Terms of Reference for the Appointment of a Suitable Service Provider for the Provision of the Hatchery Management Short Course Training for the Personnel (programme Coordinators) of the Food Resilience Unit

The specifications of work to be rendered by the service provider will be as follows:

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➢ To provide information on the Preparation of the Hatchery Unit, Incubation Oversight, and

Post-Hatch Oversight, including Vaccination and Bio-Security.

➢ To perform an inspection and analysis of the Hatchery facility for learners to develop a

deeper understanding of Hatchery Management statuses and challenges.

➢ To possess thorough knowledge and traceability, record keeping, and hatchability.

➢ Should hold a Hatchery Management or Animal Husbandry Qualification.

➢ Should submit the proof of accreditation with Agri-Seta and proof of previous work done.

➢ Should possess NQF Level 3 of the Hatchery Short Course Training from Agri-Seta.

➢ The Hatchery Short Course Training should entail the following elements:

BASIC HATCHERY MANAGEMENT

➢ Business registration and compliance.

➢ Bio-Security management.

➢ Hatchery settings.

➢ Ventilation management.

➢ Egg receiving and handling.

➢ Vaccination and pest control management.

➢ Hatchery troubleshooting.

➢ Post-hatch care.

➢ Analysis of hatch results.

➢ Grading, labelling, packaging, and distribution

➢ Marketing and sales.

➢ Certification of Compliance.

4.1 PROJECT TIME FRAMES

Target Item Number of Deliverables Time frames

participants

City of Johannesburg Basic Hatchery 25 personnel Sourcing of Within the period of

Personnel (Programme Management (Programme Quotations from 3 six months (training

through the RFQ within the period of

process of the six months after the

City of closing date of the

Johannesburg advert in 2026).

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Report approved Within the period of

by the Acting six months (training

appoint an within the period of

approved service six months after the

provider for closing date of the

Agriculture, advert in 2026).

Husbandry, and

Animal Science

Management.

Training Within the period of

materials, six months (training

attendance within the period of

registers, are to six months after the

be issued to the closing date of the

City of advert in 2026).

Johannesburg.

FUNCTIONALITY

EVALUATION CRITERIA

CRITERIA GUIDELINES WEIGHTING

1. Methodology/approach 2. Detailed Project Plan/Implementation Plan 25

on how the project will be undertaken, and a

demonstration of understanding of the brief by

providing details of these processes:

Initiation = 5 points

Planning = 5 points

Execution = 5 points

Control = 5 points

Closure = 5 points

The total score will be the sum of all processes

detailed (maximum 25 points).

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2. Company Track Record N.B. Attach contactable reference letters on client 35

on Hatchery Management letterhead, signed by the authorised signatory, for

each project.

1. Number of projects completed in mentorship 10

(hatchery management)

Less than 3 Projects = 0 points

5 Projects = 5 points

More than 8 Projects = 10 points

2. Number of trainings completed in Hatchery 15

Management.

Less than 5 Projects = 0 points

8 Projects = 5 points

More than 10 Projects = 10 points

3. Number of Agricultural projects completed in 10

Hatchery Management.

Less than 3 Projects = 0 points

8 Projects = 10 points

More than 10 Projects = 15 points

3. Qualification of key N.B Attach detailed Curriculum Vitae of the 25

personnel Project Leader, with relevant qualification and

certified qualification(s) not older than 6 months

Less than matric = 0 points

Matric = 5 points

Undergraduate qualification not related to

agriculture, husbandry, and animal science

studies (diploma/degree) = 10 points

Undergraduate qualification related to agriculture,

husbandry, and animal science studies

(diploma/degree) = 15 points

Post-graduate qualification not related to

agriculture, husbandry, and animal science

studies (honors, master's, PHD) = 20 points

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Post-graduate qualification related to agriculture,

husbandry, and animal science studies (honors,

master's, PHD) = 25 points

4. Experience of the NB: Attach company profile. 15

company/institution Less than 3 years as a training provider within

the hatchery management sector = 0 points

5 years as a training provider within the

hatchery management sector = 5 points

8 years as a training provider within the

hatchery management sector = 10 points

Over 10 years as a training provider within the

hatchery management sector = 15 points

TOTAL 100

NB. Failure to meet a threshold of 65, the first stage of the evaluation criteria will result in an

automatic exclusion.

