MUNICIPAL INSTITUTE OF LEARNING

QUOTATION BRIEF

REQUEST FOR SUBMISSIONS

For the provision of:

WRITER/EDITING SERVICES

Contact Person for Enquiries: Fezile Njokweni

Project Manager

Municipal Institute of Learning

750 Mary Thiphe Road

Cato Manor

Durban 4000

Telephone: (031) 322 4521

Mobile: 083 9555 709

Email:

Submission Date and Time: 16h00 on Friday,13thMay2011

Submission Address: Municipal Institute of Learning

Intuthuko Junction - Pod 1

750 Mary Thiphe Road (Formerly Cato Manor Road)

Opposite Gate 11 - UKZN

Cato Manor, Durban

  1. BACKGROUND

In late 2009, the eThekwini Municipality formed the first ever local government driven, practitioner based institute of learning. This historic decision was partly in response to our national government’s Turn Around Strategy which sounded the call for municipal collaboration to enhance local government practitioner capacity, and as part of our municipality’s knowledge management strategy to position Durban as a centre of learning. A series of extensive consultations with key provincial, national and international stakeholders was held as part of the initial scoping exercise and overwhelming support for the formation of such an Institute was received. MILE is structured on four learning pillars: Capacity Enhancement, Facilitating Learning Partnerships and Networks, Promoting Collaborative Research and Providing Municipal Technical Support. These programmes are underpinned by an integrated Knowledge management system. The startup funding for MILE has been provided by eThekwini Municipality. The MILE programme is focused on capacity enhancement and there are potential funders both nationally and internationally willing to promote initiatives of this nature. eThekwini Municipality has been recognized as one of the best managed municipalities in South Africa and is renowned for its excellent financial management control. It continues to receive internal and external funding. It is envisaged that funding will be sourced from the private and public sectors, nationally and internationally, as MILE’s focus accords with the private sector’s corporate social responsibility function, as well as public sector’s responsibility for service delivery and good governance.

As a leading NEPAD city, and an active member of the United Cities and Local Government (UCLG) in Africa, our municipality has been playing an important role in the coordination of learning around planning, sustainable development, and local governance in cities on the continent. Whilst MILE is initiated and coordinated by eThekwini, it will be an institute of learning for municipalities and other interested agencies involved in local government. Every effort will be made to ensure that all municipalities and agencies are aware of and take ownership of MILE. Having its focus initially in Africa, MILE will however endeavour to collaborate with municipal partners and agencies from all over the world. In short, in line with our vision, the purpose of MILE is to help enhance the capacity of professionals working in local government on the African continent (and beyond) to respond more effectively to meeting developmental local government and contemporary global challenges. MILE is run as a five year pilot programme.

2. INVITATION

The Municipal Institute of Learning is seeking quotations for the provision of editing services for a proposed publication: AREA BASED MANAGEMENT: LESSONS LEARNT FROM ETHEKWINI MUNICIPALITY.

  1. SCOPE OF WORK

The scope of work comprising editing and writing in plain English at least 80 pages comprising of the following:

  • Review the existing written draft
  • Edit the written draft into a coherent document adhering to the following:

1.5 Spacing

12 font size

Calibri (body) font

Minimum of 30 - 40 pages

Alignment of text to both the left and right margins

  1. PROJECT OBJECTIVES

The project objectives are to compile a book on lessons learnt in the Area Based Management Programme.

5. QUOTATION

The quotation tender enquires:

A detailed description of the proposed publication

A project plan that will outline realistic timeframes within the prescribed time limits

The spacing, font and size and alignment

Number of pages and words to be achieved

detailed pricing inclusive of value added tax (VAT)

6. REQUIREMENTS

Prior to the commencement of the implementation of this project, the service provider must stipulate whether they will use the services of a subcontractor or another suitable person to work in rendering this project, and to this end, the subcontractor must be approved by MILE prior to working on the implementation of the project.

As a requirement of MILE,the service provider and the subcontractor will have an obligation to comply with this brief and are legally bound by all applicable legislation and the Municipal Financial Management Act of 2004.

7. PROJECT MANAGEMENT

The project will be managed by a representative of MILE (in this case, Fezile Njokweni) and the service provider will report directly to the Project Manager. The service provider will be required to provide regular reports on progress achieved.

