Appointment of a service provider to provide response handling and project management services on the nfvf/narssa internship programme for a period of fourteen (14) months

{"closingDate":"23 JUNE 2026","closingTime":"11:00","briefingSession":"{\"date\":null,\"time\":null,\"venue\":\"isfy itself, as to the validity of the information provided on this bid documents.\",\"is_compulsory\":false}"}

{"name":null,"email":"[email protected]","phone":null,"department":null,"address":"ll communication and attempts to solicit information of any kind relative to this RFP should be in"}

Returnable Documents: SBD 9 (Certificate of Independent Make sure it is fully completed and signed, CSD Registration Proof of CSD registration, NB: Certification stamp must be (Company Registration: CM1 and CK1,, Vat Registration Certificate If applicable, Certified copies of identity documents For all current shareholders / members, documents will not be accepted and may result in automatic disqualification.

RFP SUBMISSION REQUIREMENTS: SUBMISSIONS MUST BE EMAILED TO [email protected]

Part a a1: invitation to bid, a1.1. Conditions of bidding, a1.2.TAX Clearance

Certificate, a2: terms of reference.

Part b b1: declaration of interests

Conditions for completing bid documents (failure to comply/submit any of the

Documents stated below, will result in disqualification)

Submitted?

(Yes / No)

SBD 1 (Invitation to bid) Make sure it is signed

SBD 2 (Tax Clearance Certificate or

provide a separate financial proposal.

deductibles, miscellaneous costs, and related

1. certificate of registration,

Copies of Originals of Company 2. change of name certificate (if applicable)

Registration Documentation 3. register of directors, and most current

registered business address

NB: Certification stamp must be (Company Registration: CM1 and CK1,

original and no more than 3 months Change of Name Certificate:CM9, Latest

old as at date of closing of tender Registered address: CM22, Most current

register of directors CM29 and CK2)

1. Purpose and background.

The National Film and Video Foundation (NFVF) is an agency of the Department of Sport, Arts and

Culture that was created to ensure equitable growth of South Africa's film and video industry. We do this

by providing funding for the development, production, marketing and distribution of films and the training

and development of filmmakers.

NFVSA is the custodian of more than a million records pertaining to the audio-visual heritage of the

country. These records consist of various formats ranging from film, video to sound including paper

records that are referred to as related materials that include museum objects.

The National Archives and Records Services of South Africa (NARSSA) is a custodian of valuable records

that carries and defines the countries heritage, these records are to be well preserved, maintained and to

be accessed by users. Within the NARSSA there are various sections that handles various material such

as Paper and Audio-Visual. The various sections include the National Film, Video and Sound Archives

(NFVSA), Preservation and Conservation, Records Management, Administration, and the Repository.

This project will not only provide access to digitised collections but will also create opportunities for young

people in this field to gain much needed experience as well as to give the NARSSA and its provincial

repositories access to much needed equipment going forward.

The NFVF has been appointed as an implementing agent for digitisation of the newsreel collection at the

National Film, Video and Sound Archives. The digitisation project will form part of the Presidential

Employment Stimulus Programme (PESP).

In addition to the various sections, there are Provincial Archives across all 9 Province of the country.

These archives and repositories identify, preserve, and provide public access to records of enduring

cultural, historical, and administrative value. Most of these repositories are already embarking on

digitisation processes. It is fitting for the National Archives to collaborate with the provinces during this

phase of PESP, to show provincial support and to assist in further digitisation and proper record keeping

and management. Each provincial archive will receive a total number of 22 interns.

Allocation of interns per provincial town will be as follows:

All 9 provinces will be getting interns

A. KZN will have 22 interns in 3 Cities: Durban, Ulundi, Pietermaritzburg

B. Western Cape 10 Interns in Cape town

C. North West will have 22 Interns in Mafikeng

D. Limpopo will have 20 Interns in 4 Cities: Polokwane (10) Lebowakgomo (4) Giyani (3) Makwarela (3)

E. Mpumalanga will have 22 Interns in Mbombela

F. Eastern Cape will have 22 Interns in 3 Cities: Qonce, Gqeberha, Mthatha

G. Gauteng will have 22 interns in Kagiso, Johannesburg

H. Northern Cape will have 22 interns in Kimberly

I. Free state will have 15 Interns Bloemfontein

Total of 177 Interns

J. 23 Interns will be placed in Pretoria

The programme will be for a period of (12) months. The first month of the project will be for the

recruitment of 200 interns, with the last two months being for closing off the project.

