Dear Service Provider by fionan


DUE AT 14H00 ON 29 MAY 2009 REFERENCE NUMBER: R030900790



THE PROPOSAL CALL FOR THE ABOVEMENTIONED, SIGNED BY THE RESPONDENT, MUST BE ENCLOSED IN A SEALED ENVELOPE. THE ENVELOPE MUST BE LODGED IN THE APPROPIATE TENDER BOX WHICH MUST BEAR THE REFERENCE NUMBER: R030900790 AT THE PROCUREMENT OFFICES, 5TH FLOOR, CAPE TOWN CIVIC CENTRE, 12 HERTZOG BOULEVARD, CAPE TOWN BEFORE 14H00 ON THE 29 MAY 2009 Description QUOTATION FOR A PROFESSIONAL SERVICE PROVIDER TO CONCEPTUALISE, DESIGN AND PRINT AN INTERACTIVE ENVIRONMENTAL SOCCER POSTER AND SUPPORT BOOKLET FOR SCHOOLS. It is a condition that only Fixed Prices will be considered. It must be noted that this proposal is subject to the City of Cape Town’s Conditions of Tender as attached to this document as it is the Council’s intention to award a contract based on the proposals received. FOR FURTHER ENQUIRIES CONTACT Lindie Buirski Environmental Resource Management Department Tel: 021 487 2134 Fax: 021 487 2255 Cell: 084 924 6269 6th floor, 44 Wale Street, Cape Town, 8001 PO Box 16548, Vlaeberg, 8018 The proposal submitted shall remain valid, irrevocable and open for written acceptance for a period of 90 days from the closing date. The Council reserves the right to accept all, some, or none of the proposals submitted – either wholly or in part – and it is not obligated to accept the lowest offer/s. The Council will not be held responsible for any expenses incurred by respondents in preparing and submitting their proposals. Suppliers must be registered with the Council in order to become an accredited supplier to Council and quote the registration number on the cover page of the proposal document. Suppliers must be registered and verified before the closing date of this proposal to qualify for preference points. Contracts will not be awarded to firms who are not registered and verified. Total price, inc VAT


Suppliers who are not registered on the Western Cape Supplier Database (Tradeworld) may collect registration forms from the 5th Floor, Tender Board Office, Civic Centre, or from the Tradeworld offices – Tel No. (021) 680 4666. In the case where a Joint Venture has been entered into, the Joint Venture Agreement must be submitted with the proposal document detailing the split of responsibilities in terms of the proposal specifications, i.e.: percentage of work to be performed by each partner. All parties to the Joint Venture Agreement must be registered and verified on the Western Cape Supplier Database. TAX CLEARANCE A valid Tax Clearance Certificate must be submitted with the proposal document. Should Council not be in possession of this certificate at the award stage, the offer will be considered non-responsive. Furthermore, a copy of an updated Tax Clearance Certificate of successful suppliers must be submitted should the current certificate expire during the tenure of the contract. SETTLEMENT OF ACCOUNTS

Standard Payment Terms All invoices received for goods and services or engineering and construction works whereby the invoices are dated on or before the 20th of a particular month, will be paid between the 23rd and 26th of the ensuing month.

Payments to SMME / HDI Contractors All invoices received by the City or its Agents whereby the invoices are dated between the 25th of the previous month and the 10th of the current month will be paid between the 23rd and the 26th of the current month. All invoices received by the City or its Agents whereby the invoices are dated between the 10th and the 25th of a particular month, will be paid between the 10th and 13th of the ensuing month. TRANSPARENCY AND DISCLOSURE If there is any known potential conflict of interests or if any owner, partner or member of the respondent is an official, an employee or a councillor of the City of Cape Town, or is related to an official, an employee or a councillor of the City of Cape Town, that relationship must be placed on record here:


_____________________________________________________________ _____________________________________________________________ _____________________________________________________________ This is intended to guide the adjudication process with reference to the relevant sections of the Municipal Systems Act and the Municipal Finance Management Act. It should be noted that failure to provide complete information may render any contract awarded on the basis of this tender subject to invalidation. Should you be aware of any corrupt or fraudulent transactions relating to the process of the City of Cape Town, please contact the following: or

The Gobodo external audit hotline at 0800 32 31 30 (toll free) Information submitted will need to be substantiated, but sources will be regarded as confidential. EVALUATION OF PROPOSAL AND AWARD OF CONTRACT The proposals will be evaluated using the following formulae: Price HDI Status Functionality 50 Points 20 Points 30 Points

Functionality will be divided into the following categories: Expertise Previous Experience / Suitability Interpretation of Brief 10 Points 10 Points 10 Points

PLEASE NOTE THAT ONLY COMPANIES WITH A MINIMUM SCORE OF 60% FOR FUNCTIONALITY WILL BE CONSIDERED FOR ADJUDICATION VALIDITY OF PROPOSAL Respondents must note that the proposal will only be eligible for consideration if it bears the signature of the respondent or of some person duly and lawfully authorised to sign it for and on behalf of the respondent.


