Request for Proposal

Transcription

1 Request for Proposal BID No: SCMN002/2018 SECTION A Description: Provision of Design of a Target Operation Model NSFAS Full Name of Bidding/Tendering Entity: Contact Person: Tel Number: Advert Date: 29 March 2018 COMPULSORY Briefing Session: Closing Date and Time: Issued by: 13 April 10:00 am 18 May 2018 at 11:00 AM National Student Financial Aid Scheme (NSFAS) Page 1 of 64

2 Bidder s Authorised Signatory: Initials and Surname: Signature:.... Please indicate whether it is the original or copy, tick the applicable block ORIGINAL Copy NR Page 2 of 64

3 Glossary Award Conclusion of the procurement process and final notification to the successful bidder B-BBEE Broad-based Black Economic Empowerment Act, 2003 (Act No. 53 of 2003) and the Codes of Good Practice issued thereunder by the Department of Trade and Industry Bid Written offer in a prescribed or stipulated form in response to an invitation by NSFAS for the provision of goods, works or services Contractor Organization with whom NSFAS will conclude a contract and potential service level agreement subsequent to the final award of the contract based on this Request for Bid Core Team Team members who fill the non-administrative positions against which the experience will be measured. DTI Department of Trade and Industry EME Exempted Micro Enterprise in terms of the Codes of Good Practice NSFAS National Student Financial Aid Scheme GCC General Conditions of Contract Original Bid Original document signed in ink, or Copy of original document signed in ink Originally certified To comply with the principle of originally certified, a document must be both stamped and signed in original ink by a commissioner of oaths. SCM Supply Chain Management SLA Service Level Agreement TOR Terms of Reference Page 3 of 64

4 Documents in this Bid Document Pack Bidders are to ensure that they have received all pages 1 to 56 of this document, which consist of the following sections: SECTION A Note: Documents in this section must be completed and returned or supplied with bids as prescribed. Section A 1: SBD1: Invitation to Bid Section A 2: Executive Summary and Bid submission conditions and Instructions Section A 3: Terms of Reference SECTION B Note: Documents in this section must be completed and returned or supplied with bids as prescribed. Section B 1:Declaration of Interest Section B 2:Declaration of bidder s past SCM practices Section B 3:Certificate of Independent Bid Determination Section B 4:Preference Points Claim form in terms of the Preferential Procurement Regulations 2017 Section B 5: General Conditions of Contract Page 4 of 64

5 SECTION A 1 INVITATION TO BID (PART A) You are Hereby Invited to Bid for Requirement of the National Student Financial Aid Scheme (NSFAS) Bid Number: SCMN002/2018 Closing date: 18 May 2018 Closing Time 11H00 Description Provision of Design of a Target Operation Model NSFAS The successful bidder will be required to fill and sign a written contract form (SBD) 7. Bid Respond Documents may be Deposited in the Bid Box Situated at street NSFAS Building, 1 st Floor House Vincent 10 Brodie Road Wynberg 7700 Supplier Information Name of Bidder Postal Address Street Address Telephone Number Code Number Cellphone number Facsimile Number Code Number Address Vat Registration number B-BBEE status level verification [Tick applicate box] If Yes, who was the certificated issued by? An Accounting Official as Complemented in the Close Corporation ACT (CCA) and Name the,applicable in the Tick Box TCS PIN: OR CSD No: Yes B-BBEE Status Level No Sworn Affidavit Yes An Accounting Officer as Contemplated in the Close Corporation Act (CCA) A Verification Agency Accredited by the South African Accreditation System (SANAS) A Registered Auditor Name: [A B-BBEE STATUS LEVEL VERIFICATION CERTIFICATE/SWORN AFFIDAVIT(FOR EMEs& QSEs) MUST BE SUBMITTED IN ORDER TO QUALIFY FOR PREFERENCE POINTS FOR B-BBEE] No Page 5 of 64

6 Are you the accredited representative in South Africa for the goods and services/works offered? Yes No [IF YES ENCLOSE PROOF] Are you a foreign based supplier for the goods and services/works offered Yes [IF YES ANSWER PART B:3 BELOW ] No Signature of Bidders DATE Capacity under which this bid is signed (Attach proof of authority to sign this bid; e.g. resolution of directors, etc.) TOTAL NUMBER OF ITEMS OFFERED TOTAL BID PRICE (ALL INCLUSIVE) BIDDING PROCEDURE ENQUIRIES MAY BE DIRECTED TO: TECHNICAL INFORMATION MAY BE DIRECTED TO: DEPARTMENT/ PUBLIC ENTITY NSFAS CONTACT PERSON SCM UNIT CONTACT PERSON SCM UNIT TELEPHONE NUMBER TELEPHONE NUMBER FACSIMILE NUMBER N/A FACSIMILE NUMBER N/A ADDRESS scm@nsfas.org.za ADDRESS scm@nsfas.org.za Page 6 of 64

