INVITATION TO BID
SBD1
BID NUMBER:
NRF|SAASTA /
06
/ 2015-2016
CLOSING DATE
18 September 2015
CLOSING TIME:
11:00
BID DESCRIPTION
TO APPOINT A SERVICE PROVIDER TO PRODUCE A BIMONTHLY ELECTRONIC
NEWSLETTER FOR THE NANOTECHNOLOGY PUBLIC ENGAGEMENT PROGRAMME FOR A
PERIOD OF ONE YEAR.
PREFERENTIAL PROCUREMENT SYSTEM:
(points for price : points for procurement preference)
80:20
BRIEFNG SESSION:
|X| Not Applicable
|_| Compulsory
|_| Not Compulsory
Date and Time:
Not applicable
Locations:
Not applicable
SUBMISSION REQUIREMENTS:
Submission by hand:
Tender Box situated at:
Didacta Building
211 Nana Sita Street (formerly Skinner)
Pretoria
0002
Submission by Courier:
Reception at :
As above on Weekdays between 08:00 and 16:00
Required on Envelope:
Bid Number (as above)
Closing Date and Time
Bidder Details:
Company Name
Postal Addres
Contact Name, contact telephone number and contact e-mail
address
Method of Submision:
Two (2) Envelope System:
Envelope 1 Technical (Proposal and SBD Documents)
Envelope 2 Pricing (Written Offer including SBD 3)
Important Notes:
No bid response received after the deadline date and time will
be considered.
Please ensure that no price is included in Envelope 1
All bids must be submitted on the unaltered official forms in
this invitation with additional information supplied on attached
supporting schedules.
This Bid is subject to the preferential procurement policy
framework act and its 2011 regulations, the general conditions of
contract (NRF website) and special conditions of contract as
stipulated in this invitation.
ENQUIRIES:
Technical:
Joanne Riley (012) 392 9300 / [email protected]
Procedural:
Lindie Muller (012) 392 9300 / [email protected]
BIDDER DETAILS
NAME OF BIDDER:
REPRESENTED BY:
POSTAL ADDRESS:
PHYSICAL ADDRESS:
CONTACT DETAILS:
TELEPHONE:
CODE:
NUMBER:
CELLULAR:
CODE:
NUMBER:
FACSIMILE
CODE:
NUMBER:
E-MAIL:
VAT REGISTRATION NUMBER:
COMPANY REGISTRATION:
PRINCIPLE BUSINESS ACTIVITIES:
TYPE OF COMPANY/FIRM:
[tick applicable box]
|_| Partnership / Joint Venutre / Consortium
|_| Sole proprietor / One Person Business
|_| Close Corporation
|_| Company
|_| (Pty) Limited
|_| Other
COMPANY CLASSIFICATION:
[tick applicable box]
|_| Manufacturer
|_| Supplier
|_| Professional Service Provider
|_| Other Service Provider (e.g. transporter)
Has the original and valid tax clearance certificate been
submitted: (tick)
|_| Yes
|_| No
Has a Preference Claim form claiming your Preference Points
(SBD6.1) been submitted
(a B-BBEE status level verification certificate must support
this claim)
|_| Yes
|_| No
If YES, who was the B-BBEE certificate issued by [tick
applicable box]
An accounting officer as contemplated in the Close Corporation
Act (CCA)
|_|
A verification agency accredited by the South African
Accreditation System (SANAS)
|_|
A registered auditor
|_|
Are you the accredited representative in South Africa for the
goods/services/works offered?
If Yes, please enclose proof.
|_| Yes
|_| No
Is the bid pack split into two envelopes Envelope 1 Technical
and Evelope 2 Awarding
|_| Yes
|_| No
Are certified copies of Certificate of Incorporation (as per
entity type) enclosed?
|_| Yes
|_| No
PAGE SIGNED BY BIDDER: _________________Page 1 of 23
TERMS OF REFERENCE
BACKGROUND TO THE NATIONAL RESEARCH FOUNDATION AND SAASTA
The National Research Foundation (NRF) is a juristic person
established in terms of Section 2 of the National Research
Foundation Act, Act 23 of 1998 and a Schedule 3A Public Entity in
terms of the Public Finance Management Act. The NRF is the
governments national agency responsible for promoting and
supporting research and human capital development through funding,
the provision of National Research Facilities and science outreach
platforms and programs to the broader community in all fields of
science and technology, including natural science, engineering,
social science and humanities.
The South African Agency for Science and Technology Advancement
(SAASTA) is a business unit of the National Research Foundation.
SAASTAs mission is to promote broad public awareness, appreciation
and understanding of science, engineering and technology in South
Africa.
