Appointment of a service provider to conduct a pseudo-work study and organisational needs analysis for the national agricultural marketing council (namc)

Evaluation uses either the 80/20 or 90/10 Preferential Procurement Regulations 2022 system, determined by the lowest acceptable tender. Points are awarded for: Price (80 or 90 points) and Specific Goals (20 or 10 points). Specific Goals include: Black Ownership (10 points), Women Ownership (4 points), Youth Ownership (4 points), People with Disability Ownership (2 points). Open to all company types: partnerships, joint ventures, sole proprietorships, close corporations, (Pty) Ltd, public companies, personal liability companies, non-profits, and state-owned companies. Must be registered with a valid company registration number.

Mandatory compliance with Preferential Procurement Regulations 2022. Must submit proof of B-BBEE status and ownership claims (Black, Women, Youth, People with Disability) to qualify for preference points. Fraudulent claims may result in: disqualification from the tender process, recovery of costs/losses/damages by the organ of state, contract cancellation, a 10-year restriction from doing business with any organ of state (after due process), and/or criminal prosecution.

Enquiries and submissions: Email: [email protected], Phone: 012 341 1115. Submission address: NAMC, Hillcrest Office Park, 177 Dyer Road, Barbet Place, Ground Floor, Hillcrest, Pretoria, 0083.

Submit only via email to: [email protected]. Only one electronic copy accepted; first submission takes precedence if multiple are sent. Quotation must: be directed to NAMC, valid for 90 days, signed on company letterhead, and include all logistics costs and VAT (if VAT registered). Required returnable documents: SBD 4 (signed), SBD 6.1 (signed), Terms of Reference (signed), CSD registration report (not older than 1 month, tax-compliant), general conditions of contract (initialed), detailed proposal and methodology, CVs of key personnel, company profile, and company registration documents. Missing SBD forms require documentary proof of inapplicability. Non-compliance may lead to disqualification. All documentation must be in English.

Required documents: Valid B-BBEE Certificate (or certified copy/sworn affidavit), Company Registration documents.

Evaluation follows the Preferential Procurement Policy Framework Act (PPPFA) with an 80/20 preference points system for bids between R2,000 and R1,000,000 (incl. taxes). Phase 1: Administrative check for compliance with legal requirements (CSD registration, tax compliance, signed SBD 4, SBD 6.1, Terms of Reference, general conditions of contract). Phase 2: Pre-qualification check for: minimum 3 reference letters from public sector clients demonstrating experience in organisational design, workforce planning, or work studies; company registration documents; valid B-BBEE Certificate or sworn affidavit (required for specific goals points but not for bid eligibility). Phase 3: Technical and financial evaluation. Specific goals points (20 total) allocated as follows: Black Ownership (10 points), Women Ownership (4 points), Youth Ownership (4 points), People with Disability Ownership (2 points). Lowest acceptable price scores 80 points.

Scope: Conduct a pseudo-work study and organisational needs analysis for NAMC. Key tasks: 1) Strategic Alignment Review: Analyse NAMC’s Annual Performance Plan (APP) and Strategic Plan; identify key capability requirements linked to strategic objectives. 2) Current State Analysis: Review current organisational structure, approved vs filled vs vacant positions; identify inefficiencies (duplication of roles, misalignment of functions, capacity gaps). 3) Functional and Workload Analysis: Analyse functions/activities across all divisions (key outputs, deliverables, work volumes, frequency, skills/competency requirements); categorise work as strategic, core operational, administrative, or non-essential. 4) Critical Role Identification: Define and identify roles that are strategically critical, compliance-driven (e.g., PFMA, governance), high-risk if left vacant, or skills-scarce. 5) Gap Analysis: Compare current workforce against future requirements; identify roles to be filled urgently, redesigned/repurposed, redundant, or new roles required. 6) Recommendations and Future-State Structure: Propose optimised organisational structure, staffing model aligned to budget constraints, phased implementation plan. 7) Implementation Roadmap: Provide prioritised recruitment plan, costing of proposed structure, risk analysis and mitigation strategies. Deliverables: Inception Report, Diagnostic/Current State Analysis Report, Functional and Workload Analysis Report, Draft Organisational Structure, Final Report (including critical roles list, gap analysis, implementation roadmap), Presentation to EXCO, HR&RC, and Council (if required). Duration: 8–12 weeks from appointment date.

