REQUEST FOR PROPOSALS FOR THE APPOINTMENT OF SECRETARIAT SERVICES FOR THE FOOD AND BEVERAGES MANUFACTURING SECTOR EDUCATION AND TRAINING AUTHORITY
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1 13 Autumn Road, Rivonia, 2128 PO Box 245, Gallo Manor, 52 South Africa Tel: +27 (011) Fax: +27 (011) TERMS OF REFERENCE REQUEST FOR PROPOSALS FOR THE APPOINTMENT OF SECRETARIAT SERVICES FOR THE FOOD AND BEVERAGES MANUFACTURING SECTOR EDUCATION AND TRAINING AUTHORITY (FoodBev SETA) 1. PURPOSE Food and Beverages Sector Education and Training Authority (FoodBev SETA) invites proposals from suitably qualified service providers to provide Secretariat services for the organisation. The FoodBev SETA requires company that has expertise for the provision of quality and specialist secretariat services. FoodBev SETA has identified specific requirements for the services to be rendered as outlined in this document to serve as a guideline in this request for proposals from the respective service providers for the services to be rendered. 2. BACKGROUND AND MOTIVATION FoodBev SETA is one of the 21 Sector Education and Training Authorities (SETAs) in South Africa. The SETA is responsible for skills development within the food and beverages manufacturing sector. The food and beverages manufacturing sector is a significant component of the South African economy accounting for 18% of manufacturing sales and 17% of gross value added in the manufacturing sector. The SETA is mandated to promote and facilitate the delivery of education, training and development in order to enhance the skills profile of the Food and Beverages Manufacturing sector and contribute to the creation of employment opportunities especially for those previously disadvantaged.
2 3. GENERAL REQUIREMENTS OF THE SERVICE PROVIDER Area of Work Scope of Work Skills Required 1. Render Secretariat advisory services To be accountable to FoodBev SETA Board To provide Board Members with guidance as to their duties, responsibilities and powers To report to the Chairperson of the Board To make the Board Members aware of any amendments to the Acts or regulations that regulates the organization To ensure that Minutes of the Board and other Committees are captured and resolutions are tracked and communicated properly for implementation. To carry out functions of compliance in terms of all legislations that are regulating the organization Background and knowledge of legislations regulating the FoodBev SETA Understanding of the roles and responsibilities of the Board Understanding of the PFMA 2. Render Secretariat support to Board and Committee meetings Ensure that recordings are done for Board Meetings and Committees: Governance and Strategy Audit Committee Executive Committee Finance and Remco Chamber Meetings Strategic meeting management Understating of protocol Sending out notices Crafting Agendas in consultation with the Chairperson Distributing key resolutions after the meeting Circulating of minutes for inputs and comments after Page 2 of 7
3 the meeting To ensure that meeting packs are distributed and circulated timeously. Coordinating that scheduled meetings take place 3. Implement good governance The Company Secretariat should assist Board with identifying training, proper induction and orientation including assessing the specific training needs of Board Members and Managers in their fiduciary and other governance responsibilities. Compliance and governance Capacity building Ensure that the Board Charter and the Committee Charter are kept up to date. Assist the Chairperson with the Assessments of Board Members. 4. Compliance to legislation and calendar Provide a central source of guidance and advice to the Board and within the organization on matters of good governance and of changes in legislation Legislative Framework Ensure that there is a compliance calendar and yearly work plans for all committees. Page 3 of 7
4 4. TIME FRAME OR DURATION OF SERVICE It is envisaged that the service will be effective from 01 May 15 after an approved submission is received from the FoodBev Chief Executive Officer and a formal request has reached the successful service provider giving the go ahead to commence the service. 