REQUEST FOR BID - AgriSeta · Web viewP Part 6: Certificate of Independent Bid Determination Each...

REQUEST FOR BIDPROFESSIONAL SERVICES

BID DETAILS

BID NUMBER: AS/2011/RFB/010/MONITOR

CLOSE Date: 3 June 2011Time: 11:00

DESCRIPTION: AgriSETA requires the services of one or more suitably qualified service provider/s (Mentors/ Moderators) who are located in South Africa for the Monitoring and Evaluation and to report the progress made on the following implemented projects for the period 1 July 2011 to 31 March 2014(With an option to extend for another two years :

1. Agricultural Learnerships (NQF level 1-5)2. Agricultural Skills Programmes3. Internships / Experiential Training4. ABET5. Apprentices

BRIEFING SESSION: Yes X NoSee division 1 on Special Conditions of Bid and Contract that the bidder needs to take note of.

DETAILS OF BIDDER

Organisation/individual:Contact person:Date:Email address:Telephone Number:Cellular Number:Fax Number:

Please indicated whether it is the original or copy, tick the applicable blockORIGINAL COPY

Procurement process administered by Deloitte

Bid No: AS/2011/RFB/010/MONITOR AgriSETA Bid Document

Content Page

GLOSSARY

Award Conclusion of the procurement process and final notification to the effect to the successful bidder

B-BBEE Broad-based Black Economic Empowerment in terms of the Broad-based Black Economic Empowerment Act, 2003 (Act No. 53 of 2003) and the Codes of Good Practice issued thereunder by the Department of Trade and Industry

Bid Written offer in a prescribed or stipulated form in response to an invitation by AgriSETA for the provision of goods, works or services

Contractor Organisation with whom AgriSETA will conclude a contract and potential service level agreement subsequent to the final award of the contract based on this Request for Bid

Core Team The core team are those members who fill the non-administrative positions against which the experience will be measured.

dti Department of Trade and Industry AgriSETA The agriculture Sector Education and Training Authority in

terms of section 9 of the ActGCC General Conditions of ContractIP Intellectual PropertyNIPP National Industrial Participation ProgrammeOriginal Bid Original document signed in ink, or

Copy of original document signed in ink, orSubmitted Facsimile of original document signed in ink

SCM Supply Chain ManagementSLA Service Level Agreement


Content Page

DOCUMENTS IN THIS BID DOCUMENT PACK

Bidders are to ensure that they have received all pages (pp 56 – excluding the annexure pages – including annexure 79 pages) of this document, which consist of the following sections:

SECTION ANote: Documents in this section are for information to/instruction of bidders and must not be returned with bids.

Section A Part 1: Background

Section A Part 2: Bid Submission Conditions and Instructions

Section A Part 3: General Conditions of Contract

Section A Part 4: Terms of Reference

Section A Part 5: Evaluation Process/Criteria

Section A Part 6: Contract Form (Rendering of Services) (Parts 1 & 2)(The pro forma contract is only included for bidders to take note of the contents of the contract that will be entered into with the successful contractor)

SECTION 2Note: Documents in this section must be completed and returned or supplied with bids.

Section B Part 1: Special Conditions of Bid and Contract: Special conditions that the bidder needs to accept

Section B Part 2: Tax Clearance Certificate (The tax clearance certificate requirements page must not be returned with bids)

Section B Part 3: Declaration of Interest

Section B Part 4: Declaration of bidder’s past SCM practices

Section B Part 5: Certificate of Independent Bid Determination

Section B Part 6.1: Preference Points Claim Form in terms of the Preferential Procurement Regulations 2001 (Purchases)

Section B Part 6.2: Preference Points Claim Form in terms of the Preferential Procurement Regulations 2001 (Promotion of Small Enterprises)

Section B Part 7: Invitation to Bid

Section B Part 8: Compulsory CV template

Section B Part 9: Pricing Schedule (Professional Services)


SECTION 1

SECTION A


SECTION A Part 1: Background

BACKGROUND

AgriSETA covers all the economic sub sectors previously demarcated to PAETA (Primary Agriculture) and SETASA (Secondary Agriculture). As the list of sub sectors is identified by their SIC codes, is quite extensive, the following is a broad summary:

All types of farming such as horticulture, animal husbandry, game, fish, crop and mixed farms

Slaughtering and handling of meat and livestock products – red meat and poultry (including egg production)

Processing of fibre, tea & coffee, macadamia nuts and tobacco Packing, drying, liquefying, exporting and importing fruit Milling, manufacture, storage and handling of sugar and grain products and starch Animal feeds and pet foods Sales and distribution of agricultural raw materials and other farming inputs and requisites Agricultural research Pest Control

Seed production and marketing The Agricultural Sector Education andTraining Authority (AgriSETA) is a statutory body established through the Skills Development Act of 1998 to enable its stakeholders to advance skills levels in the sector in accordance to government’s growth initiatives. All SETAs were recently reviewed and AgriSETA has been re- licensed to execute its mandate for the next five years (to March 2016). The agricultural sector is vast and the demarcation of AgriSETA covers both primary agricultural activities as well as secondary activities which exist in support of the farming sector in South Africa. . Additional information can be obtained from the following website: www.agriseta.co.za

. The functions of AgriSeta are inter alia to:

develop a sector skills plan within the framework of the national skills development strategy; implement its sector skills plan by establishing learnerships, approving workplace skills

plans, allocating grants as well as monitoring education training in the sector; promote learnerships by identifying workplaces for practical work experience, supporting

the development of learning materials, improving the facilitation of learning and assisting in the conclusion of learnership agreements;

register learnership agreements; obtain accreditation from the South African Qualifications Authority; collect and disburse the skills development levies in its sector; liaise with the National Skills Authority on the national skills development policy, the

national skills development strategy as well as its sector skills plan; report to the Director-General of Labour on its income and expenditure as well as the

implementation of it sector skills plan; liaise with the employment services of the Department of Higher Education and Training

and any education body established under any law regulating education in the Republic of South Africa to improve information about employment opportunities and information between education training providers and the labour market;

appoint staff necessary for the performance of its functions; and

perform any other duties imposed by the Skills Development Act and the Skills Development Levies Act or consistent with the purposes thereof.

All the bids by AgriSETA are intended to promote the objectives of AgriSETA

http://www.agriseta.co.za/



BID SUBMISSION CONDITIONS OF BID AND INSTRUCTIONS

CONDITIONS AND INSTRUCTIONS THAT BIDDERS NEED TO TAKE NOTE OF

1 FRAUD AND CORRUPTION

1.1 All providers are to take note of the implications of contravening the Prevention and Combating of Corrupt Activities Act, Act No 12 of 2004 and any other Act applicable.

2 BRIEFING SESSION

2.1 Compulsory Briefing Session

2.1.1 Compulsory briefing sessions will be held as follows:

Date Time Venue23 May 2011 14:00 AgriSETA office in Pretoria26 May 2011 10:00 Bloemfontein, City Lodge, Cnr Nelson

Mandela and Parfait Avenues27 May 2011 10:00 Cape Town, Garden Court Eastern

Boulevard, Cnr Melbourne & Coronation Street

Note: A provider must attend ONE briefing session in the location of choice. Please confirm attendance and location of choice on or before 20 May 2011 at 15:00.

2.1.2 Bidders should bring their own copies of the bid documentation to the briefing session as bid documents will not be made available at the session.

2.1.3 Any individual wishing to bid must attend the briefing in person or send a representative. Any organisation wishing to bid must send a representative. For bids from a Consortium or Joint Venture, a representative of at least one of the organisations must attend the briefing. Bids from individuals, organisations or consortia of organisations that have not met the attendance requirements will not be considered.

2.1.4 Any clarification required by a bidder regarding the meaning or interpretation of the Terms of Reference, or any other aspect concerning the bid, is preferably to be requested at the briefing session. Bidders are advised to study this document before attending the briefing session and to have all their questions ready.

2.1.5 All those attending will be issued with minutes of the session within one week of the briefing session, forwarded electronically.

3 CLARIFICATIONS/ QUERIES

3.1 Any clarification required by a bidder regarding the meaning or interpretation of the Terms of Reference, or any other aspect concerning the bid, is to be requested in writing (letter, facsimile or e-mail) from Lizette du Toit by not later than 25 May 2011at 10:00. A reply will be forwarded within three (3) working days. All questions and answers will be published on the AgriSETA website and e-mails to all prospective bidders after the above date. The bid number should be mentioned in all correspondence. Telephonic requests for clarification will not



be accepted. If appropriate, the clarifying information will be made available to all bidders by e-mail only.

4 SUBMITTING BIDS

4.1 One (1) original plus two (2) hard copies of the bid, i.e. three documents be handed in/delivered to:

The Procurement ManagerDeloitteDeloitte Brooklyn HouseReception (bid box is here)315 Veale StreetBrooklyn Pretoria

4.2 NB: Bidders are to indicate on the cover of each document whether it is the original or a copy.

4.3 Bids should be submitted in a sealed envelope, marked with:

Bid number (AS/2011/RFB/010/MONITOR) Closing date and time (3 JUNE 2011 @11:00) The name and address of the bidder

4.4 Documents submitted on time by bidders shall not be returned.

5 LATE BIDS 5.1 Bids received late shall not be considered. A bid will be considered late if it

arrived only one second after 11:00 or any time thereafter. The tender (bid) box shall be locked at exactly 11:00 and bids arriving late will not be considered under any circumstances. Bids received late shall be returned unopened to the bidder. Bidders are therefore strongly advised to ensure that bids be despatched allowing enough time for any unforeseen events that may delay the delivery of the bid.

5.2 The official Telkom time (dial 1026) will be used to verify the exact closing time.

5.3 Bids sent to the AgriSETA via normal post or any other mechanism shall be deemed to be received at the date and time of arrival at the AgriSETA premises (tender/bid box or reception). Bids received at the physical address after the closing date and time of the bid, shall therefore be deemed to be received late.

5.4 Bidders should, in preparing their bids, plan for delays related to the load shedding of electricity by ESKOM in order to submit bids on time. No late bids due to load shedding will be considered.



6 DIRECTIONS TO DELOITTE OFFICES FOR DELIVERY OF BIDS

6.1 Physical Address

The Procurement ManagerDeloitteDeloitte Brooklyn HouseReception (bid box is here)315 Veale StreetBrooklyn Pretoria

DIRECTIONS TO DELOITTE

N1 North N1 South

Lynnwood R

oad

Duncan Street

Fehrsen Street

Middle Street

George Storrar

Fountain

Circle

Brooklyn

Circle

Veale Street

R21 toOR TamboInternational

DeloitteWaterkloof House

Eeufees Road (off ramp)

Nelson Mandela Ave (R21) to Pretoria

Dey Street

Queen Wilhelmina Ave

BankForum

Brooklyn Mall

Brooklyn Square

Deloitte Brooklyn House

Charles Street

AtterburyRoad

Veale Street

R28

Waterkloof Road

SARS

BronkhorstStreet



7 NEGOTIATION

7.1 The AgriSETA and Deloitte have the right to enter into negotiation with a prospective contractor regarding any terms and conditions, including price(s), of a proposed contract.

