Panel of recruitment agencies for south african weather service (3‑year term)

a science-based entity, which is technologically led and service driven, most of our vacancies fall under the critical and scare skills within the Science and Technology sector. Therefore, the organisation requires the services of a panel of recruitment agencies that have a good track record in sourcing suitably qualified candidates in the field or other related fields. Furthermore, assistance will be required for vacancies in the support functions as and when a need arises. 4 REQUIREMENT / SCOPE OF WORK 4.1 Functional requirements 4.1.1 The recruitment agencies on the Panel of Service Providers will be expected to deliver the following: 4.1.2 Source CVs of suitably qualified candidates as per the provided job profiles and or specifications and job advert. 4.1.3 Conduct shortlisting and pre-screening interviews. Public Document: Document Template Reference: CFO-SCM-TEMP-003 of 10 Docusign Envelope ID: A165FAF2-2018-484F-BA95-3F5609EB00CF Template: Specification for RFQ

H 4.1.4 Provide at least three (3) candidates that meet the minimum requirements. 4.1.5 Provide a comprehensive report on the number of applications reviewed, their Employment Equity Statistics (race and gender). 4.1.6. On recommended candidates conduct the relevant background / verifications checks viz. credit, criminal, qualifications, references etc. 4.1.7 Manage all post-interview communications and responses to candidates. 4.1.8 Guarantee of a replacement of the candidate at no additional cost or a credit note for the SAWS, should a candidate terminate their employment with SAWS within six (6) months of starting employment at SAWS. 4.1.9 Fee structure: Recruitment agency fees must be structured as a percentage of the successful candidate’s first-year Total Cost to Company (CTC) for the following categories as required under section 5.2.1 of the mandatory requirements for the full duration of the contract period. SAWS will not consider any service provider for inclusion on the panel who exceeds the maximum percentage for each of the categories below. Total Cost to Company # Category Percentage: 1 Category 1: Headhunting for scientific, senior to executive roles Maximum of 20 % 2 Category 2: Technical roles i.e. Scientists, Meteorologists Maximum of 16 % 3 Category 3: ICT Specialists roles Maximum of 16 % 4 Category 4: Support roles i.e. Finance, Supply Chain, Human Capital etc Maximum of 15 % 4.1.10 All recruitment agencies on the panel will be required to sign confidentiality and indemnity agreements with SAWS. 4.2 Utilization of the Panel. 4.2.1 The contract with the panel of service providers will run for three (3) years and will commence as agreed in the Service Level Agreement (SLA) signed between SAWS and the service providers. 4.2.2 This is a quality-based tender and bidders that meet the mandatory requirements for the categories they have applied for and obtained a minimum threshold of 70% for functionality will form part of the panel. 4.2.3 Successful bidders (service providers) will be grouped into the following respective category(ies) they have applied and qualified for: i. Category 1: Headhunting for scientific, senior to executive roles. ii. Category 2: Technical roles i.e. Scientists, Meteorologists Public Document: Document Template Reference: CFO-SCM-TEMP-003 of 10 Docusign Envelope ID: A165FAF2-2018-484F-BA95-3F5609EB00CF Template: Specification for RFQ

H iii. Category 3: ICT Specialists roles iv. Category 4: Support roles i.e. Finance, Supply Chain, Human Capital etc 4.2.4 Should more than five (5) bidders per Category meet the threshold of 70% for functionality bidders will be grouped alphabetically into groups of not more than five (5) per group per Category for the purpose of rotation. 4.2.5 For the 1st assignment of work for example, Category 1 Headhunting, all the service providers in the 1st group for Category 1 Headhunting will be requested to provide CV’s of at least three (3) candidates that meet the minimum requirements. 4.2.9 For the 2nd assignment of work for example, Category 1 Headhunting, all the service providers in the 2nd group for Category 1 Headhunting will be requested to provide CV’s of at least three (3) candidates that meet the minimum requirements. 4.2.10 This process of rotation of the groups shall continue until the last group on the panel were utilised, whereafter the process will be repeated. The same process of grouping and rotation will apply to Categories 2, 3 and 4. 4.2.11 Bidders must note that inclusion on the panel in any of the categories does not imply a guaranteed contract for work. 4.2.12 The basis of engaging of recruitment agencies will be on an assignment (as and when required) basis. 5 EVALUATION PROCESS This bid will be evaluated on the following phases: Phase 1: Administrative Compliance Requirements Phase 2: Mandatory: (Section A) Category Selection. Bidders must indicate which of the category(ies) they are applying for on the panel. Mandatory (Section B) Mandatory Requirements for each of the Categories. (Only bidders who has met the mandatory requirements for the category(ies) they have applied for will be considered for further evaluation) Phase 3: Functional Evaluation Public Document: Document Template Reference: CFO-SCM-TEMP-003 of 10 Docusign Envelope ID: A165FAF2-2018-484F-BA95-3F5609EB00CF Template: Specification for RFQ

