www.mqa.org.za
www.mqa.org.za
TERMS OF REFERENCE FOR THE APPOINTMENT OF A PANEL OF SERVICE PROVIDERS TO
EDIT, DESIGN, LAYOUT AND PRINT VARIOUS PROMOTIONAL MATERIALS FOR THE MINING
QUALIFICATIONS AUTHORITY FOR A PERIOD UP TO AND INCLUDING 31 MARCH 2020
1. BACKGROUND
1.1. The Mining Qualifications Authority (MQA) is a Sector Education and Training Authority for the
mining and minerals sector in terms of the Skills Development Act No. 97 of 1998.
1.2. In support of the MQA’s Vision, the Customer Service and Communication Unit seeks to ensure
that all stakeholders in the mining and mineral sector have access to sufficient, appropriate and
accurate information that will encourage participation in skills development initiatives and further
contribute to sufficient, competent skills in the sector.
1.3. Furthermore as per the Customer Service and Communication Strategy and the annual
Communication Plan, there are a number of promotional materials that must be designed, edited
and printed by the unit to create awareness about the various projects that the organisation
offers. These products are then distributed to various MQA stakeholders.
2. OBJECTIVE
The Mining Qualifications Authority (MQA) through a competitive bidding process, wishes to enter
into a Specific Term Contract with suitable service providers to assist with the design, editing and
printing of various promotional material for the MQA that may arise for a period up to and including
31 March 2020. This will include all annual reports, newsletters, folders, note pads, pamphlets,
letterheads, etc.
3. DELIVERABLES
Delivery should be within agreed upon timeframe as stated on specifications that will mostly be
drafted on internal requisitions. The service provider will be responsible to ensure that the services
rendered are in accordance with the specifications and within the prescribed deadlines. The
deliverables for this project would be the types of service that the department may need which
include the following amongst others:
TERMS OF REFERENCE FOR THE APPOINTMENT OF A PANEL OF SERVICE PROVIDERS TO
EDIT, DESIGN, LAYOUT AND PRINT VARIOUS PROMOTIONAL MATERIALS FOR THE MINING
QUALIFICATIONS AUTHORITY FOR A PERIOD UP TO AND INCLUDING 31 MARCH 2020
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Annual report
Books (Career Guidance Handbook, Disability Toolkit)
Brochures (DL, A5, A6, Z-Card)
Evaluation cards
Exhibition visitor registration cards
Flyers (printed and digital formats)
Notepads
Newsletters
Calendars
Letterheads
Complimentary slips
Folders
Business cards
Diaries with inserts
Banners
Advertising templates (printed and digital formats)
Branding requirements (vehicles, internal and external of buildings, etc.)
3.1. A proper specification containing delivery deadlines, quantity, size and artwork for the editing,
design and printing will be provided at a stage of requesting a quotation. Overall the service
provider will be responsible for ensuring that the printed materials are of high quality and produced
within the agreed upon delivery time frames and specification.
3.2. In some instances service providers will also be required to deliver on very short notice.
4. TIME SCHEDULE
The time period allowed for this project is up to an including 31 March 2020. The appointed service
providers will be contracted until 31 March 2020.
5. PROJECT MANAGEMENT
The appointed service providers will be required to each appoint a project manager to manage the
MQA’s accounts, and shall be given instructions by, or shall report to, the Customer Service and
Communication Unit.
5.1 This panel will be generally managed by the Customer Service and Communication Unit.
TERMS OF REFERENCE FOR THE APPOINTMENT OF A PANEL OF SERVICE PROVIDERS TO
EDIT, DESIGN, LAYOUT AND PRINT VARIOUS PROMOTIONAL MATERIALS FOR THE MINING
QUALIFICATIONS AUTHORITY FOR A PERIOD UP TO AND INCLUDING 31 MARCH 2020
Page 3 of 12
5.2 A quarterly management meeting will be held between the appointed service provider(s),
the project manager and a representative from the Customer Service and Communication
Unit where deemed necessary.
