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BID DETAILS

BID NUMBER: FAS/ZS/COMM/PRSERVICES/CON761

OPEN Date: 12 February 2016

Time: 12h00

CLOSE Date: 04 March 2016

Time: 11h00

DESCRIPTION: Fasset requires the services of a suitably qualified public relations agency that will be responsible for Fasset’s media relations; thus assisting Fasset to successfully talk to and with its audiences. The Public Relations Agency will anticipate, analyse and interpret public opinions, attitudes and issues that might impact Fasset and develop appropriate action and communication programmes in order to achieve the informed public understanding necessary to the success of Fasset’s aims and communication objectives. Become a strategic partner with Fasset for a two (2) year period, commencing 1 April 2016 up to 31 March 2018.

The intention is for the public relations agency to offer the following services:1.1.1 Promote Fasset via editorial coverage1.1.2 Write and distribute press articles1.1.3 Write pitches/opinion pieces (less formal than press

releases) about Fasset and send them directly to journalists1.1.4 Speech writing1.1.5 Create and execute special events designed for public

outreach and media relations1.1.6 Run social media promotions and responses to negative

opinions online1.1.7 Conduct media perceptions studies on Fasset and/or its

messaging1.1.8 Protect, enhance or build Fasset’s reputation through the

media1.1.9 Maintain Fasset’s brand and image,1.1.10 Report on Return on Investment (ROI) for media liaison

BRIEFING SESSION: Yes No X

See division 1 on Special Conditions of Bid and Contract that the bidder

needs to take note of.

DETAILS OF BIDDER

Organisation/individual:Email address:

Please indicate whether it is the original or copy, tick the applicable block

ORIGINAL COPY NR:

Procurement process administered by Fasset

Bid No: FAS/ZS/COMM/PRSERVICES/CON761 Fasset Bid Document

Glossary

GLOSSARY

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

B-BBEE 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 Fasset for the provision of goods, works or services

Contractor Organisation with whom Fasset 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

EME Exempted Micro Enterprise in terms of the Codes of Good Practice

Fasset Sector Education and Training Authority (Seta) for Finance, Accounting, Management Consulting and other Financial Services

GCC General Conditions of Contract

IP Intellectual Property

NIPP National Industrial Participation Programme

Original Bid Original document signed in ink, orCopy of original document signed in ink, or

Submitted Facsimile of original document signed in ink

Originally certified To comply with the principle of originally certified, a document must be both stamped and signed in original ink by a commissioner of

oaths.

SCM Supply Chain Management

SLA Service Level Agreement


SECTION A

DOCUMENTS IN THIS BID DOCUMENT PACK

Bidders are to ensure that they have received all pages (44) of this document, which consist of the following sections:

SECTION ANote: Documents in this section are for information to or the 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 B

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

Section B Part 1: Tax Clearance Certificate (The tax clearance certificate requirements page must not be returned with bids)POPI Act Consent – To be signed by the bidder

Section B Part 2: POPI Act Consent – To be signed by the bidder

Section B Part 3: Special Conditions of Bid and Contract: Special conditions that the bidder needs to accept

Section B Part 4: Declaration of Interest

Section B Part 5: Declaration of bidder’s past SCM practices

Section B Part 6: Certificate of Independent Bid Determination

Section B Part 7: Preference Points Claim form in terms of the Preferential Procurement Regulations 2011

Section B Part 8 Invitation to Bid

Section B Part 9: CV Template

Section B Part 10: Pricing Schedule


SECTION A

SECTION A


PART 1: BACKGROUND

Fasset is a statutory body established through the Skills Development Act of 1998 to enable its stakeholders to advance the national and global position of the industry for finance, accounting, management consulting and other financial services.

The members of a Seta include employers, trade unions, professional bodies, government departments and bargaining councils, where relevant, from each industrial sector. The Seta landscape was revised to 21 Setas in April 2011.

The objectives of Fasset are:

To develop the competence of employees and potential employees:

Improving the quality of life of employees, their prospects of work and labour mobility Improving productivity in the workplace and the competitiveness of employers Promoting self-employment in situations where the sector is experiencing job shrinkage.

To increase the levels of investment in education and training and to optimise the return on this investment

To position this sector as the sector of career choice for prospective learners and entrants into the labour market

To encourage employers and employees to adopt a culture of lifelong learning through:

Using the workplace as an active learning environment Providing employees with the opportunities to acquire new skills Providing opportunities for new entrants and potential entrants into the sector labour market

and enhancing access to opportunities to gain work experience.

To support the objectives of the Employment Equity Act of 1998 To enhance access to learning opportunities and to facilitate the recognition of prior learning To ensure the quality of education and training in the sector To expand the provision of education and training in this sector through sound partnerships with

public and private sector service providers To encourage greater cooperation between the public and private sectors To co-operate with the South African Qualifications Authority and other Setas, in support of the

objectives of the Act

All the bids by Fasset are intended to promote the objectives of Fasset.


Section A 4: Evaluation Process/Criteria

PART 2: BID SUBMISSION CONDITIONS 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 No briefing session will be held.

3 CLARIFICATIONS/ QUERIES

3.1 Telephonic requests for clarification will not be accepted. 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 [email protected] by not later than 12:00 on 24 February 2016. A reply will be forwarded within three (3) working days. All questions and answers will be published on the Fasset website and e-mailed to all prospective bidders 3 working days after 24 February 2016. The bid number should be mentioned in all correspondence. 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 three (3) hard copies , i.e. four documents must be handed in/delivered to:

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

Fasset,Building 3Ground Floor299 Pendoring RoadBlackheathRandburg

OR

* POSTED TO: Communications ManagerFassetP O Box 6801Cresta2118Gauteng

ORHANDED IN AT RECEPTION SITUATED AT(Street address)

FassetBuilding 3Ground Floor299 Pendoring RoadBlackheathRandburg

prior to the official closure time and the bidder must complete and sign the Register which is kept by the Receptionist.

No faxed or e-mailed quotations will be accepted



Respondents should ensure that quotations are delivered to Fasset before the closing date and time to the correct physical address. If the quotation is late, it

will not be accepted for consideration.* Refer to Paragraph 5 below

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).

4.2 Only bids that are submitted as one (1) original and three (3) copies will be accepted as valid and responsive. The original and copies will be distributed to the tender evaluation panel, and must contain the same information and must all be nearly marked and professionally presented.

4.3 NB: Bidders must indicate on the cover of each document whether it is the original or a copy. Copies must be numbered, e.g. Copy 1. The name of the bidder must be clearly indicated on the cover of each document.

