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					PRIVATE AND CONFIDENTIAL




CALL FOR PROPOSALS


FOR


Quality Management Systems Training on ISO 18000 AND ISO 22OOO
PRIVATE AND CONFIDENTIAL




INDEX



PAGE

Cover Page                                               1
Index                                                    2
Instruction to Bidders                                   3-4-5-6
Consultant’s Terms of Reference                          7
Required expertise and Competencies                      7
Administrative Arrangements                              8
Duration of the Contract                                 9
Fee structure                                            9
Evaluation Criteria                                      9-10
Submission of Proposals                                  10
Declaration of interest form                             11-12




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INSTRUCTION TO BIDDERS

The services required by the Eastern Cape Development Corporation are described in these
Terms of Reference.

Timetable is envisaged as below:

               Activity                                Date               Time
               Train 60 SMME’s                         28 February 2011   08h00 - 16h00

               Examination results on both             Every Friday of    09h00 – 12h00
               modules                                 each module
                                                       March 2011
               Provide certificates                     April 2011        Between 08h00
                                                                          until 16h30
               Conduct award ceremony                  End April 2011     11h00-14h00
               Report On completion of the             End April 2011     Between 08h00
               training and the award ceremony                            and 16h30

Alteration or withdrawal of Bids

Bidders may withdraw their Bids by written notification on or before the 21 January 2011 at
15h00 p.m.

        Costs for preparation of tender/proposal

The costs incurred by the Bidder in respect of the attendance of any briefing or presentation
meetings or costs incurred in preparing any proposal will be borne by the Bidder and the ECDC
shall in no way be liable to reimburse the Bidder for such costs incurred.

        Ownership of Tenders and presentations.

The ECDC shall on receipt of any tender or proposal relating to this tender and submitted in
accordance with this tender procedure, become the owner thereof and the ECDC shall not be
obliged to return any tenders or proposals to Bidders who request such a return.


        Confidentiality

The entire process of calling for proposals as initiated by the ECDC in terms of its procurement
policy is confidential. All deliberations in respect of the acceptability or otherwise of the proposals
shall be conducted in closed sessions and members of the Evaluation and Procurement
Committee is bound by confidentiality.




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        Ethics

Any attempt by a Bidder to obtain confidential information, or enter into unlawful agreements with
competitors or influence the Evaluation and /or the Procurement Committee or the ECDC during
the process of examining, evaluating and comparing tenders will lead to the rejection of its tender
in its entirety. The Bidder must declare any business or other interests it has with the ECDC or
any employee of the ECDC, failing which the Bidder shall automatically be disqualified from
further participation in the Tender or call for proposals. A copy of this declaration form is attached
hereto marked “A”

        Cancellation of Bid Procedure

The ECDC shall be entitled, within its sole and entire discretion, to cancel this tender at any time
and shall notify the Bidders accordingly. The ECDC shall in no way be liable for any damages
whatsoever, including, without limitation, damages for loss of profit, in any way connected
with the cancellation of this Tender procedure. The publication of an Invitation to call for
proposals does not commit the ECDC to appoint any of the qualifying Bidders.

2.      CONSULTANT'S TERMS OF REFERENCE

It is the intention of the Eastern Cape Development Corporation to enter into a formal Service
Level Agreement with the successful Bidder to provide the services more fully described
hereunder. These Terms of Reference and the consultant’s proposal will form the basis of the
service level agreement to be entered into between the parties.

2.1   PROJECT PURPOSE:

Training on Quality Management System regarding ISO 18000 and 22000 requirements.
This is a 3rd round of training of this nature that ECDC is facilitating and subsidizing. It has been
propelled by the ongoing demand from the SMMEs as it is now a prerequisite to qualify when they
respond to government tenders. Besides, clients find comfort in dealing with SMMEs that are ISO
compliant. This enhances business opportunities for SMMEs and would also be in a better
position to receive preferential procurement. ECDC intended outcome is to have a pool of
SMMEs that are able to respond to the demands of the clients and also to comply with industry
regulations and be competitive.

Enterprise Development Services Unit is therefore fulfilling one of its objectives, that of enhancing
competitiveness and capabilities of SMMEs in the province. It is against that background that
ECDC has decided to further pursue this initiative.

2.2     BACKGROUND

Eastern Cape Development Corporation (ECDC) was established by Act No.2 of 1997 of the
Eastern Cape Provincial Legislature, and is a Schedule 3 (d) Company in terms of the Public
Finance Management Act (PFMA). ECDC’s mandate is to plan, finance, coordinate, market,
promote, and implement development of the Province and its peoples in the fields of industry,
commerce, agriculture, transport and finance.




