TERMS OF REFERENCE FOR THE APPOINTMENT … Tender ToRs .pdf · Advertising templates (printed and...

www.mqa.org.za

www.mqa.org.za

TERMS OF REFERENCE FOR THE APPOINTMENT OF A PANEL OF SERVICE PROVIDERS TO

EDIT, DESIGN, LAYOUT AND PRINT VARIOUS PROMOTIONAL MATERIALS FOR THE MINING

QUALIFICATIONS AUTHORITY FOR A PERIOD UP TO AND INCLUDING 31 MARCH 2020

1. BACKGROUND

1.1. The Mining Qualifications Authority (MQA) is a Sector Education and Training Authority for the

mining and minerals sector in terms of the Skills Development Act No. 97 of 1998.

1.2. In support of the MQA’s Vision, the Customer Service and Communication Unit seeks to ensure

that all stakeholders in the mining and mineral sector have access to sufficient, appropriate and

accurate information that will encourage participation in skills development initiatives and further

contribute to sufficient, competent skills in the sector.

1.3. Furthermore as per the Customer Service and Communication Strategy and the annual

Communication Plan, there are a number of promotional materials that must be designed, edited

and printed by the unit to create awareness about the various projects that the organisation

offers. These products are then distributed to various MQA stakeholders.

2. OBJECTIVE

The Mining Qualifications Authority (MQA) through a competitive bidding process, wishes to enter

into a Specific Term Contract with suitable service providers to assist with the design, editing and

printing of various promotional material for the MQA that may arise for a period up to and including

31 March 2020. This will include all annual reports, newsletters, folders, note pads, pamphlets,

letterheads, etc.

3. DELIVERABLES

Delivery should be within agreed upon timeframe as stated on specifications that will mostly be

drafted on internal requisitions. The service provider will be responsible to ensure that the services

rendered are in accordance with the specifications and within the prescribed deadlines. The

deliverables for this project would be the types of service that the department may need which

include the following amongst others:




of 12

Annual report

Books (Career Guidance Handbook, Disability Toolkit)

Brochures (DL, A5, A6, Z-Card)

Evaluation cards

Exhibition visitor registration cards

Flyers (printed and digital formats)

Notepads

Newsletters

Calendars

Letterheads

Complimentary slips

Folders

Business cards

Diaries with inserts

Banners

Advertising templates (printed and digital formats)

Branding requirements (vehicles, internal and external of buildings, etc.)

3.1. A proper specification containing delivery deadlines, quantity, size and artwork for the editing,

design and printing will be provided at a stage of requesting a quotation. Overall the service

provider will be responsible for ensuring that the printed materials are of high quality and produced

within the agreed upon delivery time frames and specification.

3.2. In some instances service providers will also be required to deliver on very short notice.

4. TIME SCHEDULE

The time period allowed for this project is up to an including 31 March 2020. The appointed service

providers will be contracted until 31 March 2020.

5. PROJECT MANAGEMENT

The appointed service providers will be required to each appoint a project manager to manage the

MQA’s accounts, and shall be given instructions by, or shall report to, the Customer Service and

Communication Unit.

5.1 This panel will be generally managed by the Customer Service and Communication Unit.




of 12

5.2 A quarterly management meeting will be held between the appointed service provider(s),

the project manager and a representative from the Customer Service and Communication

Unit where deemed necessary.

6. PROPOSAL REQUIREMENTS

6.1. The proposal must include, but not be limited to the following:

6.1.1. A short profile of the bidder;

6.1.2. A detailed project plan with clear timeframes of delivery e.g. Minimum time required to

print different size / type documents (Production schedules);

6.1.3. Type and duration of the firm’s previous experience, with particular reference to that which is

appropriate or relevant to the project;

6.1.4. Special skills and area of expertise of the firm, which is appropriate or relevant to this

project;

6.1.5. Original valid tax clearance certificate (Mandatory);

6.1.6. Infrastructural capacity for the project;

6.1.7. Details of the cost / fee breakdown for the services to be rendered are not required at this

stage; and

6.1.8. Detailed breakdown of the specifications for the designed material (paper type, paper size,

quantity, etc.) are not required at this stage.

