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Bid No: FAS/LD/SD/OFFICE_ETIQUETTE/CON392 Fasset Bid Document

Glossary

REQUEST FOR BIDPROFESSIONAL SERVICES

BID DETAILS

BID NUMBER: FAS/LD/SD/OFFICE_ETIQUETTE/CON392

OPENING Date: Friday, 21 October 2011

CLOSE Date: Friday, 11 November 2011Time: 11h00

DESCRIPTION: The provision by a training provider to provide a one day training workshop on Office Etiquette nationally, to members of the Fasset sector during the month February and March 2012.

BRIEFING SESSION: Yes No X

See division 1 on Special Conditions of Bid and Contract that the bidder needs to take note of.

DETAILS OF BIDDER

Organisation/individual:Contact person:Date:Email address:Telephone Number:Cellular Number:Fax Number:

Please indicated whether it is the original or copy, tick the applicable block

ORIGINAL COPY

Procurement process administered by Fasset


Glossary

GLOSSARY

Award 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 thereunder by the Department of Trade and Industry

Bid Written offer in a prescribed or stipulated form in response to an invitation by Fasset for the provision of goods, works or services

Contractor Organisation with whom Fasset 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 Fasset Sector Education and Training Authority (Seta) for Finance,

Accounting, Management Consulting and other Financial Services

GCC General Conditions of ContractIP Intellectual PropertyNIPP National Industrial Participation ProgrammeOriginal Bid Original document signed in ink, or

Copy of original document signed in ink, orSubmitted Facsimile of original document signed in ink

SCM Supply Chain ManagementSLA Service Level Agreement


SECTION A

DOCUMENTS IN THIS BID DOCUMENT PACK

Bidders are to ensure that they have received all pages (pp 83) of this document, which consist of the following sections:

SECTION ANote: Documents in this section are for information to/instruction of bidders and must not be returned with bids.

Section A Part 1: Background Section A Part 2: Special Conditions of Bid and Contract: Division 1 Section A Part 3: General Conditions of Contract Section A Part 4: Terms of Reference Section A Part 5: Evaluation Process/Criteria Section A Part 6: Contract Form (Rendering of Services) (Parts 1 & 2)

(The pro forma contract is only included for bidders to take note of the contents of the contract that will be entered into with the successful contractor)

SECTION BNote: Documents in this section must be completed and returned or supplied with bids.

Section B Part 1: Special Conditions of Bid and Contract: Division 2 – Special conditions that the bidder needs to accept

Section B Part 2: Tax Clearance Certificate (The tax clearance certificate requirements page must not be returned with bids)

Section B Part 3: Declaration of Interest Section B Part 4: Declaration of bidder’s past SCM practices Section B Part 5: Certificate of Independent Bid Determination Section B Part 6.1: Preference Points Claim Form in terms of the Preferential

Procurement Regulations 2001 (Purchases) Section B Part 6.2: Preference Points Claim Form in terms of the Preferential

Procurement Regulations 2001 (Promotion of Small Enterprises) Section B Part 7: Invitation to Bid Section B Part 8: CV Template Guideline Section B Part 9: Pricing Schedule (Professional Services)


SECTION A

SECTION A


SECTION A Part 1: Background

BACKGROUND

Fasset is a statutory body established through the Skills Development Act of 1998 to enable its stakeholders to advance the national and global position of the industry for finance, accounting, management consulting and other financial services.

The members of a Seta include employers, trade unions, professional bodies, government departments and bargaining councils, where relevant, from each industrial sector. The Seta landscape was revised to 23 Setas in March 2005.

The objectives of Fasset are:

To develop the competence of employees and potential employees: Improving the quality of life of employees, their prospects of work and labour

mobility Improving productivity in the workplace and the competitiveness of employers Promoting self-employment in situations where the sector is experiencing job

shrinkage. To increase the levels of investment in education and training and to optimise the

return on this investment To position this sector as the "sector of career choice" for prospective learners and

entrants into the labour market To encourage employers and employees to adopt a culture of lifelong learning through:

Using the workplace as an active learning environment Providing employees with the opportunities to acquire new skills Providing opportunities for new entrants and potential entrants into the sector

labour market and enhancing access to opportunities to gain work experience. To support the objectives of the Employment Equity Act of 1998 To enhance access to learning opportunities and to facilitate the recognition of prior

learning To ensure the quality of education and training in the sector To expand the provision of education and training in this sector through sound

partnerships with public and private sector service providers To encourage greater cooperation between the public and private sectors To co-operate with the South African Qualifications Authority and other Setas, in

support of the objectives of the Act

All the bids by Fasset are intended to promote the objectives of Fasset.


Section A Part 2: Bid Submission Conditions and Instructions

BID SUBMISSION CONDITIONS AND INSTRUCTIONS

CONDITIONS AND INSTRUCTIONS THAT BIDDERS NEED 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 bidder regarding the meaning or interpretation of the Terms of Reference, or any other aspect concerning the bid, is to be requested in writing (letter, facsimile or e-mail) from Romaana Vally ([email protected]) by no later than 04 November 2011. A reply will be forwarded within three (3) working days. All questions and answers will be published on the Fasset website and e-mails to all prospective bidders after the above date. The bid 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 bidders by e-mail only.

4 SUBMITTING BIDS

4.1 One (1) original plus three (3) hard copies of the bid as well as a soft copy (email) of your submission and presentation video if applicable, i.e. four items handed in/delivered to:

Senior Skills Planning OfficerFassetGround FloorBuilding 3299 Pendoring RoadBlackheath Randburg

4.2 NB: Bidders are to indicate on the cover of each document whether it is the original or a copy.

4.3 Bids should be submitted in a sealed envelope, marked with:

Bid number (FAS/LD/SD/OFFICE_ETIQUETTE/CON392) Closing date and time (Friday, 11 November 2011 at 11h00.) The name and address of the bidder

4.4 Documents submitted on time by bidders shall not be returned.

mailto:[email protected]



5 LATE BIDS 5.1 Bids received late shall not be considered. A bid will be considered late if it

arrived only one second after 11h00 or any time thereafter. The tender (bid) box shall be locked at exactly 11h00 and bids arriving late will not be considered under any circumstances. Bids received late shall be returned unopened to the bidder. Bidders 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.

5.2 The official Telkom time (dial 1026) will be used to verify the exact closing time.

5.3 Bids sent to the Fasset via normal post or any other mechanism shall be deemed to be received at the date and time of arrival at the Fasset premises (tender/bid box or reception). Bids received at the physical address after the closing date and time of the bid, shall therefore be deemed to be received late.

5.4 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 FASSET OFFICES FOR DELIVERY OF BIDS

6.1 Physical Address

Senior Skills Planning OfficerFassetGround FloorBuilding 3299 Pendoring RoadBlackheath Randburg

6.2 Directions to Fasset

Directions from O.R Tambo International Airport On exiting the airport, follow the signs for Johannesburg, which will lead

you onto the R24 highway. The R24 highway links up with the N12 highway just before Gillooly’s

Interchange. At Gillooly’s Interchange, follow the signs for Pretoria, onto the N3

highway. Travel North on the N3 highway, past the following turnoffs: Linksfield,

Modderfontien, London Road and Marlboro Drive. At the Buccleuch Interchange, the N3 highway will become the N1

highway. Follow the Roodepoort / Bloemfontein signs. Proceed straight on the N1 highway, past the following turnoffs: Rivonia

Road, William Nicol, Malibongwe. Take the next turnoff, Beyers Naude Drive and turn left into Beyers Naude

Drive. After ± 1.9kms, turn right into Pendoring Road. Pass McDonalds on your left. At the next traffic intersection, turn left into

299 Pendoring (± 300m from the corner).



Directions from N1 Pretoria / Polokwane Follow the n1 (Ben Schoeman) highway in a southerly direction towards

Johannesburg, past Midrand. At the Buccleuch Interchange, follow the signs toward Roodepoort /

Bloemfontien onto the N1 highway. Proceed straight on the N1 highway, past the following turnoffs: Rivonia

Road, William Nicol, Malibongwe. Take the next turnoff, Beyers Naude Drive and turn left into Beyers Naude

Drive. After ± 1.9kms, turn right into Pendoring Road. Pass McDonalds on your left. At the next traffic intersection, turn left into

299 Pendoring (± 300m from the corner).

7 NEGOTIATION AND CONTRACTING

7.1 The Fasset Seta has 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 Fasset shall not be obliged to accept the lowest of any quotation, offer or proposal.

7.3 All bidders 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 formal contract signed by the designated responsible person of both parties. The designated responsible person of the Fasset is Cheryl James or her written authorised delegate.



7.4 Fasset also reserves the right to enter into one contract with a bidder for all required functions or into more than one contract with different bidders for different functions.

7.5 Under no circumstances will negotiation with any bidders constitute an award or promise / undertaking to award the contract.

8 REASONS FOR REJECTION

8.1 The Fasset shall reject a proposal for the award of a contract if the recommended bidder has committed a proven corrupt or fraudulent act in competing for the particular contract.

8.2 The Fasset may disregard the bid of any bidder if that bidder, or any of its directors:

8.2.1 Have abused the SCM system of the Fasset.

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 Fasset 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 Fasset to the Contractor.

9.1.1 The Contractor shall from time to time during the currency of the contract, invoice the Fasset for the services rendered.

9.1.2 The invoice must be accompanied by supporting source document(s) containing detailed information, as Fasset 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 Fasset.

9.1.4 Payment shall be made by bank transfer into the Contractor’s bank 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.



10 CANCELLATION OF PROCUREMENT PROCESS

10.1 This procurement process can be postponed or cancelled at any stage provided that such cancellation or postponement takes place prior to entering into a contract with a specific service provider to which the bid related.

Bid No: FAS/SP/LD/BUDGET&TAX/CON391 Fasset Bid Document

SECTION A Part 3: General Conditions of Contract

GENERAL CONDITIONS OF CONTRACT

1. The General Conditions of Contract must be accepted. The GCC can be downloaded from the Fasset website. Please refer to link below:

http://www.fasset.org.za/tender/default.asp

http://www.fasset.org.za/tender/default.asp


SECTION A Part 4: Terms of Reference

TERMS OF REFERENCE (TOR)The provision by a training provider to provide a one day training workshop on Office Etiquette nationally, to members of the Fasset sector during the month

February and March 2012: FAS/LD/SD/OFFICE_ETIQUETTE/CON392

1 BACKGROUND

1.1 Fasset is statutory body established through The Skills Development Act, 1998 (Act No 97 of 1998), as amended. The goal of the Act in respect of the Fasset Seta is ’To influence the effective operation of the labour market, through effective skills development, so as to ensure the appropriate supply of competent labour necessary to compete in the global economy‘ in the sub-sectors that fall with the industrial scope of Fasset.

2 BACKGROUND TO THE PROJECT

2.1 The Fasset (Finance, Accounting, Management Consulting and Other Financial Services) Seta identified a need to provide a workshop on Office Etiquette to interested Fasset members.

3 OVERALL OBJECTIVE OF THE PROJECT

3.1 Fasset is seeking to appoint a suitably qualified and experienced training provider to provide a workshop on Office Etiquette nationally to employees in the Fasset sector. Topics to be covered should include but is not limited to the following:

What is office etiquette Office relationships Professional conduct Professional attire Courtesy for the physically challenged Handling difficult people Ethical dilemmas Personal issues in the workplace Personal contact etiquette Communicating in the workplace – telephone and email courtesy Etiquette in meetings Appropriate use of the internet Attending business functions, social gatherings and office parties Open plan office etiquette Cell phone etiquette Bathroom etiquette Confidentiality Unacceptable behaviour at work and common office etiquette mistakes Any other issues related and relevant to this topic

3.2 The delegates will be employees working for firms registered with the Fasset Seta (who are principally small, medium and micro enterprises (SMMEs) employing financial and other specialists registered with a range of professional



bodies e.g. SAICA, ACCA, SAIPA and at a variety of levels e.g. junior and senior).

3.3 The target market for delegates attending the course are young learners, newly recruited staff requiring induction or individuals in the company who need specific guidance. The course will cover conduct in the workplace and would be ideally suited to delegates who have never worked in a professional environment before.

3.4 Given the Fasset sector profile (see above); the focus should be on aspects relevant to SMMEs and practitioners in the sector who require such knowledge for their own workplaces and to provide a professional service to their clients.

3.5 Respondents to the request for bid would, as an absolute minimum, be required to have extensive experience in relation to both the subject matter and the provision and delivery of training to groups of delegates.

3.6 It will be required of the training provider to travel around South Africa as seminars are scheduled nationally (it is estimated that 48 events will be scheduled). Where there is demand from delegates, additional events may be scheduled at a time that is mutually convenient to Fasset and the training provider.

3.7 The training provider should, in their project plan, address the requirements in 12.12 (Part 15: Technical Approach of the Special Conditions of Contract) and include additional areas and suggest value adds. The list provided is by no means comprehensive and elements of it may be changed in line with best practice in the field.