BACKGROUND TO THE NANOTECHNOLOGY PUBLIC ENGAGEMENT PROGRAMME
(NPEP)
Nanotechnology Public Engagement Programme (NPEP), an initiative
of the Department of Science and Technology (DST), is implemented
by SAASTAs Science Communication Unit across all sectors of
society. The NPEP programme was launched in 2008, with the overall
aim to promote a public understanding of nanotechnology, and
engagement with the new emerging scientific discipline. NPEP also
assists in the translation of academic research in nanotechnology
for the public, industry and policy makers, being a service to
these diverse groups of stakeholders. NPEP was born out the
Governments National Nanotechnology strategy. For more details,
visit www.npep.ac.za.
SCOPE / SUMMARY OF SUPPLY
NPEP has been producing an electronic monthly and print-ready
quarterly newsletter since June 2013 in support of the objectives
of NPEP and to facilitate the dissemination of information to
various audiences and facilitate dialogue between stakeholders.
Continuing on the success of the newsletters, NPEP will be
appointing a service provider to develop, produce and distribute
the national nanotechnology bimonthly (one every two months)
newsletters for a period of one year.
The production of the newsletter includes the development of all
content for the newsletter. Included in the scope of the
appointment is the requirement for the appointed service provider
to host workshops to encourage and develop scientists and
postgraduate students to communicate their science with a variety
of stakeholders through the platform of the newsletter and
contribute content to the newsletter.
CONTEXT
The overall objectives of this initiative are to:
4.1. Disseminate information about nanotechnology focusing on
research activities in South Africa;
4.2. Profile South African scientists in nanotechnology
research;
4.3. Share information about events, conferences etc., both
local and international, relating to nanotechnology;
4.4. Inform society across all sectors, including industry,
policy makers, youth and civil society, of local, continental and
international research activities;
4.5. Create awareness around opportunities for industry and
research collaborations;
4.6. Generate public awareness of nanotechnology and its
applications;
4.7. Encourage and develop scientists of all levels to be able
communicate science with a variety of stakeholders and not limited
to peer communities;
4.8. Support the development of a science communication profile
for scientists involved in the appointed service providers project
team.
DETAILED SPECIFICATIONS
(A detailed response [proposal] to the specifications must be
attached to this document which, together with this document, will
form the bid response).
Bidder Requirements
5.1.1 Interested service providers - science content specialists
in the field of nanotechnology, communication specialists and
interested nanotechnology researchers - are requested to submit
proposals for the development and implementation of the NPEP
nanotechnology bimonthly newsletters for a period of one year;
5.1.2 The service provider will be required to include in their
team people with track records in science communication
initiatives, targeting different audience groups. The team must
include a writer and designer, as well as at least one individual
who is actively involved in research in the field of
nanotechnology, with a track record of scientific papers published
in recognised scientific journals. The project team must have at
least 3 years combined experience in science communication, and
each team member must have at least one years experience within
their defined role.
5.1.3 Interested service providers should demonstrate some form
of newsletter involvement in the past or provide information on
similar previous projects (i.e. in written form) that have been
undertaken;
5.1.4 In order to address the organisational mandate on growing
local science communication, the project leader must be a South
African citizen. The scientist (nanotechnology specialist) on the
project team must be a South Africa citizen.
5.1.5 If consortiums/partnerships/joint ventures are formed to
address the requirements of this bid, the bidder will be required
to submit a copy of the joint venture agreement between all
relevant parties and all members will be required to be tax
complaint and provide proof thereof (tax clearance certificate).
Please refer to the Special Conditions of Contract for all relevant
requirements.
Proposal Requirements
Organisations, companies or individuals wishing to respond to
this call need to provide the following information in their
proposal;
5.2.1 Information on the organisational structure/company
profile (if applicable);
5.2.2 Details and curriculum vitae of the project leader and
individuals fulfilling various roles in the project team,
including: writer, designer, nanotechnology specialist (scientist).
The details must show the required combined three years experience
in science communication initiatives and public awareness of
science, and at least one years experience within each defined
role.
5.2.3 The proposal must also define the roles of the various
team members, in particular clearly laying out the role and
involvement of the nanotechnology scientist on the team in the
development of the newsletter.
5.2.4 Details of similar projects, with examples and three
contactable references, in which the team or team members have been
involved.
5.2.5 Design mock-up of possible layout of the newsletter.
5.2.6 The proposal must include a proposed plan for the
development of science communication skills in nanotechnology
scientists and researchers to feed content to the newsletter.
5.1. Product / Services Specifications
5.3.1 The newsletters shall be in digital format and distributed
electronically;
5.3.2 The distribution of bimonthly newsletter should occur by
the last day of every second month;
5.3.3 Bimonthly electronic newsletters are to be created in
Hyper Text Markup Language (HTML) format, with clickable links to
the stories saved in an archive on the SAASTA server. Full stories
will need to be created on the server as pages with images. The
newsletter will act as a teaser, with a heading, key highlights of
the longer article, and thumbnail images to entice readers to click
through, thus driving traffic to the NPEP/SAASTA websites.
