BACKGROUND AND PURPOSE

Transcription

1 DEA AS AN ORGAN OF STATE SUBSCRIBES TO AND PROPAGATES BOTH THE NOTION OF BROAD BASED BLACK ECONOMIC EMPOWERMENT (BBBEE) ACT, No. 53 Of 2003 AND THE PREFERENTIAL PROCUREMENT POLICY FRAMEWORK ACT, No. 5 of 2000 TERMS OF REFERENCE FOR OUTSOURCING OF THE DEVELOPMENT AND IMPLEMENTATION OF TRAINING PROGRAMMES ON THE PRINCIPLES AND PRACTICES OF INTEGRATED COASTAL MANAGEMENT FOR MAINLY GOVERNMENT OFFICIALS OVER A PERIOD OF SIX MONTHS BACKGROUND AND PURPOSE The Department of Environmental Affairs (hereafter referred to as the Department or DEA ) administers, amongst others, the Integrated Coastal Management Act (No. 24 of 2008) (hereafter referred to as the ICM Act ). The ICM Act was enacted in December 2009, with the primary objectives of promoting the conservation of the coastal environment, maintaining the natural attributes of coastal landscapes and seascapes, ensuring that development and the use of natural resources within the coastal zone is socially, economically and ecologically sustainable, and to prevent and act on inappropriate development and other adverse effects on the coastal environment. A needs analysis that was conducted by the Department during the first year of the ICM Act s implementation set forth to obtain, at the ground-truth level, information on the readiness and capacity within the three spheres of government to implement their respective functions and responsibilities prescribed in the ICM Act. Among the major findings was the need for the capacity development of coastal management officials in local, provincial and national government. This involved the need to receive training on the ICM Act, its implementation as well as the principles and practices of Integrated Coastal Management in general. As a result, the Department intends to appoint a service provider for the development and implementation of a training course with predominantly national, provincial and local government officials on the aspects above. PART ONE 1. REQUEST FOR PROPOSAL (RFP) 1.1. The objective of this RFP is to appoint a suitable independent Service provider/s that can support DEA with the development and implementation of a training course with predominantly 1

2 national, provincial and local government officials on the ICM Act as well as the principles and practices of Integrated Coastal Management The potential service providers must ensure that they are fully briefed on all aspects of the project by the Directorate: Coastal Conservation Strategies of DEA. This will entail the service providers familiarizing themselves with the provisions of the ICM Act, White Paper for Sustainable Coastal Development in South Africa, The User-friendly Guide to the ICM Act, The ICM Act Enforcement Manual and international documentation relating to ICM (such as Integrated Coastal and Ocean Management Concepts and Practices by Cicin-Sain and Knecht) Interested potential service providers are invited to submit quotations for this project as per project deliverables in paragraph 2 below. No direct correspondence will be allowed with DEA after the closing date for submissions All potential Service providers will be required to make presentations (inclusive of time-frames, reporting deadlines and a budget breakdown) to the Department in addition to the formal submissions. A date for this will be announced in due course Preference may be given to a Service Provider/s that is not already performing consultancy work within DEA. 2. SCOPE AND EXTENT OF WORK 2.1. The role of the Service Provider/s is to assist the Department of Environmental Affairs with the development of training materials and the implementation of a capacity-building training course for national, provincial and local government officials (working in the field of coastal management and enforcement; approximately 20% of delegates will be from outside of government.) in each of the four coastal provinces. The course will cover the ICM Act, its implementation as well as the general principles and practices of Integrated Coastal Management The appointed service provider/s will undertake the following: Submit a comprehensive strategic plan of action, outlining time-frames of achievements of project deliverables, content of course material, format and structure of the training course, as well as the legislative and other content of each theme within the course framework Submit a preliminary budget containing the hours and amount to be spent on each deliverable, before work can commence. 2