7 PART B TERMS AND CONDITIONS FOR BIDDING 1. BID SUBMISSION: 1.1. BIDS MUST BE DELIVERED BY THE STIPULATED TIME TO THE CORRECT ADDRESS. LATE BIDS WILL NOT BE ACCEPTED FOR CONSIDERATION ALL BIDS MUST BE SUBMITTED ON THE OFFICIAL FORMS PROVIDED (NOT TO BE RE-TYPED) OR ONLINE 1.3. BIDDERS MUST REGISTER ON THE CENTRAL SUPPLIER DATABASE (CSD) TO UPLOAD MANDATORY INFORMATION NAMELY: (BUSINESS REGISTRATION/ DIRECTORSHIP/ MEMBERSHIP/IDENTITY NUMBERS; TAX COMPLIANCE STATUS; AND BANKING INFORMATION FOR VERIFICATION PURPOSES). B-BBEE CERTIFICATE OR SWORN AFFIDAVIT FOR B-BBEE MUST BE SUBMITTED TO BIDDING INSTITUTION WHERE A BIDDER IS NOT REGISTERED ON THE CSD, MANDATORY INFORMATION NAMELY: (BUSINESS REGISTRATION/ DIRECTORSHIP/ MEMBERSHIP/IDENTITY NUMBERS; TAX COMPLIANCE STATUS MAY NOT BE SUBMITTED WITH THE BID DOCUMENTATION. B-BBEE CERTIFICATE OR SWORN AFFIDAVIT FOR B-BBEE MUST BE SUBMITTED TO BIDDING INSTITUTION THIS BID IS SUBJECT TO THE PREFERENTIAL PROCUREMENT POLICY FRAMEWORK ACT 2000 AND THE PREFERENTIAL PROCUREMENT REGULATIONS, 2017, THE GENERAL CONDITIONS OF CONTRACT (GCC) AND, IF APPLICABLE, ANY OTHER LEGISLATION OR SPECIAL CONDITIONS OF CONTRACT. 2. TAX COMPLIANCE REQUIREMENTS 2.1 BIDDERS MUST ENSURE COMPLIANCE WITH THEIR TAX OBLIGATIONS. 2.2 BIDDERS ARE REQUIRED TO SUBMIT THEIR UNIQUE PERSONAL IDENTIFICATION NUMBER (PIN) ISSUED BY SARS TO ENABLE THE ORGAN OF STATE TO VIEW THE TAXPAYER S PROFILE AND TAX STATUS. 2.3 APPLICATION FOR TAX COMPLIANCE STATUS (TCS) OR PIN MAY ALSO BE MADE VIA E-FILING. IN Page 7 of 64

8 ORDER TO USE THIS PROVISION, TAXPAYERS WILL NEED TO REGISTER WITH SARS AS E-FILERS THROUGH THE WEBSITE BIDDERS MAY ALSO SUBMIT A PRINTED TCS TOGETHER WITH THE BID. 2.5 IN BIDS WHERE CONSORTIA / JOINT VENTURES / SUB-CONTRACTORS ARE INVOLVED, EACH PARTY MUST SUBMIT A SEPARATE PROOF OF TCS / PIN / CSD NUMBER. 2.6 WHERE NO TCS IS AVAILABLE BUT THE BIDDER IS REGISTERED ON THE CENTRAL SUPPLIER DATABASE (CSD), A CSD NUMBER MUST BE PROVIDED. 3. QUESTIONNARE TO BIDDING FOREIGN SUPPLIER 3.1. IS THE BIDDER A RESIDENT OF THE REPUBLIC OF SOUTH AFRICA (RSA)? YES NO 3.2. DOES THE BIDDER HAVE A BRANCH IN THE RSA? YES NO 3.3. DOES THE BIDDER HAVE A PERMANENT ESTABLISHMENT IN THE RSA? YES NO 3.4. DOES THE BIDDER HAVE ANY SOURCE OF INCOME IN THE RSA? YES NO IF THE ANSWER IS NO TO ALL OF THE ABOVE, THEN, IT IS NOT A REQUIREMENT TO OBTAIN A TAX COMPLIANCE STATUS / TAX COMPLIANCE SYSTEM PIN CODE FROM THE SOUTH AFRICAN REVENUE SERVICE (SARS) AND IF NOT REGISTER AS PER 2.3 ABOVE. NB: FAILURE TO PROVIDE ANY OF THE ABOVE PARTICULARS MAY RENDER THE BID INVALID. Page 8 of 64

9 1 Executive Summary The National Student Financial Aid Scheme (NSFAS) is a statutory body providing financial aid to eligible students who wish to study at public universities and Technical Vocational Education and Training (TVET) colleges. NSFAS is mandated to manage and distribute funds in accordance with the provisions of the NSFAS Act (Act 56 of 1999). 2 Bid Submission Conditions and Instructions Conditions and instructions that bidders need to take note of: 3 Fraud and Corruption All providers are to take note of the implications of contravening the Prevention and Combating of Corrupt Activities Act, Act No 12 of 2004 and any other Act applicable. 4 Clarifications / Additional information Clarification Any clarification required by a bidder regarding the meaning or interpretation of the TOR, or any other aspect concerning the bid, are to be requested in writing by from scm@nsfas.org.za. The bid number should be mentioned in all correspondence. Telephonic requests for clarification will not be accepted. If appropriate, the clarifying information will be made available to all bidders by only. Additional Information During evaluation of the bids, additional information may be requested in writing from bidders, for clarity. Replies to such requests must be submitted, within 5 (five) working days from the date of request, or as otherwise indicated. Failure to comply, may lead to your bid being disregarded. Page 9 of 64

