TERMS OF REFERENCE FOR THE APPOINTMENT OF A … · terms of reference for the appointment of a...

www.mqa.org.za

www.mqa.org.za

TERMS OF REFERENCE FOR THE APPOINTMENT OF A SERVICE PROVIDER TO DEVELOP AND

IMPLEMENT ENTERPRISE ARCHITECTURE USING THE OPEN GROUP ARCHITECTURE FRAMEWORK

(TOGAF), ALIGN IT WITH THE GOVERNMENT WIDE ENTERPRISE ARCHITECTURE AND REVIEW THE

EXISTING IT STRATEGY OR MASTER SYSTEMS PLAN FOR THE MINING QUALIFICATIONS AUTHORITY

1. INTRODUCTION

The Mining Qualification Authority (MQA) is a public entity established in terms of section 45 of the Mine Health and

Safety Act, Act no. 29 of 1996 (MHSA) and regarded as a Sector Education and Training Authority (SETA in terms

of paragraph 4A to the second schedule of the Skills Development Act, Act no. 97 of 1998 (SDA). The MQA is listed

as a schedule 3(a) public entity in terms of the Public Finance Management, Act no. 1 of 1999 (PFMA) and has an

Accounting Authority (the Board) that is constituted in terms of the MHSA, the SDA and its constitution.

2. OBJECTIVE OF THE REQUEST FOR PROPOSALS

The Mining Qualifications Authority (MQA) requires the services of a consulting company to develop an Enterprise

Architecture (EA) to map all processes within the MQA and how they relate and interact to fulfil its mandate.

The EA should be implemented using TOGAF in line with the Government Wide Enterprise Architecture. The

ultimate objective is the delivery of a blue print for the development of an agile enterprise resource planning system

(ERP system) that will:

Enhance consistency, compliance and efficiency within each process in value chain

Enhance interoperations and interactions between all the processes within the value chain.

Enhance interoperations and interactions between the MQA processes and external systems of the

stakeholders, including, employers in the mining and minerals sector, the department of higher education

and training, Higher education institutions such as universities, universities of technologies as well as

Technical and Vocational Training institutions.

Enhance agility and adaptation to future developments in the education and training environment.

3. ORGANISATION AND BROAD INFORMATION SYSTEM NEEDS

The MQA comprises of the following operations and support business units, with the following broad information

system needs:

Skills Development and Research Unit

Online submissions of Workplace Skills Plans (WSP) and annual Training Reports (ATRs), assessment and

evaluation thereof, approval of mandatory grants and payment thereof as well as reporting. Data analysis and

correlations. Pulling and manipulating data reports in real time for reporting purposes.





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Education and Training Quality Assurance Unit

The ETQA unit is responsible for the following functions

The system should cater for Assessment Centres and be able to generate an AC accreditation number, AC should be linked

to programmes and the system should be able to generate a detailed report of Assessment Centres.

Housing and allocation of Online Assessment instruments to AC. Online Accreditation of Training Providers, Online Assessor

and Moderator Registration, Online creation of Workplace Approval Providers. Uploading of QCTO qualifications, part

qualifications (This will be parallel to the unit standards based qualifications and SP’s as these will still be in operation until it

is completely phased out). Uploading of learnerships against QCTO qualifications and part qualifications. (System must

provide for previous unit standard based learnership upload). Uploading of learning material (per module on the QCTO

qualifications and unit standard based). Uploading of the current modular based artisan qualifications.

Capturing of learner assessments, uploading of documents, create and re-issue certificates, reporting in all areas.

Capturing of Learner Assessments, Uploading of documents, Linking of Learners to the programme for non-contractors, Generation of reports (modular based)

Learning Programmes: Strategic Projects Unit

The learning Programme: Strategic Projects unit is responsible for the administration of the following strategic projects. We

register learners on these projects and we disburse grants.