8. REPORTING

The service provider will be required to provide prior to the commencement of the project;

anticipated timeframes for completion (ten working days being preferred)

proforma invoice for verification purposes

Information and profile of the service provider (and/or subcontractor)

During the project:

Progress Reports as prescribed in the brief

On completion of the project:

Project Completion Report

Final and detailed invoice claim

More detail on the reporting will be outlined for the successful candidate in the Agreement (contract) and/or and letter of approval.

9. TIMELINES

It is anticipated that the Project shall commence no later than 16May 2011and be completed by no later than 31 May 2011. Should an extension to this timeline be required, negotiations will need to proceed prior to the due date of the first Project Progress Report. The Project will come into existence by the execution of a formal approval letter and/or agreement. The process for payment will be outlined to the successful candidate in the Agreement and approval letter.

10. SELECTION OF SERVICE PROVIDER – Evaluation of Quotations

Tenders will be reviewed by a panel of the Municipal Institute of Learning including at least three Senior Managers of the Corporate Policy Unit of eThekwini Municipality. Your proposal will be adjudicated using the following scorecard: Please ensure that you provide sufficient information in your proposal. Appropriate assessment maybe employed against the following score card.

  • 20 points: Price
  • 50 points: Track Record of Bidder
  • 10 points: Motivation for appointment
  • 10 points: HDI Writer/Editor
  • 10 points: Ownership of the company

Over and above the assessment criteria thatMILE will use, the evaluationof the submissions received mayinclude:

Value for the proposed project

Demonstrated ability to achieve project outcomes within timeframes

Value adding contributions

The methodology used to address quotation requirements

Demonstrated experience and skills in working in field and ability to achieve project outcomes

11. CONFLICT OF INTEREST

Please state any potential conflict of interest you may have in the provision of the required services to the eThekwini Municipality and/or MILE.

12. RESERVATION OF RIGHTS

The Municipal Institute of Learning reserves the right to:

  1. Extend the Request for Submission closing date.
  2. Amend the requirements at any time prior to the closing date, provided that the amendment is notified to prospective respondents.
  3. Seek information from or negotiate with one or more of the respondents on any issue at any time and to continue to negotiate with one or more respondents.
  4. Abandon this process whether before or after the receipt of submissions.
  5. Make enquiries of any person, company or organisation to ascertain information regarding the respondent and its submission.
  6. Consider an incomplete submission or a submission otherwise than in accordance with these Conditions.

13. ACCEPTANCE OF SUBMISSION

The Municipal Institute of Learning is not obliged to accept the cheapest application, and may elect to not proceed with the project. The requirements of submission shall be as follows:

A BRIEF PROPOSAL

  • The name, HDI status and skill areas of the individual undertaking the project
  • Details of the ownership of the company including HDI status of owners
  • A short motivation (not more than one page) for appointment
  • The motivation should include an indication of availability to work on the project over the next month
  • A budget for 10 working days of professional time

INFORMATION AND DOCUMENTATION REQUIRED

  • The company registration number or full name (if applicable) and ID number of natural person
  • The company VAT number
  • The Company Tax reference number
  • An up to date Tax Clearance certificate (in original format)
  • Statements proving water, electricity and rates accounts are up to date
  • A signed letter indicating the following with regards to the potential service provider:
  1. Whether he or she is in the service of the state, or has been in the service of the state in the previous 12 months
  2. If the service provider is not a natural person, whether any of its members, directors, managers, principal shareholders or stakeholder is in the service of the state, or has been in the service of the state in the previous 12 months; or
  3. Whether a spouse, child or parent of the service provider or of a director, manager, shareholder or stakeholder referred to in subparagraph (ii) is in the service of the state, or has been in the service of the state in the previous 12 months.

14. SUBCONTRACTING AND ASSIGNMENT

The project will be managed by the successful applicant (the service provider) who will report to the Project Manager, Fezile Njokweni. The Service provider shall not subcontract or assign any part of the project without prior approval of MILE. Both the service provider and subcontractor shall comply with the requirements of all relevant legislation pertaining to the appointment of service providers by local government (e.g. Municipal Finance Management Act).

15. INTELLECTUAL PROPERTY

Intellectual Property (IP) rights created in all information and documents prepared by the service provider for the purpose of this project will vest in the eThekwini Municipality, on its creation. MILE acknowledges that the service provider may use his/her IP to create information and documents, and that such IP will remain the property of the service provider.

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