__________________________________________________________________________________ 1 Invitation to Tender: Provision of Recruitment Services and Vacancy Advertising Tender: RFQ/HC/RSV/015 Date of Issue Friday, 02 November 2018 Closing Date Friday, 23 November 2018 at 12h00 Method of Submission Tender box, PPECB Main Reception Enquiries Procurement Unit PPECB business hours 08:15 – 16:45 E-mail: unat[email protected]Category Human Resource Services
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Provision of Recruitment Services and Vacancy Advertising ... · 1 Invitation to Tender: Provision of Recruitment Services and Vacancy Advertising Tender: RFQ/HC/RSV/015 Date of Issue
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5. REQUIREMENTS FOR TENDER SUBMISSION The Bidder will submit 2 envelopes as follows
Envelope 1 includes the technical proposal/specifications (No Pricing in this envelope).
Please insert a copy of the tender documents in a MS Word format on a USB stick in
envelope 1 as well.
Envelope 2 includes pricing and SBD documents indicated under Point No. 4 above.
The Standard bidding forms (SBD Forms) must be signed by an authorized person representing
the bidders.
The tender and accompanying documents shall be carefully parcelled, sealed and be delivered to the Procurement Officer no later than 12:00 on 23 November 2018. Failure to comply with these instructions may result in the tender being considered ineligible. Written tenders will only be accepted in a sealed envelope or parcel which shall bear the word:
BID: RFQ/HC/RSV/015
No late tender shall be considered. Late tenders will be opened after the Contract has been
awarded, for the sole purpose of identifying Bidders.
Tenders will be opened in accordance with the relevant procedures.
6. BID EVALUATION AND POINT ALLOCATION FRAMEWORK The following preference point systems are applicable to all bids whereby preference points shall
be awarded for Price and B-BBEE Status Level of Contribution.
the 80/20 system for requirements with a Rand value of up to R50 000 000 (all applicable
taxes included); and
the 90/10 system for requirements with a Rand value above R50 000 000 (all applicable taxes
included).
Preference points for this bid shall be awarded for:
Price; and
B-BBEE Status Level of Contribution.
6.1 POINTS AWARDED FOR PRICE A cost estimate for the contract period of the year, which must include related assumptions
and details make up.
(i) Costs must be quoted per item required
(ii) The total quotation must be inclusive of VAT
NOTE: No variation, to the accepted quote, will be allowed unless the service provider has
A complete solution has to be provided. Service providers must add required equipment/ services that are not mentioned to ensure a workable solution.
Service providers are welcome to add an Annexure with a more comprehensive cost breakdown, however the following minimum prices/ costs must be provided
Offer to be valid for 90 DAYS from the closing date of the Tender.
6.2 POINTS AWARDED FOR B-BBEE STATUS LEVEL CONTRIBUTION In terms of Regulation 5 (2) and 6 (2) of the Preferential Procurement Regulations, preference
points will be awarded to a bidder for attaining the B-BBEE status level of contribution in
accordance with the table as set out in the Preference Points Claim Form.
7. TECHNICAL SPECIFICATIONS
7.1. RECRUITMENT SERVICES REQUIREMENTS Bidders are to use the requirements below for costing purposes.
This service providers need to provide a comprehensive range of recruitment, search and placement services to facilitate: 1. Permanent Staff Placement 2. Contract Placement 3. Contingency/ Temporary staffing 4. Executive Search/ Head Hunting
7.1.1. Permanent
Brief taking
Sourcing of suitable candidates; including multiple advertising mediums including social media
Response handling
Pre-Screening of applicants, that is face to face or skype interviews, pre-employment verification and provide job match report
Provide certified copies of candidates’ qualification and other documents required by PPECB
Scheduling of interviews with the shortlisted candidates
Obtain detailed feedback from both parties regarding the interview experience and decline unsuccessful candidates
Conducting reference checks of the shortlisted candidates post interviews
Arrange psychometric assessments of the shortlisted candidates post the interviews to the PPECB with agreed timelines
Address counter offer concerns, negotiate notice periods, discuss induction / on boarding schedule with the candidate and co-ordinate the logistics around relocation where applicable;
Sourcing of suitable candidates; including existing databases and multiple advertising mediums including social media
Response handling
Pre-Screening of applicants, that is face to face or skype interviews, pre-employment verification and provide job match report
Upload applicants on PPECB’s talent portal.
Provide certified copies of candidates’ qualification and other documents required by PPECB
Scheduling of interviews with the shortlisted candidates
Obtain detailed feedback from both parties regarding the interview experience and decline unsuccessful candidates
Conducting reference checks of the shortlisted candidates post interviews
Schedule the shortlisted candidates post interviews for PPECB psychometric assessments according to agreed timelines
Address counter-offer concerns, negotiate notice periods, discuss induction / on boarding schedule with the candidate and co-ordinate the logistics around relocation where applicable;
7.1.3. Contingency/ Temporary staffing placement
Brief taking
Sourcing of suitable candidates from existing databases
Provide suitable; pre-screened contingency staff ready to begin work immediately
7.1.4. Executive search (head hunting)
Brief taking
Market search
Response handling
Candidate profiling
Pre-employment verification
Search report presentation to PPECB management
Reference checking
Pre-Screening of applicants, that is face to face or skype interviews, pre-employment verification and provide job match report
Upload applicants on PPECB’s talent portal.
