TERMS OF REFERENCE · Outline the opportunities and threats presented by emerging technologies to the Public Service processes. Outline the implications in terms of transversal skills/occupations

1 | P a g e T e r m s o f R e f e r e n c e : E m e r g i n g T e c h n o l o g i e s

THE PUBLIC SERVICE SECTOR EDUCATION AND TRAINING

AUTHORITY

Terms of Reference

BID REF: SPREMTECH/PSETA/09-19

APPOINTMENT OF A SERVICE PROVIDER TO PROVIDE RESEARCH SERVICES

ON EMERGING TECHNOLOGIES IN THE PUBLIC SERVICE SECTOR AND ITS

SKILLS IMPLICATIONS

Closing Date: Wednesday, 09th of October 2019

Closing Time: 11:00 am

No late applications will be accepted

No electronic Bid applications will be accepted


TABLE OF CONTENTS

1. INTRODUCTION ...................................................................................................... 3

2. BACKGROUND & CONTEXT ................................................................................... 3

3. RATIONALE AND PURPOSE ................................................................................... 4

4. SCOPE OF WORK ................................................................................................... 5

5. METHODOLOGY AND APPROACH ........................................................................ 5

6. COMPETENCY AND EXPERTISE REQUIREMENTS ............................................ 6

7. TIME LINES OF THE PROJECT .............................................................................. 7

8. QUALITY AND REPORTING REQUIREMENTS ...................................................... 7

9. PRICING ................................................................................................................... 7

10. EVALUATION PROCESS...................................................................................... 9

11. FORMAT OF THE BID SUBMISSION ................................................................. 15

12. IMPORTANT INFORMATION FOR BIDDERS .................................................... 16


1. INTRODUCTION

The Public Service Sector Education and Training Authority (PSETA) is a Sector

Education and Training Authority (SETA) established in terms of section 9(1) of the Skills

Development Act 97 of 1998 as amended and is classified as a National Public Entity

under schedule 3A of the Public Finance Management Act, 1 of 1999. The PSETA scope

of operation includes National and Provincial Government departments, legislatures &

national parliament, and public entities.

This document outlines the terms of reference for the appointment of a service provider

that will work with the Public Service Sector Education and Training Authority (PSETA) to

undertake research within the Public Service sector. The prospective research will be

aimed at studying Emerging Technologies1 in the Public Service sector and its skills

implications.

It is envisaged that this assignment will provide the PSETA and its stakeholders with how

Information Technologies, mobile and wireless technology, e-Government services,

massive open online courses, sensor networks, artificial intelligence, Big Data,

nanotechnology, biotechnology, cognitive systems, renewable energy technologies and

biometric software as examples of emerging technologies2 have brought about

modifications on daily activities of departments in the Public Service sector and

improvement of human conditions at large.

The research must investigate and outline the prevalence and examples of emerging

technologies in the Public Service sector. The effects of these emerging technologies on

the efficiency of government, service delivery, and associated skills impact will also need

to be clarified by the provider. The opportunities and threats presented by emerging

technologies to the Public Service processes and skills-need have to be outlined.

1 These are technologies that are so new that most businesses have not exploited them yet; or technologies that are fairly well established, but departments have not fully used them (Valle-Cruz, 2018). 2 Technology can be considered emerging when it is not widespread in a particular context/sector (Adejuwon, 2018).


Prospective service providers are therefore invited to submit a proposal including a

quotation for this requirement.

2. BACKGROUND & CONTEXT

The world is experiencing a major shift from the traditional ways of delivering service to a

more Information and Communication Technology (ICT) (Adejuwon, 2018), this has

arguably prompted governments to follow suit and adopt technology to provide services

to the public. For this research, emerging technologies in the public service represent the

new and innovative technologies, which are adopted by the sector, generating changes

in procedures and service delivery; in turn, these kinds of technologies improve a different

kind of organisational features, like efficiency, transparency, communication, interaction

with citizens and, thus, improving service delivery (Valle-Cruz, 2018).

The terms “fourth Industrial revolution” (4IR), “digitalisation”, and “e-government” are

rapidly becoming one of the most talked-about themes in the Public Service. Thus, there

are different kinds of technologies that have been adopted by various departments in the

public service, however, there is still a need for coherence and bring together the

evidence on the potential – and the limitations – of these emerging technologies in the

sector.

