Request for Proposal (RFP) For Implementing the NYDA ... 2nd... · 2.2.3.3 Detailed CV of Centre...

Tender Specifications for Implementation of the NYDA & ETDP SETA National Senior Certificate 2nd Chance 2016 Project

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Request for Proposal (RFP)

For

Implementing the NYDA & ETDP SETA

National Senior Certificate Second Chance 2015/2016 Project

SCMU: 33-2015/16


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TERMS OF REFERENCE FOR THE APPOINTMENT OF SERVICE

PROVIDER/S FOR THE IMPLEMENTATION OF THE NATIONAL

SENIOR CERTIFICATE SECOND CHANCE 2015/2016 PROJECT.

The NYDA &ETDP SETA invites suitably qualified and experienced Service Providers to submit proposals for the implementation of the National Senior

Certificate Second Chance 2016 Project.

1. INTRODUCTION

The National Youth Development Agency (NYDA) and Education Training and Development

Practices Sector Education Training Authority (ETDP SETA) is preparing to implement the National

Senior Certificate Second Chance project in 9 provinces that would afford 5235 young people from

economically deprived areas with high failure rates a second chance to complete their National

Senior Certificate (NSC). The project will target young people who have failed Matric or improving

their matric results between the 2014 and 2015 years. The project will be for a period of 12 months,

it will commence in January 2016.

ETDP SETA and NYDA are calling potential Service Providers to submit proposals through an open

tender process. The Service Provider/s to be appointed has to demonstrate credentials in

accordance with the terms of reference.

Compulsory Briefing Session:

7 December 2015 at 14h00 – 16h00

The ETDP SETA – Head Office

The Oaks Building

Riverwoods Office Park

24 Johnson Road

Bedfordview

Closing Time: 11h00

Closing Date: 8 January 2016


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2. SCOPE OF WORK

Service Providers are required to develop a comprehensive proposal for the implementation of the

National Senior Certificate Second Chance 2016 Project.

2.1. Documents to be reviewed

To undertake this assignment, the Service Providers will need to review the following documents:

2.1.1 National Youth Policy

2.1.2 National Skills Development Strategy

2.1.3 The Department of Basic Education Curriculum and Assessment Policy Statement

2.1.4 The Department of Basic Education 2013 and 2014 Reports namely;

National Senior Certificate Results

Diagnostic Report

School Performance Report

School Subject Report

Technical Report

2. 1.5 and other relevant documents and legislations

2.2. The Service Provider must articulate the activities that they would

undertake in their proposals and they must cover the following areas

2.2.1 Relevant skills, experience and industry exposure

2.2.1.1. Number of qualified Educators in the selected subjects; Mathematics, Physical Science,

Accounting, Life Sciences and English.

2.2.1.2 The Service Provider must have adequate support systems in the administration of the

project.

2.2.1.3 The Service Provider must have qualified educators in all the above subjects.

2.2.1.4 The Service Provider must provide tuition to the learners at least 3 days a week per

subject, with 2 hour session per subject.

2.2.1.5 The learners enrolled into the project must have failed or improving the results of a maximum

of 4 subjects between the years 2014 and 2015.


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.

2.2.2 Requirements for Educators

2.2.2.1 The educators will be responsible for providing tuition, administering attendance register,

conducting regular assessments of learners, identifying learning challenges and providing

remedial action for identified learners.

2.2.2.2 The minimum qualification for proposed educators must be a National Professional Diploma

in Education or equivalent (RQV 13). All educators must be registered with South African

Council of Educators (SACE).

2.2.2.3 Detailed CV’s of all educators and certified copies of qualifications must be attached.

2.2.3 Requirements of Tuition Centres

2.2.3.1 Each Tuition Centre must have a centre manager.

2.2.3.2 The Centre Manager will be responsible for managing the learning centre, for distributing

learning material, managing educators, ensuring discipline amongst learners, ensuring

classroom availability, oversee the Grade 12 final examinations, issue the Grade 12 results,

write the progress reports to ETDP SETA and NYDA on a quarterly basis.

2.2.3.3 Detailed CV of Centre Manager and certified copies of qualifications.

2.2.3.4 The centre must host tuition classes for the learners at least 3 days a week per subject,

with 2 hour session per subject.