PREQUALIFYING CRITERIA

6.1 Agri-Seta accreditation for the company, relevant to the modules/unit standards to be offered.

DISQUALIFYING CRITERIA

1. Failure to complete and sign the form of bid in full.

2. Failure to complete and quote for all items on the pricing schedule.

3. Failure to submit proof of accreditation for the company with Agri-Seta.

4. Failure to attach a letter confirming errors or alterations in the price schedule.

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FORM C

RFQ NR: ___________________

FORM B: FORM OF QUOTATION AND FORM OF ACCEPTANCE

Will the quoted price remain firm for a period of 30 days? (YES/NO)

If not: State the validity period _____________________

Is/Are the price/s quoted subject to the 2,5% settlement discount (YES/NO) __________

Is/Are the tender price firm until completion of order/work? (YES/NO)

______________________

If not:

(a) Submit the cost factors which will be taken into account in the event of price

increase/decrease, as well as the compilation of the tender price/s, i.e. cost

price, transport cost, margin of profit, etc (clause of the Specification and

Additional Conditions of Tender, Form A, refers)

% INDEX FIGURE AND BASE DATE (EG. SEIFSA TABLE E1 JUNE

1992)

Material

Labour

Transport

Profit

OTHER

TOTAL 100

NB. If prices are variable due to fluctuation in the exchange rate, the acceptance of any

order will be subject to forward cover taken out by yourselves.

SIGNATURE OF TENDERER:............................................

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FORM OF QUOTATION AND FORM OF ACCEPTANCE (contd)

Group Head: SSCM City

of Johannesburg

Sir/Mam,

I/We the undersigned, having examined the specifications, hereby offer to supply and

deliver the items in accordance therewith, at the following price:

No. Item Unit Duration Number of Total Price

participants

1 Basic Hatchery 1 5 days 25

Management (level

3) City of

Johannesburg

personnel

(Programme

Coordinators).

(Please refer to

scope of works)

TOTAL PRICE

(EXCL.VAT)

R

Is the Company VAT Registered? (YES/NO): ________________

VAT Number: _________________________________________

VENDOR NUMBER _______________________________

VENDOR SIGNATURE: ____________________________

DATE: ___________________________________________

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FORM OF QUOTATION AND FORM OF ACCEPTANCE (contd)

SIGNATURE OF PERSON/S AUTHORISED TO SIGN QUOTATIONS:

NAME ID NUMBER CAPACITY SIGNATURE

DATED THIS __________ DAY OF ______________________2023.

REGISTERED NAME OF TENDERING COMPANY/SUPPLIER: - (IN BLOCK LETTERS)

.________________________________________________________________________

COMPANY REGISTRATION NUMBER: ________________________________________

ADDRESS: ___________________________________________

_____________________________________________________

_____________________________________________________

TELEPHONE NUMBER: _________________________________

FAX NUMBER:

________________________________________

AS WITNESSES:

1__________________________________ ____________________________________

(NAME & SURNAME IN BLOCK

LETTERS)

2__________________________________ ____________________________________

(NAME & SURNAME IN BLOCK

LETTERS)

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FORM D

STATEMENT OF AUTHORISATION

IF THE TENDERER IS A COMPANY OR FIRM, STATE ON WHAT AUTHORITY THE

UNDERSIGNED HAS THE AUTHORIZATION TO SIGN THE TENDER DOCUMENTS, FOR

EXAMPLE: COMPANY’S RESOLUTION OR PROCURATION OR STATUTES OF

PARTNERSHIP, ETC.

I/We the undersigned is/are authorized to enter into this contract on behalf of

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

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

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

...

.......... by authority of ........................................................................................................

dated ..................................... a certified copy of which may be attached to this tender.