Extended Title: Appointment of a service provider to develop the five-year Strategic Plan (2020-2025), an Annual Performance Plan 2020/21 and a Business Plan
Appointment of a service provider to develop the five-year Strategic Plan (2020-2025), an Annual Performance Plan 2020/21 and a Business Plan
Tender number: CS/SCM/CEO/R19-20/12
Closing date and time: 28 June 2019 @ 12:00pm
Compulsory briefing: 18 June 2019 @ 09:00am
RFP TO BE SUBMITTED IN HARD COPY TO: Corner Miriam Makeba & Helen Joseph Street, Newtown, Johannesburg, 2017
RFP VALIDITY PERIOD: 90 Days
2. ABOUT SCI-BONO DISCOVERY CENTRE
2.1 Sci-Bono Discovery Centre is the national flagship science centre in South Africa and the largest and most visited science centre in Southern Africa. Located in the historic, century- old Electric Workshop in the cultural precinct of Newtown Johannesburg, Sci-Bono annually receives hundreds of thousands of visitors to its large collection of interactive science and technology exhibits and exhibitions.
2.2 Sci-Bono started in 2004 as a partnership between the Gauteng Department of Education (GDE) and various private sector partners. Its supports mathematics, science and technology education in order to help build South Africa’s science engineering, mathematics and technology capacity.
2.3 It also works with the Department of Science and Technology (DST) and the South African Agency for Science and Technology Advancement (SAASTA), to promote interest and awareness in the fields of science, technology, engineering and mathematics and is a core member of the Southern African Association of Science and Technology Centres.
2.4 The activities and exhibitions we run and host at Sci-Bono are guided by its Vision: Sci- Bono envisions a society with the capacity to compete in the global world of science and technology and that is equipped with the skills, attitudes and values needed to improve the quality of life of all South Africans.
2.5 The Centre supports Science, Technology, Mathematics and related subjects to help build South Africa’s Science, Engineering and Technology capacity. The Sci-Bono Discovery Centre, where visitors can engage with the NPO’s collection of interactive Science and technology exhibits and exhibits also offers a broad programme of Science and Technology events, activities and programmes for schools, and the public at large.
2.6 Sci-Bono’s mission is to support and enhance the delivery of effective Mathematics, Science, Technology and Career Education in Gauteng schools and to improve awareness of, interest in and engagement with all aspects of science, engineering and technology in youth and the public.
2.7 Sci-Bono is one of the most popular leisure and educational destinations in Gauteng. The science centre endeavors to remain relevant to its patrons by bringing them once and again intriguing scientific content through internationally renowned travelling exhibitions and exhibits. In 2013 and 2016, Sci-Bono hosted the Body Worlds Travelling International Exhibition, which was well received and saw Sci-Bono receive record setting footfall through the science centre doors.
2.8 Sci-Bono through its goals, works towards achieving this mission by:
2.8.1 Improving the teaching and learning of Mathematics, Science and Technology in Gauteng
2.8.2 Providing Career Education to learners and youth in Gauteng
2.8.3 Providing skills development opportunities for young people
2.8.4 Promoting and improving public awareness of and engagement with Science, Engineering and Technology.
2.9 To achieve these goals, Sci-Bono implements a wide range of activities and offers exhibitions, for learners, teachers and the public at its centre in Newtown and through an extensive outreach programme to schools throughout Gauteng.
3. PURPOSE FOR THIS REQUEST FOR PROPOSAL (RFP)
3.1 This Request for Proposal (RFP) is to solicit comprehensive proposals from reputable service providers / bidders for the appointment of a service provider to develop the five-year Strategic Plan (2020-2025) and an Annual Performance Plan 2020/21. The appointed service provider will assist the respective programmes to update their four programme plans in line with the Strategic Plan and an Annual Performance Plan (APP).
This will include the following:
- Research to update the status quo
- Advice Sci-Bono Discovery Centre
- Capacity building in terms of formulation of indicators, targets and technical indicator descriptions
- Facilitate workshops with programmes, staff and the Board of Sci-Bono,
It should be noted that the Strategic Plan and an Annual Performance Plan (APP) should also include an updated strategic risk register which will be developed by the appointed Risk Consultant, The programme plans should also include operational risk registers which the Risk Consultant will be responsible for. The strategic planning consultant must liaise with the Risk Consultant to ensure that the timing is synchronised and that there is synergy between the risk mitigation plan and the programme plans.