2. Objectives

The NFVF seeks to appoint an experienced service provider with a strong background in internship

programme management to provide full spectrum management of 200 interns for a period of fourteen (14)

months.

The appointed service provider(s) will work closely with the NFVF and the National Archives and Records

Service of South Africa (NARSSA) in ensuring efficient recruitment, placement, and overall management

of interns for the duration of the full programme.

Successful service provider(s) will be required to facilitate and implement the recruitment and placement

process for interns as well as fully manage the programme for the duration as specified.

The successful service provide will also be required to provide a comprehensive close out report at the

end of the programme.

3. Project objectives & deliverables

The appointed service provider is expected to deliver on the following:

• Sourcing interns through advertising on its own platform
• Scrutinizing and shortlisting of received CV`s
• Scheduling and conducting Interviews
• Facilitate final selection in consultation with the client
• Conducting recruitment checks (criminal and proof of qualifications)
• Placement and contracting of successful interns
• Preparation of regret letters for unsuccessful interns
• Conduct a physical work-readiness induction for the interns
• Conduct quarterly site visits
• Manage all administrative aspects of the internship programme, including, but not limited to

employment contracts, stipend payments, attendance tracking, leave management

• Submission of monthly progress reports
• Payment of monthly stipends to the interns and handling UIF payments
• Process leave payouts at the end of the program The stipends will be funded by the NFVF. The

appointed service provider will only be responsible for administrative processing for stipends and

UIF for the 200 interns.

• HR Management of the programme – including attending to labour matters
• Attend meetings as and when required
• Provide a project close out report

4. Additional requirements

Companies are required to submit a detailed internship project management framework which details

their understanding of managing internships in the public sector from inception to closing the project.

Submit a project plan on the work required with feasible timelines and human resource allocation.

5. Pricing guidelines and quotation requirements

Bidders are required to:

• Provide a detailed cost breakdown for administering UIF and managing intern’s stipends.
• Quote an administration fee percentage calculated on the total stipend value.

o The administration fee for UIF and Stipends should range between 1% – 5% of the total

cost.

• Indicate how the percentage is structured (fixed rate or sliding scale) and what services are

covered under the fee.

• Include all applicable taxes and levies (VAT inclusive).

• Demonstrate capacity to handle bulk stipend payments accurately and on time.

Bidders must note that the NFVF will fund the payments to interns and they need not include this as part of

their cost, and only the cost of administration related to the payments thereof should be included.

6. Project duration

The project is set to be completed over 14 months period. This is inclusive of:

• 1st month dedicated to recruitment
• Final month dedicated to close out report

7. Minimum requirements:

7.1. Must be a reputable project management company legally established for at least 3 years, with

relevant experience in managing internship programmes in the public sector.

7.2. Team Leader and Project Team Members must have handled at least three (03) similar engagements

within the public sector.

7.3. Team Leader and Project Team Member/s must possess qualifications in Human Resources / Skills

Development / Project Management or similar.

services

Total Bid Price for the duration of the

Bidders to complete price schedule or project.

provide a separate financial proposal.

In your price proposal show the VAT amount,

deductibles, miscellaneous costs, and related

Additional returnable documents

1. certificate of registration,

Copies of Originals of Company 2. change of name certificate (if applicable)

Registration Documentation 3. register of directors, and most current

registered business address

NB: Certification stamp must be (Company Registration: CM1 and CK1,

original and no more than 3 months Change of Name Certificate:CM9, Latest

old as at date of closing of tender Registered address: CM22, Most current

register of directors CM29 and CK2)

Vat Registration Certificate If applicable

B-BBEE Certificate & BBBEE

Valid certified copies must be submitted

Statement or Sworn Affidavit

Certified copies of identity documents For all current shareholders / members

If any of the requested mandatory documents are not submitted as prescribed,

The bid evaluation committee shall have the discrection to disqualify the bid

1. All changes must be scratched out and a signature appended next to each change. No tippex is

allowed.

2. All certified documents must be within the current six (6) months. Copies of previously certified

documents will not be accepted and may result in automatic disqualification.

3. Bid documents must be secured together preferably bound or contained in a lever arch file as National

Film and Video Foundation will not take any responsibility for any loss of documents as a result of not

being properly secured upon submission.

Part a

A1: request for proposal sbd1

You are hereby invited to bid for the requirements of national film and video

Foundation

Bid number: rfp05 2026-2027 closing date: 23 june 2026 closing time: 11:00

Description: appointment of a service provider to provide response handling and

Project management services on the nfvf/narssa internship

Programme for a period of fourteen (14) months.