3.8 Details of the required deliverables are as follows:



1. Planning

The submission of a final comprehensive overall training outline and programme. Detailed outcomes and service levels required:

No. Outcome Training Provider Responsibility Fasset Responsibility

1.1 1. A comprehensive training programme (plan) for the provision of a full day seminar on Office Etiquette for firms registered with Fasset of which 97% are SMMEs in the following sectors: Investment entities and trusts Administration of financial markets Security dealings and activities Development corporations and

organisations Activities auxiliary to financial

intermediation Tax services Asset portfolio management Company secretarial services Accounting, bookkeeping and

auditing activities Tax Consultancy Activities of accountants and

auditors registered in terms of The Public Accountants and Auditors Act

Activities of cost and management accountants

Bookkeeping activities, including

i. Compile and submit a draft and then final plan and forward to Fasset for approval including as a minimum:

ii. Breakdown of time allocated to each sub-topic

iii. Outline of the: Invitation (draft) Handbook (draft and final) Slide presentation (draft and final) Self-assessment questions and

answers (draft and final) One-page article on the course (draft

and final)iv. Methodology of planning, implementing

and reporting for this eventv. The outline of the topics (over and above

the ones suggested in Section 3.1 above) to be covered in the seminar must be specified in the proposal response.

vi. Submit a maximum number of five CVs of the trainers who will be presenting the seminar (four main speakers are

a. Approve and sign-off the invitation, handbook, slide presentation, self-assessment questions and answers and a one-page article on the course.

b. The LLL10 Essential Office Etiquette material is available on the Fasset website an example of the suitable standard for this course. Use the link below as guidance. Questions and Answers (MS Word:

493 Kb) Speaker Presentation (MS

PowerPoint : 2.9 Mb) Invitation (MS Word: 47 Kb) Delegate Handbook (MS Word:

1.12 Mb) Summary Article (MS Word: 493

Kb) c. Vet and approve methodology and

project plan.d. Vet and approve the CV/CVs of the

speaker/trainers who will be presenting the course and backup speaker/s.

http://www.fasset.org.za/downloads/events/Essential_Office_Etiquette_Final_Article_(2).doc

http://www.fasset.org.za/downloads/events/Office_etiquette_FASSET_2010_(Del%20guide)_V5.doc

http://www.fasset.org.za/downloads/events/Office_Etiquette_Fax_07_final_.doc

http://www.fasset.org.za/downloads/events/Office_Etiquette_2010_Speaker_Slides_V3.ppt

http://www.fasset.org.za/downloads/events/2010_Office_etiquette_Assessment_QA.doc



No. Outcome Training Provider Responsibility Fasset Responsibilityrelevant data processing and tabulation activities

Business and management consultancy activities

South African Revenue Services (SARS) and

National Treasury

intended to facilitate the presentation, and the fifth speaker is intended to act as a backup in the event that the main speaker is ill or for other reasons of force majeur), including relevant qualifications, experience and language competencies.

vii. Video clips of the speakers are required and will provide the evaluation committee with a clear indication of the speaker style and ability. The video clip can be professional (taken with a camcorder, video recorder, camera) or via amateur devices (such as mobile phones). The video clips can be short or long, depending on the resources or recording of the service provider. The video clips must be saved to a CD / memory stick and included in the required number of copies of the proposal.

viii. Fasset’s official language is English, however a speaker with the ability to speak Afrikaans and at least one other official language would facilitate communication, especially where delegates may prefer to ask questions in their language e.g. Afrikaans.

1.2 1. Given the Fasset sector profile (see above); the focus is to be on aspects relevant to SMMEs and to practitioners in the sector who require

i. Include / address this focus in the plan and training.

a. Approve and sign off as part of the plan content.




such knowledge for their own workplaces and to provide a service to their clients.

2. Delegates attending the course are likely to be young learners, newly recruited staff requiring induction, individuals in the company who need specific guidance; generally delegates who have never worked in a professional environment before.

1.3 1. Allocate five speakers who are experts in the topic. A maximum of four trainers are required for the presentation, and one replacement trainer is required for stand-by, in the event that a trainer is unavailable on a specific day.

2. The maximum number of three CVs must be submitted in the proposal phase to enable the Seta to approve speakers at the presentation ‘dry-run’ (which will be scheduled at the Seta’s discretion).

i. Where speaker quality is unknown to Fasset, Fasset must be able to ensure that the quality of the speakers proposed is adequate by assessing this prior to the start of the event. The training provider must allow for the proposed speakers (selected speakers and backup speaker) to be made available for a ‘dry-run’ seminar in Gauteng to be facilitated by Fasset at Fasset’s discretion, at a specific venue and date to be confirmed, for review (prior to confirmation of their suitability for participation).

ii. This ‘dry-run’ seminar is required for all proposed trainers to access their suitability for the programme (at the Seta’s discretion, if the speaker quality or company quality is known to the Seta, a ‘dry-run’ may not be required). The dry-run is intended to test the speaker quality

a. Inform the recommended service provider of the final date, time and venue for the ‘dry-run’, if applicable.

b. Review and approve each speaker at the ‘dry-run’ presentation seminar at the sole discretion of Fasset, which approval shall not be withheld unreasonably.

c. Allocate speakers to a proposed training schedule (venues and dates scheduled).




and at most one hour per speaker is usually allocated.

iii. Ensure that proposed speakers are available for the ‘dry-run’ which will be scheduled to take place in the month of December 2011 or January 2012.

iv. Reject trainers who are not approved by Fasset in the ‘dry-run’. This process shall be repeated until Fasset is satisfied with all the proposed trainers.

v. The cost of the first ‘dry-run’ is to be included in the costing / quote however further ‘dry-runs’, should the speaker be deemed unsuccessful, must be borne by the proposer. This is to avoid last minute changes to the schedule should the speaker be rated unsuitable by delegates.

vi. Should the demand for the course exceed the demand expected, and the trainers are able to service the need by providing additional suitable trainers, these trainers must also undergo a dry-run.



2. Course Development

The development of a suitable and appropriate training programme, delegate handbook, slide presentation, delegate self-assessment questions and answers, draft invitation content and a one-page summary article. Fasset paid for material development for this topic in 2010 resulting in the availability of suitable material, which needs to be updated only. It is not anticipated that a large number of delegates will attend this event again.

Detailed outcomes and service levels required:


2.1 1. A seminar to a standard suitable to Fasset members. Refer to the Fasset website for full information on the Fasset sector membership.

2. The course material and full day course (see draft agenda below) must train Fasset stakeholders to ensure (but not limited to) an intermediate understanding of the subject matter.

i. Update the course material and day course (see draft agenda below) and train Fasset stakeholders to ensure (but not limited to) an intermediate understanding of Office Etiquette including, but not limited to the topics outlined in Section 3.1:

ii. The seminar should cover all issues pertinent to this area and the latest changes and developments in the area.

a. Approve and sign-off the invitation, handbook, slide presentation, self-assessment questions and answers and a one-page article on the course.

b. The LLL10 Essential Office Etiquette material is available on the Fasset website an example of the suitable standard for this course. Use the link below as guidance. Questions and Answers (MS

Word: 493 Kb) Speaker Presentation (MS

PowerPoint : 2.9 Mb) Invitation (MS Word: 47 Kb) Delegate Handbook (MS Word:

1.12 Mb) Summary Article (MS Word:

http://www.fasset.org.za/downloads/events/Essential_Office_Etiquette_Final_Article_(2).doc

http://www.fasset.org.za/downloads/events/Office_etiquette_FASSET_2010_(Del%20guide)_V5.doc

http://www.fasset.org.za/downloads/events/Office_Etiquette_Fax_07_final_.doc

http://www.fasset.org.za/downloads/events/Office_Etiquette_2010_Speaker_Slides_V3.ppt

http://www.fasset.org.za/downloads/events/2010_Office_etiquette_Assessment_QA.doc



No. Outcome Training Provider Responsibility Fasset Responsibility493 Kb)

c. Vet and approve methodology and project plan.

d. Vet and approve the CV/CVs of the speaker/trainers who will be presenting the course and backup speaker/s.

2.2 1. Course material (invitation to the event, slide presentation, handbook, one-page article, assessment questions and answers) to support the topic.

2. The seminar should address, but not be limited to, the topics listed in Section 3.1 above:

i. Update and submit a delegate handbook, slide presentation and assessment questions and answers that will be used as supporting documentation for the seminar. This comprehensive handbook must include examples, working problems, etc. Amend the handbook as appropriate in accordance with any changes or updates, as required.

ii. Submit to Fasset one master copy of the final course manual and slide presentation for the Seta’s’ records.

iii. A hard copy of the slide presentation must be included in the delegate handout, and must flow in line with the handout to ensure that delegates do not lose their place and are unable to get all of the relevant information.

iv. Self-assessment questions and answers to allow delegates to test their knowledge and for the Seta to determine the impact of the training funded.

a. Review and vet the first draft of the handbook and supply comments.

b. Vet and approve the final handbook and all related course material.

c. A panel of experts shall benchmark the quality and level of the course prepared if required.

d. Fasset shall be responsible for the duplication of all handbooks and/or training material and the distribution to the respective venues.




v. Make changes to the course material as required by Fasset.

2.3 1. One-page article (single paragraph spacing, Arial 11 point font) on the course subject matter for publication in the Fasset newsletter and on the Fasset website (this is intended to provide information to Fasset members who were unable to attend the training and to outline the frequently asked questions that emerged over the seminar).

i. Update and submit to Fasset a one-page article on the course subject matter.

ii. Amend the article as per feedback received from Fasset.

a. Vet and approve the article and the amended article (if applicable).

2.4 1. Invitation to the event which includes a short description on the service provider and short CV of the main speaker/s, and a course outline and the course content.

i. Update and amend the invitation as per feedback received from Fasset.

ii. Submit to Fasset the invitation in line with the Fasset requirements. The invitation to the LLL10 Essential Office Etiquette event is available on the Fasset website and contains the required standards for the Fasset invitation.

a. Vet and approve invite and the amended invite (if applicable).



3. Course Deliverables

The presentation of the course to Fasset members. Detailed outcomes and service levels required:


3.1 1. Seminar to the Fasset members i. Present the seminar according to the approved host, venue and training schedule to the Fasset members who are attending (group size may vary, but approximately 1700 to 2000 delegates, in total across different venues, are to be trained).

ii. Present the seminar using the latest acceptable technology e.g. PowerPoint Presentation via Notebook/Computer (with DVD and sound capability to be provided by speaker) and using a data projector (to be provided by Fasset).

iii. The trainers are expected to uphold the following criteria at the different seminars and venues: Presentability Language Proficiency Punctuality Professionalism

iv. Fasset shall not pay for any speaker fees related to any cancelled sessions.

v. Fasset is not responsible speaker costs

a. Advertising and invitation costs.b. Registration of delegates at the event.c. Registration of delegates for the event

via the Fasset online system.d. Reproduction and provision of training

material in the form of a delegate guide to all delegates.

e. Reproduction of the agenda, course evaluation etc …

f. Provision of Fasset marketing material to delegates at the event.

g. Courier of documents and course packs to the venue.

h. Securing and paying for the venue and catering.

i. Providing a flipchart and flipchart markers (or other required equipment).

j. Accommodation outside of the province in which the training provider resides.

k. Booking of travel (including flights and car hire) and accommodation outside of




relating to cancelled venues.vi. Incidental costs incurred by the training

provider such as telephone costs, laundry etc, are for the account of the training provider.

vii. The training provider will be required to share driving with the Fasset host (i.e. over 300km from any venue). Fasset hires Category B (usually manual) vehicles.

viii. Where no Fasset host attends and hosts the event, the speaker is expected to transport themself to the venue. Where the venue is in province in which the training provider resides, Fasset will not reimburse/pay for travel.

ix. All travel will be arranged by Fasset and the speakers are expected to travel with the Fasset hosts to allow for cost-effective travelling.

x. The trainers may, for smaller training sessions where no Fasset host is present, be required to assist Fasset in terms of the registration and hosting requirements to be laid out in the Fasset memorandum to be issued to all parties to this training event. These include, but are not limited to: Playing the Fasset DVD. Ensuring registers are completed by

delegates on their arrival.

the province in which the training provider resides in to be made by Fasset and paid for by Fasset.

l. Fasset expects the service provider to attend to hosting and registration requirements for the smaller venues (i.e. between 14 and 60 delegates).

m. Assign a Fasset representative (or DVD) to officially open and close seminars where applicable.

n. Provide the training provider with a DVD for the opening of sessions of smaller venues where a Fasset representative will not be present (to be decided after consideration of final registration figures).

o. Approve any changes to the appointment of trainers to specific venues.

p. Cancel any session/s where there are less than 14 registered attendees and advise (where possible) the training provider seven calendar days in advance.

q. Provide the training provider with a host memorandum detailing the logistics for the event and the instructions for the hosting of smaller venues e.g. the procedure of registration of delegates, playing of DVD, etc …

r. Implement the Fasset policy with regard



No. Outcome Training Provider Responsibility Fasset Responsibility Ensuring that late delegates sign the

register. Ensuring the access to the venue is

controlled and registered delegates are provided access, and the numbers of non-registered delegates are controlled.

Ensuring that name labels are distributed.

Ensuring that unregistered delegates complete a delegate registration form to enable Fasset to verify numbers and later report against delegate numbers.

Ensuring the venue is set up properly and that the meal breaks, food and beverages ordered through the venue (including special meals) are provided to quality and on time.

Collecting completed evaluation forms from delegates.

Complete a host evaluation report where hosting occurs at smaller venues.

Fax completed registers and registration forms for unregistered delegates through to a designated fax number if requested by Fasset.