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Enterprise Development Services Unit target is to train 60 SMME’s. Training will take place in the
following regions:

Region              ISO Standard                  No. of Targeted Sectors
                                                  SMME’S
Mthatha             OHSAS 18001:2007 Occupational 15     Manufacturing,
                    Health and Safety Training           Construction,
                                                         Security
                                                         Retail
East London         OHSAS 18001:2007 Occupational 15     Manufacturing,
                    Health and Safety Training           Construction,
                                                         Security
                                                         Retail
Queenstown          ISO 22000:2005: Food Safety   15     Tourism
                    Management Systems                   Hospitality,
                                                         Catering
Port Elizabeth      ISO 22000:2005: Food Safety   15     Tourism
                    Management Systems                   Hospitality,
                                                         Catering

2.3     RATIONALE

Situational Analysis:

Quality Management System has become a business imperative for Small Business doing
business with both Public and Private Sectors. Both public and private sectors continue to request
companies to comply with the requirements of quality management system e.g. (ISO 9001:2000,
ISO 18000 and ISO 22000). There is gravitation towards making quality management systems
compliance compulsory to businesses rendering services to the public sector. This is done
through proposed pieces of legislation.

2.4     BRIEF

Target Market for the Programmes:

OHSAS 18001:2007 Occupational Health and Safety Training

Overview

This course will provide participants with an understanding of the key requirements of the OHSAS
18001 Occupational Health and Safety (OH&S) standard, including how planning for hazard
identification, risk analysis, risk control, and OH&S legal and other requirements are linked with
the other elements of the OH&S management system.

It will also cover all the core elements of an OH&S management system, from the OH&S policy, to
planning, implementation and operation, checking and corrective action and management review,
with the intent of achieving improved OH&S performance. The course will include an overview of
some of the concepts, processes and techniques available relating to hazard identification, risk
assessment and risk control, and their significance within the OH&S Management System.




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Individuals who have responsibility for developing, implementing, or supporting the
implementation of their organization's Occupation Health and Safety Management system are
targeted.

They could be in the Manufacturing, Construction, and Security Sectors.

The number of delegates will be limited to 15 per region. This training will be conducted in all the
regions the regions, Mthatha, East London, Queenstown and Port Elizabeth

NB: 1. ISO 1800 training will be in East London and Mthatha
    2. ISO 2000 training will be in Queenstown and Port Elizabeth

ISO 22000:2005: Food Safety Management Systems

Overview

This course provides a knowledge and understanding of the key requirements of the ISO 22000
Food Safety Management System standard. Built on the requirements of ISO 9001:2008 quality
management system, the course will cover all the elements of a structured Food Safety
Management System, including management responsibilities, system documentation, records,
communication, verification, validation and improvement of the food safety management system.
The course will place particular emphasis on food sector specific issues pertaining to hazard
identification, hazard assessment and control measures, prerequisite programs, HACCP plans,
and determining and monitoring critical control points throughout the food chain.

*       Personnel planning the implementation of ISO 22000:2005 are targeted.

*      Anyone who may be involved in either the support or actual implementation of a food
safety management system or HACCP-based system.

*       Managers or other personnel new to their roles where operating a food safety
        management system is required.

*       SMMEs that are in the Tourism and hospitality, and catering sector.


Database of Delegates:

We will be advertising in the Daily Dispatch, Herald and also sift from our database. Profiles of
those SMMEs will be made available to the Service Provider that will be appointed to execute this
task. The service provider will be expected to develop a detailed criterion for recruitment based on
the existing criteria. Furthermore the service provider will be expected to assist in the selection
process. This will include participating in the recruitment committee and interviewing candidates.

Course duration: The training will be for a period of two weeks for each ISO (18000 and 22000).
There will be a week in-between to allow for marking.

NB: The proposal should include all the expenses that will be incurred which will include overall
management of the project and must be VAT inclusive. The venue and catering will be ECDC’s
responsibility.