5.3.4 Articles and content that appears in the newsletter should
appear on the NPEP website (www.npep.ac.za);
5.3.5 The newsletter shall be in a bulletin-type format in email
providing updates on events, highlighting relevant current news in
nanotechnology, profiling current research developments etc. Each
monthly newsletter should contain a minimum of four articles of
between 700 and 1000 words targeted to various audience groups,
excluding information about upcoming events. Each newsletter should
provide at one more in-depth and insightful article in the form of
an opinion piece from a specialist in the field, of no fewer than
800 words.
5.3.6 The design of the email newsletter template will require
approval by nominated SAASTA staff. Content can be placed within
the template from edition to edition, with images and links to
articles updated;
5.3.7 Each newsletter shall contain content and relevant images
of a high quality appropriate to all audience categories, including
but not limited to scientists, industry, policy makers, youth and
civil society.
5.3.8 The service provider will be required to establish
relationships with relevant individuals, institutions, etc. for the
purpose of assimilating content. The successful service provider
will work with the NPEP programme to identify suitable sources of
content;
5.3.9 The appointed service provider should be able to source
current hot topics in nanotechnology nationally and globally. The
service provider will be required to then contact relevant local
specialists for detailed content on these topics. Each newsletter
must include content that covers local research. Any coverage of
international research must be relevant in the local context and
include input from local researchers;
5.3.10 The service provider may appoint appropriate authors for
the writing of content, but the responsibility for all content
rests with the service provider;
5.3.11 The content of the newsletter shall follow SAASTAs
Scientific Editorial Process (SEP) in liaison with the Science
Editor, and necessary time must be accorded for this process during
planning of each issue;
5.3.12 The Scientific Editorial Process requires that each
article is reviewed by two experts in the discipline/field and be
checked by SAASTAs Science Editor. The NPEP programme will assist
in identifying potential reviewers of content, with whom the
service provider will be expected to liaise;
5.3.13 SAASTA will provide a database of recipients of the
newsletter. The service provider will be required to verify and
expand the current database of stakeholders and recipients of the
newsletter. The database of recipients will be managed and updated
by the service provider. The service provider should provide SAASTA
with an updated database at regular intervals.
5.3.14 The first issue of the newsletter should be distributed
within 8 weeks of the appointment of the service provider.
5.3.15 NPEP and SAASTA will be required to approve the proposed
content for each newsletter, as well as the final content prior to
publishing. Approval will be confirmed by either the NPEP
Coordinator or the Science Editor. Necessary time for approval
should be accorded for in planning.
5.3.16 All content developed, as well as templates and designs
will remain the property of SAASTA. All newsletters must adhere to
branding requirements of SAASTA and NPEP.
5.3.17 The newsletter must draw content from the South African
nanotechnology research community.
5.3.18 Workshops must be implemented by the appointed service
provider to support the nanotechnology research communitys
contribution to the newsletter. The development implementations
should equip scientists and researchers with skills to be able to
write content for the newsletter targeted at various audiences.
5.3.19 A total of three (3) workshops should be hosted, and
across different provinces. The successful bidder will be
responsible for the preparation, facilitation and sourcing of
delegates for the workshops. All travel arrangements, securing of
venue and associated costs of one facilitator will be administrated
by NRF|SAASTA.
5.3.20 Each workshop should be attended by/reach a minimum of
ten students or scientists in the field of nanotechnology. Evidence
in the form of attendance registers will be required to support
this. A report will be required to be submitted after each
development intervention to indicate numbers of participants and
outcomes of the intervention.
5.3.21 Each workshop should align to principles of SAASTAs
structured writing workshops. The structure of each workshop will
be refined in liaison with SAASTA and will require approval by
SAASTA. When possible, the workshops may draw on expertise within
SAASTA.
5.3.22 The appointed service provider will be required to
produce a brief report every six months on items such as, but not
limited to, challenges experienced, number of articles produced,
distribution, feedback.
DOWNSTREAM MAINTENANCE SERVICES, SPARES AND SUPPORT (IF
APPLICABLE)
6.1. The service provider will be required to hand over all
applicable systems (e.g. database of recipients) to SAASTA at the
end of the contract and may be required to provide training in the
handover process.
6.2. NRF|SAASTA may request to extend the contract for a maximum
of a six month period (three issues) at the quoted rate plus a 10%
escalation. This however will be confirmed in writing should the
need arise. This extension, if agreed upon, will be managed on a
bimonthly basis.
QUALITY REQUIREMENTS INCLUDING APPLICABLE STANDARDS (WHERE THESE
EXIST)
The scientific editorial process (SEP) of SAASTA must be adhered
to in the development of newsletter content with the involvement of
the Science Editor at SAASTA. The service provider will be required
to provide documentation supporting the adherence to the SEP. The
SEP will be made available to the serviced provider.
The planned content for each newsletter must be approved by
SAASTA prior to development of content.
The quality of the newsletters presentation and content must be
of standard to achieve the objectives and specifications of the
newsletter as outlined in this document.
The quality of the newsletter will be monitored by
NPEP/SAASTA.
LOCAL CONTENT REQUIREMENTS
The contracted provider is required to be based locally in South
Africa.
The newsletter must include content that covers local research.