To calculate from the evaluation forms and sms to a specific cell-phone number delegate feedback on the following two items to be included in the evaluation forms: 1) speaker quality 2) overall event

Ensuring material is returned to Fasset

to meals i.e. Lunch is normally served on the

airplane/venue so no expenses should be incurred here

Breakfast may be ordered from the hotel menu/buffet

Dinner and 2 beverages may be ordered from the hotel menu/buffet.

s. Implement the Fasset policy with regard to: Hotel transfers and airport shuttles ex-

the province where the speaker resides

Car rental to and from the hotel/venue ex-the province where the speaker resides

Excluding parking fees at the airport in the province in which the training provider resides

t. Implement the Fasset policy with regard to accommodation: This will include the following: Hotel/BB accommodation (normally in

hotel such as Holiday Inn, City Lodge) This excludes costs incurred whilst

staying at the accommodation e.g. Internet, telephone cost, laundry.

u. Review speaker feedback from the evaluation to be received daily from the



No. Outcome Training Provider Responsibility Fasset Responsibilityand pay for incidentals e.g. emergency photocopies, fax costs etc on behalf of Fasset and submit invoices/receipts to Fasset for payment.

Attending to all aspects of the Fasset memorandum to be distributed to all parties to the event.

Report any conflicts at the event to the Seta immediately (in the case of e.g. undelivered boxes) or when practicable (e.g. in the case of a conflict with a delegate).

speaker.v. Provide formal feedback to the training

provider and request the replacement of speakers not achieving an 90% minimum good-excellent speaker rating on evaluation forms. Fasset has a 5 point rating scale with the ratings: Excellent, good, average, fair and Poor.

w. Develop evaluation form, agenda, registers, invitation, host evaluation form, memorandum etc….

x. Analyse the data gathered on evaluation forms.



4. General

The feedback sessions covering the programme progress reporting, course evaluations, meetings, branding and copyright. Detailed outcomes and service levels required:


4.1 1. Compliance, adherence and attendance at meetings.

i. Attend all meetings as reasonably scheduled by Fasset. Meetings will generally not exceed a ‘kick off’ meeting of between 1 and 2 hours and a possible close-out meeting of 1 to 2 hours. Communication throughout the project will occur via email, telephone and fax.

a. Schedule meetings and advise the training provider within a reasonable timeframe.

b. Record minutes of the meetings and distribute to all relevant parties.

c. Communication throughout the project will occur via email, telephone and fax.

4.2 1. Use of branding during the seminars and on supporting course material.

i. Ensure that no training provider branding is visible on the course material or at the venues unless permission has been granted by the Seta.

ii. The Fasset template, or a non-specific, MS PowerPoint template is to be used.

iii. Ensure that no promotion of the training provider is undertaken during the seminars except during the introduction by Fasset where the CV of the speaker will be read by the Fasset host or may be read by the training provider where no Fasset host is present. (A brief outline of the training company and the proposed speakers will be included in the Fasset

a. Monitor usage of branding during the course and on the course material.

b. Ensure branding of seminars and training material represents Fasset only unless otherwise agreed.

c. Provide training provider with Fasset templates.




invitation to this event) unless permission has been granted from the Seta.

4.3 1. Ownership and copyright for all materials produced for the course.

i. Develop training materials with full understanding that these will be made available in the public domain given that Fasset is a publicity entity.

a. To post the material in the public domain and to present the material to the sector with the Fasset logo and a disclaimer concerning the views of the speaker and the content of the material.



5. Proposal Requirements

The Training Provider should, in their project plan, address the requirements in 12.12 (Part 15: Technical Approach of the Special Conditions of Contract) and include additional areas and suggest value adds.

It is recommended that the following format to address the functionality criteria is to be used, in the following order. This allows the bid committee evaluating the tenders to easily find information relating to the criteria which they are assessing the bid on.

Bidders often neglect to link their tender response with the criteria for evaluation listed in the document in section 1: Evaluation process/criteria (2. Evaluation Criteria) below, and do not provide all information and evidence required. Where information is not logically or systematically presented, tenders become difficult to read and unprofessional in layout.

The use of organising aids such as file divider and section breaks will assist the evaluator.

1. Experience of prospective contractor– Experience in arranging seminars, course developers and speakers

Ensure that explanation and evidence is included to show the contractors experience in training, and expertise to offer the technical content of the course being tendered for.

– Ability to deliver training nationally in approximately 5 venues over a period of 2 weeks

Ensure that explanation and evidence is included to show that the contractor can meet this criteria. For example, for larger events with a number of events running concurrently, the service provider may have numerous speakers located nationally. A range of speakers will also show national reach. Full-time trainers, or a network of consultants, will provide the company with a greater ability to address this criterion. For smaller events consisting of runs of less than ten events, the capacity of the speaker to work for a stretch of time, independently and away from the office is important.

2. Technical approach– Proposed project plan and approach to project management

Section 1.1.1 states ‘Provide a work plan of activities. In addition to providing details of the estimated number of work days for each activity, respondents are to supply a detailed timetable that identifies when certain activities will be undertaken and over what period they will be spread. The timing of activities, the time needed to complete them, and the order in which they will be undertaken must be explained and justified.’

The work plan could for example cover the following:



Outcome/ outputs

and activities

MONTHS Person days

allocated1 2 3 4 5 6 7 8 9 10 11 12

Describe, in detail, exactly how you propose to carry out the activities to achieve the outcomes identified in the terms of reference.

Describe how the work will be managed. Provide an organisation chart clearly indicating:

The lines of reporting and supervision within the respondent’s team.

The lines of reporting between the respondent and the Fasset Seta and other stakeholders, if applicable.

Identify the position(s) involved in the direct delivery of the service to be provided and in the overall management of the work and name the people who will fill these positions.

Describe the tasks, duties or functions to be performed by staff in these positions.

Indicate the number of hours required to complete each task and the number of hours to be provided by each team member.

– Proposed course outline

In order to indicate to the Seta that the service provider understands the requirements of the tender, a course outline must be included. Taking the Fasset agenda proposed into consideration (see Section 1: Terms of Reference (6. Proposed Agenda) the areas to be covered and the timing of each section must be detailed.

A draft invitation should be included to indicate to the Seta how the service provider has conceptualised the course. An example of this invitation is included in Section 1: Terms of Reference (10. Draft copy of Invitation) and is available on Fasset’s website under “Previous Events”.

– Experience in course design and course material

Providers with experience in course development must indicate their expertise in this area. The design and development of relevant courses must be specified and illustrated.

Should relevant courses have been offered in the past, copies of the course material – handbook, slide presentation and related articles – must be included.

– Demonstrated capacity/ability to manage a project of this size

In this section the service provider should outline their organisation structure, how the project team is conceptualised, and provide evidence to the Seta how the requirements of this tender will be addressed in terms of the ability and the availability of the proposed team.



As per the above section, provide an organisation chart clearly indicating:

The lines of reporting and supervision within the respondent’s team.

The lines of reporting between the respondent and the Fasset Seta and other stakeholders, if applicable.




Respondents may present such information in a matrix. The following is provided merely as guidance. Respondents are free to elaborate as they see fit

Outcome/output Activity Team member(s) involved (name and position)

Person days for each team member

Total person days

– Contingency planning

Describe, in detail, exactly how they propose to carry out the activities to achieve the outcomes identified in the terms of reference. They should identify any possible problems that might hinder delivery and indicate how they will avoid, or overcome problems such as:

The tender should identify any possible problems that might hinder delivery (e.g. poorly rated speakers, speakers who are ill and unable to present) and indicate how they will avoid, or overcome such problems.

Presenter/s unable to present on designated day. Course material not provided by the deadline date. Presenters/CVs not approved by Fasset at dry run. Courses cancelled by Fasset Additional courses scheduled by Fasset in unscheduled

venues. Speaker scores for approved speakers are below the

90% standard as per the evaluation form. 3. Capability of staff to be used/CV’s

– Expertise in the content of the subject



For each team member there must be a complete curriculum vitae confirming suitability for the position. A format is provided as a guideline only for the compilation of the CVs

Use the CV guideline template and ensure that the role the person is meant to fill in this project is completed.

– Expertise in facilitation/training

For each team member there must be a complete curriculum vitae confirming suitability for the position. A format is provided as a guideline only for the compilation of the CVs.


Video clips of the speakers are required and will provide the evaluation committee with a clear indication of the speaker style and ability. The video clip can be professional (taken with a camcorder, video recorder, camera) or via amateur devices (such as mobile phones). The video clips can be short or long, depending on the resources or recording of the service provider. The video clips must be saved to a CD / memory stick and included in the required number of copies of the proposal.

CVs of speakers (including backup speakers) For each team member there must be a complete curriculum

vitae confirming suitability for the position. A format is provided as a guideline only for the compilation of the CVs.


Provide three contactable references for similar work undertaken in this area in the past 24 months for both the company and the proposed speakers. The speaker CV includes space for reference information to be included however this can be presented separately in two sections for the company and for speaker.

4. Contactable references– Include detail of past assignments, testimonials from clients or employers (on

letterheads or on emails) and contact information from 3 clients for the speakers proposed and for the company proposing. Please indicate if the person and company are the same.

Provide three contactable references for similar work undertaken in this area in the past 24 months for both the company and the proposed speakers. The speaker CV includes space for reference information to be included.

Detail of assignment, testimonials and contact information from 3 clients for the company proposing.

Testimonials should be included in this section of the response. Such information could include a company profile, a list of

engagements. However sufficient detail must be included – not just a list of clients.



Please include relevant information only. Tender submissions often include large qualitative of company promotional material, much of which is not relevant, or brief.

5. Pricing Schedule– Pricing schedule must be submitted as per the MS Excel spreadsheet in the

tender pack. This allows the Seta to confirm the accuracy of addition.

Bid No: FAS/LD/SD/OFFICE ETIQUETTE/CON392 Fasset Bid Document


6. Proposed Agenda

Seminars are scheduled to run for one full day from 08.00 until 15.00. The draft agenda is as follows (this agenda is subject to change):

Time Period Description08.00 – 08.30 Registration and tea08.30 – 08.50 Fasset Update via DVD08.50 – 10.30 Speaker Part 110.30 – 10.45 Tea Break10.45 – 12.25 Speaker Part 212.25 – 13.15 Finger Snack/Tea Break13.15 – 14.55 Speaker Part 314.55 – 15.00 Closure



7. Draft Training ScheduleDate Day Session 1 Session 2 Session 3 Session 4

6-Feb-2012 Mon7-Feb-2012 Tue Richards Bay Pretoria East Queenstown Johannesburg Central8-Feb-2012 Wed Durban Central Johannesburg South East London Midrand9-Feb-2012 Thu Durban North Johannesburg North Port Elizabeth Potchefstroom

10-Feb-20112 Fri Pietermaritzburg Johannesburg West Cape Town South13-Feb-2012 Mon 14-Feb-2012 Tue Johannesburg East Witbank/eMalahleni Port Elizabeth15-Feb-2012 Wed Cape Town South Pretoria Central Johannesburg West Stellenbosch16-Feb-2012 Thu Cape Town North Pretoria West Johannesburg North Stellenbosch17-Feb-2012 Fri Pretoria East20-Feb-2012 Mon 21-Feb-2012 Tue Johannesburg South Tzaneen Johannesburg East Springbok22-Feb-2012 Wed Bloemfontein Vaal Port Elizabeth23-Feb-2012 Thu De Aar Midrand Cape Town South24-Feb-2012 Fri Johannesburg Central Nelspruit/Mbombela Stellenbosch27-Feb-2012 Mon 28-Feb-2012 Tue Cape Town South Newcastle Pretoria East29-Feb-2012 Wed Cape Town North Durban Central George1-Mar-2012 Thu Durban Central 2-Mar-2012 Fri Durban North

1. This draft training schedule is subject to change.

2. Service providers have the option of proposing either four or five main speakers. Fasset reserves the right to ultimately appoint the maximum number of main trainers.



8. Draft Plan for the Submission of Deliverables

Due dates for deliverables are as follows (these dates are subject to change):

Deliverable Due (weeks) Due Date

Proposed Date Contract Completion 9 before event 29 November 2011

Final Invitation Text (email and fax) 9 before event 29 November 2011

Final Project Plan 9 before event 29 November 2011

Final Seminar Content Outline 9 before event 29 November 2011

Draft 1 Page Article 4 before event 10 January 2012

Draft Handbook 4 before event 10 January 2012

Draft Slide Presentation 4 before event 10 January 2012

Draft Assessment Questions and Answers 4 before event 10 January 2012

Fasset Comment to 1 Page Article 3 before event 17 January 2012

Fasset Comment to Draft Handbook 3 before event 17 January 2012

Fasset Comment to Draft Slide Presentation 3 before event 17 January 2012

Fasset Comment to Draft Assessment Q & A 3 before event 17 January 2012

Final 1 Page Article 2 before event 24 January 2012

Final Handbook 2 before event 24 January 2012

Final Slide Presentation 2 before event 24 January 2012

Final Assessment Questions and Answers 2 before event 24 January 2012

1st Event Commences 7 February 2012

9. Duration of the Contract

Fasset would like this assignment to commence no later 30 November 2011 and to be completed by 11 April 2012.



10. Draft Invitation

Date: [Date]To: [Title] [Name] [Initials] [Surname]Organisation: [Organisation]Fax Number: [Fax]

Dear [Title] [Name] [Surname]

Fasset’s Essential Office Etiquette workshop will be held countrywide in February 2010 and will cover the principles and techniques of Office Etiquette. Etiquette can vary widely across cultures and nations, and this workshop is designed to meet the above need by identifying features that are relevant to all individuals in our country. New staff and learners will find this particularly useful.