10 5 Submitting Bids One (1) original and one (1) hard copy, i.e. two documents must be handed in/delivered to: The deposit box situated at: 1st Floor, House Vincent Brodie Road Wynberg 7801 Tenders can be delivered and deposited into the tender box between 08:30 and 17:00, Mondays to Fridays and, prior to the closing date, and between 08:30 and 11:00 on the closing date. 5.1 No faxed or ed quotations will be accepted. 5.2 All tenders must be submitted on the official forms (not to be re-typed). 5.3 Only bids that are submitted as one (1) original and one (1) copy will be accepted as valid and responsive. The original and copies will be distributed to the tender evaluation panel, and must contain the same information and must all be nearly marked and professionally presented. 5.4 Respondents should ensure that quotations are delivered to NSFAS before the closing date and time to the correct physical address. If the quotation is late, it will not be accepted for consideration. 5.5 Any tender submitted shall remain valid, irrevocable and open for written acceptance by NSFAS for a period of 120 (one hundred and twenty) days. 5.6 A tender submitted shall further be deemed to remain valid after the expiry of the above mentioned 120 day period until formal acceptance by NSFAS, unless NSFAS is notified in writing by the tenderer of anything to the contrary (including any further conditions the tender may introduce). Any further conditions that the tenderer may introduce will be considered at the sole discretion of NSFAS. 5.7 Bidders must indicate on the cover of each document whether it is the original or a copy. Copies must be numbered, e.g. Copy Bids should be submitted in a sealed envelope, marked with: Bid number (SCMN002/2018) Closing date and time (18 May :00 am) The name and address of the bidder 5.9 Documents submitted on time by bidders shall not be returned. Page 10 of 64

11 6. LATE BIDS 6.1 Bids received late will not be considered. A bid will be considered late if it arrived even one second after 11:00 am or any time thereafter. The tender (bid) box shall be locked at exactly 11:00 am and bids arriving late will not be considered under any circumstances. Bidders are therefore strongly advised to ensure that bids be dispatched allowing enough time for any unforeseen events that may delay the delivery of the bid. 6.2 Bids sent to the NSFAS via courier shall be deemed to be received at the date and time of arrival at the NSFAS premises (tender/bid box or reception). Bids received at the physical address after the closing date and time of the bid, shall therefore be deemed to be received late. Bidders should allow time to access the premises due to security arrangements that need to be observed. 7. Response Structure: The contents of the BID/TENDER document must be as follows, and numbering below, with each schedule punched, placed in a file and separated from the next schedule with a file divider. Please complete the checklist below to verify your submission of the relevant documents: Schedules Description Submitted (tick box below): Yes No Schedule 1 Original Valid Tax Clearance Certificate Schedule 2 Certified Copies of Company Registration Documents Schedule 3 Completed and signed Tender Documents: including the following; SBD 4 SBD 6.1 SBD 8 SBD 9 General Conditions of Contracts (with every page initiated) Schedule 4 BBB-EE Certificate / or BBBEE Sworn Affidavit for EME/QSE signed by Commissioner of Oaths Schedule 5 Detailed Technical Proposal Page 11 of 64

12 Profile including company experience Schedule 6 Pricing Proposal (as per the attached pricing schedule) Schedule 7 Company s Cancelled Cheque or Letter from the Bank not older than three months Schedule 8 Name and Surname of the representative attended Compulsory Briefing session for the bidding entity Schedule 9 National Treasury Central Supplier Database proof of registration (Mandatory) Page 12 of 64

13 *** BIDDERS TO REFER TO EACH CATERGORY FOR MORE DOCUMENTS TO BE ATTACHED Contract Negotiations: The successful Tenderers will be required to enter into a written contract with NSFAS. The final terms and conditions will be negotiated between NSFAS and the successful Tenderers. The GENERAL CONDITIONS OF CONTRACT (GCC) will form the basis of the contract; however, NSFAS reserves its rights to impose additional terms and conditions at its sole discretion. General Conditions of Contract are obtainable from The General Conditions of Contract must be accepted. 8. Payments 8.1 NSFAS will pay the Contractor the fees set out in the final contract according to the table of deliverables. No additional amounts will be payable by NSFAS to the Contractor The Contractor shall from time to time during the currency of the contract, invoice NSFAS for the services rendered. The invoice must be accompanied by supporting source document(s) containing detailed I information, as NSFAS may reasonably require, for the purposes of establishing the specific n nature, extent and quality of the services which were undertaken by the Contractor. No payment will be made to the Contractor unless an original tax invoice complying with section 20 of the VAT Act No 89 of 1991, as amended, has been submitted to NSFAS. Payment shall be made by bank transfer into the Contractor s back account normally 30 days after receipt of an acceptable, original, valid tax invoice. Money will only be transferred into a South African bank account. (Banking details must be submitted as soon as the bid is awarded). The Contractor shall be responsible for accounting to the appropriate authorities for its income tax, VAT or other moneys required to be paid in terms of the applicable law. Page 13 of 64

14 TERMS OF REFERENCE 1. Purpose NSFAS now seeks the services of a suitable service provider to assist NSFAS in its transformation journey across 2 phases as outlined below: 1.1. Phase 1: The definition of the new NSFAS strategy, objectives and guiding principles in line with the NSFAS Act. This will include the As Is assessment of the current state and defining the target state, including the development of the roadmap. The As Is assessment must also take into consideration the external ecosystem to which NSFAS operate in Phase 2: Full design of the target operating model (TOM) for NSFAS looking at the stated functions and capabilities across people, process and technology in line with the new mandate. The service provider must bring the relevant methodology and approach based on best practice to support accelerated implementation that will enable us to realise benefits quicker. 2. Background NSFAS is a statutory body, funded primarily by the South African National Department of Higher Education and Training (DHET). NSFAS provides bursaries to eligible students who wish to study at the 23 public universities and 50 Technical and Vocational Education and Training (TVETs) colleges. The organisation is currently located in Cape Town. The organisation is governed by the NSFAS Act (Act No. 56 of 1999) which mandates NSFAS to: (a) Provide for the management, governance and administration of NSFAS; (b) Provide for the granting of bursaries to eligible students at public Higher Education Institutions and for the administration of such bursaries; and (c) Carry out research and advise Ministry. In 2013, NSFAS started the design of the Student Centred Model (STUCEM) and it was piloted in 2014 with just 6 universities, and 11 TVET with the aim of enhancing our services to our students. During the 2017 academic year, NSFAS on-boarded all the Institutions on to the Student Centred Model, (i.e. 26 Universities and 50 TVET Colleges) where students now apply directly to NSFAS for funding, instead of submitting their applications through the institutions. This process brought with it a number of challenges and highlighted gaps in functions and internal processes which compromised the ability of the entity to effectively and efficiently deliver on its mandate. Page 14 of 64