6. PROPOSAL REQUIREMENTS
6.1. The proposal must include, but not be limited to the following:
6.1.1. A short profile of the bidder;
6.1.2. A detailed project plan with clear timeframes of delivery e.g. Minimum time required to
print different size / type documents (Production schedules);
6.1.3. Type and duration of the firm’s previous experience, with particular reference to that which is
appropriate or relevant to the project;
6.1.4. Special skills and area of expertise of the firm, which is appropriate or relevant to this
project;
6.1.5. Original valid tax clearance certificate (Mandatory);
6.1.6. Infrastructural capacity for the project;
6.1.7. Details of the cost / fee breakdown for the services to be rendered are not required at this
stage; and
6.1.8. Detailed breakdown of the specifications for the designed material (paper type, paper size,
quantity, etc.) are not required at this stage.
7. PRICING
The amount quoted must be denominated in South African rands, and should include value-added tax
(VAT). Hourly rate quoted for graphic design work should be within the stipulated National Treasury
rate as per Instruction No. 03 of 2017/2018 Clause 4.3. Pricing conditions will be stipulated in the
Service Level Agreement (SLA).The amount quoted should include all the expenses related to the
project quoted for. No additional fees will be entertained thereafter.
8. EVALUATION CRITERIA
8.1. The following criteria will be used in particular as the criteria for the appointment, apart from those
laid down in the Preferential Procurement Regulations, 2017 pertaining to the Preferential
Procurement Policy Framework Act 5 of 2000. Bids will be evaluated individually on score sheets
by a representative evaluation panel according to the evaluation criteria indicated below.
8.2. These functionality criteria will be broken down into a rating of poor, fair, good, very good and
excellent.
The proposals will be evaluated on a five point scale as follows;
TERMS OF REFERENCE FOR THE APPOINTMENT OF A PANEL OF SERVICE PROVIDERS TO
EDIT, DESIGN, LAYOUT AND PRINT VARIOUS PROMOTIONAL MATERIALS FOR THE MINING
QUALIFICATIONS AUTHORITY FOR A PERIOD UP TO AND INCLUDING 31 MARCH 2020
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1 = Poor, does not meet criteria.
2 = Fair, less than acceptable. Not sufficient for performance requirements.
3 = Satisfactory, adequate for the performance requirements.
4 = Very Good, above the average compliance to the requirement.
5 = Excellent, exceptional mastery of the requirement.
KPA ELEMENT WEIGHT Scoring Criteria
KPA FUNCTIONAL 100
Minimum of 5 years
company
experience in
editing, design,
layout and printing.
A brief description of your
organisation and an outline of
your experience over a period of
5 years, highlighting your
experience in editing, design,
layout and printing of documents
such as annual reports and
newsletters.
To be provided from different
clients x3 signed reference
letters for each project (Annual
Reports), on the clients’
letterhead, stating relevance to
the project undertaken,
timeframes and success of
those projects.
25
1= (Poor) One reference letter
submitted for similar work done in
the past year.
2= (Fair) Two reference letters from
different clients submitted for similar
work done in the past two years.
3= (Satisfactory) Three reference
letters submitted from different
clients for similar work done in the
past five years.
4= (Very Good) Four reference
letters submitted from different client
for similar work done in the past six
years.
5= (Excellent) Five reference letters
submitted from different clients for
similar work done in the past seven
or more years.
Minimum of one
project plan
template for an
annual report for a
public entity, and
examples of annual
reports.
Provide a sample of an annual
report project plan, detailing
timeframes, resources (human
and tools), location to be used,
and in line with all relevant
legislative requirements for the
production of an annual report
for submission to parliament on
the due date.
35
1= (Poor) No submission of a project
plan.
2= (Fair) One annual report project
plan submitted, detailing timeframes,
resources, location but not in line
with relevant legislative
requirements.
3= (Satisfactory) Submission of a
TERMS OF REFERENCE FOR THE APPOINTMENT OF A PANEL OF SERVICE PROVIDERS TO
EDIT, DESIGN, LAYOUT AND PRINT VARIOUS PROMOTIONAL MATERIALS FOR THE MINING
QUALIFICATIONS AUTHORITY FOR A PERIOD UP TO AND INCLUDING 31 MARCH 2020
Page 5 of 12
project plan detailing timeframes,
location, resources (human and
tools) to be used, and in line with all
legislative requirements for
producing an annual report for a
public entity.