- Maths and Science project

- Bursaries

- Work Experience

- Internship Programme

- Candidacy Programme

- Workplace Coaches

- Management Development Programme

- TVET College Support

- Higher Education Institutions Lecturer Support

Learning Programmes: Operations Unit

The learning programmes Operations Unit, is responsible for the following: - Non- Artisans - Artisans - AET - OHS - FLC

For Non Artisans and Artisans, we rely on the employer/ provider to create learners on Management information system and also upload the signed skills agreement on management information system. The skills agreement must be signed by the training provider, learner and employer. The skills agreement must be accompanied by a clear and certified ID copy, certified academic record, contract of employment and a training plan. It is the responsibility of the administrator to make sure that everything is in order

For AET, OHS and FLC, we rely on the employer/ provider to create learners on management information system and also upload the signed skills agreement on Management information system. The skills agreement must be signed by the training





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provider, learner and employer. The skills agreement must be accompanied by a clear and certified ID copy. The administrator then links the learner to the grant and then make payment.

Strategic Planning Unit

The Strategic Planning unit is responsible for the administration of the following strategic functions

- Coordination of the Development of MQA Strategic plan

- Coordination of the Discretionary Grant application Process (online application process)

- Reporting of Organisation performance

- Ensure effective implementation and Maintenance of the ISO 9001:2008 Quality Management system

- Ensure effective implementation and functioning of the MQA MIS

- Coordination function for AG audit and internal audits

Stakeholder Relations Unit

The unit is responsible for the implementation of Mine Community Programme and the support or rather the coordination and

facilitation of the core business of the MQA, that Is Programme 4 in general. Currently we are functioning manually and with

no system whatsoever to assist the smooth running of our job. Our vision is to have a system that will assist with the following:

- Give a comprehensive information and plans of each province annually

- Link the above to the sectoral mandate

- Link the above to the number of employers/ and relevant stakeholders

- Indicate a number of possible partnerships

- Indicate a number of possible strategic projects

- Show planned interventions vis-s vis the planned interventions

- Provide a report on a click of a finger as to the gaps and need for interventions within different units

- Capture all the relevant data of all projects, costs and- progress within the SETA per region

- Have a GPS that indicate the distances between interventions in a province

- Show clear applications on the principles of Project Management as per PMBOK

- Communicate with partners on relevant interventions and possible partnerships

- Calculate costs of running a province in terms of HR, costs and timelines

- Indicate current risks and anticipated risks.

Risk, Monitoring and Evaluation Unit

Validation The M&E perform the validation of APP and QMR performance against source documents prior to submission

of the following accountability reports to the executive authority. Learner Verification Develop a learner verification plan,

schedule and conduct visits to employers or training providers at intervals prior to grants payments. On a monthly basis

provide the unit with complete information regarding funded learners. Risk management. the risk management activities

through the M&E Unit is fully embedded, the monitoring of action plans arising from assurance, and activities are in the

process of being fully integrated into wider performance reporting. Business Continuity Business continuity framework

which encompasses planning and preparation to ensure that an organization operate well in case of serious incidents or

disasters and is able to recover to an operational state within a reasonably short period has been developed and is in

the process of being fully implemented. Combined Assurance Model In line with approved risk management policy,

draft king iv and other applicable policies we have implemented combined assurance model within the MQA. This

includes tracking implementation of risk mitigating strategies, assurance on the level of compliance with the SLAs

signed with training providers. Compliance The compliance policy was recently approved by the board and is being

implemented. Our approach as M&E is to track the level of compliance with certain legislative provision and provide





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assurance as second line of defence. The benefit of compliance is that it decreases risk of fines, penalties, work

stoppages, lawsuits or a shutdown of your business. Fraud Prevention In line with the zero tolerance approach to

fraud, corruption and related activities, we report and investigate all known incidents in line with the approved Fraud

Prevention Policy. Evaluation. Evaluation shall measure whether or not what was planned has had the intended

impacts and ascertain reasons for not achieving the intended impacts. For the purposes of M&E policy framework

evaluation is a systematic collection and objective analysis of evidence on MQA policies, projects, activities, systems

and processes. Whether the benefits of an intervention outweigh the related costs. Audit Tracking Internal and external

reports are populated in the tracking register and communicated to the units which exceptions were raised against.

Subsequently inputs are received and handed to the internal audit to test adequacy of the implemented plans.

