BID NO: SCMU: /14 TERMS OF REFERENCES FOR TRAINING PROVIDERS TO OFFER TRAINING ON SOUTH AFRICAN SIGN LANGUAGE (SASL) AND BRAILLE

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1 BID NO: SCMU: /14 TERMS OF REFERENCES FOR TRAINING PROVIDERS TO OFFER TRAINING ON SOUTH AFRICAN SIGN LANGUAGE (SASL) AND BRAILLE 1. INTRODUCTION The ETDP SETA in partnership with North West and Mpumalanga Departments of Education & Training is looking for accredited training providers to facilitate the implementation of part qualifications on SASL and BRAILLE. AREAS OF IMPLEMENTATION PROVINCE NUMBER OF SPECIAL SCHOOLS TEACHERS PROGRAMME North West 18 As Indicated 18 As Indicated Mpumalanga 8 As Indicated 8 As Indicated 8 As Indicated 9 As Indicated AREAS OF IMPLEMENTATION Dr RSM District Municipality Bojanala District Municipality Bohlabela District Municipality Enhlanzeni District Municipality Nkangala District Municipality Gert Sibande District Municipality 1

2 PROGRAMMES QUALIFICATIONS TITLE NQF LEVEL CREDIT SAQA US ID Demonstrate knowledge of Deaf culture, the Deaf community and technology, services and education for the Deaf in South Africa Engage in short conversations with a Deaf person on a familiar topic using SASL Deliver a monologue for a known audience on a familiar topic using South African Sign Language Give and ask for directions to places and locations, using South African Sign Language Demonstrate the production and reception of regional South African Finger spelling Perform everyday communicative tasks using South African Sign Language Explain complex processes to Deaf individuals and groups of Deaf people, using South African Sign Language Hold conversations with Deaf individuals and groups of Deaf people on an unfamiliar topic using South African Sign Language Paraphrase and summaries signed monologues on familiar topics using South African Sign Language Total Demonstrate understanding of communication methods for blind or partially sighted persons New Level Assignment Pend. New Level Assignment Pend. New Level Assignment Pend Credits 1. The ETDP SETA will evaluate the bid per province. Please submit separate bids per province. 2. The shortlisted providers may be required to present to the evaluation committee and site visits will be conducted with the shortlisted providers. 2

3 3. Bid documentation that does not comply will be eliminated from the evaluation process. 4. The ETDP SETA reserves the right to adjust the allocation of numbers per province. 5. The ETDP SETA reserves the right not to award the bid. 2. PROFILE OF THE TRAINING PROVIDER A) ACCREDITATION AND REGISTRATION 1. The Training Provider must be accredited by the ETDP SETA to offer the aforementioned part qualifications. 2. If accredited by another SETA Quality Assurance Unit, the Training Provider shall have materials evaluated and approved by the ETDP SETA Quality Assurance for the delivery of the part qualifications or vice versa NB: Submit proof of accreditation and programme approval B) FUNCTIONAL RESOURCES 1. The Training Provider must be adequately equipped with the necessary physical resources in the province to deliver the programme: 1.1 Workshop facilitation rooms 1.2 Resource packs to be given to learners 1.3 Resource Centres Provide capacity for a maximum class size of 25 learners per class. 1.4 Office Space with filing facilities. 2. The Training Provider must have the required Human Resource Capacity in the following areas: 2.1 Qualified Facilitators 2.2 Registered Assessors and Moderators 2.3 Competent Administrative personnel and Financial Accounting Officers 3

4 2.4 Project Management Skills provide a list of staff that will be involved with this project. 2.5 Functional management and governance structures should be in place. No changes will be accepted without the prior written consent of the ETDP SETA. 3. Excellent functioning Quality Management System comprising the following: 3.1 Latest audited financial statements 3.2 IT System 3.3 Administration Policies and Procedures 3.4 HRD Policies 3.5 Assessment and RPL Policies 3.6 Record Keeping 3.7 Reporting, Monitoring and Review Mechanisms. C) PROOF OF SIMILAR PROJECTS 1. Must provide the SETA with proof of similar projects undertaken in the past three years indicating the success rates per project and a list of contactable references, a minimum of three (3) references. 2. Curriculum Vitae are of staff that will be involved on the projects. 3. Registered Assessor submit proof of registration and CV. 4. Registered Moderator submit proof of registration and CV. 3.SCOPE OF WORK A) FACILITATION AND ASSESSMENT 1. Conduct pre-assessment of learners before the final selection of the learners. 2. Facilitate the structured learning component of the programme. 3. Provide Learner support to ensure learners attain the required number of credits within the expected time frames. 4. Identify learners with special educational and training needs and develop mechanisms to address those. 5. Monitor and evaluate internal moderation processes. 6. Ensure that external moderation of the assessment results in concluded and forward reports of such to the ETDQA. 4

