Terms of Reference UNEMPLOYED YOUTH ASSISTANCE PROGRAMME. Wholesale and Retail Sector

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Nelson Powers
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1 Terms of Reference UNEMPLOYED YOUTH ASSISTANCE PROGRAMME Wholesale and Retail Sector Page 1 of 10

2 1. INTRODUCTION W&RSETA 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 wholesale & retail industry. As guided by its mandate the W&RSETA is as such an agent of transformation by promoting employment equity and broad-based BEE through skills development. In this context the W&RSETA is keen to form sustainable partnerships that will further promote its support for transformation. 2. PROJECT OBJECTIVE According to NSDS 2, success indicator 4.2 the SETAs will use discretionary funds to fund the implementation of learning and workplace experience programmes within the sector. This project, in particular aims to achieve the following: Place 5000 learners in Small, Medium and Large W&RSETA Levy paying companies (Preference will be given to small companies) Placement will be for an uninterrupted period of 12 months during which learners will gain the following: Exposure to Workplace Experience; Training on approved credit bearing programmes, focussed on scarce skills will be delivered by accredited training providers (A scarce skills list will be provided as identified by the W&RSETA); Improving their opportunities to compete in the job market 3. OBJECTIVE OF THIS BID The objective is to appoint service providers in the various regions to manage all aspects relating to the implementation in achieving the project objectives as detailed above. Page 2 of 10

3 4. BENEFICIARIES The table below refers to the total national project target Category Number Programme Unemployed Matriculants Learnerships Unemployed Graduates 500 Skills Programmes Employees retrenched from W&R sector Learnerships /Skills Programmes Please note: These are the proposed numbers and may be subject to change dependant on the responses received from employers Based on the above table the learners have been further allocated to each province, according to population and retail activity Province Company Distribution Learner Breakdown Small Medium Large Total % Allocation Matriculant Graduate Retrenched EC FS NC GP KZN LP MP NW WC Grant Total Page 3 of 10

4 5. SCOPE OF WORK The scope of work for providers in this project is confined to the following areas: Manage the project which involves the host employers, learner and accredited training providers (with the necessary scope to provide) Development and implementation of a project plan, including a work breakdown structure for the planning, execution and closure of this project Monitoring of the training provided by the host employers to ensure training achieves the objectives of this project Disbursement of Management and Delivery fee and Learner stipends to qualifying employers according to the W&RSETA set payment policy Consolidation of reports from contracted employers including reports from training providers Reporting to the W&RSETA on a monthly basis Managing and coordinating the learner certification ceremonies per province To ensure the development of a learner tracking system that will feed into a tracer study that will be conducted at the end of the placement period All the abovementioned must be done in full compliance with the following: W&R Learning Programme Policy, Processes and Procedures Skills Development Act Learnership Regulations Sectorial Determination 5 to BCEA ETQA regulations in terms of registering of agreements W&RSETA SMS (Seta Management System) W&RSETA Corporate ID Manual Page 4 of 10

5 6. EXPECTED OUTCOMES AND DELIVERABLES Service Type Project Initiation Description Signed SLA Project Office Established Agreed Project Strategy Establish filing system for all project documents Completed and approved Project Charter Project reporting requirements identified and approved Project Plan approved Grant Disbursement Learner stipends Management and Delivery Verification and Monitoring Monthly Reports Financial Management Infrastructure Service Provider will be expected to conduct monthly verification and monthly monitoring including; Learner placement; Training (progress including training site inspection); Workplace site inspection Service Provider will supply W&RSETA with a monthly report detailing the following: Learner numbers; Training status; Financials i.e. complete reconciliation of grant disbursements paid to employers; Progress within the companies Design a cost effective financial system & policies Submit a detailed plan on the financial system for approval Implement the financial system Put in place appropriate processes and controls Open a separate bank account for grant disbursement purposes Process all claims from employers Manage payment to employers Page 5 of 10