Customer Service and Communication

The Customer Service and Communication Unit is responsible for internal and external research and communication

initiatives, directed at existing and potential stakeholders, using various communication tools such as printed, electronic

and face-to-face media. It is charged with strategically positioning the MQA in the minds of its stakeholders and ensuring

the effective management of the organisations reputation. Through its internal communication efforts, it ensures the

readiness of the MQA as an organisation, and its internal stakeholders, to fulfil the mandate of the MQA. Additionally, it

ensures its customers are awarded the best possible service enabled through accurate record keeping of all interactions

through the Customer Relationship Management (CRM) system, the recording of traffic on the MQA website, and

recording call activity at reception through the Nashua telephony system.

Human Resource Unit

HR Core function includes the following: Recruitment and selection, policy development, Change Management, Payroll

Management, Job Design and Evaluation, Performance Management, Employee wellness, IOD, Job Profiling, Training

and Development, Personnel File maintenance.

Legal and Governance Unit

The Legal and Governance Unit provides comprehensive legal services to all units of the MQA. This Unit focuses on

providing strategic support to the MQA for legal, compliance and governance matters. The services provided by the Legal

and Governance Unit include the following:

- Drafting, monitoring and training on all MQA Agreements;

- Ensuring that the MQA complies with all relevant legislation;

- Identification, management and mitigation of all legal and governance risks;

- Development and maintenance of all stakeholder/customer relationships;

- Tracking and monitoring of service provider performance against agreed obligations; and

- Professional legal service to the organisation.

Facilities and Office Management Unit –

The facilities & office management unit is responsible for the day to day facilities management of the MQA premises. Our primary activity is to ensure effective planning, management and monitoring of all aspects related to the Building/Business premises at the MQA. Ensure that quality standards and safety are maintained and continually improved.

The responsibilities will include but limited to the following duties: - Planned preventative & reactive maintenance.





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- Financial reporting. - Risk management - Occupational health, safety & environmental management - Travel management - Security management - Office management - Physical document management - Procurement & Contract management - Courier management

Finance Unit

Finance unit is responsible for ensuring prudent financial management of the organisation. Finance function includes:

Management of revenue, expenditure, liabilities and debtors, Financial Asset management, Physical Asset

Management, Budgeting, Internal Controls and Businesses Processes, Financial Reporting and ensuring compliance

with applicable financial regulations and prescripts in the public sector.

Project Accountancy

The Project Accountancy unit is a sub-unit within Finance unit reporting to the CFO. The unit’s role is to prepare the

discretionary commitment registers. The unit serves as a linking between Finance and Operations ensuring the

reconciliation of the I-Share system (Operations) with the Microsoft dynamics GP (Finance). Manual and computerised

systems are used during the reconciliation processes requiring advance Microsoft excel skills. Programmes not using

the I-share system are accountant for manual and reconciled with the Microsoft dynamics GP.

Supply Chain management unit

The Supply Chain Management Unit is responsible for the following activities within the MQA businesses:

- Online processing requisitions and issue orders within the stipulated time frames

- To assist End-users to ensure that specifications and terms of reference are drafted clearly and unambiguous

- Facilitate the appointment and coordination of Bid Specification, Evaluation and Adjudication Committees

- Provide assistance to all Directorates within the MQA Offices by limiting and avoiding Irregular, Fruitless, and

Unauthorised & Wasteful Expenditure

- Assist MQA to comply with Procurement Plan

- Report on Supply Chain Management performance to Audit Committee meetings

- Provide effective feedback on SCM requests submitted to SCM Unit

- Ensure that payment packs are correctly filed and all supporting documents are attached

- Ensure timely reporting to National Treasury on compulsory reports

IT Unit

The Information Technology Unit is responsible for the following activities within the MQA businesses:

- Management of an online IT incidents logging system that is ITIL compliant

- IT infrastructure management

- Online network infrastructure and connectivity monitoring

- Desktop support

- Online document management and archiving





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4. SCOPE OF WORK

The scope of the work comprises

4.1 Development of an Enterprise Architecture

4.1.1 Set the tone and direction for the development of the EA and setting up interactive workshops with all unit

managers and other key role players.