BID DOCUMENTS MUST BE EMAILED TO [email protected]

Bidders should ensure that bids are delivered timeously to the correct email address. If the bid is late, it will not

be accepted for consideration.

All bids must be submitted on the official forms – (not to be re-typed)

This bid is subject to the general conditions of contract (gcc) and, if applicable, any

Other special conditions of contract

The following particulars must be furnished

(Failure to do so may result in your bid being disqualified)

Name of bidder.........................................................................................................................

Postal address........................................................................................................................

Street address........................................................................................................................

Telephone number code......NUMBER.......................................................................................

Cell phone number..................................................................................................................

Facsimile number code...... Number........................................................................................

VAT registration number........................................................................................................

Has a tax clearance certificate been submitted? Yes/no

Are you the accredited representative in south africa for the goods/services

Offered by you? Yes/no

(If yes enclose proof)

Signature of bidder: ................................. Date:..................................................................

Capacity under which this bid is signed ..............................................................................

A.1.1. Conditions of bidding

1 Proprietary Information

1.1 The National Film and Video Foundation (NFVF) considers this tender and all related information,

either written or verbal, which is provided to the respondent, to be proprietary to NFVF. It shall be

kept confidential by the respondent and its officers, employees, agents and representatives. The

respondent shall not disclose, publish, or advertise this specification or related information to any

third party without the prior written consent of NFVF.

Company Profile

services

people in this field to gain much needed experience as well as to give the NARSSA and its provincial

repositories access to much needed equipment going forward.

• Sourcing interns through advertising on its own platform
• Scrutinizing and shortlisting of received CV`s
• Scheduling and conducting Interviews
• Facilitate final selection in consultation with the client
• Conducting recruitment checks (criminal and proof of qualifications)
• Placement and contracting of successful interns
• Preparation of regret letters for unsuccessful interns
• Conduct a physical work-readiness induction for the interns
• Conduct quarterly site visits
• Manage all administrative aspects of the internship programme, including, but not limited to

employment contracts, stipend payments, attendance tracking, leave management

• Submission of monthly progress reports
• Payment of monthly stipends to the interns and handling UIF payments
• Process leave payouts at the end of the program The stipends will be funded by the NFVF. The

appointed service provider will only be responsible for administrative processing for stipends and

UIF for the 200 interns.

• HR Management of the programme – including attending to labour matters
• Attend meetings as and when required
• Provide a project close out report

7.1. Must be a reputable project management company legally established for at least 3 years, with

relevant experience in managing internship programmes in the public sector.

7.2. Team Leader and Project Team Members must have handled at least three (03) similar engagements

within the public sector.

7.3. Team Leader and Project Team Member/s must possess qualifications in Human Resources / Skills

1. Capacity and experience of the Project Leader on similar project 30 points

the number of years of experience. If no proof of years of experience can be

obtained from the CV provided, it will not be considered for the purpose of the

calculation of the score.

a) Less than 03 years = 5 points

b) 03 to 04 years = 10 points

c) 05 to 06 years = 15 points

d) 07 to 08 years = 20 points

e) 09 and above = 30 points

2. Contactable Reference 30 Points

(Professional Services)

Name of bidder: ............................................................................................................BID NO.: ..........................................

Closing time 11:00 closing date.................................

Offer to be valid for ............DAYS From the closing date of bid.

Item description bid price in RSA currency

NO **(all applicable taxes included)

1. The accompanying information must be used for the formulation

of proposals.

2. Bidders are required to indicate a ceiling price based on the total

estimated time for completion of all phases and including all

expenses inclusive of all applicable taxes for the project. R.......................................................................

3. Persons who will be involved in the project and

Rates applicable (certified invoices must be

Rendered in terms hereof)

4. Person and position hourly rate daily rate

• ------------------------------------------------------------------------------------- R------------------------------ ---------------------------------

• ------------------------------------------------------------------------------------- R------------------------------ ---------------------------------

• ------------------------------------------------------------------------------------- R------------------------------ ---------------------------------

• ------------------------------------------------------------------------------------- R------------------------------ ---------------------------------

• ------------------------------------------------------------------------------------- R------------------------------ ---------------------------------

5. Phases according to which the project will be

Completed, cost per phase and man-days to be

Spent

• ------------------------------------------------------------------------------ R------------------------------ -------------------------- days

• ------------------------------------------------------------------------------ R------------------------------ -------------------------- days

• ------------------------------------------------------------------------------ R------------------------------ -------------------------- days

• ------------------------------------------------------------------------------ R------------------------------ -------------------------- days

5.1 Travel expenses (specify, for example rate/km and total km, class

of airtravel, etc). Only actual costs are recoverable. Proof of the

expenses incurred must accompany certified invoices.

