should the agency be requested to advertise in print-media on behalf of the PPECB - subject to approval of quotations provided.

7.4. RESOURCES The service provider is expected to assemble a team with the following expertise:

Qualified Recruitment professionals with at least 5 years related experience in recruitment services;

APSO membership or other related professional membership will be advantageous.

7.5. GUARANTEES AND REFUNDS 7.5.1. Off-Limits Clause

a) Any member of the successful bidder is precluded from eliciting any PPECB employee for

employment prospects for the duration of the contract.

b) Should the successful placement leave PPECB within 3 months a replacement candidate, the

successful bidder will identify suitable candidate within 4 weeks of notification.

c) Refund to be paid to PPECB if the candidate leaves PPECB within the first three (3) months.

Refund will be based on;

75% - termination within 1 month

50% - termination within 2 months

25% - termination within 3 months

7.6. BIDDER’S PROFILE a) Ability to source applicants nationally b) Must have been in existence in its present form for at least 3 years; c) APSO membership or other related professional membership will be advantageous. d) Must specify experience with sourcing professionals in the following categories by

completing the Skills Matrix:

Operations: (Agriculture; Food safety; Quality Inspection Services: Laboratory, Cold Chain Services)

Finance

Information Technology

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Legal and corporate governance

Marketing and Communications

Human Resources

Persons with Disability

Agricultural

State Owned Enterprises e) The bidder must indicate their own skills set based on successful placement per category.

The skills matrix will provide PPECB will provide PPECB with an in-depth understanding into the skills of the bidders.

TABLE A: Skills Matrix The Skills Matrix is an Indication of the category service that the bidder will be evaluated on.

No. Type of position placed: Indicate the number of successful placements by agency over last 3 years per placement category:

Permanent Staff Placement

Contract Placement

Contingency/ Temporary staffing

Executive Search/ Head Hunting

1. Agriculture:

* Managerial

* Professional

2. Food safety:

* Managerial

* Professional

3. Quality Inspection Services:

* Managerial

* Professional

4. Cold Chain Services:

* Managerial

* Professional

5. Laboratory:

* Managerial

* Professional

6. Finance:

* Managerial

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* Professional

7. Information Technology:

* Managerial

* Professional

8. Legal and Corporate governance:

* Managerial

* Professional

9. Marketing and Communications:

* Managerial

* Professional

10. Human Resources:

* Managerial

* Professional

11 Persons with Disability:

* Managerial

* Professional

TOTAL

No. Nature of employers services provided to:

Indicate the number of successful placements over the last 3 years by agency

1. Corporate

2. Government

3. State Owned Enterprises

4. NGO’s

5. Other:

Please indicate nature

TOTAL

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8. TENDER RESPONSE FORMAT Bidders are requested to respond to the tender in the following formats:

8.1. TECHNICAL RESPONSE A point-by-point response is required, i.e. a comment for each point or paragraph that is

associated with the numbering should be made.

The response to technical requirements must state “Comply” or “Non-Comply.” The vendor

must further specify how the service meets or differs, for each aspect as stated below, including

references or supporting information to clarify the response. A mere “Comply” or “Partially

Comply” statement or no response, without detail shall be seen as “Non-Compliant” and will be

scored as such.

8.2. PRICING AND PRICE BREAKDOWN MODEL

8.2.1. Bidders must provide explicit and detailed costing model for their solution. 8.2.2. The PPECB prefers the placement flat-pricing model based on:

Indicate _% of CTC, excluding VAT per the following categories of successful placements

Permanent

Contract

Contingency/ Temporary staffing placement

Executive search (head hunting)

8.2.3. Bidders must submit unit and total pricing in SA Rand (Excluding VAT). 8.2.4. Pricing proposal must be submitted in the pricing template provided in

Annexure A

1. BID RESPONSE EVALUATION

1.1. TECHNICAL EVALUATION CRITERIA Responses will be evaluated using a predetermined set of evaluation criteria. The evaluation

criteria is designed to reflect the PPECB’s requirements in terms of identifying a suitable service

provider and ensure the selection process is transparent and afford all the bidders a fair

opportunity for evaluation and selection.

During the evaluation process, the PPECB may require a bidder’s representative to answer

questions with regard to the proposal and/or require certain bidders to make a formal

presentation to the evaluation team.

1.2. BBBEE AND PRICE The tender responses will be evaluated on the 80/20 point system. Please provide detailed

breakdown of all direct and indirect costs associated with the contract, including licence fees if

any for the full contract period.

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1.3. OBJECTIVE CRITERIA

a) The PPECB reserve the right not to consider proposals from bidders who are currently in litigation with the PPECB.

b) The PPECB further reserve the right not to award this tender to any bidder based on the proven poor record of accomplishment of the bidder in previous projects within the PPECB and the referee submitted by the bidder.

