The south african weather service (saws) conducts a biennial stakeholder perception survey to assess stakeholder satisfaction regarding its service delivery (products and services), corporate image, pricing structure, and the performance of these aspects. In 2023, the survey indicated an overall customer satisfaction level of 72%. Recognising that various factors influence satisfaction and that stakeholder expectations evolve, saws conducts these perception surveys to understand these changing needs. 4 requirement / scope of work 4.1 Saws seeks to appoint a service provider with capacity, ability, knowledge and proven experience to develop survey and assessment tools and conduct a survey to assess saws’ products and services as well as the level of satisfaction with specific focus on: a. Relevance of information and data provided b. Accessibility of the organisation, products and services c. The provision of information on time d. Accuracy of the information and data provided e. If the information and data provided is reliable and credible f. The packaging of information, products and services g. Is the information open to ambiguity when interpreted h. User-friendliness of the information and data provided i. Value for money j. Brand awareness k. Professionalism l. Advocacy public document: document template reference: CFO-SCM-TEMP-002 of 6 docusign envelope ID: 9E91ECA4-95E4-4D33-B2BE-E739BCBEB52B template: RFQ terms of reference for services – annexure h 4.2 Develop tools and conduct a perception survey covering all regions constituted in the 9 provinces • develop the research tools and methodology • define the sample, sampling method and determine representation per geographical distribution, living standard measurements (lsm’s), and stakeholder groups • analyse findings and submit a detailed report (electronic and print) with recommendations 4.3 Various departments within saws work closely with a wide range of stakeholders; the perception survey is essential to the work of the organisation which relies heavily on the continued goodwill and engagement of its many external stakeholders and partners. The survey should also seek to: • determine that saws conducts relationships with its stakeholders in a way that is mutually beneficial and in accordance with its mandate (public good and commercial services provision) • evaluate the nature and quality of relationships between saws and its stakeholders and identify areas of improvement • determine whether stakeholders do recommend saws goods and services to others 4.4 The service provider will be required to undertake the following tasks, in close consultation with saws: tasks 4.4.1 Conduct a survey with a sample that includes all lsm’s, the general public and stakeholders from various stakeholder groups, industries and provinces. A focus on disaster risk reduction (drr), people living with disabilities and regions. 4.4.2 Provide proof of necessary experience in conducting research and survey of this nature in the form of previous reports of research and/ or surveys conducted 4.4.3 Establish working relations with saws team and develop a work plan 4.4.4 Utilise 2023 survey results as a benchmark 5 evaluation of bids the RFQ will be evaluated in 3 phases as mentioned below: ➢ phase 1: SCM administrative requirements. ➢ Phase 2: functional evaluation. ➢ Phase 3: price and specific goals. 5.1 Phase 1: SCM administrative requirements rfqs received will be verified for completeness and correctness. Saws reserve the right to accept or reject a RFQ 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 RFQ. document comments public document: document template reference: CFO-SCM-TEMP-002 of 6 docusign envelope ID: 9E91ECA4-95E4-4D33-B2BE-E739BCBEB52B template: RFQ terms of reference for services – annexure h proof of registration on the central supplier bidders must be registered on the csd. Csd database (csd) of national treasury registration number must be provided. Request for invitation (annexure a) completed and signed sbd 3.3 For services (pricing schedule) completed sbd 4 (bidder’s declaration) completed and signed sbd 6.1 (Preference points claim form) completed and signed if points are claimed SARS (south african revenue service) tax bidders tax matters must be in order compliant valid and compliant original b-bbee and/or BBBEE certificate certified copies of sworn affidavit must be submitted for any points claimed bidders who comply with the above requirements will be considered for further evaluation. 5.2 Phase 2: functional evaluation functional evaluation 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 1. Proposed methodology and technical approach 0 = NO methodology with the following keys: 20 submitted 10 = two keys 1. Assessment of the bidder’s addressed. Understanding of the tor, 15 = three keys 2. Proposed methodology, addressed 3. Data‐collection approach, 20 = all keys 4. Sampling strategy, addressed 5. Analytical techniques ➢ detailed work plan, project management 20 0 = NO work plan approach and deliverables including the provided following: 15 = two deliverables o detailed and realistic, met o professionally presented work plan with 20 = all deliverables timelines met o milestones, roles, dependencies, public document: document template reference: CFO-SCM-TEMP-002 of 6 docusign envelope ID: 9E91ECA4-95E4-4D33-B2BE-E739BCBEB52B template: RFQ terms of reference for services – annexure h o communication plan 2. Expertise and qualifications of key personnel 30 0 = NO relevant cvs skills related perception survey, and relevant 10 = cv with one experience of the project team as evidenced in required key submitted cvs: personnel aspect ➢ extensive experience in stakeholder 20 = cv with two perception surveys, required key ➢ statistical analysis, personnel aspects ➢ and similar public‐sector projects 30 = cv with all required key personnel aspects 3. Relevant experience and track record experience in successfully delivering stakeholder 30 0 = NO references perception surveys or similar research projects, provided supported by signed reference letters from 10 = 1 relevant contactable clients. Reference provided contactable references shall include: 20 = 2 relevant - name of the client references - contact person provided - telephone number 30 = 3 or more relevant references provided total 100 bidders who score 70% out of 100% will qualify for further evaluation in terms of price and specific goals. 5.3 Phase 4: price and specific goals bidders who comply with the requirements of this bid will be evaluated according to the preference point scoring system as determined in the preferential procurement regulations, 2022 pertaining to the preferential procurement policy framework act, act NO . Points for this RFQ shall be awarded for: (a) price; and (b) specific goals (refer to annexure f: preference points claim form). The maximum points for this bid are allocated as follows: public document: document template reference: CFO-SCM-TEMP-002 of 6 docusign envelope ID: 9E91ECA4-95E4-4D33-B2BE-E739BCBEB52B template: RFQ terms of reference for services – annexure h points price 80 specific goals (refer to annexure f: preference points claim 20 form) total points for price and specific goals 100 subject to section 2(1)(f) of the preferential procurement policy framework act, 2000 (act NO ), the RFQ will be awarded to the bidder scoring the highest points. 6 due 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. 6.1 Address where services are required. The successful bidder will be required to render the services at the following address: south african weather service 1263 heuwel road centurion 0157 public document: document template reference: CFO-SCM-TEMP-002 of 6 annexure i popia : supplier notice and consent form private bag x097, pretoria, 0001 • tel: + 27 (0) 12 367 6000 • www.weathersa.co.za • Ussd: *120*7297# popia: supplier notice and consent form i confirm that i AM duly authorised to sign this consent form. Name (print) .............................................. Capacity .............................................. Signature .............................................. Name of firm .............................................. Date .............................................. (Hereinafter referred to as “the “data subject “) a company/organization duly incorporated under the laws of republic of south africa, having its main place of business at ............................................................................................................................. , With registration number:.................................................................