Registration on the Provincial Suppliers Database

PROVINCE OF KWAZULU-NATAL

REQUEST FOR PROPOSALS FOR THE DEVELOPMENT OF DRAFT PROVINCIAL FRAMEWORK ON LEARNER TRANSPORT

PROPOSAL NUMBER: ZNP 0049/16T

COMPULSORY BRIEFING SESSION:

DATE: 20 APRIL 2017

VENUE:DEPARTMENT OF TRANSPORT, 172 BURGER STREET, PIETERMARITZBURG, MCDONALD THEATRE, L-BLOCK

TIME: 9:00 AM

LATE ARRIVALS WILL NOT BE ALLOWED TO PARTICIPATE IN THE MEETING AND THEIR SUBMISSIONS WILL BE DECLARED NON-RESPONSIVE.

THE CLOSING DATE AND TIME FOR SUBMISSION OF OFFERS IS28 APRIL 2017AT 11:00 AM DEPARTMENT OF TRANSPORT 172 BURGER STREET PIETERMARITZBURG

TABLE OF CONTENT

TERMS OF REFERENCE3-10

PRICING SCHEDULE11

SPECIAL INSTRUCTIONS REGARDING COMPLETION OF BID12

REGISTRATION ON CENTRAL SUPPLIERS DATABASE13

DECLARATION THAT INFORMATION ON CENTRAL SUPPLIERS14

DATABASE IS CORRECT AND UP TO DATE

DECLARATION OF INTEREST (SBD 4)15-18

OFFICIAL BRIEFING SESSION FORM19

TAX CLEARANCE CERTIFICATE REQUIREMENTS(SBD 2)20

AUTHORITY TO SIGN A BID21-26

CONDITIONS OF BID27-28

DECLARATION OF BIDDERS PAST SUPPLY CHAIN

MANAGEMENT PRACTICE (SBD 8)29-30

CERTIFICATE OF INDEPENDENT BID DETERMINATION(SBD 9)31-33

PREFERENCE POINTS CLAIM FORM34-39

ANNEXURE E – CV’S OF PERSONNEL40

PUBLIC AND FREIGHT TRANSPORT

TERMS OF REFERENCE

REQUEST FOR PROPOSAL

FOR THE DEVELOPMENT OF PROVINCIAL LEARNER TRANSPORT FRAMEWORK

1. PURPOSE

The KZN Department of Transport invites Service Providers to respond to the request for proposals for the development of a Draft Provincial Framework on Learner Transport. The service provider will be required to:

Develop a Draft Provincial Framework on Learner Transport in line with the educational needs of the affected learners through the consideration of the socio-economic demographics and the safety imperative on the provision of dedicated learner transport and the transportation of learners in general, economically, effectively and efficiently.

Aligning learner transport transformation and policy intervention with all relevant provincial legislative frameworks for purposes of enhancing coordinated planning and avoiding duplication.

1. BACKGROUND

The provision of Learner Transport in the Province of KwaZulu-Natal has been within the mandate of the Provincial Department of Basic Education. This had been the case until 2011 when a memorandum of understanding between the Department of Education and the Department of Transport was signed.

According to the 2013 Statistics South Africa report on National Household Travel Survey, KwaZulu-Natal is reported to be the biggest contributor on the number of learners who walk to and from school in the country. The report stipulates that “of all the scholars walking all the way to school in the country, provinces such as KwaZulu-Natal (23 %), Eastern Cape (18%) and Limpopo (16%) made the biggest contribution to the total”

The Department of Education had been mandated by the provisions of the South African Schools Act to ensure the provision of compulsory and accessible education in the country.

The historical birthmarks of the apartheid South Africa which haunts the currently disjointed and the untransformed reality on access to quality education propels the department and government in general to advance the cause of radical transformation with speed within the education sector.

Henceforth, the Department of Transport in the province has been providing and administering learner transport service since 2011 without any provincial strategic instrument except being guided by and complying with Section 29 (1) (a) (b) of the Constitution which makes reference to everyone’s right to basic education which the state, through reasonable measures, must make it available and accessible.

Beyond dedicated subsidised learner transport services that is and should be provided by the Department of Transport, it has been realised that strategic intervention should also focus on the transportation of learners in general with specific focus on issues of safety, affordability and accessibility.

Mandated by the National Policy on Learner Transport, the Department of Transport accordingly discharges its responsibility to develop the Provincial Strategy on Learner Transport as a springboard from which the implementation plan of the National Policy will be derived.

Due to challenges ranging from internal staff shortages and the restructuring process taking place within the department, the Transportation Services Component has been compelled to seek approval for the appointment of the service provider to develop the Provincial Strategy on learner transport service implementation as a response to learner transportation challenges in the province.