Required methodology: 1) Strategic Alignment Review: Analyse NAMC’s Annual Performance Plan (APP) and Strategic Plan; identify key capability requirements linked to strategic objectives. 2) Current State Analysis: Review current organisational structure, approved vs filled vs vacant positions; identify inefficiencies (duplication, misalignment, capacity gaps). 3) Functional and Workload Analysis: Analyse functions/activities across all divisions (outputs, deliverables, work volumes, frequency, skills/competency requirements); categorise work as strategic, core operational, administrative, or non-essential. 4) Critical Role Identification: Define roles that are strategically critical, compliance-driven (e.g., PFMA), high-risk if vacant, or skills-scarce. 5) Gap Analysis: Compare current vs future workforce; identify urgent fills, redesigns, redundancies, or new roles. 6) Recommendations: Propose optimised organisational structure, staffing model aligned to budget, phased implementation plan. 7) Implementation Roadmap: Provide prioritised recruitment plan, costing, risk analysis, and mitigation strategies.

Complete and submit the NAMC pricing schedule (baseline for evaluation). Pricing must cover all logistics costs and include totals for EXCL VAT and INCL VAT. Breakdown required for: Strategic Alignment Review, Current State Analysis, Functional and Workload Analysis, Critical Role Identification, Gap Analysis, Recommendations and Future-State Structure, Implementation Roadmap. Quotation must be valid for 90 days, signed on company letterhead, and directed to NAMC. Non-tax-compliant bidders may be granted 7 working days to resolve obligations with SARS. Bids between R2,000 and R1,000,000 (incl. taxes) use the 80/20 preference points system.

Mandatory: CSD registration (report not older than 1 month, tax-compliant), signed SBD 4, signed SBD 6.1, signed Terms of Reference, initialed general conditions of contract. Reference letters: Minimum 3 from previous/current clients (public sector preferred), on client letterhead, with contact details, demonstrating experience in organisational design, workforce planning, or work studies. B-BBEE: Valid certificate or certified copy/sworn affidavit required to qualify for specific goals points (not mandatory for bid eligibility). Company registration documents required. All documentation must be in English. Do not render services without an official NAMC purchase order; NAMC is not liable for costs incurred without it. Bidders assume all risks for proposal preparation costs.

NAMC reserves the right to: extend the closing date, verify any information in proposals, request documentary proof, appoint one or more service providers (separately or jointly), award the RFQ in part or whole, or cancel/withdraw the RFQ. Bidders must ensure no missing or duplicated pages in submissions; NAMC accepts no liability for such errors. Do not render services without an official NAMC purchase order; NAMC is not liable for costs incurred without it. Bidders assume all risks for proposal preparation costs. POPIA: Bidders consent to NAMC collecting, keeping, and processing personal information for bid evaluation purposes only.

Mandatory: Minimum 3 reference letters from previous/current clients (public sector preferred), on client letterhead, with contact details, demonstrating experience in organisational design, workforce planning, or work studies.

Project duration: 8–12 weeks from appointment date.

Refer to the bid documents for submission address, method, and required returnable documents. Closing time is the date and hour specified in the bidding documents for receipt of bids. Bidders are not liable for bid preparation expenses unless a non-refundable document fee is charged. Invitations to bid are published in the Government Tender Bulletin (www.treasury.gov.za).