Description of expense to be incurred rate quantity amount

• ------------------------------------------------------------------------------- ................... ................. R....................

• ------------------------------------------------------------------------------- ................... ................. R....................

• ------------------------------------------------------------------------------- ................... ................. R....................

• ------------------------------------------------------------------------------- ................... ................. R....................

Total: r..........................................................

• * ”all applicable taxes” includes value- added tax, pay as you earn, income tax, unemployment insurance fund

contributions and skills development levies.

5.2 Other expenses, for example accommodation (specify, eg. Three

star hotel, bed and breakfast, telephone cost, reproduction cost,

etc.). On basis of these particulars, certified invoices will be checked

for correctness. Proof of the expenses must accompany invoices.

Description of expense to be incurred rate quantity amount

• --------------------------------------------------------------------------------- ................... ................. R....................

• --------------------------------------------------------------------------------- ................... ................. R....................

• --------------------------------------------------------------------------------- ................... ................. R....................

• --------------------------------------------------------------------------------- ................... ................. R....................

Total: r..........................................................

6. Period required for commencement with project after

acceptance of bid .........................................................................

7. Estimated man-days for completion of project .........................................................................

8. Are the rates quoted firm for the full period of contract? *YES/NO

9. If not firm for the full period, provide details of the basis on which

adjustments will be applied for, for example consumer price index. .........................................................................

.........................................................................

.........................................................................

.........................................................................

• [Delete if not applicable]

Any enquiries regarding bidding procedures may be directed to the –

(National film and video foundation)

Tel: 011 483 0880

Or for technical information –

([email protected])

Sbd 4

Bidder’s disclosure

1. Purpose of the form

Any person (natural or juristic) may make an offer or offers in terms of this invitation to bid. In line with

the principles of transparency, accountability, impartiality, and ethics as enshrined in the Constitution

of the Republic of South Africa and further expressed in various pieces of legislation, it is required for

the bidder to make this declaration in respect of the details required hereunder.

Where a person/s are listed in the Register for Tender Defaulters and / or the List of Restricted

Suppliers, that person will automatically be disqualified from the bid process.

2. Bidder’s declaration

2.1 Is the bidder, or any of its directors / trustees / shareholders / members / partners or any person

having a controlling interest in the enterprise, employed by the state? YES/NO

2.2 If so, furnish particulars of the names, individual identity numbers, and, if applicable, state employee

numbers of sole proprietor/ directors / trustees / shareholders / members/ partners or any person

having a controlling interest in the enterprise, in table below.

Full Name Identity Number Name of State institution

1 the power, by one person or a group of persons holding the majority of the equity of an enterprise, alternatively, the person/s having

the deciding vote or power to influence or to direct the course and decisions of the enterprise.

2.3 Do you, or any person connected with the bidder, have a relationship with any person who is

employed by the procuring institution? YES/NO

2.3.1 If so, furnish particulars:

........................................................................................................................

................................................................................................

2.4 Does the bidder or any of its directors / trustees / shareholders / members / partners or any

person having a controlling interest in the enterprise have any interest in any other related

enterprise whether or not they are bidding for this contract? YES/NO

2.4.1 If so, furnish particulars:

...........................................................................................................................

........................................................................................

Pin)

SBD 3.3 (Pricing Schedule) Make sure it is fully completed

SBD 4 (Declaration of interest) Make sure it is fully signed

SBD 6.1 (Preference points on

• Provide a detailed cost breakdown for administering UIF and managing intern’s stipends.
• Quote an administration fee percentage calculated on the total stipend value.

o The administration fee for UIF and Stipends should range between 1% – 5% of the total

cost.

• Indicate how the percentage is structured (fixed rate or sliding scale) and what services are

covered under the fee.

• Include all applicable taxes and levies (VAT inclusive).

• Demonstrate capacity to handle bulk stipend payments accurately and on time.

Sbd 3.3

Pricing schedule

(Professional Services)

Name of bidder: ............................................................................................................BID NO.: ..........................................

Closing time 11:00 closing date.................................

Rates applicable (certified invoices must be

Rendered in terms hereof)

8. Are the rates quoted firm for the full period of contract? *YES/NO

valid Tax Clearance Certificate will result in the invalidation of the bid

tax compliance

CSD Registration Proof of CSD registration

CSD report

Central Supplier Database by submitting the CSD report

Vat Registration Certificate If applicable

NB: Certification stamp must be (Company Registration: CM1 and CK1,

Certified copies of identity documents For all current shareholders / members

documents will not be accepted and may result in automatic disqualification.