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

Bid number: FAS/ZS/COMM/PRSERVICES/CON761 Closing date and time: 04 March 2016 @ 11:00 The name and address of the bidder

4.5 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 even 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 dispatched 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 Fasset via normal post or any other mechanism shall be deemed to be

received at the date and time of arrival at the Fasset 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.

6 DIRECTIONS TO FASSET OFFICES FOR DELIVERY OF BIDS

Respondents should allow time to access the premises due to security arrangements that need to be observed.

6.1 Physical Address:Communications ManagerFassetBuilding 3Ground Floor (bid box is here)299 Pendoring RoadBlackheathJohannesburg



6.2 Directions from N1 Pretoria / Polokwane

Follow the N1 (Ben Schoeman) highway in a southerly direction towards Johannesburg, past Midrand

At the Buccleuch Interchange, follow the signs toward Roodepoort / Bloemfontein onto the N1 highway

Proceed straight on the N1 highway, past the following turnoffs: Rivonia Road, William Nicol, Malibongwe

Take the next turnoff, Beyers Naude Drive and turn left into Beyers Naude Drive After ± 1.9kms, turn right into Pendoring Road Past McDonalds on your left. At the next traffic intersection, turn left into 299

Pendoring (± 300m from the corner).

6.3 Directions from O.R Tambo International Airport

On exiting the airport, follow the signs for Johannesburg, which will lead you onto the R24 highway

The R24 highway links up with the N12 highway just before Gillooly’s Interchange

At Gillooly’s Interchange, follow the signs for Pretoria, onto the N3 highway Travel north on the N3 highway, past the following turnoffs, Linksfield,

Modderfontein, London Road and Marlboro Drive At the Buccleuch Interchange, the N3 highway will become the N1 highway.

Follow the Roodepoort / Bloemfontein signs Proceed straight on the N1 highway, past the following turnoffs: Rivonia Road,

William Nicol, Malibongwe Take the next turnoff, Beyers Naude Drive and turn left into Beyers Naude Drive After ± 1.9kms, turn right into Pendoring Road Pass McDonalds on your left. At the next traffic intersection, turn left into 299

Pendoring (± 300m from the corner).

DIRECTIONS TO FASSET

Bidders should allow time to access the premises due to security arrangements that need to be observed.



7 PAYMENTS

7.1 Fasset 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 Fasset to the Contractor.

7.1.1 The Contractor shall from time to time during the currency of the contract, invoice the Fasset for the services rendered.

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

7.1.3 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 Fasset.

7.1.4 Payment shall be made by bank transfer into the Contractor’s bank 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).

7.2 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.

PART 3: GENERAL CONDITIONS OF CONTRACT1. The General Conditions of Contract must be accepted. The GCC can be downloaded

from the Fasset website. Please refer to link below:http://www.fasset.org.za/Downloads/Procurement/General_Conditions_of_Contract_July_2010.pdf

http://www.fasset.org.za/Downloads/Procurement/General_Conditions_of_Contract_July_2010.pdf

http://www.fasset.org.za/Downloads/Procurement/General_Conditions_of_Contract_July_2010.pdf



PART 4: TERMS OF REFERENCE (TOR)Media Management & Public Relations Services

2 Background

2.1 The Seta for Finance, Accounting, Management Consulting and other Financial Services (Fasset) is a statutory body established through The Skills Development Act, 1998 (Act No 97 of 1998), as amended. The goal of the Act in respect of the Fasset Seta is to influence the effective operation of the labour market, through effective skills development, so as to ensure appropriate supply of competent labour necessary to compete in the global economy” in the sub-sectors that fall within the industrial scope of Fasset.

3 Background to the project

3.1 Fasset has determined media coverage to be a key element of its marketing function in terms of building the brand, communicating successes, benefits and activities and in terms of growing visibility and building support.

3.2 Fasset is seeking to appoint a suitably qualified service provider who will act as Fasset’s media liaison; maintaining Fasset’s high profile brand, building the brand and reporting on developments, successes and benefits for Fasset.

4 Expected outcomes

4.1 Maintain and build the Fasset brand to preserve a standard and unified brand.

4.2 Communicate successes, benefits and activities through press articles and newsletters.

4.3 The services required will include but will not be limited to:

4.3.1 Understanding and knowledge of Fasset as a Seta and its role.

4.3.2 Liaison with the targeted (media) audience.

4.3.3 Planning of articles to be published.

4.3.4 Preparation of articles for publishing or airing.

4.3.5 Facilitation of relationships between Fasset and the targeted media audience.

4.3.6 Provide guidance and advise to Fasset about media opportunities.

4.3.7 Provision of media coaching (where necessary) for Fasset representatives before they interact with the media to prepare them and alert them about how to best handle, especially aggressive journalists. This may include providing background information about the journalist who will be conducting the interview, the specific media organisation/programme, preparing the Q & A with potential questions to ensure they think about the answers before the interview.

4.3.8 Facilitation of 1 media training workshop with Fasset’s identified subject matter experts (a team of 15 individuals in total) to ensure they are media savvy and are always ready to successfully interact with even the most aggressive journalists. Involve practicing journalists in media training so as to give real experience to those being trained.

4.3.9 Manage the account to ensure that multiple requests are provided with equal attention to detail and priority at the same time.



4.3.10 Create and execute special events designed for public outreach and media relations. At least 2 special events of about 30 pax to be arranged annually at a venue which is neutral and accessible by most delegates.

4.3.11 Use and adopt social public relations to enhance interactivity online and manage Fasset’s online reputation.

4.3.12 Conduct media perception studies on Fasset and/or its messaging (at least 1 study over the 2 year contract period)

4.3.13 Protect, enhance or build Fasset’s reputation through the media.

4.3.14 Updating and cataloguing of media material including photographs, press releases, fact sheets and any relevant information that press may be interested in.

4.3.15 Produce user friendly reports on progress requirements including Return on Investment (ROI) reports.

4.3.16 Attend meetings, functions and briefings as and when required.

5 Pricing

5.1 Pricing for the specific requirement are to be based on a monthly retainer fee.

5.1.1 For any public relations campaigns, or media event management services where Fasset identifies the requirement, the successful provider will be requested to provide a quotation for that particular requirement and should Fasset decide to proceed with the request, an order will be placed with the successful provider against the contract with a unique order and/or reference number.

5.1.2 Fasset has listed typical requirements below. Bids that do not cover all the requirements as stated below may be considered non-responsive and may not be considered for evaluation.