4.1.2 Define and fully document all the MQA processes as they are “As Is”, the existing interoperations and interactions

and how they are currently supported by existing information systems and in this respect,

(a) Deficiencies of the processes,

(b) Adequacy of interoperations or interactions or weaknesses thereon including process or system

dependencies and conflicts.

(c) Interoperations and interactions must include process dependencies and set up of process

predecessors and successors,

(d) Consistency and efficiency of the processes and the systems supporting them including data

including system input methods, processing, output and reporting in relation to internal data

entry and output and data entry and output requirements of key current and future

stakeholders,

4.1.3 In consultation with the relevant unit managers, prepare a roadmap to get to a future state “To Be” in respect of

4.1.2 and make recommendations to address all process and system deficiencies, inconsistencies,

inefficiencies, inadequacies in streamlining dependencies, process and system conflicts, data input in relation

to key stakeholders,

4.1.4 Develop EA blueprints, standards, and specifications based on the findings.

4.1.5 On approval of recommendations, develop the enterprise architecture for the MQA

4.1.6 Identify EA domains that need to be prioritized,

4.1.7 Review the existing IT strategy or IT Master Systems Plan for alignment to the enterprise architecture

and revise where gaps are identified,

4.1.8 Develop an EA communication strategy for the MQA to ensure adoption,

4.1.9 Identify EA enabling tools or propose any that will best suit the MQA needs,

4.1.10 Provide estimate time scales and budget provisions for the implementation of the recommendations.

5 EXPECTED OUTCOMES AND DELIVERABLES

The Service Provider is expected to deliver the following;

5.1 Meetings with relevant unit managers and stakeholders,

5.2 Conduct workshops with individual business units and cross unit workshops,

5.3 Mapping of current processes and weaknesses as per 4.1.2 above documented according the

relevant standards,

5.4 Mapping of the enterprises architecture in summary and in detail, documented according to the

relevant standards,

5.5 A revised IT strategy or IT Master Systems Plan informed by the enterprise architecture

5.6 Develop training manuals and training of employees





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6 INTERGRITY AND CONFLICT OF INTEREST

6.1 The service provider shall, at all times, exhibit the highest level of integrity in the performance of all professional

assignments and will accept only assignments for which there is a reasonable expectation that the assignment will

be completed with professional competence. The successful service provider is required to conduct the

assignment and compile the required reports with the utmost integrity and honesty and collect sufficient

appropriate evidence to ensure that the ultimate enterprise architecture will assist the MQA to achieve its mission.

7 PROJECT MANAGEMENT

The service provider appointed shall be given instructions by, or shall report to the appointed project manager.

8 PROJECT PROPOSAL

The service provider wishing to submit proposals are required to include documents of statements on the

following:

6.1.1. A short profile of the service provider ;

6.1.2. Suitable human resource expertise to undertake the research of this nature

6.1.3. Details of administration and financial controls, monitoring and evaluation in place;

6.1.4. Auditing controls in place;

6.1.5. Infrastructural capacity for the project; (provide a list)

6.1.6. Number and equity profile of the project team and their experience;

6.1.7. Project plan showing how the institution will manage the project;

6.1.8. Details of the cost / fee breakdown for the services to be rendered;

6.1.9. One (1) set of original proposal documents accompanied by four (4) copies;

6.1.10. Original valid tax clearance certificate (Mandatory).

7. PROJECT OUTLINE

The Service Provider is to submit a comprehensive project outline with deliverables and milestones for

consideration and approval by the MQA.

8. PROJECT PLAN

Based on the information provided in this document, the service provider is to submit a project plan with

timelines, which the prospective service provider deems suitable for the delivery of the proposed project. The

MQA will consider and approve of the project plan before commencement of the project.

9. PROJECT PRICING

9.1 The amount quoted must be denominated in South African Rand value, and should include VAT.

9.2 The rates quoted may not exceed the rates prescribed by National Treasury instruction note\s on cost

containment measures being either:

(a) The "Guide on Hourly Fees Rates for Consultants", as issued by the Department of Public Service

and Administration (DPSA); and or

(b) The Auditor General rates





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(c) Remuneration guidelines issued by professional service organisations or relevant regulatory bodies

10. EVALUATION CRITERIA

10.1. Proposals for the appointment of the service provider will be evaluated on functionality, price and BBBEE

status in accordance with the Supply Chain Management Procurement policies (Preferential Point System).

