BID NUMBER: CATHS/SECS/020/2020 REQUEST FOR ......COMPANY SECRETARY SERVICES Bid number:...

Bid number: CATHS/SECS/020/2020

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BID NUMBER: CATHS/SECS/020/2020

REQUEST FOR PROPOSAL

COMPANY SECRETARY SERVICES


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1. Background to CATHSSETA

VISION STATEMENT

“A Leader in skills development within our diverse

sector”

MISSION STATEMENT

“To facilitate skills development through strategic

partnerships for CATHSSETA to contribute to

economic growth”

The Skills Development Act (No 97 of 1998) (SDA) makes provision for the establishment of Sector Education and Training Authorities (SETAs) for each national economic sector and thereby aims to develop the skills of the South African workforce by increasing the investment in education and training in the labour market; and encouraging employers to play a meaningful role in developing employees, particularly the previously disadvantaged. The Culture, Arts, Tourism, Hospitality and Sport Sector Education and Training Authority (CATHSSETA) was established through the SDA, to research and establish nationally recognised Sector Skills Plan (SSP) supported by skills development programmes serving the interest of the following sectors:

Culture, Arts and Heritage

Tourism and Travel Services

Hospitality

Gaming and Lotteries

Conservation; and

Sport, Recreation and Fitness

These sectors are diverse and unique and they play a significant role not only in the economy, but also in the broader quest for social cohesion and formulation of a unique South African national identity. 2. Project/Service Requirements

CATHSSETA is seeking to appoint a highly qualified service provider for the provision of Company secretary services in order to produce accurate transcriptions and minutes for CATHSSETA formal proceedings, which will include;

Managing affairs of the Accounting Authority (AA) and Sub-Committees including all other

governance structures

Provide professional advisory services to the CATHSSETA.

Provide secretarial services to CEO’s office including Management Executive Committee

(MANEXCO) meetings.

Provide a central source of guidance and advice to the Board and Sub-Committees on matters relating to good corporate governance and amendments to legislation.


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3. Overall objective To appoint a service provider to assist CATHSSETA with organisational Company secretary services related to Board services including interviews, meetings, disciplinary hearings, conferences, AGMs, etc. 4. Contract period Start: from date of signing the contract (estimated 01 July 2020) end: 30 June 2023 5. Indication if the quote will be evaluated on functionality as well as minimum acceptable

qualifying score Yes 6. Indication if the bid will be evaluated related to local production and contents as well as the

minimum thresholds applicable to local production and contents No 7. Detailed scope of services to be rendered by the service provider Which services are required (detail);

CATHSSETA seeks to appoint a service provider for the provision of Company secretary services. Provision of services shall be inclusive of, but not limited to keeping accurate records of decisions taken by Management. The provider will attend meetings in person depending on the specific needs of CATHSSETA at the time of assignment. Minutes must be done and submitted for approval within stipulated time frames. The minutes must be of high quality and fit CATHSSETA’s corporate requirements. The provider must understand every business meeting’s requirement to meet CATHSSETA’s needs.

Services required will include:

Managing affairs of the Accounting Authority (AA) and Sub-

Committees including all other governance structures

Provide professional advisory services to the CATHSSETA.

Provide secretarial services to CEO’s office including Management

Executive Committee (MANEXCO) meetings.

Provide a central source of guidance and advice to the Board and Sub-

Committees on matters relating to good corporate governance and

amendments to legislation.

Annual General Meetings Disciplinary Hearings CATHSSETA related conferences Interviews

The Minutes must be comprehensive and include all decisions taken.

The following information should be provided in each proposal. This information will be utilized in evaluating each proposal submitted. Elements of proposal to be included:

. Past Relevant Experience and Project Team's Knowledge and Skills The proponent is to describe the capability of the resources proposed to meet the requirements described in the terms of reference. It is expected that the proposed team will include skills and experience in providing professional transcription and minute taking services, to governments and/or large organizations. The proponent should include, as a minimum, the following items:


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a) Resumes for the proposed project team members that identifies their past education, past relevant experience, skills and knowledge and in what ways the proposed resources will be utilized in providing the services identified in the Request for Proposal. Chartered Institute of Secretaries (CIS) Certification or equivalent

b) Listing of the firm's directly related of Company secretary experience and that of any partners or subcontractors.