7.2 The AgriSETA shall not be obliged to accept the lowest of any quotation, offer or proposal.

7.3 All bidders will be informed whether they have been successful or not. A contract will only be deemed to be concluded when reduced to writing in a formal contract signed by the designated responsible person of both parties. The designated responsible person of the AgriSETA is Mr Jeremia Sello Madiba or his written authorised delegate.

7.4 AgriSETA also reserves the right to enter into one contract with a bidder for all required functions or into more than one contract with different bidders for different functions.

7.5 Under no circumstances will negotiation with any bidders constitute an award or promise / undertaking to award the contract.

8 ACCESS TO INFORMATION

8.1 All bidders will be informed of the status of their bid once the procurement process has been completed.

8.2 Requests for information regarding the bid process will be dealt with in line with the AgriSETA SCM Policy and relevant legislation.

8.3 Deloitte will facilitate such communication on behalf of AgriSETA.

9 REASONS FOR REJECTION

9.1 The AgriSETA shall reject a proposal for the award of a contract if the recommended bidder has committed a proven corrupt or fraudulent act in competing for the particular contract.

9.2 The AgriSETA may disregard the bid of any bidder if that bidder, or any of its directors:

9.2.1 Have abused the SCM system of the AgriSETA.

9.2.2 Have committed proven fraud or any other improper conduct in relation to such system.

9.2.3 Have failed to perform on any previous contract and the proof exists.

9.3 Such actions shall be communicated to the National Treasury.



10 PAYMENTS 10.1 AgriSETA will pay the Contractor the fees set out in the final contract according

to the table of deliverables. No additional amounts will be payable by the AgriSETA to the Contractor.

10.1.1 The Contractor shall from time to time during the currency of the contract,

invoice the AgriSETA for the services rendered.

10.1.2 The invoice must be accompanied by supporting source document(s) containing detailed information, as AgriSETA may reasonably require, for the purposes of establishing the specific nature, extent and quality of the services which were undertaken by the Contractor.

10.1.3 No payment will be made to the Contractor unless an original tax invoice

complying with section 20 of the VAT Act No 89 of 1991, as amended, has been submitted to the AgriSETA

10.1.4 Payment shall be made by bank transfer into the Contractor’s back account normally 30 days after receipt of an acceptable, original, valid tax invoice. Money will only be transferred into a South African bank account. (Banking details must be submitted as soon as the bid is awarded).

10.2 The Contractor shall be responsible for accounting to the appropriate authorities for its income tax, VAT or other moneys required to be paid in terms of the applicable law.

11 CANCELLATION OF PROCUREMENT PROCESS

11.1 This procurement process can be postponed or cancelled at any stage provided that such cancellation or postponement takes placed prior to entering into a contract with a specific service provider to which the bid related.


SECTION A Part 3: General Conditions of Contract

GENERAL CONDITIONS OF CONTRACT

1 The General Conditions of Contract are available on the AgriSETA Website or on request.

http://www.agriseta.co.za/tenders/default.asp

http://www.agriseta.co.za/tenders/default.asp


SECTION 1: Terms of Reference

TERMS OF REFERENCE (TOR)

1 BACKGROUND

The AgriSETA requires the services of one or more suitably qualified, registered/accredited service provider/s (Mentors/ Moderators) who are located in South Africa for the Monitoring and Evaluation and report the progress made on the following implemented projects for the period 1 July 2011 to 31 March 2014 nationally.

Agricultural Learnerships (NQF level 1-5) Agricultural Skills Programmes Internships / Experiential Training ABET Apprenticeships

The Consultant/s /Provider/s would be contracted by AgriSETA on a part time basis, and it is preferred that the provider should have capacity in specific provinces.



2 CONSULTANT RESPONSIBILITIES

Agricultural Learnerships (NQF level 1-5)

Agricultural Skills Programmes

Internships/Experiential Training

ABET Apprenticeship

1 Conduct Monitoring and Evaluation on specific projects (Employers and Service Providers) where learnerships are currently taking place in all the nine Provinces of South Africa.

Conduct Monitoring and Evaluation on specific projects (Employers and Service Providers) where skills programmes are currently taking place in all the nine Provinces of South Africa.

Conduct Monitoring and Evaluation on specific projects (Employers and Service Providers) where internships/ Experiential Training are currently taking place in all the nine Provinces of South Africa.

Conduct Monitoring and Evaluation on specific projects (Employers and Service Providers) where ABET is currently taking place in all the nine Provinces of South Africa.

Conduct Monitoring and Evaluation on Employer Projects where apprenticeships are currently taking place in all the nine Provinces of South Africa.

2 Develop an appropriate project plan for the entire period of M&E.

Develop an appropriate project plan for the entire period of M&E.



Develop and propose an implementation plan reflecting on deliverables, resources and responsible designates to deliver M&E services for the entire period of M&E.

3 Ensure proper implementation of both two and three party contracts.

Ensure proper implementation of both two party contracts and learner information forms.

Ensure proper implementation of contracts.

Ensure proper implementation of contracts.

4 Ensure that Training providers’ training plan and timelines are adhered to.

Ensure that Training providers’ training plan and timelines are adhered to.

Ensure that training plan and timelines are adhered to.

Ensure that syllabi and timelines are adhered to.

Report on progress of employers against Development Plan of apprentices.

5 Ensure that both theoretical and practical learning

Ensure that both theoretical and practical learning

Ensure that learning takes place.

Ensure that learning takes place.

Verify and report on appropriateness of workplace exposure



takes place. takes place. against the designated training schedule.

3. Arrange and conduct Monitoring and Evaluation site visits to the: -

3.1 Employers/ Projects/Workplace.

3.2 Training providers/training institutions.

3.3 Indication of quantities per province below:

ABETFace to Face Computer

Assisted ABET program

Agricultural Learnerships (NQF level 1-

5)

Agricultural Skills

Programmes

Internships/ Experiential

Training

Apprenticeship

PROVINCE ESTIMATED NUMBER OF SITES

Western Cape 15 15 79 61 13 18North West 3 1 7 57 6 9Northern Cape 1 6 7 11 ?? 5Mpumalanga 8 8 11 26 15 4Limpopo 8 4 60 76 9 7Gauteng 15 4 66 43 13 6Eastern Cape 6 15 37 37 6 2Freestate 1 2 12 19 9 13KZN 2 10 15 3 14 10TOTAL 59 65 327 333 85 74

Please take note that the quantities above are estimated quantities and cannot be guaranteed. New allocations can be added during the contracting period.

3.4 Prepare formal reports to AgriSETA as per the templates attached for each category as indicated in paragraph 3.3.



3.5 The provider must respond to the instruction from the AgriSETA to conduct a site visit within 7 working days.

3.6 After the completion of monitoring at a site a report must be submitted to the AgriSETA within 7 working days.

3.7 The provider must inform the AgriSETA of critical issues identified at the site immediately on identification.

4. The consultant must also adhere to the employer site rules, including safety and dress codes etc.

5. The consultant would be representing AgriSETA at the provider visits, and therefore would need to strictly adhere to AgriSETA’s policies and procedures.

6. AGRISETA RESPONSIBILITIES

6.1 Provide a detailed request to appointed consultant/s on tasks to be performed.

6.2 Provide detailed list of Employers and Training Providers to be visited.

6.3 Monitor the Consultant/s performance contracted by AgriSETA to do M&E in all Provinces.

6.4 Ensure that AgriSETA Policy and Procedures are adhered to by Consultants.



7. EXPERIENCE AND SKILLS NEEDED

Agricultural Learnerships (NQF

level 1-5)


Internships/Experiential

Training

ABET Apprenticeships

1. Proven writing and speaking skills. (English)

Proven writing and speaking skills. (English)



Multilingual of which English is compulsory, effective interpersonal-, facilitation-, and report writing skills.

2. Excellent communication and interpersonal skills

Excellent communication and interpersonal skills



3. Excellent knowledge of agriculture for the monitoring of the Learnership. (Theory and Practice)

Excellent knowledge of agriculture for the monitoring of the Skills programmes. (Theory and Practice)

Knowledge and understanding of specific training intervention

Knowledge and understanding of specific training intervention

Applied knowledge of AgriSETA Apprenticeship Practices, processes and procedures.

4. The ability to interact with Training Providers, Employers / Projects and learners

The ability to interact with Training Providers, Employers / Projects and learners

The ability to interact with Employers and learners

The ability to interact with Training Providers, Employers and learners

Able to communicate effectively with management and apprentices.

5. Extensive knowledge of the Skills Development Act , the Skills Development Levies Act, the SAQA Act

Extensive knowledge of the Skills Development Act , the Skills Development Levies Act, the SAQA Act

Providers must have proven experience in conducting Monitoring and Evaluation.


Providers must be experienced in: Conducting M&E. Working, MTA & relevant Regulations, OHSA and relevant Regulations.

6. Providers must have proven experience in conducting Monitoring and Evaluation.


Providers must be prepared to travel extensively




Agricultural Learnerships (NQF

level 1-5)


Internships/Experiential

Training

ABET Apprenticeships

7. Providers must be prepared to travel extensively




Providers must be able to work independently and prepared to travel extensively

8. THE PROSPECTIVE CONSULTANT IS REQUIRED TO SUBMIT A DETAILED PROPOSAL REFLECTING THE FOLLOWING:

8.1 Availability of human resource expertise to conduct M&E.

8.2 Understanding of AgriSETA sector and its needs.

8.3 Indicate Province/s which they will be able to conduct M&E. (This will be provided for in the pricing schedule)

9. CONDITIONS OF TENDER

9.1 A service of a Consultant/s will be procured in accordance with the AgriSETA procurement Policy subject to the following conditions:

9.2 That AgriSETA reserves the right to appoint one or more providers per province.



ANNEXURES

TEMPLATES TO BE USED AS PER PARAGRAPH 3.4

SKILLS DELIVERY : QUALITY MANAGEMENT

Checklist and Report: Employer Monitoring and Evaluation

Part 1: Employer Details

Date of M &E Visit

Employer Name

Service Provider

Contact Persons/s

Physical Address

Telephone Number/s

Province

Nearest TownKm from Town to employerIntervention - Name

Part 2: Allocation and Claim Profile

Document No: F.03 Revision No: 01

Effective Date: October 2009 Approved By CEO

Page: 1 Title: Checklist: Employer Monitoring and Evaluation

Amount Approved

Amount Claimed

Date: Training startDate: Training end (anticipated)Spending Rate %

Tranche


Part 3: Checklist

Criterion A Compliance to the Skills Development Act

No. Conforming Requirement Evidence SubmittedCompliance (Tick One)

YesNo

(Minor)

No (Major

)A1 The learner works for the

employer as part of the learning process.

