request for · web viewsupply chain management. sla. ... approximately 600 to 700 ... all bids...

REQUEST FOR BIDPROFESSIONAL SERVICES

BID DETAILS

BID NUMBER: FAS/LD/SP/MENTORING_&_COACHING/CON516

CLOSE Date: 17 May 2013Time: 11h00

DESCRIPTION: The appointment of a training provider to provide national workshops to Fasset delegates on Mentoring and Coaching during October 2013.

BRIEFING SESSION:

Yes No X

See division 1 on Special Conditions of Bid and Contract that the bidder needs to take note of.

DETAILS OF BIDDER

Organisation/individual:Email address:

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

ORIGINAL COPY NR:

Procurement process administered by Fasset

Version 13: Fasset Professional Services Bid document template 24 July 2012

Bid No: FAS/LD/SP/MENTORING_&_COACHING/CON516 Fasset Bid Document

Glossary

GLOSSARY

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

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

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

Contractor Organisation with whom Fasset will conclude a contract and potential service level agreement subsequent to the final award of the contract based on this Request for Bid

Core Team The core team are those members who fill the non-administrative positions against which the experience will be measured.

dti Department of Trade and Industry

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

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

GCC General Conditions of Contract

IP Intellectual Property

NIPP National Industrial Participation Programme

Original Bid Original document signed in ink, orCopy of original document signed in ink, orSubmitted Facsimile of original document signed in ink

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

SCM Supply Chain Management

SLA Service Level Agreement


Content Page

DOCUMENTS IN THIS BID DOCUMENT PACK

Bidders are to ensure that they have received all pages (74) of this document, which consist of the following sections:

SECTION ANote: Documents in this section are for information to or the instruction of bidders and must not be returned with bids.

Section A Part 1: Background

Section A Part 2: Bid Submission Conditions and Instructions

Section A Part 3: General Conditions of Contract

Section A Part 4: Terms of Reference

Section A Part 5: Evaluation Process/Criteria

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

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: Preference Points Claim form in terms of the Preferential Procurement Regulations 2011

Section B Part 7 Invitation to Bid

Section B Part 8: CV Template Guideline

Section B Part 9: Pricing Schedule (Professional Services)


SECTION A

SECTION A


Section A Part 1: Background

BACKGROUND

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

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

The objectives of Fasset are:

To develop the competence of employees and potential employees:

Improving the quality of life of employees, their prospects of work and labour mobility

Improving productivity in the workplace and the competitiveness of employers Promoting self-employment in situations where the sector is experiencing job

shrinkage.

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

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

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

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

labour market and enhancing access to opportunities to gain work experience.

To support the objectives of the Employment Equity Act of 1998 To enhance access to learning opportunities and to facilitate the recognition of prior

learning To ensure the quality of education and training in the sector To expand the provision of education and training in this sector through sound

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

support of the objectives of the Act

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



BID SUBMISSION CONDITIONS AND INSTRUCTIONS

CONDITIONS AND INSTRUCTIONS THAT BIDDERS NEED TO TAKE NOTE OF

1 FRAUD AND CORRUPTION

1.1 All providers are to take note of the implications of contravening the Prevention and Combating of Corrupt Activities Act, Act No 12 of 2004 and any other Act applicable.

2 BRIEFING SESSION

2.1 No briefing session will be held.

3 CLARIFICATIONS/ QUERIES

3.1 Telephonic requests for clarification will not be accepted. Any clarification required by a bidder regarding the meaning or interpretation of the Terms of Reference, or any other aspect concerning the bid, is to be requested in writing (letter, facsimile or e-mail) from [email protected] by not later than 12h00 on 10 May 2013. A reply will be forwarded within three (3) working days. All questions and answers will be published on the Fasset website and e-mails to all prospective bidders after the above date. The bid number should be mentioned in all correspondence. If appropriate, the clarifying information will be made available to all bidders by e-mail only.

4 SUBMITTING BIDS

4.1 One (1) original plus two (2) hard copies as well as one (1) soft copy (CD) of the bid, i.e. three documents and a CD be handed in/delivered to:

Director of Skills PlanningFassetBuilding 3 Ground Floor299 Pendoring RoadBlackheath Randburg

4.2 Only bids that are submitted as one (1) original and two (2) copies will be accepted as valid and responsive. The original and copies will be distributed to the tender evaluation panel, and must contain the same information and must all be nearly marked and professionally presented.

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

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

Bid number: FAS/LD/SP/MENTORING_&_COACHING/CON516 Closing date and time: 17 May 2013, 11h00 The name and address of the bidder



4.5 Documents submitted on time by bidders shall not be returned.

5 LATE BIDS

5.1 Bids received late shall not be considered. A bid will be considered late if it arrived even one second after 11h00 or any time thereafter. The tender (bid) box shall be locked at exactly 11h00 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 Fasset via normal post or any other mechanism shall be deemed to be received at the date and time of arrival at the Fasset premises (tender/bid box or reception). Bids received at the physical address after the closing date and time of the bid, shall therefore be deemed to be received late.

6 DIRECTIONS TO FASSET OFFICES FOR DELIVERY OF BIDS

6.1 Physical Address

Director of Skills PlanningFassetBuilding 3Ground Floor (bid box is here)299 Pendoring RoadBlackheathJohannesburg

6.2 Directions from N1 Pretoria / Polokwane

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

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

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

Take the next turnoff, Beyers Naude Drive and turn left into Beyers Naude Drive

After ± 1.9kms, turn right into Pendoring Road Past McDonalds on your left. At the next traffic intersection, turn left into 299

Pendoring (± 300m from the corner).

6.3 Directions from O.R Tambo International Airport

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

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

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

Modderfontein, London Road and Marlboro Drive



At the Buccleuch Interchange, the N3 highway will become the N1 highway. Follow the Roodepoort / Bloemfontein signs

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

Take the next turnoff, Beyers Naude Drive and turn left into Beyers Naude Drive

After ± 1.9kms, turn right into Pendoring Road Pass McDonalds on your left. At the next traffic intersection, turn left into 299

Pendoring (± 300m from the corner).

DIRECTIONS TO FASSET

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

7 PAYMENTS

7.1 Fasset will pay the Contractor the fees set out in the final contract according to the table of deliverables. No additional amounts will be payable by the Fasset to the Contractor.

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

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

7.1.3 No payment will be made to the Contractor unless an original tax invoice complying with section 20 of the VAT Act No 89 of 1991, as amended, has been submitted to the Fasset.

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

7.2 The Contractor shall be responsible for accounting to the appropriate authorities for its income tax, VAT or other moneys required to be paid in terms of the applicable law.


Section A Part 3: General Conditions of Contract

GENERAL CONDITIONS OF CONTRACT

1. The General Conditions of Contract must be accepted. The GCC can be downloaded from the Fasset website. Please refer to link below:

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





TERMS OF REFERENCE (TOR)

The appointment of a training provider to provide national workshops to Fasset delegates on Mentoring and Coaching during October 2013.FAS/LD/SP/MENTORING_&_COACHING/CON516

1 BACKGROUND

1.1 Fasset is statutory body established through The Skills Development Act, 1998 (Act No 97 of 1998), as amended. The goal of the Act in respect of the Fasset Seta is ’To influence the effective operation of the labour market, through effective skills development, so as to ensure the appropriate supply of competent labour necessary to compete in the global economy‘ in the sub-sectors that fall with the industrial scope of Fasset.

2 BACKGROUND TO THE PROJECT

2.1 Fasset, the Seta for Finance and Accounting Services, identified a need to provide national workshops Mentoring and Coaching to interested Fasset Skills Development Facilitators (SDFs).

3 OVERALL OBJECTIVE OF THE PROJECT

3.1 The workshop must build capacity for Fasset stakeholders to ensure an intermediate understanding of Mentoring and Coaching.

3.2 These should include but is not limited to: An overview of the topic of Mentoring and Coaching Understanding the benefits of Mentoring and Coaching When is Mentoring and Coaching needed? Learning how to communicate with staff/learners Identifying and supporting staff/learners and their individual needs Creating rapport and giving feedback Creating vision and establishing consensus with staff/learners Coaching and diversity Assisting and supporting staff/learners Dealing with conflict Difference in conducting group and individual coaching sessions Mentoring and Coaching do’s and don’ts Critical success factors for Mentoring and Coaching Cover all issues pertinent to this area and the latest changes and developments in

the area. Other areas not included above

3.3 The training programme should be linked to an appropriate unit standard. This must be submitted in the proposal.

3.4 Given the Fasset sector profile (see above); the focus is to be on aspects relevant to SMMEs and to practitioners in the sector who require such knowledge for their own workplaces and to provide a professional service to their clients.