Any coverage of international research must be relevant in the
local context and include input from local researchers.
EVIDENCE OF SUPPLY CAPACITY AND CAPABILITY (TECHNICAL MERIT)
Bidders are required to provide a profile of themselves for
evaluation of their capacity to supply the required services. Three
years combined experience in science communication, and the
electronic creation and distribution of newsletters should be
clearly highlighted. Bidders are required to provide curriculum
vita of project leader and relevant project team members, and
demonstrate each team member has at least one years experience
within their defined role.
Bidders are required to provide letters from threecontactable
references, demonstrating their experience in delivering the work
required and the quality of such previous work, in which the
previous clients declare the following:
CRITERIA
POOR
AS REQUIRED
ABOVE EXPECTATIONS
Professionalism
Interpersonal skills
Turn around/completion times
Satisfaction with the work done.
Overall Impression (i.e. would use again)
SELECTION AND AWARDING OF CONTRACT
This Bid is evaluated through a two-stage process. The bid
proposals should be submitted trough a two-envelope system:
Envelope ONE should contain the technical information. Envelope TWO
should contain the pricing information. The Bid number, name of
bidder and closing date must be clearly indicated on each envelope
and labelled as Envelope one and two. The envelopes should consist
of one original document and 5 copies.
Stage 1 Selection of Qualified Bidders
The Bidders Bid response/submission is evaluated against the Bid
invitation specifications as well as the bidders capacity and
capability. The proposal must clearly illustrate the capability to
perform the full scope of work. Only bidders who have submitted
their tender documents on time will be evaluated. Evaluation is
made in accordance to published evaluation criteria and the scoring
set.
Stage 2 Awarding of the Contract
Bidders are compared on a fair and equal basis taking into
account all aspects of the proposals.
The award criteria are:
Price - with the lowest priced Bid on an equal and fair
comparison basis receiving the highest price score as set out in
the 2011 Preference Regulations.
Preference - preference points as claimed in the preference
claim form are added to the price ranking scores and the highest
combined score is nominated for the contract award.
Administration - Contracts are awarded where Bidders have
supplied the relevant administrative documentation, especially the
original Tax Certificate and original or certified copies of
B-BBEEE Certificates (if applicable).
QUALIFYING THRESHOLD FOR SELECTION EVALUATION (STAGE 1)
Bids that have not met a mandatory requirement are marked as
failed and will not be evaluated against the technical
criteria.
Bids scoring less than the minimum OVERALL threshold of 70%are
marked as failed and are not considered for the next stage of
evaluation.
Bids scoring less than the minimum CRITERIA threshold (where
applicable to a specific criterion) are marked as failed and not
considered for the next stage of evaluation
SELECTION ON SPECIFICATIONS AND CAPABILITY AND CAPACITY
Evaluation scoring for all criteria other than the mandatory
requirements is scored on the following basis:
TECHNICAL EVALUATION SCALE
0
1
2
3
4
No Information to make assessment
Poor
Average
Meets Requirements
Above Expectations
Total Evaluation Score= [Score x weighting x number of
evaluators]/ [Maximum score x 100 x number of Evaluators]
MANDATORY REQUIREMENTS FOR THIS BID (has the bid submission met
all mandatory requirements for this bid)
SCORE
NO
ELEMENT
1
The bidder has demonstrated a minimum of three years combined
experience of the team in science communication to a variety of
audiences, and that each team member has at least one years
experience within each defined role.
(Panel will evaluate according to submitted curriculum vita)
|_| Yes
|_| No
2
The bidder has included in the project team at least one
scientist actively involved in nanotechnology research.
|_| Yes
|_| No
3
Three contactable references have been provided that addresses
capability and capacity in the work required. Any three references
are acceptable.
|_| Yes
|_| No
TECHINICAL CRITERIA FOR THIS BID (has the bid submission
displayed capability to deliver according to the scope)
WEIGHT
MINIMUM THRESHOLD
4
Proposed plan for development of science communication in the
field of nanotechnology
Workshops aimed to develop the nanotechnology research community
to feed content to the newsletter, including but not limited to,
how participants will be recruited and how participants will
contribute to the newsletter.
(Panel will evaluate the content of the plan against the above
criteria)
15
5
Supply a design or mock-ups of the electronic newsletter.
(Panel will evaluate on the layout and design)
15
6
Proposed plan for sourcing and management of content.
(Panel will evaluate based on the content of the plan in
relation to the objectives of the newsletter)
15
7
Proposal provides information on how the service provider will
accommodate a variety of audiences by means of the appropriate
content and style of the electronic newsletter.
(Panel will evaluate the approach to different audiences refer
to section 4)
15
8
Proposed plan for expansion of database of recipients of the
newsletter.
(Panel will evaluate the approach to expanding the database)
10
TRACK RECORD
9
Quality of past work.