15 NSFAS also manages and administrate bursary programmes on behalf of funding entities providing bursaries to eligible students. NSFAS manages about 13 funders with a wallet of approximately R2.4B. The recent pronouncement of the President of the Republic of South Africa on free Higher Education and Training for deserving poor and working-class youth to increase the threshold to qualify for financial assistance to students from South African households with a combined annual income of up to R per annum has a significant impact on our operation. This announcement has led to the establishment of the Department of Higher Education and Training (DHET) Bursary Scheme for poor and working class students to access studies at a public higher education institutions. We are currently adjusting our systems to deal with the extended financial aid and the expected increase in the number of students who now qualify for financial assistance. The funding programme will be phased in over a period of 5 years starting from 2018 through to The new funding programme will transform NSFAS from being a loan provider to full bursary provider. Since the inception of NSFAS in 1999, funds allocated to NSFAS have increased substantially from R441million in 1999 to R6 billion in the 2011 financial year. NSFAS provided financial aid to 210,000 students in 2011 and manages approximately 1.9 million student loan accounts. During this period, the processes and operations at NSFAS have remained largely unchanged; and this, together with significant operational challenges and the recent Presidential pronouncement on Fee Free Education, has led to the need to redesign and restructure the organisation to enable it to deal with its existing requirements and, more importantly, to create a platform for the future as full bursary provider. Some of our current challenges includes: (a) Inadequate of customer focus and fragmented customer management, inconsistent management of our service to customer; (b) Biased service delivery model, limited integration between operational teams (c) Complex governance & systems and not effectively and efficiently group leveraged; (d) Lack of service focus, old and legacy technology, digital technology not utilised sufficiently, lack of self service capability, manual intensive in some processes; (e) Distance from business, complex structures, lack of service focus & escalating costs; (f) Incomplete metrics and incorrectly biased performance measures, inadequate reporting, fragmented processes; (g) Complex structures and excessive span of control, weak HR process not supporting the organisation efficiently; and Page 15 of 64

16 (h) The current management of students is handled on multiple systems, as well as paper, due to the monolithic systems architecture, which in most cases are not integrated. 3. Overall Objectives 3.1. With the Target Operating model, NSFAS intends to achieve the following objectives: (a) TOM will define how we manage our business and how we organise our People, Processes and Technology to operate effectively and deliver a better, more digital experience for our customers and stakeholders; (b) To better align our people, activities and technologies to our key business processes; (c) To build both capability and capacity to manage the increasing number and complexity of University and TVET bursary on behalf of Government; (d) To be able to develop new products and service offerings, faster and more efficiently and deliver a key Government priority to replace loans with bursary; (e) To deliver secure and resilient systems that support an improved customer journey that reflects a selfservice customer experience; (f) At the same time our ICT platforms have to be robust to deliver the Government s University and TVETS policy priorities safely and securely; (g) To communicate more effectively with all of our key stakeholder groups, underlining our desire to be a proactive, outward-facing digital organisation with a commitment to doing all that we can to support and promote the Government s and the Fee Free Education and skills agenda; (h) To measure performance and steer improvement using a new service dashboard derived from 4 outsidein process measures (looking at processes from the perspective of the customer who is using them): Right First Time, Elapsed Time, Customer Feedback, and Cost per Transaction; (i) Position NSFAS as a centre of excellence, well known for designing, building and operating a student centred model underpinned by efficient and effective leading and enabling processes; (j) To introduce modern systems to manage the funds that NSFAS distributes; (k) To streamline the application processes for bursary to become more effective and efficient; (l) Wrap around support for our beneficiaries; (m) Ability of the organisation to raise funding; (n) To reach a wider population of students, including students in rural areas who are eligible for student financial aid; (o) To reduce potential fraud and corruption at institutions to ensure financial aid reaches the students for whom it is intended. To reduce the number of NSFAS students who either fail or drop out by supporting Page 16 of 64

17 programmes in collaboration with institutions and other stakeholders to give students the best chance of graduating; (p) To improve the NSFAS organisational structure s efficiency and effectiveness to better enable the organisation to fulfil its mandate; and (q) To implement key controls to ensure appropriate governance and management. 4. Mandatory All bids must comply with the mandatory requirements and failure to comply with any of these requirements will disqualify the bid. COMPANY EXPERIENCE Comply Not Comply Reference The bidder must provide proof of relevant experience in areas of Project Management, strategy development, operating model and change management conducted in the public sector and/or banking sector or similar type institutions in the last 5 years. A CONFIRMATION LETTER Comply Not Comply Reference The provider must submit a confirmation letter from at least 3 customers of similar work or services conducted by the bidder in the last 5 years. KEY PROJECT RESOURCES The bidder must have a dedicated key project resources such as Project Lead, Change Manager and Operating Model SME allocated to this bid. The bidder must provide the name and proof of a detailed CV of the key dedicated resources. Project Lead / Director must have at least 5 years of having delivered a similar work to a mid-sized entity with level of complexity. Lead Partner / Director must have a detailed knowledge of higher education and/or financial services (demonstrated experience of more than 5 years). Page 17 of 64