A2 The Employer allows the learner to attend off-the-job training during working hours

A3 There are records of relevant workplace experience

A4 There are records of relevant workplace assessment

A5 There are up to date records of learning

A6 The Employer provides supervision of the learner on site

A7 There are records of learner attendance of theoretical learning sessions

A8 Employers and learners have progress discussions

A9 The learner complies with workplace policies and procedures

Document No: F.03 Revision No: 01Effective Date: October 2009 Approved By CEOPage: 2 Title: Checklist: Employer Monitoring and Evaluation



YesNo

(Minor)

No (Major

)A10 Unemployed learners are aware

of their rights in terms of the learner allowances

Criterion B Compliance to the AgriSETA Learnership Requirements


YesNo

(Minor)

No (Major

)B1 The employer can demonstrate

a need for training which will be met by learnerships

B2 The employer has a current plan in place for the implementation of the learnership

B3 The plan for learnership implementation identifies the learning that must occur as part of the structured workplace learning component

B4 The Employer has the capacity to accommodate the number of learners in relation to the implementation plan

B5 The plan for learnership implementation identifies the learning component that must be managed by the provider




YesNo

(Minor)

No (Major

)B6 There is a current active

contract between the employer and the training provider

B7 There is congruency between the training provider and the programme on offer

B8 There is an assessment management plan

B9 There are completed learner declarations of competence

B10 Learners are on track in relation to the learnership implementation plan

B11 There is evidence of the provision of training infrastructure/ training facilities within the workplace

B12 There is capacity for coaching and mentoring in the workplace

B13 Learners have access to their learnership agreements

B14 Learners have access to the learnership implementation plan

Criterion C Compliance to the Basic Conditions of Employment Act




YesNo

(Minor)

No (Major

)C1 There is a valid learnership

agreement for each learnerC2 Learners are not paid less than

the minimum allowanceC3 Learners are paid within seven

days of the monies being dueC4 Learnership Agreements are

terminated through the relevant procedures as stipulated in section 30 (1)

C5 Learners do not work more than 45 hours per week

C6 Learners are paid in South African currency

C7 The Employer only makes deductions, agreed to, from the learner allowances and as stated in the learnership contract

C8 Learners are entitled to 1 weeks paid leave per 40 credits earned or per 4 months worked, which ever is the sooner

Criterion D Compliance to the Labour Relations Act




YesNo

(Minor)

No (Major

)D1 The Employer has disciplinary

procedures in placeD2 The Employer has grievance

procedures in placeD3 The Employer has dispute

resolution procedures in place



Criterion E Compliance to the Employment Equity Act


YesNo

(Minor)

No (Major

)E1 The Employer prohibits unfair

discrimination

Criterion F Compliance to the Occupational Health and Safety Act


YesNo

(Minor)

No (Major

)F1 The employer has health and

safety policies and procedures in place

F2 Learner are aware of the workplace health and safety policies and procedures

Criterion G Compliance to the Compensation for Occupational Injuries and Diseases Act


YesNo

(Minor)

No (Major

)G1 The employer has registered

with the commissioner of the compensation fund



G2 Learners are aware of the polcies and procedures to follow in the event of an accident or injury when on duty



Part 4: Quantitative Summary

Rubric Score:

Interpretation

1 No criteria met2 Presence of a major non-compliance issue3 Some criteria met, a number of minor compliance issues4 Most criteria met, minimal minor non-compliance issues5 All compliance criteria met, no minor findings, no major findings

Score Criterion ScoreCriterion B: Compliance to the AgriSETA Learnership RequirementsCriterion D: Compliance to the Basic Conditions of Employment ActCriterion E: Compliance to the Employment Equity ActCriterion F: Compliance to the Occupational Health and Safety ActCriterion G: Compliance to the Compensation for Occupational Injuries and Diseases Act



Part 5: Final Judgement

Positive Evaluation Report

This occurs when there are no major non-compliances noted and any minor non-compliance/s noted are of such a nature that the risk of the learner not learning or completing their learning programme is small to negligible.

Concerned Evaluation Report

This occurs when there are minor non-compliances, either singularly or in combination, which indicate that there exists a risk that the learner is or will not be able to learn or complete their learning programme, if such non-compliances are not rectified.

Negative Evaluation Report

This occurs when there is a single or multiple major non-compliance/s noted, or when a number of minor non-compliances together indicate the presence of a major non-compliance. An adverse Evaluation report is indicative of a situation where workplace related factors preclude the learner from learning and / or from completing the learning programme at all.


MONITORING AND EVALUATION TOOL FOR ADULT BASIC EDUCATION AND TRAINING

Project reference number: ...............................................

Face to Face: …………..Computer Assisted ABET Programme: …………...

1. Details of the Evaluator

Date of M &E VisitCompanyConsultantTelephone Number/sProvince

2. Employer Details

Name of companyPhysical AddressTelephone Number/sProvince

3. Provider Details

NamePhysical AddressTelephone Number/sProvince

4. Purpose of the monitoring visit

To ascertain if the employer and the provider have the capacity to deliver quality training To monitor the implementation of a Training Plan To monitor whether the environment is conducive to successful training To identify areas of concern and possible gaps amongst learners, providers and employers To make recommendations to improve on problem areas and gaps identified

Page 1

5 Physical resources

Conforming requirement Yes NoEvidence / comments/ If no, indicate as an area for remediation

Adequate training facilities. (space, light, air, water, refreshments and toilet facilities)Sufficient and applicable equipment (chairs, tables, writing boards, pens, books etc available to facilitate the process of learning Are the premises accessible to people with disabilities. (Please indicate what provision has been made to accommodate the type of disability.)Contractual agreements between the employer and the providerEffective maintenance proceduresBudget for improvements and maintenanceHealth and safety requirements in place

6. Status of provider and delivery practice


Proof that Provider is accredited with AgriSETA/or any other SetaProof of SDL numberProof that the provider is suitable qualified to deliver the intended ABET course

Proof of a training and delivery planProof of current training scheduleEvidence of completed attendance registersAvailability of the relevant guides and documents:

1. Learner guide2. Learner workbook3. Facilitator’s guide 4. CV of facilitator5. Assessment plan6. Assessor guide7. Assessment instrument8. Minutes of the pre-assessment meeting

Page 2


9. Appeals policy and procedure Learner support programme (coaching, mentoring, career guidance)Management of learner records:Capturing, storing, maintaining and updating of learner records.Learner records are kept secure and confidential

7. Interview schedule with learners

Guidelines on questions to be asked Choose the most relevant option1. Did you go to school as a child? a. not at all

b. grade 1-7c. up to grade 10d. up to grade 12

2. Why did you join the ABET training? a. compulsoryb. want to improve myselfc. join the training to have more free timed. other reason

3. Do you enjoy your ABET learning? a. yes, alwaysb. only certain sectionsc. seldomd. never

4. Do you think that the course is helping you as a person?

a. definitelyb. not surec. seldomd. never

5. Are you considering any training after you have completed the ABET training?

a. yes very motivated to continueb. interested, but not sure what kind of trainingc. not sured. no, not interested

6. Are you able to apply, what you have learned in ABET, at your workplace?

a. yes, alwaysb. not sure how to apply new knowledge & skillsc. seldomd. never

7. Will you recommend the ABET training to your friends and family?

a. yesb. not convinced that I will do itc. neverd. won’t know how to do it

8. Did you experience any problems during your ABET training?

a. oftenb. seldomc. neverd. always

9. Were you well prepared for the assessment a. yesb. noc. I felt insecured. did not understand the assessment methods

Page 3

Guidelines on questions to be asked Choose the most relevant option10. Did you understand the appeals process? a. yes it was clear to me

b. not surec. not interested in appealingd. too afraid to appeal

8. Interview schedule with employer

Guidelines on questions to be asked Choose the most relevant option(s) 1. Why did you as an employer engage in

ABET?a. benefit from the ABET Grantb. social responsibility towards employeesc. to improve basic education levels of

employeesd. to determine the status of competency of the

employees in the workplace2. What do you hope to achieve as an

outcome?a. a- to build capacity among the employeesb. b –to promote lifelong learning among

employees3. How do you decide which workers should

attend ABET?a. conduct a gap & training needs analysisb. develop career paths for employees c. open invitation to everybody

4. Do they get time off during working hours for ABET?

a. yes as required by providerb. noc. as per agreement by employer & provider

5. Have you got individual development plans for your workers?

a. yesb. informal guidelines provided to employeesc. formal IDP in place

6. What will happen after ABET? a. implementation of career plansb. further training as needed by employees c. should be guided by IDP

9. Summary of the monitoring visit

Highlights/ gaps/problem areas identified Comments

1. Employer

2. Provider

3. Learner

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10. Recommendations

List each problem area and include possible follow up actions to be taken by each stakeholder in order to improve the ABET training practice

11. Additional / General Information

List any additional or general information / comments

Monitoring & Evaluation conducted bySignature

Employer Representative Signature

DateProject Manager Signature

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MONITORING AND EVALUATION TOOL FOR INTERNS AND EXPERIENTIAL TRAINING

1. Detail of Company Conducting Monitoring and Evaluation

Date of M & E VisitName of CompanyContact PersonTelephone Number/sProvince

2. Employer Detail

Name of CompanyContact PersonPhysical AddressTelephone Number/sProvince

3. Provider Detail (If applicable)

Name of ProviderContact PersonPhysical AddressTelephone Number/sProvince

4. Learner Detail

Name of LearnerID NumberMobile Number

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5. Purpose of the visit

To ascertain if the employer/provider has the capacity to deliver quality learning To monitor implementation of a Training Plan To identify areas of concern amongst learners/providers/employers

6. Questionnaire

6.1. How were learners recruited? (What procedure did the provider/employer follow to recruit the learners?)

6.2. Is there a formal relationship between the provider/employer and the institution providing the learners (e.g. University of Technology)?

6.3. Is there a contract between the learner and the employer/provider? Are the learners fully informed about workplace policies and procedures?

6.4. Is the workplace adequately equipped for the necessary practical experience and is there a formal training plan for the learner? Please comment on the learner’s progress.

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6.5. Please comment on the working relationship between the mentor and the learner. How often does the mentor provide guidance and feedback on practical assessments?

6.6. Does the learner receive his/her monthly stipend and what is the amount?

7. Outcome of the Visit

7.1 Constraints experienced by the employer/provider.

7.2. Constraints experienced by the learner

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7.3 Recommendations (Attach separate page if necessary)

Monitoring & Evaluation conducted by

Signature Employer Representative Name

Signature

Date

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MONITORING AND VERIFICATION SITE VISIT REPORT (MVR)

Name of the Employer:

Reporting Period

Consultation Date

Contact Person

1. PLACEMENTS

1.1. Number of apprentices approved by AgriSETA for funding

1.2. Number of apprentices registered

1.3. Number of registered apprentices active

1.4. Number of apprentices replaced

2. SUPPORT SYSTEMS

2.1. Name of company representative that facilitated the site visit:

2.2. Availability of qualified artisans/journeymen that are supervising the

apprentices:

2.3. Logbooks available and signed:

2.4. Institutional training received/planned:

Name of external training providerAccredited status of institutional training providerIs the institutional training aligned with the designated training scheduleNumber of apprentices attended institutional training

2.5. Are the apprentices informed about development plans in pursuit of reaching competence?

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2.6. Did the employer communicate practical guidelines for record keeping and reporting progress with the apprentices?

2.7. Is the employer maintaining attendance registers/records?

2.8. Do the apprentices have access to a dedicated set of tools and equipment to embark on the workplace exposure?

2.9. Did an approved ETQA conduct a physical compliance inspection of the workplace where the apprentices acquire practical workplace exposure to identify limitations of the workplace in accordance with the designated training schedule?