A.1.2 Tax clearance certificate requirements sbd 2

“Application for a Tax Clearance Certificate” and submit it to any SARS branch office nationally. The

Tax Clearance Certificate.

3. SARS will then furnish the bidder with a Tax Clearance Certificate that will be valid for a period of 1

4. The original Tax Clearance Certificate must be submitted together with the bid. Failure to submit the

original and valid Tax Clearance Certificate will result in the invalidation of the bid. Certified copies of

the Tax Clearance Certificate will not be acceptable.

separate Tax Clearance Certificate.

6. Copies of the TCC 001 “Application for a Tax Clearance Certificate” form are available from any

7. Applications for the Tax Clearance Certificates may also be made via e-Filing. In order to use this

7.3. Team Leader and Project Team Member/s must possess qualifications in Human Resources / Skills

discretion of the BEC to decide on the disqualification of bidders who do not submit all required documents.

• Proof of registration with the Central Supplier Database by submitting the CSD report. In

Points Allocation: 70 points

B-BBEE Details: t,

deductibles, miscellaneous costs, and related

Additional returnable documents

1. certificate of registration,

Copies of Originals of Company 2. change of name certificate (if applicable)

Registration Documentation 3. register of directors, and most current

registered business address

NB: Certification stamp must be (Company Registration: CM1 and CK1,

original and no more than 3 months Change of Name Certificate:CM9, Latest

old as at date of closing of tender Registered address: CM22, Most current

register of directors CM29 and CK2)

Vat Registration Certificate If applicable

B-BBEE Certificate & BBBEE

Valid certified copies must be submitted

Statement or Sworn Affidavit

Certified copies of identity documents For all current shareholders / members

If any of the requested mandatory documents are not submitted as prescribed,

The bid evaluation committee shall have the discrection to disqualify the bid

1. All changes must be scratched out and a signature appended next to each change. No tippex is

allowed.

2. All certified documents must be within the current six (6) months. Copies of previously certified

documents will not be accepted and may result in automatic disqualification.

3. Bid documents must be secured together preferably bound or contained in a lever arch file as National

Film and Video Foundation will not take any responsibility for any loss of documents as a result of not

being properly secured upon submission.

Part a

A1: request for proposal sbd1

You are hereby invited to bid for the requirements of national film and video

Foundation

Bid number: rfp05 2026-2027 closing date: 23 june 2026 closing time: 11:00

Description: appointment of a service provider to provide response handling and

Project management services

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Part c – preference point system

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Sbd 6.1

claim form for preference points for specific goals

Nb: before completing this form, bidders must study the general

Goals, as prescribed in the preferential procurement regulation, 2022.

1.1 The following preference point systems are applicable to all bids:

• the 80/20 system for requirements with a Rand value of up to R50 000 000.00 (all

applicable taxes included); and

• the 90/10 system for requirements with a Rand value above R50 000 000.00 (all

applicable taxes included).

1.2 The value of this bid is estimated not to exceed R50 000 000.00 (all applicable taxes included) and

therefore the 80/20 system shall be applicable.

1.3 Preference points for this bid shall be awarded for:

(a) Price; and

(b) Specific goals points

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1.3.1 The maximum points for this bid are allocated as follows:

Price 80

Specific goals points 20

Total points for Price and specific goals must not exceed 100

1.3.2 Failure on the part of a bidder to fill in and/or to sign this form and submit a proof of claim for

specific goals including a B-BBEE Verification Certificate from a Verification Agency accredited

by the South African Accreditation System (SANAS) or a Registered Auditor approved by the

Independent Regulatory Board of Auditors (IRBA) or an Accounting Officer as contemplated in

the Close Corporation Act (CCA) together with the bid, will be interpreted to mean that

preference points for specific goals are not claimed.

1.5. 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.

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3.1 The bidder obtaining the highest number of total points will be awarded the contract.

3.2 Preference points shall be calculated after prices have been brought to a comparative basis

considering all factors of non-firm prices and all unconditional discounts.

3.3 Points scored must be rounded off to the nearest 2 decimal places.

3.4 In the event that two or more bids have scored equal total points, the successful bid

must be the one scoring the highest number of preference points for Specific points.

3.5 However, when functionality is part of the evaluation process and two or more bids have

scored equal points including equal preference points for specific points, the successful bid must be

the one scoring the highest score for functionality.

