YOUTH ENVIRONMENTAL SERVICE PROJECT

TERMS OF REFERENCE

BRIEFING SESSION: 24 AUGUST 2020

PRESENTATION OUTLINE

• Purpose• Objectives of the proposal• Scope of work • Project duration• Project outcomes• Costing • Project phases• Evaluation Criteria • Bid submission requirements• Bids closing dates• Annexure A (Can present annexure A as is)

PURPOSE

The purpose of this Bid is to appoint public entities, institutions of higher learning, environmentalmanagement and/or nature conservation non-governmental organizations for the implementationof Youth Environmental Service (YES) projects in all Provinces funded by the departmentthrough the Environmental Protection and Infrastructure Programme (EPIP) for a period of thirty-six (36) months

OBJECTIVES OF THE PROPOSAL

To invite suitable and qualified Public Entities, institutions of Higher Learning (Public Institutions)and Environmental Management and Conservation Non-Governmental Organizations as serviceproviders to implement Youth Environmental Service sub-programme in all Provinces for theDepartment through the Environmental Protection and Infrastructure Programme (EPIP) over aperiod of thirty-six (36) months.

SCOPE OF WORK AND PROJECT DURATION

1. CONTRACTING OF PARTICIPANTSThe appointed service provider shall be responsible for recruitment and contracting of 200participants which includes:a) Recruitment, appointment and signing contracts of employment with the projectparticipants (according to the approved DFFE and EPWP recruitment strategy)b) Serve as an employer to project participants and administer the statutory employmentrequirements (registration of participants for Unemployment Insurance Fund (UIF), UIF paymentcontributions and Compensation for Occupation, Injury and Diseases Act (COIDA) compliance)c) Manage the signing and record keeping of daily attendance registersd) Manage payment of monthly stipend to project participants and issuing of payslipse) Manage the Medical Testing of project participants during entry, interim and exit projectphases.

SCOPE OF WORK AND PROJECT DURATION Cont’d.

2. MPLEMENTATION OF TRAINING The appointed service provider shall be responsible for the implementation of training component of the project which includes:a) Sourcing and appointment of training providers (Functional and accredited training)b) Implementation of functional training e.g. Induction, accredited first aid, accredited Safety Health

and Environment (SHE) representative, Occupational Health and Safety etc./ as per the provision of the project Business Plan.

c) Implementation of accredited training – ONE YEAR SAQA accredited qualification with a minimum of 120 credits, as per the provision of the list below; selection shall be guided by the project activities, community service and by the Project Advisory Committee.

d) Registration of project participants on Sector Education and Training Authority (SETA) systeme) Placement of participants for workplace experience training (Only during the first year of project

implementation/ as part of the implementation of training component of the project) f) Compiling and submission of evidence for participants declared competent in the format

prescribed by the Departmentg) Issuing of competency certificates to participantsh) Report on the progress of training implementation

SCOPE OF WORK AND PROJECT DURATION3. MPLEMENTATION OF COMMUNITY SERVICE COMPONENT OF THE PROJECTIn consultation with the municipalities, DFFE and all other relevant stakeholders the appointed service providershall:a) Coordinate and implement community service/ community work which addressesenvironmental challenges in the communities with an aim to bring about solutions toenvironmental problems.b) Identify and secure host institutions through Host Institution agreementsc) Ensure that project participants conduct environmental education addressing knowledge gapon environmental issues and challenges within their communities; Knowledge gap toaddress but not limited to the following environmental issues; ( Waste management,Water/Air pollution, Deforestation, Climate change, Land degradation & Soil erosion, Rhino

poaching, Coastal management, Water pollution/ River cleanups, Food security,Biodiversity and conservationd) Facilitate the planting of 200 trees as per project and per provincee) Develop and communicate the quarterly schedule to implement the community servicecomponent of the project

SCOPE OF WORK AND PROJECT DURATION Cont’d.