2.10. Did the company had to address any transgression by means of a disciplinary process?

2.11. Do all the apprentices have the capacity to complete apprenticeship in designated time?

2.12. Did the company conduct:

A risk assessment to identify restricted areas?Safety induction for all the apprentices prior to embarking on practical workplace exposure?Record and investigated incidents or accidents incurred by any of the apprentices?

2.13. When last were you visited and interviewed by a management representative?

The CompanyAgriSETADHET

2.14. Are the tranche payments from the AgriSETA claimed to date?

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3. APPRENTICE DETAILS

Name ID Trade Start date

Progress Against Plan25% 50% 75% 100%

4. APPRENTICES VERIFICATION REPORT

4.1. What action did the company take to address negative variances of apprentices arising?

4.1.1. During Institutional training:

4.1.2. During workplace exposure:

4.2. Are the apprentices performing positively against the Development Plan?

4.3. Is the workplace exposure appropriate?

4.4. How do the apprentices measure appropriateness of the workplace exposure?

4.5. Support received:

4.5.1. Are the apprentices placed with a qualified journeyman?

4.5.2. How did the apprentices rate the competence the workplace couch/journeymen?

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4.5.3. How did the apprentices rate the support received from the workplace couch/journeymen?

4.6. Apprentices support:

4.6.1. Did the apprentices received safety induction training prior to embarking on practical workplace exposure?

4.6.2. Is the PPE that had been issued by the employer suitable for the work?

4.6.3. How often are the logbooks signed?

4.6.4. Are the apprentices getting feedback from the journeymen when signing the logbook?

4.6.5. Are the apprentices getting feedback from the journeymen when signing the logbook?

4.6.6. Do the apprentices each have access to a dedicated set of hand tools to execute practical workplace exposure?

4.6.7. Do the apprentices have free access to the workshop/plant/workplace?

4.6.8. Were any of the apprentices formally disciplined?

4.6.9. How is attendance monitored and controlled?

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4.6.10. When last were you visited and interviewed by a management representative of:

The CompanyAgriSETADHET

Signed by the AgriSETA representation Date

Page 5


SECTION A Part 5: Evaluation Process/Criteria

ALL BIDDERS MUST TAKE NOTE OF THE EVALUATION PROCESS THAT WILL BE FOLLOWED

1 EVALUATION PROCESS

1.1 COMPLIANCE WITH MINIMUM REQUIREMENTS

1.1.1 All bids duly lodged will be examined to determine compliance with bidding requirements and conditions. Bids with obvious deviations from the requirements/conditions, will be eliminated from further adjudication.

1.2 DETERMINATION OF SCORE FOR FUNCTIONALITY

1.2.1 The evaluation criteria and weights for functionality as indicated in the table below, will apply.

CRITERIA MAXIMUM TO BE AWARDED

1. Functionality 100- Experience of prospective contractor 20

Relevant experience in similar interventions 20

Technical approach 35

Project plan and management capacity 20

Contingency planning 15

Capability of staff to be used 40

Proven report writing and speaking skills 10

Knowledge and experience in similar interventions 30

References 5

Detail of assignment, testimonials and contact information from 3 clients for the company proposing

5

Maximum subtotal for functionality if no presentations are held 100

Maximum subtotal for functionality before presentation 70

2. Functionality criteria for presentation Experience of prospective contractor 10

Technical approach 10

Capability of staff to be used 10Maximum subtotal for presentation only 30

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Maximum total for functionality and presentations combined 100

1.2.2 The score for functionality should be calculated as follows:

Each panel member shall award values for each individual criterion on a score sheet. The value scored for each criterion shall be multiplied with the specified weighting for the relevant criterion to obtain the marks scored for the various criteria. These marks should be added to obtain the total score for functionality.

1.2.3 The score of each panel member shall be added together and divided by the number of panel members to establish the average score obtained by each individual bidder for functionality.

1.3 ELIMINATION OF PROPOSALS ON GROUNDS OF FUNCTIONALITY

1.3.1 Bids that score less than 65% of the marks available for functionality will be eliminated from further consideration. Marks will therefore not be awarded for their cost proposals or for preference.

1.4 PRICE AND PREFERENCE POINTS

1.4.1 All remaining bids will be evaluated as follows:

1.4.2 90 Marks will be awarded for price and 10 marks will be awarded for preferential procurement.

1.5 DETERMINATION OF SCORE FOR PRESENTATIONS

1.5.1 The AgriSETA may decide to have compulsory presentations made either by all bidders who have obtained at least 65% of the marks for functionality, or by the bidders ranked first to a maximum of six, but not less than the three highest scoring bidders, once the price and preference marks have been combined.

1.5.2 Presentations shall only affect the marks awarded for functionality. If the AgriSETA wishes to use presentations to discriminate between bidders, the evaluation criteria to be affected shall be determined in advance and due allowance made in the mark scheme and indicated in paragraph 1.2.1.

1.5.3 Points determined by the presentation will be awarded to each bidder by each member of the Bid Evaluation Committee and then an average calculated. Such score will be added to the original score for functionality.

1.5.4 A bidder will be disqualified if the combined score for functionality fails to meet the minimum threshold for functionality as per paragraph 1.5.1.

1.6 CALCULATION OF POINTS FOR PRICE

1.6.1 If appropriate, implied contract price adjustments will be made to the cost proposals of all remaining bids.

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1.6.2 The lowest acceptable bid/proposal (adjusted or not), will obtain the maximum score allocated for price, taking into consideration the relative competitiveness of the proposed prices. The other bids/proposals with higher prices (adjusted or not), will proportionately obtain lower scores.

1.6.3 The price points scored out of 90 shall be calculated according to the following formula:

The 90/10 preference point system (above R500 000)

where

Ps = points scored for price of the bid/proposal under consideration

Pt = rand value of tender under consideration

Ph = rand value of highest acceptable tender

1.7 AWARDING OF POINTS FOR PREFERENCES/GOALS

1.7.1 Points for any specific goals will be awarded according to the formula(e) indicated in the preference points claim form(s).

1.7.2 The goals to be promoted through this bid are:

PREFERENTIAL CRITERIA MAXIMUM TO BE AWARDED

Equity ownership by HDIs as per the preference form 5

Promotion of SMMEs as per the preference form 5

Maximum total 10

1.8 COMBINING PRICE AND PREFERENCE MARKS

1.8.1 The preference marks for each acceptable bid will now be added to the price and functionality mark for that bid.

1.8.2 The Bid Evaluation Committee may recommend that the contract be awarded to the bidder obtaining the highest aggregate mark as determined by 1.8.1 or to a lower scoring bid on justifiable grounds.

1.9 ADJUDICATION OF BID

1.9.1 The Bid Adjudication Committee will consider the recommendations and make the final award. The successful bidder will usually be the service provider scoring the highest number of points or it may be a lower scoring bid on justifiable grounds or no award at all.

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SECTION A Part 6: Contract Form

CONTRACT FORM: RENDERING OF SERVICES

THIS FORM MUST BE FILLED IN DUPLICATE BY BOTH THE SERVICE PROVIDER (PART 1) AND THE PURCHASER (PART 2). BOTH FORMS MUST BE SIGNED IN THE ORIGINAL SO THAT THE SERVICE PROVIDER AND THE PURCHASER WOULD BE IN POSSESSION OF ORIGINALLY SIGNED CONTRACTS FOR THEIR RESPECTIVE RECORDS.

PART 1 (TO BE FILLED IN BY THE SERVICE PROVIDER)

1. I/we hereby undertake to render services described in the attached bidding documents to AgriSETA in accordance with the requirements and task directives/proposals specifications stipulated in Bid Number ……………………………….. at the price/s quoted. My/our offer/s remain binding upon me/us and open for acceptance by the Purchaser during the validity period indicated and calculated from the closing date of the bid.

2. The following documents shall be deemed to form and be read and construed as part of this agreement:

2.1 Bidding documents, viz Invitation to bid Tax clearance certificate Pricing schedule(s) Filled in terms of reference/task directive/proposal Preference certificates in terms of the Preferential Procurement Regulations, 2001 Declaration of interest Declaration of bidder’s past SCM practices Special Conditions of Contract

2.2 General Conditions of Contract

2.3 Other (specify)

3. I/we confirm that I/we have satisfied myself as to the correctness and validity of my/our bid; that the price(s) and rate(s) quoted cover all the services specified in the bidding documents; that the price(s) and rate(s) cover all my obligations and I accept that any mistakes regarding price(s) and rate(s) and calculations will be at my own risk.

4. I/we accept full responsibility for the proper execution and fulfilment of all obligations and conditions devolving on me/us under this agreement as the principal liable for the due fulfilment of this contract.

5. I/we declare that I/we have no participation in any collusive practices with any bidder or any other person regarding this or any other bid.

6. I confirm that I am duly authorised to sign this contract.

NAME (PRINT) WITNESSES

CAPACITY 1

SIGNATURE 2

NAME OF FIRM DATE:

DATE

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SECTION A Part 6: Contract Form

CONTRACT FORM: RENDERING OF SERVICES

PART 2 (TO BE FILLED IN BY THE PURCHASER)

1. I ……………………………………………………..……………… in my capacity as …………………………………………….. accept your bid under reference number ……………………………………………. dated ……………………………………. for the rendering of services indicated hereunder and/or further specified in the annexures.

2. An official order indicating service delivery instructions is forthcoming.

3. I undertake to make payment for the services rendered in accordance with the terms and conditions of the contract within 30 (thirty) days after receipt of an invoice.

DESCRIPTION OF SERVICE

PRICE (VAT INCL)

COMPLETION DATE

PREF POINTS CLAIMED FOR

HDIs

PREF POINTS CLAIMED FOR RDP GOALS

4. I confirm that I am duly authorised to sign this contract.

SIGNED AT ON

NAME (PRINT)

SIGNATURE

OFFICIAL STAMP WITNESSES

1

2

DATE:

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SECTION B

SECTION B

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SECTION B Part 1: Special Conditions of Bid and Contract

SPECIAL CONDITIONS THAT THE BIDDER NEEDS TO ACCEPT: DIVISION 2

SPECIAL CONDITIONS CONFIRMATIONYes No If no, indicate

deviation

1 GENERAL

1.1 Bidders must indicate compliance or non-compliance on a paragraph-by-paragraph basis. Indicate compliance with the relevant special conditions by marking the YES box and non-compliance by marking the NO box. The bidder must clearly state if a deviation from these special conditions are offered and the reason therefor. If an explanatory note is provided, the paragraph reference must be attached as an appendix to the bid submission. Bids not completed in this manner may be considered incomplete and rejected. Answering questions or supplying detail by referring to other sections will not be accepted.

1.2 Should bidders fail to indicate agreement/compliance or otherwise, the AgriSETA will assume that the bidder is not in compliance or agreement with the statement(s) as specified in this bid.

