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REQUEST FOR BIDPROFESSIONAL SERVICES

BID DETAILS

BID NUMBER: AS/2011/RFB/003/Advertise, Design and Print

CLOSE Date: 4 March 2011Time: 11:00

DESCRIPTION: AgriSETA is seeking to appoint a suitably qualified service provider who will maintain and update AgriSETA’s corporate identity in terms of brand personality and target marketing. The intention is for the appointed service provider to work with AgriSETA to:

1 Maintain AgriSETA’s brand,2 Produce and place AgriSETA’s print and online

advertising, and3 Design and produce a range of AgriSETA marketing

materials4 Develop a Return on Investment (ROI) model and

report on AgriSETA’s ROI (marketing).

BRIEFING SESSION: Yes No XSee division 1 on Special Conditions of Bid and Contract that the bidder needs to take note of.

DETAILS OF BIDDER

Organisation/individual:Contact person:Date:Email address:Telephone Number:Cellular Number:Fax Number:

Please indicated whether it is the original or copy, tick the applicable blockORIGINAL COPY

Bid No: AS/2011/RFB/003/Advertise, Design and Print AgriSETA Bid Document

Content Page

GLOSSARY

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

B-BBEE Broad-based Black Economic Empowerment in terms of the Broad-based Black Economic Empowerment Act, 2003 (Act No. 53 of 2003) and the Codes of Good Practice issued thereunder by the Department of Trade and Industry

Bid Written offer in a prescribed or stipulated form in response to an invitation by AgriSETA for the provision of goods, works or services

Contractor Organisation with whom AgriSETA 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 AgriSETA The agriculture Sector Education and Training Authority in

terms of section 9 of the ActGCC General Conditions of ContractIP Intellectual PropertyNIPP National Industrial Participation ProgrammeOriginal Bid Original document signed in ink, or

Copy of original document signed in ink, orSubmitted Facsimile of original document signed in ink

SCM Supply Chain ManagementSLA Service Level Agreement


Content Page

DOCUMENTS IN THIS BID DOCUMENT PACK

Bidders are to ensure that they have received all pages (pp 71) of this document, which consist of the following sections:

SECTION ANote: Documents in this section are for information to/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 A Part 6: Contract Form (Rendering of Services) (Parts 1 & 2)(The pro forma contract is only included for bidders to take note of the contents of the contract that will be entered into with the successful contractor)

SECTION 2Note: Documents in this section must be completed and returned or supplied with bids.

Section B Part 1: Special Conditions of Bid and Contract: Special conditions that the bidder needs to accept

Section B Part 2: Tax Clearance Certificate (The tax clearance certificate requirements page must not be returned with bids)

Section B Part 3: Declaration of Interest

Section B Part 4: Declaration of bidder’s past SCM practices

Section B Part 5: Certificate of Independent Bid Determination

Section B Part 6.1: Preference Points Claim Form in terms of the Preferential Procurement Regulations 2001 (Purchases)

Section B Part 6.2: Preference Points Claim Form in terms of the Preferential Procurement Regulations 2001 (Promotion of Small Enterprises)

Section B Part 7: Invitation to Bid

Section B Part 8: CV Template Guideline

Section B Part 9: Pricing Schedule (Professional Services)

Note: AgriSETA is responsible for the procurement process


SECTION 1

SECTION A


SECTION A Part 1: Background

BACKGROUND

AgriSETA covers all the economic sub sectors previously demarcated to PAETA (Primary Agriculture) and SETASA (Secondary Agriculture). As the list of sub sectors is identified by their SIC codes, is quite extensive, the following is a broad summary:

All types of farming such as horticulture, animal husbandary, game, fish, crop and mixed farms

Slaughtering and handling of meant and livestock products – red meat and poultry (including egg production)

Processing of fibre, tea & coffee, macadamia nuts and tobacco Packing, drying, liquefying, exporting and importing fruit Milling, manufacture, storage and handling of sugar and grain products and starch Animal feeds and pet foods Sales and distribution of agricultural raw materials and other farming inputs and

requisites Agricultural research Pest Control

Seed production and marketing The Minister of Labour, after consultation with the National Skills Development Authority, has under section 9(1) of the Skills Development Act, 1998 (Act No. 97 of 1998) read with Government Notice No. R.1082 of 7 September 1999 as amended, established the Sector Education and Training Authorities (SETAs) as indicated in the Schedule 1 from 01 July 2005 to 31 March 2010 with a jurisdiction as indicated in schedule 2 of Government Notice No. R.656. The functions of AgriSeta are inter alia to:

develop a sector skills plan within the framework of the national skills development strategy;

implement its sector skills plan by establishing learnerships, approving workplace skills plans, allocating grants as well as monitoring education training in the sector;

promote learnerships by identifying workplaces for practical work experience, supporting the development of learning materials, improving the facilitation of learning and assisting in the conclusion of learnership agreements;

register learnership agreements; obtain accreditation from the South African Qualifications Authority; collect and disburse the skills development levies in its sector; liaise with the National Skills Authority on the national skills development policy, the

national skills development strategy as well as its sector skills plan; report to the Director-General of Labour on its income and expenditure as well as

the implementation of it sector skills plan; liaise with the employment services of the Department of Higher Education and

Training and any education body established under any law regulating education in the Republic of South Africa to improve information about employment opportunities and information between education training providers and the labour market;

appoint staff necessary for the performance of its functions; and

perform any other duties imposed by the Skills Development Act and the Skills Development Levies Act or consistent with the purposes thereof.

All the bids by AgriSETA are intended to promote the objectives of AgriSETA



BID SUBMISSION CONDITIONS OF BID 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 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 Annetjie Labuschagne by not later than 25 February 2011 at 10:00. A reply will be forwarded within three (3) working days. All questions and answers will be published on the AgriSETA website and e-mails to all prospective bidders after the above date. The bid number should be mentioned in all correspondence. Telephonic requests for clarification will not be accepted. 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 as well as one (1) soft copy (CD) of the bid, i.e. four documents and a CD be handed in/delivered to:

The Core Function ManagerAgriSETAAgriSETA House529 Belvedere StreetArcadia

4.2 NB: Bidders are to indicate on the cover of each document whether it is the original or a copy.

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

Bid number (AS/2011/RFB/003/Advertise, Design and Print) Closing date and time (4 March 2011) The name and address of the bidder

4.4 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 only 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 despatched 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 AgriSETA via normal post or any other mechanism shall be deemed to be received at the date and time of arrival at the AgriSETA 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.

5.4 Bidders should, in preparing their bids, plan for delays related to the load shedding of electricity by ESKOM in order to submit bids on time. No late bids due to load shedding will be considered.

6 DIRECTIONS TO AGRISETA OFFICES FOR DELIVERY OF BIDS

6.1 Physical Address

The ManagerCorporate ServicesAgriSETAAgriSETA House529 Belvedere StreetArcadia0084

DIRECTIONS TO AGRISETA



7 NEGOTIATION

7.1 The AgriSETA have the right to enter into negotiation with a prospective contractor regarding any terms and conditions, including price(s), of a proposed contract.

7.2 The AgriSETA shall not be obliged to accept the lowest of any quotation, offer or proposal.

7.3 All bidders will be informed whether they have been successful or not. A contract will only be deemed to be concluded when reduced to writing in a letter of acceptance/formal contract signed by the designated responsible person of both parties. The designated responsible person of the AgriSETA is Mr Jeremia Sello Madiba or his written authorised delegate.

7.4 AgriSETA 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.

7.5 Under no circumstances will negotiation with any bidders constitute an award or promise / undertaking to award the contract.

8 ACCESS TO INFORMATION

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

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

9 REASONS FOR REJECTION

9.1 The AgriSETA 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.

9.2 The AgriSETA may disregard the bid of any bidder if that bidder, or any of its directors:

9.2.1 Have abused the SCM system of the AgriSETA.

9.2.2 Have committed proven fraud or any other improper conduct in relation to such system.

9.2.3 Have failed to perform on any previous contract and the proof exists.

9.3 Such actions shall be communicated to the National Treasury.



10 PAYMENTS 10.1 AgriSETA 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 AgriSETA to the Contractor.

10.1.1 The Contractor shall from time to time during the currency of the contract,

invoice the AgriSETA for the services rendered.

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

10.1.3 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 AgriSETA

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

10.2 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.