H 5.1 Phase 1: Administrative Compliance requirements Bids received will be verified for completeness and correctness. SAWS reserves the right to accept or reject a bid based on the completeness and correctness of the documentation and information provided. Bidders are to ensure that they submit the following documentation / information with their bid. Document Comments Bidders must be registered on the CSD. Proof of registration on the Central Supplier CSD registration number must be Database (CSD) of National Treasury provided. Bid Invitation (Annexure A) Completed and signed SBD 4 (Bidder’s Declaration) Completed and signed Completed and signed if points are SBD 6.1 (Preference Points Claim Form) claimed SARS (South African Revenue Service) Tax Bidders tax matters must be in order Compliant Valid and compliant original B-BBEE BBBEE Certificate and/or certified copies of Sworn Affidavit must be submitted for any points claimed 5.2 Phase 2: Mandatory requirements 5.2.1 Section A: Category Selection. Bidders must indicate in the table below which of the category(ies) they are applying for on the panel. Bidder to indicate “Yes” next to the # Category category(ies) the Signature of Bidder bidder is applying for. Category 1: Headhunting for scientific, senior to executive roles. Category 2: Technical roles i.e. 2 Scientists, Meteorologists Public Document: Document Template Reference: CFO-SCM-TEMP-003 of 10 Docusign Envelope ID: A165FAF2-2018-484F-BA95-3F5609EB00CF Template: Specification for RFQ

H 3 Category 3: ICT Specialists roles Category 4: Support roles i.e. Finance, 4 Supply Chain, Human Capital etc Failure by a bidder to indicate in the above table which of the categories they are applying for on the panel will result in non-compliance and the disqualification of the bidder. Bidders will only be further evaluated for inclusion on the category(ies) they have indicated they are applying for. 5.2.2 Section B: Mandatory requirements for each of the categories the bidder apply for. Evaluation of the mandatory requirements will be done per category the bidder applied for. For Category 1: Headhunting for scientific, senior to executive roles Mandatory requirement Evidence to be submitted with bid 1 Registration with APSO (African Professional Bidder to provide proof of valid APSO Staffing Organisations) registration is registration compulsory. 2 5 Years’ experience in headhunting services Bidder to provide written confirmation on for scientific, senior to executive roles signed letterhead on the number of years’ experience of the bidder in headhunting services for scientific, senior to executive roles. 3 Fee structure: Recruitment agency fees are Bidder to indicate on signed letterhead the structured as a percentage of the percentage placement fee expressed as a successful candidate’s first-year Total percentage of the successful candidate’s first- Cost to Company (CTC) for the year Total Cost to Company (CTC) that will be following categories and are non- charged for the duration of the contract negotiable during the contract period. period for recruitment under Category 1. (Refer to section 4.1.9) Bidders who provide a placement fee of above 20 percent will be disqualified. (Refer to section 4.1.9) For Category 2: Technical roles e. g. Scientists, Meteorologists Mandatory requirement Evidence to be submitted with bid 1 Registration with APSO (African Professional Bidder to provide proof of valid APSO Staffing Organisations) registration is registration Public Document: Document Template Reference: CFO-SCM-TEMP-003 of 10 Docusign Envelope ID: A165FAF2-2018-484F-BA95-3F5609EB00CF Template: Specification for RFQ

H compulsory. 2 Minimum of 5 years’ experience Bidder to provide written confirmation on signed letterhead on the number of years’ experience of the bidder in recruitment services for Technical positions e.g. Scientists, Meteorologists. 3 Fee structure: Recruitment agency fees are Bidder to indicate on signed letterhead the structured as a percentage of the successful percentage placement fee expressed as a candidate’s first-year Total Cost to Company percentage of the successful candidate’s first- (CTC) for the following categories and are non- year Total Cost to Company (CTC) that will be negotiable during the contract period. (Refer charged for the duration of the contract to section 4.1.9) period for recruitment under Category 2. Bidders who provide a placement fee of above 16 percent will be disqualified. (Refer to section 4.1.9) For Category 3: ICT Specialists roles Mandatory requirement Evidence to be submitted with bid 1 Registration with APSO (African Professional Bidder to provide proof of valid APSO Staffing Organisations) registration is registration compulsory. 2 Minimum of 5 years’ experience Bidder to provide written confirmation on signed letterhead on the number of years’ experience of the bidder in recruitment services for ICT Specialists. 3 Fee structure: Recruitment agency fees are Bidder to indicate on signed letterhead the structured as a percentage of the successful percentage placement fee expressed as a candidate’s first-year Total Cost to Company percentage of the successful candidate’s first- (CTC) for the following categories and are non- year Total Cost to Company (CTC) that will be negotiable during the contract period. (Refer charged for the duration of the contract to section 4.1.9) period for recruitment under Category 3. Bidders who provide a placement fee of above 16 percent will be disqualified. (Refer to section 4.1.9) Public Document: Document Template Reference: CFO-SCM-TEMP-003 of 10 Docusign Envelope ID: A165FAF2-2018-484F-BA95-3F5609EB00CF Template: Specification for RFQ