(Panel will evaluate the previous similar projects as indicated
by the bidder as well as the content of the written references
supplied)
30
TOTAL WEIGHT:
100
CONTRACT MANAGEMENT
13.1 The award of this contract to the selected supply provider
establishes the contract between the NRF and the appointed supply
provider. General conditions of contract apply.
13.2 The contract is inclusive of potential downstream work as
specified in this document where the nature and quantity of
supplies are not determinable at the commencement of this contract.
Such potential downstream supplies follows the process of a
detailed quotation of the supply required, evaluation of the supply
quotation received and, where necessary, request either further
detail or negotiate upon value of supply quoted and the issue of an
official Purchase Order for the agreed supply prior to the
commencement of such supply.
13.3 The appointed service provider will report to the specified
SAASTA project manager.
13.4 Meetings, where needed, will be scheduled between both
parties.
13.5 Design template for bimonthly newsletters must be approved
by SAASTA.
13.6 Proposed plans for articles should be provided to SAASTA
prior to the development of content, at least six weeks in advance
of distribution date of newsletter. Proposed plans will require
approval by SAASTA.
13.7 The service provider is required to follow SAASTAs
Scientific Editorial Process, in liaison with the Science Editor of
SAASTA. The SAASTA project manager and Science Editor must approve
all content prior to distribution of each newsletter.
13.8 The service provider is required to provide a report every
six months, summarising article topics, writers and reviewers, and
development workshops, as well as reporting any challenges.
13.9 The service provider is required to provide attendance
registers of each workshop hosted.
13.10 The successful bidder will be required to attend two
performance management meetings during the contract period to
ensure that all requirements as agreed upon have been met according
to standard.
13.11 The performance of successful bidder will be evaluated
against the following criteria:
a. Has the service provider complied with all the terms of the
contract for the period under review?
b. Has the service provider consistently delivered the required
service/product by the stipulated deadline?
c. Has the service provider consistently delivered the required
service/product according to the purchasers standards?
d. Has the service provider responded to and resolved any issues
raised by the purchaser in an efficient manner?
e. Has the service provider attempted to improve on the
requirements of the purchaser?
PERFORMANCE RATING SCALE
0
1
2
3
4
No Information to make assessment
Poor
Average
Meets Requirements
Above Expectations
Performance Criteria
Weight
Minimum Threshold
Contract Compliance
50%
75%
Customer Satisfaction
40%
50%
Continuous Improvement
10%
0%
Total:
100%
62.5%
i. Contract Compliance the appointed bidder must score at least
a 3 interpreted as Meets Requirements.
ii. Customer Satisfaction the appointed bidder must score at
least a 2 interpreted as Average.
iii. Continuous Improvement this is not mandatory but any
improvement on the stipulated agreement without deviation from the
agreed upon terms of the contract will be interpreted as Above
Expectations.
iv. If the appointed bidder does not meet the minimum threshold
set for the performance measures, the performance will be deemed
unsatisfactory (refer to the special conditions of contract).
CONTRACT PERIOD
The contract will commence with immediate effect upon the
signing of the Acceptance of Written Offer and will continue until
6 issues of the newsletter have been produced and distributed, or
until extended or terminated as provided for in this contract.
SUPPLY DELIVERY VALIDATION
The certificate and the related report of
delivery/installation/progress milestone/commissioning will be
validated by a NRF representative prior to payment of final
invoices.
PAYMENT INTERVALS
The NRF undertakes to pay delivery validated invoices in full
within thirty (30) days from the monthly statement date or upon
agreed payment intervals as accepted in this contract.
Payments will be made after completion of each newsletter.
Payments relating to development workshops will be made after the
completion of the workshop and receipt of the attendance register
to verify the workshops have met the minimum targets.
Payments will only be made if all required reports are up to
date and have been submitted to SAASTA.
No invoices for outstanding deliverables or for any unproductive
or duplicated time spent by the service provider will be validated
for payment. The NRF does not accept predating of invoices.
PRICING SCHEDULE FOR DURATION OF CONTRACT (ENVELOPE 2)
(STANDARD BIDDING DOCUMENT 3.1 AND 3.3)
SBD 3
IMPORTANT NOTE
Only firm prices will be accepted. The price quoted is fully
inclusive of all costs and taxes. No changes or extensions or
additional ad hoc costs are accepted once the contract has been
awarded.
Detailed information is optional and is provided as annexures to
the details provided below unless specific templates have been
supplied.
Bid price in South African currency, foreign exchange risk is
for the account of the Bidder.
Pricing is subject to the addition of Preference Points as
stipulated in the section below - Standard Bidding Document 6.1
Preference claim form
Other: Pricing should be broken down per newsletter and per
workshop.
OFFER VALID FOR
150 DAYS
FROM CLOSING DATE OF THIS BID
BID PRICE IN REPUBLIC OF SOUTH AFRICA (RSA) CURRENCY AND ALL
APPLICABLE TAXES ARE INCLUDED
Item
Quantity
Description of Supplies
Rate/Unit Price
Bid/Quote Price
1
6
Bimonthly Electronic Newsletters
(including all associated costs and/or requirements as per the
specifications)
2
3
Development Workshops
(including all associated costs and excluding all travel)
Total:
B-BBEE STATUS LEVEL OF CONTRIBUTION (as per SBD6.1 below)
Level
Preference Points Claimed
Does the offer comply with the specification(s)?
|_| Yes
|_| No
If the offer does not comply with specification, indicate
deviation(s) in a separate attached schedule.
