bid web view · 2016-02-03ensure receipt of master copy of agenda, delegate handout,...

BID DETAILS

BID NUMBER: FAS/ZS/COMM/EVENT_MANAGEMENT/CON776

OPEN Date: 12 February 2016

Time: 12h00

CLOSE Date: 04 March 2016

Time: 11h00

DESCRIPTION: Fasset requires the services of a service provider to provide

event management services for the period 01 April 2016 to 31

March 2018.

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 indicated whether it is the original or copy, tick the applicable block

ORIGINAL COPY NR:

DISC OR USB with pricing schedule submitted? : YES OR NO (please indicate)

Procurement process administered by Fasset

Bid No: FAS/ZS/COMM/EVENT_MANAGEMENT/CON776 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

IndustryBid 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 ServicesGCC General Conditions of Contract

IP Intellectual PropertyNIPP 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 inkOriginally 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 ManagementSLA Service Level Agreement


SECTION A

DOCUMENTS IN THIS BID DOCUMENT PACK

Bidders are to ensure that they have received all pages (52) 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: Pricing Schedule (disc or USB)


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 26 February 2016. A reply will be forwarded within three (3) working days. All questions and answers will be published on the Fasset website 3 working days after 26 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 of the bid document and a disc or USB with the pricing schedule, i.e. four documents and a disk or USB 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

OR

mailto:[email protected]



HANDED 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, three (3) copies of the bid document and a disc or USB with the pricing schedule 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 neatly 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/EVENT_MANAGEMENT/CON776 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 CONTRACT

1. 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)

THE APPOINTMENT OF A SERVICE PROVIDER TO PROVIDE EVENT MANAGEMENT SERVICES NATIONALLY DURING THE PERIOD 1 APRIL 2016

TO 31 MARCH 2018FAS/ZS/COMM/EVENT MANAGEMENT/CON776

1 BACKGROUND

1.1 Fasset is 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 the appropriate supply of competent labour necessary to compete in the global economy” in the sub-sectors that fall with the industrial scope of Fasset.

2 CONTRACT PERIOD

The period of contract will be 1 April 2016 to 31 March 2018.

3 BACKGROUND TO THE PROJECT

3.1 The Fasset (Finance, Accounting, Management Consulting and Other Financial Services) Seta identified a need to contract the services of an event management company to provide event management services during the period 1 April 2016 to 31 March 2018, and for the following areas:

3.1.1 Fasset Events

o There are three types of Fasset events which are typically run, namely: Lifelong Learning events (training events) for Fasset at venues in all

nine provinces of South Africa and up to 42 Venues across all provinces (a maximum of 1 day in duration per event)

Soft Skills training (learner event) (a maximum of 1 day in duration)

o Organising Lifelong Learning events for Fasset at venues in all nine provinces of South Africa and up to 42 Venues across all provinces

o Fasset stakeholder functions such as the Annual General Meeting (AGM)

3.2 Fasset training events are a skills development initiative designed specifically to assist smaller practitioners in the sector with ensuring they remain up-to-date with specific training pertinent to their professional functioning.

3.3 These seminars are offered free-of-charge to all Fasset stakeholders. The topics include content which members and learners can apply to their own businesses and to advising their clients.

3.4 Depending on the demand, a specific programme e.g. the annual Budget and Tax Update may take place at up to 42 venues, where approximately 7500 delegates from Fasset-registered firms may receive training.



3.5 Examples of the cities/towns, where Fasset holds training events are:

3.5.1 Gauteng Vaal X 2 events Midrand X 2 events Johannesburg North Johannesburg East Johannesburg West Johannesburg South Johannesburg Central Pretoria West Pretoria East X 2 events3.5.2 North West Potchefstroom Rustenburg3.5.3 KwaZulu-Natal Durban North Richards Bay Durban Central Pietermaritzburg Newcastle3.5.4 Mpumalanga Nelspruit / White River Witbank3.5.5 Free State Welkom Bloemfontein Bethlehem3.5.6 Western Cape Stellenbosch X 2 events George Cape Town South Cape Town North X 2 events Worcester3.5.7 Northern Cape De Aar Springbok Kimberley Upington3.5.8 Eastern Cape Mthatha Port Elizabeth East London Queenstown3.5.9 Limpopo Tzaneen Polokwane

3.6 Events are of half-day up to a full day duration.

3.7 Training events take place during office hours, from 08h00 to 16h00.

4 OVERALL OBJECTIVE OF THE PROJECT



4.1 Fasset is seeking to appoint a suitably qualified and experienced Event Management Service Provider to work with and provide support to Fasset in the arrangement of quality events and functions nationally during the period 1 April 2016 to 31 March 2018.