Course Outline

The etiquette of business is the set of written and unwritten rules of conduct that make social interactions run more smoothly. Office Etiquette in particular applies to co-worker interaction and excludes interactions with external contacts such as customers and service providers. Fasset’s full-day Office Etiquette workshop aims to create an awareness and understanding of the basics of Office Etiquette, and to equip delegates with proven practical skills and tools to foster a harmonious workplace and a more productive environment. The topics covered will include, but are not limited to:

What is office etiquette Office relationships Professional conduct and professional

attire Courtesy for people with disabilities Handling difficult people and difficult

issues Ethical dilemmas Personal contact etiquette Etiquette in meetings and confidentiality

Appropriate use of the internet, email and telephone Attending business functions, social gatherings and

office parties Open plan office etiquette Bathroom etiquette Unacceptable behaviour at work and common office

etiquette mistakes Other related issues relevant to the topic

Training Provider - Itukisa (Pty) Ltd

ProBeta Accountancy Development (Pty) Ltd (“ProBeta”) through Itukisa (Pty) Limited (“Itukisa”) has been appointed to deliver the workshop. Itukisa is an independent firm of consultants providing education and training to trainee accountants, and middle and senior managers from audit and accounting practices, professional institutes and corporations in Southern Africa.

Pepi Malamoglou is a skilled facilitator and presenter on leadership and communication topics. After graduating from Wits University with a BSc degree she entered the pharmaceutical industry where she gained extensive experience in people skills, as a sales representative and sales manager. She is a registered workplace assessor and is accredited as a Neethling Brain Institute (NBI) practitioner. She has completed her IMM Marketing Diploma and gained experience as a brand manager in the marketing division at Abbot Laboratories.

André van der Walt is an established people and leadership development consultant who has gained extensive experience in the facilitation of personal, interpersonal and professional development interventions. He regularly facilitates training on conflict management, diversity, EQ, innovation, negotiation, problem-solving and communication. In the last five years he has presented in the following business sectors: financial services, mining, education, local government, medical services and food and beverage. André has a Masters degree in Personal and Professional Leadership from the University of Johannesburg (formerly (RAU).

Please Note



1. It is the role of the Skills Development Facilitator (SDF) to distribute this invitation to relevant individuals in the organisation who may benefit from this training.

2. Confirmation of registration together with an agenda and a map will be provided per fax or e-mail. If, by chance, you do not receive confirmation, please contact the Call Centre on 086 101 0001 to confirm that you are registered. If you register and are unable to attend, or wish to be replaced by a colleague, please notify the Call Centre at least seven days before the event to enable Fasset to manage numbers and prevent wastage.

3. Any venue with less than 14 registrations will be cancelled and delegates notified in writing.4. While every effort is made to pre-plan training workshops, delegates are accommodated on a first-

come-first-served basis when registering. Where we are unable to accommodate you at your venue of choice, you will be contacted to confirm another acceptable venue.

5. Fasset reserves the right to refuse late-comers or delegates who book after the deadline. 6. Fasset members who pay the Skills Development Levy and who travel over 300kms (roundtrip) to

attend a training session will be reimbursed at a rate of R3-28 per kilometre. The travel claim procedure and the requirements for this travel claim are available on our website (Events section).

7. Should a delegate choose to attend a training session at a venue not in close proximity to their home, and other adequately located venues have been provided by Fasset, Fasset will not reimburse a travel claim. Claims will only be paid where the closest venues are fully booked and delegates are requested by the Fasset Call Centre to move to another venue. This request will be kept on file by Fasset, as proof, and all claims will be verified against this.

Agenda

The workshop will run from 08h00 to 16h00 and will include Registration (08h00 to 08h30) and a Fasset welcome and briefing (08h30 to 08h50).



Delegate - Please complete and fax back to the Fasset Call Centre. On-line registration is also available via the Fasset website (www.fasset.org.za – Events section) to facilitate a faster registration process. Registration for the first workshop closes on 25 January 2010, thereafter, 10 working days before the commencement of each workshop.

Fax: (011) 388 0601 or (021) 413 0401 or (031) 571 0201 Telephonic Enquiries: 086 101 0001

Delegate - Please complete a separate Registration Form for each delegate.

Organisation Name

Organisation Registration Number (SDL or Other – Compulsory)

Title and Full Name

Job Title Are you a registered SDF? Yes No

Have you signed a Learnership Agreement? No Yes – specify:

Tel ( ) Fax ( )

E-mail

Special dietary requirements We will endeavor to accommodate other dietary requirements where possible

Not Applicable Kosher Halaal Vegetarian

The following information is required by the Department of Higher Education and Training for statistical purposes only:

Population Group African White Coloured Indian / Asian

Gender Male Female Disability Yes No

South African Citizen

Yes – South African Identification Number

No – Identification Number (SA or Other)

Details of person to whom you report in your organisation:

Title and Full Name

E-mail Fax ( )

Are you a Fasset member (registered levy payer or non-levy payer) Yes No

If yes, are you: Levy paying Non-levy paying

If no, please specify your constituency:

Professional Body Educational Institution Trade Union

Non-Fasset member & non-levy payer (SDL exempt) NGO/CBO

Non-Fasset member & levy payer (SDL eligible) Government

What professional institute are you a member of, or intending to join?

Dates and Venues

Please refer to the dates and venues overleaf and indicate your choice (one only) in the space below. Fasset is at times able to extend this event to additional venues, should the demand warrant this. If you would like us to schedule an additional venue within your preferred province or town, please specify the town below, 14 days before the commencement of the first event. This allows the Seta to advertise additional venues to all delegates and prevent wasted travel. We will consider scheduling additional venues where there is a demand by 14 or more delegates, across a range of Fasset-registered employers, for a specific venue. Delegates who specify an additional venue will be notified in writing of the venue and date.

Province Date Town Venue

Other (Please specify preferred town if not included below)

http://www.fasset.org.za/



Please select one of the following venues and indicate your choice on the Registration Form. Maps are available on the Fasset website and will be provided upon confirmation of your registration.

Province Date Town Venue

Eastern Cape

2 February 2010 Queenstown Queens Casino3 February 2010 East London East London Golf Course4 February 2010 Port Elizabeth The Beach Hotel17 February 2010 Port Elizabeth The Kelway Hotel

Free State 17 February 2010 Bloemfontein The President Hotel

Gauteng

2 February 2010 Pretoria East CSIR Convention Centre

3 February 2010 Johannesburg South Crown Reef Convention Centre

4 February 2010 Johannesburg North The Forum5 February 2010 Johannesburg West Silverstar Casino9 February 2010 Midrand Bytes Business Centre9 February 2010 Johannesburg East Emperor’s Palace10 February 2010 Pretoria Central SARB Conference Centre10 February 2010 Johannesburg West Silverstar Casino11 February 2010 Pretoria West Centurion Lake Hotel11 February 2010 Johannesburg Central Glenhove Conferencing12 February 2010 Pretoria East The Innovation Hub

16 February 2010 Johannesburg South Crown Reef Convention Centre

16 February 2010 Johannesburg East Emperor’s Palace17 February 2010 Vaal Riverside Sun18 February 2010 Midrand Gallagher Estate19 February 2010 Johannesburg North The Forum23 February 2010 Pretoria East CSIR Convention Centre

KwaZulu-Natal

2 February 2010 Richards Bay Protea Richard's Bay3 February 2010 Durban Central Riverside Hotel 4 February 2010 Durban North Gateway 1 on 15 February 2010 Pietermaritzburg Protea Imperial23 February 2010 Newcastle Century Casino24 February 2010 Durban North Gateway 1 on 125 February 2010 Durban Central Riverside Hotel

Limpopo 16 February 2010 Tzaneen Fairview River Lodge

Mpumalanga 9 February 2010 Witbank/eMalahleni The Ridge19 February 2010 Nelspruit Protea The Winkler

Western Cape

5 February 2010 Cape Town South The Pavilion10 February 2010 Cape Town South The Commodore

11 February 2010 Cape Town North Bloemendal Conference Centre

12 February 2010 Stellenbosch Protea Stellenbosch18 February 2010 Cape Town South The Pavilion19 February 2010 Stellenbosch Protea Stellenbosch23 February 2010 Cape Town South The Pavilion

24 February 2010 Cape Town North Bloemendal Conference Centre

Northern Cape 18 February 2010 De Aar Shreiner House26 February 2010 Springbok Okiep Country Hotel

North West 12 February 2010 Potchefstroom The Elgro Hotel


SECTION A Part 5: Evaluation Process/Criteria

ALL BIDDERS MUST TAKE NOTE OF THE EVALUATION PROCESS THAT WILL BE FOLLOWED

1 EVALUATION PROCESS

1.1 COMPLIANCE WITH MINIMUM REQUIREMENTS

1.1.1 All bids duly lodged will be examined to determine compliance with bidding requirements and conditions. Bids with obvious deviations from the requirements/conditions, will be eliminated from further adjudication.

1.2 DETERMINATION OF SCORE FOR FUNCTIONALITY

1.2.1 The evaluation criteria and weights for functionality as indicated in the table in below, will apply.



CRITERIA MAXIMUM TO BE AWARDED

1. Functionality 100

Experience of prospective contractor 15

Experience in arranging seminars, course developers and speakers 5

Ability to deliver training nationally in approximately 48 venues over a period of 3 weeks

10

Technical approach 20

Proposed project plan and approach to project management 5

Proposed course outline 5

Demonstrated capacity/ability to manage a project of this size 5

Contingency planning 5

Capability of staff to be used/ CV’s 65

Expertise in the content of the subject 10

Expertise in facilitation/training 15

CVs of speakers (incl. backup speakers) 40

Contactable references 10

Detail of assignment, testimonials and contact information from 3 clients for the speakers proposed

5

Detail of assignment, testimonials and contact information from 3 clients for the company proposing

5

FUNCTIONAL CRITERIA MAXIMUM TO BE AWARDED

Maximum subtotal for functionality if no presentations are held 40

Maximum subtotal for functionality before presentation 12

Presentation



Capability of staff to be used 65



CRITERIA MAXIMUM TO BE AWARDED

1. Functionality 100


Experience in arranging seminars, course developers and speakers 5

Ability to deliver training nationally in approximately 48 venues over a period of 3 weeks

10


Proposed project plan and approach to project management 5

Proposed course outline 5

Demonstrated capacity/ability to manage a project of this size 5

Contingency planning 5

Capability of staff to be used/ CV’s 65

Expertise in the content of the subject 10

Expertise in facilitation/training 15

CVs of speakers (incl. backup speakers) 40

Contactable references 10

Detail of assignment, testimonials and contact information from 3 clients for the speakers proposed

5

Detail of assignment, testimonials and contact information from 3 clients for the company proposing

5

FUNCTIONAL CRITERIA MAXIMUM TO BE AWARDED

Maximum subtotal for presentation only 28

Maximum total for functionality and presentations combined 40

1.2.2 The score for functionality should be calculated as follows:

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. The following formula should then be used to convert the total score for functionality:

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 bidder for functionality.

1.3 ELIMINATION OF PROPOSALS ON GROUNDS OF FUNCTIONALITY

1.3.1 Bids that score less than 70% of the marks available for functionality will be eliminated from further consideration. Marks will therefore not be awarded for their cost proposals or for preference.

1.4 PRICE AND PREFERENCE POINTS

1.4.1 All remaining bids will be evaluated as follows:

1.4.2 90 Marks will be awarded for price and 10 marks will be awarded for preferential procurement.

1.5 DETERMINATION OF SCORE FOR PRESENTATIONS

1.5.1 The Fasset may decide to have compulsory presentations made either by all bidders who have obtained at least 70% of the marks for functionality, or by the bidders ranked first to a maximum of six, but not less than the three highest scoring bidders, once the price and preference marks have been combined.

1.5.2 Presentations shall only affect the marks awarded for functionality. If the Fasset wishes to use presentations to discriminate between bidders, the evaluation criteria to be affected shall be determined in advance and due allowance made in the mark scheme and indicated in paragraph 1.2 above.

1.5.3 Points determined by the presentation will be awarded to each bidder by each member of the Bid Evaluation Committee and then an average calculated. Such score will be added to the original score for functionality.

1.5.4 A bidder will be disqualified if the combined score for functionality fails to meet the minimum threshold for functionality as per paragraph 1.3.1 above.Error:Reference source not found

1.6 CALCULATION OF POINTS FOR PRICE

1.6.1 If appropriate, implied contract price adjustments will be made to the cost proposals of all remaining bids.

1.6.2 The lowest acceptable bid/proposal (adjusted or not), will obtain the maximum score allocated for price, taking into consideration the relative competitiveness of the proposed price. The other bids/proposals with higher prices (adjusted or not), will proportionately obtain lower scores.

1.6.3 The points scored out of 90 shall be calculated according to the following formula:



The 90/10 preference point system

where

Ps = points scored for price of the bid/proposal under consideration

Pt = rand value of tender under consideration

Ph = Rand value of highest acceptable tender

1.7 AWARDING OF POINTS FOR PREFERENCES/GOALS

1.7.1 Points for any specific goals will be awarded according to the formula(e) indicated in the preference points claim form(s).

