CHRIS HANI DISTRICT MUNICIPALITY 1

Email: afeleni@chrishanidm.gov.za Closing Time: 16:00 Enq: Andile Feleni Date: 23 October 2017

REQUEST FOR FORMAL WRITTEN QUOTATION

Kindly furnish me with a written quotation for the supply of the goods/services as detailed in the enclosed schedule.

The quotation must be submitted on the letterhead of your business and can either be faxed or

deliver by hand.

The following conditions will apply:

Price(s) quoted must be valid for at least thirty (30) days from date of your offer.

Price(s) quoted must be firm, must be inclusive of VAT and furnish your CSD number.

For all transactions exceeding R15 000, must be accompanied by a valid Original Tax Clearance Certificate or PIN

Certified BEE Certificate

Declaration form (MBD 4.1) and a Confirmation of Banking Details.

First preference will be given to the service provider who is registered in Central Supplier Database.

Supplier must attach the MBD 6.2 declaration form for local content.

The link www.csd.gov.za

Chris Hani District Municipality does not bind itself to accept the lowest, only or any other Bid and reserves the right to accept the whole or part of the Bid

No Quotations will be considered from persons in the service of the state

Quotations are to be submitted at 42 Cathcart Road, Queenstown, 5320, Emailed: chdmquotations@chrishanidm.gov.za and Faxed: 045 839 2355

PREFERENTIAL PROCUREMENT POLICY FRAMEWORK ACT (PPPFA) WILL BE

AWARDED AS FOLLOWS:

Price -80 PPPFA -20

______________________________________

Total -100

Failure to comply with these conditions may invalidate your offer.

CHRIS HANI DISTRICT MUNICIPALITY 2

Please supply us with your bank details in your quotation. Please Fax them to this number 086 499 0273.

TERMS OF REFERENCE FOR DEVELOPMENT OF INTEGRATED SERVICE DELIVERY MODEL IMPLEMENTATION PLAN ALIGNED TO THE PROVINCIAL INTEGRATED SERVICE DELIVERY MODEL

PURPOSE

The Special Programmes Unit seeks to secure the services of competent service provider

for the development of The Integrated Service Delivery Model Implementation Plan

aligned to the Provincial Integrated Service Delivery Model and Chris Hani District Anti –

Poverty Strategy 2015 - 2020

INTRODUCTION OF THE PROJECT

The Special Programmes Unit within Chris Hani District Municipality is facilitating the review

process of the existing Integrated Service Delivery Model and Chris Hani District Anti –

Poverty Strategy 2015 - 2020 for the purpose of developing a District Implementation

Plan that is aligned to this Provincial document. The Chris Hani District Municipality is

part of the Local Government and will remain the implementing agent of government

transformation and service delivery programmes. The role of local government is the

sustainable upliftment and empowerment of local communities including special groups

and the sustainable creation of conducive

PROJECT DESCRIPTION

Chris Hani District Municipality has a unit that deals with matters related to previously

disadvantaged people in general and the vulnerable sector in communities. The unit is also

responsible to coordinate, facilitated integrated collected and transversal service delivery

built upon sustainable mutual partnership.

The Integrated Service Delivery Model is an innovative approach to service delivery, and it

requires careful change management in order to ensure that all stakeholders fully

understand the approach, understand their roles and responsibilities, and commit to making

it a success. The Integrated Service Delivery Model involves all stakeholders within a

community working together, facilitating the health and wellbeing of families and promoting

sustainable livelihoods.

Beneficiaries of the program are:

CHRIS HANI DISTRICT MUNICIPALITY 3

- Poor households

- Elderly

- Sick people

- People living with disabilities

- Women

- Unskilled and illiterate

- Children

- Working Poor

- Jobless

- Youth

MANDATE

The mandate of the Special Programmes Unit is to promote, facilitate, coordinate and monitor

the realization of the rights of women, youth, children, senior citizens/ elderly, People living

with HIV and People with disabilities.

