tender briefing session qlp/2011/0001 management of the w&rseta bursary fund

Tender Briefing Session

QLP/2011/0001

Management of the W&RSETA Bursary Fund

Bid detail:

Tender Name WSP/ ATR 5 year Impact Study

Tender Reference Number

RES/WSP/0411/01

Description WSP/ ATR 5 year Impact Study

Closing Date 04 August 2010

Closing Time 11:00

Compulsory Briefing Session

14 July 2010 at 10:00 at the W&RSETA Head Office

Agenda

1. Welcome and Opening

Mushtaq Wajoodeen2. Overview of Project

3. Submission Requirements and Compliance

4. Q&A Mushtaq Wajoodeen & Andile Sipengane

5. Closure Mushtaq Wajoodeen


Bid detail:



RES/WSP/0411/01



Closing Time 11:00




Overview of Project Objective

Objective

Aims

Scope of Work

Expected Outcomes and Deliverables

• Project Management and Mentoring

Bid detail:



RES/WSP/0411/01



Closing Time 11:00




Objectives

The project is to be rolled out over a year period for a total of 1000 learners already registered on qualifications addressing Wholesale and Retail sector scare skills.

Administration of this programme will be managed and monitored by an outsourced organisation.

Bid detail:



RES/WSP/0411/01



Closing Time 11:00




Aims •Provision of the financial assistance in pursuing their studies which are within the Wholesale and Retail sector or a related field of which must be identified as scare• Skills Development initiative addressing scare skill in the Wholesale and Retail sector• Development of partnerships with institutions of higher learning thus promoting further development of qualifications addressing scare skills in the Wholesale and Retail sector• Promote Retail as a career of choice• Create an opportunity for the underprivileged to access high level education for better employment prospects• The estimated bursary amount for the project is to the value of R70 000.00 per learner• These will include but not limited to intuition fee, books, accommodation and meals

Scope of Work

A. Recruitment of candidates• Identify and maintaining relationship with schools / institutions on a national basis for

the purpose of marketing and recruitment • Marketing and Advertising of careers / clients• Screening of applications on paper and by means of structured preliminary

interviews• Short listing of candidates according to client criteria based on the W&RSETA scare

skills guide• Logistical arrangements of all final interviews



Scope of Work

B. Student liaison and development activities•Management and monitoring of academic progress and provision of academic support where necessary•Collection and interpretation of results•Bi-annual student visits to conduct learner group sessions•Placement of learners for vacation work and practical training•Liaison with institutional departments and staff•Provision of career counselling and learner support•Provision of life skills training to a minimum of 5 life skills however not limited to:1. Personal Financial Management2. Time Management3. Study skills4. Problem solving and decision making5. Team work


Scope of Work

C. Administration of awards• Contracting o Enforcement of contractual obligations•Personal RecordsoComprehensive student database capable of producing profiles, listings, statistics etcoElectronic filing system for all critical documentsoCollection of results•FinancialsoPreparation of budgets, reconciliations, variances and other financial reportsoPayment of all fees to institutions and allowances to approved learners

D. Close out Report

Expected Outcomes and Deliverables

• Disbursement of funds

• Project Management

• Learner placement for internships

• Facilitate permanent job placement in the Wholesale and Retail sector for successful learners

• Quarterly reporting to the W&RSETA

• Provision of career counselling and learner support for the duration of studies

•Develop and maintain a learner, institution and employer database

• Implementation of an approved marketing and communication plan


Process DescriptionTime Management The approved project timelines shall be regularly adhered to

and monitored

Cost Management The monthly report in a agreed format will record expenses on this project, all cost incurred must be within the approved project budget

Quality Management Quality assurance will be maintained through regular meetings via the W&RSETA Bursary steering committee

Change Management Any changes within the project must be recorded using a prescribed Change Request Form and such approval would need to be authorized by the W&RSETA Board

No changes will be effected/ implemented/ actioned without the relevant prior approval

Risk Management The details of each risk will be summarized in a Risk register to enable the Project Manager to monitor and control the status of the risks throughout the project


Issue Register • An issue is an adverse event that has occurred and has the potential of jeopardizing the success of the project•All issues will be documented using prescribed issue forms•The details of each issue will be summarized in an Issue Register to enable the W&RSETA Bursary Steering Committee to monitor and control the status of the Issues throughout the project