10.2. The following criteria will be used in particular as the criteria for appointment, apart from those laid down

in the Preferential Procurement Regulations, 2017 pertaining to the Preferential Procurement Policy

Framework Act 5 of 2000. Bids will be evaluated individually on score sheets by a representative evaluation

panel according to the evaluation criteria indicated below.

10.3. These functionality criteria will be broken down into a rating of poor, fair, good, very good and excellent.

1=poor 2=fair 3=good 4=very good 5=excellent

KPA ELEMENT WEIGHT SCORING MATRIX

Experience of the

firm in undertaking a

project to implement

enterprise

architecture and

review IT strategy

Proven experience and

expertise in implementing

enterprise architecture (supply

proof of 3 signed

comprehensive reference

letters narrating similar work

done. The letters should not

be less than 5 years old)

25 1 = No reference letters

provided

2 = 2 reference letters

provided

3 = 3 reference letters

provided

4 = 6 references provided

5 = 7 or more references

provided

Capacity and

expertise to

implement enterprise

architecture and

review IT strategy

Capable human resources (3

or more CVs of suitably

qualified team to be part of this

project)

CVs should include individual

certification and experience of

each team member in TOGAF

25 1 = No CVs provided

2 = 2 CVs provided with

relevant certification


relevant certification


required supporting

documents and a copy of

TOGAF certificate for at

least one team member


required supporting

documents and a copy of

TOGAF certificates for 2

or more team members

Proof of similar work

done elsewhere

Provide extracts of an

Enterprise architecture and IT

strategy

15 1 = No extracts provided

2 = Either or 1 of the

extracts provided





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3 = Both extracts provided

with relevant information.

4 = Comprehensive

extracts provided

5 = In-depth EA and IT

strategy provided

Knowledge/Skills

transfer to MQA IT

staff

Demonstrate how they will

transfer skills during project

implementation and post

project implementation

(Provide extract of training

plan)

15 1 = No training plan

provided and user manual

2 = Training plan with no

training layout provided

3 = Detailed training plan

provided


provided with manual


provided with manual and

CV of training facilitator

Proposed Project

Plan

Including cost, timeframes,

and resource allocation.

20 1 = No plan submitted.

2 = Plan with either costs

or resource allocation.

3 = Plan submitted with all

the requirements

4 = Plan submitted with all

the requirements and

milestones of each phase.

5 = Comprehensive Plan

submitted with all the

requirements and

milestones of each phase,

exceeding expectations.

Total 100

The minimum threshold is 65 points

10.4. Proposals will be evaluated in two phases. In the first phase, the documents will be evaluated individually on

separate score sheets on functionality, by a representative evaluation panel according to the evaluation

criteria indicated in these Terms of Reference. All service providers who will score less than 60 out of

hundred (100) points for functionality will not be considered further, and will be regarded as submitting a non-

responsive proposal. Short-listed service providers may be required to do a presentation in person to the

department.





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10.5. During the second phase of the proposal will be evaluated using the 80/20 preference points system in

accordance with the PPPFA guidelines. Based on this system the points will be allocated as follows:

Criteria Points

Price 80

B-BBEE 20

Total 100

10.6. During the second phase the 20 points principle for B-BBEE Status will be applied in terms of the

Preferential Procurement Policy Framework, 2017 and price of 80 points. Bids will be evaluated on points

whereby 20 equals to B-BBEE Status level of contribution(BEE) Preferential Points as allocated below:

10.7. Calculating of points for B-BBEE status level of contribution

10.8. Points will 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)

1 20

2 18

3 14

4 12

5 8

6 6

7 4

8 2

NON – Compliant contributor 0

10.9. Service Providers must submit original and valid B-BBEE Status Level Verification Certificate or certified

copies thereof, issued by accredited Verification Agencies by SANAS or Registered Auditor approved by

Independent Regulatory Board of Auditors (IRBA), together with their bids, to substantiate their B-BBEE

claims. The Exempted Micro Enterprise must submit a letter from the Accounting Officer who is appointed

in terms of Close Corporation Act.