11 CANCELLATION OF PROCUREMENT PROCESS

11.1 This procurement process can be postponed or cancelled at any stage provided that such cancellation or postponement takes placed prior to entering into a contract with a specific service provider to which the bid related.


SECTION A Part 3: General Conditions of Contract

GENERAL CONDITIONS OF CONTRACT

1 The General Conditions of Contract are available on the AgriSETA Website or on request.

http://www.agriseta.co.za/tenders/default.asp



SECTION A Part 4: Terms of Reference

TERMS OF REFERENCE (TOR)

1 BACKGROUND TO THE PROJECT

AgriSETA is involved with a variety of different projects/interventions with our various stakeholders. The requirements for support of these projects range from design and printing of promotional material, publications, stationery, flyers, invitations, programmes, certificates, promotional items, videography, implementation of new campaigns (social media etc). AgriSETA also has ad hoc project communication requirements that can include the launch of new AgriSETA initiatives or services to our stakeholders.

AgriSETA is seeking to appoint a suitably qualified service provider who will maintain and update AgriSETA’s corporate identity in terms of brand personality and target marketing. The intention is for the appointed service provider to work with AgriSETA to:

1.1 Maintain AgriSETA’s brand,

1.2 Produce and place AgriSETA’s print and online advertising, and

1.3 Design and produce a range of AgriSETA marketing materials

1.4 Develop a Return on Investment (ROI) model and report on AgriSETA’s ROI (marketing

2 Expected outcomes

2.1 Maintain and update AgriSETA’s corporate identity to present a standardised and unified product to the market in terms of brand personality.

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

2.2.1 Layout and design of all AgriSETA related stationery, brochures, pamphlets, newsletters, signage and all other marketing collateral requirements.

2.2.2 Copy writing and editing service for some of the publications.

2.2.3 Manage the printing of all AgriSETA related stationery and marketing collateral requirements.

2.2.4 Manage quality control of all creative and printed work to ensure the consistent application of the AgriSETA brand across all branded items.

2.2.5 Develop and update AgriSETA’s brand to maintain a freshness of appeal within the changing target market, in discussion with AgriSETA.

2.2.6 Provide guidance about the look-and-feel of AgriSETA’s marketing materials.

2.2.7 Guard the AgriSETA brand to preserve a standard and unified product.



2.2.8 Update AgriSETA’s Corporate Identity Manual as and when required. (Samples of materials previously used and current used are available on the AgriSETA website. Please use the following link Agriseta > Tenders

2.2.9 Manage the requirement process to ensure that multiple requests at the same time are provided with equal attention to detail and priority.

2.2.10 Produce user friendly reports to AgriSETA on the status of all requests on a regular basis.

2.2.11 Implement a Return on Investment (ROI) Model and report on AgriSETA’s ROI.

2.2.12 Attend relevant meetings as and when required.

2.2.13 Present project progress reports as per AgriSETA’s requirements.

2.2.14 The provider will be responsible to ensure that all articles / documents are proof read before providing article/document to AgriSETA for approval.

3 Pricing

3.1.1 Each time AgriSETA identifies a requirement, the successful provider will be requested to provide a quotation for the particular requirement. Should AgriSETA decide to proceed with the request, an order will be placed with the successful contractor against the contract with a unique order number. All prices quoted after the tender has been awarded, must be in line with those quoted in the bid, and will be compared against the original pricing schedule.

3.1.2 Pricing for this bid, and future quotations of the successful contractor must be in line with the AgriSETA Corporate Identity, specifically in terms of pantone colours and corporate paper (The relevant pages of the AgriSETA Corporate Identity Manual are available on the AgriSETA website, for reference purposes). Agriseta > Tenders

3.1.3 Bids that do not cover all the requirements as stated below may be considered non-responsive and may not be considered for evaluation.

4 Contract period

4.1 The successful provider will be contracted for a period of three (3) years commencing 1 April 2011 and ending 31 March 2014 with the option to renew for another two (2) years. The renewal will be confirmed 3 months before the contract end date.





5 LIST OF REQUIREMENTS

5.1 Requirement 1: Booklet

5.1.1 Specifications

Requirement: Design, Layout and Print Format: 8 - 12-page A5 booklet including cover Paper: Refer to CI Manual Colours: Three to full colour Finishing: saddle Stitch and UV Varnish on the outside cover

5.1.2 Design and Layout

Develop three creative concepts for the proposed document Provide proofs Provide a complete replica mock up for final signoff Prepare document for printing Include consultation fees

5.1.3 Printing and Finishing

Quantity:2000, including paper cost

5.2 Requirement 2: Certificates


Requirement: Layout and Print as per the certificate policy. Please refer to the PDF document

Format: 1-sided A4 certificate Paper 250gsm Camelot Cartridge Colours: Three


Develop the certificate as per AgriSETA’s specification Provide proofs Provide a complete replica mock up for final signoff. Prepare document for printing Include consultation fees

5.2.3 Printing

Quantity: 1000 copies, including paper cost



5.3 Requirement 3: Newsletter


Requirement: Design, Layout and Print Format: 8-page A4 newsletter, including cover Paper: Refer to CI Manual Colours: Six to full color Finishing: Saddle stitch and UV Varnish on the outside cover


Develop layout and design of content (articles + supporting photographs) provided by AgriSETA, in line with current format of newsletter. Add design elements and stock photographs where space allows and as per requirements of AgriSETA

Provide proofs Provide a complete replica mock up for final signoff Prepare document for printing Include consultation

5.3.3 Printing

Quantity: 1000 copies, including paper cost

5.4 Requirement 4: Annual report


Requirement: Design, Layout and Print Format: 130 inner pages A4 Report, excluding covers Paper: Cover = 250 gsm printed full color both sides with gloss UV, Varnish

outside only on 250gsm Hi_Q Titan Matt, Inner pages = 113 gsm H1 – Q Titan Matt

Colours: Cover = Four, Inner pages = Three Finishing: Perfect Bound and UV Varnish on the outside cover only on

250gsm Hi-Q Titan Matt Stock: Cover – (Six to full colour) Text – 130 pages printed in full color throughout on 113gsm (Three colour)

(colour to be suggested by the provider as per the draft of the cover) Photographs – provided by the SETA


Provide a minimum of three creative concepts for the annual report Redesign inner pages in line with the selected creative concept Provide proofs Provide a complete replica mock up for final signoff Prepare document for printing Include consultation



5.4.3 Printing

Quantity: 2000, including paper and finishing

5.4.4 Editing

based on the number of words Grammar, Phrasing, punctuation, spelling.

5.4.5 – Translation

Translation of the CEO & Chairperson Report into 3 languages – based on the number of words Afrikaans and two ethnic languages

5.5 Requirement 5: DL brochure (3 panel)


Requirement: Design, Layout and Print Format: A4 folded to DL brochure (3 panel) Paper: Refer to CI Manual Colours: Three Finishing: Machine varnished both sides


Provide creative concept for AgriSETA approval Provide proof Provide a complete replica mock up for final signoff Prepare document for printing Include consultation fees

5.5.3 Printing

Quantity: 2000, including paper and finishing

5.6 Requirement 6: 2 panel DL insert


Requirement: Design, Layout and Print Format: 2 panel DL insert Paper: Refer to CI Manual Full Colour Finishing - 150gm matt with machine varnish both sides 198x210mm folded to DL (99x219mm) 150gsm Hanno Silk




Provide three creative concepts for AgriSETA approval Provide proofs Provide a complete replica mock up for final signoff Prepare document for printing Include consultation fees

5.6.3 Printing

Quantity: 2000 including paper and finishing

5.7 Requirement 7: A5 colour advert


Requirement: Design, Layout and Print Format: A5 Colour Advert Paper: Refer to CI Manual Full Colour



5.7.3 Printing

Quantity: 1

Note: the cost of the placement of the advert in the relevant media will be for the account of AgriSETA.

5.8 Requirement 8: A4 colour advert


Requirement: Design, Layout and Print Format: A4 Colour Advert Paper: Refer to CI Manual Full Colour


Provide three creative concepts for AgriSETA approval Provide proofs Provide a complete replica mock up for final signoff Prepare document for printing



Include consultation fees

5.8.3 Printing

Quantity: 1

Note: the cost of the placement of the advert in the relevant media will be for the account of AgriSETA.