1. SCOPE OF WORK

The appointed service provider is expected to develop Project Management and Implementation plan based on the following:-

• Status Quo analysis: analysis of existing and future development and transport plans, analysis of existing transport systems
• Data Collection: Collect data of both rural and urban schools in the province according demarcations by the Provincial Department of Education which will include schools in every municipal district or metro in the province, learners travel patterns, distances, available modes, travel times and cost estimates.
• Infrastructure assessments, focusing on road infrastructure, including other means of crossing rivers:

1)Assess the state of road or sidewalk infrastructure between each school and surrounding areas where learners of each school reside

2)Liaise with Department of Transport and relevant municipalities in order to ascertain information on infrastructure development plans in the context of learner transport road infrastructure.

3)Assess the state of infrastructure in line with intermodal integrated planning demands

• Develop Learner transport safety strategy and system plan
• Develop Learner transport system plan (integrated learner transport plan)

1)Research and provide evidence-based advice on the suitable travel modes per school or group(s) of schools in the entire province.

• Identification of and consultation with relevant stakeholders, including but not limited to the following:-

1)School Governing Bodies/ ( SGB Regional Associations)

2)Circuit, Ward Managers and School Principals (DoE)

3)Municipal Ward Councillors / traditional leaders

1. MINIMUM REQUIRED PROVEN SKILLS AND COMPETENCIES

• In-depth competency and experience in Qualitative and Quantitative Research
• Organisation’s Public Transport Policy Making experience (Minimum of 5 years).
• Working knowledge of Learner Transport Policies
• National and Provincial Public Transport policy
• Proven knowledge of Public Transportation system
• Communication and Consultation skills
• Data collection, analysis and statistical modelling skills
• Broader understanding of government mandate on service delivery

5.DURATION OF ENGAGEMENT

The duration of this engagement will be for a period of 2 years.

6. EVALUATION CRITERIA

The proposals that are received from Consultants for this project will be evaluated in terms of the Supply Chain Management (SCM) Provincial Policy Framework.

There are three main stages in the selection process, namely, ensuring that Proposals comply with administrative requirements, checking that functionally the proposal is adequate to undertake the project, and lastly, the price and preference points.

6.1Administrative Compliance

Only proposals that comply with all administrative requirements will be considered acceptable for further evaluation. Incomplete and late Proposals will not be considered.The following documentation must be submitted:

• Documents specified in section 7 below.
• Any other requirement specified in the ToR

6.2Functional Evaluation

Only Proposals that comply with all administrative requirements will be considered during the functional evaluation phase. All Proposals will be scored as follows against the functional criteria indicated below. A generic table showing scoring is included providing a link to the competencies:

0 – does not comply with the requirements

1 – partial compliance with requirements

2 – satisfactory substantial compliance with requirements

3 – full compliance with requirements

Minimum Requirement: The minimum threshold for functionality is 60 percent based on the average of scores awarded by the evaluation panel members.

Proposals should clearly address the project description and the functional evaluation criteria mentioned below.

• The Quality and Relevance of the Methodology
• Service Providers Competencies and Skills
• The Qualification and Experience
• Implementation Plan

Generic table showing scoring and providing a link to the competencies:

1. The Quality and Relevance of the Methodology

1. Service Providers Competencies and Skills

1. The Qualification and Experience

1. Implementation Plan

The Department reserves the right to invite Service Provider/s for interviews, should there be a need. The Department further reserves the right to utilize information received in the interviews process for evaluation purposes.

6.3Price and Preference Evaluation

Only proposals that meet the minimum qualifying score of 60% will be evaluated in terms of 80/20 preference points system, where 80 points is allocated for price and 20 for preference.

The price requirements are as follows:

• All prices should be inclusive of VAT.
• No variation of contract price will be permitted.
• Price proposals should be fully inclusive to deliver the outputs indicated in these terms of reference.

7.DOCUMENTATION

The proposal submitted must include all information deemed necessary to evaluate your proposal on the basis stipulated above.

The following documents must be provided:

• Confirmation of registration on the Central Suppliers Database
• Tax Compliance status (SBD 2).
• Declaration of interest (SBD 4).
• Declaration of Bidder’s Past Supply Chain Management Practices (SBD 8).
• Certificate of independent bid determination (SBD 9).
• Preference Points Claim Form (SBD 6.1).
• A bidder who qualifies as a EME or QSE in terms of the B-BBEE Act must submit a sworn affidavit confirming Annual Total Revenue and Level of Black Ownership.
• A bidder other than EME or QSE must submit their original and valid B-BBEE status level verification certificate or a certified copy thereof, issued by a Registered Auditor approved by IRBA or a Verification Agency accredited by SANAS.
• CVs of staff directly involved in the execution of service, including copies of qualifications.

8. COMPULSORY BRIEFING SESSION

The briefing session will be held as follows:

DATE: 20 April 2017

VENUE: Department of Transport, 172 Burger Street, Pietermaritzburg, Mc Donald Theatre, L-Block.

TIME: 9:00 am

Failure to attend a compulsory briefing session will invalidate your proposal.

9.AGREEMENT AND CONDITIONS OF THE CONTRACT

Prior to being appointed the successful Service Provider will be required to sign a formal contractual agreement with the Department and will be bound by the terms and conditions contained therein. No appointment will be deemed to be finalized without the agreement being signed by the contracting parties.