7. PRICING

The amount quoted must be denominated in South African rands, and should include value-added tax

(VAT). Hourly rate quoted for graphic design work should be within the stipulated National Treasury

rate as per Instruction No. 03 of 2017/2018 Clause 4.3. Pricing conditions will be stipulated in the

Service Level Agreement (SLA).The amount quoted should include all the expenses related to the

project quoted for. No additional fees will be entertained thereafter.

8. EVALUATION CRITERIA

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

laid down in the Preferential Procurement Regulations, 2017 pertaining to the Preferential

Procurement Policy Framework Act 5 of 2000. Bids will be evaluated individually on score sheets

by a representative evaluation panel according to the evaluation criteria indicated below.

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

excellent.

The proposals will be evaluated on a five point scale as follows;




of 12

1 = Poor, does not meet criteria.

2 = Fair, less than acceptable. Not sufficient for performance requirements.

3 = Satisfactory, adequate for the performance requirements.

4 = Very Good, above the average compliance to the requirement.

5 = Excellent, exceptional mastery of the requirement.

KPA ELEMENT WEIGHT Scoring Criteria

KPA FUNCTIONAL 100

Minimum of 5 years

company

experience in

editing, design,

layout and printing.

A brief description of your

organisation and an outline of

your experience over a period of

5 years, highlighting your

experience in editing, design,

layout and printing of documents

such as annual reports and

newsletters.

To be provided from different

clients x3 signed reference

letters for each project (Annual

Reports), on the clients’

letterhead, stating relevance to

the project undertaken,

timeframes and success of

those projects.

25

1= (Poor) One reference letter

submitted for similar work done in

the past year.

2= (Fair) Two reference letters from

different clients submitted for similar

work done in the past two years.

3= (Satisfactory) Three reference

letters submitted from different

clients for similar work done in the

past five years.

4= (Very Good) Four reference

letters submitted from different client

for similar work done in the past six

years.

5= (Excellent) Five reference letters

submitted from different clients for

similar work done in the past seven

or more years.

Minimum of one

project plan

template for an

annual report for a

public entity, and

examples of annual

reports.

Provide a sample of an annual

report project plan, detailing

timeframes, resources (human

and tools), location to be used,

and in line with all relevant

legislative requirements for the

production of an annual report

for submission to parliament on

the due date.

35

1= (Poor) No submission of a project

plan.

2= (Fair) One annual report project

plan submitted, detailing timeframes,

resources, location but not in line

with relevant legislative

requirements.

3= (Satisfactory) Submission of a




of 12

project plan detailing timeframes,

location, resources (human and

tools) to be used, and in line with all

legislative requirements for

producing an annual report for a

public entity.

4= (Very Good) Submission of a



equipment) to be used, and in line

with all legislative requirements for


public entity. Submission of two

examples of the previous public

entity annual reports produced by

the company:

X1 2015-2016

X1 2016-2017

5= (Excellent) Submission of a



equipment) to be used, and in line

with all legislative requirements for


public entity. Submission of three

examples of the previous public

entity annual reports produced by

the company:

X1 2014-2015

X1 2015-2016

X1 2016-2017

Minimum combined

experience of 10

years, for graphic

designing personnel

Experience of the layout and

graphic designing personnel

assigned to work on the MQA’s

projects:

25 1= (Poor) x 1 CV submitted detailing

relevant experience for one graphic

designing personnel (junior, senior,

or project manager) with experience




of 12

including junior

designer, senior

designer and

project manager (to

have experience in

editing and

printing).

1. X1 junior graphic

designer detailed CV

with at least 2 years

experience in graphic

designing.

2. X1 senior graphic

designer detailed CV

with at least 3 years

experience in graphic

designing.