5.9 Requirement 9: A4 covers


Requirement: Design, Layout and Print Format: A4 Covers Paper: Refer to CI Manual Full Colour front and back covers



5.9.3 Printing

Quantity: 2000

5.10 Requirement 10: e-mailshot


Requirement: Design, Layout Format: online mailshot Full Colour


Provide three creative concepts for AgriSETA approval Provide proofs Provide a complete replica mock up for final signoff Prepare document for sending out to stakeholders Include consultation fees

5.11 Requirement 11: Corporate DVD


Requirement: A corporate video to be produced of 20 minutes in duration



Filmed footage of AgriSETA staff, learners, external projects funded by AgriSETA

An introduction to AgriSETA, the individual departments and their functional areas

Scripting for the above mentioned individuals, using information gathered by the service provider and AgriSETA

Integration with existing AgriSETA video material and DVD (already filmed for various reasons)

Format: DVD Full Colour


Develop layout and design of content according to AgriSETA’s corporate identity

Integration of PowerPoint or other images/animations/graphics Filming of or provision of stock footage to include in the DVD Professional voice over artists where no interviews are present Service provider to provide all technical equipment related to filming and a

quality production e.g. lighting DVD to be compatible with laptops and Microsoft operating systems A yearly update might be required Provide proofs Provide a complete replica mock up for final signoff

5.11.3 Other

Include consultation

5.11.4 Updating of existing DVD’s

Filmed footage of AgriSETA learners and external projects Scripting for each of the above mentioned individuals using information

gathered by the service provider and AgriSETA Integration with existing AgriSETA video material and DVD Integration of PowerPoint of other images/animations/graphics DVD to be compatible with laptops and Microsoft operating systems

5.12 Requirement 12: Branded Stationery/Promotional Items

5.12.1 Letterheads: Bidders should indicate a price per A4 page (single sided) to:

5.12.1.1 Print letterheads to the specification of the AgriSETA in full colour and in accordance with CI standards.

5.12.1.2 Minimum print run per order shall not be less than 500 copies

5.12.1.3 Paper 80gsm bond

5.12.2 Envelopes: Bidders should indicate a price per 500 envelopes to:

5.12.2.1 Supply envelope and print the AgriSETA logo and address as per the specification of the AgriSETA in full colour



5.12.2.2 Envelopes should be of a high quality self adhesive type (bidder to supply a sample of each size with the bid)

5.12.2.3 Stock: 120gsm Camelot cartridge, white

5.12.2.4 Finishing: Converting of envelopes (die cut and glue)

5.12.2.5 Separate costs should be supplied for the following sizes of envelopes:

C4 (324mm x 229mm) C5 (229mm x 162mm) CDLB (220mm x 110mm)

5.12.3 Complimentary slips: Bidders should indicate a price per 2000 units

5.12.3.1 Size – 200mm x 90mm5.12.3.2 Full colour5.12.3.3 Paper specs: 80 gsm bond

5.12.4 Business Cards

5.12.4.1 Print the AgriSETA logo and address and all detail as per the specification of the AgriSETA in full colour

5.12.4.2 Quantity 100 per pack5.12.4.3 Paper specs: 350gsm matt5.12.4.4 Size 90mm x 50mm

5.12.5 AgriSETA Pens: Bidders should indicate a price per 2000 units for a standard silent click pen with AgriSETA Branding (vision pens), branded 2:3 colour.

5.13 Requirement 13: Update the Corporate Identity (CI) Manual

5.13.1 Refine and document the usage of the AgriSETA brand to ensure that brand consistency is achieved through the updating of the brand book, or corporate identity (CI) manual.

5.13.2 This manual should contain:

Colour palette Pantone codes Logo type Typography Signage & Banners Promotional items Stationary Brochures, pamphlets, reports, newsletters Electronic and website Advertising Certificates

5.13.3 The successful provider will be required to update the CI Manual as and when required. The following visuals must be maintained:



Impact: single impact with immediate appeal Legibility: instant recognition that makes an impression Simplicity: easy to understand or to have attached symbolism Distinction: recall and memorability Adaptability: to be reproduced in any size or medium and works in its

designated colours as well as in black and white

5.14 Requirement 14: Photography 5.14.1 Specifications

Requirement: ½ day photography at AgriSETA function Post Production, Editing

Format: CD Printing of the relevant photographs as and when requested: photo size A5

(150mm x 200mm) Printed photographs in color and/or black and white

5.15 Requirement 15: Advisory / consulting service which will include but not be limited to the development of an ad hoc marketing communication campaign strategy

5.15.1 The strategy should include:

5.15.1.1 Launch event strategy.

5.15.1.2 Brand Activation plan.

5.15.1.3 Supporting marketing material including a brochure, layout and design and printing of 500 copies - A5 size, full colour with front and back cover and 12 pages.

5.15.1.4 Providing creative advisory/consulting service to the AgriSETA on an ad hoc basis.

5.15.2 Copy write and proof read

5.15.2.1 You will be required to work in a creative partnership with AgriSETA to conceive, develop and produce effective written content. This involves writing “copy”, i.e. coming up with original catchphrases, slogans, messages and straplines. It also includes writing all the wording in any type of advertising, such as posters, press, leaflets, adverts, sections in brochures, radio or television scripts, web/digital.

5.15.2.2 Proofread articles provided by AgriSETA.

5.15.2.3 Please note that AgriSETA will be responsible for content writing (articles)



5.16 Requirement 16: Return on Investment (ROI) Model

5.16.1 Develop a ROI Model.

5.16.2 Implement the ROI Model to be used by AgriSETA, to compare marketing ROI spend from month to month.

6 Competency and expertise required

6.1.1 At least 3 years Public Sector experience.

6.1.2 Understanding of AgriSETA’s functioning and its objectives.

6.1.3 Understanding of the skills development arena and AgriSETA’s role within that arena.

6.1.4 Knowledge of AgriSETA’s target audience, specifically the sector members.

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

6.1.5.1 Direct access to in-house printers and graphic designers.

6.1.5.2 Consulting/advisory services.

6.1.5.3 Reliability.

6.1.5.4 Speed of service delivery.


SECTION 1: Evaluation Process/Criteria

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 will be examined to determine compliance with bidding requirements and conditions. Bids with obvious deviations from the requirements/conditions, will be eliminated from further adjudication.

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.

CRITERIA MAXIMUM TO BE AWARDED

Functionality 115Experience of prospective contractor 40

Relevant experience 5

Understanding the AgriSETA’s functioning, objectives, and its role within the skills development arena and AgriSETA’s target audience

10

Direct access to in-house printers and graphic designers (to be indicated in proposal) 10

Consulting/advisory services (must be indicated in the proposal) 10

Reliability, quality management and customer service management (based on three reference checks)

0 Deadlines not met

5

2 Reliable but there were instances where they did not deliver

3 Met expectations

5 Exceeded expectations

Technical approach 70

Technical approach to layout, design and creative(must be indicated in proposal) 10

Technical approach to Printing (must be indicated in proposal) 10

Technical approach to the updating of the CI Manual (must be indicated in

5



proposal)

Technical approach to develop ad hoc marketing communication campaign strategy (must be indicated in proposal)

10

Technical approach to managing AgriSETA’s DVD requirements 5

Technical quality assurance process (must be indicated in proposal) 10

Method for the development of an ROI model 5

Work flow management (must be indicated in proposal) 5

Demonstrated experience with regard to editing services 5

Demonstrated experience with regard to translation services 5

Capability of staff to be used 5

Relevant previous experience and qualifications (must be indicated in CV’s) 5

Maximum subtotal for functionality if no presentations are held 100

Maximum subtotal for functionality before presentations 60

Presentation 80

Portfolio of work 50

Perceived quality of layout & Design and printing 10

Perceived quality of Branded Stationary 10

Perceived quality of CI Manual 10

Perceived quality of Newsletter 10

Development of ROI model 10

Technical approach 35

Creative approach 15

Work Flow Management 10

Potential to establish a sound working relationship with the AgriSETA

10

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.

1.2.3 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 GROUNDS OF FUNCTIONALITY

1.3.1 Bids that score less than 60% 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 PRICE AND PREFERENCE POINTS

1.4.1 All remaining bids will be evaluated as follows:

1.4.2 90 Marks will be awarded for price and 10 marks will be awarded for preferential procurement.