TABLE A: TECHNICAL EVALUATION CRITERIA

NO. EVALUATION CRITERIA Max. Points

Min. Threshold Points

Reference Page & Section no. where response is found in the proposal

RECRUITMENT 155 60

1 The bidder must demonstrate their experience in similar assignments. 3 years’ experience and more - 30 Below 3 year experience- 10

30 30

2 Service provider must provide 4 references that are not older than 4 years 4 references = 20 Points 3 references = 15 Points 2 references = 10 Points 1 reference = 7 Points

20

3 Include organisational organogram and ability to source nationally

10

4 APSO membership or other related professional membership ( provide proof)

20 20

5 Compliance to the POPI Act and PAIA Act 10 10

6 Experience and qualifications of the team, including account manager (Attach CV’s;) 5 or more years = 20 Points 3-4 years = 15 Points 1-2 years =10 Points Less than 1 year = 5 Points

20

7 Job match report and; or skills matrix when presenting candidate – Provide evidence

10

8 Provide a detailed approach, methodology and process to meet The PPECB’s recruitment requirements * Agency Databases (size and relevance = 5 Points * Access to candidate search databases (size and relevance) = 5 Points* * Access to candidate search databases (size and relevance) = 5 Points*

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10 Turnaround time for presenting candidates ( provide proof) Permanent- 1 week Contract – 1 week Temp – within 24 hours Head-hunting – 3 weeks

20

VACANCY ADVERTISING: 90 60

11 Ability to advertise on behalf of client on different Social Media platforms

30 30

12 Ability to advertise on behalf of client on different recruitment portals/ job boards

10

13 Ability to advertise on behalf of client on suitable online platforms

20

14 Ability to advertise on behalf of client in print-media when required

30 30

Total Score 245 120

The minimum required points for bidder to be considered for the next stage (Phase 2)

is 196 points. Any bidder that scores below the minimum threshold points on any

criteria above or/and doesn’t meet the total minimum threshold will be regarded as

non-responsive and therefore disqualified.

VERY IMPORTANT: Technical documents must be arranged in sequence of the

above criteria in a pack with clearly marked sections.

2. SPECIAL CONDITIONS

a) PPECB reserves the right to reject any proposal found to be inadequate or non-

compliant to the Terms of Reference.

b) The Bidder may not intend to assign, in whole or in part, any of its obligations to

perform in terms of the contract to any third party, unless disclosed and prior

consent is obtained in writing.

c) A bidder may not intend to cede his right to payment in terms of a contract to a

third party without prior written consent.

d) PPECB may reject bid if doesn’t comply with the instruction of submission of the

proposal referred to above. The PPECB undertakes to pay in full within thirty (30) days from invoice, all valid claims

for work done to satisfaction upon presentation of a substantiated claim/invoice.

Payments will only be made on the basis of successful placement.

Invoice must be generated on the 1st day of successful placement.

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3. BIDDER’S FINANCIAL INFORMATION

Service Provider Financial Information

The Service Provider to provide current audited financial statements (hard copies) as well as the

two prior years’ financial results.

Measurement Year 3 Year 2

Year 1

(Latest full

FY)

ROE Profit after Tax

Owner’s equity

Return on

assets

Profit before interest & Tax

Total assets

Assets

Turnover

Sales

Total Assets

Net Margin Profit before interest & Tax

Sales

Gross Margin Gross Profit

Sales

4. CUSTOMER REFERENCES Please supply the following information regarding your customer base

Provide references of three major live sites (of the proposed products only) of a similar size and/or

national network to PPECB.

Four (4) contactable references

Please provide the following details for each Customer Reference Site:

Reference Site Service Provider’s Response

Company Name

Contact name

Contact Phone

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Nature of Business

Specify the capacity of the services provided

Period of Service

Comments

5. FORM OF CONTRACT The PPECB and the successful Bidder will enter into a written contract and/or Service Level

Agreement in respect of the services detailed in section 3 and 10 of this Invitation to Tender.

The form of contract and/or Service Level Agreement will be as agreed between the PPECB and

the successful Bidder.

6. FURTHER INFORMATION For further information a Bidder may contact the Procurement Officer at the address shown

below:

Physical Address PPECB 45 Silverboom Avenue Plattekloof

Postal Address PPECB The Procurement Office PO Box 15289 Panorama 7506

Contact number +27 21 9301134 Enquiries Unathi Manda- UnathiM@ppecb.com

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ANNEXURE A: PRICING SCHEDULE

Description Agency Placement Fee

(% Rate)

1. Permanent

2. Contract Placement

3. Contingency/ Temporary staffing

4. Executive Search/ Head Hunting

Other costs