5 BROAD SCOPE OF WORK AND SPECIFICATIONS

5.1 Work closely with Fasset to obtain accurate event specifications.

5.2 Negotiate agreements with outside service providers and subcontractors to ensure lowest cost and highest service quality.

5.3 Communicate within established communication protocols, operating procedures and Fasset processes and procedures.

5.4 Communicate with the Fasset call centre and monitor event registrations.

5.5 Source venues for events, recommend catering and arrange technology.

5.6 Oversee procurement for venues, audiovisual, courier, print management etc.

5.7 Coordinate development of materials and documents used in the process (call centre documents, agenda’s, evaluation forms, print packs, etc).

5.8 Arrange air and ground travel arrangements with preferred suppliers.

5.9 Relationship-building with key stakeholders.

5.10 Establishing staff and resourcing schedules and equipment allocation.

5.11 Represent service excellence, in keeping with the Fasset brand.

5.12 Maintain a calendar of events that enables long-term planning and effective event management.

5.13 Prepare payment requisitions and work-closely with the Fasset finance department to oversee payments are made in time.

5.14 Reconcile expenses and maintain expenditure budget.

5.15 Identify and escalate aspects of event risk management as required.

5.16 Supervise, direct and coordinate the activities of personnel, subcontractors and vendors, as required.

5.17 Provide post-event analysis, participant feedback and reconciliation of expenses and the budget. This post-event analysis is to include the following information (as analysed from the delegate evaluation forms to be captured by the event management company, see Annexure 1 for a specimen of the delegate evaluation form):

5.17.1 Summary of each question posed on the form, by venue5.17.2 Summary of each question posed on the form in total



5.17.3 Listing of individual comments appearing on the forms per question, per venue5.17.4 Per venue analysis5.17.5 Per event analysis5.17.6 Inclusion host evaluation forms5.17.7 Drop-off rates5.17.8 Cancelled venues5.17.9 Registered vs. confirmed vs. attended5.17.10 Venues per province

5.18 Develop event reports and distribute as required.

5.19 Ensure registration support at venues where groups exceed 80 people or on request by Fasset.

6 SERVICE PROVIDER RESPONSIBILITY FOR EVENTS AND FUNCTIONS

6.1 Ensure receipt of event briefing from Fasset and prepare a full plan and budget for Fasset’s approval

6.2 Ensure receipt of Fasset annual event schedule.

6.3 Liaise with all service providers/sub-contractors and make all logistical arrangements for the event.

6.4 Liaison and arrangements are to include specific items such as:

6.4.1 Travel arrangements for the speaker and Fasset host. Fasset sends a staff member (or promotional DVD where no staff member is sent) to introduce the Seta, provide a 20-minute Seta update, ensure the event runs smoothly where there is no outsourced event management provider) and introduce the speaker.

6.4.2 Manage the booking of approved venues for all events and obtain a map and directions to each, this will be subsequently sent to registered delegates.

6.4.3 Fasset manages delegate registrations via an online registration system accessible to registered Skills Development Levy payers or registered non-levy payers on the Fasset website. The outsourced event management function must communicate all final venues and provisional number of delegates, to the Fasset call centre for inclusion in the set-up of the event admin system.

6.5 The event management provider must manage the Fasset call centre for the opening and closing of venues, determining maximum capacities of venues, additional venues to be put on (delegates are enabled to request additional venues via the Fasset event invitation).1

6.6 The Fasset call centre is responsible for certain functions including, sending out mailshots, answering queries, processing event registrations, managing the event RSVP process. The event management provider is seldom required to contact Fasset members directly. However establishing relationships with key stakeholders or employers in the Fasset sector is definitely a value-add. For example, where event registrations fall below the minimum number, calling employers in that area to increase numbers.



6.7 The Fasset call centre will manage the registration of all events; the event management company will not be required to develop or utilise an event registration management system.

6.8 Arrange the required equipment as requested by Fasset.

6.9 Arrange temporary staff to man the registration tables. It is preferable for the event management company to have satellite staff in the centres where Fasset runs its events. Where a service provider has a network of associates who will be able to assist with manning the registration table / liaising with venue, on the day of the event, they will be more favourably considered.

6.10 In the event of the Fasset AGM, erect and remove all Fasset marketing material including balloons, tablecloths, exhibition stands, signage etc. and make sure all collateral is returned to Fasset.