3.5 The delegates will be employees working for firms registered with the Fasset Seta (who are principally small, medium and micro enterprises (SMMEs) employing financial and other specialists registered with a range of professional bodies e.g. SAICA, ACCA,



SAIPA and at a variety of levels e.g. junior and senior. This course is geared to employees in firms who wish to get a better understanding of mentoring and coaching.

3.6 Respondents to the request for bid would, as an absolute minimum, be required to have extensive experience in relation to both the subject matter and the provision and delivery of training to groups of delegates.

3.7 It will be required of the training provider to travel around South Africa as seminars are scheduled nationally (it is estimated that approximately 5 events will be scheduled). Where there is demand from delegates, additional events may be scheduled at a time that is mutually convenient to Fasset and the training provider.

3.8 The Training Provider should, in their project plan, address the requirements in 12.12 (Part 15: Technical Approach of the Special Conditions of Contract) and include additional areas and suggest value adds. The list provided is by no means comprehensive and elements of it may be changed in line with best practice in the field. On occasion bidders omit this plan from their proposal, or do not comprehensively address the requirements of the criteria for evaluation in their proposal. This may substantially affect the scores that service providers receive in the evaluation process.

3.9 Details of the required deliverables are as follows:



1. Planning

The submission of a final comprehensive overall training outline and programme. Detailed outcomes and service levels required:

No. Outcome Training Provider Responsibility Fasset Responsibility

1.1 [1.] A comprehensive training programme (plan) for the provision of a half-day seminar on Changes in LegislationMentoring and Coaching aApplicable to the Financial Services Sector for firms registered with Fasset of which 97% are SMMEs in the following sectors: Investment entities and trusts Administration of financial markets Security dealings and activities Development corporations and

organisations Activities auxiliary to financial

intermediation Tax services Asset portfolio management Company secretarial services Accounting, bookkeeping and

auditing activities Tax Consultancy Activities of accountants and auditors

registered in terms of The Public Accountants and Auditors Act

Activities of cost and management accountants

Bookkeeping activities, including

i. Compile and submit a draft and then final plan and forward to Fasset for approval including as a minimum:

ii. Breakdown of time allocated to each sub-topic

iii. Outline of the: Invitation (draft) Handbook (draft and final) Slide presentation (draft and final) Self-assessment questions and answers

(draft and final) One-page article on the course (draft and

final)iv. Methodology of planning, implementing and

reporting for this eventv. The outline of the topics (over and above the

ones suggested in Section 3.1 above) to be covered in the seminar must be specified in the proposal response.

vi. Submit a minimum number of two CVs of the trainers who will be presenting the seminar (one main speaker is intended to facilitate the presentations, and the second speaker is intended to act as a backup in the event that the main speaker is ill or for other reasons of

a. Approve and sign-off the invitation, handbook, slide presentation, self-assessment questions and answers and a one-page article on the course.

b. The SDF 21: Mentoring and Coaching material is available on the Fasset website an example of the suitable standard for this course. Use the link below as guidance. Article (Microsoft Word: 67 Kb) Fasset Presentation (Microsoft

PowerPoint: 162 kb) Presentation (Microsoft PowerPoint:

1.07 Mb) Workbook (Microsoft Word:270 Kb) Invitation (Microsoft Word:128 Kb)

c. Vet and approve methodology and project plan.

d. Vet and approve the CVs of the speaker/trainers who will be presenting the course.

http://www.fasset.org.za/downloads/events/sdf_21_mentoring_coaching_final_fax_invite.doc

http://www.fasset.org.za/downloads/events/sdf_21_mentoring_coaching_handout_v4.doc

http://www.fasset.org.za/downloads/events/sdf_21_mentoring_coaching_presentation_v3.ppt

http://www.fasset.org.za/downloads/events/sdf_21_mentoring_coaching_fasset_presentation_v5.ppt

http://www.fasset.org.za/downloads/events/sdf_21_mentoring_coaching_article_v2.doc



No. Outcome Training Provider Responsibility Fasset Responsibilityrelevant data processing and tabulation activities

Business and management consultancy activities

South African Revenue Services (SARS) and

National Treasury

force majeur), including relevant qualifications, experience and language competencies.

vii. Ensure that ‘new’ and ‘fresh’ quality speaker CVs are submitted to the Seta for perusal. Delegates who are exposed to the same speaker regularly (i.e. more than 3 times in succession for a specific type of event) will benefit from a fresh approach and presentation style.

viii. Video clips of the speakers are required and will provide the evaluation committee with a clear indication of the speaker style and ability. The video clip can be professional (taken with a camcorder, video recorder, camera) or via amateur devices (such as mobile phones). The video clips can be short or long, depending on the resources or recording of the service provider. The video clips must be saved to a CD / memory stick and included in the required number of copies of the proposal.

ix. Fasset’s official language is English, however a speaker with the ability to speak Afrikaans and at least one other official language would facilitate communication, especially where delegates may prefer to ask questions in their language e.g. Afrikaans.

1.2 1. Given the Fasset sector profile (see above); the focus is to be on aspects

i. Include / address this focus in the plan and training.

a. Approve and sign-off as part of the plan content.




relevant to SMMEs and to practitioners in the sector who require such knowledge for their own workplaces and to provide a service to their clients.

2. Delegates attending the course are likely to be leaders and managers of small businesses in the Fasset sector including tax practitioners, auditors, accountants, directors, compliance officers, company secretaries and learners.

1.3 1. Allocate three speakers who are experts in the topic. A minimum of one trainer is required for the presentations, and one replacement trainer is required for stand-by, in the event that a trainer is unavailable on a specific day.

2. The minimum number of three CVs must be submitted in the proposal phase to enable the Seta to approve speakers at the presentation ‘dry-run’ (which will be scheduled at the Seta’s discretion).

i. Where speaker quality is unknown to Fasset, Fasset must be able to ensure that the quality of the speakers proposed is adequate by assessing this prior to the start of the event. The training provider must allow for the proposed speakers (selected speakers and backup speaker) to be made available for a ‘dry-run’ seminar in Gauteng to be facilitated by Fasset at Fasset’s discretion, at a specific venue and date to be confirmed, for review (prior to confirmation of their suitability for participation).

ii. This ‘dry-run’ seminar is required for all proposed trainers to access their suitability for the programme (at the Seta’s discretion, if the speaker quality or company quality is known to the Seta, a ‘dry-run’ may not be required). The dry-run is intended to test the speaker quality and at most 20 min per speaker is usually allocated.

a. Inform the recommended service provider of the final date, time and venue for the ‘dry-run’, if applicable.

b. Review and approve each speaker at the ‘dry-run’ presentation seminar at the sole discretion of Fasset, which approval shall not be withheld unreasonably.

c. Allocate speakers to a proposed training schedule (venues and dates scheduled).




iii. Ensure that proposed speakers are available for the ‘dry-run’ which will be scheduled to take place in the month of June 2013.

iv. Reject trainers who are not approved by Fasset in the ‘dry-run’. This process shall be repeated until Fasset is satisfied with all the proposed trainers.

v. The cost of the first ‘dry-run’ is to be included in the costing / quote however further ‘dry-runs’, should the speaker be deemed unsuccessful, must be borne by the proposer. This is to avoid last minute changes to the schedule should the speaker be rated unsuitable by delegates.

vi. Should the demand for the course exceed the demand expected, and the trainers are able to service the need by providing additional suitable trainers, these trainers must also undergo a dry-run.

vii. Agree to make speakers available on specific days following the last scheduled event. This has been introduced to allow the Seta to easily schedule additional events without have to wait for the training company to allocate a speaker. The service provider must ensure that the full day is kept open in the event of out-of-town trips and travel in the afternoons / evenings.



2. Course Development

The development of a suitable and appropriate training programme, delegate handbook, slide presentation, delegate self-assessment questions and answers, draft invitation content and a one-page summary article. Detailed outcomes and service levels required:


2.1 1. A seminar to a standard suitable to Fasset members. Refer to the Fasset website for full information on the Fasset sector membership.

2. The course material and half-day course (see draft agenda below) must train Fasset stakeholders to ensure (but not limited to) an intermediate understanding of the subject matter.

i. Update existing course material and present half-day course (see draft agenda below) and train Fasset stakeholders to ensure (but not limited to) an intermediate understanding of Mentoring and Coaching including, but not limited to the topics outlined in Section 3.1.

ii. The seminar should cover all issues pertinent to this area and the latest changes and developments in the area.

a. Approve and sign-off the invitation, handbook, slide presentation, self-assessment questions and answers and a one-page article on the course.

b. The SDF 21: Mentoring and Coaching material is available on the Fasset website an example of the suitable standard for this course. Use the link below as guidance. Article (Microsoft Word: 67 Kb) Fasset Presentation (Microsoft

PowerPoint: 162 kb) Presentation (Microsoft PowerPoint:

1.07 Mb) Workbook (Microsoft Word: 270 Kb) Invitation (Microsoft Word: 128 Kb)

c. Vet and approve methodology and project plan.

d. Vet and approve the CV/CVs of the speaker/trainers who will be presenting the course and backup speaker/s.