Acceptance Management

• The W&RSETA Bursary Steering Committee will certify performance in terms of the contract

Report Management

• The W&RSETA Bursary Steering Committee will meet once every 2 months (Bi-monthly) throughout the duration of the project to discuss:oProgress to dateoFinancial Statements reconciliationoW&RSETA Bursary Steering Committee will be supplied with regular progress reportsoMonthly progress reports will be on the 7th of each monthoAny changes required to ensure project successoCurrent risks and issues



Compliance Information and Submission Requirements

• Tender Details

• Tender Evaluation Process

• Standard Documentation

• Criteria and Submission Requirements

• Preference and Price Points

Tender Details

Tender Name Management of the W&RSETA Bursary Fund

Tender Reference Number QLP/2011/0001

Description Management of the W&RSETA Bursary Fund

Closing Date 25 July 2011

Closing Time 11:00

Submission Details

The Executive Manager: SCMW&RSETA House224 Witch-Hazel AvenueHighveld TechnoparkCenturion, Pretoria


Tender Evaluation Process

Phase 1 Administration and Critical Criteria

Phase 2 Technical Evaluation

Phase 3 Pricing and Preference Points

Phase 4 Presentation

Phase 5 Award

Phase 6 Contracting

Phase 7 Notification of Award

Phase 8 Implementation


Standard Documentation

Document Description Note

SBD01 Invitation to Tender Complete in full

SBD02 Tax clearance requirementsOnly valid original tax clearance certificate acceptable

SBD04 Declaration of Interest Complete in full

SBD06 Preference point claim form Complete in full

SBD08 Declaration of bidders past Supply Chain Management Practices Complete in full

TOR Terms of reference Read

EC Evaluation Process and Criteria Read

GCC General Conditions of Contract Initial each page


Packaging of Tender Documents for Submission

The following information must be clearly indicated on the envelope in which the Tender is submitted:

• The Tender name and number

• The name of the bidder

• The contact details of the bidder (including the e-mail address)

• Original or Copy

Clearly Indicate the contents of the Envelope / Document Submitted

• Compliance documentation (Separate Envelope / Binded Separately)

• Technical Documentation (Separate Envelope / Binded Separately)

• Price Documentation (Separate Envelope / Binded Separately)


Tender Name: Management of the W&RSETA Bursary Fund Tender Reference: QLP/2011/0001


Document number

Document Description

1 Compliance Documents Invitation to tenderValid original Tax Clearance CertificateDeclaration of InterestPreference Point claim formDeclaration of past SCM practicesGeneral Conditions of Contract

2 Technical Documents Registration with the relevant financial boardCapacity to deliver according to scopeSpecialized IT Systems for bursary disbursement

3 Price Documents Schedule A- Scope of WorkSchedule B- Additional OtherSchedule C- Total Cost

NB: Documents to be submitted in a separate envelope

Criterion Submission RequirementsCritical Criteria Points

Registration with the relevant financial board i.e. Financial Services Board

Proof of registration Y 0

Capacity to deliver according to scope

• Demonstrating the ability to meet timelines• Must have successfully implemented a similar project• Project implementation plan• Ability to recruit employers for learner placement• Project Management experience and expertise• Resource capacity to deliver the programme• Capacity to deliver nationally

N 50

Specialized IT Systems for bursary disbursement

• Proof of Financial, Contractual, Learner Administration, Learner Tracking and Monitoring System

N 50

Total100

Management of the W&RSETA Bursary FundCriteria and Submission Requirements

Preference Points and Price Points

DescriptionCritical Criteria

Points

Preference Points N 10

Pricing N 90

Minimum Technical Threshold 80%

Total 100


Proposals that do not comply to critical criteria will be eliminated from further evaluation

Pricing

• Detailed cost breakdown structure linked to the implementation plan

• Additional other costs related to the project be listed and included under “additional other”

• Pricing completed on the standard template

• Pricing inclusive of any applicable VAT


Presentations

Should presentations be required:

• The necessary invitations may be limited to the shortlisted top 3 scoring providers


All bidders will be notified of the outcome of this tender


All queries must be in writing and directed to:

[email protected]

Fax: 086 506 6986


mailto:[email protected]

THANK YOU !