1.5 DETERMINATION OF SCORE FOR PRESENTATIONS

1.5.1 The AgriSETA may decide to have compulsory presentations made either by all bidders who have obtained at least 60% 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.

1.5.2 Presentations shall only affect the marks awarded for functionality. If the AgriSETAAgriSETA 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 Error:Reference source not found.

1.5.3 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.

1.5.4 A bidder will be disqualified if the combined score for functionality fails to meet the minimum threshold for functionality as per paragraph Error: Referencesource not found.

1.6 CALCULATION OF POINTS FOR PRICE

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

1.6.2 The lowest acceptable bid/proposal (adjusted or not), will obtain the maximum score allocated for price, taking into consideration the relative competitiveness of



the proposed prices. The other bids/proposals with higher prices (adjusted or not), will proportionately obtain lower scores.

1.6.3 The price points scored out of 90 shall be calculated according to the following formula:

The 90/10 preference point system

where

Ps = points scored for price of the bid/proposal under consideration

Pt = rand value of tender under consideration

Ph = rand value of highest acceptable tender

1.7 AWARDING OF POINTS FOR PREFERENCES/GOALS

1.7.1 Points for any specific goals will be awarded according to the formula(e) indicated in the preference points claim form(s).

1.7.2 The goals to be promoted through this bid are:

PREFERENTIAL CRITERIA MAXIMUM TO BE AWARDED

Equity ownership by HDIs as per the preference form 5

Promotion of SMMEs as per the preference form 5

Maximum total 10



1.8 COMBINING PRICE AND PREFERENCE MARKS

1.8.1 The preference marks for each acceptable bid will now be added to the price and functionality mark for that bid.

1.8.2 The Bid Evaluation Committee may recommend that the contract be awarded to the bidder obtaining the highest aggregate mark as determined by 1.8.1 or to a lower scoring bid on justifiable grounds.

1.9 ADJUDICATION OF BID

1.9.1 The Bid Adjudication Committee will consider the recommendations and make the final award. The successful bidder will usually be the service provider scoring the highest number of points or it may be a lower scoring bid on justifiable grounds or no award at all.


SECTION A Part 6: Contract Form

CONTRACT FORM: RENDERING OF SERVICES

THIS FORM MUST BE FILLED IN DUPLICATE BY BOTH THE SERVICE PROVIDER (PART 1) AND THE PURCHASER (PART 2). BOTH FORMS MUST BE SIGNED IN THE ORIGINAL SO THAT THE SERVICE PROVIDER AND THE PURCHASER WOULD BE IN POSSESSION OF ORIGINALLY SIGNED CONTRACTS FOR THEIR RESPECTIVE RECORDS.

PART 1 (TO BE FILLED IN BY THE SERVICE PROVIDER)

1. I/we hereby undertake to render services described in the attached bidding documents to AgriSETA in accordance with the requirements and task directives/proposals specifications stipulated in Bid Number ……………………………….. at the price/s quoted. My/our offer/s remain binding upon me/us and open for acceptance by the Purchaser during the validity period indicated and calculated from the closing date of the bid.

2. The following documents shall be deemed to form and be read and construed as part of this agreement:

2.1 Bidding documents, viz Invitation to bid Tax clearance certificate Pricing schedule(s) Filled in terms of reference/task directive/proposal Preference certificates in terms of the Preferential Procurement Regulations, 2001 Declaration of interest Declaration of bidder’s past SCM practices Special Conditions of Contract

2.2 General Conditions of Contract

2.3 Other (specify)

3. I/we confirm that I/we have satisfied myself as to the correctness and validity of my/our bid; that the price(s) and rate(s) quoted cover all the services specified in the bidding documents; that the price(s) and rate(s) cover all my obligations and I accept that any mistakes regarding price(s) and rate(s) and calculations will be at my own risk.

4. I/we accept full responsibility for the proper execution and fulfilment of all obligations and conditions devolving on me/us under this agreement as the principal liable for the due fulfilment of this contract.

5. I/we declare that I/we have no participation in any collusive practices with any bidder or any other person regarding this or any other bid.

6. I confirm that I am duly authorised to sign this contract.

NAME (PRINT) WITNESSES

CAPACITY 1

SIGNATURE 2

NAME OF FIRM DATE:

DATE


SECTION A Part 6: Contract Form

CONTRACT FORM: RENDERING OF SERVICES

PART 2 (TO BE FILLED IN BY THE PURCHASER)

1. I ……………………………………………………..……………… in my capacity as …………………………………………….. accept your bid under reference number ……………………………………………. dated ……………………………………. for the rendering of services indicated hereunder and/or further specified in the annexures.

2. An official order indicating service delivery instructions is forthcoming.

3. I undertake to make payment for the services rendered in accordance with the terms and conditions of the contract within 30 (thirty) days after receipt of an invoice.

DESCRIPTION OF SERVICE

PRICE (VAT INCL)

COMPLETION DATE

PREF POINTS CLAIMED FOR

HDIs

PREF POINTS CLAIMED FOR RDP GOALS

4. I confirm that I am duly authorised to sign this contract.

SIGNED AT ON

NAME (PRINT)

SIGNATURE

OFFICIAL STAMP WITNESSES

1

2

DATE:


SECTION B

SECTION B


SECTION B Part 1: Special Conditions of Bid and Contract

SPECIAL CONDITIONS THAT THE BIDDER NEEDS TO ACCEPT: DIVISION 2

SPECIAL CONDITIONS CONFIRMATIONYes No If no, indicate

deviation

1 GENERAL

1.1 Bidders must indicate compliance or non-compliance on a paragraph-by-paragraph basis. Indicate compliance with the relevant special conditions by marking the YES box and non-compliance by marking the NO box. The bidder must clearly state if a deviation from these special conditions are offered and the reason therefore. If an explanatory note is provided, the paragraph reference must be attached as an appendix to the bid submission. Bids not completed in this manner may be considered incomplete and rejected. Answering questions or supplying detail by referring to other sections will not be accepted.

1.2 Should bidders fail to indicate agreement/compliance or otherwise, the AgriSETA will assume that the bidder is not 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.

2 BID SUBMISSION CONDITIONS, INSTRUCTIONS AND EVALUATION PROCESS/CRITERIA

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

3 GENERAL CONDITIONS OF CONTRACT

3.1 The General Conditions of Contract must be accepted.

4 SPECIAL CONDITIONS OF BID AND CONTRACT

4.1 The Special Conditions of Bid and Contract as per Section B Part 1 of this Request for Bid must be accepted. Non-compliance may be deemed to be non-responsive.

5 ADDITIONAL INFORMATION REQUIREMENTS

5.1 During evaluation of the bids, additional information




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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.

6 VENDOR INFORMATION

6.1 The successful bidder will be required to complete a vendor information form detailing the organisation’s complete profile.

7 CONFIDENTIALITY

7.1 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.

7.2 All bidders are bound by a confidentially agreement preventing the unauthorised disclosure of any information regarding the AgriSETA or of its activities to any other organisation or individual. The bidders may not disclose any information, documentation or products to other clients without written approval of the accounting authority or the delegate.

7.37.4 “Confidential information” includes any information or

knowledge whatsoever relating to the AgriSETA including but not limited to all information in whatever form (tangible or intangible), reports (whether generated by the AgriSETA or service providers to the AgriSETA), documentation, specifications, know-how, accounts and computer readable data relating or pertaining to the project or the AgriSETA.

8 INTELLECTUAL PROPERTY, INVENTIONS AND COPYRIGHT

8.1 Copyright of all documentation relating to this contract belongs to the client. The successful bidder may not disclose any information, documentation or products to other clients without the written approval of the accounting authority or the delegate.

8.2 All the intellectual property rights arising from the execution of this contract shall vest in AgriSETA who shall be entitled to cede and assign such to the Department of Higher Education and Training and




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the contractor undertakes to honour such intellectual property rights and all future rights by keeping the know-how and all published and unpublished material confidential.

8.3 In the event that the contractor or any project team member would like to use information or data generated by the project, for academic or any other purpose, prior written permission must be obtained from the client. Such permission will not be unreasonably withheld and if it is withheld, written reasons will be provided.

8.4 The AgriSETA shall own all deliverables produced by the Contractor during the course of, or as part of the contract whether capable of being copyrighted or not (“IP”) and which are or may become eligible for copyright under the laws of the Republic of South Africa and which relates to the contract or which arises directly from this contract. This IP AgriSETA shall be entitled to freely cede and assign to the Department of Higher Education and Training. No other document needs to be executed to give effect to this cession, assignment or transfer.