3.6 Should two or more bids be equal in all respects, the award shall be decided by the

drawing of lots.

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4.1 The 80/20 or 90/10 preference point systems

A maximum of 80 or 90 points is allocated for price on the following basis:

80/20 or 90/10

 Pt − P min   Pt − P min  Ps = 80 1 −  or Ps = 90 1 − 

 P min   P min 

Ps = Points scored for comparative price of bid under consideration

Pt = Comparative price of bid under consideration

Pmin = Comparative price of lowest acceptable bid

5.1 In terms of Preferential Procurement Regulation of 2022, preference points must be awarded to a

bidder based on valid proof submitted of claiming for specific goals as per the table below:

(Informed by PPPFA sec 2 (1) (d) points

Enterprises (80/20 system)

SMME (Small Micro Medium Enterprise) EME & QSE 5

Owned by black people (50% or more) 4

Owned by black people who are youth 3

Owned by Black people who are woman (50% or more) 5

Owned by black people with disabilities 3

Total 20

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5.2 Bidders who qualify as EMEs in terms of the B-BBEE Act must submit a certificate issued by an

a Registered Auditor.Registered auditors do not need to meet the prerequisite for IRBA’s

approval for the purpose of conducting verification and issuing EMEs with B-BBEE Status Level

5.3 Bidders other than EMEs must submit their original and valid B-BBEE status level verification

certificate or a certified copy thereof, substantiating their B-BBEE rating issued by a Registered

5.4 A trust, consortium or joint venture, will qualify for points for their B-BBEE status level as a legal

entity, provided that the entity submits their B-BBEE status level certificate.

5.5 A trust, consortium or joint venture will qualify for points for their B-BBEE status level as an

unincorporated entity, provided that the entity submits their consolidated B-BBEE scorecard as if

they were a group structure and that such a consolidated B-BBEE scorecard is prepared for

every separate bid.

5.6 Tertiary institutions and public entities will be required to submit their B-BBEE status level

certificates in terms of the specialized scorecard contained in the B-BBEE Codes of Good

5.7 A person will not be awarded points for B-BBEE status level if it is indicated in the bid documents

that such a bidder intends sub-contracting more than 25% of the value of the contract to any

other enterprise that does not qualify for at least the points that such a bidder qualifies for, unless

the intended sub- contractor is an EME that has the capability and ability to execute the sub-

contract.

5.8 A person awarded a contract may not sub-contract more than 25% of the value of the contract to

any other enterprise that does not have an equal or higher B-BBEE status level than the person

concerned, unless the contract is sub-contracted to an EME that has the capability and ability to

execute the sub-contract.

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6.1 Bidders who claim points in respect of Specific goals must complete the following:

7. Specific goals claimed in terms of paragraphs 1.3.1.2 And 5.1

7.1 B-BBEE Status Level of Contribution: ............. = ...............(maximum of 10 or 20 points)

(Points claimed in respect of paragraph 7.1 must be in accordance with the table reflected in

paragraph 5.1 and must be substantiated by means of a submitted valid proof.

8.1 Will any portion of the contract be sub-contracted? YES / NO (delete which is not applicable)

8.1.1 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? YES / NO (delete which is not applicable)

9.1 Name of company/firm : ..................................................... .........................

9.2 VAT registration number : ..................................................................................

9.3 Company registration number ..... :..................................................................

9.4 Type of company/ firm

 Partnership/Joint Venture / Consortium

 One person business/sole propriety

 Close corporation

 Company

 (Pty) Limited

[Tick applicable box]

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efforts, skill and knowledge in an activity for the execution of a contract.

3.5 There have been no consultations, communications, agreements or arrangements made by the

bidder with any official of the procuring institution in relation to this procurement process prior to

and during the bidding process except to provide clarification on the bid submitted where so

required by the institution; and the bidder was not involved in the drafting of the specifications or

terms of reference for this bid.

3.6 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 and or may be reported

to the National Prosecuting Authority (NPA) for criminal investigation and or may be restricted

from conducting business with the public sector for a period not exceeding ten (10) years in

terms of the Prevention and Combating of Corrupt Activities Act No or any other

applicable legislation.