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 2.5      SCOPE OF SERVICES

      o   To train 60 SMME’s/Service Providers in four regions (East London, Port Elizabeth,
          Queenstown and Mthatha)
      o   Provide training manuals and material
      o   Assisting trainees in implementing the system after the training. Arrange three site visits
          per SMME so as to coach and guide them on implementation of the quality management
          system.
      o   Facilitate and co-ordinate award ceremony


2.6       OUTPUTS OF THE SERVICES PROVIDED/KEY DELIVERABLES

      o   To provide ECDC with test results of each module
      o   To provide ECDC with a report on completion of each module
      o   To provide certificates on completion of the training
      o   Conduct certificate awards ceremony
      o   Provide report on the implementation of the system in each of the businesses assisted and
          visited (60 businesses)

 2.7      METHODOLOGY

The Bidders proposal must outline the methodology they intend adopting to meet the deliverables
specified in 2.6 above. This outline should cover the following questions,

How are you planning to carry out the work in a more specific and detailed manner?

Indicate what you will do to achieve the desired objective, specify the time to be taken to carry out
the functions as well as clear budget breakdown.

Bidders are expected to put clearly defined broken down targets in line with the scope of
work. The budget breakdown would therefore be linked to the target and outputs.

KINDLY NOTE THAT FAILURE TO EXPRESSLY COVER THIS IN YOUR PROPOSAL WILL
RESULT IN YOUR PROPOSAL BEING REJECTED WITHOUT FURTHER CONSIDERATION.

3.        REQUIRED EXPERTISE AND COMPETENCIES

The Bidders proposal must outline the expertise and competencies on offer and should expressly
detail their previous experience in dealing with projects of this nature. This may be supported by
the CV’s of the team or lead consultants.

3.1 Bidders should supply previous similar assignments carried out with contactable
reference.




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3.2 Training to be provided should be accredited with Southern African Auditor & Training
Certification Association (SAATCA) for auditing, AGRISETA for food. Proof of such accreditation
should be provided.

KINDLY NOTE THAT FAILURE TO EXPRESSLY COVER THIS IN YOUR PROPOSAL WILL
RESULT IN YOUR PROPOSAL BEING REJECTED WITHOUT FURTHER CONSIDERATION.

4.       SUPPORTING DOCUMENTATION

Consultants and organizations are requested to submit company profiles and completed business
registration forms available on request at any ECDC office or website. Criteria for placement
include field of specialization, expertise and experience, resources and preferential points in line
with ECDC Procurement Policies. Proposals must be accompanied by the following original
documentation:

     o   Original valid SARS Tax Clearance Certificate;
     o   Company Profile, track record;
     o   Registration documents e.g. CK1 and CK2 forms;
     o   Company Banking details;
     o   BEE and SMME credentials;
     o   Proof of accreditation and affiliation with relevant bodies as stipulated in 3.2 above.
     o   References from recently completed assignments;
     o   Declaration of Interest Form

KINDLY NOTE THAT A FAILURE TO SUBMIT THESE DOCUMENTS WITH THE PROPOSAL
WILL RESULT IN YOUR PROPOSAL BEING REJECTED WITHOUT FURTHER
CONSIDERATION.

5.       PREFERENTIAL PROCURMENT

In compliance with the Preferential Public procurement laws applicable to the ECDC’s and in
terms of ECDC’s procurement policy preferential points will be awarded to Bidders who
demonstrate BEE in its management and ownership structures.

In this regard Bidders are required to expressly cover this in their proposals and state their BEE
management and ownership status.

KINDLY NOTE THAT FAILURE TO EXPRESSLY DEAL WITH YOUR BEE STATUS IN YOUR
ROPOSAL WILL RESULT IN NO PREFERRENTIAL POINTS BEING AWARDED FOR YOUR
BEE STATUS.

6.       SERVICE LEVEL AGREEMENT

The acceptance of any proposal shall only be confirmed with the conclusion of a written service
level agreement between the ECDC and the successful Bidder, in terms of which the rights and
duties of the parties are recorded, which agreement shall regulate the relationship between the
ECDC and the Successful Bidder




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Until such time that an appropriate service level agreement has been concluded between the
ECDC and successful Bidder, no rights shall be conferred nor shall any legitimate expectations be
conferred to the successful Bidder to carry out the works or services provided for in this call for
proposals.


7        DURATION OF THE CONTRACT

It is anticipated that the appointment will be made in February or March 2011 and the service
provider will be expected to be available and start immediately as soon as a service level
agreement is signed. The project will take six weeks approximately, four weeks for the training
and two weeks for administration.

The successful Bidder shall be required to complete the work within 6 (Six) weeks of appointment
and required to incorporate a comprehensive project plan and time frames for the completion of
the project in the proposal.