8.5 The provisions of this clause 8 shall only apply to such IP that is created during the course and scope in terms of this contract.

8.6 The Contractor acknowledges and agrees that each provision of clause 8 is separate, severally and separately enforceable from any other provisions of this contract.

8.7 The invalidity or non-enforceability of any one or more provision hereof, shall not prejudice or effect the enforceability and validity of the remaining provisions of this contract.

8.8 This clause 8 shall survive termination of this contract.

9 NON-COMPLIANCE WITH DELIVERY TERMS

9.1 As soon as it becomes known to the contractor that he/she will not be able to deliver the goods and services within the delivery period and/or against the quoted price and/or as specified, the AgriSETA must be given immediate written notice to this effect. The




deviation

AgriSETA reserves the right to implement remedies as provided for in the GCC.

10 WARRANTS

10.1 The Contractor warrants that it is able to conclude this Agreement to the satisfaction of the AgriSETA.

10.2 Although the contractor will be entitled to provide services to persons other than AgriSETA, the contractor shall not without the prior written consent of AgriSETA, be involved in any manner whatsoever, directly or indirectly, in any business or venture which competes or conflicts with the obligations of the contractor to provide Services.

11 PARTIES NOT AFFECTED BY WAIVER OR BREACHES

11.1 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 an conditions hereof .

11.2 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.

12 RETENTION

12.1 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 AgriSETA.

12.2 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.




deviation

13 FORMAT OF BIDS

13.1 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. Bidders are to set out their proposal in the format prescribed hereunder:

13.2 Part 1: Special conditions of bid and contract

13.2.1 Bidders must complete and return only division 2 of the Special Conditions of Bid and Contract.

13.3 Part 2: SARS Tax Clearance Certificate(s)

13.3.1 An original valid SARS Tax Clearance Certificate must accompany the proposal. 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.

13.4 Part 3: Additional Registration Certificates

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

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

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

13.5 Part 4: Declaration of Interest

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

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

13.6.1 Each party to the bid must complete and return “Declaration of bidder’s past Supply Chain




deviation

Management practices”. Bids submitted without a completed and signed Declaration of bidder’s past Supply Chain Management practices may be deemed non-responsive.

13.7 Part 6: Certificate of Independent Bid Determination

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

13.8 Part 7: Employment equity

13.8.1 Bidders must provide proof of their employment equity compliance and plans.

13.9 Part 8: BEE status

13.9.1 Bidders must provide, if available, external and independently provided certified BEE status details

13.10 Part 9: Preference Points Claim Form in terms of the Preferential Procurement Regulations 2001 (Purchases)

13.10.1 Bidders must complete and return the Preference Points Claim Form (Purchases).

13.10.2 For a consortium or joint venture:

Each member organisation wishing to claim points should complete a separate Preference Points Claim Form (Purchases).

In the case of a consortium/joint venture/subcontractor, item 9.8 of the Claim Form should only be completed once for the whole consortium/joint venture.

13.11 Part 10: Preference Points Claim Form in terms of the Preferential Procurement Regulations 2001 (Promotion of Small Enterprises)

13.11.1 Bidders must complete and return the Preference Points Claim Form (Promotion of Small Enterprises).




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13.11.2 For a consortium or joint venture:

Each member organisation wishing to claim points should complete a separate Preference Points Claim Form (Promotion of Small Enterprises).

13.12 Part 11: Invitation to Bid

13.12.1 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 non-responsive.

13.13 Part 12: Technical approach

13.13.1 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 AgriSETA 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.




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Bidders are to present such information in a matrix. The following is provided merely as guidance. Bidders are free to elaborate as they see fit.

Outcome/output Activity Team member(s) involved (name and position)

Person days for each team member

Total person days


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13.13.2 Provide a work 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.

The work plan could for example cover the following:

Outcome/ outputs and activities

MONTHS Person days allocated1 2 3 4 5 6 7 8 9 10 11 12


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13.13.3 Please note that part 12 should be no longer than 20 single-sided A4 pages in Arial 11 (font size).

13.14 Part 13: Team details

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

The bidders must provide a summary chart containing all the people to be used.



Name Position in team

Current position

Years of experience

Education Relevant specialist areas of knowledge demonstrating suitability for position


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13.14.2 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.

13.15 Part 14: Experience in this field

13.15.1 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.

13.16 Part 15: Samples

13.16.1 Samples of all items offered must be submitted with the bid, even if the item bears the SABS mark.

All samples must be clearly marked with the bid number, the bidder’s name and address as well as a unique item number and placed in a container of choice. The container must be sealed before delivery of the bid. A list of all the items offered and in the container must also be provided with a clear description of each item.

This list should contain the information as per the example below.

Item No

Corresponding item number in bid pricing schedule

Full description of item

123




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This list should be bound into the bid document in this Part 18 and a copy should also be placed in the sealed container with the samples.

Samples of all items offered must be delivered with the bid to the address provided in the “Invitation to Bid”.

If samples are not provided with the bid, the bid may be regarded as non-responsive and will not be evaluated.

On opening the bids, all items in the container will be checked against the list and any discrepancy will be communicated to the bidder for rectification if necessary.

Samples of unsuccessful bids will be returned to bidders after the bids have been evaluated. Bidders will be informed by e-mail that the samples may be collected and collection of the samples shall be the responsibility of the bidder at the bidders own expense.

Samples related to the successful bid will be retained for the full duration of the contract period.

Samples not collected within 21 days of the date requesting bidders to do so, will be disposed of.

13.17 Part 16: Pricing Schedule

13.17.1 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.

13.17.2 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. The proposed totals for fees and reimbursables will be included in the contract as the maximum amount to be spent on these items.

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

13.17.4 Fees:




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The budgeted days/hours and applicable rates of all team members as per the pricing schedule.

13.17.5 Reimbursable costs

Travel

Only economy class flight and preferably Group A hire cars, otherwise Group B are to be used.

A rate to be indicated per kilometre for the use of a personal car.

Accommodation/meals

Only hotels, or other equivalent accommodation, with a rating of up to three stars are to be booked.

A maximum daily per diem for meals and incidentals of either R120,00 (incl VAT) per day for lunch and dinner of R150,00 (incl VAT) per day for breakfast, lunch and dinner will be paid for period in excess of 24 hours and thereafter in cycles of 24 hours away from original location.

Note: Hotel room calls, pay channel utilisation, alcohol consumption are for the bidder’s own account.

Communication costs (indicate a maximum allocation or whether proof will be submitted up to a ceiling amount)

Office supplies

Computer software

Postage, telephones, faxes

Note 2: No handling fee on disbursements will be considered

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




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14 Logistics for presentations

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

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.

Presentations will be made to the full Bid Evaluation Committee.

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


SECTION B Part 2: Tax Clearance Certificate

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/


SECTION B Part 3: Declaration of Interest

DECLARATION OF INTEREST1. Any legal person, including persons employed by the State1, or persons having a kinship with

persons employed by the State, including a blood relationship, may make an offer or offers in terms of the 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 take an oath declaring his/her interest, where –

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

1.2. The bidder is a Management Board member of AgriSETA and/or

1.3. 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, shareholder, etc):

2.4. Company Registration Number:

2.5. Tax Reference Number:

2.6. VAT Registration Number:

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/ shareholder/member:

Name of State institution to which the person is connected:

Position occupied in the State institution:

Any other particulars:

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

1 “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.


SECTION B Part 3: Declaration of Interest

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


DECLARATION

I, THE UNDERSIGNED (NAME)

CERTIFY THAT THE INFORMATION FURNISHED IN PARAGRAPHS 2.1 TO 2.11.1 ABOVE IS CORRECT. I ACCEPT THAT THE STATE MAY 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


SECTION B Part 4: Declaration Of Bidder's past SCM Practices

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 AgriSETA’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

http://www.treasury.gov.za/

Bid No: AS/2011/RFB/003/Advertise, Design and Print AgriSETAAgriSETA Bid Document


CERTIFICATE OF INDEPENDENT BID DETERMINATION

I, the undersigned, in submitting the accompanying bid:

AS/2011/RFB/003/Advertise, Design and Print

in response to the invitation for the bid made by:

AGRISETAAGRISETA

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 Bidder)

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 consortium2 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:

2 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.