1.7.2 The goals to be promoted through this bid are:

PREFERENTIAL CRITERIA MAXIMUM TO BE AWARDED

Equity ownership by HDIs as per the preference form 5

Promotion of SMMEs as per the preference form 5

Maximum total 10

1.8 COMBINING FUNCTIONALITY, PRICE AND PREFERENCE MARKS

1.8.1 The preference marks scored for each acceptable bid will now be added to the price mark scored for that bid

1.8.2 The Bid Evaluation Committee may recommend that the contract be awarded to the bidder obtaining the highest aggregate score as determined by 1.8.1 or to a lower scoring bid on justifiable grounds.

1.9 ADJUDICATION OF BID

1.9.1 The Bid Adjudication Committee will consider the recommendations and make the final award. The successful bidder will usually be the service provider scoring the highest number of points or it may be a lower scoring bid on justifiable grounds or no award at all.


SECTION A Part 6: Contract Form

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 Fasset 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 Invitation to bid Tax clearance certificate Pricing schedule(s) Filled in terms of reference/task directive/proposal Preference certificates in terms of the Preferential Procurement Regulations, 2001 Declaration of interest Declaration of bidder’s past SCM practices 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.

5. I/we declare that I/we have no participation in any collusive practices with any bidder or any other person regarding this or any other bid.

6. I confirm that I am duly authorised to sign this contract.

NAME (PRINT) WITNESSES

CAPACITY 1

SIGNATURE 2

NAME OF FIRM DATE:

DATE


SECTION A Part 6: Contract Form

CONTRACT FORM: RENDERING OF SERVICES

PART 2 (TO BE FILLED IN BY THE PURCHASER)

1. I ……………………………………………………..……………… in my capacity as …………………………………………….. accept your bid under reference number ……………………………………………. dated ……………………………………. for the rendering of services indicated hereunder and/or further specified in the annexures.

2. An official order indicating service delivery instructions is forthcoming.

3. I undertake to make payment for the services rendered in accordance with the terms and conditions of the contract within 30 (thirty) days after receipt of an invoice.

DESCRIPTION OF SERVICE

PRICE (VAT INCL)

COMPLETION DATE

PREF POINTS CLAIMED FOR

HDIs

PREF POINTS CLAIMED FOR RDP GOALS

4. I confirm that I am duly authorised to sign this contract.

SIGNED AT ON

NAME (PRINT)

SIGNATURE

OFFICIAL STAMP WITNESSES

1

2

DATE:


SECTION B

SECTION B


SECTION B Part 1: Special Conditions of Bid and Contract

SPECIAL CONDITIONS OF BID AND CONTRACT

SPECIAL CONDITIONS CONFIRMATIONYes No If no, indicate

deviation

1 GENERAL

1.1 Bidders must indicate compliance or non-compliance on a paragraph-by-paragraph basis. Indicate compliance with the relevant special conditions by marking the YES box and non-compliance by marking the NO box. The bidder must clearly state if a deviation from these special conditions are offered and the reason therefor. If an explanatory note is provided, the paragraph reference must be attached as an appendix to the bid submission. Answering questions or supplying detail by referring to other sections will not be accepted.

1.2 Should bidders fail to indicate agreement/compliance or otherwise, the Fasset will assume that the bidder is not in compliance or agreement with the statement(s) as specified in this bid document

1.3 Bids not completed in this manner may be considered incomplete and rejected.

2 BID SUBMISSION CONDITIONS, INSTRUCTIONS AND EVALUATION PROCESS/CRITERIA

2.1 Bid submission conditions and Instructions as well as the evaluation process/criteria have been noted.

3 GENERAL CONDITIONS OF CONTRACT

3.1 The General Conditions of Contract must be accepted.

4 SPECIAL CONDITIONS OF BID AND CONTRACT

4.1 The Special Conditions of Bid and Contract as per Section B Part 1 of this Request for Bid must be accepted. Non-compliance may be deemed to be non-responsive.

5 ADDITIONAL INFORMATION REQUIREMENTS

5.1 During evaluation of the bids, additional information may be requested in writing from bidders. Replies to such request must be submitted, within 5 (five)




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working days or as otherwise indicated. Failure to comply, may lead to your bid being disregarded.

6 VENDOR INFORMATION

6.1 The successful bidder will be required to complete a vendor information form detailing the organisation’s complete profile.

7 CONFIDENTIALITY

7.1 The bid and all information in connection therewith shall be held in strict confidence by bidders and usage of such information shall be limited to the preparation of the bid. Bidders shall undertake to limit the number of copies of this document.

7.2 All bidders are bound by a confidentially agreement preventing the unauthorised disclosure of any information regarding the Fasset or of its activities to any other organisation or individual. The bidders may not disclose any information, documentation or products to other clients without written approval of the accounting authority or the delegate.

7.3 “Confidential information” includes any information or knowledge whatsoever relating to Fasset including but not limited to all information in whatever form (tangible or intangible), reports (whether generated by the Fasset or service providers to Fasset), documentation, specifications, know-how, accounts and computer readable data relating or pertaining to the project or the Fasset.

8 INTELLECTUAL PROPERTY, INVENTIONS AND COPYRIGHT

8.1 Copyright of all documentation relating to this contract belongs to the client. The successful bidder may not disclose any information, documentation or products to other clients without the written approval of the accounting authority or the delegate.

8.2 All the intellectual property rights arising from the execution of this contract shall vest in Fasset who shall be entitled to cede and assign such to the Department of Labour and the contractor undertakes to honour such intellectual property rights and all future rights by keeping the know-how and all




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published and unpublished material confidential.

8.3 In the event that the contractor or any project team member would like to use information or data generated by the project, for academic or any other purpose, prior written permission must be obtained from the client. Such permission will not be unreasonably withheld and if it is withheld, written reasons will be provided.

8.4 The Fasset shall own all deliverables produced by the Contractor during the course of, or as part of the contract whether capable of being copyrighted or not (“IP”) and which are or may become eligible for copyright under the laws of the Republic of South Africa and which relates to the contract or which arises directly from this contract. This IP Fasset shall be entitled to freely cede and assign to the Department of Labour. No other document needs to be executed to give effect to this cession, assignment or transfer.

8.5 The provisions of this clause 8 shall only apply to such IP that is created during the course and scope in terms of this contract.

8.6 The Contractor acknowledges and agrees that each provision of clause 8 is separate, severally and separately enforceable from any other provisions of this contract.

8.7 The invalidity or non-enforceability of any one or more provision hereof, shall not prejudice or effect the enforceability and validity of the remaining provisions of this contract.

8.8 This clause 8 shall survive termination of this contract.

8.9 Non-acceptance of clause 8 may deem your bid to be non-responsive.

9 NON-COMPLIANCE WITH DELIVERY TERMS

9.1 As soon as it becomes known to the contractor that he/she will not be able to deliver the services within the delivery period and/or against the quoted price and/or as specified, the Fasset must be given immediate written notice to this effect. The Fasset




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reserves the right to implement remedies as provided for in the GCC.

10 WARRANTS

10.1 The Contractor warrants that it is able to conclude this Agreement to the satisfaction of the Fasset.

10.2 Although the contractor will be entitled to provide services to persons other than Fasset, the contractor shall not without the prior written consent of Fasset, be involved in any manner whatsoever, directly or indirectly, in any business or venture which competes or conflicts with the obligations of the contractor to provide Services.

11 PARTIES NOT AFFECTED BY WAIVER OR BREACHES

11.1 The waiver (whether express or implied) by any Party of any breach of the terms or conditions of this contract by the other Party shall not prejudice any remedy of the waiving party in respect of any continuing or other breach of the terms an conditions hereof .

11.2 No favour, delay, relaxation or indulgence on the part of any Party in exercising any power or right conferred on such Party in terms of this contract shall operate as a waiver of such power or right nor shall any single or partial exercise of any such power or right under this agreement.

12 RETENTION

12.1 On termination of this agreement, the contractor shall, on demand hand over all documentation provided as part of the project and all deliverables, etc., without the right of retention, to the Fasset.

12.2 No agreement to amend or vary a contract or order or the conditions, stipulations or provisions thereof shall be valid and of any force and effect unless such agreement to amend or vary is entered into in writing and signed by the contracting parties. Any waiver of the requirement that the agreement to amend or vary shall be in writing, shall also be in writing.




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13 FORMAT OF BIDS

13.1 Bidders must complete all the necessary bid documents and undertakings required in this bid document. Bidders are advised that their proposal should be concise, written in plain English and simply presented. Bidders are to set out their proposal in the format prescribed hereunder:

13.2 Part 1: Special conditions of bid and contract

13.2.1 Bidders must complete and return only division 2 of the Special Conditions of Bid and Contract.

13.3 Part 2: SARS Tax Clearance Certificate(s)

13.3.1 An original valid SARS Tax Clearance Certificate must accompany the proposal. In case of a consortium/ joint venture, or where sub-contractors are utilised, an original valid SARS Tax Clearance Certificate for each consortium/ joint venture member and/or sub-contractor (individual) must be submitted. The certificate requirements page should not be returned as part of the submission.

13.4 Part 3: Additional Registration Certificates

13.4.1 A valid copy of Business (company) registration certificate must be submitted, if applicable.

13.4.2 A valid copy of IRP 30A must be submitted in the case of a Labour Broker.

13.4.3 A valid copy of VAT registration certificate (VAT103) must be submitted, if applicable.

13.4.4 Copy of company incorporation certificate(s) must be submitted, if applicable.

13.5 Part 4: Declaration of Interest

13.5.1 Each party to the bid must complete and return the Declaration of Interest. Bids submitted without a complete and signed Declaration of Interest may be deemed to be non-responsive.




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13.6 Part 5: Declaration of bidder’s past Supply Chain Management practices

13.6.1 Each party to the bid must complete and return “Declaration of bidder’s past Supply Chain Management practices”. Bids submitted without a completed and signed Declaration of bidder’s past Supply Chain Management practices may be deemed non-responsive.

13.7 Part 6: Certificate of Independent Bid Determination

13.7.1 Each party to the bid must complete and sign the Certificate. Bids submitted without a completed and signed Certificate of Independent Bid Determination may be deemed non-responsive.

13.8 Part 6: Employment equity

13.8.1 Bidders must provide proof of their employment equity compliance and plans

13.9 Part 7: BEE status

13.9.1 Bidders must provide, if applicable, a valid BEE rating certificate provided by an accredited BEE Rating Agency.

13.10 Part 8: Preference Points Claim Form in terms of the Preferential Procurement Regulations 2001 (Purchases)

13.10.1 Bidders must complete and return the Preference Points Claim Form (Purchases).

13.10.2 For a consortium or joint venture:

Each member organisation wishing to claim points should complete a separate Preference Points Claim Form (Purchases).

In the case of a consortium/joint venture/subcontractor, item 9.8 of the Claim Form should only be completed once for the whole consortium/joint venture.




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13.11 Part 9: Preference Points Claim Form in terms of the Preferential Procurement Regulations 2001 (Promotion of Small Enterprises)

13.11.1 Bidders must complete and return the Preference Points Claim Form (Promotion of Small Enterprises).

13.11.2 For a consortium or joint venture:

Each member organisation wishing to claim points should complete a separate Preference Points Claim Form (Promotion of Small Enterprises).

13.12 Part 10: Invitation to Bid

13.12.1 Bidders must complete, sign and return the full “Invitation to Bid” document.

13.13 Part 11: Technical approach

13.13.1 Bidders must, at least cover the under-mentioned in their technical approach and return as part of their submission:

Describe, in detail, exactly how they propose to carry out the activities to achieve the outcomes identified in the terms of reference. They should identify any possible problems that might hinder delivery and indicate how they will avoid, or overcome such problems.

Describe how the work will be managed. Provide an organisation chart clearly indicating:

The lines of reporting and supervision within the bidder’s team.

The lines of reporting between the bidder and the Fasset and other stakeholders, if applicable.






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Bidders are to present such information in a matrix. The following is provided merely as guidance. Bidders are free to elaborate as they see fit.

Outcome/output Activity Team member(s) involved (name and position)

Person days for each team member

Total person days


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13.13.2 Provide a work plan of activities. In addition to providing details of the estimated number of work days for each activity, bidders are to supply a detailed timetable that identifies when certain activities will be undertaken and over what period they will be spread. The timing of activities, the time needed to complete them, and the order in which they will be undertaken must be explained and justified.

The work plan could for example cover the following:

Outcome/ outputs and activities

MONTHS Person days allocated1 2 3 4 5 6 7 8 9 10 11 12


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13.13.3 Please note that part 11 should be no longer than 20 single-sided A4 pages in Arial 11 (font size).

13.14 Part 12: Team details

13.14.1 In this part that must be returned as part of the submission, bidders must provide details of the team named in the previous part.



SPECIAL CONDITIONS CONFIRMATION

The bidders must provide a summary chart containing all the people to be used.

Name Position in team

Current position

Years of experience

Education Relevant specialist areas of knowledge demonstrating suitability for position


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13.14.2 For each team member there must be:

A complete curriculum vitae confirming suitability for the position. A format is provided as a guideline only for the compilation of the CVs.

13.15 Part 13: Experience in this field

13.15.1 Bidders should provide in this part, and return as part the submission, at least the following information.

Details of contracts for similar work within the last 5 years.

Contact details of a maximum of 3 organisations for which work was done.