5 7. Issue Certificates of the part qualification awarded by the ETDP SETA and organise the certification ceremony. B) ADMINISTATION OF THE PROGRAMME The provider must: 1. Upload learners for registration and learner achievements to the ETDQA 2. Establish and maintain the learner and employer database. 3. Comply with training provider duties as per service level agreement. 4. Monitor learner progress, deal with problems related to provisioning, and refer all programme related matters to the ETDP SETA. 5. Submit regular reports and a final project closure report, including lessons learned and recommendations to the ETDP SETA. 6. Assist the ETDP SETA in conducting induction programmes for learners C) PLANNING AND SUPPORT 1. Present regular progress reports to the SETA project leaders. 2. Develop rollout plans with time frames for the structured learning. 3. Facilitate feedback meetings with the SETA if necessary. 4. Attend stakeholder meetings. 5. Arrange and manage the task team meeting for the project. 5

6 4. COSTING MODEL THIS COSTING MODEL MUST NOT BE MODIFIED AT ALL AND IF RETYPED, ALL LINE ITEMS IN ORDER AS STATED BELOW TO BE INCLUDED. COSTING FOR NUMBER OF LEARNERS AS PER PROVINCIAL REQUIREMENTS PROVINCE: NAME OF LEARNING PROGRAMME: NUMBER OF CREDITS: UNIT STANDARDS: NUMBER OF TRAINING DAYS: ITEM DESCRIPTION NO: OF LEARNERS UNIT COSTS AMOUNT COMMENTS Training Costs Training Materials Provider to use own learning material Venue Hire Catering Moderation 10% of Total Learners Certification and Graduation % of Total Costs Assessments Travel related costs Lead Facilitator SUB-TOTAL Admin Expenses Not exceeding 7.5% TOTAL COSTS 6

7 Cost Per Learner ALL COSTS MUST BE INCLUSIVE OF VAT 5. EVALUATION CRITERIA THE ETDP SETA APPLIES THE PROVISIONS OF THE PREFERENTIAL PROCUREMENT POLICY FRAMEWORK ACT, ACT NO 5 OF 2000 and Preferential Procurement Regulations, PHASE 1 The evaluation of this bid shall include functionality whereby the bids will be evaluated in terms of the evaluation criteria embodied in the bid documents. The minimum qualifying score for functionality will be 70 points and bids that fail to achieve the minimum qualifying score will be disqualified. Only bids that achieve the minimum qualifying score for functionality will be evaluated further in accordance with the 80/20 preference point systems for Mpumalanga and 90/20 for North West, as prescribed in Preferential Procurement Regulations 5 and 6. The evaluation criteria for functionality will be as below: NO QUALIFYING CRITERIA FOR SHORT LISTING POINTS 1. Proof of similar projects and references to be provided. The success rate and maximum of three contactable references. Sub-criteria Contactable reference 15 Experience in business doing similar projects + 5 Years 10 4 Years 8 3 Years 6 2 Years 4 1 Year

8 2. Project plan for the delivery of the programme/part qualification. (70% workplace skills,30% theory) Sub-criteria Structure of the programme in terms of the outcomes to be achieved 5 Delivery of learning programme 15 Method of delivery 5 Method of assessment 5 Reference to mechanisms available to support learners where not coping with programme demands Profile of key staff and CV s to be attached Sub-criteria Project Management structure 5 Relevant experience managing similar projects + 5yrs of experience 5 Facilitators (relevant experience facilitating the learning programme) 10 Assessors (relevant experience assessing the learning programme) 10 Moderators(relevant experience moderating the learning programme) 5 4. Proof of physical training resources available and the infrastructural resources of the organization TOTAL 100 Bidders must provide sufficient proof/documents to justify awarding the above points for functionality and such proof should include details of contactable references. Points will be awarded on a sliding scale. PHASE 2 The North West Province will be evaluated at: 90/10 preference point system Price 90 B-BBEE status level of contributor 10 The Mpumalanga Province will be evaluated at: 80/20 preference point system 8