Sci-Bono Discovery Centre is required to develop a Strategic Plan (2020-2025) and APP 2020/21. Furthermore, the SHIP, SHORP and SHI IP are five-year plans that were developed last financial year, these will need to be updated. The format for the SHIP, SHORP, SHI!P and Admin plan will need to be developed as each programme used their own format in the last year.
The Strategic plan 2020-2025, the Business Plan and APP will adhere to National Treasury’s framework.
It is intended that the facilitation process will ensure a coordinated and dynamic interaction between the Sci-Bono staff, Executive Managers and Board of the organisation. At the end of the process a detailed five-year Strategic Plan and an Annual Performance Plan will be developed. All this work will be based on a shared understanding, appreciation and alignment of the strategic goals, objectives and activities among the Sci-Bono staff, Executive Managers and Board.
The new formats should be concise and act as a management tool that can feed directly into the organisation’s balanced scorecard and individual’s performance agreements.
3.2. TIMEFRAMES FOR DEVELOPMENT OF THE ANNUAL PERFORMANCE PLAN
The submission dates for the Strategic Plan and APP 2020/21 to the Board is as follows:
- First draft - 15 July 2019
- Second draft - 15 October 2019
- Final draft - 30 January 2020
The draft plans must be submitted to the Sci-Bono’s Project Manager two weeks before above-mentioned dates.
The two-day staff strategic session will be held on 14, 15 and 16 August 2019.
The two-day Council strategic session will be held during September. This will enable the Board to approve the second draft of the Strategic Plan and APP (including the Admin Plan and Strategic Risk Register) at the Special Council meeting in September 2019.
Following September, Board’s strategic session the service provider will be required to review and finalise the plans leading up to final EXCO and Board approval in January 2020.
3.3. REPORTING AND REQUIRED CONTACT TIME
Given the level of interaction required by the Strategic Planning consultant and a number of internal stakeholders, the appointed consultant will be required to be based at Sci- Bono’s offices for at least two days per week whilst the plans are being developed. In addition, the consultant will be required to be based permanently at Sci-Bono’s office in the week leading up to each of the strategic sessions. The prospective service providers are cautioned to consider the Sci-Bono’s culture in planning this work, the best possible means of success are for the staff to become familiar with the consultant and for the consultant to build excellent working relationships with the Staff, Executive Managers and the Board.
The contract will be managed by the Chief Operations Officer or duly delegated..
The consultant will work with each of the Executives in their respective programmes to develop their individual programme plans.
The consultant will work with the Company Secretary in terms of planning the Board’s and its committee’s strategic session(s).
4. SCOPE OF WORK
The scope of work will be as follows:
- To gain an in-depth understanding of the frameworks governing the structure of the five-year Strategic Plan and an Annual Performance Plan (APP).
- To gain an in-depth understanding of the Strategic Plan 2015-2020 and its achievements in relation to the Medium-Term Strategic Framework (MTSF Outcome 8).
- Analysis of the APP 2019/20 and its annexures.
- To develop five-year Strategic Plan and an Annual Performance Plan (APP).
- Develop a framework based on the analysis and recommendations from the Executive team.
- Ensure knowledge transfer in formulating performance indicators, targets and technical indicator descriptions.
- Hold at least two workshops with each programme’s staff to solicit input into the development of the plans; and develop the four programme plans based on input from the programmes.
- Liaison with the Risk Consultant and attendance of risk workshops to ensure alignment with the programme plans.
- Facilitate the staff strategic planning session (preparation of agendas, develop packs, facilitate the two-day session).
- Facilitate the Board’s strategic planning session (preparation of agenda in consultation with CEO and Chairperson, develop packs, facilitate the two-day session).
- Finalise ail four programme plans and consolidate into a five-year Strategic plan and an Annual Performance Plan (APP).
- Ensure approval of the plans by the required deadlines.
- Ensure approval of balanced scorecards
5 KEY DELIVERABLES (see document)
5.1 FORMAT OF THE PROGRAMME PLANS
The programme plans should build on the plans developed for the 2019/20 financial year but also reflect improvements in the format e.g. avoid duplications, be much more concise and user friendly in order for the programme staff to utilise these for direction in terms of their work in the period and to develop the organisational balance scorecard and performance agreements.
