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 email@example.com. 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.