6.11 Ensure receipt of master copy of agenda, delegate handout, delegate evaluation form, travel claim form (Fasset allows certain delegates to claim back travel expenses where they have travelled over 300km), host evaluation form (used by the ‘host’ i.e. the person responsible for manning the registration desk and providing the Fasset update, on a variety of event factors e.g. rating venue service, reporting delegate problems, calculating speaker satisfaction scores etc ...) and any other documents required. These must be copied, collated, bound if necessary, and couriered to each venue.

6.12 Updating the documents as required e.g. delegate handouts, last minute changes to the evaluation form and agenda.

6.13 Arrange printing, binding and collation of the delegate pack. Ensure that delegate packs, registers of delegate attendance and other documents are couriered to the venues.

6.14 Ensure receipt of stock of Fasset pens and folders to be used for delegate packs.

6.15 Ensure receipt of Fasset front and back covers to be used to bind the delegate handout if required.

6.16 Ensure receipt of the RSVP list, correct data capture errors (delegates are directed to the online registration system via an email invitation for the event, however some may capture information correctly. Other delegates fax a copy of their RSVP to the Fasset call centre, who may also make data capture errors, when processing the invitation) and prepare nametags and attendance registration lists to be couriered to each venue.

6.17 Consolidation of venue attendance registers and capturing of delegate attendance, or no-show, on the Fasset event management system/online registration system.

6.18 Confirm delegate registration numbers with venues and calculate a delegate drop-off rate, based on the areas/venue history of attendance.



6.19 Appoint all appropriate service providers/sub-contractors. Contract these and attend to all invoicing and payments.

6.20 All service providers/sub-contractors are to be appointed by way of three (3) comparable quotes if applicable which are to be copied to Fasset for authentication, verification, and ensuring alignment to Supply Chain Management (SCM) purposes. For a specific function like the AGM, quotes will need to be procured for the following areas:

6.20.1 Catering6.20.2 Gifts6.20.3 Décor and furniture6.20.4 Master of Ceremonies6.20.5 Audiovisual requirements6.20.6 Venue hire with parking

6.21 Where required, set up 30 day accounts for Fasset, with all venues.

6.21.1 Ensure receipt of invoices from service providers/sub-contractors and check the validity of all invoices; approve and submit the invoices to Fasset for payment; confirm payment made by Fasset and advise service providers/sub-contractors of date and details of payment. Prepare and update detailed report of spend against budget and submit to Fasset weekly.

6.22 Constantly liaise with Fasset to ensure smooth running of the events. This may involve face-to-face meetings, to be scheduled as required, email, fax and telephone communication.

6.23 The service provider will not be responsible for payment of venue invoices. They will prepare Requests for Payment (RFPs) which will be submitted to Fasset for sign-off and processing by the Fasset finance department. However, the event manager will be required to pay for expenses that arise over the course of the project, these may include courier costs, printing costs, stationery costs, telephone calls etc ... The event manager may choose to submit a detailed invoice at the end of the event, for full reimbursement or they may request a deposit from Fasset at the start of the event, based on a quote of expenses likely to be incurred.

6.24 All reasonable additional and ad hoc requests from Fasset. For example, sourcing of new venues in new centres, replacing unsatisfactory venues, arranging flight changes after-hours, emergency calls from Fasset hosts and speakers after-hours over the course of an event etc...

6.25 File and send original registers of attendance to Fasset. Keep copies as required.

6.26 File and send delegate feedback forms and host evaluation forms registers of attendance to Fasset. Keep copies as required.

7 FASSET RESPONSIBILITY FOR EVENTS AND FUNCTIONS

7.1 Provide an outline of the event (dates, times, venues) to the event management company.



7.2 Provide details of required equipment, staff to man the registration desks and catering required.

7.3 Arrange the following:7.3.1 Training topic decision-making.7.3.2 Procure and appoint speakers for the training event.7.3.3 Confirm agenda for the event7.3.4 Ensure presence of Fasset host at the event, who introduces Fasset and the

speaker at the event for 20-30 minutes at the start.7.3.5 Develop invitation and mail the invitation to the 4000 Fasset member-companies

and other relevant stakeholders.7.3.6 Ensure that Fasset’s IT-service provider allows access to online registration

system for the event management company.

7.4 Equip Fasset call centre with all necessary information and documentation to enable receipt and confirmation of delegate registrations by fax and email, in response to the faxed and emailed invitation to the event. These call centre templates include:

7.4.1 Registration confirmation7.4.2 Cancellation of venue7.4.3 Change of venues7.4.4 Registration reminder7.4.5 Telephonic correspondence7.4.6 Registration cancellation7.4.7 No-show letters

7.5 Provide Fasset stock of:7.5.1 Pens7.5.2 Front and back covers7.5.3 Folders

7.6 Provide final drafts of:7.6.1 Delegate evaluation form7.6.2 Host evaluation form7.6.3 Travel claim form7.6.4 Delegate handout including: Fasset presentation, speaker presentation, speaker

handbook, code of conduct, agenda, and blank lines.