5.2 Requirement 1: Understanding and knowledge of Fasset

5.2.1 Conduct the environmental scanning exercise through gathering full information, knowledge and understanding of how Fasset functions, by referring to:

Fasset’s websiteAll Fasset’s publicationsLiaise and meet with Fasset’s representatives as and when necessary Published information on skills development Any other relevant information.

5.2.2 Keep abreast of Fasset’s new developments.

5.2.3 Monitor and track Fasset news online, on print and broadcast media. The scope should include:

Online MonitoringThe successful provider will be required to keep track of Fasset related information published online and make available a summary thereof, electronically on a weekly basis (by 12h00 on Friday). In addition, a link directly to the source must be supplied.

Print Media Broadcast



The successful provider will be required to pick up Fasset news all South African and Foreign Newspapers and extract articles in accordance with Fasset's requirements and provide these cuttings, in a chronological order, electronically to Fasset (as/when Fasset is mentioned).

Broadcast MonitoringThe successful provider will be required to monitor radio and television (TV) broadcasts as agreed to with Fasset and create a summary in accordance to Fasset's requirements and provide these electronically on a daily basis (as/when Fasset is broadcasted).

5.2.4

5.2.5 Fasset will provide the public relations agency with all relevant operational and development information.

5.3 Requirement 2: Media Liaison

5.3.1 Liaison with the targeted media

Acknowledge receipt of media enquiries Contact appropriate persons/audiences i.e. sub editors, editors, specialist

journalists etc and verify their applicability or identify appropriate person as a contact

Create a media contact list Update the created media contact list on a quarterly basis and submit to Fasset Use Fasset’s current media list to identify any media not on the list, which should

appear on the list Discuss applicability with Fasset On receipt of feedback from Fasset, update the list on a regular basis and submit

to Fasset.

5.3.2 Maintenance of regular contact with the targeted media

Prepare a strategic contact plan for major media houses and submit to Fasset on a quarterly basis

Maintain regular contact with the targeted media houses according to the approved strategic contact plan to ensure maximum publicity generation for Fasset

Maximise opportunities for Fasset’s publicity in all media Liaise with Fasset regarding the changing needs of the media for guidance Liaise with Fasset regarding the update of the annual media plan and any

revised needs or requirements.

5.4 Requirement 3: Planning of articles to be published

5.4.1 Preparation of articles to be published or aired. Prepare a plan for newsworthy articles/stories by:

Research and preparation of all press releases, newsflashes, profiles, editorial features, snippets, op-ed pieces and copywriting

Consulting and liaising with Fasset regarding new/newsworthy articles/stories Monitoring publications and other media for appropriate skills development

and/or other special surveys, programmes etc.

5.4.1.1 Prepare the quarterly plan with details and articles/stories and submit it to Fasset for approval.

5.4.1.2 Liaise with the media regarding their requirements on a regular basis



5.4.1.3 Understand each media’s needs.

5.4.1.4 Compile and submit a quarterly plan for all media engagement and include:

Topics StoriesDeadlinesLuncheonsMeetingsAttendance at functions etc

5.4.1.5 Update the quarterly plan with the latest and pertinent information received from Fasset and/or media on a monthly basis and submit to Fasset.

5.5 Requirement 4: Preparation of articles to be published or aired

5.5.1 Obtain relevant information from Fasset timeously.

5.5.2 Obtain the available and relevant supporting material from Fasset timeously.

5.5.3 Format the information as per the media’s requirements in order to meet specific needs.

5.5.4 Submit the formatted information to Fasset for approval.

5.5.5 On receipt of approval from Fasset, submit the approved information to the media within the deadline provided.

5.5.6 Submit to Fasset 9 new articles/stories per quarter aimed at the media, with each containing a minimum of 600 words; one other article per month will be for the professional body update that Fasset contributes to.

5.5.7 The writing style must conform and meet Fasset’s writing style and standard used by the media.

5.5.8 Actively seek out media interview opportunities on either radio or TV shows to position Fasset as a thought leader; to promote Fasset programmes and position the Seta as an active driver of change and transformation in the accounting and financial services sector.

5.6 Requirement 6: Planning and preparation of information and articles for Fasset’s Newsletters

Participate in developing general message themes to be followed and providing articles where necessary for the newsletters. The articles could be opinion pieces that were pitched for the media.

5.7 Requirement 7: Facilitation of relationships

5.7.1 Facilitation of relationship between Fasset and the appropriate media.5.7.2 Develop, pitch and follow up media angles with the appropriate media5.7.3 Use the strategic contact plan to facilitate the building of relationships between Fasset’s

representatives and the targeted media through e.g. well planned luncheons/media briefing meetings etc. and set up meet and greet meetings with key journalists and/or editors.

5.7.4 Management of media interface on behalf of Fasset5.7.5 Invite and ensure attendance of the targeted media at relevant Fasset functions and

events.



5.8 Requirement 8: Reporting, meetings and confidentiality

5.8.1 Completion and submission of comprehensive quarterly reports on publicity generated by the service provider.

5.8.2 Track and analyse the media and report on key issues affecting the sector

5.8.3 Prepare and submit to Fasset a comprehensive quarterly report with the following:

Articles compiled Published or aired articles and media in which the articles appeared or aired Rand value of the published/aired articles using a formula agreed on by Fasset

and the media liaison Meetings held with the targeted media and milestones/achievements thereof The relationship building exercises and milestones/achievements thereof Differentiate between editorial, with no advertising and monetary support,

advertorial and value of advertising support, special surveys and value of advertising and/or monetary support

5.8.4 Arrange and attend progress meetings with Fasset as required.

5.8.5 Minute meeting discussions and distribute to the relevant parties.

5.8.6 Maintain Fasset's standards and requirements at all times.

5.8.7 The media liaison service provider accepts that it has a general duty of confidentiality in dealing with Fasset and all Fasset related information and systems.

5.9 Requirement 9: Social media updates

5.9.1 Run social media PR and respond to negative opinions online

5.9.2 Research key topics and articles and update Fasset social media pages with value-add content.

5.9.3 Visit Fasset social media pages at least twice a week and update the pages with content and work with the Fasset’s communications team in responding to queries, taking into consideration the approval processes before content uploads.

5.9.45.9.5 Build a community of like-minded opinion leaders to start key conversations on Fasset’s

social media pages.