- A relevant qualification in Legal/Governance or equivalent.

- 5-10 years’ experience in a variety of secretarial and/or legal

advisory capacities.

c) A descriptive list of other similar projects completed in the past with a minimum of three professional references to be used for evaluation purposes to verify medium deadlines and quality of work.

A description of the organizational structure including, as applicable, a list of the names of the organization's officers, directors, partners, and staff.

Where the services are needed;

CATHSSETA

Possible phases and how the project will progress from one phase to another;

The service provider will be utilised on a fixed term basis.

Detailed project implementation plan and methodology;

To be submitted by the service Provider as per the scope of services above

Milestones and date of completion of service.

As per contract period

Critical and Minimum performance areas related to that services;

To render Company secretary services to the CATHSSETA. All required documentation must be completed and submitted for approval within prescribed times. Produced minutes must be accurate and capture decisions taken in the particular event. The actual recordings of meeting proceedings must be made available to CATHSSETA and audio must be of high quality.

8. Competence and expertise requirements Efficient, organised, accurate and reliable. Highly experienced Company secretary must be trained in all aspects of documenting the spoken word. Minimum of 5 years’ experience in the corporate world and contactable references.


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9. Monitoring and report requirements after contract is signed Required reporting as per the scope of services on a particular assignment Confidentiality: All material processed must be treated with strict confidence and must not at any time or manner be used for personal benefit.

10. Price specification/ requirements

OPTIONS RATES TURNAROUND TIME

Daily Rate

Rush /Express Rate

Hourly Rate

11. Requirements regarding pre-bid meeting

None

12. Validity period Validity period: 90 days. The Bidder is required to confirm that it will hold its proposal valid for 90 days from the closing date of the submission of proposals, during which time it will maintain without change, the personnel proposed for the services together with their proposed rates. 13. Transfer of knowledge and/ training N/A

14. The following bid process will be followed

Description Due Date

Tender Advert Request for Proposal 03 July 2020

Briefing Session None

Closing date 24 July 2020 at 11h00

15. Evaluation process Bid evaluation process if functionality/local

content production is stipulated

All bids duly lodged will be examined to determine compliance with bidding requirements and conditions.

Bids that do not meet the minimum qualifying score for functionality/ or minimum stipulated threshold for local content or production will be eliminated from further evaluation.

The responsive proposals will then be evaluated further based on the 80/20 preference point system in terms of the PPPFA Act and its regulations 2017.(See SBD 6.1)

The contract will be awarded to the bid proposal that scored the highest total number of points.


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16. TECHNICAL EVALUATION Evaluation criteria Sub evaluation criteria Points allocation

for sub-evaluation criteria

Understanding of the

regulatory framework

applicable to the related

area(s) of specialisation

and experience of

providing Company

Secretary services.

Bidder demonstrates an extensive experience and understanding of the legislative and regulatory framework applicable to the related area(s) of specialization. (9- 10 years) relevant experience.

Bidder demonstrates reasonable

experience and understanding of the legislative and regulatory framework applicable to the related area(s) of specialization. (5 – 8 years) relevant experience.

Bidder demonstrates limited

experience and understanding of the legislative and regulatory framework applicable to the related area(s) of specialization. (Less than 5 years’) experience.

30

15

0

Response to scope of work outlined in the detailed scope of service;

1. CV’s for the

proposed project team members.

2. CIS Certification and relevant qualification in legal /governance or equivalent

3. A descriptive list of other similar projects completed in the past.

4. A detailed project implementation plan with an organogram in relation to the project team working at CATHSSETA.

Response to the scope of work provided is fully completed, detailed and responsive to all 4 activities in the evaluation criteria

Response to the scope of work provided is partially completed, detailed and responsive to between 2 and 3 activities in the evaluation criteria

Response to the scope of work

provided is fully completed, detailed and responsive to 1 activity in the evaluation criteria.