4= (Very Good) Submission of a
project plan detailing timeframes,
location, resources (human and
equipment) to be used, and in line
with all legislative requirements for
producing an annual report for a
public entity. Submission of two
examples of the previous public
entity annual reports produced by
the company:
X1 2015-2016
X1 2016-2017
5= (Excellent) Submission of a
project plan detailing timeframes,
location, resources (human and
equipment) to be used, and in line
with all legislative requirements for
producing an annual report for a
public entity. Submission of three
examples of the previous public
entity annual reports produced by
the company:
X1 2014-2015
X1 2015-2016
X1 2016-2017
Minimum combined
experience of 10
years, for graphic
designing personnel
Experience of the layout and
graphic designing personnel
assigned to work on the MQA’s
projects:
25 1= (Poor) x 1 CV submitted detailing
relevant experience for one graphic
designing personnel (junior, senior,
or project manager) with experience
TERMS OF REFERENCE FOR THE APPOINTMENT OF A PANEL OF SERVICE PROVIDERS TO
EDIT, DESIGN, LAYOUT AND PRINT VARIOUS PROMOTIONAL MATERIALS FOR THE MINING
QUALIFICATIONS AUTHORITY FOR A PERIOD UP TO AND INCLUDING 31 MARCH 2020
Page 6 of 12
including junior
designer, senior
designer and
project manager (to
have experience in
editing and
printing).
1. X1 junior graphic
designer detailed CV
with at least 2 years
experience in graphic
designing.
2. X1 senior graphic
designer detailed CV
with at least 3 years
experience in graphic
designing.
3. X1 Project manager:
detailed CV with at
least 5 years
experience in editing,
graphic designing,
layout and printing.
in graphic designing and layout.
2= (Fair) x 2 CVs submitted detailing
relevant experience for only two
graphic designing personnel
(combination of junior, senior, or
project manager), in graphic
designing and layout.
3= (Satisfactory) x 3 CVs submitted
detailing relevant experience for
junior (at least 2 years), senior (at
least 3 years) in graphic designing
and layout, and project manager (at
least 5 years), in editing, graphic
designing, layout and printing.
4= (Very Good) 3 CVs submitted
detailing relevant graphic designing
experience of junior designer (at
least two years), senior designer
(more than three years) in graphic
designing layout and project
manager (at least six years) in
editing, graphic designing, layout
and printing.
5= (Excellent) x 3 CVs submitted
detailing relevant graphic designing
experience of junior designer (at
least two years), senior designer (at
least three years) and project
manager (more than seven years) in
editing, graphic designing, layout
and printing.
Site inspection to be
conducted at the
premises of short-
listed bidders.
15 1= (Poor)
Business operated from a
building erected for residential
purposes, i.e. building is also
TERMS OF REFERENCE FOR THE APPOINTMENT OF A PANEL OF SERVICE PROVIDERS TO
EDIT, DESIGN, LAYOUT AND PRINT VARIOUS PROMOTIONAL MATERIALS FOR THE MINING
QUALIFICATIONS AUTHORITY FOR A PERIOD UP TO AND INCLUDING 31 MARCH 2020
Page 7 of 12
being used for non-business
purposes, (e.g. a flat, townhouse,
house, backroom, smallholding,
farm);
Graphic design work (design and
layout) outsourced to a third
party;
Lack of office hardware
(computers);
No in-house industrial printer or
partnership with a printing
company affiliated with Printing
SA.
2= (Fair)
Business operated from a
commercial property leased or
used for business purposes; or a
structure (e.g. house) remodelled
into commercial property and is
leased or used for business
purposes;
No graphic designers in-house;
Design work (design and layout)
outsourced;
No in-house industrial printer or
partnership with a printing
company affiliated with Printing
SA.
3= (Good)
Business operated from a
commercial property leased or
used for business purposes; or
structure (house) remodelled or
leased or used for commercial
TERMS OF REFERENCE FOR THE APPOINTMENT OF A PANEL OF SERVICE PROVIDERS TO
EDIT, DESIGN, LAYOUT AND PRINT VARIOUS PROMOTIONAL MATERIALS FOR THE MINING
QUALIFICATIONS AUTHORITY FOR A PERIOD UP TO AND INCLUDING 31 MARCH 2020
Page 8 of 12
purposes;
Bidder has a minimum of two in-
house graphic designers and a
maximum of three, working in
clearly demarcated office space;
Has designing hardware (e.g.