3 Develop and compile training course material (inclusive of printed content, PowerPoint/multimedia presentations and electronic copies of all training media) to be presented during the capacity-building training course, as well as distributed to all attendees of the courses as information packs Host and conduct four (4) 3-day training workshops (one per coastal province; approximately 50 delegates per workshop), inclusive of the booking of a minimum 3-star venue and catering costs. In addition allowance need to be made for the accommodation costs (B&B) of 10 non-government officials per course. Accommodation bookings need to be made for government officials, but they will be expected to cover their own accommodation and meal costs. All delegates, apart from the project team, will cover their own transport costs Provide the necessary electronic equipment, such as a data projector, computer and recording equipment (or a professional scribe to record the proceedings of each workshop) Appoint or source an international expert in the field of Integrated Coastal Management (preferably with working knowledge and expertise from a country with a well-established history of ICM implementation) that will provide a presentation and/or training session in each of the four workshops. The international expert must be approved by the department in advance As part of the course, a half-day field visit must be arranged. This could include an information section, followed by breaking into teams to complete team work and finally feedback. Details need to be approved by the department in advance. The project team needs to provide transport Produce a report upon the conclusion of the training courses, inclusive of workshop proceedings, outcomes and an analysis of the effectiveness of the courses and the identification of gaps and challenges. Allowance need to be made for the compilation and distribution of all course material, presentations etc on a CD Companies need to make allowance to give two 2-hour presentations in Cape Town and/or Pretoria to the DEA as and when required. Expenses can only be claimed if the presentations do take place All travelling, accommodation and venue arrangements must be made by the service provider/s during the course of the contract at the service provider/s own expense and may not be billed 3

4 directly to the Department. These expenses can be included in the detailed invoices submitted during the course of the contract. 3. TIMING OF ASSIGNMENT 3.1. All work is to be carried out in accordance with the time schedule as agreed with the Programme manager The contract for the project is to be conducted over roughly a five (5) month period, commencing from the date of appointment of the service provider/s, but must be finalized and the final invoice submitted by the end of February PERFORMANCE MEASURES 4.1. The performance measures for the delivery of the course material and hosting of the capacitybuilding training courses will be closely monitored by DEA Performance measures to be monitored include, but are not limited to: The quality of the training course material produced by the service provider/s; The effective scheduling and smooth running of the training courses and field exercises; The quality and effectiveness of presentations and facilitated discussions during the training courses; The quality of the international ICM expert conducting the training session on international integrated coastal management in each of the training workshops; and The content and quality of the final workshop report. 5. REPORTING 5.1. The Service Provider/s will submit monthly progress reports to the Programme manager, within 4 days after the end of each month for the duration of the project The Service Provider/s will submit a final report, and supporting documentation, to the Programme manager within 14 working days of the last course The Department reserves the right to request any additional reports and/or presentations to DEA officials with due written notice that will be agreed upon with the service provider/s upon appointment. 4

5 6. MONITORING PROGRESS ON ASSIGNMENTS 6.1. The Programme manager shall do the ongoing management of the Service agreement All deliverables relating to the project, and concomitant payments for those deliverables, may not proceed without the approval of the Programme manager. 7. CONTINUITY AND PROFILE OF SENIOR STAFF ON THE PROJECT 7.1. The Service Provider/s must guarantee the presence of the senior in charge of fieldwork throughout the duration of the contract. If the senior project leader has to leave the project, a period of at least a month is required in which the senior must work parallel with the next person (senior consultant with similar expertise and equal years of experience) appointed to be able to transfer skills and knowledge The ideal project team will include: A South African coastal zone management expert with extensive knowledge in the field of ICM; An international coastal zone management expert with extensive knowledge in the field of ICM; A legal expert familiar with environmental and coastal management law; A land-use planning expert; and Support staff. Note: Experience in awareness, education and training will be an added advantage. 8. CONDITIONS OF BID 8.1 Bids will be subject to Supply Chain Management Conditions as follows - The Preferential Procurement Policy Framework Act (Act No. 05 of 2000). In accordance with this Act, submissions will be adjudicated in two stages: firstly, on functionality which must be done in terms of the evaluation criteria indicated in section 14 and the minimum threshold referred to in paragraph 10.3 below. A bid must be disqualified if it fails to meet the minimum threshold for functionality as per the bid invitation and secondly, only the qualifying bids will be evaluated in terms of the 80/20 or 90/10 preference points systems, where the 80/90 points will be used for price only and the 20/10 points are used for HDI ownership and / or for achieving the prescribed RDP goals. 8.2 In addition to those mentioned in section 2, the proposal should include, amongst others, the following: A proposed plan of action; A list of references; 5