2.2.4.5 The tuition centre must be conducive for learning and teaching.

2.2.4 Learner Teacher Support Materials

2.2.4.1 Service Provider must have material for all the subjects which are aligned to the DoBE’s

requirements. Such requirements are available on the DoBE website.

2.2.5 Registration with the Departments of Education

2.2.5.1 Service Provider must provide proof of registered examination centres in the province/s they

are bidding for (new entrant SMMEs exempted);

2.2.5.2 Proof of working with the Provincial Department of Education must be provided and reference

letters must be signed and on an authentic department letterhead.


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2.2.6 Performance Report from the Provincial Department of Education for

the respective bidders.

2.2.6.1 The Service Provider must attach their past leaner result of their matric rewrite or similar

project (new entrant SMMEs exempted).

2.2.6.2 Elaborate on the relevant past experience with regards to offering rewriting of exams for

Grade 12 subjects (new entrant SMMEs exempted).

2.2.6.3 Explain your approach with regards to achieving an acceptable teacher/learner ratio and how

it will achieve expected performance.

2.2.7 Provincial Presence:

2.2.7.1 The 5235 learners are spread throughout the 9 provinces, districts and towns as shown

in the table below.

2.2.7.2 The partners (ETDP SETA and NYDA) endeavours to allocation a minimum of 200 and

maximum of 1047 (20% of 5235 learners) to new entrant SMMEs, provided the meet all

requirements.

2.2.7.2 The Service Provider must bid per province and a proposal must be compiled for each province.

2.2.7.3 The Service Providers must indicate their Operational Office in relation to the learning centres;

indicate their staff complement and how the staff will provide operational support to the

learning centres. The Service Provider must recruit local educators who will be providing

tuition during the project.

2.2.7.4 The learners must be from the same surroundings, targeting an education district as follows:

Province Towns/Districts Towns Minimum Number of learners

Province Total

1. Gauteng 1. JHB Central Johannesburg Central 720 720

2.North West

2. Bojabala Rusternburg 100

420 3. Dr Kenneth Kaunda

Matlosana/Tlokwe 220

4. Dr Ruth Mompati (Rural)

Taung 100

3.Limpopo 5. Sekhukhune (Rural)

Jane Furse 150 830


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6. Vhembe (Rural)

Thohoyandou 265

7. Capricorn District

Polokwane 265

8. Mopani Tzaneen 150

4.Mpumalanga

9. Ehlanzeni Nelspruit 100

520

10. Gert Sibande Secunda (Mbalenhle) 100

11. Nkangala District

KwaNdebele 110

12. Bohlabela Bushbuck ridge, Mkhuhlu, Manyeleti

210

5.Free State 13. Motheo Botshabelo 200 200

6.Northern Cape

14. Frances Baard Kimberly 210

420 15. Johhn Taolo Gaetsewe

Kuruman 210

7.Kwa Zulu Natal

16. Umlazi Ethekwini 300

920

17. Ilembe 220

18. Umzinyathi Greytown 75

19. Uthungulu Empangeni 100

20. Ugu District Port Shepstone 75

21. Zululand Nongoma/Ulundi/ Vryheid

150

8.Western Cape 22. Metro Central Cape Town 300 300

9.Eastern Cape

23. Mthatha Mthatha 150

905

24 Alfred Nzo Mbizana 115

25 OR Tambo Nquza Hill 115

26. Port Elizabeth Port Elizabeth 150

27. King Williams Town

King Williams Town 150


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28. Mt Frere Attracts Lusikiki, Bizane , Qumbu, Mt Fletcher

150

29. Butterworth Butterworth 75

Total 5235 5235

2.2.8 Contents of the proposal

2.2.8.1 The contents of the proposal must be in the following order and clearly marked:

Item

number

Item Description

1 Background of the bidder highlighting relevant experience to the RFP

2 Interpretation of scope and understanding of requirements

3 Overall methodology for implementing the project

4 Indication of targeted areas indicating the motivation and justification

5 Approach for registering learners with DBE in order to be able to sit and write matric

exams

6 Number of educators per subject based on the situational analysis of the targeted area

(indicate all the assumptions that are used in this regard)

7 Description of the examination centre(s) in terms of where they are located in proximity

to the targeted area also indicating status of infrastructure and registration with DBE

8 Description of operational office and articulation of how staff from the office will support

the examination centre

9

Articulate implementation plan including amongst others: outline the advertising and

recruitment plan, selection, tuition, additional support, registration at DBE,

assessments, invigilate, administer preliminary schedule for the Grade 12 examination,

administer the Grade 12 examination, submit the answer sheet to DBE provincial office

and collect the Grade 12 statement of result from the DBE provincial offices. Submit a

summary of the Grade 12 results (in a prescribe format) within 3 days after the

announcement of Grade 12 NSC Results.

