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SPECIFICATION

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					                  DEPARTMENT OF TOURISM



                        SPECIFICATION
TERMS OF REFERENCE FOR OUTSOURCING OF A TENDER FOR THE
APPOINTMENT OF A SERVICE PROVIDER TO IDENTIFY AND PACKAGE
POTENTIAL PRODUCTS AND SERVICES IN ALL PROVINCES OF SOUTH
AFRICA THAT CAN POSITION SOUTH AFRICA AS A CULTURAL,
HERITAGE AND SOCIAL HISTORY TOURISM DESTINATION

PART ONE

1.    REQUEST FOR PROPOSAL (RFP)

1.1   The objective of this RFP is to appoint a suitable independent Service
      provider/s that can support the Department of Tourism in the
      development of a five year Culture, Heritage and Social History Tourism
      Strategy that can enhance the appeal of South Africa as a competitive
      tourism destination.

2.    SCOPE AND EXTENT OF WORK

         a) South Africa has identified culture in its broadest sense as a key
            component of the tourism industry. This presents South Africa with
            an opportunity to unlock development in rural areas and to
            showcase the unique selling attributes of South Africa. There is
            therefore a need for an extensive consultation with key
            stakeholders across the country on culture and heritage tourism to
            identify the number of opportunities and issues for cultural and
            heritage tourism and the need for a concerted national effort to
            realize the potential offered.
         b) In the intensely competitive world of tourism, every country must
            develop its own unique products. South Africa’s culture and
            heritage has often been referred to as one of these unique
            products. However, little has been done to develop it, even though
            there is a wealth of products available, a growing demand and the
            high level on interest of both the cultural/heritage and tourism
       sectors. With the profile of tourism having raised through the
       creation of the Department of Tourism, it is now the right time to
       position culture and heritage as key product line for South Africa’s
       tourism industry


2.1.   Proposal

       The role of the Service Provider is to assist the Department of
       Environmental Affairs and Tourism with the development of a five
       year strategy with clear action plan, monitoring and evaluation
       mechanisms and cost implications for the development of culture
       and heritage tourism. The proposal should cover the following
       areas:


       2.1.1. Identification of key stakeholders who are critical to the
              development of this type of tourism.
       2.1.2. Recommend a strategy for everyone in both the cultural and
              heritage tourism sector to increase communications,
              linkages, research and training about the opportunities,
              impacts and how to’s of culture and heritage tourism.
       2.1.3. Identification of cultural and heritage organisations and
              tourism partners interested in cultural and heritage tourism to
              focus on developing and packaging existing products
       2.1.4. Recommend how culture and heritage products and services
              can be integrated into existing tourism products to enhance
              the appeal of South Africa as a destination.
       2.1.5. Recommend how existing cultural and heritage products can
              be marketed and to identify potential products that can
              enhance the appeal of South Africa as a unique tourism
              destination
       2.1.6. This is based on the belief that for the tourism industry,
              cultural and heritage tourism offers an opportunity to
              augment what there is for tourists to see and do in South
              Africa, to offer tourists unique experiences which cannot be
              found elsewhere, to capitalize on market demand for quality
              cultural experiences and niche segments as learning travel,
              to overcome seasonality, expose rural areas of South Africa
              and to ensure balanced geographic spread of tourism. For
              the cultural and heritage sector, tourism offers an opportunity
              to increase audience size and revenue, increase profile,
              communicate South African culture and heritage to the world
              and partner with others to reduce costs.
       2.1.7. There is a huge opportunity for cultural and heritage tourism
              that is largely untapped. There are thousands of historic
                   sites, events, performing art companies, artists, etc that can
                   attract greater audiences. There are also tour companies
                   looking for new products to offer to their markets. The
                   challenge would be to bring these two spheres together and
                   create a successful cultural tourism product line for South
                   Africa.
            2.1.8. Cultural and heritage tourism products should involve quality
                   visitor encounter with a cultural and historic experience that
                   is authentic and that is not created solely for the purpose of
                   attracting tourists. It must be sustainable and must ensure
                   that the quality and integrity of the cultural or heritage
                   resource / experience are conserved and must be based on
                   a     mutually     beneficial   partnership    between     the
                   culture/heritage and tourism sectors and must be a revenue
                   generator for both sectors.
            2.1.9. The products should contribute to South Africa’s cultural
                   richness and diversity and should specifically create tourist
                   products such as performing arts (theatre, dance and
                   music), visual arts and crafts, museums and cultural centres,
                   historic sites, villages and interpretive centres, festivals,
                   natural heritage experiences, culinary tourism as well as
                   sports and adventure.         The study should look at the
                   situational analysis which will include a growing market
                   opportunity, a solid product base, competitive challenge,
                   barriers to growth, stakeholders, target markets and best
                   practices. It must also define goals and objectives for the
                   business strategy, recommend a planning approach,
                   recommend actions to be taken and also provide strategic
                   direction. It must also focus on packaging and enhancement
                   of existing products, recommend financing solutions to fund
                   product development and enhancement and to market.