The plans should include at a minimum the following sections:
- Status quo and achievements against previous plan
- SWOT analysis
- Risk register
- Performance indicators and targets
- Technical Indicator Descriptions
- Budget in line with the MTEF allocation
- Operational requirements e.g. staffing needs, operational requirements etc.
5.2 SKILLS AND EXPERIENCE OF THE TEAM
The successful service provider must demonstrate the following:
The team leader must have the following:
- A thorough understanding of the NPO/NGO/PBO sector would be an added advantage; demonstrated by having worked on at least one (1) project within the NPO sector.
- Minimum of five (5) years previous experience in facilitating Board Strategic Sessions.
- Excellent report writing and presenting skills.
- Minimum of five (5) years knowledge and experience of using participatory approaches and innovative facilitation techniques.
- Strong analytical skills with five (5) years strategic planning experience.
- Good interpersonal skills and ability to negotiate shared positions.
- Strong understanding of housing development including delivery methodologies and funding models.
The team leader should be assisted by a scribe with at least two (2) years’ experience in report writing.
The bidder must have the following experience:
- The bidder must have completed at least three (3) projects of a similar nature preferably in the NPO sector.
Three (3) years subject to performance of the first year.
6. PROPOSED SELECTION CRITERIA
- Proposed Technical approach of the bidder;
- Suitability of the proposed bidder and experience.
6.2 Functionality Evaluation
All proposals will be evaluated on the criteria provided in the table below. The proposals of all service providers will be rated on a scale of 1 to 5.
1: Unacceptable, does not meet set criteria
2: Weak, less than acceptable. Insufficient for performance requirements
3: Satisfactory should be adequate for stated element
4: Very good, above average compliance to the requirement
5: Exceptional mastery of the requirement should ensure extremely effective performance.
See document for table
N/B: Bidders need to obtain a minimum of 70% for functionality for them to be evaluated further on the 80/20 preference point system (see document for table)
7. TERMS AND CONDITIONS/ INSTRUCTION FOR THE PROPOSAL
7.1 Sci-Bono can request further information from any service provider (s) after the closing date.
7.2 Sci-Bono reserves the right to cancel the bid or not to appoint any service provider(s).
7.3 Sci-Bono reserves the right to perform audits on the quality of processes/intervention methodology or approach utilized by the service provider, after the awarding of the service provider.
7.4 The service provider will always be appointed on the premise of a suppiier-delivering- a-service relationship and not of an employer-employee relationship.
8. MINIMUM REQUIREMENTS
8.1 Bidders must supply Sci-Bono with the below-mentioned minimum requirements. Failing to provide these requirements may constitute automatic disqualification:
Suppliers must submit the following (Submit two envelops as follows):
8.1.1 A Formal Written Quotation (clear & unambiguous; with VAT implications).
- Bidders are requested to provide an all-inclusive cost of this project assignment with the following clearly indicated:
188.8.131.52 Daily rate of each consultant with anticipated number of days to complete assignment; and
184.108.40.206 Anticipated travel and disbursement costs.
8.1.2 Quotation form downloadable from the Sci-Bono website.
8.1.3 Comprehensive proposal (including the project plan)
8.1.4 Proof of Company Registration
8.1.5 A valid Tax Clearance Certificate
8.1.6 B-BBEE certificate (1RBA or SANAS) or Sworn Affidavit
8.1.7 Fully completed SBD forms (SBD 4, SBD 8, SBD 9) downloadable from the Sci-Bono website
8.1.8 An over the counter Stamped Letter Confirming Bank Details of the bidding entity
8.1.9 Proof of Business Address
8.2 Bidders must further supply Sci-Bono Discovery Centre with at least two (2) contactable references where the bidder has delivered similar services. Reference letters demonstrating skills and expertise to undertake the contract; and
8.3 Contactable references by simply stating the following:
- Name of client
- Contact telephone numbers
- Dates and work performed
- Rand value of worked performed
8.4 The failure to provide the above may constitute a disqualification as it shall be deemed that the bidder does not have the required experience.
8.5 Bidders are reminded that the Sci-Bono will award the bid based on a bidder’s total project cost and not hourly or daily rates. The bidder must ensure delivery of the project within the required timeframes stipulated in the terms of reference.