6 Competency and expertise required

6.1.1 Five years proven Public Relations and media liaison experience.

6.1.2 Excellent writing/editing and presentation expertise.

6.1.3 Proven media contacts

6.1.4 Understanding of the skills development arena and Fasset’s role within that arena.

6.1.5 Knowledge and understanding of Fasset’s target audience and the sector members.

6.1.6 The successful provider will have to demonstrate relevant practical experience and skills in:



6.1.6.1 Knowledge and interaction with media.

6.1.6.2 Consulting/advisory services.

6.1.6.3 Reliability.

6.1.6.4 Speed of service delivery.

7 Contract period

7.1 Fasset wishes to contract with a single service provider for a two (2) year period commencing on 1 April 2016 up to 31 March 2018

Examples of Fasset publications can be found on Fasset’s website:Annual ReportsNewslettersPress Releases

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



1 PART 5 : EVALUATION PROCESS

1.1 COMPLIANCE WITH MINIMUM REQUIREMENTS

1.1.1 All bids duly lodged as specified in the Request for Bid will be examined to determine compliance with bidding requirements and conditions. Bids with obvious deviations from the requirements/conditions, will be eliminated from further consideration.

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.

FUNCTIONAL CRITERIAMAXIMUM TO BE AWARDED

Experience of prospective provider 10

At least 4 Years Public Sector experience 5

Understanding of Fasset’s function and its objectives, its role in the skills development arena as well as Fasset’s target audience. 5

Technical approach 75

Proven practical experience and skills with regard to knowledge and interaction with the media, including identifying media needs and maintaining media contact list, maintaining a media strategic contact plan to maximise Fasset exposure to the media.

15

Demonstrated capability to produce a public relations strategy and give an example of three PR campaigns successfully run by the agency. 20

Demonstrated capability to produce and prepare articles for publishing, including soliciting space in appropriate publications 10

Demonstrated ability to run social media campaigns which are aimed at engaging with stakeholders via a multi-channel approach that provides stakeholders with value and keeps client top of mind the next time a micro-moment triggers a reflex to seek answers digitally.

15

Proven ability to produce user friendly media engagement reports; publicity reports and reports on Return on investment (ROI) of articles published 10

Demonstrated capacity/ability to prepare, plan and manage the requirement process to ensure that multiple requests are provided with equal attention to detail and priority at the same time

5

Capability of staff to be used 10

Relevant previous experience of account manager/s or staff assigned to account (to be indicated in CV(‘s)) 5

Proven consulting/advisory services 5

Contactable references 5

Details of previous assignments successfully run in the past 3 years, testimonials and contact information from three (3) clients. 5

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.

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 GROUND OF FUNCTIONALITY

1.3.1 Bids that score less than 70% 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 DETERMINATION OF SCORE FOR PRESENTATIONS

1.4.1 Fasset may decide to have compulsory presentations made either by all bidders who have obtained at least 70% 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.

1.4.2 Presentations shall only affect the marks awarded for functionality. If Fasset 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

1.4.3 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.

1.4.4 A bidder will be disqualified if the combined score for functionality fails to meet the minimum threshold for functionality as per paragraph 1.3.1.

1.5 PRICE AND B-BBEE STATUS LEVEL POINTS

1.5.1 All remaining bids will be evaluated as follows:

1.5.2 90 Marks will be awarded for price and 10 marks will be awarded for the B-BBEE status level certificates submitted. If no certificated is submitted, zero (0) points will be awards. B-BBEE points will be awarded as follows

1.5.3 EMEs are deemed to have a B-BBEE status level four (4) contributor, in instances where EMEs are more than 50% black owned, such enterprise qualify for a promotion to a B-BBEE status level three (3) contributor and points will be awarded accordingly

B_BBEE Status Level of Contributor

Number of Points

1 202 183 164 125 86 67 48 2

No-compliant contributor 0



1.5.4 The 90/10 preference point system will be applied. Points for price and B-BBEE status level certificate will be awarded in accordance with the stipulations in the Preference Point Claim Form in terms of the Preferential Procurement Regulations, 2011.

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

1.5.6 The point scored for the B-BBEE status level certificate for each acceptable quotation will now be added to the price point.

1.5.7 The Evaluation Committee may recommend that the contract be awarded to the respondent obtaining the highest aggregate mark as determined by 1.5.6 or to a lower scoring quotation on justifiable grounds.

1.6 ADJUDICATION OF BID

1.6.1 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.


SECTION B


PART 1 : 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.

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


PART 2 : CONSENT AND ACKNOWLEDGMENTS IN TERMS OF THE PROTECTION OF PERSONAL INFORMATION ACT 2013 (POPI)

This section sets out how personal information will be collected, used and protected by Fasset, as required by the Protection of Personal Information Act. The use of the words “the individual” for the purposes of this document shall be a reference to any individual communicating with Fasset and/or concluding any agreement, registration or application, with the inclusion of each of those individuals referred to or included in terms of such agreement, registration or application.

1. What is personal information?

The personal information that Fasset requires relate to names and surnames, birth dates, identity numbers, passport numbers, demographic information, education information, occupation information, health information, addresses, memberships, and personal and work email and contact details.

2. What is the purpose of the collection, use and disclosure (the processing) of personal information?

Fasset is legally obligated to collect, use and disclose personal information for the purposes of: • reporting Fasset initiatives to the Department of Higher Education and Training;• reporting to National Treasury all contracts awarded ; • obtaining information related to Tax Clearance Certificates from SARS;• Verifying information on the National Treasury database of defaulters;• evaluating and processing applications for registration on the database;• compiling statistics and other research reports;• providing personalised communications;• complying with the law; and/or• for a purpose that is ancillary to the above.

Personal information will not be processed for a purpose other than what is identified (the purpose) above without obtaining consent beforehand.

3. How will Fasset process personal information? Fasset will only collect personal information for the purpose as stated above. Information will be collected in the following manner:

• directly from the individual;• from an agent, work colleague or other duly authorised representative;• from service providers that were provided with services or goods by the individual;• from service providers who provided with services or goods to Fasset; • from Fasset’s own records relating to previous supply of services or goods; and/or• from a relevant public or equivalent entity.

4. To whom will personal information be disclosed?

The personal information may be disclosed to other relevant public or other entities on whose behalf we act as intermediaries, other third parties referred to above in relation to the purpose or who are sources of personal information, service providers such as professional bodies who operate across the borders of this country (trans-border flow of information) where personal information must be sent in order to provide the information and/or services and/or benefits requested or applied for. In the event of another party/ies acquiring all of or a portion of Fasset’s mandate or functions, personal information will be disclosed to that party but they will equally be obliged as we are, to protect personal information in terms of this policy and the law.

5. Consent and Permission to process personal information:

• I hereby agree with the policy and provide authorisation to Fasset to process the personal information provided for the purpose stated.

• I understand that withholding of or failure to disclose personal information will result in Fasset being unable to perform its functions and/or any services or benefits I may require from Fasset.