POLICY MANDATES

A range of policies inform equality, empowerment, human rights and human dignity

processes. These include, among other, the following:

The Constitution of the Republic of South Africa, Act 108 of 1996

Municipal Systems Act (No. 32 of 2000)

Municipal Structures Act (No.117 of 1996)

Municipal Finance Management Act (No. 56 of 1998)

The White Paper on Sport and Recreation in South Africa

Eastern Cape Integrated Anti – Poverty Strategy

The 2015 Millennium Development goals and sustainable

The 1994 Reconstruction and Development Programme

Draft National Poverty Reduction Strategy

2011- 2014 Presidential outcomes

CHRIS HANI DISTRICT MUNICIPALITY 4

National Development Plan vision 2030

New Growth path

2004 – 2014 Provincial Growth and Development Plan

Eastern Cape Rural Development Strategy

Provincial Spatial Development Plan

Provincial Strategic Plan on HIV and AIDS

Jobs Strategy

Chris Hani District Anti – Poverty Strategy 2015 -2020

Human Development Framework for Local Development

THE STRATEGIC OVERVIEW OF THE MODEL

- Ensure coordination to bring together existing services and service – delivery processes

that government departments/service provides already have in place but without

changing the way in which they operate as individual organisations.

- To coordinate integrated service delivery planning and implementation to maximise their

impact.

- To promote integration of involved partnership that changes how services are delivered

by combining departments/service providers into the same structure and completely

changing the way they operate as individuals.

- To ensure collocation by having all government department agencies in one location.

- To Promote collaboration by ensuring that agencies working together through

information sharing and training, and creating a network of agencies to improve service

user experience.

METHODOLOGY

Inception meeting with the SPU project team to outline the work plan

Presentation of the Draft document to the relevant internal and external stakeholders

Work with all relevant stakeholders to ensure inclusivity and buy-in to the developed

work.

Develop the Integrated Service Delivery Model Aligned to the Provincial Integrated

Service Delivery Model and Chris Hani District Anti – Poverty Strategy 2015 - 2020

CHRIS HANI DISTRICT MUNICIPALITY 5

Internal Stakeholders for Consultation

- Political Leadership

- Health and Community Services

- Engineering Services

- Budget and Treasury Office

- Corporate Services

- Strategic Management Services

- Integrated Planning and Economic Development

External Stakeholders

- All Local Municipalities within the CHDM

- Office of the Premier

- All Sector/ Government Departments

- Community Leaders

- Civil Society

- Community Fieldworkers

- Community Structures

- Beneficiaries of the program

The service provider will be required to present the prototype/ first draft model to the Project

Manager or relevant standing committees for inputs and approval.

PROJECT OBJECTIVES

The main goal of this assignment is to develop an integrated service delivery model

implementation plan that is aligned to the existing Provincial Integrated Service Delivery

Model and Chris Hani District Anti – Poverty Strategy 2015 – 2020 for the Chris Hani

District Municipality (CHDM)

The sub-objectives are as follows:

1) To works towards ensuring that an inclusive plan for the implementation of integrated

service delivery model implementation plan is established within the required time

frame.

2) To engage all relevant stakeholders (internal and external) in consultation for a proper

ownership of the integrated service delivery model implementation plan.

3) To conduct workshops that will ensure that there is an integrated implementation of the

plan by all the relevant stakeholders within the District.

CHRIS HANI DISTRICT MUNICIPALITY 6

SCOPE OF SERVICE

Progress on the assignment will be monitored, measured and remunerated according to the

delivery of the following:

Item Tasks/Activities Deliverables Deadlines

1 Inception meeting

During this meeting the service

provider and the assignment

steering committee will

agree to a common

understanding of the

purpose and objectives of

this assignment.

Inception report 10th November 2017

2. Review the Provincial Integrated

Service Delivery Model for

development of the District

Integrated Service Delivery

Model implementation plan

i.e. consult the updated

situational analysis in the

current IDP, insert relevant

information for the

development of a plan,

update outdated information,

identify missing information,

identify strategic gaps etc.

Consultations with individual’s

key to integrated service

delivery will be facilitated in

consultation with the CHDM.