IMPLEMENTATION OF COMMUNITY SERVICE COMPONENT OF THE PROJECT – Continued

f) Report on environmental indicators achieved and community services conductedg) Develop exit strategies for project participants that will ensure job placement in but

not limited to Green Jobs, and/or further learning and small enterprise for at least25% of the total participants.

h) Obtain commitment letters from the potential employers or institutions of higherlearning to support the project participants exit strategy.

i) Develop a plan that will assist the youth to develop personal skills (e.g. financemanagement; drafting of CV’s; preparing for job interviews etc), knowledge andabilities to enable project participants to make the transition to labour market.

j) Report on the project progress

SCOPE OF WORK AND PROJECT DURATION3. PLACEMENT OF PARTICIPANTS ON EXIT OPPORTUNITIESThe appointed service provider shall ensure 25% placement of project participants on exitopportunities and or create pathways for exit opportunities. Exit opportunities to includeamongst other things;a) Placement on employment opportunities where employment contract is more than12 monthsb) Placement on further education and training (FET)c) Placement on self-employment (establishment of cooperatives/ small businesses).Such shall be supported through start-up capital and or start-up resources and mentoredfor a period of 3 months� Participants to be further trained as facilitators/ assessors/ moderators relevant tothe field of training received in the project.� Evidence for placement on exit opportunities includes; signed appointmentletter/contract of employment/ proof of registration in the case of FET and proof ofcompany registration and proof confirming that the business is in operation and/orsupported with start-up resources for a minimum of R10 000 per business per 10members.

PROJECT OUTCOME

q Recruited and appointed project participantsq Trained participants as per DFFE criteriaq Placed participants in community serviceq Placed participants in exit opportunities

COSTING

q COSTING/COMPREHENSIVE BUDGETComprehensive budget must be provided in a separate envelope inclusive of all project management fees (disbursement costs, expenses, administration, and VAT, using the standard template in the Annexure A (pricing guidelines).Pricing should be limited and fixed to Project Management fees only, as per the Annexure A below.

The following items shall be on DFFE’s account and should not be quoted for: § Training § Wages (SPWP)§ OHS § Workmans compensation§ UIF§ Material and Equipment§ Transport (project related activities) excluding PMSP transport § Community facilitation§ Marketing§ MedicalsNB: Service provider must cost for all activities, as part of the Project Management fee. DFFE reserve the right to negotiate with one or more preferred bidder/s identified in the evaluation process, regarding any terms and conditions, including prices without offering the same opportunity to any other bidder/s who has not been awarded the status of the preferred bidder/s.

PHASES OF THE PROJECT

q Phase 1: Planning

q Phase 2: Implementation

q Phase 3: Project handover and closure

EVALUATION CRITERIA

Criteria to be used on Bid evaluation:

qPhase 1: Pre-Compliance

qPhase 2: Functionality Criteria

qPhase 3: Preference Point System 80/20

PHASE 1: PRE-COMPLIANCE

No. Administrative Requirements Check/Compliance1 Master Bid Document provided and bound

Included in the Bid Document 2 SCM - SBD 1 - Invitation to Bid Completed and signed 3 SCM - SBD 3,3 - Pricing Schedule Completed and signed4 SCM - SBD 4 - Declaration of Interest Completed and signed5 SCM - SBD 6.1 - Preference Points Claim Form in

terms of the Preferential Procurement Regulations 2017

Completed and signed, supported by B-BBEE Certificate if applicable or SwornAffidavit if applicable

6 SCM - SBD 8 – Declaration of Bidder’s Past Supply Chain Management Practices Completed and signed, supported

7 SCM - SBD 9 - Certificate of Independent Bid Determination

8 In case of bids where Consortia / Joint Ventures, Consortia/Joint Venture agreement signed by both parties must be submitted with bid proposal

PHASE 2: FUNCTIONALITY CRITERIANo Functionality (To be determined by project

managers in line with scope of work)Evidence Weight

/Value

1. A proposed project plan, Methodology for the implementation of Youth Environmental Service (YES) projects

A detailed proposed project plan, methodology/action plan with detailed objectives and milestones

40

2. Technical Capability/ expertise and track record of the Project Manager to be assigned to the project

Project Manager’s CV which outlines previous and relevant experience in project management

30

3. COMPANY EXPERIENCE, track record and knowledge in coordination and management of Youth Development Projects

Valid reference letters from the previous project management work done in Youth Development projects indicating work done and duration for the implementation of such previous projects

30

Total points on functionality 100

NB: The applicant must score a minimum of 75% to be shortlisted

PHASE 3: FUNCTIONALITY CRITERIA• The third phase is to perform an evaluation of Price and BBBEE on the bidders, that successful qualified on phase 2

(functional evaluation).• Calculation of points for price - The PPPFA prescribes that the lowest acceptable bid will score 80 points for price.