Evaluation criteria, scoring methodology, minimum thresholds, and preference points are contained in the bid documents. The GCC states that the purchaser may purchase substitute goods if the supplier fails to deliver and may claim damages. Eligibility criteria from the GCC: supplier must be tax compliant with a valid SARS tax clearance certificate; must not be listed on the National Treasury's Register for Tender Defaulters; must not engage in corrupt, fraudulent, or restrictive practices (collusive bidding). Foreign suppliers are responsible for all taxes and duties outside South Africa.

Technical specifications are not provided in the GCC. Goods supplied must conform to standards mentioned in the bidding documents and specifications. The GCC covers general contract terms only. Warranty: Supplier warrants goods are new, unused, current models with recent improvements. Goods must be free from defects in design, materials, or workmanship for 12 months after delivery or 18 months after shipment, whichever is earlier. Supplier must repair or replace defective goods at no cost to purchaser. If supplier fails to remedy within the specified time, purchaser may take remedial action at supplier's expense. Inspection: Supplier must permit purchaser to inspect records and have them audited. Premises must be open for inspection during production or execution if required. Non-compliant supplies may be rejected and returned at supplier's cost.

Payment terms: Purchaser must pay within 30 days of invoice submission. Payment is made in Rand unless otherwise stipulated. Prices must not vary from quoted amounts except as authorized in Special Conditions of Contract. Performance security: Successful bidder must furnish within 30 days of contract award notification. Forms accepted: bank guarantee, irrevocable letter of credit, or certified cheque. Performance security is returned within 30 days of completing all obligations, including warranty. Insurance: Goods must be fully insured against loss or damage during manufacture, acquisition, transportation, storage, and delivery.

Tax clearance: An original SARS tax clearance certificate must be submitted prior to award; no contract may be concluded with a bidder whose tax matters are not in order. Anti-dumping and countervailing duties: Applicable where foreign suppliers are subsidized. NIPP (National Industrial Participation Programme): Administered by the Department of Trade, Industry and Competition; applies to contracts subject to NIP obligation. Restrictive practices: Collusive bidding (bid rigging) is prohibited. Bidders found guilty may face bid invalidation, contract termination, restriction from public sector for up to 10 years, or damages claims. Fraud and corruption: Engaging in corrupt or fraudulent practices during competition or execution may result in contract termination and restriction from doing business with government.

The GCC does not contain specific B-BBEE requirements. B-BBEE provisions are specified in the bid documents or Special Conditions of Contract. The National Industrial Participation Programme (NIPP), administered by the Department of Trade, Industry and Competition, applies to contracts subject to NIP obligation.

Contract amendments require written agreement signed by all parties. Supplier may not assign obligations without purchaser's prior written consent. Supplier must notify purchaser in writing of all subcontracts; this does not relieve the supplier of obligations. Supplier must promptly notify purchaser of any delay, its likely duration, and cause. Purchaser may extend time for performance with or without penalties. Penalties for delays: purchaser deducts a sum calculated at the current prime interest rate per day until delivery. Termination for default: purchaser may terminate if supplier fails to deliver within the specified time, fails to perform obligations, or engages in corrupt/fraudulent practices. Consequences: purchaser may procure substitute goods and recover excess costs; may impose a restriction prohibiting business with the public sector for up to 10 years. Supplier has 14 days to object to the intended restriction. Force majeure: supplier is not liable for non-performance due to events beyond control (e.g., wars, revolutions, fires, floods, epidemics, quarantine restrictions, freight embargoes). Supplier must notify purchaser promptly and continue performance as far as practical. Termination for insolvency: purchaser may terminate immediately if supplier becomes bankrupt or insolvent. Dispute resolution: parties must attempt amicable resolution through mutual consultation. If unresolved after 30 days, either party may initiate mediation. If mediation fails, disputes are settled in a South African court. Parties continue performing obligations during dispute resolution unless otherwise agreed. Governing language: English. Applicable law: South African law.

The GCC does not specify evaluation criteria. Evaluation criteria, scoring methodology, minimum thresholds, and preference points are contained in the bid documents. The GCC notes that the purchaser may purchase substitute goods if the supplier fails to deliver and may claim damages from the supplier.