18 5. Project Intent NSFAS will continue to execute its 2017 strategy whilst reviewing its business strategy which will entail evolving and building the new capabilities needed to build the new NSFAS operating Model. The diagram below depicts the key elements to be considered for definition of the strategy and the operating model: Figure 1: Elements to consider for the definition of the new strategy and Target Operating Model 5.1. The Presidential Pronouncement necessitated the need to explore options to transform NSFAS Corporate Strategy, Business Model and Operating Model towards a transformational journey centred on: (a) Focused client operating model (Student Centred Model); (b) Integrated Channel Management; (c) Industrialised Operations and Technology areas; (d) Finance function to support and enable the entity; and (e) Fit for Purpose Organisation The above factors precipitate the review and development of NSFAS Targeted Operating Model (TOM), beginning with defining the NSFAS 2024 North Star, cascading to the Business Model Principles and Targeted Operating Model. The Business Model will focus on: (a) Client centricity; (b) Customer and stakeholder segments; Page 18 of 64

19 (c) Operational simplicity and excellence; (d) Balanced Performance Management; and (e) NSFAS being a responsible, proactive contributor to the community The following diagram is a representation of the NSFAS Business Model: Figure 2: Business Model Functional view 5.4. NSFAS wants to be an efficient and effective provider of financial aid to students from poor and working class families in a sustainable manner that promotes access to, and success in, higher and further education and training, in pursuit of South Africa s national and human resource development goals NSFAS strategy is differentiated through: 5.6. Integrated Student centred model; 5.7. Operational excellence based on Operations and IT capabilities (efficiency, accessibility and agility in disbursements); 5.8. Single view of the customer; 5.9. Omni channel strategy - seamless accessing of services online from a desktop or mobile devices, via phone; Page 19 of 64

20 5.10. National footprint and reach; and Service orientated culture. 6. Functional Specification 6.1. The service provider s proposal must take into account the following functional requirements: Phase 1: Phase 2: (a) Review and development of the NSFAS strategy, supported by a compelling vision, mission and values; (b) Conduct an assessment of the current operating model and identify key capability gaps; (c) Definition of a new Target Operating Model, inclusive of business function and capabilities across the organisation looking at the following: (d) Technology; (e) Processes; and (f) People. (g) Define the 5 year implementation roadmap on achieving the target state; and (h) Develop a business case for the realisation of the target state Design of the To Be Target Operating Model, capabilities and processes, procedures, policies across the following units, but not limited to: (a) Operations, includes Loans & Bursaries, Payments, Contact Centre; (b) Finance; (c) Human Resources; (d) Information and Communication Technology; and (e) Enterprise Risk. (f) Refine the end-to-end to value chain; (g) Design of the target Organisation structure; and Page 20 of 64

21 (h) Define governance requirements in line with the revised Delegation of Authority Framework & the revised Stakeholder Management Framework The service provider must provide their approach and methodology based on best practices that will be applied in the strategy definition and target operating model design, showing an understanding of NSFAS and the Higher Education ecosystem The service provider must provide overall project management services to deliver the project The service provider must provide Change Management services to manage the transition and people change. 7. Legislation 7.1. The solution must also comply with the following legislation and standards: (a) NSFAS Act, No. 56 of 1999 as amended ( (b) Higher Education Act, No. 101 of 1997 ( (c) Public Finance Management Act, No. 1 of 1999 ( (d) National Credit Act, No. 34 of NCR number NCPCP2655 (e) Electronic Communication and Transaction Act, No. 25 of 2002 ( (f) Financial Intelligence Centre Act, No 38 of 2001 ( (g) National Consumer Protection Act, No.68 of 2008 ( (h) Promotion of Access to Information Act, No. 2 of 2000 ( 8. Technical Evaluation Please note: *Where proof/references are required from previous clients, the references must appear on the previous clients letterhead. [ s from the client(s) are not acceptable unless the contact client no longer works at the referring company]. Previous clients names, contact numbers and addresses must be included Company experience The bidder must provide three contactable reference letters for whereby services were delivered in the design and implementation of operating models to organisations of a similar size or larger than NSFAS in the last five (5) years. Page 21 of 64

22 8.2. Solution fit The solution and approach proposed fit the requirements and aligned to the overall delivery of objectives specified. The solution should satisfy the objective specified. The service provider maybe required to deliver an oral presentation for clarity on their solution Skills and resources The Project Lead/Director must be certified and have experience in the field of project management for at least 10 years within public sector and/or banking and at least 5 years of having delivered similar work to a mid-sized entity with the level of complexity. (In-depth knowledge of the higher education sector and experience in the banking industry will be beneficial). The Change Manager must have experience in the field of change management, communication and training for at least 10 years and delivering within public sector. The Operating Model SME must have experience in delivering development and implementation of strategies across public sector and/or banking sector for at least 10 years. Lead Partner / Director must have a detailed knowledge of higher education and/or financial services (demonstrated experience of more than 5 years) Methodology The bidder must provide their approach and methodology that will be applied in the full scope of services required for the NSFAS target operating model, showing an understanding of NSFAS and the overall ecosystem to which we operate in. (Demonstration of the Knowledge transfer approach will be beneficial). 9. Contract Period 9.1. The contract period will be nine (9) months. 10. Pricing Schedule All prices to include VAT (at 15%). Page 22 of 64

23 ITEM NO. DESCRIPTION 1. Phase 1: Define Strategy 2. Phase 2: Design TOM 3. Project management services 4. Change management services 5. Training services TOTAL PRICE (EXCL. VAT) SUB-TOTAL VAT (applicable VAT rate at closing date of tender) TOTAL COST (VAT INCLUDED) 11. Evaluation Criteria Technical evaluation criteria element: Element Weight Solution Fit 30 Company Experience 25 Skills and Resources 25 Methodology 20 TOTAL 100% Criteria and Weighting: Bidders need to score a minimum of 70% for functionality. Bidders who score less than 70% minimum for functionality will not be considered further for price and BBBEE. Bids will be evaluated in accordance with the following technical criteria: Page 23 of 64