Apple MacBook, Aser, Dell, etc.)
and software for design and
layout work (e.g. Adobe InDesign,
Serif DrawPlus, CorelDraw, etc.);
Uses services of an industrial
printer offering offset lithography,
digital, screen and inkjet printing,
and printer is affiliated with
Printing SA.
4= (Very good)
Business operated from a
commercial property leased or
used for business purposes; or a
structure (e.g. house) remodelled
into commercial property and is
leased or used for business
purposes;
Bidder has a minimum of three
in-house graphic designers and a
maximum of five, working in
clearly demarcated office space;
Has hardware (e.g. Apple
MacBook, Aser, Dell, etc.) and
software for design and layout
work (e.g. Adobe InDesign, Serif
DrawPlus, CorelDraw, etc.);
Has in-house industrial printers
offering offset lithography, digital,
TERMS OF REFERENCE FOR THE APPOINTMENT OF A PANEL OF SERVICE PROVIDERS TO
EDIT, DESIGN, LAYOUT AND PRINT VARIOUS PROMOTIONAL MATERIALS FOR THE MINING
QUALIFICATIONS AUTHORITY FOR A PERIOD UP TO AND INCLUDING 31 MARCH 2020
Page 9 of 12
screen and inkjet printing, and
business is affiliated with Printing
SA.
5= (Excellent)
Business premises based in
commercial office building (e.g. in
an office park, stand-alone
commercial property);
Bidder has a minimum of four in-
house graphic designers and a
maximum of six, working in
clearly demarcated office space;
Has hardware (e.g. Apple
MacBook, Aser, Dell, etc.) and
software for design and layout
work (e.g. Adobe InDesign, Serif
DrawPlus, CorelDraw, etc.);
Has demarcated area for in-
house graphic designers with
designing hardware (Apple
Macintosh or equivalent) and
software (InDesign, CorelDraw,
etc.);
Has in-house industrial printers
offering offset lithography, digital,
screen and inkjet printing, and
business is affiliated with Printing
SA.
Total 100
TERMS OF REFERENCE FOR THE APPOINTMENT OF A PANEL OF SERVICE PROVIDERS TO
EDIT, DESIGN, LAYOUT AND PRINT VARIOUS PROMOTIONAL MATERIALS FOR THE MINING
QUALIFICATIONS AUTHORITY FOR A PERIOD UP TO AND INCLUDING 31 MARCH 2020
Page 10 of 12
The Minimum Threshold is 65 points
8.3 Proposals and bid documents will be evaluated individually on separate score sheets on
functionality, by a representative evaluation panel according to the evaluation criteria indicated in
these Terms of Reference. All bidders who will score less than 65 out of hundred (100) points for
functionality will not be considered further, and will be regarded as submitting a non-responsive
proposal. Short-listed bidders will be required to do a presentation in person to the department.
8.4 The appointed service providers will only be evaluated on price and B-BBEE as and when they are
requested to submit a quotation for goods or services. During this phase the 20 points for B-BBEE
and price of 80 points will be applied in terms of the Preferential Procurement Policy Framework.
Based on this system the points will be allocated as follows:
Criteria Points
Price 80
B-BBEE 20
Calculating of points for B-BBEE status level of contribution
8.5 Points will be awarded to a bidder for attaining the B-BBEE Status level of contribution in accordance
to the table below:
B-BBEE status Level of
contributor
Number of points (80/20
system)
1 20
2 18
3 14
4 12
5 8
6 6
7 4
8 2
NON – Compliant contributor 0
8.6 Bidders must submit original and valid B-BBEE Status Level Verification Certificate or certified copies
thereof, issued by accredited Verification Agencies by SANAS or Registered Auditor approved by
TERMS OF REFERENCE FOR THE APPOINTMENT OF A PANEL OF SERVICE PROVIDERS TO
EDIT, DESIGN, LAYOUT AND PRINT VARIOUS PROMOTIONAL MATERIALS FOR THE MINING
QUALIFICATIONS AUTHORITY FOR A PERIOD UP TO AND INCLUDING 31 MARCH 2020
Page 11 of 12
Independent Regulatory Board of Auditors (IRBA), together with their bids, to substantiate their B-
BBEE claims. The Exempted Micro Enterprise must submit a letter from the Accounting Officer who is
appointed in terms of Close Corporation Act.