40

20

0


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Bidders relevant experience in Company secretary services.

Execution of 5 or more company secretary services. Submitted 5 or more contactable reference letters relating to similar work.

Execution of 4 company secretary services. Submitted 4 contactable reference letters relating to similar work.

Execution of 3 company

secretary services. Submitted 3 contactable reference letters relating to similar work.

Execution of 2 or less company secretary services. Submitted 2 or less contactable reference letters relating to similar work.

Provide signed reference letters from previous clients on their letterhead, which clearly outline;

- Successful implementation of company secretary services.

- The project name,

organization, the contact name and details.

Reference check will be conducted on the above criteria

15

10

5

0

Experience of Key Staff (Project team) in the related area(s) of Specialization (CV/Profiles to be Attached including;

- Legal/governance

qualification or equivalent

- CIS Certification

or equivalent Qualifications will be checked

Submitted CV’s and copies of qualifications with the relevant experience fulfilling all competencies with skills required.

Submitted CV’s with no copies of qualifications.

15

0

17.Bidders must score a minimum qualifying score for functionality and motivate decision

70 points out of 100


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18. General Bid administrative information

The name of the entity with whom the CATHSSETA will ultimately contract and who will be responsible for the overall service delivery. This is required in all instances and is particularly relevant in a consortium.

The names of all consortium/ joint venture members and evidence there-of.

SARS tax clearance pin (if consortium and/or joint venture kindly ensure that all members submit a Tax Clearance pin);

Consortiums must submit a Copy of Registration Documents with the Registrar of Companies (CIPS)

All members of a consortium or joint venture must provide a SARS tax clearance pin.

A trust, consortium or joint venture will qualify for their B-BBEE status level as an unincorporated entity, provided that the entity submits their consolidated B-BBEE scorecard as if they were a group structure and that such a consolidated B-BBEE scorecard is prepared for every separate quote.

Regarding joint ventures, the joint venture agreement between the different suppliers must be provided clearly indicating the role and responsibilities of each supplier towards the contract.

19. General Bid administrative information

The completed response and submissions must be returned to –

CATHSSETA,

01 Newtown Avenue,

Killarney

Attention: Supply Chain Office

Bid proposals must consist of at least five (5) hardcopies and one electronic copy. (CD or

USB Flash drive).

Incomplete submissions including insufficient number of printed or electronic copies will

result in disqualification.

E-mail or fax proposals are not acceptable.

Questions for clarification of issues will be considered by the CATHSSETA up to the close of

business 72 hours before the closing date and time. No verbal requests for information or

clarification will be accepted. Answers to queries shall be posted to the CATHSSETA web

site www.cathsseta.org.za (under Bids), and will therefore be in the public domain.

All documentation and responses will be supplied and exchanged utilising standard

Microsoft Office (Word, Excel and PowerPoint) products.

http://www.cathsseta.org.za/


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Any attempt to gain information in a manner deemed to be fraudulent or

disadvantageous to other respondents or any attempt to influence the outcome of the

response evaluation will result in immediate disqualification from the bid process. It

should also be noted that any attempt at collusion or fronting, may be reported to SAPS

in terms of Section 34 of the Prevention and Combating of the Corrupt Activities Act

(PRECCA, 2004)

MANDATORY REQUIREMENTS – GATE ONE

Bidders are required to indicate in the checklist below (using a tick) whether or not they

have submitted all the mandatory documents. Please note non-submission of mandatory

documents will disqualify the bidder from proceeding to the next stage of technical

specification evaluation.