24 Company Experience Points Scorings Bidder Scoring Points Less than 3 reference of similar The bidder must provide at least three reference for whereby similar services were delivered to organisations of a similar services for organisations similar to NSFAS and/or Banking and/or Public Sector = 5 25 size or type to NSFAS in the last five (5) years within Banking and/or Public Sector locally or internationally. 3 reference of similar services in Banking & Public Sector = 15 points More than 3 reference of similar services in Banking & Public Sector = 25 points Solution Fit Points Scorings Bidder Scoring Points The solution fits and meets objectives 25% of the objectives = 5 The solution proposed fit the requirements and aligned to the overall delivery of objectives specified. The solution fits and achieves objectives 75% of the objectives = The solution fits and achieves objectives 100% of the objectives = 30 Skills and Resources Points Scorings Bidder Scoring Points Page 24 of 64

25 Less than 5 years project management experience = 0 The Project Lead must be certified and have experience in the field of project management for at least 10 years within public sector (Indepth knowledge of the higher education sector and experience in the banking industry will be beneficial). CV must be provided. Less than 5-10 years project management experience = 7 More than 10 years project management experience = Less than 5 years project management experience = 0 The Change Manager must have experience in the field of change management, communication and training for at least 10 years and delivering within public sector. CV must be provided. Less than 5-10 years project management experience = 3 More than 10 years project management experience = 5 5 Page 25 of 64

26 Less than 5 years strategy/ operating model delivery experience = 0 The Strategy Expert/Lead Partner must have experience in delivering development and implementation of strategies across Higher Education sector and/or banking sector for at least 10 years. CV must be provided. Less than 5-10 years strategy/ operating model delivery experience = 5 More than 10 years strategy/ operating model delivery experience = Methodology Points Scorings Bidder Scoring Points The bidder must provide their approach and methodology that will be applied in the Approach and Methodology generic = 5 points 20 Page 26 of 64

27 full scope of services required for the NSFAS. Approach and methodology adequate and specific and does not include the training & knowledge transfer to NSFAS on the model a = 10 points Approach and methodology suitable and specific, which includes the training & knowledge transfer to NSFAS on the model a = 20 points Total 100 Page 27 of 64

28 SBD4 1. Declaration of Interest This declaration will be used by institutions to ensure that when goods and services are being procured, all reasonable steps are taken to combat the abuse of the supply chain management system. The bid of any bidder may be disregarded if that bidder, or any of its directors have: A. abused the NSFAS s supply chain management system; B. committed fraud or any other improper conduct in relation to such system; or C. failed to perform on any previous contract. In order to give effect to the above, the following questionnaire must be completed and submitted with the bid. The following particulars must be furnished: 2.1 Full Name of bidder or his or her representative: 2.2 Identity Number: 2.3 Position occupied in the Company (director, trustee, shareholder², member): 2.4 Registration number of company, enterprise, close corporation, partnership agreement or trust: Page 28 of 64

29 2.5 Tax Reference Number: 2.6 VAT Registration Number: The names of all directors / trustees / shareholders / members, their individual identity numbers, tax reference numbers and, if applicable, employee / PESAL numbers must be indicated in paragraph 3 below. 2.7 Are you or any person connected with the bidder presently employed by the state? Yes No If yes, furnish the following particulars: Name of person / director / trustee / shareholder/ member: Name of state institution at which you or the person connected to the bidder is employed: Position occupied in the state institution: State means (a) Any national or provincial department, national or provincial public entity or constitutional institution within the meaning of the Public Finance Management Act, 1999 (Act No 1 of 1999); (b) Any municipality or municipal entity; (c) Provincial legislature; (d) National Assembly or the National Council of Provinces; (e) Parliament. Shareholder means a person who owns shares in the company and is actively involved in the management of the enterprise or business and exercises control over the enterprise Page 29 of 64

30 Any other particulars: If you are presently employed by the state, did you obtain the appropriate authority to undertake remunerative work outside employment in the public sector? Yes No If yes, did you attach proof of such authority to the bid document? Note: Failure to submit proof of such authority, where applicable, may result in the disqualification of the bid. Yes No If no, furnish reasons for non-submission of such proof: 2.8 Did you or your spouse, or any of the company s directors / trustees / shareholders / members or their spouses conduct business with the state in the previous twelve months? Yes No If so, furnish particulars: 2.9 Do you, or any person connected with the bidder, have any relationship (family, friend, other) with a person employed by the state and who may be involved with the evaluation and or adjudication of this bid? Yes No If so, furnish particulars: 2.10 Are you, or any person connected with the bidder, aware of any relationship (family, friend, other) between any other bidder and any person employed by the state who may be involved with the evaluation and or adjudication of this bid? Yes No If so, furnish particulars: 2.11 Do you or any of the directors / trustees / shareholders / members of the company have any interest in any other related companies whether or not they are bidding for this contract? Page 30 of 64

31 Yes No If so, furnish particulars: Full details of directors / trustees / members / shareholders. Full Name Identity Number Personal Income Tax Reference Number State Employee Number / PERSEL Number Page 31 of 64

32 Declaration I, the undersigned (NAME) Certify that the information furnished in paragraphs 2 and 3 above is correct. I accept that the state may reject the bid or act against me should this declaration prove to be false. Signature Date.... Position Name of bidder.... Page 32 of 64