Provide certified copies of candidates’ qualification and other documents required by PPECB
Scheduling of interviews with the shortlisted candidates
Obtain detailed feedback from both parties regarding the interview experience and decline unsuccessful candidates
Conducting reference checks of the shortlisted candidates post interviews
Schedule the shortlisted candidates post interviews for PPECB psychometric assessments according to agreed timelines
Address counter offer concerns, negotiate notice periods, discuss induction / on boarding schedule with the candidate and co-ordinate the logistics around relocation where applicable;
7.2. VACANCY ADVERTISING REQUIREMENTS
Successful bidders should be able to demonstrate a competitive advertising strategy using a variety of suitable media. Social Media platforms Ability to advertise on behalf of client on different recruitment portals/ job boards Ability to advertise on behalf of client on suitable online platforms Ability to advertise on behalf of client in print-media when required
7.3. DISBURSEMENTS The service provider is expected to:
Assume the costs for their own travel and accommodation where applicable; The PPECB may cover the disbursement costs for interviews for the successful
shortlisted candidates where travel maybe required to other provinces as and when agreed.
The PPECB will cover the cost should the agency be requested to advertise in print-media on behalf of the PPECB - subject to approval of quotations provided.
7.4. RESOURCES The service provider is expected to assemble a team with the following expertise:
Qualified Recruitment professionals with at least 5 years related experience in recruitment services;
APSO membership or other related professional membership will be advantageous.
7.5. GUARANTEES AND REFUNDS 7.5.1. Off-Limits Clause
a) Any member of the successful bidder is precluded from eliciting any PPECB employee for
employment prospects for the duration of the contract.
b) Should the successful placement leave PPECB within 3 months a replacement candidate, the
successful bidder will identify suitable candidate within 4 weeks of notification.
c) Refund to be paid to PPECB if the candidate leaves PPECB within the first three (3) months.
Refund will be based on;
75% - termination within 1 month
50% - termination within 2 months
25% - termination within 3 months
7.6. BIDDER’S PROFILE a) Ability to source applicants nationally b) Must have been in existence in its present form for at least 3 years; c) APSO membership or other related professional membership will be advantageous. d) Must specify experience with sourcing professionals in the following categories by
8. TENDER RESPONSE FORMAT Bidders are requested to respond to the tender in the following formats:
8.1. TECHNICAL RESPONSE A point-by-point response is required, i.e. a comment for each point or paragraph that is
associated with the numbering should be made.
The response to technical requirements must state “Comply” or “Non-Comply.” The vendor
must further specify how the service meets or differs, for each aspect as stated below, including
references or supporting information to clarify the response. A mere “Comply” or “Partially
Comply” statement or no response, without detail shall be seen as “Non-Compliant” and will be
scored as such.
8.2. PRICING AND PRICE BREAKDOWN MODEL
8.2.1. Bidders must provide explicit and detailed costing model for their solution. 8.2.2. The PPECB prefers the placement flat-pricing model based on:
Indicate _% of CTC, excluding VAT per the following categories of successful placements
Permanent
Contract
Contingency/ Temporary staffing placement
Executive search (head hunting)
8.2.3. Bidders must submit unit and total pricing in SA Rand (Excluding VAT). 8.2.4. Pricing proposal must be submitted in the pricing template provided in
Annexure A
1. BID RESPONSE EVALUATION
1.1. TECHNICAL EVALUATION CRITERIA Responses will be evaluated using a predetermined set of evaluation criteria. The evaluation
criteria is designed to reflect the PPECB’s requirements in terms of identifying a suitable service
provider and ensure the selection process is transparent and afford all the bidders a fair
opportunity for evaluation and selection.
During the evaluation process, the PPECB may require a bidder’s representative to answer
questions with regard to the proposal and/or require certain bidders to make a formal
presentation to the evaluation team.
1.2. BBBEE AND PRICE The tender responses will be evaluated on the 80/20 point system. Please provide detailed
breakdown of all direct and indirect costs associated with the contract, including licence fees if
a) The PPECB reserve the right not to consider proposals from bidders who are currently in litigation with the PPECB.
b) The PPECB further reserve the right not to award this tender to any bidder based on the proven poor record of accomplishment of the bidder in previous projects within the PPECB and the referee submitted by the bidder.
TABLE A: TECHNICAL EVALUATION CRITERIA
NO. EVALUATION CRITERIA Max. Points
Min. Threshold Points
Reference Page & Section no. where response is found in the proposal
RECRUITMENT 155 60
1 The bidder must demonstrate their experience in similar assignments. 3 years’ experience and more - 30 Below 3 year experience- 10
30 30
2 Service provider must provide 4 references that are not older than 4 years 4 references = 20 Points 3 references = 15 Points 2 references = 10 Points 1 reference = 7 Points
20
3 Include organisational organogram and ability to source nationally
10
4 APSO membership or other related professional membership ( provide proof)
20 20
5 Compliance to the POPI Act and PAIA Act 10 10
6 Experience and qualifications of the team, including account manager (Attach CV’s;) 5 or more years = 20 Points 3-4 years = 15 Points 1-2 years =10 Points Less than 1 year = 5 Points
20
7 Job match report and; or skills matrix when presenting candidate – Provide evidence
10
8 Provide a detailed approach, methodology and process to meet The PPECB’s recruitment requirements * Agency Databases (size and relevance = 5 Points * Access to candidate search databases (size and relevance) = 5 Points* * Access to candidate search databases (size and relevance) = 5 Points*