CONDUCT A - National Skills

Returnable Documents:

2.1. The service provider shall be mandated to perform the investigations and determination test according to the requirements of the National Treasury Instruction Note /2023 – PFMA Compliance and Reporting Framework. 2.2. The service provider will be required to review all relevant documents, prepare detailed reports, and perform quality assurance on the work done. 2.3. The Service provider shall be mandated to make clear findings and recommendations based on evidence and also present the findings to NSF Loss Control Function. 2.4. The investigation must amongst other things collect and analyse information related to- 2.4.1. the root causes that led to the occurrence of irregular and/or fruitless and wasteful expenditure; 2.4.2. the parties (officials and skills development provider) responsible; 2.4.3. whether the institution suffered a loss and amount of the loss; 2.4.4. the impact of the loss suffered by the NSF; and 2.4.5. whether the matter must be referred to the South African Police Service. 2.5. The determination test to be conducted must collect information related to- 2.5.1. the root causes that led to the fruitless and wasteful expenditure; 2.5.2. the parties (officials and skills development provider) responsible for the fruitless and wasteful expenditure; 2.5.3. any losses incurred by the NSF; 2.5.4. allegations of fraudulent, corrupt, or other criminal conduct; and 2.5.5. any breakdown in the designed internal control systems. 2.6. A report must be drafted for each case of irregular, fruitless and wasteful expenditure; therefore, three (3) reports must be produced. 3. REQUIREMENTS,COMPETENCIES AND SKILLS REQUIRED 3.1. The service provider must identify and provide the description of experience on assignments of similar nature and indicate that they have the required capacity to provide the services set out in the scope of work. The following must be demonstrated: 3.1.1. Proven experience of the company in similar projects with contactable references. 3.1.2. A minimum of three references letters from previous or current clients, not older than 5 years. 3.1.3. A company profile detailing the track record in the required services. 3.1.4. Human Resources in conducting forensic investigation and determination tests: 3.1.5. Comprehensive CVs of investigators to be assigned to the work with five years or more relevant experience. 3.1.6. Personnel must hold a relevant qualification such as BCom Accounting/Internal Audit/Forensic Auditing/Forensic Investigation equivalent NQF level 7

3.1.7. At least one member of the team must hold other applicable certification(s) i.e. Forensic Investigations /registered with Association of Certified Fraud Examiners South Africa (ACFE SA). 3.1.8. CVs must include certified qualifications. 3.2. The service provider should have demonstrable capacity to conduct forensic investigation and the determination test on irregular, fruitless and wasteful expenditure. 3.3. The methodology and approach to be employed in conducting the forensic investigation and determination test as well as the any other administrative aspects must be clearly outlined as part of the proposal to the NSF and must cover the requirements as per the National Treasury Instruction Note /2023 – PFMA Compliance and Reporting Framework. 3.4. The proposal must include a project plan from inception phase to project close that includes activities to be conducted with clear timelines PERFORMANCE MONITORING AND REPORTING 4.1. The successful service provider will report on work done to the NSF project manager (Director: Financial Management and Administration (Loss Control Function)). 4.2. The service provider will meet periodically with the project manager to discuss issues of mutual concern, review performance and discuss any improvements for effective and efficient services rendered. 4.3. The project manager will closely monitor the performance of the services in terms of quality and turnaround time. 4.4. The service provider must provide weekly progress updates on the implementation plan. INFORMATION REQUIRED 5.1. Evaluation will only be done on the basis of the requested information. The comprehensiveness of proposals can, therefore, be decisive in the awarding thereof. EVALUATION PROCESS 6.1. Phase 1: Compliance with the minimum requirements: 6.1.1. Suppliers must make sure that the following documents are attached, signed and completed. 6.1.2. Signed quotation on the company letterhead and it must indicate quote date and expiry date. 6.1.3. SBD 1 Invitation of the BID 6.1.4. SBD 4 form: Declaration of Interest 6.1.5. SBD 6.1 Preference points claim form in terms of the Preferential Procurement 6.1.6. Popia form signed by the bidder 6.1.7. Prospective bidders are required to attach their CSD report, stating with MAAA...Number. 6.1.8. During this phase, bids will be evaluated on the completeness of bid documents, minimum additional documents presented, documents signed, documents authenticated through certification or verification, etc. Bids failing this stage will not advance to phase 2. 