• Where I shared personal information of individuals other than myself with Fasset I hereby provide consent on their behalf to the collection, use and disclosure of their personal information in terms of this personal information policy and I warrant that I am authorised to give this consent on their behalf.

• To this end, I indemnify and hold Fasset not responsible in respect of any claims by any other person on whose behalf I have consented, against Fasset should they claim that I was not so authorised.

• I understand that in terms of POPI and other laws of the country, there are instances where my express consent is not necessary in order to permit the processing of personal information, which may be related to police investigations, litigation or when personal information is publicly available.

• I will not hold Fasset responsible for any improper or unauthorised use of personal information that is beyond its reasonable control.

Signature : Date :

6. Rights regarding the processing of personal information:

• The individual may withdraw consent to the processing of personal information at any time, and should they wish to do so, must provide Fasset with reasonable notice to this effect. Please note that withdrawal of consent is still subject to the terms and conditions of any contract that is in place. Should the withdrawal of consent result in the interference of legal obligations, then such withdrawal will only be effective if Fasset agrees to same in writing. Fasset specifically draws to the attention that the withdrawal of consent may result in it being unable to provide the requested information and/or services and/or financial or other benefits.

• In order to withdraw consent, please contact the Information Officer at [email protected].

• A copy of the full Fasset policy is available at our offices, situated at Building 3 Ground floor, 299 Pendoring Road, Blackheath, Randburg, South Africa.

• Individuals are encouraged to ensure that where personal information have changed in any respect to notify Fasset so that our records may be updated. Fasset will largely rely on the individual to ensure that personal information is correct and accurate.

• The individual have the right to access their personal information that Fasset may have in its possession and are entitled to request the identity of which third parties have received and/or processed personal information for the purpose. Please note however, that any request in this regard may be declined if:

- the information comes under legal privilege in the course of litigation, - the disclosure of personal information in the form that it is processed may result in the disclosure of

confidential or proprietary information,- giving access may cause a third party to refuse to provide similar information to Fasset,- the information was collected in furtherance of an investigation or legal dispute, instituted or being

contemplated,- the information as it is disclosed may result in the disclosure of another person’s information,- the information contains an opinion about another person and that person has not consented, and/or- the disclosure is prohibited by law.

7. Requesting access and lodging of complaints: • Please submit any requests for access to personal information in writing to Fasset’s information officer

at [email protected].

• With any request for access to personal information, Fasset will require the individual to provide personal information in order to verify identification and therefore the right to access the information.

• There may be a reasonable charge for providing copies of the information requested.

mailto:[email protected]

mailto:[email protected]


• If any request has not been addressed to satisfaction a complaint may be lodged at the office of the Information Regulator.

PART 3 : SPECIAL CONDITIONS OF BID AND CONTRACT

SPECIAL CONDITIONS

1 GENERAL

1.1 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 indicated in a supporting appendix to the application submission.

1.2 Should the bidder fail to indicate agreement/ compliance or otherwise, Fasset will assume that the bidder is 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.

1.4 Fasset shall not be liable for any expense incurred by the bidder in the preparation and submission of a bid.

2 CANCELLATION OF PROCUREMENT PROCESS

2.1 This procurement process can be postponed or cancelled at any stage at the sole discretion of Fasset provided that such cancellation or postponement takes place prior to entering into a contract with a specific service provider to which the bid relates.

3 BID SUBMISSION CONDITIONS, INSTRUCTIONS AND EVALUATION PROCESS/CRITERIA

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

4 NEGOTIATION AND CONTRACTING

4.1 Fasset or its authorised representatives have the right to enter into negotiation with one or more bidders regarding any terms and conditions, including price(s), of a proposed contract.

4.2 Under no circumstances will negotiation with any bidders, including preferred bidders, constitute an award1 or promise/ undertaking to award the contract.

4.3 Fasset shall not be obliged to accept the lowest or any bid, offer or proposal.

4.4 A contract will only be deemed to be concluded when reduced to writing in a formal contract and Service Level Agreement (if applicable) signed by the designated responsible person of both parties. The designated responsible person of Fasset is the CEO.

4.5 Fasset 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.

4.6 Non-acceptance of this paragraph will deem your bid to be non-responsive.

5 ACCESS TO INFORMATION

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

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

1 See GLOSSARY.


SPECIAL CONDITIONS

6 REASONS FOR REJECTION

6.1 The Fasset 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.

6.2 The Fasset may disregard the bid of any bidder if that bidder, or any of its directors: Have abused the SCM system of the Fasset. Have committed proven fraud or any other improper conduct in relation to such system. Have failed to perform on any previous contract and the proof exists.

Such actions shall be communicated to the National Treasury.

6.3 Non-acceptance of this paragraph will deem your bid to be non-responsive

7 GENERAL CONDITIONS OF CONTRACT

7.1 The General Conditions of Contract must be accepted.

8 ADDITIONAL INFORMATION REQUIREMENTS

8.1 During evaluation of the bids, additional information may be requested in writing from bidders. Replies to such request must be submitted, within 3 (three) working days or as otherwise indicated. Failure to comply, may lead to your bid being disregarded.

8.2 No additional information will be accepted from any individual bidder without such information having been requested


9 CONFIDENTIALITY

9.1 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.


10 INTELLECTUAL PROPERTY, INVENTIONS AND COPYRIGHT

10.1 Copyright of all documentation relating to this contract belongs to Fasset. No bidder may disclose any information, documentation or products to other clients without the written approval of the accounting authority or the delegate.

10.2 This paragraph shall survive termination of this contract.

11 NON-COMPLIANCE WITH DELIVERY TERMS

11.1 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 Fasset must be given immediate written notice to this effect. The Fasset reserves the right to implement remedies as provided for in the GCC.

12 WARRANTS

12.1 The Contractor warrants that it is able to conclude this Agreement to the satisfaction of the Fasset.

12.2 Although the contractor will be entitled to provide services to persons other than Fasset, the contractor shall not without the prior written consent of Fasset, be involved in any manner whatsoever, directly or indirectly,


SPECIAL CONDITIONS

in any business or venture which competes or conflicts with the obligations of the contractor to provide Services.

13 PARTIES NOT AFFECTED BY WAIVER OR BREACHES

13.1 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 .

13.2 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.

14 RETENTION

14.1 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 Fasset.

14.2 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.

15 FORMAT OF BIDS

15.1 Bidders must complete all the necessary bid documents and undertakings required in this bid document. Bidders are advised that their proposal should be concise, written in plain English and simply presented.

15.2 Bidders are to set out their proposal in the format prescribed hereunder. This means that the proposal must be structured in the parts noted below. Relevant information not submitted in the relevant part, may not be considered for evaluation purposes.