1.3 Bids not completed in this manner may be considered incomplete and rejected.

2 BID SUBMISSION CONDITIONS, INSTRUCTIONS AND EVALUATION PROCESS/CRITERIA

2.1 Bid submission conditions and Instructions as well as the evaluation process/criteria have been noted.

3 GENERAL CONDITIONS OF CONTRACT

3.1 The General Conditions of Contract must be accepted.

4 SPECIAL CONDITIONS OF BID AND CONTRACT

4.1 The Special Conditions of Bid and Contract as per Section B Part 1 of this Request for Bid must be accepted. Non-compliance may be deemed to be non-responsive.

5 ADDITIONAL INFORMATION REQUIREMENTS

5.1 During evaluation of the bids, additional information may be requested in writing from bidders. Replies to such request must be submitted, within 3 (three)

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deviation

working days or as otherwise indicated. Failure to comply, may lead to your bid being disregarded.

6 VENDOR INFORMATION

6.1 The successful bidder will be required to complete a vendor information form detailing the organisation’s complete profile.

7 CONFIDENTIALITY

7.1 The bid and all information in connection therewith shall be held in strict confidence by bidders and usage of such information shall be limited to the preparation of the bid. Bidders shall undertake to limit the number of copies of this document.

7.2 All bidders are bound by a confidentially agreement preventing the unauthorised disclosure of any information regarding the AgriSETA or of its activities to any other organisation or individual. The bidders may not disclose any information, documentation or products to other clients without written approval of the accounting authority or the delegate.

7.3 “Confidential information” includes any information or knowledge whatsoever relating to the AgriSETA including but not limited to all information in whatever form (tangible or intangible), reports (whether generated by the AgriSETA or service providers to the AgriSETA), documentation, specifications, know-how, accounts and computer readable data relating or pertaining to the project or the AgriSETA.

8 INTELLECTUAL PROPERTY, INVENTIONS AND COPYRIGHT

8.1 Copyright of all documentation relating to this contract belongs to the client. The successful bidder may not disclose any information, documentation or products to other clients without the written approval of the accounting authority or the delegate.

8.2 All the intellectual property rights arising from the execution of this contract shall vest in AgriSETA who shall be entitled to cede and assign such to the Department of Higher Education and Training and the contractor undertakes to honour such intellectual property rights and all future rights by keeping the

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deviation

know-how and all published and unpublished material confidential.

8.3 In the event that the contractor or any project team member would like to use information or data generated by the project, for academic or any other purpose, prior written permission must be obtained from the client. Such permission will not be unreasonably withheld and if it is withheld, written reasons will be provided.

8.4 The AgriSETA shall own all deliverables produced by the Contractor during the course of, or as part of the contract whether capable of being copyrighted or not (“IP”) and which are or may become eligible for copyright under the laws of the Republic of South Africa and which relates to the contract or which arises directly from this contract. This IP AgriSETA shall be entitled to freely cede and assign to the Department of Higher Education and Training. No other document needs to be executed to give effect to this cession, assignment or transfer.

8.5 The provisions of this clause 8 shall only apply to such IP that is created during the course and scope in terms of this contract.

8.6 The Contractor acknowledges and agrees that each provision of clause 8 is separate, severally and separately enforceable from any other provisions of this contract.

8.7 The invalidity or non-enforceability of any one or more provision hereof, shall not prejudice or effect the enforceability and validity of the remaining provisions of this contract.

8.8 This clause 8 shall survive termination of this contract.

9 NON-COMPLIANCE WITH DELIVERY TERMS

9.1 As soon as it becomes known to the contractor that he/she will not be able to deliver the services within the delivery period and/or against the quoted price and/or as specified, the AgriSETA must be given immediate written notice to this effect. The AgriSETA reserves the right to implement remedies as provided for in the GCC.

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deviation

10 WARRANTS

10.1 The Contractor warrants that it is able to conclude this Agreement to the satisfaction of the AgriSETA.

10.2 Although the contractor will be entitled to provide services to persons other than AgriSETA, the contractor shall not without the prior written consent of AgriSETA, be involved in any manner whatsoever, directly or indirectly, in any business or venture which competes or conflicts with the obligations of the contractor to provide Services.

11 PARTIES NOT AFFECTED BY WAIVER OR BREACHES

11.1 The waiver (whether express or implied) by any Party of any breach of the terms or conditions of this contract by the other Party shall not prejudice any remedy of the waiving party in respect of any continuing or other breach of the terms and conditions hereof .

11.2 No favour, delay, relaxation or indulgence on the part of any Party in exercising any power or right conferred on such Party in terms of this contract shall operate as a waiver of such power or right nor shall any single or partial exercise of any such power or right under this agreement.

12 RETENTION

12.1 On termination of this agreement, the contractor shall, on demand hand over all documentation provided as part of the project and all deliverables, etc., without the right of retention, to the AgriSETA.

12.2 No agreement to amend or vary a contract or order or the conditions, stipulations or provisions thereof shall be valid and of any force and effect unless such agreement to amend or vary is entered into in writing and signed by the contracting parties. Any waiver of the requirement that the agreement to amend or vary shall be in writing, shall also be in writing.

13 FORMAT OF BIDS

13.1 Bidders must complete all the necessary bid documents and undertakings required in this bid

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deviation

document. Bidders are advised that their proposal should be concise, written in plain English and simply presented. Bidders are to set out their proposal in the format prescribed hereunder:

13.2 Part 1: Special conditions of bid and contract

13.2.1 Bidders must complete and return only division 2 of the Special Conditions of Bid and Contract.

13.3 Part 2: SARS Tax Clearance Certificate(s)

13.3.1 An original valid SARS Tax Clearance Certificate must accompany the proposal. In case of a consortium/ joint venture, or where sub-contractors are utilised, an original valid SARS Tax Clearance Certificate for each consortium/ joint venture member and/or sub-contractor (individual) must be submitted. The certificate requirements page should not be returned as part of the submission.

13.4 Part 3: Additional Registration Certificates

13.4.1 A valid copy of Business (company) registration certificate must be submitted, if applicable.

13.4.2 A valid, relevant accreditation certificate.If the certificate is not submitted your bid may be deemed non responsive.

13.4.3 The individuals identified to perform the monitoring must be qualified Assessors. Proof must be attached to the relevant CV’s.If proof is not submitted your bid may be deemed non responsive.

13.4.4 A valid copy of VAT registration certificate (VAT103) must be submitted, if applicable.

13.4.5 Copy of company incorporation certificate(s) must be submitted, if applicable.

13.5 Part 4: Declaration of Interest

13.5.1 Each party to the bid must complete and return the Declaration of Interest.

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13.6 Part 5: Declaration of bidder’s past Supply Chain Management practices

13.6.1 Each party to the bid must complete and return “Declaration of bidder’s past Supply Chain Management practices”.

P13.7 Part 6: Certificate of Independent Bid

Determination

13.7.1 Each party to the bid must complete and return the “Certificate of Independent Bid Determination”.

13.8 Part 7: BEE status

13.8.1 Bidders must provide, if available, external and independently provided certified BEE status details

13.9 Part 8: Preference Points Claim Form in terms of the Preferential Procurement Regulations 2001 (Purchases)

13.9.1 Bidders must complete and return the Preference Points Claim Form (Purchases).

13.9.2 For a consortium or joint venture:

Each member organisation wishing to claim points should complete a separate Preference Points Claim Form (Purchases).

In the case of a consortium/joint venture/subcontractor, item 9.8 of the Claim Form should only be completed once for the whole consortium/joint venture.

13.10 Part 9: Preference Points Claim Form in terms of the Preferential Procurement Regulations 2001 (Promotion of Small Enterprises)

13.10.1 Bidders must complete and return the Preference Points Claim Form (Promotion of Small Enterprises).

13.10.2 For a consortium or joint venture:

Each member organisation wishing to claim points should complete a separate Preference Points Claim Form (Promotion of Small Enterprises).

13.11 Part 10: Invitation to Bid

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13.11.1 Bidders must complete, sign and return the full “Invitation to Bid” document.

13.12 Part 11: Technical approach

13.12.1 Bidders must, at least cover the under-mentioned in their technical approach and return as part of their submission:

Describe, in detail, exactly how they propose to carry out the activities to achieve the outcomes identified in the terms of reference. They should identify any possible problems that might hinder delivery and indicate how they will avoid, or overcome such problems.

Describe how the work will be managed. Provide an organisation chart clearly indicating:

The lines of reporting and supervision within the bidder’s team.

The lines of reporting between the bidder and the AgriSETA and other stakeholders, if applicable.

Identify the position(s) involved in the direct delivery of the service to be provided and in the overall management of the work and name the people who will fill these positions.

Describe the tasks, duties or functions to be performed by staff in these positions.

Please note that part 11 should be no longer than 20 single-sided A4 pages in Arial 11 (font size).

13.12.2 For each team member there must be:

A complete curriculum vitae confirming suitability for the position. A compulsory format is provided for the compilation of the CVs.

13.13 Part 12: Experience in this field

13.13.1 Bidders should provide in this part, and return as part the submission, at least the following information.

Details of contracts for similar work within the last 3 years.

Contact details of a maximum of 3 organisations for which work was done.

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13.14 Part 13: Pricing Schedule

13.14.1 Any budget amount that may be indicated in this document shall be deemed to be a guide only and bidders are expected to submit a costing that is fair and reasonable.

13.14.2 All costs related to this assignment are to be allowed for in the pricing schedule and in the formats prescribed and must be returned as part of the submission. .

13.14.3 Fees:

The budgeted days/hours and applicable rates of all team members as per the pricing schedule.

This will be an all inclusive cost as requested per the pricing schedule

VAT: Value Added Tax must be included and shown separately.

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SECTION B Part 2: Tax Clearance Certificate

TAX CLEARANCE CERTIFICATE REQUIREMENTS

It is a condition of bid (tender) that the taxes of the successful bidder must be in order, or that satisfactory arrangements have been made with South African revenue Services (SARS) to meet the bidder’s tax obligations.

1. In order to meet this requirement, bidders are required to complete in full the form TCC 001 “Application for a Tax Clearance Certificate” and submit it to any SARS branch office nationally. The Tax Clearance Certificate Requirements are also applicable to foreign bidders/ individuals who wish to submit bids.

2. SARS will then furnish the bidder with a Tax Clearance Certificate that will be valid for a period of 1 (one) year from date of approval.

3. The original Tax Clearance Certificate must be submitted together with the bid. Failure to submit the original and valid Tax Clearance Certificate will result in the invalidation of the bid. Certified copies of the Tax Clearance Certificate will not be acceptable.

4. In bids where Consortia / Joint ventures / Sub-contractors are involved, each party must submit a separate Tax Clearance Certificate.

5. Copies of the TCC 001 “Application for a Tax Clearance Certificate” form are available from any SARS branch office nationally or on the website www.sars.gov.za.

6. Applications for Tax Clearance Certificates may also be made via eFiling. In order to use this provision, taxpayers will need to register with SARS as eFilers through the website www.sars.gov.za.

