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COMPULSORY BRIEFING SESSION TEMPLATE

COMPULSORY BRIEFING SESSION TEMPLATE. Presented by: Tebogo Maphala Designation: Supply Chain Manager. SASSETA - your partner in skills development. CONTENTS. Documents in the bid pack Clarification /Queries Submission of Bids Format of Bids Evaluation of bid

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COMPULSORY BRIEFING SESSION TEMPLATE

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  1. COMPULSORY BRIEFING SESSION TEMPLATE Presented by: Tebogo Maphala Designation: Supply Chain Manager SASSETA - your partner in skills development

  2. CONTENTS Documents in the bid pack Clarification /Queries Submission of Bids Format of Bids Evaluation of bid Pricing and B-BBEE points Disqualifications National Treasury Central Supplier Database (CSD) Conclusion SASSETA - your partner in skills development

  3. DOCUMENTS IN THE PACK SASSETA Bid documents are divided into two sections: Section A RFBSubmission Conditions and Instructions, Terms of Reference, Selection Process Section B Special Conditions of Bid and Contract, GCC (Annexure A), Invitation to Bid/Quote (SBD 1), Pricing Schedule(SBD 3.1 or 3.3), Declaration of Interest(SBD 4), Preference Points Claim form in terms of Preferential Procurement Regulations 2017(SBD 6.1), Declaration of bidder’s Past SCM Practices (SBD 8), Certificate of Independent Bid Determination (SBD 9) , Submission Checklist, Map to SASSETA Offices SASSETA - your partner in skills development

  4. CLARIFICATION/QUERIES Bidders are encouraged to comprehensively read the tender document and the terms of references/Specifications in advance (before briefing session/before preparing a submission) to understand the requirement of the Tender. Question to ask themselves is whether the tender is their line of work? Do not try and be Jack-of-all-trades – it is better to specialise Bidders are always afforded an opportunity to ask clarification questions and these are to always be made in writing (email) to a specified email for SCM to keep an audit trail of the discussions. Do not consult anyone else at SASSETA except the designated email address as this might compromise the tender process. Bidders are to pay attention to the closing date and time for clarifications questions and to send these by the said date and time. Reading the document beforehand will come in handy in this instance as all questions will be sent timeously. SASSETA - your partner in skills development

  5. SUBMISSION OF BIDS Pay attention to: The closing date and time of the tender. This will not be extended for any reason whatsoever to accommodate a bid. A second after the closing time is regarded as late. The official Telkom line (1026) is always used to verify the exact closing time (11h00). The number of copies of your proposal required for the particular tender (e.g. one original and three duplicate copies, etc.), adhere to this requirement The format in which your proposal is to be submitted in (e.g. one Orginal hard-copy and another on a memory stick, etc.) The layout and packaging of the proposal into different sections for easy access to information The delivery address of the tender SASSETA - your partner in skills development

  6. FORMAT OF BIDS Bidders are to fully complete the required National Treasury Standard Bidding Documents (SBDs) and submit with their proposals. On each of these documents, bidders are to ensure that all rows and columns are completed: Invitation to bid (SBD 1) Pricing schedule (SBD 3.1 or 3.3) Declaration of interest form (SBD 4) Preference points claim form (SBD 6.1) Declaration of past supply chain management practices (SBD 8) Certificate of independent bid determination (SBD 9) SASSETA - your partner in skills development

  7. FORMAT OF BIDS - CONTINUED Bidders to submit an original or certified copy of a valid B-BBEE Certificate/Accounting Officer or Auditor’s Letter/Sworn Affidavit Bidders to initial each page of the General conditions of Contract (Annexure A)and submit with the bid Bidders to submit a comprehensive Technical approach Bidders to submit comprehensive Team CVs Bidders to submit a comprehensive company profile highlighting the Bidding Company’s experience in the assignment Any other supporting documents required for the tender (certified copies of qualifications in relation to the tender, registration with professional bodies, etc). Do not submit documents that were not asked for (Company financials, company registration documents, lease agreements, etc.) SASSETA - your partner in skills development