10 Annexure 1: Certified qualification copies of Centre Manager

11 Annexure 2: CV of Centre Manager

12 Annexure 3: Certified qualification copies of all educators

13 Annexure 4: CV’s of educators

14 Annexure 5: Proof of allocation of examination number for learning centre ( where

applicable)

15 Annexure 6: Proof of registration of all Educators with SACE

2.2.8.2 The detailed budget with line items must be articulated including but not limited to the


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following:

Cost item Total VAT Total Including VAT

Training venues

Learner and Teacher Support Materials

Administration

Salaries for all staff (Project Managers, Administrators, Educators, Invigilators

N/A

TOTAL

2.2.8.3 The total budget must include all the cost types and it must be inclusive of VAT, if VAT

registered.

3. Evaluation /Adjudication of Tenders

The evaluation of this bid shall include functionality whereby the bids will be evaluated in terms of

the evaluation criteria embodied in the bid documents. Two, (90/10 and 80/20) preference point

systems shall be applicable:

3.1 The 80/20 preference point system:

- Price 80

- B-BBEE status level of contributor 20

This system shall apply to bidders applying for the following provinces:

Province Towns/Districts Minimum no of

Tuition Centres

TOTALS

Free State Motheo Botshabelo 200

3.2 The 90/10 preference point system:

- Price 90

- B-BBEE status level of contributor 10

This system shall apply to bidders applying for the following provinces:

E. Cape, Gauteng, KZN, Limpopo, Mpumalanga, N. West, N. Cape and W. Cape.


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Bids will be evaluated on 3 phases:

- Compliance/eligibility

- Technical/Functionality

- Price and BBBEE

3.1 Compliance /Eligibility

Bidders who do not meet the requirements below will be immediately disqualified from the

bidding process.

Item Description Yes No

1 Signed Invitation to Bid – SBD 1

2 Educators have minimum qualification of National

Professional Diploma in Education or Equivalent and certified

copies are attached, including their certified copies of IDs

3 Proof of registration of all Educators with SACE

4 Certified B-BBEE certificate or sworn affidavit

5 Original and valid tax clearance certificate

6 Certified copies of ID documents of Directors/Owners (no

more than 3 months old)

7 Certified copies of company registration documents

8 Signed Declaration of bidder’s past SCM Practices – SBD 8

9 Signed Declaration of Interest – SBD 4

10 Signed Certificate of Independent Bid Determination – SBD

9

11 Signed Preferential Points Claim Form – SBD 6.1

12 Submission must be per province

PLEASE NOTE: Proper certification of documents mean:

1. A copy of the original document must be certified with an original certification stamp.

2. No copies of certified copies will be accepted.

3. Certification must be dated and the date must not be older than 3 months.

All and only bidders that comply with these minimum requirements will advance to Phase 2.

3.2 Functionality


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The evaluation of this tender shall include functionality whereby the tenders will be evaluated in terms

of the criteria outlined below.

3.2.1 The minimum qualifying score for functionality will be 70, out of 100, and bids that fail to

achieve the minimum qualifying score will be disqualified.