13.16 Part 14: Pricing Schedule

13.16.1 Any budget amount that may be indicated in this document shall be deemed to be a guide only and bidders are expected to submit a costing that is fair and reasonable.

13.16.2 All costs related to this assignment are to be allowed for in the pricing schedule and in the formats prescribed and must be returned as part of the submission. The proposed totals for fees and reimbursables will be included in the contract as the maximum amount to be spent on these items.

13.16.3 A pricing schedule with one of the specified elements (fees and reimbursable costs) omitted from the costing, may be considered non-responsive.



SPECIAL CONDITIONS CONFIRMATION

13.16.4 Fees:

The budgeted days/hours and applicable rates of all team members as per the pricing schedule.

13.16.5 Reimbursable costs

Accommodation/meals

A maximum daily reimbursement for meals of either R150.00 (incl VAT) per day for breakfast R150.00 (incl VAT) per day for lunch and dinner of R200.00 (incl VAT) per day for breakfast, lunch and dinner will be paid for period in excess of 24 hours and thereafter in cycles of 24 hours away from original location.

Note: Hotel room calls, pay channel utilisation, alcohol consumption are for the bidder’s own account.

Note 1: Costs of the second and subsequent dry runs and travelling to meetings at Fasset in Johannesburg are for the service provider’s own account.

Note 2: No handling fee on disbursements will be considered

VAT: Value Added Tax must be included and shown separately.

Logistics for presentations

The Fasset or its authorised representative reserves the right to invite bidders for presentations before the award of the bid.

Shortlisted bidders will be given three (3) days advance notice to attend the presentation. The date as well as the detail for the venue and the agenda for the presentations will be provided.

Presentations will be made to the full Bid Evaluation Committee.

Under no circumstances will a presentation by any bidder constitute and award or promise/undertaking to award the contract.


SECTION B Part 2: Tax Clearance Certificate

TAX CLEARANCE CERTIFICATE REQUIREMENTS

It is a condition of bid (tender) that the taxes of the successful bidder must be in order, or that satisfactory arrangements have been made with South African revenue Services (SARS) to meet the bidder’s tax obligations.

1. In order to meet this requirement, bidders are required to complete in full the form TCC 001 “Application for a Tax Clearance Certificate” and submit it to any SARS branch office nationally. The Tax Clearance Certificate Requirements are also applicable to foreign bidders/ individuals who wish to submit bids.

2. SARS will then furnish the bidder with a Tax Clearance Certificate that will be valid for a period of 1 (one) year from date of approval.

3. The original Tax Clearance Certificate must be submitted together with the bid. Failure to submit the original and valid Tax Clearance Certificate will result in the invalidation of the bid. Certified copies of the Tax Clearance Certificate will not be acceptable.

4. In bids where Consortia / Joint ventures / Sub-contractors are involved, each party must submit a separate Tax Clearance Certificate.

5. Copies of the TCC 001 “Application for a Tax Clearance Certificate” form are available from any SARS branch office nationally or on the website www.sars.gov.za.

6. Applications for Tax Clearance Certificates may also be made via eFiling. In order to use this provision, taxpayers will need to register with SARS as eFilers through the website www.sars.gov.za.

http://www.sars.gov.za/


SECTION B Part 3: Declaration of Interest

DECLARATION OF INTEREST1. Any legal person, including persons employed by the State1, or persons having a kinship with

persons employed by the State, including a blood relationship, may make an offer or offers in terms of the invitation to bid (includes a price quotation, advertised competitive bid, limited bid or proposal). In view of possible allegations of favouritism, should the resulting bid, or part thereof, be awarded to persons employed by the State, or to persons connected with or related to them, it is required that the bidder or his/her authorised representative declare his/her take an oath declaring his/her interest, where –

1.1. The bidder is employed by the State; and/or

1.2. The bidder is a Management Board member of Fasset and/or

1.3. The legal person on whose behalf the bidding document is signed, has a relationship with persons/a person who are/is involved in the evaluation and or adjudication of the bid(s), or where it is known that such a relationship exists between the person or persons for or on whose behalf the declarant acts and persons who are involved with the evaluation and or adjudication of the bid.

2. In order to give effect to the above, the following questionnaire must be completed and submitted with the bid.

2.1. Full Name of bidder or his or her representative:

2.2. Identity Number:

2.3. Position occupied in the Company (director, shareholder, etc):

2.4. Company Registration Number:

2.5. Tax Reference Number:

2.6. VAT Registration Number:

2.7. Are you or any person connected with the bidder presently employed by the State? YES / NO

2.7.1. If so, furnish the following particulars

Name of person/ director/ shareholder/member:

Name of State institution to which the person is connected:

Position occupied in the State institution:

Any other particulars:

2.8. Did you or your spouse, or any of the company’s directors/shareholders/members or their spouses conduct business with the State in the previous twelve (12) months?

YES / NO

1 “State” means(a) Any national or provincial department, national or provincial public entity or constitutional institution within the

meaning of the Public Finance Management Act, 1999 (Act No 1 of 1999);(b) Any municipality or municipal entity;(c) Provincial legislature;(d) National Assembly or the National Council of Provinces;(e) Parliament.


SECTION B Part 3: Declaration of Interest

2.8.1. If so, furnish the following particulars.

2.9. Do you, or any person connected with the bidder, have any relationship (family, friend, other) with a person employed by the State and who may be involved with the evaluation and or adjudication of this bid?

YES / NO


2.10. Are you, or any person connected with the bidder, aware of any relationship (family, friend, other) between the bidder and any person employed by the State who may be involved with the evaluation and or adjudication of this bid?

YES / NO


2.11. Do you or any of the directors/shareholders/members of the company have any interest in any other related companies whether or not they are bidding for this contract?

YES / NO


DECLARATION

I, THE UNDERSIGNED (NAME)

CERTIFY THAT THE INFORMATION FURNISHED IN PARAGRAPHS 2.1 TO 2.11.1 ABOVE IS CORRECT. I ACCEPT THAT THE STATE MAY ACT AGAINST ME IN TERMS OF PARAGRAPH 23 OF THE GENERAL CONDITIONS OF CONTRACT SHOULD THIS DECLARATION PROVE TO BE FALSE.

Signature Date

Position Name of bidder


SECTION B Part 4: Declaration Of Bidder's past SCM Practices

DECLARATION OF BIDDER'S PAST SUPPLY CHAIN MANAGEMENT PRACTICES

1 This declaration will be used by institutions to ensure that when goods and services are being procured, all reasonable steps are taken to combat the abuse of the supply chain management system.

2 The bid of any bidder may be disregarded if that bidder, or any of its directors have:

a. abused the Fasset’s supply chain management system;b. committed fraud or any other improper conduct in relation to such system; orc. failed to perform on any previous contract.

3 In order to give effect to the above, the following questionnaire must be completed and submitted with the bid.

Item Question Yes No3.1 Is the bidder or any of its directors listed on the National Treasury’s

database as companies or persons prohibited from doing business with the public sector?(Companies or persons who are listed on this database were informed in writing of this restriction by the National Treasury after the audi alteram partem rule was applied).

Yes

No

3.1.1 If so, furnish particulars:

3.2 Is the bidder or any of its directors listed on the Register for Tender Defaulters in terms of section 29 of the Prevention and Combating of Corrupt Activities Act (No 12 of 2004)?To access the Register enter the National Treasury’s website, www.treasury.gov.za click on the icon “Register for Tender Defaulters” or submit your written request for a hard copy of the Register to facsimile number 012-3265445.

Yes

No


3.3 Was the bidder or any of its directors convicted by a court of law (including a court outside of the Republic of South Africa) for fraud or corruption during the past five years?

Yes

No


3.4 Was any contract between the bidder and any organ of state terminated during the past five years on account of failure to perform on or comply with the contract?

Yes

No


CERTIFICATION

I, THE UNDERSIGNED (FULL NAME) ………………………………………………………………………………………….CERTIFY THAT THE INFORMATION FURNISHED ON THIS DECLARATION FORM IS TRUE AND CORRECT.

I ACCEPT THAT, IN ADDITION TO CANCELLATION OF A CONTRACT, ACTION MAY BE TAKEN AGAINST ME SHOULD THIS DECLARATION PROVE TO BE FALSE.

Signature Date

Position Name of Bidder

http://www.treasury.gov.za/


SECTION B Part 6.1: Preference Points Claim Form (Purchases)

CERTIFICATE OF INDEPENDENT BID DETERMINATION

I, the undersigned, in submitting the accompanying bid:

FAS/SP/LD/OFFICE_ETIQUETTE/CON392

in response to the invitation for the bid made by:

(Name of Institution)

do hereby make the following statements that I certify to be true and complete in every respect:

I certify, on behalf of: _______________________________________________________that:

(Name of Bidder)

1. I have read and I understand the contents of this Certificate;

2. I understand that the accompanying bid will be disqualified if this Certificate is found not to be true and complete in every respect;

3. I am authorized by the bidder to sign this Certificate, and to submit the accompanying bid, on behalf of the bidder;

4. Each person whose signature appears on the accompanying bid has been authorized by the bidder to determine the terms of, and to sign the bid, on behalf of the bidder;

5. For the purposes of this Certificate and the accompanying bid, I understand that the word “competitor” shall include any individual or organization, other than the bidder, whether or not affiliated with the bidder, who:

has been requested to submit a bid in response to this bid invitation; could potentially submit a bid in response to this bid invitation, based on

their qualifications, abilities or experience; and provides the same goods and services as the bidder and/or is in the same

line of business as the bidder

6. The bidder has arrived at the accompanying bid independently from, and without consultation, communication, agreement or arrangement with any competitor. However communication between partners in a joint venture or consortium2 will not be construed as collusive bidding.

7. In particular, without limiting the generality of paragraphs 6 above, there has been no consultation, communication, agreement or arrangement with any competitor regarding:

prices;

2 Joint venture or Consortium means an association of persons for the purpose of combining their expertise, property, capital, efforts, skill and knowledge in an activity for the execution of a contract.



geographical area where product or service will be rendered (market allocation)

methods, factors or formulas used to calculate prices; the intention or decision to submit or not to submit, a bid; the submission of a bid which does not meet the specifications and

conditions of the bid; or bidding with the intention not to win the bid.

8. In addition, there have been no consultations, communications, agreements or arrangements with any competitor regarding the quality, quantity, specifications and conditions or delivery particulars of the products or services to which this bid invitation relates.

9. The terms of the accompanying bid have not been, and will not be, disclosed by the bidder, directly or indirectly, to any competitor, prior to the date and time of the official bid opening or of the awarding of the contract.

10. I am aware that, in addition and without prejudice to any other remedy provided to combat any restrictive practices related to bids and contracts, bids that are suspicious will be reported to the Competition Commission for investigation and possible imposition of administrative penalties in terms of section 59 of the Competition Act No 89 of 1998 and or may be reported to the National Prosecuting Authority (NPA) for criminal investigation and or may be restricted from conducting business with the public sector for a period not exceeding ten (10) years in terms of the Prevention and Combating of Corrupt Activities Act No 12 of 2004 or any other applicable legislation.

………………………………………………… …………………………………Signature Date

…………………………………………………. …………………………………Position Name of Bidder



PREFERENCE POINTS CLAIM FORM IN TERMS OF THE PREFERENTIAL PROCUREMENT REGULATIONS, 2001

PURCHASES

This preference form must form part of all bids invited. It contains general information and serves as a claim form for Historically Disadvantaged Individual (HDI) preference points as well as a summary for preference points claimed for attainment of other specified goals.

NB: BEFORE COMPLETING THIS FORM, BIDDERS MUST STUDY THE GENERAL CONDITIONS, DEFINITIONS AND DIRECTIVES APPLICABLE IN RESPECT OF EQUITY OWNERSHIP BY HISTORICALLY DISADVANTAGED INDIVIDUALS (HDIs), AS PRESCRIBED IN THE PREFERENTIAL PROCUREMENT REGULATIONS, 2001

1 GENERAL CONDITIONS

1.1 The following preference point systems are applicable to all bids:

1.1.1 The 80/20 system for requirements with a Rand value of up to R500 000

1.1.2 The 90/10 system for requirements with a Rand value above R500 000

1.2 The value of this bid is estimated to exceed R500 000 and therefore the 90/10 system shall be applicable.

1.3 Preference points for this bid shall be awarded for:

1.3.1 Price

1.3.2 Specific contract participation goals, as specified in the attached forms.

1.3.3 The points for this bid are allocated as follows:

POINTS

Price/functionality 90

Specific contract participation goals 10

Historically Disadvantaged Individuals 5

Who had no franchise in national elections before the 1983 and 1993 Constitutions

3.5

Who is a female 1

Who has a disability 0.5

Other specific goals (goals of the RDP – plus local manufacture) 5

Promotion of small enterprise 5

Total points for price, functionality, HDI’s and other RDP goals must not exceed 100

Separate Preference Points Claim Forms will be used for the promotion of the specific goals for which points have been allocated above.

1.4 Failure on the part of a bidder to fill in and/or sign this form may be interpreted to mean that the preference points are not claimed.



1.5 The purchaser reserves the right to require of a bidder, either before a bid is adjudicated or at any time subsequently, to substantiate any claim in regard to preferences, in any manner required by the purchaser.

2 GENERAL DEFINITIONS

2.1 “Acceptable bid” means any bid, which in all respects, complies with the specifications and conditions of bid as set out in the bid document.