One important effect of emerging technologies if taken advantage of, will be the

modification of daily activities of employees and departments, even so, there are still

challenges associated with these technologies to surmount. Given that these kinds of

technologies also perform activities that were previously exclusive to human beings (such

as mechanical robots, service kiosks and ATMs), these technologies have the potential

to replace people in their daily and routine activities. This will undoubtedly have

implications for the competencies and skills required by the Public Service departments

to deliver upon their respective mandates.

The extent to which these emerging technologies are implemented in the Public Service

sector, and how they have modified and modernised the daily activities of government

remain under-researched. Very little has been reported about the examples of emerging


technologies in the Public Service sector and how these are re-configuring government

business models and skill sets. It is anticipated that the emergence of these technologies

will lead to most occupations undergoing a fundamental transformation (WEF, 2016).

While some jobs will be threatened by redundancy and others grow rapidly, existing jobs

may also go through a change in the skill sets required to do them. With this research,

PSETA hopes to improve the current stock of knowledge around what these shifts will

mean, particularly for employment, skills and recruitment in the Public Service sector.

3. RATIONALE AND PURPOSE

The purpose of this assignment is to gather evidence on the prevalence and examples of

emerging technologies as implemented by various departments of the Public Service,

and to;

Outline the opportunities and threats presented by emerging technologies to

the Public Service processes.

Outline the implications in terms of transversal skills/occupations required and

ones that will be obsolete as a result of emerging technologies.

Outline the implications emerging technologies will have on employment and

recruitment in the Public Service sector.

Outline how the Public Service need to react to reskilling and upskilling of

today’s workers to respond to the modifications brought about emerging

technologies.

Outline mechanisms needed to ensure effective coordination and collaboration

amongst all stakeholders (governments, educators, training providers, workers

and employers in order to better manage the transformative impact of emerging

technologies on employment, skills and education).

4. SCOPE OF WORK

The PSETA wishes to appoint a service provider to provide research services on

emerging technologies in the Public Service sector and its skills implications as per the

scope of services listed below:


4.1. A project plan with the reflection on the understanding of the rationale and

purpose of the project.

4.2. To develop a research report outlining the prevalence and examples of emerging

technologies as implemented by various departments of the Public Service; this

should highlight the opportunities and threats presented by emerging technologies

to the sector. The implications in terms of skills/occupations required and ones that

will be obsolete as a result of emerging technologies will also need to be outlined

by the research. All the areas highlighted on section 3 above will need to be

covered by the research report.

4.3. The project will need to cover the National and Provincial government departments

looking at transversal skills only.

4.4. A Power-point presentation of the research report(s).

4.5. A Close out report to PSETA.

The successful service provider is expected to attend the following meeting

engagements as a minimum:

4.6. Participation in an inception meeting with the PSETA Skills Planning and Research

team to finalise the research design and methodology to address the scope of

services and research objectives. The Service Provider will be expected to prepare

an inception report following the inception meeting.

4.7. Presentation of initial findings, analysis and recommendations to a workshop. The

Service Provider will utilise the feedback from the workshop to finalise the report

and its recommendations.

All the reports must be of high quality and acceptable to PSETA

5. METHODOLOGY AND APPROACH

The Service Provider will undertake the following:

5.1. Hold Scoping meeting/s with the PSETA

5.2. Conduct desktop reviews based on the project rationale and purpose


5.3. Identify key informants who will form participants for the research, and departments

who will form case studies for the research.

5.4. Design research tool(s) to collect information from the respondents

5.5. Hold face-to-face, online surveys, and telephonic interviews with key informants

5.6. Analyse data and write up the report(s) based on the empirical and desktop data

collected.

6. COMPETENCY AND EXPERTISE REQUIREMENTS

The provider should meet the following requirements:

6.1. Have experience of conducting research

6.2. Have an understanding of ICT

6.3. Have competent personnel to implement the project with preferably post

graduate qualifications

6.4. An excellent and proven track record in conducting similar projects;

6.5. Use knowledge base of research methodology, HR planning and development

in SA Public Service, education and training, capacity development, critical

thinking, analytical and synthesis skills relevant to the research, and use

evidence appropriately to inform findings and recommendations. Knowledge

of analyzing skills audit reports related to specific jobs and competencies.

7. TIME LINES OF THE PROJECT

The indicative timeframe for this assignment is five (5) months in total, commencing from

the date of appointment of the service provider. The PSETA reserves the right to extend

the period of the contract for a period as determined by the SETA.