2.2 1. Course material (invitation to the event, slide presentation, handbook, one-page article, assessment questions and

i. Update and submit a delegate handbook, slide presentation and assessment questions and answers that will be used

a. Review and vet the first draft of the handbook and supply comments.

http://www.fasset.org.za/downloads/events/sdf_21_mentoring_coaching_final_fax_invite.doc

http://www.fasset.org.za/downloads/events/sdf_21_mentoring_coaching_handout_v4.doc

http://www.fasset.org.za/downloads/events/sdf_21_mentoring_coaching_presentation_v3.ppt

http://www.fasset.org.za/downloads/events/sdf_21_mentoring_coaching_fasset_presentation_v5.ppt

http://www.fasset.org.za/downloads/events/sdf_21_mentoring_coaching_article_v2.doc




answers) to support the topic.2. The seminar should address, but not be

limited to, the topics listed in Section 3.1 above.

as supporting documentation for the seminar. This comprehensive handbook must include examples, working problems, etc. Amend the handbook as appropriate in accordance with any changes or updates, as required.

ii. Submit to Fasset one master copy of the final course manual and slide presentation for the Seta’s’ records.

iii. A hard copy of the slide presentation must be included in the delegate handout, and must flow in line with the handout to ensure that delegates do not lose their place and are unable to get all of the relevant information.

iv. Self-assessment questions and answers to allow delegates to test their knowledge and for the Seta to determine the impact of the training funded.

v. Make changes to the course material as required by Fasset.

b. Vet and approve the final handbook and all related course material.

c. A panel of experts shall benchmark the quality and level of the course prepared, if required.

d. Fasset shall be responsible for the duplication of all handbooks and/or training material and the distribution to the respective venues.

2.3 1. One-page article (single paragraph spacing, Arial 11 point font) on the course subject matter for publication in the Fasset newsletter and on the Fasset website (this is intended to provide information to Fasset members who were unable to attend the training and to outline the frequently asked questions that emerged over the seminar).

i. Update and submit to Fasset a one-page article on the course subject matter.

ii. Amend the article as per feedback received from Fasset.

a. Vet and approve the article and the amended article (if applicable).




2.4 3. Invitation to the event which includes a short description on the service provider and short CV of the main speaker/s, and a course outline and the course content.

i. Update and amend the invitation as per feedback received from Fasset.

ii. Submit to Fasset invitation in line with the Fasset requirements. The invitation to the SDF 21: Mentoring and Coaching is available on the Fasset website and contains the required standards for the Fasset invitation.

a. Vet and approve invite and the amended invite (if applicable).



3. Course Deliverables

The presentation of the course to Fasset members. Detailed outcomes and service levels required:


3.1 1. Seminar to the Fasset members i. Present the seminar according to the approved host, venue and training schedule to the Fasset members who are attending (group size may vary between 20 and 200). Approximately 600 to 700 delegates, in total across different venues, are expected to be trained. Trainers must be familiar with techniques for small and large class management.

ii. Present the seminar using the latest acceptable technology e.g. PowerPoint Presentation via Notebook/Computer (with DVD and sound capability to be provided by speaker) and using a data projector (to be provided by Fasset).

iii. The trainers are expected to uphold the following criteria at the different seminars and venues: Presentability Language Proficiency Punctuality Professionalism

iv. Under no circumstances may the speaker share service level aspects with delegates. For example, drawing attention

a. Advertising and invitation costs.b. Registration of delegates at the event.c. Registration of delegates for the event via

the Fasset online system.d. Reproduction and provision of training

material in the form of a delegate guide to all delegates.

e. Reproduction of the agenda, course evaluation etc.

f. Provision of Fasset marketing material to delegates at the event.

g. Courier of documents and course packs to the venue.

h. Securing and paying for the venue and catering.

i. Providing a flipchart and flipchart markers (or other required equipment).

j. Accommodation outside of the province in which the training provider resides.

k. Booking of travel (including flights and car hire) and accommodation outside of the province in which the training provider resides in to be made by Fasset and paid




of delegates to Fasset minimum standards for speaker quality is prohibited.

v. Fasset shall not pay for any speaker fees related to any cancelled sessions.

vi. Fasset is not responsible speaker costs relating to cancelled venues.

vii. Incidental costs incurred by the training provider such as telephone costs, laundry etc, are for the account of the training provider.

viii. The training provider will be required to share driving with the Fasset host (i.e. over 300km from any venue). Fasset hires Category B (usually manual) vehicles.

ix. Where no Fasset host attends and hosts the event, the speaker is expected to transport themselves to the venue. Where the venue is in province in which the training provider resides, Fasset will not reimburse/pay for travel.

x. All travel will be arranged by Fasset and the speakers are expected to travel with the Fasset hosts to allow for cost-effective travelling.

xi. The trainers may, for smaller training sessions where no Fasset host is present, be required to assist Fasset in terms of the registration and hosting requirements to be laid out in the Fasset memorandum

for by Fasset.l. Fasset expects the service provider to

attend to hosting and registration requirements for the smaller venues (i.e. between 25 and 60 delegates).

m. Assign a Fasset representative (or DVD) to officially open and close seminars where applicable.

n. Provide the training provider with a DVD for the opening of sessions of smaller venues where a Fasset representative will not be present (to be decided after consideration of final registration figures).

o. Approve any changes to the appointment of trainers to specific venues.

p. Cancel any session/s where there are less than 25 registered attendees and advise (where possible) the training provider seven calendar days in advance.

q. Provide the training provider with a host memorandum detailing the logistics for the event and the instructions for the hosting of smaller venues e.g. the procedure of registration of delegates, playing of DVD, etc.

r. Implement the Fasset policy with regard to meals i.e. Lunch is normally served on the

airplane/venue so no expenses should be incurred here




to be issued to all parties to this training event. These include, but are not limited to: Playing the Fasset DVD. Ensuring registers are completed by

delegates on their arrival. Ensuring that late delegates sign the

register. Ensuring the access to the venue is

controlled and registered delegates are provided access, and the numbers of non-registered delegates are controlled.

Ensuring that name labels are distributed.

Ensuring that unregistered delegates complete a delegate registration form to enable Fasset to verify numbers and later report against delegate numbers.

Ensuring the venue is set up properly and that the meal breaks, food and beverages ordered through the venue (including special meals) are provided to quality and on time.

Collecting completed evaluation forms from delegates.

Fax completed registers and registration forms for unregistered delegates through to a designated fax number if requested by Fasset.

To calculate from the evaluation forms and sms to a specific cell-phone number delegate feedback on the

Breakfast may be ordered from the hotel menu/buffet

Dinner and 2 beverages may be ordered from the hotel menu/buffet.

s. Implement the Fasset policy with regard to: Hotel transfers and airport shuttles ex-

the province where the speaker resides

Car rental to and from the hotel/venue ex-the province where the speaker resides

Excluding parking fees at the airport in the province in which the training provider resides

t. Implement the Fasset policy with regard to accommodation: This will include the following: Hotel/BB accommodation (normally in

hotel such as Holiday Inn, City Lodge) This excludes costs incurred whilst

staying at the accommodation e.g. Internet, telephone cost, laundry.

Where the travel radius for speakers amounts to a lesser amount than accommodation and meals, Fasset will reimburse the speaker for travel at the delegate travel reimbursement rate which changes from time-to-time (and is currently set at R3.28/km)

u. Review speaker feedback from the evaluation to be received daily from the



No. Outcome Training Provider Responsibility Fasset Responsibilityfollowing two items to be included in the evaluation forms: 1) speaker quality 2) overall event

Ensure that a host evaluation form is completed and returned to Fasset with the evaluation forms (or via email). This must be returned where there is no Fasset host present or the Fasset event manager.

Ensuring material is returned to Fasset and pay for incidentals e.g. emergency photocopies, fax costs etc on behalf of Fasset and submit invoices/receipts to Fasset for payment.

Attending to all aspects of the Fasset memorandum to be distributed to all parties to the event.