15.3 Part 1: Special conditions of bid and contract

15.3.1 Bidders must complete and return the Special Conditions of Bid and Contract.Bids submitted without a completed Special Conditions of Bid form may be deemed to be non-responsive.

15.4 Part 2: SARS Tax Clearance Certificate(s)

15.4.1 An original valid SARS Tax Clearance Certificate must accompany the proposal and must be valid at the date of closing of the bid. 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.Bids submitted without an original valid “Tax Clearance Certificate” will be deemed to be non-responsive unless Fasset is already in possession of such an original valid “Tax Clearance Certificate.

15.5 Part 3: Additional Registration Certificates

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

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

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

15.6 Part 4: Declaration of Interest


SPECIAL CONDITIONS

15.6.1 Each party to the bid must complete and return the Declaration of Interest. Bids submitted without a complete and signed Declaration of Interest may be deemed to be non-responsive.

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

15.7.1 Each party to the bid must complete and return “Declaration of bidder’s past Supply Chain Management practices”. Bids submitted without a completed and signed Declaration of bidder’s past Supply Chain Management practices may be deemed non-responsive.

15.8 Part 6: Certificate of Independent Bid Determination

15.8.1 Each party to the bid must complete and sign the Certificate. Bids submitted without a completed and signed Certificate of Independent Bid Determination may be deemed non-responsive.

15.9 Part 7: Preference Points Claim Form in terms of the Preferential Procurement Regulations 2011

15.9.1 Compliance option 1:Bidders other than Exempted Micro Enterprises (EME) in terms of the B-BBEE Act must provide proof of their B-BBEE status level in the form of a certificate.Such certificate must be an original or a certified copy (the certification stamp and certification signature must be original) and issued by a SANAS accredited B-BBEE verification agency or IRBA accredited auditor.

15.9.2 Compliance option 2:Bidders who qualify as Exempted Micro Enterprises in terms of the B-BBEE Act must submit a certificate issued by a registered auditor, Accounting Officer (as contemplated in the Close Corporation Act, Act No 69 of 1984) or an accredited verification agency providing its status by confirming that the total revenue of the contracting entity does not exceed R5 million in the case of the generic score card or that it does not exceed the thresholds as stipulated and approved by the Sector Codes.Such certificate must be an original or a certified copy (the certification stamp and certification signature must be original).

15.9.3 Notes:All B-BBEE certificates submitted must be valid at the closing date of the submission.Requirements for a valid Auditor or Accounting Officer certificate are that the following information should be detailed on the face of the certificate:

The Auditor’s/Accounting Officer’s letter head with full contact details The Auditor’s/Accounting Officer’s practice number The name and the physical location of the measured entity The registration number and, where applicable, the VAT number of the measured entity The date of issue and date of expiry The B-BBEE Status Level of Contribution obtained by the measured entity The total black shareholding and total black female shareholding.

A trust, consortium or joint venture will qualify for points for their B-BBEE status level as an unincorporated entity, provided that the entity submits their consolidated B-BBEE scorecard as if they were a group structure and that such a consolidated B-BBEE scorecard is prepared for every separate tender.Non-compliance may result in a bidder scoring zero (0) for this element. (0) for this element.

15.10 Part 8: Invitation to Bid

15.10.1 Bidders must complete, sign and return the full “Invitation to Bid” document. Bids submitted without a completed and signed Invitation to Bid may be deemed to be non-responsive.

15.11 Part 9: Technical approach

15.11.1 Bidders must submit a description of the methodology and approach that will be used to perform the work as set out in the Terms of Reference. This methodology and approach must demonstrate the bidder’s understanding of the requirement and also of the environment.


SPECIAL CONDITIONS

15.11.2 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 Fasset 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. Indicate the number of hours required to complete each task and the number of hours to be provided by

each team member.

15.11.3 Provide a project plan of activities. In addition to providing details of the estimated number of work days for each activity, bidders are to supply a detailed timetable that identifies when certain activities will be undertaken and over what period they will be spread. The timing of activities, the time needed to complete them, and the order in which they will be undertaken must be explained and justified.

15.11.4 Please note that Section 15.11, Part 9, Technical Approach should be no longer than 20 single-sided A4 pages in Arial 11 (font size).

15.12 Part 10: Team details

15.12.1 In this part that must be returned as part of the submission, bidders must provide details of the team named in the previous part.

15.12.2 For each team member there must be:

A complete curriculum vitae confirming suitability for the position. A format is provided as a guideline only for the compilation of the CVs.

15.13 Part 11: Experience in this field

15.13.1 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 5 years. Contact details of a maximum of 3 organisations for which work was done.

15.14 Part 12: Samples

15.14.1 Sample of work done may be submitted if relevant.

15.15 Part 13: Pricing Schedule

15.15.1 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.

15.15.2 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.

15.15.3 A pricing schedule with one of the specified elements (fees and reimbursable costs) omitted from the costing, may be considered non-responsive.

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

16 Logistics for presentations

16.1 The Fasset or its authorised representative reserves the right to invite bidders for presentations before the award of the bid.


SPECIAL CONDITIONS

16.2 Shortlisted bidders will be given three (3) days advance notice to attend the presentation. The date as well as the detail for the venue and the agenda for the presentations will be provided.

16.3 Presentations will be made to the full Bid Evaluation Committee.

16.4 Under no circumstances will a presentation by any bidder constitute and award or promise/undertaking to award the contract.

I/we herewith accept all the above-mentioned special conditions of the bid. If I/we do consider a deviation therefrom, I have noted those as per the instruction in paragraph 1 (General) above.

Name of applicant:

Signature of applicant:Date:

Reference No: FAS/ZS/COMM/PRSERVICES/CON761

PART 4 : DECLARATION OF INTEREST

1. Any legal person, including persons employed by the State2, or persons having a kinship with persons employed by the State, including a blood relationship, may make an offer or offers in terms of this 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 position in relation to the evaluating/ adjudicating authority where –

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

1.2. 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, trustee, shareholder, etc3):

2.4. Company Registration Number:

2.5. Tax Reference Number:

2.6. VAT Registration Number:

2.6.1. The names of all directors/ trustees/ shareholders/ members, their individual indentify numbers, tax reference numbers and, if applicable, employee/ persal numbers must be indicated in paragraph 3 below

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/ trustee/ shareholder/ member:

Name of State institution at which you or the person connected to the bidder is employed:

Position occupied in the State institution:

2 “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.