IMPORTANT NOTE: Extract the SBD 3.1 and include this page in
envelope 2 marked Envelop 2 Pricing
PREFERENCE POINTS CLAIM FORM
(STANDARD BIDDING DOCUMENT 6.1)
SBD 6.1
IMPORTANT NOTE
Bidders will only be awarded B-BBEE points if an original or
original certified copy (copy bearing the original stamp and
signature of a commissioner of oaths) is included in the bid
submission.
If no B-BBEE certificate or copy of a certified B-BBEE
certificate or copy of uncertified B-BBEE certificate is included,
the Bidder will score 0 (zero points) for the B-BBEE Status Level
of Contribution.
(Points claimed must be in accordance with the table reflected
above 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).
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(80/20 system)
Number of points(90/10 system)
1
20
10
2
18
9
3
16
8
4
12
5
5
8
4
6
6
3
7
4
2
8
2
1
0
0
0
EME - Level 3
16
8
EME- Level 4
12
5
Non-compliant
0
0
B-BBEE STATUS LEVEL OF CONTRIBUTION CLAIMED IN TERMS OF THE
ABOVE TABLE
B-BBEE Status Level of Contribution:
=
(maximum of 10 or 20 points)
SUB-CONTRACTING
Will any portion of the contract be sub-contracted
|_| Yes
|_| No
If YES, indicate:
(i) The name of the sub-contractor?
(ii) What percentage of the contract will be subcontracted?
%
(iii) The B-BBEE status level of the sub-contractor?
(iv) Whether the sub-contractor is an EME?
|_| Yes
|_| No
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-BBEE status level of contribution 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 above, 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 Bidder from the bidding process;
b) Recover costs, losses or damages it has incurred or suffered
as a result of that Bidders 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 ten (10) years, after the
audialterampartem(hear the other side) rule has been applied; and
forward the matter for criminal prosecution
v. A Bidder 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.
vi. A Bidder 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 Bidder
concerned, unless the contract is sub-contracted to an EME that has
the capability and ability to execute the sub-contract.
THE NATIONAL RESEARCH FOUNDATIONs CONDITIONS OF CONTRACT
a) National Treasury General Conditions of Contract
General Conditions of Contract, as issued by National Treasury,
are part of this contractual agreement and are made available on
the NRF Website (www.nrf.ac.za. Click on Bids and select Call for
Bids).
The Conditions of Contract stipulated in this Bid invitation
form part of the Conditions of Contract applying to this
document.
b) Bid response preparation costs
The NRF is NOT liable for any costs incurred by a bidder in the
process of responding to this Bid, including on-site presentations
and the proposal a service provider may make and/or submit.
c) Cancellation prior to awarding
The NRF has the right to withdraw and cancel the Bid.
d) Late bids
Bids submitted after the stipulated closing date and time are
not considered.
e) Collusion, fraud and corruption
Any effort by Bidder/s to influence Bid evaluation, Bid
comparisons or Bid award decisions in any manner may result in the
rejection of the Bid concerned.
f) Confidentiality
The successful Bidder agrees to sign a general confidentiality
agreement with the NRF.
g) Validity period
The Bid has a validity period of 150 days from date of closure
of the Bid.
h) Validation of submitted documentation
The NRF has the right to have any documentation submitted by the
Bidders inspected by another technical body or organisation.
i) Presentations and proof of concept
The NRF has the right to call interviews/presentations/pitching
sessions as well as proof of concept sessions with short-listed
service providers before the final selection is done.
j) Intellectual property provided in the bid invitation
All the information contained in this document is intended
solely for the purposes of assisting Bidders to prepare their Bids.
Any use of the information contained herein for other purpose than
those stated in this document is prohibited.
The ownership and intellectual property rights of all designs,
specifications, programming code and all other documentation
provided by the NRF to the Bidder, both successful and
unsuccessful, remain the property of the NRF.
k) Intellectual property contained in the deliverables
The ownership and intellectual property rights of all designs,
specifications, programming code and all other documentation
required as part of the delivery to the NRF reside with the
NRF.
