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Dear Service Provider

VIEWS: 29 PAGES: 9

									                          CITY OF CAPE TOWN

DUE AT 09H00

ON 03 MARCH 2010

REFERENCE NUMBER: R031000567



QUOTATION FOR A PROFESSIONAL SERVICE PROVIDER TO
COORDINATE AN ENVIRONMENTAL SOCCER TOURNAMENT FOR
SCHOOLS.

NAME OF RESPONDENT
STREET ADDRESS OF
RESPONDENT
POSTAL ADDRESS OF
RESPONDENT
WESTERN CAPE SUPPLIER
DATABASE (TRADEWORLD)
REGISTRATION NUMBER
SIGNATURE OF RESPONDENT
(IF THE PROPOSAL IS NOT SIGNED
IT WILL BE INVALID)
NAME IN BLOCK LETTERS

CONTACT PERSON

TELEPHONE NUMBER

FACSIMILE NUMBER

CELLULAR NUMBER

EMAIL ADDRESS

VAT REGISTRATION NUMBER
COMPANY REGISTRATION
NUMBER
DATE




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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: R031000567 AT
THE PROCUREMENT OFFICES, 8TH FLOOR, CAPE TOWN CIVIC CENTRE, 12 HERTZOG
BOULEVARD, CAPE TOWN BEFORE 09H00 ON THE 03 MARCH 2010


                 Description                                  Total price, inc VAT
QUOTATION FOR A PROFESSIONAL
SERVICE PROVIDER TO COORDINATE AN
ENVIRONMENTAL SOCCER TOURNAMENT
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
lindie.buirski@capetown.gov.za

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.

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.



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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



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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:

Fraudmail@capetown.gov.za        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                                          50 Points
HDI Status                                     20 Points
Functionality                                  30 Points

Functionality will be divided into the following categories:

Expertise                                      10 Points
Previous Experience / Suitability              10 Points
Interpretation of Brief                        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…………….………..




                                                                                                     4
QUOTATION FOR A PROFESSIONAL SERVICE PROVIDER TO COORDINATE AN SOCCER
TOURNAMENT FOR SCHOOLS.

Suitably qualified professionals are invited to coordinate, on World Environment
Day, Saturday 5 June 2010 an Soccer Tournament for the schools that participated in
the 2010 Making Connections: Soccer and Environment education programme.

Project Theme: Making Connections: Soccer and the Environment


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 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 that will hopefully
lead to positive behavioural change.


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.


The project must be an interactive fun way to build environmental capacity amongst our
youth.


2. Project Concepts

The 2010 Making Connections: Soccer and Environment education programme 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 THREE:

PHASE ONE: DEVELOPMENT OF RESOURCE MATERIALS AND PLAY
a)  2010 Soccer and Environment Poster has been developed. The poster depicts
    soccer positions and connects them to environmental actions/issues.



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b)      A Teachers Guide explains how to use the poster and give ideas and actions that
        learners can take to improve their environment (how to score green goals).
c)      A theatre production was developed in support of the Poster and Teachers Guide as
        part of the education programme roll-out to the schools. This 30-minute very
        interactive play includes drama, song, dance and soccer actions to deliver the
        messages.

PHASE TWO: ROLL-OUT OF EDUCATION PROGRAMME
Roll-out of the soccer and environment education programme of 90 minutes to the Grade 7
learners of 40 schools in Cape Town. A list of participating schools is available.

PHASE THREE: SOCCER AND ENVIRONMENT TOURNAMENT (THIS PROPOSAL
CALL)
Organise and manage a round-robin U/13 6-a-side soccer tournament for a maximum of 40
teams from schools that participated in the roll-out of the 2010 soccer and environment
education programme.

4. Required deliverables (for proposal and budget):

    Target Group: Under 13s (Grade 7s from 40 schools that were involved in 2010 soccer
     and environment education programme roll-out).