5. TECHNICAL PROPOSAL Service providers will be evaluated based on their functionality and feedback as stipulated in their response to this proposal. Prospective tenderers are invited to submit their written proposals and include the following info: Proposals must include the following information: Company profile that include contact details and director information Certified or original copy of BBBEE certificate Must submit at least 3 reference letters where similar work was performed(on clients letterhead) List of resources to be allocated to this project, including their CV s and copies of qualification. The Price Proposal must include the following: Completed SBD3.3 Pricing proposal broken down according to each deliverable 6. EVALUATION CRITERIA Preferential point system: 80/, B-BBEE: points and Price: 80 points. The FoodBev SETA will be applying the preferential procurement framework act in evaluating this tender. Bidders should obtain a minimum threshold of 70% on functionality in order to be appointed as a panel of Legal Experts for FoodBev SETA. All proposals will be evaluated on the criteria below and will be rated on a scale of 0 to 5 as follows: 0 = no response; 1 =very poor; 2 = poor; 3 = average; 4 = good; 5 = excellent Page 4 of 7
5 EVALUATION CRITERIA FOR MEASURING FUNCTIONALITY Responsiveness to the Terms of Reference, the bidder s ability to provide information and evaluate on the information provided Methodology and Approach, the bidders approach and methodology in providing the requested services and its understanding of scope of work to be conducted Capacity to deliver - the bidders general capacity to complete the project on time, within budget and according to the required specification taking into account the availability and suitability of the qualified professionals to execute the work, future commitments and where necessary financial standing Capability, qualification and relevant experience of the proposed team i.e. the team s technical ability and skill to undertake the work Previous Experience: Submit three signed letters from clients where similar services as per scope of work above have been provided. The following values will apply: 0 None 1 One letter 3 Two letters 5 - Three letters WEIGHT OF EACH CRITERIA The minimum functionality has been set at 70% for the first assessment. The following values will apply to the criteria stipulated above: 0 non-responsive, 1 - very poor, 2 - poor, 3 - average, 4 - good, 5 excellent Page 5 of 7
6 7. CONDITIONS FOR SUBMISSION OF PROPOSALS It is critical that the tenderer adhere to the following conditions. Failure to adhere to the conditions stipulated below will result in a disqualification. A valid original SARS tax clearance certificate; Duly completed and authorized SBD Forms(SBD6.1,SBD6.2,SBD4,SBD8,SBD9); The tenderer must submit 4 files (1 original copy, 2 copies of the original and a CD/memory stick) clearly marked; Please note: separate the price proposal from the technical proposal i.e. provide 2 separate envelopes for each. Only the price proposals of tenders who have met the minimum requirements of functionality will be opened; FoodBev SETA will not be liable for any cost incurred in the preparation of tender documents, required site visits and/or presentations; Shortlisted bidders may be asked to supply additional information or prepare a presentation; FoodBev SETA may perform site visits to the shortlisted bidders for further evaluation in terms of the requirements of this tender. Any false declaration of information will result in the exclusion of the tender from consideration; FoodBev SETA reserves the right not to appoint any tenderer; and also the lowest bidder does not necessarily result in appointment; Tenderer to submit certificates of membership with professional bodies or institutions. NOTE: FAILURE TO COMPLY WITH ANY OF THE ABOVE-MENTIONED CONDITIONS WILL RESULT IN DISQUALIFICATION OF THE BIDDER. 8. PROCEDURES FOR SUBMITTING TENDERS Page 6 of 7
7 The closing date of this tender is at 11:00 on 28 April 15. Tenders must reach the FoodBev SETA on or before the closing date and time, and must be enclosed in sealed and separate envelopes. No late bids will be accepted under any circumstances Bid documents must be deposited in the tender box located in the foyer of FoodBev SETA s Office between 08:00 and 16:30 as indicated in the bid schedule below before the closing date and time Hand Delivery: Tenders may be delivered to the following address: FoodBev SETA 13 Autumn Street Rivonia, Sandton The following information must be clearly marked on the envelope for delivered tenders: The Tender Number: 15/03/SECRETARIAT SERVICES The closing date: 28 April 15 at 11:00. Enquiries on Tenders All enquiries relating to the tender must be directed to: Mr Mogopodi Pule at (011) or scm@foodbev.co.za Page 7 of 7
Functionality Evaluation Phase 3 : Preferential Point System Points Price 80 B-BBEE status level of contribution 20 Total 100
1. EVALUATION PROCESS The bids will be evaluated on the 80/20 principle with 80 points being allocated for price and 20 points allocated for B-BBEE, once the minimum functionality criteria is met. 10.1
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