2.1   The service provider/s shall submit a preliminary budget containing the
      hours and amount to be spent on each case, before work can commence.
2.2   They will also be expected to provide a project schedule including a work
      breakdown structure containing a list of task needed for the analysis and
      time estimates associated with the individual task in like with the Terms of
      Reference specifications
2.3   The methodological approach to be followed must be communicated,
      including the dates on which they expect to complete the specified
      deliverables, schedule of deliverables and proposed meeting dates with
      the Department, a list of personnel and proposed project team and team
      leader as well as the availability of the individual consultant team
      members and associated CVs.
2.4   Companies may be invited to give presentation as and when required.

3.    TIMING OF ASSIGNMENT
      All work is to be carried out in accordance with the time schedule as
      agreed with the Programme manager.

4.    PERFORMANCE MEASURES
      The performance measures for the delivery of the study will culminate with
      the delivery on each of the four elements of the study. The appointed
      consultants will be required to present findings to the steering committee.
      The study deliverables should be structured as follows:
          Identification of stakeholders who are critical to the development of
            cultural and heritage tourism.
          Consultation programme in all nine provinces.
          Recommendations on strategies, actions, cost implication and
            implementation
          Mechanisms to monitor impact of interventions.

      The appointed consultants will be expected to produce the final reports as
      follows:
              10 Hard copies of the final report.

      The work of the successful tendered will be closely monitored by the
      Department of Tourism.

5.    REPORTING
      The Service Provider/s will submit monthly and quarterly progress reports
      to the Programme manager, within 4 days after the end of each month
      and quarter for the duration of the project.

6.    MONITORING PROGRESS ON ASSIGNMENTS
      The Programme manager shall do the ongoing management of the
      Service agreement.

7.    CONTINUITY AND PROFILE OF SENIOR STAFF ON THE PROJECT

      The Service Provider/s must guarantee the presence of the senior in
      charge of fieldwork throughout the duration of the contract. If the senior
      has to leave the project, a period of at least a month is required in which
      the senior must work parallel with the next person (senior consultant with
      similar expertise and equal years of experience) appointed to be able to
      transfer skills and knowledge.

8.    CONDITIONS OF TENDER

Bids will be subject to Supply Chain Management conditions as follows:
The Preferential Procurement Policy Framework Act, Act No. 05 of 2000 will
apply to this tender. In accordance with this Act, submission will be adjudicated
on the 80/20 points system. Price and technical scores will make up the total of
80 points. The remaining 20 points will be split in accordance with the SBD 6.1
documents as follows:
HDI = 15 points
Women = 5 points




The proposal should include, amongst other, the following:

8.1.   A proposed plan of action.
8.2.   A list of references;
8.3.   Ability to ensure continuing of staff on the project.
8.4.   A briefing session will be held on the date, time & place to be confirmed by
       the Department