9. PRICING SCHEDULE AND DELIVERY
9.1 General Pricing Fee
9.11 The bidder must provide a clear and unambiguous price schedule (quotation).
9.1.2 All disbursements and related costs shall be provided separately, if any, and may be negotiated during the project implementation period.
9.1.3 Only unconditional discounts shall be accepted. All discounts granted must be specified on the Quotation Form.
9.1.4 Note that the price must be fixed and will not be subjected to change based on foreign exchange fluctuations.
9.2.1 The delivery/provision of services shall be done at primarily at Sci-Bono Discovery Centre, Newtown, Johannesburg, Gauteng Province.
10. CONDITIONS FOR SHORT LISTING
10.1 Proposals submitted will be evaluated using a system Method 4 (Financial Offer, Quality and Preference) in line with Section 6.3 (Table 6.3.1: Standard Tender Evaluation Method) prescribed by Sci-Bono’s Supply Chain Management Policy.
10.2 All bids shall be subjected to the preliminary evaluation process. Bidders who do not meet the minimum requirements (item 10) set by this RFP may automatically be disqualified and shall not be evaluated for functionality, price and preference.
10.3 Service providers are required to submit all documents specified on item 9.1 and 9.2 of this RFP, otherwise failure to submit all documents may constitute disqualification.
11. TECHNICAL EVALUATION (COMPULSORY PRESENTATION)
11.1 All proposals / bids that will qualify (accepted) during the preliminary evaluation stage shall be evaluated for functionality or technicality. The functionality evaluation criteria shall be as follows:
11.2 Shortlisted service providers will be required to submit and present their proposal on a specified date.
12. PRICE EVALUATION
12.1 The proposals / bids shall be evaluated using the 80/20 preference point scoring system.
PS = 80
Ps = Point scored for comparative price of bid under consideration;
Pt = Comparative price of bid under consideration; and
Pmin = Comparative price of the lowest acceptable bid.
13. POINTS FOR B-BBEE
13.1 An 80/20 preference points scoring system (B-BBEE points) shall apply and shall be awarded as follows: (see document for table)
14. AWARD CRITERIA
14.1 The bidder with the total highest number of points for price and B-BBEE contribution shall be awarded the contract, unless objective criteria applied leads to an award to an alternative bidder.
14.2 In the event of two or more bids scoring equal points, the bid will be awarded to the bidder scoring the highest points on B-BBEE or preference.
14.3 However, in the event the two or more bids have equal B-BBEE points, the tender will be awarded to the bidder with the highest points for functionality, if applicable.
14.4 Qualifying proposals will be evaluated according to the following criteria:
- Price: - 80%
- PDI / BEE rating - 20%
15. CLOSING DATE AND TIME
15.1 Compulsory briefing will be held on 18 June 2019, 12:00pm; at Sci-Bono Discovery Centre.
15.2 Submissions should be delivered by hand (hardcopy) on or before 28 June 2019 at 12:00pm, deposited into the tender box marked “APPOINTMENT OF A SERVICE PROVIDER TO DEVELOP THE FIVE-YEAR STRATEGIC PLAN (2020- 2025), AN ANNUAL PERFORMANCE PLAN 2020/21 AND A BUSINESS PLAN FOR SCI-BONO DISCOVERY CENTRE”; “NO LATE PROPOSALS” shall be accepted. Late proposals / bids shall be immediately returned to the bidders.
15.3 Shortlisted bidders will be invited to present their submissions to the Bid Evaluation Committee (BEC) on a date that will be communicated via email after the closing date.
15.4 All correspondences shall be done by e-mail email@example.com; no telephonic correspondences shall be done before and after the closing of bid. Consultants may be informed in writing of the outcome of the bid adjudication process.
16.1 Sci-Bono reserves the right to accept or reject any variation, deviation, tender offer or alternative offer and may cancel the tender process and reject all tender offers at any time before the formation of a contract.
16.2 Sci-Bono reserves the right to award a contract to multiple service provider(s) should it be deemed necessary.
16.3 Sci-Bono reserves the right not to appoint a provider, to accept and/or award the whole or any portion of the tender, and is also not obliged to provide reasons for the rejection of any tender.
16.4 Sci-Bono will not incur any liability to a tenderer for such cancellation and rejection, but will give written reason for action upon request to do so.