6 Ability to ensure continuing of staff on the project A briefing session that will be held on a date, time & place to be determined by the Department. 9. SPECIAL CONDITIONS 9.1. The Curriculum Vitae (not exceeding 5 pages) of the staff who will be available for the duration of the work; NOTE: Failure to submit the CV s will invalidate your bid proposal The bid proposals should be submitted with all required information containing technical information as well as price information (NB: DEA Entity Maintenance form included in the bid documents must be completed and returned with the bid proposals) Only bidders who score at least 75 % for the technical information will be preferred Suppliers/Service providers who do not supply information in respect of HDI preference points or who are found to have supplied incorrect information in the affidavit provided for in the bid documents will be disqualified Suppliers/Service Providers are requested to submit the BEE accreditation certificates from reputable service providers accredited by SANAS (visit failing which the BEE points claimed will be forfeited. 9.6 Preference will be given to BEE companies or firms with strong BEE partnerships, in order to address South Africa s socio-economic disparities in line with the Broad Base Black Economic Empowerment legislation. Suppliers/service providers that do not meet this requirement may be disqualified. 9.7 A service level agreement shall be signed with the preferred bidder. The successful bidder may not alter its BEE status during the contract period. The DEA reserves the right to terminate the contract should the successful bidder no longer meet the BEE requirement. 9.8 DEA reserves the right to invite short listed suppliers/companies to present their bid proposals for final decision. 9.9 Bidders must be prepared to work at rates not exceeding those prescribed by the office of the Auditor-General or the Department of Public Service and Administration (DPSA). 10. Suppliers are required to fill the information below: % Management by HDI groups. Number of consultants from 6

7 HDI groups working on the project. 10. ADDITIONAL INFORMATION ON BID PROPOSAL The supplier / service provider should provide details of staff training, highlighting training and development policies and procedures, with specific reference to affirmative action policies and initiatives A breakdown of the hourly tariff inclusive of value-added tax for services rendered. Expenditure incurred without the prior approval of the Programme manager will not be reimbursed In so far as possible, a comprehensive budget, showing the charge out rates of all the staff to be involved in investigations and also including all other costs factors such as traveling Specify how a joint venture (if the bidders are a joint venture between a BEE firm and a non BEE firm) will split the work between the firms. The detail must be such that DEA can audit the actual work allocation during the delivery to enforce the transfer of skills between the two firms. (The percentage involvement of each company in the joint venture should also be indicated). Please note that all members of the joint venture should sign the contract and are jointly and severally liable for the entire assignment DEA will not be held responsible for any costs incurred by the bidder in the preparation and submission of the bids Please take note that DEA is not bound to select any of the firms submitting proposals. DEA reserves the right not to award any of the bids and not to award the contract to the lowest bidding price as well as to renegotiate the bid of the preferred applicant Traveling costs, accommodation costs and time spent or incurred between home and office of consultants and DEA head office will not be for the account of DEA. 11. FURTHER INFORMATION Should you require any further information in this regard, contact Mr Ryan Peter Tel No.: , jpeter@environment.gov.za 7