I CERTIFY THAT THE INFORMATION FURNISHED IN PARAGRAPHS 1, 2 and 3 ABOVE IS

Part d d1: declaration of bidder’s past SCM practices

D2: certificate of independent bid determination

Part e e1: undertaking by bidder in respect of tender

E2: general conditions of contract

specific goals)

SBD 7.1 (Contract Form) Make sure it is fully completed and signed

SBD 8 (Declaration of Bidder’s past

supply chain management Make sure it is fully completed and signed

practices)

SBD 9 (Certificate of Independent Make sure it is fully completed and signed

Bid Determination)

1.1 The National Film and Video Foundation (NFVF) considers this tender and all related information,

either written or verbal, which is provided to the respondent, to be proprietary to NFVF. It shall be

kept confidential by the respondent and its officers, employees, agents and representatives. The

respondent shall not disclose, publish, or advertise this specification or related information to any

third party without the prior written consent of NFVF.

2 Enquiries

2.1 All communication and attempts to solicit information of any kind relative to this RFP should be in

writing and channeled to: Email address: [email protected].

2.2 Bidders may not contact any other NFVF employee besides contact person mentioned on

Paragraph 2.1 above on any matter pertaining to the bid from the time when bid is advertised

to the time the bid is awarded. Any effort by a bidder to influence bid evaluation, bid

comparisons or bid award decisions in any manner, may result in rejection of the bid

concerned.

2.3 All the documentation submitted in response to this RFP must be in English.

2.4 The Bidder should check the numbers of the pages to satisfy themselves that none are missing or

duplicated. No liability will be accepted by NFVF regarding anything arising from the fact that pages

are missing or duplicated.

• ------------------------------------------------------------------------------- ................... ................. R....................

• ------------------------------------------------------------------------------- ................... ................. R....................

• ------------------------------------------------------------------------------- ................... ................. R....................

• ------------------------------------------------------------------------------- ................... ................. R....................

Total: r..........................................................

• * ”all applicable taxes” includes value- added tax, pay as you earn, income tax, unemployment insurance fund

contributions and skills development levies.

5.2 Other expenses, for example accommodation (specify, eg. Three

star hotel, bed and breakfast, telephone cost, reproduction cost,

etc.). On basis of these particulars, certified invoices will be checked

for correctness. Proof of the expenses must accompany invoices.

2.1 “all applicable taxes” includes value-added tax, pay as you earn, income tax, unemployment

insurance fund contributions and skills development levies;

2.2 “B-BBEE” means broad-based black economic empowerment as defined in section 1 of the

Broad -Based Black Economic Empowerment Act;

2.3 “B-BBEE status level of contributor” means the B-BBEE status received by a measured entity

based on its overall performance using the relevant scorecard contained in the Codes of Good

Practice on Black Economic Empowerment, issued in terms of section 9(1) of the Broad-Based

Empowerment Act;

2.4 “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 services, works or goods, through price quotations, advertised

competitive bidding processes or proposals;

2.5 “Broad-Based Black Economic Empowerment Act” means the Broad-Based Black Economic

Empowerment Act, 2003 (Act No. ).

2.6 “comparative price” means the price after the factors of a non-firm price and all unconditional

discounts that can be utilized have been taken into consideration;

2.7 “consortium or joint venture” 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;

2.8 “contract” means the agreement that results from the acceptance of a bid by an organ of state.

2.9 “EME” means any enterprise with an annual total revenue of R5 million or less.

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2.10 “Firm price” means the price that is only subject to adjustments in accordance with the actual

increase or decrease resulting from the change, imposition, or abolition of customs or excise duty

and any other duty, levy, or tax, which, in terms of the law or regulation, is binding on the

contractor and demonstrably has an influence on the price of any supplies, or the rendering costs

of any service, for the execution of the contract;

2.11 “functionality” means the measurement according to predetermined norms, as set out in the bid

documents, of a service or commodity that is designed to be practical and useful, working or

operating, taking into account, among other factors, the quality, reliability, viability and durability

of a service and the technical capacity and ability of a bidder.

2.12 “non-firm prices” means all prices other than “firm” prices.

2.13 “person” includes a juristic person.

2.14 “rand value” means the total estimated value of a contract in South African currency, calculated

at the time of bid invitations and includes all applicable taxes and excise duties.

2.15 “sub-contract” means the primary contractor’s assigning, leasing, making out work to, or

employing, another person to support such primary contractor in the execution of part of a project

in terms of the contract.

2.16 “total revenue” bears the same meaning assigned to this expression in the Codes of Good

Practice on Black Economic Empowerment, issued in terms of section 9(1) of the Broad-Based

Black Economic Empowerment Act and promulgated in the Government Gazette on 9 February

2007.

2.17 “trust” means the arrangement through which the property of one person is made over or

bequeathed to a trustee to administer such property for the benefit of another person; and

2.18 “trustee” means any person, including the founder of a trust, to whom property is bequeathed in

order for such property to be administered for the benefit of another person.