Report any conflicts at the event to the Seta immediately (in the case of e.g. undelivered boxes) or when practicable (e.g. in the case of a conflict with a delegate).

speaker.v. Provide formal feedback to the training

provider and request the replacement of speakers not achieving 90% minimum good-excellent speaker rating on evaluation forms. (Should speakers score between 80% to 89% good to excellent ratings (below the acceptable level), the Seta may (at their discretion), move the speaker to smaller venues in the short-term, but choose to remove the speaker at soon as is practical.)

w. Fasset has a 5 point rating scale with the ratings: Excellent, Good, Average. Fair and Poor.

x. Develop evaluation form, agenda, registers, invitation, host evaluation form, memorandum etc.

y. Analyse the data gathered on evaluation forms.



4. General

The feedback sessions covering the programme progress reporting, course evaluations, meetings, branding and copyright. Detailed outcomes and service levels required:


4.1 1. Compliance, adherence and attendance at meetings.

i. Attend all meetings as reasonably scheduled by Fasset. Meetings will generally not exceed a ‘kick off’ meeting of between 1 and 2 hours and a possible close-out meeting of 1 to 2 hours. Communication throughout the project will occur via email, telephone and fax.

ii. A closure meeting, at the end of the event, may be requested by the Seta.

a. Schedule meetings and advise the training provider within a reasonable timeframe.

b. Record minutes of the meetings and distribute to all relevant parties.

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

4.2 1. Use of branding during the seminars and on supporting course material.

i. Ensure that no training provider branding is visible on the course material or at the venues unless permission has been granted by the Seta.

ii. The Fasset template, or a non-specific, MS PowerPoint template is to be used.

iii. Ensure that no promotion of the training provider is undertaken during the seminars except during the introduction by Fasset where the CV of the speaker will be read by the Fasset host or may be read by the training provider where no Fasset host is present. (A brief outline of the training company and the proposed speakers will be included in the Fasset

a. Monitor usage of branding during the course and on the course material.

b. Ensure branding of seminars and training material represents Fasset only unless otherwise agreed.

c. Provide training provider with Fasset templates.




invitation to this event) unless permission has been granted from the Seta.

4.3 1. Ownership and copyright for all materials produced for the course.

i. Develop training materials with full understanding that these will be made available in the public domain given that Fasset is a public entity.

a. To post the material in the public domain and to present the material to the sector with the Fasset logo and a disclaimer concerning the views of the speaker and the content of the material.


SECTION A Part 4: Terms of Reference

5. Proposal Requirements

The Training Provider should, in their project plan, address the requirements in 12.12 (Part 15: Technical Approach of the Special Conditions of Contract) and include additional areas and suggest value adds.

It is recommended that the following format to address the functionality criteria is to be used, in the following order. This allows the bid committee evaluating the tenders to easily find information relating to the criteria which they are assessing the bid on.

Bidders often neglect to link their tender response with the criteria for evaluation listed in the document in section 1: Evaluation process/criteria (2. Evaluation Criteria) below, and do not provide all information and evidence required. Where information is not logically or systematically presented, tenders become difficult to read and unprofessional in layout.

The use of organising aids such as file divider and section breaks will assist the evaluator.

1. Experience of prospective contractor– Experience in arranging seminars, course developers and speakers

Ensure that explanation and evidence is included to show the contractors experience in training, and expertise to offer the technical content of the course being tendered for.

– Ability to deliver training nationally in approximately 5 venues over a period of 2 weeks

Ensure that explanation and evidence is included to show that the contractor can meet this criteria. For example, for larger events with a number of events running concurrently, the service provider may have numerous speakers located nationally. A range of speakers will also show national reach. Full-time trainers, or a network of consultants, will provide the company with a greater ability to address this criterion. For smaller events consisting of runs of less than ten events, the capacity of the speaker to work for a stretch of time, independently and away from the office is important.

2. Technical approach– Proposed project plan and approach to project management

Section 1.1.1 states ‘Provide a work plan of activities. In addition to providing details of the estimated number of work days for each activity, respondents 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

Describe, in detail, exactly how you propose to carry out the activities to achieve the outcomes identified in the terms of reference.

Describe how the work will be managed. Provide an organisation chart clearly indicating:

The lines of reporting and supervision within the respondent’s team.

The lines of reporting between the respondent and the Fasset Seta 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.

– Proposed course outline

In order to indicate to the Seta that the service provider understands the requirements of the tender, a course outline must be included. Taking the Fasset agenda proposed into consideration see Section 1: Terms of Reference (6. Proposed Agenda) the areas to be covered and the timing of each section must be detailed.

A draft invitation should be included to indicate to the Seta how the service provider has conceptualised the course. An example of this invitation is included in Section 1: Terms of Reference (10. Draft copy of Invitation) and is available on Fasset’s website under “Previous Events”.

– Experience in course design and course material

Providers with experience in course development must indicate their expertise in this area. The design and development of relevant courses must be specified and illustrated.

Should relevant courses have been offered in the past, copies of the course material – handbook, slide presentation and related articles – must be included.

– Demonstrated capacity/ability to manage a project of this size

In this section the service provider should outline their organisation structure, how the project team is conceptualised, and provide evidence to the Seta how the requirements of this tender will be addressed in terms of the ability and the availability of the proposed team.

As per the above section, provide an organisation chart clearly indicating:

The lines of reporting and supervision within the respondent’s team.



The lines of reporting between the respondent and the Fasset Seta and other stakeholders, if applicable.




Respondents may present such information in a matrix. The following is provided merely as guidance. Respondents 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

– Contingency planning

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 problems such as:

Presenter/s unable to present on designated day. Course material not provided by the deadline date. Presenters/CVs not approved by Fasset at dry run. Courses cancelled by Fasset Additional courses scheduled by Fasset in unscheduled venues. Speaker scores for approved speakers are below the 90%

standard as per the evaluation form. 3. Capability of staff to be used/CV’s

– Expertise in the content of the subject

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.

Use the CV guideline template and ensure that the role the person is meant to fill in this project is completed.

– Expertise in facilitation/training



Video clips of the speakers are required and will provide the evaluation committee with a clear indication of the speaker style and ability. The video clip can be professional (taken with a camcorder, video recorder, camera) or via amateur devices (such as mobile phones). The video clips can be short or long, depending on the resources or recording of



the service provider. The video clips must be saved to a CD / memory stick and included in the required number of copies of the proposal.

– CVs of speakers (including backup speakers).



Provide three contactable references for similar work undertaken in this area in the past 24 months for both the company and the proposed speakers. The speaker CV includes space for reference information to be included however this can be presented separately in two sections for the company and for speaker.

– Appropriateness of speakers to the Fasset sector

‘New’ and ‘fresh’ quality speaker CVs submitted to the Seta for perusal will be favourably rated.

Delegates who are exposed to the same speaker regularly (i.e. more than 3 times in succession for a specific type of event such as the SDF event) will benefit from a fresh approach and presentation style and new speaker CVs will be well-rated.

Speaker CVs must, importantly, show expertise in the content of the subject.

CVs from specialist speakers will be well-rated.4. Contactable references

– Include detail of past assignments, testimonials from clients or employers (on letterheads or on emails) and contact information from 3 clients for the speakers proposed and for the company proposing. Please indicate if the person and company are the same.

Provide three contactable references for similar work undertaken in this area in the past 24 months for both the company and the proposed speakers. The speaker CV includes space for reference information to be included.

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

Testimonials should be included in this section of the response. Such information could include a company profile, a list of engagements.

However sufficient detail must be included – not just a list of clients. Please include relevant information only. Tender submissions often

include large qualitative of company promotional material, much of which is not relevant, or brief.

5. Pricing Schedule– Pricing schedule must be submitted as per the MS Excel spreadsheet in the tender

pack. This allows the Seta to confirm the accuracy of addition.– Pricing schedules that deviate from the provided requirement may be deemed non-

compliant.



6. Proposed Agenda

Seminars are scheduled to run for one half-day from 08h00 until 13h00. The draft agenda is as follows (this agenda is subject to change):

Time Period Description08h00 – 08h30 Registration and Tea

08h30 – 08h50 Fasset Update

08h50 – 10h30 Speaker

10h30 – 11h00 Tea Break

11h00 – 12h00 Speaker Continued

12h00 – 12h10 Comfort Break

12h10 – 12h55 Speaker Continued

12h55 – 13h00 Close

Material must fill the full time allocation with relevant and appropriately paced material, and ending the event early will be unacceptable and disappointing for delegates.