    Date: Saturday 5 June 2010: World Environment Day from 08:00 – 13:00

    Venue: Good Hope Centre (City of Cape Town to book).

    Coordinate and manage a round-robin U/13 six-a-side soccer tournament on the 5th of
     June 2010 in the Good Hope Centre. The service provider must propose the best format
     for the tournament and devise a programme for participation of as many schools as
     possible and maximum participation by the learners on the day. The service provider
     must mark the courts, provide goals, Adidas balls and arrange for accredited referees.

    Coordinate and manage practice sessions before the tournament. The service provider
     must indicate how they plan to arrange practice sessions with participating schools.

    Responsible for all transport requirements of the learners to and from practice sessions
     and the tournament including indemnity forms.

    Manage registration of schools and learners on the day.

    Responsible to supply all equipment at the venue, including tables, chairs and AV
     equipment and a small stage.

    Responsible for First Aid during the tournament. A third-party service provider can be
     contracted.




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   Responsible to set up a teachers’ lounge with couches, soft drinks, snacks and a
    foosball table.

   Responsible to maintain toilets and change rooms throughout the day.

   Responsible for all catering at the venue. Lunch to be provided to the teachers and
    learners. A kiosk selling soft drinks and healthy snacks to be available throughout the
    day. Only Coca Cola soft drinks may be supplied. Tap water and paper cups must be
    available free throughout the day.

   Arrange a programme for prize giving, including speeches, hand-overs and prizes.

   Allowances:

       o In coordination with the City of Cape Town, responsible to procure prizes and
         hand-outs up to a maximum of R10 000 (FIFA sponsors’ items to be procured
         where appropriate).

       o In coordination with the City of Cape Town, procure entertainment up to a
         maximum of R15 000 (including procurement of Zakumi)

       o In coordination with City of Cape Town, procure appearance of Western Cape
         2010 Ambassadors up to a maximum of R10 000

   The event operator, in cooperation with the City of Cape Town, will invite the schools to
    participate and manage RSVP’s.

   The City of Cape Town will arrange for the appearance of 2010 ambassadors and / or
    Zakumi. The event coordinator will be responsible to arrange for their appearance as
    part of the programme.

   Service provider must familiarize themselves with environmental information of the
    Soccer and Environment Poster, Booklet and Play and must be able to share that info to
    learners participating in the soccer tournament.

   Each team must have a “bye” to participate in a 15min / 20min education programme.
    The City of Cape Town will conceptualise the programme with the Operator and roll it
    out on the day.

   THE VENUE MUST BE CLEANED AND RESTORED ON THE SAME DAY

Anticipated inputs would include the following:

   Working with the City of Cape Town on the implementation of the project.
   The City of Cape Town will take responsibility for the branding, media and sponsorship.
   Attendance of any briefing and feedback meetings with the appropriate Green Goal
    2010 team members, as may be necessary.
   Preparation of a budget plan and project strategy.



                                                                                                7
The appointed consultant would also be required to:
 Be based in the Cape Town region for the duration of the project.
 Provide regular feedback to the City of Cape Town at the various stages of the project.

5. Requirements of the operator

   Proven experience coordinating indoor soccer tournaments for youths. The service
    provider must give examples of previous similar events successfully organized and
    three references.

   Service Provider must have a good understanding of environmental issues and must be
    able to reinforce the environmental messages of the soccer and environment poster,
    booklet and play to the learners participating in the soccer tournament.

6. Time Frames

Project to commence on 10 February 2009 and conclude on 10 June 2010.

7. Reporting and Management

This project 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
lindie.buirski@capetown.gov.za ; www.capetown.gov.za/environment

8. 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


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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);
 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. Each line item must be costed and a
   budget figure included. The budget must include the amounts for allowances. The
   City of Cape Town reserves the right to exclude budget items where sponsorship can be
   secured or City of Cape Town can provide the service at no cost.
 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.




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