SIGNATURE OF RESPONDENT …………………………….……… DATE…………….……….. Dear Service Provider QUOTATION FOR A PROFESSIONAL SERVICE PROVIDER TO CONCEPTUALISE, DESIGN AND PRINT AN INTERACTIVE ENVIRONMENTAL SOCCER POSTER AND SUPPORT BOOKLET FOR SCHOOLS / YOUTH SOCCER CLUBS Suitably qualified professionals are invited to design and print an interactive comic/humoristic environmental soccer poster and support booklet for Cape Town schools/ youth soccer clubs. 1. Background The aim of the project is to connect our youth to sport and environment with a special focus on soccer leading up to the 2010 FIFA World CupTM. The project will promote environmental awareness by encouraging participation and practical involvement of youth in the protection and improvement of their local environment. It will, for example, encourage them to take ownership of resources such as soccer fields and school/community grounds, with the aim of strengthening principles of sustainable development and developing and illustrating good environmental practice. The project will be a fun way to build environmental capacity amongst our youth. 2. Project Concepts The poster needs to depict soccer positions and connect them to an environmental action/issue (a draft poster is available). The soccer players on the posters must be fun cartoon characters. The poster must have minimal text on it. The supporting booklet will give the descriptions and explain how to use the poster and give ideas on how to enhance the natural environment. The poster roll out will be supported by a fun education programme (including drama e.g.) to deliver the message to the target audience. A separate service provider will be appointed for the implementation phase. POSTER THEME: Making Connections: Soccer and the Environment

Living on our planet earth is a bit like playing a game of soccer. In a good game of soccer, there is a role for everyone; and if everyone participates according to the rules, works together and does their best, the beautiful game lives up to its name. Below are some examples of what could be included: 1. The field (the earth) Caption: Without somewhere to play, there’s no game. Without a healthy, undamaged planet, there’s nowhere for us to live! Legend:


The earth gets damaged through pollution, from waste and from burning fossil fuels (cars, power stations, industries), and from the destruction of natural resources (e.g. clearing natural vegetation to construct buildings or roads). 2. The soccer ball, uniforms, stadium, energy drinks… (The earth’s resources) Caption: Just like these resources, the earth’s resources (clean air, water, biodiversity, coal, etc) will not last forever. Legend: We need to be careful about how we use the earth’s resources. Save electricity and water, conserve our Fynbos; protect the habitats of our birds and animals. 3. The rules [pic – someone breaking the rules] Caption: Without rules, the game would be chaotic - and nobody would be a winner! Legend: Environment organisations have written many useful rules and guidelines about every aspect of environmental work. Some of these are the National Environmental Management Act, the Agenda 21 principles, and the Kyoto Protocol. 4. The coach (we can all be one) Caption: The coach trains the players in how to use their own skills and passions to do their best. Legend: Nobody can do everything. Find your own environmental passion and do your best. 5. The captain (we can all be one) Caption: The caption does not have to be the best player. He or she needs to be a leader, take responsibility for the team, and encourage others. Legend: If you are a leader in your community, your actions need to be worth following! 6. The well-behaved spectators (some of us) Caption: There is a role for everyone – you don’t have to be a big star to be part of the game. Legend: Not everyone can be a nature conservation officer, for example, or live in a 100% environmentally friendly way. But everyone can do one small thing every day for the environment, like recycle paper, or re-use before buying something new. 7. The badly behaved spectators (maybe some of us) Caption: There are always some spectators who spoil it for others: drunk, leaving litter behind, blowing the vuvuzelas too loudly and too often… Legend: Don’t be one of these spectators! If you see people spoiling the environment, talk to them about good environmental actions. 8. The first-aid team (the disaster management team) Caption: Players can prevent injury by keeping to the rules, and staying fit and strong. But even then, disasters can happen. Legend: Soil erosion, flooding, wild fires, wind storms and the extinction of birds, plants and animals are some of the “injuries” the earth suffers. Our earth has already been weakened from years