SPECIAL CONDITIONS OF CONTRACT PERTAINING TO THIS BID
a) All clauses including those pertaining to unsatisfactory
performance and delivery as well as penalties as per the Treasury
General Conditions of Contract apply unless stipulated otherwise in
this document.
b) The successful bidder will be required to attend at least two
performance management meetings during the contracted period where
the bidder will be measured according to the criteria stipulated
under point 13 Contract Management.
c) In the event that the performance of the appointed bidder is
declared unsatisfactory or should the appointed bidder fail to
deliver the required service, the following clauses from the
Treasury General Conditions of Contract will be enforced:
i. Clause 21 Delays in Supplier Performance
ii. Clause 22 Penalties
iii. Clause 23 Termination by default
Penalties shall be calculated as follows:
CONTRACT PERIOD
RATE PER R100 OF ESTIMATE
12 Months
2.75 cents
11 Months
3 cents
10 Months
3.5 cents
09 Months
3.75 cents
08 Months
4 cents
07 Months
4.75 cents
06 Months
5.75 cents
05 Months
6.25 cents
4.5 Months
7.5 cents
04 Months
8.5 cents
3.5 Months
9.5 cents
03 Months
11 cents
2.5 Months
13.5 cents
02 Months
16.5 cents
1.5 Months
22 cents
01 Month
27.5 cents
Penalty per day rounded off as follows:
PENALTY AMOUNT
ROUNDED
R 0 R 500
Nearest R5
R 501 R 1 000
Nearest R 10
R 1001 R 5 000
Nearest R 50
R 5001 and above
Nearest R 100
Example of Calculation
Estimated Contract Value:=R 400000.00 (excluding VAT)
Contract Period=12 Months
Calculation=R 400000 x
=R 110.00 per day
Rounded:=R 110.00 per day
Penalties will be calculated proportionally on the estimated
contract value of each phase.
d) In the instance where a joint venture is established to
address the requirements of this bid the following conditions will
apply:
i. A copy of the joint venture agreement must be submitted as
part of the bid response.
ii. All members of the consortium / joint venture / partnership
must be tax compliant and be able to submit valid and original tax
clearance certificates.
iii. The joint venture will be required to submit a consolidated
BBBEE certificate (if applicable)
iv. All members will be required to complete and sign all
relevant Standard Bidding Documents (as per the Supplier
Registration Pack).
v.
SUPPLIER DUE DILIGENCE
21.1 DECLARATION OF INTEREST
(STANDARD BIDDING DOCUMENT 4)
SBD 4
a) Any legal person, including persons employed by the State, 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 an advertised competitive
Bid, a limited Bid, a proposal or written price quotation). 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:
i. The Bidder is employed by the State; and/or
ii. The legal person on whose behalf the Bidding Document is
signed, has a relationship with persons/s person who is/are
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.
b) In order to give effect to the above, the following
questionnaire must be completed and submitted with this Bid.
i. Full Name of Bidder or his/her representative:
ii. Identity Number:
iii. Position occupied in the Company (director, trustee,
shareholder, member):
iv. Registration number of company, enterprise, close
corporation, partnership agreement or trust:
v. Tax Reference Number:
vi. VAT Registration Number:
vii. The names of all directors/trustees/shareholders/members,
their individual identity numbers, tax reference numbers and, if
applicable, employee/PERSAL numbers must be indicated in a separate
schedule including the following questions:
Schedule attached with the above details for all
directors/members/shareholders
|_| Yes
|_| No
c) Are you or any person connected with the Bidder presently
employed by the state? If so, furnish the following particulars in
an attached schedule:
|_| Yes
|_| No
i. Name of person/ director/ trustee/ shareholder/member:
ii. Name of state institution at which you or the person
connected to the Bidder is employed
iii. Position occupied in the state institution
iv. Any other particulars:
d) If you are presently employed by the State, did you obtain
the appropriate authority to undertake remunerative work outside
employment in the public sector?
If Yes, did you attach proof of such authority to the Bid
document? If No, furnish reasons for non-submission of such proof
as an attached schedule
|_| Yes
|_| No
(Note: Failure to submit proof of such authority, where
applicable, may result in the disqualification of the Bid)
e) Did you or your spouse or any of the companys directors/
trustees /shareholders /members or their spouses conduct business
with the State in the previous twelve months? If so, furnish
particulars as an attached schedule:
|_| Yes
|_| No
f) 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? If so, furnish particulars as an attached
schedule.
|_| Yes
|_| No
g) Are you, or any person connected with the Bidder, aware of
any relationship (family, friend, other) between any other Bidder
and any person employed by the State who may be involved with the
evaluation and or adjudication of this Bid? If so, furnish
particulars as an attached schedule:
|_| Yes
|_| No
h) Do you or any of the directors/ trustees/ shareholders/
members of the company have any interest in any other related
companies whether or not they are bidding for this contract? If so,
furnish particulars as an attached schedule:
|_| Yes
|_| No
21.2 DECLARATION OF BIDDERS PAST SUPPLY CHAIN MANAGEMENT
PRACTICES
(STANDARD BIDDING DOCUMENT 8)
SBD 8
a) Is the Bidder or any of its directors listed on the National
Treasurys Database of Restricted Suppliers as companies or persons
prohibited from doing business with the public sector? If Yes,
furnish particulars as an attached schedule:
Note: The Database of Restricted Suppliers and Register for
Tender Defaulters resides on the National Treasurys website
(www.treasury.gov.za) and can be accessed by clicking on its link
at the bottom of the home page.
