1. BACKGROUND

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1 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 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 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 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:

2 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 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 The appointed service providers will be contracted until 31 March 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. Page 2 of 12

3 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: A short profile of the bidder; A detailed project plan with clear timeframes of delivery e.g. Minimum time required to print different size / type documents (Production schedules); Type and duration of the firm s previous experience, with particular reference to that which is appropriate or relevant to the project; Special skills and area of expertise of the firm, which is appropriate or relevant to this project; Original valid tax clearance certificate (Mandatory); Infrastructural capacity for the project; Details of the cost / fee breakdown for the services to be rendered are not required at this stage; and 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 Bids will be evaluated individually on score sheets by a representative evaluation panel according to the evaluation criteria indicated below 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; Page 3 of 12

4 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 A brief description of your 25 1= (Poor) One reference letter company experience in organisation and an outline of your experience over a period of submitted for similar work done in the past year. editing, design, 5 years, highlighting your 2= (Fair) Two reference letters from layout and printing. experience in editing, design, layout and printing of documents such as annual reports and different clients submitted for similar work done in the past two years. 3= (Satisfactory) Three reference newsletters. letters submitted from different To be provided from different clients x3 signed reference letters for each project (Annual clients for similar work done in the past five years. 4= (Very Good) Four reference Reports), on the clients letters submitted from different client letterhead, stating relevance to for similar work done in the past six the project undertaken, years. timeframes and success of those projects. 5= (Excellent) Five reference letters submitted from different clients for similar work done in the past seven or more years. Minimum of one Provide a sample of an annual 35 1= (Poor) No submission of a project project plan report project plan, detailing plan. template for an timeframes, resources (human 2= (Fair) One annual report project annual report for a and tools), location to be used, plan submitted, detailing timeframes, public entity, and and in line with all relevant resources, location but not in line examples of annual legislative requirements for the with relevant legislative reports. production of an annual report for submission to parliament on the due date. requirements. 3= (Satisfactory) Submission of a Page 4 of 12

5 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 project plan detailing timeframes, location, resources (human and equipment) to be used, and in line with all legislative requirements for producing an annual report for a public entity. Submission of two examples of the previous public entity annual reports produced by the company: X X = (Excellent) Submission of a project plan detailing timeframes, location, resources (human and equipment) to be used, and in line with all legislative requirements for producing an annual report for a public entity. Submission of three examples of the previous public entity annual reports produced by the company: X X X Minimum combined Experience of the layout and 25 1= (Poor) x 1 CV submitted detailing experience of 10 graphic designing personnel relevant experience for one graphic years, for graphic assigned to work on the MQA s designing personnel (junior, senior, designing personnel projects: or project manager) with experience Page 5 of 12

6 including junior 1. X1 junior graphic in graphic designing and layout. designer, senior designer detailed CV 2= (Fair) x 2 CVs submitted detailing designer and with at least 2 years relevant experience for only two project manager (to experience in graphic graphic designing personnel have experience in designing. (combination of junior, senior, or editing and 2. X1 senior graphic project manager), in graphic printing). designer detailed CV designing and layout. with at least 3 years 3= (Satisfactory) x 3 CVs submitted experience in graphic detailing relevant experience for designing. junior (at least 2 years), senior (at 3. X1 Project manager: least 3 years) in graphic designing detailed CV with at and layout, and project manager (at least 5 years least 5 years), in editing, graphic experience in editing, designing, layout and printing. graphic designing, 4= (Very Good) 3 CVs submitted layout and printing. 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 15 1= (Poor) conducted at the Business operated from a premises of shortlisted building erected for residential bidders. purposes, i.e. building is also Page 6 of 12

7 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) Business operated from a 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) Business operated from a commercial property leased or used for business purposes; or structure (house) remodelled or leased or used for commercial Page 7 of 12

8 purposes; Bidder has a minimum of two inhouse 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) Business operated from a 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; Bidder has a minimum of three in-house graphic designers and a maximum of five, working in clearly demarcated office space; 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, Page 8 of 12

9 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 inhouse graphic designers and a maximum of six, working in clearly demarcated office space; 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 inhouse 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 Page 9 of 12

10 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 Number of points (80/20 contributor system) NON Compliant contributor 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 Page 10 of 12

11 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 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 The appointed service provider will enter into a service level agreement with the MQA, which will include: Period of agreement; Project objectives and scope; Page 11 of 12

12 Method of communication; Disputes; and Termination of contract and other specific matters that will be agreed upon to form part of the service level agreement 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 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 The MQA reserves the right to appoint one or more bidders for the projects The basis of engaging bidders will be on an assignment basis 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 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) The MQA may at its sole discretion, award an assignment or any part thereof to more than one bidder (s) Payments will only be made for acceptable work completed and timeously delivered Any deviation from the project plan should be requested in writing and signed off by the project manager 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) Address: TsholoD@mqa.org.za AND Technical enquiries related to this bid must be forwarded to: Ms Amanda Masilo Tel: (011) Address: AmandaM@mqa.org.za Page 12 of 12

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