Consultation with relevant

stakeholders for presentation

of the draft implementation

Consultation reports

on workshops and

consultations

conducted on the

plan.

29th November 2017

CHRIS HANI DISTRICT MUNICIPALITY 7

plan towards submission of

the final Document for

adoption by council.

3 Submission of the final

Integrated Service Delivery

Model Implementation Plan

aligned to the Provincial

Integrated Service Delivery

Model and Chris Hani

District Anti – Poverty

Strategy 2015 - 202 which is

due for submission to

Council on the 11/12/2017

Final revised

Integrated Service

Delivery Model

Implementation

Plan

04th December

2017

4 Produce a soft copy and a

printed document of the

Integrated Service Delivery

Model Implementation Plan

to the SPU of the CHDM

Submission of the

whole package

08th December

2017

5 Sensitization workshop

- Prepare the employees within

the SPU for engaging with the

integrated service delivery

model implementation plan

- Colleagues participating in

integrated service delivery

model from all the local

municipalities will be included in

this workshop

- Engage all the integrated service

delivery model stakeholders,

internal and external on the

implementation of the plan as

Sensitization

Workshop report

22nd March 2018

CHRIS HANI DISTRICT MUNICIPALITY 8

developed in their consultation

All reports and documents are to be submitted in Microsoft Word format to the Office of the

Special Programmes Unit Manager.

REQUIRED COMPETENCIES

In order for the service provider to be considered for this assignment, the competencies

required are:

- Experience of working with rural and semi urban communities

- Expertise in strategic planning.

- Expertise in Human Capacity Development (HCD) and workshop facilitation.

- Proven work experience in providing advisory services to Local Government in South

Africa and in other African countries.

- Proven experience in providing advisory services to Local Government in South Africa

and in other African countries.

In addition, the following aspect will be considered favourably:

- Work experience in Governance Programmes.

REPORTING, STEERING AND MANAGEMENT ARRANGEMENTS

The assignment will be steered by a project steering committee, comprised of the SPU

manager and the SPU team within the CHDM. The main responsibility of the steering team

will be to provide inputs and guidance on content, process and methodology as well as

quality of the specified deliverables.

SUBMISSION OF PROPOSAL

To be considered for this service, the service provider is required to submit a proposal the

CHDM Supply Chain Management containing the following:

Technical and financial proposal, in line with the tasks and deliverables listed in table

illustrating the Scope of Work.

A CV illustrating the expertise listed in the Required competencies

Certificate/s of accreditation where applicable.

CHRIS HANI DISTRICT MUNICIPALITY 9

All briefing material submitted to the service provider, as well as all deliverables and products

linked to this assignment, are the intellectual property of the CHDM and shall be treated as

strictly confidential.

TIME FRAME

The assignment will take place between November 2017 and March 2018. During this

timeframe the consultant will carry out visits to the municipality’s offices in Komani,

Eastern Cape (previously Queenstown).

ROLE OF THE DISTRICT MUNICIPALITY

The Chris Hani District Municipality, Strategic Management Services - Special Programmes

Unit will be the principal client for this project.

The CHDM will:

Provide management, oversight and supervision of the service provider throughout the

project

Participate in the report-back presentations

Share lessons learned through this project with other municipalities under its jurisdiction

Comment on all deliverables of the service provider within the agreed upon time frame

Timely approve work plans and project outputs

Approve service provider invoices.

CONFIDENTIALITY CLAUSE AND COPYRIGHT

The service provider is bound to protect the confidentiality of all information gathered and

accessed through the work on this project. Information received and accessed through

the work on this project may only be used to meet the objectives outlined in these terms

of reference. CHDM reserve the right to request any relevant documentation at any

stage of implementation of the project.

The Chris Hani District Municipality; Special Programmes Unit under the Strategic

Management Services in the Office of the Municipal Manager must be granted unlimited

license to use, reproduce and adapt all tools, materials and reports produced by the

service provider for this programme.

For any queries please contact Mrs Kolo @ 045 808 4640 OR Mzontsundu

Ngceba @ 045 807 4641