7. Draft Training Schedule

Date Day Province Session 1June 2013 TBA GP Speaker dry-runJuly 2013 TBA GP Fasset Staff *

7 Oct 2013 Monday

8 Oct 2013 Tuesday GP Midrand

9 Oct 2013 Wednesday KZN Durban10 Oct 2013 Thursday WC Cape Town

11 Oct 2013 Friday EC Port Elizabeth

14 Oct 2013 Monday

15 Oct 2013 Tuesday Additional Event

16 Oct 2013 Wednesday Additional Event

17 Oct 2013 Thursday Additional Event

18 Oct 2013 Friday

1. This draft training schedule is subject to change.

2. Service providers have the option of proposing either one or two main speakers. Fasset reserves the right to ultimately appoint the maximum number of main trainers.



3. The training provider must agree to make speakers available on specific days following the last scheduled event. This has been introduced to allow the Seta to easily schedule additional events without have to wait for the training company to allocate a speaker. The service provider must ensure that the full day is kept open in the event of out-of-town trips and travel in the afternoons / evenings.

4. The term of contract has been extended to allow for the scheduling of additional training courses, besides the dates for ‘additional courses’ specified above. The agreement of dates for seminars to be run will be done in consultation with the training provider.

5. Fasset requires a specific training session to be held for the Fasset management team in July 2013.



8. Draft Plan for the Submission of Deliverables

Due dates for deliverables are as follows (these dates are subject to change):

Deliverable Due (weeks) Due Date

Proposed date contract completion 8 before event 3 June 2013

Final invitation text (email and fax) 8 before event 3 June 2013

Final project plan 8 before event 3 June 2013

Final workshop content outline 8 before event 3 June 2013

Draft handbook 4 before event 1 July 2013

Draft slide presentation 4 before event 1 July 2013

Fasset comment to draft handbook 3 before event 8 July 2013

Fasset comment to draft slide presentation 3 before event 8 July 2013

Draft 1 page article 3 before event 8 July 2013

Draft assessment questions and answers 3 before event 8 July 2013

Fasset comment to 1 page article 2 before event 15 July 2013

Fasset comment to draft assessment Q & A 2 before event 15 July 2013

Final handbook 2 before event 15 July 2013

Final slide presentation 2 before event 15 July 2013

Final 1 page article 1 before event 22 July 2013

Final assessment questions and answers 1 before event 22 July 2013

1st event commences July 2013

9. Duration of the Contract

Fasset would like this assignment to commence no later 3 June 2013 and to be completed by 30 31 March 2014.



10. Draft Invitation Date: [Date]

To: [Title] [Name] [Initials] [Surname]

Organisation: [Organisation]

Fax Number: [Fax]

Fasset invites members to join us for a seminar on Mentoring and Coaching in February 2009. This seminar will address why mentoring and coaching is crucial to organisational success and business sustainability and provide an overview on how to implement effective mentoring and coaching relationships so as to ensure individual self-development and the development of leaders within an organisation.

Course Outline

Fasset’s half-day seminar will cover the relevant and appropriate aspects of the topic, offering you a unique opportunity to bring yourself up-to-date with the latest developments.

You will benefit from: An overview of the topic of mentoring and

coaching Understanding the benefits of mentoring and

coaching When is mentoring and coaching needed? Learning how to communicate with staff and

learners Identifying and supporting staff/learners and

their individual needs Creating rapport and giving feedback Creating vision and establishing consensus

with staff/learners Coaching and diversity

Dealing with conflict An overview of conducting group and individual

coaching sessions Coaching as an effective tool in performance

management How coaching can develop potential and current

leaders in an organisation How mentoring supports succession and growth

in an organisation Mentoring and coaching do’s and don’ts Critical success factors for mentoring and

coaching

The seminar is designed to meet the above needs by identifying features that are specifically relevant to small and medium-sized firms and is intended as an intermediate seminar for Skills Development Facilitators (SDFs) and Human Resource and Training professionals in the organisation. Team leaders, business owners and individuals who are required to manage the performance of staff and learners would benefit.

Training Provider: Emma Tyrrell of The Coaching Centre

With its headquarters in Cape Town and strategic partners around South Africa, including Johannesburg and Durban, The Coaching Centre is an organisation focused on the training of coaches and mentors. Emma Tyrrell is an accredited facilitator with The Coaching Centre. She regularly facilitates coaching and mentoring courses for independent practitioners, and conducts training in organisations. In addition she coaches and mentors individuals, for life skills, and within organisations. Emma is a member of COMENSA (Coach and Mentors of SA). Emma’s interest in lifelong learning and people development was sparked when she worked internationally in various organisations, focusing on project management. She is fascinated by what makes people and projects successful, and what motivates people in diverse teams to perform effectively. This led her into coaching and mentoring, where she draws on knowledge and experience from a BSc (Hons) degree in Geography, a Postgraduate Diploma in Coaching, and as an accredited SDI facilitator. She is continuing her learning with a Masters Degree in Coaching with Chester University in England. Agenda



The seminar will run from 08h00 to 13h00 and will include Registration (08h00 to 08h30) and a Fasset welcome and briefing (08h30 to 08h50).

Please Note

1. It is the role of the Skills Development Facilitator (SDF) to distribute this invitation throughout the organisation.

2. Seats are limited and only those who register will be accommodated.3. Confirmation of registration together with an agenda and a map will be provided per fax or e-mail. If, by

chance, you do not receive confirmation, please contact the Call Centre on 086 101 0001 to confirm that you are registered. If you register and are unable to attend, or wish to be replaced by a colleague, please notify the Call Centre immediately to enable Fasset to manage registration numbers.

4. Any venue with less than 14 registrations will be cancelled, and delegates notified of a cancellation in writing.

5. While every effort is made to pre-plan seminars, we cannot guarantee to accommodate all delegates at their venue of choice. Delegates are accommodated on a first-come-first-served basis when registering. Where we are unable to accommodate you at your venue of choice, you will be contacted to confirm another acceptable venue.

6. Fasset reserves the right to refuse latecomers or delegates who book after the registration deadline. 7. Travel will not be reimbursed for this event.



Please complete and fax back to the Fasset Call Centre. On-line registration is also available via the Fasset website (www.fasset.org.za – Events section) to facilitate a faster registration process. Registration for the first seminar closes on 9 February 2009, thereafter, 10 working days before the commencement of each seminar.Fax: (011) 388-0601 or (021) 413-0401 or (031) 571-0201 Telephonic Enquiries: 086 101 0001

Delegate - Please complete a separate Registration Form for each delegate.

Organisation Name

Organisation Registration Number (SDL or Other – Compulsory)

Full Name

Designation Are you a registered SDF? Yes No

Have you signed a Learnership Agreement? No Yes – specify:

Tel ( ) Fax ( )

E-mail

Special dietary requirementsWe will endeavour to accommodate other dietary requirements where possible.

Not Applicable Kosher Halaal Vegetarian

Details of person to whom you report in your organisation:

Full Name

E-mail Fax ( )

Are you a Fasset member (registered levy payer or non-levy payer) Yes No

If yes, are you: Levy paying Non-levy paying

If No, please specify your constituency: Professional Body Educational Institution Trade Union Non-Fasset member & non-levy payer (SDL exempt) NGO/CBO Non-Fasset member & levy payer (SDL eligible) Government

What professional institute are you a member of, or intending to become a member of?

The following information is required by the Department of Labour for statistical purposes only:

Population Group African White Coloured Indian / Asian

Gender Male Female Disabled Yes No

South African Citizen Yes – South African Identification Number

No – Other Identification Number

Dates and VenuesFasset is at times able to extend this event to additional venues, should the demand warrant this. If you would like us to schedule an additional venue within your preferred province or town, please specify the town in the space below, 14 days before the commencement of the first event (this allows Fasset to advertise additional venues to all delegates and prevent wasted travel). We will consider scheduling additional venues where there is a demand by 14 or more delegates, across a range of Fasset-registered employers, for a specific venue. Delegates who specify an additional venue will be notified in writing of the venue and date.