3. X1 Project manager:

detailed CV with at

least 5 years

experience in editing,

graphic designing,

layout and printing.

in graphic designing and layout.

2= (Fair) x 2 CVs submitted detailing

relevant experience for only two

graphic designing personnel

(combination of junior, senior, or

project manager), in graphic

designing and layout.

3= (Satisfactory) x 3 CVs submitted

detailing relevant experience for

junior (at least 2 years), senior (at

least 3 years) in graphic designing

and layout, and project manager (at

least 5 years), in editing, graphic

designing, layout and printing.

4= (Very Good) 3 CVs submitted

detailing relevant graphic designing

experience of junior designer (at

least two years), senior designer

(more than three years) in graphic

designing layout and project

manager (at least six years) in

editing, graphic designing, layout

and printing.

5= (Excellent) x 3 CVs submitted

detailing relevant graphic designing

experience of junior designer (at

least two years), senior designer (at

least three years) and project

manager (more than seven years) in

editing, graphic designing, layout

and printing.

Site inspection to be

conducted at the

premises of short-

listed bidders.

15 1= (Poor)

Business operated from a

building erected for residential

purposes, i.e. building is also




of 12

being used for non-business

purposes, (e.g. a flat, townhouse,

house, backroom, smallholding,

farm);

Graphic design work (design and

layout) outsourced to a third

party;

Lack of office hardware

(computers);

No in-house industrial printer or

partnership with a printing

company affiliated with Printing

SA.

2= (Fair)


commercial property leased or

used for business purposes; or a

structure (e.g. house) remodelled

into commercial property and is

leased or used for business

purposes;

No graphic designers in-house;

Design work (design and layout)

outsourced;

No in-house industrial printer or

partnership with a printing

company affiliated with Printing

SA.

3= (Good)



used for business purposes; or

structure (house) remodelled or

leased or used for commercial




of 12

purposes;

Bidder has a minimum of two in-

house graphic designers and a

maximum of three, working in

clearly demarcated office space;

Has designing hardware (e.g.

Apple MacBook, Aser, Dell, etc.)

and software for design and

layout work (e.g. Adobe InDesign,

Serif DrawPlus, CorelDraw, etc.);

Uses services of an industrial

printer offering offset lithography,

digital, screen and inkjet printing,

and printer is affiliated with

Printing SA.

4= (Very good)



used for business purposes; or a

structure (e.g. house) remodelled

into commercial property and is

leased or used for business

purposes;

Bidder has a minimum of three

in-house graphic designers and a

maximum of five, working in


Has hardware (e.g. Apple

MacBook, Aser, Dell, etc.) and

software for design and layout

work (e.g. Adobe InDesign, Serif

DrawPlus, CorelDraw, etc.);

Has in-house industrial printers

offering offset lithography, digital,




of 12

screen and inkjet printing, and

business is affiliated with Printing

SA.

5= (Excellent)

Business premises based in

commercial office building (e.g. in

an office park, stand-alone

commercial property);

Bidder has a minimum of four in-

house graphic designers and a

maximum of six, working in


Has hardware (e.g. Apple

MacBook, Aser, Dell, etc.) and

software for design and layout

work (e.g. Adobe InDesign, Serif

DrawPlus, CorelDraw, etc.);

Has demarcated area for in-

house graphic designers with

designing hardware (Apple

Macintosh or equivalent) and

software (InDesign, CorelDraw,

etc.);

Has in-house industrial printers

offering offset lithography, digital,

screen and inkjet printing, and

business is affiliated with Printing

SA.

Total 100




of 12

The Minimum Threshold is 65 points

8.3 Proposals and bid documents will be evaluated individually on separate score sheets on

functionality, by a representative evaluation panel according to the evaluation criteria indicated in

these Terms of Reference. All bidders who will score less than 65 out of hundred (100) points for

functionality will not be considered further, and will be regarded as submitting a non-responsive

proposal. Short-listed bidders will be required to do a presentation in person to the department.