8.7 Bidders who do not submit B-BBEE Status Level Verification Certificate or are non-compliant
contributors to be B-BBEE do not qualify for preference points for B-BBEE.
8.8 The Mining Qualifications Authority (MQA) is an equal opportunity, affirmative action employer. It
shows the same commitment to those who wish to provide services to the Mining Qualifications
Authority (MQA) via the procurement process. It should be noted that regard will be given to those
proposals from persons or companies which were previously disadvantaged, or which show evidence
of skills transfer and representativeness. This does not preclude the formation of consortiums or the
inclusion of proposals on how the projects can be used to further the aims of transformation.
8.9 The MQA may undertake due diligence to qualifying bidders to ascertain functionality.
8.10 The Mining Qualifications Authority reserves the right not to award the bid, to bidders.
9 COMPULSORY DOCUMENTS TO BE SUBMITTED
Scanned Tax Clearance Certificate;
B-BBEE Certificate of Measured Entity (if no certificate is received, a score of zero will be
allocated for evaluation purposes);
Proof of banking details;
Fully completed and appropriately signed SBD form 4;
Fully completed and appropriately signed SBD form 6.1;
Fully completed and appropriately signed SBD form 8; and
Fully completed and appropriately signed SBD form.
10 TERMS AND CONDITIONS OF THE BID
10.1 Awarding of this contract will be subject to the service provider’s acceptance of the Supply Chain
Management’s general conditions of contract.
10.2 The appointed service provider will enter into a service level agreement with the MQA, which will
include:
10.2.1 Period of agreement;
10.2.2 Project objectives and scope;
TERMS OF REFERENCE FOR THE APPOINTMENT OF A PANEL OF SERVICE PROVIDERS TO
EDIT, DESIGN, LAYOUT AND PRINT VARIOUS PROMOTIONAL MATERIALS FOR THE MINING
QUALIFICATIONS AUTHORITY FOR A PERIOD UP TO AND INCLUDING 31 MARCH 2020
Page 12 of 12
10.2.3 Method of communication;
10.2.4 Disputes; and
10.2.5 Termination of contract and other specific matters that will be agreed upon to form part of
the service level agreement.
10.3 The team allocated to project manage the MQA account must be able to work throughout the
project, otherwise written permission to amend the team must be sent to the MQA for approval.
10.4 The MQA reserves the right to terminate the contract in the event that there is clear evidence of
non-performance and or poor quality of work.
10.5 The MQA reserves the right to appoint one or more bidders for the projects.
10.6 The basis of engaging bidders will be on an assignment basis.
10.7 In the event where there are more than one bidders accredited on the bid, and they have the
necessary skills that are required to render a specific service, the MQA will issue out the Terms of
Reference/Specifications to call for bids and award the work accordingly.
10.8 The MQA reserves the right to interview bidder(s) that are short listed for specific assignments
(meaning that bidders may be requested to do presentations for a specific project / assignment).
10.9 The MQA may at its sole discretion, award an assignment or any part thereof to more than one
bidder (s).
10.10 Payments will only be made for acceptable work completed and timeously delivered.
10.11 Any deviation from the project plan should be requested in writing and signed off by the project
manager.
10.12 Any suggestions and or contributions during progress meetings, once accepted by both parties,
shall form part of the contract.
11 CONTACT PERSON FOR TECHNICAL ENQUIRIES
All enquiries related to this bid call must be forwarded to:
Supply Chain Management Enquiries
Ms Tsholo Dilape Tel: (011) 547 2628
E-mail Address: [email protected]
AND
Technical enquiries related to this bid must be forwarded to:
Ms Amanda Masilo Tel: (011) 547 2616
Email Address: [email protected]
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