Date Town Venue Time* * A half hour is allow

ed for registration from

08h00.17 February 2009 Nelspruit The Mercure 08h00 to 13h00

18 February 2009 Cape Town Belmont Square 08h00 to 13h00

19 February 2009 Port Elizabeth The Beach Hotel 08h00 to 13h00

20 February 2009 Durban Gateway 1 on 1 08h00 to 13h00

24 February 2009 Pretoria CSIR Convention Centre 08h00 to 13h00

25 February 2009 Johannesburg The Sunnyside Park Hotel 08h00 to 13h00

Other (Please specify preferred town if not included above)

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



1 EVALUATION PROCESS

1.1 COMPLIANCE WITH MINIMUM REQUIREMENTS

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

1.2 DETERMINATION OF SCORE FOR FUNCTIONALITY

1.2.1 The evaluation criteria and weights for functionality as indicated in the table below, will apply.

CRITERIAMAXIMUM TO BE AWARDED

1. Functionality 100

Experience of prospective contractor 15

Experience in arranging workshops, course developers and speakers 5

Ability to deliver training nationally in approximately 5 venues over a period of 2 weeks 10

Technical approach 20

Proposed project plan and approach to project management 5

Proposed course outline 5

Demonstrated capacity/ability to manage a project of this size 5

Contingency planning 5

Capability of staff to be used/ CV’s 65

Expertise in the content of the subject 10

Expertise in facilitation/training 15

CVs of speakers (incl. backup speakers) 40

Contactable references 10

Detail of assignment, testimonials and contact information from 3 clients for the speakers proposed 5

Detail of assignment, testimonials and contact information from 3 clients for the company proposing 5

FUNCTIONAL CRITERIAMAXIMUM TO BE AWARDED

Maximum subtotal for functionality if no presentations 40



are held

Maximum subtotal for functionality before presentation 12

Presentation

Experience of prospective contractor 15

Technical approach 20

Capability of staff to be used 65

Maximum subtotal for presentation only 28

Maximum total for functionality and presentations combined 40

1.2.2 The score for functionality should be calculated as follows:

Each panel member shall award values for each individual criterion on a score sheet. The value scored for each criterion shall be multiplied with the specified weighting for the relevant criterion to obtain the marks scored for the various criteria. These marks should be added to obtain the total score for functionality.

The score of each panel member shall be added together and divided by the number of panel members to establish the average score obtained by each individual bidder for functionality.

1.3 ELIMINATION OF PROPOSALS ON GROUNDS OF FUNCTIONALITY

1.3.1 Bids that score less than 70% of the marks available for functionality will be eliminated from further consideration. Marks will therefore not be awarded for their cost proposals or for preference.

1.4 PRICE AND B–BBEE STATUS LEVEL POINTS

1.4.1 All remaining bids will be evaluated as follows:

1.4.2 80 Marks will be awarded for price and 20 marks will be awarded for the B-BBEE status level certificate submitted. If no certificate is submitted, zero (0) points will be awarded. B-BBEE points will be awarded as follows:

B-BBEE Status Level of Contributor

Number of Points

1 202 183 164 125 86 67 48 2

Non-compliant contributor 0



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

1.5 DETERMINATION OF SCORE FOR PRESENTATIONS

1.5.1 Fasset may decide to have compulsory presentations made either by all bidders who have obtained at least 70% of the marks for functionality, or by the bidders ranked first to a maximum of six, but not less than the three highest scoring bidders, once the price and preference marks have been combined.

1.5.2 Presentations shall only affect the marks awarded for functionality. If the Fasset wishes to use presentations to discriminate between bidders, the evaluation criteria to be affected shall be determined in advance and due allowance made in the mark scheme and indicated in paragraph above.

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 above.

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

1.6.3 The price points scored out of 80 shall be calculated according to the following formula:

The 80/20 preference point system (up to R1 million budget)

Ps=80(1− Pt−PminPmin

)where

Ps = points scored for comparative price of the bid/proposal under considerationPt = comparative price of tender under considerationPmin= comparative price of lowest acceptable tender

1.7 COMBINING PRICE AND B-BBEE POINTS

1.7.1 The point scored for the B-BBEE status level certificate for each acceptable bid will now be added to the price score for that bid.



1.7.2 The Bid Evaluation Committee may recommend that the contract be awarded to the bidder obtaining the highest aggregate mark as determined by 1.7.1 or to a lower scoring bid on justifiable grounds.

1.8 ADJUDICATION OF BID

1.8.1 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 Fasset 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) Technical Specification, terms of reference/task directive/proposal Preference claims for Broad Based Black Economic Empowerment Status Level of Contribution

in terms of the Preferential Procurement Regulations 2011; Declaration of interest Declaration of bidder’s past SCM practices Certificate of Independent Bid Determination 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) WITNESSESCAPACITY 1SIGNATURE 2NAME 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 (ALL APPLICABLE TAXES

INCL)COMPLETION DATE

B-BBEE STATUS LEVEL OF

CONTRIBUTION

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 OF BID AND CONTRACT

SPECIAL CONDITIONS CONFIRMATIONYes No If no, indicate

deviation

1 GENERAL

1.1 Bidders must indicate a confirmation response against each paragraph in this part of Section B by marking the YES box or 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 indicated in a supporting appendix to the bid submission. Answering questions or supplying detail by referring to other sections will not be accepted.

1.2 In addition to marking the appropriate boxes in the Conditions of Bid and Contract, bidders must also submit the relevant information as indicated and where required.

1.3 Some of the confirmation blocks in this part are shaded. Choosing a response in one of the shaded blocks will deem your bid to be non-responsive in line with the instructions in this part.

1.4 Should bidders fail to indicate a confirmation response by ticking the box, Fasset will assume that the bidder is not in compliance or agreement with the statement(s) as specified in this bid.

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

1.6 Should bidders fail to indicate a confirmation response, Fasset will assume that the bidder is not in compliance or agreement with the statement(s) as specified in this bid document.

2 CANCELLATION OF PROCUREMENT PROCESS

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




deviation

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

3 BID SUBMISSION CONDITIONS, INSTRUCTIONS AND EVALUATION PROCESS/CRITERIA

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

3.2 Bidders have to indicate that they have noted the shortlisting criteria in Section A-5, paragraph 1 and that they understand that bids not meeting the shortlisting criteria will not be accepted for evaluation.

3.3 Non-acceptance of this paragraph may deem your bid to be non-responsive.

3.4 NEGOTIATION AND CONTRACTING

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

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

3.7 Fasset shall not be obliged to accept the lowest or any quotation, offer or proposal.

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

3.9 Fasset also reserves the right to enter into one contract with a bidder for all required functions or into more than one contract with different bidders for different functions.

3.10 Non-acceptance of this paragraph will deem your

1 See GLOSSARY.




deviation

bid to be non-responsive.

4 ACCESS TO INFORMATION

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

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

5 REASONS FOR REJECTION

5.1 The Fasset shall reject a proposal for the award of a contract if the recommended bidder has committed a proven corrupt or fraudulent act in competing for the particular contract.

5.2 The Fasset may disregard the bid of any bidder if that bidder, or any of its directors:

Have abused the SCM system of the Fasset. Have committed proven fraud or any other

improper conduct in relation to such system. Have failed to perform on any previous

contract and the proof exists.Such actions shall be communicated to the National Treasury.


6 GENERAL CONDITIONS OF CONTRACT

6.1 The General Conditions of Contract must be accepted.

7 SPECIAL CONDITIONS OF BID AND CONTRACT

7.1 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.

8 ADDITIONAL INFORMATION REQUIREMENTS

8.1 During evaluation of the bids, additional information may be requested in writing from bidders. Replies to




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such request must be submitted, within 3 (three) working days or as otherwise indicated. Failure to comply, may lead to your bid being disregarded.

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


9 CONFIDENTIALITY

9.1 The bid and all information in connection therewith shall be held in strict confidence by bidders and usage of such information shall be limited to the preparation of the bid. Bidders shall undertake to limit the number of copies of this document.


10 INTELLECTUAL PROPERTY, INVENTIONS AND COPYRIGHT

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

10.2 This paragraph shall survive termination of this contract.

10.3 Non-acceptance of paragraph may deem your bid to be non-responsive.

11 NON-COMPLIANCE WITH DELIVERY TERMS

11.1 As soon as it becomes known to the contractor that he/she will not be able to deliver the services within the delivery period and/or against the quoted price and/or as specified, the Fasset must be given immediate written notice to this effect. Fasset reserves the right to implement remedies as provided for in the GCC.

12 WARRANTS




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

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

13 PARTIES NOT AFFECTED BY WAIVER OR BREACHES

13.1 The waiver (whether express or implied) by any Party of any breach of the terms or conditions of this contract by the other Party shall not prejudice any remedy of the waiving party in respect of any continuing or other breach of the terms and conditions hereof .

13.2 No favour, delay, relaxation or indulgence on the part of any Party in exercising any power or right conferred on such Party in terms of this contract shall operate as a waiver of such power or right nor shall any single or partial exercise of any such power or right under this agreement.

14 RETENTION

14.1 On termination of this agreement, the contractor shall, on demand hand over all documentation provided as part of the project and all deliverables, etc., without the right of retention, to the Fasset.

14.2 No agreement to amend or vary a contract or order or the conditions, stipulations or provisions thereof shall be valid and of any force and effect unless such agreement to amend or vary is entered into in writing and signed by the contracting parties. Any waiver of the requirement that the agreement to amend or vary shall be in writing, shall also be in writing.