H For Category 4: Support roles e.g. Finance, Supply Chain, Human Capital etc Mandatory requirement Evidence to be submitted with bid 1 Registration with APSO (African Professional Bidder to provide proof of valid APSO Staffing Organisations) registration is registration compulsory. 2 Minimum of 5 years’ experience Bidder to provide written confirmation on signed letterhead on the number of years’ experience of the bidder in recruitment services for support roles e.g. Finance, Supply Chain, Human Capital etc. 3 Fee structure: Recruitment agency fees are Bidder to indicate on signed letterhead the structured as a percentage of the successful percentage placement fee expressed as a candidate’s first-year Total Cost to Company percentage of the successful candidate’s first- (CTC) for the following categories and are non- year Total Cost to Company (CTC) that will be negotiable during the contract period. (Refer charged for the duration of the contract to section 4.1.9) period for recruitment under Category 4. Bidders who provide a placement fee of above 15 percent will be disqualified. (Refer to section 4.1.9) Only bidders who comply with all of the mandatory requirements of a specific category will be further evaluated on Functionality (Phase 3 of the evaluation process). 5.3 Phase 3: Functional evaluation Functional evaluation of the bid will be done in terms of the criteria as stated in the table below. Bidders should take note of the Criterion, Weighting & Scoring when responding to this bid. Criterion Weight Score References Letters 30 0 = No reference letters Bidders to submit reference letters from customers provided. where they have placed personnel within the last 24 5 = 1 reference letter provided, months. meeting specified criteria. Reference letters must include the following: 10 = 2 reference letters

reference letter on client letterhead with provided, meeting Public Document: Document Template Reference: CFO-SCM-TEMP-003 of 10 Docusign Envelope ID: A165FAF2-2018-484F-BA95-3F5609EB00CF Template: Specification for RFQ

H the name of the organisation and contact details specified criteria. (Telephone or email address) 20 = 3 reference letters

recruited for provided, meeting

of the placement specified criteria. 30 = 4 or more reference letters SAWS reserves the right to verify the references provided. provided, meeting specified criteria. Proposed recruitment approach 35 0 = No approach documented Bidders must indicate the approach to be followed 35 = All three aspects provided. through the whole recruitment process, from sourcing of candidates to appointment meeting the following aspects:

specified includes sourcing of candidates,

and qualification checks,

and criminal record checks Examples of Reports 35 0 = No report provided or Bidders to provide examples of reports which will be report/s provided includes provided to the SAWS at each stage of the Recruitment less than five of the seven process. An example of report must contain the requirements. following: 35 = Provided detailed report/s that includes all seven of

candidate full names requirements.

and expected salary package Total 100 Service providers who score 70 and more out of 100 will qualify to be included in the panel of service providers for the respective category(ies) they have applied and qualified for. Public Document: Document Template Reference: CFO-SCM-TEMP-003 of 10 Docusign Envelope ID: A165FAF2-2018-484F-BA95-3F5609EB00CF Template: Specification for RFQ

DILIGENCE The South African Weather Service reserves the right to conduct supplier due diligence prior to final award or at any time during the contract period. This may include site visits, reference checks and requests for additional information as well as the verification of the physical business premises of the bidder.

CONDITIONS OF CONTRACT This bid and all contract emanating there from will be subject to the General Conditions of Contract (GCC) issued in accordance with Chapter 16A of the Treasury Regulations published in terms of the Public Finance Management Act, 1999 (Act ). The Special Conditions are supplement to that of the General Conditions of Contract. Where, however the Special Conditions of Contract are in conflict with the General Conditions of Contract, the Special Conditions of the Contract prevail. 7.1 Delivery address The successful bidder will be required to render the services on an as and when required basis to the Human Capital Management Services of the South African Weather Service with its head office located at 1263 Heuwel Road, Centurion, 0157. Public Document: Document Template Reference: CFO-SCM-TEMP-003 of 10 Annexure I POPIA : Supplier Notice and Consent Form

specific requirements found B-BBEE Minimum Level: 1