9. SPECIAL CONDITIONS

   9.1. The Curriculum Vitae of the staff who will be available for the duration of
        the work; NOTE: Failure to submit the CV’s will invalidate your bid
        proposal.
   9.2. The bid proposals should be submitted with all required information
         containing price and technical information and including all bidding
         forms completed and signed.
   9.3. Only bidders who score at least 30 points for the technical information
        will be considered.
   9.4. Supplier/s who claim any preference points for HDI is/are
         requested to submit certify copy/ies of shares certificate or a
         certified list of the Board of Directors or Trustees, as may be
         applicable. NOTE: Failure to adhere to this condition will invalidate
         points claimed.
   9.5. Preferences will be given to BEE companies or companies/firms with strong
         BEE partnerships, in order to address South Africa’s socio-economic
         disparities in line with the Broad Base Black Economic Empowerment
         legislation.
   9.6. A service level agreement shall be signed with the preferred bidder. The
          successful bidder may not alter its (buy out HDI points) BEE status
          during the contract period. DEAT reserve the right to terminate the
          contract should the successful bidder no longer meet the BEE
          requirement.
   9.7. The Department of Tourism reserves the right to invite short listed
          suppliers/companies to present their bid proposals for final decision.
      9.8. . Suppliers are required to fill the information below:

             % Management by HDI
             groups.
             Number of consultants
             from    HDI     groups
             working on the project.


10. ADDITIONAL INFORMATION ON BID PROPOSAL

      11.1 The supplier / service provider should provide details of staff training,
      highlighting training and development policies and procedures, with specific
      reference to affirmative action policies and initiatives.

      10.2. A breakdown of the hourly tariff inclusive of value-added tax for
            services rendered. Expenditure incurred without the prior approval of
            the Programme manager will not be reimbursed.

      10.3.      In so far as possible, a comprehensive budget, showing the charge
          out rates of all the staff to be involved in investigations and also including
          all other costs factors such as traveling.

      10.4. How a joint venture (if the bidders are a joint venture between a BEE
            firm and a non BEE firm) will split the work between the firms. The
            detail must be such that the Department of Tourism can audit the
            actual work allocation during the delivery to enforce the transfer of
            skills between the two firms. (The percentage involvement of each
            company in the joint venture should also be indicated). Please note
            that all members of the joint venture should sign the contract and are
            jointly and severally liable for the entire assignment.

      10.5. The Department of Tourism will not be held responsible for any costs
             incurred by the bidder in the preparation and submission of the bids.

      10.6. Please take note that the Department of Tourism is not bound to
            select any of the firms submitting proposals. The Department of
            Tourism reserves the right not to award any of the bids and not to
            award the contract to the lowest bidding price as well as to renegotiate
            the bid of the preferred applicant.

      10.7. Traveling costs and time spent or incurred between home and office of
            consultants and the Department of Tourism head office will not be for
            the account of the Department of Tourism.

11.      FURTHER INFORMATION
       Should you require any further information in this regard, contact Ms
       Sindiswa Nhlumayo at 012 310 3600 or 0834110832 or
       snhlumayo@deat.gov.za.

12.   INFORMATION REQUIRED
      Bid Evaluation can only be done on the basis of information, which we
      asked for. The comprehensiveness of the bid can therefore be decisive in
      the awarding thereof.


13.   PAYMENT TERMS
      The Department of Tourism undertakes to payout in full within 30 (thirty)
      days all valid claims for work done to its satisfaction upon presentation of
      a substantiated claim. No payment will be made where there is
      outstanding information/work not submitted by the Service Provider/s until
      that outstanding information is submitted.
EVALUATION CRITERIA

All bid proposals submitted will be evaluated in accordance with the 80/20
principle and the evaluation criteria.
N Category                             Total     Scor
o.                                               e

A. PRICE                                   20
B. INFORMATION                             60
1. Bidder's understanding of the brief,    20
   a proposed plan of action to
   achieve the objectives.           The
   methodology to be employed
2. Capability (profiles of key staff and   15
   persons to be assigned to the
   project) Attach CVs
7. Demonstrated firm’s affirmative         5
   action program or proof of
   affirmative action programme.
8. Empowerment initiatives in respect      5
   of skills transfer plan to HDI
   (submit proof).
9. Programme on how the company            5
   would transfer skills.
1 Demonstrated firm’s ability on           5
0. social    responsibilities   (submit
   proof).
1 Contribution to develop BEE              5
1 companies (Status Report).
C. EQUITY OWNERSHIP                        20
9. Historically          Disadvantaged     15
   Individuals
1 Women Equity Ownership                   5
0

NB: This format is subject to alteration to accommodate Broad Base Black
Economic Empowerment Act, 53 of 2003.

				
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