7.7 Manage RSVP process if required and mail directions to delegates followed up by a telephone call.

7.8 Manage process of receipt of evaluation forms, leftover delegate packs, pens, host evaluations and registers after each event.

7.9 Liaise with Event Manager to ensure smooth running of the event.

7.10 Settle all service providers/sub-contractors invoices and advise Event Management Company of all details.

8 COMPETENCY AND EXPERTISE REQUIREMENTS

8.1 At least 5-7 years experience in the area of event management.



8.2 Excellent organisation, planning and project management skills.

8.3 High level of professionalism.

8.4 Proven negotiation skills with vendors.

8.5 Solid business acumen, management and problem-solving skills.

8.6 Strong computer skills in Microsoft Office (Word, Excel, PowerPoint) and Event Management Systems.

8.7 Effective time management. Ability to work in a pressurised environment.

8.8 Knowledge of Public Finance Management Act in respect of limitations on the Seta’s procurement.

8.9 Appropriate financial skills to manage the processing of invoices and reporting on expenditure and remaining budget. A bookkeeper or internal process to manage this will be preferable.

8.10 An awareness of current trends in event management and hospitality, contemporary culture, function themes, possible speakers etc.

8.11 Knowledge of venues and service providers for events, all over South Africa and the ability to procure via obtaining numerous quotes. Access to venue research tools or regularly conduct research.

8.12 Communication throughout the project will occur via email, telephone and fax.

9 CODE OF CONDUCT

9.1 The appointed service provider will be representing Fasset, and is required to maintain minimum levels of professionalism.

9.2 The appointed service provider will at all times conduct themselves in a professional manner, with respect to:

9.2.1 Professionalism, courtesy and respect are required.9.2.2 Presentability - dress code minimum is smart/business casual (Fasset’s dress

code will be provided to the successful service provider). The guidelines are: Fasset aims to project and maintain a professional public image by adhering to attire that is appropriate for the workplace and thus Fasset employees will project a formal professional image at all times. Fasset is a professional organisation whose stakeholders include professional people as well as leaders in the finance management and related sectors.

9.2.3 English language - spoken and written is required.9.2.4 Punctuality is required.

9.3 The service provider is to represent the best interests of Fasset.9.4 The service provider is to immediately report conflicts, errors and problems to

Fasset.



10 WHERE SERVICE IS REQUIRED

10.1 This application of this service is required in all nine provinces of South Africa.

10.2 In your response please indicate head office and satellite offices around South Africa.

10.3 On request by Fasset the service provider must be able to assist Fasset with staff at the registration tables in the following venues (where the number of delegates is more than 80):

10.3.1 Gauteng Midrand X 2 events Johannesburg North Johannesburg East Johannesburg West Johannesburg South Johannesburg Central Pretoria West Pretoria East X 2 events10.3.2 KwaZulu-Natal Durban North Durban Central Pietermaritzburg10.3.3 Western Cape Stellenbosch X 2 Cape Town South Cape Town North X 2 events10.3.4 Eastern Cape Port Elizabeth East London

10.4 It is assumed that the service provider will have access to staff (who will assist with registration functions) in the major centres only. Where there is staff available to assist with registration centres in other venues not specified above, please indicate this as it will strengthen the submission.

11 PRICING AND DETAILED SERVICE LEVELS

11.1 The detailed service levels and pricing elements need to be inserted on the attached spreadsheet.

11.2 Include pricing in the columns entitled ‘cost per pricing item to be completed by prospective service provider’.

11.3 As the scale of an event may change i.e. fewer or more venues and delegates are added, Fasset has historically required contracted service providers to estimate the time required to complete a task and then provide a costing per task/per activity.

11.4 This costing must be calculated according to the following volume drivers: overall event, venue, supplier, item, person, monthly rate, delegate.



11.5 Do not adjust any text, including volume drivers or predicted quantities. If there are queries pertaining to the logic used, or if you suspect a mistake has been made in our preparation of this spreadsheet, please contact Zandile Skosana, [email protected].

11.6 When the Seta is billed, only the items incurred per line item may be billed for.

Annexure 1 – example of delegate evaluation form




EVALUATION FORM

Established to promote and support the upliftment of skills in its sector, Fasset continually strives to improve

service to its constituents. Please help us to improve our efforts in the future by completing this short

evaluation form regarding today’s event and returning it to us when you leave the event.