9 Price 80 B-BBEE status level of contributor 20 In order to facilitate a transparent selection process that allows equal opportunity to all services providers, the ETDP SETA will adhere to its policy on the appointment of services providers. 6. BID CONDITIONS The ETDP SETA Supply Chain Management Policy will apply. ETTP SETA reserves the right in its sole discretion to re-advertise or not to award the tender. ETDP SETA does not bind itself to accept the lowest bid or any other bid and reserves the right to accept the whole of part of the bid. Bids which are late, incomplete, unsigned, and submitted by facsimile or electronically will not be accepted. Bidders must submit a valid B-BBEE Verification Certificate from SANAS Accredited Verification Agency or Registered Auditor approved by Independent Regulatory Board of Auditors (IRBA) in order to be eligible for empowerment points. Companies with annual turnover less than R5million, Exempted Micro Enterprises (EME) may submit a letter from accountant confirming company turnover. Companies who bid as joint venture must submit a consolidated B-BBEE Verification Certificate only for this bid. Failure of a bidder to submit B-BBEE Certificate of letter from accountant and the accompanying fully completed and signed Stand Bidding Document (SBD 6.1) will result in the bidder not qualifying for claiming preferential points. Bids submitted should be valid for 90 days from the closing date. ETDP SETA is entitled to amend any bid conditions, validity period, specifications, or extend the closing date of a bid before closing date. Bidders must submit technical and financial proposals in two separate envelopes clearly marked Envelope A-Technical Proposal and Envelope B-Financial Proposal. The financial proposal will only be opened should the technical proposal be found acceptable. Non-signed Price Schedule of the financial proposal in Envelope B submission will result in the disqualification of the bid. 9

10 Inclusion of Price Offer and/or any price in Envelope A Technical Proposal will result in disqualification of the bid. The shortlisted providers may be required to present to the evaluation committee and site visits will be conducted with the shortlisted providers. Bid documentation that does not comply will be eliminated from the evaluation process. The ETDP SETA reserves the right to adjust the allocation of numbers The ETDP SETA reserves the right not to award the bid. 7. MANDATORY DOCUMENTS TO BE SUBMITTED IN ORDER TO BE ELIGIBLE FOR EVALUATION Covering letter/invitation to Bid SBD 1 Original valid Tax Clearance Certificate B-BBEE Status Level of Contribution CIPC Registration documentation Complete Budget/Pricing Schedule A description/profile of the organization Declaration of bidder s past SCM Practices SBD 8 Declaration of Interest SBD 4 Preference Certificate as part of the Preferential Procurement Regulations, 2011 SBD 6.1 Certificate of Independent Bid Determination SBD 9 Accreditation Certificate Attach a learning programme approval for the learning programmes you are accredited for with clearly defined in terms of every unit standard. 8. SUBMISSION OF BIDS Bid documents for participation must be downloaded from the ETDP SETA website: Main Menu > Supply Chain Management > Tenders and will be available as from 07 October All bids must be completed in 4 Hard Copies (1 Original and 3 copies) and CD with ALL the attachments should be posted or hand delivered to: The ETDP SETA Head Office Riverwoods Office Park The Oaks Building 10

11 24 Johnson Road Bedfordview Johannesburg Submissions can be delivered into the tender box between 08H00 and 16H30 Monday to Friday prior the closing date of 15 November 2013 Submissions should be in a sealed envelope marked SASL/BRAILLE, Province and BID NUMBER: SCMU: /14 9. CLOSING DATE AND TIME 15 November 2013 at 11H00. No late submission will be accepted! 10. ENQUIRIES NO telephonic or any other form of communication relating to this bid will be permitted with any other ETDP SETA member of staff either by Bidders (as collective bidding team or individual of the bidding team), other than the means stated below. ANY ENQUIRIES REGARDING TECHNICAL INFORMATION AND THE BIDDING PROCEDURE MAY BE DIRECTED TO: Supply Chain Manager ANY MEANS OF ATTEMPTING TO INFLUENCE ADJUDICATIN PROCESS OR OUTCOMES OF ADJUDICATION PROCESS WILL RESULT IN IMMEDIATE DISQUALIFICATION OF THE ENTIRE BIDDING TEAM. Note: Blacklisted companies appearing on the National Treasury database and prohibited from conducting business with public entities, will be disqualified. 11

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