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1 1. INTRODUCTION The Mining Qualification Authority (MQA) is a public entity established in terms of section 45 of the Mine Health and Safety Act, Act No. 29 of 1996 (MHSA) and is a Sector Education and Training Authority (SETA) in terms of paragraph 4A to the second schedule of the Skills Development Act, Act No. 97 of 1998 (SDA). The MQA is listed as a schedule 3(a) public entity in terms of the Public Finance Management, Act No. 1 of 1999 (PFMA) and has an Accounting Authority (the Board) that is constituted in terms of the MHSA, the SDA and its constitution. 2. OBJECTIVE OF THE REQUEST FOR PROPOSALS The Mining Qualifications Authority (MQA) would like to appoint an IT Project Manager to manage and implement an Enterprise Resource Planning system (ERP) system that will drive or support the MQA s value chain from start to finish. The ultimate objective is to appoint an entity to project manage the implementation of the The appointed project manager will be required to perform the following: 2.1 Manage the implementation of the Enterprise Resource Planning system; 2.2 Work as part of the project management team and deliver tasks and assignments; and 2.3 Work closely with the MQA s Executive Management Committee. Note: The project management methodology adopted by the MQA is Prince2. All project implementation must be in line with the approved methodology and other project management methodologies where necessary.

2 3. THE MQA VALUE CHAIN The MQA value chain comprises the following operational and support business units, with the following broad information system needs: 4. SCOPE OF WORK The IT project manager for the ERP system will be involved in the implementation stages of the system. Other responsibilities involve coordinating meetings between team members, monitoring their ongoing progress and ensuring the team has resources available to complete tasks. The scope of work shall encompass the following: 4.1. The project manager will assign tasks, develop time lines, and monitor the budget for the project; 4.2. Review the ERP system s terms of reference and advise management on any gaps; Page 2 of 12

3 4.3. During the planning stage of the project, the project manager must develop the scope and goals for the team during each step in the process in conjunction with the project implementers; 4.4. Planning also includes the development of criteria or measurable data to determine the success of a project. Prior to encountering any obstacles, it is important to establish contingency plans with backup resources and accommodations for prospective delays. As a project proceeds, whether or not changes occur, it may affect other departments and coordinators, who must become apprised of new developments. Communication is therefore vital as steps are checked off; 4.5. The project manager will resolve conflicts and obstacles to keep the project on track. During the implementation phase of a project, the manager must analyse the results against a defined set of criteria. It is then important to identify and correct weaknesses; 4.6. Throughout the project, the project manager must provide sponsors or upper management personnel with detailed reports of the project's progression that include budgets, milestones and analyses of implementation User requirements gathering and translation of user requirements into technical document; 4.8. Developing and maintaining internal and external stakeholder relations; 4.9. Monitoring project budgets and project assets; Ensuring all required documentation for all projects is in place and filed; Ensuring compliance to policy and procedure; Managing information/reporting; Capacity building and information sharing; Ensuring teamwork, that other departments are engaged to adhere to relevant policies and regulations; The project manager must be able to make changes to the project based on reports, feedback, and updates; and Possess self-development qualities by keep abreast of the latest job related information. 5. DELIVERABLES 5.1. Manage the implementation of the ERP system from start to finish; 5.2. Report to the IT Steering, Executive Management Committees, and the MQA Board as and when required; 5.3. Produce weekly status reports and monthly project reports; and 5.4. Submit weekly reports to the IT Task Team which is a subcommittee of the IT Steering Committee and at least monthly to the Executive Management. 6. INTERGRITY AND CONFLICT OF INTEREST Page 3 of 12

4 The project manager shall, at all times, exhibit the highest level of integrity in performing all professional assignments, and will accept only assignments for which there is a reasonable expectation that the assignment will be completed with professional competence. The successful project manager will be required to conduct the assignment and compile the required reports with the utmost integrity, honesty and collect sufficient, appropriate evidence to ensure that the ultimate enterprise architecture will assist the MQA to achieve its ERP system objectives. 7. PROJECT MANAGEMENT The project manager appointed shall be given instructions by, or shall report to, the appointed MQA project manager. 8. PROJECT PROPOSAL Project managers wishing to submit proposals are required to include documents of statements on the following: 7.1 A short profile of the project manager; 7.2 Suitable human resource expertise to undertake the research of this nature; 7.3 Details of administration and financial controls, monitoring and evaluation in place; 7.4 Auditing controls in place; 7.5 Infrastructural capacity for the project; (provide a list) 7.6 Number and equity profile of the project team and their experience; 7.7 Project plan showing how the institution will manage the project; 7.8 Details of the cost / fee breakdown for the services to be rendered; 7.9 One (1) set of original proposal documents accompanied by four (4) copies; 7.10 Original valid tax clearance certificate (Mandatory). 9. PROJECT OUTLINE The Project manager must submit a comprehensive project outline with deliverables and milestones for consideration and approval by the MQA. 10. PROJECT PLAN Based on the information provided in this document, the project manager must submit a project plan with timelines, which the prospective project manager deems suitable for the delivery of the proposed project. The MQA will consider and approve the project plan before commencement of the project. Page 4 of 12