Please tick the appropriate block in response to the questions/statements below.

REGISTRATION

Did you receive notification timeously? Yes No Unsure

Did you receive registration confirmation and a map to the venue? Yes No Unsure

Was registration trouble free? Yes No Unsure

How did you register? Online Fax Mail

How did you find out about this event? Email Fax Postal System Press Other

How would you rate the registration process? Excellent Good Average Fair Poor

Supporting and / or additional comments / suggestions.

VENUE

How would you rate access to the venue? Excellent Good Average Fair Poor

How would you rate the facilities at the venue? Excellent Good Average Fair Poor

How would you rate the catering at the venue? Excellent Good Average Fair Poor


TRAINING

Overall, how do you rate the event? Excellent Good Average Fair Poor

How do you rate the main speaker? Excellent Good Average Fair Poor



Slide presentation Excellent Good Average Fair Poor

Course hand-out Excellent Good Average Fair Poor

Choice of subject matter Excellent Good Average Fair Poor

Time allocation for the subject matter Excellent Good Average Fair Poor

Fasset presentation/Overview Excellent Good Average Fair Poor


IMPACT

Level of subject treatment Too High JustRight Too Low

5 = Excellent 4= Good 3 = Average 2 = Fair 1 = Poor

Module Your knowledge and skills regarding this topic before the course

Your knowledge and skills regarding this topic after the course

Ethics 1 2 3 4 5 1 2 3 4 5

Risk 1 2 3 4 5 1 2 3 4 5

Governance 1 2 3 4 5 1 2 3 4 5

Fraud 1 2 3 4 5 1 2 3 4 5

What training would you like Fasset to bring you in the future?

GENERAL

Would you attend a seminar via a webinar should Fasset introduce such an offering in future? Yes No Unsure

What training would you like Fasset to bring you in the future?




MAILING LIST

Please note that it is the role of the Skills Development Facilitator (SDF) to distribute Lifelong Learning invitations to all relevant individuals in a Fasset registered organisation.

If you are an SDF and not receiving Fasset communication, please contact the Call Centre as per the details below to be added to our mailing list. Kindly ensure that you have your SDL number as a reference. Telephone: 086 101 0001Email: [email protected]: 011 388 0601 or 021 413 0401 or 031 571 0201

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

1 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.

CRITERIAMAXIMUM TO BE

AWARDED

1. Functionality 100

Experience of prospective contractor 15

Five to seven years proven experience in event management i.e. experience in arranging events

15

Technical approach 45

Demonstrated capacity/ability to manage a project of this size and Fasset’s event management function over the two year period

20

Proposed project plan and approach to event management 20

Contingency planning 5

Capability of staff to be used/ CV’s 25

Expertise of staff in event management 15

CVs of staff involved in the Fasset project 10

Contactable references 15

Detail of assignment, testimonials and contact information from 3 clients for the company proposing

15

Maximum subtotal for functionality if no presentations are held 100

Maximum subtotal for functionality before presentation 60

Presentation

Experience of prospective contractor 20

Technical approach 20

Capability of staff to be used 20

Maximum subtotal for presentation only 40

Maximum total for functionality and presentations combined 100



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

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.

B_BBEE Status Level of Contributor

Number of Points

1 202 183 164 125 86 67 48 2

No-compliant contributor 0


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.




• 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/EVENT_MANAGEMENT/CON776

PART 4 : DECLARATION OF INTEREST1. 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/EVENT_MANAGEMENT/CON776

(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;

or4 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 80/20 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)

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


12. References



13. Other relevant information (e.g. Publications)


PART 9: PRICING SCHEDULE

Please refer to the accompanying MS Excel spreadsheet and complete accordingly. Providers must complete all items as per the spreadsheet and calculate the total value, based on established formulae, for specific-sized functions.

The pricing schedule must be presented in the required format on a disc or USB

NAME OF BIDDER:

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

BID DESCRIPTION:

FASSET REQUIRES THE SERVICES OF A SERVICE PROVIDER TO PROVIDE EVENT MANAGEMENT SERVICE DURING THE PERIOD 1 APRIL 2016 TO 31 MARCH 2018.

PAR NO

DESCRIPTION BID PRICE IN RSA CURRENCY

1 The accompanying information on the MS Excel spreadsheet must be used for the formulation of proposals.

2 Bidders are required to indicate a ceiling price based on the total estimated time/fees for completion of all phases and including all expenses for the project. Amount excluding VAT R

VAT @ 14% R

Total including VAT R