MANDATORY REQUIREMENTS CHECKLIST – GATE ONE YES NO NA

Compare Service Provider details with compulsory briefing register

Invitation to Bid - SBD Form 1

Pricing Schedule – Firm Prices Purchases - SBD Form 3.1

Pricing Schedule – Non-Firm Prices Purchases - SBD Form 3.2

Pricing Schedule – Professional Services - SBD Form 3.3

Declaration of Interest - SBD Form 4

National Industrial Participation Programme - SBD Form 5

PPPFA 2017 Regulations Claim Form - SBD Form 6.1

Local Production Content - SBD Form 6.2

Contract Form - Purchase of Goods/Works - SBD Form 7.1

Contract Form - Rendering of Services - SBD Form 7.2

Contract Form - Sale of Goods/Works - SBD Form 7.3

Declaration of Bidder’s Past Supply Chain Management Practices - SBD Form 8

Certificate of Independent Bid Determination - SBD Form 9

General Conditions of Contract

Special Conditions of Contract (If Applicable)

Valid Tax Clearance Pin

Valid BBBEE Certificate Not Mandatory (for claiming of points)

Company Registration Documents

Central Supplier Database (CSD)

5 x Hardcopy & 1 x Electronic Proposals

Technical Specification(s)/ Technical proposal based on TOR – Gate Two

The technical proposal should address the following content (if applicable) Refer to

Evaluation Criteria:

Background information of service provider/Joint venture/Consortiums.

Service provider Profile / Management structure

Proposal regarding the scope of services to be rendered

Approach, Plan and Time Lines

Project Organisation and logistical arrangements

Methodology to ensure successful completion of contract


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Business arrangement approach

An overview of the proposed business arrangement;

How CATHSSETA and the service provider will manage risks and

realise benefits;

Information and evidence to address the evaluation criteria set in the

particular bid documents:

Proven Credentials and Team Expertise

A detail of any professional associations the respondents belongs to and

indicate the length of membership.

Performance capabilities

Performance abilities relevant to the scope of services to be rendered

Senior Management Experience

Reference sites and contact details where a project of this nature was

conducted

Major client profile / including government

Required detail regarding references; and

CV’s of key project personnel.

All bid proposals must at least adhere to the minimum requirements as specified in the

Terms of Reference.

If the bidder suggests certain changes to the General conditions of contract or the special

conditions of contract, the proposed changes will be evaluated and if acceptable by

CATHSSETA such suggested changes may be included into the contract as special conditions

of contract. If the suggested changes are unacceptable, the General conditions of contract

and the special conditions of contract will stand. The potential bidder will then have to

decide to abide by the decision or to withdraw its bid proposal.

If any clarity needs to be obtained for evaluation purposes CATHSSETA may require the

potential service provider to substantiate certain information, or to allow officials to

undertake a financial/ physical inspection to assure that capacity and ability is proven.

Supporting documentation should be attached as annexures and cross-referenced to the

appropriate section of the bid.

Please note that the scope of services as indicated in this TOR reflects CATHSSETA true

requirements and once the contract is signed amendments to the contract will only be

allowed in exceptional circumstances. Please ensure that your costing is based on the scope

of services to be rendered.

Disclaimer

The SETA reserves the right not to appoint a service provider and is also not obliged to

provide reasons for the rejection of any proposal. CATHSSETA reserves the right to:

Award contract or any part thereof to one or more Service Providers;

Reject all bids;


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Consider any bids that may not conform to any aspect of the bidding

requirements;

Decline to consider any bids that do not conform to any aspect of the bidding

requirements;

Request further information from any Service Provider after the closing date;

Cancel this tender or any part thereof at any time.

Take note that if subcontractors are going to be utilized the following B-BBEE rules will be

applicable for the allocation of B-BBEE points:

Pre-contract (Regulation11.8)

Post contract (Regulation 11.9)

Bidders notification

Unsuccessful respondents will be notified by e-mail.

SPECIAL CONDITIONS OF CONTRACT

Special conditions of Contract (SCC) relevant to a specific bid, (if applicable) should be compiled separately for

every bid and will supplement the General Conditions of Contract. Whenever there is a conflict, the provisions

of the SCC shall prevail. The following conditions will be applicable to this bid:

None

The following Standard Bid documents must be completed and will form part of a signed contract.


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BID NUMBER: CATHS/SECS/020/2020 REQUEST FOR ......COMPANY SECRETARY SERVICES Bid number:...

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