3.2.2 Only bids that achieved the minimum qualifying score for functionality will be evaluated

Further in accordance with the 90/10 and 80/20 preference point systems prescribed in

Preferential Procurement Regulation 5 and 6

3.2.2.3 Evaluation criteria for new entrant SMMEs

CRITERIA WEIGHT

1 Clearly articulated teaching and learning methodology:

- Methodology sound and in line with Curriculum and Assessment Policy

Statement (CAPS)-30 points

- Methodology sound but not in line with Curriculum and Assessment Policy

Statement (CAPS) – 10 points

- Methodology not sound and not in line with Curriculum and Assessment

Policy Statement (CAPS) -5 points

30

2 Detailed implementation plan:

- Frequency and number of assessments clearly outlined - 5

- Number of contact hours per subject

2 hour session per subject, 3 days a week per subject (5 points)

- Level of Teacher/Learner ratio of 1:40 indicated – 2

- Learner support plan outlined - 3

15

3 Individual experience of educators and project managers in education and training

services per learning centre per province:

-10 years and above – 20 points

-6-10 years – 15 points


20

4 Individual performance of educators in offering education and training in English,

Accounting, Mathematics, Physical Science and Life Sciences:


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-80% to 100% Pass rate – 20 points

-60% to 80% Pass rate - 15

-50% to 70% pass rate - 10

20

5 Experience of the Centre Manager in education and training

- CV of Centre Manager attached:

-5 to 10 years 5

-1 to 5 years 3

5

6 Proof of physical resources (operational office and learning centres) in the chosen

province/s

-Pictures of the administration office, with its GPS coordinates

-Pictures of the learning centre (condition of the classrooms , storage room for

learning material and a safe for the examination question papers)

Please note that the funders may request access to the physical resources to verify

the information provided during the adjudication of the tender.

10

TOTALS 100

Qualifying score for functionality 70

Bidders must provide sufficient proof/documents to justify awarding the above points. Points will be

awarded on a sliding scale, depending on the evidence provided.

3.2.2.4 Evaluation criteria for experienced SMMEs

CRITERIA WEIGHT

1 Clearly articulated teaching and learning methodology:

- Methodology sound and in line with Curriculum and Assessment Policy

Statement (CAPS)-30 points

- Methodology sound but not in line with Curriculum and Assessment Policy

Statement (CAPS) – 10 points

- Methodology not sound and not in line with Curriculum and Assessment

Policy Statement (CAPS) -5 points

30

2 Detailed implementation plan:

- Frequency and number of assessments clearly outlined - 5

- Number of contact hours per subject

2 hour session per subject, 3 days a week per subject (5 points)

- Level of Teacher/Learner ratio of 1:40 indicated – 2

- Learner support plan outlined - 3

15


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3 Individual experience of educators and project managers in education and training

services per learning centre per province:

-10 years and above – 20 points



20

4 Average performance of the Service Provider over the period of existence offering

education and training in English, Accounting, Mathematics, Physical Science and

Life Sciences:

-80% to 100% Pass rate – 20 points

-60% to 80% Pass rate - 15

-50% to 70% pass rate - 10

20

5 Experience of the Centre Manager in education and training

- CV of Centre Manager attached:

-5 to 10 years 5

-1 to 5 years 3

5

6 Proof of physical resources (operational office and learning centres) in the chosen

province/s

-Pictures of the administration office, with its GPS coordinates

-Pictures of the learning centre (condition of the classrooms , storage room for

learning material and a safe for the examination question papers)

Please note that the funders may request access to the physical resources to verify

the information provided during the adjudication of the tender.

10

TOTALS 100

Qualifying score for functionality 70

Bidders must provide sufficient proof/documents to justify awarding the above points, and such proof

should include details of contactable references. Points will be awarded on a sliding scale, depending

on the evidence provided.

4. BID CONDITIONS

4.1 The ETDP SETA Supply Chain Management Policy will apply;


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4.2 ETDP SETA does not bind itself to accept the lowest bid or any other bid and reserves the

right to accept the whole or part of the bid;

4.3 ETDP SETA does not bind itself to allocating learners to SMMEs who does meet all the

minimum requirements and reserves the right to allocate all the learners to experienced

bidders whom meet all the requirements

4.4 Bids which are late, incomplete, unsigned or submitted by facsimile or electronically, will not

be accepted

4.5 Bidders must submit a valid B-BBEE Verification Certificate from SANAS Accredited

Verification Agency or Registered Auditor approved by Independent Regulatory Board of

Auditors (IRBA) in order to be eligible for empowerment points.

4.6 Companies with a turnover above R 10 million must submit a valid certified B-BBEE

Verification Certificate from SANAS Accredited Verification Agency or Registered Auditor

approved by Independent Regulatory Board of Auditors (IRBA) in order to be eligible for

empowerment points.