Bidders that quoted higher prices will score lower points for price on a pro-rata basis. Where functionality is set as criteria, only bid proposals that meets functionality requirements will be considered to be evaluated on price and B-BBEE.

• Calculating of points for B-BBEE status level of contribution - Points will be awarded to a bidder for attaining the B-BBEE status level of contribution or a sworn affidavit certified by the commissioner of oath in accordance with the table below:

The following table must be used to calculate the B-BBEE scores (80/20)PRICEB-BBEE Status Level Contributor Number of points (80/20)1 202 183 144 125 86 67 48 2Non –compliant contributor 0

BID SUBMISSION REQUIREMENTS

q Bid cover page must include the name of the bidder, bid number, closing date, technical andfinancial proposals

q Pricing guidelines (attached as Annexure A)q An original or certified copy of the B-BBEE Status Level of contributor issued by SANAS, or

an original or certified copy of DTI B-BBEE Certificate in terms of Codes of good practice”indicating that service provider is an EME/ QSE, or an original or certified copy of an EME/QSE Sworn affidavit must be signed by the commissioner of oath, and must indicate afinancial year and an annual turnover

q Letter of authority to sign documents on behalf of the company/joint venture/Consortium.q A proposed plan of actionq Relevant entity registration certificate (e.g. CK1, NGO/NPO registration etc.) and Letter

of Authority to sign documents on behalf of the companyq A technical proposal, including the following:

BID SUBMISSION REQUIREMENTS Cont’d.

• A valid copy of the Tax Compliance Status Pin issued by SARS or copy of CSD/ MA SupplierNumber.

• A response to the terms of reference.• Profile of the company and description of similar work undertaken, listing references• CV of Project Manager assigned to the project, including the roles and responsibilities,• Reference letters for previous work done• Bidder must draft a table of content which will indicate where each document is located in

the bid document• Project reference specifying the role played by the service provider in the listed projects or

assignments, project value and the duration of the project (start and end date).

BID SUBMISSION REQUIREMENT Cont’d.• A detailed project plan with clear indication methodology and approach for accomplishing the

task, project phases if applicable, time frames and outputs (excluding costs for the project).The allocation of team members on the project should be based on the relevant experience indelivering the scope of wok

• Bidders to submit one proposal (one envelope) for each provinces interested in. Theenvelope to include technical proposal and financial proposals

• Bids proposals to be deposited into the Department’s Tender Box located at the address asindicated here below:

• Department of Forestry, Fisheries and the Environment, The Environment House, 473 SteveBiko Road, cnr Soutpansberg and Steve Biko Road, Arcadia, Pretoria

No bids proposals should be submitted in our Cape Town Offices,No bids document to be submitted/hand delivered at the ProjectManagers or SCM officials

CLOSING DATE & SUBMISSION GUIDELINES

The closing dates for the BIB vary per province at 11h00.

1. Eastern Cape: 07 September 2021

2. Free State: 13 September 2021

3. Gauteng: 14 September 2021

4. KwaZulu Natal: 17 September 2021

5. Limpopo: 10 September 2021

6. Mpumalanga: 13 September 2021

7. Northern Cape: 13 September 2021

8. North West: 10 September 2021

9. Western Cape: 07 September 2021

CLOSING DATE & SUBMISSION GUIDELINES Cont’d.

Applicants are required to comply with the following to avoid disqualification

a) Hand deliver Bid Documentation to Environment House before the

closing date and time

b) Submits bids in the Department’s Tender Box

BIDS received after the closing date WILL NOT be considered.

THANK YOU!

MS Nkosingiphile Khuluse

Hazardous Department of Forestry, Fisheries and the EnvironmentTel: 012 399 8957 | Mobile: 071 6084708Website: http://www.environment.gov.za

Address: The Environment House, 473 Steve Biko Road, Arcadia, Pretoria, 0083