33 Declaration of bidder's past Supply Chain Management practices SBD 8 This declaration will be used by institutions to ensure that when goods and services are being procured, all reasonable steps are taken to combat the abuse of the supply chain management system. The bid of any bidder may be disregarded if that bidder, or any of its directors have - (a) abused the institution s supply chain management system; (b) committed fraud or any other improper conduct in relation to such system; or (c) failed to perform on any previous contract. In order to give effect to the above, the following questionnaire must be completed and submitted with the bid. The following particulars must be furnished: Is the bidder or any of its directors listed on the National Treasury s Database of Restricted Suppliers as companies or persons prohibited from doing business with the public sector? 1.1. (Companies or persons who are listed on this Database were informed in writing of this restriction by the Accounting Officer/Authority of the institution that imposed the restriction after the audi alteram partem rule was applied). The Database of Restricted Suppliers now resides on the National Treasury s website ( and can be accessed by clicking on its link at the bottom of the home page. Yes No 1.2. If so, furnish particulars: 1.3. Is the bidder or any of its directors listed on the Register for Tender Defaulters in terms of section 29 of the Prevention and Combating of Corrupt Activities Act (No 12 of 2004)? The Register for Tender Defaulters can be accessed on the National Treasury s website ( by clicking on its link at the bottom of the home page. Yes No 1.4. If so, furnish particulars: Page 33 of 64

34 1.5. Was the bidder or any of its directors convicted by a court of law (including a court outside of the Republic of South Africa) for fraud or corruption during the past five years? Yes No 1.6. If so, furnish particulars: 1.7. Was any contract between the bidder and any organ of state terminated during the past five years on account of failure to perform on or comply with the contract? Yes No 1.8. If so, furnish particulars: Page 34 of 64

35 Declaration I, the undersigned (NAME) Certify that the information furnished on the declaration from is true and correct. I accept that, in addition to cancellation of a contract, action may be taken against me should this declaration provide to be false. Signature Date.... Position Name of bidder.... Page 35 of 64

36 SBD 9 CERTIFICATE OF INDEPENDENT BID DETERMINATION I, the undersigned, in submitting the accompanying bid in response to the invitation for the bid made by: NSFAS (Name of Institution) Do hereby make the following statements that I certify to be true and complete in every respect: I certify, on behalf of: that: (Name of Bidder) 1. I have read and I understand the contents of this Certificate; 6.5. I understand that the accompanying bid will be disqualified if this Certificate is found not to be true and complete in every respect; 6.6. I am authorized by the bidder to sign this Certificate, and to submit the accompanying bid, on behalf of the bidder; 6.7. Each person whose signature appears on the accompanying bid has been authorized by the bidder to determine the terms of, and to sign the bid, on behalf of the bidder; 6.8. For the purposes of this Certificate and the accompanying bid, I understand that the word competitor shall include any individual or organization, other than the bidder, whether or not affiliated with the bidder, who: has been requested to submit a bid in response to this bid invitation; could potentially submit a bid in response to this bid invitation, based on their qualifications, Abilities or experience; Page 36 of 64

37 6.10. Provides the same goods and services as the bidder and/or is in the same line of business as the bidder The bidder has arrived at the accompanying bid independently from, and without consultation, communication, agreement or arrangement with any competitor. However communication between partners in a joint venture or consortium³ will not be construed as collusive bidding. ³ Joint venture or Consortium means an association of persons for the purpose of combining their expertise, property, capital, efforts, skill and knowledge in an activity for the execution of a contract In particular, without limiting the generality of paragraphs 6 above, there has been no consultation, communication, agreement or arrangement with any competitor regarding: (a) prices (b) geographical area where product or service will be rendered (market allocation) (c) methods, factors or formulas used to calculate prices; (d) the intention or decision to submit or not to submit, a bid; (e) the submission of a bid which does not meet the specifications and conditions of the bid; or (f) bidding with the intention not to win the bid In addition, there have been no consultations, communications, agreements or arrangements with any competitor regarding the quality, quantity, specifications and conditions or delivery particulars of the products or services to which this bid invitation relates The terms of the accompanying bid have not been, and will not be, disclosed by the bidder, directly or indirectly, to any competitor, prior to the date and time of the official bid opening or of the awarding of the contract I am aware that, in addition and without prejudice to any other remedy provided to combat any restrictive practices related to bids and contracts, bids that are suspicious will be reported to the Competition Commission for investigation and possible imposition of administrative penalties in terms of section 59 of the Competition Act No 89 of 1998 and or may be reported to the National Prosecuting Authority (NPA) for criminal investigation and or may be restricted from conducting business with the Page 37 of 64

38 public sector for a period not exceeding ten (10) years in terms of the Prevention and Combating of Corrupt Activities Act No 12 of 2004 or any other applicable legislation. Signature Date.... Position Name of bidder.... Page 38 of 64

39 SBD PREFERENCE POINTS CLAIM FORM IN TERMS OF THE PREFERENTIAL PROCUREMENT REGULATIONS 2017 This preference form must form part of all bids invited. It contains general information and serves as a claim form for preference points for Broad-Based Black Economic Empowerment (B-BBEE) Status Level of Contribution NB: BEFORE COMPLETING THIS FORM, BIDDERS MUST STUDY THE GENERAL CONDITIONS, DEFINITIONS AND DIRECTIVES APPLICABLE IN RESPECT OF B-BBEE, AS PRESCRIBED IN THE PREFERENTIAL PROCUREMENT REGULATIONS, GENERAL CONDITIONS 1.1 The following preference point systems are applicable to all bid: the 80/20 system for requirements with a Rand value of up to R (all applicable taxes included); and a) The value of this bid is estimated not to exceed R (all applicable taxes included) and therefore the 80/20 Preference point system shall be applicable; or b) The 80/20 preference point system will be applicable to this tender 1.3 Points for this bid shall be awarded for: (a) (b) Price; and B-BBEE Status Level of Contributor. 1.4 The maximum points for this bid are allocated as follows: POINTS PRICE 80 B-BBEE STATUS LEVEL OF CONTRIBUTOR 20 Total points for Price and B-BBEE must not exceed 100 Page 39 of 64