4.7 According to the amended Codes, an Exempted Micro Enterprise (EME) is only required to

obtain a sworn affidavit or a Certificate issued by Companies and Intellectual Property

Commission (CIPC) confirming their annual turnover of R 10 million or less and level of black

ownership to claim points, whereas in terms of the Preferential Procurement regulations, a

certificate is required from a registered auditor, accounting officer as contemplated in the

Close Corporations Act, or an accredited verification agency .

4.8 Companies who bid as a joint venture must submit a consolidated B-BBEE Verification

certificate prepared for this bid only, from SANAS Accredited Verification Agency or

Registered Auditor approved by Independent Regulatory Board of Auditors (IRBA) in order to

be eligible for empowerment points. Companies who form part of this joint venture MUST be

accredited.

4.9 Failure of a bidder to submit a valid certified B-BBEE Certificate or, in a case of EMEs, a

sworn affidavit and the accompanying fully completed and signed Standard Bidding

Document (SBD 6.1) will result in the bidder not qualifying for claiming preferential points.

4.10 Bids submitted are to hold good for a period of 90 days.

4.11 No subcontracting will be allowed for this bid.

4.12 The winning bidder will be required to have Public Liability Insurance prior to the signing of a

Service Level Agreement.

4.13 Deregistered and blacklisted companies including directors/owners/individuals linked to the

company, will not be considered. Due diligence will be conducted with successful bidders to

validate submitted information.

4.14 Counter offers by training providers shall not be considered and shall therefore nullify the

offer to the company.

5. SUBMISSION OF BIDS


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5.1 ETDP SETA is entitled to amend any bid conditions, validity period, specifications, or extend

the closing date of a bid before closing date.

5.2 Bidders must submit technical and financial proposals PER PROVINCE in two separate

SEALED envelopes clearly marked as follows:

5.2.1 Envelope A-Technical Proposal “NSC 2nd Chance 2016 Project BID NO: SCMU: 33-2015/16

5.2.2 Envelope B- Financial Proposal “NSC 2nd Chance 2016 Project BID NO: SCMU: 33-2015/16

5.2.3 The financial proposal will only be opened should the technical proposal be found acceptable.

5.2.4 Non-signed price schedule of the financial proposal in “Envelope B” submission will result in

the disqualification of the bid.

5.2.5 One hardcopy must be the original submission, clearly marked "Original”

5.3 Each individual envelope must be clearly marked with the following information:

5.3.1 Name of the RFP: Implementation of the 2016 ETDP SETA NYDA NSC 2nd Chance Project;

5.3.2 Clearly specify the name of the Province that you are applying for; and

5.3.3 Return address label indicating the name and address of the Service Provider.

5.3.4 Submissions must be made in a closed packaging.

5.3.5 Submissions that are faxed, sent via telex, and/ or electronic mail delivery will not be

accepted.

5.4 All submissions received by ETDP SETA will become the property of the ETDP SETA and

will not be returned to the service provider

5.5 All Bids must be completed in 4 hard copies (1 Original and 3 photocopies). These should be

posted or hand delivered to:

The ETDP SETA – Head Office

The Oaks Building

Riverwoods Office Park

24 Johnson Road

Bedfordview

Johannesburg

5.6 Submissions can be delivered into the tender box between 08h00 and 16h30 Monday to

Friday prior to the closing date.

5.7 Closing Date and Time

5.7.1 8 January 2016 at 11:00 am

5.7.2 No late submission will be accepted.

5.8 Enquiries and Contact Person


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NO telephonic or any other form of communication relating to this bid will be permitted

with any other ETDP SETA member of staff either by Bidders (as collective bidding team

or individual of the bidding team), other than with the named individual stated below. ANY

MEANS OF ATTEMPTING TO INFLUENCE ADJUDICATION PROCESS OR OUTCOMES OF

ADJUDICATION PROCESS WILL RESULT IN IMMEDIATE DISQUALIFICATION OF THE

ENTIRE BIDDING TEAM. All enquiries regarding this bid must be in writing only and be

directed to the Supply Chain Manager: Email: [email protected]

mailto:[email protected]

Request for Proposal (RFP) For Implementing the NYDA ... 2nd... · 2.2.3.3 Detailed CV of Centre...

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