|_| Yes
|_| No
b) 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)? If Yes,
furnish particulars as an attached schedule:
|_| Yes
|_| No
c) 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? If Yes, furnish
particulars as an attached schedule:
|_| Yes
|_| No
d) 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? If Yes, furnish particulars
as an attached schedule:
|_| Yes
|_| No
21.3 CERTIFICATE OF INDEPENDENT BID DETERMINATION
(STANDARD BIDDING DOCUMENT 9)
SBD 9
I, the undersigned, in submitting this Bid in response to the
invitation for the Bid made by the NATIONAL RESEARCH FOUNDATION, do
hereby make the following statements that I certify to be true and
complete in every respect:
a) I have read and I understand the contents of this
Certificate;
b) I understand that the Bid will be disqualified if this
Certificate is found not to be true and complete in every
respect;
c) I am authorised by the Bidder to sign this Certificate, and
to submit the Bid, on behalf of the Bidder;
d) Each person whose signature appears on the Bid has been
authorised by the Bidder to determine the terms of, and to sign,
the Bid on behalf of the Bidder;
e) For the purposes of this Certificate and the accompanying
Bid, I understand that the word competitor shall include any
individual or organisation, other than the Bidder, whether or not
affiliated with the Bidder, who:
i. Has been requested to submit a Bid in response to this Bid
invitation;
ii. Could potentially submit a Bid in response to this Bid
invitation, based on their qualifications, abilities or experience;
and
iii. Provides the same goods and services as the Bidder and/or
is in the same line of business as the Bidder
f) 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 consortium will not be construed as
collusive bidding.
g) In particular, without limiting the generality of paragraphs
above, there has been no consultation, communication, agreement or
arrangement with any competitor regarding:
i. Prices;
ii. Geographical area where product or service will be rendered
(market allocation);
iii. Methods, factors or formulas used to calculate prices;
iv. The intention or decision to submit or not to submit a
Bid;
v. The submission of a Bid which does not meet the
specifications and conditions of the Bid; or
vi. Bidding with the intention not to win the Bid.
h) 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.
i) The terms of this 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.
j) 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
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.
22. CONTRACT FORM PURCHASE OF GOODS / WORKS / SERVICES
(STANDARD BIDDING DOCUMENT 7)
SBD 7
22.1 PART 1 WRITTEN OFFER (TO BE COMPLETED BY THE BIDDER)
I, the undersigned, hereby undertake to supply all or any of the
goods and/or works described in the attached bidding documents to
the NATIONAL RESEARCH FOUNDATION in accordance with the
requirements and specifications stipulated in this Bid document at
the price/s quoted. My offer/s remains binding upon me and open for
acceptance by the purchaser during the validity period indicated
and calculated from the closing time of Bid.
The following documents shall be deemed to form and be read and
construed as part of this agreement even where integrated in this
document:
SBD1
Invitation to Bid
SBD3
Pricing Schedule
SBD6.1
Preference claims for Broad Based Black Economic Empowerment
Status Level of Contribution in terms of the Preferential
Procurement Regulations 2011
SBD4
Declaration of Interest
SBD8
Declaration of Bidders Past Supply Chain Management
Practices
SBD9
Certificate of Independent Bid Determination
Other:
Treasury General Conditions of Contract
NRF Conditions of Contract
Special Conditions of Contract
Any and all Annexures attached to this document including the
proposal submitted by the Bidder
Any subsequent service level agreement agreed upon by both
parties (if applicable)
Joint Venture Agreement and individually completed SBD forms
Original Tax Clearance Certificate
Original or original certified copy of the BBBEE certificate (if
applicable)
I confirm that I have satisfied myself as to the correctness and
validity of my Bid; that the price(s) and rate(s) quoted cover all
the goods and/or works specified in the bidding documents; that the
price(s) and rate(s) cover all my obligations and I accept that any
mistakes regarding price(s) and rate(s) and calculations will be at
my own risk.
I accept full responsibility for the proper execution and
fulfilment of all obligations and conditions devolving on me under
this agreement as the principal liable for the due fulfilment of
this contract.
I declare that I have had no participation in any collusive
practices with any Bidder or any other person regarding this or any
other Bid.
I certify that the information furnished in these declarations
(SBD4, SBD6.1, SBD 6.2 where applicable, SBD8, SBD9) is correct and
I accept that the state including the NRF may reject the Bid or act
against me should these declarations prove to be false.
I confirm that I am duly authorised to sign this contract.
NAME: (PRINT)
WITNESSES
CAPACITY:
1.
NAME OF FIRM:
DATE:
SIGNATURE:
2:
DATE:
DATE
22.2 PART 2 WRITTEN OFFER
The National Research Foundation acceptance of this written
offer is authorised by a duly delegated official of the NRF and is
communicated through either a written Letter of Award or, dependent
on the complexity, a written purchase order and such proof of
authority is available upon request.
This contract will only be binding once the NRF issues a Letter
of Award appointing the successful bidder.