2.2 “Bid” means a written offer in a prescribed or stipulated form in response to an invitation by an organ of state for the provision of goods, works or services.

2.3 “Comparative price” means the price after the factors of a non-firm price and all unconditional discounts that can be utilised have been taken into consideration.

2.4 “Consortium or joint venture” means an association of persons for the purpose of combining their expertise, property, capital, efforts, skills and knowledge in an activity for the execution of a contract.

2.5 “Contract” means the agreement that results from the acceptance of a bid by an organ of state.

2.6 “Specific contract participation goals” means the goals as stipulated in the Preferential Procurement Regulations, 2001.

2.6.1 In addition to the abovementioned goals, the Regulations [12(1)] also make provision for organs of state to give particular consideration to procuring locally manufactured products.

2.7 “Control” means the possession and exercise of legal authority and power to manage the assets, goodwill and daily operations of a business and the active and continuous exercise of appropriate managerial authority and power in determining the policies and directing the operations of the business.

2.8 “Disability” means in respect of a person, a permanent impairment of a physical, intellectual, or sensory function, which results in restricted, or lack of, ability to perform an activity in the manner, or within the range, considered normal for a human being.

2.9 “Equity ownership” means the percentage ownership and control, exercised by individuals within an enterprise.

2.10 “Historically Disadvantaged Individuals (HDI’s)” means a South African citizen

(1) Who, due to the apartheid policy that had been in place, had no franchise in national elections prior to the introduction of the Constitution of the Republic of South Africa, 1983 (Act No 110 of 1983) or the Constitution of the Republic of South Africa, 1993 (Act No 200 of 1993) (“the interim Constitution”); and or

(2) Who is a female; and/or

(3) Who has a disability.

Provided that a person who obtained South African citizenship on or after the coming to effect of the Interim Constitution, is deemed not to be a HDI.

2.11 “Management” means an activity inclusive of control and performed on a daily basis, by any person who is a principal executive officer of the company, by whatever name that person may be designated, and whether or not that person is a director.

2.12 “Owned” means having all the customary elements of ownership, including the right of decision-making and sharing all the risks and profits commensurate with the degree of ownership interests as demonstrated by an examination of the substance, rather than the form of ownership arrangements.

2.13 “Person” includes reference to a juristic person.



2.14 “Rand value” means the total estimated value of a contract in Rand denomination that is calculated at the time of bid invitations and includes all applicable taxes and excise duties.

2.15 “Small, Medium and Micro Enterprises (SMMEs)” bears the same meaning assigned to this expression in the National Small Enterprise Act, 1996 (Act No 102 of 1996).

2.16 “Subcontracting” means the primary contractor’s assigning or leasing or making out work to, or employing another person to support such primary contractor in the execution or part of a project in terms of the contract.

2.17 “Trust” means the arrangement through which the property of one person is made over or bequeathed to a trustee to administer such property for the benefit of another person.

2.18 “Trustee” means any person, including the founder of a trust, to whom property is bequeathed in order for such property to be administered for the benefit of another person.

3 ESTABLISHMENT OF HDI EQUITY OWNERSHIP IN AN ENTERPRISE

3.1 Equity ownership shall be equated to the percentage of an enterprise which is owned by individual classified as HDIs, or in the case of a company, the percentage shares that are owned by individual classified as HDIs, who are actively involved in the management and daily business operations of the enterprise and exercise control over the enterprise, commensurate with their degree of ownership.

3.2 Where individuals are not actively involved in the management and daily business operations and do not exercise control over the enterprise commensurate with their degree of ownership, equity ownership may not be claimed.

4 ADJUDICATION USING A POINT SYSTEM

4.1 The bidder obtaining the highest number of points will be awarded the contract.

4.2 Preference points shall be calculated after prices have been brought to a comparative basis.

4.3 Points scored will be rounded off to 2 decimal places.

4.4 In the event of equal points scored, the bid will be awarded to the bidder scoring the highest number of points for specified goals.

5 POINTS AWARDED FOR PRICE

5.1 The 80/20 or 90/10 preference point systems

A maximum of 80 or 90 points is allocated for price on the following basis:

80/20 or 90/10

minmin180

PPPtPs or

minmin190

PPPtPs

Where

Ps = Points scored for price of bid under consideration

Pt = Rand value of bid under consideration

Pmin = Rand value of lowest acceptable bid

6 POINTS AWARDED FOR HISTORICALLY DISADVANTAGED INDIVUDUALS

6.1 In terms of Regulation 13(2) preference points for HDI’s are calculated on their percentage shareholding in a business, provided that they are actively involved in and exercise control over the enterprise. The following formula is prescribed in Regulation 13(5)(c).



100EPNOPxNEP

Where

NEP = Points awarded for equity ownership by an HDI

NOP = The maximum number of points awarded for equity ownership by an HDI in that specific category

EP = The percentage of equity ownership by an HDI within the enterprise or business, determined in accordance with the definition of HDI’s

6.2 Equity claims for a trust will only be allowed in respect of those persons who are both trustees and beneficiaries and who are actively involved in the management of the trust.

6.3 Documentation to substantiate the validity of the credentials of the trustees contemplated above must be submitted.

6.4 Listed companies and tertiary institutions do not qualify for HDI preference points.

6.5 A consortium or joint venture may, based on the percentage of the contract value managed or executed by their HDI-members, be entitled to preference points in respect of an HDI.

6.6 A person awarded a contract as a result of preference for contracting with, or providing equity ownership to an HDI, may not subcontract more than 25% of the value of the contract to a person who is not an HDI or does not qualify for the same number or more preference for equity ownership.

7 BID DECLARATION

7.1 Bidders who claim points in respect of equity ownership must complete the Bid Declaration at the end of this form



8 EQUITY OWNERSHIP CLAIMED IN TERMS OF PARAGRAPH 2.10 ABOVE. POINTS TO BE CALCULATED FROM INFORMATION FURNISHED IN PARAGRAPH 9.8

Ownership Percentage owned

Points claimed

8.1 Equity ownership by persons who had no franchise in the national elections %

8.2 Equity ownership by women %

8.3 Equity ownership by disabled persons* %

*If points are claimed for disabled persons, indicate nature of impairment (see paragraph 2.8 above)

9 DECLARATION WITH REGARD TO EQUITY

9.1 Name of firm:

9.2 VAT registration number:

9.3 Company registration number:

9.4 Type of firm

Partnership One person business/sole trader Close corporation Company (Pty) Limited

Tick applicable box

9.5 Describe principal business activities

9.6 Company classification

Manufacturer Supplier Professional service provider Other service providers, e.g. transporter,

etc.

Tick applicable box

9.7 Total number of years the firm has been in business? …………………………………………….



9.8 List all shareholders by Name, Position, Identity Number, Citizenship, HDI status and ownership, as relevant. Information to be used to calculate the points claimed in paragraph 8

Name Date/Position occupied in enterprise

ID number Date RSA citizenship obtained

*HDI Status *Non-HDI status

% of business/ enterprise

ownedNo franchise

prior to elections

Women Disabled

* Indicate Yes or No

9.9 Consortium/Joint Venture

9.9.1 In the event that preference points are claimed for HDI members by consortia/joint ventures, the following information must be furnished in order to be entitled to the points claimed in respect of the consortium/joint venture member:

Name of consortium/joint venture member

Fees to be earned by each consortium/joint venture member

Disbursements allocated to each consortium/joint venture member

Total of fees and disbursements allocated to each consortium/joint venture member

Percentage (%) of the contract value managed or executed by the consortium/joint venture member



9.10 I/We, the undersigned who warrants that he/she is duly authorised to do so on behalf of the firm certify that points claimed, based on the equity ownership, indicated in paragraph 8 of the foregoing certificate, qualifies the firm for the preference(s) shown and I/we acknowledge that:

9.10.1 The information furnished is true and correct.

9.10.2 The equity ownership claimed is in accordance with the General Conditions as indicated in paragraph 1 of this form.

9.10.3 In the event of a contract being awarded as a result of points claimed as shown in paragraph 8, the contractor may be required to furnish documentary proof to the satisfaction of the seller that the claims are correct.

9.10.4 If the claims are found to be incorrect, the seller may, in addition to any other remedy it may have:

Recover costs, losses or damages it has incurred or suffered as a result of that person’s conduct.

Cancel the contract and claim any damages which it has suffered as a result of having to make less favourable arrangements due to such cancellation.

Impose a financial penalty more severe than the theoretical financial preference associated with the claim which was made in the bid.

WITNESSES

1. …………………………………………

2. ………………………………………… DATE: …………………………………………

ADDRESS: ………………………………………

……………………………………………………..

……………………………………………………..

……………………………………………………..

…………………………………….SIGNATURE(S) OF BIDDER(S)


SECTION B Part 6.2: Preference Points Claim Form (Promotion of Small Enterprises)

PREFERENCE POINTS CLAIM FORM IN TERMS OF THE PREFERENTIAL PROCUREMENT REGULATIONS, 2001

PROMOTION OF SMALL ENTERPRISES

NB: BEFORE COMPLETING THIS FORM, BIDDERS MUST STUDY THE GENERAL CONDITIONS, DEFINITIONS AND DIRECTIONS SPECIFIED IN THE PREFERENCE POINTS CLAIM FORM (PURCHASES) IN TERMS OF THE PREFERENTIAL PROCUREMENT REGULATIONS, 2001

1. INTRODUCTION

1.1 In terms of regulation 17 of the Preferential Procurement Regulations pertaining to the Preferential Procurement Policy Framework Act, 2000 (Act No 5 of 2000), it is the Government’s intention to promote small businesses (now referred to as small enterprises) by using the preference point system as a mechanism to award points to bidders.

2. SPECIFIC GOAL

2.1 The specific goal is the promotion of small enterprises as defined in the National Small Enterprise Act, 1996 (Act No 102 of 1996) as amended by the National Small Business Amendment Act (Act 26 of 2003) and the National Small Business Amendment Act, (Act No 29 of 2004).

2.2 Bidders who wish to claim in respect of this goal must complete either paragraph 3 with regard to being a small enterprise and/or paragraph 4 with regard to the promotion of small enterprises.

2.3 The maximum preference points that can be claimed between paragraphs 3 and 4 are 5. points.

3. CLAIM WITH REGARD TO BEING A SMALL ENTERPRISE

3.1 Bidders who regard themselves as a micro, very small or medium enterprise (SMME) as defined by the National Small Enterprise Act, 1996 (Act No 102 of 1996) as amended by the National Small Business Amendment Act (Act 26 of 2003) and the National Small Business Amendment Act (Act 29 of 2004) may claim preference points.

3.2 Do you regard yourself as a SMME in terms of the Act? YES / NO

3.3 Should bidders wish to claim points for being a SMME, then bidders must complete the following table.

First select and tick in column (A) the relevant sector or sub-sector you are operating in. Within the chosen sector, select and tick the relevant block in columns (B), (C) and (D) indicating your organisation’s position pertaining to employees (B), turnover (C) and asset value (D).

See the example in 3.4 below:



Annex 1: Schedule National Small Enterprise Act

Sector or sub-sector in

accordance with the Standard

Industrial Classification

A Size or class Total full time equivalent of

paid employees

B Total annual turnover

C Total gross asset value

(fixed property excluded)

D

Less than Less thanAgriculture Medium 100 R5.00 m R5.00 m

Small 50 R3.00 m R3.00 mVery small 10 R0.50 m R0.50 mMicro 5 R0.20 m R0.10 m

Mining and quarrying

Medium 200 R39.00 m R23.00 mSmall 50 R10.00 m R6.00 mVery small 20 R4.00 m R2.00 mMicro 5 R0.20 m R0.10 m

Manufacturing Medium 200 R51.00 m R19.00 mSmall 50 R13.00 m R5.00 mVery small 20 R5.00 m R2.00 mMicro 5 R0.20 m R0.10 m

Electricity, gas and water


Construction Medium 200 R26.00 m R5.00 mSmall 50 R6.00 m R1.00 mVery small 20 R3.00 m R0.50 mMicro 5 R0.20 m R0.10 m

Retail and motor trade and repair service


Wholesale trade, commercial agents and allied services


Catering, accommodation and other trade


Transport, storage and communications


Finance and business services


Community, social and personal services




3.4 Bidders are to claim preference points based on the size or class of enterprise indicated above:

Example

Sector or sub-sector in accordance

with the Standard Industrial

Classification

A Size or class Total full time equivalent of

paid employees

B Total annual turnover

C Total gross asset value

(fixed property

excluded)

D

Less than Less thanAgriculture Medium 100 R5.00 m R5.00 m

Small 50 R3.00 m R3.00 mVery small 10 R0.50 m R0.50 m Micro 5 R0.20 m R0.10 m

The annual turnover shall be the factor determining the ultimate classification and hence the points claimable. The company in this example would be classified as a “small” enterprise because of the turnover in lieu of the fact that according to the other parameters, the company could be classified as a “micro” or “very small” enterprise.

For example: The company in the example will therefore be able to claim a maximum of 1.5 points in paragraph 3.6 below.

3.5 Insert your claim in the table below based on the information contained in paragraph 3.3.

3.6 If required, the information supplied above must be substantiated by an internal auditor’s certificate and the relevant documentation.