8        FEE STRUCTURE

8.1.   Tenders are required to expressly cover their proposed fee and disbursement structure
based on the activities they propose undertaking to provide the service requested in this call for
proposals. All costs should be inclusive of VAT
8.2.   The ECDC reserves the right to negotiate any aspect of the proposed fees and
disbursements with the preferred Bidder and shall not to bound to the fees and disbursements
submitted by any Bidder.
8.3    The cost of a service provider should exclude training venue, meals, data projector for
       all activities.
8.4    Costs should include training material and flip charts.

KINDLY NOTE THAT FAILURE TO EXPRESSLY COVER THIS IN YOUR PROPOSAL WILL
RESULT IN YOUR PROPOSAL BEING REJECTED WITHOUT FURTHER CONSIDERATION.

9.       EVALUATION CRITERIA

Bids will be assessed according to 90/10 criteria,

     o   The skill and experience of the project team in respect of quality related projects
     o   The skills, experience and general exposure to quality management system
     o   Experience and expertise in facilitating training.
     o   Experience and expertise in project management
     o   Accreditation with relevant bodies

     o   Adherence to the terms and conditions of this call for proposal;

     o   A demonstrated understanding of this call for proposal and terms of reference;

     o   Approach and Methodology which will be utilized to conduct the training;

     o   The black empowerment credentials of the Bidder in the BEE composition of management
         or project team of the Bidder and in the BEE composition of the ownership or shareholding
         structure of the company.


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    o   The costs at which the services would be provided to the ECDC

    o   Local service providers will be given a preference

Enquiries should be directed to Zoliswa Mbana at ECDC, Tel: 043 704 5601/5707 or
zmbana@ecdc.co.za




10. SUBMISSION OF PROPOSALS

All submissions must be submitted into the ECDC Tender Box on or before the 21 January
2011 at 15h00 and marked as follows:

NB: PROPOSALS THAT ARRIVES AFTER 15H00 WILL NOT BE CONSIDERED

Quality Management Systems Training on ISO 18000 AND ISO 22OOO
Eastern Cape Development Corporation
ECDC House
Ocean Terrace Park
Moore Street
Quigney
EAST LONDON
Tel. No. +27 43 704 5600




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Annexure A




                                    Declaration of Interest



1.      Any legal person, including persons employed by the principal, or persons having a
        kinship with persons employed by the principal, including a blood relationship, may make
        an offer or offers in terms of this invitation to bid. In view of possible allegations of
        favouritism, should the resulting bid or part thereof, be awarded to persons employed by
        the principal, or to persons connected with or related to them, it is required that the bidder
        or his/her authorised representative declare his/her position in relation to the
        evaluating/adjudicating authority and/or take an oath declaring his/her interest, where:

        -       the bidder is employed by the principal; and/or

        -       the legal person on whose behalf the bidding document is signed, has a
                relationship with persons/a person who are/is involved in the evaluation and or
                adjudication of the bid(s), or where it is known that such a relationship exists
                between the person or persons for or on whose behalf the declarant acts and
                persons who are involved with the evaluation and or adjudication of the bid

2.      In order to give effect to the above, the following questionnaire must be completed and
        submitted with the bid:

2.1     Are you or any person connected with the bidder, employed by the principal

        YES/NO

2.1.2   If so, state particulars.

        ………………………………………………………………………………………………
        ………………………………………………………………………………………………
        ………………………………………………………………………………………………

2.2     Do you, or any person connected with the bidder, have any relationship (family, friend,
        other) with a person employed by the principal and who may be involved with the
        evaluation and or adjudication of this bid? YES / NO

2.2.1   If so, state particulars




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          ………………………………………………………………………………………………
          ………………………………………………………………………………………………
          ………………………………………………………………………………………………

  2.3     Are you, or any person connected with the bidder, aware of any relationship (family, friend,
          other) between the bidder and any person employed by the principal who may be involved
          with the evaluation and or adjudication of this bid?

          YES /NO

  2.3.1   If so, state particulars

          ………………………………………………………………………………………………
          ………………………………………………………………………………………………
          ………………………………………………………………………………………………


                                            DECLARATION


I, THE UNDERSIGNED (NAME) …………………………………………………………………….

CERTIFY THAT THE INFORMATION FURNISHED IN PARAGRAPHS 2.1 TO 2.3.1 ABOVE IS
CORRECT

I ACCEPT THAT THE PRINCIPAL MAY ACT AGAINST ME IN TERMS OF PARAGRAPH 23 OF
THE GENERAL CONDITIONS OF CONTRACT SHOULD THIS DECLARATION PROVE TO BE
FALSE.



…………………………………                              ……………………………
Signature                                  Date




…………………………………                              ……………………………
Position                                   Name of bidder




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