Impact evaluation of the invasive alien species programme – KZN edtea (5 months)

Bidding procedure enquiries:

• Contact: Admin Office
• Telephone: (033) 264 2579/2862
• Email: [email protected]

Technical enquiries:

• Contact: Ntombizethu Hlobisile Mhlongo
• Telephone: 063 293 6713
• Email: [email protected]

Submission address:

Ground Floor Foyer

270 Jabu Ndlovu Street

Pietermaritzburg

Submission method: deposit in the bid box at the Ground Floor Foyer, 270 Jabu Ndlovu Street, Pietermaritzburg.

• Bidders must sign the official submission register at reception upon delivery; ensure couriers/drivers are informed of this requirement.
• Bids must be submitted on the official forms provided (not retyped) and each page must be initialled.
• Envelope must be sealed, marked with the bid number, closing date, and bidder's name and address; must not contain documents for any other bid.
• No bids by post, fax, telegraph, or electronic means will be accepted.
• Bids must be complete in all respects; any alterations must be initialled; correcting fluid and erasable pen are prohibited.
• Returnable forms (all must be completed and signed):
• SBD 1 (Invitation to Bid) – Part A and Part B, signed as the offer cover page.
• Section E – Declaration that CSD information is correct and up to date.
• Section F – Pricing Schedule (SBD 3.3) for professional services.
• Section G – Quotation Offer.
• Section H – Bidder's Disclosure (SBD 4) – discloses any state employment or connections.
• Section I – Preference Points Claim Form (SBD 6.1) – claims preference points.
• Section J – Official Briefing Session Certificate (compulsory attendance).
• Section K – Questionnaire Replies.
• Section N – Authority to Sign the Bid.
• Failure to submit any compulsory document will render the quotation invalid.

Evaluation is in four stages:

1. Administrative Compliance – verification that all compulsory documents (Sections A to O) are submitted and completed. Failure to comply invalidates the quotation.
2. Functionality – bidders must achieve a minimum qualifying score of 60% to proceed.
3. Preferential Point Evaluation – 80/20 preference point system: price (80 points) and specific goals (20 points). Specific goals and points:

• African ownership: 5 points (submit ownership demographic form, CIPC certificate, completed SBD 6.1)
• Women ownership: 5 points (same documents)
• People living with disability: 5 points (ownership demographic form, doctor's medical/disability certificate, CIPC certificate)
• Geographical location (KZN based): 5 points (ownership demographic form, CIPC certificate, completed SBD 6.1, utility bill/letter, letter from ward councillor/lease agreement/account statement)

4. Price negotiation – the department reserves the right to negotiate price with the recommended bidder.

The department requires the appointment of a service provider to conduct an impact evaluation of the Invasive Alien Species Programme.

• Contract period: five (5) months from signing of the Service Level Agreement.
• The evaluation must cover the programme's impact as per the Terms of Reference (Annexure A).
• Bidders must provide a ceiling price based on total estimated time for completion of all phases, including all expenses and taxes.
• Bidders must list persons involved in the project with their hourly and daily rates.
• Bidders must specify phases, cost per phase, and man-days per phase.
• Travel expenses: only actual costs recoverable; proof must accompany certified invoices.
• Bidders must state the period required for commencement after acceptance of bid and estimated man-days for completion.
• Rates must be firm for the full contract period unless otherwise specified with adjustment basis.
• Offer must remain valid for 60 days from closing date.

Pricing schedule: SBD 3.3 (Professional Services) – firm prices.

• Offer valid for 60 days from closing date.
• Ceiling price required, inclusive of all applicable taxes (VAT, PAYE, income tax, UIF, skills development levies).
• Certified invoices must be rendered for payment.
• Travel expenses recoverable at actual cost with proof.
• Payment terms: payments made within 30 days of invoice submission (per GCC).
• Performance security: successful bidder must furnish performance security within 30 days of contract award, amount as specified in SCC (not stated in document).

CSD registration: mandatory – bidders must be registered on the Central Supplier Database (CSD) at closing time; otherwise disqualification.

• Section E declaration that CSD information is correct and up to date.

Tax compliance: bidders must submit SARS Tax Compliance Status (TCS) PIN or CSD number; each party in a consortium/JV/subcontract must submit separately.

• Bids from persons in the service of the state, or companies with directors in state service, will not be considered.

B-BBEE: Preference points claimed under SBD 6.1; specific goals as per evaluation criteria. Proof required for each goal claimed.

• No B-BBEE level threshold specified; points awarded for specific goals only.

CIDB: Not applicable (services, not construction).

CIPC: Required for ownership claims (CIPC certificate).

Local content: Not specified.

Compulsory briefing attendance: mandatory – certificate (Section J) must be submitted.