15 FORMAT OF BIDS

15.1 Bidders must complete all the necessary bid documents and undertakings required in this bid document. Bidders are advised that their proposal




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should be concise, written in plain English and simply presented.

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

15.315.4 Part 1: Special conditions of bid and contract

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

15.5 Part 2: SARS Tax Clearance Certificate(s)

15.5.1 An original valid SARS Tax Clearance Certificate must accompany the proposal and must be valid at the date of closing of the bid. In case of a consortium/ joint venture, or where sub-contractors are utilised, an original valid SARS Tax Clearance Certificate for each consortium/ joint venture member and/or sub-contractor (individual) must be submitted. The certificate requirements page should not be returned as part of the submission.

15.6 Part 3: Additional Registration Certificates

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

15.6.2 A valid copy of IRP 30A must be submitted in the case of a Labour Broker.

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

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

15.7 Part 4: Declaration of Interest

15.7.1 Each party to the bid must complete and return the Declaration of Interest. Bids submitted without a




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complete and signed Declaration of Interest may be deemed to be non-responsive.

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

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

15.9 Part 6: Certificate of Independent Bid Determination

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

15.10 Part 7: Employment equity

15.10.1 Bidders must provide proof of their employment equity compliance and plans

15.11 Part 8: Preference Points Claim Form in terms of the Preferential Procurement Regulations 2011

15.11.1 Compliance option 1:Bidders must provide proof of their B-BBEE status level in the form of a certificate.Such certificate must be certified and issued by a SANAS accredited B-BBEE verification agency or IRBA accredited auditor. All certificates issued must be valid at the closing date of the submission.

15.11.2 Compliance option 2:Exempted Micro Enterprises must submit a certificate issued by a registered auditor, Accounting Officer (as contemplated in the Close Corporation Act, Act No 69 of 1984) or an accredited verification agency providing its status by confirming that the total revenue of the contracting entity does not exceed R5 million in the case of the generic score card or that it does not exceed the thresholds as stipulated and approved by the Sector Codes.

15.11.3 Notes:




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Requirements for a valid Auditor or Accounting Officer certificate are that the following information should be detailed on the face of the certificate: The Auditor’s/Accounting Officer’s letter head

with full contact details The Auditor’s/Accounting Officer’s practice

number The name and the physical location of the

measured entity The registration number and, where applicable,

the VAT number of the measured entity The date of issue and date of expiry The B-BBEE Status Level of Contribution

obtained by the measured entity The total black shareholding and total black

female shareholding.

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

15.12 Part 9: Invitation to Bid

15.12.1 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 to be non-responsive.

15.13 Part 10: Technical approach

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

15.13.2 Bidders must, at least cover the under-mentioned in their technical approach and return as part of their submission:

Describe, in detail, exactly how they propose to carry out the activities to achieve the outcomes




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identified in the terms of reference. They should identify any possible problems that might hinder delivery and indicate how they will avoid, or overcome such problems.

Describe how the work will be managed. Provide an organisation chart clearly indicating:

The lines of reporting and supervision within the bidder’s team.

The lines of reporting between the bidder and the Fasset and other stakeholders, if applicable.




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



justified.

15.13.4 Please note that part 10 should be no longer than 20 single-sided A4 pages in Arial 11 (font size).

15.14 Part 11: Team details

15.14.1 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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15.14.2 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.

15.15 Part 12: Experience in this field

15.15.1 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.

15.16 Part 13: Samples

15.16.1 Samples of work done are not required at this stage, and will not be welcomed.

15.17 Part 14: Pricing Schedule

15.17.1 Any budget amount that may be indicated in this document shall be deemed to be a guide only and




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bidders are expected to submit a costing that is fair and reasonable.

15.17.2 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.

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

15.17.4 Fees:

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

15.17.5 Reimbursable costs

Travel

Only economy class flights 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 R150,00 (incl VAT) per day for lunch and dinner or R200,00 (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.

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




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16 dti Requirements in terms of the National Industrial Participation Programme (NIPP)

16.1 In order to ensure effective implementation of the NIPP, the successful bidder will be required to immediately after the award of this contract in excess of R10 million, submit details of such contract to the dti for reporting purposes.

17 Logistics for presentations

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

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

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

17.4 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/



DECLARATION OF INTEREST1. Any legal person, including persons employed by the State2, or persons having a kinship with persons

employed by the State, including a blood relationship, may make an offer or offers in terms of this invitation to bid (includes an advertised competitive bid, limited bid or proposal or a written price quotation,). In view of possible allegations of favouritism, should the resulting bid, or part thereof, be awarded to persons employed by the State, or to persons connected with or related to them, it is required that the bidder or his/her authorised representative declare his/her position in relation to the evaluating/ adjudicating authority where –

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

1.2. The bidder is a Management Board member of Fasset 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, trustee, shareholder, member, etc3):

2.4. Registration number of company, enterprise, close corporation, partnership agreement or trust

2.5. Tax Reference Number:

2.6. VAT Registration Number:

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

2.7. Are you or any person connected with the bidder presently employed by the State? YES / NO

2.7.1. If so, furnish the following particulars

Name of person/ director/ trustee/ shareholder/ member:

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

Position occupied in the State institution:

2 “State” means(a) Any national or provincial department, national or provincial public entity or constitutional institution within the

meaning of the Public Finance Management Act, 1999 (Act No 1 of 1999);(b) Any municipality or municipal entity;(c) Provincial legislature;(d) National Assembly or the National Council of Provinces;(e) Parliament.

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



Any other particulars:

2.7.2. If you are presently employed by the state, did you obtain the appropriate authority to undertake remunerative work outside employment in the public sector?

YES / NO

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

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

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

2.8. Did you or your spouse, or any of the company’s directors/trustees/ shareholders/ members or their spouses conduct business with the State in the previous twelve (12) months?

YES / NO

2.8.1. If so, furnish the following particulars.

2.9. Do you, or any person connected with the bidder, have any relationship (family, friend, other) with a person employed by the State and who may be involved with the evaluation and or adjudication of this bid?

YES / NO


2.10. Are you, or any person connected with the bidder, aware of any relationship (family, friend, other) between any other 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/trustees/shareholders/members of the company YES / NO



have any interest in any other related companies whether or not they are bidding for this contract?


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

Full Name Identity Number Personal Income Tax Reference No

State Employee Number/ PERSAL Number

DECLARATION

I, THE UNDERSIGNED (NAME)

CERTIFY THAT THE INFORMATION FURNISHED IN PARAGRAPHS 2 AND 3 ABOVE IS CORRECT. I ACCEPT THAT THE STATE MAY REJECT THE BID OR ACT AGAINST ME 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 Fasset’s supply chain management system;b. committed fraud or any other improper conduct in relation to such system; orc. failed to perform on any previous contract.

3 In order to give effect to the above, the following questionnaire must be completed and submitted with the bid.

Item Question Yes No3.1 Is the bidder or any of its directors listed on the National Treasury’s

database of Restricted Suppliers 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 Accounting Officer/ authority of the institution that imposed the restriction after the audi alteram partem rule was applied).The database of Restricted Suppliers now resides on the National Treasury’s website (www.reatury.gov.za) and can be accessed by clicking on its link at the bottom of the homepage.

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)?The Register for Tender Defaulters can be accessed on the National Treasury’s website, (www.treasury.gov.za ) by clicking on its link at the bottom of the homepage.

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/

http://www.reatury.gov.za/



CERTIFICATE OF INDEPENDENT BID DETERMINATION

I, the undersigned, in submitting the accompanying bid:

FAS/LD/SP/MENTORING_&_COACHING/CON516(Bid Number)

in response to the invitation for the bid made by:

FASSET(Name of Institution)

do hereby make the following statements that I certify to be true and complete in every respect:

I certify, on behalf of:

_______________________________________________________that:(Name of 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 consortium4 will not be construed as collusive bidding.

7. In particular, without limiting the generality of paragraphs 6 above, there has been no consultation, communication, agreement or arrangement with any competitor regarding:

4 Joint venture or Consortium means an association of persons for the purpose of combining their expertise, property, capital, efforts, skill and knowledge in an activity for the execution of a contract.



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: Preference Points Claim Form ito the Preferential Procurement Regulations 2011

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

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

1. GENERAL CONDITIONS

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

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

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

1.2 The value of this bid is estimated to not exceed R1 000 000 (all applicable taxes included) and therefore the 80/20 system shall be applicable.

1.3 Preference points for this bid shall be awarded for:

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

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

POINTS1.3.1.1 Price 801.3.1.2 B-BBEE Status Level of Contribution 20

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

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

1.5. The purchaser reserves the right to require of a bidder, either before a bid is adjudicated or at any time subsequently, to substantiate any claim in regard to preferences, in any manner required by the purchaser.