8.4 The appointed service providers will only be evaluated on price and B-BBEE as and when they are

requested to submit a quotation for goods or services. During this phase the 20 points for B-BBEE

and price of 80 points will be applied in terms of the Preferential Procurement Policy Framework.

Based on this system the points will be allocated as follows:

Criteria Points

Price 80

B-BBEE 20

Calculating of points for B-BBEE status level of contribution

8.5 Points will be awarded to a bidder for attaining the B-BBEE Status level of contribution in accordance

to the table below:

B-BBEE status Level of

contributor

Number of points (80/20

system)

1 20

2 18

3 14

4 12

5 8

6 6

7 4

8 2

NON – Compliant contributor 0

8.6 Bidders must submit original and valid B-BBEE Status Level Verification Certificate or certified copies

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




of 12

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

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

appointed in terms of Close Corporation Act.

8.7 Bidders who do not submit B-BBEE Status Level Verification Certificate or are non-compliant

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

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

shows the same commitment to those who wish to provide services to the Mining Qualifications

Authority (MQA) via the procurement process. It should be noted that regard will be given to those

proposals from persons or companies which were previously disadvantaged, or which show evidence

of skills transfer and representativeness. This does not preclude the formation of consortiums or the

inclusion of proposals on how the projects can be used to further the aims of transformation.

8.9 The MQA may undertake due diligence to qualifying bidders to ascertain functionality.

8.10 The Mining Qualifications Authority reserves the right not to award the bid, to bidders.

9 COMPULSORY DOCUMENTS TO BE SUBMITTED

Scanned Tax Clearance Certificate;

B-BBEE Certificate of Measured Entity (if no certificate is received, a score of zero will be

allocated for evaluation purposes);

Proof of banking details;

Fully completed and appropriately signed SBD form 4;

Fully completed and appropriately signed SBD form 6.1;

Fully completed and appropriately signed SBD form 8; and

Fully completed and appropriately signed SBD form.

10 TERMS AND CONDITIONS OF THE BID

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

Management’s general conditions of contract.

10.2 The appointed service provider will enter into a service level agreement with the MQA, which will

include:

10.2.1 Period of agreement;

10.2.2 Project objectives and scope;




of 12

10.2.3 Method of communication;

10.2.4 Disputes; and

10.2.5 Termination of contract and other specific matters that will be agreed upon to form part of

the service level agreement.

10.3 The team allocated to project manage the MQA account must be able to work throughout the

project, otherwise written permission to amend the team must be sent to the MQA for approval.

10.4 The MQA reserves the right to terminate the contract in the event that there is clear evidence of

non-performance and or poor quality of work.

10.5 The MQA reserves the right to appoint one or more bidders for the projects.

10.6 The basis of engaging bidders will be on an assignment basis.

10.7 In the event where there are more than one bidders accredited on the bid, and they have the

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

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

10.8 The MQA reserves the right to interview bidder(s) that are short listed for specific assignments

(meaning that bidders may be requested to do presentations for a specific project / assignment).

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

bidder (s).

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

10.11 Any deviation from the project plan should be requested in writing and signed off by the project

manager.

10.12 Any suggestions and or contributions during progress meetings, once accepted by both parties,

shall form part of the contract.

11 CONTACT PERSON FOR TECHNICAL ENQUIRIES

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

Supply Chain Management Enquiries

Ms Tsholo Dilape Tel: (011) 547 2628

E-mail Address: [email protected]

AND

Technical enquiries related to this bid must be forwarded to:

Ms Amanda Masilo Tel: (011) 547 2616

Email Address: [email protected]

TERMS OF REFERENCE FOR THE APPOINTMENT … Tender ToRs .pdf · Advertising templates (printed and...

Documents

Transcript of TERMS OF REFERENCE FOR THE APPOINTMENT … Tender ToRs .pdf · Advertising templates (printed and...