Survey development, analysis, and focus groups for flexible working conditions guidelines in the presidency

Technical enquiries: Ms Mumsy Maake, Email: [email protected]. Supply Chain Management enquiries: Mr Patrick Mongwe, Email: [email protected].

Submit the following returnable documents:

• Proposal with cost breakdown as per Annexure B (Pricing Schedule).
• Detailed CVs and certified copies of academic qualifications for all project team members.
• Original Presidency returnable project reference form (Annexure A) signed, dated, with contact person and number.
• Quotation validity period must be 90 days (or specify if not possible).
• Bids must be submitted by the prescribed closing date (25 May 2026 @18:00). Late submissions will be disqualified.
• If project team changes, provide detailed CVs and proof of qualifications for new members. New members will undergo security clearance before confirmation.

Evaluation follows a 3-phase approach: PHASE 1 (Disqualification):

• Quotation validity period must be 90 days (or specified).
• Quotes must be submitted by the closing date.
• Supplier must be registered on CSD.
• Bids submitted after closing date will be disqualified. PHASE 2 (Functionality/Technical, 100 points):
• Minimum 65 points required to proceed to Phase 3. Criteria: - Project Leader qualifications (Honours or above in Statistics/Econometrics/Mathematics/Data Science/Social Sciences, NQF 8/9): 10 points. - Team member qualifications (Bachelor’s in Statistics/Econometrics/Mathematics/Social Sciences, NQF 7): 5 points. - Project Leader experience (4+ years in survey design, online systems, analysis, focus groups): 25–30 points (scaled by experience). - Team member experience (2+ years in data analysis, focus groups, qualitative report writing): 10–20 points (scaled by experience). - Company experience (4+ years in online surveys, focus groups, analysis, report writing for 500+ respondents): 5–15 points (scaled by experience). - Methodology (Project plan with timeline, tools/software, key team members): 10–20 points (scaled by detail). PHASE 3 (Price and Specific Goals, 100 points):
• Price: 80 points.
• Specific Goals (B-BBEE): 20 points (Women ownership: 10, Youth ownership: 7, People with Disabilities: 3, verified via CSD report).

Scope: Develop, conduct, and analyse a survey and focus groups to assess the effectiveness of The Presidency’s approved Flexible Working Conditions Guidelines across Pretoria (459 employees), Cape Town (43 employees), and Durban (8 employees). Deliverables:

• Develop a comprehensive, tailored survey and pilot test it.
• Collect and analyse responses from a sample size of 506 participants (503 employees + 3 additional).
• Conduct face-to-face focus groups with a minimum of 60 employees, representing all salary levels (2–15).
• Provide a detailed report with actionable recommendations.
• Ensure POPIA Act compliance for data protection. Phases: PHASE 1 (Inception):
• Inception meeting with Employee Health and Wellness Sub-Unit (EHW) to discuss project, receive Guidelines, and agree on timeframes.
• Briefing session with EHW, ICT, and Internal Communication to agree on roles and responsibilities.
• Develop survey and submit to EHW for approval.
• Conduct pilot testing.
• Receive list of employees requiring face-to-face assistance. PHASE 2 (Data Collection):
• Convene face-to-face meetings to assist employees with survey completion within 7 days.
• Collect online survey responses within 14 days.
• Conduct focus groups within 14 days.
• Analyse survey and focus group responses. PHASE 3 (Reporting):
• Submit report with findings and recommendations within 21 days of survey/focus group conclusion.
• Present report to two different management structures. Team Requirements:
• Project Leader: Honours degree or above (NQF 8/9) in Statistics/Econometrics/Mathematics/Data Science/Social Sciences + 4+ years’ experience in survey design, online systems, analysis, and focus groups.
• Team Members: Bachelor’s degree (NQF 7) in Statistics/Econometrics/Mathematics/Social Sciences + 2+ years’ experience in data analysis, focus groups, and qualitative report writing.
• Company: 4+ years’ experience in online survey design, focus groups, analysis, and report writing for institutions with 500+ respondents.

Pricing:

• Submit cost breakdown as per Annexure B (Pricing Schedule).
• All prices must be VAT inclusive. Payment Terms:
• Within 30 days of receipt of a valid invoice.
• Payments upon completion of each Phase, subject to submission of draft reports meeting Presidency’s satisfaction and quality criteria.
• Final payment upon project completion to Presidency’s satisfaction. Contract Terms:
• Contract may be terminated with 14 days’ written notice for negligence or non-performance.
• Service Level Agreement (SLA) required upon appointment.

Mandatory:

• Registered on Central Supplier Database (CSD).
• Valid certified copies of academic qualifications for project leader and team members.
• Original Presidency returnable project reference form (Annexure A) signed, dated, with contact person and number.
• Proof of authority to sign bid (e.g., company resolution).
• Compliance with POPIA Act for data protection. Preference Points (Specific Goals):
• Women ownership (10 points, verified via CSD report).
• Youth ownership (7 points, verified via CSD report).
• People with Disabilities (3 points, verified via CSD report).