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http://www.sars.gov.za/


SECTION B Part 3: Declaration of Interest

DECLARATION OF INTEREST1. Any legal person, including persons employed by the State1, or persons having a kinship with

persons employed by the State, including a blood relationship, may make an offer or offers in terms of the invitation to bid (includes a price quotation, advertised competitive bid, limited bid or proposal). In view of possible allegations of favouritism, should the resulting bid, or part thereof, be awarded to persons employed by the State, or to persons connected with or related to them, it is required that the bidder or his/her authorised representative declare his/her take an oath declaring his/her interest, where –

1.1. The bidder is employed by the State; and/or

1.2. The bidder is a Management Board member of AgriSETAAgriSETA and/or

1.3. The legal person on whose behalf the bidding document is signed, has a relationship with persons/a person who are/is involved in the evaluation and or adjudication of the bid(s), or where it is known that such a relationship exists between the person or persons for or on whose behalf the declarant acts and persons who are involved with the evaluation and or adjudication of the bid.

2. In order to give effect to the above, the following questionnaire must be completed and submitted with the bid.

2.1. Full Name of bidder or his or her representative:

2.2. Identity Number:

2.3. Position occupied in the Company (director, shareholder, etc):

2.4. Company Registration Number:

2.5. Tax Reference Number:

2.6. VAT Registration Number:

2.7. Are you or any person connected with the bidder presently employed by the State? YES / NO

2.7.1. If so, furnish the following particulars

Name of person/ director/ shareholder/member:

Name of State institution to which the person is connected:

Position occupied in the State institution:

Any other particulars:

2.8. Did you or your spouse, or any of the company’s directors/shareholders/members or their spouses conduct business with the State in the previous twelve (12) months?

YES / NO

1 “State” means(a) Any national or provincial department, national or provincial public entity or constitutional institution within the

meaning of the Public Finance Management Act, 1999 (Act No 1 of 1999);(b) Any municipality or municipal entity;(c) Provincial legislature;(d) National Assembly or the National Council of Provinces;(e) Parliament.

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SECTION B Part 3: Declaration of Interest

2.8.1. If so, furnish the following particulars.

2.9. Do you, or any person connected with the bidder, have any relationship (family, friend, other) with a person employed by the State or Deloitte Consulting2 (Pty) Ltd and who may be involved with the evaluation and or adjudication of this bid?

YES / NO


2.10. Are you, or any person connected with the bidder, aware of any relationship (family, friend, other) between the bidder and any person employed by the State or Deloitte Consulting (Pty) Ltd who may be involved with the evaluation and or adjudication of this bid?

YES / NO


2.11. Do you or any of the directors/shareholders/members of the company have any interest in any other related companies whether or not they are bidding for this contract?

YES / NO


DECLARATION

I, THE UNDERSIGNED (NAME)

CERTIFY THAT THE INFORMATION FURNISHED IN PARAGRAPHS 2.1 TO 2.11.1 ABOVE IS CORRECT. I ACCEPT THAT THE STATE MAY ACT AGAINST ME IN TERMS OF PARAGRAPH 23 OF THE GENERAL CONDITIONS OF CONTRACT SHOULD THIS DECLARATION PROVE TO BE FALSE.

Signature Date

Position Name of bidder

2 Deloitte Consulting (Pty) Ltd is the Procurement Administrator

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SECTION B Part 4: Declaration Of Bidder's past SCM Practices

DECLARATION OF BIDDER'S PAST SUPPLY CHAIN MANAGEMENT PRACTICES

1 This declaration will be used by institutions to ensure that when goods and services are being procured, all reasonable steps are taken to combat the abuse of the supply chain management system.

2 The bid of any bidder may be disregarded if that bidder, or any of its directors have:

a. abused the AgriSETA’s supply chain management system;b. committed fraud or any other improper conduct in relation to such system; orc. failed to perform on any previous contract.

3 In order to give effect to the above, the following questionnaire must be completed and submitted with the bid.

Item Question Yes No3.1 Is the bidder or any of its directors listed on the National Treasury’s

database as companies or persons prohibited from doing business with the public sector?(Companies or persons who are listed on this database were informed in writing of this restriction by the National Treasury after the audi alteram partem rule was applied).

Yeso

Noo

3.1.1 If so, furnish particulars:

3.2 Is the bidder or any of its directors listed on the Register for Tender Defaulters in terms of section 29 of the Prevention and Combating of Corrupt Activities Act (No 12 of 2004)?To access the Register enter the National Treasury’s website, www.treasury.gov.za click on the icon “Register for Tender Defaulters” or submit your written request for a hard copy of the Register to facsimile number 012-3265445.

Yeso

Noo


3.3 Was the bidder or any of its directors convicted by a court of law (including a court outside of the Republic of South Africa) for fraud or corruption during the past five years?

Yeso

Noo


3.4 Was any contract between the bidder and any organ of state terminated during the past five years on account of failure to perform on or comply with the contract?

Yeso

Noo


CERTIFICATION

I, THE UNDERSIGNED (FULL NAME) ………………………………………………………………………………………….CERTIFY THAT THE INFORMATION FURNISHED ON THIS DECLARATION FORM IS TRUE AND CORRECT.

I ACCEPT THAT, IN ADDITION TO CANCELLATION OF A CONTRACT, ACTION MAY BE TAKEN AGAINST ME SHOULD THIS DECLARATION PROVE TO BE FALSE.

Signature Date

Position Name of Bidder

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http://www.treasury.gov.za/

Bid No: AS/2011/RFB/010/MONITOR AgriSETAAgriSETA Bid Document


CERTIFICATE OF INDEPENDENT BID DETERMINATION

I, the undersigned, in submitting the accompanying bid:

AS/2011/RFB/010/MONITOR(Bid Number and Description)

in response to the invitation for the bid made by:

AGRISETA(Name of Institution)

do hereby make the following statements that I certify to be true and complete in every respect:

I certify, on behalf of: _______________________________________________________that:

(Name of Bidder)

1. I have read and I understand the contents of this Certificate;

2. I understand that the accompanying bid will be disqualified if this Certificate is found not to be true and complete in every respect;

3. I am authorized by the bidder to sign this Certificate, and to submit the accompanying bid, on behalf of the bidder;

4. Each person whose signature appears on the accompanying bid has been authorized by the bidder to determine the terms of, and to sign the bid, on behalf of the bidder;

5. For the purposes of this Certificate and the accompanying bid, I understand that the word “competitor” shall include any individual or organization, other than the bidder, whether or not affiliated with the bidder, who:

has been requested to submit a bid in response to this bid invitation; could potentially submit a bid in response to this bid invitation, based on

their qualifications, abilities or experience; and provides the same goods and services as the bidder and/or is in the same

line of business as the bidder

6. The bidder has arrived at the accompanying bid independently from, and without consultation, communication, agreement or arrangement with any competitor. However communication between partners in a joint venture or consortium3 will not be construed as collusive bidding.

7. In particular, without limiting the generality of paragraphs 6 above, there has been no consultation, communication, agreement or arrangement with any competitor regarding:

prices; 3 Joint venture or Consortium means an association of persons for the purpose of combining their expertise, property, capital, efforts, skill and knowledge in an activity for the execution of a contract.

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Bid No: AS/2011/RFB/010/MONITOR AgriSETAAgriSETA Bid Document


geographical area where product or service will be rendered (market allocation)

methods, factors or formulas used to calculate prices; the intention or decision to submit or not to submit, a bid; the submission of a bid which does not meet the specifications and

conditions of the bid; or bidding with the intention not to win the bid.

8. In addition, there have been no consultations, communications, agreements or arrangements with any competitor regarding the quality, quantity, specifications and conditions or delivery particulars of the products or services to which this bid invitation relates.

9. The terms of the accompanying bid have not been, and will not be, disclosed by the bidder, directly or indirectly, to any competitor, prior to the date and time of the official bid opening or of the awarding of the contract.

10. I am aware that, in addition and without prejudice to any other remedy provided to combat any restrictive practices related to bids and contracts, bids that are suspicious will be reported to the Competition Commission for investigation and possible imposition of administrative penalties in terms of section 59 of the Competition Act No 89 of 1998 and or may be reported to the National Prosecuting Authority (NPA) for criminal investigation and or may be restricted from conducting business with the public sector for a period not exceeding ten (10) years in terms of the Prevention and Combating of Corrupt Activities Act No 12 of 2004 or any other applicable legislation.

………………………………………………… …………………………………Signature Date

…………………………………………………. …………………………………Position Name of Bidder

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SECTION B Part 6.1: Preference Points Claim Form (Purchases)

PREFERENCE POINTS CLAIM FORM IN TERMS OF THE PREFERENTIAL PROCUREMENT REGULATIONS, 2001

PURCHASES

This preference form must form part of all bids invited. It contains general information and serves as a claim form for Historically Disadvantaged Individual (HDI) preference points as well as a summary for preference points claimed for attainment of other specified goals.

NB: BEFORE COMPLETING THIS FORM, BIDDERS MUST STUDY THE GENERAL CONDITIONS, DEFINITIONS AND DIRECTIVES APPLICABLE IN RESPECT OF EQUITY OWNERSHIP BY HISTORICALLY DISADVANTAGED INDIVIDUALS (HDIs), AS PRESCRIBED IN THE PREFERENTIAL PROCUREMENT REGULATIONS, 2001

1 GENERAL CONDITIONS

1.1 The following preference point systems are applicable to all bids:

1.1.1 The 80/20 system for requirements with a Rand value of up to R500 000

1.1.2 The 90/10 system for requirements with a Rand value above R500 000

1.2 The value of this bid is estimated to exceed R500 000 and therefore the 90/10 system shall be applicable.

1.3 Preference points for this bid shall be awarded for:

1.3.1 Price

1.3.2 Specific contract participation goals, as specified in the attached forms.

1.3.3 The points for this bid are allocated as follows:

POINTS

Price/functionality 90

Specific contract participation goals 5

Historically Disadvantaged Individuals 5

Who had no franchise in national elections before the 1983 and 1993 Constitutions

3

Who is a female 1.5

Who has a disability 0.5

Other specific goals (goals of the RDP – plus local manufacture) 5

Promotion of small enterprise 5

Total points for price, functionality, HDI’s and other RDP goals must not exceed 100

Separate Preference Points Claim Forms will be used for the promotion of the specific goals for which points have been allocated above.

1.4 Failure on the part of a bidder to fill in and/or sign this form may be interpreted to mean that the preference points are not claimed.

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1.5 The purchaser reserves the right to require of a bidder, either before a bid is adjudicated or at any time subsequently, to substantiate any claim in regard to preferences, in any manner required by the purchaser.

2 GENERAL DEFINITIONS

2.1 “Acceptable bid” means any bid, which in all respects, complies with the specifications and conditions of bid as set out in the bid document.

2.2 “Bid” means a written offer in a prescribed or stipulated form in response to an invitation by an organ of state for the provision of goods, works or services.

2.3 “Comparative price” means the price after the factors of a non-firm price and all unconditional discounts that can be utilised have been taken into consideration.

2.4 “Consortium or joint venture” means an association of persons for the purpose of combining their expertise, property, capital, efforts, skills and knowledge in an activity for the execution of a contract.

2.5 “Contract” means the agreement that results from the acceptance of a bid by an organ of state.

2.6 “Specific contract participation goals” means the goals as stipulated in the Preferential Procurement Regulations, 2001.

2.6.1 In addition to the abovementioned goals, the Regulations [12(1)] also make provision for organs of state to give particular consideration to procuring locally manufactured products.