40 1.5 Failure on the part of a bidder to submit proof of B-BBEE Status level of contributor together with the bid, will be interpreted to mean that preference points for B-BBEE status level of contribution are not claimed. 1.6 The purchaser reserves the right to require of a bidder, either before a bid is adjudicated or at any time subsequently, to substantiate any claim in regard to preferences, in any manner required by the purchaser. 2. DEFINITIONS (a) B-BBEE means broad-based black economic empowerment as defined in section 1 of the Broad-Based Black Economic Empowerment Act; (b) B-BBEE status level of contributor means the B-BBEE status of an entity in terms of a code of good practice on black economic empowerment, issued in terms of section 9(1) of the Broad-Based Black Economic Empowerment Act; (c) bid means a written offer in a prescribed or stipulated form in response to an invitation by an organ of state for the provision of goods or services, through price quotations, advertised competitive bidding processes or proposals; (d) Broad-Based Black Economic Empowerment Act means the Broad-Based Black Economic Empowerment Act, 2003 (Act No. 53 of 2003); (e) EME means an Exempted Micro Enterprise in terms of a code of good practice on black economic empowerment issued in terms of section 9 (1) of the Broad-Based Black Economic Empowerment Act; (f) functionality means the ability of a tenderer to provide goods or services in accordance with specifications as set out in the tender documents. (g) prices includes all applicable taxes less all unconditional discounts; (h) proof of B-BBEE status level of contributor means: 1) B-BBEE Status level certificate issued by an authorized body or person; Page 40 of 64

41 2) A sworn affidavit as prescribed by the B-BBEE Codes of Good Practice; 3) Any other requirement prescribed in terms of the B-BBEE Act; (i) QSE means a qualifying small business enterprise in terms of a code of good practice on black economic empowerment issued in terms of section 9 (1) of the Broad-Based Black Economic Empowerment Act; (j) rand value means the total estimated value of a contract in Rand, calculated at the time of bid invitation, and includes all applicable taxes; 3. POINTS AWARDED FOR PRICE 3.1 THE 80/20 PREFERENCE POINT SYSTEMS A maximum of 80 points is allocated for price on the following basis: 80/20 Pt P min Ps = 80 1 P min Where Ps = Points scored for price of bid under consideration Pt = Price of bid under consideration Pmin = Price of lowest acceptable bid 4. POINTS AWARDED FOR B-BBEE STATUS LEVEL OF CONTRIBUTOR 4.1 In terms of Regulation 6 (2) and 7 (2) of the Preferential Procurement Regulations, preference points must be awarded to a bidder for attaining the B-BBEE status level of contribution in accordance with the table below: Page 41 of 64

42 B-BBEE Status Level of Contributor Number of points (90/10 system) Number of points (80/20 system) Non-compliant contributor BID DECLARATION 5.1 Bidders who claim points in respect of B-BBEE Status Level of Contribution must complete the following: 6. B-BBEE STATUS LEVEL OF CONTRIBUTOR CLAIMED IN TERMS OF PARAGRAPHS 1.4 AND B-BBEE Status Level of Contributor: = (maximum of 20 points) (Points claimed in respect of paragraph 7.1 must be in accordance with the table reflected in paragraph 4.1 and must be substantiated by relevant proof of B-BBEE status level of contributor. 7. SUB-CONTRACTING 7.1 Will any portion of the contract be sub-contracted? (Tick applicable box) YES NO Page 42 of 64

43 7.1.1 If yes, indicate: i) What percentage of the contract will be subcontracted.... % ii) The name of the sub-contractor.. iii) The B-BBEE status level of the sub-contractor..... iv) Whether the sub-contractor is an EME or QSE (Tick applicable box) YES NO v) Specify, by ticking the appropriate box, if subcontracting with an enterprise in terms of Preferential Procurement Regulations,2017: Designated Group: An EME or QSE which is at last 51% owned by: Black people Black people who are youth Black people who are women Black people with disabilities Black people living in rural or underdeveloped areas or townships Cooperative owned by black people Black people who are military veterans OR Any EME Any QSE EME QSE 8. DECLARATION WITH REGARD TO COMPANY/FIRM 8.1 Name of company/firm:. 8.2 VAT registration number:. 8.3 Company registration number:... Page 43 of 64

44 8.4 TYPE OF COMPANY/ FIRM Partnership/Joint Venture / Consortium One person business/sole propriety Close corporation Company (Pty) Limited [TICK APPLICABLE BOX] 8.5 DESCRIBE PRINCIPAL BUSINESS ACTIVITIES COMPANY CLASSIFICATION Manufacturer Supplier Professional service provider Other service providers, e.g. transporter, etc. [TICK APPLICABLE BOX] 8.7 Total number of years the company/firm has been in business: 8.8 I/we, the undersigned, who is / are duly authorised to do so on behalf of the company/firm, certify that the points claimed, based on the B-BBE status level of contributor indicated in paragraphs 1.4 and 6.1 of the foregoing certificate, qualifies the company/ firm for the preference(s) shown and I / we acknowledge that: i) The information furnished is true and correct; ii) The preference points claimed are in accordance with the General Conditions as indicated in paragraph 1 of this form; Page 44 of 64