6.2. Phase 2: Technical/functional evaluation The criteria detailed below will be the basis for the technical/functional evaluation. This information will inform the NSF’s final recommendation on the preferred proposal. A cut-off of 70 points is required to advance to the next phase of evaluation. The following criteria will be considered in evaluating the technical/functional information: CRITERIA MAX. POINTS Knowledge, competencies and skill: 60 Demonstrable experience in conducting forensic investigations and determination tests A company profile detailing the track record in the required services (up to 15 points) No company profile submitted or submitted profile does not cover the forensic investigation and determination test services (0 points) 1 to 3 years relevant company experience (5 points) 4 to 5 years relevant company experience (10 points) More than 5 relevant years company experience (15 points) Qualification(s) of team leader and team members (up to 25 points) Team leader minimum qualification Minimum relevant qualification(s) of the team lead i.e. degree BCom Finance/Accounting/Internal Audit/Forensic Audit/ Forensic Investigation or an equivalent NQF level 7 qualification (10 points) Team members minimum qualifications Minimum relevant qualification(s) in BCom Finance/Accounting/Internal Audit/Forensic Audit/ Forensic Investigation or an equivalent NQF level 7 qualification 100% of team members have relevant qualification(s) (10 points) 75% of team members have relevant qualification(s) (4 points) 50% of team members have relevant qualification(s) (3 points) 25% of team members have relevant qualification(s) (2 points) 0% of team members have relevant qualification(s) (0 points) CRITERIA MAX. POINTS Other certification At least one member has other applicable certification(s) i.e. Forensic Investigations /registered with Association of Certified Fraud Examiners South Africa (ACFE SA) (5 points) Experience of team leader and team members (up to 20 points) Team leader Lead Investigator with five years or more relevant experience in conducting forensic investigations and determination tests (10 points) Team members 100% of team members with five years or more relevant experience in conducting forensic investigations and determination tests (10 points) 75% of team members with five years or more relevant experience in conducting forensic investigations and determination tests (5 points) 50% of team members with five years or more relevant experience in conducting forensic investigations and determination tests (3 points) 25% of team members with five years or more relevant experience in conducting forensic investigations and determination tests (2 points) 100% of the team members have less than five years relevant experience in conducting forensic investigations and determination tests (0 point) NB: comprehensive CVs must be submitted with certified proof of qualifications CRITERIA MAX. POINTS References 15 Reference letters not older than 5 years submitted to validate previous track record of conducting forensic investigations and determination tests (up to 15 points). 3 reference letters submitted (15 points) 2 reference letters submitted (10 points) 1 reference letter submitted (5 points) No reference letter submitted, or reference letter does not cover the scope of this request of quotation (0 points) Methodology 25 The methodology and approach to be employed in conducting the forensic investigation, determination test and drafting the required reports including administrative aspects An understanding of the PFMA and the National Treasury Instruction Note /2023 – PFMA Compliance and Reporting Framework expressed in methodology and approach (15 points) Project plan from inception phase to project close (10 points) TOTAL POINTS 100 NB: Service Providers who fail to score a minimum of 70 points out of 100 points on functionality criteria will not be eligible for further consideration. 6.3. Phase 3: Price & Specific goals 6.3.1. Stage 1 – Price Evaluation (80 Points): Criteria Points Price Evaluation  Pt  P min  80 Ps =80 1   P min  The following formula will be applied to calculate the points awarded in relation to pricing and determination is informed as follows: Ps- Points scored for comparative pricing of the bid submitted for consideration: Pt- Comparative pricing of the bid under consideration Pmin - Comparative pricing of the lowest acceptable bid 6.3.2. Stage 2 – SPECIFIC GOALS (20 Points): 6.3.2.1.SPECIFIC GOALS POINTS ALLOCATION: A maximum of 20 points may be allocated to a bidder based on the evaluation of the company’s specific goals that are determined as follows: Specific goals Number of points (80/20 system) Persons historically disadvantaged on the basis of 10 race Development of SMMEs 10 6.3.2.2. Specific goals are allocated to the bidder on receipts of the following documentation or evidence: A duly completed Preference Point Claim Form: Standard Bidding document (SBD 6.1): and the relevant specif goals. 6.3.2.3. Prospective bidders are required to submit the following documents in order to substantiate the specific goals claimed as per paragraph above. A CIPC certificate of the bidder and a CSD report to claim for persons historically disadvantaged based on race. CIPS registration and audited financial statements/ Audit report/Financial statements. 6.3.2.4. Non- submission of documents listed on paragraph above for specific goals will result in a zero (0) score allocated for specif goals. AREAS OF EVALUATION POINTS Price 80 Specific goals 20 Total 100 6.3.2.5. The points scored by a bidder in respect of specific goals will be added to the points scored for price. COSTING/PRICING NB: NSF quotations will be valid for a period of ninety (90) days from the closing date of the quotation. Potential bidders must submit quotations on their company letter head as per the scope of work must indicate the following: 7.1. Quotation date. 7.2. Quotation expiry date (NSF quotation will be valid for a period of ninety (90) days from the closing date) 7.3. NSF request for quotation number and its closing date). 