2.7 “Control” means the possession and exercise of legal authority and power to manage the assets, goodwill and daily operations of a business and the active and continuous exercise of appropriate managerial authority and power in determining the policies and directing the operations of the business.

2.8 “Disability” means in respect of a person, a permanent impairment of a physical, intellectual, or sensory function, which results in restricted, or lack of, ability to perform an activity in the manner, or within the range, considered normal for a human being.

2.9 “Equity ownership” means the percentage ownership and control, exercised by individuals within an enterprise.

2.10 “Historically Disadvantaged Individuals (HDI’s)” means a South African citizen

(1) Who, due to the apartheid policy that had been in place, had no franchise in national elections prior to the introduction of the Constitution of the Republic of South Africa, 1983 (Act No 110 of 1983) or the Constitution of the Republic of South Africa, 1993 (Act No 200 of 1993) (“the interim Constitution”); and or

(2) Who is a female; and/or

(3) Who has a disability.

Provided that a person who obtained South African citizenship on or after the coming to effect of the Interim Constitution, is deemed not to be a HDI.

2.11 “Management” means an activity inclusive of control and performed on a daily basis, by any person who is a principal executive officer of the company, by whatever name that person may be designated, and whether or not that person is a director.

2.12 “Owned” means having all the customary elements of ownership, including the right of decision-making and sharing all the risks and profits commensurate with the degree of ownership interests as demonstrated by an examination of the substance, rather than the form of ownership arrangements.

2.13 “Person” includes reference to a juristic person.

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2.14 “Rand value” means the total estimated value of a contract in Rand denomination that is calculated at the time of bid invitations and includes all applicable taxes and excise duties.

2.15 “Small, Medium and Micro Enterprises (SMMEs)” bears the same meaning assigned to this expression in the National Small Enterprise Act, 1996 (Act No 102 of 1996).

2.16 “Subcontracting” means the primary contractor’s assigning or leasing or making out work to, or employing another person to support such primary contractor in the execution or part of a project in terms of the contract.

2.17 “Trust” means the arrangement through which the property of one person is made over or bequeathed to a trustee to administer such property for the benefit of another person.

2.18 “Trustee” means any person, including the founder of a trust, to whom property is bequeathed in order for such property to be administered for the benefit of another person.

3 ESTABLISHMENT OF HDI EQUITY OWNERSHIP IN AN ENTERPRISE

3.1 Equity ownership shall be equated to the percentage of an enterprise which is owned by individual classified as HDIs, or in the case of a company, the percentage shares that are owned by individual classified as HDIs, who are actively involved in the management and daily business operations of the enterprise and exercise control over the enterprise, commensurate with their degree of ownership.

3.2 Where individuals are not actively involved in the management and daily business operations and do not exercise control over the enterprise commensurate with their degree of ownership, equity ownership may not be claimed.

4 ADJUDICATION USING A POINT SYSTEM

4.1 The bidder obtaining the highest number of points will be awarded the contract.

4.2 Preference points shall be calculated after prices have been brought to a comparative basis.

4.3 Points scored will be rounded off to 2 decimal places.

4.4 In the event of equal points scored, the bid will be awarded to the bidder scoring the highest number of points for specified goals.

5 POINTS AWARDED FOR PRICE

5.1 The 90/10 preference point systems

A maximum 90 points is allocated for price on the following basis:

90/10

min

min190PPPtPs

Where

Ps = Points scored for price of bid under consideration

Pt = Rand value of bid under consideration

Pmin = Rand value of lowest acceptable bid

6 POINTS AWARDED FOR HISTORICALLY DISADVANTAGED INDIVUDUALS

6.1 In terms of Regulation 13(2) preference points for HDI’s are calculated on their percentage shareholding in a business, provided that they are actively involved in and exercise control over the enterprise. The following formula is prescribed in Regulation 13(5)(c).

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100EPNOPxNEP

Where

NEP = Points awarded for equity ownership by an HDI

NOP = The maximum number of points awarded for equity ownership by an HDI in that specific category

EP = The percentage of equity ownership by an HDI within the enterprise or business, determined in accordance with the definition of HDI’s

6.2 Equity claims for a trust will only be allowed in respect of those persons who are both trustees and beneficiaries and who are actively involved in the management of the trust.

6.3 Documentation to substantiate the validity of the credentials of the trustees contemplated above must be submitted.

6.4 Listed companies and tertiary institutions do not qualify for HDI preference points.

6.5 A consortium or joint venture may, based on the percentage of the contract value managed or executed by their HDI-members, be entitled to preference points in respect of an HDI.

6.6 A person awarded a contract as a result of preference for contracting with, or providing equity ownership to an HDI, may not subcontract more than 25% of the value of the contract to a person who is not an HDI or does not qualify for the same number or more preference for equity ownership.

7 BID DECLARATION

7.1 Bidders who claim points in respect of equity ownership must complete the Bid Declaration at the end of this form

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8 EQUITY OWNERSHIP CLAIMED IN TERMS OF PARAGRAPH 2.10 ABOVE. POINTS TO BE CALCULATED FROM INFORMATION FURNISHED IN PARAGRAPH 9.8

Ownership Percentage owned

Points claimed

8.1 Equity ownership by persons who had no franchise in the national elections %

8.2 Equity ownership by women %

8.3 Equity ownership by disabled persons* %

*If points are claimed for disabled persons, indicate nature of impairment (see paragraph 2.8 above)

9 DECLARATION WITH REGARD TO EQUITY

9.1 Name of firm:

9.2 VAT registration number:

9.3 Company registration number:

9.4 Type of firm

Partnership One person business/sole trader Close corporation Company (Pty) Limited

Tick applicable box

9.5 Describe principal business activities

9.6 Company classification

Manufacturer Supplier Professional service provider Other service providers, e.g. transporter,

etc.

Tick applicable box

9.7 Total number of years the firm has been in business? …………………………………………….

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9.8 List all shareholders by Name, Position, Identity Number, Citizenship, HDI status and ownership, as relevant. Information to be used to calculate the points claimed in paragraph 8

Name Date/Position occupied in enterprise

ID number Date RSA citizenship obtained

*HDI Status *Non-HDI status

% of business/ enterprise

ownedNo franchise

prior to elections

Women Disabled

* Indicate Yes or No

9.9 Consortium/Joint Venture

9.9.1 In the event that preference points are claimed for HDI members by consortia/joint ventures, the following information must be furnished in order to be entitled to the points claimed in respect of the consortium/joint venture member:

Name of consortium/joint venture member

Fees to be earned by each consortium/joint venture member

Disbursements allocated to each consortium/joint venture member

Total of fees and disbursements allocated to each consortium/joint venture member

Percentage (%) of the contract value managed or executed by the consortium/joint venture member

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9.10 I/We, the undersigned who warrants that he/she is duly authorised to do so on behalf of the firm certify that points claimed, based on the equity ownership, indicated in paragraph 8 of the foregoing certificate, qualifies the firm for the preference(s) shown and I/we acknowledge that:

9.10.1 The information furnished is true and correct.

9.10.2 The equity ownership claimed is in accordance with the General Conditions as indicated in paragraph 1 of this form.

9.10.3 In the event of a contract being awarded as a result of points claimed as shown in paragraph 8, the contractor may be required to furnish documentary proof to the satisfaction of the seller that the claims are correct.

9.10.4 If the claims are found to be incorrect, the seller may, in addition to any other remedy it may have:

Recover costs, losses or damages it has incurred or suffered as a result of that person’s conduct.

Cancel the contract and claim any damages which it has suffered as a result of having to make less favourable arrangements due to such cancellation.

Impose a financial penalty more severe than the theoretical financial preference associated with the claim which was made in the bid.

WITNESSES

1. …………………………………………

2. ………………………………………… DATE: …………………………………………

ADDRESS: ………………………………………

……………………………………………………..

……………………………………………………..

……………………………………………………..

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…………………………………….SIGNATURE(S) OF BIDDER(S)


SECTION B Part 6.2: Preference Points Claim Form (Promotion of Small Enterprises)

PREFERENCE POINTS CLAIM FORM IN TERMS OF THE PREFERENTIAL PROCUREMENT REGULATIONS, 2001

PROMOTION OF SMALL ENTERPRISES

NB: BEFORE COMPLETING THIS FORM, BIDDERS MUST STUDY THE GENERAL CONDITIONS, DEFINITIONS AND DIRECTIONS SPECIFIED IN THE PREFERENCE POINTS CLAIM FORM (PURCHASES) IN TERMS OF THE PREFERENTIAL PROCUREMENT REGULATIONS, 2001

1. INTRODUCTION

1.1 In terms of regulation 17 of the Preferential Procurement Regulations pertaining to the Preferential Procurement Policy Framework Act, 2000 (Act No 5 of 2000), it is the Government’s intention to promote small businesses (now referred to as small enterprises) by using the preference point system as a mechanism to award points to bidders.

2. SPECIFIC GOAL

2.1 The specific goal is the promotion of small enterprises as defined in the National Small Enterprise Act, 1996 (Act No 102 of 1996) as amended by the National Small Business Amendment Act (Act 26 of 2003) and the National Small Business Amendment Act, (Act No 29 of 2004).

2.2 Bidders who wish to claim in respect of this goal must complete either paragraph 3 with regard to being a small enterprise and/or paragraph 4 with regard to the promotion of small enterprises.

2.3 The maximum preference points that can be claimed between paragraphs 3 and 4 are 5 points.

3. CLAIM WITH REGARD TO BEING A SMALL ENTERPRISE

3.1 Bidders who regard themselves as a micro, very small or medium enterprise (SMME) as defined by the National Small Enterprise Act, 1996 (Act No 102 of 1996) as amended by the National Small Business Amendment Act (Act 26 of 2003) and the National Small Business Amendment Act (Act 29 of 2004) may claim preference points.

3.2 Do you regard yourself as a SMME in terms of the Act? YES / NO

3.3 Should bidders wish to claim points for being a SMME, then bidders must complete the following table.

First select and tick in column (A) the relevant sector or sub-sector you are operating in. Within the chosen sector, select and tick the relevant block in columns (B), (C) and (D) indicating your organisation’s position pertaining to employees (B), turnover (C) and asset value (D).

See the example in 3.4 below:

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Annex 1: Schedule National Small Enterprise Act

Sector or sub-sector in

accordance with the Standard

Industrial Classification

A Size or class Total full time equivalent of

paid employees

B Total annual turnover

C Total gross asset value

(fixed property excluded)

D

Less than Less thanAgriculture Medium 100 R5.00 m R5.00 m

Small 50 R3.00 m R3.00 mVery small 10 R0.50 m R0.50 mMicro 5 R0.20 m R0.10 m

Mining and quarrying

Medium 200 R39.00 m R23.00 mSmall 50 R10.00 m R6.00 mVery small 20 R4.00 m R2.00 mMicro 5 R0.20 m R0.10 m

Manufacturing Medium 200 R51.00 m R19.00 mSmall 50 R13.00 m R5.00 mVery small 20 R5.00 m R2.00 mMicro 5 R0.20 m R0.10 m

Electricity, gas and water


Construction Medium 200 R26.00 m R5.00 mSmall 50 R6.00 m R1.00 mVery small 20 R3.00 m R0.50 mMicro 5 R0.20 m R0.10 m

Retail and motor trade and repair service


Wholesale trade, commercial agents and allied services


Catering, accommodation and other trade


Transport, storage and communications


Finance and business services


Community, social and personal services


Please complete the above table

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3.4 Bidders are to claim preference points based on the size or class of enterprise indicated above:

Example

Sector or sub-sector in accordance

with the Standard Industrial

Classification

A Size or class Total full time equivalent of

paid employees

B Total annual turnover

C Total gross asset value

(fixed property

excluded)

D

Less than Less thanAgriculture Medium 100 R5.00 m R5.00 m

ü Small 50 R3.00 m ü R3.00 mVery small 10 R0.50 m R0.50 m üMicro 5 ü R0.20 m R0.10 m

The annual turnover shall be the factor determining the ultimate classification and hence the points claimable. The company in this example would be classified as a “small” enterprise because of the turnover in lieu of the fact that according to the other parameters, the company could be classified as a “micro” or “very small” enterprise.