5 11. PROJECT PRICING The amount quoted must be denominated in the South Africa Rand value, and should include VAT. Pricing Evaluation Project manager Hours for 18 months Rate per hour Total amount Consulting services 2880 R R The above hours are an estimate and guide for the duration of eighteen (18) months. Final hours will be specified by the MQA. 12. EVALUATION CRITERIA a. Proposals for the appointment of the project manager will be evaluated on functionality, price and BBBEE status in accordance with the Supply Chain Management Procurement policies (Preferential Point System). b. The following criteria will be used in particular as the criteria for appointment, apart from those laid down in the Preferential Procurement Regulations, 2017 pertaining to the Preferential Procurement Policy Framework Act 5 of Bids will be evaluated individually on score sheets by a representative evaluation panel according to the evaluation criteria indicated below. c. These functionality criteria will be broken down into a rating of poor, fair, good, very good and excellent. 1=poor 2=fair 3=good 4=very good 5=excellent KPA ELEMENT WEIGHT SCORING MATRIX Experience of the Proven experience and 20 1 = No submission or 1 firm/company in project expertise in project signed letter with contact managing the managing the details of a person that can confirm the reference letter provided. Enterprise Resource Enterprise Resource 2 = 2 signed letters with Planning system. Planning system. Supply 1-5 comprehensive contact details of the person that confirm the reference letters with reference letters contact details of the provided. Page 5 of 12

6 Experience of the project management team to manage the Enterprise Resource Planning system. person that can confirm the reference letter. The letter must have been issued within a five (5) year period prior to the closing date of submitting the proposal. Note: All references will be contacted to confirm the contents of the letter and if the work done was satisfactory. Proven 3 7 years of work experience in project management. (Provide 3 CVs of the team to project manage the implementation of the ERP system) 3 = 3 signed letters with contact details of the person that confirm the reference letters provided. 4 = 4 signed letters with contact details of the person that confirm the reference letters provided. 5 = 5 or more signed letters with contact details of the person that confirm the reference letters provided = No CVs provided. 2 = 1-2 CVs provided of individuals with 3-4 years experience in project managing the 3= 3 CVs provided of individuals with 4-5 years experience in project managing the 4 = 3 CVs provided of individuals with 5 6 years experience in project managing the Page 6 of 12

7 Qualification of the Project Manager/s Provide Prince2 certificate, and IT qualification, or other related IT project management certificates for individuals with 3 7 years experience to project manage the 5 = 3 CVs provided of individuals with 6 and more years experience in project managing the 30 1 = No certified Prince2 certificate and IT qualification or any other related IT project management certificate provided for an individual with 1 years experience to project manage the 2 = A certified Prince2 certificate, and IT qualification or any other IT project management certificate provided for an individual with 2 years experience to project manage the 3 = A certified Prince2 certificate, and IT qualification or any other IT project management Page 7 of 12

8 Total 80 certificate provided for an individual with 3 years experience to project manage the 4 = A certified Prince2 certificate, and IT qualification or any other IT project management certificate provided for an individual with 4 years experience to project manage the 5 = A certified Prince2 certificate, and IT qualification or any other IT project management certificate provided for an individual with 5 years experience to project manage the Note: All bidders should obtain 50 out of 65 points on functionality to be evaluated further on presentation. Presentation and PowerPoint presentation 20 1=No presentation done. Page 8 of 12

9 interview from the project manager about similar work done 5=Experience (project managing a of similar project to develop and work done implement an ERP and system). 30 minutes will qualifications; be allocated for the 10=Project presentation and 15 management minutes for a Question and Answer session. methodology; and 5=Value The presentation should adds. at least cover the following; 1. The project manager to demonstrate to panel experience of similar work done; and qualifications; and 2. Project management methodology used before and to be used for this project. 20 Total 100 2=Presentation covers either experience of similar work done; and qualifications or Project management methodology. 3=Presentation covers experience of similar work done; qualifications; and Project management methodology. 4=Presentation covers experience of similar work done; qualifications; Project management methodology; 5 6 years experience of the Project Manager/s; and how are they going to add value to this project. 5=Presentation covers experience of similar work done, qualifications and Project management methodology; 6 7 years experience of the Project Manager/s and how are they going to add value to this project. The minimum threshold is 65 points Page 9 of 12