Classification Maximum point Points claimedMicro 2.5

Very Small 2

Small 1.5

Medium 1

4. CLAIM WITH REGARD TO THE PROMOTION OF SMALL ENTERPRISE

4.1 Bidders that are actively involved in the promotion of small enterprises, as defined in the National Small Enterprise Act, 1996 (Act No 102 of 1996) as amended by the National Small Business Amendment Act, (Act 26 of 2003) and the National Small Business Amendment Act, (Act 29 of 2004), by subcontracting/outsourcing any of the business and/or functions of the bidder to local small enterprise(s) inter alia manufacturing, packaging, distribution, etc. may claim preference points. (Note: A SMME cannot claim for promoting its own business)

4.2 Do you promote small enterprise as stipulated above: YES/NO

If yes, then complete the table below to claim preference points.

Specific business function(s) subcontracted/ outsourced

Name(s) of small enterprise(s) subcontracted/ outsourced to

Address and telephone number of small enterprise(s) as well as contact person(s)

Value of subcontracted/ outsourced business (a)



Specific business function(s) subcontracted/ outsourced

Name(s) of small enterprise(s) subcontracted/ outsourced to

Address and telephone number of small enterprise(s) as well as contact person(s)

Value of subcontracted/ outsourced business (a)

Total Value (a)

4.3 Bidders may claim preference points based on business subcontracted/outsourced to SMME enterprises as a percentage of annual turnover for the previous financial year in accordance with the table below:

Total annual turnover for the previous financial year: R…………………….. (b)

The percentage of turnover should be calculated by dividing the value of subcontracted/ outsourced business (a) above by the turnover for the previous financial year (b) multiplied by 100.

Example

Total value of subcontracted/outsourced business R100 000,00 (a)Turnover for previous financial year R550 000,00 (b)

The percentage will then be R100 000,00 (a) divided by R550 0000,00 (b) multiplied by 100 = 18,8%. The preference points that could be claimed are therefore 1. (See table under 4.4 below).

4.4 Please insert your claim in the table below

Percentage of turnover directed to small enterprise (total of (a) divided by (b) x 100)

Points allocated Points claimed

0 – 9 0.5

10 – 19 1

20 – 29 1.5

30 – 39 2

40 and above 2.5

4.5 If required, the information supplied above must be substantiated by an internal auditor’s certificate and the relevant documentation.

5. DECLARATION

5.1 I/we, the undersigned, who warrants that he/she is duly authorised to do so on behalf of the firm declare that points claimed, based on promotion of small, medium or micro enterprises, qualifies the firm for the point(s) shown and I/we acknowledge that:

5.1.1 The information is true and correct.

5.1.2 In the event of a contract being awarded as a result of points claimed, the contractor may be required to furnish documentary proof (a substantiating external auditor’s certificate) that the claims are correct.

5.1.3 If the claims are found to be incorrect, the Fasset may, in addition to any other remedy it may have:



Recover all costs, losses or damages it has incurred or suffered as a result of that person’s conduct.

Cancel the contract and claim any damages which it has suffered as a result of having to make a less favourable arrangement due to such cancellation.

Impose a financial penalty more severe than the theoretical financial preference associated with the claim which was made in the bid.

Restrict the contractor, its shareholders and directors from obtaining business from the Fasset for a period determined by the Fasset.

WITNESSES

1. …………………………………………

2. ………………………………………… DATE: ……………………………………

…………………………………….SIGNATURE(S) OF BIDDER(S)


SECTION B: Part 7: Invitation to Bid

INVITATION TO BID

YOU ARE HEREBY INVITED TO BID FOR REQUIREMENT OF THEFASSET

BID NUMBER FAS/LD/SD/OFFICE_ETIQUETTE/CON392 CLOSING DATE

Friday 11 November 2011

CLOSING TIME

11h00

DESCRIPTION The appointment of a service provider to provide seminars to Fasset delegates on amendments to the national budget (to be announced in February 2010) and any relevant taxation / legislation amendments that may have emerged prior to the Budget speech.

VALIDITY Offer to be valid for 60 days from the closing date of the bid.

The successful bidder will be required to fill in and sign a written Contract Form

BID DOCUMENTS MAY BE:

DEPOSITED IN THE BID/TENDER BOX SITUATED AT(Street address)

Fasset, Ground Floor, Building 3, 299 Pendoring Road, Blackheath, Randburg

OR

* POSTED TO: Skills Planning Officer, Fasset, P O Box 6801, Cresta, 2118, Gauteng.

ORHANDED IN AT RECEPTION SITUATED AT(Street address)

Fasset, Ground Floor, Building 3, 299 Pendoring Road, Blackheath, Randburg, prior to the official closure time and the bidder must obtain a receipt, indicating the time of delivery, from the receptionist.

No faxed or e-mailed bids will be accepted

Bidders should ensure that bids are delivered to Fasset before the closing date and time to the correct physical address.

If the bid is late, it will not be accepted for consideration.* Refer to Paragraph 6 of the “Special Conditions of Bid and Contract: Portion 1”.

Bids can be delivered and deposited into the bid/tender box between 08:00 and 16:30, Mondays to Thursdays and 08:00 to 16:00 on Fridays, prior to the closing date, and between 08:30 and 11:00 on the closing date.

All bids must be submitted on the official forms (not to be re-typed). This bid is subject to the General Conditions of Contract (GCC) and, if applicable, any other Special

Conditions of Contract. Bids submitted that do not comply with the following may not be considered for evaluation:

A bid that is not in the format prescribed. A bid without some or all of the required documents. Pricing schedules not in the required format. Bids without the required number of copies.

Any queries regarding bidding procedures and technical information may be directed to:Name: Romaana VallyTel.: 011 476 8570Fax: 011 476 5756e-Mail [email protected]



All bidders must furnish the following particulars and include it in their submission(Failure to do so may result in your bid being disqualified)

Name of bidder:

Entity name

VAT registration number

Tax Clearance Certificate submitted YES / NO

Company registration number

Income tax reference number

Company PAYE number

Company UIF number

Skills Development Levy registration number

Postal address:

Street address:

Telephone number: Code Number

Cellular number:

Facsimile number: Code Number

e-Mail address:

In case of a consortium/joint venture, full details on consortium/joint venture members:

Entity nameVAT registration number






Name of contracting entity in case of a consortium/joint venture

Entity name:

Postal address:

Street address:



Contact details of responsible person who will act on behalf of the entity/consortium/joint venture for this bid

Name and Surname


Cellular number:


e-Mail address:

Contact details of alternative responsible person who will act on behalf of the person above should he/she not be available

Name and Surname


Cellular number:


e-Mail address:

Domicilium

Fasset chooses the following as its domicilium citandi et executandi for all purposes of and in connection with the final contract:

Fasset, Ground Floor, Building 3, 299 Pendoring Road, Blackheath, Randburg

The bidder must indicate its domicilium citandi et executandi for all purposes of and in connection with the final contract.



Confirmation

Are you the accredited representative in South Africa for the services offered by you: YES / NO

Declaration

I/We have examined the information provided in your bid documents and offer to undertake the work prescribed in accordance with the requirements as set out in the bid document. The prices quoted in this bid are valid for the stipulated period. I/We confirm the availability of the proposed team members. We confirm that this bid will remain binding upon us and may be accepted by you at any time before the expiry date.

Signature of bidder:

Date:

Are you duly authorised to commit the bidder: YES / NO

Capacity under which this bid is signed

TOTAL BID PRICE (INCLUSIVE OF VAT)


SECTION B Part 8: CV Template Guideline

CV TEMPLATE GUIDELINE/COMPULSORY CV TEMPLATEProposed role in the project:

1. Family name

2. First name:

3. Date of birth:

4. Nationality

5. Education

Institution(Date from - Date to)

Degree(s) or Diploma(s) obtained

6. Membership of professional bodies

7. Other skills (e.g. computer literacy, etc.)

8. Present position:

9. Years within the organisation:

10. Key qualifications (relevant to the project)

11. Professional experience

Date(From – To) (mm/yy)OrganisationLocationPositionDescription of duties

Date(From – To) (mm/yy)OrganisationLocation


SECTION B Part 8: CV Template Guideline

PositionDescription of duties

12. Contactable references

Date(From – To) (mm/yy)OrganisationLocationPositionDescription of dutiesContact details (email, phone and cell numbers)



13. Other relevant information (e.g. Publications)


SECTION B Part 9: Pricing Schedule

PRICING SCHEDULE(Professional Services)

NAME OF BIDDER: OFFER TO BE VALID FOR 60 DAYS FROM THE CLOSING DATE OF BID

BID DESCRIPTION: The appointment of a service provider to provide seminars to Fasset delegates on amendments to the national budget (to be announced in February 2012) and any relevant taxation / legislation amendments that may have emerged prior to the Budget speech.

PAR NO DESCRIPTION BID PRICE IN RSA CURRENCY

1 The accompanying information must be used for the formulation of proposals.

2 Bidders are required to indicate a ceiling price based on the total estimated time/fees for completion of all phases and including all expenses for the project. Amount excluding VAT R

VAT @ 14% R

Total including VAT R

3 PHASES ACCORDING TO WHICH THE PROJECT WILL BE COMPLETED, COST PER PHASE, PERSONS WHO WILL BE INVOLVED IN THE PHASE, RATES APPLICABLE AND PERSON-DAYS TO BE SPENT (A BREAKDOWN MUST BE GIVEN FOR EACH PHASE).

3.1 Phase 1: Description Course material development and update as per ToR (draft and final slide presentation, draft and final handbook, draft and final assessment questions and answers, draft and final 1 page article)

3.1.1 Person and position Hourly rate excluding VAT Daily rate excluding VAT Person-days to be spentCost/person/phase excluding VAT

R R R

R R R

R R R

R R R

Amount for phase excluding VAT R



VAT @ 14% R

Total per phase including VAT R

3.2 Phase 2: Description Presentation of course as per ToR

3.2.1 Location (Venue) Cost per seminar Total fee per Location (Venue) excluding VAT

Gauteng

3.2.1.1 Total cost for 1 Seminar in Pretoria East 1 R R

3.2.1.2 Total cost for 1 Seminar in Pretoria West 1 R R

3.2.1.3 Total cost for 1 Seminar in Midrand 1 R R

3.2.1.4 Total cost for 1 Seminar in Vaal 1 R R

3.2.1.5 Total cost for 1 Seminar in Johannesburg Central 1 R R

3.2.1.6 Total cost for 1 Seminar in Johannesburg North 1 R R

3.2.1.7 Total cost for 1 Seminar in Johannesburg West 1 R R

3.2.1.8 Total cost for 1 Seminar in Johannesburg South 1 R R

3.2.1.9 Total cost for 1 Seminar in Johannesburg East 1 R R

North West

3.2.1.10 Total cost for 1 Seminar in Potchefstroom 1 R R

3.2.1.11 Total cost for 1 Seminar in Rustenburg 1 R R

Western Cape

3.2.1.12 Total cost for 1 Seminar in Stellenbosch 1 R R

3.2.1.13 Total cost for 1 Seminar in Worcester 1 R R

3.2.1.14 Total cost for 1 Seminar in Cape Town South 1 R R

3.2.1.15 Total cost for 1 Seminar in Cape Town North 1 R R



3.2.1.16 Total cost for 1 Seminar in George 1 R R

Northern Cape

3.2.1.17 Total cost for 1 Seminar in Springbok 1 R R

3.2.1.18 Total cost for 1 Seminar in De Aar 1 R R

3.2.1.19 Total cost for 1 Seminar in Kimberley 1 R R

3.2.1.20 Total cost for 1 Seminar in Upington 1 R R

Free State

3.2.1.21 Total cost for 1 Seminar in Bethlehem 1 R R

3.2.1.22 Total cost for 1 Seminar in Welkom 1 R R

3.2.1.23 Total cost for 1 Seminar in Bloemfontein 1 R R

Mpumalanga

3.2.1.24 Total cost for 1 Seminar in Nelspruit/ Mbombela 1 R R

3.2.1.25 Total cost for 1 Seminar in Witbank/ Emalahleni 1 R R

KwaZulu-Natal

3.2.1.26 Total cost for 1 Seminar in Newcastle 1

3.2.1.27 Total cost for 1 Seminar in Durban 1 R R

3.2.1.28 Total cost for 1 Seminar in Pietermaritzburg 1 R R

Limpopo

3.2.1.29 Total cost for 1 Seminar in Polokwane 1 R R

3.2.1.30 Total cost for 1 Seminar in Tzaneen 1 R R

Eastern Cape

3.2.1.31 Total cost for 1 Seminar in Port Elizabeth 1 R R

3.2.1.32 Total cost for 1 Seminar in East London 1 R R



3.2.1.33 Total cost for 1 Seminar in Queenstown 1 R R

3.2.1.34 Total cost for 1 Seminar in Cradock 1 R R

Training

3.2.1.35 Dry run’ per speaker at Fasset offices in Blackheath, Jhb 1 R R

Amount for phase excluding VAT R

VAT @ 14% R

Total per phase including VAT R

Please confirm that the same rates as above will apply should more sessions in the same location/venue be required: Yes / No

4 Period required for commencement with project after acceptance of bid.

5 Estimated person-days for completion of the project.

6 Are the rates quoted firm for the full period of the contract?

7 If not firm for the full period, provide details of the basis on which adjustments will be applied for, for example consumer price index.

8 Please indicate the province in which the training provider (all proposed speakers) resides Speaker 1: Name and province

Speaker 2: Name and province