Bid No: AS/2011/RFB/003/Advertise, Design and Print AgriSETAAgriSETA Bid Document


prices; geographical area where product or service will be rendered (market

allocation) methods, factors or formulas used to calculate prices; the intention or decision to submit or not to submit, a bid; the submission of a bid which does not meet the specifications and

conditions of the bid; or 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


SECTION B Part 6.1: Preference Points Claim Form (Purchases)

PREFERENCE POINTS CLAIM FORM IN TERMS OF THE PREFERENTIAL PROCUREMENT REGULATIONS, 2001

PURCHASES

This preference form must form part of all bids invited. It contains general information and serves as a claim form for Historically Disadvantaged Individual (HDI) preference points as well as a summary for preference points claimed for attainment of other specified goals.

NB: BEFORE COMPLETING THIS FORM, BIDDERS MUST STUDY THE GENERAL CONDITIONS, DEFINITIONS AND DIRECTIVES APPLICABLE IN RESPECT OF EQUITY OWNERSHIP BY HISTORICALLY DISADVANTAGED INDIVIDUALS (HDIs), AS PRESCRIBED IN THE PREFERENTIAL PROCUREMENT REGULATIONS, 2001

1 GENERAL CONDITIONS

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

1.1.1 The 80/20 system for requirements with a Rand value of up to R500 000

1.1.2 The 90/10 system for requirements with a Rand value above R500 000

1.2 The value of this bid is estimated to exceed R500 000 and therefore the 90/10 system shall be applicable.

1.3 Preference points for this bid shall be awarded for:

1.3.1 Price

1.3.2 Specific contract participation goals, as specified in the attached forms.

1.3.3 The points for this bid are allocated as follows:

POINTS

Price/functionality 90

Specific contract participation goals 5

Historically Disadvantaged Individuals 5

Who had no franchise in national elections before the 1983 and 1993 Constitutions

3

Who is a female 1.5

Who has a disability 0.5

Other specific goals (goals of the RDP – plus local manufacture) 5

Promotion of small enterprise 5

Total points for price, functionality, HDI’s and other RDP goals must not exceed 100

Separate Preference Points Claim Forms will be used for the promotion of the specific goals for which points have been allocated above.

1.4 Failure on the part of a bidder to fill in and/or sign this form may be interpreted to mean that the preference points 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 GENERAL DEFINITIONS

2.1 “Acceptable bid” means any bid, which in all respects, complies with the specifications and conditions of bid as set out in the bid document.

2.2 “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 goods, works or services.

2.3 “Comparative price” means the price after the factors of a non-firm price and all unconditional discounts that can be utilised have been taken into consideration.

2.4 “Consortium or joint venture” means an association of persons for the purpose of combining their expertise, property, capital, efforts, skills and knowledge in an activity for the execution of a contract.

2.5 “Contract” means the agreement that results from the acceptance of a bid by an organ of state.

2.6 “Specific contract participation goals” means the goals as stipulated in the Preferential Procurement Regulations, 2001.

2.6.1 In addition to the abovementioned goals, the Regulations [12(1)] also make provision for organs of state to give particular consideration to procuring locally manufactured products.

2.7 “Control” means the possession and exercise of legal authority and power to manage the assets, goodwill and daily operations of a business and the active and continuous exercise of appropriate managerial authority and power in determining the policies and directing the operations of the business.

2.8 “Disability” means in respect of a person, a permanent impairment of a physical, intellectual, or sensory function, which results in restricted, or lack of, ability to perform an activity in the manner, or within the range, considered normal for a human being.

2.9 “Equity ownership” means the percentage ownership and control, exercised by individuals within an enterprise.

2.10 “Historically Disadvantaged Individuals (HDI’s)” means a South African citizen

(1) Who, due to the apartheid policy that had been in place, had no franchise in national elections prior to the introduction of the Constitution of the Republic of South Africa, 1983 (Act No 110 of 1983) or the Constitution of the Republic of South Africa, 1993 (Act No 200 of 1993) (“the interim Constitution”); and or

(2) Who is a female; and/or

(3) Who has a disability.

Provided that a person who obtained South African citizenship on or after the coming to effect of the Interim Constitution, is deemed not to be a HDI.

2.11 “Management” means an activity inclusive of control and performed on a daily basis, by any person who is a principal executive officer of the company, by whatever name that person may be designated, and whether or not that person is a director.

2.12 “Owned” means having all the customary elements of ownership, including the right of decision-making and sharing all the risks and profits commensurate with the degree of ownership interests as demonstrated by an examination of the substance, rather than the form of ownership arrangements.

2.13 “Person” includes reference to a juristic person.



2.14 “Rand value” means the total estimated value of a contract in Rand denomination that is calculated at the time of bid invitations and includes all applicable taxes and excise duties.

2.15 “Small, Medium and Micro Enterprises (SMMEs)” bears the same meaning assigned to this expression in the National Small Enterprise Act, 1996 (Act No 102 of 1996).

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

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.

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 ESTABLISHMENT OF HDI EQUITY OWNERSHIP IN AN ENTERPRISE

3.1 Equity ownership shall be equated to the percentage of an enterprise which is owned by individual classified as HDIs, or in the case of a company, the percentage shares that are owned by individual classified as HDIs, who are actively involved in the management and daily business operations of the enterprise and exercise control over the enterprise, commensurate with their degree of ownership.

3.2 Where individuals are not actively involved in the management and daily business operations and do not exercise control over the enterprise commensurate with their degree of ownership, equity ownership may not be claimed.

4 ADJUDICATION USING A POINT SYSTEM

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

4.2 Preference points shall be calculated after prices have been brought to a comparative basis.

4.3 Points scored will be rounded off to 2 decimal places.

4.4 In the event of equal points scored, the bid will be awarded to the bidder scoring the highest number of points for specified goals.

5 POINTS AWARDED FOR PRICE

5.1 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

min

min180PPPtPs or

min

min190PPPtPs

Where

Ps = Points scored for price of bid under consideration

Pt = Rand value of bid under consideration

Pmin = Rand value of lowest acceptable bid

6 POINTS AWARDED FOR HISTORICALLY DISADVANTAGED INDIVUDUALS

6.1 In terms of Regulation 13(2) preference points for HDI’s are calculated on their percentage shareholding in a business, provided that they are actively involved in and exercise control over the enterprise. The following formula is prescribed in Regulation 13(5)(c).



100EPNOPxNEP

Where

NEP = Points awarded for equity ownership by an HDI

NOP = The maximum number of points awarded for equity ownership by an HDI in that specific category

EP = The percentage of equity ownership by an HDI within the enterprise or business, determined in accordance with the definition of HDI’s

6.2 Equity claims for a trust will only be allowed in respect of those persons who are both trustees and beneficiaries and who are actively involved in the management of the trust.

6.3 Documentation to substantiate the validity of the credentials of the trustees contemplated above must be submitted.

6.4 Listed companies and tertiary institutions do not qualify for HDI preference points.

6.5 A consortium or joint venture may, based on the percentage of the contract value managed or executed by their HDI-members, be entitled to preference points in respect of an HDI.

6.6 A person awarded a contract as a result of preference for contracting with, or providing equity ownership to an HDI, may not subcontract more than 25% of the value of the contract to a person who is not an HDI or does not qualify for the same number or more preference for equity ownership.

7 BID DECLARATION

7.1 Bidders who claim points in respect of equity ownership must complete the Bid Declaration at the end of this form



8 EQUITY OWNERSHIP CLAIMED IN TERMS OF PARAGRAPH 2.10 ABOVE. POINTS TO BE CALCULATED FROM INFORMATION FURNISHED IN PARAGRAPH 9.8

Ownership Percentage owned

Points claimed

8.1 Equity ownership by persons who had no franchise in the national elections %

8.2 Equity ownership by women %

8.3 Equity ownership by disabled persons* %

*If points are claimed for disabled persons, indicate nature of impairment (see paragraph 2.8 above)

9 DECLARATION WITH REGARD TO EQUITY

9.1 Name of firm:

9.2 VAT registration number:

9.3 Company registration number:

9.4 Type of firm

Partnership One person business/sole trader 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 firm has been in business? …………………………………………….