6 7. PROJECT MANAGEMENT AND MONITORING Process Description Time Management The project timelines will be regularly monitored W&RSETA will be supplied with regular progress reports in the agreed format Monthly progress reports will be submitted by the 7 th of each month Cost Management The monthly report in a agreed format will record expenses on this project, for project disbursement portion Quality Management Quality assurance will be maintained through regular meetings via the project steering committee Change Management Any changes within the project must be recorded using a prescribed Change Request Form and such approval would need to be authorised by the W&RSETA Board No changes will be effected / implemented / actioned without the relevant prior approval Risk Management The details of each risk will be summarized in a Risk register to enable the Project Manager to monitor and control the status of the risks throughout the project Issue Register An issue is an adverse event that has occurred and has the potential of jeopardizing the success of the project. All issues will be documented using prescribed Issue Forms The details of each issue will be summarized in an Issue Register to enable the Project Owner to monitor and control the status of the Issues throughout the project. Procurement Management The Service Provider will manage the procurement of all their needs Marketing and Communication All Marketing and Communications related matters including project branding should be subject to W&RSETA Corporate ID and would require approval prior to implementation All certification ceremonies should include Page 6 of 10

7 Process Description W&RSETA branding Acceptance Management The Project Owner will certify performance in terms of the contract Report Management The Project Steering Committee will meet once every month throughout the duration of the project to discuss: o Progress to date o Current risks and issues o Any changes required to ensure project success 8. INDEPENDENCE AND OBJECTIVITY OF STAFF In carrying out the work, the service providers must ensure that its staff and subcontractors maintain their objectivity by remaining independent of the activities they execute 9. PRICING The abovementioned scope of work detailed in section 5 should be used when compiling the budget for this bid (including fixed and other related cost) A detailed cost breakdown structure include All other costs are to be listed and included under other All pricing must be shown inclusive of any applicable VAT Fixed costs associated with the budget which must be included in the submitted budget are per details contained below in section 9 All pricing to be completed on the standard templates as prescribed in the bidding documents under Evaluation Process and Criteria (Section 6) Page 7 of 10

8 10. FIXED COST BREAKDOWN A- Learner Stipend Item Unit Cost Number 18.2 Grant (Learner Stipend) Unemployed Matriculants 18.2 Grant (Learner Stipend) Unemployed Graduates 18.2 Grant (Learner Stipend) Employees retrenched from W&R sector R R R B- Management and Delivery Item Management and Delivery fee Management and for Learnerships Delivery fee for Skills Programme Unemployed Matriculants R per learner Nil Unemployed Graduates Nil R1,250 per unit standard, maximum of 5 unit standards Employees retrenched from W&R sector R per learner R1,250 per unit standard, maximum of 5 unit standards PLEASE NOTE: THE PRICING SCHEDULES MUST BE SUBMITTED IN A SEPARATE ENVELOPE LABELED PRICING AND NOT INCLUDED WITH THE TECHNICAL / FUNCTIONAL OR WITH THE COMPLIANCE DOCUMENTS Page 8 of 10

9 11. TECHNICAL PROPOSAL CONTENT A. The technical proposal needs to be submitted in the format with the headings (A-F) as detailed below in the submission requirements B. SUBMISSION REQUIREMENTS Description Submission Requirement A. Organisational structure Total staff compliment Proof of physical provincial presence as well as staff complement per province CV s of key staff members accountable / responsible for this assignment B. IT Infrastructure Proof of IT infrastructure and systems with emphasis on financial management and monitoring and evaluation C. Project Management Detailed methodology and approach in-line with the scope of work including the project plan ( milestones, deliverables, timeframes, resources etc) Proof of experience in project management (including project values, scope, methodology and event management) Contactable references Submission of recommendation letters confirming outcome of services linked to contactable references on the respective company letterhead D. Contract Management Proof of contract management expertise E. Experience in learning programme implementation Proof of previous experience in implementation of learning programmes under the Skills Development Act Contactable references Submission of recommendation letters confirming outcome of services linked to contactable references on the respective company letterhead Page 9 of 10

10 F. Financial Management Audited financial statements for past two years Page 10 of 10

TERMS OF REFERENCE. Impact Assessment for Disability Projects and Pre-Learnership Programme Implemented. In the

TERMS OF REFERENCE. Impact Assessment for Disability Projects and Pre-Learnership Programme Implemented. In the TERMS OF REFERENCE Impact Assessment for Disability Projects and Pre-Learnership Programme Implemented In the Wholesale and Retail Sector for the period 2008-2010 1 1. INTRODUCTION W&RSETA is a statutory