3 “Shareholder” means a person who owns shares in the company and is actively involved in the management of the enterprise or business and exercises control over the enterprise


Any other particulars:

2.7.2. If you are presently employed by the state, did you obtain the appropriate authority to undertake remunerative work outside employment in the public sector? YES / NO

2.7.2.1. If yes, did you attach proof of such authority to the bid document? YES / NO

(Note: Failure to submit proof of such authority, where applicable, may result in the disqualification of the bid.)

2.7.3. If no, furnish reasons for non-submission of such proof:

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

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 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 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


3. Full details of directors/ trustees/ members/ shareholders.

Full Name Identity Number Personal Tax Reference No

State Employee Number/ Persal Number

DECLARATION

I, THE UNDERSIGNED (NAME)

CERTIFY THAT THE INFORMATION FURNISHED IN PARAGRAPHS 2 AND 3 ABOVE IS CORRECT. I ACCEPT THAT THE STATE MAY REJECT THE BID OR 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


PART 5 : 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 Fasset’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


PART 6: CERTIFICATE OF INDEPENDENT BID DETERMINATION

I, the undersigned, in submitting the accompanying bid:

FAS/ZS/COMM/PRSERVICES/CON761

(Quotation Number and Description)

in response to the invitation for the bid made by:

Fasset(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 Respondent)

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 consortium4 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; 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

4 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.


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


PART 7: PREFERENCE POINTS CLAIM FORM IN TERMS OF THE PREFERENTIAL PROCUREMENT REGULATIONS 2011

NB: BEFORE COMPLETING THIS FORM, BIDDERS MUST STUDY THE GENERAL CONDITIONS, DEFINITIONS AND DIRECTIVES APPLICABLE IN RESPECT OF B-BBEE, AS PRESCRIBED IN THE PREFERENTIAL PROCUREMENT REGULATIONS, 2011.

1. GENERAL CONDITIONS

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

- the 80/20 system for requirements with a Rand value of up to R1 000 000 (all applicable taxes included); and

- the 90/10 system for requirements with a Rand value above R1 000 000 (all applicable taxes included).

1.2 The value of this bid is estimated to exceed R1 000 000 (all applicable taxes included) and therefore the 90/10 system shall be applicable.

1.3 Preference points for this bid shall be awarded for:

(a) Price; and(b) B-BBEE Status Level of Contribution.

1.3.1 The maximum points for this bid are allocated as follows:

POINTS1.3.1.1 Price 901.3.1.2 B-BBEE Status Level of Contribution 10

Total points for Price and B-BBEE must not exceed 100

1.4 Failure on the part of a bidder to fill in and/or to sign this form and submit a B-BBEE Verification Certificate from a Verification Agency accredited by the South African Accreditation System (SANAS) or a Registered Auditor approved by the Independent Regulatory Board of Auditors (IRBA) or an Accounting Officer as contemplated in the Close Corporation Act (CCA) together with the bid, will be interpreted to mean that preference points for B-BBEE status level of contribution are not claimed.

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. DEFINITIONS

2..1 “all applicable taxes” includes value-added tax, pay as you earn, income tax, unemployment insurance fund contributions and skills development levies;

2.2 “B-BBEE” means broad-based black economic empowerment as defined in section 1 of the Broad-Based Black Economic Empowerment Act;


2.3 “B-BBEE status level of contributor” means the B-BBEE status received by a measured entity based on its overall performance using the relevant scorecard contained in the Codes of Good Practice on Black Economic Empowerment, issued in terms of section 9(1) of the Broad-Based Black Economic Empowerment Act;

2.4 “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 services, works or goods, through price quotations, advertised competitive bidding processes or proposals;

2.5 “Broad-Based Black Economic Empowerment Act” means the Broad-Based Black Economic Empowerment Act, 2003 (Act No. 53 of 2003);

2.6 “comparative price” means the price after the factors of a non-firm price and all unconditional discounts that can be utilized have been taken into consideration;

2.7 “consortium or joint venture” 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;

2.8 “contract” means the agreement that results from the acceptance of a bid by an organ of state;

2.9 “EME” means any enterprise with an annual total revenue of R5 million or less.

2.10 “Firm price” means the price that is only subject to adjustments in accordance with the actual increase or decrease resulting from the change, imposition, or abolition of customs or excise duty and any other duty, levy, or tax, which, in terms of the law or regulation, is binding on the contractor and demonstrably has an influence on the price of any supplies, or the rendering costs of any service, for the execution of the contract;

2.11 “functionality” means the measurement according to predetermined norms, as set out in the bid documents, of a service or commodity that is designed to be practical and useful, working or operating, taking into account, among other factors, the quality, reliability, viability and durability of a service and the technical capacity and ability of a bidder;

2.12 “non-firm prices” means all prices other than “firm” prices;

2.13 “person” includes a juristic person;

2.14 “rand value” means the total estimated value of a contract in South African currency, calculated at the time of bid invitations, and includes all applicable taxes and excise duties;

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

2.16 “total revenue” bears the same meaning assigned to this expression in the Codes of Good Practice on Black Economic Empowerment, issued in terms of section 9(1) of the Broad-Based Black Economic Empowerment Act and promulgated in the Government Gazette on 9 February 2007;

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; and

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. ADJUDICATION USING A POINT SYSTEM

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

3.2 Preference points shall be calculated after prices have been brought to a comparative basis taking into account all factors of non-firm prices and all unconditional discounts;.

3.3 Points scored must be rounded off to the nearest 2 decimal places.

3.4 In the event that two or more bids have scored equal total points, the successful bid must be the one scoring the highest number of preference points for B-BBEE.

3.5 However, when functionality is part of the evaluation process and two or more bids have scored equal points including equal preference points for B-BBEE, the successful bid must be the one scoring the highest score for functionality.

3.6 Should two or more bids be equal in all respects, the award shall be decided by the drawing of lots.

4. POINTS AWARDED FOR PRICE

4.1 THE 80/20 OR 90/10 PREFERENCE POINT SYSTEMS

A maximum of 80 or 90 points is allocated for price on the following basis:

80/20 or 90/10

Ps=80(1− Pt−PminPmin ) or

Ps=90(1−Pt−PminPmin )

Where

Ps = Points scored for comparative price of bid under consideration

Pt = Comparative price of bid under consideration

Pmin = Comparative price of lowest acceptable bid

5. Points awarded for B-BBEE Status Level of Contribution

5.1 In terms of Regulation 5 (2) and 6 (2) of the Preferential Procurement Regulations, preference points must be awarded to a bidder for attaining the B-BBEE status level of contribution in accordance with the table below:

B-BBEE Status Level of Contributor

Number of points(90/10 system)

Number of points(80/20 system)

1 10 202 9 183 8 164 5 125 4 86 3 6


7 2 48 1 2

Non-compliant contributor

0 0

5.2 Bidders who qualify as EMEs in terms of the B-BBEE Act must submit a certificate issued by an Accounting Officer as contemplated in the CCA or a Verification Agency accredited by SANAS or a Registered Auditor. Registered auditors do not need to meet the prerequisite for IRBA’s approval for the purpose of conducting verification and issuing EMEs with B-BBEE Status Level Certificates.