  8. EVALUATION CRITERIA Bidders to pay close attention to the evaluation criteria - this is what will be used to evaluate and shortlist/disqualify proposals: Bidders to understand the scoring matrix (0 – 5 scale, etc.) Bidders to prepare a submission that will score the highest score (5) on the evaluation criteria and submit the required supporting documents for evaluation Bidders to package their submission in line with all the requirements of the evaluation criteria and answer all requirements. This part of the bid is not to be delegated to Junior staff members, it needs the technical team to package this for a winning bid. Bidders are to understand that their proposal document will speak on the Company’s behalf at the evaluation meeting and it needs to be easily readable and understandable SASSETA - your partner in skills development

  9. EVALUATION CRITERIA - CONTINUED Bidders to always submit a methodology and schedule of work highlighting a step by step guide to SASSETA on the processes to be undertaken from start to completion of the assignment, together with each team member tasks, duration of each task and estimated cost per task. CVs of team members proposed for this assignment to be submitted (maximum three pages per CV) highlighting each member’s role on the assignment, their previous on similar assignment and clients they have worked with, the duration of their experience per client’s contract, etc. Experience of the bidding company – highlighting the names of previous/current client where similar services were rendered, duration of the assignment per client, how the assignment was completed and when. SASSETA - your partner in skills development

  10. EVALUATION CRITERIA - CONTINUED Bidders to always request signed reference letters on the letterhead of their previous/current clients highlighting the assignment undertaken, the duration of the assignment and the Client’s impression on how the service was rendered. A library of these to be kept by the Bidding Company and submitted with each tender to prove the required experience. SASSETA - your partner in skills development

  11. PRICING AND B-BBEE (80/20) OR (90/10) If it is estimated that the budget of a tender will be below R50 000 000, the 80/20 preference point system will apply. 80 points will be allocated to pricing and 20 points will be allocated to B-BBEE points. If it is estimated that the budget of a tender will be above R50 000 000, the 90/10 preference point system will apply. 90 points will be allocated to pricing and 10 points will be allocated to B-BBEE points. SASSETA - your partner in skills development

  12. DISQUALIFICATIONS Phase 1 (Pre-screening) A proposal from a bidder who did not attend this compulsory briefing session. A proposal arriving one second after closing time or any time thereafter. A proposal from a bidder without submission of mandatory documentation Phase 2 (functionality evaluation) A bid that does not meet the minimum functionality threshold (e.g. 70%, etc.) Mainly because the required information/documents are not provided (e.g. reference letters, certified qualifications certificates, etc.) SASSETA - your partner in skills development

  13. DISQUALIFICATIONS - CONTINUED Phase 3 (Pricing and B-BBEE) A bidder that has submitted a price that is lower than the market price and price themselves out of the market A bid that did not price as per the specification document, elements missing from the specification SASSETA - your partner in skills development

  14. NATIONAL TREASURY CSD Circular no. 3 of 2015/2016 All bidders are to register their Company on the National Treasury Central Supplier Database for National procurement by any State Institution and for this bid www.csd.gov.za SASSETA will require CSD supplier number of the recommended Bidder before appointment SASSETA - your partner in skills development

  15. CONCLUSION Bidders to pay attention to the closing date and time and submit timeously Bidders to adhere to the number of copies to be submitted for each bid Bidders to adhere to the format of the submission (hard-copy or electronic) Bidders to adhere to the layout and packaging of their bid – bind the proposal and divide into different sections Bids are to be hand-delivered at SASSETA Offices Mandatory Documents to be submitted Bidders to pay attention to the evaluation criteria and to submit all require documents Bidders to ensure that the price proposed is market related and all aspects covered in the pricing schedule are included in the price Bidders to ensure that a valid B-BBEE certificate/Affidavit is submitted Bidders to ensure that their CSD registration is up to date and all taxes paid SASSETA - your partner in skills development

  16. THANK YOU FOR YOUR TIME SASSETA Toll-free Anti-Fraud Hotline 0800 701 701 SASSETA - your partner in skills development

  17. Thank you! SASSETA - your partner in skills development

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