10 d. Proposals will be evaluated in three (3) phases. In the first phase, the documents will be evaluated individually on separate score sheets on functionality on which the bidder have to obtain 50 out of 80 points, and second phase will be a presentation on which the bidder must obtain 15 out of 20 points, according to the evaluation criteria indicated in these Terms of Reference. All service providers who will score less than 65 out of 100 points for both functionality and presentation will not be considered further, and will be regarded as submitting a non-responsive proposal. e. The third phase the proposals will be evaluated on B-BBEE and Pricing using the 80/20 preference points system in accordance with the PPPFA guidelines. During this phase the 20 points will be allocated for B-BBEE and 80 points for price in terms of the Preferential Procurement Policy Framework as allocated below: Criteria Points Price 80 B-BBEE 20 Total 100 f. Points will be awarded to a bidder for attaining the B-BBEE Status level of contribution in accordance with the table below: B-BBEE status Level of Number of points (80/20 contributor system) NON Compliant contributor 0 g. Service Providers must submit original and valid B-BBEE Status Level Verification Certificate or certified copies thereof, issued by accredited Verification Agencies by SANAS or Registered Auditor approved by Independent Regulatory Board of Auditors (IRBA), together with their bids, to Page 10 of 12

11 substantiate their B-BBEE claims. The Exempted Micro Enterprise must submit a letter from the Accounting Officer who is appointed in terms of Close Corporation Act. h. Service Providers who do not submit B-BBEE Status Level Verification Certificate or are noncompliant contributors to be B-BBEE do not qualify for preference points for B-BBEE. i. The Mining Qualifications Authority (MQA) is an equal opportunity, affirmative action employer. It shows the same commitment to those who wish to provide services to the MQA via the procurement process. It should be noted that regard will be given to those proposals from persons or companies which were previously disadvantaged, or which show evidence of skills transfer and representativeness. This does not preclude the formation of consortiums or the inclusion of proposals on how this project can be used to further the aims of transformation. j. The MQA may undertake a due diligence to qualifying project manager (s) of functionality. k. The MQA reserves the right not to award the project to any service provider. 13. TERMS AND CONDITIONS OF THE PROPOSAL a. Awarding of this contract will be subject to the service provider s acceptance of the Supply Chain Management s general conditions of contract. b. The appointed project manager will enter into a service level agreement with the MQA, which will include: 1. Period of agreement; 2. Project objectives and scope; 3. Method of communication; 4. Disputes; and 5. Termination of contract and other specific matters will be agreed upon to form part of the service level agreement. c. The MQA reserves the right to terminate the contract in the event that there is clear evidence of non-performance; d. The MQA reserves a right to appoint one project manager or more than one. e. The basis of engaging service providers will be on an assignment basis. f. In the event where there are more than one project manager accredited on the bid, and they have the necessary skills that are required to render a specific service, the MQA will issue out the Terms of Reference/Specifications to call for proposals and award the work accordingly. g. The MQA reserves the right to interview service provider(s) that are short listed for a specific assignment (meaning that service providers may be requested to do a presentation for a specific project / assignment). Page 11 of 12

12 h. The MQA may at its sole discretion, award an assignment or any part thereof to more than one service provider(s). i. Payments will only be made for acceptable work completed and delivered. j. Any deviation from the project plan should be put in writing and signed by the project manager. k. Any suggestions during the progress meetings, once accepted by both parties, shall form part of the contract. 13. COMPULSORY DOCUMENTS TO BE SUBMITTED 13.1 Central Supplier Database (CSD) summary report Valid Tax Clearance Certificate (Refer to SBD 2: Tax Clearance Certificate Requirements) B-BBEE Certificate of Measured Entity (if no certificate is received, a score of zero will be allocated for evaluation purposes) Proof of banking details Copy of your company/entity registration certificate (if applicable) SBD 1: Invitation to Bid fully completed and appropriately signed SBD 3.3: Pricing Schedule fully completed and appropriately signed 13.8 SBD 4: Declaration of Interests Form fully completed and appropriately signed SBD 6.1: Preference Points Claim Form, fully completed and appropriately signed SBD 8: Abuse of Supply Chain Management System, fully completed and appropriately signed SBD 9: Certificate of Independent Bid Determination, fully completed and appropriately signed. 14. CONTACT PERSON FOR ENQUIRIES All enquiries related to this bid call must be forwarded to: Supply Chain Management Enquiries Ms Tsholo Dilape (011) Address: TsholoD@mqa.org.za AND All enquiries related to technical must be forwarded to: Mr Sakhile Mlauzi (011) Address: SakhileM@mqa.org.za Page 12 of 12