of damage, so it is more likely to suffer injury. We need to build up our earth again through good environmental practices (prevent injury), and be ready to step in when disasters do happen (first aid). 9. The referee and linesmen (environmental “watchdog” organisations) Caption: These are the people who ensure fair play. Legend: Are there any “referee” organisations in your area? Find out how to join one and take an active part in the “game” of living environmentally well. 10. Match-fixers (maybe some of us!) Caption: Match-fixers think about the short-term (extra money/easy choices) and forget the long-term (the ruin of the game/the earth) Legend: Some changes we need to make to care for the earth are not easy. They might be more expensive, or more time-consuming, or less fashionable. But in the long-term, they are right choices to make. 3. Project Phases The Project is a three-phased project and each phase is outlined below with key activities. THIS TERMS OF REFERENCE ONLY RELATES TO THE OUTCOMES ENVISAGED IN PHASE 1: Phase One: Materials Development (April - June 2009)  Conceptualise and Design: o An interactive poster with individual artwork for each character, the pitch and stands.  Must be able to use the individual cartoon characters for other purposes. and  Write and design: o a support booklet (8 - 12 pages A4)  Printing: o 2 000 o 2 000

A2 posters and 5 x A0 laminated posters 8 - 12 page A4 booklets

Phase Two: Education Programme 1. Development (April – June 2009) 2. Roll out (July 2009 – June 2010)  A 30 minute interactive fun education programme (including drama e.g.) to deliver the environmental/soccer poster/booklet messages to the target audience. Phase Three: Environmental Soccer Tournament (July 2009 – June 2010)  During this phase an environmental soccer tournament will be running with schools/youth soccer clubs using the poster elements with the final during World Environment Week 1 – 5 June 2010.


4. Project Requirements Concept requirements (included in the proposal):  Must be relevant and appealing to the target group (10 - 18 year olds).  Must use cartoon characters on the posters.  Must be able to understand and give environmental and educational inputs. Required deliverables (for proposal and budget):  Conseptualise, design and print 2 000 posters and 5 laminated A0 interactive Environmental Soccer posters and 2 000 8–12 page A4 booklets. Anticipated inputs would include the following:  Working with the City of Cape Town on the implementation of the project.  Attendance of any briefing and feedback meetings with the appropriate Green Goal 2010 team members, as and may be necessary.  Preparation of a budget plan and project strategy.  Be able to understand and give environmental and educational inputs. The appointed consultant would also be required to:  Be available to commence work immediately.  Be based in the Cape Town region for the duration of the project.  Ensure that all text is proof read and free of spelling errors and clear errors of logic and flow before submission.  Ensure that design is done according to the approved branding guidelines.  Provide regular feedback to the City of Cape Town at the various stages of the project. 5. Time Frames Project to commence on 20 April 2009 and conclude on 31 May 2009. 6. Reporting and Management This process will be managed by Lindie Buirski or her appointed representative from the Environmental Capacity Building, Training and Education Unit of the Environmental Resource Management Department, City of Cape Town. All deliverables and outputs will be submitted to the Project Manager for review and comment prior to the final submission and execution. For further information, please contact:
Lindie Buirski Head: Environmental Capacity Building, Training and Education Environmental Resource Management Department City of Cape Town Tel: 021 487 2134 ; Fax: 021 487 2255 Cell: 084 924 6269 6th floor, 44 Wale Street, Cape Town, 8001 ; PO Box 16548, Vlaeberg, 8018


7. Proposal Format Proposals must be submitted in English and be well organised, straightforward, clear and concise (single spacing, Arial font size 11). The inclusion of excessive or irrelevant documentation, as well as unclear diagrams, should be avoided. Proposals shall consist of two paper copies (one bound and one unbound), which can easily be duplicated for the adjudication team. All costs associated with the preparation of the proposal will be for the account of the applicant. Project proposals must be submitted as outlined in the tender requirements and include:  Introduction / overview (1 - 2 paragraphs only);  Draft project proposal, with description of methodology proposed for this project and proposed implementation plan;  Proposed detailed budget; including the hourly rates (inclusive of VAT) for all consultants on the project. A record of all hours spent on the project by each team member must be kept for payment purposes.  A work breakdown structure for the project.  A profile of the company including reference to similar work undertaken.  An overview of the personnel allocated to the project, their position, expertise and designation in the project. A brief CV (max 2 pages) should be supplied for each person.  Any special input or expertise that you may offer.  Must provide as part of proposal – sample of characters, examples of activities of characters, previous experience and examples.


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