10.10. Service Providers who do not submit B-BBEE Status Level Verification Certificate or are non-compliant

contributors to be B-BBEE do not qualify for preference points for B-BBEE.

10.11. The Mining Qualifications Authority (MQA) is an equal opportunity, affirmative action employer. It shows the

same commitment to those who wish to provide services to the Mining Qualifications Authority (MQA) via

the procurement process. It should be noted that regard will be given to those proposals from persons or





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companies which were previously disadvantaged, or which show evidence of skills transfer and

representativeness. This does not preclude the formation of consortiums or the inclusion of proposals on

how this project can be used to further the aims of transformation.

10.12. The MQA may undertake a due diligence to qualifying service provider (s) of functionality.

10.13. The Mining Qualifications Authority reserves the right not award the project, to service providers.

11. TERMS AND CONDITIONS OF THE PROPOSAL

11.1. Awarding of this contract will be subject to the service provider’s acceptance of the Supply Chain

Management’s general conditions of contract.

11.2. The appointed service provider will enter into a service level agreement with the MQA, which will include:

11.2.1.1. Period of agreement;

11.2.1.2. Project objectives and scope;

11.2.1.3. Method of communication;

11.2.1.4. Disputes; and

11.2.1.5. Termination of contract and other specific matters will be agreed upon to form part of the

service level agreement.

11.3. The MQA reserves the right to terminate the contract in the event that there is clear evidence of non-

performance;

11.4. The MQA reserves a right to appoint one service provider or more than one.

11.5. The basis of engaging service providers will be on an assignment basis.

11.6. In the event where there are more than one service provider accredited on the bid, and they have the

necessary skills that are required to render a specific service, the MQA will issue out the Terms of

Reference/Specifications to call for proposals and award the work accordingly.

11.7. The MQA reserves the right to interview service provider(s) that are short listed for a specific assignment

(meaning that service providers may be requested to do a presentation for a specific project / assignment).

11.8. The MQA may at its sole discretion, award an assignment or any part thereof to more than one service

provider(s).

11.9. Payments will only be made for acceptable work completed and delivered.

11.10. Any deviation from the project plan should be put in writing and signed by the project manager.

11.11. Any suggestions during the progress meetings, once accepted by both parties, shall form part of the

contract.





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11.12 As part of due diligence, MQA will conduct a site visit at a bidder’s premises for validation of the

services rendered. The choice of site will be at MQA’s sole discretion.

11.13 The MQA reserves the right to cancel the contract, if the bidder has provided false information

and failed to declare any information requested in the SBD forms.

11.14 There will be a compulsory briefing session for this bid, failure to attend your bid will not be

considered.

12. COMPULSORY DOCUMENTS TO BE SUBMITTED

Provide a Central Supplier Database Report

Valid Tax Clearance Certificate (Refer to SBD 2: Tax Clearance Certificate Requirements)/ tax

compliance status PIN.

An original or certified copy of B-BBEE Certificate of Measured Entity (if no certificate is received,

a score of zero will be allocated for evaluation purposes).

Proof of banking details.

Copy of your company/entity registration certificate (if applicable).

SBD 1: Invitation to Bid fully completed and appropriately signed.

SBD 3.3: Pricing Schedule fully completed and appropriately signed

SBD 4: Declaration of Interests Form fully completed and appropriately signed.

SBD 5: The National Industrial Participation Programme.

SBD 6.1: Preference Points Claim Form, fully completed and appropriately signed.

SBD 8: Abuse of Supply Chain Management System, fully completed and appropriately signed.

SBD 9: Certificate of Independent Bid Determination, fully completed and appropriately signed.

13 .CONTACT PERSON FOR ENQUIRIES

All enquiries related to this bid call must be forwarded to:

Supply Chain Management Enquiries Technical Enquiries

Contact person: Ms Tsholo Dilape Mr Sakhile Mlauzi

Tel: (011) 547 2600 (011) 547 2646

E-mail Address: [email protected] Email Address: [email protected]

mailto:[email protected]

mailto:[email protected]

Date post:	30-Apr-2018
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