8. QUALITY AND REPORTING REQUIREMENTS

The service provider will report to the PSETA Skills Planning and Research Department

and a Project Steering Committee. The selected service provider shall be required to

submit an inception report on the assignment to the Project Steering Committee two

weeks after the commencement of the assignment. The Inception Report must include

detailed work methodologies, a work plan and assigned responsibilities, budget, study


outputs and deliverables, and outline structure of the final report. The draft final report

should be submitted to the Project Steering Committee, which will be reviewed and

commented on by the limited selected number of stakeholders. After approval by the

Project Steering Committee, the service provider will incorporate the approved comments

and changes into the report before the final report can be adopted and submitted. The

above reporting requirement should be factored into the planning of the assignment.

Qualitative management of the service and performance must be overseen by the service

provider, the quality of the deliverables must be acceptable to the PSETA.

9. Project plan

The structure and contents of a proposal required from the service provider is shown in

Box 1 below.

Box 1. Structure of a proposal

The prospective service provider must provide the following details:

A. Have experience of conducting research in the Public Service sector

B. Have experience of conducting similar research

C. Have an understanding of ICT

D. Understanding of the SETA environment and the Public Service sector.

E. Approach, design and methodology for the project (e.g. literature and documentation

review, data collection, tools, sample, suggestions for elaboration or changes to scope

and methodology as outlined in the TORs, examples of questions suggested, process

elements)

F. Activity-based project plan (including effort for different researchers per activity and

time frame linked to activities – it is particularly important that effort levels for key

resources are clear)

G. Detailed activity-based budget (in South African Rand, including VAT). The proposed

project costs must be all inclusive (i.e. including incidental costs, travel costs,

disbursements, etc.)

H. Competence (include list of related projects undertaken of main contractor and sub-

contractors, making clear who did what, and contact people for references)

I. Team (team members, roles and level of effort for each member of the team)


J. Quality assurance plan (to ensure that the process and products are of good quality)

10. PRICING

The proposed total pricing must be inclusive of vat indicating the breakdown of the cost

per deliverable.

The PSETA may require a breakdown of rates on any of the services/items priced.

The PSETA reserves the right to negotiate the selection/prioritisation of

deliverables in line with the contract price.

11. EVALUATION PROCESS

The bids will be evaluated on the 80/20 principle with 80 points being allocated for

price and 20 points allocated for B-BBEE, once the minimum functionality criteria

are met.

11.1. The evaluation will be based on:

Phase 1 : Functionality Evaluation

Phase 2 : Preferential Point System Points

Price 80

B-BBEE status level of contribution 20

Total 100

11.1.1 PHASE 1 – FUNCTIONALITY EVALUATION

Bids must meet the minimum eligibility criteria in respect of

functionality of 75 points out of a 100 points that will be

awarded for functionality before they are considered further.


Any bid that does not meet the minimum eligibility threshold

will be automatically disqualified.

The functionality criteria together with the maximum points to

be awarded are set out below:

Phase 1

Evaluation

Criteria

Evaluation

Criteria

guidelines

Scoring Guide Weight

1. Proposal and

Project Plan:

Refer to

guidelines under

section Box 1 on

the structure of

the proposal and

project plan

Clear proposal with a

project plan displaying an

understanding and

knowledge on ICT,

emerging technologies

outlining the following:

Approach, design

and methodology for

the project (e.g.

literature and

documentation

review, data

collection, tools,

sample, suggestions

for elaboration or

changes to scope

and methodology as

outlined in the

TORs, examples of

questions

suggested, process

elements)

NB: All proposals must

cover all sections

outlined under the

guidelines for criteria

application column

1 = Proposal and

project plan not

acceptable (all areas

not covered).

2 = Poorly written

proposal and a project

plan (few areas

covered)

3 = Average proposal

(most areas covered)

4 = Good proposal (all

areas covered but not

in depth)

5= Excellent detailed

proposal (all areas

thoroughly addressed

in depth)

40


Evaluation

Criteria

Evaluation

Criteria

guidelines


Detailed project plan

to include all

deliverables

indicated (including

roles for different

researchers per

activity and time

frame linked to

activities – it is

particularly

important that effort

levels for key

resources are clear)

Detailed activity-

based budget (in

South African Rand,

including VAT). The

proposed project

costs must be all

inclusive (i.e.

including incidental

costs, travel costs,

disbursements, etc.)

Quality assurance plan

(to ensure that the

process and products

are of good quality)


Evaluation

Criteria

Evaluation

Criteria

guidelines


2. History of successful implementation of similar research projects.

Three sample

research reports of

similar projects

previously done within

the last five (5) years.