For example: The company in the example will therefore be able to claim a maximum of 1 point in paragraph 3.6 below.

3.5 Insert your claim in the table below based on the information contained in paragraph 3.3.

3.6 If required, the information supplied above must be substantiated by an internal auditor’s certificate and the relevant documentation.

Classification Maximum point Points claimedMicro 2.5

Very Small 1.5

Small 1.0

Medium 0.50

4. CLAIM WITH REGARD TO THE PROMOTION OF SMALL ENTERPRISE

4.1 Bidders that are actively involved in the promotion of small enterprises, as defined in the National Small Enterprise Act, 1996 (Act No 102 of 1996) as amended by the National Small Business Amendment Act, (Act 26 of 2003) and the National Small Business Amendment Act, (Act 29 of 2004), by subcontracting/outsourcing any of the business and/or functions of the bidder to local small enterprise(s) inter alia manufacturing, packaging, distribution, etc. may claim preference points. (Note: A SMME cannot claim for promoting its own business)

4.2 Do you promote small enterprise as stipulated above: YES/NO

If yes, then complete the table below to claim preference points.

Specific business function(s) subcontracted/ outsourced

Name(s) of small enterprise(s) subcontracted/ outsourced to

Address and telephone number of small enterprise(s) as well as contact person(s)

Value of subcontracted/ outsourced business (a)

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Total Value (a)

4.3 Bidders may claim preference points based on business subcontracted/outsourced to SMME enterprises as a percentage of annual turnover for the previous financial year in accordance with the table below:

Total annual turnover for the previous financial year: R…………………….. (b)

The percentage of turnover should be calculated by dividing the value of subcontracted/ outsourced business (a) above by the turnover for the previous financial year (b) multiplied by 100.

Example

Total value of subcontracted/outsourced business R100 000,00 (a)Turnover for previous financial year R550 000,00 (b)

The percentage will then be R100 000,00 (a) divided by R550 0000,00 (b) multiplied by 100 = 18,8%. The preference points that could be claimed are therefore 1. (See table under 4.4 below).

4.4 Please insert your claim in the table below

Percentage of turnover directed to small enterprise (total of (a) divided by (b) x 100)

Points allocated Points claimed

0 – 9 0.5

10 – 19 1.0

20 – 29 1.5

30 – 39 2.0

40 and above 2.5

4.5 If required, the information supplied above must be substantiated by an internal auditor’s certificate and the relevant documentation.

5. DECLARATION

5.1 I/we, the undersigned, who warrants that he/she is duly authorised to do so on behalf of the firm declare that points claimed, based on promotion of small, medium or micro enterprises, qualifies the firm for the point(s) shown and I/we acknowledge that:

5.1.1 The information is true and correct.

5.1.2 In the event of a contract being awarded as a result of points claimed, the contractor may be required to furnish documentary proof (a substantiating external auditor’s certificate) that the claims are correct.

5.1.3 If the claims are found to be incorrect, the AgriSETAmay, in addition to any other remedy it may have:

Recover all costs, losses or damages it has incurred or suffered as a result of that person’s conduct.

Cancel the contract and claim any damages which it has suffered as a result of having to make a less favourable arrangement due to such cancellation.

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Impose a financial penalty more severe than the theoretical financial preference associated with the claim which was made in the bid.

Restrict the contractor, its shareholders and directors from obtaining business from the AgriSETA for a period determined by the AgriSETA.

WITNESSES

1. …………………………………………

2. ………………………………………… DATE: ……………………………………

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…………………………………….SIGNATURE(S) OF BIDDER(S)


SECTION B Part 7: Invitation to Bid

INVITATION TO BID

YOU ARE HEREBY INVITED TO BID FOR REQUIREMENT OF THEAGRISETA

BID NUMBER AS/2011/RFB/010/MONITOR

CLOSING DATE

3 June 2011 CLOSING TIME

11:00

DESCRIPTION AgriSETA requires the services of one or more suitably qualified service provider/s (Mentors/ Moderators) who are located in South Africa for the Monitoring and Evaluation and to report the progress made on the following implemented projects for the period 1 July 2011 to 31 March 2014(With an option to extend for another two years :

1. Agricultural Learnerships (NQF level 1-5)2. Agricultural Skills Programmes3. Internships / Experiential Training4. ABET5. Apprentices

VALIDITY Offer to be valid for 60 days from the closing date of the bid.

The successful bidder will be required to fill in and sign a written Contract Form

BID DOCUMENTS MAY BE:

DEPOSITED IN THE BID/TENDER BOX SITUATED AT(Street address)

Deloitte Brooklyn House, Receiption (bid box is here), 315 Veale Street, Brooklyn, Pretoria

OR

* POSTED TO: The Procurement Manager, Deloitte, Deloitte Brooklyn House, 315 Veale Street, Brooklyn, Pretoria

ORHANDED IN AT RECEPTION SITUATED AT(Street address)

Deloitte Brooklyn House, Receiption (bid box is here), 315 Veale Street, Brooklyn, Pretoria, prior to the official closure time and the bidder must obtain a receipt, indicating the time of delivery, from the receptionist.

No faxed or e-mailed bids will be accepted

Bidders should ensure that bids are delivered to Deloitte before the closing date and time to the correct physical address.

If the bid is late, it will not be accepted for consideration.* Refer to Paragraph 6 of the “Special Conditions of Bid and Contract: Portion 1”.

Bids can be delivered and deposited into the bid/tender box between 08:00 and 16:30, Mondays to Thursdays and 08:00 to 16:00 on Fridays, prior to the closing date, and between 08:30 and 11:00 on the closing date.

All bids must be submitted on the official forms (not to be re-typed).

This bid is subject to the General Conditions of Contract (GCC) and, if applicable, any other Special Conditions of Contract.

Bids submitted that do not comply with the following may not be considered for evaluation:

A bid that is not in the format prescribed. A bid without some or all of the required documents.

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Pricing schedules not in the required format. Bids without the required number of copies.

Any queries regarding bidding procedures and technical information may be directed to:Name: Lizette du ToitTel.: 012 482 0031Fax: 012 349 8997e-Mail [email protected]

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All bidders must furnish the following particulars and include it in their submission(Failure to do so may result in your bid being disqualified)

Name of bidder:

Entity name

VAT registration number

Tax Clearance Certificate submitted YES / NO

Company registration number

Income tax reference number

Company PAYE number

Company UIF number

Skills Development Levy registration number

Postal address:

Street address:

Telephone number: Code Number

Cellular number:

Facsimile number: Code Number

e-Mail address:

In case of a consortium/joint venture, full details on consortium/joint venture members:

Entity nameVAT registration number






Name of contracting entity in case of a consortium/joint venture

Entity name:

Postal address:

Street address:

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Contact details of responsible person who will act on behalf of the entity/consortium/joint venture for this bid

Name and Surname


Cellular number:


e-Mail address:

Contact details of alternative responsible person who will act on behalf of the person above should he/she not be available

Name and Surname


Cellular number:


e-Mail address:

Domicilium

AgriSETA chooses the following as its domicilium citandi et executandi for all purposes of and in connection with the final contract:

AgriSETA, AgriSETA House, Receiption, 529 Belvedere Street, Arcadia, Pretoria

The bidder must indicate its domicilium citandi et executandi for all purposes of and in connection with the final contract.

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Confirmation

Are you the accredited representative in South Africa for the services offered by you: YES / NO

Declaration

I/We have examined the information provided in your bid documents and offer to undertake the work prescribed in accordance with the requirements as set out in the bid document. The prices quoted in this bid are valid for the stipulated period. I/We confirm the availability of the proposed team members. We confirm that this bid will remain binding upon us and may be accepted by you at any time before the expiry date.

Signature of bidder:

Date:

Are you duly authorised to commit the bidder: YES / NO

Capacity under which this bid is signed

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SECTION B Part 8: Curriculum Vitae Template

COMPULSORY CV TEMPLATEProposed role in the project:

1. Family name

2. First name:

3. Date of birth:

4. Nationality

5. Education

Institution(Date from - Date to)

Degree(s) or Diploma(s) obtained

6. Membership of professional bodies

7. Other skills (e.g. computer literacy, etc.)

8. Present position:

9. Years within the organisation:

10. Key qualifications (relevant to the project)

11. Professional experience

Date(From – To) (mm/yy)OrganisationLocationPositionDescription of duties

Date(From – To) (mm/yy)OrganisationLocationPositionDescription of duties

12. Other relevant information (e.g. Publications)

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SECTION B Part 9: Pricing Schedule

PRICING SCHEDULE(Professional Services)

OFFER TO BE VALID FOR 60 DAYS FROM THE CLOSING DATE OF BID

1

Province

Agricultural Learnerhips

(NQF level 1-5)Cost per site

(VAT excl)

Agricultural Skills ProgrammesCost per site

(VAT excl)

Internships / Experiential

TrainingCost per site

(VAT excl)

ABETCost per site

(VAT excl)

ApprenticeshipCost per site

(VAT excl)

1.1 Gauteng

1.2 Eastern Cape

1.3 Western Cape

1.4 Northern Cape

1.5 Free State

1.6 KwaZulu Natal

1.7 Mpumalanga

1.8 Limpopo

1.9 North West

Period required for commencement with project after the acceptance of the bid

Yes NO

Period Period Period Period1 July 2012 to 31 June 2013

1 July 2013 to 31 June 2014

1 July 2014 to 31 June 2015

1 July 2015 to 31 March 2016

NAME OF BIDDER

BID DESCRIPTION:

Arrange and conduct Monitoring and Evaluation visits and reporting. An all inclusive cost must be provided.(Bid price in RSA currency)

AgriSETA requires the services of one or more suitably qualified service provider/s (Mentors/ Moderators) who are located in South Africa for the Monitoring and Evaluation and to report the progress made on the following implemented projects for the period 1 July 2011 to 31 March 2014(With an option to extend for

another two years :

1. Agricultural Learnerships (NQF level 1-5)2. Agricultural Skills Programmes

3. Internships / Experiential Training4. ABET

5. Apprentices

Note: In the case of the contract being extended for an additonal two years.

Are the rates quoted firm for the full period of the contract?

If the rates are not firm, please provide the % increase below:

Please note that the first year of the contract price should be fixed.

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