10.CLOSING DATE AND SUBMISSION OF DOCUMENTATION

Proposals are to be delivered in a single sealed envelope marked: “ZNP 0049/16 T – “DRAFT PROVINCIAL POLICY ON LEARNER TRANSPORT”and placed in the tender box of the Department of Transport, which can be found at:

The Front Entrance

172 Burger Street

Pietermaritzburg

3200

The proposals are to be submitted by no later than 28 April 2017 at 11h00. Please note that any other request for information may be directed to Mr S. Mdlalose, telephone no. 033-355 8894.

The offers must remain valid for 120 days from the closing date of the submission of proposals.

PLEASE NOTE:

Any appeals regarding the award of this bid should be lodged within 5 days from the date of the publication of bid results in the Government Tender Bulletin which is published every week on Friday.

The address provided for the lodging of appeals is:

The Chairperson

Bid Appeals Tribunal

Private Bag X9082

Pietermaritzburg

3200

FAX NO.: (033) 897 4501

PRICING SCHEDULE

OFFER TO BE VALID FOR 120 DAYS FROM THE CLOSING DATE OF BID.

• The Prices must be reflected in RSA currency and include all applicable taxes i.e. Prices must be VAT Inclusive.
• According to the information obtained from the Department of Education, there are 6201 public schools in the KwaZulu-Natal Province. These schools are demarcated in twelve DoE districts. Only 227 schools are independent schools in addition to public schools.
• For purposes of the success of this project the pricing schedule will be structured on the basis of the number of schools to be visited (100), over a three months period, i.e. (100 schools x 12 districts = 1200 schools to be visited every 3 months). After 1 and half years 6000 schools must have been visited.
• Interim Reports to be compiled every 3 months running over 1 year and six month period (18 months).
• The last six months will be used to review at least 20% of all information collected and documented to ensure status quo is still the same. It will also be used for consolidating and producing final reports.
• Please find attached DOE District Offices and contact details.

Name of Bidder: ______Signature: ______Date:______

The accompanying information must be used for the formulation of proposals.

Period required for commencement with project after

acceptance of bid…………………………………………

Estimated man-days for completion of project…………………………………………

Any enquiries regarding bidding procedures may be directed to the –

Mr S. Gwambe TEL: 033-355 8683

Or for technical information –

Mr S. Mdlalose TEL: 033-355 8894

Name of Bidder: ______Signature: ______Date:______

SPECIAL INSTRUCTIONS AND NOTICES TO BIDDERS REGARDING THE COMPLETION OF BIDDING FORMS

PLEASE NOTE THAT THIS BID IS SUBJECT TO TREASURY REGULATIONS 16A ISSUED IN TERMS OF THE PUBLIC FINANCE MANAGEMENT ACT, 1999, THE KWAZULU-NATAL SUPPLY CHAIN MANAGEMENT POLICY FRAMEWORK.

1.Unless inconsistent with or expressly indicated otherwise by the context, the singular shall include the plural and visa versa and with words importing the masculine gender shall include the feminine and the neuter.

2.Under no circumstances whatsoever may the bid forms be retyped or redrafted. Photocopies of the original bid documentation may be used, but an original signature must appear on such photocopies.

3.The bidder is advised to check the number of pages and to satisfy himself that none are missing or duplicated.

4.Bids submitted must be complete in all respects.

5.Bids shall be lodged at the address indicated not later than the closing time specified for their receipt, and in accordance with the directives in the bid documents.

6.Each bid shall be addressed in accordance with the directives in the bid documents and shall be lodged in a separate sealed envelope, with the name and address of the bidder, the bid number and closing date indicated on the envelope. The envelope shall not contain documents relating to any bid other than that shown on the envelope. If this provision is not complied with, such bids may be rejected as being invalid.

7.All bids received in sealed envelopes with the relevant bid numbers on the envelopes are kept unopened in safe custody until the closing time of the bids. Where, however, a bid is received open, it shall be sealed. If it is received without a bid number on the envelope, it shall be opened, the bid number ascertained, the envelope sealed and the bid number written on the envelope.

8.A specific box is provided for the receipt of bids, and no bid found in any other box or elsewhere subsequent to the closing date and time of bid will be considered.

9.No bid sent through the post will be considered if it is received after the closing date and time stipulated in the bid documentation, and proof of posting will not be accepted as proof of delivery.

10.No bid submitted by telefax, telegraphic or other electronic means will be considered.

11.Bidding documents must not be included in packages containing samples. Such bids may be rejected as being invalid.

12.Any alteration made by the bidder must be initialed.

13.Use of correcting fluid is prohibited

14.Bids will be opened in public as soon as practicable after the closing time of bid.

15.Where practical, prices are made public at the time of opening bids.

16.If it is desired to make more than one offer against any individual item, such offers should be given on a photocopy of the page in question.

REGISTRATION ON THE CENTRAL SUPPLIERS DATABASE

1.In terms of the National Treasury Instruction Note, all suppliers of goods and services to the State are required to register on the Central Suppliers Database.