9.8 List all shareholders by Name, Position, Identity Number, Citizenship, HDI status and ownership, as relevant. Information to be used to calculate the points claimed in paragraph 8

Name Date/Position occupied in enterprise

ID number Date RSA citizenship obtained

*HDI Status *Non-HDI status

% of business/ enterprise

ownedNo franchise

prior to elections

Women Disabled

* Indicate Yes or No

9.9 Consortium/Joint Venture

9.9.1 In the event that preference points are claimed for HDI members by consortia/joint ventures, the following information must be furnished in order to be entitled to the points claimed in respect of the consortium/joint venture member:

Name of consortium/joint venture member

Fees to be earned by each consortium/joint venture member

Disbursements allocated to each consortium/joint venture member

Total of fees and disbursements allocated to each consortium/joint venture member

Percentage (%) of the contract value managed or executed by the consortium/joint venture member



9.10 I/We, the undersigned who warrants that he/she is duly authorised to do so on behalf of the firm certify that points claimed, based on the equity ownership, indicated in paragraph 8 of the foregoing certificate, qualifies the firm for the preference(s) shown and I/we acknowledge that:

9.10.1 The information furnished is true and correct.

9.10.2 The equity ownership claimed is in accordance with the General Conditions as indicated in paragraph 1 of this form.

9.10.3 In the event of a contract being awarded as a result of points claimed as shown in paragraph 8, the contractor may be required to furnish documentary proof to the satisfaction of the seller that the claims are correct.

9.10.4 If the claims are found to be incorrect, the seller may, in addition to any other remedy it may have:

Recover costs, losses or damages it has incurred or suffered as a result of that person’s conduct.

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.

Impose a financial penalty more severe than the theoretical financial preference associated with the claim which was made in the bid.

WITNESSES

1. …………………………………………

2. ………………………………………… DATE: …………………………………………

ADDRESS: ………………………………………

……………………………………………………..

……………………………………………………..

……………………………………………………..

…………………………………….SIGNATURE(S) OF BIDDER(S)


SECTION B Part 6.2: Preference Points Claim Form (Promotion of Small Enterprises)

PREFERENCE POINTS CLAIM FORM IN TERMS OF THE PREFERENTIAL PROCUREMENT REGULATIONS, 2001

PROMOTION OF SMALL ENTERPRISES

NB: BEFORE COMPLETING THIS FORM, BIDDERS MUST STUDY THE GENERAL CONDITIONS, DEFINITIONS AND DIRECTIONS SPECIFIED IN THE PREFERENCE POINTS CLAIM FORM (PURCHASES) IN TERMS OF THE PREFERENTIAL PROCUREMENT REGULATIONS, 2001

1. INTRODUCTION

1.1 In terms of regulation 17 of the Preferential Procurement Regulations pertaining to the Preferential Procurement Policy Framework Act, 2000 (Act No 5 of 2000), it is the Government’s intention to promote small businesses (now referred to as small enterprises) by using the preference point system as a mechanism to award points to bidders.

2. SPECIFIC GOAL

2.1 The specific goal is the promotion of small enterprises as defined in the National Small Enterprise Act, 1996 (Act No 102 of 1996) as amended by the National Small Business Amendment Act (Act 26 of 2003) and the National Small Business Amendment Act, (Act No 29 of 2004).

2.2 Bidders who wish to claim in respect of this goal must complete either paragraph 3 with regard to being a small enterprise and/or paragraph 4 with regard to the promotion of small enterprises.

2.3 The maximum preference points that can be claimed between paragraphs 3 and 4 are 5 points.

3. CLAIM WITH REGARD TO BEING A SMALL ENTERPRISE

3.1 Bidders who regard themselves as a micro, very small or medium enterprise (SMME) as defined by the National Small Enterprise Act, 1996 (Act No 102 of 1996) as amended by the National Small Business Amendment Act (Act 26 of 2003) and the National Small Business Amendment Act (Act 29 of 2004) may claim preference points.

3.2 Do you regard yourself as a SMME in terms of the Act? YES / NO

3.3 Should bidders wish to claim points for being a SMME, then bidders must complete the following table.

First select and tick in column (A) the relevant sector or sub-sector you are operating in. Within the chosen sector, select and tick the relevant block in columns (B), (C) and (D) indicating your organisation’s position pertaining to employees (B), turnover (C) and asset value (D).

See the example in 3.4 below:



Annex 1: Schedule National Small Enterprise Act

Sector or sub-sector in

accordance with the Standard

Industrial Classification

A Size or class Total full time equivalent of

paid employees

B Total annual turnover

C Total gross asset value

(fixed property excluded)

D

Less than Less thanAgriculture Medium 100 R5.00 m R5.00 m

Small 50 R3.00 m R3.00 mVery small 10 R0.50 m R0.50 mMicro 5 R0.20 m R0.10 m

Mining and quarrying

Medium 200 R39.00 m R23.00 mSmall 50 R10.00 m R6.00 mVery small 20 R4.00 m R2.00 mMicro 5 R0.20 m R0.10 m

Manufacturing Medium 200 R51.00 m R19.00 mSmall 50 R13.00 m R5.00 mVery small 20 R5.00 m R2.00 mMicro 5 R0.20 m R0.10 m

Electricity, gas and water


Construction Medium 200 R26.00 m R5.00 mSmall 50 R6.00 m R1.00 mVery small 20 R3.00 m R0.50 mMicro 5 R0.20 m R0.10 m

Retail and motor trade and repair service


Wholesale trade, commercial agents and allied services


Catering, accommodation and other trade


Transport, storage and communications


Finance and business services


Community, social and personal services


PLEASE TICK THE CORRECT BLOCKS



3.4 Bidders are to claim preference points based on the size or class of enterprise indicated above:

Example

Sector or sub-sector in accordance

with the Standard Industrial

Classification

A Size or class Total full time equivalent of

paid employees

B Total annual turnover

C Total gross asset value

(fixed property

excluded)

D

Less than Less thanAgriculture Medium 100 R5.00 m R5.00 m

ü Small 50 R3.00 m ü R3.00 mVery small 10 R0.50 m R0.50 m üMicro 5 ü R0.20 m R0.10 m

The annual turnover shall be the factor determining the ultimate classification and hence the points claimable. The company in this example would be classified as a “small” enterprise because of the turnover in lieu of the fact that according to the other parameters, the company could be classified as a “micro” or “very small” enterprise.

For example: The company in the example will therefore be able to claim a maximum of 1.5 points in paragraph 3.6 below.

3.5 Insert your claim in the table below based on the information contained in paragraph 3.3.

3.6 If required, the information supplied above must be substantiated by an internal auditor’s certificate and the relevant documentation.

Classification Maximum point Points claimedMicro 2.5

Very Small 2

Small 1.5

Medium 0.5

4. CLAIM WITH REGARD TO THE PROMOTION OF SMALL ENTERPRISE

4.1 Bidders that are actively involved in the promotion of small enterprises, as defined in the National Small Enterprise Act, 1996 (Act No 102 of 1996) as amended by the National Small Business Amendment Act, (Act 26 of 2003) and the National Small Business Amendment Act, (Act 29 of 2004), by subcontracting/outsourcing any of the business and/or functions of the bidder to local small enterprise(s) inter alia manufacturing, packaging, distribution, etc. may claim preference points. (Note: A SMME cannot claim for promoting its own business)

4.2 Do you promote small enterprise as stipulated above: YES/NO

If yes, then complete the table below to claim preference points.

Specific business function(s) subcontracted/ outsourced

Name(s) of small enterprise(s) subcontracted/ outsourced to

Address and telephone number of small enterprise(s) as well as contact person(s)

Value of subcontracted/ outsourced business (a)



Total Value (a)

4.3 Bidders may claim preference points based on business subcontracted/outsourced to SMME enterprises as a percentage of annual turnover for the previous financial year in accordance with the table below:

Total annual turnover for the previous financial year: R…………………….. (b)

The percentage of turnover should be calculated by dividing the value of subcontracted/ outsourced business (a) above by the turnover for the previous financial year (b) multiplied by 100.

Example

Total value of subcontracted/outsourced business R100 000,00 (a)Turnover for previous financial year R550 000,00 (b)

The percentage will then be R100 000,00 (a) divided by R550 0000,00 (b) multiplied by 100 = 18,8%. The preference points that could be claimed are therefore 1. (See table under 4.4 below).