5.3 Bidders other than EMEs must submit their original and valid B-BBEE status level verification certificate or a certified copy thereof, substantiating their B-BBEE rating issued by a Registered Auditor approved by IRBA or a Verification Agency accredited by SANAS.

5.4 A trust, consortium or joint venture, will qualify for points for their B-BBEE status level as a legal entity, provided that the entity submits their B-BBEE status level certificate.

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

5.6 Tertiary institutions and public entities will be required to submit their B-BBEE status level certificates in terms of the specialized scorecard contained in the B-BBEE Codes of Good Practice.

5.7 A person will not be awarded points for B-BBEE status level if it is indicated in the bid documents that such a bidder intends sub-contracting more than 25% of the value of the contract to any other enterprise that does not qualify for at least the points that such a bidder qualifies for, unless the intended sub-contractor is an EME that has the capability and ability to execute the sub-contract.

5.8 A person awarded a contract may not sub-contract more than 25% of the value of the contract to any other enterprise that does not have an equal or higher B-BBEE status level than the person concerned, unless the contract is sub-contracted to an EME that has the capability and ability to execute the sub-contract.

6. BID DECLARATION

6.1 Bidders who claim points in respect of B-BBEE Status Level of Contribution must complete the following:

7. B-BBEE STATUS LEVEL OF CONTRIBUTION CLAIMED IN TERMS OF PARAGRAPHS 1.3.1.2 AND 5.1

7.1 B-BBEE Status Level of Contribution: = (maximum of 10 or 20 points)

(Points claimed in respect of paragraph 7.1 must be in accordance with the table reflected in paragraph 5.1 and must be substantiated by means of a B-BBEE certificate issued by a Verification Agency accredited by SANAS or a Registered Auditor approved by IRBA or an Accounting Officer as contemplated in the CCA).


8 SUB-CONTRACTING

8.1 Will any portion of the contract be sub-contracted? YES / NO (delete which is not applicable) 8.1.1 If yes, indicate:

(i) what percentage of the contract will be subcontracted? ............……………….…%(ii) the name of the sub-contractor? ………………………………………………………………………………………………(iii) the B-BBEE status level of the sub-contractor?…………………………………………..(iv) whether the sub-contractor is an EME? YES / NO (delete which is not applicable)

9DECLARATION WITH REGARD TO COMPANY/FIRM

9.1 Name of company/firm .............................................................................................

9.2 VAT registration number :............................................................................................

9.3 Company registration number …………………………………………………………………

9.4 TYPE OF COMPANY/ FIRM

Partnership/Joint Venture / Consortium One person business/sole propriety 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 company/firm has been in business? ……………………………………

9.8 I/we, the undersigned, who is / are duly authorised to do so on behalf of the company/firm, certify that the points claimed, based on the B-BBE status level of contribution indicated in paragraph 7 of the foregoing certificate, qualifies the company/ firm for the preference(s) shown and I / we acknowledge that:

(i) The information furnished is true and correct;


(ii) The preference points claimed are in accordance with the General Conditions as indicated in paragraph 1 of this form.

(iii) In the event of a contract being awarded as a result of points claimed as shown in paragraph 7, the contractor may be required to furnish documentary proof to the satisfaction of the purchaser that the claims are correct;

(iv) If the B-BBEE status level of contribution has been claimed or obtained on a fraudulent basis or any of the conditions of contract have not been fulfilled, the purchaser may, in addition to any other remedy it may have –

(a) disqualify the person from the bidding process;

(b) recover costs, losses or damages it has incurred or suffered as a result of that person’s conduct;

(c) 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;

(d) restrict the bidder or contractor, its shareholders and directors, or only the shareholders and directors who acted on a fraudulent basis, from obtaining business from any organ of state for a period not exceeding 10 years, after the audi alteram partem (hear the other side) rule has been applied; and forward the matter for criminal prosecution

WITNESSES:

1. ………………………………..

_____________________________SIGNATURE OF BIDDER (S)

2. …………………………………

DATE:………………………………..

ADDRESS:…………………………………..

……………………………………….……….

…………………………………………………


PART 8 : INVITATION TO BID

YOU ARE HEREBY INVITED TO BID FOR REQUIREMENT OF THE

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:

Valid, original Tax Clearance Certificate submitted YES / NO

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 name

VAT registration number

Tax Clearance Certificate submitted YES / NO

Entity name



Entity name



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

Entity name:

Postal address:

Street address:

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

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

Fasset, Block A, Building 3, Ground Floor, 299 Pendoring Road, Blackheath, Randburg

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

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

TOTAL BID PRICE (INCLUSIVE OF VAT)


PART 9: CV TEMPLATE GUIDELINE

Proposed 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)


PART 10: PRICING SCHEDULE

NAME OF BIDDER:

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

ITEM Estimated hours

HOURLY RATE1 April 2016 – 31 March 2017

1 April 2017 – 31 March 2018

1. Understanding and knowledge of Fasset including media monitoring service. Media monitoring for the first 50 units per month on online, print and broadcast platforms.

15 hoursper month

VAT 14 %Hourly rate (VAT incl)

2. Media LiaisonIncludes identifying media needs, maintaining media contact list, maintaining a media strategic plan to maximise Fasset exposure to the media.

16 hours per month


3. Planning of articles to be published 8 hours per month


4. Preparation of articles to be published or aired 4 articles per month


5.Media training workshop for Fasset staff (15 individuals maximum, Fasset will identify these individuals. As outlined on par 4.3.8

1 workshop over the 2 year

period

N/A


6. Planning of information and participating in the process of developing a content plan for Fasset’s Newsletter.

2 hours per month for each issue (3 issues

per annum)VAT 14 %Hourly rate (VAT incl.)

7. Facilitation of Relationships 8 hours per month

VAT 14 %Hourly rate (VAT incl.)

8. MIS Reporting and meetings 8 hours per month

VAT 14 %Hourly rate (VAT incl.)


Period required for commencement with project after acceptance of bid.

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

If not firm for the full period, provide details of the basis on which adjustments will be applied for, for example consumer price index and the month of adjustment thereof.