2. DEFINITIONS

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

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



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

2.4 “bid” means a written offer in a prescribed or stipulated form in response to an invitation by an organ of state for the provision of services, works or goods, through price quotations, advertised competitive bidding processes or proposals;

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

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

2.7 “consortium or joint venture” means an association of persons for the purpose of combining their expertise, property, capital, efforts, skill and knowledge in an activity for the execution of a contract;

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

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

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

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

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

2.13 “person” includes a juristic person;

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

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

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

2.17 “trust” means the arrangement through which the property of one person is made over or bequeathed to a trustee to administer such property for the benefit of another person; and

2.18 “trustee” means any person, including the founder of a trust, to whom property is bequeathed in order for such property to be administered for the benefit of another person.



3. ADJUDICATION USING A POINT SYSTEM

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

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

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

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

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

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

4. POINTS AWARDED FOR PRICE

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

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

80/20 or 90/10

Ps=80(1− Pt−PminPmin ) orPs=90(1−Pt−PminPmin )

Where

Ps = Points scored for comparative price of bid under consideration

Pt = Comparative price of bid under consideration

Pmin = Comparative price of lowest acceptable bid

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

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

B-BBEE Status Level of Contributor

Number of points(90/10 system)

Number of points(80/20 system)

1 10 202 9 183 8 164 5 125 4 86 3 67 2 48 1 2

Non-compliant contributor 0 0



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

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

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

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

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

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

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

6. BID DECLARATION

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

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

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

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

8 SUB-CONTRACTING

8.1 Will any portion of the contract be sub-contracted? YES / NO (delete which is not applicable)

8.1.1 If yes, indicate:(i) what percentage of the contract will be subcontracted? ............……………….…%(ii) the name of the sub-contractor?

………………………………………………………………………………………………(iii) the B-BBEE status level of the sub-contractor?

…………………………………………..(iv) whether the sub-contractor is an EME? YES / NO (delete which is not applicable)



9 DECLARATION WITH REGARD TO COMPANY/FIRM

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

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

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

9.4 TYPE OF COMPANY/ FIRM

Partnership/Joint Venture / Consortium One person business/sole propriety Close corporation Company (Pty) Limited[TICK APPLICABLE BOX]

9.5 DESCRIBE PRINCIPAL BUSINESS ACTIVITIES

………………………………………………………………………………………………………..………………………………………………………………………………………………………..………………………………………………………………………………………………………..

9.6 COMPANY CLASSIFICATION

Manufacturer Supplier Professional service provider Other service providers, e.g. transporter, etc.[TICK APPLICABLE BOX]

9.7 Total number of years the company/firm has been in business? ……………………………………

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

(i) The information furnished is true and correct;

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

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

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

(a) disqualify the person from the bidding process;

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



(c) cancel the contract and claim any damages which it has suffered as a result of having to make less favourable arrangements due to such cancellation;

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

WITNESSES:

1. ………………………………..

_____________________________SIGNATURE OF BIDDER (S)

2. …………………………………

DATE:………………………………..

ADDRESS:…………………………………..

……………………………………….……….

…………………………………………………


Section B Part 7: Invitation to Bid

INVITATION TO BID

YOU ARE HEREBY INVITED TO BID FOR REQUIREMENT OF THEFASSET

BID NUMBER FAS/LD/SP/MENTORING_&_COACHING/CON516CLOSING DATE 17 May 2013CLOSING TIME 11h00

DESCRIPTION The appointment of a training provider to provide national workshops to Fasset delegates on Mentoring and Coaching during October 2013.

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)

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

OR

* POSTED TO: Director of Skills Planning, Fasset, P O Box 6801, Cresta, 2118, Gauteng.

ORHANDED IN AT RECEPTION SITUATED AT(Street address)

Fasset, Building 3, Ground Floor, 299 Pendoring Road, Blackheath, Randburg, prior to the official closure time and the bidder must obtain a receipt, indicating the time of delivery, from the receptionist.

No faxed or e-mailed bids will be accepted

Bidders should ensure that bids are delivered to Fasset 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 4 of the “Bid Submission Conditions of Bid and Instructions”.

Bids can be delivered and deposited into the bid/tender box between 08h00 and 16h30, Mondays to Thursdays and 08h00 to 16h00 on Fridays, prior to the closing date and between 08h00 and 11h00 on the closing date.

All bids must be submitted on the official forms (not to be re-typed).

This bid is subject to the Preferential Procurement Policy Framework Act and the Preferential Procurement Regulations, 2011, 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:

1.1 A bid that is not in the format prescribed.1.2 A bid without some or all of the required documents.1.3 Pricing schedules not in the required format.1.4 Bids without the required number of copies.

Any queries regarding bidding procedures and technical information may be directed to:Name: Lauren Dermane-Mail [email protected]

mailto:[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:

VAT registration number

Valid, original Tax Clearance Certificate submitted YES / NO

Postal address:

Street address:

Telephone number: Code Number

Cellular number:

Facsimile number: Code Number

e-Mail address:

Has a B-BBEE status level verification certificate been submitted

YES / NO

If yes, who was the certificate issued by?

An Accounting Officer as contemplated in the close Corporation Act (CCA)

A Verification Agency accredited by the South African accreditation system (SANAS) or

A registered Auditor

(A B-BBEE STATUS LEVEL VERIFICATION CERTIFICATE MUST BE SUBMITTED IN ORDER TO QUALIFY OF PREFERENCE POINTS FOR B-BBEE)

In case of a consortium/joint venture, full details on consortium/joint venture members:

Entity nameVAT registration number

Tax Clearance Certificate submitted YES / NO





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

Entity name:

Postal address:

Street address:



Contact details of responsible person who will act on behalf of the entity/consortium/joint venture for this bid

Name and Surname


Cellular number:


e-Mail address:

Contact details of alternative responsible person who will act on behalf of the person above should he/she not be available

Name and Surname


Cellular number:


e-Mail address:

Domicilium

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

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

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



Confirmation

Are you the accredited representative in South Africa for the services offered by you: YES / NO

Declaration

I/We have examined the information provided in your bid documents and offer to undertake the work prescribed in accordance with the requirements as set out in the bid document. The prices quoted in this bid are valid for the stipulated period. I/We confirm the availability of the proposed team members. We confirm that this bid will remain binding upon us and may be accepted by you at any time before the expiry date.

Signature of bidder:

Date:

Are you duly authorised to commit the bidder: YES / NO

Capacity under which this bid is signed

TOTAL BID PRICE (INCLUSIVE OF VAT)


Section B Part 8: Curriculum Vitae Template

CV TEMPLATE GUIDELINEProposed role in the project:

Availability:

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)

13. References


Pricing Schedule

PRICING SCHEDULE(Professional Services)

NAME OF BIDDER:

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

BID DESCRIPTION: The appointment of a training provider to provide national workshops to Fasset delegates on Mentoring and Coaching during October 2013.

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

3 PHASES ACCORDING TO WHICH THE PROJECT WILL BE COMPLETED, COST PER PHASE, PERSONS WHO WILL BE INVOLVED IN THE PHASE, RATES APPLICABLE AND PERSON-DAYS TO BE SPENT (A BREAKDOWN MUST BE GIVEN FOR EACH PHASE).

3.1 Phase 1: Description Course material update as per ToR (draft and final slide presentation, draft and final handbook, draft and final assessment questions and answers, draft and final 1 page article)

3.1.1 Person and position Hourly rate excluding VAT Daily rate excluding VAT Person-days to be spentCost/person/phase excluding VAT

R R R

R R R

R R R

R R R

Amount for phase excluding VAT R

VAT @ 14% R

Total per phase including VAT R


Section B Part 8: Curriculum Vitae Template

3.2 Phase 2: Description Presentation of course as per ToR

3.2.1 Location (Venue) Cost per seminar Total fee per Location (Venue) excluding VAT

Eastern Cape3.2.1.1 Total cost for 1 seminar in Port Elizabeth 1 R R

Gauteng3.2.1.2 Total cost for 1 seminar in Johannesburg 1 R R3.2.1.3 Total cost for 1 seminar in Midrand 1 R R

KwaZulu-Natal3.2.1.4 Total cost for 1 seminar in Durban 1 R R

Western Cape3.2.1.5 Total cost for 1 seminar in Cape Town 1 R R

Additional events3.2.1.6 Total cost per additional seminar to be scheduled 3 R R

Training3.2.1.29 Dry-run per speaker at Fasset offices in Blackheath, Jhb 2 R R

Amount for phase excluding VAT R

VAT @ 14% R

Total per phase including VAT R