7.4. Quotation must be hand signed with the name of the person who signed it. 7.5. Name of the enquiry person and the contact details. 7.6. Prices must be fixed for the duration of the one (1) month contract period for all prescribed items under 2. Scope of Work. 7.7. Details of the cost/fee breakdown for all services to be rendered must be included. 7.8. The price quoted must be fixed including all related costs (travel, accommodation, equipment, communication/data to 178 Francis Baard Street in Pretoria). This must include provision of in-person consultations that may be required in the duration of the one (1) month contract: 7.8.1. Once-off in-person briefing meeting with the service provider (post- appointment) 7.8.2. Two consultations (online) regarding the Determination tests. 7.9. Prices must include provision of consultations with the NSF project manager as and when required throughout the duration of the contract period. COMPLETION OF ALL DOCUMENTATION 8.1. All the standard RFQ documentation attached must be completed and submitted with proposals, together with the costing and tax clearance certificate in the latest format with a verifiable PIN code. CONDITIONS OF QUOTATIONS 9.1. The Preferential Procurement Policy Framework Act No. will apply to this RFQ as follows: 9.1.1. The NSF reserves the right to award or not to award this contract. 9.1.2. The NSF reserves the right not to accept the lowest cost proposal; 9.1.3. The NSF will enter into a formal contract with the successful service provider. 9.1.4. The NSF reserves the right to terminate the contract should the performance verify of the service provider to be unsatisfactory. 9.1.5. The NSF has the right to visit the business premises of the service provider to verify the information provided in the tender documents but will inform the service provider in advance of such a verification visit; 9.1.6. It is the responsibility of prospective bidders to ensure that their bid documents are submitted before the closing time and date of the tender; 9.1.7. Quotes received after closing time and date are late and will NOT be considered; 9.1.8. Any change of information provided in the tender document that may affect delivery of services should be brought to the NSF’s attention as soon as possible. Failure to comply may result in the contract being terminated; and 9.2. All copyrights and intellectual property rights in respect of products developed by the service provider during the project will vest in the National Skills Fund who has the right to allow any other individual, company, agency or organisation to use or modify the product for any purpose. ADDITIONAL PRESCRIPTS 10.1. In terms of section 76(4)(c) of the Public Finance Management Act, 1999 (Act No. ) (PFMA), the National Treasury may make regulations or issue instructions applicable to all institutions to which the PFMA applies concerning the determination of a framework for an appropriate procurement and provisioning system which is fair, equitable, transparent, competitive and cost-effective. The National Treasury subsequently issued National Treasury Instruction Note /2017 in terms of section 76(4)(c) of the PFMA. 10.2. In terms of paragraph 9.1 of National Treasury Instruction Note /2017, the Director-General of Higher Education and Training, as accounting authority of the NSF, must ensure that contracts are not varied 10.2.1. By more than 20% or R20 million, whichever is the lowest, for construction related goods, works and services; and 10.2.2. By more than 15% or R15 million, whichever is the lowest, for all other goods and services that are not construction related. 10.3. In terms of the above-mentioned National Treasury Instruction Note(s), any other deviation in excess of the prescribed thresholds will only be allowed in exceptional cases subject to prior written approval from the National Treasury. 10.4. Once appointed, service providers shall adhere to the above-mentioned prescripts as follow: 10.4.1. Service providers shall not provide any goods and services that exceed the order amount; 10.4.2. Service providers shall refrain from providing any additional goods and services exceed the order amount, unless prior written approval for the variation has beengranted by the Director-General of Higher Education and Training, as the accounting authority of the NSF, or his/her delegated official. 10.4.3. NSF shall not be liable to reimburse the appointed service provider for any goods or services that exceed the order amount, incl. approved variations thereon. 10.4.4. NSF shall not be liable to reimburse the appointed service provider for any goods or services where such goods and services have been rendered prior to obtaining the order (incl. variation orders) therefore. BRIEFING SESSION INFORMATION. Date of the briefing : Time : Location : Joining Link : SUBMISSION DATE AND ADDRESS 12.1 The deadline to submit the quotes and relevant documentation is as follows: Closing date: _______________2025 Time: 11:00 am 12.2 Bids must be submitted as follows: 12.2.1 Three (3) hard copies of the bid (one document must be the original and contain the signed mandatory SCM documents and two copies of the original) 12.2.2 It must also be emailed to SCM email rfq@nsf.org.za on the closing day for the submission time tracking purposes. 12.3 Quotations must be e-mailed to rfq@nsf.org.za and hand delivered to 178 Franciss Baard Street, Ndinaye house, Pretoria 0001. Three (3) hard copies of the bid (one document must be the original and contain the signed mandatory SCM documents and two copies of the original). No late submissions will be accepted. B-BBEE Minimum Level: 7