8 12. INFORMATION REQUIRED Bid Evaluation can only be done on the basis of information received. The comprehensiveness of the bid can therefore be decisive in the awarding thereof. 13. PAYMENT TERMS DEA undertakes to payout in full within 30 (thirty) days all valid claims for work done to its satisfaction upon presentation of a substantiated claim. No payment will be made where there is outstanding information/work not submitted by the Service Provider/s until that outstanding information is submitted. 14. EVALUATION CRITERIA All bid proposals submitted will be evaluated in accordance with the 80/20 or 90/10 principle and the evaluation criteria should be as follows: (This is a guideline) No. Category Total Score A. PRICE 30 B. FUNCTIONALITY (To be determine by project managers) Bidder understands of the brief and the methodology to 15 be employed. 2. The experience in the fields of coastal management A proposed plan of action to achieve the objectives Capacity of the project team members to handle the 10 project. C. EQUITY OWNERSHIP AND PERFORMANCE Demonstrated firm s management profile (Participation of black people in companies where they are executive 2 board members, Executive Directors, Senior Top management) 7. Skills Development (Skilling of black employees in 2 companies/other companies) (submit proof). 8. Employment Equity (Participation of black people that are employed in companies at junior, middle or senior 2 8

9 management level). 9 Demonstrated firm s ability on Socio- Economic Development or provide evidence of the past social responsibility project undertaken by the company in the community (Assistance provided by Large companies, Government, State Owned Enterprises and other entities in facilitating the improvement of living standards of black people living in rural or underdeveloped areas, black unemployed people, black people with disabilities in order to reduce poverty and increase sustainability). (Submit proof). 10 Enterprise Development (Assistance provided by Large companies in facilitating the entry of QSE, EME and black owned or black women owned enterprises into the mainstream economy) (Submit proof). 11 Preferential Procurement (buying of goods and services from BEE compliant companies, QSE, EMS and black owned or black women owned enterprises) IN EVALUATING THE TECHNICAL INFORMATION CONTAINED IN THE BID, THE EVALUATION COMMITTEE WILL BE GUIDED BY THE FOLLOWING: Bidder s understanding of the brief The bid provides a clear indication that the bidder fully understands the purpose and scope of the work and the bidders own roles and functions in this regard. Capability The bid provides a clear indication that the bidder s team comprises people with the necessary experience, skills, qualifications, knowledge and skills required to ensure the efficient and effective generation of the required deliverables to the highest standards of quality. Track Record The bid provides clear information on previous, relevant projects that confirm that the bidder has the required experience and success track record in the area of general project management and management related projects. 9

10 Quality of the Bid The bid is structured, laid-out, formatted and organised in such a way that the evaluation committee is easily able to access the bid in accordance with the evaluation criteria and is provided with an insight into the quality of deliverables that may be expected from the bidder if successful. Affirmative action The bid clearly describes the bidder s contribution to ensuring the transformation of the project (be specific) management services sector through affirmative action programmes and provides insight into the success, or otherwise, of these programmes. Skills transfer The bid clearly describes the bidder s contribution to ensuring the transformation of this work (be specific) e.g. environmental management services sector through, among others, mentorship, bursary, on-the job-training and/or other initiatives that successfully transfer skills to historically disadvantaged individuals. For information: Empowerment and BEE Strategy* Involvement of Target Groups The Department has stated as a specific Project Goal, the maximisation of participation of Target Groups in the Project. The provisions of this clause 4.10 in relation to Empowerment and the BEE strategy. The objective is to ensure that these Target Groups will be optimally, actively and equally involved, in the entire life-cycle opportunities of the Project, at all levels i.e. ownership, management and service delivery. The Department deliberately wants to encourage the optimal participation of Black Women, Disabled Persons and Target Group Enterprises. Accordingly, the Department has set target for companies that are more than 50% (fifty percent) black-owned and companies that are more than 30% (thirty percent) black women-owned. *Extract from Table 6 Project Balanced Scorecard 10

11 PART 2 To be signed between the Service Provider awarded and the department See Separate file attached 11