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allowed.

2. All certified documents must be within the current six (6) months. Copies of previously certified

documents will not be accepted and may result in automatic disqualification.

being properly secured upon submission.

Bidders will be evaluated in three (03) stages:

➢ Stage 1: Administrative Compliance

➢ Stage 2: Functionality Evaluation

➢ Stage 3: Price and Specific Goals Evaluation

8.1. Stage 1: Administrative Compliance

At this stage, bidders will be assessed on whether they have provided all mandatory documents. It is the

discretion of the BEC to decide on the disqualification of bidders who do not submit all required documents.

Bidders are required to submit the following mandatory documents:

• Proof of registration with the Central Supplier Database by submitting the CSD report. In the case of

a Joint Venture, each party must provide evidence of registration with CSD, and their tax compliance

status will be verified through the CSD. Bidders' tax status must be in order in line with Treasury

Regulations and must reflect n CSD.

• They were completed and signed Standard Bidding Documents attached to the bid. In the case of a

Joint Venture, a written agreement between the parties must set out the roles and responsibilities of

each member.

• In the case of a Joint Venture submitting a tender, including a resolution of each company of the Joint

Venture together with a resolution by its members authorizing a member of the Joint Venture to sign

the documents on behalf of the Joint Venture.

• Certified Copy of Company Registration Documents. In the case of a Joint Venture, all parties must

submit certified copies of incorporation documents.

• Certified copy of B-BBEE Certificate or sworn affidavit. A Joint Venture will qualify for the B-BBEE

status level as a legal entity, provided that the legal entity submits its B-BBEE status level certificate.

Failure on the part of the Bidder to comply with the above will be deemed that preference points for

B-BBEE status level of contribution are not claimed and will therefore be allocated zero (0).

8.2. Stage 2: Functionality Evaluation

Bidders who provided all required administration documents will be evaluated on functionality as per

the below evaluation criteria, where a minimum threshold is 70 points. Bidders who scored overall

score of 70 points or above will be evaluated on the nest stage of evaluation and bidders who score

below 70 points will be disqualified from the evaluation process.

8.3. Stage 3: Price and Specific Goals

Bidders who scored overall score of 70 points and above will be evaluated on 80/20 preference points

system, where 80 points are for price and 20 points for Specific goals.

 Pt − P min  Ps = 80 1 − 

 P min 

Where

Ps = Points scored for comparative price of bid under consideration

Pt = Comparative price of bid under consideration

Pmin = Comparative price of lowest acceptable bid

Functionality evaluation

Sub Criteria Weight

1. Capacity and experience of the Project Leader on similar project 30 points

The bidder must provide a CV that will be used as evidence to substantiate

the number of years of experience. If no proof of years of experience can be

obtained from the CV provided, it will not be considered for the purpose of the

calculation of the score.

a) Less than 03 years = 5 points

b) 03 to 04 years = 10 points

c) 05 to 06 years = 15 points

d) 07 to 08 years = 20 points

e) 09 and above = 30 points

2. Contactable Reference 30 Points

The bidder to submit reference letters from clients who have acquired the

same type of service from the bidder. Reference letters must include the

name of the organisation, contact person, contact details and it must be

signed (not electronically) and be on the client`s letterhead.

The bidder to provide reference letters.

a) 0 reference letters = 0 points

b) 1 to 3 reference letters = 10 points

c) 4 to 5 reference letters = 20 points

d) 6 and above reference letters = 30 points

3. Methodology and Approach. 30 points

The bidder must demonstrate the approach, methodology and implementation

plan (including a detailed phased in implementation plan with testing

schedules)

➢ Methodology with clear activities, realistic time frames, key tasks, sub

tasks, distribution of resources and reporting structure = 30 points

➢ Methodology with clear activities, realistic time frames, key tasks, sub

tasks and resources = 25 points

➢ Methodology with clear activities, realistic time frames, key tasks and

sub tasks = 15 points

➢ Methodology with clear activities, realistic time frames and key tasks =

10 points

➢ Project plan with activities only = 5 points

➢ No Project Plan with tasks = 0 point

4. Qualifications of the Project Leader 10 points

Formal certified qualifications in Project Management or HR related fields

must be submitted.

• MBA/Masters = (10 Points)
• Honours = (8 Points)
• Degree = (6 Points)
• Diploma = (4 Points)

Minimum threshold 70 points

Total 100 points

Part b

Sbd 3.3