The sample research

reports must be

accompanied by relevant

reference letters:

Three (3) reference

letters to be submitted

as proof in support of

this requirement

containing the

following:

Name of the

project/company

Nature of work

conducted

Date of when project

was undertaken

Duration of the

project

NB! Reference letters

must be on company

letter head, signed and

dated

NB: The sample research

reports must be

accompanied by relevant

reference letters.

= No research reports

provided of similar work

undertaken previously.

2 = Research reports

provided not in areas of

similar work.

3 = 1 sample research

report of previous work

in similar project

provided.


reports of previous work

in similar project(s)

provided.


reports of previous work

in similar project(s)

provided.

NB: (The score will be

based on evaluator’s

discretion on the quality

of the report).

25

3. Proof of capacity

and capability to

Submit the CVs with

the following:

1= No submission of

CV and/ or certified

copies of qualifications

25


Evaluation

Criteria

Evaluation

Criteria

guidelines


conduct the

research study.

The Project

manager and/or

Project team must

have an appropriate

academic

qualification and at

least 5-10 years of

work experience in

skills development

in the Public Service

sector, education

and training policy,

skills development

policy, experience in

project

management,

knowledge of

ICT/emerging

technologies.

Advanced

knowledge and

experience of

Research in the

Public Service,

National Skills

Development

Strategy.

Attach CV and

certified copies of

qualifications. Proof

2= CV, Certified copies

of qualifications and

less than 5years

experience

3 = CV, Certified copies

of qualifications and a

minimum of 5 years’

experience.


of qualifications and a

minimum of 6 to 9

years’ experience.


of qualifications and 10

years and above

experience.

NB: Uncertified

copies of

qualifications will be

not be considered for

evaluation


Evaluation

Criteria

Evaluation

Criteria

guidelines


of SAQA evaluation

must be provided in

the case of foreign

qualifications.

4. Readiness to

implement and

complete within the

required timeframes

Clear implementation

plan with a Gantt chart

and timelines of the

project at each stage

as per methodology.

All timelines must be

within the overall

duration of the

project.

1 = No submission of

implementation plan

with a Gantt chart

2 = Implementation



project not detailed.

3 = Implementation



project that is realistic

and covering most

stages of the project.

4 = Implementation



project that is realistic

and covering all areas

but not in depth.

5 = Implementation



project that is realistic,

detailed, with all areas

10


Evaluation

Criteria

Evaluation

Criteria

guidelines


of the project plan

covered in-depth.

Total 100

11.1.2. PHASE 2 – PREFERENTIAL POINT SYSTEM SCORING

Bids must score a minimum of 75 points in the functionality

evaluation phase 1 to proceed to phase 2 of the evaluation.

Applicants meeting the minimum functionality criteria, will

then be scored on the 80/20 principle, based on their price

and B-BBEE ratings respectively.

The applicant with the highest total number of points will be

awarded the contract.

12. FORMAT OF THE BID SUBMISSION

Technical Proposal

1. Letter of Application

2. Company Profile

3. Team member names and roles

4. Track record and experience

5. Project Plan

6. Submission of all applicable documents as indicated below:

An original, valid Tax clearance certificate or Proof of exemption from

SARS;

A valid B-BBEE Status Level Verification certificate, copies to be certified

The completed and signed Standard Bidding documents (SBD)


o SBD 1

o SBD 4

o SBD 6.1

o SBD 8

o SBD 9

Copy of the registration document of the organisation;

Proof of registration with the National Treasury Central Supplier

Database.(CSD) A CSD Registration report with all information verified.

Financial Proposal

7. Pricing Schedule

13. IMPORTANT INFORMATION FOR BIDDERS

1. Proposals must be submitted in four (4) hard copies including one (1)

original.

2. Non-registration on the CSD or non-verified information on the CSD

Registration Report will render your proposal as disqualified.

3. Consortium/Joint Ventures must submit their consolidated tax clearance

certificates, B-BBEE certificates and other relevant documents to

qualify.

4. All the SBD documents must be completed, signed and submitted.

Failure to do so will disqualify the bid.

Bid applications must be submitted to:

Ms Anne Gideon

Manager: Supply Chain Management

The PSETA

2nd Floor, Sanlam Building

353 Festival Street, Hatfield

Pretoria

By no later than Wednesday, 9th October 2019 at 11h00


No late applications will be accepted

No electronic applications will be accepted

Please direct all queries to Ms Anne Gideon via email on [email protected] or

telephonically on 012-4235700

mailto:[email protected]

Documents

TERMS OF REFERENCE · Outline the opportunities and threats presented by emerging technologies to the Public Service processes. Outline the implications in terms of transversal skills/occupations