4.4 Please insert your claim in the table below

Percentage of turnover directed to small enterprise (total of (a) divided by (b) x 100)

Points allocated Points claimed

0 – 9 0.5

10 – 19 1

20 – 29 1.75

30 – 39 2

40 and above 2.5

4.5 If required, the information supplied above must be substantiated by an internal auditor’s certificate and the relevant documentation.

5. DECLARATION

5.1 I/we, the undersigned, who warrants that he/she is duly authorised to do so on behalf of the firm declare that points claimed, based on promotion of small, medium or micro enterprises, qualifies the firm for the point(s) shown and I/we acknowledge that:

5.1.1 The information is true and correct.

5.1.2 In the event of a contract being awarded as a result of points claimed, the contractor may be required to furnish documentary proof (a substantiating external auditor’s certificate) that the claims are correct.

5.1.3 If the claims are found to be incorrect, the AgriSETAmay, in addition to any other remedy it may have:

Recover all costs, losses or damages it has incurred or suffered as a result of that person’s conduct.

Cancel the contract and claim any damages which it has suffered as a result of having to make a less favourable arrangement due to such cancellation.



Impose a financial penalty more severe than the theoretical financial preference associated with the claim which was made in the bid.

Restrict the contractor, its shareholders and directors from obtaining business from the AgriSETA for a period determined by the AgriSETA.

WITNESSES

1. …………………………………………

2. ………………………………………… DATE: ……………………………………

…………………………………….SIGNATURE(S) OF BIDDER(S)


SECTION B Part 7: Invitation to Bid

INVITATION TO BID

YOU ARE HEREBY INVITED TO BID FOR REQUIREMENT OF THEAGRISETA

BID NUMBER AS/2011/RFB/003/Advertise, Design and Print

CLOSING DATE

4 March 2011 CLOSING TIME

11:00

DESCRIPTION AgriSETA is seeking to appoint a suitably qualified service provider who will maintain and update AgriSETA’s corporate identity in terms of brand personality and target marketing. The intention is for the appointed service provider to work with AgriSETA to:

5 Maintain AgriSETA’s brand,6 Produce and place AgriSETA’s print and online advertising, and7 Design and produce a range of AgriSETA marketing materials8 Develop a Return on Investment (ROI) model and report on AgriSETA’s ROI

(marketing).

VALIDITY Offer to be valid for 60 days from the closing date of the bid.

The successful bidder will be required to fill in and sign a written Contract Form

BID DOCUMENTS MAY BE:

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

AgriSETA, AgriSETA House, Receiption, 529 Belvedere Street, Arcadia, Pretoria

OR

* POSTED TO: The Core Function Manager, AgriSETA, P O Box 26024, Arcadia 0007

ORHANDED IN AT RECEPTION SITUATED AT(Street address)

AgriSETA, AgriSETA House, Receiption, 529 Belvedere Street, Arcadia, Pretoria, prior to the official closure time

No faxed or e-mailed bids will be accepted

Bidders should ensure that bids are delivered to AgriSETA before the closing date and time to the correct physical address.

If the bid is late, it will not be accepted for consideration.* Refer to Paragraph 6 of the “Special Conditions of Bid and Contract: Portion 1”.

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).

This bid is subject to the General Conditions of Contract (GCC) and, if applicable, any other Special Conditions of Contract.

Bids submitted that do not comply with the following may not be considered for evaluation:

A bid that is not in the format prescribed. A bid without some or all of the required documents. Pricing schedules not in the required format. Bids without the required number of copies.



Any queries regarding bidding procedures and technical information may be directed to:Name: Annetjie LabuscagneTel.: 012 301 5605Fax: 012 325 1677e-Mail [email protected]



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:

Entity name

VAT registration number

Tax Clearance Certificate submitted YES / NO

Company registration number

Income tax reference number

Company PAYE number

Company UIF number

Skills Development Levy registration number

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 nameVAT registration number






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

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

AgriSETA, AgriSETA House, Receiption, 529 Belvedere Street, Arcadia, Pretoria

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 goods and 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


SECTION B Part 8: Curriculum Vitae Template

CV TEMPLATE GUIDELINEProposed role in the project:

1. Family name

2. First name:

3. Date of birth:

4. Nationality

5. Education

Institution(Date from - Date to)

Degree(s) or Diploma(s) obtained

6. Membership of professional bodies

7. Other skills (e.g. computer literacy, etc.)

8. Present position:

9. Years within the organisation:

10. Key qualifications (relevant to the project)

11. Professional experience

Date(From – To) (mm/yy)OrganisationLocationPositionDescription of duties

Date(From – To) (mm/yy)OrganisationLocationPositionDescription of duties

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


SECTION B Part 9: Pricing Schedule

PRICING SCHEDULE(Professional Services)

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

BID DESCRIPTION: AgriSETA is seeking to appoint a suitably qualified service provider who will maintain and update AgriSETA’s corporate identity in terms of brand personality and target marketing. The intention is for the appointed service provider to work with AgriSETA to:

9 Maintain AgriSETA’s brand,10 Produce and place AgriSETA’s print and online advertising, and11 Design and produce a range of AgriSETA marketing materials12 Develop a Return on Investment (ROI) model and report on AgriSETA’s ROI (marketing).

PAR NO DESCRIPTION BID PRICE IN RSA CURRENCY

1 The accompanying information 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



Requirement number

As per specification in the Terms of Reference (ToR)

1 A5 BookletToR par. 6.1

Price for Layout & Design

Price for printing 2000









Indicate cost

2 A4 CertificatesToR par.6.2











Indicate cost

3 NewslettersToR par. 6.3











Indicate cost

4 Annual ReportToR par. 6.4











Indicate cost Editing cost Per 6 000 to

10 000 wordsPer 1000 words Per 1000 words Per 1000 words Per 1000 words

Translation cost Per 6 000 - 10 000words

Per 1000 words Per 1000 words Per 1000 words Per 1000 words

5 DL brochure (3 panel)ToR par. 6.5











Indicate cost

6 2 panel DL insertToR par. 6.6











Indicate cost

7 A 5 colour advertToR par. 6.7











Indicate cost

Name of bidder:

2011/2012R excluding VAT







Requirement number


8 A4 colour advertToR par. 6.8











Indicate cost

9 A4 coversToR par. 6.9











Indicate cost

10 E mailshotToR par. 6.10






Indicate cost

11 Corporate DVDToR par. 6.11

Cost for production of corporate DVD

Cost per update of existing DVD's









Indicate cost

12 Branded Stationary / Promotional ItemsToR par. 6.12


Price for printing per 500









Letterheads (6.12.1)Envelopes (6.12.2) per size below:C4 (324mm x 229mm)C5 (229mm x 162mm)CDLB (220mm x 110mm)








Requirement number












Complementary slipsToR par. 6.12.3











Business CardsToR par. 6.12.4

Price per 2000 Price per 2000 Price per 2000 Price per 2000 Price per 2000AgriSETA pensToR par 6.12.5

13 Update of the Corporate Identity ManualToR par. 6.13

Cost per hour Cost per day Cost per hour Cost per day Cost per hour Cost per day Cost per hour Cost per day Cost per hour Cost per day

Indicate cost

14 PhotographyToR par. 6.14

Photography half day cost

Cost for editing and supplying in CD format









Indicate cost Indicate cost for the printing of one photograph in colorSize: A5 (150mm x 200mm)Indicate cost for the printing of one photograph in black and whiteSize: A5 (150mm x 200mm)








Requirement number


15 Advisory / consulting Service ToR par. 6.15

Cost per hour Cost per day Cost per hour Cost per day Cost per hour Cost per day Cost per hour Cost per day Cost per hour Cost per day

Indicate cost

1 Period required for the commencement with the project after acceptance of the bid

2 Are the prices quoted be firm for the periods as indicated

3 If not, please indicate the % increase per period 2012/2013 2013/2014 2014/2015 2015/2016% IncreaseCommencement date of increase 01-Apr-12 01-Apr-13 01-Apr-14 01-Apr-15






*note the cost of the first year (2011/2012) should be fixed, therefore the table above does not make provision for an increase. If the cost is to be increased in the first year it must be indicated and the month in which the increase will commence must be stated.

Cost for the Development of the ROI model

Indicate cost

16 Return on Investment Model (ROI)ToR par. 6.16


Implementation of the ROI model






